Request for Proposal Snow Plowing Services for the 2015-2018 Seasons For the Cohoes Housing Authority The Cohoes Housing Authority (CHA) is seeking bids for snowplowing services and removal, when required, at its four sites. Details of the precise locations and specifics of the requirements are provided within the RFP. The (CHA) will receive sealed proposals for said work described hereafter no later than 10: 00 AM local time, on October 22, 2015, at its Administrative Office located at 100 Manor Sites, Cohoes, New York 12047. Proposals received after this time will not be considered. For further information or a copy of the RFP call RJ Langlais (518) 857-8375 or e-mail at rj@cohoeshousing.org The proposal shall be submitted in a sealed envelope, entitled: Cohoes Housing Authority 2015-2018 Snow Plowing. Page 1
SCOPE OF WORK: The CHA is seeking bids from qualified, and insured entities to provide the following detailed snow removal services at the housing sites listed herein: SNOW REMOVAL CONTRACT SPECIFICATIONS 1. Snow removal bids are for the period commencing with the first snowfall until the last snowfall, but generally November 1, 2015 through April 30, 2018. The CHA may extend the contract an additional two one year periods if agreeable to the contractor at its sole discretion. 2. The contractor shall agree to furnish all labor, material, equipment and services necessary to perform the scope of work set forth in this contract specification. Such scope of work includes, but is not limited to, the removal and maintenance, free of snow and ice, of the roadways and parking areas adjacent to the Cohoes Housing Authority s properties. Said properties are described in detail on the accompanying maps and schedules. 3. Snow removal operations shall commence on the sites as described below when snowfall has reached a depth of two (2) inches. All roadways identified in this document shall be cleared no later than 6:00 am for snowfalls that occur the previous evening. 4. In parking areas or areas where snow cannot be moved to a common area, snow must be removed and placed in a designated area approved by the Housing Authority or its designee. Snow required to be removed off-site will be billed at a separate rate and must be preapproved. 5. The contractor may request residents to remove their vehicles from parking areas and driveways long enough to clear those locations. The housing authority will designate a time to have all parking areas cleared for snow removal. The time will be agreed upon between the housing authority and contractor. The time agreed upon, will remain consistent throughout each season and will be the day immediately following the snow fall. 6. Any damage to the grounds or structures due to snow removal operations will be required to be reported to the Maintenance Supervisor within seven days of snow/ice removal operations. Fifteen (15) days will be provided to the contractor to make repairs satisfactory to the Authority, resident or their designees. Any repairs not completed to the satisfaction of the Authority, resident or their designee will be made at the contractor s expense and withheld from the final payment. Damage necessitating immediate repair shall be undertaken within 48 hours by the contractor or will be initiated by the Authority. The expense attendant with the work will be withheld from the current invoice. 7. In the event the Contractor and Authority does not agree on the snowfall amounts on the specific dates, then written records of the local government agency or the Northeast Regional Climate Center shall be obtained by the Contractor and submitted to the Authority. The snowfall accumulation records from the Northeast Regional Climate Center shall be utilized for the nearest municipality to Albany, New York. 8. There are no salting services requested under this RFP. Snow Removal at any and all sites must be approved and authorized by the Housing Authority prior to commencement of the activity. Page 2
PROFILE OF FIRM FORM (Attachment A) (This Form must be fully completed ) (1) Federal Tax ID or DUNNS No.: (2) Business License No.: (If applicable) (3) State of License Type and No.: (4)Worker s Compensation Insurance Carrier: Proof required prior to award of contract (5) General Liability Insurance Carrier: Proof required prior to award of contract. $1,000,000 minimum. (6) Professional Liability Insurance Carrier: Proof required prior to award of contract (7) Debarred Statement: Has this firm, or any principal(s) ever been debarred from providing any services by the Federal Government, any state government, the State of, or any local government agency within or without the State of? Yes No If "Yes," please attach a full detailed explanation, including dates, circumstances and current status. (8) Disclosure Statement: Does this firm or any principals thereof have any current, past personal or professional relationship with any Commissioner or Officer of the HA? Yes No If "Yes," please attach a full detailed explanation, including dates, circumstances and current status. (9) Non-Collusive Affidavit: The undersigned party submitting this bid hereby certifies that such bid is genuine and not collusive and that said bidder entity has not colluded, conspired, connived or agreed, directly or indirectly, with any bidder or person, to put in a sham bid or to refrain from bidding, and has not in any manner, directly or indirectly sought by agreement or collusion, or communication or conference, with any person, to fix the bid price of affiant or of any other bidder, to fix overhead, profit or cost element of said bid price, or that of any other bidder or to secure any advantage against the HA or any person interested in the proposed contract; and that all statements in said bid are true. (10) Verification Statement: The undersigned bidder hereby states that by completing and submitting this form he/she is verifying that all information provided herein is, to the best of his/her knowledge, true and accurate, and agrees that if the WHA discovers that any information entered herein is false, that shall entitle the HA to not consider nor make award or to cancel any award with the undersigned party. Signature Date Printed Name Company Page 3
(Attachment B) CERTIFICATION FOR BUSINESS CONCERNS SEEKING SECTION 3 BUSINESS PREFERENCE IN CONTRACTING AND DEMONSTRATION OF CAPABILITY NAME OF BUSINESS: ADDRESS OF BUSINESS: TYPE OF BUSINESS: Corporation Partnership Sole Proprietorship Joint Venture Attached is the following documentation as evidence of status: For business claiming status as a Section 3 resident-owned Enterprise: Copy of resident lease Other evidence Copy of evidence of participation in a public assistance program For the business entity as applicable: Copy of Articles of Incorporation Assumed Business Name Certificate List of owners/stockholder and % of each Latest Board minutes appointing officers Certificate of Good Standing Partnership Agreement Corporation Annual Report Additional documentation Organization chart with names and titles and brief functional statement For business claiming Section 3 status by subcontracting 25% of the dollar awarded to qualified Section 3 business: List of subcontracted Section 3 business and subcontract amount For business claiming Section 3 status, claiming at least 30% of their workforce are currently Section 3 residents or were Section 3 eligible residents within 3 years of date of first employment with the business: List of all current full time employees PHA Residential lease (less than 3 years from date of employment) List of all employees claiming Section 3 status Other evidence of Section 3 status (less than3 years from date of employment) Evidence of ability to perform successfully under the terms and conditions of the proposed contract: Current financial statement Statement of ability to comply List of owned equipment List of all contracts for the past 2 years with public policy Corporate Seal Authorizing Name and Signature Notary My term expires: Title Signature Date Page 4
BID EVALUATION: Award of Bid(s): The successful bidder shall be determined as the responsive and responsible bidder who submits the lowest actual or calculated cost as detailed with the IFB, as long as he/she is able to deliver the specified items in a timely manner and it is, in the opinion of the HA, to the bests interests of the HA to accept the bid. All bidders will be notified in a timely manner of the results of the evaluation after award has been completed. Rejection of Bids: The HA reserves the right to, at any time during the bid process, reject any or all bids received. In the case of rejection of all bids, the CHA reserves the right to advertise for new bids or to proceed to do the work otherwise, if in the judgment of the HA, the best interest of the HA will be promoted. Cancellation of Award: The CHA reserves the right to, without any liability, cancel the award of any bid(s) at any time before the execution of the contract documents by all parties. Disqualification of Bidders: Any one or more of the following shall be considered as sufficient for the disqualification of a bidder and the rejection of his/her bid: Evidence of collusion among prospective or actual bidders. Participants in such collusion will receive no recognition as bidders or proposers for any future work of the CHA until such participant shall have been reinstated as a qualified bidder or bidder. The names of all participants in such collusion shall be reported to HUD and any other inquiring governmental agency. More than one bid for the same work from an individual, firm, or corporation under the same or different name(s), unless such was specifically allowed by the CHA within the bid documents issued, including by addendum. Lack of competency, lack of experience and/or lack of adequate machinery, plant and/or other resources. Documented unsatisfactory performance record as shown by past work for the HA or with any other local, State or Federal agency, judged from the standpoint of workmanship and progress. Subcontractors: Unless otherwise stated within the IFB documents, the successful bidder may not use any subcontractors to accomplish any portion of the services described within the IFB documents or the contract without the prior written permission of the CHA. Indemnity: The successful bidder shall protect, indemnify and hold the CHA, its officers, employees, agents, consulting engineers and other retained consultants harmless from and against any and all claims, damages, losses, suits, actions, decrees, judgments, attorney s fees, court costs and other expenses of any kind or character which the CHA, its officers, employees, agents, consulting engineers or other retained consultants may suffer, or which may be sought against, recovered from or obtainable against the CHA, its officers, employees, agents, consulting engineers or other retained consultants such as: as a result of, or by reason of, or arising out of, or on account of, or in consequence of any act or failure to act on the part of the successful bidder, its subcontractors or agents, or anyone directly or indirectly employed by any subcontractor or agent, in the fulfillment or performance of the terms, conditions or covenants that are contained in this contract or agreement, regardless of whether or not the occurrence which gave rise to such claim, damage, loss, suit, action, judgment or expense was caused, in part, by any party indemnified hereunder; or Page 5
as a result of, or by reason of, or arising out of, or on account of, or in consequence of, any neglect in safeguarding the work; or In this connection, it is expressly agreed that the successful bidder shall, at its own expense, defend the CHA, its officers, employees, agents, consulting engineers and other retained consultants, against any and all claims, suits or actions which may be brought against them, or any of them, as a result of, or by reason of, or arising out of, or on account of, or in consequence of any act or failure to act the consequences of which the successful bidder has indemnified the CHA, its officers, employees, agents, consulting engineers and other retained consultants against, and if the successful bidder shall fail to do so, the CHA shall have the right, but not the obligation, to defend the same and to charge all direct and incidental costs of such defense to the successful bidder including attorney s fees and court costs; provided, however, that if the forum in which such claim suit or action is heard determines that the occurrence that gave rise to the same was caused, in whole or in part, by any party who is indemnified hereunder, the HA shall reimburse the successful bidder for all, or the indemnified party s proportionate share, as the case may be, of the costs of such defense. Federal Regulations Termination For Cause and Convenience: As detailed within Clause No. 3 of Attachment G-1, Form HUD-5370-C (10/2006), General Conditions for Non-Construction Contracts, Section I (Within or without Maintenance Work). Executive Order 11246: For all construction contracts awarded in excess of $10,000, both parties hereby agree to comply with Executive Order 11246 of September 24, 1965, entitled Equal Employment Opportunity, as amended by Executive Order 11375 of October 13, 1967, and as supplemented in Department of Labor Regulations (41 CFR Chapter 60). Copeland Anti-Kickback Act: For all construction or repair contracts awarded, both parties hereby agree to comply with the Copeland Anti-Kickback Act (18 U.S.C. 874) as supplemented in Department of Labor Regulations (29 CFR Part 3). Davis-Bacon-Act: For all construction contracts awarded in excess of $2,000 when required by Federal Grant Program legislation, both parties hereby agree to comply with the Davis-Bacon Act (40 U.S.C. 276a to 276a-7) as supplemented in Department of Labor Regulations (29 CFR Part 5). Sections 103 and 107 of the Contract Work Hours and Safety Standards Act: For all construction contracts awarded in excess of $2,000 and for other contracts, which involve the employment of mechanics or laborers awarded in excess of $2,500, both parties hereby agree to comply with the Sections 103 and 107 of the Contract Work Hours and Safety Act (40 U.S.C. 327-330) as supplemented in Department of Labor Regulations (29 CFR Part 5). Clean Air Act: For all contracts in excess of $100,000, both parties hereby agree to comply with all applicable standards, orders or requirements issued under section 306 of the Clean Air Act (42 U.S.C. 1857(h), Section 508 of the Clean Water Act (33 U.S.C. 1368), Executive Order 11738, and Environmental Protection Agency regulations (40 CFR Part 15). Energy Policy and Conservation Act: Both parties hereby agree to comply with all mandatory standards and policies relating to energy efficiency, which are contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation Act (Pub. L. 94-163, 89 Stat. 871). Page 6
1.0 CHA S RESERVATION OF RIGHTS: - The CHA reserves the right to reject any or all bids, to waive any informality in the IFB process, or to terminate the IFB process at any time, if deemed by the HA to be in its best interests. - The CHA reserves the right not to award a contract pursuant to this IFB. - The CHA reserves the right to negotiate the fees proposed by the bidder entity. - The CHA reserves the right to reject and not consider any bid that does not meet the requirements of this IFB, including but not necessarily limited to incomplete bids and/or bids offering alternate or non-requested services. - The CHA shall have no obligation to compensate any bidder for any costs incurred in responding to this IFB. Site Description IFB Section Item No. Qty U/M Description (Site: Addresses) 3.2.1 1 1 Each Manor Apartments 100 Manor Site Cohoes, NY. Main roads and parking areas are to be plowed. 3.2.2 2 1 Each Saratoga Sites Apartments 71 Saratoga Sites, Saratoga St., (RT 32) across the street from the former Hess station is to be plowed as well as the parking area. 3.2.3 3 1 Each McDonald Towers 19 Remsen Street, Cohoes NY is to be plowed as well as the parking areas. 3.2.4 4 1 Each Roulier Heights Apartments 51 Roulier Heights, Garner St., Cohoes is to be plowed as well as the parking areas. Page 7
Re: RFP Snow Removal Services 2015-2018 BID FORM The undersigned, having familiarized (himself) (themselves) with the locations and conditions affecting the work and its cost, and with the bidding documents prepared by Cohoes Housing Authority, 100 Manor Sites, Cohoes, NY 12047 and with the contract forms to be used, hereby proposes to furnish all labor, material, equipment and services required to plow snow for the hourly rate of: $ Written amount: The undersigned, having familiarized (himself) (themselves) with the locations and conditions affecting the work and its cost, and with the bidding documents prepared by Cohoes Housing Authority, 100 Manor Sites, Cohoes, NY 12047 and with the contract forms to be used, hereby proposes to furnish all labor, material, equipment and services required to remove snow for the hourly rate of: $ Written amount: There are no salting services associated with this request. Signature and date Printed Name of Authorized Person Company Name Address Contact Person Telephone Cell Phone Fax # E-mail Address Federal ID Dunns # or Social Security # Page 8