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HomeMy WebLinkAboutREQUEST FOR PROPOSAL -,:-i -74k-_P .v. 40- , ILI /-. .„ 11 p CITY OF WA TERLOO -UPI T OOK IOWA fit@ FACILITY MANAGEMENT REQUEST FOR WSPfSS L ( F) rloo TITLE: Facility Management Services—For City Facilities City Hall Waterloo Public Library Center for the Arts Young Arena Five Sullivan Brothers Convention Center City Hall/Carnegie Annex City Hall/Garage and Traffic Annex Central Garage Street Department Fire Stations 1,3,4,5,6,8 Swimming Pools/Byrnes and Gates ISSUE DATE: CONTACT: Louis Cutwright,Jr. PHONE: 319-291-4319 E-MAIL: louis.cutwright@waterloo-ia.org RETURN PROPOSAL NO LATER THAN: June 4,2007 on or before 3:00 pm CENTRAL TIME REQUEST FOR PROPOSAL OPENING DATE:June 4,2007 TIME: 5:30 pm REVIEW COMMITTEE: GILMOR&DOYLE,BUILDING AND GROUNDS COMMITTEE AND MAINTENANCE ADMINISTRATOR CONTRACT AWARD: June 11,2007 MAILING INSTRUCTIONS: Print or type RFP/FACILITY MANAGEMENT SERVICES in the lower left hand corner of the envelope or package. Delivered sealed proposals must be in City Clerks Office, City Hall, 715 Mulberry Street, City of Waterloo, Iowa by date and time on RFP. RETURN PROPOSAL TO: City Hall 715 Mulberry Street Waterloo,Iowa 50703 CONTRACT PERIOD: Date of Award through 37 Months with two (2) 12 month renewals. The 37 month period will consist of(1 Month Implementation and 36 Month of Facilities Management Services) DELIVER SUPPLIES/SERVICES FOB DESTINATION TO THE FOLLOWING ADDRESS: City of Waterloo Facilities Listed on The Cover Page of RFP Waterloo, Iowa The bidder hereby declares understanding, agreement and certification of compliance to provide the items and/or services, at the prices quoted,in accordance with all requirements and specifications contained herein and the Terms and Conditions Request for Proposal. The bidder further agrees that the language of this RFP shall govern in the event of a conflict with his/her proposal. The bidder agrees that upon receipt of an authorized purchase order from the City Council or when a Notice of Award is signed and issued by an authorized official of the City of Waterloo,a binding contract shall exist between the bidder and City of Waterloo. SIGNATURE REQUIRED - LEGAL NAME OF ENTITY/INDIVIDUAL MAILING ADDRESS CITY,STATE,ZIP CODE CONTACT PERSON EMAIL ADDRESS PHONE NUMBER FAX NUMBER TAXPAYER ID NUMBER(TIN) TAXPAYER ID(TIN)TYPE(CHECK ONE) VENDOR NUMBER(IF KNOWN) FEIN SSN VENDOR TYPE(CHECK ONE) Corporation Individual State/Local Government Partnership Sole Proprietor Other AUTHORIZED SIGNATURE DATE PRINTED NAME TITLE B3Z05200 Page 2 1. INTRODUCTION AND GENERAL INFORMATION 1.1 Introduction: 1.1.1 This document constitutes a request for competitive, sealed proposals for the provision of Facility Management Services in the above referenced City of Waterloo facilities. Facility Management Services will be defined as the following with reference to this document: 1) Service,repair and maintenance of all HVAC equipment. 2) Service,repair and maintenance of all electrical equipment. 3) Repair and maintenance of all equipment not related to HVAC or electrical. 4) Repair and maintenance of building exterior. (i.e.roofs,windows, doors,etc.) 5) Repair and maintenance of exterior grounds. (i.e. grass, snow,trash,etc.) 6) Payment of all related utility bills. (i.e. gas, electric,water) 7) Management of existing janitorial service contract. 8) Service,maintenance and management of existing security system contract. 9) Repair and maintenance of office equipment as it relates to employee comfort. 10) This list is not intended to be a comprehensive list of all services provided. However, the contractor will be responsible for the preservation of all structures and the comfort of all employees. 1.1.2 Organization - This document, referred to as a Request for Proposal (RFP), is divided into the following parts: 1) Introduction and General Information 2) Contractual Requirements 3) Proposal Submission Information 4) Pricing Page 1.2 Tour of Facilities and Pre-Proposal Conference: 1.2.1 Tour of Facilities: A tour of the facilities will be held on Wednesday April 11, 2007. This is a MANDATORY tour of the facilities. Bids will not be opened or read from bidders NOT attending the facility tour meeting. The tour will begin with the Waterloo City Hall located at 715 Mulberry Street Waterloo, Iowa and continue with the other facilities beginning at 8:30 a.m. Potential bidders are required to tour all facilities covered by the RFP and shall meet in the lobby of each building as the tour progresses. Bidders shall plan on spending a full day on the tour of the facilities. The purpose of the tours is to allow potential bidders an opportunity to become familiar with the facilities and layout prior to the contractors complete inspection. Bidders will be able to schedule onsite inspection to get detailed information of the listed facilities by calling Louis Cutwright, Jr. at 319- 291-4319 or 319-230-4085 (cell). POTENTIAL BIDDERS SHALL NOT BE PERMITTED TO SCHEDULE A COMPLETE TOUR AT A DIFFERENT TIME OR DATE OTHER THAN THE APRIL 11, 2007 TOUR DATE LISTED ABOVE. A record of those potential bidders attending the tour will be maintained for verification purposes. a. Each bidder is solely responsible for a prudent and complete personal inspection, examination, and assessment of the facilities, chillers, boilers, air handlers, electrical systems, plumbing, exterior envelope and any other existing condition, factor, or item that may affect or impact the performance of service described and required by the Contractual Requirements. b. All questions regarding the Request for Proposal and/or the competitive procurement process must be directed to Louis Cutwright, Jr. of Building Maintenance at (319)291-4319, by e-mail louis.cutwright@waterloo-ia.org,or by fax 319-291-4262. B3Z05200 Page 3 1.2.2 Questions: Any questions regarding the RFP or the buildings being toured shall be submitted in writing of by e-mail or fax no more than five (5) working days after the tour. All questions will be responded to as they relate to the contents of this document. The answers will be sent to all attending the facility tour. The answers will go to potential bidder in the form of ADDENDUM#1. 1.2.3 Pre Bid Meeting: a. All potential bidders are encouraged to attend a pre-bid meeting scheduled Thursday May 10, 2007 at 1:00 pm in order to ask questions and provide comments on the RFP. Attendance is not required in order to submit a response to the RFP however bidders are strongly encouraged to attend since information relating to the RFP will be discussed in detail. The bidder should bring a copy of the RFP since it will be used as the agenda for the meeting. b. Bidders are encouraged to advise Building Maintenance within five (5) working days of the scheduled facility tour of any special accommodations needed for disabled personnel who will be attending the tour so that accommodations can be made. 1.3 Background Information: 1.3.1 General information for each facility is listed below: City Hall A two (2) story office building with basement; with approx. 95 employees from 8:00 am through 5:00 pm five (5) days per week. The Police Department operates 24/7 with a staff of thirty (30). The building is approx. 14,580 sq. ft. Waterloo Public Library A three (3) story office/public building with basement which operates 8:00 am to 9:00 six (6) days per week. The building has about 65,000 sq. ft. and was built in 1937 with a major addition in 1981. The building is staffed with about 18 employees at any one time. Center for the Arts This is a two (2) story structure with about 150,000 sq. ft. with the new addition that will be completes in 2007. This facility has about 10 fulltime employees and is open 7 days per week between eight(8)to twelve(12)hours per day. Young Arena This structure house's an Olympic sheet of ice with concession, locker room, offices and mechanicals in a two (2) story section. The floor area is approx. 55,000 sq. ft. About five (5) fulltime employees are in the building 8-5. Five Sullivan Brothers Convention Center This is a two (2) story building the typically operates 8:00 am to 10:00 pm 4—7 days per week. Has a total square foot area under roof of approx. 120,000 sq. ft. including basement. City Hall Carnegie Annex This is a two(2) story office structure(historical) of approx. 15,300 sq, ft. It is used to house four(4) city departments with about 30 employees. It operates from 8:00 am to 6:00 pm. City Hall Garage and Traffic Annex This is a single story office/service garage structure of approx. 17,000 sq. ft. There are two (2) city departments in the building with about 8 fulltime employees from 6:00 am to 5:00 pm. B3Z05200 Page 4 Central Garage This is a single story structure with about 9,000 sq. ft. About 900 sq. ft. is used for office space with the remainder of the area used for equipment repair and part storage. There are five (5) employees that are in the building from 7:00 am to 5:00 pm. Street Department This is a single story structure of about 37,000 sq. ft. About 2,400 sq. ft. is used for office space with the remainder being used for parking and repair of street equipment and trucks. There are about 8 fulltime employees in the building from 7:00 am to 5:00 pm. There are about 30 employees in the Street Department. Fire Stations 1,3—8 Fire Station#1 is a 12,600 SF facility with a second floor sleeping area. Fire Stations#3,4, 5, 6 and 8 are about 5,150 SF single story facilities. All stations are 24/7 facilities Swimming Pools/Byrnes and Gates Byrnes Pool is a 11,205 SF 440,000 gal. swimming facility with related pumps and valves. Gates Pool is a 10,185 SF 360,000 gal. swimming facility with related pumps and valves. Both pools are open about 80 days per season between Memorial and Labor day. 1.3.2 Additional information: It will be the responsibility of the bidder to document all equipment and condition. This is necessary because the successful bidder will become solely responsible for all maintenance and repairs of the equipment as set out in section 1.2.1 a of this document. The equipment list submitted by the successful contractor shall be a comprehensive list of every piece of equipment. This will facilitate the listing of all equipment conditions so comprehensive CMMS program can be established. It is the bidder's responsibility to verify all equipment type, size and number for bidding purposes. 1.3.3 No current contract exists for the provision of Facility Management Services as specified herein. However, the City has several maintenance contracts in force on building systems. The successful bidder will have all maintenance contracts under their responsibility. • Elevator maintenance agreements • Fire alarm maintenance agreements • Janitorial contract 1.3.4 Although an attempt has been made to provide accurate and up-to-date information, the City does not warrant or represent that the background information provided herein reflects all relationships or existing conditions related to this Request for Proposal. 2. CONTRACTUAL REQUIREMENTS 2.1 General Requirements: 2.1.1 The contractor shall provide Facility Management Services for the facilities and locations as outlined in sections 1.3.1 of this document according with the provisions and requirements stated herein, and to the sole satisfaction of the City. B3Z05200 Page 5 2.1.2 The contractor shall be a proven leader in the facilities management business, having at least ten (10) consecutive years experience in the provision of facilities management services. Such facilities management service experience shall include provision or the oversight of mechanical, HVAC, and operations management. a. The contractor or subcontractors must hold all applicable licenses, insurance, and be fully bonded. 2.1.3 The contractor shall provide the highest quality of services equal to industry standards in connection with each maintenance discipline required by this contract. 2.1.4 Unless otherwise specified herein, the contractor shall furnish all tools, equipment, materials, labor, and supplies necessary to maintain the facilities as required herein. a. The contractor shall provide a sufficient number of qualified, trained, and experienced personnel. b. The City shall make available any specialty tools that it has acquired to maintain special equipment. This equipment shall remain the property of the City or the contract provider reserves the right to purchase the equipment at an industry adjusted price. If the contractor chooses not to purchase the equipment all equipment and tools shall be kept in excellent condition. If the City owned equipment fails because of contractor negligence or abuse the contractor shall replace the equipment at no expense to the city. 2.1.5 This will be a full service Facility Management Service contract so the contractor shall be held responsible for any and all damage to the facilities, resulting from improper use of tools, materials, and equipment. Damage shall be repaired at no cost to the city. 2.1.6 The contractor may make use of the utilities of the facilities (e.g. electric, gas, water, sewer, telephone, etc). The city shall provide adequate office space for the contractor's manager and other personnel as specified necessary by the contractor, subject to approval by the city. The city shall also provide adequate storage space for tools and equipment provided by the contractor to perform the services required herein. The city shall provide adequate on-site parking for the vehicles required by the contractor's staff. 2.1.7 The contractor shall staff and maintain a local office at City Hall 715 Mulberry Street Waterloo, Iowa and provide additional support for the facilities management services within a radius of 100 miles. The staff member located in the City Hall office shall submit to a criminal background check. The staff person shall become a ex-officio member of the Waterloo Safety Committee and will be required to attend all meetings. 2.1.8 The contractor must ensure that the contractor's personnel are reasonably dressed and groomed while at the facility, are wearing an article of clothing identifying the contractor or a subcontractor, and have a picture ID tag visible at all times. 2.1.9 The contractor shall observe the same holiday schedule as the City of Waterloo. 2.1.10 The contractor and all subcontractors shall comply with the provisions of all applicable federal, state, county, and local laws, ordinances, regulations, and codes (including procurement of any required permits or certificates) in their respective performance thereunder including, but not limited to, the standards promulgated by the City of Waterloo's Safety Requirements and Occupational Safety and Health Act. B3Z05200 Page 6 2.1.11 Training: The contractor must have a company-wide, comprehensive technical training program to include formal skill level upgrade training, recurring training, refresher training, and remedial training. The training program must include formal training courses and on-the-job training and must be in compliance with OSHA and any other applicable regulatory agency. The contractor shall show proof of training for all workers used in performing specific task in support of this contract. a. The contractor shall have a company safety program that addresses the hazards associated with the services required herein. Proof shall be shown. b. The contractor shall be responsible for the training of the contractor's employees on the operation of the facilities' systems and proper management procedures. c. OSHA training for contractor employees required to operate powered equipment shall be completed during the one-month start up period specified herein. 2.1.12 The contractor shall not be relieved of responsibility for performance pursuant to the contract for any reason whatsoever, since the contractor was afforded the opportunity to become familiar with the facilities and the conditions that existed within the facilities prior to award of the contract. 2.2 Subcontractor Requirements: 2.2.1 The contractor shall be the prime contractor for the facilities management services specified herein. However, the contractor may subcontract the various supporting services/products. The contractor shall be fully responsible for any subcontracted services and the quality and scope of those services. The contractor shall be directly involved with the delivery of all services, including the subcontracted services. a. References throughout this document to "the contractor" shall also be deemed to mean any subcontracting arrangement with the contractor to provide the required products/services. 2.2.2 If the contractor or the city determines that a subcontractor is not performing in a satisfactory manner, the contractor must replace the subcontractor. Key Performance Indicators(KPI)that will be used to assess the subcontractor's performance will be established as they relate to the specific subcontract issued. These KPI's will be set in writing when a subcontract has been signed and the scope of responsibilities defined. The scope of responsibilities shall be outlined before work commences so decisions made as they relate to this section will not be arbitrary. 2.2.3 Any subcontracts for the products/services described herein must include provisions and contractual obligations to ensure the successful fulfillment of all contractual obligations agreed to by the contractor and the city and to ensure that the city is indemnified, saved, and held harmless from and against any and all claims of damage, loss, and cost(including attorney fees) of any kind related to a subcontract in those matters described in the contract between the city and the contractor. The contractor shall expressly understand and agree that he/she shall assume and be solely responsible for all legal and financial responsibilities related to the execution of a subcontract. The contractor shall agree and understand that utilization of a subcontractor to provide any of the products/services in the contract shall in no way relieve the contractor of the responsibility for providing the products/services as described and set forth herein. The contractor must obtain the approval of the City prior to establishing any new subcontracting arrangements and before changing any subcontractors. The approval shall not be arbitrarily withheld. B3Z05200 Page 7 2.3 Start-Up Requirements: 2.3.1 The contractor shall fully implement the Facility Management Services, including all subcontracted services,no later than ninety(90)days following the effective date of the contract. a. The Contractor shall give preference to current City building maintenance employees as it begins to determine the staffing level to perform all requirements of this contract. Employees working for the contractor will not be employee of the City; they will be employees of the contractor. It is the responsibility of the contractor to determine it's own staffing level for the various supportive services,effective upon the implementation of the Facility Management. b. The contractor shall reestablish all service contracts and establish all subcontractor relationships prior to the implementation of the Facility Management Services. 2.3.2 Prior to the full implementation of Facility Management Services, the contractor shall provide initial startup operations to ensure that all services for the facilities are fully operational. 2.3.3 Upon notification of contract award, the contractor shall be granted access to the facilities and shall be assisted by the city in order for the contractor to finalize plans for facility management. 2.3.4 During the start-up period, the contractor shall provide the city with an itemized list of all tools and equipment that will be used and stored at the facilities. The contractor shall keep such list current and provide the city with an updated list. 2.3.5 During the start-up period, the contractor shall submit an itemized list of repairs/services that are necessary to restore the facilities to first class operating condition. a. The city shall be responsible for the repairs/services specified on the list submitted by the contractor. These repairs shall be completed or contracted for within ninety (90) days so as not to interfere with Facility Management start date. The City reserves the right to competitively bid all startup repairs or the Facility Management contractor may act as the City's agent to insure all repairs are completed and/or contracted for by the competitive bidding process. b. After the city completes the listed repairs/services, the contractor and the city shall inspect the repair/service to verify the operating condition of such. After verification of all such repairs/services,the facilities shall be turned over to the contractor. 2.4 General Service Requirements: 2.4.1 General Operation and Maintenance Service: The contractor shall perform the services and activities required to maintain the comfort of all employees occupying the facilities and perform all levels of maintenance on the buildings listed in section 1.3.1 of this document. 2.4.2 Warranty Administration: The contractor shall administer, coordinate, and enforce all warranties provided by construction contractors and equipment suppliers. The contractor shall perform all work so that all warranties are maintained in full force and effect. The contractor shall perform post construction and near-end-of-warranty predictive diagnostic testing to ensure that mechanical and electrical systems are within manufacturers' operating specifications. The contractor shall notify the respective construction contractors or equipment suppliers as to any anomaly identified before the end of the warranty period. B3Z05200 Page 8 2.4.3 Unless otherwise specified herein, the contractor shall manage and maintain financial responsibility for all labor and materials required for contract compliance. a. The contractor shall be responsible for all costs for repairs, required inspections, and annual certifications for the facility equipment and systems. 2.4.4 Service Requests: Occupant comfort and satisfaction is of paramount importance. Therefore, the contractor must respond to any call requesting service or registering a complaint in a timely manner based on the priority level of the call. a. The contractor shall verbally respond to Priority "1" calls within fifteen (15) minutes and be on site with two (2) hours. The contractor shall verbally respond to Priority "2" calls within four (4) hours and complete repairs within two (2) working days of the call. Examples of priority types include,but are not limited to, the following: 1) Priority 1: Leaks, electrical outages, restroom plumbing problems, safety hazards, ergonomic workstation requests, mechanical system failures, life safety systems, downed tree limbs, snow removal, spreading of snow melt, and miscellaneous problems needing prompt response as deemed necessary by the contractor's management. 2) Priority 2: Workstation modifications, hanging pictures, general preventive maintenance, general grounds care requests, non-leak related plumbing repairs, or any other minor repairs needing prompt response as deemed necessary. b. Any second call for service/complaint shall be elevated to the contractor's on-site manager for evaluation of service provided. c. The contractor shall provide a means for contacting the contractor on a round-the-clock basis, such as a commercial paging service, cell phone, or customer call center. When activated, the contractor shall respond by cell phone to the city's agent within fifteen minutes. d. Emergency Service: In the event of an emergency condition (i.e. tornado, flood, massive power outage) during other than normal working hours and if requested by the city, the contractor shall immediately mobilize all or part of the contractor's workforce, as necessary, in order to respond to the emergency condition within fifteen(15)minutes of the call. 1) The city may place a verbal order for emergency service and shall later confirm the request in writing. 2) If a site visit is needed to repair equipment, the contractor's repair personnel shall arrive on site within one(1)hour for emergency repairs. 2.5 Specific Service Requirements: The contractor shall ensure the provision of the services in accordance with the following requirements: 2.5.1 Building Automation System and Equipment: The contractor shall operate the building automation system in all structures related to this contract. In addition, the contractor shall provide scheduled preventive maintenance on all components of the building automation systems. a. The contractor shall verify the proper operation of the control sequences required to maintain the desired conditions within the spaces being served by the HVAC equipment. b. Upon consulting with the city, the contractor shall modify control sequences to increase the reliability, comfort, and energy efficiency of the systems being controlled. B3Z05200 Page 9 c. The contractor shall maintain the most current software version for the Building Automation System and Equipment. The updated system in its entirety shall be and remain the property of the city. 1) The contractor shall perform regularly scheduled backups of the system. d. The contractor must have written approval from the city prior to modifications to the Building Automation System and Equipment. e. The contractor shall be responsible for all repairs and required inspections and annual certifications of the Building Automation System. 1) At a minimum, the contractor shall calibrate critical sensors and perform modifications of graphics, address any problems/concerns of the system, and fine tune control loops for optimum performance at least two(2)times per year. 2.5.2 Water Treatment: The contractor shall provide a full water treatment program for the cooling tower at City Hall and Young Arena, the closed loop systems for chilled and hot water in all buildings outlined is section 1.3.1 of this document that contain systems that require treatment. This will include a once a month visit from a qualified chemical water treatment representative for all systems related HVAC used in heating and cooling of city buildings. The contractor shall provide all chemicals, test equipment, testing and metering devices, and pumps. The contractor shall keep a monthly report on file of the conditions of all systems. 2.5.3 People Conveyance Equipment: The contractor shall ensure that the elevators are operating per the manufacturer's guidelines and within the state elevator codes. The contractor shall be responsible for the yearly contract for elevator inspections. 2.5.4 Fire Detection/Life Safety Systems: The contractor shall manage the fire detection/life safety system and annunciation system, to include audio/visual indicators, pull stations, smoke heads, heat detectors, fire sprinkler system, and flame detection. Annunciation panels and detection devices shall be scheduled for monthly testing and annual testing based on National Fire Protection Association (NFPA) guidelines and per Federal, State, and local codes. The contractor shall perform all testing, cleaning, and maintenance on all the above-mentioned detection devices and panels on a scheduled basis, as determined by the requirements of the facility and appropriate governing codes. The contractor shall ensure that all parts are inspected and batteries are replaced annually. 2.5.5 Heating, Ventilation, and Air Conditioning (HVAC): The contractor shall maintain all HVAC equipment and systems including HVAC distribution equipment consisting of rooftop units, exhaust fans, air redistribution fans, filtration, radiant heat units and associated controls. In addition, the contractor shall ensure the equipment and systems are operational, inspected, logged, and scheduled for preventive and predictive maintenance. a. The contractor shall capture and recycle or dispose by environmentally safe methods all Ozone Depleting Substances encountered during maintenance/repair or servicing of HVAC equipment and systems in accordance with applicable regulations. 2.5.6 Snow Removal: The contractor shall perform snow and ice removal on the walkways and entrances leading to the following facilities; City Hall, City Hall Carnegie Annex, Center for the Arts, and Library. B3Z05200 Page 10 a. Approved snowmelt products include magnesium chloride that claims to be the least corrosive on concrete. Snow removal shall be performed on listed city buildings before the start of business (6:00 am) or at night (after 7:00 pm). Additional snow removal shall be done throughout the day as conditions warrant. b. The contractor may subcontract with a local snow removal contractor who will treat the city property as its first priority. 2.5.7 Plumbing: The contractor shall perform the maintenance and minor repairs on toilets, basins, and fixtures in all restrooms, showers, dressing rooms, closets, and exposed plumbing. This would include all supply lines, drains, traps, and cleanouts installed and owned by the city. The contractor shall perform routine maintenance and minor repairs on domestic hot/cold water piping and water distribution system. 2.5.8 Utilities and Utility Conservation: The contractor shall be responsible for the payment of utilities, including electrical, gas. The contractor shall work with the city on an ongoing basis to evaluate the utility systems for energy reduction potential. The contractor shall create and put into effect operational plans to reduce energy consumption, employee training programs to create an awareness of energy costs and savings potential, utility rate application assistance, utility bill verification procedures, utility consumption tracking to determine cost effects of operational changes, and energy savings programs. A three(3)year utility spreadsheet will be attached to this document. a. The contractor shall utilize certified energy engineers or equal to troubleshoot utility consumption related problems or situations. b. If requested by the city the contractor shall act as the city's representative during utility negotiations. 2.5.9 Computerized Maintenance Management System Requirements: The contractor shall utilize a computerized maintenance management system (CMMS) to manage and track all maintenance work and provide reports to the city. All preventive maintenance work orders shall be printed, distributed, completed,and closed-out by the contractor. 2.5.10 The contractor must utilize the CMMS software to its full capability including, but not limited to, (1) scheduling and reporting on preventive and corrective repair and project maintenance work, including scheduled rounds and routine and periodic custodial tasks, and(2)maintaining histories of scheduled and unscheduled maintenance repair, labor, and parts and materials usage for each piece of equipment. Maintenance shall include the following: a. Preventive Maintenance: Preventive maintenance includes inspections, lubrication, tests, adjustments, and corrective maintenance tasks. The contractor shall control scheduling the interval of preventive maintenance and task functions to be performed by both calendar periods and operating hours (run time) as applicable to each piece of equipment. Preventive maintenance must follow the original manufacturer's recommendations and is subject to city approval. Preventive maintenance performed cannot interfere with normal business operations within the facilities. b. Predictive Maintenance: The contractor shall control scheduling for predictive maintenance including but not limited to oil spectrum,refrigerant,eddy current and vibration analyses as well as fan,pump pulley and shaft laser alignment. c. Repair Maintenance: Repair maintenance includes all repair, replacement, and adjustment of equipment in response to conditions discovered during performance of preventive maintenance, equipment breakdown/improper operation, or occupant complaint. Repair work orders shall be B3Z05200 Page 11 generated as required to respond to problems as they occur. Except in response to occupant complaints or safety requirements, repair work orders shall be scheduled for completion depending on priority, availability of parts, workload, and convenience of occupants. Repair maintenance involving safety considerations or possible damage shall be responded to immediately. Repairs must follow original manufacturer's recommendations. 2.5.11 The CMMS must maintain information regarding the facilities at the facility with the ability to track by individual facility as well as by aggregate. Subcontracted maintenance must be tracked and reported. Inventory levels, costs, and usage must be maintained and reported. Spare part and critical spare part information must be tracked. 2.5.12 The CMMS must track vendor history, including warranty tracking, delivery, and parts reliability and cost performance. 2.5.13 The contractor's CMMS shall produce reports in a labor distribution format sufficient to allow accurate budgeting and charge back for all labor and material usage by each city building if the city desires to do so. a. The CMMS must have the capability to capture costs associated with each piece of equipment. Each piece of equipment must be uniquely defined. The CMMS must have provisions for providing a running labor and material cost history for each piece of equipment in a month-to- date,year-to-date, and life-to-date format. b. At least quarterly and upon request,the contractor shall provide the CMMS reports to the city. 2.5.14 As requested by the city, the contractor shall provide reports of performance levels of the facility equipment/systems reflecting proper maintenance and repairs are being performed. 2.5.15 The contractor shall provide the city with a quarterly report of facility maintenance, repair or any unusual circumstances. 2.6 Additional Reporting Requirements: 2.6.1 The contractor shall conduct quarterly tenant surveys pertaining to, but not limited to, the areas of HVAC, service time, response time, and overall comfort level. Each area shall be graded with a grade of Excellent, Good, and Poor. a. The contractor shall report the findings of the tenant surveys to the city within thirty(30)days of the survey completion. In addition, the contractor shall include proposed resolutions to any deficiencies identified in the findings. 2.6.2 The contractor shall present a quarterly report to the city showing a comparison of utility and operations expenses in regard to maintenance and utility costs. 2.6.3 The contractor shall immediately report to the city any abnormal or deteriorating conditions of the facilities' equipment or the structure of the facilities with recommendations for improvements or equipment replacement. 2.6.4 The contractor shall maintain the annual Fire Detection/Life Safety Systems inspection report and provide a copy to the city. B3Z05200 Page 12 2.6.5 The contractor shall maintain a daily log that documents facility conditions and actions of the contractor. Upon request,the contractor shall provide the city with access to the daily log. 2.6.6 The contractor will be responsible for the spring set up, filling and the start of both swimming pools. This will include pool cleaning from the winter grime, filters setup, chemical feed operation check, pump motor checks and any thing necessary for the smooth operation of the pools during the season. Responsibilities will also include decommissioning the pools after the season. This will include draining the pool, winterize all areas of the pool facility,remove all exterior motors for inside storage through the winter, and checking all units for mechanical and electrical operation. Invoicing and Payment Requirements: 2.6.7 Immediately upon award of the contract, the contractor shall submit or must have already submitted a properly completed contract, insurance and payment/performance bond for one (1) year contractual cost for Council's approval. 2.6.8 Invoicing: The contractor shall submit a monthly invoice to the city at the following address: City of Waterloo Building Maintenance 715 Mulberry Street Waterloo, Iowa 50703 a. Monthly Invoice: The monthly invoice shall reflect 1/12 of the annual total price stated on the Pricing Page. The monthly invoicing shall not commence until full implementation of services has been completed. b. Start-up Costs: Upon award of the contract, the contractor shall submit an invoice for startup cost if the City has chosen the Contractor to act as it's agent to perform startup repairs. This cost shall not exceed the Start-up cost stated on the pricing page. 2.6.9 Payments: a. Monthly Invoice: The contractor shall be paid 1/12 of the annual total price stated on the Pricing page. The city shall commence monthly payments upon full implementation of services. b. Start-up Costs: The contractor shall be paid in accordance with the firm, fixed price stated on the Pricing Page if the city uses the Contractor as it's agent form start up repairs. 2.6.10 Other than the payments and reimbursements specified above, no other payments or reimbursements shall be made to the contractor. 2.7 Additional Service Requirements: 2.7.1 If additional services are identified by the city that are not required herein and if requested by the city, the contractor shall submit a written work plan to the city which must include firm, fixed pricing for such services and a plan to implement such services. The contractor shall submit such work plan within five(5)days following the request. a. The contractor's firm, fixed pricing must include the contractor's fee based on the percentage over actual service price as stated on the Pricing Page plus the actual price of the service. B3Z05200 Page 13 b. If requested by the city, the contractor shall modify or provide additional information to the work plan. c. If required by the city, the contractor shall obtain competitive bids if a subcontractor is to perform the additional service. The contractor must comply with the following requirements related to the competitive bid process: 1) The contractor shall develop written bid specifications and requirements for the services required and shall submit the written bid specifications to the city for input and suggestions. 2) The contractor shall develop a list of potential bidders to send the bid specifications to and shall include any vendors recommended by the city on the list. 3) The contractor shall send the bid specifications to the bidders on the contractor-developed list, shall answer all questions from potential bidders regarding the specifications, and shall receive and evaluate the bids. 4) The contractor shall present the final recommended bidder to the city for final approval of the company who will be awarded the subcontract for providing the required additional service. d. The city reserves the right to reject the contractor's work plan and solicit a work plan and pricing from other vendors for the required services. However, if accepted and if specifically authorized in writing by the city, the contractor shall perform such services in accordance with the work plan and firm, fixed pricing. If the city's price is greater the city will pay the difference. 2.7.2 Invoicing for Additional Service: The contractor shall submit a separate itemized invoice for each Additional Service performed. The contractor shall invoice in accordance with the firm, fixed pricing quoted in the approved work plan including the percentage over service price stated on the Pricing Page 2.7.3 Payment for Additional Service: The contractor shall be paid in accordance with the firm, fixed pricing quoted in the approved work plan submitted by the contractor for the additional services including the percentage over service price stated on the Pricing Page. 2.8 Other Contractual Requirements: 2.8.1 Contract: A binding contract shall consist of: (1) the RFP, amendments thereto, and any Best and Final Offer(BAFO)request(s)with RFP changes/additions. a. The notice of award does not constitute a directive to proceed. Before providing equipment, supplies and/or services,the contractor must receive a properly authorized notice to proceed. b. The contract expresses the complete agreement of the parties and performance shall be governed solely by the specifications and requirements contained therein. c. Any change to the contract, whether by modification and/or supplementation, must be accomplished by a formal contract amendment signed and approved by and between the duly authorized representative of the contractor and the City Council. The contractor expressly and explicitly understands and agrees that no other method and/or no other document, including B3Z05200 Page 14 correspondence from the city, acts, and oral communications by or from any person, shall be used or construed as an amendment or modification to the contract. 2.8.2 Contract Period: The original contract period shall be as stated on page 1 of the Request for Proposal (RFP). The contract shall not bind, nor purport to bind, the city for any contractual commitment in excess of the original contract period. The City Council shall have the right, at its sole option, to renew the contract for two (2) additional one-year periods, or any portion thereof. In the event the City Council exercises such right, all terms and conditions, requirements and specifications of the contract shall remain the same and apply during the renewal period, pursuant to applicable option clauses of this document. 2.8.3 Renewal Periods: If the option for renewal is exercised by the City Council the contractor shall agree that the prices for the renewal period shall not exceed the maximum price for the applicable renewal period stated on the Pricing Page of the contract. a. If renewal prices are not provided, then prices during renewal periods shall be the same as during the original contract period. 2.8.4 Termination: The City Council reserves the right to terminate the contract at any time, for the convenience of the City, without penalty or recourse, by giving written notice to the contractor at least thirty (30) calendar days prior to the effective date of such termination. In the event of termination pursuant to this paragraph, all documents, data, reports, supplies, equipment, and accomplishments prepared, furnished or completed by the contractor pursuant to the terms of the contract shall,at the option of the City Council,become the property of the City. The contractor shall be entitled to receive just and equitable compensation for services and/or supplies delivered to and accepted by the City pursuant to the contract prior to the effective date of termination. 2.8.5 Transition: Upon award of the contract, the contractor shall work with the city and any other organizations designated by the city to ensure an orderly transition of services and responsibilities under the contract and to ensure the continuity of those services required by the city. a. Upon expiration, termination, or cancellation of the contract, the contractor shall assist the city to ensure an orderly transfer of responsibility and/or the continuity of those services required under the terms of the contract. The contractor shall provide and/or perform any or all of the following responsibilities: 1) The contractor shall deliver, all records, documentation,reports, data,recommendations, or printing elements, etc., which were required to be produced under the terms of the contract to the city's designee within seven(7)days after receipt of the written request. 2) If requested by the city, the contractor shall continue providing any part or all of the services in accordance with the terms and conditions, requirements and specifications of the contract for a period not to exceed 60 calendar days after the expiration, termination or cancellation date of the contract for a price not to exceed those prices set forth in the contract. 3) The contractor shall discontinue providing service or accepting new assignments under the terms of the contract, on the date specified by the city, in order to ensure the completion of such service prior to the expiration of the contract. 2.8.6 Contractor Liability: The contractor shall be responsible for any and all personal injury(including death) or property damage as a result of the contractor's negligence involving any equipment or service provided under the terms and conditions, requirements and specifications of the contract. In B3Z05200 Page 15 addition, the contractor assumes the obligation to save the City of Waterloo, including its agencies, employees, and assignees, from every expense, liability, or payment arising out of such negligent act. The contractor also agrees to hold the City of Waterloo, including its agencies, employees, and assignees,harmless for any negligent act or omission committed by any subcontractor or other person employed by or under the supervision of the contractor under the terms of the contract. a. The contractor shall not be responsible for any injury or damage occurring as a result of any negligent act or omission committed by the City of Waterloo, including its agencies, employees, and assignees. b. Under no circumstances shall the contractor be liable for any of the following: (1) third party claims against the city for losses or damages (other than those listed above); (2) loss of, or damage to, the city's records or data; or (3) economic consequential damages (including lost profits or savings)or incidental damages,even if the contractor is informed of their possibility. 2.8.7 Insurance: The contractor shall understand and agree that the City of Waterloo cannot save and hold harmless and/or indemnify the contractor or employees against any liability incurred or arising as a result of any activity of the contractor or any activity of the contractor's employees related to the contractor's performance under the contract. a. Therefore, the contractor shall maintain adequate liability insurance in the form(s) and amount(s) sufficient to protect the City of Waterloo, its agencies, its employees, its clients, and the general public against any loss,damage, and/or expense related to his/her performance under the contract. The insurance coverage shall include, but shall not necessarily be limited to, general liability, professional liability, etc. In addition, automobile liability coverage for the operation of any motor vehicle must be maintained if the terms of the contract require any form of transportation services. The limits of liability for all types of coverage shall be as stated below. The contractor shall provide written evidence of the insurance to the city. Such evidence shall include, but shall not necessarily be limited to: effective dates of coverage, limits of liability, insurer's name, policy number, endorsement by representatives of the insurance company, etc. Evidence of self-insurance coverage or of another alternate risk financing mechanism may be utilized provided that such coverage is verifiable and irrevocably reliable. The evidence of insurance coverage must be submitted before or upon award of the contract. The contract number must be identified on the evidence of insurance coverage. In the event the insurance coverage is canceled,the state agency must be notified immediately. 1) Workers Compensation 2) Employers Liability $1,000,000 3) Comprehensive General Liability $5,000,000 Contractual Public Liability 4) Comprehensive Automobile Liability $1,000,000 2.8.8 Substitution of Personnel: The contractor agrees and understands that the City of Waterloo's agreement to the contract is predicated in part on the utilization of the specific individual(s) and/or personnel qualifications identified in the proposal. Therefore, the contractor agrees that no substitution of such specific individual(s) and/or personnel qualifications shall be made without the prior written approval of the city. The contractor further agrees that any substitution made pursuant to this paragraph must be equal or better than originally proposed and that the city's approval of a substitution shall not be construed as an acceptance of the substitution's performance potential. The City of Waterloo agrees that an approval of a substitution will not be unreasonably withheld. B3Z05200 Page 16 2.8.9 Contractor Status: The contractor represents himself or herself to be an independent contractor offering such services to the general public and shall not represent himself/herself or his/her employees to be an employee of the City of Waterloo. Therefore, the contractor shall assume all legal and financial responsibility for taxes, FICA, employee fringe benefits, workers compensation, employee insurance, minimum wage requirements, overtime, etc., and agrees to indemnify, save, and hold the City of Waterloo, its officers, agents, and employees,harmless from and against, any and all loss; cost(including attorney fees); and damage of any kind related to such matters. 2.8.10 Coordination: The contractor shall fully coordinate all contract activities with those activities of the city. As the work of the contractor progresses, advice and information on matters covered by the contract shall be made available by the contractor to the City's Building/Maintenance Department. This will include those repairs that arise because of equipment age or the life expediency of the unit has run it's course 2.8.11 Property of City: The contractor shall agree and understand that all programs, reports, materials, documentation, etc., which are developed or acquired by the contractor as a requirement of the contract shall become the property of the City of Waterloo,which shall include all rights and interests for present and future use or sale as deemed appropriate by the city. a. The City of Waterloo understands and agrees that any ancillary software tools or pre-printed materials (e.g., project management software tools, training software tools, etc.) developed or acquired by the contractor that may be necessary to perform a particular service required hereunder but not required as a specific deliverable of the contract, shall remain the property of the contractor; however,the contractor shall be responsible for ensuring such tools and materials are being used in accordance with applicable intellectual property rights and copyrights. b. The contractor shall further agree that no reports,documentation,or material prepared,including the program(s) developed as required by the contract, shall be used or marketed by the contractor or released to the public without the prior written consent of the city. c. The contractor shall agree and understand that all discussions with the contractor and all information gained by the contractor as a result of the contractor's performance under the contract shall be confidential. 2.8.12 Surety Bond: The contractor must furnish a bond guaranteeing payment of all labor, suppliers and subcontractors providing equipment and/or services to the contractor as a part of the contract in accordance with state requirements. The surety bond must be provided in the form of an original bond issued by a surety company authorized to do business in the State of Iowa(no copy or facsimile shall be acceptable) to the City of Waterloo within thirty (30) days after award of the contract and prior to performance of service under the contract or any installation of equipment. The bond must be made payable to the City of Waterloo in an amount equal to the total cost of all equipment, supplies and services provided by all suppliers and subcontractors to the contractor in fulfilling the requirements of the contract, and for all labor performed in such work whether by subcontractor or otherwise. The contract number and contract period must be specified in the bond. In the event the City of Waterloo exercises an option to renew the contract for an additional period, the contractor shall maintain the validity and enforcement of the bond for the said period,pursuant to the provisions of this paragraph,in an amount stipulated at the time of contract renewal. 2.8.13 Performance Security Deposit: The contractor must furnish a performance security deposit in the form of an original bond issued by a surety company authorized to do business in the State of Iowa (no copy or facsimile is acceptable), check, cash,bank draft, or irrevocable letter of credit to the City of Waterloo within thirty (30) days after award of the contract and prior to performance of service under the contract or any installation of equipment. The performance security deposit must be made B3Z05200 Page 17 payable to the City of Waterloo in an amount equal to the total contract price for the first year of the contract. The contract number and contract period must be specified on the performance security deposit. In the event the City of Waterloo exercises an option to renew the contract for an additional period, the contractor shall maintain the validity and enforcement of the security deposit for the said period, pursuant to the provisions of this paragraph, in an amount stipulated at the time of contract renewal,not to exceed the total contract price for the option period. B3Z05200 Page 18 3. PROPOSAL SUBMISSION INFORMATION 3.1 Submission of Proposals: 3.1.1 Proposal Security Deposit Required: The bidder must furnish a proposal security deposit in the form of an original bond (copies or facsimiles shall not be acceptable), check, cash, bank draft, or irrevocable letter of credit to the City of Waterloo at opening date and time. a. The proposal security deposit must be made payable to City of Waterloo in the amount of 5% of firm, fixed price for Year 1 as stated on the Pricing Page. b. Any proposal security deposit submitted shall remain in force until such time as the contractor submits a performance security deposit pursuant to the contract requirements specified elsewhere herein. Failure to submit a performance security deposit in the time specified or failure to accept award of the contract shall be deemed sufficient cause to forfeit the proposal security deposit. 3.1.2 When submitting a proposal, the bidder should include four (4) additional copies along with their original proposal. The front cover of the original proposal should be labeled "original" and the front cover of all copies should be labeled"copy". 3.1.3 To facilitate the evaluation process, the bidder is encouraged to organize their proposal into distinctive sections that correspond with the individual evaluation categories described herein. The bidder is cautioned that it is the bidder's sole responsibility to submit information related to the evaluation categories and that the City of Waterloo is under no obligation to solicit such information if it is not included with the proposal. The bidder's failure to submit such information may cause an adverse impact on the evaluation of the proposal. a. Each distinctive section should be titled with each individual evaluation category and all material related to that category should be included therein. b. The proposal should be page numbered. c. The signed page one from the original RFP and all signed amendments should be placed at the beginning of the proposal. 3.1.4 Bid Opening: Proposals will be opened at City Council,then evaluated by a panel designated by the City of Waterloo to see if the proposal meets all requirements of the RFP. 3.1.5 Bidder's Contacts: Bidders and their agents (including subcontractors, employees, consultants, or anyone else acting on their behalf)must direct all of their questions or comments regarding the RFP, the evaluation, etc. to the buyer of record indicated on the first page of this RFP. The buyer may be contacted via e-mail as shown on the first page. a. Bidder and their agents may not contact any other city employee regarding any of these matters during the solicitation and evaluation process. Inappropriate contacts are grounds for suspension and/or exclusion from specific procurements. Bidder and their agents who have questions regarding this matter should contact the buyer of record. b. Bidders are advised that any questions received less than ten calendar days prior to the RFP opening date may not be answered. B3Z05200 Page 19 3.1.6 Right of Rejection: The City reserves the right to reject any and all Bids. 3.2 Competitive Negotiation of Proposals: 3.2.1 The bidder is advised that under the provisions of this Request for Proposal, the City of Waterloo reserves the right to conduct negotiations of the proposals received or to award a contract without negotiations to the lowest responsible bidder. If such negotiations are conducted, the following conditions shall apply: a. Negotiations may be conducted in person, in writing, or by telephone with the low bidder. b. Terms, conditions, prices, methodology, or other features of the bidder's proposal may be subject to negotiation and subsequent revision. As part of the negotiations, the bidder may be required to submit supporting financial, pricing and other data in order to allow a detailed evaluation of the feasibility,reasonableness, and acceptability of the proposal. 3.3 Evaluation and Award Process: 3.3.1 After determining that a proposal satisfies the mandatory requirements stated in the Request for Proposal, the evaluator(s) shall use both objective analysis and subjective judgment in conducting a comparative assessment of the proposal in accordance with the evaluation criteria stated below: a. Cost 50 points b. Experience 35 points c. Reliability 05 points d. Expertise of Personnel 05 points e. Method of Performance ..05 points 3.3.2 After bid opening, a question and answer conference or interview may be conducted with the low bidder, if deemed necessary by the City of Waterloo or it's representative. In addition, the bidder may be asked to make an oral presentation of their proposal. Attendance cost at the conference shall be at the bidder's expense. All arrangements and scheduling shall be coordinated by the Building Maintenance Department. 3.4 Evaluation of Cost: 3.4.1 The objective evaluation of cost shall be based upon the sum of the annual cost for all potential years of the contract and the start-up cost compared to the City maintaining a complete staff and related cost to performing it's own maintenance in-house over the same period of time. a. The contractor shall present a matrix showing asset life extension because of best practice used in maintaining equipment during the life of the contract. B3Z05200 Page 20 3.5 Evaluation of bidder's Experience, Reliability, Expertise of Personnel, and Method of Performance: 3.5.1 Experience and reliability of the bidder's organization are considered subjectively in the evaluation process. Therefore, the bidder is advised to submit any information that documents successful and reliable experience in past performances, especially those performances related to the requirements of this RFP. 3.5.2 The bidder should provide on Exhibit A, or in any other format, evidence of(1) the bidder's proven leadership in the facilities management business, (2)the bidder's years of experience in the provision of on-site electrical,mechanical, and HVAC management and operations services(must be at least 10 consecutive years),and(3)the bidder's experience in utilizing CMMS software. 3.5.3 The bidder should provide, on Exhibit B, or in any other format, the following information related to previous and current services/contracts performed by the bidder's organization and any proposed subcontractors which are similar to the requirements of this RFP. In addition, the bidder should obtain the signature of the contact person referenced on the Exhibit verifying that that information presented is accurate. The contact person's signature also represents that the contact person is willing and will be available for contact by the City of Waterloo in order to discuss the services performed by the bidder for the contact person's company. a. Name, address, and telephone number of client/contracting agency and a representative of that client/agency who may be contacted for verification of all information submitted; b. Dates of the service/contract; and c. A brief,written description of the specific prior services performed and requirements thereof. 3.5.4 On Exhibit C, the bidder shall identify the proposed subcontractors and the service and/or product each proposed subcontractor will provide. The bidder should utilize Exhibit A to document the proposed subcontractors' experience providing the service and/or product. 3.5.5 The qualifications of the personnel proposed by the bidder to perform the requirements of this RFP, whether from the bidder's organization or from a proposed subcontractor, will be subjectively evaluated. Therefore, the bidder should submit detailed information related to the experience and qualifications,including education and training,of proposed personnel. a. The bidder may utilize Exhibit D for summarizing the personnel information and should submit detailed resumes for proposed key personnel. 1) Resumes should be structured to emphasize relevant qualifications and experience of the personnel in successfully completing contracts/performing services of a similar size and scope to the requirements of this RFP. 2) Information submitted should clearly identify previous experience in performing similar services and should include beginning and ending dates, a description of the role of the person in such performances, results of the services performed, and how the person's involvement in that project will relate to the person's ability to contribute to the City of Waterloo. B3Z05200 Page 21 b. If personnel are not yet hired, the bidder should provide detailed descriptions of the required employment qualifications; and detailed job descriptions of the position to be filled, including the type of person proposed to be hired. 3.5.6 The bidder should submit a copy of all licenses and/or certifications related to the performance of the services required herein that are held by the personnel proposed to provide such services. If not submitted with the proposal, the City of Waterloo reserves the right to request and obtain a copy of any license or certification required to perform the defined services prior to contract award. 3.5.7 Proposals will be subjectively evaluated based on the bidder's distinctive plan for performing the requirements of the RFP. Therefore, the bidder shall present a written narrative that demonstrates the method or manner in which the bidder proposes to satisfy these requirements. The language of the narrative should be straightforward and limited to facts, solutions to problems, and plans of action. 3.5.8 The method by which the proposed method of performance is written is left to the discretion of the bidder. The following method may be used: On Exhibit E, or in any other appropriate format, identify each specific paragraph and subparagraph of the Contractual Requirements by paragraph number as an item for discussion. Immediately below the number, write a description of how, when,by whom, with what,to what degree,why,where,etc., the requirements will be satisfied and otherwise detail the bidder's understanding of the requirements and ability to successfully perform. 3.5.9 In presenting the method of performance,the bidder should submit or describe the following: a. The bidder's response for meeting the requirements of the city for maintaining the facilities at the highest possible standard and in compliance with all appropriate life safety, environmental, and aesthetic issues and/or requirements. b. Describe the level of service and capabilities that will be provided during the start-up period in order to assure that county facilities are fully operational prior to the start of the facility management services. c. The bidder's capability to provide a wide array of energy services including system evaluation for energy reduction potential, operational plans to reduce energy consumption, employee training programs to create an awareness of energy costs and savings potential, utility rate application assistance, utility bill verification procedures, utility consumption tracking to determine cost effects of operational changes,and energy savings programs. d. The bidder's process for performing oil spectrum, refrigerant, eddy currant and vibration analyses and fan and pump pulley and shaft laser alignment e. The bidder's method for negotiating supply-side management services on the county' behalf. f. The bidder's plan for the utilization of county's current inventory is reflected in its pricing structure and how new equipment,parts and tools will be acquired and priced. g. The bidder's training program. B3Z05200 Page 22 3.5.10 Business Compliance - The bidder must be in compliance with the laws regarding conducting business in the State of Iowa. The bidder certifies by signing the signature page of this original document and any amendment signature page(s) that the bidder and any proposed subcontractors are presently in compliance with such laws. The bidder shall provide documentation of compliance upon request by the City of Waterloo. The compliance to conduct business in the state shall include, but not necessarily be limited to: a. Registration of business name(if applicable) b. Certificate of authority to transact business/certificate of good standing(if applicable) c. Taxes(e.g.,city/county/state/federal) d. State and local certifications(e.g.,professions/occupations/activities) e. Licenses and permits(e.g.,city/county license, sales permits) f. Insurance(e.g.,worker's compensation/unemployment compensation) B3Z05200 Page 23 4. PRICING PAGE (c/s code: 91005) 4.1 Facility Management Services: The bidder shall provide a firm, fixed annual price for each year of the original three (3) year contract period, and a maximum annual price for each potential renewal period for the provision of facilities management services in accordance with the provisions and requirements of this RFP. All costs associated with providing the required services shall be included in the stated prices. FACILITY MANAGEMENT SERVICES Line Item#001 Original Contract Period Year 1 Firm,Fixed Annual Price $ Year 2 $ Year 3 First Renewal Option Maximum Annual Price $ Year 4 Second Renewal Option Maximum Annual Price $ Year 5 4.2 Start-up Costs: The bidder shall provide a firm, fixed total start-up price for the provision of facilities management services in accordance with the provisions and requirements of this RFP. All costs associated with start-up services shall be included in the stated price. Line Item 002: $ Firm,Fixed Total Price 4.3 Additional Services: The bidder shall state a firm, fixed percentage over the actual service price for Additional Services. The bidder shall agree and understand that the percentage over service price shall remain firm and unchanged for the entire term of the contract. Line Item 003: % Firm, fixed percentage over the actual service price. B3Z05200 Page 24 4.4 Contract Adjustments: In the event that the bidder inters into a self-similar contract with additional governmental bodies in Black Hawk County the contractor shall agree to adjust their"Firm,Fixed Annual Price per year to reflect, "services in kind"that can be sheared. 4.5 Fixed Price Percentage: For the purpose of tracking asset cost the bidder shall allocate a percentage of the lump sum yearly and monthly to each structure the bidder is responsible for as on the cover page of this document and on Exhibit F. At no time shall the total percentage of all structures equal more than one hundred percent(100%)of the lump sum yearly and monthly price. B3Z05200 Page 25 EXHIBIT A COMPANY INFORMATION The bidder should complete the following with information about the bidder's organization and should provide information that documents and verifies the number of years stated in each blank, as appropriate: Information Dates Explanation and Detailed Support Verifying Dates (i.e.: contract/client name,etc) Total number of years in Beginning Date: business Total number of years Beginning operating in Facilities Date: Management Services Total number of years working with on-site Beginning electrical,mechanical,HVAC Date: management, and Operations services. Offeror's experience in utilizing CMMS software in performing Facilities Management Services Total Years The bidder should provide the following information about client history: Information Numbers Explanation and Detailed Support Total number of current clients performing Facility Management Services Total Number Largest Current Client Dollar Size Information Explanation and Detailed Support Organizational history-including ownership structure,any pending litigation,any civil or criminal judgments, any bankruptcy proceedings,etc. Current financial condition—(such as most recent year audited financial statements,if public information,or other information documenting financial solvency). If the offeror is a subsidiary,provide this information for the parent company. Describe the structure of the organization including any board of directors,partners,top departmental management,etc B3Z05200 Page 26 EXHIBIT B PRIOR EXPERIENCE OF BIDDER The bidder should copy and complete this form for each reference being submitted as demonstration of the bidder and subcontractor's prior experience. In addition, the bidder is advised that if the contact person listed for the reference is unable to be reached during the evaluation,the listed experience may not be considered. Bidder/Subcontractor Name: Reference Information(Prior Services Performed For:) Name and Address of Reference Company, Reference Contact Person Name, Phone number, and email Address: Dates of Prior Services: Dollar Value of Prior Services Description of Prior Services Performed, including identifying the type of facilities management services performed(e.g. electrical, mechanical,HVAC,etc.) As the contact person for the reference provided above, my signature below verifies that the information presented on this form is accurate. I am available for contact by the county for additional discussions regarding my/my company's association with the offeror referenced above: Signature of Reference Contact Person Date of Signature B3Z05200 Page 27 EXHIBIT C PROPOSED SUBCONTRACTORS The bidder shall identify the proposed subcontractors and the service and/or product each proposed subcontractor will provide. The bidder should also provide the subcontractor's address, telephone number, and email address and identify the contract person for each proposed subcontractor. The bidder should utilize Exhibit A to document the proposed subcontractors' experience providing the service and/or product. Electrical Mechanical HVAC Plumbing Communication System Snow Removal Landscaping Custodial Elevator Other-Identify Other-Identify B3Z05200 Page 28 EXHIBIT D PERSONNEL EXPERTISE SUMMARY (Also attach resumes for key personnel) Personnel Background and Expertise of Personnel 1. (Name) (Title) 2. (Name) (Title) 3. (Name) (Title) 4. (Name) (Title) 5. (Name) (Title) 6. (Name) (Title) 7. (Name) (Title) B3Z05200 Page 29 EXHIBIT E METHOD OF PERFORMANCE The bidder may use this form, or any format desired, to present a written plan for performing the requirements specified in this Request for Proposal. B3Z05200 Page 31 EXHIBIT F Familiarity of Facility The bidder must document a thorough knowledge of the facility based on either(1)the bidder's attendance at the scheduled tour or(2)through other knowledge of the facility gained from some other means. I attended the scheduled tour. The bidder's attendance at the tour shall be verified by the attendance record. I did not attend the scheduled tour. The bidder must provide relevant information regarding their familiarity with the physical layout,condition,etc. of the facility. The bidder is advised that neither the review of facility floor plans nor an independent public viewing gives an accurate account of knowledge of the facility for facility management purposes.