compliance environmental, inc.
COMPLIANCE ENVIRONMENTAL, INC. 150 South Bradford Street, Dover, Delaware 19904 Phone: 302-674-4427 Fax: 302-674-4429 www.compliancecanhelp.com Science, Technology, Management
ADDENDUM No. 1 August 9, 2017 Project:
Hazards Response Services Contract for the City of Dover, Delaware.
RFP No.:
18-0003EL
Proposal Due:
Wednesday, August 30, 2017 at 2:00 p.m. (local time) (Unchanged)
To:
The City of Dover, Purchasing Office 710 William Street, Dover, Delaware 19904 Attn: Mr. Peter Gregg, Contract & Procurement Manager
A Pre-Proposal Meeting was held on August 9, 2017 from 10:00 A.M. to 11:05 A.M. The PreBid Meeting sign-in sheet is attached. Additionally, please see the attached summary of information provided during the meeting by the Purchasing Office regarding the bidding procedure. The Request for Proposal bid documents include the announcement letter and technical requirements document dated July 19, 2017 from the City of Dover and all addendums. Contractors providing proposals shall incorporate this addendum into the Request for Proposal documents and acknowledge receipt on the Proposal Form when providing their proposal. All services shall be in accordance with the requirements stated in the “HAZARDS RESPONSE SERVICES CONTRACT, PROPOSAL NUMBER 18-0003EL. The City of Dover does not make representations as to or otherwise guarantee the amount of services which will be granted during the authorized term of any contract and reserves the right to use other vendors for this work in the best interest of the City of Dover. The City of Dover is not responsible for any costs incurred by offerors in the preparation or presentation of their proposals. The City of Dover reserves the right to accept or reject in part or in whole any or all proposals submitted and to waive any irregularities. The City of Dover reserves the right to request corrections, clarifications, and/or additional information pertaining to Respondent’s submission. The following are the minutes of the Pre-Proposal Meeting. Contractors shall consider all of the information provided in this addendum as follows:
Compliance Environmental, Inc.
COD-Hazards Response Services-RFP-Adden-1.wpd
ADDENDUM No. 1 August 9, 2017 Page 2 of 7
The City of Dover, Hazards Response Services Contract Proposal Number 18-0003EL
1.
Proposal Due Date (Unchanged): Proposals are due on Wednesday, August 30, 2017 at 2:00 p.m. (local time) (Unchanged). No Contractor representative present at the PreProposal Meeting objected to this required proposal due date.
2.
Document Availability: All documents needed to prepare a proposal for this contract can be downloaded at this web site: http://www.cityofdover.com/Bid-Procurement/
3.
General Summary of Bidding Requirements: A general summary of bidding requirements was provided at the meeting. In addition to this summary, the bidding contractors must review all of the requirements in the bid documents and addendums prior to submitting the proposal.
4.
New Proposal Form: The original proposal form located in Appendix B of the technical requirements (dated July 19, 2017) is deleted. The bidding contractor shall use the attached Proposal Form when submitting a proposal for this contract.
5.
Evaluation of Proposals: The evaluation of the proposal will be performed considering the following elements. Award shall be made to the offeror whose proposal is determined to be in the best interest to the City of Dover. A. B. C. D. E. F. G. H. I. J. K.
The City of Dover criteria listed in the RFP announcement letter. Local vendor preference when identified by the offeror with submission of the required documentation. See the RFP announcement letter and attached information for the requirements. Proposal form required information. Emergency Response Rates, discounts, mark-ups, terms and conditions. Scheduled Cleanup Rates, discounts, mark-ups, terms and conditions. Current inventory of in-house resources. Past operational history. Certifications. Ownership/Operation of a waste disposal storage facility. Completeness of the Standard Rate Book. Ability to respond to the needs of the City of Dover.
6.
Proposal Term: The proposal is not revocable for ninety (90) days following the response deadline indicated for the contract.
7.
Prevailing Wages: No prevailing wages are required for services under this contract.
8.
Bond Requirements: No bid bond, payment bond or performance bond is not required for this proposal or contract.
9.
Questions and Clarifications Regarding Requirements: All questions and clarifications must be made in writing and sent via email no later than August 16, 2017 to Mr. Peter Gregg at [email protected] or facsimile number (302)-736-7178. Email is the preferred method to submit questions. Questions will be answered in the form of an addendum.
Compliance Environmental, Inc.
COD-Hazards Response Services-RFP-Adden-1.wpd
ADDENDUM No. 1 August 9, 2017 Page 3 of 7
10.
The City of Dover, Hazards Response Services Contract Proposal Number 18-0003EL
Past Billing Experience: For the past three fiscal years (2015 through 2017), the cost of services provided under a previous similar contract was approximately $ 100,000.00. Past billing experience does not guarantee future service requirements under this contract. The City of Dover does not guarantee the amount or level of services that will be authorized during the term of any contract.
11.
Work to be Performed Under This Contract: Generally, the contract involves ondemand emergency response and scheduled cleanup services for all departments of the City of Dover. The term of the contract is three (3) years with an option for two, one (1) year extensions. Specific services will be contracted by the City of Dover depending on their need. The Contractor shall have capability to respond to spills and environmental issues on land and water in accordance with City of Dover needs. The City of Dover does not guarantee the amount or level of services that will be authorized during the term of any contract. Further, the City of Dover will not accept charges in a contract for nonusage of services.
12.
City of Dover Departments: The Contractor shall have the capability to respond to the needs of any City of Dover department and as a minimum, have specific experience in the following areas: A. B. C. D. E. F. G. H. I. J.
Oil-filled Electrical Equipment. Transportation Incidents. Sanitary Pumping Stations. Aboveground and Underground Storage Tanks. Releases on land and water. Excavation and disposal of contaminated media. Exploratory excavation. Emergency response procedures. Site Restoration. Electrical Power Generating Stations and Substations.
The Contractor will be required to perform work safely in active high-voltage electrical substations, power generating stations, and in close proximity to live electrical and water/wastewater utilities. In addition, the Contractor will be required to perform work in areas containing underground and overhead utilities. The Contractor must be capable of completing all assigned work in a safe manner. 13.
Review of the RFP Technical Requirements Document: A general overview of the RFP document was performed at this meeting. The Contractors were urged to review this document completely while preparing their proposals.
14.
Contract General Service Area: The City of Dover approximate general service area located in Appendix A of the technical requirements was reviewed. However, services under this contract may be required outside of the general service area depending on City of Dover requirements. The Contractor must be prepared to respond to the City of Dover regardless of location
Compliance Environmental, Inc.
COD-Hazards Response Services-RFP-Adden-1.wpd
ADDENDUM No. 1 August 9, 2017 Page 4 of 7
The City of Dover, Hazards Response Services Contract Proposal Number 18-0003EL
15.
Non-Exclusivity or Territorial Rights: The Contractor does not have territorial rights or exclusive rights. The City of Dover reserves the right to utilize other Contractors or vendors for similar work or to complete work performed by the Contractor. Regardless of the amount of work authorized for this project, by submission of its proposal, the Contractor waives its rights to the collection of costs associated with completing only a portion of the work herein and any right to claim for reimbursement of other expenses. The City of Dover does not guarantee the amount or level of services that will be authorized during the term of any contract. Additionally, the City of Dover reserves the right of use multiple contractors and/or vendors to complete any part or whole project in the best interest of the City.
16.
City of Dover Business License: A City of Dover business license is not required to submit a proposal. However, prior to award, the contractor must secure a business license from the City.
17.
Equality of Employment Opportunity: During the performance of this contract, the Contractor agrees as follows: The Contractor will not discriminate against any employee or applicant for employment because of race, creed, color, sex, or national origin. The Contractor will take positive steps to ensure that applicants are employed and that employees are treated during employment without regard to their race, creed, color, sex, or national origin. Such action will include, but not limited to, the following: employment, upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Contractor agrees to post in conspicuous places available to employees and applications for employment notices to be provided by the contracting agency setting fourth this nondiscrimination clause. The Contractor will, in all solicitations or advertisements for employees placed by or on behalf of the Contractor, state that all qualified applicants will receive consideration for employment without regard to race, creed, color, sex, or national origin.
18.
Smoking or Open Flames: Smoking is not permitted in any City of Dover buildings or properties. Open flames are not permitted in buildings or on properties without authorization. The Contractor shall follow OSHA requirements for all cutting using open flames including, but not limited to, cutting permits and fire watch provisions where applicable.
19.
Service Billing Rates and Prices: Billing rates and prices are portal-to-portal for all labor categories. Billing for equipment and other resources will be the time used at the project site.
20.
Discount and Mark-up Percentages Listed on Proposal Form: The discount and mark-up percentages for Emergency Services and Scheduled Services listed on the Proposal Form will be used to prepare the actual service billing. All percentages provided on the Proposal Form shall be in listed as whole numbers with a decimal fraction if needed. For example, “15-percent” would be written as “15" on the Proposal Form. Additionally, for example, “18.5-percent” would be written as “18.5.” If there is no percentage change for any item, enter a zero “0-percent” written as “0" on the Proposal
Compliance Environmental, Inc.
COD-Hazards Response Services-RFP-Adden-1.wpd
ADDENDUM No. 1 August 9, 2017 Page 5 of 7
The City of Dover, Hazards Response Services Contract Proposal Number 18-0003EL
Form. All items on the form must be completed. 21.
22.
Standard Rate Book: The bidding contractor shall submit their Standard Rate Books with their proposal to include the following: a.
Complete description of all labor, equipment, and other resource categories which will be used during the contract. Separate rates and prices must be provided for Emergency Services and Scheduled Services for each category in the rate book. As a minimum, rates in the book shall include hourly labor rates and hourly and daily usage of resources (i.e., equipment, and other resources) for each category including non-overtime, overtime, weekend, holiday and any other condition. Other rates such as weekly, monthly or any other time periods can also be provided in the rate book.
b.
Dollar rates and prices shown in the Standard Rate Book shall be the dollar amount BEFORE discounts and mark-ups listed on the Proposal Form are applied. The percentage discount or mark-up listed on the Proposal Form will be used to adjust the rates and prices (up or down) included in the submitted Standard Rate Book for the actual service invoice.
c.
The Standard Rate Book must include the various rates for all billing services during non-overtime, overtime, weekend, holiday and any other period of time service is provided for each type, or class, of resource (i.e., labor, equipment, etc.) in an hourly rate format for labor, and hourly and daily rate format for all other resources.
Certificate of Liability Insurance: Prior to the start of any service, the Contractor shall provide a Certificate of Liability Insurance in accordance with the RFP document to include the City of Dover and Compliance Environmental named as additionally insured with respect to General Liability for the duration of any contract to include at a minimum: General Liability Each Occurrence: Personal Injury: General Aggregate: Products:
$ 1,000,000. $ 1,000,000. $ 2,000,000. $ 2,000,000.
Automobile Liability Combined Single Limit:
$ 1,000,000.
Umbrella Liability Each Occurrence: Aggregate:
Compliance Environmental, Inc.
$ 2,000,000. $ 2,000,000.
COD-Hazards Response Services-RFP-Adden-1.wpd
ADDENDUM No. 1 August 9, 2017 Page 6 of 7
The City of Dover, Hazards Response Services Contract Proposal Number 18-0003EL
Workers Compensation and Employers’ Liability Statutory Limits Box: Each Accident: Disease Employee:
Checked $ 1,000,000. $ 1,000,000.
Contractors Pollution Liability Each Claim: All Claims: 23.
$ 1,000,000. $ 2,000,000.
Questions During the Pre-Proposal Meeting: The following questions discussed at the meeting are answered as follows: A.
Is there a limit for the number of page for the proposal? There is no page limitation.
B.
Will service at the Dover Air Force Base add more time requirement for a response? The Dover Air Force Base is included within the approximate general service area (See Appendix A). The contractor will not be responsible for any additional time needed to respond to City of Dover service requests at the Dover Air Force Base since entering and exiting the air base may require additional time.
C.
Will the City of Dover place the contractor on stand-by in the event of a forecasted weather related issue? The contract does not have a stand-by payment provision but requires service to be provided when the contractor is contacted by the City of Dover.
D.
On the Proposal Form, is the option for a firm owning or operating a waste disposal storage facility for Delaware only? Yes. The option is only for Delaware facilities.
E.
How many resumes for key personnel do we need to submit with the bid? Please submit resumes for your key people like the site supervisor, project manager, and waste manager.
F.
Can we submit separate rates for non-overtime, overtime, weekend, holiday and any other condition in the Standard Rate Book with the bid? Yes. Submit separate rates in your Standard Rate Book. Table 3 located in the original Proposal Form will be removed on the new Proposal Form. A new Proposal Form will be provided in an addendum. Discount and mark-up percentages will adjust the listed prices and rates in the Standard Rate Book for Emergency Services and Schedule Services categories using the percentages provided on the Proposal Form. See Table 1 and Table 2 on the Proposal Form.
G.
Can the electronic copy of the bid be sent in any additional format? In addition to Microsoft Word, and Adobe PDF formats, information can also be provided in Microsoft Excel format.
Compliance Environmental, Inc.
COD-Hazards Response Services-RFP-Adden-1.wpd
ADDENDUM No. 1
The City of Dover, Hazards Response Services Contract Proposal Number 18-0003EL
August 9, 2017 Page 7 of 7
H.
Can you provide a copy of the current contract with an addendum? The request will be reviewed. Subsequent to the meeting, it was determined that the custodian of the current contract is the City Clerk’s Office. Completion of a Freedom of Information Act Request form is required. If interested, the form can be found at the City of Dover web site portal: https://www.cityofdover.com/FOIA
This depicts to the best of our knowledge the items that transpired during the Pre-Proposal Meeting held on August 9, 2017. If you have any further comments, please contact Mr. Peter Gregg in writing via email no later than August 16, 2017. Therefore, these minutes shall become part of Addendum No. 1 and therefore binding on the Contractor for this contract. COMPLIANCE ENVIRONMENTAL, INC.
Valentino P. De Rocili, Ph.D., CHMM Senior Principal Consultant [email protected]
Attachment:
(2-Pages): (2-Pages): (6-Pages):
Pre-Bid Meeting Sign-In Sheet. Information from the Purchasing Office. Proposal Form.
[ END OF ADDENDUM No.1 ]
Compliance Environmental, Inc.
COD-Hazards Response Services-RFP-Adden-1.wpd
PROPOSAL FORM CITY OF DOVER HAZARDS RESPONSE SERVICES (Page 1 of 6)
To:
Date:____/____/ 2017 The City of Dover Purchasing Office 710 William Street Dover, Delaware 19904 Attn: Mr. Peter K. Gregg, Contract and Procurement Manager
Name of Company:____________________________________________________________ Address:_____________________________________________________________________ Address:_____________________________________________________________________ Phone No.:(_____) -_____-________ Fax No.:(_____)-_____-_______ Delaware Business License No.:_____________________ Taxpayer EIN:________________ Please complete all items listed on this form. All services shall be in accordance with the requirements stated in the “REQUEST FOR PROPOSAL FOR HAZARDS RESPONSE SERVICES.” Submit THREE (3) COPIES of this proposal form containing original signatures with ALL ATTACHMENTS. Also, submit ONE (1) ELECTRONIC COPY of this proposal form with ALL ATTACHMENTS in PDF format on either a flash drive or a CD by the required due date and time. The electronic copy must be included in the submission package. Proposals may not be submitted electronically or by fax.
A responsive proposal shall include, at a minimum, addressing all of the items listed in this Request for Proposal, signature and attachments. The initial contract will be for a period of three (3) years with an option for two (2), one (1) year extensions. The Contractor shall not have claim to escalation of costs during the initial three year term of services. A bid bond, payment bond and performance bond are not required for this proposal. No prevailing wages are required on this contract. The City of Dover does not make representations as to or otherwise guarantee the amount of services which will be granted during the authorized term of any contract and reserves the right to use other vendors for this work in the best interest of the City of Dover.
REQUEST FOR PROPOSAL FOR HAZARDS RESPONSE SERVICES
Addendum No. 1
Compliance Environmental, Inc.
COD-Hazards Response Services-Technical RFP-2017.docx
August 2017
PROPOSAL FORM CITY OF DOVER HAZARDS RESPONSE SERVICES (Page 2 of 6) The undersigned, representing that it has read and understands the requirements and that this proposal is made in accordance therewith, that he has visited the City of Dover and has familiarized itself with the local conditions under which all work is to be performed. Upon submission of its proposal, the Contractor confirms has familiarized and satisfied itself with the conditions and obstacles to be encountered within the service area, as to the character, quality, and quantities of work to be performed, and materials and equipment to be furnished and is capable of provide the services as stated herein. Please READ, RESPOND and CHECK the box for each of the following statements regarding the offered services: We acknowledge that we have the experience, capabilities and training to provide both emergency and non-emergency (scheduled) services as listed in Section 1, General Requirements, and Section 3, Training and Certifications, and all other sections of this RFP. Additionally, we acknowledge that we possess valid and appropriate certifications for all of the services listed in this proposal. If not, please explain:
Our emergency notification telephone number is:______________________________ Our firm has a minimum five (5) years of experience with all of the requested services. If not, please explain:
Our firm has valid training and certifications and acknowledges that it understands and has the capability to comply with the requirements listed in this Request for Proposal document. Our emergency services response time will be ____________ hours after notification.
REQUEST FOR PROPOSAL FOR HAZARDS RESPONSE SERVICES
Addendum No. 1
Compliance Environmental, Inc.
COD-Hazards Response Services-Technical RFP-2017.docx
August 2017
PROPOSAL FORM CITY OF DOVER HAZARDS RESPONSE SERVICES (Page 3 of 6) Our firm is a licensed waste transporter in Delaware as indicated in Section 9. If not, please explain: Our firms Workers Compensation Exposure Modification Rate (EMR) is:___________ OPTIONAL: Our firm owns and operates the following waste disposal storage facility in Delaware: Name:________________________________________________________________ Address:________________________________________Telephone:_____________ Permits:_______________________________________________________________ OPTIONAL: We are a current OSRO Contractor in District 5 (Delaware Bay) and District Number ___________________ in accordance with the U.S. Coast Guard, Oil Spill Removal Organization requirements. Our emergency services response time will be________________ hours after notification. Complete this table (below). Provide the percentage discount (discount is the reduction in listed prices (costs) in your submitted standard rate book ) and the mark-up (additional cost) for all listed pricing included in the contractor’s Standard Rate Book for each project under this contract. The percentage discount and mark-up is provided for both Emergency Services and Scheduled Services projects. Please make sure that your submitted Standard Rate Book is clear regarding the difference in rate and cost between Emergency Services and Scheduled Services for each category. Use whole numbers with a decimal fraction (if necessary) when completing the tables below. For example, “15-percent” would be listed as “15.” Additionally, for example, “18.5-percent” would be listed as “18.5.” If no percentage is required, please enter “0-percent” as “0” so that the tables are filled in completely. In each table (below), list any additional categories offered or required. If none, list “none” and place “0” as percentage for each Emergency Services and Scheduled Services column in the table. Table 1. Percentage (%) DISCOUNT (This discount percentage will REDUCE all of the rates and prices listed in the submitted Standard Rate Book for each category (below) for Emergency Services and Scheduled Services) Category Personnel & Staff Equipment Other Categories Offered:
Emergency Services
Scheduled Services
REQUEST FOR PROPOSAL FOR HAZARDS RESPONSE SERVICES
Addendum No. 1
Compliance Environmental, Inc.
COD-Hazards Response Services-Technical RFP-2017.docx
August 2017
PROPOSAL FORM CITY OF DOVER HAZARDS RESPONSE SERVICES (Page 4 of 6) Table 2. Percentage (%) MARK-UP (This mark-up percentage will INCREASE the cost of service) Category Materials Rentals Subcontractors Fuel Other Categories Required:
Emergency Services
Scheduled Services
Roadway Tolls: (check only one of the statements below) WE WILL add roadway tolls to City of Dover invoices. WE WILL NOT add roadway tolls to City of Dover invoices.
OPTIONAL: Provide on your company letterhead the required information if you qualify and claim the local vendor preference criteria listed in the bidding documents.
Please provide any additional information regarding your billing process, terms and conditions: ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ REQUEST FOR PROPOSAL FOR HAZARDS RESPONSE SERVICES
Addendum No. 1
Compliance Environmental, Inc.
COD-Hazards Response Services-Technical RFP-2017.docx
August 2017
PROPOSAL FORM CITY OF DOVER HAZARDS RESPONSE SERVICES (Page 5 of 6)
I/We acknowledge Addendums number ______________________ and the price(s) submitted include any cost/schedule impact they may have. This proposal shall remain valid and cannot be withdrawn until ninety days (90) days from the date on the proposal. The City of Dover reserves the right to accept or reject in part or in whole any or all Contractor proposals submitted and to waive any irregularities. By submission of this proposal, the Contractor represents that it holds all necessary licenses and certifications to perform the services, is financially capable to perform the services and has the experience, skill, and work force required to complete the services in accordance with all of the provisions of the technical specification and request for proposal. The Contractor also represents that it is familiar with all federal, state, municipal, and local requirements and has included these factors in the proposal. Upon receipt of written notice of the acceptance of this proposal, the Contractor shall, within ten (10) calendar days, make the necessary provisions to respond to the needs of the City of Dover using the rate schedules and within the time requirement in this proposal. I am / We are an Individual / a Partnership / a Corporation
By:_______________________________________ Trading as __________________________ (Circle One: Individual / Partnership / Corporation Name) ____________________________________ (State of Incorporation)
SEAL
By:____________________________________ ____________________________________ (Authorized Signature)
Date:______/______/_____
(Print Name and Title)
Witness:____________________________
REQUEST FOR PROPOSAL FOR HAZARDS RESPONSE SERVICES
Addendum No. 1
Compliance Environmental, Inc.
COD-Hazards Response Services-Technical RFP-2017.docx
August 2017
PROPOSAL FORM CITY OF DOVER HAZARDS RESPONSE SERVICES (Page 6 of 6) ATTACHMENTS: Please include the following attachments with this Proposal Form: 1. Statement on your letterhead that the Contractor has a minimum five (5) years of experience with all of the requested services. 2. Statement on your letterhead that the Contractor possess valid and appropriate certifications and licenses for the type of requested services. 3. Include on your letterhead a list of three (3) client references for the services requested. Permission is provided to the City of Dover and their representatives to contact these references during the bid evaluation period. 4. Include on your letterhead or in your Standard Rate Book a current inventory of in-house (not rented or subcontracted) resources including materials, personnel and equipment for the requested services. 5. Include on your letterhead a listing and description of all OSHA Citations, Complaints, or Actions received within the last five (5) years. 6. Include on your letterhead a listing and description of all USEPA and State of Delaware DNREC Citations, Complaints, or Actions within the last five (5) years. 7. 7. Include on your letterhead a list and description of any current claims which are pending, in-progress, made or settled against the Contractor’s current insurance policies within the last five (5) years. 8.
Include a specimen copy of our Certificate of Liability Insurance.
9. Include resumes for key personnel such as the project manager, site supervisor and waste management manager who will be used on City of Dover projects. 10. Include on your letterhead an experience statement describing details regarding working within power generation stations and high-voltage electrical substations within the last five (5) years. 11. Attach a copy of your STANDARD RATE BOOK which will be used on all City of Dover projects for the life of the contract. The percentage discount and percentage mark-ups you listed on this Proposal Form will be used to adjust the rates and prices included in the Standard Rate Book up or down using the percentage for project invoicing.
REQUEST FOR PROPOSAL FOR HAZARDS RESPONSE SERVICES
Addendum No. 1
Compliance Environmental, Inc.
COD-Hazards Response Services-Technical RFP-2017.docx
August 2017
ADDENDUM No. 1 August 9, 2017 Project:
Hazards Response Services Contract for the City of Dover, Delaware.
RFP No.:
18-0003EL
Proposal Due:
Wednesday, August 30, 2017 at 2:00 p.m. (local time) (Unchanged)
To:
The City of Dover, Purchasing Office 710 William Street, Dover, Delaware 19904 Attn: Mr. Peter Gregg, Contract & Procurement Manager
A Pre-Proposal Meeting was held on August 9, 2017 from 10:00 A.M. to 11:05 A.M. The PreBid Meeting sign-in sheet is attached. Additionally, please see the attached summary of information provided during the meeting by the Purchasing Office regarding the bidding procedure. The Request for Proposal bid documents include the announcement letter and technical requirements document dated July 19, 2017 from the City of Dover and all addendums. Contractors providing proposals shall incorporate this addendum into the Request for Proposal documents and acknowledge receipt on the Proposal Form when providing their proposal. All services shall be in accordance with the requirements stated in the “HAZARDS RESPONSE SERVICES CONTRACT, PROPOSAL NUMBER 18-0003EL. The City of Dover does not make representations as to or otherwise guarantee the amount of services which will be granted during the authorized term of any contract and reserves the right to use other vendors for this work in the best interest of the City of Dover. The City of Dover is not responsible for any costs incurred by offerors in the preparation or presentation of their proposals. The City of Dover reserves the right to accept or reject in part or in whole any or all proposals submitted and to waive any irregularities. The City of Dover reserves the right to request corrections, clarifications, and/or additional information pertaining to Respondent’s submission. The following are the minutes of the Pre-Proposal Meeting. Contractors shall consider all of the information provided in this addendum as follows:
Compliance Environmental, Inc.
COD-Hazards Response Services-RFP-Adden-1.wpd
ADDENDUM No. 1 August 9, 2017 Page 2 of 7
The City of Dover, Hazards Response Services Contract Proposal Number 18-0003EL
1.
Proposal Due Date (Unchanged): Proposals are due on Wednesday, August 30, 2017 at 2:00 p.m. (local time) (Unchanged). No Contractor representative present at the PreProposal Meeting objected to this required proposal due date.
2.
Document Availability: All documents needed to prepare a proposal for this contract can be downloaded at this web site: http://www.cityofdover.com/Bid-Procurement/
3.
General Summary of Bidding Requirements: A general summary of bidding requirements was provided at the meeting. In addition to this summary, the bidding contractors must review all of the requirements in the bid documents and addendums prior to submitting the proposal.
4.
New Proposal Form: The original proposal form located in Appendix B of the technical requirements (dated July 19, 2017) is deleted. The bidding contractor shall use the attached Proposal Form when submitting a proposal for this contract.
5.
Evaluation of Proposals: The evaluation of the proposal will be performed considering the following elements. Award shall be made to the offeror whose proposal is determined to be in the best interest to the City of Dover. A. B. C. D. E. F. G. H. I. J. K.
The City of Dover criteria listed in the RFP announcement letter. Local vendor preference when identified by the offeror with submission of the required documentation. See the RFP announcement letter and attached information for the requirements. Proposal form required information. Emergency Response Rates, discounts, mark-ups, terms and conditions. Scheduled Cleanup Rates, discounts, mark-ups, terms and conditions. Current inventory of in-house resources. Past operational history. Certifications. Ownership/Operation of a waste disposal storage facility. Completeness of the Standard Rate Book. Ability to respond to the needs of the City of Dover.
6.
Proposal Term: The proposal is not revocable for ninety (90) days following the response deadline indicated for the contract.
7.
Prevailing Wages: No prevailing wages are required for services under this contract.
8.
Bond Requirements: No bid bond, payment bond or performance bond is not required for this proposal or contract.
9.
Questions and Clarifications Regarding Requirements: All questions and clarifications must be made in writing and sent via email no later than August 16, 2017 to Mr. Peter Gregg at [email protected] or facsimile number (302)-736-7178. Email is the preferred method to submit questions. Questions will be answered in the form of an addendum.
Compliance Environmental, Inc.
COD-Hazards Response Services-RFP-Adden-1.wpd
ADDENDUM No. 1 August 9, 2017 Page 3 of 7
10.
The City of Dover, Hazards Response Services Contract Proposal Number 18-0003EL
Past Billing Experience: For the past three fiscal years (2015 through 2017), the cost of services provided under a previous similar contract was approximately $ 100,000.00. Past billing experience does not guarantee future service requirements under this contract. The City of Dover does not guarantee the amount or level of services that will be authorized during the term of any contract.
11.
Work to be Performed Under This Contract: Generally, the contract involves ondemand emergency response and scheduled cleanup services for all departments of the City of Dover. The term of the contract is three (3) years with an option for two, one (1) year extensions. Specific services will be contracted by the City of Dover depending on their need. The Contractor shall have capability to respond to spills and environmental issues on land and water in accordance with City of Dover needs. The City of Dover does not guarantee the amount or level of services that will be authorized during the term of any contract. Further, the City of Dover will not accept charges in a contract for nonusage of services.
12.
City of Dover Departments: The Contractor shall have the capability to respond to the needs of any City of Dover department and as a minimum, have specific experience in the following areas: A. B. C. D. E. F. G. H. I. J.
Oil-filled Electrical Equipment. Transportation Incidents. Sanitary Pumping Stations. Aboveground and Underground Storage Tanks. Releases on land and water. Excavation and disposal of contaminated media. Exploratory excavation. Emergency response procedures. Site Restoration. Electrical Power Generating Stations and Substations.
The Contractor will be required to perform work safely in active high-voltage electrical substations, power generating stations, and in close proximity to live electrical and water/wastewater utilities. In addition, the Contractor will be required to perform work in areas containing underground and overhead utilities. The Contractor must be capable of completing all assigned work in a safe manner. 13.
Review of the RFP Technical Requirements Document: A general overview of the RFP document was performed at this meeting. The Contractors were urged to review this document completely while preparing their proposals.
14.
Contract General Service Area: The City of Dover approximate general service area located in Appendix A of the technical requirements was reviewed. However, services under this contract may be required outside of the general service area depending on City of Dover requirements. The Contractor must be prepared to respond to the City of Dover regardless of location
Compliance Environmental, Inc.
COD-Hazards Response Services-RFP-Adden-1.wpd
ADDENDUM No. 1 August 9, 2017 Page 4 of 7
The City of Dover, Hazards Response Services Contract Proposal Number 18-0003EL
15.
Non-Exclusivity or Territorial Rights: The Contractor does not have territorial rights or exclusive rights. The City of Dover reserves the right to utilize other Contractors or vendors for similar work or to complete work performed by the Contractor. Regardless of the amount of work authorized for this project, by submission of its proposal, the Contractor waives its rights to the collection of costs associated with completing only a portion of the work herein and any right to claim for reimbursement of other expenses. The City of Dover does not guarantee the amount or level of services that will be authorized during the term of any contract. Additionally, the City of Dover reserves the right of use multiple contractors and/or vendors to complete any part or whole project in the best interest of the City.
16.
City of Dover Business License: A City of Dover business license is not required to submit a proposal. However, prior to award, the contractor must secure a business license from the City.
17.
Equality of Employment Opportunity: During the performance of this contract, the Contractor agrees as follows: The Contractor will not discriminate against any employee or applicant for employment because of race, creed, color, sex, or national origin. The Contractor will take positive steps to ensure that applicants are employed and that employees are treated during employment without regard to their race, creed, color, sex, or national origin. Such action will include, but not limited to, the following: employment, upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Contractor agrees to post in conspicuous places available to employees and applications for employment notices to be provided by the contracting agency setting fourth this nondiscrimination clause. The Contractor will, in all solicitations or advertisements for employees placed by or on behalf of the Contractor, state that all qualified applicants will receive consideration for employment without regard to race, creed, color, sex, or national origin.
18.
Smoking or Open Flames: Smoking is not permitted in any City of Dover buildings or properties. Open flames are not permitted in buildings or on properties without authorization. The Contractor shall follow OSHA requirements for all cutting using open flames including, but not limited to, cutting permits and fire watch provisions where applicable.
19.
Service Billing Rates and Prices: Billing rates and prices are portal-to-portal for all labor categories. Billing for equipment and other resources will be the time used at the project site.
20.
Discount and Mark-up Percentages Listed on Proposal Form: The discount and mark-up percentages for Emergency Services and Scheduled Services listed on the Proposal Form will be used to prepare the actual service billing. All percentages provided on the Proposal Form shall be in listed as whole numbers with a decimal fraction if needed. For example, “15-percent” would be written as “15" on the Proposal Form. Additionally, for example, “18.5-percent” would be written as “18.5.” If there is no percentage change for any item, enter a zero “0-percent” written as “0" on the Proposal
Compliance Environmental, Inc.
COD-Hazards Response Services-RFP-Adden-1.wpd
ADDENDUM No. 1 August 9, 2017 Page 5 of 7
The City of Dover, Hazards Response Services Contract Proposal Number 18-0003EL
Form. All items on the form must be completed. 21.
22.
Standard Rate Book: The bidding contractor shall submit their Standard Rate Books with their proposal to include the following: a.
Complete description of all labor, equipment, and other resource categories which will be used during the contract. Separate rates and prices must be provided for Emergency Services and Scheduled Services for each category in the rate book. As a minimum, rates in the book shall include hourly labor rates and hourly and daily usage of resources (i.e., equipment, and other resources) for each category including non-overtime, overtime, weekend, holiday and any other condition. Other rates such as weekly, monthly or any other time periods can also be provided in the rate book.
b.
Dollar rates and prices shown in the Standard Rate Book shall be the dollar amount BEFORE discounts and mark-ups listed on the Proposal Form are applied. The percentage discount or mark-up listed on the Proposal Form will be used to adjust the rates and prices (up or down) included in the submitted Standard Rate Book for the actual service invoice.
c.
The Standard Rate Book must include the various rates for all billing services during non-overtime, overtime, weekend, holiday and any other period of time service is provided for each type, or class, of resource (i.e., labor, equipment, etc.) in an hourly rate format for labor, and hourly and daily rate format for all other resources.
Certificate of Liability Insurance: Prior to the start of any service, the Contractor shall provide a Certificate of Liability Insurance in accordance with the RFP document to include the City of Dover and Compliance Environmental named as additionally insured with respect to General Liability for the duration of any contract to include at a minimum: General Liability Each Occurrence: Personal Injury: General Aggregate: Products:
$ 1,000,000. $ 1,000,000. $ 2,000,000. $ 2,000,000.
Automobile Liability Combined Single Limit:
$ 1,000,000.
Umbrella Liability Each Occurrence: Aggregate:
Compliance Environmental, Inc.
$ 2,000,000. $ 2,000,000.
COD-Hazards Response Services-RFP-Adden-1.wpd
ADDENDUM No. 1 August 9, 2017 Page 6 of 7
The City of Dover, Hazards Response Services Contract Proposal Number 18-0003EL
Workers Compensation and Employers’ Liability Statutory Limits Box: Each Accident: Disease Employee:
Checked $ 1,000,000. $ 1,000,000.
Contractors Pollution Liability Each Claim: All Claims: 23.
$ 1,000,000. $ 2,000,000.
Questions During the Pre-Proposal Meeting: The following questions discussed at the meeting are answered as follows: A.
Is there a limit for the number of page for the proposal? There is no page limitation.
B.
Will service at the Dover Air Force Base add more time requirement for a response? The Dover Air Force Base is included within the approximate general service area (See Appendix A). The contractor will not be responsible for any additional time needed to respond to City of Dover service requests at the Dover Air Force Base since entering and exiting the air base may require additional time.
C.
Will the City of Dover place the contractor on stand-by in the event of a forecasted weather related issue? The contract does not have a stand-by payment provision but requires service to be provided when the contractor is contacted by the City of Dover.
D.
On the Proposal Form, is the option for a firm owning or operating a waste disposal storage facility for Delaware only? Yes. The option is only for Delaware facilities.
E.
How many resumes for key personnel do we need to submit with the bid? Please submit resumes for your key people like the site supervisor, project manager, and waste manager.
F.
Can we submit separate rates for non-overtime, overtime, weekend, holiday and any other condition in the Standard Rate Book with the bid? Yes. Submit separate rates in your Standard Rate Book. Table 3 located in the original Proposal Form will be removed on the new Proposal Form. A new Proposal Form will be provided in an addendum. Discount and mark-up percentages will adjust the listed prices and rates in the Standard Rate Book for Emergency Services and Schedule Services categories using the percentages provided on the Proposal Form. See Table 1 and Table 2 on the Proposal Form.
G.
Can the electronic copy of the bid be sent in any additional format? In addition to Microsoft Word, and Adobe PDF formats, information can also be provided in Microsoft Excel format.
Compliance Environmental, Inc.
COD-Hazards Response Services-RFP-Adden-1.wpd
ADDENDUM No. 1
The City of Dover, Hazards Response Services Contract Proposal Number 18-0003EL
August 9, 2017 Page 7 of 7
H.
Can you provide a copy of the current contract with an addendum? The request will be reviewed. Subsequent to the meeting, it was determined that the custodian of the current contract is the City Clerk’s Office. Completion of a Freedom of Information Act Request form is required. If interested, the form can be found at the City of Dover web site portal: https://www.cityofdover.com/FOIA
This depicts to the best of our knowledge the items that transpired during the Pre-Proposal Meeting held on August 9, 2017. If you have any further comments, please contact Mr. Peter Gregg in writing via email no later than August 16, 2017. Therefore, these minutes shall become part of Addendum No. 1 and therefore binding on the Contractor for this contract. COMPLIANCE ENVIRONMENTAL, INC.
Valentino P. De Rocili, Ph.D., CHMM Senior Principal Consultant [email protected]
Attachment:
(2-Pages): (2-Pages): (6-Pages):
Pre-Bid Meeting Sign-In Sheet. Information from the Purchasing Office. Proposal Form.
[ END OF ADDENDUM No.1 ]
Compliance Environmental, Inc.
COD-Hazards Response Services-RFP-Adden-1.wpd
PROPOSAL FORM CITY OF DOVER HAZARDS RESPONSE SERVICES (Page 1 of 6)
To:
Date:____/____/ 2017 The City of Dover Purchasing Office 710 William Street Dover, Delaware 19904 Attn: Mr. Peter K. Gregg, Contract and Procurement Manager
Name of Company:____________________________________________________________ Address:_____________________________________________________________________ Address:_____________________________________________________________________ Phone No.:(_____) -_____-________ Fax No.:(_____)-_____-_______ Delaware Business License No.:_____________________ Taxpayer EIN:________________ Please complete all items listed on this form. All services shall be in accordance with the requirements stated in the “REQUEST FOR PROPOSAL FOR HAZARDS RESPONSE SERVICES.” Submit THREE (3) COPIES of this proposal form containing original signatures with ALL ATTACHMENTS. Also, submit ONE (1) ELECTRONIC COPY of this proposal form with ALL ATTACHMENTS in PDF format on either a flash drive or a CD by the required due date and time. The electronic copy must be included in the submission package. Proposals may not be submitted electronically or by fax.
A responsive proposal shall include, at a minimum, addressing all of the items listed in this Request for Proposal, signature and attachments. The initial contract will be for a period of three (3) years with an option for two (2), one (1) year extensions. The Contractor shall not have claim to escalation of costs during the initial three year term of services. A bid bond, payment bond and performance bond are not required for this proposal. No prevailing wages are required on this contract. The City of Dover does not make representations as to or otherwise guarantee the amount of services which will be granted during the authorized term of any contract and reserves the right to use other vendors for this work in the best interest of the City of Dover.
REQUEST FOR PROPOSAL FOR HAZARDS RESPONSE SERVICES
Addendum No. 1
Compliance Environmental, Inc.
COD-Hazards Response Services-Technical RFP-2017.docx
August 2017
PROPOSAL FORM CITY OF DOVER HAZARDS RESPONSE SERVICES (Page 2 of 6) The undersigned, representing that it has read and understands the requirements and that this proposal is made in accordance therewith, that he has visited the City of Dover and has familiarized itself with the local conditions under which all work is to be performed. Upon submission of its proposal, the Contractor confirms has familiarized and satisfied itself with the conditions and obstacles to be encountered within the service area, as to the character, quality, and quantities of work to be performed, and materials and equipment to be furnished and is capable of provide the services as stated herein. Please READ, RESPOND and CHECK the box for each of the following statements regarding the offered services: We acknowledge that we have the experience, capabilities and training to provide both emergency and non-emergency (scheduled) services as listed in Section 1, General Requirements, and Section 3, Training and Certifications, and all other sections of this RFP. Additionally, we acknowledge that we possess valid and appropriate certifications for all of the services listed in this proposal. If not, please explain:
Our emergency notification telephone number is:______________________________ Our firm has a minimum five (5) years of experience with all of the requested services. If not, please explain:
Our firm has valid training and certifications and acknowledges that it understands and has the capability to comply with the requirements listed in this Request for Proposal document. Our emergency services response time will be ____________ hours after notification.
REQUEST FOR PROPOSAL FOR HAZARDS RESPONSE SERVICES
Addendum No. 1
Compliance Environmental, Inc.
COD-Hazards Response Services-Technical RFP-2017.docx
August 2017
PROPOSAL FORM CITY OF DOVER HAZARDS RESPONSE SERVICES (Page 3 of 6) Our firm is a licensed waste transporter in Delaware as indicated in Section 9. If not, please explain: Our firms Workers Compensation Exposure Modification Rate (EMR) is:___________ OPTIONAL: Our firm owns and operates the following waste disposal storage facility in Delaware: Name:________________________________________________________________ Address:________________________________________Telephone:_____________ Permits:_______________________________________________________________ OPTIONAL: We are a current OSRO Contractor in District 5 (Delaware Bay) and District Number ___________________ in accordance with the U.S. Coast Guard, Oil Spill Removal Organization requirements. Our emergency services response time will be________________ hours after notification. Complete this table (below). Provide the percentage discount (discount is the reduction in listed prices (costs) in your submitted standard rate book ) and the mark-up (additional cost) for all listed pricing included in the contractor’s Standard Rate Book for each project under this contract. The percentage discount and mark-up is provided for both Emergency Services and Scheduled Services projects. Please make sure that your submitted Standard Rate Book is clear regarding the difference in rate and cost between Emergency Services and Scheduled Services for each category. Use whole numbers with a decimal fraction (if necessary) when completing the tables below. For example, “15-percent” would be listed as “15.” Additionally, for example, “18.5-percent” would be listed as “18.5.” If no percentage is required, please enter “0-percent” as “0” so that the tables are filled in completely. In each table (below), list any additional categories offered or required. If none, list “none” and place “0” as percentage for each Emergency Services and Scheduled Services column in the table. Table 1. Percentage (%) DISCOUNT (This discount percentage will REDUCE all of the rates and prices listed in the submitted Standard Rate Book for each category (below) for Emergency Services and Scheduled Services) Category Personnel & Staff Equipment Other Categories Offered:
Emergency Services
Scheduled Services
REQUEST FOR PROPOSAL FOR HAZARDS RESPONSE SERVICES
Addendum No. 1
Compliance Environmental, Inc.
COD-Hazards Response Services-Technical RFP-2017.docx
August 2017
PROPOSAL FORM CITY OF DOVER HAZARDS RESPONSE SERVICES (Page 4 of 6) Table 2. Percentage (%) MARK-UP (This mark-up percentage will INCREASE the cost of service) Category Materials Rentals Subcontractors Fuel Other Categories Required:
Emergency Services
Scheduled Services
Roadway Tolls: (check only one of the statements below) WE WILL add roadway tolls to City of Dover invoices. WE WILL NOT add roadway tolls to City of Dover invoices.
OPTIONAL: Provide on your company letterhead the required information if you qualify and claim the local vendor preference criteria listed in the bidding documents.
Please provide any additional information regarding your billing process, terms and conditions: ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ REQUEST FOR PROPOSAL FOR HAZARDS RESPONSE SERVICES
Addendum No. 1
Compliance Environmental, Inc.
COD-Hazards Response Services-Technical RFP-2017.docx
August 2017
PROPOSAL FORM CITY OF DOVER HAZARDS RESPONSE SERVICES (Page 5 of 6)
I/We acknowledge Addendums number ______________________ and the price(s) submitted include any cost/schedule impact they may have. This proposal shall remain valid and cannot be withdrawn until ninety days (90) days from the date on the proposal. The City of Dover reserves the right to accept or reject in part or in whole any or all Contractor proposals submitted and to waive any irregularities. By submission of this proposal, the Contractor represents that it holds all necessary licenses and certifications to perform the services, is financially capable to perform the services and has the experience, skill, and work force required to complete the services in accordance with all of the provisions of the technical specification and request for proposal. The Contractor also represents that it is familiar with all federal, state, municipal, and local requirements and has included these factors in the proposal. Upon receipt of written notice of the acceptance of this proposal, the Contractor shall, within ten (10) calendar days, make the necessary provisions to respond to the needs of the City of Dover using the rate schedules and within the time requirement in this proposal. I am / We are an Individual / a Partnership / a Corporation
By:_______________________________________ Trading as __________________________ (Circle One: Individual / Partnership / Corporation Name) ____________________________________ (State of Incorporation)
SEAL
By:____________________________________ ____________________________________ (Authorized Signature)
Date:______/______/_____
(Print Name and Title)
Witness:____________________________
REQUEST FOR PROPOSAL FOR HAZARDS RESPONSE SERVICES
Addendum No. 1
Compliance Environmental, Inc.
COD-Hazards Response Services-Technical RFP-2017.docx
August 2017
PROPOSAL FORM CITY OF DOVER HAZARDS RESPONSE SERVICES (Page 6 of 6) ATTACHMENTS: Please include the following attachments with this Proposal Form: 1. Statement on your letterhead that the Contractor has a minimum five (5) years of experience with all of the requested services. 2. Statement on your letterhead that the Contractor possess valid and appropriate certifications and licenses for the type of requested services. 3. Include on your letterhead a list of three (3) client references for the services requested. Permission is provided to the City of Dover and their representatives to contact these references during the bid evaluation period. 4. Include on your letterhead or in your Standard Rate Book a current inventory of in-house (not rented or subcontracted) resources including materials, personnel and equipment for the requested services. 5. Include on your letterhead a listing and description of all OSHA Citations, Complaints, or Actions received within the last five (5) years. 6. Include on your letterhead a listing and description of all USEPA and State of Delaware DNREC Citations, Complaints, or Actions within the last five (5) years. 7. 7. Include on your letterhead a list and description of any current claims which are pending, in-progress, made or settled against the Contractor’s current insurance policies within the last five (5) years. 8.
Include a specimen copy of our Certificate of Liability Insurance.
9. Include resumes for key personnel such as the project manager, site supervisor and waste management manager who will be used on City of Dover projects. 10. Include on your letterhead an experience statement describing details regarding working within power generation stations and high-voltage electrical substations within the last five (5) years. 11. Attach a copy of your STANDARD RATE BOOK which will be used on all City of Dover projects for the life of the contract. The percentage discount and percentage mark-ups you listed on this Proposal Form will be used to adjust the rates and prices included in the Standard Rate Book up or down using the percentage for project invoicing.
REQUEST FOR PROPOSAL FOR HAZARDS RESPONSE SERVICES
Addendum No. 1
Compliance Environmental, Inc.
COD-Hazards Response Services-Technical RFP-2017.docx
August 2017
