TERMS AND CONDITIONS FOR INVITATIONS FOR BIDS

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December 19, 2018Invitation For Bid No: 19-19Action Person: Lynn BrownContact Information: Phone 256-535-1396/Fax 256-535-1353/Lynn.Brown@hsvutil.orgBid Due Date: January 22, 2019 10:00 a.m.Bid Opening Location: Purchasing Office, 112 Spragins StreetTo Whom It May Concern:You are invited to quote on providing the Huntsville Utilities with Janitorial Support Services for our threelocations. Services to be quoted on and the prevailing conditions are described in this letter and any supplementaryinformation to be passed out at the Pre-Bid Meeting/Site Visit. The bid packet describing the Scope of Work and bidrequirements is available for pick-up from the Huntsville Utilities Purchasing Office or will be handed out at the PreBid meeting. Period of support is to be for one year, extendable, subject to the terms and conditions of this agreement,satisfactory job performance, and compliance with the required equipment and performance standards. The periodof support will begin approximately March, 2019. This work is to be performed on an “Annual” basis. Workperformed under this agreement must be authorized by the Huntsville Utilities Contract Supervisor. Each requestfor payment submitted under this agreement will require a detailed listing of work completed, date of completion,and approval by our Contract Supervisor prior to release for payment.Your proposal must include the total cost for all labor, materials, equipment, supplies, transportation andsupervision to complete the tasks assigned in a timely and professional manner. Your proposal must be submittedon the “Proposal Form” provided in the specification packet, to be acceptable. You may add supplementaryinformation if you desire.The attached “Terms and Conditions” are an integral part of this Request for Proposal. Information requestedon other attachments must be completed and returned as required. This information is to include a listing ofreferences for companies you have performed similar work in the past two years. Additional information to besubmitted with your proposal includes the Bid Bond, copy of the applicable State and Local licenses, and a listing ofsupervisory personnel and equipment, which your organization will assign to this project.Interested, experienced and qualified providers of Janitorial Support Services are encouraged to attend a“Pre-Bid Meeting” on Tuesday, January 8, 2019 @ 10:00 am. The meeting will be held in the 1st Floor TrainingRoom, 112 Spragins Street Main Administration Building, Huntsville, AL. 35801. Huntsville Utilitiesrepresentatives will be present to discuss the support requirements, inspect the site, and answer vendor questions.ATTENDANCE AT THE PRE-BID MEETING IS PREFERRED BUT NOT MANDATORY FOR BIDCONSIDERATION.Each vendor attending the Pre-Bid meeting must submit a list of 3 references along with the ContractorQuestionnaire, the list to include companies that are presently being serviced by your organization and are similarin size to the Huntsville Utilities. This list must provide the following information: company name, company address,location of work being performed, square footage covered, basic scope of work performed, contact person whooversees contract janitorial work, phone number of contact person.Proposals submitted in response to this Invitation for Bid must remain in effect for a minimum period of 60days following the bid opening date.

Huntsville Utilities will notify the successful bidder by written Purchase Order/ Notice of Intent to Contract.Within 10 days of notification, the Contractor must execute and return the Agreement, provide the Certification ofInsurance per requirements, and other information required to meet Contract requirements. Upon Contractorcompliance, Huntsville Utilities will execute the Agreement and issue the Final Notice to Proceed. Failure to meet therequirements in a timely manner may result in disqualification of the apparent successful bidder.Huntsville Utilities will designate a representative to serve as Contract Supervisor. This person will serve asthe liaison between the Contract Service Provider and the Huntsville Utilities.Quote terms, availability, firm price, and FOB Huntsville, Alabama. However, we reserve the right to consideralternative pricing proposals or award of like items on a lot basis.Please mark your envelope with the bid opening information in the lower left corner and include the bidnumber, bid opening date, Alabama State Contractors Number, “Janitorial Support Bid” and Attn: Lynn Brown. Fora window envelope, this information must be visible.Signed, dated and sealed proposals may be mailed to Huntsville Utilities Purchasing Office, P.O. Box 2048,Huntsville, AL. 35804 or delivered to Huntsville Utilities Purchasing Office, 112 Spragins St. Huntsville, AL. 35801until 2:00 pm on the above bid opening date.Your assistance is appreciated.Thank You,Lynn BrownLynn BrownBuying Agent

TERMS AND CONDITIONS FOR INVITATIONS FOR BIDS

TERMS AND CONDITIONS FOR INVITATIONS FOR BIDS1. SUBMISSION OF PROPOSAL - Janitorial Support Services Contract 19-19The Bidder shall submit an original and 3 copies of the proposal to the following address:Mail: Huntsville UtilitiesAttn: Lynn BrownP. O. Box 2048Huntsville, Alabama 35804Personal Delivery:Huntsville UtilitiesAttn: Lynn Brown112 Spragins StreetHuntsville, Alabama 35801Points of Contact:Contract Documents: Lynn Brown, Purchasing 256.535.1396Contract Supervisor: Dewey Mefford, Facilities 256.652.39582. PROPOSAL DUE DATEDue by:10:00 a.m. CENTRAL DAYLIGHT SAVINGS TIMEDate:January 22, 2019Must be valid for 60 days.3.Huntsville Utilities will receive sealed bids until the date and time for bid opening. Huntsville Utilitiesreserve the right to consider each item separately, unless otherwise indicated.4. SITE VISIT/PRE-BID MEETING.The site visit/pre-bid meeting is scheduled for: January 8, 2019 at 10:00 am. Bidders will meet inthe Huntsville Utilities 112 Spragins Street 1st floor Training Room, 112 Spragins Street, Huntsville,AL. 35801. It is PREFERRED BUT NOT MANDATORY that all interested bidders attend the sitevisit/pre-bid meeting and submit the completed Contractor's Questionnaire. Bidders who do notcomply with these requirements will not be allowed to bid.5.Each bidder's sealed bid reply envelope must show in the lower left corner: the bid number, the bid openingdate and time, Attn: “112 Spragins Street Janitorial Support” and Attn: Lynn Brown.

6.Responsibility for assuring bid arrival at bid opening place prior to bid opening rests with the bidder.Huntsville Utilities is under no obligation to pay postage-due on bid packages.7.Telephone responses to numbered bid packages will not be accepted.8.Penciled bids will not be accepted. Errors will not be corrected after bid opening; however, wereserve the right in our evaluation to verify entries that appear to be obvious arithmetic, typing, orsimilar errors.9.Unsigned bids will not be accepted. Bidding firm's address and phone number of contact personshould be included.10.Late bids will not be considered for evaluation. Incomplete bids will not be considered.11.Questions concerning the Invitation For Bid should be addressed to the designated Action Personin writing.12.Bids may not be withdrawn except after consideration of bidder’s written request or supersedingbid.13.Bids will be opened no earlier than the indicated date and time. Evaluation and selection ofsuccessful bidder will be within times and priorities of Huntsville Utilities.14.Where a specific format is included in the Invitation for Bids, the Bid must be received in that format.The Bidder may submit supplemental information in another format if desired.15. TYPE OF CONTRACTThe contract to be issued resulting from this Invitation For Bid will be a FIRM FIXED PRICE PERUNIT (weekly time and material lump sum) contract.16. PERIOD OF PERFORMANCEThe period of performance of this contract is listed in the original Invitation for Bid per Unit,exclusive of any subsequent extensions thereof provided for in the contract.17. PROPOSALWe reserve the right to request cost breakdown information and to negotiate any price submittedto bidders. Owner reserves the right to make award to other than the low bidder or to award asubcontract based upon the original price proposals without negotiation, provided that the contractis awarded to the lowest, responsible and responsive bidder. Bidders are encouraged to providetheir most favorable price when bidding. All blank spaces for bid prices must be filled in. The biddermay present alternative proposals and we reserve the right to consider alternative proposals.18. Each bid should be accompanied by a copy of a valid Alabama Contractor's license.19. BID SECURITY -

Each bid must be accompanied by a cashier's check or a bid bond payable to the City ofHuntsville, Alabama, d/b/a Huntsville Utilities for an amount not less than FIVE PERCENT(5%) of the bidder's bid, but in no event more than TEN THOUSAND AND NO/100( 10,000.00).For purposes of IFB 19-19, the bid bond should be based upon an annual contracted amount of 50,000.00. All bidders should use this level to determine bid bond requirements.The Attorney-in-Fact who executes these bonds must file a notarized and effectively dated copy ofhis power of attorney. If required by State Statute, certifications of a resident agent shall also beprovided.All cashier's checks or bid bonds will be returned promptly after the Owner and successful Bidderhave executed the Contract, or, if no award has been made within 60 days after the bid opening date,upon the demand of the Bidder at any time thereafter, so long as he has not been notified of theacceptance of his bid.Any successful Bidder, upon his failure or refusal to execute and deliver the Contract and therequired Performance and Payment bonds, or any other bonds which may be required by theContract Documents, required within TEN (10) DAYS after he has received notice of the Owner'sacceptance of his bid, shall forfeit to the Owner, as liquidated damages for such failure or refusal,the security deposited with his bid. Exceptions to this requirement will be considered upon writtenrequest.20. ADDENDA AND INTERPRETATIONSNo interpretation of the meaning of the plans, specifications or other pre-bid documents will bemade orally to a Bidder. Each request for such interpretation or clarification shall be made inwriting to the owner's representative listed for the particular project. All requests shall be receivedby the Owner at P. O. Box 2048, Huntsville, Alabama 35804, at least five days prior to the bid openingdate. All interpretations and supplemental instructions will be issued in the form of writtenaddenda to the specifications which, if issued, will be mailed by certified mail with return receiptrequested to all perspective bidders or hand delivered to their office, not later than three days priorto the bid opening date. Failure of any Bidder to receive such addendum or interpretation shall notrelieve such Bidder from any obligation under his bid as submitted. All addenda shall beacknowledged by the Bidder in the Proposal, and failure to do so may be cause for the bid to beconsidered informal.21. BIDDER'S UNDERSTANDINGEach bidder must inform himself fully of the conditions relating to the construction of the project,and it is mandatory that each bidder has personally inspected the site and has made himself familiarwith the Contract Documents in their entirety. Failure to do so shall not relieve a successful Bidderof his obligation to furnish all material and labor necessary to carry out the provisions of theContract, nor of his obligation to enter into a contract and complete the work in strict accordancewith the Contract. The contractor, in carrying out his work, shall employ such methods or means aswill not cause any interruption of or interference with the work of any other contractor on this oranother project.

Particular attention is called to these parts of the Specifications dealing with the time of completionof this project, which shall be adhered to, starting one day after the issuance of the Notice toProceed.22. LAWS AND REGULATIONSThe Bidder's attention is directed to the fact that all applicable State laws, municipal ordinances,and the rules and regulation of all authorities having jurisdiction over construction of the projectshall apply to the Contract throughout, and they shall be deemed to be included in the ContractDocuments the same as though herein written out in full.23. SALES AND USE TAXESThe Bidder shall be responsible for any and all State, Federal and local taxes which may be chargedin association with the required materials and labor which the Contractor is required to furnish forthis Project. No taxes will be paid by the Owner, who maintains a tax-exempt status. All taxes shallbe included in the prices shown in the Proposal.24. SPECIFICATIONS AND CONTRACT DOCUMENTSAll work on this project shall be performed in accordance with the Huntsville Utilities StandardConstruction Specifications, which are to be considered an integral part of the Contract Documentswhether or not attached hereto. A copy of these specifications is available from the Owner'sRepresentative.The Contract Documents shall be considered to include the following parts and documents collectively:1. Notice to Bidders2. Invitation for Bids3. Terms and Conditions for Invitations for Bids4. Addenda5. Proposal, Contract, Performance and Payment Bonds6. General Conditions7. Special Conditions8. Technical Scope of Work9. Maps, Drawings and Plans10. Insurance Requirements11. Any other documents, instructions or bonds so designated.Should any conflicts or discrepancies be found between the parts, the order of precedence as listed in theGeneral Conditions shall prevail.25. METHOD OF AWARDThe award of the Contract by the Owner will be made within TEN (10) business days of the bidopening date. The basis for award shall be the Proposal from the lowest responsible and responsiveBidder which, in the Owner's sole and absolute judgment, will best serve the interests of the Owner.The Owner reserves the right to award the Contract on the basis of either the base bid or alternate,if an alternate is provided for in the Contract Documents, or to reject all bids and execute the workwith his own forces or re-bid the entire Project or any part thereof.

The Owner reserves the right to reject any Proposal not in compliance with the Contract Documents,or to waive any irregularities or informalities at his sole discretion.26. CONTRACTOR'S QUESTIONNAIREThe complete Contractor's Questionnaire, Section F must be completed as directed.27. QUALIFICATIONS OF LOW BIDDERBefore being awarded a contract, the low bidder shall submit such evidence as the Engineer orOwner may require to establish the financial responsibility, experience and possession of suchequipment as may be needed to prosecute the Work in an expeditious, safe and satisfactory manner.The Contractor should be prepared to supply any or all of the following information upon request,if not provided in the Contractor's Questionnaire:a) List of similar projects completed and approximate cost of each.b) List of projects presently under construction, percentage complete and estimatedproject cost.c) List of equipment which will be available for constructing this project in categories @Owned - Leased - Rented.d) Approximate number of personnel that will be assigned to this project.e) Name of Superintendent(s) for this project, number of years of experience inconstruction and experience in this type of work.f) List of proposed sub-contractors and their experience.g) Complete financial statement, which will be kept strictly confidential, for review by theOwner's staff. Financial statement will be returned upon completion of review ifrequested.h) Name(s) of proposed Bonding and Insurance Companies. Evidence of theirlicensing in the State of Alabama and rating in Best's Rating Guide.i) Preliminary schedule of anticipated progress.j) List of major equipment suppliers to be used.Should the low bidder fail to provide evidence satisfactory to the Owner on any of the foregoing points, thecontractor may be disqualified and the work awarded28.Contractor must, at its own expense, conduct thorough background checks that meet HU standardson any and all of the contractor’s personnel who will be working in any capacity on HU account.a) In addition, HU reserves the right to conduct its own background checks at any time, atits own cost, without releasing the contractor’s obligation to conduct background checks.

Note: This contractor questionnaire is required to be completed and turned in prior to the bid opening asa part of the Bidder Qualification. Organizations who do not attend the Pre-Bid Meeting and have thisform completed will still be considered for this award.CONTRACTOR QUESTIONNAIRE(Confidential)Bidder is required to complete the attachedforms and turn them in at the Pre-Bid meeting.Note: This is a general form that we use for various contracts. Please fill in as applicable.You should fill in all sections that relate to performance of work under this contract.

HUNTSVILLE UTILITIES - CONTRACTOR QUESTIONNAIRE(Confidential)Firm:Street AddressMailing AddressTelephone No. Fax No.List name of Parent Co.YOUR ORGANIZATION'S YEARS OF EXPERIENCE IN THE FOLLOWING LINES OF WORK:Janitorial ServicesProduction/OperationsContract Service ProviderSubcontractorGen. ContractorIndustrialOthersEXPERIENCE OF THE PRINCIPAL INDIVIDUALS IN YOUR ORGANIZATION.Ind. NamePositionYears of Const. Exp.Type of work

Similar projects completed and approximate cost.CompanyYear amountList of projects presently under contract, with length of service complete and estimatedsquare footage.Project NameLength of ServiceSquare footage coveredNumber of EmployeesPermanentTemporaryNumber of personnel to be assigned to this project: Do you shut down forvacations?Normal vacation schedule:

LABOR RELATIONSList all trades with whom you have contracts or working agreements.TRADEEXPIRATION DATEa.b.c.Equipment List, (Provide separate attachment if required)List equipment available for this project:Name of superintendent(s) that will be responsible for this project:Names(s)ExperienceSubcontractors proposed for this project:

Firm/AddressFINANCIAL DATAFinancial responsibility assumedby:Annual dollar volume (each last 3 years)(1)(2)(3)* Please attach a financial statement of your firm.What is your bonding capacity?

SCOPE OF WORK - JANITORIAL SUPPORT SERVICES AT SELECTEDHUNTSVILLE UTILITIES BUILDINGSA. LABOR, EQUIPMENT, TOOLS AND MATERIALS.1.Huntsville Utilities will provide the following supplies: Plastic waste can liners, toilet tissue, papertowels, roll towels, bar soap and liquid soap. These items will be checked out from our Stores areaby Contractor personnel and placed in the storage areas provided. .2.Contractor will furnish ALL supervision, labor, tools, equipment, and other materials exceptas excluded above. Included are such things as brooms, dusters, mops, buckets, wringers,buffers/burnishers, vacuums, urinal and commode deodorants/disinfectants, furniturepolishes, and other specialty cleaning supplies. The contractor is to establish a minimumstock requirement list for each work location. This list is to be posted at each supply storagearea and a copy on file with the Huntsville Utilities Contract Supervisor. It is the Contractorsresponsibility to maintain adequate supply stock for each supply storage area, whetherprovided by Huntsville Utilities or the Contractor.B. WORKER DEPARTMENT1.Workers must be clean and neat in personal appearance.2.A constructive and cooperative attitude must be maintained at all times while the worker is at the jobsite.3.Courtesy must be shown to fellow employees, Huntsville Utilities employees, and to HuntsvilleUtilities customers while Contr

Incomplete bids will not be considered. 11. Questions concerning the Invitation For Bid should be addressed to the designated Action Person in writing. 12. Bids may not be withdrawn except after consideration of bidder’s written request or superseding bid. 13. Bids will be opened no earlier than the indicated date and time.

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