January 25, 2000 - Nevada Department of Corrections



|State of Nevada |[pic] |Steve Sisolak |

|Department of Corrections | |Governor |

| | | |

|Purchasing & Inmate Services Division | |Charles Daniels |

|Venus Fajota | |Director |

|Chief of Purchasing & Inmate Services | | |

|5500 Snyder Avenue, Building 17 | |John Borrowman |

|Carson City, NV 89701 | |Deputy Director, Support Services |

| | | |

| | | |

INFORMAL SOLICITATION

NDOC/2020/0008

June 24, 2020

Subject: Elevator Preventative Maintenance Services

The State of Nevada, Department of Corrections (NDOC) is seeking proposals from qualified vendors to provide preventative maintenance services on the elevator located at Northern Nevada Correctional Center, Regional Medical Facility. It is the intent of NDOC to enter into a contract with elevator maintenance professionals, acting as independent contractors, who have experience meeting the various needs of the agency. The successful vendor will provide quarterly, preventative elevator maintenance services and minor repairs at the following correctional facility located in Nevada:

|No. |Address of Correctional Facilities |Contact Person |Telephone and Email |

|1 |Northern Nevada Correctional Center |Chris Heidt |cheidt@doc. |

| |Regional Medical Facility |Facility Supervisor |(775) 977-5060 |

| |1721 E. Snyder Avenue, Carson City, NV 89701 | | |

| | |Kathryn Reynolds |kreynolds@doc. |

| | |Business Manager |(775) 977-5050 |

NDOC reserves the right to add and/or delete facilities or services during the contract term, upon mutual agreement between the awarded vendor and NDOC.

This contract will be administered by NDOC and is anticipated to commence upon Board of Examiner’s approval for a term of 4 years (Upon approval, anticipated August 2020 through June 30, 2024).

1. SCOPE OF WORK

1. The awarded vendor will provide quarterly, preventative maintenance services on the elevator at Northern Nevada Correctional Center, Regional Medical Facility.

Manufacturer: ESCO

Type of Unit: Hydraulic

Application of Unit: Passenger

Unit ID/Serial: 3428

2. Equipment is to be tested in accordance with the periodic testing requirements outlined in the American National Standards Institute Safety Code for Elevators and Escalators, ASME A17.1, which are in effect at the time this contract is executed.

2. SCHEDULING OF SERVICES

1. Service visits are to be scheduled in coordination with the Facility Supervisor, with a minimum of two weeks’ (14 days) notice.

2. The service schedule may be changed and/or adjusted to meet the needs of the facility. Any changes are to be mutually agreed upon by NDOC and the awarded vendor.

3. WARRANTY

1. Proposals should include, in detail, the length and terms of the warranty for maintenance and services provided.

2. Vendors must specify if subcontractors will perform warranty/maintenance services.

4. SERVICE INVOICE AND/OR REPORT

1. A service invoice and/or report must be provided at the end of each service call and must be signed off as complete by the Facility Supervisor or designated NDOC maintenance staff member.

2. Upon completion of service, the awarded vendor shall provide a report to the Facility Supervisor summarizing (including, but not limited to):

1. The condition of the unit;

2. Work performed; and

3. Any noted deficiencies and recommendations.

5. FACILITY REQUIREMENTS

1. Services are being conducted in an active correctional facility and should be completed during normal hours of operation (7:00 AM to 3:30 PM).

2. Any alternative schedules must be presented in the bid proposal.

3. Access is limited and requires an escort. Once the awarded vendor enters the facility, it will be difficult and time consuming to leave to get additional equipment or supplies. The awarded vendor must ensure that all supplies, equipment, etc. are brought into the facility during initial entry.

4. The awarded vendor should anticipate reasonable time delays due to prison operations, such as security checks (entering and exiting the facility grounds) for all contractors, subcontractors, etc. A security breach may stop or slow progress.

5. The awarded vendor must ensure that no equipment are left where an inmate may have access to it.

6. The awarded vendor must ensure that, while at the facility, inmates do not have access to telecommunication devices in accordance with NRS 209.417 and NRS 212.165.

6. HEALTH AND SAFETY STANDARDS

1. The awarded vendor shall comply with all applicable federal, state, and local requirements for protecting the safety of the employees, NDOC staff, building occupants, and the environment.

2. All applicable standards of the Occupational Safety and Health Administration (OSHA) shall be followed when working in accordance with this Solicitation.

7. MANDATORY SITE VISIT / BACKGROUND CLEARANCE REQUIREMENTS

1. Interested vendors may attend a mandatory site visit at the correctional facility to determine the best solution to meet the needs of the facility.

|Facility Name |Date and Time |

|Northern Nevada Correctional Center (NNCC) |Tuesday, July 14, 2020 |

|Regional Medical Facility |9:00 AM to 10:00 AM |

2. No telecommunication devices (including, but not limited to, cell phones and PDAs), cameras, or electronic devices of any kind will be permitted within the facility during the site visit. In addition, site visit attendees cannot wear clothing similar to that of the inmates, i.e. blue jeans, blue denim shirts, blue denim jackets, blue hats, etc.

3. Prior to the site visit, each company attending must pre-register by submitting:

1. One (1) completed NDOC Pre-Bid Registration form (Attachment D1) per company;

2. One (1) signed acknowledgment of NDOC Security Regulations (Attachment DD) for each employee who will be attending the site visit;

3. One (1) signed acknowledgment of PREA Contractor and Volunteer Questionnaire (Attachment EE) for each employee who will be attending the site visit;

4. One (1) signed acknowledgment of PREA Zero Tolerance Policy (Attachment FF) for each employee who will be attending the site visit; and

5. One (1) Contractor Background Check Application (Consent for Release of Criminal History Records) (Attachment GG) for each employee who will be attending the site visit.

4. Pre-registration forms must be received no later than 10:00 A.M., Wednesday, July 8, 2020.

5. Awarded Vendor Employee Background Clearance Requirements

1. Upon contract award, and at least ten (10) days prior to beginning work, the awarded vendor shall submit a completed Contractor Background Check Application (Consent for Release of Criminal History Form – DOC 560) for each employee who will be working on this project (unless previously cleared for the site visit). No personnel entering the correctional facilities may be ex-felons.

6. For forms and/or submittal instructions, contact:

Nevada Department of Corrections

Attn: Vendors

P.O. Box 7011, Carson City, NV 89702

Email: vendors@doc.

8. COST

1. Cost proposal must be submitted using Attachment CC for the following:

1. The cost to perform quarterly, preventative elevator maintenance services;

2. The cost to perform safety and service tests;

3. Labor rates during normal hours of operations;

4. The cost of the parts and materials necessary to perform the required services (all parts provided to NDOC must be priced competitively); and

5. Any travel/mileage, administrative, or miscellaneous fees necessary to perform the required services.

2. Costs must be submitted for each year of the contract and are to be inclusive of all parts, labor, materials, tools, equipment, and travel related expenses needed to perform the required services.

3. Travel expenses, per Diem, and other expenses may be paid to an independent contractor if provided for in the contract, and must conform to the procedures and rates allowed for State officers and employees. Valid travel costs will be reimbursed at the current State of Nevada travel rate, found at .

4. Proposals must include afterhours and emergency service hours and labor rates.

5. The State will not be liable for Federal, State, or Local excise taxes.

6. Any other charges not indicated in the signed contract shall not be accepted and paid by NDOC.

9. SERVICE AND PRODUCT GUARANTEES

1. Proposals should include standard, company guarantees for services and materials provided.

10. LICENSING AND PERMIT REQUIREMENTS

1. The awarded vendor must identify and provide verification of mandatory City, State, and Federal licensing requirements at the time of bid submittal.

2. The awarded vendor shall obtain all applicable State of Nevada issued permits for this work, as required by NRS 341.119, and NRS 341.141 through NRS 341.148. Any alteration or physical improvement to State held real property shall abide by the latest version of State Public Works adopted codes and adopted standards.

3. The awarded vendor must comply with all Federal, State, and Local rules and regulations.

4. Proposals must include verification of a current Nevada State Business License (SBL).

5. In an effort to comply with Governor Sisolak’s Executive Order, State Purchasing is requesting that ALL vendors doing business with the State be registered in NevadaEPro. Registration can be completed at . Vendors and/or State Agencies who have questions or difficulties registering can contact State Purchasing via phone at (775) 684-0170 or via email at nevadaepro@admin..

11. TERMS AND CONDITIONS

1. NDOC reserves the right to reject any or all proposals received prior to contract award.

2. NDOC shall not be obligated to accept the lowest priced proposal, but any award made will be in the best interest of the State of Nevada after all factors have been evaluated.

12. BIDS

1. Bids must be received via email at aroman@doc., no later than 2:00 PM on Tuesday, July 21, 2020. Responses should address, at a minimum, the following:

1. A current State Business License;

2. A copy of your Certificate of Insurance;

3. A copy of an applicable city or county business license;

4. Contact person, and telephone number for service inquiries;

5. Company ownership and length of time in business; and

6. Cost.

2. Attached to this request you will find the State’s standard Contract for Services of Independent Contractor form for your review. Please give special consideration to Attachment BB, as this identifies the insurance limits contracted vendors will be expected to maintain for the life of the contract.

3. Questions regarding this solicitation should be sent, in writing, no later than COB Wednesday, July 15, 2020. E-mail questions to Alicia Roman, NDOC Contracts Manager, at aroman@doc.. Responses will be provided in writing on or about Friday, July 17, 2020, to all vendors who submit questions.

4. Please provide your written proposal no later than 2:00 PM on Tuesday, July 21, 2020. Your proposal must be addressed to Alicia Roman at aroman@doc..

SAMPLE NEVADA DEPARTMENT OF CORRECTIONS CONTRACT FORM

The following State Contract Form is provided as a courtesy to vendors interested in responding to this solicitation. Please review the terms and conditions in this form, as this is the standard contract used by the State for all services of independent contractors. It is not necessary for vendors to complete the Contract Form with their response.

If exceptions and/or assumptions require a change to the Contract Form, vendors must provide the specific language that is being proposed.

Please pay particular attention to the insurance requirements, as specified in Paragraph 16 of the embedded contract and Attachment BB, Insurance Schedule.

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ATTACHMENT AA

SAMPLE OF NEGOTIATED TERMS

The following State Contract Form is provided as a courtesy to vendors interested in responding to this solicitation. Please review the terms and conditions in this form, as this is the standard contract used by the State for all services of independent contractors. It is not necessary for vendors to complete the Contract Form with their response.

If exceptions and/or assumptions require a change to the Negotiated Contract Terms and Scope of Work, vendors must provide the specific language that is being proposed.

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ATTACHMENT BB

INSURANCE SCHEDULE

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ATTACHMENT CC

COST PROPOSAL

Attachment CC must be returned with proposals.

The cost for each service is to be inclusive of all expenses, including parts, labor, materials, tools, equipment, and travel related expenses needed to perform the required services.

A total annual cost must be submitted for each fiscal year of the contract.

Contract approval anticipated August 2020 through June 30, 2024

FY21: August 2020 – June 30, 2021

FY22: July 1, 2021 – June 30, 2022

FY23: July 1, 2022 – June 30, 2023

FY24: July 1, 2023 – June 30, 2024

|FY21 |Aug Sept |Oct Nov Dec |Jan Feb Mar |Apr May Jun |Annual Cost |

|July 1, 2020 – June 30, 2021 | | | | | |

|Preventative Maintenance Services |$ |$ |$ |$ |$ |

|Safety/Service Tests |$ |$ |$ |$ |$ |

|Labor |$ |$ |$ |$ |$ |

|Parts/Materials |$ |$ |$ |$ |$ |

|Travel/Mileage |$ |$ |$ |$ |$ |

|Total Cost FY21 |$ |$ |$ |$ |$ |

|FY22 |Jul Aug Sept |Oct Nov Dec |Jan Feb Mar |Apr May Jun |Annual Cost |

|(July 1, 2021 – June 30, 2022) | | | | | |

|Preventative Maintenance Services |$ |$ |$ |$ |$ |

|Safety/Service Tests |$ |$ |$ |$ |$ |

|Labor |$ |$ |$ |$ |$ |

|Parts/Materials |$ |$ |$ |$ |$ |

|Travel/Mileage |$ |$ |$ |$ |$ |

|Total Cost FY22 |$ |$ |$ |$ |$ |

|FY23 |Jul Aug Sept |Oct Nov Dec |Jan Feb Mar |Apr May Jun |Annual Cost |

|(July 1, 2022 – June 30, 2023) | | | | | |

|Preventative Maintenance Services |$ |$ |$ |$ |$ |

|Safety/Service Tests |$ |$ |$ |$ |$ |

|Labor |$ |$ |$ |$ |$ |

|Parts/Materials |$ |$ |$ |$ |$ |

|Travel/Mileage |$ |$ |$ |$ |$ |

|Total Cost FY23 |$ |$ |$ |$ |$ |

|FY24 |Jul Aug Sept |Oct Nov Dec |Jan Feb Mar |Apr May Jun |Annual Cost |

|(July 1, 2023 – June 30, 2024) | | | | | |

|Preventative Maintenance Services |$ |$ |$ |$ |$ |

|Safety/Service Tests |$ |$ |$ |$ |$ |

|Labor |$ |$ |$ |$ |$ |

|Parts/Materials |$ |$ |$ |$ |$ |

|Travel/Mileage |$ |$ |$ |$ |$ |

|Total Cost FY24 |$ |$ |$ |$ |$ |

Preventative Maintenance Services

|Description/Notes: |

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Safety/Service Tests

|Description/Notes: |

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Labor

Regular Labor Rates: $ /hour

Overtime Labor Rates: $ /hour

Afterhours Labor Rates: $ /hour

Emergency Service Labor Rates: $ /hour

Emergency Service Hours: AM to PM

Parts/Materials

|Description/Notes: |

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Travel/Mileage

|Description/Notes: |

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ATTACHMENT D1

NDOC PRE-BID REGISTRATION

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ATTACHMENT DD

NDOC SECURITY REGULATIONS

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ATTACHMENT EE

PREA CONTRACTOR AND VOLUNTEER QUESTIONNAIRE

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ATTACHMENT FF

PREA ZERO TOLERANCE POLICY

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ATTACHMENT GG

NDOC CONTRACTOR BACKGROUND CHECK APPLICATION

(CONSENT FOR RELEASE OF CRIMINAL HISTORY RECORD)

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