worcester housing authority ifb to · invitation for bids no. 15-33 annual canine services release...

WORCESTER HOUSING AUTHORITY CONTRACT FOR THE MAINTENANCE DEPT.

INVITATION FOR BIDS NO. 15-33 ANNUAL CANINE SERVICES

Release Date: 10:30 AM, October 29, 2015 Pre-Bid Conference: 10:30 AM, November 5 10, 2015* Bid Opening: 10:30 AM, November 12 17, 2015*

Issued by:

Worcester Housing Authority Purchasing Department

69 Tacoma St., Worcester, MA 01605 [email protected] (508) 635-3202, TDD (508) 798-4530

Fax: (508) 635-3289

EXECUTIVE DIRECTOR, RAYMOND V. MARIANO

mailto:[email protected]

ADDENDUM #2 IFB #15-33 K-9 Services (BB Detection)

November 12, 2015

This addendum is to provide questions and answers discussed in the Pre-Bid Conference:

Q1. Specifications state that 50 units would be ordered per day, would all 50 units be in one building or area?

A1. Not always. If the building is a high rise, then yes, but if at a family site then it could be multiple buildings, BUT in the same area. The WHA does its best to keep the work in the same general location.

Q2. Is there a schedule of sites and frequency of services? A2. Yes, please see the attached schedule. Q3. Do all sites get done once or twice a year? A3. Some sites get done once and others twice, see above (A2 schedule) Q4. On initial and follow-up visits, do both dogs need to be present?

A4. Yes

Q5. Cross checks in specifications mean everything?

A5. Yes Q6. Can you provide us with the Bid Results of the last time this was bid

A6. Yes, please see the attached Bid Results from #12-15 All other terms and conditions of this contract remain unchanged. Please be sure to acknowledge this Addendum in paragraph B or your Bid Form.

Thank you, Re Cappoli Chief Procurement Officer

WHA Worcester Housing Authority

Purchasing Department 69 Tacoma St.

Worcester, MA 01605 [email protected]

P-(508) 635-3203 F-(508) 635-3289

WHA – IFB #15-33 Annual – Annual Canine Services 2 of 39


Previous Bid Results from 2012

END OF ADDENDUM #2

Bid Opening: 9/27/12 @ 10:00 a.m.Contract Manager: Steve Alvarez

Type of Inspection Est. Qty Unit of Measure

Unit Price Total Unit Price Total

Typical Elderly High RiseZero Bedroom (avg. 460 sf) 189 units 10.00$ 1,890.00$ 10.00$ 1,890.00$ One Bedroom (avg. 900 sf) 1414 units 10.00$ 14,140.00$ 14.00$ 19,796.00$ Two Bedroom (avg. 1200) 38 units 10.00$ 380.00$ 16.00$ 608.00$ Typical Family UnitOne Bedroom (avg. 900 sf) 19 units 10.00$ 190.00$ 14.00$ 266.00$ 2 Bedroom 2 Story (avg. 1300 sf) 565 units 15.00$ 8,475.00$ 26.00$ 14,690.00$ 3 Bedroom 2 Story (avg. 1650 sf) 489 units 15.00$ 7,335.00$ 30.00$ 14,670.00$ 4 Bedroom 2 Story (avg. 2100 sf) 106 units 15.00$ 1,590.00$ 34.00$ 3,604.00$ 5 Bedroom (avg. 2450 sf) 9 units 15.00$ 135.00$ 40.00$ 360.00$

34,135.00$ 55,884.00$ 0.0% 34,135.00$ 56,442.84$ 0.0% 34,135.00$ 56,442.84$

102,405.00$ 168,769.68$

Braman Chemical Enterprises Inc.147 Almgren Drive10 Crooks Way

American K-9 Private Investigators, Inc.

GRAND TOTAL (Years 1-3)

Increase Year One (1) by 0 % for YEAR TWOIncrease Year One (1) by 0 % for YEAR THREE

WORCESTER HOUSING AUTHORITY

Year one (1) Total

Agawam, MA [email protected]

Mattapoisett, MA [email protected]

PURCHASING DEPARTMENTBID RESULTS

#12-15 K-9 Services for Bed Bug Detection


ADDENDUM #1

IFB #15-33 K-9 Services (BB Detection)

November 3, 2015

This addendum is to provide a corrected Common Areas current pricing:

With the release of the above IFB, it came to our attention that the pricing on the Common Area form was incorrect for several sites. Attached, please find a revised version with the correct pricing. All other terms and conditions of this contract remain unchanged. Please be sure to acknowledge this Addendum in paragraph B or your Bid Form.

Thank you, Re Cappoli Chief Procurement Officer

WHA Worcester Housing Authority

Purchasing Department 69 Tacoma St.

Worcester, MA 01605 [email protected]

P-(508) 635-3203 F-(508) 635-3289



REVISED (changes) COMMON AREAS FORM IV. Site Profiles

Common Areas

Site Single Story

Two Story

Community Room

Laundry Public Bathrooms

Office Spaces

Kitchen Previously Charged For

Common Areas

Curran 50

1 1 2 2 0 $150.00 Greenwood 61

1 1 2 0 1 $ 50.00

Lafayette 66

1 1 2 2 1 $ 50.00 Addison 50

1 1 2 0 0 $ 50.00

Murray 72

1 1 2 2 1 $100.00 Wellington 104

0 1 2 1 0 $ 50.00

Booth 44

1 1 2 0 1 $ 50.00 Curtis 361

0 0 0 2 0 $200.00

Hooper

26 0 0 0 0 0 $ - 705-1

24 0 0 0 0 0 $ -

705-2

16 0 0 0 0 0 $ - 425 Pleasant 195

1 1 2 2 1 $100.00

Mill Pond 74

1 1 2 0 1 $ 50.00 PNS

29 0 0 0 0 0 $ -

275 Pleasant 133

1 1 2 2 1 $100.00

SW Gardens

25 0 0 0 0 0 $ -

Lewis St 2

0 0 0 0 0 $ - GBV

559 3 0 4 4 2 $300.00

Lakeside 204

1 0 2 2 1 $150 300.00 1050 252

1 1 2 2 1 $300 600.00

1060 179

1 1 2 2 1 $230 460.00 Mayside 47

1 1 2 0 1 $50.00

Belmont 166

1 1 6 3 3 $270 540.00 Lake Ave. 199

1 1 2 3 1 $170.00

Totals: 2259 679 18 15 40 29 17 $

END OF ADDENDUM #1


Worcester Housing Authority

IFB #15-33 Annual Canine Services

Table of Contents Cover page 1 Table of Contents 2 Invitation For Bid 3 Section Page

1. Introduction 4

2. IFB Terms and Conditions 4-5

3. Bid Instructions 5-6

4. Withdrawal of Bids 6

5. Bid Submission 7

6. Contract Award 7 7. References 7 8. Bid Specification 8-25

9. Exhibits

A1. Form of Contract

B. Instructions to Offerors for Non-Construction HUD 5369 B C. General Contract Conditions (Non-Construction) HUD 5370 C

10. Appendix - (Note: All items below must be submitted as part of the bid response.)

1. Certifications and Representations of Offerors HUD 5369 C 2. Certificate of Corporation Clerk 3. Non-Collusion Affidavit 4. Bidder Information Form 5. Certificate of Tax Compliance 6. Reference Form 7. Bid Form

End of Section



INVITATION FOR BID #15-33 Worcester Housing Authority is seeking sealed bids for:

ANNUAL CANINE SERVICES

For the Detection of Bed Bugs

Pre-Bid Conference: 10:30 AM, November 10, 2015* Bids will be received until: 10:30 AM, November 17, 2015* both at the Purchasing Department, 69 Tacoma St., Worcester, MA 01605. Immediately following the deadline for bids all bids received within the time specified will be publicly opened and read aloud. Contract documents will be available online at: http://worcester-housing.com/purchasing.html or pick up at the Purchasing Department after 10:00 a.m. on November 2, 2015*. The Purchasing Department is located at 69 Tacoma St., Worcester, MA 01605 and hours are 8:00 AM – 4:30 PM. The contract term shall extend from December 1, 2015 through November 30, 2016, with the option to extend, at the sole discretion of the WHA, for two (2) additional one (1) year terms with no change to the terms and conditions and changes to the pricing per the awarded submitted Bid Form. Award will be made to the lowest bidder deemed responsive and responsible for the total contract price. The WHA reserves the right to award/ not award a contract as deemed to be in the best interest of the WHA. The WHA has estimated the total cost for all purchases under this contract will be approximately $73,000 for each one year period. All bids are subject to the provisions of M.G.L. Chapter 30B. All bids must be submitted with one ORIGINAL and one COPY. The Authority reserve the right to cancel this IFB, or to reject, in whole or in part, any and all bids received in response to this IFB, upon its determination that such cancellation or rejection is in the best interest of the Authority. The Authority further reserves the right to waive any minor errors or nonconformance in the bids received. Award of the contract is subject to approval by the WHA Executive Director. Worcester Housing Authority Re Cappoli Chief Procurement Officer October 29, 2015 *PLEASE NOTE: these dates have changed from what was previously advertised.


http://worcester-housing.com/purchasing.html

I. INTRODUCTION The purpose of this procurement is for the solicitation of bids for the purchase of Annual Canine Services for the Detection of Bed Bugs as specified herein and currently being used at various Worcester Housing Authority residential properties. Bidders are invited to email all questions regarding products/ services/contract requirements to Re Cappoli, Chief Procurement Officer at [email protected]. Failure to do so will be no defense in the failure to perform contract terms. Failure to examine the bid package will not relieve the Bidder from any obligation under the bid as submitted. II. IFB TERMS AND CONDITIONS All bids must comply with the provisions of this Invitation for Bids (IFB). If it becomes necessary to revise any part of this IFB, then the WHA will issue an Addendum. Any Addendum issued will be provided in writing to all prospective Bidders that have requested a copy of this IFB package. Any and all Addenda issued will be incorporated within the IFB by reference. The Chief Procurement Officer will reject proposals that are incomplete, not properly endorsed or signed, or otherwise contrary to these instructions as being informal. Conditional proposals will not be accepted. Estimated quantities indicated on the Bid Form or elsewhere in the IFB or Drawings are estimates only and are given solely as a basis for the comparison of bids. WHA does not by implication or otherwise guarantee them to be even approximately correct. The Contractor shall have no claim for additional compensation, or refuse to do the work called for, by reason of the actual quantities involved being greater or lesser by any amount than those called for in the bid. The WHA reserves the right to rescind this IFB, if, in the judgment of the WHA, there are no bids responsive to this request, or should funding availability be less than anticipated. The WHA is not required to award the maximum funding amount requested to any or all Bidders. The selected bidder(s) agrees to provide Annual Canine Services to the WHA as detailed in the bid and in accordance with the submitted bid documents. The WHA reserves the right to award the contract to the Bidder with the bid proposal that is most responsible and responsive. The WHA Executive Director will have final approval of all recommendations. The WHA further reserves the right to modify or amend contract terms during the term of the contract, should the successful Bidder fail to meet contract obligations. If the selected finalist(s) fail(s) to enter into a contract within five (5) days following the funding award announcement, then the WHA reserves the right to award the contract to the next most advantageous Bidder. The WHA is exempt from payment of Federal Excise Tax and from payment of Massachusetts Sale tax. Any prices quoted as part of the bid proposal should not include payment of these taxes. The Bidder will be required to indemnify and save harmless the Worcester Housing Authority, for all damages to life and property that may occur due to his negligence or that of his employees, etc. during this contract. Commercial Liability Insurance. The Bidder will provide the WHA with Certificates of Insurance covering public liability in an amount not less that $500,000.00 for damages to one person, and not less than $1M per accident. The Bidder will name the WHA as co-insured on said policy.



Property Damage Insurance. The Bidder will provide the WHA with Certificates of Insurance covering property damage in an amount not less that $500,000.00 for damages on account of one accident, and not less than $1M for all accidents. The Bidder will name the WHA as co-insured on said policy. Workers’ Compensation Insurance. Bidder will furnish the WHA with Certificates of Insurance covering all employees funded through contract with the WHA, as being protected under a worker’s compensation policy. It is understood and agreed that it shall be a material breach of any contract resulting from this proposal for the Bidder to engage in any practice that may violate any provisions of M.G.L. c. 151B, relative to discrimination in hiring, discharge, compensation, or terms, conditions or privileges of employment because of race, color, religious creed, national origin, sex age and ancestry. III. BID INSTRUCTIONS A. Bidder’s Representations: 1. Each Bidder, by making a bid represents:

a. The Bidder has read and understands the bid package and the bid is made in

accordance therewith; B. MBE and WBE Participation

Bidders should plan to establish a minimum goal of 20% of total supplies/services to be procured from SOWMBA Certified Minority and Women Business enterprises. C. Request for Interpretation

1. Bidders shall promptly notify the WHA of any ambiguity, inconsistency or error which it may discover upon examination of the bid documents.

2. Bidders requiring a clarification or interpretation of the bid documents shall make a written

request to the WHA. Questions maybe emailed to [email protected] or via facsimile (508) 635-3289. The WHA will answer such requests if received at least four (4) business days (72 hours) before the date and times bids are to be submitted to the WHA. Interpretation, correction or change in the bid documents will be made by Addendum which will become part of the Invitation for Bid package. The WHA will not be held accountable for any oral instructions. Addenda will either be emailed by the WHA or sent by facsimile transmission to every individual or firm on record as having taken /requested an IFB. Copies of Addenda will be made available for inspection at the location(s) listed in the Advertisement where bid documents are on file.

D. Preparation and Submission of Bids

Bids must be submitted on the Bid Form provided. Bids should be typed or may be printed in ink.

1. Where indicated on the Bid form, sums must be expressed in both words and numerically. If there

is a discrepancy between the bid sum expressed in words and those expressed numerically, the words shall control.

2. Bidders should review their bid to ensure that it is complete, properly endorsed or signed. Incomplete bids will be rejected.

IV. WITHDRAWAL OF BIDS

Prior to bid opening, any bid may be withdrawn, upon written request, prior to the time and date set for the bid opening. Withdrawal of bids must be confirmed over the Bidder’s signature. Requests to withdraw bids may be



transmitted by first class mail, by facsimile transmission or by personal in-hand delivery. Bids may be re-submitted up to the time and date designated for the receipt of bids. Bidder may also modify a bid by written notice if received by the WHA prior to the time and date set for the bid opening. Bid modifications must be submitted in a sealed envelope clearly labeled “Modification No. __”. Each modification must be numbered in sequence and must reference the original IFB.

After the bid opening, a Bidder may not change any provision of the bid in a manner prejudicial to the interests of the WHA or fair competition. Minor informalities will be waived or the Bidder will be allowed to correct them. If a mistake and the intended bid are clearly evident on the face of the bid document, the mistake will be corrected to reflect the intended correct bid and the Bidder will be notified in writing. In such instance, the Bidder may not withdraw the bid.

Bidder may withdraw a bid if a mistake is clearly evident on the face of the bid document, but the intended correct bid is not similarly evident.

V. BID SUBMISSION

Completed bids, including bid bonds or deposits and any other required documents should be enclosed in a sealed envelope and plainly marked as:

IFB #15-33 Annual Canine Services Worcester Housing Authority 69 Tacoma St., Worcester, MA 01605 Bidder’s Name, Business Address and Phone Number

Timely delivery of completed bids is the responsibility of the Bidder.

VI. CONTRACT AWARD

The contract award shall be made to the responsive and responsible Bidder who meets quality requirements and offers the lowest price. Award shall be made by the WHA Executive Director. In its discretion, the WHA may award a single contract for the items listed herein. All contracts will be awarded to the responsive and responsible Bidder offering the lowest prices and who meets quality requirements for each item. The WHA reserves the right to waive any informality in or to reject any or all bids if it be deemed by the WHA as in the public interest to do so.

The WHA will award the contract to the lowest responsible and eligible Bidder within thirty (30) days, Saturdays, Sundays and legal holidays excluded, after the opening of bids.

The final contract shall not be valid until fully executed by both parties. VII. REFERENCES

Bidders must submit a complete list of customers whom they’ve provided Annual Canine Services for in the past five (5) years. Please use the Reference Form attached hereto.

INVOICES: Contractor shall invoice the WHA only for the product(s) or service(s) provided. All invoices shall include the following:

1. Note the contract number/purchase order number on the first page of the invoice 2. List the item(s) or service(s) provided 3. List the quantity of each item or service


4. List the contract unit price for each 5. List the total for each line item 6. PROMPT PAYMENT DISCOUNT 7. Email invoices to: [email protected] or mail the invoices to:

Worcester Housing Authority Purchasing Dept. 69 Tacoma St. Worcester, MA 01605

The WHA’s payment software calculates and takes any prompt payment discounts allowed by our vendors and contractors. If your company provides prompt payment discounts, please fill in the box below. If your company does not provide this discount, please check the appropriate box. Without the prompt payment discount, WHA will pay according to agreed upon standard payment terms. Please Note: prompt payment discounts will not be used in determining the low responsible/responsive/eligible bidder. Thank you.

THIS SPACE INTENTIONALLY LEFT BLANK

Prompt Payment Discount: take _______% paid within _____ days. NO discount provided



VIII. BID SPECIFICATIONS

Specification for Services for Canine Bed Bug Detection The Worcester Housing Authority (WHA) owns and maintains approximately 2,900 units of mixed use housing, over 24 sites, in the City of Worcester MA. The WHA is seeking Bed Bug Detection services using canine and visual inspectors as follows:

1. Initial detection of Bed Bugs with canines will be confirmed by visual inspection from the handler and the use of a second canine to cross check and prevent false positives or negatives detections;

2. Follow Up Inspections - from time to time, follow up inspections to confirm units under treatment will be required and the same procedure outlined in step 1 above will be utilized.

3. All inspections will be conducted on an “as-needed” basis. 4. It is anticipated that inspections will be conducted on an annual basis. However, WHA reserves the right

to increase/decrease frequency of inspections, as the need arises.

I. Contractor Qualifications The selected Contractor must possess the following: A. NESDCA or equal certification. Contractor shall provide a copy of the certification currently in place

with thier bid.

B. Contractor must have two or more trained canines and two or more handlers for the purpose of checking for false positives/negatives, available for each inspection.

C. Dogs must be scent trained to bed bugs only. The dogs shall not be cross trained for drugs/cadavers/blood/etc.

D. Dogs must be scent trained to identify viable eggs and living nymph stage of Bed Bugs. E. Dogs must be able to detect a single bedbug. II. Scope A. The Contractor shall provide all labor, materials, supervision, travel and equipment to perform all services

described in the Bid Specifications. B. The Contractor shall perform inspections of all units identified by the WHA, as follows:

a. Dwelling Units - including but not limited to adjacent hallways and stairwells, elevators and elevator lobbies.

b. Common Areas – including but not limited to community rooms, laundry facilities, public bathrooms, community kitchens, office space and maintenance offices.

C. The WHA will provide the selected Contractor with approximately 50 units for inspection per day. The

WHA inspects all sites at least once per year. D. Contractor shall adhere to the following response time schedule:

a. Emergency Inspections – Contractor shall accommodate and provide inspectional services within 10 business days of the request from WHA.

b. Scheduled Inspections – Contractor shall be responsible for scheduling WHA requests for inspections, within a 4-month advanced notice.

c. Contractor and WHA will not charge a cancellation fee. It is understood that from time to time, with this contract, that cancellations will occur from both parties. Neither party shall charge the


other for any type of cancellation unless it can be proven to be abuse of the terms and conditions of this contract.

E. Reporting:

a. Contractor shall be responsible to provide the WHA with a written inspection report including, but not limited to, apartment number, specific location of the viable bed bugs (i.e. bedroom – mattress), as well as level of infestation (low, medium, high), within 2 business days of the inspection. The reports shall be in MS Excel format and shall be emailed to a distribution list provided after award is made.

III. Unit Size

Typical Elderly/High Rise

(Single Story) Bedrooms

(BR) Avg. Square

Footage Total Number of

Units

1 0 400 189

2 1 650 2032

3 2 900 38

Typical Family Unit Size

(Two Story)

1

2 BR

2 story 800 245

2

3 BR

2 story 1650 298

3

4 BR

2 story 2100 106

4

5 BR

2 Story 2300 30

IV. Site Profiles

Common Areas

Site Single Story

Two Story

Community Room

Laundry Public Bathrooms

Office Spaces

Kitchen Previously Charged For

Common Areas

Curran 50

1 1 2 2 0 $ 150.00 Greenwood 61

1 1 2 0 1 $ 50.00

Lafayette 66

1 1 2 2 1 $ 50.00 Addison 50

1 1 2 0 0 $ 50.00

Murray 72

1 1 2 2 1 $ 100.00 Wellington 104

0 1 2 1 0 $ 50.00

Booth 44

1 1 2 0 1 $ 50.00 Curtis 361

0 0 0 2 0 $ 200.00


Hooper

26 0 0 0 0 0 $ - 705-1

24 0 0 0 0 0 $ -

705-2

16 0 0 0 0 0 $ - 425 Pleasant 195

1 1 2 2 1 $ 100.00

Mill Pond 74

1 1 2 0 1 $ 50.00 PNS

29 0 0 0 0 0 $ -

275 Pleasant 133

1 1 2 2 1 $ 100.00

SW Gardens

25 0 0 0 0 0 $ -

Lewis St 2

0 0 0 0 0 $ - GBV

559 3 0 4 4 2 $ 300.00

Lakeside 204

1 0 2 2 1 $ 300.00 1050 252

1 1 2 2 1 $ 600.00

1060 179

1 1 2 2 1 $ 460.00 Mayside 47

1 1 2 0 1 $ 50.00

Belmont 166

1 1 6 3 3 $ 540.00 Lake Ave. 199

1 1 2 3 1 $ 170.00

Totals: 2259 679 18 15 40 29 17 $ 3,370.00 V. Invoices Contractor shall prepare invoices in accordance with the pricing provided on the BID FORM for this IFB. They must clearly mark the address(s) and unit #(s) of the apartment(s) being billed OR the common area. Invoices shall be addressed to:

Worcester Housing Authority Attn: Purchasing Dept. 69 Tacoma St. Worcester, MA 01605 The WHA’s payment software calculates and takes any prompt payment discounts allowed by our vendors and contractors. If your company provides prompt payment discounts, please fill in the box below. If your company does not provide this discount, please check the appropriate box. Without the prompt payment discount, WHA will pay according to agreed upon standard payment terms. Please Note: prompt payment discounts will not be used in determining the low responsible/responsive/eligible Contractor. Thank you.

References Provide a list of contracts for the past 3 years similar in size to WHA. WHA has 20 sites and approximately 2,800 units. The list shall be provided in the following order of preference: a). Housing authorities of similar size and scope b) Apartment complexes similar size and scope c). Hotels, similar size and scope d). Universities/Colleges, similar size and scope

End of Section

Prompt Payment Discount: take _______% paid within _____ days. NO discount provided


EXHIBITS

A-1-FORM OF CONTRACT B-Instructions to Offerors for Non-Construction HUD 5369B C-General Contract Conditions (Non-Construction) HUD 5370C


Exhibit A-1

WORCESTER HOUSING AUTHORITY AGREEMENT No. P-15-33

ANNUAL CANINE SERVICES

THIS AGREEMENT is entered into this ( )day of ( ) 20( ), by and between the

WORCESTER HOUSNG AUTHORITY, a body politic and corporate located at 40 Belmont Street in the City and County of Worcester, Commonwealth of Massachusetts, (hereinafter referred to as “WHA”) and

Contractor Name Address City, State, Zip Email Phone/Fax

(hereinafter referred to as the “Contractor”)

This Agreement consists of four parts:

Section A. General Provisions; Section B. Scope of Work/ Operational Plan; Section C. Bid Form; Section D. All other referenced attachments.

WITNESSETH

WHEREAS, the WHA has been authorized by its Board of Commissioners to enter into contracts on behalf of the WHA and funded under federal and/or state funding sources as identified herein; and

WHEREAS, the WHA is undertaking certain activities pursuant to grant or other funding source

requirements; and WHEREAS, the WHA and the Contractor do mutually agree as follows:

Section A: General Provisions:

The Contractor agrees to provide Annual Canine Services as provided herein, and for items as awarded

by the WHA.

1. Work Statement All work to be performed as set forth in Section B, “Scope of Work” of this Agreement.

2. Term of Agreement

a. The contract term shall extend from December 1, 2015 through November 30, 2016 with the option to extend, at the sole discretion of the WHA, for two (2) additional one (1) year terms with no change to the contract prices and terms and conditions.

b. This period of performance may be amended, extended or renewed only by duly signed written

agreement of the parties.


3. Obligational Amount

To the extent that materials and supplies are used or incorporated in the performance of this agreement, the Contractor is considered an exempt purchaser under the Massachusetts Sales Act, Chapter 14 of the Acts of 1966. Contractor shall be responsible for paying all other taxes and tariffs of any sort related to the Work.

Payment Terms Authority shall pay Contractor as provided under Section A-3 of this Agreement, Budget/Compensation and Conditions. Attachment II. Funds will be made available by the WHA to the Contractor consistent with Section A-3, “Budget/Compensation; and Conditions Thereof “, which defines as costs which are necessary and reasonable for the proper and efficient performance of services under this Agreement.

4. Availability of Funds a. This Agreement is contingent upon the receipt of funds and continued authorization for program/project activities and services. In the event that such become unavailable for any reason, or authorization for the activities described herein is withdrawn or otherwise modified, the WHA has the unilateral right and discretion to terminate this Agreement upon five (5) days written notice. In the event of such termination, the procedures outlined under clause 10 “Conditions of Termination”, herein, shall become operative. b. In the event that funds are reduced, or authorization for program/project activities modified, the WHA also retains the unilateral right and discretion to modify this Agreement pursuant to clause 7 “Reduction of Contract Obligational Amount”.

5. Reduction of Contract Obligational Amount

a. In the event funds to the WHA are reduced for any reason, the WHA may unilaterally reduce funding of this Agreement upon five (5) days written notice to the Contractor. A reduction of services commensurate with reduction of funding will be determined by the WHA. b. The WHA reserves the right to reduce the obligational amount under this Agreement in the event that expenditure of funds by the Contractor for eligible activities is at such a rate as to likely result in a surplus at the termination date of this Agreement.

6. Termination of Agreement

a. Termination by the WHA i. Termination for Cause If the Contractor fails to perform in a timely and proper manner its obligations under this Agreement, or if the Contractor violates any of the terms, covenants and/or conditions of this Agreement, the WHA may terminate this Agreement, in whole or in part, by giving five (5) days written notice of termination to the Contractor of said termination, specifying the reason(s) thereof. ii. Termination for Fraud This Agreement will be terminated immediately in the event of fraud or program abuse. iii. Termination for Convenience


The WHA may terminate this Agreement, in whole or in part, when such termination is deemed to be in the best interest of the WHA. In such case, the WHA may terminate this Agreement by giving thirty (30) days written notice of termination. iv. Termination Due to Unavailability of Funds The WHA may terminate this Agreement, in whole or in part, upon five (5) days written notice of termination based upon funding availability as described in clause 6. b. Termination of Agreement by Contractor

1. In the event the WHA shall fail to fulfill its obligations under this Agreement, or in the event the WHA shall violate any of the terms, covenants and conditions of this Agreement, the Contractor shall, after an administrative hearing and determination that a breach exists, have the right to terminate this Agreement, by giving a thirty (30) day written notice of termination. 2. The administrative hearing shall be conducted by the WHA within fifteen (15) days of receipt of written hearing request.

7. Conditions of Termination a. In any and all cases of termination of Agreement, as described above, all records, documents, assets,

property and equipment purchased by the Contractor, on behalf of the WHA, with funds provided under this Agreement, shall at the option of the WHA become the property of the WHA. b. In case of termination, the Contractor shall be entitled to receive compensation for any work satisfactorily completed or shall be entitled to costs incurred to the date of termination. Such compensation shall be as described in Section A-3, “Conditions of Compensation”. c. The Contractor, in case of such termination, as outlined in Clause 7, shall not be relieved of liability to the WHA for damages sustained for personal injury, property damage and/or by virtue of any breach of the Agreement by the Contractor. d. Upon such termination, the WHA may withhold any payments to the Contractor for the purpose of set-off until such time as exact amount of damages to the WHA is determined.

8. Withholding of Payment

a. If the Contractor is found to be in non-compliance with any provision of this Agreement, the WHA will notify the Contractor in writing and the Contractor will be allowed fifteen (15) days to meet compliance requirements. b. If, after said fifteen (15) day period, the Contractor fails to comply, the WHA may reduce or withhold payment to the Contractor until such compliance is rendered.

9. Assurances

The Contractor accepts sole responsibility for ensuring that all activities undertaken pursuant to this Agreement comply with all applicable federal, state and local laws, rules and regulations.

10. Subcontracts

The Contractor shall not subcontract, assign or transfer any of the services provided under this Agreement without the prior written consent of the WHA.

11. Conflict of Interest


Issues of conflict of interest shall be resolved according to M.G.L. c. 268A and the requirements of any and all public funding source under this Agreement, whichever is more restrictive. It is the responsibility of the Contractor to ensure that all conflict of interest requirements are adhered to.

12. Reports and Record Keeping

a. The Contractor agrees to submit all written reports and financial invoices to the WHA as required and in accordance with all reporting formats provided and specified herein, if any.

b. The Contractor agrees to retain said reports, records and supporting documentation for six (6) years, or until such time any issues in an open audit are resolved. c. The Contractor agrees to comply with Massachusetts Public Records Law, M.G.L. c. 66, and relevant federal and/or local statutes, rules or regulations, whichever is more restrictive, regarding record retention.

13. Indemnification

a. The Contractor shall indemnify and hold harmless the WHA, and its officers or agents, from any and all third party claims arising from activities under this Agreement as set forth in M.G.L. c. 258, § 2 as amended.

b. The Contractor will hold harmless the WHA for damages arising from negligence, violation of the federal/state funding authority requirements, and/or failure to secure required and necessary insurance.

c. The Contractor upon execution of this Agreement and throughout its term, unless otherwise provided by law shall procure workers’ compensation, fire, theft, casualty, extended coverage, personal liability, and any other pertinent insurance for the purpose of insuring property purchased with public funds under this Agreement; for the protection of personnel employed by the Contractor as a result of this Agreement; and for individuals participating in agency activities as a result of this Agreement.

Commercial Liability Insurance. The Contractor will provide the WHA with Certificates of Insurance covering public liability in an amount not less that $500,000.00 for damages to one person, and not less than $1M per accident. The Contractor will name the WHA as co-insured on said policy.

Property Damage Insurance. The Contractor will provide the WHA with Certificates of Insurance covering property damage in an amount not less that $500,000.00 for damages on account of one accident, and not less than $1M for all accidents. The Contractor will name the WHA as co-insured on said policy.

Vehicle Liability. The Contractor will provide the WHA with Certificate of Insurance covering vehicle liability in an amount not less than the following:

Personal Injury $500,000 each person $1,000,000 aggregate

Property Damage $300,000

Workers’ Compensation Insurance. Contractor shall provide Worker’s Compensation Insurance in accordance with the Worker’s Compensation Act of the Commonwealth of Massachusetts (M.G.L. c. 149 § 34A and M.G.L. c. 152) as follows:

Workers Compensation Coverage A Statutory Minimum Employer’s Liability Coverage B $500,000 each accident $500,000 disease per employee


$500,000 disease policy

Upon execution of this Agreement, the Contractor shall submit copies of the Certificates of Insurance identifying the WHA as co-insured.

d. If Contractor self-insures, as provided by the laws of the Commonwealth, Contractor will provide

certification of the value of said self-insurance, as well as certification that coverage is extended for the protection of personnel, program participants and property purchased with funds under this Agreement. e. If Contractor under Section A-3 herein is required to procure fiduciary insurance, then Contractor shall procure such fiduciary insurance from a responsible bonding company authorized to do business within the Commonwealth. Contractor shall bond all personnel employed with financial responsibilities.

14. Copyright

No reports, maps or other documents produced in whole or in part under this Agreement shall be subject to a copyright, patent by or on behalf of the Contractor, unless the WHA is given unlimited license to use such copyright or patent.

15. Title to Equipment

a. Title to any equipment purchased with funds under this Agreement, and on behalf of the WHA, for its exclusive use, and valued over two hundred fifty dollars ($250.00) shall be retained by the WHA. At the termination of this Agreement, and any subsequent Agreement regarding the continuation of program services, the WHA may take possession of the equipment to ensure its continued use in activities fully compatible with the goals and mission of the WHA. b. The Contractor shall establish and keep current an inventory of all non-expendable supplies and equipment purchased by funds provided under this Agreement and on behalf of the WHA.

16. Personnel Procedures

a. Personnel employed by the Contractor under this Agreement shall not be considered employees of the WHA. b. The Contractor shall not discriminate against any qualified employee or applicant for employment because of race, national origin, age, sex, religion or physical or mental handicap. The Contractor agrees to comply with all applicable federal and state laws, rules and regulations prohibiting discrimination in employment.

17. Amendments

a. From time to time, either party to this Agreement may request changes in the scope of services, operational plan, conditions of compensation, budget or term of the Agreement. Such changes, which are mutually agreed upon by the WHA and the Contractor, must be incorporated into this Agreement by written amendment and duly executed by both parties.

b. In the event that federal or state policies or procedures governing this Agreement are modified during the period of performance as described under clause 2, such modification shall be incorporated into this Agreement by reference to same.


18. Advertising

All advertising related to this Agreement, i.e. stationery, press releases, newspaper articles, pamphlets and flyers, must refer to the WHA as a funding source. Copies of such materials are to be sent to the WHA in advance of publication.

19. Severability

If any provision in this Agreement is determined to be illegal, unenforceable or void by a court of competent jurisdiction, then that provision shall be deemed severed from this Agreement. All other provisions of this Agreement shall continue in full force.

20. Governing Laws and Jurisdiction

The WHA and the Contractor do mutually agree that the laws of the Commonwealth of Massachusetts govern this Agreement, except as otherwise provided by federal law, rules and regulations with respect to federal funds. The parties further agree that jurisdiction over any dispute arising out of this Agreement shall be limited to any court of competent jurisdiction within the Commonwealth of Massachusetts.

IN WITNESS THEREOF the WORCESTER HOUSING AUTHORITY and the contractor have

executed this Agreement as of the Date first above written. Contractor Worcester Housing Authority BY: Title: Board of Commissioner, Chairperson Date: Date:

END OF SECTION


EXHIBIT B

Instructions to Offerors for Non-Construction Contract (HUD 5369B)


END OF SECTION


Exhibit C General Contract Conditions (Non-Construction) HUD 5370 C


END OF SECTION


X. APPENDIX Note: All of the Items below shall be submitted as part of the Bid response.

The Contractor hereby certifies and warrants the truth, accuracy and completeness of the following documents filed with the WHA in connection with this Agreement and incorporated by reference:

1. Certifications and Representations of Offerors (HUD 5369C) 2. Certificate of Corporation Clerk 3. Non-Collusion Affidavit 4. Bidder Information Form 5. Certificate of Tax Compliance 6. Reference Form 7. Debarment/Suspension Certification 8. Bid Form


CERTIFICATE OF CORPORATION CLERK (For use when Bidder is a Corporation)

The undersigned Clerk of _____________________________________________________________ a corporation, duly organized and existing under the laws of the State of _____________________________________, hereby certifies that the following are true and correct copies of votes duly adopted by the Board of Directors of said corporation at a meeting thereof held on ____________________________, at which meeting a quorum of said Board was present and voted in favor of said votes. VOTED: That__________________________________in his capacity as __________________________________of this corporation be authorized, and he is hereby so authorized, to prepare and execute a proposal to the Worcester Housing Authority in response to its invitation for bid for Annual Canine Services ; and that such proposal may be submitted upon such terms and conditions as he shall decide. VOTED: That he be further authorized, and he is hereby so authorized, to execute and deliver the contract documents for such work upon such terms and conditions as he shall decide; VOTED: That he be further authorized, and he is hereby so authorized, to execute and deliver a fiduciary bond and a payment bond with respect to said contract upon such terms and conditions as he shall decide: VOTED: Further, that his signatures on said documents shall constitute conclusive evidence that they have been authorized by this vote. IN WITNESS WHEREOF, I have hereunto set my hand and the seal of said _____________________________________________________________ (Name of Corporation) this _____ day of __________________, 20____.

_____________________________________ (Corporate Clerk)

CERTIFICATE OF NON-COLLUSION

The undersigned certifies under penalties of perjury that this bid or proposal has been made and submitted in good faith and without collusion or fraud with any other person. As used in this certification, the word "person" shall mean any natural person, business, partnership, corporation, union, committee, club, or other organization, entity, or group of individuals.

___________________________________________ Signature of individual submitting bid or proposal

___________________________________________ Name of business

COMMONWEALTH OF MASSACHUSETTS

County of _______________________________, ss. ___________, 20( ) On this ___ day of _____, 20( ) before me, the undersigned Notary Public, personally appeared the above-named __________________________________________________ and proved to me through satisfactory evidence of identification, which was _________________________________________, to be the person whose name is signed on this document, and acknowledged to me that he/she signed it voluntary for its stated purpose and that it is their free act and deed. ______________________________ Notary Public (Name and Seal) My Commission Expires: ______________________



BIDDER INFORMATION SHEET

1. Kindly furnish the following information regarding the Bidder:

A. IF A PROPRIETORSHIP Firm Name____________________________________________________________________ Name of Owner_________________________________________________________________ Business Address______________ ___________________________ Tel.___________________ Business Email Address Home Address____________________________________ Tel.___________________________ B. IF PARTNERSHIP Full name and addresses of all partners: NAME ADDRESSES ________________________________ _________________________________________ ________________________________ _________________________________________ ________________________________ _________________________________________ Business address________________________________ Tel.__________________________

Business Email Address C. IF A CORPORATION Full Legal Name_________________________________________________________________ State of Incorporation_____________________________________________________________ Principal Place of Business_________________________________________________________ Qualified in Massachusetts? Yes ( ) No ( ) Place of Business in Massachusetts____________________________ Tel.___________________ Business Email Address

2. Furnish the following information regarding Surety Company: Full Legal Name__________________________________________________________________ State of Incorporation______________________________________________________________ Principal Place of Business__________________________________________________________ Admitted to do business in Massachusetts? Yes ( ) No ( )


CERTIFICATE OF TAX COMPLIANCE REAP CERTIFICATION: Pursuant to M.G.L. c. 62 c, sec. 49 (a), The individual signing this Contract on behalf of the Contractor, hereby certifies, under the penalties of perjury, that to the best of their knowledge and belief the Contractor has complied with all laws of the Commonwealth relating to taxes, reporting of employees and contractors, and withholding and remitting child support. _______________________________________ Name of Contractor ________________________________________ Street Address ________________________________________ City / State / Zip ________________________________________ Phone / Fax ________________________________________ Email Address By: _____________________________________

Signature ________________________________________ Print Name here


REFERENCE FORM ANNUAL CANINE SERVICES

List all contracts within the past five (5) years that are of similar size, scope and dollar amount to this contract. For each contract complete the following information: REFERENCE: ________________________________________________________________________ ADDRESS: ________________________________________________________________________ CONTACT: ________________________________________________________________________ PHONE/EMAIL: ________________________________________________________________________ Description and dates of service with contract $$ value. ___________________________________________________________________________________________________ ___________________________________________________________________________________________________ REFERENCE: ________________________________________________________________________ ADDRESS: ________________________________________________________________________ CONTACT: ________________________________________________________________________ PHONE/EMAIL: ________________________________________________________________________ Description and dates of service with contract $$ value. ___________________________________________________________________________________________________ ___________________________________________________________________________________________________

REFERENCE: ________________________________________________________________________ ADDRESS: ________________________________________________________________________ CONTACT: ________________________________________________________________________ PHONE/EMAIL: ________________________________________________________________________ Description and dates of service with contract $$ value. ___________________________________________________________________________________________________ ___________________________________________________________________________________________________

REFERENCE: ________________________________________________________________________ ADDRESS: ________________________________________________________________________ CONTACT: ________________________________________________________________________ PHONE/EMAIL: ________________________________________________________________________ Description and dates of service with contract $$ value. ___________________________________________________________________________________________________

USE ADDITIONAL SHEETS IF REQUIRED


Worcester Housing Authority Purchasing Department

Ms. Re Cappoli, Chief Procurement Officer [email protected]

(508) 635-3202

Date:______________________ Vendor/Contractor Name:____________________________________________ Subject: Debarment/Suspension Letter for Invitation For Bid #15-33 K-9 Services As a potential vendor on the above contract, the City requires that you provide a debarment/suspension certification indicating that you are in compliance with the below Federal Executive Order. Certification shall be done by completing and signing this form and submitting with your bid. Debarment: Federal Executive Order (E.O.) 12549 “Debarment and Suspension” requires that all contractors receiving individual awards, using federal funds, and all sub-recipients certify that the organization and its principals are not debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded by any Federal department or agency from doing business with the Federal Government. I hereby certify under pains and penalties of perjury that neither I nor any principal(s) of the Company indentified below is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department of agency. Name: Please Print Clearly Signature: Company: Address: Address: Email Address: Phone/Fax #s / Date:



WORCESTER HOUSING AUTHORITY BID FORM

IFB #15-33 – Annual Canine Services for the Detection of Bed Bugs A. The undersigned proposes to furnish all labor, animals, equipment, time, travel, and materials to provide Annual Canine Services in full accordance with this Invitation for Bid. B. Bidder hereby acknowledges addenda number: _____, _____, _____, _____, C. Proposed firm fixed contract prices are as follows:

Typical Elderly/High

Rise

(Single Story)

Bedrooms (BR)

Avg. Square Footage

Price Per Unit

(NOT by Sq. Ft.) Total Number of

Units

TOTAL COST

1 0 400 $ 189 $

2 1 650 $ 2032 $

3 2 900 $ 38 $

Typical Family Unit

Size

(Two Story)

$

$

1

2 BR

2 story 800

$

245

$

2

3 BR

2 story 1650

$

298

$

3

4 BR

2 story 2100

$

106

$

4

5 BR

2 Story 2300

$

30

$

Bidder will increase Year 1 UNIT COST by ______% for year 2 Bidder will increase Year 2 UNIT COST by ______% for year 3 Company: By signing this Bid Form, I am certifying that I have provided the necessary documents and can meet the bidder qualifications listed below:

• NESDCA or equal certification. Bidder shall provide a copy of the certification currently in place with this bid.

• Bidder must have two or more trained canines and two or more handlers for the purpose of checking for false

positives/negatives, available for each inspection. • Dogs must be scent trained to live adult bed bugs only. Further, the dogs must not be scent trained to distinguish

dead bed bugs, their shell castings or bed bug fecal matter. The dogs shall not be cross trained for drugs/cadavers/blood/etc.

• Dogs must be scent trained to distinguish between viable eggs and non viable eggs. As well as, distinguish

between living nymph stage and not dead nymphs and shell castings.


• Dogs must be able to detect a single bedbug.

D. Required documents for a responsive bid.

� Representations, Certifications and Other Statements of Bidders (HUD 5369C) � Certificate of Corporation Clerk � Non-Collusive Affidavit � Bidder Information Form � Certificate of Tax Compliance � Reference Form � Debarment/Suspension Certification � Bid Form � NESDCA certification or equal

E. CERTIFICATES The undersigned hereby certifies that he/she is able to furnish labor that can work in harmony with all other elements of labor employed or to be employed on the work.

The undersigned agrees that, if selected as contractor, s/he will within five days, Saturdays, Sundays and legal holidays excluded, after presentation thereof by the Worcester Housing Authority, execute a contract in accordance with the terms of this bid. The undersigned hereby certifies that s/he is able to furnish labor that can work in harmony with all other elements of labor employed or to be employed on the work and that’s/he will comply fully with all laws and regulations applicable to awards made subject to M.G.L. Chapter 30B.

The undersigned further certifies under the penalties of perjury that this bid has been made and submitted in good faith and without collusion or fraud with any other person. As used in this section the word "person" shall mean any natural person, business, partnership, corporation, union, committee, club or other organization, entity, or group of individuals. The undersigned further certifies under penalty of perjury that the said undersigned is not presently debarred from public contracting or subcontracting in the Commonwealth under the provisions of M.G.L. Chapter 29, Section 29F or any other applicable debarment provisions of any other chapter of the General Laws or any rule or regulation promulgated thereunder.

NOTE: The penalty for making false statements in offers is prescribed in 18 USC 1001. SUBMITTED this ( ) day of ( ), 20( ). Company Name: Company EIN# __________________ ________________________________________ Street Address ________________________________________ City / State / Zip ________________________________________ Email Address ________________________________________ Phone / Fax By: _____________________________________

Signature ________________________________________ Print Name here

End of Section


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