Agreement - PSA with Clean Scene AZ, LLC RFP 21-24

City of Glendale — Regular Meeting (2021-05-11)

Extracted text (via ocr_local) 43677 characters

PROFESSIONAL SERVICES AGREEMENT
CRIME SCENE AND BIOHAZARD WASTE CLEANUP SERVICES
City of Glendale Solicitation No. RFP 21-24

This Professional Services Agreement ("Agreement") is entered into and effective between CITY OF GLENDALE,
an Arizona municipal corporation ("City") and Clean Scene AZ, LLC, an Arizona limited liability company,

("Consultant") as of the day of , 2021 (“Effective Date”).
RECITALS
A. City intends to undertake a project for the benefit of the public and with public funds that is more fully set

forth in Exhibit A, Project (the "Project");

B. City desires to retain the professional services of Consultant to perform certain specific duties and produce
the specific work as set forth in the attached Exhibit B, Project Scope of Work (“Scope”);

C. Consultant desires to provide City with professional services (“Services”) consistent with best consulting or
architectural practices and the standards set forth in this Agreement, in order to complete the Project; and

D. City and Consultant desire to memorialize theit agreement with this document.
AGREEMENT

The parties hereby agree as follows:
1, Key Personnel; Other Consultants and Subcontractors.

11 Professional Services. Consultant will provide all Services necessary to assure the Project is
completed timely and efficiently consistent within Project requirements, including, but not limited
to, working in close interaction and interfacing with City and its designated employees, and working
closely with others, including other consultants or contractors, retained by City.

1.2 Project Team.
a. Project Manager.

6) Consultant will designate an employee as Project Manager with sufficient training,
knowledge, and experience to, in the City's opinion, complete the project and
handle all aspects of the Project such that the work produced by Consultant is
consistent with applicable standards as detailed in this Agreement; and

(2) The City must approve the designated Project Manager.
b. Project Team.

(1) The Project Manager and all other employees assigned to the Project by
Consultant will comprise the "Project Team."

(2) Project Manager will have responsibility for and will supervise all other employees
assigned to the Project by Consultant.

c. Discharge, Reassign, Replacement.

(a) Consultant acknowledges the Project Team is comprised of the same persons and
roles for each as may have been identified in Exhibit A.

(2) Consultant will not discharge, reassign, replace or diminish the responsibilities of
any of the employees assigned to the Project who have been approved by City
without City's prior written consent unless that person leaves the employment of
Consultant, in which event the substitute must first be approved in writing by City.

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(3) Consultant will change any of the members of the Project Team at the City's
request if an employee's performance does not equal or exceed the level of
competence that the City may reasonably expect of a person performing those
duties, ot if the acts or omissions of that person are detrimental to the
development of the Project.

Subcontractors.

(1) Consultant may engage specific technical contractors (each a "Subcontractot") to
furnish certain service functions.

(2) Consultant will remain fully responsible for Subcontractor's services.
(3) Subcontractors must be approved by the City.

(4) Consultant will certify by letter that all contracts with Subcontractors have been
executed incorporating requirements and standards as set forth in this Agreement.

Schedule. The Services will be undertaken in a manner that ensures the Project is completed timely and
efficiently in accordance with the Project.

Consultant’s Work.

3.1

3.2

3.3

3.4

Standard. Consultant must petform Services in accordance with the standards of due diligence,
care, and quality prevailing among consultants having substantial experience with the successful
furnishing of Services for projects that are equivalent in size, scope, quality, and other criteria under
the Project and identified in this Agreement.

Licensing. Consultant warrants that:

Consultant and its Subconsultants or Subcontractors will hold all appropriate and required
licenses, registrations and other approvals necessary for the lawful furnishing of Services
("Approvals"); and

Neither Consultant nor any Subconsultant or Subcontractor has been debarred or
otherwise legally excluded from contracting with any federal, state, or local governmental
entity (“Debarment").

(1) City is under no obligation to ascertain or confirm the existence or issuance of any
Approvals or Debarments, or to examine Consultant's contracting ability.

(2) Consultant must notify City immediately if any Approvals or Debarment changes
during the Agreement's duration. The failure of the Consultant to notify City as
required will constitute a material default under the Agreement.

Compliance.

Services will be furnished in compliance with applicable federal, state, county and local
statutes, rules, regulations, ordinances, building codes, life safety codes, and other
standards and criteria designated by City.

Consultant must not discriminate against any employee or applicant for employment on
the basis of race, color, religion, sex, national origin, age, marital status, sexual orientation,
gender identity or expression, genetic characteristics, familial status, U.S. military veteran
status or any disability. Consultant will require any Sub-contractor to be bound to the
same requitements as stated within this section. Consultant, and on behalf of any
subcontractors, warrants compliance with this section.

Coordination: Interaction.

For projects that the City believes requires the coordination of various professional
services, Consultant will work in close consultation with City to proactively interact with

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3.5

any other professionals retained by City on the Project ("Coordinating Project
Professionals").

b. Consultant will meet to review the Project, Schedule and in-progress work with
Coordinating Project Professionals and City as often and for durations as City reasonably
considers necessary in order to ensure the timely work delivery and Project completion.

c. For projects not involving Coordinating Project Professionals, Consultant will proactively
interact with any other contractors when directed by City to obtain or disseminate timely
information for the proper execution of the Project.

Work Product.

a. Ownership. Upon receipt of payment for Services furnished, Consultant grants to City,
and will cause its Subconsultants or Subcontractors to grant to the City, the exclusive
ownership of and all copyrights, if any, to evaluations, reports, drawings, specifications,
project manuals, surveys, estimates, reviews, minutes, all "architectural work" as defined in
the United States Copyright Act, 17 U.S.C § 101, e¢ seg., and other intellectual work product
as may be applicable ("Work Product").

(1) This grant is effective whether the Work Product is on paper (e.g., a "hard copy"),
in electronic format, or in some other form.

(2) Consultant warrants, and agtees to indemnify, hold harmless and defend City for,
from and against any claim that any Work Product infringes on third-party
proprietary interests.

b. Delivery. Consultant will deliver to City copies of the preliminary and completed Work
Product promptly as they are prepared.

c. City Use.
3) City may reuse the Work Product at its sole discretion.
(2) In the event the Work Product is used for another project without further

consultations with Consultant, the City agrees to indemnify and hold Consultant
harmless from any claim arising out of the Work Product.

(3) In such case, City will also remove any seal and title block from the Work Product.

Compensation for the Project.

4.1

4.2

4.3

Compensation. Consultant's compensation for the Project, including those furnished by its
Subconsultants or Subconttactors will not exceed $120,000 as specifically detailed in Exhibit D
("Compensation").

Change in Scope of Project. The Compensation may be equitably adjusted if the originally
contemplated Scope as outlined in the Project is significantly modified.

a. Adjustments to Compensation require a written amendment to this Agreement and may
require City Council approval.

b. Additional services which are outside the Scope of the Project contained in this Agreement
may not be performed by the Consultant without prior written authorization from the City.

ic. Notwithstanding the incorporation of the Exhibits to this Agreement by reference, should
any conflict arise between the provisions of this Agreement and the provisions found in
the Exhibits and accompanying attachments, the provisions of this Agreement shall take
priority and govern the conduct of the parties.

Allowances. An “Allowance” may be identified in Exhibit D only for work that is required by the
Scope and the value of which cannot reasonably be quantified at the time of this Agreement.

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As stated in Sec. 4.1 above, the Compensation must incorporate all Allowance amounts
identified in Exhibit D and any unused allowance at the completion of the Project will
remain with City.

Consultant may not add any matk-up for work identified as an Allowance and which is to
be performed by a Subconsultant.

Consultant will not use any portion of an Allowance without prior written authorization
from the City.

Examples of Allowance items include, but are not limited to, subsurface pothole
investigations, survey, geotechnical investigations, public participation, radio path studies
and material testing.

Expenses. City will reimburse Consultant for certain out-of-pocket expenses necessarily incurred
by Consultant in connection with this Agreement, without mark-up (the “Reimbursable
Expenses”), including, but not limited to, document reproduction, materials for book preparation,
postage, courier and overnight delivery costs incurred with Federal Express or similar carriers,
travel and cat mileage, subject to the following:

Mileage, airfare, lodging and other travel expenses will be reimbursable only to the extent
these would, if incurred, be reimbursed to City of Glendale personnel under its policies
and procedures for business travel expense reimbursement made available to Consultant
for review prior to the Agreement’s execution, and which policies and procedures will be
furnished to Consultant;

The Reimbursable Expenses in this section are approved in advance by City in writing; and

The total of all Reimbursable Expenses paid to Consultant in connection with this
Agteement will not exceed the “not to exceed” amount identified for Reimbursable
Services in the Compensation.

Billings and Payment.

5.1

5.2

5.3

Applications.

Consultant will submit monthly invoices (each, a "Payment Application") to City's Project
Manager and City will remit payments based upon the Payment Application as stated
below.

b. The period covered by each Payment Application will be one calendar month ending on
the last day of the month.

Payment.

a. After a full and complete Payment Application is received, City will process and remit
payment within 30 days.

b. Payment may be subject to or conditioned upon City's receipt of:

(1) Completed work generated by Consultant and its Subconsultants and
Subcontractors; and

(2) Unconditional waivers and releases on final payment from all Subconsultants and
Subcontractors as City may reasonably request to assure the Project will be free of
claims arising from required performances under this Agreement.

Review and Withholding. City's Project Manager will timely review and certify Payment
Applications.

If the Payment Application is rejected, the Project Manager will issue a written listing of
the items not approved for payment.

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b. City may withhold an amount sufficient to pay expenses that City reasonably expects to
incur in cortecting the deficiency or deficiencies rejected for payment.

6. Termination.

6.1 For Convenience. City may terminate this Agreement for convenience, without cause, by
delivering a written termination notice stating the effective termination date, which may not be less
than 15 days following the date of delivery.

a. Consultant will be equitably compensated for Services furnished prior to receipt of the
termination notice and for reasonable costs incurred.

b. Consultant will also be similarly compensated for any approved effort expended, and
approved costs incurred, that are directly associated with Project closeout and delivery of
the required items to the City.

6.2 For Cause. City may tetminate this Agreement for cause if Consultant fails to cure any breach of
this Agreement within seven days after receipt of written notice specifying the breach.

a. Consultant will not be entitled to further payment until after City has determined its
damages. If City's damages resulting from the breach, as determined by City, are less than
the equitable amount due but not paid Consultant for Services furnished, City will pay the
amount due to Consultant, less City's damages, in accordance with the provision of Sec. 5.

b. If City's direct damages exceed amounts otherwise due to Consultant, Consultant must pay
the difference to City immediately upon demand; however, Consultant will not be subject
to consequential damages more than $1,000,000 or the amount of this Agreement,
whichever is greater.

7. Conflict. Consultant acknowledges this Agreement is subject to A.R.S. § 38-511, which allows for
cancellation of this Agreement in the event any person who is significantly involved i in initiating,
negotiating, securing, drafting, or creating the Agreement on City's behalf is also an employee, agent, or
consultant of any other party to this Agreement.

8. Insurance. For the duration of the term of this Agreement, Consultant shall procure and maintain
insurance against claims for injuries to persons or damages to property which may arise from or in
connection with the performance of all tasks or work necessary to complete the Project as herein defined.
Such insurance shall cover Consultant, its agent(s), representative(s), employee(s) and any subcontractors.

8.1 Minimum Scope and Limit of Insurance. Coverage must be at least as broad as:

a. Commercial General Liability (CGL): Insurance Services Office Form CG 00 01,
including products and completed operations, with limits of no less than $1,000,000 per
occurrence for bodily injury, personal injury, and property damage. If a general aggregate
limit applies, either the general aggregate limit shall apply separately to this project/location
or the general aggregate limit shall be twice the required occurrence limit.

b. Automobile Liability: Insurance Services Office Form Number CA 0001 covering Code 1
(any auto), with limits no less than $1,000,000 per accident for bodily injury and property
damage.

c. Professional Liability. Consultant must maintain a Professional Liability insurance

covering errors and omissions arising out of the work or services performed by Consultant,
or anyone employed by Consultant, or anyone for whose acts, mistakes, errors and
omissions Consultant is legally liability, with a liability insurance limit of $1,000,000 for
each claim and a $2,000,000 annual aggregate limit.

d. Worker’s Compensation: Insurance as required by the State of Arizona, with Statutory
Limits, and Employers’ Liability insurance with a limit of no less than $1,000,000 per
accident for bodily injury or disease.

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8.2

8.3

8.4

8.5

Indemnification.

To the fullest extent permitted by law, Consultant must defend, indemnify, and hold
harmless City and its elected officials, officers, employees and agents (each, an
"Indemnified Party," collectively, the "Indemnified Parties") for, from, and against any and
all claims, demands, actions, damages, judgments, settlements, personal injury (including
sickness, disease, death, and bodily harm), property damage (including loss of use),
infringement, governmental action and all other losses and expenses, including attorneys’
fees and litigation expenses (each, a "Demand or Expense" collectively "Demands or
Expenses") asserted by a third-party (Le. a person or entity other than City or Consultant)
and that arises out of or results from the breach of this Agreement by the Consultant or
the Consultant’s negligent actions, errors or omissions (including any Subconsultant or
Subcontractor or other person or firm employed by Consultant), whether sustained before
or after completion of the Project.

This indemnity and hold harmless provision applies even if a Demand or Expense is in
part due to the Indemnified Party's negligence or breach of a responsibility under this
Agreement, but in that event, Consultant will be liable only to the extent the Demand or
Expense results from the negligence or breach of a responsibility of Consultant or of any
person or entity for whom Consultant is responsible.

Consultant is not required to indemnify any Indemnified Parties for, from, or against any
Demand or Expense resulting from the Indemnified Party's sole negligence or other fault
solely attributable to the Indemnified Party.

Other Insurance Provisions. The insurance policies required by the Section above must contain,
ot be endorsed to contain the following insurance provisions:

The City, its officers, officials, employees and volunteers are to be covered as
additional insureds of the CGL and automobile policies for any liability arising from or
in connection with the performance of all tasks or work necessary to complete the Project
as herein defined. Such liability may arise, but is not limited to, liability for materials, parts
or equipment furnished in connection with any tasks, or work performed by Consultant or
on its behalf and for liability arising from automobiles owned, leased, hired or borrowed
on behalf of the Consultant. General liability coverage can be provided in the form of an
endorsement to the Consultant’s existing insurance policies, provided such endorsement is
at least as broad as ISO Form CG 20 10, 11 85 or both CG 20 10 and CG 23 37, if later

revisions are used.

For any claims related to this Project, the Consultant’s insurance coverage shall be
ptimary insurance with respect to the City, its officers, officials, employees, and
volunteers. Any insurance or self-insurance maintained by the City, its officers, officials,
employees or volunteers shall be in excess of the Consultant’s insurance and shall not
contribute with it.

Each insurance policy required by this Section shall provide that coverage shall not be
canceled, except after providing notice to the City.

Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best rating of
no less than A: VII, unless the Consultant has obtained prior approval from the City stating that a
non-conforming insurer is acceptable to the City.

Waiver of Subrogation. Consultant hereby agrees to waive its rights of subrogation which
any insurer may acquire from Consultant by virtue of the payment of any loss. Consultant agrees
to obtain any endorsement that may be necessary to effect this waiver of subrogation. The
Workers’ Compensation Policy shall be endorsed with a waiver of subrogation in favor of the City
for all work performed by the Consultant, its employees, agent(s) and subconttractor(s).

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10.

11.

8.6 Verification of Coverage. Within 15 days of the Effective Date of this Agreement, Consultant shall
furnish the City with original certificates and amendatory endorsements, or copies of any applicable
insurance language making the coverage required by this Agreement effective. All certificates and
endorsements must be received and approved by the City before work commences. Failure to
obtain, submit or secure the City’s approval of the requited insurance policies, certificates or
endorsements prior to the City’s agreement that work may commence shall not waive the
Consultant’s obligations to obtain and verify insurance coverage as otherwise provided in this
Section. The City reserves the right to require complete, certified copies of all required insurance
policies, including any endorsements or amendments, required by this Agreement at any time
during the Term stated herein.

Consultant’s failure to obtain, submit or secure the City’s approval of the required insurance
policies, certificates or endorsements shall not be considered a Force Majeure or defense for any
failure by the Consultant to comply with the terms and conditions of the Agreement, including any
schedule for performance or completion of the Project.

8.7 Subcontractors. Consultant shall require and shall verify that all subcontractors maintain insurance
meeting all requirements of this Agreement.

8.8 Special Risk or Circumstances. The City reserves the right to modify these insurance requirements,
including any limits of coverage, based on the nature of the risk, prior experience, insurer, coverage
or other circumstances unique to the Consultant, the Project or the insurer.

E-verify, Records and Audits. To the extent applicable under A.R.S. § 41-4401, the Consultant warrant
their compliance and that of its subconsultants with all federal immigration laws and regulations that relate
to their employees and compliance with the E-verify requirements under A.R.S. § 23-214(A). The
Consultant or subconsultant’s breach of this warranty shall be deemed a material breach of the Agreement
and may result in the termination of the Agreement by the City under the terms of this Agreement. The City
retains the legal right to randomly inspect the papers and records of the other party to ensure that the other
party is complying with the above-mentioned warranty. The Consultant and subconsultant warrant to keep
their respective papers and records open for random inspection during normal business hours by the other
party. The parties shall cooperate with the City’s random inspections, including granting the inspecting party
entry rights onto their respective properties to perform the random inspections and waiving their respective
rights to keep such papers and records confidential.

No Boycott of Israel. The Parties agree that they ate not currently engaged in and agree that for the
duration of the Agreement they will not engage in, a boycott of Israel, as that term is defined in A.R.S. §35-
393. Unless and until the District Court’s injunction in Jordab/ v Brnovich, 336 F.Supp.3d 1016 (D.Ariz. 2018)
is stayed or lifted, the Anti-Israel Boycott Provision (A.R.S. §35-393.01 (A)) (if applicable to this agreement)
is unenforceable and the City will take no action to enforce it.

Attestation of PCI Compliance. When applicable, the Consultant will provide the City annually with a
Payment Card Industry Data Security Standard (PCI DSS) attestation of compliance certificate signed by an
officer of Consultant with oversight responsibility.

Notices.

12.1 A notice, request or other communication that is required or permitted under this Agreement (each
a "Notice") will be effective only if:

The Notice is in writing; and

b. Delivered in person or by overnight courier service (delivery charges prepaid), certified or
registered mail (return receipt requested).

c Notice will be deemed to have been delivered to the person to whom it is addressed as of
the date of receipt, if:

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14.

12.2

(1) Received on a business day before 5:00 p.m. at the address for Notices identified
for the Party in this Agreement by U.S. Mail, hand delivery, or overnight courier

service; or
(2) As of the next business day after receipt, if received after 5:00 p.m.
d. The burden of proof of the place and time of delivery is upon the Party giving the Notice.
e. Digitalized signatures and copies of signatures will have the same effect as original
signatures.

Representatives.

a. Consultant. Consultant's representative (the "Consultant's Representative") authorized to
act on Consultant's behalf with respect to the Project, and his or her address for Notice
delivery is:

Clean Scene AZ, LLC

C/O Frances Vierkoetter

325 S. Westwood Ste 3

Mesa, AZ 85210
Frances.vierkoetter(@cleansceneaz.com

b. City. City's representative ("City's Representative") authorized to act on City's behalf, and
his or her address for Notice delivery is:

City of Glendale

c/o Ileana Seward

5850 W. Glendale Avenue, Suite 317
Glendale, Arizona 85301

With required copy to:

City Manager City Attorney
City of Glendale City of Glendale
5850 West Glendale Avenue 5850 West Glendale Avenue
Glendale, Arizona 85301 Glendale, Atizona 85301
c Concurrent Notices.
(1) All notices to City's representative must be given concuttently to City Manager
and City Attorney.
(2) A notice will not be deemed to have been received by City's representative until

the time that it has also been received by the City Manager and the City Attorney.

(3) City may appoint one or mote designees for the purpose of receiving notice by
delivery of a written notice to Consultant identifying the designee(s) and their
tespective addresses for notices.

d. Changes. Consultant or City may change its representative or information on Notice, by
giving Notice of the change in accordance with this section at least ten days prior to the
change.

Financing Assignment. City may assign this Agreement to any City-affiliated entity, including a non-
profit corporation or other entity whose primary purpose is to own or manage the Project.

Entite Agreement; Survival; Counterparts; Signatures.

14.1

Integration. This Agreement contains, except as stated below, the entire agreement between City
and Consultant and supersedes all prior conversations and negotiations between the parties
regarding the Project or this Agreement.

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16.

14.2

14.3

14.4

14.5

14.6

14.7

Term.

15.1

15.2

a. Neither Party has made any representations, warranties ot agreements as to any matters
concerning the Agreement's subject matter.

b. Representations, statements, conditions, or watranties not contained in this Agreement will
not be binding on the patties.

c Inconsistencies between the solicitation, any addenda attached to the solicitation, the
tesponse or any excerpts attached as Exhibit A, and this Agreement, will be resolved by
the terms and conditions stated in this Agreement.

Interpretation.

a. The parties fairly negotiated the Agreement's provisions to the extent they believed
necessary and with the legal representation they deemed appropriate.

b. The parties are of equal bargaining position and this Agreement must be construed equally
between the parties without consideration of which of the parties may have drafted this
Agreement.

c The Agreement will be interpreted in accordance with the laws of the State of Arizona.

Survival. Except as specifically provided otherwise in this Agreement, each warranty,
representation, indemnification and hold harmless provision, insurance requirement, and every
other right, remedy and responsibility of a Party, will survive completion of the Project, or the
earlier termination of this Agreement.

Amendment. No amendment to this Agreement will be binding unless in writing and executed by
the parties. Electronic signature blocks do not constitute execution for purposes of this Agreement.
Any amendment may be subject to City Council approval.

Remedies. All rights and remedies provided in this Agreement are cumulative and the exercise of
any one or more right or remedy will not affect any other rights or remedies under this Agreement
or applicable law.

Severability. If any provision of this Agreement is voided or found unenforceable, that
determination will not affect the validity of the other provisions, and the voided ot unenforceable
provision will be reformed to conform with applicable law.

Counterparts. This Agreement may be executed in counterparts, and all counterparts will together
comprise one instrument.

Renewals. The term of this Agreement commences upon the effective date and continues for a
one (1) year initial period. The City may, at its option and with the approval of the Consultant,
extend the term of this Agreement an additional four (4) years, renewable on an annual basis.
Consultant will be notified in writing by the City of its intent to extend the Agreement period at
least thirty (30) calendar days prior to the expiration of the original or any renewal Agreement
period. Price adjustments will only be reviewed duting the Agreement renewal period and will be a
determining factor for any renewal. There are no automatic renewals of this Agreement.

Extension for Procurement Process. Upon the expiration of the Term of this Agreement,
including the initial term and any renewals, at the City’s sole discretion, this Agreement may be
extended on a month-to-month basis for a maximum of six (6) months to allow for the City to
complete its procurement process to select a vendor to provide the services/materials similar to
those provided under this Agreement. The City will notify the Contractor in writing of its intent to
extend the Agreement at least thirty (30) calendar days priot to the expiration of the Term. Any
extension provided under this subsection will continue under the same terms and conditions as in
effect immediately prior to the expiration of the then-current term.

Dispute Resolution. Any controversy or claim arising out of or relating to this contract, or the breach
thereof, shall be settled by arbitration administered according to the American Arbitration Association’s

9
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17.

Commercial Arbitration Rules, and judgment on the eward rendezed by the arbitrator may be entered in any
court having jurisdiction thereof.

Exhibits. The following exhibits, with reference to the term in which they are first referenced, ate.

incorporated by this reference.
Exhibit A Project
Exhibit B Scope of Work
‘Exhibit C Schedule
Exhibit D Compensation

The parties enter into this Agreement effective as of the date shown above.

City of Glendale,
an Arizotia municipal corporation

By: Kevin Phelps
Its: City Manager
ATYEST:
Julie K. Bower. (SEAL)
City Clerk
APPROVED AS TO FORM:
Michael D. Bailey
City Attorney
Clean Scene AZ, LLC,
an Arizoam limited liability company

By: Frances Vierkoetter
Its; Owner

10
142/202)

EXHIBIT A
Professional Services Agreement

PROJECT

Contractor to provide crime scene and biohazard waste cleanup services on an as-needed basis.

EXHIBIT B
Professional Services Agreement

SCOPE OF WORK

Contractor to provide services as desctibed in RFP 21-24 attached.

G | City of Glendale Cuca
Cc Solicitation Number: RFP 21-24 / 42100044 | 5850 west Glendale Avenue,
CRIME SCENE AND BIOHAZARD WASTE CLEANUP Suite 317
Glendale SERVICES Glendale, Arizona 85301

RIZONA

1. INTRODUCTION

The City of Glendale is solicitating Request for Proposals from qualified vendor(s) to
provide crime scene and biohazard waste cleanup services on an as-needed basis.
Qualified vendor(s) shall be available 24 hours a day, seven (7) days a week and 365
days a year including all holidays.

2. OBJECTIVES
The City values the crime scene cleanup services as its intent is to reduce emotional
trauma that surviving loved one would experience should they have to view and/or clean

up after a traumatic death or crime scene. In addition, the City may require additional
cleanup services for biohazardous waste.

3. SCOPE OF WORK
3.1. The City may require the Contractor to provide cleaning services at private
residences, apartments, public housing units, and in areas such as, but not

limited to, police vehicles, city-owned vehicles, transit vehicles and streets.

3.2 Typical crime scene services involve cleaning blood and body matter from
flooring, walls, and other surfaces.

3.3. Furnishings or material that cannot be cleaned shall be completely removed
from the area and properly disposed of.

3.4 The scope of services does not include restorative work such as repainting,
relaying carpet, etc.

3.5 The Contractor’s cleanup services shall be available twenty-four (24) hours a
day, three hundred sixty-five (365) days a year, including holidays.

3.6 Contracts may be awarded to multiple vendors to ensure cleanup services will
be available twenty-four (24) hours per day.

4 MANDATORY REQUIREMENTS

4.1 Contractor shall have a minimum five (5) years of experience conducting crime
scene cleanup services.

4.2 The Contractor shall provide to the City a means of contact with twenty-four
(24) hours availability.

4,3. The Contractor shall work in a responsible and trustworthy manner with
minimum supervision.

City of Glendale CITY OF GLENDALE
Procurement Division

CRIME SCENE AND BIOHAZARD WASTE CLEANUP Suite 317
SERVICES Glendale, Arizona 85301

4.4

4.5

4.6

4.7

4.8

4.9

4.10

4.11

4.12

The Contractor shall wear a company identification badge while providing on-
site services.

The Contractor shall maintain confidentiality at all times; violating
confidentiality may result in contract termination.

The Contractor shall be properly licensed and certified by all applicable
jurisdictions, including the State of Arizona, in order to provide required
services and lawful biohazardous wastes disposal.

The Contractor shall obtain, and be in possession of, all required permits prior
to provided cleanup and biohazardous waste disposal services.

The Contractor shall be responsible for the safe and legal disposal of all items
removed, including any hazardous materials, in accordance with all Federal,
State and local regulations.

The Contractor shall comply with all Federal Occupational Safety and Health
Administration (OSHA) regulations, including 1910.1030 and all other Federal,
State, City or County applicable safety and health rules and regulations.

The Contractor shall comply with the training and record keeping regulations of
OSHA regarding Blood Borne Pathogens, Hazard Communications and Personal
Protective Equipment as well as HazWoper class training.

The Contractor shall comply with all state and Maricopa County waste transport
permits as applicable, such as for Medical Waste or Non-Hazardous Solid
Waste.

The Contractor shall provide adequate equipment and supplies needed to
complete the scope of work in an effective and safe manner including adequate
protection from all communicable diseases in accordance with all applicable
Federal, State and local laws, ordinances, rules and regulations.

a. The following list is an overview of the types of equipment/supplies that
may be required for crime scene cleanup; it is in no way a complete
comprehensive list, but is provided for representative purposes:

. Personal protective gear — a non-porous, one-time-use suit, gloves,
filtered respirators and chemical-spill boots

. Biohazard waste containers — heavy duty bags and sealed, hard-
plastic containers

. Black lights / Microscopes

Glendale

City of Glendale CITY OF GLENDALE
Procurement Division

Solicitation Number: RFP 21-24 / 42100044 5850 West Glendale Avenue,

CRIME SCENE AND BIOHAZARD WASTE CLEANUP Suite 317
Glendale, Arizona 85301

SERVICES
. Traditional cleaning supplies — Mops, buckets, spray bottles,
sponges, brushes, etc.
. Hard-core cleaning supplies — can include:
fo) Hospital-grade disinfectants (bleach, hydrogen peroxide)
fe) Industrial-strength deodorizers
fo) Enzyme solvent (to kill bacteria and viruses and liquefy dried
blood)
fe) No-touch cleaning system (to clean blood-coated surfaces

from a safe distance — includes heavy-duty sprayer, long
scrubbing brush)

. Carpentry — sledgehammers, saws, etc.

. Ladders

. Camera/Video Cam (to take before-and-after shots for insurances
purposes)

. Van or truck for transporting all of these aforementioned items; and

disposal of waste

4.13 Crime Scene Cleanup Services

The Contractor shall respond to the initial call for services within fifteen (15)
minutes by verbal confirmation, with the estimated time of arrival at the
required service location.

The Contractor shall respond to the scene within two (2) hours of the initial
notification. If the Contractor contacted is unable to respond to the scene
within two hours of the initial call for services, the City may contact another
Contractor to provide the required services.

The Contractor shall maintain a low profile and act in a sensitive manner at
the scene.

The Contractor shall have minimal contact with members of the decedent’s
family.

The Contractor shall not discuss the scene with members of the media or
anyone outside the Police investigation team; violation may result in
contract termination.

The City of Glendale’s on-site representative shall determine the extent of
the crime scene cleanup services required by the Contractor.

The Contractor shall effectively, and efficiently clean carpet and other
surfaces soiled by blood and/or other body matter.

The Contractor shall deodorize the scene as needed.

Glendale

aR DONA

City of Glendale | CITY OF GLENDALE
| Procurement Division

Solicitation Number: RFP 21-24 / 42100044 5850 West Glendale Avenue,

CRIME SCENE AND BIOHAZARD WASTE CLEANUP | Searle
SERVICES Glendale, Arizona 85301

The Contractor shall completely remove any bedding, mattresses, box
springs, furniture or similar items that are soiled and cannot be
satisfactorily cleaned.

The Contractor may have to cut and remove small sections of carpeting that
cannot be satisfactorily cleaned and dispose of said carpeting in the proper
manner in accordance with all applicable Federal, State and local laws,
ordinances, rules and regulations.

The Contractor shall have on file, with the City of Glendale Police
Department, a record of all employees working on site showing the training
received, class instructor, subject matter, and date the class was taken
and/or expires.

The Contractor’s employees shall receive all training prior to providing
crime scene cleanup services.

. The Contractor shall get written authorization from the City of Glendale

Police Department prior to using any new employees for crime scene
cleanup services.

4.14 Biohazardous Waste Cleanup Services

The Contractor shall respond to the initial request for services from the City
for biohazardous waste cleanup services within fifteen (15) minutes by
verbal confirmation, with the estimated time of arrival at the required
service location. Biohazardous waste cleanup services shall be completed
on the same day as the request is submitted and shall arrive no later than
11:59 p.m. on the day of the request.

Biohazardous waste (such as human excreta and sharps) may be discovered
on City-owned property, such as City-owned property, vehicles, public
housing, right-of-way, parking lots and landscaped areas.

The Contractor shall be responsible for packaging, transporting and proper
disposal of all infections and/or biohazardous waste in a proper manner in
accordance with all applicable Federal, State and local lawns, ordinances,
rules and regulations.

The Contractor shall be responsible for disinfecting and deodorizing the
area to the satisfaction of the City of Glendale.

Solicitation Number: RFP 21-24 / 42100044 5850 West Glendale Avenue,

CRIME SCENE AND BIOHAZARD WASTE CLEANUP Suite 317
Glendale SERVICES Glendale, Arizona 85301

City of Glendale CITY OF GLENDALE
G Procurement Division

i. Transit busses may require cleaning and disinfecting of, but are not
limited to, seats/upholstery, floors, side walls of buses,
handles/railings, wheelchair lifts, etc.

5 PRICING

5.1 The City makes no commitment of any specific quantities during the term of the
agreement; actual quantities may vary.

5.2 The Contractor shall receive approval from supervisor on scene for any
additional charges prior to completing the additional work.

5.3. The Contractor will only be paid for actual time spent at the crime scene. The
cost should be priced in 30-minute increments and shall includes but is not
limited to the following:

a. Cleaning bodily fluids and tissue such as bone or organ fragments from all
surfaces.

b. Removal of walls and floors soaked with fluids.

c. Removal of contaminated materials including furniture scrub, soap,
disinfect and deodorize every inch of the area, making sure that corners,
under the carpets, behind toilet tanks, under sinks and anywhere else that
contaminants could have feasibly lodged are cleaned.

d. Use of equipment required to perform the cleanup.

e. Disposal of large items such as mattresses, sofas and other soft furniture
items that are not cleanable (if the case is a homicide then approval must
be received before any property is disposed of).

f. Odor removal and air filtration (if needed).

5.4 The rate per 30-minute increment must include all costs associated with an
entire biohazard cleanup job. This includes, but is not limited to:

a. All costs for responding to the scene shall include the time and
transportation needed in getting personnel and equipment to the scene. The
location of the scene may be anywhere near or within the city limits of
Glendale.

b. All costs to make the scene presentable shall include personnel, normal
cleaning supplies, and normal cleaning equipment i.e. soil extraction, steam
cleaners, deodorizing supplies, and foggers.

City of Glendale ee
¢ Cc] | Solicitation Number: RFP 21-24 / 42100044 | saso weet Glendale Avenue,
: CRIME SCENE AND BIOHAZARD WASTE CLEANUP Suite 317
Glendale | SERVICES Glendale, Arizona 85301
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c. All costs for removal and proper disposal of items of the scene includes
costs for transportation, personnel, equipment, containment of “hazardous
materials” and dump fees for disposal of “hazardous and non-hazardous”
materials. The City estimates approximately 10% of the call may require the
removal of a mattress or other large item.

d. All miscellaneous costs not specified above may include, but not limited to,
insurance, licenses, permits, certifications, employee training, educational
classes, maintenance/cleaning of equipment, equipment rental, overhead,
profit, etc.

e. The Contractor shall include in their 30-minute rate the cost to dispose of
one thirty (30) gallon red bag of hazardous material. Fees to dispose of
additional red bags shall be identified on the Price Sheet.

6 INVOICING

6.1 The Contractor shall bill the City on a monthly basis for work performed in that
billing cycle. Invoices shall be submitted within thirty (30) days of service.

6.2 The Contractor shall submit individual invoices for the City Transit Division and
Glendale Community Housing, and the Glendale Environmental Resources
Division to the following contacts:

City of Glendale Transit Division
Attn: Michelle Susuras

6210 W Myrtle Avenue, Building S
Glendale, AZ 85301
Msusuras@glendaleaz.com

Glendale Community Housing
Attn: Frank Ortega

6842 N 615t Avenue
Glendale, AZ 85301
Fortega@glendaleaz.com

City of Glendale Environmental Resources Division
Attn: Megan Sheldon

7070 W Northern Avenue

Glendale, AZ 85303

Msheldon@glendaleaz.com

City of Glendale

G | Solicitation Number: RFP 21-24 / 42100044
CRIME SCENE AND BIOHAZARD WASTE CLEANUP
Glendale SERVICES

CITY OF GLENDALE
Procurement Division
5850 West Glendale Avenue,
Suite 317
Glendale, Arizona 85301

]

6.3. The Contractor shall bill the City Police Department at the following address

AND electronically at the following email address:

Glendale Police Department
Attn: Denise Krause

6835 N 57* Drive
Glendale, AZ 85301
dkrause@glendaleaz.com