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HomeMy WebLinkAboutBID PROPOSAL - PERTO CORP BID PROPOSAL JANITORIAL SERVICES CITY OF WATERLOO, IOWA The City of Waterloo, Iowa, ("City") a municipal corporation existing under the laws of the State of Iowa seeks bid proposals for janitorial services of buildings owned or operated by the City. The bidder is/1611 o c> c an individual, a partnership, a corporation, or other, who is familiar with the specifications of this bid proposal for janitorial services, and the bidder offers to furnish those janitorial services to City as required in its bid proposal. SUBMISSION OF BIDS Sealed bid proposals will be received by the City of Waterloo, Clerk/Finance Office, 715 Mulberry Street, Waterloo, Iowa 50703, June 13, 2005, 4:00 P.M. Any bid submitted after the specified time shall be rejected. All bids must be hand-delivered or mailed to the above address, and it shall be the sole responsibility of the bidder to ensure that the bid is received by City at the above location and time. City accepts no liability whatsoever for any bid that is not received at the above location and time as required by this Request for Bid Proposals document. No facsimile transmissions will be accepted under any circumstances. PRE-BID CONFERENCE A mandatory pre-bid conference will be held at 1:30 P.M., Thursday, June 2, 2005, in the Council Chambers, 715 Mulberry Street, Waterloo, Iowa 50703. All interested vendors shall have an agent of their firm in attendance. Bids will be accepted only from the vendors who are certified at the mandatory pre-bid meeting. The bidder, additionally agrees to meet the following terms upon the implementation of this agreement: All buildings will be furnished supplies of equal or greater value as listed: 33 gal. 1.5 mil liners, 10-15 gal x-heavy 1 mil liners, 9-1/2x9-1/8 4020/CS bleached multifold towels, 315-664 Natural Turn Towels 8"x630', #625 Wagon Wheel 2-ply double soft tissue 48/625s to CS, Airlift Scentre Fresh Scent refill cartridges w/battery, Playtex tampons, Modess Maxi napkins, paper seat liners. In addition, all cleaning, polishing, disinfectant, stripping and finishing supplies and all incidentals as deemed necessary by respondent to faithfully perform under the terms of this agreement will be furnished by Contractor. City will provide storage area for two (2) months supplies. The bidder shall begin performing on August 1, 2005, after notification that the bidder is the successful bidder. City shall issue a Purchase Order that is mailed, faxed, or otherwise delivered to the successful bidder, accompanied by a copy of this bid proposal bearing the appropriate signatures of its representatives, in addition to the following: 1 JANITORIAL SERVICE SPECIFICATIONS CITY HALL and CARNAGIE ANNEX, 620 MULBERRY Daily Cleaning Services (Monday— Friday, except Saturdays, Sundays & Holidays.) 1. Empty all trash containers. All trash containers to be lined with plastic liners. Replace liners as needed when soiled or torn. Remove all bagged trash to dumpster provided in rear of City Hall. 2. Clean all outdoor smoking urns. 3. Check all office furniture, files, fixtures, partition top caps, windowsills, and all other horizontal surfaces for dust and obvious spills and debris. a. Develop and post schedule to thoroughly dust 20%of all of the above each night, so that all work surfaces are cleaned at least once each week. This includes: Picture frames, clocks, door frames, moldings, sanitizing of telephones,wiping computer screens and tops of monitors. (CPU's and keyboards are not included.) 4. Wash, sanitize, and polish all drinking fountains. 5. Spot clean entrance glass and interior office partition glass. 6. Vacuum all carpeted entryways, traffic lanes, and visible debris throughout facility. a. Develop and post schedule to vacuum 25%of total carpeted area throughout facility each week. This is described as wall-to-wall, edge-to-edge, under, and around all furnishings. 7. Clean minor soiled spots on carpet. 8. Sweep and dust mop all hard surface floors and stairway. Wet mop with germicidal solution. 9. Kitchenettes: Clean sink, counters, wipe refrigerator & microwave. (Does NOT include washing dishes.)Wipe vending machines. 10.Restrooms: a. Empty trash receptacles. Replace liners. Wash weekly with germicidal cleaner. b. Sweep and wet mop tile floors with germicidal solution. c. Wash all basins, bowls and other fixtures with germicidal solution. d. Wash both sides of toilet seats with germicidal solution. Leave in"UP"position. e. Wash and polish all mirrors, powder shelves, brightwork, etc. f. Spot clean walls and partitions. g. Fill towel, tissue, and soap dispensers. Saturdays, Sundays, and Holidays. 1. Clean first floor Police Department according to above schedule. Weekly Services 1. Clean and sanitize telephones. 2. Scrub & refinish or apply restoration and hi-speed buff resilient floors to maintain high gloss finish. 3. Lavatories: Wash partitions, wipe tile walls and enameled surfaces with germicidal solution. 4. Elevators: Vacuum threshold. Dust doorjambs. Wash interior and exterior of elevator with germicidal solution. 5. Wash interior and exterior of entry doors. Wash door handles, panic bars, and push plates with germicidal solution. 6. Maintain janitor rooms, mop sinks, and storage rooms in clean and orderly fashion. 7. Exterior: Sweep and dispose of all trash (paper, cigarette butts, cans, etc., from around all entrances into the building. 2 Monthly Services 1. Clean all door kick plates. 2. Vacuum fabric on chairs in offices and common areas. Wash vinyl/leather surfaces. Polish wood surfaces. 3. Vacuum return air vents. Dust outside of light fixtures. Quarterly Services 1. Polish wood paneling. 2. Scrub & refinish stairways. 3. Completely wash restroom walls and partitions with germicidal solution. 4. Wash all wastebaskets. Semi-Annual Services 1. Bonnet clean or hot water extract and deodorize all carpeted areas. 2. Dust/vacuum all window blinds. Annual Services 1. Strip & refinish all hard surface floors. (Ceramic tile floors not included.) 2. Thoroughly clean all ceramic tile floors in restrooms. Reseal grout joints. 3. Develop and post schedule to clean all light fixture lenses, diffusers, and reflectors, so that all are cleaned annually. Window Cleaning Services 1. Monthly— thoroughly clean all lobby entrance windows. 2. Semi-annually—Wash all interior office windows and lower level exterior windows. (April, October) 3. Annually—Wash exterior windows of entire building. (April) POLICE TRAINING CENTER (Elk Run Road) 1. Empty all trash containers. All trash containers to be lined with plastic liners. Replace liners as needed when soiled or torn. Remove all bagged trash to dumpster provided. 2. Clean all ashtrays and smoking urns. 3. Dust furniture, files, fixtures, partition top caps, windowsills, cabinets, chairs, and all other horizontal surfaces. 4. Wash, sanitize, and polish all drinking fountains. 5. Spot clean entrance glass and interior office partition glass. 6. Vacuum all carpeted areas throughout facility. 7. Clean minor soiled spots on carpet. 8. Sweep and dust mop all hard surface floors and stairway. Wet mop with germicidal solution. 9. Kitchenettes: Clean sink, counters, wipe refrigerator& microwave. (Does NOT include washing dishes.)Wipe vending machines. 10.Restrooms: a. Empty trash receptacles. Replace liners. Wash weekly with germicidal cleaner. b. Sweep and wet mop tile floors with germicidal solution. c. Wash all basins, bowls and other fixtures with germicidal solution. 3 d. Wash both sides of toilet seats with germicidal solution. Leave in "UP"position. e. Wash and polish all mirrors, powder shelves, brightwork, etc. f. Spot clean walls and partitions. g. Fill towel, tissue, and soap dispensers. Semi-Annual Services 1. Dust/vacuum all window blinds. 2. Clean all interior and exterior windows. 3. Clean and polish all wood paneling. 4. Clean all light fixture lenses. 5. Strip and refinish all wax able hard surface floors. 6. Strip and reseal restroom floors. Cleaning Contract— General 1. The term of the contract will be in effect from approximately July 1, 2005, through July 31, 2008, extendable on a yearly basis for three (3) additional years, August 1, 2008, through July 31, 2011, at the sole option of the City of Waterloo. Effective date for janitorial startup is subject to approval by City Council of the City of Waterloo. 2. The city of Waterloo recognizes that during the term of providing janitorial service, changes may occur in the janitorial service provider's applied overhead cost, supplies, and equipment. The City agrees that if the changes in the same have occurred in the preceding year and reflect those prevalent in the janitorial service area, the cleaning service may be entitled to like adjustments in the third year of the term, if the City agrees to extend these options. There will be no cost adjustments in the initial two-year term. Prices will be firm as bid. Detailed documentation will be required for requested price increases to be considered at the end of the second year of service. The total bid cost may be revised for the third-year option, if renewed. 3. For this contract, the City will provide a small storage room that the Contractor can use. The City will furnish light bulbs and fluorescent lamps to be used to replace burned-out bulbs and lamps where the fixture is thirteen (13)feet or lower. All other cleaning materials (including heavy-duty plastic bags, trash can inserts) shall be supplied by the Contractor and included in the bid. All commercial grade equipment, mops, buffs, cleaning cloths, buckets, vacuum cleaners, ladders, carpet cleaners, or any other tool or machine shall be supplied by the Contractor and remain the property of the Contractor. All vacuum sweepers utilized in the performance of this Contract must be industrial professional grade with brush roller and infinite height settings. All disinfectant used by the Contractor in the performance of this Contract must be a detergent thickened and non-acid bowl and bathroom cleaner that effectively eradicates the HIV virus (chlorine bleach is not acceptable as a disinfectant). All equipment and materials must meet the approval of the Maintenance Administrator. The Maintenance Administrator can require changes in material or equipment if the material or equipment is shown to be sub-par in quality, consistency, or other factors affecting the appearance or performance of the product. 4. The City will provide the Contractor with key(s) to the facilities for which services are to be provided. It is the responsibility of the Contractor to see that key(s) are not misplaced, lost, stolen, or copied. 4 (a) The use of the key(s)by any employee of the Contractor at an unauthorized time or for an unauthorized reason may be reason for termination of the Contract. (b) In the event that a key(s)provided to the Contractor or its employee is lost, misplaced, stolen, or copied,the Contractor will be responsible for the replacement cost of changing the lock(s). 5. No grounds and exterior maintenance will be done, except as noted. 6. It is understood between the parties that the prime purpose of this Contract is that the premises shall be kept clean, according to reasonable and accepted standards, regardless of the number of times an operation is required to accomplish this purpose; and the times an operation is performed as shown herein are solely for guideline purposes and may not constitute satisfactory performance under the contract. 7. Contractor is adjudged to have sufficient experience in this field to determine with reasonable certainty the required amount of work (and therefore workers) and materials necessary to accomplish the above-stated purpose of the contract. 8. City's judgment as to performance will be based primarily on the continuous acceptable appearance of the area and appurtenances rather than performance of a specific duty at a specific time for a specific number of times. 9. The premises shall be cleaned in a professional manner. All lighting and water usage shall be kept to a minimum as required to complete satisfactory performance of the work. Personnel Bonded supervisor personnel must be present at all times while service is being performed. All Contractor's personnel must be identifiable by means of not less than a nameplate or badge with the Contractor's identification on the badge. Bidder will provide Waterloo Police Department with information on all employees who are to have access to City facilities. This would include correct name, date of birth or social security number, and arrest/conviction history. The Waterloo Police Department will verify this information and have the option of denying access to persons who have had significant previous arrests. Bidder will provide City of Waterloo officials references of past experience in the janitorial filed upon request. References to include size of facilities and length of time employed in janitorial business. References & Bidder Requirements Bidder must provide in proposal the names of two (2) or more installations of comparable size in which they currently provide janitorial services. Bidder must provide at least three (3) additional references. List names of firms, addresses, phone numbers and name of contact persons. Indemnify& Hold Harmless The bidder (Contractor) shall indemnify and hold harmless City, its agents, representatives, or employees from any and all losses, claims, damages, expenses, or other liability which may arise out of this agreement, provided that the loss, claim, 5 damage, expense or other liability is as a result of any act or omission of the Contractor/bidder, its employees or agents, or anyone who may act for or on behalf of the Contractor/bidder. In furtherance of this paragraph, the Contractor/bidder shall carry general liability insurance naming City of Waterloo, Iowa, as an additional insured and in a minimum amount of Two Million Dollars ($2,000,000.00). A Certificate of Insurance shall be provided City at the time this contract is awarded to the successful bidder. Reports — Inspections 1. The Contractor's management personnel shall also make regular and frequent inspections to assure that work is being performed in accordance with specifications. Upon arriving at a facility to conduct an inspection, the Contractor's employee will report to the Maintenance Administrator or the City's designated representative. 2. The Contractor should direct any questions or complaints to the Maintenance Administrator or his designated representative. Termination of Services Following written notice of non-compliance with specifications from the City in excess of three (3) times in any one-year period or less, the City may terminate its agreement with the Contractor with a thirty (30) day notice by certified mail. Start Up The Contractor shall strip all hard-surface floors and reseal with appropriate sealers and waxes. The Contractor shall clean all carpets. This work is to be coordinated with the Maintenance Administrator. This work shall occur in the first sixty (60) days of contract. Notices All notices required under this agreement shall be: For City, Louis Cutwright, Jr., Building Official, 715 Mulberry Street, Waterloo, Iowa, 50703, (319) 291-4319. For Contractor/bidder: GENERAL REQUIREMENTS FOR SUBMISSION OF BIDS All bids are to be submitted to the City Clerk/Finance Office in a sealed envelope clearly marked as follows: "BID PROPOSAL FOR JANITORIAL SERVICES — CITY OF WATERLOO, IOWA" The name of the business submitting the bid must also be clearly marked on the envelope. All bids must meet or exceed minimum Specifications as previously defined. Bids that do not meet or exceed the minimum Specifications, as determined by the City, shall be rejected. 6 All Bid Prices, upon submission by bidder, are recognized by the City and Vendor to be irrevocable for the minimum of thirty (30) calendar days from date of Bid Opening. The successful bidder must supply a Certificate of Insurance in the minimum amounts of$2,000,000.00 at the time of Award of Contract: General Liability (Comprehensive Form) (Premises-Operations) (Contractual Insurance) (Independent Contractor's) — Bodily Injury and Property Damage; Worker's Compensation and Employer's Liability. Standard procedure dictates that the City of Waterloo will accept the lowest responsible bid. However, the bidder understands that the City reserves the right to reject any bid that is either considered not to be responsible or not most advantageous to the City. The City will award the Contract to the responsible bidder whose bid meets or exceeds minimum Specifications. The City of Waterloo, Iowa, reserves the right to eject all bids. Upon acceptance of the bid, a Purchase Order mailed, faxed or delivered to the undersigned Vendor that is accompanied by a copy of this Proposal bearing the City Clerk/Finance signature shall constitute a legal binding Agreement. The bidder guarantees that title conveyed shall be good and goods shall be delivered from security interest or other lien or encumbrance of which the City at the time of purchase had knowledge. OPENING OF BIDS Sealed bids shall be opened and read at the City of Waterloo Council Meeting at in the Council Chambers, City Hall, and all bidders understand that they may be in attendance at the bid opening. Bids shall be acted upon at that time or a later time, which shall then be established. BID OPENING The Bidder agrees to meet or exceed the above specifications and requirements for the following stated bid: CITY HALL BASE BID e v Per Month $ >a I S 6, a Yearly * 7 OPTION BID " r /12.,. Hourly Rate per supervisor for additional work as required by City. Hourly Rate per employee for additional work as required by City. CARNAGIE ANNEX BASE BID $ l )�}O : oo Per Month $ 401,iYearly * /2 2_ e6 (��t OPTION BID $ t o v Hourly Rate per supervisor for additional work as required by City. $ Pet (> c - Hourly Rate per employee for additional work as required by City. POLICE TRAINING CENTER BASE BID $ cc = Per Month $ , cc , ed Yearly OPTION BID $ /. Hourly Rate per supervisor for additional work as required by City. $ ' v Cr��� Hourly Rate per employee for additional work as required by City. * Yearly base bid. TOTAL: $ 4 / 42 66 , 6 8 CANCELLATION The successful bidder understands that the City of Waterloo has the right to cancel this Agreement, with thirty (30) days notice, if the City has knowledge that all conditions as stated in this Bid Proposal have not been fulfilled. PAYMENT PROCEDURE Payment shall be made monthly by the City of Waterloo, Clerk/Finance Office, 715 Mulberry Street, Waterloo, Iowa 50703, within fifteen (15) days of receipt of billing from the Vendor and acceptance by the City. This bidder, having fully read this document, hereby acknowledges that this Bid Proposal completely reflects the total bid contained herein. ,p Name of Company v a r / 0 3 � �1 0..-L, By: (Signature) Address dla Title Date 9 CITY OF WATERLOO, IOWA By: Tim Hurley, Mayor ATTEST: Nancy Eckert, City Clerk STATE OF IOWA ) ss. BLACK HAWK COUNTY ) On this day of , 2005, before me, the undersigned, a Notary Public in and for the State of Iowa, personally appeared Tim Hurley and Nancy Eckert, to me personally known, and who, being by me duly sworn, did say that they are the Mayor and City Clerk, respectively, of the City of Waterloo, Iowa; that the seal affixed to the foregoing instrument is the corporate seal of the corporation, and that the instrument was signed and sealed on behalf of the corporation by authority of its City Council as contained in the Resolution adopted by the City Council, under Council Action No. of the City Council on the day of , 2005, and that Tim Hurley and Nancy Eckert acknowledged the execution of the instrument to be their voluntary act and deed and the voluntary act and deed of the corporation, by it voluntarily executed. Notary Public in and for the State of Iowa 10 A PERSONAL TOUCH JANITORIAL SERVICES REFERENCE LIST Waterloo Public Library Carol Johnson 319-291-4496 John Deere Medical Group Dee Jordon Dr. Holster 319-291-1000 John Deere Community Credit Union Brenda Troyer 319-236-5648