HomeMy WebLinkAboutREQUEST FOR PROPOSAL April 28, 2009
CITY OF WATERLOO - REQUEST FOR PROPOSAL
JANITORIAL SERVICES
City of Waterloo, under the jurisdiction of the City Council, is seeking bids for
furnishing City of Waterloo with janitorial services for four(4) government facilities. To
be considered for this project, the bidder must be familiar with the specifications set forth
in the bid document and the bidder offers to furnish those janitorial services to the City as
required in the bid document. This entire document shall be considered as binding,part
of the contract, and must meet or exceed the specifications set forth in the Request for
Proposal. The vendor with the lowest qualifying total bid quote, which best serves the
interest of the City of Waterloo, will be awarded the project.
The term of contract and price shall be fixed for three (3) years, commencing July 1,
2009 or shortly thereafter the signing of the contract. There may be a 1 or 2 year
extension, if the City of Waterloo is satisfied with the janitorial vendor's performance at
the end of the contract period.
Louis Cutwright, 319-203-4085
Janitorial RFP
Page 2
1. TERM OF CONTRACT:
The price quoted for the three (3) year term shall be fixed. There may be an option to
extend the janitorial agreements for a one (1) or two (2)year period. This option may be
offered to the company by the City of Waterloo, if the City Council is satisfied with the
janitorial vendor's performance during the initial contract period.
2. DEFINITIONS:
Owner = City of Waterloo, City Council
Project Manager = Maintenance Administrator,
Louis Cutwright, Jr.
City = City of Waterloo
Bidder = Vendor, Company
Maintenance Dept. = Building Maintenance Department
3. BUILDING INFORMATION:
The four(4) city buildings have about 72,000 square feet.
City Hall Approx. 44,000 sq. ft.
715 Mulberry Street
175 employees, clients, public doing business
Carnegie Annex Approx.. 9,500 sq. ft.
620 Mulberry Street
25 employees
Waterloo Police Training Center Approx. 8,000 sq. ft.
348 N Elk Run Road
Training Center(Weekly Cleaning)
Memorial Hall Approx. 10,500 sq. ft.
104 W 5th Street
Event Center (Monthly Cleaning)
Janitorial RFP
Page 2
4. IMPORTANT DATES:
PRE-BID MEETING: City Hall, City of Waterloo
(Mandatory) 715 Mulberry Street, 1st Floor CR
THURSDAY,MAY 07, 2009
at 1:00 pm.
BID SUBMITTAL DEADLINE: TUESDAY MAY 26, 2009
on or before 3:00 p.m.
SUBMIT BID (& bid bond) TO: City of Waterloo, City Hall
City Clerk's Office 1st Floor
715 Mulberry Street, Waterloo IA 50703
All bids shall have prices clearly printed on the attached"FORM OF PROPOSAL".
All bids are to be submitted in a sealed envelope clearly marked as follows: "BID
PROPOSAL FOR JANITORIAL SERVICES—CITY OF WATERLOO, IOWA"
All bids shall be accompanied with a bid security of 5% of the bid price for one year. Bid
security shall be submitted with the bid proposal in a sealed envelope clearly marked as
"BID SECURITY FOR JANITORIAL SERVICES". The name of the business
submitting the bid must also be clearly marked on both envelopes. Any bid submitted
after the specified date and/or 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 the City at the above location and time. Any bid submitted
after the specified date and time shall be rejected.
NO FAXED BIDS WILL BE ACCEPTED UNDER ANY CIRCUMSTANCES.
HEARING/BID OPENING: TUESDAY MAY 26TH, 2009
at approx. 5:30 PM
Before the City Council
City Hall Council Chambers
715 Mulberry Street, Waterloo IA 50703
AWARD OF CONTRACT: Monday June 1ST, 2009
5. CONTRACT/PROJECT TO COMMENCE:
Cleaning contract shall commence on or after July 1st, 2009 & signing of the contract.
Two (2) original signed contracts to be furnished by the successful bidder to be approved
by City Council and signed by the Mayor.
Janitorial RFP
Page 3.
By virtue of statutory authority,the company shall give preference to Iowa Domestic
Labor, products and provisions grown, and coal produced within the State of Iowa
according to the provisions of the Code of Iowa as amended.
6. BID REJECTION/ACCEPTANCE:
The City reserves the right to reject any and all bids, waive informalities in bidding, or to
accept the bid which best serves the interests of the City.
7. BID WITHDRAWAL:
All bid prices, upon submission by bidder, are recognized by the City and bidder to be
irrevocable for a minimum of thirty(30) calendar days after the scheduled opening of the
bids without the consent of the City.
8. BID SECURITY:
Each bidder shall accompany the bid with a bid security by a bid bond, cash deposit,
Cashier's Check or a Certified Check on a solvent bank chartered under the laws of the
United States and in accordance with the requirements of Section 384.97 of the Iowa
Code as amended, in the amount of not less than 5% of the total first year of the proposed
project. Bid security shall be made payable to the City of Waterloo. Bid security shall be
submitted in a separate sealed envelope and be affixed to the bid. The envelope shall
have the company name and address clearly stated along with being labeled as "Bid
Security".
Bid security shall be returned to bidders who were not awarded the contract, upon signing
of the Contract.
9. PERFORMANCE BOND:
Upon signing the Contract, a Performance Bond in the amount equal to the 1st year of the
three year contract shall be required and submitted before work commences. The
Performance Bond shall be in effect until the end of the 1st year of the contract and the
contract has been satisfied and accepted by the Maintenance Administrator and City
Council.
10. TAXES & LATE FEES:
The City is a governmental agency and does NOT pay taxes or late fees.
Janitorial RFP
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11. TERMS OF PAYMENT:
The company shall submit a monthly invoice request for payment. The City shall
endeavor to make payment in a reasonable time frame and manner.
12. START UP:
The contractor shall strip all had-surface floors, including stairwells, and reseal with
appropriate sealers and waxes. The contractor shall deep clean all carpets. This work is
to be coordinated with the Maintenance Administrator and shall occur in the first ninety
(90) days of the contract start date.
13. TERMINATION OF SERVICES:
Either party may terminate this agreement with a written thirty (30) day notice to the
other party.
14. INTERPRETATION OF THE CONTRACT DOCUMENTS:
Bidders are hereby given notice to check carefully the accuracy and arithmetic of their
bids before submission of said bid. Plea of errors in bid may never the less result in
acceptance or rejection of that bid and award to the next low bidder.
The vendor shall verify all sizes, locations and existing conditions prior to bidding. If
any discrepancy is noted by the vendor, the Maintenance Administrator shall be notified
immediately.
In the event that any questions shall arise after the letting of the contract respecting the
true meaning of the specifications, the matter shall be referred to the Maintenance
Administrator, whose decision shall be final as to all parties to the contract. No
advantage shall be taken of any manifest clerical errors or omissions or questions the
vendor may have which could affect the bid before submitting the bid.
15. INSURANCE & LEGAL REQUIREMENTS:
15.1 The company shall maintain adequate liability insurance in form(s) and amount(s)
sufficient to protect the City of Waterloo, its agencies, its employees, its clients
and the general public against loss, damage and/or expense related to performance
under the janitorial agreement.
15.2 The company shall provide a Certificate of Liability insurance naming City
of Waterloo as additional insured and said insurance certifications must be
provided to the City of Waterloo before or upon award and signing of the
contract.
Janitorial RFP
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15.3 In the event the insurance coverage is canceled or modified in any way, the City
of Waterloo must be notified immediately. If at any time during the contract
period the company fails to maintain the minimum insurance coverage, the
contract may be canceled at the City's option.
15.4 Minimum insurance requirements are as follows:
1) Comprehensive General Liability $2,000,000
2) Comprehensive Automobile Liability $1,000,000
3) Workers Compensations State Statutory
15.5 Hold Harmless—Our business partners shall defend, indemnify and hold harmless
the City of Waterloo, its officers, employees, agents, and/or representatives from
and against any and all liability, loss, expense (including reasonable attorney's
fees), or claims for injury or damages arising out of the performance of the
relationship but only in proportion to and to the extent such liability, loss,
expense, attorneys' fees, or claims for injury or damages are caused by or result
from the negligent or intentional acts or omissions of the business partner, its
officers, agents or employees.
16. GENERAL REQUIREMENTS:
16.1 The major cleaning shall be done after hours. The contractor's supervisory
personnel must be present at all times (during the night shift)while service is
being performed. All of the company's personnel must be identifiable by means
of not less than a name badge with the company's identification and the employee
name on the badge.
16.2 The contractor will provide the Maintenance A. with a criminal background check
form on each employee having access to County facilities. The information
needed would include correct name, date of birth and social security number.
The Black Hawk County Sheriff's Department will conduct a criminal
background check to verify this information and the City will have the option
of denying access at its discretion to persons it feels has had significant offenses.
16.3 The contractor's personnel shall also sign a"Confidentiality Agreement"which
essentially states that any information the cleaning staff may inadvertently read in
the process of performing their duties, shall remain strictly confidential.
Unauthorized use or disclosure of confidential information, including but not
limited to protected health information will result in disciplinary action up to and
including recommendation for termination and possible imposition of fines
pursuant to applicable local, state and federal laws.
Janitorial RFP
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16.4 Bidders are hereby given notice to check carefully the accuracy and arithmetic of
their bids before submission of said bid. Plea of errors in bid may never the less
result in acceptance or rejection of that bid and award to the next low bidder. The
company shall verify all locations, measurements and existing conditions prior to
bidding. If any discrepancy is noted by the company, the Maint. Admin. shall be
notified immediately. In the event that any questions shall arise after the letting of
the contract respecting the true meaning of the specifications, the matter shall be
referred to the Maint. Admin., whose decision shall be conclusive.
16.5 The contractor's staff will work primarily week nights beginning at or after 5:00
p.m. and end at such time as is agreeable with both the company and the
Superintendent. Weekend work will be permissible with advanced notice for
special projects such as window washing, floor stripping and waxing, etc.
16.6 The contractor shall supply all paper towels, toilet tissue, hand soap, can liners,
cleaning supplies and equipment to properly maintain the buildings cleanliness.
16.7 The City shall provide adequate storage rooms for the company's use.
16.8 The company shall inform the Maintenance Dept. if it observes various
maintenance related problems such as burned out lights,plugged drains, water
pipe leaks, etc.
16.9 The City's supplies and equipment shall be kept separate from the contractor's
supplies and equipment.
16.10 All cleaning equipment, particularly for hard floors and carpet, shall be
industrial professional grade and kept in good working order. Repair
and/or replacement of equipment and supplies shall be the sole
responsibility of the contractor.
16.11 All equipment must meet the approval of the Maintenance Administrator.
16.12 A list of all cleaning supplies, paper goods, can liners, hand soap,
disinfectants, etc., used by the contractor in the performance of this
contract must be submitted to the Maintenance A. for approval prior to
contract start-up date and be agreeable to what the Administrator deems
of equal or better value in quality, performance, consistency, or any other
factors affecting the appearance or performance of the said products, such
as size and thickness of can liners and compatibility of hand soap with
City soap dispensers. This list shall include product name and supplier
name.
Janitorial RFP
Page 8.
16.13 The contractor shall provide a"Material Data Safety Sheet" for every
chemical to be used by the contractor.
16.14 The City will provide the contractor with access and keys to the facilities for
which services are to be provided. It is the responsibility of the contractor
to see that keys are NOT misplaced, lost, stolen, or copied.
Page 5.
a) The use of the keys by any employee of the contractor at an unauthorized time
or for an unauthorized reason may be reason for termination of the employee
and/or contract.
b) In the event that a key(s)provided to the contractor or its employee is lost,
misplaced or stolen, the contractor will be responsible for notifying the
Administrator or his designated representative and contractor shall pay for
replacement cost of the key(s) and/or if necessary, of changing the lock(s).
16.15 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 or may not constitute satisfactory
performance under the contract
16.16 Contractor shall be 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.
16.17 It will be the responsibility of the Administrator to set up what is deemed
satisfactory performance of the contractor and will be based primarily on
the continuous acceptable appearance of the facilities rather than the
performance of a specific duty at a specific time for a specific number of
times.
16.17 All facilities 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. Supplies and equipment shall be put away in a neat and
orderly fashion, at the end of the work shift.
Janitorial RFP
Page 9.
16.18 The contractor's management personnel shall make regular and frequent
inspections to assure that work is being performed in accordance with these
specifications. The management personnel shall report to the Administrator on a
regular pre-agreed upon schedule.
16.19 The contractor will be responsible for the repair or replacement of any damaged
equipment or damages to the buildings that may occur during the course of
carrying out the prescribed duties. If damages cannot be repaired by the
contractor, it shall be reported to the Maintenance Dept. and the cost of said repair
shall be deducted from that facility's monthly invoice.
16.20 This RFP shall be considered as part of the contract.
16.21 The monthly charge includes the services outlined in the RFP. Any work not
mentioned can be negotiated and performed. These services shall be performed
five (5) days per week on Monday through Friday, unless severe weather would
prevent such scheduling and may make it necessary to come in on a Saturday,
with prior approval of the Administrator.
16.22 No services will be required on holidays.
16.23 One (1) additional day may be charged each Leap Year.
16.24 The contractor should direct any questions, concerns or complaints to the
Administrator, Louis Cutwright, or his designated representative at
319-230-4085.
17. SCOPE OF WORK:
Janitorial service procedures shall be basically the same for all facilities listed in this
document. But no two buildings are exactly the same; the variables such as one building
may have mostly hard floors and other buildings may have mostly carpet, must be
considered. Thus, time, materials and equipment may vary. It is the responsibility of the
contractor to adjust staffing and cleaning procedures to the specific buildings.
17.1 DAILY Routine Cleaning Services (Monday—Friday; no Sundays or Holidays)
1) Empty all trash containers. All trash containers are to be lined with plastic
liners. Replace liners as needed when soiled or torn. Remove all bagged
trash to dumpster provided by the County.
2) Empty all recyclable papers into clear plastic can liners. Replace liners as
needed. Remove all recycle type trash to dumpster marked"Recycle".
Janitorial RFP
Page 10.
3) Empty and clean all outdoor trash cans by entrance doors.
4) Check all office furniture, fixtures, partition top caps, windowsills, and all
other horizontal surfaces for dust and obvious spills and debris. Develop
schedule to thoroughly dust at least 20% 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, and moldings.
Note: Personal work space, stations, cubicles, desks, computers, file
cabinets, etc. are the responsibility of the employee working there.
THESE WORK AREAS ARE TO BE CONSIDERED CONFIDENTIAL
AND ARE STRICTLY OFF LIMITS to cleaning staff. Nothing is to be
read or touched on, under or around these immediate work areas. If the
boundaries are unclear in any area, it is the responsibility of the contractor
to ask the Superintendent to clarify.
5) Wash, sanitize, and polish all drinking fountains.
6) Spot clean entrance glass and interior office partition glass.
7) Vacuum all carpeted entryways, traffic lanes, and visible debris
throughout facility. Develop schedule to vacuum at least 20% of total
carpeted area throughout facility each day. This means wall-to-wall, edge-
to-edge, under and around all furnishings.
8) Clean minor soiled spots on carpet.
9) Sweep and dust mop all hard surface floors and stairways. Wet mop with
germicidal solution.
10) Kitchenettes: Clean sink, counters, wipe refrigerator& microwave.
(Does NOT include washing dishes.)
11) Restrooms:
a. Empty trash receptacles; replace liners; wash weekly with
germicidal cleaner.
b. Sweep and wet mop floors with germicidal cleaner.
c. Wash all basins, bowls and other fixtures with germicidal cleaner.
Janitorial RFP
Page 11.
d. Wash both sides of toilet seats with germicidal cleaner. Leave in
"UP" position; put in deodorant blocks as needed.
e. Wash urinals with germicidal solution; put in urinal screens and
deodorant blocks as needed.
f. Wash and polish all mirrors, powder shelves, bright work, etc.
g. Spot clean walls and partitions.
h. Fill towel, tissue, and soap dispensers.
17.2 WEEKLY Services
1) Scrub & refinish or apply restoration and hi-speed buff resilient floors to
maintain high gloss finish.
2) Elevators: Vacuum thresholds, dust door jambs, wash interior and
exterior of elevator with a germicidal cleaner.
3) Wash interior and exterior of entry doors, wash door handles, panic bars,
and push plates with a germicidal cleaner.
4) Clean glass in doors and office entrances.
5) Maintain janitor rooms, mop sinks, and keep storage rooms in a clean and
orderly fashion.
17.3 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.
17.4 QUARTERLY Services
1) Polish wood paneling.
Janitorial RFP
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2) Scrub &refinish stairways.
3) Completely wash restroom walls and partitions with germicidal cleaner.
4) Wash all waste baskets.
17.5 SEMI-ANNUAL Services
1) Bonnet clean or hot water extract and deodorize all carpeted areas.
2) Dust/vacuum all window blinds.
3) Clean ALL facility windows, inside and outside.
17.6 ANNUAL Services
Page 7
1) Strip &refinish all hard surface floors.
2) Deep clean all ceramic tile floors in restrooms,reseal grout, where
applicable..
18. REFERENCES:
The bidder must provide along-with the proposal the names of two (2) or more
references - installations of comparable size in which the company currently provides
janitorial services. Bidder must list names of firms, addresses, phone numbers and name
of contact persons.
Janitorial RFP