Bellevue, WA - Request for proposals for janitorial services ...

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Bellevue, WA - Request for proposals for janitorial services ...

  1. 1. Request For Proposal 04-05 Janitorial Services for Fire Headquarters and Public Safety Training Center CITY OF BELLEVUE REQUEST FOR PROPOSAL RFP # 04-05 Janitorial Services for Fire Headquarters & Public Safety Training Center Issue Date: May 4, 2004 Due Date: 4:00 p.m. Pacific Daylight Savings time, May 20, 2004 Page 1 of 37
  2. 2. Request For Proposal 04-05 Janitorial Services for Fire Headquarters and Public Safety Training Center REQUEST FOR PROPOSAL Notice is hereby given that proposals will be received by the City of Bellevue, Washington for: RFP # 04-05 Janitorial Services for Fire Headquarters and Public Safety Training Center by filing with Contracting Services of the Finance Department, 11511 Main Street, Fifth Floor, Bellevue, Washington, 98004 until: Date: May 20, 2004 Time: 4:00 P.M. Proposals submitted after the due date will not be considered. Vendors accept all risks of late delivery of mailed proposals regardless of fault. A mandatory pre-proposal meeting will be held on May 13th at 10:00am at the Bellevue Fire Department Headquarters [766 Bellevue Way SE, Bellevue WA 98004]. This pre-proposal meeting may include a field visit to applicable sites. Failure to attend by a potential vendor shall result in disqualification from the proposal process. A detailed Request for Proposal (RFP) information including general information, general terms and conditions, requested services, proposal requirements and evaluation process is available from the Contracting Services office [11511 Main Street, 5th Flr, Bellevue, WA 98005] or by calling (425) 452-7876. The RFP is also available on the City’s website at www.cityofbellevue.org, under “Doing Business” and “Bid Information”. The City of Bellevue reserves the right to reject any and all submittals and to waive irregularities and informalities in the submittal and evaluation process. This RFP does not obligate the City to pay any costs incurred by respondents in the preparation and submission of a proposal. Furthermore, the RFP does not obligate the City to accept or contract for any expressed or implied services. The successful vendor must comply with the City of Bellevue equal opportunity requirements. The City is committed to a program of equal employment opportunity regardless of race, color, creed, sex, age, nationality or disability. Dated this 29th day of April, 2004 u Jamie Robinson Contracting Services Supervisor Published: King County Journal, May 4th and 11th , 2004 Page 2 of 37
  3. 3. Request For Proposal 04-05 Janitorial Services for Fire Headquarters and Public Safety Training Center TABLE OF CONTENTS Page 5 Section 1. General Information ................................................................................................. 5 1.01 Introduction ................................................................................................................ 5 1.02 Purpose of RFP ......................................................................................................... 5 1.03 Background................................................................................................................ 5 1.04 Definitions .................................................................................................................. 5 1.05 RFP Coordinator/Communications ............................................................................ 5 1.06 Mandatory Pre-Proposal Meeting .............................................................................. 6 1.07 Preliminary Schedule................................................................................................. 6 1.08 Response Format ...................................................................................................... 6 1.09 Completeness of Proposal......................................................................................... 6 1.10 Proposal Response Date and Location ..................................................................... 6 1.11 Required Number of Proposals ................................................................................. 6 1.12 Vendor’s Cost to Develop Proposals ......................................................................... 6 Section 2. Terms and Conditions.............................................................................................. 7 2.01 Questions Regarding the RFP................................................................................... 7 2.02 RFP Amendments ..................................................................................................... 7 2.03 Withdrawal of Proposal.............................................................................................. 7 2.04 Rejection of Proposals............................................................................................... 7 2.05 Proposal Modification and Clarifications.................................................................... 7 2.06 Proposal Validity Period............................................................................................. 7 2.07 Proposal Signatures .................................................................................................. 7 2.08 Prevailing Wage......................................................................................................... 7 2.09 Public Records........................................................................................................... 8 2.10 Business Registration and Taxation .......................................................................... 8 2.11 Non Endorsement...................................................................................................... 8 2.12 Non Collusion Certificate ........................................................................................... 8 2.13 Insurance Requirements............................................................................................ 8 2.14 Asbestos or Hazardous Materials Abatement Work .................................................. 8 2.15 Equal Opportunity Requirements............................................................................... 8 2.16 Other Compliance Requirements .............................................................................. 8 2.17 Ownerships of Documents......................................................................................... 8 2.18 Confidentiality of Information ..................................................................................... 8 2.19 Hold Harmless ........................................................................................................... 8 Section 3. Requested Services............................................................................................... 10 3.01 Duration of Services ................................................................................................ 10 3.02 Vendor Information .................................................................................................. 10 3.03 Performance Expectations....................................................................................... 10 3.04 Detailed Cost Estimates .......................................................................................... 10 3.05 Scope of Services.................................................................................................... 10 Section 4. Proposal Evaluation ............................................................................................... 13 4.01 Evaluation Procedures ............................................................................................ 13 4.02 Scoring and Evaluation Factors............................................................................... 13 4.03 Vendor Presentation, Committee Interviews, and/or Additional Information or Reviews.............................................................................................................. 13 Page 3 of 37
  4. 4. Request For Proposal 04-05 Janitorial Services for Fire Headquarters and Public Safety Training Center 4.04 Final Selection ......................................................................................................... 13 5.05 Contract Award and Execution ................................................................................ 13 Form 1 – Proposal Form ......................................................................................................... 15 Form 2 – Company Information............................................................................................... 16 Form 3 – Client References .................................................................................................... 17 Form 4A – Maintenance Schedule.......................................................................................... 18 Form 4B – Maintenance Schedule.......................................................................................... 22 Form 4C – Maintenance Schedule.......................................................................................... 26 Form 4D – Maintenance Schedule Cost Summary ................................................................. 27 Attachment "A" NONCOLLUSION CERTIFICATE ............................................................... 28 Attachment "B" INSURANCE REQUIREMENT .................................................................... 29 Attachment "C" EQUAL OPPORTUNITY REQUIREMENTS................................................ 31 Affidavit of Equal Opportunity Compliance .............................................................................. 33 Attachment “D” Sample Maintenance Services Contract ..................................................... 34 Page 4 of 37
  5. 5. Request For Proposal 04-05 Janitorial Services for Fire Headquarters and Public Safety Training Center Section 1. General Information 1.01 Introduction Bellevue is located three miles east of Seattle, between Lake Washington and Lake Sammamish, and about ten miles west of the foothills of the Cascade Mountain. The city’s resident population of 117,000 and daily workforce of about 121,000 make it Washington’s fifth-largest city. Bellevue is a prosperous, increasingly diverse city that has evolved from a “bedroom community” into the economic and cultural hub of the Seattle area’s Eastside. The city has developed its downtown core into a major business and retail center while maintaining the safe, comfortable family neighborhoods for which it has long been popular. 1.02 Purpose of RFP To obtain bids for janitorial maintenance services for Fire Department Headquarters and Public Safety Training Center facilities. 1.03 Background The Bellevue Fire Department is responsible for maintaining all fire facilities, including the administrative offices, classrooms, common areas, restrooms, etc. Fire Department seek to contract with a vendor to provide to routine janitorial service for Fire Headquarters and the Public Safety Training Center facilities. 1.04 Definitions City The City of Bellevue, Washington, and its departments. Selection Committee The RFP Selection Committee is comprised of the RFP coordinator and other City staff. Contract The agreement to be entered into for services between the City and the Vendor who submits the proposal accepted by the City. RFP Request for Proposal Vendor The person or firm submitting the proposal and/or the person or firm awarded the contract. Fire Headquarters Fire Department administrative offices located at 766 Bellevue Way S.E., Bellevue, WA. Public Safety Training Joint Fire Department and Police Department located at 1838 116th Center Avenue N.E., Bellevue, WA. 1.05 RFP Coordinator/Communications Upon release of this RFP, all Vendor communications concerning this information request should be directed in writing to the RFP Coordinator listed below. Unauthorized contact regarding this RFP with other City employees may result in disqualification. Any oral communications will be considered unofficial and non-binding on the City. Name: Stacie Martyn, Fiscal Manager Address: City of Bellevue 11511 Main Street P.O. Box 90012 Bellevue, WA 98009-9012 Telephone: (425)452-7670 E-mail: slmartyn@ci.bellevue.wa.us Page 5 of 37
  6. 6. Request For Proposal 04-05 Janitorial Services for Fire Headquarters and Public Safety Training Center 1.06 Mandatory Pre-Proposal Meeting A mandatory pre-proposal meeting will be held on May 13th at 10:00am at the Bellevue Fire Department Headquarters [766 Bellevue Way SE, Bellevue WA 98004]. This pre-proposal meeting may include a field visit to applicable sites. Failure to attend by a potential vendor shall result in disqualification from the proposal process. 1.07 Preliminary Schedule These dates are estimates and are subject to change by the City. Event Date Release RFP to Vendors May 4, 2004 Vendor Questions (if any) Due May 11, 2004 @ 2:00pm Mandatory Pre-Proposal Meeting May 13, 2004 Proposal Responses Due May 20, 2004 @ 4:00pm Proposal Evaluation Complete Week of June 3, 2004 New Contract in Place July 1, 2004 1.08 Response Format Proposals should be prepared simply, providing a straightforward, concise delineation of the approach and capabilities necessary to satisfy the requirements of the RFP. Technical literature and elaborate promotional materials, if any, must be submitted separately. Emphasis in the proposals should be on completeness, clarity of content and adherence to the presentation structure required by this RFP. Vendor proposals must be submitted in the format specified below. Please provide responses in the format of tables provided. Vendors that deviate from this format may be deemed non-responsive. 1.09 Completeness of Proposal The vendor must attach the Proposal Form (Form 1) signed by a vendor representative authorized to bind the proposing firm contractually. This statement must identify any exceptions that the vendor takes to the City’s RFP, or declare that there are no exceptions taken to the RFP. 1.10 Proposal Response Date and Location Proposals must be submitted to the City of Bellevue’s Contracting Services office no later than May 20, 2004 at 4:00pm. The Official Clock for submissions is located at the Contracting Services office (address listed below). All proposals and accompanying documentation will become the property of the City and will not be returned. Vendors accept all risks of late delivery of mailed proposal regardless of fault. The Contracting Services office may be contacted at: Office Location Mailing Address Bellevue City Hall City of Bellevue 11511 Main Street Finance Department/Contracting Services Fifth Floor P0 Box 90012 Bellevue, WA 98004 Bellevue, WA 98009-9012 Ph: (425) 452-6999 1.10 Required Number of Proposals Three copies with one original must be received by the date and time listed in Section 1.09. 1.11 Vendor’s Cost to Develop Proposals Costs for developing proposals in response to the RFP are entirely the obligation of the vendor and shall not be chargeable in any manner to the City. Page 6 of 37
  7. 7. Request For Proposal 04-05 Janitorial Services for Fire Headquarters and Public Safety Training Center Section 2. Terms and Conditions 2.01 Questions Regarding the RFP Oral interpretations of the RFP specification are not binding on the City. Request for interpretation/clarification of the RFP specification must be made in writing and submitted to the RFP Coordinator no later than 2:00 P.M., Pacific Standard Time, on May 11, 2004. 2.02 RFP Amendments The City reserves the right to request that any respondent clarify it’s proposal or to supply any additional material deemed necessary to assist in the evaluation of the proposal. The City reserves the right to change the RFP schedule or issue amendments to the RFP at any time. The City also reserves the right to cancel or reissue the RFP. All such addenda will become part of the RFP. It is the Vendor’s responsibility for checking the City’s web site for the issuance of any amendments prior to submitting a bid. 2.03 Withdrawal of Proposal Proposals may be withdrawn at any time prior to the submission time specified in Section 1.09, provided notification is received in writing. Proposals cannot be changed or withdrawn after the time designated for receipt. 2.04 Rejection of Proposals The City reserves the right to reject any or all proposals, to waive any minor informalities or irregularities contained in any proposal, and to accept any proposal deemed to be in the best interest of the City. 2.05 Proposal Modification and Clarifications Modification of a proposal already received will be considered only if the request is received prior to the submittal deadline. All modifications must be made in writing, executed and submitted in the same form and manner as the original proposal. 2.06 Proposal Validity Period Submission of a proposal will signify the vendor’s agreement that its proposal and the content thereof are valid for 180 days following the submission deadline unless otherwise agreed to in writing by both parties. The proposal will become part of the contract that is negotiated between the City and the successful vendor. 2.07 Proposal Signatures 1) An authorized representative must sign proposals, with the Vendor's address and telephone information provided. Unsigned proposals will not be considered. 2) If the proposal is made by an individual, the name, mailing address, and signature of the individual must be shown. 3) If the proposal is made by a firm or partnership, the name and mailing address of the firm or partnership and the signature of at least one of the general partners must be shown. 4) If the proposal is made by a corporation, the name and mailing address of the corporation and the signature and title of the person who signs on behalf of the corporation must be shown. 5) The City reserves the right to request documentation showing the authority of the individual signing the proposal to execute contracts on behalf of anyone, or any corporation, other than himself/herself. Refusal to provide such information upon request may cause the proposal to be rejected as non- responsive. 2.08 Prevailing Wage This Contract is subject to the requirements of Chapter 39.12 of the Revised Code of Washington (RCW), and as it may be amended, relating to prevailing wages. On Public Works projects, funded in part or whole with Federal funds, Federal wage laws and regulations shall also be applicable. NO WORKER, Page 7 of 37
  8. 8. Request For Proposal 04-05 Janitorial Services for Fire Headquarters and Public Safety Training Center LABORER OR MECHANIC EMPLOYED IN THE PERFORMANCE OF ANY PART OF THIS CONTRACT SHALL BE PAID LESS THAN THE PREVAILING RATE OF WAGE as determined by the Industrial Statistician of the Department of Labor and Industries for the State of Washington. The schedule of prevailing wage rates for the locality of where this Contract will be performed is be reference made a part of this as through fully set forth herein. Current prevailing wage data can be obtained from the Washington State Department of Labor and Industries at (509) 324-2585 or at www.lni.wa.gov. Before any payment can be made, the selected Vendor and each subcontractor shall submit a “statement of Intent to Pay Prevailing Wages” to the City, which has been approved by the State Department of Labor and Industries. The fee for the approval of “Statement of Intent to Pay Prevailing Wages” and “Affidavits of Wages Paid” is $25 for each form. The Contractor is responsible for payment of these fees and shall make all application directly to the State Department of Labor and Industries. 2.09 Public Records Under Washington state law, the documents (including but not limited to written, printed, graphic, electronic, photographic or voice mail materials and/or transcriptions, recordings or reproductions thereof) submitted in response to this request for proposals (the “documents”) become a public record upon submission to the City, subject to mandatory disclosure upon request by any person, unless the documents are exempted from public disclosure by a specific provision of law. If the City receives a request for inspection or copying of any such documents it will promptly notify the person submitting the documents to the City (by U.S. mail and by fax if the person has provided a fax number) and upon the written request of such person, received by the City within five days of the mailing of such notice, will postpone disclosure of the documents for a reasonable period of time as permitted by law to enable such person to seek a court order prohibiting or conditioning the release of the documents. The City assumes no contractual obligation to enforce any exemption. 2.10 Business Registration and Taxation The Vendor awarded the Contract will be subject to City of Bellevue Business Registration and Business Taxation as presented in the Bellevue City Code. Questions about the City’s Business and Occupation (B&O) tax should be directed to the City’s Tax office at (425) 452-6851. 2.11 Non Endorsement As a result of the selection of a Vendor to supply products and/or services to the City, Vendor agrees to make no reference to the City in any literature, promotional material, brochures, sales presentation or the like without the express written consent of the City. 2.12 Non Collusion Certificate The proposal submitted for this RFP shall include the Non-Collusion Certificate (Attachment “A”). 2.13 Insurance Requirements The City will require the selected vendor to comply with the insurance requirements as listed in Attachment “B”. Questions regarding insurance requirements can be discussed with the City's Risk Management Office, 425-452-2011. 2.14 Asbestos or Hazardous Materials Abatement Work If Asbestos abatement or hazardous materials work is performed, Vendor shall review coverage with the City's Risk Manager and provide scope and limits of coverage that are appropriate for the scope of work. No asbestos abatement work will be performed until coverage is approved by the Risk Manager. Page 8 of 37
  9. 9. Request For Proposal 04-05 Janitorial Services for Fire Headquarters and Public Safety Training Center 2.15 Equal Opportunity Requirements The City is an equal opportunity employer and requires all Vendors to comply with policies and regulations concerning equal opportunity. (Attachment “C”) The Vendor, in the performance of this Agreement, agrees not to discriminate in its employment because of the employee’s or applicant’s race, religion, national origin, ancestry, sex, age, or physical handicap. 2.15 Other Compliance Requirements In addition to nondiscrimination and affirmative action compliance requirements previously listed, the Vendor awarded a contract shall comply with federal, state and local laws, statutes, and ordinances relative to the execution of the work. This requirement includes, but is not limited to, protection of public and employee safety and health; environmental protection; waste reduction and recycling; the protection of natural resources; permits; fees; taxes; and similar subjects. 2.16 Ownerships of Documents Any reports, studies, conclusions, and summaries prepared by the Vendor shall become the property of the City. 2.17 Confidentiality of Information All information and data furnished to the Vendor by the City, and all other documents to which the Vendor’s employees have access during the term of the contract, shall be treated as confidential to the City. Any oral or written disclosure to unauthorized individuals is prohibited. 2.18 Hold Harmless The Vendor shall hold harmless, defend, and indemnify the City and the City’s officers, agents, and employees against any liability that may be imposed upon them by reason of the Vendor’s failure to provide worker’s compensation coverage or liability coverage. Page 9 of 37
  10. 10. Request For Proposal 04-05 Janitorial Services for Fire Headquarters and Public Safety Training Center Section 3. Requested Services 3.01 Duration of Services The City anticipates the service period to be from July 1, 2004 through December 31, 2005. 3.02 Vendor Information The forms referenced below must be submitted with vendor proposal. Those areas that do not apply to your proposal, please mark with an N/A, do not leave any space blank. Company Information – Complete table in Form 2 Client References - Complete table in Form 3 3.03 Performance Expectations If the Vendor has had a contract terminated for default during the past five (5) years, all such incidents must be described. “Termination for default” is defined as notice to stop performance due to the Vendor’s non-performance or poor performance, and the issue was either (a) not litigated; or (b) litigated and such litigation determined the Vendor to be in default. Submit full details of all terminations for default experienced by the Vendor during the past five (5) years, including the other party’s name, address and telephone number. Present the Vendor’s position on the matter. The City will evaluate the facts and may, at its sole discretion, reject the Vendor’s proposal if the facts discovered indicate that completion of a contract resulting from this RFP may be jeopardized by selection of the Vendor. If the Vendor has experienced no such termination for default in the past five (5) years, so declare. If the Vendor has had a contract terminated for convenience, non-performance, non-allocation of funds or any other reason, which termination occurred before completion of the contract, during the past five (5) years, describe fully all such terminations, including the name, address and telephone number of the other contracting party. 3.04 Detailed Cost Estimates Provide an estimate of the direct and indirect costs to complete all tasks identified in Section 3.05 - Scope of Services. A detailed cost breakdown shall be provided in Form(s) 4 - Maintenance Schedule and should identify: 1. The total estimated monthly maintenance and operations charges per service period for each section outlined in Forms 4 A, B, C . Monthly charges include all charges for tasks performed two times per week, three times per week, weekly and monthly. 2. The total estimated quarterly maintenance and operations charges per service period for each section outlined in Forms 4 A, B, C. 3. The total estimated maintenance and operations charges per service period for twice yearly services for each section outlined in Forms 4 A, B, C. 4. Complete Form 4 D to calculate total contract cost. The Vendor awarded the contract will be subject to City of Bellevue business registration and business taxation as provide in Chapters 4.20 and 4.08 of the Bellevue City Code (for details call the City Tax office at 425-452-6851. 3.05 Scope of Services A. Responsibilities: Page 10 of 37
  11. 11. Request For Proposal 04-05 Janitorial Services for Fire Headquarters and Public Safety Training Center 1. Vendor shall furnish all labor, supervision, and transportation to perform Janitorial Services as specifically outlined in Section 3.05 – Scope of Services. 2. All work shall be performed under the supervision of a qualified janitorial maintenance supervisor. 3. The Vendor shall ensure that employees comply with all City of Bellevue and Washington State Industrial regulations and practices. 4. The Vendor’s personnel shall conduct themselves on site in a workmanlike manner at all times. Personnel shall be courteous, neat in appearance, and wear visible vendor identification. 5. The Contract Administrator or appointed representative shall inspect work performed by the Vendor on a regular basis. In the event of work performance deficiencies, the contract Administrator shall notify the Vendor. Notification may be verbal or written. The City may choose to: A. Require the Vendor to rectify the deficiency within 24 hours and/or, B. Collect liquidated damages as described in Section 5.2 of the contract. 6. The Vendor shall establish a weekly work schedule as set forth in Form 4 - Maintenance Schedule. In no case shall work be performed before or after the schedule times without approval of the Contract Administrator. 7. The Contract Administrator shall provide a building schedule which will include the dates, days, and times each facility shall be available for servicing. In the event this schedule is changed or modified, the City shall provide adequate notification to the Vendor. 8. The Vendor shall provide a list of employees to the Contract Administrator. Each employee must have visible identification listing employee’s name and identifying the Vendor. 9. The Vendor or his/her employees shall not remove or consume a property belonging to the City or City employees. This policy includes any articles that may be deposited for disposal in trash receptacles. 10. Maintenance, cleaning or paper supplies belonging to the City shall not be transferred from one job site to another by the Vendor without permission of the Contract Administrator. 11. The Vendor and his/her employees may not use City property, including telephones, for personal use unless given permission by an authorized City representative. 12. Smoking shall not be permitted in any City building. 13. The Vendor and his/her employees shall ensure that all doors, windows, and gates giving access to City buildings are secured. All lights, except night-lights, shall be turned off before leaving premises. Failure to properly secure City buildings may result in a reduction of payment and/or collection of damages as stipulated in Section 4-E of the Contract. Page 11 of 37
  12. 12. Request For Proposal 04-05 Janitorial Services for Fire Headquarters and Public Safety Training Center 14. The Vendor shall be issued necessary building key set(s). In no case shall the Vendor make duplicates of any City buildings are secured. All lights, except night-lights, shall be turned off before leaving premises. Failure to properly secure City buildings may result in a reduction of payment and/or collection of damages as stipulated in completed Contract. 15. The Vendor shall report any damage or potential hazard involving facility property immediately to the Contract Administrator during normal business hours 8:00 AM to 5:00 PM. After normal business hours, reports shall be directed to the Police Department, telephone (425) 452-6917. 16. Hazardous conditions shall be immediately remedied or secured to prevent further damage and/or protect facility visitors from injury. It is the Vendor’s responsibility to provide close supervision of maintenance operations and management of the site. 17. Incidents, altercations or accidents involving facility visitors, Vendor’s employees, or City employees shall be reported to the Contract Administrator in a timely manner. The Contract Administrator, at his/her discretion, may require a written report from the Vendor describing the incident or accident. B. Equipment and Supplies: 1. The Vendor shall maintain an inventory by facility of marked equipment supplied for use in City buildings. 2. The Vendor shall notify the Contract Administrator, by the next working day, in the event of any equipment failure or unsafe working condition. 3. The Vendor shall order supplies, if necessary, in writing from the Contract Administrator the last week of each month. 4. The City will provide all restroom paper goods, including hand towels, toilet tissue, and garbage liners, as well as hand soap and all fresheners. The Vendor is responsible for inspection of each facility to ensure that the proper supplies are available. 5. The Vendor shall supply all cleaning supplies and chemicals for servicing of the facilities. 6. The Vendor shall supply all necessary data and meet requirements to comply with State Chemical Hazard Right to Know Act. C. Scope of Services 1. Provide Janitorial Services, as requested in Form 4A– Maintenance Schedule, for the Fire Department Headquarters at 766 Bellevue Way SE, Bellevue, WA 98004. Approximate area is 4,800 square feet. 2. Provide Janitorial Services, as requested in Form 4B– Maintenance Schedule, for the Public Safety Training Center located at 1838 116th Ave NE Bellevue, WA 98004. Approximate area is 7,100 square feet. 3. Provide Janitorial Services, as requested in Form 4C– Maintenance Schedule, for the Public Safety Training Center – Canine Room located at 1838 116th Ave NE Bellevue, WA 98004. Page 12 of 37
  13. 13. Request For Proposal 04-05 Janitorial Services for Fire Headquarters and Public Safety Training Center Section 4. Proposal Evaluation 4.01 Evaluation Procedures Proposals will be evaluated by the Selection Committee. The Selection Committee will consider the completeness of a vendor’s proposal and how well the proposal meets the needs of the City. In evaluating the proposals, the City will be using a criteria evaluation process. Evaluations will be based on criteria as outlined in Section 4.02. All proposals will be evaluated using the same criteria and possible points. 4.02 Scoring and Evaluation Factors The evaluation factors reflect a wide range of considerations. While cost is important, other factors are also significant. Consequently, the City may select other than the lowest cost proposal. The objective is to choose the vendor capable of providing quality services that will help the City achieve the goals and objectives of the requested services within a reasonable budget. Evaluations will be based on criteria as below. All proposals will be evaluated using the same criteria and possible points. Evaluation Criteria Proposal Section Weight Price Section 4, Form 4 60 Comparable sized facilities serviced Section 4, Form 3 15 Reference checks Section 4, Form 3 25 Total Possible Score 100 4.03 Vendor Presentation, Committee Interview and/or Additional Information or Reviews After the proposals are evaluated, the Selection Committee will determine whether formal presentations and interviews are necessary, and if so, which vendors may be invited to make a formal presentation and/or sit for a panel interview with the Selection Committee. The City may choose not to require formal presentations or interviews. The City may choose to contact officials from other jurisdictions regarding the vendor, their prior work experience and their ability to successfully complete the scope of services. The City may request clarification or additional information from a specific vendor in order to assist in the City's evaluation of a proposal. Finally, the City may require changes in the scope of services as deemed necessary by the City, before execution of the Contract 4.04 Final Selection The Selection Committee will formulate their recommendation for award of the Contract. The recommendation will be forwarded to the City Manager and/or City Council for formal acceptance. 4.05 Contract Award and Execution The City reserves the right to make an award without further discussion of the proposal submitted. Therefore, the proposal should be initially submitted on the most favorable terms the vendor can offer. The City shall not be bound or in any way obligated until both parties have executed a vendor contract. The general conditions and specification of the RFP and the successful Vendor’s response, as amended by Contract between the City and the successful Vendor, including e-mail or written correspondence relative to the RFP, will become part of the Contract documents. Additionally, the City will verify vendor representations that appear in the proposal. Failure of a vendor to perform services as represented may result in elimination of the vendor from further competition or in Contract cancellation or termination. Page 13 of 37
  14. 14. Request For Proposal 04-05 Janitorial Services for Fire Headquarters and Public Safety Training Center The vendor selected as the apparently successful Vendor will be expected to enter into a contract with the City. A sample City contract is provided in Attachment “D”. Please review prior to submitting a proposal. These documents are for information purposes only and are not part of the submittal requirements. The foregoing should not be interpreted to prohibit either party from proposing additional contract terms and conditions during negotiations of the final contract. If the selected Vendor fails to sign the Contract within five (5) business days of delivery of the final Contract, the City may elect to cancel the award and award the Contract to the next-highest ranked vendor. All parties may incur no cost chargeable to the proposed contract before the date of execution of the Contract. Page 14 of 37
  15. 15. Request For Proposal 04-05 Janitorial Services for Fire Headquarters and Public Safety Training Center Form #1 Proposal Form To : City of Bellevue From: Vendor Name Vendor Address City, State, Postal Code Telephone Number 1. Response: In response to the City’s Request for Proposal, we offer the following proposal: 2. Exceptions: Except as noted below, the undersigned hereby agrees to comply with all the terms & conditions put forth in the City’s Request for Proposal. Signed: Dated: Title: Page 15 of 37
  16. 16. Request For Proposal 04-05 Janitorial Services for Fire Headquarters and Public Safety Training Center Form #2 Company Information Company Name: ______________________________________________________________ Home Office Address: _________________________________________________________ Washington Business Address:___________________________________________________ Website Address: ______________________________________________________________ Name, Title, Address, Telephone Number, FAX Number and Email Address of the person to be contacted concerning the proposal: ______________________________________________________________ ______________________________________________________________ ______________________________________________________________ If Applicable, Name of the Parent Company: ______________________________________________________________ Home Office Address, Telephone Number and Website Address of the Parent Company: ______________________________________________________________ ______________________________________________________________ ______________________________________________________________ Describe the parent company's relationship with the vendor: If applicable, does the person signing the proposal have the authority to sign on behalf of the vendor? _____Yes _____No Names of companies that will share significant and substantive responsibilities with the vendor in performing the scope of services under the Contract: Attach to this form, and label appropriately, documentation showing that the vendor is duly organized and validly existing as a corporation or partnership in good standing, and licensed to do business in the City. If the vendor is not licensed to do business in the City, then the vendor must provide a sworn statement that it will take all necessary actions to become so licensed if selected as the selected Vendor. Page 16 of 37
  17. 17. Request For Proposal 04-05 Janitorial Services for Fire Headquarters and Public Safety Training Center Form #3 Client Reference Client References #1 Reference Name Contact Name Title Phone Number Scope of Services Provided Client References #2 Reference Name Contact Name Title Phone Number Scope of Services Provided Client References #3 Reference Name Contact Name Title Phone Number Scope of Services Provided Client References #4 Reference Name Contact Name Title Phone Number Scope of Services Provided Page 17 of 37
  18. 18. Request For Proposal 04-05 Janitorial Services for Fire Headquarters and Public Safety Training Center Form #4A Maintenance Schedule # Title Description Schedule Cost Estimate Fire Department Headquarters, 766 Bellevue Way SE, Bellevue, WA 98004. Approximate area is 4,800 square feet. Section 1 - Common Areas and Office Areas 1.01 Vacuum Carpet All carpet areas of lobbies, hallway 3 times per week corridors, and entrances are to be thoroughly vacuumed. Portable objects (chair, wastebaskets, etc.) are to be moved to provide for vacuuming. (not to include roll mats or objects over 50 lbs.) 1.02 Neatly Arrange Furniture All furniture and wastebaskets are to be “ placed back in their appropriate places. 1.03 Empty Trash/Replace Litter All trash receptacles shall be emptied “ completely and a clean, appropriately sized liner installed. 1.04 Sweep Tile Floors All resilient tile floors (rubber, vinyl, “ terrazzo) shall be swept with a broom or dry mopped so as to leave the floor in a dirt/dust free state. 1.05 Damp Mop Floors All resilient floor surfaces shall be damp “ mopped to remove any and all spills. Scuff marks or stains are not expected to be removed with damp mopping. 1.06 Clean Entry Glass Main lobby and partition glass, as well as “ exterior door glass to each tenant space, is to be clean and streak free. 1.07 Dust Horizontal Surfaces All benches, tables, counter-tops, “ reception desks, window ledges, picture frames and the like are to be dust free. 1.08 Wipe/Clean Drinking Stainless steel fountains are to be “ Fountains cleaned with a stainless cleaner, inside and out, as well as fixtures. Porcelain fountains are to be cleaned with a mild abrasive. Fountains are to be free of water spots, stains and smudges. 1.09 Clean Interior Glass Interior glass (door glass, wall glass, etc.) “ within the office spaces shall be cleaned and left streak-free. 1.10 Damp Wipe Phones Telephones shall be free of dirt, smudges “ and finger marks. 1.11 Spot Clean Carpet All carpet is to be kept in a stain-free Weekly condition. The Contract Administrator and the Contractor shall agree as to whether carpet shampooing/extraction supersedes spot cleaning. 1.12 Spot Clean Walls, Doors, Finger marks, furniture rubs, etc. are to “ Fixtures be removed from walls, doors, door handles, electrical switch plates and outlet covers. 1.13 Wipe/Clean Waste All wastebaskets, trash containers and ” Receptacles garbage cans shall be cleaned inside and out so as to remove stains, smudges and Page 18 of 37
  19. 19. Request For Proposal 04-05 Janitorial Services for Fire Headquarters and Public Safety Training Center dried refuse. 1.14 Clean Picture All glass picture frames are to be cleaned “ Glass/Extinguisher Cabinets with a damp lint-free rag so as not to leave water spots or streaks. Fire extinguisher cabinets shall be cleaned inside and out to remove smudges and finger marks. 1.15 Vacuum Upholstery Upholstered furniture is to be debris and Monthly lint free. 1.16 Vacuum with Edging Tool – All carpet edges and corners where floor “ All Corners and wall intersect, where floor and thresholds meet or around the base of any object permanently placed on a carpeted surface. 1.17 Buff Tile Floors Resilient floor surfaces shall be spray “ buffed or burnished so as to produce a shiny finish. 1.18 High Dust; Vents, Lights, High dusting shall be anything over 6’ “ Etc. from the floor. HVAC vents, ceiling fans, light fixtures, tops of doors and door frames included. Subtotal Form 4A – Section 1 Monthly Services 1.19 Clean Window Blinds All blinds, the horizontal and vertical shall Quarterly be dust and dirt free. If necessary, the blinds may be removed to provide for thorough cleaning. 1.20 Re-wax/Buff Tile Floors All resilient floor surfaces shall be top “ cleaned with an effective detergent cleaner, neutralized and new wax applied. Floor should then be buffed/burnished. 1.21 Clean Baseboards All baseboards shall be cleaned with an “ appropriate product so as not to discolor or scratch. 1.22 Florescent Light Fixtures All debris, dust and dirt shall be cleared “ from fluorescent light fixtures. Subtotal Form 4A – Section 1 Quarterly Services 1.23 Wash Interior Windows All interior wall windows are to be washed Twice yearly inside and out, and left in a streak/fog- free condition. 1.24 Wash Exterior Window All outside wall windows are to be “ washed, inside and out, and left in a streak/fog-free condition. 1.25 Shampoo Carpets All carpet shall be shampooed/extracted “ with an appropriate solution designed to work with each type of carpet. Care is to be taken so as not to over-saturate the carpet. Subtotal Form 4A – Section 1 Twice Yearly Services 1.26 Strip, Seal, Buff Tile FloorsAll resilient floor surfaces are to be Yearly stripped with an aggressive pad so as to remove all wax and sealer. The floors then shall be re-sealed with two coats of sealer followed by two coats of wax. All sealer and wax must be pre-approved as to type by the Contracts Administrator. The floor then shall be buffed or burnished to provide a high gloss. Subtotal Form 4A – Section 1 Yearly Services Section 2 – Kitchen Area 2.01 Empty Trash/Replace All Trash Receptacles shall be emptied 3 times per week Liner/Restock paper completely and a clean, appropriately Products sized liner installed. All paper products shall be restocked as needed. 2.02 Sweep Tile Floors All resilient tile floors (rubber, vinyl, “ terrazzo) shall be swept with a groom or Page 19 of 37
  20. 20. Request For Proposal 04-05 Janitorial Services for Fire Headquarters and Public Safety Training Center dry mopped so as to leave the floor in a dirt/dust free state. 2.03 Damp Mop Floors All resilient floor surfaces shall be damp “ mopped to remove all spills. Scuff marks or stains are not expected to be removed with damp mopping. 2.04 Wipe Counters and All drain boards, Formica counters, tables “ Appliances and appliances (refrigerator, stove, dishwasher exterior) are to be cleaned so as to remove finger marks, smudges, and left in a dust/dirt free condition. 2.05 Spot Clean Walls, Doors, All smudges, finger marks, etc. are to be “ Cabinets removed from walls, electrical switch plates, outlets, door handles, door surfaces, and cabinet doors 2.06 Wipe/Clean Waste all wastebaskets, trash containers and Weekly Receptacles garbage cans shall be cleaned inside and out so as to remove stains, smudges and dried refuse. 2.07 Buff Tile Floors Resilient floor surfaces shall be anything Monthly over 6’ from the floor. HVAC vents, ceiling fans, light fixtures, tops of doors and doorframes included. 2.08 High Dust; Vents, Lights, High dusting shall be anything over 6’ “ Etc. from the floor. HVAC vents, ceiling fans, light fixtures, tops of doors and door frames included. Subtotal Form 4A – Section 2 Monthly Services 2.09 Re-Wax/Buff Tile Floors All resilient floor surfaces shall be top Quarterly cleaned with an effective detergent cleaner,neutralized and new wax applied. Floor should then be buffed/burnished. 2.10 Clean Baseboards All baseboards shall be cleaned with an “ appropriate product so as not to discolor or scratch. 2.11 Florescent Light Fixtures All debris, dust, and dirt shall be cleared “ from fluorescent light fixtures. Subtotal Form 4A – Section 2 Quarterly Services 2.12 Strip, Seal, Buff Tile FloorsAll resilient floor surfaces are to be Yearly stripped with an aggressive pad so as to remove all wax and sealer. The floors then shall be re-sealed with two coats of sealer followed by two coats of wax. All sealer and wax must be pre-approved as to type by the Contracts Administrator. The floor then shall be burnished to provide a high gloss. Subtotal Form 4A – Section 2 Yearly Services Section 3 – Restrooms 3.01 Empty Trash/Replace Liner All trash receptacles shall be emptied 3 times per week completely and a clean, appropriately sized liner installed. 3.02 Clean/Disinfect All Sinks, All porcelain and stainless steel wash “ Toilets, Urinals basins, toilets and urinals as well as shower stalls are to be cleaned and sanitized with a disinfectant. 3.03 Restock Paper/Soap Paper towels and tissue dispensers are to “ be checked and filled whenever the product remaining is 30% or less. In restrooms of high usage, new rolls of tissue will be installed and the 30% or partial roll shall be placed on the dispenser. Soap is to be checked and filled or cartridge replaced when less than 1/3 of the product remains. Page 20 of 37
  21. 21. Request For Proposal 04-05 Janitorial Services for Fire Headquarters and Public Safety Training Center 3.04 Clean Mirrors Mirrors shall be kept clean, fog and streak “ free. 3.05 Clean Fixtures All sinks shall be cleaned and free of rust “ deposits, stains, soap scum, etc. Toilets and urinals shall be cleaned and sanitized so as to remove any deposits, stains or odors. Where bowl blocks are used, the blocks will be removed prior to cleaning and new blocks installed when applicable. 3.06 Spot Clean Partitions, Toilet room partitions, partition doors, “ Doors, Walls entry doors, shower doors and wall shall be free of soap scum, fingerprints, dirt, smudges and graffiti. 3.07 Sweep Floors Floors shall be swept so as to remove “ gum, dirt and debris. Dry mops should be sprayed with a dust mop treatment chemical prior to use. 3.08 Damp Mop Floors All resilient floor surfaces shall be damp “ mopped to remove any and all spills. Scuff marks or stains are not expected to be removed with damp mopping. 3.09 Dust Horizontal Surfaces This includes counter tops, tops of “ partitions, mirrors, dispensers, toilets and urinals. Counters should be spot cleaned when applicable. 3.10 Prime Floor Drains All floor drains are to be flushed with “ water so as to clean out the traps and eliminate odors. If necessary, a disinfectant odor neutralizer is to be used in conjunction with the water. 3.11 Clean/Polish Fixture All plumbing under sinks and surrounding “ Exteriors toilets and urinals are to be cleaned and polished so as to produce a shiny appearance. 3.12 Clean/Polish Chrome and All plumbing under sinks and surrounding “ Stainless Steel toilets and urinals are to be cleaned and polished so as to produce a shiny appearance. 3.13 High Dust Vents, Lights, Etc. High dusting shall be anything over 6’ “ from the floor. HVAC vents, ceiling fans, light fixtures, and tops of doors and doorframes included. 3.14 Wipe/Clean Waste All wastebaskets, trash containers and “ Receptacles garbage cans shall be cleaned inside and out so as to remove stains, smudges and dried refuse. 3.15 Machine Scrub Floors Tile floors are to be machine scrubbed Weekly with an aggressive pad and grout shall be cleaned so as to produce a clean, dirt free appearance. Subtotal Form 4A – Section 3 Monthly Services 3.16 Apply Seal/Coat At least one coat of water resilient sealer Quarterly shall be applied, depending upon the absorbency of the tile flooring. 3.17 Florescent Light Fixtures All debris, dust, and dirt shall be cleared “ from fluorescent light fixtures. Subtotal Form 4A – Section 3 Quarterly Services Page 21 of 37
  22. 22. Request For Proposal 04-05 Janitorial Services for Fire Headquarters and Public Safety Training Center Form #4B Maintenance Schedule # Title Description Schedule Cost Estimate th Public Safety Training Center,1838 – 116 Avenue N.E., Bellevue, WA 98004. Approximate area is 7,100 square feet. Section 1 - Common Areas, Office Areas and Classrooms 1.01 Vacuum Carpet All carpet areas of lobbies, hallway 3 times per week corridors, and entrances are to be thoroughly vacuumed. Portable objects (chair, wastebaskets, etc.) are to be moved to provide for vacuuming. (not to include roll mats or objects over 50 lbs. 1.02 Neatly Arrange Furniture All furniture and wastebaskets are to be “ placed back in their appropriate places. 1.03 Empty Trash/Replace Litter All trash receptacles shall be emptied “ completely and a clean, appropriately sized liner installed. 1.04 Sweep Tile Floors All resilient tile floors (rubber, vinyl, “ terrazzo) shall be swept with a broom or dry mopped so as to leave the floor in a dirt/dust free state. 1.05 Damp Mop Floors All resilient floor surfaces shall be damp “ mopped to remove any and all spills. Scuff marks or stains are not expected to be removed with damp mopping. 1.06 Clean Entry Glass Classroom lobby glass, reception glass, “ and front lobby door glass, is to be cleaned and streak free. 1.07 Dust Horizontal Surfaces All tables, counter-tops, reception desks, “ window ledges, picture frames and the like are to be dusted. 1.08 Wipe/Clean Drinking Stainless steel fountain is to be cleaned “ Fountains with a stainless cleaner, inside and out, as well as fixtures. Fountain is to be free of water stops, stains, and smudges. 1.09 Clean Interior Glass Interior glass within the office spaces “ shall be cleaned and left streak-free. 1.10 Damp Wipe Phones Telephones shall be free of dust, dirt, “ smudges, and finger marks. 1.11 Spot Clean Carpet All carpet is to be kept in a stain-free Weekly condition. The Contract Administrator and the Contractor shall agree as to whether carpet shampooing/extraction supersedes spot cleaning. 1.12 Spot Clean Walls, Doors, Finger marks, furniture rubs, etc. are to “ Fixtures be removed from walls, doors, door handles, electrical switch plates and outlet covers. 1.13 Wipe/Clean Waste All wastebaskets, trash containers and ” Receptacles garbage cans shall be cleaned inside and out so as to remove stains, smudges and dried refuse. This includes the exterior trash/cigarette receptacle. 1.14 Clean Picture All glass picture frames are to be cleaned “ Glass/Extinguisher Cabinets with a damp lint-free rag so as not to leave water spots or streaks. Fire extinguisher cabinets shall be cleaned inside and out to remove smudges and finger marks. 1.15 Sweep Side and Front Entrances are to be swept clear of all “ Entrances debris. 1.16 Vacuum Upholstery Upholstered furniture is to be debris and Monthly lint free. 1.17 Vacuum with Edging Tool – All carpet edges and corners where floor “ All Corners and wall intersect, where floor and Page 22 of 37
  23. 23. Request For Proposal 04-05 Janitorial Services for Fire Headquarters and Public Safety Training Center thresholds meet or around the base of any object permanently placed on a carpeted surface. 1.18 Buff Tile Floors Resilient floor surfaces shall be spray “ buffed or burnished so as to produce a shiny finish 1.19 High Dust; Vents, Lights, High dusting shall be anything over 6’ “ Etc. from the floor. HVAC vents, ceiling fans, light fixtures, and tops of doors and doorframes included Subtotal Form 4B – Section 1 Monthly Services 1.20 Clean Window Blinds All blinds shall be dusted and dirt shall be Quarterly removed. If necessary, the blinds may be removed to provide for thorough cleaning. 1.21 Re-wax/Buff Tile Floors All resilient floor surfaces shall be top “ cleaned with an effective detergent cleaner, neutralized and new wax applied. Floor should be buffed/burnished. 1.22 Clean Baseboards All baseboards shall be cleaned with an “ appropriate product so as not to discolor or scratch. 1.23 Trophy Case Thoroughly dust inside of trophy case to “ include shelves and trophies. 1.24 Florescent Light Fixtures All debris, dust and dirt shall be cleared “ from inside fluorescent light fixtures. Subtotal Form 4B – Section 1 Quarterly Services 1.25 Wash Interior Windows All outside wall windows are to be Twice yearly washed, inside and out, and left in a streak/fog-free condition. 1.26 Wash Exterior Window All outside wall windows are to be “ washed, inside and out, and left in a streak/fog-free condition. Subtotal Form 4B – Section 1 Twice Yearly Services 1.27 Shampoo Carpets All carpet shall be shampooed/extracted Yearly with an appropriate solution designed to work with each type of carpet. Care is to be taken so as not to over-saturate the carpet. 1.28 Strip, Seal, Buff Tile Floors All resilient floor surfaces are to be Yearly stripped with an aggressive pad so as to remove all wax and sealer. The floors then shall be re-sealed with two coats of sealer followed by two coats of wax. All sealer and wax must be pre-approved as to type by the Contracts Administrator. The floor then shall be burnished to provide a high gloss. Subtotal Form 4B – Section 1 Yearly Services Section 2 – Kitchen Area 2.01 Empty Trash/Replace All Trash Receptacles shall be emptied 3 times per week Liner/Restock Paper completely and a clean, appropriately Products sized liner installed. All paper products shall be restocked as needed. 2.02 Sweep Tile Floors All resilient tile floors (rubber, vinyl, “ terrazzo) shall be swept with a broom or dry mopped so as to leave the floor in a dirt/dust free state. 2.03 Damp Mop Floors All resilient floor surfaces shall be damp “ mopped to remove any and all spills. Scuff marks or stains are not expected to be removed with damp mopping. 2.04 Wipe Counters and All drain boards, Formica counters, tables “ Appliances and appliances (refrigerator, stove, dishwasher exterior) are to be cleaned so as to remove finger marks, smudges, and Page 23 of 37
  24. 24. Request For Proposal 04-05 Janitorial Services for Fire Headquarters and Public Safety Training Center left in a dust/dirt free condition. 2.05 Spot Clean Walls, Doors, All smudges, finger marks, etc. are to be “ Cabinets removed from walls, electrical switch plates, outlets, door handles, door surfaces, and cabinet doors 2.06 Wipe/Clean Waste All wastebaskets, trash containers and Weekly Receptacles garbage cans shall be cleaned inside and out so as to remove stains, smudges and dried refuse. This includes the exterior trash/cigarette receptacle. 2.07 Buff Tile Floors Resilient floor surfaces shall be spray Monthly buffed or burnished so as to produce a shiny finish 2.08 High Dust; Vents, Lights, High dusting shall be anything over 6’ “ Etc. from the floor. HVAC vents, ceiling fans, light fixtures, and tops of doors and doorframes included Subtotal Form 4B – Section 2 Monthly Services 2.09 Re-Wax/Buff Tile Floors All resilient floor surfaces shall be top Quarterly cleaned with an effective detergent cleaner neutralized and new wax applied. Floor should then be buffed/burnished. 2.10 Clean Baseboards All baseboards shall be cleaned with an “ appropriate product so as not to discolor or scratch. 2.11 Florescent Light Fixtures All debris, dust and dirt shall be cleared “ from inside fluorescent light fixtures. Subtotal Form 4B – Section 2 Quarterly Services 2.12 Strip, Seal, Buff Tile FloorsAll resilient floor surfaces are to be Yearly stripped with an aggressive pad so as to remove all wax and sealer. The floors then shall be re-sealed with two coats of sealer followed by two coats of wax. All sealer and wax must be pre-approved as to type by the Contracts Administrator. The floor then shall be burnished to provide a high gloss. Subtotal Form 4B – Section 2 Yearly Services Section 3 – Restrooms/Showers 3.01 Empty Trash/Replace Liner All trash receptacles shall be emptied 3 times per week completely and a clean, appropriately sized liner installed. 3.02 Clean/Disinfect All Sinks, All porcelain and stainless steel wash “ Toilets, Urinals and Showers basins, toilets and urinals, as well as shower stalls, are to be cleaned and sanitized with a disinfectant. 3.03 Restock Paper/Soap Paper towels and tissue dispensers are to “ be checked and filled whenever the product remaining is 30% or less. In restrooms of high usage, new rolls of tissue will be installed and the 30% or partial roll shall be placed on the dispenser. Soap is to be checked and filled or cartridge replaced when less than 1/3 of the product remains. 3.04 Clean Mirrors Mirrors shall be kept clean, fog and streak “ free. 3.05 Clean Fixtures All sinks shall be cleaned and free of rust “ deposits, stains, soap scum, etc. Toilets and urinals shall be cleaned and sanitized so as to remove any deposits, stains or odors. Where bowl blocks are used, the blocks will be removed prior to cleaning and new blocks installed when applicable. 3.06 Spot Clean Partitions, Toilet room partitions, partition doors, “ Page 24 of 37
  25. 25. Request For Proposal 04-05 Janitorial Services for Fire Headquarters and Public Safety Training Center Doors, Walls entry doors, shower doors and wall shall be free of soap scum, fingerprints, dirt, smudges and graffiti. 3.07 Sweep Floors Floors shall be swept so as to remove “ gum, dirt and debris. Dry mops should be sprayed with a dust mop treatment chemical prior to use. 3.08 Damp Mop Floors All resilient floor surfaces shall be damp “ mopped to remove any and all spills. Scuff marks or stains are not expected to be removed with damp mopping. 3.09 Dust Horizontal Surfaces This includes counter tops, tops of “ partitions, mirrors, dispensers, toilets and urinals. Counters should be spot cleaned when applicable. 3.10 Prime Floor Drains All floor drains are to be flushed with “ water so as to clean out the traps and eliminate odors. If necessary, a disinfectant odor neutralizer is to be used in conjunction with the water. 3.11 Clean/Polish Fixture All plumbing under sinks and surrounding “ Exteriors toilets and urinals are to be cleaned and polished so as to produce a shiny appearance. 3.12 Clean/Polish Chrome and All plumbing under sinks and surrounding “ Stainless Steel toilets and urinals are to be cleaned and polished so as to produce a shiny appearance. 3.13 High Dust Vents, Lights, Etc. High dusting shall be anything over 6’ “ from the floor. HVAC vents, ceiling fans, light fixtures, tops of doors and door frames included. 3.14 Wipe/Clean Waste All wastebaskets, trash containers and “ Receptacles garbage cans shall be cleaned inside and out so as to remove stains, smudges and dried refuse. 3.15 Machine Scrub Floors Tile floors are to be machine scrubbed Weekly with an aggressive pad and grout shall be cleaned so as to produce a clean, dirt free appearance. Subtotal Form 4B – Section 3 Monthly Services 3.16 Apply Seal/Coat At least one coat of water resilient sealer Quarterly shall be applied, depending upon the absorbency of the tile flooring. 3.17 Florescent Light Fixtures All debris, dust and dirt shall be cleared “ from inside fluorescent light fixtures. Subtotal Form 4B – Section 3 Quarterly Services Page 25 of 37
  26. 26. Request For Proposal 04-05 Janitorial Services for Fire Headquarters and Public Safety Training Center Form #4C Maintenance Schedule # Title Description Schedule Cost Estimate th Public Safety Training Center – Canine Room,1838 – 116 Avenue N.E., Bellevue, WA 98004. Section 1 – Canine Room/Offices 1.01 Vacuum Carpet All carpet areas are to be thoroughly 2 times per week vacuumed. Portable objects (chairs, wastebaskets, etc.) are to be moved to provide for vacuuming. 1.02 Neatly Arrange Furniture All furniture and wastebaskets are to be “ placed back in their appropriate places. 1.03 Empty Trash/Replace Litter All trash receptacles shall be emptied “ completely, and a clean, appropriately sized liner installed. 1.04 Dust Horizontal Surfaces All window ledges, picture frames, etc. “ are to be dust free. 1.05 Clean Interior Glass Interior glass within the office space shall “ be cleaned and left streak-free. 1.06 Damp Wipe Phones Telephones shall be free of dirt, smudges “ and finger marks. 1.07 K9 Bath Tub Wipe down K9 bathtub. “ 1.08 Spot Clean Carpet All carpet is to be kept in stain free Weekly condition. The Contract Administrator and the Contractor shall agree as to whether carpet shampooing/extraction supersedes spot cleaning. 1.09 Spot Clean Walls, Doors, Finger marks, furniture rubs, etc., are to “ Fixtures be removed from walls, doors, door handles, electrical switch plates and outlet covers. 1.10 Wipe/Clean Waste All wastebaskets, trash containers and “ Receptacles garbage cans shall be cleaned inside and out so as to remove stains, smudges and dried refuse. 1.11 Vacuum with Edging Tool – All carpet edges and corners where floor Monthly All Corners and wall intersect, where floor and thresholds meet or around the base of any object permanently placed on a carpeted surface. 1.12 High Dust Vents, Lights, Etc. High dusting shall be anything over 6’ “ from the floor, HVAC vents, light fixtures, tops of doors, and door frames included. 1.13 Clean Window Blinds All blinds shall be dust and dirt free. If “ necessary the blinds may be removed to provide for thorough cleaning. Subtotal Form 4C – Section 1 Monthly Services 1.14 Wash Interior Windows All interior wall windows are to be washed Quarterly inside and out, and left in a streak/fog- free condition. 1.15 Clean Baseboards All baseboards shall be cleaned with an “ appropriate product so as not to discolor or scratch 1.16 Wash Exterior Windows All outside wall windows are to be “ washed, inside and out, and left in a streak/fog-free condition. 1.17 Shampoo Carpets All carpets shall be shampooed/extracted “ with an appropriate solution designed to work with each type of carpet. Care is to be taken so as not to over-saturate the carpet. 1.18 Fluorescent Light fixtures All debris, dust and dirt shall be cleared ‘ from inside fluorescent light fixtures. Subtotal Form 4C – Section 1 Quarterly Services Page 26 of 37
  27. 27. Request For Proposal 04-05 Janitorial Services for Fire Headquarters and Public Safety Training Center Form #4D Maintenance Schedule Cost Summary Cost per Number of Form Section/Frequency Service Period Service Periods Total 4A Section 1 Monthly Service 18 4A Section 1 Quarterly Services 6 4A Section 1 Twice Yearly Services 3 4A Section 1 Yearly Services 2 4A Section 2 Monthly Services 18 4A Section 2 Quarterly Service 6 4A Section 2 Yearly Services 2 4A Section 3 Monthly Services 18 4A Section 3 Quarterly Services 6 4B Section 1 Monthly Service 18 4B Section 1 Quarterly Services 6 4B Section 1 Twice Yearly Services 3 4B Section 1 Yearly Services 2 4B Section 2 Monthly Services 18 4B Section 2 Quarterly Service 6 4B Section 2 Yearly Services 2 4B Section 3 Monthly Services 18 4B Section 3 Quarterly Services 6 4C Section 1 Monthly Services 18 4C Section 1 Quarterly 18 Contract Total Page 27 of 37
  28. 28. Request For Proposal 04-05 Janitorial Services for Fire Headquarters and Public Safety Training Center Attachment “A” NONCOLLUSION CERTIFICATE STATE OF ) ss. COUNTY OF ) The undersigned, being duly sworn, deposes and says that the person, firm, association, co-partnership or corporation herein named, has not, either directly or indirectly, entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of free competition in the preparation and submission of a proposal to the City of Bellevue for consideration in the award of a contract on the improvement described as follows: Janitorial Services for Fire Headquarters and Public Safety Training Center (Name of Firm) By: (Authorized Signature) Title Sworn to before me this day of 2003. Notary Public CORPORATE SEAL: Page 28 of 37
  29. 29. Request For Proposal 04-05 Janitorial Services for Fire Headquarters and Public Safety Training Center Attachment “B” INSURANCE REQUIREMENT The Vendor shall procure and maintain for the duration of this Agreement insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Vendor, his agents, representatives, employees or subVendors. The cost of such insurance shall be paid by the Vendor. Insurance shall meet or exceed the following unless otherwise approved by the City. Questions regarding insurance requirements can be discussed with the City's Risk Management Office, 425-452- 2011. A. Minimum Scope of Insurance 1. Insurance Services Office Commercial General Liability coverage ("occurrence" form CG 0001) (Ed.10/1/93), or, Insurance Services Office form number GL 0002 (Ed. 1/73) covering Comprehensive General Liability and Insurance Services Office form number GL 0404 (Ed. 1/81) covering Broad Form Comprehensive General Liability. 2. Insurance Services Office form number CA 0001 (Ed. 12/93), covering Automobile Liability code 1, Α any auto, for activities involving other than incidental personal auto usage. 3. Workers’ Compensation coverage as required by the Industrial Insurance Laws of the State of Washington; if the contract requires working on or over navigable waters, US Longshoremen’s and Harbor Workers’ (USL&H) coverage is required. 4. Consultant’s Errors and Omissions or Professional Liability applying to all professional activities performed under the contract. B. Minimum Levels of Insurance 1. Comprehensive or Commercial General Liability: $1,000,000 per occurrence / $2,000,000 aggregate combined single limit for bodily injury, personal injury and property damage. 2. Automobile Liability: $1,000,000 combined single limit per accident for bodily injury and property damage. 3. Workers’ Compensation coverage as required by the Industrial Insurance laws of the State of Washington. 4. Consultant’s Errors or Omissions or Professional Liability: $1,000,000 per occurrence and as an annual aggregate. C. Deductibles and Self-Insured Retentions Any deductibles or self-insured retentions must be declared to and approved by the City. In the event the deductibles or self-insured retentions are not acceptable to the City, the City reserves the right to negotiate with the Vendor for changes in coverage deductibles or self-insured retentions; or alternatively, require the Vendor to provide evidence of other security guaranteeing payment of losses and related investigations, claim administration and defense expenses. D. Other Provisions Wherever possible, the policies are to contain, or be endorsed to contain, the following provisions: Page 29 of 37
  30. 30. Request For Proposal 04-05 Janitorial Services for Fire Headquarters and Public Safety Training Center 1. General or Commercial Liability and Automobile Liability Coverage a. The City, its officials, employees and volunteers are to be covered as additional insureds as respects: liability arising out of activities performed by or on behalf of the Vendor; products and completed operations of the Vendor; premises owned, leased or used by the Vendor; or automobiles owned, leased, hired or borrowed by the Vendor. The coverage shall contain no special limitations on the scope of protection afforded to the City, its officials, employees or volunteers. b. The Vendor's insurance shall be primary insurance as respects the City, its officials, employees and volunteers. Any insurance or self-insurance maintained by the City, its, employees or volunteers shall be excess of the Vendor's insurance and shall not contribute with it. c. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the City, its officials, employees or volunteers. d. Coverage shall state that the Vendor's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability. 2. All Coverage Each insurance policy required by this clause shall state that coverage shall not be canceled by either party except after thirty (30) days prior written notice has been given to the City. E. Acceptability of Insurers Insurance is to be placed with insurers with a current Bests' rating of A+:VIII, or with an insurer acceptable to the City. F. Verification of Coverage Vendor shall furnish the City with certificates of insurance affecting coverage required by this clause. The certificates for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf and shall name the City as an "additional insured" except for coverage identified in A. 3. and 4. above. The certificates are to be received and approved by the City before work commences. The City reserves the right to require complete, certified copies of all required insurance policies at any time. G. SubVendors Vendor shall include all subVendors as insureds under its policies or shall require subVendors to provide their own coverage. All coverage for subVendors shall be subject to all of the requirements stated herein. H. Asbestos or Hazardous Materials Abatement Work If Asbestos abatement or hazardous materials work is performed, Vendor shall review coverage with the City’s Risk Manager and provide scope and limits of coverage that are appropriate for the scope of work. No asbestos abatement work will be performed until coverage is approved by the Risk Manager. Page 30 of 37

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