INTRODUCTION

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INTRODUCTION

  1. 1. Request for Proposal: Janitorial Services RFP Schedule DATE ACTIVITY 10/18/07 RFP released. 10/23/07 Notice of Intent to Bid due by email to the ERCOT RFP Contact no later than 3:00PM CST. Vendor Information Form must be provided to the person specified on the form itself. 10/26/07-10/31/07 ERCOT will host Bidder site visit days, which are mandatory for all bidders. 11/1/07 Questions for clarification must be submitted by email to the ERCOT RFP Contact no later than 3:00PM CST. 11/2/07 ERCOT will send responses to questions via e-mail to those who have submitted Notice of Intent to Bid. 11/9/07 Proposals must be received at ERCOT no later than 5:00 PM CST. Bidders are required to submit three (3) complete copies and one soft (CD ROM) copy of their proposal. 11/15/07 Bidder selected. ERCOT RFP Contact: Cindy Ochoa Procurement Specialist ERCOT 2705 West Lake Drive Taylor, TX 76574 cochoa@ercot.com cc: Wes Holt: wholt@ercot.com All Bidder communication and proposals must be sent to the ERCOT RFP Contact.
  2. 2. RFP TABLE OF CONTENTS I.INTRODUCTION.......................................................................................................................................3 A.ABOUT ERCOT.......................................................................................................................................3 B.PURPOSE.................................................................................................................................................3 II.RFP PROCESS........................................................................................................................................3 A.GENERAL RULES.......................................................................................................................................3 B.EVALUATION SCHEDULE ..............................................................................................................................4 III.SCOPE....................................................................................................................................................4 A.GENERAL INFORMATION...............................................................................................................................4 B.REQUIRED SERVICES..................................................................................................................................5 C.GENERAL REQUIREMENTS............................................................................................................................8 D.EVALUATION CRITERIA................................................................................................................................8 IV.BIDDER RESPONSES...........................................................................................................................8 A. GENERAL INFORMATION..............................................................................................................................9 B.CAPABILITY ..............................................................................................................................................9 C.REFERENCES............................................................................................................................................9 D.CONFLICTS OF INTEREST...........................................................................................................................10 E.COST OF SERVICES .................................................................................................................................10 V.EMBEDDED ATTACHMENTS...............................................................................................................11 A.VENDOR INFORMATION FORM .....................................................................................................................11 B.ERCOT STANDARD AGREEMENT (INCLUDES THE ACKNOWLEDGMENT OF CONFIDENTIALITY AND PROHIBITED CONFLICTS OF INTEREST ATTACHED AS EXHIBIT A).................................................................................................................11 PAGE 2
  3. 3. I.INTRODUCTION A. About ERCOT Electric Reliability Council Of Texas, Inc. (“ERCOT”) is an independent, non-profit Texas corporation, which is responsible for the reliable transmission of electricity across Texas' interconnected 37,000-mile power grid. ERCOT is also charged with overseeing the transactions related to the January 1, 2002, restructuring of the electric industry, including the development and effective operation of the competitive retail market in its region. ERCOT has two primary office locations: 7620 Metro Center Drive, Austin, Texas, and 2705 West Lake Drive, Taylor, Texas. Additional information about ERCOT can be found on its website at: http://www.ercot.com/. B. Purpose The purpose of this Request for Proposal (RFP) is to invite proposals from vendors (“Bidders”) to provide janitorial services at all of ERCOT’s facilities in Austin and Taylor, Texas. Consumables (i.e. soap, paper towels, toilet tissue, etc.,) to be restocked in restrooms and kitchens will be furnished by ERCOT. Cleaning supplies will be furnished by ERCOT. ERCOT anticipates awarding a firm fixed price contract based on this solicitation. The contract term will be a period of one year, with two (2) one-year options to be exercised at ERCOT’s digression. Pricing is to be submitted for the base year and all option periods. II.RFP PROCESS A. General Rules 1. ERCOT reserves the right to amend the RFP at any time before the specified due date for proposals. After the notice of intent to bid due date, amendments to the RFP may be sent only to Bidders who submitted a notice of intent to bid. 2. Before the proposal due date, a submitted proposal may be withdrawn by submitting a written request for its withdrawal to ERCOT signed by Bidder and mailed to the ERCOT RFP contact. 3. ERCOT will host site visit days to allow Bidders to confirm physical conditions and layout of ERCOT facilities. All Bidders submitting proposals are required to conduct site visits. Any Bidder submitting a proposal without conducting a site visit may be disqualified. 4. All Bidders submitting proposals shall keep their proposals open for acceptance by ERCOT for a period of ninety (90) days. PAGE 3
  4. 4. 5. Any cost incurred by Bidder in the preparation of the proposal will be borne by Bidder and the proposal will become the property of ERCOT. 6. No oral or written statements made by ERCOT personnel shall be considered addenda to this RFP unless the statement is confirmed in writing and identified as a written addendum to this RFP. During the evaluation process, it will be assumed that respondents received all amendments and addenda for this RFP. 7. All proposals submitted shall contain enough detail to allow for ERCOT evaluation. Vague or incomplete proposals that cannot be clearly evaluated may be rejected. 8. ERCOT reserves the right to seek proposal clarification from any Bidder to assist in making decisions. 9. ERCOT will evaluate all proposals and consider cost, reliability, and quality of service and other factors (as described below) in order to select Bidder it believes will provide the best overall value to ERCOT. ERCOT reserves the right to reject any and/or all proposals, or any portions of proposals. More than one Bidder may be selected to provide the services outlined in this document. 10. Bidders shall not contact any ERCOT agent, employee, officer or director (except for the ERCOT RFP Contact) regarding this RFP or related services. Violators of this rule may be disqualified. B. Evaluation Schedule Please see “RFP Schedule” on title page. III.SCOPE A. General Information The selected Bidder (“Contractor”) will provide personnel to clean ERCOT’s Taylor facilities (Taylor Control Center, Taylor Control Center Blue Building and Taylor Control Center Expansion), including two day porters. Total square footage at the Taylor facility is approx. 150,000 sq ft. Contractor will also provide personnel to clean ERCOT’s Austin facility, including one day porter. Total square footage at the Austin facility is approx. 35,000 sq ft. The day porters shall clean the control rooms, restrooms, kitchens, break rooms and other common areas, and perform other essential janitorial duties as requested by ERCOT (such as restocking consumables in the restrooms and kitchens). The day porters shall provide services between the hours of 7:00 a.m. and 5:00 p.m. Monday through Friday. Contractor’s evening personnel shall thoroughly clean restrooms, break rooms and other common areas, empty trash in individual work areas, PAGE 4
  5. 5. sweep, mop and vacuum floors (as applicable) and perform other essential janitorial duties as requested by ERCOT (such as restocking consumables in the restrooms and kitchens). Vendor’s evening personnel shall begin providing services at 6:00 p.m. Control Room kitchen and restrooms and Security Stations must be cleaned seven days per week. Bidders are expected to provide number of employees and list responsibilities of each to clean facilities to Class A standards. Contract will not be awarded solely upon price. In summation, provide number of square feet/per employee/per hour. Propose frequency of required service. Also list specialist required such as floor/ restroom/supervisor, etc. ERCOT will monitor performance on a monthly basis using an industry standard scorecard. B. Required Services 1. CLEANING OF FLOORS AND COMMON AREAS (a) Sweep or dust mop all hard-surface floors, including entrance foyers and vestibules, and all public areas, including building corridors; sweep all stone, ceramic tile, marble, terrazzo, asphalt tile, linoleum, rubber, vinyl, and other types of flooring, to insure dust-free floors, with special attention given to hard-to-reach areas. (b) Clean ceramic tile, marble, terrazzo, or all hard-surface flooring in the entrance foyers of the building. (c) Vacuum all carpeted areas and rugs, moving light furniture other than desks, file cabinets, etc. (d) Sweep private stairways and wash as necessary; vacuum carpeted stairways; and dust hand rails, balustrades, and stringers. (e) If carpeted, vacuum carpets of all public corridors. (f) Spray-buff lobbies, corridors and hallways. If needed, remove all ground-in heel marks and similar type scuffs and stains. (g) Scour and wash clean all water fountains and coolers, emptying wastewater as needed. (h) Empty and clean all wastepaper baskets and disposal receptacles, and wash ashtrays, sanitary cans, paper towel waste cans, and any other receptacles (damp dusting as necessary); install liners where required. (i) Collect and remove wastepaper, cardboard boxes and waste materials to a designated area in the premises. PAGE 5
  6. 6. (j) Erase and clean all conference room whiteboards unless noted on the board. 2. CLEANING OF LAVATORIES AND REST ROOMS (a) Sweep, rinse, scrub and/or wash and dry all flooring with approved germicidal detergent solution, using spray tank method, to remove all spills, smears, scuff marks and foot tracks. (b) Wash and polish all mirrors, powder shelves, bright work, and enamel surfaces, including flushometers, piping, toilet set hinges, and all metal. Contractor shall use only non-abrasive material to avoid damage and deterioration to chrome fixtures. (c) Scour, wash, and disinfect all basins, bowls and urinals with approved germicidal detergent solution, including tile walls near urinals. Remove stains and clean underside of rims of urinals and bowls. (d) Wash both sides of all toilet seats with approved germicidal detergent solution. (e) Inspect all partitions, enamel surfaces, tile walls, dispensers, and doors nightly. Disinfect, damp-wipe, or wash as required. (f) Empty and clean paper towel and sanitary napkin disposal receptacles. (g) Remove wastepaper and refuse, including soiled sanitary napkins, to designated area in the building. All wastepaper receptacles to be thoroughly cleaned and washed. (h) If applicable, wash and wax all resilient tile floors in toilet/powder rooms, or vacuum if carpeted. (i) Fill all toilet tissue holders, soap dispensers, towel dispensers, and sanitary napkin vending dispensers; materials to be furnished by ERCOT. The filling of such receptacles to be in such quantity as to last the entire business day wherever possible. (j) Report to the Security Officer on duty any broken, damaged or improper functioning of any mechanical or plumbing device, including burned-out bulbs and fluorescent tubes. 3. CLEANING OF ENTRANCE LOBBIES Contractor will keep the entrances, lobbies, public areas and the various floors properly maintained and clean and presentable at all times and in keeping with the standards of a first-class office building. PAGE 6
  7. 7. (a) Sweep and wash floors and vacuum carpeting, if applicable. (b) Sweep, vacuum, and spot clean all rubber mats, shampooing as needed. (c) Pick up and put out foul weather mats as necessary, making sure that they are kept clean at all times during storage. (d) Clean all entrance door glass, including building directory glass, inside and outside, excluding commercial areas. (e) Dust walls and keep free from finger marks, smudges, etc. (f) Dust and polish all surfaces, using methods that will retain and protect original finishes. (g) Clean and polish all elevator lobbies, car thresholds and saddles to remove all stains, dirt, paper clips, cigarettes, or other similar debris. (h) Strip, wax, and refinish floors from time to time as directed by the ERCOT Contact Person. 4. ELEVATORS (a) Clean and rub down elevator doors, walls, metal work, and saddles in elevator cabs; vacuum and polish elevator door tracts and saddles. (b) Dust bulbs, fixtures, and diffusers as required. (c) Maintain metal work throughout, including elevator cabs, by cleaning and dusting as necessary. It is also understood that ERCOT, at its expense, will schedule a monthly program to maintain metal. (d) Treat and polish all wood and/or synthetic paneling in the elevator cabs as necessary. (e) Maintain floors in elevator cabs as needed and clean thoroughly. If carpeted, remove soluble spots, which safely respond to standard spot removal procedure without risk of injury to color or fabric. Cabs to be vacuumed nightly. Remove all chewing gum on floors, walls, and rails. 5. DAY PORTERS (a) Empty and clean all wastepaper baskets and disposal receptacles, and wash ashtrays, sanitary cans, paper towel waste cans, and any other receptacles (damp dusting as necessary); install liners where required. (b) Collect and remove wastepaper, cardboard boxes and waste materials to a designated area in the premises. (c) Clean restrooms as provided in Section 2 above, omitting items (a) and (h). PAGE 7
  8. 8. C. General Requirements 1. Except for current ERCOT vendors who have completed the Vendor Information Form in the last six months, all Bidders must provide a completed Vendor Information Form, attached hereto in Section V, to the person identified in the form itself, when submitting notice of intent to bid. 2. Bidder understands and agrees that if it is selected, ERCOT will require clean background checks on all individuals that are assigned and billed under these services, may restrict security access to or demand removal of any individual(s) from the services for any reason, and that Bidder must immediately replace said individual(s) with qualified replacement staff. 3. All individuals who provide onsite services to ERCOT must be employees of Bidder, who receive employee benefits from Bidder. 4. Bidder, if selected, must be willing to execute ERCOT’s Standard Agreement, attached hereto in Section V, and have each of its personnel working on the project execute Acknowledgement of Confidentiality and Prohibited Conflicts of Interest, attached as Exhibit A to the Standard Agreement. If Bidder is a current vendor of ERCOT with an appropriate unexpired agreement in place, ERCOT will not require Bidder to execute a new agreement (a Statement of Work may be sufficient). D. Evaluation Criteria ERCOT will evaluate Bidders’ proposals based upon the following criteria: 1. Experience in providing similar services to similarly sized clients 2. Feedback obtained from supplied references 3. Ability to adequately serve all facilities regardless of location 4. Ability to respond quickly to ERCOT requests 5. Frequency of vendor management inspections and responses 6. Strategy to minimize turnover in staffing 7. Cost of services 8. Number of employees used to clean facilities 9. Number of hours estimated to spend in building IV.BIDDER RESPONSES Bidder must submit three (3) complete copies of proposals, and one soft (CD ROM) copy, to the ERCOT RFP Contact. Bidder may include any additional proposal-related PAGE 8
  9. 9. information in an appendix. The following information is required in Bidder’s proposal (Please provide responses to each item with the corresponding number for each requirement listed): A. General Information 1. Provide contact information for a person responsible for Bidder’s proposal who will coordinate any requests for information or to whom ERCOT may distribute additional information or responses to questions. Contact information shall include mailing address, phone number, fax number, and email address. 2. Company profile, including: (a) location of primary office(s), (b) history, (c) executive profiles, (d) financials for the most recent two fiscal years, (e) years in business and (f) customer base. 3. Bidder must include a detailed explanation of any specific requirements in this RFP with which it is unwilling or unable to comply. 4. Location(s) of offices that will provide primary support for the above mentioned requirements. 5. Provide full disclosure of any lawsuits or other legal disputes involving services provided by Bidder. B. Capability Bidder must provide the following: 1. Detailed description of Bidder’s ability to deploy appropriate resources to serve the needs of ERCOT as described in the Section III (Scope) above. Bidder must address all requirements set forth therein. Include a discussion of areas of functional expertise necessary to fully provide services being requested and Bidder’s capability to provide those specialized resources. Include any current backlog or work in progress. 2. Description of Bidder’s expertise in providing the services requested, including examples of similar services delivered in the last five (5) years. 3. Description of the expected level of support from ERCOT resources (staff, facilities, software, etc.) necessary for these services. 4. Resumes of all personnel Bidder proposes to provide services; and 5. Additional information Bidder feels may assist ERCOT in its selection process. C. References PAGE 9
  10. 10. 1. Provide at least five (5) relevant client references (clients similar to ERCOT) who have used Bidder’s services in a similar capacity as those described in this RFP. With each reference, Bidder must include the reference company’s name, address, phone number, and the name and position of a person that ERCOT may contact. 2. ERCOT reserves the right to contact any current or previous user of Bidder’s services, whether or not listed, and by submitting a bid, Bidder consents to ERCOT’s contacting any such person or entity. D. Conflicts of Interest By submitting a proposal in response to this RFP, Bidder warrants that it has no prohibited Conflict of Interest with ERCOT or with any ERCOT employee, officer, director, or Market Participant. A list of ERCOT Market Participants, officers, and directors is available at www.ercot.com. A list of ERCOT employees will be provided (on a confidential basis) to requesting Bidders who indicate they will submit a proposal. A prohibited Conflict of Interest exists where: 1. Bidder or any of its employees, officers, partners, or managers stand to gain or lose personally from an ERCOT or ERCOT Market Participant business decision; 2. Any Market Participant, or any employee, officer, or director of ERCOT stands to gain or lose personally from any business by or decisions of Bidder; 3. There is any relationship between Bidder (or any of its officers, partners, managers, or major clients) and ERCOT (or any of its employees, officers, directors, or Market Participants) that would impair Bidder’s objectivity or independence, in fact or by appearance; or 4. Any ERCOT Market Participant, employee, officer, or director has ownership in, is related in any way to, receives money from, or serves in an advisory, consulting, technical, or management capacity for Bidder. E. Cost of Services 1. The proposal shall state the firm fixed price of the services. 2. The proposal shall state the amount of out-of-pocket expenses (including travel), if any, for which Bidder would request reimbursement. See ERCOT’s Travel and Expense Policy attached in Section V. If the services are to be provided on a fixed price basis, the fixed price should be inclusive of any expenses. PAGE 10
  11. 11. V.EMBEDDED ATTACHMENTS To open a file, double click on the icon for the embedded file. Once open, it may be saved as a new document. If you have any problem opening these embedded attachments, you may request separate email copies from the ERCOT RFP Contact. A. Vendor Information Form New Vendor Form w-9 B. ERCOT Standard Agreement (Includes the Acknowledgment of Confidentiality and Prohibited Conflicts of Interest attached as Exhibit A) ERCOT Service Agreement PAGE 11

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