REQUEST FOR PROPOSALS
JANITORIAL SERVICES PROVIDER
            (PC166)




  Issue Date:                June 18, 2007

   ...
REQUEST FOR PROPOSALS

                                        JANITORIAL SERVICES PROVIDER (PC 166)



                  ...
HOUSING AUTHORITY OF THE COUNTY OF SAN BERNARDINO
                    Janitorial Services Provider

I.   INTRODUCTION
    ...
II.    PURPOSE
       The purpose of this Request for Proposals is to solicit responses from qualified firms to furnish
  ...
Services Provider Enclosed.” Please also include firm/individual name on outside
            of envelope. The proposals wi...
h.     Term of Contract
              The contract will be offered for a term of one (1) year with an option to renew or u...
IX.   VENDOR’S QUALIFICATIONS

      Proposals shall be considered from responsible organizations or individuals engaged i...
XI.   RFP REQUIREMENTS AND CONDITIONS

      Minimum Requirements
      This RFP sets forth the minimum requirements that ...
XII.   INSURANCE REQUIREMENTS

       Certificate of Liability Insurance, minimum policy coverage of $1,000,000.00 with th...
EXHIBIT A

                                           Janitorial Services Provider
                                       ...
•    Place used cups in sink                                                                                              ...
EXHIBIT B

                     Contact Information Form



To:   Mary Bigness, Procurement and Contracts Dept.
      (900...
EXHIBIT C

                                         PROPOSAL FORM
Proposal: Janitorial Services Provider PC166

Vendor Nam...
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Southeastern Housing Partners, Inc

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Southeastern Housing Partners, Inc

  1. 1. REQUEST FOR PROPOSALS JANITORIAL SERVICES PROVIDER (PC166) Issue Date: June 18, 2007 Proposals Due: July 12, 2007 Issued by: Housing Authority of the County of San Bernardino 715 E. Brier Drive San Bernardino, CA 92408 Page 1 of 13
  2. 2. REQUEST FOR PROPOSALS JANITORIAL SERVICES PROVIDER (PC 166) Table of Contents I. INTRODUCTION ........................................................................................................................... 3 II. PURPOSE........................................................................................................................................ 4 III. BOARD ........................................................................................................................................... 4 IV. ADMINISTRATIVE PERSONNEL ............................................................................................... 4 V. SCOPE OF SERVICES ................................................................................................................... 4 VI. RFP INSTRUCTIONS .................................................................................................................... 4 VII. RFP QUESTIONS FOR PROVIDERS ........................................................................................... 6 VIII. RFP REVIEW.................................................................................................................................. 6 IX. VENDOR QUALIFICATIONS....................................................................................................... 7 X. SELECTION CRITERIA ................................................................................................................ 7 XI. RFP REQUIREMENTS AND CONDITIONS................................................................................ 8 XII INSURANCE REQUIREMENTS ........................................................................................... 9 XIII CONTRACT CONDITIONS........................................................................................................... 9 EXHIBITS: A. SCOPE OF WORK B. CONTACT INFORMATION FORM C. PROPOSAL FORM Page 2 of 13
  3. 3. HOUSING AUTHORITY OF THE COUNTY OF SAN BERNARDINO Janitorial Services Provider I. INTRODUCTION The Housing Authority of the County of San Bernardino, hereafter referred to as the HACSB was organized in 1941, under the U.S. Housing Act of 1937. We are governed by a seven-member Board of Commissioners, which includes two tenant commissioners and five appointed by the county board of supervisors. Our main purpose is to provide affordable housing to low and moderate income families, senior citizens and disable/handicapped individuals. We also provide self sufficiency programs and non-discriminatory housing assistance services. The HACSB is seeking proposals from interested, qualified, and dedicated organizations/agencies to provide comprehensive Janitorial Services at our Administrative office and outlying offices. These services shall substantially contribute to maintaining a healthy, clean, sanitary, and aesthetically pleasant working environment for the facility’s occupants and the traveling public. Proposed Service Sites: Site Proposed Service Sites Site Administrative Office (1) Colton Public Housing (10) 715 East Brier Drive. 772 Pine Street San Bernardino, CA 92408 Colton, CA 92324 Housing Programs Office (2) Chino Public Housing (11) 672 South Waterman Ave. 13088 Monte Vista Ave. San Bernardino, CA 92408 Chino, CA 91710 Ontario Section 8 (3) Mt. Vernon – Colton (12) 424 North Lemon Ave. 539 E. B Street Ontario, CA 91764 Colton, CA 92324 Victorville Section 8 (4) Redlands Public Housing (13) 15465 Seneca Rd. 131 East Lugonia Victorville, CA 92392 Redlands, CA 92374 Waterman Gardens (5) Redlands (14) 402 Alder St. 803 Brockton San Bernardino, CA 92410 Redlands, CA 92374 Homeownership (6) Barstow Public Housing (15) 425 Crestview Ave. 421 South 7th St. San Bernardino, CA 92410 Barstow, CA 92311 Medical Center –San Bernardino (7) Bighorn (16) 1738 West 9th Street 921 Bighorn Drive San Bernardino, CA 92411 Barstow, CA 92311 Johnson Hall (8) Central Shop (17) 906 Wilson St. 660 East Orange San Bernardino, CA 92411 San Bernardino, CA 92410 Whitney Young (9) Yucca Valley – Public Housing (18) 1755 Maple St. 58945 Business Center Dr. #F San Bernardino, CA 92411 Yucca Valley, CA 92284 Page 3 of 13
  4. 4. II. PURPOSE The purpose of this Request for Proposals is to solicit responses from qualified firms to furnish services to HACSB as identified in the “Scope of Work” of this request. III. BOARD The powers of the HACSB are vested in its Board of Commissioners. IV. ADMINISTRATIVE PERSONNEL Daniel J. Nackerman is the Executive Director of HACSB. V. SCOPE OF SERVICES Respondents will be expected to provide janitorial services as outlined in the attached Exhibit A scope of work that has been provided. VI. RFP INSTRUCTIONS a. Contact Information This RFP is being issued, as will any addenda by HACSB. The contact person for HACSB is: Mary Bigness, Procurement and Contracts Dept. 715 E. Brier Drive San Bernardino, CA 92408-2841 (909) 890-0644 ext. 2211 Mbigness@hacsb.com b. RFP Submission and Format By this Request for Proposals, the Authority solicits proposals to be received by 4:00 p.m. (PST) on Thursday, July 12, 2007 in the form outlined below. Late submittals will not be accepted. 1. Proposals must be submitted by mail with one (1) signed original and four (4) copies. Any general information not specifically relevant to the proposal shall be omitted or bound in a separate document. At a minimum, the proposal shall include the following: • Identification of the firm or individual(s) including name, address, telephone number, fax number, and email address; • Name, title, address and telephone number of contact person during the period of the evaluation process; 2. Proposal shall be submitted by mail to: Housing Authority of the County of San Bernardino Procurement & Contracts Department Attn: Mary Bigness 715 East Brier Drive San Bernardino, CA 92408-2841 The envelope must be sealed and include the following notation on the bottom left hand corner of the proposal, “Request for Proposal PC166 for Janitorial Page 4 of 13
  5. 5. Services Provider Enclosed.” Please also include firm/individual name on outside of envelope. The proposals will be evaluated based on the criteria established in this document. Proposals received after the specified date and time will not be accepted. Two or more firms may be selected for an interview. 3. Facsimile Copies or emails will not be accepted. All proposals will become property of HACSB upon submission. 4. A vendor application and a W9 form will need to be faxed to Procurement at (909) 890-2349, which can be obtained from our website at www.hacsb.com. c. RFP Terms and Conditions HACSB reserves the right to select more than one respondent (and will accept joint venture proposals), to select a respondent(s) for specific purposes or for any combination of specific purposes, and to defer the selection of any respondent(s) to a time of HACSB’s choosing. d. Board and Staff Communications Under no circumstances may any member of HACSB or any staff member other than the contact specified in Section VI. a. above be contacted during this RFP process by any entity intending to submit a response to this RFP. Failure to comply with this request will result in disqualification. All questions should be in writing and directed to the individuals identified in Section VI. a above. e. Timetable If you have questions regarding this proposal, you must submit them in writing to mbigness@hacsb.com no later than 4:00 PST on Thursday, July 5, 2007. Responses to all appropriately submitted questions will be posted on the Housing Authority website on or before Monday, July 9, 2007. The deadline for submissions in response to this Request for Proposals is 4:00 p.m. (PST), Thursday, July 12, 2007. Telephone or fax responses will not be accepted for this request. It is the intent of HACSB to select a Janitorial Services Provider no later than Monday, September 12, 2007. f. Release of Information Information submitted in response to this RFP will not be released by HACSB during the proposal evaluation process or prior to a contract award. g. Proprietary Information If a respondent does not desire certain proprietary information in their response disclosed, the respondent is required to identify all propriety information in the response, which identification shall be submitted concurrently with the response. If the respondent fails to identify proprietary information, it agrees by submission of its response that those sections shall be deemed nonproprietary and may be made available upon public request after a contract award. Page 5 of 13
  6. 6. h. Term of Contract The contract will be offered for a term of one (1) year with an option to renew or until such time. i. HACSB Reserves the Right to: 1. Request an oral interview with, and additional information from, firms prior to final selection of a provider. 2. Consider information about a firm in addition to the information submitted in the response or interview. 3. Reject any and all responses and waive any irregularities. VII. RFP QUESTIONS FOR PROVIDERS a. Organizational and Personnel Background Provide an overview of your firm, emphasizing its qualifications and major organizational strengths. b. Experience Discuss your experience, in serving as a provider of janitorial services. c. Miscellaneous Discussion Questions 1. Identify the specific individuals who would be assigned to work with HACSB and specify which person would be the primary contact person with the HACSB. 2. Identify the specific locations for which you are proposing to provide services for on the Proposal form outlined in Exhibit C. 3. Provide an estimate of the time that will be required to begin janitorial services as outlined in Exhibit A. d. Price Please provide an annual cost for the rendering of the services and clearly specify if any additional expenses will be charged to HACSB in connection with this proposal on Proposal form Exhibit C. e. Affirmative Action HACSB requires that each respondent be an Equal Opportunity Employer: State that the respondent complies fully with all government regulations regarding nondiscriminatory employment practices. VIII. RFP REVIEW At a HACSB meeting, scheduled after such review, some of the firms that have responded may be asked to be available for interviews. If so, those firms will be given not less than three (3) business days notice, along with the date, time and place for the interviews. Expenses will be the responsibility of the respondent. Page 6 of 13
  7. 7. IX. VENDOR’S QUALIFICATIONS Proposals shall be considered from responsible organizations or individuals engaged in the performance of Janitorial Services. Proposals must include information on competency in performing comparable Janitorial Services, demonstration of acceptable financial resources, and personnel staffing. The contractor shall furnish detailed information on references, as well as background and experience with projects of a similar type and scope to include as a minimum: a. Organizational Information: Including evidence of Contractor’s ability to maintain a staff of regular competent employees capable of performing the requested services. b. Financial Information: Including a statement of financial resources, which demonstrates Contractor’s ability to provide services as required. c. Operating Plan: Contractor’s operating plan, which shall detail the Contractor’s approach to performing the work requirements. The operational plan shall include, but not be limited to, a narrative description of the following managerial, administrative, or procedural factors: 1) Delegated authority and responsibility of supervisor/manager 2) Authority and responsibility of subordinate supervisory personnel 3) Managerial control devices 4) Quality control responsibility and procedures d. References: A listing of four (4) references where similar services were performed. The client reference shall include the name of organization, contact person, address, and telephone numbers. e. Vendor shall describe their understanding of the project scope, their proposed approach to performing the services, and submit a proposed schedule. X. SELECTION CRITERIA Proposals will be evaluated based on the selection factors listed below; the relative weight that each factor will receive in the evaluation is shown below. Selection Factors: a. Experience of company (30 points): Including number of years providing janitorial services. The HACSB reserves the right to contact any party that the Proposer has worked for in the past and to reject a Proposer based on past poor performance. b. Organizations qualifications (30 points): Training experience and longevity of staff; training programs; quality of operating policies and personnel procedures. c. Cost (20 points): d. Financial Information (15 points): e. Ownership (5 points): Certification of MBW/WBE ownership. Page 7 of 13
  8. 8. XI. RFP REQUIREMENTS AND CONDITIONS Minimum Requirements This RFP sets forth the minimum requirements that all submissions shall meet. Failure to submit proposals in accordance with this request may render the proposal unacceptable. Cost of the Proposal Costs incurred by any proposer in the preparation of its response to the RFP are the responsibility of the proposer and will not be reimbursed by HACSB. Proposers shall not include any such expenses as part of their proposals. Clarification to Proposals HACSB reserves the right to obtain clarifications of any point in a firm’s proposal or to obtain additional information necessary to properly evaluate a particular proposal. Failure of a proposer to respond to such a request for additional information or clarification could result in rejection of the firm’s response or responses. Cancellation of the RFP HACSB reserves the right to cancel this RFP at any time, for any reason, and without liability if cancellation is deemed to be in the best interest of HACSB. The proposer assumes the sole risk and responsibility for all expenses connected with the preparation of its proposal. Collusion Proposer, by submitting a proposal, hereby certifies that no officer, agent, or employee of HACSB has a pecuniary interest in this Proposal; that the Proposal is made in good faith without fraud, collusion, or connection of any kind with any other proposer; and that the proposer is competing solely in its own behalf without connection with, or obligation to any undisclosed person or firm. Contacts All questions concerning the RFP shall be directed to Mary Bigness whose contact information is provided above. To avoid all appearances of impropriety proposer should only contact the above referenced staff person and should not attempt to contact any HACSB Commissioner or the Executive Director. No oral request for clarification or information will be accepted. All such requests must be in writing (by email, mail, fax, or hand delivery) and submitted to HACSB no later than 4:00 PST on Thursday, July 5, 2007. All questions and clarifications shall be answered in one written addendum, to be issued no later than Monday, July 9, 2007 to all respondents who have been duly recorded as having received a copy in the Authority’s RFP distribution log. Disputes In case of any doubt or differences of opinions as to the participation sought hereunder, or the interpretation of the provisions of the RFP, the decision of HACSB shall be final and binding upon all parties. Keys Assignment of keys or faubs for entry into each office will be the responsibility of proposer. Should they not be returned the proposer would be solely responsible for the cost of replacement. Page 8 of 13
  9. 9. XII. INSURANCE REQUIREMENTS Certificate of Liability Insurance, minimum policy coverage of $1,000,000.00 with the Housing Authority of the County of San Bernardino named as an additional insured on the policy. Certificate of Workers Compensation. The limits of liability for the insurance required under this Contract shall not be less than as follows: a. Workers’ Compensation: 1. Employer’s Liability $1,000,000.00 b. Contractor’s Liability Insurance: 1. General Aggregate (Except Products –Completed Operations) $1,000,000.00 2. Products – Completed Operations Aggregate $1,000,000.00 3. Personal Injury (Per Person/Occurrence) $1,000,000.00 4. Each Occurrence (Bodily Injury/Property Damage) $1,000,000.00 5. Excess Liability General Aggregate $1,000,000.00 Each Occurrence $1,000,000.00 XIII. CONTRACT CONDITIONS Americans with Disabilities Act Proposer must comply with all applicable requirements of federal and state civil rights law and rehabilitation statues. Law of the State of California The resulting contract will be entered into within the State of California and the law of said state, whether substantive or procedural, shall apply to the contract, and all statutory, charter and ordinance provisions that is applicable to public contracts within the County of San Bernardino and the State of California shall be followed with respect to the contract. Contract Terms and Final Selection The selected firm will be expected to sign HACSB’s Contract Agreement, which will specify the terms of service, likely to be annually. If the selected applicant and HACSB cannot come to terms with respect to the contract, HACSB reserves the right to select the next most qualified applicant or to terminate this RFP and to re-issue a new RFP if no Proposer is acceptable to the HACSB. Page 9 of 13
  10. 10. EXHIBIT A Janitorial Services Provider Scope of Work OFFICE AREAS SERVICES • Empty all trash receptacles Daily • Vacuum all carpeted traffic areas Daily • Detail vacuum carpeted areas Weekly • Spot clean carpet of spillage Daily • Dust office furniture and all horizontal surfaces Daily Including copying machine and filing cabinets • Spot clean front entrance glass doors Daily • Dust high & low areas. (e.g., pictures, cob webs, window sills, mini blinds, verticals, etc.) Weekly • Completely clean front entrance doors glass/wood etc. Weekly • Dust mop all hard surface floors with treated or electrostatic dust mop Daily • Mop all spills, especially coffee and drink spills Daily • Machine scrub hard surface floors and apply slip retardant floor finish Quarterly • Spot clean all partition glass Daily • Clean and polish all drinking fountains Daily • Clean and sanitize phones Daily LUNCH/KITCHEN ROOM • Dust mop all hard surface floor Daily • Damp mop entire area Daily • Damp clean and sanitize table tops Daily • Damp clean exterior of all appliances & vending machine(if applicable) Daily • Empty all trash receptacles Daily • Using a high speed floor machine spray buff all hard surface areas Daily • Clean bottled water dispensers Daily • Machine scrub hard surface floor (except wood floors) Weekly • Strip hard surface floors and recoat with slip retardant floor finish Quarterly • Wipe inside & outside of microwaves Quarterly RESTROOMS • Refill dispensers, empty trash receptacles, clean and sanitize all restroom fixtures Daily • Wipe all counters, clean mirrors, wipe chrome, spot wipe partitions Daily • Sweep and damp mop floors using a germicidal cleaner Daily • Wash all restroom partitions on both sides Weekly • Dust and clean all return air vents Quarterly • Machine scrub hard surface floor (except tile floors) Quarterly FRONT COURTYARD (if applicable to location) * • Empty trash receptacles and ash trays in front courtyard and patio areas Daily LOBBY • Dust mop/clean all hard surface floors with recommended cleaning product Daily • Dust with dry clean cloth all office furniture and all horizontal surfaces Daily • Clean and sanitize phones Daily CONFERENCE/COMMUNITY ROOMS • Vacuum and dust all furniture Daily • Clean and polish conference tables Daily • Empty trash Daily • Spot clean carpets as needed (if applicable to location) Daily Page 10 of 13
  11. 11. • Place used cups in sink Daily • Dust mop all hard surface floors with treated or electrostatic dust mop Daily • Machine scrub hard surface floors and apply slip retardant floor finish (if applicable to location) Quarterly JANITORIAL STORAGE/CLOSET ROOM Daily Maintain an orderly arrangement of all janitorial supplies, paper products, and janitorial equipment in storage rooms and/or closets. Wash service sinks. No trash is to be stored overnight in janitorial closets. ALARM SYSTEM Daily Contractor is required to secure all doors within the premises, and set the alarm each night upon completion of services. At no time is the building to be left unarmed upon leaving for the night. SUPPLIES HACSB to provide toilet paper, paper towels, multi-fold towels, toilet seat covers, window cleaner, furniture polish, hand soap, multipurpose cleaner, 409, trash liners, trash bags, and wastebasket bags. Wage Rate: Contractor shall pay its employees that perform such work as stated within this RFP at a rate not less then HUD Determined Wage Rates plus fringe benefits. Service Service Proposed Service Sites: Site Proposed Service Sites: Site Days Days Administrative Office * (1) Colton Public Housing (10) 715 East Brier Drive. M-F 772 Pine Street TF San Bernardino, CA 92408 (Approx Sq 17800) Colton, CA 92324 (Approx Sq 2825) Housing Programs Office * (2) Chino Public Housing (11) 672 South Waterman Ave. M-F 13088 Monte Vista Ave. TF San Bernardino, CA 92408 (Approx Sq 19000) Chino, CA 91710 (Approx Sq 1399) Ontario Section 8 (3) Mt. Vernon–Colton (12) 424 North Lemon Ave. MWF 539 E. B Street. TF Ontario, CA 91764 (Approx Sq 2000) Colton, CA 92324 (Approx Sq 600) Victorville Section 8 (4) Redlands Public Housing (13) 15465 Seneca Rd. MWF 131 East Lugonia MWF Victorville, CA 92392 (Approx Sq 5000) Redlands, CA 92374 (Approx Sq 4313) Waterman Gardens (5) Redlands Brockton (14) 402 Alder St. MTWTh 803 Brockton MWF San Bernardino, CA 92410 (Approx Sq 3200) Redlands, CA (Approx Sq 1782) Homeownership (6) Barstow Public Housing (15) 425 Crestview Ave. MWF 421 South 7th Street MF San Bernardino, CA 92410 (Approx Sq 3095) Barstow, CA 92311 (Approx Sq 2113) Medical Center-San Bernardino (7) Bighorn (16) 1738 West 9th Street MWF 921 Bighorn Drive MF San Bernardino, CA 92411 (Approx Sq 1634) Barstow, CA 92311 (Approx Sq 1869) Johnson Hall (8) Central Shop (17) 906 Wilson St. MWF 660 East Orange MWF San Bernardino, CA 92411 (Approx Sq 4047) San Bernardino, CA 92410 (Approx Sq 18000) Whitney Young (9) Yucca Valley Public Housing (18) 1755 Maple St. MWF 58945 Business Center Dr. #F W San Bernardino, CA 92411 (Approx Sq 5668) Yucca Valley, CA 92284 (Approx Sq 263) The approximate square footage is provided as information only. It is the responsibility of the vendor to verify the square footage of each location. * Denotes services for this location only T=Tuesday, Th=Thursday Page 11 of 13
  12. 12. EXHIBIT B Contact Information Form To: Mary Bigness, Procurement and Contracts Dept. (900) 890-0644 Ext 2211, (909) 890-4618 Fax This fax is to acknowledge that we are in receipt of your RFP PC166 From: ___________________________________________________ Firm/Individual: ___________________________________________ Contact: _________________________________________________ Title: ____________________________________________________ Phone: __________________________________________________ Fax: ____________________________________________________ Email: __________________________________________________ Page 12 of 13
  13. 13. EXHIBIT C PROPOSAL FORM Proposal: Janitorial Services Provider PC166 Vendor Name: To: The Housing Authority of the County of San Bernardino 715 E. Brier Drive San Bernardino, CA 92408 1. The undersigned, having familiarized themselves with the local conditions affecting the cost of the work, and with the specifications, if any thereto, hereby proposes to furnish all labor, materials, equipment and services required to provide such service(s) described in the scope of work in accordance therewith, for the sum of: $ Proposal for all sites $ Proposal for specific site(s) (State which State which sites by lot # and cost for each 2. In submitting this proposal it is understood that the right is reserved by the Housing Authority of the County of San Bernardino to reject any and all proposals. If written notice of the acceptance of this proposal is mailed, telegraphed, faxed, or delivered to the undersigned within thirty (30) days after the opening thereof, or at any time thereafter before this proposal is withdrawn, the undersigned agrees to a contract/agreement in the prescribed form and furnish any required insurance requirements within ten (10) days after the contract is presented to him for signature. NOTE: The penalty for making false statements in offers is prescribed in 18 U.S.C. 1001. Date , 20 (Company Name) (Official Address) (By) (Title) (Contractors State License Number) (Telephone Number) Page 13 of 13

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