Request for Proposal. Commercial Cleaning Services

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1 Request for Proposal Commercial Cleaning Services For Hardin County Water District No. 1 Prepared by: Hardin County Water District No Rogersville Road Radcliff, KY Phone: Fax: March 2011

2 ADVERTISEMENT FOR BIDS Commercial Cleaning Services Sealed bids will be received by the Hardin County Water District No. 1 ( District ), 1400 Rogersville Road, Radcliff, KY until March 25, 2011 at 2 pm (local time). The work will generally consist of performing all Custodial Services per specifications at the District Service Center. Bid specifications may be picked up at the District office or downloaded from Website at under Bid Information. For additional information contact Mr. Charlie Miller, Project Coordinator, at (270) Ext 220. Bids may be mailed or delivered by courier before deadline. All bids must be in a sealed envelope and clearly marked Commercial Cleaning Services. The District reserves the right to reject any and all bids and to waive formalities. The District invites any qualified Bidder to submit a bid and does not discriminate on the basis of race, creed, color, sex or national origin. Minority or women owned companies/suppliers are also invited to submit a bid. 2

3 COMMERCIAL CLEANING SERVICES INSTRUCTIONS AND GENERAL INFORMATION I. GENERAL: The work involved consists of performing all Custodial Services at the District s main office building located at the intersection of Highways 313 and 1500 in Vine Grove, KY. The building service area contains approximately 8,335 total square feet. The District is interested in contracting with a Professional Cleaning Service ( CONTRACTOR ) to provide services which would include but is not limited to: sweeping; vacuuming; removal of trash; dusting; wet/damp mopping; cleaning restrooms, break areas and kitchens; carpet cleaning; cleaning upholstered furniture, Venetian blinds, drinking fountains; and washing doors and windows. II. AWARD: The Award of a contract shall be based on the lowest bid of a qualified CONTRACTOR that demonstrates the required experience and capacity to carry out the work. The District intends to sign an Agreement with the company and pay a monthly fee in addition to additional services bid as separate items and used as requested. The agreement shall be for one (1) year, renewable terms. III. TERMINATION: The District may cancel the agreement at any time by notifying the company in writing. Any work performed up to the notification date will be paid for as well as any documented proof of materials purchased specifically for and requested by the District prior to the termination. IV. INSURANCE: The CONTRACTOR will be required to provide insurance as listed herein. Proof of required insurance must be made available to the District at the time of execution of the contract. The minimum required coverage will be: A. COMPREHENSIVE GENERAL AND AUTO BODILY LIABILITY AND PROPERTY DAMAGE INSURANCE issued to the CONTRACTOR protecting him or her from all claims for personal injury, bodily injury, and all claims for destruction of the same to property, arising out of or concerning any operations under the contract, whether carried out by the CONTRACTOR or a Subcontractor. The policy must include completed operations insurance. Such insurance shall be a minimum of $1,000,000 (One Million Dollars) per loss. The CONTRACTOR must maintain such completed operations insurance for at least two (2) years after final payment is made. B. WORKER S COMPENSATION INSURANCE, including occupational disease provisions, for all of the CONTRACTOR s employees at the site of the work. When any of the work is sublet, CONTRACTOR will require such SUBCONTRACTOR similarly to provide Worker s Compensation Insurance, 3

4 including occupational disease provisions for all of the SUBCONTRACTORS employees, unless such employees are covered by the protection afforded by CONTRACTOR. C. Fidelity Bond for all the CONTRACTOR s employees. This coverage to include employee dishonesty; money and securities. Each employee to be bonded with a minimum amount of Twenty Five ($25,000) Thousand Dollars per loss. V. PAYMENT: A. Payment shall be monthly for daily services. Annual and Semi-Annual projects are to become due and payable the day following that in which services were rendered. B. The CONTRACTOR will be required to list any damages to building walls, door casings and moldings before starting contract. Should CONTRACTOR cause any damage as a result of operating equipment (i.e. buffers, stripers, vacuums, i.e., power cord marks) the District shall have the option to make repairs and deduct cost from payments owed to CONTRACTOR. VI. SPECIAL WORK REQUIREMENTS: A. The CONTRACTOR shall take special precaution to place vehicles, equipment, supplies and chemicals in a way that will not interfere or block District operations. The CONTRACTOR shall be responsible for proper storage, application, disposal and safeguarding of all hazardous chemicals used in their business and shall also be responsible to comply with all applicable laws pertaining to the use of all chemicals used in their business. The District will provide a 4 6 X 8 0 foot closet with mop sink to store equipment and supplies. The CONTRACTOR will be held solely responsible for all items stored on District premises. B. The CONTRACTOR shall be responsible for removal of all debris and waste or other material generated by their work to the dumpster on site and cost of said removal shall be include in all fees and prices proposed herein. All disposals shall be in accordance with local and state laws and the CONTRACTOR is assumed to agree not to illegally dump any wastes removed from the District site. C. Emergency name and phone numbers of key custodial personnel shall be posted in a conspicuous place in the Custodial Closet. It shall be mutually understood and agreed that no person, other than authorized employees of the District will be allowed to enter the premises during the period cleaning services are being performed. Key(s) to the building when placed in the CONTRACTOR S custody will be accounted for at all times. All keys shall be returned upon termination of contract before final payment is made. Should the key(s) become lost for any reasons due to the acts of the CONTRACTOR 4

5 or its employees the CONTRACTOR will be responsible for all locks being rekeyed. D. It shall be required that inspections are conducted to assure proper job performance, satisfaction and quality control. E. If the District notifies the CONTRACTOR of unacceptable work or supervision, the CONTRACTOR has seven (7) days to respond. If the same issue(s) recur more than three (3) times the District may terminate the contract. F. The District reserves the right to use CCTV security cameras throughout the building to monitor and record activities of CONTRACTOR and their employees. G. HEALTH, SAFETY, AND ENVIRONMENTAL PROTECTION The CONTRACTOR shall conform to all applicable Federal, State and local laws, and to the requirements of this agreement. In performing work under this agreement at the District the CONTRACTOR shall: 1. Take all reasonable steps and precautions to prevent accidents and to preserve the health and safety of visitors, CONTRACTOR personnel, and District personnel performing or in any way coming into contact with the performance of this contract; 2. Take all reasonable precautions to prevent the release of hazardous chemicals into the environment; and 3. Take such additional precautions as the District may reasonably require for health, safety, and environmental protection. Any violation of these health, safety, and environmental rules and regulations, unless promptly corrected as directed by the District, shall be grounds for termination of this contract. Damage Reports. In all instances where District property or equipment is damaged, the CONTRACTOR shall submit to the District a full report of the facts and extent of such damage--verbally within 48 hours. Accident Reports. The CONTRACTOR shall comply with State of Kentucky, OSHA and other regulatory agency requirements for record keeping and reporting of all accidents resulting in death, trauma, or occupational illness. The CONTRACTOR shall provide a verbal report to the District within 48 hours of occurrence and a written follow-up report to the District within 7 days of occurrence. Chemical Spills. The CONTRACTOR shall provide a plan addressing incidental and emergency spills of any chemicals brought on-site. H. EQUIPMENT AND SUPPLIES 5

6 The CONTRACTOR must furnish all cleaning supplies. The CONTRACTOR must furnish all power equipment such as floor machines, vacuum systems, carpet cleaning systems, etc. and all other equipment. The CONTRACTOR must supply all cleaners, finishes, etc. for the treatment of various types of flooring and/or carpeting. Use only such materials as are recommended and approved by the District or his designee and the flooring manufacturer. The CONTRACTOR's prime responsibility is to protect owner's property at all times and to use only such materials and treatments as will enhance the appearance of buildings and protect surfaces such as flooring. The CONTRACTOR will be required to submit a complete list by brand names and product number of all supplies to be used in fulfilling this contract prior to starting any work. Right is reserved by District to accept or reject these items. An acceptable substitute must be immediately furnished for any rejected item. The District will furnish these replenishable supplies: a. Paper towels b. Toilet tissue c. Hand soap d. Plastic liners VII. SERVICE SPECIFICATIONS: A. SCOPE OF WORK The CONTRACTOR shall provide all personnel, equipment, tools, materials, supervision, and other items and services necessary to perform the janitorial (housekeeping) services as described in the specifications detailed herein. The required result is to maintain the District facility in such a manner as to provide a clean, healthy and safe work environment for its customers and employees. C. PRICING All costs for supplying required insurances, supplies, equipment, employee fringe benefits, social security or other governmental business taxes must be incorporated into bid price quoted for this service. Such costs may not be billed separately. VIII. JANITORIAL SPECIFICATIONS: (NOTE: These areas are approximate. The CONTRACTOR is assumed to have measured and verified before submitting bid amount.) Approximate areas and items to be cleaned: 6

7 3,030 sq. ft. carpeted 5,305 sq. ft. non-carpeted (including restrooms, hallways, some offices, lobbies, etc.) 5 Restrooms 8 Sinks 22 Offices/Copier rooms/conference rooms 33 Trash cans emptied A. TASK DEFINITIONS The following definitions outline minimum acceptable standards for the activity to be performed. 1. Vacuum: Thoroughly vacuum all carpeted areas. Move and vacuum under all easily movable objects (chairs, waste receptacles, tables on wheels, typing stands, boxes, etc.). Be sure to replace all items moved. After vacuuming, leave all rugs clean, free from dust balls, dirt and other debris. Prior to vacuuming, broom all edges not reached by vacuum. Straight suction vacuuming is not acceptable. The District requires that a motor driven Commercial grade vacuum with HEPA filtered exhaust or equipment that meet these standards be used exclusively in all carpeted areas where water and/or snow does not present a problem. Empty dust and dirt from vacuum cleaner into a plastic trash bag, tie off and remove to a Dumpster. As part of the vacuuming process, carpet spot cleaning is required on an ongoing basis. 2. Sweep: Task of sweeping floors shall be defined as the removal of spills, obvious soil, dust, gum, tar and other sticky substances from applicable floor areas. After the floor areas have been swept, the floor surface, including corners and abutments, shall be free of streaks, dirt, dust, litter and spots caused by spills. All furniture, furnishings and entrance mats shall be cleaned as part of this task. 3. Wet/Damp Mop: The task of wet/damp mopping floors shall apply to all non-carpeted areas and shall be defined as the removal of all soil and non permanent stains from all applicable floor areas, steps and landings. Thoroughly wet/damp mop all noncarpeted areas. Move and wet/damp mop under all easily movable objects (chairs, waste receptacles, tables on wheels, printer stands, boxes, etc.). Be sure to replace all items after floor has dried completely. Use a clean cotton mop head that is in good condition. Use clean water at all times (change water often). Mop head must be only damp. No excess water can be left behind. Approved proper chemicals at proper dilution must be used at all times. Finished floors must be clean and streak free. After being wet/damp mopped all non-carpeted areas shall have a uniform appearance with no streaks, swirl marks, detergent residue or any evidence of soil and there shall be no splash marks on furniture, walls, baseboards, file cabinets or any mop strands in the area. 4. Empty Waste Receptacles/Remove Trash: Empty all containers that are provided for the disposal of waste i.e., waste baskets, boxes, etc. into plastic bags, tie off and remove to dumpster. Dispose of only of those items in waste containers unless clearly marked for disposal; such as, boxes, cans, papers, placed near a trash 7

8 receptacle and marked TRASH shall be removed. When in doubt do not remove. Liners must be used in all waste receptacles and must be changed as needed and no less than once per month. Waste containers in restrooms, break rooms, kitchens and conference rooms must be inspected daily and changed as needed. All applicable waste receptacles shall be damp wiped with a neutral detergent to remove evident soil and wet spills. In restrooms and food service areas, a germicidal detergent will be used in lieu of a neutral detergent. Any trash or waste that may fall onto the facility or grounds during the performance of this task will be removed. 5. Restroom Cleaning: The removal of trash, sweep, wet/damp mop, low dust and cleaned. Re-supply all toilet tissue dispensers, towel dispensers and hand soap dispensers. The cleaning and disinfection of all surfaces of partitions, stalls, stall doors and wall areas adjacent to wall mounted lavatories, urinals and toilets. The cleaning and disinfecting of all toilet bowls and urinals shall be defined as the removal of scum, mineral deposits, rust stains, etc. The cleaning of mirrors, soap dishes, towel and soap dispensers and miscellaneous fixtures. After completion of these tasks the restrooms shall be free of all streaks, stains, trash and dirt. 6. Replace Carpet Runners (as applicable): After floor has been properly cleaned and is completely dry, replace carpet runners in their original locations. 7. Clean and Disinfect Drinking Fountains: Thoroughly clean entire exterior surface with approved cream cleanser. The grain of the stainless steel must be followed at all times. Rinse thoroughly as all cream cleanser must be removed. Wipe entire surface with approved disinfectant solution. Wipe Dry: Use a clean, soft cloth and wipe item dry. Wipe with the grain of all stainless steel fixtures. 8. Stainless Steel (Brass) Cleaning (Doors, Trim, Etc.): Thoroughly clean all stainless steel (brass) not previously mentioned with approved cleaner and a clean soft cloth. Wipe with the grain of the stainless steel fixtures when cleaning. 9. All carpeting, including carpet runners, must be thoroughly cleaned as follows: All movable items must be removed from area(s) to be cleaned (i.e., chairs, waster receptacles, all free standing tables, typing stands, boxes, plants, all temporary floor coverings, etc.) and area thoroughly vacuumed. All stains must be removed during the extraction process, using approved chemicals. Great care must be taken to completely remove stain removal chemicals from carpet fiber. Thoroughly spray all thoroughly cleaned carpet with approved carpet fiber protector at approved dilution. Replace all items removed for cleaning. All items moved back into place that have metal of any type that come in contact with carpeting must be wood blocked or tabbed to keep the metal off the carpet fiber until thoroughly dry. All blocks or tabs should be removed during the next scheduled regular area cleaning, provided the carpet is thoroughly dry. 10. Scrub - Restroom Floors: Remove all movable objects from area. Thoroughly mop rinses area with clean cotton mop and clean water. Make sure 8

9 all walls, doors, etc. are also thoroughly rinsed. After floor is thoroughly dry, replace all objects moved from area. Scrub all walls including partitions 11. Wall Spot Cleaning: Thoroughly clean all spots, smudges, stains, etc. from walls, partitions and modular partitions using approved chemicals at approved dilutions. Wipe dry with clean soft cloth. Also thoroughly clean all interior glass with approved alcohol based glass cleaner and wipe dry with clean dry cloth. All surfaces must be dirt and streak free. 12. Dusting: Thoroughly dust all vertical and horizontal surfaces in all cleanable areas with approved dust cloth or tool treated with an approved water based dust control chemical, up to and including ceiling vents, air bars, and lighting devices, window blinds, etc. Do not move dusting residue from spot to spot, but remove directly from the areas in which dirt lies by the most effective means appropriate; treated dusting cloths or vacuum tools. Horizontal surfaces include, but are not limited to, counter tops, file cabinets, tables, coat-racks, etc. Telephones, other desk items, etc., must be lifted and dusted under. Do not disturb work papers. Dusting high and low includes, but is not be limited to, partition tops, pictures, chair rungs, etc. Window hangings are Venetian blinds. Dust Venetian blinds. 13. Lobby Glass Cleaning: Glass Cleaning is a part of the overall task of lobby cleaning. Glass cleaning shall be performed as specified. It is expected that all lobby glass, including doors and windows (to the limit of reach from floor level) shall be spot cleaned inside and out. All handprints, smudges, and soil are to be removed during the performance of this task. If necessary, clean the entire door or window to accomplish clean glass. 14. Emergency clean up/additional services: The District shall assign, as needed, cleanup duties to the CONTRACTOR when construction or remodeling has been completed or when an emergency occurs. Cleaning tasks would include: dusting, vacuuming, mopping, carpets extraction, window washing, etc. Payment will be according to the note per hour specified on the pricing sheet. NOTE: Services requested by the District and performed by the CONTRACTOR, which are beyond the scope of this service contract, shall be billed separately at the hourly rate quoted by the CONTRACTOR for emergency services/additional services. 15. Miscellaneous: Rubbish removal from a central location is the responsibility of the District. CONTRACTOR must bag all waste material and place inside containers provided for that purpose. 16. All hazardous conditions, such as burned out lights, loose railings, etc., must be reported by the CONTRACTOR to the District. 9

10 IX. CLEANING TASKS FREQUENCIES: DAILY (Mon Fri) WEEKLY MONTHLY SEMI-ANNUAL ROOM CLEANING - Office Areas, Copier Rooms, Reception Areas, Conference Rooms, Customer Service Area, etc. ROOM CLEANING - Office Areas, Copier Rooms, Reception Areas, Conference Rooms, Customer Service Area, etc ROOM CLEANING - Office Areas, Copier Rooms, Reception Areas, Conference Rooms, Customer Service Area, etc. ROOM CLEANING - Office Areas, Copier Rooms, Reception Areas, Conference Rooms, Customer Service Area, etc. Empty waste receptacles and remove waste to designated area. Wash or damp wipe, inside and outside, all waste receptacles presenting a soiled or odorous condition. Replace liners when torn or soiled. Dust mop all non-carpeted floors. Damp mop all spills. Thoroughly vacuum all carpeted floors including corners, and underneath partitions. Spot clean all carpeted areas. Remove all mats and runners and clean floor area underneath. Clean all mats and runners by best means. Replace all mats and runners. Clean and disinfect drinking fountains. Clean and polish all entrance glass. Move all lobby chairs and clean floor area underneath and replace chairs in proper place. Dust high and low, including clocks, all surfaces on which dust gathers. Clean all cleared desk and counter top areas with approved desk/counter cleaner. Remove all cobwebs, clean baseboards. Thoroughly clean and scrub by agitation (with hand brush or mechanical machine) all ceramic tile surface floors. Clean by most appropriate means all lobby furniture. Dust/vacuum window hangings. Clean all carpeted areas of heavy traffic showing noticeably greater soil than general area. Spot clean walls, doors, etc., removing all cobwebs, finger prints, smears and stains. Vacuum exposed heating outlets. RESTROOMS RESTROOMS RESTROOMS WINDOWS Clean and sanitize all units. Clean pipes beneath all sinks. Clean mirrors and counters and polish chrome. Refill dispensers. Sweep and damp mop floors with a germicidal solution paying special attention around wash bowls, toilets and urinals. Empty waste receptacles. Clean switch, door and kick plates. Maintain floor traps free of odor. Clean partition walls and doors with germicidal solution, making sure to thoroughly rinse. Thoroughly clean, scrub by agitation (with hand brush or mechanical machine), and disinfect all ceramic tile surface floors, with special attention to grouting, corners of floor, baseboards, and stalls. Spot clean walls around sinks, waste receptacles, behind urinals and toilets. Dust grills, ledges, etc. Wash with germicidal solution entrance doorways, ledges, etc. Shampoo or steam clean carpets by commercial methods: Full contract area. Clean light fixtures lens. Wash all exterior windows inside and outside. 10

11 X. OTHER REQUIREMENTS: A. QUALITY ASSURANCE PLAN The CONTRACTOR shall submit a Quality Assurance Plan, and the plan must be acceptable to the District. The CONTRACTOR shall not begin work under this contract until the Quality Assurance Plan, incorporating any changes required has been approved by the District. B. CONTRACTOR CLEAN UP The CONTRACTOR is responsible for repair, replacement or cleanup as necessary due to carelessness or negligence on the part of the CONTRACTOR or his/her employees. C. INSPECTION AND CORRECTION OF DEFICIENCIES Inspections by the District will be conducted on a regular basis for all specifications outlined in this contract. Performance evaluations noting deficiencies in the contract specifications will be provided the CONTRACTOR on a regular basis. The deficiency for a daily, weekly, or monthly task must be corrected within 48 hours. A quarterly, semi-annual, or annual task deficiency must be corrected within 48 hours. The District will maintain a "hot sheet" comprised of complaints/problems/concerns. The hot sheet will be provided to the CONTRACTOR at the beginning of each day and will outline the areas requiring special attention on that day, to be completed within 8 hours of its receipt. The General Manager or his/her appointed representative shall make the final decision as to whether or not any cleaning task has been satisfactorily performed. If it is determined that the task has not been properly performed as intended, the CONTRACTOR must make the necessary changes. Should the CONTRACTOR fail to correct specification deficiencies may result in cancellation of the contract by the District. The CONTRACTOR is responsible for keeping all business contact information maintained by the District up to date and accurate. D. BUILDING LOCK UP The CONTRACTOR must lock and secure the building each night when leaving. Lock up procedures consist of before leaving building: 11

12 1. Turn off all restroom exhaust fans. 2. Turn off all designated lights. 3. Check and lock all designated entrance ways. 4. Clean and organize custodian s closet. E. CONTRACT PAYMENT SCHEDULE/BILLING CONTRACTOR is to submit billing each calendar month to the District. In the event services can not be performed as outlined in the specifications due to construction projects, closed areas or other temporary occurrences, the District shall be credited per square footage per day for areas not serviced during this period. As a general policy, invoices shall be forwarded monthly to the Board of Commissioners at their regularly schedule monthly meeting. F. CONFIDENTIALITY CONTRACTOR shall be bound to confidentiality of any information its employees may become aware of during the course of performance of contracted tasks. Consistent and/or uncorrected breaches of confidentiality may constitute grounds for cancellation of the contract. XI. MINIMUM EQUIPMENT REQUIRED: The CONTRACTOR must have equipment and staff to adequately perform the specified services, and in the event of mechanical breakdown, will be expected to provide backup service so that janitorial services are performed as requested. 12

13 JANITORIAL SERVICES Bid Form PART 1 - Price for daily, weekly and monthly services only, as outlined in the specifications: The Unit Price is the price per month. The Amount is the unit price multiplied by the number of months in the Contract period. Description Janitorial Services. Contract period is one (1) year. Unit Price (Per Month) Amount (Unit Price X 12) PART 2 - Price for periodic services as outlined in the attached specifications (the price for periodic services are not to be included in the monthly price above). The CONTRACTOR is required to submit a separate billing as services are performed. Payment will be issued only after services are satisfactorily completed. The Unit Price is the price per occasion, all facilities and items required. The Amount is the unit price multiplied by estimated occasions per year. Description Unit Price Amount Semi-Annual Services. Clean Carpets (Shampoo) the full Contract carpeted area. Semi-Annual Services. Clean light fixture lens(es). Semi-Annual Services. Wash inside and outside of all windows. TOTAL PER YEAR: $ 13

14 JANITORIAL SERVICES Bid Form PART III - Total Contract Value A. Part 1 Total Contract Value (from page 13) Daily, weekly and monthly services only: B. Part 2 Total Contract Value (from page 13) Periodic services: $ $ TOTAL ESTIMATED CONTRACT VALUE Hourly Rate for Additional Or Emergency Services $ (Total of A and B) $ Bidder s Location (Name and Address): Bidder s contact person responsible for administering these Services: NAME: TITLE: PHONE: 14

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