Chief Peguis Investments Request For Proposal (RFP) Green Cleaning Procurement For: The Chief Peguis Business Center 1075 Portage Avenue Winnipeg MB.

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1 Chief Peguis Investments Request For Proposal (RFP) Green Cleaning Procurement For: The Chief Peguis Business Center 1075 Portage Avenue Winnipeg MB. To: Prospective Bidders Subject: Request for Proposals (RFP): Green Cleaning (GC) Services for the Chief Peguis Business Center located at 1075 Portage Ave in Winnipeg Manitoba managed by the Chief Peguis Investment Corporation (CPIC). This proposal will have an effect on air quality, human health, building finishes, building systems, and the environment. Chief Peguis Investments wishes to enter into partnership with the right provider(s) to drive, implement, and manage these efforts. The purpose of this RFP, therefore, is to obtain the expert services of a green cleaning services contractor (henceforth Contractor ) to provide a cleaning program utilizing standards that would meet Leadership in Energy and Environmental Design (LEED) Green Cleaning requirements. We seek a proven, high-performing Contractor with management, staff and significant corporate commitment to achieve the performance objectives detailed in Section 1 of this RFP. This letter provides a summary of the salient elements of the RFP. Bidders are cautioned to carefully examine the entire RFP and the requirements contained therein before responding. The following are key milestones for this solicitation: A pre-bid meeting will take place on January 5 at 10 am at the CPIC Offices. Property tours have been scheduled commencing January 12 at 10 am. See Attachment A for locations, times and directions. Questions and clarifications to the RFP must be submitted by January 19. Proposals are due on February 2 / 2015 at 1075 Portage Ave: (Attention CPIC Project Manager). The contract is expected to be awarded by February 16 / Bidders are encouraged to submit questions and clarifications pertaining to the RFP (by to the primary contact) as soon after its release as possible to allow us time to respond as fully as possible. Proposals will be evaluated on the basis of the evaluation criteria listed in Section 2.5 of the RFP. CPIC will subsequently select the firm that offers the best overall value to CPIC considering their response to the cleaning requirements. CPIC reserves the right to hold discussions with bidders that are the most competitive, or to reject any or all bids. Awarding of services will not be solely based on price. The contract will be on CPIC s current standard form, for a base period of three years with two one year extension options contingent upon CPIC satisfaction with the chosen contractor s cleaning program. The RFP contains the following sections: Section 1: Introduction - Organizational background, goals/objectives for GC program. Section 2: Bid Instructions - Provides required content and format for proposals, schedule, evaluation criteria, and other ground rules for the solicitation process. Section 3: Scope of Services - General requirements and terms for the contract. Section 4: GC Requirements - Provides the requirements the Contractor s proposed GC services must meet. Section 5: Pricing - Gives instructions on how to provide bids for the base financial proposal. Attachment A: List of Included Facility(s) and Tour Schedule Attachment B: Pricing Sheet- Attachment C: General RFP Bid Form 1

2 Communications All communications for submittal of questions and proposal correction or withdrawal prior to the closing date should be made via to the primary contact: Name: Robert Mark Chislett Address: 1075 Portage Ave Winnipeg Manitoba We hope you will choose to submit a proposal to provide green cleaning services at s facility(s), and look forward to seeing you at the pre-bid meeting. Sincerely, Robert Mark Chislett CPIC 2

3 Chief Peguis Investments Corporation REQUEST FOR PROPOSAL (RFP): Green Cleaning Services: Issued by: Robert Mark Chislett Date Issued: December 17th Response Deadline: Feb 2 / 2015 In agreeing to participate in the RFP, it will be necessary that you become privy to information regarding CPIC and/or its business affairs and/or its current or future projects. Given the sensitive and competitive nature of our business, it is essential that any matters which we discuss with you, and advice which you provide to us, and any information, documents, plans and other materials which you prepare or review for us be treated in the strictest of confidence. You will not, at any time, including after the expiration of this RFP, discuss any information pertaining to CPIC or your engagement without our prior written approval, unless such discussion is necessary in the course of generating the Proposal. 3

4 CONTENTS 1.0 INTRODUCTION Background Green Cleaning Program Purpose Green Cleaning Program Requirements BID INSTRUCTIONS Pre-bid Meeting and Building/Facility Tours Queries and Primary Contact Person... Error! Bookmark not defined. 2.3 Proposal Required Contents and Format Proposal Schedule Response Evaluation Criteria Proposal Correction or Withdrawal of Proposal Prior to Closing Date Additional Information, Investigation and Inspection Confidentiality of [CLIENT] Information Confidentiality of Proposals Responsibility for Costs Non-Standard Proposal Submissions Reservations and Limitations SCOPE OF SERVICES General Period of Performance GREEN CLEANING REQUIREMENTS Green Cleaning Program, Management, and Business Systems General Operating Policies and Procedures Training of Staff and Supervisors Purchase and Use of Green Cleaning Products and Materials Approved Tools- Green Cleaning Equipment Green Cleaning Guidelines Billing Audit of Effectiveness of Green Cleaning Plan Respondent s References PRICING LIABILITY INSURANCE ATTACHMENT A: PROPERTY ADDRESSES AND TOUR SCHEDULE ATTACHMENT B: GREEN CLEANING PRICING SHEET ATTACHMENT C: BID FORM

5 1.0 INTRODUCTION CPIC is committed to the implementation of a Green Cleaning (GC) program through the procurement of professional services that are in accordance with LEED Green Cleaning Requirements as a guide. CPIC is pleased to invite Respondents to provide a Proposal outlining how they would approach the provision of GC services at its facility(s) identified in Attachment A and the benefits which would accrue as a result of the Respondents involvement. 1.1 Background CPIC statement about their business Our Sustainability Strategy is: Some of our Sustainability Strategy objectives are to: Insure Vertical Integration Insure our Business Center provides a safe and healthy environment Insure Clients receive the best green cleaning services possible Insure we provide leading edge recycling services Employee First Nations as a preference For Green Cleaning our Objective is to: Reduce the exposure of building occupants and maintenance personnel to potentially hazardous biological, chemical, and particulate contaminants, which have an adverse effect on air quality, human health, building finishes, building systems, and the environment. Obtain LEED Indoor Air Quality Points that will assist in achieving LEED-EB certification. 1.2 Green Cleaning Program Purpose The purpose of the GC program is to: Cover all cleanup activities conducted in the common spaces of a designated facility. It covers aspects pertaining to cleaning procedures; the selection of products, materials, and cleaning equipment; the training of staff and supervisors; and quality management. Initiate a strategic sourcing partnership in which the CPIC wishes to collaborate closely with the selected Respondent to meet CPIC s goals. It is intended that the successful Respondent will be the driving force behind driving a GC program that improves the working conditions for CPIC s employees, while reducing harmful impacts on the environment. 1.3 Green Cleaning Program Requirements The Respondent s program shall meet the following requirements: 1. Provide a log at each location for the Respondent s staff to use as a guide to ensure that all requirements of the cleaning specifications have been met. 2. Provide a copy of the GC plan to the Respondent s onsite staff, including the supervisor, cleaning, and maintenance staff, to be kept as an available reference. The plan will also be routinely reviewed and updated with the most current available information on best green cleaning practices. 3. Clearly state and visibly post the environmental policy of the Respondent at the site. 4. Instruct Respondent s cleaning staff and supervisors that it is their responsibility to communicate with the CPIC to ensure that any issues are addressed. This includes, but is not limited to, health and safety concerns, the presence of pests, advisable cleaning frequency, and issues regarding cleaning products or equipment maintenance. 5. Provide and use the cleaning methods, products, and equipment that meet the requirements of a LEED Green Cleaning: High Performance Cleaning Program Credits (Credits 3.1, 3.2, 3.3, and 3.4) as outlined in this RFP. 5

6 6. Maintain a detailed tracking, reporting, and billing/invoicing system to support CPIC s goal setting, performance tracking, and decision-making ability. (CPIC to provide format of reports.) 7. Collaborate with CPIC s staff and contractors (i.e. waste management) to implement the GC program. This includes conducting educational training and outreach as necessary on aspects of the GC program. 2.0 BID INSTRUCTIONS The following section provides instructions for preparation of bid materials that must be followed if a Respondent is to be considered in compliance with the RFP. The information in this section should be considered the ground rules for the solicitation process and is intended to assist Respondents in preparing a proposal. 2.1 Pre-bid Meeting and Building/Facility Tours A pre-bid meeting will be held at CPIC s offices, On January 6 /2015 at 10 am tours of the facility(s) have been scheduled as per Attachment A. Respondents who intend to submit a response are required to attend the prebid meeting and tours. The preliminary agenda includes: Overview presentation by CPIC explaining purpose of GC and operational overview Q&A by bidders Property Tours All inquiries about this RFP must be made in written form, via or fax, to CPIC primary contact: Name: Robert Mark Chislett mchislett@chiefpeguisinvestments.ca In the interest of fairness and the best program outcome, any questions and responses will be distributed via to all prospective Respondents who have indicated intent to submit a proposal. The identity of companies who submitted questions will be kept confidential. All questions must be received by January 19 / Responses to all questions will be issued to all providers by CPIC by January 26 / Proposal Required Contents and Format At a minimum, each base proposal should address all of CPIC s requirements through: A narrative response specifying an operations plan for a GC program that addresses the services requested in Sections 3 (Scope of Services) and 4 (Green Cleaning Requirements) by facility (please note that the submitted response must follow the same headings provided in Section 4). A completed Pricing Sheet as per Attachment B. A completed Bid Form as per Attachment C. Respondents should also bear in mind the proposal evaluation criteria outlined in Section 2.5 in preparing their responses. Complete responses must be received via 1) and 2) mail/courier no later than February 2 /2015, to the primary contact noted in Section 2.2. Proposals received after the time and date specified above will be declined. A complete proposal for this RFP should contain two (2) hard copies printed on 100% recycled paper (double sided printed). All bidders are also requested to submit an electronic copy of a complete response as Microsoft Word via . Respondents should respond to the points raised as directly as possible. Proposals that are incomplete, not properly endorsed, do not follow the requested format, or otherwise are contrary to the guidelines of this RFP may be rejected as non-responsive. 6

7 2.4 Proposal Schedule The following timeline will be used for the selection process. DATE December 16 / 2014 January 6 / 2015 January 12 / 2015 January 19 / 2015 January 16 / 2015 February 2 / 2015 February 16 / 2015 March 1 / 2015 April 1 / 2015 ACTION RFP released to prospective providers via /fax Pre-bid meeting, 10:00 am office of the CPIC primary contact. Property tours in accordance with Attachment B. Submission deadline for questions on RFP to [CLIENT] primary contact, by 4:00 pm (EST/EDT) Summary of responses to provider questions ed to all providers, by 4:00 pm RFP responses due, by 4:00 pm (EST/EDT) The winning Respondent is notified Contract development, definitive terms and conditions are negotiated. Transition start date is decided. Estimated program implementation/start date. Start dates may vary by property. 2.5 Response Evaluation Criteria Submissions will be evaluated based on, but not limited to the following: 1. Ability to meet CPIC s GC requirements (per Section 3) 20%. 2. Vendor and Staff Experience 20%. 3. References 10%. 4. Price 30%. 5. Overall company social, environmental and financial performance 10%. 6. First Nation employment content 10% 2.6 Proposal Correction or Withdrawal of Proposal Prior to Closing Date Any proposal may be withdrawn or modified by written request of the Respondent provided such request is e- mailed to CPIC by the deadline stipulated in Section 2.3. Modifications received after the due date will not be allowed. Each correction to a proposal must be clearly marked and initialed by the Respondent. CPIC or its representatives reserves the right at any time to request clarification from any or all Respondents submitting a proposal. 2.7 Additional Information, Investigation and Inspection CPIC reserves the right to request site visits to one or more of the Respondent s existing customer facilities, to speak directly to a provider s references, and to make independent investigations as to the qualification of any Respondent at anytime during the process. Performance information may be solicited from any available source. CPIC may request additional information by Respondents to clarify elements of their bid proposals. CPIC will notify companies after all bids are received on whether a presentation is required. 7

8 2.8 Confidentiality of CPIC s Information The terms of this RFP, and all other information provided, are to be treated by the Respondent as strictly confidential and proprietary. All data and business information is to be used solely for the purpose of responding to this inquiry. Access to this information shall not be granted to third parties except upon prior written consent of CPIC and upon the written agreement of the intended recipient to treat the same as confidential. No news releases, public announcements or any other references to this proposal shall be made without the prior written consent of CPIC. We may request at any time that any of our material be returned. Should there be a breach of this request for confidentiality or other restrictions identified in this RFP, the Respondent will be eliminated from consideration for this RFP. 2.9 Confidentiality of Proposals All proposal materials shall become the property of CPIC and will be held confidential. Any copies of submitted proposals will be limited to CPIC employees and consultants on a need-to-know basis. No proposals or associated documentation will be returned Responsibility for Costs CPIC will not reimburse any Respondent for any costs involved in the preparation and submission of the proposals, in making an oral presentation, or in contract negotiations. Respondents are responsible for all costs associated with responding to and submitting a proposal as part of this solicitation process Non-Standard Proposal Submissions CPIC recognizes that this RFP may request that Respondents describe their business in ways that are different than their normal business practice; however CPIC nonetheless requires that proposals be submitted in accordance with the instructions contained in this RFP. Respondents are cautioned that proposals must follow the required format as outlined in this section, Section 4 - Green Cleaning Requirements and associated attachments Reservations and Limitations CPIC reserves the following rights and options: To reject any and all proposals that fail to meet the literal and exact requirements of the specifications provided in this RFP document. To accept the proposal that is, in the judgment of CPIC in the best interest of CPIC and its facilities. To reject any and all non-responsive proposals. To waive irregularities in any proposal as CPIC may elect to waive. To reject all proposals without cause. To issue subsequent requests for new proposals. To discontinue its negotiations after commencing negotiations with a finalist, if progress is unsatisfactory, and commence discussions with another Respondent. 3.0 SCOPE OF SERVICES This section provides a general description of the scope of services sought, period of performance, locations of service, and other issues pertaining to providing the GC services. 3.1 General The Respondent will be required to provide cleaning service for the facility/ facilities enumerated in Attachment A. The scope of the GC program will cover the following areas: Reception or Lobby Areas Enclosed Workstations or Closed Office Open Workstations or Cubicles Cafeterias of Lunchrooms Kitchenettes Janitorial or Custodial Closets Corridors or Hallways 8

9 Mailbox area Archival or Filing Areas Internal Staircases Storage Areas and Closets Photocopy or Printer Rooms Conference Meeting Rooms Washrooms on three floors 3.2 Period of Performance Property contracts will be awarded for a minimum period of three (3) years of base contract with two (2) one-year renewal options. The initial period is a commitment to work with the contractor on the GC program, after which the program may be extended if the program is successful and meets CPIC s expectations. 4.0 GREEN CLEANING REQUIREMENTS This section outlines minimum responsibilities and activities the Contractor will be required to perform. All narrative proposals should follow the headings below, and provide concise responses to information requested. Bidders are expected to respond to all items in as much detail as necessary for CPIC, its representatives and consultants to make a fair evaluation of your firm and the proposal for ranking. 4.1 Green Cleaning Program, Management, and Business Systems Provide a brief description of your overall management and business systems as they pertain to the following: Describe your vision of a GC program for CPIC. Identify your specific project personnel or teams that will be devoted to CPIC s GC program. Include how staff devoted to CPIC s GC program will interact or utilize overall company resources/expertise (include training they may receive or corporate resources or networks that will benefit CPIC. Discuss the relationships that you plan to establish with CPIC Include in your discussion, where applicable, the relationships you propose to establish with CPIC staff, tenants and contractors or suppliers. Your response must identify any third parties with whom you will partner to provide the GC services requested in this RFP, including which elements you propose each third party will cover, and their credentials to provide these services. 4.2 General Operating Policies and Procedures Below are the general operating policies and procedures the Respondent is expected to work within: Frequency - Depending on the level of cleanliness achieved, traffic in the building, and weather conditions, the frequency and type of cleaning (i.e. night or day cleaning) will be adjusted as necessary. Schedules are reviewed twice per year to ensure that appropriate levels of cleanliness are being achieved Log Book - A log of cleaning and maintenance activities will be kept. The log should include the type of cleaning or maintenance performed, the date on which cleaning or maintenance is carried out, date of equipment/material purchases and any other relevant information your organization would like to see incorporated. The log, for example, can be used to provide a history of services for a selected machine. In this case, the history of maintenance repairs or preventative maintenance activities carried out on the machine will provide your organization and employees valuable health and safety information. Hazardous Waste Management - The successful Respondent shall also with CPIC s assistance develop, maintain and follow work instructions, safety rules, and established policies and procedures as they apply to non-hazardous and hazardous waste management activities. 4.3 Training of Staff and Supervisors. The Contractor must ensure cleaning staff and supervisors are trained on LEED Green Cleaning procedures. It is the responsibility of the Respondent to ensure staff and supervisors are properly screened and trained as per but not limited to the below: Each staff member and supervisor must be educated in understandable and persuasive terms in the necessity of mandatory compliance with all green cleaning procedures and practices. Verification of 9

10 understanding and willing compliance with all mandates is required. Compliance is not at the discretion of the worker; it is an essential requirement of creating a healthy work environment and meeting LEED requirements. Cleaning staff and supervisors must be trained in the hazards, use, maintenance, disposal, and recycling of cleaning chemicals, dispensing equipment, cleaning equipment, and scheduling. A log of the training of each worker should be kept to ensure proper training is carried out. The log is to include training topics, outlines of information covered, the name and qualifications of the trainer, and the dates and duration of the training. Staff and supervisors must be re-trained in updated green cleaning techniques and products on a regular basis. Any new staff members will be fully trained and training should be provided on a semiannual basis and more frequently whenever any changes are made to the cleaning plan. 4.4 Purchase and Use of Green Cleaning Products and Materials It is not CPIC s intention to require specific brands of products be used but all products should meet LEED Green Cleaning requirements for each category. Products should be purchased in quantities that minimize the amount of packaging. If re-usable cleaning supplies can be purchased, such as micro-fibre towels and cloths, that is preferred. Cleaning product and material purchases include items used by in-house staff or outsourced service providers. To achieve compliance with the LEED Green Cleaning requirements, 30% of the total annual purchases of these cleaning and maintenance products (by cost) must meet at least one of the following sustainability criteria: a) Green Seal GS-37, for general-purpose, bathroom, glass, and carpet cleaners used for industrial and institutional purposes. b) Environmental Choice CCD-110, for cleaning and degreasing compounds. c) Environmental Choice CCD-146, for hard surface cleaners. d) Environmental Choice CCD-148, for carpet and upholstery care. Disinfectants, metal polish, floor finishes, strippers, or other products not addressed by the above standards: a) Green Seal GS-40, for industrial and institutional floor care products. b) Environmental Choice CCD-112, for digestion additives for cleaning and odor control. c) Environmental Choice CCD-113, for drain or grease traps additives. d) Environmental Choice CCD-115, for odor control additives. e) Environmental Choice CCD-147, for hard floor care. Hand soaps must meet one or more of the following standards: a) No antimicrobial agents (other than as a preservative) except where required by health codes and other regulations (i.e., food service and health care requirements). b) Green Seal GS-41, for industrial and institutional hand cleaners. c) Environmental Choice CCD-104, for hand cleaners and hand soaps. Disposable janitorial paper products must meet minimum requirements of one of the following standards: a) Green Seal GS-09, for paper towels and napkins. b) Green Seal GS-01, for tissue paper. c) Environmental Choice CCD-082, for toilet tissue. d) Environmental Choice CCD-086, for hand towels. e) Janitorial paper products derived from rapidly renewable resources or made from tree-free fibres. 10

11 When submitting a bid, Respondents should fill out the following table and include their List of Proposed Products in order to highlight how the requirements listed above are to be met. Manufacturer Product Natural Cleaners General Purpose Cleaners Carpet Cleaner Glass Cleaner Floor Finish Floor Stripper Washroom Cleaners Accelerated Hydrogen Peroxide (AHP) for Disinfecting Approved Dilution Control Systems to optimize chemical use Janitorial paper Trash Bags Hand Soaps Other 4.5 Approved Tools- Green Cleaning Equipment All equipment used should meet the criteria established in the LEED Green Cleaning Requirements listed below. As required under Section General Operating Policies and Procedures, a log of all powered cleaning equipment should kept, documenting purchase dates, maintenance and repair activities. Equipment that is designed with safeguards, such as rollers or rubber bumpers, to reduce potential damage to building surfaces Vacuum cleaners - certified by the Carpet and Rug Institute Green Label Testing Program for vacuum cleaners and operable with a sound level of less than 70dBA. Carpet extraction equipment - used for restorative deep cleaning certified by the Carpet and Rug Institute s Seal of Approval Testing Program for deep-cleaning extractors. Powered floor maintenance equipment, including electric and battery-operated floor buffers and burnishers, equipped with vacuums, guards, and/or other devices for capturing fine particulates and operable with a sound level of less than 70dBA. Garbage Bags or Can Liners - plastic garbage bags or trash must meet U.S. EPA Comprehensive Procurement Guidelines for Janitorial Paper and Plastic Trash Can Liners. These guidelines stipulate that trash can liners contain a minimum of 10% post consumer recycled content. Propane-powered floor equipment - high-efficiency, low-emission engines with catalytic converters and mufflers that meet the California Air Resources Board (CARB) or U.S. Environmental Protection Agency (EPA) standards for the specific engine size and operate with a sound level of less than 90dBA Battery-operated equipment - equipped with environmentally preferable gel batteries. When submitting a bid, Respondents should list the equipment they will use and how they will meet the requirements listed above. 4.6 Green Cleaning Guidelines Respondents must provide an overview of how they will provide cleaning services in the following areas listed below and how they will meet the requirements of a LEED Green Cleaning program: 11

12 Areas Process Equipment Product a) Reception or Lobby Areas b) Enclosed Workstations or Closed Office c) Open Workstations or Cubicles d) Cafeterias of Lunchrooms e) Kitchenettes f) Janitorial or Custodial Closets g) Corridors or Hallways h) Mailrooms i) Archival or Filing Areas j) Shower Areas k) Locker Rooms l) Internal Staircases m) Showrooms n) Storage Areas and Closets o) Photocopy or Printer Rooms p) Conference Meeting Rooms q) Washrooms r) Warehouse Areas s) Exterior Facility Areas t) Other The Respondent will also provide its guidelines for addressing the following areas as they relate to cleaning services. Please indicate how cleaning services meet LEED Green Cleaning requirements: 12

13 Areas Process Equipment Product a) Dusting and dust mopping b) Floor care:stripping, restoration, buffing and burnishing c) Carpet care:general maintenance and extraction d) Food e) Measuring and diluting concentrated cleaning products f) Waste management g) Furniture 4.7 Billing The Contractor shall provide monthly billing statements as required by the local CPIC management groups Audit of Effectiveness of Green Cleaning Plan The audit is an assessment tool that will be used periodically (e.g. annual, semi-annual) to assess the effectiveness of the green cleaning program. An audit should be conducted during normal business hours when occupancy and activities are at normal levels. After the audit is conducted, the overall appearance level of the building is calculated. Areas that do not meet requirements are documented and changes to the plan should be made. The audit will be evaluated using an approved audit form supplied by the Respondent. An individual or team responsible for the administration of the office cleaning program (e.g. branch or regional operators, warehouse managers etc.) will conduct a walkthrough inspection of a randomly selected sample of rooms in the building and evaluate the effectiveness of the green cleaning program. The Respondent will be given adequate notice before an audit is conducted and the audit should be conducted in the presence of the Respondent. Gaps from the GC program must be dealt with prior to the next scheduled audit. The Green Cleaning leader or working team at CPIC and the Respondent shall meet on a regular basis to discuss performance of services and value add opportunities. The Respondent will be largely responsible for spearheading and facilitating these meetings. Please discuss what issues you expect to cover in these meetings and a proposed format and how you plan to work with CPIC for the audit process. 4.9 Respondent s References List three of your current major customers. Include as many customers as possible that are comparable to CPIC s requirements insofar as size and Green Cleaning requirements are concerned. 13

14 5.0 PRICING This section outlines the general requirements and guidelines for preparing a quote for GC services at the facility(s) identified in this RFP. A pricing sheet must be enclosed and included with the Respondent s submission in order for the bid submission to be considered. The pricing sheet at minimum should cover the scope of services provided, the expected frequency and the monthly rate. In addition, identify any special services that require separate pricing and scheduling and which are beyond the services highlighted in this RFP. The pricing sheet, Attachment B: Green Cleaning Pricing Sheet, can be used as a guide when preparing a response. Respondents should prepare a response based on providing services over a three-year period. 6.0 LIABILITY INSURANCE Any and all damages caused by the Respondent in relation to the execution of GC services will be rectified by the Respondent at no cost to and to the satisfaction of CPIC within a reasonable time frame. During the term of the contract the GC service provider is required to maintain in full force and effect and at its own expense general liability insurance. Failure to provide insurance will result in the withholding of payments or at the sole option of the Agency, forfeiture of the Contract. 14

15 ATTACHMENT A: PROPERTY ADDRESSES AND TOUR SCHEDULE In addition to property addresses, include square footage, number of employees, and hours of operation and expected dates for facility(s) tours. 15

16 ATTACHMENT B: GREEN CLEANING PRICING SHEET The pricing sheet must be enclosed and included with the Respondents submission in order for the response to be considered. Cleaning Schedule: Weekly Bi-Monthly Monthly Other Days of Week: Time of Day: Cleaning Services to Perform Please list the services covered under the GC program, the frequency of each service, the total hours per service and the estimated rate. Example Services Frequency Rate Hours Annual Total 4x month $/hour hrs/day $ Special Services 1x month $/hour hrs/day $ Total $ Indicate in the table below if you expect changes in Contract Years 2 and 3 to the rates bid for Contract Year 2 & 3. Service Year 2 (%) Year 3 (%) 16

17 ATTACHMENT C: BID FORM CPIC Project Title: Date: Submitted by: (company) Address: Green Cleaning Program CPIC Contact Person: Telephone: Fax: To: CPIC 1. OFFER Having carefully examined the documents provided by CPIC and having carefully examined the locality and site of the proposed works and are capable and willing to perform the requirements of the contract; hereby offer to enter into a Contract to perform the work for the total cost as outlined on the Pricing Sheet form attached. 2. ACCEPTANCE This quote shall be open to acceptance for ninety days. If this Offer is accepted by the CPIC either partially or wholly, within the time period stated above, we will: Execute the Agreement(s) within 30 days of receipt of the form of execution. Complete the work in accordance with the information provided. 3. DECLARATIONS We hereby declare that: No person, firm or corporation other than the Contractor has any interest in this quote. This Offer is made by the Offerer without any connection, knowledge, comparison of figures or arrangement with any person or persons making an offer for the same work, and is in all respects fair and without collusion or fraud. Several matters stated in the said Offer are in all respects true. We understand and agree that the Owner reserves the right to accept or reject any or all Offers and to waive irregularities and formalities at its discretion. We understand and agree that the Owner reserves the right not to accept the lowest Offer. We understand and agree that the Owner reserves the right in its evaluation of the tenders to consider all criteria whether or not such criteria are contained in the information for the Offerers. We understand and agree that the Owner reserves the right to vary the scope of work prior to the award of tender as coordinated through issued addenda. 17

18 4. SIGNATURES COMPANY (Name Please Print) (Address) (Seal) SIGNATURE NAME AND TITLE (Authorized Signing Officer) (Please Print) 18