Solicitation Addendum One (1) RFQ CARPET CLEANING SERVICES

Transcription

1 Solicitation Addendum One (1) RFQ North 58th Drive, Suite 202 Glendale, Arizona A signed copy of this Addendum must be received by on or before the Offer Due Date and time. This solicitation is amended as follows: REMOVE page 9 in its entirety and REPLACE with page 9-R All other provisions of the solicitation shall remain the same. The above referenced Solicitation Addendum is hereby executed this MARCH 25, 2009, by Ray Nader, CPPB, Authorized Signature Date Printed Name and Title Company Name Address City, State and Zip Code Company 1

2 MATERIALS MANAGEMENT REQUEST FOR QUOTATION QUOTATION NUMBER: DESCRIPTION: DUE DATE: APRIL 14, 2009 AT 2:00 P.M. LOCAL TIME Offers for the materials or services specified will be received by the City of Glendale Materials Management office at the below specified location until the time and date cited. Offers received by the correct time and date will be opened and the name of each bidder and the amount of the bid will be publicly read. Offer Opening and Submittal Location: City of Glendale Attn: 6829 North 58th Drive, Suite 202 Glendale, Arizona Offers must be in the actual possession of on or prior to the time and date, and at the location indicated above. Late offers will not be considered. Offers must be submitted in a sealed envelope with the Solicitation Number and the bidder's name and address clearly indicated on the envelope. Additional instructions for preparing a bid are provided within. FAX offers are not acceptable. Additional instructions for preparing an offer are provided within. OFFERORS ARE STRONGLY ENCOURAGED TO READ CAREFULLY THE ENTIRE QUOTATION. For questions regarding General Terms and Conditions contact: Ray Nader, CPPB Contract Analyst (623) rnader@glendaleaz.com For questions regarding Scope or Specifications contact: Harold Fields Custodial Supervisor (623)

3 SECTION ONE SPECIFICATIONS 1.1 INTRODUCTION The City of Glendale invites sealed quotations from qualified contractors to provide cleaning of carpet and upholstered furniture and upholstered panels (cubical dividers) The resulting agreement shall be to provide all items per specifications. Contractor s pricing is to include all labor, equipment, materials, and travel necessary to complete the scope The estimated annual quantity for carpet cleaning is between 20,000 and 82,000 square feet. For chairs/benches, it is approximately 200. These requirements may vary depending upon the needs of the City. 1.2 MINIMUM REQUIREMENTS The Contractor shall show a demonstrated ability to provide the services requested, at least five years of experience in cleaning more than one large commercial account at a time averaging 5,000 square feet per cleaning and the ability to clean at least 50 upholstered items within eight to ten hours The Contractor shall utilize a quality control process to ensure that the cleaning performed throughout this contract is sufficient in maintaining a clean and healthful environment and is performed in a safe manner through the use of non-toxic, nonallergenic, environmentally-friendly cleaning products Contractor shall use only the safest chemicals with the least harmful ingredients and all chemicals shall be biodegradable. MSDS sheets shall be provided for all chemicals used. Chemicals shall be approved for use by the City prior to bringing them on City property Carpet cleaning equipment shall be a truck-mounted system with the capability of hot/steam water extraction, hand wand and a water softener system or equivalent. The system shall be able to handle up to 400 square feet of hose. Upholstered furniture shall be cleaned using a truck-mounted system or a portable heated system Waste water must be properly disposed. 2

4 1.3 CITY RESPONSIBILITIES SECTION ONE SPECIFICATIONS The City shall provide water, air conditioning, heat, and electrical in the areas being cleaned. 1.4 GENERAL REQUIREMENTS Services shall be scheduled as needed by the City with some occasions requiring immediate response. In general, cleaning shall be scheduled between 8:00 a.m. and 5:00 p.m., Monday Friday. The City shall be responsible for scheduling The Contractor shall respond to City phone calls and requests for information within 24 hours. Requests for non-urgent cleaning shall be performed within seven days of the request. Requests for urgent cleaning shall be performed within 24 hours All buildings are typically cleaned at least once a year and in some cases, two to three times a year. All areas are typically scheduled for cleaning once a year; high traffic areas are cleaned two to five times a year. Flood cleanup may be requested by the City as needed Contractor shall assign a lead person who will be available and on-site throughout the duration of each job. The Contractor s lead person shall supervise Contractor s employees and shall be available to speak with the City s representative during the course of the job. Contractor shall provide the City with a phone number(s) and/or pager number where the lead person may be reached Contractor s employees must wear a uniform and have proper ID while working in City buildings. The City will have the right to cancel a job if employees are inappropriately dressed, at no cost to the City. 1.5 CARPET CLEANING SERVICE REQUIREMENTS Contractor shall be responsible for moving items in the designated cleaning areas (i.e. boxes, chairs, mats, trashcans, small tables, etc.) Carpet shall be vacuumed, as needed, prior to carpet cleaning Spots shall be removed prior to carpet cleaning. Baseboards, furniture, etc. shall be wiped off after carpet cleaning due to splashes or overspray during cleaning Carpet shall be pre-treated prior to cleaning. 3

5 SECTION ONE SPECIFICATIONS All carpet shall be treated with a soil repellant agent, deodorized and raked The Contractor shall ensure that over wetting does not occur Carpet shall be dry by 6:00 a.m. the next business day. 1.6 UPHOLSTERY CLEANING SERVICE REQUIREMENTS Upholstered furniture and panels may be scheduled to be cleaned during the same time as the carpet cleaning, or as needed and approved by the City Contractor shall wipe off any dirt, water or dust from all non-upholstery areas of the furniture (i.e. chair legs, back or arms, etc.) All upholstered furniture shall be scheduled for cleaning by the City and shall be done on an as required basis All upholstered furniture shall be treated with a soil repellant agent. 1.7 FLOOD CLEANUP Contractor shall be responsible for moving items in the flooded area (i.e. boxes, chairs, mats, trashcans, small tables, etc.) Carpet shall have water extracted and non-carpeted areas shall have water vacuumed Contractor shall provide fans and dryers to promote thorough drying of the affected areas. 1.8 CARPET REPAIR When the City requests carpet repairs, the Contractor shall provide a brief description of how repairs shall be performed, any required material and labor and material cost estimates. 1.9 OTHER CLEANING SERVICE REQUIREMENTS As the need arises, the City may add additional items that require cleaning similar to carpet and upholstered furniture cleaning. The City will negotiate with the Contractor on a case-by-case basis the service requirements and fair and reasonable pricing that is agreeable to the City and the Contractor. 4

6 SECTION TWO TERMS AND CONDITIONS 2.1 INCORPORATION BY REFERENCE All responses shall incorporate by reference the Scope/Specifications, terms and conditions, general instructions and conditions, and any attachments. The Standard Terms and Conditions applicable to this solicitation are posted on the Internet. They are available for review and download at the City of Glendale Materials Management Internet home page, Offerors are advised to review all provisions of the General Instructions and Conditions for this solicitation. 2.2 RETURN OF OFFER Two (2) entire sets of the offer bid package (see paragraph 2.3) shall be submitted, one containing all original documents and marked original. 2.3 PREPARATION OF BID PACKAGE Only the following items shall be completed and returned. Failure to include all the items may result in a bid being rejected. Bid packages shall be submitted in the following order: OFFER SHEET, Section Three PRICE SHEET, Section Four ADDENDUM, Return all addenda 2.4 ALTERNATE OFFERS/EXCEPTIONS Offers submitted as alternates, or on the basis of exceptions to specific conditions of purchase and/or required specifications, must be submitted as an attachment referencing the specific paragraph number(s) and adequately defining the alternate or exception submitted. Detailed product brochures and/or technical literature, suitable for evaluation, must be submitted with the bid. If no exceptions are taken, City will expect and require complete compliance with the specifications and all Conditions of Purchase. 2.5 TERM OF AGREEMENT The term of agreement for this Quotation shall be for a twoyear initial period. 2.6 OPTION TO EXTEND The City may, at its option and with the approval of the Contractor, extend the period of this agreement an additional FOUR (4) year(s), renewable on an annual basis. Contractor shall be notified in writing by the City Materials Manager of the City s intention to extend the contract period at least thirty (30) calendar days prior to the expiration of the original contract period. Price adjustments will only be reviewed during contract renewal. 2.7 PRICE All prices quoted shall be firm and fixed for the specified contract period. 2.8 FOB POINT Prices quoted shall be FOB destination to: City of Glendale, AZ. 5

7 SECTION TWO TERMS AND CONDITIONS 2.9 AWARD Award will be made on an all or none basis. Prices must be shown for each item listed. Quotes submitted without individual item prices listed will be considered as nonresponsive and rejected WORKER'S COMPENSATION Contractor shall be in full compliance with the provisions of the Arizona Worker's Compensation Law (Title 23, Chapter 6, Arizona Revised Statutes) as amended, and all rules and regulations of the Industrial Commission of Arizona made in pursuance thereof. Contractor shall secure payment of compensation to employees by insuring the payment of such compensation with the State Compensation Fund or any insurance company authorized by the Insurance Department of Arizona to transact business in the State of Arizona. Contractor further agrees that he shall require any and all sub-contractors performing work under the agreement to comply with said Worker's Compensation Law. It is expressly understood and agreed that all persons employed directly or indirectly by the Contractor, or any of his subcontractors, shall be considered the employees of such Contractor, or his sub-contractor(s), and not the employees of the City of Glendale INSURANCE Contractor, performing as an independent contractor hereunder, shall be fully responsible for providing Works Compensation, or other applicable insurance coverage for itself and its employees and the City shall have no responsibility of liability for such insurance coverage. Contractor shall provide to the City of Glendale a copy of the policy or a certification by the insurance carrier, showing the contractor to have in effect during the term of this contract, a General Liability Insurance policy, which shall be the primary coverage for Contractor activities under this contract. The coverage limits of such insurance shall not be less than those listed below. The insurance company issuing the policy required above shall have a "BB" financial rating, or better, in the current edition of Standard & Poors Insurance Guide and be authorized by the State of Arizona, Department of Insurance to transact business within the State. The certificate and policy shall name the City of Glendale as an additional insured and shall be primary coverage for the activity of the contractor. The City reserves the right to terminate any contractor agreement if the contractor fails to maintain such insurance coverage. Contractor must provide certification of insurance compliance within 10 calendar days after notification of award. Certification must include: name and address of insurance company; policy number; liability coverage amounts; a statement the policy will not be canceled or failed to be renewed without thirty (30) days written notice to the City. 6

8 SECTION TWO TERMS AND CONDITIONS 2.11 INSURANCE continued Certification to be submitted to:, 6829 North 58th Drive, Suite 202, Glendale, Arizona Type of Insurance (Minimum) Workers Compensation Contractor(s) Protective Bodily Injury Contractor(s) Protective Property damage Contractual Bodily Injury Contractual property damage Contractual property damage Automobile bodily injury & property damage Limits of Liability Statutory $1,000,000 each occurrence $500,000 each accident $500,000 aggregate $1,000,000 each occurrence $500,000 each accident $500,000 aggregate $1,000,000 each occurrence 2.12 REFERENCES Provide with the quote, three letters of reference from companies for whom contractor has provided similar products/services in the last twelve months. Also include company name, address, phone number, contract person, a description of the products/services provided with a description of any major variation to the requirements of this QUOTE PROCUREMENT CARD ORDERING CAPABILITY It is the intent of the City of Glendale to utilize the City's Procurement Card (i.e. MasterCard/Visa/American Express), to place and make payment for orders under this Contract. Proposers without this capability may be considered non-responsive and not eligible for award consideration. 7

9 SECTION THREE OFFER SHEET 3.1 OFFER Bidder certifies that they have read, understand, and will fully and faithfully comply with this solicitation, its attachments and any referenced documents. Bidder also certifies that the prices offered were independently developed without consultation with any of the other bidders or potential bidders. Printed Name of Authorized Signature Title Company's Legal Name Company Address Address City, State & Zip Code Telephone Number FAX Number Authorized Signature Address For questions regarding this offer: (If different from above) Contact Name Phone Number Fax Number Contact Address Tax/Company Status information: FEDERAL TAXPAYER ID NUMBER: Arizona Sales Tax No. Tax Rate Bidder certifies it is a: Proprietorship Partnership Corporation. Minority or woman owned business: Yes No 8

10 SECTION FOUR PRICE SHEET 4.1 PRICE Item # 1 Carpet Cleaning EST SQ FT UNIT PRICE EXT COST 20,507 Weekday Rate: $ per sq. ft. $ Optional Pricing Weekday Hours: a.m. to p.m. A. Evening Rate: $ per sq. ft. Hours: a.m. to p.m. B. Weekend Rate: $ per sq. ft. Hours: a.m. to p.m. C. Holiday Rate: $ per sq. ft. Hours: a.m. to p.m. D. Flood Cleanup (carpet cleaning): $ per sq. ft. E. If applicable, list minimum square footage and/or minimum cost per call out: square feet and/or $ F. Chairs, all sizes, per chair: $ G. Upholstered items: $ per sq. ft. (e.g. court benches, cubical panels, sofas) H. Carpet Repair: $ per hour 4.2 DELIVERY Bidder states that all items will be delivered calendar days after receipt of order. 9 R

11 SECTION FOUR PRICE SHEET 4.3 PROCUREMENT CARD ORDERING CAPABILITY See Section 2. Please check appropriate box. YES, I will accept payment under this contract with the Procurement Card. NO, I will not accept payment under this contract with the Procurement Card. 4.4 DISCOUNT/PAYMENT TERMS: The City standard is 2% 20 days. Comply: YES NO If your answer is NO, please state terms offered: 10

12 SECTION FIVE LOCATIONS The following is a list of current locations to provide service. Other City offices may be added by amendment in the future. Fire Station N. 55th Ave sq ft. Fire Station W Deer Valley Rd sq ft Fire Station W. Bethany Home Rd sq ft Fire Station N. 59th Ave sq ft Fire Station N. 59th Ave sq ft Fire Station N. 83rd Ave sq ft Fire Station W. Peoria Ave sq ft Fire Station N. 63rd Ave sq ft Fire Station W. Union Hills sq ft 11