REQUEST FOR PROPOSAL (RFP) 13812A FOR DENVER WATER'S Computer Room Cleaning September 15, 2011 Submit Proposal by September 29, 2011 by 11:00 A.M. Mountain Time to: Denver Water Purchasing 1600 West 12th Avenue, Building 12 Denver, CO 80204-3412 Attention: Anthony Hassman MANDATORY PRE-PROPOSAL MEETING WILL BE HELD ON September 22, 2011 @ 1:00 P.M. 1
SECTION I GENERAL INFORMATION INTRODUCTION: Denver Water is a municipal corporation and a political subdivision of the State of Colorado, under the control of a Board appointed by the Mayor of Denver. As such, it is governed by the Denver Charter and other laws applicable to governmental entities. The Denver Charter grants the Board all the powers of the City and County of Denver including those granted by the Constitution and by the law of the State of Colorado and by the Charter. Specifically, the Charter gives the Board complete charge and control of a water works system and plant for supplying the City and County of Denver and its inhabitants with water for all uses and purposes. It is the largest municipal public utility in Colorado, serving water to more than 1 million people, about one-quarter of the state s population. BACKGROUND: Denver Water is issuing this RFP for Computer Room Cleaning for various rooms at Denver Water s Westside facility and the Data Center at Denver Water s Highlands Facility. All cleaning services will be completed during normal business hours on a specific schedule agreed upon by the Successful Proposer and Denver Water. Cleaning of the Training Room at Denver Water s Westside facility will occur on the last Friday of the month, every month from 12:00-4:00PM, unless the contractor specifies that additional time will be required to complete the work. The Contractor will be expected to begin work on January 1, 2012, and the Contract will terminate on December 31, 2013. The Board and the Contractor may extend the Contract term by a written amendment to the Contract. EVALUATION PROCESS: A. Proposals shall be evaluated by specific criteria set forth in this RFP. All Proposals considered responsive shall be evaluated for completeness of data provided, the Proposers adherence to the Instructions and Completion of Proposal requirements support for all claims made, and the overall approach taken. The objective is to select a contractor, through the outlined evaluation process, whose Proposal is judged to be in the best interest of Denver Water. B. Denver Water may reject Proposals if: 1. The Proposer misstates or conceals any material fact. 2. The Proposal does not strictly conform to the law or requirements. 3. The Proposal is conditional. Proposals that are deemed incomplete or non-conforming with instructions and requirements of the RFP may not be given further evaluation. Denver Water reserves the right to reject any or all Proposals. C. Responsive Proposals: Proposals considered responsive will be catalogued and distributed to Gayle Heazlett, IT Manager of Operations and Client Support for review and evaluation. She will make a 2
SECTION I GENERAL INFORMATION recommendation to the Director of Information Technology, who will make the final decision on which, if any, Proposer to select for a contract. D. Evaluation Criteria: The Proposer selected for a contract ( Contractor ) will be the Proposer whose Proposal, as presented in response to this RFP, is the most advantageous to Denver Water. Denver Water is not bound to accept the lowest-priced Proposal if that Proposal is not in the best interest of Denver Water as determined by Denver Water. Denver Water reserves the right to accept or reject any and/or all offers, to waive any and/or all formalities, to clarify any discrepancies in the Proposal, and to award a contract in the best interest of Denver Water. Proposals may be evaluated using best value criteria including but not limited to: 1. Purchase price 2. Reputation of the Proposer and the Proposer s goods or services 3. Proposer s past relationships, if any, with Denver Water and the City and County of Denver 4. Delivery dates and information 5. Business references and financial statements 6. Proposer s equipment and facilities 7. Proposer s use of Small Business Enterprises (SBEs) 8. Ability to use purchasing cards, EFT, EDI, bar-coding and other relevant business technology 9. Any other relevant and appropriate factor E. Pricing: The Proposer shall provide detailed pricing for all tasks outlined in the Scope of Work. PERSONNEL SCREENING: Due to the nature of the work, the Contractor and its employees and agents will be subject to the following Security Screening Requirements: At least five (5) working days before assigning an employee or agent to perform duties under this Agreement that require the employee or agent to work under circumstances presenting security concerns or to have access to the Board s sensitive information, proprietary computer programs, software or servers, the Consultant will submit the employee s or agent s name to the Board s Representative and certify on the Board-provided Certification of Personnel Screening form that no more than one (1) year prior to the assignment it performed a background check on the employee or agent, including a review of criminal history, and determined that the employee or agent does not pose a risk to persons or property. Background checks must include a Colorado Bureau of Investigation (CBI) Criminal History Check, and, if the employee or agent has lived outside the State of Colorado or the United States during the last five (5) years, a criminal history check from each state or country of residence. For employees or agents who will have access to the Board s financial records and/or accounting processes, including purchasing, payables, receivables, and treasury or 3
SECTION I GENERAL INFORMATION cash management, Consultant also will conduct a credit history check on the employee or agent and certify on the Board-provided Certification of Personnel Screening form that Consultant has determined that the employee or agent does not pose a risk to the Board. The Board reserves the right to direct the Consultant to assign another employee or agent, meeting the requirements of this paragraph, to perform the Work if the Board has reason to believe that during the term of the Agreement the assigned employee or agent engaged in criminal activity or was involved in financial improprieties, to be determined by the Board in its sole discretion. INSURANCE: The Contractor will be required to maintain insurance in full force and effect during the full term of the Contract. Denver Water will determine the appropriate levels and types of insurance necessary for the Contract. 4
SECTION II SCOPE OF WORK The successful Proposer shall provide the following services to Denver Water: A. Cleaning of the following facilities on a monthly basis: 1. Training Room 142 at 1600 West 12 th Avenue, Denver, CO 80204 B. Cleaning of the following facilities on a quarterly and yearly basis: 1. Server Room at 1600 West 12 th Avenue, Denver, CO 80204 2. Storage Room at 1600 West 12 th Avenue, Denver, CO 80204 3. Telecom Room at 1600 West 12 th Avenue, Denver, CO 80204 4. Denver Water s Highlands Facility at 2701 E. County Line Rd. Littleton, CO 80122 C. Monthly cleaning services for the Training Room located at 1600 West 12 th Avenue, Denver, CO 80204 shall include: 1. Equipment cleaning services as follows: a. Thoroughly vacuum and/or wipe all desktop computer equipment (keyboards, monitors, etc.) 2. Environment cleaning services as follows: a. Thoroughly remove dust from fixtures, furniture, and wall mounted casings, etc. b. Clean all windows and viewing panels c. Remove dust from overhead surfaces up to 8 3. Top of Floor Surfaces cleaning services as follows: a. Remove debris from floor, including underneath free-standing equipment and furniture b. Thoroughly vacuum floor surface c. Vacuum carpet floor surface D. Quarterly cleaning services for the Server Room, Storage Room, and Telecom Room located at 1600 West 12 th Avenue, Denver, CO 80204 and the Highlands Facility located at 2701 E. County Line Rd. Littleton, CO 80122 shall include: 1. Equipment cleaning services as follows: a. Thoroughly vacuum and/or wipe all free-standing support equipment (PDU s, CRAC units, etc.) b. Thoroughly vacuum and/or wipe all data cabinets and free-standing computer equipment (exteriors only) c. Thoroughly vacuum and/or wipe all safely and easily accessible horizontal surfaces inside cabinets 5
SECTION II SCOPE OF WORK d. Thoroughly vacuum and/or wipe all computer equipment (keyboards, monitors, etc.) 2. Environment cleaning services as follows: a. Thoroughly remove dust from fixtures, furniture, and wall mounted casings, etc. b. Clean all windows and viewing panels c. Remove dust from overhead surfaces up to 8 3. Top of Floor Surfaces cleaning services as follows: a. Remove debris from floor, including underneath free-standing equipment and furniture b. Thoroughly vacuum floor surface c. Deep-clean raised floor surface with 2-step clean rinse process d. Manually remove stubborn floor scuffs E. Yearly cleaning services for the Server Room, Storage Room, and Telecom Room located at 1600 West 12 th Avenue, Denver, CO 0204 and the Highlands Facility located at 2701 E. County Line Rd. Littleton, CO 80122 shall include: 1. All quarterly cleaning services as specified in Section D. 2. Additional Subfloor cleaning services as follows: a. Systematically access small sections at a time (up to 12 tiles per team) all accessible tiles will be pulled b. Thoroughly vacuum subfloor slab (to include the removal of dust and debris from underneath dense conduit) c. Hand wipe pedestals, stringers, conduit, pipes, and sides of tiles d. Decontaminate perforated tiles (inside the data center, outside of airflow & vacuum immediately) e. Cabling will not be pushed, pulled or repositioned, but may be gently lifted 2-3 inches for access if necessary f. Carefully replace floor tiles to original location g. Create Subfloor Report (if necessary) with concerns of rust/corrosion, crimped cabling, leaks, structural problems, poor connections, etc. F. Submit estimates for approximate amount of time required for cleaning services for each room and facility, for monthly, quarterly, and yearly cleanings (as applicable). All cleaning services will be performed during normal business hours. Do not submit pricing for cleaning outside of normal business hours. 6
SECTION III INSTRUCTIONS FOR RESPONDING TO RFP A. Proposal must be received no later than September 29, 2011, 11:00 A.M. Mountain Time. Proposal must be in the format(s) noted below. Denver Water reserves the right to disqualify any Proposal submitted incorrectly. B. PRE-PROPOSAL MEETING Mandatory pre-proposal meeting will be held on September 22, 2011 @ 1:00 P.M. All potential proposers shall meet first at Denver Water s Highlands Facility located at: Highlands Facility 2701 E. County Line Rd. Littleton, CO 80122 After reviewing the Highlands Facility, all potential proposers will provide their own transportation to Denver Water s Westside Facility located at: Denver Water Lobby 1600 West 12th Ave. Denver, CO 80204 The Pre-Proposal Meeting will be held at these two locations to ensure all proposers are aware of the location and layout of each room requiring cleaning services under this Contract. Please schedule ample time in your day to visit the Highlands Facility as well as the Westside Facility, with about 30 minutes of driving time between the two facilities. The Pre-Proposal Meeting should last no longer than 2.5 hours total. If you plan to attend the Pre-Proposal Meeting, please notify Kellie Balu at Kellie.Balu@denverwater.org by September 21, 2011 at 3:00 PM. C. Submit Proposals to: Denver Water Purchasing 1600 West 12th Avenue, Building 12 Denver, CO 80204-3412 Attention: Anthony Hassman D. Submit four (4) hard copies of Proposal and one (1) copy on a CD or USB flash drive. 7
SECTION III INSTRUCTIONS FOR RESPONDING TO RFP E. Contact Persons: 1. For copies of RFP or for directions to Denver Water Purchasing: Kellie Balu, Contract Development Specialist, 303-628-6406 Purchasing s Contract Line 303-628-6361 2. For questions concerning the content of the RFP: Gayle Heazlett, IT Manager of Operations and Client Support F. Proposers acknowledge that Denver Water may be required to disclose any or all of the documents submitted with a Proposal, pursuant to the Colorado Open Records Act, C.R.S. 24-72-200.1, et seq. Under C.R.S. 24-72-204(3)(a)(IV), Denver Water may deny inspection of any confidential commercial or financial information furnished to Denver Water by an outside party. Therefore, a Proposer must clearly designate any documents submitted with its Proposal that the Proposer deems proprietary or confidential, to aid Denver Water in determining what it is required to disclose following a request for documents under the Colorado Open Records Act. 8
SECTION IV COMPLETION OF PROPOSAL REQUIRED INFORMATION: To ensure consistency, Proposals must conform to the following format. The extent to which Proposers follow these instructions is considered in the final contractor selection: 1. Cover Letter 2. Table of Contents 3. Sections (described below) a. Introduction b. Qualifications c. References d. Methodology/Proposed Work Plan e. Pricing f. Other Information Section a Introduction This section must contain information about the Proposer s experience and background. Include complete information regarding experience with this type of service, number of years, number of employees, etc. Section b Qualifications This section must contain qualifications of personnel. Please submit resumes of key personnel who will be assigned to the contract, including years of experience and qualifications. Section c References Provide a minimum of two (2) references including contact person, phone number, address, description of service performed, and date of service; include local contacts. Section d Methodology/Proposed Work Plan Provide best practices for computer room cleaning services. Describe a specific work plan and schedule. Section e Pricing Submit pricing per task listed in Scope of Work. Pricing shall include labor and the cost of parts necessary for repairs, maintenance or installation. Section f Other Information This section should address any other information necessary for a full understanding of services offered. 9