10400 Detrick Avenue Kensington, MD 20895 Telephone (240) 627-9786 Fax (301) 949-1286 www.hocmc.org purchasing@hocmc.org INVITATION FOR BID NO. 1962 Commercial Office Cleaning Services at Housing Opportunities Commission Sites MANDATORY Pre Bid Conference: March 18, 2015 at 10:00 AM Housing Opportunities Commission Gymnasium 10400 Detrick Avenue Kensington, MD 20895 Bid Opening: March 31, 2015 at 11:00 AM Housing Opportunities Commission Procurement Office 10400 Detrick Avenue Kensington, MD 20895 William T. Anderson Procurement Officer bill.anderson@hocmc.org Steve Lukaczer Contract Administrator steve.lukaczer@hocmc.org
INVITATION FOR BID NO. 1962 COMMERCIAL OFFICE CLEANING SERVICES AT HOUSING OPPORTUNITIES COMMISSION SITES The Housing Opportunities Commission of Montgomery County, Maryland (hereafter referred to as HOC) is soliciting bids from qualified Contractors, who are licensed and insured to conduct business within the State of Maryland for, but not limited to provide Commercial Office Cleaning services for HOC s facilities at 10400 Detrick Avenue, Kensington, MD 20895, 231 East Deer Park Dr. Gaithersburg, MD 20877, and 8241 Georgia Avenue, Silver Spring, MD 20910. All work shall comply with the conditions set forth in this document and as contained within the project details, specifications, and any attachments contained herein. Additional project information is contained in the Scope of Work and the General Requirements and Conditions. This Contract requires the Contractor to furnish all labor necessary to complete the project as specified herein. A MANDATORY pre-bid conference will be held at Housing Opportunities Commission, 10400 Detrick Avenue, Kensington, MD 20895, at 10:00 AM on March 18, 2015. The conference will continue with site inspections at 8241 Georgia Ave and 231 East Deer Park Drive. Attendance at this conference is MANDATORY and is required to submit a bid. If you require any aids or services to fully participate in this meeting, please call (240) 627-9400 or Maryland Relay 711. The complete Bid Documents are available from the HOC Website by clicking on the following link and then go to IFB# 1962: http://www.hocmc.org/procurement/current-bids-0024amp;- Proposals.aspx All questions must be submitted in writing. The deadline for all questions to be submitted in writing by 10:00 AM on March 25, 2015. Bids will be received by the HOC Procurement Office, 10400 Detrick Avenue, Kensington, MD 20895, until 11:00 AM on March 31, 2015, at which time they will be opened and publicly read aloud. Delivery of bids by fax or email is not acceptable. Bids received after the due date and time will not be considered, and will be returned unopened to the bidder. Please provide two copies of the bids (one original and one copy of the original) in a sealed envelope indicating IFB# 1962. Bids will only be considered from contractors who provide evidence and references indicating successful experience with commercial/governmental office space cleaning contracts involving cleaning office facilities housing a minimum of 100 staff persons, for a minimum of three years. The term of this Contract shall be for a period of one (1) year from date of award, and shall be renewable for up to three (3) additional one-year periods from the date of Contract Award. The Contract will be awarded to the Responsive and Responsible bidder offering the lowest base bid and who meets the Pre-Qualification Requirements in Section 1.8. No bidder may withdraw or alter their bid within Ninety (90) days of the bid opening. HOC shall have the right to reject any or all Bids. HOC has the right to waive informalities and irregularities in a Bid received and to accept the Bid that, in HOC s judgment, is in HOC s best interests. A Bid is defined as a complete and properly executed written Bid to do the Work for the sums stipulated therein, submitted in accordance with the Bid Documents. The Bid Documents include the Bid Requirements, the proposed Contract Documents and any Reference Documents. HOC s selection committee shall review the Bidders qualifications and price in accordance with the published Selection Criteria. Based on these criteria, the committee will choose the qualified responsible bidder with the lowest responsive bid. HOUSING OPPORTUNITIES COMMISSION OF MONTGOMERY COUNTY, MARYLAND William T. Anderson 03/09/15 Procurement Officer
Contact Information for IFB #1962, Commercial Office Cleaning at HOC Sites Bid Questions must be submitted in writing to: Procurement Office purchasing@hocmc.org Project/Specification Questions must be submitted in writing to: Steve Lukaczer steve.lukaczer@hocmc.org Due Date: March 31, 2015 by 11:00 AM Deliver Sealed Bids (2 copies 1 original and 1 copy of the original) to: Housing Opportunities Commission Attn: Procurement Office - IFB #1962 10400 Detrick Ave. Kensington, MD 20895
TABLE OF CONTENTS PART 1 GENERAL... 1 1.1 INTRODUCTION... 1 1.2 PROPERTY DESCRIPTION... 1 1.3 PRE-BID CONFERENCE... 1 1.4 DUE DATE... 2 1.5 SCHEDULE OF EVENTS... 2 1.6 SUBSTITUTIONS... 2 1.7 ADDENDA... 2 1.8 PRE-QUALIFICATIONS... 2 1.9 BIDDERS FINANCIAL REQUIREMENTS... 3 1.10 SELECTION... 3 1.11 CONTRACT TERM... 4 PART 2 GENERAL CONDITIONS OF CONTRACT BETWEEN HOC & CONTRACTOR... 5 2.1 PERFORMANCE... 5 2.2 CONTRACT ADMINISTRATION... 5 2.3 CHANGES... 5 2.4 INDEPENDENT CONTRACTOR... 5 2.5 ACCURATE INFORMATION, ACCOUNTING SYSTEM AND AUDIT... 5 2.6 DISPUTES... 6 2.7 DOCUMENTS, MATERIALS AND DATA... 6 2.8 REVIEW OF CONTRACT DOCUMENTS AND FIELD CONDITIONS BY CONTRACTOR... 6 2.9 ASSIGNMENTS AND SUBCONTRACTS... 6 2.10 APPLICABLE LAWS... 7 2.11 SECTION 3 COMPLIANCE... 7 2.12 INSURANCE... 7 2.13 NOTICE OF ETHICS REQUIREMENTS... 7 2.14 INDEMNIFICATION... 7 2.15 TIME... 8 2.16 IMMIGRATION REFORM AND CONTROL ACT... 8 2.17 HAZARDOUS AND TOXIC SUBSTANCES... 8 2.18 NONDISCRIMINATION IN EMPLOYMENT... 8 2.19 TERMINATION FOR CAUSE... 8 2.20 TERMINATION FOR CONVENIENCE... 9 2.21 ENTIRE AGREEMENT... 9
2.22 CONTRACTOR'S LIABILITY INSURANCE... 9 PART 3 SCOPE OF WORK... 11 3.1 GENERAL SCOPE OF WORK... 11 3.2 CODE COMPLIANCE AND INSPECTIONS... 12 3.3 PERMITS... 12 3.4 WORKING HOURS... 12 3.5 OVERTIME... 12 3.6 TRAVEL TIME... 12 3.7 TIME AND LABOR... 12 3.8 TEAMS LARGER THAN ONE WORKER... 13 3.9 UNIFORMS... 13 3.10 COMPENSATION... 13 3.11 ESTIMATES... 13 3.12 DAVIS-BACON WAGES... 13 3.13 SAFETY... 13 3.14 SECURITY... 15 3.15 UNAUTHORIZED PERSONNEL... 15 3.16 EMERGENCY CONTACT... 15 3.17 RESPONSE TIME TO SERVICE REQUESTS... 15 3.18 PROHIBITION OF THE USE OF LEAD PAINTS... 15 3.19 HAZARDOUS MATERIALS... 16 3.20 PROJECT REQUIREMENTS... 16 3.21 SERVICE REQUIREMENTS... 16 3.22 SUBMITTALS, SUBSTITUTIONS AND SHOP DRAWINGS... 16 3.23 QUALITY ASSURANCE... 16 3.24 DELIVERY, STORAGE, HANDLING AND DISPOSAL... 17 3.25 PROJECT CONDITIONS... 18 3.26 WARRANTY... 19 3.27 SANITARY FACILITIES... 19 3.28 SUB-CONTRACTING... 19 3.29 JOB RELEASES/ORDERS... 19 3.30 CHANGE ORDERS... 20 3.31 LIQUIDATED DAMAGES... 20 3.32 HOC CONTRACT ADMINISTRATOR... 20 3.33 CONTRACTOR POINT OF SERVICE... 21
3.34 INVOICES... 21 BID SUBMISSIONS..ERROR! BOOKMARK NOT DEFINED. BIDDER QUALIFICATION STATEMENT... 44 NON-COLLUSIVE AFFIDAVIT... 51 W9... 52 BID SUBMISSION CHECKLIST... 56 Attachments: A) Detrick Digital Blueprints B) East Deer Park Digital C) Georgia Ave Digital D) Contract Cleaning Inspection Report
Page 1 of 56 PART 1 GENERAL 1.1 INTRODUCTION A. The Housing Opportunities Commission of Montgomery County, Maryland (hereafter referred to as HOC) is soliciting bids from qualified Contractors, who are licensed and insured to conduct business within the State of Maryland for, but not limited to provide Commercial Office Cleaning services for HOC s facilities at 10400 Detrick Avenue, Kensington, MD 20895, 231 East Deer Park Dr. Gaithersburg, MD 20877, and 8241 Georgia Avenue, Silver Spring, MD 20910. B. All work shall comply with the conditions set forth in this document as contained within the project details and specifications and any attachments contained herein. Additional project information is contained in the Scope of Work and the General Requirements and Conditions. C. Any questions regarding clarifications of the Bid Documents must be submitted in writing by 10:00 AM on March 25, 2015: 1.2 PROPERTY DESCRIPTION Bid Questions: Procurement Office purchasing@hocmc.org Project/Specification Questions: Steve Lukaczer steve.lukaczer@hocmc.org Commercial Office Cleaning services for HOC s facilities at 10400 Detrick Avenue, Kensington, MD 20895, 231 East Deer Park Dr. Gaithersburg, MD 20877, and 8241 Georgia Avenue, Silver Spring, MD 20910. 1.3 PRE-BID CONFERENCE A MANDATORY pre-bid conference will be held at Housing Opportunities Commission, 10400 Detrick Avenue, Kensington, MD 20895, at 10:00 AM on March 18, 2015. The conference will continue with site inspections at 231 East Deer Park Dr. and 8241 Georgia Ave. Attendance at this conference is MANDATORY, and is required to submit a bid. Complete Bid Documents including specifications will be available at that time. The complete Bid Documents are available from the HOC Website by clicking on the following link and then go to IFB #1962: http://www.hocmc.org/procurement/current- Bids-0024amp;-Proposals.aspx If you require any aids or services to fully participate in this meeting, please call 240-627-9400 or Maryland Relay 711.
Page 2 of 56 1.4 DUE DATE Bids will be received by the HOC of Montgomery County, Maryland, 10400 Detrick Avenue, Kensington, MD 20895, at the Procurement Office, until 11:00 AM on March 31, 2015, at which time they will be opened and publicly read aloud. Delivery of bids by fax or email is not acceptable. Bids received after the due date and time will not be considered, and will be returned unopened to the bidder. Please provide two copies of the bid (one original and one copy of the original) in a sealed envelope indicating IFB# 1962. 1.5 SCHEDULE OF EVENTS A. MANDATORY Pre-Bid Conference date: March 18, 2015 at 10:00 AM B. Questions from Contractors about scope of work: March 25, 2015 at 10:00 AM C. Bid due date: March 31, 2015 at 11:00 AM 1.6 SUBSTITUTIONS NOT APPLICABLE TO THIS BID 1.7 ADDENDA A. If this solicitation is amended with any addendums, then all terms and conditions which are not modified by said addendums shall remain unchanged. B. Bidders shall acknowledge receipt of any addenda to this solicitation by signing and returning the addendum with their bid. Bids which fail to acknowledge receipt of any addendum will result in the rejection of the bid if the addendum contained information which substantively changed HOC requirements. 1.8 PRE-QUALIFICATIONS A. Bids will only be considered from contractors who provide evidence and references indicating successful experience with commercial/governmental office space cleaning contracts involving cleaning office facilities housing a minimum of 100 staff persons, for a minimum of three years. Interested bidders must submit the attached Contractors Qualifications and References along with their bid. Qualifications will be evaluated by the Contract Administrator on the basis of the information provided on the Contractor Qualifications and References and any previous performance on HOC projects. B. Contractor shall provide proof of all necessary Federal and State licensing and insurance for the Company and its employees. This information shall be submitted
Page 3 of 56 with the Contractor s Bid. Failure to supply this information may result in a nonresponsive bid. C The Contractor must own or provide evidence of all equipment necessary to perform all work as described in the scope of work. D. The Contractor must provide the location of their Business facility as well as an adequate supply of equipment to provide regular services as described in the specifications. The facility shall be owned or leased by the Contractor and such ownership or lease shall be effective during the entire term of the Contract. The facility is to be available for inspection prior to Contract Award and at any time during the Contract period. HOC reserves the right to inspect Contractor s physical facilities prior to Contract Award to satisfy questions regarding the bidder s capabilities. E. Personnel Requirements: The Contractor must employ, for the cleaning services provided at 10400 Detrick Avenue, a minimum of three (3) cleaners for daily cleaning activities each day. The name of a contact person for administering the Contract on behalf of the Contractor must be provided. 1.9 BIDDERS FINANCIAL REQUIREMENTS NOT APPLICABLE TO THIS BID 1.10 SELECTION A. The Contract will be awarded to the Responsive and Responsible bidder offering the lowest base bid who meets the Pre-Qualification Requirements outlined in Section 1.8. No Bidder may withdraw or alter their Bid within Ninety (90) days after the Bid opening. B. HOC maintains the right to reject any or all Bids. HOC has the right to waive informalities and irregularities in any Bid received, and to accept the Bid that, in HOC s judgment, is in HOC s best interests. C. A Bid is defined as the completed and properly executed Bid submission forms, and quotation sheets, for the sums stipulated therein, submitted in accordance with the Bid Documents. In the event a Contractor leaves a Bid submission line item blank, the Bid may be deemed unresponsive and subsequently disqualified. D. The Bid Documents include the Bid Requirements, the proposed Contract Documents and any Reference Documents. HOC has the right to determine as nonresponsive, any Bid which does not include all Bid submission forms, and quotation sheets completed in its entirety as specified.
Page 4 of 56 E. HOC will conduct a comprehensive, fair and impartial evaluation of all Bids received in response to this IFB. HOC may appoint a review committee to perform the evaluation. Each Bid will be analyzed to determine overall price, responsiveness and qualifications under the IFB. The review committee may select some or none of the Bidders for interviews. HOC may also request additional information from Respondents at any time prior to final approval of selected Contractors. HOC reserves the right to select one, or none of the Contractors to provide services. Final approval of a selected Contractor is subject to the action of HOC. 1.11 CONTRACT TERM A. The term of this Contract shall be for a period of One (1) year from date of award, and shall be renewable for up to Three (3) additional one-year periods. Prices shall remain firm for one year. The Contractor may request, in writing, a price adjustment for any renewal period, not to exceed the percentage change in the Consumer Price Index (CPI-U) for the Baltimore-Washington Metropolitan Area immediately prior to the renewal period. No allowances will be made for fuel surcharges, administrative fees or any other fees. B. A mandatory meeting of the Contractor and any Subcontractors with HOC Directors, Managers and Supervisors as identified in Section 3.32 shall be held within Fourteen (14) days, after the Contract has been signed by HOC and the Contractor to establish a work schedule. C. The Contractor and any approved Subcontractors shall furnish the following information prior to signing the Contract: Performance and Payment Bond (if applicable), Proof of Insurance, Licenses and Employee Background Checks (if applicable). D. The Contractor must provide, within Ten (10) days of Notice of Award, a complete list of personnel who will be used to fulfill the terms of this Contract. Contractors will be required to maintain and provide HOC a current Contractor s employee list throughout the life of this Contract. END OF SECTION
Page 5 of 56 PART 2 GENERAL CONDITIONS OF CONTRACT BETWEEN HOC & CONTRACTOR 2.1 PERFORMANCE The Contractor shall perform all work in a workmanlike manner and shall observe and comply with all Federal, State, County and Local laws, ordinances and regulations in performing the services listed. Goods and materials provided herein shall be of first quality, the most current manufacture s model and not of age or deterioration as to impair their usefulness or safety. 2.2 CONTRACT ADMINISTRATION The HOC Contract Administrator as identified in Section 3.32 is HOC's representative, designated in writing. The HOC Contract Administrator as identified in Section 3.32 is NOT authorized to make determinations (as opposed to recommendations) that alter, modify, terminate or cancel the Contract, affect procurement, interpret ambiguities in Contract language, or waive HOC's contractual rights. 2.3 CHANGES Changes in the work, materials and services to be performed must be in writing and within the general scope of the Contract. The Contract will be modified to reflect any time or money adjustment the Contractor is entitled to receive. Any claim of adjustment in time or money due to a change in scope of work, must be submitted in writing to the HOC Contract Administrator as identified in Section 3.32 within Thirty (30) days from the date of the change, or the Contractor s claim shall be waived and deemed null and void. Any failure to agree upon the time or money adjustment must be resolved under Section 2.6 of this Contract. The Contractor must proceed with the execution of the work, as changed, even if there is an unresolved claim. No charge for any extra work, time or material will be allowed, except as provided in Section 3.30. 2.4 INDEPENDENT CONTRACTOR The Contractor and its employees, agents or representatives are an independent licensed and insured business within the State of Maryland, not associated with HOC, other than for the express purpose of this contractual agreement. 2.5 ACCURATE INFORMATION, ACCOUNTING SYSTEM AND AUDIT A. All information the Contractor has provided to HOC is true and correct and can be relied upon by HOC in awarding, modifying, making payments, or taking any other action with respect to this Contract. Any false or misleading information is grounds for HOC to terminate this Contract for cause, in its entirety, and to pursue any other appropriate remedies.
Page 6 of 56 B. HOC has the right to examine the Contractor's records to determine and verify compliance with the Contract. The Contractor must grant HOC access to these records at all reasonable times during the Contract term, and for Three (3) years after final payment. If the Contract is supported to any extent with Federal or State funds, the appropriate Federal or State authorities may also examine these records. 2.6 DISPUTES Pending final resolution of any dispute, the Contractor must proceed diligently with the performance of this Contract. The Executive Director is the sole designee of HOC, for the purpose of dispute resolution. A claim must be made in writing, for a specified sum, and any monies requested, must be fully supported and substantiated by Weekly Payroll Reports, supplier s invoice(s) for parts or materials, Purchase Order number(s), and other related pricing information. 2.7 DOCUMENTS, MATERIALS AND DATA All documents, materials or data developed for the purpose of this Contract, are the property of HOC. HOC has the right to use and reproduce any documents, materials, and data, including confidential information, used for the development, creation and composition of this Contract. HOC may use this information for its own purposes, or use it for reporting to Federal and State agencies. The Contractor warrants that it has title to or right of use of all documents, materials or data used or developed by the Contractor or supplied to HOC. 2.8 REVIEW OF CONTRACT DOCUMENTS AND FIELD CONDITIONS BY CONTRACTOR Because the Contract Documents are complementary, the Contractor shall, before starting each portion of the Work, carefully study and compare the various Contract Documents relative to that portion of the Work, as well as the information furnished by HOC pursuant to Section 3.1, shall note any existing conditions related to that portion of the Work, and shall observe any conditions at the site affecting it. These obligations are for the purpose of facilitating coordination by the Contractor and are not for the purpose of discovering errors, omissions, or inconsistencies in the Contract Documents; however, the Contractor shall promptly report to the HOC any errors, inconsistencies or omissions discovered by or made known to the Contractor as a request for information in such form as HOC may require. 2.9 ASSIGNMENTS AND SUBCONTRACTS The Contractor may not assign or transfer this Contract, any interest herein or any claim hereunder, except as expressly authorized in writing by HOC.
Page 7 of 56 2.10 APPLICABLE LAWS This Contract shall be construed in accordance with the laws and regulations in the State of Maryland and Montgomery County. The Contractor must, without additional cost to HOC, pay any necessary fees and charges, obtain any necessary licenses and comply with applicable Federal, State and Local laws, codes and regulations. 2.11 SECTION 3 COMPLIANCE To assist in complying with the requirements of Section 3 of the Housing and Urban Development Act of 1968, as amended, and as enumerated in form HUD 5370 of the HUD General Conditions, please contact Ms. Terri Morris, HOC Resident Employment Coordinator at (240) 627-9708. 2.12 INSURANCE Prior to the commencement of work under this Contract, the Contractor shall obtain and keep in force, at its own expense during the entire period in which work is being performed under the term of this Contract, including all extensions; the insurance specified by HOC in Section 2.22 with an insurance company licensed and qualified to do business within the State of Maryland. The Contractor must submit to HOC a certificate of insurance prior to award of this Contract as evidence of compliance with this provision. HOC must be named as an additional insured party on all liability policies. Forty-Five (45) days written notice to HOC of cancellation or material change in any of the policies is required. 2.13 NOTICE OF ETHICS REQUIREMENTS The Contractor is required to comply with the ethics provisions contained in Chapter 19A of the Montgomery County Code. 2.14 INDEMNIFICATION The Contractor is responsible for any loss, personal injury, death and any other damages (including incidental and consequential) that may be suffered by reason of the Contractor's negligence or failure to perform any contractual obligations. The Contractor must indemnify and save HOC harmless from any loss, cost, damage and other expenses, including attorney's fees and litigation expenses, suffered or incurred due to the Contractor's negligence or failure to perform any of its contractual obligations. The Contractor must defend HOC in any action or suit brought against HOC arising out of the Contractor's negligence, errors, acts or omissions under this Contract. The negligence of any agent, subcontractor or employee of the Contractor is deemed to be the negligence of the Contractor.
Page 8 of 56 2.15 TIME Time is of the essence. 2.16 IMMIGRATION REFORM AND CONTROL ACT The Contractor warrants that both the Contractor and all subcontractors performing work under this Contract do not and shall not hire, recruit or refer for a fee for employment under this Contract or any subcontract, an unauthorized alien and hire any individual without complying with the requirements of the Immigration Reform and Control Act of 1986 (hereafter referred to as the Act), including but not limited to any verification and record keeping requirements. The Contractor shall not discriminate against an individual with respect to hiring, recruitment or referral for a fee, of the individual for employment or the discharging of the individual from employment because of such individual's national origin or in the case of a citizen or intending citizen, of such individual's citizenship status. 2.17 HAZARDOUS AND TOXIC SUBSTANCES Manufacturers and distributors are required by the federal "Hazard Communication Standard" (29CFR 1910, 1200) and the Maryland "Access to Information About Hazardous and Toxic Substances" Law to label each hazardous material or chemical container, and to provide Material Safety Data Sheets. 2.18 NONDISCRIMINATION IN EMPLOYMENT A. The Contractor agrees to comply with the nondiscrimination in employment policies in HOC Contracts as required by all applicable Federal, State and Local laws and regulations regarding employment discrimination. The Contractor assures HOC that, in accordance with applicable law, it does not, and will not discriminate in any manner on the basis of age, sex, color, creed, national origin, race, familial status, religious belief, sexual preference or handicap. B. The Contractor must include the provisions of this Section in all subcontracts. 2.19 TERMINATION FOR CAUSE A. Prior to a termination for cause, HOC will give the Contractor written notice specifying the cause. The notice will give the Contractor Ten (10) days from the date the notice is issued to cure the default or make progress satisfactory to HOC curing the default. B. HOC may terminate the Contract in whole or in part and from time to time, whenever HOC determines that the Contractor is: 1. defaulting in performance of this Contract;
2. failing to make satisfactory progress in the execution of the Contract; 3. failure to report to the work site on assigned nights shall be grounds for immediate termination of the contract at HOC s discretion. 4. endangering the performance of this Contract. 2.20 TERMINATION FOR CONVENIENCE IFB# 1962 Page 9 of 56 This Contract may be terminated by HOC in whole or in part, upon written notice to the Contractor, when HOC determines this to be in its best interest. The termination shall be effective Ten (10) days after written notice has been issued. 2.21 ENTIRE AGREEMENT There are no promises, terms, conditions, or obligations other than those contained in this Contract and this Contract supersedes all communications, representations, or agreements, either verbal or written, unless an approved Change Order as specified in Section 3.30 by the HOC Contract Administrator as identified in Section 3.32. 2.22 CONTRACTOR'S LIABILITY INSURANCE Prior to the commencement of work under this Contract, the Contractor shall obtain and keep in force, at its own expense during the entire period in which work is being performed under the term of this Contract, including all extensions; liability insurance as protection from claims, under Workmen's Compensation and other employee benefit laws, for bodily injury and death, and for property damage that may arise out of work performed under the Contract, whether directly or indirectly by the Contractor and its employees, agents, representatives or Subcontractors. All liability insurance required herein shall be Comprehensive General and Automobile Bodily Injury and Property Damage policy or policies. The insurance required by the above shall be written for not less than the following limits of liability (all limits shown in thousands):
Page 10 of 56 Contract Dollar Value (per $1,000) Up to $50 Up to $100 Over $100 Worker's Compensation Bodily Injury by: Accident, each 100 100 100 Disease, policy limits 500 500 500 Disease, each employee 100 100 100 Commercial General Liability minimum combined single limit 300 500 1,000 for bodily injury and property damage per occurrence including contractual liability, premises and operations, and independent contractors. Automobile Liability including owned, hired and non-owned automobiles Bodily Injury, each person 100 250 500 Bodily Injury, each occurrence 300 500 1,000 Property Damage, each occurrence 300 300 300 Proof of such insurance shall be filed by the Contractor with HOC prior to commencement of his work. The Certificate of Insurance will name HOC as an additional insured; provide Forty-Five (45) days written notice of cancellation or change and show HOC as the certificate holder, as follows: Housing Opportunities Commission of Montgomery County, MD Bid No. 1962 10400 Detrick Avenue Kensington, MD 20895
Page 11 of 56 PART 3 SCOPE OF WORK 3.1 GENERAL SCOPE OF WORK A. The purpose of this Contract is to provide Commercial Office Cleaning services for HOC s facilities at 10400 Detrick Avenue, Kensington, MD 20895, 231 East Deer Park Dr. Gaithersburg, MD 20877, and 8241 Georgia Avenue, Silver Spring, MD 20910 and other related work as defined by the Housing Opportunities Commission. B. All work shall comply with the conditions set forth in this document and as contained within the project details, specifications, and any attachments contained herein. Additional project information is contained in the Scope of Work and the General Requirements and Conditions. This Contract requires the Contractor to furnish all labor, materials and transportation necessary to complete the project as specified herein. C. The Contractor shall provide all labor, materials and transportation necessary to perform the work set forth in the Documents, herein incorporated as: 1. Invitation for Bid No. 1962 2. Project Requirements for Cleaning 3. Georgia Ave Drawing 4. Detrick Ave Drawing 5. East Deer Park Drawing 6. The drawings listed above are not an exact representation of the furniture layout at the referenced addresses. 7. Contract Cleaning Inspection Report D. Upon issuance of the Notice of Award, the Contractor shall visit the site to verify field conditions. Should variations arise between the field conditions and the Bid documents, the Contractor must notify the HOC Contract Administrator, in writing, immediately of any discrepancies. E. Any changes or additional work completed without the prior written consent of the HOC Contract Administrator or authorized HOC representative as identified in Section 3.32 shall be at the Contractors risk and at no additional cost to HOC. F. HOC reserves the right to add or delete any work specified in this Contract.
Page 12 of 56 3.2 CODE COMPLIANCE AND INSPECTIONS A. The Contractor shall ensure that all work is carried out in accordance with Federal, State and Local codes. Any work not in compliance with Federal, State and Local codes shall be corrected by the Contractor, at no additional cost to HOC. B. The Contractor shall schedule all necessary inspections required by Federal, State and Local codes, with the appropriate code enforcement staff and notify the HOC Contract Administrator or authorized HOC representative as identified in Section 3.32, of all inspection results and provide copies of the inspection reports in writing. 3.3 PERMITS NOT APPLICABLE TO THIS BID 3.4 WORKING HOURS A. All daily work items on regular work days Monday through Friday will be carried out starting at 7:00 PM and completed the same evening. B. Weekly and periodic cleaning items may be carried out on weekday evenings, weekends, or holidays. C. For infrequent work items such as floor stripping and window cleaning the Contractor shall schedule in advance with the building engineer. 3.5 OVERTIME Overtime costs are to be included in rates quoted only after normal business operating hours on a single project per day, exceeding union labor agreements or other standards that may apply. No other allowances for overtime costs will be made. Charges begin when the Contractor arrives at the job site, and end when the Contractor leaves the job site. Billable time shall be paid on the basis of TIME ON THE JOBSITE. 3.6 TRAVEL TIME NOT APPLICABLE TO THIS BID 3.7 TIME AND LABOR A. Time and labor costs are to be included in rates quoted for the hourly services. No other allowances for time and labor costs will be made. Charges begin when the Contractor arrives at the job site, and end when the Contractor leaves the job site. Contractors shall service all locations within the areas indicated on the quotation sheet at the same hourly rates quoted.
Page 13 of 56 B. Labor rates shall be paid on the basis of TIME ON THE JOB SITE. Labor rates shall include all direct and indirect costs such as time spent for transportation of workers, material acquisition, handling, delivery or movement of Contractor owned or rental equipment, and project supervision, and profit, etc. These items are not chargeable directly, but are to be considered overhead and must be included in the hourly rates bid for basic labor or equipment in the bid price. 3.8 TEAMS LARGER THAN ONE WORKER NOT APPLICABLE TO THIS BID 3.9 UNIFORMS Employees are required to wear photo identification which will be provided by HOC. HOC reserves the right to refuse to accept services from any personnel deemed by HOC to be unqualified, disorderly, or not competent. 3.10 COMPENSATION NOT APPLICABLE TO THIS BID 3.11 ESTIMATES NOT APPLICABLE TO THIS BID 3.12 DAVIS-BACON WAGES NOT APPLICABLE TO THIS BID 3.13 SAFETY A. Contractor is hereby notified that the offices may be occupied during the course of work and it is the Contractor s responsibility to ensure that the work is done in a safe manner and to minimize any risk to the employees. The Contractor shall take whatever care necessary to ensure the safety of the employees and Contractor s employees during the course of the work. B. Contractor shall protect surrounding areas from damage during the course of the project. C. The Contractor shall perform all work in a safe and professional manner in accordance with the highest standards of the governing industry association. D. The Contractor will be responsible for all damages to persons or properties which occur as a result of negligence in connection with the execution of the work.
Page 14 of 56 E. The Contractor will provide all necessary equipment for the protection of the facilities, equipment, and occupants while performing any phase of the work. F. The Contractor will school personnel to practice all safety precautions while performing any phase of the cleaning work, to prevent injury to themselves, the occupants of the facilities, or any damage to the facilities or the equipment therein. G. All applicable safety, health, and fire regulations shall be complied with and adhered to during the full term of this contract. H. For all operations requiring the placing and movement of the Contractor's equipment, the Contractor will observe and exercise and compel employees to observe and exercise all necessary caution and discretion so as to avoid injury to persons, damage to property of any and all kinds, and annoyance to or undue interference with the public and personnel. I. All ladders, scaffolding, or other devices used to reach the surface of objects not otherwise accessible for the required cleaning operations, shall be of solid construction, firm and stable, and will be maintained in good condition. All such equipment will be moved into the areas where it is required, placed, shifted when necessary, and removed from the areas in such a manner as to provide maximum safety to persons and property, and cause the least possible interference with the normal usage of such areas by the public or personnel. J. The Contractor will be responsible for providing the public and HOC personnel with notice of and protection from certain hazards; this will include placement of signs, stanchions, ropes, or other barriers around all areas where the Contractor's activities made the area unsafe for normal use or where there have been leaks, spills, etc., that make the area unsafe. K. The Contractor shall maintain, at all times, strict discipline among its employees and agrees not to employ for work on the project any person unfit or without sufficient skill to perform the job for which he or she was employed. Employees will be required to wear identification at all times while on the site.
Page 15 of 56 L. The buildings are frequently in use by HOC staff, clients, and visitors during evening and weekend hours during which cleaning activities take place. The Contractor must therefore assume that people are present in the building and provide warning signs and take all necessary precautions regarding wet floors, power cords, and other safety issues. The Contractor will be responsible for all damages to persons or property which occurs as a result of their activities. The Contractor will provide all necessary equipment for the protection of the facilities, equipment, and occupants while performing any phase of the work. The Contractor will also train personnel to practice all safety precautions while performing any phase of the cleaning work, to prevent injury to themselves, the occupants of the facilities, or any damages to the facilities or the equipment therein. 3.14 SECURITY NOT APPLICABLE TO THIS BID 3.15 UNAUTHORIZED PERSONNEL Neither contractor nor his/her personnel shall permit any other individual to have access to the buildings, rooms, nor grounds designated herein. Anyone not employed by the Contractor will not be permitted on HOC property. Unauthorized personnel, such as friends, visitors, children or any other family members that are on site may be cause for cancellation of the contract. 3.16 EMERGENCY CONTACT The Contractor shall provide the HOC Contract Administrator or authorized HOC representative as identified in Section 3.32 with a twenty four (24) hour emergency contact telephone number. 3.17 RESPONSE TIME TO SERVICE REQUESTS NOT APPLICABLE TO THIS BID 3.18 PROHIBITION OF THE USE OF LEAD PAINTS NOT APPLICABLE TO THIS BID
Page 16 of 56 3.19 HAZARDOUS MATERIALS The properties have been tested for hazardous materials (i.e., lead based paint, asbestos). There are no hazardous materials present on the properties. In the event that the presence of hazardous materials is suspected by the Contractor and/or Subcontractor, all work shall immediately be halted and the HOC Contract Administrator or authorized HOC representative as identified in Section 3.32 shall be notified. Copies of the test reports are available upon request. 3.20 PROJECT REQUIREMENTS A. Upon submitting its bid, the Contractor warrants that it has familiarized itself with the work, cleaning guidelines and specifications as may apply to this Contract. B. All work will comply with the manufacturer s application and or service instructions. 3.21 SERVICE REQUIREMENTS NOT APPLICABLE TO THIS BID 3.22 SUBMITTALS, SUBSTITUTIONS AND SHOP DRAWINGS A. Product Data: Submit the following documents for each type of cleaning product when requested by HOC: Manufacturer's technical data, product descriptions and application guides. B. The Contractor shall supply HOC with Five (5) copies of product specifications prior to any service beginning, when requested by HOC. All product specifications shall be submitted to the HOC Contract Administrator or authorized HOC representative as identified in Section 3.32, for this Contract. Any product substitutions after the Contract has been awarded require prior written approval by the HOC Contract Administrator or authorized HOC representative as identified in Section 3.32. 3.23 QUALITY ASSURANCE A. Qualifications: Cleaner shall demonstrate a minimum of five (5) years experience in performing work of this section that has specialized in application successfully on projects of similar type and scope as specified. Submit certificate indicating qualification when requested by HOC.
Page 17 of 56 B. In the event any work performed under the Contract is deemed unsatisfactory to HOC; the Contractor shall be notified in writing of the deficiency. Corrective action shall commence within Twenty-four (24) hours of notification. All work found unacceptable to HOC shall be corrected by the Contractor at no additional cost to HOC. In the event corrective action is not taken in a timely manner, as determined by the HOC Contract Administrator or authorized HOC representative as identified in Section 3.32; HOC reserves the right to terminate the Contract or any portions thereof. C. The Contractor shall take all necessary precautions during the period of service to protect existing facilities from damage by all workmen, including Subcontractors. Any property damage caused by the Contractor's employees or Subcontractors will be the responsibility of Contractor, at no additional cost to HOC. Contractor will hold HOC harmless in the event of any loss, damage or theft to Contractor's or Subcontractor s equipment onsite. 3.24 DELIVERY, STORAGE, HANDLING AND DISPOSAL A. Storage of materials on-site is limited in most cases, and is permitted only with written authorization of the HOC Contract Administrator, or authorized HOC representative as identified in Section 3.32, and is at the sole risk of the Contractor. B. Ordering: Comply with manufacturer's ordering instructions and lead time requirements to avoid delays. C. Delivery: 1. Manufacturer's original, unopened, undamaged containers, identification labels intact. 2. Handle and store products according to manufacturer's recommendations published in technical materials. Leave products wrapped or otherwise protected and under clean and dry storage conditions until required for application. D. Storage and Protection: 1. Approved onsite storage area will be approved and designated by HOC in writing Ten (10) prior to commencement of work. 2. Store materials protected from exposure to harmful weather conditions and at temperature and humidity conditions recommended by manufacturer in a manner to prevent rust and damage. 3. Store and dispose of solvent-based materials, and materials used with solventbased materials, in accordance with requirements of local authorities having jurisdiction.
Page 18 of 56 4. Store materials protected from loss or theft. Any loss or theft of materials stored onsite will be the responsibility of Contractor. Contractor will hold HOC harmless in the event of any material loss or theft stored onsite. 5. Do not use non-vented plastic or canvas shelters. 6. Store products in manufacturer's unopened labeled packaging until ready for application. E. Chemical: The Contractor will furnish all cleaning chemicals necessary to properly perform the work defined in this contract. The Contractor must provide a list of all chemicals used at HOC property along with specifications and MSDS upon request. HOC reserves the right to ban objectionable products and require substitute materials as needed. All chemicals provided by the Contractor must be in original manufacturer s packaging. F. Equipment: All necessary cleaning equipment including power driven floor scrubbing machines, waxing and polishing machines, industrial floor and upholstery vacuum cleaners, etc., needed for the performance of the work of this contract will be furnished by the Contractor. Such equipment will be of the size and type customarily used in work of this kind and no equipment will be used which is harmful to the building or their contents. The Contractor must provide a minimum of two vacuum cleaners for cleaning floors plus one shop vac type machine. G. Disposal: The Contractor shall dispose of all debris in the on-site location on a daily basis. All debris to be disposed of according to all local codes and regulations. H. Cleaning Supplies: All paper towels, can liners, seat covers, toilet tissue and soap will be provided by HOC. The Contractor will furnish all other materials and supplies necessary to properly perform under this agreement. 3.25 PROJECT CONDITIONS A. Maintain environmental conditions (temperature, humidity, and ventilation) within limits recommended by manufacturer for optimum results. Do not apply products under environmental conditions outside manufacturer's absolute limits. 1. Do not apply products under environmental conditions outside manufacturer's absolute limits.
Page 19 of 56 2. Comply with manufacturer's written application guidelines. B. Coordinate purchase order with progress to avoid delays. 3.26 WARRANTY NOT APPLICABLE TO THIS BID 3.27 SANITARY FACILITIES The Contractor may use the sanitary facilities in the offices with written authorization of the HOC Site Manager as identified in Section 3.32. 3.28 SUB-CONTRACTING A. The Contractor shall perform on the site(s), and with its own employees and organization, work equivalent to at least ninety percent (90%) of the total amount of work to be performed under this Contract. This percentage may be reduced by a supplemental agreement to this Contract if, during performing the work, the Contractor requests a reduction and HOC determines that the reduction in HOC s judgment, is in HOC s best interests. B. The use of Subcontractors requires the written consent of the HOC Contract Administrator or authorized HOC representative as identified in Section 3.32. The Contractor will be responsible for all work performed by Subcontractor(s). C. Subcontractors are required to comply with all terms of this Contract, including, but not limited to, Performance, Insurance and Bonding (if applicable). D. The Contractor shall supply a list of proposed Subcontractors and their proof of licensing, to the HOC Contract Administrator as identified in Section 3.32, within Seven (7) days of Contract Award. 3.29 JOB RELEASES/ORDERS NOT APPLICABLE TO THIS BID
Page 20 of 56 3.30 CHANGE ORDERS A. Any request for changes to the Scope of Work after Contract Award, must be submitted in writing to the HOC Contract Administrator or authorized HOC representative as identified in Section 3.32. This includes any work that would increase or decrease the cost of the work, any additions or subtractions to the quantity of work or materials and any change that would affect the completion date of the Contract. Any changes made without a Change Order approved by HOC s Executive Director will be at the sole risk of the Contractor and will be done at no additional cost to HOC. B. All items or hidden damage discovered that may necessitate a Change Order Request from the Contractor shall be documented by photographs. 3.31 LIQUIDATED DAMAGES All work will be closely monitored by the Contract Administrator, or designee, who shall be the sole judge in determining whether the work is satisfactory. For items missed or performed in an unsatisfactory manner, during the learning process of the first month of the contract, no damages will be assessed. After the first month, the contractor will be assessed liquidated damages at a rate of $25.00 per each occurrence of a missed or unsatisfactory work item. Liquidated damages will be deducted from the contractor s monthly invoice for the month during which they occurred. When missed or inadequate work items are found, HOC will notify the Contractor overnight or in the morning at the earliest possible time using the contact information provided by the Contractor. The contractor will correct the work item within four hours of notification. 3.32 HOC CONTRACT ADMINISTRATOR The designated HOC Contract Administrator for this Contract is: Steve Lukaczer, Contract Administrator 10400 Detrick Ave Kensington, MD 20895 240-627-9431 Office steve.lukaczer@hocmc.org
Page 21 of 56 3.33 CONTRACTOR POINT OF SERVICE A. The Contractor shall provide an onsite Supervisor who has a command of the English language, to coordinate the work, oversee the work, provide quality control, and be a point of service contact for HOC staff during the course of the Contract and be available by cell phone to address HOC s concerns at all times. B. Contractor shall provide HOC with a Twenty-Four (24) hour Telephone number to be used for Service Calls. 3.34 INVOICES A. All invoices must reference the Contract number as stated in the Notice to Proceed. They shall be sent to the following: Housing Opportunities Commission Attn: Accounts Payable 10400 Detrick Ave Kensington, Maryland 20895 B. All invoices for parts or materials shall be accompanied by a suppliers invoice for all parts or materials being billed for.
Page 22 of 56 The Base Bid includes the following: CLEANING SERVICES AT 10400 DETRICK AVENUE Kensington, MD 20895 SCOPE OF WORK AND SPECIFICATIONS Part 1- Daily and weekly cleaning tasks: A. OFFICE SPACES/ WORKSTATIONS: *Daily (*Note: daily indicates five times/week, Monday thru Friday evenings. On those days that are an HOC holiday or HOC offices are closed, daily cleaning is not required.) 1. Vacuum all offices and cubicles. 2. Spot clean carpet stains as they appear. 3. Empty all wastebaskets; replace liners daily when wet items are present; otherwise, at least once a week. 4. Empty all recycling containers. 5. Shut and lock any open exterior windows or doors. Shut, but do not lock, all interior doors, except when otherwise instructed. 6. Clean spills and stains on windowsills, desks, furniture and other surfaces as they appear using approved cleaner. B. OFFICE SPACES/ WORKSTATIONS: Weekly 1. Dust, vacuum and wipe down all windowsills, desk surfaces, furniture, wall hung items, and other surfaces which are free of papers and personal belongings using approved cleaners and equipment. 2. Clean all interior door and window glass. C. KITCHEN AREAS (Main kitchen, North Wing, Commissioners Lounge): Daily 1. Clean all counter tops and treat with disinfectant. Wash any dishes in sink or on counter. Discard all trash. 2. Check inside and outside of refrigerators and microwaves for spills- clean as needed. 3. Wipe down walls and cabinetry as needed. 4. Empty all trash and recycling containers. 5. Fill paper towel and soap dispensers. 6. Sweep and wet mop kitchen and hallway floors and treat with disinfectant. 7. Scrub sink with approved cleanser. D. KITCHEN AREAS: weekly on Friday evening 1. Empty out the two full size refrigerator/ freezers, throw all food items in the frig and freezer away. Defrost and wipe down inside and outside of refrigerator. Clean inside and outside of microwaves (4) E. COMMON AREAS- LOBBY/ HALLWAYS/ HEARING ROOM/ CONFERENCE ROOMS/ MAILROOM/ TRAINING ROOM/ HEALTH ROOM, ETC: Daily 1. Vacuum all carpeted floors. Sweep and mop hard floors. 2. Spot clean carpet stains as they appear.
Page 23 of 56 3. Empty all wastebaskets daily; replace liners daily when wet items are present; otherwise, at least once a week. 4. Empty all recycling containers. 5. Shut and lock any open exterior windows or doors. Shut, but do not lock, all interior doors, except when otherwise instructed. 6. Clean the glass doors and reception desk glass top in the Lobby. 7. Wipe down tables, windowsills, and other furniture surfaces. 8. Check seating for dirt, stains or spills and clean as needed. 9. Return chairs and other furniture to its proper position 10. Pick up all papers and magazines and place on tables. 11. Empty trash and recycling containers. 12. Wipe and sanitize all drinking fountains. F. COMMON AREAS- LOBBY/ HALLWAYS/ HEARING ROOM/ CONFERENCE ROOMS/ TRAINING ROOM/ HEALTH ROOM, ETC: Weekly 1. Clean glass in all the interior and exterior doors. 2. Vacuum or wipe down all chairs 3. Dust, vacuum, or wipe down all windowsills, tables, desk surfaces, furniture, wall hung items, and other surfaces which are free of papers and personal belongings using approved cleaners and equipment. G. ATRIUM: Daily 1. Pick up all trash. 2. Wash any food stains from floor. 3. Sweep floor. 4. Clean all tables and treat with disinfectant 5. Check seating for stains or spills and clean as needed.. 6. Empty all trash and recycling containers. 7. Trash all old newspapers, pick up all books and magazines and place on side table. H. ATRIUM: Weekly 1. Sweep and wash atrium floor. 2. Dust all surfaces with a feather duster, dust cloth, or other appropriate means. 3. Vacuum or wipe down chairs I. BATHROOMS ( three men s, three women s, 3 common): Daily 1. Scrub all toilets and urinals and treat with disinfectant. 2. Empty all feminine product waste containers, reline with appropriate liner. 3. Wipe down all stall panels and stall doors and treat with disinfectant. 4. Empty all trash containers. 5. Wipe down trash containers, towel and tp and seat cover dispensers. 6. Fill all soap containers. 7. Fill all toilet seat cover containers. 8. Fill all towel and toilet tissue dispensers. 9. Mop and disinfect all bathroom.