REQUEST FOR PROPOSAL Issue Date: Wednesday, June 24, 2009 Contracting Agency: Subject: Western Piedmont Community College 1001 Burkemont Ave Morganton, NC 28655 Environmental Cleaning Services for the Foothills Higher Ed Center Proposal Opening (Due) Date: 2:00 p.m. Friday, July 24, 2009 Proposed Contract Start Date: August 17, 2009 A mandatory site visit will be held to tour the cleaning site, areas and rooms cleaning expectations and requirements as noted within this proposal. The mandatory site visit will be held at 2:00 p.m., Wednesday, July 15, 2009 in the lobby at the north entrance (parking lot) at the Foothills Higher Education Center (formerly known as the Doblin Manufacturing Building, located at 2128 South Sterling Street, Morganton, NC 28655). Questions concerning the RFP requirements will be discussed at the site visit. Written questions submitted prior to the conference will be summarized and answered at the conference. Questions may be mailed, faxed or emailed to: Lisa Sessions Director of Human Resources Western Piedmont Community College 1001 Burkemont Ave Morganton, NC 28655 Fax number: (828) 448-6175 Email Address: lsessions@wpcc.edu Your returned proposal response should include 4 copies in a sealed envelope of the following information: 1. Vendor Profile Sheet 2. Certificate of Insurance 3. Cleaning Service Cost 4. List of three references 5. Execution of Proposal
REQUEST FOR PROPOSAL Listed below is the proper address for returning your proposal response. In the lower left corner of your envelope, you must list the following: (1) RFP - Environmental Cleaning Services (2) Name of Offeror Western Piedmont Community College will not be held responsible for proposals that are returned incorrectly. Mail to Address: Lisa Sessions Director of Human Resources Western Piedmont Community College 1001 Burkemont Avenue Morganton, NC 28655
REQUEST FOR PROPOSAL PURPOSE The purpose of this Request for Proposal (RFP) is to solicit offers from qualified firms to establish a contract for the complete environmental cleaning services for the Foothills Higher Education Center. SCOPE OF SERVICES Complete environmental services shall include furnishing all labor, equipment and cleaning materials. All areas of the buildings are to be cleaned (including, but not limited to classrooms, hallways, offices, restrooms, elevators, closets, storage rooms, etc.). Cleaning of the mechanical rooms is not a part of this contract. The College will purchase toilet tissue, hand towels, plastic trash bags and hand soap. PROPOSALS Offeror must submit a proposal for each of the listed services costs. Proposals will be considered only from reputable firms organized for the purpose of providing environmental cleaning services. The College will not reimburse Offerors for costs incurred in the preparation and submission of proposals. Western Piedmont Community College may, from time to time, require changes in the scope of services of the Offeror to be performed under this contract. Examples of such changes may include hours of operation or additional duties. Western Piedmont Community College, shall approve any written amendments to this contract. The Offeror may propose changes in the proposal in regards to hours of operation or additional duties. Such proposals are to be submitted in writing to Western Piedmont Community College. The Director of Human Resources shall review the Offeror s proposals and make recommendations to the Executive Vice-President/Chief Financial Officer for approval. AREAS TO BE SERVICED CONTINUOUSLY 68,000 Square Feet
PERFORMANCE The Vendor will be held responsible for the satisfactory performance of the work in accordance with the intent of the specifications. These specifications are presented as guidelines for the Vendor, and should not be construed as limiting in any way the tasks that must be completed in order to provide an environment seen as receiving the highest level of janitorial cleaning that is typical and customary for a Class A facility. From time to time, WPCC s Environmental Services Team Leader may use quality inspections or other measures to evaluate the satisfactory performance of the Vendor. TERM AND CANCELLATION OF AGREEMENT a. TERM Any contract(s) resulting from this proposal shall be effective for a period of one year. Western Piedmont reserves the right to extend the contract on an annual basis not to exceed three renewals. b. CANCELLATION Either party (WPCC or vendor) must provide a 60-day notification in writing of plans to terminate the contract. INSURANCE a. Types of Coverage. Provider shall provide to WPCC a current copy of Provider s Certificate of Insurance, prior to and throughout its performance of services as specified below. WPCC will not be liable for non-adherence to this policy. b. Commercial General Liability insurance minimum requirements: Each occurrence $ 500,000 Fire damage 50,000 Med. Expense (any one person) 5,000 Personal & Adv. Injury 500,000 General Aggregate 1,000,000 Products-completed operations liability 1,000,000 c. Automobile liability insurance minimum requirements: Any auto (owned, hired, non-owned) combined single limit (each accident) - $1 million. d. Workers compensation insurance as required by applicable law and employers liability insurance with minimum limits of $500,000 each employee, each accident, and each disease. e. Excess liability insurance with limits of $1 million over the insurance provided. f. Bond insurance with minimum limits of $50,000. INVOICES AND PAYMENT: In consideration for the Vendor s satisfactory performance of the service, payment will be issued at the closing of the last business day of the month, provided invoicing is received by the 15 th of the month.
EQUAL EMPLOYMENT OPPORTUNITY Vendor will not discriminate against any employee or applicant for employment because of race, sex, religion, national or ethnic origin, disability, age, or veteran status. ALIEN CLAUSE Vendor shall establish appropriate procedures and controls so that services under this contract will not be performed by using any alien who is not legally eligible for such employment under United States Immigration laws. SUBCONTRACTING/EMPLOYEES a. Vendor may subcontract portions (window and carpet cleaning, tile stripping and waxing) of the service, after obtaining written approval from WPCC. Vendor will have full responsibility of performance of all services, whether rendered by it or its subcontractor, in accordance with all terms and conditions of the contact. All applicable provisions of the contract between Vendor and subcontractor will be the responsibility of the Vendor. b. Vendor will perform its obligations under this contract as an independent contractor and not as the agent or employee of WPCC. Vendor shall exercise full control of and supervision over the performance of Vendor s obligations hereunder and full control over the employment, direction, compensation and discharge of all employees assisting in the performance of such obligations. Vendor will be solely responsible for all matters relating to payment of its employees, including compliance with workers compensation, unemployment, disability insurance, social security withholding, and all other federal, state and local withholding, rules and regulations, governing such matters. c. Only employees or designated representatives of the contracted vendor are allowed on the premises during performance of duties. d. Vendor is required to screen and provide results of drug testing and criminal record checks of all employees and subcontractors to WPCC. WPCC reserves the right to disallow any representative of Vendor to remain on the premises that is not acceptable to WPCC security. e. Vendor shall employ only qualified persons who are skilled in the performance of environmental cleaning services work. f. Vendor representatives will have a good personal appearance at all times and will act in a matter that will reflect credit on WPCC. g. Vendor representatives shall follow all rules as set forth in Vendor Rules and Regulations designated as Attachment A which is incorporated in and made a part of this contract.
OCCUPATIONAL SAFETY AND HEALTH ACT Vendor shall comply with all federal, state and local laws, ordinances, orders and regulations applicable to transactions under this contract and the performance of services hereunder. Vendor shall be responsible for its safety, the safety of the employees, its subcontractors, and the work site in general. Vendor shall provide a list of all cleaning agents with MSDS sheets to WPCC for approval prior to use. HOURS OF OPERATION Complete environmental cleaning service during campus operation hours provided as follows: Monday Tuesday Wednesday Thursday Friday 10:00 a.m. through 2:00 p.m. 10:00 a.m. through 2:00 p.m 10:00 a.m. through 2:00 p.m. 10:00 a.m. through 2:00 p.m. 10:00 a.m. through 2:00 p.m. Saturday or Sunday Minimum of 4 hours scheduled by weekend classes/event and subject to scheduled hours of operation. Weekends On call for special events or needs. One person must be on site Monday through Friday 10:00 a.m. to 2:00 p.m. to clean restrooms, receive shipments, deliver packages, and other general cleaning including but not limited to emergencies as needed. The Vendor will furnish a pager for this person. The bulk of all work performed will be completed weekdays between the hours of 10:00 p.m. and 7:00 a.m., Monday through Thursday, and 4:00 p.m. and 11:00 p.m. on Friday. The Vendor will furnish a pager. Some services such as buffing, waxing, sealing floors, or other types of cleaning may be required to be completed on Saturday, Sunday, or holidays. Coordination will be made with the WPCC Environmental Services Team Leader. Some areas must be cleaned as requested by the WPCC Environmental Services Team Leader due to scheduled events during the weekdays and weekends. Notice will be given to Vendor on extra cleaning. Cost to be determined based on type of cleaning needed.
SECURITY/KEYS Vendor recognizes that the maintenance of strict building security is of utmost importance and a pattern of failure to follow guidelines herein shall be grounds for automatic cancellation of this contract. a. Building keys will be distributed to Vendor and Vendor will be held strictly responsible for all keys. Keys must be collected daily and should not be in the control of employees except during assigned/scheduled working times. b. Vendor shall be held strictly responsible for making sure all building interior and exterior doors are securely locked or unlocked as directed by Environmental Services Team Leader. Any problem with any exterior lock should be immediately reported to the Equipment Coordinator and/or Security. c. Vendor will be held strictly responsible to return all parts of broken keys to the Equipment Coordinator for replacement to be issued. d. In the event of cancellation of the contract, Vendor shall immediately return all building keys to the Equipment Coordinator. e. Vendor will be held strictly responsible for all interior lights to be turned off, except those needed during cleaning and for security purposes. f. Vendor will be responsible to submit written security reports as specified by the Chief of Security. MAINTENANCE/REPAIRS a. Vendor is responsible to submit written reports on a routine and regular basis of non-emergency repairs to the Maintenance Director. b. Vendor is responsible to notify the Maintenance Director immediately on all emergency repairs. SPECIFICATIONS Vendor shall follow all cleaning specifications set forth in Cleaning Specifications designated as Attachment B which is incorporated in and made a part of this contract.
ATTACHMENT A VENDOR RULES & REGULATIONS Representatives shall: 1. Report immediately any property damage. 2. Not disturb papers on desks, open drawers, or use telephone (except emergency use of telephone when permission given by lead person). 3. Not arrive at work under the influence of alcoholic beverages or any drugs, legal or illegal, which may impair the judgment or efficiency of the employee, nor partake of these substances while on the job. 4. Not leave keys in doors or admit anyone into the buildings or any area that is not under his or her immediate supervision. 5. Not remove any article from the premises regardless of its value, including items found in the trash without permission from the Maintenance Director. 6. Comply with all rules and regulations set forth by WPCC.
ATTACHMENT B CLEANING SPECIFICATIONS RESTROOMS Clean and polish mirrors, soap dispensers, shelves, washbasins, exposed plumbing, and dispensers. Disinfect all ledges, toilet stalls, partitions and doors. Remove graffiti. Disinfect toilets and urinals beginning with seats and working down. Remove stains and clean underside of rims, urinals, and toilet bowls. Leave toilet seats in upright position. Spot clean all light switches and walls. Refill all soap, toilet tissue, hand towel and sanitary napkin dispensers. Sweep and mop floor using disinfectant. Scrub floors as necessary, but no less often than monthly. Empty and sanitize all receptacles and sanitary disposals nightly. TRASH All cans with the exception of recycle cans must have clean liners. As trash is removed from containers daily, any soiled liners must be replaced. Soiled trash cans must be washed as needed but no less often than monthly. RECYCLE PROGRAM Vendor is responsible to empty all small recycling containers into large containers at least twice per week. The large containers will be rolled to specified curb sites weekly for pickup and put back into designed storage areas. CARDBOARD All paper boxes are to be flattened daily and placed in a location designated by the Environmental Services Team Leader. BLOCK TILE FLOORS Daily cleaning includes sweeping or dust mopping and wet mopping to ensure all debris and all spills are removed. Corners and behind doors should be cleaned a minimum of twice per week. Floor waxing should include a minimum of five coats of wax per application. Frequency of floor waxing will be based on traffic but should be waxed a minimum of once per year. All hallways and entrances must be spray buffed on a weekly basis. All classrooms must be buffed on a biweekly basis.
OFFICE/CLASSROOM FURNITURE Light dusting should be completed twice per week. At the time that the Vendor notes that the desk has been cleaned of papers, documents, and other loose articles, this shall be a sign that the work surface should be thoroughly cleaned and wiped with a treated cloth. CLASSROOM MARKER BOARDS All marker boards which do not contain DO NOT ERASE on the board should be cleaned daily, including the tray below the marker board. CLASSROOMS Daily: Empty trash, replace liners, vacuum and dust mop all hard surface floors, vacuum all rugs, straighten chairs, clean board (unless marked Do not Erase ) and spot clean glass in doors. Wet mop once/twice weekly and spot mop as needed. Quarterly: Clean ceiling vents, shampoo rugs, dust blinds, clean windows. Semi-annually: Seal the floors and complete shampooing of carpet. OFFICES Daily empty trash and vacuum carpet. Twice weekly dust desks, file cabinets, chair legs, computers, etc. Weekly clean windows beside entrance doors, inside and out. Monthly, edge vacuum carpet and vacuum window ledges. Quarterly, vacuum ceiling vents. CONCESSION ROOMS Daily empty trash. CARPET Daily vacuuming is required. This includes under chairs in offices and classrooms. Vacuuming corners and edging around rooms should be completed a minimum of once per month. Soiled carpet should be spot cleaned once per week. Complete shampooing of carpet should be done semi-annually. OFFICE RECEPTION AREA Daily empty trash, replace liners and vacuum carpet. Weekly dust furniture, blinds and clean windows. Quarterly shampoo carpet and clean ceiling vents. ENTRANCE AREAS Sweep walks, pick up trash around immediate area of each building. Remove adverse weather debris, such as leaves, tree limbs, snow and etc.
HALLWAYS Daily vacuum, dust mop, wet mop floors, clean counter tops outside classrooms, and clean glass in entrance doors. Weekly buff floors. Quarterly clean ceiling vents. Semiannually strip and wax hard surface floors. KITCHEN (if applicable) Daily empty trash, replace liner, dust mop/wet mop floor. Annually, scrub the floor. WATER FOUNTAINS Clean and sanitize stainless steel. WINDOWS Clean all windows in building once per year, inside and outside. All blinds are to be cleaned once per year. SNOW REMOVAL OR ADVERSE WEATHER DEBRIS On a as-needed basis, sidewalks and building entrances are to be cleared of debris. Snow will be removed from the parking lots by Western Piedmont Community College s Maintenance Department. DELIVERIES Accept deliveries and route to the appropriate office or classroom location. ROOM SETUPS Stay informed of current and special events and activities and perform setups which may include moving equipment and furniture as needed.
REQUEST FOR PROPOSAL Vendor Profile Sheet Vendor Information Vendor Name: Legal Name of Entity: Mailing Address: Street Address (if different than mailing address): Website address (if applicable): Continued on next page THIS PAGE MUST BE SUBMITTED AS A PART OF YOUR PROPOSAL.
REQUEST FOR PROPOSAL Continued from previous page Vendor Contact Information Contract Name: Title: Telephone #: Email Address: Other Required Information 1. Attach a brief description of the length and extent of experience in the environmental cleaning service industry. 2. Attach a list of accounts, service dates, and account contacts within North Carolina. 3. Attach a copy of the company s financial statements for the last fiscal year, certified by a CPA. 4. Attach a completed W-9 (Request for Taxpayer Identification Number and Certification). 5. Attach any other information the Company deems pertinent for consideration by the College. THIS PAGE MUST BE SUBMITTED AS A PART OF YOUR PROPOSAL.
REQUEST FOR PROPOSAL Environmental Cleaning Service Costs Foothills Allied Health & Science Higher Education Center 1. Monthly cost of environmental cleaning services - $ 2. Annual cost for window cleaning (will be paid after services are performed). - $ 3. Total cost (items 1 and 2) - $ 4. Cost per square footage for carpet shampooing - $ (Will be paid after services are performed). 5. Cost per square footage for tile stripping and waxing - $ (Will be paid after services are performed). 6. Cost in addition to monthly cost of cleaning service stated in #1 above- (List additional items of charge and cost.) $ 7. Holiday hourly rate (if applicable). - $ 8. Extra cleaning due to scheduled weekday events, i.e., Hourly rate x Number of Employee(s) x Number of Hours Worked. Hourly Rate - $ 9. Extra cleaning due to scheduled weekend events, i.e., Hourly rate x Number of Employee(s) x Number of Hours Worked. Hourly Rate - $ 10. Room Setup Charges, i.e., Hourly rate x Number of Employee(s) x Number of Hours Worked. Hourly Rate - $ 11. Adverse Weather Debris Cleanup, i.e., Hourly rate x Number of Employee(s) x Number of Hours Worked. Hourly Rate - $ QUALITY INSPECTION The work performed is subject to quality inspection by the Division of Purchase and Contract, Department of Administration, Raleigh, NC. THIS PAGE MUST BE SUBMITTED AS A PART OF YOUR PROPOSAL.
REQUEST FOR PROPOSAL References Offerors must list three references for which they have performed similar work during the past three years. (1) Firm s Name Business Address Mailing Address Contact Person Telephone Number (2) Firm s Name Business Address Mailing Address Contact Person Telephone Number (3) Firm s Name Business Address Mailing Address Contact Person Telephone Number THIS PAGE MUST BE SUBMITTED AS A PART OF YOUR PROPOSAL.
REQUEST FOR PROPOSAL Environmental Cleaning Services for the Foothills Higher Education Center Execution of Proposal Therefore, in compliance with the foregoing Request for Proposal, and subject to all terms and conditions thereof, the undersigned offers and agrees, if this proposal is accepted within sixty (60) days from the date of the opening, to furnish the services quoted on the designated date requested. OFFEROR ADDRESS CITY AND STATE ZIP CODE TELEPHONE BY (Signature) TITLE Typed or Printed Name Federal Identification Number ACCEPTANCE OF PROPOSAL DATE: AGENCY: Western Piedmont Community College CITY AND STATE: Morganton, NC BY: (Signature) TITLE: Executive Vice-President \ Chief Financial Officer Unsigned proposals will not be considered. THIS PAGE MUST BE SUBMITTED AS A PART OF YOUR PROPOSAL.