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HomeMy WebLinkAboutBID - 5489 JANITORIAL AT PARKING GARAGEAdmin ative Services Purchasing Division CITY OF FORT COLLINS City of Fort Collins INVITATION TO BID BID #5489 JANITORIAL SERVICES AT PARKING STRUCTURES BID OPENING- APRIL 14, 2000, 3.00P.M. (Our Clock) Sealed bids will be received and publicly opened at the office of the Director Of Purchasing and Risk Management, 256 West Mountain Avenue, Fort Collins, Colorado 80521, at the time and date noted on the bid proposal and/or contract documents Bids must be received at the Purchasing Office prior to 3:00p.m. (our clock), APRIL 14, 2000. A copy of the Bid may be obtained as follows: Call the Purchasing Fax -line, 970-416-2033 and follow the verbal instruction to request document #25489 (The bid number must be preceded by a 2 when using the Fax -line.) Download the Bid from the Purchasing Webpage, Current Bids page, at www ci fort-collins co us\CITY_HALL\PURCHASING then via the Current Bids pushbutton Come by Purchasing at 256 W Mountain Ave , Fort Collins, and request a copy of the Bid Special Instructions All bids must be properly signed by an authorized representative of the company with the legal capacity to bind the company to the agreement Bids may be withdrawn up to the date and hour set for closing Once bids have been accepted by the City and closing has occurred, failure to enter into contract or honor the purchase order will be cause for removal of supplier's name from the City of Fort Collins' bidders list for a period of twelve months from the date of the opening, The City may also pursue any remedies available at law or in equity Bid prices must be held firm for a period of forty-five (45) days after bid openings Submission of a bid is deemed as acceptance of all terms, conditions and specifications contained in the City's specifications initially provided to the bidder Any proposed modification must be accepted in writing by the City prior to award of the bid Only bids properly received by the Purchasing Office will be accepted All bids should be clearly identified by the bid number and bid name contained in the bid proposal No proposal will be accepted from, or any purchase order awarded, to any person, firm or corporation in default on any obligation to the City Bids must be furnished exclusive of any federal excise tax, wherever applicable 256 W Mountain Avenue • PO Box 580 • Fort Collins, CO 80522-0580 • (970) 221-6775 • FAX (970) 221-6707 Equipment shall be of a size and type most efficiently used for high quality work of this kind and shall meet with the approval of the City Representative Equipment deemed by the City to be of improper design, or inadequate for the purpose intended shall be removed from the premises and replaced with satisfactory equipment at no expense to the City The Service Provider is prohibited from using propane -powered equipment of any kind at the parking structures Cleaning Supplies Whenever possible, the City prefers the use of effective, environmentally friendly cleaning chemicals 3 Material Safety Data Sheet The Service Provider shall submit Material Safety Data Sheets on all products prior to contract start up, in a form acceptable to the City C. Technical Support As may be required by the City, the Service Provider is to provide the technical expertise to set or define staffing labor and resource requirements Those providing the support shall be experienced and competent, and shall develop their recommendations on the basis of the City -defined cleanliness levels D. Service Provider Resource Responsibility The Service Provider shall contractually establish and provide all labor equipment, tools supplies, supervision, management and other resources and services necessary to achieve the cleanliness, customer satisfaction and management response specifications as defined in the agreement This commitment MUST include all routine periodic, protect and other tasks and frequencies needed to meet the quality specifications noted It is intended that no protect or special work is billable under this contract, except in a rare or unusual situation And in this event, authorization must be obtained for added billable work The Service provider will notify the City representative, with a written order, and will schedule each special protect to be performed, when such work supervision falls outside the context of the agreement E. Service Provider Staffing The Service Provider shall be obligated to provide its proposed number of custodial personnel to perform the duties required in accordance with this agreement at all times The Service Provider shall furnish the City representative a ieport at the completion of each shift that includes the following information the name of the person(s) assigned to the work, date, beginning and ending time of the shift, and a completed check list of items cleaned All employees of the Service Provider employed to carry out janitorial cleaning services proposed are subject to final approval of the City All employees of the Service Provider are to adhere to City Security, Fire and Safety Regulations The Service Provider agrees that it will, upon notice from the City, remove any supervisor or employee who is, for any reason, unsatisfactory to the City, and replace him/her with an employee satisfactory to the City The Service Provider shall not represent that it and its employees are either agents or employees of the City All Service Provider personnel shall be physically able to do their assigned work All Service Provider personnel shall be capable employees, thoroughly trained and qualified in the work assigned to them The employee shall receive a copy of the drop sheets along with appropriate training specific to the needs of the parking structure(s) prior to performing the cleaning duties The Service Provider agrees that only assigned personnel will be permitted on the premises and no other personnel including, but not limited to salesmen, friends, relatives or minors, will be allowed on the premises without prior notice and authorization by the City representative The Service Provider employees shall supervise all routine, project, and "other" work in such a way as to not interfere with normal scheduled City operations within the parking facilities F. Customer Service Policy The Service Provider shall establish a clear Customer Service Policy, which is communicated to its employees Service Provider employees who fail to meet the City's standard for customer service excellerice shall be removed from working in the parking structures G Site Management The Service Provider shall appoint a manager/supervisor to ensure the performance of the work being done by cleaning personnel The Sde Manager shall demonstrate adequate knowledge of cleaning equipment, tools, chemicals, techniques, and related activities and should be able to recognize any situations or circumstances under which the cleaning techniques defined may be improved upon The City shall retain the right to cause the Service Provider to replace any individual functioning as a site manager/supervisor H. Special Requirements Service Provider must ensure all exterior doors are locked, as necessary, while cleaning and upon leaving the parking structures All parking booths, storage area, and office are to be locked after cleaning The storage area and office should remain locked while work is in progress 10 4 0 Service Provider Operational Requirements A. Key Control The Service Provider shall establish and implement adequate methods of ensuring that all keys issued to the Service Provider are not lost or misplaced and are not used by unauthorized person No key issued to the Service Provider shall be duplicated Any loss of keys shall be reported to the City Representative immediately The City will furnish all keys and the City, not the Service Provider, will replace all lost keys Furthermore, if keys are lost or duplicated by the Service Provider and, in the opinion of the City, it is necessary to replace locks for any reasons of security, the direct cost of such replacement will be paid by the Service Provider It is the responsibility of the Service Provider to prohibit the use of keys by persons other than those supervised by the Service Provider's employees It is also the responsibility of the Service Provider to prohibit the opening of locked areas by the Service Provider's employees to permit entrance of persons other than Service Provider's employees engaged in the performance of assigned work B. Lost and Found It shall be the responsibility of the Service Provider to instruct its staff and employees that all articles of possible personal or monetary value found by the Service Provider's employees be turned in to the City Parking Service Department at 210 E Olive St C. Payroll/Invoice Documentation All of the Service Provider's employees shall be required to complete and sign a drop sheet with the start and ending time of each cleaning of a facility This record shall be submitted to the City to confirm actual labor cost on invoices submitted, and in any event, shall comply with the City's requirement for auditing Service Provider labor hours D. Problem Identification All supervisors will be responsible to call and leave a report for the City Representative identifying any needed repairs to the building, it's furnishings, fixtures, its mechanical equipment and other such items Service Provider supervisors will also call when, in their opinion, non -reachable glass, carpeting, etc need to be cleaned This information should be called in on a daily basis If the problem is critical in nature and requires immediate action, the City Representative shall be notified immediately The Service Provider's supervisor shall Call and leave a report of any circumstance of unusual soiling or damage that may affect performance of the contract work, unhealthful or hazardous conditions that may affect any person Such calls shall be made immediately by the Service Provider to the City Representative M. Call and leave a report of other circumstances, which would affect the Service Provider's performance of work, required under contract E. Reporting System Any substantive changes affecting any dimension of work performed shall be brought to the immediate attention of the City The Service Provider shall not enter into any agreement or take any action which may interfere with the rights of the City as noted under this contract, or compromise with the City's ability to serve the needs of the City, its parking structures, occupants, employees, management, or customers F. Reporting Requirements 1 A drop sheet, specific to each facility, must be completed each time the structures are cleaned The report must then be submitted to the City Representative that same day 2 A list of problems and conditions found by the cleaning staff are to be called in to the City Representative's voice mail nightly 3 Work orders will be issued for cleaning complaints made by the City personnel or its customers These shall be reviewed by the Service Provider for a follow up resolution The Service Provider shall sign, date and return the corrective work order that same day G. Safety and Health The Service Provider must promptly report to the City cases of death, occupational disease and injury caused by work on the job Verbal notification must be followed by a written report describing the incident The Service Provider must provide emergency first aid and treatment of job -related injuries in accordance with the requirements of its insurance plan H. Relief Personnel The Service Provider shall employ an adequate quantity of on -call relief personnel assigned to the Parking Structures who shall be pre -approved and used to complete the work assignment of the absent employees normally assigned the work These relief personnel shall not be charged against the City, directly or indirectly, including wages,, benefits and/or other costs regardless of the regular or overtime hours worked, when replacing regular workers I. Soliciting All soliciting is prohibited on the City premises by Service Provider employees Service Provider shall inform its employees of this policy prior to beginning work under the contract J. Access to City Parking Structures Prior to beginning work under the City Contract, the Service Provider (through the City Representative) must obtain clearances from Fort Collins City Police Services for any person who needs access to the Parking Structures to perform work under this Contract Police Services will check all sources they deem relevant and appropriate to determine if clearance will be given The Service Provider must 12 provide the City Representative with information about each person seeking clearance including name, date of birth, social security number, and valid ID (Such as Drivers License or State ID card) Police Services may deny clearance to any person whom ♦ Has an active criminal arrest warrant, ♦ Has a felony arrest or conviction, ♦ Has a drug -related misdemeanor or drug -related petty offense conviction, ♦ Has a non -drug -related misdemeanor or a petty offense conviction within the past three(3) years, ♦ Is a suspect in an active criminal investigation, ♦ Was previously terminated from employment by the City of Fort Collins, ♦ Is determined to be a threat to the safety of persons or property The City shall provide the Service Provider with identification cards for all persons given clearance Such identification cards shall be displayed, in an easily seen manner, on the person of all employees and representatives of the Service Provider at all times such persons are in the parking structures Identification cards and access keys to the structures of persons who no longer work for the Service Provider shall be immediately returned to the City Representative Any employee or representative of the Service Provider in the Parking Structures without a properly displayed identification card is subject to immediate eviction from the facilities The Service Provider shall provide the City with a current and complete list of names, I D card numbers, address and telephone numbers of all employees and representatives of the Service Provider The Service Provider shall keep this list current and shall immediately inform the City Representative of all personnel changes 13 ATTACHMENT A DEFINITION OF CLEANLINESS QUALITY Cleanliness quality means A "like -new" appearance of all of the following ♦ The absence of litter or undesirable debris ♦ The absence of bonded dust build up of any surface to be dusted ♦ The complete, comprehensive and thorough cleaning of any item subject to cleaning, including corners, inside, outside, top, bottom under and all over all surfaces ♦ The absence of any surface marks that can be removed, spills or other undesirable bonded surface residue, which can be appropriately eliminated by damp or wet cleaning techniques ♦ The absence of any soil, wax or other undesirable bonded build-up, which can be eliminated by appropriate heavy duty, cycle or protect cleaning techniques ♦ The absence of minor spots, marks, or other limited surface soil, which can be eliminated by appropriate spot cleaning techniques ♦ The absence of dust, lint and other in -fiber accumulation in fabric and carpet areas which can be eliminated by appropriate vacuum cleaning techniques ♦ The issuance of maintenance and other work requests to eliminate or correct problems with damaged, non-functioning, repair or replacement oriented items that cannot be corrected through appropriate cleaning techniques ♦ The absence of de-icing product residue remaining on any surface after action from these materials is no longer required 14 ME ATTACHMENT B SCOPE OF WORK OLD TOWN PARKING STRUCTURE The Old Town Parking Structure is located at the SE corner of Mountain Avenue and Remington Street The facility is a high use public building and is open and available twenty-four hours a day for the purpose of parking automobiles CONDITIONS- 1 ) There is no available water on site The Service Provider is required to utilize their own water in cleaning applications that are dependent on water and that are listed in the scope of work 2) There is no available storage for equipment or supplies All equipment and supplies must be brought to the structure for use in cleaning the building 3) Cleaning services for this building are on a once per week basis The exception is that trash must be removed each Friday, and before normal business hours ( 7 30 a m ) on each Monday The City Parking Services Department will provide trash liners 4) Cleaning of this facility must occur between Sunday evening and Monday morning each week The Service Provider will not hinder, in any way, the parking patrons who utilize the facility while engaged in cleaning activities 5) All drop sheets must be completed and turned in the day service is provided 6) Additional service is expected around special events and Holidays. The cost for extra service must be included in the bid total for this facility SCOPE OF WORK 1) Cleaning of the elevator ♦ Sweep the elevator floor ♦ Damp mop floor (flooring is textured and will need to be pre -scrubbed with a brush) ♦ Clean all window areas ♦ Clean stainless steel railing, doors and intenor/extenor surfaces Do not spray cleaner on area where sensors are located o Clean ceiling and keep free of stickers or debris Report burned out bulbs o Report any damages, malfunctions, vandalism or graffiti ASAP (as soon as possible) to Parking Services 2) North and South stairwells ♦ Sweep all stairs and landings ♦ Pick up and dispose of all trash and debris ♦ Mop all floor surfaces and landings Clean and remove any food, alcohol or urine ♦ Wipe down all window wells, handrails, wall surfaces Clean all glass Clean, sweep and remove any remaining de-icing materials after storms 15 H 1, 3) Entrance/exits on each level ♦ Walkway within ten (10) feet of each door or approach to a stairwell will remain clean and free of debris ♦ Includes the pick up and removal of all residual de-icing materials including sand 4) Garbage pick up and removal ♦ Remove all litter and debris that can be picked up within the parking spaces or drive lanes ♦ Remove all trash from barrels located on each level at the entrance/ exit(s) to the stairwells ♦ Outside the perimeter to the building including the Park on the West Side of the building ♦ Empty all trash barrels Replace plastic liners ♦ Dispose of parking structure trash in dumpster provided in the alley on the East side of the facility 5) Parking Attendant Booth ♦ Clean all window surfaces ♦ Vacuum and mop floor ♦ Empty waste basket ♦ Clean booth walls ♦ Do not clean shelves with equipment on it 16 ATTACHMENT C SCOPE OF WORK CIVIC CENTER PARKING STRUCTURE The Civic Center Parking Structure is located at the SE corner of Mason Street and Laporte Avenue Co- located with the Parking Structure on the west side of the building, is 15,000 square feet of retail space For the purpose of this contract, janitorial cleaning services are for the parking structure only CONDITIONS: 1) Water is provided to the restroom in the security office It is inconvenient to access this water for the purpose of cleaning the parking structure 2) There is limited storage on site for equipment and supplies for use only at the Civic Center Parking Structure 3) Cleaning of the breezeways is not part of this contract 4) Do not use chemicals or acids to clean the rustic terrazzo in the NE stairwell 5) The Service Provider will not be responsible for sweeping the parking stalls or drive allies the Cities Streets department will assume this task 6) Do not spray cleaners on closing ends of elevator doors or control panels 7) Cleaning services are scheduled for twice per week Thursday and Sunday evenings 8) Pedestrian walkway to Opera Gallena is locked down nightly from 10 p m - 6 a m 9) Drop sheets must be completed and turned in for each day, and on the same day as the service is provided 10) One key is provided for access into storage room, office, booths and trash room These areas must remain closed and locked when the Service Provider is not physically present 11) Additional service is expected around special events and Holidays The cost for extra service must be included in the bid total for this facility. There will be no deviations or exceptions to this contract SCOPE OF WORK 1) Cleaning of the two elevators a Sweep or vacuum elevator floors ♦ Damp mop floors ( texture of flooring requires a pre -scrubbing with a brush) o Clean all wall and ceiling surfaces ♦ Clean stainless steel railings, doors (interior/exterior) and control panels ♦ Report all damages, malfunctions, vandalism or graffiti ASAP (as soon as possible) to Parking Services 2) Cleaning of three stairwells and 5`h level stair ♦ Sweep all stairs and landings ♦ Pick up and dispose of all trash and debris ♦ Mop landings Clean and remove any food, alcohol or urine ♦ Wipe and keep free of dirt, grit or residue all handrails and wall surfaces ♦ Clean, sweep and remove all remaining de-icing materials ♦ Keep clean and free of debris all approaches within ten (10) feet of all stairs 17 91 3) Cleaning of all pedestrian walkways For the purpose of this contract, pedestrian walkways include the following areas a) Ten feet preceding all stairs, elevators, entrances and exits to the facility b) The walkway /oming the Opera Gallena and the parking structure at the second level c) The protected walkways that run up the center of the parked cars on levels 2,3,and 4 d) The sidewalk in front of the Security Office e) The sidewalk on the West side behind retail businesses ♦ Sweep and keep clear of litter ♦ Remove any remaining de-icing materials ♦ Wipe and remove any residues from railing (bridge to Opera Galleria) ♦ Report any standing water or ice immediately to Parking Services 4) Parking attendant booths ♦ Vacuum and mop floors ♦ Clean all interior/extenor glass ♦ Clean walls ♦ Clean runner around sliding doors and windows ♦ Empty waste basket ♦ Do not clean shelves with equipment on it 5) Security Office • Clean all glass interior/exterior ► Clean window ledge ♦ Dust desk top ♦ Wipe counters, cabinets, files and doors ♦ Vacuum floor and furniture ♦ Empty waste basket ♦ Spot clean walls as necessary 6) Restroom o Stock toilet paper, paper towels and soap dispenser o Empty waste baskets o Clean sink o Clean toilet o Clean mirror ♦ Vacuum and mop floor 7) Cleaning of Rustic Terrazzo o Vacuum and mop ♦ Machine scrub as needed with a course stiff -bristle brush attachment ♦ Pass over the surface several times in the presence of a good cleaner and water ♦ Never use chemicals or acids of any kind 8) Garbage Pick Up and Removal 18 Bidders must be properly licensed and secure necessary permits wherever applicable Bidders not responding to this bid will be removed from our automated vendor listing for the subject commodities The City may elect where applicable, to award bids on an individual item/group basis or on a total bid basis, whichever is most beneficial to the City The City reserves the right to accept or reject any and all bids, and to waive any irregularities or informalities Sales prohibited/conflict of interest no officer, employee, or their dependent or person residing in and sharing the expenses of their household, shall have a financial interest in the sale to the City of any real or personal property, equipment, material, supplies or services This rule also applies to subcontracts with the City This shall not apply to members of any authority, board, committee or commission of the city, other than the members of the City Council Soliciting or accepting any gift, gratuity favor, entertainment, kickback or any items of monetary value from any person who has or is seeking to do business with the City of Fort Collins is prohibited Any vendor knowing of this type of activity is encouraged to report in confidence to the Director of Purchasing and Risk Management, Director of Finance, City Attorney or City Manager so the matter can be dealt with Freight terms unless otherwise noted, all freight is F O B Destination, Freight Prepaid All freight charges must be included in prices submitted on proposal Discounts any discounts allowed for prompt payment, etc , must be reflected in bid figures and not entered as separate pricing on the proposal form Purchasing restrictions your authorized signature of this bid assures your firm's compliance with the City's purchasing restrictions A copy of the resolutions are available for review in the Purchasing Office or the City Clerk's Office Cement restrictions City of Fort Collins Resolution 91-121 requires that suppliers and producers of cement or products containing cement to certify that the cement was not made in cement kilns that burn hazardous waste as a fuel Collusive or sham bids any bid deemed to be collusive or a sham bid will be rejected and reported to authorities as such Your authorized signature of this bid assures that such bid is genuine and is not a collusive or sham bid Bid results for information regarding results for individual bids send a self-addressed, self -stamped envelope and a bid tally will be mailed to you Bid results will be posted in our o hce 7 days after the bid opening ��-� Jam s B O'Neill It, CPPO i ctor of Purchasing and Risk Management ♦ Pick up ail trash, debris, broken glass, bottles and litter on every level and in every area of the facility ♦ Empty all trash receptacles and reline with liners provided ♦ Dispose of all parking structure trash in dumpsters provided in trash room ♦ Close and lock doors to trash room and storage room 19 E71 SERVICES AGREEMENT THIS AGREEMENT made and entered into the day and year set forth below by and between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred to as the "City" and , hereinafter referred to as "Service Provider" WITNESSETH In consideration of the mutual covenants and obligations herein expressed, it is agreed by and between the parties hereto as follows 1 Scope of Services The Service Provider agrees to provide services in accordance with the scope of services attached hereto as Exhibit "A", consisting of ( ) page[s], and incorporated herein by this reference 2 The Work Schedule [Optional] The services to be performed pursuant to this Agreement shall be performed in accordance with the Work Schedule attached hereto as Exhibit "B", consisting of _ (_) page[s], and incorporated herein by this reference 3 Time of Commencement and Completion of Services The services to be performed pursuant to this Agreement shall be initiated within ( ) days following execution of this Agreement Services shall be completed no later than Time is of the essence Any extensions of the time limit set forth above must be agreed upon in a writing signed by the parties SA ] 0/97 20 E 4 Contract Period [Option 1] This Agreement shall commence upon the date of execution shown on the signature page of this Agreement and shall continue in full force and effect for one (1) year, unless sooner terminated as herein provided In addition, at the option of the City, the Agreement may be extended for an additional period of one (1) year at the rates provided with written notice to the Professional mailed no later than ninety (90) days prior to contract end 4 Contract Period [Option 2] This Agreement shall commence , 2000, and shall continue in full force and effect until _, 2000, unless sooner terminated as herein provided In addition, at the option of the City, the Agreement may be extended for additional one year periods not to exceed (_) additional one year periods Pricing changes shall be negotiated by and agreed to by both parties and may not exceed the Denver - Boulder CPI-U as published by the Colorado State Planning and Budget Office Written notice of renewal shall be provided to the Service Provider and mailed no later than ninety (90) days prior to contract end 5 Delay If either party is prevented in whole or in part from performing its obligations by unforeseeable causes beyond its reasonable control and without its fault or negligence, then the party so prevented shall be excused from whatever performance is prevented by such cause To the extent that the performance is actually prevented, the Service Provider must provide written notice to the City of such condition within fifteen (15) days from the onset of such condition [Early Termination clause here as an option 6 Early Termination by City/Notice Notwithstanding the time periods contained herein, the City may terminate this Agreement at any time without cause by providing written notice of termination to the Service Provider Such notice shall be delivered at least fifteen (15) days prior to the termination date contained in said notice unless otherwise agreed in writing by SA 10/97 21 E the parties All notices provided under this Agreement shall be effective when mailed, postage prepaid and sent to the following addresses City Service Provider In the event of early termination by the City, the Service Provider shall be paid for services rendered to the date of termination, subject only to the satisfactory performance of the Service Provider's obligations under this Agreement Such payment shall be the Service Provider's sole right and remedy for such termination 7 Contract Sum The City shall pay the Service provider for the performance of this Contract, subject to additions and deletions provided herein, the sum of ($_ ) [Option Cost Breakdown is attached Exhibit "C"] Dollars 8 City Representative The City will designate, prior to commencement of the work, its representative who shall make, within the scope of his or her authority, all necessary and proper decisions with reference to the services provided under this agreement All requests concerning this agreement shall be directed to the City Representative 9 Independent Service provider The services to be performed by Service Provider are those of an independent service provider and not of an employee of the City of Fort Collins The City shall not be responsible for withholding any portion of Service Provider's compensation hereunder for the payment of FICA, Workmen's Compensation or other taxes or benefits or for any other purpose 10 Personal Services It is understood that the City enters into the Agreement based on the special abilities of the Service Provider and that this Agreement shall be considered as an agreement for personal services Accordingly, the Service Provider shall SA 10/97 22 neither assign any responsibilities nor delegate any duties arising under the Agreement without the prior written consent of the City 11 Acceptance Not Waiver The City's approval or acceptance of, or payment for any of the services shall not be construed to operate as a waiver of any rights or benefits provided to the City under this Agreement or cause of action arising out of performance of this Agreement 12 Warranty (a) Service Provider warrants that all work performed hereunder shall be performed with the highest degree of competence and care in accordance with accepted standards for work of a similar nature (b) Unless otherwise provided in the Agreement, all materials and equipment incorporated into any work shall be new and, where not specified, of the most suitable grade of their respective kinds for their intended use, and all workmanship shall be acceptable to City (c) Service Provider warrants all equipment, materials, labor and other work, provided under this Agreement, except City -furnished materials, equipment and labor, against defects and nonconformances in design, materials and workmanship/workwomanship for a period beginning with the start of the work and ending twelve (12) months from and after final acceptance under the Agreement, regardless whether the same were furnished or performed by Service Provider or by any of its subcontractors of any tier Upon receipt of written notice from City of any such defect or nonconformances, the affected item or part thereof shall be redesigned, repaired or replaced by Service Provider in a manner and at a time acceptable to City 13 Default Each and every term and condition hereof shall be deemed to be a material element of this Agreement In the event either party should fail or refuse to perform according to the terms of this agreement, such party may be declared in default thereof 14 Remedies In the event a party has been declared in default, such defaulting party shall be allowed a period of ten (10) days within which to cure said default In the event the default remains uncorrected, the party declaring default may elect to (a) terminate the Agreement and seek damages, (b) treat the Agreement as continuing and require specific SA 10/97 23 performance, or (c) avail himself of any other remedy at law or equity If the non -defaulting party commences legal or equitable actions against the defaulting party, the defaulting party shall be liable to the non -defaulting party for the non -defaulting party's reasonable attorney fees and costs incurred because of the default 15 Binding Effect This writing, together with the exhibits hereto, constitutes the entire agreement between the parties and shall be binding upon said parties, their officers, employees, agents and assigns and shall inure to the benefit of the respective survivors, heirs, personal representatives, successors and assigns of said parties 16 Indemnity/Insurance a The Service Provider agrees to indemnify and save harmless the City, its officers, agents and employees against and from any and all actions, suits, claims, demands or liability of any character whatsoever brought or asserted for injuries to or death of any person or persons, or damages to property arising out of, result from or occurring in connection with the performance of any service hereunder b The Service Provider shall take all necessary precautions in performing the work hereunder to prevent injury to persons and property c Without limiting any of the Service Provider's obligations hereunder, the Service Provider shall provide and maintain insurance coverage naming the City as an additional insured under this Agreement of the type and with the limits specified within Exhibit , consisting of _ () pages[s], attached hereto and incorporated herein by this reference The Service Provider before commencing services hereunder, shall deliver to the City's Director of Purchasing and Risk Management, 256 West Mountain Avenue, Fort Collins, Colorado 80521 one copy of a certificate evidencing the insurance coverage required from an insurance company acceptable to the City SA 10/97 24 17 Entire Agreement This Agreement, along with all Exhibits and other documents incorporated herein, shall constitute the entire Agreement of the parties Covenants or representations not contained in this Agreement shall not be binding on the parties 18 Law/Severability The laws of the State of Colorado shall govern the construction interpretation, execution and enforcement of this Agreement In the event any provision of this Agreement shall be held invalid or unenforceable by any court of competent jurisdiction, such holding shall not invalidate or render unenforceable any other provision of this Agreement 19 Special Provisions [Optional] Special provisions or conditions relating to the services to be performed pursuant to this Agreement are set forth in Exhibit _, consisting of ( ) page[s], attached hereto and incorporated herein by this reference ATTEST City Clerk APPROVED AS TO FORM Assistant City Attorney CITY OF FORT COLLINS, COLORADO a municipal corporation LA John F Fischbach City Manager By James B O'Neill II, CPPO Director of Purchasing and Risk Management Date [Insert Corporation's name] or [Insert Partnership name] or [Insert individual's name] Doing business as [insert name of business] By PRINT NAME CORPORATE PRESIDENT OR VICE PRESIDENT SA 10/97 25 Date ATTEST (Corporate Seal) CORPORATE SECRETARY SA 10/97 26 13l IF 4 INSURANCE REQUIREMENTS The Service Provider will provide, from insurance companies acceptable to the City, the insurance coverage designated hereinafter and pay all costs Before commencing work under this bid, the Service Provider shall furnish the City with certificates of insurance showing the type, amount, class of operations covered, effective dates and date of expiration of policies, and containing substantially the following statement" "The insurance evidenced by this Certificate will not be cancelled or materially altered, except after ten (10) days written notice has been received by the City of Fort Collins " In case of the breach of any provision of the Insurance Requirements, the City, at its option, may take out and maintain, at the expense of the Service Provider, such insurance as the City may deem proper and may deduct the cost of such insurance from any monies which may be due or become due the Service Provider under this Agreement The City, its officers, agents and employees shall be named as additional insureds on the Service Provider's general liability and automobile liability insurance policies for any claims arising out of work performed under this Agreement 2 Insurance coverages shall be as follows A Workers' Compensation & Employer's Liability The Service Provider shall maintain during the life of this Agreement for all of the Service Provider's employees engaged in work performed under this agreement Workers' Compensation insurance with statutory limits as required by Colorado law Employer's Liability insurance with limits of $100,000 per accident, $500,000 disease aggregate, and $100,000 disease each employee B Commercial General & Vehicle Liability The Service Provider shall maintain during the life of this Agreement such commercial general liability and automobile liability insurance as will provide coverage for damage claims of personal injury, including accidental death, as well as for claims for property damage, which may arise directly or indirectly from the performance of work under this Agreement Coverage for property damage shall be on a "broad form" basis The amount of insurance for each coverage, Commercial General and Vehicle, shall not be less than $500,000 combined single limits for bodily injury and property damage In the event any work is performed by a subcontractor, the Service Provider shall be responsible for any liability directly or indirectly arising out of the work performed under this Agreement by a subcontractor, which liability is not covered by the subcontractor's insurance SA 10/97 27 EXHIBIT C YEAR 2000 COMPLIANCE CERTIFICATION AND INDEMNITY Section 1 Contractor hereby certifies that all information resources or systems to be provided or used in connection with the performance of this Agreement are "Year 2000 Compliant", except as otherwise expressly described in Section 2, below "Year 2000 Compliant" shall mean that information resources meet the following criteria a Data structures (e g , databases, data files) provide 4-digit date century recognition For example, "1996" provides date century recognition, "96" does not b Stored data contains date century recognition, including (but not limited to) data stored in databases and hardware/device internal system dates c Calculations and programs logic accommodate both same century and multi - century formulas and date values Calculations and logic include (but are not limited to) sort algorithms, calendar generation, event recognition, and all processing actions that use or produce date values d Interfaces (to and from other systems or organizations) prevent non -compliant dates and data from entering any state system User interfaces (i e , screens, reports, etc; ) accurately show 4 digit years Year 2000 is correctly treated as a leap year within all calculation and calendar logic Section 2 Contractor agrees to notify the City immediately of any information resources or systems that are not Year 2000 Compliant upon encountering the same in connection with the performance of the Agreement, including without limitation any information resources or systems in use by Contractor in the performance of the Agreement or information resources or systems of the City regarding which Contractor obtains information in the course of its performance of the Agreement Section 3 Contractor agrees to permit examination, by the City or agents thereof, of any and all information resources and systems in use in connection with this Agreement, and related Year 2000 Compliance implementation plans, in order to evaluate Year 2000 Compliance and potential implications of the same for the City and for performance of the Agreement Section 4 The Contractor shall indemnify and hold harmless the City, and its officers, agents and employees, from and against all claims, damages, losses, and expenses, including attorneys fees, arising out of or resulting from the Contractor's information resources or systems that are not Year 2000 Compliant SA 10/97 28 CITY OF FORT COLLINS BID PROPOSAL BID #5489 BID OPENING. APRIL 14. 2000. 3:00 p.m. (_our clock) WE HEREBY ENTER OUR BID FOR THE CITY OF FORT COLLINS' REQUIREMENTS FOR JANITORIAL SERVICES AT THE PARKING STRUCTURES PER THE BID INVITATION AND ANY REFERENCED SPECIFICATIONS The City of Fort Collins' Parking Services Division is requesting bids for janitorial cleaning services for two parking structures located in downtown Fort Collins The Old Town Parking Structure located at 102 Remington Street and the Civic Center Parking Structure located at 120 Mason Street Questions concerning the scope of work should be directed to Carol Champion, Parking Operations Coordinator and Contract Manager at (970) 224-6057 Purchasing questions should be directed to John Stephen, CPPB, Buyer, Purchasing Department at (970) 221-6775 A MANDATORY pre -bid meeting and walk-through is scheduled for 10 00 am, April 5, 2000 at The Parking Services Department, 210 E Olive Street, Fort Collins, Cc 80524 Please schedule approximately two hours for a complete tour This is a one year agreement but, at the option of the City, the Agreement may be extended for additional one year periods not to exceed four (4) additional one year periods Pricing changes shall be negotiated by and agreed to by both parties and may not exceed the Denver - Boulder CPI-U as published by the Colorado State Planning and Budget Office Written notice of renewal shall be provided to the Service Provider and mailed no later than 90 days prior to contract end The City will investigate the service providers references, interview key staff and may inspect equipment to be used to verify that it is adequate for the job Bidders must be properly licensed and secure necessary permits wherever applicable Bidders not responding to this bid will be removed from our automated vendor listing for the subject commodities The City may elect where applicable, to award bids on an individual item/group basis or on a total bid basis, whichever is most beneficial to the City The City reserves the right to accept or reject any and all bids, and to waive any irregularities or informalities Sales prohibited/conflict of interest- no officer, employee, or their dependent or person residing in and sharing the expenses of their household, shall have a financial interest in the sale to the City of any real or personal property, equipment, material, supplies or services This rule also applies to subcontracts with the City This shall not apply to members of any authority, board, committee or commission of the city, other than the members of the City Council Soliciting or accepting any gift, gratuity favor, entertainment, kickback or any items of monetary value from any person who has or is seeking to do business with the City of Fort Collins is prohibited Any vendor knowing of this type of activity is encouraged to report in confidence to the Director of Purchasing and Risk Management, Director of Finance, City Attorney or City Manager so the matter can be dealt with Freight terms unless otherwise noted, all freight is F O B Destination, Freight Prepaid All freight charges must be included in prices submitted on proposal Discounts any discounts allowed for prompt payment, etc , must be reflected in bid figures and not entered as separate pricing on the proposal form Purchasing restrictions your authorized signature of this bid assures your firm's compliance with the City's purchasing restrictions A copy of the resolutions are available for review in the Purchasing Office or the City Clerk's Office Cement restrictions City of Fort Collins Resolution 91-121 requires that suppliers and producers of cement or products containing cement to certify that the cement was not made in cement kilns that burn hazardous waste as a fuel Collusive or sham bids any bid deemed to be collusive or a sham bid will be rejected and reported to authorities as such Your authorized signature of this bid assures that such bid is genuine and is not a collusive or sham bid Bid results for information regarding results for individual bids send a self-addressed, self -stamped envelope and a bid tally will be mailed to you Bid results will be posted in our office 7 days after the bid opening Jam s B O'Neill II, CPPO i ctor of Purchasing and Risk Management EJ E; BID SCHEDULE Bid #5489 1. OLD TOWN PARKING STRUCTURE My firm will provide janitorial cleaning services per specifications for the Old Town Parking Structure The work will be done over a Sunday evening/Monday morning or as directed by the Project Manager and will not conflict with the normal business hours of the building The frequency of service for this parking structure will be once per week with additional trash pick up and removal on Fridays or as directed by the Project Manager TOTAL LUMP SUM PER MONTH $ 2. CIVIC CENTER PARKING STRUCTURE My firm will provide janitorial cleaning services per specifications for the Civic Center Parking Structure The work will be done Thursday and Sunday evenings each week or as directed by the Project Manager and will not conflict with the normal business hours of the building TOTAL LUMP SUM PER MONTH $ FIRM NAME Are you a Corporation, Partnership, DBA, LLC, or PC SIGNATU PHONE/FAX # REQUIREMENTS AND SPECIFICATIONS Background The City of Fort Collins' Parking Services Department is responsible for operating two parking structures in the downtown core Each parking structure is operated under a separate funding source This will require the awarded firm to separate the cost of providing services to each facility The Old Town Parking Structure is located at the corner of Remington Street and East Mountain Avenue There are four parking levels to the structure with approximately 334 spaces There is one enclosed Stair/elevator tower in the NW corner of the facility and an open stairwell at the South end There is one parking booth at the South entrance/exit The newly constructed Civic Center Parking Structure is located at the intersection of Mason Street and Laporte Avenue There are four parking levels with a fifth tier resulting in a total of 900 parking spaces Two open stair/elevator towers are located at each end of the structure, plus one additional stairwell at the SW corner A small set of stairs provides pedestrian access from the fifth tier to the fourth level of parking On the East side of the parking structure at the second level there is a pedestrian walkway The walkway connects to the Opera Galleria allowing access to the building and College Avenue There are two parking booths - one at each entrance/exit to the facility An office at the south end is provided for our Security Personnel. Parking attendants are present in each facility and access is controlled by automated gates during specified hours Co -located on the Mason Street side of the building, there is 15,000 square feet of retail space that is being leased separately Two breezeways will allow for access/egress to Mason Street This portion of the building and the breezeways will not be included in the contract 2.0 Specifications A. Quality Specification The Service Provider shall ensure that the restroom, attendant booths, fixtures, floor surfaces, windows, elevators and furnishings of the City Parking Structures be maintained in a state of high quality cleanliness 1 Cleanliness Specification The City requires that the parking structures must be kept free of cleanliness quality defects as defined by Attachment A 2 Customer Satisfaction Specification The Service Provider shall manage the resources at its disposal in such a way as to improve Customer Satisfaction and reduce and control the number of cleaning complaints 3 Response Specification 9 3.0 The Service Provider shall respond to all problems presented to it by the Parking Staff This response should conform to the following schedule EMERGENCY - on the scene within thirty (30) minutes REQUIRED completed within eight(8) hours PLANNED provide a clear schedule within one working day ALL SERVICE PROVIDER responses to customer requests must satisfy this requirement Service Provider Work Requirements A. Type of Work The work covered by this agreement involves janitorial cleaning services for the cleaning of office spaces, restrooms, attendant booths, elevators, walkways, stairwells and lobbies within each parking structure Attachments B and C will define the work in the scope of work for each facility Items to be cleaned under this contract include, but are not limited to interior/exterior window glass, all floor surfaces, floor coverings (carpet, rugs, etc ), baseboards walls, doors and door frames, stairs and railings, elevators, toilet fixtures, sinks, mirrors, sanitary napkin dispensers, lighting or illuminating fixtures, soap, paper towel and toilet tissue dispensers, and trash containers B Summary of Work Responsibility The successful Service Provider will be responsible for all cleaning activities within the parking structures as designated by Attachments B and C All cleaning duties will be performed in these areas The following is a summary of the categorical duties generally considered janitorial in nature and are areas of responsibility of the service provider SERVICE PROVIDER RESPONSIBILITY Weekly or twice /week cleaning All Floor Surfaces, excluding carpet extractions/shampooing Carpet Spot Cleaning Cleanliness of Cleaning Equipment Interior Glass Designated Exterior Glass Interior Window and Frame Lobby Glass Rest Room Supplies Sweeping of Steps, Landings, building entrances Trash Removal to Designated Wall Cleaning Stair Railings Elevator interior/exterior 2. CITY RESPONSIBILITY Walkways and Entrances within 10 feet of Locations Management of Building Operations and Maintenance Contract Repatr(Replacement of Budding Structural Components Mechanical Rooms Storage Areas 3 OTHER CITY CONTRACTS Carpet Extraction /Shampooing Pressure Washing Specific Exterior Windows Painting C Changes in Work Requirement Should the Service Provider find that existing conditions make modification of the agreement desirable, the Service Provider shall promptly report the matter to the City for consideration and decision During the contract period or its extension, the City reserves the right to add or delete specific hours, or services at the prevailing contract price The City may at any time add/delete services from the scope of services as the City, in its sole discretion, deems necessary or appropriate The contract sum shall be reduced or increased as agreed to in writing by the City and the Service Provider D. Hours of Work The hours for janitorial cleaning services is presented, by parking structure, in attachments B and C E. City Holidays City holidays are New Year's Day, Martin Luther King Day, Presidents' Day, Memorial Day, Fourth of July, Labor Day, Veterans' Day, Thanksgiving Day, and Christmas Day If any of these holidays fall on a Saturday, the City will be off the Friday before If any of the holidays fall on a Sunday, the City will be off the following Monday The parking structures will be available for cleaning on the holidays However, the Service Provider may wish to adjust cleaning services so as to be able to observe these holidays It is desirable to expect a need to clean the parking structures just prior to a major holiday or holiday weekend and immediately following that holiday The parking structures are often heavily used during holidays facilitating the need for cleaning the succeeding day 3. SERVICE PROVIDER RESPONSIBILITIES A Supplies, Materials and Equipment Rest Room Supplies The Service Provider will furnish all rest room supplies This cost should be included in the contract price These supplies should be maintained at all times Storage for the supplies is provided on site at the Civic Center Parking Structure Paper towels, toilet tissue, soap and trash liners for waste paper baskets The Service Provider will provide a monthly usage report Supplies should be of a biodegradable type Cleaning Supplies All necessary cleaning equipment, including industrial vacuum cleaners, high speed polishing machines and associated chemicals and supplies, etc needed for the performance of the work involved, will be furnished by the Service Provider. One exception would be the use of a vacuum cleaner and utility truck at the Civic Center Parking Structure These items are the property of the City Parking Department and must not leave the premises 3 Plastic Trash Can Liners The; City Parking Services Department will furnish plastic liners for 55-gallon trash receptacles in both parking structures The Service Provider will be responsible for communicating the need io restock liners so that they are always available for use Personal Safety Equipment The Service Provider shall provide all its employees with any necessary safety equipment 5 Uniforms Uniforms are optional Uniforms, if used, would be supplied by the Service Provider Identification badges must be prominently displayed on each Service Provider employee at all times that they are working in the parking structures Communications Equipment The Service Provider shall supply its manager/supervisor personnel with a pager or cell phone to facilitate communications between them and the City representative 7 City Observation The City shall have the right at all times to examine the supplies, materials, and equipment used by the Service Provider, and to observe the operations and methods of the Service Provider, its agents and employees 8 Removal of Ownership In the event of termination or contract expiration, all rest room supplies and paper products shall remain the Property of the City B. Equipment/Items Specification Service Provider furnished equipment, tools, and supplies shall meet minimum standards as follows Equipment and Tools