HomeMy WebLinkAboutAddenda - RFP - P897 CUSTODIAL SERVICESAdministrative Services
Purchasing Division
CITY OF FORT COLLINS
City of Fort Collins ADDENDUM No. 1
P-897
CUSTODIAL SERVICES
SPECIFICATIONS AND CONTRACT DOCUMENTS
Description of PROPOSAL P-897 CUSTODIAL SERVICES
OPENING DATE: September 4, 2003, 2:30p.m. (Our Clock)
To all prospective bidders under the specifications and contract documents described above,
the following changes are hereby made.
(Note: Page numbers are given as a general guide. Not all printers will produce the same
output as the original file.)
GENERAL INFORMATION
PHASE IV — CONTRACT AWARD
Page 4
(Percentage change)
The successful vendor is required to provide a performance bond equal to 5% of the annual
contract price.
Building Information
Page 7
(Change to cleaning hours
415 E.
10pm-
YAC
Monroe
A - 45
5,663
7
(iam
EXHIBIT A
SCOPE OF SERVICES
Page 17
A. CLEANLINESS SPECIFICATIONS
(Change in cleanliness target percentage and other changes in text)
The City requires that the surfaces and contents be continually maintained through a program of
reduction of Quality Defects. On a percentage basis the cleanliness target specified herein
shall be 85%. That is, eighty-five percent of all items in all areas on average must be free of
Cleanliness Quality defects as defined below, and paragraphs 1-B and 1-C Beyond this
collective rating, each building has its own special information and cleaning schedule as
specified in the Supplemental Information.
215 North Mason Street • 2nd Floor • P.O. Box 580 • Fort Collins, CO 80522-0580 • (970) 221-6775 • FAX (970) 221-6707
Item C
Safety Data
1. List OSHA Recordable Incident Rate:
2. List OSHA Lost Days Away Rate:
3. Do you have a written safety program? Yes_ No_ Please attach a description of the
site specific safety program you would put in place.
4. Do you conduct job safety inspections? Yes No_ Please attach a description.
5. Total employee hours worked last year: Hours
6. Do you hold site safety meetings? Yes No_ Please describe:
Supervisors: Yes_ No Frequency per
Employees: Yes_ No Frequency per
New Hires: Yes_ No Frequency per
7. List your firm's insurance intra- and interstate Experience Modification Rates (EMR) or
provide your inhouse data if you don't have EMR's, for the three most recent years.
19 EMR ; 19_EMR ; 19_EMR
8. Do you have a written Hazard Communication program? Please attach a description.
9. Describe your employee orientation and ongoing safety training programs, including
personal safety training such as lifting restrictions.
Attach additional pages as needed
FA
Item D
Vendor Training Programs
Training is considered a primary indicator of the Vendor's capability to meet the City's Quality
requirements.
Describe, or attach a copy of, the following training programs:
1. The cleaning training program you have found to be successful.
2. The management training program(s) for site managers and assistant site
managers.
3. Training provided to ensure professional behavior of on -site staff.
Please indicate the amount of resources committed to company -wide training:
All Staff
Percent of total revenue: %
Actual Dollars:
Cleaner Level
Percent of total revenue: %
Actual Dollars: $
Attach additional pages as needed
L.,
Item E
Staffing Commitment
Please indicate the hours recommended under your program to achieve the quality
requirements as noted in the RFP. Record the direct minimum hours you are contractually
committing, completing one form for each building. You will have 43 of them.
Then complete one form that shows the total hours nightly and weekly for ALL buildings.
BUILDING
POSITION # FT # PT Nightly Hrs. Total Weekly Hrs.
Manager
Supervisor
Lead
Cleaner 1
Cleaner 2
Cleaner 3
Other
Floor person
Totals
9
Item F
Recommended Service Program
The Vendor is to use whatever frequency of work and procedure deemed to be most effective in
achieving the Quality Specifications and Task Frequencies presented in the RFP. The Vendor
shall document its recommended tasks and frequencies, etc. by type of room and present them
as its Service Program. All services shall be performed as described in this proposal.
This is an opportunity to demonstrate your company's technical and systems capabilities .... that
is, how your program is unique, different, or especially effective. We want to know how you
intend to meet the Quality Specifications, reduced services, varied schedules and management
of many locations throughout the City for the City of Fort Collins. The more tailored and precise
your description, the better.
Attach additional pages as needed
10
Item G
Productivity Standards
Please list the productivity standards (square feet cleaned per hour) used to develop the staffing
commitment detailed in Item E. This list should be broken down into whatever categories will
enable the evaluation team to review your proposed equipment, tasks, and frequencies and
verify your staffing figures. Carpeted versus non -carpeted productivity rates should be
indicated.
Task/Function
by Type of Space Carpeted
Productivity Standard
Non -Carpeted
11
Item H
Floor Care Plan
Please describe your specific floor care plan for the types of floor surfaces which are to be
maintained under this agreement. Remember, you are responsible for all cleaning tasks —
routine, periodic and project activity needed to maintain floor surfaces, with the exception of
carpet extraction. Indicate the tasks, frequencies and equipment which best describes your
commitment in the care of all floor surfaces. Please describe your programs for carpet, hard
floor, ceramic tile and other floor surfaces separately, if they differ in any way.
Also, please specifically describe your floor plans to care for the wood floors, epoxy floors,
Pulastic flooring and Sport Court floors in our buildings.
The productivity rates used to support your floor care plan should be indicated for each type of
surface and activity.
12
Item I
Proposed Equipment
List the type and quantity of equipment you are proposing for use at this facility. Enhancing
efficiency and effectiveness, together with labor saving devices are considered essential to the
achievement of the City of Fort Collins' cost and quality goals. Attach equipment description,
model number or specification sheets which may prove helpful in evaluating your equipment
recommendations. Please indicate the use or advantage of each recommendation.
13
Item J
Summary Information
Total cleanable square feet
2. Total daily cleaner staff hours
3. Total daily supervisory hours
4. Total all daily labor hours
5. Number of cleaners
6. Number of supervisors (non -working leads)
7. Labor productivity:
Item 1=
Item 2
8. Supervisor ratio:
People Item 5=
Item 6
Hours Item 2=
Item 3
14
Item K
Reference List
Vendors will be evaluated based on current and past success in providing the same quality of
services in a similar environment. References should be accounts which were worked on within
the past three (3) years and have similar characteristics, such as type of business, size and
conditions. This list should include the account currently managed by your proposed site
manager.
Institution:
Address:
Facility representative: Title:
Telephone number: Email:
Years of service: Length of current contract:
Square feet under contract:
# Buildings involved: # Custodians:
Approximate cleaning budget:
Type of facility (e.g., municipality):
2. Institution:
Address:
Facility representative: Title:
Telephone number: Email:
Years of service: Length of current contract:
Square feet under contract:
# Buildings involved: # Custodians:
Approximate cleaning budget:
Type of facility (e.g., municipality):
3. Institution:
Address:
Facility representative: Title:
Telephone number: Email:
Years of service: Length of current contract:
Square feet under contract:
# Buildings involved: # Custodians:
Approximate cleaning budget:
15
Pricing Information
1. Please complete the attached price schedules (1 through 8) for each proposal or
alternate submitted.
2. A completed Schedule 9 will be required only from the successful firm at time of Notice
of Award. Retain this form in case you are notified of attaining finalist status.
3. The following certificates and documents need to be submitted only upon Notice of
Award to the successful firm:
a). Certificates of Insurance must be provided for:
Workers Compensation
General Comprehensive Liability
Comprehensive Automobile Liability
b). When the contract is awarded, the successful Vendor is required to provide a
performance bond equal to 10% of the contract price.
An approved irrevocable letter of credit made out to the benefit of the City of Fort
Collins may be substituted for the performance bond.
`I
SPECIAL PROVISIONS
B. Performance Incentive Payment System
Page 27
(first paragraph, last sentence, added the word `specific')
... incentive payment system: compensation on s ecific building basis.
(Same section, part 1 - added the word `building' to the last sentence)
... operating cost, defined as: Full monthly building invoice less profit, adjusted . .
SPECIAL PROVISIONS
B. Performance Incentive Payment System
Page 28
(part 3 - added word `building')
... shall be based on the Service Provider's full monthly building invoice, adjusted
(part 4 - added word 'building')
... based on the Service Provider's full monthly building invoice, plus up to ...
Item E
Staffing Commitment
Page 39
(Corrected number of buildings in last sentence, first paragraph)
You will have 46 of them.
Pricing Information
Page 46
(Reduced percentage)
b). When the contract is awarded, the successful Vendor is required to provide a
performance bond equal to 5% of the contract price.
Added new Schedule 8B, Per Building Price Review
Schedule 8B provides a place to enter yearly prices, per building. The new schedule has been
added as page 26 in the Vendor Service Program and Pricing Information Package, which
is included with this addendum in a separate file formatted in Word. Vendors will be able to use
the Word file to enter proposal information and pricing.
If you have any questions please contact Jim Hume, CPPO, Senior Buyer, at 970-221-6776
RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN STATEMENT
ENCLOSED WITH THE BID/QUOTE STATING THAT THIS ADDENDUM HAS BEEN
RECEIVED.
Schedule 1
Consumable Supplies
ITEM
Toilet Paper -Jr. Jumbo
Toilet Paper — Sm. Rolls
Paper Towels - Cormatic
Hand Soap - Gallons
Shower Soap - Gallons
Plastic Trash Liners:
Size:
Size:
Size:
Size:
Toilet Seat Liners
Other:
Total Monthly Cost
Total Yearly Cost
UNIT COST
17
Schedule 2
Proposed Equipment Inventory
Type of Equipment
Total Annual Cost
Attach additional pages as needed.
Make/Model Total
cost
iN
Quantity
Monthly Cost,
#Years Monthly
Depreciation Cost
Schedule 3
Overhead Breakdown
Please provide figures as dollars and as a percent of total price for each category. Percent of
price shall be calculated as: Annual Overhead/Annual Services (from Schedule 7).
Item Cleaning Staff $ Amt. % Mgmt/Supervision $ Amt.
FICA
State Unemployment
Insurance
Federal Unemployment
Insurance
Workers Compensation
Insurance
General Liability
Insurance
Automotive Insurance
Pension/Welfare
Vacation
Training
Health Insurance
Other( )
Overhead
Profit
Total Annual Cost
Total Monthly Cost
Percent of Total Price
`Li
Schedule 4
Direct Staffing Expense
DAY STAFF
Position
Cleaner 1
Cleaner 2
Cleaner 3
Floor person
Other
Lead
Supervisor
Manager
EVENING STAFF
Position
Cleaner 1
Cleaner 2
Cleaner 3
Floor person
Other
Lead
Supervisor
Manager
NIGHT STAFF
Position
Cleaner 1
Cleaner 2
Cleaner 3
Floor person
Other
Lead
Supervisor
Manager
#People
#People
#People
Labor
Rate/Hour
Labor
Rate/Hour
Labor
Rate/Hour
20
Annual
Hours
Annual
Hours
Annual
Hours
Monthly
Cost
Monthly
Cost
Monthly
Cost
WEEKEND STAFF #People
Labor
Annual
Position
Rate/Hour
Hours
Cleaner 1
Cleaner 2
Cleaner 3
Floor person
Other
Lead
Supervisor
Manager
AFTER #People
Labor
Annual
HRS/EMERGENCY
Rate/Hour
Hours
Position
Cleaner 1
Cleaner 2
Cleaner 3
Floor person
Other
Lead
Supervisor
Manager
SUMMARY OF TOTAL STAFF #People Labor
Position Rate/Hour
Cleaner 1
Cleaner 2
Cleaner 3
Floor person
Other
Lead
Supervisor
Manager
Monthly
Cost
Monthly
Cost
Annual Monthly
Hours Cost
21
Schedule 5
Direct Supply Expense
Chemicals and Materials
Quantity Cost Annual Monthly
Item Each Cost Cost
22
Schedule 6
Other Direct Expenses
Item Quantity Cost Each Annual Cost
Uniforms
Licenses
Travel
Recruiting
Tools
Subcontract*
Postage
Vehicle
* Attach Explanation
Monthly Cost
23
Schedule 7
Summary Price Proposal
Direct Staff
Position Number
People
Cleaner 1
Cleaner 2
Cleaner 3
Lead
Supervisors
Manager
Floor person
Other
Total
Direct Overhead Expense
FICA
State Unemployment Insurance
Federal Unemployment Insurance
Workers Compensation Insurance
General Liability Insurance
Automobile Insurance
Pension/Welfare
Vacation
Training
Health Insurance
Other( )
Total
Other Direct Expenses
Consumables
Equipment
Supplies
Other( )
Total
Administrative and Overhead
Profit
Total Service Cost:
Annual Annual Monthly
Hours Cost Price
24
Annual Monthly
Cost Price
Annual Monthly
Cost Price
%of
% of
% of
Schedule 8
Price Review
Total Annual Price
2. Dollar Value of Credit Hours:
Supervision Credit Hour=
Cleaner Credit Hour= $
3. Cost per square foot:
Total Annual Price =
Total Cleanable Square Feet
EXTRA WORK PRICE COMMITTMENT
Type of work Hourly Rate SF price
Construction/remodel cleanup(inside building)
Extra work off normal work hours
Extra work scheduled during your working hours
24hr Call for Blood/Body Fluid Cleanup
(1 hr. minimum)
Floor finishing(new VCT)
25
SCHEDULE 8B, PER BUILDING PRICE REVIEW
BUILDING TOTAI YFARI Y PRICF PFR Rim niur_
112 Howes
215 Mason
281 N. College
330 S. College
330 S. College Meter Readers.
405 Canyon
906 Vine
Budget Cottage
-City Hall
-City Park Center
Dist # 1 Police
Downtown Rest Room
EPIC — Main Building
EPIC — 2" sheet of ice
Fleet Services
Grandview Office
Grandview Shop
-Library
-Library Tech Services
Martinez Farm
-Mulberry Pool
Museum
NIX Maint.
NIX Office
Northside Atzlan Center
-Operations Services
Park Shop
PFA Training
PFA Poudre Fire Authority)
Police Annex
Police Firing Range
Police Services
-Pottery Studio
Recreation
Senior Center
Traffic Operations
Transfort
Transfort Cottage
Transit Center
Water Pollution Lab
Water Quality Lab
Water Reclamation - Engineers
Water Reclamation - Mulberry
Water Reclamation — Plant O s
Water Treatment
YAC
26
EXHIBIT B
VENDOR SERVICE PROGRAM
AND PRICING INFORMATION
PACKAGE
Schedule 9
Monthly Billing Structure
The City of Fort Collins will require monthly billing, by building. If your firm is selected, you will
be required to submit a proposed monthly billing for review by the Fort Collins evaluation team.
Your billings each month will be submitted in this manner. The billing may be presented in any
format desired, providing it contains the following information:
Building Labor Labor Labor Direct Other Admin & Sub +1 Incent. Total
Name Cost Credit Billed Overhead Direct Overhead Profit Total Amt.
Bid
Building Labor Labor Labor Direct Other Admin & Sub +1 Incent. Total
Name Cost Credit Billed Overhead Direct Overhead Profit Total Amt.
Bid
Building Labor Labor Labor Direct Other Admin & Sub +1 Incent. Total
Name Cost Credit Billed Overhead Direct Overhead Profit Total Amt.
Bid
27
EXHIBIT C
CERTIFICATE OF INSURANCE
PROJECT: Custodial Cleaning Services — 2003
The Agreement set forth the requirements for Liability Insurance and Workers' Compensation
Insurance.
This is to certify that policies of insurance as described below have been issued to the insured
named below and are in force at this time. The insurance covered by this certificate will not be
canceled or materially altered, except after ten (10) days written notice has been received by
certified mail to the party designated below to whom this certificate is issued.
Name and Address of Principal Name and Address of
Representative to whom this certificate is issued Insured Contractor
Type of Insurance Limits of Policy # Policy Period
Liability
A. Standards Workers' Compensation Statutory in Eff.
And Employer's Liability including Conformance with the
Occupational Disease Coverage Compensation Laws of
the State of Colorado Exp.
B. Comprehensive General Public
Liability and Property Damage Insurance
Bodily Injury
$ Each Occurrence
Eff.
$ Aggregate
Exp.
Property Damage
$ Each Occurrence
Eff.
$ Aggregate
Exp.
Personal Injury
$ Each Occurrence
Eff.
Aggregate
$ General
Exp.
Aggregate
Automobile Liability
$ Bodily Injury
Eff.
Each Person
$ Bodily Injury
Each Occurrence
$ Property Damage
Each Occurrence
C. Other Yes No
1. Does Property Damage Liability Insurance
Shown include coverage for X, C and U hazards?
2. Is Broad Form Property Damage Coverage provided?
w?
3. Does Personal Injury Liability Insurance include
coverage for personal injury sustained by any person
as a result of an offense directly or indirectly related
to the employment of such person by the Insured?
3. Is coverage providing for Contractors Liability
including hold harmless and indemnification
provisions assumed by Insured?
This Certificate of Insurance is not valid unless it is executed by a duly authorized official of the
Company.
By:
Authorized Official
Date:
Address
Agent or Broker
(SEAL)
Address
W
A. Proposal Instructions
Instructions for completing and submitting this proposal package are provided below.
Your proposal is expected to follow these guidelines and may not be considered if not in
compliance. If you have questions pertaining to the proposal process, please contact
Jim Hume, Senior Buyer, City of Fort Collins, at 970-221-6776 or fax at 970-221-6534 or
email jhume(cDfcgov.com. For questions pertaining to custodial operations; please
contact Joan Barrie, City of Fort Collins, at 970-221-6592 or email jbarrie(cDfcgov.com.
Structure of Information
Each Vendor's information shall be presented in two (2) major parts, designated "Service
Program" and "Pricing Information" respectively. A complete set of Information Package
forms must be submitted for each proposal or alternate proposal. The Vendor may
submit alternate proposals or proposals which deviate from the requirements of the
Information Package, provided the Vendor is also submitting one set that is responsive
to the RFP. Such alternate proposals may be considered if the Vendor provides
sufficient documentation to show that the overall performance requirements of the City
would be improved or not compromised. Alternate proposals shall be clearly identified
as such and must be submitted on the same forms and in the same manner.
2. Number of Copies
An original and five (5) copies of each package must be submitted. Information not
received by the due date will not be accepted for consideration.
3. Oral Presentation
Vendors may be required to give an oral presentation of its information to
representatives of the City. Up to five (5) vendors will be invited to participate in such
oral presentations, based on evaluation of written proposals. This will provide an
opportunity for the vendor to clarify or elaborate on the submission, but will in no way
change the vendor's original submission. All vendors agree to explain the method used
to arrive at any or all figures.
Selection of a vendor for the oral presentation phase shall not infer that the vendor has
been or will be awarded a contract under this RFP.
4. Information Evaluation
The information requested by the Service and Pricing bid package will serve as the
evaluation document. This information will be evaluated by the City of Fort Collins. Your
information must be prepared in accordance with the instructions presented in this
package.
You will be notified in writing if your company successfully qualifies and is selected as a
finalist in this process.
1
1. Ownership of Information
Whether or not a contract is awarded to any Vendor as a result of, or in connection with,
the submission of a package, the City shall have the right to use or disclose the
information to its staff and its agents or representatives only to the extent necessary to
fully evaluate the Vendor's information. Information submitted which is proprietary must
be marked as such by page or paragraph.
2. Cost of Preparation
The City is not obligated by reason of this RFP or any other reason to pay any cost to
the Vendor for the preparation and submission of information.
3. Disqualification of Vendors
By way of illustration only and not limitation, any of the following causes may be
considered as sufficient for the disqualification of a Vendor and the rejection of its bid:
- Submission of more than one information package for the same work by and
individual, firm, partnership, or corporation under different names.
- Evidence of collusion among Vendors.
- Previous known participation in collusive bidding.
- Previous failure to perform satisfactorily or discharge the responsibilities of a City
contract.
- Omissions, alterations of form, conditions, limitations, or other irregularities of
any kind in submissions.
The City reserves the right to waive any irregularities in submissions. The City reserves
the right to reject any and all information packages submitted for any reason whatsoever
without cause.
4. Information Forms
The forms which follow are to be completed and submitted as the Vendor's specific
service program and pricing information. These forms are considered a segment of the
official information package and will serve as the sole basis for this evaluation. The
attached Cover Sheet serves to cover the Vendor's information package. It must be
completed and signed.
Since all packages will be viewed collectively, make sure each attached item page is
returned, and that any added pages of response are attached.
5. Service Program - Items A-K
Evaluation will be made of how the proposed activities, techniques, resources,
programs, and systems will be performed to achieve the City's quality objectives. The
City will judge the content and completeness of the Vendor's response. The service
program will not be considered complete unless it provides a full response to Items A
through K attached.
6. Pricing Information — Schedules 1-8
2
Provide a detailed price breakdown of all costs and expenses to be charged to this
contract. It is the intent of the City of Fort Collins to define the value of the price and
service program relationship in its selection process. The pricing information shall also
include the completed representations and certifications required by the RFP.
B. Information Package Forms
Attached you will find the information package forms which are to be used to submit your
service program and pricing information.
Please provide all information requested. This information will be used within the
framework of the RFP, this information package, and the evaluation process. Omissions
or missing information will be considered a reflection of the Vendor's management
effectiveness and performance capability.
3
Vendor Cover Sheet
1. Location of Corporate Headquarters and Local Office& Web site.
Contacts: Titles:
Phones and Faxes: Email:
Number of miles from local office to City of Fort Collin
2. Key Personnel: (name, title, phone number):
3. Number of years in Custodial Business:
4. Active Geographic Market: National_ International
Regional (describe):
Local (describe
'Include the cities and states comprising the outer boundaries of the geographic areas in
which you currently have business: You may provide a list or attach a marked map.
5. Management personnel to be contacted for more information:
Name: Email:
Phone number:
Titl
6. Company is: Individually Owned_ Partners hip_Disadvantaged Business Enterprise
Corporation —State of incorporation —Other —(explain)
7. Federal Employer Identification Number:
Signature of Company Representative Date:
Print Name
Item A
Management Structure
Please provide your company's organization chart including position titles, names and years of
service for management personnel.
Also, please describe the role in site support your off -site management staff will provide. For
example, how often will your area manager visit the site? What will be accomplished during
those visits? Please be specific, as the evaluation team will not assume the site will be
adequately supported unless you provide the details.
Attach additional pages as needed
5
Item B
Site Manager Qualifications
Please provide resumes identifying the site manager and assistant site manager(s) who will be
assigned to this facility. You may complete this form or attach their resumes. Please use
names with the position titles. The qualifications of the site manager and the assistant site
manager will be assessed as a fundamental indicator of the Vendor's qualifications. The
designated site manager must be managing cleaning operations at a similar site, and be
otherwise acceptable for this assignment. Failure to actually assign approved staff will be
considered a breach of this contract.
Vendor must guarantee the proposed site manager will remain as site manager for a minimum
of one year, unless replacement is at the request of the City or if a change of site manager is
otherwise agreed to by the City. Failure to comply with this requirement will be considered a
breach of this contract.
Name
Qualifications/Experience