HomeMy WebLinkAboutRFP - P897 CUSTODIAL SERVICESCity of Fort Collins
Administrative Services
Purchasing Division
THE
CITY OF FORT COLLINS
REQUEST FOR PROPOSALS
Regarding
CUSTODIAL CLEANING SERVICES
Proposal No. P-897
For its facilities located within the
CITY OF FORT COLLINS
215 North Mason Street • 2nd Floor • P.O. Box 580 • Fort Collins, CO 80522-0580 9 (970) 221-6775 • FAX (970) 221-6707
Consumables
Usage - 2002
City of Fort
Collins
APprox.
Approx.
Daily(365)
Yearly
Yeady
Cases
Cases
MATS
MATS
Cleanable
Employee
*Public
TP
PT-
roll
Hand
Soap
Shower
Contractor
provides
Building
SO. FT.
Using
Buildings
Use
Cases
Cases
Gal
Gel
3x5
3 x 10
112 Howes
1,305
5
*
3
3
2
2
215 Mason
59,086
150
*
50
85
8
281 N. Coll a
30,648
105
*
48
48
12
6
330 S. College
6,654
28
3
2
2
2
330 S. Coll.MR
1,576
10
1
405 Canyon
2,220
11
*
4
-4
-3
2
1
906 Vine
-Budget -Cott
1,350
5
10
10
3
2
2 4x6
1,930
4
3
3
2
2
1
City Hall
25,9 00
35
36
36
8
3
City Park Ctr.
6,586
*25
12
12
4
1
Dist. 1 Police
2,100
6
2
2
2
3 4x6
DowntownRRs
312
12
12
4
EPIC/2" sheet
37,490
85
*1000
78
78
12
90
Fleet Services
4,773
20
8
8
4
3
Grandvw Off
524
2
*
1
1
1
1
Grandvw Shop
447
6
3
3
2
1
Library
26,515
125
*1108
48
48
12
2
Lib. Tech Ser.
3,794
8
4
0
1
Martinez Farm
1,813
7
*100
12
12
6
3
Mullbe Pool
6,614
6
*400
24
24
48
96
Museum
7,253
7
*
12
12
6
NIX Maint
830
8
8
8
4
1
Nix Office
3,113
12
8
8
4
1
1
Northside Ctr.
14,480
10
*351
36
36
12
2
O erations Ser.
7,707
22
6
6
4
2
2
Park Shop
5,479
44
75 Sumer
12
12
6
3
2
PFA Training
9,379
10
*training
12
12
8
PFA
4,512
20
6
6
4
1
Police Annex
1,789
4
4
4
1
Police Firing R.
3,078
4
4
4
1
Police Services
_Pottery
20,362
90
*
36
36
8
6
Studio
2,211
*25
12
12
4
Recreation
5,151
11
8
8
4
2
2
Senior Center
30,510
52
*1000
36re
48
30
96
Traffic O s.
9,519
15
12
12
6
Transfort
4,498
95
12
12
12
2
Transfort Cott.
1,137
6
0
3
3
1
Transit Center
5,008
12
12
12
12
2 4x6
Water Pol. Lab
5,565
12
6
6
6
Water Lab
1,095
10
3
6
4
WaterRec. En
1,450
6
1re
1
2
Water Rec. Mul
723
1
1 reg
1
1
WaterRec.
Plant Operation
8,757
40
12reg
12
12
Water Treat.
12,400
25
0
0
0
YAC
5,663
30
* 007
12
12
6
Totals
393,396
1156
627
678
302
282
48
M
CHECKLIST OF REQUIRED ITEMS
You will find the information package forms which are to be used to submit your proposed
programs and pricing information in Exhibit B.
Please provide all information requested. This information will be used within the frame work of
the RFP, this information package, and the evaluation process. Omissions or missing
information will be considered a reflection of the Service Provider's management effectiveness
and performance capability.
A. Required forms for this proposal are:
Items
Schedules
A.
Management Structure
1.
Consumable Supplies
B.
Site Manager Qualifications
2.
Proposed Equipment Inventory
C.
Safety Data
3.
Overhead Breakdown
D.
Vendor Training Programs
4.
Direct Staffing Expense
E.
Staffing Commitment
5.
Direct Supply Expense
F.
Recommended Service Program
6.
Other Direct Expense
G.
Productivity Standards
7.
Summary Price Proposal
H.
Floor Care Plan
8.
Price Review
I. Proposed Equipment
J. Summary Information
K. Reference List
B. Required forms needed to be submitted after receipt of the Notice of Award are:
• Notice of Award Acknowledgment
• Certificate of Insurance (Exhibit D)
• Performance Bond or Irrevocable Letter of Credit
• Monthly Billing Structure (Schedule 9)
10
RATING CRITERIA — REVIEW AND ASSESSMENT
Service Providers will be evaluated on the following criteria. These criteria will be the basis for
review of the written proposals. The rating scale shall be from 1 to 5, with a "1" reflecting a poor
rating a "Y being an average rating, and "Y reflecting an outstanding rating.
Weighting
Factor Qualification Standard
1 Availability Is distance of the Service Provider's office from the
City acceptable or will it impede provider
responsiveness? Are the firm's management
personnel available to do monthly building
inspection checks as required by the contract?
2 Assigned Personnel Will the City's cleaning contract be adequately
supported by off -site provider management? Will
they be able to provide expertise that may be
needed for difficult cleaning issues? Is site
management experienced and qualified? Is site
management experienced in similar environment
that requires traveling between buildings with a
variety of shifts and locations?
3 Staffing levels Do staffing levels make sense compared to current
levels? Considering the labor hours, tools, and
equipment proposed and arrangement of staff can
they accomplish the objectives? Is there labor
hours provided for each building?
2 Training and Safety Does the provider have a good safety record?
Does the provider adequately train staff in safety
issues? Is the custodial training program adequate?
Is management training program adequate? Does
provider assure professionalism of staff?
3 Service Program Did the provider outline a cleaning system that can
be managed successfully which will clean a variety
of types of buildings, schedules, locations, with a
varied level of service requirements and square
footage.
1 Productivity Standards Is information requested supplied? Do productivity
rates compare favorable with industry practices?
1 Floor Care Plan Is the site manager familiar with the various floor
types and their care? Do floor care plans appear
adequate to ensure cleanliness and asset
preservation?
11
1 Proposed Equipment Is equipment proposed for use appropriate for the
tasks described in provider's service program? Will
equipment maximize effectiveness, efficiency, and
productivity?
1 Summary Information Is labor productivity rate acceptable? Is ratio of
cleaners to supervisors indicative of a well
managed system of service delivery? Are sufficient
compensation and/or health insurance offered in an
attempt to ensure lower turnover?
4 Cost and Work Hours Do the proposed cost and work hours make sense?
Do they compare favorably with industry practices?
Are the work hours presented reasonable for the
effort required? Are costs presented for
consumables, supplies, and equipment
reasonable? Is breakdown of overhead expense
reasonable? Are labor credit hours and cost per
square foot reasonable?
Motivation Is the Service Provider interested and are they
capable of doing the work within the required
parameters?
REFERENCE EVALUATION
The City will check references of the top ranked firm(s) using the following criteria. The
evaluation standards will be rated from 1 to 5, with a "1" reflecting a poor rating, a "3" an
average rating, and a "Y reflecting an outstanding rating.
Weighting
Factor Qualification Standard
1 Overall Performance
Would you hire this Service Provider again?
1 Completeness
Was the Service Provider responsive to client
needs; did the Service Provider anticipate
problems? Were problems solved quickly and
effectively?
1 Budget
Was the original Scope of Work completed within
the budget?
1 Job Knowledge
Did the Service Provider demonstrate thorough
knowledge of cleaning methods and practices?
2 Quality
Was the customer satisfied with the quality of
custodial service? Was there frequent rework or
nonperformance of services?
12
Sample 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
(_) pages, and incorporated herein by this reference.
2. Contract Period. This Agreement shall commence Jan. 1, 2004, and shall
continue in full force and effect until December 31, 2004, unless sooner terminated as herein
provided.
The Agreement may be extended by agreement of the parties for additional one year
periods not to exceed four (4) additional one year periods. If the City wished to extend the
Agreement it shall provide written notice of such extension to the Service Provider at least 90
days prior to the end of the then existing terms. The Agreement will be extended for the next
year unless the Service Provider gives written notice to the City of the Service Provider's
decision not to extend within 15 days of receiving the City's notice to extend. If the City does
not provide written notice to extend as provided herein, this Agreement shall automatically
terminate at the end of the then existing term. There shall be no increase in contract sum for
the second year of the contract, if renewed. Pricing changes for all other renewal periods 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.
3. 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.
4. 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
the parties. All notices provided under this Agreement shall be effective when mailed, postage
prepaid and sent to the following addresses:
City: Service Provider:
13
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.
5. Contract Sum. The City shall pay the Service Provider for the performance of
this Contract, subject to additions and deletions as provided in herein, the sum of _ Dollars ($).
6. 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.
7. 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, Worker's Compensation or other taxes or benefits or for any
other purpose.
8. Personal Service. 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 neither assign any
responsibilities nor delegate any duties arising under the Agreement without the prior written
consent of the City.
9. 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.
10. 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 not be 5 years or older unless specifically
approved by the City Representative and, where not specified, of the most
suitable grade of their respective kinds for their intended use, and all
workmanship shall be acceptable to the City.
12. 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.
13. Remedies. In the event a party has been declared in default, the party declaring
default may elect to (a) terminate the Agreement and seek damages; (b) treat the Agreement as
continuing and require specific performance; (c) call the default and withhold the cost to cure
from the contract sum; or (d) 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
14
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.
14. 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.
15. 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, resulting 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 B, consisting of ( ) page(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, P. O. Box 580, Fort Collins, Colorado 80522, one copy of a
certificate evidencing the insurance coverage required from an insurance
company acceptable to the City.
16. 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.
17. 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 count of competent jurisdiction, such
holding shall not invalidate or render unenforceable any other provision of this Agreement
15
ATTEST:
City Clerk
APPROVED AS TO FORM:
Assistant City Attorney
THE CITY OF FORT COLLINS, COLORADO
A municipal corporation
BY:
Date:
BY:
Date:
John Fischbach, City Manager
James B. O'Neill, II, CPPO, FNIGP
Director of Purchasing and Risk Management
Service Provider
(Insert Individual's name)
Doing Business As (Insert Name of Business)
BY:
PRINT NAME
TITLE
Date:
16
EXHIBIT A
SCOPE OF SERVICES
1. QUALITY SPECIFICATIONS
The Service Provider shall ensure that the facilities, fixtures, floor surfaces, and furnishings of
the City shall be continually maintained in a state of high quality cleanliness. The Service
Provider shall achieve following Quality Specifications:
A. CLEANLINESS SPECIFICATIONS
The City requires that the surfaces and contents be continually maintained through a program of
reduction of Quality Defects. On a percentage basis, the FIRST YEAR overall minimum
cleanliness target range specified herein shall be *80% - 85%. That is, between eighty and
eighty-five percent of all items in all areas, on average, must be free of Cleanliness Quality
defects as defined below, and paragraphs 1-13 and 1-C. This cleanliness specification will be
adjusted by the City at the time of contract renewal to a maximum of 85%. Beyond this
collective rating, each building has its own special information and cleaning schedule, as
specified in the Supplemental Information. (*If incumbent is awarded the bid, the target goal
remains at 85 %.)
B. DEFINITION OF CLEANLINESS QUALITY
Cleanliness Quality Means:
A "like -new" appearance... or all of the following:
- The absence of litter or undesirable debris.
- The absence of un-bonded dust build up on any surface of items to be dusted.
- The complete, thorough cleaning of items subject to cleaning, including,: corners,
inside, outside, top, bottom, under and over all surfaces.
- The absence of surface marks, spills or other undesirable bonded residue which
can be eliminated by appropriate damp or wet cleaning techniques.
- The absence of soil, finish or other undesirable bonded build up which can be
eliminated by appropriate heavy duty, cycle or project cleaning techniques.
- The presence of appropriate surface gloss, protection, or reflective capacity in
line with "like new" or designated gloss levels.
- The absence of minor spots, marks, or other limited surfaces soil which can be
eliminated by appropriate spot cleaning techniques.
- The absence of dust, lint and other in -fiber accumulation in fabric and carpeted
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
which cannot be corrected through appropriate cleaning techniques.
17
C. 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, based on the
concept of continuous improvement. A goal of less than ten customer complaints per month
must be achieved within the first twelve months of the agreement.
D. Response Specification
The Service Provider shall respond to all problems presented to it by the City staff. This
response shall 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 response to customer requests must satisfy this requirement.
E. Continuous Improvement Specification
The Service Provider must demonstrate an effective continuous improvement program for
cleaning and key item problems through an ongoing system improvement and modification
process to prevent complaints and cleaning failure. A 50% success rate is required annually by
this contract.
2. SERVICE PROVIDER WORK REQUIRMENTS
A. Type of Work
The work covered by this agreement involves custodial cleaning services for the cleaning of
office space, corridors, lobbies, rest rooms, conference rooms, exterior entrances, break rooms,
locker rooms, bleachers, gymnasiums, laboratory rooms and any and all customer, employee,
and public spaces contained within City buildings . The work will be performed in designated
buildings as identified in the Supplemental Information. Items to be cleaned under this contract
include, but are not limited to: walls, furniture and furnishings including: chairs, tables, desks,
telephones, shelving/bookcases, pipes, high dust areas, marker boards, clocks, exit/other signs,
pictures, interior and exterior window glass, window sills, screens, all floor surfaces, floor
coverings (carpeting, rugs, etc.), baseboards, cabinets, ash urns, water fountains, doors and
door frames, moldings, transoms, radiators and other heating devices, grills, vents/louvers, mini
blinds, steps/banisters, elevator tracks, coat racks, sofas, credenzas/office furnishings, filing
cabinets, air conditioners, fire extinguishers, drainage and toilet fixtures, sinks, mirrors, sanitary
napkin/other dispensers, lockers, shower rooms, shower curtains, partitions, urinals, water free
urinals replacement cartridges and fluids, table -top and modular furniture, lighting or illuminating
fixtures, soap, paper towel and toilet tissue dispensers, equipment, pads, trash containers, and
all customer, employee and public items.
REQUEST FOR PROPOSAL
Proposal Number P-897
CUSTODIAL SERVICES
The City of Fort Collins is seeking proposals from qualified firms for Custodial Cleaning
Services.
Written proposals, five (5) will be received at the City of Fort Collins Purchasing
Division, 215 North Mason St., 2nd floor, Fort Collins, Colorado 80524. Proposals will
be received before 2:30 p.m. (our clock), September 4, 2003. Proposal No. P-897. If
delivered, they are to be sent to 215 North Mason Street, 2"d Floor, Fort Collins,
Colorado 80524. If mailed, the address is P.O. Box 580, Fort Collins, 80522-0580.
The Preproposal Conference will take place on August 12, 2003, from 10:00a.m. to
12:00p.m. at 117 N. Mason, Fort Collins, with a walking tour after the presentation.
Attendance at the Preproposal Qualification Conference is MANDATORY. It is a requirement
for Service Providers to be qualified to submit their proposals. The purpose of this conference
is to fully acquaint the Service Providers with all conditions of character, quality and quantities of
work to be performed and materials to be furnished. Supplemental Information, including floor
plans, building statistics and information on consumables will be distributed. Questions
concerning the City of Fort Collins' requirements will be answered. Failure to attend will
disqualify firm from submitting a proposal.
Questions concerning the scope of the project should be directed to Joan Barrie, Project
Manager, at 970-221-6592.
Questions regarding proposals submittal or process should be directed to Jim Hume, CPPO,
Senior Buyer, at 970-221-6776.
A copy of the Proposal may be obtained as follows:
Download the Proposal/Bid from the Purchasing Webpage,
www.fcaov.com/purchasing.
2. Come by Purchasing at 215 North Mason St., 2nd floor, Fort Collins, and request
a copy of the Bid.
Sales Prohibited/Conflict of Interest: No officer, employee, or member of City Council, shall have
a financial interest in the sale to the City of any real or personal property, equipment, material,
supplies or services where such officer or employee exercises directly or indirectly any decision -
making authority concerning such sale or any supervisory authority over the services to be
rendered. This rule also applies to subcontracts with the City. 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.
B. Summary of Work Responsibility
The successful Service Provider will be responsible for all cleaning activities within the buildings
as set forth in the Supplemental Information. The following is a summary of the categorical
duties delegated to the Service Provider and to the City or other contractors.
1. Service Provider Responsibility
Routine Cleaning
Periodic Cleaning
Project Cleaning
All Floor Surfaces, excluding carpet extraction/shampooing
Carpet Spot Cleaning
Cleanliness of Cleaning Equipment
Computer Rooms
Day Cleaning of designated buildings
Interior Glass and Frame
Exterior entrance glass only
Lounges/Break Areas, vending
Rest Room Supplies
Sweeping and Policing at Steps, walkways and entrances within 10 feet of
building entrances.
Trash Removal to Designated Locations
Storm Windows
Walk -off Mat Cleaning
Wall Cleaning
Sanitary napkin machine product purchase and replacement.
Shower curtain laundering and replacement.
Late meeting room cleanup in 281 N. College, City Hall and 215 Mason.
2. City Responsibility
Management of Building Operations and Maintenance Contract
Furniture Moving
Other Moving
Mechanical Rooms
Meeting Room Set -Up
3. Other City Contracts
Carpet Extraction/Shampooing
Exterior Windows
C. Changes in Work Requirements
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, positions, services and/or locations at the prevailing contract prices for those
variable cost items. The City may at any time delete/add services and/or buildings from this
scope of services as the City, in its sole discretion, deems necessary or appropriate. The
contract sum shall be reduced by such deletions on a pro rata basis. All changes in work need
to be documented on the "Change Order Form".
Me
D. Hours of Work
The hours for scheduling custodial cleaning services is presented, by building, in the
Supplemental Information.
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 these holidays
fall on a Sunday, the City will be off the following Monday. The FACILITY will be available for
cleaning on these days. Downtown Rest Rooms will always need everyday service. All other
buildings will not need cleaning on Christmas Day and New Years Day. Other holiday cleaning
needs will vary by building.
F. City Functions After Normal Working Hours
The Service Provider should expect weekly City Council meetings, Board and Commissions
meetings at various times, and Public meetings as various times, to be held after normal
working hours. The Service Provider will be notified when these meetings will occur and will be
required to work around City activities and maintain established quality requirements.
3. SERVICE PROVIDER RESPONSIBILITIES
A. Supplies, Materials and Equipment
1. Rest Room Supplies
All rest room supplies shall be furnished by the Service Provider. This cost should be
included in the contract cost. These supplies shall be maintained at all times at a level
of ten days requirement, unless otherwise specified by the City Representative. Paper
towels, toilet tissue, soap, and trash bags, etc. will be issued by the Service Provider
from its central stock point, and the Service Provider shall be responsible for transporting
this material and installing at the point of usage Supplies shall be of the biodegradable
type and the quality that is currently being provided. The replenishing of sanitary napkin
dispensers in applicable buildings will be the Service Provider's cost and responsibility.
2. Reimbursable Supplies
The City may elect, by change to the agreement, to require the Service Provider to
furnish supplies on a reimbursable basis. In this event, the City retains the right to
participate fully in any discount arrangements the Service Provider may have with
suppliers of these products. The Service Provider shall provide a monthly inventory to
the City of all supplies issued on a daily basis. Controls shall be established and
implemented by the Service Provider to safeguard materials. Any losses or irregularities
are to be promptly reported in writing to the City Representative.
3. Cleaning Supplies
All necessary cleaning pads and equipment, including power driven machines, floor
stripping machines, industrial vacuum cleaners, high speed polishing machines, and
associated chemicals and supplies, etc., needed for the performance of the work
involved, shall be furnished by the Service Provider.
4. Plastic Trash Can Liners
The Service Provider shall furnish plastic liners for trash only.
5. Walk -Off Mats
The Service Provider shall furnish walk -off mats where required (see consumable usage
chart) for all interior entrances to prevent excessive soiling of building interiors.
6. Personal Safety Equipment
The Service Provider shall provide its employees with any necessary safety equipment.
7. Uniforms
The Service Provider shall provide shirts with company insignia subject to approval by
the City. Company shirts and City ID badges must be worn at all times by Service
Provider employees during their work shift.
8. 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, servants and employees.
9. Removal and Ownership
In the event of termination or contract expiration, all rest room supplies and paper
products shall remain the Property of the City.
10. Inventory Levels
The City may, from time to time, establish certain minimum inventories of supplies,
materials and equipment to be maintained by the Service Provider. Recommendations
by the Service Provider are expected at least annually.
B. Equipment or Items Specification
Service Provider furnished equipment, tools, and supplies shall meet minimum
standards as follows:
1. Equipment and Tools
All mechanical equipment and tools shall have bumpers and guards to prevent marking
or scratching of fixtures, furnishings, or building surfaces. Electrical equipment used by
the Service Provider shall be UL approved, meet OSHA requirements, and all other
safety requirements as specified in the contract. The equipment must operate using
existing circuits. It shall be the Service Provider's responsibility to prevent operation, or
attempted operation, by custodial employees, or equipment or combinations of
equipment which require electrical power exceeding the capacity of existing circuits.
Such equipment shall be of the 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 in any City
building.
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2. Cleaning Supplies
A list of products used by the Service Provider shall be submitted to the City for approval
during the start up period. All listed equipment and materials are the responsibility of the
Service Provider. These specific products will need to be supplied and used by the
Service Provider as indicated: Disinfectant is to be used on all rest room and locker
room surfaces. Non -ammoniated glass cleaner on tinted glass. Stainless steel cleaner
on the EPIC locker room stainless fixtures. The following products cannot be used at
the City for any maintenance purpose: pine oils, bleach, ammonia, de -scalers, lye, oven
cleaners, steel wool, powdered cleansers. Samples of additional janitorial supplies
which may be recommended by the Service Provider shall be submitted to the City
Representative for approval thirty (30) days prior to the contract start date, or date of
intended use. The pH of any cleaning materials shall not exceed nine(9). 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. Systems Support
As may be requested by the City, the Service Provider is to provide the systems and technical
expertise necessary to set or redefine staffing labor and resource requirements. Those
providing this 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, project and other tasks and
frequencies needed to meet the quality specifications noted. It is intended that no project 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, with a written order, and will schedule each special project 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 keep on file and furnish to the City Representative a monthly report that includes
a list of the names of all personnel presently working in each building and number of hours
worked by each person, as certified by the Service Provider's time records.
All employees of Service Provider employed to carry out the custodial cleaning services
proposed are subject to final approval by the City. All employees of the Service Provider will be
required to adhere to City Security, Fire and Safety Regulations for Service Provider employees.
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
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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 Building Information
Sheet along with appropriate training specific to the needs of the building (buildings) prior to
performing the cleaning duties. A copy of the supervisor's training record must be maintained
and provided to the City in advance of employment on site. Every new employee must receive
OSHA's Hazardous Communication Program training using an established program, prior to
working in any City building.
The Service Provider agrees that only assigned personnel will be permitted on the City
premises and no other personnel including, but not limited to salesmen, friends, relatives or
minors, will be allowed on premises without prior notice and approval by the City.
The Service Provider employees shall supervise all routine, project, and other work in such a
way as not to interfere with regularly scheduled City activities.
F. Customer Service Policy
The Service Provider shall establish a clear Customer Service Policy which is communicated to
its employees.
G. Site Management
The Service Provider shall provide nonworking managers and supervisors to ensure the
performance of the work and proper supervision of cleaning employees.
The Site Manager shall demonstrate adequate knowledge of cleaning equipment, tools,
chemicals, techniques, and related activities and shall be able to recognize any situations or
circumstances under which the cleaning techniques defined may be improved upon. Proof of
this training and knowledge is required.
The City shall have the right to make minor adjustments in the tasks, areas, or employees if
such minor adjustments do not cause an increase or decrease in the quality and performance
targets to be achieved. It is understood that additional building space or other areas may be
added, at the City's option, utilizing the change order procedures outlined in this document.
The City shall have the right to cause the Service Provider to replace any individual functioning
as Site Manger or supervisor.
Insurance Requirements
1. Workers' Compensation & Employer's Liability. The Service Provider shall
maintain during the life of this agreement:
a. Workers' Compensation insurance with statutory limits as required by
Colorado law.
b. Employer's Liability insurance with limits of $100,000 per accident, $500,000
disease aggregate, and $100,000 disease each employee.
2. 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
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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.
J. Special Requirements
Service Provider must ensure all exterior doors are locked, as necessary, while cleaning and
upon leaving the buildings. All rooms which are found locked are to be relocked after cleaning.
The City requires the Service Provider turn off all lights as cleaning is completed.
Security Alarms must be disarmed and armed using the correct procedures. $50 will be
charged each time the Police are dispatched because the Service Provider has set off the
alarm.
4. CITY SUPPLIED ITEMS
A. Utilities
The City will provide, at no cost to the Service Provider, electricity, water, and telephone
services (limited to local official contract business).
B. Office Space
The City will provide, at no cost to the Service Provider, desk space at 117 North Mason in
which to establish an on -site presence. A Custodial Supply Room is provided at 117 North
Mason to which supplies can be delivered for use in City Buildings. Custodial closets are
located in various City facilities, as denoted on the building floor plans presented in the
Supplemental Information, for the storage of supplies, materials and equipment.
5. 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 by the City are not lost or misplaced and are not used by
unauthorized person. They shall not be marked with identifying building name.
As a minimum, all such keys shall be kept in a locked key board in the office of the Service
Provider. The Service Provider shall provide the City with keys necessary to open the locked
key board.
No keys issued to the Service Provider shall be duplicated. Access Cards and fobs will be
issued in the name of the Service Provider's custodians. Any loss must be reported
immediately. The Access Fob numbers can be deleted to prevent unauthorized use.
All keys will be furnished by the City and all lost keys will be replaced by the City, not by the
Service Provider. However, the sum of $30.00 will be charged the Service Provider for each
key or Access fob that is lost by the Service Provider. Furthermore, if keys are lost or
duplicated by the Service Provider and, in the opinion of the City, it is necessary to replace or
recode locks for reasons of security, the direct cost of such replacement or recoding will be paid
by the Service Provider.
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The Service Provider shall report the occurrence of a lost key immediately to the City
Representative. 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 in those areas.
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 at 117 North Mason.
C. Time Cards/Payroll Documentation
All of Service Provider's employees shall be required to sign a time sheet at the start and end of
each shift. 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, its furnishings, its fixtures, its mechanical
equipment and other such items. Service Provider supervisors will also call when in their
opinion, carpeting needs to be extracted. This information will be called in on a daily basis. If
the problem is critical in nature and requires immediate action, they shall call Operations
Services emergency number immediately.
E. Reporting System
The Service Provider shall maintain records adequate to reflect, in accordance with sound
accounting and administrative practices, all services provided under the agreement. It shall
issue such reports as the City may reasonably request, including but not limited to monthly and
quarterly cumulative accounting reports. All records shall identify area -by -area and building -by -
building data.
At the City's request, the Service Provider shall make all payroll records, training records,
invoices for materials, and other relevant records pertinent to the contract available to the City
Representative or its authorized representative for the purposes of inspection and audit of such
records. 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 City's ability to serve the needs of its physical plant, occupants, employees,
management, or customers.
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F. Specific Report Requirements
1. Daily
a. The Service Provider shall maintain daily weekday contact with the City
Representative.
b. A list of problems found by supervisors, are to be called into City
Representative's voice mail nightly. (Emergency calls to Operations Services
emergency number.)
c. Work orders will be issued for cleaning complaints made by City personnel or
for work requests. These shall be reviewed daily by the Service Provider for
follow up and resolution. The Service Provider shall sign, date and return on or
before the due date.
d. A log listing the names of the Service Provider's personnel present for work
daily and the number of hours worked by each person shall be available.
2. Weekly
Periodic Floor Care Reporting. The Service Provider shall log all the periodic floor care
that is completed each night. This log shall be available for weekly review by the City
Representative.
3. Monthly
Service Provider shall be available to inspect buildings on a monthly basis with City
Representative. Results will be provided to the Service Provider.
Schedule 9 — A schedule 9 sheet for each building is due on the first business day of
every month along with a separate invoice for each building.
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.
J. Relief Personnel
The Service Provider shall employ an adequate quantity of on -call relief personnel not
permanently assigned to the Facility who shall be pre -approved and used to complete the work
assignment of absent employees normally assigned to work in a specific area. Such relief
personnel may perform authorized project work when not performing routine 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.
If the Site Manager or a supervisor is absent, the Service Provider shall provide a replacement
that is competent and has been given the authority to carry out the duties of the Site Manager,
subject to the approval of the City.
K. Soliciting
All soliciting is prohibited on the City premises by Service Provider employees. Service Provider
shall inform its employees of this policy prior to their beginning work under the contract.
26
L. Access to City Facilities
Prior to beginning work under this Contract, the Service Provider must obtain clearance from
Fort Collins Police Services for any person who needs access to the FACILITY to perform
Service Provider's obligations under this Contract. Police Services will check all sources of
information they deem relevant and appropriate to determine if clearance will be given. Any
employee (and family or friend) working in a City building without Police clearance can be cause
for termination of this Service Agreement. The Service Provider will provide a City
Representative with information about each person seeking clearance as requested by Police
Services including name, date of birth, social security number, CO Drivers License or CO ID
number, height, weight, eye and hair color. Police Services may deny clearance to any person
who:
• Has an active criminal arrest warrant;
• Has a felony arrest or conviction;
• Has a drug -related misdemeanor or drug -related petty offensive conviction
• Has a non -drug -related misdemeanor or a petty offensive 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 or to the confidentiality
of City information.
The City shall provide the Service Provider with identification tags for all persons given
clearance. Such identification tags shall be displayed, in an easily seen manner, on all
employees while working in City buildings. Identification tags and access fobs shall immediately
be returned to the City Representative when the employee no longer works for the Service
Provider in City Buildings. Any Service Provider employee without a properly displayed
identification card is subject to immediate eviction from the City Building. The Service Provider
shall provide the City with a current and complete list of the names, I.D. card numbers, address
and telephone numbers of all Service Provider personnel providing services under this
agreement. The Service Provider shall keep this list current and shall immediately inform the
City of all personnel changes.
6. SPECIAL PROVISIONS
A. Type of Contract
The City contemplates the award of a Fixed Cost, Incentive Performance Contract for custodial
cleaning services resulting from this qualification process.
B. Performance Incentive Payment System
The City will reimburse the Service Provider for approved services, subject to the following
incentive payment system: (compensation on building basis).
If the quality specification range required by this Agreement is not achieved, the
Service Provider's monthly compensation shall be based on the Service
Provider's operating cost, defined as: Full monthly invoice less profit, adjusted for
any City credits, as provided by this RFP.
2. If the quality specification range required by this Agreement is achieved, the
Service Provider's monthly compensation shall be based on the Service
27
Provider's full monthly invoice, adjusted for any City credits, as provided by this
RFP.
3. If the quality specification range required by this Agreement is exceeded, the
Service Provider's monthly compensation shall be based on the Service
Provider's full monthly invoice, plus up to 10% incentive (1% incentive for each
1 % performance over the target range), adjusted for any City credits, as provided
by this RFP.
4. The Service Provider is required to award at least 5% of the total incentive
received each month for each building to the Site Management and 10% to the
Custodian/s for the particular building they clean.
The first three months of the contract is a grace period, allowing all parties time to become
familiar with the quality management system, for the Service Provider to become familiar with
the facilities, and for the Service Provider to complete their phase in plan. There will be no
incentives paid nor profits penalized for the first ninety (90) days of the contract.
C. Statements and Invoicing
The Service Provider shall prepare and submit to the City Representative an operating report
and invoices for all work, including special projects work. The operating report shall consist of
an explanation of all charges incurred due to the regular monthly execution of the contract and
as indicated below. The monthly invoice shall reflect the contract price only as justified by the
operating report. Approved reimbursable items are to be treated separately.
1. Routine Work
A monthly statement shall be submitted for routine Service Provider hours actually
worked in each specific building. An invoice for each monthly period in each building is
to be submitted as an attachment to the monthly operating report.
2. Special Project Work
A monthly statement shall be submitted for completed special projects work which is
outside the scope of the agreement. The entire project work must be completed in
accordance with the City work order procedure and policy.
All invoices are to be submitted as an attachment to the Service Provider's monthly
operating report.
Payments shall be made in response to invoices submitted to:
City of Fort Collins
Accounting Dept.
(P.O. Box 580)
Fort Collins, CO 80522-0580
The City shall pay the amount invoiced for work performed under the agreement for that
accounting period within thirty (30) days of receipt of invoices, provided that such
payments shall be subject to audits by the City and that any resulting adjustments in
favor of the City shall be applied as a credit to the next payment to be made to Service
Provider pursuant to the agreement.
Collusive or sham proposals: Any proposal deemed to be collusive or a sham proposal will be
rejected and reported to authorities as such. Your authorized signature of this proposal assures
that such proposal is genuine and is not a collusive or sham proposal.
The City of Fort Collins reserves the right to reject any and all proposals and to waive any
irregularities or informalities.
Sincerely,
0�
ame B. O'Neill II, CPPO, FNIGP
ec r of Purchasing & Risk Management
2
D. Deductions, Adjustments and Damages
The City shall have the right to assess damages for breach of the Service Provider's obligations.
The exercise of its rights shall not preclude the City's right to terminate or revoke the
agreement. Deductions and adjustments (as a credit to the Service Provider's invoice) are a
valid right of the City. Typical deductions include, but are not limited to:
If the Service Provider fails to perform the work required to achieve the quality
specifications, damages, will be assessed on the basis of the hours, wage rate
costs and other costs expended by the City to achieve the quality specifications.
- If the Service Provider fails to complete its responsibility for phase out (per its
proposal), any damages which might result shall be subject to financial remedy
and deduction on the basis of financial loss, or added costs, to the City.
The Service Provider shall be held accountable and liable to the City for any
damages to the City facilities, fixtures, furnishings, equipment, grounds, or
personal injury to City employees, invitees, or licensees, caused by the Service
Provider, its employees, or others under its charge.
- The value of unaccounted for, lost, damaged or missing City equipment,
materials, supplies or other property shall be deducted, at the discretion of the
City.
- The value of labor hours warranted, but not worked, regardless of reason.
$50.00 will be deducted each time the police are dispatched to a building
because the Service Provider has set off the security alarm.
In addition to the above, the City shall have the right to withhold monies as a credit from any
monthly payments, otherwise due to the Service Provider, as may be deemed necessary to
protect the City against failure or delay in performance by the Service Provider of its obligations,
without revoking or terminating the contract.
29
EXHIBIT B
VENDOR SERVICE PROGRAM
AND PRICING INFORMATION
PACKAGE
30
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 For questions pertaining to custodial operations; please
contact Joan Barrie, City of Fort Collins, at 970-221-6592 or email ibarrieCa)fcaov.com.
1. 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.
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5. 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.
6. 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.
7. 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.
8. 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.
9. 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.
10. Pricing Information — Schedules 1-8
32
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.
33
Vendor Cover Sheet
1. Location of Corporate Headquarters and Local Office& Web site.
Titles:
Phones and Faxes: Email:
Number of miles from local office to City of Fort Collins:
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: Title:
I
7
Company is: Individually Owned_Partnership_Disadvantaged Business Enterprise
Corporation —State of incorporation_Other_(explain)
Federal Employer Identification Number:
Signature of Company Representative Date:
Print Name
34
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
35
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
36
Qualifications/Experience
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
37
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
0
Contents
Items Description Pages
I. General Information 4
Time Schedule 5
Building Locations 6
Consumables Usage g
Checklist of Required Items 10
III. Rating Criteria - Review & Assessment of Process 11
IV. Professional Services Agreement 13
Exhibit A — Scope of Services 17
1. Quality Specifications 17
2. Service Provider Work Requirements 18
3. Service Provider Responsibilities 20
4. City Supplied Items 24
5. Service Provider Operational Requirements 24
6. Special Provisions 27
Exhibit B — Provider Service Program and Pricing Inform. Package 30
1. Proposal Instructions 31
2. Information Package Forms 34
3. Pricing Information and Schedules 46
Exhibit C — Certificate of Insurance 57
Supplemental Information —to be distributed at pre -proposal conference
Building statistics and floor plans
A City map showing the building locations
3
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
39
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
M
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
41
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.
42
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.
43
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
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.
1. 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:
45
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.
46
Schedule 7
Consumable Supplies
M
Schedule 2
Proposed Equipment Inventory
Total Annual Cost Monthly Cost
Attach additional pages as needed.
GENERAL INFORMATION
The City of Fort Collins is soliciting proposals from qualified firms for Custodial Cleaning
Services. Your company is requested to participate in this Custodial Cleaning Services contract
process. It is our intention to identify the best match between the City of Fort Collins' cleaning
needs and Service Provider capabilities. This will be done in four phases:
PHASE I — PRE -PROPOSAL CONFERENCE
As part of this process, we are requesting detailed information about how your organization
might fulfill the City's cleaning needs, as well as your proposed pricing for those services. We
will provide a description of the cleanliness quality required, key building statistics, and the
various terms and conditions under which a contract agreement would be reached. Any
questions will be answered at this required conference and by written addendum. Your
response, along with others, will be evaluated by the City of Fort Collins according to the rating
criteria established by the City. The highest rated Service Providers will be further evaluated
through an interview process.
PHASE II — SERVICE PROGRAM AND PRICING EVALUATION
The City will review the cleaning contractor's proposed site management staff and pricing
information. The top ranked firms will then be interviewed.
PHASE III — INTERVIEW OF TOP RANKED FIRMS
We may investigate the Service Provider's reference site(s), interview key staff, and will closely
examine proposed pricing information.
PHASE IV — CONTRACT AWARD
The information requested by the attached and subsequent documents is intended to facilitate
the evaluation and qualification process. This process serves as the means for selecting the
Service Provider whose capabilities appear best suited to meeting the cleanliness needs of the
City of Fort Collins. The successful vendor is required to provide a performance bond equal to
10% of the annual contract price.
Ell
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
Schedule 4
Direct Staffing Expense
DAY STAFF
Position
#People
Labor
Rate/Hour
Annual
Hours
Monthly
Cost
Cleaner 1
Cleaner 2
Cleaner 3
Floor person
Other
Lead
Supervisor
Manager
EVENING STAFF
Position
#People
Labor
Rate/Hour
Annual
Hours
Monthly
Cost
Cleaner 1
Cleaner 2
Cleaner 3
Floor person
Other
Lead
Supervisor
Manager
NIGHT STAFF
Position
#People
Labor
Rate/Hour
Annual
Hours
Monthly
Cost
Cleaner 1
Cleaner 2
Cleaner 3
Floor person
Other
Lead
Supervisor
Manager
50
WEEKEND STAFF
Position
#People
Labor
Rate/Hour
Annual
Hours
Monthly
Cost
Cleaner 1
Cleaner 2
Cleaner 3
Floor person
Other
Lead
Supervisor
Manager
AFTER
HRS/EMERGENCY
Position
#People
Labor
Rate/Hour
Annual
Hours
Monthly
Cost
Cleaner 1
Cleaner 2
Cleaner 3
Floor person
Other
Lead
Supervisor
Manager
SUMMARY OF TOTAL STAFF
Position
#People
Labor
Rate/Hour
Annual
Hours
Monthly
Cost
Cleaner 1
Cleaner 2
Cleaner 3
Floor person
Other
Lead
Supervisor
Manager
51
Schedule 5
Direct Supply Expense
Chemicals and Materials
Quantity Cost Annual Monthly
Item Each Cost Cost
52
Schedule 6
Other Direct Expenses
Item Quantity Cost Each Annual Cost Monthly Cost
Uniforms
Licenses
Travel
Recruiting
Tools
Subcontract*
Postage
Vehicle
* Attach Explanation
53
Schedule 7
Summary Price Proposal
Direct Staff
Position
Number
People
Annual
Hours
Annual
Cost
Monthly
Price
%of
Cleaner 1
Cleaner 2
Cleaner 3
Lead
-Supervisors
-Manager
Floor person
Other
Total
Direct Overhead Expense
Annual
Cost
Monthly
Price
% of
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
Annual
Cost
Monthly
Price
% of
Consumables
Equipment
Supplies
Other
Total
Administrative and Overhead
Profit
Total Service Cost:
3]
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)
55
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
Name
Labor
Cost
Bid
Labor
Credit
Labor
Billed
Direct
Overhead
Other
Direct
Admin &
Overhead
Sub
Profit
+1
Total
Incent.
Amt.
Total
Building
Name
Labor
Cost
Bid
Labor
Credit
Labor
Billed
Direct
Overhead
Other
Direct
Admin &
Overhead
Sub
Profit
+1
Total
Incent.
Amt.
Total
Building
Name
Labor
Cost
Bid
Labor
Credit
Labor
Billed
Direct
Overhead
Other
Direct
Admin &
Overhead
Sub
Profit
+1
Total
Incent.
Amt.
Total
56
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
Does Property Damage Liability Insurance
Shown include coverage for X, C and U hazards?
2. Is Broad Form Property Damage Coverage provided?
57
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.
Address
Agent or Broker
Address
M.
By:
Date:
Authorized Official
(SEAL)
A. Time Schedule for Custodial Services RFP — 2004
July 28, 2003 RFP goes out on website. Copies can also be picked up at 215 N. Mason
Ave. The Purchasing Dept. is on 2"d floor.
Aug 12, 2003 Preproposal Conference 10 AM — 12 PM. 117 N. Mason Ave. Walking
Tour of representative buildings after presentation. Additional information
to be available at this preproposal conference.
Sept 4, 2003 RFP is due at 2:30 PM at 215 N. Mason Ave. Purchasing on 2"d floor.
Sept 19, 2003 Finalists notified. Interviews scheduled.
Oct 2 & 3 Interviews with finalists
Oct 10, 2003 Award RFP
Nov 3, 2003 New Contract signed for 2004.
5
Building Information
Custodial Services
Cleanable
Week
Cleanin
BUILDING
LOCATION
Ma #
SF
Fre .
Time
Special
10pm-
112 Howes
112 N. Howes
B - 39
1,305
5
6am
5pm-
215 Mason
215 N. Mason
B - 30
59,086
5
6am
reduced
5pm-
281 N. College
281 N. College
B - 11
30,648
5
6am
reduced
5pm-
330 S. College
330 S. College
B - 26
6,654
5
6am
5pm-
330 S. College - Meter Readers
330 S. College
B - 26
1,576
5
6am
5pm-
405 Canyon
405 Canyon
B - 17
2,220
5
6am
5pm-
906 VINE
906 Vine
A - 5
1,350
5
6am
5pm-
Bud et Cottage
321 Maple
B - 37
1,930
5
6am
reduced
5pm-
City Hall
300 La Porte
B - 7
25,990
5
6am
reduced
11pm-
City Park Center
1599 City Park
A - 19
6,586
7
7am
reduced
15 Old Town
5pm-
Dist. #1 Police
S .
B - 44
2,100
5
6am
reduced
Downtown Rest Rooms
123 E Oak St.
B - 13
312
14
6am/6 m
twice/day
10pm-
spec.
EPIC - Main building
1801 Riverside
A - 22
30,792
7
6am
areas
10pm-
spec.
EPIC - 2nd sheet of ice bldg.
1802 Riverside
A - 23
6,698
7
6am
areas
5pm-
Fleet Services
835 Woods
A - 4
4,773
5
6am
1900 W.
5pm-
Grandview Office
Mountain
A - 46
524
3
6am
reduced
1900 W.
5pm-
Grandview Shop
Mountain
A - 28
447
3
6am
reduced
9pm-
Library
201 Peterson
B - 14
26,515
7
6am
reduced
5pm-
Monthly
Library Tech Services
101 Remington
B - 29
3,794
1
6am
area
525 N.
8pm-
Martinez Farm
Sherwood
A - 33
1,813
5
6am
reduced
424 W.
9pm-
Late
Mulberry Pool
Mulberr
B - 15
6,614
7
5am
Rentals
5pm-
Museum
200 Matthews
B - 32
7,253
5
6am
reduced
Hoffman Mill
5pm-
NIX Maint.
Rd.
A - 51
830
5
6am
Hoffman Mill
5pm-
NIX Office/Maint
Rd.
A - 52
3,943
5
6am
Weekly off.
11pm-
Northside Atzlan Center
112 Willow
B - 6
14,480
6
7am
reduced
5pm-
O erations Services
117 N. Mason
B - 12
7,707
5
6am
reduced
5pm-
Park Shop
413 S. Bryan
A - 20
5,479
5
6am
reduced
5pm-
PFA Training
W. Vine St
A - 27
9,379
5
6am
5pm-
PFA Poudre Fire Authority)
102 Remington
B - 24
4,512
5
7am
5pm-
Police Annex
230 Laporte
B - 9
1,789
5
6am
reduced
2554 Midpoint
5pm-
Police Firing Range
Dr.
A - 25
3,078
3
7am
Availability
4pm-
Police Services
300 La Porte
B - 8
20,362
7
12am
reduced
9pm-
Pottery Studio
1541 Oak
A - 18
2,211
5
8am
reduced
5pm-
Recreation
214 N. Howes
B - 34
5,151
5
6am
reduced
10pm-
Late
Senior Center
1200Raintree
A - 2
30,510
7
6am
Rentals
5pm-
Traffic Operations
Linden St.
A - 48
9,519
5
6am
Weekly off.
5pm-
TRANSFORT
6570 Portner
A - 1
4,498
5
10 m
5pm-
TRANSFORT COTTAGE
6570 Portner
A - 47
1,137
5
10 m
6:30pm-
Alarm
Transit Center
250 N. Mason
B - 10
5,008
6
12
midnite
5pm-
Water Pollution Lab
3036 Drake Rd.
A - 49
5,565
2
6am
Day
Water Quality Lab
W. Laporte
A - 38
1,095
1
hours
7pm-
Water Reclamation - Engineers
3036 Drake Rd.
A - 3
1,450
3
lam
Riverside &
7pm-
Water Reclamation - Mulberry
Lema
A - 3
723
1
lam
7pm-
Water Reclamation - Plant O s
3036 Drake
A - 3
8,757
5
lam
Day
Sign
Water Treatment
W. Laporte
A - 21
12,400
5
hours
in/limit ent.
5pm-
YAC
415 E. Monroe
A - 45
5,663
5
6am
Weekly off.
Total Cleanable S F
393,396
Vaults in CH & Police
monthly between 8am-5 m
Fire Station #10 -not in contract
SF
# Buildin s 12,000 and up
9
Location
# buildings 10,000 -3,000
18
Downtown
24
# buildings 2500-1000
12
East
9
# buildings under 1000
5
West
7
South
4
Ell