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RFP - 7068 CUSTODIAL SERVICES 2010
rev 01/08 REQUEST FOR PROPOSAL 7068 Custodial Services 2010 The City of Fort Collins is soliciting proposals from qualified firms for Custodial Cleaning Services. The City of Fort Collins intends to select two firms to provide the requested 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), October 12, 2009. Proposal No. 7068. If delivered, they are to be sent to 215 North Mason Street, 2nd Floor, Fort Collins, Colorado 80524. If mailed, the address is P.O. Box 580, Fort Collins, 80522-0580. A mandatory pre-proposal conference has been scheduled for September 18, 2009 at 10:00 a.m. at the City of Fort Collins Operation Services facility, 300 Laporte, Fort Collins. A walking tour of the representative buildings will be held after the presentation. Additional information will be available at this pre-proposal conference. Questions concerning the scope of the project should be directed to Project Manager Joan Barrie, (970) 221-6592. Questions regarding proposals submittal or process should be directed to James R. Hume, CPPO, Senior Buyer (970) 221-6776. A copy of the Proposal may be obtained as follows: 1. Download the Proposal/Bid from the BuySpeed Webpage, www.fcgov.com/eprocurement 2. Come by Purchasing at 215 North Mason St., 2nd floor, Fort Collins, and request a copy of the Bid. The City of Fort Collins is subject to public information laws, which permit access to most records and documents. Proprietary information in your response must be clearly identified and will be protected to the extent legally permissible. Proposals may not be marked ‘Proprietary’ in their entirety. Information considered proprietary is limited to material treated as confidential in the normal conduct of business, trade secrets, discount information, and individual product or service pricing. Summary price information may not be designated as proprietary as such information may be carried forward into other public documents. All provisions of any contract resulting from this request for proposal will be public information. 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. Financial Services Purchasing Division 215 N. Mason St. 2nd Floor PO Box 580 Fort Collins, CO 80522 970.221.6775 970.221.6707 fcgov.com/purchasing 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, James B. O'Neill II, CPPO, FNIGP Director of Purchasing & Risk Management rev 01/08 Contents Items Description Pages I. General Information 1 Time Schedule 2 Building Information Summary 3 Consumable Usage 5 II. Instructions and Required Forms 7 III. Rating Criteria - Review & Assessment 8 Exhibit A – Scope of Services 10 1. Quality Specifications 10 2. Service Provider Work Requirements 11 3. Service Provider Responsibilities 14 4. City Supplied Items 17 5. Service Provider Operational Requirements 17 6. Special Provisions 20 Exhibit B – Vendor Service Program and Pricing Inform. Package 23 1. Proposal Instructions 24 2. Information Package Forms 27 3. Pricing Information and Schedules 39 Exhibit C – Certificate of Insurance 50 Exhibit D -- Sample Agreement 52 V. Supplemental Information Floor plans of each building – Attachment A Building statistics sheets – Attachment A Map index – Attachment B City map showing the building locations - Attachment B Inset map showing downtown area locations – Attachment B 1 I. 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. 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 City of Fort Collins intends to select a minimum of two firms to provide the requested services. Selected firms must assign a site manager to coordinate with the City. Vendor Proposals should include suggestions for an optimal split of building assignments. The City's custodial work will not be awarded to a single vendor. During the life of the contracts, some additional buildings will need to be brought into the contract. At that time, the City's project manager will ask for competitive bids from each awarded vendor for cleaning of the additional building. The company with the lowest bid will be assigned the added work. The selection process will be done in four phases: PHASE I – MANDATORY 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 MANDATORY conference and by written addendum. PHASE II – EVALUATION OF SERVICE PROGRAM, PERSONNEL AND PRICING Your response, along with others, will be evaluated by the City of Fort Collins according to the rating criteria established herein. The evaluation includes, at a minimum, a review of the cleaning contractor’s service program, proposed site management personnel and pricing. We may investigate references in this phase or after interviews to be conducted in Phase III. PHASE III – INTERVIEW OF TOP RANKED FIRMS The top-ranked firms will then be interviewed. Firms must bring site management staff to the interviews. Generally, firms will be expected to present their program, explain their policies and procedures relating to cleaning staff, problem resolution, and how they arrived at proposed pricing and schedules. PHASE IV – CONTRACT NEGOTIATIONS In this phase the City will negotiate the assignment of buildings to the selected vendors and work with those vendors to resolve any other issues that may arise. The optimal mix of building assignments will be discussed, but final building assignments are at the City's discretion. 2 A. Time Schedule for Custodial Services RFP #7068 Time schedule is an estimate only. Actual dates may vary. Aug 21, 2009 RFP goes out on website. Copies can also be picked up at Purchasing, 215 N Mason Ave, 2nd floor. Sept 18, 2009 Phase I, Mandatory pre-proposal Conference 10 AM – 12 Noon. Operation Services, 300 Laporte, Fort Collins. Walking tour of representative buildings after presentation. Additional information will be available at this pre-proposal conference. Oct 12, 2009 Proposals are due no later than 2:30 PM at Purchasing, 215 N. Mason Ave, 2nd floor. Phase II evaluations begin. Oct 30, 2009 Finalists notified. Interviews scheduled. Nov 2-6, 2009 Phase III interviews with finalists Nov 16, 2009 Phase IV negotiations with selected firms Nov 20, 2009 Final decisions made on building assignments and contract award Dec 12, 2009 Phase V, new contracts signed for 2010. 3 2009 Building Information Summary Custodial Services Cleanable Week Cleaning ID # Map BUILDING LOCATION SF Freq. Time Special 29 B 110 N. Howes 110 N. Howes St 693 1 12am-12pm RRs-wkly 30 B 112 N. Howes 112 n. Howes St 1,305 2 12am-12pm 32 B 215 Mason 215 N. Mason St. 61,066 5 4am-12pm 33 B 281 N. College 281 N. College Ave 30,648 5 4am-12pm 27 A 906 E. Vine Dr. 906 W Vine Dr 1,350 5 12am-12pm 34 B CIS 330 S. College Ave 6,654 5 12am-12pm alarm 35 B City Hall 300 LaPorte Ave 25,990 5 4am-12pm 17 A Club Tico 1599 City Park Dr 6,586 7 12am-12pm 53 B Downtown Maintenance Shop 220 N Howes St. 545 5 12am-12pm 52 B Downtown Restrooms 123 E Oak St. 312 14 8am/8pm twice/day 18 A EPIC 1801 Riverside Ave 40,515 7 12am-8am 19 A Fleet Services 835 Wood St 4,773 5 12am-12pm gate 2 A Fossil Creek Maint Shop 5833 S Lemay Ave 2,261 1 12am-12pm 3 A Gardens at Spring Park 2145 Centre Ave 2,669 2 12am-9am 2 outside RR 20 A Grandview Office 1900 W. Mountain Ave 524 3 12am-9am 4 A Grandview Shop 1901 W. Mountain Ave 447 3 12am-12pm 36 B Library District 201 Peterson St 26,515 7 12am-10am 1 A Library Branch - Council Tree 2733 Council Tree 15,363 7 4am-10am 45 B Library Tech 256 W. Mountain Ave 3,794 1 12am-12pm 37 B Lincoln Center 417 W. Magnolia St 19,019 7 12am-7am alarm 5 A Martinez Farm 600 N. Sherwood St 1,993 7 12am-8am alarm 38 B Meter Readers 330 S. College Ave 1,576 5 12am-7am alarm 46 B Mulberry Pool 424 W Mulberry St. 6,614 7 12am-6am 4 28 A Mulberry Water Reclamation 930 E Mulberry St 723 1 12am-9am gate code 47 B Museum 200 Mathews St 7,253 5 8am supervised 6 A Nix Farm Office 1745 Hoffman Mill Rd. 3,113 5 12am-10am alarm 48 B Northside Atzlan Center 112 Willow St 42,054 7 12am-8am late rentals 40 B Old Town Restroom and Kiosk 13 Old Town Sq 325 14 8am/8pm twice a day 39 B Operations Services 300 Laporte Ave 15,557 5 12am-10am 21 A Park Shop 413 S. Bryan Ave 5,479 5 12am-8am 42 B Police District One 15 Old Town Square 2,100 5 12am-9am alarm 8 A Police Firing Range 2554 Midpoint Dr. 3,078 3 12am-12pm key pad 43 B Police Services 2221 S Timberline Rd 82,589 7 4am-12pm 9 A Pottery Studio 1541 W. Oak St 2,210 5 12am-8am 23 A Senior Center 1200 Raintree Dr. 30,510 7 11pm-7am late rentals 22 A Spring Canyon Maintenance Shop 3156 S Overland Trail 1,998 1 12am-12pm 10 A Streets (see bldg stat for control bldg.) 625 9th St. 14,483 5 12am-8am 2 bldgs. 11 A Traffic Operations 626 Linden St. 9,519 5 12am-9am 24 A TRANSFORT 6570 Portner Rd 4,498 5 7-9am 12 A Transfort Cottage 6570 Portner Rd 1,137 5 6-9am 51 B Transit Center 250 N. Mason St. 5,008 5 12am-8am alarm at 12 25 A Utility Services 700 Wood St. 71,093 5 4am-12pm 13 A Water Pollution Lab 3036 Environmental Dr 5,565 2 12am-9am M & Th 14 A Water Quality Lab 4316 LaPorte Ave 1,095 1 11:00 AM Fri 15 A Water Reclamation 3036 Environmental Dr 8,757 5 12am-9am Gate code Water Reclamation - Engineering 3036 Environmental Dr 1,450 5 12am-9am Gate code 16 A Water Treatment Plant 4316 LaPorte Ave 12,400 5 1pm-3pm call at gate 26 A YAC 415 E Monroe Dr 3,683 6 12am-8am Sun-Fri Total SF 596,889 5 CONSUMABLE USAGE Must be comparable quality to current Toilet seat covers - where current. Usage Cases City of Fort Collins - Custodial-2010 Approx. Approx. # Daily(365) Yearly P. T. Hand Shower Foam BUILDING Cleanable Employees Public T.P. Rolls Soap Soap Soap ID# Map BUILDING Sq. Ft. using bldg. use * Cases Cases Gal Gallons Cases 29 B 110 N. Howes 693 5 6 6 1 1/2 30 B 112 N. Howes 1,305 5 * 6 6 1.5 32 B 215 Mason 61,066 150 * 60 96 8 4 33 B 281 N. College 30,648 105 * 48 48 12 27 A 906 E. Vine Dr. 1,350 5 10 10 3 34 B CIS ( No RRs) 6,654 28 * 35 B City Hall 25,990 35 * 36 36 8 17 A Club Tico 6,586 *50 12 12 4 53 B Downtown Maintenance Shop 545 20-25 * 6 6 1.5 52 B Downtown Restrooms 312 * 12 12 4 18 A EPIC 40,515 85 *avg. 1000 143 94 125 19 A Fleet Services 4,773 25 6 6 2 2 A Fossil Creek Maint Shop(Parks) 2,261 20-25 Paid for separately 3 A Gardens at Spring Park 2,669 6 * 12 12 1.5 20 A Grandview Office 524 2 * 1 1 0.5 4 A Grandview Shop 447 6 6 6 1 36 B Library District 26,515 125 *1108 72 72 12 12 1 A Libarary -Branch (Council Tree) 15,363 30 *300 35 35 0 6 45 B Library Tech 3,794 8 4 4 1 37 B Lincoln Center 19,019 25 *1000 64 63 4 21 5 A Martinez Farm 1,993 7 * 12 12 6 38 B Meter Readers 1,576 10 46 B Mulberry Pool 6,614 6 *400 44 34 94 28 A Mulberry Water Reclamation 723 1 2single 3 2 47 B Museum 7,253 12 * 12 12 6 6 A Nix Farm Office 3,113 12 8 8 4 48 B Northside Atzlan Center 42,054 50 600 48 48 12 40 B Old Town Restroom and Kiosk 325 * 24 none none 41 B Operations Services 15,557 40 18 18 6 21 A Park Shop 5,479 44 75summer 12 12 6 42 B Police District One 2,100 6 4 4 3 8 A Police Firing Range 3,078 20 * 6 6 4 43 B Police Services 82,589 254 100 34 41 34 6 9 A Pottery Studio 2,210 3 * 12 18 4 23 A Senior Center 30,510 52 *avg.1000 56 single 62 118 22 A Spring Canyon Maintenance Shop 1,998 20-25 Paid for separately 10 A Streets 14,483 35 Paid for separately 11 A Traffic Operations 9,519 15 12 12 5 box 24 A TRANSFORT 4,498 95 12 12 12 12 A Transfort Cottage 1,137 6 4 single 4 2 51 B Transit Center 5,008 12 * 24 24 6 25 A Utility Services 71,093 250 Paid for separately 13 A Water Pollution Lab 5,565 12 6 6 5 14 A Water Quality Lab 1,095 10 6 6 4 15 A Water Reclamation - Engineering 1,450 6 2 single 3 3 Water Reclamation - Plant Ops. 8,757 40 12 single 24 12 16 A Water Treatment Plant 12,400 25 Paid for separately 26 A YAC 3,683 5 *100 8 10 8 Totals 596,889 1,673 841 904 197 349 7 II. INSTRUCTIONS AND REQUIRED FORMS 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) Monthly Billing Structure (Schedule 9) 8 III. 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 “3” being an average rating, and “5” reflecting an outstanding rating. Weighting Factor Qualification Standard 1 Availability Is distance of the vendor’s office from the City acceptable or will it impede 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 experienced off-site management? Will they be able to provide expertise that may be needed for difficult cleaning issues? Is site management familiar with environments requiring travel between buildings with a variety of shifts and locations? Is the on-site supervisor on the same schedule as the custodians? (12am-12pm) 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 objectives be accomplished? Are labor hours provided for each building? 2 Training and Safety Does the vendor have a good safety record? Are staff safety training, custodial training, and management training programs adequate? How does vendor assure professionalism of staff? 3 Service Program Did the vendor propose a cleaning system that can be managed successfully and which will clean a variety of building types, some with occupants present, on a 12am-12pm schedule at widely separated locations with a variety 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? 9 1 Equipment & chemicals Is proposed equipment appropriate for the tasks described in the vendor's service program? Are green seal chemicals proposed with dilution systems on the bottles? Are quiet vacuums and micro fiber systems proposed for day cleaning? 1 Summary Information Is labor productivity rate acceptable? Is ratio of cleaners to supervisors indicative of a well managed system of service delivery? Is 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 for consumables, supplies, and equipment reasonable? Is breakdown of overhead expense reasonable? Are labor credit hours and cost per square foot reasonable? 1 Motivation Is the vendor 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 “5” reflecting an outstanding rating. Weighting Factor Qualification Standard 1 Overall Performance Would you hire this vendor again? 1 Completeness Was the vendor responsive to client needs? Did the vendor anticipate problems? Were problems solved quickly and effectively? 1 Budget Were services provided within the budget? 1 Job Knowledge Did vendor personnel demonstrate a 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? 10 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 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. 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. 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 11 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, 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. 12 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 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 Recycle trash emptied from common areas to a main location in designated buildings Storm Windows Walk-off Mat Cleaning Wall Cleaning Sanitary napkin machine product purchase and replacement. Shower curtain laundering and replacement. All buildings to be cleaned during the 12am to 12pm time frame or at time noted. Waterfree Urinal cartridge replacement when needed (Cartridges provided). Nightly water in Waterfree urinals. Water in floor drains to prevent sewer gas. 2. City Responsibility Management of Building Operations and Maintenance Contract Furniture Moving Other Moving Mechanical Rooms Meeting Room Set-Up Falcon Waterfree Urinal Cartridges for replacement 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 13 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”. D. Hours of Work The hours for scheduling custodial cleaning services is presented, by building, in the Supplemental Information. Primarily between 12am to 12pm service to buildings. 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 and Old Town Rest Rooms will always need everyday service as well as Police Services. All other buildings may 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 Senior Center, Northside, and other City Buildings will occasionally have events with high capacity crowds that could require additional cleaning after the events. We will notify you of the schedules for these events so you can plan accordingly. This event cleaning is to be included in the pricing of these buildings. 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. The exception is Streets , Water Treatment, Spring Canyon Maintenance shop, Fossil Creek Maintenance shop and Utility Services which pay their own. The Lincoln Center supplies are now included in the 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, 100% post consumer toilet paper, paper towel with approved recycle content and the quality that is currently being provided and to fit the existing dispensers. 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. 14 3. Cleaning Supplies All necessary cleaning pads and equipment, including power driven machines, floor stripping machines, industrial vacuum cleaners, quiet vacuums, 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. Personal Safety Equipment The Service Provider shall provide its employees with any necessary safety equipment. 6. 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. The ID badges must be visible on the employee. 7. City Observation The City shall have the right at all times to examine the supplies, materials, and equipment used by the Service Provider, and to observe the operations and methods of the Service Provider, its agents, servants and employees. 8. 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. 9. 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. 15 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: Accelerated hydrogen peroxide based green seal chemical with solution dispensing on the bottle is required for all surfaces. This 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 only. Not on other surfaces. 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). The Contractor must use green seal, cleaning chemicals. All boxes shall be broken down and recycled. All chemical containers rinsed and recycled as appropriate. Quiet vacuums are to be used in day cleaning. Micro fiber cloths and micro fiber floor mops are to be used for cleaning. 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 16 employee who is, for any reason, unsatisfactory to the City, and replace him/her with an employee satisfactory to the City. The Service Provider shall not represent that it and its employees are either agents or employees of the City. All Service Provider personnel shall be physically able to do their assigned work. All Service Provider personnel shall be capable employees, thoroughly trained and qualified in the work assigned to them. The employee shall receive a copy of the 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 schedule all routine, project, and other work in such a way as not to interfere with regularly scheduled City activities and within the time constraints specified by the City. 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. These managers working hours shall be during the work hours of the custodians, 12am-12pm. 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. H. 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. 17 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 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. I. 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. Cleaning Teams should remain together as much as possible to conserve power within the buildings. 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 and water utilities. B. Office Space The City will provide, at no cost to the Service Provider, desk space at Operation Services at 300 Laporte in which to establish an on-site presence. 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. City Rep to be notified immediately when a custodian has left. The fob will be canceled and reinstated in the new custodians name. 18 All access fobs and keys will be furnished by the City. All lost access fobs and keys must be reported immediately to the City Representative. Fobs will be canceled in the system. There is a $10 fee for replacement of lost fobs. 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. It is the responsibility of the Service Provider to prohibit the use of keys or fobs 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 Operation Services at 300 Laporte. C. Time Cards/Payroll Documentation All of Service Provider’s employees shall be required to call in or 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. 19 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 an invoice showing each buildings total cost. G. Safety and Health The Service Provider must promptly report to the City cases of death, occupational disease and injury caused by work on the job. Verbal notification must be followed by a written report describing the incident. The Service Provider must provide emergency first aid and treatment of job-related injuries in accordance with the requirements of its insurance plan. H. Relief Personnel The Service Provider shall employ an adequate quantity of on-call relief personnel 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. I. Soliciting All soliciting is prohibited on the City premises by Service Provider employees. Service Provider shall inform its employees of this policy prior to their beginning work under the contract. 20 J. Access to City Facilities Prior to beginning work under this Contract, the Service Provider must obtain a background clearance using Colorado Data Base Investigations and/or Colorado Bureau of Investigations- Crime Information Center. Also Service Provider must check for valid documents through Homeland Security, Immigration and Custom Enforcement (ICE). An appointment must be made by the Service Provider with Operations Services, City of Fort Collins, 970-221-6610, for a City picture ID. The Service provider must bring a copy of the CBI report for City records. The City 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. Operations Services shall provide the Service Provider with a picture identification tag 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 specific building basis). 1. 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 building 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 Provider’s full monthly building invoice, adjusted for any City credits, as provided by this RFP. 21 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 building 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. 22 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 or security company 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. 23 EXHIBIT B Fee Schedule VENDOR SERVICE PROGRAM AND PRICING INFORMATION PACKAGE 24 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@fcgov.com. For questions pertaining to custodial operations; please contact Joan Barrie, City of Fort Collins, at 970-221-6592 or email jbarrie@fcgov.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. 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. 25 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. 26 10. Pricing Information – Schedules 1-8 Provide a detailed price breakdown of all costs and expenses to be charged to this contract. Proposals must contain individual prices for ALL listed buildings. 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. 27 Vendor Cover Sheet Firm 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 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: 6. Company is: Individually Owned Partnership Disadvantaged Business Enterprise Corporation State of incorporation Other (explain) 7. Federal Employer Identification Number: Signature of Company Representative Date: Print Name 28 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 29 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 30 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. 20 EMR ; 20 EMR ; 20 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 31 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 32 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 48 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 33 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. We want to know how you will perform the day time cleaning requested. In what way will you prepare your team to accomplish this kind of a schedule to meet our needs to reduce energy costs by not cleaning in the evening hours? Attach additional pages as needed 34 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 Productivity Standard by Type of Space Carpeted Non-Carpeted 35 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 and how you will achieve this floor care on the specified cleaning schedule. Also, please specifically describe your floor plans to care for the wood floors, stone floors, Pulastic flooring, Marmoleum, Stained Concrete, 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. 36 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. 37 Item J Summary Information 1. 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 38 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: 39 Pricing Information and Schedules 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 5% 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. 40 Schedule 1 Consumable Supplies ITEM UNIT COST 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 41 Schedule 2 Proposed Equipment Inventory Type of Equipment Make/Model Total cost Quantity #Years Depreciation Monthly Cost Total Annual Cost Monthly Cost Attach additional pages as needed. 42 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 43 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 NIGHT STAFF Position #People Labor Rate/Hour Annual Hours Monthly Cost Cleaner 1 Cleaner 2 Cleaner 3 Floor person Other Lead Supervisor Manager 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 44 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 45 Schedule 5 Direct Supply Expense Chemicals and Materials Item Quantity Cost Each Annual Cost Monthly Cost 46 Schedule 6 Other Direct Expenses Item Quantity Cost Each Annual Cost Monthly Cost Uniforms Licenses Travel Recruiting Tools Subcontract* Postage Vehicle * Attach Explanation 47 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: 48 Schedule 8 Price Review 1. 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) _____________ 49 2009 Building Information Summary Yearly price per building Custodial Services Cleanable Week Cleaning ID # Map BUILDING LOCATION SF Freq. Time 29 B 110 N. Howes 110 N. Howes St 693 1 12am-12pm 30 B 112 N. Howes 112 n. Howes St 1,305 2 12am-12pm 32 B 215 Mason 215 N. Mason St. 61,066 5 4am-12pm 33 B 281 N. College 281 N. College Ave 30,648 5 4am-12pm 27 A 906 E. Vine Dr. 906 W Vine Dr 1,350 5 12am-12pm 34 B CIS 330 S. College Ave 6,654 5 12am-12pm 35 B City Hall 300 LaPorte Ave 25,990 5 4am-12pm 17 A Club Tico 1599 City Park Dr 6,586 7 12am-12pm 53 B Downtown Maintenance Shop 220 N Howes St. 545 5 12am-12pm 52 B Downtown Restrooms 123 E Oak St. 312 14 8am/8pm 18 A EPIC 1801 Riverside Ave 40,515 7 12am-8pm 19 A Fleet Services 835 Wood St 4,773 5 12am-12pm 2 A Fossil Creek Maint Shop 5833 S Lemay Ave 2,261 1 12am-12pm 3 A Gardens at Spring Park 2145 Centre Ave 2,669 2 12am-9am 20 A Grandview Office 1900 W. Mountain Ave 524 3 12am-9am 4 A Grandview Shop 1901 W. Mountain Ave 447 3 12am-12pm 36 B Library District 201 Peterson St 26,515 7 12am-10am 1 A Library Branch - Council Tree 2733 Council Tree 15,363 7 4am-10am 45 B Library Tech 256 W. Mountain Ave 3,794 1 12am-12pm 37 B Lincoln Center 417 W. Magnolia St 19,019 7 12am-7am 5 A Martinez Farm 600 N. Sherwood St 1,993 7 12am-8am 38 B Meter Readers 330 S. College Ave 1,576 5 12am-7am 46 B Mulberry Pool 424 W Mulberry St. 6,614 7 12am-6am 28 A Mulberry Water Reclamation 930 E Mulberry St 723 1 12am-9am 47 B Museum 200 Mathews St 7,253 5 8am 6 A Nix Farm Office 1745 Hoffman Mill Rd. 3,113 5 12am-10am 48 B Northside Atzlan Center 112 Willow St 42,054 7 12am-8am 40 B Old Town Restroom and Kiosk 13 Old Town Sq 325 14 8am/8pm 39 B Operations Services 300 Laporte ave 15,557 5 12am-10am 21 A Park Shop 413 S. Bryan Ave 5,479 5 12am-8am 42 B Police District One 15 Old Town Square 2,100 5 12am-9am 8 A Police Firing Range 2554 Midpoint Dr. 3,078 3 12am-12pm 43 B Police Services 2221 S Timberline Rd 82,589 7 4am-12pm 9 A Pottery Studio 1541 W. Oak St 2,210 5 12am-8am 23 A Senior Center 1200 Raintree Dr. 30,510 7 11pm-7am 22 A Spring Canyon Maintenance Shop 3156 S Overland Trail 1,998 1 12am-12pm 10 A Streets 625 9th St. 14,483 5 12am-8am 11 A Traffic Operations 626 Linden St. 9,519 5 12am-9am 24 A TRANSFORT 6570 Portner Rd 4,498 5 7-9am 12 A Transfort Cottage 6570 Portner Rd 1,137 5 6-9am 51 B Transit Center 250 N. Mason St. 5,008 5 12am-8am 25 A Utility Services 700 Wood St 71,093 5 4am-12pm 13 A Water Pollution Lab 3036 Environmental Dr 5,565 2 12am-9am 14 A Water Quality Lab 4316 LaPorte Ave 1,095 1 11:00 AM 15 A Water Reclamation 3036 Environmental Dr 8,757 5 12am-9am Water Reclamation - Engineering 3036 Environmental Dr 1,450 5 12am-9am 16 A Water Treatment Plant 4316 LaPorte Ave 12,400 5 1pm-3pm 26 A YAC 415 E Monroe Dr 3,683 6 12am-8am Total SF 596,889 Total: 50 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 51 EXHIBIT C CERTIFICATE OF INSURANCE PROJECT: Custodial Cleaning Services – 2010 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 52 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? 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? 4. 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 53 EXHIBIT D: SERVICES AGREEMENT Custodial Services Sample 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 January 1, 2010, and shall continue in full force and effect until December 31, 2010, unless sooner terminated as herein provided. If the City wishes to extend the Agreement it shall provide written notice of such extension to the Service Provider at least 60 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: 54 City: City of Fort Collins Attn: Purchasing PO Box 580 Fort Collins, CO 80522 Copy to: City of Fort Collins Attn: PO Box 580 Fort Collins, CO 80522 Service Provider: In the event of early termination by the City, the Service Provider shall be paid for services rendered to the date of termination, subject only to the satisfactory performance of the Service Provider's obligations under this Agreement. Such payment shall be the Service Provider's sole right and remedy for such termination. 5. Contract Sum. The City shall pay the Service provider for the performance of this Contract, subject to additions and deletions provided herein, per the attached Exhibit "A", consisting of pages, and incorporated herein by this reference. 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, Workmen's Compensation or other taxes or benefits or for any other purpose. 8. Personal Services. It is understood that the City enters into the Agreement based on the special abilities of the Service Provider and that this Agreement shall be considered as an agreement for personal services. Accordingly, the Service Provider shall 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 and the specifications contained in Exhibit A. b. Unless otherwise provided in the Agreement, all materials and equipment incorporated into any work shall be new and, where not specified, of the most suitable grade of their respective kinds for their intended use. 55 11. 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. 12. Remedies. In the event a party has been declared in default, such defaulting party shall be allowed a period of ten (10) days within which to cure said default. In the event the default remains uncorrected, the party declaring default may elect to (a) terminate the Agreement and seek damages; (b) treat the Agreement as continuing and require specific performance; or (c) avail himself of any other remedy at law or equity. If the non-defaulting party commences legal or equitable actions against the defaulting party, the defaulting party shall be liable to the non-defaulting party for the non-defaulting party's reasonable attorney fees and costs incurred because of the default. 13. 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. 14. Indemnity/Insurance. a. The Service Provider agrees to indemnify and save harmless the City, its officers, agents and employees against and from any and all actions, suits, claims, demands or liability of any character whatsoever brought or asserted for injuries to or death of any person or persons, or damages to property arising out of, result from or occurring in connection with the performance of any service hereunder. b. The Service Provider shall take all necessary precautions in performing the work hereunder to prevent injury to persons and property. c. Without limiting any of the Service Provider's obligations hereunder, the Service Provider shall provide and maintain insurance coverage naming the City as an additional insured under this Agreement of the type and with the limits specified within Exhibit C, consisting of one (1) page, 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. 15. 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. 16. Law/Severability. The laws of the State of Colorado shall govern the construction interpretation, execution and enforcement of this Agreement. In the event any provision of this Agreement shall be held invalid or unenforceable by any court of competent jurisdiction, such holding shall not invalidate or render unenforceable any other provision of this Agreement. 17. Prohibition Against Employing Illegal Aliens. Pursuant to Section 8-17.5-101, C.R.S., et. seq., Service Provider represents and agrees that: a. As of the date of this Agreement: 1. Service Provider does not knowingly employ or contract with an illegal alien who will perform work under this Agreement; and 56 2. Service Provider will participate in either the e-Verify program created in Public Law 208, 104th Congress, as amended, and expanded in Public Law 156, 108th Congress, as amended, administered by the United States Department of Homeland Security (the “e-Verify Program”) or the Department Program (the “Department Program”), an employment verification program established pursuant to Section 8-17.5-102(5)(c) C.R.S. in order to confirm the employment eligibility of all newly hired employees to perform work under this Agreement. b. Service Provider shall not knowingly employ or contract with an illegal alien to perform work under this Agreement or knowingly enter into a contract with a subcontractor that knowingly employs or contracts with an illegal alien to perform work under this Agreement. c. Service Provider is prohibited from using the e-Verify Program or Department Program procedures to undertake pre-employment screening of job applicants while this Agreement is being performed. d. If Service Provider obtains actual knowledge that a subcontractor performing work under this Agreement knowingly employs or contracts with an illegal alien, Service Provider shall: 1. Notify such subcontractor and the City within three days that Service Provider has actual knowledge that the subcontractor is employing or contracting with an illegal alien; and 2. Terminate the subcontract with the subcontractor if within three days of receiving the notice required pursuant to this section the subcontractor does not cease employing or contracting with the illegal alien; except that Service Provider shall not terminate the contract with the subcontractor if during such three days the subcontractor provides information to establish that the subcontractor has not knowingly employed or contracted with an illegal alien. e. Service Provider shall comply with any reasonable request by the Colorado Department of Labor and Employment (the “Department”) made in the course of an investigation that the Department undertakes or is undertaking pursuant to the authority established in Subsection 8-17.5-102 (5), C.R.S. f. If Service Provider violates any provision of this Agreement pertaining to the duties imposed by Subsection 8-17.5-102, C.R.S. the City may terminate this Agreement. If this Agreement is so terminated, Service Provider shall be liable for actual and consequential damages to the City arising out of Service Provider’s violation of Subsection 8-17.5-102, C.R.S. g. The City will notify the Office of the Secretary of State if Service Provider violates this provision of this Agreement and the City terminates the Agreement for such breach. 18. Amendment 54 To the extent that this Agreement may constitute a "sole source government contract" within the meaning of Section 2(14.4) of Article XXVIII of the constitution of the State of Colorado, about which the City makes no representation, Section 15 of said Article XXVIII, which reads as follows, is hereby incorporated into this Agreement and made a part hereof: a. Section 15. Because of a presumption of impropriety between contributions to any campaign and sole source government contracts, contract holders shall contractually agree, for the duration of the contract and for two years thereafter, to cease making, causing to be made, or inducing by any means, a contribution, directly or indirectly, on 57 behalf of the contract holder or on behalf of his or her immediate family member and for the benefit of any political party or for the benefit of any candidate for any elected office of the state (of Colorado) or any of its political subdivisions. 19. Additional Custodial Service Awards Whenever additional City buildings require Custodial services, the City Representative will solicit proposals from each Service Provider currently under contract. Overall performance of the Service Providers, building requirements and proposed cost will be evaluated and an award made to the Service Provider who is judged to be best able to serve the interests of the City. A Scope of Services section, consisting generally of the Scope found in the RFP, will be attached to this agreement. ID_Number Map BUILDING LOCATION 1 A Library branch-Council Tree 2733 Council Tree 2 A Fossil Creek Maint Shop 5833 S Lemay Ave 3 A Gardens at Spring Park 2145 Centre Ave 4 A Grandview Shop 1901 W. Mountain Ave 5 A Martinez Farm 600 N. Sherwood St 6 A Nix Farm Office 1745 Hoffman Mill Rd. 8 A Police Firing Range 2554 Midpoint Dr. 9 A Pottery Studio 1541 W. Oak St 10 A Streets 625 9th St. 11 A Traffic Operations 626 Linden St. 12 A Transfort Cottage 6570 Portner Rd 13 A Water Pollution Lab 3036 Envoironmental Dr 14 A Water Quality Lab 4316 LaPorte Ave 15 A Water Reclamation 3036 Environmental Dr 16 A Water Treatment Plant 4316 LaPorte Ave 17 A Club Tico 1599 City Park Dr 18 A EPIC 1801 Riverside Ave 19 A Fleet Services 835 Wood St 20 A Grandview Office 1900 W. Mountain Ave 21 A Park Shop 413 S. Bryan Ave 22 A Spring Canyon Maintenance Shop 3156 S Overland Trail 23 A Senior Center 1200 Raintree Dr. 24 A TRANSFORT 6570 Portner Rd 25 A UTILITIES SERVICES 700 Wood St. 26 A YAC 415 E Monroe Dr 27 A 906 E. Vine Dr. 906 W Vine Dr 28 A Mulberry Water Reclamation 930 E Mulberry St 29 B 110 N. Howes 110 N. Howes St 30 B 112 N. Howes 112 n. Howes St 32 B 215 Mason 215 N. Mason St. 33 B 281 N. College 281 N. College Ave 34 B CIS 330 S. College Ave 35 B City Hall 300 LaPorte Ave 36 B Library 201 Peterson St 37 B Lincoln Center 417 W. Magnolia St 38 B Meter Readers 330 S. College Ave 39 B Operations Services 300 Laporte ave 40 B Old Town Restroom and Kiosk 13 Old Town Sq 42 B Police District One 15 Old Town Square 43 A Police Services 2221 S Timberline Rd 45 B Library Tech 256 W. Mountain Ave 46 B Mulberry Pool 424 W Mulberry St. 47 B Museum 200 Mathews St 48 B Northside Atzlan Center 112 Willow St 51 B Transit Center 250 N. Mason St. 52 B Downtown Restrooms 123 E Oak St. 53 B Downtown Maintenance Shop 220 N Howes St. ID_Number Map BUILDING LOCATION 29 B 110 N. Howes 110 N. Howes St 30 B 112 N. Howes 112 n. Howes St 32 B 215 Mason 215 N. Mason St. 33 B 281 N. College 281 N. College Ave 39 B Operation Services 300 Laporte ave 27 A 906 E. Vine Dr. 906 W Vine Dr 34 B CIS 330 S. College Ave 35 B City Hall 300 LaPorte Ave 17 A Club Tico 1599 City Park Dr 53 B Downtown Maintenance Shop 220 N Howes St. 52 B Downtown Restrooms 123 E Oak St. 18 A EPIC 1801 Riverside Ave 19 A Fleet Services 835 Wood St 2 A Fossil Creek Maint Shop 5833 S Lemay Ave 3 A Gardens at Spring Park 2145 Centre Ave 20 A Grandview Office 1900 W. Mountain Ave 4 A Grandview Shop 1901 W. Mountain Ave 36 B Library District 201 Peterson St 45 B Library Tech 256 W. Mountain Ave 1 A Library branch-Council Tree 2733 Council Tree 37 B Lincoln Center 417 W. Magnolia St 5 A Martinez Farm 600 N. Sherwood St 38 B Meter Readers 330 S. College Ave 46 B Mulberry Pool 424 W Mulberry St. 28 A Mulberry Water Reclamation 930 E Mulberry St 47 B Museum 200 Mathews St 6 A Nix Farm Office 1745 Hoffman Mill Rd. 48 B Northside Atzlan Center 112 Willow St 40 B Old Town Restroom and Kiosk 13 Old Town Sq 21 A Park Shop 413 S. Bryan Ave 42 B Police District One 15 Old Town Square 8 A Police Firing Range 2554 Midpoint Dr. 43 A Police Services 2221 S Timberline Rd 9 A Pottery Studio 1541 W. Oak St 23 A Senior Center 1200 Raintree Dr. 22 A Spring Canyon Maintenance Shop 3156 S Overland Trail 10 A Streets 625 9th St. 11 A Traffic Operations 626 Linden St. 24 A TRANSFORT 6570 Portner Rd 12 A Transfort Cottage 6570 Portner Rd 51 B Transit Center 250 N. Mason St. 25 A Utilities Services 700 Wood St. 13 A Water Pollution Lab 3036 Envoironmental Dr 14 A Water Quality Lab 4316 LaPorte Ave 15 A Water Reclamation 3036 Environmental Dr 16 A Water Treatment Plant 4316 LaPorte Ave 26 A YAC 415 E Monroe Dr ³I ÕZYXW S Shields St S Taft Hill Rd S College Ave S Timberline Rd E Vine Dr Laporte Ave S Lemay Ave Ziegler Rd W Drake Rd E Drake Rd E Trilby Rd E Horsetooth Rd S Overland Trl W Mulberry St W Prospect Rd W Trilby Rd W Horsetooth Rd E Li n col n A ve W C o u n ty R o a d 3 8 e R iver s i d e A v e W Elizabeth St W Harmony Rd Remington St N Shields St N College Ave E Harmony Rd S M a s o n S ³I ÕZYXW Maple St W Oak St W Olive St W Magnolia St N Grant Ave E Oak St Mathews St Peterson St N Loomis Ave E Olive St S Grant Ave N Sherwood St N Whitcomb St S Meldrum St Whedbee St Canyon Ave S Whitcomb St N Meldrum St Sycamore St E Magnolia St S Sherwood St Pine St Poudre St El m St Ma s o n Ct Chestnut St Old Town Sq Pine St S Sherwood St Elm St Cherry St Linden St Willow St S Loomis Ave Walnut St Laporte Ave W Mulberry St W Mountain Ave N College Ave S Mason St S Howes St Remington St S College Ave Jefferson St N Mason St N Howes St E Mulberry St E Mountain Ave Riverside Ave Lincoln Ave 54 53 52 51 50 49 48 47 46 45 44 42 41 39 38 37 36 35 34 33 32 31 30 40 29 0 0.04 0.08 0.16 0.24 0.32 Miles 1:8,972 0 0.05 0.1 0.2 0.3 0.4 Kilometers © City of Fort Collins Map B These map products and all underlying data are developed for use by the City of Fort Collins for its internal purposes only, and were not designed or intended for general use by members of the public. The City makes no representation or warranty as to its accuracy, timeliness, or completeness, and in particular, its accuracy in labeling or displaying dimensions, contours, property boundaries, or placement of location of any map features thereon. THE CITY OF FORT COLLINS MAKES NO WARRANTY OF MERCHANTABILITY OR WARRANTY FOR FITNESS OF USE FOR PARTICULAR PURPOSE, EXPRESSED OR IMPLIED, WITH RESPECT TO THESE MAP PRODUCTS OR THE UNDERLYING DATA. Any users of these map products, map applications, or data, accepts same AS IS, WITH ALL FAULTS, and assumes all responsibility of the use thereof, and further covenants and agrees to hold the City harmless from and against all damage, loss, or liability arising from any use of this map product, in consideration of the City's having made this information available. Independent verification of all data contained herein should be obtained by any users of these products, or underlying data. The City disclaims, and shall not be held liable for any and all damage, loss, or liability, whether direct, indirect, or consequential, which arises or may arise from these map products or the use thereof by any person or entity. Scale Legend Building Maintenace Locations Major Roads Streets Growth Management Area City Limits Water Features Printed: April 28, 2009 t N Overland T rl W Vine Dr W Laurel St S Summit View Dr Boar d w a lk Dr N Lemay Ave E Prospect Rd 9 th St W Mountain Ave Ke chter R d S County Road 9 N Taft Hill Rd Jefferson St E County Road 36 W Vine Dr Ziegler Rd S Lemay Ave 9 8 7 6 5 4 3 2 1 43 28 27 26 25 24 23 22 21 20 18 17 16 15 14 13 12 11 10 19 0 0.25 0.5 1 1.5 2 Miles 1:69,910 0 0.5 1 2 3 4 Kilometers © City of Fort Collins Map A These map products and all underlying data are developed for use by the City of Fort Collins for its internal purposes only, and were not designed or intended for general use by members of the public. The City makes no representation or warranty as to its accuracy, timeliness, or completeness, and in particular, its accuracy in labeling or displaying dimensions, contours, property boundaries, or placement of location of any map features thereon. THE CITY OF FORT COLLINS MAKES NO WARRANTY OF MERCHANTABILITY OR WARRANTY FOR FITNESS OF USE FOR PARTICULAR PURPOSE, EXPRESSED OR IMPLIED, WITH RESPECT TO THESE MAP PRODUCTS OR THE UNDERLYING DATA. Any users of these map products, map applications, or data, accepts same AS IS, WITH ALL FAULTS, and assumes all responsibility of the use thereof, and further covenants and agrees to hold the City harmless from and against all damage, loss, or liability arising from any use of this map product, in consideration of the City's having made this information available. Independent verification of all data contained herein should be obtained by any users of these products, or underlying data. The City disclaims, and shall not be held liable for any and all damage, loss, or liability, whether direct, indirect, or consequential, which arises or may arise from these map products or the use thereof by any person or entity. Scale Legend Building Maintenance Locations Major Roads Streets Growth Management Area City Limits Water Features Printed: April 28, 2009 Direct Overhead Other Direct Admin & Overhead Sub Profit +1 Total Incent. Amt. Total Cleaner 1 Cleaner 2 Cleaner 3 Floor person Other Lead Supervisor Manager