HomeMy WebLinkAboutRFP - 8625 CUSTODIAL SERVICES FOR TRANSFORT FACILITIESRFP 8625 Custodial Services for Transfort Facilities Page 1 of 88
REQUEST FOR PROPOSAL
8625 Custodial Services for Transfort Facilities
The City of Fort Collins is requesting proposals from qualified firms to provide custodial
cleaning services at Transfort facilities.
Proposals may be submitted by E-mail in Microsoft Word or PDF format. E-mail
submittals shall be e-mailed to: purchasing@fcgov.com. If submitting hard copy
proposals, five (5) copies, 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 3:00 p.m. (our clock), November 29, 2017 and referenced as
Proposal No. 8625. 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.
The City encourages all disadvantaged business enterprises to submit proposals in
response to all requests for proposals and will not be discriminated against on the
grounds of race, color, national origin for all proposals for negotiated agreements.
A pre-proposal conference will be held November 16, 2017 at 2:00 p.m. at the City
of Fort Collins Operation Services facility, 300 Laporte, Fort Collins. A tour of the
representative buildings will be held after the presentation.
Questions concerning the scope of the project should be directed to Project Manager,
Jim Pierce at (970) 221-6592 or jipierce@fcgov.com.
Questions regarding bid submittal or process should be directed to
Doug Clapp, Senior Buyer, at (970) 221-6776 or dclapp@fcgov.com.
All questions must be submitted in writing via email to Jim Pierce, with a copy to
Doug Clapp, no later than 5:00 PM our clock on November 21, 2017. Questions received
after this deadline will not be answered.
A copy of the Proposal may be obtained as follows:
1. Download the Proposal/Bid from the BuySpeed Webpage,
www.fcgov.com/eprocurement
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
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
RFP 8625 Custodial Services for Transfort Facilities Page 2 of 88
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.
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,
Gerry S. Paul
Director of Purchasing
RFP 8625 Custodial Services for Transfort Facilities Page 3 of 88
REQUEST FOR PROPOSAL
8625 Custodial Services for Transfort Facilities
I. GENERAL INFORMATION
The City of Fort Collins is soliciting proposals from qualified firms for Custodial Cleaning
Services. The City encourages interest firms to participate in this Request for Proposal
(RFP) for Custodial Cleaning Services. 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 documents is intended to facilitate the evaluation
and qualification process. This process serves as the means for selecting the Service
Provider whose capabilities are best suited to meeting the City’s requirements for
Custodial Cleaning Services.
The City of Fort Collins intends to select one firm to provide the requested services.
Selected firm must assign a site manager to coordinate with the City.
The selection process will be done in four phases:
PHASE I – PRE-PROPOSAL CONFERENCE
The City will host a pre-proposal conference. Attendance at the pre-proposal conference
is not mandatory by highly recommended. During this meeting, the City will review the
RFP including service requirements and expectations. A facility tour of representative
buildings will be held after the presentation. Questions will be answered at this conference
and by written addendum. This conference will be the only chance for a facility tour of
the buildings related to the RFP.
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 may be interviewed. Firms selected to be interviewed must include
site management staff as part of the interview. 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 with the selected vendor and complete the contract.
RFP 8625 Custodial Services for Transfort Facilities Page 4 of 88
A. Time Schedule
Time schedule is an estimate only. Actual dates may vary.
Nov. 8, 2017 RFP posted.
Nov. 16, 2017 Phase I, pre-proposal Conference 2 PM – 3 PM. Operation
Services, 300 Laporte, Fort Collins. Tour of representative
buildings will be conducted after the presentation.
Nov. 29, 2017 Proposals are due no later than 3:00 PM at Purchasing, 215 N.
Mason Ave, 2nd
floor. Phase II evaluations begin.
Dec. 7, 2017 Finalists notified. Interviews scheduled, if needed.
Week of Dec. 12, 2017 Phase III interviews with finalists, if needed.
Dec. 15, 2017 Phase IV negotiation with selected firm.
January 2, 2018 Phase V, new contracts signed for 2018.
B. Building Information Summary
Custodial Services Cleanable Week Cleaning
ID # Map BUILDING LOCATION SF Freq. Time Special
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 6 12am-8am alarm at 12
2 A South Transit Center 4915 Fossil Blvd. 3,367 6 12am-8am alarm at 12
Total SF 14,010
C. Consumable Usage
City of Fort Collins - Custodial-2017 Must be comparable quality to
current
Toilet seat covers - where current.
Usage Cases
Approx.
Cleanable
Sq. Ft.
Approx. #
Employees
using bldg.
Daily(365)
Public
use *
Yearly
T.P.
Cases
P. T.
Rolls
Cases
Hand
Soap
Gal
Shower
Soap
Gallons
Foam
Soap
Cases
ID# Map BUILDING
24 A TRANSFORT 4,498 95 12 12 12
12 A Transfort Cottage 1,137 6 2 4 2
51 B Transit Center 5,008 12 * 24 24 6
2 A South Transit Center 3,367 9 * 20 20 6
Totals 14,010 122 58 60 26
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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. Summary Price Proposal
D. Vendor Training Programs 4. Price Review
E. Staffing Commitment
F. Recommended Service Program
G. Productivity Standards
H. Floor Care Plan
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)
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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?
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?
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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.
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?
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?
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IV. EXHIBITS
A. EXHIBIT A - SCOPE OF SERVICES
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:
1. 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.
2. 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
RFP 8625 Custodial Services for Transfort Facilities Page 9 of 88
replacement oriented items which cannot be corrected through
appropriate cleaning techniques.
3. CUSTOMER SATISFACTION SPECIFICATION
The Service Provider shall manage the resources at its disposal in such a
way as to improve Customer Satisfaction and reduce and control the
number of cleaning complaints, based on the concept of continuous
improvement. A goal of less than ten customer complaints per month must
be achieved within the first twelve months of the agreement.
4. 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.
5. 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.
SERVICE PROVIDER WORK REQUIRMENTS
1. 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,
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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.
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.
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- 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
4. Changes in Work Requirements
Should the Service Provider find that existing conditions make
modification of the agreement desirable; the Service Provider shall
promptly report the matter to the City for consideration and decision.
During the contract period or its extension, the City reserves the right
to add or delete specific hours, positions, services and/or locations at
the prevailing contract prices for those variable cost items. The City
may at any time delete/add services and/or buildings from this scope of
services as the City, in its sole discretion, deems necessary or
appropriate. The contract sum shall be reduced by such deletions on a
pro rata basis. All changes in work need to be documented on the
“Change Order Form”.
5. 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.
6. 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 Year’s Day. Other holiday cleaning needs will
vary by building.
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SERVICE PROVIDER RESPONSIBILITIES
1. Supplies, Materials and Equipment
A. 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.
B. 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.
C. 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.
D. Plastic Trash Can Liners
The Service Provider shall furnish plastic liners for trash only.
E. Personal Safety Equipment
The Service Provider shall provide its employees with any
necessary safety equipment.
F. Uniforms
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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.
G. 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.
H. 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.
I. 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.
2. Equipment or Items Specification
Service Provider furnished equipment, tools, and supplies shall meet
minimum standards as follows:
A. 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.
B. Cleaning Supplies
A list of products used by the Service Provider shall be submitted to
the City for approval during the startup 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
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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.
C. 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.
3. 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.
4. 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.
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5. Service Provider Staffing
The Service Provider shall be obligated to provide its proposed number
of custodial personnel to perform the duties required in accordance
with this agreement at all times. The Service Provider shall keep on
file and furnish to the City Representative a monthly report that
includes a list of the names of all personnel presently working in each
building and number of hours worked by each person, as certified by
the Service Provider’s time records.
All employees of Service Provider employed to carry out the custodial
cleaning services proposed are subject to final approval by the City.
All employees of the Service Provider will be required to adhere to City
Security, Fire and Safety Regulations for Service Provider employees.
Service Provider agrees that it will, upon notice from the City, remove
any supervisor or employee who is, for any reason, unsatisfactory to
the City, and replace him/her with an employee satisfactory to the City.
The Service Provider shall not represent that it and its employees are
either agents or employees of the City.
All Service Provider personnel shall be physically able to do their
assigned work.
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.
6. Customer Service Policy
The Service Provider shall establish a clear Customer Service Policy
which is communicated to its employees.
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7. 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.
8. 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.
CITY SUPPLIED ITEMS
1. Utilities
The City will provide, at no cost to the Service Provider, electricity and
water utilities.
2. Storage Space
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.
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SERVICE PROVIDER OPERATIONAL REQUIREMENTS
1. 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.
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.
2. 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.
3. 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
RFP 8625 Custodial Services for Transfort Facilities Page 18 of 88
submitted, and in any event, shall comply with the City’s requirement
for auditing Service Provider labor hours.
4. 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.
5. 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.
6. 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.
RFP 8625 Custodial Services for Transfort Facilities Page 19 of 88
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.
7. 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.
8. 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.
9. 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.
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10. 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.
SPECIAL PROVISIONS
1. Type of Contract
The City contemplates the award of a Fixed Cost Contract for custodial
cleaning services resulting from this qualification process.
RFP 8625 Custodial Services for Transfort Facilities Page 21 of 88
2. 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.
a. 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.
b. 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.
3. 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
RFP 8625 Custodial Services for Transfort Facilities Page 22 of 88
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
is 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.
RFP 8625 Custodial Services for Transfort Facilities Page 23 of 88
B. EXHIBIT B – VENDOR SERVICE PROGRAM & PRICING INFORMATION
PACKAGE
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 Doug Clapp, Senior Buyer, City of Fort Collins, at 970-
221-6776 or fax at 970-221-6534 or email dclapp@fcgov.com. For questions
pertaining to custodial operations; please contact Jim Pierce, City of Fort Collins,
at 970-221-6592 or email jipierce@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
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.
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5. Ownership of Information
Whether or not a contract is awarded to any Vendor as a result of, or in
connection with, the submission of a package, the City shall have the right
to use or disclose the information to its staff and its agents or
representatives only to the extent necessary to fully evaluate the Vendor’s
information. Information submitted which is proprietary must be marked as
such by page or paragraph.
6. Cost of Preparation
The City is not obligated by reason of this RFP or any other reason to pay
any cost to the Vendor for the preparation and submission of information.
7. Disqualification of Vendors
By way of illustration only and not limitation, any of the following causes
may be considered as sufficient for the disqualification of a Vendor and the
rejection of its bid:
- Submission of more than one information package for the same work
by and individual, firm, partnership, or corporation under different
names.
- Evidence of collusion among Vendors.
- Previous known participation in collusive bidding.
- Previous failure to perform satisfactorily or discharge the
responsibilities of a City contract.
- Omissions, alterations of form, conditions, limitations, or other
irregularities of any kind in submissions.
The City reserves the right to waive any irregularities in submissions. The
City reserves the right to reject any and all information packages submitted
for any reason whatsoever without cause.
8. Information Forms
The forms which follow are to be completed and submitted as the Vendor’s
specific service program and pricing information. These forms are
considered a segment of the official information package and will serve as
the sole basis for this evaluation. The attached Cover Sheet serves to
cover the Vendor’s information package. It must be completed and signed.
Since all packages will be viewed collectively, make sure each attached
item page is returned, and that any added pages of response are attached.
9. Service Program - Items A-K
Evaluation will be made of how the proposed activities, techniques,
resources, programs, and systems will be performed to achieve the City’s
quality objectives. The City will judge the content and completeness of the
Vendor’s response. The service program will not be considered complete
unless it provides a full response to Items A through K attached.
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10. Pricing Information – Schedules 1-4
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.
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.
RFP 8625 Custodial Services for Transfort Facilities Page 26 of 88
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:
RFP 8625 Custodial Services for Transfort Facilities Page 27 of 88
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
RFP 8625 Custodial Services for Transfort Facilities Page 28 of 88
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.
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RFP 8625 Custodial Services for Transfort Facilities Page 29 of 88
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
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Attach additional pages as needed.
RFP 8625 Custodial Services for Transfort Facilities Page 30 of 88
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.
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Attach additional pages as needed
RFP 8625 Custodial Services for Transfort Facilities Page 31 of 88
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: $
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RFP 8625 Custodial Services for Transfort Facilities Page 32 of 88
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
Day porter/ matron
Floor person
Totals
RFP 8625 Custodial Services for Transfort Facilities Page 33 of 88
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?
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RFP 8625 Custodial Services for Transfort Facilities Page 34 of 88
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
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RFP 8625 Custodial Services for Transfort Facilities Page 35 of 88
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.
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RFP 8625 Custodial Services for Transfort Facilities Page 36 of 88
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.
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RFP 8625 Custodial Services for Transfort Facilities Page 37 of 88
Item J - Summary Information
1. Total cleanable square feet _______________________
2. Total daily cleaner staff hours _______________________
3. Day porter/ matron hours _______________________
4. Total daily supervisory hours _______________________
5. Total all daily labor hours _______________________
6. Number of cleaners _______________________
7. Number of supervisors (non-working leads) _______________________
8. Labor productivity:
Item 1=
Item 2
9. Supervisor ratio:
People Item 5=
Item 6
Hours Item 2=
Item 3
RFP 8625 Custodial Services for Transfort Facilities Page 38 of 88
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:
RFP 8625 Custodial Services for Transfort Facilities Page 39 of 88
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:
RFP 8625 Custodial Services for Transfort Facilities Page 40 of 88
Pricing Information and Schedules
1. Please complete the attached price schedules (1 through 4) for each
proposal or alternate submitted.
2. 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.
RFP 8625 Custodial Services for Transfort Facilities Page 41 of 88
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
RFP 8625 Custodial Services for Transfort Facilities Page 42 of 88
Schedule 2 - Direct Staffing Expense
DAY STAFF
Position
#People Labor
Rate/Hour
Annual
Hours
Monthly
Cost
Cleaner 1
Cleaner 2
Cleaner 3
Floor person
Day porter/matron
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
RFP 8625 Custodial Services for Transfort Facilities Page 43 of 88
WEEKEND STAFF
Position
#People Labor
Rate/Hour
Annual
Hours
Monthly
Cost
Cleaner 1
Cleaner 2
Cleaner 3
Floor person
Day porter/matron
Lead
Supervisor
Manager
AFTER
HRS/EMERGENCY
Position
#People Labor
Rate/Hour
Annual
Hours
Monthly
Cost
Cleaner 1
Cleaner 2
Cleaner 3
Floor person
Other
Lead
Supervisor
Manager
SUMMARY OF TOTAL STAFF
Position
#People Labor
Rate/Hour
Annual
Hours
Monthly
Cost
Cleaner 1
Cleaner 2
Cleaner 3
Floor person
Day porter/ matron
Lead
Supervisor
Manager
RFP 8625 Custodial Services for Transfort Facilities Page 44 of 88
Schedule 3 - 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
Day porter/matron
Total
Other Direct Expenses
Annual
Cost
Monthly
Price
% of
Consumables
Equipment
Supplies
Other ( )
Total
RFP 8625 Custodial Services for Transfort Facilities Page 45 of 88
Schedule 4 - 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) _____________
RFP 8625 Custodial Services for Transfort Facilities Page 46 of 88
2017 Building Information Summary
Cleanable
SF
Week
Freq.
Cleaning
Time
Yearly price
per building
Custodial Services
ID # Map BUILDING LOCATION
24 A TRANSFORT 6570 Portner Rd
4,498 5 4-9am
12 A Transfort Cottage 6570 Portner Rd
1,137 5 6-9am
51 B Transit Center 250 N. Mason St.
5,008 6 7pm-8am**
2 A South Transit Center 4915 Fossil Blvd.
3,367
6 7pm-8am**
Total SF
14,010
Total:
** Day porter/matron & 7 days / week service
RFP 8625 Custodial Services for Transfort Facilities Page 47 of 88
PROPOSAL ACKNOWLEDGEMENT
Consultant hereby acknowledges receipt of the City of Fort Collins Utilities’ Request for
Proposal and acknowledges that it has read and agrees to be fully bound by all of the terms,
conditions and other provisions set forth in the RFP. Additionally, the Consultant hereby makes
the following representations to Utilities:
a. All of the statements and representations made in this proposal are true to the best of
the Consultant’s knowledge and belief.
b. The Consultant has obtained all necessary authorizations and approvals that will enable
the Consultant to commit to the terms provided in this proposal.
c. This proposal is a firm and binding offer, for a period of 180 days from the date hereof.
d. I further agree that the method of award is acceptable to my company.
e. I also agree to complete the proposed Agreements with the City of Fort Collins within 30
days of notice of award.
f. If contract is not completed and signed within 30 days, City reserves the right to cancel
and award to the next highest rated firm.
g. I acknowledge receipt of addenda.
Consultant Firm Name:
Physical Address:
Remit to Address:
Phone:
Authorized Agent of Firm Name:
Signature of Authorized Agent:
Primary Contact for Project:
Title: Email Address:
Phone: Cell Phone:
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C. EXHIBIT C – CERTIFICATE OF INSURANCE
Please refer to the insurance requirements exhibit in the following Exhibit D – Sample
Services Agreement.
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D. EXHIBIT D – SAMPLE SERVICES AGREEMENT
SERVICES AGREEMENT
THIS AGREEMENT made and entered into the day and year set forth below by and
between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter
referred to as the "City" and , hereinafter referred to as "Service Provider".
WITNESSETH:
In consideration of the mutual covenants and obligations herein expressed, it is agreed by
and between the parties hereto as follows:
1. Scope of Services. The Service Provider agrees to provide services in accordance with the
scope of services attached hereto as Exhibit "A", consisting of ( ) page
and incorporated herein by this reference. Irrespective of references in Exhibit A to certain
named third parties, Service Provider shall be solely responsible for performance of all
duties hereunder.
2. The Work Schedule. [Optional] The services to be performed pursuant to this Agreement
shall be performed in accordance with the Work Schedule attached hereto as Exhibit "B",
consisting of ( ) page , and incorporated herein by this reference.
3. Time of Commencement and Completion of Services. The services to be performed
pursuant to this Agreement shall be initiated within ( ) days following execution
of this Agreement. Services shall be completed no later than . Time is of the essence.
Any extensions of the time limit set forth above must be agreed upon in a writing signed by
the parties.
4. Contract Period. This Agreement shall commence , 200 , and shall continue in
full force and effect until , 200 , unless sooner terminated as herein provided. In
addition, at the option of the City, the Agreement may be extended for additional one year
periods not to exceed ( ) additional one year periods. Renewals and pricing
changes shall be negotiated by and agreed to by both parties. Written notice of renewal
shall be provided to the Service Provider and mailed no later than thirty (30) days prior to
contract end.
5. Delay. If either party is prevented in whole or in part from performing its obligations by
unforeseeable causes beyond its reasonable control and without its fault or negligence, then
the party so prevented shall be excused from whatever performance is prevented by such
cause. To the extent that the performance is actually prevented, the Service Provider must
provide written notice to the City of such condition within fifteen (15) days from the onset of
such condition.
6. Early Termination by City/Notice. Notwithstanding the time periods contained herein, the
City may terminate this Agreement at any time without cause by providing written notice of
RFP 8625 Custodial Services for Transfort Facilities
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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:
Service Provider: City: Copy to:
Attn:
City of Fort Collins
Attn:
PO Box 580
Fort Collins, CO 80522
City of Fort Collins
Attn: Purchasing Dept.
PO Box 580
Fort Collins, CO 80522
In the event of early termination by the City, the Service Provider shall be paid for services
rendered to the date of termination, subject only to the satisfactory performance of the
Service Provider's obligations under this Agreement. Such payment shall be the Service
Provider's sole right and remedy for such termination.
7. Contract Sum. The City shall pay the Service Provider for the performance of this Contract,
subject to additions and deletions provided herein, ($ ) as per the attached
Exhibit " ", consisting of page , and incorporated herein by this reference.
8. City Representative. The City will designate, prior to commencement of the work, its
representative who shall make, within the scope of his or her authority, all necessary and
proper decisions with reference to the services provided under this agreement. All requests
concerning this agreement shall be directed to the City Representative.
9. Independent Service provider. The services to be performed by Service Provider are those
of an independent service provider and not of an employee of the City of Fort Collins. The
City shall not be responsible for withholding any portion of Service Provider's compensation
hereunder for the payment of FICA, Workmen's Compensation or other taxes or benefits or
for any other purpose.
10. Subcontractors. Service Provider may not subcontract any of the Work set forth in the
Exhibit A, Statement of Work without the prior written consent of the city, which shall not be
unreasonably withheld. If any of the Work is subcontracted hereunder (with the consent of
the City), then the following provisions shall apply: (a) the subcontractor must be a reputable,
qualified firm with an established record of successful performance in its respective trade
performing identical or substantially similar work, (b) the subcontractor will be required to
comply with all applicable terms of this Agreement, (c) the subcontract will not create any
contractual relationship between any such subcontractor and the City, nor will it obligate the
City to pay or see to the payment of any subcontractor, and (d) the work of the subcontractor
will be subject to inspection by the City to the same extent as the work of the Service
Provider.
11. 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
RFP 8625 Custodial Services for Transfort Facilities
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responsibilities nor delegate any duties arising under the Agreement without the prior written
consent of the City.
12. 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.
13. Warranty.
a. Service Provider warrants that all work performed hereunder shall be performed with the
highest degree of competence and care in accordance with accepted standards for work
of a similar nature.
b. Unless otherwise provided in the Agreement, all materials and equipment incorporated
into any work shall be new and, where not specified, of the most suitable grade of their
respective kinds for their intended use, and all workmanship shall be acceptable to City.
c. Service Provider warrants all equipment, materials, labor and other work, provided under
this Agreement, except City-furnished materials, equipment and labor, against defects
and nonconformances in design, materials and workmanship/workwomanship for a
period beginning with the start of the work and ending twelve (12) months from and after
final acceptance under the Agreement, regardless whether the same were furnished or
performed by Service Provider or by any of its subcontractors of any tier. Upon receipt
of written notice from City of any such defect or nonconformances, the affected item or
part thereof shall be redesigned, repaired or replaced by Service Provider in a manner
and at a time acceptable to City.
14. 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.
15. 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.
16. 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.
17. Indemnity/Insurance.
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a. The Service Provider agrees to indemnify and save harmless the City, its officers, agents
and employees against and from any and all actions, suits, claims, demands or liability
of any character whatsoever brought or asserted for injuries to or death of any person
or persons, or damages to property arising out of, result from or occurring in connection
with the performance of any service hereunder.
b. The Service Provider shall take all necessary precautions in performing the work
hereunder to prevent injury to persons and property.
c. Without limiting any of the Service Provider's obligations hereunder, the Service Provider
shall provide and maintain insurance coverage naming the City as an additional insured
under this Agreement of the type and with the limits specified within Exhibit ,
consisting of one (1) page, attached hereto and incorporated herein by this reference.
The Service Provider before commencing services hereunder, shall deliver to the City's
Purchasing Director, 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.
18. 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.
19. 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.
20. 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
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.
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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.
21. Special Provisions. Special provisions or conditions relating to the services to be performed
pursuant to this Agreement are set forth in Exhibit " " - Confidentiality, consisting of
one (1) page, and Exhibit " " – Federal Terms & Conditions, consisting of eighteen (18)
pages attached hereto and incorporated herein by this reference.
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THE CITY OF FORT COLLINS, COLORADO
By:
Gerry Paul
Purchasing Director
DATE:
ATTEST:
APPROVED AS TO FORM:
SERVICE PROVIDER'S NAME
By:
Printed:
Title:
CORPORATE PRESIDENT OR VICE PRESIDENT
Date:
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EXHIBIT
INSURANCE REQUIREMENTS
1. The Service Provider will provide, from insurance companies acceptable to the City, the
insurance coverage designated hereinafter and pay all costs. Before commencing work
under this bid, the Service Provider shall furnish the City with certificates of insurance
showing the type, amount, class of operations covered, effective dates and date of
expiration of policies, and containing substantially the following statement:
“The insurance evidenced by this Certificate will not reduce coverage or limits and
will not be cancelled, except after thirty (30) days written notice has been received
by the City of Fort Collins.”
In case of the breach of any provision of the Insurance Requirements, the City, at its
option, may take out and maintain, at the expense of the Service Provider, such
insurance as the City may deem proper and may deduct the cost of such insurance from
any monies which may be due or become due the Service Provider under this
Agreement. The City, its officers, agents and employees shall be named as additional
insureds on the Service Provider 's general liability and automobile liability insurance
policies for any claims arising out of work performed under this Agreement.
2. Insurance coverages shall be as follows:
A. Workers' Compensation & Employer's Liability. The Service Provider shall
maintain during the life of this Agreement for all of the Service Provider's
employees engaged in work performed under this agreement:
1. Workers' Compensation insurance with statutory limits as required by
Colorado law.
2. Employer's Liability insurance with limits of $100,000 per accident,
$500,000 disease aggregate, and $100,000 disease each employee.
B. Commercial General & Vehicle Liability. The Service Provider shall maintain
during the life of this Agreement such commercial general liability and automobile
liability insurance as will provide coverage for damage claims of personal injury,
including accidental death, as well as for claims for property damage, which may
arise directly or indirectly from the performance of work under this Agreement.
Coverage for property damage shall be on a "broad form" basis. The amount of
insurance for each coverage, Commercial General and Vehicle, shall not be less
than $1,000,000 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.
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EXHIBIT
CONFIDENTIALITY
IN CONNECTION WITH SERVICES provided to the City of Fort Collins (the “City”) pursuant to
this Agreement (the “Agreement”), the Service Provider hereby acknowledges that it has been
informed that the City has established policies and procedures with regard to the handling of
confidential information and other sensitive materials.
In consideration of access to certain information, data and material (hereinafter individually and
collectively, regardless of nature, referred to as “information”) that are the property of and/or relate
to the City or its employees, customers or suppliers, which access is related to the performance
of services that the Service Provider has agreed to perform, the Service Provider hereby
acknowledges and agrees as follows:
That information that has or will come into its possession or knowledge in connection with the
performance of services for the City may be confidential and/or proprietary. The Service Provider
agrees to treat as confidential (a) all information that is owned by the City, or that relates to the
business of the City, or that is used by the City in carrying on business, and (b) all information
that is proprietary to a third party (including but not limited to customers and suppliers of the City).
The Service Provider shall not disclose any such information to any person not having a legitimate
need-to-know for purposes authorized by the City. Further, the Service Provider shall not use
such information to obtain any economic or other benefit for itself, or any third party, except as
specifically authorized by the City.
The foregoing to the contrary notwithstanding, the Service Provider understands that it shall have
no obligation under this Agreement with respect to information and material that (a) becomes
generally known to the public by publication or some means other than a breach of duty of this
Agreement, or (b) is required by law, regulation or court order to be disclosed, provided that the
request for such disclosure is proper and the disclosure does not exceed that which is required.
In the event of any disclosure under (b) above, the Service Provider shall furnish a copy of this
Agreement to anyone to whom it is required to make such disclosure and shall promptly advise
the City in writing of each such disclosure.
In the event that the Service Provider ceases to perform services for the City, or the City so
requests for any reason, the Service Provider shall promptly return to the City any and all
information described hereinabove, including all copies, notes and/or summaries (handwritten or
mechanically produced) thereof, in its possession or control or as to which it otherwise has
access.
The Service Provider understands and agrees that the City’s remedies at law for a breach of the
Service Provider’s obligations under this Confidentiality Agreement may be inadequate and that
the City shall, in the event of any such breach, be entitled to seek equitable relief (including without
limitation preliminary and permanent injunctive relief and specific performance) in addition to all
other remedies provided hereunder or available at law.
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EXHIBIT
FEDERAL TERMS & CONDITIONS
1. NO GOVERNMENT OBLIGATION TO THIRD PARTIES
Applicability to Contracts
Applicable to all contracts.
Flow Down
Not required by statute or regulation for either primary contractors or subcontractors, this
concept should flow down to all levels to clarify, to all parties to the contract, that the Federal
Government does not have contractual liability to third parties, absent specific written
consent.
Model Clause/Language
While no specific language is required, FTA has developed the following language.
No Obligation by the Federal Government.
(1) The Purchaser and Contractor acknowledge and agree that, notwithstanding any
concurrence by the Federal Government in or approval of the solicitation or award of the
underlying contract, absent the express written consent by the Federal Government, the
Federal Government is not a party to this contract and shall not be subject to any
obligations or liabilities to the Purchaser, Contractor, or any other party (whether or not
a party to that contract) pertaining to any matter resulting from the underlying contract.
2. PROGRAM FRAUD AND FALSE OR FRAUDULENT STATEMENTS AND RELATED
ACTS
(31 U.S.C. 3801 et seq. 49 CFR Part 31 18 U.S.C. 1001 49 U.S.C. 5307)
Applicability to Contracts
These requirements are applicable to all contracts.
Flow Down
These requirements flow down to contractors and subcontractors who make, present, or
submit covered claims and statements.
Model Clause/Language
These requirements have no specified language, so FTA proffers the following language.
Program Fraud and False or Fraudulent Statements or Related Acts.
(1) The Contractor acknowledges that the provisions of the Program Fraud Civil Remedies
Act of 1986, as amended, 31 U.S.C. § 3801 et seq. and U.S. DOT regulations, "Program
Fraud Civil Remedies," 49 C.F.R. Part 31, apply to its actions pertaining to this Project.
Upon execution of the underlying contract, the Contractor certifies or affirms the
truthfulness and accuracy of any statement it has made, it makes, it may make, or
causes to be made, pertaining to the underlying contract or the FTA assisted project for
which this contract work is being performed. In addition to other penalties that may be
applicable, the Contractor further acknowledges that if it makes, or causes to be made,
a false, fictitious, or fraudulent claim, statement, submission, or certification, the Federal
Government reserves the right to impose the penalties of the Program Fraud Civil
Remedies Act of 1986 on the Contractor to the extent the Federal Government deems
appropriate.
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(2) The Contractor also acknowledges that if it makes, or causes to be made, a false, fictitious,
or fraudulent claim, statement, submission, or certification to the Federal Government
under a contract connected with a project that is financed in whole or in part with Federal
assistance originally awarded by FTA under the authority of 49 U.S.C. § 5307, the
Government reserves the right to impose the penalties of 18 U.S.C. § 1001 and 49 U.S.C.
§ 5307(n)(1) on the Contractor, to the extent the Federal Government deems appropriate.
(3) The Contractor agrees to include the above two clauses in each subcontract financed in
whole or in part with Federal assistance provided by FTA. It is further agreed that the
clauses shall not be modified, except to identify the subcontractor who will be subject to
the provisions.
3. ACCESS TO RECORDS AND REPORTS
(49 U.S.C. 5325, 18 CFR 18.36 (i), 49 CFR 633.17)
Applicability to Contracts
Reference Chart "Requirements for Access to Records and Reports by Type of Contracts"
Flow Down
FTA does not require the inclusion of these requirements in subcontracts.
Model Clause/Language
The specified language is not mandated by the statutes or regulations referenced, but the
language provided paraphrases the statutory or regulatory language.
Access to Records - The following access to records requirements apply to this Contract:
1. Where the Purchaser is not a State but a local government and is the FTA Recipient or
a subgrantee of the FTA Recipient in accordance with 49 C.F.R. 18.36(i), the Contractor
agrees to provide the Purchaser, the FTA Administrator, the Comptroller General of the
United States or any of their authorized representatives access to any books,
documents, papers and records of the Contractor which are directly pertinent to this
contract for the purposes of making audits, examinations, excerpts and transcriptions.
Contractor also agrees, pursuant to 49 C.F.R. 633.17 to provide the FTA Administrator
or his authorized representatives including any PMO Contractor access to Contractor's
records and construction sites pertaining to a major capital project, defined at 49 U.S.C.
5302(a)1, which is receiving federal financial assistance through the programs described
at 49 U.S.C. 5307, 5309 or 5311.
2. Where the Purchaser is a State and is the FTA Recipient or a subgrantee of the FTA
Recipient in accordance with 49 C.F.R. 633.17, Contractor agrees to provide the
Purchaser, the FTA Administrator or his authorized representatives, including any PMO
Contractor, access to the Contractor's records and construction sites pertaining to a
major capital project, defined at 49 U.S.C. 5302(a)1, which is receiving federal financial
assistance through the programs described at 49 U.S.C. 5307, 5309 or 5311. By
definition, a major capital project excludes contracts of less than the simplified
acquisition threshold currently set at $100,000.
3. Where the Purchaser enters into a negotiated contract for other than a small purchase
or under the simplified acquisition threshold and is an institution of higher education, a
hospital or other non-profit organization and is the FTA Recipient or a subgrantee of the
FTA Recipient in accordance with 49 C.F.R. 19.48, Contractor agrees to provide the
Purchaser, FTA Administrator, the Comptroller General of the United States or any of
RFP 8625 Custodial Services for Transfort Facilities
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their duly authorized representatives with access to any books, documents, papers and
record of the Contractor which are directly pertinent to this contract for the purposes of
making audits, examinations, excerpts and transcriptions.
4. Where any Purchaser which is the FTA Recipient or a subgrantee of the FTA Recipient
in accordance with 49 U.S.C. 5325(a) enters into a contract for a capital project or
improvement (defined at 49 U.S.C. 5302(a)1) through other than competitive bidding,
the Contractor shall make available records related to the contract to the Purchaser, the
Secretary of Transportation and the Comptroller General or any authorized officer or
employee of any of them for the purposes of conducting an audit and inspection.
5. The Contractor agrees to permit any of the foregoing parties to reproduce by any means
whatsoever or to copy excerpts and transcriptions as reasonably needed.
6. The Contractor agrees to maintain all books, records, accounts and reports required
under this contract for a period of not less than three years after the date of termination
or expiration of this contract, except in the event of litigation or settlement of claims
arising from the performance of this contract, in which case Contractor agrees to
maintain same until the Purchaser, the FTA Administrator, the Comptroller General, or
any of their duly authorized representatives, have disposed of all such litigation, appeals,
claims or exceptions related thereto. Reference 49 CFR 18.39(i)(11).
7. FTA does not require the inclusion of these requirements in subcontracts.
Requirements for Access to Records and Reports by Types of Contract
Contract
Characteristics
Operational
Service
Contract
Turnkey Construction Architectural
Engineering
Acquisition
of Rolling
Stock
Professional
Services
I State Grantees
a. Contracts
below SAT
($100,000)
b. Contracts
above
$100,000/Capital
Projects
None
None
unless1 non-
competitive
award
Those imposed
on state pass
thru to
Contractor
None
Yes, if non-
competitive
award or if
funded thru2
5307/5309/53
11
None
None unless
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4. FEDERAL CHANGES
(49 CFR Part 18)
Applicability to Contracts
The Federal Changes requirement applies to all contracts.
Flow Down
The Federal Changes requirement flows down appropriately to each applicable changed
requirement.
Model Clause/Language
No specific language is mandated. The following language has been developed by FTA.
Federal Changes - Contractor shall at all times comply with all applicable FTA regulations,
policies, procedures and directives, including without limitation those listed directly or by
reference in the Master Agreement between Purchaser and FTA, as they may be amended
or promulgated from time to time during the term of this contract. Contractor's failure to so
comply shall constitute a material breach of this contract.
5. CIVIL RIGHTS REQUIREMENTS
(29 U.S.C. § 623, 42 U.S.C. § 2000 42 U.S.C. § 6102, 42 U.S.C. § 12112 42 U.S.C. § 12132,
49 U.S.C. § 5332 29 CFR Part 1630, 41 CFR Parts 60 et seq.)
Applicability to Contracts
The Civil Rights Requirements apply to all contracts.
Flow Down
The Civil Rights requirements flow down to all third party contractors and their contracts at
every tier.
Model Clause/Language
The following clause was predicated on language contained at 49 CFR Part 19, Appendix
A, but FTA has shortened the lengthy text.
Civil Rights - The following requirements apply to the underlying contract:
(1) Nondiscrimination - In accordance with Title VI of the Civil Rights Act, as amended, 42
U.S.C. § 2000d, section 303 of the Age Discrimination Act of 1975, as amended, 42
U.S.C. § 6102, section 202 of the Americans with Disabilities Act of 1990, 42 U.S.C. §
12132, and Federal transit law at 49 U.S.C. § 5332, the Contractor agrees that it will not
discriminate against any employee or applicant for employment because of race, color,
creed, national origin, sex, age, or disability. In addition, the Contractor agrees to comply
with applicable Federal implementing regulations and other implementing requirements
FTA may issue.
(2) Equal Employment Opportunity - The following equal employment opportunity
requirements apply to the underlying contract:
(a) Race, Color, Creed, National Origin, Sex - In accordance with Title VII of the Civil
Rights Act, as amended, 42 U.S.C. § 2000e, and Federal transit laws at 49 U.S.C.
§ 5332, the Contractor agrees to comply with all applicable equal employment
opportunity requirements of U.S. Department of Labor (U.S. DOL) regulations,
"Office of Federal Contract Compliance Programs, Equal Employment Opportunity,
Department of Labor," 41 C.F.R. Parts 60 et seq., (which implement Executive Order
No. 11246, "Equal Employment Opportunity," as amended by Executive Order No.
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11375, "Amending Executive Order 11246 Relating to Equal Employment
Opportunity," 42 U.S.C. § 2000e note), and with any applicable Federal statutes,
executive orders, regulations, and Federal policies that may in the future affect
construction activities undertaken in the course of the Project. The Contractor
agrees to take affirmative action to ensure that applicants are employed, and that
employees are treated during employment, without regard to their race, color, creed,
national origin, sex, or age. Such action shall include, but not be limited to, the
following: employment, upgrading, demotion or transfer, recruitment or recruitment
advertising, layoff or termination; rates of pay or other forms of compensation; and
selection for training, including apprenticeship. In addition, the Contractor agrees to
comply with any implementing requirements FTA may issue.
(b) Age - In accordance with section 4 of the Age Discrimination in Employment Act of
1967, as amended, 29 U.S.C. § § 623 and Federal transit law at 49 U.S.C. § 5332,
the Contractor agrees to refrain from discrimination against present and prospective
employees for reason of age. In addition, the Contractor agrees to comply with any
implementing requirements FTA may issue.
(c) Disabilities - In accordance with section 102 of the Americans with Disabilities Act,
as amended, 42 U.S.C. § 12112, the Contractor agrees that it will comply with the
requirements of U.S. Equal Employment Opportunity Commission, "Regulations to
Implement the Equal Employment Provisions of the Americans with Disabilities Act,"
29 C.F.R. Part 1630, pertaining to employment of persons with disabilities. In
addition, the Contractor agrees to comply with any implementing requirements FTA
may issue.
(3) The Contractor also agrees to include these requirements in each subcontract financed
in whole or in part with Federal assistance provided by FTA, modified only if necessary
to identify the affected parties.
6. INCORPORATION OF FEDERAL TRANSIT ADMINISTRATION (FTA) TERMS
(FTA Circular 4220.1E)
Applicability to Contracts
The incorporation of FTA terms applies to all contracts.
Flow Down
The incorporation of FTA terms has unlimited flow down.
Model Clause/Language
FTA has developed the following incorporation of terms language:
Incorporation of Federal Transit Administration (FTA) Terms - The preceding provisions
include, in part, certain Standard Terms and Conditions required by DOT, whether or not
expressly set forth in the preceding contract provisions. All contractual provisions required
by DOT, as set forth in FTA Circular 4220.1E, are hereby incorporated by reference.
Anything to the contrary herein notwithstanding, all FTA mandated terms shall be deemed
to control in the event of a conflict with other provisions contained in this Agreement. The
Contractor shall not perform any act, fail to perform any act, or refuse to comply with any
(name of grantee) requests which would cause (name of grantee) to be in violation of the
FTA terms and conditions.
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7. ENERGY CONSERVATION REQUIREMENTS
(42 U.S.C. 6321 et seq. 49 CFR Part 18)
Applicability to Contracts
The Energy Conservation requirements are applicable to all contracts.
Flow Down
The Energy Conservation requirements extend to all third party contractors and their
contracts at every tier and subrecipients and their subagreements at every tier.
Model Clause/Language
No specific clause is recommended in the regulations because the Energy Conservation
requirements are so dependent on the state energy conservation plan. The following
language has been developed by FTA:
Energy Conservation - The contractor agrees to comply with mandatory standards and
policies relating to energy efficiency which are contained in the state energy conservation
plan issued in compliance with the Energy Policy and Conservation Act.
8. TERMINATION
(49 U.S.C. Part 18 FTA Circular 4220.1E)
Applicability to Contracts
All contracts (with the exception of contracts with nonprofit organizations and institutions of
higher education,) in excess of $10,000 shall contain suitable provisions for termination by
the grantee including the manner by which it will be effected and the basis for settlement.
(For contracts with nonprofit organizations and institutions of higher education the threshold
is $100,000.) In addition, such contracts shall describe conditions under which the contract
may be terminated for default as well as conditions where the contract may be terminated
because of circumstances beyond the control of the contractor.
Flow Down
The termination requirements flow down to all contracts in excess of $10,000, with the
exception of contracts with nonprofit organizations and institutions of higher learning.
Model Clause/Language
FTA does not prescribe the form or content of such clauses. The following are suggestions
of clauses to be used in different types of contracts:
a. Termination for Convenience (General Provision) The (Recipient) may terminate this
contract, in whole or in part, at any time by written notice to the Contractor when it is in
the Government's best interest. The Contractor shall be paid its costs, including contract
close-out costs, and profit on work performed up to the time of termination. The
Contractor shall promptly submit its termination claim to (Recipient) to be paid the
Contractor. If the Contractor has any property in its possession belonging to the
(Recipient), the Contractor will account for the same, and dispose of it in the manner the
(Recipient) directs.
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b. Termination for Default [Breach or Cause] (General Provision) If the Contractor
does not deliver supplies in accordance with the contract delivery schedule, or, if the
contract is for services, the Contractor fails to perform in the manner called for in the
contract, or if the Contractor fails to comply with any other provisions of the contract, the
(Recipient) may terminate this contract for default. Termination shall be effected by
serving a notice of termination on the contractor setting forth the manner in which the
Contractor is in default. The contractor will only be paid the contract price for supplies
delivered and accepted, or services performed in accordance with the manner of
performance set forth in the contract.
If it is later determined by the (Recipient) that the Contractor had an excusable reason
for not performing, such as a strike, fire, or flood, events which are not the fault of or are
beyond the control of the Contractor, the (Recipient), after setting up a new delivery of
performance schedule, may allow the Contractor to continue work, or treat the
termination as a termination for convenience.
c. Opportunity to Cure (General Provision) The (Recipient) in its sole discretion may, in
the case of a termination for breach or default, allow the Contractor [an appropriately
short period of time] in which to cure the defect. In such case, the notice of termination
will state the time period in which cure is permitted and other appropriate conditions
If Contractor fails to remedy to (Recipient)'s satisfaction the breach or default of any of
the terms, covenants, or conditions of this Contract within [ten (10) days] after receipt by
Contractor of written notice from (Recipient) setting forth the nature of said breach or
default, (Recipient) shall have the right to terminate the Contract without any further
obligation to Contractor. Any such termination for default shall not in any way operate
to preclude (Recipient) from also pursuing all available remedies against Contractor and
its sureties for said breach or default.
d. Waiver of Remedies for any Breach In the event that (Recipient) elects to waive its
remedies for any breach by Contractor of any covenant, term or condition of this
Contract, such waiver by (Recipient) shall not limit (Recipient)'s remedies for any
succeeding breach of that or of any other term, covenant, or condition of this Contract.
e. Termination for Convenience (Professional or Transit Service Contracts) The
(Recipient), by written notice, may terminate this contract, in whole or in part, when it is
in the Government's interest. If this contract is terminated, the Recipient shall be liable
only for payment under the payment provisions of this contract for services rendered
before the effective date of termination.
f. Termination for Default (Supplies and Service) If the Contractor fails to deliver supplies
or to perform the services within the time specified in this contract or any extension or if
the Contractor fails to comply with any other provisions of this contract, the (Recipient)
may terminate this contract for default. The (Recipient) shall terminate by delivering to
the Contractor a Notice of Termination specifying the nature of the default. The
Contractor will only be paid the contract price for supplies delivered and accepted, or
services performed in accordance with the manner or performance set forth in this
contract.
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If, after termination for failure to fulfill contract obligations, it is determined that the
Contractor was not in default, the rights and obligations of the parties shall be the same
as if the termination had been issued for the convenience of the Recipient.
g. Termination for Default (Transportation Services) If the Contractor fails to pick up the
commodities or to perform the services, including delivery services, within the time
specified in this contract or any extension or if the Contractor fails to comply with any
other provisions of this contract, the (Recipient) may terminate this contract for default.
The (Recipient) shall terminate by delivering to the Contractor a Notice of Termination
specifying the nature of default. The Contractor will only be paid the contract price for
services performed in accordance with the manner of performance set forth in this
contract.
If this contract is terminated while the Contractor has possession of Recipient goods,
the Contractor shall, upon direction of the (Recipient), protect and preserve the goods
until surrendered to the Recipient or its agent. The Contractor and (Recipient) shall
agree on payment for the preservation and protection of goods. Failure to agree on an
amount will be resolved under the Dispute clause.
If, after termination for failure to fulfill contract obligations, it is determined that the
Contractor was not in default, the rights and obligations of the parties shall be the same
as if the termination had been issued for the convenience of the (Recipient).
h. Termination for Default (Construction) If the Contractor refuses or fails to prosecute
the work or any separable part, with the diligence that will insure its completion within
the time specified in this contract or any extension or fails to complete the work within
this time, or if the Contractor fails to comply with any other provisions of this contract,
the (Recipient) may terminate this contract for default. The (Recipient) shall terminate
by delivering to the Contractor a Notice of Termination specifying the nature of the
default. In this event, the Recipient may take over the work and compete it by contract
or otherwise, and may take possession of and use any materials, appliances, and plant
on the work site necessary for completing the work. The Contractor and its sureties
shall be liable for any damage to the Recipient resulting from the Contractor's refusal or
failure to complete the work within specified time, whether or not the Contractor's right
to proceed with the work is terminated. This liability includes any increased costs
incurred by the Recipient in completing the work.
The Contractor's right to proceed shall not be terminated nor the Contractor charged
with damages under this clause if-
1. the delay in completing the work arises from unforeseeable causes beyond the
control and without the fault or negligence of the Contractor. Examples of such
causes include: acts of God, acts of the Recipient, acts of another Contractor in the
performance of a contract with the Recipient, epidemics, quarantine restrictions,
strikes, freight embargoes; and
2. the contractor, within [10] days from the beginning of any delay, notifies the
(Recipient) in writing of the causes of delay. If in the judgment of the (Recipient),
the delay is excusable, the time for completing the work shall be extended. The
judgment of the (Recipient) shall be final and conclusive on the parties, but subject
to appeal under the Disputes clauses.
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If, after termination of the Contractor's right to proceed, it is determined that the
Contractor was not in default, or that the delay was excusable, the rights and obligations
of the parties will be the same as if the termination had been issued for the convenience
of the Recipient.
i. Termination for Convenience or Default (Architect and Engineering) The
(Recipient) may terminate this contract in whole or in part, for the Recipient's
convenience or because of the failure of the Contractor to fulfill the contract obligations.
The (Recipient) shall terminate by delivering to the Contractor a Notice of Termination
specifying the nature, extent, and effective date of the termination. Upon receipt of the
notice, the Contractor shall (1) immediately discontinue all services affected (unless the
notice directs otherwise), and (2) deliver to the Contracting Officer all data, drawings,
specifications, reports, estimates, summaries, and other information and materials
accumulated in performing this contract, whether completed or in process.
If the termination is for the convenience of the Recipient, the Contracting Officer shall
make an equitable adjustment in the contract price but shall allow no anticipated profit
on unperformed services.
If the termination is for failure of the Contractor to fulfill the contract obligations, the
Recipient may complete the work by contact or otherwise and the Contractor shall be
liable for any additional cost incurred by the Recipient.
If, after termination for failure to fulfill contract obligations, it is determined that the
Contractor was not in default, the rights and obligations of the parties shall be the same
as if the termination had been issued for the convenience of the Recipient.
j. Termination for Convenience of Default (Cost-Type Contracts) The (Recipient) may
terminate this contract, or any portion of it, by serving a notice or termination on the
Contractor. The notice shall state whether the termination is for convenience of the
(Recipient) or for the default of the Contractor. If the termination is for default, the notice
shall state the manner in which the contractor has failed to perform the requirements of
the contract. The Contractor shall account for any property in its possession paid for
from funds received from the (Recipient), or property supplied to the Contractor by the
(Recipient). If the termination is for default, the (Recipient) may fix the fee, if the contract
provides for a fee, to be paid the contractor in proportion to the value, if any, of work
performed up to the time of termination. The Contractor shall promptly submit its
termination claim to the (Recipient) and the parties shall negotiate the termination
settlement to be paid the Contractor.
If the termination is for the convenience of the (Recipient), the Contractor shall be paid
its contract close-out costs, and a fee, if the contract provided for payment of a fee, in
proportion to the work performed up to the time of termination.
If, after serving a notice of termination for default, the (Recipient) determines that the
Contractor has an excusable reason for not performing, such as strike, fire, flood, events
which are not the fault of and are beyond the control of the contractor, the (Recipient),
after setting up a new work schedule, may allow the Contractor to continue work, or treat
the termination as a termination for convenience.
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9. GOVERNMENT-WIDE DEBARMENT AND SUSPENSION (NONPROCUREMENT)
Background and Applicability
In conjunction with the Office of Management and Budget and other affected Federal
agencies, DOT published an update to 49 CFR Part 29 on November 26, 2003. This
government-wide regulation implements Executive Order 12549, Debarment and
Suspension, Executive Order 12689, Debarment and Suspension, and 31 U.S.C. 6101 note
(Section 2455, Public Law 103-355, 108 Stat. 3327).
The provisions of Part 29 apply to all grantee contracts and subcontracts at any level
expected to equal or exceed $25,000 as well as any contract or subcontract (at any level)
for Federally required auditing services. 49 CFR 29.220(b). This represents a change from
prior practice in that the dollar threshold for application of these rules has been lowered from
$100,000 to $25,000. These are contracts and subcontracts referred to in the regulation as
“covered transactions.”
Grantees, contractors, and subcontractors (at any level) that enter into covered transactions
are required to verify that the entity (as well as its principals and affiliates) they propose to
contract or subcontract with is not excluded or disqualified. They do this by (a) Checking
the Excluded Parties List System, (b) Collecting a certification from that person, or (c)
Adding a clause or condition to the contract or subcontract. This represents a change from
prior practice in that certification is still acceptable but is no longer required. 49 CFR 29.300.
Grantees, contractors, and subcontractors who enter into covered transactions also must
require the entities they contract with to comply with 49 CFR 29, subpart C and include this
requirement in their own subsequent covered transactions (i.e., the requirement flows down
to subcontracts at all levels).
Clause Language
The following clause language is suggested, not mandatory. It incorporates the optional
method of verifying that contractors are not excluded or disqualified by certification.
Suspension and Debarment
This contract is a covered transaction for purposes of 49 CFR Part 29. As such, the
contractor is required to verify that none of the contractor, its principals, as defined at 49
CFR 29.995, or affiliates, as defined at 49 CFR 29.905, are excluded or disqualified as
defined at 49 CFR 29.940 and 29.945.
The contractor is required to comply with 49 CFR 29, Subpart C and must include the
requirement to comply with 49 CFR 29, Subpart C in any lower tier covered transaction it
enters into.
By signing and submitting its bid or proposal, the bidder or proposer certifies as follows:
The certification in this clause is a material representation of fact relied upon by the City of
Fort Collins. If it is later determined that the bidder or proposer knowingly rendered an
erroneous certification, in addition to remedies available to the City of Fort Collins, the
Federal Government may pursue available remedies, including but not limited to suspension
and/or debarment. The bidder or proposer agrees to comply with the requirements of 49
CFR 29, Subpart C while this offer is valid and throughout the period of any contract that
may arise from this offer. The bidder or proposer further agrees to include a provision
requiring such compliance in its lower tier covered transactions.
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10. BREACHES AND DISPUTE RESOLUTION
(49 CFR Part 18FTA Circular 4220.1E)
Applicability to Contracts
All contracts in excess of $100,000 shall contain provisions or conditions which will allow for
administrative, contractual, or legal remedies in instances where contractors violate or
breach contract terms, and provide for such sanctions and penalties as may be appropriate.
This may include provisions for bonding, penalties for late or inadequate performance,
retained earnings, liquidated damages or other appropriate measures.
Flow Down
The Breaches and Dispute Resolutions requirements flow down to all tiers.
Model Clauses/Language
FTA does not prescribe the form or content of such provisions. What provisions are
developed will depend on the circumstances and the type of contract. Recipients should
consult legal counsel in developing appropriate clauses. The following clauses are
examples of provisions from various FTA third party contracts.
Disputes - Disputes arising in the performance of this Contract which are not resolved by
agreement of the parties shall be decided in writing by the authorized representative of
(Recipient)'s [title of employee]. This decision shall be final and conclusive unless within
[ten (10)] days from the date of receipt of its copy, the Contractor mails or otherwise
furnishes a written appeal to the [title of employee]. In connection with any such appeal, the
Contractor shall be afforded an opportunity to be heard and to offer evidence in support of
its position. The decision of the [title of employee] shall be binding upon the Contractor and
the Contractor shall abide be the decision.
Performance During Dispute - Unless otherwise directed by (Recipient), Contractor shall
continue performance under this Contract while matters in dispute are being resolved.
Claims for Damages - Should either party to the Contract suffer injury or damage to person
or property because of any act or omission of the party or of any of his employees, agents
or others for whose acts he is legally liable, a claim for damages therefor shall be made in
writing to such other party within a reasonable time after the first observance of such injury
of damage.
Remedies - Unless this contract provides otherwise, all claims, counterclaims, disputes and
other matters in question between the (Recipient) and the Contractor arising out of or
relating to this agreement or its breach will be decided by arbitration if the parties mutually
agree, or in a court of competent jurisdiction within the State in which the (Recipient) is
located.
Rights and Remedies - The duties and obligations imposed by the Contract Documents
and the rights and remedies available thereunder shall be in addition to and not a limitation
of any duties, obligations, rights and remedies otherwise imposed or available by law. No
action or failure to act by the (Recipient), (Architect) or Contractor shall constitute a waiver
of any right or duty afforded any of them under the Contract, nor shall any such action or
failure to act constitute an approval of or acquiescence in any breach thereunder, except as
may be specifically agreed in writing.
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11. LOBBYING
(31 U.S.C. 1352 49 CFR Part 19 49 CFR Part 20)
Applicability to Contracts
The Lobbying requirements apply to Construction/Architectural and Engineering/Acquisition
of Rolling Stock/Professional Service Contract/Operational Service Contract/Turnkey
contracts.
Flow Down
The Lobbying requirements mandate the maximum flow down, pursuant to Byrd Anti-
Lobbying Amendment, 31 U.S.C. § 1352(b)(5) and 49 C.F.R. Part 19, Appendix A, Section
7.
Mandatory Clause/Language
Clause and specific language therein are mandated by 49 CFR Part 19, Appendix A.
Modifications have been made to the Clause pursuant to Section 10 of the Lobbying
Disclosure Act of 1995, P.L. 104-65 [to be codified at 2 U.S.C. § 1601, et seq.]
- Lobbying Certification and Disclosure of Lobbying Activities for third party contractors
are mandated by 31 U.S.C. 1352(b)(5), as amended by Section 10 of the Lobbying
Disclosure Act of 1995, and DOT implementing regulation, "New Restrictions on
Lobbying," at 49 CFR § 20.110(d)
- Language in Lobbying Certification is mandated by 49 CFR Part 19, Appendix A, Section
7, which provides that contractors file the certification required by 49 CFR Part 20,
Appendix A.
Modifications have been made to the Lobbying Certification pursuant to Section 10 of the
Lobbying Disclosure Act of 1995.
- Use of "Disclosure of Lobbying Activities," Standard Form-LLL set forth in Appendix B
of 49 CFR Part 20, as amended by "Government wide Guidance For New Restrictions
on Lobbying," 61 Fed. Reg. 1413 (1/19/96) is mandated by 49 CFR Part 20, Appendix
A.
Byrd Anti-Lobbying Amendment, 31 U.S.C. 1352, as amended by the Lobbying
Disclosure Act of 1995, P.L. 104-65 [to be codified at 2 U.S.C. § 1601, et seq.] -
Contractors who apply or bid for an award of $100,000 or more shall file the certification
required by 49 CFR part 20, "New Restrictions on Lobbying." Each tier certifies to the tier
above that it will not and has not used Federal appropriated funds to pay any person or
organization for influencing or attempting to influence an officer or employee of any agency,
a member of Congress, officer or employee of Congress, or an employee of a member of
Congress in connection with obtaining any Federal contract, grant or any other award
covered by 31 U.S.C. 1352. Each tier shall also disclose the name of any registrant under
the Lobbying Disclosure Act of 1995 who has made lobbying contacts on its behalf with non-
Federal funds with respect to that Federal contract, grant or award covered by 31 U.S.C.
1352. Such disclosures are forwarded from tier to tier up to the recipient.
APPENDIX A, 49 CFR PART 20--CERTIFICATION REGARDING LOBBYING
Certification for Contracts, Grants, Loans, and Cooperative Agreements
(To be submitted with each bid or offer exceeding $100,000)
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The undersigned [Contractor] certifies, to the best of his or her knowledge and belief, that:
(1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the
undersigned, to any person for influencing or attempting to influence an officer or
employee of an agency, a Member of Congress, an officer or employee of Congress, or
an employee of a Member of Congress in connection with the awarding of any Federal
contract, the making of any Federal grant, the making of any Federal loan, the entering
into of any cooperative agreement, and the extension, continuation, renewal,
amendment, or modification of any Federal contract, grant, loan, or cooperative
agreement.
(2) If any funds other than Federal appropriated funds have been paid or will be paid to any
person for making lobbying contacts to an officer or employee of any agency, a Member
of Congress, an officer or employee of Congress, or an employee of a Member of
Congress in connection with this Federal contract, grant, loan, or cooperative
agreement, the undersigned shall complete and submit Standard Form--LLL,
"Disclosure Form to Report Lobbying," in accordance with its instructions [as amended
by "Government wide Guidance for New Restrictions on Lobbying," 61 Fed. Reg. 1413
(1/19/96). Note: Language in paragraph (2) herein has been modified in accordance
with Section 10 of the Lobbying Disclosure Act of 1995 (P.L. 104-65, to be codified at 2
U.S.C. 1601, et seq.)]
(3) The undersigned shall require that the language of this certification be included in the
award documents for all subawards at all tiers (including subcontracts, subgrants, and
contracts under grants, loans, and cooperative agreements) and that all subrecipients
shall certify and disclose accordingly.
This certification is a material representation of fact upon which reliance was placed when
this transaction was made or entered into. Submission of this certification is a prerequisite
for making or entering into this transaction imposed by 31, U.S.C. § 1352 (as amended by
the Lobbying Disclosure Act of 1995). Any person who fails to file the required certification
shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for
each such failure.
[Note: Pursuant to 31 U.S.C. § 1352(c)(1)-(2)(A), any person who makes a prohibited
expenditure or fails to file or amend a required certification or disclosure form shall be subject
to a civil penalty of not less than $10,000 and not more than $100,000 for each such
expenditure or failure.]
The Contractor, ________________ ___, certifies or affirms the
truthfulness and accuracy of each statement of its certification and disclosure, if any. In
addition, the Contractor understands and agrees that the provisions of 31 U.S.C. A 3801, et
seq., apply to this certification and disclosure, if any.
__________________________ Signature of Contractor's Authorized Official
__________________________ Name and Title of Contractor's Authorized Official
___________________________ Date
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12. CLEAN AIR
(42 U.S.C. 7401 et seq, 40 CFR 15.61, 49 CFR Part 18)
Applicability to Contracts
The Clean Air requirements apply to all contracts exceeding $100,000, including indefinite
quantities where the amount is expected to exceed $100,000 in any year.
Flow Down
The Clean Air requirements flow down to all subcontracts which exceed $100,000.
Model Clauses/Language
No specific language is required. FTA has proposed the following language.
Clean Air - (1) The Contractor agrees to comply with all applicable standards, orders or
regulations issued pursuant to the Clean Air Act, as amended, 42 U.S.C. §§ 7401 et seq.
The Contractor agrees to report each violation to the Purchaser and understands and
agrees that the Purchaser will, in turn, report each violation as required to assure notification
to FTA and the appropriate EPA Regional Office.
(2) The Contractor also agrees to include these requirements in each subcontract exceeding
$100,000 financed in whole or in part with Federal assistance provided by FTA.
13. CLEAN WATER REQUIREMENTS
(33 U.S.C. 1251)
Applicability to Contracts
The Clean Water requirements apply to each contract and subcontract which exceeds
$100,000.
Flow Down
The Clean Water requirements flow down to FTA recipients and subrecipients at every tier.
Model Clause/Language
While no mandatory clause is contained in the Federal Water Pollution Control Act, as
amended, the following language developed by FTA contains all the mandatory
requirements:
Clean Water - (1) The Contractor agrees to comply with all applicable standards, orders or
regulations issued pursuant to the Federal Water Pollution Control Act, as amended, 33
U.S.C. 1251 et seq. The Contractor agrees to report each violation to the Purchaser and
understands and agrees that the Purchaser will, in turn, report each violation as required to
assure notification to FTA and the appropriate EPA Regional Office.
(2) The Contractor also agrees to include these requirements in each subcontract exceeding
$100,000 financed in whole or in part with Federal assistance provided by FTA.
14. CIVIL RIGHTS REQUIREMENTS
(29 U.S.C. § 623, 42 U.S.C. § 2000 42 U.S.C. § 6102, 42 U.S.C. § 12112 42 U.S.C.
§ 12132, 49 U.S.C. § 5332 29 CFR Part 1630, 41 CFR Parts 60 et seq.)
Applicability to Contracts
The Civil Rights Requirements apply to all contracts.
Flow Down
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The Civil Rights requirements flow down to all third party contractors and their
contracts at every tier.
Model Clause/Language
The following clause was predicated on language contained at 49 CFR Part 19,
Appendix A, but FTA has shortened the lengthy text.
Civil Rights - The following requirements apply to the underlying contract:
(1) Nondiscrimination - In accordance with Title VI of the Civil Rights Act, as
amended, 42 U.S.C. § 2000d, section 303 of the Age Discrimination Act of 1975,
as amended, 42 U.S.C. § 6102, section 202 of the Americans with Disabilities
Act of 1990, 42 U.S.C. § 12132, and Federal transit law at 49 U.S.C. § 5332, the
Contractor agrees that it will not discriminate against any employee or applicant
for employment because of race, color, creed, national origin, sex, age, or
disability. In addition, the Contractor agrees to comply with applicable Federal
implementing regulations and other implementing requirements FTA may issue.
(2) Equal Employment Opportunity - The following equal employment opportunity
requirements apply to the underlying contract:
(a) Race, Color, Creed, National Origin, Sex - In accordance with Title VII of the
Civil Rights Act, as amended, 42 U.S.C. § 2000e, and Federal transit laws at
49 U.S.C. § 5332, the Contractor agrees to comply with all applicable equal
employment opportunity requirements of U.S. Department of Labor (U.S.
DOL) regulations, "Office of Federal Contract Compliance Programs, Equal
Employment Opportunity, Department of Labor," 41 C.F.R. Parts 60 et seq.,
(which implement Executive Order No. 11246, "Equal Employment
Opportunity," as amended by Executive Order No. 11375, "Amending
Executive Order 11246 Relating to Equal Employment Opportunity," 42
U.S.C. § 2000e note), and with any applicable Federal statutes, executive
orders, regulations, and Federal policies that may in the future affect
construction activities undertaken in the course of the Project. The Contractor
agrees to take affirmative action to ensure that applicants are employed, and
that employees are treated during employment, without regard to their race,
color, creed, national origin, sex, or age. Such action shall include, but not
be limited to, the following: employment, upgrading, demotion or transfer,
recruitment or recruitment advertising, layoff or termination; rates of pay or
other forms of compensation; and selection for training, including
apprenticeship. In addition, the Contractor agrees to comply with any
implementing requirements FTA may issue.
(b) Age - In accordance with section 4 of the Age Discrimination in Employment
Act of 1967, as amended, 29 U.S.C. § § 623 and Federal transit law at 49
U.S.C. § 5332, the Contractor agrees to refrain from discrimination against
present and prospective employees for reason of age. In addition, the
Contractor agrees to comply with any implementing requirements FTA may
issue.
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Page 72 of 88
(c) Disabilities - In accordance with section 102 of the Americans with Disabilities
Act, as amended, 42 U.S.C. § 12112, the Contractor agrees that it will comply
with the requirements of U.S. Equal Employment Opportunity Commission,
"Regulations to Implement the Equal Employment Provisions of the
Americans with Disabilities Act," 29 C.F.R. Part 1630, pertaining to
employment of persons with disabilities. In addition, the Contractor agrees to
comply with any implementing requirements FTA may issue.
(d) Special DOL EEO Clause - In addition to the foregoing, when undertaking
“construction” as recognized by the U.S. Department of Labor (U.S. DOL),
the Recipient agrees to comply, and assures that each Third Party
Participant will comply, with: (a) U.S. DOL regulations, “Office of Federal
Contract Compliance Programs, Equal Employment Opportunity,
Department of Labor,” 41 C.F.R. chapter 60, and (b) Executive Order
11246, “Equal Employment Opportunity,” as amended by Executive Order
11375, “Amending Executive Order 11246, Relating to Equal Employment
Opportunity,” 42 U.S.C. § 2000e note.
(3) The Contractor also agrees to include these requirements in each subcontract
financed in whole or in part with Federal assistance provided by FTA, modified
only if necessary to identify the affected parties.
15. DISADVANTAGED BUSINESS ENTERPRISE (DBE)
(49 CFR Part 26)
Background and Applicability
The newest version on the Department of Transportation’s Disadvantaged Business
Enterprise (DBE) program became effective July 16, 2003. The rule provides guidance to
grantees on the use of overall and contract goals, requirement to include DBE provisions in
subcontracts, evaluating DBE participation where specific contract goals have been set,
reporting requirements, and replacement of DBE subcontractors. Additionally, the DBE
program dictates payment terms and conditions (including limitations on retainage)
applicable to all subcontractors regardless of whether they are DBE firms or not.
The DBE program applies to all DOT-assisted contracting activities. A formal clause such
as that below must be included in all contracts above the micro-purchase level. The
requirements of clause subsection b flow down to subcontracts.
A substantial change to the payment provisions in this newest version of Part 26 concerns
retainage (see section 26.29). Grantee choices concerning retainage should be reflected
in the language choices in clause subsection d.
Clause Language
The following clause language is suggested, not mandatory. It incorporates the payment
terms and conditions applicable to all subcontractors based in Part 26 as well as those
related only to DBE subcontractors. The suggested language allows for the options
available to grantees concerning retainage, specific contract goals, and evaluation of DBE
subcontracting participation when specific contract goals have been established.
RFP 8625 Custodial Services for Transfort Facilities
Page 73 of 88
Disadvantaged Business Enterprises
a. This contract is subject to the requirements of Title 49, Code of Federal Regulations, Part
26, Participation by Disadvantaged Business Enterprises in Department of
Transportation Financial Assistance Programs. The national goal for participation of
Disadvantaged Business Enterprises (DBE) is 10%. The agency’s overall goal for DBE
participation is 5 %. A contract goal of N/A % DBE participation has been established
for this procurement.
b. The contractor shall not discriminate on the basis of race, color, national origin, or sex in
the performance of this contract. The contractor shall carry out applicable requirements
of 49 CFR Part 26 in the award and administration of this DOT-assisted contract. Failure
by the contractor to carry out these requirements is a material breach of this contract,
which may result in the termination of this contract or such other remedy as the City of
Fort Collins deems appropriate. Each subcontract the contractor signs with a
subcontractor must include the assurance in this paragraph (see 49 CFR 26.13(b)).
c. Bidders/offerors are required to document sufficient DBE participation to meet these
goals or, alternatively, document adequate good faith efforts to do so, as provided for in
49 CFR 26.53. Award of this contract is conditioned on submission of the following
concurrent with and accompanying sealed bid:
1. The names and addresses of DBE firms that will participate in this contract;
2. A description of the work each DBE will perform;
3. The dollar amount of the participation of each DBE firm participating;
4. Written documentation of the bidder/offeror’s commitment to use a DBE
subcontractor whose participation it submits to meet the contract goal;
5. Written confirmation from the DBE that it is participating in the contract as provided
in the prime contractor’s commitment; and
6. If the contract goal is not met, evidence of good faith efforts to do so.
Bidders must present the information required above as a matter of responsiveness (see
49 CFR 26.53(3)).
{If no separate contract goal has been established, use the following} The
successful bidder/offeror will be required to report its DBE participation obtained through
race-neutral means throughout the period of performance.
d. The contractor is required to pay its subcontractors performing work related to this
contract for satisfactory performance of that work no later than 30 days after the
contractor’s receipt of payment for that work from the City of Fort Collins. In addition,
the contractor may not hold retainage from its subcontractors and is required to return
any retainage payments to those subcontractors within 30 days after the subcontractor's
work related to this contract is satisfactorily completed.
e. The contractor must promptly notify the City of Fort Collins whenever a DBE subcontractor
performing work related to this contract is terminated or fails to complete its work, and
must make good faith efforts to engage another DBE subcontractor to perform at least
the same amount of work. The contractor may not terminate any DBE subcontractor
and perform that work through its own forces or those of an affiliate without prior written
consent of the City of Fort Collins.
RFP 8625 Custodial Services for Transfort Facilities
Page 74 of 88
16. RECYCLED PRODUCTS
(42 U.S.C. 6962, 40 CFR Part 247, Executive Order 12873)
Applicability to Contracts
The Recycled Products requirements apply to all contracts for items designated by the EPA,
when the purchaser or contractor procures $10,000 or more of one of these items during
the fiscal year, or has procured $10,000 or more of such items in the previous fiscal year,
using Federal funds. New requirements for "recovered materials" will become effective May
1, 1996. These new regulations apply to all procurement actions involving items designated
by the EPA, where the procuring agency purchases $10,000 or more of one of these items
in a fiscal year, or when the cost of such items purchased during the previous fiscal year
was $10,000.
Flow Down
These requirements flow down to all to all contractor and subcontractor tiers.
Model Clause/Language
No specific clause is mandated, but FTA has developed the following language.
Recovered Materials - The contractor agrees to comply with all the requirements of Section
6002 of the Resource Conservation and Recovery Act (RCRA), as amended (42 U.S.C.
6962), including but not limited to the regulatory provisions of 40 CFR Part 247, and
Executive Order 12873, as they apply to the procurement of the items designated in Subpart
B of 40 CFR Part 247.
17. CITY OF FORT COLLINS BID PROTEST PROCEDURES
The City of Fort Collins has a protest procedure, covering any phase of solicitation or
award, including but not limited to specification or award. The protest procedures are
available from the Purchasing Department, City of Fort Collins, 215 N. Mason, Street, 2nd
Floor, P. O. Box 580, Fort Collins, CO. 80522. You may also request a copy of the
procedures by emailing: Purchasing@fcgov.com or calling 970-221-6775.
RFP 8625 Custodial Services for Transfort Facilities
Page 75 of 88
V. SUPPLEMENTAL INFORMATION
A. BUILDING LOCATIONS MAP
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RFP 8625 Custodial Services for Transfort Facilities
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B. BUILDING STATISTICS & TASK LISTS
South Transit Center
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Main Transit Center
RFP 8625 Carpet Maintenance for Transfort Facilities Page 79 of 88
DTTC /STC- Task List
Lobby -Corridors-Restroom- Office
Areas
6 Days a week service areas
Day Porter / Matron service areas
Task Frequency*
*if facility service frequency is less frequent than
task service frequency, the task will be completed
at each facility service visit
Entrance and Lobby
Dust horizontal surfaces 8' and under (including window
sills and baseboards). Do not move or cause to be
moved any items weekly
Clean entry doorways, glass, handles, kick plates and
adjacent glass Each visit Each visit x
Clean lobby tables Each visit Each visit x
Spot Clean lobby tables legs and chairs weekly weekly x
Remove waste from receptacles and replace liners if
torn or soiled Each visit Each visit x
Spot vacuum carpeted areas Each visit Each visit
Detail vacuum carpeted areas weekly
Sweep/vacuum and mop hard surface flooring Each visit Daily x
Hallways and Corridors
Remove waste from receptacles and replace liners if
torn or soiled Each visit
Clean drinking fountains, remove any hard water
deposits Each visit
Clean outside surface of waste receptacles weekly
Clean off
Dust mop/vacuum and damp mop hard floor surfaces Each visit
Spot vacuum carpeted areas Each visit
Detail vacuum carpeted areas weekly
RFP 8625 Carpet Maintenance for Transfort Facilities Page 80 of 88
Restrooms
Restock supplies Each visit Daily Daily
Empty waste containers and replace liners Each visit Daily Daily
Clean outside surface of waste container weekly weekly
Clean mirrors, countertops, sinks, fixtures Each visit Daily Daily
Clean toilets and urinals (including seats, base, flush
valves) Each visit Daily Daily
Sweep/vacuum and damp mop floors Each visit Daily
daily spot
mop
Dust partitions, horizontal surfaces weekly
Remove cobwebs on walls/ceiling monthly
Scrub hard surface floors monthly
Pour water down floor drain weekly
Custodial Closet
Clean custodial sink weekly
Rinse clean all mop buckets - do not leave standing
water in buckets Each visit Daily
Organize equipment and supplies Each visit Daily
Place soiled cleaning towels in bin Each visit Daily
Sweep/vacuum and damp mop floors weekly
Maintain SDS book 1xmonth
Offices and Cubicles
Remove waste from receptacles and replace liners if
torn or soiled 1xweek
Detail vacuum carpeted areas 1xweek
Spot vacuum carpeted areas Each visit
Detail vacuum carpeted areas weekly
Dust or clean open area on desk and furniture weekly
Multipurpose Conference Rooms
Remove waste from receptacles and replace liners if
torn or soiled Each visit
Clean outside surface of waste receptacles weekly
Spot clean cleared table tops, (not tables stacked or
stored) Each visit
Spot vacuum and carpeted areas Each visit
Detail vacuum carpeted areas weekly
Break Areas
Restock supplies Each visit Daily Daily
Empty waste containers and replace liners Each visit Daily Daily
RFP 8625 Carpet Maintenance for Transfort Facilities Page 81 of 88
Clean outside surface of waste container weekly
Clean countertops, tabletops, sinks, fixtures / free of
dishes / food etc. Each visit
Sweep/vacuum and damp mop floors Each visit Daily
daily spot
mop
Scrub hard surface floors 1xmonth
Day Porter Staff
day porter will do
this clean around
midday 12:00-1:00pm
Restock restroom supplies Each visit Daily Daily
Empty restroom waste containers and replace liners Each visit Daily Daily
Clean mirrors, countertops, sinks, fixtures Each visit Daily Daily
Clean toilets and urinals (including seats, base, flush
valves) Each visit Daily Daily
Sweep/ and spot mop floors Each visit Daily Daily
Restock breakroom supplies Each visit Daily Daily
Empty breakroom waste containers and replace liners Each visit Daily Daily
Spot clean lobby floors and door glass Each visit Daily Daily
REVIEWED & APPROVED :____________________________
REVIEWED & APPROVED:____________________________
REVIEWED & APPROVED :____________________________
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Transfort Cottage
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Transfort /TF
Cottage- Task List
Lobby -Corridors-Restroom- Offices
Areas
Task Frequency*
*if facility service frequency is less frequent
than task service frequency, the task will be
completed at each facility service visit
Entrance and Lobby
Dust horizontal surfaces 8' and under (including
window sills and baseboards). Do not move or cause
to be moved any items weekly
Remove cobwebs on walls/ceiling monthly
Clean entry doorways, glass, handles, kick plates and
adjacent glass Daily
Remove waste from receptacles and replace liners if
torn or soiled Daily
Spot vacuum carpeted areas Daily
Detail vacuum carpeted areas 1xweek
Sweep/vacuum and mop hard surface flooring Daily
Hallways and Corridors
Remove waste from receptacles and replace liners if
torn or soiled Daily
Clean drinking fountains, remove any hard water
deposits Daily
Clean outside surface of waste receptacles weekly
Dust mop/vacuum and damp mop hard floor
surfaces Daily
Spot vacuum carpeted areas Daily
Detail vacuum carpeted areas 1xweek
Restrooms
RFP 8625 Carpet Maintenance for Transfort Facilities Page 84 of 88
Restock supplies Daily
Empty waste containers and replace liners Daily
Clean outside surface of waste container 1xweek
Clean mirrors, countertops, sinks, fixtures Daily
Clean toilets and urinals (including seats, base, flush
valves) Daily
Sweep/vacuum and damp mop floors Daily
Dust partitions, horizontal surfaces weekly
Remove cobwebs on walls/ceiling monthly
Scrub hard surface floors monthly
Pour water down floor drain weekly
Custodial Closet
Clean custodial sink weekly
Rinse clean all mop buckets - do not leave standing
water in buckets Daily
Organize equipment and supplies Daily
Place soiled cleaning towels in bin Daily
Sweep/vacuum and damp mop floors 1xweek
Maintain SDS book 1xmonth
Offices and Cubicles
Remove waste from receptacles and replace liners if
torn or soiled 1xweek
Detail vacuum carpeted areas 1xweek
Detail vacuum carpeted areas 1xweek
Dust or clean open area on desk and furniture 1xweek
when desk left
open
Multipurpose Conference
Rooms
Remove waste from receptacles and replace liners if
torn or soiled Daily
Spot clean cleared table tops, (not tables stacked or
stored) Daily
Spot vacuum and carpeted areas Daily
Detail vacuum carpeted areas 1xweek
Break Areas
Restock supplies Daily
Empty waste containers and replace liners Daily
Clean countertops, tabletops, sinks, fixtures / free of
dishes / food etc. Daily
RFP 8625 Carpet Maintenance for Transfort Facilities Page 85 of 88
Sweep/vacuum and damp mop floors Daily
REVIEWED & APPROVED :____________________________
REVIEWED & APPROVED:____________________________
REVIEWED & APPROVED :____________________________
RFP 8625 Carpet Maintenance for Transfort Facilities Page 86 of 88
Transfort Portner Road Building
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Transfort Shop- Task
List
Lobby -Corridors-Restroom- Office
Areas
Task Frequency*
*if facility service frequency is less frequent than
task service frequency, the task will be completed
at each facility service visit
Shop Counter Area
Remove waste from receptacles and replace liners if
torn or soiled Daily
Vacuum carpeted area rugs Daily
Sweep/vacuum and mop hard surface flooring Daily
Hallways and Corridors
Dust mop/vacuum and damp mop hard floor surfaces Daily
Vacuum carpeted area rugs Daily
Scrub or buff hard surface floors 1xmonth
Restrooms
Restock supplies Daily
Empty waste containers and replace liners Daily
Clean mirrors, countertops, sinks, fixtures Daily
Clean toilets and urinals (including seats, base, flush
valves) Daily
Sweep/vacuum and damp mop floors Daily
Dust partitions, horizontal surfaces 1xweek
Remove cobwebs on walls/ceiling 1xmonth
Scrub hard surface floors monthly
Pour water down floor drain 1xweek
Custodial Closet
Clean custodial sink 1xweek
RFP 8625 Carpet Maintenance for Transfort Facilities Page 88 of 88
Rinse clean all mop buckets - do not leave standing
water in buckets Daily
Organize equipment and supplies Daily
Place soiled cleaning towels in bin Daily
Sweep/vacuum and damp mop floors 1xweek
Maintain SDS book 1xmonth
Offices and Cubicles
Remove waste from receptacles and replace liners if
torn or soiled 1xweek
Detail vacuum carpeted areas 1xweek
Spot vacuum carpeted areas Daily
Break Areas
Restock supplies Daily
Empty waste containers and replace liners Daily
Clean countertops, tabletops, sinks, fixtures / free of
dishes / food etc. Daily
Sweep/vacuum and damp mop floors Daily
Scrub hard surface floors 1xmonth
REVIEWED & APPROVED :____________________________
REVIEWED & APPROVED:____________________________
REVIEWED & APPROVED :____________________________
non-
competitive
award
None
None unless
non-
competitive
award
None
None unless
non-
competitive
award
II Non State
Grantees
a. Contracts
below SAT
($100,000)
b. Contracts
above
$100,000/Capital
Projects
Yes3
Yes3
Those imposed
on non-state
Grantee pass
thru to
Contractor
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Sources of Authority:
1 49 USC 5325 (a)
2 49 CFR 633.17
3 18 CFR 18.36 (i)