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HomeMy WebLinkAboutRFP - 8933 DAY PORTER CLEANING SERVICESRFP 8933 Day Porter Cleaning Services Page 1 of 52 REQUEST FOR PROPOSAL 8933 DAY PORTER CLEANING SERVICES The City of Fort Collins is requesting proposals from qualified Vendors to provide Day Porter custodial service. The City of Fort Collins will select one vendor to provide the requested services. As part of the City’s commitment to Sustainable Purchasing, proposals submission via email is preferred. Proposals shall be submitted in a single Microsoft Word or PDF file under 20MB and e-mailed to: purchasing@fcgov.com. If electing to submit a hard copy proposal we require one (1) hard copy and one (1) electronic copy on a jump drive to be received at the City of Fort Collins' Purchasing Division, 215 North Mason St., 2nd floor, Fort Collins, Colorado 80524. Proposals must be received before 3:00 p.m. (our clock) on June 21, 2019 and referenced as Proposal No. 8933. 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. Please note, additional time is required for bids mailed to the PO Box to be received at the Purchasing Office. The City encourages all Disadvantaged Business Enterprises (DBEs) to submit proposals in response to all requests for proposals. No individual or business will be discriminated against on the grounds of race, color, sex, or national origin. It is the City’s policy to create a level playing field on which DBEs can compete fairly and to ensure nondiscrimination in the award and administration of all contracts. All questions should be submitted, in writing via email, to Doug Clapp, CPPB, Senior Buyer at dclapp@fcgov.com, with a copy to Jim Pierce, Project Manager, at jipierce@fcgov.com, no later than 5:00 PM MST (our clock) on June 13, 2019. Please format your e-mail to include: RFP 8813 Custodial Services in the subject line. Questions received after this deadline may not be answered. Responses to all questions submitted before the deadline will be addressed in an addendum and posted on the Rocky Mountain E-Purchasing System webpage. Rocky Mountain E-Purchasing System hosted by BidNet A copy of the RFP may be obtained at http://www.bidnetdirect.com/colorado/city-of-fort-collins. Public Viewing Copy: The City is a governmental entity subject to the Colorado Open Records Act, C.R.S. §§ 24-72-200.1 et seq. (“CORA”). Any proposals submitted hereunder are subject to public disclosure by the City pursuant to CORA and City ordinances. Vendors may submit one (1) additional complete proposal clearly marked “FOR PUBLIC VIEWING.” In this version of the proposal, the Vendor may redact text and/or data that it deems confidential or proprietary pursuant to CORA. Such statement does not necessarily exempt such documentation from public disclosure if required by CORA, by order of a court of appropriate jurisdiction, or other applicable law. Generally, under CORA trade secrets, confidential commercial and financial data information is not required to be disclosed by the City. Proposals may not be marked “Confidential” or ‘Proprietary’ in their entirety. All provisions of any contract resulting from this request for proposal will be public information. 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 8933 Day Porter Cleaning Services Page 2 of 52 New Vendors: The City requires new Vendors receiving awards from the City to fill out and submit an IRS form W-9 and to register for Direct Deposit (Electronic) payment. If needed, the W-9 form and the Vendor Direct Deposit Authorization Form can be found on the City’s Purchasing website at www.fcgov.com/purchasing under Vendor Reference Documents. Please do not submit with your proposal. 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. Utilization of Award by Other Agencies: The City of Fort Collins reserves the right to allow other state and local governmental agencies, political subdivisions, and/or school districts to utilize the resulting award under all terms and conditions specified and upon agreement by all parties. Usage by any other entity shall not have a negative impact on the City of Fort Collins in the current term or in any future terms. The selected Vendor shall be expected to sign the City’s standard Agreement prior to commencing Services (see sample attached to this Proposal). Sincerely, Gerry Paul Purchasing Director RFP 8933 Day Porter Cleaning Services Page 3 of 52 I. BACKGROUND & OBJECTIVE / OVERVIEW The City of Fort Collins is soliciting proposals from qualified firms for Day Porter Custodial 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 and subsequent documents is intended to facilitate the evaluation and qualification process. This process serves as the means for selecting the Service Provider whose capabilities appear best suited to meeting the requirements of the City of Fort Collins. 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. During the life of the contracts, additional facilities or teams may be added to the contract. II. SCOPE OF PROPOSAL A. 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 the following Quality Specifications: 1. CLEANLINESS SPECIFICATIONS Shall be defined in the Day Porter Task list, see attached list. 2. RESPONSE SPECIFICATION The Service Provider shall be assigned a daily route. However, at the discretion of the Operation Services Custodial Contract Administrator, they may be called upon to respond to a request. This response shall be identified as one of the following: Emergency - on the scene within thirty (30) minutes Required - completed within assigned workday Planned - provide a clear schedule within one working day B. SERVICE PROVIDER WORK REQUIRMENTS 1. SUMMARY OF WORK RESPONSIBILITY The successful Service Provider will provide two full-time teams and one part-time team of male and female and will be responsible for all cleaning activities for a select number of buildings defined in the Supplemental Information. At least one member of each team must communicate in English. The following is a summary of the categorical duties delegated to the Service Provider and to the City. a) Service Provider Areas of Responsibility • Routine Cleaning • Exterior entrance glass only • Lounges/Break Areas (when needed) • Resupply Rest Room Supplies • Sweeping and Policing at Steps, and entrances within 10 feet. • Trash and Recycling Removal to Designated Locations • Shower curtain laundering and replacement. RFP 8933 Day Porter Cleaning Services Page 4 of 52 • Occasionally install Waterfree Urinal cartridge replacement (Cartridges provided by the City). • Daily water in Waterfree urinals • Water in floor drains to prevent sewer gas. • Trash Can Liners for restrooms at Oak Street, Gustav Swanson, and Harmony Park-n-Ride. • Transportation to each facility b) City Responsibility • Management of Building Operations and Maintenance Contract • Furnish Falcon Waterfree Urinal Cartridges for replacement • Supply Consumable Paper Products and hand soap 2. 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 adjusted on a pro rata basis. All changes in work need to be documented on the “Change Order Form”. 3. HOURS OF WORK The hours for scheduling custodial cleaning services is as follows: - Team 1 (male and female) Monday – Friday: 7 am – 4:00 pm - Team 2 (male and female) Monday – Friday: 8:00 am – 5:00 pm - Team 3 (male and female) Saturday – Sunday: 9:00 am – 3:00 pm 4. CITY HOLIDAYS Limited covered will be determined by the City’s Custodial Contractor Administrator for the following holidays: New Year’s Day, Memorial Day, Fourth of July, Labor Day, Thanksgiving Day, and Christmas Day. 5. CITY FUNCTIONS WHICH MAY REQUIRE ADDITIONAL DAY PORTER SERVICES Senior Center, Northside, and other City Buildings will occasionally have events with high capacity crowds that could require additional cleaning during the events. The City’s Custodial Contract Administrator will notify the Service Provider of the schedules for these events so you can plan accordingly. This event cleaning may require additional hours to help cover these events. Please include the your regular and overtime rates in your proposal. C. SERVICE PROVIDER RESPONSIBILITIES 1. SUPPLIES, MATERIALS AND EQUIPMENT a) Rest Room Supplies The City of Fort Collins will supply all consumable paper products and hand soap. RFP 8933 Day Porter Cleaning Services Page 5 of 52 b) Reimbursable Supplies As needed and approved through City Custodial Contracts Administrator. c) Cleaning Supplies All necessary cleaning supplies and equipment, including spotters to aid with Bio-Hazard clean-ups on both carpet and hard surface floors., and associated chemicals and supplies, etc., needed for the performance of the work involved, shall be furnished by the Service Provider. d) Trash Can Liners The Service Provider shall furnish bags/ liners for all trash receptacles where appropriate for restrooms at Oak Street, Gustav Swanson, and Harmony Park- n-Ride. e) Personal Safety Equipment The Service Provider shall provide its employees with any necessary safety equipment and Personnel Protective Equipment (PPE). f) Uniforms The Service Provider shall provide shirts with company insignia subject to approval by the City. Company shirts and City ID badges must be worn at all times by Service Provider employees during their work shift. The ID badges must be visible on the employee. 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. 2. EQUIPMENT OR ITEMS SPECIFICATION Service Provider furnished equipment, tools, and supplies shall meet minimum standards as follows: a) Equipment and Tools • Reliable vehicle to transport teams • Cleaning supplies to each facility • Cell phone 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 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, and powdered cleansers. Samples of additional janitorial supplies which may be recommended by the Service Provider shall be submitted to the City RFP 8933 Day Porter Cleaning Services Page 6 of 52 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. Microfiber cloths and microfiber 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 STAFFING The Service Provider shall be obligated to provide the requested 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. Each team is to have at a minimum one English communicating person and the teams should consist of one male and one female person per team. All employees of Service Provider employed to carry out the Day Porter 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. RFP 8933 Day Porter Cleaning Services Page 7 of 52 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. 5. CUSTOMER SERVICE POLICY The Service Provider shall establish a clear Customer Service Policy which is communicated to its employees. 6. SUPERVISION 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. 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. D. CITY SUPPLIED ITEMS 1. STORAGE SPACE The City may provide, at no cost to the Service Provider, limited storage space at Operation Services at 300 Laporte. Custodial closets are located in all City facilities for the storage of supplies, materials and equipment. E. 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 keyboard in the office of the Service Provider. The Service Provider shall provide the City with keys necessary to open the locked keyboard. 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 is no longer an employee of the Service Provider. The fob will be canceled and reinstated in the new custodian’s name. RFP 8933 Day Porter Cleaning Services Page 8 of 52 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 $30 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. TIMECARDS/ PAYROLL DOCUMENTATION All of Service Provider’s employees shall be required to call in or sign a time sheet at the start and end of each shift. This record shall be submitted to the City to confirm actual labor cost on invoices submitted, and in any event, shall comply with the City’s requirement for auditing Service Provider labor hours. 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 RFP 8933 Day Porter Cleaning Services Page 9 of 52 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 (Emergency calls to Operations Services emergency number.) c. Work orders will be issued for cleaning complaints made by City personnel or for work requests. These shall be reviewed daily by the Service Provider for follow up and resolution. The Service Provider shall sign, date and return on or before the due date. d. A log listing the names of the Service Provider’s personnel present for work daily and the number of hours worked by each person shall be available. 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 a team 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 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. 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. 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 RFP 8933 Day Porter Cleaning Services Page 10 of 52 • 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. F. TYPE OF CONTRACT The City contemplates the award of a Fixed Cost for day porter custodial cleaning services resulting from this qualification process. G. DEDUCTIONS, ADJUSTMENTS AND DAMAGES The City shall have the right to assess damages for breach of the Service Provider’s obligations. The exercise of its rights shall not preclude the City’s right to terminate or revoke the agreement. Deductions and adjustments (as a credit to the Service Provider’s invoice) are a valid right of the City. Typical deductions include, but are not limited to: - If the Service Provider fails to perform the work required to achieve the quality specifications, damages, will be assessed on the basis of the hours, wage rate costs and other costs expended by the City to achieve the quality specifications. - If the Service Provider fails to complete its responsibility per contract and results in being phased out (per its proposal), any damages which might result shall be subject to financial remedy and deduction on the basis of financial loss, or added costs, to the City. - The Service Provider shall be held accountable and liable to the City for any damages to the City facilities, fixtures, furnishings, equipment, grounds, or personal injury to City employees, invitees, or licensees, caused by the Service Provider, its employees, or others under its charge. - The value of unaccounted for, lost, damaged or missing City equipment, materials, supplies or other property shall be deducted, at the discretion of the City. - The value of labor hours warranted, but not worked, regardless of reason. - $50.00 will be deducted each time the police or security company are dispatched to a building because the Service Provider has set off the security alarm. RFP 8933 Day Porter Cleaning Services Page 11 of 52 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. H. ANTICIPATED SCHEDULE The following represents the City’s target schedule for the RFP. The City reserves the right to amend the target schedule at any time. • RFP issuance: June 07, 2019 • Question deadline: 5:00 PM MST on June 13, 2019 • Proposal due date: 3:00 PM MST (our clock) on June 21, 2019 • Interviews (tentative): Week of July 8, 2019 • Award of Contract (tentative): July 15, 2019 I. INTERVIEWS In addition to submitting a written proposal, the top-rated Vendors may be interviewed by the RFP assessment team and asked to participate in an oral presentation to provide an overview of the company, approach to the project and to address questions. The evaluation criteria for the oral interviews will be the same as the criteria for the written evaluations and is included in Section VI. J. SUBCONTRACTORS Vendors will be responsible for identifying any subcontractors in their proposal. Please note that the City will contract solely with the awarded Vendor; therefore, subcontractors will be the responsibility of the Vendor. K. FEES, LICENSES, PERMITS The successful Vendor shall be responsible for obtaining any necessary licenses, fees or permits without additional expense to the City. All equipment shall be properly licensed and insured, carry the appropriate permits and be placarded as required by law. L. LAWS AND REGULATIONS The Vendor agrees to comply fully with all applicable local, State of Colorado and Federal laws and regulations and municipal ordinances. M. INVOICING AND PAYMENTS Invoices should be emailed monthly to invoices@fcgov.com with a copy to the Project Manager. The cost of the work completed shall be paid to the Vendor each month following the submittal of a correct invoice by the Vendor indicating the project name, task description, hours worked, personnel/work type category, hourly rate for each employee/work type category, date of the work performed specific to the task, percentage of that work that has been completed by task, 3rd party supporting documentation with the same detail and a brief progress report. Payments will be made using the prices listed on the agreed-to Price Schedule. In the event a service is requested which is not listed on the Price Schedule, the Vendor and RFP 8933 Day Porter Cleaning Services Page 12 of 52 the City will negotiate an appropriate unit price for the service prior to Consultant initiating such work. The City pays invoices on Net 30 terms. RFP 8933 Day Porter Cleaning Services Page 13 of 52 III. Vendor Service Program and Pricing Information Package VENDOR SERVICE PROGRAM AND PRICING INFORMATION PACKAGE RFP 8933 Day Porter Cleaning Services Page 14 of 52 A. PROPOSAL INSTRUCTIONS Instructions for completing and submitting this proposal package are provided below. Your proposal is expected to follow these guidelines and may not be considered if not in compliance. If you have questions pertaining to the proposal process, please contact 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. 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. 3. 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. The proposal is subject to CORA public records. 4. 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. 5. 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. RFP 8933 Day Porter Cleaning Services Page 15 of 52 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. 6. 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. 7. Service Program - Items A-F 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 F attached. 8. Pricing and Building Information Provide a detailed price breakdown of all costs and expenses to be charged to this contract. It is the intent of the City of Fort Collins to define the value of the price and service program relationship in its selection process. The pricing information shall also include the completed representations and certifications required by the RFP. RFP 8933 Day Porter Cleaning Services Page 16 of 52 Item A Vendor Cover Sheet Firm: 1. Location of Corporate Headquarters and Local Office& Web site. Contact: Titles: Phone: Email: Number of miles from local office to City of Fort Collins: 2. Key Personnel: (name, title, phone number): 3. Number of years in Custodial Business: 4. Active Geographic Market: National______ International _______ Regional (describe): Local (describe): *Include the cities and states comprising the outer boundaries of the geographic areas in which you currently have business: You may provide a list or attach a marked map. 5. Management personnel to be contacted for more information: Name: Email: Phone number: Title: 6. Company is: Individually Owned Partnership Disadvantaged Business Enterprise Corporation State of incorporation Other (explain) 7. Federal Employer Identification Number: Signature of Company Representative Date Print Name RFP 8933 Day Porter Cleaning Services Page 17 of 52 Item B Safety Data 1. List OSHA Recordable Incident Rate: 2. List OSHA Lost Days Away Rate: 3. Do you have a written safety program? Yes No Please attach a description of the site-specific safety program you would put in place. 4. Do you conduct job safety inspections? Yes No Please attach a description. 5. Total employee hours worked last year: Hours 6. Do you hold site safety meetings? Yes No Please describe: Supervisors: Yes No Frequency per Employees: Yes No Frequency per New Hires: Yes No Frequency per 7. List your firm’s insurance intra- and interstate Experience Modification Rates (EMR) or provide your inhouse data if you don’t have EMR’s, for the three most recent years. 20 EMR ; 20 EMR ; 20 EMR 8. Do you have a written Hazard Communication program? Please attach a description. 9. Describe your employee orientation and ongoing safety training programs, including personal safety training such as lifting restrictions. Attach additional pages as needed RFP 8933 Day Porter Cleaning Services Page 18 of 52 Item C Vendor Training Programs RFP 8933 Day Porter Cleaning Services Page 19 of 52 Item D Reference List Vendors will be evaluated based on current and past success in providing the same quality of services in a similar environment. References should be accounts which were worked on within the past three (3) years and have similar characteristics, such as type of business, size and conditions. This list should include the account currently managed by your proposed site manager. 1. Institution: Address: Facility representative: Title: Telephone number: Email: Years of service: Length of current contract: Square feet under contract: # Buildings involved: # Custodians: Approximate cleaning budget: Type of facility (e.g., municipality): 2. Institution: Address: Facility representative: Title: Telephone number: Email: Years of service: Length of current contract: Square feet under contract: # Buildings involved: # Custodians: Approximate cleaning budget: Type of facility (e.g., municipality): 3. Institution: Address: Facility representative: Title: Telephone number: Email: Years of service: Length of current contract: Square feet under contract: # Buildings involved: # Custodians: Approximate cleaning budget: RFP 8933 Day Porter Cleaning Services Page 20 of 52 Item E VENDOR STATEMENT Vendor hereby acknowledges receipt of the City of Fort Collins 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, Vendor hereby makes the following representations to City: a. All of the statements and representations made in this proposal are true to the best of the Vendor’s knowledge and belief. b. Vendor commits that it is able to meet the terms provided in this proposal. c. This proposal is a firm and binding offer, for a period of 90 days from the date hereof. d. Vendor further agrees that the method of award is acceptable. e. Vendor also agrees to complete the proposed Agreement with the City of Fort Collins within 30 days of notice of award. If contract is not completed and signed within 30 days, City reserves the right to cancel and award to the next highest rated firm. f. Vendor acknowledge receipt of addenda. Legal Firm Name: Physical Address: Remit to Address: Phone: Name of Authorized Agent of Firm: Signature of Authorized Agent: Primary Contact for Project: Title: Email Address: Phone: Cell Phone: NOTE: VENDOR STATEMENT IS TO BE SIGNED & RETURNED WITH YOUR PROPOSAL. RFP 8933 Day Porter Cleaning Services Page 21 of 52 Item F Pricing Information and Schedule Day Porter Teams Teams Daily Cleaning Annual Price Team #1 Regular Daily Schedule (Male/ Female) 7:00 am - 4:00 pm Team #2 Regular Daily Schedule (Male / Female) 8:00 am - 5.00pm Team #3 Weekend Schedule (Sat/Sun) 9:00 am - 3:00pm Total Price $ Additional Services Special Request Hourly (Reg) $ Hourly (OT) $ RFP 8933 Day Porter Cleaning Services Page 22 of 52 IV. SUPPLEMENTAL INFORMATION  Map Index (Attachment A)  City map Showing the Building Locations (Attachment B)  Building Statistics Sheets (Attachment C)  Task / Frequency Sheets (Attachment D)  Day Porter Sign-Off Sheet (Attachment E) Attachment A Map Index RFP 8813 Custodial Services Page 42 of 52 ID_Number Map BUILDING LOCATION 3 A Gardens at Spring Park 2145 Centre Ave. 36 B Old Town Library 201 Petersen St 21 A City Park 9 411 S. Bryan 11 A Collindale Golf 1441 E. Horsetooth Rd. 40 B Old Town Restrooms 13 Old Town Sq. 52 B Downtown Restrooms 123 E. Oak Street Gustav Swanson Restroom 445 Linden St 18 A EPIC 1801 Riverside Ave. Harmony Station Restrooms Harmony Park/Ride 23 A Senior Center 1200 Raintree Dr. 46 B Mulberry Pool 424 W. Mulberry St. 48 B Northside Atzlan Center 112 Willow St. 56 B Discovery Museum 408 Mason Court 62 A Foothills Activity Center 241 E. Foothills Pkwy. RFP 8933 Day Porter Cleaning Services Page 24 of 52 Attachment B City Maps of Building Locations RFP 8933 Day Porter Cleaning Services Page 25 of 52 RFP 8933 Day Porter Cleaning Services Page 26 of 52 Attachment C Building Statistic Sheets GARDENS AT SPRING CK. 2145 CENTRE RD. BUILDING STATISTICS Cleaning SQ.FT: 2,669 Carpet SQ. FT: 200 Room Type # S.F. CARPET S.F. Hard Flr. Comments REST ROOMS 3 300 CLASSROOM 1 692 FINISHED CONCRETE ENTRY 3 FINISHED CONCRETE RECEPTION 1 FINISHED CONCRETE HALLWAY/DISPLAY 1 1057 FINISHED CONCRETE OPEN STORAGE 1 420 MUSEUM OF DISCOVERY BUILDING STATISTICS 408 Mason Court Cleaning SQ FT: 47,984 Carpet SQ. FT: 13,616 Room Type # S.F. CA RS.F. Hard Flr. Comments CLASSROOMS/WORKROOM 2 3018 RUBBER CORK REST ROOMS 5 548 CONCRETE LOBBY 1 3016 POLISHED CONCRETE ENTRIES 3 337 ENTRY CARPET OFFICE RESTROOM 3 169 DAILY TUES - SUN STAIRS 2 in roof CONCRETE AND PAINTED ELEVATOR 1 DAILY TUES - SUN 3RD LEVEL CONFERENCE/ELEVATOR LOB 1 617 CLEANED DAILY / SPOT GLASS RFP 8933 Day Porter Cleaning Services Page 27 of 52 FOOTHILLS YOUTH ACTIVITY CENTER BUILDING STATISTICS 2041 E. FOOTHILLS PARKWAY Cleanable SQ.FT: 21,878 Carpet SQ. FT: 2,943 Room Type S.F. CARPET S.F. Hard Flr. Comments LOCKER ROOMS 2 1054 CERAMIC FLOORS MULTIPURPOSE ROOM 2nd 1 5331 RUBBER MULTIPURPOSE ROOM 1 1057 LOBBY 1 1100 STAINED/ POLISHED CONCRETE CHILDREN AREA’S 2 800 CARPET COMMUNITY ROOM 1 1050 CARPET ELEVATOR 1 58 RUBBER STAIRS 1 & 2 6 1320 RUBBER TREADS & RISERS EPIC blue side 1800 RIVERSIDE BUILDING STATISTICS Cleaning SQ. FT: 25,929 Carpet SQ. FT: 4,931 Room Type # SQ. FT. Carpet S.F. Hard Flr. Comments PUBLIC RESTROOMS 2 1803 TUFLEX OR CERAMIC SWIM LOCKER ROOMS 2 3334 CERAMIC HOCKEY LOCKER ROOMS 4 1281 TUFLEX OR CERAMIC FAMILY CHANGING/SHOWER 3 432 CERAMIC STAFF LOCKER ROOMS 3 383 CERAMIC ENTRANCE AND FOYER 1 1391 LOBBY 1 1000 2089 TUFLEX LOBBY 2ND 1 1678 STAIRS 3 1888 CONCRETE AND VINYL COVER HALLS 2 1057 CONFERENCE ROOM 1 982 ELEVATOR 25 BLEACHERS ICE SIDE 5219 BLEACHERS -SWIM - VCT 1900 RFP 8933 Day Porter Cleaning Services Page 28 of 52 EPIC - Green side BUILDING STATISTICS Cleaning SQ.FT: 14,586 Carpet SQ. FT. 0 Room Type # SQ. FT.Carpet S.F. Hard Flr. Comments PUBLIC REST ROOMS 2 220 TUFLEX LOCKER ROOMS 7 3278 TUFLEX /CONCRETE BLEACHERS 1 3000 2 STAIRCASES 2 200 FIRST AID ROOM 1 55 Northside Aztlan Center BUILDING STATISTICS 112 WILLOW Cleaning SQ.FT 42,054 Carpet SQ. FT. 4 ,905 Room Type # S.F. CARPET S.F. Hard Flr. Comments LOCKER ROOMS 2 1,470 Porcelain with epoxy grout RESTROOMS 3 465 Porcelain with epoxy grout FAMILY CHANGING 2 233 Porcelain with epoxy grout ENTRANCES 6 132 LOBBY 1 1,475 stained concrete with finish ACTIVITY ROOMS 3 2286 1,153 1 is wood MULTICULTERAL RM 1 1417 2ND FLOOR TRACK 3,240 Plastic - no finish - auto scrub RESTROOMS 105 porcelain with epoxy grout RFP 8933 Day Porter Cleaning Services Page 29 of 52 MULBERRY POOL 424 W. MULBERRY BUILDING STATISTICS Cleaning SQ.FT: 6,614 NOT TO BE INCLUDED Carpet SQ. FT: 2,273 Room Type # S.F. CARPET S.F. Hard Flr. Comments RESTROOMS 2 348 CERAMIC LOCKER ROOM 3 1657 CERAMIC BLEACHERS 1 1844 CONCRETE LOBBY & ENTRANCE 1 773 ELEVATOR 1 72 STAIRS 3 492 RUBBER & CONCRETE CONFERENCE ROOMS 2 1327 CARPET CLEANING ONLY City Park Pool 1599 CITY PARK AVE. BUILDING STATISTICS Cleaning SQ.FT: 1,738 Carpet SQ. FT. 0 Room Type # S.F. CARPET S.F. Hard Flr. Comments RESTROOMS MENS 1 216 PAINTED CONCRETE RESTROOMS WOMENS 1 216 LOCKER ROOMS MENS 1 653 LOCKER ROOMS WOMENS 1 653 PAINTED CONCRETE RFP 8933 Day Porter Cleaning Services Page 30 of 52 SENIOR CENTER BUILDING STATISTICS Cleaning SQ.FT: 43,134 Carpet SQ. FT: 17,933 RAINTREE W off Shields near Drake Room Type # S.F. CARPET S.F. Hard Flr. Comments RESTROOMS 5 1190 TILE CONFERENCE ROOMS 2 390 MULTIUSE (MU'S) 6 5317 3300 WOOD ENTRANCES 3 428 ELEVATOR 1 27 LOCKER ROOMS 2 205 1300 CERAMIC TILE STAIRS 4 110 360 CONCRETE LOBBY 1 3515 CLASSROOMS 5 980 2284 VCT, CONCRETE TRACK 1 2258 PLASTIC OLD TOWN DDA REST ROOMS BUILDING STATISTICS Cleaning SQ.FT: 217 Carpet SQ. FT. 0 13 OLD TOWN SQUARE Room Type # S.F. CARPET S.F. Hard Flr. Comments RESTROOMS 2 217 CERAMIC RFP 8933 Day Porter Cleaning Services Page 31 of 52 Downtown Rest Rooms BUILDING STATISTICS Cleaning SQ.FT: 320 Carpet SQ. FT: 0 123 E. Oak St. (East off College in Parking Lot. Room Type S.F. CARPET S.F. Hard Flr. Comments RESTROOMS 5 260 CONCRETE GUSTAV SWANSON RESTROOM BUILDING STATISTICS Cleaning SQ.FT: 144 Carpet SQ. FT: 0 LINDEN AVE Room Type # S.F. CARPET S.F. Hard Flr. Comments RESTROOMS 1 144 CONCRETE HARMONY STATION RESTROOMS BUILDING STATISTICS HARMONY PARK/RIDE Cleaning SQ.FT: 144 Carpet SQ. FT. 0 Room Type S.F. CARPET S.F. Hard Flr. Comments RESTROOMS 2 144 CONCRETE RFP 8933 Day Porter Cleaning Services Page 32 of 52 Collindale Golf BUILDING STATISTICS Horsetooth Cleaning SQ.FT: 1,213 Carpet SQ. FT: 1,213 Room Type # S.F. CARPET S.F. Hard Flr. Comments Locker Rooms 780 CERAMIC Day porters clean only the basement locker rooms Spring /Summer /Fall schedule daily 7 x weekly Winter 3 x weekly CITY PARK 9 GOLF BUILDING STATISTICS Cleaning SQ.FT: 2,272 Carpet SQ. FT: 1,674 Room Type # S.F. CARPET S.F. Hard Flr. Comments Restrooms 2 228 Rubber Flooring Spring /Summer /Fall schedule - daily 7 x weekly Winter - 3x Weekly RFP 8933 Day Porter Cleaning Services Page 33 of 52 Attachment D Task / Frequency Sheets Day Porter Team # 1 Recreational Task List Rec Centers Mulberry Pool - Northside - / Museum of Discovery / Task Frequency* *if facility service frequency is less frequent than task service frequency, the task will be completed at each facility service visit Recreational Centers Entrance and Lobby Check waste receptacles, empty when needed and replace liners if torn or soiled Each visit Spot clean entry doorways Each visit Spot clean drinking fountains Each visit Hallways and Corridors Check waste receptacles and replace liners if torn or soiled Each visit Spot clean drinking fountains Each visit Restrooms and Locker Rooms Restock supplies Each visit Empty waste containers and replace liners Each visit Spot clean mirrors, countertops, sinks, fixtures Each visit Clean toilets and urinals Each visit Clean hair and debris from shower floors and drains , squeegee water puddles Each visit Dust mop/vacuum and damp mop hard floor surfaces Each visit Sweep /spot mop restroom area, making sure to use flat mop system (Safety and quick drying) Each visit Custodial Closet Rinse clean all mop buckets - do not leave standing water Each visit Leave closet clean and organized Each visit Day Porter needs to report Graffiti & maintenance issues to facility front desk or the custodial contract administrator Each visit RFP 8933 Day Porter Cleaning Services Page 34 of 52 Day Porter Team # 1 Public Restrooms Task List Public Restrooms - Oldtown - Downtown - Gustav Swanson DAY PORTER CLEAN 2X DAILY 7 DAYS A WEEK Task Frequency* *if facility service frequency is less frequent than task service frequency, the task will be completed at each facility service visit Exterior Entrance Sweep or pick up debris 10ft out from front entrance doors Each visit Empty exterior waste containers and replace liners Each visit Restrooms Restock supplies Each visit Empty waste containers and replace liners (Exterior / Interior) Each visit Clean mirrors, countertops, sinks, fixtures Each visit Clean toilets (including seats, base, flush valves) Each visit Spot clean walls Each visit Sweep and damp mop floors Each visit Pour water down floor drain (DDA/OLDTOWN) Each visit Custodial Closet KEEP CUSTODIAL SINK CLEAN Each visit Rinse clean all mop buckets - do not leave standing water Each visit Organize equipment and supplies WEEKLY Maintain SDS book AS NEEDED Day Porters need to report graffiti and maintenance issues to their supervisor or the Custodial Contract Administrator Each Visit Day Porters need to carry consumable supplies with them for all facility dispensers Each Visit RFP 8933 Day Porter Cleaning Services Page 35 of 52 Day Porter Team #1 Golf Task List City Park 9 / Collindale Basement Locker-room Task Frequency* GOLF *if facility service frequency is less frequent than task service frequency, the task will be completed at each facility service visit Restrooms and Locker Rooms Restock supplies Each visit Empty waste containers and replace liners Each visit Spot clean mirrors, countertops, sinks, fixtures Each visit Clean toilets and urinals Each visit Clean hair and debris from shower floors and drains. Each visit Dust mop/vacuum and damp mop hard floor surfaces Each visit Fully damp mop restroom area, making sure to use flat mop system (Safety and quick drying) Each visit Custodial Closet Rinse clean all mop buckets - do not leave standing water Each visit Leave closet clean and organized Each visit GOLF FACILITIES CLEANED DAILY 7 X WEEKLY -SPRING- SUMMER-FALL CLEANED DAILY 3 X WEEKLY -WINTER SCHEDULE RFP 8933 Day Porter Cleaning Services Page 36 of 52 Day Porter Team # 2 Recreational Task List Rec Centers - EPIC - FOOTHILLS - SENIOR CENTER / GARDENS ON SPRING CREEK / Public Restrooms - Task Frequency* *if facility service frequency is less frequent than task service frequency, the task will be completed at each facility service visit Recreational Centers Entrance and Lobby Check waste receptacles, empty when needed and replace liners if torn or soiled Each visit Spot clean entry doorways Each visit spot clean drinking fountains Each visit Hallways and Corridors check waste receptacles and replace liners if torn or soiled Each visit spot clean drinking fountains Each visit Restrooms and Locker Rooms Restock supplies Each visit Empty waste containers and replace liners Each visit Spot clean mirrors, countertops, sinks, fixtures Each visit Clean toilets and urinals Each visit Clean hair and debris from shower floors and drains, squeegee water puddles Each visit Dust mop/vacuum and damp mop hard floor surfaces Each visit Sweep /spot mop restroom area, making sure to use flat mop system (Safety and quick drying) Each visit Custodial Closet Rinse clean all mop buckets - do not leave standing water Each visit leave closet clean and organized Each visit Day Porter needs to report Graffiti & maintenance issues to facility front desk or the custodial contract administrator EACH VISIT RFP 8933 Day Porter Cleaning Services Page 37 of 52 Day Porter Team # 2 Public Restrooms Task List DAY PORTER CLEAN 2 X DAILY 7 DAYS A WEEK HARMONY STATION Task Frequency* Public Restrooms *if facility service frequency is less frequent than task service frequency, the task will be completed at each facility service visit Exterior Entrance Sweep or pick up debris 10ft out from front entrance doors Each visit Empty exterior waste containers and replace liners Each visit Restrooms Restock supplies Each visit Empty waste containers and replace liners (Exterior / Interior) Each visit Clean mirrors, countertops, sinks, fixtures Each visit Clean toilets (including seats, base, flush valves) Each visit Spot clean walls Each visit Sweep and damp mop floors Each visit Pour water down floor drain (DDA/OLDTOWN) Each visit Custodial Closet KEEP CUSTODIAL SINK CLEAN Each visit Rinse clean all mop buckets - do not leave standing water Each visit Organize equipment and supplies WEEKLY Maintain SDS book AS NEEDED Day Porters need to report graffiti and maintenance issues to their supervisor or the Custodial Contract Administrator Each Visit Day Porters need to carry consumable supplies with them for all facility dispensers Each Visit RFP 8933 Day Porter Cleaning Services Page 38 of 52 Day Porter Team #2 Golf task List City Park 9 / Collindale Basement Locker-rooms Task Frequency* GOLF *if facility service frequency is less frequent than task service frequency, the task will be completed at each facility service visit Restrooms and Locker Rooms Restock supplies Each visit Empty waste containers and replace liners Each visit Spot clean mirrors, countertops, sinks, fixtures Each visit Clean toilets and urinals Each visit Clean hair and debris from shower floors and drains Each visit Dust mop/vacuum and damp mop hard floor surfaces Each visit Fully damp mop restroom area, making sure to use flat mop system (Safety and quick drying) Each visit Custodial Closet Rinse clean all mop buckets - do not leave standing water Each visit leave closet clean and organized Each visit GOLF FACILITIES CLEANED DAILY 7 X WEEKLY -SPRING- SUMMER-FALL CLEANED DAILY 3 X WEEKLY -WINTER SCHEDULE Attachment E RFP 8933 Day Porter Cleaning Services Page 39 of 52 Day Porter Sign-Off Sheet DAY PORTER SIGN-OFF SHEET MON TUE WED THU FRI SAT SUN Time Initials Time Initial Time Initial Time Initial Time Initial Time Initial Time Initial Supervisor/Manager Inspection Times Cleaned Remove trash / Replace liners Stock toilet tissue/ Paper towels Stock hand soap/ Feminine products Check dispensers to assure dispenser is working and report any issues Disinfect sinks, counters, toilets, urinals Clean mirrors and counters Attachment E RFP 8933 Day Porter Cleaning Services Page 40 of 52 Sweep floors and mop floors Check overall cleaning Report any facility, security or safety issues Turn this form into office and start new more each Monday CLEANER \ LEAD \ SUPERVISOR COMPLETION SIGN OFF RFP 8933 Day Porter Cleaning Services Page 41 of 52 VI. REVIEW AND ASSESSMENT CRITERIA A. Proposal and Interview Criteria Vendors will be evaluated on the following criteria. These criteria will be the basis for review and assessment of the written proposals and optional interview session. At the discretion of the City, interviews of the top-rated Vendors may be conducted. The rating scale shall be from 1 to 5, with 1 being a poor rating, 3 being an average rating, and 5 being an outstanding rating. WEIGHTING FACTOR QUALIFICATION STANDARD 3.0 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? 2.0 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) 1.0 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? 3.0 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 occupant’s present, on a schedule at widely separated locations with a variety of service requirements and square footage? 4.0 Cost & 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 RFP 8933 Day Porter Cleaning Services Page 42 of 52 reasonable? Are labor credit hours and cost per square foot reasonable? 1.0 Motivation Is the vendor interested and are they capable of doing the work within the required parameters? 1.0 Summary Information Is labor productivity rate acceptable? Is ratio of cleaners to supervisor’s indicative of a well- managed system of service delivery? Is competitive compensation and/or health insurance offered to mitigate turnover? 1.0 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 microfiber systems proposed for day cleaning? 1.0 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? 1.0 Training & Safety Does the vendor have a good safety program and performance record? Are staff safety training, custodial training, and management training programs adequate? How does vendor assure professionalism of staff? Definitions Sustainable Purchasing is a process for selecting products or services that have a lesser or reduced negative effect on human health and the environment when compared with competing products or services that serve the same purpose. This process is also known as “Environmentally Preferable Purchasing” (EPP), or “Green Purchasing”. B. Reference Evaluation Criteria Prior to award, the Project Manager will check references using the following criteria. Negative responses from references may impact the award determination. CRITERIA STANDARD QUESTIONS Overall Performance Would you hire this Vendor again? Completeness Was the vendor responsive to client needs? Did the vendor anticipate problems? Were problems solved quickly and effectively? Budget Were services provided within the budget? Job Knowledge Did vendor personnel demonstrate a thorough knowledge of cleaning methods and practices? Quality Was the customer satisfied with the quality of custodial service? Was there frequent rework or nonperformance of services? Official Purchasing Document Last updated 10/2017 RFP 8933 Day Porter Cleaning Services Page 43 of 52 VII. SAMPLE AGREEMENT (FOR REFERENCE ONLY – DO NOT SIGN ) SERVICES AGREEMENT THIS AGREEMENT made and entered into the day and year set forth below by and between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred to as the "City" and , hereinafter referred to as "Service Provider". WITNESSETH: In consideration of the mutual covenants and obligations herein expressed, it is agreed by and between the parties hereto as follows: 1. Scope of Services. The Service Provider agrees to provide services in accordance with the scope of services attached hereto as Exhibit A, consisting of ( ) page(s) and incorporated herein by this reference. 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 , consisting of ( ) page(s), and incorporated herein by this reference. 3. Time of Commencement and Completion of Services. The services to be performed pursuant to this Agreement shall be initiated within ( ) days following execution of this Agreement. Services shall be completed no later than . Time is of the essence. Any extensions of the time limit set forth above must be agreed upon in a writing signed by the parties. 4. Contract Period. This Agreement shall commence , 20 , and shall continue in full force and effect until , 20 , 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. Official Purchasing Document Last updated 10/2017 RFP 8933 Day Porter Cleaning Services Page 44 of 52 6. Early Termination by City/Notice. Notwithstanding the time periods contained herein, the City may terminate this Agreement at any time without cause by providing written notice of termination to the Service Provider. Such notice shall be delivered at least fifteen (15) days prior to the termination date contained in said notice unless otherwise agreed in writing by 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(s), 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. Official Purchasing Document Last updated 10/2017 RFP 8933 Day Porter Cleaning Services Page 45 of 52 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 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, Official Purchasing Document Last updated 10/2017 RFP 8933 Day Porter Cleaning Services Page 46 of 52 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. 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. Official Purchasing Document Last updated 10/2017 RFP 8933 Day Porter Cleaning Services Page 47 of 52 b. Service Provider shall not knowingly employ or contract with an illegal alien to perform work under this Agreement or knowingly enter into a contract with a subcontractor that knowingly employs or contracts with an illegal alien to perform work under this Agreement. c. Service Provider is prohibited from using the e-Verify Program or Department Program procedures to undertake pre-employment screening of job applicants while this Agreement is being performed. d. If Service Provider obtains actual knowledge that a subcontractor performing work under this Agreement knowingly employs or contracts with an illegal alien, Service Provider shall: 1. Notify such subcontractor and the City within three days that Service Provider has actual knowledge that the subcontractor is employing or contracting with an illegal alien; and 2. Terminate the subcontract with the subcontractor if within three days of receiving the notice required pursuant to this section the subcontractor does not cease employing or contracting with the illegal alien; except that Service Provider shall not terminate the contract with the subcontractor if during such three days the subcontractor provides information to establish that the subcontractor has not knowingly employed or contracted with an illegal alien. e. Service Provider shall comply with any reasonable request by the Colorado Department of Labor and Employment (the “Department”) made in the course of an investigation that the Department undertakes or is undertaking pursuant to the authority established in Subsection 8-17.5-102 (5), C.R.S. f. If Service Provider violates any provision of this Agreement pertaining to the duties imposed by Subsection 8-17.5-102, C.R.S. the City may terminate this Agreement. If this Agreement is so terminated, Service Provider shall be liable for actual and consequential damages to the City arising out of Service Provider’s violation of Subsection 8-17.5-102, C.R.S. g. The City will notify the Office of the Secretary of State if Service Provider violates this provision of this Agreement and the City terminates the Agreement for such breach. 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, attached hereto and incorporated herein by this reference. Official Purchasing Document Last updated 10/2017 RFP 8933 Day Porter Cleaning Services Page 48 of 52 THE CITY OF FORT COLLINS, COLORADO By: Gerry Paul Purchasing Director DATE: ATTEST: APPROVED AS TO FORM: SERVICE PROVIDER'S NAME By: Printed: Title: Date: Official Purchasing Document Last updated 10/2017 RFP 8933 Day Porter Cleaning Services Page 49 of 52 EXHIBIT SCOPE OF SERVICES Official Purchasing Document Last updated 10/2017 RFP 8933 Day Porter Cleaning Services Page 50 of 52 EXHIBIT (BID SCHEDULE/COMPENSATION) Official Purchasing Document Last updated 10/2017 RFP 8933 Day Porter Cleaning Services Page 51 of 52 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. Official Purchasing Document Last updated 10/2017 RFP 8933 Day Porter Cleaning Services Page 52 of 52 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.