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Home My WebLink AboutRFP - 7443 CUSTODIAL CLEANING FOR TRANSFORT FACILITIESAddendum 1 – 7443 Custodial Cleaning for Transfort Facilities Page 1 of 1 ADDENDUM No. 1 SPECIFICATIONS AND CONTRACT DOCUMENTS Description of BID 7443: Custodial Cleaning for Transfort Facilities OPENING DATE: 3:00 PM (Our Clock) November 29, 2012 To all prospective bidders under the specifications and contract documents described above, the following changes/additions are hereby made and detailed in the following sections of this addendum: 1. The deadline for questions is November 16, 2012 at 5:00 pm (our clock) 2. The Pre-proposal attendance and agenda can be reviewed online at www.fcgov.com/purchasing. 3. Questions & Answers Q. Is it possible to email the response to the RFP? A. Yes, the city size limit is 20MB. Q. Can the RFP be sent via “you send it”? A. Yes, but please send to purchasing@fcgov.com Q. Is there a day porter required? A. No. Please contact Doug Clapp, Senior Buyer at (970) 221-6776 with any questions regarding this addendum. RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN STATEMENT ENCLOSED WITH THE BID/QUOTE STATING THAT THIS ADDENDUM HAS BEEN RECEIVED. 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 7443 Custodial Services for Transfort Facilities Page 1 of 86 REQUEST FOR PROPOSAL 7443 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, 2012 and referenced as Proposal No. 7443. 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 8, 2012 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. Additional information will be available at this pre-proposal conference. Questions concerning the scope of the project should be directed to Project Manager, Jim Pierce at (970) 221-6592 or jpierce@fcgov.com. Questions regarding bid submittal or process should be directed to Doug Clapp, Senior Buyer, Buyer, at (970) 221-6776 or dclapp@fcgov.com. 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 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 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 7443 Custodial Services for Transfort Facilities Page 2 of 86 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, James B. O'Neill II, CPPO, FNIGP Director of Purchasing & Risk Management RFP 7443 Custodial Services for Transfort Facilities Page 3 of 86 Table of Contents I. GENERAL INFORMATION .................................................................................................. 4 A. TIME SCHEDULE ...................................................................................................... 5 B. BUILDING INFORMATION SUMMARY ................................................................. 5 C. CONSUMABLE USAGE ........................................................................................... 5 II. INSTRUCTIONS AND REQUIRED FORMS ........................................................................ 6 III. RATING CRITERIA – REVIEW AND ASSESSMENT .......................................................... 7 IV. EXHIBITS .............................................................................................................................. 9 A. EXHIBIT A - SCOPE OF SERVICES ...................................................................... 9 QUALITY SPECIFICATIONS ............................................................................. 9 SERVICE PROVIDER WORK REQUIRMENTS ........................................... 10 SUMMARY OF WORK RESPONSIBILITY .................................................... 11 SERVICE PROVIDER RESPONSIBILITIES ................................................. 13 CITY SUPPLIED ITEMS ................................................................................... 18 SERVICE PROVIDER OPERATIONAL REQUIREMENTS ........................ 18 SPECIAL PROVISIONS .................................................................................... 22 B. EXHIBIT B – VENDOR SERVICE PROGRAM & PRICING INFORMATION PACKAGE ................................................................................................................. 25 PROPOSAL INSTRUCTIONS ................................................................. 25 INFORMATION PACKAGE FORMS ........................................................ 27 PRICING INFORMATION AND SCHEDULES ........................................ 42 C. EXHIBIT C – CERTIFICATE OF INSURANCE ................................................... 55 D. EXHIBIT D – SAMPLE SERVICES AGREEMENT ............................................ 56 E. EXHIBIT E – FEDERAL REQUIREMENTS ......................................................... 65 V. SUPPLEMENTAL INFORMATION .................................................................................... 75 A. BUILDING LOCATIONS MAP ................................................................................ 75 B. BUILDING STATISTICS & FLOOR PLANS......................................................... 77 RFP 7443 Custodial Services for Transfort Facilities Page 4 of 86 I. GENERAL INFORMATION The City of Fort Collins is soliciting proposals from qualified firms for Custodial Cleaning Services. Your company is requested to participate in this Custodial Cleaning Services contract process. It is our intention to identify the best match between the City of Fort Collins’ cleaning needs and Service Provider capabilities. The information requested by the attached and subsequent documents is intended to facilitate the evaluation and qualification process. This process serves as the means for selecting the Service Provider whose capabilities appear best suited to meeting the cleanliness needs of the City of Fort Collins. The City of Fort Collins intends to select 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 As part of this process, we are requesting detailed information about how your organization might fulfill the City’s cleaning needs, as well as your proposed pricing for those services. We will provide a description of the cleanliness quality required, key building statistics, and the various terms and conditions under which a contract agreement would be reached. Any questions will be answered at this conference and by written addendum. Following the conference a tour of the existing buildings will be conducted. This will be the only chance to view 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 will then be interviewed. Firms must bring site management staff to the interviews. Generally, firms will be expected to present their program, explain their policies and procedures relating to cleaning staff, problem resolution, and how they arrived at proposed pricing and schedules. PHASE IV – CONTRACT NEGOTIATIONS In this phase the City will negotiate the selected vendor and work to resolve any other issues that may arise. RFP 7443 Custodial Services for Transfort Facilities Page 5 of 86 A. Time Schedule Time schedule is an estimate only. Actual dates may vary. Oct. 26, 2012 RFP goes out on website. Copies can also be picked up at Purchasing, 215 N Mason Ave, 2nd floor. Nov. 8, 2012 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. Additional information will be available at this pre-proposal conference. Nov. 29, 2012 Proposals are due no later than 3:00 PM at Purchasing, 215 N. Mason Ave, 2nd floor. Phase II evaluations begin. Dec. 6, 2012 Finalists notified. Interviews scheduled. Dec. 10-11, 2012 Phase III interviews with finalists Dec. 13, 2012 Phase IV negotiation with selected firm January 2, 2012 Phase V, new contracts signed for 2013. 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 5 12am-8am alarm at 12 A South Transit Center 4915 Fossil Blvd. 3,504 5 12am-8am alarm at 12 Total SF 14,147 C. Consumable Usage City of Fort Collins - Custodial-2013 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 1 4 2 51 B Transit Center 5,008 12 * 24 24 6 A South Transit Center 3,504 9 * 20 20 4 Totals 14,147 1,673 57 60 24 RFP 7443 Custodial Services for Transfort Facilities Page 6 of 86 II. INSTRUCTIONS AND REQUIRED FORMS You will find the information package forms which are to be used to submit your proposed programs and pricing information in Exhibit B. Please provide all information requested. This information will be used within the frame work of the RFP, this information package, and the evaluation process. Omissions or missing information will be considered a reflection of the Service Provider’s management effectiveness and performance capability. A. Required forms for this proposal are: Items Schedules A. Management Structure 1. Consumable Supplies B. Site Manager Qualifications 2. Proposed Equipment Inventory C. Safety Data 3. Overhead Breakdown D. Vendor Training Programs 4. Direct Staffing Expense E. Staffing Commitment 5. Direct Supply Expense F. Recommended Service Program 6. Other Direct Expense G. Productivity Standards 7. Summary Price Proposal H. Floor Care Plan 8. Price Review I. Proposed Equipment J. Summary Information K. Reference List B. Required forms needed to be submitted after receipt of the Notice of Award are:  Notice of Award Acknowledgment  Certificate of Insurance (Exhibit D)  Monthly Billing Structure (Schedule 9) RFP 7443 Custodial Services for Transfort Facilities Page 7 of 86 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? RFP 7443 Custodial Services for Transfort Facilities Page 8 of 86 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? RFP 7443 Custodial Services for Transfort Facilities Page 9 of 86 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 7443 Custodial Services for Transfort Facilities Page 10 of 86 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, RFP 7443 Custodial Services for Transfort Facilities Page 11 of 86 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. RFP 7443 Custodial Services for Transfort Facilities Page 12 of 86 - 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. RFP 7443 Custodial Services for Transfort Facilities Page 13 of 86 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 RFP 7443 Custodial Services for Transfort Facilities Page 14 of 86 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 RFP 7443 Custodial Services for Transfort Facilities Page 15 of 86 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. RFP 7443 Custodial Services for Transfort Facilities Page 16 of 86 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. RFP 7443 Custodial Services for Transfort Facilities Page 17 of 86 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. Insurance Requirements 1. Workers’ Compensation & Employer’s Liability. The Service Provider shall maintain during the life of this agreement: a. Workers’ Compensation insurance with statutory limits as required by Colorado law. b. Employer’s Liability insurance with limits of $100,000 per accident, $500,000 disease aggregate, and $100,000 disease each employee. 2. Commercial General & Vehicle Liability. The Service Provider shall maintain during the life of this Agreement such commercial general liability and automobile liability insurance as will provide coverage for damage claims of personal injury, including accidental death, as well as for claims for property damage, which may arise directly or indirectly from the performance of work under this Agreement. Coverage for property damage shall be on a “broad form” basis. The Amount of insurance for each coverage, Commercial General and Vehicle, shall not be less than $500,000 combined single limits for bodily injury and property damage. In the event any work is performed by a subcontractor, the Service Provider shall be responsible for any liability directly or indirectly arising out of the work performed under this Agreement by a subcontractor, which liability is not covered by the subcontractor’s insurance. RFP 7443 Custodial Services for Transfort Facilities Page 18 of 86 9. 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. Office Space The City will provide, at no cost to the Service Provider, desk space at Operation Services at 300 Laporte in which to establish an on-site presence. Custodial closets are located in various City facilities, as denoted on the building floor plans presented in the Supplemental Information, for the storage of supplies, materials and equipment. 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 RFP 7443 Custodial Services for Transfort Facilities Page 19 of 86 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 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 RFP 7443 Custodial Services for Transfort Facilities Page 20 of 86 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. 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 RFP 7443 Custodial Services for Transfort Facilities Page 21 of 86 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. 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; RFP 7443 Custodial Services for Transfort Facilities Page 22 of 86  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, Incentive Performance Contract for custodial cleaning services resulting from this qualification process. 2. Performance Incentive Payment System The City will reimburse the Service Provider for approved services, subject to the following incentive payment system: (compensation on specific building basis). a. If the quality specification range required by this Agreement is not achieved, the Service Provider’s monthly compensation shall be based on the Service Provider’s operating cost, defined as: Full monthly building invoice less profit, adjusted for any City credits, as provided by this RFP. b. If the quality specification range required by this Agreement is achieved, the Service Provider’s monthly compensation shall be based on the Service Provider’s full monthly building invoice, adjusted for any City credits, as provided by this RFP. c. If the quality specification range required by this Agreement is exceeded, the Service Provider’s monthly compensation shall be based on the Service Provider’s full monthly building invoice, plus up to 10% incentive (1% incentive for each 1% performance over the target range), adjusted for any City credits, as provided by this RFP. RFP 7443 Custodial Services for Transfort Facilities Page 23 of 86 d. The Service Provider is required to award at least 5% of the total incentive received each month for each building to the Site Management and 10% to the Custodian/s for the particular building they clean. The first three months of the contract is a grace period, allowing all parties time to become familiar with the quality management system, for the Service Provider to become familiar with the facilities, and for the Service Provider to complete their phase in plan. There will be no incentives paid nor profits penalized for the first ninety (90) days of the contract. 3. 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 RFP 7443 Custodial Services for Transfort Facilities Page 24 of 86 applied as a credit to the next payment to be made to Service Provider pursuant to the agreement. 4. Deductions, Adjustments and Damages The City shall have the right to assess damages for breach of the Service Provider’s obligations. The exercise of its rights shall not preclude the City’s right to terminate or revoke the agreement. Deductions and adjustments (as a credit to the Service Provider’s invoice) are a valid right of the City. Typical deductions include, but are not limited to: - If the Service Provider fails to perform the work required to achieve the quality specifications, damages, will be assessed on the basis of the hours, wage rate costs and other costs expended by the City to achieve the quality specifications. - If the Service Provider fails to complete its responsibility for phase out (per its proposal), any damages which might result shall be subject to financial remedy and deduction on the basis of financial loss, or added costs, to the City. - The Service Provider shall be held accountable and liable to the City for any damages to the City facilities, fixtures, furnishings, equipment, grounds, or personal injury to City employees, invitees, or licensees, caused by the Service Provider, its employees, or others under its charge. - The value of unaccounted for, lost, damaged or missing City equipment, materials, supplies or other property shall be deducted, at the discretion of the City. - The value of labor hours warranted, but not worked, regardless of reason. - $50.00 will be deducted each time the police or security company 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 7443 Custodial Services for Transfort Facilities Page 25 of 86 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. RFP 7443 Custodial Services for Transfort Facilities Page 26 of 86 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. RFP 7443 Custodial Services for Transfort Facilities Page 27 of 86 10. Pricing Information – Schedules 1-8 Provide a detailed price breakdown of all costs and expenses to be charged to this contract. Proposals must contain individual prices for ALL listed buildings. It is the intent of the City of Fort Collins to define the value of the price and service program relationship in its selection process. The pricing information shall also include the completed representations and certifications required by the RFP. 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 7443 Custodial Services for Transfort Facilities Page 28 of 86 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 7443 Custodial Services for Transfort Facilities Page 29 of 86 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 7443 Custodial Services for Transfort Facilities Page 30 of 86 Item A - Management Structure Please provide your company’s organization chart including position titles, names and years of service for management personnel. Also, please describe the role in site support your off-site management staff will provide. For example, how often will your area manager visit the site? What will be accomplished during those visits? Please be specific, as the evaluation team will not assume the site will be adequately supported unless you provide the details. ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ Attach additional pages as needed RFP 7443 Custodial Services for Transfort Facilities Page 31 of 86 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 _____________________ ___________________________________ _____________________ ___________________________________ _____________________ ___________________________________ _____________________ ___________________________________ _____________________ ___________________________________ _____________________ ___________________________________ _____________________ ___________________________________ _____________________ ___________________________________ _____________________ ___________________________________ _____________________ ___________________________________ _____________________ ___________________________________ _____________________ ___________________________________ Attach additional pages as needed. RFP 7443 Custodial Services for Transfort Facilities Page 32 of 86 Item C - Safety Data 1. List OSHA Recordable Incident Rate: 2. List OSHA Lost Days Away Rate: 3. Do you have a written safety program? Yes No Please attach a description of the site specific safety program you would put in place. 4. Do you conduct job safety inspections? Yes No Please attach a description. 5. Total employee hours worked last year: Hours 6. Do you hold site safety meetings? Yes No Please describe: Supervisors: Yes No Frequency per Employees: Yes No Frequency per New Hires: Yes No Frequency per 7. List your firm’s insurance intra- and interstate Experience Modification Rates (EMR) or provide your inhouse data if you don’t have EMR’s, for the three most recent years. 20 EMR ; 20 EMR ; 20 EMR 8. Do you have a written Hazard Communication program? Please attach a description. 9. Describe your employee orientation and ongoing safety training programs, including personal safety training such as lifting restrictions. ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ Attach additional pages as needed RFP 7443 Custodial Services for Transfort Facilities Page 33 of 86 Item D - Vendor Training Programs Training is considered a primary indicator of the Vendor’s capability to meet the City’s Quality requirements. Describe, or attach a copy of, the following training programs: 1. The cleaning training program you have found to be successful. 2. The management training program(s) for site managers and assistant site managers. 3. Training provided to ensure professional behavior of on-site staff. Please indicate the amount of resources committed to company-wide training: All Staff Percent of total revenue: % Actual Dollars: $ Cleaner Level Percent of total revenue: % Actual Dollars: $ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ Attach additional pages as needed RFP 7443 Custodial Services for Transfort Facilities Page 34 of 86 Item E - Staffing Commitment Please indicate the hours recommended under your program to achieve the quality requirements as noted in the RFP. Record the direct minimum hours you are contractually committing, completing one form for each building. You will have 48 of them. Then complete one form that shows the total hours nightly and weekly for ALL buildings. BUILDING POSITION # FT # PT Nightly Hrs. Total Weekly Hrs. Manager Supervisor Lead Cleaner 1 Cleaner 2 Cleaner 3 Other Floor person Totals RFP 7443 Custodial Services for Transfort Facilities Page 35 of 86 Item F - Recommended Service Program The Vendor is to use whatever frequency of work and procedure deemed to be most effective in achieving the Quality Specifications and Task Frequencies presented in the RFP. The Vendor shall document its recommended tasks and frequencies, etc. by type of room and present them as its Service Program. All services shall be performed as described in this proposal. This is an opportunity to demonstrate your company’s technical and systems capabilities….that is, how your program is unique, different, or especially effective. We want to know how you intend to meet the Quality Specifications, reduced services, varied schedules and management of many locations throughout the City for the City of Fort Collins. The more tailored and precise your description, the better. We want to know how you will perform the day time cleaning requested. In what way will you prepare your team to accomplish this kind of a schedule to meet our needs to reduce energy costs by not cleaning in the evening hours? ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ Attach additional pages as needed RFP 7443 Custodial Services for Transfort Facilities Page 36 of 86 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 _____________ _____________________ _____________________ _____________ _____________________ _____________________ _____________ _____________________ _____________________ _____________ _____________________ _____________________ _____________ _____________________ _____________________ _____________ _____________________ _____________________ _____________ _____________________ _____________________ _____________ _____________________ _____________________ _____________ _____________________ _____________________ _____________ _____________________ _____________________ _____________ _____________________ _____________________ _____________ _____________________ _____________________ _____________ _____________________ _____________________ _____________ _____________________ _____________________ _____________ _____________________ _____________________ _____________ _____________________ _____________________ Attach additional pages as needed RFP 7443 Custodial Services for Transfort Facilities Page 37 of 86 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. ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ Attach additional pages as needed RFP 7443 Custodial Services for Transfort Facilities Page 38 of 86 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. ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ Attach additional pages as needed RFP 7443 Custodial Services for Transfort Facilities Page 39 of 86 Item J - Summary Information 1. Total cleanable square feet _______________________ 2. Total daily cleaner staff hours _______________________ 3. Total daily supervisory hours _______________________ 4. Total all daily labor hours _______________________ 5. Number of cleaners _______________________ 6. Number of supervisors (non-working leads) _______________________ 7. Labor productivity: Item 1= Item 2 8. Supervisor ratio: People Item 5= Item 6 Hours Item 2= Item 3 RFP 7443 Custodial Services for Transfort Facilities Page 40 of 86 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 7443 Custodial Services for Transfort Facilities Page 41 of 86 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 7443 Custodial Services for Transfort Facilities Page 42 of 86 Pricing Information and Schedules 1. Please complete the attached price schedules (1 through 8) for each proposal or alternate submitted. 2. A completed Schedule 9 will be required only from the successful firm at time of Notice of Award. Retain this form in case you are notified of attaining finalist status. 3. The following certificates and documents need to be submitted only upon Notice of Award to the successful firm: a). Certificates of Insurance must be provided for: - Workers Compensation - General Comprehensive Liability - Comprehensive Automobile Liability b). When the contract is awarded, the successful Vendor is required to provide a performance bond equal to 5% of the contract price. An approved irrevocable letter of credit made out to the benefit of the City of Fort Collins may be substituted for the performance bond. RFP 7443 Custodial Services for Transfort Facilities Page 43 of 86 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 7443 Custodial Services for Transfort Facilities Page 44 of 86 Schedule 2 - Proposed Equipment Inventory Type of Equipment Make/ Model Total Cost Quantity #Years Depreciation Monthly Cost Total Annual Cost Monthly Cost Attach additional pages as needed. RFP 7443 Custodial Services for Transfort Facilities Page 45 of 86 Schedule 3 - Overhead Breakdown Please provide figures as dollars and as a percent of total price for each category. Percent of price shall be calculated as: Annual Overhead/Annual Services (from Schedule 7). Item Cleaning Staff $ Amt. % Mgmt/Supervision $ Amt. % FICA State Unemployment Insurance Federal Unemployment Insurance Workers Compensation Insurance General Liability Insurance Automotive Insurance Pension/Welfare Vacation Training Health Insurance Other( ) Overhead Profit Total Annual Cost Total Monthly Cost Percent of Total Price RFP 7443 Custodial Services for Transfort Facilities Page 46 of 86 Schedule 4 - Direct Staffing Expense DAY STAFF Position #People Labor Rate/Hour Annual Hours Monthly Cost Cleaner 1 Cleaner 2 Cleaner 3 Floor person Other Lead Supervisor Manager NIGHT STAFF Position #People Labor Rate/Hour Annual Hours Monthly Cost Cleaner 1 Cleaner 2 Cleaner 3 Floor person Other Lead Supervisor Manager RFP 7443 Custodial Services for Transfort Facilities Page 47 of 86 WEEKEND STAFF Position #People Labor Rate/Hour Annual Hours Monthly Cost Cleaner 1 Cleaner 2 Cleaner 3 Floor person Other Lead Supervisor Manager AFTER HRS/EMERGENCY Position #People Labor Rate/Hour Annual Hours Monthly Cost Cleaner 1 Cleaner 2 Cleaner 3 Floor person Other Lead Supervisor Manager SUMMARY OF TOTAL STAFF Position #People Labor Rate/Hour Annual Hours Monthly Cost Cleaner 1 Cleaner 2 Cleaner 3 Floor person Other Lead Supervisor Manager RFP 7443 Custodial Services for Transfort Facilities Page 48 of 86 Schedule 5 - Direct Supply Expense Chemicals and Materials Item Quantity Cost Each Annual Cost Monthly Cost RFP 7443 Custodial Services for Transfort Facilities Page 49 of 86 Schedule 6 - Other Direct Expenses Item Quantity Cost Each Annual Cost Monthly Cost Uniforms Licenses Travel Recruiting Tools Subcontract* Postage Vehicle * Attach Explanation RFP 7443 Custodial Services for Transfort Facilities Page 50 of 86 Schedule 7 - Summary Price Proposal Direct Staff Position Number People Annual Hours Annual Cost Monthly Price %of Cleaner 1 Cleaner 2 Cleaner 3 Lead Supervisors Manager Floor person Other Total Direct Overhead Expense Annual Cost Monthly Price % of FICA State Unemployment Insurance Federal Unemployment Insurance Workers Compensation Insurance General Liability Insurance Automobile Insurance Pension/Welfare Vacation Training Health Insurance Other( ) Total RFP 7443 Custodial Services for Transfort Facilities Page 51 of 86 Other Direct Expenses Annual Cost Monthly Price % of Consumables Equipment Supplies Other ( ) Total Administrative and Overhead Profit Total Service Cost: RFP 7443 Custodial Services for Transfort Facilities Page 52 of 86 Schedule 8 - Price Review 1. Total Annual Price $ 2. Dollar Value of Credit Hours: Supervision Credit Hour= $ Cleaner Credit Hour= $ 3. Cost per square foot: Total Annual Price = Total Cleanable Square Feet EXTRA WORK PRICE COMMITTMENT Type of work Hourly Rate SF price Construction/remodel cleanup (inside building) _____________ Extra work off normal work hours _____________ Extra work scheduled during your working hours _____________ 24hr Call for Blood/Body Fluid Cleanup ______________ (1 hr. minimum) Floor finishing(new VCT) _____________ RFP 7443 Custodial Services for Transfort Facilities Page 53 of 86 2013 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 7-9am 12 A Transfort Cottage 6570 Portner Rd 1,137 5 6-9am 51 B Transit Center 250 N. Mason St. 5,008 5 12am-8am South Transit Center 4915 Fossil Blvd. 3,504 5 12am-8am Total SF 14,147 Total: RFP 7443 Custodial Services for Transfort Facilities Page 54 of 86 Schedule 9 - Monthly Billing Structure The City of Fort Collins will require monthly billing, by building. If your firm is selected, you will be required to submit a proposed monthly billing for review by the Fort Collins evaluation team. Your billings each month will be submitted in this manner. The billing may be presented in any format desired, providing it contains the following information: Building Name Labor Cost Bid Labor Credit Labor Billed Direct Overhead Other Direct Admin & Overhead Sub Profit +1 Total Incent. Amt. Total RFP 7443 Custodial Services for Transfort Facilities Page 55 of 86 C. EXHIBIT C – CERTIFICATE OF INSURANCE Please refer to the insurance requirements exhibit in the following Exhibit D – Sample Services Agreement. RFP 7443 Custodial Services for Transfort Facilities Page 56 of 86 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. 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. [Option 1] This Agreement shall commence upon the date of execution shown on the signature page of this Agreement and shall continue in full force and effect for one (1) year, unless sooner terminated as herein provided. In addition, at the option of the City, the Agreement may be extended for an additional period of one (1) year at the rates provided with written notice to the Professional mailed no later than ninety (90) days prior to contract end. RFP 7443 Custodial Services for Transfort Facilities Page 57 of 86 5. Contract Period. [Option 2] 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. The Denver Boulder Greeley CPIU published by the Colorado State Planning and Budget Office will be used as a guide. Written notice of renewal shall be provided to the Service Provider and mailed no later than ninety (90) days prior to contract end. 6. 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. [Early Termination clause here as an option 7. Early Termination by City/Notice. Notwithstanding the time periods contained herein, the City may terminate this Agreement at any time without cause by providing written notice of termination to the Service Provider. Such notice shall be delivered at least fifteen (15) days prior to the termination date contained in said notice unless otherwise agreed in writing by the parties. All notices provided under this Agreement shall be effective when mailed, postage prepaid and sent to the following addresses: City: City of Fort Collins Attn: Purchasing PO Box 580 Fort Collins, CO 80522 Copy to: City of Fort Collins Attn: PO Box 580 Fort Collins, CO 80522 Service Provider: In the event of early termination by the City, the Service Provider shall be paid for services rendered to the date of termination, subject only to the satisfactory performance of the Service RFP 7443 Custodial Services for Transfort Facilities Page 58 of 86 Provider's obligations under this Agreement. Such payment shall be the Service Provider's sole right and remedy for such termination. 8. Contract Sum. The City shall pay the Service provider for the performance of this Contract, subject to additions and deletions provided herein, per the attached Exhibit " ", consisting of page , and incorporated herein by this reference. 9. 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. 10. 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. 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 RFP 7443 Custodial Services for Transfort Facilities Page 59 of 86 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, RFP 7443 Custodial Services for Transfort Facilities Page 60 of 86 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 Director of Purchasing and Risk Management, P. O. Box 580 Fort Collins, Colorado 80522 one copy of a certificate evidencing the insurance coverage required from an insurance company acceptable to the City. 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, RFP 7443 Custodial Services for Transfort Facilities Page 61 of 86 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. 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 RFP 7443 Custodial Services for Transfort Facilities Page 62 of 86 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. [Optional] Special provisions or conditions relating to the services to be performed pursuant to this Agreement are set forth in Exhibit " ", consisting of ( ) pages, attached hereto and incorporated herein by this reference. RFP 7443 Custodial Services for Transfort Facilities Page 63 of 86 CITY OF FORT COLLINS, COLORADO a municipal corporation By:_______________________________ James B. O'Neill II, CPPO, FNIGP Director of Purchasing and Risk Management Date:_____________________________ ATTEST: _________________________________ City Clerk APPROVED AS TO FORM: ________________________________ Assistant City Attorney By:_______________________________ __________________________________ PRINT NAME __________________________________ CORPORATE PRESIDENT OR VICE PRESIDENT Date:_____________________________ ATTEST: (Corporate Seal) _____________________________ CORPORATE SECRETARY RFP 7443 Custodial Services for Transfort Facilities Page 64 of 86 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 be cancelled or materially altered, except after ten (10) 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 $500,000 combined single limits for bodily injury and property damage. In the event any work is performed by a subcontractor, the Service Provider shall be responsible for any liability directly or indirectly arising out of the work performed under this Agreement by a subcontractor, which liability is not covered by the subcontractor's insurance. RFP 7443 Custodial Services for Transfort Facilities Page 65 of 86 E. EXHIBIT E – FEDERAL REQUIREMENTS FEDERAL TRANSIT ADMINISTRATION TABLE OF CONTENTS Federally Required and Other Model Contract Clauses 1. NO GOVERNMENT OBLIGATION TO THIRD PARTIES .................................................. 66 2. PROGRAM FRAUD AND FALSE OR FRAUDULENT STATEMENTS AND RELATED ACTS ................................................................................................................................. 66 3. ACCESS TO RECORDS AND REPORTS ......................................................................... 66 4. FEDERAL CHANGES ........................................................................................................ 68 5. TERMINATION ................................................................................................................... 68 6. CIVIL RIGHTS REQUIREMENTS ...................................................................................... 69 7. DISADVANTAGED BUSINESS ENTERPRISE (DBE) ...................................................... 70 8. INCORPORATION OF FEDERAL TRANSIT ADMINISTRATION (FTA) TERMS ............. 71 9. GOVERNMENT-WIDE DEBARMENT AND SUSPENSION (NONPROCUREMENT) ....... 71 10. CONTRACT WORK HOURS AND SAFETY STANDARDS ACT ...................................... 72 11. ENERGY CONSERVATION REQUIREMENTS ................................................................. 73 12. RECYCLED PRODUCTS ................................................................................................... 73 13. ADA Access ....................................................................................................................... 73 14. CITY OF FORT COLLINS BID PROTEST PROCEDURES ............................................... 74 RFP 7443 Custodial Services for Transfort Facilities Page 66 of 86 1. NO GOVERNMENT OBLIGATION TO THIRD PARTIES 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) The Contractor agrees to include the above clause in each subcontract financed in whole or in part with Federal assistance provided by FTA. It is further agreed that the clause shall not be modified, except to identify the subcontractor who will be subject to its provisions. 2. PROGRAM FRAUD AND FALSE OR FRAUDULENT STATEMENTS AND RELATED ACTS 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. (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 Access to Records - The following access to records requirements apply to this Contract: A. 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 RFP 7443 Custodial Services for Transfort Facilities Page 67 of 86 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. B. 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. C. 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). D. FTA does not require the inclusion of these requirements in subcontracts. Requirements for Access to Records and Reports by Types of Contract Contract Characteristics Operationa l Service Contract Turnkey Constructio n Architectural Engineering Acquisitio n 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 5307/5309/5 311 RFP 7443 Custodial Services for Transfort Facilities Page 68 of 86 4. FEDERAL CHANGES 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. TERMINATION 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. 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 RFP 7443 Custodial Services for Transfort Facilities Page 69 of 86 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. 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. 6. CIVIL RIGHTS REQUIREMENTS 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. RFP 7443 Custodial Services for Transfort Facilities Page 70 of 86 (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. 7. DISADVANTAGED BUSINESS ENTERPRISE (DBE) 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 _9.9_ %. A separate contract goal has not 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 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)). {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.] [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.] [is required to return any retainage payments to those subcontractors within 30 days after incremental acceptance of the subcontractor’s work by the City of Fort Collins and contractor’s receipt of the partial retainage payment related to the subcontractor’s work.] e. The contractor must promptly notify 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 RFP 7443 Custodial Services for Transfort Facilities Page 71 of 86 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 City of Fort Collins. 8. INCORPORATION OF FEDERAL TRANSIT ADMINISTRATION (FTA) TERMS 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. 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 RFP 7443 Custodial Services for Transfort Facilities Page 72 of 86 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 {insert agency name}. If it is later determined that the bidder or proposer knowingly rendered an erroneous certification, in addition to remedies available to {insert agency name}, 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. 10. CONTRACT WORK HOURS AND SAFETY STANDARDS ACT Background and Application The Contract Work Hours and Safety Standards Act is codified at 40 USC 3701, et seq. The Act applies to grantee contracts and subcontracts “financed at least in part by loans or grants from … the [Federal] Government.” 40 USC 3701(b)(1)(B)(iii) and (b)(2), 29 CFR 5.2(h), 49 CFR 18.36(i)(6). Although the original Act required its application in any construction contract over $2,000 or non-construction contract to which the Act applied over $2,500 (and language to that effect is still found in 49 CFR 18.36(i)(6)), the Act no longer applies to any “contract in an amount that is not greater than $100,000.” 40 USC 3701(b)(3) (A)(iii). The Act applies to construction contracts and, in very limited circumstances, non- construction projects that employ “laborers or mechanics on a public work.” These non- construction applications do not generally apply to transit procurements because transit procurements (to include rail cars and buses) are deemed “commercial items.” 40 USC 3707, 41 USC 403 (12). A grantee that contemplates entering into a contract to procure a developmental or unique item should consult counsel to determine if the Act applies to that procurement and that additional language required by 29 CFR 5.5(c) must be added to the basic clause below. The clause language is drawn directly from 29 CFR 5.5(b) and any deviation from the model clause below should be coordinated with counsel to ensure the Act’s requirements are satisfied. Clause Language Contract Work Hours and Safety Standards (1) Overtime requirements - No contractor or subcontractor contracting for any part of the contract work which may require or involve the employment of laborers or mechanics shall require or permit any such laborer or mechanic in any workweek in which he or she is employed on such work to work in excess of forty hours in such workweek unless such laborer or mechanic receives compensation at a rate not less than one and one-half times the basic rate of pay for all hours worked in excess of forty hours in such workweek. (2) Violation; liability for unpaid wages; liquidated damages - In the event of any violation of the clause set forth in paragraph (1) of this section the contractor and any RFP 7443 Custodial Services for Transfort Facilities Page 73 of 86 subcontractor responsible therefore- shall be liable for the unpaid wages. In addition, such contractor and subcontractor shall be liable to the United States for liquidated damages. Such liquidated damages shall be computed with respect to each individual laborer or mechanic, including watchmen and guards, employed in violation of the clause set forth in paragraph (1) of this section, in the sum of $10 for each calendar day on which such individual was required or permitted to work in excess of the standard workweek of forty hours without payment of the overtime wages required by the clause set forth in paragraph (1) of this section. (3) Withholding for unpaid wages and liquidated damages - The (write in the name of the grantee) shall upon its own action or upon written request of an authorized representative of the Department of Labor withhold or cause to be withheld, from any moneys payable on account of work performed by the contractor or subcontractor under any such contract or any other Federal contract with the same prime contractor, or any other federally-assisted contract subject to the Contract Work Hours and Safety Standards Act, which is held by the same prime contractor, such sums as may be determined to be necessary to satisfy any liabilities of such contractor or subcontractor for unpaid wages and liquidated damages as provided in the clause set forth in paragraph (2) of this section. (4) Subcontracts - The contractor or subcontractor shall insert in any subcontracts the clauses set forth in paragraphs (1) through (4) of this section and also a clause requiring the subcontractors to include these clauses in any lower tier subcontracts. The prime contractor shall be responsible for compliance by any subcontractor or lower tier subcontractor with the clauses set forth in paragraphs (1) through (4) of this section. 11. ENERGY CONSERVATION REQUIREMENTS 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. 12. RECYCLED PRODUCTS 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. 13. ADA Access Accessibility. Facilities to be used in public transportation service must comply with 42 U.S.C. Sections 12101 et seq. and DOT regulations, “Transportation Services for Individuals with Disabilities (ADA),” 49 CFR Part 37; and Joint ATBCB/DOT regulations, “Americans with Disabilities (ADA) Accessibility Specifications for Transportation Vehicles,” 36 CFR Part 1192 and 49 CFR Part 38. Notably, DOT incorporated by reference the ATBCB’s “Americans with Disabilities Act Accessibility Guidelines” (ADAAG), revised July 2004, which include accessibility guidelines for buildings and facilities, and are incorporated into Appendix A to 49 CFR Part 37. DOT also added specific provisions to Appendix A modifying the ADAAG, with the result that buildings and facilities must comply with both the ADAAG and amendments thereto in Appendix A to 49 CFR Part 37. RFP 7443 Custodial Services for Transfort Facilities Page 74 of 86 14. 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 7443 V. S A. B 3 Custodial Se SUPPLEME BUILDING L ervices for Tr ENTAL INF LOCATION ransfort Facili ORMATIO NS MAP ties N Page 755 of 86 RFP 7443 3 Custodial Seervices for Tr ransfort Facilities Page 766 of 86 RFP 7443 Custodial Services for Transfort Facilities Page 77 of 86 B. BUILDING STATISTICS & FLOOR PLANS South Transit Center BID 7444 Carpet Maintenance for Transfort Facilities Page 78 of 86 BID 7444 Carpet Maintenance for Transfort Facilities Page 79 of 86 Main Transit Center BID 7444 Carpet Maintenance for Transfort Facilities Page 80 of 86 BID 7444 Carpet Maintenance for Transfort Facilities Page 81 of 86 BID 7444 Carpet Maintenance for Transfort Facilities Page 82 of 86 Transfort Cottage BID 7444 Carpet Maintenance for Transfort Facilities Page 83 of 86 BID 7444 Carpet Maintenance for Transfort Facilities Page 84 of 86 Transfort Portner Road Building BID 7444 Carpet Maintenance for Transfort Facilities Page 85 of 86 BID 7444 Carpet Maintenance for Transfort Facilities Page 86 of 86 None None unless non- competitive award None None unless non- competitiv e 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)