Cleaning Services Proposal 5-3-2013HARNETT COUNTY
FINANCE/PURCHASING
REQUEST FOR PROPOSALS
CLEANING SERVICES FOR HARNETT COUNTY COURTHOUSE, HARNETT COUNTY HEALTH DEPARTMENT, HARNETT COUNTY DEPARTMENT OF SOCIAL SERVICES,
HARNETT COUNTY PUBLIC UTILITIES BUSINESS CENTER AND HARNETT COUNTY DETENTION CENTER
FOR
HARNETT COUNTY DEPARTMENT OF PUBLIC BUILDINGS
FOR THE PERIOD OF JULY 1, 2013 THROUGH JUNE 30,
2016
DUE DATE: NO LATER THAN 2:00 PM, MAY 3, 2013
OPENING DATE: May 3, 2013
TIME: 2:00 PM
LOCATION: HARNETT COUNTY HUMAN RESOURCES CONFERENCE ROOM
102 EAST FRONT STREET
LILLINGTON,
NC 27546
QUESTIONS: CHRIS JOHNSON, PUBLIC BUILDINGS SUPERVISOR
CJOHNSON@HARNETT.ORG, TELEPHONE: 910-893-7538
FAXES OR E-MAILS ARE NOT ACCEPTED FOR THIS QUOTE
THE COUNTY OF HARNETT
RESERVES THE RIGHT TO REJECT ANY OR ALL BIDS RECEIVED, OR TO SELECT THE BID WHICH, IN OUR OPINION, IS THE BEST OVERALL INTEREST OF THE COUNTY.
MAIL OR DELIVER BIDS IN A SEALED ENVELOPE
IDENTIFIED “PROPOSAL ENCLOSED PB-05032013”, YOUR FIRM NAME AND THE OPENING DATE ON THE OUTSIDE OF THE ENVELOPE
TO: Renea Warren-Ford
Purchasing Specialist
102 E. Front Street
P.O.
Box 760
Lillington, N.C. 27546
INFORMAL REQUEST FOR PROPOSALS
Title: Cleaning Service RFP#: PB-05032013
Issue Date: April 15, 2013
Due Date/Time: May 3, 2013 by 2:00 p.m.
Issuing Agency: Harnett County
Public Buildings Department
801 S. First Street
Lillington, NC 27546
The Harnett County Public Buildings Department hereby solicits proposals to provide a three-year contract
for the cleaning service for the Harnett County Governmental Complex located at 301, 305, 307, 309, 311 West Cornelius Harnett Boulevard, Lillington, North Carolina, Harnett County Public
Utilities Business Center at 700 McKinney Pkwy in Lillington, North Carolina and the Harnett County Detention Center located at 175 Bain Street, Lillington, North Carolina, as more particularly
described in the attached specifications. All proposals shall be sealed indicating “Proposals Enclosed, PB-04262013, your firm name, and opening date prominently on the front of the
each sealed proposal envelope or package. Electronically submitted (e-mail/fax) proposals will not be accepted. Sealed proposals will be accepted until 2:00 p.m., May 3, 2013.
The
County will hold a pre-proposal viewing of the facilities on Saturday, April 27, 2013 from 9:00 a.m. until 3:00 p.m. If you wish to attend the escorted viewing, you will need to be
at the front entrance of the Harnett County Courthouse, located at 301 West Cornelius Harnett Boulevard in Lillington, North Carolina, at 9:00 a.m. During the escorted viewing, you
will be able to take measurement, make notes, and view the areas which we have specified to be cleaned. This will be the only walk through provided or allowed. All persons attending
a pre-proposal viewing will be required to sign-in at the beginning of the session and sign-out at the end of the site visits.
The Request for Proposal form to be used by the bidders,
and specifications of the services and maintenance to be performed are attached. The County of Harnett hereby reserves the right to reject any and all Request for Proposals.
GENERAL CONDITIONS
How to Submit Bid Proposals: Proposals must be mailed or delivered allowing sufficient time to ensure receipt by the Public Buildings Department on May 3,
2013. Proposals not received by the date specified will not be opened or considered, unless the delay is a result of the negligence of the County, its agents, or assigns.
Mailing Address:
Harnett
County Finance
Renea Warren-Ford, Purchasing Specialist
PO Box 760
Lillington, N.C. 27546
Hand Delivery:
Harnett County Finance
Renea Warren-Ford, Purchasing Specialist
102 East Front
Street
Lillington, N.C. 27546
Contact Information:
Harnett County Public Buildings
Chris Johnson
910-893-7538
Standards for Acceptance of Proposal for Award Contract: The County
reserves the right to reject any or all proposals. The award for Harnett County’s cleaning service contract may be made to the responsible bidder (also sometimes referred to as “Contractor”)
that best meets the needs and interests of Harnett County, taking into consideration quality and performance. Harnett County reserves the right to bid any other services for cleaning
not listed herein and/or award same to successful vendor.
Compliance with Laws: The Contractor shall obtain and maintain all licenses, permits, liability insurance, worker’s compensation
insurance and comply with any and all other standards or regulations required by Federal, State, or County statute, ordinances and rules during the performance of any contract between
the bidder/contractor and the County. Any such requirement specifically set forth in any contract document between the bidder and the County shall be supplementary to this section and
not in substitution thereof.
Bids for All or Part: Unless otherwise specified by the County or by the bidder, Harnett County reserves the right to make award on all items or on any
of the items according to the best interest of the County. Bidder may restrict his bid to
consideration in the aggregate by so stating, but must name a unit price on each facility bid upon as shown on Attachment A.
Contract Term/Conditions: This is an annual contract for
three years starting July 1, 2013 and ending on June 30, 2016. Although the contract is for three years, said contract may be terminated at anytime if funds are not appropriated and
made available by the Harnett County Board of Commissioners. Bidder warrants that bid prices, terms, and conditions quoted in his/her bid will be firm for acceptance for a period of
three (3) years.
Contract Extension: Harnett County reserves the right to renew this contract each year with the same terms and conditions upon agreement of both parties, provided
that funds have been appropriated by the governing board and performance under this contract has been satisfactory. Price increase shall be considered at contract renewal time and may
be cause for non-renewal.
Completeness: All information required by Request for Proposal must be complete and submitted to constitute a responsible bid.
Acceptance of Service: In
the event that the service supplied to the County does not conform to specifications, the County reserves the right to cancel the service upon 30-day written notice to the Contractor
at the Contractor’s expense.
Guarantee: Unless otherwise specified by the County, the Contractor will unconditionally guarantee the service and workmanship on all services. If within
the guarantee period, any defects occur which are due to faulty services, the Contractor, at his/her expense, shall repair, adjust the condition, or replace the services to the complete
satisfaction of the County. These repairs, replacements, or adjustments shall be made only at such time designated by the County to be the least detrimental to the operation of County
business.
Indemnity & Insurance: The Contractor will indemnify and hold harmless the County, its officers, agents, and employees from and against all loss, cost, damages, expense and
liability caused by accident or other occurrence resulting in bodily injury, including death and disease to any person, or damage or destruction to property, real or personal, arising
directly or indirectly from operations, products, or services rendered or purchased under the contract.
Where Contractors are required to enter or to go onto County property to deliver
materials or perform work, the contractor, at his/her sole expense, will purchase and maintain the insurance listed below as A, B, & C.
Where Contractors will not be required to enter
or go onto County property and will only provide supplies, materials, or equipment, the Contractor, at his sole expense, will purchase and maintain insurance coverage designated below
as B.
Automobile – Automobile bodily injury and property damage liability insurance when the services to be performed require the use of motor vehicles.
Commercial General Liability-Bodily
injury and property damage liability as will protect the contractor from claims of bodily injury or property damages which arise from operations of this contract. The amounts of such
insurance shall not be less than $1,000,000.00 bodily injury and property damage – combined single limit each occurrence/aggregate. This insurance shall include coverage for products/completed
operations, personal injury liability and contractual liability.
Workers’ Compensation and employers’ liability meeting the statutory requirements of the State of North Carolina.
The
successful bidder shall provide the County with a certificate of such insurance and shall contain the provision that the County will be given thirty (30) days written notice of any intent
to amend or terminate by either the insured or the insuring company. However, a ten (10) day notice is sufficient for cancellation due to non-payment of premium.
Default Provision:
Failure to satisfactorily perform the services required by the contract for the project will be grounds for Harnett County to declare the successful bidder in default. Unless otherwise
provided herein, the Contract may be canceled or annulled with a 30-day notice by Harnett County in whole or in part by written notice of default to the bidder upon nonperformance or
violation of contract terms. An award may be made to another bidder for services specified, or they may be purchased on the open market and the defaulting Contractor shall be liable
to Harnett County for costs to the County in excess of the defaulted contract prices. The bidder shall continue the performance of this contract to the extent that any part is not terminated
under the provisions of this clause.
Certification of Independent Price Determination: By submission of this bid, the bidder certifies and, in the case of a joint bid, each party
thereto certifies as to its own organization, that in connection with this procurement:
The price in this bid have been arrived at independently, without consultation, communication,
or agreement for the purpose of restricting competition as to any matter relating to such prices with any other bidder or with any competitor;
Unless otherwise required by law, the prices
which have been quoted in this bid have not and will not be knowingly disclosed by the bidder prior to bid opening, directly or indirectly, to any other bidder or to any competition;
and
No attempt has been made or will be made by the bidder to induce any other person or firm to submit or not to submit a bid for the purpose of restricting competition.
Offer/No Bid. All contractors in receipt of a Request For Proposal for a project are urged to respond with an Offer or a No Bid.
Oral Explanations. The County will not be bound by
oral explanations or instructions given at any time during the proposal process or after a project is awarded.
Qualified Vendor: A “Qualified Vendor” is defined for this purpose as
one who meets, or by the date of bid acceptance can meet, all requirements for licensing, insurance, and service contained within these specifications.
Equipment and Supplies: Vendor
must provide all cleaning equipment and cleaning supplies to properly clean facilities to the specifications of the County. Trash can liners, hand towels, hand soap and toilet tissue
will be provided by the County.
List Five References For Whom You Are Providing Services:
The County requires a minimum of ten (10) years experience. Prospective Contractor must supply
at least five (5) references from government agencies and/or private firms for which it has done similar or related work during the past three years.
1. Agency or Firm Name:
Business
Address:
Contact Person:
Telephone Number:
2. Agency or Firm Name:
Business Address:
Contact Person:
Telephone Number:
3. Agency or Firm Name:
Business Address:
Contact Person:
Telephone Number:
4. Agency or Firm Name:
Business Address:
Contact Person:
Telephone Number:
5. Agency or Firm Name:
Business Address:
Contact Person:
Telephone
Number:
N.C.G.S. Sect. 143, Articles 3 and 3C. :
Pursuant to Article 3 and 3C, Chapter 143 of the North Carolina General Statutes, the State invites and encourages participation
in this procurement by businesses owned by small contractors, minorities, women, and the disabled. Place an X by the appropriate response below if you choose to be identified as a qualified
business as referenced above.
_____ I American Indian
_____A Asian American
_____B Black, African American
_____D Disabled
_____F Female
_____H Hispanic
_____S Small Contractors
Contractor’s
Representative for Business Purposes: The name, mailing address, electronic mail address, facsimile number, and telephone number of the Contractor’s authorized agent with authority
to bind the firm and answer official questions concerning the Contractor’s proposal must be clearly stated.
Equal Opportunity Employer: Harnett County is an equal employment opportunity
employer. The County is a federal contractor, and therefore the provisions and affirmative action obligations of 41 CFR § 601.4(a), 41 CFR 60-741.5(a), and 41 CFR 60-250.4 are incorporated
herein by reference, where applicable.
COUNTY OF HARNETT
LILLINGTON, NORTH CAROLINA
SPECIFIED
TERMS AND CONDITIONS
FOR
CLEANING SERVICE
AT
HARNETT COUNTY COURTHOUSE,
HARNETT COUNTY COMPLEX,
AND
HARNETT COUNTY DETENTION
CENTER
This describes the terms and conditions for an annual cleaning service for the Harnett County Governmental Complex located at 301, 305, 307, 309, 311 West Cornelius Harnett Boulevard,
Lillington, North Carolina, Harnett County Public Utilities Business Center, located at 700 McKinney Pkwy, Lillington, North Carolina and the Harnett County Detention Center located
at 175 Bain Street, Lillington, NC 27546.
This agreement shall be for three years starting July 1, 2013 to June 30, 2016.
Required Services For Facilities:
A. See
required services for the Harnett County Governmental Buildings itemized in Attachment in A attached hereto and hereby
incorporated herein.
B. At no additional
charge to the County, Contractor shall shampoo up to 2,000 square feet of carpet per year in the Harnett County
Governmental Buildings, as identified by County.
C. Contractor
shall not interfere with fire alarms in the Harnett County Governmental Buildings when providing cleaning and/or floor care services. All stripping and buffing of floors must
be done in a manner to prevent the activation of the fire alarms in the County buildings. In order to prevent fire alarm activation, Contractor understands and agrees that
dust and fumes from equipment must be kept to a minimal.
Staffing Pattern and Communication:
A minimum of five (5) daytime porters is required with two (2) being responsible
of the courthouse facility, two (2) being
responsible for the public health and department of social services facility and one (1) being responsible for the detention center. In addition, one (1) designated onsite supervisor
is required during the daytime and is responsible for monitoring the courthouse facility, the complex, and the detention center. Some cleaning must be done after hours, Monday through
Friday. (See Attachment B) The number of night porters will be determined by the Contractor so long as the terms of the contract are upheld.
The County requires that the onsite supervisor
be equipped with cell phone for emergencies, problems, or questions that may arise. In the absence of the designated onsite supervisor, the vendor must provide the County with a name
and telephone number of the alternate onsite supervisor for the County employees to contact.
The County requires that supervisor(s) and/or porters be able to properly communicate
with County employees regarding basic cleaning, safety and security needs.
Staff Uniform and Identity Requirements:
The County requires that vendor’s staff wear a solid colored uniform.
The uniform may consist of scrubs or other attire such as solid polo shirts and pants.
Shoes shall not be open toed.
The County requires that all janitorial personnel display a photo
I.D. at all times while on the premises of County property.
Employee Rules. Contractor shall ascertain that all employees abide by the following rules:
Supervisor/employees shall
not disturb any papers, boxes, or other materials except in trash receptacles or designated areas for trash or unless such material is properly identified as trash.
Supervisor/employees
shall report any personal injury or property loss or damage to their supervisor immediately. The supervisor shall report the location and extent of damage to the County.
Supervisor/employees
shall not open drawers, file cabinets, or use any telephone except public pay phones unless given specific prior approval by the County.
Supervisor/employees shall not leave keys in doors or admit anyone to any building or office who is not a designated employee of the County. All doors, which were locked upon entry,
will be immediately re-locked after entry.
Supervisor/employees shall not engage in idle or unnecessary conversation with County employees or visitors to the buildings.
Supervisor/employees
shall not remove any article or materials from the premises, regardless of its value or regardless of any employee or tenant’s permission. This includes the contents of or any item
found in trash containers in or around the premises.
Supervisor/employees shall abide by rules and regulations set forth by the State of North Carolina which affects the performance
of the work.
Upon written request of the County to the Contractor, any Contractor's employee who fails to abide by these or other rules established by the County will be immediately
removed from the job and replaced.
Supervisor/employees shall ensure that upon leaving building or office, during evening hours, all lights shall be switched to off position and doors
locked upon departure.
Supervisor/employees shall be given keys or cards for the buildings. These keys and cards must be signed for and vendor is responsible for cost of replacement.
Material
Safety Data Sheets:
The County requires that product information be kept on all cleaning agents used by the Contractor’s staff. This information should be stored in the Janitor’s Closet
for review and reference.
Product Standards:
All cleaning products should be of highest quality and must be an EPA registered agent.
Floor finishes must be formulated to eliminate
yellowing and powdering, and to improve reparability. The following floor care products are required by the County:
Light Speed Floor Finish - manufactured by Butchers
Ironstone Acrylic Sealer – manufactured by Butchers
Crowbar Stripper Non-Ammonia – manufactured by Butchers
Hot Springs GenPurpose – manufactured by Butchers
Betcobest Floor Finish –
manufactured by Betco
Floor Sealer Acrylic – manufactured by Betco
Extreme Stripper Rinse Free Low Odor – manufactured by Betco
Best Scrub Top Scrub Floor Cleaner – manufactured by Betco
Time
Saver Floor Finish – manufactured by Johnson
Fastrip Floor stripper – manufactured by Johnson
Iron Stone Acrylic Seal – manufactured by Johnson
No product substitutes will be accepted.
Staff
Qualifications:
At the Contractor’s sole expense, all janitorial personnel should, at a minimum, completely satisfy the following conditions or trainings before working on County premises:
Verified
, Clear Background Check
Verified Reference Checks
OSHA Training
Container Labeling
Product Knowledge
HAZCOM Training
HAZMAT Training
Personal Protection Equipment
Blood borne Pathogens
Safety
Training
Emergency Evacuation Training
Additional Cleaning:
Additional cleaning may be needed due to the use of facilities by the public or the use for County functions. The additional
cleaning will be requested as needed by the Public Buildings Director.
Price per square foot to clean rooms that require sweeping and mopping.
Price per square foot to clean rooms that
require vacuuming.
Price per square foot to clean Public Restrooms.
Prices for cleaning the commons area that requires the cleaning of the commons, foyer, and restrooms, the kitchen area, and table and chair setup and takedown.
The cleaning price per
square foot of the above listed should also include general cleaning and emptying of trash containers. (See Attachment C)
Additional floor care may be needed. The additional floor
care will be requested as needed by the County.
Price per square foot for stripping and waxing vinyl and ceramic flooring.
Price per square foot for stripping and waxing terrazzo flooring.
Price
per square foot for shampooing carpet flooring.
The price per square foot for floor care should include general cleaning of floors needed before or after treatments. (See Attachment
D)
Total Square Footages:
The square footage totals provided were calculated by the County and are approximate. It is the Contractor’s responsibility to bring any discrepancies found
to the County’s attention before the proposal is to be submitted. (See Attachment E)
Payments:
Invoices for services shall be submitted once (1) per month. Invoices should be submitted
on or before the twenty-eighth (28th) of each month to equal twelve (12) equal payments. Payment for services will be Net 30.
Respectfully submitted this ________ day of _________
2013______
By: ___________________________ Title: ________________
Telephone Number: ________________________________________
Vendor: ______________________________________
_________________________
____________________
EXECUTION OF PROPOSAL PAGE
Governmental Complex Cleaning Service Contract
Date:
By submitting this proposal, the Contractor certifies the following:
An authorized
representative of the firm has signed this proposal.
It can obtain insurance certificates and a performance bond as required within 10 calendar days after notice of award.
The Contractor
has determined the cost and availability of all equipment, materials and supplies associated with performing the services outlined herein.
All labor costs, direct and indirect, have
been determined and included in the proposed cost.
If required, the Contractor has attended the pre-proposal conference and is aware of the prevailing conditions associated with performing
this contract.
The Contractor agrees to complete the scope of work for this project with no exceptions.
Therefore, in compliance with the foregoing Request for Proposal, and subject
to all terms and conditions thereof, the undersigned offers and agrees, if this proposal is accepted within (60) days from the date of the opening, to furnish the services for the prices
quoted.
Contractor:
Mailing Address:
City, State, Zip Code:
Telephone Number:
Principal Place of Business if different from above
By
Title:
(Type
or Print Name)
(Signature)