Floor Care Service Proposal 4-19-2013
HARNETT COUNTY
FINANCE/PURCHASING
REQUEST FOR PROPOSALS
FLOORING CARE SERVICE
FOR THE PERIOD OF JULY 1, 2013 THROUGH JUNE 30, 2016
DUE DATE: NO LATER THAN 5:00 PM, APRIL 19,
2013
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 “QUOTE ENCLOSED PB2-04192013”, YOUR FIRM NAME AND THE DELIVER BY 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: Flooring Care Service Contract RFP#: PB2-04192013
Issue Date: April 5, 2013
Due Date/Time: April 19, 2013 by 5:00 p.m.
Issuing Agency: Harnett
County
Public Buildings Department
801 S. First Street
Lillington, NC 27546
The Harnett County Public Buildings Department hereby solicits sealed proposals to provide a (3)
three-year contract for the service and maintenance of flooring located in various County government locations, as more particularly described in the attached specifications. All proposals
shall be sealed indicating “Proposals Enclosed, PB-04192013, your firm name, and deliver by 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 5:00 p.m., April 19, 2013.
The County will hold a pre-proposal viewing of the flooring
locations on Saturday, April 13, 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 Public Buildings Meeting Room, located at
801 S. First Street, Lillington, North Carolina, at 9:00 a.m. During the escorted viewing, you will be able to make notes and view all the flooring locations specified in the Request
for Proposals. This will be the only opportunity for viewing the flooring locations 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 County of Harnett on April 19, 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 E. Front
St.
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 floor care 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 generators
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 floor care
service bid upon as shown on Attachment E.
Contract Term/Conditions: This is an annual contract for (3) three years starting July 1, 2013 and ending on June 30, 2016. 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. The County has the right to add or remove equipment if the occasion arises.
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. Attachment D and Attachment E must be filled out in its entirety and a copy of all licenses
and certifications required must be attached.
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.
Transfer or Assignment: The covenants and agreements contained within the awarded bid are specifically
binding and the County will not allow the awarded bid to be transferred or assigned to any other party or parties without the express written consent from the County, which shall not
be unreasonably withheld.
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.
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. _____Yes
_____No
20. 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
FLOOR CARE SERVICE CONTRACT
This describes the terms and conditions for a
three (3) year floor care service contract with Harnett County for various government building locations in Harnett County, as more particularly described herein.
This agreement shall
be three years starting July 1, 2013 and ending June 30, 2016, subject appropriation by the Harnett County Board of Commissioners.
Required Services for Facilities:
Stripping: The
County requires all floors identified in Attachment A, attached hereto and hereby incorporated herein, to be stripped, waxed and buffered twice per year. One stripping/waxing to be
completed during the month of January each year. After the floors have been stripped, they shall be reapplied with a minimum of either: five (5) coats, with four coats being wax and
one coat being sealer, or four (4) coats, with four coats being wax and one coat being sealer, or four(4) coats, with three coats being wax and one coat being a sealer/wax combinations.
Deep
Cleaning Scrubs: The County requires four (4) deep cleaning scrubs per year of all floors identified in Attachment A. The deep cleaning scrubs are to be done in September, November,
March, and May. The deep cleaning scrubs require the stripping of 1-2 coats of wax and the reapplication of two (2) coats of wax.
Cleaning Times: All floor care services shall be performed
during the hours other than the regular County business hours, which are from 8:00 a.m. – 5:00 p.m., Monday thru Friday.
Notification to County Facilities: The County will require
Contractor to notify the applicable facility five (5) business days prior to arriving to perform floor cleaning services. This requirement is intended to help prevent any scheduling
conflicts with other County functions. A list of the
names and numbers of contacts for each of the facilities will be provided to the Contractor at the time the contract is entered into.
Progress Report: The County will require Contractor
to fill out a Progress Report in the form attached hereto as Attachment B, which shall be turned in to the Harnett County Public Building Department as services are completed. (See
Attachment B).
No Interference with Fire Alarms: All stripping and buffing must be done in a manner to prevent the activation of the fire alarms in the County buildings. In order
to prevent the fire alarm activation, Contractor understands and agrees that dust and fumes from equipment must be kept to a minimal.
Employee Rules: Contractor shall ascertain that
all employees abide by the following rules:
Supervisors/employees shall not disturb any papers, boxes, or other
materials.
B.
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 as soon as possible.
C. Supervisors/employees shall not open drawers, file cabinets, or use any
telephone, except public pay phones, unless given specific
prior approval
by the County.
D. Supervisors/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.
E. Supervisors/employees shall not engage in idle or unnecessary
conversation with County employees or visitors to the buildings.
Supervisors/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.
Supervisors/employees
shall abide by rules and regulations set forth by
the State of North Carolina which affect 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.
Supervisors/employees shall ensure that upon leaving building or office, during non-business hours, all lights shall be switched to off position and doors
locked upon departure.
3. 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 floor care products allowed by the County are listed on Attachment C attached hereto and hereby incorporated herein. No product
substitutes will be allowed or accepted.
4. Personnel Qualifications:
At the Contractor’s sole expense, all personnel working on County
premises should, at a minimum, completely
satisfy the following
conditions or trainings before working on County premises:
A. Verified, clear background check
B. Verified reference checks
C. OSHA training
D. Container labeling
E. Product knowledge
F. HAZCOM training
G. HAZMAT training
H. Personal protection equipment training
I. Safety training
5. Additiona
l Cleaning:
Additional floor care services may be required by the County due
to the use of facilities by the public and general wear and tear on
the floors. Additional floor
care may also be required in the event the County would like to add additional facilities to the contract,
other than those specifically identified on Attachment A
hereto.
the additional floor care will be requested as needed by the Public
Buildings Director. Any additional services requested by the
County and provided by the Contractor
shall be paid pursuant to
the rates established in Attachment D, attached hereto and hereby
incorporated herein. (See Attachment D). The price per square
foot for additional
floor care established in Attachment D should
include any general cleaning of floors needed before or after
treatments.
6. Total Square Footages:
The square footage totals provided in Attachment A 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.
7. Payments:
Invoices for services shall be submitted twice per year in two equal
installments, with each installment being
one-half of the annual
contract amount identified in Attachment E, attached hereto and
hereby incorporated herein. The first invoice should be submitted
on or before June
15th. Payment for services will be Net 30.
Respectfully submitted this__________ day of _______ 2013.
By:____________________________Title:________________________
Telephone
Number:___________________________________________
Vendor:_______________________________________________
EXECUTION OF PROPOSAL PAGE
Floor Care Service Contract
Date:
By submitting this proposal, Contractor certifies the following:
An authorized representative of the
firm has signed this proposal.
It can obtain insurance certificates 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.
The Contractor 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)
Specs for Floor Care
Will require work to be done after working hours.
Bonds, Insurance, etc.
Requires two (2) Strippings per year. One Stripping is to be done in July and one in January.
The Strippings require a minimum of five (5) coats, four being wax and one coat of sealer or 3 coats of wax and one coat of sealer/wax combination.
Requires four (4) Deep Cleaning Scrubs
per year. The Deep Cleaning Scrubs are to be done in September, November, March, and May. The Deep Cleaning Scrubs require the stripping of 1-2 coats of wax and re-apply 2 coats of
wax.
Harnett County will accept the following brands of wax to be used on the flooring: a. Premier Plus Seal and Finish – Carter’s Inc.
b. Premier Seal and Floor Finish - Johnson
and Johnson
c. Multi Clean Acrye Kote Sealer and Finish – Multi Clean Inc
Stripping and Buffing must be done in a way so that fire alarms are not activated. To
prevent this, dust and fumes from equipment must be kept to a minimal.
Floor Care should be arranged so that it does not interfere with County functions. We will require a weeks notice
to each building to verify that there are no functions scheduled. The contact list is will be provided. (See Attachment)
The County will require the vendor to report completed tasks
on a Progress Report. (See Attachment)
The County will pay invoices twice per year. The invoices are due by the beginning of December and the beginning of June.
Buildings and/or square
footages can be added or removed as needed with a 30 day notice for the rate of additional floor care prices. (See attachment)
The square footages given are estimates to the best of
our ability. The vendor is responsible for accuracy on the square footage.(See Attachment)
The County will request additional pricing per square foot for various floor types including
VCT, Terrazo, Brick, Tile, and Commercial Linoleum. (See Attachment)
Require 5 references for similar contracts.
Minimum of 10 years experience.
All forms need to be filled out completely
in order for proposal to be accepted.