**BID NO: 3823 Service Contract JANITORIAL

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1 Lauderdale County Board of Supervisors 410 Constitution Ave, 11 th Floor Meridian, Mississippi Main Fax Information Packet TERM BIDS FOR PERIOD JULY 1, 2018 THROUGH JUNE 30, 2019 FOR THE FOLLOWING: **BID NO: 3823 Service Contract JANITORIAL 1. Lauderdale County Annex Building 410 Constitution Ave 7 floors occupied 71,327 Sq. Ft. 2. Lauderdale County Courthouse 500 Constitution Avenue 3 floors occupied 46,875 Sq. Ft. 3. Lauderdale County Tourism 2000 Front Street, Suite A 1 story 1275 Sq. Ft. 4. Lauderdale County E-911/ Permit Department* 2525 B 14 th Street 5. Lauderdale County Emergency Management* th Street 6. Lauderdale County Juvenile Center 5400 Semmes Road 7. Lauderdale County Veteran s Services rd Avenue 1 st Floor occupied 1679 Sq. Ft. Porch occupied 471 Sq. Ft. *Buildings 4 & 5 have a combined total approximately 20,000 Sq. Ft. UN-Priced Solicitation Due: On or before, Wednesday, May 23, 2018 at 4:30 p.m. **Electronic Bids Due: On or before 9:45 am, Wednesday, June 7, 2018 Company Name 1

2 INSTRUCTIONS TO BIDDERS/SPECIFICATIONS In 2017 Mississippi passed legislation requiring government bidding to be conducted by reverse auction and to allow any bid to be submitted by electronic means. The Lauderdale County Board of Supervisors is required to follow these laws. Vendors are welcome to continue to submit paper bids in sealed envelopes, but are encouraged to participate in the reverse auction process. REVERSE AUCTION DEFINITION: Process allowing several vendors to compete for the right to sell goods or services to a buyer. Competing vendors can see the price of their competitors and lower their price to compete for the sale. Bidders are required to submit their completed bid packet without pricing no later than 4:30 p.m. on Wednesday, May 23, This may be submitted in any of the following ways: Un-Priced Bids: Written packet submitted in sealed envelope and clearly labeled as UN-PRICED OFFER with bidder s name and address, name of bid, bid number and bid due date. Bids may be mailed or delivered to 410 Constitution Ave, 11 th Floor, Meridian, Mississippi, or by Electronic bid submission via Submissions will be evaluated and vendors submitting acceptable offers will be invited to submit priced bids. Electronic bids and/or reverse auction bids can be submitted via For any questions relating to the electronic bidding process, please call Central Bidding at Bidding will be held by electronic reverse auction on Thursday, June 7, 2018, starting at 9:00 a.m. and ending at 2:00 p.m. at The county reserves the right to utilize anti-sniping for reverse auctions. Anti-sniping is a tool that automatically extends the bid time for a reverse auction by fifteen (15) minutes if a vendor places a bid in the final five (5) minutes of the reverse auction. The anti-sniping effect will auto extend the reverse auction bid time any time a bid is placed in the last five (5) minutes of the reverse auction and can auto extend the reverse auction multiple times until the bidding on the reverse auction ends. Specifications and procedures are available on Central Bidding at All bids must comply with the specifications provided. The Office of Purchasing will review all submissions for compliance to specifications. The County will notify each bidder regarding their status upon review. Acceptance indicates all specifications were met. Unacceptable indicates the proposal does not meet all specifications and will not be considered for the reverse auction. All bidders will be notified after proposals have been reviewed. Acceptable offers will be extended an invitation to participate in the reverse auction (or to submit their written sealed pricing.) The County reserves the right to open all bidding based on information provided by quote submissions by qualified bidders. Bidders submitting non-compliant offers will receive notification of noncompliance. The reverse auction is conducted online through the website of a contracted vendor specializing in electronic bidding. This company trains all vendors on how to use their website to submit their pricing upon registration of the bid and prior to the start of the auction process. This bidding technique offers bidders the opportunity to understand their bidding position in real time and allows them the ability to adjust their pricing accordingly. Adjustments can continue to be made until the end of the auction period. By pre-qualifying the technical submissions, all bidders will have the assurance that they are competing with other qualified submissions. There is no fee to our bidders to participate in the reverse auction. Bidders who submit their proposals in a written delivery method may still participate in the reverse auction bid by attending the auction and submitting their pricing during the auction period. Refer to the Authorization of Representation for Reverse Auction Bidding form on page 5. Electronic submission provides a way for bidders to submit their un-priced proposals without the need for printing, mailing or hand delivery of bid packets to the County. All documents are uploaded to the contracted vendor s website and transmitted to the County. There is no fee to our bidders for this service provided you download the bid packet from the County s website. All addenda are to be acknowledged and submitted with the bid response. The bid package shall be considered to be one bid document and all aspects of every part of the bid document shall be considered as defining the responsibility of the bidder. The Lauderdale County Board of Supervisors reserves the right to amend the specifications, accept or reject any and/or all bids and waive informalities. **Please note the County will be utilizing the Electronic bid submission process for this purchase. All instructions are provided within our bid packet. 2

3 BID CALENDAR Bid Publication May 4, 2018 Bid Publication May 11, 2018 Un-priced Proposals Due May 23, 2018 Evaluation of Proposals Process May 23, 2018 Notification of Invitation to Bid (based upon acceptance of Proposals) No later than May 30, 2018 Reverse Auction Bidding and/or Electronic Bid Submission Due June 7, 2018 Anticipated Recommendation to Board of Supervisors No later than June 14,

4 Lauderdale County Board of Supervisors 410 Constitution Ave, 11 th Floor Meridian, Mississippi Main UN-PRICED OFFER FOR PRE-QUALIFICATION Bid Name: JANITORIAL SERVICE Bid File Number: 3822 UN-Priced Solicitation Due: Wednesday, May 23, 2018 at 4:30 p.m. **Electronic Bids Due: On or before 9:45 am, Wednesday, June 7, 2018 COMPANY NAME: ADDRESS: CITY, STATE, ZIP: PHONE: CONTACT PERSON FOR THIS BID: PHONE: ORDERING CONTACT PERSON FOR THIS BID: It is agreed by the undersigned bidder that this signature submission of this bid represents the bidder s acceptance and compliance of all terms, conditions, and requirements of all bid documents. Our company intends to participate in the reverse auction/bid process: ( NO indicates you will submit a one-time written bid price.) YES NO If your response is YES, where will you participate? Location of my choosing Office of Purchasing Does your company intend to use County computers during the auction? YES NO Bidders participating at the Office of Purchasing and/or submitting a paper bid are required to complete and return the Authorization of Representation for Reverse Auction Bidding. ACKNOWLEDGEMENT OF ADDENDUMS: ADDENDUM 1: ADDENDUM 2: ADDENDUM 3: Authorized Signature Printed Name Date *All Electronic Un-Priced Bid Specifications and Procedures may be submitted electronically at no later than 4:30 pm, Wednesday, May 23, ** All Sealed Un-Priced Bid Specifications and Procedures must be on file with the Lauderdale County Purchasing Clerk prior to or by the acceptance date and time as stated above. 4

5 Lauderdale County Board of Supervisors 410 Constitution Ave, 11 th Floor Meridian, Mississippi Main AUTHORIZATION OF REPRESENTATION FOR REVERSE AUCTION BIDDING (To be used with paper bid submissions only.) **Electronic Bids Due: On or before 9:45 am, Wednesday, June 7, 2018 Bid Name: JANITORIAL SERVICE Bid File Number: 3822 COMPANY NAME: ADDRESS: CITY, STATE, ZIP: PHONE: CONTACT PERSON FOR THIS BID: PHONE: REPRESENTED BY: This is to confirm has authority to represent our company for the purpose of submitting bid(s) Service Contract JANITORIAL for the Lauderdale County Board of Supervisors. Authorized Signature Printed Name Date Failure to return this form with your bid submission will signal to the Office of Purchasing that the bidder is only submitting one price and will not be participating in the auction. 5

6 1. Lauderdale County Annex Building 410 Constitution Ave 7 floors occupied 71,327 Sq. Ft. 2. Lauderdale County Courthouse 500 Constitution Avenue 3 floors occupied 46,875 Sq. Ft. 3. Lauderdale County Tourism 2000 Front Street, Suite A 1 story 1275 Sq. Ft. Areas to be cleaned 4. Lauderdale County E-911/ Permit Department* 2525 B 14 th Street 5. Lauderdale County Emergency Management* th Street 6. Lauderdale County Juvenile Center 5400 Semmes Road 7. Lauderdale County Veteran s Services rd Avenue 1 st Floor occupied 1679 Sq. Ft. Porch occupied 471 Sq. Ft. *Buildings 4 & 5 have a combined total approximately 20,000 Sq. Ft. Maintenance Five (5) times per week except as noted 6

7 LAUDERDALE COUNTY CLEANING SCHEDULE I. DAILY CLEANING A. Annex, Courthouse, Tourism, E-911, Emergency Management 1. All trash receptacles are to be emptied and trash removed to a collection point. (Liners are to be furnished by CLIENT) 2. Empty ashtrays, wet-wipe and dry polish, if applicable. 3. Vacuum all carpeting 4. Dust mop or vacuum hard surface floors. 5. Damp mop hard surface floors to remove any spillage or soiled areas. 6. Supply all supplies other than trash can liners, paper towels, toilet tissue, and hand soap. II. B. Public Restrooms 1. Stock towels, tissue, and hand soap. (To be supplied by CLIENT) 2. Empty sanitary napkin receptacles and damp wipe with disinfectant. 3. Empty trash receptacles and wipe if needed. 4. Clean and polish mirrors 5. Wipe towel cabinet covers 6. Toilets and urinals are to be cleaned and disinfected inside and out. Polish bright work. 7. Toilet seats are to be cleaned on both sides and disinfected inside and out. Polish bright work. 8. Scour and disinfect all basins. Polish bright work. 9. Dust partitions, tops of mirrors and frames 10. Remove splash marks from walls around basins 11. Wet mop and rinse restroom floors with disinfectant. 12. Supply all supplies other than trash can liners, paper towels, toilet tissue, and hand soap. WEEKLY CLEANING A. Annex Building, courthouse, Tourism, E-911, Emergency Management 1. Power vacuums all carpeting, taking time to get in corners, along edges and beneath furniture. 2. Clean and polish drinking fountain/water dispenser. 3. Thoroughly dust all horizontal and vertical surfaces; including desktops, files windowsills, chairs, tables, pictures, and all manner of furnishing in above named area. 4. Damp wipe telephones using a disinfectant. 5. Damp mop hard surface floors, taking time to get into corners, along edges and beneath furnishings. 6. Damp wipe entrance metal and finger marks on entrance glass. 7. Spot clean partition glass 8. Use a high co-efficient disinfectant for proper sanitation. 9. Damp mop all elevators 10. Supply all supplies other than trash can liners, paper towels, toilet tissue, and hand soap. 7

8 B. Private Restrooms 1. Stock towels, tissue, and hand soap. (To be supplied by Client) 2. Empty sanitary napkin receptacles and damp wipe with disinfectant. 3. Empty trash receptacles and wipe if needed. 4. Clean and polish mirrors 5. Wipe towel cabinet covers 6. Toilets and urinals are to be cleaned and disinfected inside and out. Polish bright work. 7. Toilets seats are to be cleaned on both sides and disinfected. 8. Scour and disinfect all basins. Polish bright work 9. Dust partitions, tops of mirrors and frames 10. Remove splash marks from walls around basins 11. Wet mop and rinse restroom floors with disinfectant. 12. Supply all supplies other than trash can liners, paper towels, toilet tissue, and hand soap. III. Monthly Cleaning A. Annex Building, Courthouse, Tourism, E-911, Emergency Management 1. Accomplish all high dusting up to 12 feet; (not reached in the above mentioned cleaning) this task must be accomplished without use of a ladder. 2. Remove finger prints and marks from around light switches and doorframes. IV. Quarterly Floor Care Program A. Floor Care Lobby Courthouse and Annex Building 1. Clean, rinse and refinish composition floor covering in order to prevent excessive wear. 2. Machine strip tile floor, taking time to get into corners, along edges and beneath furniture. 3. Machine wax tile floor, taking time to get into corners, along edges and beneath furniture. V. VCT Floor Care Program (as needed) A. VCT Floor Care 1. Buff all hard surface floors, to enable them to present the best possible appearance at all times. Extra charge of per square foot, minimum of. 2. Clean, rinse and refinish composition floor covering in order to prevent excessive ware. Extra charge of per square foot, minimum of. 3. Machine strip all tile floors, taking time to get into corners, along edges and beneath furniture. Extra charge of per square foot, minimum of. 4. Machine wax all tile floors, taking time to get into corners, along edges and beneath furniture. Extra charge of per square foot, minimum of. VI. CARPET CARE PROGRAM (as needed) A. Carpet Care 1. Shampoo carpet using the extraction method. Extra charge of per square foot, minimum of. 2. Shampoo carpet using the bonnet method. Extra charge of per square foot, minimum of. 3. Inspect carpets for stains and remove where possible. Included in price. 4. Care shall be exercised so that baseboards, walls and furniture shall not be splashed, marred, disfigured or damaged during these procedures. 8

9 LAUDERDALE COUNTY VETERAN S SERVICES CLEANING SCHEDULE II. WEEKLY CLEANING (TUESDAYS AND FRIDAYS): Offices & Private Restrooms, Breakroom, Waiting Area, Back Kitchen, Meeting Room, Public Restroom, Outside Porch areas 1. All trash receptacles are to be emptied and trash removed to a collection point. (Liners are to be furnished by CLIENT) 2. Empty ashtrays, wet-wipe and dry polish, if applicable. 3. Vacuum all carpeting/rugs 4. Dust mop or vacuum hard surface floors. 5. Damp mop hard surface floors to remove any spillage or soiled areas. 6. Dust Furniture 7. Restrooms: a. Stock towels, tissue, and hand soap. (To be supplied by Client) b. Empty trash receptacles and wipe if needed. c. Clean and polish mirrors d. Wipe towel cabinet covers e. Toilets and urinals are to be cleaned and disinfected inside and out. f. Toilets seats are to be cleaned on both sides and disinfected. g. Scour and disinfect all basins. Dust partitions, tops of mirrors and frames h. Remove splash marks from walls around basins i. Wet mop and rinse restroom floors with disinfectant 8. Supply all supplies other than trash can liners, paper towels, toilet tissue, and hand soap. 9

10 LAUDERDALE COUNTY JUVENILE CENTER CLEANING SCHEDULE III. WEEKLY CLEANING (MONDAYS AND WEDNESDAYS) AFTER 5:00 PM: 1. Pick up parking lot trash 2. Sweep sally-port 3. Mop or vacuum the 43 used rooms-. (Storage Rooms not included) 4. Court Clerk office always locked. Clean by appointment only if possible. 1/mthly 5. Dust all horizontal surfaces 6. Wipe down all computers and desk 7. All trash receptacles are to be emptied and trash removed to back dumpster. (Liners are to be furnished by CLIENT) 8. Clean and Windex all glass windows and doors 9. Wipe down vending machines, microwaves, and water fountains 10. Restrooms: a. Stock towels, tissue, and hand soap. (To be supplied by Client) b. Empty trash receptacles and wipe if needed. c. Clean and polish mirrors d. Wipe towel cabinet covers e. Toilets and urinals are to be cleaned and disinfected inside and out. f. Toilets seats are to be cleaned on both sides and disinfected. g. Scour and disinfect all basins. Dust partitions, tops of mirrors and frames h. Remove splash marks from walls around basins i. Wet mop and rinse restroom floors with disinfectant 11. Supply all supplies other than trash can liners, paper towels, toilet tissue, and hand soap. 10

11 BID FILE NO Janitorial Cleaning Service Areas PRICING SCHEDULE LAUDERDALE COUNTY 410 Constitution Avenue In Response to your advertisement for bids to furnish Lauderdale County with the above services for the period July 1, 2018 through June 30, Prices quoted must be firm for a twelve (12) month period. The undersigned submits a bid as follows: The Named Areas will be serviced according to the Cleaning Schedule for a minimum monthly charge of: $ Maintenance - Five (5) times per week except as noted Company Name: Mailing Address: Authorized Signature Date Print Name and Title Phone Number It shall be incumbent upon each bidder to understand the specifications as listed herein and to obtain clarification when necessary. It is not the intent of the specifications to limit the bidding to any make or manufacture of materials, but rather to select such materials to fill a specific need and perform a specific task. Any reference to name-brand materials is intended to establish standards only and bids submitted in materials equal thereto shall be considered. No responsibly will attach to any person employed by the Board for premature opening of any bid not properly addressed and identified as stipulated above. The Lauderdale County Board of Supervisors reserves the right to accept or reject any and all bid(s) and to waive informalities. 11