INVITATION TO BID CITY OF HOPKINSVILLE

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1 INVITATION TO BID CITY OF HOPKINSVILLE Office of the Procurement Specialist 715 South Virginia Street P. O. Box 707 Hopkinsville, Kentucky TITLE: CITY OF HOPKINSVILLE COMMERCIAL CLEANING MAINTENANCE BID DOCUMENTS ENCLOSED A. INVITATION TO BID Page 2 B. GENERAL CONDITIONS Page 3-6 C. SPECIFICATIONS Page 7 D. ACKNOWLEDGEMENT OF RECEIPT Page 8 E. BID FORM Page 9-12 IMPORTANT: PLEASE ADVISE THE OFFICE OF THE PROCUREMENT SPECIALIST IMMEDIATELY IN THE EVENT ANY OF THE ABOVE DOCUMENTS ARE NOT ENCLOSED. 1

2 BID DOCUMENT A INVITATION TO BID CITY OF HOPKINSVILLE Office of the Procurement Specialist 715 South Virginia Street P.O. Box 707 Hopkinsville, KY Sealed bids addressed to the City Procurement Specialist for the construction of: CITY OF HOPKINSVILLE COMMERCIAL CLEANING MAINTENANCE Mandatory Pre-Bid meeting July 26, 2018 at the Hopkinsville Municipal Center, 715 South Virginia Street, Hopkinsville, KY 42240, Conference Room 214, second floor at 10 a.m., (CST) Sealed bids will be received at the Hopkinsville Municipal Center, 715 South Virginia Street, Procurement Office, P.O. Box 707, Hopkinsville, Kentucky, until 1:00 p.m., local time, on August 2, 2018, at which time the bids will be opened and read aloud publicly in the Council Chamber, First Floor, at the same address. The following pages contain the Invitation to Bid, General Conditions, Specifications and Detailed Specifications. Any and all bids not prepared and submitted in accordance with the provisions of this advertisement and/or the Specification may be rejected by the City of Hopkinsville.. 2

3 BID DOCUMENT B GENERAL CONDITIONS 1. INSTRUCTIONS, SPECIFICATIONS AND FORMS: Instructions, specifications and forms may be obtained in person or by mail from the Procurement Specialist, City of Hopkinsville, P.O. Box 707; 715 South Virginia Street, Hopkinsville, KY Telephone (270) (a) All bids are to be submitted on an in accordance with the attached Bid Form. The form must be signed and dated in the appropriate space. (b) Each bid must be submitted in a sealed envelope and clearly and prominently marked on the outside of the envelope with the following: SEALED BID - COMMERCIAL CLEANING MAINTENANCE BID No.: If forwarded by mail, the sealed envelope containing the proposal must be enclosed in another envelope marked: SEALED BID - COMMERCIAL CLEANING MAINTENANCE BID No.: (c) And mailed to the Procurement Specialist, Tommy Casey, P.O. Box 707, 715 South Virginia Street, Hopkinsville, Kentucky, 42241, allowing sufficient time for such mailing to reach this address prior to the scheduled closing time for receipt of bids. (d) Additional information or clarifications of any of the instructions or information contained herein may be obtained for the Office of the Procurement Specialist. (e) Any bidder or bidders finding any discrepancy in or omission from the specification, in doubt as to their meaning, or believing that the specifications are discriminatory, shall notify the City Procurement Specialist in writing within five (5) days of the scheduled opening of the bids. Exceptions as taken in no way obligates the City to change the specifications, the City Procurement Specialist will notify all bidders in writing, of any interpretations made specifications or instructions. (f) The City will assume no responsibility for oral instructions or suggestions. All official correspondence in regard to the specifications should be directed to and will be issued by the City Procurement Specialist. (g) The successful bidder will be required to purchase a City of Hopkinsville vendor s license prior to the official award of the bid. (h) Any bidder may withdraw his bid either in person or in writing at any time prior to the scheduled time for closing the receipt for bids. Withdrawals after the scheduled time for closing the receipt of bids will not be permitted. 3

4 BID DOCUMENT B 2. AWARD OF CONTRACTS (a) All bids will be judged on the basis of best buy to the City of Hopkinsville and compliance with the General Conditions and conformance with the specifications. The City of Hopkinsville reserves the right to reject any and all bids. (b) Any other considerations or basis for judgment will be stated in the specifications (c) The City Procurement Specialist reserves the right to award contracts or place orders to a single source or divide awards and orders or enact such combination as shall, in his judgment, be in the best interest of the City of Hopkinsville. (d) Contract period will be for August 10, 2018 until August 10, The contract may be extended for a period of one year upon mutual agreement of both parties. 3. COMPETITION In order to assure fair competition and to permit determination of the best bid: (a) Bids which show any omission, irregularity, alteration of forms, additions not called for, conditional or unconditional unresponsive bids, or bids obviously unbalanced may be rejected. (b) All bids must be accompanied by such descriptive literature and documents as may be called for by the specifications or Bid Form. (c) Specifications provided are based on the City of Hopkinsville needs and uses, estimated costs of operation and maintenance, and other significant and/or limiting factors to meet City of Hopkinsville requirements and shall be consistent with City policies. Minimum specifications and maximum specifications included, are not established arbitrarily to limit competition or to exclude otherwise competitive bidders. (d) The Detailed Specifications are used to designate a standard of quality and type and for no other reason. 4

5 BID DOCUMENT B 4. DISPUTES In cases of disputes, as to whether or not an item or service quoted or delivered meets specifications, the decision of the City Procurement Specialist, or authorized representative, shall be final and binding on all parties. The City Procurement Specialist may request written recommendation of the department head of the City using the item. 5. EXCEPTIONS The submission of a bid shall be considered an agreement to all the terms, conditions and specifications provided herein and in the various bid documents, unless specifically noted otherwise in the space provided on the Bid Form. 6. BID BINDING Unless otherwise specified, all formal bids submitted shall be irrevocable for sixty (60) calendar days. 7. UNIT PRICING Unless clearly shown on the Bid Form that it is the intent of the bidder that a reduced total price is being offered on the basis of receiving an award of all items covered by the total, any totals should be the actual sum of the extension of unit price(s), extended price(s), and/or total price(s) for the month of service, unit prices will govern and the bid will be recalculated accordingly. 8. BIDDER S RESPONSIBILITY The City of Hopkinsville will hold each bidder responsible for compliance with all specifications and compliance with all federal, state, and local laws and regulations applicable to this bid and any subsequent contract 9. TAXES Bid prices shall include all federal, state, county and city taxes. The City will not agree to change any bid prices because a successful bidder failed to include any taxes. 10. INSURANCE Each successful bidder shall maintain, as specified in the contract, insurance to protect himself or herself or company and the City of Hopkinsville from any claims that may arise while performing work under this contract. Each successful bidder shall ensure that its owners, officers and employees observe and exercise all necessary caution and discretion to avoid injury to person or damage to property of any and all kinds. 5

6 BID DOCUMENT B 11. DETERMINATION OF AWARD Price and Service...85 Local Vendor.15 TOTAL 100 6

7 BID DOCUMENT C GENERAL SPECIFICATIONS 1. The work described herein shall consist of cleaning and sanitizing offices, public areas and restrooms for the City of Hopkinsville. Cleaning services will be conducted after working hours and on weekends. Cleaning supplies will be supplied by the City. (a) Proof of Workers Compensation that meet the requirements of the state of Kentucky and proof of $1,000, of General Liability Insurance are to be included in the Bid Packet. (b) Background check is required on all employees and Company must be bonded. (c) Access to the building will be monitored and controlled and will be delegated upon mutual agreement with the owner and the Procurement Office. (d) List of references and number of years in business. 2. DELIVERY OF SERVICE Service will be conducted during the work week after office working hours and on weekends. 3. PAYMENT The business shall submit to the City an itemized invoice on each delivery of service performed under the contract. Said invoice is to include specific information as required by the City for the services. Upon satisfactory completion of the work and acceptance of the invoice by the City Procurement Specialist, payment will be made within fifteen (15) calendar days. 4. TERMINATION The City of Hopkinsville reserves the right to terminate the contract immediately in the event the contractor discontinues or abandons operations; is adjudged bankrupt or is reorganized under any bankruptcy law; fails to keep in force any required insurance policies; or fails to pay, in a timely fashion, any subcontractor. Failure of the contractor to comply with any section or part of the bid or subsequent contract will be considered grounds for immediate termination of the contract. The contract may be terminated by either party by giving fifteen (15) calendar days written notice to the other party. If the City uses the termination clause, the contractor will be paid for all work completed satisfactorily up to the termination date. 7

8 BID DOCUMENT D ACKNOWLEDGEMENT OF RECEIPT OF BID PACKET COMMERCIAL CLEANING MAINTENANCE CITY PROCUREMENT SPECIALIST CITY OF HOPKINSVILLE, KENTUCKY I HEREBY ACKNOWLEDGE RECEIPT OF THE BID PACKET FOR COMMERCIAL CLEANING MAINTENANCE FOR THE CITY OF HOPKINSVILLE. MY COMPANY INTENDS TO BID ON OR BEFORE 1:00 P.M., LOCAL TIME, THURSDAY, AUGUST 2, 2018 ON THE PROJECT AS SPECIFIED IN THE PACKET RECEIVED. COMPANY AUTHORIZED SIGNATURE PRINT NAME DATE 8

9 BID DOCUMENT E BID FORM Commercial Cleaning Maintenance Proposal The Basic Commercial Cleaning Service Performed with Monthly Charges: 9

10 BID DOCUMENT E The Special Commercial Cleaning Service Performed with Monthly Charges Note: Cleaning Supplies will be supplied by Owner 10

11 ATTACHMENT A Short list of duties to perform. Refer to general bid specifications form for any additional information. DAILY WEEKLY MONTHLY REMOVE TRASH DUST PHONES, COMPUTERS, WIPE OUT OR VACUUM CHAIRS DESK VACUUM FLOORS DUST SHELVES, WINDOW SILLS DUST LEGS OF DESK/TABLES AND CHAIRS SWEEP AND MOP FLOORS WIPE DOWN DOORS/DOOR FRAMES/LIGHT SWITCHES DUST BASEBOARDS, CEILING VENTS DUST/WIPE MEETING TABLES DUST FIXTURES AND FURNITURE DUST TOPS OF STALLS, DOORS, FIXTURES STOCK PAPER TOWELS WIPE DOWN STALL WALLS & DOORS DUST CEILING VENTS AND VENT FANS STOCK TOILET PAPER AND WIPE OUT CHAIRS OVEN CLEANING OTHER SUPPLIES STOCK SOAP WIPE OUTSIDE OF FRIDGE CLEAN COMMODES/URINALS INSIDE AND OUT WIPE OUTSIDE AND INSIDE OF MICROWAVE CLEAN SINKS INSIDE AND OUT WIPE DOWN THE BANNISTERS AND GROOVES CLEAN MIRRORS AND INTERIOR GLASS WINDOWS IN VACUUM CARPETED STAIRS/BUFF FLOORS OFFICE AREAS STOCK PAPER TOWELS AND OTHER SUPPLIES MOP INSIDE OF THE ELEVATOR FLOOR WIPE DOWN TABLES, STAILLESS STEEL BUFFED AND COUNTERS IN BREAK AREAS WASH DISHES WIPE DOWN ELEVATOR PICK UP OUTDOOR DEBRIS ON STEPS POLISHED CLEAN ENTRY GLASS DOORS AND WINDOWS 11

12 BID DOCUMENT F BID FORM Company Name Address Telephone Fax BID for monthly service $ I, the undersigned, do hereby certify that I am a duly authorized representative of located at and I have carefully examined the Instruments, Specifications and Proposal Form and agree to all terms and conditions as set forth in them. AUTHORIZED SIGNATURE PRINTED NAME AND TITLE DATE Subscribed and sworn before me this day of, NOTARY PUBLIC My Commission Expires 12