REQUEST FOR PROPOSALS

Transcription

1 CLEANING SERVICES FOR METRO PARKS TACOMA (MPT) RENTAL FACILITIES PROPOSAL INFORMATION Proposal Name: Rental Facilities Cleaning Services Date Issued: Friday, November 18, 2016 Contact Person: Sangkros Lok Address: Telephone Number: Address: Metro Parks Tacoma 4702 South 19 th Street Tacoma, WA Proposals Accepted Until: Monday, December 12, pm (Late submittals will not be accepted.) Please request a time stamp from the customer service staff when dropping off. I. REQUEST FOR PROPOSALS Cleaning service companies (hereinafter referred to as Contractor) are invited to submit proposals outlining services, qualifications and pricing to provide routine cleaning services of MPT facilities after rental use at seven locations in the city of Tacoma (Day to day operational cleaning of facilities are provided by MPT employees).the selected Contractor will be required to practice quality customer service, high quality cleaning, effective communication skills, and possess dependable and responsible staff. Metro Parks Tacoma is willing to accept bids for all facilities or just Recreation or Park facilities. See page 3-4. This invitation is not an authorization for a third party to approach the cleaning services on behalf of MPT. MPT specifically directs that no contact or solicitation of cleaning services companies or market reservation be made on behalf of MPT pursuant to this invitation. Failure to comply with this condition will result in immediate disqualification. MPT upholds the following philosophy: Vision Metro Parks Tacoma envisions a vibrant, active and engaged community. Mission Creating healthy opportunities to play, learn, and grow. Core Values Innovation, Excellence, Equity, Inclusiveness, Sustainability, Accountability, Safety, Fun II. TENTATIVE TIMELINE: Friday November 18, 2016 Thursday December 1, 2016 Monday December 12, 2016(firm) Mon Fri December 12 16, 2016 Mon Fri December 19-23, 2016 Monday December 26, 2016 Tues - Fri December 27-30, 2016 Tuesday December 30, 2016 Monday January 1, 2017 Issue Request for Proposals (RFP) and solicit firms Mandatory site tour of all facilities Deadline for receipt of RFP responses Internal review of RFP responses Interview final candidates Final Candidate selected Negotiate contract terms, conditions, scope of work Contract approval Contract start

2 III. SCOPE OF WORK: Provide cleaning services to MPT facilities after rental use. Cleaning may be requested Sunday through Saturday, 24 hours a day, however, majority of cleaning occurs on all or parts of Friday through Sunday 5pm 2am. Rental Areas (Including Hallways and Entry Areas) and equipment Sanitize and wipe down tables/chairs. Move tables and chairs to storage closets. Set any damaged tables and chairs aside with note of damage. Wipe clean spill on interior walls or windows. Reposition furniture to original location. Dust mop and/or Sweep and Auto Scrub floors. Vacuum carpet. Kitchen Sanitize and wipe clean all kitchen appliances (includes stove and oven). Sweep and Mop Floors. Sanitize and wipe clean countertops. Ensure all appliances are turned off. Clean sinks and remove debris in strainers. Appliances- inside/outside (stove, including oven). Restock supplies as needed (hand towels, soap dispensers). Garbage Empty trash receptacles in in rental room and associated entryway hallways, and bathrooms. All trash liners to be tied closed and placed in appropriate exterior main waste bins and compactor for pick up. Reline trash receptacles with appropriate liners. Restrooms Sanitize all toilets, urinals, tile walls and wash basins and countertops. Sweep and mop floors. Wipe clean tile and partitions as needed. Appropriately clean up all bodily fluids including urine, feces, blood and vomit. Plunge all toilets as needed and scrub toilet interior. Wipe clean chrome, mirrors, mirror frames, metal work, dispensers, doors and walls. Restock paper supplies (hand towels, toilet paper, and soap dispensers). Sanitize diaper changing stations. Alarm System Disarm/Arm Alarm system as needed

3 Recreation Department Facilities- Community Centers Center at Norpoint 4818 Nassau Avenue, Cascade Hall Cascade Hall South Cascade Hall North 3,155 1,577 1,577 Wood Floors Hallways-Cascade Entryway 287 Carpet Gymnasium South Gym North Gym 7,386 3,663 3,663 Wood Floors Room 105 1,080 Carpet Room Linoleum Men s Bathroom 71 Tile Women s Bathroom 71 Tile Kitchen 459 Linoleum, Stainless Steel and Formica Counters Total 13,411 Portland Avenue Community Center 3513 Portland Avenue, Multi-Purpose Room Side A Side B 2, ,144 Linoleum Games Room 758 Linoleum Lobby 1,191 Carpet Men s Bathroom 220 Tile Women s Bathroom 220 Tile Kitchen 403 Linoleum Total 7,019 People s Community Center 1602 Martin Luther King Jr. Way, Gym South Gym North Gym 7,000 3,500 3,500 Synthetic all purpose Hallway (Lobby to Gym) 752 Linoleum Men s Bathroom 157 Linoleum Women s Bathroom 176 Linoleum Kitchen 256 Linoleum Total 9,661 STAR Center 3873 South 66th Street, Journey Hall South Hall Stage North Hall 4,072 1, ,196 Wood floors Voyage 2,000 Wood floors Discovery 1,326 Cement floors South Lobby 1,736 Cement Floors, existing tables and chairs North Lobby 370 Cement Floors Expedition Room 117 Carpet Exploration Room 117 Carpet Zip Room 304 Tile Zoom Room 414 Tile Tot Trek 900 Tile Men s Bathroom 652 Cement Women s Bathroom 652 Cement Family Bathrooms 260 Cement Kitchen 432 Cement Total 13,

4 Parks Department Facilities Point Defiance Pagoda 5400 North Pearl Street, Main Hall 1,702 Cement Stairwells 216 Bridal Suite Rm Groom Suite Rm Main Men s Bathroom 364 Downstairs Main Women s Bathroom 297 Downstairs Bathroom 136 Adjacent to Rms 101 and 105 Upstairs Kitchen 168 Upstairs Bathroom Rm Downstairs Kitchen 331 Multi-Purpose Rooms 140A & B 1,127 Exec Conference Suite Downstairs Hallway 862 Building Perimeter NA Litter Total 6,188 Titlow Lodge th Avenue, Main Hall 1,605 Wood Front Room 308 Wood Hallways 380 Upstairs and Downstairs Stairwells 268 Wood Bridal Suite 418 Wood Upstairs front Bathrooms 76 Linoleum 2 downstairs Building Perimeter NA Litter Kitchen 105 Total 3,360 Wapato Pavillion 6500 South Sheridan Avenue, Event Area 1,700 Upstairs and Downstairs Bathrooms 266 Upstairs and Downstairs Stairwells 152 Kitchen 108 Upstairs Building Perimeter NA Litter Total 2,

5 IV. MINIMUM REQUIREMENTS A. Must BE LICENSED IN THE STATE OF WASHINGTON. B. Must provide proof of insurance not less than $1,000,000 combined single limit for comprehensive general liability: $2,000,000 combined single limit annual general aggregate; and $2,000,000 annual aggregate for products and complete operations liability. Automobile liability limits should not be less than $1,000,000 combined single limit. Stop gap liability should not be less than $1,000,000. C. Insurance must list Metro Parks Tacoma as additional insured. D. Must have four (4) years in cleaning service business as a licensed cleaning company. E. Must provide six (4) professional references that reference outstanding service, quality assurance, reputation, performance standards, and dependability and follow through. F. Must pay the state prevailing wage rate to all workers, laborers or mechanics performing any part of the work in accordance with RCW and the rules and regulations of the department of labor and industries. The schedule of prevailing wage rates for the locality or localities of the work is determined by the industrial statistician of the department of labor and industries. It is the contractor s responsibility to properly classify each worker in the state s designate worker categories and to pay each worker the prevailing wage for that category. Contracts of more than one year duration will include wage language recognizing the potential for future variance in applicable prevailing wages each year after the first year of the contract. G. Before commencing the work, the Contractor shall file a statement of intent to pay prevailing wages for public works contracts (attached with the department of labor and industries certifying their rate of hourly wage to be paid each classification of laborers, workers, or mechanics employed upon the work by the company and its subcontractors. Such rate shall not be less than the prevailing wage rate for the locality. It is the Contractor s responsibility to notify MPT after the department of labor and industries has approved the Contractor s statement of intent to pay prevailing wages (SIPR). No invoice will be paid until MPT receives notice that the Contractor s SIPR has been approved by the industrial statistician of the department of labor and industries as required by RCW V. SUBMITTAL REQUIREMENTS A. Electronic submissions will also be accepted: SangkrosL@tacomaparks.com. Please limit your response to no more than ten (10) standard pages. Resumes and references are not included in the ten (10) page limit. Incomplete submittals and those that do not conform to these guidelines will not be considered. All submittals will be screened for completeness of information and adherence to all guidelines. B. Name, address and telephone number of the Contractor. C. Information regarding the history and organization of the Contractor and a personal history or resume of key personnel. D. Specific evidence with references of the Contractor s experience in providing requested service for MPT or other businesses similar to MPT. E. Rate sheets showing proposed fees for each facility. F. Show a rate per hour, per 2 hour crew cleaning and per square foot. Include any cancellation fees or other notification requirement charges

6 G. Identify the MPT facilities for which the proposal is being submitted: Recreation, Parks or both. H. Proposals shall be signed by one of the legally authorized officers of said firm. If awarded the contract, the proposal shall also be so executed. VI. EVALUATION CRITERIA. CONTRACT WILL BE AWARDED BASED ON THE CONTRACTOR S ABILITY TO A. Demonstrate qualifications, experience, philosophy and compatibility of personnel that will be assigned to MPT s account. B. Show evidence of the efficiencies and capabilities of personnel to provide quality cleaning. C. Show evidence of training provided to personnel. D. Provide services despite the irregularity of scheduling, seasonal fluctuations, numerous sites and late night/early morning time frame, as every facility may potentially have a rentaol on the same Friday or Saturday night.. E. Past work performance for MPT or other like businesses. F. Quality of references. G. The estimated cost of services. H. The Contractor will be selected which, in the judgment of MPT, is in the best interest of MPT. I. Show evidence of the ability to be able to communicate effectively and in a timely manner to meet requirement of VII L. VII. OPERATIONAL DETAIL AND REQUIREMENTS A. Contractor must use all cleaning supplies and equipment provided by MPT. All cleaning supplies must remain at MPT facilities. B. Contractor to make available all staff to attend MPT training and facility orientations which will include any equipment training required. C. Minimum time allotted for cleaning may vary between two and six hours following the completion of a rental, depending on the facility schedule, type of rental and time of rental. Facility specifics will be identified at each location during the walk through. D. Invoices for the previous month must be submitted by the 5th of following month and separated by facility. E. Monitor cleaning supplies and notify staff in a timely manner for restock needs. F. Ensure all windows and doors are locked and secure when departing facility. G. Activate alarm system at departure. (Not required if MPT custodial staff is onsite.) H. MPT reserves the right to require background checks for any or all Contractor employees working at MPT facilities

7 I. Contractor is responsible for any damage to facility, equipment, and any expenses related to failure to secure facility properly when caused by its staff. Contractor will be charged for lost keys and alarms resulting from improperly codes and decoded alarm systems. J. Rental Schedules provided to the contractor by the 15 th of the month for the impending month. MPT staff may, however, schedule rentals on a short term notice. If the Contractor is unable to provide cleaning, MPT reserves the right to use other resources to clean after a rental. K. Contract issues and details will be managed by the Recreation Manager. Operational details for the community centers will be managed by the center rental coordinator and the Recreation Manager. Parks Department Facility operational details will be managed by the Supervisor Rentals, Permits and Visitor Services. L. Contractor must demonstrate a robust commitment to communication which includes: a. Regular contact with facility supervisor to confirm schedule (1-2 times a week) b. Response to phone and within 24 hours. c. On call emergency contact number. d. Resolution of claims required documentation submitted within 48 hours. VIII. TERMS OF AGREEMENT: A. The initial contract period will be from January 1, 2017 through December 31, The Agreement may be renewed annually for three (3) additional one (1) year terms, unless either party gives notice of non-renewal not less than thirty (30) days prior to the expiration of any one (1) year term. B. REJECTION OF PROPOSALS: MPT reserves the right to reject any and all proposals and to waive irregularities and informalities in the submittal and evaluation process. This RFP does not obligate MPT to pay any costs incurred by respondents in the preparation and submission of a proposal. Furthermore, the RFP does not obligate MPT to accept or contract for any expressed or implied services. C. CONTRACT AWARD: MPT reserves the right to make an award without further discussion of the proposal submitted. Therefore, the proposal should be initially submitted on the most favorable terms the firm can offer. MPT shall not be bound or in any way obligated until both parties have executed a vendor contract. The firm selected as the apparently successful firm will be expected to enter into a contract with MPT. D. EQUAL OPPORTUNITY EMPLOYMENT: The successful firm must comply with the MPT equal opportunity requirements. MPT is committed to a program of equal employment opportunity regardless of race, color, creed, sex, age, nationality or disability. E. BUSINESS REGISTRATION AND TAXATION: The firm awarded the contract will be subject to City of Tacoma Business Registration and Business Taxation. F. NON-ENDORSEMENT: As a result of the selection of a vendor to supply products and/or services to MPT, the firm agrees to make no reference to MPT in any literature, promotional material, brochures, sales presentation or the like without the express written consent of MPT. G. NON-COLLUSION: Submittal and signature of a Proposal swears that the Proposal is genuine and not a sham or collusive, and not made in the interest of any person not named, and that the firm has not induced or solicited others to submit a sham offer, or to refrain from proposing

8 H. COMPLIANCE WITH LAWS AND REGULATIONS: In addition to nondiscrimination and affirmative action compliance requirements previously listed, the firm awarded the contract shall comply with federal, state and local laws, statutes and ordinances relative to the execution of the work. This requirement includes, but is not limited to, protection of public and employee safety and health; environmental protection; waste reduction and recycling; the protection of natural resources; permits; fees; taxes; and similar subjects. I. PUBLIC RECORDS: Under Washington state law, the documents (including but not limited to written, printed, graphic, electronic, photographic or voice mail materials and/or transcriptions, recordings or reproductions thereof) submitted in response to this RFP (the documents ) become a public record upon submission to MPT, subject to mandatory disclosure upon request by any person, unless the documents are exempted from public disclosure by a specific provision of law. If MPT receives a request for inspection or copying of any such documents it will promptly notify the person submitting the documents to MPT (by U.S. mail and by fax if the person has provided a fax number) and upon the written request of such person, received by MPT within five (5) days of the mailing of such notice, will postpone disclosure of the documents for a reasonable period of time as permitted by law to enable such person to seek a court order prohibiting or conditioning the release of the documents. MPT assumes no contractual obligation to enforce any exemption