NORTHEAST OHIO REGIONAL SEWER DISTRICT REQUEST FOR PROPOSALS FOR JANITORIAL SPECIALIST P-1156

Transcription

1 NORTHEAST OHIO REGIONAL SEWER DISTRICT REQUEST FOR PROPOSALS FOR JANITORIAL SPECIALIST P-1156 TIMELINE June 20, 2013 Requests for Proposals for Janitorial Services issued June 28, 2013 Pre-proposal and walkthrough of GJM Building at 9:00 a.m. on June 28, 2013, followed by a walk through at the Environmental Maintenance and Services Center ( EMSC ) located at 4747 E. 49 th Street, Cuyahoga Heights, OH 44125, and finally at the Fleet Services facility on the same property. Attendance at the pre-proposal will be mandatory. No proposal will be considered from any proposer who has not attended the meeting July 16, p.m. deadline for asking questions in writing to franciscol@neorsd.org July 19, Proposals are due, with no exceptions allowed, at the District Offices at 3900 Euclid Avenue (front desk) by 2 p.m. Each vendor shall submit four (4) copies of its Proposal, plus one marked original. The format shall be an 8.5 x 11 booklet. July 22 August 1, 2013 Vendor selection, Board Approval, and Notice-to-Proceed September 3, 2013 Contract begins SUBMITTALS The front cover shall state: Janitorial Specialist for NEORSD RFP (Name of firm or firms offering proposal) Address to: Lisa C. Francisco Manager of Facilities and Administrative Support Northeast Ohio Regional Sewer District 3900 Euclid Avenue Cleveland, Ohio

2 NORTHEAST OHIO REGIONAL SEWER DISTRICT REQUEST FOR PROPOSALS FOR JANITORIAL SPECIALIST This Request for Proposals (RFP) is being posted to the Northeast Ohio Regional Sewer District s ( District ) Internet website for janitorial services for three District sites. Proposals for providing these services will be received until 2 p.m. on Friday, July 19, The proposals will be evaluated based on weighted scores for each of the items included in the request. The proposals are to be delivered to: Late Submittals Will Not Be Considered. Northeast Ohio Regional Sewer District 3900 Euclid Avenue Cleveland, Ohio Attn: Lisa C. Francisco, Manager of Facilities and Administrative Services A mandatory pre-proposal meeting will be held at 9 a.m. on Friday, June 28, 2013 at the District Administration ( GJM ) Building, which is located at 3900 Euclid Avenue, Cleveland, OH At the pre-proposal meeting there will be a walkthrough of the GJM Building followed by a walk through at the Environmental Maintenance and Service Center ( EMSC ) located at 4747 E. 49 th Street, Cuyahoga Heights, OH 44125, and finally at the Fleet Services facility on the same property. Attendance at the pre-proposal will be mandatory. No proposal will be considered from any proposer who has not attended the meeting. This RFP is organized as follows: Section I. Section II. Section III. Section IV. Section V. Section VI. INTRODUCTION SCOPE OF SERVICES INSTRUCTIONS FOR PROPOSAL PROPOSAL FORMAT PROJECT SCHEDULE EVALUATION OF PROPOSALS All questions regarding this RFP should be directed in writing to Lisa Francisco at franciscol@neorsd.org. The deadline for questions will be 4 p.m. on Tuesday, July 16,

3 Section I. INTRODUCTION The Northeast Ohio Regional Sewer District has its GJM building at 3900 Euclid Avenue, Cleveland, Ohio which consists of four floors and a partial basement equaling approximately 80,000 square feet. This location houses approximately 150 employees. The District has an EMSC building at 4747 East 49 th Street, Cuyahoga Heights, Ohio The facility has two floors, and a basement. The second floor is a partial floor. The facility consists of approximately 128,000 square feet of office, garage and laboratory space. There is approximately 55,000 square feet of office space, 5,000 square feet of laboratory space and 4,500 square feet of conference room. This location houses approximately 125 employees. The final facility that is included within this RFP is Fleet Services, which is also located at the 4747 E. 49 th Street property. This facility has approximately 2,000 square feet of offices and restrooms and houses approximately 10 employees. The District will require the expertise of a Janitorial Specialist to create and manage a professional program for these buildings that will meet our building needs. The Janitorial Specialist will be required to develop, implement and manage a comprehensive, full-service building cleaning and sanitation program, including the provision of quality control measures to ensure high quality services. Section II. SCOPE OF SERVICES Task 1: Develop Master Plan for Janitorial Services for the GJM building located at 3900 Euclid Avenue, Cleveland, Ohio and both facilities located at 4747 East 49 th Street, Cuyahoga Heights, Ohio Specify the number of personnel, number of hours and job classifications to be provided to perform the services. Include cleaning standards to be utilized in the performance of the services. Listed below are suggested minimum standards: Cleaning will be performed five (5) nights per week (Monday through Friday), except Holidays, from 4:00 p.m. 8:00 p.m. The Day Matron s hours for each facility will be from 10:00 a.m. 2:00 p.m. Employees providing janitorial services must be in uniforms/smocks at all times and have a photo ID that is clearly displayed while on District property. 2

4 MINIMUM STANDARD SERVICES OFFICE services to be performed DAILY: Empty all wastebaskets and trash receptacles; replace liners as needed and remove all waste to the dumpsters. Sweep all floors with a chemically treated dust mop; damp mop to remove all scuff marks and stains from spillage. Vacuum carpet. OFFICE services to be performed WEEKLY: Dust with specially treated cloths all counters, ledges, windowsills, picture frames and other flat surfaces. Dust and/or damp wipe clean all desktops, telephones, chairs and other smudges and ink stains. (Paper, folders and other material left on desks and other furniture will not be moved.). Clean, sanitize and polish all drinking fountains. Remove fingerprints, spots, etc. from all partition glass, light switches, woodwork, painted walls, doors, and doorframes. Clean and disinfect all telephones. Using specially treated cloths, dust all chair rungs, shelves, bookcases, file cabinets, baseboards, etc. OFFICE Services to be performed MONTHLY: Clean all vinyl furniture with a damp cloth and brush and vacuum all upholstered or fabric furniture. Dust and/or damp wipe clean all window blinds. RESTROOM and LOCKER ROOM services to be performed DAILY: Clean and disinfect all toilets and urinals; wash both sides of toilet seats with a germicidal detergent solution. Clean and disinfect sinks, faucets and counters. Clean sinks and polish all metal work. Clean and disinfect door handles/knobs Clean mirrors with a glass cleaner. Clean and disinfect tile shower stalls. Clean and refill all soap, paper towel, tissue, sanitary napkin and seat cover dispensers. Remove trash and replace liners. Sweep and damp mop floors with a germicidal detergent solution. 3

5 RESTROOM and LOCKER ROOM services to be performed WEEKLY: Clean and disinfect stalls doors, shower curtains, and partitions. RESTROOM and LOCKER ROOM services to be performed MONTHLY: Clean and disinfect ceramic tile walls. RESTROOM and LOCKER ROOM services to be performed BI-ANNUALLY: Power-wash, deep-clean, and disinfect stall doors, partitions, shower stalls, sinks, ceilings, tile walls and floors. LUNCHROOM/KITCHENETTE services to be performed DAILY: Empty and clean all waste receptacles. Wipe tables and chairs and arrange furniture properly. Clean sinks, cabinet doors and counters as well as all appliances, etc. Clean inside and outside of microwave ovens. Damp mop all hard-surfaced floors. Vacuum carpet. LUNCHROOM/KITCHENETTE services to be performed MONTHLY: Clean inside of refrigerators and freezers. BUILDING ENTRANCES/LOBBY services to be performed DAILY: Clean all entrance door glass inside and out. Empty wastebaskets and change liner as necessary. Vacuum all carpet(s). Sweep all floors with a chemically treated dust mop; damp mop all floors. BUILDING ENTRANCES/LOBBY Services to be performed WEEKLY: Dust all wall pictures, plaques, etc. Dust all furnishings throughout the lobby. ELEVATOR services to be performed DAILY (GJM and EMSC only): Spray clean all control panels and walls. Spray clean the elevator doors inside and out. Sweep all floors with a chemically treated dust mop. Thoroughly vacuum all carpet and the elevator door tracks. 4

6 STAIRWAY services to be performed DAILY: Sweep all floors with a chemically treated dust mop. Mop all floors with a cleaning solution to remove spillage and dirt. STAIRWAY services to be performed WEEKLY: Dust and/or damp wipe clean all stairway handrails. Remove fingerprints, spots, smudges, etc. from walls, doors and doorframes. Perform all low dusting with specially treated cloths-including baseboards, ledges, etc. EMSC CONFERENCE ROOM services to be performed DAILY: Mop hard surface flooring. Empty and disinfect wastebaskets; replace liners as necessary. Clean and disinfect tables and chairs and arrange furniture properly. EMSC CONFERENCE ROOM Services are to be performed WEEKLY: Spot clean switches and door moldings. Dust with specially treated cloths all counters, ledges, windowsills, picture frames and other flat surfaces. EMSC CONFERENCE ROOM Services are to be performed MONTHLY: Dust and/or damp wipe clean all window blinds. GJM CONFERENCE ROOM services to be performed DAILY: Vacuum carpet. Empty and disinfect wastebaskets; replace liners. Clean and disinfect tables and chairs and arrange furniture properly. GJM CONFERENCE ROOM Services are to be performed WEEKLY: Spot clean switches and door moldings. Dust with specially treated cloths all counters, ledges, windowsills, picture frames and other flat surfaces. GJM CONFERENCE ROOM Services are to be performed MONTHLY: Dust and/or damp wipe clean all window blinds. 5

7 CARPET CLEANING A monthly service will be established where one (1) floor each month will receive a complete cleaning (includes office spaces) and the other three (3) floors will have the high traffic areas cleaned for the Administration (GJM) Building. The floor that will receive a complete cleaning shall be rotated monthly, unless directed otherwise by the appropriate building manager. The EMSC Administrative Offices will receive a complete cleaning of all carpet quarterly with monthly spot cleaning. WINDOW CLEANING In the event that the windows are not cleaned as directed by District staff, the successful vendor, will not be paid. Under this program, the following should be cleaned TWICE A MONTH, at GJM: Lobby decorative glass, stairwell glass and fountain glass. Cleaning of fountain glass including removal of mineral deposits. Under this program, the following should be cleaned MONTHLY, at EMSC: Lobby stairwell, lobby windows, and lunchroom window wall. Under this program, the following should be cleaned FOUR TIMES A YEAR, at GJM and EMSC. All exterior windows inside and outside upon the District s request. o There is 1,200 square feet of windows at EMSC and 27,000 square feet of windows at GJM o No partial payments will be paid. Full payment will be made only after both the interior and exterior windows have been cleaned. 6

8 COMPOSITION FLOOR CARE In the event that the floors are not cleaned as directed by District staff, the successful bidder, will not be paid. COMPOSITION FLOOR CARE services to be performed DAILY at EMSC: Sweep all hard-surfaced floors with chemically dust mops. Spot mop all floors with a cleaning solution to remove spillage. o 2 nd floor (conference room level) o 1 st floor (main lobby, WQIS and Analytical Services, lunch room and adjacent offices) o Mid-Level floor (Building Maintenance, Stormwater Dept. and hallways) o Ground Floor (SUMP offices, SSMO and hallways) o All stairwells (six (6) total at EMSC) o Fleet Services On the first floor: Office, men's and women's restrooms Stairs from first floor to second floor On second floor: Men's locker, hallway, manager's office and lunchroom Mop Analytical Services excluding offices compositions floors. COMPOSITION FLOOR CARE services to be performed WEEKLY at EMSC: Clean baseboards concurrent with floor service. o 2 nd floor (conference room level) o 1 st floor (main lobby, WQIS, lunch room and adjacent offices) DO NOT DO BASEBOARDS IN ANYALTICAL SERVICES o Mid-Level floor (Building Maintenance, Stormwater Dept., and hallways) o Ground Floor (SUMP offices, SSMO and hallways) o All stairwells (six (6) total at EMSC) o Fleet Services On the first floor: Office, men's and women's restrooms Stairs from first floor to second floor On second floor: Men's locker, hallway, manager's office and lunchroom 7

9 COMPOSITION FLOOR CARE services to be performed MONTHLY at EMSC: Machine scrub or hand mop (stairs) approximately 87,500 square feet and refinish approximately 16,500 square feet of vinyl composition floors. o All stairwells (six (6) total at EMSC) 1,500 square feet o This will be scheduled by the EMSC Manager of Facility and Infrastructure Support to ensure that the floors are properly cleaned. 2 nd floor (conference room level) 6,600 square feet 1 st floor (main lobby, WQIS, lunch room and adjacent offices) 55,000 square feet Mid-Level floor (Building Maintenance, Stormwater Dept., and hallways) 11,000 square feet Ground Floor (SUMP offices, SSMO and hallways) 11,000 square feet o Fleet Services 2,000 square feet On the first floor: Office, men's and women's restrooms Mop and refinish approximately 150 square feet of vinyl composition floors On second floor: Men's locker, hallway, manager's office and lunchroom COMPOSITION FLOOR CARE services to be performed DAILY at GJM: Sweep all hard-surfaced floors with chemically dust mops. Spot mop all floors with a cleaning solution to remove spillage. COMPOSITION FLOOR CARE services to be performed WEEKLY at GJM: Clean baseboards concurrent with floor service. COMPOSITION FLOOR CARE services to be performed QUARTERLY at GJM: Machine scrub and refinish 9,000 square feet of composition floors. The areas are as follows: first (1 st ) floor lobby and hallway, first (1 st ) floor lunchroom, first (1 st ) floor kitchenette/copy room, and basement hallway. Machine scrub and refinish stairwell between first (1 st ) and second (2 nd ) floor by the water fountain. Machine scrub and refinish stairwell between third (3 rd ) and fourth (4 th ) floor. 8

10 FITNESS CENTER FITNESS CENTER services to be performed DAILY at EMSC and GJM: Clean workout machines with disinfectant. Empty all wastebaskets and trash receptacles; replace liners as needed and remove all waste to the dumpsters. Replenish paper towels and cleaning solution in spray bottles. Dust televisions, radios, fans, etc. Clean door and door knobs. Wet or dry mop floors depending on the finish. Clean mirrors with glass cleaner. Clean, sanitize, and polish drinking fountain. SUPPLIES FOR SERVICES For the duration of this contract, the District will provide the successful vendor: toilet paper, paper towels, feminine hygiene products, trash can liners, liquid soap and toilet seat covers. For the duration of the contract, the successful vendor is required to supply all equipment (vacuum cleaners, floor strippers), cleaning supplies (mops, buckets, sponges), and cleaning chemicals, polishes and waxes. SAFETY GUIDELINES The NEORSD has specific safety policies in place covering all aspects of work on the property. Contractors must also be aware of and follow the District s policies. The following list of items is intended to cover common situations a Contractor may encounter, and may not include all situations. For those situations not addressed, the Contractor is to ask their NEORSD contact for guidance. Hazards include: High voltage, hot equipment, hazardous chemicals, heavy traffic, confined spaces, slippery surfaces, fall exposure, flammable gas, overhead cranes, moving equipment, open water, biological organisms, and pests. Entry/Exit facilities (Security): Main Entrance/Construction Entrance, Sign In and Out, Inform Security of contact person. 9

11 Personal Protective Equipment: Hardhats and Shirts required in Plants. Control of Hazardous Energy: Contact Maintenance or Building Supervisor. Confined Space Entry: Do not enter without first contacting the District s representative. Fall Protection: Applies to Roof Work. Excavation: Do not dig without first contacting District representative. Permit Required. Hazardous Chemicals: Appropriate containers required. Remove all unused chemicals, no disposal on site; proper storage required. Use of NEORSD equipment: Permission required for all equipment/tools/vehicles. Hot Work: Contact area supervisor prior to job, supply own extinguisher. Alarms/Fire Shelter: Evacuation Audio Alarm/Visible Strobe. Tools/Ladders/Scaffolds: In good repair, properly used. Injuries: Report all accidents to the Security Officer on-site or call Security at immediately, no matter how minor the incident. Smoking: No smoking is permitted in any building, at any location, nor in areas near chemicals or flammables. There is a designated smoking area. Driving on Property: Observe the posted speed limits and parking restrictions. Laboratory: Protective eyewear must be worn at all times. Open toe shoes are not permitted. MSDS Sheets: A book must be maintained in each facility (in the main janitorial closet) for each chemical used onsite by vendor. 10

12 MISCELLANEOUS For security and energy conservation, turn off lights and lock or secure each area immediately upon completion of cleaning. Immediately report maintenance problems to security (i.e. leaking faucet, drain problem, etc.) Keep janitorial/storage rooms clean, orderly and safe at all times. Leave only designated lights on. Janitorial crew is NOT responsible for District recycling bins. Environmentally friendly cleaning products are required at District facilities. Task II: Develop a quality assurance program with scheduled updates on the progress of the program, with check list, monthly reports and quarterly meetings with the Manager of Facilities and Administrative Support. Prior to beginning work, the vendor will provide the District with the name(s) for a Supervisor of Record who will be responsible for supervising the services at the District facilities. The vendor will be required to notify the District of any change in the name or contact information for the Supervisor of Record. 1. Clarity and Completeness: Section III. INSTRUCTIONS FOR PROPOSALS The District seeks solid information about the proposer s capability to perform the services required. The proposer is expected to fully address all the requirements of the Scope of Services. The proposer may add at the end of the proposal any additional information to help substantiate its capabilities. 2. Submittal Date: Proposals will be received up to but no later than 2 p.m. official time on Friday, July 19, 2013, or at such other time as may be established by an addendum to this Request for Proposals issued by the District. Hand delivered proposals shall be deposited with the security guard on the main entrance at 3900 Euclid Avenue, Cleveland, Ohio Mailed proposals shall be addressed to Lisa C. Francisco, Manager of Facilities and Administrative Services, at the address specified above. 11

13 3. Amendment to Solicitation: Any amendment or modification to this Request for Proposal shall be by addendum issued by the District. All terms and conditions of this solicitation not modified by such addendum shall remain unchanged. 4. Contract Award: Award of a contract hereunder will be contingent upon successful negotiation of all matters at issue, based upon Part II Scope of Services of this Request for Proposals. The District intends to award a contract to the proposer or proposers whose offer is deemed most advantageous to the District, cost and other factors considered. Such awards will be in accordance with the intent of this solicitation to provide the District with the required services in a timely manner at a reasonable cost. The District reserves the right to: (1) reject any or all proposals as it considers in its best interest; (2) accept a proposal other than that of the lowest in price; and (3) waive informalities and minor irregularities in proposals. Financial data other than hourly personnel rates submitted in connections with a proposal will be incorporated in any resulting contract. However; the contract price will be subject to reduction if cost of pricing data furnished is incomplete, inaccurate or not current. 5. Compensation: The District will compensate the selected vendor on a monthly basis. The vendor will issue an invoice per location monthly. The fee established in the contract will include all costs reasonably and customarily incurred in the ordinary course of maintaining and operating this type of business in Cuyahoga County, Ohio. 12

14 6. Insurance: The successful proposer shall maintain throughout this assignment the following insurance coverage: a. Workers Compensation statutory coverage. b. General Liability Insurance, with a combined single limit of $500, per occurrence and an aggregate limit of $ NEORSD shall be made an additional insured on the Commercial General Liability coverage. The General and Auto Liability insurance policy limits can be met with a combination of basic and excess insurance. All policies shall be provided by an insurer with an A.M. Best rating of B+ or better. All such policies shall provide that the District shall receive not less than thirty (30) days written notice prior to any cancellation or alteration of such policy or coverage. Copies of policies or certificates evidencing the above coverage, as may be required shall be provided to the District prior to the commencement of work on these services. 7. Access Cards: The Selected Contractor s employees performing services at the District under the Agreement will be issued Security Access Cards for their respective facility as requested by the selected vendor s manager/supervisor. Unauthorized persons are not permitted access to any areas of the building that require the use of electronic access cards to gain entrance. All unauthorized persons in restricted areas should be immediately reported to District Security. All control access cards are to be returned to the selected vendor's manager immediately upon termination an employee and accurate records kept. The selected vendor is required to keep a current list of all control access cards and assignments and make them available to the District s Chief of Security upon request. Lost or damaged cards will be subject to a $25.00 (per card) replacement cost. For accountability and security purposes, the selected Vendor must report all damaged and lost cards to the District s Manager of Facilities and Administrative Services immediately. 13

15 Section IV. PROPOSAL FORMAT AND REQUIRED INFORMATION Each vendor shall submit four (4) copies of its Proposal, plus one marked original. The format shall be an 8.5 x 11 booklet. The following information should be included in the Proposal: The front cover shall state: Janitorial Specialist for NEORSD RFP (Name of firm or firms offering proposal) Address to: Lisa C. Francisco Manager of Facilities and Administrative Support Northeast Ohio Regional Sewer District 3900 Euclid Avenue Cleveland, Ohio Proposals should include and will be evaluated based upon: 1. Experience & Past Performance 2. Method of Accomplishing the Scope of Work 3. Cost of Services 4. Quality of the Written Proposal Section V. PROJECT SCHEDULE The District wishes to proceed with the detailed Tasks starting September 3, Compliance with the following schedule is desired: 1. There will be a pre-proposal meeting and walkthrough of the GJM Building at 9:00 a.m. on June 28, 2013, followed by a walk through at the Environmental Maintenance and Services Center ( EMSC ) located at 4747 E. 49 th Street, Cuyahoga Heights, OH 44125, and finally at the Fleet Services facility on the same property. Attendance at the pre-proposal will be mandatory. No proposal will be considered from any proposer who has not attended the meeting. 2. Proposals are due, with no exceptions allowed, at the District Offices at 3900 Euclid Avenue (front desk) by 2 p.m. on Friday, July 19, Vendor Selection, Board Approval, and Notice-to-Proceed are scheduled to occur between July 22, 2013 August 1,

16 Section VI. EVALUATION OF PROPOSALS RESERVATION OF RIGHTS The District specifically reserves the following rights: A. to reject any and all Proposals in whole or in part; B. to waive minor technical errors or irregularities noted in a Proposal when in the best interest of the District; C. to require responding vendors to submit additional written or oral clarification of their Proposals and to meet with any, but not necessarily all, of the responding vendor to obtain additional information and/or clarification; D. to negotiate the terms of any Proposal submitted, or to enter into an Agreement with the selected vendor on the basis of the Proposal submitted without written or oral modifications thereto. E. to terminate a contract awarded pursuant to this RFP, at any time for its convenience upon thirty (30) days written notice to the successful bidder. F. Under no circumstances will the District be responsible for any costs incurred by any vendor responding to this RFP. 15

17 SCORING CRITERIA Written Proposals will be evaluated on the following criteria: Scoring Criterion I: Experience & Past Performance - 30% of total score. Experience, qualifications, and past and current performance of the responding vendor and its janitorial staff with respect to similar contracting engagements or prior contracting engagements with the District. Information related to at least three (3) of the most recent similar contracts must be provided, including reference names and phone numbers and/or addresses, descriptions of the services, and dates of performance. Scoring Criterion II: Method of accomplishing the scope of work - 40% of the total score. Ability of vendor to meet specifications of the scope of work. Understanding of the appropriate levels of effort (hours and manpower) for various tasks. Alternatives and/or enhancements to the scope of work as presented. Scoring Criterion III: Cost of services - 20% of the total score. Cost effectiveness of proposal. All proposed sub-contractors shall also provide task, hours, and costs for their portion of the work. Scoring Criterion IV: Quality of the written proposal 10% of the total score. This scoring area will consider the responsiveness of the proposal to the requests and requirements of the RFP. Additionally, proposals are expected to be organized, concise, and well written. 16

18 FEE PROPOSAL Please submit a separate Fee Proposal for the performance of the services contained in the Request for Proposals. Evaluation Criteria A Selection Committee will score and rank all of the candidate s proposals. A recommendation will be made to the District s Board of Trustees to enter into a contract in an amount consistent with the response to the RFP. 17

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