REQUEST FOR PROPOSALS FOR DOWNTOWN SAN MATEO CLEANING SERVICES CITY OF SAN MATEO, CALIFORNIA

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1 REQUEST FOR PROPOSALS FOR DOWNTOWN SAN MATEO CLEANING SERVICES CITY OF SAN MATEO, CALIFORNIA The City of San Mateo requests proposals for providing cleaning services for the parking garages and lots operated by the City in downtown San Mateo as well as City streets and sidewalks located downtown. All questions regarding this Request for Proposals (RFP) shall be directed to Vivian Ng, Administrative Aide at or (650) Proposals shall be submitted by firms that have a capable and demonstrate background in the type of work described in Section II, SCOPE OF WORK, of this notice. In addition, all interested firms shall have sufficient, readily available resources in the form of trained personnel, support services, specialized consultants, specialized equipment, and financial resources to carry out the work without delay or shortcomings. The proposals shall be submitted to the Public Works Department, City of San Mateo, 330 West 20 th Avenue, San Mateo, California, 94403, no later than 5:00 p.m. on Friday, March 22, Each proposal shall submit five (5) bound sets and a PDF copy of the package on a CD of the proposal in accordance with Section VIII, PROPOSALS of this notice. The RFP is for a one (1) year contract with opportunities for two (2), one year extensions, commencing on the date that the contract is awarded to the successful bidder. A site visit will take place on Friday, March 8, 2013 at 10:00 a.m. at nd Avenue, San Mateo (please wait outside on Main Street next to Beard Papa). All applicants are strongly encouraged to attend this site visit. As part of this site visit, we will visit the Main Street Garage and the Transit Center Garage and provide general information about the work requested through this RFP. Questions may be submitted prior to the site visit with responses presented to all participants at the site visit. Questions may be submitted to Vivian Ng at (650) or vng@cityofsanmateo.org. I. BACKGROUND There are five City-operated garages and four lots that currently receive regular cleaning and maintenance from an outside contractor. These facilities are listed below and shown in Exhibit A: 2 nd and El Camino Garage Lot 1 Ravioli Lot Lot 8 Main Street Garage Lot 2 Transit Center Garage Lot 9 Tennis Court Garage Lot 3 Kinko s Lot Lot 10 Central Garage Lots 4, 5, 6 Worker s Resource Lot Lot 11 Talbot s Lot Lot 7 1

2 Below are the current cleaning tasks for the garages and lots along with the cleaning frequency: Stairwell cleaning once a week. Garage debris pickup/sweeping three times a week. Stairwell pressure washing once a month. Porter service to inspect and pick up debris, wipe down and empty any City garbage can that is overflowing four hours per weekday. Removal of debris such as mattresses, furniture, car parts and bringing them to the City s Corporation Yard to discard as needed. In addition, the City contracts with an outside contractor for maintenance and cleaning of sidewalks within downtown San Mateo as shown in Exhibits B and C. The current sidewalk cleaning tasks are shown below along with the cleaning frequency: Blowing or removing all debris off sidewalks in time to meet scheduled street sweeping work on Monday, Wednesday, and Friday three times a week Pressure washing sidewalks once a quarter Spot cleaning sidewalk areas as needed Removal of debris in gutter areas that sweepers are unable to sweep Checking of garbage cans to ensure capacity until pick up Given the expiration of the contracts with the current service providers, the City of San Mateo is soliciting proposals from qualified firms to perform regularly scheduled cleaning services at the City s public parking garages, lots and downtown sidewalks as shown on the map in Exhibits A, D and E. This work will include, but not be limited to: Cleaning of the garage elevators and stairwells Steam cleaning and water collection Emptying trash containers and wiping down the tops of the containers Sweeping of the garages and lots Cleaning sidewalks Reporting graffiti and lights in garage and lots that need to be replaced to the City. Please note that this work does not include a separate street sweeping component. The successful Contractor should expect that scheduling may call for seven (7) days per week services in some areas. The City s preference is to contact with one firm to provide an integrated approach to the requested scope of downtown cleaning services. However, the City retains the right to contract with more than one firm for these services and thus firms are asked to price out various options in their proposal. II. TECHNICAL SPECIFICATIONS 2.1 Work shall be performed during or after business hours, on weekends and during holidays as directed by the City of San Mateo. 2

3 2.2 Contractor to furnish all labor, supervision, equipment, tools, supplies, and all efforts necessary to perform sweeping, pressure washing, hot water cleaning, trash can cleaning, and trash removal from designated downtown sidewalks. 2.3 Contractor will power wash, or steam clean garages, sidewalks, trash cans, pick-up litter, remove leaves from sidewalks, clear gutters, replace lights, remove graffiti, refresh garage numbering, and report maintenance concerns in accordance with a regularly scheduled programmed work scheduled system that is to be provided by the contractor and approved by the City of San Mateo. The City, at its discretion, may establish changes to the Contractors work schedule. 2.4 It shall be a requirement that the contractor utilizes portable, mobile, self-contained, high pressure, multiple nozzle head enclosed units with a forced water spray of 2000 to 5000 psi; maintaining a minimum water temperature of 180 degrees Fahrenheit for all hot water cleaning/pressure washing. It is a requirement that the assembly have vacuuming capabilities for water and debris (simultaneous total removal). All water pools left after cleaning must be removed. Proper warning signage must be displayed at all times in the areas being cleaned. As a minimum, grease, oil, stains, grit and gum must be removed at least 50% from the surface of garages and sidewalks. 2.5 Other types of power washing equipment may be allowed providing the equipment is preapproved by the City of San Mateo and providing the equipment is capable of maintaining a pressure of psi, can maintain a water temperature of 180 degrees Fahrenheit, has water removal capabilities, and has debris vacuuming capabilities installed to operate during equipment operating cycles without excessive water dispersal. 2.6 The Contractor s cleaning fleet shall be sufficient enough in both quantity and quality to carry out all of the requirements of this contract. As a part of the City of San Mateo s due diligence process, an inspector from the Public Works Department will inspect the equipment to be used in the fulfillment of this contract prior to the awarding of the contract. Random inspections of equipment will be conducted by the City of San Mateo throughout the life of the contract. 2.7 Height restrictions for all City garages must be adhered to and observed by the contractor at all times. Repair of any damage to ceilings and overhead sprinkler systems caused by failure to observe height restrictions will be the sole responsibility of the contractor. 2.8 Stairwells in all garages will be power washed with a hand-held power washer. Elevators will be swept, wiped down, mopped, and sanitized on an as needed basis. The Contractor will operate elevators to verify operations and notify the appropriate parties if operational issues are noted. Water needs to be contained and not enter elevator door jams/wells. 2.9 It is the Contractor s responsibility to ensure that the disposal of all waste water and debris is conducted in accordance with all existing Regional Water Quality Board regulations. Waste 3

4 water must not contaminate any potable water sites and must use drains that do not empty directly into any outlet leading directly to any river, stream or the Bay In the event that any sidewalk is not cleaned to the satisfaction of the contract administrator, the area will be re-cleaned at no additional cost to the City of San Mateo. The contract administrator shall decide if the entire area in question requires re-cleaning or only a designated portion of the sidewalk requires re-cleaning. An inspection report method will be used by the contract administrator to grade the Contractors performance. On days when scheduled sidewalk power washing is cancelled due to rain, Contractor will schedule an appropriate day to replace the rained out day on schedule, at no additional cost above the contract price or issue a credit Given the number of residents living adjacent to or within downtown, any machine used such as, but not limited to, power washers, leaf blowers, sweepers, and vacuums must be used with the lowest decibel levels possible. In addition, please note that the City is considering additional regulations on the use of leaf blowers including a citywide ban on their use. Consequently, proposers are asked to provide a service and pricing option that reflects such a ban should it be enacted by the City Contractor will have 10 days to correct any unsatisfactory performance as reported / determined by Public Works for no extra pay. If the correction is not made within 10 days, no payment shall be made for that cleaning area for the month and if two of these instances occur within a 12 month period without correction in 10 days, the contract terminates upon 30 days notice This contract may also be used to pressure wash and/or clean building entranceways, steps, loading docks or any other concrete/asphalt surfaces designated by the City of San Mateo. In this case, a time and material method can be used for pricing; however, all pricing must be approved by the contract administrator prior to performing any of this additional work. Hand-held wand equipment may be used by the Contractor in the performance of these additional requirements The Contractor shall perform all work in a manner to minimize disruption of normal commercial operations in all assigned areas. Each time work is completed, the Contractor is responsible for cleaning and removing from each area worked in, all debris, materials and equipment associated with the work performed The Contractor will perform all contracted cleaning duties or services in such a manner that no property belonging to the City of San Mateo is damaged. In the event that damage does occur to property of the City of San Mateo or any adjacent property by reason of any cleaning services performed under this contract, the Contractor shall replace or repair same at no cost to the City of San Mateo. If damage caused by the Contractor has to be repaired or replaced by the City of San Mateo, the cost of such repairs or replacement will be deducted from the monies due to the Contractor. 4

5 2.17 The Contractor may not assign this contract or subcontract to another party for performance of the terms and conditions hereof without the written consent of the City of San Mateo. All correspondence authorizing subcontracting must reference the contract and identify the specific job being subcontracted In general, the prevailing wage scale, as determined by the Director of Industrial Relations of the State of California, or as hereafter modified by the Department of Industrial Relations, will be the minimum paid to all janitors/cleaners working under the contract to be awarded under this bid process. Pursuant to Section 1773 of the Labor Code, the general prevailing wage rates in the county, or counties, in which the work is to be done have been determined by the Director of the California Department of Industrial Relations. The wages as set forth in the General Prevailing Wage Rates for this project will be posted at the job site. It is understood that it is the responsibility of the bidder to determine the correct scale. The State Prevailing Wage Rates may be obtained from the California Department of Industrial Relations Pursuant to California Public Utilities Code, Sections 465, 466, and 467 by calling Exhibit F provides a sample of the current information A business license shall be obtained as required by the San Mateo Municipal Code, Chapter 5. Section of said Chapter 5 provides that "Every person conducting the business of contractor shall pay an annual tax as follows: (1) General contractor, $116.00; (2) all other contractors, $46.00." 2.20 No tax shall be levied against labor. Bid pricing must include all labor, overhead, tools and equipment used, profit and any taxes that may be levied. It is the responsibility of the bidder to determine any and all taxes and include same in the bid price It shall be the Contractor s responsibility to meet the City of San Mateo s delivery requirements, as called for in these specifications. The City of San Mateo reserves the right to obtain services on the open market in the event the Contractor fails to make delivery and any price differential will be charged against the Contractor The scheduling of garages and sidewalks designated for cleaning will be coordinated by the City of San Mateo Department of Public Works. Due to locations of garages and sidewalks, most work will be scheduled during periods when traffic in these areas is at a minimum. Contractor should expect work to be scheduled early in the morning, late at night or on Sundays and holidays, providing that garages and sidewalks are not utilized to their full capacities at that time. III. TERMS AND CONDITIONS The outcome of this Request for Proposals is to award firm, fixed price contract for the services described herein, for a period of one year with two, one-year extensions. The City of San Mateo may, at its option and with the approval of the Contractor, extend the period of this contract up to a maximum of two (2), one (1) year options. The Contractor shall be notified in writing, by the 5

6 City of San Mateo Public Works Department of the City s intention to extend the contract period at least thirty (30) calendar days prior to the expiration of the original contract period. Any request for reasonable price adjustments must be submitted thirty (30) days prior to the contract expiration date. Justification for the requested adjustment in cost of labor and/or materials must be supported by appropriate documentation and fall within the Consumer Price Index for the commodity not to exceed five percent. CPI increases or decreases are subject to approval, in writing, by the City of San Mateo Department of Public Works prior to any adjusted invoicing being submitted for payment. A business license shall be obtained as required by the San Mateo Municipal Code, Chapter 5. Section of said Chapter 5 provides that "Every person conducting the business of contractor shall pay an annual tax as follows: (1) General contractor, $116.00; (2) all other contractors, $46.00." IV. DELIVERABLES Monthly report of work completed shall be submitted with the monthly invoice absence of such a report may lead to a delay in payment. V. CITY RESPONSIBILITY The City shall provide the following to the Contractor: 1. Map of Street Sweeping Routes 2. Map of Downtown Garages and Lots 3. Project administration 4. Necessary keys 5. Storage room 6. Parking passes 7. Overnight parking of vehicles if necessary VI. FIRM SELECTION PROCEDURE Evaluation of the proposals will be done by City staff that will review the proposals and assess the firm s qualifications, experience, and strength of the proposers in terms of financial resources and ability to perform the work. Downtown stakeholders will also be involved in the selection process. Subsequent to selection of a successful firm, the City will develop an agreement for services (Exhibit G) reflecting the terms and conditions of the proposal plus the City s standard liability and insurance requirements. A copy of that agreement is enclosed. Please review and submit any requested changes with this bid. The City reserves the right to clarify any issues or obtain additional information, as necessary. The City serves the right to modify or reject any or all proposals and proposals shall remain effective for 90 days beyond the submitted date. Proposals will be evaluated and ranked by qualified personnel selected by the City, assessing the firm s qualifications, experience, and 6

7 strength of the proposers in terms of resources and ability to perform the work. The proposals receiving the highest ranking will be invited for an interview. The cost to the City for performing this work shall be an important, but not an overriding consideration. The evaluation of bids will be based on, but not limited to the following: Compliance with the specifications Requested changes to City s standard agreement for services Cost Ability to perform the required services Past history of work at other sites Condition and amount of equipment Size of labor force Experience Reliability The City of San Mateo reserves the right to award in whole or in part, by item or group of items, by section or geographic area, or make multiple awards, when such action serves the best interest of the City of San Mateo. The City may elect to stop work at any time in the contract and will pay for work completed to that point on a time and material basis. VII. PAYMENT The method of payment to the successful proposal shall be on a time and materials basis with a breakdown of cost and a maximum not to exceed fee, as set by the proposal in this this proposal, as being the maximum cost to perform all work. This figure shall include direct costs and overhead such as, but not limited to, transportation, communications subsistence and materials, and, any subcontracted items of work. Progress payments will be based on an actual hours, hourly costs and support service costs charged to the project on a monthly basis. Invoices must be billed to the City of San Mateo, Department of Public Works via the contract administrator. All invoices must include: Contract Name and Number assigned by the City of San Mateo Terms as bid Job site name and address Building number, if applicable or sidewalk areas using street boundaries or zone designations. Description of work performed Rate as bid per garage and/or sidewalk areas Other charges with complete explanation Grand Total of Invoice. Invoicing that does not contain all of the information required, as listed above, will be sent back for corrections, delaying payment to the Contractor. 7

8 VIII. PROPOSAL A complete proposal package will and must be submitted to be considered and must include five hard copies and a PDF copy of the package on a CD. The proposal shall consist of the following elements: 1. A breakdown of cost as follows and can be submitted using the attached cost sheet. Garage Cleaning: Lot Cleaning: A. 2 nd and ECR Garage F. Talbot s Lot B. Central Garage G. Ravioli Lot C. Tennis Court Garage H. Worker s Resource Lot D. Main Street Garage I. Kinko s Lot E. Transit Center Garage Sidewalk Cleaning/Sweeping: Trash Can Cleaning/Porter Service: (Time/Frequency) Total Cost for One Year: 2. The proposer s experience and history in performing this type of work. Include references of persons, firms, or agencies that the City may contact to verify the experience of the proposal, as well as example of completed projects of a similar nature. 3. Information on the Project Manager or main contact. 4. Provide a confirmation of the recommended project schedule as identified below. 5. The proposer s ability to fulfill the City of San Mateo s insurance requirements as shown in the sample agreement (Exhibit G). 6. An identification of any modification to the attached Professional Services Agreement (Exhibit G) the contractor would require prior to entering into an agreement with the City. IX. ESTIMATED PROJECT TIMETABLE March 1 March 8 March 22 Notice Inviting Proposals sent out. Pre-Bid Site Visit. Responses from interested firms due at the Public Works Department no later than 5:00 p.m. 8

9 Early April May 20 May 24 June 3 City to conduct interview and select firm for contract award. City Council award of contract. Notice to Proceed. Services begin. We look forward to your participation in this project. Inquiries and/or responses may be directed to: Vivian Ng, Administrative Aide Public Works Department City of San Mateo 330 W 20 th Avenue San Mateo, CA (650) ng@cityofsanmateo.org Attachment Cost Sheet Exhibit A - Map of Garages and Lots Exhibit B - Map of Sidewalk Cleaning Exhibit C - Map of Boundaries Exhibit D - Additional Information about Parking Garages and Lots Exhibit E - List of City Trash Cans Exhibit F - Prevailing Wage Information Exhibit G - Draft Agreement and Insurance Requirements 9