DISTRICT OF COLUMBIA WATER AND SEWER AUTHORITY DEPARTMENT OF PROCUREMENT REQUEST FOR PROPOSALS (RFP) FOR JANITORIAL SERVICES

Transcription

1 DISTRICT OF COLUMBIA WATER AND SEWER AUTHORITY DEPARTMENT OF PROCUREMENT REQUEST FOR PROPOSALS (RFP) FOR JANITORIAL SERVICES RFP NUMBER: 14-PR-DFS-08 ISSUE DATE: JULY 18, 2014 MANDATORY SITE VISIT: July 29, 2014 at 9:00 AM DEADLINE FOR QUESTIONS: JULY 31, 2014 at 2:00 PM CLOSING DATE: AUGUST 18, 2014 at 2:00 PM EDT 1

2 TABLE OF CONTENTS Page(s) SECTION A: EXECUTIVE SUMMARY AND BACKGROUND 4-5 SECTION B: SCOPE OF WORK 5-19 SECTION C: EVALUATION OF PROPOSALS SECTION D: PROPOSAL PREPARATION AND SUBMISSION SECTION E: GENERAL CONDITIONS

3 INCORPORATED DOCUMENTS Attachment B* Pricing Schedule Attachment C- General Provisions, Goods and Service Contracts Attachment E* - Representations, Certifications and Acknowledgements Attachment F* Vendor Information and W9 Forms Attachment G* - Local Small Business Enterprise Program Attachment H* EEO Information and Forms Attachment I* DC Water Works Employment Program Attachment K - Performance Bond Attachment L* Mid-Atlantic Purchasing Team Rider Clause Attachment M U.S Department of Labor Wage Determination No (Rev 13) dated June 19, 2013 Attachment N Janitorial Services Contract Adjustment Table Attachment O Hand Sanitizer Dispensers The Attachments identified with an asterisk (*) must be completed, signed by the appropriate representative of the company, and submitted with the proposal. 3

4 SECTION A: EXECUTIVE SUMMARY AND BACKGROUND A.1 Executive Summary The District of Columbia Water and Sewer Authority (DC Water) is seeking proposals from a qualified and experienced contractor to provide management, labor, materials, supplies, and equipment necessary to provide janitorial services. A.2 BACKGROUND OF AUTHORITY Until 1996, the District of Columbia Water and Sewer Authority, now referred to as DC Water, was part of the District of Columbia government. In 1996, the District government initiated the creation of the District of Columbia Water and Sewer Authority (DC WASA), an independent authority of the District of Columbia providing services to the region. Although DC Water maintains some ties with District government, its finances and operations are separate. DC Water develops its own budget which is incorporated into the District s budget and then forwarded to Congress. All funding for operations, improvements, and debt financing is derived through usage fees, EPA grants, and sale of bonds. DC Water s daily operations are managed by the general manager who reports to an 11-member Board of Directors. Six board members represent the District and five represent the adjoining jurisdictions. Two members each are from Prince George s and Montgomery counties in Maryland, and one from Fairfax County in Virginia. DC Water provides retail water and wastewater services to its residential and commercial customers in the District. Wholesale wastewater treatment is provided to portions of Montgomery and Prince George s counties in Maryland and Fairfax and Loudoun counties in Virginia. DC Water buys its drinking water from the Washington Aqueduct, a division of the U.S. Army Corps of Engineers. The Aqueduct treats the water and DC Water distributes it throughout the District of Columbia. DC Water s Blue Plains Advanced Wastewater Treatment Plant, located at 5000 Overlook Avenue SW, is the world s largest advanced wastewater treatment facility. A.3 DC Water Facts Multi-jurisdictional regional utility that provides drinking water to the District s 600,000 residents. Collects and treats wastewater for 1.6 million customers in adjacent jurisdictions. Approximately 1,000 employees work at various facilities throughout the District of Columbia. DC Water s service area covers approximately 725 square miles. 4

5 To distribute water, DC Water operates nearly 1,300 miles of pipes, five pumping stations, five reservoirs, four elevated water storage tanks, 36,000 valves and 8,700 hydrants. To collect wastewater, DC Water operates 1,800 miles of sanitary sewers, 22 flow metering stations, nine off-site pumping stations and 16 storm water pumping stations within the District. DC Water operates Blue Plains that covers 153 acres with a capacity of 370 million gallons per day and a peak capacity of 1.07 billion gallons per day. SECTION B: SCOPE OF WORK The contractor shall furnish the management, labor, materials, supplies, and equipment necessary to provide janitorial services for office spaces, locker and lunch rooms, the fleet building, trailers, the boat house, welding shops, pumping stations, and blower buildings at the following DC Water locations: The Advance Blue Plains Wastewater Treatment Plant 5000 Overlook Avenue, SW Washington, DC O Street Pumping Station 125 O Street, NW Washington, DC Bryant Street Pumping Station 301 Bryant Street, NW Washington, DC The contractor is not responsible for cleaning the following areas: Mechanical equipment rooms; Electrical distribution rooms and closets; Telephone distribution rooms and closets; and Elevator equipment rooms. The Contractor Officer s Technical Representative (COTR) will determine the when as needed cleaning is required. The contractor shall propose cleaning schedules and inspection times that will be approved by the Contractor Officer s Representative (COR) and COTR. 5

6 B.1 Cleaning Specifications A. Room Cleaning (Daily) Each room in the buildings, including offices, waiting rooms, sleeping area, conference rooms, hearing rooms, libraries, storage rooms, etc., shall be cleaned in the manner described herein each morning, afternoon and each night, as specified. The contents of each wastebasket shall be emptied; the wastebasket shall be damped wiped clean if needed, lined with a suitable sized plastic bag of sufficient durability and thickness to prevent liquids from leaking through the bag and replaced in its original position. This is to be done twice a day or as needed. The contents of the wastebasket shall be dumped into a mobile trash container. The mobile trash container shall be a rubber or plastic container or a similar container approved by the COR. The mobile trash container shall be brought into the room and each wastebasket shall empty directly into it. Do not transport the wastebasket to the mobile trash container. Building occupants shall be notified by the COR that anything being placed in a wastebasket shall be considered trash and shall be the responsibility of the contractor to remove. The contractor shall instruct its personnel that all items left in waste receptacles and ashtrays are to be removed as trash. Boxes and other containers will not be removed unless clearly labeled "trash." The only exception to this shall be newspapers and magazines left in lounges, and other clearly defined public waiting areas. All horizontal surfaces shall be dusted with a dust free treated dust cloth. This service shall be performed after regular business hours. All mirrors, windowsills, bookcases, glass, glass tops, door and partition glass, doorsills, wooden furniture, and telephones shall be cleaned and wiped dry. All walls, doors and door frames shall be spot cleaned. Dust, dirt and debris shall be removed from tile floor areas with dust mops. Floors shall be damp mopped with a neutral cleaner. Conference rooms and executive space identified by the COR shall be inspected and serviced twice a day or as needed. Sinks and kitchenette units shall be washed, cleaned with a sponge and detergent solution; metal surfaces shall be wiped dry. 6

7 Contractor shall report to the COTR, any obvious deficiencies; such as broken lights and exit signs, and any items falling from walls. B. Computer Rooms Cleaning (Daily) 1.0 Floor Surface Cleaning Remove dust and debris from open floor space with dust mops that are specially treated with antistatic spray. Vacuum all other hard to reach places, corners and crevices. Remove dust and debris from underneath equipment wherever possible with equipment designed for that purpose. Floors shall be stripped with a minimal amount of water and non-ionic emulsifiers to remove old dirt and wax. 2.0 Above Floor Cleaning All entrance doors and partition glass shall be cleaned from the ground level. Clean and vacuum all air and heating vents in ceiling, walls and floors. Clean all metal, plastic and glass surfaces such as, drivers, CPU, tape racks, disk pack drawers and shelves, light switches, tops of door frames, chairs, desks, telephones, any wall or ceiling mounted devices, etc., All doors and walls shall be cleaned and/or spotted for dirt, grime and dust. C. Bathroom Maintenance (Daily) All bathrooms shall be cleaned prior to the start of the work day. Each soap, towel, bathroom tissue, lotion, hand sanitizer, seat cover and sanitary napkin dispenser shall be checked and filled as necessary. In bathrooms with a missing or malfunctioning dispenser, the contractor shall notify the COR who shall arrange for replacement or repair. Each ledge, grill, heater, etc shall be dusted. All floors shall be swept clean and all foreign substance shall be removed. 7

8 All ceramic or brick floors in restrooms shall be mopped each night using a germicidal detergent/disinfectant. Each Friday night, the floor shall be machine scrubbed using a sequestering agent with at least five percent (5%) Ethylene Diamine Tetraacetic Acid Sodium Salt (EDTA). No sealer or finish shall be applied. Each wastepaper container shall be emptied and all paper and trash removed from the floor. Paper towel waste receptacles shall be emptied each night and the contents disposed of as burnable trash in receptacles provided by DC Water. Each washbasin shall be cleaned thoroughly using a germicidal cleanser to remove stubborn stains. Chromium fixtures shall be dried and polished with a wiping cloth. The contents of each sanitary napkin receptacle shall be emptied. Each receptacle shall be cleaned with a germicidal solution and shall be wiped dry. The complete interior surfaces (to include crevices of each commode and urinal) shall be thoroughly cleaned using a toilet brush and germicidal solution. Each fixture shall then be flushed and a cup of germicidal solution shall be poured into each fixture and left standing. Walls and floors adjacent to urinals shall be cleaned using a germicidal solution to eliminate stains, odor and encrustation. Each commode seat shall be washed with a sponge and germicidal solution, rinsed with clean water, wiped dry and left in a raised position. All exterior porcelain shall be damp wiped with germicidal solution. Chromium fixtures shall be damp wiped clean, dried and polished with a wiping cloth. All walls, partitions and doors shall be washed, rinsed and damp wiped, as necessary, to remove stains and graffiti. Scouring powder shall not be used on chromium or stainless steel fixtures. Traps shall be maintained free from odors at all times. The contractor's personnel shall obtain water for the cleaning and servicing of bathrooms only from specifically designated janitor's closets. The purpose for this is to ensure that water is transported a minimum distance across carpeted areas. Only when it is absolutely necessary should water be transported across the carpet. The contractor shall be held responsible for the cleaning or replacement of carpet that is damaged due to spillage of water or cleaning agents. All private bathrooms shall be cleaned thoroughly in the manner detailed above. All bathrooms shall be inspected and serviced two (2) times a day. The inspection time(s) shall be approved by the COR or COTR. 8

9 It shall be the contractor's responsibility to maintain a stock of sanitary napkins in each bathroom that contains a sanitary napkin dispenser. The contractor shall refill hand sanitizers as necessary with sanitizer furnished by DC Water. At their discretion, the COR or COTR may modify or delete this practice by giving written notice to the contractor. D. Floor Maintenance 1.0 Carpet Care Carpet Vacuuming (Daily) All carpeted floors shall be vacuumed each morning and night as specified herein. The contractor shall use such equipment as necessary to vacuum carpeted areas, including corners, and underneath low furniture and equipment. All carpeting shall be vacuumed in such a manner as to leave the pile lying in the same direction. During the day, the contractor shall perform light vacuuming only. 2.0 Carpet Spotting Carpet Shampooing (Quarterly) Carpeting shall be shampooed quarterly on a schedule to be determined by the COR. The contractor shall follow the schedule and provide the services required during the time and in the manner specified. The contractor shall use its own personnel or a sub-contractor experienced in the cleaning of carpet to perform this work. The method of carpet cleaning shall be approved by the COR. The contractor shall guarantee that the shampooing of carpet will not discolor or damage the carpet and shall be responsible for correction of such damage should it occur. The contractor shall be required to shampoo carpets between scheduled cleaning in order to remove major spills or stains. All carpet shampooing, other than removing major spills or stains, will be performed after 5:00 PM. All furniture moved during the shampoo operation shall be replaced in its original position DC Water will provide all walk-off mats. 3.0 Vinyl Floors In keeping with the schedule for periodic cleaning (schedule to be provided at orientation), the contractor shall strip all vinyl floors of old finish, dirt and foreign materials and shall apply four (4) coats of floor finish. The finish shall be applied 9

10 evenly and sufficiently in order to withstand normal day-to-day traffic. The contractor shall use a skid free buffable floor finish with a 20% to 26% solid content. The contractor shall perform this task quarterly. When wet mopping an area, the contractor shall ensure that all dirt, stains and foreign matter are removed from the floor. The floors shall be free of streaks/mop strands and shall then be machine buffed to a bright even luster. Walls, baseboards and other surfaces shall be free of film and marks from the equipment. Mops shall be cleaned to avoid offensive odors and to reduce leaving streaks on mopped surfaces. The floor maintenance program shall include frequencies as indicated below: Spray buff floors in the hallways and food service areas once a week. Floors shall be damp mopped with a neutral cleaner and polished with a floor-polishing machine to maintain a consistent high luster. Tile floors shall be wet mopped daily and machine buffed once a week. DC Water shall provide the contractor a schedule by which each area in the facility shall be treated. Once a quarter, all tile floors shall be stripped of old finish and shall be refinished using a finish with a 20% to 26% solid content. All wet mopping; buffing, stripping and refinishing shall be performed after 5:00 PM and completed before 10:00 PM, Monday - Thursday. All furniture moved during the above operation shall be replaced in its original position. If approved by the COR, the contractor may employ the use of a scrubbing machine to accomplish the task of wet mopping. Before such approval shall be granted, the contractor shall demonstrate to the COR s satisfaction that the use of such a machine shall cause no damage to carpet and walls. When wet mopping an area, the contractor shall ensure that all dirt, stains and foreign matter are removed from the floor. The floors shall be free of streaks mop strands and shall then be machine buffed to a bright even luster. Walls, baseboard and other surfaces shall be free of film residue and marks from the equipment. 10

11 E. Corridor and Lobby Maintenance (Daily) All corridors and lobbies shall be cleaned each day as follows: Tile floors shall be cleaned of litter and dirt using a treated sweeping cloth and spray buffed each night to maintain a consistent high luster. Spots, such as liquid spills, and foreign matter, such as chewing gum and tar shall be removed from all floors. Trash receptacles shall be emptied, wiped clean, if needed and lined with a suitable sized clean plastic bag of sufficient durability and thickness to prevent liquids from leaking through the bag. The exterior surface of the receptacle shall be washed clean. Walls shall be spot cleaned to remove smudges, stains, spots and graffiti. All rails, cabinets and directory boards shall be dusted. All telephones shall be washed clean. Glass in cabinets, directory boards, telephone boards, doors, railings and partitions shall be cleaned free of smudges, stains and streaks; including glass doors and walls at each of the pedestrian entrances. Mats at each entrance shall be vacuumed. This includes both carpet and rubber mats. All drinking fountains shall be thoroughly washed daily with a germicidal solution. Corridors within a suite of offices shall be cleaned as part of the office space. All corridors and lobbies shall be inspected and serviced three (3) times a day as follows: All litter and trash shall be removed from the floor. The glass entrance doors at each pedestrian entrance shall be cleaned free of smudges, Spots, stains or streaks. Glass door panels shall be cleaned daily. Carpeted floors shall be vacuumed and hard floors shall be spray buffed and thoroughly swept. 11

12 F. Trash Collection and Removal (Daily) Following the collection of trash by the trash removal company, the contractor shall sweep the loading dock and trash rooms. Each Friday the contractor shall wash down the loading dock including trash rooms and all dumpsters. After a thorough cleaning of the trash room, the contractor shall fumigate to rid the trash rooms of rodents, insects and offensive odors. G. Recyclable Materials (Daily) The contractor shall collect newspapers from tie racks daily, tie them in bundles and deposit them in the recycling container; The contractor is responsible for recycling plastic bottles, glass, cans and cardboard daily. The contractor shall collect mixed quality office wastepaper from centralized box containers located throughout the facility each day. Once collected, the paper shall be deposited in the recycling container. Hampers or carts, which are used to collect recyclable paper, shall be kept clean at all times. Additionally, if necessary, the contractor is required to empty centralized containers in between scheduled pick-ups. H. Stairwell Cleaning: (Daily) Each day, the stairwells shall be swept clean of all litter and dirt. Each handrail and fixture shall be dusted and all walls and doors spot cleaned. Foreign matter, such as gum, shall be removed. Every Friday, all stairwells shall be thoroughly cleaned and wet mopped. Steps and landings shall be stripped and refinished every ninety (90) day. A non-skid finish shall be applied. Walls, baseboards and other surfaces adjacent to the stairwells shall be cleaned free of film and marks from equipment used to mop, strip or refinish the stairwell. I. Window Cleaning (Semi-annually) Interior Glass Maintenance: All interior glass entrance door panels, mail chutes, desks, conference tables, covers and directory boards shall be washed daily and as necessary. 12

13 J. Cafeteria and Kitchen Cleaning (Semi-Annually) The contractor shall steam clean all kitchen floors, walls and equipment semiannually. The contractor shall sanitize all surfaces after cleaning. The contractor shall wipe all wall, equipment and floors after steam cleaning. K. Hand Sanitizer Replacement Plan The contractor is responsible for the inspection, supply and replacement of all DC Water hand sanitizer dispensers listed in Attachment O. When replacing hand sanitizer dispensers, the contractor shall use the exact model and manufacturer of existing dispensers. L. Venetian Blind Maintenance Dusting due to poor ventilation and high dust levels generated by old building structures, venetian blinds and window sills require daily maintenance. M. High Cleaning (Monthly) Once each month all vertical surfaces, drapes, window blinds and upholstery shall be vacuumed using proper attachments for such work. All fluorescent light fixtures, louvers or lenses shall be removed, washed clean, dried and replaced. All exposed pipes shall be dusted and washed clean. All heating, ventilation and air conditioning grills shall be washed clean. All surfaces and/or objects in the building requiring dusting and/or vacuuming shall be cleaned approximately 70" or more from the floor. This includes the wall and ceiling area adjacent to ventilating and air conditioning outlets. N. Elevator Cleaning Elevators shall be cleaned daily in the following manner: 13

14 B.2 Contractor's Space 14 Each elevator to be cleaned shall be taken out of automatic mode prior to cleaning and returned to the automatic mode when cleaning is completed. At no time shall elevators doors be wedged open. Elevators are to be spot cleaned during normal duty hours and full cleaning shall be performed in the evening after 6:00 P.M. All horizontal and vertical surfaces and louvers shall be dusted with a treated dust cloth. Carpets shall be vacuumed and spot cleaned. Non-carpeted floors shall be damp mopped and spray buffed. Walls shall be spot cleaned and metal shall be polished. All light fixtures shall be damp wiped. Tracks and grooves shall be cleaned, removing all grit, and other debris. DC Water will provide the contractor adequate storage space for supplies and equipment. The contractor shall provide necessary shelving. B.3 Time Restraints Time restraints for day and night cleaning at each location are as listed on the Attachment B. Monthly, quarterly semiannual and annual cleaning shall be scheduled by and coordinated with the COR. B.4 Supervision The contractor shall include, with the technical proposal, resumes of key personnel, such as supervisors, project managers and foremen to the COR for approval. Key personnel must possess at least five (5) years experience in professional cleaning. DC Water reserves the right to reject any key personnel whose qualifications and experience are deemed to be insufficient or unsuitable to perform satisfactorily. The contractor shall maintain a principal supervisor on the work site during all times that work is being performed under this contract. The contractor shall ensure that the onsite supervisor is readily available to the COR during the contractor s work hours and shall report daily to the COR/COTR for regular activities. If summoned, the onsite supervisor shall report, in person, to the COR or COTR within fifteen (15) minutes.

15 B.5 Contractor Personnel It is of the utmost importance that the contractor utilizes skilled and productive personnel to satisfactorily furnish the required level of service specified in the contract. Failure on the part of the contractor to utilize skilled and productive manpower may produce unsatisfactory results which may cause DC Water to make adjustments to the contractor's monthly invoice for unsatisfactory or omitted work. Personnel employed by the contractor shall be screened, and be required to obtain a police clearance. Within ten (10) calendar days after contract award the contractor must submit a listing of all persons employed under this contract with individual tours of duty and a schedule of work assignments. The contractor must obtain written approval from the COR prior to effecting any changes in the workforce. The contractor shall supply to each employee a DC Water badge, which is to be prominently displayed at all times while they are on the work site. The contractor shall instruct and ensure that all persons employed under this contract shall only engage in activities related to the performance of their duties as described in these specifications. The contractor s personnel shall be supervised at all times while performing work under this contract. The contractor s personnel shall be instructed to check windows and turn off all lights when night cleaning is finished; they shall not disturb papers on desks, open drawers or cabinets, use telephones, televisions, radios, drink alcohol, smoke or gamble while on duty. The contractor shall also make sure that cleaning equipment and tools are not left unattended in corridors or office areas. DC Water reserves the right to remove any contractor personnel from any of its facility (ies), whose conduct DC Water determines to be unacceptable. DC Water Security personnel are authorized to inspect the contents of pocketbooks, handbags or other containers of contractor s employees when they are entering and exiting DC Water facilities. The contractor shall be required to make full restitution to DC Water for acts of thefts or vandalism when sufficient evidence indicates that employee(s) of the contractor committed such acts. B.6 Records, Schedules, and Reports Records: The contractor shall maintain daily records of personnel and their work assignments. These records shall be submitted with each monthly invoice. 15 Schedules: During the contractor orientation, DC Water shall provide the contractor with

16 all schedules required by this contract for periodic and special cleaning. Reports: Reports on all cleaning requirements must be submitted to the COR within five (5) days after completion of the cleaning tasks. Within two (2) weeks before periodic cleaning is performed, the contractor shall prepare and submit a work plan to the COR for approval. Should the contractor fail to submit a work plan to the COR within two (2) weeks before commencement of periodic cleaning, DC Water will assume that the periodic cleaning tasks were not performed and accordingly, the contractor shall be required to perform the periodic cleaning again. Failure to comply after adequate notice will subject the contractor to cleaning adjustments as provided for in cleaning adjustment table; or, DC Water may procure services for periodic cleaning from another contractor. All costs associated with procuring services for periodic cleaning from another contractor will be paid for by the incumbent contractor. B.7 Monthly Payroll Summary The contractor shall provide DC Water with a monthly payroll summary for each of its employees covered under this contract, listed by location at each DC Water facility. The payroll summary must include the name, social security number and number of hours worked for each employee. This information shall accompany the contractor's invoice for monthly payment. The payroll summary shall consist of two (2) parts, one for supervisory personnel, and one for laboring personnel. All invoices submitted without the payroll summary and reports shall be returned to the contractor and shall not be processed for payment until such time as the payroll summary is submitted. B.8 Safety Requirements In order to mitigate the risk of accidents, the contractor is required to employ the following safety measures when cleaning: Prominently display "caution/wet-floor" signs when damp mopping and/or stripping/refinishing hard floors. Prominently display "caution/wet-floor" signs when restroom floors are being scrubbed and/or mopped. Utilize anti-skid/slip resistant floor finish to refinish floors. Roll out walk-off mats at all entrances and exits during inclement weather. Comply with OSHA regulations The contractor is also required to submit safety plan to the COR for the approval of DC Water Department of Occupational Safety and Health before the start of work on this contract. Contractor shall comply with DC Water Department of Occupational Safety and Health regulations. 16

17 B.9 Additional Sites At any time during the contract period, DC Water reserves the right to include additional sites for which janitorial services may be required. DC Water will give the contractor a bilateral modification prior to requiring service at additional sites. B.10 Required Cleaning Equipment The contractor shall supply all equipment necessary for the completion of all tasks outlined in the Scope of Work. Equipment shall include, but not be limited to, cleaning machines with scrubber and buffer, vacuum cleaners with necessary attachments, two (2) heavy-duty wet dry vacuums with attachments especially for water suction, and an eight (8) foot ladder. B.11 Start-up Period The contractor shall be allowed a minimum of fifteen (15) calendar days from date of award to commence performance under this contract. The contractor is expected to utilize the fifteen (15) days to organize his work force, equipment, materials and supplies. B.12 Reduction of Space Janitorial services will not be required when blocks of space totaling 3,000 square feet or more are expected to remain unoccupied for thirty (30) calendar days or longer. Therefore, the contractor shall not bill DC Water for said space. The COR will provide written notification to the contractor, within three (3) business days of the effective date for discontinuing service. When service is again required for that space, the contractor shall be given written notification within three (3) business days of service being continued for that space. The 3,000 square feet may be made up of small blocks of space. Subsequent blocks of space under 3,000 square feet may be added after the initial 3,000 square feet threshold is met. B.13 Method of Computing Cost The total number of square feet unoccupied shall be multiplied by the cost per square foot at the facility. The cost per square foot shall be determined by dividing the total footage into the total annual contract cost. 17

18 B.14 Quality Assurance/Orientation for Contractors Each facility owned by or under the jurisdiction of DC Water, Department of Facilities Services (DFS) shall be inspected quarterly by DC Water inspectors to ensure that adequate services are being provided in DC Water owned and leased facilities. Within ten (10) calendar days of award of this contract, the DFS shall invite the contractor to an orientation meeting during which keys will be given to the contractor and the COR will fully explain the essential aspects of the work to be performed under the contract. If necessary, the contractor may request another walk through of the facility (ies). B.15 Return of Keys to DC Water In cases where the contractor has keys to DC Water facilities, the contractor shall return all keys to the COR at a time specified by the COR. A $50.00 penalty shall be imposed for each unreturned key. B.16 Contractors Performance On or about the 15 th of each month, DFS shall evaluate the contractor's performance. If the quality of janitorial services being performed is assessed at a marginal or unacceptable level, the department shall issue a Letter of Warning to the contractor, identifying the deficiencies. If after having received a Letter of Warning, the contractor fails to substantially improve the quality of janitorial services; a "Cure Letter" will be issued to the contractor, requiring the contractor to correct all deficiencies within ten (10) calendar days or be determined to be in default, and the contract terminated. Failure to improve the quality of services may also be subject to payment deductions. B.17 Product Specification The contractor is required to comply with product specification provisions that will be provided by DC Water at the contractor s orientation. B.18 Protection of Property The contractor will be held responsible for any damages to the Authority s property caused by the contractor during performance of this contract. 18

19 B.19 Reduction of Workdays(s) In the event DC Water is closed due to furlough day(s), inclement weather or other unforeseen instances, the COR will make deductions from the monthly payment due to the contractor. B.20 Building Cleaning Contract Adjustments It is the goal of DC Water to provide clean and well-maintained buildings; and while the adjustment provision for work omitted or improperly performed is designed to protect the DC Water s interest, it is not ordinarily a desirable substitute for getting the job accomplished through normal processes. The Janitorial Services Contract Adjustment Table (Attachment N) will be used by DC Water in determining adjustments for non-performance of work under this contract or for deficiencies in the work performed. The Adjustment Table shall be used in all cases of non-performance, as distinguished from any estimates based on the contractor's quoted price cost had the performed the work. It is the objective of DC Water to obtain full cleaning performance in accordance with the terms and Scope of Work and quality of work requirements in this contract. To this end, DC Water is contracting for the complete performance of each cleaning job as identified in the Scope of Work and adjustments will therefore be made as stipulated in criteria for Janitorial Services Contract Adjustment Table. B.21 Criteria for Cleaning Adjustments A. Bathroom Cleaning In instances where bathrooms are not satisfactorily cleaned or inspected and services not satisfactorily performed as determined by the COR, adjustments will be made for the entire room at the rate indicated in the Janitorial Services Contract Adjustment Table multiplied by the number of fixtures in the bathrooms, such as water closets, urinals and washbowls. B. Room Cleaning 19 In instances where room cleaning has not been satisfactorily performed or portions of work have been omitted or improperly performed, a deduction for the entire room area will be made at a rate indicated in the Janitorial Services Contract Adjustment

20 Table (Attachment N). C. Daily, Weekly or Bi-weekly Cleaning If any work required daily, weekly or bi-weekly is omitted or unsatisfactorily performed, the matter shall be brought to the attention of the contractor who will be cited for his failure to perform or omission of its duties, and an adjustment will be made from any monies due to or to become due the contractor. Costs to be adjusted under this paragraph will be determined by using item unit cost in the Janitorial Services Contract Adjustment Table, Attachment N. D. Monthly, Infrequent or Unscheduled Cleaning In case of failure by the contractor to comply with the frequency of those items scheduled for monthly or less frequent performance, the attention of the contractor will be called to this failure or omission and will be requested in writing by the COR to perform the omitted operation. If the contractor does not comply with the request within such time as the COR deems reasonable, the work will be performed by other means, and the cost thereof will be adjusted from any money due or to become due the contractor. If this omitted or unsatisfactory work cannot be rescheduled or accomplished by other means, an adjustment covering the cost of service omitted or not satisfactorily performed will be made from monies due or to become due the contractor. Costs to be adjusted under this paragraph will be determined by using the unit costs show in the Janitorial Services Contract Adjustment Table. E. All Other Work (Miscellaneous) Any other omitted or unsatisfactory work not specifically listed above or which does not clearly fall into one of the above categories will be adjusted for the hourly rate, indicated on the adjustment table, multiplied by the hours required to perform the omitted or unsatisfactory work. SECTION C EVALUATION OF PROPOSALS C.1 General 20 The contract will be awarded to the responsive and responsible offeror(s) whose offer is most advantageous to DC Water, based upon the evaluation criteria specified below. Thus, while the points in the evaluation criteria indicate their relative importance, the total scores will not necessarily be determinative of award. Rather, the total scores shall guide DC Water in making an intelligent award decision based upon the evaluation criteria. DC Water reserves the right to reject any and all proposals determined to be inadequate or unacceptable. DC Water may award a contract on the basis of initial offers received,

21 without interviews or discussions. Therefore, each initial offer should contain the offeror s best terms from a cost and technical standpoint. C.2 Evaluation Criteria The selection committee will consider all proposals based on the technical merit of the proposal; the offeror s approach to the project; the experience, qualifications and responsiveness of the offeror; and the capability of the offeror to complete the obligations of the assignment and the project price. The criteria for evaluating each proposal their respective points are as follows: Evaluation Criteria Technical Approach & Reporting Qualification of Key Personnel Experience and Past Performance Capacity/Organization and Management Approach Cost Total Maximum Points 25 points 20 points 20 points 20 points 15 points 100 points Preferences: Local Business Enterprise (LBE) Local Small Business Enterprise (LSBE) Preferences Total Total Maximum Points 5 points 5 points 10 points 110 points C.3 Requirements for Evaluation Factors Proposals will be evaluated to determine their acceptability in accordance with the criteria set forth. DC Water reserves the right to reject any and all proposals determined to be inadequate or unacceptable. Award will be based on best value to DC Water. The proposal must address the four criteria areas as listed below. The proposal sections must be externally tabbed in the order of the evaluation criteria. An executive summary stating the offeror s overview of the project shall precede the beginning of the tabbed proposal sections. 21

22 The Offeror must address all five (5) criteria, a. through e., listed below: 22 a. Technical Approach & Reporting 25 points The proposal must outline the quality, completeness and methodology of the technical approach envisioned for the project in response to Section B Scope of Work. Sufficient detail must be provided to demonstrate the respondent understands of the required services; how the project will be structured; and how the work will be performed. Reports: The respondent shall provide a detailed plan for meeting the reporting requirements of this contract. b. Qualifications of Key Personnel 20 points The respondent shall identify and describe the key personnel and team members assigned to this project, including their qualifications, expected project assignments, and the extent of their participation. The respondent shall include resumes of all key personnel in an Appendix to the proposal. The respondent shall demonstrate the capability and relevant experience of key personnel. c. Experience and Past Performance 20 points The respondent shall describe the most recent project(s) which best illustrates their team s most relevant experience, ability and expertise in providing janitorial services. The respondent shall provide three (3) references that show work of similar size and scope in the janitorial services industry, a brief description of the work completed and a contract number (if relevant). Contact information shall include the name of the contact person, telephone number, , and location where they performed satisfactorily, on similar contracts, in scope and size, for public or private projects in the last three (3) years. The respondent shall include past performance and contact information for all contracts it performed on. d. Capacity/Organization and Management Approach 20 points The respondent shall demonstrate their capacity (labor, equipment, material and financial resources) to successfully apply and commit it to this contract. The respondent shall identify all major on-going projects or anticipated projects that may conflict with their performance under this contract. The respondent shall provide, if applicable, a detailed description of how they intend to mitigate these conflicts and establish service continuity for this contract. The respondent shall outline a management approach that successfully manages this project and provides DC Water with desired results.

23 In addition, respondents must provide sufficient evidence of the following: 23 (1) Ability to obtain and maintain all necessary permits and certifications required for this project; (2) Ability to meet project schedules, delivery dates and specific monitoring and reporting requirements; and (3) Adequate financial resources, credit and/or the ability to obtain such resources for performance of this project. e. Cost 15 points Respondents shall submit their best estimate of total costs to provide the services described in this RFP. The cost should be broken down per square footage. The prices set forth in the cost proposal shall be used for evaluation purposes and for establishing contract price. DC Water anticipates that the contract will be a firm-fixed price contract. Price shall be fully burdened to include compensation for all labor, equipment, materials, insurance, bonds and incidentals required to perform the services outlined in Section B. Respondents shall provide relevant information necessary to support the appropriateness, reasonableness and competitiveness of all unit prices included in the proposal. The lowest proposal price of the proposals found to be technically acceptable will be divided by the price of the cost proposal being evaluated, and the resulting quotient will then be multiplied by the maximum points possible. Lowest proposal price x 25 points maximum = (score) Price in proposal of Respondent being evaluated. The resulting score will be the points assigned for the Cost Proposal. The cost proposal shall reflect the cost for the base year and all option years. Failure to submit pricing for the base contract year and four (4) option years shall be cause for rejection of the respondent s proposal. f. LBE and LSBE Preferences (10 points maximum) DC Water encourages the use of certified Local / Small Business Enterprise program, See Attachment G.

24 C.4 Evaluations of options 24 DC Water shall evaluate proposed fixed-fee prices for award purposes by adding the total price for all options to the total price for the base term requirement. Evaluation of options shall not obligate DC Water to exercise the option(s). C.5 Rejection of Proposals DC Water reserves the right, at its own discretion: To cancel this solicitation or reject all proposals in accordance with DC Water s procurement regulations; To reject proposals that contain conditions and/or contingencies which in DC Water s judgment make the proposal indefinite or incomplete; To waive minor irregularities in any proposal provided such waiver does not result in an unfair advantage to any Respondent; or To take any action within the applicable procurement regulations or law. C.6 Competitive Negotiation The Contracting Officer may procure goods and services through competitive negotiation when a solicitation has failed to produce acceptable proposals. SECTION D - PROPOSAL PREPARATION AND SUBMISSION D.1 Proposal Identification The original of the proposal and pricing schedule should each be clearly marked Original, and bear all required original signatures, RFP Number 14-PR-DFS-08 and should be delivered to the location stated in the RFP, Section D.2, Hand Delivery or Mailing of Proposals, and Section D.3, Proposal Submission Date and Time, by no later than the time and date specified in the RFP. Respondents are to submit one (1) original and five (5) copies of the proposal, including the pricing schedule. The cost proposal (pricing schedule) shall be submitted in a separate, sealed envelope. The proposal should be in a sealed carton or envelope, clearly marked and labeled RFP 14-PR-DFS-08- Janitorial Services. NOTE: Nothing stated herein shall preclude DC Water from requesting additional information and/or clarification and/or additional documentation in support of any assertion made by any Respondent. By submission of a proposal, the offeror agrees to provide such additional clarification in a timely manner. In some instances, DC Water may be unable to make a determination of the responsiveness of a proposal in the absence of such information. A proposal cannot be evaluated for technical merit unless it is determined to be responsive.

25 D.2 Hand Delivery or Mailing of Proposals: Deliver or Mail to: Ms. De Nerika Johnson, Manager, Construction Contracting District of Columbia Water and Sewer Authority Department of Procurement 5000 Overlook Avenue, SW, Room 200 Washington, DC Telephone number: (202) D.3 Proposal Submission Date and Time Proposals must be submitted no later than 2:00 p.m. EDT, Friday, August 18, Handdelivered proposals received later than the closing date and time indicated above will not be accepted. Mailed proposals received later than the closing date and time indicated above will not be eligible for consideration and then retained with unsuccessful offers. D.4 Late Proposals and Modifications and Withdrawals of Proposals Any proposal received at the office designated in the solicitation after the exact time specified for receipt is "late" and will not be eligible for consideration and then retained with unsuccessful offers. Any modification of a proposal including a modification resulting from the Contracting Officer s request for best and final offer is subject to the same conditions as the original proposal. ONLY THOSE RESPONSES RECEIVED IN DC WATER S OFFICES BY THE PROPOSAL DEADLINE WILL BE CONSIDERED. FAX OR RESPONSES WILL NOT BE ACCEPTED. D.5 Proposal Size, Content, and Organization Each proposal shall be prepared on 8 ½ x 11 size paper, tabbed to point to each section as specified below: D.5.1 The original proposal shall contain the following: 25 The proposal shall represent the best efforts of the offeror and will be evaluated as such. It must set forth full, accurate, and complete information as required by this section, other applicable sections, and Attachments B through N. Telephonic, telegraphic, facsimile, or proposals will not be accepted. Unnecessarily elaborate brochures, elaborate artwork, expensive paper and bindings, and other presentation aids are neither necessary nor desired.

26 D.5.2 Experience and Qualification of the Firm This section of the proposal shall consist of the following: Experience and Qualification of the Firm This section of the proposal shall consist of the following: a. A brief description of the firm including ownership structure and financial viability; b. An Audited Financial report for the past two (2) fiscal years; c. The name of the offeror and whether it is a corporation, joint venture, partnership (also show type of partnership) or a sole proprietorship; d. If the offeror is a partnership or joint venture, names of general partners or joint ventures; e. State of incorporation or registration; f. State in which the offeror pays or would be liable for income taxes; g. Copy of any current license, registration, or certification to transact business in the District of Columbia, if required by law to obtain such. If the offeror is a corporation or limited partnership and does not provide a copy of license, registration, or certification to transact business in the applicable jurisdiction for which it submits a bid, the offeror shall certify its intent to obtain the necessary license, registration, or certification prior to contract award; h. The name, title, telephone number, and address of the person authorized to negotiate on behalf of the offeror and contractually bind the offeror, if other than the person signing the proposal; and i. Other changes must be initialed by the person signing the offer. Offers signed by an agent shall be accompanied by evidence of that agent s authority, unless that evidence has been previously furnished to the Contracting Officer. j. Respondents shall provide the following information for at least three (3) contracts the Contractor has performed duties similar to those described herein. Evidence of the three (3) contracts shall include: 1. Date(s) of contracts 2. Name of client; and 26

27 3. Volume of transactions or financial value of project and any other relevant statistics k. Provide a minimum of three (3) references from prior and similar contracts with utility-operating (preferably water and/or sewer) clients to include: 1. Name of client organization 2. Name, address, current phone number of staff members who administered the contract for the referenced client. l. The same information as above for any contracts in the past three (3) years that were terminated prior to the expiration date, and the reason for termination. Experience and Qualifications of Key Personnel This section of the proposal shall contain the resumes for the managerial or supervisory personnel who will be assigned to work on the contract and identify all key personnel. Provide the resumes of all managerial or supervisory personnel including subcontractor(s) managerial and supervisory staff employed by or under contract with the firm as of the date of proposal submission who are expected to work in performance of the contract. Each resume shall contain the following information: 1. Full name; 2. Title and area(s) of specialty; 3. Affiliation (i.e., staff of offeror or subcontractor) 4. Experience directly related to the proposed contract; and 5. Education/training of the individual. This section of the proposal shall consist of a description of the proposed organizational structure which shows how the staff and any subcontractors will be managed and the reporting relationships. List the name of each proposed employee and subcontractor employed for the project and the percentage of time that each will devote to the performance of the contract. The offeror may not change the names of these personnel before or after contract award without written permission from DC Water. At a minimum this section shall include the following: 1. Location of headquarters; A chart of the offeror s internal organization which shows the number of full-time personnel, contract staff members, and their level of responsibility within that organization; 27