Rock Island Public Library Professional Janitorial Services Project

Transcription

1 Rock Island Public Library Professional Janitorial Services Project (BID PACKAGE RIPL-ID Round 1 ) City of Rock Island, Illinois 1

2 Rock Island Public Library Director Angela Campbell Board Nancy Coin President Joy Murphy Vice President Russ Kennel Secretary/Treasurer Nancy Hass Board Member Eudell Watts III Board Member Michael Avgenakis Board Member Kevin Koski Board Member Carol Horstmann Board Member Cindy Lukasik Board Member Facilities Kellie Kerns 2

3 Rock Island Public Library Professional Janitorial Services Project BID PACKAGE RIPL-ID Round 1 Professional Cleaning and Janitorial Services bid is for: Main Library, th Street; th Street; 9010 Ridgewood Rd; all Rock Island, IL 3

4 TABLE OF CONTENTS Front Page... 1 RIPL Personnel & Board... 2 Address and Layout... 3 Table of Contents... 4 Invitation for bids... 5 Instruction for bidders... 6 Table of contents for special provisions... 7 Special Provisions Bid Form for Project Areas Equal Employment Opportunity Non-collusion affidavit of Prime bidders Contract agreement for Project Areas Statement of bidders qualifications Notice to proceed by Director IL Public Act Substance Abuse Prevention Program Environmental Safety Prevailing Wage and Labor Laws Standard General Conditions

5 INVITATION FOR BIDS BIDS DUE: September 8, 2014 ROCK ISLAND PUBLIC LIBRARY PROFESSIONAL JANITORIAL SERVICES BID PACKAGE Library System Janitorial Services Project Bid Package RIPL-ID Round 1 ROCK ISLAND, ILLINOIS DATE: August 14, 2014 Rock Island Public Library, Illinois, will receive sealed Bids on Contract for Professional Cleaning and Janitorial Services for their three locations, all in Rock Island, IL; in accordance with plans, and specifications. Bids shall be on Lump Sum and segregated basis. Rock Island Public Library, Illinois, will receive Bids until 10:00 a.m., prevailing time, on Monday, the 8th day of September, 2014, at the Rock Island Public Library, th Street, Floor 2. Bids received after this time will not be accepted. Bids will be opened and publicly read aloud immediately after specified closing time in the Director s Office on the second floor of Main Rock Island Public Library. Bid Documents are only available on City Website: Please sign up for Bid Notifications with a valid address in order to receive updates, addendums, and responses to Contractor questions. All questions regarding this Project must be ed to kerns.kellie@rigov.org and all answers will be posted in related documents on the City s Bid Page under a bid related document named Contractor Questions and Answers. In order to be awarded this contract, the prime contractor must perform at least 51 percent of the cost of the contract incurred for personnel with their own employees. The City of Rock Island Rock Island Public Library, is committed to preserving equal rights for all citizens during the implementation and construction of its projects and encourages Minority Contractors to submit Bids for this work. The City also encourages Bidders to consider hiring subcontractors and employees of all racial and ethnic backgrounds. Contractors for work under this Bid will obligate Contractor and subcontractors not to discriminate in employment practices. Submit compliance report in conformity with Executive Order No The Contractor will be responsible for complying with all local, state and federal regulations pertaining to this project including the State of Illinois law relating to prevailing wage and preference to citizens on public works. A list of prevailing wage rate is included in the contract documents. *A walkthrough of the locations will be on Monday, August 25 th, 2014 at 10:00 a.m. The walkthrough will begin at the Main building, th Street, Floor 2; then proceed to the branch buildings th Street and 9010 Ridgewood Rd. Any contractor wanting to bid the project must be present at the walkthrough in order for their bid to be considered.* Bids may be held by the Rock Island Public Library for a period not to exceed sixty (60) days from the date of the opening of Bids for the purpose of reviewing the Bids and investigating the qualifications of the Bidders, prior to awarding of the Contract. City of Rock Island reserves the right to waive irregularities and to reject Bids. 5

6 INSTRUCTIONS TO BIDDERS A walkthrough of the buildings is Mandatory for your bid to be considered. Plan and Proposal Documents Prepared by: The City of Rock Island - Rock Island Public Library th Street Rock Island, Illinois The Proposal to be Submitted Before: Tuesday, September 9, 2014, 10:00 a.m. Walkthrough of sites are scheduled for August 25th 10:00 AM, beginning at the Main location, th Street, Floor 2. See Special Provision/Page 8/SP-1. Proposal Items to be Signed and/or Filled in: 1. Special Provisions Bid Form for Project Areas Non Collusion Affidavit of Prime Bidder Statement of Bidders Qualifications for Professional Janitorial Services Additional Items Required to Be Submitted with Bid: 1. Certificate of Authority Specifications: This contract shall be in accordance with the State and Federal Equal Opportunity laws; Illinois EPA 415 ILCS 5; Illinois Public Act ; EJCDC C-700 Standard General Conditions; City of Rock Island Code of Ordinances; and the Special Provisions contained within these contract documents. 6

7 TABLE OF CONTENTS//SPECIAL PROVISIONS SP-1. Project Area...8 SP-2. Prime Contractor....8 SP-3. Responsibilities of the Contractor and Subcontractors... 8 SP-4. Communications...9 SP-5. General and Site Specific Information SP-6. Janitorial Specific Information SP-7. Prevailing Wage

8 SPECIAL PROVISIONS SP-1. PROJECT AREA The Rock Island Public Library intends to seek professional cleaning and janitorial services to cover the requirements for furnishing labor, supplies (except, as noted, those supplied by the Library) and equipment to perform complete cleaning and janitorial services at the Library s three locations. It is contemplated that a contract will be awarded to that responsible offer which will be most advantageous to the Rock Island Public Library price and other factors considered. Contractor is expected to use all visual references provided in this contract for the properties and visit each area if reasonable to do so in order to bid the project. Mandatory Walkthroughs required for all bidders Monday, August 25, 2014 at 10:00 AM; beginning at the Main location, th Street, Floor 2. Contractors Initials, denotes acceptance of SP-1 SP-2 PRIME CONTRACTOR REQUIREMENTS (LIMITATIONS ON SUBCONTRACTING) In order to be awarded this contract the prime contractor must perform at least 51 percent of the cost of the contract incurred for personnel with their own employees. a. Definitions. The following definitions apply to this section: 1) Subcontracting. That portion of the contract performed by a firm, other than the prime contractor awarded the contract, under a second contract, purchase order, or agreement for any supplies or services as a portion of the solicitation. Where the prime contractor has been directed by the Rock Island Public Library to use any specific source for supplies or services, the costs associated with those purchases will be considered as part of the cost of materials, not subcontracting costs. b. Compliance will be considered an element of responsibility and not a component of size eligibility. c. Work to be performed by subsidiaries or other affiliates of the prime contractor is not counted as being performed by the prime contractor for purposes of determining whether the prime contractor will perform the required percentage of work. _Contractors Initials, denotes acceptance of SP-2 SP-3 RESPONSIBILITIES OF CONTRACTOR AND THEIR SUBCONTRACTORS Except as otherwise specifically stated in the Contract Documents, Technical Specifications, and Contractor Specifications, the Contractor shall provide and pay for all materials, labor, tools, equipment, transportation, superintendence, damage to properties, temporary construction of every nature and charges, building and site must always be maintained in a secured/locked condition until finalization of the project. _Contractors Initials, denotes acceptance of SP-3 8

9 SP-4 COMMUNICATIONS Contractor must sign up for Bid Notifications with a valid address in order to receive updates, addendums, and responses to Contractor questions. All questions regarding this Project must be ed to kerns.kellie@rigov.org. All notices, demands, requests, instructions, approvals, proposals, and claims must be submitted in writing and sent by to kerns.kellie@rigov.org,with the subject line of RIPL-ID Round 1. All questions responses will be posted under related documents on the City s Bid Page for this project under a bid related document named Contractor Questions and Answers. Voice communication questions will not be responded to or relayed during the bidding process. Upon award of contract the awarded contractor may communicate freely with the Business Office securely and directly by phone or . _Contractors Initials, denotes acceptance of SP-4 SP-5. GENERAL AND SITE SPECIFIC INFORMATION The right is reserved to accept other than the lowest proposal and to reject any or all proposals. The Rock Island Public Library reserves the right to waive minor technicalities or irregularities which have no effect on quality or performance of service. A proposal will be considered as nonresponsive to the request for proposals if it does not conform to the essential requirements herein. Such proposals will be rejected. A list of three buildings, their square footage, and a person to contact about the service provided that are now under contract in the Quad-Cities area which are comparable in size to those specified in the Request for Proposals. Any contract awarded as a result of the request for proposals will be for a thirty-six (36) month period. Before the end of each twelve (12) month period, the Rock Island Public Library will consider a request to increase the amount of the contract. Any request for an increase in the contract amount must be accompanied by documentation substantiating the necessity for such an increase. Rock Island Public Library shall have the right to terminate the contract without cause by giving thirty (30) days written notice. The Rock Island Public Library reserves the right to terminate the contract without notice in the event the contractor becomes insolvent, is judged bankrupt or voluntarily abandons or vacates the premises. Each bidder must present evidence that he is capable of fulfilling the conditions of the contract and specifications, as attached. A list of three references of facilities served by bidder with the same scope of services and a list of persons to contact at these facilities is required. 9

10 If at any time during the contract period the products being used or the services being rendered are found to be inferior or do not comply with the specifications and instructions as set forth in the General Requirements or the Detailed Specifications, the Rock Island Public Library reserves the right to cancel the contract immediately. Any exceptions to these terms or conditions or deviations from the written specifications shall be submitted in writing for approval by the Facilities Director, Rock Island Public Library. A proposal will be considered as non-responsive to this request for proposals if it does not conform to the essential requirements herein. Such proposals will be rejected. The contractor agrees to defend and save the Rock Island Public Library from all damages and judgments connected with, or in any manner arising out of, the operations of the contractor in performance of the services to be rendered. The contractor in the performance of his duties must comply with all applicable Federal, State, and local regulations and ordinances. Before commencing service, the successful bidder must confirm the cleaning company has in the past, and continues to be, an equal opportunity employer and subscribes to and practices the Affirmative Action Program. The contractor must provide a certificate of insurance in the following amounts before actual award of the contract will be made: Coverage Required Limits of Liability 1.Workmen's Compensation Insurance $10,000 including employee s liability 2.Contractor's bodily injury and property $500,000 combined single limit damage liability. 3. Excess liability $1,000,000 Contractor's personnel will be required to wear identification at all times during the performance of their services. Contractor will furnish an identification badge for each contractor employee. Identification badges lost or willfully damaged shall be replaced at the contractor's expense. Contractor shall be responsible for maintaining satisfactory standards of personnel competency, conduct, and integrity and shall be responsible for taking such disciplinary action with respect to his employees as may be necessary. The contractor shall be responsible for excluding from work such employees as he deems incompetent, careless, insubordinate, unsuitable, or otherwise objectionable, or whose continued employment, or work, is deemed by the Facilities Director of the Rock Island Public Library to be contrary to the public interest or inconsistent with the best interests of the Rock Island Public Library. The contractor shall remove from work under this contract any employee who, in the opinion of the Facilities Director of the Rock Island Public Library, is objectionable or incompetent. This requirement shall not be made the basis of any claim for compensation or damages against the Rock Island Public Library, Rock Island, Illinois 61201, or any of its officers or agents. 10

11 The contractor will be required to submit to the Facilities Director at the Rock Island Public Library in writing, the names of at least two representatives who are authorized to act for the contractor. The supervisor in charge of work under this contract must be an individual of unquestionable integrity. This individual must have successful custodial experience in an administrative position, or comparable work and at a level equivalent to that of this position. This supervisor shall, at all reasonable times be available to implement orders, or instructions which affect the services to be rendered under this contract. Prior to execution of the contract, the contractor shall furnish to the Library a listing of all contractor personnel entering or working in the building. Said listing shall contain the name, birth date and social security number of the employee. Payment for services performed as a result of the contract shall be on a monthly basis and based upon the submission of invoices to the Rock Island Public Library, Business Office, th Street, Rock Island, Illinois, Invoices shall be received no later than the tenth day of the month in which the service is rendered. The contractor will perform regular day-time inspections at all facilities on a semi-monthly basis. The inspection will be recorded on a printed inspection form, with a copy of each inspection report submitted to the designated officer at the Rock Island Public Library. This designated officer will have the right to accompany the contractor's representative on any inspection at any time, and to further demand additional or more frequent inspections at any time at his or her discretion. Schedules will be established for all work to be performed and presented to the Library Facilities Director of the Rock Island Public Library within two weeks of the award contract. Upon commencement of the contract, the contractor will be allowed sixty (60) days within which to bring all services to be performed to a satisfactory level of performance. Schedules must be sent on a regular basis to the Facilities Director of the Rock Island Public Library prior to their implementation date. All contractors personnel must be covered by no less than a $10,000 fidelity bond; proof of same to be furnished by contractor. The contractor's personnel are not to disturb papers on desks, open drawers, cabinets, files or book cases or use telephone or computers for private use. All employees assigned by the contractor to work in the Library shall be fully capable, experienced and trained in the work employed to perform. They shall be physically able to do their work and be free from any communicable disease. Contractor will obtain written approval from the Facilities Director of the Rock Island Public Library giving him permission for the use of subcontractors in regard to the completion of janitorial cleaning. Subcontractors names, addresses, and brief background information of subcontractors' company are to be registered at Rock Island Public Library, Rock Island, Illinois. 11

12 The enclosed Specifications cover the requirements of furnishing all labor, materials, supplies and equipment necessary to perform complete janitorial services. The Library shall furnish all expendable supplies used in the rest rooms including toilet paper, paper towels, hand soap, and trash can liners. Contractor is responsible for using properly accepted cleaning materials of top quality. Samples of materials, when required, must be furnished free of expense to the Library. A review will be held at the end of the initial six (6) month period to determine the acceptability of service. The contractor shall be responsible and liable for any and all damage or breakage to any Rock Island Public Library property. Because an item owned by the Rock Island Public Library is unstable or unsafe does not relieve the contractor from this liability. Contractor will replace with exact like item or pay for damage at the discretion of the owner. The owner would expect the contractor to report to the owner the time and place of any damage or breakage as soon as possible. Because the contractor does not report the breakage, does not relieve the contractor from this liability. The owner would also expect the contractor to assist the owner in identifying any items that are unstable or unsafe. If the Rock Island Public Library requests any additional services, such services shall be performed at a cost agreed on between the contractor and the Rock Island Public Library at the time. The contractor shall turn off all lights, and any coffee pots, fans, heaters, or radios they notice being left on, at the end of their work period, unless otherwise noted to remain on. Janitorial maintenance cleaning is scheduled to be completed five days a week on regularly scheduled Library workdays, with the exception of Holidays, when custodial work is not to be done. Contractor shall ensure that no keys are lost, misplaced or used by unauthorized persons. The Rock Island Public Library keys shall not be duplicated by the contractor for any purpose. Contractor shall reimburse the Rock Island Public Library for replacement of locks or re-keying required as a result of contractor negligence or (as determined by the Facilities Director of the Rock Island Public Library) losing any key. Contractor shall report any occurrence of lost keys telephonically to the Facilities Director of the Rock Island Public Library. In no event shall the report be later than 24 hours after discovery of loss. Contractor shall prohibit the use of keys issued by the Facilities Director of the Rock Island Public Library by any person other than authorized contractor employees. The contractor shall not permit entrance to locked areas to any person other than contractor personnel engaged in the performance of work. Contractor shall be responsible for instructing his employees in safety measures considered appropriate. The contractor shall not permit placing of mops, brooms or any equipment in traffic lanes or other locations in such a manner as to create safety hazards. 12

13 All supplies, equipment, and machines shall be kept out of traffic lanes and other areas where they might be hazardous and will be secured at the end of each work period in lockers or other facilities provided for this purpose. Cloths, mops, or brushes containing a residue of wax or other combustible material subject to spontaneous ignition will be disposed of or stored outside of buildings in tight metal containers in areas designated by the Rock Island Public Library Facilities Director. All dirt and debris resulting from work under this contract will be disposed of daily at the completion of work in areas designated by the Rock Island Public Library. Cleaning solutions will be disposed of in plumbing fixtures provided for this purpose. In the event of a work slowdown, there shall be a contingency plan prepared by the contractor which ensures that an acceptable performance level shall be maintained during slow downs or strikes. Contractor shall operate under conditions which preclude the waste of utilities and shall instruct employees in conservation practices and monitor their effectiveness. Contractor shall use lights only in areas where and at the time work is actually being performed. Contractor shall not adjust mechanical controls for Heating, Ventilation, and Air Conditioning (HVAC) systems. The Rock Island Public Library will furnish a storage area for contractor equipment and supplies. The contractor will ensure that the area so designated for this purpose is securely locked, and maintained in a clean and orderly fashion. The Rock Island Public Library, in furnishing this area, will assume no responsibility for the supplies and equipment stored therein. The contractor may store equipment in other areas as authorized by the Rock Island Public Library, but no provisions will be made by the Rock Island Public Library to lock or secure the areas so authorized. In all areas of the building specified, the Lead Person shall back check all doors to ensure that they are locked, that all lights (except emergency and night lights) are turned off and that the building is secure. All cleaning activities, unless otherwise specified, shall take place after normal building hours. The Main Library is open 9 a.m. to 8 p.m. Monday through Thursday and 9 a.m. to 5:00 p.m. Friday and Saturday. The 30/31 Branch is open 9 a.m. to 8 p.m. Monday through Thursday and 9 a.m. to 5:00 p.m. Friday and Saturday. The Southwest Branch is open Monday and Tuesday 10 a.m. to 8 p.m., Wednesday 9 a.m. to 8 p.m., Thursday 9 a.m. to 5:30 p.m. and Friday and Saturday 9:00 to 5:00 p.m. Listed Duties - Main Library DAILY (5 days a week service): RESTROOMS: (Seven restrooms to be cleaned) Damp mop tile floors, using a germicidal solution, remove scuff marks. Wash all basins, bowls and urinals, using a germicidal solution. Wash both sides of toilet seats, using a germicidal solution. Clean and polish all mirrors, powder shelves, bright metal, including piping. Fill dispensers with toilet tissue, soap, and paper towels. (Note: Supplies for dispensers provided by the Library.) Spot clean doors, walls and partitions, removing splashes and hand prints. Empty trash receptacles. 13

14 ENTRYWAY/RECEIVING ROOM/PERIODICAL STORAGE: Dry mop entryways, wet mop as needed. Dust all edgings and horizontal surfaces. Dust must be removed, not scattered around the room. Clean entrance glass including both sides of outside doors. Wash and sanitize all drinking fountains. Vacuum carpet runners and mats. Inspect walls for marks, hand prints, etc. and remove. Remove any scuff marks. Sweep and dry mop stairways and landings. Remove scuff marks. OFFICE/MEETING ROOMS/PUBLIC AREAS/BOOK STACKS/HALLWAYS Wash and sanitize all drinking fountains. Vacuum all carpeted floors. Spot clean glass in partitions and doors. Spot clean doors, frames, walls and partitions. Position chairs neatly. Empty trash receptacles. ELEVATORS: Vacuum carpeted floors. Vacuum door tracks. Clean doors, polishing away hand marks and smudges. STAFF LOUNGE: Vacuum carpeted floors. Wash table tops and counters. Wipe chairs, removing crumbs and spills. Position chairs neatly. Scour sink. Damp wipe appliances. Empty trash receptacles. ALL CARPETED AREAS OF THE BUILDING: Vacuum except if it is pile lifted that day. WEEKLY: RESTROOMS: (Seven restrooms to be cleaned) Machine buff floors. ENTRYWAY/RECEIVING ROOM/PERIODICAL STORAGE: Hand vacuum perimeter areas of carpets. Marble entrance floor and stairs will be cleaned and buffed to its maximum level. Sweep and damp mop stairways and landings (daily in inclement weather). Dust all ornamental ironwork on railings. OFFICE/MEETING ROOMS/PUBLIC AREAS/BOOK STACKS/HALLWAYS General dusting to eye level; to include furniture, desks, chairs, exposed filing cabinets, tables, shelves, counters and sills. Dust all low areas, rungs, baseboards, moldings, etc. High dusting, removing dust and cobwebs from frames, moldings, free standing shelving, cabinet tops, and wall corners and ceiling area. 14

15 Hand vacuum perimeter areas of carpets, under desks, and other hard to reach places. Completely clean partition glass. Damp wipe tops, fronts, and exposed areas of filing cabinets and desks to remove hand prints and other marks. Carpet pile lift performed to all carpeting. Vacuum upholstered furniture. Dust moldings, picture frames, doors, door frames, counters, window ledges, and window treatments. Clean and sanitize all telephones. ALL CARPETED AREAS OF THE BUILDING: Entire carpet completely pile lifted. Schedule to be submitted (Pile Lifter provided by Library). QUARTERLY: RESTROOMS: (Seven restrooms to be cleaned) Re-coat floor with wax. ENTRYWAY/RECEIVING ROOM/PERIODICAL STORAGE: Re-coat floor with wax. ALL CARPETED AREAS OF THE BUILDING: High traffic areas cleaned by approved carpet cleaning method agreed to by both parties. High traffic areas are: First floor area around the circulation and reference desks and entrance doors and elevator. Public hallway Ground floor. Lobby area Ground floor Elevator WASH HANDRAILS WITH GERMICIDAL SOLUTION ANNUALLY: RESTROOMS: (Seven restrooms to be cleaned) Completely strip and wax floors. ENTRYWAY/RECEIVING ROOM/PERIODICAL STORAGE: Completely strip and wax floors. ALL CARPETED AREAS OF THE BUILDING: Cleaned by approved carpet cleaning method agreed to by both parties CONTRACT FOR CLEANING DOES NOT INCLUDE: Workroom in Business Office Maintenance Room, Workroom and Boiler Room Mechanical Equipment Rooms 15

16 Listed Duties Library DAILY(5 days a week service): RESTROOMS (three restrooms to be cleaned) Damp mop tile floors, using a germicidal solution, remove scuff marks. b. Wash all basins, bowls and urinals, using a germicidal solution. Wash both sides of toilet seats, using a germicidal solution. Clean and polish all mirrors, powder shelves, bright metal, including piping. Fill dispensers with toilet tissue, soap, and paper towels. (Note: Supplies for dispensers provided by the Library.) Spot clean doors, walls and partitions, removing splashes and hand prints. Empty trash receptacles. ENTRYWAY: Dry mop entryways, wet mop as needed. Dust all edgings and horizontal surfaces. Dust must be removed, not scattered around the room. Clean entrance glass including both sides of outside doors. Vacuum carpet runners and mats. Inspect walls for marks, hand prints, etc. and remove. Remove any scuff marks. OFFICE/PUBLIC AREAS/BOOK STACKS/HALLWAYS Wash and sanitize all drinking fountains. Vacuum all carpeted floors. Spot clean glass in partitions and doors. Spot clean doors, frames, walls and partitions. Position chairs neatly. Empty trash receptacles. FRIENDS ROOM: Vacuum carpeted floors. Wash table tops and counters. Wipe chairs and tables, removing crumbs and spills. Position chairs neatly. Scour sink. Damp wipe appliances. Empty trash receptacles. ALL CARPETED AREAS OF THE BUILDING: Vacuum. WEEKLY: RESTROOMS: (three restrooms to be cleaned) Machine buff floors. ENTRYWAY: Entrance floor will be cleaned to its maximum level of appearance. 16

17 OFFICE/PUBLIC AREAS/BOOK STACKS/HALLWAYS: General dusting to eye level; to include furniture, desks, chairs, exposed filing cabinets, tables, shelves, counters and sills. Dust all low areas, rungs, baseboards, moldings, etc. High dusting, removing dust and cobwebs from frames, moldings, free standing shelving, cabinet tops, and wall corners and ceiling area. Hand vacuum perimeter areas of carpets, under desks, and other hard to reach places. Completely clean partition glass. Damp wipe tops, fronts, and exposed areas of filing cabinets and desks to remove hand prints and other marks. Carpet pile lift performed to all carpeting. Vacuum upholstered furniture. Dust moldings, picture frames, doors, door frames, counters, window ledges, and window treatments. Clean and sanitize all telephones. Sweep outer entryway, removing litter and cigarettes. QUARTERLY: RESTROOMS: (three restrooms to be cleaned) Re-coat floor with wax. ENTRYWAY: Re-coat floor with wax. ALL CARPETED AREAS OF THE BUILDING: High traffic areas cleaned by approved carpet cleaning method agreed to by both parties. High traffic areas are: Area around the circulation desk and entrance doors. Public hallway. Lobby area. WASH HANDRAILS WITH GERMICIDAL SOLUTION. ANNUALLY: RESTROOMS: (three restrooms to be cleaned) Re-coat floor with wax. ENTRYWAY: Re-coat floor with wax. ALL CARPETED AREAS OF THE BUILDING: High traffic areas cleaned by approved carpet cleaning method agreed to by both parties. High traffic areas are: Area around the circulation desk and entrance doors. Public hallway. Lobby area. CONTRACT FOR CLEANING DOES NOT INCLUDE: Mechanical Equipment Rooms 17

18 Listed Duties - Southwest Library DAILY (5 days a week service): RESTROOMS (two restrooms to be cleaned) Damp mop tile floors, using a germicidal solution, remove scuff marks. Wash all basins, bowls and urinals, using a germicidal solution. Wash both sides of toilet seats, using a germicidal solution. Clean and polish all mirrors, powder shelves, bright metal, including piping. Fill dispensers with toilet tissue, soap, and paper towels. (Note: Supplies for dispensers provided by the Library.) Spot clean doors, walls and partitions, removing splashes and hand prints. Empty trash receptacles. ENTRYWAY: Dry mop entryways, wet mop as needed. Dust all edgings and horizontal surfaces. Dust must be removed, not scattered around the room. Clean entrance glass including both sides of outside doors. Wash and sanitize all drinking fountains. Vacuum carpet runners and mats. Inspect walls for marks, hand prints, etc. and remove. Remove any scuff marks. OFFICE/MEETING ROOMS/PUBLIC AREAS/BOOK STACKS/HALLWAYS: Wash and sanitize all drinking fountains. Vacuum all carpeted floors. Spot clean glass in partitions and doors. Spot clean doors, frames, walls and partitions. Position chairs neatly. Empty trash receptacles. BREAK ROOM: Vacuum carpeted floors. Wash table tops and counters. Wipe chairs, removing crumbs and spills. Position chairs neatly. Scour sink. Damp wipe appliances. Empty trash receptacles. ALL CARPETED AREAS OF THE BUILDING: Vacuum. WEEKLY: RESTROOMS: (two restrooms to be cleaned). Machine bluff floors. ENTRYWAY: Hand vacuum perimeter areas of carpets. Entrance floor will be cleaned to its maximum level of appearance. OFFICE/MEETING ROOMS/PUBLIC AREAS/BOOK STACKS/HALLWAYS: General dusting to eye level; to include furniture, desks, chairs, exposed filing cabinets, tables, shelves, counters and sills. 18

19 Dust all low areas, rungs, baseboards, moldings, etc. High dusting, removing dust and cobwebs from frames, moldings, free standing shelving, cabinet tops, and wall corners and ceiling area. Hand vacuum perimeter areas of carpets, under desks, and other hard to reach places. Completely clean partition glass. Damp wipe tops, fronts, and exposed areas of filing cabinets and desks to remove hand prints and other marks. Carpet pile lift performed to all carpeting. Vacuum upholstered furniture. Dust moldings, picture frames, doors, door frames, counters, window ledges, and window treatments. Clean and sanitize all telephones. Clean glass display case. Sweep outer entryway, removing litter and cigarettes. QUARTERLY: RESTROOMS: (two restrooms to be cleaned) Re-coat floor with wax. ENTRYWAY: Re-coat floor with wax. ALL CARPETED AREAS OF THE BUILDING: High traffic areas cleaned by approved carpet cleaning method agreed to by both parties. High traffic areas are: Area around the circulation desk and entrance doors. Public hallway. Lobby area. WASH HANDRAILS WITH GERMICIDAL SOLUTION. ANNUALLY: RESTROOMS: (two restrooms to be cleaned) Re-coat floor with wax. ENTRYWAY: Re-coat floor with wax. ALL CARPETED AREAS OF THE BUILDING: High traffic areas cleaned by approved carpet cleaning method agreed to by both parties. High traffic areas are: Area around the circulation desk and entrance doors. Public hallway. Lobby area. CONTRACT FOR CLEANING DOES NOT INCLUDE: Mechanical Equipment Rooms _Contractors Initials, denotes acceptance of SP-5 19

20 SP-6. JANITORIAL SPECIFIC INFORMATION These specifications are for the duties as listed in the prior section. They are illustrations of the minimum expected level of work to be performed. The Library is not held liable for any omissions. The Library expects high quality work in all areas of the contract. Damp Mopping. A satisfactory or acceptable damp mopped floor presents a clean appearance and should be free from streaks, smears, dirt residue, soap residue and water. Damp mopping is accomplished by use of cotton mops, germicidal solution and clean water and as indicated elsewhere herein. Polishing or waxing As needed, maintain a satisfactory, acceptable polished or waxed floor with a thin, even coating. Floor will be clean and bright in corners and under restroom items as well as in all other areas. No wax or polish stain will be applied or allowed to remain on walls, partitions, or fixture bases. Spray buffing All waxed floors to maintain a maximum gloss and uniform sheen leaving no soiling or heavy marks in order for the buffing to be satisfactory or acceptable. Floor dusting. A satisfactory or acceptable dusted surface is free of all dust, dust streaks, lint, cobwebs, dirt, oily streaks or stains from contact with oily dusters. The dust must be removed, not scattered around the room. Plumbing Fixtures and Toilet Rooms. Acceptably cleaned toilet room fixtures and rooms have no objectionable odors. Toilet bowls, washbowls, and urinals will be cleaned and bright and without soap film. There will be no markings on walls or fixtures. Floor, wainscoting and partitions will be clean and bright. All metal fixtures and other hardware and adjacent surfaces will be clean and Bright. Mirrors will be clean. Metal Cleaning. Metal is acceptably and satisfactorily cleaned when all surfaces are without deposits or tarnish, and it has a uniformly bright appearance with all adjacent surfaces wiped free of cleaner. Cleaning Sinks. All sinks and drinking fountains will be cleaned with germicidal solution. Use of scouring powder will be permitted only when necessary to accomplish cleaning. Abrasives will not be applied to plated hardware or other metal. Top, hardware, and cabinets of sinks will be wiped clean with damp cloth and deter-gent solution followed by damp cloth, clear water rinse, and drying. Any overflow or spillage of cleaning solution or water on floors or walls adjacent to fixtures will be removed and surface left clean and dry. Water Closet Cleaning. When cleaning the bowls, wash bowl inside and out with all-purpose germicidal solution. Work toilet mop or brush as far as possible into trap. Thoroughly wash around inside rim of bowl to insure complete removal of deposits. Wash seat on both sides with damp clean cloth. Flush toilet to rinse inside of bowl. Wipe outside of bowl and seat with damp clean cloth. Wipe tank and cover or flush mechanism and hardware with clean, damp cloth. 20

21 Urinals. The underside of the urinal fixture rim will be thoroughly cleaned. Bowl cleaner, when used, will be placed in the trap and permitted to stand one hour, then flushed away. All corrosion and incrustation will be removed from the drain holes in the bottom and back of all urinals. A small round still bristle or small wood stick may be used for this purpose. In no case will metal objects be thrust through these holes, as fracturing or breaking of the finish surface may result. Metal urinal strainers will be washed clean and carefully rinsed. Outside surfaces will be wiped clean with a clean damp cloth. Lavatories. Grease and dirt will be removed from all lavatory surfaces by using germicidal solution. Chrome plated hardware will be cleaned with a clean, damp cloth. Care will be taken to prevent entrance of water between the fixture and the wall during cleaning operations. Do not use abrasive cleaner on chromium trim. Toilet Room Walls, Partitions, and Woodwork. The accumulation of dirt and dust on walls, partitions, ceramic tile and metal or wood surfaces will be cleaned and washed with the use of a sponge, warm water, and all-purpose detergent. A disinfectant is to be used monthly. Toilet Room Dispensers. Paper towels, toilet tissue, and soap will be checked and refilled daily. Supplies will be supplied by the Library. An adequate supply of materials will be kept available and dispensers will not be allowed to remain empty. Dispensers will be cleaned with a neutral soap or mild detergent followed by damp-wiping with a clean cloth. Toilet Room Floor Cleaning and Primary Cleaning. The immediate areas around urinals will be well scrubbed, using a heavy duty brush and all- purpose detergent with a small amount of disinfectant. Floors will be primary cleaned (scrubbed) as required by the cleaning schedule using either manual or machine method of scrubbing to thoroughly and completely clean the area, removing all rubber heel or shoe marks, streaks, soiling and embedded dirt. The primary cleaning or scrubbing will be followed by a clear water rinse. The primary cleaning and rinsing will result in thorough removal of soil rather than being just shifted about. Floor Care Materials. All floor care materials used will be applied in strict accordance with the manufacturer's printed direction and recommendations. If there is any conflict between manufacturer's printed I instructions and other instructions in this section, the manufacturer's instructions will be used. Drinking Fountains Will be cleaned with detergent solution. Use of scouring powder will not be permitted. Abrasives will not be applied to plated hardware or other metal. Tops, hardware and cabinets of water coolers will be wiped clean with damp cloth and detergent solution followed by damp cloth, clear water rinse, and drying. Any overflow or spillage of cleaning solution or water on floors or walls adjacent to fixtures will be removed and surface left clean and dry. Notify the Facilities Director at the Rock Island Public Library if the water cooler water flow is excessive and causing spattering or fixture is flooded. 21

22 Vacuuming Carpets. Vacuum cleaning of carpets is acceptable and satisfactory when the surface is free of dirt, dust stains, or other deposits. Telephones Will be cleaned and disinfected using proper products not to interfere with the mechanical operation of telephone. Wall, Doors and Wood Partitions. Spot cleaning is acceptable to remove recent dirty hand prints and other recent soiling. Furniture. After cleaning areas, leave chairs and other small furniture in a neat orderly manner. Elevators. Vacuum carpeting. Vacuum door tracks to remove all traces of dirt. Polish inside and outside metal leaving no hand or fingerprints. Entrance Door and Inside Glass Partition. Glass is satisfactorily or acceptably cleaned when the glass surface is without streaks, film, deposits, or stains and it has a uniformly bright appearance with all adjacent surfaces wiped clean and dry. Cleaning Carpet Entrance Mats. All soiled dirt-removing mats at entrances will be cleaned free of dirt, dust and other soiling materials. All dirt and dust deposits underneath the mats will be completely removed and the mats replaced after cleaning. Carpet Cleaning of Perimeter Areas of Rooms. Use hose attachment or specialized vacuum in order to remove dust and dirt from corners and behind furniture. Marble Flooring, Stairways, and Landings. Will be polished or waxed as needed to maintain a satisfactory and acceptable appearance with a thin, even coating. Floor will be clean and bright in corners and traffic lanes, as well as, complete area. No wax or polish stain will be applied or allowed to remain on wall bases. Ornamental Ironwork or Railings. Clean these areas with warm water using solution not to damage or discolor finish. Rinse area and dry with cotton cloths. Dusting General. Eye level dusting, to include furniture, desks, chairs, exposed filing cabinets, tables, shelves, counters and sills. 22

23 Dusting Low Areas. Dust catching surfaces (horizontal and vertical) of furniture, file cabinets, fixtures, office partitions, and similar equipment will be dusted only after sweeping the room. This will be accomplished by using a commercial type (treated) dusting cloth, or a vacuum cleaner with bristle brush or other attachments as applicable. The use of a brush or feather duster will not be allowed. Furniture ledges, support braces, window sills, doors, stair rails, chair rails, base boards, and all other surfaces in reach from the floor will be included in the low dusting operation. Electronics, cabinets, consoles, plotting boards, and equipment of similar nature will not be dusted. Dust cloths will be handled and folded carefully during use to ensure removal of all dust from the surfaces. If using treated cloths, avoid contact with walls. The method of "spotting" the equipment surface with a dust cloth for the purpose of relocating the dust will not be allowed. The dust cloths will be kept clean by frequent washing, drying, and treating with approved cloth treating chemical. Low dusting, to be acceptable, will conform to the standard of workmanship for dusting. Dusting High Areas. High dusting includes areas over window and doors, overhead pipes, exposed ducts and grates, ceilings and walls. High dusting will be performed before floors are cleaned and before low dusting is undertaken. An industrial or domestic vacuum cleaner with long tube and soft bristle brush may be used to remove dirt and dust from walls, ceilings, over doors, and windows. If hand methods are used, heavy dust accumulation over doors, window, molding, and top of pipes may be removed with a counter brush by sweeping it into a dust pan. Finish dusting these surfaces with a yarn duster. Walls and ceiling may be brushed with a clean floor brush. Ceilings should be swept first. Clean walls by sweeping downward from ceiling in one stroke. Do not allow a treated dust cloth to touch walls or ceilings as it will leave a dark spot which cannot be removed from some wall surface materials. High dusting, to be acceptable, will conform to the standard of workmanship for dusting. (Dusting does not include any shelves, but does include tops of free standing shelving.) Glass Partitions Cleaned. Glass will be washed with a sponge or soft cotton cloths and dried and polished with a chamois skin. Adjacent trim will be wiped clean with a damp cloth where soiled by spillage or by smears in the glass cleaning operation. Glass cleaning to be acceptably accomplished will conform to the standard of workmanship for glass cleaning. Furniture Cleaning. Damp wipe tops, fronts, and exposed areas of filing cabinets and desks to remove hand prints and other marks. All finished surfaces will be cleaned and receive an adequate application of furniture polish to remove dirt, and leave a gloss or sheen. Polish will be applied with a clean cloth pad. All plastics and imitation leather coverings will be cleaned with detergent solution followed by wiping with cloth dampened in clear water. Leather coverings will be thoroughly cleaned with a combination cleaner and polish followed by polishing with a clean, dry cloth. All furniture, metal, wooden, or upholstered, will be free of all wax scuff marks, watermarks, and cobwebs. Metal surfaces will be cleaned with a mild detergent and fine grade of steel wool (if applicable). Care must be taken not to damage the finished surfaces. Wooden and upholstered furniture will receive an additional application of polish after each cleaning to protect the finished surfaces. 23

24 Carpet Pile Lift. Cover all carpeted areas by using pile lifter (furnished by the Rock Island Public Library). While using pile lifting machine, personnel should be extremely careful not to damage any wood trim, bookshelves, furniture, or any item in the path of operator. A weekly schedule of use of the pile lifter will be established and given to the Facilities Director. Vacuum Upholstered Furniture. Use an approved high quality vacuum with proper attachments for hard to reach areas. Furniture should have a uniform look of cleanliness. Dusting. Moldings, picture frames, doors, door frames, counters, window ledges, and window treatments% are to be cleaned in a high quality manner. Window Treatments. All window treatments will be dusted with an appropriate cloth. All window treatments will be free of dirt, deposits, and film. Paint coatings will not be damaged. QUARTERLY DUTIES Wax Removal. Wax removal will be accomplished by applying a stripping or wax removal solution in warm water over the entire floor area exactly as recommended by the manufacturer of the remover, followed by use of a slow speed disc type scrubbing machine and steel wool pads to loosen embedded dirt and wax. The floor shall be cleaned by vacuum lift then followed by damp mop rinse in clear water. Residue along floor edges near base boards, immovable furniture, equipment, and in corners will be removed manually with steel wool and hand scrapers. Wax removal to be acceptably accomplished will conform to the standard of workmanship for wax removal. Contractor shall not use stripping solution which could burn, discolor or damage floor tile. Waxing and Buffing. Following the stripping or wax removal operation, as soon as the wax removal has been satisfactorily accomplished, a one-coat application of water emulsion wax will be applied in thin even coats with a clean mop. (Floor and mop should be free of detergent solution or residue.) Apply to a 6 x 6 feet area, then crosswise, and continue with another area. Allow wax to become thoroughly dry before buffing with floor polisher equipped with tamico brush or fine synthetic polishing pad. After buffing the first coat, repeat the application for second coat and after buffing as above, finish buffing with a lambs wool pad under the brush of the disc type machine to remove brush marks.waxing and buffing to be acceptably accomplished will conform to high quality standards. Wax residue will be removed from unmovable furniture, walls, partitions, fixtures and base coverings Contractors Initials, denotes acceptance of SP-6 24

25 SP 7. PREVAILING WAGE Upon award of contract, the contractor shall use the current Prevailing Wage payment scale issued for the month of award. Contact Inspections Division for any guidance or questions. _Contractors Initials, denotes acceptance of SP 7 25

26 BID FOR PROJECT AREAS TO: City of Rock Island Rock Island Public Library, th Street, Rock Island, IL The undersigned, having familiarized themselves with the existing conditions of the Project Area affecting the cost of the work and with the Contract Documents as prepared and on file in the office of the Business Office, Floor 2, th Street, Rock Island, Illinois; hereby proposes to furnish all supervision, technical personnel, labor, materials, machinery, tools, equipment and services, to perform and complete all work required for the project for the sums of: Total Sum : $, as the sum total of the following line items: $ Main Library $ Branch $ Southwest Branch PLEASE NOTE: Failure to complete all items will disqualify your bid. 1. In submitting this Bid, the Bidder understands that the right is reserved by this Awarding Authority to reject any and all Bids. If written notice of the acceptance of this Bid is mailed, telegraphed or delivered to the undersigned within sixty (60) days after the opening thereof, or at any time thereafter before this Bid is withdrawn, the undersigned agrees to execute and deliver an Agreement in the prescribed form and furnish the required bond within ten (10) days after the agreement is presented to him/her for signature. 2. Attached hereto is an affidavit in proof that the undersigned has not entered into a collusive agreement with any person in respect to this Bid or any other bid for the Contract for which this Bid is submitted. 3. Attached hereto is proof of insurance. 4. The Bidder is prepared to submit a financial and experience statement upon request. 5. The Principal/s of the Bidder/s is/are: (Name) (Signature) (Date) 26 (Address, including zip code) (ID No. or Social Security no.)

27 EQUAL EMPLOYMENT OPPORTUNITY Federal and State laws prohibit discrimination against any employee or applicant for employment because of race, creed, color, national origin, sex, political affiliation, age and physical or mental handicap unrelated to ability. They further require elimination of discrimination in employment with regards to upgrading, demotion, transfer, recruitment, advertising, layoff, termination, rates of pay, forms of compensation, selection for training (including apprenticeship) of employees, as well as any other personnel actions. A. The Contractor agrees to post Equal Employment Opportunity notices in conspicuous places (e.g. at company headquarters, around time clocks, at work sites, on company bulletin boards, in lunchrooms) available to employees and applicants for employment. B. The Contractor shall in all solicitation or advertisements for employees to be hired under this contract state that all qualified applicants will receive consideration for employment without regard to race, color, creed, religion, sex, national origin, political affiliation, or age. 27

28 NON-COLLUSION AFFIDAVIT OF PRIME-BIDDERS, being first duly sworn, deposes and says that: PRINT NAME 1) He/She is the (owner, partner, officer, representative or agent) of, CONTRACTOR NAME the bidder that has submitted the attached bid; 2) He/She is fully informed respecting the preparation and contents of the attached bid and all pertinent circumstances respecting such bid. 3) Such bid is genuine and is not a collusive or sham bid. 4) Neither the said bidder nor any of its officers, partners, owners agents, representatives, employees or parties conspired, connived or agreed, directly or indirectly, with any other bidder, firm, or person to submit a collusive or sham bid in connection with the contract for which the attached bid has been submitted or to refrain from bidding in connection with such Contract, or has in any manner, directly or indirectly, sought by agreement or collusion or communication or conference with any other bidder, firm or person to fix the price or prices in the attached bid or of any other bidder, or to secure through any collusion, conspiracy, connivance, or unlawful agreement or advantages against the City of Rock Island, Illinois, or person interested in the proposed contract; and 5) The price or prices quoted in the attached bid are fair and proper and are not tainted by any collusion, conspiracy, connivance, or unlawful agreement on the part of the bidder or any of its agents, representatives, owners, employees or parties in interest, including this affiant. By: (signature) Attest (witness) 28 (title)

29 AGREEMENT FOR PROJECT AREAS THIS AGREEMENT made this day of, 20, by the Rock Island Public Library herein called OW NER, acting through its Director and (a corporation) (a Partnership) (an individual d.b.a) STRIKE OUT INAPPLICABLE TERMS ABOVE of Address, City And County of, State. County Herein after called CONTRACTOR, WITNESSETH: That for and in consideration of the payments and agreements hereinafter mentioned, to be made and performed by the OW NER, the CONTRACTOR hereby agrees with the OW NER to commence and complete the demolition and site clearance described as follows: ARTICLE 1. Statement of Work. The Contractor shall furnish all supervision, technical personnel, labor, materials, machinery tools, equipment and services, including utility and transportation and security services, and perform and complete all work required for the Janitorial Services in an efficient and workmanlike manner, as follows: Total Bid: Combined Project Areas: Main Library, Branch, Southwest Branch Locations $, as the sum total of the following line items: Address to have professional janitorial services within this structure are: 1. Main Library th Street Branch th Street. 3. Southwest Branch Ridgewood Rd. in strict accordance with the Contract Documents for Project Areas, including all Addenda thereto numbered, and. ARTICLE 2. The Contract Price. The City of Rock Island - Rock Island Public Library will pay the Contractor for performance of the Contract, in current funds, subject to additions and deductions as provided in Section 107, CHANGES IN THE W ORK, GENERAL CONDITIONS, PART I, the sum of: Total Bid: ** ** Dollars ($ A: Main Library B: Branch C: Southwest Branch 29 ),

30 ARTICLE 3. Contract. The executed contract documents shall consist of the following: This Agreement Signed Copy of Bid Proof of Carrying Insurance Copy of Contract Documents for Project Areas. Instructions to Bidders General Specifications Extra copies of Bid Forms to be completed are not included in executed contract documents. THIS AGREEMENT, together with the other documents enumerated in this Article 3, which said other documents are as fully a part of the contract as if hereto attached, or herein repeated, forms and the Contract between the parties hereto. In the event that any provision in any component part of this Contract conflicts with any provision of any other component part, the provision of the component part first enumerated in this Article 3 shall govern, except as otherwise specifically stated. IN W ITNESS W HEREOF, the parties hereto have caused this Agreement to be executed in 3 original copies on the day and year first above written (Seal) Attest ROCK ISLAND PUBLIC LIBRARY OWNER Name BY City Manager Signature City Clerk Signature CONTRACTOR Name (Seal) BY Attest Witness 30 Signature Title

31 STATEMENT OF BIDDERS QUALIFICATIONS (Professional Janitorial Services- Project Area Contractor) All questions must be answered and the date/s given must be clear and comprehensive. The statement must be notarized. If necessary, questions may be answered on separate attached sheets. The Bidder may submit any additional information he/she desires. 1. Name of Bidder: 2. Permanent main office address, including City, State and Zip Code: 3. Date organized: 4. If a corporation, where incorporated? 5. How many years have you been engaged in professional janitorial services under your present firm or trade name? 6. Contracts on hand: (Schedule these, showing gross amount of each contract and the appropriate anticipated dates of completion.) a. Contract Gross Amount Date b. Contract Gross Amount Date c. Contract Gross Amount Date 7. General character of work performed by your company: 8. Have you ever failed to complete any work awarded to you? No If Yes, where and why? 9. Have you ever defaulted on a contract? No If Yes, where and why? 31 Yes Yes

32 10. List the more important contracts recently completed by you, stating approximate gross cost for each, and the month and year completed: 11. List your major equipment available for this contract: 12. Experience in cleaning service work similar in importance to this project: 13. Background and experience of the principal members of your organization, including the officers: 14. Credit available: $ 15. Bank references: 16. Will you, upon request, fill out a detailed financial statement and furnish any other information that may be required by the City of Rock Island? No Yes 17. Have you ever been a part to or otherwise involved in any action or legal proceeding involving matters related to race, color, nationality or religion? No Yes If Yes, give full details : 18. Have you ever been accused of discrimination based upon race, color, nationality or religion in any action or legal proceeding, including any proceeding related to any Federal Agency? No Yes If Yes, give full details: 32

33 The undersigned hereby authorizes and requests any person, firm or corporation to furnish any information requested by the City of Rock Island in verification of the recitals comprising this Statement of Bidders Qualifications. Dated at this day of, 20 Contractor Name BY Signature Title State of ) County of ) SS Print Name of Individual Title being duly sworn, deposes and says that he/she is the Of CONTRACTOR Company Name and that the answers to the foregoing questions and all statements therein contained are true and correct. Subscribed and sworn to before me this Notary Signature (Notary Seal) My commission expires 33 day of, 20.

34 NOTICE TO PROCEED TO: ADDRESS: CONTRACT: PROJECT: CONTRACT NO.: Professional Janitorial Services Project Cleaning Service RIPL-ID Round 1 Before you may start any Work at the Site, paragraph 2.05.C of the General Conditions provides that you and Owner must each deliver to the other (with copies to Engineer and other identified additional insured s), certificates of insurance with each is required to purchase and maintain in accordance with the Contract Documents. City of Rock Island - Rock Island Public Library Owner Name Director Signature 34

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