City of Morrow Request for Proposals. Cleaning and Special Event Services

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1 City of Morrow Request for Proposals Pre-Deadline Conference February 14, 2018 at 10am at the Morrow Center Be advised that any conversations (in reference to this proposal) between vendors and any City employee or City official outside of the contact identified in this proposal during the entire competitive process is strictly prohibited. Such actions will result in removal of the vendor from the list and rejection of the vendor s proposal. The ONLY official position of the City is that position which is stated in writing in this document. No other means of communication, whether written or oral, shall be construed as a formal or official response statement. Purpose: The City of Morrow is seeking proposals for cleaning and special services for Morrow Center and cleaning services for the Morrow Executive Center. The City of Morrow will hereinafter be referred to as the "City." Respondents to the RFP shall be referred to as "Vendors." The Vendor to whom the contract is awarded shall be referred to as the "Contractor." Scope: There are two facilities under this scope of work, the Morrow Center and the Executive Suites. Morrow Center The City of Morrow operates a Conference Center, which hosts events, classes, reunions, social functions and congregational services. The Center has office spaces, classrooms, ballrooms, restrooms, workrooms, a tea room, a full service kitchen, and lobby areas. Specifically there is 4,700 sq ft ballroom, 4,300 sq ft pre-function space, 1,756 sq ft of meeting space (3 separate rooms), 5,900 sq ft of an open meeting area known as the Tea Room, and a private dining lounge. All spaces within the Morrow Center will need to be cleaned thoroughly and maintained. Cleaning and maintaining will include the bathrooms (toilets, corners, walls, fixtures, mirrors, trash cans, grout, etc), carpets (vacuuming, spot cleaning, spills), windows and glass partitions, table surfaces, chair surfaces, mopping, dusting, kitchen (sinks, refrigerators, floors, counter tops, etc.), and all other general cleaning and maintenance.

2 The Morrow Center offers clients the opportunity to configure spaces to accommodate their needs and as a result, the services requested in this RFP must include special services to set up and break down for a variety of events during weekdays, weeknights and on the weekends, as needed. It is important to clarify that some break downs and set ups of rooms will happen between the hours of midnight (am) and 6 am between a late night evening and a following early morning event. The cleaning and event company that will be selected will demonstrate the ability to be available when needed with ample staff to complete the job in a professional and timely manner. To view the Morrow Center s website, visit Executive Suites The City of Morrow dba Urban Redevelopment Agency operates an office building at 1115 Mt. Zion Road, the Executive Suites. These Suites include a reception area, offices, training space, break room and restrooms. All common areas of the Executive Suites must be cleaned thoroughly twice a week. This includes but is not limited to bathrooms (mirrors, toilets, walls, trash cans, corners, grout, and fixtures), a break room (counter tops, floors, trash cans, walls, sink area, fronts of cabinets, dusting as needed and cleaning the microwave and refrigerator as need), hallways (vacuuming, mopping, dusting, walls, fixtures), lobby (mop, sweep, clean inside of the windows, clean all surface areas, dust), training room (sweep, vacuum, mop, dust, clean counter surfaces, screens, walls, fixtures), and mail room area (sweep, dust, mop). Within the Executive Suites there are 26 small offices. When an occupant is present on cleaning day, the occupant may ask to have their office vacuumed and trash emptied. That is the responsibility of the cleaning team only when the occupant is present and only to the extent of vacuuming uncovered floor area and emptying the trash. Proposals should only be submitted by bonded professionals for cleaning and event services. **MAJOR/ESSENTIAL DUTIES: GUIDELINES FOR SERVICE (** Designates special services for Morrow Center only) Setting up and/or breaking down tables/chairs and other equipment at the Morrow Conference Center for events in any and all areas of the Center.

3 Follows all City Personnel and Safety policies. KNOWLEDGE/SKILLS REQUIRED BY THE POSITION: Ability to read Banquet Event Order and Floor plans. Physically able to lift/move 50 lbs. and move in an efficient/effective manner. Ability to effectively communicate with Morrow Center employees. **Ability to operate routine set up and break down equipment. **Ability to maintain the Conference Center facilities, equipment, and materials in good working order and safe condition. Ability to work flexible schedules, seven days a week. Ability to review detailed information for accuracy and compliance. Must be trained in use of all chemicals and bio-hazards with Chemical Product Handbook on site. SUPERVISORY CONTROLS: This position performs duties under the direct supervision of the Morrow Conference Center Manager and staff. GUIDELINES: This contract works in accordance to City of Morrow Charter and all other appropriate City Ordinances, City of Morrow Personnel Rules & Regulations, the City of Morrow Comprehensive Safety and Loss Prevention Control Program, State, Federal and Local Laws, and standard recognized regulations regarding Conference Centers. CLEANING DETAILS DUSTING: Horizontal surfaces, file cabinets, copy machines, bookshelves, tables and other furniture will be dusted weekly. Low dusting of chair rails and legs, desk and table legs, baseboards, ledges, vents etc. will be done each month. High dusting of ledges, picture frames, door frames, vents etc. will be done each month. Vertical dusting of sides of desks, cabinets, files, bookshelves etc. will be done once each month. Light fixtures along the walls should be dusted and cleaned as needed. DESKS: Desktops will be dusted with a treated cloth each service and polished or damp wiped weekly. Papers left on desk will not be disturbed or moved. Desk

4 accessories including calculators, calendars, letter trays etc. will be dusted weekly. TELEPHONES: WINDOW SILLS: GLASS DOORS: Telephones will be dusted daily and sanitized weekly. Window sills will be dusted twice monthly, should debris gather that can t be removed with dusting, deeper cleaning will be required. Cleaned/wiped down each service. When clean, the glass doors should be free of smudges, streaks, and finger/hand prints. **BANQUET CHAIRS/ FURNITURE: All upholstered furniture will be vacuumed/spot cleaned as needed. WATER FOUNTAINS: Water fountains will be cleaned, sanitized and polished each service. FINGER MARKS: CARPETS: TILE FLOORS: Finger marks and smudges will be removed from desks, walls, partitions, doors, light switches and woodwork each service. Carpets will be vacuumed each service with a commercial power vacuum in all areas each service. Small spots will be removed each service, excessive spot removal excepted (hour rate applies). Tile floors will be thoroughly swept and spot mopped each service. Floors will be damp mopped as needed, spray buffed/wax per agreement. GLASS PARTITIONS: WALLS: TRASH DISPOSAL: Partition glass will be spot cleaned each service and completely cleaned quarterly. When clean, the glass partitions should be free of smudges, streaks, and finger/hand prints. Marks and smudges will be removed from walls as long as their removal does not spoil the general appearance of the walls. Paneled walls will be dusted quarterly. Trash containers will be emptied each service and trash taken to designated areas. Plastic liners from your stock will be installed as needed. Trash containers will be cleaned when needed.

5 STAGE: GENERAL: The stage in the ballroom must be swept and dusted during each cleaning. When necessary, the wooden floor must be treated. All areas of the current Morrow Center not specified here but are part of the facilities space portfolio can be added and accepted as an oversight this not does include any new space or expansion of the Morrow Center. Additions to the contract that are because of an expansion will be considered under a separate agreement. ENTRANCE AND RECEPTION AREAS Special attention will be given to this area to insure a favorable impression to everyone who enters the facility. ENTRANCE GLASS: FURNITURE: FLOORS: Glass in entrance doors and receptionist s partitions will be cleaned each service on both sides to remove smudges and fingerprints. Reception desk and table tops will be polished or damp wiped each service. Upholstered furniture will be vacuumed monthly. Magazines will be stacked or arranged in an orderly manner. Floors will be damp mopped or vacuumed each service. Hard surface floors will be spray buffed per agreement, wax permitting. RESTROOMS Restrooms are an area of special concern and attention. The objective is to keep them clean, sanitized and fresh consistently. FIXTURES: Toilet bowls, seats, urinals and sinks will be cleaned and sanitized each service. Bright metal will be cleaned and polished each service. TRASH

6 CONTAINERS: GLASS: WALLS: DISPENSERS: FLOORS: Trash containers will be emptied each service and trash taken to designated area. Exterior of metal containers will be spot cleaned each service. Plastic liners will be installed from your stock. Glass and mirrors will be cleaned and polished each service. When clean, the glass and mirrors should be free of smudges, streaks, and finger/hand prints. Splash marks will be removed from walls around sinks and dispensers each service. Ceramic walls will be spot cleaned each service. Partition walls and doors will be spot cleaned each service, wiped down and sanitized monthly. Dispensers will be cleaned and polished each service and supplies installed from your stock. Floors will be swept, damped mopped and sanitized each service. Tile floors will be spray buffed per agreement, wax permitting. KITCHEN AREAS FURNITURE: CABINETS & METAL WORK: TRASH CONTAINERS: FLOORS: MICROWAVES / OVENS: Tables and countertops will be damp wiped each service. Chairs will be spot cleaned each service. Cabinet exteriors will be spot cleaned each service and thoroughly cleaned weekly. Bright metal will be cleaned and polished each service. Trash containers will be emptied each service and trash taken to designated areas. Exterior of metal containers will be spot cleaned each service. Plastic liners will be installed from your stock. Floors will be damp mopped or auto scrubbed each service. Ovens will be damp wiped and cleaned inside and out as needed.

7 SPECIALIZED SERVICES (Price Specialized Services Individually and Separate from Cleaning Proposal) Carpet Cleaning Wood/Paneled Wall Treatment Exterior Window Washing (Inside and out) Cleaning Ceiling Vents, Heating Wall Washing A/C Diffusers Light fixture and Translucent Panel Cleaning Strip and Refinish Tile Floors INSURANCE PROTECTION Comprehensive General Liability. $2,000,000 Workers Compensation. Statutory Business Service Bond... $50,000 Commercial Umbrella. $2,000,000 SECURITY Top priority will be given to insure the security of the building and its contents, security procedures must be followed at all times. EQUIPMENT AND MATERIALS Microfiber and cotton towel, mop heads and covers along with any proprietary items supplied by vendor for the performance of janitorial service. SUPPLIES The City of Morrow will supply all consumables (chemicals and paper products) and all standard equipment. All specialized materials and equipment will be supplied by the Vendor. CUSTOMER SERVICE Includes on-site inspection upon request and 24 hour a day messaging service. Qualifications:

8 All Vendors must be qualified to offer the specified services and have the capacity to attend to the needs of the City of Morrow facilities and special events. Communication: It is the responsibility of the Vendor to inquire about any requirement of this RFP that is not understood. Responses to inquiries, if they change or clarify the RFP in a substantial manner, will be posted on our website as an addendum to the RFP. The City will not be bound by oral responses to inquiries or written responses other than addenda. Inquiries about the RFP must be made to: Leslie Farr-McPhan Director Morrow Center leslie@cityofmorrow.com The deadline for all inquiries is Wednesday, March 7, 2018 at 2pm. Evaluation: Award will be made to the Vendor considered most qualified who will act in the best interest of the City and whose proposed approach and services meets the demands of the City s services. Proposals must include references. These references should represent agencies using the similar services outlined in the RFP outlined in the proposal. Provide company names with contact person and telephone number. Evaluation Criteria: Proposals will be evaluated on many criteria deemed to be in the City's best interests to include but are not be limited to: Ability to meet needs Pricing Demonstrated capacity References Experience in providing the services specified in this RFP Experience and qualifications which match the scope of work Pre Deadline: There is a pre-deadline conference that will allow for a tour of the Morrow Center. At this time, Vendors will have an opportunity to address any questions and to communicate the feasibility of the City s expectations. The Pre-Deadline Conference will be held on February 14, 2018, 10am at the Morrow Center 1180 Southlake Mall, Suite 100 Morrow, GA Award: It is the intent of the City to award this opportunity all to one Vendor. The City reserves the right to conduct any tests it may deem advisable and to make all

9 evaluations. The City reserves the right to reject any or all proposals, in whole or in part and is not necessarily bound to accept the lowest price but instead will accept the proposal best suites the City and the City s services. The City reserves the right to waive minor irregularities. A proposal may be rejected if it is in any way incomplete or irregular and preference will be given to local Vendors. It is the responsibility of the Vendor to inquire about any details of this RFP that are not understood. All inquiries must be submitted by . Responses to inquiries, if they change the RFP in a substantial manner, will be posted on our website as an addendum - Submission: A SIGNED original and three (3) printed copies of the proposal and one digital copy must be received at Morrow City Hall, 1500 Morrow Road, Morrow, GA Deadline for submittals is March 7, 2018 at 2pm. The proposal must be date/time stamped by Morrow City Hall in order to be considered. Vendors are strongly encouraged to submit proposals in advance of the due date/time to avoid the possibility of missing the deadline due to unforeseen circumstances. Vendors assume the risk of the methods of dispatch chosen. The City assumes no responsibility for delays caused by any package or mail delivery service or unforeseen condition. A postmark on or before the due date WILL NOT be a substitute for receipt of proposal. Proposals received after the due date and time will be not being returned. Additional time will not be granted to any single vendor, however, additional time may be granted to all Vendors when the City determines that circumstances require it. FAXED OR PROPOSALS WILL NOT BE ACCEPTED. Envelope: The signed proposal should be submitted in an envelope or package, sealed and identified on the outside of the envelope with contact name, contact , company name and due date. Proposal Opening: The proposal packages will be opened on February 14, 2018, at 10:30 at Morrow City Hall, 1500 Morrow Road, Morrow, Georgia Materials to Include: 1. Contact Information 2. Description of Company 3. Project Proposal 4. Credentials of Relevant Staff 5. List of Proposed Subcontractors (if any) 6. Basis of Pricing 7. E Verify Affidavit or Statement 8. Certificate of Insurance

10 9. Professional Certifications (Including those related to chemical use and hazardous materials) 10. References as previously described Selection: All of the proposals are due on or before March 7, 2018 at 2pm. Each proposal will be evaluated by the appropriate staff. If necessary, three (3) vendors will be placed on a short list and may be asked to come in for an interview. The vendors that are selected to come in for an interview may be asked to submit additional information. You will be notified within one (1) week prior to the interview date of any additional information that will be needed from our office. We reserve the right to ask for clarification or additional information contained so that a fair and comprehensive evaluation of all proposals can be conducted. If three (3) or fewer proposals are received, the City reserves the right to terminate this process and begin again or to choose from the submissions. Debarment: Submission of a signed proposals in response to this solicitation is certification that your firm (or any subcontractor) is not currently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from participation in this transaction by any State or Federal department or agency. Submission is also agreement that the City will be notified of any change in this status. E-Verify: All Vendors must submit an affidavit to certify that they participate in the Federal Employment Eligibility Verification. Participation in the E-Verify program must commence before the proposal deadline, and E-Verify affidavit is included in the package.

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