SCOPE OF WORK WORKFORCE ALLIANCE, INC. REQUEST FOR PROPOSAL FOR JANITORIAL MAINTENANCE SERVICES FOR CENTRAL CAREER CENTER LOCATION 3400 BELVEDERE ROAD, WEST PALM BEACH, FLORIDA 33406 Release Date: The purpose of the RFP is to obtain bids for janitorial maintenance services for Workforce Alliance, Inc. s (Alliance) central career center located at 3400 Belvedere Road in West Palm Beach, Florida 33406. The central career center is approximately 28,921 square feet and includes 35 to 40 office spaces, 7 Conference rooms, 80 cubicles, 5 common area spaces, 10 restrooms, 1 kitchen and break areas. The kitchen and break areas have tile floors. All other floors are carpeted. Janitorial maintenance services shall not be subcontracted by the successful Vendor, unless there is additional supervising staff to direct and adequately train employees to acceptable standards and with the written permission of Alliance. The successful Vendor will not hire temporary-type employees hired on the spot through an employment agency that have not been properly trained. In no case shall any hires be made without proper background checks. Alliance is seeking to contract with a vendor to provide to routine janitorial service. Proposals submitted after the Request for Proposal (RFP) due date will not be considered. Vendors accept all risks of late delivery of mailed proposals regardless of fault. An optional non-mandatory walk through site visit of the central career center will be held for Vendors to view the subject premises on January 6, 2013 at 9:00 AM EST. All questions during the site visit must be submitted in writing and the questions and answers will be posted on the Alliance s web site prior to the closing date for the RFP. Failure to attend by a potential vendor will not result in disqualification from the proposal process. Attending the site visit is not required to submit a proposal, but is highly encouraged. Alliance reserves the right to reject any and all proposals and to waive irregularities and informalities in the proposal and evaluation process, or accept any proposal, which would be in the best interest of the Alliance. Alliance is not bound to accept the lowest proposal. This RFP does not obligate the Alliance to pay any costs incurred by respondents in the preparation and submission of a proposal. Furthermore, the RFP does not obligate the Alliance to accept or contract for any expressed or implied services. Alliance reserves the right to negotiate any and all elements of a proposal. Vendor must comply with all local, state and federal public and employee safety and health; environmental protection; waste reduction and recycling; permits; fees and tax requirements. As a result of the selection of a Vendor to supply Janitorial maintenance services to Alliance, Vendor agrees to make no reference to Alliance in any literature, promotional material, brochures, sales presentation or the like without the express written consent of Alliance. Alliance will require the selected Vendor to comply with the Alliance insurance requirements as listed in procurement Contract Terms and Conditions". It is understood that Alliance does not maintain or provide liability insurance for Vendor and/or Vendor s officers, employees, agents, instructors and/or subcontractors. Vendor, its agents and employees shall not represent to anyone that Vendor, or its agents or employees is an employee of Alliance. Vendor shall be an independent contractor and Alliance shall be neither liable nor obligated to pay Vendor, its employees, agents or representatives for sick leave, vacation pay or any other benefit of employment, nor to pay any social security or other tax which may arise as an incident of employment. No agent, employee or representative of the Page 1 of 8 Scope of Work
Vendor shall be deemed to be an agent, employee or representative of Alliance for any purpose. Vendor shall be solely responsible for all acts of its agents, employees, representatives and subcontractors during the performance of their services. Alliance anticipates the service period for Janitorial maintenance services to be from January 21, 2014 through June 30, 2015 with an option to renew through Program Year 2018 commencing July 1 through June 30 annually depending upon Vendor s performance, funding availability and legislative requirements. During the term of the Agreement, Alliance shall have the option to increase or decrease the amount of services provided under the Agreement. The Agreement rate for such increase or decrease shall be adjusted upon mutual agreement of the parties. In the event that the parties cannot agree upon a rate for said increase or decrease in service, either party upon thirty (30) days written notice may terminate the Agreement. REMAINDER OF PAGE INTENTIONALLY BLANK Page 2 of 8 Scope of Work
ATTACHMENT A SCOPE OF WORK A. Proposal Evaluation Vendors are to respond to each and every question and section of the RFP. Vendors will be selected through a scored qualification based selection process. Vendors interested in providing services must submit a proposal that addresses the evaluation criteria stated in this RFP. Vendors are to organize their proposal in such a way as to follow the evaluation criteria listed below. The highest scored proposal will be recommended for a Vendor contract award. By submitting a proposal the Vendor certifies they have read and agree to the Alliance required contract terms and conditions with no objections or changes. NOTE: Prior to contract execution the Alliance standard required contract terms and conditions may be changed at the sole and absolute discretion of Alliance. Proposals will be evaluated by a Selection Committee. The Selection Committee will consider the completeness of a Vendor's proposal and how well the proposal meets the needs of Alliance. In evaluating the proposals, Alliance will be using a criteria evaluation process. Evaluations will be based on criteria as outlined below. All proposals will be evaluated using the same criteria and possible points. The evaluation factors reflect a wide range of considerations. While cost is important, other factors are also significant. Consequently, the Alliance may select other than the lowest cost proposal. The objective is to choose the vendor capable of providing quality services that will help Alliance achieve the goals and objectives of the requested services within a reasonable budget. Scoring and Evaluation Factors are as follows: Evaluation Criteria Proposal Section Weight 1. Price Form 1 40 2. Comparable facilities serviced Form 2 30 3. Reference checks Form 2 20 4. Completeness of Proposal All Forms and Attachments 10 Total Possible Score 100 A. By Submitting A Proposal Vendor Agrees to The Following Vendor Responsibilities: 1. Vendor shall furnish all equipment, labor, supervision, and transportation to perform janitorial services. 2. All work shall be performed under the supervision of a qualified janitorial maintenance supervisor. 3. All work shall be performed and completed in accordance with the best modern practices. Best modern practices include use of green products to the greatest extent possible. 4. The Vendor shall ensure that employees comply with all Alliance, local, state and federal safety regulations and practices. 5. The Vendor's personnel shall conduct themselves on site in a workmanlike manner at all times. Personnel shall be courteous, neat in appearance, and wear visible vendor identification. Page 3 of 8 Scope of Work
6. The Alliance Facilities Director or appointed representative shall inspect work performed by the Vendor on a regular basis. In the event of work performance deficiencies, the Facilities Director shall notify the Vendor. Notification may be verbal or written. Alliance may choose to: A. Require the Vendor to rectify the deficiency within 24 hours and/or, B. In its sole discretion determine whether to have the services completed by others or to cease the obtaining of services. n the event Alliance determines to have the services completed by others, Vendor shall be liable for any costs of completion in excess of that called for. In the event Alliance determines not to have the services completed by others, Vendor shall be paid for the services that is satisfactorily performed prior to termination but, in no event, shall Vendor be paid for any work not actually performed or for lost profits. 7. The Vendor shall provide a list of employees to the Alliance Facilities Director. Each employee must have visible identification listing employee's name and identifying the Vendor. Alliance facilities are off limits to all unauthorized personnel. There will be no unauthorized visits by friends, family, or other people during work shift hours. 8. The Vendor or his/her employees shall not remove or consume anything belonging to the Alliance or Alliance employees, including removal of food and beverages from Alliance refrigerators, cabinets, or lockers. This policy includes any articles that may be deposited for disposal in trash receptacles. 9. For all operations where furniture and equipment must be moved, no chairs, wastepaper baskets or other similar items shall be stacked on desks, tables or window sills. Upon completion of work, all furniture and equipment must be returned to its original position. 10. The Vendor shall practice energy conservation by keeping windows and exterior doors closed (do not prop open). Water from sinks is not allowed to run continuously. 11. Vendor s employees shall not operate or adjust the settings of any of the heating, ventilating, or air conditioning systems in any of the facilities without written authorization of the Alliance. 12. Maintenance, cleaning or paper supplies belonging to the Alliance shall not be transferred from one job site to another by the Vendor without permission of the Alliance Facilities Director. 13. The Vendor and his/her employees may not use Alliance property, including telephones, for personal use unless given permission by an authorized Alliance representative. 14. Smoking shall not be permitted in any Alliance building. 15. The Vendor s employees shall be instructed in the security of the building. Vendor and his/her employees shall ensure that all doors, windows, and gates giving access to Alliance buildings are secured. The Vendor is responsible for the security of the facility during the performance of all services and shall ensure that facility access restrictions remain in place and functional (do not prop automatically locked doors open) during cleaning operations. All lights, except night-lights, shall be turned off before leaving premises. Failure to properly secure Alliance buildings may result in a reduction of payment and/or collection of damages. Page 4 of 8 Scope of Work
16. The Vendor shall be issued necessary building key set(s). Keys and access codes to Alliance facilities issued to the Vendor may not be reproduced or given to another person. 17. The Vendor shall report any damage or potential hazard involving facility property immediately to the Alliance Facilities Director during normal business hours 8:00 AM to 5:00 PM. After normal business hours, reports shall be directed to the Police Department via dispatch at 9-1-1. 18. Vendor s or his/her employees shall report any damaged or broken plumbing, glass or windows, light fixtures, furniture, lavatory fixtures, toilet stoppages, any security violations, vandalism, hazardous conditions, problems with heating and ventilating equipment, or any other condition to be considered unsafe, that may require attention for repairs, adjustment, replacement or correction to the Alliance Facilities Director within 24 hours of detection or observation. 19. Hazardous conditions shall be immediately remedied or secured to prevent further damage and/or protect facility visitors from injury. It is the Vendor's responsibility to provide close supervision of maintenance operations and management of the site. 20. Incidents, altercations or accidents involving facility visitors, Vendor's employees, or Alliance employees shall be reported to the Alliance Facilities Director in a timely manner. The Alliance Facilities Director, at his/her discretion, may require a written report from the Vendor describing the incident or accident. 21. Alliance will provide the Vendor with utilities (water, electricity, etc.), necessary for the performance of the required Services. Alliance will pay all expenses for utilities. B. Equipment and Supplies: 1. The Vendor shall maintain an inventory of marked equipment supplied by the Vendor for use in the central career center. 2. The Vendor shall notify the Alliance Facilities Director, by the next working day, in the event of any equipment failure or unsafe working condition. 3. The Vendor shall order supplies, if necessary, in writing from the Alliance Facilities Director the last week of each month. 4. The Alliance will provide all restroom paper goods, including hand towels, toilet tissue, and garbage liners, as well as hand soap and all fresheners. The Vendor is responsible for inspection of each facility to ensure that the proper supplies are available and stocked. C. Proposed Services: Provide the total maintenance and operations charges, direct and indirect costs, to complete all tasks per service period identified in Form #1 - Maintenance Schedule Custodial Activity: Daily And Weekly Custodial Frequencies. Charges shall include all charges for tasks performed daily five times per week Monday through Friday, weekly and monthly, all after 5:00 PM, EST. No services are required on days the facilities are closed due to inclement weather or holidays. The Vendor will not be paid for days of work not performed due to holidays or inclement weather. The Vendor will deduct 1/30th of the monthly amount proposed by the Vendor from the monthly invoice for each day the location is closed due to a holiday or inclement weather. If the Vendor does not deduct the amount, Alliance may withhold 1/30th of the monthly amount paid to the Vendor for each day services were not performed. Page 5 of 8 Scope of Work
FORM #1 - MAINTENANCE SCHEDULE CUSTODIAL ACTIVITY: DAILY AND WEEKLY CUSTODIAL FREQUENCIES Vendor is responsible for all formulas and totals. Provide a total cost for each line category. A. DAILY CLEANING REQUIREMENTS TOTAL COST $ 1. Vacuum Carpets 2. Sweep and dust mop non-carpeted floors and baseboards 3. Spot mop non-carpeted floors to take care of scuff marks, water, coffee spills, etc, 4. Vacuum entrance mats. 5. Mop restroom floors using disinfectant/germicidal detergent solution 6. Arrange Furniture 7. Wipe down door knobs with disinfectant solution 8. Sweep hard floor surfaces 9. Damp mop hard floor surfaces 10. Clean entry glass 11. Dust horizontal surfaces 12. Wipe/Clean drinking fountains 13. Wipe counters appliances 14. Wash interior windows/glass 15. Wipe counter tops in break rooms and restrooms using disinfectant/germicidal detergent solution, including around microwaves, coffee makers and other electric items, moving the appliances if necessary to take care of spills and grime. 16. Wipe table tops and chairs in break room using disinfectant detergent solution. 17. Wipe drinking fountains thoroughly using a disposable towel and germicidal solution. 18. Clean vending machine fronts. 19. Clean mirrors in restrooms using glass cleaner. 20. Trash and Recycling: Empty wastebaskets, and replace plastic liners. Empty all recycle bins and boxes and deposit in proper recycle containers. Empty trash and ash cans at each building entrance. Make sure dumpster area is cleaned and secured. Empty outside trash cans near entrance. B. WEEKLY CLEANING REQUIREMENTS TOTAL COST $ 1. Spot Clean Carpet 2. Spot clean walls 3. Wipe/clean waste receptacles 4. Clean picture glass/extinguisher cabinets 5. Dust all office and cubicle furnishings where the furniture is exposed (i.e. dust 6. around papers, files, etc.). Continued On Next Page Page 6 of 8 Scope of Work
FORM #1 - MAINTENANCE SCHEDULE CUSTODIAL ACTIVITY: DAILY AND WEEKLY CUSTODIAL FREQUENCIES C. RESTROOMS AND SHOWER ROOM DAILY TOTAL COST $ CLEANING REQUIREMENTS 1. Empty trash/replace liner 2. Clean disinfect all sinks, toilets, and urinals 3. Restock Paper/soap 4. Clean Mirrors 5. Clean fixtures 6. Spot clean partitions 7. Sweep Floors 8. Damp mop floors 9. Dust horizontal surfaces 10. Clean/polish fixture exteriors 11. Wipe/clean waste receptacles 12. Replenish toilet paper and paper towels. 13. Refill soap dispensers as needed with the appropriate soap. D. ROOMS MONTHLY TOTAL COST $ 1. Vacuum with Edging Tool All Corners 2. Buff Tile Floors 3. High Dust; Vents, Lights, Florescent Light Fixtures 4. Wash all trash cans inside and out E. COMMON ROOMS QUARTERLY TOTAL COST $ 1. Wash Interior Windows 2. Wash Exterior Windows F. OTHER AS RECOMMENDED BY VENDOR (Specify) TOTAL COST $ Page 7 of 8 Scope of Work
FORM #2 - CLIENT REFERENCES Record of past performance: provide a list of all recent contracts with other companies located in Florida or Palm Beach County for the last two years for which similar services are or were provided and contact information for all companies. Attach additional pages as needed. If there are less than ten such contracts, please list additional contracts from areas outside of the State of Florida for a total of ten such contracts. Alliance will randomly select, contact and verify the bidding entity s services from the names provided. Additionally, list the names, addresses and telephone numbers of the last three clients you have performed similar type and dollar amount of services as requested by Alliance in the procurement. Client References #1 Reference Name: Contact Name: Title: Phone Number: Email Address: Scope of Services Provided: Client References #2 Reference Name: Contact Name: Title: Phone Number: Email Address: Scope of Services Provided: Client References #3 Reference Name: Contact Name: Title: Phone Number: Email Address: Scope of Services Provided: Page 8 of 8 Scope of Work