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Microsoft Word - 2009 JANITORIAL RFP Final.doc

Superior Court of Tulare County Janitorial RFP

Page 1

TULARE COUNTY SUPERIOR COURT

REQUEST FOR PROPOSAL FOR

JANITORIAL SERVICES

April 13, 2009

1. PURPOSE The Superior Court of Tulare County (hereinafter referred to as Court) is accepting proposals for janitorial services for each of six court related facilities. Services are to be provided at the courthouses in Visalia, Tulare, Porterville, and Dinuba as well as the Juvenile Justice Facility and the Facilitator/Self Help Center located in Visalia. This RFP seeks to establish one comprehensive contract that will provide janitorial services to all six locations. However, bids for individual locations may be submitted for consideration. Qualified and experienced janitorial providers are encouraged to prepare and submit bids.

2. START-WORK DATE AND CONTRACT PERIOD The selected vendor(s) will be awarded a contract for a two-year period, which will commence on July 1, 2009 and shall end on June 30, 2011, with an option, by mutual agreement of the Court and the selected vendor(s), to renew for three additional one-year periods.

3. CALANDER OF EVENTS

Listed below are specific dates of action related to this RFP. In the event the Court finds it necessary to change any of the specific dates and/or times in the calendar of events listed below, it will do so by issuing a supplement to this RFP on its website at www.tularesuperiorcourt.ca.gov.

Date Event April 13, 2009 Issue date of the RFP April 25, 2009 at 9:00 am Mandatory Pre-Proposal Walkthrough & Conference May 20, 2009 at 3:00 pm Proposal Due Date June 5, 2009 (estimate) Evaluation Completed & Respondents Notified July 1, 2009 (estimate) Contract Start Date

Superior Court of Tulare County Janitorial RFP

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4. BACKGROUND

The Court is soliciting proposals for janitorial services at six (6) locations in Tulare County. The Court has established its standard level of cleaning to provide both a sanitary and attractive work environment and ensure the health, welfare and safety of people who work, conduct business or visit these public buildings. The six locations are listed below:

1. Visalia Courthouse 221 South Mooney Blvd., Visalia, CA 93291 2. Tulare Courthouse 425 East Kern, Tulare, CA 93274 3. Porterville Courthouse 87 East Morton, Porterville, CA 93275 4. Dinuba Courthouse 920 South College, Dinuba, CA 93615 5. Juvenile Justice Facility 11200 Avenue 368, Visalia, CA 93291 6. Facilitator/Self Help Center 3400 W Mineral King, Suite A & B, Visalia, CA 93291.

5. STATEMENT OF WORK

The selected bidder (Contractor) shall, in a professional manner, perform the following services for the Court: A. General Scope of Services Janitorial services shall be for Superior Court of Tulare County. The successful Contractor will not be the sole janitorial service Contractor providing services in the facilities where the Tulare County Superior Court is located. Tulare County Resource Management Agency will provide janitorial services in areas not occupied by the Courts within each facility. Potential Contractors are required to visit the service locations prior to preparing their bids in order to become familiar with the work sites and their existing conditions. The Court will conduct a Mandatory Walk-Through of each facility on April 25, 2009 which will immediately be followed by the Mandatory Pre-proposal Conference. Janitorial services will be confined to the interior of the building with the exception of cleaning the exterior windows and walkways in Dinuba and Tulare and the balconies of the Visalia Courthouse. Potential Contractors are responsible for calculating and knowing cleanable square footage at the time of their walkthrough inspections to prepare their proposals. Attachment A, Schedule of Cleaning, provides a minimum frequency schedule of the cleaning tasks required. However, your proposal may indicate an increase in frequency or a specific cleaning procedure and/or change in cleaning method to ensure a high standard of cleanliness, as required in this RFP. If so, please specify in detail and provide a separate cost breakdown. Unless otherwise specified, all work shall be done outside of the Courts regular working hours. In addition, the Contractor shall notify the Court

Superior Court of Tulare County Janitorial RFP

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within 24 hours, upon finding any problem or broken fixture within any of the facilities, unless the problem or broken fixture creates a potential hazard that could cause harm to court property, employees, or court visitors. Such problems will be reported immediately. The Court will designate a Contract Manager who will oversee all contract activity and review invoices for payment. Attachment B, Janitorial Cleaning Standards, provides the cleaning standards that shall be used on a daily basis by the Contract Manager during periodic quality assurance inspections to assess the quality of cleaning performance. The Contractor must direct any questions or problems to the Contract Manager. Work performed outside the scope of the contract, or in greater quantity/frequency, shall not be payable by the Court unless prior written approval is obtained from the Contract Manager, Chief Financial Officer, Court Executive Officer or Deputy Court Executive Officer. Contractor shall, without exception, be held to the terms of the contract regarding scope of work and compensation.

1. Care of Facilities/Emergencies

The Contractor and all its employees shall regularly observe general conditions of all building areas and report problem areas. The Contractor and all its employees shall be responsible for the knowledge and use of all fire alarms and prevention equipment. In case of emergency, Contractors employees shall notify their supervisor, who in turn shall contact the following individuals in the following order: Court Executive Officer, Deputy Court Executive Officer, and Tulare County Sheriffs Office 24-hour line. The Sheriffs Office Dispatcher will notify the appropriate department to handle the problem. For non-emergency repairs, the Contractors supervisor shall contact the Contract Manager.

2. Safety and Product Control The Contractor will provide the Courts designated representative with a current Material Safety Data Sheet (MSDS) binder on ALL products used by the Contractor in the provision of the services. In addition, the Contractor will provide all required MSDS information in a binder at each closet in which such products are kept and are to be used during the course of performing work. Any and all fees, which may be required by the Tulare County Environmental Health Department, relating to the storage of hazardous materials on-site, shall be paid by the Contractor. Such costs shall be incorporated into the monthly costs at each facility, and no additional compensation shall be allowed for such fees. The Contractor will handle chemicals provided at each site so as to minimize the possibility of exposure of facility occupants to acid based or caustic based materials. Whenever possible, the Contractor will provide chemicals, which are in the neutral range of the Ph scale. All chemicals used shall be pre-approved by the Courts designated representative. All materials, which are stored in the liquid state, shall be stored on shelves not higher than three (3) feet above the floor. All products stored in secondary containers shall be properly labeled as to the contents. All unused products and empty containers shall be disposed of by the Contractor as required by federal, state and local laws and

Superior Court of Tulare County Janitorial RFP

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regulations. The Contractor will provide the Court with documentation of proper disposal of all products and containers used in the performance of services.

3. Storage

The Court shall provide storage closets at all facilities where equipment and supplies can be stored. The Contractor shall keep this area organized and clean at all times.

B. Work Schedule and Staffing

Janitorial services shall be provided five (5) days per week for each Court location with the exception of court designated holidays. Most of the Court locations require an evening crew for actual janitorial services with the exception of the Dinuba Courthouse which is cleaned during the day. There will be one (1) day porter for minor janitorial services at the Visalia Courthouse. The Court may change schedules with one (1) weeks advanced notice. The Contractor shall provide a specific monthly schedule of all monthly, quarterly and semiannual services by building, giving specific dates. The schedule for the first two (2) months must be provided to Contract Manager within five (5) days from the commencement of the contract.

1. Janitorial Services Unless otherwise specified, all work shall be done Monday through Friday, outside Courts regular working hours. However, monthly, quarterly and semi-annually tasks may be scheduled during weekends. Additionally, other janitorial duties may be performed during weekends or holidays with prior approval. An exception is noted for the Dinuba Courthouse facility, which requires the daily cleaning/maintenance to be performed during regular business hours. For those instances in which a facility may be open to the public during the weekend or evenings, the Court shall provide a schedule of hours to the Contractor.

2. Day Porter Services

In addition to evening janitorial services, the Contractor will also assign an individual to perform janitorial services for the Visalia Courthouse during the hours of 8:00 am to 5:00