Janitorial Services RFP - CRS · • Empty sanitary napkin disposal units and disinfect. • Empty...

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JANITORIAL SERVICES

(Baltimore, Maryland) Request for Proposal (RFP) #50207

Contact: Victor Leon

Procurement Specialist Tel: (410) 951-7373 [email protected]

ANTICIPATED TIMELINE

Key Milestone: Date and Time Issue Date 01-17-2020; 9:00 a.m. Pre-Bid Meeting (mandatory for vendors) & Site Visits

01-24-2020; 10:00 a.m.

Vendor’s Intention to Bid email submitted to CRS by 01-30-2020; 5: 00 p.m. Questions Due 02-06-2020; 5: 00 p.m.

Respond to Vendor’s clarification questions 02-13-2020; 5: 00 p.m. Proposal Due Date 02-27-2020; 5: 00 p.m. Bid Evaluation 03-05-2020; 5: 00 p.m. Award (Notification) 03-12-2020; 5: 00 p.m. Anticipated Contract Start Date 03-30-2020; 8:00 a.m.

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Table of Contents

Table of Contents................................................................................................................ 2

Invitation to Participate........................................................................................................ 6

Organization Overview and Background............................................................................. 7

Article 1. Statement of Work (SOW).................................................................................... 8

1.1 Project Identification................................................................................................... 8

1.1.2 Project Request ............................................................................................. 8 1.1.3 Location......................................................................................................... 8

1.2 Scope of Work.......................................................................................................... 8 1.2.1 Purpose......................................................................................................... 8 1.2.2 Locations and all the details, description of the goods or service.................. 8

1.3 Standard of Work......................................................................................................... 12

1.4 General Requirements............................................................................................... 21 1.5 Roles and Responsibilities......................................................................................... 21 1.5.1 Contractor Staff Roles and Responsibilities................................................... 21

1.6 Contract Implementation Period / Transition / Orientation......................................... 24

1.7 Project Plan............................................................................................................... 26 1.7.1 Project Plan Management.............................................................................. 26

Article 2. Article 2, Terms and Conditions........................................................................... 27

2.1 Contract Structure and Term................................................................................... 27 2.1.1 Contract Term................................................................................................ 27 2.1.2 Invoicing and Payment Terms....................................................................... 27

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2.2 Contract Management................................................................................................ 27 2.3 Subcontracting by Contractor..................................................................................... 28 2.3.1 Contractor Full Responsibility.......................................................................... 28 2.4 Security....................................................................................................................... 28 2.4.1 Background Checks........................................................................................ 28 2.5 Insurance..................................................................................................................... 28 2.5.1 Liability Insurance........................................................................................... 28 2.5.2 Subcontractor Insurance Coverage................................................................ 28 2.5.3 Certificates of Insurance and Other Requirements......................................... 29 2.6 Indemnification............................................................................................................. 29 2.6.1 General Indemnification................................................................................... 29 2.6.2 Employee Indemnification................................................................................ 29 2.7 Termination/Cancellation............................................................................................. 30 2.7.1 Termination for Cause..................................................................................... 30 2.7.2 Termination for Convenience........................................................................... 30 2.7.3 Rights and Obligations upon Termination........................................................ 30 2.7.4 Termination by Contractor............................................................................... 30 2.8 Transition Responsibilities........................................................................................... 30 2.8.1 Contractor Transition Responsibilities............................................................. 30 2.8.2 Contractor Personnel Transition...................................................................... 31 2.9 Stop Work.................................................................................................................... 31 Article 3. Required Bidder Information............................................................................... 31

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3.1 Bidder and Company Information................................................................................ 31 3.2 Prior Experience/Brief Background............................................................................... 31 3.3 Successful and Unsuccessful Performance................................................................ 31 Article 4. Bid Process and Evaluation Criteria................................................................... 31 4.1 Introduction.................................................................................................................. 31 4.1.1 Pre-Bid Meetings............................................................................................. 31 4.1.2 Site Visit........................................................................................................... 32 4.1.3 Questions and Answers................................................................................... 32 4.2 Award Process............................................................................................................ 32 4.2.1 Method of Evaluation....................................................................................... 32 4.2.2 Evaluation Criteria........................................................................................... 32 4.2.3 Award Recommendation................................................................................. 32 4.3 Proposal Details......................................................................................................... 33 4.3.1 Complete Proposal.......................................................................................... 33 4.4 Submitting Bids and Proposals.................................................................................... 34 4.4.1 Sealed Bid Receipt.......................................................................................... 34 Bid Packet Checklist.......................................................................................................... 35 Annex a Bid Response Form............................................................................................. 36 Annex b General Requirements.........................................................................................37 Annex c Equipment............................................................................................................ 38 Annex d Supplies............................................................................................................... 39 Annex e Terms and Conditions..........................................................................................40

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Annex f Certifications........................................................................................................ 41 Annex g Financial Statements.......................................................................................... 42 Annex h Business Client References................................................................................ 43 Annex I Bidder Infomation................................................................................................. 44

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Invitation to Participate Date To Prospective Vendors:

You’re invited to participate in this RFP for JANITORIAL SERVICES. CRS is requesting a

proposal from your company to fully gauge each Vendor’s technical specifications and qualitative

attributes.

As the Procurement professional responsible for facilitating this process the rules of engagement

are for you to contact me via e-mail at [email protected], for questions related specifically to

the RFP. Please follow the instructions provided in the document for your responses to the RFP.

We look forward to working with you throughout this process and to receiving your proposal.

Vendor must indicate its intention to bid on the services of this RFP by sending a letter or email

with complete information Company Name, Address, Phone and email address to (Victor Leon)

on or before close of business of the date indicated in the Anticipated Timeline section of the

cover page.

A Pre-Bid meeting and Site Visit will be held in the location to provide an explanation of the scope

of work for a better understanding of the service requested. Please see date and time in the

timeline located in the cover page.

Sincerely,

Victor Leon

Procurement Specialist

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Organization Overview and Background

Catholic Relief Services was founded in 1943 by the Catholic Bishops of the United States to

serve World War II survivors in Europe. Since then, we have expanded in size to reach more than

130 million people in more than 100 countries on five continents.

For over 75 years, our mission has been to assist impoverished and disadvantaged people

overseas, working in the spirit of Catholic social teaching to promote the sacredness of human

life and the dignity of the human person. Although our mission is rooted in the Catholic faith, our

operations serve people based solely on need, regardless of their race, religion or ethnicity. Within

the United States, CRS engages Catholics to live their faith in solidarity with the poor and suffering

people of the world.

Highly trusted and globally respected, CRS has been a leading international humanitarian agency

since 1943. We partner with people, organizations and governments around the world to end

poverty, disease, hunger and injustice—always based on need, not creed. We put our faith into

action to help the world’s poorest people create lasting change. Guided by the belief that we are

all one human family, CRS invites you to witness what together can do.

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Article 1. Statement of Work (SOW)

Throughout this RFP, language referring to Contract or Contractor(s) refers to any Contract awarded from this RFP. This RFP in itself is not to be construed as a Contract or other binding obligation on CRS. Without limiting the above statement, the issuance of this RFP and the submission of the proposal do not create any obligation upon CRS to buy goods or services from Vendor, or to enter any negotiations or binding legal relationship with any one or more Vendor

1.1 Project Identification 1.1.2 Project Request

This project is for the cleaning services of our World Headquarters Building. The service will cover all the different areas mentioned in this Request for Proposal.

1.1.3 The location is 228 West Lexington Street Baltimore, Maryland 21201

1.2 Scope of Work

1.2.1 Purpose The Contractor shall provide all personnel, equipment, tools, materials, supplies, supervision and other items and services necessary to perform the services as described herein. The required objective is to maintain the facility in a clean and safe work environment. 1.2.2 Locations and all the details, description of the goods or service

Catholic Relief Services – 228 West Lexington Street Baltimore, Maryland 21201 The facility located at 228 West Lexington Street is a facility that operates as an office building accommodating about 350 to 400 staff. CRS is responsible for operation and maintenance of the building. The 9th floor space is used for storage, so this area will not be part of the cleaning services contract. Below are the approximate dimensions in square feet of the floor areas that will be in the contract.

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Lower Level (Basement) 18,912 1st Floor 8,976 Mezzanine 6,719 2nd Floor 13,850 3rd Floor 31,990 4th Floor 31,611 5th Floor 31,552 6th Floor 31,168 7th Floor 11,909 8th Floor __ 8,028__ 194,715 An open office space landscape predominates with closed rooms for some offices, conference rooms, training rooms, a health/gym facility, computer equipment, archives and a chapel. Most of the floors are carpeted. There are 3 passenger elevators and a freight elevator. There are many electrical closets, IT closets and mechanical rooms, which the contractor will not be responsible for cleaning. Much of the office paper trash is recycled so the amount of trash that is handled by the cleaning crew is reduced.

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The cleaning specifications are listed below. Entrance, Lobbies, Elevators, Corridors and Atrium Daily - Monday through Friday except holidays

• Dust mop hard and resilient floors and sport clean to remove spills and stains. • Vacuum carpeted areas including entrance mats. • Empty trash receptacles. • Clean door glass to remove fingerprints and smudges. • Clean elevator doors and walls and vacuum floors. • Dust furniture. • Damp mop hard and resilient floors • Spot clean carpet

Weekly • Clean metal trim and thresholds of doors and elevators • Clean railings • Remove cobwebs from windows, corners and ceilings

Monthly • Dust vertical and high reach surfaces and window treatment (e.g. blinds)

Quarterly • Clean all carpets

Semi-Annually • Strip and wax resilient floors. • Clean all carpets

Annually • Extract clean all carpet

Restrooms- Daily

• Sweep and damp mop floors with germicidal detergent. • Clean and sanitize toilet bowls and seats and urinals. • Clean and sanitize sinks, faucets and countertops. Clean mirrors. • Clean and sanitize door knobs and surrounding door area; spot clean walls. • Empty sanitary napkin disposal units and disinfect. • Empty trash receptacles and replace liners as needed. • Replenish all supply items; toilet paper, hand towels, soap, toilet seat covers,

tampons, etc. • Clean and sanitize showers.

Weekly • Polish chrome hardware and plumbing fixtures • Wash ceramic walls and partitions and baseboards • Wash trash containers

Monthly • Machine scrub floors.

Annually • Clean and seal grout

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Pantries and Lunchroom Areas Daily

• Damp wipe table tops, counters and exterior of cabinets. • Empty waste containers and remove trash to the designated area. • Damp wipe exterior and interior of microwave ovens. • Wipe and clean ice maker surfaces. • Vacuum carpeted areas. • Dust sweep and damp mop resilient flooring to remove spills. • Turn off coffee makers and wash pots. • Clean and sanitize sinks. • Wipe exterior of refrigerators.

Office Areas Daily

• Dust furniture, desks, chairs, credenzas, tables and cabinets. Papers and folders would not be moved.

• Spot clean glass partitions and doors. • Empty waste containers replace liners as needed and remove trash to the

designated area. • Vacuum carpeted areas. • Dust mop non-carpeted floor surfaces and spot clean to remove stains. • Spot clean wall surfaces within 70 inches of floor. • Lock designated office doors upon completion of cleaning. • Clean all carpet as needed to ensure stains and spots are removed.

Weekly • Clean and sanitize telephones. • Dust window ledges, tops of partitions, baseboards and moldings. • Damp mop non-carpeted floors.

Quarterly • Bonnet clean all carpets

Semi-Annually • Strip and wax resilient floors. • Clean Carpet

Annually • Extract clean all carpet

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1.3 Standard of Work

A. Description of Service: 1. Carpet /Rug Cleaning: All carpets/rugs shall be clean, free of spots, gum,

crusted material, spillages, and removable stains. There shall be no evidence of "fuzzing" caused by harsh rubbing or brushing of carpet. Carpet cleaning by hot water extraction at a temperature that will kill and eliminate bacteria.

2. Carpet Spot Cleaning: Buildup, spillage or crusted material shall have been

removed along with spots, smears and stains. There shall be no evidence of “fuzzing” caused by harsh rubbing or brushing of carpet. Spot cleaned areas shall blend with adjacent areas.

3. Carpet Cleaning by Thorough Vacuuming: Carpets shall be clean and free

from dust balls, dirt and other debris; nap on carpet shall lie in one direction upon completion of the vacuuming task. Note: Prior to vacuuming area, move and vacuum under all easily movable objects (chairs, waste receptacles, tables on wheels, typing stands, boxes, etc.). Be sure to replace all items moved. After vacuuming, leave all rugs clean, free from dust balls, dirt and other debris. Prior to vacuuming, broom all edges not reached by vacuum. Straight suction vacuuming is not acceptable. It is preferred that a motor driven Commercial grade vacuum with HEPA filtered exhaust or equipment that meet these standards be used exclusively in all carpeted areas where water and/or snow does not present a problem. Empty dust and dirt from vacuum cleaner into a plastic trash bag, tie off and remove to a Dumpster. As part of the vacuuming process, carpet spot cleaning is required on an ongoing basis.

4. Dust Mop: Thoroughly dust mops all non-carpeted areas. Move and dust mop

under all easily movable objects (chairs, waste receptacles, tables on wheels, typing stands, boxes, etc.). Be sure to replace all items moved. Dust mops must be treated with water-based dust control chemical. Place dust and dirt into plastic trash bag, tie off and remove to Dumpster.

5. Damp Mop: Thoroughly damp mops all non-carpeted areas. Move and damp

mop under all easily movable objects (chairs, waste receptacles, tables on wheels, typing stands, boxes, etc.). Be sure to replace all items after floor has dried completely. Use a clean cotton mop head that is in good condition. Use clean water at all times (change water often). Mop head must be only damp. No excess water can be left behind. Approved proper chemicals at proper dilution must be used at all times. Finished floor must be clean and streak free.

6. Floor Cleaning / Thorough Sweeping: Floors shall be clean and free of

trash and foreign matter. No dirt, dust shall be left in corners, behind radiators, under furniture or behind doors.

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7. Damp Mopping and Spray Buffing: Floors shall be slip resistant, free of marks,

skipped areas, streaks, and map strands. Walls, baseboards and other surfaces shall be free of splashing and marks from the equipment. The finished area should have a uniform luster. There shall be no buildup of finish in corners. Dust mopping must be performed with a treated mop. After sweeping and damp mopping operation, all floors must be clean and free from strings, bristles and dirt streaks. Leave no dirt in corners, behind radiators, under furniture, behind doors, on stairs or landings. Leave no dirt where sweepings were picked up. Leave no dirt, trash, or foreign matter under desks, tables or chairs.

8. Wet Mopping and Scrubbing: The floors must be properly prepared, thoroughly

swept to remove visible dirt and debris, wads of gum, tar and foreign substances from the floor surfaces. Upon completion of the wet mopping or scrubbing, the floor must be clean and free of dirt, water streaks, mop marks, strings; properly rinsed and dry mopped to present an overall appearance of cleanliness. All surfaces must be dry, and corners and cracks clean after the wet mopping or scrubbing. Chairs, wastebaskets and other similar items must not be stacked on desks, tables or windowsills, nor used in place of stepladder. All furniture readily movable by one person and intended to be moved frequently must be moved during all floor cleaning operations and replaced in original positions upon completion. Baseboards, walls, furniture and equipment must in no way be splashed, disfigured or damaged during these operations, but rather left in a clean condition.

9. Wet Mopping and Buffing: Floors must be damp mopped and buffed between

regular waxing operations. Prepare the floor by sweeping to remove all visible dirt and debris. The floor area will then be damp mopped, and machine buffed to a polished appearance with a high-speed buffer.

10. Damp Wiping: This task consists of using a clean damp cloth or sponge to

remove all dirt spots, streaks, from walls, glass and other specified surfaces and then drying to provide a polished appearance. The wetting solution must contain an appropriate cleaning agent. When damp wiping in toilet areas, use a multi-purpose disinfectant and deodorizer.

11. Stripping and Sealing: Completely remove all dirt, wax and other foreign

substances in returning the floor to its original surface. Apply a thin coat of sealer with caution to prevent streaking or bleaching of floor surface. This application in preparation for waxing must be according to manufacturer's recommendations. The stripper, sealer and wax products used must be compatible for this activity, and wax must be a minimum of 25% solids.

12. Waxing and Buffing: Apply wax in a thin, even coat and machine buff with a high-speed buffer immediately after drying. The number of coats applied will depend on the type and condition of the floor. All waxed surfaces must be maintained so as to provide safe ANTI- SLIP walking conditions. Chairs, wastebaskets and other similar items must not be stacked on desks, tables or windowsills, nor used in place of stepladder. All furniture readily movable

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by one person and intended to be moved frequently must be moved during all floor cleaning operations and replaced in original positions upon completion. Baseboards, walls, furniture and equipment must in no way be splashed, disfigured or damaged during these operations, but rather left in a clean condition.

13. Empty Waste Receptacles: Empty all containers that are provided for the

disposal of waste i.e., waste baskets, torpedo type containers, sanitary napkin disposal bins, boxes, etc. into plastic bags, tie off and remove to dumpster. Dispose of items in waste containers only unless clearly marked for disposal. Liners must be used in all waste receptacles and must be changed as needed and no less than once per month. Waste containers in restrooms; break rooms, lunchrooms and conference rooms must be inspected daily and changed as needed.

14. Restroom Cleaning: When program management requests restroom

cleaning during the day, a sign must be placed at the entrance warning tenants that the restroom is closed.

a. Fill Dispensers (Restroom Cleaning): Dispensers of all types must

be checked daily and filled when necessary (soap, toilet tissue, paper towels, sanitary napkin, etc.).

b. Dusting (Restroom Cleaning): Completely dust all fixtures, ledges, edges, shelves, exposed pipes, partitions, door frames, tops of file cabinets, etc. Pay particular attention to the tops of these items. A dust cloth or dusting tool, treated with water-based dust control chemical, must be used. Areas not cleared by office occupant are not to be dusted.

c. Disinfect (Restroom Cleaning): Clean and disinfect waste receptacles and dispensers inside and outside. Use proper chemicals for surface to be cleaned at proper dilution. After item has been cleaned completely, wipe item with approved

*disinfectant solution and allow to air dry.

d. Clean and Disinfect Sinks (Restroom Cleaning): Thoroughly clean all sinks, including bottom, faucets, and spigots, with approved crème cleanser. Rinse thoroughly as all crème cleanser residues must be removed. Then wipe each item with approved *disinfectant solution and allow to air dry.

e. Clean Glass and Mirrors (Restroom Cleaning): Thoroughly clean

all glass and mirrors using an approved alcohol-based glass cleaner. Use a soft, clean cloth. Dry completely. Surface should be streak, smear, and smudge free. Make sure attached frames, edges, and shelve are also cleaned and dried as well as the glass surface. Squeegee may be used as needed.

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f. Clean and Disinfect Toilets and Urinals (Restroom Cleaning):

Thoroughly clean toilets, toilet seats, and urinals with approved acid free bowl cleaner, rinse thoroughly. (Approved acid cleaner may not be used more than once per month and should be used on the interior of toilet or urinal only. Great care must be taken to avoid any chrome when acid cleaner is used). Wipe each toilet, toilet seat and urinal completely with approved disinfectant solution. Buff-dry to a streak, smear and smudge free "shine". Leave seats in a raised position.

g. Clean and Disinfect Walls, Doors, Partitions and Handrails (Restroom Cleaning): Thoroughly clean all walls (including switch and plug covers), doors (including entrance doors inside and outside), partitions and handrails with proper approved chemicals and proper approved dilution. Rinse thoroughly as needed, then wipe all areas with approved *disinfectant solution and allow to air dry.

h. Damp Mop - *Disinfectant (Restroom Cleaning): Thoroughly damp mops all non- carpeted areas. Move and damp mop under all easily movable objects (chairs, waste receptacles, tables on wheels, typing stands, boxes, etc.). Be sure to replace all items after floor has dried completely. Use a clean cotton mop head that is in good condition. Use clean water at all times (change water often). Mop head must be only damp. No excess water can be left behind. Approved proper chemicals at proper dilution must be used at all times. Finished floor must be clean and streak free. Thoroughly damp mop floor with approved *disinfectant solution. Allow to air dry.

Note: All disinfectant solutions must be changed after each restroom cleaning. The disinfectant solution used for the damp mopping process may be emptied down the floor drain in each restroom. This practice will help reduce unpleasant odors coming from the floor drains.

15. Clean and disinfect Showers, shower walls and stalls (Restroom/Locker Room where applicable): Thoroughly clean all showers, including bottom, faucets, and spigots, with approved crème cleanser. Thoroughly clean all walls, floors, (including plug covers), doors (including entrance doors inside and outside), partitions and handrails with proper approved chemicals and proper approved dilution. Rinse thoroughly as needed, then wipe all areas with approved *disinfectant solution and allow to air dry.

16. Service Restroom: Visually check - dispensers must be filled, trash removed

and restrooms spot cleaned as needed and as requested by the Program Management. If restrooms are cleaned properly the evening prior, this will not be an issue.

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17. Remove Carpet Runners (as applicable): Carpet runners must be removed

from floor to allow for proper cleaning, as needed. Be sure to remove excess water from runner with approved wet pick up vacuum before carpet runners are removed. Carpet runners must be extracted as specified during ice melt/salt usage, to maintain a clean appearance.

18. Replace Carpet Runners (as applicable): After floor has been properly cleaned

and is completely dry, replace carpet runners in their original locations.

19. Cleaning / Disinfecting Drinking Fountains: Thoroughly clean entire exterior surface with approved cream cleanser. The grain of the stainless steel must be followed at all times. Rinse thoroughly as all cream cleanser must be removed. Wipe entire surface with approved disinfectant solution and wipe dry utilizing a clean, soft cloth and wipe item dry. The grain of the stainless steel must be followed.

20. Stainless Steel (Brass) Cleaning (Elevators, Doors, Trim, Etc.): Thoroughly

clean all stainless steel (brass) not previously mentioned with approved cleaner and a clean soft cloth. Great care must be taken to follow the grain of the stainless steel at all times when cleaning.

21. Cleaning, High Traffic Areas: High traffic area is any area that would receive

heavy traffic and that would require cleaning as specified. Areas would include: corridors, lobbies, waiting areas, conference rooms, or any area so designated by Director of Facilities or Program Management.

22. Carpet Cleaning by Hot Water Extraction: Perform vacuuming, and carpet

cleaning by extraction method with commercial grade equipment (preferred). Prior to carpet cleaning all carpeting, including carpet runners, must be thoroughly cleaned as follows:

a. All movable items must be removed from area(s) to be cleaned (i.e.,

chairs, waste receptacles, all free-standing tables, typing stands, boxes, plants, all temporary floor coverings, etc.) and area thoroughly vacuumed.

b. Thoroughly spray next area to be cleaned with approved pre-treats or carpets lane cleaner used at approved dilution. Spray must be applied so those fibers remain damp until cleaned. Chemical should be left to work for 10-15 minutes.

c. Thoroughly extract all properly pretreated carpeted areas. Agitation is necessary, using an approved motor driven brush. A minimum of three cleaning passes and two vacuuming only must be used. Approved equipment and chemicals, at approved dilutions, must be used.

d. All stains must be removed during the extraction process, using approved chemicals. Great care must be taken to completely remove stain removal chemicals from carpet fiber.

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e. Thoroughly spray all thoroughly cleaned carpet with approved carpet fiber

protector at approved dilution. Application must be made with approved sprayer. Carpet track off mats and runners such as those found in building lobby areas, are exempt for this process.

f. Replace all items removed for cleaning. All items moved back into place that have metal of any type that come in contact with carpeting must be wood blocked or tabbed to keep the metal off the carpet fiber until thoroughly dry. All blocks or tabs should be removed during the next scheduled regular area cleaning, provided the carpet is thoroughly dry. This could take more than one day.

23. Spray Buff Hard Floors: Hard floor must be properly prepared before spray

buffing by removing carpet runners, dust mopping, and damp mopping hard floor areas. Begin spray buffing by lightly spraying area just to the left or right of approved floor machine (buffer) with approved spray buffing chemical, at approved dilution. Buffing pad must be approved and will depend on type of finish used. Rotary floor machine (buffer) will be worked back and forth over area lightly sprayed until floor has a high, streak free luster. Then proceed to the next area, until scheduled area is completed. Great care must be taken to avoid using "loaded" pad (pad full of dried finish and dirt). Flip pad over or change to another clean dry pad often. Great care must also be taken not to allow floor machine (buffer) to run in one spot for too long to avoid burning the floor. Floor shall be dust mopped after scheduled spray buffing is completed. Replace carpet runners to original position post-cleaning.

24. Strip and Refinish: Close and properly mark area "closed" with approved

signage. Remove all movable objects from area.

a. Apply approved stripping solution at approved dilutions to area to be stripped. Allow solution to stand according to approved manufacturer's

recommendations. Do not allow solution to dry out or stand too long. Any finish or dirt must also be removed from walls, doors, baseboards, etc. at this time.

b. Thoroughly agitate all floor area to remove all old finish with approved strip pad.

c. Use wet vacuum to pick up old finish and stripper. d. Thoroughly mop rinse areas with clean cotton mop and clean water.

Make sure walls, doors, baseboards, etc. are also thoroughly rinsed. e. Thoroughly mop rinses areas a second time with clean cotton mop

and clean water with approved neutralizer/conditioner chemical at approved dilution. Make sure walls, doors, etc. are also thoroughly rinsed.

f. Allow floor to air dry. g. If any old finish remains, repeat "a" through "f". h. Continue "a" through "g" until scheduled area is properly stripped

and/or rinsed. i. Apply thin coat of approved sealer with approved clean nylon or rayon

mop head or approved clean applicator. Stripping solution finish and sealer must not be slopped on walls, doors, etc. Allow sealer to

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j. thoroughly dry. k. Apply second coat of sealer as described in "I" above. Allow sealer to

thoroughly dry. l. Apply top coating and second coat of approved floor finish.

25. Scrub - Restroom Floors/Hard Surface Stairwell Floors: Close restrooms.

Remove all movable objects from area and place approved “closed” signage to area prior to completion of task.

a. Apply approved cleaning solution at approved dilution to area to be

scrubbed. Do not allow solution to dry. b. Quickly agitate small section coated with solution with approved stiff

bristle brush. Be sure grouting is clean. c. Use wet vacuum to pick up dirty solution. d. Thoroughly mop rinses area with clean cotton mop and clean water.

Make sure all walls; doors, etc. are also thoroughly rinsed. e. Thoroughly mop rinse a second time with clean cotton mop and clean

water. Make sure all walls; doors, etc. are also thoroughly rinsed a second time.

f. After floor is thoroughly dry, replace all objects moved from area. Remove signs and reopen.

g. Scrub all walls including partitions

26. Wall Spot Cleaning: Thoroughly clean all spots, smudges, stains, etc. from walls, partitions and modular partitions using approved chemicals at approved dilutions. Wipe dry with clean soft cloth. Also thoroughly clean all interior glass with approved alcohol-based glass cleaner and wipe dry with clean dry cloth. All surfaces must be dirt and streak free.

27. Dusting: There shall be no obvious dust streaks. Corners, crevices, molding and

ledges (including heating) shall be free of all obvious dust. There shall be no oils, spots or smudges on desk or dusted surfaces. Thoroughly dust all vertical and horizontal surfaces in all cleanable areas with approved dust cloth or tool treated with an approved water-based dust control chemical, up to and including ceiling vents, air bars, and lighting devices, window blinds, etc. Do not move dusting residue from spot to spot but remove directly from the areas in which dirt lies by the most effective means appropriate; treated dusting cloths or vacuum tools.

a. Leave no dust streaks. b. Leave corners, crevices, molding and ledges free of dust and cobwebs. c. Leave no oil spots or smudges on dusted surfaces caused by dusting tools.

28. Horizontal surfaces: include, but are not limited to, counter tops, file cabinets,

tables, coat-racks, etc. Telephones, ashtrays, etc., must be lifted and dusted under. Do not disturb work papers. Dusting high and low includes, but is not be limited to, partition tops, pictures, chair rungs, etc. Window hangings are either Venetian blinds or drapes. Dust Venetian blinds. Lightly vacuum drapes.

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29. Clean Air Bars and Vents: Vacuum excess dust and dirt from air bars. Damp

wipe clean with approved disinfectant solution and wipe dry.

30. Glass Cleaning (Lobby): Glass Cleaning is a part of the overall task of lobby cleaning. Glass cleaning shall be performed as specified. It is expected that all lobby glass, including doors, revolving doors and windows (to the limit of reach from floor level) shall be spot cleaned inside and out. All handprints, smudges, and soil are to be removed during the performance of this task. If necessary, clean the entire door, revolving door or window to accomplish clean glass.

31. Emergency clean up: The Director of Facilities shall assign, when and where

needed, cleanup duties to the contractor when an emergency occurs. Cleaning tasks may include: dusting, vacuuming, mopping, carpets extraction, restoration, window washing, or other tasks defined in the Task Definitions herein.

32. Trash Removal: Contractor must bag all waste material and place inside

containers provided for that purpose.

33. Replenishable Supplies: The contractor is responsible for the purchase and supply of materials.

34. Hazardous Conditions: Conditions that may be questionable or deemed

Hazardous (i.e., such as burned out lights, loose railings, ceiling tiles, exposed wiring, broken windows, etc.) must be reported by janitorial staff to contract supervisor verbally followed by written notification to Director of Facilities or program manager with date of observation.

B. Equipment and Supplies:

All cleaning equipment needs to be supplied by the cleaning contractor.

LEED-appropriate green products are required to be used. All cleaning products to be used would be managed and supplied by contractor and billed to CRS with copy of invoice and no markup. Please state what disinfectants you use for general use and what disinfectants you use for blood and bodily fluids when circumstances require.

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B.1. Equipment Contractor shall furnish all equipment and supplies:

1. Contractor must utilize cleaning equipment that meets with the approval of the agency requirements. The use of any powdered scouring cleansers is expressly prohibited. A complete listing of equipment and products to be used shall be submitted to the Director of Facilities within 30 days after award of CONTRACT. 2. Contractor shall furnish all power equipment such as floor machines, vacuum systems, carpet cleaning systems, etc. and all other equipment. 3. Contractor’s equipment used in office areas must not exceed the noise level of 68 decibels at 5 feet, which will be less disruptive to office workers (only if cleaning is being done during normal business hours). 4. Contractor must also provide a list of all equipment that includes the following information. (this information should be provided with the proposal):

EQUIPMENT

Type Function/ Purpose Year made Manufacturer Model

Number Make

B.2. Supplies 1. Contractor must supply all cleaners, finishes, etc. for the treatment of various types of flooring and/or carpeting. Use only such materials as are recommended and approved by the Director of Facilities or Program Manager, and the flooring manufacturer. 2. Contractor shall submit a complete list, by brand names and product numbers, of all supplies to be used in fulfilling this CONTRACT and shall submit a Materials Safety Data Sheet (MSDS) prior to starting any work. 3. Contractor shall provide a list of the janitorial supplies that it will utilize for this project, including manufacturer’s name and proposed annual estimated quantities, as follows: (this information should be provided with the proposal):

SUPPLIES Type Function / Purpose Manufacturer Product Quantity

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1.4 General Requirements

1. How many janitors would you assign to the CRS building?

2. How many hours would be worked daily?

3. Do you do drug & alcohol testing of your staff? If yes, when?

4. Do you do criminal background checks?

5. What else do you do to assure the quality of your staff?

6. Do you drill staff on emergency evacuation procedures and client’s security procedures?

7. Describe what type of safety training your staff presently receives?

8. What are your evening communication procedures, when necessary, with your client?

9. Describe your quality control procedures?

10. What reports do you provide regularly regarding your quality control procedures to your client?

11. Have there been any reported labor difficulties? If yes, please explain.

1.5 Roles and Responsibilities

1.5.1 Contractor Staff Roles and Responsibilities A. Personnel

1. Contractor shall be responsible for all administrative functions and resources related to its personnel, including staff recruitment, interviewing, use of electronic equipment (e.g., computers, telephones, etc.).

2. Contractor shall authorize a project-manager to oversee this Contract and provide contact information (that includes contact-availability 24 hours per day, seven days per week, in case of an emergency or in case CRS otherwise needs to contact Contractor outside of the approved, regular schedule).

3. Contractor must provide name of all staff authorized to be in the building and include the contact- telephone number(s) of any supervisor(s) for that staff.

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4. Contractor shall also identify and provide personnel requirements by number and position as well as contact information for all staff employed (including executive staff and management) and shall indicate the specific functions of each assigned individual staff for at least the following positions: a. Project Manager b. Site Supervisor(s) c. Staff providing or implementing service(s) d. Subcontractor(s)

5. Contractor agrees that the agency’s Director of Facilities shall issue final

determination and approval of Contractor staff and suitability for assignment to a specific location. [Issues, problems, or denial of a staff appointment will be addressed with the Contractor's Project Manager.

6. Contractor further agrees that:

a. The CRS reserves the right to approve all personnel for this Contract and to require replacement of any staff determined to be unacceptable at any time during implementation of the project, and that;

b. The facility man may require Contractor to immediately remove any of its staff from the CRS premises; and, that

c. It will assume any and all responsibilities relating to such a removal and, further agrees that,

d. Any Contractor employee so removed may not be placed or relocated to another CRS site.

e. CRS will have the option to have any cleaning staff member removed from our site and replaced at our discretion.

7. Contractor shall be responsible for repair, replacement, or cleanup as

necessary due to the contractor or its staff’s implementation of services under the new Agreement.

STAFF

Name Phone Number Supervisor’s Name Supervisor’s Phone Number

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B. Supervision

Contractor shall provide all supervision as may be necessary to oversee its personnel:

1. The Contractor’s site supervisor or superintendent shall be a qualified and trained person whom, on a full-time basis and is designated in writing, as the Contractor’s representative. Any person who functions as an attendant is not considered a supervisor.

2. Contractor shall exercise all supervisory control and general control over all

day-to-day operations of his/her employees, including control over all workers duties’. At the conclusion of each service, the Contractor shall inspect the facility for completion and performance quality of the required services. The Contractor shall also be responsible for payment of all wages to employees, taxes and fringe benefits, sick leave, pension benefits, vacations, medical benefits, life insurance, or unemployment compensation or the like. The Contractor shall discipline his/her employees, as needed including terminating and hiring.

3. Contractor must maintain a secure environment while servicing the facility. The

Contractor shall comply with all security regulations and special working conditions as required by the agency: a. No one is allowed into the facility other than those individuals

responsible for performing services. b. Failure to maintain a secure environment and set the security alarm

(where applicable) will result in issuance of a complaint and possible cancellation of the Contract.

c. Any cost incurred from security service or local police for false alarms caused by failure of the Contractor to properly set the security alarm will be the responsibility of the Contractor.

4. The Director of Facilities or Senior Director may require the Contractor to

immediately remove any employee(s) from the agency's premises for just cause. The Contractor will assume any and all responsibilities relating to this removal. Any employee so removed will not be permitted to work at another CRS site.

5. The Director of Facilities and/or Senior Director shall make final determination

of a Contractor’s employee’s suitability for assignment to a specific location. Problems of this nature will be addressed with the Contractor's management.

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C. Contracting Personnel Conduct:

1. Contractor hereby AGREES that its employees, subcontractor personnel, and all other individuals Contractor permits on CRS property, for purposes of implementing this Agreement, shall be subject to the rules and guidelines established by CRS, as well as subject to the respective departmental policies and procedures relating to each site location.

2. Further, Contractor AGREES that its employees, subcontractor

personnel, and all other individuals Contractor permitted on CRS property, for purposes of implementing this Agreement, shall:

a. Wear a badge in plain view indicating the employee's name and

company name in letters that is visible. b. Wear clean and neat clothing or uniforms, supplied by the Contractor,

always while working. c. Report potentially hazardous conditions and items in need of

repair including office lighting, emergency and exit lights, plumbing and water cooler problems, etc., to the contracted maintenance company email address at [email protected].

d. Report immediately and turnover all lost and found articles recovered to the site manager.

e. Not bring or meet personal visitors (i.e., children, relatives, etc.) at the location-site.

f. Not consume food or beverages in public view while on duty. g. Not consume alcoholic beverages nor use narcotics while on duty nor

be under the influence when reporting for duty. h. Not receive or initiate personal telephone calls from CRS owned or

operated telephones or other communication equipment. i. Not play radios or other sound equipment while business practices are in

operation. j. Not fraternize with agency staff, clients, tenants, or visitors to the building

nor unnecessarily disrupt tenants from their work while performing their contractual duties.

k. Secure facility (i.e., turn-off lights, etc.), as applicable and required, after cleaning is completed in an assigned area.

1.6 Contract Implementation Period / Transition / Orientation

The Director of Facilities will administer the contract on a day-to-day basis during the term of impending contract.

A. Before commencement of work by a new contractor, the Director of Facilities will:

1. Schedule a meeting with the Contractor to walk-through the facilities to

identify where closets are located, water sources, alarms, and any other information or specifics related to the building or location that is needed to implement the services described in this Agreement;

mailto:[email protected]

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2. Exchange emergency telephone numbers where the Contractor can be

reached day or night and where you can be reached;

3. Review and approve a list of Contractor’s cleaning supplies and Material Safety Data Sheets (MSDS) from Contractor (which may also include personally inspecting or verifying the products);

4. Inspect and verify Contractor’s Equipment is in good operating condition;

Note that: a. Equipment with worn or damaged electrical cords is unacceptable and

pose a risk to CRS properties; b. Household grade equipment is unacceptable; c. A motor driven, commercial grade vacuum with HEPA filtered

exhaust, or other equipment that meets these standards, is exclusively recommended for use in all carpeted areas where water and/or snow does not present a problem at CRS facilities.

5. Issue written approval of a final schedule for delivery of all basic services and for delivery of all periodic services to be provided (including window cleaning services), per the Location Specifications;

6. Establish a schedule for routine or schedule face-to-face meetings on site

with site managers (especially within first 6 months);

7. Provide keys to the building and any security clearances or other information to the Contractor as may be required for its staff to begin delivering services.

8. Issue written approval of Contractor’s Final Work Plan.

B. Once contractor begins providing service:

1. Walk-through meetings will be held with CRS once a month, preferably in the

morning with high ranking official of company.

2. Daily meetings with on-site supervisor of company will meet with the facilities manager or director.

3. Daily log will be left on the facilities manager’s desk listing any issues or a

comment that says, “no issues”.

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1.7 Project Plan

1.7.1 Project Plan Management

A. For each location, a project work plan for managing implementation of the

services shall be specified and submitted to the Director of Facilities for review and approval.

B. Project management plan shall identify methods, tools and processes

proposed to oversee the project, address issues and changes as may arise, and keep the appropriate parties apprised of progress.

C. Contractor will carry out this project under the direction and control of the

Site Manager, Senior Director or Director of Facilities.

D. Contractor shall meet with the Director of Facilities and other CRS Site Managers, on a basis to be established by Director of Facilities and Contractor, but shall meet quarterly, at a minimum, for the purpose of reviewing progress and providing necessary guidance to the Contractor in solving problems that arise, and to continuously communicate with the agency/departmental project-lead.

E. Contractor’s Work Plan, which must be approved prior to commencement of

work, must include the following:

1. Equipment List - indicating description, age, manufacturer, model and serial number of each piece. All equipment must be in the Contractor’s

possession, available for use and fully operational, prior to Contract award.

2. Schedule of Operations - personnel expected to complete work on the Contract. 3. Name(s) of supervisors – 24-hour contact telephone numbers and best contact times 4. Equipment failure WILL NOT constitute an acceptable reason for failure to provide service. Adjustments to providing this service, including any weather-related deviations, must be approved by the Director of Facilities or designated representative. 5. Proof of Insurance as defined in the Standard Terms and Conditions attached to this document must be provided to the Director of Facilities prior to Contract award. 6. Any misrepresentation by the Contractor of its ability to perform the work

described in this RFP will be grounds for immediate termination. In such case, the Contract will be awarded to the next

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F. Annual Service Review and Progress Meeting

1. The Director of Facilities may request an audit of the services provided each year under the specifications, terms, and conditions of the Contract. The audit will be a joint activity of the Contracting Agency and CRS.

2. An unsatisfactory audit may result in cancellation of the Contract under

the terms of the Cancellation Clause in the Contract. Further, should the Contract be cancelled for cause, the Contractor so cancelled will not be allowed to participate in request(s) for continuation of this service.

3. The audit will consist of an evaluation of the total service quality,

including responsiveness, timeliness of required reporting, and any other specifics as required under the terms of the Contract.

4. Should the Contractor desire, a meeting will be arranged between all

concerned parties within 10 calendar days of the date the Contractor received, or could have reasonably been expected to receive, his/her copy of the audit. This meeting will provide an opportunity for the Contractor to present his/her reactions to audit recommendations.

Article 2, Terms and Conditions 2.1 Contract Structure and Term 2.1.1 Contract Term The contract is for a period: 1 year with 4 annual renewal options

2.1.2 Invoicing and Payment Terms: Submission of invoices by vendor will be submitted after goods or services have been delivered. Invoices will be submitted on a monthly basis. Payment will be net 30 days. Currency is to be USD. 2.2 Contract Management

Contractor Personnel Qualifications: All persons assigned by Contractor to the performance of Services under the Contract must be employees of Contractor or its majority-owned (directly or indirectly, at any tier) subcontractors and must be fully qualified to perform the work assigned to them. Contractor must include a similar provision in any subcontract entered with a Subcontractor. For the purposes of the Contract, independent contractors engaged by Contractor solely in a staff augmentation role must be treated by CRS as if they were employees of Contractor for the Contract only; however, CRS understands that the relationship between Contractor and Subcontractor is an independent contractor relationship.

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2.3 Subcontracting by Contractor 2.3.1 Contractor Full Responsibility Contractor shall have full responsibility for the successful performance and completion of all of the Services and Deliverables. CRS will consider Contractor to be the sole point of contact with regard to all contractual matters under the Contract, including payment of any and all charges for Services and Deliverables. No subcontractors should be used without prior approval from CRS.

2.4 Security

2.4.1 Background Checks It is the responsibility of the contractor to provide background check information to CRS of any employees that will be used on any of the assigned sites. Any persons with any child related offenses, sexually related offenses, violent crime, grand theft or burglary offenses in the last 10 years will be disqualified to work on any CRS properties. The cost of the background checks are solely the responsibility of the contractor. 2.5 Insurance

2.5.1 Liability Insurance The Contractor must provide proof of insurance coverage. The insurance must protect the CRS from claims which may arise out of or result from the Contractor’s performance of services under the terms of the Contract, whether the services are performed by the Contractor, or by any subcontractor, or by anyone directly or indirectly employed by any of them, or by anyone for whose acts they may be liable. The Contractor waives all rights against CRS, its departments, divisions, agencies, offices, commissions, officers, employees and agents for recovery of damages to the extent these damages are covered by the insurance policies the Contractor is required to maintain under the Contract.

a. Professional Liability, Errors & Omissions as $1,000,000 per occurrence

b. Commercial General Liability at $1,000,000 per Occurrence: $2,000,000 Aggregate

c. Worker’s Compensation, minimum Statutory requirement 2.5.2 Subcontractor Insurance Coverage Except where the CRS has approved in writing a Contractor subcontract with other insurance provisions, Contractor must require all of its Subcontractors under the Contract to purchase and maintain the insurance coverage as described in this Section for the Contractor in connection with the performance of work by those Subcontractors. Alternatively, Contractor may include any Subcontractors under Contractor’s insurance on the coverage required in this Section. Subcontractor(s) must fully comply with the insurance coverage required in this Section. Failure of

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Subcontractor(s) to comply with insurance requirements does not limit Contractor’s liability or responsibility.

2.5.3 Certificates of Insurance and Other Requirements Contractor must furnish to the Director of Facilities, certificate(s) of insurance verifying insurance coverage or providing satisfactory evidence of self-insurance as required in this Section (the “Certificates”). All Certificate(s) are to be prepared and submitted by the Insurance Provider. All Certificate(s) must contain a provision indicating that coverages afforded under the policies WILL NOT BE CANCELLED, MATERIALLY CHANGED, OR NOT RENEWED without 30 days prior written notice, except for 10 days for non-payment of premium, having been given to CRS. Before the Contract is signed, and not less than 20 days before the insurance expiration date every year thereafter, the Contractor must provide evidence that CRS and its agents, officers and employees are listed as additional insureds under each commercial general liability and commercial automobile liability policy.

The Contractor must maintain all required insurance coverage throughout the term of the Contract and any extensions and, in the case of claims-made Commercial General Liability policies, must secure tail coverage for at least three years following the expiration or termination for any reason of the Contract. The minimum limits of coverage specified above are not intended, and must not be construed, to limit any liability or indemnity of Contractor under the Contract to any indemnified party or other persons. Contractor is responsible for all deductibles with regard to the insurance.

2.6 Indemnification

2.6.1 General Indemnification To the extent permitted by law, the Contractor must indemnify, defend and hold harmless CRS from liability, including all claims and losses, and all related costs and expenses (including reasonable attorneys’ fees and costs of investigation, litigation, settlement, judgments, interest and penalties), accruing or resulting to any person, firm or corporation that may be injured or damaged by the Contractor in the performance of the Contract and that are attributable to the negligence or tortious acts of the Contractor or any of its Subcontractors, or by anyone else for whose acts any of them may be liable.

2.6.2 Employee Indemnification In any claims against the CRS, its departments, divisions, agencies, sections, officers, employees and agents, by any employee of the Contractor or any of its Subcontractors, the indemnification obligation under the Contract must not be limited in any way by the amount or type of damages, compensation or benefits payable by or for the Contractor or any of its Subcontractors under worker’s disability compensation acts, disability benefit acts or other employee benefit acts. This indemnification clause is intended to be comprehensive. Any overlap in provisions, or the fact that greater specificity is provided as to some categories of risk is not intended to limit the scope of indemnification under any other provisions.

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2.7 Termination/Cancellation

2.7.1 Termination for Cause CRS may terminate the Contract, for cause, by notifying the Contractor in writing, if the Contractor breaches any of its material duties or obligations under the Contract (including a Chronic Failure to meet any requirements herein). 2.7.2 Termination for Convenience CRS may terminate the Contract for its convenience, in whole or part, if it determined that a termination is in the CRS’s best interest. Reasons for the termination must be left to the sole discretion of CRS and may include, but not necessarily be limited to

CRS no longer needs the Services or products specified in the Contract, (b) relocation of office, program changes, changes in laws, rules, or regulations make implementation of the Services no longer practical or feasible, (c) unacceptable prices for Additional Services or New Work requested by CRS, or (d) falsification or misrepresentation, by inclusion or non-inclusion, of information material to a response to any RFP issued by CRS. CRS may terminate the Contract for its convenience, in whole or in part, by giving Contractor written notice at least 30 days before the date of termination. If CRS chooses to terminate the Contract in part, the charges payable under the Contract may be re-negotiated by CRS and the contractor. Services and related provisions of the Contract that are terminated for any cause must cease on the effective date of the termination. 2.7.3 Rights and Obligations upon Termination If CRS terminates the Contract for any reason, the Contractor must (a) stop all work as specified in the notice of termination, (b) take any action that may be necessary, or that the CRS may direct, for preservation and protection of Deliverables or other property derived or resulting from the Contract that may be in Contractor’s possession, (c) return all materials and property provided directly or indirectly to Contractor by any entity, agent or employee of CRS.

2.7.4 Termination by Contractor The Contractor may terminate the Contract if CRS (a) materially breaches its obligation to pay the Contractor undisputed amounts due and owing under the Contract, (b) breaches its other obligations under the Contract to an extent that makes it impossible or commercially impractical for the Contractor to perform the Services.

2.8 Transition Responsibilities 2.8.1 Contractor Transition Responsibilities If the CRS terminates the Contract, for convenience or cause, or if the Contract is otherwise dissolved, voided, rescinded, nullified, expires or rendered unenforceable, the Contractor agrees to comply with direction provided by the CRS to assist in the orderly transition of equipment, keys, services, software, etc. CRS or a third party designated by CRS. If the Contract expires or terminates, the Contractor agrees to make all reasonable efforts to affect an orderly transition of services within a reasonable period of time that in no event will exceed 24 hours.

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2.8.2 Contractor Personnel Transition The Contractor must work with the CRS, or a specified third party, to develop a transition plan setting forth the specific tasks and schedule to be accomplished by the parties, to affect an orderly transition. 2.9 Stop Work

Stop Work Orders CRS may, at any time, by written stop work order to Contractor, require that Contractor stop all, or any part, of the work called for by the Contract. Article 3. Required Bidder Information Bidders must provide the following required information. Bids must be signed by an authorized representative of the bidder.

3.1 Bidder and Company Information

Bidder Response:

Company Name: Address: City, State, Zip: Phone: Email Address: Web Page: Business Structure: (e.g. LLC, C Corp, S Corp and General Corporation

3.2 Prior Experience/Brief Background Brief background of the company and indicate the prior experience of your firm. Include sufficient details to demonstrate the relevance of this experience to the size and scope of the locations that you are bidding. 3.3 Successful and Unsuccessful Performance

Indicate in a summary a successful and unsuccessful performance you have had with any of your clients. See Annex i.

Article 4 – Bid Process and Evaluation Criteria 4.1 Introduction

4.1.1 Pre-Bid Meetings A mandatory pre-bid meeting will be held on [DATE, TIME AND ADDRESS.] The purpose of this meeting will be to discuss with prospective bidders the work to be performed and to allow them to ask questions arising from their review of the RFP.

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4.1.2 Site Visit A mandatory Site Visit will be held on [DATE, TIME AND ADDRESS.] The purpose of the visit is to check all the details, have a better understanding and visualization of the scope of work to better understand any aspect of the service to bid on. 4.1.3 Questions & Answer

CRS will allow for questions to be submitted via email if further clarification is required so that there is a clear and concise understanding of the requirements. All questions should be submitted to the Contact who is the sole point of contact for the RFP and questions will be answered to all the participating bidders according to the date indicated in the timeline on the cover page. Any communication outside of this process may result in disqualification and/or debarment. 4.2 Award Process

4.2.1 Method of Evaluation Each bid will be evaluated by CRS and awarded to the contractor that provides the most cost-effective bid that meets or exceeds the requirements of this RFP. Ultimately, the award will be given to the contractor who provides the services that is in the best interest of CRS. 4.2.2 Evaluation Criteria The following chart represents an idea of how the RFP will be scored:

Weight 1. Proposed Price (Commercial/Cost/Competitiveness) 40 2. Technical (Capability and Resources) 25 3. Quality Assurance/Customer Service (Customer Care and Continuous

Improvement). 25

4. Location Work Plan

5 5. Bidder Information, Background, Successful and Unsuccessful

Performance 5

TOTAL: 100 4.2.3 Award Recommendation The award recommendation will be made to the responsive and responsible bidder who offers the best value to CRS. Bidders are cautioned to propose the best possible offer at the outset of the process, as there is no guarantee that any bidder will be allowed an opportunity to submit a Best and Final Offer.

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4.3 Proposal Details 4.3.1 Complete Proposal To be considered, each Bidder must submit a COMPLETE proposal in response to this RFP. Each proposal should be prepared simply and economically, providing a straight forward, concise description of the Bidder’s ability to meet the requirements of the RFP. Prices and notations must be clearly typed or in ink. The following information must be included in all proposals. Bidders must respond to all sections of the RFP. Failure to respond to every section in each Article could result in disqualification from the bidding process.

a. Statement/Scope of Work – Bidder must provide bid based on the worked listed under the scope. This is addressed by completing the itemized Bid Response form, which should indicate for all elements (labor, equipment and supplies) to complete the work described in the scope of work section. (See Annex a.)

b. Reply to General Requirements. (See Annex b.) c. Equipment. (See Annex c.) d. Supplies. (See Annex d.) e. Terms and Conditions – Bidder must include a statement simply agreeing

to the Terms and Conditions contained in this Article. (See Annex e.) f. Certifications, Insurance Certifications, – Bidder must respond to each

section. (See Annex f.) g. Include proof of financial capacity, (i.e., P&L statement, Cashflow,

Balance Sheet, Bank Letter) and total number of employees in the company. (See Annex g.)

h. Business Client References - Bidder must list three references (including name, phone, email and address). List two of its clients where a similar scope of services is provided and list one client whom you recently lost. (See Annex h.) i. Required Bidder Information. (See Annex i.)

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4.4 Submitting Bids and Proposals 4.4.1 Sealed Bid Receipt SEALED BIDS (PROPOSALS) MUST BE RECEIVED AND TIME-STAMPED AT THE CSR PROCUREMENT OFFICE ON THE DUE DATE SPECIFIED ON THE COVER PAGE OF THIS RFP. BIDDERS ARE RESPONSIBLE FOR SUBMITTING THEIR PROPOSALS TO CRS ON TIME.

ONCE A BID IS SUBMITTED, IT CAN NOT BE MODIFIED. PROPOSALS THAT ARE RECEIVED AFTER THE SPECIFIED DUE DATE AND TIME CANNOT BE CONSIDERED UNLESS (a) ALL OTHER BIDS RECEIVED ON TIME DO NOT MEET SPECIFICATIONS, OR (B) NO OTHER BIDS ARE RECEIVED. IF YOU ARE CONSIDERING A LATE SUBMISSION PLEASE REACH OUT TO CRS FOR A DETERMINATION IF A LATE SUBMISSION WILL BE ACCEPTABLE.

Proposals must remain valid for a period of six (6) calendar months following submission (the “Validity Period”). The proposal, if withdrawn during the Validity Period the vendor must notify CRS.

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BID PACKET CHECKLIST

Please submit the full proposal (all annexes stated below) to [email protected] by the Proposal Due Date:____________________________________________________________ ANTICIPATED TIMELINE

Key Milestone: Date and Time Issue Date 01-17-2020; 9:00 a.m. Pre-Bid Meeting (mandatory for vendors) & Site Visits

01-24-2020; 10:00 a.m.

Vendor’s Intention to Bid email submitted to CRS by 01-30-2020; 5: 00 p.m. Questions Due 02-06-2020; 5: 00 p.m.

Respond to Vendor’s clarification questions 02-13-2020; 5: 00 p.m. Proposal Due Date 02-27-2020; 5: 00 p.m. Bid Evaluation 03-05-2020; 5: 00 p.m. Award (Notification) 03-12-2020; 5: 00 p.m. Anticipated Contract Start Date 03-30-2020; 8:00 a.m.

☐ Annex a. Bid Response Form

☐ Annex b. General Requirements

☐ Annex c. Equipment

☐ Annex d. Supplies

☐ Annex e. Terms and Conditions (Place on Company Letterhead)

☐ Annex f. Certifications

☐ Annex g. Financial Statements

☐ Annex h. Business Client References ☐ Annex i. Bidder information

mailto:[email protected]

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ANNEX a

BID RESPONSE FORM

Submitted by (Name): Company Name: Address: Phone:_________________Fax_______________ Email:____________________________ ===================================================================== The undersigned hereby submits the following proposal for the CRS janitorial services.

Items # of units Cost x unit Total Cost

Authorized By:

Authorized Name (Printed): _________________Title: ____________________

Authorized Signature: ____________________ _ Date: ___________________

Witness: _____________________________ Date: ________________

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ANNEX b

GENERAL REQUIREMENTS

Submitted by (Name): _____________________

Company Name: _____________________

GENERAL REQUIREMENTS: (Please insert your responses within questions 1 through 11 below. The pages will expand as needed to fit your responses.)

1. How many janitors would you assign to the CRS building?

2. How many hours would be worked daily?

3. Do you do drug & alcohol testing of your staff? If yes, when?

4. Do you do criminal background checks?

5. What else do you do to assure the quality of your staff?

6. Do you drill staff on emergency evacuation procedures and client’s security procedures?

7. Describe what type of safety training your staff presently receives?

8. What are your evening communication procedures, when necessary, with your client?

9. Describe your quality control procedures?

10. What reports do you provide regularly regarding your quality control procedures to your client?

11. Have there been any reported labor difficulties? If yes, please explain.

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ANNEX c

EQUIPMENT


Company Name: _____________________

EQUIPMENT

Type Function/Purpose Year Made Manufacturer Model Number Make

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ANNEX d

SUPPLIES


Company Name: _____________________

SUPPLIES Type Function/Purpose Manufacturer Product Quantity

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ANNEX e

TERMS and CONDITIONS

**Please provide on company letterhead**

I _______________ in representation of ______________ hereby accept and agree to (authorized name) (company name)

the terms and conditions of this Request for Proposal for the Janitorial Services to be carried out

for Catholic Relief Service, located in Baltimore, Maryland, if awarded the contract.

Signed:

Name:

Date:

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ANNEX f

CERTIFICATIONS


Company Name: _____________________

Documents to submit (if applicable): Please separately attach all applicable documents and label them as “Annex f Certificate of Insurance,” “Annex f Quality Certifications,” “Annex f Industry Certifications,” and “Annex f Safety Certifications,” respectively. Please check the boxes below for documents you are including with this proposal.

☐ Certificate of Insurance (Mandatory)

☐ Quality Certifications (Optional) ☐ Industry Certifications (Optional)

☐ Safety Certifications (Optional)

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ANNEX g

FINANCIAL STATEMENTS &

TOTAL NUMBER OF EMPLOYEES


Company Name: _____________________

A. Documents to submit for the last annual period or fiscal year (Please submit all the requested documents.)

☐ Income Sheet or Profit & Loss Statement ☐ Cashflow Statement ☐ Balance Sheet ☐ Bank Letter (indicating years as a client, type of accounts)

B. Number of employees in the company

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ANNEX h

BUSINESS CLIENT REFERENCES


Company Name: _____________________

List three references

Two clients where a similar scope of services is provided.

One client whom you recently lost.

Client 1

Name: Phone: Email: Mailing Address: Client 2

Name: Phone: Email: Mailing Address:

Lost Client

Name: Phone: Email: Mailing Address:

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ANNEX i BIDDER INFORMATION

Submitted by (Name): _____________________ Company Name: _____________________

Bidder Response:

Company Name: Address: City, State, Zip: Phone: Email Address: Web Page: Business Structure: (e.g. LLC, C Corp, S Corp and General Corporation

Bidder Response: (Please insert your responses within questions A through E below. The pages will expand as needed to fit your responses.)

A. Prior Experience/Brief Background: Provide brief background of the company and indicate the prior experience of the company. (Explanation should contain 250 to 500 words.)

B. Successful Performance: Please describe a successful performance for a client.

(Explanation should contain approximately 250 words.) C. Unsuccessful Performance: Please describe an unsuccessful performance for a client.

(Explanation should contain approximately 250 words.)

D. Quality Assurance/Customer Service: How do you verify staff does the work adequately for delivery of the service? How do you evaluate performance and corrective actions? What is your plan for addressing complaints and achieving customer satisfaction? E. Location Work Plan: Provide a detailed plan on how you intend to service the

contract regarding the following: 1) Transition Phase: How will you ensure a smooth transition from the previous contract

to the new contract? 2) Implementation Phase: What will be the initial setup to start providing the service?

3) Contingency Phase: What are your contingency plans and how do you plan to carry them out if any unforeseen circumstance arise that can cause disruption in the service (e.g., employee absence, equipment failure, supplier run out, weather conditions)?

Janitorial Services RFP - CRS · • Empty sanitary napkin disposal units and disinfect. • Empty...

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