Document Lewiston_doc_e2b11e1392

City of Lewiston Finance Department Norman Beauparlant, Director of Budget/Purchasing 2013-055 Custodial Services at City Owned Buildings September 26, 2013 Sir/Madam: Sealed bids will be received in the office of the Director of Budget/Purchasing on Tuesday, October 15, 2013 until 2:00 p.m. at which time they will be publicly opened and read aloud on the enclosed specifications for Custodial Services for City Owned Buildings. There will be a Mandatory Pre-Bid Conference on Tuesday, October 8, 2013, at 10:00 a.m. in the 3 rd Floor Conference Room in City Hall. The Finance Committee reserves the right to accept or reject any and all proposals. Please use a clearly marked envelope with the bid name and number when submitting your bid. Only sealed bids will be accepted. Faxed bids will not be considered. Sincerely, Norman J. Beauparlant Director of Budget/Purchasing NJB/syt ---PAGE BREAK--- CITY OF LEWISTON, MAINE DEPARTMENT OF PUBLIC WORKS CUSTODIAL SERVICES @ CITY OWNED BUILDINGS BID 2013-055 MANDATORY PRE-BID: October 8, 2013 @ 10:00 A BID DAT E: October 15, 2013 @ 2:00 P.M. The City of Lewiston is accepting bid proposals from commercial cleaning service firms, in business and providing cleaning services continuously for the last two years, for work to be performed at Lewiston City Owned Buildings. The term of this agreement will be for two years, beginning November 1, 2013 and ending on June 30, 2015, with the provision to extend the contract by one year through June 30, 2016 at the option of the City. All firms interested in submitting a proposal are required to attend a Mandatory Pre-Proposal Conference which will be held on Thursday, October 8, 2013 at 10:00 a.m. in the 3 rd Floor Conference Room at City Hall, 27 Pine Street, Lewiston, Maine. A tour of the work site will be conducted in order for firms to familiarize themselves with all existing conditions. Only those firms represented at this conference will be allowed to submit bid proposals. SUBMISSION REQUIREMENTS: Firms that wish to be considered by the City must submit a proposal that shall include all requested data, including the attached questionnaire, to the Director of Budget/Purchasing, City Hall, Lewiston, Maine 04240, until 2:00 p.m. on Tuesday, October 15, 2013, when they will be publicly opened and read aloud. It is the bidder’s sole responsibility to ensure that his/her proposal is submitted to the Director of Budget/Purchasing prior to the time on the date specified. Late proposals will not be opened and will be rejected unopened regardless of degree of lateness or the reason thereto, including causes beyond the control of the bidder. The bid has been divided into five parts. These are Basic Cleaning Services, Additional Cleaning Services, Carpet Extraction, Floor Strip & Wax/Refinish and Number Of Hours To Be Used Per Scheduled Cleaning Day At Each Building. The work under Part One: “Basic Cleaning Services” includes, but is not limited to, dusting, cleaning plumbing fixtures & dispensers, sweeping, vacuuming, spot cleaning, damp mopping, metal cleaning, emptying waste & recycling receptacles, cleaning of mats, furniture, stall partitions, interior glass. The work under Part Two: “Additional Cleaning Services” involves services that may be required on an as needed basis, this may include, but are not limited to, cleaning of light fixtures, dusting or washing window blinds or shades, high level dusting, wall washing including doors and baseboards, washing of heat registers and radiators. Machine scrubbing hard surface floors. The work under Part Three: “Carpet Extraction” involves cleaning carpets of imbedded and surface dirt and spots. The work under Part Four: “Floor Strip/Refinish” involves removal or stripping of all finish to the flooring material followed by rinsing and then the application of a minimum of five coats of floor finish. 1 ---PAGE BREAK--- Part Five: Number of Hours to Be Used Per Scheduled Cleaning Day at Each Building for Basic Cleaning As Proposed In Part 1 The bidder shall note that he/she may bid all items in the bid or on selected individual items. The bid will be awarded by the City in the manner that best meets the needs of the City. This may involve the award of all Parts to one bidder, the award of each Part individually, the award by Part on a building by building basis or in another manner as determined by the City. If firms propose to subcontract any portion of the services which are the subject of this request, the firm shall disclose the service and the subcontractor’s name and address in its bid proposal and provide the same information for each subcontractor as that required for the contractor. EVALUATION OF PROPOSALS: Firms must describe in detail their proposed service program, including hours of work, method of supervision, equipment, dusting schedule for each building, extra services, etc., as part of the bid proposal package. Questionnaires and supportive data received in responses to this request will be reviewed by a Selection Review Committee. Responses will be rated by the Selection Committee utilizing the following criteria: • Proposed Fees; • Methods of Supervision & Management; • Experience of Firm (including Financial References); • Previous performance history with the City of Lewiston; • Client Reference Checks; and • Proposed hours of work at each facility, each scheduled day. Interviews may be conducted with any firm to clarify submittal material. The City reserves the right to negotiate with the selected firm as to the terms of a contract, including, but not limited to, the scope of services and price, whether or not those bid proposals are the lowest cost to the City. All negotiations are intended to lead to a binding contract. BOND AND INSURANCE REQUIREMENTS: CLAIMS: The City of Lewiston will not be held responsible for any damages or injuries arising out of any snow removal activity for the City. Any related claim will be referred to the Contractor. The contractor may wish to make personal restoration within a reasonable amount of time at the property owner’s satisfaction or process a claim with their insurance carrier. INSURANCE: The Contractor shall furnish proof of coverage with adequate insurance of the types and to the limits specified below naming the City of Lewiston as additional insured. Certificate of such insurance shall be filed with the Director of Budget/Purchasing at the time of contract signing. 2 ---PAGE BREAK--- WORKERS’ COMPENSATION: Workers’ Compensation, coverage with Statutory Limits and Employers Liability for all employees with limits of $400,000 per incident; and in case any work is sublet, the Contractor shall require the sub-contractor similarly to provide coverage for the latter’s employees unless such employees are covered by the protection afforded the Contractor. AUTOMOTIVE LIABILITY INSURANCE: Automotive Liability insurance with minimum limits of liability for bodily injury in the amount of $400,000 for each occurrence and minimum limits of liability for property damage in the amount of $50,000/$100,000 aggregate. GENERAL LIABILITY INSURANCE: General Liability insurance with minimum limits of liability for bodily injury in the amount of $500,000 for each occurrence and minimum limits of liability for property damage in the amount of $50,000/$100,000 aggregate, or a combined single limit of $500,000 for each occurrence, including completed operations shall be required. The Contractor and all its subcontractors shall be required to obtain and maintain a fifty thousand ($50,000) dollar Business Service Fidelity Bond protecting the City against loss, damage or theft of City property. The selected cleaning firm and all its subcontractors shall indemnify and hold harmless the City, its officers, agents and employees from and against all losses, costs of damages caused by his/her acts or those of his/her agents. The City disclaims any and all responsibility for injury to contractors, their agents or to others while examining the job site or at any other time. GENERAL REQUIREMENTS: The contractor must have a minimum of three years experience with all aspects of the specified project. The fees quoted by the vendor shall be those to furnish ALL the labor, equipment, supplies and supervision to satisfactorily perform the services on which they are submitting proposals as they are explicitly described herein. The contractor shall provide the cleaning supplies, paper products, trash can liners and hand cleaning soap which shall be equal to or superior in quality to those currently used by the City and be part of the base yearly bid cost , unless otherwise specified in this document. The City will provide storage space for the contracted vendor’s cleaning equipment and supplies that are to be used in the cleaning of the building ONLY. The contractor and its employees shall follow all reasonable and manufacturer’s recommended safety procedures in the use and the storage of all cleaning agents and must be in compliance with applicable OSHA regulations. The selected firm shall respond immediately to all inquiries and post required material safety sheets for products used in the City buildings. The MSDS shall be made available in the storage areas designated. 3 ---PAGE BREAK--- Employees shall wear clean and tidy work clothes which identify themselves as an employee of the contractor, or a badge that makes this identification visible. All employees assigned by the Contractor shall be fully capable, experienced and trained in the work they are employed to perform. They shall be physically able to do their work and be free from communicable diseases. The selected contractor shall submit a list of personnel, including maiden names, driver’s license number, address and phone numbers engaged in work specified herein, and/or having access to any City buildings. The City of Lewiston will conduct criminal background checks on these individuals. The background check results must be reviewed by the Director of Public Works or his/her designee before any Contractor’s personnel enter any City facility. The City of Lewiston reserves the right to approve/deny any of the Contractor’s employees, based upon the results of the background checks. This policy will be strictly enforced. The Contractor shall notify the City 48 hours in advance of all changes in personnel requiring background checks and City approval/denial. The selected Contractor(s) shall periodically provide a list of employee assigned to each building and update that list upon any changes to Contractor personnel. Names and numbers of any Contractor supervisor shall be submitted so that they might be contacted in case of any emergency. The City reserves the right to immediately remove the Contractor’s employees from the work site if, in its judgment, they are damaging or misusing City property, working under the influence of drugs or alcohol, or otherwise causing harm. Contractor’s employees ARE NOT to disturb papers on desks, open desk or file drawers and computers, disturb or attempt to use office telephones for their private use. There is no smoking in the buildings included in this bid. The contractor must maintain a level of staff sufficient to meet the level of standards and services set forth in this request. Notify Building Superintendent advising of any irregularities noted during service. defective plumbing fixtures, door left unlocked, burnt out light bulbs, shortages of restroom supplies, etc.) Turn off all lights except those required to be left on. Close windows left open, and lock all doors required to be locked. Arm alarm if required. Make entries in communications log. Firms should be aware that there may be a City custodian or maintenance worker assigned to the building(s) some or all of the time and this worker’s duties will be coordinated with those of the contractor. All building entry and office keys provided to the contracted firm will be maintained and accounted for by the firm. In the event of their loss or theft, the vendor is to notify the City immediately. In the event of such loss or theft, the City reserves the right, at its sole discretion, to immediately replace the entire existing lock system and re-keying the entire affected building, solely at the contractor’s expense. No keys shall be duplicated. Cleaning personnel shall not leave entrance doors unlocked or open when cleaning, unless there is a meeting. Cleaning personnel shall never leave offices unlocked. 4 ---PAGE BREAK--- A Contractor’s representative shall be made available to attend periodic contract review meetings at the request of the Director of Public Works or his designee. The Contractor will establish a procedure by which requests and complaints of building tenants will be forwarded to the Building Maintenance Superintendent. Emergency conditions brought about by plumbing, electrical, mechanical and/or other failures shall be addressed by the contractor’s employees. The employees shall be diverted from their regular assignments to temporarily address the issue as required, such as unclogging of bathroom fixtures and/or clean up such as leaks as a result of rain, snow, pipe leaks, and ice. Any failures shall be reported to the Building Maintenance Superintendent or his/her designee. No additional charges shall be made for diversions unless extra labor is required to meet normal assignments. The Building Maintenance Superintendent or his/her designee, will periodically inspect the building before it reopens on the next business day. Should the quality of work not meet the listed standards to a reasonable degree, the Contractor will be notified and will be expected to correct any problems to the satisfaction of the Building Maintenance Superintendent by the next business day. If the contractor fails to meet the frequency requirements of listed standards of duties performed, to a reasonable degree, on a recurring or prolonged basis, the City may at their discretion withhold, in full or in part, payment for services on those given days or terminate the Contractor for cause given. The City may terminate the contract immediately for cause upon notice, in writing, to the contractor, or for convenience upon not less than fourteen (14) days prior written notice to the contractor. If terminated for conveniences, the contractor shall be entitled to payment for any and all services rendered under the ensuing agreement to the time of receipt of said notice. If terminated for cause, the contractor shall not be entitled to any partial payment nor shall he/she be relieved of liability to the City for any damages sustained by the City, and the City may withhold payment for the purpose of partial set-off against such damages until such time as the exact amount of damages due the City is determined. Although it is the City’s intention to use the services of the selected firm for a majority of the custodial assignments, the City reserves the right to use other firms for certain assignments. The City of Lewiston, Maine reserves the right to accept any proposal or portions thereof. The City reserves the right to waive any informalities in proposals, to accept any proposal and reject any or all proposals, should it be deemed for the best interest of the City to do so. There will be no exceptions unless authorized by the Buildings Director or designee. The City of Lewiston reserves the right to modify the amount of area to be cleaned/services. Rates to be modified by prorating per square foot to the percentage of increase or decrease of total square feet. 5 ---PAGE BREAK--- Work at the various City of Lewiston facilities under this contract shall be started at the beginning time and performed by the contractor during the times as follows: • City Hall 4:30 p.m. to 10:30 p.m. Monday through Friday • Public Works/Water 6:30 a.m. to 3:00 p.m. Monday through Friday • Solid Waste Facility 8:00 a.m. to 2:00 p.m. Monday and Thursday NOTE: Due to services being performed during normal business hours at City Hall, Library, Public Works/Water and Police Department, vacuum cleaners shall not exceed 80 decibels. This proposal includes a base bid to provide basic cleaning services, additional cleaning services, carpet extraction, and strip and refinishing services (including cleaning supplies, paper products and hand soap) to all buildings as described in this request. It is the City’s intent to have basic cleaning services performed at Public Works/Water, Solid Waste Facility and City Hall. Additional cleaning services, carpet extraction, stripping and refinishing of VCT floors at these buildings will be at the discretion of the Building Superintendent. The bid proposal requests prices for three years with the third year at the City’s option. The first two years runs from November 1, 2013 through June 30, 2015 and the third year, which is at the City’s option, runs from July 1, 2015 to June 30, 2016. The City will notify the contractor, in writing, at least 30 days prior to the end of year two, if it wishes to renew for the third year. Please note that the City will need a building by building breakdown for the base bid prior to paying the first bill in order to do internal billing. The Contractor shall submit Solid Waste invoice separate from City Hall and Public Works. Invoices for work shall be submitted to the City individually for each facility by the contractor in triplicate. The contractor shall also include the date(s) of service in which the invoice is reference to including Purchase Order number. The City shall process the bill and make payment within 30 days of receipt of the bill. The bid award by the City of Lewiston will be made within 45 days of the bid opening and shall follow the procedures outlined in the City’s Purchasing Policy. WORK SITE AREAS AND SERVICES REQUIRED: City Building (27 Pine Street): This building is used by the general public and 65 employees. The approximate area to be cleaned is 28,800 square feet. The City Building normally opens at 8:00 a.m. and closes by 4:30 p.m. and the City will secure the building at that time, except when there is a night meeting. If there is a night meeting, the City will secure this designated area(s) of storage after the meeting ends. 6 ---PAGE BREAK--- Cleaning schedule exceptions: The Executive Conference Room, Administration Conference Room, Meeting Room A and Councilor Chambers will have all Daily Basic Cleaning items as listed on page 9 completed once a week from April 1 to October 31 and twice a week from November 1 to March 31. The Weekly Basic Cleaning Services item as listed on page 9 will be completed once a month. Public Works/Water & Sewer (101 & 103 Adams Avenue): These buildings are used by the general public and 100 employees. The approximate area to be cleaned is 13,500 square feet. Note: The City of Lewiston reserves the right to add an area at a later date at an additional cost. The buildings normally open at 6:30 a.m. and close by 5:00 p.m and the City will secure them. The cleaning crew is responsible for securing their designated area(s) of storage when work is completed. Cleaning schedule exceptions: The Engineering Conference, Public Works Conference Rooms, Public Works Garage Parts Storage Area and Public Works Store including bathroom will have all Daily Basic Cleaning Service items as listed on page 9 completed once a week. While the Public Works Training Center will have the same items will be done twice a week. The Weekly Basic Cleaning Services item as listed on page 9 will be completed once a month. Solid Waste Facility (424 River Road): This building is used by the general public and 8 employees. The approximate area to be cleaned if 970 square feet. The building normally opens at 7:00 a.m. and closes at 4:00 p.m. Monday through Friday and Saturdays opens at 8:00 a.m. and closes at 12:00 p.m. The cleaning crew is responsible for securing their designated area(s) of storage when work is completed. Note: The square footage of the areas to be cleaned are approximate and it is the contractor’s responsibility to field verify the actual amount for the purpose of preparing a bid and scheduling work. Included with this bid is a table showing the approximate area to be cleaned in each building and a breakdown of the approximate area that is carpeted. 7 ---PAGE BREAK--- BUILDING SQUARE FOOTAGE (ESTIMATED) Building Total Sq Ft Carpet Sq Ft Hard Surface Sq Ft Solid Waste 890/80 0 890/80 City Hall 24,800/2,900 17,800/2,900 7,000/0 Public Works 6,100/5,200 400/0 5,700/5,200 Water/Sewer 3,400/0 900/0 2,500/0 Total 35,190/8,180 19,100/2,900 16,090/5,280 The first number is the daily cleaning schedule square footage and the second is the exception area square footage. NOTE: The square footage of the areas to be cleaned are approximate and it is the contractor’s responsibility to field verify the actual amount for the purpose of preparing a bid and scheduling work. ESTIMATED USAGE OF PAPER PRODUCTS (cases) Building Toilet Paper Hand Towels Jumbo Regular Jumbo Regular Public Works/Water&Sewer 15 50 Solid Waste 2 12 City Hall 45 36 Specifications as follows: Toilet Paper - 500 - 2 ply sheets per roll 96 rolls per case Paper Towels - 4,000 sheets tri-fold per brick 16 bricks per case Soap - No estimates Jumbo Toilet Paper - 2 ply; 12 rolls per case 8 ---PAGE BREAK--- NOTE: The above figures for each building are estimated usage based on historical records and should be used only as a guideline in determining future usage. The contractor will provide all paper products regardless of usage. No contract adjustments will be made if future usage increases or decreases. FREQUENCY SCHEDULE OF BASIC CLEANING SERVICES Public Works; Water & Sewer; City Hall; and Solid Waste Daily: 1. Empty waste baskets and remove rubbish to designated area. All rubbish will be packaged in leak-proof containers. 2. Clean restrooms and other employee wash areas (including toilets, showers and sinks). Make sure all dispensers are full to minimum 3/4 full. 3. Clean all break rooms. 4. Sweep, dust mop and/or vacuum all non-carpeted floors including chair mats, hallways, elevator and stairs. 5. Vacuum all carpets, rugs and entrance mats. Spot clean carpets as required. 6. Clean all tables, counters, etc. including finger and handprints, smudges, etc. (ie: office, meeting rooms, breakroom, etc) 7. Damp mop all non-carpeted floor areas. 8. Surface clean and disinfect drinking fountains. Daily Schedule Exception: From April 1 to October 31, City Hall damp mopping will be completed on Monday, Wednesday and Friday only. Public Works and Water & Sewer buildings damp mopping shall be completed on Tuesday and Thursday only. Schedule once per week: 1. Empty recycling receptacles to designated area. 2. Clean office furniture not including personal desks. 3. Clean hand marks from countertops, desktops and other horizontal surfaces. 4. Remove all entrance floor mats and clean floor area. (Replace mats when finished.) 5. Clean customer service windows and other interior glass. 6. Clean and disinfect all elevator walls, call buttons, etc. 7. Clean interior/exterior entrance glass to doorways. 8. Remove cobwebs from ceilings, corners and walls. 9. Spot clean walls to remove finger and hand prints, dirt, stains, etc. 10. Dust partitions, ledges, low moldings, windowsills, etc. ADDITIONAL CLEANING SERVICES FOR ALL BUILDINGS Additional Cleaning Services include, but are not limited to high level dusting, cleaning of light fixtures, dusting or washing window blinds, wall washing including doors and baseboards, washing of heat registers and radiators. Machine scrubbing hard surface floors is also included. These duties will be requested when they are deemed “as needed” by the Building Superintendent. 9 ---PAGE BREAK--- An hourly rate and per square foot cost will be requested for all items inclusive of machine scrubbing hard surface floors. Some of the above mentioned items will be listed under the standards section. Any items not listed under the standards section are expected to meet or exceed the industry standard in quality. CARPET EXTRACTION AND FLOOR STRIP/REFINISH Carpet extraction and floor strip/refinish items will be cared for in a manner that best fits the needs of the City. A price per square foot is requested to help determine this. Quality requirements are set forth in the standards section. IT IS THE CITY’S INTENTION THAT THE SUCCESSFUL BIDDER MAINTAIN A HIGH STANDARD OF SANITATION, ORDERLY APPEARANCE AND ATTRACTIVE SURROUNDINGS. THIS SHALL BE ACCOMPLISHED BY FOLLOWING ACCEPTED PROCEDURE AND ROUTINES TO KEEP ALL AREAS FREE OF OFFENSIVE ODORS, ACCUMULATION OF DIRT, RUBBISH AND SAFETY HAZARDS. STANDARDS: The following standards shall be used in evaluating custodial services. The contractor must maintain a staffing level sufficient to accomplish these standards. Basic Cleaning Standards: Empty Waste & Recycling, Shredder Receptacles: Empty all waste, recycling and shredder receptacles located in corridors, offices and other areas where specifically noted and remove trash from building and deposit in collection facilities, and remove recyclables to proper location. Liners which are ripped or dirty shall be replaced. The receptacles will be washed as needed. Interior/Exterior to Entrance Glass: Interior/Exterior entrance glass (door glass and any adjacent glass) shall be cleaned on both sides with an appropriate glass cleaning method. Glass is clean when all glass surfaces are without streaks, film deposits, and stains and has a uniformly bright appearance and adjacent surfaces have been wiped clean. Extreme care and correct materials must be used to avoid damage and scratching on all surfaces. Cleaning restrooms and employee wash areas: This work includes cleaning all plumbing fixtures, lavatories, toilet bowls, dispensers, shower stalls, wainscot, doors, and stall partitions as required, and filling all dispensers (towels, toilet tissue, sanitary napkins) as needed. Disinfectant shall be used on plumbing fixtures, such as, but not limited to, water closets and urinals. All stains or spots shall be removed from wainscot or stall partitions, using a damp cloth with detergent. Mirrors shall be cleaned and left streak-free. Deodorizers will be replaced as needed. Floors shall be dry-swept and damp mopped using a germicide. Wainscot, Doors, Trim, Furniture and Stall Partitions: After cleaning, the surface of these items will have a uniformly clean appearance, free from dirt, stains, streaks and cleaning marks. 10 ---PAGE BREAK--- Sweeping: All tile, wood or concrete floors, stairways, landings and stoops shall be swept with brush or mop or mechanical brush-vacuum sweeping without damage or disfigurement of furniture, doors or base trim. Oil treated mops or sweeping compounds shall not be used. Dust, dirt and debris shall be removed to receptacles provided for this purpose on the building exterior. Reset furniture upon completion of sweeping. Vacuuming: Carpeting and furniture shall be vacuumed and the dirt, dust and debris removed to receptacles. Spots shall be removed from rugs and carpets as they occur. Mat Cleaning: Remove mats at entrances and remove all dirt and dust deposits underneath. Clean mats and replace in proper location. Breakrooms: In addition to normal duties, the table tops and countertops will be damp cleaned and sanitized. Damp Mopping Floors: Damp mop all resilient tile floors, terrazzo, quarry tile, ceramic tile and concrete floors, including stairs and landings using a commercial quality mop, water and detergent, using as small amount of water as possible. Follow with clean water rinse and pick up again using as small amount of water as possible. Where floor drain exists, water will be added periodically to prevent traps from becoming dry. Cleaning Slop Sinks & Drinking Fountains: All items will be cleaned using disinfectant. Cabinets or water chillers shall be wiped clean with a damp cloth. Any spillage on floors or walls adjacent to fixture shall be wiped clean with a damp cloth. Dusting: A properly dusted surface is free of al dirt and dust, dust streaks, lint and cobwebs. NOTE: Contractor must submit detailed dusting schedule for review. Cleaning & Polishing Furniture: Wood and finished metal surfaces shall receive furniture polish with rubbing as necessary for cleaning, followed by polishing with a clean, dry cloth or electric buffer. Leather coverings shall be thoroughly cleaned with a combination cleaner and polish followed by polishing with a clean, dry cloth. When clean and polished, all surfaces shall be of uniform appearance, free of deposits, streaks or film. All spillage shall be wiped clean with a damp cloth. Spot Cleaning: A surface adequately cleaned is free of all stains, deposits and is substantially free of cleaning marks. Spot problems to be addressed include coffee, soda, juice, food related, grease, oil and gum. Chair Mat Cleaning: Mats will be free of all dirt, dust, grit, lint and debris as will the floor under the mat. Bright Metal Cleaning: When cleaned, all surfaces are without deposits or tarnish, and with a uniformly bright appearance. Cleaner is removed from adjacent surfaces. 11 ---PAGE BREAK--- Interior Glass Cleaning: Clean all interior windows both sides and the inside of exterior windows. Glass is clean when all accessible interior glass surfaces are without streaks, film deposits and stains and has a uniformly bright appearance and adjacent surfaces have been wiped clean. Extreme care and correct materials must be used to avoid damage and scratching on all surfaces. High Level Dusting: Dust all high level ceilings, vertical and horizontal exposed piping with cloth or yarn duster. Wall and Baseboard Cleaning: After cleaning, the surface of all walls and baseboards will have a uniformly clean appearance, free from dust, stains, streaks and cleaning marks. Light Fixture Cleaning: Light fixtures are clean when all components, including bulbs, tubes, globes and lenses are without insects, dirt, lint, film and streaks. All articles removed must be replaced immediately. Machine Scrubbing Hard Surface Floors: Machine scrubbing is satisfactorily performed when non-VCT hard surface floors are without embedded dirt, film, debris, stains, marks and standing water in all areas and the floor has a uniformly clean appearance. A plain water rinse must follow the scrubbing process immediately. Carpet Extraction: Carpets will be cleaned from of imbedded and surface dirt and spots, using a carpet industry accepted warm water extraction process only. Floor Stripping and Waxing/Refinishing: Removal or stripping of all finish down to flooring material, using compound specifically prepared for this purpose, with clean pad or brush agitation as required, followed by rinsing with plain water to remove all finish material, solution, dirt and film from baseboard edge to baseboard edge. Apply a minimal five coats of approved Butcher’s floor wax/finish (floor finish will supplied by the City) product compatible with the floor on which applied and shall be applied in accordance with manufacturer’s recommendations. 12 ---PAGE BREAK--- - ~ / - l - r \ ~ ' - ~ l ~ - J - ·i ~ ~ ~ - - , _ V\ 'u c " '5 ~ ~ y ~ t~ ~ \jo ---PAGE BREAK--- ) .l ~ u ~ ~ \i ~ / . ---PAGE BREAK--- ' J \ . _j - . ---PAGE BREAK--- . I I . l Ai. I ! . ( . ---PAGE BREAK--- . . . k .q ~ ---PAGE BREAK--- f I I 1- - I I . ' I ! : !I 1 1 r ; • , 1 I II l i i 'It I ; . - 1 I t I I ~ I N ~ ~ J . - ~ f\ " r I I I ( I t ~ , . ~ \ ~ G \ - : · ~ ? - )I : ---PAGE BREAK--- . . ---PAGE BREAK--- b - ~ ~ I ~ ~i!i a l ~ ~ ~ \J ~ 100-IJS all!d ~ ' ---PAGE BREAK--- . I , ---PAGE BREAK--- CITY OF LEWISTON, MAINE DEPARTMENT OF PUBLIC WORKS CUSTODIAL SERVICES @ CITY OWNED BUILDINGS Bid 2013-O55 Due Date: October 15, 2013 Proposal Form The UNDERSIGNED hereby declares that he/she or they are the only person(s), firm or corporation interested in this proposal as principal; that it is made without any connection with any other person(s), firm or corporation submitting a proposal for the same, and that no person acting for or employed by the City of Lewiston, Maine is directly or indirectly interested in this proposal or in any anticipated profits which be derived therefrom. The UNDERSIGNED hereby declares that they have read and understand all conditions a outlined in the Request for Proposals, and all Addenda issued, and that the Proposal is made in accordance with same. The UNDERSIGNED acknowledge receipt of Addenda numbered: . CUSTODIAL SERVICES QUESTIONNAIRE Responses to this questionnaire should be as complete as possible, should contain data relevant to the areas of inquiry and must be included as part of the submitted Proposal. A. General Data 1.Name of firm and address 2.Name, title and telephone number of principal contact 3.Local address of office and phone, if different than above B. References Provide at least three current customer references, listing the work site and location, size of building and nature of business conducted at that site, date engagement began, and each firm’s contact, mailing address and telephone number. C. Experience of the firm 1. Provide a brief history and chronology of your firm. 2. Provide the names and address of all customers served since January of 1998. 3. List any impending litigation in which your firm is defendant. 4. List any and all accounts from which your firm was terminated and under what circumstances. 13 ---PAGE BREAK--- D. Business Capability 1. Attach appropriate financial references to assure the City that your firm has the financial capacity to carry out the assignment. 2. List cleaning equipment and vehicles owned by the firm. 3. Include resumes of key personnel to be assigned to the City’s account. 4. Indicate the number and longevity of all full time employees currently on the payroll. 5. Indicate the number and longevity of all part time employees currently on the payroll. 6. Indicate the entry level wage paid to production workers. 7. Number of hours to be used, per scheduled cleaning day, at each facility E. Methods of Supervision and Management 1. Explain the method you would use to supervise this assignment. 2. Would a supervisor be present at all times? If not, how would production and performance be monitored? 3. Give the name and qualifications of the person or persons who would supervise the work. 4. Explain how production assignments would be scheduled and controlled. 5. Please evaluate the stability/turnover rate of your production workforce. Fee schedule (to include all labor, material and equipment costs necessary to complete the work in a manner satisfactory to the City). Please fill in the following fee schedule. PART ONE: BASIC CLEANING SERVICES Cleaning Individual Buildings: 1. Cleaning Services for City Hall 1st Year 8 Months $ $ Weekly $ Per Sq. Ft. $ 2nd Year Yearly $ $ Weekly $ Per Sq. Ft. $ 3rd Year Yearly $ $ Weekly $ Per Sq. Ft. $ 2. Cleaning Services for Public Works/Public Services/Water & Sewer: 1st Year 8 Months $ $ Weekly $ Per Sq. Ft. $ 14 ---PAGE BREAK--- 2nd Year Yearly $ $ Weekly $ Per Sq. Ft. $ 3rd Year Yearly $ $ Weekly $ Per Sq. Ft. $ 6. Cleaning Services for Solid Waste Facility: 1st Year 8 Months $ $ Weekly $ Per Sq. Ft. $ 2nd Year Yearly $ $ Weekly $ Per Sq. Ft. $ 3rd Year Yearly $ $ Weekly $ Per Sq. Ft. $ PART TWO: ADDITIONAL CLEANING SERVICES If Buildings are awarded: 1. Labor Charge per Hour $ Per Hour $ Per Square Foot 2. Machine Scrubbing Hard Surface Floors $ Per Hour $ Per Square Foot * 1,000 sq. ft. minimum 15 ---PAGE BREAK--- PART THREE: CARPET EXTRACTION 1. 100 to 1,000 sq. ft. $ Per Square Foot 2. 1,001 to 5,000 sq. ft. $ Per Square Foot 3. 5,001 sq. ft. and above $ Per Square Foot PART FOUR: FLOOR STRIP AND WAX/REFINISH 1. 100 to 1,000 sq. ft. $ Per Square Foot 2. 1,001 to 5,000 sq. ft. $ Per Square Foot 3. 5,001 sq. ft. and above $ Per Square Foot PART FIVE: NUMBER OF HOURS TO BE USED PER SCHEDULED CLEANING DAY AT EACH BUILDING FOR BASIC CLEANING AS PROPOSED IN PART ONE LEWISTON PUBLIC WORKS Hours Monday thru Friday CITY HALL Hours Monday thru Friday SOLID WASTE Hours Monday and Thursday If the bidder takes any exceptions to these specifications, he/she is to list them in detail on this sheet and not in separate correspondence; otherwise, strict compliance will be mandatory. 16 ---PAGE BREAK--- FIRM SIGNATURE NAME & TITLE (print/type) ADDRESS TELEPHONE # E-MAIL ADDRESS FAX # DATE 17 ---PAGE BREAK--- CITY OF LEWISTON. MAINE CONTRACT FOR CUSTODIAL SERVICES @ CITY OWNED BUILDINGS BID NO. 2013-055 This Agreement, made and entered into this day of in the year two thousand and thirteen, be and between the City of Lewiston, Maine, a municipal corporation existing under the laws of the State of Maine, hereinafter called “Owner”, by its City Administrator, party of the first part, and Hereinafter called "Contractor", with legal address and principal place of business at Party of the second part: WITNESSETH: That the parties to these presents, each in consideration of the covenant and agreements on the part of the other herein contained, have covenanted and agreed and do hereby covenant and agree, the party of the first part for itself and the party of the second part for himself/herself and his/her heirs, executors, administrators and assigns under the penalties expressed in the Performance Bond and the Labor and Material Payment Bond as follows: That this Agreement includes the following documents, hereinafter referred to as Contract Documents, which are attached hereto and incorporated by reference into this Agreement: 1. Notice to Contractors 2. Proposal 3. Supplemental Specifications 4. Standard Specifications 5. Contract Plans, if any 6. Addenda, if any 7. Federal Conditions, if any That the party of the second part will do all the work, furnish all the materials, tools and equipment, except as otherwise specified, and do everything necessary and proper for performing and faithfully completing the work required by the Contract Documents in strict conformity with the provisions of the Contract Documents within the time specified in the Supplemental Specifications. That the party of the first part will pay the party of the second part as full compensation for well and faithfully completing the whole work according to the Contract Documents as follows: 18 ---PAGE BREAK--- PART ONE: BASIC CLEANING SERVICES Cleaning Individual Buildings: 1. Cleaning Services for City Hall 1st Year 8 Months $ $ Weekly $ Per Sq. Ft. $ 2nd Year Yearly $ $ Weekly $ Per Sq. Ft. $ 3rd Year Yearly $ $ Weekly $ Per Sq. Ft. $ 2. Cleaning Services for Public Works/Public Services/Water & Sewer: 1st Year 8 Months $ $ Weekly $ Per Sq. Ft. $ 2nd Year Yearly $ $ Weekly $ Per Sq. Ft. $ 3rd Year Yearly $ $ Weekly $ Per Sq. Ft. $ 3. Cleaning Services for Solid Waste Facility: 1st Year 8 Months $ $ Weekly $ Per Sq. Ft. $ 19 2nd Year ---PAGE BREAK--- Yearly $ $ Weekly $ Per Sq. Ft. $ 3rd Year Yearly $ $ Weekly $ Per Sq. Ft. $ PART TWO: ADDITIONAL CLEANING SERVICES If Buildings are awarded: 1. Labor Charge per Hour $ Per Hour $ Per Square Foot 2. Machine Scrubbing Hard Surface Floors $ Per Hour $ Per Square Foot * 1,000 sq. ft. minimum PART THREE: CARPET EXTRACTION 1. 100 to 1,000 sq. ft. $ Per Square Foot 2. 1,001 to 5,000 sq. ft. $ Per Square Foot 3. 5,001 sq. ft. and above $ Per Square Foot PART FOUR: FLOOR STRIP AND WAX/REFINISH 1. 100 to 1,000 sq. ft. $ Per Square Foot 2. 1,001 to 5,000 sq. ft. $ Per Square Foot 3. 5,001 sq. ft. and above $ Per Square Foot 20 ---PAGE BREAK--- PART FIVE: NUMBER OF HOURS TO BE USED PER SCHEDULED CLEANING DAY AT EACH BUILDING FOR BASIC CLEANING AS PROPOSED IN PART ONE LEWISTON PUBLIC WORKS Hours Monday thru Friday CITY HALL Hours Monday thru Friday SOLID WASTE Hours Monday and Thursday The prices stated in this proposal shall not be subject to change at the time of delivery during the contract year(s) in which the proposal is dated. The party of the second part represents and warrants: That he/she is financially solvent; and is experienced in and competent to perform the work; and is able to furnish the plant, materials, supplies, labor, and equipment to be furnished by him/her; and: That he/she is familiar with all Federal, State, Municipal and Departmental laws, ordinances and regulations which may in any way affect the work or those employed therein; and: That such temporary and permanent work required by the Contract Documents to be done by him/her can be satisfactorily constructed and used for the purposes for which it is intended; and that such construction will not injure any person or damage any property other than that damage caused by the construction; and: That he/she has carefully examined the Contract Documents and the site of the work; and from his/her own investigation has satisfied himself/herself as to the nature and location of the work, the character, quality and quantity of surface and subsurface material likely to be encountered, the character of equipment and other facilities needed for the performance of the work, the general and local conditions; and all the other materials and conditions which may in any way affect the work or its performance. IN WITNESS WHEREOF, the said City, by its City Administrator and the said by its duly authorized have hereunto set their hands and seals the day and year first above written. Signed in the presence of: City of Lewiston, Maine By: Witness Edward Barrett, City Administrator By: Witness Contractor 21