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Emeryville Janitorial Rfp

Apr 14, 2018

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    I. GENERAL PROPOSAL INFORMATION

    1. Specimen contract is included herein for general information of bidders.

    2. Bid security in the form of a bid bond or certified check made payable to the City of

    Emeryville in the amount of five (5) percent of the bid shall be included with the biddocuments. The bid amount for bid bond purposes will be in line one of proposal form.

    3. The successful bidder shall supply a Performance Bond for 110% of the Contract Pricemade payable to the City of Emeryville within five days of notification of award ofcontract which shall stay in effect for the duration of the contract.

    4. Evaluation of responses to this Request for Proposals will factor in all areas of thespecifications to arrive at the most responsive/responsible proposer.

    5. Initial term of contract is for a one (1) year period with the option on the part of the City

    of Emeryville to renew for four more one (1) year periods.

    6. Contractor shall continue maintenance of all contracted areas upon expiration of contract,if not extended, until new contract is awarded.

    7. All Dimensions and square footages are estimates. Bidder is responsible to visit andexamine site and confirm all discrepancies in writing.

    8. Additional cleanings not specified in this contract shall be done at a per hour cost.

    9. NOTE: Upon failure of contractor to satisfactorily complete contract work, City shall

    either self-perform or contract work out at Contractors expense.

    Note: Pre-Proposal conference will be held at City of Emeryville, Garden Level ConferenceRoom, 1333 Park Avenue, Emeryville, CA 94608, at 10:00 a.m., Tuesday, May 14, 2013.

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    II. GENERAL SPECIFICATIONS

    The City is seeking a contractor to provide janitorial services for the City of Emeryville at thefollowing facilities:

    Operational HoursAdministrative Offices 1333 Park Avenue 9:00 a.m. 5:00 p.m.City Hall

    Child Development 1220 53rd Street 9:00 a.m. 5:00 p.m.Center

    Pedestrian Overcrossing Train platform just 9:00 a.m. 5:00 p.m.North of Amtrak Station

    Police Department 2449 Powell Street 24 hours

    Recreation Department 4300 San Pablo Ave 9:00 a.m. 5:00 p.m.

    Senior Center 4321 Salem Street 9:00 a.m. 5:00 p.m.Veterans Building

    Doyle Hollis Park Restroom Corner of 63rd & Doyle St 7:00 a.m. - 9:00 p.m.(Listed in Option 2, Recreation)

    Bridgecourt Room 3990 Harlan Street 7:00 a.m. 9:00 p.m.(Listed in Option 2, Recreation)

    All labor, supervision, materials, and equipment required to ensure the proper performance ofthis work at these locations, unless otherwise specified, shall be furnished by the contractor.

    The contractors duties will include reporting hazardous conditions and items beyond minorrepair to Public Works Management Analyst, or designee, for correction. Contractor shallcomplete weekly cleaning checklist showing deviations from the assigned work schedule, orincomplete work, as shown by example. Contractor to submit form for approval.

    When employees of the contractor need to change clothing, the shall do so in predeterminedareas, which meet the approval of the Director of Public Works or his/her designee. At all times,all personnel shall wear uniforms with exposed I.D. tags or they shall not be permitted to enterthe premises. All employees responsible to open and close shall be capable of operating fire andburglar alarm systems properly. Contractor will be responsible for costs incurred if alarmsystems are not properly operated.

    All personnel must initially check into the office, with proper identification, prior to entering thepremises.

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    The contractor shall comply with City procedures and requirements regarding sanitarytechniques and safety. In addition, the contractor shall be in accord with OHSA Act #1910.1030regarding worker exposure to blood-borne pathogens.

    The City shall have the right to require the contractor to remove from assignment to its facilities

    such employees as shall be deemed incompetent, careless, insubordinate, or in any wayobjectionable, or any personnel whose actions may be contrary to the public interest orinconsistent with the best interests of the City of Emeryville. Employees shall be properlyCertified (I-9) citizens, Visa, green cards, etc.

    The cleaning staff shall wear visible I.D. cards with photo at all times. All employees of thecontractor, while working on City property, shall be required to wear at all times a photoidentification card obtained through the Citys Police Department and, in addition, submit to abackground check at contractors expense. All employees must at all times wear appropriateclothing. Employees must speak fluent English. There shall be no use of tobacco products, drugs,alcohol or items of this nature anywhere on premises or within 50 feet of property.

    MATERIAL AND EQUIPMENT

    a. The Contractor shall furnish and maintain all the necessary equipment and greencleaning supplies, and should submit as part of his bid a complete list of theequipment and supplies to be used. Bidder must, submit with his/her bid, evidenceand/or references of satisfactory service rendered in the past two years similar tothose specified herein.

    b. Cleaning Supplies and Garbage/Recycling Can Liners:All cleaning products purchased and used in connection with janitorial cleaningservices for the City of Emeryville shall be certified to the most recent Green Sealor EcoLogo third-party green cleaning standards. This includes but is not limitedto general purpose and restroom cleaners; glass cleaner; carpet and hard floorcare; metal, upholstery and furniture polish; disinfectants and sanitizers; cleanersand degreasers; liquid hand soaps and specialty cleaning products like graffitiremoval.

    The requirement for purchase and use of Green Seal or EcoLogo certifiedproducts also applies to all janitorial paper supplies such as bathroom and facialtissue, paper towels and napkins, and toilet seat covers. Garbage/Recycling CanLiners shall be clear and made from the highest recycling content available. Inaddition to Green Seal or EcoLogo certification, all janitorial paper suppliespurchased and used shall meet at least the minimum post-consumer recycledcontent standards of the U.S. Environmental Protection Agencys ComprehensiveProcurement Guidelines. These standards can be found atwww.epa.gov/epawaste/conserve/tools/cpg/products/tissue.htm.

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    For reference, the most current Green Seal certified products can be found at:www.greenseal.org/FindGreenSealProductsAndServices.aspx.The most current EcoLogo certified products can be found at:www.ecologo.org/en/greenproducts/professional/.

    Non-certified products or products not meeting minimum recycled contentstandards shall not be used without the express written permission of the City.Requests to use non-certified or non-standard recycled content products must bemade in writing with the reason for substitution and the proposed substituteproduct.

    To the extent possible, storage of janitorial cleaning supplies shall be isolated todedicated closets to reduce occupants exposure.

    c. Training:The product manufacturer, their distributor, or a third party must offer onsite

    training and training materials in the proper dilution and use of products as well asthe proper disposal of unused product. Specific attention will be paid to safetyissues, emergency procedures, and how chemicals may or may not work together.Initial training and additional training during the contract term will be offered atno additional cost to the City.

    d. Reporting:Contractor shall provide electronic quarterly usage reports to the City forjanitorial cleaning products and supplies at no cost to the City. Reports shall at aminimum include purchase date, item description, units purchased, unit price,total order cost and certification standard met by product, if any (e.g. Green Seal,EcoLogo). The City will work with the Contractor to finalize the format of thesereports upon contract award.

    The Public Works Management Analyst or designee will determine whether the evidence ofability to perform is satisfactory and will recommend awards only when such evidence is deemedsatisfactory and reserves the right to reject bids and proposals where evidence submitted, orinvestigation and evaluation indicates inability of the bidder to perform.

    As a minimum, bidder shall address the following in the bid:

    a. Annual bid cost broken down by Labor and Supplies/Equipment.b. Startup and phase-in schedule.c. Key personnel resumes.d. Number of dedicated janitorial labor hours to be used to fulfill contractual duties.

    (These hours are excusive of management and supervision.)e. Availability of labor force, plan for recruiting, type and extent of training.f. The role of the Project Manager and the extent of his/her authority.g. Organizational Functional charts reflecting line of management responsibility.h. Staffing charts to ensure the bidder understands the daily and nightly workload.

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    Bids that do NOT contain the above information shall be rejected as non-responsive.UNIFORMS AND SECURITY

    1. The contractor shall at all times enforce strict discipline and good order among

    his/her employees. No children, friends, or relatives, or any person not employed andassigned to subject sites are allowed on subject premises. Unauthorized use of Cityproperty is prohibited.

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