PRE-PROPOSAL CONFERENCE OPERATIONS CLEANING SERVICES RFP No. LRT-13-187-OCS August 23, 2012
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PRE-PROPOSAL CONFERENCE
OPERATIONS CLEANING SERVICES
RFP No. LRT-13-187-OCS August 23, 2012
Meeting Overview
Sign-In Sheets: Be sure to sign in. Sign-In sheets will be available on the METRO website. http://www.valleymetro.org/metro_light_rail/contracts_and_purchasing/current_opportunities
Questions: Please defer all questions until the designated Question and Answer period.
Opportunity: This conference is the sole opportunity to ask questions on the Request for Proposal process and/or technical scope of work with Valley Metro staff.
All Proposal questions must be submitted in writing.
Pre-Proposal Conference Process
During the pre-proposal presentation, write your questions on the index cards provided.
After the pre-proposal presentation, questions will be collected and read aloud.
Where possible, verbal answers will be provided.
Responses to all questions will be issued to all Record Holders by written addendum.
Responses to questions that require further research will be included in a written addendum.
Agenda Introductions / Opening Remarks
Wendy Sanderson
Project Overview / Scope Brandon Gatliff / David Hyink
Art Overview MB Finnerty
DBE Compliance Paula Barocas
Request for Proposal Overview Wendy Sanderson
Question and Answers
Closing Remarks / Adjourn Wendy Sanderson
PROJECT SCOPE
Scope of Services
The Regional Public Transportation Authority (RPTA) and Valley Metro Rail, Inc. (METRO), collectively Valley Metro, are soliciting proposals from qualified firms (hereinafter referred to as Contractor) for Operations Cleaning Services. Valley Metro desires a Contractor to perform Operations Cleaning Services at their Operations and Maintenance facilities and throughout the existing Park and Rides and Passenger Stations along the 20 mile alignment in the cities of Phoenix, Tempe and Mesa.
RPTA - The Authority was established in 1985 along with the passage of a one-half of one percent sales tax increase to fund regional highway and public transportation improvements in Maricopa County, Arizona (the County).
The Authority was created to develop a regional transit plan, to develop and operate a regional transit system in the County.
RPTA is governed by a sixteen-member Board of Directors consisting of a member of the County Board of Supervisors and the mayors (or their designees) of the member cities and towns. For fiscal year 2010-11, the members included the cities of Avondale, Chandler, El Mirage, Glendale, Goodyear, Mesa, Peoria, Phoenix, Scottsdale, Surprise, Tempe and Tolleson, and the Towns of Buckeye, Gilbert and Wickenburg.
Background - RPTA
Background - METRO
Valley Metro Rail, Inc. (METRO) was established under the laws of the State of Arizona in October 2002.
Per the By-Laws, METRO is charged with a regional transit plan, developing and operating the regional rail transit system for Maricopa County.
METRO is governed by a Board of Directors consisting of five Member Cities: Phoenix, Tempe, Mesa, Glendale, and Chandler.
Scope of Services
Term of Engagement: A three year contract is contemplated, subject to the annual
budget review and recommendations of the AGENCIES. There is an option to extend this contract for two additional
years.
The RFP consist of the following elements: Cleaning at Operations Facilities in Phoenix and Mesa Alignment Cleaning Services Option – Art Cleaning Option – City of Mesa Transit Center
Scope of Services
The Contractor will be expected to possess thorough knowledge, expertise, skills and experience necessary to deliver the services requested.
Rail Operations and Maintenance Center (OMC). All buildings and equipment on this 38 acre site are five (5) years old.
Maintenance of Equipment (MOE) building is approximately 138,300 square feet. The 3-story building consists of operations and maintenance administrative offices and conference rooms, employee lounge, break room, outdoor atrium, restrooms, locker rooms, security room, entry and waiting area.
Maintenance of Way (MOW) building is approximately 14,000 square feet. It contains offices and one conference room, restrooms, locker rooms, break room/kitchen area and shop.
Scope of Services
Bus Operations and Maintenance Facility. The Bus Transit Facility is located on a 22 acre site that is approximately nine (9) years old. Major components of the facility include five (5) separate buildings and a covered parking structure.
Cleaning would be required in the office and conference areas, corridors and waiting areas, break room and employee lounge, restrooms, and entry area and lobby. The windows shall be pressure washed/cleaned twice per year.
Day Porter to be provided at each Operations Facility. Daily: Five (5) times a week. (RPTA: 1 Day Porter is required between the hours 9:00 AM to 1:00 PM) (METRO: 1 Day Porter is required between the hours of 7:30 AM and 3:00 PM)
Scope of Services
Rail Alignment Stations and Facilities Thirty-eight passenger stations – Services are required 7 days a week
during revenue hours of operation from 7:00 AM until 1:30 AM.
Cleaning Duties include: Sweep passenger stations daily. Wipe off all seating locations,
pick up all trash on platforms, empty trash receptacles; use only clear trash bags.
Removal of graffiti from all chairs, platforms, or any Valley Metro property.
Scope of Services
Rail Alignment Stations and Facilities (cont’d.)
Pressure wash each station monthly. Pressure washing must occur during non-revenue hours, or about
1:30 AM – 3:30 AM. Contractor is responsible for water and all supplies. Cleaning
products to be accepted by Valley Metro Facility Manager. A log should be kept and shared with the Valley Metro Facility
Manager on monthly basis. All safety precautions must be taken and track access training
completed and followed.
Scope of Services
Nine park and rides Pick up all trash and empty trash receptacles daily; only clear
plastic bags to be used in public trash receptacles.
Five security offices - Security offices are approximately 138 square feet. Security offices include a drinking fountain, and restroom.
Clean offices nightly, empty trash and clean restrooms daily, 7 days per week.
Two operator facilities of approximately 208 square feet. Facilities in the operator facility include restrooms, a break
room, and a drinking fountain. Facilities to be cleaned daily, 7 days per week.
Scope of Services
Cleaning on Light Rail Vehicles (LRV’s) – Revenue Service
Contractor will provide 2 full-time, 7-days-a-week employees to clean spills on the LRV cars in revenue service.
If the spill or substance is a bio-hazard it may require immediate attention. OCC dispatch will identify the urgency and whether the car should be met at a passenger station or at end of the line.
The LRV car is to be cleaned while stopped at the passenger station or at the end of the alignment. No cars are to be cleaned while in motion.
The cleaners will do a walk-through of the cars and pick up any other trash present.
Scope of Services
All Facilities Contractor shall perform cleaning and removal of graffiti at all
facilities within three hours of discovery or notification.
The Contractor shall provide Valley Metro with telephone numbers for use both during and outside normal working hours to contact the Contractor’s Manager and/or Supervisor at all times by phone.
Contractor shall provide all personnel, equipment, materials and supplies as necessary to ensure complete facilities cleaning services under the Contract.
Contractor shall maintain a stock of necessary supplies (e.g. hand soap, paper towels, toilet paper, cleaning supplies, bio-hazard collection kits, etc.).
Scope of Services
Contractor Obligations: Personnel and Administration Provide supervisory, administrative, skilled and unskilled personnel
necessary or appropriate to perform the Work defined in this Contract.
The Contractor shall inclusively furnish at least one Field Supervisor for all services.
Ensure that all personnel wear uniforms and maintain a neat and clean appearance. Provide Personal Protective Equipment (PPE) in compliance with the regulations for the specific job being performed. Develop procedures for the work performed, including the PPE requirement.
METRO PUBLIC ART MAINTENANCE
19th / Montebello
Perforated Metal Screens above Canopies Schedule - Annually Clean – Power wash Notes – difficult to reach
19th / Camelback
Welded Aluminum Sculpture at Park and Ride Schedule – Semi-annually Clean – Power wash Notes – not on station, at front
of park and ride
7th / Camelback
Terrazzo Tiles Schedule – monthly Clean – Power wash low
pressure 300 psi Notes – Minimum distance
12”. Monitor non-skid coating
Central / Camelback
Granite Ring Schedule – semi-annually Clean – power wash low
pressure 300 psi Notes – Steel can get wet but
avoid excessive water contact because of rust
Granite Troughs Schedule – normal station
cleaning Clean – power wash low
pressure 300 psi Notes – clean out drainage
holes, avoid oversaturating glued joints
Central / Campbell
Geometric Entryway Trellis Schedule – monthly, with
regular passenger stations schedule
Clean – power wash low pressure 300 psi
Central / Indian School
2 Terrazzo Carpets Schedule – monthly, with regular
passenger stations schedule Clean – power wash low pressure
300 psi Notes – Minimum distance 12”
Monitor non-skid coating
Glass Entryway Panels Schedule – Monthly Clean – wipe down with cloth
Enamel Tile Panels, Aluminum Arrows Schedule – monthly Clean – wipe down with cloth
Central / Osborn
Bronze Footprints Schedule – monthly, with
regular passenger stations schedule
Clean – Power wash low pressure 300 psi
Notes – Minimum distance 12”. Concentrate spray on pavers not bronzes. Minimize sand displacement
Central / Thomas
Granite Turning Cylinders Schedule – monthly, with
regular passenger stations schedule
Clean – power wash low pressure 300 psi
Granite Benches
Schedule – monthly, with regular passenger stations schedule
Clean – power wash low pressure 300 psi
Central / Encanto Rose Canterra Stone Entry
Walls Schedule – monthly Clean – “no pressure” rinse
(garden hose)
Bronze Sculpture and Bronze Turning Boxes Schedule – monthly Clean – wipe down with cloth
Line Section 3
Bronze ‘You Are Here’ Paver Inserts
Schedule – monthly, with regular passenger stations schedule
Clean – Power wash low pressure 300 psi
Notes – Minimum distance 12”. Concentrate spray on pavers not bronzes.
Central / McDowell
Bronze Sculpture Schedule – with normal station
cleaning Clean – wipe down with cloth
Central / Roosevelt
Suspended Steel Canopy Sculpture Schedule – quarterly Clean – power wash
Central / Van Buren – 1st / Van Buren
Railing Metalwork Schedule – monthly,
with regular passenger stations schedule
Clean – power wash
Central / Washington
Baked Porcelain/Steel Panels on columns Schedule – with normal station
cleaning Clean – wipe down with cloth
Ceramic Tile Panels on Railing Schedule – with normal station
cleaning Clean – wipe down with cloth Notes – monitor grout
1st / Jefferson 3 Terrazzo Carpets with
Non-Skid Coating Schedule – monthly, with
regular passenger stations schedule
Clean – power wash low pressure 300 psi
Notes – Minimum distance 12” Monitor non-skid coating
Baked Porcelain/Steel Panels
on columns Schedule – with normal station
cleaning Clean – wipe down with cloth
3rd / Washington – 3rd / Jefferson
Geometric Metal Sculptures with Internal Lights Schedule - Quarterly Clean – power wash low
pressure 300 psi Notes – Light at base
12th / Washington – 12th / Jefferson Pre-cast Concrete Paver Inserts
Schedule – monthly, with regular passenger stations schedule
Clean – power wash low pressure 300 psi
Decorative Metal Railing Panels Schedule – monthly, with regular
passenger stations schedule Clean – power wash low pressure
300 psi
Hand Painted Tiles Schedule – With normal station
cleaning Clean – wipe down with cloth
24th / Washington – 24th / Jefferson
Steel and Cast Bronze Screens Schedule - Quarterly Clean – power wash low
pressure 300 psi
38th / Washington – Jefferson
Wing Form Entryway Metal Poles Schedule - Quarterly Clean – power wash
low pressure 300 psi
44th / Washington – Jefferson
Cloud Shaped Metal Entryway Canopy Schedule - Quarterly Clean – power wash low
pressure 300 psi
Priest / Washington Woven Metal Entryway Canopy
Schedule - Semi- annually Clean power wash low pressure
300 psi (or lower if necessary) Watch rods with pennies
Granite Stone Entry Walls with Text and Pennies Schedule - monthly, with regular
passenger stations schedule Clean – power wash low pressure
300 psi Notes – Minimum distance 12”
Monitor pennies Engraved Pavers
Schedule – monthly, with regular passenger stations schedule
Clean – power wash low pressure 300psi
Tempe Town Lake Bridge
North Wall Cast Concrete Schedule - Semi- annually Clean power wash low pressure
300 psi (or lower if necessary)
South Wall Brick with Porcelain Baked Steel Panels Schedule - Semi- annually Clean power wash low pressure
300 psi
Trialogue Steel Sculpture Schedule - Semi- annually Clean power wash low pressure
300 psi
3rd / Mill
Silkscreened, Birdair Canopies Schedule – Semi-annually Clean – power wash low
pressure 300 psi
Glass Panels with LED Lighting Schedule – Semi-annually Clean – power wash low
pressure 300 psi
Veterans Way / College
Bronze Sculptures on
Pedestals Schedule – with normal
station cleaning Clean – wipe down with
cloth
Rural / University Granite Sphere with Concrete
Plinth Schedule – quarterly Clean – power wash low
pressure 300 psi Notes – monitor “leaching”
Bronze Sculptures in Louvers Schedule – with normal
station cleaning Clean – wipe down with cloth
Bronze sculptures in Stainless Steel Cabinets Schedule – with normal
station cleaning Clean – wipe down with cloth
Apache / Dorsey Concrete and Glass Chip Pavers
Schedule – monthly, with regular passenger stations schedule
Clean – power wash low pressure 300 psi, minimum distance 12”
Notes – minimize sand displacement
Mosaic Boxes Schedule – with normal station
cleaning Clean – wipe down with cloth Notes – watch for loose tiles
Chrome Cactus Schedule – with normal station
cleaning Clean – wipe down with cloth
Bronze Entryway Hands Schedule – Semi-annually
Apache / McClintock Concrete and Glass Chip Pavers
Schedule – monthly, with regular passenger stations schedule
Clean – power wash low pressure 300 psi, minimum distance 12”
Notes – minimize sand displacement
Mosaic Boxes Schedule – with normal station
cleaning Clean – wipe down with cloth Notes – watch for loose tiles
Cast Concrete Text Column Schedule – quarterly Clean – power wash low pressure 300
psi minimum 12” distance Water Bottles above Canopies
Schedule – Annually Clean - “no pressure” rinse
Apache / Smith-Martin Concrete and Glass Chip Pavers
Schedule – monthly, with regular passenger stations schedule
Clean – power wash low pressure 300 psi, minimum distance 12”
Notes – minimize sand displacement
Mosaic Boxes Schedule – with normal station
cleaning Clean – wipe down with cloth Notes – watch for loose tiles
Metal Text Sculpture above Canopy Schedule – quarterly Clean – power wash low pressure
300 psi minimum
Entryway Lights on Poles Schedule – Annually Clean – “no pressure” rinse
Apache / Price
Concrete and Glass Chip Pavers Schedule – monthly, with regular
passenger stations schedule Clean – power wash low pressure
300 psi, minimum distance 12” Notes – minimize sand displacement
Mosaic Boxes Schedule – with normal station
cleaning Clean – wipe down with cloth Notes – watch for loose tiles
LED lights on Louvers
Sycamore / Main
Bronze/Stainless Steel Sculpture Schedule – quarterly Clean – power wash low
pressure 300 psi
Stainless Steel Paver Inserts Schedule – monthly, with
regular passenger stations schedule
Clean – power wash low pressure 300 psi
City of Phoenix
Disadvantaged Business Enterprise (DBE) Program Compliance
DBE Program Compliance
The City of Phoenix is the Grantee of Federal Transit Administration (FTA funding) for METRO
Until current disparity study results are available, the COP and METRO do not have the factual predicate to establish race- and gender-conscious goals
All DBE participation must be achieved through race- and gender-neutral measures
DBE Compliance Requirements
No Race- & Gender-Conscious DBE Goal
Race- & Gender-Neutral Measures to achieve DBE and Small Business participation
DBE availability is 12.67%
Outreach Requirement is a matter of compliance! Successful Offeror must provide Attachments A & B prior to
final negotiation, along with supporting documentation Attachment C-1 completed and signed by DBE firm(s) must be
submitted within 15 days after final contract negotiations if DBE firm(s) was proposed on Attachment A
DBE Forms
Attachment A
Documentation of Outreach Efforts
Identification of business opportunity Solicitation of participation Selection process Communicating the selection outcomes to participants
DBE Forms
Supporting Documentation for Attachment A: Type or description of potential business opportunities
identified for small business participation
Method of disseminating solicitation notice to small businesses (i.e. letter, faxes, email blasts, phone logs, advertisements, & communication with business advocacy organizations) and evidence of dissemination
Basis for the selection process (how & why)
Method of communicating the selection outcomes to all parties
DBE Forms
Attachment B
Small Business Utilization Commitment The firms indicated as “Selected” in Attachment A will
participate in contract Must be signed and dated by authorized representative of
Successful Offeror
DBE Forms
Attachment C-1
Letter of Intent to Perform as a Subconsultant/Subcontractor/Supplier To be completed, signed and dated by the DBE Firm(s)
“Selected” on Attachment A
Submitted within 15 days after final contract negotiations
Qualifying DBE Firms
To be counted toward the DBE participation, DBE firms:
Must be certified through the Arizona Unified Certification Program (AzUCP) website www.azdbe.org
Must be certified in the trade for which they are included in the Proposal
Must provide a Commercially Useful Function DBEs must perform or exercise responsibility for at least 30%
of total cost of its contract with its own work force (49 CFR Part 26.55(c)(3))
Good Faith Efforts
Good Faith Efforts include but are not limited to the following activities:
Advertising to the small business community Hosting an invitation to bid Hosting a pre-qualification meeting Attending City-hosted small business networking events Breaking subcontracting trades into smaller bid
packages
NOTICE TO PROPOSERS
Correspondence & Communications
All correspondence, communications, and/or contacts regarding this RFP shall be in writing and must be addressed to:
Manager, Procurement & Risk Management Services Valley Metro Rail, Inc. 101 N. 1st Avenue, Suite 1300 Phoenix, AZ 85003 FAX: 602-271-9361 Email: [email protected]
Insurance
Contractor-Provided Insurance
Valley Metro fully intends to adhere to the Insurance Requirements. Questions regarding insurance requirements should be submitted to:
Prior to Notice to Proceed, Contractor shall provide Certificate(s) of Insurance
REQUEST FOR PROPOSAL (RFP) PROCESS
Proposal Process
Request for Proposal Documents are available by Request via e-mail to [email protected]
Post Pre-Proposal: All questions regarding this Solicitation must be submitted in writing to:
Manager, Procurement & Risk Management Services by e-mail to: [email protected] or by fax to 602-271-9361
Schedule of Events
The solicitation, receipt, evaluation and selection of the Offeror awarded will conform to the following anticipated schedule: RFP Release August 6, 2012
Pre-Proposal Conference August 23, 2012 Facilities Walk-Through August 24, 2012 Last Date for Questions September 10, 2012
Final Addendum September 14, 2012 Proposals Due September 20, 2012
Notice of Intent to Award October 8, 2012 Notice to Proceed January 1, 2013
Facilities Walk-Through
Facilities Walk-Through Schedule:
METRO Operations & Maintenance Center (OMC) 605 S. 48th Street, Phoenix 85034 Friday, August 24th 9:00 am to 10:30 am RPTA Operations and Maintenance Facility 3320 N. Greenfield Road, Mesa Friday, August 24th 1:30 pm to 3:00 pm *** Due to security issues if you are not on site 10 minutes prior to
these times you will not be admitted. Maps available on sign-in table
RFP Addendum Process
Addenda will be issued for: Clarifications or modifications to RFP Documents
Changes required as a result of issues identified at Pre-Proposal Conference and/or identified by Valley Metro
Projected date for final Addendum is September 14, 2012
Addenda issued only to “Document Holders of Record” who obtained the RFP documents from Valley Metro
Proposal Delivery, Due Date and Time
Timely receipt of the Proposal will be determined by the date and
time the Proposal is received. Proposals received after the Due Date and Time shall be returned to Offeror(s) unopened and without further consideration by the Agencies.
Offerors are encouraged to hand deliver their Proposals. No facsimile or electronic submissions will be accepted.
Proposals are due on Thursday, September 20, 2012 at 3:00 P.M. (local Phoenix time).
Proposal Format
Offerors shall submit one (1) clearly marked original, six (6) bound copies, for a total of seven (7) printed, bound copies.
Offerors shall also submit one (1) compact disk (CD) containing a pdf of your Proposal. Please also include your price proposal (Attachments L) on the CD as Excel files.
Proposal Format (Section 5 of RFP)
Section I – Introduction (maximum 2 pages) Introductory Letter
Section II - Evaluation Criteria (maximum 15 pages) 1. Qualifications & Experience of your firm Describe applicable and pertinent qualifications of the firm,
including all contracts awarded with similar responsibility and scope. Identify professional licenses, training, overall and previous experience within the past five (5) years. Include experience with removal of bio-hazardous substances.
Explain how the firm’s structure and resources will enhance the delivery of services provided to Valley Metro. Include an organizational chart including all management and personnel.
Describe how your quality control policies/procedures will be applied to this project. Describe how your firm will assure all requirements of the scope have been completed as required.
Proposal Format (Section 5 of RFP)
Section II - Evaluation Criteria (cont’d.)
2. Qualifications & Experience of Assigned Personnel Describe time commitments of key staff, i.e. Supervisor or
Managers, to the contract. Provide resumes of key personnel assigned to the contract. Describe additional personnel resources available to be committed to the contract.
Describe Offeror’s training program in place for employees and how staff will meet training and hiring requirements of this scope.
Describe who will perform the key elements of the work (list both prime and sub-consultants). This should include DBE percentage to be met.
Proposal Format (Section 5 of RFP)
Section II - Evaluation Criteria (cont’d.)
3. Understanding/Approach to the Scope of Work Describe the approach to achieve the stated goals and objectives
of the Scope of Work. Describe current equipment available (or equipment that will be
purchased) to perform the work and how equipment will be maintained. Affirm all equipment and maintenance included in fixed prices.
Include a tentative schedule for passenger station cleaning and LRV cleaning during revenue services. The schedule should include all passenger station cleaning; day and night coverage, and supervision, as well as any rovers for possible emergencies. Coverage shall be from 7:00 AM to 1:30 AM, 7 days per week.
Proposal Format (Section 5 of RFP)
Section III – Additional Supportive Information (maximum 3 pages)
1. Resumes, additional project descriptions, additional references, graphs, charts, etc.
Required Documents & Acknowledgements
Section IV – Required Inclusions (not included in page limits)
Attachment F Exceptions Form Attachment G Acknowledgement of Addenda Attachment H List of Subcontractors Attachment I Lobbying Certificate Attachment J Certification regarding Debarment Attachment K Responsibility Questionnaire
Section V – Price Proposals (Attachments L) (Price Proposals should be submitted in a separate sealed
envelope)
Proposal Submission
Proposals shall be submitted in a sealed package, clearly marked in the lower left-hand corner as follows:
RFP No. LRT-13-187-OCS (Name of Submitting Firm) Due: September 20, 2012 (Phoenix local time) 3:00 P.M. Proposals must be addressed to: Manager, Procurement & Risk Management Services Valley Metro Rail, Inc. 101 North 1st Avenue, Suite 1300 Phoenix, Arizona 85003
QUESTIONS & ANSWERS
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