Request for Quote RFQ CF Window Cleaning at Boise State University Stueckle Sky Center

Transcription

1 Request for Quote RFQ CF Window Cleaning at Boise State University Stueckle Sky Center 1. SCHEDULE OF EVENTS RFQ issue date June 16, 2014 Mandatory Walk-Through June 24, 2014 Publication of Questions/Answers June 25, 2014 RFQ Closing Date June 30, GENERAL INFORMATION 2.1 DEFINITIONS RFQ Request for Quote and all addendums and attachments BSU/University Boise State University Athletics Representative University contract administrator Purchasing Department Boise State University Purchasing Department Contractor Supplier awarded this contract Contractor/Vendor A person or entity responding to this RFQ Contractor s Employees Includes all associated officers, partners, employees, agents, independent contractors and subcontractors Responsive vendor A contractor/vendor who has submitted a timely offer that conforms in all material requests with the submission and format requirement of the solicitation, and that has not qualified or conditioned their offer. 2.2 MANDATORY WALK-THROUGH The on-site walk-through is mandatory for contractors wishing to provide a response to this Request for Quote. The Mandatory Bid Walk-Through shall take place on June 24, 2014 at 10:00 AM. Meet at the west side of Bronco Stadium in the north elevator lobby (Entrance F) of the Stueckle Sky Center on the BSU campus. Metered parking is available. Questions will be taken and answers will be provided in bid amendment form and posted to the BSU Purchasing web site in a reasonable time prior to the bid closing. Questions regarding this bid MUST BE SUBMITTED IN WRITING and RECEIVED by Boise State University Purchasing NO LATER THAN June 25, QUESTIONS RECEIVED AFTER THIS DATE WILL NOT BE CONSIDERED. Submit questions in writing and to cfritz@boisestate.edu. 2.3 SCOPE The purpose of this Request for Quote is to solicit for the cleaning of the exterior windows at the Stueckle Sky Center located on Boise State University campus. Window Cleaning Option A: clean all exterior windows on the Stueckle Sky Center (3rd, 4th, 5th, and 6th floors). Boise State University Page 1 of 8

2 Window Cleaning Option B: clean only the Suite and working press windows which face Bronco Stadium (east side of 5th and 6th floors). Window cleaning shall be defined as: Remove all cobwebs and spider webs around windows Washing the outside of exterior windows Removal of hard water spots Windows shall be clean, dry and free of streaks Wiping window sills clean and dry Provide and lay plywood underneath all rooftop rigging systems Clean all work areas and dispose of all work debris generated by contractor Contractor is responsible for costs incurred by Boise State University to repair or replace glass damaged by the contractor. Window washing will be completed as scheduled with the BSU Athletics Representative. BSU may on occasion choose to perform some of these services with its own personnel. Stueckle Sky Center windows will be cleaned once per year at a minimum; Boise State University may request additional window cleaning which must be provided at the contract price. The BSU Athletics Representative shall be the University s liaison with the contractor. Contractor will supply all necessary equipment (including safety equipment), tools, supplies, personnel and transportation required for window cleaning; these items must be included in the cost of window washing. Boise State University will provide: Access to the Stueckle Sky Center Area for the contractor to tie cleaning equipment to the building Access to janitor s closet for water 2.4 SUBMISSION OF QUOTES and CORRESPONDENCE Request for Quote responses may be submitted via , fax or mail. They must be clearly marked with the RFQ number, due date and the buyer s name, and must be received on or before the bid closing date/time. Send to: Carl Fritz P: (208) Boise State University F: (208) Purchasing Dept. cfritz@boisestate.edu 1910 University Drive Boise, Idaho BIDS Only one (1) bid shall be considered from a Bidder s company. Should multiple bids and/or un-requested options be received, all bids from that company shall be deemed non-responsive. Boise State University Page 2 of 8

3 2.6 AWARD BASIS All responses will be checked for compliance with mandatory items. Those that are deficient may be found non-responsive and removed from further consideration. Award will then be made to the responsive, responsible bidding vendor with the lowest price quote. 3. SPECIAL TERMS AND CONDITIONS 3.1 TERMS and CONDITIONS The State of Idaho s Conditions & Instructions to Bidders and Idaho Standard Contract Terms & Conditions are incorporated herein by reference as though set forth in full. These terms and conditions can be found on the State of Idaho Purchasing homepage at purchasing.idaho.gov/terms_and_conditions.html. 3.2 DOCUMENTATION and REPORTING REQUIREMENTS RFQ Response Outline (MANDATORY REQUIREMENTS). To aid in the evaluation process, all quotes must include complete responses to the following three (3) items. Failure to comply may result in your quote being found non-responsive and removed from further consideration. (a) References: Three (3) references must be provided. These must be current references for whom the contractor has provided window cleaning services during the last three (3) years. Send the reference company name, contact name, address, telephone number, and address to cfritz@boisestate.edu or fax to attn: Carl Fritz. Neither the University nor associates of the contractor shall be acceptable references. (b) Signature Page: The signature page (Attachment B) must be completely filled out and returned. (c) Sample Checklist: Provide a sample of your current checklist/inspection sheet. 3.3 INVOICING and PAYMENT On completion of each cleaning, itemized invoices are to be sent to the BSU Athletics Administrative Offices to the attention of Bob Carney, Stueckle Sky Center Director of Operations. The mailing address is 1910 University Drive, Boise ID Payment terms are Net INSURANCE The successful Contractor and subcontractors, if any, must indemnify, hold harmless and defend Boise State University and the State of Idaho, their officers, agents and employees from and against all claims, damages, losses and expenses for bodily injury, sickness, disease, or death, or to injury to or destruction of tangible property including loss of use resulting there from, including but not limited to attorney s fees, arising out of or caused in whole or in part by the negligent acts or omissions of the successful Contractor, a subcontractor, anyone directly or indirectly employed by them or anyone for whose acts they may be liable, but only to the extent caused in whole or in part by negligent acts or omissions of Indemnitor. The insurance company providing the general liability insurance certificate must have an insurance company rating of A or higher. In addition, the successful Contractor must, at their sole cost and expense, procure and maintain through the term of this Contract the insurance amounts listed in Attachment C. Within ten (10) days notification of bid award, the successful Contractor must deliver or fax to Boise State University a certificate of insurance with respect to ALL such insurance including worker s compensation in a form reasonably satisfactory to the University. The general and automobile liability insurance certificate must name the University and the State of Idaho as additional insureds and must contain a written provision that, Boise State University Page 3 of 8

4 should any of the above-described insurance policies be canceled or non-renewed before the expiration date thereof, the issuing company must notify the University in writing, by certified or registered mail, receipt requested, at least thirty (30) days prior to any cancellation or non-renewal of any such insurance. 3.5 TERM Contingent upon the satisfactory receipt of all insurance certificates, the term of this contract shall be one (1) year, beginning approximately July 1, At the discretion of BSU, two (2) annual renewals are available contingent upon the pricing remaining the same. Service areas can be added or deleted at BSU s discretion. 3.6 PRIME CONTRACTOR The Contractor awarded this Contract shall be the operator of the services being bid. No subcontractor, consignment or other transfer of service responsibilities to another party is allowed. 3.7 TERMINATION Failure to perform or complete scheduled cleaning will be cause for immediate termination of this Contract. Failure to satisfactorily complete cleaning after repeated call backs will be cause to terminate this contract. In the event a contractor employee or subcontractor engages in or demonstrates actions of the use of alcohol, the use illegal substances, or smoking on the university property while providing service under this contract, it shall be just cause for immediate terminate of this contract. Criminal charges may be filed. The University may terminate this contract without cause with thirty (30) days written notification. The State may take over the work and may award another party a contact to complete the work under this Contract. 3.8 CANCELLATION OF WORK The BSU Athletics Representative shall have sole authority to cancel all or part of a scheduled service. Any portion of a service that is canceled before set-up shall not result in a charge by the contractor. 3.9 CONTRACTOR and CONTRACTOR PERSONNEL Contractor must have been in business for at least three (3) years doing work similar in scope and nature to that specified in this RFQ. The contractor must be able to provide and sustain the amount of personnel necessary to successfully perform window washing as required. The contractor must have the ability to increase the amount of personnel during a service call if requested by the BSU Athletics Representative in order to complete work on time CONTRACTOR S LEAD WORKER The contractor must provide at least one (1) lead worker who has at least one (1) year supervision experience and who speaks fluent English and is easily understood. This lead worker must provide on-site supervision of contractor's employees and be on campus at all times while specified services are performed. The lead worker must be familiar with the contract requirements. The identity and contact information of the lead worker must be provided to the BSU Athletics Representative upon award of contract. The lead worker must be available for contact by the BSU Athletics Representative at all times while on campus. The contractor's designated lead worker must not be changed for the duration of the contract unless agreed Boise State University Page 4 of 8

5 upon in writing by the contractor and the BSU Athletics Representative CONTRACTOR EMPLOYEES Contractor employees must maintain a courteous and respectful attitude toward the public, their fellow workers and supervisors at all times. At no time shall there be any soliciting or requesting of gratuities of any type. Workers must act appropriately and professionally at all times. Offensive language, gestures or actions while on campus are not acceptable. The BSU Athletics Representative may require the contractor to reassign any employee the BSU Athletics Representative deems incompetent, careless, insubordinate, or otherwise objectionable to work on campus. The Contractor shall adequately and properly train all employees in all aspects of work specified to be performed under this Contract. Contractor employees providing service under this Contract must have satisfactory criminal background checks paid for and maintained by the Contractor. Initial criminal background checks not older than thirty (30) days will be required to be maintained on an annual basis. No employee convicted of theft, assault, or drug use/sale will be allowed to work on this Contract. The Contractor will not allow a person with these types of convictions to perform work under this Contract. Immediately upon receipt of such conviction information, the Contractor will not allow that employee to provide service under this Contract and will notify BSU of that employee s change of status in writing. Copies of criminal background checks will be made available to BSU upon request. Contractor employees will not use or be under the influence of, will not have in their possession, and will not bring alcohol or any illegal substance onto a BSU job site while providing services under this Contract. In the event a Contractor employee engages in or demonstrates actions of the use of alcohol or illegal substances while providing service under this Contract, that will be just cause for immediate termination of this Contract. Criminal charges may be filed. Effective August 17, 2009, Boise State University has become entirely smoke-free including all university owned or controlled buildings, property, vehicles, surrounding sidewalks and greenbelt sections adjacent to the campus. The smoking policy will apply to all students, employees, contractors, vendors, volunteers and visitors on university controlled property. Smoking of any kind will not be permitted on Boise State University owned or leased properties which will extend to cars parked on the property, all sidewalks on or around the perimeter of campus, and the section of the greenbelt within the boundaries of the campus. Your compliance with this policy is appreciated. When performing service under this Contract, Contractor employees will wear official company-logo uniforms, wear official company logo ID photo-badges displaying the employee s full name that are visible to someone standing in front of the employee. Employees should drive official company vehicles with company logo UNAUTHORIZED PERSONNEL/ANIMALS The Contractor will provide to BSU a list of authorized employees who will perform services under this Contract who have been properly trained, who have not been convicted of a theft, assault or drug use/possession, and who are over eighteen (18) years of age. The list will be kept current at all times. Boise State University Page 5 of 8

6 At no time during the performance of this Contract will unauthorized personnel accompany Contractor employees on the job. Unauthorized personnel mean any NOT on the above described list including children, relatives, and friends. Contractor employees will not bring animals unto BSU property or into BSU buildings, and will not leave their animals in their vehicles while working at BSU SUPERVISION and INSPECTIONS The Contractor or appointed lead worker will provide adequate supervision at all times while any Contractor employees are on BSU property in the performance of this Contract. The Contractor/lead worker will provide this on-site supervision for security purposes and to assure that all services are performed appropriately. The Contractor/lead worker will inspect all work done to verify that the window cleaning performed complies with requirements. A checklist will be provided by the Contractor containing all windows that have been cleaned/inspected. Each building on the checklist is to be initialed by the cleaner when the cleaning is complete. The Contractor/lead worker will sign the checklist and submit via fax to the designated BSU Athletics Representative for work verification. This shall be done within two (2) hours of cleaning completion. The Contractor/lead workers will note on the checklist any maintenance or safety problems regarding windows such as broken glass or locks which are identified while cleaning or performing the checklist inspection. Using the checklist submitted by the Contractor, an inspection will be made by the BSU Athletics Representative. The Contractor will be called back (at no cost to BSU) to remedy any deficiencies. Payment will be held until cleaning is satisfactorily completed and the BSU Athletics Representative signs off EQUIPMENT The Contractor will furnish all cleaning equipment and supplies as needed. A list of chemicals to be used in the performance of these services shall be submitted to the BSU Athletics Representative for written approval prior to any cleaning taking place. Material Safety Data Sheets (MSDS) shall be provided for each and every chemical approved for use by BSU in the course of this service. The Contractor must get approval from BSU Athletics Representative to place any equipment on sidewalks. If equipment is used and positioned off of sidewalks, Contractor must supply and strategically place construction decking of sufficient strength to protect all areas where equipment will be driven/placed. Plywood, if used, shall be at least ¾ thick. The Contractor will leave the premises in the same condition as they were found. Trash or debris generated by the Contractor will be completely removed from the BSU campus before completion of the job. BSU will not be responsible for materials, equipment, or supplies that are left on the BSU campus BUILDING ACCESS and SECURITY NO work is to be done without prior scheduling. The contractor shall work standard business hours (Monday through Friday, 7:00 AM to 5:00 PM) unless otherwise requested. Boise State University Page 6 of 8

7 All work that could possibly disrupt the flow of foot traffic on campus may be scheduled during off-hours. The Contractor is responsible for identifying off-hour work requirements prior to beginning the work. Off-hours are all hours including holidays that are not standard business hours. Contractors will be provided the office and cell phone numbers of BSU Athletics personnel. The Contractor must immediately notify the BSU Athletics Representative of any situations that present a safety issue STORAGE Boise State University will NOT provide storage of any of the Contractor s materials, equipment and supplies DAMAGE The University shall not be responsible for damage or loss to contractor s equipment and materials on University property. The Contractor shall be responsible for the repair of any property damage caused by the Contractor s equipment or personnel. Wherever any existing material, equipment or appurtenances are damaged by the Contractor or by the Contractor s failure to provide proper and adequate protection, the cost of repair or replacement shall be charged to the contractor. Items covered by this provision include but are not limited to buildings, vehicles, roads, parking lots, street lights, curbs, sidewalks, fences, lawns, irrigation or plumbing equipment, plantings, trees, signs, and refuse containers. The decision to repair or replace shall be at the sole discretion of the BSU Athletics Representative. Items of value that are damaged by the contractor that the BSU Athletics Representative deems replaceable shall be paid for by the contractor at replacement cost for the item. In order to minimize damage, contractor is expected to drive and park only where vehicles are normally allowed. Injuries to any person, prior damage not caused by the contractor and damage caused by the contractor to University property, the property of University residents, University staff or any property not belonging to the contractor must be reported immediately to the BSU Athletics Representative. Payment for window cleaning services will be withheld until all repairs are completed LOST and FOUND and SAFETY Anything of value found by the contractor while performing services under this contract must be returned to the BSU Athletics Representative. The contractor must immediately notify the BSU Athletics Representative of any situations that present a safety issue PARKING The successful Contractor is required to purchase, at their own expense, parking passes for all vehicles that will be on BSU grounds, and adhere to BSU parking policies. Any citations received by the Contractor for failing to abide by the parking regulations shall be the Contractor s responsibility to pay. Contact BSU Transportation and Parking Services at or at 1700 University Drive, Boise, ID or at the web site transportation.boisestate.edu for information and pricing CONTRACTOR to COMPLY with LAWS In the performance of this contract, the contractor agrees that all service must be performed in accordance with all government regulations and agrees to abide by all OSHA rules and regulations and all other existing laws, Boise State University Page 7 of 8

8 codes, rules and regulations set forth by all appropriate authorities having jurisdiction in the location where the work is to be performed. The contractor also agrees to handle the disposal of toxic and hazardous materials and waste according to federal, state and local regulations. The contractor must ascertain, observe and comply with all rules and regulations in effect on the work site including but not limited to parking, traffic laws, use of walks, security restrictions, hours of allowable ingress and egress. - END Boise State University Page 8 of 8