TOWNSHIP OF TOMS RIVER BID SPECIFICATIONS JANITORIAL SERVICES FOR THE DEPARTMENT OF PUBLIC WORKS, YOUTH CENTER AND RECREATION OFFICE

Transcription

1 TOWNSHIP OF TOMS RIVER BID SPECIFICATIONS JANITORIAL SERVICES FOR THE DEPARTMENT OF PUBLIC WORKS, YOUTH CENTER AND RECREATION OFFICE A. INTENT: This specification covers the requirements for janitorial services to be performed at the locations designated herein. B. LOCATIONS: 1.) Toms River Township Public Works Department (Approximately 4,200 sq. ft.) 1672 Church Road Toms River, NJ Services required 3 days per week: Monday, Wednesday and Friday. 2.) Toms River Township Youth Center (Approximately 3,900 sq. ft.) 1505 North Bay Avenue Toms River, NJ Services required 5 days per week: Monday through Friday. 3.) Toms River Township Recreation Office (Approximately 2,500 sq. ft.) 1810 Warren Point Road Toms River, NJ Services required 5 days per week: Monday through Friday. C. PERFORMANCE REQUIREMENTS: All cleaning shall be performed in a workmanship-like manner as described by this specification. Deviations will not be considered unless the bidder can explain in detail that the deviation is of material benefit to the Township of Toms River and provides service levels at least equivalent to that specified. D. TERM OF CONTRACT: The contract term shall be for TWO (2) YEARS effective JULY 1, 2010 through TWENTY-FOUR (24) CONSECUTIVE MONTHS. E. INSPECTION OF WORK/LIQUIDATED DAMAGES: In the event that the contractor shall fail to comply with any of the conditions herein provided and as covered by the contract, the appropriate township official from the Township of Toms River shall notify said contractor of such failure of default and demand that the same be remedied within five (5) days. In the event of the failure of the contractor to remedy the same within said period, the Township of Toms River reserves the right to assess liquidated damages in the amount of $ per day for every day past the promised completion time, or have the work performed at the contractor's expense or terminate the contract. F. PROCEDURAL REQUIREMENTS AND AMENDMENTS: Contractor shall comply with all procedural instructions that may be issued from time to time by the appropriate township official for the Township of Toms River. During the period of the contract, no change is permitted in any of the conditions and specifications unless the contractor receives written approval from the Township of Toms River. Should the contractor find at any time that existing conditions make modification in requirements desirable, he shall promptly report such matters to the Township of Toms River for consideration and decision. The contractor, or his authorized representative, shall meet quarterly with the Township of Toms River, Director, Department of Parks, Buildings & Grounds to discuss all services. S-1

2 Specifications (con t.) Upon award and signing of a contract, the successful contractor must submit a plan of operation to the Township of Toms River for approval. The contractor shall comply with any and all federal, state or local laws, now in effect or hereafter promulgated, which apply to janitorial cleaning service operations herein specified. By submitting a bid, the contractor covenants and agrees the he has satisfied himself, from his own investigation of the conditions to be met, that he fully understands his obligations and the he will not make any claim form, or have right to cancellation or relief without penalty of the contract because of any misunderstanding or lack of information. G. BID PREPARATION: Bidders shall submit this bid with the signature page signed by an authorized representative of the bidding firm and with all other data filled in. This bid specification and bid price sheet will become part of the contract. Bidders shall submit their prices on the bid price sheet that forms a part of this bid document. It shall be the responsibility of the bidder to visit the sites and make a tour and inspection of the areas to be cleaned under the terms of this bid. No special consideration shall be given after bids are opened because of the bidder's failure to be knowledgeable of all conditions existing at the site. H. BID EVALUATION: All bids shall be reviewed by the Township of Toms River, Department of Parks, Buildings & Grounds. The Township of Toms River reserves the right to send a representative of the Township to visit other locations now serviced by the bidder, prior to award of a contract. I. QUALIFICATION OF BIDDERS: Bidders shall be of known reputation and shall have sufficient qualified personnel and equipment to perform adequately the prescribed service as per specifications. Bidders shall submit evidence of qualifications to meet all requirements as required by the Township of Toms River. As evidence of bidder's qualifications, bidders shall submit the following information (page P-2) with their bids: 1. The number of years the firm has been performing cleaning services. 2. Names of supervisors to be assigned to work on this contract. Include the number of years the individual has worked for the bidder. 3. Location of bidder's offices and facility where bidder's equipment may be inspected. 4. Name(s) and phone number(s) of management and service personnel for problems and/or emergencies. 5. A list of institutions, industries and commercial buildings now under contract with the bidding firm. Include the length of time each contract has been in force and the name of the person the Township of Toms River may contact as a reference. J. CONTRACTOR PERSONNEL: All personnel shall be BONDED. All personnel shall be physically able to do their assigned work and shall be free from any communicable disease. Specifications (con t.) S-2

3 All personnel shall be capable employees thoroughly trained and qualified in the work assigned to them. All personnel must observe all regulations in effect at the various Township of Toms River locations. While on township property employees shall be subject to control of the Township of Toms River, but under no circumstances shall such persons be deemed to be employees of the Township of Toms River. The contractor or his personnel shall not represent themselves as employees of the Township of Toms River. The Township of Toms River may request the contractor to transfer from the work, crew employees who are found to be incompetent, prone to excessive tardiness, absenteeism or theft. All contractor's employees shall be subject to such security clearance as the Township of Toms River shall require. The contractor shall be responsible to see that all articles found by his employees in or near the premises are turned in at a designated place. The contractor shall supply a list of personnel assigned to work at each location. The list shall include name and age for identification purposes only. The contractor shall notify the site supervisors when substitutions are made for assigned personnel. This information shall be supplied by the successful bidder after contract award and prior to commencement of work. The contractor shall designate one employee as the principal custodial crew chief for each site with full responsibility for directing the entire custodial crew. The principal crew chief shall be authorized to act for the contractor in every detail. The contractor shall prohibit his employees from disturbing papers on desks, opening desk drawers or cabinets, or using telephone or office equipment (computers) provided for official Township of Toms River use. The contractor shall require his employees to comply with instructions issued by the Township of Toms River pertaining to conduct and building regulations. The contractor s cleaning personnel/supervisor shall be responsible for initialing the work sheet (see Attachment A) at each location to show that all the requirements of the contract have been performed on a daily or weekly basis as described below. A running copy of Attachment A shall be faxed (# ) to the Department of Parks, Buildings & Grounds on a weekly basis, every Monday and the completed weekly originals shall be included with the monthly invoice. Failure to provide these forms as instructed will result in withholding of the applicable monthly payment until rectified. K. PERFORMANCE REQUIREMENTS - JANITORIAL SERVICES: Contractors shall provide cleaning services as listed below. WORK HOURS PER LOCATION: 1.) Toms River Township Public Works Department: Start time is 3:30PM until building is complete. Service required on Monday, Wednesday and Friday. 2.) Toms River Township Youth Services: After normal business hours until building is complete, Monday through Friday. 3.) Toms River Township Recreation Office: 7:00AM through 8:30AM, Monday through Friday. The TOWNSHIP OF TOMS RIVER shall supply all paper towels, toilet paper, sanitary napkins, tampons, and plastic trash bags. The BIDDER shall be responsible for supplying all cleaning supplies, materials and equipment, with the exception of the Youth Center. The Youth Center will supply all its own chemicals. No outside chemicals are allowed on-site. Specifications (con t.) S-3

4 DAILY JANITORIAL SERVICE REQUIREMENTS: (To be performed daily at each location, five (5) times per week, except Public Works which is on a three (3)times per week schedule.) 1. Non-Carpeted Floors: SWEEP ALL non-carpeted areas using a dust control tool. Sweeping shall include corners, baseboards and inaccessible areas such as behind furniture and file cabinets etc. 2. Carpeted Floors: VACUUM ALL carpeted floor areas, including stairwells. 3. Wastepaper Baskets: Empty ALL wastepaper baskets. Liners are to be replaced only when the existing liner is soiled. Dry, clean liners need not be replaced on a daily basis. Deposit trash into dumpster. Recycled waste must be kept separate from all other trash. 4. Drinking Fountains: Clean and sanitize all drinking fountains. The fixture s surface shall be clean and bright, free of dust, stains and streaks. Fountains shall be kept free of trash, ink, coffee grounds, etc., and nozzles free from encrustation. Metal surfaces shall have a polished lustrous appearance. 5. Wet Mop: Wet-mop ALL lavatory floors with approved detergent solution. 6. Restrooms: Thoroughly clean & disinfect (sanitize) ALL sinks, toilets (including seats & seat covers (both sides), urinals, dispensers, towel & paper fittings, shelves, mirrors, and partitions including damp dusting of pipes. Cleaning includes the inside and outside of all fixtures. The floors, including the corners and baseboards, shall be clean and dry, and present an overall appearance of cleanliness. Fixtures shall be clean and bright. There shall be no obvious dust, stains, green mold or encrustation. Liner bags shall be replaced daily. Liner bags removed from the sanitary napkin receptacles shall be collected in separate containers. Obvious signs of water stain and smudges shall be removed from all surfaces. 7. Replenish Supplies: Replenish soap, paper towels and toilet tissue in all restrooms and employee lounges as needed. WEEKLY JANITORIAL SERVICE REQUIREMENTS: (To be performed one (1) time per week at each location) 1. Wet Mop: Wet mop ALL non-carpeted floors with approved detergent solution. 2. Baseboards: Keep baseboards free of dust, splash marks, old finish and sealer. 3. Damp Dust: Dust with a detergent solution external surfaces of lockers and cabinets, desks, chairs, bookcases, tables, miscellaneous furniture and fittings, window sills, ledges, radiators, radiator covers, lamps, telephones and external surfaces of vents. 4. High Dust: Dust all high level ledges and fittings not listed for daily dusting. 5. Dust Lights: Dust exterior surface of ceiling light fixture. 6. Stainless Steel/Brass: Damp wipe, clean and polish metal/brass railings, wall corner coverings, door handles and door frames. 7. Interior Glass: Wash all low level interior glass partitions. 8. Low Level Glass: Clean and remove finger marks from low level interior glass partitions, door panels, mirrors etc. 9. Vertical Surfaces: Remove finger marks and smears from walls, doors and door jambs. Specifications (con t.) S-4

5 L. DESCRIPTION OF MAINTENANCE SERVICES TO BE PERFORMED 1. General: For all operations where furniture and equipment must be moved, no chairs, wastepaper baskets or other similar items shall be stacked on desks, tables or window sills. Upon completion of work, all furniture and equipment must be returned to its original position. 2. Sweeping & Damp Mopping: After sweeping and damp mopping, all floors shall be clean and free of dirt streaks. No dirt shall be left in corners, behind doors, under furniture or where sweepings were picked up. There shall be no dirt, trash or foreign matter under desks, tables or chairs. 3. Wet Mopping/Scrubbing: The floor shall be properly prepared by sweeping to remove all visible dirt. Upon completion of mopping, floors shall be clean and free of dirt, water streaks, mop marks etc. and properly rinsed. 4. Vacuuming: After each thorough vacuuming, all rugs and carpeting shall be clean, free from dust balls, dirt and other debris. 5. Restrooms: Special attention shall be given to floors around urinals and commodes for elimination of odors and stains and to provide a uniformly clean appearance throughout. 6. Damp Wiping: This task consists of using a clean cloth or sponge to remove all dirt, spots, streaks and smudges from walls, glass and other specified surfaces. The wetting solution shall contain an appropriate cleaning agent. When damp wiping in the toilet areas, a multi-purpose (disinfectant-deodorizer) cleaner shall be used. 7. Dusting: Dust shall not be moved from spot to spot, but removed directly from areas in which it lies by the most effective means, including appropriately treated dust cloths, vacuum tools etc. When doing high cleaning, dust shall not be allowed to fall from high areas onto furniture and equipment below. 8. Bright-Metal Polishing: Bright metal polishing may be performed by damp-wiping and drying with a suitable cloth if a polished appearance is attained. However, if a polished appearance cannot be produced, the appropriate building supervisor shall be contacted as to the use of an appropriate metal polish. 9. Porcelain Ware: Porcelain fixtures (washbasins, urinals, toilets etc.) shall be clean and bright; there shall be no dust, spots, stains, rust, green mold, encrustation or excess moisture. Walls and floors adjacent to fixtures shall be free of spots, drippings and watermarks. 10. Low Level & Interior Glass Cleaning: After each washing operation, all glass shall be clean and free of dirt, grime, streaks, excessive moisture and shall not be cloudy. Glassware moved during the procedure shall be returned to its original position. Window sashes, sills and woodwork around interior glass and other surroundings shall be thoroughly wiped free of drippings and other water marks. Cleaners shall use pads to protect window sills when standing or placing clean materials on them, and all such pads and/or cloths necessary to protect Township property shall be furnished by the contractor. NOTE: ALL CLEANING MUST BE PERFORMED IN CONFORMANCE WITH SAFETY AND ANY OTHER LOCAL LAWS AND REGULATIONS. M. KEYS/ALARM SYSTEMS: 1. Bidders entrusted with keys to the buildings shall be responsible for deactivating any alarm systems upon arrival and reactivating the systems when all cleaning is done and they are leaving the premises. N. GENERAL BID INFORMATION: 1. Bid Security in the form of a bid bond, certified check or Cashier s check in the amount of ten (10%) percent of the total bid, not to exceed $20, must be submitted with this bid. The requirement for a Performance Bond is waived on this bid. S-5

6 Specifications (con t.) 2. Any questions or clarifications regarding the bid specifications should be referred to the Purchasing Office at (732) ext or For answers to technical questions regarding the bid specifications, please contact Mr. Craig Ambrosio, Director, Department of Parks, Buildings & Grounds, Township of Toms River Municipal Complex, 33 Washington Street, Toms River, NJ at (732) ext Bids shall be submitted with a monthly price, per location. The Township shall be invoiced on a monthly basis. Payment will be made on a monthly basis, at the end of the month. All invoices are to be sent to the Purchasing Office for payment. 5. The Township of Toms River shall award this bid, in its entirety, to the lowest, responsible bidder overall. 6. The Township of Toms River reserves the right to have this work performed in-house for all or any combination of locations should it be in the Township s best interest to do so. O. HOLIDAYS: (2010 / 2011 / 2012) On the following Township holidays, janitorial services are not required. Independence Day Monday July 5, 2010 Labor Day Monday September 6, 2010 Columbus Day Monday October 11, 2010 Election Day Tuesday November 2, 2010 Veterans Day Thursday November 11, 2010 Thanksgiving Thursday November 25, 2010 Friday November 26, 2010 Christmas Friday December 24, 2010 New Year s Day Friday December 31, 2010 Martin Luther King Day Monday January 17, 2011 Lincoln s Birthday Friday February 11, 2011 President s Day Monday February 21, 2011 Good Friday Friday April 22, 2011 Memorial Day Monday May 30, 2011 Independence Day Monday July 4, 2011 Labor Day Monday September 5, 2011 Columbus Day Monday October 10, 2011 Election Day Tuesday November 8, 2011 Veterans Day Friday November 11, 2011 Specifications (con t.) S-6

7 Thanksgiving Thursday November 24, 2011 Friday November 25, 2011 Christmas Monday December 26, 2011 New Year s Day Monday January 2, 2012 Martin Luther King Day Monday January 16, 2012 Lincoln s Birthday Friday February 10, 2012 President s Day Monday February 20, 2012 Good Friday Friday April 6, 2012 Memorial Day Monday May 28, 2012 S-7

8 TOWNSHIP OF TOMS RIVER INSURANCE REQUIREMENTS Certificates of Liability and Workmen's Compensation insurance satisfactory to the Township of Toms River shall be filed with the Township Purchasing Department. All of the VENDOR'S/CONTRACTOR'S insurance coverage s shall contain a clause indemnifying and saving harmless the Township of Toms River, and their agents from any and all liability of whatever nature arising from the work to be performed under the Contract, including attorney's fees and costs in connection with the defense of such claims. The Certification of Insurance furnished by the VENDOR/CONTRACTOR shall state specifically that the above indemnification is guaranteed by the policy. Such statement, if not included in the body of the policy, will be typed on the face or back of the certificate. The minimum amounts of insurance to be carried by the VENDOR/CONTRACTOR shall be as follows: 1. WORKMEN'S COMPENSATION & EMPLOYERS LIABILITY INSURANCE The VENDOR/CONTRACTOR shall take out and maintain during the life of the contract adequate workmen's compensation and employer's liability insurance for all employees employed in connection with the work, and in case any work is sublet, the VENDOR/CONTRACTOR shall require each sub-contractor similarly to provide workmen's compensation and employer's liability insurance for the latter's employees, unless such employees are covered by the protection afforded by the VENDOR'S/CONTRACTOR'S insurance. Coverage A shall be New Jersey Statutory Coverage B (Employer's Liability) shall be unlimited as per New Jersey Workmen's Compensation Law 2. COMPREHENSIVE GENERAL LIABILITY INSURANCE Limits shall be a minimum of $1,000, bodily injury and property damage combined. The Certificate of Insurance must indicate coverage at the above limits for: A. Contractual - indicated on the face of the Certificate as being in accordance with the specifications. B. Independent Contractors (if any) C. Completed Operations 3. COMPREHENSIVE AUTOMOBILE LIABILITY Limits shall be a minimum of $1,000, bodily injury and property damage combined. The Certificate of Insurance must indicate coverage at the above limits for (A.) Hired Vehicles and (B.) Non-Owned Vehicles. Certificate of Insurance must indicate that the TOWNSHIP OF TOMS RIVER has been named as an additional insured for this contract. S-8 TOWNSHIP OF TOMS RIVER BID SHEET

9 JANITORIAL SERVICES FOR THE DEPARTMENT OF PUBLIC WORKS, YOUTH CENTER AND RECREATION OFFICE Bid for the furnishing of JANITORIAL SERVICES for the Township of Toms River. The undersigned hereby declare that they have carefully examined the specifications for Janitorial Services for the Township of Toms River and that they will complete the said contract in all respects according to the specifications. Locations Monthly Amount # of Months Annual Amount 1. Toms River Township Public Works Department: $_ X 12 = $ Start time is 3:30PM until building is complete. Service required on Monday, Wednesday and Friday. 2. Toms River Township Youth Center: $_ X 12 = $ After normal business hours until building is complete. Service required Monday through Friday. 3. Toms River Township Recreation Office: $_ X 12 = $ 7:00AM through 8:30AM. Service required Monday through Friday. 4. ANNUAL COST (ALL THREE (3) LOCATIONS): $ 5. TWO (2) YEAR GRAND TOTAL (ALL (3) LOCATIONS):... $ Company: Date: Authorized Representative (Print): Signature: _ Title: Telephone #: Fax #:

10 P-1 TOWNSHIP OF TOMS RIVER Contractor Data Sheet Number of calendar days to gear up for job:. Name of Insurance Company:. The number of years your firm has been performing cleaning services:. How many personnel will be available to work on this contract:. Name of the supervisor to be assigned to work on this contract:. Years this supervisor has been employed by your firm:. Location(s) where bidders equipment may be inspected, if necessary: Address:. Address:. Name and phone numbers of management personnel to be contacted if problems or emergencies occur: Name: Phone #: Name: Phone #: Bidders shall list present establishments that are currently under contract with your firm. Include length of time each contract has been in force and a name and phone number the Township of Toms River may contact for reference: Client Length of Contract Name and Telephone Number to Contact

11 P-2