City Of Hammond Purchasing Department RFP JANITORIAL SERVICES FOR THE PUBLIC SAFETY SERVICES OFFICE OF MOTOR VEHICLES REQUEST FOR PROPOSALS

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1 1 City Of Hammond Purchasing Department JANITORIAL SERVICES FOR THE PUBLIC SAFETY SERVICES OFFICE OF MOTOR VEHICLES REQUEST FOR PROPOSALS Proposals Shall Be Received by the Purchasing Department, 310 East Charles Street P.O. Box 2788 Hammond, Louisiana Until 10:00 A.M. May 14, 2018 Advertisement in the Official Journal Daily Star, to be published two (2) times April 17 & April 25, 2018 For Additional Information or Questions, Contact: Jana Thurman - Purchasing Manager- (985)

2 2 This is the Proposal of: Date: Company: Section 3 Business/WBE/SBE/MBE/DBE: Address: City: State: ZIP Code: Person to Contact: Phone: Fax: Your Proposal is important to us. However, should you choose NOT to submit a Proposal for this project, the City would still ask you to complete this sheet and indicate "No Proposal". This shall NOT affect your participation in future RFPs, but only serve as a means of verifying you received notification of this RFP. Section 3 Business/WBE/SBE/MBE/DBE The City encourages Proposals from Section 3 businesses, Woman Business Enterprises, Minority Business Enterprises, Small Business Enterprises, and other potentially Disadvantaged Business Enterprises. If your company is one of these types of businesses, please indicate "Section 3," "WBE," "SBE," "MBE," or "DBE" in the space provided above. Nondiscrimination Requirements By submitting and signing this Proposal, the Proposer agrees to comply with Title VI and VII of the Civil Rights Act of 1964 as amended; the Vietnam Era Veterans Readjustment Assistance Act of 1974; Section 503 of the Rehabilitation Act of 1973; Section 202 of Executive Order as amended; and the Americans with Disabilities Act of The Proposer also agrees to keep informed of and comply with all federal, State, and local laws, ordinances, and regulations which affect the Proposer's employees or prospective employees.

3 3 RFP # SPECIFICATIONS PROVIDE LABOR, MATERIALS AND EQUIPMENT TO PROVIDE JANITORIAL SERVICES FOR PUBLIC SAFETY SERVICES OFFICE OF MOTOR VEHICLES IN ACCORDANCE WITH THE ATTACHED CITY OF HAMMOND JANITORIAL SERVICES SPECIFICATIONS AND ALL THE TERMS AND CONDITIONS FOUND IN THIS DOCUMENT. COMPENSATION INSURANCE, PUBLIC LIABILITY, AND PROPERTY DAMAGE INSURANCE, AS OUTLINED BELOW, WILL BE REQUIRED BEFORE WORK CAN BEGIN. CONTRACTOR S LIABILITY INSURANCE: INSURANCE COVERAGE SPECIFIED BELOW SHALL BE FURNISHED WITH THE FOLLOWING MINIMUM LIMITS: COMPENSATION INSURANCE: THE CONTRACTOR AND SUBCONTRACTORS SHALL TAKE AND MAINTAIN DURING THE LIFE OF THE CONTRACT WORKMAN S COMPENSATION INSURANCE FOR ALL OF THEIR EMPLOYEES EMPLOYED AT THE SITE OF THE PROJECT. IF ANY CLASS OF EMPLOYEES IS TO BE ENGAGED IN HAZARDOUS WORK UNDER THE WORKMAN S COMPENSATION STATUTE, THE CONTRACTOR AND SUBCONTRACTOR SHALL PROVIDE EMPLOYER S LIABILITY INSURANCE FOR THE PROTECTION OF THEIR EMPLOYEES NOT OTHERWISE PROTECTED. PUBLIC LIABILITY AND PROPERTY DAMAGE INSURANCE: COMPREHENSIVE PUBLIC GENERAL LIABILITY INSURANCE, INCLUDING BUT NOT LIMITED TO BODILY INJURY, PROPERTY DAMAGE, CONTRACTUAL LIABILITY, PRODUCTS LIABILITY, COMPLETED OPERATIONS AND OWNER S PROTECTIVE LIABILITY WITH COMBINED SINGLE LIMITS OF $500,000 PER OCCURRENCE WITH A MINIMUM AGGREGATE OF $1,000,000. Instructions to Bidders AWARDS IT IS THE CITY S INTENT TO OBTAIN FAIR AND COMPETITIVE PROPOSALS HOWEVER THE CITY OF HAMMOND RESERVES THE RIGHT TO AWARD ITEMS SEPARATELY, GROUPED OR ON AN ALL OR NONE BASIS, TO ACCEPT THE PROPOSAL WHICH IS IN THE BEST INTEREST OF THE CITY AND TO REJECT ANY OR ALL PROPOSALS. THE CITY RESERVES THE RIGHT TO CANCELL THIS REQUEST FOR PROPOSAL AT ANY TIME.

4 4 Non-Delivery: In the event a successful bidder is unable to furnish and/or refuses to provide service when requested to do so, the City reserves the right to obtain service elsewhere and bill the contractor for the difference between the quoted price and the actual cost. EXPERIENCE THE SUCESSFUL CONTRACTOR/S MUST HAVE AT LEAST ONE YEAR OF SUCESSFUL CLEANING EXPERIENCE WITH COMMERCIAL ACCOUNTS. PLEASE SUBMIT A LIST OF REFERANCES WITH YOUR PROPOSAL. Special Notes BIDDERS ARE URGED TO PROMPTLY REVIEW THE REQUIREMENTS OF ALL SPECIFICATIONS AND SUBMIT QUESTIONS FOR RESOLUTION AS EARLY AS POSSIBLE DURING THE BID PERIOD. QUESTIONS OR CONCERNS MUST BE SUBMITTED IN WRITING TO THE PURCHASING AGENT DURING THE BID PERIOD AND SHALL BECOME PART OF YOUR PROPOSAL PACKAGE. OTHERWISE, THIS WILL BE CONSTRUED AS ACCEPTANCE BY THE BIDDERS THAT THE INTENT OF THE SPECIFICATIONS IS CLEAR AND THAT COMPETITIVE BIDS MAY BE OBTAINED AS SPECIFIED HEREIN. PROTESTS WITH REGARD TO THE SPECIFICATION DOCUMENTS SHALL NOT BE CONSIDERED AFTER PROPOSALS ARE OPENED. Proposal Packages are mailed only as a courtesy. The does not assume responsibility for bidders to receive proposal packages. Full information may be obtained, or questions answered, by contacting the Purchasing Department, Hammond City Hall Complex, 310 East Charles Street or by calling (985) These specifications are written in a manner to invite open competition. Any manufacturer s names, trade names, brand names, or catalog numbers used in the specifications are for the purpose of describing and establishing general quality levels. Such references are not intended to be restrictive unless the invitation to bid states that only the brand name will be considered for reasons of compatibility, etc. The Proposal number, Bidder s name, address and bid opening date shall be clearly printed or typed on the outside of the bid envelope. Only one (1) bid shall be accepted from each bidder. Alternates shall not be accepted unless specifically requested in the bid specifications. Submission of more than one (1) bid or alternates not requested may be grounds for rejection of all bids by the bidder. The method of delivery of bids is the responsibility of the bidder. All bids shall be received by the Purchasing Department, Hammond City Hall Complex, 310 East

5 5 Charles Street Hammond, Louisiana on or before the specified bid opening date and time. Late bids shall not be accepted under ANY circumstances. It is the bidders sole responsibility to insure that their bid has been delivered and accepted with ample time to meet all specified deadlines. Normally, bid bonds will not be required on bids for materials, supplies, annual contracts or small labor contracts. If a bid bond is required, it will be specifically requested on the bid form and included in the specifications. Proposals shall be accepted only on the bid forms furnished by the City of Hammond Purchasing Department. The shall only accept proposals from those bidders in whose name the proposal forms and or specifications were issued. Altered or incomplete proposal forms, or use of substitute forms or documents, shall render the proposal non-responsive and subject to rejection. The entire proposal package, including the specifications and copies of any addenda issued shall be submitted to the Purchasing Department as THE PROPOSAL. All proposals must be typed or written in BLUE/BLACK INK. Any erasures, strikeover and/or changes to prices shall be initialed by the bidder. Failure to initial shall be cause for rejection of the Proposal as non-responsive. All proposals shall be signed. Failure to do so shall cause the proposal to be rejected as non-responsive. Where one (1) or more vendor s exact products or typical workmanship is designated as the level of quality desired or equivalent, the Purchasing Agent, after study and review, reserves the right to determine the acceptability of any equivalent offered. The decision, after study and review, shall be final and binding. A site visit is required before the submission of bid package. Contact Robert Morgan between the hours 7 a.m. and 2 p. m. weekdays. Site visit verification signature Date

6 6 As a qualified bidder for the project, I have carefully examined all of the Proposal Documents and have examined the conditions and specifications of the work to be done, and I hereby propose to furnish all labor, materials, equipment, tools, etc., as called for by the bidding specifications. I hereby acknowledge that I have received the following Addenda and they are reflected as part of this proposal, List by date and Addendum number Bidder agrees to deliver services described by the Proposal Specifications for the sum indicated: (Amounts shall be shown in words and digits, In case of discrepancy, words shall govern. Total Annual Price ($ ) Signature of Bidder Company Name The above signature on this Proposal certifies that bidder has carefully examined the instructions to bidders, terms and specifications applicable to and made a part of this Package. Bidder further certifies that the prices shown are in full compliance with the conditions, terms and specifications of this Proposal.

7 7 Services to be rendered at: The Department of Public Safety, Office of Motor Vehicles 1320 N. Morrison Blvd. Suite , Hammond, Louisiana, 5 days a week. 1. Service Contract(s) Custodial services to be inclusive of the following: The Contractor shall be responsible for furnishing a replacement Custodian in the event of sickness or absence. The Contractor wishing to be considered for this contract must verify their ability to service The Office of Motor Vehicles with staff that are approved for entrance into The Office of Motor Vehicles via the successful completion of a Hammond Police Department background check. Failure of a background check is grounds for refusing entrance into The Office of Motor Vehicles and may be viewed as a reason for disqualification of use of the Contractor by The. Service(s) must be satisfactory, or contract may be cancelled upon written notice. Notification of non-performance will be as follows: First notice verbal Second notice in writing Third notice written notice of intent to cancel This contract may be canceled without cause upon written notice of intent to cancel thirty (30) days prior to discontinuance of service(s). At the option of the on behalf of The Department of Public Safety and acceptance of the contractor, this contract may be extend for two (2) additional twelve (12) month period at the same prices, terms and conditions stated herein. 2. Cleaning Schedules: Daily Cleaning Schedule Empty trash receptacles and remove to a collection point Empty ashtrays, wipe and dry polish Vacuum carpets Clean and polish drinking fountains

8 8 Dust all horizontal surfaces, to include desktops, files, window sills, chairs, tables, pictures, and telephones. Mop hard surface floors with a PH balance solution Entrance metal to be wiped and remove finger marks Clean glass doors Spot clean partition glass as needed Inspect carpet for stains, and remove where possible Keep storage area clean, organized, and restocked Wipe down counter tops Floors are to be mopped and walls wiped down Vacuum floor mats Daily restroom cleaning: Paper towels, tissue and hand soap to be stocked Empty and damp wipe sanitary napkin receptacles with disinfectant Empty and damp wipe trash receptacles Clean and polish mirrors Wipe down towel cabinet Clean and disinfect inside and out of toilets and urinals Clean and disinfect toilet seats (both sides) Basins to be scoured and disinfected. Bright work to be polished Partitions, top of mirrors and frames are to be dusted Splash marks are to be removed from wall around basins Mop/rinse and disinfect floors Weekly cleaning schedule: Buff and wax hard surface floors as needed Wipe down telephones, calculators, and computers. (No spraying or dripping solutions on equipment). Monthly cleaning schedule: Dust and clean baseboards Dust and clean vents, louvers, fans, and blinds

9 9 Quarterly cleaning schedule: Floor coverings to be cleaned, rinsed, and floor area refinished that shows excessive wear Doors, frames and wall are to be spot cleaned Dust and damp wipe chairs, clocks, pictures Clean and polish light switches, handles, and push plates Clean windows inside and outside Bi-annual cleaning schedule: Strip and wax floors 3. Janitorial Service Contract duties 1) LIGHTS: Contractor s are responsible for turning lights on and off as necessary in performing their duties. Contractor s and/or Contractor s employees shall turn on only lights necessary to illuminate their immediate work area and shall turn them off upon completion of work. 2) WATER CLEANUP: Uncontrolled water inside the cleaning areas from broken pipes, plugged toilets or urinal, roof leaks, open windows and doors, condensation, etc. shall be immediately cleaned up and reported to Building Officials. 3) GRAFFITI MARKS: Scribbled in interior cleaning area walls, floors, partitions, windows, etc. shall be removed as soon as observed using methods least damaging to the surface. Report any graffiti unable to be removed. 4) TRASH REMOVAL: Trash removal shall be to dumpster containers located outside of Office of Motor Vehicles building. Trash must be placed in trash bags, each bag secured and tied, and placed in dumpsters.

10 10 5) REPAIR/REPLACEMENT: 6) DEFAULT: Contractor shall report immediately to the Building Contact all conditions of the cleaning area requiring repair such as broken fixtures, leaking utility pipes and faulty electric switches. Contractor shall have 24 hours to remedy all areas of unacceptable performance discovered. Repeated unacceptable performance will be grounds for termination of the contract. The City may terminate the contract, at no cost to the City, by notice in writing without a waiting period if the Contractor has breached any of the conditions stated herein. 7) SAFETY PRECAUTIONS: 8) CONTACTS: The Contractor shall see that all necessary safety training and equipment for the protection of workmen employed is provided. The Contractor shall conduct the work at all times with the safety of employees on the job and safety of the public in mind. Bidder Contact for Janitorial Service Phone Number Successful bidders will be given a list of names of Building Contacts, their locations and phone numbers when they are awarded the work. 4. Payment to vendor for services rendered: 1. Invoices should reference contract # provided by the City of Hammond.