NOTICE TO BIDDERS NOTICE IS HEREBY GIVEN

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1 NOTICE TO BIDDERS NOTICE IS HEREBY GIVEN that the County of Ontario will receive sealed bids for Janitorial Services for Finger Lakes Community College (B16096). Such sealed bids must be filed with the Ontario County Purchasing Director, 20 Ontario Street, Canandaigua, New York 14424, PRIOR TO 3:00 PM prevailing time, October 12, 2016 at which time said bids will be publicly opened and read. There will be a pre-bid meeting and site visit held on September 30, 2016 at 1:00 PM. Said meeting will begin at the FLCC Honors House, 4340 Lakeshore Drive, Canandaigua, NY This building is located to the east of the FLCC main campus entrance on Lakeshore Drive and is on the opposite side of the road. All interested parties are strongly urged to attend. This will be the only opportunity to view the site. Bid forms and specifications may be obtained at the office of the Ontario County Purchasing Director at the above mentioned address (Telephone: ). Vendors requesting arrangements other than U.S. Mail shall be responsible for making such arrangements and all associated costs. Finger Lakes Community College reserves the right to renew any contract(s) awarded as a result of this bid for up to two additional, (12) twelve-month periods by annual resolution and in accordance with the specifications and NYS GML 103 and 104b. NOTE: Finger Lakes Community College (the College ) and the County of Ontario (the County ) shall not be held responsible for the completeness or accuracy of any bid documents received by a vendor that were not directly issued to that vendor by the Ontario County Purchasing Department. Any vendor submitting a bid based on incomplete or inaccurate information resulting from documentation received from any third party, shall not have cause for relief from award or completion of a contract in accordance with the official documents on file with the Ontario County Purchasing Department. It is HIGHLY suggested that all vendors interested in participating in this bid, contact the Ontario County Purchasing Department directly at the above address or telephone number to assure they have received the most accurate and up to date material concerning this contract. The County does not offer or supply anyone the list of people that have obtained a copy of these bid specifications or cost estimates for the project prior to the opening of the bid. NO EXCEPTIONS ARE MADE TO THIS POLICY. Ontario County reserves the right to reject any or all bids. COUNTY OF ONTARIO Kathryn A. Namisnak Buyer Ontario County Purchasing

2 INSTRUCTIONS TO BIDDERS 1) Read all documents contained in the bid specifications. 2) Vendors are responsible for submitting their bids to the exact location indicated on the Notice To Bidders prior to the time indicated in the Notice To Bidders. No bids will be accepted after the designated time indicated in the Notice To Bidders. NOTE: This includes any changes listed on the latest addendum issued by the Ontario County Purchasing Department, if any. Delay in mail delivery is not an exception to the deadline for receipt of bids. 3) Bidders are responsible for reporting, in writing, any errors found in the bid specifications to the Ontario County Purchasing Director, 20 Ontario Street, Canandaigua, New York ) Questions about or clarifications to the technical specifications must be made in writing to the Purchasing Director prior to the bid opening. Such questions must be in the possession of the Purchasing Director three working days prior to the bid opening unless otherwise indicated. Verbal questions may not be entertained. 5) Bidders shall indicate on the outside of their sealed bid the following information: 1. Title of Bid and Bid Number 2. Date and Time of Bid Opening 3. Company Name Vendors submitting Alternate pricing, products or services, must do so as a separate bid package to be considered for award. Each bid must be submitted under separate cover and will be considered on its own merits. 6) The only forms necessary to be submitted as a bid are the following: 1. College Bid proposal form, filled out completely. (see General Information) 2. Individual, Corporate, Partnership or LLC Acknowledgment. 3. Non-Collusion Affidavit signed and dated. 4. Insurance certificates. See Schedule B Insurance Requirements. 5. Copy of MSDS for all products to be used. 6. References (as described in the General Information section) 7. IRS W-9 Form (as described in the General Information section) 8. Employee Capability Report (as described in the General Information section) 9. Any other information as noted in the bid document. 7) All vendors submitting a bid shall be supplied with a copy of the pricing tabulation sheet and the information regarding any resulting resolutions as soon as they become available after the bid opening. 8) Under no circumstances is it necessary to return the technical specifications with the bid. They should be retained by the bidder for his/her records, or returned at a later date as a part of a request for the return of a bid deposit. Failure to submit any of the above data may result in the rejection of the bid as non-responsive. Furthermore, the College reserves the right to request any additional information deemed necessary for the proper evaluation of this bid. and further to wave any informalities it deems in its best interest.

3 GENERAL INFORMATION METHOD OF AWARD: The contract if awarded will be to the lowest responsive/responsible bidder(s) in part or in whole who meet(s) all the terms of the specifications. Any contract(s) awarded as a result of this bid will be between Finger Lakes Community College and the successful vendor(s). The College guarantees no minimum or maximum purchases or contracts as a result of award of this bid. GUARANTEE: The vendor guarantees that all work will be conducted in accordance with the Bid Specifications and that all goods, materials and/or equipment supplied to the College meet or exceeds the Bid Specifications. Should the goods, materials and/or equipment be found not to meet the Bid Specifications, the vendor shall remove and/or at the College s sole discretion, replace all faulty goods, materials and/or equipment within a time frame dictated by the College at no cost to the College. REFERENCES The vendor shall provide a minimum of three (3) references from former or current clients with this bid. Each reference shall include the company name and address, contact person name, phone number (plus additional contact information if available), a description of the project or services provided by the vendor, and dates that service was provided. References shall provide proof that the vendor s company has been continuously in the janitorial services business since at least QUALIFICATION OF BIDDER: Bids will only be accepted from established service contractors proving they have been in the business of providing janitorial services to schools and/or businesses for a minimum of five (5) years. AWARD OF BID: The award, if any, will be made within forty-five (45) calendar days of the opening date. All successful vendors shall be notified by the College of any contracts they have been awarded. Notice of awards shall be in the form of a copy of the resolution awarded by the College Board of Trustees sent to all successful vendors by U.S. mail. PAYMENT TERMS: The vendor/contractor must be willing to accept purchase orders from Finger Lakes Community College. The College will pay within 30 days of receipt of an accurate and approved invoice. The College does not pre-pay for orders. TERM OF CONTRACT: Any contract resulting from the award of this bid shall be for a term of twelve (12) months from the date of award. The College reserves the right to renew all or any part of this contract for up to two (2) twelve month periods if agreeable by all parties and by resolution by the College Board of Trustees. PRICE ADJUSTMENTS: Unless otherwise stated in this document, at no time during the term of any contract arising from an award by the College Board of Trustees may any of the contract pricing be changed for any reason without prior written approval by the College. All pricing shall remain firm during the 12-month contract period. Any request for a price adjustment will be considered at time of renewal. The vendor shall give the County a minimum of thirty-(30) calendar days notification of any request for a price adjustment. Said adjustment may at no time exceed the Consumer Price Index for all items as calculated by the Ontario County Purchasing Department.

4 Should the College deem the requested adjustment unacceptable, the College reserves the right to terminate the contract in accordance with the terms of the bid and seek pricing from whatever sources legally available. TERMINATION CLAUSE: The College reserves the right to terminate any contract resulting from this bid with (10) ten-calendar days written notice to the vendor. The College agrees to show cause and allow the vendor the opportunity to rectify problems. However, if in the sole opinion of the Ontario County Attorney, Ontario County Purchasing and the using department, the vendor has not resolved the problem to the satisfaction of the College and the County in a timely and workman like manner, said contract shall be terminated and the vendor agrees to remove said equipment from College property within seven (7) calendar days and refund the College in full for the equipment within that same timeframe DEFENSE AND INDEMNIFICATION: The vendor agrees to the fullest extent of the law: (a) that except for the amount, if any, of damage contributed to, caused by or resulting from the negligence of the College, the vendor shall indemnify and hold harmless the College, its officers, employees and agents from and against any and all liability, damage, claims, demands, costs, judgments, fees, attorneys' fees or loss arising directly or indirectly out of the performance or failure to perform hereunder by the vendor or third parties under the direction or control of the vendor; and (b) to provide defense for and defend, at its sole expense, any and all claims, demands or causes of action directly or indirectly arising out of the acts or omissions referred to in Sub-paragraph (a) above and to bear all other costs and expenses related thereto. The duty to defend hereunder shall be triggered immediately upon notice to the vendor by the Finger Lakes Community College s receipt of a Notice of Claim, service of process or other demand or claim. These defense and indemnification obligations shall survive the expiration or termination of any contract resulting from this bid, whether occasioned by the contract s expiration or earlier termination. TAX ON MATERIALS: In regard to any taxes applicable to this project, please acquire copy of form ST from the NYS Department of Taxation and Finance and follow accordingly COMPLIANCE: The vendor shall comply, at its own expense, with the provisions of all federal, state and local laws, rules and regulations applicable to its performance of any contract resulting from this bid. RECORDS: All original records compiled by the vendor in performing under a contract resulting from this bid, including but not limited to written reports, studies, drawings, blueprints, negatives of photographs, computer printouts, graphs, charts, plans, specifications and all similar recorded data, shall become and remain the property of the College. The vendor may retain copies of such records for its own use. FUEL SURCHARGES: The College will not pay any type of fuel surcharge on any item or contract unless specifically indicated as such by the College in the solicitation or contract. Any fuel charges added and not authorized by the College will be deleted from any payments made to the vendor.

5 BID FORM RESPONSES: When filling out the attached bid form be certain that: 1. All blanks are filled in with the requested information 2. All forms are signed in blue or other non-black ink 3. All areas requiring a price are to be filled in as follows: Supply a numerical price for all products or services to be provided. (This includes a $0.00 if there is no additional cost for any item) The words No Bid if you are not interested in or unable to perform any particular portion for the bid All markings other than those indicated above or any blank spaces where prices are indicated shall be deemed as a no bid by the College and shall make the vendor non-responsive for that particular item (s). No exceptions shall be made in this case PREVAILING WAGES All vendors submitting bids are required to conform to all current NYS prevailing wage laws. The College has applied for and has received a PRC number for this project, which has been included with this document as an attachment. The successful vendor(s) is/are responsible for complying with all current labor rates and regulations throughout the duration of any contract resulting from this document. For policy or rate questions call the NYS Department of Labor at (585) Actual rates are available via the internet at: The College will only pay and the vendor agrees to only charge prevailing wage rates to those employees of any organization that are required by New York state law to receive said rates in the course of doing work for the College. No payments will be made to any vendor covered under this contract prior the vendor supplying the College with certified payrolls in accordance with New York State Department of Labor regulations. The contractor agrees to verify all rates with the New York state department of Labor prior to submitting a proposal and prior to doing any work for the College as well as to establish which of the workers involved in any part of a contract for the College are required by law to receive said rates. Corporations and Partnerships submitting proposals are hereby informed that ALL personnel working on this project must be paid the prevailing rate or above in accordance with the current New York State Labor Laws in effect during the course of the project. This includes all owners, partners and other management and other employees as required. NOTES: Vendors currently on the NYS Labor Department Debarred list will not be considered for award of this contract. By submitting a bid for consideration, the vendor is indicating to the College that they are currently in good standing with the NYS Department of Labor at the time of the bid. In accordance with chapter 282 of Labor Law 220-h for all public works projects of $250, or more, prior to performing any work relating to said project every worker covered under any contract relating to said project shall have completed an OSHA 10 safety training course. As proof of completion of the training course each contractor and subcontractor must attach a copy of proof of completion of the OSHA 10 course to the first payroll submitted to the County and on each succeeding payroll where any new or additional employee is first listed. For further information or acceptable types of proof contact the New York State Department of Labor at the number listed above or at (518) JUDGMENTS/LEGAL FINDINGS: By submitting this bid for consideration, the vendor affirms that they currently have no judgments or other legal findings nor have any pending judgments or other legal findings against the company or any of its executives, with any federal, state or local governmental entities that in any way could impact or have the potential to

6 impact their ability to complete any contract awarded them as a result of this bid. Failure to disclose any such judgments and/or findings will result in the termination of any contracts and other penalties as deemed legal and appropriate by the College. IRAN DIVESTMENT ACT By submitting a bid in response to this solicitation or by assuming the responsibility of a Contract awarded hereunder, Bidder/Contractor (or any assignee) certifies that it is not on the "Entities Determined To Be Non- Responsive Bidders/Offerers Pursuant to The New York State Iran Divestment Act of 2012" list ("Prohibited Entities List") posted on the OGS website at: and further certifies that it will not utilize on such Contract any subcontractor that is identified on the Prohibited Entities List. Additionally, Bidder/Contractor is advised that should it seek to renew or extend a Contract awarded in response to the solicitation, it must provide the same certification at the time the Contract is renewed or extended. During the term of the Contract, should Finger Lakes Community College or Ontario County receive information that a person (as defined in State Finance Law 165-a) is in violation of the above-referenced certifications, the College will review such information and offer the person an opportunity to respond. If the person fails to demonstrate that it has ceased its engagement in the investment activity which is in violation of the Act within 90 days after the determination of such violation, then the College shall take such action as may be appropriate and provided for by law, vile, or contract, including, but not limited to, seeking compliance, recovering damages, or declaring the Contractor in default. Finger Lakes Community College reserves the right to reject any bid, request for assignment, renewal or extension for an entity that appears on the Prohibited Entities List prior to the award, assignment, renewal or extension of a contract, and to pursue a responsibility review with respect to any entity that is awarded a contract and appears on the Prohibited Entities list after contract award. NON-APPROPRIATIONS CLAUSE: In accordance with New York State General Municipal Laws the College will not be liable for any purchases or contracts for goods or services for which funding is not available. As a result, the vendor agrees to hold the College harmless for any contracts let for which funding either does not currently exist or for which funding has been removed prior to the issuance of a purchase order by the College. Issuance of a purchase order by the College indicates that the College currently has and has set aside adequate funds to procure the goods and services indicated in the purchase order or contract. Receipt of a resolution by the College Board of Trustees is not in and of itself a binding contract with the College. Should it become necessary for the College to cancel a project or purchase after an order to proceed or purchase order has been issued, the College will only be liable for and the vendor agrees to only assess those financial damages that it can prove to have incurred as a result of the cancellation. (see Bid Form for further notes) NON-ASSIGNMENT: In accordance with NYS General Municipal Law 109, at no time during the duration of any contract resulting from this bid, shall the successful vendor be allowed to assign any portion of this contract to a third party without express written approval by the College Board of Trustees. EMPLOYEE CAPABILITY REPORT: Each bidder shall supply as a part of their bid submission a report listing their current staffing and capabilities. Said report shall include the number of employees that will be available for this contract, their longevity with the company and their capabilities including ability to use various types of specialty equipment as dictated in this contract. This shall include supervisory and line staff.

7 EMPLOYEE VERIFICATION REQUIREMENTS: All vendors providing services and/or products to the Finger Lakes Community College and all municipal entities included under any contract resulting from an award of the attached bid are required to comply with all current State, Federal and local laws, rules and regulations as they pertain to the verification of the ability of each employee to legally work in this state and country. This includes all employees, subcontractors and their employees engaged in work covered by said contract. All vendors shall, upon request, supply the College with certified copies of Federal form I-9 for all employees, subcontractors and their employees. These forms should be on file at the vendors home office and are available online at By submitting a bid for consideration by the College, the vendors acknowledge that they have complied with and will continue to comply with all regulations and statutes concerning the verification of employee status. SPECIFICATIONS SUBMITTED BY: Ontario County Purchasing Finger Lakes Community College

8 Schedule "B" Insurance Requirements I. All bid and quote responses shall include (1) proof or Workers Compensation insurance, (2) proof of Disability insurance and (3) proof of Liability insurance/auto/professional insurance supplied on an ACORD Certificate. Failure to do so may deem the vendor non-responsive. II. CERTIFICATES OF INSURANCE A. All insurance ACORD certificates shall name Finger Lakes Community College as an additional insured. B. Certificate Holder shall be made out to the "Finger Lakes Community College, 3325 Marvin Sands Drive, Canandaigua, NY 14424" C. Coverage must comply with all specifications of the contract. D. All insurance ACORD certificates shall be executed by an insurance company and/or agency or broker which is licensed by the Insurance Department of the State of New York. E. The certificate must indicate that prior to non-renewal or cancellation of these policies, at least thirty (30) days advance written notice shall be given to the Finger Lakes Community College and the College Department requesting this Certificate, before such change shall be effective. III. IV. The vendor shall supply an ACORD Certificate of Insurance for vendor classification A. The following two pages are a sample of the required Insurance ACORD and details of the required forms for Workers Compensation and Disability according to Sections 57 and 220 subd. 8 of the Workers Compensation Law. (The ACORD Certificate, Workers Compensation certificate and Disability certificate must all be on file with the College before any contracts/awards can be approved by the College Board of Trustees and must be kept current for any payments to be made). In some circumstances it will be necessary to require alternate coverage and limits which will be defined in the specifications, contract, lease or agreement. The alternative specifications should be evidenced on the certificate in lieu of the following standards.

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10 Workers Compensation Requirements under Workers Compensation Law 57 To comply with coverage provisions of the Workers Compensation Law (WCL), businesses must: a) be legally exempt from obtaining workers compensation insurance coverage; or b) obtain such coverage from insurance carriers; or c) be a Board-approved self-insured employer; or d) participate in an authorized group self-insurance plan. To assist State and municipal entities in enforcing WCL Section 57, businesses requesting permits or seeking to enter into contracts MUST provide ONE of the following forms to the government entity issuing the permit or entering into a contract: A) Form CE-200, Certificate of Attestation of Exemption from NYS Workers' Compensation and/or Disability Benefits Coverage; Form CE-200 can be filled out electronically on the Board s website, Click on the last button in the lower right hand corner {WC/DB Exemptions Form CE-200 (In bright yellow letters)} Applicants filing electronically are able to print a finished Form CE-200 immediately upon completion of the electronic application. Applicants without access to a computer may obtain a paper application for the CE-200 by writing or visiting the Customer Service Center at any district office of the Workers Compensation Board. Applicants using the manual process may wait up to four weeks before receiving a CE-200. Once the applicant receives the CE-200, the applicant can then submit that CE-200 to the government agency from which he/she is getting the permit, license or contract; or B) Form C-105.2, Certificate of Workers Compensation Insurance (the business s insurance carrier will send this form to the government entity upon request). Please Note: The State Insurance Fund provides its own version of this form, the U-26.3; or C) Form SI-12, Certificate of Workers Compensation Self-Insurance (the business calls the Board s Self-Insurance Office at ), or GSI-105.2, Certificate of Participation in Worker s Compensation Group Self- Insurance (the business s Group Self-Insurance Administrator will send this form to the government entity upon request). Disability Benefits Requirements under Workers Compensation Law 220(8) To comply with coverage provisions of the WCL regarding disability benefits, businesses may: a) be legally exempt from obtaining disability benefits insurance coverage; or b) obtain such coverage from insurance carriers; or c) be a Board-approved self-insured employer. Accordingly, to assist State and municipal entities in enforcing WCL Section 220(8), businesses requesting permits or seeking to enter into contracts must provide one of the following forms to the entity issuing the permit or entering into a contract: A) CE-200, Certificate of Attestation of Exemption from NYS Workers' Compensation and/or Disability Benefits Coverage (see above); B) DB-120.1, Certificate of Disability Benefits Insurance (the business s insurance carrier will send this form to the government entity upon request); or C) DB-155, Certificate of Disability Benefits Self-Insurance (the business calls the Board s Self-Insurance Office at ). NYS Agencies Acceptable Proof: Letter from the NYS Department of Civil Service indicating the applicant is a New York State government agency covered for workers compensation under Section 88-c of the Workers Compensation Law and exempt from NYS disability benefits.

11 PREVAILING WAGE SCHEDULE FOR ARTICLE 9 PUBLIC WORK Location: Various FLCC Campus Centers Project Type: Janitorial/Custodial Services PRC#: Effective dates of schedule provided by NYS DOL: July 2016 through June A unique Prevailing Wage Case Number (PRC#) has been assigned to the schedule(s) for this project. The current schedule(s) of the prevailing rates and prevailing hourly supplements for the project referenced above may be accessed at the New York State Department of Labor Updated PDF copies of your schedule can be accessed by entering the assigned PRC# at the proper location on the website. For policy or rate questions call the NYS Department of Labor at (585) If you do not have internet access, you may contact the Ontario County Purchasing Department at (585) to request a copy of the prevailing rate schedule provided for this project. Please reference the topic of Prevailing Wages in the General Information section of this document.

12 SPECIFICATIONS B Janitorial Services Finger Lakes Community College (FLCC) is requesting sealed bids for Janitorial Services to be performed at three locations: Victor Campus Center in Victor NY, Newark (Wayne County) Campus Center in Newark NY and Honors House in Canandaigua NY. The vendor must be able to provide service for all locations as the contract may be awarded in total to one vendor or in any combination deemed in the best interest of the College. The billing for each location shall remain separate. In this document, the term Contractor and Vendor may be used interchangeably to designate the firm offering the bid. STANDARD REQUIREMENTS FOR ALL LOCATIONS The awarded contractor must provide: All equipment to perform services as indicated in the specifications and included under any contract. All personnel to perform the service, including supervision where service is performed. All cleaning chemicals necessary to perform the service. All products necessary to perform service and supply restrooms and other as indicated in the specifications; includes towels, toilet tissue, hand soap, sanitary napkin products and trash can liners. When a janitor calls in sick, is on vacation or otherwise absent, the janitorial company must provide a qualified replacement janitor for all of those days. Background Checks: The Contractor bears the responsibility to provide full background checks for criminal history and prior job qualifications (training and performance) on each employee. Management: The Contractor will provide a manager to oversee all operations in custodial services. Performance Review: The College desires a successful relationship with the Contractor to ensure a quality cleaning program. To achieve that goal, the College will require availability of the Contractor s on-site manager for monitoring and supervision of custodial operations. The College s personnel may inspect school premises from time to time to determine that the premises are maintained in a clean and sanitary condition. The successful Contractor should provide a mechanism for tracking issues with their service brought forth by College employees and resolution. Training: The janitorial company will provide janitors and supervisory staff that are completely trained to do the work specified and to operate all equipment necessary for the workmanlike completion of the contract. Contractor must provide for each location a labeled MSDS binder as required by OSHA and an itemized list of all chemicals that will be used including all appropriate MSD sheets. NOTES: Vendors may not subcontract any part of any contract without prior written permission from the College. The contracting firm shall provide supervision of employees working under this agreement at no additional cost.

13 The vendor will be responsible for training workers and on-site inspections. It is the vendor s responsibility to familiarize itself and its crew as to the requirements of the contract and to perform all tasks in timely and workmanlike manner. HISTORICAL SUPPLY COST DATA: (for reference only) Based on the existing contract the following are the estimated monthly costs for consumable restroom supplies (includes: trash can liners, toilet paper, paper towels, hand soap and women s sanitary products. Honors House Victor campus center: Wayne campus center $40.00/month $185.00/month $190.00/month LOCATIONS The primary work site is the FLCC Victor Campus Center located on Victor Heights Parkway (off Route 251) in Victor, NY. The site is approximately 26,665 square feet. The secondary site is the FLCC Newark Campus Center located at 1100 Technology Parkway (off Route 88) in Newark, NY. The site is approximately 18,400 square feet. The Honors House is located at 4340 Lakeshore Drive Canandaigua NY. The site is approximately 4200 square feet. Floor plans for each location may be found following this specifications section. PROJECT DESCRIPTION AND SCOPE The contractor shall provide all labor, tools and equipment, cleaning and janitorial supplies and materials, supervision and transportation to perform the required janitorial services per the specifications below. The contractor shall also provide consumable restroom supplies including toilet tissue, hand towels, hand soap for use in the current dispenser systems and sanitary products dispensers installed in these locations.. Personnel: The contractor shall provide cleaners and supervision. The supervisor(s) will provide training, supervision, and monitoring of the quality of work of their staff. The contractor will be responsible for the worker s pay, benefits, personnel matters and insurance coverage. The contractor will comply with all NYS prevailing wage laws and requirements. Required insurance coverage s will be kept in force throughout the life of the contract and a copy of all current insurance certificates indicating the vendor currently has the required coverage s shall be provided with this proposal. Estimated Start Date: It is estimated that this contract, if awarded, will begin November 7, This is only an estimate and is subject to change. Work Schedules: Wayne Campus: Fall and Spring semesters: 9:00 AM 5:00 PM Monday through Friday Winter and Summer breaks: 9:00 AM 1:00 PM Monday, Wednesday, Friday (3 days per week)

14 Victor Campus: Fall and Spring semesters: 8:00 AM 4:00 PM Monday through Friday Winter and Summer breaks: 8:00 AM 12:00 PM Monday, Wednesday, Friday (3 days per week) Honors House: Fall and Spring Semesters: Work will be performed 2 times per week Wednesdays and Weekends. The Wednesday service must start later in the evening due to events scheduled until 11:00 pm. Winter and Summer breaks: Work will be performed 1 time per week on weekend. On Demand: Provide an Hourly Rate for additional hours for special events or coverage during unscheduled hours, typically during winter and summer breaks. Note: To be requested by the Director of the Campus Center, if needed. NOTE: The only exceptions to the above-mentioned schedule are College designated holidays. (You can access the FLCC Holiday schedule on the FLCC website at and click on Calendar of Events for the years and ) Winter break = Dec. 19, 2016 Jan. 20, 2017 Summer break = May 17, 2017 Sept. 1, 2017 Cleaning Supplies: The contractor shall supply all sites with all cleaning supplies, restroom paper products and soap (including trash can liners) and equipment needed to complete work per specifications. A closet area or storage space will be provided to store extra supplies at each location. Material Safety Data Sheets must be kept on site and up to date at each location for all products used. The pricing for these items shall be included by the contractor in the appropriate pricing for each facility on the bid form included with this document. NOTE: All cleaning products must be Green Seal approved. Refer to for information. NOTE: All consumables must fit the current dispenser systems owned by the College. Tasks required for Victor and Wayne County Campus centers: Daily Tasks: 1. Empty recycling and waste receptacles and replace liners as needed. 2. Dust all horizontal surfaces. 3. Spot wash desk and table tops of any food and beverages. 4. Clean and disinfect all sinks. 5. Sweep and wet mop hard surface floors with neutral PH floor cleaner disinfectant. 6. Clean interiors and exteriors of all bathroom fixtures, including toilet bowls and urinals, using disinfectant. 7. Empty and damp wipe all external cigarette receptacles and trash cans. 8. Damp wipe doorknobs, chrome handles, towel dispensers and waste containers with a disinfectant. 9. Wash mirror surfaces.

15 10. Refill toilet paper, paper towel, soap and sanitary napkin dispensers. 11. Spot clean bathroom partitions. 12. Clean and disinfect countertop, sinks, and kitchen appliances in eating areas. 13. Disinfect water fountains. 14. Vacuum and spot wash walk off carpets. 15. Spot wash carpet surfaces to remove stains. 16. Clean whiteboards and blackboards. 17. Clean the front glass doors, inside and out. 18. Maintain cleanliness of entrance/lounge areas. In winter is required more than 1x per day. 19. Clean up spills. 20. Sweep stairs and wipe handrails. Note: only Victor has stairs. Note: Bathrooms need to be cleaned 2-3 times per day. Weekly Tasks: 1. Clean furniture in lounge area. 2. Spot wash walls, doors, and door frames. 3. Spray buff tiles, high traffic areas, using automatic buffer to floors to preserve luster. (Done on Fridays.) 4. Vacuum all carpets in classrooms and offices. Monthly Tasks: 1. Dust ceiling, wall vents, fire extinguishers, baseboards and vertical surfaces. 2. Clean interior glass. 3. Thoroughly clean/power wash/disinfect bathroom floors, walls, and fixtures. 4. Wash outsides of cabinets in eating area, clean inside of microwave and refrigerators. 5. Remove and clean all floor drain covers, flush drains with water. 6. Clean and polish thresholds in door frames and elevators. Note: there is no elevator at Wayne Campus Center. As Requested Tasks (during Summer or Winter breaks): Please provide an individual price for each task listed below. All, some or none of these tasks may be requested. 1. Wash and/or shampoo furniture, vinyl chairs, and chrome, classroom desktops and sides. (All desk tops must be clear of personal items.) 2. Shampoo carpets. 3. Provide labor and equipment to appropriately strip and re-coat flooring according to floor type and finish required to restore flooring to high polish, non-skid finish. Tasks Required for the Honors House: Tasks Required for Restrooms : 2 times per week (Wednesdays and Weekend) 1. Empty waste baskets and replace liners as needed, wipe receptacle down as needed. 2. Clean and sanitize all countertops and sinks, toilets, urinals and walls, door and door casings for soil and fingerprints. 3. Wash all wall mirrors and wipe walls for soil and fingerprints. 4. Spot clean and polish all bright metal work for soil and fingerprints (i.e. All dispensers etc.)

16 5. Refill all dispensers: liquid soap, hand towels and toilet paper. 6. Broom sweep and damp mop floor tiles. 7. Water fountain to be cleaned and polished. Tasks required for lunch room area: 2 times per week (Wednesdays and Weekend) 1. Clean and sanitize countertops, microwave, refrigerator, small appliances and dishwasher for soil and fingerprints. Dust window ledges. 2. Clean, sanitize and polish sinks and wipe exteriors of cupboards for soil and fingerprints. 3. Empty all waste baskets and recyclables and replace liners. 4. Spot clean walls, doors and door casings as needed for soil and fingerprints. 5. Refill dispensers: hand towels, soap etc. 6. Broom sweep and damp mop tile floors. 7. Wash any dishes in the sink Tasks required for downstairs and upstairs training rooms, downstairs entrance, reception area and stairwells: 2 times per week (Wednesday and Weekends) 1. Clean and sanitize tables, chairs, and chair bases for soil and fingerprints. 2. Whisk broom cloth covered chairs and clean vinyl chairs for soil and fingerprints. 3. Empty all wastebaskets and recyclables and replace liners. 4. Spot clean entrance door glass windows and doors for soil and fingerprints. 5. Reception area to be cleaned and polished. 6. Lounge area to be cleaned and polished. 7. All carpeted areas to be vacuumed, including edges. 8. All baseboards to be dusted. 9. Entrance to be swept, mopped and area carpet to be vacuumed. 10. Stairwells to be swept and vacuumed and platform to be mopped. 11. Chalk and white boards to be cleaned in the classrooms. Tasks required for the offices: 1 time per week (on Weekend only) 1. High and low dusting to include baseboards, doors, door casings, window sills, picture frames, wall plaques, wall vents etc. 2. All office furniture to be dusted and/or polished to include desks, chairs, file cabinets, tables, room dividers, bookcases etc. Note: Desk tops with papers will not be moved. 3. All waste baskets to be emptied. Liner bags to be replaced as needed. Baskets to be cleaned as needed for soil and fingerprints. Recycling baskets to be emptied. 4. Machine vacuum all carpeted areas, including edges. 5. Whisk broom all cloth covered furniture and all vinyl furniture to be wiped clean for soil and fingerprints. Note: any plastic mats under desks to be dust mopped and/or damp mopped for soil. 6. Spot clean all interior and exterior doors, door casings, wall switches, door knobs etc. for soil and fingerprints. 7. All telephones to be wiped clean for soil and fingerprints. PRICING AND INVOICES The contractor shall provide a MONTHLY PRICE for each facility for all tasks performed on a regular basis, including all daily, weekly and monthly tasks. This price shall include all labor, cleaning supplies and materials, tools and equipment, supervision, and transportation used for those tasks. The contractor shall also provide a ONE TIME TASK PRICE for each of the individual tasks performed on an as requested basis only. These prices shall also include all labor, cleaning supplies and materials, tools and equipment, supervision, and transportation used for those tasks. The contractor shall include the cost for consumable restroom supplies (trash

17 can liners, toilet tissue, paper towels and hand soap and women s sanitary products) as a part of the monthly price. INVOICES: 1. The contractor shall invoice separately for each location. 2. Invoices shall be sent on a monthly basis. 3. Each invoice shall show a break-down of the specific prices as listed above.

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22 BID FORM - B16096 PROPOSAL FORM FOR BID to be publicly opened and read at the date, time and location listed on the notice to bidders. Bids must be submitted in a sealed envelope plainly marked as to its contents. Award of bid will be based on lowest bid price per specifications. The College reserves the right to reject any or all bids. By signing and submitting this Bid Form, the undersigned acknowledges that they have read, understand and agree to all of the terms of the bidding documents as presented without reservation or alteration including: the Notice to Bidders, Instructions to Bidders, General Information, Schedule B Insurance Requirements, Bid Specifications B16096, Bid Form B16096, and any Addenda upon which the bid is based. All prices are to be net delivered prices and are to include no taxes. NAME OF FIRM: MAILING ADDRESS: CITY/STATE/ZIP CODE: TELEPHONE NUMBER: FAX NUMBER: BY: Signature of Representative (Blue or other non-black ink required) BY: Signature of Representative (PRINTED) FEDERAL OR TAX ID # ADDRESS ADDENDA The following is confirmation of all the addenda upon which this bid proposal is based. Addenda # - Received, 2016 Initialed by Rep. Addenda # - Received, 2016 Initialed by Rep. Addenda # - Received, 2016 Initialed by Rep.

23 BID FORM B16096 Page 2 of 3 Note: Vendors are to pay particular attention to the way each item is requested to be priced. Example: Price $ / each, or /lot, or / ounce. Varying from the requested price breakdown may cause that item to be deemed nonresponsive PRICING FOR JANITORIAL SERVICES, AS SPECIFIED Pricing shall be COMPLETE and include all labor, materials, equipment, supplies, supervision and transportation. VICTOR CAMPUS CENTER (VICTOR, NY) 1. MONTHLY PRICE for Fall and Spring Semesters: Please provide a TOTAL MONTHLY PRICE for all listed services to be performed at least once per month includes all daily, weekly and monthly tasks and all supplies to be provided plus cleaning supplies and equipment. $ PER MONTH, COMPLETE 2. MONTHLY PRICE for Winter and Summer Breaks Please provide a TOTAL MONTHLY PRICE for all listed services to be performed at least once per month includes all daily, weekly and monthly tasks and all supplies to be provided pluscleaning supplies and equipment. $ PER MONTH, COMPLETE 3. ON-DEMAND PRICE (Hourly rate) During Winter and Summer Breaks $ PER HOUR 4. PRICE FOR AS REQUESTED TASKS: Please provide a total annual price for all tasks to be performed on an as request basis only. Includes vendor providing all supplies Note: The center may request some, all or none of the tasks to be done during school breaks. A. Wash/shampoo furniture $ PER REQUEST, COMPLETE B. Shampoo Carpet $ PER REQUEST, COMPLETE C. Strip and recoat floors $ PER REQUEST, COMPLETE NEWARK (WAYNE COUNTY) CAMPUS CENTER (NEWARK, NY) 1. MONTHLY PRICE for Fall and Spring Semesters: Please provide a TOTAL MONTHLY PRICE for all listed services to be performed at least once per month includes all daily, weekly and monthly tasks and all supplies to be provided plus cleaning supplies and equipment. $ PER MONTH, COMPLETE

24 BID FORM B16096 Page 3 of 3 2. MONTHLY PRICE for Winter and Summer Breaks Please provide a TOTAL MONTHLY PRICE for all listed services to be performed at least once per month includes all daily, weekly and monthly tasks and all supplies to be provided pluscleaning supplies and equipment. $ PER MONTH, COMPLETE 3. ON-DEMAND PRICE (Hourly rate) During Winter and Summer Breaks $ PER HOUR 4. PRICE FOR AS REQUESTED TASKS: Please provide a total annual price for all tasks to be performed on an as request basis only. Includes vendor providing all supplies Note: The center may request some, all or none of the tasks to be done during school breaks. D. Wash/shampoo furniture $ PER REQUEST, COMPLETE E. Shampoo Carpet $ PER REQUEST, COMPLETE F. Strip and recoat floors $ PER REQUEST, COMPLETE HONORS HOUSE (CANANDAIGUA, NY) 1. MONTHLY PRICE for Fall and Spring Semesters: Please provide a TOTAL MONTHLY PRICE for all listed services to be performed at least once per month includes all daily, weekly and monthly tasks and all supplies to be provided plus cleaning supplies and equipment. $ PER MONTH, COMPLETE 2. MONTHLY PRICE for Winter and Summer Breaks Please provide a TOTAL MONTHLY PRICE for all listed services to be performed at least once per month includes all daily, weekly and monthly tasks and all supplies to be provided pluscleaning supplies and equipment. $ PER MONTH, COMPLETE 3. ON-DEMAND PRICE (Hourly rate) During Winter and Summer Breaks $ PER HOUR

25 INDIVIDUAL, CORPORATE, PARTNERSHIP OR LLC ACKNOWLEDGMENT STATE OF ) )SS: COUNTY OF ) On the day of, in the year 20 before me personally appeared, known to me to be the person who (name of person signing contract) executed the within instrument, who being duly sworn by me did depose and say that he resides at in the Town of, County of, State of, and further that: [Check One] ( If an individual): he executed the foregoing instrument in his/her name and on his/her own behalf, or doing business as (d/b/a). (name of company) ( If a corporation): he is the of, the (title) (name of company) corporation described in said instrument; that, by authority of the Board of Directors of said corporation, he is authorized to execute the foregoing instrument on behalf of the corporation for the purposes set forth therein; and that, pursuant to that authority, he executed the foregoing instrument in the name of and on behalf of said corporation, as the act and deed of said corporation. ( If a partnership): he is the of, the (title) (name of company) partnership described in said instrument; that, by the terms of said partnership, he is authorized to execute the foregoing instrument on behalf of the partnership for the purposes set forth therein; and that, pursuant to that authority, he executed the foregoing instrument in the name and on behalf of said partnership, as the act and deed of said partnership. ( If a limited liability company): he is a duly authorized member of, LLC, the limited liability company described in said (name of company) instrument; that he is authorized to execute the foregoing instrument on behalf of the limited liability company for the purposes set forth therein; and that, pursuant to that authority, he executed the foregoing instrument in the name of and on behalf of said limited liability company, as the act and deed of said limited liability company. Notary Public

26 NON-COLLUSIVE BIDDING CERTIFICATION By submission of this bid (B16096), each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of knowledge and belief: 1) The prices in this bid have been arrived at independently without collusion, consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other bidder or with any competitor; 2) Unless otherwise required by law, the prices which have been quoted in this bid have not been knowingly disclosed by the bidder prior to opening, directly or indirectly, to any other bidder or to any competitor; and 3) No attempt has been made or will be made by the bidder to induce any other person, partnership, or corporation to submit or not to submit a bid for the purpose of restricting competition. NAME OF FIRM Individual or Legal Name of Firm or Corporation MAILING ADDRESS: CITY/STATE/ZIP CODE: BY: Signature of Representative of Firm or Corporation (blue or other non-black ink) DATED:

27 NON-BIDDER'S RESPONSE B16096 For purposes of maintaining accurate bidder's lists and facilitating your firm's response to our invitation for bid, the College is interested in ascertaining reasons for prospective bidders' failure to respond to invitations for bids. If your firm is not responding to this bid, please indicate the reason(s) by checking any appropriate item(s) below and returning this form to the, Ontario County Purchasing Director, 20 Ontario Street, Canandaigua, New York Failure to either submit a bid proposal or return this form will result in removal of your firm's name from our bidder's lists. Thank you for your cooperation. We are not responding to this invitation for bid for the following reason(s): Items or materials requested not manufactured by us or not available to our company. Our items or materials do not meet specifications. Specifications not clearly understood or applicable (too vague, too rigid, etc.). Quantities too small. Insufficient time allowed for preparation of bid. Incorrect address used. Correct mailing address is: Our branch/division handles this type of bid. Correct name and mailing address is: We are unable to bid at this time but would like to continue to receive invitations for bids. We are unable to bid and wish to be removed from the bidder's lists. NAME OF FIRM: MAILING ADDRESS: CITY/STATE/ZIP CODE: BY: Signature of Representative DATE: