REQUEST FOR PROPOSAL/BID Non Construction

Transcription

1 REQUEST FOR PROPOSAL/BID Non Construction NOTICE IS HEREBY GIVEN that sealed proposals will be received at AVANCE-Houston, Inc., 4281 Dacoma, Houston, Texas 77092, on or before January 9, 2012 at 5:00 p.m. for the following: Pest Control Services for AVANCE-Houston, Inc Dacoma Houston, TX Phone: (713) For ease of reference, AVANCE-Houston, Inc. will hereinafter be referred to as AVANCE. Respondents to the Request will be referred to as VENDOR/S.AVANCE is a 501c(3) Non-Profit Agency which provides Head Start, Early Head Start and family education services for low income families. On January 5, 2012 AVANCE will conduct an optional walk through of one administrative facility (Dacoma II ) at 8:30 a.m., a large Education Center (Mangum) at 9:15 a.m., and a medium sized facility (Golden Forest Center) at 10:15 a.m. 1.0 GENERAL INFORMATION: 1.1 Purpose The intent of this Request for Proposal is to select a company to do Pest Control at sites indicated below. Two of the sites are administrative buildings and all of the other sites provide Head Start and/or Early Head Start education services for children zero through five years of age. This Request for (RFP) states: the instructions for submitting proposal/ bids, the specifications for the work, the procedure and criteria by which a vendor may be selected, and the contractual terms by which AVANCE-Houston, Inc. intends to govern the relationship between itself and the selected Vendor. 1.2 Scope of Work DACOMA I 4281 DACOMA ST. DACOMA II & WAREHOUSE 4301 DACOMA ST. KRUSE 400 PARK LANE PB. #33 PASADENA, TX LINCOLN PARK 790 WEST LITTLE YORK HOUSTON, TX MT. HOUSTON EASTEX FREEWAY HOUSTON, TX OAKWOOD 7211 Oakwood Glen Spring, TX GOLDEN FOREST 5750 GOLDEN FOREST HARDY 3701 HARDY HOUSTON, TX JENSEN DRIVE 2702 ALDINE-WESTFIELD HOUSTON, TX MANGUM 4503 MANGUM RD. OXFORD 605 BERRY RD. HOUSTON, TX TIDWELL 1126 W. TIDWELL HOUSTON, TX WESLEY 1417 NOBLE ST HOUSTON, TX

2 If applicable, Vendor will abide by AVANCE s requirements for opening and closing the buildings without setting off security alarms and will agree to sign documents showing that they are responsible for keys and security codes. After the first fine for setting off a false alarm in a site, Vendor will pay any additional fines for setting off a false alarm at that site. Should the bids result in significantly higher cost than anticipated AVANCE will immediately reduce the schedule of work, advise all vendors, and invite amended bids. Our goal is to maintain a high standard of environmental cleanliness and attractiveness to ensure continuing participant satisfaction. 1.3 Evaluation Criteria Responses will be evaluated on criteria deemed to be in the AVANCE-Houston s best interests including but not be limited to: Ability to meet specifications Pricing Responsiveness to proposal terms and conditions References Experience in providing the services specified in this RFP/B Whether vendor is certified small business or minority owned Vendor s proof of Insurance 1.4 Communication with AVANCE-Houston It is the responsibility of the vendor to inquire about any requirement of this RFP/B that is not understood. Responses to inquiries, if they change or clarify the RFP/B in a substantial manner, will be forwarded by addenda to all parties that have received a copy of the RFP/B. AVANCE- Houston will not be bound by oral responses to inquiries or written responses other than addenda. Submission of inquiries about the RFP must be made to: Operations Department Attention: Aida Del Moral 4281 Dacoma Street Houston, Texas Award of Contract AVANCE will enter a written contract to the most responsive and responsible vendor as determined by evaluation of the criteria defined in Section 1.3. AVANCE reserves the right to waive minor irregularities. AVANCE reserves the right to reject any or all proposals, in whole or in part, and is not necessarily bound to accept the lowest cost proposal if that proposal is contrary to the best interests of AVANCE. AVANCE may cancel this Request for Proposal/Bid or reject any or all proposals/bids in whole or in part. Should AVANCE determine in its sole discretion that only one vendor is fully qualified, or that one vendor is clearly more qualified than any other under consideration, a contract may be awarded to that vendor without further action. 2

3 1.6 Right of Refusal AVANCE Houston reserves the right to refuse any or all proposals/bids. Solicitation of this proposal/bid does not obligate AVANCE Houston to make an award of pay for any costs incurred by vendor. 1.7 Confidentiality The information contained in proposals/bids submitted for AVANCE consideration will be held in confidence until all evaluations are concluded and an award has been made. At that time, the winning vendor will be announced and all timely respondents will be notified. Pricing and other information that is an integral part of the offer cannot be considered confidential after an award has been made. AVANCE will honor requests for confidentiality for information of a proprietary nature to the extent allowed by law. Clearly mark any information considered confidential. 1.8 Costs of Preparation Vendors assume all costs of preparation of the proposals/bids and any presentations necessary to the process. 1.9 Debarment Submission of a signed proposal/bid in response to this solicitation is certification that vendor (or any sub vendor) is not currently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from participation in this transaction by any State or Federal department or agency. Submission is also agreement that AVANCE will be notified of any change in a respondent s debarment status during the bid process or after receiving notice of having won the contract Proposal Understanding By submitting, the vendor agrees and assures that the specifications are understood and are adequate, and the vendor accepts the terms and conditions herein. Any exceptions should be noted in responses Proposal Submission A SIGNED original and one (1) copy of the proposal/bid must be submitted to: AVANCE-Houston, Inc. Operations Office: Attention Aida Del Moral 4281 Dacoma Street Houston, Texas in a sealed envelope by close of business, January 9, 2012 to be date stamped and accepted for consideration. Normal business hours are 8:00 a.m. to 5:00 p.m., Monday through Friday. Proposals/Bids received after the due date will be returned unopened. There will be no public opening (see Confidentiality clause, Section 1.7). Vendors are strongly encouraged to submit in advance of the due date to avoid the possibility of missing the deadline because of unforeseen circumstances. Vendors assume the risk of the methods of dispatch chosen. AVANCE-Houston assumes no responsibility for delays caused by any package or mail delivery service. Postmarks on or before the due date, will not substitute for receipt of proposal/bid. In the event of suspended AVANCE-Houston operations, all proposal openings and or conferences will be rescheduled for the next regularly designated business day at the same time and location. Additional time will not be granted to any single vendor, however additional time may be granted to all vendors when 3

4 AVANCE Houston determines that circumstances require it. FAXED OR RESPONSES WILL NOT BE ACCEPTED. Proposals must be submitted in a sealed envelope clearly marked REQUEST FOR PEST CONTROL SERVICES and due date on the outside. Proposals shall be valid for a minimum of fifteen (15) days Notice to Vendors/Respondents: AVANCE reserves the right to request any additional information, which might be deemed necessary after the submission of a proposal/bid. The successful vendor must comply with all applicable state and federal regulations and hold all required licenses for the business they will be doing with AVANCE. The submission of a proposal/bid shall be prima facie evidence that the vendor has full knowledge of the scope, nature and quality of work to be performed, or service to be provided, the detailed requirements of the specifications, and the conditions under which the work is to be performed. 2.0 GENERAL TERMS AND CONDITIONS: 2.1 Contract Documents If a separate contract is not written, the contract entered into by the parties shall consist of the RFP, the signed response submitted by the Vendor, the specifications including all modifications thereof, and a purchase order or letter of agreement requiring signatures of AVANCE Houston and the Vendor, all of which shall be referred to collectively as the Contract Documents. 2.2 Contract Modification and Amendment AVANCE Houston intends to enter into a 1 year agreement with the option to renew. The parties may adjust the specific terms of this contract (except for pricing and/or commission) where circumstances beyond the control of either party require modification or amendment. Any modification or amendment proposed by the Vendor must be submitted in writing to the Operations Officer of AVANCE Houston. Modifications or amendments must be in writing and signed by both parties. 2.3 Contract Data The Vendor is required to provide AVANCE with detailed data concerning the contract at the completion of each contract year or at the request of AVANCE at other times. AVANCE reserves the right to audit the Vendor's records to verify the data. This data may include, but is not limited to, actual number of hours worked by the vendor s staff, quantities and names of supplies furnished and utilized under the contract, and total cost of services rendered by time period. 2.4 Contract Validity In the event one or more clauses of the contract are declared invalid, void, unenforceable or illegal, these shall not affect the validity of the remaining portions of the contract. 2.5 Cancellation/Termination If the Vendor defaults in its agreement to provide personnel or equipment to AVANCE Houston s satisfaction, or in any other way fails to provide service in accordance with the contract terms, AVANCE shall promptly notify the Vendor of such default and if adequate correction is not made 4

5 within ten (10) business days, AVANCE may take whatever action it deems necessary to provide alternate services and may, at its option, immediately cancel this contract with written notice. Except for such cancellation for cause by AVANCE, either AVANCE or the Vendor may terminate this contract by giving ninety (90) days advance written notice to the other party. Cancellation does not release the Vendor from its obligation to provide goods or services per the terms of the contract during the notification period. 2.6 Clarification of Responsibilities If the Vendor needs clarification of/or deviation from the terms of the contract, it is the Vendor's responsibility to obtain written clarification or approval from the Chief Operating Officer at AVANCE. 2.7 Litigation This contract and the rights and obligations of the parties hereunder shall be governed by and construed in accordance with the laws of the State of Texas. The Vendor agrees that any litigation, action or proceeding arising out of this contract, shall be instituted in the State of Texas. Prior to filing suit, the parties agree to one half day of good faith mediation. 2.8 Assignment Neither party of the contract shall assign the contract without the prior written consent of the other, nor shall the vendor assign any money due or to become due without the prior written consent of AVANCE Houston. 2.9 Equal Opportunity In the execution of the contract, the Vendor agrees, consistent with AVANCE policy, not to discriminate on the grounds of race, color, religion, sex, sexual orientation, including transgender status or gender expression, national origin or citizenship status, age, disability or veteran s status and to provide reasonable accommodations to qualified individuals with disabilities upon request Code of Ethics- Vendor / Employees AVANCE Houston is committed to providing a positive environment for all employees. AVANCE Houston thus has a legal and ethical responsibility to ensure that all adults working in its environment following the Code of Ethics. Failure to comply with AVANCE Houston s Code of Ethics while on AVANCE Houston s site could result in termination of this contract without advanced notice. Further information regarding this policy is available from the Operations Office Sexual Harassment AVANCE Houston is committed to providing a positive environment for all students and staff. Sexual harassment, whether intentional or not, undermines the quality of this educational and working climate. AVANCE Houston thus has a legal and ethical responsibility to ensure that all students and employees can learn and work in an environment free of sexual harassment. Consistent with the state and federal law, this right to freedom from sexual harassment is defined by the AVANCE Houston the Board of Directors. Failure to comply with this policy could result in termination of this contract without advanced notice. Further information regarding this policy is available from the Operations Office Smoking Policy AVANCE must comply with the "Work place Smoking Act of 1985" and MRSA title 22, 1541 et seq "Smoking Prohibited in Public Places." In compliance with this law, AVANCE has prohibited 5

6 smoking in all AVANCE buildings except in designated smoking areas. This rule must also apply to all vendors and workers in existing AVANCE buildings. The Vendor shall be responsible for the implementation and enforcement of this requirement within existing buildings Code of Conduct No employee, officer, or agent shall participate in the selection, award, or administration of a contract supported by Federal funds if a real or apparent conflict of interest would be involved. Vendors must state assurance that they are not an immediate family member of an AVANCE employee, have no family member with a financial interest in AVANCE, nor are they related to an AVANCE employee who has administration and oversight of a potential contract with AVANCE. 3.0 PERFORMANCE TERMS AND CONDITIONS 3.1 Contract Management AVANCE Houston shall be the authorized representative in all matters pertaining to the amendment or modification of this contract. The Facilities Department will be responsible for administering and managing the day-to-day operations and work specifications of the contract. 3.2 Contract Term and Probationary Period The initial term of this contract is for one (1) year beginning on the date that AVANCE Houston and vendor sign the contract with automatic renewal unless either of the parties gives written notice within thirty (30) days of the contract end date. HOWEVER, a NINTY DAY (90) Probationary Period is part of the written contract and AVANCE Houston shall have the right to terminate without cause OR due to inconvenience at the end of the Probationary Period. A vendor who is going to be terminated at the end of the PROBATIONARY PERIOD WILL BE NOTIFIED IN WRITING 30 DAYS PRIOR TO THE END OF THE PROBATIONARY PERIOD TO OFFER AN OPPORTUNITY TO CURE. 3.3 Nondiscrimination and Workplace Safety The Vendor agrees to abide by all federal, state and local laws, rules and regulations prohibiting discrimination in employment and controlling workplace safety. Any violations of applicable laws, rules or regulations may result in termination of this contract. 3.4 Environmental Protection The Vendor shall abide by all federal, state and local laws, rules and regulations regarding the protection of the environment. In accordance with reporting requirements, the Vendor shall disclose any environmental violations caused in the performance of this work to the AVANCE and applicable governmental agency. Any required Material Safety Data Sheets will be maintained in a binder on site and shall be available for review by AVANCE at all times. Chemicals are to be stored in the proper manner required by law. A violation of applicable laws, rules or regulations may result in termination of this contract. 3.5 Equipment and Supplies All equipment and supplies required to carry out operations within the scope of this contract shall be provided by the Vendor. Supplies must be maintained in good operating condition and must conform to NFPA, UL, ANSI, OSHA and any other safety standards in effect at the time of use. 6

7 3.6 Payments Payment will be upon submittal of signed invoice to AVANCE Houston, on a net thirty (30) basis. Invoices must include a purchase order number. AVANCE Houston shall have no obligation to invoices that are unsigned by the contractor. 3.7 Work Specifications 1. DACOMA I 4281 DACOMA ST. DACOMA II & WAREHOUSE 4301 DACOMA ST. GOLDEN FOREST 5750 GOLDEN FOREST HARDY 3701 HARDY HOUSTON, TX JENSEN DRIVE 2702 ALDINE-WESTFIELD HOUSTON, TX KRUSE 400 PARK LANE PB. #33 PASADENA, TX LINCOLN PARK 790 WEST LITTLE YORK HOUSTON, TX MANGUM 4503 MANGUM RD. MT. HOUSTON EASTEX FREEWAY HOUSTON, TX OXFORD 605 BERRY RD. HOUSTON, TX TIDWELL 1126 W. TIDWELL HOUSTON, TX WESLEY 1417 NOBLE ST HOUSTON, TX Vendor s bid will include the names of all chemicals vendor anticipates being used for ants, roaches, mice, and other typical Harris County vermin. Vendor s chemicals must be odorless and harmless to infants, toddlers, and preschool children. Vendor must further assure that application is done so as no harm will come as a result of traps. Vendor will abide by AVANCE s requirements for opening and closing the buildings without setting off security alarms and will agree to sign documents showing that they are responsible for keys and security codes. After the first fine for setting off a false alarm in a site, vendor will pay any additional fines for setting off a false alarm at that site. 3.8 INSURANCE Vendor will carry and maintain in force Worker s Compensation, General Liability, (and Fidelity Bonding Insurance) Proof of such will be furnished with the Response to Request for Proposal. Vendor must furnish written proof of continuous general liability and bonding insurance. 3.9 PERFORMANCE AND CONTROL 1. Work and labor provided by vendor will be done by vendor as an independent contractor and under vendor s direct management, supervision and control. Vendor s employees must be bonded, insured and trained. 2. Should AVANCE Houston be dissatisfied with vendor s performance at any site at any time, AVANCE Houston will contact Vendor IN WRITING within 48 hours of discovering the area of dissatisfaction. Vendor will meet with AVANCE Houston staff if necessary to assess the performance together. Vendor will re-work the area of dissatisfaction to AVANCE Houston s satisfaction at no additional charge. If dissatisfaction is frequent, formal notice will follow, and the contract will be terminated. 7

8 3.10 CANCELLATION AND EXTENSION PERIOD This contract shall be in effect for one year, however, it may be terminated at any time during this period by either party by giving thirty (30) days written notice prior to its expiration. It is further understood and agreed that this contract will continue in full force and effect for another like period, under the same terms and conditions as set forth above, unless either party gives thirty (30) days written notice prior to its expiration SECURITY AVANCE Houston shall be responsible for securing all valuables nightly, particularly, cash drawers shall be locked and valuable items such as small calculators, radios, cash, and other personal property or effects shall be securely locked in drawers, etc. AVANCE Houston agrees that all items will be properly secured, and should any items(s) be reported as missing, such incident shall be reported within twenty four (24) hours to Vendor Management and the proper law enforcement authorities. If Vendor is entering the premises when AVANCE Houston staff is not present, vendor will assume responsibility for securing the facility and outside gates upon leaving the premises each day/night. The security code will be kept confidential MEDIATION Prior to filing a workman s lien or any other type of lawsuit, the parties agree to one half day good faith mediation TERM The term of this contract is anticipated to be JANUARY 2012 through DECEMBER WRITTEN AGREEMENT All of the final contract terms shall be in writing, and there will be no verbal terms. Likewise, this writing constitutes the entire Request for Proposal and there are no verbal terms. 8

9 BID FORM PEST CONTROL SERVICES VENDOR COMPANY : CONTACT NAME : PHONE NUMBER : ADDRESS : FAX : MOBILE : ODORLESS CHEMICALS TO BE USED: FREQUENCY OF SERVICE: (Per Month/Per Year) CHECK LIST FOR ATTACHED ITEMS : (3) References Previous experience Proof of insurance Debarment Form Statements Form RATIONALE FOR FREQUENCY: PRICE PER SITE: SITE PRICE DACOMA I $ DACOMA II & WAREHOUSE $ GOLDEN FOREST $ HARDY $ JENSEN DRIVE $ KRUSE $ LINCOLN PARK $ MANGUM $ MT. HOUSTON $ OAKWOOD $ OXFORD $ TIDWELL $ WESLEY $ TOTAL (no tax) $ PERSON COMPLETING BID: SIGNATURE PRINTED NAME DATE 9

10 Exhibit 1 APPROXIMATE SQUARE FOOTAGE Administrative Offices Dacoma I 1,095 Dacoma II 4,298 Warehouse 7,300 TOTAL 12,693 Educational Centers Golden Forest 6,276 Hardy EHS and HS 9,801 Jensen 13,700 Kruse 15,000 Lincoln Park 8,145 Mangum EHS and HS 18,000 Mt. Houston 11,950 Oakwood 4,727 Oxford 2,330 Tidwell 8,600 Wesley 3,100 TOTAL 101,629 GRAND TOTAL 114, EXHIBIT 1

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