Contracted Custodial Services Request for Proposal

Transcription

1 Contracted Custodial Services Request for Proposal Des Moines International Airport 5800 Fleur Drive Des Moines, IA Activity ID #: All proposals are due on or before 10:30a.m., CST, January 16, 2014, and must be valid for 90 days from the RFP due date. One original and four copies of the proposal must be submitted to: Des Moines Airport Authority Attn: Lorna Davros 5800 Fleur Drive Suite #207 Des Moines, IA (515) There will be a mandatory pre bid conference and walk through of the Airport on December 19, 2013 at 10:00 a.m, CST in the Airport Cloude Room, Room 227. Requests for clarification regarding this RFP must be made to Lorna Davros at lldavros@dsmairport.com, no later than 3:00 p.m., CST, January 3, Written answers to requests for clarification will be provided to all persons making a request no later than 3:00p.m., CST, January 10, Electronic copy of this Request for Proposal is available by contacting Lorna Davros at lldavros@dsmairport.com Fleur Drive Suite 207 Des Moines, IA 50321

2 CONTRACTED CUSTODIAL SERVICE REQUEST FOR PROPOSALS DES MOINES INTERNATIONAL AIRPORT DES MOINES, IOWA Activity ID #: PROPOSALS are being requested for a Services Agreement to provide Contracted Custodial Services at the Des Moines International Airport. These proposals will be opened by the Contracts Manager at the above specified date and time and a recommendation from Authority staff will be presented to the Des Moines Airport Authority Board. 1. Participants are encouraged to submit questions in advance to Lorna Davros at lldavros@dsmairport.com. 2. A written response to all inquiries in the form of an addendum will be forwarded to all participating vendors. 3. In all cases, no verbal communications will override written communications and only written communications are binding. 4. The Des Moines Airport Authority reserves the right to schedule Proposer interviews at its discretion in order to fully evaluate competing proposals. 5. The Des Moines Airport Authority reserves the right to reject any and all proposals. 6. Late proposals will be returned unopened to the sender. 7. Failure to supply any information requested to accompany proposals is cause for rejection of the proposal as non-responsive. The Des Moines Airport Authority reserves the right to request additional information if clarification is needed and to reject any or all proposals. 8. Proposals may not be withdrawn for 90 days from the opening date to allow for a full evaluation and to make an award deemed in the best interests of the Des Moines Airport Authority. Page 1 of 1

3 Request for Proposals Contracted Custodial Services for Des Moines Airport Authority Activity ID #: January 2014

4 TABLE OF CONTENTS 1) Schedule of Events 03 2) Preface 04 3) Executive Summary 05 4) Insurance and Indemnification/Bond 06 5) Scope of work 07 6) Invoicing and payment procedures 08 7) Security requirements 09 8) Services to be provided by the contractor 10 9) Required Submittals 12 10) Evaluation Material 13 11) Exhibits 19 Page 2 of 24

5 TENTATIVE SCHEDULE OF EVENTS Issuance of Request for Proposals December 2, 2013 Pre-Bid Conference (Mandatory) 10:00AM Airport Cloud Room December 19, 2013 Tour of Buildings (Mandatory) - after pre bid conference December 19, 2013 Request for Clarifications Due 3:00pm January 3, 2014 Response to Request for Clarifications Due 3:00pm January 10, 2014 Proposal Due 10:30am January 16, 2014 Notification of Vendor January 28, 2014 Contract Signatures/Insurance Due February 7, 2014 Award by Airport Authority Board February 11, 2014 Contract Commencement April 1, 2014 Page 3 of 24

6 PREFACE This Request for Proposals ( RFP ) has been developed by the Des Moines Airport Authority (the Authority ) to procure custodial services for the Des Moines International Airport (the Airport ). The RFP is designed to provide interested parties with sufficient information on the proposed project to enable submission of a proposal that will respond to the Des Moines Airport Authority s expectations for the management of the entire custodial services operation at the Airport. The Request for Proposals provides the instructions and forms for submission of a proposal and associated reference material. The work performed by the Contractor must be in accordance with generally accepted professional practices and the level of competency presently maintained by other practicing professionals in the same or similar type of work in the applicable profession. Notwithstanding an effort to be inclusive of all Authority custodial service needs in this RFP, the Authority may have inadvertently left out some service areas. During the course of the contract the custodial services provider will be directed to do many custodial tasks that are not outlined in the scope of services section. Please keep in mind that this is a contract to provide custodial services at a cost per hour rate, not to provide a cost per facility square foot. Page 4 of 24

7 EXECUTIVE SUMMARY Tthe Des Moines Airport Authority is seeking proposals for Custodial Services at the Des Moines International Airport. The successful proposer shall submit hourly and annual costs to the Authority for the right to operate and manage the custodial services. The successful proposer must have the resources to provide quality cleaning services that are reliable and cost efficient for the Authority. The custodial services contract will be awarded through a contract based on the RFP responses. The contract will be for a three year period subject to renewal at the Authority s option for two consecutive one-year periods. During the contract term, the Authority, upon providing 90 days prior written notice of intention to terminate, may at any time terminate the contract. The Authority standard form of contract will be used for this agreement, Attachment No. 5. A mandatory proposers pre-submission conference will be held at the Des Moines International Airport at 10:00 a.m. on December 19, 2013, to address questions and issues from potential proposers. The proposers conference will be held in the Cloud Room, Room 227, at the Des Moines International Airport, 5800 Fleur Drive, Des Moines, IA The Cloud Room is located on the 2 nd floor near the skywalk lobby. One original and four copies of the proposal must be delivered no later than 10:30 a.m., January 16, 2014, to: Des Moines Airport Authority Engineering Department 5800 Fleur Drive Suite 207 Des Moines, Iowa Attn. Lorna Davros Proposers wishing to receive subsequent addenda to this RFP, or submit requests for clarifications, should contact the Airport Authority via at lldavros@dsmairport.com no later than 3:00 p.m., January 3, Responses to requests for clarification will be submitted electronically via an addendum no later than 3:00 p.m., January 10, 2014 Page 5 of 24

8 INSURANCE AND INDEMNIFICATION The Contractor shall purchase and maintain insurance in accordance with the insurance requirements set forth in Attachment 2 to protect the Contractor and the Des Moines Airport Authority throughout the duration of the contract. The Contractor shall not commit any act which could invalidate any policy of insurance. The Contractor shall defend, indemnify and hold harmless the Authority in accordance with the indemnification requirements set forth in Attachment 2. The Contractor will be subject to all terms and provisions set forth in Attachment 2. Prior to beginning work at the Airport, Contractor shall provide certificates of insurance and endorsements showing that the Contractor has obtained the insurance required by the attachments to the RFP. BOND Prior to the beginning work at the Airport, Contractor shall provide a performance bond in the form of Attachment 4 to the RFP for the penal sum of the first year s annual fee for Custodial services. The bond must be executed by a corporation authorized to contract as a surety in Iowa satisfactory to the Authority. Before the beginning of the second and each subsequent year throughout the term, Contractor shall provide a like performance bond for the penal sum of the following year s annual fee. Page 6 of 24

9 GENERAL SCOPE OF WORK The Des Moines Airport Authority is seeking an independent contractor who shall furnish all labor, cleaning materials, and equipment required for the complete and prompt execution and performance of all duties, obligations, and responsibilities that are described or reasonably implied from the scope of services set forth in the attached Exhibit A at the Des Moines International Airport. The successful contractor will provide a cost/hour/employee price based upon providing 17 full time employees per day, 365 days per year, (3 shifts, 6 individuals per 8 hour shift on first and third shift, 5 individuals per 8 hour shift on second shift). First shift is 6:30 a.m. to 3:00 p.m. Second shift is 2:30 p.m. to 11:00 p.m. Third shift is 10:30 p.m. to 7:00 a.m. An eight hour shift is to include eight hours of labor and does not include time employees are on break. The successful bidder will provide full staff coverage for all 3 shifts, 365 days per year regardless of vacation time, holidays, or personal time. The successful bidder shall ensure that additional staff is available and has successfully satisfied all security requirements to cover when employees take time off, do not have the ability to perform the scope of work for that shift, have been terminated, or are otherwise unavailable. The contract price will include all supervision needed to perform the services and fulfill the services requested. This supervision will include one working supervisor per shift and a working account manager responsible for managing and directing the supervisors. This working account manager will work directly with Authority staff in a professional manner. The price per hour per employee will include providing and maintaining all equipment and cleaning supplies necessary to perform the work. The price per hour per employee will include providing all cleaning chemicals, floor care products, floor finishes, finish removers, terrazzo polishing equipment, floor scrubbers, carpet extractors, custodial tools, and cleaning supplies. The Authority will maintain inventories of commodities such as toilet tissue, hand towels, trash can liners, and hand soap. Custodial services will be provided at a price per hour per employee rate. The contract between the parties will not provide a cost for square foot cleaning or attempt to identify specific tasks or specific work, except for the special services listed in Attachment 6 for which additional personnel are needed. The Authority will expect the service provider to provide the agreed upon custodial labor to respond to any and all custodial services needs regardless of whether or not the work task has been outlined in the scope of services, Attachment A. Page 7 of 24

10 INVOICING AND PAYMENT PROCEDURES Contractor will provide documentation of hours worked during the previous month and invoice for the amount of time actually worked. The Authority will pay for the hours worked during the previous month (net 30 days). The contractor will provide invoice information in a spread sheet form including: Name and title of employee (Custodian, Supervisor, Account Manager). Contracted hourly rate charged to the Authority for each position. Total number of hours worked during the month for each employee. Total monthly dollar amount charged for each employee. Grand total charged for custodial services for the month. The Contractor will include with the monthly invoice timekeeping records of all employees in a form acceptable to Authority. The Contractor shall allow Authority staff or a designee to inspect and audit account records as requested by the Authority. If the Contractor during the course of the agreement is unable to provide the staffing levels described in the scope of work section above, the contract may be suspended or terminated. Page 8 of 24

11 SECURITY REQUIREMENTS The Contractor s on-site personnel will be required to pass security badge testing and background requirements as determined by the Transportation Security Administration (TSA) and the Des Moines Airport Authority. All employees will require access to the Aircraft Operating Area (AOA) and the Security Identification Display Area (SIDA), as determined by Airport operations, and will be required to continuously display on their outermost garment an Airport-issued identification medium. The identification medium will not be granted unless the employee has attended and successfully completed an Airport-administered training program and successfully completed the required federal, state, and local background investigations. Each employee must be of high moral character, high integrity, trustworthy, must not have been convicted of any crime that may disqualify him/her from obtaining Airport issued identification media, and must be able to successfully complete all required federal, state, and local background investigations. Contractor shall be responsible for payment of all costs associated with the application and issuance of an airport security identification and access medium (ID) for each employee. Contractor shall be responsible, at time of ID application, for the following fees associated with each employee's application and ID issuance: ID medium issuance (non-refundable): $ Fingerprinting (non-refundable): $ Criminal history background investigation (non-refundable): $ Security threat assessment background check (non-refundable): $11.00 Deposit (refunded if ID medium is returned): $ Contractor will forfeit the airport ID deposit for each ID medium not returned to the Authority when the ID is no longer needed by the employee, when employment is terminated, at termination of this contract, or upon request of the Airport Director. Contractor shall be responsible for the non-refundable costs associated with issuance of a new ID medium for each ID medium that is lost, stolen, or otherwise unaccounted for and pay a deposit for a new ID issued. Contractor s employees shall immediately report to Airport Operations when an Airport ID is lost or stolen. Contractor shall immediately retrieve IDs when employees are terminated or employees resign from employment. IDs must be immediately returned to the Authority. Contractor's employees shall comply with the Airport Security Program and all federal, state, and local requirements that pertain to security at the Des Moines International Airport. If you need further information, contact the Airport Badging office at Page 9 of 24

12 SERVICES TO BE PROVIDED BY THE CONTRACTOR Des Moines International Airport custodial services (standard of care to be equal to or better than other public / governmental buildings within the Des Moines metropolitan area). Custodial workers, working supervisors, and a working account manager. All equipment, vehicles, cleaning supplies and personnel needed to complete the work. Custodial management with the knowledge, skills and abilities to manage and maintain quality custodial practices and procedures. In addition to the services listed in Exhibit A, Basic Scope of Custodial Services, other responsibilities of the Contractor include: 1. Responding to radio dispatch from the Airport s Operation Center attendants and responding to custodial requests from the Airport s duty officers. Contractor shall provide and maintain (1) two-way radio for use by the Airport Operation Center, and 3 radios for use by custodial staff. The custodial requests will be for any number of custodial responsibilities such as spill cleanup, snow removal, office vacuuming, dusting, refilling hand soap dispensers, refilling plastic toilet seat covers, or receiving deliveries, for example. 2. Daily setting up and removing queue-line stanchions. 3. Snow removal and ice melt application for the pedestrian walks and building entrances at the Airport. 4. Setting up meeting rooms at the Airport. This will include setting up and tearing down tables and chairs on a daily basis to accommodate different meeting setups and will require a small amount of audio/visual set up. 5. Responding to emergency situations such as building evacuation assistance, initial response to fire alarms, or initial response to door alarms, which must be in compliance with the direction of the public safety officers. 6. Providing uniforms that identify the Contractor s employees as custodians. Uniforms must be kept clean and worn in a neat, professional manner. Uniforms must be of one standard color and style for all custodians. Shirts must be tucked in at all times and hats are not allowed unless they are part of the uniform. Page 10 of 24

13 7. Participating in the Authority s recycling program. This will require the custodial staff to keep trash sorted from recyclables, collect the recyclables, and take the recyclables to designated recycling containers. 8. Cleaning and stocking restrooms and work areas located in outbuildings on the Airport campus. Transportation to these outbuildings will be the responsibility of the Contractor. The Contractor will be required to provide a work vehicle identified with the Contractor s company logo. The Contractor will be responsible to purchase a vehicle permit at a $10.00 annual cost to Contractor. 9. Cleaning vacated tenant areas. In addition to routine cleaning of vacated tenant areas, this cleaning will include any carpet extracting required or any stripping, waxing or top coating required. 10. When necessary, cleaning-up of bio-hazard material, such as urine, feces, blood, and vomit. 11. Providing and completing a checklist inspection sheet that will be posted in all public restroom areas for confirmation of routine inspection of custodial work performed. 12. Maintaining floors consisting of: Approximately 86,000 square feet of terrazzo flooring. Terrazzo flooring will not be waxed; it will be enhanced and polished to a minimum 2500 grit polish. Approximately 20,000 square feet of rubber flooring. Will be cleaned with Taski ProVee and finished with Taski WiWax. Approximately 66,000 square feet of carpeted flooring. Spotting and extracting required daily. Approximately 2,000 square feet of VCT flooring. Will require top coating, stripping, and waxing. Approximately 3,000 square feet of concrete flooring. Will require semiannual re-sealing. In order to fulfill federal funding, regulatory, and appropriations requirements, no Airport funded resources may be used to perform custodial cleaning services at any other location. The Contractor shall meet with Authority management upon commencement of this contract at least daily until a point is reached that all operational, and procedural aspects have been satisfactorily developed and implemented. Upon such implementation, regular monthly and quarterly account status meetings will be conducted with Contractor and Authority staff. Page 11 of 24

14 REQUIRED SUBMITTALS The following materials are required to be included in the RFP response: 1) Name and type of company submitting proposal including President/CEO, business address, phone number, address and point of contact for this RFP. 2) History of your company. Years in business, references, major accounts, municipal buildings and airport operations experience, etc. 3) Qualifications and resumes of key account managers who will be assigned to the Des Moines Airport Authority account. 4) Environmental Impact: detail any processes and program changes you would incorporate to lessen the environmental impact of your operations. 5) Business financial statements for the most recent two years including balance sheets and income statements. 6) Invoice procedures: detail invoice processes that would be used to invoice for custodial services provided. 7) Annual cost: an annual cost to the Airport including all labor, supplies, and equipment. The Evaluation and Selection committee, in its discretion may interview any, all or no proposer. The Airport Authority reserves the right to reject any or all proposals. Page 12 of 24

15 DES MOINES AIRPORT AUTHORITY CONTRACTED CUSTODIAL SERVICES RFP EVALUATION CRITERIA Proposals will be reviewed and evaluated by an Evaluation and Selection Committee. Each proposal will be evaluated on how well the proposer addresses the requirements of the RFP. The proposal that best addresses the expectations of the Airport Authority in each of the evaluation categories will receive the maximum points available for that category. At the Airport Authority s discretion, proposers with the highest total evaluation points may proceed to an interview stage, after which the interviewed proposers will be re-evaluated in light of additional information received. Points will be assigned as follows to each proposal. A. Experience, background, qualifications 0-20 Points Points will be assigned based on Proposer's successful experience in providing contractual custodial services. Particular weight will be given to those with demonstrated experience and competence. B. References and client lists 0-20 Points Points will be awarded based on favorable references and client references. The Airport Authority may contact business references to evaluate these criteria. C. Expense to Airport 0-30 Points The lowest cost solution which meets all requirements listed in the Request for Proposal will be assigned 30 points. All other proposals will be assigned points on a statistical basis corresponding to its position between the lowest and highest fee proposals. D. Invoicing procedures 0-20 Points Demonstration of the ability to provide documentation of hours worked during the previous month and to invoice for the amount of time actually worked. E. Environmental Practices 0-10 Points Examples of environmental factors include: best management practices utilizing environmentally compatible cleaning materials, practices, and prior examples of environmental applications to custodial services. F. Total Points Available 100 points Page 13 of 24

16 DES MOINES AIRPORT AUTHORITY CONTRACTED CUSTODIAL SERVICES RFP RESPONSE Name of Company: Address: Street City State Zip Type of Company: Corporation, LLC, etc.: Contact Person: Name Title Contact Info: Phone References and client lists: Page 14 of 24

17 RATES Total annual expense to the airport: $ Please complete the annual expense to airport form in the space provide below: The cost per hour per employee price will include providing and maintaining all equipment and cleaning supplies necessary to perform the work. If there is a conflict between the rate per hour and the amount per year, the rate per hour will control. ANNUAL EXPENSE TO AIRPORT ANNUAL LABOR EXPENSE Quantity Classification Rate per hour Hours per day Days per week 1 Account 8 5 manager 1 1 st shift wknd 8 2 supervisor 5 1 st shift 40 7 custodian 1 2 nd shift 8 7 supervisor 4 2 nd shift 32 7 custodian 1 3 rd shift 8 7 supervisor 5 3 rd shift 40 7 custodian TOTAL ANNUAL EXPENSE FOR LABOR, SUPPLIES, AND EQUIPMENT Amount per year Proposer may adjust the rate per hour annually on the anniversary date of the contract by an amount not-to-exceed the percentage change over the previous year in the Employment Cost Index (ECI), Wages and Salaries, Private Industry, Service-providing industries, Not Seasonally Adjusted (December 2005 = 100) as published by the U.S. Department of Labor, Bureau of Labor Statistics for the fourth quarter of the calendar year just ended. Proposer shall provide the Authority 30 days advance notice of any increase in the rate per hour. Page 15 of 24

18 Invoicing procedures, please describe invoice procedures and your ability to fulfill the Authority s requirements for invoicing that are detailed in the invoicing and payment procedures section. (Additional pages may be added) Page 16 of 24

19 Environmental Practices: Please identify any green practices your company would implement as a part of your operation if awarded this contract. (Additional pages may be added) Qualifications and Resumes. Please attach the resumes and certifications of key staff members and who you are proposing to be your account manager. Page 17 of 24

20 Please submit your previous two years business financial statements and evidence of equity capital and financing necessary to fulfill the obligations of your proposal. Page 18 of 24

21 EXHIBIT A Des Moines International Airport Basic Scope of Custodial Services First Shift Terminal and Stem Areas Keep restrooms cleaned and stocked. Empty trash barrels inside, outside, restrooms, holding areas, rental car counters, loading dock, and baggage claim. Clean all basement restrooms. Clean ticket counter areas. Wipe down or dust tables, chairs, trash barrels, phones, signs, ledges, fire extinguishers, windowsills, and anything that gets dusty or dirty. Hokey or vacuum all carpeted areas. Receive deliveries at loading dock. Clean drinking fountains. Refill automatic air freshener dispensers. Sweep front walk. Remove empty boxes and trash. Cleanup any and all spills. Clean system technician s offices Remove snow. Perform other duties as assigned. First Shift A Concourse and A5 Hold Room Areas Keep restrooms cleaned and stocked. Empty trash in the concourse, holding areas, counters, restrooms, and stem. Wipe down or dust the tables, chairs, trash barrels, phones, signs, ledges, fire extinguishers, windowsills, and anything that gets dusty or dirty. Hokey or vacuum A side carpeted areas. Clean and vacuum A side passenger boarding bridges Clean drinking fountains. Cleanup any and all spills. Refill automatic air freshener dispensers. Remove empty boxes and trash. Clean, stock, and organize supply closet. Clean, sweep, and mop stairwells at A1 and stem. Remove snow. Perform other duties as assigned. First Shift C Concourse Area Keep restrooms cleaned and stocked. Empty trash in the holding areas, concourse, counters, and restrooms. Page 19 of 24

22 Wipe down or dust the tables, chairs, trash barrels, phones, signs, ledges, fire extinguishers, windowsills, and anything that gets dusty or dirty. Hokey or vacuum C side carpeted areas. Clean and vacuum C side passenger boarding bridges Clean drinking fountains. Cleanup any and all spills. Refill automatic air freshener dispensers. Remove empty boxes and trash. Clean Electrician s offices Clean, stock, and organize supply closets. Clean, sweep, and mop stairwells at C1 and C2. Remove snow. Perform other duties as assigned. First Shift Second Floor Areas Keep restrooms cleaned and stocked. Empty trash in the hallway, restrooms, conference and meeting rooms, operations center, operations offices, administrative offices, and director s office. Wipe down or dust the tables, chairs, trash barrels, phones, signs, ledges, fire extinguishers, windowsills, file cabinets, chair legs and bases, and anything that gets dusty or dirty. Check second floor conference rooms (202, 204, 206) for cleanliness periodically during the day and following meetings. Chairs should be straightened and tables should be cleaned as necessary. All audiovisual equipment (TV s VCR, Overhead Projectors, and tripods) should be secured in Conference Room 4. Keep both kitchen areas, cloud room and admin office, clean and ready for use. Clean drinking fountains. Remove empty boxes and trash. Refill automatic air freshener dispensers. Cleanup any and all spills. Clean Emergency Operations Center-weekly. Clean snow desk room-weekly. Clean, stock, and organize supply closets. Remove snow. Perform other duties as assigned. Second Shift Terminal and Stem Areas Keep restrooms cleaned and stocked. Empty trash barrels inside, outside, restrooms, holding areas, rental car counters, loading dock, gate D1. Wipe down or dust tables, chairs, trash barrels, phones, signs, ledges, fire extinguishers, windowsills, and anything that gets dusty or dirty. Hokey or vacuum all carpeted areas. Accept deliveries at the loading dock. Page 20 of 24

23 Clean skywalk from parking garage to terminal building including dusting, vacuuming, carpet spotting and extraction. Sweep and mop skycap area. Clean and stock basement restrooms. Clean drinking fountains. Sweep and mop terminal stairwells (3). Refill automatic air freshener dispensers. Sweep front walk. Remove empty boxes and trash. Cleanup any and all spills. Remove trash, vacuum, sweep, and mop the basement, including all hallways, loading dock, and BEO office. Clean and organize main supply rooms in the basement and under the escalators. Remove snow. Perform other duties as assigned. Second Shift A Concourse and A5 Hold Room Areas Keep restrooms cleaned and stocked. Empty trash in the concourse, holding areas, counters, restrooms, and stem. Dust mop security screening area and stem. Wipe down or dust the tables, chairs, trash barrels, phones, signs, ledges, fire extinguishers, windowsills, and anything that gets dusty or dirty. Hokey or vacuum A side carpeted areas. Clean and vacuum A side passenger boarding bridges Clean drinking fountains. Cleanup any and all spills. Refill automatic air freshener dispensers. Remove empty boxes and trash. Clean, stock, and organize supply closet. Clean, sweep, and mop stairwells at A2 and A3. Remove snow. Perform other duties as assigned. Second Shift C Concourse Area Keep restrooms cleaned and stocked. Empty trash in the concourse, holding areas, counters, restrooms, and stem. Dust mop security screening area and stem. Wipe down or dust the tables, chairs, trash barrels, phones, signs, ledges, fire extinguishers, windowsills, and anything that gets dusty or dirty. Hokey or vacuum C side carpeted areas. Clean and vacuum C side passenger boarding bridges. Clean drinking fountains. Cleanup any and all spills. Refill automatic air freshener dispensers. Page 21 of 24

24 Remove empty boxes and trash. Clean, stock, and organize supply closet. Clean, sweep, and mop stairwells at C3 and C4. Remove snow. Perform other duties as assigned. Second Shift Second Floor Areas Keep restrooms cleaned and stocked. Empty trash in the hallway, restrooms, conference and meeting rooms, operations center, operations offices, administrative offices, and director s office. Wipe down or dust, the tables, chairs, trash barrels, phones, signs, ledges, fire extinguishers, windowsills, file cabinets, chair legs and bases, and anything that gets dusty or dirty. Vacuum the hallway, elevator, conference and meeting rooms, classrooms, operations center, operations offices, administrative offices, and director s office. Check second floor conference rooms (202, 204, 206) for cleanliness periodically during the day and following meetings. Chairs should be straightened and tables should be cleaned as necessary. All audiovisual equipment (TV s VCR, Overhead Projectors, and tripods) should be secured in Conference Room 4. Keep both kitchen areas, cloud room and admin office, clean and ready for use. Clean drinking fountains. Clean ventilation grills and air diffusers. Remove empty boxes and trash. Spot and extract second floor carpets. Refill automatic air freshener dispensers. Cleanup any and all spills. Empty trash, sweep and mop floors in the LEO office. Clean Emergency Operations Center-weekly. Clean snow desk room-weekly. Clean, stock, and organize supply closets. Remove snow. Perform other duties as assigned. Third shift Terminal and Stem Areas Clean and stock restrooms, deep clean toilets and urinals, clean mirrors and counter tops, restock paper products, polish stainless steel, sweep and mop floors. Clean screening checkpoint: Empty trash, vacuum rugs, sweep and mop floor making sure to get under equipment. Clean stem area: Sweep, mop and scrub floor from elevators to restaurant. Dust and wipe down anything that gets dusty or dirty. Clean TSA baggage screening rooms. Empty trash barrels, inside, outside, restrooms, holding areas, rental car counters, loading dock, and Gate D1. Sweep and mop entrances. Page 22 of 24

25 Sweep and mop lobby area on second floor at the skywalk. Sweep and mop terminal floors. Clean and polish escalators. Topcoat, burnish, strip, and wax floors and stairwells. Polish and enhance terrazzo floor. Vacuum and extract holding areas and entrances. Gate D1: Sweep, mop, empty trash, vacuum rugs. Power scrub restroom floors and wipe down walls. Clean ventilation grills and air diffusers. Sweep and mop stairs between escalators. Empty trash, sweep and mop floors in LEO office-. Sweep and clean behind baggage claim area. Clean and maintain custodial equipment. Clean and organize terminal supply and custodial closets. Remove snow. Perform other duties as assigned. Third Shift A Concourse and A5 Hold Room Areas Clean and stock restrooms: deep clean toilets and urinals, clean mirrors and counter tops, restock paper products, polish stainless steel, sweep and mop floors. Empty trash in the concourse, holding areas, counters, restrooms, and stem. Wipe down or dust the tables, chairs, trash barrels, phones, signs, ledges, fire extinguishers, windowsills, and anything that gets dusty or dirty. Vacuum A side concourse and holding areas. Remove gum, spot, extract and bonnet buff A side carpeted areas. Wash restroom walls. Power scrub restroom floors. Clean ventilation grills and air diffusers. Remove empty boxes and trash. Clean and maintain equipment. Clean, stock, and organize supply closet. Clean, sweep, and mop stairwells at A4 and A5. Remove snow. Other duties as assigned. Third Shift C Concourse Area Clean and stock restrooms: Deep clean toilets and urinals, clean mirrors and counter tops, restock paper products, polish stainless steel, sweep and mop floors. Empty trash in the concourse, holding areas, counters, and restrooms. Wipe down or dust the tables, chairs, trash barrels, phones, signs, ledges, fire extinguishers, windowsills, and anything that gets dusty or dirty. Vacuum C Concourse and holding areas. Remove gum, spot, extract and bonnet buff C side carpeted areas. Wash restroom walls. Page 23 of 24

26 Power scrub restroom floors. Clean ventilation grills and air diffusers. Remove empty boxes and trash. Clean and maintain equipment. Clean, stock, and organize supply closet. Clean, sweep, and mop stairwells at C5 and C6. Remove snow. Perform other duties as assigned. Page 24 of 24

27 STANDARD PROVISIONS AND REQUIREMENTS FOR REQUESTS FOR PROPOSALS (RFPs) 1. Proposal Must Be Signed by Proposer or Its Officer or Designated Agent. A proposal submitted in response to the Authority's Request for Proposals must be signed by the Proposer if an individual, or by a designated agent empowered to bind the Proposer in a contract. 2. Partnership and Joint Venture Proposals; Use of Corporate Name or Fictitious Corporate Name. A. If a proposal is submitted by two or more persons acting as a partnership, the names of the persons appearing on the proposal must be followed by the notation -- "a partnership", or words of similar import. B. If a proposal is submitted by two or more persons or corporate entities as a joint venture, the names of the persons or entities appearing on the proposal must be followed by the notation -- "a joint venture". In that instance, the proposal must also be signed by all joint venturers or the authorized agents of all joint ventureres. Joint venture proposals must identify which person or firm will act as lead person of firm. Any proposal from a joint venture that fails to meet the above requirements will be subject to rejection. C. In submitting a proposal and in entering into a contract in response to an RFP, a corporate entity may use its fictitious corporate name in addition to its legal corporate name, if the fictitious name is appropriately registered with the Iowa Secretary of State. Proposers are advised to exercise care in the use of any fictitious name for their firms. 3. Communication with Authority during RFP Process Upon issuance of this RFP, Proposers shall not communicate in any way with any Authority employee other than the contract manager regarding the terms or provisions of this RFP. Questions about this RFP are to be in writing and directed to the contract manager, and will be addressed in a written addendum to the RFP. 4. Authority's Response to Proposer Questions, Objections, and Requests for Clarification or Interpretation The Authority's contract manager will respond in writing to all inquiries presented to the Authority as provided in section 3, above. The Authority's written response will be directed to all known potential Proposers. Only the Authority's written responses will be considered to be the Authority's official response binding upon the Authority. In addition to making a written response, the Authority may issue addenda amending the RFP by changing or deleting the provisions of, or adding provisions to, the RFP. Standard Provisions and Requirements Page 1 of 5

28 5. Collusion Affidavit Required. Any agreement or collusion among Proposers or prospective Proposers in restraint of freedom of competition by agreement to propose a fixed price or otherwise will render the proposals of such Proposers void. Proposers will be required to execute and submit with their proposals a Non-Collusion Affidavit in the form appended hereto as Attachment 1. Any disclosure by one Proposer to another Proposer of the content of a proposal in advance of the submission of proposals will render the proposals of both such Proposers void, and may at the discretion of the contract manager render the RFP proceedings void. 6. Proposals Not Confidential; Proposer Requests for Confidentiality under Iowa Open Records Law, Chapter 22 of Iowa Code; Disclosure of Proposal Content. Under Iowa Code chapter 22, "Examination of Public Records", all records of a governmental body are presumed to be public records, open to inspection by members of the public. Section 22.7 of the Iowa Code sets forth a number of exceptions to that general rule, establishing several categories of "confidential records". Under this provision, confidential records are to be kept confidential "unless otherwise ordered by a court, by the lawful custodian of the records, or by another person duly authorized to release such information". Among the public records that are considered confidential under this provision are the following: 3. Trade secrets which are recognized and protected as such by law. 6. Reports to governmental agencies which, if released, would give advantage to competitors and serve no public purpose. The Authority, as custodian of the proposal submitted in response to a Request for Proposals, may, but is not required to, keep portions of proposals confidential under exceptions 3 and 6 noted above. If a responding individual or company determines that a portion or portions of its proposal constitute a trade secret, or should otherwise be kept confidential to avoid giving advantage to competitors, a confidentiality request must be submitted with the proposal identifying which portion or portions of the proposal or bid should be kept confidential and why. The burden will be on each individual Proposer to make a confidentiality request and to justify application of a confidentiality exception to its proposal. The Authority will not under any circumstance consider the entire proposal to be a confidential record. If a request is made by a member of the public to examine a proposal including the portion or portions for which a confidentiality request has been made, the Authority will notify the Proposer and will keep confidential that portion of the proposal covered by the confidentiality request pending action by the Proposer requesting confidentiality to defend its request. In that notification, the Proposer requesting confidentiality will be given not more than five calendar days within which to file suit in Polk County District Court seeking the entry of a declaratory order or injunction to protect and keep confidential that portion of its proposal. Absent such action by a Proposer requesting Standard Provisions and Requirements Page 2 of 5

29 confidentiality and the entry of a court order declaring such portion or portions of the proposal confidential, the entire proposal will be released for public examination. The Proposer shall indemnify the Authority for any fines, attorney s fees and court costs the Authority may incur or that be awarded against it as a result of complying with the Proposer's request for confidentiality. 7. Proposers to Provide Evidence of Ability to Obtain Insurance and Bond. Each Proposer shall provide evidence satisfactory to the Authority that it can obtain the required insurance coverages and bond. For this purpose, each Proposer shall submit with its proposal the certification form appended to this RFP as Attachment 3, in which the Proposer's insurance agent and/or bonding agent certifies that the Proposer can obtain the required insurance coverages and/or bond. Failure to submit the required certifications form will be grounds for rejection of the proposal. 8. Procedure for Evaluation and Recommendation as to Selection of Best Proposal. A. Competing proposals submitted in response to the RFP will be evaluated by Authority staff. The Authority staff will utilize the evaluation criteria and scoring methodology set forth in this RFP in making its determination as to the best proposal. B. Upon completing its evaluation and the scoring of competing proposals, a Notice of Intent to Award will be provided to all competing Proposers by mail, FAX or at least five days prior to the appeal deadline set forth in the Notice of Intent to Award. 9. Appeal of Authority Staff Recommendation A Proposer who is aggrieved by the Authority staff s determination and recommendation as to the selection of the best proposal, may appeal such determination and recommendation by filing a written objection to the Authority within the appeal deadline set forth in the Notice of Intent to Award. Such objections may be filed in person or by mail, FAX or . In its written objection, the appealing Proposer shall set forth all of its objections to the Authority staff s recommendation and all arguments in support of its objections, and shall attach all documentation supporting its objections upon which it intends to rely. The Authority Board may, in its discretion, hear presentations by the appealing Proposer and by competing Proposers with respect to the appealing Proposer's objections. If the Authority Board agrees to hear presentations, it may limit their length and all Proposers will be given an equal opportunity to speak. The Authority Board's decision will be final. Standard Provisions and Requirements Page 3 of 5

30 10. Authority Board Consideration of Authority Staff Recommendation as to Best Proposal When the Authority staff s recommendation comes before the Authority Board for consideration, the Board may request that the recommended Proposer appear before the Board to give a presentation or to answer questions regarding its proposal. Competing Proposers will not be allowed to speak at that time unless a prior request has been made and permission to speak granted, or unless an Authority Board member requests that the competing Proposer be allowed to speak and the Board consents to the request. 11. Rejection of Proposals. The Authority reserves the right to reject any or all proposals in whole or in part received in response to the RFP. The Authority will not pay for any information requested in the RFP, nor is it liable for any cost incurred by a Proposer in responding to the RFP. 12. Formation of Contract. A. The successful Proposer shall enter into a contract with the Authority. B. Upon the Authority's approval of the evidence of insurance submitted by the successful Proposer (if required by the RFP), and upon the Authority's legal representative's review of the form of contract executed by the Proposer, and of the performance bond submitted by the Proposer (if required by the RFP), the Authority Board Chairperson will execute the contract as directed by the Authority Board. 13. Proposal Obligations. The contents of this RFP, of a proposal submitted in response to this RFP, and of the Authority's official response to a question, objection, or request for clarification or interpretation regarding the RFP, and of any exception to the RFP submitted by the successful Proposer and accepted by the Authority, will become part of the contractual obligation and deemed incorporated by reference into the ensuing contract. 14. Disposition of Proposals. All proposals submitted in response to the RFP become the property of the Authority and will not be returned. 15. Assignment of Contract Prohibited Unless Approved in Writing by the Authority. No contract awarded pursuant to RFP is assignable without the prior written consent of the Authority. Standard Provisions and Requirements Page 4 of 5

31 16. Attachments. A. Attachment 1: Non-Collusion Affidavit B. Attachment 2: Des Moines Airport Authority Standard Major Insurance & Indemnification Requirements C. Attachment 3: Proposer's Certification Regarding Insurance and/or Bond Certification of Proposer's Insurance Agent Regarding Proposer's Ability to Obtain Required Insurance Coverages; Certification of Proposer's Surety Agent Regarding Proposer's Ability to Obtain Required Bond. D. Attachment 4: Performance Bond E. Attachment 5: Sample Contract F. Attachment 6: Special Price Schedule II. GENERAL TERMS AND CONDITIONS 1. Exclusive Contract. The contract that results from this Request for Proposals constitutes the exclusive contract between the parties and incorporates the provisions of these terms and conditions, and supersedes any previous agreements or contracts, either written or oral. The terms and conditions hereof may not be altered without prior written consent of both parties. 2. Assignment. Successful Proposers may not assign contracts or purchase orders to any party (including financial institutions) without written permission of the Executive Director of the Authority or his/her designee. Standard Provisions and Requirements Page 5 of 5

32 Attachment 1 NON-COLLUSION AFFIDAVIT The Proposer herby certifies under penalty of perjury: 1. That this proposal is not affect by, contingent on, or dependent on any other proposal submitted for any improvement for the Des Moines Airport Authority; and 2. That no individual employed by the Proposer was paid or will be paid by any person, corporation, firm association, or other organization for soliciting the proposal, other than the payment of their normal compensation to persons regularly employed by the Proposer whose services in connection with the making of this proposal were in regular course of their duties for the Proposer; and 3. That no part of the compensation to be received by the Proposer was paid or will be paid to any person, corporation, firm, association, or other organization for soliciting the proposal, other than the payment of their normal compensation to persons regularly employed by the Proposer whose services in connection with the making of this proposal were in the regular course of their duties for the Proposer; and 4. That this proposal is genuine and not collusive or sham; that the Proposer has not colluded, conspired, connived or agreed, directly or indirectly, with any other proposer or person, to put in a sham proposal or to refrain from making a proposal, and has not in any manner, directly or indirectly, sought, by agreement or collusion, or communication or conference, with any person, to fix the proposal price of Proposer or any other Proposer, or to otherwise restrain freedom of competition, and that all statements in this proposal are true: and 5. That the individual executing this proposal has the authority to execute this proposal on behalf of the Proposer. Proposer Signature By Name (print/type) Title Street Address City, State, Zip Code Attachment No 1 - Custodial Services RFP Page 1 of 1

33 ATTACHMENT 2 DES MOINES AIRPORT AUTHORITY STANDARD MAJOR CONSTRUCTION INSURANCE & INDEMNIFICATION REQUIREMENTS 1. GENERAL The Contractor shall purchase and maintain insurance to protect the Contractor and AUTHORITY throughout the duration of this Contract. Said insurance shall be provided by insurance companies admitted or nonadmitted to do business in the State of Iowa having no less than an A. M. Best Rating of B+. All policies shall be written on an occurrence basis and in form and amounts satisfactory to the AUTHORITY. Certificates of Insurance confirming adequate insurance coverage shall be submitted to the AUTHORITY prior to Contract execution or commencement of work and/or services. 2. INSURANCE REQUIREMENTS A. WORKER S COMPENSATION & EMPLOYER S LIABILITY INSURANCE: The Consultant shall procure and maintain Worker s Compensation Insurance, including Employer s Liability Coverage, both written with State of Iowa statutory limits. Waiver of Subrogation in favor of the AUTHORITY is required. B. COMMERCIAL GENERAL LIABILITY INSURANCE: The Consultant shall procure and maintain Commercial General Liability insurance on an occurrence basis with limits of liability not less than $1,000,000 per occurrence and $2,000,000 aggregate combined single limit covering Personal Injury, Bodily Injury and Property Damage. Coverage shall include: (a) Contractual Liability, (b) Premises and Operations, (c) Products and Completed Operations, (d) Independent Contractors Coverage, (e) Personal and Advertising Injury and (f) Explosion, Collapse and Underground- XCU (when applicable). Waiver of Subrogation in favor of the AUTHORITY is required. Coverage shall be no less comprehensive and no more restrictive than the coverage provided by ISO standard Commercial General Liability Policy form ISO CG 0001 including standard exclusions or a non-iso equivalent form. C. AUTOMOBILE LIABILITY INSURANCE: The Contractor shall procure and maintain Automobile Liability Insurance with limits of liability of not less than $1,000,000 per occurrence combined single limit covering Bodily Injury and Property Damage. Coverage shall include all owned, non-owned, and hired vehicles. If the Contractor s business does not own any vehicles, coverage is required on non-owned and hired vehicles. Policy shall include Contractual Liability coverage. Waiver of Subrogation in favor of the AUTHORITY is required. D. UMBRELLA/EXCESS LIABILITY INSURANCE: The General Liability and Automobile Liability Insurance requirements above may be satisfied with a combination of primary and Umbrella or Excess Liability Insurance. If the Umbrella or Excess Insurance policy does not follow the form of the primary policies, it shall include the same endorsements as required of the primary policies. Waiver of Subrogation in favor of the AUTHORITY is required. 28MAY2013Airport Authority Standard Major Construction Page 1 of 5