Legal Notice The City of South Euclid Notice of Request for Proposals for Municipal Complex Cleaning Services The City of South Euclid will receive requests for proposals (RFP) for Municipal Complex Cleaning Services. RFP Information is available on the City s homepage (RFP for Municipal Cleaning Services) at www.cityofsoutheuclid.com. Please submit RFPs to the attention of Jim Anderson, Service Director, South Euclid City Hall, 1349 South Green Road, South Euclid, Ohio 44121 no later than January 31, 2019 at 3 pm. Applications may also be submitted via email to kbenjamin@seuclid.com. By order of the Council of the City of South Euclid. For Publication in the Sun Messenger January 10, 2019 & January 17, 2019.
CITY OF SOUTH EUCLID, OHIO 1349 SOUTH GREEN ROAD SOUTH EUCLID, OHIO 44121 216-381-0400 REQUEST FOR PROPOSAL FOR CLEANING SERVICES
INTRODUCTION The City of South Euclid, Ohio is soliciting proposals for a one (1) year contract for cleaning services for the South Euclid City Hall Municipal Complex. The City Hall Complex consists of the main building, the police department, including the jail area and a second floor that includes the Municipal Court and Council Chambers. Vendors are required to submit written proposals that present the vendor s qualifications and understanding of the work to be performed. The vendor s proposal should be prepared simply and economically and should provide all the information it considers pertinent to its qualifications for the Specifications listed herein. Emphasis should be placed on completeness of services offered and clarity of content. The proposal MUST be submitted No later that 3:00 p.m. on January 31,2019, directly to the Service Director, Jim Anderson, at the following address: City of South Euclid, Ohio 1349 South Green Road South Euclid, Ohio 44121 GENERAL INSTRUCTIONS FOR PROPOSAL A) Proposal Content: A completed proposal must contain the following: Proposal Form & Signature Page the proposal form and signature page must be completed and signed by an individual authorized to bind the vendor. All proposals submitted without such proposal form and signature page may be deemed non-responsive. References Proposals shall include a list of three (3) references including name, address, phone number and contact person. It is preferred that references are those of Cleveland, Ohio area contacts. The City reserves the right to contact references other than, and/or in addition to, those furnished by a vendor. B) Proposal Period Proposal prices are to be firm for ninety (90) days. C) Proposal Award It is the intent of the city to accept the lowest and best proposal, provided it has been submitted in accordance with the proposal documents. If a proposal is selected it will be the most advantageous regarding price, quality of service, the Vendors qualifications and capabilities to provide the specified service, and other factors which the City of South Euclid may consider. The City reserves the right to accept or reject any or all proposals and to waive irregularities therein. Proposals will be approved publicly by the City s Board of Control.
D) Term and renewal The term of the Contract shall be for one (1) year unless earlier terminated. The Contract may be terminated by either party with a sixty (60) day written notice. The Contract may be terminated by either party with or without cause in less than sixty (60) days by mutual agreement or in the event of substantial failure to perform in accordance with the terms set for the in the Contract. E) Basis of Payment - Payment will be made to the contractor within thirty (30) days upon receiving the contractor s monthly invoice. The invoice shall state the date the service was performed. Special services provided will be billed via a separate invoice described by the service provided and the date it was provided. Specifications The specifications outline the requirements for cleaning the South Euclid City Hall Building including the police department and the second floor including the South Euclid Municipal Court, all located at 1349 South Green Road, South Euclid, Ohio. There is approximately 40,000 square feet of space. A walkthrough can be scheduled by appointment to view the building beforehand. Responsibilities of the Contractor The following cleaning instructions are outlined for the various parts of City Hall: Daily/or weekly as needed: 1. Sweeping hard surface floors as needed including stairways. 2. Mop hard floor surface areas as needed. 3. Vacuum main traffic lanes and entrance mats/runners. 4. Empty all wastebaskets and trash containers. Replace trash receptacle liners as needed. (Contractor to supply trash receptacle liners). 5. Remove trash to designated areas. 6. Dust (with treated dust cloths) all furniture; file cabinets, woodwork, ledges, stairway railings, and windowsills. Wipe clean telephones. 7. Squeegee both sides of glass doors removing prints and smudges as needed, wipe frames. 8. Clean restrooms and lockerooms including emptying all trash and sanitary napkin receptacles, replace liners, and wipe receptacles as needed. Stock paper towels and toilet paper. (City to supply all paper products). Replenish hand soap. Wipe and polish dispensers and light switches as needed. 9. Clean and sanitize toilets including seats (both sides) and urinals inside and outside including all toilet and stall handles. Clean all sides of stall doors and walls as needed. Polish bright work. Scour and sanitize all basins and polish bright work. Remove any splash marks from walls around basin. Dust/clean counters and mirrors.
Sweep and mop bathroom and shower floors with germicidal sanitary soap. Report any restroom maintenance or repair items to Service Director. 10. Clean drinking fountains as needed removing watermarks and splashes on sides, fronts and surrounding walls. 11. In kitchen/lunchroom areas, wipe off all tables and chairs, sweep and mop all floors using a germicidal sanitary soap solution, clean counters with cleaning solutions, clean sinks, wipe down facing on cabinets, drawers, etc. Spot clean exterior surfaces of refrigerator and microwave. Client is responsible for cleaning dishes/utensils. 12. In Elevator, wipe down control panel, spot clean walls and doors, vacuum carpet. Quarterly 1. Thoroughly wash all interior windows and partition glass on both sides. 2. Dust horizontal/vertical blinds. 3. Clean/dust exhaust fans and air ventilators with reach. 4. Spot clean walls, light switches and doors Equipment and Cleaning Chemicals The City of South Euclid will supply all paper products, including paper hand towels and toilet paper. The Contractor will supply all cleaning equipment, vacuums, chemicals, trash bags, and hand soaps. Staff and Hours The contractor shall provide one person from 7:00 a.m. to 3:30 p.m. Monday through Friday. Insurance The Contractor will be required to provide proof of GENERAL LIABILITY INSURANCE, sufficient to cover any personal injury, bodily injury and destruction of property at a minimum of One Million Dollars ($1,000,000.00) per loss. The Contractor will be required to provide proof of WORKERS COMPENSATION INSURANCE including occupational disease provisions in the amount of One Million Dollars ($1,000,000.00) per loss. The Contractor will be required to provide proof of a FIDELITY BOND for all of the Contractor s employees. This coverage shall include employee dishonesty, money and securities. Each employee shall be bonded with a minimum amount of Twenty Five Thousand Dollars ($25,000.00) per loss.
Proposal Instructions Request for Proposal for Cleaning Services 1. Based on the requirements and provider qualifications please provide two (2) copies of the proposal to the City of South Euclid. 2. Complete Proposal Form and Signature Page. 3. Complete Worker s Compensation Certificate. 4. Complete Independent Contractor Statement. 5. Complete Reference Form. If delivered by mail or in person, vendor shall include items 1-5 in a sealed envelope. All proposals should be clearly labeled on the outside of the envelope: Request for Proposal for Cleaning Services. Proposals should be mailed or delivered in person to: City of South Euclid RFP for Cleaning Services 1349 South Green Road South Euclid, Ohio 44121 Attention: Jim Anderson, Service Director **Proposals must be received no later than 3:00 p.m. on January 31, 2019
Proposal Form Request for Proposals for Cleaning Services The undersigned hereby submits the following proposal for the monthly cost of cleaning services for the City of South Euclid Municipal Complex: City Hall Municipal Complex $
By: Name and Title (please print) Signature Vendor Address Signature Page Request for Proposal for Cleaning Services Contact (please print) Phone Fax E-Mail
Worker s Compensation Certification I hereby certify that effective the date of my/our Contract with the City of South Euclid and at all times in the performance of such Contract that: I and/or my company have and will maintain in full force and effect a policy of Worker s Compensation Insurance in full compliance with the Laws of the State of Ohio with the following insurance company: Company Name Agent s Name, Address & Telephone Number Policy Number and Effective Date Date Signature of Contractor
Independent Contractor Statement It is agreed that nothing herein contained is intended or should be construed in any manner as creating or establishing the relationship of co-partners between the parties hereto or as constituting the Contractor as the agent, representative or employee of the city for any purpose or in any manner whatsoever. The Contractor is to be and shall remain an independent contractor with respect to all services performed under this Agreement. The Contractor represents that it has, or will secure at its own expense, all personnel required in performing services under this Agreement. Any and all personnel of the Contractor or other persons, while engaged in the performance of any work or services required under the Agreement, shall have no contractual relationship with the City, shall not be considered employees of the City and any and all claims that may or might arise under the Unemployment Compensation Act or Worker s Compensation Act of the State of Ohio on behalf of said personnel arising out of employment or alleged employment including, without limitations, claims of discrimination against the Contractor, its officers, agents, contractors or employees, shall in no way be the responsibility of the City; and the Contractor shall defend, indemnify and hold the City, its officers, agents and employee harmless from any and all such claims irrespective of any pertinent tribunal, agency, board, commission or court. Such personnel or other persons shall neither require nor be entitled to any compensation, rights or benefits of any kind whatsoever from the City, including without limitation, tenure rights, medical and hospital care, sick and vacation leave, Worker s Compensation, Unemployment Insurance, disability and severance pay. Company Name: Official Address: Signature of Officer & Title: Date:
Client References Request for Proposal for Cleaning Services 1. Names: Address: Phone Number: 2. Names: Address: Phone Number: 3. Names: Address: Phone Number:
Public Notice The City of South Euclid, Ohio is seeking proposals from qualified individuals to secure a one-year contract for cleaning services for the South Euclid City Hall Municipal Complex. Copies of the Proposal Forms are available at the South Euclid City Hall in the Finance Department, 1349 South Green Road, South Euclid, Ohio 44143. Proposals must be submitted to the Finance Director, Brenda Wendt no later than 4:00 p.m. 2018. Proposals must be clearly identified as Proposals for Cleaning Services and show the name and address of the submitting individual. Late proposals will not be considered. The City reserves the right to reject any and all proposals. City of South Euclid Keith Benjamin Clerk of Council Posted: Publish: