TOWN OF WESTBROOK, CONNECTICUT 866 BOSTON POST ROAD WESTBROOK, CT 06498 REQUEST FOR PROPOSALS FOR CLEANING SERVICES Project Number: 3141 Document Length: 14 pages Issue Date: March 2, 2018 Due Date: March 29, 2018
TABLE OF CONTENTS 1 Introduction... 3 A Overview... 3 B Background Information... 3 C Issuing Office Contact Information... 3 D Receipt of Proposals... 3 E Changes in RFP... 4 2 Scope of Services... 4 A Work Statement... 4 B Required Walkthrough... 4 C Scope of Services... 4 D Other Responsibilities... 7 3 Information Required From Respondents... 8 A Submission Requirements... 8 B Proposal Period... 8 C Term and Renewal... 8 D Basis of Payment... 8 E Litigation... 8 4 Selection Criteria... 9 5 Insurance Requirements... 9 6 Additional Information... 10 A Disclaimer... 10 B Additional Information... 10 2 #3141 3/2/2018
1. INTRODUCTION A. OVERVIEW The Town of Westbrook is soliciting proposals for an annual contract for cleaning services for two Town of Westbrook buildings. B. BACKGROUND INFORMATION The Town of Westbrook currently employs one full time custodian to clean a portion of the Town Hall (the second floor and west entryway) and makes sure the building is secure at the end of the day. This employee will remain on staff. C. ISSUING OFFICE This RFP is issued by the Town of Westbrook, Connecticut. The First Selectman s Office is the sole point of contact for this RFP. Respondents are requested not to contact individual town officials regarding this RFP process. All correspondence, questions, clarifications, or requests for additional information regarding this RFP must be directed to: Noel Bishop Town of Westbrook Westbrook, CT 06498 nbishop@westbrookct.us (860) 399-3040 D. RECEIPT OF PROPOSALS Vendors are required to submit six (6) copies of 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. Proposals must be received by the Town on or before 4:00pm March 29, 2018 at: Town of Westbrook Attn: Noel Bishop 866 Boston Post Road Westbrook, CT 06498 Cleaning Services RFP should be clearly marked on all packages. E. CHANGES IN RFP Should any prospective manager be in doubt as to the true meaning of any portion of this RFP, or should a manager find any ambiguity, inconsistency, or omission therein, the manager shall make a written request for an official interpretation or correction. Such a request must be submitted to the issuing office not less than seven (7) days prior to the final date of submittal of the proposals. The person making the request shall be held responsible for its prompt delivery. All inquiries and responses to same will be posted on the Town's website (www.westbrookct.us). Respondents are responsible for checking the Town s website for all addenda distributed in response to questions and requests for additional information. 3 #3141 3/2/2018
2. SCOPE OF SERVICES A. WORK STATEMENT The contractor will provide services to a portion of the Town Hall and the Riggio Building. The scope of services outlines the requirements for cleaning for the two (2) Westbrook town buildings referenced above. Each building and its location is listed below to assist you in your quote. A walkthrough can be scheduled by appointment for vendors who would like to see the buildings before submitting their proposal. 1. Building List Westbrook Town Hall 866 Boston Post Road areas to clean include entryways, and main hallways, Tax Collector, Multi-Purpose Room, Parks & Recreation, Nurses, Police, Health, Senior Center, Rooms A, B, C, and restrooms on the lower levels. Riggio Building 1163 Boston Post Road areas to clean include entryways, hallways, restrooms, kitchen, counseling rooms, group room and Fire Marshal. B. REQUIRED WALKTHROUGH A walkthrough is required for all vendors who would like to submit a proposal. This is scheduled for Wednesday March 14, 2018 at 10:00am. Vendors will meet in the First Selectman s Office at Westbrook Town Hall, 866 Boston Post Road. Please RSVP that you will be in attendance to (860) 399-3040. C. SCOPE OF SERVICES The following cleaning instructions are outlined by building, cleaning location within the building and a cleaning schedule Entrance(s), Lobby, Multi-Purpose Westbrook Town Hall Approximately 40,000 square feet Daily: 1. Empty all trash receptacles, replace liners, as needed, and remove trash to a collection point. (Town to furnish trash receptacle liners) 2. Vacuum walk off mats and traffic lanes. 3. Vacuum hard surface floors. Dry mop Multi-Purpose Room Weekly: 1. Clean both sides of glass on doors removing prints and smudges; wipe frames. 2. Thoroughly dust all horizontal and vertical surfaces, including windowsills, ledges, moldings, pictures and furnishings. 3. Spot treat soiled carpet areas. 4. Damp mop hard surface floors, taking care to get into corners, along edges and beneath furniture. Monthly: 1. Thoroughly vacuum /dust mop taking care to get into corners, along edges and beneath furniture. 2. Spot wipe walls, light switches, and doors removing fingerprints, smudges, and spills. 3. Complete all high dusting, including exhaust fans and air ventilators within reach. 4 #3141 3/2/2018
Hallways Daily: 1. Vacuum traffic lanes Weekly: 1. Spot wipe glass on doors removing prints and smudges 2. Thoroughly dust all horizontal and vertical surfaces, including windowsills, ledges, moldings, pictures and furnishings. 3. Clean drinking fountain(s) or water cooler(s), removing watermarks and splashes on sides, fronts and surrounding walls. 4. Vacuum carpet 5. Damp mop hard surface floors, taking care to get into corners, along edges and beneath furniture. (Lower Level) 6. Spot treat soiled carpet areas. 7. Spot wipe walls, light switches and doors removing finger prints, smudges, and spills. 8. Complete all high dusting, including exhaust fans and air ventilators within reach. Park& Recreation, Nurses, Police, Tax Collector, Senior Center, Rooms A, B and C Daily: 1. Empty all trash receptacles, recycling bins, replace liners, as needed, and remove trash to a collection point. (Town to furnish trash receptacle liners) 2. Vacuum traffic lanes. Weekly: 1. Thoroughly dust all horizontal and vertical surfaces, windowsills, ledges, moldings, chair bases, pictures. 2. Vacuum carpet floors. Damp mop hard surfaces, taking care to get into corners, along edges and beneath furniture 3. Spot treat soiled carpet areas. Monthly: 1. Thoroughly vacuum all carpeting, taking care to get into corners, along edges and beneath furniture. 2. Spot wipe walls, light switches, and doors removing fingerprints, smudges, and spills. 3. Complete all high dusting, including exhaust fans and air ventilators within reach. Restrooms (8) Daily: 1. Empty all trash and sanitary napkin receptacles, replace liners, as needed and wipe receptacles clean. Remove trash to a collection point. (Town to furnish trash receptacles liners) 2. Stock towels, tissue, and hand soap. Wipe/polish dispensers as needed. (Town to furnish supplies) 3. Toilets and urinals to be cleaned and sanitized inside and outside. Polish bright work. 5 #3141 3/2/2018
4. Toilet seats to be wiped clean on both sides. 5. Remove splash marks from walls around basins. 6. Dust horizontal surfaces, including partitions, top of mirrors, and frames. Clean and polish mirrors. 7. Vacuum and wet mop hard surface floor. 8. Report any restroom repairs needed to the Custodian and or Facilities Coordinator department Weekly: 1. Wipe all restroom partitions on both sides. 2. Scour and sanitize all basins. Polish bright work. 3. Pour fresh water down floor drains to refresh water in sewer line. 4. Spot wipe walls, light switches, and doors removing fingerprints, smudges, and spills. 5. Complete all high dusting, including exhaust fans and air ventilators within reach. Quarterly: 1. Machine strip all tile floors, taking care to get into corners, along edges, and beneath furniture. Rinse, reseal, and refinish all tile floors. 2. Thoroughly scrub and rinse ceramic floors. Senior Center Kitchen/Dining Hall Daily: 1. Empty all trash receptacles, replace liners, as needed, and remove trash to a collection point. (Town to furnish trash receptacle liners) 2. Wipe clean fronts, tops, and sides of trash receptacles. 3. Damp wipe counters. 4. Vacuum floors Weekly: 1. Stock and wipe/polish dispensers as needed. (Town to furnish supplies) 2. Clean and sanitize sink (Town responsible for dishes) 3. Spot clean cabinets and exterior of appliances to present at neat appearance. 4. Complete all high dusting, including exhaust fans and air ventilators within reach. 5. Spot wipe walls, light switches and doors removing fingerprints, smudges and spills 6. Mop Kitchen Floor (Tues, Wed, Thurs) 7. Mop Dining Room floor (Tues, Wed, Thurs) 6 #3141 3/2/2018
Entire Building Yearly: 1. Clean carpet and tile throughout the building First Floor Second Floor Riggio Building approximately 7,400 square feet Weekly: 1. Empty trash receptacles, recycling bins, replace liners, as needed, and remove trash to a collection point (Town to furnish trash receptacle liners) Two (2) Restroom, vacuum floor and table in conference room, vacuum/dust group room, vacuum hallways. Weekly: 1. Empty trash receptacles, clean kitchen, clean restroom, vacuum/dust 4 open counseling rooms and Fire Marshal s office. Entire Building Yearly: 1. Clean carpet and tile throughout the building Other Coverage approximately 20,000 square feet The Town currently employs one full time custodian who is responsible for cleaning the second floor, including two (2) restrooms, six (6) offices, three (3) conference rooms, the entryway, mail room, staff lounge and boards and commissions room (approximately 20,000 square feet). This person also ensures that the building is secure at the end of the day. This individual is entitled to paid time off, approximately 45 days per year. The contractor will be asked to cover when the custodian is absent, which could possibly be less than a day s notice. D. OTHER RESPONSIBILITIES Equipment and Cleaning Chemicals The Contractor will supply all cleaning equipment. The Town of Westbrook will supply chemicals, trash bags, paper towels, hand soaps and toilet paper. Restocking of cleaning and paper products will be coordinated with the Custodian and Facilities Coordinator. Damage The contractor shall report to the Custodian and/or Facilities Coordinator any damaged and/or broken items that need to be replaced so as not to be held accountable weekly 7 #3141 3/2/2018
3. INFORMATION REQUIRED FROM RESPONDENTS A. SUBMISSION REQUIREMENTS A completed proposal must contain the following: 1. Title Page please indicate the RFP subject, name of your organization, address, telephone number, name of contact person and date. 2. Completed Proposal Form and 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 nonresponsive. Please price out both options listed on the form. 3. Completed References Form 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 Connecticut contacts. The Town of Westbrook reserves the right to contact references other than, and/or in addition to, those furnished by a vendor. 4. Certificate of Insurance 5. Complete Independent Contractor Statement 6. Completed Workers Compensation Certificate If delivered via mail or in person, vendor shall include items 1-6 in a sealed envelope. All proposals should be clearly labeled on the outside of the envelope: Cleaning Services RFP. B. PROPOSAL PERIOD Proposal prices are to be firm for ninety (90) days. C. TERM AND RENEWAL The terms of the Contract shall be annual, with a two-year renewal option. The Contract may be terminated by either party with a thirty (30) day written notice. D. BASIS OF PAYMENT Payment will be made to the contractor within 30 days upon receiving the contractor s monthly invoice and after approval by the Facilities Coordinator. The invoice shall state the date the service was performed and amount for each building. Special services provided will be billed via a separate invoice and described by the service provided and the date it was provided. E. LITIGATION Vendors must list and summarize all pending or threatened litigation, administrative or regulatory proceedings or similar matters. The Successful Vendor shall have a continuing obligation to disclose any such actions during the period of this RFP process and any contract resulting from this RFP. 8 #3141 3/2/2018
4. SELECTION CRITERIA The evaluation of proposals will be completed by a group assembled by, and including, the Facilities Coordinator. The group shall individually and collectively, evaluate each properly submitted proposal, and shall, select a group of finalists. Each finalist will be interviewed by the group to determine, all factors considered, the most qualified and capable vendor with which to contract. It is the intent of the Town of Westbrook to accept the lowest qualified proposal, provided it has been submitted in accordance with the proposal documents. Consideration will be given not only to pricing, but also quality of service, the vendor s qualifications, and capabilities to provide the specified service, and other factors which the Town of Westbrook may consider. The Town of Westbrook reserves the right to accept or reject any or all proposals and to waive irregularities therein. 5. INSURANCE REQUIREMENTS Based upon the outcome of this process, the final chosen consultant shall procure and maintain insurance against claims for injuries or losses to persons or property that are alleged to have arisen in connection with activities of the consultant and any agents, representatives, subcontractors or employees. Insurance companies must be licensed by the State of Connecticut or otherwise acceptable to The Town of Westbrook. The cost of such insurance, including required endorsements or amendments, shall be the sole responsibility of the consultant. Full disclosure of any nonstandard exclusion is required for all required coverage. Selected respondent(s) shall carry Commercial General Liability Insurance (Bodily Injury, Property Damage, Products and Completed Operations) in an amount of not less than one million dollars ($1,000,000) per occurrence with a two million dollar ($2,000,000) aggregate, combined single limits. Such coverage shall also include coverage for operations, completed operations, products and contractual liability insurance. Such policy shall name the Town of Westbrook as additional insured and shall be primary and noncontributory to any valid and collectible insurance carried by the Town. Selected respondent (s) shall provide commercial auto liability insurance covering owned, hired and non-owned automobiles, in the amount of one million dollars ($1,000,000) combined single accident Selected respondent (s) shall provide workers compensation insurance coverage subject to Connecticut statute. Such coverage shall meet the statutory requirements under section A, and for Employer Liability, be subject to $100,000 each accident, $500,000 Disease-Policy Limit, and $100,000 Disease-Each employee. Selected respondent(s) shall provide the Town with a certificate verifying such coverage before commencing services under this RFP. Such policy shall require thirty (30) days notice to the Town in writing prior to alteration, cancellation, termination or expiration of any kind. Any person contracting with the Town must, to the fullest extent permitted by law, indemnify, defend and hold harmless the Town and its agents and employees from and against all claims, damages, loss or expense including reasonable attorney s fees arising out of or resulting from the performance of the contract. Selected respondents shall pay any and all attorneys fees incurred by the Town, its agents, or its employees, in enforcing any of the selected respondents defense or indemnification obligations. In any and all claims against the Town, or any of its agents or employees, by any employee of a selected respondent, or anyone directly or indirectly employed by a selected respondent, or anyone for whose acts as a selected respondent is liable, the indemnification obligation shall not be limited in any way by any limitation on the amount or type of damages, compensation or benefits payable by or a selected respondent under Workers Compensation Acts, disability benefits acts or other employee benefit acts. 9 #3141 3/2/2018
6. ADDITIONAL INFORMATION A. DISCLAIMER 1. The Town of Westbrook reserves the right to amend, cancel or withdraw the Request for Proposal at any time if it is deemed in the best interests of the Town to do so. The Town reserves the right to reject any, or any part of, or all proposals, to waive informalities and technicalities, and to accept that bid proposal which the Town of Westbrook deems to be in the best interest of the Town, whether or not it is the lowest dollar 2. The Town of Westbrook is not responsible for any costs/expenses incurred by anyone submitting a proposal for this project. Costs/expenses are the sole responsibility of the parties submitting proposals. B. ADDITIONAL INFORMATION 1. All proposals submitted and information included therein or attached thereto shall become public records upon delivery to the Town. All documents created by the respondent during the completion of their contract requirements shall become the property of the Town, including any databases and information systems that are created 2. The Town of Westbrook is not responsible for any costs/expenses incurred by anyone submitting a proposal for this project. Costs/expenses are the sole responsibility of the parties submitting proposals. 1. The Town of Westbrook reserves the right to amend, cancel or withdraw the Request for Proposal at any time if it is deemed in the best interests of the Town to do so. The Town reserves the right to reject any, or any part of, or all proposals, to waive informalities and technicalities, and to accept that bid proposal which the Town of Westbrook deems to be in the best interest of the Town, whether or not it is the lowest dollar 2. The respondent in performing under this agreement shall not discriminate against any workers, employee or applicant or any member of the public because of race, creed, color, religion, age, sex, marital status, national origin, mental retardation or physical disability, including but not limited to blindness, unless it is shown by Respondent that such disability prevents performance of the work involved, in any manner prohibited by the laws of the United States or the State of Connecticut, nor otherwise commit an unfair employment practice. Respondent will take affirmative action to insure that applicants are employed and that employees are treated during employment without regard to their race, creed, color, religion, age, sex, marital status, national origin mental retardation or physical disability, including but not limited to blindness, unless it is shown by Respondent that such disability prevents performance of the work involved, in any manner prohibited by the laws of the United States or the State of Connecticut, nor otherwise commit an unfair employment practice. Respondent agrees that this non-discrimination clause will be incorporated in all contracts entered into by it with suppliers of services or materials, contractors and sub-contractors and all labor organizations furnishing skilled, unskilled and craft unions skilled labor or whom may perform any such labor or services in connection with this agreement. 10 #3141 3/2/2018
PROPOSAL FORM REQUEST FOR PROPOSALS FOR CLEANING SERVICES The undersigned hereby submits the following proposal for the monthly cost of cleaning services for the Town of Westbrook buildings. Please include the cost in both dollar form and written form. Option A The cost, in both dollar and written form, for the services described above Westbrook Town Hall Riggio Building Other Coverage $ $ $ Option B The cost, in both dollar and written form, for cleaning the Riggio Building as described above and the ENTIRE Westbrook Town Hall Building. Westbrook Town Hall Riggio Building $ $ 11 #3141 3/2/2018
SIGNATURE PAGE REQUEST FOR PROPOSALS FOR CLEANING SERVICES By: Name and Title (please print) Signature Vendor Address Contact (please print) Phone Fax E-mail 12 #3141 3/2/2018
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 Town of Westbrook 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 Town of Westbrook, shall not be considered employees of the Town of Westbrook and any and all claims that may or might arise under the Unemployment Compensation Act or the Workers Compensation Act of the State of Connecticut 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 Town of Westbrook; and the Contractor shall defend, indemnify and hold the Town of Westbrook, its officers, agents and employees 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 Town of Westbrook, including without limitation, tenure rights, medical and hospital care, sick and vacation leave, Workers Compensation, Unemployment Insurance, disability, severance pay. Company/Individual Name: Official Address: Signature and Title: Date: 13 #3141 3/2/2018
TOWN REFERENCES REQUEST FOR PROPOSALS FOR CLEANING SERVICES Please list three (3) references. It is preferred that those references are within the State of Connecticut. The Town of Westbrook reserves the right to contact references other than, and/or in addition to, those being furnished below. 1. Name: Address: Phone Number: 2. Name: Address: Phone Number: 3. Name: Address: Phone Number: 14 #3141 3/2/2018