City of El Centro Park & Recreation Division REQUEST FOR PROPOSALS ROUTINE JANITORIAL MAINTENANCE OF CITY OF EL CENTRO COMMUNITY CENTER, OLD POST OFFICE PAVILION AND ADULT CENTER Proposals Due: March 15, 2018 Requested By: City of El Centro Parks & Recreation 375 S. 1 st Street El Centro, CA 92243 Phone: (760) 337-4555 Fax: (760) 337-4551 CONTACT PERSON: Chris Legakes February 10, 2018
CITY OF EL CENTRO REQUEST FOR PROPOSALS FOR ROUTINE JANITORIAL AND MAINTENANCE AND SERVICES FOR CITY RECREATION FACILITIES (EXCLUDING PARK MAINTENANCE) REQUEST FOR PROPOSAL The City of El Centro (hereinafter called City ) is seeking qualified janitorial and maintenance firms (hereinafter called Contractor ) to submit a proposal to provide indoor and outdoor maintenance of Citywide recreation facilities on a scheduled basis. The scope of the work, the content of the proposal, and the selection process are described in this Request for Proposal (hereinafter called RFP ). The scope of work is described in detail in Exhibit A. BACKGROUND The City of El Centro is located in Imperial County, approximately 10 miles north of the border with Mexico and 117 miles east of San Diego. The City of El Centro has a current population of 42,598 per the 2010 census. The City is a Charter City and operates under the council-manager form of government. The City is intersected by State Route 86, which is maintained by Caltrans, including its signal lights. The City maintains and operates recreation facilities, parks restrooms, ramada/snack areas, park areas and playgrounds and requires routine janitorial maintenance for City of El Centro Community Center, Old Post Office Pavilion and Adult Center. SCOPE OF SERVICES The scope of the work includes the routine, custodial scheduled maintenance of recreation facilities as set out in Exhibit A, attached and incorporated. The scope of work is limited to routine janitorial maintenance (such as washing, vacuuming and litter removal) and does not include the repair, installation, construction or demolition of public facilities. The work would be for a term of three (3) years, with additional two (2) one (1) year term extensions. The City wishes to enter into an agreement with the successful Contractor as soon as an agreement is approved by the City. INSURANCE A. The successful Contractor must be able to meet, at a minimum, the insurance requirements set out as Exhibit C to the sample form of agreement, attached here as Exhibit B. B. Insurance Requirements. Contractor shall provide and maintain insurance acceptable to the City Attorney in full force and effect throughout the term of this Agreement, against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by Contractor, its agents, representatives or employees. Insurance is to be placed with insurers with a Best' rating of no less than A: VII. Contractor shall provide the following scope and limits of insurance: C. Other Provisions. Insurance policies shall contain the following provisions: (i) All Policies. No insurance policy shall be suspended, or canceled by either party, or reduced in coverage or in limits except after thirty (30) days prior written notice has been given to the City Clerk, City of El Centro, 1275 W. Main Street, El Centro CA 12/2017cfo\A17-0264\RFP for Janitorial Services 2
92243. Contractor agrees to provide City with thirty (30) days prior written notice of any reduction in coverage or limits, and/or the suspension or voiding of any coverage required herein. Notice shall be sent pursuant to subsection (1) above. (ii) General Liability and Automobile Liability Coverage s. (a) (b) (c) City, its officers, officials, and employees are to be covered as additional insured as respects: premises owned, occupied or used by Contractor, or automobiles owned, leased or hired or borrowed by Contractor. The coverage shall contain no special limitations on the scope of protection afforded to City, its officers, officials, or employees. Contractor's insurance coverage shall be primary insurance as respect to City, its officers, officials, and employees. Any insurance maintained by City, its officers, officials, or employees shall apply in excess of, and not in contribution with, Contractor's insurance. Contractor's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability. (iii) Workers' Compensation and Employer's Liability Coverage. The insurer shall agree to waive all rights of subrogation against City, its officers, officials, and employees for losses arising from work performed by Contractor for City. D. Other Requirements. The Contractor selected shall deposit with City, at or before the effective date of the Agreement, endorsed certificates of insurance necessary to satisfy City that the insurance provisions of this contract have been complied with. The certificates and endorsements are to be signed by a person authorized by that insurer to bind coverage on its behalf. City reserves the right to inspect complete, certified copies of all required insurance policies, at any time. (i) (ii) (iii) (iv) Contractor shall furnish certificates and endorsements from each sub-contractor identical to those Contractor provides. Any deductibles or self-insured retentions must be declared to and approved by City. City shall retain the right at any time to review the coverage, form, and amount of the insurance required hereby. If, in the opinion of City, the insurance provisions in this contract, form, and amount are insufficient, an increase may be required to provide adequate protection. City's requirements shall be reasonable and based on available insurance coverage, but shall be designated to assure protection from and against the kind and extent of the risks which exist at the time a change in insurance is required. The procurement of such required policy or policies of insurance shall not be construed to limit Contractor's liability hereunder or other requirements of the Agreement. E. Contractor represents it is skilled to perform the services and duties requested hereunder, and City relies upon the skills and knowledge of Contractor. Contractor shall perform such services and duties consistent with the standards generally recognized as being employed by professionals performing similar service in the State of California. 12/2017cfo\A17-0264\RFP for Janitorial Services 3
As set out in the sample agreement attached to this RFP, Contractor shall indemnify, protect, defend and hold harmless the City and its officers, employees, agents, and volunteers against any and all claims or actions arising from any claim, demand or judgment for personal injury, wrongful death and/or property damage arising out of Contractor's alleged negligent acts, errors or omissions and for any claim therefore, including City's attorney fees. The provisions of this section shall not be deemed satisfied by the requirements of liability insurance required by the Agreement. TENTATIVE RFP DATES: Below is the anticipated schedule for this project: Schedule Date Request for Proposal Posting/Mailing February 10, 2018 Mandatory field visit February 20, 2018 Written Question Deadline February 22, 2018 Submittal Deadline March 15, 2018 Tentative Interview (if necessary) Mach 20, 2018 Tentative Final Selection/Negotiation March 27, 2018 Tentative City Council Award April 17, 2018 Tentative Contract Effective Date May 1, 2018 SUBMITTAL GUIDELINES AND REQUESTED INFORMATION Four (4) hard copies of the proposal shall be submitted in a sealed envelope with the caption Request for Proposals Routine Janitorial Maintenance of City of El Centro Community Center, Old Post Office Pavilion and Adult Center and addressed to: Chris Legakes, Parks Supervisor City of El Centro 375 1 st Street El Centro CA 92243 All proposals shall be received by 5:00 p.m., on March 15, 2018. Emails and facsimiles will not be accepted. Inquiries regarding this Request for Proposals should be directed to Chris Legakes at clegakes@cityofelcentro.org prior to February 22, 2018. The proposal will be used to evaluate the firm s capability. Therefore, it should be complete and accurate. The proposal should include, at a minimum, the following information: A letter of introduction that summarizes the key points of the proposal and includes the name, address, and phone number of the person who is authorized to represent the firm. Company and Organization. General company information including number of employees, location of company headquarters and branch offices, number of years in business and organization, disciplines and staffing. Identify the branch office for this project and related experience in the area. Overall approach to providing janitorial, maintenance services including understanding of work, work plan, company capabilities. List of the municipalities the firm has provided similar services including date of service, scope, and contact information (name, position, and telephone number). Resumes of key personnel who will be assigned to this project. List of references. 12/2017cfo\A17-0264\RFP for Janitorial Services 4
The Contractor s proposed fee schedule for the work shall be submitted in a separate sealed envelope accompanying the proposal marked Proposed Fee Schedule. Fees quoted will apply to the term of the Agreement and any extension thereof. CONTRACTOR SELECTION The City s Park and Recreation staff will evaluate the proposals. The City may interview the top Contractors whose qualifications most closely match the requirements of this Request for Proposal and the needs of the City. Staff will rank the Contractors and submit its recommendation to the City Council. The City Council will make the final decision and enter into an Agreement prepared by the City for the desired work. That Agreement will include a detailed scope of work and a payment for services schedule based upon the proposal. The Contractor will be required to execute the Agreement in the form attached to this RFP as Exhibit B. All costs for preparing the proposals are the sole responsibility of the Contractor. The City reserves the right to reject any or all proposals, to request additional information for clarification, to accept or negotiate modifications to any proposal following the deadline for receipt of the proposal and to waive any irregularity if such serves the best interest of the City. SELECTION CRITERIA The City may use the following criteria in the selection of the Contractor. 1. Understanding of Work 2. Work Plan 3. References from municipal contracts 4. Capabilities of company and proposed staff 5. Cost The City may require Contractors to participate in additional rounds of refining submittals prior to the ultimate selection. These rounds could encompass revisions to the submittal criteria. Fees will be reviewed and negotiated following the selection of the qualified firm. 12/2017cfo\A17-0264\RFP for Janitorial Services 5
EXHIBIT A SCOPE OF WORK MAINTENANCE SERVICES AND COSTS Item Item Description Approximate Square Foot Price Community Center 375 S. First Street Service the facility five (5) days per week (Monday-Friday). Clean boys and girls bathrooms (each with (4) stalls), sweep, mop and clean mirrors and other fixtures. Clean main office bathroom, sweep, mop and clean mirror and other fixtures. Sweep and mop floors to: Wood floors in Room +A & B, Kitchen, Special Events Room, Activity Room, Half Pint office and NYPUM Room. Vacuum and dust all furniture. Clean office windows inside/outside, window sills, clean front counter window in the Main office. Remove all trash and place new trash bags. Annual Services: two (2) wax applications and carpet cleaning/extraction. Service to be scheduled within thirty (30) days of service of the facility and six (6) months following start of service. Trash pickup daily front and back area of the facility. Trash pickup daily Splash pad area. Trash pickup daily playground area. *(Note) City will provide paper items and other necessary items to company to restock. 9,516 SQ 12/2017cfo\A17-0264\RFP for Janitorial Services 6
Old Post Office Pavilion 230 S. 5 th Street Adult Center 385 S. First Street Service the facility three (3) days per week (Monday, Wednesday & Friday) Clean men and women bathrooms (each with four (4) stalls, sweep, mop and clean mirrors and other fixtures. Dust, sweep and mop wood floors. Sweep and mop brick floor area in lobby and front area. Remove all trash and place new trash bags. Front windows, glass front doors. Wipe and clean marble walls. Re-stock toilet paper, hand soap & toilet liners. Trash pickup daily-surrounding area of the facility. *(Note) City will provide paper items and other necessary items to company to restock Service the facility five (5) days per week (Monday-Friday). Clean men and women bathrooms (each with (2) stalls), sweep, mop and clean mirrors and other fixtures. Sweep and mop all floors daily, including kitchen. Vacuum and dust all furniture. Clean front glass doors and lobby windows. Annual Service: two (2) wax applications and carpet cleaning/extraction. Service to be scheduled within thirty (30) days of service of the facility and six (6) months following start of service. Trash pickup daily front of the facility. *(Note) City will provide paper items and other necessary items to company 3,680 SQ 8,004 SQ 12/2017cfo\A17-0264\RFP for Janitorial Services 7
EXHIBIT B SAMPLE AGREEEMNT 12/2017cfo\A17-0264\RFP for Janitorial Services 8