REQUEST FOR QUOTES - SERVICES CONTRACT Office Janitorial Services at One Administration Building Contract Number: 18-S-0024 NO PRE-BID MEETING FOR THIS REQUEST Contract Administrator: RON HANIUK PH: 541-682-2583 rhaniuk@homesforgood.org QUOTES DUE: Thursday April 5, 2018 at 4:00 PM (ON FORMS IN THIS MANUAL) Please use Adobe Reader DC to view attachments properly.
REQUEST FOR QUOTE: HOMES FOR GOOD is seeking quotes to provide office janitorial cleaning service at our administrative office building located at 177 Day Island Road, across from Alton Baker Park. All Qualified contractors, all Minority Business Enterprises and Section 3 businesses are encouraged to participate in this solicitation. Please review HUD-5369-B Instructions to Offerors for Non-Construction Contracts, HUD-5370-C General Condition for Non-Construction, the Section 3 Form. HUD Determined Wage Rates apply to this request and can be found below. Also please review and complete the Independent Contractors Certification Form. This contract may last a total of 4 years; with an initial 2 year contract with an option to renew for 2 years. THERE IS NO PRE-BID MEETING FOR THIS REQUEST. Quotes must be received by Thursday, April 5, 2018 by 4 PM. Quotes can be hand delivered or mailed to 300 W. Fairview Dr. Springfield, OR, Attention Ron Haniuk or email them to rhaniuk@homesforgood.org SCOPE OF WORK: The awarded contractor is expected to perform general janitorial, including but not limited to Mopping, stripping and waxing, window cleaning, sanitizing, sweeping, vacuuming, empting trash and recycling containers. Cleaning duties are subject to weekly, monthly, and annual cleaning. Please review the specifications. All maps provided in the request are for your general information and should not be considered exact in any way. A site visit is highly recommended and at no time are the drawings and dimensions to be relied upon for cost estimating. ADDITIONAL WORK: During the awarded contract period, Homes for Good may request additional services, the Contractor will be asked to provide a cost for those services. This Agency may or may not authorize such additional services to the awarded contractor and reserves the right to use another Contractor. SITE VISITATIONS: Arrangements can be made to view either site by contacting the Day Island front desk at 541-682-3755 Please read Contract Information below; GENERAL CONTRACT CONDITIONS > CLEANING SPECIFICATIONS > BUILDING MAP > CONTRACT #:18-S-0024 2
Office Janitorial Services at One Administration Building WAGE DETERMINATION Work at this site is subject to the HUD Determined Minimum Wage Rates. See site list and attachments below to ensure your bids are compliant. HUD Determined Wage Rate > Current 2017-2018 Wage Rate > HUD-5370-C General Condition for Non-Construction > Section3 Form > Drug Free Work Place > AWARD OF CONTRACT: This contract will be awarded to the qualified bidder offering the best value for this Agency. Best Value includes but is not limited to lowest price submitted by a qualified bidder, ability of the bidder s company to supply trained, licensed and experienced personnel, references, appropriate equipment for performing the required work, employees available. Qualified bidders may be contacted for an informal interview for more detailed information and conformation bid information. Homes for Good reserves the right not award to any firm if it is in the best interest of this Agency to do so or based upon the results of credit and reference checks, review of the quality of work of the bidding Contractor. Homes for Good reserves the right to reject any and all quotes not in compliance with the described public bidding requirements and may reject for good cause or waive any informality in quotes received whenever such rejection or waiver is in the public interest to do so. The Agency complies with State and Federal laws and regulations relating to discrimination and employment, including the Americans with Disabilities Act (ADA 1990). This Agency may review any the following prior to selection of the Contractor: A job cost breakdown, work force availability, work history Previous contract performance with this Agency, Site review/inspection of Contractors current work. An evaluation of references and other non-agency work history Applicable experience. CONTRACT #:18-S-0024 3
Please review Instructions to Offerors, > Submit to Attn: Ron Haniuk Homes for Good 300 W Fairview Drive Springfield, OR 97477 Or email to; Rhaniuk@homesforgood.org When the bidding firm is unsure of the process or forms completion, it is his/her responsibility to contact the Contract Administrator for clarification. Quotes are Due: Thursday, April 5, 2018 by 4 pm. INSTRUCTIONS TO BIDDERS OFFICE JANITORIAL SERVICES AT ONE ADMINISTRATION BUILDING. When preparing the total bid, carefully review all the requirements per site. Services include all labor, equipment and materials. The quote forms included in the next section must be completed in-total for a bid to be considered responsive. You can submit forms in an envelope marked as QUOTE # 18-S-0024 Office Janitorial Services at One Administrative Building, addressed to 300 West Fairview Drive, Springfield, OR. 97477, ATTN; Ron Haniuk. (No faxed bids). You may also email your quote to rhaniuk@homesforgood.org, all quotes must be submitted prior to the due date and time. Bidder will record a fee/cost per service for all services to be performed. Fees are to accurately represent the value of the work to be completed. Quotes must accurately reflect the cost of performing the work, and be based upon the specifications, and the minimum HUD Determined wage rate payment requirements. On the quote form enter a cost for rows A and B in column E. Then enter a Total Cost in Column F for rows A, B, and C. Where Row D and Column F intersect, provide the Grand Total Annual Contract Cost. Note: The twice a week cleaning charge will first be multiplied by 52 weeks as shown below in row A and then be divided by 12 to equal a monthly payment for the weekly clean, then include the monthly charge on each monthly invoice. The annual clean charge will be paid on a separate invoice. CONTRACT #:18-S-0024 4
QUOTE FORMS The undersigned, having familiarized [ ] (himself) [ ] (themselves) with the local conditions affecting the cost of the work, and with the Specifications (including Invitation for Quotes, Instructions to Bidders, this Quote, Contract Specifications, the General Conditions, the Description of the Work, and Addenda, if any thereto, as prepared by the Homes for Good Agency, and on file at; 300 W. Fairview Drive, Springfield, OR 97477, that you hereby proposes to furnish all labor, equipment and materials for the 177 DAY ISLAND OFFICE JANITORIAL SERVICES, as detailed in the Request for Quote and listed herein. (E) (F) (A) (B) (C) (D) Twice a Week Cleaning $ X 52 = $ Monthly Clean Charge $ X 12 = $ Annual Cleaning Charge $ GRAND TOTAL ANNAUL CONTRACT COST $ 2. In submitting this (these) quote(s), it is understood that the right is reserved by the Homes for Good Housing Agency to reject any and all quotes. If written notice of the acceptance of this quote is mailed, telegraphed or delivered to the undersigned within 30 days after the opening thereof, or at any time thereafter before this bid is withdrawn, the undersigned agrees to execute and deliver a contract in the prescribed form and furnish the required bond (if any) within ten (10) days after the contract is presented to him for signature. 3. Drug Free Environment Certification: By signing this bid, the bidder certifies that he will, or will continue to, provide a drug-free workplace while performing work at the contracted location, and will adhere and perform to the directions stipulated in the Special Conditions, item 18, Drug Free Work Place Requirement. Note: The penalty for making false statements in offers is prescribed in 18 U.S.C. 1001. The party making the foregoing proposal or bid, certifies that such proposal or bid is genuine and not collusive or sham; that said bidder has not colluded, conspired, connived or agreed, directly or indirectly, with any bidder or person, to put in a sham bid or to refrain from bidding, and has not in any manner, directly or indirectly, sought by agreement or collusion, or communication or conference, with any person, to fix the bid price of affiant or of any other bidder, or to fix any overhead, profit or cost element of said bid price, or of that of any other bidder, or to secure any advantage against the Homes for Good Agency or any person interested in the proposed contract; and that all statements in said quote are true. I/we accept the right of the Agency to reject any or all bids and waive informalities or irregularities If you have any questions on the bid form, please contact Ron Haniuk at 541-682-2583 or by email at; rhaniuk@homesforgood.org Please see next page; CONTRACT #:18-S-0024 5
In submitting this quote, it is understood that Homes for Good reserves the right to reject any and all bids Attached hereto is an affidavit in proof that the undersigned has not entered into any collusion with any person in respect to this proposal or any other proposal or the submitting of proposals for the contract for which this proposal is submitted. The quoting firm represents that he [ ] has, [ ] has not, participated in a previous contract or subcontract subject to the equal opportunity clause prescribed by Executive Orders 10925, 11114, or 11246 or the Secretary of Labor; that he [ ] has, [ ] has not, filed all required compliance reports; and that representations indicating submission of required compliance reports, signed by proposed subcontractors, will be obtained prior to subcontract awards. (The above representation need not be submitted in connection with contracts or subcontracts which are exempt from the clause.) Certification of Non-segregated Facilities. By signing this quote, the quoting firm certifies that he does not maintain or provide for his employees any segregated facilities at any of his establishments, and that he does not permit his employees to perform their services at any location, under his control, where segregated facilities are maintained. He certifies further that he will not maintain or provide for his employees any segregated facilities at any of his establishments, and that he will not permit his employees to perform their services at any location, under his control, where segregated facilities are maintained. The quoted firm agrees that a breach of this certification is a violation of the Equal Opportunity clause in this contract. As used in this certification, the term "segregated facilities" means any waiting rooms, work areas, rest rooms and wash rooms, restaurants and other eating areas, time clocks, locker rooms and other storage or dressing areas, parking lots, drinking fountains, recreation or entertainment areas, transportation, and housing facilities provided for employees which are segregated by explicit directive or are in fact segregated on the basis of race, color, religion, or national origin, because of habit, local custom, or otherwise. He further agrees that (except where he has obtained identical certifications from proposed subcontractors for specific time periods) he will obtain identical certifications from proposed subcontractors prior to the award of subcontracts exceeding $10,000 which are not exempt from the provisions of the Equal Opportunity clause; that he will retain such certifications in his files; and that he will forward a notice to his proposed subcontractors as provided in the instruction to bidders. Drug Free Environment Certification: By signing this bid, the bidder certifies that he will, or will continue to, provide a drugfree workplace while performing work at the contracted location, and will adhere and perform to the directions stipulated in the Special Conditions, item 18, Drug Free Work Place Requirement. Note: The penalty for making false statements in offers is prescribed in 18 U.S.C. 1001. BIDDERS SIGNATURE ATTESTING QUOTE AMOUNTS AND OTHER CERTIFICATIONS NAME OF BIDDER (Company): COMPANY OFFICIAL ADDRESS: CITY: ZIP: PHONE #: COMPANY FEDERAL ID #: CCB #: BY (Print Name): TITLE: SIGNATURE (SIGN ORIGINAL ONLY) DATE CONTRACT #:18-S-0024 6
Attachment: Three References for Similar Work: (May include work previously provided for HACSA) NAME OF COMPANY OR BIDDER: REFERENCE #1: NAME OF COMPANY: ADDRESS: CONTACT PERSON: PHONE PERIOD OF PERFORMANCE: From to DESCRIPTION OF WORK: REFERENCE #2: NAME OF COMPANY: ADDRESS: CONTACT PERSON: PHONE PERIOD OF PERFORMANCE: From to DESCRIPTION OF WORK: REFERENCE #3: NAME OF COMPANY: ADDRESS: CONTACT PERSON: PHONE PERIOD OF PERFORMANCE: From to DESCRIPTION OF WORK: I attest that the information presented is true and accurate. Permission is granted for Homes for Good to contact and/or review work with each of the above sites and companies. Signature: Attention: This page must be signed and submitted with Bid CONTRACT #:18-S-0024 7