1-01 -BVZ25-00028441- Specifications MH reviewed - OAC response.doc

City of Dallas

Request for Competitive Sealed Proposals (RFCSP)

Project Title: OAC Janitorial Services & Supplies Buyer Solicitation Number: BVZ25-00028441 Scope of Work

I. Introduction, Purpose and Intent This Request for Competitive Sealed Proposals (RFCSP) is intended to set forth the requirements to establish a five (5) year Indefinite Delivery/Indefinite Quantity (ID/IQ) service price agreement with three (3), one-year renewal options for the management and operation of janitorial services for City of Dallas Office of Arts and Culture (OAC) managed facilities. An ID/IQ term agreement is established when quantities of goods or services and/or delivery schedules cannot be determined. Goods or services shall be ordered on an as needed basis for the term of the agreement. The awarded contractor shall provide janitorial services including all necessary staff, supervisory staff, management, materials, and equipment to provide cleaning service relating to daily building operations and event operations on property managed by the City of Dallas Office of Arts and Culture.

The current OAC managed facilities requiring cleaning services are the Bath House Cultural Center, Juanita J. Craft Civil Rights House, Latino Cultural Center, Majestic Theatre, Moody Performance Hall, Oak Cliff Cultural Center, and South Dallas Cultural Center. These facilities each serve unique cultural and artistic purposes, and as such, they do not maintain traditional hours of operation. The schedule for some services for these facilities will vary greatly, and will regularly include nights, weekends and holidays. Current OAC managed facilities are listed by site and square footage of space. Specific cleaning tasks, frequencies and standards are provided in the specifications. The Office of Arts and Culture may add or delete facilities needing cleaning services to this agreement based on future agreements for city owned facilities under the auspices of the City of Dallas Office of Arts and Culture (OAC.

II. Pre-Proposal Meeting Schedule, Questions, and Inquiries During the solicitation process proposers are required to limit their communication regarding this project to the Buyer referenced herein. A preproposal meeting will be held by the City whereby the proposers will have an opportunity to ask the requesting department(s) questions and/or obtain clarification. The preproposal meeting will be the only time when proposers and requesting department(s) will communicate directly, thereafter, all communication associated with this project shall be address to the assigned Buyer. Proposers may submit their questions electronically through the City solicitation portal, https://dallascityhall.bonfirehub.com/login. All questions shall be submitted electronically, the City will respond to all questions by way of addendum which will be posted as part of the solicitation. The City, its agents, and employees shall not be responsible for any information given by way of verbal communication.

III. Proposal Submittal Requirements

The qualifications as set forth are designed to establish experience criteria with which the Proposer demonstrates to the Evaluation Committee during the evaluation process of the company’s capability to provide cleaning, janitorial services in major public event facilities similar to OAC Facilities.

a. A minimum of three years’ experience in performing similar services in major public assembly facilities such as a theater, concert hall, convention center, museum, or gallery with a capacity of at least 1,700 people with a minimum of 50,000 square feet of auditorium space, lobbies, galleries, offices, and various sized meeting rooms.

b. Operating experience and reputation for quality of service and cooperation, and the ability to adequately staff OAC Facilities with qualified personnel and supervisors.

c. The ability to begin full operation upon award of the Contract.

d. The ability to provide experienced, professional, and technical services in support of the cleaning, janitorial services.

e. Experience in staffing cleaning, janitorial personnel for simultaneous event activities in multiple locations per day for seven consecutive days.

f. The ability to provide on-site, experienced, professional management and support services to ensure a quality program.

g. The ability to provide new equipment or equipment approved by the OAC’s Janitorial Manager or designee as stipulated in the Specifications, at the start of the contract and if replacement equipment is necessary.

h. Maintain a center of operation and/or corporate headquarters office within 50 miles of Dallas City Hall, 1500 Marilla St, Dallas, TX 75201. Such office shall be staffed with sufficient qualified personnel and levels of management adequate to manage the ongoing daily operations of the firm and support the terms and conditions of the Contract.

i. The Proposer shall provide complete information in the Proposal about the following key staff positions with the following minimum requirements.

i. Contract Manager:

1. Shall possess a minimum of three (3) years’ experience in administration and supervision of cleaning and janitorial services for major multipurpose public assembly facilities of a similar size to OAC Facilities with theater, lobbies, offices, and meeting rooms.

2. Shall be able to clearly communicate both in writing and verbally in English.

ii. Shift Supervisors:

1. Shall possess a minimum of one-year experience in cleaning major multipurpose facilities of public assembly of a similar size to OCA Facilities with theater, lobbies, offices, and meeting rooms.

2. Shall be able to clearly communicate in English.

j. The salary and expenses for the Contract Manager and administrative personnel are fully the responsibility of the Contractor and not reimbursable.

k. To provide information regarding these minimum qualifications, each Proposer shall submit the following with their submitted proposal.

i. Evidence in the form of an affidavit that the Proposer has experience in operating similar janitorial services as specified in the Proposer’s Qualifications section.

ii. An affidavit stating in detail, that the Proposer has the ability to begin full operations upon award of the Contract.

iii. Digital literature, brochures, etc. describing the operations of the firm and such other material that may be useful in determining the operating experience and reputation for quality and cooperation of the Proposer and ability to execute operations as noted.

iv. A list of references with email and telephone contact information from at least 3 entities for which services have been performed during the past three years, including at least one facility manager operating a similar major public assembly center for which Proposer has performed janitorial services during the past year.

v. Resumes of all management candidates assigned to manage the Contract.

vi. Example labor schedules and staffing charts of management personnel and staff.

vii. Organizational chart for proposed operation to include a comprehensive manual of operational procedures proposed for the cleaning and janitorial services with a breakdown for the procedures for maintenance cleaning, janitorial services, and for event cleaning, janitorial service.

viii. Description of local office and location, permanent staff size, and any additional material that would support the Proposer’s ability to sustain appropriate demands of this Contract.

ix. Any contracts the Proposer had with public assembly facilities for the purpose of providing janitorial maintenance services that were terminated during the last five years. Proposers shall also disclose the reason for the termination of those contracts, any lawsuits which resulted from the termination, and status and nature of these lawsuits.

x. Disclosure of any litigation to which Proposer is a party that involves similar type service contract as the one being proposed as of the last five years. Failure to disclose any such information will be a material defect in the Proposal submission. The Proposer shall disclose any contracts terminated or in default.

xi. Digital photographs and/or catalogue renderings of proposed uniforms.

l. The Contractor shall adequately staff for the provision of all services in the facilities. Uniform alterations, equipment, and materials purchased, etc. shall be subject to the provisions set forth in the Specifications.

m. The decision of the City, as to the acceptable qualifications of Proposers, shall be final.

IV. Scope of Work A. OBJECTIVES - The Office of Arts and Culture requires a contractor to provide cleaning pre/during/post events at various venues, and regular cleaning of all Office of Arts and Culture managed facilities, offices, and venues.

a. Event cleaning is specialized and requires a contractor that is experienced in this specific type of cleaning.

B. CONTRACT ADMINISTRATION DEFINITIONS AND RESPONSIBILITIES

a. Contract Manager: The Contractor shall provide the name, e-mail, telephone number, and business address of Contract Manager with its bid submission.

b. The City will designate an OAC Janitorial Manager who will be responsible for evaluating the Contractor’s performance in accordance with the Contract Specifications.

c. The Contractor shall supply a time keeping system and all employees shall clock and/or log in and out for each shift. The time log records shall be submitted, for all employees, with each invoice.

C. ROUTINE SERVICE REQUIREMENTS

- Event and building cleaning services general expectations for Office of Arts and Culture managed facilities are as follows but not limited to:

a. Entrances, Lobbies and Common Area Corridors

i. Clean entrance glass doors and frames – inside and outside

ii. Clean display case glass doors and frames – inside and outside as needed

iii. Remove debris around trash cans

iv. Empty wastebaskets and replace liners

v. Clean and sanitize door handles, push plates, light switches, and other high-touch surfaces

vi. Spot clean surfaces, furniture, doors, wastebaskets and walls

vii. Clean water fountains

viii. Buff/burnish hard surface floors as needed

ix. Remove carpet spots as needed

x. Dust mop and damp mop hard surface floors

xi. Detail dust all counters, furniture, sills, ledges, doors, switch plates, wall décor, lights, vents and baseboards as needed

xii. Police lot(s) and sidewalks for trash

xiii. Remove visible debris and spot vacuum traffic lanes

xiv. Spot vacuum all carpeted areas

xv. Detailed-vacuum all carpeted areas as needed

b. Restrooms

i. Remove trash and replace liners

ii. Clean and sanitize door handles, push plates, light switches, and other high-touch surfaces

iii. Restock soap and paper dispensers

iv. Dust mop and damp mop floors

v. Clean all toilets and urinals

vi. Clean all sinks, faucets, counters and mirrors

vii. Dust dispensers, door frames, tops of mirrors and vents

viii. Clean and sanitize door handles, push plates, light switches, and other high-touch surfaces

ix. Clean showers

x. Damp wipe partition and ventilation louvers as needed

xi. Detail clean fixtures as needed

xii. Machine scrub floors as needed

c. Offices

i. Empty wastebaskets and replace liner if torn or soiled

ii. Clean and sanitize door handles, push plates, light switches, and other high-touch surfaces

iii. Spot mop hard surface floors

iv. Vacuum carpeted surfaces to remove all visible debris in traffic areas

v. Remove carpet spots as needed

vi. Spot clean interior glass

vii. Detail dust and spot clean all work surfaces, counters, chairs, other furniture, partitions, sills, ledges, doors, wall décor, lights, wastebaskets, vents and baseboards as needed

viii. Detail vacuum carpets as needed

ix. Machine scrub hard flooring as needed

d. Conference Rooms and Team Meeting Rooms

i. Empty wastebaskets and replace liner if torn or soiled

ii. Clean and sanitize door handles, push plates, light switches, and other high-touch surfaces

iii. Spot clean table, chairs, doors, door frames, light switches and walls

iv. Vacuum carpeted surfaces to remove all visible debris in traffic areas

v. Remove carpet spots as needed

vi. Detail dust tables, chairs, other furniture, sills, ledges, doors, switch plates, wall décor, lights, vents and baseboards as needed

vii. Detail vacuum carpets as needed

e. Audience Chamber / Theater

i. Empty wastebaskets and replace liner if torn or soiled

ii. Inspect and remove any trash or debris from seats and aisles

iii. Dust and wipe down (if appropriate) seats, armrests, and handrails

iv. Appropriately clean and polish metal or wooden parts of seating as needed

v. Clean and sanitize door handles, push plates, light switches, and other high-touch surfaces

vi. Spot clean doors, door frames and walls

vii. Vacuum carpeted surfaces to remove all visible debris in traffic areas

viii. Remove carpet spots as needed

ix. Sweep or vacuum floor to remove dust and debris

f. Elevators

i. Vacuum floors, dust door tracks

ii. Spot clean doors, walls and glass

iii. Appropriately clean and sanitize high-touch surfaces

g. Stairwells

i. Sweep/dust mop main stairwell and landings

ii. Sweep/dust mop secondary stairwells and landings

iii. Dust/wipe high/low rails, baseboards ledges & windowsills

iv. Remove debris and spills

v. Vacuum carpeted surfaces to remove all visible debris

vi. Remove carpet spots as needed

vii. Clean glass athletic center railing

viii. Clean doors and door frames

D. SCHEDULE OF APPROXIMATE ROUTINE WORK FREQUENCIES:

a. Current facilities are listed below by site, proposed cleaning schedule, estimated total weekly hours of service, and square footage of the location.

b. The hours in which service shall be performed in OAC facilities will vary, depending upon event schedules for each facility. Certain routine tasks such as office cleaning will occur on a regular schedule during normal office hours. Contractor shall be able to provide adequate staff and supervision to perform Event Cleaning with 24-hour notification. In past history, the City has found that it may require up to 24 people to accomplish tasks when events are occurring simultaneously at OAC facilities. Janitorial staff are required to provide service as directed by the OAC Janitorial Manager or City Representative.

Cleaning Schedule

Square Feet

Dallas, TX 75218

12 p.m. – 4 p.m.

Varies

(Medium)

Dallas, TX 75215

9am-12pm Varies

(Low)

Dallas, TX 75204

12 p.m. – 5 p.m.

Varies

(High)

Dallas, TX 75201 1,700 seat theater & ancillary spaces, 3 floors of general office space

Mon-Fri

8 a.m. – 4 p.m.

Varies

(High)

Dallas, TX 75201

8 a.m.- 3 p.m.

Varies

(High)

Dallas, TX 75208

12 p.m. – 4 p.m.

Varies

(Low)

Dallas, TX 75210

12 p.m. – 4 p.m.

Varies

(Medium)

c. Each facility is listed by site, proposed general cleaning schedule, and square footage of the location. All locations shall be cleaned and serviced in accordance with the specification listed in Section IV – Routine Service Requirements.

d. Specification requirements shall be met regardless of the tasks and frequency of work to be performed. The Contractor shall perform services as often as necessary to meet quality cleaning standard levels. All requirements of this specification will be fully enforced, e.g., task, frequencies, materials, supplies, labor force, uniforms and equipment.

e. Note: The hours in which service shall be performed in OAC facilities will vary greatly, dependent upon event schedules for each facility, except the certain routine tasks such as office cleaning will occur on a regular schedule during normal office hours. Contractor shall be able to provide adequate staff and supervision to perform Event Cleaning with 24-hour notification. In past history, the City has found that it may require up to 30 people to accomplish tasks when events are occurring simultaneously at OAC facilities. Janitorial staff are required to provide services as directed by the OAC Janitorial Manager or City Representative.

f. The work schedule at the location shall require cleaning coverage at various hours per day and various days per week including holidays. Hours will vary greatly over the term of this contract.

g. The Contractor shall schedule cleaning in such a manner that there shall be no interruption or interference with the proper execution of City business, including public events in the facilities. This includes scheduling vacuuming, buffing, polishing, etc., during overnight hours or as otherwise directed by the OAC Janitorial Manager or City Representative so as not to interfere with events in the facilities. Note: Please be sure to account for these tasks to be completed overnight in addition to the hours listed below when completing the Bid Sheet.

h. The frequencies may be changed by mutual agreement of the Contractor and the City as long as the standards are met in accordance to the specification.

i. Proposers are encouraged to evaluate the scope of work, number of restrooms, water fountains, type of floor space, hours required to work, etc., to meet the cleaning requirements in the specification.

E. NON-ROUTINE TASK REQUIREMENTS

a. Services for non-routine tasks will be required on an as-needed basis. These services may include but are not limited to:

i. Stripping, sealing and finishing all resilient tile floors

ii. Stripping, sealing and finishing concrete and ceramic tile floors

iii. Buffing scheduling for floors where frequency is not specified

iv. Shampooing carpet using water extraction, dry foam or dry-cleaning methods

v. Shampooing upholstered seating, chairs, sofas and other fabric furniture with chemicals approved by the OAC Janitorial Manager

b. At the beginning of the contract and at a minimum of semi-annually, the Contractor shall perform the listed non-daily routine tasks. However, tasks may be repeated more frequently throughout the term of the contract agreement when dirt, stains, or discoloration cannot be removed during routine cleaning or due to Contractor’s negligence.

c. A snow and ice removal plan, which is satisfactory to the City’s Representative, shall be established by the Contractor.

i. Snow and ice shall be removed from all entrances, steps, landings, ramps and sidewalks, etc., to the nearest curb line of the buildings as needed.

ii. Janitorial Manager or City Representative shall approve the use of sand and/or chemicals to reduce safety hazards due to ice and snow. The above shall be performed at no additional cost to the City.

iii. The City shall be responsible for the acquisition of all necessary tools and supplies, including heavy equipment, snow shovels, and other items determined to be needed for the snow removal program.

iv. The Contractor shall be responsible for the prompt clean-up of all materials used, e.g., sand, salt, etc., as soon as the danger of ice and snow conditions have passed. Area(s) shall be swept, hosed down, etc., to remove all traces of salt, sand, etc.

F. PERFORMANCE INFORMATION

a. The Contractor shall satisfactorily perform the work and services at the suggested frequencies to meet the requirements of these specifications. The performance shall be based upon consistent frequencies and methods of performance as well as results. The City Representative will monitor and evaluate the contract performance through daily/monthly inspections, reports, and follow-up meetings with the Contractor. The Contractor will be allowed a transition period of 30 days to set up basic cleaning routines before receiving a monthly non-performance report from the OAC Janitorial Manager. After the transition period, the Contractor will be issued performance ratings via email on a monthly basis for all areas in the buildings. On-site contract supervisor(s) will be notified of poor performance and complaints on a daily basis. In addition, City building employees will evaluate the contract performance on a monthly basis through a City Representative.

b. The Contractor shall keep on file and furnish to the City, upon request, a routine work organizational chart and a separate project organizational chart. Organizational charts shall be updated as needed and copies provided to the City. The organizational charts shall show assigned work areas of each employee, by name, position, and shift hours. The Contractor shall submit a sample organizational chart with the proposal or within three (3) days of request by the City. NOTE: Failure to provide and adhere to current organizational chart (project organizational chart) may delay the processing of monthly invoices.

c. The Contractor shall schedule cleaning in such a manner that there shall be no interruption, or interference with the proper execution of City business. The OAC Janitorial Manager will notify the Contractor of the required work schedule (a.m. / p.m.) for cleaning specific office areas, break rooms, showers, and other areas.

d. In keeping with the specified cleaning requirements and cleaning frequencies, all janitorial services shall be performed by Contractor’s employees. The Contractor shall be responsible for the maintenance and upkeep of their assigned area(s)/location(s).

e. Dispenser keys that have been issued to the Contractor shall be returned to the City at the termination of the contract. Keys that have been lost shall be replaced by the Contractor at no cost to the City.

f. Electrical power shall be furnished by the City through existing power outlets for the Contractor’s use to operate equipment and hot and cold water shall be furnished by the City through existing water outlets to be utilized in the performance of the work.

g. The Contractor shall furnish cell phones to be used by the Project Manager, Supervisors, and Lead workers during each shift. This will allow City Representatives the ability to immediately contact the Contractor’s Project Manager, Supervisor or Lead Worker for emergencies or other related concerns/problems.

G. MATERIALS, SUPPLIES AND EQUIPMENT - The Contractor shall supply all cleaning supplies that are environmentally safe according to all federal, state, city regulations and comply with the City’s Environmental Policy.

a. The Contractor shall furnish all equipment, materials and cleaning supplies necessary for the performance of the work outlined in this agreement unless otherwise specified herein. These supplies and materials shall be of the quality acceptable to the City and shall include products certified by Green Seal ®, EcoLogo and/or a certified Environmentally Preferred Product.

b. During the Contract term, the Contractor shall not use any supply material that the Department determines unsuitable for the purpose, not environmentally friendly, or harmful to the surfaces to which applied or to any other part of the buildings, its content or equipment.

c. All approved supplies/materials with Safety Data Sheets are to be utilized and furnished by the Contractor. In addition, all bottles and containers shall be labeled to give a clear understanding of the contents

d. Proposers shall be responsible for calculating usage levels based on the number of restrooms, offices, conference rooms, break rooms, various types of floor surfaces, seasonal impacts, pilferage, etc.

e. Paper products shall be of high quality, e.g., 2-ply, toilet tissue made from 100% recycled materials and be environmentally friendly and shall be approved by the City prior to distribution for use.

f. The Contractor shall furnish all necessary cleaning equipment including industrial type vacuum cleaners, power-driven scrubbing machines, waxing and polishing machines, brooms, toilet brushes, extender rods and all necessary motor trucks, etc. needed for the performance of the work of this agreement.

i. Such equipment shall be of the size and type customarily used in work of this kind, i.e.: Commercial grade. In addition, all equipment (brooms, brushes, dust mops, mops, etc.) shall be inspected quarterly and replaced, if needed, at the Contractor’s expense

ii. Tools and Equipment General Requirements:

1. The Contractor shall furnish all equipment and tools necessary to perform the work properly.

2. Operating Maintenance Instructions: The Contractor shall maintain on file, at the site of the work, one (1) complete set of operating and maintenance instructions for all types, brands and models of power equipment used in performance of the work.

3. The required equipment and tools shall be clean, and in good operating condition at all times during the performance of the work.

4. All equipment shall have adequate bumpers and guards to prevent marking or scratching of fixtures, furnishings or building surfaces.

5. All electrical equipment used by the Contractor or the Contractor’s employees shall meet all applicable safety requirements. This shall include either the use of ground fault interrupters or a wiring inspection program to assure the integrity of ground pins, grounding continuity, strain relief and insulation quality of plugs and cords. This equipment shall operate at fully rated performance levels using existing building circuits. It shall be the responsibility of the Contractor to prevent the operation or the attempted operation of electrical equipment, or combinations of equipment, which required power exceeding the capacity of existing building circuits.

6. The Contractor shall, prior to the beginning of each work shift, ensure that each janitorial closet, janitorial cart, and Contractor’s employees are provided with the equipment, tools, chemicals and supplies necessary to comply with the scope of work.

7. The Contractor is required to maintain on the job site, the minimum required quantities of any equipment needed for scope of work.

8. Failure by the Contractor to provide suitable equipment for the performance of this contract may result in the termination of this contract.

H. STORAGE SPACE - The City shall provide space as available to the Contractor for storage of contractor furnished materials, supplies, equipment and tools; however, the City will not provide any materials, supplies or equipment.

a. Storage areas and janitorial closets shall be kept clean and free of hazards, trash, dirty floors, walls, mop sinks, etc. Eating or storing food is not allowed in storage locations.

b. The space provided shall be used solely for the purpose of transacting business/work relating to the contract operation of work required by the City.

c. Space furnished to the Contractor including any equipment/furniture provided by the City (tables, benches and similar items) may be used by the Contractor during the term of the contract but shall be returned to the City at the termination of the contract or replaced with equipment/furniture in similar condition as at the beginning of the contract; reasonable wear and tear are expected.

d. The City will not be responsible for damage that may occur due to fire, theft, accident, or otherwise, to the Contractor’s stored supplies, materials or equipment that is kept in the building, or the Contractor’s employee personal belongings brought to the building.

I. CONDUCT OF WORK

a. The OAC Janitorial Manager shall inform the Contractor of any unsatisfactory work. The Contractor shall properly service the areas in question immediately and take the necessary actions to correct the work in question. Failure by the Contractor to comply with such requests shall result in the corrective work being done by others with the cost charged to the Contractor, with cost deductions being imposed as stated in Section I, Payment Deductions for Non-Performance of Work.

b. The Contractor shall schedule cleaning so that there shall be no interruption or interference with the proper execution of City business. This includes scheduling vacuuming, buffing, bonneting, shampooing, etc., at hours that shall not be disturbing to City employees

J. PAYMENT DEDUCTIONS FOR NON-PERFORMANCE OF WORK

a. The City reserves the right to deny payment to Contractor for specialized cleaning and janitorial services, when the services rendered have not met the Specifications herein

b. It is acknowledged that in the event the Contractor shall fail in the performance of the work specified and required to be performed as set forth within this Agreement, the failure will cause the City to incur substantial losses of types and in amounts which are impossible to compute and ascertain with certainty as a basis for recovery by the City of actual damages and that liquidated damages represent a fair, reasonable and appropriate estimate of the City’s damages. Accordingly, in lieu of actual damages for such contractual failures, Contractor agrees that after reasonable notice and due allowance for an extension of time granted by the City’s Contract Manager, if the noticed deficiency is not cured or occurs again, the Contractor shall be liable to the City, as liquidated damages and not as a penalty, for the amounts noted below for each and every non-cured or subsequent failure in performance of the noticed deficiency by the Contractor, without limiting City’s right to terminate this Agreement for default as provided elsewhere herein. The City shall have the right to make deductions from any amount due or that may become due the Contractor or collect such liquidated damages from the Contractor or its surety. Instances of performance failures where deductions from unpaid invoices may occur and the specific deductions for it shall include and are not limited to:

c. The City reserves the right to reduce payment whenever sufficient personnel are not available to perform the work as specified in this contract. Should this practice continue, it may be cause for the termination of this contract. At any time, an inspection may be performed by the City to ensure the terms and conditions of this contract are being met

d. Should it become necessary for OAC to perform the cleaning services due to non-performance, unsatisfactory performance, absenteeism, tardiness, etc. payment deductions will be assessed against future invoices. The OAC Janitorial Manager will notify the Contractor in writing of the dollar amount of deduction(s) being imposed and specific justification(s) for the deductions prior to processing the affected invoice

e. The City shall determine the acceptability of all work performed. (The Tasks Performance and Standards shall be used in evaluating the level of service in addition to the information in the logbook, and janitorial inspection forms.) If conditions are not acceptable, the Contractor shall visit the facility to review and correct all problem areas immediately. Failure to maintain an acceptable level of service shall result in the assessment of actual damages and/or termination of contract. Damages may be assessed for occurrences of non-acceptable quality of work, valid complaints related to non-acceptable cleaning and/or failure to maintain adequate equipment/supplies as specified in this contract.

K. WASTE MANAGEMENT (RECYCLING / DISPOSAL)

a. In an effort to meet mandated State regulations relative to waste management, the City has established a Citywide Waste Management Plan for recycling/disposal of waste products geared toward meeting the recycling requirements

b. The City will need the cooperation of City employees and Contractor’s employees in order to make the program cost effective and efficient. Disposable/recyclable products (cans, glass, paper etc.) shall be placed in special containers by City employees and carried to selected storage sites by Contractor’s employees in an orderly and consistent manner so that the recyclable items can be recycled. The City Representative will instruct the Contractor of their role and responsibilities. The City will be responsible for disposal of all waste products.

L. FIRE PROTECTION AND PREVENTION

a. All sweeping compounds, dust cloths, mop treating materials, and floor treatment materials (exclusive of waxes) shall be products that are free of spontaneous heat. A list of these and other products by a qualified nationally recognized testing organization shall be considered as meeting the Fire Code requirements. All products stored on-site shall be labeled with hazardous warning data labels as required by the Federal and State of Texas Hazardous Waste Regulations. All electrical appliances, cords, and extension cords shall bear the Underwriters Laboratories (UL) approved tags.

b. The Contractor shall not store combustible supplies, including but not to, rags and/or paper, near possible sources of ignition (e.g., steam pipes, high wattage lamps, etc.). The Contractor shall not store contaminated buckets, mops, cloths and brushes that may be subject to spontaneous combustion

c. The Contractor shall store wiping cloths and treated dust mops in covered metal containers. Contractor shall collect contents of ashtrays in metal containers separate from regular collection containers.

M. CLEANING IN SECURE AREAS

a. Various City facilities contain areas that may be designated as a secure area and entrance is restricted. In some areas, the Contractor’s employees may be permitted to enter and perform their work unescorted. In other areas, the Contractor’s employees may be admitted only if an authorized City employee escorts the worker until the work is finished. Upon completion of the work, the Contractor’s employee shall be permitted to leave the area and the authorized City Representative shall secure the premise.

N. PROTECTION AND DAMAGE

a. The Contractor shall, without additional expense to the City, be responsible for all damage to persons or property that occurs as a result of the Contractor’s fault or negligence in connection with the execution of the work, and shall be responsible for the proper care and protection of work performed. Breakage or loss of office equipment or other property, including that of a City employee, which may occur in or about the building as a result of the Contractor’s operations or of the actions of the Contractor’s agent or employees, shall be repaired or replaced at the Contractor’s expense.

b. The Contractor shall take all necessary precautions for the protection against injury of all persons at the work site. The Contractor shall observe all pertinent safety practices and comply with applicable safety regulations.

In the event dispenser keys are lost or misplaced, it will be the responsibility of the Contractor to replace the keys at the Contractor’s expense. Lost or misplaced keys shall be reported to the City Representative.

O. LABOR FORCE

a. The work required shall be performed at the standard quality levels as outlined in the specification. It is the sole responsibility of the proposer to examine the facility work schedules, cleaning frequencies, and facility floor layouts to determine cost quotations. The Contractor shall ensure that all work performed by personnel meets the specified performance level identified in Section H -Performance Information. Note: All supervisors/lead personnel shall be efficient in floor-care (hard-surface/carpet) maintenance techniques and shall also have the ability to operate machinery used to maintain each type of surface.

b. A fully qualified labor force shall be on board at the beginning of the contract and maintained throughout the duration of this contract. The level of service outlined in the specification shall also be always provided regardless of vacations, sick leave, or other absentees. The Contractor shall provide substitutes for any Contractor’s employee that does not report for scheduled work. All Contractor’s employees shall receive close and continuous first line supervision by the Contractor.

c. Contractor’s employees working on floor cleaning and restoration shall be skilled with a minimum of one (1) year experience working in specialized floor cleaning operations.

d. All Contractor’s employees shall be a citizen of the United States of America, or an alien who has been lawfully admitted for permanent residence, as evidenced by Alien Registration Receipt Card or who presents other evidence from the Immigration and Naturalization Service that employment will not affect his or her immigration status. Acceptable evidence shall consist of a Birth Certificate and appropriate naturalization papers. All Contractor’s employees shall be a minimum of 18 years of age. Contractor’s should state in the proposal the company’s procedures used to verify the legal status of contract employees and the authenticity of documents provided by employees. Note: Proposals from contractors who do not comply with this requirement may not be considered. Note: Violation of the specified age requirement and/or employment of an undocumented alien shall be just cause for contract termination. In addition, contract employees are prohibited from bringing children, non-working family members, relatives, and/or other non-working friends to the jobsite during scheduled work hours. Any contract employee who violates this requirement will be removed from City contracts.

e. The Contractor shall conduct a screening/background check on each employee prior to being assigned to work in any capacity at a City facility. The Contractor shall maintain and provide to the OAC Janitorial Manager a current employee list showing all employees assigned to work under this contract. The Contractor shall immediately report any changes to the employee listing and shall furnish information reflecting the changes as they occur. The Contractor shall notify and attach to each employment information form a felony and misdemeanor background check obtained from the Dallas County Clerk defining the findings of their screening/background check. An Employment Information Form shall be submitted to the OAC Janitorial Manager for all current employees one week before the start of the new contract and at least the day of for a new employee who starts during the term of the contract. The City reserves the right to instruct the Contractor to remove any employee upon review of the employment information form and/or findings of the screening process.

f. The City Representative may instruct the Contractor to remove any contract employee from working under a City contract for cause, including but not limited to, poor or non-performance of work, misconduct, theft, abusive language or behavior, making threats, sexual harassment, disrespectfulness, improper attire, falsification of employee information form in accordance with the contract specifications.

g. The Contractor’s employees or visitors shall not use City equipment (computers, telephones, facsimiles, copiers, printers, calculators, typewriters, etc.) except for phone use in cases of an emergency, and/or to respond to work requests from City Representatives.

h. The Contractor shall employ managers, supervisors, and workers who are competent and fully trained/qualified to perform the duties assigned to them. Contractor agrees that all contract employees shall submit to and pass a police background investigation report, a drug test and/or a polygraph examination upon request.

i. The Contractor shall not, during the term of this contract sub-lease any portion of this contract. All employees utilized under this contract shall be employed directly by the Contractor to which the contract is awarded.

P. CONTRACTOR STAFFING:

a. All supervisory personnel shall be capable of speaking and communicating in English and be able to communicate with non-English speaking employees.

b. When the work of the contract is being carried out, the Contractor shall provide an available supervisor to be available at all times.

c. The Contractor shall provide a Contractor Liaison, who shall be acceptable to OAC and named prior to the execution of the contract. The Contractor Liaison is required to be on-site within two (2) hours of notification from a City Representative. Contractor shall provide the OAC Janitorial Manager the phone number of the Contractor Liaison in case of emergencies. The Contractor Liaison shall have full authority to act for the Contractor at all times to carry out the provisions of this contract. The Contractor Liaison shall conduct bi-monthly inspections of City facilities and provide within 24 hours of the inspection, a written report in an approved format to the OAC Manager. The Contractor Liaison may also act as supervisor on the day/night shift, and be responsible for first-line supervision of all contract employees. The Contractor Liaison shall be knowledgeable of all the specifications in the contract and shall personally inspect the performance of the cleaning crew in all areas to assure that uniform cleaning is continually maintained.

d. OAC reserves the right to change the frequency of the inspections as it deems necessary.

e. Each contract employee shall sign in and sign out at a designated location approved by the OAC Janitorial Manager, when reporting for duty and when leaving at the end of the day.

f. Payment deductions for inadequate time-on-the-job

i. Each contract employee shall sign in and sign out at a designated location approved by the City Representative, when reporting for duty and when leaving at the end of the day. Contractor’s employees who do not sign in and out on official city attendance sheets may result in non-coverage deductions.

ii. The City reserves the right to adjust monthly invoice payments in the event Contractor’s employee(s) fails to report to work (job-site) at the scheduled time and for the number of hours specified to work.

g. The Contractor or his or her representative shall be available at all times to receive instructions from the City’s Representative as to the work which the Contractor is required to perform and/or to accompany the City’s Representative on periodic, daily, monthly, and quarterly cleaning inspections as required.

Q. UNIFORM REQUIREMENTS:

a. When on duty at all City facilities, all contract employees shall wear distinctive uniforms which shall consist of a polo or button shirt approved by OAC Janitorial Manager with the contractor’s logo embroidered on the left chest area no larger than 3”x3”, black pants, black belt, and black socks and shoes. The City may provide a name tag to be worn and/or a photo ID and lanyard to be worn around the neck. Uniforms shall be approved by the City prior to the contract start date. Note: contractor’s employees reporting to work not wearing a complete uniform will not be permitted to work their shift.

b. Reporting for duty in an obviously dirty, torn, or worn-out uniform shall be avoided. Note: Contractor’s employees reporting to work dressed in this manner shall neither be permitted nor allowed to work their shift. The Contractor shall be contacted and shall provide immediate coverage for the employee.

c. Caps or headbands, regardless of style, shall not be worn with the uniform unless they are provided by the company as part of the uniform and include the company’s name/logo.

d. Footwear (shoes) shall be appropriate for the work the employee performs.

e. Shirts shall be worn tucked into pants, not over the belt. Large, oversized, cowboy or other distracting type belt buckles shall not be worn.

f. Fluorescent/reflective safety vests shall be worn when servicing areas where applicable.

R. TRAINING:

a. Proposers shall include a description of their training and a development program used to train employees (see scoring criteria). All Contractor’s employees shall demonstrate work skills prior to the implementation of this contract

b. The Contractor shall provide each contract employee used in the performance of work under this contract with adequate training to perform the work.

c. The Contractor shall have an existing training program. Contractor shall agree to modify the program if requested by the City. The training program shall remain the sole and exclusive property of the Contractor.

d. The City may request Contractor and/or Contractor employees to attend City specific trainings provided by the City. Hours of attendance at these trainings approved by the OCA Manager will be billable to the City by the Contractor at the normal hourly rate.

e. The Contractor shall maintain a training record for each contract employee. The training record shall show, at a minimum, the employee's name, date of employment, and the type and date of each training class attended. Such records shall be made available to the OCA Manager upon written request.

V. COMMUNICATION –

Written correspondence from the City of Dallas shall be answered within twenty-four (24) hours. The awarded Contractor shall respond to phone calls and emails from the City within four (4) hours of receipt.

VI. Award Method – The City’s intent is to award this solicitation in its entirety, but the City reserves the right to award in the method that is most advantageous to the City.

The City reserves the sole discretion to determine whether a solicitation response is responsive. City reserves the right to reject any or all bids and to waive minor irregularities or discrepancies in any solicitation response as may be in the best interest of City. Late bids will not be considered for award.

VII. Location and Invoicing – The City shall pay invoices in 30 days. In order for the City to pay invoices in 30 days, the vendor’s invoice must be correct, and reflect the work or goods delivered to the City. The 30 days begin when the City has received a correct invoice reflecting the work or goods delivered. If the City receives an invoice that is not correct and/or reflective of work or goods that have been delivered, the City will request a corrected invoice and the 30-day period will begin once the correct invoice has been received. All work described in the vendor invoice must have been delivered in compliance with the terms of the contract.

Invoices shall be submitted monthly to the City for payment, unless both parties agree to alternative arrangement based on project milestones. Each invoice submitted for payment shall include, at a minimum, the following information:

· Name and address of the department for which services were provided

· Contact information of City staff who placed order (name, phone number, department)

· Date of order or Service

· Detailed description of each service

· Price good or services (charges for all services covered by this contract are to be separately stated and explained

· Total cost of goods/services Submitting invoices without the above information may cause delays in payment processing. Incorrect invoices or invoices sent to the wrong address will delay payment. Vendors who fail to follow this procedure risk having the contract with the City cancelled.

VIII. Evaluation Criterion

1. Experience – 30 points

a) Proposer shall demonstrate the ability to provide experienced, professional, and technical services in support of the cleaning, janitorial services.

b) Proposer shall demonstrate experience in staffing cleaning and janitorial personnel for simultaneous event activities in multiple locations per day for seven consecutive days.

c) Proposers are required to demonstrate technical experience and capability by addressing the following:

· Proposer shall provide proof that it has managed at least one (1) contract within the past three (3) years including an events facility of similar or greater size and complexity of the Majestic Theatre.

· Proposer shall provide proof that its management has directly managed at least one (1) contract including multiple venues of the size and complexity included in these specifications within the past three (3) years.

d) Proposers shall provide information from at least three (3) entities for which services have been performed during the past (3) years.

2. Approach – 30 points

a) Proposers shall provide a proposed organizational chart and comprehensive manual of proposed operational procedures for the event cleaning and janitorial services at Office of Arts and Culture facilities.

b) Proposers shall provide a description of their training and development program used to train employees. Proposers may provide resumes or proof of employee training/skill enhancement (i.e., floor care, carpet maintenance, etc.).

c) Proposers shall provide a plan for on and off-site supervision of employees, including a Quality Control/ Assessment Plan.

d) Proposers shall provide a comprehensive listing of examples of equipment (including model names or numbers) and supplies to be used by Contractor in the performance of this Contract.

3. Cost and Timeframe – 35 points

a) Proposers shall demonstrate the capability to begin full operation upon award of the Contract

b) Proposers shall complete the bid sheet provided by the City, providing hourly rate for each location listed on the sheet. Hourly rate shall include all costs to the Contractor including but not limited to contract and management personnel, overhead, equipment, materials, and cleaning supplies which are the full responsibility of the Contractor and not reimbursable.

4. Local Preference Program- 5 points

a) The City of Dallas aims to maximize economic return in the procurement of goods and service with the Local Preference Program.