24_074 Janitorial Services Bid Packet.pdf

REQUEST FOR PROPOSALS (Include this form with your firm’s proposal submission)

RFP Number:

24-074

RFP Title:

JANITORIAL SERVICES-CITY HALL

RFP Due Date and Time:

Local Time: March 14, 2024 2:00pm ET

Number of Pages: 38

ISSUING DEPARTMENT INFORMATION

Issue Date:

February 15, 2024

City of Johns Creek Purchasing Division 11360 Lakefield Drive Johns Creek, Ga. 30097

Phone: 678-512-3233 Fax: 678-512-3286

Website: www.johnscreekga.gov

INSTRUCTIONS TO OFFERORS

Submitting Request for Proposal (RFP):

All bid submissions shall be submitted electronically and with hard copies (5) in person City Hall by March 14, 2024 2:00PM ET.

All questions must be submitted via BidNet no later than 5:00 pm on March 5, 2024, Answers to questions & Addendums will be posted on BidNet.

Pre-Bid Walk-Thru (Mandatory attendance) will take place week of February 26th. By appointment by emailing purchasing@johnscreekga.gov

Instructions for registering for BidNet can be found in special instructions:

Envelope #1 (2 PDF’s) Submission in BidNet:

1 PDF: required RFP forms (1 PDF). W9, E-Verify, 50- 36-1, submittal, cover page, drug free workplace copies of licenses etc... 1 PDF Technical Proposal: Defined in Section 3.0 (5 hard copies technical proposal, 1 copy required forms in person/mail to city hall)

Envelope #2 (1 PDF) Submission:

1 PDF Cost Proposal & unit prices directly into BidNet (1 sealed hard copy in person/mail)

RFP Due & received by: March 14, 2024 2:00 PM Both hard copies & electronic.

Special Instructions:

Register for (free) BidNet at:

https://www.johnscreekga.gov/Residents/Purchasing click: register and view quote/RFP opportunities

IMPORTANT: SEE STANDARD TERMS AND CONDITIONS

OFFERORS MUST COMPLETE THE FOLLOWING

Offeror Name (Firm)/Address:

Authorized Offeror Signatory:

(Please sign in ink) Offeror Phone Number: Offeror Print Name:

Offeror Federal I.D. Number: Offeror E-mail:

OFFEROR’S RFP CHECKLIST

The 10 Most Critical Things to Keep in Mind When Responding to an RFP for the City of Johns Creek

1. _______ Read the entire document. Note critical items such as: mandatory requirements; supplies/services required; submittal dates; number of copies required for submittal;

funding amount and source; contract requirements (i.e., contract performance security, insurance requirements, performance and/or reporting requirements, etc.).

2. _______ Note the procurement officer's name, address, phone numbers and e-mail address. This is the only person you are allowed to communicate with regarding the RFP and is an excellent source of information for any questions you may have.

3. _______ Attend the pre-bid, proposal conference if one is offered. These conferences provide an opportunity to ask clarifying questions, obtain a better understanding of the project, or to notify the City of any ambiguities, inconsistencies, or errors in the RFP.

4. _______ Take advantage of the “question and answer” period. Submit your questions online in BidNet by the due date listed in the Schedule of Events and view the answers given in the formal “addenda” issued for the RFP. All addenda issued for an RFP are available online in BidNet and will include all questions asked and answered concerning the RFP.

5. _______ Follow the format required in the RFP when preparing your response.

Provide point-by-point responses to all sections in a clear and concise manner.

6. _______ Provide complete answers/descriptions. Read and answer all questions and requirements. Don’t assume the City or evaluation committee will know what your company’s capabilities are or what items/services you can provide, even if you have previously contracted with the City. The Proposals is evaluated based solely on the information and materials provided in your response.

7. _______ Use the forms provided, i.e., required documents, RFP cover page, submittal page, E-verify, 50-36-1 form, W9, Drug Free Workplace, COI example, etc.

8. _______ Check for RFP addenda. Before submitting your response, check online in BidNet for any addenda the City has issued. Submission of Bid acknowledges receipt of addendums however, recommended to include with bid submission signed copies.

9. _______ Review and read the RFP document again to make sure that you have addressed all requirements. Your original response and the requested copies must be identical and be complete. The copies are provided to the evaluation committee members and will be used to score your response.

10. _______ Submit your response on time. Note all the dates and times listed in the Schedule of Events and within the document, and be sure to submit all required items on time.

Late proposals responses are never accepted. Don’t wait till last minute to upload electronically in BidNet.

This checklist is provided for assistance only and should not be submitted with Offeror’s Response

CITY OF JOHNS CREEK

REQUEST FOR PROPOSALS LETTER

We propose to furnish and deliver any and all of the deliverables and services named in the attached Request for Proposals (RFP) for which prices have been set. If price or prices are required and offered herein shall apply for the period of time stated in the RFP.

It is understood and agreed that this proposal constitutes an offer, which when accepted in writing by the Purchasing Division, City of Johns Creek, and subject to the terms and conditions of such acceptance, will constitute a valid and binding contract between the undersigned and the City of Johns Creek.

It is understood and agreed that we have read the City’s specifications shown or referenced in the RFP and that this proposal is made in accordance with the provisions of such specifications. By our written signature on this proposal, we guarantee and certify that all items included in this proposal meet or exceed any and all such City specifications. We further agree, if awarded a contract, to deliver goods and services which meet or exceed the specifications. The City of Johns Creek reserves the right to reject any or all submittals, waive technicalities and informalities, and to make an award in the best interest of the City.

It is understood and agreed that this proposal shall be valid and held open for a period of Sixty

(60) days from Request for Proposals opening date.

PROPOSAL SIGNATURE AND CERTIFICATION

(Offeror to sign and return with Request for Proposals)

I certify that this proposal is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a proposal for the same materials, supplies, equipment, or services and is in all respects fair and without collusion or fraud. I understand collusive bidding is a violation of State and Federal Law and can result in fines, prison sentences and civil damage awards. I agree to abide by all conditions of the Request for Proposals and certify that I am authorized to sign this proposal for the Offeror. I further certify that the provisions of the Official Code of Georgia Annotated, Sections 45-10-20 et. seq., have not been violated and will not be violated in any respect.

Authorized Signature______________________________Date_______________________

Print/Type Name____________________________________________________________

Print/Type Company Name Here_______________________________________________

(Include this form with your firm’s proposal submission)

CITY OF JOHNS CREEK

DISCLOSURE FORM

This form is for disclosure of campaign contributions and family member relations with City of Johns Creek officials/employees.

Please complete this form and return as part of your Quotes/RFP package when it is submitted.

Name of Offeror __________________________________________________

Name and the official position of the Johns Creek Official to whom the campaign contribution was made (Please use a separate form for each official to whom a contribution has been made in the past two (2) years.) Offeror(s) will list N/A-Not Applicable to the fields below, if applies:

List the dollar amount/value and description of each campaign contribution made over the past two (2) years by the Applicant/Opponent to the named Johns Creek Official.

Amount/Value Description

Please list any family member that is currently (or has been employed within the last 12 months) by the City of Johns Creek and your relation:

(Please fill out and still mark N/A if non-applicable)

(Include this form with your firm’s proposal submission)

TABLE OF CONTENTS

ISSUING DEPARTMENT INFORMATION

INSTRUCTIONS TO OFFERORS

IMPORTANT: SEE STANDARD TERMS AND CONDITIONS

OFFERORS MUST COMPLETE THE FOLLOWING

1.1 PURPOSE OF PROCUREMENT

1.2 ELIGIBILITY/QUALIFICATIONS

1.2.1 PROPOSAL CERTIFICATION

1.2.2 RECOMMENDED OFFERORS CONFERENCE

1.3 SCHEDULE OF EVENTS

1.4 RESTRICTIONS ON COMMUNICATIONS WITH STAFF

1.5 DEFINITION OF TERMS

1.6 DESCRIPTION OF REQUIREMENTS

1.6.1 RESULTING CONTRACT

1.6.2 MANDATORY REQUIREMENTS

1.6.3 UNDERSTANDING OF SPECIFICATIONS AND REQUIREMENTS

1.6.5 OFFEROR’S SIGNATURE

1.7 SUBMITTING A PROPOSAL

1.7.1 ORGANIZATION OF PROPOSALS

1.7.2 FAILURE TO COMPLY WITH INSTRUCTION

1.7.5 LATE PROPOSALS

1.8 REQUIRED REVIEW

1.8.1 REVIEW RFP

1.8.2 FORM OF QUESTIONS

1.8.3 CITY’S ANSWERS

1.8.4 STANDARD TERMS AND CONDITIONS/STANDARD CONTRACT

1.8.5 PROJECT OVERSIGHT AND STAFFING

2.1 AUTHORITY

2.2 OFFEROR COMPETITION

2.3 RECEIPT OF PROPOSALS AND PUBLIC INSPECTION

2.3.1 PUBLIC INFORMATION

2.3.2 PROCUREMENT OFFICER REVIEW OF PROPOSALS

2.4 CLASSIFICATION AND EVALUATION OF PROPOSALS

2.4.1 INITIAL CLASSIFICATION OF PROPOSAL AS RESPONSIVE OR NON-RESPONSIVE

2.4.2 DETERMINATION OF RESPONSIBILITY

2.4.3 EVALUATION OF PROPOSALS

2.4.4 ORAL PRESENTATION / PRODUCT DEMONSTRATION

2.4.5 COMPLETENESS OF PROPOSALS

2.4.6 BEST AND FINAL OFFER

2.4.7 EVALUATION COMMITTEE RECOMMENDATION FOR CONTRACT AWARD

2.4.8 REQUEST FOR DOCUMENTS NOTICE

2.4.9 CONTRACT NEGOTIATION

2.5 CITY’S RIGHTS RESERVED

3.0 PROJECT OBJECTIVE / SCOPE OF WORK

3.1 BACKGROUND INFORMATION

3.2 OBJECTIVE

3.3 SCOPE OF WORK

3.4 DELIVERABLES

3.5 QUALIFICATIONS, TECHNICAL COMPETENCE AND REFERENCES

3.6.1 DEMONSTRATED UNDERSTANDING OF THE PROJECT SCOPE

3.6.2 QUALITY OF PROPOSED WORK PLAN

3.7 COST PROPOSALS

3.9 BID EVALUATION CRITERIA

3.6.1 DEMONSTRATED UNDERSTANDING OF THE PROJECT SCOPE AND EXPECTED RESULTS (15%) .23

4.0 PROPOSAL SUBMISSION AND EVALUATION

4.1 PROCESS FOR SUBMITTING PROPOSALS

4.1.1 PREPARATION OF PROPOSALS

4.1.2 PACKAGING OF PROPOSALS

4.1.3 SUBMISSION OF PROPOSALS

4.2 EVALUATION PROCESS

4.2.1 ADMINISTRATIVE REVIEW

4.2.2 MANDATORY REQUIREMENTS REVIEW

4.2.3 TECHNICAL PROPOSALS EVALUATION

4.2.4 INTERVIEWS

4.3 REJECTION OF PROPOSALS/CANCELLATION OF RFP

4.4 CITY’S RIGHT TO INVESTIGATE AND REJECT

4.4.1 OFFEROR INFORMATIONAL REQUIREMENTS

5.0 TERMS AND CONDITIONS

5.1 RFP AMENDMENTS

5.2 PROPOSAL WITHDRAWAL

5.3 COST FOR PREPARING PROPOSALS

5.4 CONTRACT

5.4.1 CONTRACT TERM

5.5 CONFLICT OF INTEREST

5.6 MINORITY BUSINESS POLICY

5.7 ADA GUIDELINES

5.8 COMPLIANCE WITH LAWS

5.9 GOVERNING TERMS

5.10 INDEMNIFICATION

5.11 CORRECTIONS/CREDITS

5.12 INSURANCE

5.13 CANCELLATION

5.14 INDEPENDENT CONTRACTOR

5.15 NO ASSIGNMENT

5.16 AUDIT

5.17 ATTORNEY’S FEES

5.18 MISCELLANEOUS

APPENDIX A-SCHEDULE OF EVENTS

APPENDIX B-COST PROPOSAL

APPENDIX-C-REQUIRED FORMS

1.0 INTRODUCTION

1.1 Purpose of Procurement

The City of Johns Creek seeks to engage the services of a qualified, experienced Janitorial Contractor with demonstrated skills and experience for providing janitorial services at City Hall located at 11360 Lakefield Drive, Johns Creek, Georgia 30097. Core operating hours are 8:00 a.m.

to 5:00 p.m. Monday-Friday. Project services require daily Day Porter support and night cleaning.

In some instances, nightly cleaning may require a delay in starting time due to a council meeting or other event held at City Hall.

1.2 Eligibility/Qualifications

To be eligible for award of a contract in response to this solicitation the Offeror should demonstrate that they, or the principals assigned to the contract, have successfully completed services, as specified in the Technical Specifications/Scope of Services section of this solicitation, and are normally and routinely engaged in performing such services. In addition, the Contractor must have no conflict of interest with regard to any other work performed by the Contractor for the City of Johns Creek.

Offeror should provide the City with credentials supporting their past experience, expertise and organizational qualifications to insure satisfactory execution of the services contained in the RFP.

Offeror should provide a list of references with particular emphasis on other governmental agencies, and include clients and past clients within the Atlanta Metropolitan area, and the number of years in business providing these services.

1.2.1 Proposal Certification

Pursuant to the provisions of the Official Code of Georgia Annotated 50-5-67(a), the City of Johns Creek certifies the use of competitive sealed bidding will not be practical or advantageous to the City in completing the acquisition described in this RFP. All Proposals submitted pursuant to this request will be made in accordance with the provisions of this RFP.

1.2.2 Mandatory Pre-Bid Walk Through

A mandatory Pre-Bid Walk-Through will take place the week of February 26, 2024 at predetermined day and time agreed upon by the Offeror and City. Interested firms shall make their walk-through request no later than January 24th by emailing the request to;

purchasing@johnscreekga.gov.

1.3 Schedule of Events

See APPENDIX A for the detail Schedule of Events.

1.4 Restrictions on Communications with Staff

All questions about this RFP must be submitted online through BidNet in the following format:

1. Question Citation of relevant section of the RFP

2. Question Citation of relevant section of the RFP

Questions must be submitted online only through the City’s electronic bidding platform BidNet.

Firms can register for BidNet by visiting the City’s website purchasing page https://www.johnscreekga.gov/Residents/Purchasing and follow the links to the Georgia Purchasing Group by BidNet. Questions must include the company name and the referenced RFP section.

Additional assistance with bid submissions or pre-proposal walk-through is available by emailing the City of Johns Creek Purchasing Division at: purchasing@johnscreekga.gov .

From the issue date of this RFP until a Offeror(s) is selected and the selection is announced, Offerors are not allowed to communicate for any reason with any City staff, elected officials, or other Contractors or sub-contractors except through the Issuing Officer named herein, or during the Offeror’s conference, or as provided by existing work agreement(s). The City reserves the right to reject the Proposal of any Offeror violating this provision. All questions concerning this RFP must be submitted electronically online via BidNet. No questions other than online will be accepted. No response other than online will be binding upon the City.

1.5 Definition of Terms

OCGA - Official Code of Georgia Annotated (State Statute)

Offeror - Respondent to this Request for Proposals

Contractor – Offeror(s) awarded contract with City

RFP - Request for Proposals

1.6 Description of Requirements

The City of Johns Creek has established certain requirements with respect to Request for Proposals to be submitted by Offerors.

Whenever the terms "shall", "must", "will", or "is required" are used in the RFP, the specification being referred to is a mandatory requirement of this RFP. Failure to meet any mandatory requirement will cause rejection of Offeror's proposal. Whenever the terms "can", "may", or "should" are used in the RFP, the specification being referred to is a desirable and failure to provide any items so termed may not be cause for rejection, however, may cause a reduction in score awarded.

1.6.1 Resulting Contract

This RFP and any addenda, the Offeror’s RFP response, including any amendments, a best and final offer, and any clarification question responses shall be included in any resulting contract. The

City’s contract contains the contract terms and conditions which will form the basis of any contract between the City and the highest scoring Offeror. In the event of a dispute as to the duties and responsibilities of the parties under this contract, the contract, along with any attachments prepared by the City, will govern in the same order of precedence as listed in the contract.

1.6.2 Mandatory Requirements

To be eligible for consideration, an Offeror must meet the intent of all mandatory requirements.

The City will determine whether an Offeror’s RFP response complies with the intent of the requirements. RFP responses that do not meet the full intent of all requirements listed in this RFP may be subject to point reductions during the evaluation process or may be deemed non-responsive.

1.6.3 Understanding of Specifications and Requirements

By submitting a response to this RFP, Offeror agrees to an understanding of and compliance with the specifications and requirements described in this RFP.

1.6.4 Prime Contractor/Subcontractors

Offeror(s) proposals selected as most advantageous to the City based on evaluation factors set forth in the RFP shall be the prime contractor if a contract is awarded and shall be responsible, in total, for all work of any subcontractors. All subcontractors, if any, must be listed in the proposal. The City reserves the right to approve all subcontractors. The Contractor shall be responsible to the City for the acts and omissions of all subcontractors or agents and of persons directly or indirectly employed by such subcontractors, and for the acts and omissions of persons employed directly by the Contractor. Further, nothing contained within this document or any contract documents created as a result of any contract awards derived from this RFP shall create any contractual relationships between any subcontractor and the City.

1.6.5 Offeror’s Signature

The Proposal must be signed in ink by an individual authorized to legally bind the business submitting the Proposal. The Offeror’s signature on a Proposal in response to this RFP guarantees that the offer has been established without collusion and without effort to preclude the City of Johns Creek from obtaining the best possible supply or service. Proof of authority of the person signing the RFP response must be furnished upon request.

1.7 Submitting a Proposal

1.7.1 Organization of Proposals

Offerors must organize their Proposals (RFP) into sections that follow the format of this RFP, separating each section example: 3.5 Qualifications, Technical Competence & References. A point-by-point response to all numbered sections, subsections, and appendices is required. If no explanation or clarification is required in the Offeror’s response to a specific subsection, the Offeror shall indicate so in the point-by-point response or utilize a blanket response for the entire section with the following

Statement: “(Offeror’s Name)” understands and will comply.

1.7.2 Failure to Comply with Instruction

Offerors failing to comply with these instructions may be subject to point deductions. The City may also choose to not evaluate, may deem non-responsive, and/or may disqualify from further consideration any Proposals that do not follow this RFP format, are difficult to understand, are difficult to read, or are missing any requested information.

1.7.3 Copies Required and Deadline for Receipt of Proposals

Offerors must submit proposals both; hard copies (5) in person/mail at City Hall and online electronically through BidNet. Technical proposals, all required documents, and any additional bid documents must be delivered and uploaded into in BidNet. RFP responses must be received prior to 2:00 pm, Thursday March 14, 2024, hard copies to City Hall and electronically in BidNet.

1.7.5 Late Proposals

Regardless of cause, late Proposals will not be accepted and will automatically be disqualified from further consideration. It shall be the Offeror’s sole risk to assure delivery at the receptionist's desk at the designated office by the designated time. Late Proposals will not be opened and may be returned to the Offeror at the expense of the Offeror or destroyed if requested.

1.8 Required Review

1.8.1 Review RFP

Offerors should carefully review the instructions; mandatory requirements, specifications, standard terms and conditions, and standard contract set out in this RFP and promptly notify the City’s identified procurement officer in writing or via e-mail of any ambiguity, inconsistency, unduly restrictive specifications, or error which they discover upon examination of this RFP.

1.8.2 Form of Questions.

Offerors with questions or requiring clarification or interpretation of any section within this RFP must address these questions online only via BidNet on or before 5:00pm March 5, 2024.

Each question must provide clear reference to the section, page, and item in question. Questions received after the deadline may not be considered.

1.8.3 City’s Answers.

The City will provide an official written answer within three (3) business days to all questions received by March 5, 2024 5:00pm. The City's response will be by formal addendum published online via BidNet. Any other form of interpretation, correction, or change to this RFP will not be binding upon the City. Any formal written addendum will be published on BidNet. Offerors acknowledge receipt of addendums electronically with Proposal submissions and may also provide signed copies of addendums in their Proposal.

1.8.4 Standard Terms and Conditions/Standard Contract.

By submitting a response to this RFP, Offeror agrees to acceptance of the standard terms and conditions and standard contract as set out in Section 5.0 of this RFP. Much of the language included in the standard terms and conditions and standard contract reflects requirements of state law. Requests for exceptions to the standard terms and conditions, standard contract terms, or any added provisions must be submitted to the City’s identified procurement officer by the date for receipt of questions or with the Offeror’s RFP response and must be accompanied by an explanation of why the exception is being taken and what specific effect it will have on the Offeror’s ability to respond to the RFP or perform the contract. The City reserves the right to address non-material, minor, insubstantial requests for exceptions with the highest scoring Offeror during contract negotiation. Any material, substantive, important exceptions requested and granted to the standard terms and conditions and standard contract language will be addressed in any formal addendum issued for this RFP and will apply to all Offerors submitting a response to this

RFP.

1.8.5 Project Oversight and Staffing

The successful Offeror will report to the City’s Project Manager, (TBD at contract award).

2.0 RFP STANDARD INFORMATION

2.1 Authority

This RFP is issued under the authority of the Purchasing Division of the City of Johns Creek. The RFP process is a procurement option allowing the award to be based on stated evaluation criteria.

The RFP states the relative importance of all evaluation criteria. No other evaluation criteria, other than as outlined in the RFP, will be used.

2.2 Offeror Competition

The City encourages free and open competition among Offerors. Whenever possible, the City will design specifications, Request for Proposals, and conditions to accomplish this objective, consistent with the necessity to satisfy the City’s need to procure technically sound, cost-effective services and supplies.

2.3 Receipt of Proposals and Public Inspection

2.3.1 Public Information

All information received in response to this RFP, including copyrighted material, is deemed public information and will be made available for public viewing and copying after the time for receipt of Proposals has passed with the following four exceptions: (1) bona fide trade secrets meeting confidentiality requirements that have been properly marked, separated and documented; (2) matters involving individual safety as determined by the City of Johns Creek (3) any company financial information requested by the City of Johns Creek to determine Offeror(s) responsibility, unless prior written consent has been given by the Offeror; and (4) other constitutional protections.

2.3.2 Procurement Officer Review of Proposals.

Upon opening the Proposals received in response to this RFP, the procurement officer in charge of the solicitation will review the Proposals and separate out any information that meets the referenced exceptions in Section 2.3.1 above, providing the following conditions have been met:

Confidential information is clearly marked and separated from the rest of the Proposal.

The Proposal does not contain confidential material in the cost or price section.

An affidavit from an Offeror’s legal counsel attesting to and explaining the validity of the trade secret claim is attached to each Proposal containing trade secrets.

Information separated out under this process will be available for review only by the procurement officer, the evaluation committee members, and limited other designees. Offerors must be prepared to pay all legal costs and fees associated with defending a claim for confidentiality in the event of a “right to know” (open records) request from another party.

2.4 Classification and Evaluation of Proposals

2.4.1 Initial Classification of Proposal as Responsive or Non-responsive

All Proposals will initially be classified as either “responsive” or “non-responsive”. Proposals may be found non-responsive any time during the evaluation process or contract negotiation if any of the required information is not provided; the submitted price is found to be excessive or inadequate as measured by criteria stated in the RFP; or the Proposal is not within the plans and specifications described and required in the RFP. If a Proposal is found to be non-responsive, it will not be considered further.

2.4.2 Determination of Responsibility

The Procurement Officer will determine whether an Offeror has met the standards of responsibility. Such a determination may be made at any time during the evaluation process and through contract negotiation if information surfaces that would result in a determination of non-responsibility. If an Offeror is found non-responsible, the determination must be in writing, made a part of the procurement file and mailed to the affected Offeror.

2.4.3 Evaluation of Proposals

All responsive Proposals will be evaluated based on stated evaluation criteria in section 4.2. In scoring against stated criteria, the City may consider such factors as accepted industry standards and a comparative evaluation of all other qualified RFP responses in terms of differing price, quality, and contractual factors. These scores will be used to determine the most advantageous offering to the City.

2.4.4 Oral Presentation / Product Demonstration

After receipt of all proposals and prior to the determination of the award, the City may initiate discussions with one or more Offerors, should clarification or negotiation be necessary. Offerors may also be required to make an oral presentation and/or product demonstration to clarify their RFP response or to further define their offer. In either case, Offerors should be prepared to send qualified personnel to Johns Creek, Georgia to discuss technical and contractual aspects of the proposal. Oral presentations and product demonstrations, if requested, shall be at the Offeror’s expense.

2.4.5 Completeness of Proposals

Selection and award will be based on the Offeror’s Proposal and other items outlined in this RFP.

Submitted responses may not include references to information located elsewhere, such as Internet websites or libraries, unless specifically requested. Information or materials presented by Offerors outside the formal response or subsequent discussion/negotiation or “best and final offer,” if requested, will not be considered, will have no bearing on any award, and may result in the Offeror being disqualified from further consideration.

2.4.6 Best and Final offer

The “best and final offer” is an option available to the City under the RFP process, which permits the City to request a “best and final offer” from one or more Offerors if additional information is required to make a final decision. Offerors may be contacted asking that they submit their “best and final offer,” which must include any and all discussed and/or negotiated changes. The City reserves the right to request a “best and final offer” for this RFP, if any, based on price/cost alone.

2.4.7 Evaluation Committee Recommendation for Contract Award

The Evaluation Committee will provide a written recommendation for contract award to the Procurement Officer that contains the scores, justification and rationale for its decision.

The Procurement Officer will review the recommendation to ensure its compliance with the RFP process and criteria before concurring I the Evaluation Committee’s recommendation.

2.4.8 Request for Documents Notice

Upon concurrence with the evaluation committee’s recommendation for contract award, the Procurement Officer will issue a “Request for Documents Notice” to the highest scoring Offeror to obtain the required insurance documents, contract performance security, and any other necessary documents. Receipt of the “Request for Documents Notice” does not constitute a contract and no work may begin until a contract signed by all parties is in place. The Procurement Officer will notify all other Offerors of the City's intent to begin contract negotiation with the highest scoring Offeror through a Notice of Intent to Award.

2.4.9 Contract Negotiation

Upon issuance of the “Request for Documents Notice,” the Procurement Officer and/or City representatives may begin contract negotiation with the responsive and responsible Offeror whose proposal achieves the highest score and is, therefore, the most advantageous to the City. If contract negotiation is unsuccessful or the highest scoring Offeror fails to provide necessary documents or information in a timely manner, or fails to negotiate in good faith, the City may terminate negotiations and begin negotiations with the next highest scoring Offeror.

2.5 City’s Rights Reserved

Issuance of the RFP in no way constitutes a commitment by the City of Johns Creek to award and execute a contract. Upon a determination such actions would be in its best interest, the City, in its sole discretion, reserves the right to:

Cancel or terminate this RFP;

Reject any or all Proposals received in response to this RFP;

Waive any undesirable, inconsequential, or inconsistent provisions of this RFP which would not have significant impact on any Proposals;

Not award if it is in the best interest of the City not to proceed with contract execution; or If awarded, terminate any contract if the City determines adequate City funds are not available.

3.0 PROJECT OBJECTIVE / SCOPE OF WORK

This section identifies all mandatory requirements which must be present in the Proposal before further consideration will be given. Offeror must prepare and submit a response which references the page(s) of the Technical Response where satisfaction of the Mandatory Requirements is substantiated.

3.1 Background Information

The City of Johns Creek, Georgia lies along the banks of the Chattahoochee River in northeast Fulton County. The City consists of approximately 31.3 square miles in area and has a population of nearly 83,000 residents. Johns Creek is known for its premier residential community, strong public schools and an inviting, relaxed lifestyle. The City purchased 7 acres and an existing 75,000 square foot office building in February 2017 for the purpose of establishing a permanent location for a Johns Creek City Hall and Public Safety Complex. The renovated three-story approximate 92,000 square foot City Hall opened to the public in spring 2019.

3.2 Objective

The City of Johns Creek is seeking qualified, experienced, and licensed Janitorial Contractors with demonstrated skills and experience to provide a janitorial services proposal for the City Hall building located at 11360 Lakefield Drive, Johns Creek, Georgia 30097 along with all work necessary to complete the said services in accordance with the terms of this Request for Proposals (RFP) and resulting contract. The intent of this request for proposals and resulting agreement is to obtain the best services of qualified janitorial service contractor who will provide all management, supervision, customer service, labor, materials, equipment, and other supplies necessary to provide a clean building and work environment in a responsible safe, cost efficient, and environmentally friendly manner. THE CITY SHALL PROCURE NECESSARY JANITORIAL PRODUCTS

INCLUDING PAPER PRODUCTS, CLEANING CHEMICALS, BREAK AREA &

RESTROOM SUPPLIES.

3.3 SCOPE OF WORK

Contractor shall be responsible for City Hall general cleaning of all restrooms, offices, cubical, common and all other designated space and work areas, breakrooms, locker-rooms, hallways and two (2) carpeted stairwells. Dusting, mopping, vacuuming, carpet spot cleaning, trash removal, indoor office and other internal rooms window/glass cleaning. The City reserves the right to require the selected Contractor to use alternative methods or products at no additional cost to the City if satisfactory results are not being achieved. Contractor performance will be evaluated in terms of the cleaning results achieved and the delivery of service based upon a schedule proposed by the Contractor. All interpretations of these requirements shall be made upon the basis of this statement, with the City’s interpretation prevailing. It is the Offeror and awarded Contractor’s responsibility to ensure that their proposal for City Hall has been calculated to include all appropriate services. Contractor will be instrumental in contributing to an environmentally conscious workplace through a green initiative program. One day-time porter is required and Offeror shall provide a recommended cleaning responsibility schedule for day porter and night crew based on the scope of work outlined in this RFP.

Offeror shall also provide number of personnel for the evening cleaning crew and a contingency plan in their RFP response if an employee calls off or has a preplanned day off.

City Hall operating hours are 8:00 a.m. to 5:00 p.m. Monday-Friday. City Hall requires Day Porter support and night cleaning. Contractor will be required to coordinate cleaning with regular scheduled City meetings as scheduled on the City of Johns Creek website calendar (www.johnscreekga.gov). On meeting days, the meeting rooms, restrooms, and hallways on the first floor shall be cleaned last after the meeting (typically 9:00 p.m.). No cleaning will be required on City holidays. See website for holidays. At any time during the term of the contract, the City of Johns Creek reserves the right to adjust the cleaning specifications attached. The City understands that additional work shall be estimated and priced prior to performance. Unreasonable estimates could be deemed a cause for termination of contract.

*Please note, the city has added two additional facilities as an add alternate that will be considered for contractual services. Offeror shall tour the facilities below in addition to City Hall. Alternate locations shall only require evening cleaning services (no day porter).

1. Park Place Senior Center-3125 Old Alabama Road, Johns Creek, GA 30022

2. Cauley Creek Park Offices/Police Substation-7255 Bell Road, Johns Creek, GA 30097

Background Checks Required

Offeror/Contractor shall conduct a Georgia Criminal Investigation Check (GCIC), at Offeror/Contractor’s expense on all employees, including sub-contractors, assigned to clean restricted areas (First-floor Court, and police records, Second-floor, police department). The GCIC shall be completed and forwarded to the City’s contract administrator or designated City representative for review and approval prior to the state date of the contract. No Contractor employee may enter the restricted areas prior to the approval of the GCIC and receipt of a temporary ID card or access control card. Persons with convictions related to drug use, larceny, or offenses involving violence shall not be employees on this contract.

Day Porter

Day Porter (1) is required at City Hall during normal business hours of 8 a.m. to 5:00 p.m. (City is open to working with Contractor if 9-5PM is required for hourly worker of 8-hour shifts including breaks. Monday-Friday. Offeror/Contractor shall propose an hourly rate for providing this service. Duties of the Day Porter include, but are not limited to, continually maintaining cleanliness of and restocking restrooms, janitorial storage areas with supplies, coffee supplies in break areas, emptying trash outside City Hall front entrance, policing trash around building entrances, collecting and removing trash from the building, with special attention to lobby/reception areas. Glass doors, patios, etc., responding to emergency cleanups. Keeping break areas clean and restocking of supplies. They are, also, required to work with the City to ensure that recycling goals are met. Most heavy cleaning duties are to be accomplished after normal business hours by the Offeror’s night cleaning crew. Offeror shall provide recommended services the day porter will provide in addition to the city’s above requirement.

SPECIFICATIONS

A. Restrooms Sweep and wet mop bathroom floors using hospital grade cleaner/disinfectant.

Clean wall ceramic around urinals.

Clean toilets, urinals, sinks, countertops, mirrors, and plumbing fixtures.

Clean toilet and urinal partitions.

Stock hand soap, hand towels, toilet paper, seat covers and feminine bags.

Damp wipe with disinfectant entire surface areas of tiled and vinyl wall sections.

Remove hard water deposits, mold, mildew, soap film from all tiled floors and walls as needed.

Empty trash including feminine bag receptacles, replace with trash liners.

1. Restrooms are considered clean when all areas are clean and free of dirt, water streaks, mop marks and strings, gum, grease, mud, and scuff marks. All porcelain, chrome, brass, and metal fixtures shall be clean and free of dust, spots, stains, rust, mold, encrustation, and excess moisture.

2. Restroom cleaning shall include, sweeping, scrubbing and wet mopping all floors, cleaning all fixtures including metal, porcelain, brass, chrome, water closets, urinals, shelves, shower stalls, partitions, washbasins, mirrors, waste receptacles, dispensers, and wall surfaces with germicidal, veridical, and bactericidal cleansers. Machine scrub of restroom floors using a suitable material suitable for floor type shall be performed on an agreeable schedule by the City and Contractor. All grout and baseboards should be free from dirt and grime. Walls around and under sinks, toilets, and urinals shall be scrubbed and disinfected.

Floors shall be free of strays and skipped areas. All surfaces shall not be streaked or marred and free of stains and standing water. All cleaning is to be done with a substance suitable for cleaning and disinfecting all surfaces. All waste and sanitary receptacles shall be emptied, cleaned, disinfected and relined with a new liner. Any repair costs associated with any damages to the surface material caused by the Contractor shall be borne by the Contractor.

3. Restocking: Restroom cleaning shall also include restocking and supplying paper towels, hand soap, toilet paper, seat covers, urinal screens, deodorant blocks, and feminine hygiene products. All rolls and dispensers shall be filled, and trash receptacles shall be emptied and supplied with new bags. Open paper products will not be set on backs of toilets, dispensers, or sinks.

4. Restroom cleaning and restocking shall be provided as many times as necessary daily to maintain cleanliness.

5. Day Porter shall inventory cleaning supplies, provide an inventory list to the City’s Project Manager on a bi-weekly basis Supplies will be ordered by the City and received 1-2 times a month. The Day Porter will receive and put away the delivered supplies (1-2x a month).

B. Floors Sweep and wet mop all floors in public entryways, hallways, and kitchen/breakrooms.

Restore bright finish to hard floors monthly.

Hard service floors to be cleaned with an appropriate cleaner for such floors.

Vacuum all carpeted areas (nightly).

Spot clean carpet as needed.

Dust and clean baseboards of dust, dirt, and smudges as needed.

Vacuuming to include all offices, cubicles, file rooms, conference rooms and common areas with carpet. (nightly)

1. Sweeping: Sweeping shall include removing all trash, dirt, and foreign matter from all interior floor surfaces, outside ground areas of front and rear entrance to the City Hall building, interior hallways, common areas, offices, conference rooms, court, cubicles, breakrooms, storerooms, closets, and stairwells.

2. Damp Mopping: Damp mop all floors suitable for mopping. Damp mopping shall include removing all streaks, scuff marks, mop strands and marks from all floors and baseboards utilizing a material suitable for the type of floor cleaned. The finished area must have a uniform appearance. All floor drains must be cleaned, and traps filled with disinfectant and other bio gradable products to prevent sewer odor and back-ups. Water used to mop must be fresh and changed after cleaning restrooms. Water used for restrooms shall never be used other floor surfaces. Used water must be disposed of in an appropriate janitorial sink or basin.

3. Vacuuming: Vacuum all carpet, interior rugs and walk-off mats. Carpets and rugs shall be clean and free from dust balls, dirt, and other debris. Nap on carpet and rugs shall lie in one direction when vacuuming is complete. Light furniture (other than desks, file cabinets, etc.)

shall be moved and replaced. A crevice tool will be used where needed. No build-up of dust or debris around furniture, under desks or corners is acceptable.

4. Carpet Cleaning and Rug Extracting: Additional services if performed by Contractor shall include vacuum all carpets, rugs prior to extracting. Utilize a material suitable for carpet cleaning. Contractor shall comply with the cleaning regulations found in the Carpet and Rug Institute, Cleaning and Maintenance Industry Standards (http://www.carpet-rug.org).

5. Spot Cleaning of Carpet: Remove and evidence of excessive buildup of dirt, spillages, spots, smears, and stains. After removal, carpet shall show no visible signs of discoloration or fuzzing from harsh rubbings. Cleaned areas must blend with the adjacent carpeted areas.

6. Cleaning and Sealing Cement Floors: Sweep and wet mop floors with proper material. As necessary, remove all existing floor finish material from cement floors. Apply anti-skid sealant suitable for cement floors. Buff if necessary, to a high gloss appearance.

C. Kitchen/Break Rooms

Clean countertops, tabletops, sinks, microwaves, and refrigerator exteriors.

Spot clean wall coverings as needed.

Clean floor.

Empty trash and recyclables.

Clean interior of Refrigerators on the last Friday of every month.

1. Empty all trash and waste receptacles/recycling bins in break rooms and kitchen. Replace all waste can liners. Clean counter tops, sinks, pipe fittings, faucets, tabletop, chairs, exterior of refrigerator, microwave ovens, coffee and beverage area, and cupboards. Clean sofas, couches with a suitable chemical. Vacuum carpet and /or dust and mop floor. Clean all doors, vents, light fixtures with appropriate chemical. Clean windowsills and walls.

Give particular attention to walls and floors around trash receptacles. Refill soap and paper towel dispensers as needed.

D. Lobbies

Clean and disinfect drinking fountains.

Cleaning and disinfect all counter tops and seating.

Clean interior glass doors and windows within reach.

Vacuum and mop floors.

E. Elevators (2)

Vacuum floors Clean interior and exterior doors and operating pads & disinfect.

Spot clean wall coverings as needed.

F. Entryways

Clean and polish doorframes, kick plates, thresholds, and hardware.

Clean both sides of door glass.

G. Conference Rooms, Offices, Cubical, Council Chambers, and Court-Council Room

Dust and polish desks, credenzas, tables, bookshelves, and all other furniture.

Clean and disinfect rooms.

Vacuum furniture as needed.

Vacuum nightly.

Clean marks and stains from furniture as needed.

H. High Dusting and Cleaning

Dust door frames, moldings, pictures, windowsills, doorframes, cabinet tops. And appliance tops bi-weekly or as needed. Wall corners shall have no cobwebs.

Dust and clean window blinds and interior shutters monthly or as needed.

Clean inside windows twice monthly.

Clean overhead light fixtures of bugs, dirt and dust build up as needed.

Trash/Recycling removal. Empty all trash containers and dispose of trash in the appropriate outside dumpsters.

Inventory, stock, and organize janitorial closets on each floor, Mop heads and other cleaning apparatus shall be clean and stored properly.

General Cleaning

1. Spot Cleaning and Damp Wiping of Surfaces: Spot cleaning/damp wiping shall include the removal of fingerprints, smudges, marks, or spots from surfaces with a cleaner suitable for disinfecting/cleaning.

2. Low Dusting: Dust all surfaces within seventy-two (72) inches of the floor. This shall include but is not limited to desks, bookcases, pictures, railings, window ledges, chairs, table legs and other furniture.

3. High Dusting: Dust surfaces above seventy-two (72) inches. This shall include light fixtures, top of bookcases, wall shelving, cabinets, vending machines, air conditioning and heating intake and outtake vents, ceiling molding, exposed pipes, and nay other items as required.

4. Cleaning Drinking Fountains: Surface shall be free of dusts, spots, stains, streaks, mold, and mildew. The surface must appear to be bright with a uniform appearance. Wipe down all surfaces with a disinfectant.

5. Glass Cleaning: Clean all interior and exterior glass to include doors, mirrors, and glass desktops (No window cleaning under this item). Glass shall be clean and free of dirt, dust, streaks, watermarks, spots, and grime.

6. Window Cleaning: All interior offices, conference rooms etc. with glass windows and doors shall be cleaned by the Contractor. Additionally, all entrance (interior and exterior) glass doors and windows at floor level will be cleaned daily.

7. Venetian Blinds: Clean all venetian blinds. Defective items must be reported to the city’s project/facilities manager for replacement. Dust or vacuum blinds in between washing cycle. Blinds must be free of dirt, dust, and grime.

8. Fitness Center Cleaning: The fitness center is considered clean when all areas are clean and free of dust, spots, stains, rust, mold, encrustation, and excess moisture. Fitness center cleaning includes vacuuming, sweeping, scrubbing and wet mopping floors, cleaning and disinfecting all surface areas with a suitable cleaning agent.

9. Cleaning Janitorial Closets: All storage areas must be kept clean. No trash shall be stored in closets even if short term. Janitorial closets shall be neatly arranged. No flammable materials are allowed to be stored in storage closets. Area must be clean and free of spills and offensive odors.

SCHEDULE

Example of an anticipated schedule provided in the table below. Offeror/Contractor shall submit a suggested schedule with their proposal including shift to provide service if 1 or both (day porter/evening crew will be performing the work.

Table A. General Cleaning Services to be Performed Frequency 1 Empty waste baskets and other trash receptacles, taking contents to designated area.

Daily & as necessary

2 Clean waste receptacles and replace liners Daily & as necessary 3 Empty cardboard recycling boxes in offices, copier rooms. Daily 4 Dust office furniture and damp wipe or polish all desktops where papers are cleared.

Daily

5 Dust windowsills and all other surfaces up to 72” high Daily 6 Damp wipe all telephones and related equipment and door knobs using disinfectant wipes.

Daily

7 Clean all janitorial closets Daily

8 Remove dirt and streaks from all surfaces (glass doors, windows, mirrors, doorframes, walls, threshold plates, brass, light switches up to 72” high.

Daily

9 Dust all surfaces between 72” and 144” high. Daily 10 Dust venetian blinds Weekly 11 Empty recycle bins/boxes and return empty containers to normal locations.

Daily & as necessary

12 Vacuum upholstered furniture Weekly 13 Clean restrooms Daily-ongoing 14 Clean Common areas, lobbies, hallways Daily-ongoing 15 Sweep/vacuum carpet- stairwells, offices, common areas Daily

MANDITORY RESPONSE-TECHNICAL PROPOSALS

The Technical Proposal shall include the appropriate and requested information in sufficient detail to demonstrate the Offeror’s knowledge, skills, and abilities to provide requested services and will be reviewed and evaluated based on each Offeror’s responses to the criteria described below.

3.5 Qualifications and Technical Competencies- Similar Projects -20 pts maxProvide firm and staff qualification and technical competence. Each Offeror shall describe the firm, years in service, and overall experience with similar service.

Qualifications, including certifications and experience in the proposed services, and any public sector and/or municipal experience;

Summary of experience, including the number of years of relevant experience, years with the firm and representative project experience with project name(s), client(s) and date(s) performed;

Subcontract plan (if any), including the functions to be subcontracted and the expertise and credentials required from the subcontractor and including the subcontractor’s company name; and

Other supporting documentation, which demonstrates the ability to successfully perform the work.

Projected staffing, account manager, crew supervisor if known and or number of personnel to perform the statement of work, day porter (1), evening crew (#).

3.6 Demonstrate Understanding of the Scope and Technical Approach – 30 pts max

Offeror shall submit an implementation or start-up plan that details the methods, including controls by which Contractor/Offeror plans to manage assignment of the type…