25-019 Custodial Services.pdf

25-019

Macomb Township

Request for Proposals for

Custodial Services

RFP #: 25-019

Macomb Township is seeking sealed proposals for daily cleaning services at its Recreation Center and Department of Public Works (DPW) buildings, as well as “As Requested” custodial services at other Township facilities. Proposals must be inclusive of all labor, materials, and equipment necessary to perform work. By responding to this request, the undersigned (“Proposer”) agrees to perform in accordance with the terms and conditions set forth herein.

Issue Date: May 9, 2025

Mandatory Pre-Proposal Walk Through: Friday, May 16, 2025, at 10:00 a.m. local time Starting at Macomb Township Recreation Center 20699 Macomb Street, Macomb, MI 48042 followed by eight (8) additional locations

Proposal Question Deadline: May 23, 2025, at 10:00 a.m. local time

Proposal Deadline/Due Date: June 4, 2025, at 10:00 a.m. local time Macomb Township – Clerks Office 54111 Broughton Macomb, MI 48042

Purchasing Specialist: John Marsh marshj@macomb-mi.gov 586-992-0710, Ext. 2309 mailto:marshj@macomb-mi.gov

TABLE OF CONTENTS

LEGAL NOTICE 3

SECTION 1 – GENERAL CONDITIONS / INFORMATION FOR PROPOSERS 4

SECTION 2 – QUALIFICATIONS OF PROPOSERS 10

SECTION 3 – OVERVIEW AND SCOPE OF WORK 10

SECTION 4 – RECREATION CENTER SCOPE OF WORK 11

SECTION 5 – DPW SCOPE OF WORK 17

SECTION 6 – “AS REQUESTED” CLEANING SERVICES SCOPE OF WORK 18

SECTION 7 – PROPOSAL REVIEW, EVALUATION & SELECTION PROCESS 20

SECTION 8 – INFORMATION REQUIRED FROM PROPOSERS 20

SECTION 9 – INFORMATION REQUIRED FROM PROPOSERS

NOT DUE WITH SUBMISSION 21

SIGNATURE PAGE 22

COST PROPOSAL FORM 23

“AS REQUESTED” CUSTODIAL SERVICES COST PROPOSAL FORM 24

PROFESSIONAL REFERENCES INFORMATOIN 26

EQUIPMENT LIST 27

LEGAL NOTICE

Macomb Township Advertisement for Proposals

Macomb Township is seeking sealed proposals for daily cleaning services at the Macomb Township Recreation Center and Department of Public Works (DPW) buildings, as well as “As Requested” custodial services at other Township facilities. Proposals must be inclusive of all labor, materials, and equipment necessary to perform work. By responding to this invitation, the Proposer agrees to perform in accordance with the terms and conditions set forth herein.

Proposal documents may be obtained online from the Michigan Inter-governmental Trade Network (MITN) at https://www.bidnetdirect.com/mitn/macomb-township. Obtaining proposal documents from any other source not identified herein may result in failure to receive addenda, corrections, or other revisions that may be issued.

The Township is not responsible for the operation and administration of the proposal process through MITN, and the Proposer shall hold harmless, defend and indemnify the Township from any and all claims, damages or liabilities arising out of the Proposer’s use of the online materials provided by MITN in relation to this solicitation or any failure of the Proposer to properly utilize and access the MITN services.

Proposals will be publicly opened and responding Proposers names read aloud in the Board Room, at the time and address delineated below. All proposals must be clearly addressed to the Clerk’s Office and include the Proposal name and Proposal number on the outside of the envelope/package.

Proposal Deliveries: It is recommended that proposal deliveries be made either in person, by mail or an alternative delivery method ensuring delivery to the address below. The proposer shall bear full responsibility for ensuring that the proposal is delivered to the specified location by the due date and time. Late proposals will be rejected as non-responsive.

PROPOSAL NAME: Custodial Services

PROPOSAL NO.: 25-019

MANDATORY PRE-PROPOSAL MEETING: Friday, May 16, 2025, at 10:00 a.m. local time Macomb Township Recreation Center Macomb Townhall Macomb Township DPW Building Lucido Event Building Macomb Township Fire Sation 3 Macomb Township Fire Station 2 Macomb Township Fire Station 1 Marvin Blank Senior Center Macomb Township Fire Station 4

PROPOSAL QUESTION DEADLINE: May 23, 2025, at 10:00 a.m. local time (All questions in writing only through MITN website or email: marshj@macomb-mi.gov)

DUE DATE / TIME: June 4, 2025, at 10:00 a.m. local time

MAIL OR DELIVER TO: Macomb Township – Clerk’s Office 54111 Broughton Road Macomb, MI 48042

The Township reserves the right to reject any and all proposals and to waive any informality in proposals received, deemed to be in the best interest of the Township. No officer or employee of Macomb Township shall have financial interest, direct or indirect, in any contract with Macomb Township.

https://www.bidnetdirect.com/mitn/macomb-township

SECTION 1 – GENERAL CONDITIONS / INFORMATION FOR PROPOSERS

By responding to this solicitation, the Proposer, acknowledges, accepts and agrees to be bound by all terms and conditions contained herein. There is no expressed or implied obligation for Macomb Township to reimburse Proposers for any expenses incurred in preparing proposals in response to this request.

I. PROPOSAL PUBLICATION

A. The Michigan Inter-Governmental Trade Network (MITN) (https://www.bidnetdirect.com/mitn), of which

BidNet is a part, is the official posting site of Macomb Township proposal postings. As a proposer, you can register with the Michigan Inter-governmental trade Network to be sure that you see all available proposals and opportunities. By selecting automatic bid notification, your company will receive emails once Macomb Township has a proposal opportunity that matches your company’s business. In addition, the site handles proposal opportunities, RFPs, and RFQs for other member governmental agencies. If you need help registering, please call the Michigan Inter-governmental Trade Network support department toll free at 1-800-835-4603.

B. All Proposers shall be responsible for routinely checking MITN for issued addenda and other relevant information. The Township shall have no obligation to provide notice of the positing of any addenda or revised information and shall not be responsible for the failure of a prospective Proposer to obtain addenda and other information issued at any time related to this solicitation.

C. All communications, any modifications, clarifications, amendments, questions, responses or any other matters related to this solicitation, shall be made by and through the Issuing Office. No contact regarding this solicitation made with other Township employees is permitted. Any violation of this condition may result in immediate rejection of a Proposal.

D. ISSUING OFFICE – This solicitation is issued by the Macomb Township Finance Department on behalf of The Township of Macomb. The contact person is John Marsh, Buyer, Macomb Township, 54111 Broughton, MI 48042, phone: (586) 992-0710 ext. 2309, email: marshj@macomb-mi.gov. Email is the preferred method of contact. Questions concerning this solicitation, and its content shall be made in writing and submitted on-line through MITN (BidNet) or via email to marshj@macomb-mi.gov.

II. PROPOSAL SUBMISSION

A. AUTHORIZED SIGNATURES – The Proposal must be executed by the Proposer. By executing a

Proposal, each Proposer is representing and warranting that they are authorized to execute such a proposal and be bound by the terms of this solicitation. If the Proposer is a limited liability company or corporation, true and correct copies of resolutions of Proposer authorizing the execution of the Proposal and the completion of the transactions herein contemplated are required. If executed by an agent, a power of attorney or other evidence of authority to act on behalf of the Proposer shall accompany the proposal to become a valid.

B. LATE PROPOSALS – Proposals must be in the Township Clerk’s Office before the specified time and date proposals are due. Proposals received in the office of the Clerk after the submission deadline shall be rejected as non-responsive proposals. Proposals received via e-mail will be non-responsive regardless of receipt date.

C. WITHDRAWAL OF PROPOSALS PRIOR TO DUE DATE – A Proposal may be withdrawn before the Due Date by submitting written notice to the Purchasing Specialist. Proposer may submit a new proposal prior to the Due Date. Proposer assumes full responsibility for submitting a new proposal prior to the Due Date.

D. WITHDRAWAL OF PROPOSALS AFTER DUE DATE – Upon expiration of the Due Date, Proposer acknowledges and agrees that such Proposal may not be withdrawn or cancelled by the Proposer for a period of ninety (90) days following the Due Date. In the event that the Proposal is accepted by the https://www.bidnetdirect.com/mitn

Township within such ninety (90) day period, the Proposer shall be required to perform in accordance with the terms and conditions contained herein. If no contract has been executed by the Township within ninety (90) days following the Due Date, any proposer may withdraw the proposal and deposit. By mutual consent between the Township and the Proposers, this time period may be extended.

E. PROPOSAL AMOUNTS – Proposals should show net prices, extensions where applicable and net total.

In case of conflict between unit price and extension, the unit price will govern. Any ambiguity in the proposal as a result of omission, error, unintelligible or illegible wording shall be construed in the favor of the Township.

F. DESCRIPTIONS – Unless otherwise specified, any reference to make, manufacturer and/or model used in the proposal specifications is a minimum standard that will be accepted.

G. PROPOSAL ALTERATIONS – Proposals cannot be altered or amended after the Due Date. Any interlineation, alteration, or erasure made before the Due Date must be initialed by the Proposer, guaranteeing authenticity.

H. ALTERNATES – Proposal request and/or specifications may expressly allow Proposer to submit an alternate proposal. The presence of such an offer shall not be considered an indication of non-responsiveness.

I. EXCEPTIONS AND/OR SUBSTITUTIONS – As a matter of practice, Macomb Township rejects exception(s) and/or substitutions as non-responsive but reserves the right to accept any and/or all the exception(s) and/or substitution(s) deemed to be in the best interest of the Township. Proposers taking exception to the specifications and plans, or offering substitutions, shall state these exceptions. If a proposal is made on an article other than the one specified, which Proposer considers comparable, the name and grade of said article must be specified in the proposal and sufficient specifications and descriptive data must accompany same to permit thorough evaluation. The absence of stated exceptions and/or substitutions shall indicate that the proposer has not taken any exceptions to the specifications and shall hold the proposer responsible to perform in strict accordance with the specifications.

J. QUANTITIES – Quantities indicated are estimated quantities only and are not a commitment to buy.

Approximate usage does not constitute an order but only implies the probable quantity that will be used.

Commodities will be ordered on an as needed basis. Proposer(s) is responsible for accurate final counts.

K. PROPOSAL AWARD – Award of contract(s) shall be made to the lowest responsible Proposer(s) or to the Proposer(s) who provides goods or services at the best value for the municipality. The Township reserves the right to be the sole judge as to whether a proposal will serve the purpose intended. The

Township reserves the right to accept or reject in part or in whole any proposal submitted, waive any technicalities or informalities for the best interest of the Township. The Township reserves the right to award based upon individual line items, sections or total proposal.

L. ADDENDA – Any interpretations, corrections or changes to the specifications, plans and information will be made by addenda no later than forty-eight hours prior to the proposal opening. Addenda will be posted on MITN. By submitting a proposal, each Proposer hereby acknowledges and agrees that it has received and reviewed all information provided electronically via MITN and hereby acknowledges receipt of all addenda.

M. RESPONSIVENESS – Only responsive Proposals shall be considered by the Township. A Proposal shall be considered “responsive” if it conforms substantially to the requirements of this solicitation and/or specifications contained herein. Proposers who substitute any other terms, conditions, specifications and/or requirements or who qualify their proposals in such a manner to nullify or limit their liability by transferring liability to the Township shall be deemed non-responsive and the Proposal will not be considered for award. Proposals containing any clause that would limit the authority of the individual executing on behalf of the Proposer shall be considered non-responsive. Examples of non-responsive proposals include but shall not be limited to: a) proposals that fail to conform to required delivery schedules as set forth in the proposal request; b) proposals with prices qualified in such a manner that the proposal price cannot be determined such as with vague wording that may include “price in effect at the time of delivery”; and c) proposals made contingent upon award of other proposals or a proposal currently under consideration.

N. SILENCE OF SPECIFICATIONS FOR COMPLETE UNITS – All materials, equipment and/or parts that will become a portion of the completed work including items not specifically stated herein but necessary to render the service(s) complete and operational per the specifications are to be included in the proposals price. Contractor may be required to furnish evidence that the service, as proposed, will meet or exceed these requirements.

O. GENERAL BID BOND/SURETY REQUIREMENTS (IF REQUIRED) – Failure to furnish Bid bond/surety, if requested, will result in proposals being declared non-responsive. Non-responsive proposals will not be considered for award.

P. FINANCIAL STANDING OF PROPOSER – By delivering a Proposal, a Proposer is representing and warranting to the Township and MITN that such Proposer: has the ability to obtain adequate financial resources to execute the proposal in accordance with the terms and conditions of the solicitation; comply with required or proposed delivery/completion schedule set forth herein; have a satisfactory record of performance; have a satisfactory record of integrity and ethics; and be otherwise qualified and eligible to execute the proposal. In order to determine financial standing of Proposer, the Township may request recent financial statements or a statement of net worth.

Q. GENERAL INSURANCE REQUIREMENTS – The Proposer, if awarded a contract, shall maintain insurance coverage for the duration of the contract. A certificate of insurance indicating carrier, limits and exemptions, and naming The Township of Macomb as an additional insured, must be submitted to Macomb Township within five (5) business days of a request. The Proposer furnishing labor on the Township/public premises does agree to have his workers covered by Worker’s Compensation and furnish a certificate of insurance showing coverage for bodily injury and property damage and worker’s compensation.

R. INSPECTION – All Proposers will be held liable to have visited the sites and familiarize themselves with the nature of the work and conditions under which the work will be performed. No additional compensation, time or relief from any contractual obligation will be given for failure to inspect or account for conditions.

S. COMPLIANCE WITH FOIA – All proposals shall become the property of Macomb Township, will not be returned, and will become a public record subject to disclosure under Michigan’s Freedom of Information Act.

T. PROPOSAL CONTENT - The Township of Macomb reserves the right to use any ideas in Proposals regardless of whether that proposal is selected.

U. TAX EXEMPT STATUS – The Township is exempt from federal excise tax and sales tax.

V. BEST VALUE – In determining best value, Macomb Township may consider: 1) purchase price; 2) quality of Proposer’s goods or services; 3) extent to which the goods or services meet the Township’s needs; 4) Proposer’s past relationship with Macomb Township; 5) total long-term cost to the Township to acquire the Proposer’s goods or services; and 6) any relevant criteria specifically listed in this solicitation.

W. FILE UPLOADS (IF REQUIRED) - All electronic files uploaded to MITN must be in a common format accessible by software programs the Township uses. Those common formats are generally described as

Microsoft Word (.doc or .docx), Microsoft Excel (.xls or .xlsx), Microsoft Power Point (.ppt or pptx), or

Adobe Portable Document Format (.pdf.). Proposers will not secure, password protect or lock uploaded files; the Township must be able to open and view the contents of the file. Proposers will not disable or restrict the ability of the Township to print the contents of an uploaded file. Scanned documents or images must be of sufficient quality, no less than 300 dpi, to allow for reading or interpreting the words, drawings, images or sketches. The Township may disqualify any Proposal that does not meet the criteria stated in this paragraph.

X. PROPOSAL FORMAT – Proposals must be submitted in the format outlined in SECTION 8 – INFORMATION REQUIRED FROM PROPOSERS to be deemed responsive.

III. PERFORMANCE

A. DESIGN, STRENGTH, AND QUALITY – Design, strength, and quality of materials and workmanship must conform to the highest standards and practices. The apparent silence of specifications and/or plans as to any detailed description concerning any point shall be regarded as meaning that only the best commercial practices are to prevail. All interpretations of these specifications and/or plans shall be made on the basis of this statement.

B. AGE AND MANUFACTURE – All tangible goods being proposed must be new and unused, unless otherwise specified, in first-class condition, of current manufacture, and furnished ready to use. All items not specifically mentioned that are required for a complete unit shall be furnished.

C. DELIVERY LOCATION – All deliveries will be made to the address specified on the purchase order during normal working hours of 9:00 a.m. to 3:00 p.m., Monday through Friday, unless otherwise authorized by the Purchasing Agent or designee.

D. DELIVERY/COMPLETION SCHEDULE – Delivery may be an important consideration in the evaluation of best value. The maximum number of days necessary for delivery ARO shall be stated if necessary.

E. DELIVERY CHARGES – All delivery and freight charges, F.O.B. destination shown on Township of

Macomb purchase order, as necessary to perform contract are to be included in the proposal price.

F. INSTALLATION CHARGES – All charges for assembly, installation and set-up shall be included in the proposal price. Unless otherwise stated, assembly, installation and set-up will be required.

G. OPERATING INSTRUCTIONS AND TRAINING – Clear and concise operating instructions and descriptive literature will be provided in English, if requested. On-site detailed training in safe and efficient use and general maintenance of item(s) purchased shall be provided as needed at the request of the Township. Instructions and training shall be provided at no additional cost to the Township.

H. STORAGE (If Applicable) – Township agrees to provide a suitable storage area, Proposer agrees to coordinate with the Purchasing Agent or designee for a lease area.

I. PATENTS AND COPYRIGHTS – The successful contractor agrees to protect the Township from claims involving infringements of patents and/or copyrights.

J. ACCEPTABILITY - All articles enumerated in the proposal shall be subject to inspection by an officer designated for the purpose by Macomb Township. If found to be inferior to the quality called for, or not equal in value to the specifications, deficient in workmanship or otherwise, this fact shall be certified to the Purchasing Agent who shall have the right to reject the whole or any part of the same. Items and/or work determined to be contrary to specifications must be replaced at the awarded Proposer’s expense.

Inferior items not retrieved by the awarded Proposer within thirty (30) calendar days, or an otherwise agreed upon time, may become the property of the Township at the Township’s option, without cost. If disposal of such item warrants expense, an amount equal to the disposal expense will be deducted from amounts payable to the awarded Proposer. Proposer’s failure to retrieve property resulting in ownership by the Township shall not be imputed as acceptance of replacement goods under this contract.

K. COMPLIANCE WITH FEDERAL, STATE, COUNTY, AND LOCAL LAWS – Proposals must comply with all federal, state, county and local laws, to include but not be limited to, all applicable standards of safety, emission, and noise control requirements, and all applicable laws relating to the operation of food concession. Any vehicles or equipment shall contain all standard safety, emission, and noise control requirements required for the types and sizes of equipment at the time of their manufacture. The contractor agrees, during the performance of work or service, to comply with all applicable codes and ordinance of Macomb Township, Macomb County, or State of Michigan as they may apply, as these laws may now read or as they may hereafter be changed or amended.

L. SAMPLES, DEMONSTRATIONS AND TESTING – At the Townships request and direction, Proposer shall provide product samples and/or testing of items to ensure compliance with specifications. Samples, demonstrations and/or testing may be requested at any point prior to or following proposal award.

Samples, demonstrations and/or testing may be requested upon delivery and/or any point during the term of resulting contract. All samples (including return thereof), demonstrations and/or testing shall be at the expense of the Proposer.

IV. PURCHASE ORDERS AND PAYMENT

A. PURCHASE ORDERS – A purchase order(s) shall be generated by the Township Finance Director to the successful proposer(s). The purchase order number must appear on all itemized invoices and packing slips. The Township will not be held responsible for any work orders placed and/or performed without a valid current purchase order number. Payment will be made for all services rendered and accepted by the contract administrator for which a valid invoice has been received.

B. INVOICES – All invoices shall reference the Purchase Order number and Department number. Invoices shall reference the proposal item number or a detailed description for each property invoiced. If an item purchased and itemized on the invoice does not correspond to an item in any of categories awarded to the Proposer, the invoice shall reference the item as “N/C” to indicate that it is a non-contract item. This requirement is to assist the Township in verifying contract pricing on all invoices. Payment will be made under the terms of net thirty (30) days unless otherwise agreed upon by Proposer and Macomb Township.

V. CONTRACT

A. CONTRACT DEFINITION – The General Conditions and Terms of Contract, Specifications, Plans, Proposal Forms, Addenda, and any other documents made a part of the Proposal shall constitute the complete Proposal. The Proposal, when duly accepted by the Township, shall constitute a contract equally binding between the successful Proposer and Macomb Township.

B. CONTRACT AGREEMENT – Once a contract is awarded, the unit price(s) offered by the successful

Proposer shall remain firm for duration of the contract. The contract shall provide a 30-day notice of termination to the contractor and a 90-day notice of termination to the Township.

C. CHANGE ORDER – No different or additional terms will become part of this contract with the exception of a change order. No oral statement of any person shall modify or otherwise change, or affect the terms, conditions or specifications stated in the resulting contract. All change orders to the contract will be made in writing and at the discretion and approval of the Township. No change order will be binding unless signed by an authorized representative of the Township and the Proposer.

D. PRICE REDETERMINATION – All requests for price redetermination shall be in written form. Cause for such request, i.e., manufacturer’s direct cost, postage rates, Railroad Commission rates, Federal/State minimum wage law, Federal/State unemployment taxes, F.I.C.A. Insurance Coverage Rates, etc., shall be substantiated in writing by the source of the cost increase. The Proposer's past experience of honoring contracts at the proposal price will be an important consideration in the evaluation of future proposals for the lowest and best proposal. The Township reserves the right to accept or reject any/all requests for price redetermination as it deems to be in the best interest of the Township.

E. TERMINATION FOR DEFAULT - Macomb Township reserves the right to enforce the performance of this contract in any manner prescribed by law or deemed to be in the best interest of the Township in the event of breach or default of this contract. The Township reserves the right to terminate the contract immediately in the event the Proposer fails to perform to the terms of specifications or fails to comply with the terms of this contract. Breach of contract or default authorizes the Township to award to another contractor, purchase elsewhere and charge the full increase in cost and handling to the defaulting party.

F. TRANSITIONAL PERIOD – Upon normal completion of this contract, not to include termination for default, and in the event that no new contract has been awarded by the original expiration date of the existing contract including any extension thereof, it shall be incumbent upon the contractor to continue the contract under the same terms and conditions until a new contract can be completely operational. At no time shall this transition period extend more than ninety (90) days beyond the original expiration date of the existing contract and any extension thereof.

G. INVALID, ILLEGAL, OR UNENFORCEABLE PROVISIONS – In case any one or more of the provisions contained in the Contract shall for any reason be held to be invalid, illegal, or unenforceable in any respect, such invalidity, illegality, or unenforceability shall not affect any other provision thereof and this contract shall be considered as if such invalid, illegal, or unenforceable provision had never been contained herein.

H. INJURIES OR DAMAGES RESULTING FROM NEGLIGENCE – Awarded Proposer shall defend, indemnify and save harmless Macomb Township and all its elected officers, agents and employees from all suits, actions, or other claims of any character, name and description brought for or on account of any injuries or damages received or sustained by any person, persons, or property on account of any negligent act or fault of the awarded Proposer, or of any agent, employee, subcontractor or supplier in the execution of, or performance under, any contract which may result from proposal award. Awarded Proposer shall pay any judgment, with costs, which may be obtained against the Township growing out of such injury or damages.

I. WAIVER(S) OF SUBROGATION: To the extent permitted by law, Macomb Township and the awarded

Proposer waive all rights against each other and any of their subcontractors, agents and employees, and separate contractors, if any, and any of their subcontracts, subcontractors, sub-subcontractors, agents and employees, for damages caused by fire or other perils to the extent covered by property insurance obtained pursuant to this agreement or other property insurance applicable to the work. The policies shall provide such waivers of subrogation by endorsement or otherwise. A waiver of subrogation shall be effective as to a person or entity even though that person or entity would otherwise have a duty of indemnification, contractual or otherwise, did not pay the insurance premium directly or indirectly, and whether or not the person or entity has an insurable interest in the property damaged for this contract.

J. WARRANTY – The awarded Proposer shall warrant that all materials utilized in the performance of this contract shall conform to the proposed specifications and/or all warranties as stated. All parts and labor shall have a warranty for 2 years from the project completion date.

K. SALE, ASSIGNMENT, OR TRANSFER OF CONTRACT – The awarded Proposer shall not sell, assign, transfer or convey this contract, in whole or in part, without the prior written consent of the Township.

SECTION 2 – QUALIFICATIONS OF PROPOSERS

In order to qualify for award, a Proposer shall have the capability in all respects to perform the proposed work with integrity and reliability, which will assure good faith performance. This requirement shall include, but is not limited to, the availability of the appropriate financial, material, equipment, facility, personnel, ability, expertise and experience necessary to meet all requirements. No proposal will be considered from any Proposer unless known to be skilled and regularly engaged in work of a character similar to that covered by the solicitation documents for a minimum of five (5) years and must have been in business under the same name for a period of not less than five consecutive years. Proposers must have the required professional licenses related to the business/service they intend to operate.

SECTION 3 – OVERVIEW AND SCOPE OF WORK

I. OVERVIEW

It is the intention of Macomb Township to contract the services of a qualified custodial service provider for daily cleaning/custodial services at Macomb Township sites listed below and “As Requested” custodial services as detailed in Section 6 of this RFP.

Site Address

DPW Building (7,000 SQ FT) 51650 Card Road, Macomb, MI 48042

Macomb Township Recreation Center (92,000 SQ FT) 20699 Macomb Street, Macomb, MI 48042

II. MANDATORY PRE-PROPOSAL WALK THROUGH

A. A Mandatory Pre-Proposal Walk Through will be held on May 16, 2025, at 10:00 AM starting at the Macomb Township Recreation Center and will continue with the remaining 8 locations throughout Macomb Township. You must provide your own transportation for visiting each of the 9 locations for the walk through. The Pre-Proposal Walk Through locations will be viewed in the following order:

1. Macomb Township Recreation Center, 20699 Macomb Street, Macomb, MI 48042

2. Macomb Townhall, 54111 Broughton, Macomb, MI 48042

3. Macomb Township DPW Building, 51650 Card Road, Macomb, MI 48042

4. Lucido Event Building, 52175 North Ave., Macomb, MI 48042

5. Macomb Township Fire Station 3, 47711 North Ave., Macomb, MI 48042

6. Macomb Township Fire Station 2, 17800 21 Mile Road, Macomb, MI 48044

7. Macomb Township Fire Station 1, 19925 23 Mile Road, Macomb, MI 48042

8. Marvin Blank Senior Center, 51210 Alma Drive, Macomb, MI 48042

9. Macomb Township Fire Station 4, 16820 25 Mile Road, Macomb, MI 48042

The purpose of this walk through is to present an overview of the proposed work and to provide an opportunity for prospective Proposers to ask specific questions concerning the custodial services. All interested parties wishing to attend should pre-register via email to marshj@macomb-mi.gov by 3:00 p.m. one day prior to the walk through. Registration is appreciated but not required.

III. CONDITIONS FOR PROPOSERS

A. TOWNSHIP FORMS - All proposals submitted must be on the Macomb Township proposal forms that are provided in this document. All proposals forms are required to be submitted with your proposal. Proposals submitted in any other way will NOT be accepted.

B. TERM OF CONTRACT - In this agreement, Contractor agrees to provide services for two (2) consecutive years beginning September 11, 2025. There will be an option to renew the agreement for two (2) additional two (2) year periods through mutual consent. The renewal is subject to Macomb Township Board approval.

A request by Township staff to determine an awarded Proposer’s interest in renewing a contact in no way obligates the Township.

C. SUB-CONTRACTORS - Sub-contractors are not permitted. The custodial services must be performed by the awarded contractor and its employees.

D. PERFORMANCE BOND - Successful proposer will be required to provide a performance bond in the amount equal to one (1) month’s billed payment. Performance bond must be in the form of a certified check.

E. MINIMUM CLEANING SCHEDULE - All proposers are held to the following minimum cleaning schedules:

Site Monday – Friday Saturday Sunday

Macomb Township Recreation Center

8:00pm – Midnight 8:00pm – Midnight 8:00pm – Midnight

DPW Building 5:00pm – 6:00am (An exact time of service is to be determined)

• Holiday and special events will result in schedule modifications.

• Any modification from the above stated schedules must be pre-approved by Macomb Township.

F. UNIFORMS - Uniforms must be worn by custodial company employees at all times while on duty. Custodial company is responsible for keeping their uniforms clean, fitted and in good repair. Damaged or faded uniforms must be replaced as necessary.

G. BACKGROUND CHECKS - The awarded Proposer will be required to provide background checks on its workforce that are certified with the State of Michigan. All custodial personnel will require “passing” background checks prior to reporting to work on site with Macomb Township. If any custodial personnel report to work with Macomb Township without the completed stated paperwork, the custodial company will be in breach of contract and subject to all damages that may apply.

SECTION 4 –RECREATION CENTER SCOPE OF WORK

I. MACOMB TOWNSHIP RECREATION CENTER HOURS OF OPERATION

A. ROUTINE HOURS OF OPERATION -

Monday through Friday 6:00am – 9:00pm *Saturday 8:00am – 5:00pm *After Hours Rentals may be booked: Saturday 5:15pm – 7:15pm

*Sunday 10:00am – 5:00pm *After Hours Rentals may be booked: Sunday 5:15pm – 7:15pm

B. FACILITY IS CLOSED (All Day) - Easter Day, Thanksgiving Day and Christmas Day.

C. FACILITY MODIFIED HOURS – Memorial Day, 4th of July, Labor Day, Christmas Eve, New Year’s Eve, and New Year’s Day. The Recreation Center is Open from 6:00am to (12:00 or 2:00pm) if on a Mon-Fri, 8:00am–5:00pm if on a Saturday and 10:00am–5:00pm if on a Sunday.

D. SPECIAL EVENTS & EXTENDED SCHOOL BREAKS (i.e., Spring Break, Winter Break, Holiday Break) - The Macomb Township Recreation Center is host to a number of Special Events and Extended School Breaks throughout the year. During these events we see our attendance in the facility increase dramatically.

The Facility Supervisor will inform you prior to these events in order for you to plan accordingly.

E. DAILY TIMES FOR CLEANING COMPANY – TBD

Prior to Recreation Center opening a specified Township representative will check cleaning adequacy (quality of service) each morning. Any cleaning oversites or problems must be addressed immediately at that time by the cleaning company. Hours for Holiday and Special Event periods will be modified.

F. BEFORE THE CLEANING COMPANY LEAVES THE RECREATION CENTER - Approximately 60 minutes prior to leaving the Recreation Center a specified Township representative will check cleaning adequacy (quality of service) each morning. Any cleaning oversites or problems must be addressed immediately by the cleaning company.

II. MACOMB TOWNSHIP RECREATION CENTER CUSTODIAL TASK & FREQUENCY SCHEDULE

A. CLEANING SUPPLIES - The Macomb Township Recreation Center will supply all paper supplies, air fresheners, hand sanitizer refills, bathroom hand/body soap and garbage bags to be used at the Recreation Center.

It is the responsibility of the Cleaning Company to supply all cleaning chemicals, dust brooms, dust pans, gymnasium broom, cleaning rags, wet mops and buckets, carpet vacuums and floor scrubbers to be used.

These devices can be stored on site in “ONE” secured location at the Recreation Center.

B. RECORD KEEPING - A communication and task chart is to be completed by custodial company daily and stored in the front office.

C. TOWNSHIP RESPONSIBILITY - The following areas DO NOT receive Cleaning Company services:

Aquatics Center and Professional Offices (File Room, Back Offices, Staff Break Room, Conference Rooms and Front Desk.) These areas are cleaned and maintained daily by Macomb Township’s staff.

D. CUSTODIAL COMPANY RESPONSIBILITY - The following areas are the responsibility of the Cleaning Company:

Locker Rooms – 2 Game Room Corridors Family Changing Rooms – 6 Child Watch Entrance Vestibules Restrooms – 6 Employee Restroom Lobbies Gymnasiums – 2 Indoor Playground Staircase Aerobic Dance Studio – 2 Hallways Elevator - 1 Workout Areas Party Rooms

The top custodial responsibility is to prevent health and safety issues that arise from harmful bacteria build up over time.

SHOWER AND COUNTERTOP CLEANING – Shower and countertop surfaces are among the most used in the Recreation Center, which means any number of stains and bacterial may build up over time. Daily cleaning is mandatory to eliminate harmful build-up.

TILE AND GROUT CLEANING – Tile and grout can show embedded dirt and traffic patterns that require daily cleaning to remove. The cleaning company must clean grout and tile to keep it FREE from stains, dirt, mold, and grime build up to keep it free of dirt and visible traffic patterns.

E. LOCKER ROOMS, FAMILY CHANGING ROOMS AND RESTROOMS – DAILY (first areas to clean daily): Specific daily tasks in Locker Rooms, Family Changing Rooms and Restrooms.

1. FLOOR – Tile and grout floor must be scrubbed using a scrub machine or a long-handled floor scrub brush with wide scrub head.

2. FLOOR MOLDING – 4” tile molding (going up the wall) must be scrubbed using a long-handled floor brush with wide scrub head, hot water and disinfect.

3. TILE WALLS – Tiled shower walls and stalls must be cleaned using a power washer or a scrub brush and disinfect.

4. WET MOP – After cleaning floors, rinse with hot water/disinfect.

5. FLOOR TRAPS – Shall be maintained free of odor and hair debris. Remove hair/lint from all grates.

6. HARDWARE – Scrub all stainless steel/chrome with “Bar Keepers Friend” liquid cleaner (or equivalent). This will remove hard water deposits and soap residue from sinks, shower stalls, partitions, and drains. All stainless steel is required to be shiny and polished out.

7. TOILETS, URINALS, LAVATORIES, SINKS, COUNTERS, AND SHOWERS – Clean with disinfectant solution – residue on these surfaces must be removed. All stainless steel in each room must be scrubbed with “Bar Keepers Friend” liquid cleaner (or equivalent) and polished keeping the shine on all chrome.

8. SOAP DISPENSERS – Fill all to the TOP. All soaps MUST be filled to the top each night.

9. PAPER TOWELS AND TOILET TISSUE – MUST have one of the dual units newly refilled each night.

10. MIRRORS – Clean all mirrors so they are smudge and streak free with no visible residue.

11. LOCKERS – Wipe clean with hot water and disinfectant, include the top of lockers.

12. SUITEMATE: Bathing suit dryer must be cleaned and disinfected. Empty bucket (under machine), and clean under machine.

13. FEMININE TRASHCANS – Empty and clean in all restrooms.

14. GRAFFITI – Remove any graffiti from the bathroom stalls and all other possible locations. Report any graffiti damage.

F. THE FOLLOWING REQUIREMENTS APPLY TO ALL AREAS OF CUSTODIAL COMPANY

RESPONSIBILITY - Daily facility cleaning duties for entire facility (excluding Aquatics Center and Professional Office areas).

1. WASTE CONTAINERS: Empty daily and disinfect them when spilled on or stained.

2. DUMPSTER: All trash to be collected and deposited in the dumpster at the rear of the building.

3. SPOT CLEAN: All smudges from walls, doors, and partitions.

4. SOAP DISPENSERS: Refill/top off all soap dispensers in facility each night.

5. PAPER TOWELS AND TOILET TISSUE: Must have one of the dual units newly refilled each night.

All stainless steel and chrome dispensers must be scrubbed with “Bar Keepers Friend” liquid cleaner leaving them shiny and polished out.

6. MIRRORS/GLASS: Clean all mirrors/glass in facility so they are smudge and streak free with no visible residue.

7. DOOR JAMS/HARDWARE: Clean all door jams, corners and hinges (pay close attention to floor plates).

8. VENTS: Use vacuum to brush clean heating and air-conditioning vents. Remove all lint from all wall vents.

9. SPOT CLEAN: Entire facility from any smudges on walls, mirrors, glass, stained wood trim and partitions.

10. WINDOW LEDGES: Dust and damp wipe with disinfectants and remove scuff marks from window ledges.

11. HANDRAILS: Clean all facility handrails by dusting/vacuuming and damp wipe with disinfectant.

12. DRINKING FOUNTAINS: Clean using a disinfectant and “Bar Keepers Friend” liquid cleaner leaving them polished out.

13. WALL FIXTURES (INCLUDING SCONCES): Dust, wipe down/disinfect, and spot clean all smudges.

14. VACUUM CARPET: Spot vacuum all carpet floors, staircases and side moldings and report any carpet stains.

15. WET MOP FLOORS: Tile and rubber floors must be wet moped using one mop bucket with hot water/disinfect and a 2nd mop bucket with just hot water to rinse.

G. SPECIFIC CLEANING TASKS FOR SPECIFIC ROOMS – DAILY - All General Facility Cleaning Duties described above are to be completed daily in the areas listed here. Listed below are additional cleaning tasks that must be completed daily for specific rooms.

1. GYM WOOD FLOORS: In Gyms, dust mop floors, including under all the bleachers, using “Dust Mop

Spray” on the mop. Spot clean any dirt, GUM or blood stains from floor and bleachers. Clean all gym floor baseboards from all dirt buildup. Baseboards must be scrubbed using floor scrub brush with wide scrub head, hot water and disinfect.

2. CARDIO, WEIGHT AND CROSS TRAINING ROOMS: Clean and pick up water bottles, tissue and garbage left on floor, counters, and equipment. Wipe down/disinfectant hand weights, and the cardio equipment / machines.

3. AEROBIC/DANCE STUDIOS: The wood floor must be dust moped using “Dust Mop Spray” on the mop. Spot clean any dirt, GUM or blood spots stuck to the floor. Clean all floor baseboards from all dirt buildup. Baseboards must be scrubbed using floor scrub brush with wide scrub head, hot water and disinfect. Wipe down all other surfaces with hot water and disinfect. Clean all mirrors and glass from smudges.

4. INDOOR PLAYGROUND: Clean benches with hot water and disinfect. Rubber floor must be wet moped with hot water/disinfect. Do not wipe down/disinfect the playground equipment. (P&R staff maintains it.)

5. BIRTHDAY PARTY ROOMS: Wipe down all surfaces (tables, counter tops, chairs) with hot water and disinfectant. Clean all glass from smudges. Pay close attention to removing all food and crumbs from the floor.

6. CHILD WATCH: Wipe down all surfaces (tables, counter tops, chairs) with hot water and disinfectant.

Spot clean all glass from smudges. Pay close attention to removing all food and crumbs from the floor. Do not wipe down/disinfect the equipment, toys or games.

7. ELEVATOR: Wipe down surfaces with disinfectant. Clean all mirrors and glass from smudges. Use “Bar Keepers Friend” liquid cleaner leaving them polished out.

8. LOBBY FURNITURE: Wipe down/disinfect all lobby furniture, tabletops, including cocktail tables.

Also, spot clean as needed.

9. CUSTODIAL CLOSETS: Maintain custodial closets, soap room and maintenance hallway in a clean and orderly manner.

III. RECREATION CENTER ROOM IDENTIFICATION AND FLOORING TYPE

SECTION 5 – DPW SCOPE OF WORK

I. MACOMB TOWNSHIP DPW BUILDING HOURS OF OPERATION

A. ROUTINE HOURS OF OPERATION - Monday through Friday 7:30am – 4:00pm

B. FACILITY IS CLOSED (All Day) –

New Year’s Day Veterans Day

Martin Luther King Day Thanksgiving Day

Presidents Day Friday After Thanksgiving

Good Friday Christmas Eve

Memorial Day Christmas Day

Fourth of July New Year’s Eve

Labor Day

C. START TIME FOR CLEANING COMPANY – Work is to be done between 5:00pm – 6:00am Monday through Friday. Township observed holiday/closures will not require custodial work.

II. MACOMB TOWNSHIP DPW BUILDING CUSTODIAL TASK & FREQUENCY SCHEDULE

A. CLEANING SUPPLIES - The Macomb Township DPW will supply all paper supplies, air fresheners, hand sanitizer refills, bathroom hand/body soap and garbage bags to be used at the DPW Building.

It is the responsibility of the Cleaning Company to supply all cleaning chemicals, dust brooms, dust pans, cleaning rags, wet mops and buckets, carpet vacuums, floor scrubbers and any other cleaning equipment.

These devices can be stored on site in “ONE” secured location at the DPW.

B. MACOMB TOWNSHIP DPW BUILDING CUSTODIAL REQUIREMENTS AND FREQUENCY SCHEDULE

SECTION 6 – “AS REQUESTED” CLEANING SERVICES SCOPE OF WORK

I. OVERVIEW

During the contract term, cleaning services may be needed on an "As Required" basis at various township buildings. The specific locations, types, and frequencies of “As Requested” services are outlined below.

Service Frequency

Carpet Cleaning 2 times per year (Spring/Fall)

Tile and Grout Strip and Refinish 2 times per year (Spring/Fall)

Interior Window Cleaning near Stairwell / Gym 1 time per year (Spring)

Exterior Window Cleaning near Stairwell / Gym 1 time per year (Spring)

Interior Window Cleaning Above Both Gyms 1 time per year (Spring)

Exterior Window Cleaning Above Both Gyms 1 time per year (Spring)

Service Frequency

Carpet Cleaning 1 time per year

Tile and Grout Strip and Refinish 1 time per year

Service Frequency

Carpet Cleaning 1 time per year

Tile and Grout Strip and Refinish 1 time per year

LVCT Strip and Refinish 1 time per year

Service Frequency

Carpet Cleaning 1 time per year

Tile and Grout Strip and Refinish 1 time per year

Exterior Window Cleaning 1 time per year (Spring)

Service Frequency

Tile and Grout Strip and Refinish 1 time per year

VCT Strip and Refinish 1 time per year

Exterior Window Cleaning 1 time per year (Spring)

Scope of Work After an Event

Recreation Center 20699 Macomb Street - (92,000 SQ FT)

Townhall - 1st & 2nd Floors 54111 Broughton Road - (Total Building: 44,500 SQ FT)

Senior Center 51210 Alma Drive - (85,020 SQ FT)

Lucido Event Building 52175 North Avenue - (1,000 SQ FT)

Townhall - Lower Level 54111 Broughton Road - (Total Building: 44,500 SQ FT)

Service Frequency

Carpet Cleaning 2 times per year (Spring/Fall)

LVCT Strip and Refinish 1 time per year

Exterior Window Cleaning 1 time per year (Spring)

Service Frequency

Carpet Cleaning 2 times per year (Spring/Fall)

Tile and Grout Strip and Refinish 2 times per year (Spring/Fall)

LVCT Strip and Refinish 2 times per year (Spring/Fall)

Exterior Window Cleaning 1 time per year (Spring)

Service Frequency

Carpet Cleaning 2 times per year (Spring/Fall)

Tile and Grout Strip and Refinish 2 times per year (Spring/Fall)

LVCT Strip and Refinish 2 times per year (Spring/Fall)

Exterior Window Cleaning 1 time per year (Spring)

Service Frequency

Carpet Cleaning 2 times per year (Spring/Fall)

Tile and Grout Strip and Refinish 2 times per year (Spring/Fall)

VCT Strip and Refinish 2 times per year (Spring/Fall)

Exterior Window Cleaning 1 time per year (Spring)

Service Frequency

Carpet Cleaning 2 times per year (Spring/Fall)

Tile and Grout Strip and Refinish 2 times per year (Spring/Fall)

VCT Strip and Refinish 2 times per year (Spring/Fall)

Exterior Window Cleaning 1 time per year (Spring)

DPW

51650 Card Road - (7,000 SQ FT)

Public Safety Building (Fire Station 1) 19925 23 Mile Road - (36,238 SQ FT)

Fire Station 2 17800 21 Mile Road - (4,250 SQ FT)

Fire Station 3 47711 North Avenue - (5,550 SQ FT)

Fire Station 4 16820 25 Mile Road - (5,550 SQ FT)

II. “AS REQUESTED” CLEANING SERVICE DESCRIPTIONS

A. CARPET CLEANING:

Pre-Treatment: Assess the need for pre-treatment. As required, utilize specialized stain removers or soil release solutions to break down the dirt, grease, and stains.

Power Scrubbing: After pre-treatment, power scrub carpets as necessary without damaging floors.

Steam Clean: Deep clean carpets using a steam cleaner.

B. VCT STRIP AND REFINISH:

Preparation: Clear furniture and obstacles. Sweep and vacuum to remove loose debris.

Removal of Existing Finish: Apply stripping solution and agitate to remove the existing finish. Once the old finish is removed, clean and dry the floors thoroughly.

Apply New Finish: Obtain Township approval on proposed new finish prior to application. Apply new finish and additional coats as needed.

C. LVCT SCRUBBING:

Preparation: Remove furniture and obstacles. Sweep and vacuum to remove loose debris.

Scrub Flooring: Using the proper solution, use an auto scrubber to scrub the floors. For edges and corners that cannot be cleaned using an auto scrubber, utilize an alternate method.

Drying: Utilize air movers or other drying equipment to completely dry the floor before returning furniture and obstacles to their original location.

D. TILE AND GROUT STRIP AND REFINISH:

Preparation: Remove furniture and obstacles. Sweep and vacuum to remove loose debris.

Spot Test: Select an inconspicuous area of the floor and test the floor stripper, tile cleaner and grout cleaner to ensure the products do not damage or discolor the tiles.

Scrub Tiles: Thoroughly scrub the tiles and grout and remove the stripper and cleaners from the floor to make it free of residue. Utilize a Multi-Surface Extractor Machine for cleaning tile and grout. An acid base (or related) cleaning product must be used followed by a neutralizing cleaning product. For an example of a Multi-Surface Extractor Machine, follow the link: https://youtu.be/6CSOiooLC5E.

Drying: Utilize a squeegee with suction, air movers or other drying equipment to completely dry the floors before applying tile sealer.

Seal Tiles: Apply an even coat of sealer across the floor. Allow sealer to dry completely before returning furniture and obstacles to their original location.

III. LUCIDO EVENT BUILDING AS REQUIRED CLEANING

This facility is available for public rental to host events. Cleaning services will be required following each event.

Each of the services listed will be required when this facility is cleaned.

Spot clean doors and walls around knobs and switch plates

Vacuum all carpet

Dust vents

Empty all trash…