CITY OF CHANDLER

NOTICE OF REQUEST FOR PROPOSAL CS5-910-4862

SOLICITATION TITLE:

SOLICITATION NO.:

PROPOSAL DUE DATE:

PROPOSAL DUE TIME:

SUBMIT TO:

PRE-PROPOSAL CONFERENCE:

CONFERENCE ATTENDANCE:

CONTACT:

ISSUE DATE:

PARK RESTROOM CLEANING SERVICES

CS5-910-4862

November 12, 2024

4:00 pm local Arizona time

Via email to:

saranna.davidson@chandleraz.gov

Email and attachments may not exceed 50 MB

November 4, 2024

10:00 a.m. MST (local Arizona time)

Dial in number: 469-998-7682

Event number: 521 050 019#

Saranna Davidson

Procurement Officer

Phone: (480) 782-2406

Email: saranna.davidson@chandleraz.gov

October 29, 2024

Proposals for the commodity or service specified will be received by the Purchasing Division, City of

Chandler, via email to saranna.davidson@chandleraz.gov, until the time and date cited above. The City does not accept proposals submitted through the Arizona Procurement Portal. Proposals must be submitted via email to the Procurement Officer.

Proposals must be received in the email inbox of the responsible Procurement Officer on or prior to the exact time and date indicated above.

Instructions for preparing proposals are provided on the following pages.

RFP Summary: The City is requesting proposals from qualified offerors to provide the City with park restroom cleaning services pursuant to the attached agreement.

INFORMATION AND INSTRUCTIONS TO PROPOSERS

1. Vendor Registration. Proposers must register via the on-line vendor registration system to automatically receive notification of addenda to this solicitation or notice of other solicitation opportunities. Visit https://www.chandleraz.gov/business/vendor-services/purchasing, select Vendor Registration and Management.

2. Addendum. This RFP may only be modified by a written addendum. Proposers are responsible for obtaining all addenda. A Proposer must not rely on verbal responses to inquiries. A verbal reply to an inquiry does not constitute a modification of the solicitation.

3. Late Proposals. Late proposals will not be accepted. It is the sole responsibility of the

Proposer to ensure that its proposal is received at or prior to the exact date and time indicated on the Notice Page. The time stamp of the City’s email system will govern timeliness of submission.

4. Cost of Proposal Preparation. The City will not reimburse any Proposer the cost of responding to a solicitation.

5. Duty to Examine. It is the responsibility of each Proposer to examine the entire solicitation, seek clarification and make inquiries, and examine its proposal for accuracy before submitting it. Lack of care in preparing a proposal will not be grounds for modifying or withdrawing the proposal after the due date and time, nor will it give rise to any claim.

6. Inquiries. Any inquiry related to this solicitation, including any requests for or inquiries regarding standards referenced in the solicitation must be directed solely to the

Procurement Officer listed on the cover page of the solicitation. Proposers will not contact or direct inquiries concerning this solicitation to any other City employee unless the solicitation specifically identifies a person other than the Procurement Officer as a contact.

All inquiries, except those at the Pre-Proposal Conference, should be submitted in writing and refer to the appropriate solicitation number, page and paragraph. The City will consider the relevancy of all inquiries but is not required to respond in writing.

Any inquiry must be submitted as soon as possible and should be submitted at least ten days before the proposal due date and time for review and determination by City. Failure to do so may result in the inquiry not being addressed in a solicitation addendum.

7. Remote Attendance at Pre-Proposal Conference. The City may offer remote attendance at the Pre-Proposal Conference via a City-hosted dial-in meeting. If remote attendance is offered, meeting details will be provided on the Notice Page. Interested Offerors attending remotely may be required to register and provide, at a minimum, attendee name and company name.

Remote attendance is provided as a courtesy. Attendees are responsible for all aspects of their attendance. The City will not provide technical support for remote attendance.

https://www.chandleraz.gov/business/vendor-services/purchasing

8. Exceptions to the Solicitation. Any exception to the solicitation must be submitted as soon as possible and should be submitted at least ten days before the proposal due date and time for review and determination by City. Failure to do so may result in the exception not being addressed in a solicitation addendum.

9. Proposal Amendment or Withdrawal. A proposal may be withdrawn at any time before the due date and time. A proposal may not be amended or withdrawn after the due date and time except as otherwise provided by applicable law.

10. Unit Price Prevails. In the case of discrepancy between the unit price or rate and the extension of that unit price or rate, the unit price or rate will govern.

11. Non-Collusion and Non-Discrimination. By signing and submitting the proposal, the

Proposer certifies that the Proposer did not engage in collusion or other anti-competitive practices in connection with the preparation or submission of its proposal; and the Proposer does not discriminate against any employee or applicant for employment or person to whom it provides services because of race, color, religion, age, sex, national origin, or disability, and that it complies with all applicable Federal, state and local laws and executive orders regarding employment.

12. Waiver and Rejection Rights. The City reserves the right to waive any immaterial defect or informality; or reject any or all proposals, or portions thereof; or reissue the Request for

Proposal; and will be the sole judge of the merits of the proposals received.

13. Proposal Opening. Proposals will be opened as indicated on the Notice Page, unless amended in writing by the Procurement Officer issuing the solicitation. The name of each

Proposer will be public information following the proposal opening. No other information will be publicly disclosed at that time.

14. Public Record. All proposals submitted in response to this solicitation and all evaluation related records will become property of City and will become a matter of public record for review, subsequent to publication by the City of the proposed award in the agenda for the

City Council Meeting, or upon award by the appropriate approving authority or as otherwise required by law.

15. Confidential Information. A request for nondisclosure of data such as trade secrets or other proprietary information must be submitted with the proposal and must contain the basis for the request. Any information included in the request must be submitted as a separate file. Price is not confidential and will not be withheld. A blanket statement of confidentiality will not be considered. It is the Proposer’s responsibility to identify and segregate the information in the proposal provided to the City.

The City will review all requests for confidentiality and may approve or deny all or portions of the request. Information denied confidentiality will be released as public information. In the event of a public records request for information granted confidentiality, the City will endeavor provide 48-hours’ notice before releasing materials in order for the Proposer to apply for a court order blocking the release of the information.

16. Proposal Acceptance Period. All proposals will remain valid for 120 days after the day of the opening of proposals. The City may, at its sole discretion, release any proposal and return any security (as applicable) prior to that date. No Proposer may withdraw a proposal during this period without written permission from the City. Should any Proposer refuse to enter into an agreement, under the terms and conditions of the procurement, the City may retain any security (as applicable) as liquidated damages.

17. Discussions with Proposers and Revisions to Proposals. Discussions and additional investigations may be conducted with responsible Proposers who submit proposals determined to be reasonably susceptible of being selected for award for the purpose of clarification to assure full understanding of, and responsiveness to, the solicitation requirements. Proposers will be accorded fair and equal treatment with respect to any opportunity for discussion and revision of proposals, and such revisions may be permitted after submissions and prior to award for the purpose of obtaining best and final proposals.

In conducting discussions, there will be no disclosure of any information derived from proposals submitted by competing Proposers. The purposes of such discussions will be to:

determine in greater detail such Proposer’s qualifications; explore with the Proposer the scope and nature of the project, the Proposer’s proposed method of performance, and the relative utility of alternate methods of approach; determine that the Proposer will make available the necessary personnel and facilities to perform within the required time; agreeing upon compensation, which is fair and reasonable, taking into account the estimated value of the required services, and the scope, complexity and nature of such services.

18. Clarifications. City reserves the right to obtain Proposer clarifications where necessary to arrive at full and complete understanding of Proposer’s product, service, and solicitation response. Clarification means a communication with a Proposer for the purpose of eliminating ambiguities in the proposal and does not give Proposer an opportunity to revise or modify its proposal.

19. Agreement Negotiations. City reserves the right to conduct exclusive or concurrent negotiations with responsible Proposer(s) for the purpose of agreeing to the conditions, terms and price of the proposed agreement unless prohibited. Proposers will be accorded fair and equal treatment in conducting negotiations and there will be no disclosure of any information derived from proposals submitted by competing Proposers. Exclusive or concurrent negotiations will not constitute an agreement award nor will it confer any property rights to the successful Proposer. In the event the City deems that negotiations are not progressing, the City may formally terminate these negotiations and may enter into subsequent concurrent or exclusive negotiations with the next most qualified Proposer(s).

20. Payment. Proposers may agree to accept the City Procurement Card (Mastercard) for payment. Proposers should indicate on the Proposer Information and Offer Section of this

RFP, their willingness to accept City Procurement Card payments. The inability to accept payment by City Procurement Card will not disqualify a Proposer’s response.

Proposers may also agree to accept other traditional payment methods, including automated clearinghouse (ACH). Payment terms for traditional payment methods are Net

30 upon receipt of an accurate invoice. Proposers may propose additional discounts for early payment within their proposal.

21. Local Business Consideration. Where the Chandler Administrative Regulation MS-16 Local

Business Consideration is applicable, any applicable Chandler Transaction Privilege Tax will be deducted from the net cost for the purpose of evaluation.

22. Protests. A protest must be in writing and be filed with the Purchasing Division. Filed means delivery to the Procurement Officer or Procurement and Supply Senior Manager, whichever is applicable. A time and date of receipt will be documented in a verifiable manner for purposes of filing.

A protest must include:

a. The name, address, telephone number and email address of the protester;

b. The signature of the protester or its representative;

c. Identification of the solicitation or contract number;

d. A detailed statement of the legal and factual grounds of the protest including copies of relevant documents; and

e. The form of relief requested.

A protest based upon alleged improprieties in a solicitation that are apparent before the solicitation due date must be filed not less than five calendar days before the solicitation due date.

A protest of a proposed award requiring City Council approval must be filed within five calendar days of the first posting of the award recommendation on the Purchasing Division website or the City Clerk’s website, whichever occurs first. If the deadline for filing a protest occurs on a weekend or holiday, the protest must be filed the next business day.

A protest of an award not requiring City Council approval must be filed within ten days after the protester knows or should have known the basis of the protest.

23. Award. Unless otherwise provided in this solicitation, the City reserves the right to make multiple awards, award by item, group or as a total, as is deemed most advantageous to the

City.

24. Execution of Agreement. Within ten days of notice that Proposer is the recommended awardee, Proposer will execute and return the Agreement to Purchasing.

25. Persons with Disabilities. Persons with a disability may request a reasonable accommodation, such as a sign language interpreter, by contacting the Procurement Officer.

Requests must be made as early as possible to allow time to arrange the accommodation.

PROPOSAL CONTENT

Proposers must submit one copy of the proposal via email to the responsible Procurement Officer.

The REQUEST FOR PROPOSAL TITLE, NUMBER AND OFFEROR NAME should be in the subject line of the email. Emails and attachments may not exceed 50 MB in size. Attachments should be in

.pdf format and named with the RFP number and Offeror name. A single email is preferred, however multiple emails are permissible provided that all are received prior to the due date and time.

Proposals should include the following information in the order listed:

1. Completed Proposer Information and Offer Section. Complete and submit the Proposer

Information and Offer Section in the format provided in this solicitation. Failure to do so may result in the proposal being rejected as non-responsive. The Proposer Information and Offer

Section within the solicitation must include a signature by a person authorized to sign the proposal. The signature must signify the Proposer’s intent to be bound by its Proposal and the terms of the solicitation and that the information provided is true, accurate and complete.

2. Responses to Proposal Evaluation Criteria. Submit information requested in the

Evaluation Criteria Section provided in this solicitation. Forms, such as pricing forms, must be completed in the format provided in the solicitation. Failure to do so may result in the proposal being rejected as non-responsive.

3. Exceptions to Agreement. The City’s standard Agreement is included as a part of this solicitation. By submitting a proposal, the Proposer acknowledges having reviewed the

Agreement. Any exceptions to the Scope of Work or Specifications or to Agreement terms and conditions must be included with the proposal and be clearly identified. Exceptions not included in the proposal may not be introduced in the future. Any exceptions to the Scope of Work, Specifications or the Agreement language will be considered and included in City’s evaluation of the proposal. A proposal that takes exception to a material requirement of any part of the Scope of Work, Specifications or Agreement language may be rejected as non-responsive.

4. Disclosure. If the Proposer has been debarred, suspended or otherwise lawfully precluded from participating in any public procurement activity, including being disapproved as a subcontractor with any Federal, state or local government, or if any such preclusion is currently pending, the Proposer must make disclosure. In the proposal, the Proposer must include information including the name and address of the governmental entity, the effective date and duration of this suspension or debarment, and the relevant circumstances. The City reserves the right to reject a proposal received from a Proposer, including each of its principals, who is currently debarred, suspended or otherwise lawfully prohibited from any public procurement activity.

PROPOSER INFORMATION AND OFFER SECTION

Company Name

Business Type (Corporation, Partnership, etc.)

State of Incorporation (if applicable)

Federal Tax I.D. No.

Address

City, State, Zip

Authorized Signature

Name and Title

Contact Name

Title

Telephone

E-mail

Chandler Transaction Privilege Tax (TPT)

No. (if applicable) Date of issue:

Is proposed purchase subject to TPT? _______yes _______no

Will you accept a City Procurement Card

(MasterCard) for payment of invoices? _______yes _______no

If you accept a MasterCard for payment, do you charge a fee?

_______yes _______no If yes, what is the fee?______

Will you accept automated clearinghouse

(ACH) for payment of invoices? _______yes _______no

Prompt Payment Terms Offered _______% Net _________ days

Disclosure of Debarment or Suspension

_______yes _______no

(If yes, please attach description of the circumstances)

Exceptions Taken

_______yes _______no

(If yes, please attach a clearly identified section)

Date Addendum #1

Acknowledged/Received

Date Addendum #2

Acknowledged/Received

Date Addendum #3

Acknowledged/Received

EVALUATION CRITERIA

Evaluation Criteria: The evaluation criteria are listed below in their relative order of importance.

The offer should contain responses to all the specific information requested below. The Offeror’s submittal should be organized by section based on the listed criteria.

Qualifications and Experience 40%

1. Provide a brief history of the company, including the number of years in business, primary business focus, and number of years providing similar services described in the Scope of

Work.

2. Include work history providing similar services to a municipal agency.

3. Provide three references relative to the services described in the Scope of Work

4. Provide the qualifications of the company and its leadership relative to the services described in the Scope of Work. Provide resumes or statements of qualifications for company leadership.

5. Provide statements of qualifications for all proposed key personnel. Identify the role of each individual and describe the reporting structure for oversight, ensuring quality services.

Include relevant experience and expertise for the last two years.

Method of Approach 35%

1. Provide a narrative that describes the approach to the Scope of Work. Include:

a. Sample daily worksheets used currently.

b. Number of staff to be assigned to the resulting contract.

c. Offeror’s document shall detail the company’s hiring requirements and practices for all staffing levels.

d. Offeror’s document shall provide an overview of the company’s internal training program that demonstrates that the firm’s employees are properly trained, including continuing education programs that provide training.

Price Proposal 25%

Complete and submit Exhibit B, Price Proposal Page.

EXHIBIT A

SCOPE OF SERVICES

The Contractor shall provide the City with custodial services in park restrooms listed herein (Exhibit

C). All specifications apply to all locations except where noted. The fixed monthly rate for restroom custodial services shall include all necessary labor, equipment, and supplies to perform the services as required in this Scope of Work.

The specifications listed below are the minimum requirements and are intended to govern, in general, the requirements desired. These requirements are not intended to replace or supersede the latest industry standards or material and equipment manufacturer's recommendations. The City reserves the right to evaluate variations from these specifications.

1. GENERAL

1.1. The Contractor shall provide the Contract Administrator/designee with a proposed work schedule, the name of the Supervisor(s) who will oversee the work performed and a telephone number(s) by which to contact them. The work schedule shall reflect adequate time for completion of all routine work activities on a daily and weekly basis. Work shall be scheduled to not disrupt the facility's functions and normal day-to-day operations.

The schedule shall identify tasks, frequency of work, and number of workers performing each task. The schedule shall delineate time frames for each task by day of the week. A clear and implemented schedule shall be provided to the Contract Administrator/designee at the beginning of each contract. A new work schedule shall be provided whenever a schedule is delayed, altered, or amended by no later than the end of the current week.

The schedule shall be subject to approval from the Contract Administrator/designee.

Significant changes in the schedule shall be submitted in writing to the Contract

Administrator/designee and accompanied by a proposed revised schedule prior to implementation.

The City reserves the right to make minor adjustments in the schedule at any time to avoid conflict with park construction, maintenance operations, and recreation programs or to serve the City’s needs better.

Contractor shall have a minimum of five years of experience performing similar services in a commercial setting with similar frequencies to a degree and scope similar to those outlined in this solicitation.

2. SUPERVISOR & STAFFING

2.1. Contractor shall always provide one full-time Supervisor on the job site during the scheduled work. The Supervisor must be knowledgeable in their area of responsibility and have no less than twelve (12) months experience with equivalent size and scope in the last twenty-four (24) months, performing in the same capacity. The Supervisor shall always have a contract copy while on the work site.

Contractor shall be required to provide as many personnel as needed to meet the scope of work. In addition, Contractor’s employees shall wear identification badges and a uniform shirt or vest bearing the Contractor’s name and/or logo while on CITY's premises. The badge shall have the Contractor’s employee’s picture, name, and signature. Access to certain designated areas is forbidden by Contractor’s employees. All doors shall be locked, and all lights shall be turned off upon completion of cleaning.

Contractor shall submit a current list of names and addresses of all employees who will perform work under any resultant contract. Changes in the employment list during the contract period shall be reported in writing to the Purchasing Office, Mail Stop 901, P.O. Box 4008, Chandler, AZ

85224-4008, prior to the effectiveness of change.

Contractor shall provide the Contract Administrator/designee with the names and phone numbers of all personnel who will oversee this contract.

Contractor shall require a complete, extensive background investigation of any Contractor employee before beginning work and/or entering a City of Chandler facility. All background investigations shall be conducted at Contractor's expense and shall include, but may not be limited to, background and criminal history checks.

3. WORK SCHEDULE

3.1. Contractor shall clean park restrooms during evening and/or nighttime hours. Contractor’s work hours shall begin no earlier than 10:30 pm and shall be planned to coincide with the daily closing schedule of each facility. Contractor shall be responsible for securing the restrooms following cleaning.

Work shall be performed seven (7) days a week, Monday through Sunday, including holidays.

All restrooms shall be cleaned by 6:00 a.m. daily. No restroom can be cleaned before a park closes. All work shall be completed within the calendar week in which it is scheduled unless circumstances beyond the Contractor’s control occur. All scheduled work NOT completed during the scheduled week shall be reported to the Contract Administrator/designee in writing on Monday of the following week. The report shall explain why work was not completed and plans for completing the work on schedule in the future.

In addition, the Contractor shall submit nightly inspections of each site using JotForm. The reports must be submitted following the nightly cleanings by 8 am. The Daily Work Report

(Exhibit E) shall be submitted to the Contract Administrator/designee on a weekly basis. The

City of Chandler shall provide schedules and other information that may impact the

Contractor's activities.

The Contract Administrator/designee shall perform regular inspections to ensure compliance with contract requirements. It is anticipated that these inspections will be performed daily. A deficiency report will be furnished to the Contractor if deficiencies are noted.

The Contract Administrator/designee shall determine the quality and acceptability levels of any work performed under this contract.

4. CONTRACTOR’S RESPONSIBILITY

Contractor shall comply with the Social Security Act, Worker’s Compensation laws, and

Unemployment laws of the State of Arizona as well as all local, state, and federal legislation, rules, and regulations relevant to Contractor’s business and the performance of all duties associated with custodial service.

4.1. INSPECTION

The Contractor shall provide on-site, full-time supervision and appropriate training to ensure competent work performance. In addition, the Contractor's supervisory personnel shall inspect all premises on a weekly basis during the daytime to ensure a high quality of work by the Contractor's employees. The Contractor shall maintain written reports of such inspections, which shall be given to the City representative after each inspection. The Contractor’s

Supervisor must be literate and fluent in the English language. The Contractor’s employees must have a working knowledge of the English language because they need to read chemical labels, job instructions, and signs and converse with City’s Contract Administrator/designee.

The Contractor shall perform all work described in this solicitation in a satisfactory manner and in accordance with the applicable specifications.

Contractor’s employees shall be required to wear a clean uniform bearing the Contactor’s company name and/or logo. All employees shall conduct themselves in a professional and courteous manner.

Contractor employees are not to be accompanied in the work area by acquaintances, family members, or any other person unless said person is an authorized Contractor employee.

The Contractor shall carry out the operation to prevent damage to existing facilities, grounds, utilities, or other structures. In the event the Contractor causes damage to City property, the

Contractor shall replace or repair the same at no cost to City as directed by the Contract

Administrator/designee. If the damage caused by the Contractor has to be repaired or replaced by the Contract Administrator/designee, the cost of such work shall be deducted from the Contractor’s monthly payments. The Contractor will notify the Contract

Administrator /designee of the damage caused.

The Contractor shall be required to sign each key issued to them. If the Contractor or

Contractor’s employees lose a key, they will be required to pay for the cost of having duplicates made. If a breach of security results from the loss of keys, requiring that locks must be changed or re-keyed, an additional charge per lock will be made. These charges will be deducted from monthly payments made to Contractor.

Contractor shall be required to maintain a 24-hour phone line and/or message service and return calls within one (1) hour. There shall be no additional cost to the City for the phone or service.

4.2. DAILY

Floors, toilet partitions, doors, sinks, toilets, urinals, fixtures, and mirrors shall be washed thoroughly. A high-strength detergent containing a deodorant, and a built-in anti-bacterial agent shall be approved by City and shall be used for this purpose. After being washed, fixtures shall be wiped dry with a clean rag, and floors shall be dried by either forced air or dry mopping. Cleaned surfaces will appear free of streaks or film. Toilets and urinals shall be kept free of hard water deposits and stains. Abrasive and caustic cleaning materials shall

NOT be used to clean the floors, walls, toilet partitions, doors, toilets, urinals, or mirrors.

Trash receptacles shall be emptied and cleaned, and a new liner replaced. Trash and refuse will be bagged, removed from the restroom, and taken off-site for disposal. Trash shall be picked up within ten (10) feet of the restroom building.

The Contractor shall install, maintain, and ensure that each restroom (men’s & women’s) has mechanical odor control devices that work properly. These devices are at NO cost to the

City. The Contractor must submit the type of mechanical odor control device to the Contract

Administrator/designee before installation.

Paper goods and soap shall be replenished as necessary. At least one full roll of toilet paper should be in evidence on each spindle each time serviced, and the soap shall be half full.

Odor suppressant blocks/screens shall be replenished once a month or as needed in urinals.

Urinal Cartridges are replaced once a month or as needed or directed by the Contract

Administrator/designee. The blue seal shall be added to the urinals two times a month or more if directed by the Contract Administrator/designee. The City will provide the cartridges and blue seal.

All restroom facilities shall be maintained free of spider webs. Light fixtures attached to structures shall be cleaned and dust-free. Paper wads/foreign objects shall be removed from ceilings, walls, and other surfaces.

Contractor shall immediately report any graffiti or marking of any kind on any surface in the restroom to the Contract Administrator/designee.

Contractor shall ensure that locks are used and maintained on dispensers with locking devices.

In addition, the restrooms shall be inspected to check for inoperative fixtures and perform any of the above cleaning tasks, which may be necessary to maintain a neat and clean appearance in the restrooms. Contractor shall immediately report any inoperable fixtures or any other issue with the restroom to the Contract Administrator/designee.

Included in the requirements of this solicitation is the cleaning of restrooms at two Transit facilities, items 11 and 14 on the price sheet. These restrooms are used by bus drivers only and are always locked. The awarded company will be provided a key code for entrance and a key for access to a janitor closet. Cleaning at these locations will follow the schedule for all other restrooms listed in the original solicitation, except that work must be completed before 5 AM when bus service begins. The Contractor is also responsible for supplying and replenishing all supplies listed in the specifications at these restrooms. Transit restrooms have air hand dryers.

4.3. WEEKLY

The windows, doors, stall doors, interior walls, and ceilings shall be scrubbed/pressure sprayed weekly with soap and water and wiped dry to maintain a clean, smear-free appearance.

Additional floor care may be necessary to remove all foreign substances, such as gum or tar.

5. RESTROOM PERIMETER AREA (outside of the restroom facilities)

Floors, walkways, doors, drinking fountains, benches, and display areas within a ten (10) foot radius of the restrooms shall be thoroughly cleaned once per day.

Upon request, at the agreed Extra Work pricing, the exterior walls shall be scrubbed/pressure sprayed as necessary to maintain a clean, smear-free appearance.

6. ADDITIONAL MAINTENANCE REQUIREMENTS

The Contractor shall thoroughly inspect and test all restroom fixtures during each cleaning service to ensure they are in good working condition, including but not limited to soap dispensers, mirrors, urinals, toilets, washbasins, and water fountains. Stopped toilets, sinks, etc., shall be plunged to dislodge the stoppage and allow cleaning. Non-corrosive drain cleaners will be used at least one time per month and noted on the Daily Work Report.

In the Daily Work Report, the Contractor shall notify the Contract Administrator/designee of problems with plumbing fixtures, door locks, defective vents, clogged sewer lines, etc. Contractor shall also notify Contract Administrator/designee when light bulbs need replacing.

7. SUPPLIES

Contractor shall provide paper products, plastic trash liners, urinal blocks/screens, mechanical or electrical odor control devices, soap for existing dispensers and/or soap cartridges for (OPS

Vandal Proof Dispensers #1015-01G Archer Manufacturing), cleaning supplies, disinfectants, and equipment for cleaning. City will supply the Contractor with cartridges and blue seal for waterless urinals as needed.

The City uses both standard and the larger 9” toilet paper rolls, which will be required for refilling the restrooms. The 9” roll dispensers being installed are as follows (ASI Surface Mounted Twin

9" Jumbo Roll Toilet Tissue Dispenser -0040).

Should the Contractor not furnish the proper supplies, City will purchase the needed supplies and charge them against the Contractor’s invoice at the City’s cost plus 10%.

8. GENERAL

8.1. RECORDS

Contractor shall keep a Daily Work Report and other reports as required and deliver them to the Contract Administrator/designee daily. These reports may be modified at any time to meet the needs of the Contract Administrator/designee. City will supply a master copy of the form; however, it shall be the Contractor’s responsibility to make copies for employees.

The Daily Work Report will list the employees who worked and their work schedules, details of unusual activities (accidents, vandalism), lost and found articles, property and equipment not in an operating condition (listed by description and location), and other pertinent information.

8.2. SAFETY CONSIDERATIONS

The Contractor shall furnish and place such temporary signs or notices or temporarily close any portion of the site during cleaning operations that the Contractor may deem necessary to warn or adequately protect the public from possible hazardous conditions. Special precautions should be used if power equipment is operated near pedestrians. Caution signs shall be furnished by the Contractor at no additional cost to City.

The Contractor’s employees shall readily notify appropriate authorities of on-site emergencies and call for professional assistance when warranted; for example, in case of fire, dial 911. The Contract Administrator/designee shall immediately be notified of any incidents or conditions relative to public health or safety. Incidents or conditions of a lesser nature will be relayed during the next normal workday.

For any issues with homeless people during the Contractor’s working hours, please call the

Chandler Police Department at 480-782-4000.

Contractor will furnish a list of products used, including cleaning chemicals (and associated

Safety Data Sheets), before the start of the contract, and if the product is changed or another is introduced at any time.

The use of chemical products in the cleaning, sanitizing, and disinfecting of the restrooms will be in accordance with the label’s instructions. Contractor will instruct and ensure that their employees adhere to the directions on the label.

8.3. LOST AND FOUND. Contractor shall provide safe storage for found articles and deliver unclaimed articles weekly to the Contract Administrator/designee. All incidents of lost/found shall be recorded in the Daily Work Report.

8.4. CONSTRUCTION WORK IN THE AREA. When a location is under construction or otherwise taken out of service, the Contractor may be relieved of all or part of the contract obligations for the area designated. Since the Contractor will not perform full service, monthly payments will be reduced. The percentage of reduction will be determined by the City after discussing the scope and extent with the Contractor.

If new locations come into service during the contract, the Contractor shall be requested to submit a negotiable monthly/annual quote. Upon approval by the Contract

Administrator/designee, additions will become part of the contract through properly executed forms.

8.5. CORRECTIVE RE-WORK. The Contract Administrator/designee will determine the quality and acceptability of any work performed under the contract.

When notice of a performance deficiency is delivered to the Contractor, the Contractor shall have four (4) hours from the time of notification to initiate corrective action in any specific instances of unsatisfactory performance. City will not make additional payments for “call in” time that the Contractor may need to schedule for corrective re-work.

Failure to correct unacceptable work within the above specified time frame may result in a reduction of payment or non-payment for the item. All extenuating circumstances will be taken into consideration (delays in supply delivery, adverse weather, etc.); however, the following penalties may be deemed fair and just by the Contract Administrator/designee:

A. Deficiency corrected within established time limit upon first notification - no reduction.

B. Deficiency corrected within established time limit upon second notification (same problem and location) - 25% reduction of line-item bid amount.

C. Deficiency not corrected after second notification (same problem and location, current cycle) - 100% reduction of the line-item bid amount. No payment will be made for the line item.

If the Contractor fails to correct the problem, the City reserves the right to correct the situation by whatever means are in the best interest of the City, with City personnel or by separate contract, and the cost of such actions will be deducted from the Contractor’s monthly invoice.

8.6. EQUIPMENT. The Contractor shall provide and maintain, during the entire period of this contract, sufficient equipment in number, operational condition, and capacity to efficiently perform the work and render the services required by this contract.

Contractor’s vehicles shall be clearly marked with the company name and/or logo. All vehicles must always be maintained in good repair, appearance, and sanitary condition.

8.7. EXTRA WORK. Special Events may require additional restroom service cleanings. Contractor shall submit an hourly labor charge for extra work as part of the price sheet. The rate shall include all labor, equipment, and supplies needed to perform the work. The hourly rate for laborers will remain firm for the duration of the contract.

If City desires additional cleaning and/or service beyond the scope of this contract, the

Contractor shall be requested to submit an estimate to City before work. The estimate will be reviewed by the Contract Administrator/designee. (The City reserves the right to perform the work by others if in the best interest of the City.) Upon completion of an approved service, Contractor shall be paid in accordance with the price sheet for extra work.

EXHIBIT B

PRICE PROPOSAL PAGE

All prices listed shall be tax inclusive.

ITEM

# NAME OF PARK

MONTHLY

PRICE QTY

ANNUAL

PRICE

1. Desert Breeze – Playground restroom facility; 378 sq. ft. $ 12 $

2. Desert Breeze – South Ramada restroom facility; 288 sq. ft. $ 12 $

3. Arrowhead Park – restroom facility; 378 sq. ft. $ 12 $

4. Shawnee Park – restroom facility; 270 sq. ft. $ 12 $

5. Apache Park – restroom facility; 162 sq. ft. $ 12 $

6. Navarrete Park – restroom facility; 108 sq. ft. $ 12 $

7. Pima Park – restroom facility; 270 sq. ft. $ 12 $

8. Folley Park – restroom facility; 480 sq. ft. $ 12 $

9. Tumbleweed Park East – restroom facility; 540 sq. ft. $ 12 $

10. Tumbleweed Park Playtopia restroom facility; 700 sq. ft. $ 12 $

11.

**Transit Facility - Tumbleweed – Park & Ride restroom facility; 100 sq.

ft.

$ 12 $

12. Tumbleweed Park West Soccer Complex restroom facility 647 sq. ft. $ 12 $

13. Tumbleweed Park Softball Complex restroom facility 608 sq. ft. $ 12 $

14.

**Transit Facility - Chandler Fashion Center Transit Station restroom facility; 100 sq. ft.

$ 12 $

15. Chuparosa Park – Restroom Facility; 578 sq. ft. $ 12 $

16. A. J. Chandler Park – restroom facility; 360 sq. ft. $ 12 $

17. Snedigar Park – Baseball Complex restroom facility; 372 sq. ft. $ 12 $

18. Snedigar Park – West Soccer Field restroom facility; 712 sq. ft. $ 12 $

19. Snedigar Park – East Soccer Field restroom facility; 712 sq. ft. $ 12 $

20. Nozomi Sportsplex Ball field – restroom facility; 486 sq. ft. $ 12 $

21. Nozomi Dog Park – restroom facility; 270 sq. ft. $ 12 $

22. Espee Park – restroom facility; 540 sq. ft. $ 12 $

31. Tibshraeny Park – restroom facility; 300 sq. ft. $ 12 $

24.

Paseo Vista Park–restroom facilities

(2) by Archery range; 250 sq. ft. ea. & (2) by Playground area; 250 sq. ft.

25. Veterans Oasis Park – restroom facility; 360 sq. ft. $ 12 $

TOTAL FOR ITEMS 1-25 $

* On-call as needed. **Transit Facilities to be invoiced directly to Transit Services.

COMPANY NAME: _____________________________

EXTRA WORK:

Hourly rate for extra work, inclusive of equipment and supplies $ per hour

Hourly rate for exterior wall cleaning, inclusive of equipment and supplies $ per hour

Hourly rate for steam cleaning, inclusive of equipment and supplies $ per hour

ALTERNATE:

Possible and/or additional weekend or daytime cleaning of the following restrooms as requested by the

Contract Administrator/designee.

ITEM

# NAME OF PARK

PRICE PER

SERVICE

24. Nozomi Baseball Complex restroom facility $

25. Snedigar East Soccer Field restroom facility $

26. Snedigar West Soccer Field restroom facility $

27. Snedigar Baseball Complex restroom facility $

28. Chuparosa restroom facility $

29. Desert Breeze Playground restroom facility $

28. Desert Breeze South Ramada restroom facility $

30. Arrowhead restroom facility $

31. Pima restroom facility $

32. Folley Park restroom facility $

33. Espee Park restroom facility $

34. Tumbleweed Ranch – restroom (ON-CALL); 98 sq. ft. $

35. Tumbleweed West Soccer Complex restroom facility $

36. Tumbleweed Softball Complex restroom facility $

37. Tumbleweed Playtopia restroom facility $

TOTAL FOR ITEMS 24-37 $

The alternate list shall be included in the award if funds permit. The City reserves the right to award or deny the alternate work.

COMPANY NAME: _____________________________

EXHIBIT C

PARK RESTROOM ADDRESSES

NAME OF PARK

ADDRESS (APPROXIMATE)

Desert Breeze 660 N. Desert Breeze Blvd, East

Arrowhead Meadows Park 1475 W. Erie St.

Shawnee Park 1400 W. Mesquite St.

Apache Park 1300 N. Hartford St.

Navarrete Park 501 W. Harrison St.

Pima Park 625 N. McQueen Rd.

Folley Memorial Park 601 E. Frye Rd.

Tumbleweed Park 2250 S. McQueen Rd.

Chandler Fashion Center Transit

Station

3334 W Fry Rd.

Chuparosa Park 2400 S. Dobson Rd.

A. J. Chandler Park 3 S. Arizona Pl.

Snedigar Sportsplex 4500 S. Basha Rd.

Nozomi Park 250 S. Kyrene Rd.

Espee Park 450 E. Knox Rd.

Tibshraeny Family Park 270 N. Cottonwood

Paseo Vista 3850 S. McQueen Rd.

Veterans Oasis Park 4050 E. Chandler Heights Rd.

PARKS ADDRESS

Men's -

Bulk Soap

Dispenser

Women's -

Bulk Soap

Dispenser

Men's -

Cartridge

Soap

Dispenser

Women's -

Cartridge

Soap

Dispenser

Men's-sinks

Women's-sinks

*Transit - Chandler Fashion Center Transit Station 3334 W Fry Rd. 1 1 1 1

*Transit - Tumbleweed – Park & Ride Hamilton & Germann swc 1 1 1 1

A. J. Chandler Park 3 S. Arizona Pl. 1 1 2 2

Apache Park 1300 N. Hartford St. 1 1 1 1

Arrowhead Meadows Park 1475 W. Erie St. 1 1 2 2

Chuparosa Park 2400 S. Dobson Rd. 1 1 2 2

Desert Breeze (North - by playground) 660 N. Desert Breeze Blvd 1 1 2 2

Desert Breeze (South - by ramadas) 660 N. Desert Breeze Blvd 1 1 1 1

Espee Park 450 E. Knox Rd. 1 1 2 2

Folley Memorial Park 601 E. Frye Rd. 1 1 2 3

Navarrete Park 501 W. Harrison St. 1 1 1 1

Nozomi (Ballfields) 250 S. Kyrene Rd. 1 2 2 3

Nozomi (Dog Park) 250 S. Kyrene Rd. 1 1 1 1 1 1

Paseo Vista - (Archery Range) 3850 S. McQueen Rd. 2 2 2 2

Paseo Vista - (Playground) 3850 S. McQueen Rd. 2 2 2 2

Pima Park 625 N. McQueen Rd. 1 1 1 1

Shawnee Park 1400 W. Mesquite St. 1 1 1 1

Snedigar East (east Expansion) 4500 S. Basha Rd. 1 1 1 1 2 2

Snedigar West (north - Soccer Fields) 4500 S. Basha Rd. 2 1 1 2 2

Snedigar West (south - Baseball Fields 1-6) 4500 S. Basha Rd. 1 1 1 1

Tibshraeny Family Park 270 N. Cottonwood 1 1 1 1

Tumbleweed Park East 2250 S. McQueen Rd. 1 1 2 2

Tumbleweed Park – Playtopia 2250 S. McQueen Rd. 1 1 2 2

Tumbleweed Park West Soccer Complex 2250 S. McQueen Rd. 5 5 5 5

Tumbleweed Park Softball Complex 2250 S. McQueen Rd. 3 3 3 3

Tumbleweed Ranch 2250 S. McQueen Rd. 1 1 1 1

Veterans Oasis Park 4050 E. Chandler Heights Rd. 1 1 1 1

* Restrooms overseen & billed directly to Transit Totals 8 7 30 32 46 48

Bulk Liquid Soap Dispensers

OPS Soap Dispensers - Cartridge 1015-01G Archer Mfg.

Waxie Soap Dispensers - Cartridge 5150-06-BCE00YL

EXHIBIT D

RESTROOM DETAILS

PARK FLOOR SF TOILETS URINALS SINKS MIRRORS FOUNTAINS

1 Desert Breeze – Playground restroom facility; 378 sq. ft. 378 6 2 4 4 1

2 Desert Breeze – Ramada restroom facility; 288 sq. ft. 288 3 1 2 2 0

3 Arrowhead Park – restroom facility; 378 sq. ft. 378 6 2 4 0 1

4 Shawnee Park – restroom facility; 270 sq. ft. 270 3 1 2 2 2

5 Apache Park – restroom facility; 162 sq. ft. 162 3 1 2 0 0

6 Navarrete Park – restroom facility; 108 sq. ft. 108 2 0 2 2 1

7 Pima Park – restroom facility; 270 sq. ft. 270 3 1 2 2 2

8 Folley Park – restroom facility; 480 sq. ft. 480 4 2 4 0 1

9 Tumbleweed Park – East restroom facility; 540 sq. ft. 540 5 1 4 4 2

10 Tumbleweed Park – Playtopia restroom facility; 700 sq. ft. 700 9 3 4 4 1

11 Tumbleweed Park – West Soccer Complex restroom facility; 647 sq. ft. 647 10 0 10 10 2

12 Tumbleweed Park – Softball Complex restroom facility; 608 sq. ft. 608 10 10 6 2 4

13 *Transit - Tumbleweed – Park & Ride restroom facility; 100 sq. ft. 100 1 0 1 1 2

14 *Transit - Chandler Fashion Center Transit Station restroom facility; 100 sq. ft. 100 1 0 1 1 0

15 Chuparosa Park – Restroom Facility; 578 sq. ft. 578 6 2 4 3 1

16 A. J. Chandler Park – restroom facility; 360 sq. ft. 360 7 2 4 4 0

17 Snedigar Park – Baseball Field restroom facility; 372 sq. ft. 372 6 2 2 2 0

18 Snedigar Park – Soccer Field restroom facility; 712 sq. ft. 712 9 3 4 4 2

19 Snedigar Park – East restroom facility; 712 sq. ft. 712 9 3 4 4 2

20 Nozomi Sportsplex Ball field – restroom facility; 486 sq. ft. 486 5 2 5 1 2

21 Nozomi Dog Park – restroom facility; 270 sq. feet 270 3 1 2 2 0

22 Espee Park – restroom facility; 540 sq. feet 540 9 3 4 4 2

23 Tibshraeny Park – restroom facility; 300 sq. ft. 300 3 1 2 2 2

24 Paseo Vista Park–restroom facilities; 392 sq. ft. 392 8 0 8 8 4

24 Tumbleweed Farm - restroom facilities; 98 sq. ft. 98 2 0 2 2 1

25 Veterans Oasis Park - restroom facilities; 360 sq. ft 360 3 1 2 2 1

10,209 136 44 91 72 36

*Transit Facility (to be invoiced directly to Transit Services)

DATE: CONTRACTOR:

INSPECTED BY: RESTROOM LOCATION:

Please describe all “Yes” answers with detailed information. Use the back of this form for more space.

1. Any problems or issues requiring additional or immediate attention?

____No ____Yes Describe:______________________________________________

2. Any damage or vandalism? ____No ____Yes Describe:______________________________________________

3. Any repairs needed? ____No ____Yes Describe:______________________________________________

4. Any lost and found items? ____No ____Yes Describe:______________________________________________

5. Any scheduled areas not serviced? ____No ____Yes Describe:______________________________________________

6. Amount of inventory used (only if applicable):

Trash liners______ Toilet Paper______ Seat covers______ Paper towels______

Waterless Cartridges_______ Soap Cartridges________

7. Comments:

Employee Name Time In Time Out Employee Name Time In Time Out

EXHIBIT E

DAILY WORK REPORT

PARKS RESTROOM MAINTENANCE

Additional Check Sheet (daily unless noted otherwise)

FLOORS & WALLS CLEANED

(SWEPT/MOPPED/SPRAYED)

MIRRORS CLEANED

TOILET PARTITIONS WIPED FIXTURES WIPED

DOORS CLEANED TRASH RECEPTACLES EMPTIED

SINKS CLEANED SPIDER WEBS REMOVED

TOILETS CLEANED TRASH PICKED UP (OUTSIDE AND INSIDE)

URINALS CLEANED TOILET PAPER RESTOCKED

MECHANICAL ODOR CONTROL CEILING (WALLS CLEANED)

URINAL CAKES/SCREENS REPLACED WATER FOUNTAINS CLEANED

SOAP DISPENSERS FILLED CEILINGS CLEANED (WEEKLY)

OUTSIDE PERIMETER AREA CLEANED WINDOWS CLEANED (WEEKLY)

City Clerk Document No.

City Council Meeting Date:

CITY OF CHANDLER SERVICES AGREEMENT

PARK RESTROOM CLEANING SERVICES

CITY OF CHANDLER AGREEMENT NO. CS5-910-4862

THIS AGREEMENT (Agreement) is made and entered into by and between the City of Chandler, an Arizona municipal corporation (City), and [INSERT NAME OF SERVICE PROVIDER], [INSERT JURISDICTION AND BUSINESS

ORGANIZATION] (Contractor), (City and Contractor may individually be referred to as Party and collectively referred to as Parties) and made , 20 (Effective Date).

RECITALS

A. City proposes to provide park restroom cleaning services as more fully described in Exhibit A, which is attached to and made a part of this Agreement by this reference.

B. Contractor is ready, willing, and able to provide the services described in Exhibit A for the compensation and fees set forth and as described in Exhibit B, which is attached to and made a part of this Agreement by this reference.

C. City desires to contract with the Contractor to provide these services under the terms and conditions set forth in this Agreement.

AGREEMENT

NOW, THEREFORE, in consideration of the premises and the mutual promises contained in this Agreement, City and Contractor agree as follows:

SECTION I: DEFINITIONS

For purposes of this Agreement, the following definitions apply:

Agreement means the legal agreement executed between the City and the Contractor

City means the City of Chandler, Arizona

Contractor means the individual, partnership, or corporation named in the Agreement

Days means calendar days

May, Should means something that is not mandatory but permissible

Shall, Will, Must means a mandatory requirement

SECTION II: CONTRACTOR’S SERVICES

Contractor must perform the services described in Exhibit A to the City’s satisfaction within the terms and conditions of this Agreement and within the care and skill that a person who provides similar services in Chandler, Arizona exercises under similar conditions. All work or services furnished by Contractor under this Agreement must be performed in a skilled and workmanlike manner.