CITY OF DETROIT

OFFICE OF CONTRACTING AND PROCUREMENT

REQUEST FOR QUOTE

RFQ NO. 547649

DSS#2 – Janitorial/Custodial Services – Detroit Detention Center

Buyer: A. Clark

EVENT / ACTIVITY DUE DATE / TIME

ADVERTISEMENT DATE July 10, 2026

QUESTIONS DUE To Be Announced

All questions must be submitted online in the

Supplier Portal

PRE-BID CONFERENCE To Be Announced

ANSWERS DISTRIBUTED To Be Announced

QUOTES DUE DATE * August 14, 2026 @ 4:00p.m. EST

In the Supplier Portal as specified in this RFQ.

* Respondents must register in Bonfire (EUNA Procurement) to download bid documents and submit bids. The City cannot guarantee the accuracy of any bid documents obtained from outside of Bonfire, and bids submitted outside of Bonfire will not be accepted. Detailed resources about registering and bidding, including video tutorials and live, virtual office hours, are available at www.detroitmi.gov/suppliersupport.

Questions about the specifics of this RFQ must be asked within the Bonfire Messages interface for the bid on or before the date and time indicated above. Questions asked via phone, email, and/or other means will not be answered.

Quotes must be uploaded in Bonfire on or prior to the date and time indicated above. Late and/or emailed quotes will not be accepted.

https://detroit.bonfirehub.com/ http://www.detroitmi.gov/suppliersupport

1. PROJECT REQUEST

The City of Detroit Office of Contracting and Procurement (OCP) requests for quotes from qualified Respondents to render certain technical or professional services ("Services") as set forth in this RFQ to provide Janitorial/Custodial Services for the Detroit Detention Center. Award will be made to approved DSS#2 Janitorial/Custodial Suppliers only. Suppliers must be in compliance with all requirements for award.

2. BACKGROUND/DESCRIPTION OF ENVIRONMENT

It is the responsibility of the Bidder to review General Conditions. In your quotation a distinction between dollars and cents must be made. Also, illegible bids may be grounds for rejection of your bid. All changes made to the bid form altering, price, terms, quote and/or conditions. MUST be crossed out and initialed. Failure to initial any changes will be grounds for rejection of your bid.

The City of Detroit is seeking a vendor to provide commercial janitorial services for the Detroit

Detention Center (DDC). The Detroit Police Department (DPD) averages approximately 20,000 detainees (age 18 and over) a year, equating to 1,666 per month, 385 per week, and 55 per day. The average of detainees in custody per day is 84, and the maximum number of detainees the DDC can house is 200 detainees (150 males and 50 females).

Under the administration of the General Services Department (GSD), the vendor will provide on-site cleaning (janitorial) services at the DDC for Buildings 100, 200, and 500.

The DDC is a 24 hours per day, 7 days per week (24/7) facility. The vendor will provide janitorial services for the DDC on a custom schedule attached in the bid sheet. All contract employees are to be bonded and have successfully completed all security clearances through the Michigan

Department of Corrections and/or the Detroit Police Department.

3. AWARD CLAUSE INCLUDING RENEWAL OPTIONS

If a contract is awarded as a result of this RFQ, it will be a City of Detroit Professional Services

Contract (Attachment E). The term of the contract will be until July 31, 2027 with one (1) one-year renewal option. Any renewal option exercised under this contract is effective only after the approval of the Detroit City Council and signed by the Chief Procurement Officer. The City anticipates one or multiple awards as a result of the RFQ. Award will be made to approved

Detroit Supply Schedule Suppliers (DSS#2) – Janitorial/Custodial suppliers only.

4. MINIMUM QUALIFICATIONS

Bidders must have a minimum of five (5) years of experience providing commercial custodial services at the same, or similar, scope as described here within the attached Statement of Work

(high traffic with similar square footage and frequency in cleaning a large structure).

References provided should have these types of structures listed. Items at the DDC requires cleaning every two hours.

Bidders must be an approved DSS#2 Janitorial/Custodial supplier and in compliance with all

DSS#2 requirements.

Bidders must have proof of bonding. This proof should be included with your organization’s bid response.

Bidders who had properties removed or notification of properties to be removed within the past 6 months will not be eligible for award.

5. PREVIOUS EXPERIENCE

The City’s experience with the bidder on previous contracts will be considered in determining the award.

6. STATEMENT OF WORK

DEFINITIONS

The following definitions apply to this specification:

All Inclusive Rate - All direct and indirect costs including, but not limited to, overhead, fee or profit, clerical support, travel expenses, safety equipment, materials, supplies, managerial support and all documents, forms, and reproductions thereof.

Vendor - An entity submitting a proposal that may be an individual, company, corporation, or other form of organization. Considered singular or plural whenever used.

Facility - A building or group of buildings. For this specification, facilities are those listed herein and are synonymous with buildings. Considered singular or plural whenever used.

Legal Holiday - Holidays that fall on Saturday will be observed on the preceding Friday;

holidays that fall on Sunday will be observed on the following Monday. These recognized holidays are subject to change upon legislative action. The following holidays are recognized by the City:

New Year’s Day Veterans Day

Martin Luther King, Jr. Day Thanksgiving Day

Good Friday Day after Thanksgiving Day

Memorial Day Christmas Eve

Juneteenth Christmas Day

Independence Day New Year’s Eve

Labor Day

Supplies - General purpose consumable items which commonly have a shorter life span in use than equipment and machines, and which are stocked for recurring use.

DESCRIPTION OF SERVICES

The work to be performed under the contract consists of furnishing qualified personnel, proper cleaning equipment, and supplies needed to provide commercial janitorial services and building maintenance for the City of Detroit – Detroit Police Department (DPD) at the Detroit Detention

Center (DDC) for Buildings 100, 200, and 500. The DDC is located at 17601 Mound Rd, Detroit, Michigan 48212. The City of Detroit reserves the right to include additional locations for the contract duration.

EQUIPMENT, TOOLS, AND MATERIALS

The vendor shall provide all commercial equipment and tools, both powered and unpowered, required to perform the services described in this specification. Such equipment shall include but is not limited to cleaning carts, floor scrubbing and high-speed buffing machines, hand carts, wet/dry vacuums, mopping tanks, vacuum cleaners, brooms, mops (wet/dry), ladders, dust pans, pails, scrub brushes, scrapers, polishing materials such as stainless steel and furniture cleaners, applicators, clean rags, etc.

Other equipment required: power washers, water hoses, litter pick up vacuum cleaners or backpacks, commercial type carpet cleaners both portable and truck mounted for deep cleaning of high traffic heavily soiled/stained carpeting.

All equipment and tools shall be maintained and in proper working conditions. All electric or powered equipment shall be inspected daily, shall be properly grounded, and shall not generate any unhealthy fumes or unsafe conditions while being operated.

Vendor will provide the consumable items that will be used during this contract such as, but not limited to toilet paper, hand towels such as c-folds towels, and garbage bags. Vendor shall provide current pricing for all consumables. Pricing of bags, toilet paper, and c-fold towels shall be by the case with the quantity/case stated.

The vendor shall submit a formal list of monthly materials that will be used, with quantities for approval to the Building Services Manager or designated representative, two (2) weeks prior to each monthly delivery (deliveries to be the first week of the month) unless otherwise agreed to in writing by the vendor and Building Services Manager or designated representative. All cleaning agents, chemicals, soaps, detergents, oils, trash and basket liners, and all other related and required custodial products to be used by the vendor shall be approved prior to use. All materials shall be

“top of the line products”, the vendor shall provide copies of the MSDS information for all products on premises. The MSDS information will be provided to the Building Services Manager or designated representative, prior to bringing products on-site. The MSDS copies will be kept in a binder close to where the products are stored, and copies must be given to DDC’s Building Services

Manager or designated representative prior to bringing them on site or whenever requested. Both

DDC and the vendor will comply with the MIOSHA, “Right to Know” (RTK) laws and regulations during the life of the contract(s).

Materials for floor maintenance shall meet or surpass the industry standards as established by the

Chemical Specialties Manufacturer’s Association where applicable. When not in use, the vendor’s tools and equipment shall be returned to the caged storage areas located in the stairwells of the basement. The Building Services Manager or their designated representative shall have a key to each storage cage to lock up in the key cabinet in case there is an Emergency, and the storage area needs to be unlocked. Another set of keys shall be given to DDC’s Building Services Manager for the same reasons.

The vendor shall keep all janitorial closets and storage areas in a clean, neat, and orderly fashion and free of any objectionable odors. Janitor closets are located on each floor. DDC will decide if the vendor may use these closets for the storage of toilet paper and c-fold towels, etc. for each floor to minimize the time required to service each floor. To prevent clogging, wastewater from mopping shall not be emptied into utility sinks. The vendor shall be responsible for unclogging utility sinks in the event any wastewater from mopping is emptied into the utility sinks.

The vendor shall maintain a two (2) month supply of working stock which may be required to perform tasks outlined in this specification. All cleaning detergents, soaps, and disinfectants shall not exceed a pH value of 11, unless otherwise requested in writing and approved.

The vendor is required to supply plastic trash can liners for all waste containers of 1-mil small, 2-mil medium, and 3-mil large, or other approved sizes. The liners are meant to keep these containers in a clean and sanitary condition. All trash receptacles must be maintained in such a manner to prevent the buildup of offensive odors, vermin, and fly infestation conditions. The areas around the receptacles must be maintained and kept free of litter.

PERSONNEL REQUIREMENTS

The Building Services Manager shall arrange for the DDC to issue identification badges to all personnel assigned to work on or around the premises of each facility during the life of the contract.

The vendor shall make their employees available for photo identification badges, on a schedule to be worked out with DDC’s Building Services Manager.

All personnel shall be instructed to present their ID Badges to Security staff upon entrance into any facility when reporting to work and shall display their badges while working. Unauthorized individuals will not be allowed on the property. The vendor shall see that all employees wear their

DDC badges during duty and surrender them upon request to the Security staff or other designated representatives of DDC.

The vendor shall immediately notify DDC’s Building Services Manager when an employee is dismissed or terminated, or if badges become lost. Employees of the vendor will be held accountable for their badges during the life of the contract; lost badges may be replaced at DDC’s charge of $25.00 or the applicable rate at the time.

All vendor’s cleaning personnel shall wear a standard uniform acceptable to the Building Services

Manager or their designated representative and shall include DDC’s badge for proper and immediate identification. The uniform shall clearly identify the name of the vendor’s company.

Employees shall wear uniforms consisting of shirts and trousers, coveralls or smocks for men and dresses, skirts and blouses, slacks or smocks, as appropriate for women.

The uniform shall have the vendor’s name easily identifiable and affixed in a permanent manner such as a badge/monogram. Color or color combinations, as appropriate, may be used for the uniforms and shall be approved by DDC. Employees shall be required to dress neatly to commensurate with the tasks being performed, whether inside or outside, day or evening, and as related to the seasons of the year. The preceding uniforms and identification details shall be subject for review by the Building Services Manager or their designated representative.

The vendor shall initiate a police security check for each assigned employee and the results submitted by the vendor’s representative to DDC before an employee enters on duty. The vendor will be notified if any employee is determined to be unsuitable for work at DDC. DDC’s determination shall be final.

Equipment operators must be properly trained before being assigned to operate equipment. DDC may require the operator to demonstrate proficiency, which is satisfactory to the Building Services

Manager or designated representative. The vendor shall have sufficient personnel trained to operate their equipment.

The vendor must purchase and install a time clock or work out an agreement with the Building

Services Manager or their representative within ten (10) days of the contract starting date. The time clock should be located in an approved area of the facility. Vendor employees who punch timecards for others or who fail to sign daily payroll records are subject to disciplinary action and permanent dismissal from DDC work and premises. Timesheets will be submitted by the vendor to the

Building Services Manager or designated representative on a weekly basis.

Staffing by the vendor will be maintained at specific levels to perform all assigned tasks in a smooth and orderly manner. DDC staff will verify that the vendor meets staffing requirements for the facility cleaning schedule. Staffing patterns shall not be changed without specific written approval the Building Services Manager or representative of DDC.

SCOPE OF WORK

The vendor shall perform janitorial services at each facility listed below per the detailed specifications (on a daily, weekly, monthly, and/or annual basis) and must provide supplies for each site per the specifications, on a weekly basis.

The awarded vendor shall adhere to all requirements stated in the RFQ application, in addition to the items listed in this solicitation, including the requirements for the Janitorial/Custodial

Supervisor and Janitor/Custodian.

All EMERGENCIES for all facilities shall be brought to the immediate attention of DDC by calling the Control Center (Dispatch) at (313) 933-3437.

All waste from waste baskets, trash and rubbish containers, ash trays (make sure all cigarettes are extinguished), and other designated rubbish shall be brought by the vendor to designated collection area(s) and deposited in the designated trash roll-off dumpster(s) by the end of the shift. The vendor shall not use any other dumpsters such as, but not limited to, the “Metal Only” roll-off dumpsters.

The vendor will bear the cost of removing trash from the wrong dumpster(s) or area(s).

The vendor’s personnel shall exercise caution when moving furniture or other large objects while preparing floors for cleaning, stripping, or waxing. Equipment used for moving shall not scratch or mar floors or carpets.

The vendor will be held responsible for damage caused to furniture, equipment, walls, or other items while moving same by their employees.

Cleaning methods/techniques, as well as all standards of service, shall have prior approval of the

Building Services Manager or their designated representative before being instituted.

Remove all graffiti from the exterior or interior walls of the Facility Building. Clean all interior doors and door glass on both sides.

The vendor shall provide a weekly attendance report for all employees. The reports shall be received by the Building Services Manager or designated representative on Mondays, or the day proceeding scheduled time off, if a holiday falls on Monday.

The vendor shall provide and keep drug screen records for all employees and follow the required guidelines of the Michigan Department of Corrections and/or the Detroit Police Department. The vendor shall provide criminal background checks for all employees.

All grounds and building issues or defects shall be brought to the attention of the Building Services

Manager or designated representative.

Pursuant to Michigan law, all agencies subject to IRS Pub. 1075 are required to ask the Michigan

State Police to perform fingerprint background checks on all employees, including Contractor and

Subcontractor employees, who may have access to any database of information maintained by the federal government that contains confidential or personal information including, but not limited to, federal tax information. Further, pursuant to Michigan law, any agency described above is prohibited from providing Contractors or Subcontractors with the result of such background check.

For more information, please see Michigan Public Act 427 of 2018. Upon request, or as may be specified in the scope of work. Contractor must perform background checks on all employees and subcontractors and its employees prior to their assignment. The scope is at the discretion of the

State and documentation must be provided as requested. The Contractor is responsible for all costs associated with the requested background checks. The State, in its sole discretion, may also perform background checks.

Housekeeping Plan Objective

The objective of this housekeeping plan is to establish set guidelines and standards to be followed to ensure the cleanliness and proper upkeep of the DDC property is maintained. These set guidelines are made available to all DDC members, so they can properly train and supervise DDC

Vendor Staff when necessary. All DDC staff members are held responsible for the order and cleanliness of their assigned areas, this housekeeping plan will provide the needed information to assist staff in following the required guidelines.

All Vendor Staff are hired and assigned by Vendor Management. Refusal to properly complete an assignment/duty will be considered as quitting.

Building #200 – 7 x Week Service

• Daily Restroom Cleaning

• Daily Floor Sweeping & Mopping, Vacuuming

• Daily Trash Removal

Additional Services

• Strip & Wax Restroom Floor

• Scrub Cement Floors

Building #100

Vendor Staff Information:

1. Vendor staff must have completed the DDC Safety Orientation and complete a CAJ-100 form on the first day of their assignment.

2. Vendor staff MUST follow all DDC Safety Procedures.

3. Vendor staff in this area are responsible for:

• Lobby areas

• Hallways and stairwells

• All bathrooms

• All vendor closets

• All storage/supply rooms

• All offices and conference rooms

• All employee break areas

• All sidewalks and outside areas surrounding the Building #100 including gardens.

4. Vendor staff are to request permission from staff working in the area before entering any vacant rooms other than the Vendor Storage Closet.

5. Vendor staff are to report to the facility Secretary and/or Inspector for direction as needed.

6. The following is just a guideline: Vendor Staff may be directed by any DDC staff member to complete a specific assignment/task.

7. Vendor staff are required to keep track of time to ensure that all duties are properly and thoroughly completed prior to the end of their shift.

AM VENDOR TASKS (0800-1600)

DAILY TASKS

• Ensure the coffee area is always neat and clean Sweep/Dust mop all floors*

• Vacuum all carpeting and rugs*

• Wet mop floors w/ plain warm water only*

• Dust all surfaces including walls, fire and key boxes, doors, railings, shelves, ledges and windowsills

• Wash all glass and mirrored surfaces*

• Every two (2) hours, clean and sanitize/disinfect all surfaces; including all drinking fountains*

• Empty all trash containers both inside and outside of the building. Properly clean all sinks, toilets, and urinals

• Ensure all bathroom surfaces are clean and sanitized (it is very Important that the bathrooms are always kept clean and sanitized)*

• Ensure all bathrooms are stocked with supplies (i.e., soap, paper towels, toilet paper)

• Sanitize and clean all surfaces in the staff break room

• Clean out the microwaves in the staff break room

• Empty the paper shredders when full

• Ensure the Vendor closets are always kept clean and organized

• Wipe down all non-cushioned chairs

• Clean and organize supply storage area

• Refill all caustic bottles and store them on shelf (labels facing forward)

• Other tasks assigned by staff working in the area

AM VENDOR TASKS (0800-1600)

WEEKLY TASKS

• Wash and sanitize all trash containers Brush/dust all heating vents and registers

• Wash all walls and doors

• Wipe down and sanitize all office furniture

• Thoroughly clean the inside of the refrigerators in the staff break rooms

• Vacuum, empty trash, wipe down and dust all surfaces in the conference room after each use

• Clean all scuff marks off the walls, base boards, and floors

MONTHLY TASKS

• Remove dust/debris from all ceiling vents

PM VENDOR TASKS (1600-2200)

DAILY TASKS

• Ensure the coffee area is always neat and clean Sweep/Dust/Mop all floors*

• Vacuum all carpeting and rugs*

• Wet mop floors with plain warm water only*

• Dust all surfaces including walls, fire and key boxes, doors, railings, shelves, ledges and windowsills

• Wash all glass and mirrored surfaces*

• Every two (2) hours, clean and sanitize/disinfect all surfaces; including all drinking fountains*

• Empty all trash containers both inside and outside of the building. Properly clean all sinks, toilets, and urinals

• Ensure all bathroom surfaces are clean and sanitized (it is very important that the bathrooms are always kept clean and sanitized)*

• Ensure all bathrooms are stocked with supplies / i.e., soap, paper towels, toilet paper

• Sanitize and clean all surfaces in the staff break room

• Clean out the microwaves in the staff break room Empty the paper shredders when full

• Ensure the Vendor closets are always kept clean and organized Wipe down all non-cushioned chairs

• Clean and organize supply storage area

• Refill all caustic bottles and store them on shelf (labels facing forward)

PM VENDOR TASKS (1600-2200)

WEEKLY TASKS

• Wash and sanitize all trash containers

• Brush/dust all heating vents and registers Wash all walls and doors

• Wipe down and sanitize all office furniture

• Thoroughly clean the inside of the refrigerators in the staff break rooms

• Vacuum, empty trash, wipe down and dust all surfaces in conference room after each use

• Clean all scuff marks off the walls, base boards, and floors

• Remove dust/debris from all celling vents

MN VENDOR TASKS (2200-0800)

DAILY TASKS

• Ensure the coffee area is always neat and clean Sweep/Dust mop all floors*

• Vacuum all carpeting and rugs*

• Wet mop floors w/ plain warm water only*

• Dust all surfaces including walls, fire and key boxes, doors, railings, shelves, ledges and windowsills

• Wash all glass and mirrored surfaces*

• Every two (2) hours, clean and sanitize/disinfect all surfaces; including all drinking fountains*

• Empty all trash containers both inside and outside of the building

• Properly clean all sinks, toilets, and urinals

• Ensure all bathroom surfaces are clean and sanitized (it is very important that the bathrooms are always kept clean and sanitized)*

• Ensure all bathrooms are stocked with supplies (i.e., soap, paper towels, toilet paper)

• Sanitize and clean all surfaces in the staff break room

• Clean out the microwaves in the staff break room Empty the paper shredders when full

• Ensure the Vendor closets are always kept clean and organized

• Wipe down all non-cushioned chairs

• Clean and organize supply storage area

• Refill all caustic bottles and store on shelf (labels facing forward)

• Report to Building #500 to collect and dump trash before 0800

MN VENDOR TASKS (2200-0800)

WEEKLY TASKS

• Wash and sanitize all trash containers Brush/dust all heating vents and registers

• Wash all walls and doors

• Wipe down and sanitize all office furniture

• Thoroughly clean the inside of the refrigerators in the staff break rooms

• Vacuum, empty trash, wipe down and dust all surfaces in conference room after each use

• Clean all scuff marks off the walls, base boards, and floors

• Remove dust/debris from all ceiling vents

BUILDING #500

Building #500 Vendor Information:

8. Vendor Staff must have completed the DDC Safety Orientation and complete a CAJ-100 form on the first day of their assignment.

9. Vendor Staff MUST follow all DDC Safety Procedures.

10. Vendor Staff in this area are responsible for:

• Lobby areas

• Hallways and stairwells

• All bathrooms

• All vendor closets

• All storage/supply rooms

• All offices and conference rooms

• All employee break areas

• All sidewalks and outside areas surrounding Building #500, including gardens

11. Vendor Staff are to request permission from staff working in the area before entering any vacant rooms other than the Vendor Storage Closet.

12. Vendor Staff are to report to the Inspector for direction as needed.

13. The following is just a guideline: Vendor Staff may be directed by any DDC staff member to complete a specific assignment/task.

14. Vendor Staff are required to keep track of time to ensure that all duties are properly and

15. thoroughly completed prior to the end of their shift.

Building #500

AM VENDOR TASKS

(0800-1600)

• Thoroughly clean and sanitize all mattresses after use, store in appropriate cells after cleaning

• Wet mop floors with plain warm water*

• Clean all staff areas

• Every two (2) hours, clean and sanitize/disinfect all surfaces; including all drinking fountains*

• Pick up all trash and debris from outside

• Scrub all staff sinks, toilets, and urinals

• Ensure all staff bathroom surfaces are clean, sanitized, and stocked with toiletries

• Ensure the Vendor Closets and supply closets are always kept clean/neat. Reminder: Keep caustics stored in the caustic closet (do not mix caustics with paper supplies)

• Wash all laundry as needed.

• Vendor Staff may be asked to assist in special projects assigned by a DDC staff member

• Organize the laundry room: make sure all orange jumpsuits are neatly folded and placed on clean shelves according to size in the proper storage area. All soiled orange jumpsuits are to be placed in the soiled clothing bin.

• With prior permission – empty trash, sweep and mop floor of H/Care.

• Sweep and mop the laundry room floor at least once per shift.

• Wash the laundry room door, handle, and window.

• Sanitize any doorknobs and handles every two (2) hours.

• Wash and sanitize all trash containers

• Replenish/secure two (2) rolls of toilet paper in the toilet paper dispensers of all bullpens as needed

• Keep staff bathrooms stocked with supplies (i.e. soap, paper towels, toilet paper)

• Sanitize outside of refrigerators

WEEKLY TASKS

• Brush/dust all heating vents and registers

• Move and store any unused furniture or seasonal gear

• Clean all light fixtures of bugs and debris, both inside and outside of the building

• Wash the wall behind the refrigerator

• Wipe down the interior and exterior of the base coolers

• Vacuum/Wash or wipe down air vents

Holding Areas

DAILY TASKS

• Sanitize all flat surfaces, window ledges and telephones

• Brush/ dust all heating vents and registers

• Wash all walls and doors

• Thoroughly clean all toilets, sinks and ½ walls at least once per shift. Using a corn broom, sweep all bullpens (prior to) mopping

• Properly mop each bullpen and side cells at least once per shift.

• Clean all light fixtures of bugs and debris, both inside and outside of the building.

• All windows are to be washed both inside and out.

PM VENDOR TASKS (1600-0000)

• Thoroughly clean and sanitize all mattresses after use, store in appropriate cells after cleaning

• Wet mop floors with plain warm water*

• Clean all staff areas

• Every two (2) hours, clean and sanitize/disinfect all surfaces; including all drinking fountains*

• Pick up all trash and debris from outside

• Scrub all staff sinks, toilets, and urinals

• Ensure all staff bathroom surfaces are clean, sanitized, and stocked with toiletries

• Ensure the Vendor Closets and supply closets are always kept clean/neat. Reminder: keep caustics stored in the caustic closet (do not mix caustics with paper supplies)

• Wash all laundry as needed

• Vendor Staff may be asked to assist in special projects assigned by a DDC staff member

• Organize laundry room: make sure all orange jumpsuits are neatly folded and placed on clean shelf according to size in proper storage area. All soiled orange jumpsuits are to be placed in the soiled clothing bin.

• With prior permission – empty trash, sweep, and mop floor of H/Care

• Sweep and mop the laundry room floor at least once per shift

• Wash the laundry room door, handle, and window

• Move and store any unused furniture or seasonal gear

• Clean all light fixtures of bugs and debris, both inside and outside of the building

• Wash the wall behind the refrigerator

• Wipe down the interior and exterior of the base coolers

• Vacuum/wash or wipe down air vents

Holding Areas

DAILY TASKS

• Sanitize all flat surfaces, window ledges and telephones

• Brush/dust all heating vents and registers

• Wash all walls and doors

• Thoroughly clean all toilets, sinks and half-walls at least once per shift

• Using a corn broom, sweep all bullpens prior to mopping

• Properly mop each bullpen and side cells at least once per shift

• Clean all light fixtures of bugs and debris, both inside and outside of the building

• All windows are to be washed both inside and out

Bi-Weekly General Industrial Cleaning

1. Building #500 G.I. is a very thorough cleaning, the building is usually only done once a month.

2. Each DDC Vendor is expected to thoroughly clean and sanitize his/her assigned area(s).

3. All DDC Vendor Staff will participate in Building G.I. Cleaning, even vacant rooms and areas will be cleaned thoroughly and sanitized.

4. The staff assigned to the building may assign additional cleaning duties as needed.

5. All DDC Vendor Staff are expected to abide by all safety rules and procedures (i.e., PPE gear).

6. Building G.I can take from a few hours to almost an entire shift depending on the thoroughness of the staff.

Building G.I. consists of the following:

• Scrubbing and sanitizing of all toilets, urinals, sinks, and trash containers

• Wash all walls inside all staff areas, detainee holding areas and hallways

• All furnishings will be cleaned then sanitized

• All windows are to be washed both inside and out

• All outside grounds around the buildings are to be swept and cleaned of all trash

• Cobwebs are to be swept out of all corners and closets

• All Vendor closets and supply rooms will be emptied out and thoroughly cleaned; then all the items removed will be returned and reorganized

SCHEDULES VENDOR DUTIES/TASKS

• Every two (2) hours, clean and sanitize/disinfect all surfaces. Including all drinking fountains*

• Clean and sanitize all mattresses after use, store in appropriate areas after cleaning

• Clean and sanitize drinking fountains

• Pick up all trash and debris from outside

• Scrub all staff sinks, toilets, and urinals

• Ensure all staff bathroom surfaces are clean, sanitized, and stocked with toiletries

• Ensure the Vendor closets and supply closets are always kept clean/neat. Reminder: keep caustics stored in the caustic closet

• Clean and sanitize food cart before meals are passed

• Wash all suicide prevention outfits and orange jumpsuits.

• Vendor Staff may be asked to assist in special projects assigned by a DDC staff member

• Move and store any unused furniture or seasonal gear

• Sanitize any doorknobs and handles

• Clean all light fixtures of bugs and debris, both inside and outside of the building

• Empty all trash containers both inside and outside of the building into the dumpster

• Sweep, Shovel and salt the walkways outside of the assigned unit, as needed

• Ensure all staff bathroom surfaces are clean, sanitized, and stocked with toiletries

• Ensure the Vendor closets and supply closets are always kept clean/neat. Caustics shall be stored in the Vendor Closet designated for caustics

• Organize the laundry room: make sure all orange jumpsuits are neatly folded and given to

Building #500 staff for storage. All blood-soiled orange jumpsuits are to be placed in the

Bio-Hazard Storage Bin

• Wash the laundry room door, handle, and window

• Wash down front and sides of refrigerators

• Vendor Staff may be asked to assist in special projects assigned by a DDC staff member

• Wipe down the inside and outside of the base coolers

• Wash the wall behind the refrigerator

DDC FLOOR MAINTENANCE PROGRAM

Goal: To institute and maintain a floor maintenance program which will always ensure a high level of floor cleanliness and appearance.

Things to know and remember:

• Dirty or soiled floors are very slippery. A clean, shiny, floor is not. Pay attention to the edges.

• Use warm/hot water.

• Proper dust mopping should eliminate 90% of all dirt buildup.

Floor Plan: The following are required for maintaining a clean, shiny floor:

1. Dust mop daily

2. Sweep daily

Caution Signs:

• For safety purposes, always use “Wet Floor" caution signs when mopping a floor.

Use of Cleaning Chemicals:

• Know what you are using: never use chemicals from unmarked bottles. Measure all chemicals according to posted instructions. A weak solution may not clean sufficiently.

• Do not substitute chemicals.

• Multiple chemicals should never be combined.

• Always use and wear all proper PPE: eye protection, protective clothing, and rubber gloves when using caustics.

• Always secure bottle caps and lids.

• Store chemicals in approved caustic closets only.

• Report any defective equipment to the DDC Supervisor immediately.

Stripping Pads:

• Use a brush to clean stubborn stains or soak in a stripping solution overnight for impossible stains.

Use pads as directed below:

Black - Brown - White

Stripping Floors

• Clean of heavily soiled floor with a burnisher Polish floors with a burnisher

Floor Machines

• When using floor machines, put the cord across your left shoulder to prevent serious injury.

• Use both hands when operating.

• Always unplug the cord when replacing buffing pads.

• Put red tags on machines that are faulty and do not use them until they are repaired

The two (2) most common problems associated with floor machines are:

1. Broken switches sticking

2. Plugs/electrical cords.

Buffer

• Clean the machines after every use.

• Lower the handle to go to the left, raise the handle to go to the right. To avoid electrical shock, wear rubber gloves and boots when operating a floor machine in conjunction with solutions.

• Tilt the machine on its wheels (not on its brushes) and polish all metal parts.

Burnisher

• Put the handle in free float by unlocking the handle.

• The centrifugal force of the spinning pad will put the pad on the floor with enough force to clean and buff the floor without burning it.

• Go in straight lines to properly clean the surface.

• Never use any type of liquid with this machine.

• Width Vacuum Pick-Up Floor Machine

• Carefully read directions attached to machine.

Extension Cords

• Do not pull on the cord to remove from the wall outlet.

• When operating a floor machine, place cord on left shoulder to prevent injury.

Wet Mopping

• When wet mopping, go along both edges first. Always use the “WET FLOOR” signs.

• Use light disinfectants only in infection control areas, use clear water in all other areas.

Wet Mops

• Prior to initial use, soak new mop heads in warm water for several minutes to remove sizing and toughen fibers.

• Never let a mop remain in any cleaning or water solution when not in use.

• Wash mops in a mild detergent and disinfectant, rinse in warm water and use cool water as a final rinse (this prevents souring).

• Remove uneven or loose strands, hang mops in the mop holders. Do not allow mop heads to touch floors, walls or other equipment.

• Mops used for waxing and sealing must be marked and never washed in detergent. When cleaning a mop head used for waxing and sealing, rinse in cold clean water, shake excess water and let dry. Fluff strands.

7. OPERATIONAL INFORMATION

Awarded Contractor(s) will work closely with City agency staff.

The Respondent is expected to provide service in accordance with the terms of the executed contract and under the rules, regulations, and supervision of the City.

8. TECHNICAL INFORMATION

The City of Detroit is committed to centralizing and warehousing data for the purpose of improving service delivery and enabling cross departmental analytics. For this reason, we expect Contractors, contractual relationships, and resulting software platforms to enable data access, data interoperability, warehousing of resulting data, and adherence to City data standards.

Specifically, the City minimally requires:

• Access to any data via APIs in a machine-readable format.

• Full documentation of APIs (including field names and objects) and the database schema used by the application.

• Ability for City to push data as needed to these software systems to update base datasets.

• Any location-based data or platform utilizes the City’s Base Units geocoder, Base Units

Database, and/or address data standards as applicable. For more information see: https://base-units-detroitmi.hub.arcgis.com/pages/about-base-units

• The ability for the City to use and govern this data as it deems necessary-

- centralizing it, porting it into other systems, and using it for additional and future organizational needs.

The City prefers:

• System or platform has the capacity to store field-level metadata and display it in the user interface when appropriate

• API is able to provide data in a JSON format.

• Data system or data exports integrate easily with ESRI products including feature services.

• Systems or platforms that support data exchanges (pushes and pulls) that can happen dynamically.

Specifications, Change of Specification, and Errors or Omission. Specifications which refer to brand names are given for reference. Respondents may quote on equivalent articles, provided that brand name and catalog number(s) and any deviations are noted on the bid form and complete descriptive literature is furnished. Exceptions will state “Do Not Substitute.”

The decision of the City shall be final.

9. QUESTION DEADLINE

All questions regarding the RFQ shall be submitted through the Supplier Portal no later than the time and date specified on the Cover Page. In the interest of transparency, only written questions will be accepted. Answers to questions will be posted within the Supplier Portal. The

City of Detroit does not guarantee a response to questions not submitted after the question deadline.

Should a Respondent be in doubt as to the true meaning of any portion of this RFQ or find any patent ambiguity, inconsistency, or omission herein, the Respondent must make a written request https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fbase-units-detroitmi.hub.arcgis.com%2Fpages%2Fabout-base-units&data=04%7C01%7CSteve.Motz%40detroitmi.gov%7Ca9e347e5722d45e2ae4608d9d5eac148%7Ce154a7601d2d4ef68fd3ebc8b4ef31fd%7C0%7C0%7C637776026508682453%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000&sdata=0pftv3x0FzYBOcb2Ej7bpv8I8ultjXZ0%2FaQYBam8fTc%3D&reserved=0 http://www.michigan.gov/SIGMAVSS for an official interpretation or correction in accordance with the instructions for submitting questions as specified in this RFQ.

Respondents are advised that no oral interpretation, information or instruction by an officer or employee of the City of Detroit shall be binding upon the City of Detroit.

Respondents requesting changes to the RFQs terms and conditions, specifications, quantities, etc.;

or if clarifications are needed, must make the request in writing by the stated bid submission deadline.

10. REJECTIONS, MODIFICATIONS, CANCELLATIONS

The City of Detroit expressly reserves the right to:

1) accept or reject, in whole or in part, any and all quotes received;

2) waive any non-conformity;

3) re-advertise for quotes;

4) withhold the award for any reason the City determines;

5) cancel and/or postpone the request for quotes, in part or in its entirety, and/or,

6) take any other appropriate action that is in the best interest of the City.

This RFQ does not commit the City of Detroit to award a contract, to pay any cost incurred in the preparation of a quotes under this request, or to procure or contract for services.

11. PROTESTS

Protests can be filed with the Office of Procurement. Interested parties aggrieved by a solicitation or the award of any resulting contract, may file written notice of protest to the following:

City of Detroit Chief Procurement Officer

2 Woodward Avenue, Suite 1008

Detroit, MI 48226

“Procurement Protest”

At a minimum, such protests shall include:

1) name of protestor.

2) solicitation/contract number and description; and

3) statement of grounds for protest (reference specific text in the solicitation, bid or contract document that is at issue).

The decision of the Chief Procurement Officer and/or the Department Director are final and is not subject to appeal.

12. INVOICES

Vendors must be registered in City of Detroit Vendor Portal and be a registered vendor with the

City of Detroit to submit invoices and receive payments. Go to http://www.detroitmi.gov/Supplier to register.

AUTHORIZATION TO COMMENCE WORK OR SHIP GOODS – READ

CAREFULLY!!!

http://www.detroitmi.gov/Supplier

Contractors may begin work or ship goods upon receipt of the required authorization, which is the CPA (Contract Purchase Agreement), in addition to SPO (Standard Purchase Order), from

Procurement.

The CPA (City Council Approved and Awarded Contract Purchase Agreement) alone is NOT authorization to begin work! NO letter of Intent, or Letter to Commence Work will be issued.

**Work commencing without issuance of the SPO is subject to Payment Delays and/or Non-

Payment! **

Required vendor steps to invoice:

1) Invoices should NOT be uploaded until the Contractor receives confirmation of review and approval from the City of Detroit.

2) Vendors should submit their invoices via City of Detroit Vendor Portal. Portal invoice amount and creation date must match the date on attached invoice. Please follow the below invoice requirements:

Invoice MUST contain or have as attachment:

• Vendor Name and address on Invoice

• Contact Info on Invoice (Accounts Receivable contact with phone and email)

• Remittance information (MUST be included, or the invoice is subject to rejection

• City of Detroit contact (person who authorized work to commence)

• Invoice Date

• Date of service/delivery

• Contract number

• Purchase order number

• Total Invoice amount

Other invoice requirements:

• Invoice must be billed based on Purchase Order rates

• Total invoice amount must tie to the total supporting documents

• Supporting documentation must be attached to the invoice in the portal

Terms are standard NET 30 Days, unless otherwise negotiated, and start from the invoice receipt date, provided that the invoice is submitted timely to our AP department with the necessary supporting documentation.

If you need assistance, please contact the Office of Departmental Financial Services (ODFS) 313-

410-7804.

13. PREVIOUS EXPERIENCE

The City’s experience with the bidder on previous contracts will be considered in determining the award.

14. MISCELLANEOUS

It shall be the responsibility of the Respondent to thoroughly familiarize themselves with the provisions of these specifications. After executing the contract, no consideration will be given to any claim of misunderstanding.

The Respondent agrees to abide by the rules and regulations as prescribed herein by the City as the same now exists or may hereafter from time to time be changed in writing.

Contractors are encouraged to contract with small and minority businesses, women's business enterprises, labor surplus area firms and Detroit businesses. The City strongly encourages the hiring of Detroit residents whenever possible by contacting Detroit At

Work for your hiring needs. Visit the Detroit At Work website at www.detroitatwork.com for specific contact information regarding these opportunities.

15. GENERAL CONDITIONS:

It is the responsibility of the Bidder to review General Conditions located on the City of

Detroit’s website.

1. GENERAL CONDITIONS

It is the responsibility of the Bidder to review General Conditions. In your quotation a distinction between dollars and cents must be made. Also, illegible bids may be grounds for rejection of your bid. All changes made to the bid form altering, price, terms, quote and/or conditions. MUST be crossed out and initialed. Failure to initial any changes will be grounds for rejection of your bid.

CORRECTION FLUID IS NOT ACCEPTABLE.

2. LOCAL PREFERENCE CONDITIONS

It is the responsibility of the Bidder to review the Local Preference Conditions attached to this bid and comply with all requirements therein.

3. MINOR DEVIATIONS

Specifications referred to herein are used to indicate desired type, and/or construction, and/or operation. Other products and/or services may be may be offered if deviations from specifications are minor and if all deviations are properly outlined and stated in the bid document. Failure to outline all deviations will be grounds for rejection of your bid.

The decision of the City of Detroit, acting through the Chief Procurement Officer, shall be final as to what constitutes acceptable deviations from specifications.

4. RENEWAL

The proposed agreement may be renewed per contract terms. Both parties must agree to an extension under the same terms and conditions as exist in the then current contract.

http://www.detroitatwork.com/

5. AWARD

One award will be made on a low total net bid basis. Bidders shall quote on all items, leave no blanks and state "No Charge" where applicable. Blank spaces are considered to be no offer. The City of Detroit reserves the right to delete any item(s) from the award.

All awards are subject to Ordinance No. 15-00.

6. TERMINATION OF CONTRACT

At any time during the contract the City may terminate the agreement for reason of poor or deficient work performance, inability of the Contractor to reason of poor or deficient work performance, inability of the Contractor to supply trained competent technicians, or lack of service as described in this agreement by giving a 10-calendar day notice in writing. EITHER party may terminate the agreement by giving a 30-calendar day written notice to terminate.

7. TERMINATION OF CONTRACT

The City reserves the absolute right to terminate this contract in whole or in part, for the convenience of the City at its sole discretion on thirty (30) days written notice to the Vendor.

8. SPECIFICATION CHECK

We have read the specifications thoroughly and we:

( ) Are able to meet specifications without deviation.

( ) All deviations are properly outlined on an attached sheet marked

________________ for identification.

SIGNED: __________________________________________

TITLE: ___________________________________________

9. PRICE

Prices are FIRM.

10. TERMS OF PAYMENT

A discount of _____% will be allowed for payment of invoice within thirty (30) days of delivery and acceptance of the above items and vendor's invoice. Other terms less than thirty (30) days, E,O,M., Proximo, etc., shall not be considered.

Payment terms will not be considered in determining the award of the contract(s), except in the case of tie bids. However, discounts may be offered to facilitate prompt payment.

The City of Detroit reserves the unqualified right to reject any bid, which includes a provision for a service charge levied by a vendor when payment by the City is not made within a specified time period.

This paragraph supersedes paragraph 4 of the General Conditions.

11. INSPECTION

Bidder will be held to have visited the premises and examined the site(s), to familiarize himself/herself with the conditions under which he/she will conduct his/her work. No extras will be allowed due to his/her failure to examine the site(s) before completing his/her bid, or neglect to include all material and labor to complete the work.

( ) I have examined the site(s) and familiarized myself with the conditions under which I will conduct my work.

Signature ________________________ Title _____________________

( ) I have not visited the premises, but I understand that no adjustment to pricing will be allowed if my bid is accepted.

Signature ________________________ Title _____________________

12. F.O.B.

Goods are to be F.O.B. delivered to location(s) within the City of Detroit and other specified locations as indicated.

13. CONTRACT ACCEPTANCE

The successful bidder shall be notified of the execution of a contract by the City of Detroit upon issuance of a "Contract Award Notice" or a Purchase Order. The

"Contract Award Notice" shall contain the date the contract award was approved.

The signed, accepted bid of the successful bidder will be the contract between the bidder and the City of Detroit, containing the full description of all contractual terms and conditions. A copy of your signed bid will not be mailed to you. Each bidder shall keep a copy of his/her signed bid form for future reference.

14. INSURANCE

14.01 The Contractor shall maintain at its expense during the term of this contract, the following insurance:

14.01.1 Worker’s Compensation insurance with Michigan statutory limits and Employer’s Liability insurance with limits of $500,000.00 each accident, $500,000.00 each disease, $500,000.00 each disease/each employee. For Federal and State Funded Training

Programs and etc.,…