6-FAC133224 RFC - FINAL.pdf

BID FAC133224

Window Washing Request for Bids and Resulting Contract

GENERAL BID REQUIREMENTS

1.0 SCOPE:

1.1 Salt Lake County Contracts and Procurement, on behalf of Facilities Management invites your company to bid on providing Window Washing Services at the following 6 locations. Throughout the course of the contract term, Salt Lake County (“County”) owned or operated buildings may be added to or removed from the contract at the pricing bid in the Price Schedule and will be by amendment.

• Government Center, 2001 S. State St., Salt Lake City, UT. North & South Buildings

• Sheriff’s Office Administration Building (SOAB) 3365 S 900 W, South Salt Lake, UT

• Midvale Senior Center, 7550 S Main St., Midvale, UT

• Public Works Administration Building, 604 W 6960 S Midvale, UT

• Public Works Operations, West Side Operations Complex, Public Works

Operations – West Side Operations Complex, 6404 S Airport Road, West Jordan, UT.

• New SLCo Government Building - 799 W. Coliseum Way (W. Peace Coliseum Way) in Midvale

1.2 The Contractor will meet the highest standards possible in glass cleaning.

Finished glass surfaces must be free from smudges, sponge runs, soap film and other obstructions considered removable. CONTRACTOR WILL NOT USE HIGH

PRESSURE CLEANING SYSTEMS OR METHODS UNDER THIS CONTRACT.

These services shall include the following for all locations:

1. Window cleaning to include: both sides (interior and exterior) of all glass on the exterior of the building. Contractor will also clean and clear all spider webs, bird droppings and other debris from window openings, ledges, and seals.

2. Contractor will supply its own repelling equipment, which will be of a kind that will not damage or puncture the roofing materials or parapet walls.

Contractor will be liable for all damage to all property caused, directly or indirectly, by Contractor’s activities under this Contract. Contractor will provide any necessary lifts. Contractor has inspected the site to determine whether a lift is necessary, and what kind of repelling equipment is necessary. The work contemplated under this Contract shall include but not be limited to all required labor, supervision, materials, transportation, lift, and repelling equipment, and any other equipment required to perform the services outlined herein. All such equipment, labor, and materials costs and expenses, and any other cost or expense, are included in Contractor’s fee. County will not pay or reimburse Contractor for any additional fees or expenses.

3. Bird droppings, spider webs, and other debris will be cleaned off the window ledges and walls within reach (example: if there is something that is partly on the window ledge and partly on the wall, all would be cleaned) during the regular scheduled cleaning of the windows. Graffiti removal would be considered as a separate issue that is not part of this contract.

Graffiti shall be defined as writing or drawings scribbled scratched or sprayed illicitly on a wall or other surface in a public place.

4. Salt Lake County expects their contractors to use, whenever possible, environmentally friendly cleaning products and procedures. However, where applicable the use of a mild acid is acceptable for the removal of hard water from the first-floor windows due to the sprinkler system being on from April thru October that may be used in the area.

The following are the specific locations and additional cleaning details for that particular location.

1. Salt Lake County Government Center (North and South Buildings)

A. Windows will be cleaned two (2) times per year (every six (6) months). County reserves the option for an additional cleaning at the per cleaning price any time during the year at the County's request. The contractor will contact the Facilities Services Representative (385-468-0342) to set up time that is mutually agreed upon. Completion of each scheduled cleaning will be determined by the County’s Facilities Services Representative.

B. Includes both sides of all exterior glass windows, glass doors, skylights and sky bridge (interior office and hallway glass is maintained by the County's custodial contract).

C. The sky bridge must have drains and rain gutters cleaned of bird nests and other debris.

D. For the interior of the buildings, the tires on the high lift will need to be covered so they do not leave black rubber tire marks on the hard services.

E. Skylights will be cleaned three times a year. An electric high lift will be required to clean the interior skylights. All tires on the high lift will need to be covered so black rubber marks will not be left on the hard surfaces. Interior sky lights need to be cleaned after work hours or on weekends.

F. Contractor to give Facilities advanced notice of when they will be working at the Government Center as per the agreed upon times coordinated with the Facilities Service Representative, so we can make the different departments aware that they are coming. We just need dates they will be in each building, not exact dates that they will be in each suite.

G. Contractor to schedule a specific time and day that they would be cleaning the windows in Daycare, so they are able to make any necessary arrangements.

H. For the Government Center it will be just the interior of the perimeter. We have other contractors doing all other glass.

2. Sheriff's Office Administration Building (SOAB)

County reserves the option for having the SOAB windows cleaned as needed, upon request. The day and time will be agreed upon between the contractor and the County at the time the County makes the request. County will give at least two weeks advanced notice and contractor must schedule a day and time that is not more than three weeks from the date of the request. The Sheriff's Office estimates that requests may be made approximately twice a year. Completion of each scheduled cleaning will be determined by the Sheriff's Office Representative.

At the time of the request, County will include the scope of the request. Requests may include:

A. First scope option: All building perimeter windows at the SOAB, interior and exterior sides of the perimeter windows. No interior partition glass inside the building. Most of the windows are reachable with long ladder, however if a high lift is required, floors must be protected from marking. Exterior windows may require repelling or high lift equipment as provided by the Contractor. For the exterior sides of the exterior windows, Contractor shall decide to use rappelling equipment coming down from the roof or using high lift equipment.

B. Second scope option: Exterior only at the SOAB. Under this option, Contractor will clean the windows on the exterior of the building (only the exterior sides of the windows) without ever entering the building. We do not want the interior sides of those windows cleaned at this time. Exterior windows may require repelling or high lift equipment as provided by the contractor. Contractor shall decide to use rappelling equipment coming down from the roof or using high lift equipment.

3. Public Works Administration Building

A. Windows will be cleaned two (2) times per year (every six (6) months). The

Contractor will contact the Public Works Representative - Office Coordinator (385-468-6101) to set up a time that is mutually agreed upon. Completion of each scheduled cleaning will be determined by the Public Works Representative.

County reserves the option for additional cleanings at the per cleaning price any time during the year at the County's request.

B. Twice annually, Contractor will clean interior windows, including conference, training room, entrances, breeze ways, office windows, and interior glass doors.

C. Most of the interior windows are reachable with long ladder, however if a high lift is required, floors must be protected from marking. Exterior windows may require repelling or high lift equipment as determined by the bidder/contractor.

D. Includes both sides of all exterior and interior glass.

E. Includes all the glass openings, stairwells, conference rooms on both floors as well as the lunchroom on the first floor. Don't forget the interior windows.

4. Midvale Senior Center

A. Contractor will clean the tall windows on the east, west, and northwest sides of the building two times per year (every 6 months). The Contractor will contact the senior center manager at 385-468-3350, to set up a time that is mutually agreeable. Completion of each scheduled cleaning will be determined by this process.

B. Contractor will clean the outside and inside glass on the east and northeast and west surfaces, and the upper and lower glass inside the lobby on the west side.

C. Contractor will clean the south glass for the North Hall along the classrooms, outside only. Contractor is on notice that water spots are a serious problem in this location.

5. Public Works Operations West Side Operations Complex (Front Building)

A. Contractor will clean the windows two times per year (every six (6) months). The

Contractor will contact the Public Works Operations Representative, Internal Services Manager at 385-468-6124 to set up a time that is mutually agreed upon.

B. Completion of each scheduled cleaning will be determined by the Public Works Representative. County reserves the option for an additional cleaning at the per cleaning price any time during the year at the County's request.

C. Interior windows, office windows, and entryway glass doors, will be cleaned twice a year.

D. All of the interior windows are reachable with short ladder.

E. Includes both sides of all exterior and interior glass.

6. New SLCo Government Building - 799 W. Coliseum Way (W. Peace

Coliseum Way) in Midvale

A. Windows will be cleaned two (2) times per year (every six (6) months). The contractor will contact the Facilities Services Representative (385-468-0345) to set up time that is mutually agreed upon. Completion of each scheduled cleaning will be determined by the Facilities Services Representative. County reserves the option for an additional cleaning at the per cleaning price any time during the year at the County's request.

B. Main building (New Campus/Nucleus and breezeways) Includes both sides of all exterior glass windows, glass doors, including wiping off frames and sills. (interior office and hallway glass is maintained by the County's custodial contract).

C. Amenities Building Includes both sides of all exterior glass windows, glass doors, including wiping off frames and sills. (interior office and hallway glass is maintained by the County's custodial contract).

D. Greenhouse Includes both sides of all perimeter windows, including wiping off frames and sills.

E. Parking garage Includes both sides of all exterior glass windows, glass doors, including wiping off frames and sills.

F. Contractor to give Facilities advanced notice of when they will be working at the New Campus, so we can make the different departments aware that they are coming. We just need dates they will be in each building, not exact dates that they will be in each suite.

G. Contractor to schedule a specific time and day that they would be cleaning the windows in Daycare, so they are able to make any necessary arrangements.

H. Separate cost will be provided for the Greenhouse interior and exterior cleaning.

County reserves the right to make the cleaning request for this building as needed.

2.0 CONTENTS:

If any provision or specification in this “Request for Bids and Resulting Contract” (RFC) is ambiguous or is disputed by a bidder, the bidder must notify the County Contracts and Procurement Division prior to the opening of the bids. No dispute or protest concerning the ambiguity of these specifications or provisions of this RFC shall be accepted following opening of the bids.

3.0 QUESTIONS:

Questions shall be submitted through our online solicitation system, Utah Public Procurement Place (UPPP) powered by Bonfire. Questions are due prior to the question due date and time specified. If a question/answer changes the RFC document, the change will be released in an amendment to the solicitation event. Bidders who have stated their “Intent to Bid” in the UPPP system will receive email notice of questions and amendments. Do NOT contact the Agency, Division, Department, or other County officers or employees.

4.0 PRE-BID CONFERENCE or SITE VISIT:

A Site Visit will be held at a date and time specified in UPPP. The site visit will begin at the SLCo Government Center located at 2001 S. St, UT in the South Building Lobby.

Attendance is not mandatory, but it shall be the sole responsibility of the bidder to attend this conference. Bidders not attending do so at their own risk. The written questions submitted, along with any other additional information pertaining to the clarification of specifications, will be discussed in detail at this conference. Bidders shall thoroughly familiarize themselves with this RFC document including specifications prior to attending the conference. Verbal statements or information given at a pre-bid conference is not binding on the bidder or the County unless released in a Bid Addendum.

A. Salt Lake Government Center 2001 S. State St., UT (South Building Lobby) B. Sheriff's Office Administration Building (SOAB) C. Public Works 604 W. 6960 S. Midvale Utah D. Midvale Senior Center, 7550 S Main St, Midvale, UT E. Public Works Operations West Side Operations Complex Public Works Operations West Side Operations Complex 6404 S. Airport Road West Jordan, Utah.

F. New SLCo Government Building - 799 W. Coliseum Way (W. Peace Coliseum Way) in Midvale

5.0 CONTRACT TERM:

The contract resulting from this solicitation will become effective on the date of execution with a five (6) year term. The County reserves the right to review the contract on a regular basis regarding performance and cost analysis and may negotiate price and service elements during the term of the contract.

6.0 ANNUAL PURCHASES:

No minimum or maximum quantity or purchases under this contract can be specified.

For information purposes only and not as a guarantee of usage by the County, approximate annual amount under this contract may be $100,000.

The goods and services for the resulting contract(s) may be needed in the event of a natural disaster.

7.0 SAFETY:

https://purchasing.utah.gov/training/for-vendors-training/#U3P

The contractor shall take all necessary safety precautions and shall comply with all applicable provisions of federal, state and municipal safety laws and building codes to prevent accidents or injury to persons on, about or adjacent to the premises where the work is being performed. The County liaison may stop work if safety laws or safe work practices are not being observed.

8.0 AWARD:

Salt Lake County may award bids and contracts to suppliers through a preference system. Please refer to the preference attachment.

Salt Lake County may reject any or all bids if it is deemed to be in the best interest of the County.

Contract will be awarded to the lowest responsive, responsible bidder, bidding the lowest overall cost including delivery and meeting specifications.

9.0 PRICING:

County will determine the low bidder based upon price(s) bid on the attached bid schedule. The price to be paid by County upon each order placed under the contract(s) will be the price that the successful bidder submitted for that item.

1. Price for service, quantity of services, and annual total.

2. For additional buildings that could be added to the contract throughout the life span of this contract. Pricing per sq. ft. for

• 1st floor interior /exterior

• 2nd floor interior / exterior

• 2nd floor interior / exterior w/lift

• 3rd floor interior / exterior w/repel

• 3rd floor interior / exterior w/lift

• 4th floor and higher w/repel

Salt Lake County reserves the right to add or remove buildings to the contract.

10.0 PARTIAL BID SUBMISSION:

Submission of a partial listing of items on the bid schedule sample list may result in your bid being deemed non-responsive.

11.0 PRICE ESCALATION / DE-ESCALATION:

The price(s) proposed must be guaranteed for 24 months and any request for price adjustment must be for an equal guarantee period. A request for a price increase must include sufficient documentation supporting the request. Justification for a price increase should be linked to an independent index or indicator not controlled by either the County or the Proposer and cannot exceed 3% annually. The County may reject or accept price escalation in its sole discretion. Any price escalation to the contract must be approved by the County as a written amendment to the resulting agreement.

The County will be given the immediate benefit of any decrease in the market, or allowable discount.

The County has the right to correct an incorrect invoice before paying.

12.0 ORDER PLACEMENT:

Contractor must coordinate with the County Contact Person at least prior to and upon completion of the service.

13.0 REQUIRED INSURANCE POLICIES:

GENERAL INSURANCE REQUIREMENTS FOR ALL POLICIES.

A. Any insurance coverage required herein that is written on a “claims made” form rather than on an “occurrence” form shall (i) provide full prior acts coverage or have a retroactive date effective before the date of this Agreement, and (ii) be maintained for a period of at least 3 (three) years following the end of the term of this Agreement or contain a comparable “extended discovery” clause. Evidence of current extended discovery coverage and the purchase options available upon policy termination shall be provided to the County.

B. All policies of insurance shall be issued by insurance companies licensed to do business in the State of Utah and either:

(i) Currently rated A- or better by A.M. Best Company;

—OR—

(ii) Listed in the United States Treasury Department’s current Listing of Approved Sureties (Department Circular 570), as amended.

C. Bidder shall furnish certificates of insurance, acceptable to the County, verifying the foregoing matters concurrent with the execution hereof and thereafter as required.

D. In the event any work is subcontracted, Bidder shall require its subcontractor, at no cost to the County, to secure and maintain all minimum insurance coverages required of the Bidder hereunder.

E. In the event that governmental immunity limits are subsequently altered by legislation or judicial opinion, Bidder shall provide a new certificate of insurance within 30 (thirty) days after being notified thereof in writing by the County, certifying coverage in compliance with the modified limits or, if no new limits are specified, in an amount acceptable to the County.

F. All required certificates and policies shall provide that coverage thereunder shall not be canceled or modified without providing 30 (thirty) days prior written notice to the County in a manner approved by the County District Attorney.

G. In the event Bidder fails to maintain and keep in force any insurance policies as required herein, County shall have the right at its sole discretion to obtain such coverage and reduce payments to Bidder for the costs of said insurance.

REQUIRED INSURANCE POLICIES.

Bidder agrees to secure and maintain the following required policies of insurance in accordance with the general insurance requirements set forth in the preceding subsection:

A. Workers’ compensation and employer’s liability insurance as required by the State of Utah unless a waiver of coverage is allowed and acquired pursuant to Utah law. This requirement includes Bidders who are doing business as an individual and/or as a sole proprietor as well as corporations, limited liability companies, joint ventures and partnerships. In the event any work is subcontracted, Bidder shall require its subcontractor(s) similarly to provide workers’ compensation insurance for all of the latter’s employees, unless a waiver of coverage is allowed and acquired pursuant to Utah law.

B. Commercial general liability insurance on an occurrence form with the County as an additional insured, in the minimum amount of $1,000,000 per occurrence with a $2,000,000 general policy aggregate and $2,000,000 products completed operations policy aggregate. The policy shall protect the County, Bidder, and any subcontractor from claims for damages for personal injury, including accidental death, and from claims for property damage that may arise from Bidder’s operations under this Agreement, whether performed by Bidder itself, any subcontractor, or anyone directly or indirectly employed by either of them. Such insurance shall provide coverage for premises operations, acts of independent Bidders, and completed operations.

C. Commercial automobile liability insurance that provides coverage for owned, hired, and non-owned automobiles, with the County as an additional insured, in the minimum amount of $1,000,000 per occurrence.

14.0 TERMS AND CONDITIONS:

Bidder agrees that if awarded a contract under this solicitation, Salt Lake County’s Terms and Conditions, attached, will apply.

15.0 REFERENCES:

Please include a written list of names and addresses of three (3) customers that are current users of the same equipment, product or goods as bid to which the bidder has furnished the same prior to this RFC. Failure to supply the County with said reference list or failure to supply the County with an explanation acceptable to Salt Lake County as to the absence of said list may render the bid non-responsive. Negative responses from references may cause this bid to be considered non-responsive.

16.0 IDENTIFICATION & SECURITY:

16.1 Contractor, County Representative and/or Agency Representative will discuss security requirements which are pertinent to their buildings. At certain facilities, such as the Sheriff’s Office Building or the District Attorney’s building, the Contractor’s employees must pass a background check at the Contractor’s expense. This will be clearly identified in the Work Order amendments when needed for a facility.

16.2 Entrance doors to secured areas must not to be propped open by the Contractor under any circumstances.

16.3 Contractor’s employees shall wear a clean, common uniform with a picture identification badge showing the name of the Contractor’s employee. Identification badges must be worn at all times while on premises.

16.4 It is unlawful to make duplicate copies of the keys that are used to obtain entrance into a building or room under this contract. If at any time a key is either lost or it has been found to have been duplicated, County must re-key all internal and external locks connected to the master key. The cost of keying all locks will be at the Contractor’s expense.

16.5 Agencies with security concerns may insert additional security requirements into the Work Order Amendment at no additional cost to the County.

17.0 STANDARDS OF CONDUCT:

17.1 The Contractor shall make all efforts to prevent its employees from accessing, possessing, reading, and disclosing materials, documents, or data in the facilities of the County, and prevent unauthorized use or removal of County and personal property, such as laptops, computer terminals, phones, etc., which may be in any of the County’s facilities.

17.2 The Contractor shall ensure their employees do not disturb papers on desks, or on other office furnishings, and that they do not open drawers of furnishings and cabinetry.

17.3 The Contractor shall ensure their employees do not disturb any theatrical scenery, properties, or costuming, etc.

17.4 Employees of the Contractor shall not be assisted or accompanied by non-employees during their work shift. The Contractor will not allow its employees to bring unauthorized personnel on the premises such as children, friends, or spouses.

17.5 The Contractor’s employees shall not provide access to any person to any space of the County facilities.

17.6 It is expected that the Contractor’s employees shall immediately advise the County Representative or Agency Representative of any unauthorized or suspicious person(s) or activities in or about the buildings.

17.7 The County has specific policies applying to the use of County telephones for personal use. The Contractor shall be expected to ensure that their employees do not use County telephones for personal use.

17.8 County agencies may include additional rules and standards of conduct in their Work Order Amendment at no additional cost to the County.

18.0 SAFETY:

The Contractor shall take all necessary safety precautions and shall comply with all applicable provisions of federal, state, and municipal safety laws and building codes to prevent accidents or injury to persons on, or adjacent to the premises where the work is being performed. Any County supervisor or employee may stop work if safety laws or safe work practices are not being observed, but failure of County to stop work does not absolve Contractor of the obligation and liability.