7-Scope of Work 26-0212.pdf

SCOPE OF WORK

RFP 26-0212 for Annual Requirements Contract for Citywide Janitorial and Related Services

INTENT

The City of Arlington (the “City”) hereby solicits sealed proposals from qualified and experienced vendors to establish an annual requirements contract for comprehensive janitorial and related services, as detailed in this solicitation. Services will be provided at various City-owned and operated facilities on a citywide basis.

The City seeks to engage vendor(s) with demonstrated experience in delivering janitorial services to organizations of comparable or greater size, complexity, and operational scope, including municipal or other governmental entities.

SCOPE OF WORK

The Asset Management Department Facilities Services Division is looking to secure a contract(s) with a vendor(s) who can provide a level of service that meet specifications, requirements, and qualifications.

Brand names and numbers, when used are for reference to indicate the character or quality desired, unless specifically stated “No substitutes”.

Alternate items of the same quality for Attachment C – Equipment, Supplies, & Material Minimum Requirements, will be considered, provided submitted proposal clearly describes the product. Offers for alternate services must be justified and clearly outlined and defined.

The vendor(s) understands and agrees that the purpose of the contract is to obtain janitorial and related services through a continuous and consistent schedule as well as on an as needed basis, when needed basis and the vendor will conduct all contract responsibilities consistent with this purpose.

1. Review and assess the City’s existing janitorial and related services specification and minimum standards.

2. All Services shall be performed in a manner and at such times so as not to conflict, interrupt, or in convenience the City, its occupants or visitors.

3. The cleaning specifications will be performed during the hours stated in the bid specifications.

4. The Vendor shall provide all necessary equipment required in order to perform the services. Such equipment shall be approved by the City. The Contractor is responsible for maintaining equipment in a safe and operable repair at all times.

5. Access to the building shall be as directed by the City. Vendor’s employees are not to be accompanied in their work areas on the premises by any other person unless said persons are authorized. The Vendor shall be responsible for all persons admitted to the facility by the Vendor, its officers, agents or employees.

This request for proposals aims to ensure the ongoing functionality and continuity of the City's janitorial and related services through reliable vendor(s) operational plan and execution.

PROPOSAL REQUIREMENTS

For the janitorial services being requested in this RFP, refer to Attachment A – Minimum Standards, Attachment B – Quality Control Standards, Expectations, & Requirements, and Attachment C – Equipment, Supplies, & Material Minimum Requirements, Attachment D – Hours for Cleaning, and Attachment E – Arlington Janitorial Locations & Hours for additional requirements.

The selected vendor(s), at a minimum, will meet these requirements:

▪ Provide proposal submissions with a clear Operational Plan, Pricing for services and any Additional Add-On Services available, Qualifications and Resumes for Staff intended for this contract, and Vendor Stability.

▪ Provide an Operational Plan that addresses the parameters of the work cover all aspects of janitorial functions in cleaning the building in the designated areas described.

▪ The vendor must be able to provide financial statements (audited or CPA-reviewed) to demonstrate financial stability.

▪ Be able to comply with required or proposed schedule of services.

▪ Have and maintain the proper equipment to fulfill the terms and conditions of this contract such as proper equipment for cleaning, sanitizing, disinfecting, loading heavy materials, delivering supplies and materials, etc.

▪ The vendor(s) will furnish all material, equipment, and supplies necessary to provide the products and services required in the contract

▪ Vendors must have all the required licenses, certifications, etc. to provide the services detailed in the specifications.

▪ Any vendor personnel driving a vehicle on City property will have the appropriate valid driver’s license and have or exceed minimum statutory insurance requirements

▪ Substitutions: The vendor(s) will not substitute any product(s) that has been awarded to the vendor without the prior written approval of the Office of Procurement

▪ Substitutions: Any awarded product(s) must be substituted with a product(s) of equal or better capabilities and quality, and with equal or lower pricing. The Office of Procurement will be the final authority to deem the substituted product(s) as acceptable.

▪ Substitutions: Any product(s) substituted will require a formal contract amendment authorized by authorized designees and/or the Arlington City Council prior to any transactions for the substituted product(s) taking place.

EQUIPMENT, SUPPLIES, & MATERIALS REQUIREMENTS

The selected vendor(s) should, at a minimum, be prepared to furnish all supplies, materials and equipment necessary for the performance of the work in this Contract:

1. Vendor shall submit to the City's representative a list giving the names of the manufacturers, the brand name of the product, and the intended use of each of the materials, supplies, and equipment that the vendor proposes to use in the performance of the work

2. Supplies and materials shall be of high quality and acceptable to the City.

3. Vendor shall provide sufficient quantities of materials such as paper towels, toilet tissue, soap, and other materials to buildings that are open on twenty-four hour (24) operations or weekends to sustain operation.

4. Vendor shall provide additional quantities of materials for at least three days of service such as paper towels, toilet tissue, soap, and other materials in all buildings’ janitorial closets.

5. Vendor shall furnish a sample of any product that is identified by the City Custodial Administrator to be tested by the Facility Services Division's Custodial Administrator.

6. Upright vacuums, dust mops, mops shall be brand new upon start of the contract.

7. Proposals will include all-inclusive charges for equipment, supplies, and materials for the Contract.

8. Vendor will submit their Safety Data Sheets (SDS) sample, that is to be kept in all areas where materials and supplies are stored, that meets all OSHA requirements regarding SDS information and the Workers Right To Know Law. Strict adherence is required.

9. Adherence to requirements included in Attachment C – Equipment, Supplies, & Material Minimum Requirements.

VENDOR QUALIFICATIONS

The selected vendor(s) should, at a minimum, possess:

1. A minimum of five (5) years of continuous experience providing commercial janitorial services.

2. A minimum of at least three (3) contracts exceeding 100,000 square feet each within the past five

(5) years.

3. Successful completion or current management of at least three (3) janitorial service contracts of similar size, scope, and complexity within the past five (5) years.

4. Experience servicing multi-facility portfolios, including but not limited to government, institutional, or large commercial buildings. Each reference shall include:

a. Client name and location

b. Description of services provided

c. Contract duration and approximate annual value

d. Contact information for a client representative

The selected vendor(s)’ staff should, at a minimum, meet these requirements:

1. Be able to secure background clearance for the Arlington Police Department and the Federal Bureau of Investigation.

2. Consistent work history exhibiting reliability and satisfactory skills.

3. Availability to work the required hours and schedule.

4. Exemplary safety record in the workplace.

5. Be able to comply with the City of Arlington’s commitment to maintaining an alcohol, drug, firearm free workplace while in the performance of any service.

6. Be able to comply with the City of Arlington’s ordinance that prohibits smoking inside or within 25 feet of the entrance to any of its facilities.

REQUEST FOR PROPOSALS

The City requires that the response be submitted in the format outlined in this section. The City reserves the right to require additional information or materials after the qualifications are submitted.

1. The proposal should demonstrate the vendor’s experience and qualifications with providing janitorial and related services within a set schedule to the clients’ satisfaction.

2. The proposal should demonstrate the vendor’s experience working for a municipal or government agency and include compliance with local, state, and federal regulations.

3. The proposal should include a detailed description of the service(s) in the operational plan demonstrating how the vendor intends to provide the services, operational capacity of staff, compliance with laws and regulations, and ability to maintain quality control and performance.

Submissions should include at a minimum:

• Organizational chart (management and supervisors)

• Staffing plan (number of janitors, supervisors, float staff)

• Hiring, vetting, and background check procedures

• Pay rates and structure, and added benefits provided for vendor staff intended for this contract

• Safety record and risk management (OSHA incident rates, written safety program, procedures for handling hazardous materials and emergencies)

• Training programs (OSHA, chemical handling, equipment use)

• Inspection processes and frequency

• KPIs and service level tracking and reporting

• Complaint resolution procedures

• Ability to provide coverage across multiple sites and shifts (including nights/weekends)

4. The proposal should include all certifications and licensing held by the vendor(s). At a minimum, the following documents should be submitted:

• Certification(s)

• License(s)

5. The proposal, at a minimum, should include a breakdown of costs, including product cost, cost per hour for all staff positions, cost per location, cost per square footage, and cost per annual services.

6. The proposal should include a detailed scope of work on how the supply of product(s), designated

Vendor staff, Operational Plan, and scheduling will maintain the requirements and resolve any emergencies or delays if they arise.