CCRMC Window and Power Washing RFP 2nd post.docx

Contra Costa County

REQUEST FOR PROPOSAL (RFP)

FOR

WINDOW CLEANING AND POWER STEAM WASHING

SOLICITATION: RFP_F-CONTR-0000000097

Release Date: June 26, 2025 Proposal Due Date: July 10, 2025

NO LATER THAN 3:00 P.M. PDT

Contact: Carolyn Halstenson, Buyer II

CONTRA COSTA COUNTY

PURCHASING SERVICES

40 MUIR ROAD, 2ND FLOOR

MARTINEZ, CA 94553

General Information:

Contra Costa County (County) is seeking proposals from qualified contractors to provide window cleaning and power steam washing services for the Contra Costa Regional Medical Center and Contra Costa Health Centers County-wide.

Proposal Submission:

RFP release date: June 26, 2025 Last date to submit written questions: July 3, 2025, no later than 3:00 P.M. PDT RFP due date: July 10, 2025, no later than 3:00 P.M. PDT

Proposal Submission:

Proposals will not be accepted after the date and time stated above. Incomplete proposals or proposals that do not conform to the requirements specified herein will not be considered. Issuance of the RFP does not oblige the County to award a contract, nor is the County liable for any costs incurred by the proposer in the preparation and submittal of proposals for the subject work. The County retains the right to award all or parts of this contract to several bidders, to not select any bidders, and/or to re-solicit proposals. The act of submitting a proposal is a declaration that the proposer has read the RFP and understands all the requirements and conditions.

Questions:

All questions regarding the proposal will be accepted through the BidNet Direct site only. The deadline for submitting questions for this RFP is on or before July 3, 2025, no later than 3:00 PM PDT. All questions will be answered and disseminated to those registered on the BidNet Direct website. Contact customer service if you need technical assistance with any part of the bid process at: support@bidnet.com or call (800) 835-4603.

Pre-Bid Conference:

This bid is not subject to a pre-bid conference.

Table of Contents

Page

· Exhibit C – Customer References

· Exhibit D – Anti-Collusion Statement

· Exhibit E – CCC Business Opportunity Registration

Section I: Introduction A. Purpose The County is seeking a contractor to provide window cleaning and power steam washing services for interior and exterior windows and other surfaces for the Contra Costa Regional Medical Cener and surrounding Health Centers. These services will include all interior and exterior windows and other surfaces to ensure the facilities maintain a clean, safe, and professional environment for patients, staff, and visitors.

B. Background The Contra Costa Regional Medical Center (CCRMC) is a full-service public hospital and health system in Martinez, California established in 1998. The hospital is recognized for its quality and innovation providing patients with a dedicated high quality, compassionate care staff in a 166-bed setting. Their mission is to provide accessible healthcare and excellent service to residents in Contra Costa County.

C. Period of Agreement The initial term will be for three (3) years with the possibility of two (2) successive one (1) year renewals, for a total term not to exceed five (5) years.

D. Project Budget The total amount of compensation paid to the contractor for final delivery of the project is not to exceed $300,000 for three years.

E. Calendar of Events

F. Correspondence As of the issuance of this RFP, vendors are specifically directed not to contact any other County personnel with questions, or to schedule meetings, conferences or have technical discussions related to this RFP. Failure to adhere to this policy may result in disqualification of the vendor.

G. Addenda Knowledge:

All bidders shall acknowledge receipt of any amendments to this bid event by returning a signed hard copy with the bid. Failure to acknowledge receipt of any amendments may render the proposal to be non-responsive (see attachment A).

Section II: Requirements & Qualifications

The following are minimum qualifications that the vendor must meet for their proposal submittal to be eligible for evaluation.

A. The proposer shall be regularly and continuously engaged in the business of providing window cleaning and power steam washing for the last 5 years.

B. Proposers must attend the mandatory pre-bid meeting.

C. The proposer shall possess and maintain all required and/or applicable State, County and local licenses to prove their qualifications to perform all services.

D. Proposer shall have the qualifications required to comply with regulations of the Joint Commission and OSHA.

E. The proposer shall have sufficient staff to perform all services as required.

F. Proposer shall furnish all equipment, materials, tools, accessories, and supplies necessary to perform these services.

G. The successful proposer must provide the County with certificate of insurance evidencing liability and worker's compensation insurance prior to entering into contract.

H. The successful proposer will provide commercial general liability insurance.

Section III: Instructions to Proposers

All proposals shall include the following information, organized as separate section of the proposal. The proposal should be concise and to the point.

A. Format Respondents shall submit proposals which are concise, and which specifically respond to the specifications posted in this RFP. Each proposal shall be submitted with a cover letter signed by an authorized person and the following documents:

a. Cover Letter – Signed by an authorized representative of the company

b. Executive Summary

c. Proposal – within a maximum of 15 pages, no smaller than 12-point font, describe specific capabilities, experience, approaches and proposed methodologies that demonstrate a clear understanding of the nature of the work to be performed described in Section IV under Scope of work.

d. Statement of Experience – See Exhibit A

e. Price Proposal – See Exhibit B

f. Customer References – See Exhibit C

g. Anti-Collusion Statement – See Exhibit D

h. Contra Costa County Business Opportunity Registration Form – See Exhibit E

i. Addenda Acknowledgement – See Attachment A

j. Federal, State, and local permits and licenses.

k. Staffing plan

l. Certificate of Insurance

m. List of equipment

B. Proposal Submission

a. Response to this RFP MUST be submitted electronically through the BidNet Direct web site – NO EXCEPTION

b. Late submittals WILL NOT be accepted – NO EXCEPTION

c. Fax submittals WILL NOT be accepted – NO EXCEPTION

C. Customer References Respondents shall provide a minimum of three references (see Exhibit C). References must not be a Contra Costa County employee.

D. Licenses and Permits Respondents shall possess all licenses, registrations and permits required by the State of California and the County of Contra Costa. Such licenses and permits are to be submitted to the County with the proposal or prior to the contract signing date.

E. Proposal Expenses Respondents shall be fully responsible for all costs incurred in the development and submission of this RFP.

F. Proposer Responsibility The bidder assumes sole responsibility for the complete effort required in submitting a bid proposal in response to this RFP. No special consideration will be given after bid proposals are opened because of a proposer’s failure to be knowledgeable as to all of the requirements of this RFP.

G. Interpretation Should any discrepancies, omissions, or doubt as to their meaning be found in the RFP specifications or requirements, the Respondent shall notify the County in writing through the BidNet Direct website. The County will send written instructions or addenda to all participants in the RFP process. The County shall not be responsible for oral interpretations.

H. Reservation The County reserves the right to do the following at any time and for its own convenience, at its sole discretion:

· To reject any and all proposals without indicating any reasons for such rejection

· Terminate this RFP and issue a new Request for Proposals anytime thereafter

· Extend any or all deadlines specified in the RFP, including deadlines for accepting proposals by issuing an Addendum at any time prior to the deadline for receipt of responses to the RFP

· Procure any services specified in the RFP by other means

· Disqualify any Respondent on the basis of any real or perceived conflict of interest or evidence of collusion that is disclosed by the proposal or other data available to the County. Such disqualification is at the sole discretion of the County

· Reject the proposal of any Respondent that is in breach of or in default under any other agreement with the County

· Reject any Respondent deemed by the County to be non-responsive, unreliable, unqualified or non-responsible

I. Truth and Accuracy of Representation False, misleading, incomplete, or deceptively unresponsive statements in connection with a proposal shall be sufficient cause for rejection of the proposal.

J. Sub-Contract and Assignment The contract binds the heirs, successors, assigns and representatives of contractor. Prior written consent of the County, subject to any required state or federal approval, is required before the contractor may enter into subcontracts for any work contemplated under the contract, or before the contractor may assign the contract or monies due or to become due, by operation of law or otherwise.

K. Addenda No one is authorized to amend any of these documents in any respect by an oral statement or to make any representation or interpretation in conflict with their provisions. Any changes to these documents will be issued in writing via Addenda to be posted on BidNet Direct website.

L. Addenda Acknowledgement All addenda shall include an acknowledgement of receipt that must be returned. The addenda must be signed and attached to the final response. Failure to attach any addendum may result in the rejection of the response. See Attachment A, Addenda Acknowledgement.

M. Non-Collusion By submitting a signed proposal, Offeror certifies that there has been no collusion with any other Offeror. Reasonable grounds for believing Offeror has an interest in more than one proposal will result in rejection of all proposals in which the Offeror has an interest. Any party to collusion may not be considered in future proposals for the same or similar work. See Exhibit D attached.

Section IV – Scope of Services Employees must be trained, experienced, competent, and licensed to perform window washing, pressure washing, power steam washing and maintenance services at Contra Costa Regional Medical Center and Contra Costa Health Centers.

The services will include interior and exterior windows and other surfaces based on the scheduling needs and requirements of County facilities.

Window Washing Locations:

1. Contra Costa Regional Medical Center (CCRMC) 2500 Alhambra Ave Martinez, CA 94553

Locations at CCRMC:

· Main Building

· Building One

· Buildings E, F, and G

· Clinical Lab and Pathology

· Dietary/Cafeteria

· EKG/FEG Module

· Emergency Room

· Front Lobby

· Hospital Administration

· Medical Staff Administration

· Specialty North Clinic

2. Miller Wellness Center 25 Allen Street, Bldg. E Martinez, CA 94553

3. West County Health Center 13061 San Pablo Ave San Pablo, CA 94806

4. Pittsburg Health Center 2311 Loveridge Road Pittsburg, CA 94565 Power Washing Service Locations:

1. Contra Costa Regional Medical Center (CCRMC) 2500 Alhambra Ave Martinez, CA 94553

Locations at CCRMC:

· Facilities Department – concrete area outside

· Pathology concrete area

· Emergency room concrete area

· Right side of main hospital break area

· Back of E ward including staircase and walkway

· Left and right side of main hospital area

· 2nd floor break area (picnic table) on left side of main hospital

· Loading dock area (walls, awnings, concrete walkway

· Main entrance concrete area building one

2. Miller Wellness Center – perimeter brick entrance area 25 Allen Street, Bldg. E Martinez, CA 94553

The contractor will be responsible for providing specific tasks that include, but are not limited to the following:

Window Cleaning:

· Clean all windows, glass panels, and glass doors at the specified locations.

· Remove dirt, dust, fingerprints, smudges, and other residues from both interior and exterior surfaces.

· Ensure all windows and glass surfaces are streak-free and spotless.

· Use appropriate cleaning solutions and techniques to prevent damage to window frames and glass.

· The frequency of window cleaning will be determined in the contract based on location (e.g., monthly, quarterly, or as needed).

Power Steam Washing:

· Perform power steam washing of exterior building surfaces including walls, entryways, walkways, and parking areas.

· Clean exterior windowsills, frames, and other related structures.

· Safely and effectively remove dirt, mold, mildew, stains, and debris from exterior surfaces using steam cleaning equipment.

· Ensure that all surfaces are treated without causing damage to the property or landscaping

· The frequency of power steam washing will be discussed and agreed upon in the contract.

General Requirements:

· All work must be conducted during regular hours, or after hours if specified by the hospital, to minimize disruption to patients, visitors, and staff.

· Compliance with all local and state regulations related to the services provided, including but not limited to OSHA safety standards.

· Proper disposal of waste materials, cleaning solutions, and debris.

The following key considerations apply when providing window washing and power steam washing services in healthcare settings in California and Contra Costa County:

· Cal/OSHA Regulations for worker safety, fall protection, and heat illness prevention.

· Water Quality and Environmental Protection laws from CalEPA regarding chemical disposal and stormwater regulations.

· CDPH Infection Control requirements for healthcare facilities.

· Contra Costa County Local Regulations for stormwater management, business licenses, and potential permits.

· EPA Guidelines for cleaning products to ensure environmental safety.

· Compliance with ADA standards for accessibility.

Section V – Evaluation and Selection Process

A. Selection Process All proposals received will be evaluated by an RFP Review Committee. The following criteria, not listed in the order of importance, will be used to determine which agency best meets the needs of the County. Proposals will be evaluated based on the following criteria:

1. Experience with similar projects

2. Project understanding, methodology and approach

3. Staffing availability

4. Equipment

5. Cost proposal

6. Client references

B. Award Agreement Upon completion of the review period, the County shall notify those Proposers who will be considered for further evaluation and negotiation. All Proposers so notified may be contacted for an interview and negotiate in good faith in accordance with direction from the County. Any delay caused by Proposer's failure to respond to direction from the County may lead to a rejection of the Proposal.

If the County determines after further evaluation and negotiation to award the Agreement, a professional services contract shall be sent to the successful Proposer for the Proposer's signature. No proposal shall be binding upon the County until after the Agreement is signed by duly authorized representatives of both Proposer and the County.

C. Proposals are Public Records California Government Code Section 6250, the Public Records Act, defines a public record as any writing containing information relating to the conduct of the public’s business prepared, owned, used or retained by any state or local agency regardless of physical form or characteristics. The Public Records Act provides that public records shall be disclosed upon request and that any resident has a right to inspect any public record unless the document is exempted from disclosure.

Unless otherwise compelled by a court order, the County will not disclose any proposal while the County conducts its deliberative process in accordance with the procedures identified in this RFP. However, after the County either awards an agreement to a successful Proposer, or rejects all proposals, the County shall consider each proposal subject to the public disclosure requirements of the California Public Records Act. Each Proposer is hereby informed that, upon submittal of its proposal to the County in accordance with this RFP, the proposal becomes the property of Contra Costa County.

D. Protest

1. Protest Policy Any bidder or proposer who is aggrieved in connection with the solicitation or award of a contract may protest to the Purchasing Agent or Designee. The protest shall be submitted in writing to the Purchasing Agent or Designee, within five (5) business days after such aggrieved person or company knows or should have known of the facts given rise thereto. Failure to submit a timely protest shall bar consideration of a protest.

2. Grounds for Protest The protest shall state all grounds claimed for the protest and include supporting documentation. Failure to clearly state the grounds for the protest and provide supporting documentation shall be deemed a waiver of all protest rights.

3. Protest Procedures In the event a dispute arises concerning the proposal process prior to the award of the contract, the party wishing for a resolution of the dispute shall submit a request in writing to the Purchasing Services Manager in care of:

Cindy Shehorn, Purchasing Services Manager Contra Costa County Public Works Department 40 Muir Road, 2nd Floor Martinez CA, 94553

Section VI: Billing and Invoicing

A. Payment Terms The contractor shall submit a correct and complete invoice(s) to the County after services are rendered. Payment terms are Net 30 days, after receipt of correct invoice.

Contractor must accept payment terms of the County.

B. Rates Contractor shall submit Price Proposal - Exhibit B.

C. Pricing Hourly rates listed in Exhibit B Price Proposal are to remain firm fixed for the first 12 (twelve) months of the contract.

Exhibit A: Statement of Experience

SECTION A____________________________________________________________________________

Business Name: __________________________________________ Phone #: _____________________ Address: _____________________________________________________________________________ City: ________________________________________________ State: __________ ZIP: _____________ Federal Tax ID: ____________________________ Business License _______________________________ Business Status:

_____Non-Profit Corporation _____Corporation State of Incorporation: _____________________ _____General Partnership _____Limited Partnership _____Sole Proprietorship Other: __________________________ Name and title of an Officer or owner authorized to sign this proposal and any contract with the County that may result.

Name: __________________________________________________ Title: ________________________

SECTION B____________________________________________________________________________ Number of years in business under present business name: ____________________________________ Other Business Name(s): ________________________________________________________________ Number of years under prior name if any: ___________________________________________________

SECTION C____________________________________________________________________________ Number of years of experience in providing required, equivalent, or related projects: _______________ SECTION D____________________________________________________________________________ Similar services/projects completed during the last five years?

Period Services $ Amount Paid Location Agency Name 1 - __________________________________________________________________________________ 2 - __________________________________________________________________________________ 3 - __________________________________________________________________________________ 4 - __________________________________________________________________________________ 5 - __________________________________________________________________________________

SECTION E____________________________________________________________________________ Have you, or your agency failed or refused to complete a contract? _____ Yes ______ No If yes, explain: _________________________________________________________________________

SECTION F____________________________________________________________________________ Is your firm authorized to do business in the State of California? _____Yes ________No

SECTION G____________________________________________________________________________ Is your firm a State of California registered small business? ______Yes ______No

SECTION H____________________________________________________________________________ Is your firm local business? ______Yes ______No

SECTION I_____________________________________________________________________________ Explain any litigation similar to the services requested by this proposal involving you, or your agency, or any principal officer(s) thereof:

SECTION J___________________________________________________________________________ Has your company filed any written declaration for bankruptcy protection, a potential merger or acquisition, office closure, pending lawsuits, financial loss that might affect your ability to perform under the contract? _________ Yes ________ No (if yes, please explain): _______________________

SECTION K____________________________________________________________________________ License Provisions Has your company changed names or license numbers in the past 10 years? If so, please state the reason for change. Yes_____ No_____

Reason ________________________________

SECTION L____________________________________________________________________________ List the names and titles of the key personnel who would be assigned to the Project.

SECTION M____________________________________________________________________________ List all required business and professional licenses that pertain to this Project:

License Number Type Expiration Date

SECTION N____________________________________________________________________________ Do you and your agency agree to provide additional information as required by the County to make an informed determination of qualifications? ______ Yes _____ No

By signing this Statement of Experience, you are certifying that all information provided on this form and contained within your proposal are true, and you acknowledge that if the proposal contains any false statements, the County may declare any contract or agreement made as a result of the proposal to be void.

Signature: ________________________________________________ Date: ______________________ Authorized Name: ____________________________________Title: _____________________________

Exhibit B: Price Proposal

Window Washing Services

Miller Wellness Center 25 Allen Street, Martinez Exterior Window Cleaning

4x per year

Building E 2500 Alhambra Ave., Martinez Exterior Window Cleaning

2x per year

Building E

Interior Window Cleaning

Building One

Exterior Window Cleaning

Building One

Interior Window Cleaning

Main Building

Exterior Window Cleaning 2nd and 5th Floors

Main Building

Geriatrics Interior Window Cleaning, 4th Floor

Main Building

Interior and Exterior Window Cleaning on 3rd, 4th, & 5th Flrs

Buildings F & G

Exterior Window Cleaning

Buildings F & G

Interior Window Cleaning

Clinical Lab and Pathology

Exterior Window Cleaning and Pressure Washing

Dietary / Cafeteria 2500 Alhambra Ave., Martinez Exterior Window Cleaning

Dietary / Cafeteria

Interior Window Cleaning

EKG / FEG Module

Exterior Window Cleaning

EKG / FEG Module

Interior Window Cleaning

Emergency Room

Exterior Window Cleaning and washdown of problem areas

Emergency Room

Interior and Exterior Window Cleaning

Front Lobby

Interior Window Cleaning

Front Lobby

Exterior Window Cleaning

Hospital Administration

Exterior Window Cleaning

Hospital Administration

Interior Window Cleaning

Main Tower

Building Washdown (white metal panels)

Medical Staff Administration 333 C Street, Martinez Exterior Window Cleaning

Medical Staff Administration 333 C Street, Martinez Interior Window Cleaning

Pittsburg Health Center 2311 Loveridge Road, Pittsburg Interior and Exterior Window Cleaning

Specialty North Clinic

Exterior Window Cleaning

Specialty North Clinic

Interior Window Cleaning

West County Health Center 13601 San Pablo Ave., San Pablo Exterior Window Cleaning Balcony cleaning, frame cleaning, west windows behind yellow awnings, atrium window cleaning, skylight window cleaning and lobby entrances.

West County Health Center 13601 San Pablo Ave., San Pablo Interior Window Cleaning of 1st and 2nd floor, doctor offices and business offices.

Power Washing Services

Concrete area outside Facilities Department 2500 Alhambra Ave., Martinez Power Steam Wash

2x per month

Pathology Concrete Area

Emergency Room Concrete Area

25 Allen Street, Martinez Perimeter Brick Entrance Area

Back of E Ward including Staircase and Walkway 2500 Alhambra Ave., Martinez Power Steam Wash

Left and Right Side of Main Hospital Area 2500 Alhambra Ave., Martinez Power Steam Wash

2nd Floor Break Area (Picnic Table) On Left Side of Main Hospital 2500 Alhambra Ave., Martinez Power Steam Wash

1x per month

Loading Dock Area (Walls, Awnings, Concrete Walkway) 2500 Alhambra Ave., Martinez Power Steam Wash

Main Entrance Concrete Area Building 1.

2500 Alhambra Ave., Martinez Power Steam Wash

I have read, understood, and agreed to the terms and conditions of all contents of this RFP.

The undersigned agrees to furnish the service stipulated in the RFP as stated.

Exhibit C: Customer References

Government Agency:

Contact Person:

Address:

Tel. Number:

City, State, Zip:

Email Address:

Services Provided / Date(s) of Service:

Government Agency:

Contact Person:

Address:

Tel. Number:

City, State, Zip:

Email Address:

Services Provided / Date(s) of Service:

Government Agency:

Contact Person:

Address:

Tel. Number:

City, State, Zip:

Email Address:

Services Provided / Date(s) of Service:

Firm Name: _____________________________________________________________

Authorized Name: _______________________________ Title: ___________________

Authorized Signature: ____________________________ Date: __________________

Exhibit D: Anti-Collusion Statement

By signing this form, the Bidder agrees that this quote is made without any other understanding, agreement, or connection with any person, corporation, or firm submitting a quote for the same purpose and that the quote is in all respects fair and without collusion or fraud, IT IS AGREED BY THE UNDERSIGNED BIDDER, THAT THE SIGNING AND DELIVERY OF THE QUOTE REPRESENTS THE BIDDER'S ACCEPTANCE OF THE TERMS AND CONDITIONS OF THE FORGOING SPECIFICATIONS AND PROVISIONS, AND IF AWARDED, THIS CONTRACT WILL REPRESENT THE AGREEMENT BETWEEN THE BIDDER AND THE COUNTY.

NAME OF FIRM: ______________________________________________________________

[Sign in ink in the space provided below]

SIGNED BY: _________________________________________________________________

TITLE: ______________________________________________________________________

ADDRESS: __________________________________________________________________

CITY & STATE: _______________________________________________________________

TELEPHONE: _________________________________________________________________

Exhibit E: CCC Business Opportunity Registration

Place Holder

See Attached

Attachment A: CCC Addendum Acknowledgement

TO BE RETURNED WITH REQUEST FOR PROPOSAL

RFP No.: _______________ Title: ________________________________________________

ADDENDUM ACKNOWLEDGEMENT (Please initial for addendums received)

Company Name: _____________________________________________________________

Contact Name: _______________________________________________________________

Email Address: ____________________________________________ Phone No.: _________

Address:____________________________________________________________________

Authorized Signature: _________________________________________________________

Date: _______________________________________________________________________

Attachment B: CCC General Terms

Place Holder

See Attached

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