REQUEST FOR PROPOSAL

EM26-CMS01

CUSTODIAL MAINTENANCE SERVICES

City of El Mirage

10000 N El Mirage Rd

El Mirage, AZ 85335

RELEASE DATE: June 5, 2026

DEADLINE FOR QUESTIONS: June 25, 2026, 2:00 pm

RESPONSE DEADLINE: July 9, 2026, 8:00 am

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/elmirageaz https://procurement.opengov.com/portal/elmirageaz

City of El Mirage

REQUEST FOR PROPOSAL

Custodial Maintenance Services

I. Introduction II. Notice of Request for Proposals

III. Scope of Work IV. Pricing V. Evaluation Critieria

VI. Vendor Questionnaire VII. General Terms and Conditions

VIII. Standard Terms and Conditions

Attachments:

A - EM26-CMS01-Custodial_Maintenance_Exhibit_A

Request For Proposal #EM26-CMS01 Title: Custodial Maintenance Services

1. Introduction

1.1. Summary

The City of El Mirage, Arizona (hereinafter “City”) seeks proposals from qualified independent contractors to provide custodial maintenance services for City facilities, The selected contractor will be responsible for furnishing all necessary labor, supervision, tools, equipment, and materials, required to perform custodial maintenance services.

1.2. Background

In accordance with City of El Mirage Procurement Code, proposals for Custodial Maintenance Services will be received by the City of El Mirage Purchasing Administrator at the specified location until 8:00 am.on Thursday, July 9, 2026. Proposals received by the correct date and time shall be considered.

Proposals shall be in the actual possession of the City of El Mirage Administration on or prior to the exact date and time indicated above. Late proposals will not be considered, except as provided in the

City of El Mirage Procurement Code. Proposals shall be electronically submitted via the City's eProcurement Portal. Proposers are strongly encouraged to carefully read the entire Request for

Proposals Package.

1.3. Contact Information

Valerie Ojeda

Procurement Administrator

10000 N El Mirage Rd

El Mirage, AZ 85335

Email: vojeda@elmirageaz.gov

Phone: (623) 876-2953

Department:

Public Works

1.4. Timeline

Release Project Date June 5, 2026

Prospective Offeror’s Conference (Non-

Mandatory)

June 19, 2026, 1:00pm

El Mirage Public Works Facility, 10355 N. 121ST

Avenue, El Mirage, Arizona

Final Date for Inquires June 25, 2026, 2:00pm mailto:vojeda@elmirageaz.gov tel:(623)876-2953

Proposal Submission Deadline July 9, 2026, 8:00am

10000 N. El Mirage Rd.

El Mirage, AZ 85335

City Hall

Administration Building, OR Provide Zoom or TEAMS online address

Notice of Intent to Award Pending Council Approval

2. Notice of Request for Proposals

2.1. GENERAL

The City of El Mirage (“the City”) is seeking an experienced, qualified vendors to provide Custodial

Maintenace Services.

The contract period will be for an initial term of three (3) year with no more than two (2) additional (1) year extensions.

2.2. DESCRIPTION

This Request for Proposals (RFP) is to seek proposals for Custodial Maintenace Services.

2.3. SUBMITTAL OF PROPOSALS

In accordance with City of El Mirage Procurement Code, proposals for the material or services specified will be received by the City of El Mirage Purchasing Administrator at the specified location until the date and time specified. Proposals must be in the actual possession of the City of El Mirage on or prior to the

Proposal Due Date and Time. Late proposals will not be considered, except as provided in the City of El

Mirage Procurement Code. Proposals shall be electronically submitted via City's eProcurement Portal.

Offerors are strongly encouraged to carefully read the entire Request for Proposals Package.

Information regarding the submittal requirements of this RFP may be obtained via the City's eProcurement Portal. Any changes to this Request for Proposals will be in the form of a published amendment. All technical questions regarding this RFP must be submitted via the City's eProcurement

Portal. Questions are to be submitted no later than 2:00 pm on Thursday, June 25, 2026

Offeror assumes the burden of proper and timely delivery. Submittals are to be submitted via City's eProcurement Portal before 8:00 am on Thursday, July 9, 2026.

No submittals will be accepted after the date and time indicated.

If price is a consideration and in case of error in the extension of prices in the proposal, the unit price shall govern. No proposal shall be altered, amended, or withdrawn after the specified proposals due date and time.

Periods of time, stated as a number of days, shall be calendar days.

Proposal due date and time is stated as local Arizona time.

It is the responsibility of all Offerors to examine the entire Request for Proposals package and seek clarification of any item or requirements that may not be clear and to check all responses for accuracy before submitting a proposal. Negligence in preparing a proposal confers no right of withdrawal after proposal due, date, and time.

2.4. INQUIRIES

Any question related to the Request for Proposals shall be submitted via the City's eProcurement Portal

Q&A feature. The Offeror shall not contact or ask questions of the department for which the requirement is being procured. Questions may not be submitted after2:00 pm on Thursday, June 25, 2026.

2.5. PROSPECTIVE OFFERORS CONFERENCE

A Prospective offeror Conference shall not be held.

2.6. LATE PROPOSALS

Late Proposals will not be considered. A prospective offeror submitting a late proposal shall will be so notified in accordance with the City of El Mirage Procurement Code.

2.7. WITHDRAWAL OF PROPOSAL

At any time prior to 8:00 am on Thursday, July 9, 2026, a prospective offeror (or designated representative) may withdraw the proposal.

2.8. AMENDMENT OF PROPOSAL

Receipt of all Solicitation addendums must be acknowledged by signing and returning the document with the offeror's proposal.

2.9. VENDOR REGISTRATION

The successful Offeror must complete a vendor registration and W9 with the City of El Mirage Finance

Department.

2.10. RESPONSIVE BIDDER

An Offeror is a responsive bidder of the Offeror is determined by the Procurement Administrator to have submitted a proposal that conforms in all material respects to the requirements of the proposal documents.

2.11. RESPONSIBLE BIDDER

An Offeror is a responsible bidder if the Offeror is determined by the Procurement Administrator to have the following qualities:

A. The ability, capacity, experience and skill to provide the Goods and/or Services in accordance with proposal specifications;

B. The ability to provide the Goods and/or Services promptly, or within the time specified, without delay or interference;

C. the equipment, facilities and resources of such capacity and location to enable the Offeror to provide the Goods and/or Services;

D. The ability to provide future maintenance, repair, parts and service for the use of the Goods and/or Services purchased, if applicable;

E. The quality and adaptability of the materials, supplies or services required or necessary to the particular use; and

F. The financial resources to perform the Contract.

2.12. PROPOSAL EVAULATION

Award(s) will be made to the responsible and responsive Offeror(s) whose proposal(s) conforms in all material respects to the requirements and criteria set in the Request for Proposal. The City will be the sole judge as to the acceptability of the products, Goods, and/or Services offered.

During the evaluation process, the City of El Mirage reserves the right, where it may serve the City's best interest, to request additional information or clarifications from offeror. At the discretion of the City of

El Mirage, firms submitting proposals may be requested to make an oral presentation as part of the evaluation process.

If interviews are conducted, the Evaluation Committee will determine the Offerors best suited to meet the needs of the City based on scoring of the evaluation criteria. These Offerors will form the "Offeror

Short List" that may be invited for interviews.

Interviews may be conducted at City offices. Time limitations and presentation requirements will be provided with the "Offeror Short List" notification. Each Evaluation Committee member will score the interview. Interview scores will be sole determining factor for selection.

The City may elect, at its sole option, not to conduct interviews with Offerors. the City may request additional information or clarification of Offerors and hereby reserves the right to select the particular response to this Request for Proposal that it believes will best serve its business and operational requirements, considering the evaluation criteria.

2.13. EVALUATION CRITERIA

the following evaluation factors are listed in descending order of importance. Topics should be addressed in the following order for ease of evaluator interpretation and evaluation. The committee will evaluate and rank the offerors, based on the following criteria and weight in the RFP.

2.14. AWARD OF CONTRACT

A. Unless the prospective offeror states otherwise, or unless provided within this Request for

Proposal, the City reserves the right to award by individual line item, by group of line items, or as a total, whichever is deemed most advantageous to the City.

B. A response to a Request for Proposal is an offer to contract with the City based upon the terms, conditions and specifications contained in the City's Request for Proposal and the written amendments thereto, if any. Proposals do not become contracts unless and until they are accepted by the City. The contract has its inception in the award document, eliminating a formal signing of a separate contract. For that reason, all of the terms and conditions of the procurement contracts are contained in the Request for Proposal; unless modified by a

Solicitation addendum or a Contract Amendment.

C. Notwithstanding any other provision of this Request for Proposal, The City expressly reserves the right to:

i. Waive any immaterial defect of informality;

ii. Reject any or all proposals, or portions thereof; and/or

iii. Reissue a Request for Proposal.

2.15. DISCUSSIONS

In accordance with City of El Mirage Procurement Code, after the initial receipt of proposals, discussions may be conducted with Offerors who submit proposals determined to be reasonable susceptible of being selected for award.

2.16. PROTEST

Firms wishing to protest a disqualification on a procurement outcome may file a protest pursuant to the

Arizona Administrative Code, Section R2-7-A901 through A911. Protest must be filed with the City of El

Mirage City Clerk's Office either within fourteen (14) days of the Notice of Intent to Award or ten (10) days after the procurement file is made available for public inspection, whichever is later.

3. Scope of Work

3.1. Location of Work

All work under this Request for Proposal (RFP) shall be performed within the City of El Mirage, located in

Maricopa County, Arizona. A map identifying the project sites is included as Exhibit A.

The facilities included in this solicitation are as follows:

A. City Hall

10000 North El Mirage Road, El Mirage, Arizona

B. Senior Center / Court / Customer Service Complex (3 Buildings)

14010 North El Mirage Road, El Mirage, Arizona

C. Parks and Recreation Facility

10355 North 121st Avenue, El Mirage, Arizona

D. Police Department

12401 West Cinnabar Avenue, El Mirage, Arizona

E. Fire Department (Administrative Area Only)

13601 North El Mirage Road, El Mirage, Arizona

F. Public Works Facility (2 Buildings)

10355 North 121st Avenue, El Mirage, Arizona

G. Cada Uno Facility14406 North Alto Street, El Mirage, Arizona

3.2. Facility Access

A. Access to Facilities

The City of El Mirage shall provide the Contractor with all necessary security codes, building entry keys, and/or key card access required to perform the contracted services. The Contractor shall be authorized and required to lock and unlock doors as necessary for personnel performing the required services. The Contractor shall be responsible for safeguarding all keys, access cards, and security information provided by the City.

B. Service Hours

Unless otherwise authorized in writing by the City of El Mirage, all custodial services shall be performed Monday through Friday between the hours of 5:00 p.m. and 10:00 p.m.

C. City Hall Council Chambers

Custodial services for the City Hall Council Chambers shall be performed:

• On Mondays and Wednesdays between the hours of 8:00 a.m. and 5:00 p.m.; and

• After 12:00 p.m. (noon) prior to regularly scheduled City Council meetings held on the

2nd and 4th Tuesday of each month.

3.3. Proposed Work

The work to be performed under this Contract shall consist of providing all labor, supervision, materials, supplies, equipment, and transportation necessary to perform custodial services on a regular and ongoing basis for the buildings identified in this Request for Proposal (RFP).

3.4. Time is of the Essence

Because the City of El Mirage provides services that involve the health, safety and welfare of the general public, delivery time is of the essence. Delivery must be made in accordance with the delivery schedule promised by the Contractor

3.5. Property Damage

Contractor shall be responsible for repair of any damage to City of El Mirage property and restoration of any facility damage beyond normal wear and tear, caused by Contractor's maintenance activities. Repair and restoration shall be performed at no cost to the City of El Mirage.

3.6. Contract Time

This Contract is a (3) three-year contract and commences on September 2026 and expires September

2029. If renewed, the contract is an annual contract. Contract renewal shall be within 30 days of contract expiration.

The City of El Mirage may at its sole option and with the consent of the Contractor, extend the period of this agreement up to two (2) additional years in one (1) year increments. Any price increase must be mutually agreed upon by the City and the Contractor. The Contractor shall be notified in writing when the contract renewal has been approved.

Either party has the right to cancel this contract at any time with a (30) thirty day written notice.

3.7. IMPLEMENTATION AND WORK PLAN

All Bidders shall submit, as part of their RFP response, a detailed thirty (30) day implementation plan demonstrating the Bidder’s ability to successfully commence services for the City of El Mirage on the contract start date. Bidders shall also provide a comprehensive written work plan that includes, at a minimum, the following information:

A. The estimated number of personnel and man-hours assigned to each building necessary to meet the specifications of this Contract.

B. A backup staffing plan to address employee absenteeism, vacations, emergencies, and other staffing shortages.

C. The number and level of supervisors proposed.

D. The type, quantity, of equipment to used per building.

E. A detailed list of supplies, materials, and cleaning chemicals proposed for use in each building to fulfill the requirements of this Contract.

Failure to provide all required information above may result in the Bidder being deemed non-responsive and subject to disqualification from further consideration.

3.8. Contractor's Employees

A. Wherever “security clearance” is referred to, it shall be understood that it refers to a security/criminal history background investigation. It is to include fingerprint clearance through the Arizona Department of Public Safety. The completed report(s) shall be provided to the designated representative of the City of El Mirage Police Department at least three (3) days, excluding weekends and holidays, in advance of the need for access.

B. Contractor shall submit, at the Pre-Start up Meeting, a current list of the names, addresses, Social Security numbers, and security clearance reports for all employees who will perform work under this Contract. Changes in the employment list shall be reported to the City of El Mirage no less than three (3) days before the changes become effective. Employees must have a security clearance to work on the City of El Mirage property.

C. Contractor shall provide appropriate training to employees prior to the beginning of service and have an on-going training program in place under this Contract to ensure competent performance of the work during scheduled hours. The Contractor shall provide, when submitting names of employees, documentation of the type and amount of training received by each employee.

D. Contractor is not allowed to employ undocumented persons to perform custodial services or any services in the City of El Mirage facilities.

E. All representatives of the Contractor's company must be fluent enough in the English language to converse intelligibly with City of El Mirage management and other personnel. The

Contractor's Supervisor must be fluent in the English language.

F. Contractor hereby agrees that any of its employees who may be assigned to the City of El

Mirage buildings to satisfy Contractor's obligations under this Contract shall be used exclusively for that purpose during the hours when they are working in areas covered by this Contract and shall perform no other custodial work at the City of El Mirage facilities.

A. During the performance of this contract the Contractor will follow the Federal government's

Affirmative Action guidelines to ensure that employees or applicants applying for employment will not be discriminated against because of race, color, religion, sex or national origin, age, legal alienage, pregnancy, disability, or union activity.

3.9. Employee Identification, Building Access, and Security Clearance

A. All Contractor employees are to be in uniforms that bear the company name or logo. Uniforms are not to be dirty, stained or torn. Employees should not wear sandals or open-toed shoes, shorts or clothing associated with gangs.

B. Only authorized Contractor employees are allowed on the premises of the City of El Mirage buildings. Contractor's employees are not to be accompanied in the work area by acquaintances, family members, assistants or any other person unless said person is an authorized Contractor employee.

C. The Contractor may sub-contract work to be done. Sub-contracted employees may not have a security clearance as required for the Contractor’s employees.

1. The contractor will be responsible for notifying the Public Works Director or designee at least five days prior to any sub-contract work to be done in any of the City facilities.

2. The Contractor will be responsible for ensuring that an employee who has received clearance accompany and maintain constant oversight of workers who have not obtained a security clearance. If a Contractors employee who has a security clearance is not available, arrangements can be made with the City to have a City employee available to supervise the workers. The contractor may be required to reimburse the City for all associated overtime costs.

3. The contractor is responsible for providing the name, address, date of birth and social security numbers of these employees to the designated Police Department representative.

D. If, for any reason, the person(s) employed by the Contractor and normally assigned to clean the

City facilities are not available, the Contractor may provide a substitute employee. However, if that person is not on the approved list of employees who have a security clearance, the

Contractor shall assign a supervisor who has a security clearance to supervise the employee. This procedure is only allowed for short durations and to be used at a minimum.

E. The Contractor will advise the designated Police Department representative at least 12 hours prior to assigning that person. Included in the notification will be the employee’s full name, address, date of birth, and social security number.

F. Prior to scheduling any custodial services, Contractor shall submit a current list of names, addresses, social security numbers and a completed security clearance report listing any and all results of the investigation for all employees requiring access to any City facilities. Contractor is responsible for obtaining security clearances for all employees at their sole expense.

G. The City of El Mirage reserves the right to change any restricted areas as operations may dictate.

H. All employees assigned to work in any City facility shall have a security clearance before access to facilities is given. The security clearance will be conducted prior to any employee entering work. The information will be provided to the City of El Mirage at least three (3) days, excluding weekends and holidays, in advance of the need for access.

I. In its sole discretion, the City of El Mirage may, at any time, refuse to allow an employee access to an area for the reasons listed below, but not limited to the following reasons:

1. Conviction of a felony.

2. Conviction of a misdemeanor (not including traffic or parking violation).

3. A person currently on parole or probation.

4. A person currently identified as the subject of a criminal investigation.

5. Any person with outstanding warrants (including traffic and parking violations)

3.10. Type of Supervision

The Contractor shall provide qualified on-site supervision for each work shift to ensure the satisfactory and competent performance of all services required under this Contract during scheduled working hours. In addition, the Contractor or its authorized representative shall conduct routine daily inspections to verify that all work is being performed in accordance with the requirements and standards of this

Contract.

The Contractor’s Job Manager and supervisory personnel shall be literate and fluent in the English language to ensure the ability to read and understand chemical labels, safety information, work instructions, and signage, and to effectively communicate with City management and personnel.

On-site supervisory personnel shall also be able to effectively communicate in the primary language spoken by the custodial staff to ensure proper direction, training, and oversight of assigned personnel.

3.11. Laws and Rrgulations

Contractor shall comply with all applicable federal law, state law, the City of El Mirage Municipal Code, regulations and rules, including, but not limited to:

OSHA Guideline Compliance

1. MATERIAL SAFETY DATA SHEETS - Contractor shall furnish to the City of El Mirage copies of

Material Safety Data Sheets (MSDS), for all products used on an annual basis. In addition, each time a new chemical or cleaning product is introduced into any facility, a copy of that product's MSDS must be provided to the Public Works Department prior to the product being used in any facility. Contractor must also provide a list of products being used at each facility and on what surface.

2. The Materials Safety Data Sheets must be in compliance with OSHA Regulation 1910.1200, paragraph g.

3. CAUTION SIGNS - Contractor shall use caution signs as required by OSHA Regulation

1910.1200, paragraph f, concerning the labeling of all chemical containers.

4. CAUTION SIGNS - Contractor shall use caution signs as required by OSHA Regulation

1910.144 and 1910.145 at no cost to the City of El Mirage. Caution signs must be on-site during each scheduled cleaning.

5. OSHA GUIDELINES OF BLOOD PATHOGENS - Contractors shall comply with the OSHA

Standards 29CFR 1910.1030.

6. Contractor shall be responsible for compliance with all OSHA rules and regulations on date of Contract acceptance and shall provide proof to the City of El Mirage.

7. Failure of Contractor or their employees to comply with all applicable laws, regulations and rules shall permit the City of El Mirage to immediately terminate the contract without liability.

3.12. Performance

A. Contractor's Performance

The Custodial Contractor shall furnish all necessary trained personnel, supervision, scheduling, equipment and tools (and maintenance), cleaning chemicals, supplies and other accessories required to perform the custodial services at the City of El Mirage’s facilities designated in the Scope of Work. All work shall be performed in strict accordance with the conditions, provisions, standards and specifications described herein.

B. Quality and Acceptability of Work

The Public Works Director or designee shall decide all questions which may arise as to the quality and acceptability of any work performed under the contract. If, in the opinion of the Public Works Director or designee, performance becomes unsatisfactory, the City of El Mirage shall notify the Contractor, its authorized representatives or agents in writing.

C. Contacting the Contractor

The Contractor must have a telephone number where it can be contacted immediately anytime during a twenty- four (24) hour period and the Contractor must call back within sixty (60) minutes of the originating call. The Contractor's telephone number must be free of charge.

3.13. Performance Standards

A. It is the objective of the City to obtain full cleaning performance in accordance with the terms of the specifications and at the quality standards of work set forth in this contract. To this end, the

City is contracting for the complete performance of each cleaning job as specified in this contract. Therefore, deductions (Liquidated Damages) for tasks not completed or not satisfactorily completed shall be made in accordance with the schedule detailed herein.

B. The Public Works Director or designee shall contact the Contractor by telephone, fax, or email to notify them of performance issues. The Public Works Director shall also notify the Contractor of written complaint(s) received from building occupants. The Contractor shall be required to respond to any major problem(s) within two (2) hours, once notified by the Public Works

Director or designee, or be charged a deduction.

C. The Public Works Director shall maintain a file of incoming complaints whether they be written, oral, or by telephone. This file shall contain the date, time, building, name of the person making the complaint, phone number and time the Contractor was notified, or a copy of the notification letter and fax record.

D. Major problems require immediate attention and shall be responded to and corrected within two (2) hours. Examples of major problems include, but are NOT limited to toilets not cleaned, not stocking sufficient paper products in large areas, offices not cleaned, or trash removed, etc.

The Public Works Director or designee shall have authority to classify a complaint as major or minor.

E. Minor problems require correction during the next day’s normal clean up, however a continuing record of minor complaints shall result in a deduction. Examples of minor problems include, but are not limited to, a trash can not emptied, a small area not vacuumed, toilet paper in one stall out, etc. Failure by the Contractor to respond to specific complaints as stated above, as well as preventing continuing occurrences of such complaints, may result in deductions of invoiced payments or termination of this contract agreement.

F. Failure to clean an entire building or site shall result in a separate deduction for nonperformance. After three (3) occurrences of nonperformance, the city, at its discretion, may begin default proceedings. The Contractor, to handle an instance of nonperformance, shall send personnel to the missed site within one hour of notification of an event of nonperformance for immediate servicing of that location. However, this shall not relieve the Contractor of being charged the deductions or this counting towards the three occurrences. If the Contractor does not respond in one hour, the Public Works Director may exercise the City’s right to terminate for default.

3.14. Liquidated Damages

Failure of the Contractor to respond to problems referred to them by the Public Works Director within the time limits established above shall result in the following deductions from invoiced payments:

A. Major problems not responded to within the established time limits will result in a deduction of

5% of the monthly cost of cleaning the entire building.

B. Minor problems not responded to within the established time limits will be one (1) day’s cost of cleaning for the entire building experiencing the problem (the formula to arrive at the deduction is: monthly facility cost divided by workdays in month = per day cost of cleaning that location).

C. Nonperformance deductions shall be equal to 100% of the monthly charge for the missed facility.

D. Continued reporting of major and minor compliance failures of five (5) or more for any month will result in a 10% DEDUCTION OF THE TOTAL MONTHLY CONTRACT COST.

E. Inspection reports for a one (1) month period will be reviewed prior to the first meeting of the following month. Should these inspection reports indicate an overall unsatisfactory rating for that month; the City will impose a 10% DEDUCTION OF THE TOTAL MONTHLY CONTRACT COST on the next payment. (Inspection reports will be discussed weekly with the Public Works

Director or designee, and therefore, Contractor should be fully informed and aware that punitive deductions are forthcoming).

F. Three occurrences of nonperformance in a twelve-month period may result in the decision to terminate this contract due to default.

3.15. Inspections

A. The Public Works Director or designee will conduct random inspections of the area covered under this Contract.

B. The Public Works Director or designee shall conduct joint inspections with the Contractor of each location on a monthly basis. The date and time shall be mutually agreed upon.

3.16. Storage Space

Contractor may store supplies, materials and equipment in a storage area, designated by the Public

Works Director or designee, on the City of El Mirage facility premises. The Contractor agrees to keep its portion of this storage area in accordance with all applicable fire regulations. The use of the City of El

Mirage storage facilities will be on a space-available basis and subject to the approval of the Public

Works Director or designee.

A. Keep janitorial closets and slop sink rooms in a clean and orderly condition.

B. Keep storage closets, utility and telephone rooms in an orderly condition. No storage in utility/phone closets.

3.17. Telephone Service

A. Contractor shall be allowed job-related use of the City of El Mirage telephone at no cost to the

Contractor. The Contractor will pay any cost or repair damage caused by Contractor to the telephone equipment over and above normal wear and tear. No toll charges will be allowed by Contractor's employees. Any toll charges will be reimbursed to the City of El Mirage by the Contractor

B. A list of emergency telephone numbers shall be maintained at the work locations by the Contractor and will include the Police and Fire Departments.

3.18. City Holidays

Janitorial Services shall not be provided during City holidays as listed below except for the Police

Department Buildings:

• New Year’s Day

• Martin Luther King Jr. Day

• Presidents’ Day

• Memorial Day

• Independence Day

• Labor Day

• Veterans Day

• Thanksgiving Day

• Christmas Day

3.19. Work Time Designations

Unless designated otherwise, the following time schedules are applicable:

A. All services are to be performed between the hours of 5:00pm and 10:00pm unless otherwise requested in writing by the City of El Mirage.

B. Custodial services are to be done five (5) days a week, Monday through Friday except for the

Police Department which is to be done six (6) days a week, Monday through Saturday.

C. One time daily - daily work to be performed each day at Contractor's discretion.

D. Once per week (weekly) - work to be performed once per week at Contractor's discretion, a minimum of four (4) days apart.

E. Twice per week - work to be performed twice per week at Contractor's discretion, a minimum of two (2) days apart.

F. Three times per week - work to be performed on Monday, Wednesday and Friday.

G. Once per month (monthly) - work to be performed once per month, a minimum of three (3) weeks apart.

H. Twice per month - work to be performed twice per month, a minimum of two (2) weeks apart.

I. As needed - determined by the Public Works Director or designee.

3.20. Floor Space

All floor spaces at all locations is applicable unless specifically exempted

3.21. Deliveries

Contractor’s employees are strictly prohibited from signing for, acknowledging receipt of, or otherwise accepting deliveries on behalf of the City of El Mirage or any City department. Any deliveries requiring acceptance shall be handled exclusively by authorized City personnel.

3.22. Pre-start up meeting

A. The successful Contractor shall be required to attend a start-up meeting with the Public Works staff no less than one (1) week prior to the contract start date. Such meeting may include a walk-through of each facility.

B. A Contractor supervisor shall be on-site to orient employees the first day of the Contract.

Throughout the entire Contract period, a Contractor supervisor shall be on-site to orient new employees or employees newly assigned to a specific location

3.23. Additions, Deletions, Changes

The Public Works Director may at any time, as the need arises, order changes within the scope of the work without invalidating the agreement. If such changes increase or decrease the amount due under the Contract Documents, an equitable adjustment shall be authorized by written Change Order.

3.24. Quarterly Review

A management representative of the successful Contractor will attend a quarterly compliance review with the Public Works staff. The Contractor will be notified of the exact time and place of each meeting.

3.25. End of Contract Review

A. Approximately ten (10) days prior to the end of the contract, the Contractor's representative will schedule a walk-through inspection of the facilities to review their cleanliness.

B. If the cleanliness level is below that of the cleanliness standards established by the terms, conditions and provisions of the Contract, the City of El Mirage will hold the last monthly payment for that facility until the cleanliness standards are met

3.26. Safety Measures

A. Contractor must certify that all employees and representatives are trained to recognize and understand the Universal Safety Symbols. The Contractor's supervisor shall be fluent in the

English language and the language of the custodians. Representatives of the Contractor must be fluent in English. However, for better communication between the Contractor and the employees, the Contractor may provide the following information to the employees:

A. Provide all MSDS sheets in English and Spanish languages.

B. Label all containers in English and Spanish languages.

C. Post all custodial instructions and schedules in English and Spanish languages.

D. The Contractor's supervisors must be fluent in the English language and shall be available to the

City of El Mirage personnel.

3.27. Alteration of Work

The City of El Mirage reserves the right to make alterations to specific work hours as may be found necessary or desirable. Such changes shall not invalidate the Contract nor release the surety, and the

Contractor agrees to perform the work as altered the same as if it had been a part of the original

Contract. The City of El Mirage will make arrangements to cover unforeseen circumstances, which make it impossible to carry out the work in accordance with the original Contract plans and specifications.

3.28. Quality Control

Contractor should provide a monthly Maintenance/Cleaning Calendar that reflects the Cleaning

Specifications and requirements and their scheduled cleaning days. This calendar must be forwarded to the Agent prior to the start of each month.

A. A sample must be included with the Contractor's Request for Proposal (RRP).

B. This Cleaning Schedule will be utilized to ensure that all specifications are successfully being adhered to.

3.29. Training

The Contractor will provide training to their staff in the areas of job safety, hazardous communication, clean and disposal of blood borne pathogens, site tours and floor care services. The Contractor will maintain records of all required training and will provide copies of training to the City of El Mirage upon request.

3.30. Carpet Cleaning

A. Complete Carpet cleaning shall only be performed when authorized.

B. Carpet Care guidelines will be that of Manufacturers’ approved cleaning process and appropriate equipment.

C. The Contractor shall not clean carpets unless authorized by the Agent in writing and must obtain a valid purchase order in the amount for the work request prior to commencement.

3.31. Janitorial Supplies

A. The Contractor shall provide all cleaning chemicals and equipment necessary to perform the cleaning standards of the contract. The Contractor is required to use floor care products that meet and are guaranteed by the manufacturer, to equal or surpass the test method developed by the American Society of Testing Material (ASTM) for determining the slip resistance of floor finishes (ASTM D2047).

B. Supplies.

1. Chemical Supplies: This list is not inclusive, but the minimum standard required:

1. Graffiti cleaner

2. Carpet spot remover/cleaner

3. Disinfectant

4. Germicide

5. Mild detergent

6. Metal cleaner/polish

7. Furniture polish

2. Biohazard Kit - Maintain a minimum of one biohazard kit at the Public Safety Building at all times.

C. Equipment

The Contractor shall provide a list of type and quantity of equipment that will be utilized at each location in the performance of this contract. A copy of the specification of each type of equipment shall be attached to the RFP. The equipment submitted shall be kept current and operating in all facilities at all times for the life of the contract.

3.32. Scope of Work

A. General - (Daily Unless Otherwise Noted)

a. Secure all areas.

b. Polish and vacuum all furniture, wooden counters and tabletops (Weekly).

c. All trash shall be removed to pre-designated area.

d. All recycling shall be removed to pre-designated areas.

e. Vacuum all carpets using a certified Hepa (or better) filtered vacuum.

f. Sweep all flooring using approved dust down preparations; damp mop all flooring in entrance foyers.

g. Spot clean all carpeting (using approved Manufacturer process & materials)

h. Wash and sanitize all water fountains & coolers including upper and lower air vents.

i. Clean all doors and door jams. (Weekly)

j. Clean door glass (both sides)

k. Wipe all wall surfaces (Monthly).

l. Clean all white “write on” boards unless “SAVE” is written on them. (Weekly).

m. High dust all sprinklers, ventilation grills, and all other ceiling fixtures as appropriate.

(Quarterly)

n. Vacuum all overhead ventilation grills using a certified HEPA (or better) filtered vacuum.

(Quarterly)

o. Wash down patios (Weekly)

A. All Restrooms - (Daily Unless Otherwise Noted)

1. Sweep, then wet mop restroom floors with germicidal detergent and clean water, including baseboard. Maximum care will be taken to remove and prevent staining to floor surface and grout. Change water after cleaning each restroom.

2. Clean all surfaces of basins, bowls, toilet seats and urinals with germicidal detergent, wiping excess liquid off of adjacent walls, fixtures and partitions.

3. Clean empty restroom dispensers and refill with supplies, making sure that there is no soap residue at spout of dispenser. Remove wrapper from toilet paper. Contractor will not leave extra rolls of toilet paper or paper towels in restrooms. Refill all air freshener dispensers when needed.

4. Wash and polish mirror, basin shelves/counters, bright work, soap dispensers, piping and push plates on doors, making sure there is no residue build-up anywhere on bright work.

5. Spot clean light switches, doors and walls.

6. Spot clean door kick & push plates, and the area immediately surrounding them.

7. Thoroughly clean restroom ceramic tile walls removing streaks, smudges and graffiti. Maximum care will be taken to prevent staining to wall tile and grout.

8. Waste receptacles to be emptied, spot cleaned, and liners replaced (as needed).

9. Clean and refill sanitary machines with supplies to be provided by the City of El Mirage.

10. Showers are to be completely cleaned with germicidal detergent and free of soap and water residue build-up anywhere.

11. Fill floor drains with water and a capful of enzyme bacteria product.

12. Wash all restroom partitions on both sides, including doors, hinges and partition seams.

13. Empty trash receptacles and replace liners.

14. Refill all dispensers (paper, soap, etc.).

15. Clean mirrors, counters, tile around fixtures.

16. Clean and sanitize sink and fixtures.

17. Clean and sanitize toilets and urinals.

18. Spot clean partitions and walls.

19. Sweep and sanitize floors.

20. Refill toilet deodorizers, as needed.

21. All showers will be cleaned, and disinfected, as needed with locker rooms dusted and cleaned.

Note: The City of El Mirage will supply air sanitizer for special existing dispensers

C. Office and Common Area Cleaning (Daily Unless Otherwise Noted)

2. Waste receptacles to be emptied, spot cleaned, and liners replaced (as needed).

3. Empty all recyclable receptacles and replace liners as needed. Dump recyclables in the designated area.

4. Empty and damp wipe all ash trays.

5. Dust and damp wipe all horizontal counter surfaces.

6. Dust high and low areas (wall ornaments, clocks, shelves, partitions tops, etc.) (Weekly).

7. Spot clean vertical surfaces removing fingerprints, smudges and stains (weekly).

8. Clean phone and computer screens (Weekly).

9. Dust and clean all vents (Bi- Weekly).

10. Windows cleaned inside and outside, as needed. Include cobwebs in the windows and eves.

11. Desks can be cleaned if cleared of all paperwork and other items. Lightly dust office and desk equipment (i.e. telephones, typewriters, projectors, computers, etc.), all desktops, countertops, credenzas, bookshelves, file cabinet tops, and glass tops. *Contractor is not to touch or move items on desks!

12. Sweep all flooring using approved dust down preparations; damp mop all flooring.

13. Vacuum all carpeted surfaces using a certified Hepa (or better) filtered vacuum.

14. Spot clean carpeted areas.

D. All Break rooms - (Daily Unless Otherwise Noted)

22. Wipe clean and sanitize all counter tops, refrigerators (exterior), tables, chairs, cabinets, coffee makers (exterior), and vending machines, exterior of trash receptacles, paper towel dispensers, and ashtrays.

23. Clean, polish and sanitize all surfaces of sink with germicidal detergent, wiping excess liquid off of faucet and adjacent walls. Polish all.

24. Sweep between, around and underneath vending machines, refrigerators, cabinets, etc.

25. Sweep and wet mop with germicidal detergent non-carpeted floors.

26. Spot clean light switches, doors, and walls.

27. Spot clean carpets removing stains, deposits, gum, spills.

28. Waste receptacles emptied, spot cleaned & liners replaced (as needed). Trash removed to pre- designated area.

29. Refill all dispensers (paper, soap, etc.).

30. Remove all collected trash to designated area.

31. Empty and damp wipe all ash trays.

32. Dust and damp wipe all horizontal surfaces.

33. Clean microwave inside and out.

34. Clean all tables and chairs.

35. Clean and sanitize all floor coverings.

36. Scrub and refinish all floor coverings (Quarterly).

37. Dust high and low areas (wall ornaments, clocks, partitions tops, etc.) (Weekly).

38. Spot clean vertical surfaces removing fingerprints, smudges and stains (Weekly).

39. Wipe clean and sanitize the inside of refrigerators. Remove and replace contents if needed.

(Weekly)

40. Dust and clean all vents (Bi- Weekly).

E. Holding Cells

1. Clean and sanitize all floor coverings.

2. High and low dusting.

3. Clean and sanitize toilets and wash basins.

4. Restock toilet paper in cells using partially used rolls.

5. Mop storage room floor and mop sink (Weekly)

6. Flush all toilets and run water in each wash basin for 15 seconds (Bi- Weekly).

F. Evidence Processing Room

The evidence processing room may NOT be entered for cleaning.

G. Commercial Kitchen Cleaning - (Daily Unless Otherwise Noted)

The following cleaning standards shall be used in the Senior Center kitchen area in addition to general tasks.

A. Equipment – Wash, Rinse and Sanitize (a sanitizing solution is 1tbs. of bleach per gallon of water. Solution must sit on the surface wet for 1 minute) all food contact surfaces including food preparation equipment. Floors – The surfaces shall be swept prior to wet mopping to remove all loose soil and dust including the lifting of any mats. All accessible areas shall be mopped to remove all soil, scuff marks, and nonpermanent stains. After mopping, the floor shall have a uniform appearance with no streaks, film, swirl marks, detergent residue, mop strings or other evidence of soil. Baseboards shall be wiped to remove all splash marks.

B. Walls – The surface of all walls shall be washed with a mild soap and degreaser and then rinsed with clean water.

C. Trash Receptacles - All waste receptacles recycle containers, and other trash containers within the kitchen shall be emptied each night and returned to their initial locations. The interior, exterior and housing of trash receptacles, shall be damp wiped to remove soil. Wet spills on the interior of wastebaskets shall be removed. Trash receptacle plastic liners shall be replaced nightly.

D. Floor Drains - Remove all build up deposits, from the grate and neck of the drain. Replace the grate properly. Clean the inside of the drain by pouring at least one cup of 50/50 mixture of clean water/disinfectant through the drain.

H. Floor Maintenance

15. Sweep and mop floor coverings with approved disinfectant.

16. Sweep and mop stairwell coverings.

17. Scrub and refinish all floor coverings (Twice per Year).

I. All Areas - Once Weekly

41. Corners and edges will be swept or vacuumed to remove all dirt and dust.

42. Thoroughly dust all chair and table legs and baseboards.

43. Wipe clean all baseboards upon completion of once weekly floor treatment.

44. Thoroughly dust, with treated cloth, all window frames and sills.

45. Dust high and low fixtures.

46. Ensure all walls, ceilings, fixtures and corners are free of cobwebs.

47. Clean custodial closet storage areas including washing sink, dust and wet mop floor, restock supplies & equipment.

48. Floor mats -remove gum and spots, wash with mild detergent/soap, rinse and let dry before placing back on floor.

49. Fabric chairs and couches, remove lint, dirt and gum -spot clean.

50. Dust all walls, ceiling and floor vents.

51. Spot clean glass in all interior windows, door, wall, partition, as well as any other miscellaneous glass surfaces

J. All Areas - Monthly

7. Thoroughly vacuum all upholstered furniture.

8. Thoroughly clean all walls, ceiling and floor vents.

9. Spot clean baseboards, removing heel marks and soil.

10. Thoroughly dust, with clean cloth, all window blinds -spot wash as needed.

11. Thoroughly clean all leather/vinyl upholstered furniture.

12. Wipe out inside of all refrigerators.

K. All Areas - Quarterly

Vacuum or wipe with treated cloth (as appropriate) all window blinds.

L. All Areas - Twice Per Year

Strip hard surface floors and refinish with two coats of sealer and three coats of floor polish. All old wax build up, especially in corners and along baseboards, must be removed.

M. All Areas - Annually

Machine scrub ceramic tiles, removing oil and all build up of waxes and finishes. Thoroughly clean and apply sealer to the grout, restoring it to original color.

4. Pricing

CUSTODIAL SERVICES

Respondents may submit this form or a separate form with their proposed cost for Custodial Services.

Line Item Description Price Total Price

1 City Hall Lump Sum

2 Senior Center/Court/Customer Service (3 Buildings) Lump Sum

3 Police Department Lump Sum

4 Fire Department (Admin Area Only) Lump Sum

5 Parks and Recreation Lump Sum

6 Public Works (2 Buildings) Lump Sum

7 Cada Uno Lump Sum

ADDITIONAL SERVICES

Respondents may submit this form or a separate form with their proposed cost for Additional Services.

Line Item Description Price Total Price

1 Carpet Cleaning (Per square foot) Lump Sum

2 Window Cleaning (2X/YR) (interior & exterior of all buildings) Lump Sum

3 Vacuum Workstations Partitions (Quarterly all buildings) Lump Sum

5. Evaluation Critieria

No. Evaluation Criteria Scoring Method Weight (Points)

1. Method of Approach Points Based 40 (40% of Total)

2. Similar Projects Points Based 30 (30% of Total)

3. Price/Cost Points Based 30 (30% of Total)

6. Vendor Questionnaire

6.1. Have you read and agreed to all of the terms and conditions in the RFP* ☐ Please confirm

*Response required

6.2. Staff Qualifications*

Provide a list of employees and their qualifications and/or certifications.

*Response required

6.3. References *

Please download the below documents, complete, and upload.

• Refrences.pdf

*Response required

6.4. Statement of Contractors Qualifications *

Please download the below documents, complete, and upload.

• Statement_of_Contractors_Qu...

*Response required

6.5. Identify any claims arising from a contract owner, which resulted in litigation within the last five (5) years. Briefly describe the circumstances and the outcome. *

*Response required

6.6. Please Provide your Certificates of Insurance. *

*Response required

6.7. Please provide any additional information you would like for the City to consider.

6.8. Proposal *

Please upload your complete Proposal here.

*Response required https://government-project.s3.us-west-2.amazonaws.com/268615/a2ac0fad-b283-4043-956d-512ec39377a1_Refrences.pdf https://government-project.s3.us-west-2.amazonaws.com/268615/53d45872-d449-498d-8d19-d7bdb32c49ec_Statement_of_Contractors_Qualifications.pdf

7. General Terms and Conditions

THE FOLLOWING TERMS AND CONDITIONS ARE AN EXPLICIT PART OF THE SOLICITATION AND ANY

RESULTANT CONTRACT

7.1. CERTIFICATION

a.) The submission of the offer did not involve collusion or other anti-competitive practices.

b.) The Contractor shall not discriminate against any employee or applicant for employment.

c.) The Contractor has not given, offered to give, nor intends to give at any time hereafter any economic opportunity, future employment, gift, loan, gratuity, special discount, trip favor, or service to a public servant in connection with the submitted offer.