CUSTODIAL_SERVICES_AT_MUNICIPAL_BUILDINGS_&_BUS_SHELTERS_(Addendum_#1_Revision).pdf

INVITATION TO BID

22/23-29

CUSTODIAL SERVICES AT MUNICIPAL BUILDINGS & BUS

SHELTERS

Town of Manchester

Lincoln Center

Manchester, CT 06040

RELEASE DATE: November 29, 2022

DEADLINE FOR QUESTIONS: December 14, 2022

RESPONSE DEADLINE: December 20, 2022, 11:00 am

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/townofmanchester https://secure.procurenow.com/portal/%7bproject.government.code%7d

Town of Manchester

INVITATION TO BID

22/23-29

CUSTODIAL SERVICES AT MUNICIPAL BUILDINGS & BUS SHELTERS

I. Introduction II. Instructions to Bidders

III. Standard Insurance/Indemnification Requirements IV. Standard Instructions-Supplies, Materials & Eqpt V. Project Details

VI. Living Wage Ordinance VII. Vendor Submissions

VIII. Pricing Table

Attachments:

T - Manchester living wage certification

Invitation To Bid #22/23-29 Title: CUSTODIAL SERVICES AT MUNICIPAL BUILDINGS & BUS SHELTERS

1. INTRODUCTION

1.1. Summary

The purpose of this contract is to provide custodial / cleaning services for eleven (11) Town of

Manchester buildings and 24 Bus Shelters.

1.2. Contact Information

Cora Narracci

Purchasing Agent

494 Main Street

Purchasing Department

Manchester, CT 06040

Email: cnarracci@manchesterct.gov

Phone: (860) 647-3031

Department:

Facilities

Department Head:

Chris Till

Facilities Director

1.3. Timeline

Release Project Date November 29, 2022

Pre-Bid Meeting (Mandatory) December 7, 2022, 10:00am

Facilities Management located at 321 Olcott Street, Manchester, CT 06045

Question Submission Deadline December 14, 2022, 11:00am mailto:cnarracci@manchesterct.gov tel:(860)647-3031

Submission Deadline December 20, 2022, 11:00am

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2. INSTRUCTIONS TO BIDDERS

2.1. INSTRUCTIONS TO BIDDERS

In accordance with the provisions of the Town Charter, sealed proposals will be received not later than the date and time set forth above, for furnishing the commodities and/or services listed herein.

Proposals must be executed in accordance with and subject to instructions and specifications contained herein.

The Town of Manchester is an equal opportunity employer and requires an affirmative action policy for all of its Contractors and Vendors as a condition of doing business with the Town, as per Federal Order

11246. By submitting the Proposal for this bid, all vendors and contractors agree to this condition of doing business with the Town, and should the Town choose to audit their compliance, the vendor agrees to cooperate fully.

2.2. ELECTRONIC BIDDING INFORMATION

Important Instructions for Electronic Submittal

Specifications and bid forms must be obtained online at Town of Manchester Procurement Portal

(opengov.com). The exclusive means by which all prospective bidders may obtain bid packages, direct inquiries, request and receive addenda and supplemental information, and submit bids and proposals, shall be through the Town of Manchester’s OpenGov portal.

Bids may be received up to the deadline date and time listed in the solicitation documents, via the

Town’s e-Procurement Portal. The Town e-Procurement Portal Clock is the official clock for the determination of all deadline dates and times. Without exception, responses will not be accepted after the submission deadline regardless of any technical difficulties such as poor internet connections. The

Town of Manchester strongly recommends completing your response well ahead of the deadline.

Addenda Notification and Acknowledgement

Addenda Notification: Bidders are required to register for an account via the Town’s e-Procurement

Portal hosted by OpenGov. Once the bidder has completed registration, you will receive addenda notifications to your email by clicking “Follow” on this project. Ultimately, it is the sole responsibility of each bidder to periodically check the site for any addenda at Town of Manchester Procurement Portal

(opengov.com).

Submitting Questions and Receiving Responses

Bidders shall submit all inquiries regarding this bid via the Town’s e-Procurement Portal. Please note any deadline for submitting inquiries. All answers to inquiries will be posted on the Town’s e-Procurement

Portal. Bidders may also click “Follow” on this bid to receive an email notification when answers are posted. It is the responsibility of the bidder to check the website for answers to inquiries.

When applicable, state bids will be considered for this service.

The Purchasing Authority reserves the right to waive any informality or reject any and all bids. In addition to the bid specifications, all bids are subject to the terms, provisions and conditions of the https://procurement.opengov.com/portal/townofmanchester https://procurement.opengov.com/portal/townofmanchester https://procurement.opengov.com/portal/townofmanchester

Manchester Charter, Code of Ordinances, and Purchasing Guidelines. By bidding on the proposed purchase, the bidder agrees to such terms, provisions and conditions.

An Equal Opportunity/Affirmative Action Employer

2.3. RULES AND REGULATIONS FOR COMPETITIVE BIDDING

These rules and regulations have been adopted by the Board of Directors of the Town of Manchester pursuant to Section 5-22 of the Town Charter. They are standard for all competitive bidding proposals issued by the Town of Manchester, Connecticut for contracts of all types where labor, materials, and necessary equipment to complete work is to be furnished to the Town, where the Town is to purchase supplies, materials, and equipment, where the Town is to sell surplus materials and equipment, or where the Town is to sell real estate. These rules and regulations shall be binding upon all prospective bidders and the Town of Manchester.

2.4. GENERAL RULES

1. The Purchasing Authority may delete or modify any of the instructions to bidders for a particular proposal, indicating such change in the appropriate section of the proposal documents. The Purchasing

Authority may insert special instructions in any special contracts which are subject to competitive bidding.

2. The proposal is signed by the bidder with full knowledge of, and agreement with, the general specifications, conditions, and requirements of this bid. In addition to the bid specifications, all bids are subject to the terms, provisions and conditions of the Manchester Charter, Code of Ordinances, and

Purchasing Guidelines. By bidding on the proposed purchase or service, the bidder agrees to such terms, provisions, and conditions.

3. The Town has transitioned to electronic bidding. Vendors should submit solicitation responses electronically via the Town of Manchester Procurement Portal. Vendors will be asked to register and should do so prior to submitting bid documents.

4.This bid and any addenda will be issued on the Town of Manchester website bidding portal. It shall be the responsibility of the bidder to download this information. THE TOWN OF MANCHESTER WILL NOT

MAIL A SEPARATE HARD COPY OF ADDENDUM TO BIDDERS. Failure of any bidder to receive any such addendum or interpretation shall not relieve such bidder from any obligation under his bid as submitted. All addenda so issued shall become part of the Contract Documents.

5. Bid prices may not be withdrawn by bidder for 90 days after bid opening.

6. Proposals received later than the time and date specified will not be considered. Amendments to, or withdrawals of bids received later than the time and date set for bid opening will not be considered.

7. All bids shall be opened via a virtual meeting link posted and read aloud. All bids shall be tabulated and copies of said tabulation shall be posted on the website

8. All deliveries of commodities or services hereunder shall comply in every respect with all applicable laws of the Federal Government and/or the State of Connecticut.

9. Purchases made by the Town of Manchester are exempt from payment of Federal Excise Taxes and the Connecticut Sales Tax and such taxes must not be included in bid prices. Federal Excise Tax exemption certificates, if requested, will be furnished.

10. The Bidder, where applicable, shall insert/include the price per stated unit and extend a total price for each item. In the event there is a discrepancy between the unit price and the extension, the unit price will govern. The total cost shall be the sum of the extended prices.

11. Bidders shall, where applicable, submit terms for payment in spaces provided in the proposal form, showing the amount of cash discount which shall apply to bid prices when paid within the stated number of days in the proposal.

12. All inquiries shall be submitted within the time limitations specified in the bid documents and shall be requested via the online portal Q&A. All information given by the Town other than through the

OpenGov portal shall be informal and shall not be binding upon the Town nor shall it furnish a basis for legal action by any bidder or prospective bidder against the Town.

12A. The Town reserves the right to reject any and all bids, to waive technical defects and to make such awards including accepting a bid, although not the low bid, as it deems in its sole discretion to be in the best interest of the Town. The Town reserves the right to reject any bid if the bidder, any officer of the bidder, or any other company owned in whole or in part by any officer(s) of the bidder, is delinquent in the payment of any taxes or fees owed to the Town. The Town reserves the right to require a disclosure statement from the bidder listing the name(s) of all officers of the company.

12B. In the event the Town determines that a contractor is delinquent in any payment due the Town, then the Town may offset the delinquent amount due to the Town against the sums owed the contractor.

13. The Town of Manchester may make such investigation as deemed necessary to determine the ability of the bidder to discharge a contract. The bidder shall furnish the Town with all such information and data as may be required for that purpose. The Town reserves the right to reject any bid if the bidder fails to satisfactorily convince the Town that he is properly qualified by experience and facilities to carry out the obligations of the contract and to satisfactorily complete the work called for herein, or if the bid is conditional in nature.

14. Except where otherwise provided, a contract between the Town and a successful bidder shall consist of the Invitation to Bid, Specifications, Plans, Bid including Proposal form and these Rules and

Regulations. Acceptance by the Town may be by purchase order for the portion of the work awarded to a contractor.

15. All Invitations to Bid shall be publicly advertised in a newspaper having a general circulation within the Town of Manchester, Connecticut.

16. Bids shall be made available on the Town of Manchester Purchasing Web Site via the Bidding site.

17. Alternate bids shall not be accepted unless otherwise specified in the bid documents.

18. Any act or acts of misrepresentation or collusion shall be a basis for disqualification of any bid or bids submitted by such persons guilty of said misrepresentation of collusion. In the event that the Town enters into a contract with any bidder who is guilty of misrepresentation or collusion and such conduct is discovered after the execution of said contract, the Town may cancel said contract without incurring liability, penalty, or damages.

19. In the event that any bidder wishes to protest the potential award of a bid, the bidder must make it’s protest in writing identify the protesting party and the bid number, title and shall include a factual summary of the basis of the protest including any documents that shall be considered and request a conference with respect thereto. Said protest must be received in the Town of Manchester Purchasing

Office, within FIVE (5) business days after the award decision.

20. A conference with respect to said protest shall be scheduled by the Purchasing Authority and shall be attended by the Purchasing Authority or their designee and such other persons as the Purchasing

Department and the General Manager shall require attend. The subject matter of said conference shall be limited to the reasons for the protest specified in the written request for said conference. Said conference shall also include a discussion of all possibilities for a resolution of dispute. The Town shall make a decision in writing within three (3) business days after said conference and notify protesting bidder.

21. In the event that any protesting bidder wishes to take legal action against the Town, they must first fully comply with all of these Rules and Regulations, including those which have been changed by the

Purchasing Authority pursuant to paragraph 1 herein.

22. Except for special instructions inserted in special contracts by the Purchasing Authority pursuant to paragraph 1 herein, in the event of any conflicts between these Rules and Regulations and the terms and conditions of any document these Rules and Regulations shall prevail.

23. All Awards shall be made by the Purchasing Authority.

2.5. Bid Opening Information

Bid responses will be received by 11:00 am on Tuesday, December 20, 2022

Bid openings will be held virtually through Zoom.

ZOOM meeting instructions are as identified in the Introduction Section above.

The virtual bid opening will be exactly the same as a regular bid opening – Purchasing staff will open the bids and read the results out loud. Results are not final until reviewed, tabulations compiled and then posted/distributed to participants. In addition, the requesting department will recommend an award after a complete review of the submissions.

3. STANDARD INSURANCE/INDEMNIFICATION REQUIREMENTS

3.1. GENERAL CONDITIONS:

Within ten (10) business days of the award or notice, or prior to the start of work, whichever comes first, the contractor/insured will provide, pay for, and maintain in full force and affect the insurance outlined here for coverage’s at not less than the prescribed minimum limits of liability. Such coverage is to remain in force during the life of the contract and for such additional time as may be required, and will cover the contractor/ insured’s activities, those of any and all subcontractors, or anyone directly or indirectly employed by any of them, or by anyone for whose acts any of them may be liable. Any failure to comply with reporting requirements and provisions of the policies shall not affect coverage provided to Town, its officers, officials, agents or employees.

A. Certificates of Insurance: The contractor/insured will give the owner a certificate of insurance completed by a duly authorized representative of their insurer certifying that at least the minimum coverage’s required here are in effect and specifying that the liability coverage’s are written on an occurrence form and that the coverage’s will not be canceled, non-renewed, or materially changed by endorsement or through issuance of other policy(ies) of insurance without sixty (60) days advance written notice to the General Services Department. Failure of the owner to demand such certificate or other evidence of full compliance with these insurance requirements or failure of the owner to identify a deficiency from evidence provided will not be construed as a waiver of the contractor/insured’s obligation to maintain such insurance. Any failure to comply with reporting requirements and provisions of the policies shall not affect coverage provided to Town, its officers, officials, agents or employees.

B. Insurer Qualification: All insurance will be provided through companies authorized to do business in the State of Connecticut and considered acceptable by the owner.

C. Additional Insured: The policy or policies providing insurance as required, with the exception of professional liability and workers’ compensation, will defend and include the owner and owner’s architects, directors, officers, representatives, agents, and employees as additional insureds on a primary and noncontributory basis for work performed under or incidental to this contract.

D. Retroactive Date and Extended Reporting Period: Coverage, whether written on a claims made or occurrence basis, shall be maintained without interruption from the date of commencement of the

Work until date of final payment and then extended for an additional three (3) years from date of final payment.

If any insurance required here is to be issued or renewed on a Claims Made form as opposed to an

Occurrence form, the retroactive Date for coverage will be no later than the commencement date of the project. The Claims Made form will have an Extended Reporting Period of three years from the date of project completion. All Claims made policies cancelled or non-renewed and not replaced by a subsequent claims made policy will have an Extended Reporting period of three years from the date of cancellation or non-renewal.

E. Subcontractors’ Insurance: The contractor/insured will require each subcontractor hired by and/or employed by contractor/insured to purchase and maintain insurance of the types specified below. When requested by the owner, the contractor/insured will furnish copies of certificates of insurance evidencing coverage for each subcontractor.

F. Waiver of Subrogation: The contractor/subcontractor will purchase required insurance policies that shall be endorsed with a waiver of subrogation and all rights of recovery in favor of the Town, its officers, officials, agents and employees. The contractor/insured will require of subcontractors, by appropriate written agreements, similar waivers each in favor of all parties enumerated in this section.

G. Hold Harmless: The contractor/insured shall defend, indemnify and hold harmless the owner, officers, officials, agents and employees, and if applicable, the engineer and their agents and employees from and against all claims, damages, losses and expenses, including attorney’s fees of counsel selected by the owner, arising out of or resulting from the performance of the work and /or the supplying of materials, provided that any such claim, damage, loss or expense (a) is attributable to bodily injury, sickness, disease or death, or to injury to or destruction of tangible property including the loss of use resulting therefrom, and (b) is caused in whole or in part by any negligent act or omission of the contractor/ insured, any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable, regardless of whether or not they are caused in part by a party indemnified hereunder.

3.2. INSURANCE LIMITS AND COVERAGE:

A. To the extent applicable, the amounts and types of insurance will conform to the minimum terms, conditions and coverage’s of Insurance Services Office (ISO) policies, forms, and endorsements.

B. If the contractor/insured has self-insured retention’s or deductibles under any of the following minimum required coverage’s, the contractor/insured must identify on the certificate of insurance the nature and amount of such self-insured retention’s or deductibles and provide satisfactory evidence of financial responsibility for such obligations. All self-insured retention’s or deductibles will be the contractor/ insured’s sole responsibility.

C. Workers’ Compensation Insurance: With respect to all operations the Contractor performs and all those performed for it by subcontractors, the Contractor shall carry, and require each subcontractor to carry, Workers’ Compensation insurance as required by the laws of the State of Connecticut.

Employer’s Liability insurance shall be provided in amounts not less than:

• $500,000 per accident for bodily injury by accident;

• $500,000 policy limit by disease; and

• $500,000 per employee for bodily injury by disease

D. Commercial General Liability Insurance: With respect to the operations the Contractor performs and also those performed for it by subcontractors, the Contractor shall carry, and require each subcontractor to carry, Commercial General Liability insurance, including Contractual Liability, Products and Completed Operations, Broad Form Property Damage and Independent Contractors. See chart below for applicable minimum coverage amounts.

If the Contract amount is between 0 and $2,000,000:

• The Minimum Single Occurrence Amount required is $1,000,000 and the Minimum Annual

Aggregate Amount is $2,000,000

If the Contract amount is between $2,000,000 and $10,000,000:

• The Minimum Single Occurrence Amount required is $2,000,000 and the Minimum Annual

Aggregate Amount is $4,000,000

If the Contract amount is > $10,000,000:

• The Minimum Single Occurrence Amount is $4,000,000 and the Minimum Annual Aggregate

Amount is $8,000,000

Notes:

• If underground work is to be undertaken, each policy shall have coverage for and exclusions removed for “Explosion, Collapse and Underground” (“XCU”).

• Should blasting be required, all necessary permits for the use of explosives shall be obtained by the contractor/insured or insured from the Fire Marshall.

E. Automobile Liability Insurance: The Contractor shall obtain automobile liability insurance covering the operation of all motor vehicles, including those hired or borrowed, that are used in connection with the

Project for all damages arising out of bodily injury to or death of all persons and/or injury to or destruction of property; in any one accident or occurrence. This policy shall not be subject to an annual aggregate limitation. See chart above for applicable minimum coverage amounts.

F. Owner’s and Contractor’s Protective Liability Insurance for and in the Name of the Town and/or State:

With respect to the Contractor’s Project operations and also those of its subcontractors, the Contractor shall carry, for and on behalf of the Town and/or State for each accident or occurrence resulting in damages from bodily injury to or death of persons and/or injury to or destruction of property. See chart below for applicable minimum coverage amounts.

If the Contract amount is between 0 and $2,000,000:

• The Minimum Single Occurrence Amount required is $1,000,000 and the Minimum Annual

Aggregate Amount is $2,000,000

If the Contract amount is between $2,000,000 and $50,000,000:

• The Minimum Single Occurrence Amount required is $2,000,000 and the Minimum Annual

Aggregate Amount is $4,000,000

If the Contract amount is > $50,000,000:

• The Minimum Single Occurrence Amount is $4,000,000 and the Minimum Annual Aggregate

Amount is $8,000,000

G. Excess Coverage: Contractor shall purchase and maintain excess or umbrella liability insurance with a limit of not less than $5,000,000, covering all lines of insurance required by this contract.

4. STANDARD INSTRUCTIONS-SUPPLIES, MATERIALS & EQPT

These instructions are standard for all proposals issued by the Town of Manchester, Connecticut, for the purchase of all supplies, materials, and equipment. The Town of Manchester may delete, supersede, or modify any of these standard instructions for a proposal by indicating such change in the section headed

“Special Instructions to Bidders.”

1. Unless otherwise stated, deliveries must consist of new merchandise.

2. Prices quoted shall be net delivered prices to the Town.

3. The Town may withhold acceptance of, or reject any merchandise which found, upon examination, not to meet the specifications’ requirements. When rejected, it shall be removed by the Contractor

(vendor) within ten (10) days after notification of rejection.

4. When the schedule indicates that an item to be purchased is to be specified, or equal, the bidder may offer an article which is certified to be equal in quality, performance, and in other essential characteristics to the bid standard. Bidder must furnish any information, such as specifications, test results, etc., which will help in determining whether an item is equal or superior to the Town’s bid standard. If a bidder fails to name a substitute, the specified item must be furnished.

5. Bidders agree to comply with all of the latest Federal and State safety standards and regulations and certify that all items furnished in this bid will conform to and comply with said standards and regulations. Bidder further agrees to indemnify and hold harmless the Town for all damages assessed against the Town as a result of the bidder’s failure to comply with said Standards and/or Regulations.

6. The Town reserves the right to make an award by item or total as may be in the best interest of the

Town. If a Bidder desires to bid on an “all or nothing” basis, he shall so indicate on the bid schedule and the Town reserves the right to make an award as may be in the best interest of the Town.

7. The Bidder shall pay all royalties and license fees. He shall defend all suits or claims for infringement of any patent rights and shall save the Town of Manchester harmless from loss on account thereof except that the Town of Manchester shall be responsible for all such loss when a particular manufacturer, product, or process is specified by the Town of Manchester.

5. PROJECT DETAILS

5.1. Scope of Work or Project Details

(Either reference the attachment where this is located or provide details here....)

5.2. A. INTENT AND SCOPE

The intent of these specifications is to obtain clean, well appearing municipal buildings. These specifications describe the custodial work, including daily inspection by the contractor that is required to meet that goal.

5.3. B. WORK LOCATION

1. Town Hall;

41 Center Street

2. Probate Court;

66 Center Street

3. Youth Service Bureau;

63 Linden Street

4. Lincoln Center;

494 Main Street

5. Weiss Center;

479 Main Street

6. Sanitation/Fleet Garage;

263 Olcott Street

7. Scale House;

1 Landfill Way

8. Fire Station #2;

75 Center Street

9. Public Works Building;

321 Olcott Street

10. Emergency Operations Center (EOC);

321 Olcott Street

11. Work Space;

901/903 Main Street

12. Bus Shelters;

Various locations (see item #6 for locations)

5.4. C. BUILDING FLOOR PLANS

The floor plans for the buildings are attached. The office layouts may have changed from the layout shown. The Town reserves the right to add or delete locations and/or services as necessary. Cost of new locations or services shall be negotiated and agreed upon by the Town and the contractor prior to the new services being provided.

5.5. D. DEFINITIONS

Whenever the following terms occur, they shall have the meaning given:

1. Chemically Sweep Floor: To sweep or mop floor with a germicidal disinfectant cleaner treated mop.

Remove gum or other foreign matter.

2. Clean Ash Receptacles: To empty all ash trays, ash stands and cleaned with a germicidal cleaner and wiped dry.

3. Clean Interior Surfaces Glass and Metal: Clean using germicidal disinfectant cleaner and wipe dryas needed on all interior glass and bright metal surfaces whether part of the building, furniture, or equipment. Plexiglass & polycarbonate surfaces must NOT use any abrasive cleaners, or agents such as

Lysol, Formula 409, or other Isopropanol based products. (See attached guidance for cleaning polycarbonate sheets. Following use of germicidal disinfectant cleaner on glass surfaces, use glass cleaner to remove any residue/streaks to achieve clear surface on glass. This does not include windows in exterior walls.

4. Clean Bathroom Fixtures: To wash thoroughly washed inside and out with a germicidal disinfectant cleaner. Seat will be left in a raised position. Special attention should be given to floors and walls around toilets and urinals, for elimination of odors and stains to provide uniformly clean and sanitary appearance throughout. Splashing about lavatories and urinals should be removed.

5. Clean Walls and Partitions: To disinfect with germicidal cleaner all walls, partitions, rails, doors, hardware on bathroom doors and stalls and window frames.

6. Scrub Floors: To clean thoroughly with strong detergent and germicidal disinfectant cleaner solution and rinse clean with water. Mop water mixture should be changed frequently to maintain sanitary surfaces. No floor finish or dirt buildup should occur at edges, corners, or base boards.

7. Damp Mop Floor: To wash floor with a mild germicidal disinfectant cleaner sufficient to remove soil but not remove wax or finish. Mop water mixture should be changed frequently to maintain sanitary surfaces. No floor finish or dirt buildup should occur at edges, corners, or base boards.

8. Strip, Wax, and Buff Floor: To thoroughly wash floors and bottoms of walls with a suitable cleaner to completely remove wax and soil. Apply new wax uniformly. Machine buff to a satisfactory finish.

9. Dust: To wipe with a treated duster, or cloth so that all horizontal services contact points are free of all lint, stains, dust, or other debris. Start with higher surfaces first. All cobwebs/ spider webs should be removed. Radiators, windows, ledges, ceiling or floor vents, vent grills, the top of lockers, and partitions should be dusted.

10. Empty Waste and Recycling Receptacles: To empty all wastebaskets, trash receptacles containing any type of refuse to a designated storage area. Waste baskets with plastic liners should be relined if soiled and the basket should be wiped down with germicidal disinfectant cleaner prior to relining the basket. Great care shall be exercised to insure that only material intended by the Town to be thrown away is thrown away.

11. Lock Up Building: After completion of cleaning services remove all cleaning materials and equipment, turn out all the lights and check all exterior doors to ensure they are secure.

12. Refill Dispensers: To clean all soap dispensers and trays, and refill with soap. Refill all toilet tissue, and towel dispensers.

13. Shampoo Carpets: Thoroughly vacuum, spot and shampoo with a commercial grade vacuum extraction machine all permanently installed carpeting, including any necessary moving about of furniture resting upon carpeting.

14. Spot Clean: To perform the standard cleaning functions not specifically listed but necessary to maintain a satisfactory level of cleanliness; to perform standard cleaning functions more often than listed frequency if required by unusual weather or other conditions. Spot cleaning to include, but not be restricted to spills on flooring (carpet, wood and hard surfaces), wiping soil or finger marks from all surfaces, especially around light switches, doors, water fountains and handrails. Germicidal disinfectant cleaner should be used on all wall surfaces, partitions, handles, light switches, and doors. Please also refer to COVID requirements for possible additional requirements to spot cleaning.

15. Vacuum Rugs and Carpets: To clean carpets with a suitable heavy duty power vacuum cleaner having a “beater bar” and HEPPA filter using cleaner for spots and stains that cannot be cleaned with the vacuum. All runners, throws, and installed carpeting is included in this category.

16. Wash Wastebaskets: To wash and disinfect waste baskets with germicidal disinfectant cleaner.

17. Wash basins: should be cleaned and wiped free of all water marks using germicidal disinfectant cleaner.

18. Kitchen counters and lunch tables: should be cleaned with a germicidal cleaner and wiped dry.

19. Work surfaces, Meeting room and conference tables: should be cleaned with a germicidal cleaner and wiped dry.

20. Hard surface furniture: all hard surface furniture should be cleaned using germicidal disinfectant cleaner and wiped dry to avoid possible water damage to surface.

5.6. E. COVID REQUIREMENTS

As part of the scheduled work, Door knobs/handles/pushplates, railings, counter tops, light switches, towel dispensers, toilet handles, soap dispensers, faucet knobs, water fountains, sinks, sanitary napkin holders, all door handles including lavatory stall handles and cabinet handles, microwave handles, refrigerator handles, vending machines, coffee pots, and items generally touched by the public or employees should be disinfected with germicidal disinfectant cleaner and wiped free of all water marks;

the chrome and stainless steel should be polished to a clean and bright appearance.

5.7. F. HOURS OF OPERATION

Disruptive cleaning operations by the contractor shall be carried on outside of normal working hours at each municipal building.

5.8. G. CLEANING SERVICES

Cleaning services noted below. A Cleaning Contract Checklist is to be completed and made available for town review. Sample Cleaning Contract Checklist is attached.

5.9. 1. CLEANING SERVICES; DAILY - ALL BUILDINGS

1.1 The following services shall be performed on a daily basis for all public areas, vestibules, lobbies, halls, stairs and stairwells, elevators, and break rooms:

a. Damp mop all public and general use area hard floors and stairways by using clean water with appropriate amounts of disinfectant cleaner.

b. Vacuum all public and general use area carpets, storm rugs and entry mats. (vestibules, corridors, meetings rooms, rooms open to public traffic)

c. Empty all waste containers and recycling bins and place in appropriate barrels or dumpsters provided at each building. Recycling containers are to be placed outside each building for weekly pick up.

d. Clean all drinking fountains and sinks not located in rest rooms including adjacent counter tops with a germicidal cleaner and wiped dry. Maintain soap, towel and cup dispensers filled.

e. Sweep exterior stairs and pick up litter including cigarette butts from around entrances and public areas of the exterior of buildings.

f. Clean cigarette butts from trays located at building entrance area doorways.

g. COVID REQUIREMENTS: As part of the scheduled work, door knobs/handles/pushplates, railings, counter tops, light switches, towel dispensers, toilet handles, soap dispensers, faucet knobs, water fountains, sinks, sanitary napkin holders, all door handles including lavatory stall handles and cabinet handles, microwave handles, refrigerator handles, vending machines, coffee pots, and items generally touched by the public or employees should be disinfected with germicidal disinfectant cleaner and wiped free of all water marks; the chrome and stainless steel should be polished to a clean and bright appearance.

h. Other miscellaneous custodial duties as required.

1.2 The following services shall be performed on a daily basis for all non-public use areas:

a. Empty all waste containers and recycling bins.

b. Spot vacuum traffic areas with tracked dirt and other visible matter on carpeting.

5.10. 2. CLEANING SERVICES; DAILY - RESTROOMS

a. Clean and disinfect all hand basins, toilet bowls, sinks and urinals; clean and refill all dispensers.

b. Damp Mop all toilet and rest room floors including base cove moldings by using clean water with appropriate amounts of disinfectant cleaner.

c. Spot clean mirrors, walls and partitions.

d. Empty refuse containers.

5.11. 3. CLEANING SERVICES; WEEKLY - ALL BUILDINGS

3.1 The following services shall be performed on a weekly basis for all public areas, vestibules, lobbies, halls, stairs and stairwells, elevators, and break rooms:

a. Spot clean all flooring and rugs moving light furniture as required.

b. Remove finger marks and smudges from interior and exterior door glass, partition glass, and all other highly polished surfaces.

c. Wipe stair handrails, door handles, door “push” surface areas and other door areas routinely touched

(e.g. while holding door open).

d. Spot clean doors and walls as required.

e. Clean litter on ground near entrances (cigarette butts, paper, etc.)

f. Other miscellaneous custodial duties as required.

3.2 The following services shall be performed on a weekly basis for all non-public use areas:

a. Vacuum all non-public use area carpets (i.e. private and shared office spaces).

b. Damp mop all non-public area (private and shared office spaces, break rooms) hard floors using clean water with appropriate amounts of disinfectant cleaner.

c. Spot clean doors and walls as required.

5.12. 4. CLEANING SERVICES; QUARTERLY - ALL BUILDINGS

The following services shall be performed on a quarterly basis:

a. Dust all interior surfaces including but not limited to all furniture, horizontal surfaces to six-foot height, iron railings, display cases, door panels, window sills, portable partitions and baseboards ( particularly where floors have been scrubbed ). DO NOT DISTURB PAPERS ON DESKS, TABLES, AND

FILING CABINETS.

b. Dust all window sill, blinds and shades.

c. Dust all artificial plants in public refuge areas.

d. Dust horizontal surfaces over six ( 6 ) feet high and all hanging light fixtures.

e. Dust all supply, return and exhaust grills.

f. Chemically sweep floors in basement vaults, basement closets and basement storage areas.

g. Wash wastebaskets.

h. Vacuum drapes

5.13. 5. CLEANING SERVICES; SEMI ANUAL - ALL BUILDINGS

a. Strip, wax and buff all vinyl floors.

b. Shampoo carpets in Spring and Fall.

c. Clean bathroom wall tile & grout.

5.14. 6. Bus Shelters

The Town has twenty-four (24) bus shelters located across town. These shelters will be cleaned as follows:

a. Wash windows inside and out.

b. Wipe down benches and remove & dispose of any gum or other debris.

c. Sweep concrete pad and pick up & dispose of any litter and debris within 10 feet of concrete pad.

d. Report to the town any damage or graffiti at each location.

This routine shall be performed once per year (annually) at all shelters during the same time frame, which will be determined by town staff. Additional cleanings will be performed at individual bus shelters on an as needed basis. The bus shelter locations are listed below.

Bus Shelter contract award will commence January 1, 2024 and will become part of the contract and will coincide with the remainder of the contract period and contract extensions.

5.15. Locations of Town Owned Bus Shelters

1. 210 Spencer St.

2. 799 Hartford Rd.

3. 443 Hartford Rd. (located on opposite side of street)

4. 1146 Main St.

5. 41 Center St.

6. 164 EastCenter St. (located on opposite side of street)

7. 613 East Center St. (located on Woodbridge side)

8. 587 Middle Turnpike East

9. 405 Center St.

10. 78 North Main St.

11. 211 North Main St.

12. 1210 Tolland Turnpike

13. 1339 Tolland Turnpike

14. 165 Slater St.

15. 249 Spencer St.

16. 387 East Center St.

17. 239 Middle Turnpike East

18. 494 Main St.

19. 586 Main St.

20. 479 Main St.

21. 288 Center St. (located on opposite side of street)

22. 250 Buckland St.

23. 346 Middle Turnpike West

24. 220 North Main Street (located on corner of Main St. & N Main St.)

5.16. H. DAY PORTER - SERVICES PROVIDED DURING OPERATING DAY

The contractor shall provide one (1) person to perform the following services between the hours of 7:30 a.m. and 4:00 p.m., Monday through Friday, excluding holidays.

1. Clean Probate Court including rest rooms per G.1.1.1 & G.1.1.2

2. Clean Tax Collector’s Office in Town Hall.

3. Clean Video Room in Lincoln Center.

4. Clean all restrooms at Town Hall, Lincoln and Weiss Centers, Youth Service Bureau and Probate including restocking of paper supplies and soap. Recheck rest rooms throughout the day.

5. Vacuum and mop, particularly during inclement weather, to keep entrance ways, hallways and stairs clean as required to maintain appearance and minimize the spread of sand & salt by foot traffic throughout the building.

6. Deliver/Move cleaning supplies between buildings that are delivered to a central location by janitorial supply contractor.

7. Provide special situation cleaning services as directed by the Facilities Manager’s designee.

5.17. I. OTHER DUTIES AND SERVICES

1. All buildings must be locked and turn off lights nightly at completion of custodial work. All windows in all offices shall be closed by the custodian. All office doors shall be locked by the custodian after finishing cleaning operations. Cleaning personnel must be in attendance when any office is opened for cleaning purposes and only one office shall be opened at any one time for each custodian on duty.

Unless otherwise scheduled, when nightly cleaning is performed the building must be secured and locked to prevent unauthorized entry.

2. Fill out cleaning log book for each building and leave in specified location. Cleaning personnel shall initial that required cleaning was performed throughout the building as outlined and within these specifications.

a. Notify the Facilities Administrator immediately of any emergency situations.

b. The custodian’s log book at each building shall be checked daily for messages and complaints left there by the Facilities Administrator or his representatives, and all instructions are to be carried out promptly.

c. In addition, custodial task books should be signed daily.

3. The contractor shall open and unlock the outside doors to Town Hall and Weiss Center by 8:00 a.m., Monday through Friday, excluding holidays and lock the buildings in the evening at 5:00 P.M. or as directed.

4. By mutual consent of the Town and Contractor, other duties, responsibilities, areas or buildings not already provided for in this contract may be added to or deleted from this contract. Compensation for these duties shall be negotiated between the Town and Contractor.

5. Contractor must notify each office prior to monthly and/or unusual cleaning tasks affecting office operations at least 24 hours before commencing work.

6. Contractor shall also be required to perform the following work items as part of their normal duties.

a. Record in a (contractor supplied) Maintenance Log Book any broken items or deficiencies in flooring, door hardware, plumbing fixtures, toilet partitions, soap dispensers and light bulb outages or other lighting deficiencies, including emergency exit lights as required.

b. Carry boxes and cartons of cleaning supplied weighing not more than fifty (50) pounds between offices and buildings outlined as required. A hand truck will be available.

The Town will supply paper products, cleaning products, hand soaps, air fresheners and any ladders as may be necessary for areas above six feet.

7. The contractor shall be required to attend one (1) monthly check-in/ progress meeting (either remote or in-person) with town representative(s). Time of month to be determined.

5.18. J. NIGHT MEETINGS AND RESPONSIBILITIES

Lincoln Center is open an average of four (4) nights each week for meetings, hearings, etc.. Usually these meetings are confined to the Hearing Room, but may take place in the conference room, and/or various other rooms. Their duration is from approximately 7:30 p.m. to 11:00 p.m..

The contractor will be informed of the schedule of such meetings by the Town and shall arrange his cleaning operations to minimize noise or other distracting or disturbing activities. The contractor is obligated to perform the following services:

While most public meetings are usually confined to Lincoln Center and Town Hall, there are various meetings that are held in the other buildings. Usually these meetings do not require any special attention other than the opening and closing of the main doors.

5.19. K. CONDUCT OF WORK

1. All services shall be performed in a workmanlike manner in conformance with standard and acceptable cleaning industry practices.

2. Any furniture that is moved for the convenience of cleaning must be returned to its original place.

Chairs, stools, wastebaskets, and similar articles must not be placed on desks, file cabinets, etc.

3. If staff changes are made by the contractor, new personnel must be accompanied by experienced personnel for at least one shift in order to become familiar with the buildings and procedures.

4. The contractor shall be responsible for all loss of or damage to Town property resulting from cleaning service operations.

5. The contractor shall prohibit his employees from disturbing papers on desks, opening desk drawers or cabinets, or using telephone or office equipment located in the buildings.

6. Only material placed in or on a waste receptacle shall be removed from any office unless clearly marked for disposal or recycling.

7. Paragraph G outlines the frequency of services. However, it is understood and agreed that these services shall be performed more frequently and without additional cost, if necessary, to maintain a satisfactory level of cleanliness (for example, spot cleaning of floors during wet weather).

5.20. L. CONTRACTOR’S PERSONNEL AND SUPERVISION

The contractor shall give adequate supervision, satisfactory to the Town of Manchester, to all employees engaged in work under the contract. Contractor’s personnel must be able to communicate effectively both in written and oral form with Town staff. The town reserves the right to request the contractor to remove personnel for any reasons who are servicing the facility.

The Contractor shall provide annual statewide police background checks for all those employees engaged in work at any Town facility. Updates to this information will be required when any violation has been made by any employee working at any Town facility. The Contractor shall follow the recommended procedures for handling and disposal of blood and bodily fluids/materials as stated in the

OSHA standard 1910-1030 occupational exposure to blood borne pathogens. The contractor shall provide their own training as required for all employees working at Town facilities.

5.21. M. SERVICE QUALITY INSPECTIONS AND DEDUCTIONS

The Owner will routinely inspect the work outlined in this contract. The Owner may request a site inspection at any time of any part of the contractor’s work. The contractor shall be notified of such inspection the morning of the inspection and provide adequate cooperation with any inspector assigned by the owner to permit him to determine the contractor’s conformity with these specifications and the adequacy of the cleaning work being performed.

It is expected that all areas, especially public areas such as hallways, foyers, stairwells, bathrooms, entrances and exits must comply with maintenance tasks outlined in these specifications. Each area shall be inspected against the tasks outlined in these specifications and each task shall be rated on a pass/fail basis.

For each task which receives a fail rating, the contractor shall agree to correct the deficiency and a reduction may be levied on the monthly bill for that building up to a maximum of 50% of the billing per building.

The Town of Manchester reserves the right to immediately terminate this contract due to unsatisfactory performance by the contractor. Unsatisfactory performance shall be considered failure to correct all deficiencies within 30 days.

5.22. N. PROPOSAL INFORMATION

Bidder shall submit separate prices for each of the municipal buildings. Award of contract will be made in total to one bidder.

Contractors shall bill the Town on a monthly basis for all locations. The monthly cost column on the

Proposal shall include:

Services described in Section G1 for Daily Cleaning in all buildings;

Services described in Section G2 for Daily Cleaning of Restrooms;

Services described in Section G3 for Weekly Cleaning in all buildings;

Day Porter Services as described in Section H;

Other Duties & Services as described in Section I;

Night Meetings & Responsibilities as described in Section J.

The Quarterly cost column on the Proposal shall cover only those services described in Section G4 for all buildings.

The Semi-Annual cost column on the Proposal shall cover only those services described in Section G5 for

Semi-Annual cleaning services for all buildings.

5.23. O. PROPOSAL EVALUATION AND BID AWARD

The Town will evaluate all information submitted and received in the proposal and reference checks and reserves the right to reject any and all bids, to waive technical defects, and to make such awards, including accepting a bid although not the low bid, as the owner deems to be in its best interest. The contract award will be based on the total bid price.

5.24. P. CONTRACT

These specifications shall be incorporated in a contract between the Town and the successful bidder. All work performed in accordance with said contract shall comply in every respect with all applicable laws and safety standards of the Federal Government, State of Connecticut, and the Town of Manchester.

5.25. Q. TERM OF CONTRACT

The original term of the contract will be from date of award for twelve months for those buildings listed in section B. The contractor shall not transfer, sublet, or assign the contract for custodial services by

Power of Attorney or otherwise to any person, firm, or corporation, or in any way vary the terms of the contract without written permission from the Town. The contractor has the right to terminate with a ninety (90) day written notice. The Town reserves the right to terminate the contract at any time during its term due to non-appropriation of funds. Such termination shall be effective sixty (60) days after giving written notice to the contractor that the Town is terminating the contract.

5.26. R. EXTENSION OF CONTRACT

The contract shall include an option whereby it may be extended on a yearly basis beyond its original term for a maximum period of five years. The extension of the contract shall be by mutual agreement of both the contractor and the Town and shall be consummated (3) months prior to the date the contract is due to expire. Said extension shall be at the bid price for the last year of the contract, unless the contractor requests in writing a cost of living adjustment.