ITB A-27-101 Janitorial Services.pdf

INVITATION TO BID

ITB A-27-101

Janitorial Services

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TABLE OF CONTENTS

SECTION I: INTRODUCTION

SECTION II: GENERAL CONDITIONS

SECTION III: SPECIAL CONDITIONS

SECTION IV: SCOPE OF WORK

SECTION V: REQUIRED FORMS

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SECTION I: INTRODUCTION

1. SUBMISSION OF BIDS

A. Solicitation documents are available for inspection and download on the City of Salisbury’s website, www.salisbury.md; MENU; Procurement Portal; PlanetBids or via this link: https://vendors.planetbids.com/portal/67670/portal-home.

B. Vendors or their authorized agents are expected to fully inform themselves as to the conditions, requirements, and specifications before submitting bid documents; failure to do so will be at the vendor’s own risk.

C. A vendor’s bid documents, including all required forms, the bid security (bid bond), if any, and any other document required shall be submitted electronically through the City’s Procurement Portal, PlanetBids, unless otherwise specified. The submittal will be identified with the project number and the vendor’s name.

D. The vendor will assume full responsibility for taking whatever measures necessary to ensure that the bid documents are submitted electronically before the due date and time indicated; documents received after the due date and time will not be accepted. Bid documents delivered by any means other than electronic submittal through the PlanetBids platform will not be accepted.

E. In the event of technical issues, please contact PlanetBids at (818) 992-1771 or visit https://vendors.planetbids.com/portal/67670/help. The City is not responsible for technical issues unresolved before the due date and time for the solicitation, nor is the City responsible for any bid delayed or unable to be submitted by the due date and time due to technical issues.

F. A bid document may not be modified, withdrawn, or canceled by the vendor after submittal.

2. FILLING OUT BID FORMS

A. Use only forms supplied by the City of Salisbury (“City”); such forms shall not be modified.

B. All blanks requiring vendor completion will be filled in electronically or manually. Any interlineations, alteration, or erasure must be initialed by the signer of the form(s).

C. All bid submittals and forms, electronic or as otherwise specified, shall be put forward by the person(s) legally authorized to bind the vendor to a contract, using the legal name of the signer. Any document submitted by a third party for the vendor will have a current Power of Attorney attached, certifying the third party’s authority to bind the vendor.

D. The Vendor will supply all information and submittals required within the solicitation documents to constitute a responsive bid submittal.

E. Any ambiguity in the bid submittal as a result of omission, error, lack of clarity or non-compliance by the vendor with specifications, instructions, and/or any conditions of bidding will be construed in the light most favorable to the City.

3. QUESTIONS & CLARIFICATIONS

A. Questions regarding the solicitation must be submitted through the “Q&A” tab specific to this solicitation in the PlanetBids platform at least seven (7) days prior to the date fixed http://www.salisbury.md/ https://vendors.planetbids.com/portal/67670/portal-home https://vendors.planetbids.com/portal/67670/help

ITB A-27-101 Janitorial Services Page 4 for the bid opening but in any event not later than the “Q&A Due Date” specified in PlanetBids.

4. OPENING OF BIDS

A. Bid Documents received on time will be opened publicly and read aloud.

B. The Contract will be awarded or all Bid Documents will be rejected within ninety (90) days from the date of the Bid Document opening.

5. ACCEPTANCE OR REJECTION OF BIDS

A. Unless otherwise specified, the Contract will be awarded to the lowest most RESPONSIBLE and RESPONSIVE Vendor complying with the provisions of the Bid Documents, provided the price is reasonable and does not exceed the funds available, and is in the best interest of the City. The City reserves the right to reject any Bid Document from any Vendor who has previously failed to perform properly in any way or complete on time contracts of a similar nature; or a Bid Document from a Vendor who, investigation shows, is not in a position to perform the Contract; or a Bid Document from any person, firm, or corporation which is in arrears or in default to the City for any debt or contract.

B. In determining a Vendor’s RESPONSIBILITY, the City may consider the following qualifications, in addition to price:

1. Ability, capacity, and skill to provide the commodities or services required within the specified time, including future maintenance and service, and including current financial statement or other evidence of pecuniary resources and necessary facilities;

2. Character, integrity, reputation, experience, and efficiency;

3. Quality of past performance on previous or existing contracts, including a list of current and past contracts and other evidence of performance ability;

4. Previous and existing compliance with laws and ordinances relating to contracts with the City and to the Vendor’s employment practices;

5. Evidence of adequate insurance to comply with Contract terms and conditions;

6. Statement of current work load and capacity;

7. Explanation of methods to be used in fulfilling the Contract;

8. The Vendor, if requested, will be prepared to supply evidence of its qualifications, listed above, and its capacity to perform the Services; such evidence to be supplied within a specified time and to the satisfaction of the City.

C. In determining a Vendor’s RESPONSIVENESS, the City will consider whether the Bid Documents conform in all material respects to the City’s Bid Document’s requirements. The City reserves the right to waive any irregularities that may be in its best interest to do so.

D. The City will have the right to reject any and all Bid Documents, where applicable, to accept in whole or in part, to add or delete quantities, to waive any informalities or irregularities in the Bid Document received, to reject a Bid Document not accompanied by required Bid Security or other data required by the Bid Documents, and to accept or reject any Bid Document which deviates from specifications when in the best interest of the City.

Irrespective of any of the foregoing, the City will have the right to award the Contract in its own best interests.

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E. City personal property taxes must be on a current basis. If any such taxes are delinquent, they must be paid before Contract award. Failure to pay will result in the Contract award to another Vendor.

6. AUDIT

A. Successful Vendor agrees to retain all books, records, and other documents relative to the awarded Contract for five (5) years after final payment, or until audited. The City, its authorized agents, and/or State auditors will have full access to and the right to examine any of said materials during said period.

7. ASSIGNMENT

A. Successful Vendor will not assign, transfer or subject the Contract, or its rights, title interests or obligations therein without City’s prior written approval.

B. Violation of the terms of this paragraph will constitute a breach of Contract. All rights, title, interest and obligations of the Successful Vendor will thereupon cease and terminate.

8. CONTRACT AWARD

A. A written award in the form of a Purchase Order or other contract document will result in a binding Contract without further action by either party. If the Vendor fails or refuses to sign and deliver the Contract and insurance documentation, the City will retain, as partial damages for such failure or refusal, the Bid Security of such defaulting Vendor. The Contract will be executed and signed by the successful Vendor within fifteen (15) working days of receipt of the Contract.

B. Bids and contracts issued by the City will bind Vendors to applicable conditions and requirements herein set forth, unless otherwise specified in the Bid Documents, and are subject to all Federal, State, and Municipal laws, rules, regulations, and limitations.

9. MODIFICATION OR WITHDRAWAL OF BID

A. A Bid Document may not be modified, withdrawn, or cancelled by the Vendor during the stipulated time period following the time and date designated for the receipt of Bid Documents and each Vendor so agrees in submitting a Bid Document.

10. DEFAULT

A. The Contract may be cancelled or annulled by the City in whole or in part by written notice of default to the Vendor upon non-performance, violation of Contract Terms, delivery failure, bankruptcy or insolvency, or the making of an assignment for the benefit of creditors. An award may then be made to the next low Vendor, or when time is of the essence, similar commodities and/or service may be purchased on the open market. In either event, the defaulting Vendor (or its surety) will be liable to the City for cost to the City in excess of the defaulted Contract price.

11. COLLUSION/FINANCIAL BENEFIT

A. Vendor certifies that its Bid Document is made without any previous understanding, agreement, or connection with any person, firm, or corporation making a Bid Document for the

ITB A-27-101 Janitorial Services Page 6 same project; without prior knowledge of competitive prices; and is in all respects fair, without outside control, collusion, fraud, or otherwise illegal action.

B. Upon signing the Bid Document, Vendor certifies that no member of the governing body of the City, or members of his/her immediate family, including spouse, parents or children, or any other officer or employee of the City, or any member or employee of a Commission, Board, or Corporation controlled or appointed by the Mayor or Council has received or has been promised, directly or indirectly, any financial benefit, related to this Contract.

12. MATERIAL QUALIFICATIONS

A. A sample of material to be supplied under this Contract may be requested by the City to be provided prior to the Contract award. All materials will be new, standard production, unless otherwise approved by the City.

13. UNBALANCED & CONDITIONAL BIDS

A. UNBALANCED BIDS –

1. “Unbalanced bid” is a Bid Document which includes a number of items or alternates to be added or deleted, on which a Vendor quotes higher prices on items expected to be ordered in higher quantities than those used for Bid Document evaluation, and/or low prices on items the Vendor believes will be ordered in smaller quantities.

2. “Mathematically unbalanced bid” is a Bid Document in which each item does not carry its share or proportion of the cost of work plus profit, or one in which there are nominal prices for some work and higher prices for other work.

3. Vendors are cautioned not to unbalance their bids. The City reserves the right to reject any Bid Document that is decisively unbalanced.

B. CONDITIONAL BIDS –

1. When a Vendor unilaterally imposes a condition that the bid is an “all or none” offer, i.e., that any acceptance of the Bid Document must include all items offered. Such a condition affords the Vendor an inequitable advantage and contradicts the City’s right to accept any item or group of items in the Bid Document.

2. When a Bid Document is conditioned upon receiving the award of both the contract in question and another contract, such tying together of Bid Documents provides an undue competitive advantage and will not be accepted.

14. SUB-CONTRACTORS

A. The Contractor may be required to submit a list of sub-contractors proposed to be used in accomplishing the Work. Use of sub-contractors may be subject to approval by the City.

15. TAX EXEMPTION

A. The City is exempt from Federal Excise Taxes, Maryland Sales and Use Taxes, and Transportation Taxes. This exemption cannot be used by Vendors doing business with the City. Vendors are responsible for State Sales Tax of real property furnished and installed or constructed for the City.

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16. EQUAL EMPLOYMENT OPPORTUNITY AND NON-DISCRIMINATION

A. All Vendors are subject to and must comply with the provisions of the City’s EEO policy and applicable State and Federal anti-discrimination laws. The City encourages equal employment opportunity to businesses owned and controlled by minorities and women.

B. The successful Vendors will not discriminate against any employee or applicant for employment or any member of the public because of race, color, creed, religion, national origin, sex, sexual preference, disability, marital status, age; or otherwise commit an unfair employment practice. Vendor further agrees that this non-discriminatory agreement will be incorporated by the Vendor in all contracts entered into with suppliers of commodities and services, Vendors and sub-vendors, and all labor organizations furnishing skilled, unskilled, and craft union skilled labor, or who may perform any such labor or services in connection with this Contract.

17. INDEMNITY

A. The awarded Vendor agrees to indemnify, defend, and hold harmless the City and its officers, employees, and agents from any and all liability, loss, cost, damage, and expense (including reasonable attorney’s fees and court costs) resulting from, arising out of, or incurred by reason of any claims, actions, or suits based upon or alleging bodily injury, including death, or property damage rising out of or resulting from the Vendor’s operations under this Contract, whether such operations be by itself or by any subVendor or by anyone directly or indirectly employed by either party.

B. Vendor further agrees to furnish adequate protection against damages to all Work and to repair damages of any kind, to the building or equipment, due to Vendor’s own Work or to the Work of other Vendors for which the awarded Vendor is responsible.

18. VENDOR STATUS

A. The Vendor will be responsible to the City for acts and omissions of their employees, sub-vendors, their agents and employees, and other persons performing portions of the Work for this Contract or other arrangement with the Vendor. It is understood that the relationship of Vendor to the City will be that of an “independent Vendor”. Nothing contained herein or inferable will be deemed or construed to (1) make the Vendor the agent, servant, or employee of the City, or (2) create any partnership, joint venture, or other association between the City and the Vendor.

19. APPLICABLE LAWS

A. Vendor will observe and comply with all applicable Federal, State, and local laws and regulations in the performance of the Work. This Contract will be construed and interpreted in accordance with the laws of the State of Maryland and all questions of performance hereunder will be determined in accordance with such laws.

20. SUSPENSION OR TERMINATION FOR CONVENIENCE

A. The City Asst. Director of Internal Services-Procurement Division, unilaterally, will have the right, at any time by written notice, for its convenience, to suspend, delay or interrupt the work for such time as may be determined by the City to be necessary or desirable up to

ITB A-27-101 Janitorial Services Page 8 ninety (90) days, unless a longer time is agreed upon in writing by both parties; and thereafter, to require resumption of the whole or any part of the work without invalidating the provisions of this contract.

B. The City’s Asst. Director of Internal Services-Procurement Division, unilaterally, will have the right, at any time by written notice, for his/her convenience, to terminate the work in whole or in part.

C. Any notice issued pursuant to Sections 19.A and/or 19.B above will state the extent and effective date of such notice, except as otherwise directed, the Vendor will stop work on the date of receipt of the Notice of Termination or other date specified in the notice; place no further orders or subcontracts for materials, services, or facilities, except as necessary for the completion of such portion of the work not terminated. The Vendor, within thirty

(30) days of the Notice of Termination, will submit a final invoice reflecting services actually furnished pursuant to this Agreement to the satisfaction of the City and for which no previous invoice was submitted to the City.

D. In the event of a termination, pursuant to Section 19.B above, the City will pay the Vendor’s expenses verified by final invoice as set forth in this Section for the following:

1. Completed and acceptable work executed in accordance with the Contract Documents prior to the effective date of termination, including fair and reasonable sums for overhead and profit for such work.

2. Expenses sustained prior to the effective date of termination in performing services and furnishing labor, materials, or equipment as required by the Contract Documents in connection with uncompleted work, plus fair and reasonable sums for overhead and profit.

E. The Vendor will not be paid on account of loss of anticipated profits or revenues or for work not completed prior to the date of termination of the Contract.

No adjustment will be made under this Section for any suspension, delay, or interruption to the extent (1) that performance would have been so suspended, delayed, or interrupted by any other cause, including the fault or negligence of the Vendor, or (2) for which an equitable adjustment is provided for excluded under any provision of this Contract.

21. ADDENDUM

A. No oral statements of any person will modify or otherwise affect or interpret the meaning of the Contract Drawings, the Specifications, or the Terms, Conditions, or other portions of the Bid Documents. All modifications and every request for any interpretation must be addressed to the Director of Procurement, City of Salisbury, 125 N. Division Street, Room 104, Salisbury, Maryland 21801, and to be given consideration, must be received at the above address at least seven (7) days prior to the date fixed for the Bid Document opening.

B. Any and all interpretations, corrections, revisions, and amendments will be issued by the Procurement Division to all holders of Bid Documents in the form of written addenda.

Vendors are cautioned that any oral statements made by any City employee that materially change any portion of the Bid Documents will not be relied upon unless subsequently ratified by a formal written amendment to the Bid Document.

C. All addenda will be issued so as to be received at least five (5) days prior to the time set

ITB A-27-101 Janitorial Services Page 9 for receipt of Bid Documents, and will become part of the Bid Document and will be acknowledged in the Bid Document. Failure of any Vendor to receive any such addenda will not relieve said Vendor from any obligation under its Bid Document as submitted.

D. Vendors are cautioned to refrain from including in their Bid Document any substitutions which are not confirmed by written addenda. To find out whether the City intends to issue an amendment reflecting an oral statement made by any employee, contact Michael Lowe, Director of Procurement, at 410-548-3190, during normal business hours.

E. The Director of Procurement reserves the right to postpone the Bid Document opening for any major changes occurring in the 5-day interim which would otherwise necessitate an addendum.

22. DEBARMENT

A. By submitting this bid/proposal, the bidder/proposer warrants and certifies that he is eligible to submit a bid/proposal because he is not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in a transaction by any Federal, State, or local department or agency.

23. INSURANCE REQUIREMENTS

A. Unless otherwise required by Special Conditions for this agreement the Vendor will be required to purchase and maintain during the life of the Agreement the following types and amounts of insurance (at minimum).

1. Commercial General Liability: $1,000,000 (One million dollars) per occurrence $2,000,000 (Two million dollars) aggregate for bodily injury and property damage.

2. Commercial Automobile: $1,000,000 (One million dollars) combined single limit per accident for bodily injury and property damage. Include hired, non-ownership coverage and owned vehicle coverage if company owns a vehicle.

3. As mandated by the Code of the State of Maryland and Employer’s Liability the Vendor will be required to provide Worker’s Compensation insurance.

4. The Vendor will provide the City with certificates of insurance evidencing the coverage’s required above. Such certificates will provide that the City be given at least thirty (30) days prior written notice of cancellation of, intention to not renew, or material change in such coverage. Vendor must provide certificates of insurance before commencing Work in conjunction with this Agreement.

a. Failure to provide and continue in force such insurance as required above, will be deemed a material breach of the Agreement, will cause the Vendor to be in DEFAULT, and will operate as an immediate termination thereof. The City reserves the right to require higher limits on any Agreement. A 30-day notice in writing of cancellation or non-renewal will be furnished by certified mail to the Director of Procurement at the address listed in solicitation. The Vendor agrees to be responsible for, indemnify, defend, and hold harmless the City, its officers, agents, and employees from the payment of all sums of money by reason of any claim against them arising out of any and all occurrences resulting in bodily or mental injury or property damage that may happen in connection with and during the performance of the Agreement including, but not limited to, claims under the

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Worker’s Compensation Act

b. ON THE COMMERCIAL GENERAL LIABILITY POLICY THE CITY MUST BE NAMED AS

ADDITIONAL INSURED AND THE INSURANCE CERTIFICATE FURNISHED TO THE CITY

WILL INDICATE SUCH COVERAGE.

c. THE PROVIDING OF ANY INSURANCE REQUIRED HEREIN DOES NOT RELIEVE THE

VENDOR OF ANY OF THE RESPONSIBILITIES OR OBLIGATIONS ASSUMED BY THE

VENDOR IN THIS AGREEMENT, OR FOR WHICH THE VENDOR MAY BE LIABLE BY LAW

OR OTHERWISE.

END OF SECTION

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SECTION II: GENERAL CONDITIONS

1. LEGAL RELATIONS AND RESPONSIBILITY TO THE PUBLIC

A. Definition of Contractor - hereinafter “Contractor” will refer to any Contractor currently under contract with the City, or any Contractor or person performing work.

B. Responsibility for Damage Claims - Contractor will indemnify and save harmless the City and all its representatives from all damage resulting from the contract or non-compliance with any law, ordinance, regulation or by-law in effect.

C. Contractor is responsible for public safety.

2. CARE AND PROTECTION OF WORK

A. Contractor solely responsible for protection and care of:

1. Materials delivered to job site;

2. Equipment;

3. Work under this Contract;

4. Existing structures near the Work.

B. Damage or loss will be made good at Contractor’s expense.

3. CHANGE ORDERS & UNAUTHORIZED WORK

A. No claims may be made by anyone that the scope of the project or the Contractor’s services have been changed (requiring changes to the amount of compensation to the Contractor or other adjustments to the Contract) UNLESS such changes or adjustments have been made by an approved, written amendment (change order) to the Contract, signed by the Director of Procurement (and the City Council, if required), prior to extra Work being initiated.

B. No oral conversations, agreements, discussions, or suggestions which involve changes to the scope of the Contract made by anyone, including any City employee, will be honored or valid.

C. No written agreements or changes to Contract made by anyone, including any City employee, other than the Director of Procurement (with City Council approval if required) will be honored or valid.

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SECTION III: SPECIAL CONDITIONS

NOTE: THESE SPECIAL CONDITIONS SUPERSEDE ALL OTHER

SPECIFICATIONS IN CASE OF CONFLICT!

1. CLEANING ITEMS

A. Bidders will be required to provide a list of products they normally use in performing their cleaning services. See Cleaning Products sheet located on page 23.

B. Successful Vendor will be required to provide a list of all chemical and cleaning agents used in cleaning the various City buildings. All cleaning products used in our buildings will be clearly labeled, stating content, use, safety and first-aid instructions. Chemical safety data sheets on each product used in our buildings must also be provided to City staff at each location and will be on-site at all times.

C. Unless otherwise stated in the bid document the Successful Vendor shall provide all cleaning supplies, bags, paper products and other items unless specifically noted.

2. PERSONNEL & QUALIFICATIONS

A. Successful Vendor will be required to provide data on all personnel which bidder proposes to be used in City buildings to fulfill this contract. Data will include a list of employees, name, birthdate, and social security number. This information will be utilized background checks and any reporting required by law to various agencies. The City reserves the right to reject the bidder’s use of any employee on City property.

B. While performing work under this contract, Vendor’s personnel will wear identification showing affiliation with Vendor. This can be in the form of a company badge or company uniform.

C. If personnel changes are required during the life of the contact, the /city requires a minimum of 24 hours’ notice. Requirements of Section 2. above apply to any new personnel.

D. The City reserves the right to request information prior to contract award related to staffing, operations or materials related to this contract.

3. SCHEDULE

A. Successful Vendor will be required to provide each area/site with a dated schedule showing all schedules for cleaning services (weekly, tri-weekly, monthly, etc.). This schedule will be followed and checked for compliance.

B. Cleaning times are after 5:00 P.M. unless otherwise stated.

4. AWARD

A. The City reserves the right to award this contact in whole or in part, in the City’s best interest.

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5. PAYMENTS

A. Payments will be made monthly for work completed. Invoices shall reflect the dates and location of services rendered. All work completed shall be invoice monthly.

6. BID PRICE

A. Bidders bid price will be sufficient to pay all applicable Federal and State withholdings, Worker’s Compensation, and insurance, and comply with, at a minimum, the current minimum wage rates.

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SECTION IV: SCOPE OF WORK

1. PURPOSE

A. The City desires to enter into a Contract with selected Vendor, or Vendors, to provide cleaning services for five (5) separate facilities within the City of Salisbury as listed in the Scope of Services. General and specialized cleaning functions will be required on a daily, tri-weekly, bi-weekly, weekly, monthly, bi-monthly, semi-annually and/or annual schedule as specified in the proposal documents. The City reserves the right to award the proposal in whole or in part.

2. CONTRACT PERIOD

A. The initial contract period will be for twelve (12) months. Anticipated start date is February 1st, 2027. The City reserves the right to extend this Contract for four (4) one-year terms, if the performance is satisfactory, and if such extension is agreeable to the Vendor, and is in the City’s best interest. Such extension will be in writing and executed prior to the expiration of the current Contract. This Contract may be extended sixty (60) days beyond the initial Contract date to ensure a smooth transition.

3. CANCELLATION

A. The reserves the right to cancel the Contract due to poor workmanship, missed cleanings or scheduling conflicts, and poor customer service. See also Introduction, Item 21, Page 10.

4. AREA I

A. Location – City Zoo, 755 S. Park Drive, Salisbury, Maryland B. Section (s)

1. Public restrooms (2) – 90 sq. ft. each, located inside the Zoo, City Park, Salisbury.

(Item 101)

2. Main office – 520 sq. ft. includes two bathrooms, one kitchen (sink and microwave area). (Item 101)

3. Education Bldg. – 720 sq. ft. includes bathroom and kitchen. (Item 101)

4. Morgan Center – 40 sq. ft. bathroom. (Item 101)

5. Ben’s Red Swings Bathrooms-128 sq. ft. (separate bid item 101a and 101b)

6. Hospital Building (floors only 2x a year polish and wax)

C. Scope

1. Zoo supplies all towels, tissue and related items. Vendor supplies trash bags and cleaning items.

2. Public restrooms within the Zoo grounds shall be cleaned DAILY (7 days per week, EXCEPT Thanksgiving and Christmas Day); before 8:00 A.M. or after 9:00 P.M. during summer months (summer months are Memorial Day thru Labor Day); before 8:00 A.M. or after 4:30 P.M. during remainder of the year. Cleaning includes:

a. Wet mop the floor;

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b. Emptying the trash and replace with new bag (trash to be placed in the dumpsters at the west service entrance of the Zoo).

c. Clean and disinfect all surfaces, clean lavatories, sinks, stall walls, handles, mirrors and wipe down walls.

c. Bid Item 101d is listed in the Form of Proposal for an additional call in price for cleaning of the public restrooms to accommodate public events that occur a few times per year. This price is separate from the frequency above but shall encompass the work items listed.

3. Main Office and Educational Building.

a. Shall be cleaned three (3) times a week, cleaning on Monday, Wednesday and Friday after 5:00 P.M.

I. Vacuum carpets and floor mats (Vendor to supply vacuum).

ii. Clean, dust and remove cobwebs from corners, desks, bookcases, tables, file cabinets, interior window sills, light fixtures, and counter tops. Remove cob webs from any adjoining wall edges or corners

iii. Clean and disinfect toilets and sinks.

iv. Empty all trash cans and replace with new bag. Trash to be placed in the dumpsters at the west service entrance of the Zoo.

v. Sweep and wet mop tile floors.

vi. A separate bid item is listed at Item 101c for an as needed call in price for carpet shampoo cleaning of the carpet in the Educational Building.

4. Twice a month cleaning – First and 3rd week. (Includes Main Office Building and Educational Building)

a. Clean windows and blinds inside.

b. Clean walls and paneling (wipe down).

c. Clean, dust and remove cobwebs from corners, desks, bookcases, tables,file cabinets, interior window sills, light fixtures, countertops.

d. Sweep and wet mop tile floors.

5. Hospital Building and Main Office Building Semi Annual Floor polishing

a. Hospital Building- Burnish and wax the office and hallway.

b. Main Office Building- Burnish and wax all tile surfaces.

5. AREA II

A. Location – Water & Sewer Building-404 W. Isabella Street at North Prong of Wicomico River. (Bid Item 102)

B. Section (s)

1. Section-1334 sq. ft. office trailer, including four (4) offices, one small office, one cubicle office, an open meeting area and two (2) bathrooms.

2. Warehouse Office consists of a 480 sq. ft. area with a day room/lunch room with desks, and two (2) bathrooms.

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C Scope

1. Once-a-week cleaning.

a. Sweep and wet mop tile floors, including baseboards of walls; spray buff as needed.

b. Dust all desks, bookcases, tables, file cabinets and interior window sills.

c. Empty wastebaskets and all trash cans; vendor to supply cleaning supplies and trash bags (trash to be put in utilities’ dumpster).

d. Vacuum indoor/outdoor carpet runners. Remove cob webs from any adjoining wall edges or corners

e. Clean/disinfect toilets & sinks.

f. refill paper towels & toilet paper in bathrooms as necessary.

2. Twice-a-month cleaning. First and third week

a. Wipe clean or dust blinds.

b. Clean windows and window sills inside.

3. Semi-annual cleaning.

a. Strip, seal and wax floors initially; then semiannually.

b. Clean walls and paneling initially; then semiannually.

6. AREA III

A. Location-Field Ops/City Yard, 500 Mack Ave.

B. Section (s) (Bid Item 103)

1. Day room area with three (3) bathrooms approximately 1,200 sq. ft. (excludes office)

2. Operations trailer, approximately 853 square feet, includes 4 offices, conference room/common area, 4’ kitchen and one bathroom.

3. Office Trailer, Park Maintenance and Street Department Offices approximately 853 sq. ft. Includes 4 offices, conference/common area, 4’ kitchen area and one bathroom.

4. Traffic Department Office bathrooms. Two (2) staff bathrooms.

5. Stockroom bathroom, add kitchen and four (4) offices approximately 450 sq. ft.

6. Garage bathroom and kitchen, approximately 150 sq. ft.

7. Ben’s Red Swings shall be cleaned one (1) time daily during peak months.

Services may reduce in frequency at the discretion of the City staff (bid item 101a.). A separate bid item is reflected for a single cleaning to ensure this extra frequency is accounted for separately (101b.). All cleaning shall include floors, sinks, toilets, mirrors, stalls and replacement of toiletries as generally acceptable in the janitorial industry.

C. Scope

1. Once-a-week cleaning to be completed after 5:00 p.m. :

a. Sweep and wet mop tile floors, including baseboards of walls; spray buff as needed.

b. Dust all desks, bookcases, tables, file cabinets and interior window sills.

c. Empty wastebaskets and all trash cans; vendor to supply cleaning supplies

ITB A-27-101 Janitorial Services Page 17 and trash bags (trash to be put in utilities dumpster). Remove cob webs from any adjoining wall edges or corners

d. Vacuum or broom sweep floors where applicable. Spot clean small carpet stains.

e. Clean bathrooms. Disinfect toilets & sinks.

f. Spot clean reception area glass and any door glass.

g. Remove dust and cobwebs from ceiling as needed.

2. Monthly cleaning.

a. Clean all windows all inside and outside (very cold months must wait until warm day).

b. Wipe clean and dust venetian blinds.

c. Deep clean bathroom grout.

d. Remove heel/chair marks on vinyl and tile areas.

3. Semi-annual cleaning

a. Strip, seal and wax floors initially; then semi-annually.

b. Clean walls and paneling initially; then semi-annually.

7. AREA IV

A Location - Waste Water Treatment Plant, 1142 Marine Road, Salisbury, Maryland. The City shall provide the paper products for this location. (Bid Item 104)

1. Administration Building/Lab – Approx. 22,000 sq. ft. including offices and lab.

Two (2) bathrooms with showers.

2. Maintenance Building – Approx. 900 Sq. ft. One (1) bathroom with shower.

3. Solid Handling Building (SHB) – Approx. 280 Sq. ft. One (1) bathroom with shower.

4. Pretreatment Office Trailer – Approx. 1200 sq. ft. One (1) bathroom without shower.

C. Scope

1. Three days a week (Monday, Wednesday & Friday).

a. Thoroughly sweep and clean all floors (wet mop with disinfectant soap).

b. Clean and disinfect toilets, sinks, showers and mirrors in the locker and bathrooms.

d. Vacuum rug runners. Remove cob webs from any adjoining wall edges or corners

e. Empty all trash cans and replace with new trash bag (EXCEPT for the RED

Bio-Hazard cans in the Lab).

f. Check and replace paper towels and toilet paper as necessary.

3. Monthly

b. Clean windows and blinds once every month.

4. Annually

a. Strip, seal and wax floors initially and once annually thereafter.

8. AREA V

A. Location-Port of Salisbury Marina, 506 West Main Street, Salisbury, Maryland.

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B. Section (s) (Bid Item 105)

1. 1 Office and 3 bathrooms and 1 utility room, approx. 2,400 sq. ft. Vendor shall supply all paper products and bags for this location. (Office is excluded) Operational hours for the Marina are Sunday through Thursday 9:00 a.m. – 4:00 p.m.

C. Scope

1. Once a week cleaning:

a. Thoroughly sweep and clean all floors (wet mop with disinfectant) and vacuum.

b. Clean and disinfect toilets, sinks, mirrors and shelves in bathroom. Two (2) bathrooms under stairs and utility room and three (3) bathrooms on the west side of the building and the kitchen area.

c. Clean and dust all office desks, bookcases, tables, file cabinets, interior window sills and office equipment (fax, copier and printers).

d. Clean and disinfect counter tops, sink and all working surface areas.

e. Wipe down refrigerator.

f. Empty all trash cans and replace new trash bags. Trash can be put in trash cans located outside of building.

g. Vacuum all carpeted areas.

2. Once per month:

a. Clean inside windows and window sills.

9. AREA VI

A. Location - Park Water Treatment Plant, 640 East Main Street, Salisbury, Maryland.

B. Bid Item 106

1. Park Water Treatment Plant office areas and bathroom/lab/kitchen area.

Approx. 1,556 sq. ft.

C. Scope

1. Twice a week cleaning.

a. Thoroughly sweep and clean all floors (wet mop with disinfectant soap) and vacuum floor mats. Remove cob webs from any adjoining wall edges or corners.

b. Clean and disinfect toilet, urinal, sink, mirror, exterior of refrigerators and countertops in the bathroom/lab/kitchen areas.

c. Clean and dust all office desks, bookcases, tables, file cabinets, interior window sills and office equipment (fax, copier and printers).

e. Empty all three (3) trash cans located on main level of plant. Replace with new trash bag. Trash can be put in Park Water Plants’ dumpster.

f. Vacuum all carpeted areas.

2. Twice a month cleaning. First and 3rd week.

a. Clean inside windows and window sills.

b. Wipe clean and dust blinds.

c. Clean microwave in bathroom/lab/kitchen area.

d. Clean and wipe down all interior doors including door knobs.

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3. Semi-annual cleaning.

a. Clean walls in all offices and bathroom/lab/kitchen area and paneling initially; then semi-annually thereafter.

a. Clean inside windows and window sills.

b. Wipe clean and dust blinds.

c. Clean microwave in bathroom/lab/kitchen area.

10. AREA VII

A. Location -Paleo Water Treatment Plant, 2322 Scenic Drive, Salisbury, Maryland.

B. Bid Item 107

1. Building: Main Office Areas, two (2) bathrooms and lab/kitchen area, approx.

1066 sq. ft.

3. Office (Shed) 300 sq. ft.

4. Office (Shed) 300 sq. ft.

C. Scope

1. Twice a week cleaning. (For security reasons must be schedule with Plant

Supervisor).

a. Thoroughly sweep and clean all floors (wet mop with disinfectant) and vacuum floor mats. Remove cob webs from any adjoining wall edges or corners

b. Clean and disinfect toilets, sinks, mirrors and shelves in bathroom.

c. Clean and dust all office bookcases, tables, file cabinets, interior window sills and office equipment (fax, copier and printers).

d. Clean and disinfect counter tops, sink and microwave in lab area.

e. Wipe down refrigerator.

f. Empty all trash cans and replace new trash bags. Trash can be put in trash cans located outside of building.

g. Vacuum all carpeted areas.

h. One (1) Office shed (300 sq. ft.) vacuum floor and take out trash ONLY

2. Twice a month cleaning. First and 3rd week.

a. Clean inside windows and window sills.

b. Wipe clean and dust blinds.

c. Clean and wipe down all interior doors including door knobs.

3. Semi-annual cleaning.

a. Clean walls in all offices, bathroom and lab/kitchen area initially; then semi-annually thereafter.

11. AREA VIII

A. Location- HQ / ABCD 115 S. Division St. Salisbury, MD B. Bid Item 108

1. Mayor’s Office (2nd Floor) 2 Bathrooms (3 toilets, 1 urinal), kitchenette, conference room and offices Approx. 3500 sq ft.

2. ABCD (1st Floor) 2 Bathrooms (3 toilets, 1 urinal) kitchenette, conference room and lobby. Approx. 3500 sq ft.

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3. Communications Suite (Basement) 1 Bathroom (Toilet and Shower), Office space Approximately 500 sq ft.

C. Scope

1. Once Weekly Cleaning

a. Thoroughly sweep and clean all floors (wet mop with disinfectant soap) and vacuum floor mats. Remove cob webs from any adjoining wall edges or corners.

b. Clean and disinfect toilet, urinal, sink, mirror, exterior of refrigerators, microwaves and countertops in the bathroom and kitchen areas.

c. Clean and dust all office desks, bookcases, tables, interior window sill and office equipment (copier and printers)

d. Empty all trash cans and replace with new bags. Trash can be disposed of in the cans located on the back side of the building.

12. AREA IX

A. Location- Old City Hall 110 W Church Street, Salisbury, Maryland B. Bid Item 109

1. Old City Hall First Floor office areas and bathrooms/lobby/meeting room and breakrooms

2. Old City Hall Second Floor office areas and bathroom/lobby/meeting room and breakrooms.

C. Scope

1. Once-a-week cleaning.

a. Thoroughly sweep and clean all floors (wet mop with disinfectant soap) and vacuum floors. Remove cob webs from any adjoining wall edges and corners.

spray buff as needed.

b. Clean and dust all bookcases, tables, file cabinets and interior window sills.

c. Vacuum carpet. Remove cob webs from any adjoining wall edges or corners

d. refill paper towels & toilet paper in bathrooms as necessary.

e. Clean and disinfect toilet, sink, mirror and countertops in the bathroom/kitchen areas.

11. PROVIDED BY CITY

A. The City will supply all toilet paper, paper towels and hand soaps.

B. All cleaning supplies, chemicals, trash bags and equipment will be supplied by the

Vendor.

12. DISPOSAL AND MSDS

A. Vendor MUST properly dispose of their chemical containers and provide the City of

Salisbury with Material Data Safety Sheets (MSDS) for ALL chemicals used in the cleaning process.

13. EXCLUSIONS

A. NOTE: Computers and monitors will NOT be cleaned in any of the offices.

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14. REFERENCES

A. Bidder is to provide three (3) references for work completed within the past 36 months similar to work as described herein.

15. CLEANING TIMES

A. Cleaning times for ALL areas are after 5:00 P.M. unless otherwise specified.

16. INVOICING

A. No services will be prepaid. Invoices will be submitted monthly for previous month’s service. Vendor can submit one invoice as long as each area is listed separately.

Payment terms are net 30 days.

17. ADDITIONS OR DELETIONS

A. The City reserves the right to add or delete cleaning “areas”, “sections” or “services” as needs arise.

18. SITE VISITS

A. Site visits prior to bidding may be scheduled for each area with the appropriate contact person. The contact person to schedule site visits are listed below. We cannot guarantee the coordination of each departmental area in order to facilitate a site visit to every area on the same day or close to the same time(s). All site visits must occur prior to the last day for questions listed on the header page of the bid document. All questions must be submitted through the Plantbids portal, questions related to bidding are not addressed on site.

1. Wastewater Treatment Plant Connie Luffman 410-548-3180

2. Paleo Water Treatment Plant Ron Clapper 443-523-6099

3. Park Water Treatment Plant Ron Clapper 443-523-6099

4. Zoo- Chuck Eicholz 410-548-3188

5. Utilities (Water and Sewer) Orlando Thiess 410-548-3103

6. Field Operations- Jacob Pavolik 410-548-3177

7. HQ/ABCD Scott Roberts 410-677-1916

8. Old City Hall John O’Brian 410-677-1966

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SECTION V: REQUIRED FORMS

REQUIRED FORMS

Contract Number: ________________________________________

Date Submitted: ________________________________________

Printed Name: ________________________________________

Signature: ________________________________________

Company Name: ________________________________________

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CLEANING PRODUCTS

If we were to award to your firm a cleaning contract, all products and supplies are required to be of a quality satisfactory to us. Of the following list of products and supplies, what brand would your firm presently intend to use to clean our buildings?

Product/Supplies

1. Floor Stripper ________________________________

2. Floor neutralizer (pre-packaged) ________________________________

3. Floor Sealer (not solvent based) ________________________________

4. Floor Finish ________________________________

5. Carpet cleaning/pre-spray product ________________________________

6. Carpet spot remover ________________________________

7. Carpet gum remover ________________________________

8. Germicidal detergent ________________________________

9. Neutral detergent ________________________________

10. Wall-washing detergent ________________________________

11. Porcelain/laminate/stainless steel cleaner ________________________________

12. Vinyl cleaner ________________________________

13. Graffiti remover ________________________________

14. Leather cleaner (no solvents) ________________________________

15. Toilet bowl/urinal cleaner ________________________________

(no hydrochloric cleaners; no urinal blocks)

16. Furniture polish ________________________________

17. Glass cleaner ________________________________

18. Other ________________________________

(Do you examine the Material Safety Data Sheets on your selected products as to their effect on the environment?)

REFERENCES

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List three (3) references work completed in the last 12-36 months. References should also include the point of contact for each reference as well as other key organizations which are familiar with this project.

Type of Project:

Company Name:

Address:

City, State, Zip Code:

Contact Person:

Telephone Number:

Dates of Service:

Date of Project Completion:

Contact for Project:

Address:

City, State, Zip Code:

Contact Person:

Telephone Number:

Dates of Service:

Address:

City, State, Zip Code:

Contact Person:

Telephone Number:

Date of Service:

Print Name Signature

EXCEPTIONS AND ADDENDA

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The undersigned hereby certifies that, except as listed below, or on separate sheets attached hereto, the enclosed Bid Document covers all items as specified.

EXCEPTIONS:

(If none, write NONE) _______________________________________________

THE VENDOR HEREBY ACKNOWLEDGES RECEIPT OF THE FOLLOWING ADDENDA.

Number/ Date/Initials

Sign for Identification Printed Name

OWNERSHIP DISCLOSURE FORM

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COMPANY NAME: __________________________________ TYPE OF COMPANY (circle one):

ADDRESS: __________________________________ *Sole Proprietorship

__________________________________ *Partnership

__________________________________ *Corporation

FEIN#: __________________________________ *Limited Liability Corporation

INSTRUCTIONS: Provide below the names, offices held and any ownership interest of all officers of the firm. If additional space is necessary, provide on an attached sheet.

OWNERSHIP INTEREST

NAME OFFICE HELD (Shares Owned or % of Partnership)

INSTRUCTIONS: Provide below the names, offices held and ownership interest of all individuals not listed above, and any partnerships, corporations and any other owner having a 10% or greater interest in the firm named above.

If a listed owner is a corporation or partnership, provide below the same information for the holders of 10% or more interest in that corporation or partnership. If additional space is necessary, provide that information on an attached sheet. If there are no owners with 10% or more interest in your firm, enter “None” below.

OWNERSHIP INTEREST

NAME OFFICE HELD (Shares Owned or % of Partnership)

OWNERSHIP DISCLOSURE FORM – cont’d

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COMPLETE ALL QUESTIONS BELOW

CERTIFICATION: I, being duly authorized, hereby represent and state that the information supplied above, including all attached pages, is complete and correct to the best of my knowledge. I acknowledge that the City of Salisbury is relying on the information contained herein and thereby acknowledge that I am under a continuing obligation from the date of this certification through the completion of any contracts with the City of Salisbury to notify the City in writing of any changes to the answers or information contained herein. I acknowledge that I am aware that it is a criminal offense to make a false statement or misrepresentation in this certification, and if I do so, I recognize that I am subject to criminal prosecution under the law and that it will also constitute a material breach of my agreement with the City of Salisbury and the City at its option, may declare any contract(s) resulting from this certification void and unenforceable.

PRINTED NAME: ________________________________________

SIGNATURE: ________________________________________

DATE: ________________________________________

WITNESS: ________________________________________

DATE: ________________________________________

VENDOR’S AFFIDAVIT OF QUALIFICATION TO BID

1. Within the past five years, has another company or corporation had a 10% or greater interest in the firm identified above? (If yes, complete and attach a separate disclosure form reflecting previous ownership interests.)

2. Has any person or entity listed in this form or its attachments ever been arrested, charged, indicted or convicted in a criminal or disorderly persons matter within the State of Maryland, any other state or the U.S. Government? (If yes, attach a detailed explanation for each instance.)

3. Has any person or entity listed in this form or its attachments ever been suspended, debarred or otherwise declared ineligible by any agency of government from bidding or contracting to provide services, labor, material or supplies? (If yes, attach a detailed explanation for each instance.)

4. Are there now any criminal matters or debarment proceedings pending in which the firm and/or its officers and or managers are involved? (If yes, attach a detailed explanation for each instance.)

5. Has any federal, state or local license, permit or other similar authorization, necessary to perform the work applied for herein and held or applied for by any person or entity listed in this form, been suspended or revoked, or been the subject of any pending proceedings specifically seeking or litigating the issue of suspension or revocation? (If yes to any part of this question, attached a detailed explanation for each instance.)

YES NO

AFFIX CORPORATE SEAL HERE

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I HEREBY AFFIRM THAT:

I, __________________________________ am the _____________________________

(Printed Name) (Title) and the duly authorized representative of the Vendor of ________________________________________ whose address is (Name of corporation) and that I possess the legal authority to make this…