Janitorial_Services_(Addendum_#3_Revision).pdf

REQUEST FOR PROPOSAL

2023-RFP-010

JANITORIAL SERVICES

Valley Sanitary District

45500 Van Buren Street

Indio, CA 92201

RELEASE DATE: August 16, 2023

DEADLINE FOR QUESTIONS: August 29, 2023

RESPONSE DEADLINE: September 14, 2023, 4:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/valley-sanitary

Valley Sanitary District

REQUEST FOR PROPOSAL

Janitorial Services

I. INTRODUCTION

II. INSTRUCTIONS TO PROPOSERS

III. Evaluation Phases IV. Scope of Work V. Pricing Proposal

VI. Vendor Questionnaire

Attachments:

A - VSD SAMPLE CONTRACT

B - Scope of Work - Janitorial Services

C - Enhanced Services - Janitorial Services

D - Janitorial Floor Plan

Request For Proposal #2023-RFP-010 Title: Janitorial Services

1. INTRODUCTION

1.1. Summary

VSD has prepared this Request for Proposals (“RFP”) and is requesting proposals from qualified and interested firms (“Proposers”). The District invites qualified candidates to submit proposals for Janitorial

Services. The District seeks to contract with an experienced and qualified firm for Janitorial Services for its Administration and Treatment Facilities in Indio, Riverside County. (the “Project”), RFP NO. 2023-RFP-

010 Title: Janitorial Services

The successful Proposer shall be required to provide the Janitorial Services scope of work outlined in

Exhibit B for the above referenced property. The successful Proposer shall be required to furnish equipment, machinery, transportation, and other implements necessary to execute the contract. They shall supply a plan as to how the Basic Services will be executed. The plan shall include the number of personnel, which will be used to execute the services and when (outside of business days and hours) the services will be performed, and estimated time to complete each service. The successful Proposer shall maintain that all employees have been trained in appropriate safety measures to ensure Proposer’s employees are performing their work in a safe manner. The Proposer shall state their qualifications as a professional janitorial firm, which can include but not limited to, previous janitorial services offered to businesses within Riverside County, current janitorial contracts being performed by Proposer, the length of time the Proposer has been performing these types of services, and any special qualifications those employees might have.

1.2. Background

The Valley Sanitary District (“VSD”) is in the Coachella Valley about 20 miles southwest of the Palm

Springs airport. VSD is a wastewater district, founded in 1925, operating under the Sanitary District Act of 1923. VSD has over 28,000 service connections in a 19.5 square mile service area serving a population of about 89,000 in the communities of Indio, Coachella, La Quinta, and unincorporated Riverside County.

VSD is governed by a five-member Board of Directors and led by a senior management team comprised of a General Manager, District Engineer, Chief Operations Officer, and Chief Administrative Officer.

1.3. Contact Information

Project Contact:

Holly Gould

Clerk of the Board

45500 Van Buren St.

Indio, CA 92201

Email: hevans@valley-sanitary.org

Phone: (760) 238-5400 Ext: 135

Procurement Contact:

Branden Rodriguez

Administrative Assistant mailto:hevans@valley-sanitary.org tel:(760)238-5400;ext=135

45500 Van Buren St

Indio, CA 92201

Email: brodriguez@valley-sanitary.org

Phone: (760) 238-5400

Department:

Maintenance

1.4. Timeline

Release Project Date August 16, 2023

Pre-Proposal Meeting (Non-Mandatory) August 24, 2023, 9:00am

Valley Sanitary District

45-500 Van Buren St.

Indio, CA 92201

Question Submission Deadline August 29, 2023, 4:00pm

Question Response Deadline August 31, 2023, 4:00pm

Proposal Submission Deadline September 14, 2023, 4:00pm

Proposal Review September 26, 2023

Board Approval October 10, 2023

Contract Approval and Approx. Start Date October 16, 2023 mailto:brodriguez@valley-sanitary.org tel:(760)238-5400

2. INSTRUCTIONS TO PROPOSERS

2.1. SCOPE OF SERVICES; PROFESSIONAL SERVICES AGREEMENT

The scope of services (“Services”) sought under this RFP are set forth in more detail in Section 4 "Scope of Work", attached hereto and incorporated herein by this reference.

Notwithstanding the inclusion of such Services in the RFP, the final scope of Services negotiated between VSD and the successful Proposer shall be set forth in the Professional Services Agreement

(“Agreement”) executed by and between VSD and the successful Proposer. A copy of the Agreement is attached hereto as Exhibit “A” and incorporated herein by this reference.

2.2. VSD CONTACT

The principal contact for VSD will be Holly Gould, Clerk of the Board, (760) 238-5400 Ext: 135, hevans@valley-sanitary.org or a designated representative, who will coordinate the assistance to be provided by VSD to the Proposer. No other members of VSD’s staff or VSD’s Board should be contacted about this procurement during the RFP process. Any and all inquiries and comments regarding this RFP must be communicated in writing, unless otherwise instructed by VSD. VSD may, in its sole discretion, disqualify any Proposer who engages in any prohibited communications.

2.3. REQUESTS FOR CLARIFICATION

All questions, requests for interpretations or clarifications, either administrative or technical must be requested in writing and directed to VSD via the District's eProcurement Portal Q&A feature. All written questions, if answered, will be answered in writing, conveyed to all interested firms, and posted on

VSD’s eProcurement Portal. Oral statements by any persons should be considered unverified information unless confirmed in writing. To ensure a response, questions must be received in writing by

4:00 pm local time on Tuesday, August 29, 2023.

2.4. PROPOSAL REQUIREMENTS

Proposal responses must adhere to the requirements set forth in this section, both for content and sequence. Failure to adhere to these requirements or the inclusion of conditions, limitations or misrepresentations may be cause for rejection of the submittal. Utilize font size large enough to be easily legible, but not smaller than 10 point. The proposal must be submitted via VSD's eProcurement

Portal.

A. Cover Letter. Provide a cover letter and introduction, including the name and address of the organization and individual submitting the proposal, together with the name, address, telephone and fax numbers, and e-mail address of the contact person who will be authorized to represent the organization, and an expression of the Proposer’s ability and desire to meet the requirements of this

RFP. The letter must be signed by an individual authorized to bind the firm contractually.

B. Proposer Statement Of Qualifications. Describe the Proposer’s resources, experience, and capabilities as they relate to providing the Services. Submit in the order identified below:

1. Executive Summary. An executive summary should briefly describe the Proposer’s qualifications https://procurement.opengov.com/portal/valley-sanitary and ability to perform the Services.

2. Qualifications and Experience. The proposal should:

a. Provide a description of how the Proposer’s experience, technical and professional skills will meet the goals and fulfill the general functions identified in this RFP.

b. Any key staff members who would be involved in the performance of the scope of work. Provide their resumes, describe their experience, and identify their proposed role for the Project.

c. State the number of years the firm has conducted business.

d. Provide a description of the three most relevant contracts held within the last five years.

3. Evidence Of California Licensing. The proposal should include appropriate documentation showing the Proposer is properly licensed in the State of California to perform the Services requested in the scope of work.

4. References. The Proposer shall provide a minimum of four (4) client references, preferably city, county, or special district governments for whom the Proposer has previously performed services of similar type and scope within the last 5 years.

5. Subcontractors. The Proposer shall identify functions that are likely to be subcontracted and identify the subcontractor that is anticipated to perform each function, if known at this time.

C. Proposed Method to Accomplish the Work. Describe the technical and management approach to providing the Services to VSD. Proposer should take into account the scope of the Project, goals of

VSD, and general functions required. Include a draft schedule of tasks, milestones, and deliverables that will provide for timely provision of the Project. In reviewing the scope of work, the Proposer may identify additional necessary tasks and is invited to bring these to VSD’s attention within the discussion of its proposed method to accomplish the Project.

D. Certification of Proposal. This section shall state: “The undersigned hereby submits its proposal and, by doing so, agrees to furnish services to VSD in accordance with the Request for Proposal (RFP), and to be bound by the terms and conditions of the RFP.”

E. Sealed Fee Proposal. Please provide a lump sum, not-to-exceed fee proposal for the Project. The fee proposal shall be broken down by task and further broken down by staff, subconsultant costs, and expenses for each task. The fee proposal shall include hourly rates for all personnel.

2.5. PROPOSAL CONSIDERATIONS

A. No Deviations from the RFP. In submitting a proposal in response to this RFP, Proposer is certifying that it takes no exceptions to this RFP including, but not limited to, the Agreement attached hereto as

Exhibit “B”. If any exceptions are taken, such exceptions must be clearly noted in the proposal and may be reason for rejection of the proposal. As such, Proposer is directed to carefully review the proposed

Agreement and, in particular, the insurance and indemnification provisions therein.

B. Collusion. By submitting a Proposal, each Proposer represents and warrants that its Proposal is genuine and not a sham or collusive or made in the interest of or on behalf of any person not named therein; that the Proposer has not directly or indirectly induced or solicited any other person to submit a sham Proposal, or any other person to refrain from submitting a Proposal; and that the Proposer has not, in any manner, sought collusion to secure any improper advantage over any other person submitting a Proposal.

C. Conflicts of Interest. Proposers shall comply with all regulations and laws dealing with conflict of interest disclosure and reporting. Proposers shall not be engaged if a conflict of interest exists.

D. Withdrawal of Proposals. A Proposer may withdraw its proposal before the expiration of the time for submission of proposals by notifying and requesting VSD’s representative remove the Proposer’s submission.

E. Financial Health and Reputation. VSD reserves the right to consider the financial responsibility and general complexity of each Proposer, as well as its reputation within the industry to determine if the

Proposer has the apparent ability to meet and complete successfully the requirements of the work.

Upon request, the Proposer shall provide a financial statement, audited if necessary, in addition to any other information requested by VSD.

F. Confidentiality of Proposal. Proposals submitted in response to this RFP shall be held confidential by

VSD and shall not be subject to disclosure under the California Public Records Act (Cal. Government

Code section 6250 et seq.) until after either VSD and the successful Proposer have completed negotiations and entered into an Agreement or VSD has rejected all proposals. All correspondence with

VSD including responses to this RFP will become the exclusive property of VSD and will become public records under the California Public Records Act. VSD will have no liability to the Proposer or other party as a result of any public disclosure of any proposal or the Agreement. If a Proposer desires to exclude a portion of its proposal from disclosure under the California Public Records Act, the Proposer must mark it as such and state the specific provision in the California Public Records Act which provides the exemption as well as the factual basis for claiming the exemption. For example, if a Proposer submits trade secret information, the Proposer must plainly mark the information as “Trade Secret” and refer to the appropriate section of the California Public Records Act which provides the exemption as well as the factual basis for claiming the exemption. If a request is made for information marked “Confidential”, “Trade Secret” or “Proprietary” (“Proprietary Information”), VSD will provide Proposers who submitted the information with reasonable notice to seek protection from disclosure by a court of competent jurisdiction. Proposer shall have five (5) working days after receipt of such notice to give VSD written notice of Proposer's objection to VSD's release of Proprietary Information. Proposer shall indemnify, defend and hold harmless VSD, and its officers, directors, employees, and agents from and against all liability, loss, cost or expense (including attorney's fees) arising out of a legal action brought to compel the release of Proprietary Information. Proposals which indiscriminately identify all or most of the proposal as exempt from disclosure without justification may be deemed unresponsive and disqualified from further participation in this RFP.

2.6. EVALUATION CRITERIA

The proposal evaluation criteria include:

• Understanding of project and project approach

• Scope of work and schedule

• Relevant qualifications/experience

• Overall quality of proposal

• Cost evaluation

During the evaluation process, VSD reserves the right, where it may serve VSD's best interest, to request additional information or clarifications from Proposers, or to allow corrections of errors or omissions.

Proposers may be invited to make an oral presentation.

The contract, if awarded, shall be to the most qualified Proposer, which submits the proposal that, in the sole judgment of VSD, is in the best interest of VSD.

Upon selection of a Proposer, VSD will endeavor to negotiate a mutually agreeable agreement with the selected Proposer. In the event that VSD is unable to reach agreement, VSD will proceed, at its sole discretion, to negotiate with the next Proposer selected by VSD. VSD reserves the right to contract for services in the manner that most benefits VSD including awarding more than one (1) contract if desired.

After negotiating a proposed Agreement that is fair and reasonable, VSD staff will make the final recommendation to VSD Board concerning the proposed Agreement. VSD Board has the final authority to approve or reject the Agreement.

2.7. SITE EXAMINATION

Proposers must examine the site and become acquainted with all conditions affecting the work. In submitting a Proposal, Proposers warrant that they have made such site examination as they deem necessary to determine the condition of the site, its accessibility to materials, workmen and equipment, and to determine the proposer’s ability to protect existing surface and subsurface improvements.

Proposers shall also familiarize themselves with all federal, state and local laws, ordinances, rules, regulations, and codes affecting the performance of the work; make such investigations, as it may deem necessary for performance of the Services at its proposal price within the terms of the Agreement; and correlate its observations, investigations, and determinations with the requirements of the Agreement.

2.8. SUBMITTAL INSTRUCTIONS

The proposal must be received no later than 4:00 pm local time, on or before Thursday, September 14, 2023 via VSD's eProcurement Portal.

VSD will not be responsible for proposals that are delinquent, incorrectly submitted, or physically submitted to VSD. Proposals submitted after the stipulated deadline will not be accepted by VSD's eProcurement Portal. Please note that mailed, hand-delivered, faxed, or emailed proposals will not be accepted.

2.9. PROTESTS

A. Protest Contents. Protests based on the content of the RFP shall be submitted to VSD no later than ten (10) calendar days prior to the scheduled proposal submittal deadline. If necessary, the proposal submittal deadline may be extended pending a resolution of the protest. Proposer may protest a contract award if the Proposer believes that the award was inconsistent with VSD policy or this RFP is not in compliance with law. A protest must be filed in writing with VSD (email is not acceptable) within five (5) business days after receipt of notification of the intended contract award. Any protest submitted after 5 p.m. of the fifth business day after notification of the intended contract award will be rejected by

VSD as invalid and the Proposer’s failure to timely file a protest will waive the Proposer’s right to protest the contract award. The Proposer’s protest must include supporting documentation, legal authorities in support of the grounds for the protest and the name, address and telephone number of the person representing the Proposer for purposes of the protest. Any matters not set forth in the protest shall be deemed waived.

B. VSD Review. VSD will review and evaluate the basis of the protest provided the protest is filed in strict conformity with the foregoing. VSD shall provide the Proposer submitting the protest with a written statement concurring with or denying the protest. Action by VSD relative to the protest will be final and not subject to appeal or reconsideration. The procedure and time limits set forth in this section are mandatory and are the Proposer’s sole and exclusive remedy in the event of protest. Failure to comply with these procedures will constitute a waiver of any right to further pursue the protest, including filing a Government Code claim or legal proceedings.

2.10. ADDENDA

VSD reserves the right to revise the RFP prior to the time set to receive proposals. Revisions, if any, shall be made by written addenda via VSD's eProcurement Portal. All addenda issued by VSD shall be included in the proposal and made part of the RFP. Each Proposer shall leave with VSD its name, and e-mail address for the purpose of receiving Addenda. Notices of addenda will be sent to all subscribed bidders following this project, and posted via VSD's eProcurement Portal. Proposers are responsible for ensuring that they have received any and all addenda. Each Proposer should monitor the project via the eProcurement Portal to verify that it has received all addenda issued, if any, prior to the bid opening.

Failure to acknowledge receipt of all addenda via VSD's eProcurement Portal may result in bid rejection.

2.11. GENERAL CONDITIONS

A. Amendments to Proposals. Unless specifically requested by VSD, no amendment, addendum or modification will be accepted after a proposal has been submitted to VSD. If a change to a proposal that has been submitted is desired, the submitted proposal must be withdrawn and the replacement proposal submitted via VSD's eProcurement Portal prior to the deadline stated herein for receiving proposals.

B. Non-Responsive Proposals. A proposal may be considered non-responsive if conditional, incomplete, or if it contains alterations of form, additions not called for, or other irregularities that may constitute a material change to the proposal.

C. Costs for Preparing. VSD will not compensate any Proposer for the cost of preparing any proposal, and all materials submitted with a proposal shall become the property of VSD. VSD will retain all proposals submitted and may use any idea in a proposal regardless of whether that proposal is selected.

D. Cancellation. VSD reserves the right to cancel this request for proposals at any time prior to contract award without obligation in any manner for proposal preparation, interview, fee negotiation or other associated marketing costs.

E. Price Validity. Prices provided by Proposers are valid for 90 days from the proposal due date. VSD intends to award the contract within this time but may request an extension from the Proposers to hold pricing, until negotiations are complete and the contract is awarded.

F. No Commitment to Award. Issuance of request for proposals and receipt of proposals does not commit VSD to award a contract. VSD expressly reserves the right to postpone the proposal for its own convenience, to accept or reject any or all proposals received, to negotiate with more than one Proposer concurrently, or to cancel all or part of this request for proposals.

G. Right to Negotiate and/or Reject Proposals. VSD reserves the right to negotiate any price or provision, task order or service, accept any part or all of any proposals, waive any irregularities, and to reject any and all, or parts of any and all proposals, whenever, in the sole opinion of VSD, such action shall serve its best interests and those of the tax-paying public. The Agreement, if any is awarded, will go to the

Proposer whose proposal best meets VSD’s requirements.

3. EVALUATION PHASES

During the evaluation process, VSD reserves the right, where it may serve VSD's best interest, to request additional information or clarifications from Proposers, or to allow corrections of errors or omissions.

Proposers may be invited to make an oral presentation.

The contract, if awarded, shall be to the most qualified Proposer, which submits the proposal that, in the sole judgment of VSD, is in the best interest of VSD.

Upon selection of a Proposer, VSD will endeavor to negotiate a mutually agreeable agreement with the selected Proposer. In the event that VSD is unable to reach agreement, VSD will proceed, at its sole discretion, to negotiate with the next Proposer selected by VSD. VSD reserves the right to contract for services in the manner that most benefits VSD including awarding more than one (1) contract if desired.

After negotiating a proposed Agreement that is fair and reasonable, VSD staff will make the final recommendation to VSD Board concerning the proposed Agreement. VSD Board has the final authority to approve or reject the Agreement.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Understanding of Project and Project

Approach Points Based 30

(30% of Total)

2. Scope of Work and Schedule Points Based 25 (25% of Total)

3. Relevant Qualifications/Experience Points Based 25 (25% of Total)

4. Overall Quality of Proposal Points Based 10 (10% of Total)

5. Cost Evaluation Points Based 10 (10% of Total)

4. SCOPE OF WORK

4.1. Janitorial Services

Scope of Work - Janitorial Services

Basic Services

The District will supply the following: restroom toiletries, soaps, chemicals, and trash can liners. Contractor must provide own equipment (vacuum, duster, carts, rags, buckets, etc.).

The Proposer is to describe how the Basic Services will be performed. The plan should include the number of personnel to execute the services and the estimated time to complete each service.

Basic Services

Office Areas/Conference Rooms/Lobby/Mail Room/Common Area

Clean glass in doors

Remove all cobwebs

Wipe down all surfaces including, door frames, windowsills, file cabinets, counters, etc.

Remove smudges from kick plates, handrails, walls, and light switches

Empty all trash cans and reline Arrange furniture and magazines in reception waiting area

Disinfect conference room tables, chairs, counters, exterior of cabinets, sinks, handrails, etc.

Vacuum all carpet areas and mats

Sweep and mop all hard floor surfaces including rolling mats in offices and cubicles Restrooms

Clean and disinfect all urinals, toilets, mirrors, counters, sinks, shower stalls

Clean and polish all bright work and dispensers Spot clean walls, partitions, and light fixtures

Empty trash cans and reline

Sweep /mop all floors and clean exhaust fan grating

Wipe down tops of partitions, dispensers

Restock all products including toiletries, soap and paper products

Lunchroom/Lunchroom areas Clean and disinfect chairs, tables, counters and exterior of cupboards

Clean microwaves in and out

Clean and sanitize all sinks including garbage disposal Wipe down outside of appliances and lighting fixtures

Restock paper towels

Sweep and mop all floors

Turn off coffee makers

Outdoor Empty trash cans and reline, remove cobwebs

General instructions

Janitorial closet clean and orderly All furniture is returned and arranged neatly including desk and conference room chairs

Contact District and share any repairs that are needed

Turn off all lights and fans prior to departing

All doors and windows are closed and secure

Enhanced Services

Please indicate what Enhanced Services your firm can supply to the District. Enhanced Services shall be quoted at the time service is requested. The District may elect to contract with another provider for these services.

ENHANCED SERVICES

Indoor Outdoor

Carpet Cleaning & Stain Removal (annually) Power wash walkways (monthly)

Strip, service, wax hard floors (semi-annually)

Window cleaning (quarterly)

Window cleaning (quarterly) Clean light fixtures (semi-annually)

Clean/steam upholstered furniture and partitions (semi-annually)

Clean light fixtures (quarterly)

Dust/clean blinds, vents, display cases (semi-annually)

LIST ADDITIONAL SERVICES PROPOSER CAN PROVIDE

Indoor Outdoor

5. PRICING PROPOSAL

COST OF SERVICES

The Proposer, in compliance with the request for proposals for the Janitorial Services, having examined the Scope of Work and written specifications, hereby proposes to furnish Janitorial Services for the following unit prices.

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Administration Building 3 x Weekly

2 Operations Building 3 x Weekly

3 Lab Building 3 x Weekly

4 Maintenance Building 2 x Weekly

5 Maintenance Trailer 2 x Weekly

6 Collection Services Building 2 x Weekly

TOTAL

6. VENDOR QUESTIONNAIRE

6.1. Have you read and agreed to all Terms and Conditions?*

☐ Yes

☐ No

*Response required

6.2. Submit Proposal Document Here*

PDF Attachment

*Response required