Marshall-_GEN_JanitorialRFP_ADPH_County_Health_Departments.pdf

ALABAMA DEPARTMENT OF PUBLIC HEALTH

COUNTY HEALTH DEPARTMENTS

REQUEST FOR PROPOSAL FOR

JANITORIAL SERVICES

RFP NO: SRC0000025775 October 22, 2024

TABLE OF CONTENTS

SECTION I:

General Information

PAGE

SECTION II: Scope of Work 2

SECTION III: Instructions 4

SECTION IV: Required Submittals

Vendor Submittal Form 11

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SECTION I: GENERAL INFORMATION

Purpose:

This Request for Proposal (RFP) seeks competitive proposals from qualified suppliers/contractors for Janitorial Services at Marshall County Health Department for Janitorial Services for 21,780 square feet of office space.

Pre-Proposal Conference:

Marshall County Health Department 150 Judy Smith Drive Guntersville, AL 35976 Wednesday, November 13, 2024, at 2:00 p.m. CT

Questions:

Questions will be answered during the pre-proposal conference. Questions after the conference must follow State Purchasing guidelines.

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SECTION II: S C O P E O F W O R K

Proposer’s Responsibility:

Proposers shall examine this RFP, shall exercise their judgment as to the nature of the whole of the work to be done, and must assume all risk for any computations or statements made in completing the proposal.

Contract Amount:

Prices proposed by supplier should be submitted on a price schedule. It is recommended that the supplier submit a price schedule for the total of 5 years.

Contract Length:

Establish a 12-month contract with an option to extend for a second, third, fourth, and fifth 12-month period with same terms and conditions. Any successive extension must have written approval of both the agency and supplier no later than 30 days prior to expiration of the previous 12-month period.

Subcontracts:

No subcontracts will be allowed for this proposal.

Non-responsive Proposals:

Proposals shall be considered non-responsive and may be rejected for any of the following reasons unless otherwise provided by law:

a. If there are unauthorized additions or conditional proposals, or irregularities of any kind which may tend to make the proposal incomplete, indefinite, or ambiguous as to its meaning.

b. If any proposer adds any provisions reserving the right to accept or reject any award, or to enter into a contract pursuant to an award.

c. If the proposer fails to meet the proposal specifications or is unresponsive to proposal specifications, questions, and/or terms.

d. If the proposer fails to include an authorized proposer representative’s signature on company letterhead.

Insurance:

Before starting work, proposers will furnish the ADPH a certificate of insurance as evidence of the existence of the following insurance coverage in amounts not less than the amounts specified below:

a. Comprehensive General Liability: $1,000,000 per occurrence.

b. Workmen’s Compensation: As required by Federal and State Worker’s

Compensation and occupational statutes.

c. Professional Liability: $1,000,000 per claim.

The Certificate of Insurance will provide thirty (30) days written notice to the ADPH by the Insurance Company before cancellation or material change in policy coverage.

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Proposal Evaluation:

Supplier will be graded on a 0-100 scale for award:

a. Total cost 50%.

b. Experience and Qualifications for building of similar size 30%.

c. References 20%.

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SECTION III: I N S T R U C T I O N S

Section III‐A

Period of Agreement:

This agreement will be for one calendar year with the option to renew each year up to four (4) additional years.

Price Schedule:

Prices proposed by supplier should be submitted on a monthly price schedule.

Section III‐B Bid Requirements:

1. The bid shall include the following:

a. A list of no less than two clients of similar size and scope of work presently using the bidder's janitorial services to include the name, phone number and address of a contact person.

b. A statement of the bidder's years of experience in the janitorial business.

2. A monthly cost of all scheduled services listed under the maintenance schedule to include the cost of the following items:

a. The cost of floor washing, waxing, buffing, stripping, and sealing compounds.

b. The cost of all cleaning and maintenance labor shall be included in the price.

c. The signature of an authorized company representative who can certify compliance with all of the bid requirements.

3. This proposal, including cover sheet, but excluding professional biographies, should be no longer than 25 pages.

Section III‐C Definitions‐ Technical:

1. Working hours: Janitorial work will be performed daily between 4:00 PM and 7:00 PM, Monday thru Friday except for state holidays.

2. Exception: Floor stripping/waxing will be pre‐scheduled with maintenance supervisor non‐ working hours.

3. Easily Moved Furniture and Equipment: Items such as chairs, trash cans, tables, etc. weighing

50 lbs. or less

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Section III‐D Custodial Work Requirements:

1. All custodial work requirements shall be scheduled and coordinated to avoid duplication of function. For example, when stripping, waxing, and resealing are called for on a particular day, the sweeping and damp mopping functions for that same day shall be scheduled to coincide with waxing functions. Easily moved furniture, equipment, throw rugs, and all walk‐off mats shall be moved, and the floor and carpet surfaces shall be serviced when surrounding floor and carpets are servicing shall be returned to original positions. Separate mops and buckets for common areas and bathrooms.

2. Floor Care:

a. Sweeping /Dust Mopping: Uncarpeted floors shall be swept, or dust mopped. All loose dirt, streaks, and smears shall be removed. Walk‐off mats shall be swept clean. Moisture on the floor beneath walk‐off mats shall be removed and moisture on the underside of the mats shall be removed.

b. Damp Mopping: Floors and baseboards shall be damp mopped, and shall be kept free of dust, dirt, streaks, smears, stains, detergent films, and standing water. The Contractor shall scrub the floors, and baseboards daily. Any damp mopping function that is scheduled on stripping, waxing, and resealing day shall be scheduled to coincide with the aforementioned functions to alleviate duplications.

c. Strip: Resilient and concrete floors shall be stripped prior to refinishing to remove all finish compounds and imbedded dirt.

3. Carpet Care:

a. Vacuum Carpet: Carpeted areas, and rugs shall be vacuumed free of all loose soil, debris, lint, dust, dirt, and ashes.

b. Shampooing Carpets, Rugs, and Walk‐Off Mats: Carpets, rugs and walk‐off mats shall be shampooed free of streaks, stains and spots and shall have a bright uniform color.

Carpets which shall not be dry prior to 0700 the next working day shall be protected by plastic carpet runners until dry.

4. Trash Collection:

a. Trash Cans: Trash containers include all trash cans and large trash containers used for collecting trash from individual rooms. Trash containers shall be emptied, and any trash or debris located in the immediate area of the trash can shall be removed. The Contractor shall remove any spillage that occurs during trash collection. Trash receptacles in all spaces shall be maintained in a clean and sanitary condition. The Contractor may utilize large rolling trash containers for collecting trash from individual rooms.

b. Plastic Liners: All trash cans will contain plastic liners. The Contractor will replace liners once a week, or when liners are torn, damaged, or soiled whichever occurs first. In the event that liners leak/rupture, the receptacle will be cleaned and disinfected prior to installing a new liner.

c. Washing Trash Containers: Trash containers, including all trash cans, and large trash containers used for collecting trash from individual rooms as described under the Trash Collection paragraph, shall be washed and disinfected. The washed trash containers shall contain no debris, soil, foreign materials, or unsightly stains.

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5. Restrooms:

a. General Cleaning: Restroom fixtures, including water closets, urinals, lavatories, and sinks shall be disinfected inside and outside and shall be free of stains and odors. Wainscoting, partitions, and dividers shall be washed with a disinfectant and be free of dirt, stains, streaks, and graffiti. All wall surfaces, including glass, shall be cleaned free of dirt, stains, streaks, and graffiti. Mirrors shall be cleaned and polished. Restroom walls shall be cleaned free of film, streaks, and stains. All metal fixtures and hardware shall be clean and bright.

b. Service Toilet Paper: All toilet paper dispensers shall be filled at room servicing. An adequate supply of toilet paper shall be left in all restrooms when supply in dispensers is low, but not low enough to change. Toilet paper dispensers shall be refilled when there is less than 1" (inch), visible.

c. Paper Towel Service: All paper towel dispensers shall be filled at each room servicing.

Proper size paper towels shall be installed in towel dispensers as provided. Paper towel dispensers are located in the restrooms and kitchen. Contractors shall leave an adequate supply of paper towels to last until the next servicing. Dispensers shall be completely filled at each servicing.

d. Service Soap Dispensers: All soap dispensers shall be filled at each room servicing. Proper soap shall be provided for the dispensers serviced. Soap dispensers are located in restrooms and kitchen.

6. General Room Cleaning:

a. Walls and Partitions: Walls and partitions shall be kept free of dust, streaks, lint, markings, graffiti, and cobwebs. After mopping floors, ensure walls and partitions are free of unsightly stains.

b. Dusting: All furniture, radiators, equipment, horizontal ledges and sills, hand railings, grills, fire apparatus, exposed overhead pipes, can lights, corners, and doors shall be dusted, with the exception of furniture with working papers on top. Miscellaneous hardware and bright metal work shall be cleaned.

c. Water Fountains: Drinking fountains shall be cleaned and disinfected. All surfaces are to be free of stains, smudges, scale, excrement, trash, debris, and foreign material.

d. Vestibules: Interiors, including doors, walls, ceilings, threshold strips, and hardware shall be free of dust, soil, markings, graffiti, lint, streaks, and trash. All metal surfaces shall be clean, bright, and shiny. C lean with lint free mops

e. Interior Glass Cleaning: The surface of all glass, which does not have one side exposed to the atmosphere, shall be considered interior glass, and shall be cleaned including windows, doors, display cases and fixed glass panes. All glass surfaces shall be free of dirt, streaks, handprints, and stains. Glass shall be wiped dry. All paint drops, putty film and foreign matter found on glass surfaces shall be removed.

f. Window Cleaning, Exterior: The Contractor shall thoroughly clean both sides of exterior doors' glass. All glass surfaces shall be cleaned free of streaks, or stains and shall be wiped dry. All paint drops, putty film and foreign matter found on glass surfaces shall be removed.

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g. Conference Room Furniture Polishing: The tables and chairs in all conference rooms or rooms used as conference rooms shall be polished with an approved polishing agent manufactured for that purpose.

h. HVAC Vents: All supply and return vents are to be cleaned in place. The cleaning solution shall be non‐corrosive liquid‐approved by the maintenance supervisor prior to any cleaning of vents.

i. Chair Cleaning, Including Base: Chairs, including base, shall be kept free of lint, dust, dirt, hair, stains.

j. Clean Blinds: Blinds shall be wiped in place so as to remove all surface dust and dirt.

k. Floor care: Bi-annual floor to include labor, equipment, and supplies to strip and wax (recoating with a least 2 coats of wax) all VCT flooring. Services to be performed during the weekend.

Provide labor, equipment, and supplies to steam clean carpeted areas twice a year.

Section III-E ADPH Furnished Property and Services:

1. ADPH Furnished:

a. ADPH will provide the Contractor the use of ADPH facilities. Storage spaces and gear lockers will be made available to the Contractor for storage of his bulk supplies and equipment which he shall use in the performance of the work in the contract when space is available. The maintenance supervisor shall provide the location of space available for storing bulk supplies and equipment.

b. Location may be changed at any time. The Contractor shall keep the spaces assigned for his use in a clean, neat, and orderly condition. ADPH shall not be responsible for the Contractor's loss of any materials, supplies, and equipment stored in these spaces occasioned by fire, theft, or other causes.

c. Supplies or equipment shall not be stored in hallways, restrooms, or other areas unless approved by an ADPH Representative.

2. ADPH Furnished Material and Equipment:

a. Paper towels, toilet tissue, hand soap, napkins, trash can liners

3. ADPH Furnished Utilities:

a. Availability of Utilities: ADPH shall furnish water and electricity as may be required for the work to be performed under the contract at no cost to the Contractor. Information concerning the location of existing outlets may be secured from the maintenance supervisor. All electrical appliances and equipment shall be correct electrical characteristics for the circuits to which connected and shall not overload any circuit. All electrical devices shall be subject to approval for safety, power demand, and characteristics before use. The Contractor shall provide portable covers to protect floor mounted electrical receptacles from water damage when stripping floors.

b. Conservation and Precautions: The Contractor and his employees shall conserve utilities.

The Contractor shall shut off water faucets and turn off lights when not in use or not needed.

c. Damaged, Defective or Inoperable Items: The Contractor shall report daily by 9:00 A.M., in writing, to maintenance supervisor, all damaged, clogged, leaking, or inoperable plumbing and fixtures; all damaged and /or inoperable equipment or surfaces, such as applicable, which prevents the proper performance of his duties. Any emergency type situations shall

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be reported immediately to the maintenance supervisor.

d. Contractor Furnished Material: The Contractor shall provide all equipment, materials, supplies and services to perform the requirements of this contract. Materials and supplies shall be of acceptable industrial grade and quality.

Section III-F

Contract Administration:

1. Acceptance: The performance and quality of work delivered by the Contractor, including services rendered and any documentation or written material compiled, shall be subject to inspection, review, and acceptance by ADPH.

2. Consequences of Contractor's Failure To Perform Required Services: Contractor will be held to the full performance of this contract. ADPH will deduct from the contractor's invoice or otherwise withhold payment of any items of nonconforming service observed as specified below:

a. A service task may be composed of several sub‐items. A service task may be determined to be partially complete if the Contractor satisfactorily completes some, but not all of the sub items. In those cases, partial deductions may be taken from the Contractor's invoice. ADPH reserves the right for partially completed work as set forth below:

3. ADPH will give the Contractor written notice of deficiencies prior to assessing liquidated damages or deducting for unsatisfactory or non‐performed work. Therefore,

a. In The Case of Non‐Performed Work, ADPH:

1) May, at its option, afford the Contractor an opportunity to perform the non‐performed work within a reasonable period subject to the discretion of the maintenance supervisor within 6 hours in the case of daily services, or 24 hours in the case of all other services, of the notice to the Contractor of such non‐performance, at no additional cost the ADPH; or

2) May, at its option, perform the services by ADPH personnel or other means.

b. In The Case of Unsatisfactory Work, ADPH:

1) May, at its option, afford the Contractor an opportunity to perform the unsatisfactory work within a reasonable period subject to the discretion of the maintenance supervisor, but in no event longer than 6 hours in the case of daily services, or 24 hours in the case of all other services, of the notice to the Contractor of such dissatisfaction, at no additional cost to HRPDC; or

2) May, at its option, perform the services by ADPH personnel or other means.

4. Should ADPH elect options 3.a.(1), or 3.b.(2) above, ADPH will reduce the contract payment, based on $20.00 per man hour by state forces to rectify unclean or unkept areas.

5. ADPH's exercise of rights under this clause will not preclude either (1) single occurrences of such nonperformance or unsatisfactory performance, or (2) multiple occurrences of nonperformance or unsatisfactory performance, regardless of whether deductions were

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taken, from being grounds for termination for default.

a. However, ADPH reserves the following rights:

1) To hold the Contractor liable for property losses sustained by ADPH as a direct, consequential result of a failure to furnish the required personnel.

b. The parties to this contract hereto agree that the Contractor, as a result of his contractual obligation to supervise the personnel furnished and oversee the quality of their performance, will be conclusively presumed to have actual knowledge of work not performed, and that therefore a written notice will not be a prerequisite for withholding payment or assessing liquidated damages for non‐performed services.

6. Suspension of Work by ADPH: ADPH reserves the right to suspend and reinstate execution of the whole or any part of the work contracted for without invalidating the provisions of the Contract in any way. Orders for suspension or reinstatement of the work will be issued by ADPH to the Contractor in writing.

7. Contracts In Default: ADPH may declare the Contract in default for any one or more of the following reasons as determined by ADPH in its sole discretion:

a. Failure or refusal to comply with an instruction of ADPH within a reasonable time.

b. Failure or refusal to perform anew any defective or unacceptable work.

c. Bankruptcy or insolvency, or the making of an assignment for the benefit of creditors.

d. Failure to prosecute the work in accordance with the agreed schedule or completion.

e. Disregard of laws, ordinances, rules, regulations, or orders of any public body having jurisdiction, or the violation of any construction of safety codes.

8. Procedure for Declaring Contract in Default: ADPH may declare the Contract in default by giving written notice to the Contractor to that effect. Said notice shall contain the reason or reasons for default and shall fix a day certain, not less than ten (10) consecutive calendar days after the date of said notice, when the Contract shall be declared in default, unless the Contractor remedies the default to ADPH's satisfaction or makes satisfactory arrangements with ADPH for its remedy prior to the day certain fixed in said notice for declaring the Contract in default. If the Contractor fails to remedy the default or to make satisfactory arrangements for its remedy prior to the date set for declaring the Contract in default, or any extension thereof, the Contract shall be declared in default.

9. Performance Evaluation Meetings: The Contractor shall meet with the maintenance supervisor weekly during the first month of the contract. Thereafter, meetings will be as often as necessary at the discretion of ADPH, but not less than quarterly. A mutual effort will be made to resolve all problems identified. The written minutes of these meetings, prepared by ADPH, shall be signed by the Contractor's representative and ADPH representative. Should the contractor not concur with the minutes, the Contractor shall state, in writing, to ADPH any areas of disagreement within five days.

10. Contractor's Invoice: The Contractor shall submit invoices, monthly to ADPH for services performed. Payment will be based on invoices submitted by the Contractor for satisfactorily completed work. Invoices will be processed for payment upon verification of work actually performed and receipt of required Contractor submittal as identified below.

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a. All invoices are required to contain the following information:

1) ADPH purchase order number

2) Contractor invoice number

3) Effective performance period for invoice

4) Invoiced amount for effective period

5) Name and Title of Signer

6) Signature and Date required on invoice

SECTION IV: REQUIRED SUBMITTALS

Proposal Format:

Title Page

Overview and Summary

Detailed Work Plan

Proposed fees: Total cost

Qualifications, Experience and References

Resumes

Office Location

References