OB2203-03 - Cleaning Services Town of Oak Bluffs Public Buildings.pdf

Town of Oak Bluffs OB2022-03 – Cleaning Services for Public Buildings

TOWN OF OAK BLUFFS

INFORMATION for BIDDERS, PROPOSAL, CONTRACT, SPECIFICATION and BONDS for Cleaning Services Town of Oak Bluffs Public Buildings

CONTRACT NO. OB2022-03

INVITATION For BID

BIDDER’S NAME:

Invitation for Bids Town of Oak Bluffs

LEGAL ADVERTISEMENT

Cleaning Services for Town of Oak Bluffs Public Buildings.

Contract No. OB2022-03

The Town of Oak Bluffs invites bids for Cleaning Services for Town of Oak Bluffs Public Buildings, for a one-year contract period, with an option to renew for two consecutive one-year contracts. Insured contractors can obtain bid documents Monday-Friday from 9 AM - 4 PM at the Oak Bluffs Town Hall, Office of the Town Administrator, 53 School Street, Oak Bluffs or requested by calling the Office at 508-693-3554, ext. 115, or email wbrough@oakbluffsma.gov.

All Bids must be sealed & be CLEARLY marked:

"Cleaning Services for Town of Oak Bluffs Public Buildings".

Bids must be submitted by 2:00 PM on Wednesday March 2, 2022, at which time they will be publicly opened and read. Bids received after this time will not be accepted. Bids must be submitted to the Town Administrator's Office, 56 School Street, Oak Bluffs or by mail to Town Administrator's Office, Town of Oak Bluffs, PO Box 1327, Oak Bluffs, MA 02557.

This project is being bid pursuant to the requirements of MGL Chapter 30B, Section 5. The Town of Oak Bluffs reserves the right to cancel any Invitation for Bid and /or to reject in whole or in part any and all bids, when it is deemed in the best interest of the Town to do so.

The Town of Oak Bluffs is an Equal Opportunity-Affirmative Action Employer.

mailto:wbrough@oakbluffsma.gov

TABLE OF CONTENTS

1.0 INFORMATION AND INSTRUCTIONS TO BIDDERS

1.1 Bid Calendar

1.2 Purchase Description/ Scope of Services

1.3 Contract Term Length and Renewal Options

1.4 Notice of Pre-Bid Conference

1.5 Questions and Clarification

1.6 Changes of the IFB (Addenda)

1.7 Acceptance of the IFB Terms and Conditions

1.8 Submission of Bids

1.9 Submission Requirements

1.10 Bid Modification and Withdrawal

1.11 Expenses

1.12 Unexpected Closure or Delays

1.13 Opening and Consideration of Bids

1.14 Rule of Award

1.15 Award of Contract

1.16 Failure to Execute Contract

2.0 GENERAL CONTRACT CONDITIONS AND PROVISIONS

2.1 Taxes

2.2 Performance Bond and Payment Bonds

2.3 Insurance

2.4 Subject to Appropriation

2.5 Non-Discrimination

2.6 Indemnification

2.7 Prohibitions

2.8 Public Record Law

2.9 Prevailing Wages

2.10 Severability

2.11 Cancellation and Default

2.12 Amendment

2.13 Audit, Inspection and Recordkeeping

3.0 SPECIFICATIONS

3.1 Minimum Criteria

3.2 Contractor Personnel

3.3 Inspection of Work

3.4 Payment and Invoicing

3.5 Supplies and Equipment

3.6 Additional Services during the COVID-19 Pandemic

3.7 Checklist of Required Tasks and Schedule for Each Location

3.8 Location 1. Oak Bluffs Town Hall

3.9 Location 2. Council on Aging

3.10 Location 3. Oak Bluffs Public Library

3.11 Location 4. Oak Bluffs Police Station

ATTACHMENT A: Bid Submittal Form ATTACHMENT B: Standard Sample Contract Form ATTACHMENT C : CDC Covid-19 Guidelines on Cleaning & Disinfecting

1. INFORMATION AND INSTRUCTION TO BIDDERS

1.1 Bid Calendar

Procurement Contact

Wendy Brough, Assistant Town Administrator wbrough@oakbluffsma.gov 508-693-3554 ext. 149

EVENT DATE DESCRIPTION

Advertisement 1/18/2022 Advertisements will be posted in the Central

Register, MV Times, COMMBUYS; Town Website and Bulletin Board.

DEADLINE FOR

BIDS

2:00 pm Wednesday March 2, 2022.

Bids publicly open at the Town Administrator’s office at Town Hall – 56 School St, Oak Bluffs.

Bidder and price will be announced.

Invitation for Bid Available

IFB documents may be obtained at the Town Administrator’s Office, Oak Bluffs Town Hall, temp trailers 53 School Street between the hours of 9:00am and 4:00 pm, Monday to Friday, or by email request to:

Time and Place for Pre-Bid Conference

Wednesday February 23, 9:00am

Meeting at Oak Bluffs Town Hall main Lobby for site visit of facilities covered under this contract.

Pre-Register required:

Deadline for Written questions

2/24/2022

Via email only to: wbrough@oakbluffsma.gov Use Subject Line:

QUESTION – “Cleaning Services for Oak Bluffs Public Buildings.”

Addenda May be issued up to 3 days prior to the deadline.

(2/24/2022)

Any addendum/s will be emailed to all bidders and requestors on record as having received the bid package and posted to the Town’s Website.

All respondents are required to acknowledge all addenda in their responses.

Evaluation Period Up to 30 Days

Contracted executed 10 Days From receipt of award by Bidder

Term of Contract 3/15/2022 to 2/28/2023

One year contract with option of two one-year renewals.

mailto:wbrough@oakbluffsma.gov mailto:wbrough@oakbluffsma.gov

1.2 Purchase Description / Scope of Services

Cleaning Services for Town Public Buildings, general conditions, description of facilities and tasks descriptions are included Section 3: Specifications.

1.3 Contract Term Length and Renewal Options

This contract term is for one-year from the execution date. The Town anticipates March 15, 2022, start date; however, the actual period will be determined as mutually agreed upon between the Town and successful bidder.

At the expiration of the initial one-year contract period, the Town, at its sole discretion, may extend the contract up to two additional one-year periods to provide ongoing assistance and implementation advice related to the scope of services completed in year 1 contract.

Extensions are offered on year by year basis. In no event will the term of the contract, including extensions, exceed three (3) years.

1.4 Notice of Pre-Bid Conference

Wednesday February 23, 2022, at 9:00am meeting at Oak Bluffs Town Hall, 56 School Street, Oak Bluffs, MA 02568. Site visit will consist of a tour of all buildings to be cleaned. At that time, prospective bidders can discuss with representative of the Town any questions or concerns they might have regarding the bid, its scope of services and specifications. Subsequent to this meeting, if necessary, an addendum will be issued in order to clarify any questions that may arise as a result of the conference.

Pre-registration is required by emailing wbrough@oakbluffsma.gov.

1.5 Questions and Clarification

Questions requiring clarification shall be submitted in writing via email only to:

Wendy Brough, Assistant Town Administrator

Questions must be submitted no later than 5 days prior to the due date of response for this IFB.

1.6 Changes of the IFB (Addenda)

If it becomes necessary to revise any part of this IFB or otherwise provide additional information, an addendum will be issued to all prospective bidders who requested copies of the original request.

Addenda will be emailed; if an email address is not provided, then it will be faxed. If a fax number not provided it will be mailed. Addenda will also be posted to the website.

https://www.oakbluffsma.gov/bids.aspx mailto:wbrough@oakbluffsma.gov https://www.oakbluffsma.gov/bids.aspx

Please check back on the website for addendums before submitting your bid to the Town.

Failure of a Respondent to receive or acknowledge any addendum shall not release the Respondents from the obligations under their response.

1.7 Acceptance of IFB Terms and Conditions

Submission of a bid shall be conclusive evidence that the Respondent has examined the IFB and is familiar with terms of this IFB and all provisions of the contract included and shall be responsible for all such requirements and conditions. Bidders are cautioned to examine carefully the conditions affecting the proposed Contract and to acquaint themselves with the services required under the Contract.

Upon finding any omissions or discrepancies in this IFB, each Respondent shall notify the Town immediately so that any necessary addendum may be issued. Failure of a Respondent to investigate completely this IFB and/or to be thoroughly familiar with this IFB shall in no way relieve the Respondent from any obligation with regards to their bid.

Specifications need to be compared to the sites, so bidders have satisfied themselves as to the conditions of delivery and all other matters that may be incidental to the work before submitting their bid.

The Respondent’s bid will be incorporated within the Contract.

1.8 Submission of Bids

Bids must be submitted by the due date and time and submitted in a sealed marked envelope as follows:

“CLEANING SERVICES FOR TOWN OF OAK BLUFFS PUBLIC BUILDINGS”.

SUBMITTED BY: (Name of Respondent/ Bidder)

Bids shall be delivered or mailed to the following address:

Town Administrator’s Office Attn: Wendy Brough, Assistant Town Administrator Town of Oak Bluffs PO Box 1327 56 School Street Oak Bluffs, MA 02557

All bids must be received no later than 2:00 PM on Wednesday March 2, 2022, Any bids received after the date and time stated in the “ Legal Advertisement” will be deemed “non-responsive” and shall not be considered.

Delivery of bids to any office or location other than the location specified above will not constitute receipt by the Town. It is the sole responsibility of the Respondent to ensure that bids are received at the proper location, prior to the stated deadline. Respondents should plan accordingly for a timely delivery. Faxed or emailed bids will not be accepted.

1.9 Submission Requirements

i. All bids shall be submitted on the prepared forms found in in Attachment A and shall include all other documents required, including, but not limited to,

• Standard Bid Form - including certification of non-collusion.

• Reference Form - provide a list of all clients where you have been engaged to perform similar engagements, including name, contact information, and type of engagement.

• Selection Criteria – outlining work of similar character to work in proposed contract.

ii. A bid must be signed, as follows:

• If the contractor is an individual, by him/ her personally;

• If the contractor is a partnership, by the name of the partnership, followed by the signature of each general partner;

• If the contractor is a corporation, by the authorized officer, whose signature shall be attested by the Clerk/ secretary of the Corporations and the Corporate Seal affixed.

iii. Discrepancies between words and figures will be resolved in favor of written words.

Discrepancies between the indicated sum of any column of figures and the correct sum thereof will be resolved in favor of the correct sum.

iv. The Respondent should ensure their bid acknowledges all addendum(s) have been received.

1.10 Bid Modification and Withdrawal

A contractor may withdraw his bid at any time up to the time set for opening of the bids, provided the request for withdrawal is presented in writing and signed by the contractor in the manner and form required for submitting of a bid. A bid may not be withdrawn after the time set for opening the bids, except as provided by law.

After the bid opening, a bidder may not change the price or any other provision of the bid in a manner prejudicial to the interest of the Town of Oak Bluffs or fair competition.

If a mistake and the intended bid are clearly evident on the face of the bid document, the procurement officer shall correct the mistake to reflect the intended correct bid and so notify the bidder in writing, and the bidder may not withdraw the bid. A bidder may withdraw a bid if a mistake is clearly evident on the face of the bid document, but the intended correct bid is not similarly evident.

1.11 Expenses

Expenses for developing bids are entirely the responsibility of the bidder and shall not be chargeable in any manner to the Town. All costs of meeting the requirements of the IFB and any resulting contracts, including those for insurance, professional services, or licensure, shall likewise be the exclusive responsibility of the Bidder and not the Town.

1.12 Unexpected Closure or Delays

If, at the time of the scheduled bid submission deadline, the designated location for delivery of the bid is closed due to uncontrolled events such as fire, snow, ice, wind, building evacuation or other the deadline will be postponed until 2:00pm the next business day (Monday through Friday, excluding Holidays). Bids will be accepted at the same location until that date and time.

1.13 Opening and Consideration of Bids

i. Each bid shall be opened and read by the Town Administrator, or designee as assigned by the Town Administrator. This will be a public opening.

ii. Any non-substantive exceptions, changes modifications, alternatives, etc., may be considered as long as they are clearly noted on the Standard Bid Form.

iii. The Town reserves the right to reject any or all bids, or any part(s) thereof, if in the best interest of either to do so and to amend any contract to the extent permitted by law and as the Town deems to be in their best interest.

iv. The Town reserves the right to waive any mistakes or informalities in the bids received and may request supplementary information from any particular bidder if it is determined that the granting of such waiver or the receipt of such additional information would be in the best interest of the Town.

1.14 Rule of Award

Any and all contracts resulting from this IFB shall be awarded to the lowest responsive and responsible eligible bidder whose bid is the lowest of the bidders, who in the Town’s evaluation demonstrate that they are willing and able to comply with all requirements of the Contract documents and possess the skill, ability, and integrity necessary for the faithful performance of the work.

In evaluating qualifications of bidders, the Town will consider past performance with the Town. Negative or poor references or poor performance on past work/ projects for the Town shall constitute a reason to consider the bid non-responsive.

Any bids which submit a price that is abnormally low or high, as determined by the Town, may be rejected as not responsible.

In the event there are tied best prices from responsive and responsible bidders, the following method of breaking the tie shall be employed unless otherwise provided for in the bid documents. The names of the tied bidders; will be written on a piece of paper and placed in a container. The award shall then be made to the bidder whose slip of paper is drawn from the container. This drawing will be performed with at least one witness and be performed in the presence of the tied bidders unless they waive their right to be present.

1.15 Award of Contract

i. The bids shall remain firm for at least thirty (30) days after the opening of bids.

ii. The successful Bidder will be notified in writing that its bid has been accepted and that it has been awarded the contract. Contract forms, in the form specified herein, will be sent with the notification of award for the successful bidder who shall execute and deliver the contract to the Town Administrator within ten (10) days after receipt of the award.

iii. The Contractor shall furnish forthwith a Certificate of Insurance for each policy required.

iv. The acceptance of the Bid shall bind the successful bidder to the contract. The rights and obligations provided for in the contract shall become effective and binding upon the parties only upon its formal execution.

v. Please note that no part of the Contractor’s work may be subcontracted without the prior written approval of the Awarding Authority.

1.16 Failure to Execute Contract

Should the successful Bidder fail to execute the contract and furnish the required documents and signed contracts within the time stipulated, the Town, at its option, may determine that the Bidder has abandoned the contract and thereupon the bid and acceptance shall be null and void.

2. GENERAL CONDITIONS & PROVISIONS

2.1 Taxes

Purchases made by the Town are exempt from the payment of Federal excise tax, and the payment of Commonwealth of Massachusetts sales tax and any such taxes must not be included in the price(s) offered. If requested , the Town will provide the awarded respondent with a copy of the Towns Certificate of Exemption.

2.2 Performance Bond and Payment Bonds

Not required/ applicable for this IFB/ contract.

2.3 Insurance

1. The Contractor shall at its own expense, obtain and maintain general liability and motor vehicle liability insurance policies protecting the Town in connection with any operations included in this Contract, and shall have the Town as an additional insured on all policies.

General liability coverage shall be in the amount of at least $1,000,000 per occurrence and $3,000,000 aggregate for bodily injury liability and property damage liability.

2. Worker’s Compensation: The Contractor shall provide to all employed under the contract, insurance coverage in accordance with MGL Ch. 152 and coverage shall remain in full force and effect for the term of the contract.

3. The Contractor shall submit original certificates of insurances acceptable to the Town of Oak Bluffs, simultaneously with the execution of this Contract. Certificates shall show the Town of Oak Bluffs as an additional insured as to all policies of liability insurances and shall state that the Contractor has paid all premiums and that none of the coverages shall be cancelled, terminated, or materially modified unless and until thirty (30) days prior notice is given in writing to the Town of Oak Bluffs.

The Contractor shall submit updated certificates prior to the expiration of any of the policies referenced in the certificates so that the Town of Oak Bluffs shall at all times possess certificates indicating current coverage.

2.4 Subject to Appropriation

The execution of a contract is subject to adequate financial appropriations as certified by the Town Accountant for the items, services or projects advertised. The absence of adequate financial appropriations by the Town constitutes grounds to reject all bids that exceed financial limitations imposed by the Town. For a multi-year contract, the Contact shall be subject to annual appropriation and in the event, funds are not appropriated, the Contract shall terminate immediately without liability for damages, penalties or charges to the Town.

2.5 Non-Discrimination

The Contractor will not discriminate against employees or applicants for employment because of race, color, religious creed, national origin, sex, age or ancestry in connection with the performance of services under this contract.

2.6 Indemnification

i. The Contractor shall indemnify, defend and save harmless the Town, all of the Town offices, agents and employees from and against all suits and claims of liability of every name and nature, including attorney’s fees and costs of defending any action or claim, for or on account of any claim, loss, liability or injuries to persons or damage to property of the Town or any person, firm, corporation or association arising out of or resulting from any act, omission, or negligence of the Respondent, subcontractors and their agents or employees in the performance of the work covered by this Contract and/or failure to comply with terms and conditions of this Contract.

ii. The Contractor shall be responsible for all damage or injury to property of any character during the performance of the work resulting from any act, omission, neglect, or misconduct in the manner or method of executing the work or due to the non-execution of the work or at any time due to defective work or materials.

2.7 Prohibitions

Bidders are prohibited from communicating directly with the Town regarding this IFB except as specified in this IFB, and no other individual Town employee or representative is authorized to provide any information or respond to any question or inquiry concerning this IFB. Bidders may contact the contact person provided in Section 2 for any additional information.

2.8 Public Records Law

All quotes and information submitted in response to this IFB are subject to the Massachusetts Public Records Law.

2.9 Prevailing Wage

Cleaning of municipal buildings is exempt from the requirements of prevailing wage law.

2.10 Severability

If any portion of this Contract is found to be unenforceable or contrary to law, it shall not affect the validity of the remainder of the Contract.

2.11 Cancellation/ Default

1. Without Cause: The Town may terminate this Contract on fourteen (14) calendar days’ notice when in the Town’s sole discretion it determines it is in the best interests of the Town to do so, by providing written notice to the Contractor, and shall be deemed delivered and received when given in person to the Contractor, or when received by fax, express mail, certified mail return receipt requested, regular mail postage prepaid or delivered by any other appropriate method evidencing actual receipt by the Contractor. Upon termination without cause, Contractor will be paid for services rendered to the date of termination.

2. For Cause: If the Contractor is determined by the Town to be in default of any term or condition of this Contract, the Town may terminate this Contract on fourteen (14) days’ notice by providing notice to the Contractor, which shall be in writing and shall be deemed delivered and received when given in person to the Contractor, or when received by fax, express mail, certified mail return receipt requested, regular mail postage prepaid or delivered by any other appropriate method evidencing actual receipt by the Contractor.

3. Default: The following shall constitute events of a default under the Contract:

Any material misrepresentation made by the Contractor to the Town.

Any falseness of statement by the Contractor in its bid documents.

Any failure to perform any of its obligations under this Contract including, but not limited to the following:

i. Failure to commence performance of this Contract at the time specified in this Contract due to a reason or circumstance within the Contractor’s reasonable control.

ii. Failure to perform this Contract with sufficient personnel and equipment or with sufficient material to ensure the completion of this Contract within the specified time due to a reason or circumstance within the Contractor’s reasonable control.

iii. Failure to perform this Contract in a manner reasonably satisfactory to the Town.

iv. Failure to promptly re-perform within a reasonable time the services that were rejected by the Town as unsatisfactory, or erroneous.

v. Discontinuance of the services for reasons not beyond the Contractor’s reasonable control.

vi. Failure to comply with a material term of this Contract, including, but not limited to, the provision of insurance and non-discrimination.

vii. Any other acts specifically and expressly stated in this Contract as constituting a basis for termination of this Contact, and

viii. Failure to comply with any and all requirements of state law and/or regulations, and

Town bylaw and/or regulations.

2.12 Amendment

The documents expressly incorporated herein comprise the parties’ entire contract and there are no other agreements between the parties. The Town of Oak Bluffs, without invalidating the Contract, may order Changes in the Work consisting of additions, deletions or modifications, the Contract sum and Contract time being adjusted accordingly.

Any amendments to the contract must be in writing and signed by the fully authorized representatives of the parties.

2.13 Audit, Inspection and Recordkeeping

At any time during normal business hours, and as often as the Town may deem it reasonably necessary, request from the Contractor for the purpose of audit, examination, any and all copies of records, contracts, invoices, materials, certified payrolls, records of personnel, conditions of employment and other data relating to all matters covered by this Agreement.

3. SPECIFICATIONS

3.1 Minimum Criteria

Respondents submitting a bid for this IFB must satisfy all of the Minimum Criteria listed below. Bids that do not demonstrate compliance with the Minimum Criteria will be considered non-responsive and will not be further considered.

1. The Respondent must be from an established business, corporation, partnership, firm, or individuals who normally furnish cleaning services as part of their principal business for a minimum of five (5) years.

2. The Respondent (individual or company) must have a minimum of three (3) years in providing similar cleaning services to other municipalities, office buildings or similar organizations.

3. The Respondent must include a list of references of a minimum of three customers for whom the company has provided cleaning services for a minimum of one full year, within the last five years.

3.2 Contractor Personnel

i. A CORI check is required for anyone working in or around the buildings to be cleaned.

ii. The Contractor agrees to be a pre-award interview with the Town to determine the ability of the bidder to perform the services specified.

iii. The Contractor can designate a single staff member with responsibility for on-site supervision.

iv. The Contractor agrees to the following conditions regarding its on-site employees:

• Contractor shall screen and reference check all its personnel to be assigned to the premises. All employees must be physically capable of performing the tasks assigned.

• The Town shall have the right to require that the Contractor remove and/or replace any of its personnel working on the premises.

• No persons other than the Contractor’s own employees, executives, or supervisors shall be brought into the premises unless the Town grants permission in advance.

• The Contractor’s employees will not engage in any illegal activities on the premises or use office equipment, computers or telephones.

• The Town reserves the right to approve the working hours and days of the work schedule of the Contractor’s employees working on the premises.

3.3 Inspection of Work

Inspection of site(s) will be made regularly and problems, if found, will be discussed with the Contractor. Written, inspection reports will be provided upon request.

3.4 Payment and Invoicing

The successful contractor will submit invoices to the Town of Oak Bluffs Highway Department at the close of each month for monthly cleaning services. Each building must be separately itemized on the monthly invoice. Payment for all services will be subject to verification of actual work completed. No payment will be made if in the opinion of the Highway Superintendent the work is not complete in accordance with these specifications.

3.5 Supplies and Equipment

The Town staff will be responsible for providing each building with consumable items such as toilet paper, paper towels, hand soaps, trash can liners, cleaning supplies and related equipment, etc. The Contractor should contact the Facilities Maintenance Coordinator if further supplies are required or need to be replenished.

3.6 Additional Services During the COVID-19 Pandemic

In accordance with OSHA and CDC guidelines for cleaning, sanitizing and disinfecting during the COVID-19 pandemic, additional services will require sanitizing or disinfecting the following high-touch areas; doorknobs/ handles, handrails, light switches, countertops, tables, and rest room amenities. Disinfectant products must be EPA-approved for use against the virus that causes COVID-19.

The frequency of additional cleaning will be once per week but may vary based on the severity of the pandemic outbreak, as well as the level of activity at the area. It there is a confirmed or suspected case of COVID-19 occurring within the Town buildings, the Town will immediately notify the Contractor and request a “detailed cleaning and disinfection” of the building in accordance with CDC guidance – See Attachment C.

3.7 Checklists of Required Tasks and Schedule for Each Location

The following checklists are to provide a guide of application of services and that variation may occur due to need of cleaning services, building hours of operation and other factors that may impact the frequency schedule. Facility Managers and/ or the Facilities Maintenance Coordinator will contact the Contractor directly if there is a change of schedule.

Contractor may be asked to provide monthly report of services performed under this contract.

Frequency Schedule Terms: Daily: Each visit these tasks to be completed.

Weekly: Once per week task to be completed.

Bi-Weekly: Once every other week.

Monthly: Minimum once per month.

3.8 LOCATION 1: OAK BLUFFS TOWN HALL

56 School Street, Oak Bluffs

Flooring

Three level facility: 17,3200 sq ft.

Ground Floor: 6,644 First Floor: 6,740 Second Floor: 3,936

Facility Manager Deborah Potter, Town Administrator

Cleaning Schedule Five (5) visits per week – “Daily”.

Monday to Friday after 4:30 pm.

Daily Contact Ray Moreis – Facilities Maintenance Coordinator

3.8.1 Trash Removal Within Building

TASKS DESCRIPTON FREQUENCY

1. Remove trash from all wastepaper and trash baskets located throughout the buildings within offices, restrooms, conference rooms, hallways and kitchen.

Daily

2. Reline all containers with appropriately sized liner, as needed to limit excessive replacement of liners but maintaining hygienic and odorless trash.

As needed

3. Remove all trash from buildings and place into trash Dumpsters located at outside the building.

4. Damp wipe waste/ recycle containers Weekly

3.8.2 Public and Foyer Areas

1. Clean counters, benches and tables in public areas using damp wipe and cleaning products supplied.

2. Spot clean woodwork, wall, doors and partitions to maintain clean appearance, addressing any stains or spills.

Daily

3. Dust furniture, shelves, counters, windowsills, chair rails, and other exposed areas.

Bi-Weekly

4. Vacuum/ sweep and mop (as needed), hallways and entrance reception areas.

5. Clean entry doors. Weekly

6. Clean door push plates, handles light switches and high traffic touch zones.

3.8.3 Office Areas

1. Clean counters, desks and tables using damp wipe and cleaning products supplied.

2. Spot clean glass doors, woodwork, walls, glass partitions, carpet, chairs and furniture – as needed for a clean appearance.

Daily

3. Clean door push plates, handles light switches and high

4. Detail vacuuming office areas. Weekly

5. Dust furniture, shelves, counters, windowsills, chair rails, files and other exposed areas.

6. Clean service counter and glass partition. Weekly

7. Clean staff computer keyboards and computer mice with appropriate cleaner.

Weekly

8. Dust high areas, removing cobwebs around door jambs, lights and corners.

Monthly

3.8.4 Restrooms

1. Clean and disinfect all interior and exterior fixtures, urinals, toilets, flush valves, soap dispensers, paying particular attention to high touch zones.

2. Clean and sanitize both sides of all toilet seats. Daily

3. Clean restroom mirrors with a window cleaner. Daily

4. Clean and sanitize stall partitions, doors, and walls. Daily

5. Clean and sanitize towel holders and toilet tissue dispensers. Daily

6. Clean door push plates, handles and light switches. Daily

7. Sweep and wash floors with a cleaner/ disinfectant, then rinse to a damp dry condition.

8. Clean and sanitize stall partitions, doors, and walls. Weekly

9. Refill paper towel/ toilet paper/ soap dispensers. As needed

3.8.5 Kitchen

1. Clean sink and faucet handles using appropriate cleaner Daily

2. Clean door push plates, handles light switches and high

3. Clean coffee machine and water cooler (if present). Daily

4. Damp wipe countertops using appropriate cleaner, including spot clean of walls, cabinets and refrigerator.

5. Sweep and wash floors with a cleaner/ disinfectant, then

6. Wipe and clean all appliances. Weekly

7. Clean exterior of refrigerator and front of kitchen cabinets. Monthly

3.8.6 Meeting / Conference/ Hearing Rooms

1. Spot Clean Glass doors, walls, chairs and partitions – to maintain clean appearance.

2. Spot Vacuum all carpet. Daily

3. Clean door push plates, handles light switches and high

4. Clean and disinfect all tables in meeting rooms. Twice per week

5. Detailing vacuuming carpet areas. Weekly

6. Dust furniture, shelves, counters, windowsills, chair rails,

7. Dust and clean fixtures, chairs in meeting rooms.

8.

Dust high areas, removing cobwebs around door jambs,

3.8.7 Stairways

1. Sweep/ vacuum stairwells and landings, clean hand railings. Daily

3.8.8 Elevator

1. Clean Elevator buttons, high traffic touch spots, spot clean walls, sweep/ vacuum floors to maintain clean appearance.

3. Clean Elevator walls and floors. Monthly

3.9 LOCATION 2: COUNCIL ON AGING

21 Wamsutta Ave, Oak Bluffs

Three level facility: 2,800 sq ft.

Facility Manager Rose Cogliano, COA Administrator

Cleaning Schedule Three (3) visits per week – “Daily”.

Monday through Friday starting from 4:30 pm

3.9.1 Trash Removal Within Building

1. Remove trash from all wastepaper and trash baskets located throughout the buildings within offices, restrooms, conference rooms, hallways and kitchen.

2 Reline all containers with appropriately sized liner, as needed to limit excessive replacement of liners but maintaining hygienic and odorless trash.

As needed

3 Remove all trash from buildings and place into trash dumpster located at outside the building.

4 Damp wipe waste/ recycle containers. Weekly

3.9.2 Public Areas

1. Clean counters and tables in public areas using EPA-registered disinfectant.

3. Spot Clean Entry Glass doors– to maintain clean appearance.

4. Spot Vacuum all carpet and all Hard surface floors to maintain clean appearance and addressing any spills, stains or dirt.

5. Clean door push plates, handles light switches and high

6. Detailing vacuuming carpet areas. Weekly

7. Wet wash all hard-surfaces floors with a cleaner/ disinfectant. (NOTE: During winter months, entrance areas will need to be done more frequently, as needed).

Weekly

8. Dust furniture, shelves, counters, windowsills, chair rails, chairs, and other exposed areas.

9.

3.9.3 Office Areas

appearance.

Daily

3. Clean door push plates, handles light switches and high

Weekly

3.9.4 Restrooms

toilets, flush valves, soap dispensers, paying particular

3.9.5 Kitchen Area

1. Clean sink and faucet handles using appropriate cleaner. Daily

3.10 LOCATION 3: OAK BLUFFS PUBLIC LIBRARY

56A School Street, Oak Bluffs

Two level facility: 20,160 sq ft.

Facility Manager Allyson Malik, Library Director

Cleaning Schedule 3 Visits per Week – “Daily”.

Schedule before or after public opening hours.

3.10.1 Trash Removal Within Building

Remove trash from all wastepaper and trash baskets located throughout the buildings within offices, restrooms, conference rooms, hallways and kitchen.

Reline all containers with appropriately sized liner, as maintaining hygienic and odorless trash.

As needed

Remove all trash from buildings and place into trash dumpster located at outside the building.

Damp wipe waste/ recycle containers.

Weekly

3.10.2 Public and Foyer Areas

1. Clean counters and tables in public areas using EPA-registered disinfectant.

Daily

3. Spot Clean Entry Glass doors– to maintain clean

4. Spot Vacuum all carpet and all Hard surface floors to or dirt.

5. Clean and disinfect door push plates, handles and light switches, water fountain faucets.

6. Wipe down public keyboards and computer mouse with approved cleaner.

7. Detailing vacuum rug in Children’s Storytime room. Daily

8. Detailing vacuuming carpet areas. Weekly

9. Wet wash all hard-surfaces floors with a cleaner/ disinfectant. (NOTE: During winter months, entrance areas will need to be done more frequently, as needed).

Weekly

10. Dust and clean furniture, shelves, counters, windowsills, chair rails, chairs, and other exposed areas.

11.

12.

Dust the tops of bookshelves and the very top of the nonfiction bookshelves.

3.10.3 Office Areas

appearance.

Daily

3. Clean door push plates, handles light switches and high

Weekly

3.10.4 Restrooms

toilets, flush valves, soap dispensers, paying particular rinse to a damp dry condition

Refill paper towel/ toilet paper/ soap dispensers As needed

3.10.5 Kitchen Area

3.10.6 Meeting Rooms Level 1 & 2

1. Clean door push plates, handles light switches and high

3. Spot Clean Glass doors, walls, chairs and partitions – to

4. Spot Vacuum all carpet and all hard surface floors to or dirt.

Daily

5. Clean and disinfect all tables in meeting rooms using EPA product.

Twice per week

7. Meeting Room Level 1: Wet wash all hard surfaces floors with a cleaner/ disinfectant. (NOTE: During winter months, entrance areas will need to be done more frequently, as needed).

8. Dust and clean fixtures, chairs in meeting rooms, shelves, counters, windowsills, chair rails, and other exposed areas.

3.10.7 Stairways

1. Sweep/ vacuum stair landings. Daily

2. Clean hand railings.

3.10.8 Elevator

1. Clean Elevator buttons, high traffic touch spots, spot clean walls, sweep/ vacuum floors to maintain clean appearance.

3. Clean Elevator walls and floors. Monthly

3.11 LOCATION 4: OAK BLUFFS POLICE STATION

2 Oak Bluffs Avenue, Oak Bluffs

Two level facility: 2,580 sq ft.

Facility Manager Chief Erik Blake, Police Chief

Cleaning Schedule 3 Cleaning Visits per week or “Daily”.

Preferred days Monday, Wednesday, Friday – 9am start.

3.11.1 Trash Removal Within Building

5. Remove trash from all wastepaper and trash baskets located throughout the buildings within offices, restrooms, meeting rooms, hallways, officer’s room, gym and kitchen.

6. Reline all containers with appropriately sized liner, as maintaining hygienic and odorless trash.

As needed

7. Remove all trash from buildings and place into trash dumpsters located at outside the building.

8. Damp wipe waste/ recycle containers. Weekly

3.11.2 Hallway and Foyer Areas

1. Clean counters, benches and tables in public areas using damp wipe and cleaning products supplied.

Daily

3. Dust furniture, shelves, counters, windowsills, chair rails,

4. Vacuum/ sweep and mop ( as needed), hallways and entrance reception areas. (NOTE: During winter months, entrance areas will need to be done more frequently, as needed).

Daily - Weekly

5. Clean entry doors. Weekly

3.11.3 Office Areas

appearance.

Daily

3. Clean door push plates, handles light switches and high

Weekly

8. Dust high areas, removing cobwebs around door jambs,

3.11.4 Restrooms

toilets, flush valves, soap dispensers, paying particular

3.11.5 Kitchen

2. Clean door push plates, handles light switches and high traffic touch zones.

3.11.6 Meeting / Hearing Rooms

1. Spot Clean Glass doors, walls, chairs and partitions – to

2. Spot Vacuum all carpet. Daily

3. Clean door push plates, handles light switches and high

4. Clean and disinfect all tables in meeting rooms. Twice per week

5. Detailing vacuuming carpet areas. Weekly

6. Dust furniture, shelves, counters, windowsills, chair rails, Bi- Weekly

7. Dust and clean fixtures, chairs in meeting rooms.

8.

3.11.7 Work-Out Room

1. Clean and disinfect all gym equipment - high use parts such as barbells, equipment handles, seats, consoles, etc.

3. Spot Clean Glass doors, walls and partitions – to maintain clean appearance.

4. Spot Vacuum all carpet. Daily

5. Clean door push plates, handles and light switches. Daily

8. Dust and clean fixtures, windowsills, stationary equipment

3.11.8 Patrolman’s Changing Room

4. Spot Vacuum all carpet, doors and walls to maintain a clean

5. Clean door push plates, handles and light switches. Daily

8. Dust and clean furniture, counters, windowsills, benches,

3.11.9 Stairway

1. Sweep/ vacuum stairwell to basement. Daily

2. Clean and disinfect hand railings.

3.11.10 Shower Room

1. Clean and disinfect shower unit, fixtures, mirror, door push plates, handles and light switches paying particular attention to high touch zones.

2. Sweep and wash floors with a cleaner/ disinfectant, then

APPENDIX A: STANDARD BID FORM

To: The Awarding Authority Town of Oak Bluffs PO Box 1327 Oak Bluffs, MA 02557

A. The undersigned proposes to furnish all labor for Cleaning Services for Town of Oak

Bluffs Public Buildings , Massachusetts, in accordance with the accompanying plans and specifications prepared by the Town of Oak Bluffs for the contract price specified below, subject to additions and deductions according to the terms of the specifications.

B. This bid includes addenda numbered: (please indicate by checking the box of each addenda number, if any)

� No. 1 � No. 2 � No. 3 � No. 4 � No. 5 � No. 6

C. The proposed contract price is:

TOTAL PRICE FOR YEAR ONE FOR ALL THREE FACILITIES COMBINED:

(Amount written):

Breakdown of the Total Bid Price:

FACILITY: Oak Bluffs Town Hall

Year One: Per month $_________ x 12 = $_________

OPTION Year 2: Per month $_________ x 12 = $_________

OPTION Year 3: Per month $_________ x 12 = $_________

FACILITY: Council on Aging

FACILITY: Oak Bluffs Public Library

FACILITY: Oak Bluffs Police Department

EMERGENCY WORK:

Bidders to list an “add-on” hourly rate for covering cleaning emergencies or other projects not covered in the basic specifications.

Year One: Hourly Rate $_________ OPTION Year 2: Hourly Rate $_________ OPTION Year 3: Hourly Rate $_________

The undersigned hereby declares that the undersigned has carefully examined the Advertisement, Instructions to Bidders, Town of Oak Bluffs - Contractor Agreement, General Conditions, Special Conditions (if any), Specifications, all other Contract Documents, and also the Site upon which the proposed work is to be performed.

The undersigned certifies that it shall comply with the provisions of the Equal Employment Opportunity, Non-Discrimination, and Affirmative Action Program, if any, set forth in the General Conditions of this Contract.

STATE CERTIFICATIONS

Further, per Executive Order of 481, I shall not knowingly use undocumented workers in connection with the performance of all Town of Oak Bluffs contracts; that pursuant to federal requirements, I shall verify the immigration status of all workers assigned to such contracts without engaging in unlawful discrimination; and that the I shall not knowingly or recklessly alter, falsify, or accept altered or falsified documents from any such worker(s). I understand and agree that breach of any of these terms during the period of each contract may be regarded as a material breach, subjecting me to sanctions, including but not limited to withholding of payments, contract suspension or termination.

The undersigned further declares that the acceptance of this bid will not cause a violation of Massachusetts General Laws, Chapter 268A, the so called "State Conflict of Interest Law" and certifies that neither its agents, employees or subcontractors are in violation of MGL Ch 268A.

If the undersigned is a Foreign Corporation (located outside of Massachusetts), I hereby certify that I comply with the provisions of Massachusetts General Laws, Chapter 30, Section 39L and Chapter 156D as they relate to Foreign Corporations and am registered and in good standing with the Massachusetts Secretary of State.

NON-COLLUSION

The undersigned further certifies under the penalties of perjury that:

i. this bid is in all respects bona fide, fair and made without collusion or fraud with any other person;

ii. we are the only persons interested in this proposal;

iii. that it is made without any connection with any other person making any bid for the same work and without directly or indirectly influencing or attempting to influence any other person to bid or to refrain from bidding or to influence the amount of the bid of any other person or corporation.

As used above the word "person" shall mean natural person, joint venture, partnership, corporation or other business or legal entity.

Selection of the Contractor will be based upon qualifications, including evidence of past performance in similar projects and bid price. The Contract will be awarded to the bidder deemed by the Town to be the lowest responsible and eligible bidder.

Signed under the pains and penalties of perjury on this day of , 20

(Signature)

(COMPANY)

(Print Name and Title)

(Business Street Address ) (City and State)

(Email) (Telephone) (Fax Number)

REFERENCE FORM

Bidder:

IFB Title: Cleaning Services for Town of Oak Bluffs Public Buildings

Bidder must provide at least three references from current or most recent contracts or employment similar in scope and size to this IFB.

Reference 1:

Address:

Contact:

Phone:

Description and date(s) of supplies or services provided:

Reference 2:

Email:

Reference 3:

Attach additional sheets if necessary

SELECTION CRITERIA

The Bidder is required to state below work he/she has done of a character similar to that of the work included in the proposed contract and to give references that will enable the Town of Oak Bluffs to judge relevant experience, skill and business standing.

Please add additional pages as necessary.

Please list your history for at least five (5) years’ experience performing work that is similar to the scope of the proposed contract, with dates of employment.

ATTACHMENT B: SAMPLE STANDARD TOWN CONTRACT

TOWN OF OAK BLUFFS

TOWN OF OAK BLUFFS - CONTRACTOR AGREEMENT

Awarding Authority: The Town of Oak Bluffs

This agreement ("Contract") is made as of the ____ day of ___________, 20____, by and between the Town of Oak Bluffs, Massachusetts, with a principal place of business at 56 School Street, P.O. Box 1327, Oak Bluffs, MA 02557-1327, (hereinafter designated the “Town”) and

NAME: ____________________________________

ADDRESS: ____________________________________

hereinafter called the "Contractor".

Terms used in this Town of Oak Bluffs - Contractor Agreement, which are defined in the General Conditions of the Contract shall have the meanings designated therein.

The Town and the Contractor agree as follows.

Article 1. Scope of Work. The Contractor agrees to furnish Cleaning Services for Oak Bluffs Public Buildings, in accordance with the Invitation for Bids, including bidding requirements, specifications and other supporting documents and modified by Addenda (if any) included herein.

Article 2. Time for Completion. The Contractor shall commence the Work under this Contract on March 15, 2022 and shall end on February 28, 2023.

Article 3. Contract Price. The Town shall pay the Contractor, in current funds, for the performance of the Work, subject to additions and deductions by Approved Change Order(s), the Contract Price of dollars ($ ). The Unit Prices, if any, approved by the Town are those included in the Contractor's General Bid. The following Alternates have been accepted and their costs are included in the Contract Price:

Article 4. The Contract Documents: The following documents expressly incorporated herein, comprise of the parties’ entire contract and there are no other agreements between the parties.

Any amendments to the contract must be in writing and signed by the duly authorized representatives of the parties.

- The Instructions to Bidders.

- The General Conditions and Provisions of the Contract.

- The General Bid submitted by the Contractor.

- This Town of Oak Bluffs – Contractor Agreement.

- The Plans and Specifications, including any Addenda or Special Conditions.

- All Approved Change Orders issued after execution of this Town of Oak Bluffs - Contractor Agreement Contract # 2022-03.

Article 5: Governing Law: The Contractor shall perform the work required under this Contract in conformity with requirements and standards of the Town and all applicable laws of the Commonwealth of Massachusetts, its political subdivisions, and the Federal Government.

The Agreement and Performance thereunder are governed by the laws of the Commonwealth of Massachusetts and all other applicable by-laws and administrative rules, regulations and orders.

Included in the following pages are forms that must be submitted in duplicate and/ or provided by the successful low bidder upon execution of the contract:

i. CERTIFICATE OF CORPORATE VOTE OF AUTHORITY

ii. CERTIFICATE OF COMPLIANCE WITH STATE TAX LAWS AND WITH

UNEMPLOYMENT COMPENSATION CONTRIBUTION REQUIREMENTS

iii. CERTIFICATE OF LIABILITY INSURANCE & WORKER’S COMPENSATION

COVERAGE – Provided by Contractor.

IN WITNESS WHEREOF, the parties have hereto set forth their hands and executed this as an instrument under seal as of the dates indicated below.

CONTRACTOR: TOWN OF OAK BLUFFS:

By: _______________________________ By: _______________________________

Name: _____________________________ Name: _____________________________

Title: ______________________________ Title: ______________________________

Date: ______________________________ Date: ______________________________

Approved as to Appropriation:

Town Accountant: _______________________________

Approval as to Form:

Town Counsel: _______________________________

CERTIFICATE OF CORPORATE VOTE (If applicable) (To be filled out if bidder is a corporation)

I, , certify that I am the of the Corporation named as bidder in the foregoing Bid Form, and that, who signed said Bid Form on behalf of the Corporation was then of said Corporation, that I know his or her signature and that his or her signature thereto is genuine and that said Bid Form was duly signed, sealed and executed for and in behalf of said Corporation by authority of its governing body.

(Corporate Seal)

Signature:

Title:

SUBSCRIBED AND SWORN TO THIS ___________DAY OF______________,

20___BEFORE ME

Notary Public:

My Commission Expires:

CERTIFICATE OF COMPLIANCE WITH STATE TAX LAWS AND WITH

UNEMPLOYMENT COMPENSATION CONTRITUBION REQUIREMENTS

Pursuant to MGL, c. 62C, s. 49A and MGL, c. 515A, s. 29A, I, _________________________________________authorized signatory for

___________________________________________whose principal place of business is at

_______________________________________________________do hereby certify under penalties of perjury that_________________________________________has filed all state tax returns and paid all taxes as required by law and has complied with all state laws pertaining to contributions to the unemployment compensation fund, reporting of employees and contractors, withholding and remitting child support, and to payments in lieu of contributions.

The Business Organization Social Security Number or Federal Identification Number is

Signed under the penalties of perjury the ________day of___________ 20____

Signature:____________________________________________

Name and Title:_______________________________________

ATTACHMENT C CDC's Guidance on Cleaning and Disinfecting https://www.cdc.gov/coronavirus/2019-ncov/community/disinfecting-building-facility.html

Cleaning and Disinfecting Your Facility Disinfecting Your Facility Everyday Steps, Steps When Someone is Sick, and Considerations for Employers

Upda…