RFBPart1.pdf

MASSACHUSETTS WATER RESOURCES AUTHORITY

Charlestown Navy Yard 100 First Avenue

Boston, Massachusetts 02129

REQUEST FOR QUALIFICATIONS/ BID (RFQ/B)

FOR A THREE-YEAR CONTRACT

FOR JANITORIAL SERVICES AT THE

DEER ISLAND TREATMENT PLANT, WINTHROP, MA

WRA NO. 3233

BID RELEASE DATE: January 18, 2010

RFQ/B PART ONE - SUBMITTAL OF QUALIFICATIONS

Qualification Statements for the specified services must be submitted to the Massachusetts Water Resources Authority (MWRA), Document Distribution, Charlestown Navy Yard, 100 First Avenue, Boston, Massachusetts, 02129.

Qualifications must be received and time stamped no later than: 11:00 A.M. on Wednesday, February 9, 2011

FOR QUESTIONS OR INQUIRIES CONTACT:

BUYER _Ted Otis Email: totis@mwra.state.ma.us

TELEPHONE NO. (617) 788- 2531

BID RELEASE APPROVAL: BAM

Notice to Bidders:

For any bid or RFP document and any addenda that are received electronically, it is the responsibility of every bidder who receives this bid or RFP and all associated documents to check the Comm-pass website for any addenda. The Massachusetts Water Resources Authority accepts no liability to provide accommodation to bidders who submit a response based upon information obtained from Comm-pass, the Authority’s website or any other publication, electronic or hard copy. Bidders may not alter (manually or electronically) the bid language or any bid documents. Unauthorized modifications to the body of the bid, specifications, terms or conditions, which change the intent of this bid or RFP are prohibited and will disqualify a response. Please note that bid proposals must be submitted in hard copy in a sealed envelope.

Bids submitted by fax or email will not be accepted.

TABLE OF CONTENTS

Begin Page

PART 1 - BIDDER INSTRUCTIONS/ INFORMATION 3

* Bid Description, Special Instructions and Information

* Other Bidder Instructions and Information

* Standard Bid Terms and Conditions

PART 1A - RFQ/B SPECIAL TERMS AND CONDITIONS 9

PART 2 - TECHNICAL SPECIFICATIONS 12

Section A - General Specifications (Begins with Item 2.0) Section B - Cleaning Specifications (Begins with Item 2.26) Section C - Frequency of Cleaning Tasks (Begins with Item 2.27) Section D - Specific Cleaning Descriptions (Begins with Item 2.32)

(Parts 1, 1A, and 2 total 38 pages)

PART 3 – PREVAILING WAGE RATES (5 pages)

PART 4 - INSURANCE REQUIREMENTS (2 pages)

PART 5 - QUALIFICATIONS REQUIREMENTS - SUBMITTAL FORM (5 pages)

PART 6 - GENERAL CONDITIONS (23 pages)

ATTACHMENTS / EXHIBITS

Exhibit A: Square Footage Summary (Thirteen pages)

Exhibit B: Directions and Truck Route to the Deer Island Treatment

Plant (two pages)

Exhibit C: Deer Island Safety Requirements (Three pages)

*The MWRA advises vendors who obtain bid documents from the Comm-Pass website that they are strongly recommended to BOTH (1) check the Comm-Pass website for all Amendments/Addenda by monitoring the record’s Last Changed Date and Version Number; and (2) enter complete and accurate information via the Interested in Bidding? Link to be treated as a bid recipient. If you discover an error in the Interested in Bidding? entry, repeat the entry but include the term “CORRECTED” in your company name.

PART 1 - BIDDER INSTRUCTIONS/ INFORMATION

SPECIAL INSTRUCTIONS AND INFORMATION

1.1 BID DESCRIPTION

The scope of work includes “janitorial services” in fourteen buildings at Deer Island Treatment Plant in Winthrop, MA. The floor space requiring daily cleaning services is 230,314 square feet (Refer to EXHIBIT A). The awarded contractor shall provide all labor and transportation, equipment, materials and supplies necessary and incidental to floor care, vacuuming, washing, general cleaning, and window washing in accordance with these specifications and Contract documents.

1.2 MBE/WBE PARTICIPATION

This project has minimum MBE participation of 0% and WBE participation of 0%.

1.3 DEADLINE FOR BIDDER QUESTIONS AND INQUIRIES

The expected deadline for written submittal of questions and inquiries is indicated in Section 1.5, below.

The Authority will respond in writing, and address all vendors who are registered planholders for the bid.

1.4 QUALIFICATIONS OF BIDDERS

1.4.1 The Authority reserves the right to reject any bid if the evidence submitted or the investigation of the bidder fails to satisfy the Authority that the bidder is properly qualified, competent, and has the resources to provide the janitorial services as specified.

1.4.2 Without limitation, the investigation of a bidder may seek to determine whether the organization is authorized to do business in the Commonwealth of Massachusetts; has sufficient relevant experience; and has adequate financial resources and personnel to assure the Authority that the Work will be completed in accordance with the Contract specifications. The amount of other work to which the bidder is committed may also be considered.

1.4.3 The Authority may make such investigations it deems necessary to determine the qualifications and ability of any bidder to perform the Work, and all bidders shall promptly furnish to the Authority any evidence and information for this purpose as the Authority may request.

1.5 PROCUREMENT PROCESS

Tentative Schedule of Solicitation/ Selection Process RFQ/B Available: January 18, 2010 Inquiries deadline Due: January 28, 2010 Response to Qualifications Due: February 9, 2010 (Not later than 11:00 A.M.)

Notify “qualified” vendors: February 18, 2010 Pre-Bid Conference/Site Visit: February 24, 2010 Price Submittal Form Due: March 9, 2010 (bidders to be notified of the time due) Notify Successful Vendor March 14, 2011 (tentative) Award April 13, 2010 (tentative)

This RFQ/B includes a two-step procurement process as follows:

First Step:

The bidder must submit only a response to the qualification requirements, from Part 5 of this RFQ/B, by the specified Statement due-date and time. Qualifications must be submitted to the Massachusetts Water Resources Authority, Document Distribution, Charlestown Navy Yard, 100 First Avenue, Boston, Massachusetts 02129.

The Authority will evaluate bidder response to determine if the bidder is “qualified”. (Prices are not to be submitted with your response to the qualifications.) The MWRA will determine whether a respondent is qualified based upon a finding that 1) the three submitted reference client contracts meet the level of complexity, size and scope of the services required at the Deer Island Treatment Plant; 2) The proposed supervisory staff possess the required experience; 3) The Respondent employs sufficient staff to provide the services required; and 4) The Respondent demonstrates financial stability, including the capability to continue operations while awaiting payment of MWRA invoices. The MWRA Project Manager in consultation with the MWRA Procurement Department shall determine if the respondents are qualified.

Second Step:

Those bidders who are deemed “qualified” will be notified in writing, sent Part Two of this solicitation (with the set of drawings) and invited to submit their bid prices on the form(s) provided by the Authority. A Pre-Bid Conference/Site Visit will be conducted for those respondents determined to be “qualified”.

The qualified bidders will be required to submit their bid price submittal form which will include unit prices for janitorial services as outlined below. The qualified bidder will be required to submit a detailed listing of the proposed staffing categories of employees that will be assigned to the DITP Janitorial Services Contract. Qualified bidders will be informed of the bid due date and time for the price proposals with Part Two of this RFQ/B. Late bids will not be opened. Bid prices from “qualified” bidders must include the following:

Unit Price Per Month, per Building Maintenance/Warehouse Building Guard House Administration/Laboratory Building Reception/Training Building Garage North Main Pump Station South System Pump Station Primary Operations Secondary Operations Cryogenics Building Residuals Operations Centrifuge Thickener Building Thermal Power Plant Winthrop Terminal Facility Pilot Plant (1)

Unit Price(s) for cleaning exterior windows, in specified buildings.

Unit Price for cleaning upholstered chairs.

(1) This building was in the previous contracts, but no longer requires daily cleaning.

PART 1 - OTHER BIDDER INSTRUCTIONS/ INFORMATION

1.6 The Contract term is thirty-six (36) months from the date of the notice to proceed. The estimated start date of the Contract is May 1, 2011.

1.7 Qualifications Submittal Forms (Part 5 of this RFQ/B) should be addressed to the Massachusetts Water Resources Authority, Document Distribution Office, Charlestown Navy Yard, 100 First Avenue, Boston, MA, 02129. Bidders must enter on the envelope, the buyer's name, bid number, and, bid due date.

1.8 Qualification Submittal Forms must be submitted in a sealed envelope, and be received and time stamped no later than the specified bid due date and time. Bids submitted by fax and/or submitted late will not be accepted. The Bidder must submit one signed original and five additional copies of the Qualifications Submittal Form.

1.9 The Authority will evaluate and consider only the Qualification Forms from bidders whose Qualifications Form is deemed complete, comprehensive, responsible and responsive. The Authority reserves the right to reject any Qualifications Form if any investigation, reference checks, or other evidence exists to indicate that the bidder fails to demonstrate that the bidder is qualified and competent enough to carry out the obligations of the Contract Documents and provide the required services.

1.10 Any requests for information or clarification relating to this Request for Qualifications must be submitted in writing, by letter, fax or e-mail, to the Authority, and must be received at least seven business days prior to the Qualifications Statement due date and time.

1.11 The Authority may, at its option, respond to any questions or request in the form of written “Questions and Answers”. Such response shall represent the Authority’s interpretation of the matter questioned or requested, but shall not become part of the Contract Documents. In the event of a conflict between the Contract Documents and the written Questions and Answers, the Contract Documents shall prevail.

1.12 Corrections, modifications, additions, or deletions to the RFQ/B document will be in the form of addenda, which will be issued and mailed to all parties who, according to the Authority’s records, have obtained a copy of the RFQ/B. Only Addenda so issued shall become part of the RFQ/B. Each bidder shall be responsible for determining and acknowledging receipt of all Addenda, if any.

1.13 The Authority makes no guarantee that any statement regarding past expenditures or estimated expenditures is exact, or is binding on the Authority. Vendors should be aware that the actual dollar expenditures might be higher or lower than estimates stated in the RFQ/B.

1.14 Prior to submitting a bid, each bidder should, as required:

a. Thoroughly examine the specifications, qualifications, and other requirements.

b. Become familiar with federal, state and local laws, ordinances, rules, and regulations that may in any manner affect cost, progress or performance of the service.

As part of any bid submittal, each bidder must certify that it has complied with any and all state and local tax laws designated within the Agreement for Non-Professional Services. Bidder’s failure to certify compliance with said laws would be cause for the Authority not to enter into a contract. The Authority further reserves the right to investigate, at any time prior to the Authority’s execution of the contract or during the Contract Term, any information indicating that the Contractor has not complied with said laws.

If the Authority determines that the Contractor has not complied with said laws, it shall decline to enter into the contract, may decline to extend the contract, or terminate the contract.

QUALIFICATIONS SUBMITTAL FORM

A responsive bid submittal consists of a completed, comprehensive, and signed copy of the “Qualification Requirements Submittal Form” as shown in Part 5 of this document.

FAILURE TO RESPOND COMPLETELY TO ALL REQUIREMENTS SPECIFIED IN THIS

SOLICITATION MAY RESULT IN YOUR BID BEING DEEMED NON-RESPONSIVE.

PART 1 - STANDARD BID TERMS AND CONDITIONS

1.15 The award shall be made by execution of an Agreement for Non-Professional Services with the bidder who is deemed “responsive and responsible” and provides the lowest price. The Lowest Price will be determined by the sum of: 1) the total bid price to perform the required services in the buildings listed,

2) the total bid price for cleaning exterior windows, and 3) the total bid price for cleaning the estimated quantity of upholstered chairs.

A “responsive and responsible bidder” shall mean a bidder who complies with the conditions and requirements provided in the bid and who possesses the skill, knowledge and integrity necessary for the faithful performance of the services.

1.16 The successful bidder will be notified in writing that its bid has been accepted and that it has been recommended for award of the contract. The successful bidder shall, within five business days of award, furnish:

a. Any required Insurance Certificates and/or bonds if so specified within the specifications.

b. Any other submittal documents as may be required by the Authority.

1.17 The Authority may make such investigations it deems necessary to determine the qualifications of any bidder and his ability to perform the services. Without limitation, the investigation of a bidder may seek to determine whether the organization is authorized to do business in the Commonwealth of Massachusetts, has had sufficient relevant previous experience, has financial resources adequate to assure the Authority that the Service will be completed in accordance with the Contract Documents. The Authority reserves the right to reject any bid if an investigation of the bidder fails to satisfy the Authority that such bidder is properly qualified and competent to carry out the obligations of the Contract Documents and to complete the Services.

1.18 The bid constitutes a firm offer that can be accepted by the Authority and an award made within ninety (90) days from the bid opening date. The bidder agrees that, not withstanding any provisions hereof to the contrary, it will not withdraw its bid during that time period.

1.19 The Authority is exempt from all Massachusetts State sales taxes and Federal Excise Taxes. The Massachusetts sales tax exemption number is E-042-850-071. No sales or excise taxes shall be included in the bid price or any invoices submitted to the Authority for goods and/or services.

1.20 In the event of a discrepancy in prices contained in the bid, the following shall apply unless, in the discretion of the Authority, the discrepancy can be resolved by reference to other figures or information contained in the bid. In the event of a discrepancy between specified unit prices and totals based on such unit prices, the unit prices specified shall govern. In the event of a discrepancy between prices written in words and prices written in figures, the written words shall govern. Mathematical errors will be considered errors of form only.

1.21 In the event of conflicts, inconsistencies or discrepancies among the contract documents or within any of the contract documents, to the extent applicable, the better quality product or greater quantity of a product shall be provided without change in the Contract Price. In the event of conflicts, inconsistencies or discrepancies that do no not relate to quality or quantity of work, the contractor shall follow instructions or interpretations from the Authority.

1.22 Standard Payment Terms of the Authority is Net 30 days following receipt of an acceptable contractor invoice, which may include any backup documents as requested by the Authority.

1.23 The Authority may consider informal and may reject any bid that is not prepared and submitted in accordance with all of the specified requirements. The Authority shall reserve the right to reject any or all bids, wholly or in part; to waive technicalities and minor informalities; to correct minor omissions or clerical errors; and modify the bid with the consent of the bidder, as may be in the best interest of the Authority and to the full extent permitted by law.

1.24 All services shall be subject to review and inspection by the Authority and, the Authority shall decide all questions which may arise as to the performance, quality and acceptability of the services. The Authority will interpret the requirements of the Contract Documents and will decide claims, disputes, and other matters in question relating to performance thereunder.

1.25 The awarded contractor shall be responsible for initiating and supervising all safety programs required by the insurance carrier of both the Authority and the Contractor.

1.26 The successful bidder must certify, prior to Contract Award that it will execute a certificate stating that by the time of the award of the contract, it: (1) will comply with the requirements of Chapter 521 of the Acts of 190 of the Commonwealth of Massachusetts, as amended by Chapter 329 of the Acts of 1991, relating to the provision of Child Care Assistance (the "Child Care Law"); or (2) is exempt from compliance with the Child Care Law, because it has less than fifty employees." The certification is contained in Attachment A to Part II, REQUEST FOR BID PRICES.

1.27 The successful bidder must certify a statement under pains and penalties of perjury, from an authorized representative of the bidder, declaring the nature and extent to which the proposer is engaging in activities that would subject it to inclusion on the restricted purchase list, regarding doing business in Northern Ireland. The certification statement is contained in Attachment B to PART II, REQUEST FOR

BID PRICES.

PART 1A – RFQ/B SPECIAL TERMS AND CONDITIONS

1A.1 PREVAILING WAGES

The Contract resulting from this RFQ/B is subject to the payment of Prevailing Wage Rates pursuant to Massachusetts General Laws, chapter 149, sections 26 and 27 which requires that the Contractor pay prevailing wages as specified in Part 3 of this RFQ/B. Weekly Certified Payroll Reports must be completed and submitted to the Facilities Manager as required, for MWRA management to reconcile the provided information with the copies of the weekly time cards.

1A.2 EVALUATION CRITERIA

The Authority will evaluate the bidder’s response to “Part 1 – RFQ/B Qualifications Requirements for Janitorial Services at the Deer Island Treatment Plant”, and shall make the final determination as to whether the bidder is deemed “qualified” according to the specified requirements set forth in this RFQ/B.

The Authority will invite those vendors who are deemed qualified to submit their bid prices on the price submittal form supplied by the Authority as “Part 2 – RFQ/B Bid Prices for Janitorial Services at the Deer Island Treatment Plant”. The Contract award will be made to the bidder who is deemed responsive and responsible and provides the required services for the lowest price.

1A.3 SUBCONTRACTING

The Authority retains the right to approve or reject any proposed subcontractors.

1A.4 MINIMUM STAFFING LEVELS

1A.4.1 The Contractor agrees that at all times during the Contract, qualified staff will perform the contract services. The Contractor shall provide the level of effort required for the high quality of services needed under this contract; in any event, the Contractor shall minimally provide the following staffing levels:

STAFF CATEGORIES: REQUIRED HOURS ARE AT LEAST:

Resident Manager 40 hours per week on-site, 12 p.m. to 9 p.m. weekdays, to oversee Day

Porters and the night shift crew (including one hour allowed for mealtime). On-call 24 hours per day, 7 days per week.

Day Porter(s) 96 hours per week: two persons, eight work-hours per day Monday through Friday (not including lunchtime), excepting holidays. One person for eight work-hours per day on Saturdays, Sundays, and holidays.

Floor Crew 40 hours per week (1 lead person per day, Monday through Friday; plus 1 additional staff per day, Monday through Friday). The work period is expected to be 5:00 p.m. to 9 p.m., unless otherwise arranged with the Facility Manager. The Floor Crew is not needed on holidays.

Evening Shift Crew 345 hours per week (2 supervisors per day, Monday through Friday and 15 additional staff per day Monday through Friday). The Evening Crew is not required to report for work on holidays. The weekly hours calculated above assumed a minimum of 4.5 hrs/night for the Supervisors and 4 hrs/night for the other fifteen Evening Crewmembers.

The above represents a minimum of 481 total weekly hours excluding the services of the Resident Manager. Additional hours will be required for window washing and the upholstery cleaning tasks as itemized in the price proposal. The Contractor may estimate that more staff than the minimum shown are needed to complete the work within the time frame indicated, and should price their services accordingly.

1A.4.2 Since the majority of the expense for janitorial services is based on labor costs, the Authority requires the Contractor’s staff to use a seven-day time-indicating punch clock. The time clock is to be installed in the Contractor’s assigned storage room in the maintenance/warehouse building, for all janitorial staff to individually punch in and out each day to ensure that the minimum service hours are provided as requested. Each of the Contractor’s employees will be given a Deer Island access ID and must have their ID scanned by the Security Guard when entering through the main gate.

The time cards must contain the typed (or clearly hand-written) name of the employee, and the work title or category (Resident Manager, Day Porter, floor crew, supervisor, or evening crew). The Resident Manager is to collect and provide the originals of completed time cards (for each employee assigned to DITP) to the Facilities Manager on a weekly basis, for his review and copying for MWRA record files. Each time card should indicate the hours worked over the preceding seven-day period.

Following time card review and copying, the Facilities Manager will return the original time cards to the Contractor.

The use of whiteout, correction tape, erasures, mutilations, or any other evident modifications to any time card is not acceptable. Deductions may be taken from the Contractor’s monthly invoices in months where a review of the timecards indicates that the required weekly minimum service hours have not been provided.

Within 15 days of notification of the contract award, the Contractor must develop a detailed “employee’s time card and work policy” in conjunction with the Facility Manager. The time card and work policy shall include, but is not limited to, a description of the Contractor’s policy and procedures for their employee’s use of the time clock; daily scheduling and employee call-in procedures; as well as their contingency plan for meeting the minimum service hours requirements during vacation periods and unexpected absences.

The Facility Manager must agree to and approve of the terms and conditions as set forth in the final document. Each of the Contractor’s employees assigned to DITP is expected to be aware of and in compliance with these policies and procedures throughout the term of the contract.

1A.5 MEASUREMENT AND PAYMENT

This section applies to payment for all Work completed under this Contract. The Contractor shall submit a monthly invoice to the Authority. The Invoice shall be in a form satisfactory to the Authority, and shall be in such detail and with such supporting data as the Authority may reasonably require. Contractor’s invoices shall indicate all information requested by the Facility Manager, including the purchase order number assigned to this contract. Indicate the month the services were provided, any optional services performed (in sufficient detail that the description may be matched with work requests) and the labor hours; the materials used, if applicable; and the costs associated with each of the work items. The invoice shall indicate the individual Bid Item numbers from the Price Proposal sections, and the associated monthly cost for each listed item.

The Authority will review the Contractor’s invoices and will make every effort to pay the amounts approved within thirty (30) days of receipt of correctly calculated invoices and the applicable supporting information.

Original invoices should ALL be mailed to:

MWRA

Central Accounts Payable, Bldg. 39-2 100 First Ave.

Boston, MA 02129

All PO invoices MUST HAVE the correct purchase order number printed on them or they will be rejected.

INVOICE COPIES should also be sent to the Facility Manager at Deer Island, to allow the Facility Manager to match the invoices with the time sheets, to aid in proper receiving and to ensure prompt payment.

1A.6 UNIT PRICES:

Payment of the Unit Price for each item included in the Bid Price Submittal Form is full compensation for each unit of Work performed including all supervision, labor, extra staffing, communications equipment, transportation, equipped vehicles, uniforms, supplies, materials, equipment, all costs including overhead and profit required to complete the services specified. Payment shall be made monthly in accordance with the Contract Documents and at the Unit Prices bid regardless of the Time of Performance.

1A.7 CONSUMABLE PAPER GOODS AND SUPPLIES

The usage of consumable items (paper goods, etc.) is dependent upon the size of the DITP work force and the number of women and men. During the term of this contract, the Authority expects to purchase all necessary paper goods through a separate contract. Warehouse staff shall provide these paper supplies to the Contractor for placement in the appropriate dispensers, as needed.

1A.8 ADJUSTMENTS OR CORRECTIONS TO INVOICES

The contractor may include an adjustment amount owed to them in any monthly invoice, as long as adequate documentation is provided to the satisfaction of the Authority. If a credit is due the Authority, the Authority may deduct the amount of the credit from any invoice submitted by the Contractor after the credit is calculated. If a refund is owed to the Authority, the Contractor shall pay the refund within thirty

(30) days after receiving notification that a refund is due.

1A.9 FIRST AID FACILITIES / AMBULANCE SERVICE

In the event of a fire, medical emergency, or for ambulance transport from Deer Island to a hospital or other medical facility, the Contractor’s personnel should immediately notify the Deer Island Field Safety Office, at 617-660-7666. They may also call Primary Operations, at 617-660-7900. Primary Operations staff are trained to handle emergencies, and can contact the necessary authorities for assistance. Personnel may also contact the Winthrop Police and/or Fire Department directly or dial 911. Note that dialing 911 may result in or require an emergency response team coming from the City of Boston, which may take longer than a response from Winthrop authorities. The Contractor’s staff shall use their own transportation for non-emergency transport to off-site medical treatment. Refer also to Attachment D, DITP Safety Requirements.

PART 2 - TECHNICAL SPECIFICATIONS - SECTION A

2.0 GENERAL SPECIFICATIONS

The Massachusetts Water Resources Authority (MWRA) is responsible for the operation, maintenance and control of the Deer Island Treatment Plant (DITP) in Winthrop, MA. This facility is in operation twenty-four hours per day, 365 days per year. Approximately three hundred and sixty (350) Authority employees work at Deer Island, (including staff assigned to the Central Laboratory, Warehouse, Public Affairs, and all other Deer Island operations).

For safe, clean and efficient management of the facilities, the MWRA requires a contract for janitorial services. These services include the routine daily cleaning of the fourteen buildings within the facility, which contain office space, laboratory areas, computer rooms, kitchen areas, bathrooms and locker rooms, stairways, etc., as detailed in these specifications. As part of the cleaning services, the Authority requires one (1) full-time, on-site Janitorial Services Manager (hereafter referred to as the Resident Manager”);

two (2) day-shift Porters, and an evening cleaning crew. The Authority provides office space and a secure storage area for the Contractor’s use. In addition, there are janitorial areas with slop sinks and locked storage closets throughout the other buildings in the facility.

The awarded contractor (hereafter referred to as the Contractor) shall provide janitorial services in accordance with these specifications. The Contractor shall maintain a high-quality environment for tenants of the facilities. The Contractor is responsible for training and supervision of all of their janitorial service employees assigned to work at DITP.

The awarded Contractor will provide all labor, supervision, tools, equipment, material, and cleaning supplies (including detergents and cleansers, brooms, pails, mops, vacuum cleaners, plastic bags, etc.)

required for provision of these janitorial services. The Authority shall purchase the paper goods and restroom supplies as listed in section 2.17, below. The Contractor must provide the oversight necessary for providing the complete and comprehensive janitorial services in accordance with current industry standards, ADA compliance codes, building codes, life safety codes and all technical specifications.

2.01 AREAS REQUIRING CLEANING SERVICES

The majority of the staff is assigned to buildings that are grouped close together on the westerly side of the facility (refer to the DITP site plan). This includes the Administration/Lab building, the Maintenance/Warehouse Building, Reception/Training, the Garage, and the Thermal Power Plant.

Therefore, these areas have the highest daily traffic and require most of the attention of the Day Porters.

On the south side, staff occupies the Primary Operations and Residuals Operations areas twenty-four hours a day, therefore frequent services are required there as well.

Facility tours and training classes are conducted occasionally in the Reception/Training building, occasionally requiring janitorial services and assistance. For other special functions, services of the janitorial crew may also be requested. It is expected that the Day Porters will be able to provide these services during their regular daily hours, at no additional charge to the Authority. Advance notice for these service requests will be provided to the Contractor as soon as possible, generally at least 24 hours in advance. At times, the need for janitorial services is unforeseen, such as in the event of emergencies or during major storms (when more staff than usual remains on-site for extended periods).

On weekends and holidays, a “skeleton crew” operates the facility mainly from the Primary Operations area, the Thermal Power Plant; Residuals Operations; and the Maintenance building. Therefore, only one Day Porter is required on these days.

Some areas of the buildings are infrequently occupied or used (such as equipment rooms, electrical rooms, HVAC rooms, etc.) The Facilities Manager may occasionally request that the Day Porters assist with cleaning these areas (under Authority supervision), which are shown at the end of EXHIBIT A as “areas requiring periodic cleaning”. These square footage amounts should not therefore be used in the cost calculations for daily cleaning, since the Day Porters time is to be otherwise included in the cost proposal.

“Exhibit A” attached shows the Site Plan layout of the DITP, which covers over two hundred (200) acres.

The square footage of the fourteen (14) buildings that require daily cleaning services is listed below, and detailed further in EXHIBIT A. Daily janitorial services are required for approximately 229,414 square feet of usable space in the facility. The “gross square footage” is also indicated in EXHIBIT A for reference.

BUILDINGS APPROX. SQ. FOOTAGE PERSONNEL/ACTIVITY

Maintenance/Warehouse 81,118 VERY HIGH Administration/Laboratory 72,448 VERY HIGH Reception/Training 14,058 MEDIUM Main Guard House 705 LOW North Main Pump Station 5,804 LOW Primary Operations 13,177 HIGH South System Pump Station 723 LOW Cryogenics Building 2,095 LOW Secondary Operations 7,229 MEDIUM Residuals Operations 8,052 MEDIUM Centrifuge Thickener Bldg. 3,999 LOW Thermal Power Plant 7,744 MEDIUM Garage 11,462 MEDIUM Winthrop Terminal Building 800 LOW Pilot Plant 0 No daily services

Total Square Footage: 229,414

2.02 SUPERVISION BY CONTRACTOR

The Contractor shall prepare a DITP Janitorial Procedures Manual within 30 days after Notice to Proceed.

The Contractor shall guarantee that a Resident Manager (also referred to as the RM) shall be assigned as a full time, on-site manager. Janitorial staff are to be directly supervised by the Resident Manager and held accountable for performing duties according to the Janitorial Procedures Manual. The Manual shall be kept on file in the Deer Island Facility Manager’s Office. The Resident Manager shall compile, maintain and update the manual at the request of the Authority’s Representative.

Janitorial staff shall act professionally at all times, for the protection of the Facility and safety of employees and the public. Contractor’s personnel shall present a neat appearance and be easily recognized by wearing distinctive uniforms and identification emblem/tag bearing the name of the company and employee name.

All daytime janitorial staff and Supervisors are to be on permanent assignment. It is the intention of the Authority to maintain a stable work force at the Facility as much as possible. The Contractor shall observe and obey and require its staff, employees, and agents to observe and obey the duly-enacted and lawful rules and regulations of the DITP, with regard to the Facility’s operation and the applicable rules and regulations of other local, state or federal agencies of competent jurisdiction.

Contractor’s supervisory staff must be able to communicate verbally in the English language, read and comprehend all posted signage, notices and warning labels. Due to the criticality of plant operations, this is essential to safeguarding the facility, ensuring the safety and well-being of all employees and the public.

2.03 STAFFING REQUIREMENTS

All of the Contractor’s staff assigned to work at DITP must meet any federal, state, and local requirements regarding immigration laws, and the Contractor must provide copies of all work permits and other such documentation as the MWRA may request, upon notification of Contract award. Reference Article 3.5 of the General Conditions in Part 6. Due to the importance of the DITP facility to public health and potential risks from service disruptions or system failures, the MWRA requires that ten year criminal background checks be performed on all Contractor’s staff assigned to DITP, and that copies of the reports be provided for the Facility Manager and Field Safety Officer’s review. The Authority may reject any employee the Contractor proposes for assignment at DITP for any reason within the boundaries of all applicable federal, state and local laws.

A. RESIDENT MANAGER

The Contractor shall designate a Resident Manager who shall have overall responsibility for on-site supervision of Contractor’s performance of the work required under the Contract Documents. The Resident Manager shall be a full-time, on-site manager and devote his/her time exclusively to supervisory services. The Manager shall give prompt attention to the instructions and direction of the Authority’s Representative. For ease and speed of communication, the Resident Manager shall carry a pager supplied and assigned by the Contractor. At least once per week, the Resident Manager shall be available to the Authority’s representative for a joint inspection of the premises and discussion of all janitorial issues.

The Resident Manager must be a management-oriented person experienced in the supervision of janitorial staff and able to communicate effectively with both tenants and staff. The RM shall report directly to the Authority’s Representative. The RM must have at least three years experience in managing janitorial services on a contract of similar size, scope, and complexity as described in this RFQ/B. A general description of the duties and responsibilities of the RM are as follows:

Must be available seven days a week, 24-hours a day by pager.

Manage the DITP janitorial contract for the Contractor, and coordinate with the Facility Manager, vendors and other contractors.

Ensure that the janitorial staff is in proper uniform at all times.

Responsible for the performance of the janitorial staff.

Ensure equipment and procedures training is provided to all janitorial staff assigned to the DITP.

Develop good employee relations and strive to maintain high morale among the work force.

Schedule janitorial staff and supervisors as required for routine operations and special events.

Maintain control of all keys assigned to the janitorial staff.

Develop a per-shift inspection program to ensure that cleaning tasks are performed as scheduled.

Review daily logs and incident reports to ensure paperwork is properly completed.

Bring questions or problems to the immediate attention of the Authority’s Representative.

Meet regularly with the Facility Manager to review and assess janitorial procedures and progress.

Review and update procedures as necessary, at least every six months.

Review and forward all invoices from the Contractor to the Authority’s Representative with appropriate time sheet backup and detail breakdown on overtime.

Enforce all Facility policies and regulations.

Communicate with tenant representatives concerning janitorial concerns and special requests.

Obtain the needed consumables (paper towels, toilet tissue, etc.) from the Warehouse each day.

Inspect and repair the janitorial equipment as needed.

B. SHIFT SUPERVISORS

The Contractor is required to provide shift supervision. A general description of the duties and responsi-bilities of the Shift Supervisor(s) are as follows:

Ensure that staff has reported to the work site, and signs in and out according to approved schedules.

Dispatch staff, and ensure that shift work is performed completely and professionally.

Ensure that all personnel are familiar with property-removal passes, if required.

Maintain all logs and daily reports; ensure that all reports are generated and properly written.

Act as liaison and maintain contact with security and maintenance staff.

Coordinate emergency responses as required.

Control the keys issued to cleaning staff, and secure or open doors as needed.

Relay any special instructions to the janitorial staff.

Ensure staff is in proper uniform and prominently displays their ID.

Enforce all Facility policies and regulations.

C. PERSONNEL STAFFING

The Contractor shall provide adequate staffing required to provide specified services for the Facility in accordance with the square footage survey and floor plans attached to these specifications. The Contractor shall provide professional services and shall conform to the highest standard of performance recognized by custom and usage in the industry.

Staffing levels are subject to the approval of the Authority. Minimally, the Contractor shall provide staff for the contract duration at the levels requested in Section 1A, RFQ/B - SPECIAL CONDITIONS AND INSTRUCTIONS, Item 1A.4. In the event that janitorial services are not being performed in a satisfactory or timely manner, the Authority reserves the right to increase staffing levels upon reasonable notice to the Contractor, at no extra cost to the Authority. The Authority requires that the evening shift workforce consist at a minimum of two Supervisors, two people assigned only to clean floors, and fifteen other people assigned to the remainder of the nightly (and other periodically-scheduled) cleaning tasks. In the event that any of these staff members call in sick, take vacation, or are absent for any other reason, the Contractor shall make every effort to ensure that this minimum staff level is maintained daily. The floor crew should not be called upon to perform other cleaning duties in lieu of the required daily floor cleaning services. If it is determined that the minimum level of cleaning personnel are not being provided for one day or more in a given month, the Authority may take proportionate deductions from the monthly invoices. The daily time cards will be used to determine if the required level of service is being provided.

In the event that the Contractor cannot meet the minimum staffing for a given evening, the Resident Manager should notify the Facility Manager on the following workday, and provide an explanation for the absence. The Authority shall make allowances for any reasonable absences beyond the control of the Contractor and their managerial staff (i.e., upon sufficient proof of employee emergencies, if there is such an occurrence) as long as a pattern of absences or missed minimum-time requirements is not deemed evident or apparent.

The Day Porters shall be available to perform additional and supplemental Janitorial services in accordance with a request from the Authority’s Representative. If the Facilities Manager receives a request from MWRA staff for cleaning a room or section of a building that is not cleaned daily by other Janitorial staff, the Day Porters may be requested to perform the needed services. No additional charges beyond the regular hourly rates for the Day Porters shall apply, unless they are requested to work overtime hours, defined as more than 8 hours in one day, or a total of forty hours in a week. In the event the Contractor is responsible to pay either of the day Porters overtime compensation due to additional hours requested by the Facility Manager or his designee, the expense may be submitted for reimbursement with the next invoice. The backup documentation for any such reimbursement request must include a memo signed by the Facility Manager or his designee indicating that the extra hours were requested and approved in advance.

2.04 COMMUNICATIONS

Janitorial staff shall carry pagers, provided and maintained in good working order by the Contractor, in order for the facility staff and managers to be able to contact janitorial staff at all times. At a minimum, the Evening Supervisors, the Resident Manager, and all daytime staff must carry pagers. In addition, the Authority provides computer access and an email address, for DITP staff to use in contacting the Contractor as needed. A telephone hook-up is also provided in the office space allotted for the Contractor.

All of the Contractor’s supervisory staff must be able to read English and understand spoken English, in order to ensure that they do not attempt to enter areas posted as “restricted” and can follow the directions of all signs posted on the grounds and within the Facility. This is necessary for the safety of all of the Contractor’s employees as well as the MWRA staff who work at Deer Island.

2.05 VEHICLE

Vehicle transportation for janitorial staff to and from Deer Island and between Deer Island facilities is the responsibility of the Contractor. See Section 2.12, Access to DITP for further details.

The Contractor shall provide one (1) light duty vehicle, van/truck, 2005 or newer, for use by the Resident Manager and Shift Supervisors, in order to conduct inspections, and transport equipment/supplies/workers, between the different buildings at Deer Island, in performance of the required janitorial duties. For security purposes, the vehicle should be easily identifiable, such as being marked with a company logo.

For safety purposes, the vehicle shall carry one (1) 20-lb ABC fire extinguisher. The vehicle shall be legally registered, insured and inspected for use in Massachusetts. The Contractor shall be responsible for the maintenance and repair of the vehicle. If the vehicle is out of service, the Contractor shall provide a substitute vehicle meeting the same requirements. The vehicle remains the property of the Contractor.

2.06 UNIFORMS

Contractor shall provide all uniforms (and uniform cleaning) for their employees. Contractor’s employees shall present a clean and orderly appearance and shall always conduct themselves in a courteous and efficient manner. Contractor agrees to take all reasonable steps to satisfy the Authority’s Representative as to the appearance and conduct of its employees; such steps shall include replacement of employees who give the Authority’s Representative reasonable grounds for repeated complaints.

Contractor’s personnel shall be dressed in suitable uniforms during day shift operations. Uniforms shall include smocks, trousers, shirts, jackets, and safety shoes. Hard hats, goggles, dust masks and other safety equipment and shall be provided when needed, by the Contractor. Uniforms shall bear the Contractor’s identification and the employee’s name.

The style of uniforms, specifications for safety shoes, hard hats and other safety equipment shall be subject to the prior approval of the Authority’s Representative. Each uniformed employee of the Contractor shall make at least two clean changes of uniform per week. New employees shall be furnished with uniforms prior to their employment on this Contract.

2.07 AUTHORITY’S REPRESENTATIVE

The Authority has designated the Facility Manager, as principal point of contact between the Authority and Contractor. As the Authority’s Representative, he is responsible for supervising and inspecting the Contractor’s services as deemed appropriate, and for calling the Contractor’s attention to any deficiency in the Contractor’s performance. The Authority’s Representative may delegate all or part of his/her responsibilities as necessary, provided that the Contractor is given reasonable notice of such delegation (anticipated to be a minimum of forty-eight hours). The contact information of the Facility Manager will be given to the awarded contractor at the time of the award.

2.08 PROPERTY OF THE CONTRACTOR

The cost of loss, damage or vandalism to the Contractor’s equipment, supplies or property, unless occasioned by the sole negligence of the Authority, shall be borne by Contractor without right of recovery against the Authority. The Authority makes no warranty to the Contractor against such loss, damage or vandalism. The Authority shall provide secure, locked storage areas for the Contractor to store their equipment, supplies, and property as noted in Item 2.18.

2.09 ELECTRICITY

The Contractor agrees to take such reasonable steps to conserve electricity as the Authority’s Representa-tive may request. Contractor may obtain electricity without charge for operation of its equipment, limited, however, to the use of existing outlets not otherwise in use. Contractor shall assure that all its electrical connections are made in accordance with electrical code, safe practice, and are safe and secure against tampering, and that its electrical usage does not exceed outlet and circuit capacity. The Contractor shall supply any extension cords needed, properly rated for the intended use.

2.10 REPAIR OF DAMAGE

The Contractor, at its own expense and according to plans and specifications approved by Authority’s Representative, shall repair any damage caused to property of the DITP by the careless, negligent or willful act or omission of Contractor’s staff, agents, or employees; or, at the option of the Authority, the Contractor shall reimburse the Authority for the cost of such repairs and replacement.

2.11 RULES AND REGULATIONS

The Contractor shall observe and obey and require that their staff, employees, and agents obey and observe the duly enacted and lawful rules and regulations of the DITP, regarding the Facility’s operation and the applicable rules and regulations of other local, state or federal agencies of competent jurisdiction, and Contractor agrees to indemnify and hold the Authority harmless for any loss or claim.

2.12 ACCESS TO DITP

The Contractor’s access to and from Deer Island shall conform to the Authority’s rules and regulations. The Contractor agrees that the transportation of supplies, materials, equipment, and personnel needed to perform their assigned duties at the DITP facilities are at the expense of the Contractor. Refer to Exhibit B at the end of this document for directions to the Deer Island Treatment Plant.

There are areas of the DITP facility that may have restricted access at times, due to safety concerns or other issues. The Resident Manager must maintain daily contact with, and obtain information from, the Primary Operations control center and the Facility Manager to determine whether areas scheduled for cleaning are temporarily off-limits. Announcements are made over the DITP page-party system alerting all staff to any hazardous conditions in particular areas. The Day Porters and the Resident Manager must observe these restrictions, and ensure that evening cleaning staff avoids these areas until an “all-clear” notice is given.

Due to heightened security at MWRA facilities, the Contractor’s staff must carry photo identification badges at all times. The badges are obtained from the DITP Safety Office, between the hours of 9:00 a.m.

and 3 p.m. weekdays, by appointment. Contractor’s staff may drive their own vehicles to the facility and park in the DITP parking lot, however they must obtain a parking pass for each vehicle from the Safety Office also. A valid vehicle registration must be presented in order to obtain a parking pass. Upon arriving at the facility each day, Contractor’s staff must pass through the main security gate at the Guardhouse, then enter the Guardhouse to sign in (and sign out when departing). The Contractor’s staff must all park at the Gate 2 parking lot.