RFP 2024-03 Janitorial Services - FINAL~1.pdf

RFP 2024-03-REISSUE Janitorial Services

REQUEST FOR PROPOSALS #2024-03-REISSUE

JANITORIAL SERVICES

Publish Date: February 28, 2024

CareOregon, Inc. (“CareOregon”) is inviting submission of proposals for the Janitorial Services project.

Closing Date/Time: March 25, 2024, at 2:00 PM Pacific Time

Project Summary: CareOregon is seeking Janitorial Services for two of its buildings that are located in the Portland, Oregon metropolitan area. The addresses for the two sites are 315 SW Fifth Avenue, Portland OR 97204, and 9732 SE Washington Street, Portland OR 97216

Attendance at a Mandatory Pre-Proposal Site Visit is required to be eligible to submit a Proposal for this opportunity. The Mandatory Pre-Proposal Site Visit will be conducted on Tuesday, March 12, 2024 at 9:00 AM PT at the 315 Building, address above. Attendance will be documented through a sign-in sheet.

Contact Information: The sole point of contact for procurement process or technical questions is: Lee

Reinholtz, Procurement & Contract Analyst II, reinholtzl@careoregon.org 503-416-1797.

RFP Location: RFP Documents can be downloaded from OregonBuys at the following address:

https://oregonbuys.gov/bso/. Prospective Proposers will need to sign in to download the information and that information will be accumulated for a Plan Holder's List. Prospective Proposers are responsible for obtaining any Addenda or clarifying questions from OregonBuys.

Submission: All proposals must be emailed to vendorservices@careoregon.org, with “RFP 2024-03- REISSUE” Janitorial Services” written in the subject line.

CareOregon encourages proposals from minority, women, service-disabled veteran, and emerging small businesses.

**NO PROPOSALS WILL BE RECEIVED OR CONSIDERED AFTER THE ABOVE

RFP CLOSING DATE/TIME**

SCHEDULE

Request for Proposals Issued…….................................................. February 28, 2024

Mandatory Tour of Proposed Facilities………… ……………….March 12, 2024 9:00 AM – 11:00 AM.

Meet at front gate of the 315 Building.

Deadline to Submit Clarifying Questions....................................... March 15, 2024, 5:00 PM PT

Request for Proposals Closing Date and Time (“Closing”)........... March 25, 2024, 2:00 PM PT

Vendor Interviews, if needed……………………………………..Week of April 8, 2024

Anticipated Contract Start Date……..............................................July 1, 2024 https://oregonbuys.gov/bso/ mailto:vendorservices@careoregon.org

SECTION 2

INSTRUCTIONS TO PROPOSERS

2.1 Modification or Withdrawal of Proposal: Any Proposal may be modified or withdrawn at any time prior to the Closing deadline, provided that a written request is received by Procurement, prior to the Closing. The withdrawal of a Proposal will not prejudice the right of a Proposer to submit a new Proposal.

2.2 Requests for Clarification and Requests for Change: Proposers may submit questions regarding the specifications of the RFP until the deadline in the Schedule. Requests for changes must include the reason for the change and any proposed changes to the requirements. The purpose of this requirement is to permit CareOregon to correct, prior to the opening of Proposals, RFP terms or technical requirements that may be unlawful, improvident or which unjustifiably restrict competition. CareOregon will consider all requested changes and, if appropriate, amend the RFP. No oral or written instructions or information concerning this RFP from CareOregon employees or agents to prospective Proposers shall bind CareOregon unless included in an Addendum to the RFP.

2.3 Addenda: If any part of this RFP is changed, an addendum will be published on OregonBuys. It shall be Proposers responsibility to regularly check OregonBuys for any notices, published addenda, or response to clarifying questions.

2.4 Submission of Proposals: Proposals must be submitted in accordance with Section 5. All Proposals shall be legibly written in ink or typed and comply in all regards with the requirements of this RFP. All Proposals must include a signature that affirms the Proposer’s intent to be bound by the Proposal (this may be on cover letter, or on the Proposal). The Certification page must be signed as well. If a Proposal is submitted by a firm or partnership, the name and address of the firm or partnership shall be shown, together with the names and addresses of the members. If the Proposal is submitted by a corporation, it shall be signed in the name of such corporation by an official who is authorized to bind the contractor. No late Proposals will be accepted.

2.5 Notice of Award: CareOregon will name the apparent successful Proposer in a Notice of Intent to Award published on OregonBuys. Identification of the apparent successful Proposer is procedural only and creates no right of the named Proposer to award of the contract.

2.6 Acceptance of Contractual Requirements: Failure of the selected Proposer to execute a contract and deliver required insurance certificates within ten (10) calendar days after notification of an award may result in cancellation of the award. This time period may be extended at the option of CareOregon.

2.7 Investigation of References: CareOregon reserves the right to investigate all references in addition to those supplied references and investigate past performance of any Proposer with respect to its successful performance of similar services, its compliance with specifications and contractual obligations, its completion or delivery of a project on schedule, its lawful payment of subcontractors and workers, and any other factor relevant to this RFP. CareOregon may postpone the award or the execution of the contract after the announcement of the apparent successful Proposer in order to complete its investigation.

2.8 RFP Proposal Preparation Costs and Other Costs: Proposer costs of developing the Proposal, cost of attendance at an interview (if requested by CareOregon), or any other costs are entirely the responsibility of the Proposer, and will not be reimbursed in any manner by CareOregon.

2.9 Clarification and Clarity: CareOregon reserves the right to seek clarification of each Proposal, or to make an award without further discussion of Proposals received. Therefore, it is important that each Proposal be submitted initially in the most complete, clear, and favorable manner possible.

2.10 Right to Reject Proposals: CareOregon reserves the right to reject any or all Proposals or to withdraw any item from the award, if such rejection or withdrawal would be in CareOregon’s interest, as determined by CareOregon.

Proposals may be rejected in whole or in part if they attempt to limit or modify any of the terms, conditions, or specifications of the RFP or the Sample Contract.

2.11 Proposal Terms: All Proposals, including any price quotations, will be valid and firm through a period of one hundred and eighty (180) calendar days following the Closing date. CareOregon may require an extension of this firm offer period. Proposers will be required to agree to the longer time frame in order to be further considered in the procurement process.

2.12 Oral Presentations: At CareOregon’s sole option, Proposers may be required to give an oral presentation of their Proposals to CareOregon, a process which would provide an opportunity for the Proposer to clarify or elaborate on the Proposal but will in no material way change Proposer’s original Proposal. Any costs of participating in such presentations will be borne solely by Proposer and will not be reimbursed by CareOregon. Note: Oral presentations are at the discretion of the evaluating committee and may not be conducted; therefore, written Proposals should be complete.

2.13 Review for Responsiveness: Upon receipt of all Proposals, the Procurement Department will determine the responsiveness of all Proposals before submitting them to the evaluation committee. If a Proposal is incomplete or non-responsive in significant part or in whole, it will be rejected and will not be submitted to the evaluation committee.

CareOregon reserves the right to determine if an inadvertent error is solely clerical or is a minor informality which may be waived, and then to determine if an error is grounds for disqualifying a Proposal. The Proposer’s contact person identified on the Proposal will be notified, identifying the reason(s) the Proposal is non-responsive.

2.14 Communication Blackout Period: Except as called for in this RFP, Proposers may not communicate with members of the Evaluation Committee or other CareOregon employees or representatives about the RFP during the procurement process until the apparent successful Proposer is selected. Communication in violation of this restriction may result in rejection of a Proposer.

2.15 Prohibition on Commissions and Subcontractors: CareOregon will contract directly with persons/entities capable of performing the requirements of this RFP. Contractors must be represented directly. Participation by brokers or commissioned agents will not be allowed during the Proposal process. Contractor shall not use subcontractors to perform the Work unless specifically proposed or authorized to do so by CareOregon. Contractor represents that any employees assigned to perform the Work, and any authorized subcontractors performing the Work, are fully qualified to perform the tasks assigned to them, and shall perform the Work in a competent and professional manner. Contractor shall not be permitted to add on any fee or charge for subcontractor Work. Contractor shall provide, if requested, any documents relating to subcontractor’s qualifications to perform required Work.

2.16 Collusion: By responding, the Proposer states that the Proposal is not made in connection with any competing Proposer submitting a separate response to the RFP, and is in all aspects fair and without collusion or fraud. Proposer also certifies that no officer, agent, or employee of CareOregon has a pecuniary interest in this Proposal.

2.17 Evaluation Committee: Proposals will be evaluated by a committee consisting of representatives from CareOregon and potentially external representatives. CareOregon reserves the right to modify the make-up in its sole discretion.

2.18 Nondiscrimination: The successful Proposer agrees that, in performing the Work called for by this RFP and in securing and supplying materials, contractor will not discriminate against or treat differently, any person on the basis of race, color, religious creed, political ideas, sex, age, marital status, sexual orientation, gender identity, veteran status, physical or mental disability, national origin or ancestry, or any other class protected by applicable law.

2.19 Best and Final Offer: CareOregon may request best and final offers from those Proposers determined by CareOregon to be reasonably viable for contract award. However, CareOregon reserves the right to award a contract on the basis of initial Proposal received. Therefore, each Proposal should contain the Proposer’s best terms from a price and technical standpoint. Following evaluation of the best and final offers, CareOregon may select for final contract negotiations/execution the offers that are most advantageous to CareOregon, considering cost and the evaluation criteria in this RFP.

2.20 PROPOSAL CONFIDENTIALITY: Submitted proposals will be treated as confidential and will only be shared internally with applicable staff for this project. Names of awarded proposers will be shared in the Notice of Intent to Award.

Proposer scores and evaluation notes shall remain private and confidential information for CareOregon purposes only.

SECTION 3

SCOPE OF WORK

3.1 BACKGROUND

Founded in 1993, CareOregon is a 501(c)(3) public benefit nonprofit company that draws nearly all its revenue from public programs such as Medicaid (the Oregon Health Plan – “OHP”), Medicare and the State Children’s Health Insurance Program (“SCHIP”). Coordinated care organizations (“CCOs”) are an Oregon innovation that integrates physical, behavioral and oral health care, and treats the whole person.

Through partnerships with our CCOs, we provide integrated managed care services. We partner with Health Share of Oregon to serve the tri-county Portland metro area. We own Jackson Care Connect and Columbia Pacific CCO. In addition to Medicare plans and CareOregon Dental lines of business, Housecall Providers delivers primary, palliative and hospice care to home-bound patients.

Our mission is to inspire and partner to create quality and equity in individual and community health. Our vision is healthy communities for all individuals, regardless of income or social circumstances.

We focus on the total health of our members, not just traditional health care. In teaming up with members, their families and their communities, we help Oregonians live better lives, prevent illness and respond effectively to health issues.

We care about people We serve Oregonians eligible for the OHP and Medicare Advantage members who have us as their health care option. But that’s not all. We are a managed health care company with an overarching goal: to make world-class, high-quality health care available to all Oregon residents, regardless of income.

We support our neighbors We know that some Oregonians are in need but don’t qualify for OHP benefits. We work to strengthen the health care safety net that these Oregonians rely upon, from local health departments and community clinics to rural and migrant health centers. We partner with policy makers and legislators to improve services and provide access to quality care throughout the state, from urban centers to rural neighborhoods.

We work with first-class providers CareOregon has built a health care delivery system that assures access to physicians and health care professionals who understand special needs and provide quality care regardless of a patient’s financial resources.

We work with policy makers to ensure access We provide OHP enrollees access to health care services in exchange for a per member, per month capitation rate. The Oregon Legislature sets this payment rate. The payments are subject to available state funding.

CareOregon takes full financial risk for the health care services our members use. CareOregon, formed by safety net health care providers in the state, is a Safety Net Health Plan. Safety Net Health Plans are nonprofits that derive their revenue from public programs.

To put it simply, CareOregon ensures that members have timely access to high quality health care from a broad network of providers, and CareOregon works hard every day to keep people healthy and active in their homes and communities.

Equity, Diversity, and Inclusion:

CareOregon recognizes that to achieve the vision of “Healthy communities for all individuals, regardless of income or social circumstances,” it must intentionally cultivate authentic member engagement, community partnerships, and recruit, retain and develop a staff as diverse as the communities it serves. CareOregon has embarked on a continuous effort to understand the effects of historical, institutional and structural oppression on the various communities represented within its membership and personnel. CareOregon strives to internally, and in partnership with other like-minded organizations across sectors, to redress policies, systems and health related environmental issues that affect health care disparities and inequities.

Equity, diversity, and inclusion is a cornerstone of CareOregon’s mission, vision and strategic objectives.

CareOregon’s priority is strengthening our communities by making health care work for everyone by ensuring access to a broader and more diverse network of physical, behavioral, and oral health services that address the individual needs and cultural values of our members and reduces barriers to getting needed care.

It is the intent of CareOregon, through issuance of this RFP, to collaborate with like-minded firms that share the same values and that will take actual steps to embody those values in the services provided to CareOregon and its providers, members and clients.

Project Background:

CareOregon is seeking Proposals for routine janitorial services for our office building located at 315 SW 5th Avenue, Portland OR 97204 (“315 Building”), and at a leased satellite office space located at 9732 SE Washington Street, Portland OR 97216 (“205 Place”). The 315 Building is an eleven-story building with a two-level garage totaling 89,000 square feet, while 205 Place is a 1,650 square foot leased space in a larger single-level building located in a retail strip mall. Our objective is to identify a qualified professional firm that can offer the highest quality routine Janitorial Services in as efficient and timely a manner as possible at the best value to CareOregon and to provide a clean, safe, and healthy environment for its staff members. CareOregon Facilities Management department is responsible for administering Janitorial Services at the two locations listed above.

3.2 SCOPE OF WORK

3.2.A. General Scope:

This project consists of providing all labor, services, and materials, tools, equipment, and transportation as necessary for the performance of general Janitorial Services at two CareOregon facilities described in the above Project Background.

1. Contractor shall meet the current standards prevalent in the industry and be licensed by the State of Oregon to perform such janitorial services.

2. Contractor shall supply its own equipment and all cleaning supplies, including chemicals.

Preference is for eco-friendly cleaning chemicals.

3. Contractor to perform regular janitorial services as described herein during CareOregon off-hours, such as 7:00PM to 7:00AM, five days per week.

4. Contractor shall provide daily Porter Services at the 315 Building, between the hours of 7:00 AM to 4:00 PM PT.

5. Contractor’s personnel are required to report daily any noticeable repairs needed, or maintenance needed, such as burned-out light bulbs, to the CareOregon Facilities Manager.

6. Contractor’s Staff must be dressed appropriately and wear clearly identifying badges or name tags with name and company working for.

7. When directed by CareOregon Facilities Manager, Contractor shall respond within two to four hours to other tasks and certain emergency situations for cleanup purposes, such as flooding inside building, small fire mitigation and cleanup.

8. Janitorial service logs at each building shall be completed by Janitorial staff as required by CareOregon Facilities Manager.

3.2.B. Janitorial Services & Definition Specifications:

Clean: The surface is visibly free from dust, dirt, fingerprints, grease, grime, rust, spots, stains, or smudges.

Disinfect: The method and product used is enough to kill bacteria, viruses and fungi and prevent or slow their return. Products used to disinfect must provide appropriate disinfection protection approved by the Center for Disease Control (“CDC”) for disinfection of the Influenza A virus. A list of disinfectants approved for Influenza A can be found at http://.epa.gov/oppad001/influenzadisinfectants.html.

Dusting: A properly dusted surface is free of all dirt, dust, streaks, lint and cobwebs. Dusting will be accomplished with proper cloths and apparatus. All sensitive and electronic surfaces will be avoided.

No personal or individual office equipment or supplies will be moved or disturbed.

Edge Vacuum: Specifically focused on vacuuming the perimeter of the carpet, including corners, and edges along walls, partitions and baseboards using tank or backpack vacuum in conjunction with edging and/or crevice tool(s).

Exterior Services: Includes all services requested to be performed on the exterior of the buildings, such as window washing first floor windows, leaf blowing on loading dock, power washing various surfaces such as brick, courtyard, and sidewalks.

High Traffic Areas: Those areas that have the potential of being trafficked and used by most people that enter the building. These areas are generally exposed to high to moderate traffic conditions:

• Entries, vestibules, exits, access to buildings, etc.

• Lobbies, foyers, atriums, reception, waiting areas, etc.

• Elevator lobbies and elevators.

• Corridors, hallways, halls and aisles, etc.

• Cafeterias, lunchrooms, kitchens, kitchenettes, etc.

• Breakroom, coffee station, vending area, etc.

• Conference rooms, meeting rooms, assembly rooms, training rooms, classrooms, etc.

• Restrooms, washrooms, bathrooms, lavatories, toilets, changing & nursing stations, etc.

• Locker rooms, shower rooms and showers.

• Auditorium, hall, theater, etc.

• Stairs, stairways, staircases, escalators, etc.

Office Areas: Those areas that are used as individual workspaces, compartmental communal workstations, or departmental workplaces. These will be areas that experience minimal foot traffic and are considered moderate to light traffic conditions.

• Individual Offices

• Cubicles

• Workrooms

• Copy Rooms http://.epa.gov/oppad001/influenzadisinfectants.html

• Workstations

• Administrative Stations

• Reception Stations (main lobby)

• Janitor Closets

Porter Services: Contractor personnel that is stationed in the 315 Building to assist in daily facility cleaning duties, including but not limited to policing public areas, touching up restrooms, restocking consumable paper/soap supplies, policing entrance ways, checking and restocking coffee stations with CareOregon purchased supplies, cleaning up spills, completing specialty detail cleaning, deep cleaning, and performing other duties as assigned by the CareOregon Facilities Manager.

Recycling Removal: Recycled materials will be picked up, sorted and removed from the building and placed in the appropriate Waste Management recycling containers found on the 1st floor of garage.

All recycled material will be removed in accordance with the policies and specifications detailed herein.

Relights: Windows or translucent panels above doors or high in a partition wall intended to allow natural light to penetrate deeper into a building.

Spot Clean: Removal of fingerprints and smudges from walls, doors, glass, kick and push plates, and all other vertical surfaces. Interior glass, such as entrances (doors and surrounding), reception and teller panels, partition, and relites will be free of smudges, fingerprints, streaks, stains, lint, dust, etc.

Spot Clean Carpet Surfaces: A carpet adequately spot cleaned is free of all stains, deposits, gum, and spills, leaving a uniform appearance. Care will be taken to use a product that will not harm the carpet fibers and will ensure complete surface removal. Adjacent surfaces will be protected or cleaned following the spot removal operation.

Spot Mop: A type of mopping usually associated with the cleaning of spills that occur during operating hours or mopping only noticeably soiled areas to reduce labor hours.

Steam Clean Carpets: Steam cleaning or hot water extraction cleaning uses water vapor heated to a high temperature at high pressure to thoroughly clean carpets. A powerful pump and vacuum send steam deep into the carpet where it dislodges dirt, oils and stains that cling to the carpet fibers. The water vapor and loose particles are sucked up from the carpet fibers through a hose. It is the combination of high temperature and high pressure with pure water that is so effective. Some commercial carpet steam cleaners use agitation to get more particles from the carpet, but the majority do not agitate the carpeting, therefore doing more of a surface level clean.

Traffic Area: Lobbies, hallways and all other areas where people normally walk. Traffic conditions within a traffic area may be light, moderate or heavy, depending on the amount of traffic moving across the traffic area.

Trash Removal: Trash will be gathered, removed from the building, and placed in the appropriate trash container or dumpster. All trash will be removed in accordance with the policies and specifications detailed in the scope of services. Trash receptacles will be cleaned and maintained.

Vacuum: The process of using vacuuming equipment on all floor surfaces, including ones hidden under furniture, until free of dirt, dust and debris. Carpet and hard surface floors are to be free from soil and debris. After vacuuming carpets will be free of all visible litter, soil and dust, including in corners and edges along walls, partitions and baseboards. If vacuums are used on hard surface flooring the same criteria applies.

Wipe: To clean or dry (something) by rubbing its surface with a cloth, a piece of paper, or other cleaning implement.

Wet mop: A process for removal of soil adhered to a hard flooring surface and includes spot, damp, wet, and aggressive mopping techniques.

3.2.C. Performance Standards, Qualifications and Other Information: Standards are a required or agreed level of quality or attainment to be achieved. The following are the minimum standards the Contractor will be required to meet. By signing the janitorial contract, Contractor agrees to meet or exceed the minimum standards listed below.

Appearance & Conduct: All Contractor personnel shall wear a standardized outer garment (uniform) in good condition that clearly identifies the name of the Contractor while performing contracted duties on CareOregon property. All services shall be performed in a workman-like manner, and any concerns shall be reported to the CareOregon Facilities Manager without delay.

Carpet Maintenance and Certification: Daily carpet spotting is part of the janitorial contract; it is the responsibility of the Contractor to provide fundamental carpet spotting instruction to ensure that this function is carried out in an appropriate manner that removes the spots and spills without damaging the carpet. Spotting kits are required to assure the janitorial staff has the necessary chemicals, tools and materials to effectively remove spots and spills. Interim and restorative maintenance in the form of low moisture cleaning and extraction will require qualified personnel. Carpet technicians performing these service procedures must possess certification from the Institute of Inspection, Cleaning and Restoration Certification (IICRC) or equivalent. Acceptable IICRC certification include Carpet Cleaning Technician (CCT) and Commercial Carpet Maintenance Technician (CCMT) or equivalent.

Clean: The surface must be free from all foreign substances. In restrooms, particularly, “clean” means all surfaces must be free of organic material, feces, urine and other soil. Bowls must be free of stains and mineral build-up, inside and out.

Concrete Floor Areas: Concrete floor areas are to be free of all dirt and dust, litter and debris is to be removed, and spot cleaned as required. Machine scrub coated concrete floor surfaces as needed to maintain surfaces free of embedded soiling, film, removable stains, gum, marks, and standing water. Trash cans, seating, and other moveable items will be shifted for complete cleaning of floor surfaces and returned to original positions. Floor will have a uniformly clean appearance.

Collection & Disposal: Contractor shall collect and dispose of all trash and debris from janitorial services in the appropriate receptacles designated by CareOregon. Indoor recycling receptacles will be transferred to larger Waste Management containers found on the 1st floor of garage.

Drinking Fountains: Drinking fountains and bottle filling stations shall be free of streaks, stains, spots, smudges, scale, and other removable soil, and present a uniformly bright appearance. Clean and disinfect all polished metal surfaces including the orifices and drain. Care shall be taken to prevent overspray or damage to other surrounding finishes or walls. Surrounding walls, floors, and other surfaces shall be kept clean and free of streaks, water spots and stains.

Dry Erase Boards (Whiteboards): Properly cleaned chalk boards, dry erase, and whiteboards shall be free of markings of any kind. Includes the removal of markings, shadowing, ghosting permanent markers, or any other foreign substance. A clean surface will have a homogeneous clean look, free from dirt, dust, stains, streaks, dry marker residue or any other foreign substance.

Dust Mopping: A satisfactorily dust mopped floor is free of all dirt, dust, lint and debris. Contractor shall use appropriate tools to reduce air-borne contaminants. All hard floors shall be dust mopped appropriately to ensure the necessary level of cleanliness including under all furniture and behind all pottery, waste receptacles, machines, etc. Stanchions shall be moved and placed back in the same configuration after work is completed.

Any other items moved shall be returned to the original positions.

Employee Training and Certification: Contractor shall develop, maintain and document a training program for all employees performing the services to assure that all the services are performed in a competent and efficient manner. Janitorial training shall include all aspects of the janitorial cleaning of facilities.

Documentation, subject matter, outlines and agendas shall be approved. Records shall be maintained and available on-site for inspection. Janitorial staff should have ISSA Basic Custodial Technician certification or equivalent. Lead Technicians and Supervisors should have ISSA Advanced Custodial Technician certification or equivalent.

Equipment: Contractor shall maintain its own janitorial equipment, keep it in safe working order, and be able to readily transport equipment to the job site. Equipment and tools shall be appropriate for and to maximize cost efficiencies of each use. All preventive maintenance and repairs to Contractor’s equipment shall be performed off-site.

Glass Cleaning: Glass is clean when all glass surfaces are without streaks, film, deposits, and stains and have a uniformly bright appearance and adjacent surfaces, including mullions and windowsills, have been wiped clean.

Glass cleaning work shall be accomplished with the least possible interference to CareOregon operations. Dark or tinted glass is to be included in routine cleaning.

Hard Floor Maintenance and Certification: Daily dust mopping and wet mopping of hard surfaces is part of the janitorial contract. It is the responsibility of Contractor to provide fundamental training to ensure that these service procedures are provided correctly. Initial, periodic and restorative maintenance service procedures shall be performed by certified personnel. Technicians providing these services should possess at minimum the Floor Care Technician (FCT) certification from the Institute of Inspection, Cleaning and Restoration (IICRC) or equivalent.

Janitorial Closets: All janitorial closets are to be kept in a clean and organized manner. Do not leave buckets with cleaning solution and mops in the closets (dump solution and hang mop to dry). Do not allow dirty and/or damp cloths to accumulate. Remove and launder frequently (contingent on accumulation). Organize storage of supplies on shelves. Do not overload storage areas with excessive supplies: store only what is needed. Sinks, splash guards, walls, drains, and floors are to be clean in appearance. Remove trash daily; do not leave garbage in closet. Keep janitor closets secure.

Plumbing Fixtures and Dispenser Cleaning: Plumbing fixtures (i.e., toilets, sink basins, urinals, faucets, etc.)

and dispensers are clean and free of all deposits and stains so that the item is left without dust, streaks, film, odor or stains and has a bright and uniform appearance. Care shall be taken to ensure that cleaning chemicals do not harm, dull or mark chrome finishes, do not scratch porcelain fixtures and do not harm or stain finishes of walls or stalls.

Product Specifications & Safety Data Sheets (“SDS”): All cleaning products shall be first approved for their specific application and scheduled in writing by CareOregon. Contractor is required to provide current product specifications and SDS to the CareOregon Facilities Manager prior to scheduling services for all chemicals used on CareOregon premises.

Safety & Security: All contractor personnel shall be trained and competent to safely perform their duties each day, wear appropriate personal protective equipment (“PPE”), and follow all procedures to safely operate equipment and apply product. Contractor shall place signs around wet floor areas while they are drying, marking all such hazards. Contractor shall immediately report to CareOregon Facilities Manager any injuries and vandalism or other damage to CareOregon facilities, as well as any observed potential hazards to person or property. Contractor shall comply with all Federal, OSHA, State, County and City statutes, ordinances, regulations, health regulations, or other legal requirements.

Showers: Showers shall be kept clean and shall not become dull. All surfaces will be properly cleaned, sanitized, rinsed and dried spot free. Removal of residue shall be performed as required to keep surfaces free from streaks, stains, scale, scum, and rust stains.

Stairwells/Halls: All walls, floor, stairs, stair treads, doors, door thresholds, and glass will have a uniformly clean appearance, free from dirt, dust, stickers, gum, stains, marks, streaks, lint and cleaning marks. Floor and wall finishes will be maintained according to the standards listed herein, care and detail shall be paid to treads, grids, edges and base boards to ensure acceptable appearance always. Concrete surfaces are to be swept of all dirt, dust, cobwebs and debris and pressure washed according to schedule. Railings will have a uniformly clean appearance, free from dirt, stains, smudges, adhered foreign substances, grease, oil and grime.

Subcontracting: The resulting Contract may not be assigned or services otherwise subcontracted.

Waste and Recycling Receptacles: Waste and recycling receptacles are to be emptied and spot cleaned as needed to maintain safe and sanitary conditions. Walls or surfaces surrounding the receptacles are to be spot cleaned and the floors under and near the cans are to be clean and kept free of stains, spots, rust, and rings.

Liners are to be replaced at each emptying of the receptacle; receptacles shall not be allowed to overflow.

Periodically, all receptacles are to be thoroughly cleaned and sanitized, inside and out as needed. All receptacles in the public areas are to be kept neatly aligned and the receptacle(s) turned with lettering or signage facing out for easy visibility.

3.2.D. Services and Table of Schedules:

315 Building – General Areas, Executive Offices, Boardroom, Restrooms, Lunchrooms, Break Rooms:

Task Daily Weekly Monthly Annually Daily Porter Services from 7:00 AM to 4:00 PM PT, including extra dusting and cleaning of C- Suite offices and areas. (Do not touch desk unless surface is cleared off.)

X

Reset furniture in lobby. X Clean & disinfect all drinking fountains. X Clean & disinfect all finger marks from 1st floor reception station in the lobby.

X

Clean & disinfect fingermarks from doors, light switches.

X

Dust mop or vacuum all hard floor surfaces. X Gather all recycling/waste/trash & empty into outside containers located in parking garage level 1.

X

Replace plastic garbage liners as necessary. X Vacuum stairways. X Vacuum entry mats in 1st floor lobby X

Spot clean finger marks from entry door glass. X Spot clean spills from carpets. X Report stains and spills on carpet to CareOregon Facilities Manager.

X

Remove broken down boxes & recycle. X Vacuum, spot vacuum areas & clean debris from floors.

X

Clean & disinfect all restroom fixtures & chrome. X Clean & disinfect sanitary napkin disposal box in restrooms.

X

Clean & disinfect & polish all restroom mirrors. X Clean & disinfect & refill all restroom dispensers, paper and soap.

X

Empty restroom trash containers. X Dust all horizontal surfaces in restrooms. X Damp mop and disinfect restroom floors. X Turn all restroom lights off when leaving. X Spot clean & disinfect restroom partitions. X Spot clean & disinfect restroom walls as needed. X Keep janitorial closets clean & orderly. X Remove broken down boxes from designated areas and place in recycling container located in parking garage level 1.

X

Report lights out to CareOregon Facilities Manager

X

Clean all fingerprints from conference tables. X Clean whiteboards trays. Do not erase whiteboards.

X

Report carpet stains & spills to CareOregon Facilities Manager

X

Reset conference room furniture. X Spot clean finger marks from entry door glass. X Restock restrooms as needed. X Clean & disinfect coffee area in lunch/break rooms.

X

Clean & disinfect garbage bin in lunch/break rooms.

X

Clean & disinfect lunch/break room tables. X Clean & disinfect lunchroom coffee area & set up for next day.

X

Clean & disinfect garbage bin in lunchrooms. X Clean & disinfect lunchroom tables & straighten chairs.

X

Clean & disinfect lunchroom microwave ovens (12 units ) inside & out.

X

Mop hard surface floors in lunchrooms. Clean spills.

X

Spot clean carpet in lunchrooms. X

Report lunchroom carpet stains and spills to CareOregon Facilities Manager.

X

Empty recycle containers. Central units only.

Remove recycling material to Waste Management receptacle on 1st floor garage.

X

Spot clean fingerprints from woodwork & walls. X Dust surfaces less than 6 feet tall, except desktops. X Clean whiteboard trays only. Do not erase. X Vacuum carpet in hallways, entries, high traffic areas.

X

Clean spider webs from lobby entry areas. X Dust blinds. X Provide shower towel program to 2nd floor shower.

X

Detailed cleaning of refrigerators (8 units). X (end of each week)

Clean & disinfect coffee air pots with solution. X Mop hard surface floors. X Sweep and mop north and south stairwells. X Vacuum detailing under desks, along edges etc. X Vacuum ceiling air conditioning vents on ceilings under 9 feet tall.

X

Vacuum lobby furniture. X Vacuum all chairs. X Steam clean all carpet and floors. X Wash all interior windows and relights, floors 2- 11, and 1st floor up to 9 feet.

EXTERIOR SERVICES:

Wash ground floor exterior windows lower than 9 feet.

X

Use leaf blower on loading dock. X Power wash brick courtyard walking surface and sidewalks.

Power wash parking garage. X

205 Building Do not touch desk unless surface is cleared off.

Task Daily Weekly Monthly Annually Clean & disinfect fingermarks from doors, light switches.

X

Gather all recycling/waste/trash & empty into outside Waste Management containers on first floor garage.

X

Replace plastic garbage liners as necessary. X Spot clean finger marks from entry door glass. X Spot clean spills from carpets. X Report stains and spills on carpet to CareOregon Facilities Manager.

X

Remove broken down boxes & recycle. X Vacuum, spot vacuum areas & clean debris from floors.

X

Clean & disinfect all restroom fixtures and chrome.

X

Clean & disinfect sanitary napkin disposal box in restroom.

X

Clean & disinfect & polish all restroom mirrors. X Clean & disinfect & refill all restroom dispensers, paper and soap.

X

Empty restroom trash containers. X Dust all horizontal surfaces in restroom. X Damp mop and disinfect restroom floor. X Keep janitorial closets clean & orderly. X Report lights out to CareOregon Facilities Manager

X

Disinfect coffee area and set up for next day X Spot clean fingerprints from woodwork & walls.

X

Dust surfaces less than 6 feet tall, except desktops.

X

Clean white board trays only. Do not erase. X Vacuum carpet in hallways, entries, high traffic areas.

X

Clean microwave, coffee air-pots, and refrigerator

X

Vacuum detailing under desks, along edges etc. X Vacuum ceiling air conditioning vents. X Vacuum lobby furniture. X Vacuum all chairs. X Dust mop or vacuum all hard floor surfaces. X

3.3 Work Schedule: This project commences on July 1, 2024. It is important for Proposers to highlight their ability to meet this timeline.

3.4 Term of Contract: The term of the contract shall be from the effective date through July 1, 2027, with the option for one (1) additional two (2) year renewal thereafter subject to the mutual agreement of the parties.

3.5 Attendance at a Mandatory Pre-Proposal Site Visit is required to be eligible to submit a Proposal for this opportunity. The Mandatory Pre-Proposal Site Visit will be conducted on March 12, 2024 from 9:00 AM – 11:00 AM. Meet in front of gate at 315 building. Attendance will be documented through a sign-in sheet.

3.6 Sample Contract: Submission of a Proposal in response to this RFP indicates Proposer’s willingness to enter into a contract containing substantially the same terms (including insurance requirements) of the sample contract identified below. No action or response to the sample contract is required under this RFP.

Any objections to the sample contract terms should be raised in accordance with Paragraphs 2.2 of this RFP pertaining to requests for clarification of the RFP/specifications. This RFP and all supplemental information in response to this RFP will be a binding part of the final contract.

The applicable Sample Goods & Services Contract for this RFP can be found at https://careoregon.org/contact-us/vendor-resources.

Goods & Services Contract (unless checked, item does not apply)

Travel Expense Reimbursement is Authorized Confidentiality Criminal Background Check Requirements. Criminal background checks shall be required for all personnel working under the Janitorial Services contract resulting from this RFP.

The following insurance requirements will be applicable:

Commercial General Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence, with an annual aggregate limit of $2,000,000 for Bodily Injury and Property Damage.

Automobile Liability: combined single limit, or the equivalent, of not less than $500,000 per occurrence for Bodily Injury and Property Damage.

Steam clean the carpet floor X

EXTERIOR SERVICES:

Wash exterior windows lower than 9 feet high X https://careoregon.org/contact-us/vendor-resources

SECTION 4

EVALUATION PROCEDURE

4.1 An evaluation committee will review all Proposals that are initially deemed responsive and they shall rank the Proposals in accordance with the below criteria. The evaluation committee may recommend an award based solely on the written responses or may request Proposal interviews/presentations.

Interviews/presentations, if deemed beneficial by the evaluation committee, will consist of the highest scoring Proposers. The invited Proposers will be notified of the time, place, and format of the interview/presentation. Based on the interview/presentation, the evaluation committee may revise their scoring.

Written Proposals must be complete and no additions, deletions, or substitutions will be permitted during the interview/presentation (if any). The evaluation committee will recommend award of a contract to the final CareOregon decision maker based on the highest scoring Proposal. The CareOregon decision maker reserves the right to accept the recommendation, award to a different Proposer, or reject all Proposals and cancel the RFP.

Proposers are not permitted to directly communicate with any member of the evaluation committee during the evaluation process. All communication must be facilitated through the assigned Procurement Analyst.

4.2 Evaluation Criteria

Category Points available:

Proposer’s General Background and Qualifications 0-30 Scope of Work 0-35 Equity, Diversity, and Inclusion Efforts 0-10 Fees 0-25

Available points 0-100

4.3 Once a selection has been made, CareOregon will enter into contract negotiations. During negotiation, CareOregon may require any additional information it deems necessary to clarify the approach and understanding of the requested services. Any changes agreed upon during contract negotiations will become part of the final contract. The negotiations will identify a level of Work and associated fee that best represents the efforts required. If CareOregon is unable to come to terms with the highest scoring Proposer, discussions shall be terminated and negotiations will begin with the next highest scoring Proposer. If the resulting contract contemplates multiple phases and CareOregon deems it is in its interest to not authorize any particular phase, it reserves the right to return to this solicitation and commence negotiations with the next highest ranked Proposer to complete the remaining phases.

SECTION 5

PROPOSAL CONTENTS

5.1 Vendors must adhere to submission instructions and be advised as follows:

1. Complete Proposals must be emailed to vendorservices@careoregon.org. The subject line of the email must identify the RFP title. Proposers are encouraged to contact Procurement to confirm receipt of the Proposal.

2. CareOregon reserves the right to solicit additional information or Proposal clarification from the vendors, or any one vendor, should CareOregon deem such information necessary.

3. Proposal may not exceed a total of 20 pages (single-sided), inclusive of all exhibits, attachments or other information.

4. Proposers are required to structure Proposals following the below question outline. It is important for answers to be clear and concise.

5.2 Proposer’s General Background and Qualifications (Max 30 Points):

1. You must attach a cover letter.

2. Description of the firm.

3. Credentials/experience of key individuals that would be assigned to this project.

4. Description of providing similar services to non-profit entities of similar size within the past five (5) years.

5. Describe your typical customer profile, such as size and service provided. What are your customer retention rates?

6. Description of the firm’s ability to meet the requirements in Section 3.

7. Description of what distinguishes the firm from other firms performing a similar service.

8. Describe if your firm is currently or potentially engaged in litigation.

9. Provide information demonstrating that your firm is financially stable.

10. Identify any issues or concerns in social media about your firm.

11. Attach a copy of the firm’s Oregon Property Services Contractor License.

5.3 Scope of Work(Max 35 Points):

1. Does your firm provide all services required in this RFP using the firm’s own employees, or are some services provided by subcontractors? Which services are performed by subcontractors?

2. Is your firm available for unexpected situations and emergencies, such as water damage, vandalism clean-up, fire damage, biohazard cleanup? If yes, please provide some information about special requests, urgent, or emergency services.

3. In an unexpected situation or emergency, what is your response time?

4. What are the training requirements for your workers? How do you keep them up to date with best practices for janitorial services and safety considerations?

5. Describe if your staff is certified in cleaning operations. If so, what certifications do your staff hold.

6. Do your employees wear uniforms and carry professional identification?

7. Do you offer any specialized services such as eco-friendly cleaning? If yes, please explain and provide a list of eco-friendly products.

8. What measures do you take to ensure consistency and quality in your cleaning services?

9. How do you handle customer feedback and address any issues that arise?

10. What safety protocols do you have in place to protect both your employees and our property?

11. How do you accommodate changes in cleaning needs?

12. Do you utilize any technology or software applications for scheduling, communication, or reporting?

Please describe how your firm and CareOregon will communicate with each other.

13. Can your firm meet the July 1, 2024 startup timeline? What resources are needed from CareOregon to make sure the mobilization and startup timeline is met?

mailto:vendorservices@careoregon.org

5.4 Equity, Diversity and Inclusion Efforts (Max 10 Points):

1. Describe your firm’s equity, diversity and inclusion values, policies, efforts, and successes. Include specific details of efforts and how they have shaped the composition and spirit of your firm.

2. Supplier diversity is the intentional inclusion of historically underutilized businesses in a firm’s supply base to achieve innovation, cost reduction, and building economic growth in our communities. If you plan to use subcontractors or other third-party services for the services proposed to CareOregon, describe your supplier diversity program.

3. Outline the specific elements of your proposed services that will support and advance CareOregon’s equity, diversity, and inclusion mission.

5.5 Fees (Max 25 Points):

Fees should be on a time and material with a not to exceed fee basis, or on a fixed fee basis. Fees should be sufficiently descriptive to facilitate acceptance of a Proposal. List the not-to-exceed amount you propose for the service. If time and material basis – fees and fee schedules should include all estimated expenses, hourly rates for all assigned individuals, anticipated travel, and other expenses. If services are extended past the initial contract term, provide a maximum escalator to the fee for additional terms. You must attach the completed Fee Schedule to your Proposal (see the form on last page).

5.6 References (no points given)

Provide at least three (3) references from clients your firm has served similar to CareOregon in the past three (3) years, including one client that has newly engaged the firm in the past thirty-six (36) months and one (1) long-term client. Provide the name, address, email, and phone number of the references. Please note the required three references may not be from CareOregon staff, but additional references may be supplied. Points awarded for this criteria are based on both the providing of references as well as information gleaned from the provided contacts. Evaluation Committee members may contact references at their sole discretion.

5.7 You must attach the completed Proposal Certification (see the below form).

5.8 You must attach the completed Fee Schedule (see last page of RFP).

PROPOSAL CERTIFICATION

RFP #2024-03-REISSUE Janitorial Services

Submitted by:

(Must be entity’s full legal name, and State of Formation)

Each Proposer must read, complete and submit a copy of this Proposal Certification with their Proposal.