RFP 2026-154 Bus Stop Shelter P and R Cleaning Services (1).pdf

All information, including forms, awards, and protest procedures are posted on Community Transit’s procurement web portal, at https://www.communitytransit.org/about/procurement.

Request for Proposal

Point of Contact:

Kristin Bruington, CPPB Procurement Specialist

(425) 521-5235 procurement@commtrans.org

RFP Number: 2026-154

Bus Stop, Shelter, P&R Cleaning Services Qualified Vendors are invited to submit proposals, based on the information provided in this RFP to provide bus stop shelter and park and ride cleaning services to all locations located within this solicitation.

Fixed price contract for a term of one-year beginning February 2027 with four (4) one-year extension options, at the sole discretion of Community Transit.

TIMELINE

The following represents the tentative schedule for this solicitation. Any change in the scheduled dates for the Deadline, Final Questions, or Proposal Due Date will be issued in an addendum to this RFP. The award schedule may be adjusted without notice.

Event Date

Issue Date................................................................................ November 2, 2026

Deadline for Final Questions.................................................... November 25, 2026

Proposal Due Date................................................................. December 2, 2026 - 2:00 p.m. PST

Award ...................................................................................... February 2027

Contract Start Date................................................................... February 2027

OFFER PERIOD – 120 DAYS

Each proposal shall remain open for the offer period above beginning on the proposal due date. Community Transit reserves the right to request an extension to this period.

mailto:procurement@commtrans.org https://www.communitytransit.org/about/procurement

VENDOR’S CHECKLIST

RFP #2026-002 Bus Stop, Shelter, P&R Cleaning Services

Proposals must be uploaded to Community Transit’s Procurement webpage https://www.communitytransit.org/about/procurement under the above solicitation number and title no later than the proposal due date and time to be considered responsive. Community Transit will be the final authority in determining the responsiveness of a proposal.

Certification Regarding Conflict of Interest - (Form 7.02)

Questionnaire (Form 7.03)

Price Sheet (Form 7.04)

Please ensure all required documents are properly completed and signed.

Table of Contents

SECTION 1 - INSTRUCTIONS

SECTION 2 - EVALUATION & AWARD

SECTION 3 - SCOPE OF WORK

SECTION 4 - SPECIAL TERMS & CONDITIONS-PROJECT SPECIFIC

SECTION 5 - GENERAL TERMS & CONDITIONS

SECTION 6 – NOT USED

SECTION 7 - FORMS

SECTION 8 - SAMPLE CONTRACT

SECTION 9 - ACRONYMS & DEFINITIONS

EMS SUPPLEMENT

VENDOR SPILL FORM

EXHIBIT A – BUS STOP LOCATIONS & EQUIPMENT

EXHIBIT B – SHELTERS & GARBAGE CANS

SECTION 1 - INSTRUCTIONS 1

SECTION 1 – INSTRUCTIONS

1.01 PREPARATION OF PROPOSALS

A. Vendors must register at and utilize the Community Transit Procurement webpage https://www.communitytransit.org/about/procurement to participate in this procurement.

B. Vendors shall upload electronic copies of their Proposal on Community Transit’s web page: https://www.communitytransit.org/about/procurement to be considered responsive. Instructions for uploading are shown in 1.02 below.

C. Vendors shall examine the Request for Proposal’s Scope of Work, Solicitation Instructions and Conditions, the General Provisions and all Exhibits and Attachments.

Failure to do so shall be at Vendor's risk.

D. Each Vendor shall furnish the information required by the solicitation. Incomplete or missing forms may cause your proposal to be deemed non-responsive. Erasures or other changes shall be initialed by the person signing the proposal.

E. Proposals for goods and/or services other than those specified will not be considered unless authorized by the solicitation.

F. Community Transit is not responsible for any cost associated with the preparation of responses to this request or any other costs incurred by any vendor prior to the execution of a contract. All materials submitted become the property of Community Transit.

G. Information will not be released by Community Transit prior to contract award in order to protect the integrity of the procurement process, unless otherwise required by law.

All proposals will remain confidential until a contract is awarded and fully executed by all parties involved.

1.02 PROPOSAL SUBMITTAL

Vendors shall provide a proposal which shall demonstrate an understanding of the project requirements as stated throughout this Request for Proposal. Vendors may emphasize in their narrative any areas of their proposal that they believe exceed our requirements.

A. Questionnaire

Vendor shall complete and submit Form 7.03 Questionnaire. Your response will be evaluated against the selection criteria as shown in Section 2.01 Evaluation Process.

B. Price Proposal

1. Vendor shall complete the Price Sheet in Section 7.04.

a. Price shall include all costs necessary to perform the work and complete the Contract. The price must include, but is not limited to, furnishing all materials, equipment, supplies, tools, plant and other facilities and all management, supervision, labor and service, except as may be provided otherwise in the Scope of Work.

b. For evaluation purposes, prices shall not include Washington State sales taxes and Federal excise taxes. See also Section 5, 5.24.

SECTION 1 - INSTRUCTIONS 2

C. Instructions for submission of proposals:

1. REGISTER on Community Transit’s Procurement Web Portal (https://www.communitytransit.org/about/procurement and click ‘Vendor Registration’)

2. Navigate to ‘BIDS’ and select the solicitation number (found on the cover sheet of this solicitation)

3. Download documents from ‘DOCUMENTS’ tab

4. Questions can be submitted by deadline in the ‘CLARIFYING QUESTIONS’ tab.

5. Upload completed documents (identified in ‘Vendor’s Checklist’) to ‘RESPONSE’ tab.

1.03 FINANCIAL RESPONSIBILITY (PROPOSALS OVER $100,000)

If requested by Community Transit prior to the award of a contract, the Vendor shall submit proof of adequate financial resources available to carry out the execution and completion of work required by this contract.

Community Transit reserves the right to audit the Vendor throughout the term of this contract to assure the Vendor’s financial capacity to perform and comply with all terms and conditions contained within this contract. Community Transit will be the sole judge in determining the Vendor’s financial ability to carry out the terms of this contract.

1.04 VENDOR PROPOSED EXCEPTIONS

By submitting a proposal, the Vendor has accepted, without reservation, the whole of the general requirements, the legal requirements, and contract provisions contained in this solicitation document. If no exceptions are noted in the Vendor's proposal, Community Transit expects complete conformance by the Vendor.

A Vendor shall document any exceptions or additional provisions that it wishes Community Transit to consider. The Vendor shall clearly identify any proposed deviations from the language contained herein. Each exception must be clearly defined and cross-referenced to the proper paragraph in this solicitation. The exception shall include, at a minimum, the Vendor's proposed substitute language and opinion as to why the suggested substitution will provide equivalent or better service and performance.

Note: Community Transit reserves the right to reject any or all Vendor-proposed exceptions or additional provisions to terms and conditions, and other requirements without comment. An excessive number of exceptions may cause the Offer to be viewed as non-responsive. Federal Transportation Administration (FTA) terms are non-negotiable.

1.05 COMMUNICATIONS WITH COMMUNITY TRANSIT

This section only applies to communications regarding this solicitation. All other communications remain unrestricted.

A blackout period is established between the time a solicitation is issued by Community Transit and the time the agency awards the contract. After the issuance of any solicitation, all Vendors, contractors, consultants or individuals acting on their behalf are hereby prohibited from contacting any Community Transit employee, official or representative at any time during the blackout period. Communications concerning this

SECTION 1 - INSTRUCTIONS 3

solicitation with other than the listed Procurement Staff may cause the Vendor to be disqualified.

Any and all communications during the blackout period shall be e-mailed to the following address: procurement@commtrans.org

1.06 REVISIONS OF PROPOSALS

All revisions shall be made in writing, executed and submitted in the same form and manner as the original proposal.

1.07 WITHDRAWAL OF PROPOSALS

Proposals may be officially withdrawn from consideration only by submitting a written request to Community Transit’s point-of-contact identified on the cover sheet prior to the proposal due date.

1.08 REQUEST FOR DUE DATE EXTENSION

Prior to the deadline for questions due, Vendors may request an extension of the proposal due date. Such requests must be accompanied by documentation to justify an extension. Vendor also agrees to supply any additional information that may be required by Community Transit to make a decision on any request for extension. Community Transit shall examine the request and any documents and shall determine if the Contractor is entitled to an extension and the duration of such extension. Any approved extension will be issued as an addendum.

1.09 LATE PROPOSALS

The time of receipt at Community Transit is the date-time stamp of the offer upload per Community Transit’s solicitation portal. Submittals will not be accepted by the portal after the due-time of the solicitation.

1.10 REJECTION OF PROPOSALS

Community Transit may waive informalities and minor irregularities in proposals received.

Community Transit reserves the right to reject any or all proposals.

1.11 JOINT VENTURE

Joint venture proposals will not be accepted by Community Transit. Vendors shall structure their submitted proposals so the Vendor is the Primary Vendor.

Firms associated with the Primary Vendor, providing goods and/or services to Community Transit under this contract, shall be as a subcontractor to the primary contract awardee, and not to Community Transit.

1.12 SINGLE PROPOSER

In the event that only one proposal is received, Community Transit may request an extension of the offer period and/or conduct a price or cost analysis on the proposal. The Vendor shall promptly provide all cost or pricing data, documentation and explanation requested by Community Transit to assist in such analysis. By conducting such analysis, Community Transit shall not be obligated to accept the single proposal; Community Transit reserves the right to reject such proposal or any portion thereof.

mailto:procurement@commtrans.org

SECTION 1 - INSTRUCTIONS 4

1.13 ADDEND A

If at any time Community Transit changes, revises, deletes, clarifies, increases, or otherwise modifies the solicitation, a written Addendum to the solicitation will be issued.

Some routine or non-critical clarifications (items that don’t change the scope) may be provided under “Clarifying Questions” on our website for this solicitation without issuance of Addenda. Vendors must register for this solicitation to be notified of any addenda and/or new documents. It is the Vendor’s responsibility to check for addenda and other new documents on-line.

No oral interpretations of the solicitation will be made to any Vendor. All questions and any explanations must be requested in writing and directed to the Point of Contact no later than the deadline specified on the cover sheet or as extended per addendum. Oral explanations or instructions are not binding. Any information modifying a solicitation will be furnished to all Vendors by addendum.

1.14 ACKNOWLEDGMENT OF ADDEND A

By submitting an Offer on our web portal, the Vendor acknowledges receipt and understanding of any and all addenda issued for this solicitation.

SECTION 2 – EVALUATION & AWARD 1

SECTION 2 – EVALUATION & AWARD

2.01 EVALUATION PROCESS

A Community Transit evaluation team will review and score proposals in accordance with the requirements stated in this solicitation.

Selection Criteria: Proposals will be evaluated based on the following weighted criteria and relevant information obtained by Community Transit through other means, i.e.

references, past performance, etc., subject to variation at the sole discretion of CT.

# Criteria Points Description

1 Qualifications and Relevant Experience

45 Evaluate responses from Questionnaire.

2 Technical Capability, Approach, and Capacity

50 Evaluate responses from Questionnaire.

3 Communication, Customer Services, and Training

25 Evaluate responses from Questionnaire.

4 Risk, Performance, Quality Assurance, and Sustainability

30 Evaluate responses from Questionnaire

5 Price Proposal 50 Evaluate Vendors’ price proposals to determine cost realism and reasonableness. Proposed prices:

are realistic for the work to be performed;

demonstrate that the Vendor understands the Scope of Work (Section 3); and are reasonable as compared to the level of effort detailed in the Vendor’s proposal.

Total 200

Interviews: Community Transit may request interviews with the highest-ranked Vendor(s).

The purpose of the interview, if held, will be to further review the finalist(s) in specific areas to determine which proposal provides the best fit and value to Community Transit.

Finalist(s) shall have key employees available for these interviews. Community Transit will notify the finalist(s) as to the time, date, and location for an interview or conference call.

Final Selection: The final selection will be based on the total of the scores achieved. The highest-ranked Vendor may be requested to submit a best and final offer. Community Transit may enter into final negotiations with the highest ranked Vendor for the purposes of contract award. Proposals should be submitted with the most favorable offer as Community Transit may award without further discussions.

2.02 AWARD

Community Transit will award to the Vendor whose offer conforms to the solicitation and

SECTION 2 – EVALUATION & AWARD 2

will be most advantageous to Community Transit. Community Transit is not required to award a Contract to the Vendor offering the lowest price. Within the offer period, Community Transit will either decide to award a contract or reject all proposals.

Intent to Award: The intent to award notification will be posted on our website as shown on the cover sheet. Only the selected Vendor will be sent an Intent to Award letter and a Contract.

Notice to Proceed: Upon submission of all required documents, Community Transit will execute the Contract and issue a Notice to Proceed.

Debrief: Unsuccessful proposers are welcome to submit a debrief request through the point of contact on the solicitation cover sheet.

SECTION 3 – SCOPE OF

WORK

SECTION 3 – SCOPE OF WORK

3.01 PURPOSE

Community Transit is seeking the services of an experienced, dedicated, proficient and qualified housekeeping Vendor to furnish scheduled janitorial services for approximately 617 bus stop locations including 18 Park & Ride/Transit Center properties, 12 Comfort Stations (18 restrooms) and 86 Swift Platform Stations throughout our service area in Snohomish County.

3.02 BACKGROUND

Community Transit places a high value on our customer experience and the level of service in the maintenance, upkeep and appearance of our properties including but not limited to Bus Stops, Swift Platforms, Park & Ride’s, and Comfort Stations. With that expectation as a cornerstone of the services we provide to our customers, Community Transit is seeking those same qualities in the awarded Vendor.

3.03 SERVICE SCHEDULE

The work to be performed by the Vendor under this contract shall be executed during hours which least impact to the operations of service of Community Transit including Saturdays, Sundays and Holidays at no additional costs or premiums.

The Vendors work schedule under this contract will be mutually agreed upon between Community Transit and the Vendor and may change from time to time to meet the needs of Community Transit.

3.04 VENDOR RESPONSIBILITIES

A. Vendor will provide appropriate staffing and supervision to perform the services of this contract and uphold the service schedule agreed upon between Community Transit and the Vendor.

B. If for any reason a scheduled service cannot be perform by the Vendor, the Vendor will notify their Community Transit facilities contact immediately.

C. All direct service providers of the Vendor for this contract will have and maintain a valid Washington State driver’s license.

D. Vendor will include as part of this contract, all housekeeping cleaning supplies, tools, and equipment necessary to properly maintain each property to a service level acceptable to Community Transit. Repair of comfort station dispensers will be the responsibility of Community Transit.

1. Housekeeping cleaning supplies include: all consumables for each comfort station such as 2 ply toilet paper (dispensers may vary), paper hand towels, liquid soap, toilet seat covers, urinal cakes, feminine hygiene products and trash can liner bags.

2. All cleaners and chemicals require Community Transit approval prior to use.

No other chemicals or storage of materials will be allowed other than those used in the performance of this contract.

E. Vendor will furnish to Community Transit within 10 days prior commencing work, all Safety Data Sheets (SDS) for any cleaning products and/or chemicals used to service any Community Transit property.

F. Annually the Vendor will furnish to Community Transit evidence of hazardous materials handling and biohazard clean up training for all service providers doing work on Community Transit properties. This can include copies of training completion certificates or similar documents proving the training was done.

G. Vendor will furnish and maintain a service cleaning log which shall be posted at each Comfort Station. Comfort Station logs will provide, at a minimum, information which identifies the property serviced, date, time, and initials of the service provider. Copies of each Comfort Station service log shall be submitted electronically to Community Transit with each monthly billing.

H. Vendor will be able to provide “On-Call Special Request Clean Up” (including hazardous clean up) services within a 4-hour response time. Compensation for “On-Call Special Requested Clean Up” services will be based on a “per hour” rate listed on the price sheet.

I. Vendor will notify their Community Transit facilities contact as soon as practical of any recommendations or suggestions for repairs or maintenance.

3.05 CONTRACT CHANGES

Community Transit may, from time to time, make changes to the services described within the content of this contract. In addition, Community Transit shall have the right to add, delete or alter the service frequency to any of the properties or locations included in this contract. If there is a change to the service content of this contract, Community Transit will provide the Vendor with as much advanced notice as possible. In such event Community Transit will negotiate, in good faith, with the Vendor to make any adjustments to service schedules, locations or pricing which may be impacted by the Vendor.

3.06 SAFETY PLAN

Vendor will submit, with their proposal, a “safety plan” with details of how Vendor service providers will execute safety precautions while working at Community Transit properties.

3.07 DEFINITIONS

For the purposes of this RFP, proposal specifications and contract, Community Transit defines the following:

A. Park and Rides- those properties where customer parking is available in combination with bus services. Park & Ride properties can include a combination of a platform, fixed shelters, trash cans and comfort stations.

B. Platform Area - the area encompassing all elements of the customer “waiting area”.

C. Fixed Shelters - a single shelter or several shelters joined together to form a larger unit with either glass, plexi-glass or metal screens.

D. Trash Cans – a 32/40-gallon stand-alone container or a pole mounted 10-gallon container.

E. Comfort Stations - restrooms provided for the exclusive use of Community Transit coach operators, public safety personnel and on occasion neighboring Transit agencies. Comfort Stations are not provided for use by the general public.

F. Standard Route Stop - (service location) For the purposes of this cleaning contract a typical route stop or service location is a location that is not a Park and Ride and may have a shelter only, trash can only or a combination of shelter and trash can.

G. Swift Stop – is a custom stop which services Community Transits “Swift” service on the Highway 99 corridor between Everett Station and Aurora Transit Center.

3.08 PARK AND RIDE CLEANING SPECIFICATIONS

Community Transit Park & Ride properties shall be serviced and maintained to the highest level of appearance and functionality. Each property “service cleaning” (visit) shall include, at a minimum, the following tasks:

Platforms (customer waiting areas) , including curbs, shall be swept and/or air blown, trash such as cups, cans, bottles, paper, and other debris shall be picked up and removed from the platform area.

Trash/Garbage Cans will be emptied at each service cleaning with a new replacement liner installed, regardless of the amount of garbage in the bag. The Vendor shall remove the liner of the trash can and clean the area in between the trash can liner and trash can frame to prevent buildup of trash under the liner. All debris in and around the trash container will be picked up and removed. The exterior surfaces of the trash can, shall be sprayed with a disinfectant solution and wet-wiped cleaned. All trash and debris collected as a result of the cleaning shall be removed by the Vendor and properly disposed of per section 3.11 Trash Collection and Disposal.

Park & Ride Shelters

Park & Ride shelters with glass or plexi-glass shall be cleaned using an appropriate cleaning solution for either glass or plexi-glass. Standard glass cleaner with ammonia shall not be used on plexi-glass.

It is understood that most shelter glass or plexi-glass becomes heavily damaged with etching, scratches and graffiti and is impractical to remove. Community Transit expectations for weekly cleaning of shelters with glass or plexi-glass is that service personnel will use a solution cleaning product to remove surface grim, fingerprints, dirt, stains, and other easily removable debris from both the inside and outside surface of the shelters.

Any shelters found with offensive or harassing type graffiti will be reported immediately to your Community Transit facilities contact for dispatch of a facilities crew to remove.

Park & Ride Platform Power Washing

The Vendor will also include power washing services for “special requests”. Special power washing service requests will be charged at an hourly rate which will include all equipment, labor, and materials.

Special request power washing services will have included but not be limited to, shelters, stops, customer platforms, bio-hazard clean ups, stairs, Swift stations, customer platforms and roofs.

Power washing shall include the removal of grime, dirt, gum, spilled stains, and other surface debris.

Power washing shall be conducted with the least amount of disruption to customers and transit operations.

3.09 COMFORT STATION CLEANING SPECIFICATIONS

A. Comfort Stations are restrooms for the exclusive use by Community Transit coach operators and other transit agencies operators as well as some state and local police officers. Comfort Stations are not open to the public and are not allowed to be used by the public. The cleaning specifications for the comfort stations are the same as for any restroom cleaning standard including the following: A barrier shall be placed in front of or in the doorway of the comfort station being serviced which will alert users that the comfort station is out of service for cleaning.

B. Service personnel shall use a clean supply of water, cleaning cloth, mop, and commercial disinfectants for the cleaning of each comfort station. Cleaning supplies such as water, mops, cloths etc. shall not be used from one comfort station to another.

C. Clean, disinfect and dry, for immediate use, all sinks, sink fixtures, countertops, mirrors, urinals, and toilet fixtures, making sure to clean under the toilet rim, both sides of toilet seat and around the toilet pedestal. Walls behind toilets, adjacent to urinals and fixtures shall also be cleaned. Vendors shall not “hose down” any Comfort Station Facility because most Comfort Stations contain wall mounted and/or electrical devices or equipment.

D. All interior surfaces such as dispensers and light fixtures shall be wiped or dusted with a damp cloth.

E. Comfort Station floors shall be wet mopped with clean water and a clean mop and dried for immediate use. Special attention shall be paid to corners and the area around fixtures.

F. All consumable products shall be replenished (including but not limited to, toilet paper, paper towels, toilet seat covers and hand soap). If the consumables are found to be partially used, the service personnel shall replenish with new and the partial products, such as toilet paper or paper towels shall be left in such a way that they may be used outside of their dispensers.

G. All wastebaskets and garbage containers shall be emptied, and liners shall be replaced with a new liner, regardless of how full the bag may be.

H. All doors and hardware shall be wiped cleaned and disinfected inside and outside.

I. Service personnel shall fill out the service log located in each comfort station indicating date, time, and initials of service person

J. Service personnel shall ensure that comfort stations doors are closed and locked upon departure.

3.10 STANDARD ROUTE (BUS STOP) CLEANING SPECIFICATIONS

A. A Bus Stop service location may be a stop with a post mounted 10-gallon garbage can with or without a pole mounted seat, a 32-gallon stand-alone garbage can, shelter or a combination of each. See Exhibit A – Bus Stop Locations & Equipment for exact locations and equipment at each, and Exhibit B – Shelters and Garbage cans for pictures of each.

B. The standard service for a stop with a 10-gallon garage can includes, emptying the garbage can, replacing it with a new plastic bag liner, wiping clean the seat, and picking up any loose trash or debris within a 5-foot radius of the stop.

C. The standard service for a stop with a 32-gallon free standing garbage can includes, removing the plastic garbage bag, cleaning out any trash or debris between the liner and the can frame, replacing with a new plastic can liner and picking up any loose trash or debris within a 5-foot radius of the stop.

D. The standard service for a stop with a glass or plexi-glass shelter includes the service provider picking up any trash or debris within a 10-foot radius of the shelter.

E. It is understood that most shelter glass or plexi-glass becomes heavily damaged with etching, scratches and graffiti and is impractical to remove. Community Transit expectations for weekly cleaning of shelters with glass or plexi-glass is that service personnel will use a solution cleaning product to remove surface grim, fingerprints, dirt, stains, and other easily removable debris from both the inside and outside surface of the shelters.

F. Any shelters found with offensive or harassing type graffiti will be reported immediately to your Community Transit contact for dispatch of a facilities crew to remove.

G. The standard service for a stop with a combination of a trash can and shelter shall be serviced in the same manner as described above for each of the stop amenities.

H. The standard service for a Swift Stop shall be the same as the standard service for a stop with a 32-gallon trash can. Swift stop platforms are serviced and cleaned, except for trash collection by Community Transit Facilities Maintenance.

I. Garbage cans at bus stops and Swift stops are furnished by Community Transit.

Community Transit trash cans are standard for Community Transit and are identified by our corporate blue color or the stainless-steel trash containers mounted at the Swift stops.

J. For trash cans that are placed at Community Transit bus stops which are not standard Community Transit can shall not be serviced by the Vendor. The Vendor shall notify their Community Transit Facilities contact immediately.

K. From time-to-time service personnel will discover non-transit trash. i.e., home trash, garbage from restaurants or other business trash, pet waste or other “non-transit” trash. Service personnel should not pick up this “non-transit” trash but contact your Community Transit Facilities contact immediately and provide the stop ID number.

3.11 TRASH COLLECTION AND DISPOSAL

All trash, garbage and other debris collected at Community Transit properties, bus stops, Swift stops, Park & Rides and Transit Centers shall be disposed of at our Facilities Maintenance facility at our CAB property. (2312 W Casino RD, Everett 98204) Vendor will be issued an access control keycard for access to the property.

Community Transit has a 25-yard container at the Kasch Park Casino Road property for Vendors use to dispose of trash from bus stops, Swift stops, Park & Rides and Transit Centers.

3.12 HAZARDOUS AND/OR SPECIAL REQUEST CLEANING SERVICES

From time to time, it may become necessary for Community Transit to call upon the Vendor to conduct a special or urgent cleaning service at a park and ride platform, Swift Stop, shelter, elevator or comfort station. A special cleaning service must be responded to within 4 hours and may include but not limited to: clean-up of human or animal wastes, biohazards such as vomit, blood and or feces or the results of an accident or vandalism.

It shall be the responsibility of the Vendor to furnish service personnel who are properly equipped and have been properly trained and understand the precautions necessary for clean-up and disposal of hazardous waste.

3.13 KEY DELIVERABLES

The Vendor shall provide the following key deliverables:

A. Work Record Summary

The Vendor will provide to Community Transit with an updated list of each monthly billing a work record summary, acknowledging the services performed for each Community Transit property, stop, and park and ride. The monthly summary will become documentation supporting monthly payment to the Vendor.

B. Cleaning Log

Vendor will furnish and maintain a service cleaning log to be posted at each Comfort Station. Comfort Station logs will provide at minimum information which identifies the property serviced, date, time and initials of the service provider.

Copies of each Comfort Station service log shall be submitted to Community Transit with each monthly billing.

C. Service Schedule

After contract award, Vendor and Community Transit will create a service schedule which will establish the days of the week for trash pick-up and property cleaning services to be furnished by the Vendor for each property location. The intent and purpose of this service schedule will allow Community Transit to monitor the level of service being provided by the Vendor and for Community Transit to anticipate when services will be or have been performed.

D. On-Call Special Clean-Up Requests

Vendor will provide “On-Call Special Request Clean Up” (including hazardous clean

up) cleaning services to any location within 4 hours of notification from Community Transit. Compensation for “On-Call Special Requested Clean Up” services will be based on a “per hour” basis as indicated in Section 7.04 Price Sheet.

SECTION 4 – SPECIAL TERMS & CONDITIONS 1

KSECTION 4 – SPECIAL TERMS & CONDITIONS

4.01 SMALL BUSINESS ENTERPRISE (SBE) PARTICIPATION

A. Definitions

1. Definitions and information regarding SBEs currently certified with the State of Washington is available at:

Office of Minority and Women’s Business Enterprises (OMWBE) PO Box 41160 Olympia, WA 98504-1160

Main: (360) 664-9750; Toll Free: (866) 208-1064; Fax: (360) 586-7079; TTY: (800) 833-6384 or visit their website at www.omwbe.wa.gov

2. Community Transit has adopted a DBE-neutral and DBE-conscious policy to support and encourage Small and Disadvantaged Business Enterprises (SBE/DBE) per 49 C.F.R. Part 26. The Policy is available at:

http://www.communitytransit.org/SDBE. If a project is federally funded, Section 6 will be provided in the solicitation with requirements in part 6.11 DBE.

3. Community Transit is committed to equitable participation for SBEs and have taken the pledge to support “Equity in Infrastructure Projects” https://equityininfrastructure.org/. We encourage Vendors to partner with SBEs in their contract awards for our projects. Vendor may be requested by Procurement to report SBE participation.

B. Affirmative Efforts to Solicit SBE Participation

Vendor is encouraged to:

1. Advertise opportunities for subcontractors or suppliers in a manner reasonably designed to provide SBEs capable of performing the work with timely notice of such opportunities. All advertisements should include a provision encouraging participation by SBE firms and may be done through general advertisements (e.g., internet, newspapers, journals, etc.) or by soliciting bids directly from SBEs.

2. Utilize the services of available community-based organizations, contractor groups, local assistance offices, and organizations assisting in the recruitment and placement of SBEs, such as the OMWBE.

3. Establish delivery schedules, where requirements of the Contract allow, that encourage participation by SBEs.

C. SBE Reports and Related Items

If requested, Vendor shall timely submit records, reports, and documents regarding SBE participation in a manner required by Community Transit (e.g. award of subcontracts, value of work, etc.).

https://equityininfrastructure.org/ http://www.omwbe.wa.gov/ http://www.communitytransit.org/SDBE

SECTION 4 – SPECIAL TERMS & CONDITIONS 2

4.02 NON - PERFORMANCE CORRECTIVE ACTION PLAN

Community Transit places a very high value, expectation, and importance on the level of service we expect from our service provider and its service personnel.

It is imperative that the Vendor notify Community Transit prior to any service interruptions, schedule changes or delays of service of any kind.

In the event the services being provided by the Vendor are found to be in non-compliance of the scope or expectations of Community Transit, Community Transit, at its sole discretions, may take the following steps in an effort to ensure Community Transit expectations are being met.

If such a condition should arise, Vendor will be notified and expected to take corrective action within two hours of being contacted by Community Transit.

After a third occurrence of non-compliance has been communicated to the Vendor, a letter of “non-performance” will be sent to the Vendor, detailing the circumstances of the non-performance. The Vendor will have three business days to respond to the non-performance letter with a detailed corrective action plan.

If after a condition of non-performance continues Community may resort to:

Dispatch a third-party vendor or utilize its own crews to make necessary service correction for which the Vendor will be responsible for payment.

Terminate the contract for default.

4.03 PREVAILING WAGE REQUIREMENTS

A. The wage rates to be paid to all laborers, workers, and mechanics who perform any part of this Contract shall not be less than the prevailing wage rates as required by Chapter 39.12 of the Revised Code of Washington, as amended. This requirement applies to laborers, workers, and mechanics whether they are employed by the Vendor, any of its subcontractors, or any other person who performs a portion of the Work completed by this Contract.

B. The State of Washington prevailing wage rates applicable for this Contract, which is located in Snohomish County, may be found at the following website address for the Washington State Department of Labor & Industries:

https://fortress.wa.gov/lni/wagelookup/prvWagelookup.aspx . Based on the submittal deadline for this project, the applicable effective date for prevailing wages for this solicitation is the solicitation due date. A copy of the applicable prevailing wage rates is also available for viewing at Community Transit’s Procurement Office, located at 2312 W. Casino Road, Everett, WA 98204. Upon request, Community Transit will send a copy of the applicable prevailing wages for this Contract.

C. In referencing such rates, Community Transit does not imply or warrant that the Vendor will find labor available at those rates. It is the Vendor's sole responsibility to determine the wage rates actually paid.

https://fortress.wa.gov/lni/wagelookup/prvWagelookup.aspx

SECTION 4 – SPECIAL TERMS & CONDITIONS 3

4.04 INTENTS & AFFIDAVITS

A. Statement of Intent to Pay Prevailing Wages

The Vendor and every subcontractor, regardless of tier, must file a Statement of Intent to Pay Prevailing Wages with the Washington State Department of Labor and Industries (L&I) at the beginning of the Contract and each subsequent contract year.

Each Statement of Intent must identify all applicable categories of work and receive L&I approval. No first payment for a new contract year will be made until the Procurement Specialist has obtained the L&I-approved Statement of Intent for the Vendor and each applicable subcontractor.

B. Affidavit of Wages Paid

The Vendor and every subcontractor, regardless of tier, must file an Affidavit of Wages Paid with L&I at the end of each contract year, as applicable, and upon completion of the Contract. No final payment for an expiring contract year will be made until the Procurement Specialist has obtained the required L&I approved Affidavit of Wages Paid for the Vendor and each applicable subcontractor.

C. Filing Fees

The Vendor is responsible for all applicable processing fees charged by L&I for filing of Statements of Intent to Pay Prevailing Wages and Affidavits of Wages Paid. These fees must be included in the Bid Price. Any change in filing fees will not be grounds for revision of the Contract Amount. A receipt confirming submission of a document

4.05 PRICE ADJUSTMENTS

Prices shall remain firm for the duration of the initial one-year Contract period, after which the Vendor may request a price adjustment once each year for compensation in changes to Prevailing Wage Rates.

A. Vendor shall notify the Procurement Specialist, at any time during the optional contract renewal periods, if the rate of pay for labor (including fringe benefits) causes the unit prices for services shown in the Price Sheet to either increase or decrease.

Vendor shall make their request within sixty (60) days after the effective date of the Prevailing Wage Rate change. The notice shall include the Vendor’s request for an adjustment in the contract unit prices which shall be negotiated under paragraph (B) of this clause, and shall include, supporting data explaining the cause, requested effective date, and amount of the increase or decrease and the amount of the Vendor’s adjustment request.

B. Promptly after the Procurement Specialist receives the request and data under paragraph a) of this clause, the Procurement Specialist and the Vendor shall negotiate a price adjustment for the contract unit prices and its effective date. The Procurement Specialist may postpone negotiations until an accumulation of increases and decreases in the labor rates (including fringe benefits) results in a reasonable adjustment to the unit prices. If an agreement is reached, the Procurement Specialist shall amend the Contract to include the unit price adjustment and its effective date.

C. Any price adjustment under this clause shall be limited to:

1. The effect on unit prices of the increases or decreases in the Prevailing Wage rates of pay for labor (including fringe benefits). There shall be no adjustment for:

SECTION 4 – SPECIAL TERMS & CONDITIONS 4

a) Changes in rates or unit prices other than those services listed on the Price Sheet; or

b) Changes in the quantities of labor or material used from those shown on the Price Sheet for each line item.

2. Any other price adjustment requests are discouraged and will only be reviewed once annually for unforeseen circumstances. Changes to the contract shall not result in a net change greater than three percent (3%) of the then-current total price. There is no percentage limitation on the amount of decreases that may be made under this clause.

D. Vendor shall continue performance pending agreement on, or determination of, any adjustment and its effective date.

4.06 VENDOR CONDUCT

Vendor will be responsible for any and all actions by their personnel. In the event of a complaint, it shall be the Vendor’s responsibility to take whatever steps necessary to satisfy the complaint including and not limited to any damage which may have resulted from the Vendor’s service personnel and to protect the interest of Community Transit.

Vendor will furnish a full written report of any reported complaint and actions taken by the Vendor and will submit such report to Community Transit Project Manager within five (5) days of such complaint.

4.06 CHANGES IN SCOPE OF WORK

Community Transit reserves the right to add or delete properties, services and/or service frequency to this contract as necessary. In the event of a change, Community Transit will provide the Vendor with a thirty (30) day written notice of such change.

In addition, Community Transit reserves the right to make changes, additions to, or deductions from these specifications, provided they conform to the general scope of work. Vendor shall not affect any change without the prior written approval of Community Transit.

Furthermore, Community Transit reserves the right to change Vendor’s assignments if the change is in the best interest of Community Transit.

4.07 ENVIRONMENTAL MANAGEMENT SYSTEM (EMS)

As applicable to this project, the Vendor shall adhere to Community Transit’s environmental standards with regards to this contract or any other work performed for Community Transit, as contained in the attached Environmental Supplement.

4.08 HAZARDOUS CHEMICAL COMMUNICATION

To comply with WAC 296-800-170, Hazard Communication, Vendor shall submit a Safety Data Sheet (SDS) for all products containing any toxic products that may be harmful to the end user. The SDS is to accompany the toxic product(s) to the specified delivery sites.

SECTION 4 – SPECIAL TERMS & CONDITIONS 5

Include the following information in the SDS:

A. Chemical Abstract Service (CAS) numbers for every chemical that is listed in the

SDS.

B. If the product is used diluted, the dilution rate shall be so stated in the SDS and the hazards and corresponding personal protections, etc., shall also be listed.

C. SARA Title 3 chemicals must be listed with the percentage by weight of the total product.

D. A statement as to the intended use of the product.

4.09 INDUSTRIAL AND HAZARDOUS WASTE

Vendor shall comply with all applicable local ordinances, State, and federal statutes, and supporting rules and regulations governing the discharge of industrial waste to a public sewer, private sewer, or side sewer tributary to the metropolitan sewerage system.

Vendor shall handle and dispose of all hazardous wastes in compliance with all applicable local, State, and federal laws and regulations, including the Resource Conservation and Recovery Act, the Washington Hazardous Waste Management Act, and applicable rules and regulations of the Environmental Protection Agency and the Department of Ecology governing the generation, storage, treatment, transportation, or disposal of hazardous wastes.

4.10 ACCESS CONTROL

Vendor personnel shall be properly identified as such or display a Community Transit access badge. Guests or unauthorized persons are not allowed to accompany Vendor personnel.

4.11 INELIGIBLE PROPOSERS

Any Vendor designated with an "active exclusion" or otherwise "excluded" as shown in the System for Award Management (SAM) www.sam.gov may have their proposal rejected or if already under contract with Community Transit may have their contract terminated. This provision also applies to any cross-referenced business names or named individuals as shown in a SAM exclusion detail report.

4.12 SUSTAINABLE PROCUREMENT PROGRAM

Community Transit is committed to sustainable procurement practices including the consideration of economic, environmental, and social impacts of the Agency’s spending.

In accordance with the Sustainable Procurement Program and Agency Policy Resolution 01-25, we encourage contractors to follow sustainable business practices in their own organization and to offer Community Transit, products and/ or services that prioritize sustainability. Additional information about Community Transit’s Sustainability Program can be found on our website https://www.communitytransit.org/sustainability https://www.communitytransit.org/sustainability http://www.sam.gov/

Rev 03052024 SECTION 5 – GENERAL TERMS & CONDITIONS 1

SECTION 5 – GENERAL TERMS & CONDITIONS

5.01 CHANGES AND VARIANCES

No alterations or variances of any of the terms, conditions, delivery, price, quantities, or specifications of this order shall be effective without written consent of Community Transit.

5.02 NON-WAIVER BY ACCEPTANCE OF VARIATION

Waiver of any default shall not be deemed to be a waiver of any subsequent default.

Waiver of breach of any provision of this Agreement shall not be deemed to be a waiver of any other or subsequent breach and shall not be construed to be a modification of the terms of this Agreement unless stated to be such in writing, signed by authorized Parties, and attached to the original Agreement.

5.03 ORDER OF PRECEDENCE OF SOLICITATION

See Community Transit’s Contract. If a Contract is not provided and in the event of any inconsistency between the provisions of the solicitation, the inconsistency shall be resolved by giving precedence in the following order: (a) Special Conditions (b) General Conditions (c) Community Transit’s Scope of Work; (d) Solicitation Instructions and Conditions; and (e) other provisions of the contract whether incorporated by reference or otherwise.

5.04 CONFLICT OF INTEREST STATEMENT

No employee, officer or agent of Community Transit shall participate in selection or in the award or administration of a contract if a conflict of interest, real or apparent, would be involved. Such a conflict would arise when:

A. The employee, officer or agent;

B. Any member of the employee’s immediate family;

C. His or her partner; or, D. An organization that employs or is about to employ, has a financial or other interest in the firm selected for award.

Community Transit’s officers, employees or agents shall neither solicit nor accept gratuities, favors or anything of monetary value from contractors, potential contractors or parties of subagreements.

5.05 INDEPENDENT CONTRACTOR

The Contractor at all times shall be an independent contractor. The Contractor shall be fully responsible for all acts and omissions of its employees, subcontractors, and their suppliers, and shall be specifically responsible for sufficient supervision and inspection to ensure compliance in every respect with the contract requirements. There shall be no contractual relationship between any subcontractor or supplier of the Contractor and Community Transit by virtue of this contract. No provision of this contract shall be for the benefit of any party other than Community Transit and the Contractor.

Rev 03052024 SECTION 5 – GENERAL TERMS & CONDITIONS 2

5.06 RESPONSIBILITY OF CONTRACTOR

A. The Contractor shall be responsible for compliance with Community Transit policies and procedures that apply to contractors and vendors when working at Community Transit owned, controlled or leased premises, or in locations where Contractor represents Community Transit.

These policies are available at:

https://www.communitytransit.org/procurementpoliciesforvendors (“Does Community Transit have policies I should be aware of as a vendor?”).

B. The Contractor shall be responsible for the professional quality and the coordination of all services furnished by the Contractor under this contract.

C. Neither Community Transit's review, approval, or acceptance of, nor payment for, any of the services required under this contract shall be construed to operate as a waiver of any rights under this contract or any cause of action arising out of the performance of this contract, and the Contractor shall be and remain liable to Community Transit in accordance with applicable law for all damages to Community Transit caused by the Contractor's negligent performance of any of the services furnished under this contract.

D. The rights and remedies of Community Transit provided for under this contract are in addition to any other rights and remedies provided by law.

5.07 COMPOSITION OF CONTRACTOR

If the Contractor hereunder is comprised of more than one legal entity, each such entity shall be jointly and severally liable hereunder.

5.08 APPROVAL OF SUBCONTRACTS

The Contractor shall obtain Community Transit’s written consent prior to entering each subcontract under this contract.

5.09 ASSIGNMENT AND SUBLETTING

Contractor shall not assign or sublet the service provided under this Agreement, or any part thereof, without the previous written consent of Community Transit, nor shall it assign, by power of attorney or otherwise, any of the monies payable under this Agreement unless by and with the like consent of Community Transit.

In the event consent by Community Transit is given to permit subletting, no such consent shall be construed as making Community Transit a party to such subcontractor or assignee, or of subjecting Community Transit to liability of any kind whatsoever, to any subcontractor.