RFP 26081 - Janitorial Services Various Sites - West - FINAL.pdf

REQUEST FOR PROPOSAL

Notice is hereby given that proposals will be received by the City of Bellevue, Washington for:

RFP # 26081

Janitorial Services Various Park Sites - West by filing with the City electronically through the Public Purchase portal (www.publicpurchase.com) until:

Date: 9/17/2026

Time: 2:00 pm

Proposals submitted after the due date and time will not be considered. The proposing party accepts all risks of late delivery of mailed proposals regardless of fault.

Detailed Request for Proposal (RFP) information including general information, general terms and conditions, requested services, proposal requirements and evaluation process is available on the City’s website at www.bellevuewa.gov, by clicking on Menu, Doing Business, Doing Business with Bellevue, Solicitations for Bids, RFPs and RFQs.

The City of Bellevue reserves the right to reject any and all submittals and to waive irregularities and informalities in the submittal and evaluation process. This RFP does not obligate the City to pay any costs incurred by respondents in the preparation and submission of a proposal. Furthermore, the RFP does not obligate the City to accept or contract for any expressed or implied services.

The successful party must comply with the City of Bellevue equal opportunity requirements. The City is committed to a program of equal employment opportunity regardless of race, color, creed, sex, age, sexual orientation, gender identification, nationality or disability.

It is the City of Bellevue's policy to assure that no person shall, on the grounds of race, color, national origin or sex, as provided by Title VI of the Civil Rights Act of 1964, be excluded from participation in, be denied the benefits of, or be otherwise discriminated against under any of its federally funded programs and activities.

Dated this 13th day of August http://www.bellevuewa.gov/

City of Bellevue Request for Proposals

Request for Proposals Information: Submit Proposals to:

RFP Number: Physical Address:

Submit proposals online via Public

Purchase.

RFP Title:

Date Issued:

Contact Person: Mailing Address:

Submit proposals online via Public

Purchase.

Email Address:

Backup Contact Person:

Backup Email: Online Submittal: Responses can be submitted online through the City's eProcurement system

Public Purchase. To register, go to www.publicpurchase.com.

Proposals Due:

Section 1 - General Information

NOTICE: Notice is hereby given that proposals will be received by the City of Bellevue, Washington, for

RFP # 26081 - Janitorial Services Various Park Sites- West by filing with the City at the above location.

BRIEF SCOPE OF SERVICES (Additional Detail listed in Attachment "A"):

The scope of work as stated herein is for contracted janitorial services at designated Bellevue Parks & Community Services’ facilities, or other sites as may be needed. The scope of work is broken into two distinct service areas, and the City may award multiple contracts, one for each service area. Specific services, service times and service frequencies for each facility are included in the ATTACHMENT “E” JANITORIAL SERVICE SCHEDULE WEST.

DURATION OF SERVICES:

The term of the awarded Contract will be for 5 years.

RFP Release:

Pre-Submittal Meeting:

Vendor Questions Due:

Responses to Vendor Questions:

Proposal Responses Due:

Submittal Evaluation

New Contract in Place:

August 13, 2026

August 25 & August 27, 2026 August 28, 2026 @ 5:00 PM September 3, 2026

September 17, 2026 @ 2:00 pm

September 24, 2026

26081

Janitorial Services Various Park Sites - West August 13, 2026

Scott Tolliver stolliver@bellevuewa.gov

Angela Carlson acarlson@bellevuewa.gov

September 17, 2026 @ 2:00 pm

Date Event

PRE-SUBMITTAL MEETING:

A pre-submittal meetings for RFP 26080 and RFP 26081 will be held at the following location and times: North Bellevue Community Center 4063 148th Ave NE Bellevue, WA 98007 on August 25 and 27th, 2026 at 7:00 a.m.

(NOTE: SEE Pre-Submittal Meeting Specifics, Next Page)

*Participation is highly encouraged.

January 2027

RFP SCHEDULE:

PRE-SUBMITTAL MEETING INFORMATION

RFP 26080 Janitorial Services Various Park Sites- East August 25, 2026 at 7:00 am

RFP 26081 Janitorial Services Various Park Sites- West August 27th, 2026 at 7:00 am

Meet at:

North Bellevue Community Center 4063 148th Ave NE Bellevue, WA 98007

RSVP by August 24th to Stolliver@bellevuewa.gov

THE PLAN:

Meet at the North Bellevue Community parking lot at 7am. (near City marked 15 pass vans)

All contractors get on the van(s)

Leave the parking lot at 7:15 am

Contract Administrator, Scott Tolliver and other City of Bellevue staff will drive to each park site within a specific service area, east or west.

Once at the sites you will have time to see the site and ask questions. (note: answers to any questions will be provided as part of the Questions and Answer Document)

When all sites in a specific service area, have been visited the tour will end back at your vehicles.

CITY OF BELLEVUE CONTACT: Scott Tolliver Stolliver@bellevuewa.gov; 425-429-0656 mailto:Stolliver@bellevuewa.gov mailto:Stolliver@bellevuewa.gov

QUALIFICATIONS: The Vendor is required to have the following qualifications:

• Fifteen (15) or more years of related experience

• Business must have been in business under the same name and ownership for the past five (5) years

• Experience working with municipal and regulatory entities

• Must be experienced with Washington State Prevailing Wage and Labor and Industries

• Ability to assign consistent staff through contract

• Strong written, verbal and interpersonal communication skills

SUBMITTAL REQUIREMENTS: Responses to this RFP must include the following:

• A cover letter/statement of interest indicating the Vendor's interest in offering these services

• A description of the Vendor's proposed approach to the requested services

• A description of Vendor's capability, expertise and experience in the requested service areas, particularly relating to similar work preformed for public entities

• A list of all sub-contractors proposed to be used.

• A completed and signed RFP Proposal Form

• A completed and signed Cost Proposal Form

• A completed and signed Non-Collusion Certificate

• A completed and signed Affidavit of Equal Opportunity & Title VI Compliance Form

• A completed and signed Proposer Qualification Certificate

REQUIRED NUMBER OF PROPOSALS: One completed electronic proposal(s), in text & searchable .pdf format, must be received by the proposal due date and time. The City at its discretion may make additional copies of the proposal for the purpose of evaluation only. The original proposal will include original signatures by authorized personnel, on all documents that require an authorized signature.

SHARED PROCUREMENT PORTAL PARTNERS: The City is a member of the Shared Procurement Portal

Partner cooperative which uses a shared website (www.sharedprocurementportal.com) to advertise solicitations. This RFP is made available through the City’s online vendor roster system Public Purchase and all Proposers are required to apply on this roster system. Any Proposer not approved on the roster before the proposal due date may, at the City's discretion, be considered non-responsive. To apply to the roster, before the due date, go to: www.publicpurchase.com and select “Go to Register” under the Free

Registration.

EVALUATION PROCEDURES: Vendors are encouraged to be creative in responding to this RFP; proposing alternatives in addition to a traditional service delivery model. A joint proposal between two Vendors may be submitted. Proposals will be evaluated by the Selection Committee. The Selection Committee will consider the completeness of a Vendor’s proposal and how well the proposal meets the needs of the City. In evaluating the proposals, the City will be using a criteria evaluation process.

EVALUATION CRITERIA: Proposals will be evaluated by City staff based upon the responsiveness of the Proposal to this

RFP, which may be weighted by the City in any manner it deems appropriate. Interviews, if considered necessary, will be held with selected Vendors based on an evaluation of the proposals. All proposals will be evaluated using the criteria listed below:

• Price; 33 points

• Approach to Scope of Work; 33 points

• Experience with Other municipal entities; 34 points

QUESTIONS: Questions regarding this project may be submitted electronically through Public Purchase. Unauthorized contact regarding this RFP with other City employees may result in disqualification. Any oral communications will be considered unofficial and non-binding on the City.

Any questions will be answered in writing and posted on the City’s website at www.bellevuewa.gov under Menu, Doing Business, Doing Business with Bellevue, Vendor http://www.publicpurchase.com/

Services/Purchasing and Procurement, Solicitation for Bids RFPs and RFQs, Open Bids and RFPs. It is the responsibility of individual firms to check the website for any amendments or Q & A’s to this RFP.

CODE OF CONDUCT POLICY - COMPETITIVE SOLICITATIONS:

Definitions:

• Solicitations: method of acquiring goods, services, and construction for public use in which offers are made to the City between two or more sources. Typical documents used by the City are titled: Invitation to Bid, Invitation to Quote, Request for Proposals, Request for Qualifications Request for Information, or any other method of obtaining competitive offers.

• Blackout Period: The period between the time a solicitation is issued by the City and the time the City awards the contract.

• Lobbying: The attempt to persuade or influence any City employees, officials, or representatives responsible for reviewing, evaluating, ranking or awarding the work or contract for goods or services for or against any solicitation; provided, however, that lobbying shall not include the submission of required materials in direct response to the solicitation according to the instructions to respondents in such solicitation.

Conduct of Participants: After the issuance of any solicitation, all bidders, proposers, contractors, consultants or individuals acting on their behalf are hereby prohibited from lobbying any City employee, official or representative at any time during the blackout period.

Sanctions: The City may reject the submittal of any bidder, proposer, contractor and/or consultant who violates the policy set forth herein.

REJECTION OF PROPOSALS: The City reserves the right to reject any and all Proposals and to waive irregularities and informalities in the submittal and evaluation process. This RFP does not obligate the City to pay any costs incurred by Vendors in the preparation and submission of their Proposals. Furthermore, the RFP does not obligate the City to accept or contract for any expressed or implied services.

RFP ADDENDA: The City reserves the right to change the RFP schedule or issue addenda to the RFP at any time. The

City also reserves the right to cancel or reissue the RFP. All such addenda will become part of the RFP.

In the event that it becomes necessary to revise any part of this RFP, the City will issue the addenda on the City’s website (www.bellevuewa.gov) under Menu, Doing Business, Doing Business with Bellevue, Vendor Services/Purchasing and Procurement, Solicitation for Bids RFPs and RFQs, Open Bids and

RFPs. It is the Vendor’s responsibility to confirm as to whether any addenda have been issued.

PROPOSAL MODIFICATION & CLARIFICATIONS: The City reserves the right to request that any Vendor clarify its proposal or to supply any additional material deemed necessary to assist in the evaluation of the proposal.

Modification of a proposal already received will be considered only if the modification is received prior to the submittal deadline. All modifications must be made in writing, executed and submitted in the same form and manner as the original proposal.

EXCEPTIONS: If Vendor(s) takes exception to any term or condition set forth in this proposal and/or the Sample

Agreement and any of its Exhibits and Attachments (including Insurance Requirements), said exceptions must be clearly identified on the RFP Proposal Form. Exceptions or deviations to any of the terms and conditions must not be added to the proposal pages but must be submitted on the RFP Proposal Form under "Exceptions". Such exceptions shall be considered in the evaluation and award process. The City shall be the sole determiner of the acceptability of any exception.

PROPOSAL VALIDITY PERIOD: Submission of a proposal will signify the Vendor’s agreement that its proposal and the content thereof are valid for 180 days following the submission deadline unless otherwise agreed to in writing by both parties. The proposal will become part of the Contract that is negotiated between the City and the successful Vendor.

RESPONSE FORMAT: Proposals should be prepared simply, providing a straightforward, concise delineation of the approach and capabilities necessary to satisfy the requirements of the RFP. Technical literature and elaborate promotional materials, if any, must be submitted separately. Emphasis in the proposal should be on completeness, clarity of content, and adherence to the presentation structure required by the RFP.

Vendor proposals must be submitted in the format specified below. Vendors that deviate from this format may be deemed non-responsive. Faxed proposals will not be accepted.

COMPLETENESS OF PROPOSAL: The Vendor must submit a completed RFP Proposal Form (included in this RFP) signed by a Vendor representative authorized to bind the proposing company contractually.

PROPOSAL RESPONSE DATE AND LOCATION: Proposals must be submitted no later than on September 17, 2026. All proposals and accompanying documentation will become the property of the City and will not be returned. Vendors accept all risk of late delivery of mailed proposals regardless of fault.

PROPOSAL SIGNATURES:

• An authorized representative must sign proposals, with the Vendor's address, telephone and email information provided. Unsigned proposals may not be considered.

• If the proposal is made by an individual, the name, mailing address and signature of the individual must be shown.

• If the proposal is made by a firm or partnership, the name and mailing address of the firm or partnership and the signature of at least one of the general partners must be shown.

• If the proposal is made by a corporation, the name and mailing address of the corporation and the signature and title of the person who signs on behalf of the corporation must be shown.

• The City reserves the right to request documentation showing the authority of the individual signing the proposal to execute contracts on behalf of anyone, or any corporation, other than himself/herself. Refusal to provide such information upon request may cause the proposal to be rejected as non-responsive.

CONTRACT NEGOTIATION: The City reserves the right to negotiate with the highest ranked firm that, in the opinion of the City has submitted a proposal that is the “best value” to the City. In no event will the City be required to offer any modified terms to any other firm prior to entering into an agreement with a proposer and the City shall incur no liability to any proposer as a result of such negotiation or modifications. It is the intent of the City to ensure it has the flexibility it needs to arrive at a mutually acceptable agreement. Negotiations may include, but not be limited to, matters such as:

• Contract details

• Contract payment details

• Service requirements

• Minor changes to the scope of services

CONTRACT AWARD: The City reserves the right to make an award without further discussion of the submittals.

Therefore, the proposal should be initially submitted on the most favorable terms the Vendor can offer. The Vendor selected as the apparently successful Vendor will be expected to enter into a contract with the City.

A sample City contract is provided on the City’s website at www.bellevuewa.gov. To view a PDF version of the sample contract document click on Menu, Departments, Finance, Doing Business with Bellevue, Vendor Services/Purchasing and

Procurement, Contract Templates, Professional Services Contract. It is expected that the Vendor will review this contract prior to submitting a proposal. The City typically does not accept changes to the Professional Services Contract terms and conditions. Should the Vendor wish to propose changes to the Contract terms and conditions, the desired changes must be identified in the Vendor’s proposal. The City is under no obligation to accept such proposed changes, and may reject a

Vendor's proposal based on proposed changes unacceptable to the City.

The general conditions and specification of the RFP and the successful Vendor's response, as amended by Contract between the City and the successful Vendor, including e-mail or written correspondence relative to the RFP, will become part of the Contract documents. Additionally, the City will verify Vendor representations that appear in the proposal.

Failure of a Vendor to perform services as represented may result in elimination of the Vendor from further competition or in Contract cancellation or termination.

Once the City and Vendor have reached an agreement on the scope of services, a final contract will be prepared by the

City. The foregoing should not be interpreted to prohibit either party from proposing additional contract terms and conditions during the negotiations of the final Contract. If the selected Vendor fails to sign the Contract within ten (10) business days of delivery of the final Contract, the City may elect to negotiate a Contract with the next-highest ranked Vendor. The City shall not be bound, or in any way obligated, until both parties have executed a Contract. No party may incur any chargeable costs prior to the execution of the final Contract.

The City further reserves the right, at its sole option, to award more than one contract or split a contract among multiple

Vendors, or use a contract different from the sample City contract.

PAYMENT OPTIONS: The City encourages our vendors and suppliers to enroll in one of two automated payment options to optimize payment efficiency and reduce fraud. Go to www.bellevuewa.gov, click on Menu, Departments, Finance, Doing

Business with Bellevue, Vendor Services/Purchasing and Procurement, Vendor Payment Information - to see the options for automated payments.

INVASIVE SPECIES MANAGEMENT: N/A

END OF SECTION 1 - GENERAL INFORMATION

Section 2

TERMS & CONDITIONS

EQUAL OPPORTUNITY EMPLOYMENT: The successful Contractor or Contractors must comply with the City of Bellevue equal opportunity requirements. The City of Bellevue is committed to a program of equal employment opportunity regardless of race, color, creed, religion, gender, age, national origin, pregnancy, genetic information, marital status, sexual orientation (including gender identity), or the presence of any sensory, physical, or mental disability.

TITLE VI: The City of Bellevue in accordance with Title VI of the Civil Rights Act of 1964, 78 Stat. 252, 42 U.S.C. 2000d to

2000d-4 and Title 49, Code of Federal Regulations, Department of Transportation, subtitle A, Office of the Secretary, Part

21, nondiscrimination in federally assisted programs of the Department of Transportation issued pursuant to such Act, hereby notifies all proposers that it will affirmatively insure that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises as defined at 49 CFR Part 26 will be afforded full opportunity to submit proposals in response to this request and will not be discriminated against on the grounds of race, color, national origin or sex in consideration for an award.

INSURANCE REQUIREMENTS: The selected Vendor, or Vendors, shall maintain insurance that is sufficient to protect the Vendor’s business against all applicable risks, as set forth in the City’s Standard

Insurance Requirements Attachment “B.” Please review insurance requirements prior to submitting a Proposal. If selected Vendor is unable to meet these standard requirements, please note current or proposed insurance coverage in submittal as an Exception. Standard requirements may be negotiated if it is in the best interest of the City.

INDEMNIFICATION: The Vendor shall hold harmless, defend, and indemnify the City and the City’s officers, agents, and employees against any liability that may be imposed upon them because of the Vendor’s failure to provide compensation coverage or liability coverage.

PREVAILING WAGE: This Contract is subject to the requirements of Chapter 39.12 RCW, and as it may be amended, relating to prevailing wages. On Public Works projects, funded in part or in whole with

Federal Funds, laws and regulations shall also be applicable. NO WORKER, LABORER OR MECHANIC

EMPLOYED IN THE PERFORMANCE OF ANY PART OF THIS CONTRACT SHALL BE PAID LESS THAN THE

PREVAILING RATE OF WAGE as determined by the Industrial Statistician of the Department of Labor and Industries for the State of Washington. The schedule of prevailing wage rates for the Contract is made a part of this contract as set forth in Attachment "C" to this contract or as subsequently amended.

Prior to making any payment under this Contract, the City must receive an approved copy of the "Statement of Intent to Pay Prevailing Wages on Public Works Contracts" from the Department of Labor

& Industries. It is the Vendor´s responsibility to obtain and file the "Statement of Intent to Pay

Prevailing Wage". The Vendor shall be responsible for all filing fees. Each invoice may include a signed statement that prevailing wages have been paid by the contractor and all subcontractors. Following the final acceptance of services rendered, the Vendor shall submit an "Affidavit of Wages Paid".

BUSINESS REGISTRATION AND TAXATION: The Vendor or Vendors awarded the contract will be subject to City of

Bellevue Business Registration and Business Taxation as presented in the Bellevue City Code. Questions about the City’s Business and Occupation (B&O) tax should be directed to the City’s Tax office at 425-452-6851.

NON-ENDORSEMENT: As a result of the selection of a Vendor to supply products and/or services to the City, Vendor agrees to make no reference to the City in any literature, promotional material, brochures, sales presentation or the like without the express written consent of the City.

NON-COLLUSION: Submittal and signature of a Proposal swears that the document is genuine and not a sham or collusive, and not made in the interest of any person not named, and that the Vendor has not induced or solicited others to submit a sham offer, or to refrain from proposing.

COMPLIANCE WITH LAWS AND REGULATIONS: In addition to nondiscrimination and affirmative action compliance requirements previously listed, the Vendor or Vendors ultimately awarded a contract shall comply with federal, state and local laws, statutes and ordinances relative to the execution of the work. This requirement includes, but is not limited to, protection of public and employee safety and health; environmental protection; waste reduction and recycling; the protection of natural resources; permits; fees; taxes; and similar subjects.

EXPANSION CLAUSE: Any resultant contract may be further expanded to include any other item normally offered by the vendor, as long as the price of such additional products based on the same cost/profit formula as the listed item.

OWNERSHIP OF DOCUMENTS: Any reports, studies, conclusions and summaries prepared by the Vendor shall become the property of the City.

CONFIDENTIALITY OF INFORMATION: All information and data furnished to the Vendor by the City, and all other documents to which the Vendor’s employees have access during the term of the Contract, shall be treated as confidential to the City. Any oral or written disclosure to unauthorized individuals is prohibited.

INFORMATION SECURITY REQUIREMENTS: N/A

PUBLIC RECORDS: Under Washington state law, the documents (including but not limited to written, printed, graphic, electronic, photographic or voice mail materials and/or transcriptions, recordings or reproductions thereof) submitted in response to this RFP (the “documents”) become a public record upon submission to the City, subject to mandatory disclosure upon request by any person, unless the documents are exempt from public disclosure by a specific provision of law. The City assumes no contractual obligation to enforce any exemption.

COOPERATIVE PURCHASING: RCW 39.34 allows cooperative purchasing between public agencies (political subdivisions) in the State of Washington. Public agencies that file an Interlocal Joint Purchasing Agreement with the City of Bellevue may also wish to procure the goods and/or services herein offered by the selected Vendor. The selected

Vendor shall have the option of extending its offer to the City of Bellevue to other agencies for the same cost, terms and conditions.

The City of Bellevue does not accept any responsibility for agreements, contracts or purchase orders issued by other public agencies to the Vendor. Each public agency accepts responsibility for compliance with any additional or varying laws and regulations governing purchase by or on behalf of the public agency. The City of Bellevue accepts no responsibility for the performance of the Vendor in providing goods and/or services to other public agencies, nor any responsibility for the payment price to the Vendor for other public agency purchases.

END OF SECTION 2 - TERMS AND CONDITIONS

ATTACHMENT A

JANITORIAL SERVICES

SCOPE OF WORK

GENERAL

The scope of work as stated herein is for contracted janitorial services at designated Bellevue Parks & Community Services’ facilities, or other sites as may be needed. The scope of work is broken into two distinct service areas, and the City may award multiple contracts, one for each service area. Specific services, service times and service frequencies for each facility are included in the ATTACHMENT “E” JANITORIAL SERVICE SCHEDULE EAST and JANITORIAL SERVICES SCHEDULE WEST. No deviation of the schedules shall be allowed except as authorized by the City Contract Administrator or other authorized City representative.

The Contractor shall be responsible for determining all conditions affecting the execution of the proposed work. This includes, but is not limited to, the location of the facilities, the time required to perform the services, labor, supervision, materials, equipment, transportation, uniforms, etc. , necessary to complete the janitorial services in a manner that meets or exceeds the STANDARDS OF PERFORMANCE & WORKMANSHIP (ATTACHMENT “D”) found in these specifications.

It shall be the sole responsibility of the Contractor to ensure that sufficient manpower is always available to complete the assigned work, regardless of illness, holidays, weekends or any other matters that apply or otherwise influence the work. Failure of the Contractor‘s employees to report for City assignments per the scheduled time(s), shall be sufficient cause for the City to give notice that the Contractor is in default of the contract and subject to financial penalty and/or contract reconsideration or termination.

ADDITIONAL, MODIFIED, REDUCED, OR DELETED WORK

Due to the generalized nature of the work, the services, service times and service frequencies required in ATTACHMENT “E” are subject to change based on the City’s operational needs. The City reserves the right to add, modify, reduce or delete janitorial services based on the unit cost per occurrence as offered in the Contractor’s COST PROPOSAL. Payment, or an equal shift or alteration to an existing facility service to help offset service or service frequency changes, may be a consideration. The City Contract Administrator shall provide the Contractor with written notification of any addition, modification, reduction or deletion of services no less than seven (7) calendar days prior to the commencement of the altered or modified work. No claim for extra services or materials shall be allowed unless covered by prior written agreement.

PROTECTION OF PUBLIC AND PRIVATE PROPERTY

The Contractor and his/her employees shall exercise all necessary precautions to protect pedestrian traffic and all public and private property from injury or damage caused by the Contractor’s operations.

Signs, tape (commonly referred to as caution tape) and/or barricades shall be used as necessary to mark wet/waxed areas, or to indicate restrooms or other facilities are temporarily closed for janitorial service.

Any practice deemed hazardous by the City Contract Administrator or other authorized City representative shall be immediately halted upon verbal or written notification.

The Contractor and his/her employees shall immediately report any observed damage or potential hazards to the City Contract Administrator or other designated authorized City representative. Damage and potential hazards include, but are not limited to, broken fixtures or pipes, building or system damage or needed repairs, HVAC issues, leaks, smells or smoke. During normal business hours, emergencies shall be directed to the City Contract Administrator at (425) 452-2930. After hours emergencies shall be reported to (425) 452-6855.

CONTRACTOR’S PERSONNEL

Prior to working at any City facility, and every January, Contractor’s employees must successfully pass a City of Bellevue background check that may include fingerprinting. Background checks shall be scheduled at the City. It is the responsibility of the contractor to pay for all costs related to background checks. It shall be the Contractor’s responsibility to notify the City Contract Administrator prior to making any staff changes, to any changes that might otherwise allow an employee who have not been background checked access to City facilities, and to any employee activities that may rescind their security clearance. Contractor shall provide certified payroll with each invoice.

If contractor is found to have an employee working, loitering, or in a City building that has not been cleared through a background check, has had their clearance rescinded or an employee that has participated in any activity that may rescind their security clearance the Contractor shall forfeit the monthly billing per building for each month of violation, or $200 an occurrence whichever is greater.

All employees of the Contractor must maintain a professional appearance and demeanor, and visibly display a Contractor’s official badge and uniform, when on duty at City facilities. Unkempt beards or hair, dirty or torn clothing, body odor or other objectionable traits will not be considered an acceptable professional appearance.

Contractor’s employees must be physically able to perform all aspects of the work, including but not limited to, standing for long periods of time, walking, bending over, stooping down, lifting at least 50 lbs.

without additional assistance, climbing ladders, reaching and having sufficient stamina to work the hours assigned to them.

It shall be the responsibility of the Contractor to ensure that his/her employees complete the services in a manner consistent with the best management practices of the industry, and that they are properly trained in the safe use and application of all materials and equipment used at City facilities. Contractor’s employees may be required to have additional training for site specific operations, including construction, hazards, preservation, safety and/or security, and certificates/sign off sheets verifying completion, that will be agreed upon by the City Contract Administrator and the Contractor at the time of contract award.

Contractor’s employees shall perform the janitorial services at City facilities according to ATTACHMENT “E” and “F” JANITORIAL SERVICE SCHEDULE for each facility. Any variance in the time of day the services can be performed shall be pre-approved by the Contract Administrator.

The work involved may be in facilities with secured access, or areas closed to the public except during normal business hours. The Contractor’s employees shall maintain the security of these areas by locking them immediately upon entering the facility and again when leaving the facility after completing the janitorial services. Prior to leaving the facility, Contractor’s employees will make a final check of all windows, exterior doors, gates or other access points to the building or site to ensure they have been locked and that all lights, except night lights, have been turned off.

If working after normal business hours, Contractor’s employees will not, under any circumstances, allow any unauthorized person(s) entry into any City facility. Unauthorized persons include, but are not limited to, children, friends or relatives of Contractor’s employees.

For those facilities equipped with burglar or other surveillance equipment, the Contractor’s employees shall be responsible for disarming the alarm immediately upon entering the facility and “setting” the alarm when leaving the facility. The City will deduct $150.00 from payments to the Contractor for each security failure that constitutes a potential hazard to a City facility, or where a false alarm is caused as a result of Contractor’s employee not properly operating the building’s security system.

The Contactor shall assign specific employees and qualified supervision to each facility. The supervisor’s qualifications shall be determined by a substantiated history of at least three (3) years of on-the-job custodial experience, including at least one (1) year of supervisory experience in the field of janitorial and/or maintenance support services.

Each supervisor, foreman, employee or representative of the Contractor must be fluent in English and able to communicate verbally and in writing with his/her staff, co-workers and City employees.

The Contractor shall instruct supervisors and subordinate staff to accept and act upon direction given by the City Contract Administrator or other authorized City representative. Failure of Contractor’s employees to act upon direction as described above shall be sufficient cause for the City to give notice that the Contractor is in default of the contract, unless such directives would create or cause personal injury or a safety hazard, or if the direction is contrary to the intent of the specification.

The Contractor and his/her employees shall not remove or consume any property belonging to the City, City employees, or other contractors working for the City. This policy includes any articles that may be deposited for disposal in recycling or trash containers. The Contractor and his/her employees shall not use any City property, including computers, fitness equipment, telephones, FAX or copy machines, ladders, lifts, tools or other equipment, without the written approval of the City Contract Administrator or other authorized City representative.

Smoking is not permitted in any City building or while on duty on City property. All vehicles owned by the Contractor or the Contractor’s employees must be kept in good working condition so as not to leak oil or grease on City property including permeable parking lots, pavers, walkways, or other surfaces. All vehicles being used by employees must be conspicuously identified/marked with the contractor’s information while performing work for the city.

SUBCONTRACTORS

Only additional alternative annual services may be subcontracted, and the Contractor shall not subcontract any work without the prior written approval of the City Contract Administrator.

Subcontractor(s), if approved, shall be bound by the same conditions of the contract between the City and Contractor and shall perform the work in accordance with all terms of the contract and specifications. The Contractor shall identify all Subcontractors proposed to be used in the performance of the contract in the PROPOSER’S QUALIFICATION CERTIFICATE.

MATERIALS AND EQUIPMENT

To promote and encourage environmentally sustainable practices for companies doing business with the City, the City requires the Contractor to use Green Seal, Eco Logo or other green certified cleaning products in performing the work described in these specifications. The Contractor shall submit a list of the products he/she intends to use in performing the work on the PROPOSER’S QUALIFICATION CERTIFICATE. Green Seal products can be found at http://www.greenseal.org/findaproduct/index.cfm.

In addition to promoting the use of environmentally friendly cleaning products, the City desires to reduce the use of products that contain or release PBT (Persistent Bio-Accumulative Toxic) chemicals at its facilities. PBT chemicals are defined as mercury, dioxin, PCBs, PBDEs (polybrominated diphenyl ethers, i.e., flame retardants), or others as identified on the State of Washington, Department of Ecology’s PBT priority list (see http://www.toxicfreelegacy.org/pbtlist.html). Should the Contractor be unable to obtain a reasonable or economically feasible substitute, the City may amend this PBT-free requirement to allow for the use of products that include or release the least amount of such PBT chemicals as practical. Any products that contain PBT’s shall be called out on a separate page in the RFP response but may not be used until written consent is obtained. To obtain a PBT-free exception, the Contractor shall submit a written request to the City Contract Administrator. The Contractor shall not, under any circumstances, use any products that contain or release PBT chemicals at City facilities without the prior written consent of the City Contract Administrator.

In addition to the above noted supplies, the Contractor shall furnish the materials below at his/her own expense, and at no additional cost to the City under the contract. All Contractor supplied materials and equipment shall be of a commercial grade and subject to the approval of the City Contract Administrator.

All plastic office trash can liners, sanitary napkin refills and receptacle bags, company owed refuse collection bags, all liquid/cream hand soaps commonly used in hand-type dispensers (must be a neutral ph), germicidal and disinfectant cleaning products, all chemicals, waxes, strippers, bowl cleaners, spot removers, wood cleaners, brass and metal polishes, dusting sprays, floor sweeping compounds, glass and metal cleaners or other cleaning supplies incidental to the cleaning process. Upon contract award, in accordance with federal, state and local law, the Contractor shall provide, and maintain in the Janitorial Handbook located at each site, and one copy for the Contract Administrator, all Safety Data Sheets (SDS) for all products used in the performance of the work.

All power and hand equipment and tools including wiping and dust rags/cloths, sponges, scrubbing pads/cloths, mops, mop buckets, brushes, brooms, floor/window squeegees, vacuum cleaners and bags, buffing machines, window washing equipment, warning signs/barriers or other equipment or items incidental to the cleaning process. The Contractor’s equipment and tools shall be permanently marked with the Contractor’s name or other identification. The Contractor shall be solely responsible for the maintenance, upkeep, repair, and replacement of his/her equipment. The Contractor and his/her employees shall not use electrically or mechanically defective equipment. All vacuum cleaners shall be equipped with Hi-Efficiency Particulate Arrestance (HEPA) filters. No equipment used or operated by Contractor or their staff shall have an operational volume louder than 70 decibels (70db).

All vehicles that will be used/parked for any City work or on City property shall be listed on the Contractors vehicle liability insurance.

The Contractor and his/her employees shall not abuse the use of any City supplied material or equipment. Doing so may be grounds for immediate removal of the particular employee or, cancellation of the contract.

Contractor shall maintain any assigned space in a neat and orderly fashion. The area shall remain clean and supplies shall not block any equipment, city storage not assigned to contractor and shall be a minimum of 36 inches from any electrical panel or heating equipment.

INSPECTIONS

The facilities included in the contract are subject to daily inspection by City staff for the purpose of identifying janitorial service deficiencies, assessing the Contractor’s performance, and determining adjustments to service levels. Noted deficiencies shall be corrected by the next business day or within 24 hours. Deficiencies resulting in a safety or other direct sanitation threat shall be corrected within 12 hours, or immediately if the severity warrants. In any case, the City shall make the final determination as to the severity of any situation.

The Contractor or his/her supervision shall perform routine inspections of the facilities based on the STANDARDS OF PERFORMANCE AND WORKMANSHIP ATTACHMENT “D” as a means of ensuring internal quality control. The results of these inspections shall be documented on a MONTHLY INSPECTION REPORT (forms to be provided at the pre-submittal meeting/site tour) [will become ATTACHMENT “G” when accepted by Contract Administrator] and submitted electronically to the Contract Administrator prior to submitting the Contractor’s monthly invoice.

PENALTIES

A penalty may be assessed if upon inspection of the site(s) the contract specifications have not been met. The Contractor will have 24 hours to comply with any verbal or written notice of the contract deficiency (except in the case of deficiencies resulting in a safety or other direct sanitation threat that shall be correction within 12 hours, or immediately if the severity warrants) before a second occurrence penalty may be assessed. It shall be at the City Contractor Administrator’s sole discretion to apply penalties for non-compliance.

The following minimum penalties may be applied:

First occurrence will be assessed $100.00.

Second occurrence will be assessed $200.00 Upon a third occurrence within the contract term, the City may, at its option, terminate the contract or assess the monthly rate of the building in question.

If the contract is terminated for cause, the termination will take effect immediately upon notice.

The City also reserves the right to pursue any other legal or equitable remedies it has under the law for breach of contract by the Contractor.

PROBLEMS, COMPLAINTS, AND CONTRACT TERMINATION

The Contactor and his/her supervision shall meet with the City Contract Administrator or other authorized City representative as needed to discuss any problems, complaints, needs, service adjustments, and /or other mutual areas of concern.

The Contactor shall satisfactorily complete all services as set forth in these specifications. If the Contractor fails to execute the work in accordance with the contract, and/or a dispute arises as to the quality and/or quantity of the work completed, the City reserves the right to withhold payment based on the unit cost per occurrence as offered in the Contractor’s ATTACHMENT “F” COST PROPOSAL until such time that performance improves or the dispute is resolved.

The City may give the Contractor notice, either verbally or in writing, indicating problems, complaints, service deficiencies or other contract disputes. In certain instances the City may require the Contractor to respond to a request or notice in writing. In the event the City Contract Administrator or other authorized City representative requests replacement of a Contractor’s employee, the Contractor will provide a replacement within 24 hours for valid reasons such as non-performance, poor attitude, poor appearance, criminal activity, controlled substance or alcohol abuse, or other reasonable cause.

If, repeated attempts by the City and the Contractor fail to resolve conflicts or other issues, the City reserves the right to terminate the contract by giving ten (10) days written notice to the Contractor. If it is in the best interest of the City, the City may opt to retain the services of the next highest scoring responsive proposer, or to make any other arrangements necessary to provide the janitorial services as found in these specifications.

ACCEPTANCE OF COMPLETED WORK

Any deficiencies in the work shall be brought to the attention of the Contractor or his/her employees by the City Contract Administrator or other authorized City representative. To the extent possible, the Contractor or his/her employees shall correct deficiencies on the same day or the following workday.

When noted deficiencies have been corrected to the satisfaction of the City Contract Administrator, the completed work shall be considered acceptable unless the same or similar deficiencies occur on a continuous basis.

PAYMENT

The Contractor shall not pre-bill for services yet to be performed, or bill for skipped or unacceptable services as conveyed by the City Contract Administrator. Completed services shall be billed on a single monthly invoice that itemizes the scheduled and pre-approved extra service charges for each facility/work order. Monthly invoice will utilize work order numbers for each location as provided by the Contract Administrator. Payment for all acceptable work will be made on the basis of the Contractor’s ATTACHMENT “F” COST PROPOSAL, unless other prior arrangements have been made between the City Contract Administrator and the Contractor. Upon receipt of the invoice and completed Monthly Inspection Report for each facility, the City shall make payment to the Contractor for all acceptable work within 30 days.

Keys Keys and entry codes (alarm codes) to City facilities included in the contract will be issued to the Contactor. Contractor shall be in control of all keys at all times. A maximum of 3 of each key will be issued. Under no circumstances shall the Contractor or his/her employees make or attempt to make duplicates of any City owned/issued key(s). No master key of any type will be issued to contractor.

In the case of a lost key, contractor shall be responsible for all cost related to production of new keys, replacement of cores and the rekeying of all locks that can be used by the lost key or $500 whichever is more. This amount will be deducted from payments due the contractor.

The City will deduct $100.00 from payments to the Contactor for each entry code that must be reset as a result of a breach of building security by the Contractor’s employees. The contractor shall notify the City within 4 hours of a lost key. Failure to do so shall cause the contractor to be assessed a fee equal to the monthly cost of the services being provided.

RFP PROPOSAL FORM

RFP # 26081

Janitorial Services Various Sites- West

To: City of Bellevue

From: Company Name

Company Address

City, State, Zip Code

Phone, Email & Fax Number

Submittal Requirements Checklist:

o A cover letter/statement of interest indicating the Vendor's interest in offering these services o A description of the Vendor's proposed approach to the requested services o A description of Vendor's capability, expertise and experience in the requested service areas, particularly relating to similar work preformed for public entities o A list of all sub-contractors proposed to be used.

o A completed and signed RFP Proposal Form o A completed and signed Cost Proposal Form o A completed and signed Non-Collusion Certificate o A completed and signed Affidavit of Equal Opportunity & Title VI Compliance Form o A completed and signed Proposer Qualification Certificate

Exceptions:

Except as noted below, the undersigned hereby agrees to comply with all the terms & conditions put forth in the City’s Request for Proposal.

The signature below represents review and acknowledgement of the City's Insurance Requirements as listed in Attachment "B". Our submittal includes the following verification (please check one):

Evidence of Insurance Certificate verifying amounts of coverage.

A written statement indicating the company currently has the required coverages or is willing to obtain (at company's own cost) the required coverages if awarded a contract.

Signed: Dated:

Title:

PROPOSER'S QUALIFICATION CERTIFICATE

The undersigned hereby certifies and submits the following qualifications:

l. Name and Address

State of Washington Registration

2. UBI # Expires: / / mo day yr

3. Number of years in business under present name:

4. City of Bellevue Business License # (required prior to start of contract).

5. Company Federal ID #.

6. State of Washington Contractor’s/Professional License (if applicable) #:

7. Particular types of work performed by your company:

8. List several recent projects of similar scope and size performed:

Amount Type Owner Name Phone

9. Gross amount of contracts now in hand $

10. List all your companies applicable Licenses and Certifications:

11. List below your companies qualifications related to the services described in the Qualifications section of this RFP (if you need additional room, please attach a separate document titled "Qualifications"):

12. Select one of the following:

Proposer has industrial insurance coverage for employees working in Washington as required in Title 51 RCW: or

Proposer is not required to have industrial insurance coverage for employees working in Washington as required in Title 51

RCW:

13. Select one of the following:

Proposer’s Washington Employment Security Department registration number is:

Proposer is not required to register with the Washington Employment Security Department pursuant to Title 50 RCW.

14. Select one of the following:

Proposer’s Washington State Department of Revenue registration number is : ; or

Proposer is not required to register with the Washington State Department of Revenue pursuant to Title

82 RCW:

I am the (title of Proposer), have authority to bind this company, am over the age of 18 and have personal knowledge of the facts set forth above.

Dated this day of , 20 at

(City), Washington.

By:

Authorized Signature

Printed Name

VENDOR SIGNATURE

All Proposers Must Complete and Sign In The Space Provided Above And Submit This Form.

ATTACHMENT "B"

INSURANCE REQUIREMENTS

RFP #:

RFP Title:

The…