RFP COTPA 25-2010 Streetcar Custodial Services clean(4).pdf

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The Central Oklahoma Transportation and Parking Authority Request for Proposals

RFP-COTPA-25-010

Streetcar Custodial Services

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SPECIAL PROVISIONS

(Special Instructions and Scope of Services)

Special Provisions are deemed to be part of the Professional Services Agreement and shall supersede any conflicting term, requirement or condition in the Professional Services Agreement.

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The Opportunity Project Summary The purpose of this Request for Proposal (RFP) is to solicit proposals from qualified Service Providers to provide comprehensive custodial cleaning services for the Streetcar Maintenance Facility (SMF) located at 406 SW 7th Street, Oklahoma City, OK, 73109 and twenty-two (22) Streetcar platforms located at see Exhibit “A”.

Statement of Need Reliable and high-quality custodial services to maintain a clean, safe, and welcoming environment for all riders, employees, visitors, and stakeholders. Clean and well-maintained Streetcars and facilities are essential to support daily operations, ensure health and safety standards, and create a positive impression of our organization.

The custodial services sought through this RFP will cover routine cleaning, sanitation, and upkeep of all Streetcars, their platforms, the SMF and its designated areas, including offices, common spaces, restrooms, meeting rooms, and high-traffic areas. The selected Services Provider must have the capability to deliver consistent, efficient, and flexible cleaning solutions tailored to the needs of our facility, including after-hours service, special event support, and emergency response when necessary.

These services are critical to maintaining operational efficiency, regulatory compliance, and the overall satisfaction and well-being of building occupants.

Goals The successful Services Provider shall demonstrate the ability to:

• Uphold the highest standards of cleanliness, health, and safety;

• Enhance the appearance and functionality of all managed spaces;

• Ensure compliance with all applicable local, state, and federal regulations;

• Incorporate environmentally responsible cleaning practices and products;

• Provide flexible and responsive service delivery, including support for special events and emergency needs;

• Maintain effective communication and reporting mechanisms;

• Deliver cost-effective solutions that maximize value to the Contracting Entity.

Background The Central Oklahoma Transportation & Parking Authority (COTPA), dba EMBARK, is the public transportation trust for the City of Oklahoma City. COTPA provides bus transit, paratransit, streetcar, bike share transit and ferry services. COTPA currently manages four COTPA owned garages and three surface lots. COTPA’s Board of Trustees are the governing body for the oversight of COTPA, downtown off-street public parking, and Oklahoma River Cruises.

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Scope of Services Description of Services

DESCRIPTION LOCATION SERVICE/FREQUENCY

Clean Streetcar Maintenance Facility

• Glass entry doors

• Door handles, doorknobs

• Push / pull bars

• Offices, conference room, training room, dispatch office, open cubicle areas, break rooms

• Hallways

• Restrooms

• Remove trash

• Clean glass partitions

• Clean all streetcars

Streetcar Maintenance Facility (SMF)

406 SW 7th Street, Oklahoma City, OK, 73109

Overnight Service

7 Days Per Week

Clean Streetcar interiors Scissortail Park Streetcar Platform

See Exhibit “A”

Porter Service

Friday, Saturday, Sunday

Clean Streetcar platforms

• Sweep / blow the concrete

• Remove trash

• Replace receptacle liners

• Clean benches

• Clean trash receptacles

• Clean glass

22 platform locations.

See Exhibit “A”

Overnight Service

7 Days Per Week

Power wash all Streetcar platforms 22 platform locations.

See Exhibit “A”

Quarterly

Disinfection treatment for Streetcars and

SMF

SMF Once a year

Exterior SMF power washing SMF Once a year

Carpet deep cleaning SMF Once a year

Hard surface and tile floor deep cleaning and grout restoration

SMF Once a year

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Contract Management Expectations Performance Monitoring

The performance of the selected custodial Services Provider will be regularly monitored and evaluated to ensure compliance with the Professional Services Agreement terms, service quality, expectations, and organizational standards. Performance monitoring will include, but is not limited to, the following components:

1. Routine Inspections o Regularly scheduled and random inspections of facilities will be conducted by

EMBARK staff to assess the quality of services provided.

o Inspection results will be documented and shared with the Services Provider.

2. Performance Metrics

The Services Provider’s performance will be measured against key indicators, including:

o Cleanliness and appearance of facilities;

o Timeliness and completion of scheduled services;

o Responsiveness to service requests and corrective actions;

o Adherence to safety and sanitation protocols;

o Professionalism and conduct of custodial personnel; and o Compliance with sustainability and environmental standards, such as usage of approved chemicals with recorded SDS information.

3. Reporting Requirements o The Services Provider must submit monthly reports outlining completed work, staffing levels, supply usage, and any issues encountered.

o Incident and accident reports must be submitted within twenty-four (24) hours of occurrence to EMBARK.

o If Services Provider has a form for reports, please submit a sample with

Proposal.

4. Performance Review Meetings o Quarterly meetings will be held between EMBARK and the Services Provider to review performance, discuss concerns, and identify opportunities for service improvement.

5. Customer Feedback

RFP.SP.VI.2025 RFP-COTPA-25-010 Streetcar Custodial Services Page 6 o Feedback from Streetcar riders and facility visitors will be gathered periodically to assess satisfaction levels and identify areas needing improvement.

o The Services Provider will be expected to address valid concerns promptly.

Contract Payment The Contracting Entity issues payment in accordance with the Professional Services Ageement.

Proposer(s) should invoice the Contracting Entity at the email adress that appears in the Notice to Proposers.

Proposal Award

Selection Process Each proposal will be evaluated by a selection committee. The selection committee is comprised of members from the Streetcar Operations Team. The committee may make its selection based solely on the submitted proposals, or, at its discretion, conduct interviews and/or request presentations with some or all Proposers. The selection committee will then report the results of its evaluations and make a recommendation for the award.

Evaluation Criteria As noted in City of Oklahoma City ordinance, Section 2-417, the following factors may be considered when awarding contracts:

1. The ability, capacity and skill to perform under the contract or provide the service required.

2. Whether the proposer can perform the contract or provide the service promptly, or within the time specified, without delay or interference.

3. The character, integrity, reputation, judgment, experience and efficiency of the proposer.

4. The quality of performance of previous contracts or services.

5. The previous and existing compliance by the proposer with laws and ordinances relating to the contract or services.

6. The sufficiency of the financial resources and ability to perform under the contract.

7. The quality, availability and adaptability of the supplies, or contractual services to the particular use required.

8. The ability to provide future maintenance and service.

9. The number and scope of conditions and/or exceptions attached to the proposal.

https://library.municode.com/ok/oklahoma_city/codes/code_of_ordinances?nodeId=OKMUCO2020_CH2AD_ARTVPUPR_DIV3FOCO_S2-417AWCO

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Proposal Instructions & Content Proposal Timeline

TIMELINE DATE LOCATION / ADDITIONAL INFORMATION

Negotiation & Proposer(s) Selection

7/28/2025 • Selected Proposer(s) will be notified in writing.

• Any award is contingent upon the successful negotiation of final Professional Services Agreement terms. If negotiations cannot be concluded successfully, the Contracting Entity reserves the right to negotiate a Professional Services Agreement with another Proposer or withdraw the RFP.

• Negotiations shall be confidential and not subject to disclosure to competing Proposer(s) unless and until a Professional Services Agreement is reached.

Estimated Professional Services Agreement Execution

9/5/2025 • Subject to Contracting Entity approval.

The above dates are tentative and subject to change. The Proposal Release date, Pre-Proposal meeting, if applicable, Question-and-Answer period, and Proposal submission deadline are available to view on Bidnet Direct and the Notice to Proposers.

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Proposal Content Proposers are encouraged to use this table to ensure all components are included in their Proposal.

Complete proposals will include the following:

Proposal

☐ Cover Letter A simple letter of submittal.

☐ Company History Describe historical background and track record of company.

☐ Project Team Describe team that will be working on this project. Include contact information, titles, and office locations.

☐ Technical Proposal

Describe your company’s ability to perform the services as requested in the Special Provisions, including pricing.

☐ Customer References

A minimum of 3 references are required. Provide references from other local government customers when possible.

☐ Sample Forms Incident and Accident Report(s), if applicable.

Additional Documents Upon Award: Awarded Proposer(s) will be required to submit the following upon award. We encourage you to take note of these requirements. Please review sample documents in Bidnet Direct prior to proposal submission.

☐ Professional Services Agreement

☐ Acord Form

☐ Letter of Authorization, if applicable

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Exhibit “A”

Streetcar Platform Locations

1-East Bricktown- 21 S Joe Carter Ave

2-Ballpark - 201 Johnny Bench Dr

3-Santa Fe Hub- 5 E. Reno Ave

4-Arena- 147 W. Reno Ave

5-Scissortail Park- 327 Thunder Dr

6-Myriad Gardens- 2 S. Hudson Ave

7-Library- 112 N. Hudson Ave

8-Transit Center- 420 N. Hudson Ave

9-Federal Courthouse- 130 NW 4th St

10-Broadway Avenue- 510 N. Broadway Ave

11-Automobile Alley- 826 N. Broadway Ave

12-Art Park- 1138 N. Broadway Ave

13-North Hudson- 337 NW 11th St

14-Dewey Avenue- 1125 N. Dewey Ave

15-Midtown- 402 NW 10th St

16-NW 10th Street- 202 NW 10th St

17-Law School- 801 N. Robinson Ave

18-Memorial Museum- 503 N. Robinson Ave

19-Business District- 203 N. Robinson Ave

20-Century Center- 154 W. Sheridan Ave

21-Bricktown- 6 E. Sheridan Ave

22-Mickey Mantle- 126 E. Sheridan Ave