RFP.pdf

City of Edgerton

Request for Proposal (RFP)

For

Cleaning Services

August 2023

12 Albion Street, Edgerton, WI 53534

Table of Contents

1. Summary and Background…………………………………….…3

2. Proposal Guidelines………………………………………..……..3

3. Project Scope………………………………………………..…….4

4. Request for Proposal and Project Timeline……………..……..11

5. Bidder Qualifications………………………… ………….……..11

6. Proposal Evaluation Criteria………………………………...…..12

Attachment – Cost Proposal Form..………………………………..13

1. Summary and Background

The City of Edgerton is seeking proposals for cleaning services for City Hall at 12

Albion Street, the Police Station at 215 W Fulton Street and the Public Library at 101

Albion Street. Companies shall submit a combined proposal for all facilities (with a total cost shown for each building and a combined total cost for all buildings). The purpose of this Request for Proposal (RFP) is to solicit proposals from various candidate organizations, conduct a fair and extensive evaluation based on criteria listed herein, and select the candidate who best fulfills the needs of the City of

Edgerton.

Proposals will be received by:

Maddie Deegan, Administrative Assistant

12 Albion Street

Edgerton, WI 53534

Or by email at: mfriend@edgerton.wi.gov

Proposals must be received by Friday, September 8, 2023, at 1:00p.m.

A pre-proposal walkthrough starting at City Hall will be provided by the Municipal

Services Director, Howard Moser, on August 28 at 10:00am. Please contact Maddie

Deegan at 608-884-3341 or mfriend@edgerton.wi.gov with any questions.

The City of Edgeton reserves the right to modify and waive any and all informalities or technicalities, or to reject any and all proposals and/or parts thereof, and to accept that proposal which it deems most favorable for the City.

2. Proposal Guidelines

This Request for Proposal represents the requirements for an open and competitive process. Proposals will be accepted until 1:00pm. September 8, 2023. Any proposals received after this date and time will be rejected. All proposals must be signed by an official agent or representative of the company submitting the proposal.

All costs included in proposals must be all inclusive, including any outsourced or contracted work. Any proposals which call for outsourcing or contracting work must include a name and description of the organizations being contracted. Because this work is in public City buildings, a background check will be done on anyone who will be entering the buildings. This background check is used to verify that a person is who they claim to be, and will check the person's criminal record as well as other mailto:mfriend@edgerton.wi.gov activities that happened in the past in order to confirm their validity. This check can include, but is not limited to, driving record, criminal record, use of social media, and drug screening.

No additional bonding is required. All costs must be itemized to include an explanation of all fees and costs. Contract terms and conditions will be negotiated upon selection of the winning bidder for this RFP. All contractual terms and conditions will be subject to review by the City Attorney and will include scope, budget, schedule, and other necessary items pertaining to the project.

All proposals must include completing all the tasks at the frequency described in the project scope and shall be shown as a weekly cost. Also include proposed monthly costs for possible renewal of contract in 2024 and 2025.

3. Project Scope

The scope of this project includes various tasks to be performed in areas listed below. Tasks are to be performed during the non-business/evening hours. Schedules may need to be altered on any given day at City Hall due to scheduled evening meetings (such as cleaning of conference rooms and council chambers when no meetings are scheduled).

Periodic reviews of the services performed will be conducted and feedback provided to ensure satisfactory performance. Some tasks may be required to be done more often or at different intervals as needed.

City Hall Cleaning

Area/Item Task 1x/day 1x/week 2x/week Other

Hallway/Lobby/ Vestibule

Clean glass in and around doors x

Clean other interior glass in vestibule

1x/month

Clean window ledges x

Mop tile floors x (2x/week in winter months)

Dust counter tops/chairs x

Vacuum walk-off mats x

Council Chambers/ Conference Room

Dust window ledges x

Dust counter tops/chairs x

Dust base boards and chair rails 1x/month

Vacuum x

Dust art/pictures 1x/month

Front Office Dust work station ledges/desk tops/file cabinets/monitors/ counter tops x

Vacuum x

Map Room Dust counter tops/file cabinet x

Vacuum rubber floor x

Dust window ledges 1x/month

Damp mop rubber floor/vacuum x

Offices Dust file cabinets/monitors/ counter tops/chairs/window ledges x

Clean door side light windows 1x/month

Vacuum carpet x

Vacuum blinds 2x/year

Dust faces of office furniture 1x/month

Dust wood doors 2x/year

Restrooms Clean and disinfect sinks/toilets/urinals and dispensers x

Empty trash receptacles x

Dust and disinfect partitions and frames x

Spot clean walls x

Sweep and mop floors x

Breakroom Clean and disinfect all hand and food contract areas including sink, microwave, refrigerator, cabinets, and counters (not inside of appliances) x

Empty recycling and trash receptacles x

Sweep and mop floor x

Entire Building

Edge vacuum 1x/month

High dusting 1x/year

Scrub hard surfaces 2x/year

Exterior and interior windows 2x/year

Carpeting rotary scrubbed and hot water extract

2x/year

Kick plate polish stainless steel 1x/year

Light switch clean and disinfect 1x/month

Notes:

City fills soap/paper dispensers.

City empties garbage/recycle except in break room and bathrooms.

Cleaner supplies cleaning products. City supplies paper products.

Police Department Cleaning

Hallway/Lobby/ Vestibule

Clean glass in and around doors x

Clean other glass in lobby x

Clean ledges 1x/month

Vacuum x

Dust lobby furniture 1x/month

Conference Room

Dust ledges and furniture 1x/month

Vacuum x

Empty garbage cans x

Admin Area/Hallway

Dust cabinets and desks x

Vacuum x

Empty garbage cans x

Offices/Squad Room

Vacuum carpet x

Mop title floor x

Empty garbage cans x

Wipe down desks x

Restrooms Clean and disinfect sinks, basins, urinals and dispensers x

Empty trash x

Spot clean walls x

Sweep and mop x

Refill soap, toilet paper and paper towels x

Breakroom Clean and disinfect counter x

Sweep and mop floor x

Empty garbage and recycling cans x

Locker Room Sweep and mop floor x

Garage Empty trash cans x

Entire Building/Misc

Empty trash cans x

Vacuum where needed x

Mop where needed x

Wax tile floors 4x/year

Clean blinds 1x/year

Notes:

If cleaning during work hours – vacuum executive offices and dust. 1x/week

Library Cleaning

Entrances Clean front door glass x

Clean back door glass x

Sweep front steps x

Damp mop front steps x

Dust windowsills/surfaces x

Vacuum rugs x

Damp mop resilient floors x

Dust baseboards x

Restrooms Clean, sanitize and polish toilets, sinks and urinals x

Empty, line, clean and sanitize trash containers x

Fill, clean and sanitize soap/towel dispensers x

Clean and polish glass, mirrors, chrome hardware x

Sweep, damp mop and sanitize floors x

Damp wipe/spot clean partitions and doors x

Damp wipe walls by sinks and urinals x

De-lime/de-scale sinks and toilets

1x/month

Hallways Sweep and damp mop resilient floors x

Vacuum carpets and rugs x

Dust baseboards, windowsills and surfaces x

Clean, polish and sanitize drinking fountain x

Copy Room Sweep and damp mop floor x

Empty, line and spot clean trash receptacle x

Dust baseboards and surfaces x

Large Meeting Room

Vacuum carpet x

Dust baseboards, windowsills and surfaces x

Kitchen Sweep and damp mop floor x

Empty and line trash can x

Small Meeting Room

Vacuum carpet x

Dust windowsills, baseboards and surfaces x

Circulation Desk/Office Area

Vacuum carpet x

Empty and line trash and recycling cans x

Dust windowsills, baseboards and surfaces x

Lower-Level Main Area

Vacuum carpet x

Empty and line trash and recycling cans x

Dust baseboards, windowsills and surfaces x

Stairwell Sweep and damp mop resilient floor x

Vacuum carpet x

Dust windowsills, baseboards and surfaces x

Upstairs Vacuum carpet x

Empty and line trash and recycling cans x

Dust windowsills, baseboards and surfaces x

Miscellaneous Buff resilient floors 2x/year

Wax resilient floors 2x/year

Vacuum and shampoo upholstered furniture

2x/year

Clean and polish light switches, handles and push plates x

Shampoo carpeting 2x/year

Notes:

The 1x/day tasks need to completed 6 days per week, Monday thru Saturday.

4. Request for Proposal and Project Timeline

All proposals in response to this RFP are due no later than 1:00pm CST on

September 8, 2023. All proposals shall be valid for a minimum of 90 days, pending the City's evaluation and award process.

Evaluation of proposals will be conducted from September 8 to September 15, 2023. If additional information or discussions are needed with any bidders during this window, the bidder(s) will be notified.

The selection decision for the winning bidder is anticipated to be verified at the

Common Council meeting on September 18, 2023. Upon notification, the contract negotiation with the winning bidder will begin immediately.

It is anticipated that the initial award of these services would be a one (1) year contract starting October 2, 2023 with the option to renew for up to an additional two (2) years based on performance. Billing shall be bi-weekly or monthly.

5. Bidder Qualifications

Bidders should provide the following items as part of their proposal for consideration:

• Prospective bidders are required to meet all qualifications and specifications of this Request for Proposal in order to be considered for award. If a vendor does not clearly demonstrate and provide documentation substantiating that they are compliant with the qualifications and specifications of this Request for Proposal, they may be disqualified.

• All prospective bidders are to make written proposals that present the company's qualifications and understanding of the work to be performed.

Prospective bidders shall address each of specific topics listed as a minimum. Failure to include any of the requested information may be cause for proposal to be considered non-responsive and rejected.

• All prospective bidders will submit a cover letter introducing your company and confirming your interest in performing the work described herein.

Indicate your agreement with, or specific exceptions to, any of the objectives, requirements, terms or conditions contained in this solicitation document.

• Provide a list of at least three (3) current references for which comparable work has been performed. This list shall include client name, person to contact, address and telephone number.

6. Proposal Evaluation Criteria

The City of Edgerton will evaluate all proposals based on the qualifications of the bidder, the ability of the bidder to meet the schedule requirements, and cost. Each bidder must either submit a copy of their proposal within a single envelope, clearly indicating on the front of the envelope: "Proposals for Cleaning Services", or email a copy of their proposal to mfriend@edgerton.wi.gov.

Proposals will be received by:

Maddie Deegan, Administrative Assistant

12 Albion Street

Edgerton, WI 53534

All proposals must be received by September 8, 2023 at 1:00pm CST.

Non-disclosure of the data contained within a proposal cannot be guaranteed because of Public Records Laws.

Terms and Conditions

If for any reason, the firm selected shall fail to fulfill the obligations agreed to in a timely manner, the City shall have the right to terminate the contract by specifying the date of termination in a written notice to the firm at least (7) days before the termination date. In this event, the firm shall be entitled to just and equitable compensation for the work satisfactorily completed.

The successful proposer will be required to furnish, within ten (10) days of award notification and before commencing work, a certificate of insurance. The certificate shall name the City, its officers and employees, as additional insured.

The agreement resulting from this RFP shall be required to contain the following:

"Provider agrees to indemnify, defend and hold harmless the City and its officers, officials, employees and agents from and against any and all liability, loss, damage expense, costs, (including attorney fees) arising out of this agreement, caused in whole or in part by the Provider or anyone for whose acts any of them may be liable, except where caused by the sole negligence or willful misconduct of the

City."

The contract resulting from the award of this RFP shall commence on upon execution.

The City reserves the right to reject any or all proposals, to waive technicalities, or to accept the proposal deemed to serve the City's best interest.

All cost associated with preparation, submittal and presentation of proposals shall be borne by the proposer.

Attachment – Cost Proposal Form

City of Edgerton

Cleaning Services

Request for Proposal

City Hall cost per week of cleaning $

City Hall floor cleaning only as ordered per event $

Library cost per week of cleaning $

Police Station cost per week of cleaning $

Extra charges $

Frequency of extra charges

Company Name:_____________________________________________________

Address: ___________________________________________________________

Contact Person: _____________________________________________________

Phone Number(s):____________________________________________________

Email: _____________________________________________________________

Signature: __________________________________________________________

Printed name: _______________________________________________________

Date: _______________