Taxation Scope of Work Form.xlsb
XLSB spreadsheet 48 KB Posted
- Attached to
- Building Cleaning and Sanitizing Services
- Solicitation number
- 13DAT-S1151
- Issued by
- Churchill County, Nevada
About this file
This document is a Scope of Work (SOW) form for a janitorial services contract opportunity issued by the State of Nevada, Department of Taxation. The contract will be open to all agencies and eligible entities within the state to obtain quotes from vendors awarded under Solicitation 99SWC-S1117. The SOW outlines the required cleaning and sanitization services for two office locations, one of 42,168 square feet and the other of 24,000 square feet, on an emergency basis due to COVID-19. Vendors must provide hourly rates for a supervisor and cleaning staff, as well as a total annual cost for the requested services. A mandatory site visit is scheduled for April 16, 2020, and the anticipated contract start date is April 16, 2020 with an end date of June 30, 2020.
The contract will be awarded on a project-based rate, and the purchasing entities reserve the right to change the scope and cost of the job with advance notice to the vendor. Vendors must list all cleaning products and equipment that will be used, and the state encourages the use of energy-efficient and chemical-reducing equipment. The purchasing entities will select a vendor through a mini-bid process on the NevadaEPro.com platform, and the selected vendor's contract will require Board of Examiners' approval.
Text of this file
Directions for State Agencies
| Scope of Work Form (Mandatory) |
| This form is intended to serve as means for facility managers and purchasers (purchasing entities) to obtain quotes from one or more vendors on the 99SWC-S1117 distributors list using a form that enables a fair and equal comparison of of the services the vendors can provide and the cost for such services. See the box below for other relevant guidance and information. For further questions please contact: Ryan Vradenburg rvradenburg@admin.nv.gov |
The worksheet tabs in BLUE can be deleted prior to sending the file out to vendors to obtain quotes.
Guidance for Purchasing Entities:
a. Work Request Form 1 & 2: These worksheets have been developed to allow purchasing entities to choose desired services.
| i. State Agency should fill in boxes outlined in GREEN. |
| ii. Agencies should collect at least three (3) quotes that must be solicited from Vendors awarded as distributors from this RFQ. Quoting should be done through NevadaEPro.com Mini-Bid process in partnership with the Purchasing Division |
| iii. State Agency will then contact the Purchasing Division to submit a mini bid solicitation to the qualified vendors. |
| iv. The vendors will have 3 days to reply to the minibid. During which time if this is an emergency need, the agency should get approval from the Department of Administration, Purchasing Division Administrator. |
| v. All jobs must be bid on a project-based rate. It is the responsibility of the eligible entity to monitor for compliance that the vendor is able to provide appropriate licensing for Scope of Work (SOW). |
| vi. Unforeseen janitorial services may be required on an as needed basis as requested by eligible agency and should be set up with an understating of the need for backup workers in case of illness or vacation. Eligible agencies reserve the right to change scope, and therefore cost of job, with mutually agreed advance notice with the vendor |
| vii. After the mini-bid process for selecting a vendor to perform duties as requested on the SOW, the agency must submit a standard form contract for services of an independent contractor for Board of Examiners’ (BOE) approval for the value of the specified services. |
| viii. Purchasing entities must use and Vendors must submit all jobs using the SOW. The SOW will clarify what needs, days and times requested work is to be performed. SOW shall be included in the contract for approval as Attachment AA. |
| ix. The Vendor will use the SOW as a checklist of work performed. State agencies are encouraged to draft an effective SOW for this purpose. |
| x. The Vendor is to provide a supervisor for each facility or SOW. This supervisor will be the one and only contact person for any and all issues regarding the cleaning of such facility. |
| xi. The State of Nevada and its eligible entities reserves the right, at any point during the life of the contract, to limit the scope and/or establish additional qualifications, specifications or other requirements, for services subcontracted under this RFQ |
b. Client Questions: These questions allow the purchasing entity to get additional information from the bidders. Additional questions may be added.
c. Cleaning Supplies: It is highly encouraged for purchasing entities to include this tab for companies to indicate their cleaning products used.
Janitorial Services Contract Site Visit Guidelines for Purchasing Entities
1. Preparation
Assign personnel (Tour guides): Assign two individuals the task of preparing for the visit. Choose individuals who could act as back up for one another. (Don’t choose two people who ride to work together). This is to ensure someone will be able to conduct the tour in case of illness or delay. Confirm this assignment with both individuals.
Review specification sheet: Have the assigned tour guides read through the Work Request Excel worksheet to become familiar with its function, thinking about their route in touring the site.
Advance walk through: Have the assigned tour guides use the Work Request Excel worksheet to go through a test walk through of the tour. Have them ask themselves:
• Is everything we need to have cleaned mentioned in the spec sheet?
• Is the frequency of cleaning appropriate?
• Is there a square footage listed for each floor care area? Is it correct?
• Is there a quantity listed for each item such as toilets or waste receptacles? Is it correct?
• Will the tour plan allow vendors to see all work areas?
• Who will supply disposables, etc?
Review guest list: Share the guest list with the assigned tour guides so they know whom to expect. Some firms may send two representatives when there is more than one component to the work.
2. Day of event
Tour Guide and Material: Although two tour guides have prepared, only one need conduct the tour unless the group is large. The materials to conduct the event should be on hand and available in the event a backup person needs to conduct the tour.
Check-In: It is required that all invited bidders attend the site visit. This eliminates misunderstandings about the work that can taint performance once the contract is awarded. Attendance is verified by having each attendee complete (legibly) their information on the Sign-In Sheet. If a company is represented by more than one attendee, all representatives must sign in. Once the site visit has begun, late arrivals may not be allowed to tour the site and are disqualified from the competition.
Uninvited vendor: If an uninvited vendor arrives, they are not allowed to participate.
Beginning the tour: When all invited vendors have arrived, announce to the group that the tour is starting and lead them through the site. You may consider asking that all electronic devices (cell phones, pagers, etc.) be turned off during the site visit to ensure everyone can actively listen and participate in the tour.
Conducting the tour: Point out the work detailed in the specifications, and tell them your expectation regarding the cleaning standards to be met.
Questions: Those questions that are easy may be answered. In cases where the spec or bid are unclear about a point, or the guide is not sure, the question should be sent by the questioner to the Client’s Primary Point of Contact/Contract Administrator. Only those answers made via amendment will bear upon award. In all other matters the written document will be binding. The tour guide should tell the attendees Only those answers made via amendment will bear upon award. In all other matters the written document will be binding.
Ending the visit: After a few questions, the tour director thanks the group for their interest and dismisses them.
Thank you for conducting your site visit. This saved your agency money and put you in control of this event at your site. Your assistance is appreciated.
Directions for Vendors
| Statement of Work Form (Mandatory) |
| This form is intended to serve as means for State agencies and purchasers (purchasing entities) to obtain quotes from one or more vendors listed as distributors under Solicitaton 99SWC-S1117 using a form that enables a fair and equal comparison of the services the vendors can provide and the cost for such services. See the box below for other relevant guidance and information. For further questions please contact: Ryan Vradenburg, rvradenburg@admin.nv.gov. The complete form is to be attached to the Standard Form Contract as Attachment AA when awarded to the chosen vendor. |
Guidance for Vendors:
Work Request Form 1 tab: Please fill in all of the boxes outlined in BLUE. If a section is crossed out, it means the purchasing entity does not desire this service.
Work Request Form 2 tab: Vendors are asked to submit hourly wage, in addition to minutes requried to complete the task Contracts are built on an all inclusive total.
Cleaning Supplies: All vendors are required to list their cleaning products that will be used for this contract. This is to ensure the state recieves the appropriate level of disinfection and sanitization requested.
Work Request Form 1
| Building Cleaning and Sanitizing Services |
| Scope of Work |
Vendor Company Name: NevadaEPro Vendor #
| Vendor Point of contact: | Site Supervisor: |
| Email: | Email: |
| Phone: | Phone: |
| Agency Name: | Department of Taxation | ||
| Contract End Date: | 6/30/20 | Anticipated Start Date: | 4/16/20 |
| Not to Exceed Amount: | Unable to Determine | Building Type: | Office |
| Mandatory Site Visit Date: | 4/16/20 | Time: | Anytime |
| Estimated Square Feet: | 42168 | # of Floors: | 1 |
| Date Requested: | 4/16/20 |
| Work to be performed at: | Agency Contact Information: | |||||
| Street Address 1: | 1550 E College Parkway | Point of Contact: | Holly McPhail | |||
| Street Address 2: | Street Address 1: | 1550 E College Parkway | ||||
| City & Zip: | Carson City | NV | 89706 | Street Address 2: | NV | |
| Point of Contact: | LeRoy Hunnewell | City & Zip: | Carson City 89706 | |||
| Phone: | 775-684-2121 | Phone: | 775-684-2046 | |||
| Fax: | 775-684-2020 | Fax: | 775-684-2020 | |||
| Email: | hunnewell@tax.state.nv.us | Email: | mcphailh@tax.state.nv.us | |||
| Facility Security: | ||||||
| Send Invoices to: | ||||||
| Point of Contact: | Fiscal Services, Department of Taxation | |||||
| Street Address 1: | 1550 E College Parkway | |||||
| Street Address 2: | NV | |||||
| City & Zip: | Carson City 89706 | |||||
| Phone: | 775-684-2121 | 775-684-2046 | ||||
| Fax: | 775-684-2020 | |||||
| Email: | tax-fiscal2@tax.state.nv.us |
Next Step >> mailto:hunnewell@tax.state.nv.usmailto:mcphailh@tax.state.nv.usmailto:tax-fiscal2@tax.state.nv.us Work Request Form 2
Statement of Work
| Bidder Identified Hourly Wage Rates | |
| Supervisor | |
| Staff | |
| Staff | |
| Staff | |
| Staff |
| * Categories are: General Janitorial (LOW), Prevention Preparedness (MEDIUM); Emergency Response (HIGH) | ||||||||||
| Seq# | Category* | Need/Task Description | Special Instructions/Comments | Frequency | Supervisor (hours) | Staff (hours) | Staff (hours) | Staff (hours) | Staff (hours) | Total Annual Cost for Category |
| 1 | Emergency Response (High) | Cleaning of entire building for COVID-19 including deep sanitizing of all hard surfaces and frequently touched areas. Door Handles windows, cleared desktops. Walls, tables, desks, chairs, etc. | Services needed for 42000 sq. foot office. There will be locked rooms that do not require cleaning. Staff will be in the office on Monday 4/20. | Need quote for exposed areas and 1 for entire building | 7am to 5:00 pm M-F | 7am to 5:00 pm M-F | ||||
| 2 | Emergency Response (High) | Cleaning of entire building for COVID-19 including deep sanitizing of all hard surfaces and frequently touched areas. Door Handles windows, cleared desktops. Walls, tables, desks, chairs, etc. | Services needed for 24000 sq. foot office. There will be locked rooms that do not require cleaning. Staff will be in the office on Monday 4/20. | |||||||
| Complete the cleaning in accordance with the emergency request outlined in RFP 99SWC-S1117 |
Questions
| AGENCY QUESTIONS |
| Note: Do not include your company name within your answers to the following. |
1. In 100 words or less describe your company’s ability to provide quality cleaning services. (For example: Cleaning standards/procedures, equipment/products used, number of employees/supervisors, etc.)
2. In 100 words or less describe your company’s experience (number of years) in providing Janitorial services for similar building sizes (square footage) and types (General Office, Medical Facility, Lab, Warehouse, etc.).
3. Describe your overall reliability as a cleaning service provider. (For example: History of being on time, availability, emergency plan, coverage for absent employee, etc.)
4. Describe your company’s customer service and how your company will ensure the contract requirements will be met. (For example: Handling change requests, dispute resolution, response time, use phone and/or email, use a logbook, etc.)
| 5. Other (In 100 words or less) |
| 6. Other (In 100 words or less) |
Cleaning Supplies Complete the table below for all cleaning and janitorial products used in your operations. Please add lines to the table to show multiple products (e.g. If you use three different all-purpose cleaners depending on the job, each product should be on a separate line with the info filled out for each.)
| 1) Cleaning chemicals only – List the various products used. |
| 2) Disinfectants and sanitizers (ONLY)– Indicate if the product is EPA Registered (EPA) |
4) Equipment – Vendors are encouraged (but not required at this time) to use equipment listed in the Approved Products List as it is energy efficient and/or may allow for reduced chemical use. However, the information should still be included on the table below.
| 5) Other – If your company uses products not shown on the list, please add lines to indicate these products and complete the information on the table. | |||
| Cleaning Task | Product Brand Name | Product Manufacturer | Type of 3rd Party Certification (GS, EL) and for Disinfectants/Sanitizers the EPA Registration |
| All-purpose Cleaning | |||
| Bathroom cleaning | |||
| Carpet Cleaning | |||
| Glass Cleaning | |||
| Floor Scrubbing | |||
| Floor Finishing | |||
| Floor Polish | |||
| Floor Stripping | |||
| Hand Soap | |||
| Cooking Appliance Cleaners | |||
| Degreasers | |||
| Janitorial Papers | Not Applicable | ||
| Trash Liners | Not Applicable | ||
| Matting Systems | Not Applicable | ||
| Disinfectants | |||
| Sanitizers | |||
| Odor Control | |||
| Enzymatic Cleaners | |||
| Other |
Lookups
| joshi_sdo_status | joshi_period | |
| Not Applicable | a week | |
| Self-Certified Women Owned Business | a year | |
| Self-Certified Minority Owned Business | once | |
| Self-Certified Minority & Women Owned Business | ||
| Certified Women Owned Business | ||
| Certified Minority Owned Business | ||
| Certified Minority & Women Owned Business | ||
| joshi_checkbox | ||
| £ | £ | |
| R | R | |
| joshi_district_codes | ||
| 1 | ||
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| joshi_frequency | ||
| 1 | ||
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Other files
| File | Type | Posted |
|---|---|---|
| Quote Instructions.pdf |
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