Janitorial Services at Various City Properties

Agency:	City of Kalamazoo
State:	Michigan
Type of Government:	State & Local
NAICS Category:	561720 - Janitorial Services
Posted Date:	Dec 15, 2023
Due Date:	Jan 30, 2024
Solicitation No:	Reference number: 91039-040.0
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

Closing date January 30, 2024, 03:00 PM

Reference number 91039-040.0
Status Open
Summary It is the City of Kalamazoo’s intent to enter into a contract with a selected Contractor to provide professional custodial services, as described in these specifications and according to industry standards for the City of Kalamazoo at various City of Kalamazoo properties. (See Appendix 1)

91039-040.0-bid document (PDF, 953KB)

91039-040.0-APPENDIX 1 (PDF, 94KB)

91039-040.0-Attachment A (PDF, 69KB)

91039-040.0-Attachment B (PDF, 179KB)

INTENT

It is the City of Kalamazoo’s intent to enter into a contract with a selected Contractor to provide professional custodial services, as described in these specifications and according to industry standards for the City of Kalamazoo at various City of Kalamazoo properties. (See Appendix 1)

Floor plans of locations will be available for view at the MANDATORY Pre-Bid meeting for viewing and may be provided to the winning contractor upon contract execution. Square footage per location has been provided within the specifications.

Attachment Preview

Department of Management Services

Purchasing Division

241 West South Street

Kalamazoo, MI 49007-4796

Phone: 269.337.8020

Fax: 269.337.8500

www.kalamazoocity.org

cokpurchasing@kalamazoocity.org

MANDATORY PRE-BID MEETING Tuesday, January 16, 2024 at 10:00 AM

At Kalamazoo Water Reclamation Plant, 1415 N. Harrison Street, Conf. Room A, Kalamazoo, MI 49007

INVITATION FOR BID (IFB)

The City of Kalamazoo, Michigan is soliciting sealed bids for:

Project Name: Janitorial Services at Various City Properties

Bid Reference #: 91039-040.0

IFB ISSUE DATE: December 15, 2023

BID DUE/OPENING DATE: January 30, 2024 @ 3:00 p.m. Local Time

Facsimile Bids Will Not Be Accepted.

MAILING ADDRESS & INSTRUCTIONS

Mail to:

Purchasing Division

241 W. South Street

Kalamazoo, MI 49007

Questions about this IFB should be directed to:

Department Contact: Quentin Pike, Citywide

Facilities Manager at (269) 716-3796 or

pikeq@kalamazoocity.org

Include on the Envelope the Project Name and Bid Reference Number. All Envelopes Must Be Sealed.

You are invited to submit a bid for this project. Specifications, terms, conditions and instructions for submitting

bids are contained herein. This Invitation for Bid with all pages, documents and attachments contained herein, or

subsequently added to and made a part hereof, submitted as a fully and properly executed bid shall constitute the

contract between the City and the successful bidder when approved and accepted on behalf of the City by an

authorized official or agent of the City. Please review the bid document as soon as possible and note the

DEADLINE FOR QUESTIONS in the Instructions to Bidders.

All bidders shall complete and return the Bid and Award page(s) and submit all information requested herein in

order for a bid to be responsive. The bid document shall be returned in its entirety, in a properly identified and

sealed envelope to the Purchasing Division at the above address. BIDS MUST BE RECEIVED BEFORE THE

DUE DATE - LATE BIDS WILL NOT BE CONSIDERED. The City reserves the right to postpone the bid

opening for its own convenience.

SECTION

III

Statement of No Bid

Instructions to Bidders

Bid & Award Pages

Indemnity & Insurance

Scope of Work &

Specifications

General Requirements

Terms & Conditions

TABLE OF CONTENTS

PAGE #

APPENDICES

Appendix A

1-2

Appendix 1 – Definitions

3-9

Attachment A – Worksheet Log

11 - 12

Attachment B – Public Safety Buildings

13 – 20

Background Check Forms

22 – 27

28 – 31

City of Kalamazoo – Invitation for Bid

Janitorial Services at Various City Properties

Bid Reference #: 91039-040.0

STATEMENT OF NO BID

NOTE: If you DO NOT intend to bid on this commodity or service, please complete and return this form

immediately. Your response will assist us in evaluating all responses for this important project and to improve

our bid solicitation process.

The Purchasing Division of the City of Kalamazoo wishes to keep its bidders list file up-to-date. If, for any reason

you cannot supply the commodity/service noted in this bid solicitation, this form must be completed and returned

to remain on the particular bid list for future projects of this type.

If you do not respond to this inquiry within the time set for the bid opening date and time noted, we will

assume that you can no longer supply this commodity/service, and your name will be removed from this

bid list.

_____

Specifications too "tight", i.e. geared toward one brand or manufacturer only (explain below).

_____

Specifications are unclear (explain below).

_____

We are unable to meet specifications.

_____

Insufficient time to respond to the Invitation for Bid.

_____

Our schedule would not permit us to perform.

_____

We are unable to meet bond requirements.

_____

We are unable to meet insurance requirements.

_____

We do not offer this product or service.

_____

Remove us from your bidders list for this commodity or service.

_____

Other (specify below).

REMARKS: ___________________________________________________________________________

______________________________________________________________________________________

SIGNED: _________________________________ NAME: ___________________________________

(Type or Print)

TITLE: __________________________________ DATE: ___________________________________

FIRM NAME: _________________________________________________________________________

(if any)

ADDRESS: _____________________________________________________________________________

(Street address)

(City)

(State)

(Zip)

PHONE: _________________________________ FAX: _____________________________________

EMAIL: ______________________________________________________________________________

City of Kalamazoo – Invitation for Bid

Janitorial Services at Various City Properties

Page 1

Bid Reference #: 91039-040.0

SECTION I

INSTRUCTIONS TO BIDDERS

1. EXAMINATION OF BID DOCUMENT-Before submitting a bid, bidders shall carefully examine the

specifications and shall fully inform themselves as to all existing conditions and limitations. The bidder

shall indicate in the bid the sum to cover the cost of all items included on the bid form.

2. PREPARATION OF BID-The bid shall be legibly prepared in ink or typed. If a unit price or extension

already entered by the bidder on the Bid and Award form is to be altered, it shall be crossed out and the

new unit price or extension entered above or below and initialed by the bidder with ink. The bid shall be

legally signed and the complete address of the bidder given thereon.

All bids shall be tightly sealed in an envelope plainly marked SEALED BID and identified by project

name, bid opening date and time. Bids opened by mistake, due to improper identification, will be so

documented and resealed. The Purchasing Division will maintain and guarantee confidentiality of the

contents until the specified opening date and time. Facsimile bids will not be accepted.

3. EXPLANATION TO BIDDERS-Any binding explanation desired by a bidder regarding the meaning or

interpretation of the Invitation for Bid (IFB) and attachments must be requested in writing, at least 5 days

before the bid opening so a reply may reach all prospective bidders before the submission of bids. Any

information given to a prospective bidder concerning the IFB will be furnished to all prospective bidders

as an amendment or addendum to the IFB if such information would be prejudicial to uninformed bidders.

Receipt of amendments or addenda by a bidder must be acknowledged in the bid by attachment, or by

letter or fax received before the time set for opening of bids. Oral explanation or instructions given prior

to the opening will not be binding.

4. CASH DISCOUNTS-Discount offered for payment of less than thirty (30) days will not be considered

in evaluating bids for award. Offered discounts of less than thirty (30) days will be taken if payment is

made within the discount period, even though not considered in evaluation of the bid.

5. WITHDRAWAL OF BIDS-Bids may be withdrawn in person by a bidder or authorized representative,

provided their identity is made known and a receipt is signed for the bid, but only if the withdrawal is

made prior to the exact time set for receipt of bid. No bid may be withdrawn for at least ninety (90) days

after bid opening.

6. ALTERNATE BIDS-bidders are cautioned that any alternate bid, unless specifically requested or any

changes, insertions or omissions to the terms and conditions, specifications or any other requirement of

this IFB may be considered non-responsive, and at the option of the City, result in rejection of the alternate

bid.

7. LATE BIDS-Any bid received at the office designated herein after the exact time specified for receipt

will not be considered. (Note: The City reserves the right to consider bids that have been determined by

the City to be received late due to mishandling by the City after receipt of the bid and no award has been

made.)

8. UNIT PRICES-If there is a discrepancy between unit prices and their extension, unit prices shall prevail.

9. BID SUBMITTAL- Bidders can submit sealed bids in one of the following ways:

9.1. Mail your bid, to be received before the bid due date and time indicated in the bid document, to

the City of Kalamazoo at the following address:

City of Kalamazoo – Invitation for Bid

Janitorial Services at Various City Properties

City of Kalamazoo

Purchasing Division

241 West South Street

Kalamazoo, MI 49007

Page 2

Bid Reference #: 91039-040.0

9.2. Deliver your bid to City Hall In-Person before the bid due date and time indicated in the bid

document.

9.3. Deliver your bid to the Treasurer’s Office Payment Drop Box located in the northwest corner

of City Hall (see photos below) before the bid due date and time indicated in the bid document.

1. Open drop box located at City Hall.

2. Insert SEALED BID here.

10. BID TABULATIONS- The Purchasing Division makes an effort to post bid tabulations to the City of

Kalamazoo website within 24 hours after the bid opening date and time at:

https://www.kalamazoocity.org/bidopportunities. However, in certain cases the posting of the bid

tabulation may extend beyond the 24-hour window.

CITY OF KALAMAZOO – INVITATION FOR BID

Janitorial Services at Various City Properties

Page 3

Bid Reference #: 91039-040.0

SECTION II

BID AND AWARD

The undersigned having become thoroughly familiar with and understanding all of the bid/contract documents

incorporated herein, agrees to provide custodial services as specified herein:

Section I

Public Safety Station 4/5 (601 North Park Street, Kalamazoo, MI 49007)

Public Safety HQ (150 E. Crosstown Parkway, Kalamazoo, MI 49007)

DESCRIPTION

PRICE

PER MONTH

TOTAL BID

601 North Park Street

Base Bid, each monthly billing period:

Cleaning to be performed 5 days per week

(Approximately 4,300 sq. ft.)

$________x 12 mos =

$___________

150 E. Crosstown Parkway

Base Bid, each monthly billing period:

$________x 12 mos =

Cleaning to be performed 5 ½ days per week

(Approximately 54,072 sq. ft.)

Section I - GRAND TOTAL:

$___________

$_______________

Section II

City Hall (241 West South Street, Kalamazoo, MI 49007)

DESCRIPTION

PRICE

PER MONTH

TOTAL BID

241 W. South Street (City Hall)

Base Bid, each monthly billing period:

Cleaning to be performed 5 days per week

(Approximately 30,000 sq. ft.)

$ _______x 12 mos =

$___________

Section II - GRAND TOTAL:

$_______________

Section III

Stockbridge Facility (415 Stockbridge Avenue, Kalamazoo, MI 49007)

DESCRIPTION

PRICE

PER MONTH

TOTAL BID

415 Stockbridge (Main Bldg. and Fleet Bldg.)

Base Bid, each monthly billing period:

$_________ x 12 mos =

Cleaning to be performed 5 days per week

(Approximately 73,672 sq. ft.)

$ ______________

415 Stockbridge –Winter Season

(October through March)

Day Porter each monthly billing period:

Cleaning to be performed 5 days per week

$_________ x 6 mos = $ ______________

Section III - GRAND TOTAL:

$_______________

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