Janitorial Services for All Buildings
| Agency: | Davidson County |
|---|---|
| State: | North Carolina |
| Type of Government: | State & Local |
| NAICS Category: |
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| Posted Date: | Jan 3, 2024 |
| Due Date: | Jan 10, 2024 |
| Solicitation No: | 2401003 |
| Bid Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
| Bid Number: |
2401003
|
| Bid Title: |
Janitorial Services for All Buildings
|
| Category: | RFP's |
| Status: | Open |
| Bid Recipient: | Dwayne Childress Support Services Director (336) 242-2030 |
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Attachment Preview
COUNTY OF DAVIDSON
REQUEST FOR PROPOSALS
RFP #2401003
TITLE: Janitorial Services For All Building
USING AGENCY: Support Services Department
ISSUE DATE: January 2, 2024
ISSUING AGENCY: Support Services Department
Sealed Proposals subject to the conditions made a part hereof will be received until 3:00 p.m., on January 25,
2024 for furnishing services described herein. In the event the County is closed due to inclement weather, this
opening will take place on the next business day.
SEND ALL PROPOSALS DIRECTLY TO THE ISSUING AGENCY ADDRESS AS SHOWN BELOW:
DELIVERED BY US POSTAL SERVICE
RFP #2401003
County of Davidson
Support Services Department
PO Box 1067
Lexington NC 27293
DELIVERED BY ANY OTHER MEANS
RFP #2401003
County of Davidson
Support Services Department
925 North Main St
Lexington NC 27292
Note: The County recommends using an over-night service or hand delivering the RFP response.
Note: The period for ending questions shall be January 18, 2024 at noon.
IMPORTANT NOTE: Indicate firm name, which is County of Davidson. The RFP number, which is above,
on the front of each sealed proposal envelope or package, along with the date for receipt of proposals specified
above.
Direct all inquiries concerning this RFP to:
Dwayne Childress Support Services Director
or
Randy Mitchell
Facilities Maintenance Supervisor
(336) 242-2030
(336) 300-0251
NOTE: A MANDATORY PRE-BID CONFERENCE:
For all prospective offerors is scheduled for 10:00 a.m. January 10, 2024 at the Support Services
Department. Attendance at this conference is a prerequisite for consideration of an offeror's proposal.
Copies of the bid package will be available at the pre-bid conference. Prospective offerors are
encouraged to submit written questions in advance. Address is listed above. The walk throughs will be
scheduled late, starting January 11th. In the event the County is closed due to inclement weather, this
meeting will take place on the next business day.
It is the offeror's responsibility to assure that all addenda have been reviewed.
1. Overview:
The purpose for the RFP is for janitorial services for all County-owned buildings. The intent of this project is to
award one (1) contract per group, with one contractor getting only one group. However, this depends on the
number of bidders and the number of bids we receive on the day bids are opened.
All work is to be completed with the firm’s own forces, except for those items that are allowed to be
outsourced, i.e., carpet cleaning and floor waxing, etc. Any firm found to be bidding and then giving the
contract to another firm, this will not be allowed and will be terminated, as this is in direct violation of #8
Assignment of the contract terms and conditions.
DAVIDSON COUNTY INFORMATION
• County Seat:
Lexington, NC
• Land Area:
567 sq. miles
• Population:
168,930 (2020 Census)
2. Terms & Conditions:
Notice: The Contract with the successful offeror will contain the following Contract Terms and Conditions.
Offerors intending to require additional or different language must include such language with their proposal.
Failure to provide offeror’s additional Contract terms may result in rejection of the proposal.
2.1 Procedures
The extent and character of the services to be performed by the Contractor shall be subject to the general control
and approval of the Director or his/her authorized representative(s). The Contractor shall not comply with
requests and/or orders issued by other than the Director or his/her authorized representative(s) acting within
their authority for the County. Any change to the Contract must be approved in writing by the Purchasing
Agent and the Contractor.
2.2 Contract Period
The Contract shall cover the period from July 1, 2024 until June 30, 2025 with four additional one-year periods.
This Contract may be renewed at the expiration of the initial term by mutual agreement. This contract will end
on June 30, 2029.
2.3 Delays
If delay is foreseen, the Contractor shall give immediate written notice to the Division of Procurement. The
Contractor must keep the County advised at all times of the status of the order. Default in promised delivery
(without accepted reasons) or failure to meet specifications, authorizes the Division of Procurement to purchase
supplies or services elsewhere and charge full increase in cost and handling to defaulting Contractor.
2.4 Delivery Failures
Time is of the essence. Should the Contractor fail to deliver the proper services or item(s) at the time and
place(s) specified, or within a reasonable period of time thereafter as determined by the Purchasing Agent, or
should the Contractor fail to make a timely replacement of rejected items when so requested, the County may
purchase services or items of comparable quality in the open market to replace the rejected or undelivered
services or items. The Contractor shall reimburse the County for all costs in excess of the Contract price when
purchases are made in the open market; or, in the event that there is a balance the County owes to the Contractor
from prior transactions, an amount equal to the additional expense incurred by the County as a result of the
Contractors nonperformance shall be deducted from the balance as payment.
2.5 Payment of Taxes
All Contractors located or owning property in Davidson County shall assure that all real and personal property
taxes are paid. The County will verify payment of all real and personal property taxes by the Contractor prior to
the award of any Contract or Contract renewal.
2.6 Insurance
A. The Contractor shall be responsible for its work and every part thereof, and for all materials, tools,
equipment, appliances, and property of any and all description used in connection therewith. The Contractor
assumes all risk of direct and indirect damage or injury to the property or persons used or employed on or in
connection with the work contracted for, and of all damage or injury to any person or property wherever
located, resulting from any action, omission, commission or operation under the Contract.
B. The Contractor and all subcontractors shall, during the continuance of all work under the Contract provide
the following:
1. Workers' compensation and Employer's Liability to protect the Contractor from any liability or damages for
any injuries (including death and disability) to any and all of its employees, including any and all liability or
damage which may arise by virtue of any statute or law in force within the State of North Carolina.
2. Comprehensive General Liability insurance to protect the Contractor, and the interest of the County, its
officers, employees, and agents against any and all injuries to third parties, including bodily injury and personal
injury, wherever located, resulting from any action or operation under the Contract or in connection with the
contracted work. The General Liability insurance shall also include the Broad Form Property Damage
endorsement, in addition to coverage for explosion, collapse, and underground hazards, where required.
3. Automobile Liability insurance, covering all owned, non-owned, borrowed, leased, or rented vehicles
operated by the Contractor.
C. The Contractor agrees to provide the above referenced policies with the following limits. Liability insurance
limits may be arranged by General Liability and Automobile policies for the full limits required, or by a
combination of underlying policies for lesser limits with the remaining limits provided by an Excess or
Umbrella Liability policy.
1. Workers’ Compensation:
Coverage A:
Statutory
Coverage B:
$100,000
2. General Liability:
Per Occurrence:
$1,000,000
Personal/Advertising Injury:
$1,000,000
General Aggregate:
$2,000,000
Products/Completed Operations:
$2,000,000 aggregate
Fire Damage Legal Liability:
$100,000
GL Coverage, excluding Products and Completed Operations, should be on a Per Project Basis
3. Automobile Liability:
Combined Single Limit:
$1,000,000
D. The following provisions shall be agreed to by the Contractor:
1. No change, cancellation, or non-renewal shall be made in any insurance coverage without a forty-five (45)
day written notice to the County. The Contractor shall furnish a new certificate prior to any change or
cancellation date. The failure of the Contractor to deliver a new and valid certificate will result in suspension of
all payments until the new certificate is furnished.
2. Liability Insurance "Claims Made" basis:
If the liability insurance purchased by the Contractor has been issued on a "claims made" basis, the Contractor
must comply with the following additional conditions. The limits of liability and the extensions to be included
as described previously in these provisions, remain the same. The Contractor must either:
a. Agree to provide certificates of insurance evidencing the above coverage for a period of two (2) years after
final payment for the Contract for General Liability policies This certificate shall evidence a "retroactive date"
no later than the beginning of the Contractor's work under this Contract, or
b. Purchase the extended reporting period endorsement for the policy or policies in force during the term of this
Contract and evidence the purchase of this extended reporting period endorsement by means of a certificate of
insurance or a copy of the endorsement itself.
3. The Contractor must disclose the amount of deductible/self-insured retention applicable to the General
Liability and Automobile Liability. The County reserves the right to request additional information to
determine if the Contractor has the financial capacity to meet its obligations under a deductible/self-insured
plan. If this provision is utilized, the Contractor will be permitted to provide evidence of its ability to fund the
deductible/self-insured retention.
4. The Contractor agrees to provide insurance issued by companies admitted within the State of North Carolina.
5. a. The Contractor will provide an original signed Certificate of Insurance and such endorsements as
prescribed herein.
b. The Contractor will provide on request certified copies of all insurance coverage related to the Contract
within ten (10) business days of request by the County. These certified copies will be sent to the County from
the Contractor's insurance agent or representative.
c. Any certificates provided shall indicate the Contract name and number.
6. The County, shall be named as an "additional insured" on the Automobile and General Liability policies and
it shall be stated on the Insurance Certificate with the provision that this coverage "is primary to all other
coverage the County may possess." (Use "loss payee" where there is an insurable interest).
7. Compliance by the Contractor with the foregoing requirements as to carrying insurance shall not relieve the
Contractor of their liabilities provisions of the Contract.
E. Precaution shall be exercised at all times for the protection of persons (including employees) and property.
F. The Contractor is to comply with the Occupational Safety and Health Act of 1970, Public Law 91 956, as it
may apply to this Contract.
G. If an "ACORD" Insurance Certificate form is used by the Contractor's insurance agent, the words "endeavor
to" and ". . . but failure to mail such notice shall impose no obligation or liability of any kind upon the
company" in the "Cancellation" paragraph of the form shall be deleted.
H. The Contractor agrees to waive all rights of subrogation against the County, its officers, employees, and
agents.
2.7 Hold Harmless Clause
The Contractor shall, indemnify, defend, and hold harmless the County from loss from all suits, actions, or
claims of any kind brought as a consequence of any negligent act or omission by the Contractor. The
Contractor agrees that this clause shall include claims involving infringement of patent or copyright. For
purposes of this paragraph, “County” and “Contractor” includes their employees, officials, agents, and
representatives. “Contractor” also includes subcontractors and suppliers to the Contractor. The word “defend”
means to provide legal counsel for the County or to reimburse the County for its attorneys' fees and costs related
to the claim. This section shall survive the Contract.
2.8 Safety
All Contractors and subcontractors performing services for the County are required to and shall comply with all
Occupational Safety and Health Administration (OSHA), State and County Safety and Occupational Health
Standards and any other applicable rules and regulations. Also, all Contractors and subcontractors shall be held
responsible for the safety of their employees and any unsafe acts or conditions that may cause injury or damage
to any persons or property within and around the work site area under this Contract.
2.9 Permits
It shall be the responsibility of the Contractor to comply with County ordinances by securing any necessary
permits. The County shall not waive any fees involved in securing County permits. Permits should be included
in the cost proposal, if necessary.
2.10 Drug-free Workplace
During the performance of this Contract, the Contractor agrees to:
(i) provide a drug-free workplace for the Contractor’s employees;
(ii) post in conspicuous places, available to employees and applicants for employment, a statement notifying
employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled
substance or marijuana is prohibited in the Contractor’s workplace and specifying the actions that will be taken
against employees for violations of such prohibition;
(iii) state in all solicitations or advertisements for employees placed by or behalf of the Contractor that the
Contractor maintains a drug-free workplace; and
For the purposes of this section, “drug-free workplace” means a site for the performance of work done in
connection with a specific Contract awarded to a Contractor in accordance with this chapter, the employees of
whom are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation, possession, or
use of a controlled substance or marijuana during the performance of the Contract.
2.11 Employment Discrimination by Contractors Prohibited
During the performance of this Contract, the Contractor agrees as follows:
The Contractor will not discriminate against any employee or applicant for employment because of race,
religion, color, sex, national origin, age, disability, status as a service disabled veteran, or any other basis
prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational
qualification reasonably necessary to the normal operation of the Contractor. The Contractor agrees to post in
conspicuous places, available to employees and applicants for employment, notices setting forth the provisions
of this nondiscrimination clause.
2.12 Substitutions
NO substitutions or cancellations are permitted after Contract award without written approval by the Division of
Procurement. Where specific employees are proposed by the Contractor for the work, those employees shall
perform the work as long as those employees work for the Contractor, either as employees or subcontractors,
unless the County agrees to a substitution. Requests for substitutions shall be reviewed and may be approved
by the County at its sole discretion and in writing.
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See Also
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bid number title starting closing status Q24-204 Janitorial Services for the Parks &
Town of Chapel Hill
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