Janitorial Services for Parks & Rec

Agency: Town of Chapel Hill
State: North Carolina
Type of Government: State & Local
NAICS Category:
  • 561720 - Janitorial Services
Posted Date: Oct 29, 2019
Due Date: Dec 9, 2019
Solicitation No: Q20-77
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Janitorial Services for Parks & Rec
  • Department: Parks & Recreation
  • Category: Other, Other Services, Janitorial Services
  • RFP Number: Q20-77
  • Start Date: 10/29/2019 3:00 PM
  • Close Date: 12/09/2019 3:00 PM

The Town of Chapel Hill is soliciting bids for Janitorial Services for the Parks and Recreation Department. This contract will cover all six (6) buildings: Hargraves Community Center Main building; Hargraves Northside Gym building; The Corner Teen Center; Homestead Aquatic Center; Chapel Hill Community Center; and the Parks & Recreation Administration Office & Pottery Studio.

If you are interested in bidding on these locations, you must attend the Mandatory Pre-bid Meeting held on November 14, 2019 at 9:30 am in the auditorium meeting room at the Hargraves Community Center located at 216 North Roberson Street, Chapel Hill, NC 27514 to review the bid package and specifications. Attendance at this meeting is MANDATORY if you wish to bid; failure to attend will disqualify submissions. A facility tour will follow the meeting. Due to the number of buildings to tour, expect to participate until 12:30 pm (this includes travel and parking time). We may end earlier depending on the number of questions asked. A 15 passenger van will be available on a first come, first served basis to transport riders for the facility tour.

The deadline for submitting questions is November 18, 2019 by 5:00 p.m. Questions should be emailed to Lisa Baaske at lbaaske@townofchapelhill.org . Responses to all questions received will be forwarded to the pre-bid meeting attendees as an addendum on November 21, 2019.

Bids are due by 3:00 P.M. on Monday, December 9, 2019 addressed to Town of Chapel Hill, Purchasing & Contracts Manager, 405 Martin Luther King Jr. Boulevard., Chapel Hill, NC 27514. All bids must be completed in ink or typed and received by December 9, 2019 at 3:00 P.M.

Please contact Lisa Baaske by email at lbaaske@townofchapelhill.org for any questions regarding this bid package.

Submittal procedure questions should be directed to Zakia Alam, Purchasing at 919-969-5022 or email at zalam@townofchapelhill.org .

The Town of Chapel Hill reserves the right to reject any and all bids for any reason or no reason and to accept the bid most favorable to the Town of Chapel Hill.

Attachments:

Attachment Preview

NOTICE TO BIDDERS
FOR
JANITORIAL SERVICES FOR FY 2020-2022 For
PARKS AND RECREATION DEPARTMENT, TOWN OF CHAPEL HILL
BID:
TO:
FROM:
SUBJECT:
Q20-77
ALL PROSPECTIVE BIDDERS
ZAKIA ALAM, PURCHASING & CONTRACTS MANAGER
JANITORIAL SERVICES FOR FISCAL YEAR 2020-2022
FOR PARKS AND RECREATION DEPARTMENT
DATE:
OCTOBER 29, 2019
The Town of Chapel Hill is soliciting bids for Janitorial Services for the Parks and Recreation
Department. This contract will cover all six (6) buildings: Hargraves Community Center Main building;
Hargraves Northside Gym building; The Corner Teen Center; Homestead Aquatic Center; Chapel Hill
Community Center; and the Parks & Recreation Administration Office & Pottery Studio.
If you are interested in bidding on these locations, you must attend the Mandatory Pre-bid Meeting held
on November 14, 2019 at 9:30 am in the auditorium meeting room at the Hargraves Community Center
located at 216 North Roberson Street, Chapel Hill, NC 27514 to review the bid package and
specifications. Attendance at this meeting is MANDATORY if you wish to bid; failure to attend will
disqualify submissions. A facility tour will follow the meeting. Due to the number of buildings to tour,
expect to participate until 12:30 pm (this includes travel and parking time). We may end earlier depending
on the number of questions asked. A 15 passenger van will be available on a first come, first served basis
to transport riders for the facility tour.
The deadline for submitting questions is November 18, 2019 by 5:00 p.m. Questions should be emailed to
Lisa Baaske at lbaaske@townofchapelhill.org. Responses to all questions received will be forwarded to
the pre-bid meeting attendees as an addendum on November 21, 2019.
Bids are due by 3:00 P.M. on Monday, December 9, 2019 addressed to Town of Chapel Hill, Purchasing
& Contracts Manager, 405 Martin Luther King Jr. Boulevard., Chapel Hill, NC 27514. All bids must be
completed in ink or typed and received by December 9, 2019 at 3:00 P.M.
Please contact Lisa Baaske by email at lbaaske@townofchapelhill.org for any questions regarding this bid
package.
Submittal procedure questions should be directed to Zakia Alam, Purchasing at 919-969-5022 or email at
zalam@townofchapelhill.org.
The Town of Chapel Hill reserves the right to reject any and all bids for any reason or no reason and to
accept the bid most favorable to the Town of Chapel Hill.
Janitorial Services for Parks and Recreation Department
Bid: Q20-77, Town of Chapel Hill, North Carolina
October 29, 2019
Page 1
INSTRUCTIONS TO BIDDERS
FOR
JANITORIAL SERVICES
FOR
TOWN OF CHAPEL HILL PARKS AND RECREATION DEPARTMENT
BID: Q20-77
The Town of Chapel Hill is seeking bids from qualified vendors for janitorial services for
Parks and Recreation Department. Chapel Hill’s standard contract for services is attached to
this document
Bids are due in the Purchasing Office at Town Hall, 405 Martin Luther King Jr. Boulevard,
Chapel Hill, North Carolina 27514 by 3:00 P.M. on Monday, December 9, 2019. This will
not be a Public Bid Opening.
A mandatory pre-bid meeting will be held at 9:30 A.M. on Thursday, November 14, 2019 at
Hargraves Community Center located at 216 North Roberson St, Chapel Hill, NC 27514.
All bids received after the time and date specified will not be considered.
All bids must be submitted on the Contractor Bid form.
Bidders are asked to provide three references with their bid form that can speak to their
commercial cleaning performance.
Any bid may be withdrawn up until the due date and time set for bids. Any bid not so
withdrawn shall constitute an irrevocable offer to provide the services set forth in the
Contract for Janitorial Services until one or more of the bids have been duly accepted.
The bidder's attention is directed to the fact that the information submitted on the bid form
will ultimately be considered as an integral part of the Contract executed with the successful
bidder.
The submission of a bid from any interested Contractor is in and of itself evidence that the
Contractor has (a) examined the Contract for Janitorial Services and Bid Letting Documents
Thoroughly, and (b) visited the site (s) where the work is to be performed and familiarized
him/herself with all conditions affecting his bid and the possible performance of the work.
Bid forms must be completed in ink or typewritten. If necessary, additional copies may be
obtained from the Contract Coordinator.
All bids shall be in sealed envelopes and marked on the exterior, "Janitorial Services for
Janitorial Services for Parks and Recreation Department
Bid: Q20-77, Town of Chapel Hill, North Carolina
October 29, 2019
Page 2
Chapel Hill Parks and Recreation Department" and addressed to:
Purchasing and Contracts Manager
Town of Chapel Hill
405 Martin Luther King Jr. Boulevard
Chapel Hill, NC 27514
Note: If not mailed, bids must be delivered to the Town’s Purchasing Office at 405 Martin
Luther King Jr. Boulevard, Chapel Hill, NC 27514.
All bids received will be examined promptly after opening and award will be made at the
earliest possible date thereafter.
The bid of the lowest responsive/responsible bidder(s) will be accepted. The lowest
responsive/responsible bidder(s) shall mean the bidder(s) who make(s) the lowest bid, to
provide the services set forth in the agreement and who is known to be fit and capable to
perform the services bid upon. The Town reserves the right to award contracts to multiple
successful bidders.
We specifically reserve the right to reject any and all bids, to accept any or all parts of a bid,
to increase or decrease the quantity for required services to meet additional or reduced
requirements or to re-solicit bids on the required services, or to reject any and all bids and
formally advertise for bids on the required services or portions thereof.
All prospective bidders are to take special notice that performing the work per specifications
as well as cost will be an important factor in determining selection of the contractor. Only
contractors with a demonstrated ability to render cleaning services will be awarded this
contract.
The successful bidder shall procure and maintain during the life of the contract the following
insurance coverage’s:
Workers’ Compensation: Coverage to apply for all employees for statutory limits in
compliance with the applicable state and federal laws. The policy must include employer’s
liability with a limit of $100,000 for each accident, $100,000 bodily injury by disease each
employee and $500,000 bodily injury by disease policy limit.
Commercial General Liability: Shall have minimum limits of $1,000,000 per occurrence
combined single limit for bodily injury liability and property damage liability. This shall include
premises and/or operations, independent contractors, products and/or completed operations,
broad form property damage and explosion, collapse and underground damage coverage, sudden
and accidental pollution losses, and a contractual liability endorsement.
Janitorial Services for Parks and Recreation Department
Bid: Q20-77, Town of Chapel Hill, North Carolina
October 29, 2019
Page 3
Business Auto Policy: Shall have minimum limits of $1,000,000 per occurrence combined
single limit for bodily injury liability and property damage liability. This shall include: owned
vehicles, hired and non-owned vehicles and employee non-ownership.
Special Requirements:
The Town of Chapel Hill is to be named as an additional insured on the Commercial General
Liability policy.
Current, valid insurance policies meeting the above requirements shall be maintained for the
duration of the project. Renewal certificates shall be sent to the Town of Chapel Hill thirty (30)
days prior to any expiration date. There shall also be a 30 day notification to the Town in the
event of cancellation or modification of any stipulated insurance coverage. Certificates of
Insurance on an Acord 25 (8/84) or similar form meeting the required insurance provisions shall
be forwarded to the Town of Chapel Hill. Wording on the Certificate of Insurance which states
that no liability shall be imposed upon the company for failure to provide such notice is not
acceptable. Original policies or certified copies of policies may be required by the Town at any
time.
Hold Harmless: The Contractor agrees to indemnify and hold harmless the Town of Chapel
Hill and its officers, agents and employees from all loss, liability, claims or expense (including
reasonable attorneys’ fees) arising from bodily injury, including death or property damage to any
person or persons proximately caused in whole or in part by the negligence or willful misconduct
of the Contractor except to the extent same are caused by the negligence or misconduct of the
Town.
Janitorial Services for Parks and Recreation Department
Bid: Q20-77, Town of Chapel Hill, North Carolina
October 29, 2019
Page 4
Town of Chapel Hill Parks and Recreation Department
Janitorial Contract General Specifications
BID: Q20-77
I. GENERAL CONDITIONS
CONTRACT PERIOD
The initial term of performance of this contract will be for a period of twenty-four (24) months, beginning
on July 1, 2020 - June 30, 2022. Upon mutual agreement between the Town and the Contractor, the
contract may be extended for an additional period of one (1) year. All changes in the terms and conditions
of this contract must be confirmed in the form of a written amendment, which is to be approved by the
purchasing agent.
SCOPE OF CONTRACT
To provide a complete and efficient janitorial service including all reasonable and necessary labor,
supervision, equipment and supplies to keep the contracted area clean and properly supplied. The
contracted areas shall be:
A. PARKS AND RECREATION ADMINSTRATIVE OFFICE and COMMUNITY CLAY
STUDIO: The Parks and Recreation Administrative building consists of approximately 1,200
square feet of office space and a 1,300 square foot pottery studio, located at 200 Plant Road.
B. HARGRAVES CENTER MAIN BUILDING: The main building is approx. 6,200 square feet.
The location is at 216 North Roberson Street.
C. HARGRAVES CENTER NORTHSIDE GYM: The gym building is approximately 3,800 square
feet. The location is at 216 North Roberson Street.
D. THE CORNER TEEN CENTER: The Teen Center consists of approximately 2,100 square feet
located at 179 East Franklin Street.
E. HOMESTEAD AQUATIC CENTER: The Aquatic Center consists of approximately 6,000
square feet located at 300 Aquatic Drive.
F. CHAPEL HILL COMMUNITY CENTER: The Community Center consists of approximately
5,500 square feet located at 120 South Estes Drive.
All square footage is approximate as is for cleanable space only.
The Contractor shall inspect the buildings and make themselves aware of the existing conditions and the
extent of the work to be performed. The buildings are listed above and on the Contractor Bid Form for
janitorial services.
Janitorial Services for Parks and Recreation Department
Bid: Q20-77, Town of Chapel Hill, North Carolina
October 29, 2019
Page 5

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