Janitorial Services for the Henry County Courthouse and Judicial Center

Agency: Henry County
State: Georgia
Type of Government: State & Local
NAICS Category:
  • 561720 - Janitorial Services
Posted Date: Jun 21, 2019
Due Date: Aug 1, 2019
Solicitation No: RFP#: 20-07
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
RFP: 20-07

Janitorial Services for the Henry County Courthouse and Judicial Center

The Henry County Board of Commissioners is accepting proposals from qualified vendors to provide janitorial services on an annual renewable contract basis for the following buildings located at 44 John Frank Boulevard, McDonough, Georgia: No. 1 Courthouse Square and One Judicial Center. The Contractor shall furnish all labor, materials, equipment, and services required to fulfill the terms and conditions of this bid.

A mandatory Pre-Proposal Conference has been scheduled at 10:00 AM on July 11, 2019 at One Judicial Center, 44 John Frank Ward Blvd., Suite 115, McDonough, GA 30253

Proposals will be received by Henry County Board of Commissioners, Purchasing Department, 140 Henry Parkway, Room 209, McDonough, GA 30253 until 3:00 PM local time August 1, 2019. Late proposals will not be considered nor returned.

Bids may not be withdrawn for sixty (60) days after the time and date set for closing, except as allowed by OCGA. Henry County reserves the right to reject any and all proposals and to waive any technicalities.

The bid documents and specifications are available for inspection and download here:

Contact: E-mail or call (770) 288-6027

Attachment Preview

Henry County
Purchasing Department
140 Henry Parkway, McDonough, GA 30253
Phone: 770-288-6027
Fax: 770-288-6047
Website: henrycounty-ga.com/purchasing
REQUEST FOR PROPOSAL
Sealed Envelope shall be marked with the following information:
RFP # 20-07
Janitorial Services for the Henry County Courthouse and Judicial Center
Opening: 3:00 PM, August 1, 2019
SCHEDULE OF EVENTS FOR
RFP # 20-07
Mandatory Pre-Proposal Conference and site visit has been scheduled at 10:00 AM
on July 11, 2019 at One Judicial Center, 44 John Frank Ward Blvd., Suite 115,
McDonough, GA 30253.
Deadline for requests for clarifications and questions. Any possible exceptions to
the bid specifications and/or terms and conditions should be addressed during
this phase. These requests will be answered in an addendum and must be emailed
to: henrycountyrfp@co.henry.ga.us
*Deadline for first addendum, if required, posted on the Henry County website:
henrycounty-ga.com/purchasing
Sealed proposals will be accepted until the opening date and time. Any late
submittals received will not be considered. Submittals are to be delivered to Henry
County Purchasing Department, 140 Henry Parkway, McDonough, GA 30253.
10:00 AM
July 11, 2019
3:00 PM
July 18, 2019
3:00 PM
July 25, 2019
3:00 PM
August 1, 2019
THIS FORM MUST BE SIGNED AND SUBMITTED TO BE CONSIDERED FOR AWARD
COMPANY NAME:
DATE:
MAILING ADDRESS:
PHONE:
CITY:
FAX:
STATE:
ZIP:
SSN OR FEDERAL TAX ID:
EMAIL:
TITLE OF AUTHORIZED REPRESENTATIVE:
PRINTED NAME:
AUTHORIZED SIGNATURE:
*The posting of additional addenda may be required and it is the responsibility of the Proposer to ensure that they review the
County’s website for any additional addenda, and that they submit acknowledgement of all applicable addenda (on the included
form) with their solicitation. Proposers should not expect to be individually notified by Henry County.
______________________________________________________________________________________________________________________
RFP # 20-07 - Janitorial Services for the Henry County Courthouse and Judicial Center
Page 1 of 27
RFP # 20-07
Janitorial Services for the Henry County Courthouse and Judicial Center
Opening: 3:00 PM, August 1, 2019
TABLE OF CONTENTS
SECTION I GENERAL OVERVIEW
A - BACKGROUND
B - GENERAL INSTRUCTIONS, TERMS, AND CONDITIONS
SECTION II SPECIFICATIONS
A SCOPE OF WORK
B - SUPPLIES
C – CONTRACTOR’S REQUIREMENTS
D CONTRACT TERMS
E INSURANCE REQUIREMENTS
SECTION III PROPOSAL FORMAT
A TECHNICAL PROPOSAL FORMAT
B COST PROPOSAL FORMAT
SECTION IV - EVALUATION AND SELECTION CRITERIA
SECTION V - FORMS
STANDARD CONTRACT
BID AUTHORIZATION AFFIDAVIT
NON-CONFLICT OF INTEREST
GA SECURITY & IMMIGRATION COMPLIANCE AFFIDAVIT
SUPPLIER INCLUSION PROGRAM
COST PROPOSAL
CHECKLIST FOR RFP DOCUMENTS
SECTION VI REQUEST FOR PROPOSAL LABEL
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RFP # 20-07 - Janitorial Services for the Henry County Courthouse and Judicial Center
Page 2 of 27
SECTION I - GENERAL OVERVIEW
A. PURPOSE
The Henry County Board of Commissioners is soliciting proposals from qualified vendors for janitorial
services on an annual renewal contract basis for the following buildings located at 44 John Frank
Boulevard, McDonough, Georgia: No. 1 Courthouse Square and One Judicial Center. The Contractor
shall furnish all labor, materials, equipment, and services required to fulfill the terms and conditions of
this bid.
B. GENERAL INSTRUCTIONS, TERMS, AND CONDITIONS
1. Proposals Submission
a. These instructions will bind proposers to terms and conditions herein set forth, except as
specifically stated otherwise in special contract terms with any individual proposal. These
instructions are to be considered an integral part of the proposal.
b. Proposals may be submitted by mail, common carrier or delivered in person. Fax or electronic
proposals are not acceptable. It shall be the duty of each proposer to ensure that their proposal is
delivered within the time and at the place prescribed in this document. Proposals received prior to
the time fixed in this proposal document will be securely kept unopened. A date/time stamp will
be affixed to the envelope/package immediately upon its arrival to the Purchasing Department.
Any proposal received at the office designated in this document after the exact time and date
specified, will not be considered. If a late proposal is received via carrier, it will be marked “late
proposal” and will not be opened. If a late proposal is hand delivered, it will be returned unopened
to the presenter.
c. At the date and time specified for the opening of the proposal, the proposal shall be publicly opened
and read aloud for the information of proposers and others present.
d. The proposal must be submitted in a sealed envelope/parcel on or before the date and time stated
in this document and is to be mailed or delivered to:
Henry County Purchasing Department
140 Henry Parkway
McDonough, Georgia 30253
RFP # 20-07
Janitorial Services for the Henry County Courthouse and Judicial Center
Opening: 3:00 PM, August 1, 2019
e. The Submittal Checklist must be reviewed and the Proposer is to comply with the order of the
submittal of documents. This document along with the cover page (page 1) is to be included with
the proposal.
f. The following items are to be submitted:
One (1) unbound clearly marked “Original,” of the proposal documents
Six (6) bound complete copies (not to exceed a 1/2” capacity ring binder) identical to the
original proposal documents, and
One (1) electronic version in PDF format on CD/DVD or USB flash drive identical to the
original proposal documents. The CD/DVD or USB flash drive should be labeled with the
RFP number and proposer’s name.
If required – One (1) original “Cost Proposal.” The Cost Proposal is to be submitted in a
separate sealed envelope and marked “Cost Proposal.”
g. All proposals must be manually signed and filled out legibly (typewritten or printed in ink) with
all changes or corrections initialed by the person signing the proposal.
h. If descriptive literature is attached to the proposal, your firm’s name must be on all sheets
submitted.
i. Each proposal submitted shall be deemed to have been made with full knowledge of all terms,
______________________________________________________________________________________________________________________
RFP # 20-07 - Janitorial Services for the Henry County Courthouse and Judicial Center
Page 3 of 27
conditions, and requirements contained in this Proposal request. The failure or omission of any
proposer to examine any form, instrument or document shall in no way relieve any proposer from
obligations in respect to the proposal submittal or the compliance of the terms, conditions and
requirements of the proposal.
j. Individual contractors shall provide their Social Security number and proprietorships; partnerships
and corporations shall provide their Federal Employer Identification number on page one of this
proposal documents and provide a completed W9 form to be submitted with the proposal.
k. The authorized representative whose signature will appear on the proposal submitted certifies that
the Proposer has carefully examined the instructions of this proposal and the terms and
specifications applicable to and made a part of this proposal. The Proposer further certifies that
the prices shown on the Proposal Price Submittal Form is in accordance with the conditions, terms
and specifications of the proposal and that any exception taken thereto may disqualify the proposal.
l. Any documentation submitted with or in support of a proposal or proposal shall become subject to
public inspection under the Georgia Open Records Act. Labeling such information “Confidential”,
“Proprietary”, or in any other manner shall not protect this material from public inspection upon
request. All records become subject to public inspection only after award of the contract or
purchase order.
2. Preparation of Proposals
a. Negligence on the part of the proposer in preparing the proposal confers no right for withdrawal
or modification in any way after the deadline for the proposal opening.
b. Unit price must be shown on the Proposal Cost Submittal Form in this document. All proposals
should be tabulated, totaled and checked for accuracy. The unit price will prevail in case of errors.
c. All product, equipment, article or material must be new and unused or current production. No
reconditioned or used item(s) will be accepted except as specifically requested herein. Units that
are classified as prototype or discontinued models are not acceptable.
d. Samples of items, when required, must be submitted within the time specified and unless otherwise
specified by the County, at no expense to the County. Unless otherwise specified, samples will be
returned at the proposer’s request and expense if items are not destroyed by testing.
e. Full identification of each item proposal upon, including brand name, model, catalog number, etc.,
must be furnished to identify exactly what the proposer is offering. Whenever an article or material
is defined by describing a proprietary product or by using the name of a manufacturer, the term
“or equal” if not inserted shall be implied. The specified article or material shall be understood as
indicating the type, function, minimum standard of design, efficiency and quality desired and shall
not be construed as to exclude other manufactured products of comparable quality, design and
efficiency. In the event that any equivalent version is proposed, prospective proposers are herewith
advised that precise, adequate, and documented evidence of equivalency in performance, stability,
and operational efficiency should be submitted with the proposal for further consideration. Final
determination of equivalency will be determined by Henry County.
3. Clarification and Communication to County Concerning Proposal
a. From time to time, the Purchasing Department may have to release written changes to a
solicitation. These formal written changes are called addendum or if multiple, Addenda. It is
the responsibility of the Proposer to ensure that they have all applicable addenda prior to
the proposal submission. Therefore, we encourage all Proposers to frequently review the
County’s website: henrycounty-ga.com/purchasing
All addenda forms must be signed and submitted with the proposal. Failure to respond
and acknowledge any addenda, even after the proposal opening, shall result in a non-
responsive proposal.
b. The successful firm’s proposal and all addenda will become a part of the agreement resulting from
this document.
c. Proposers seeking an award of a Henry County contract shall not initiate or continue any verbal
______________________________________________________________________________________________________________________
RFP # 20-07 - Janitorial Services for the Henry County Courthouse and Judicial Center
Page 4 of 27
or written communication regarding a solicitation with any County officer, elected official,
employee or other County representative without permission of the Purchasing Department
between the date of the issuance of the solicitation and the date of the final contract award by the
Board of Commissioners. Violations will be reviewed by the Purchasing Director. If determined
that such communication has compromised the competitive process, the offer submitted by the
individual, firm or business shall be disqualified from consideration for award. EXCEPTION to
the above would be emailing request for clarification and/or questions to the Purchasing
Department henrycountyrfp@co.henry.ga.us. (These requests will be answered in an addendum.
Please see schedule of events.)
4. Pre-Proposal Conference
The Pre-Proposal Conference or any other information session (if indicated in the schedule of events)
will be held at the offices referred to in the “Schedule of Events” of this RFP. Unless indicated
otherwise, attendance is not mandatory; although suppliers are strongly encouraged to attend. However,
in the event the conference has been identified as mandatory, then a representative of the supplier must
attend the conference in its entirety to be considered eligible for contract award.
5. Rejection and Withdrawal of Proposals
a. Withdrawal of Proposal due to errors, the supplier has up to forty-eight (48) hours to notify the
Purchasing Department of an obvious clerical error made in calculation of proposal in order to
withdraw a proposal after proposal opening. Withdrawal of proposal for this reason must be done
in writing within the forty-eight hour period.
b. The County will make a recommendation of the proposal to the Board of Commissioners within
60 days from date of the opening, unless the successful Bidder agrees in writing to a longer period
for the award.
c. The County may reject all or part of the proposal within 60 days of proposal opening.
6. Proposal and Contract Documents
a. A proposal executed by an attorney or agent on behalf of the proposer shall be accompanied by an
authenticated copy of the Power of Attorney or other evidence of authority to act on behalf of the
proposer.
Corporation: If the Proposer is a corporation, the proposal must be submitted in the name of the
Corporation, not simply the corporation’s trade name. In addition, the proposal must be signed by
an officer of the corporation.
Partnership: If the Proposer is a partnership, all partners must sign the proposal. If all the partners
do not sign the proposal, then the names of all those except limited partners must be furnished on
the proposal and evidence of the authority of the signer(s) to execute the proposal on behalf of the
partnership.
Limited Liability Company (LLC): If the Proposer is a limited liability company, the authorized
agent having authority to bind the limited liability company must sign the bid documents.
Sole Proprietorship or Individual: If the Proposer is a sole proprietor or individual, a signature
is required on all bid documents by that individual.
b. The contract documents consist of this Agreement, Specifications and Addenda issued prior to
execution of this Agreement, other documents listed in this Agreement and Modifications issued
after execution of this Agreement. These form the Contract and are as fully a part of the Contract
as if attached to this Agreement or repeated herein. The Contract represents the entire and
integrated Agreement between the parties hereto and supersedes prior negotiations, representation
or agreements, either written or oral.
c. Contract Term The time period of the agreement, if any is formed from this RFP, will be
determined after the review and evaluation of the Time Line Schedules submitted by the
successful Consultant.
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RFP # 20-07 - Janitorial Services for the Henry County Courthouse and Judicial Center
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