7. #24-1029 - Request for Proposals - Janitorial Services for Catawba County Library System

Agency: Catawba County
State: North Carolina
Type of Government: State & Local
NAICS Category:
  • 561720 - Janitorial Services
Posted Date: May 1, 2024
Due Date: May 30, 2024
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page

7. #24-1029 - Request for Proposals - Janitorial Services for Catawba County Library System


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REQUEST FOR PROPOSALS
JANITORIAL SERVICES FOR CATAWBA COUNTY LIBRARY SYSTEM
RFP NO. 24-1029
Date of Issue: May 1, 2024
Proposals Received Until: May 30, 2024
Time: 3:00 PM ET
Issued for:
Catawba County Library System
115 West C Street
Newton, North Carolina 28658
Issued by:
Catawba County
Purchasing Manager
25 Government Drive
Newton, North Carolina 28658
(828) 465-8224
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PURPOSE
Catawba County (hereinafter “County”) is seeking proposals from qualified Contractors to
provide professional janitorial services for five (5) libraries within the Catawba County Library
System. The libraries included in this Request for Proposals (hereinafter “RFP”) are as follows:
Newton Library, 115 West C Street, Newton, NC 28658
Sherrills Ford-Terrell Branch Library, 9154 Sherrills Ford Rd, Terrell, NC 28682
Maiden Branch Library, 11 South A Avenue, Maiden, NC 28650
Southwest Branch Library, 2944 Highway 127 South, Hickory, NC 28602
St. Stephens Branch Library, 3225 Springs Road, Hickory, NC 28601
SCOPE OF WORK
Contractors shall provide the management, supervision, manpower, equipment and supplies
necessary to provide janitorial services for any or all of the following: Newton Library, Sherrills
Ford-Terrell Branch Library, Maiden Branch Library, Southwest Branch Library and St.
Stephens Branch Library. The County’s General Janitorial Service Specifications (Attachment
A) and Library Specific Specifications (Attachments B F) are attached hereto. Preference will
be given to Contractors that have satisfactory experience, confirmed by reference, with similar
size/type facility.
RFP SCHEDULE
The table below shows the intended schedule for this RFP. Catawba County will make every
effort to adhere to this schedule.
EVENT
Issue RFP
RESPONSIBILITY DATE and TIME
County
May 1, 2024
Mandatory Pre-Proposal Meetings:
Newton Library (Stop 1)
115 West C Street, Newton, NC 28658
Sherrills Ford-Terrell Branch Library (Stop 2)
9154 Sherrills Ford Rd, Terrell, NC 28682
Maiden Branch Library (Stop 3)
11 South A Avenue, Maiden, NC 28650
Southwest Branch Library (Stop 4)
2944 Highway 127 South, Hickory, NC 28602
St. Stephens Branch Library (Stop 5)
3225 Springs Road, Hickory, NC 28601
Submit Written Questions
County/Contractor
County/Contractor
County/Contractor
County/Contractor
County/Contractor
Contractor
May 17, 2024 at 9:00 AM
May 17, 2024 directly
after
May 17, 2024 directly
after
May 17, 2024 directly
after
May 17, 2024 directly
after
May 21, 2024 at 5:00 PM
Provide Responses to Questions
County
May 23, 2024 at 5:00 PM
Proposal Submission Deadline
Contractor
May 30, 2024 at 3:00 PM
Contract Award
County
TBA
Contract Effective Date
County
July 1, 2024
Proposal responses must be submitted no later than 3:00 PM on May 30, 2024. No
submittals will be accepted after the deadline. This will not be a public bid opening.
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It shall be MANDATORY that each Contractor representative be present for a pre-bid site
inspection of each library included in this RFP. Attendees must meet promptly at 9:00 AM
ET on May 17, 2024, at the front entrance of the Newton Library located at 115 West C
Street, Newton, NC 28658. All attendees must sign in upon arrival. The purpose of this visit
is for all prospective Contractors to apprise themselves with the conditions and requirements
which will affect the performance of the work called for by this RFP. In addition, this visit will
be utilized to clarify the terms and requirements of the services for the Libraries.
Contractors are cautioned any information released to attendees during the site visit, other
than that involving the physical aspects of the facility referenced above, and which conflicts
with, supersedes, or adds to requirements in this RFP, must be confirmed by written addendum
before it can be considered to be a part of this proposal.
PROPOSAL QUESTIONS
Upon review of the RFP documents, Contractor(s) may have questions to clarify or interpret
specifications in order to submit the best proposal possible. To accommodate the Proposal
Questions process, Contractor shall submit any such questions by the above due date. Written
questions shall be emailed to tinawright@catawbacountync.gov by the date and time specified
above. Contractor should enter “RFP #: 24-1029 – Questions” as the subject for the email.
Questions received prior to the submission deadline date, the County’s response, and any
additional terms deemed necessary by the County will be posted in the form of an addendum
to
the
County
website,
https://www.catawbacountync.gov/county-
services/purchasing/proposal-notices/ and shall become an Addendum to this RFP. No
information, instruction or advice provided orally or informally by any County personnel,
whether made in response to a question or otherwise in connection with this RFP, shall be
considered authoritative or binding. Contractor shall rely only on written material contained in
an Addendum to this RFP.
PROPOSAL SUBMITTAL
All proposals must be submitted on the bid form attached hereto as Attachment G. Contractor
does not have to bid all locations to submit pricing for this bid. If Contractor chooses not to
include pricing for a location, please insert N/A on that line for clarity. Contractor shall
populate all attachments of this RFP that require the Contractor to provide information and
shall include an authorized signature where requested. Contractor bid response shall include
the following items and they should be arranged in the following order:
a) Completed and signed Attachment G Proposal Form and Offer Certification;
b) Completed and signed Attachment H Contractor Questionnaire; and
c) Completed and signed Attachment I Reference Disclosure Form.
Proposals must be submitted no later than 3:00 PM, on May 30, 2024. The proposal
should be emailed to TinaWright@CatawbaCountyNC.gov or may be sent to the address
indicated in the table below with the designation: “RFP # 24-1029– Janitorial Services”
marked on the exterior.
Mailing address for delivery of
proposal via US Postal Service
RFP Number: RFP #24-1029
Catawba County Government Center
Attn: Purchasing Department
Post Office Box 389
Newton, North Carolina 28658
Office Address of delivery by any other
method (hand delivery, overnight, or
any other carrier)
RFP Number: RFP #24-1029
Catawba County Government Center
Attn: Purchasing Department
25 Government Drive
Newton, North Carolina 28658
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Offers submitted pursuant to this RFP are valid for ninety (90) days after Proposal due date.
Each location will be awarded separately. Proposals received will remain confidential until
a contact is awarded.
REJECTION OF PROPOSALS
Catawba County reserves the right at its sole discretion to reject any and all proposals
received without penalty and not to issue a contract as a result of this RFP. The County also
reserves the right at its sole discretion to waive minor administrative irregularities contained
in any proposal. Failure to comply with any of the terms and conditions of this RFP will result
in rejection of a proposal. The County reserves the right to negotiate any and all terms with
the successful Contractor.
TERM OF CONTRACT
The initial term of this contract shall be from July 1, 2024 to June 30, 2025. County shall
have the option to renew this contract for up to three (3) additional terms in one-year
increments (July 1st through June 30th), upon all the same terms and conditions.
EVALUATION AND CONTRACT AWARD
The County’s intent is to award one contract, per location, to a single Contractor deemed to
be fully qualified and best suited among those submitting proposals on the basis of the
evaluation factors included in the RFP. Price shall be considered, but shall not be the sole
determining factor. The award of a contract will be made to the most responsive, responsible
bidder(s), taking into consideration the best interests of the County, the quality performance
of services to be provided, the conformity with specifications, the time of delivery and service
response, along with reference checks and/or input from known customers (either past or
present), and any other information the County may deem appropriate.
ADDITIONS/DELETIONS
The County reserves the right to add similar items/service or delete items/service specified
in subsequent contract as requirements change during the period of the contract. Catawba
County and the Contractor will mutually agree to prices for item/services to be added/deleted
from contract. A contract amendment will be issued for each addition or deletion.
INSURANCE REQUIREMENTS
For the duration of the contract, Contractor shall maintain at all times, at the Contractor’s
sole expense, the following minimum insurance requirements:
A. Commercial General Liability Insurance
Contractor shall maintain Commercial General Liability insurance, including coverage for
products and completed operations liability, contractual liability, liability from independent
contractors, property damage liability, bodily injury liability, and personal injury liability with
limits of not less than $500,000 per occurrence, and $500,000 annual aggregate. The limits
may be satisfied by a combination of primary and excess insurance. The coverage shall be
written on an occurrence basis.
B. Business Automobile Insurance
At all times while the Contractor’s representatives are conducting on-site work, the
Contractor shall maintain Business Auto insurance for any owned, hired, rented, or borrowed
vehicle with a limit of not less than $500,000 per occurrence combined single limit for bodily
injury and property damage liability. The limit may be satisfied by a combination of primary
and excess insurance. If Business Auto Insurance is not provided by Contractor, Contractor
must provide proof that each of Contractor’s employees has personal automobile insurance
with a limit of not less than $100,000, and Contractor must include driving record checks
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when obtaining background screenings for its employees.
C. Workers Compensation & Employers Liability Insurance
At all times while the Contractor’s representatives are conducting on-site work, Contractor
shall maintain statutory Workers Compensation insurance in accordance with the laws of
North Carolina. Contractor shall also maintain Employers’ Liability insurance with limits of
not less than $100,000 per accident and $100,000 each employee for injury by disease.
D. General Requirements
1. If awarded, Contractor will provide a Certificate of Insurance (“COI”) which will be
attached to the contract. Contractor agrees to indemnify County if the insurance policy
referenced in the COI does not contain, at a minimum, the coverage amounts listed on the
COI.
2. Catawba County shall be named as an additional insured under Contractor’s
automobile and general liability insurance. In the event of a loss arising out of, or related
to the Contractor’s services performed under this Agreement, Contractor’s Liability
insurance shall be primary with respect to any other insurance which may be available to
the County, regardless of how the “other insurance” provisions may read.
3. The workers’ compensation policy must contain a waiver of subrogation in favor of
the County.
4. Contractor shall be responsible for insuring all of his/her own personal property,
improvements, and betterments.
5. All insurance policies put forth to satisfy the above requirements shall require the
insurer to provide a minimum of sixty (60) days’ notice to the County of any material
change in coverage, cancellation, or non-renewal.
6. All insurance put forth to satisfy the above requirements shall be placed with
insurance companies licensed to provide insurance in the state of North Carolina. Any
deductibles or self-insured retentions in the required insurance shall be subject to
approval by the County.
7. Contractor shall provide certificates of insurance to the County as evidence of the
required coverage. Contractor agrees to provide complete copies of policies if requested.
Failure of Contractor to provide timely evidence of insurance, or to place coverage with
insurance, or to place coverage with insurance companies acceptable to the County, shall
be viewed as Contractor’s delaying performance entitling the county to all appropriate
remedies under the law including termination of the contract.
LEGAL REQUIREMENTS
The Contractor shall comply with all Federal, State, and Catawba County statutes,
ordinances, regulations, or other legal requirements that apply to this Contract.
KEY DEPOSIT
The Contractor shall be responsible for any lost keys, card keys and any inherent damages
(i.e., re-keying of whole facility). This cost shall be withheld from payment(s).
SECURITY REQUIREMENT
Contractor shall submit a listing of employees assigned to the project and Contractor is
responsible for performing background checks on employees who will be given access to the
facility in the performance of Services. Any employee that is not a US citizen, proof of legal
residency shall be provided. Contractor must notify the County at least one week prior to
assigning a new employee to the project and shall maintain and provide to County upon
request, background checks.
The Contractor shall only allow entry onto County property of those people named on the
County’s approved list. Contractor shall immediately notify the County of any listed employee
terminations. Contractor or employees of the contractor shall not allow entrance of any
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