RFP - provider of Janitorial Services

Specifications
For Contract Janitorial Services
City of Hartselle
Information for Bidders
The City of Hartselle seeks a provider of janitorial services. The successful contractor shall furnish all labor, equipment
and supplies necessary to perform the custodial services to include the following: cleaning, dusting, vacuuming, mopping,
polishing and removal of trash and waste materials.
There are four service areas which shall be bid individually and added together to determine the final lump sum bid quote:
City Hall (two floors)
Library
Police Department (does NOT include jail area)
Public Safety Building
The contractor is encouraged to physically inspect buildings before submitting bid. Any questions prior to submission of a
bid should be directed to Rita S. Lee, City Clerk - Controller, at (256) 751-4926.
Bid shall include a current Certificate of Insurance providing the following coverage:
Broad Form General Liability Policy in the sum of:
o $500,000 for Bodily Injury or Property Damage
o $500,000 for Personal Injury
o City should be named as an additional insured
Workers Compensation and Employers Liability
$50,000 Employee Dishonesty Coverage
Contractor must provide the above Certificates of Insurance to the City of Hartselle, Alabama as a certificate holder with
the unconditional provision that the City will be notified in writing thirty (30) days prior to any change in, or cancellation of
any policy.
BIDDER QUALIFICATIONS
Bidders shall provide three (3) references showing a minimum of two (2) prior years experience where the company, or its
supervisors, have engaged in commercial or institutional janitorial service.
In evaluating each bidder, consideration will be given to the following criteria. Deficiency in any of the below listed areas
may be adequate reason for bid rejection:
Competitive pricing offered
Level of experience as evidenced by references
Sufficiency of financial resources
Ability of the bidder to provide an adequate level of service in accordance with specifications and generally
accepted standards of workmanship
By submitting a bid, the contractor acknowledges scope of work to be performed.
Bidder asserts that any and all work done for the City of Hartselle will be done in compliance with local, state, and federal
law.
GENERAL CONDITIONS
The City and the contractor shall each have the right to terminate the contract upon a thirty (30) day written notice to the
other party.
All work under this contract shall be inspected to insure high standards of cleanliness.
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Contractor will be responsible for all damages to building property caused by employees. Such damage shall be repaired
at contractor's expense.
Contractor shall be responsible for payment of employee payrolls including withholding taxes, social security,
unemployment compensation insurance and for payment of public liability insurance and employee bonds.
Payment for services shall be made to the contractor within thirty (30) days of submission of the company's invoice.
The contractor shall provide all necessary machine s, equipment, tools, cleaning supplies and labor, etc., as may be
necessary to perform the work outlined herein.
Contractor shall deposit trash in refuse containers adjacent to the building.
PERSONNEL REQUIREMENTS AND WORK PROCEDURES
The contractor or supervisor shall be present on the job at all times as noted herein. Prior to the commencement of work,
the contractor shall submit in writing to the City Clerk - Controller, for prior approval, the name of the person intended to be
employed as supervisor for the execution of this contract along with his/her qualifications and past experience. Contractor
may not sublet contract for cleaning to another company.
The contractor and all employees must pass a background check by the Police Department before they are allowed
on site.
The contractor shall at all times enforce strict discipline and good order among his employees and shall not employ or
permit to remain on the job, any person considered unfit. All work shall be performed after the premises are closed for
business. Dates shall be approved by the City Clerk - Controller or the Department Head over the location being served.
Employees shall not loiter on the premises before or after their working hours. Only the contractor's employees are
allowed inside the building while cleaning. Other individuals, including family members or friends of contractor's
employees, are not allowed in the building.
Contractor shall provide supervision necessary to prevent theft of equipment and property belonging to either the City or
its employees.
Contractor's employees shall not disturb papers on desks or open drawers or cabinets. Contractor's employees are not
permitted to use City computers, printers, copiers, telephones, televisions, radios or other property for personal purposes.
While on duty, contractor's employees shall be properly identified by means of badge and/or readily identifiable uniform.
Keys for the building will be available by a lockbox at each location. If keys are not returned after cleaning and are lost by
employees, contractor will be responsible to pay for locks on all buildings to be changed. Contractor is responsible for
locking all doors and turning off lights when leaving the premises .
The City of Hartselle will furnish contractor dispenser replenishment products for the following: paper towels, bathroom
tissue, bag soap, and waste receptacle bags. The City of Hartselle will furnish special glass cleaner for the bulletproof
partition glass. All other cleaning supplies and equipment are to be furnished by the contractor.
Contractor's employees shall report on forms furnished by the City, any observation of conditions such as leaky faucets,
clogged toilet and drains, broken fixtures, etc., as well as any other unusual condition or event in the building.
Contractor shall not hire any actively employed City of Hartselle employee.
Contractor shall arrange his employees' schedules to conform to City schedules.
CITY HALL (MUNICIPAL BUILDING )
WEEKLY
*Empty all wastebaskets and trash containers, wipe clean, replace plastic liner and return to
original location.
*Vacuum entrances, lobbies, all offices, auditorium, security station and hallway floors. Sweep and mop stairwells,
elevator and lobby tile areas.
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*Clean lobby doors and windows with a heavy emphasis on doors and windows at entrances.
*Clean kitchen counters, sink, tables, coffee makers, stove and wipe down outside of all appliances, including sink and
counters in Mayor's office.
*Dust wall-hung pictures and other wall adornments.
* Sweep and mop breakroom floors.
*Pick up trash around front entrances.
*Spot clean wall surfaces around light switches, handrails, doorknobs, and other heavy
traffic areas.
* Clean inter-office glass panels, removing fingerprints and smudges. Use special cleaner for
bullet-proof acrylic panels and transaction counters at front lobbies in Administration and Court area s.
*Wipe down elevator door and inside walls and panels.
Bathrooms:
*All fixtures shall be washed and dried inside and out. Seats shall be washed top and
bottom with a scouring powder then a germicidal disinfectant solution. Bright metal
parts shall be dry shined.
*Waste receptacles in bathroom shall be emptied and interiors wiped out.
*Mirrors are to be cleaned and dry shined.
*Floors: Sweep loose paper and debris. Wet mop floors with a detergent disinfectant
solution.
*Replenish dispensers of toilet tissue, paper towels, and hand soap.
*Walls shall be spot cleaned to remove splashes and runs, soap splashes, fingerprints and
smudges.
*Stall partitions: Tops shall be dusted and partition walls shall be spot cleaned with a
detergent disinfectant solution.
*Quartz countertops to be cleaned and dry shined.
Desks, Chairs and File Cabinets
*Thoroughly dust all horizontal surfaces. Wood desk tops to be dusted with soft, treated
dust cloth. Vinyl, Formica, and glass tops may be dusted with a treated or damp cloth.
Services to desk tops will of necessity be limited to those which are reasonably clear of
work papers. Chairs and benches shall be dusted on all horizontal surfaces and framework (including
all chairs in auditorium); fabric upholstered seats to be vacuumed, and arms to be spot cleaned as necessary.
Quartz countertops to be cleaned and dry shined.
MONTHLY
*Clean air vents and interior doors.
*Dust baseboards.
*Dust blinds and clear away cobwebs around windows.
*Wipe down all wood stained doors.
LIBRARY BUILDING
WEEKLY
*Empty all wastebaskets and trash containers, wipe clean, replace plastic liner and return to original location.
*Sweep floors, vacuum carpeted areas and rugs. Sweep behind circulation desk
and under chairs.
* Mop floors.
*Clean front and back glass doors and handles on doors.
*Pick up trash around outside entrances.
*Clean away cobwebs around windows, security cameras, doors and dust window blinds.
*Clean acrylic shield at circulations desk with special cleaner
Bathrooms:
*All fixtures shall be washed and dried inside and out. Seats shall be washed top and
bottom using a scouring powder then a germicidal disinfectant solution. Bright metal
parts shall be dry shined.
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*Waste receptacles in bathroom shall be emptied and interiors wiped out.
*Mirrors are to be cleaned and dry shined.
*Floors: Sweep loose paper and debris. Wet mop floors with a detergent disinfectant
solution.
*Replenish dispensers of toilet tissue, paper towels and hand soap and leave extra rolls of toilet tissue in restrooms
*Walls shall be spot cleaned to remove splashes and runs, soap splashes, fingerprints, and
smudges.
*Stall partitions: Tops shall be dusted and partition walls shall be spot cleaned with a
detergent disinfectant solution.
*Door and door knobs shall be cleaned with a detergent and disinfection solution
Desks, Chairs and File Cabinets
Thoroughly dust all horizontal surfaces within reach, except the circulation desk. Wood desk tops to be dusted with soft,
treated dust cloth. Vinyl, Formica and glass tops may be dusted with a treated or damp cloth. Services to desk tops will of
necessity be limited to those that are reasonably clear of work papers. Chairs shall be dusted on all horizontal and
framework surfaces.
MONTHLY
*Clean air vents and interior doors.
*Fabric chairs to be vacuumed thoroughly.
*Spot clean wall surfaces around light switches, handrails, doorknobs, and other heavy
traffic areas.
POLICE DEPARTMENT
*DOES NOT INCLUDE JAIL AREA *
WEEKLY
*Empty all wastebaskets and trash containers, wipe clean, replace plastic liner and return to
original location.
*Sweep entrances, lobbies, all offices, and hallway floors; mop floors and
vacuum carpeted areas.
*Clean lobby doors.
*Clean kitchen counter and sink.
*Dust wall- hung pictures and other wall adornments.
*Dust blinds and clear away cobwebs around windows.
*Pick up trash around front entrance.
*Spot clean wall surfaces around light switches, handrails, doorknobs, and other heavy
traffic areas.
*Spot clean inter-office glass panels, removing fingerprints and smudges.
Bathrooms:
*All fixtures shall be washed and dried inside and out. Seats shall be washed top and
bottom using a scouring powder then a germicidal disinfectant solution. Bright metal
parts shall be dry shined.
*Waste receptacles in bathroom shall be emptied and interiors wiped out.
*Mirrors are to be cleaned and dry shined.
*Floors: Sweep loose paper and debris. Wet mop floors with a detergent disinfectant solution.
*Replenish dispensers of toilet tissue, paper towels, and hand soap.
*Walls shall be spot cleaned to remove splashes and runs, soap splashes, fingerprints and
smudges.
*Stall partitions: Tops shall be dusted and partition walls shall be spot cleaned with a
detergent disinfectant solution.
Desks, Chairs, and File Cabinets
*Thoroughly dust all horizontal surfaces. Wood desk tops to be dusted with soft, treated
dust cloth. Vinyl, Formica and glass tops may be dusted with a treated or damp cloth.
Services to desk tops will of necessity be limited to those which are reasonably clear of
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work papers. Chairs shall be dusted on all horizontal surfaces and framework. Fabric
upholstered seats and arms to be spot cleaned as necessary.
MONTHLY
*Clean air vents and interior doors.
*Spray buff resilient floors.
*Dust baseboards.
*Dust blinds and clear away cobwebs around windows.
*Vacuum upholstered furniture thoroughly.
PUBLIC SAFETY BUILDING
WEEKLY
*Empty all wastebaskets and trash containers, wipe clean, replace plastic liner and return to
original location.
*Sweep entrances, lobbies, all offices, auditorium and hallway floors; mop floors and
vacuum carpeted areas.
*Clean lobby doors.
*Clean kitchen counter and sink.
*Dust wall- hung pictures and other wall adornments.
*Dust blinds and clear away cobwebs around windows.
*Pick up trash around front entrance.
*Spot clean wall surfaces around light switches, handrails, doors, doorknobs, and other heavy
traffic areas.
* Clean inter-office glass panels, removing fingerprints and smudges. Use special cleaner for
bullet-proof acrylic panels and transaction counters at front lobbies areas.
Bathrooms:
*All fixtures shall be washed and dried inside and out. Seats shall be washed top and
bottom using a scouring powder then a germicidal disinfectant solution. Bright metal
parts shall be dry shined.
*Waste receptacles in bathroom shall be emptied and interiors wiped out.
*Mirrors are to be cleaned and dry shined.
*Floors: Sweep loose paper and debris. Wet mop floors with a detergent disinfectant solution.
*Replenish dispensers of toilet tissue, paper towels, and hand soap.
*Walls shall be spot cleaned to remove splashes and runs, soap splashes, fingerprints and
smudges.
*Stall partitions: Tops shall be dusted and partition walls shall be spot cleaned with a
detergent disinfectant solution.
Desks, Chairs, and File Cabinets
*Thoroughly dust all horizontal surfaces. Wood desk tops to be dusted with soft, treated
dust cloth. Vinyl, Formica and glass tops may be dusted with a treated or damp cloth.
Services to desk tops will of necessity be limited to those which are reasonably clear of
work papers. Chairs shall be dusted on all horizontal surfaces and framework. Fabric
upholstered seats and arms to be spot cleaned as necessary.
MONTHLY
*Clean air vents and interior doors.
*Spray buff resilient floors.
*Dust baseboards.
*Dust blinds and clear away cobwebs around windows.
*Vacuum upholstered furniture thoroughly.
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REQUIREMENTS LISTED ABOVE ARE NOT AN EXHAUSTIVE LIST. CONTRACTOR SHALL BE AGREEABLE TO
ALL REASONABLE REQUESTS WHICH IMPROVE STANDARDS AND HELP MAINTAIN A CLEAN AND HEALTHY
ENVIRONMENT FOR EMPLOYEES AND CITIZENS.
** The contractor will be paid an additional fee for any unanticipated cleaning request m ade by City personnel outside
the specifications above, such as detailed bathroom cleaning due to toilet overflows, etc...
The additional fee amount must be approved by the City Clerk - Controller before the request is performed.
GENERAL INFORMATION
A. The lowest responsible/responsive bidder shall be awarded a one-year contract with the option of renewal for
additional one-year periods, but not to exceed a three (3) year period total, if service is satisfactory and price remains as
quoted. The contract may be terminated by either party upon a thirty (30) day written notice.
B. Work shall be conducted after 5:00 PM and before 7:30 AM at all locations. Contractor shall schedule and arrange
work so as to not interfere with operational functions or City work within the buildings. Final work schedule to be approved
by City Clerk - Controller.
C. The contractor shall provide and store all equipment, labor, and cleaning supplies to perform the above mentioned
duties. (Storage space may be available at some locations.)
D. The contractor must purchase a City of Hartselle business license as soon as contract is awarded.
The undersigned hereby certifies that he/she has read the attached specification sheet for janitorial services and submits
for your consideration the following price:
MONTHLY RATE CITY HALL $_____________________
MONTHLY RATE LIBRARY $_____________________
MONTHLY RATE POLICE DEPT. $_____________________
MONTHLY RATE PUB. SAFETY BLDG. $_____________________
TOTAL MONTHLY LUMP SUM BID $_____________________
The City of Hartselle reserves the right to reject any/or all bids or parts thereof and to waive all minor irregularities in
bidding.
_________________________________________
Name of Company
_________________________________________
Address
_________________________________________
City State Zip
_________________________________________
Phone Number
_________________________________________
Email
_________________________________________
Printed name of person submitting bid
_________________________________________ ______________________________
Signature of person submitting bid Date
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City of Hartselle
_________________________________ __________________________
Rita S. Lee Date
City Clerk - Controller
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