mandatory pre-proposal meeting janitorial services...

MANDATORY PRE-PROPOSAL MEETINGJANITORIAL SERVICES FOR DEN MAIN TERMINAL, A CONCOURSE, B CONCOURSE, C CONCOURSE AND SNOW REMOVALREQUEST FOR PROPOSAL NO. 201953023

APRIL 6, 2020

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AGENDA

• Opening Remarks and Introductions

• Project Overview and Scope of Work

• Division of Small Business Opportunity (DSBO) and Small Business

Utilization

• Wage Ordinance

• Procurement Overview

• Questions and Answers

• Closing remarks and feedback

PROJECT OVERVIEW AND SCOPE OF WORK

SHERRY GRAMS, DIRECTOR OF O&M CONTRACT ADMINISTRATION

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GENERAL CONTRACT OVERVIEW

• Performance based with minimum staffing levels and required

frequencies

• The Proposers will present the required minimum staffing levels and

required frequencies to maintain a clean facility

• Fixed-fee

• Snow Removal operations are mandatory for all Employees working

under this contract

• DEN anticipates the completion of several construction projects during

the term of this contract

• Staffing adjustments will be made based on the increase/decreased

need of the facility

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STAFFING

• Minimum Staffing to be presented by Proposers and accepted by DEN

• Once established, the Proposer will have to maintain daily minimum

staffing levels

• Performance measures for not meeting proposed staffing levels can be

found in section 12.7 of the scope of work

• Staffing will include Custodial, Administrative and Operations Personnel

• In addition to hourly rates determined by Prevailing Wage, this contract

establishes pay rates for Administrative and Managerial positions in

section 4.6 of the scope of work

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ONGOING CONSTRUCTION PROJECTS

• Several construction projects are happening at DEN during the term of

this contract

• Areas may be added or removed from the Janitorial scope of services

• Renovations in the Main Terminal may require large portions of the Main

Terminal to be closed off to the public• Footprint of closure is estimated at 90,000 to 105,000 square feet

• DEN will require the awarded Proposer to adjust monthly invoices to

reflect the changes to the facility

• See section 13.2 of the scope of work for further detail

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REQUIRED FREQUENCIES AND EQUIPMENT

• Required frequencies will be presented by Proposers in attachment 9 of

this RFP

• Required frequencies may be constantly revised to ensure a clean facility

• Required cleaning frequencies will be tracked through a computerized

mechanism

• The awarded Proposer will need to increase frequencies as needed to

maintain a clean facility

• Recommended minimum equipment is outlined in Section 10 of the

scope of work• All equipment must be new at the start of the contract• Proposers may present additional equipment required to perform the tasks

outlined in Section 8 of the scope of work

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LANDSIDE SNOW REMOVAL

• Awarded Proposer will be responsible for performing snow removal

services for parking shelters and sidewalks in the following areas:

• The Main Terminal

• Ground Transportation Holding Lot

• TSA/DPD Dog Kennel Building

• Carpenter Shop

• Satellite Security Office

• World Port (excluding Paradise for Paws and Car Rental areas)

• Airside and Landside Employee Parking Lots

• Including the A/C and B Turnstile Buildings

• DEN owned and operated Public Parking lots

• Pikes Peak, Mt. Elbert, East and West Economy

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LANDSIDE SNOW REMOVAL

• Snow Alert Levels and Staffing Requirements

• Alert levels are determined by Airport Operations

• The Awarded Proposer must meet the daily staffing requirements during

a snow event. Additional staff will have to be brought in to maintain

daily staffing requirements. Any Custodial employees relocated to snow

operation will not count towards the daily staffing requirement.

• DEN will provide all required equipment i.e. shovels, snow blowers, ice

melt spreaders

• DEN will also provide all ice melt products

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PERFORMANCE MEASURES

Standard Number

Objective Standard Method of Assessment Remedy

1.Contractor will provide all required reports in

Section 5 of the Contract

Reports will be submitted to the PA, CCS and

SharePoint site, or another database approved by the

City.

SharePoint site document verification

$50.00 per report, per day, not submitted on time

2.Contract compliance

with cleaning frequencies

Restroom Frequency tracking/scanning reports

must match required frequencies for each

restroom under Section 9.

The Contract Compliance Group will have access to Contractor’s system

and will monitor compliance.

Violation will result in a deduction of $5.00 per missed scan per restroom.

3.Contract compliance

with minimum staffing levels.

The Contractor shall maintain a minimum of (Contractor’s submitted staffing number to be

inserted here) Full Time Employees at all times.

The Contractor will provide daily time cards to the Contract

Compliance group.

Failure to meet minimum daily staffing levels will result in a $500 deduction per shift per day off the contracted monthly invoice total.

4.Contract compliance with snow removal

response

Personnel names, service locations, and numbers

match reports given by the Contractor

Contract Compliance Coordinators monitor snow removal activities and

ensure compliance with reports.

Non-Compliance will result in a deduction of $50 per discrepancy.

5.Contractors Deficiency

Form

When the CCS or CCC finds the Contractor’s work

unsatisfactory, he or she will note the defects using

a CDF.

The Contractor shall have one hour following the receipt of the CDF to reperform the work properly. If the

Contractor fails to correct the defect within one hour, the CDF will be noted and a deduction from the

monthly invoice will be authorized. Defects in carpet and flooring work

will be given 48-hours to re-perform.

Failure to re-perform work will result in a $200 deduction per event.

Failure to re-perform work within 48-hours will result in a $1,000 deduction

per event.

DIVISION OF SMALL BUSINESS OPPORTUNITY (DSBO)

ADRINA GIBSON, DSBO DIRECTORMIĆA ANDERSON, DSBO ASSISTANT DIRECTORCYNTHIA ESTES, DEN DSBO COMPLIANCE OFFICER

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COMMITMENT TO MWBE UTILIZATION

• This Project’s small business engagement initiatives are intended as a

part of the City’s commitment to ensure small, minority, and women-

owned businesses are actively and impactfully participating throughout

the life of the Project.

• Respondents must comply with the terms and conditions of the Goods &

Services Ordinance, D.R.M.C Chapter 28 Article V, in submitting its

proposal and, if awarded the Contract in performing work thereunder.

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MWBE PARTICIPATION GOAL

• The established MWBE goal is 30% of the total value of all work

performed under the contract

• Participation goals must be met with MWBE certified participants as set

forth in Section 28-127, D.R.M.C. or through the demonstration of a

good faith effort under Section 28-128 D.R.M.C.

• Proposers must complete the Commitment to MWBE Participation Form

identifying the percentage of MWBE utilization the proposer is

committed to

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MWBE COMPLIANCE PLAN

• Compliance Plan Requirements are outlined in Section IV-8 of the RFP

• As it relates to the Proposer, the MWBE Compliance Plan should be

innovative, comprehensive, open, and transparent.

• The Compliance Plan will be scored in the selection process.

• The successful Proposer’s Compliance Plan will be negotiated and

finalized before contract award and may be updated annually at the

discretion of DSBO

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NETWORKING/ENGAGEMENT

• Contractors and certified firms are strongly encouraged to begin networking/engaging now to identify partnerships for the duration of the project o Contractors- Visit the link provided on the last slide to locate certified

firms.o Certified firms- Utilize the plan holders list and registration list to identify

what Prime Contractors you could partner with, send your capability statement and connect

• There are small businesses that provide consulting services as MWBE Coordinators. Their scope of work is to assist with developing the utilization/compliance plan

• As an element of the Compliance Plan, Proposers will be scored on their level of effort, engagement, and commitment from this point on-so begin engaging now and documenting intentional and substantial efforts

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DSBO RESOURCES

Division of Small Business Opportunity – DEN OfficePhone: (303) 342-2180

E-mail: dsbo@flydenver.com

Cynthia Estes, DEN DSBO Contract Compliance OfficerCynthia.Estes@flydenver.com

Mića Maniece Anderson, DSBO Assistant DirectorMica.Maniece@denvergov.org

The MWBE and SBE Ordinance, as well as the MWBE, SBE, and ACDBE

Certification Directory are located on the Diversity/Small Business Services

page at http://business.flydenver.com/bizops/smallBus.asp.

DENVER CITY AUDITORDENVER LABORPREVAILING WAGE

VALERIE RAMIREZ, LEAD PREVAILING WAGE ANALYST

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PREVAILING WAGE

• Denver’s Prevailing Wage Ordinance (Section 20-76 of the Denver

Revised Municipal Code) requires payment of the prevailing wage

• CB16-0985 amended Sections 20-76 and 20-77 of the Denver Revised

Municipal Code regarding prevailing wage and debarment. Revises

several Sections on the Denver Code to update prevailing wage and the

debarment law

• City Auditor has sole authority to enforce Denver’s Prevailing Wage

Ordinance

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PROPER CLASSIFICATION OF CUSTODIANS

• Prevailing wage is a minimum: once you’ve established a higher rate you must continue to pay that wage rate

• Custodian I◦ General clean-up duties using equipment that does not require special training

◦ Mopping, vacuuming, emptying trash, spray cleaning, washing toilets, sinks, walls, cleaning chairs, etc.

• Custodian II◦ Specialized cleaning duties requiring technical training and the use of heavy and

technical equipment◦ heavy machine operators floor strippers and waxers, carpet shampooers, spray

buffing, re-lamping, mopping behind machines, high ladder work, chemical stripping and finishing of stainless steel

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FRINGE BENEFITS

• Fringe benefits must be paid as part of prevailing wage

• Contractor-paid fringe benefits, including health insurance, pension contributions, and paid time off, must have approval before being applied. Fringes must be re-approved annually

• Fringe benefits not approved must be paid in the form of “cash-in-lieu of fringe” directly to the employee

• Fringe is owed on standard-time and overtime

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ADDITIONAL REQUIRED BENEFITS FOR CUSTODIANS

• Parking◦ With valid receipts for approved parking lots, employees will be reimbursed for

monthly parking

• RTD Bus Pass◦ Employer will provide a bus pass or pay a travel differential

• Shift Differential◦ 2nd shift (2:30 p.m.-10:30 p.m.): $0.50/hr◦ 3rd shift (10:31 p.m.-6:30 a.m.): $1.00/hr

• Lunch◦ Any employee working seven and a half (7.5) hours in a day is entitled to a thirty

(30) minute paid lunch

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OVERTIME

• For all custodians, overtime is enforced after 37 ½ hours in one week and/or 7 ½ hours in one day

• Overtime is calculated at 1½ times the hourly base rate only

• Fringe must be paid for every hour worked but is not calculated at 1 ½ times

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SNOW REMOVAL SERVICES

• Classifications from the Heavy Wage Determination will be used to classify snow removal work

• Classifications for snow removal found in supplemental*◦ Shovel snow – Laborer Group 1◦ Snow Plow/ATV with plow – Power Equipment Operator Group 1◦ Plow Truck – Truck Driver Group 3

*Prevailing Wage classification may change depending on type of snow removal machinery used. For full picture, please consult Heavy Wage Determination.

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BI-WEEKLY PAYMENT OF EMPLOYEES

• Custodians are to be paid at least biweekly

• Cash payment to employees is never acceptable

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CHANGES IN WAGE RATES

• Wages bound in the contract remain in effect for 12 months from the contract anniversary date

• The bid advertisement date is considered the contract anniversary for wage changes

• Bid Advertisement date is 3/12/2020

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ON-SITE INSPECTIONS

• On-site inspections will be conducted

• Inform employees that this is a Prevailing Wage project and they will be interviewed

• Wage Rates and Prevailing Wage posters must be displayed in an easily accessible place on the job-site

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SUBMITTAL OF CERTIFIED PAYROLL RECORDS

• Certified payroll records must be submitted electronically using LCPtracker

• Prevailing Wage Analyst can provide assistance with LCPtracker

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NON-COMPLIANCE

• Failure to submit certified payroll records

• Rejected payroll reports

• False reporting

• Misclassifying & underpaying employees

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PENALTIES FOR NON-COMPLIANCE

• Withhold payment

• Penalties range from $50.00 to $100.00 each week

• Each week penalty plus possibly $2,500.00 to $5,000.00 for the violation

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CONTACT INFORMATION

Valerie Ramirez, Lead Prevailing Wage Analyst

Denver Labor - DEN

303-342-2738

Valerie.ramirez@denvergov.org

Denver Auditor’s Office

www.denvergov.org/auditor

auditor@denvergov.org

720-913-5000

Facebook.com/DenverAuditorOBrien

CONTRACT PROCUREMENT OVERVIEW

LAQUISHA SHAW, CONTRACT ADMINISTRATOR

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DEN WEBSITE

Sources: http://business.flydenver.com/bizops/rfp.asp

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DEN WEBSITE

• The following maps can be found under the Informational Documents at

http://business.flydenver.com/bizops/rfp.asp

• A Con Ramp Level Offices, Storage & Breakroom (Miscellaneous 1)

• A Con Restrooms & Mop Closets (Miscellaneous 2)

• Appendix 7 Service Area Maps (Miscellaneous 3)

• B Con Ramp Level Offices, Storage & Breakroom (Miscellaneous 4)

• B Con Restrooms & Mop Closets (Miscellaneous 5)

• C Con Ramp Level Offices, Storage and Breakroom (Miscellaneous 6)

• C Con Restroom & Mop Closets (Miscellaneous 7)

• Main Terminal Level 4 Offices, Breakroom & Storage (Miscellaneous 8)

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PROPOSAL NARRATIVE CONTENTS

1. Cover Letter

2. Understand the Scope of Work

3. Management and Staffing Plan

4. Statement of Work (Includes Reports, Safety Plan and Safety Record

5. Contract Compliance Plan (Proposed Work Plan)

6. Customer Service Plan and Training Program

7. Operations and Transition Plan

8. Cost Effectiveness

9. MWBE Utilization/Compliance Plan - REQUIRED

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KEY DATES

• Questions Due

• May 8, 2020 by 2:00 pm, submit to contract.procurement@flydenver.com

• Email must reference the RFP NO. and Project Name

• Proposal Due Date

• May 29, 2020 by 2:00 PM

• Dates are subject to change. Please monitor the website for project

updates, http://business.flydenver.com/bizops/rfp.asp

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