Download - Dc Water Janitorial
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DISTRICT OF COLUMBIA WATER AND SEWER AUTHORITY
DEPARTMENT OF PROCUREMENT
REQUEST FOR PROPOSALS (RFP)
FOR
JANITORIAL SERVICES
RFP NUMBER: 14-PR-DFS-08 ISSUE DATE: JULY 18, 2014 MANDATORY SITE VISIT: July 29, 2014 at 9:00 AM DEADLINE FOR QUESTIONS: JULY 31, 2014 at 2:00 PM CLOSING DATE: AUGUST 18, 2014 at 2:00 PM EDT
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TABLE OF CONTENTS
Page(s)
SECTION A: EXECUTIVE SUMMARY AND BACKGROUND 4-5
SECTION B: SCOPE OF WORK 5-19
SECTION C: EVALUATION OF PROPOSALS 20-23
SECTION D: PROPOSAL PREPARATION AND SUBMISSION 23-27
SECTION E: GENERAL CONDITIONS 27-34
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INCORPORATED DOCUMENTS
Attachment B* Pricing Schedule
Attachment C- General Provisions, Goods and Service Contracts
Attachment E* - Representations, Certifications and Acknowledgements
Attachment F* Vendor Information and W9 Forms
Attachment G* - Local Small Business Enterprise Program
Attachment H* EEO Information and Forms
Attachment I* DC Water Works Employment Program
Attachment K - Performance Bond
Attachment L* Mid-Atlantic Purchasing Team Rider Clause
Attachment M U.S Department of Labor Wage Determination No. 2005-2103 (Rev 13) dated June 19, 2013
Attachment N Janitorial Services Contract Adjustment Table
Attachment O Hand Sanitizer Dispensers
The Attachments identified with an asterisk (*) must be completed, signed by the appropriate
representative of the company, and submitted with the proposal.
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SECTION A: EXECUTIVE SUMMARY AND BACKGROUND
A.1 Executive Summary
The District of Columbia Water and Sewer Authority (DC Water) is seeking proposals from a
qualified and experienced contractor to provide management, labor, materials, supplies, and
equipment necessary to provide janitorial services.
A.2 BACKGROUND OF AUTHORITY
Until 1996, the District of Columbia Water and Sewer Authority, now referred to as DC Water,
was part of the District of Columbia government. In 1996, the District government initiated the
creation of the District of Columbia Water and Sewer Authority (DC WASA), an independent
authority of the District of Columbia providing services to the region. Although DC Water
maintains some ties with District government, its finances and operations are separate. DC Water
develops its own budget which is incorporated into the Districts budget and then forwarded to Congress. All funding for operations, improvements, and debt financing is derived through
usage fees, EPA grants, and sale of bonds.
DC Waters daily operations are managed by the general manager who reports to an 11-member Board of Directors. Six board members represent the District and five represent the adjoining
jurisdictions. Two members each are from Prince Georges and Montgomery counties in Maryland, and one from Fairfax County in Virginia.
DC Water provides retail water and wastewater services to its residential and commercial
customers in the District. Wholesale wastewater treatment is provided to portions of
Montgomery and Prince Georges counties in Maryland and Fairfax and Loudoun counties in Virginia. DC Water buys its drinking water from the Washington Aqueduct, a division of the
U.S. Army Corps of Engineers. The Aqueduct treats the water and DC Water distributes it
throughout the District of Columbia. DC Waters Blue Plains Advanced Wastewater Treatment Plant, located at 5000 Overlook Avenue SW, is the worlds largest advanced wastewater treatment facility.
A.3 DC Water Facts
Multi-jurisdictional regional utility that provides drinking water to the Districts 600,000 residents.
Collects and treats wastewater for 1.6 million customers in adjacent jurisdictions.
Approximately 1,000 employees work at various facilities throughout the District of Columbia.
DC Waters service area covers approximately 725 square miles.
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To distribute water, DC Water operates nearly 1,300 miles of pipes, five pumping stations, five reservoirs, four elevated water storage tanks, 36,000 valves and 8,700
hydrants.
To collect wastewater, DC Water operates 1,800 miles of sanitary sewers, 22 flow metering stations, nine off-site pumping stations and 16 storm water pumping stations
within the District.
DC Water operates Blue Plains that covers 153 acres with a capacity of 370 million gallons per day and a peak capacity of 1.07 billion gallons per day.
SECTION B: SCOPE OF WORK
The contractor shall furnish the management, labor, materials, supplies, and equipment
necessary to provide janitorial services for office spaces, locker and lunch rooms, the fleet
building, trailers, the boat house, welding shops, pumping stations, and blower buildings at the
following DC Water locations:
The Advance Blue Plains Wastewater Treatment Plant 5000 Overlook Avenue, SW
Washington, DC 20032
O Street Pumping Station 125 O Street, NW
Washington, DC 20003
Bryant Street Pumping Station 301 Bryant Street, NW
Washington, DC 20001
The contractor is not responsible for cleaning the following areas:
Mechanical equipment rooms;
Electrical distribution rooms and closets;
Telephone distribution rooms and closets; and
Elevator equipment rooms.
The Contractor Officers Technical Representative (COTR) will determine the when as needed
cleaning is required. The contractor shall propose cleaning schedules and inspection times that
will be approved by the Contractor Officers Representative (COR) and COTR.
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B.1 Cleaning Specifications
A. Room Cleaning (Daily)
Each room in the buildings, including offices, waiting rooms, sleeping area,
conference rooms, hearing rooms, libraries, storage rooms, etc., shall be cleaned in
the manner described herein each morning, afternoon and each night, as specified.
The contents of each wastebasket shall be emptied; the wastebasket shall be damped
wiped clean if needed, lined with a suitable sized plastic bag of sufficient durability
and thickness to prevent liquids from leaking through the bag and replaced in its
original position. This is to be done twice a day or as needed. The contents of the
wastebasket shall be dumped into a mobile trash container.
The mobile trash container shall be a rubber or plastic container or a similar container
approved by the COR. The mobile trash container shall be brought into the room and
each wastebasket shall empty directly into it. Do not transport the wastebasket to the
mobile trash container.
Building occupants shall be notified by the COR that anything being placed in a
wastebasket shall be considered trash and shall be the responsibility of the contractor
to remove.
The contractor shall instruct its personnel that all items left in waste receptacles and
ashtrays are to be removed as trash. Boxes and other containers will not be removed
unless clearly labeled "trash." The only exception to this shall be newspapers and magazines left in lounges, and other clearly defined public waiting areas.
All horizontal surfaces shall be dusted with a dust free treated dust cloth. This service
shall be performed after regular business hours.
All mirrors, windowsills, bookcases, glass, glass tops, door and partition glass,
doorsills, wooden furniture, and telephones shall be cleaned and wiped dry.
All walls, doors and door frames shall be spot cleaned.
Dust, dirt and debris shall be removed from tile floor areas with dust mops. Floors
shall be damp mopped with a neutral cleaner.
Conference rooms and executive space identified by the COR shall be inspected and
serviced twice a day or as needed.
Sinks and kitchenette units shall be washed, cleaned with a sponge and detergent
solution; metal surfaces shall be wiped dry.
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Contractor shall report to the COTR, any obvious deficiencies; such as broken lights
and exit signs, and any items falling from walls.
B. Computer Rooms Cleaning (Daily)
1.0 Floor Surface Cleaning
Remove dust and debris from open floor space with dust mops that are specially
treated with antistatic spray.
Vacuum all other hard to reach places, corners and crevices. Remove dust and
debris from underneath equipment wherever possible with equipment designed
for that purpose.
Floors shall be stripped with a minimal amount of water and non-ionic emulsifiers
to remove old dirt and wax.
2.0 Above Floor Cleaning
All entrance doors and partition glass shall be cleaned from the ground level.
Clean and vacuum all air and heating vents in ceiling, walls and floors.
Clean all metal, plastic and glass surfaces such as, drivers, CPU, tape racks, disk
pack drawers and shelves, light switches, tops of door frames, chairs, desks,
telephones, any wall or ceiling mounted devices, etc.,
All doors and walls shall be cleaned and/or spotted for dirt, grime and dust.
C. Bathroom Maintenance (Daily)
All bathrooms shall be cleaned prior to the start of the work day.
Each soap, towel, bathroom tissue, lotion, hand sanitizer, seat cover and sanitary
napkin dispenser shall be checked and filled as necessary. In bathrooms with a
missing or malfunctioning dispenser, the contractor shall notify the COR who shall
arrange for replacement or repair.
Each ledge, grill, heater, etc shall be dusted.
All floors shall be swept clean and all foreign substance shall be removed.
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All ceramic or brick floors in restrooms shall be mopped each night using a
germicidal detergent/disinfectant. Each Friday night, the floor shall be machine
scrubbed using a sequestering agent with at least five percent (5%) Ethylene Diamine
Tetraacetic Acid Sodium Salt (EDTA). No sealer or finish shall be applied.
Each wastepaper container shall be emptied and all paper and trash removed from the
floor. Paper towel waste receptacles shall be emptied each night and the contents
disposed of as burnable trash in receptacles provided by DC Water.
Each washbasin shall be cleaned thoroughly using a germicidal cleanser to remove
stubborn stains. Chromium fixtures shall be dried and polished with a wiping cloth.
The contents of each sanitary napkin receptacle shall be emptied. Each receptacle
shall be cleaned with a germicidal solution and shall be wiped dry. The complete
interior surfaces (to include crevices of each commode and urinal) shall be thoroughly
cleaned using a toilet brush and germicidal solution. Each fixture shall then be
flushed and a cup of germicidal solution shall be poured into each fixture and left
standing. Walls and floors adjacent to urinals shall be cleaned using a germicidal
solution to eliminate stains, odor and encrustation.
Each commode seat shall be washed with a sponge and germicidal solution, rinsed
with clean water, wiped dry and left in a raised position. All exterior porcelain shall
be damp wiped with germicidal solution. Chromium fixtures shall be damp wiped
clean, dried and polished with a wiping cloth.
All walls, partitions and doors shall be washed, rinsed and damp wiped, as necessary,
to remove stains and graffiti. Scouring powder shall not be used on chromium or
stainless steel fixtures. Traps shall be maintained free from odors at all times.
The contractor's personnel shall obtain water for the cleaning and servicing of
bathrooms only from specifically designated janitor's closets. The purpose for this is
to ensure that water is transported a minimum distance across carpeted areas. Only
when it is absolutely necessary should water be transported across the carpet. The
contractor shall be held responsible for the cleaning or replacement of carpet that is
damaged due to spillage of water or cleaning agents.
All private bathrooms shall be cleaned thoroughly in the manner detailed above.
All bathrooms shall be inspected and serviced two (2) times a day. The inspection
time(s) shall be approved by the COR or COTR.
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It shall be the contractor's responsibility to maintain a stock of sanitary napkins in each
bathroom that contains a sanitary napkin dispenser.
The contractor shall refill hand sanitizers as necessary with sanitizer furnished by DC
Water. At their discretion, the COR or COTR may modify or delete this practice by
giving written notice to the contractor.
D. Floor Maintenance
1.0 Carpet Care
Carpet Vacuuming (Daily)
All carpeted floors shall be vacuumed each morning and night as specified herein. The contractor shall use such equipment as necessary to vacuum carpeted areas,
including corners, and underneath low furniture and equipment. All carpeting
shall be vacuumed in such a manner as to leave the pile lying in the same
direction. During the day, the contractor shall perform light vacuuming only.
2.0 Carpet Spotting
Carpet Shampooing (Quarterly)
Carpeting shall be shampooed quarterly on a schedule to be determined by the
COR. The contractor shall follow the schedule and provide the services required
during the time and in the manner specified. The contractor shall use its own
personnel or a sub-contractor experienced in the cleaning of carpet to perform this
work. The method of carpet cleaning shall be approved by the COR. The
contractor shall guarantee that the shampooing of carpet will not discolor or
damage the carpet and shall be responsible for correction of such damage should
it occur. The contractor shall be required to shampoo carpets between scheduled
cleaning in order to remove major spills or stains. All carpet shampooing, other
than removing major spills or stains, will be performed after 5:00 PM. All
furniture moved during the shampoo operation shall be replaced in its original
position
DC Water will provide all walk-off mats.
3.0 Vinyl Floors
In keeping with the schedule for periodic cleaning (schedule to be provided at orientation), the contractor shall strip all vinyl floors of old finish, dirt and foreign
materials and shall apply four (4) coats of floor finish. The finish shall be applied
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evenly and sufficiently in order to withstand normal day-to-day traffic. The
contractor shall use a skid free buffable floor finish with a 20% to 26% solid
content. The contractor shall perform this task quarterly.
When wet mopping an area, the contractor shall ensure that all dirt, stains and
foreign matter are removed from the floor. The floors shall be free of streaks/mop
strands and shall then be machine buffed to a bright even luster. Walls,
baseboards and other surfaces shall be free of film and marks from the equipment.
Mops shall be cleaned to avoid offensive odors and to reduce leaving streaks on
mopped surfaces. The floor maintenance program shall include frequencies as
indicated below:
Spray buff floors in the hallways and food service areas once a week. Floors shall
be damp mopped with a neutral cleaner and polished with a floor-polishing
machine to maintain a consistent high luster.
Tile floors shall be wet mopped daily and machine buffed once a week. DC Water
shall provide the contractor a schedule by which each area in the facility shall be
treated.
Once a quarter, all tile floors shall be stripped of old finish and shall be refinished
using a finish with a 20% to 26% solid content.
All wet mopping; buffing, stripping and refinishing shall be performed after 5:00
PM and completed before 10:00 PM, Monday - Thursday.
All furniture moved during the above operation shall be replaced in its original
position.
If approved by the COR, the contractor may employ the use of a scrubbing
machine to accomplish the task of wet mopping. Before such approval shall be
granted, the contractor shall demonstrate to the CORs satisfaction that the use of such a machine shall cause no damage to carpet and walls. When wet mopping an
area, the contractor shall ensure that all dirt, stains and foreign matter are removed
from the floor. The floors shall be free of streaks mop strands and shall then be
machine buffed to a bright even luster. Walls, baseboard and other surfaces shall
be free of film residue and marks from the equipment.
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E. Corridor and Lobby Maintenance (Daily)
All corridors and lobbies shall be cleaned each day as follows:
Tile floors shall be cleaned of litter and dirt using a treated sweeping cloth and spray
buffed each night to maintain a consistent high luster. Spots, such as liquid spills, and
foreign matter, such as chewing gum and tar shall be removed from all floors. Trash
receptacles shall be emptied, wiped clean, if needed and lined with a suitable sized
clean plastic bag of sufficient durability and thickness to prevent liquids from leaking
through the bag. The exterior surface of the receptacle shall be washed clean.
Walls shall be spot cleaned to remove smudges, stains, spots and graffiti.
All rails, cabinets and directory boards shall be dusted.
All telephones shall be washed clean.
Glass in cabinets, directory boards, telephone boards, doors, railings and partitions
shall be cleaned free of smudges, stains and streaks; including glass doors and walls
at each of the pedestrian entrances.
Mats at each entrance shall be vacuumed. This includes both carpet and rubber mats.
All drinking fountains shall be thoroughly washed daily with a germicidal solution.
Corridors within a suite of offices shall be cleaned as part of the office space.
All corridors and lobbies shall be inspected and serviced three (3) times a day as
follows:
All litter and trash shall be removed from the floor.
The glass entrance doors at each pedestrian entrance shall be cleaned free of
smudges, Spots, stains or streaks.
Glass door panels shall be cleaned daily.
Carpeted floors shall be vacuumed and hard floors shall be spray buffed and
thoroughly swept.
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F. Trash Collection and Removal (Daily)
Following the collection of trash by the trash removal company, the contractor shall
sweep the loading dock and trash rooms. Each Friday the contractor shall wash down
the loading dock including trash rooms and all dumpsters. After a thorough cleaning
of the trash room, the contractor shall fumigate to rid the trash rooms of rodents,
insects and offensive odors.
G. Recyclable Materials (Daily)
The contractor shall collect newspapers from tie racks daily, tie them in
bundles and deposit them in the recycling container;
The contractor is responsible for recycling plastic bottles, glass, cans and
cardboard daily.
The contractor shall collect mixed quality office wastepaper from centralized
box containers located throughout the facility each day. Once collected, the
paper shall be deposited in the recycling container. Hampers or carts, which are
used to collect recyclable paper, shall be kept clean at all times. Additionally, if
necessary, the contractor is required to empty centralized containers in between
scheduled pick-ups.
H. Stairwell Cleaning: (Daily)
Each day, the stairwells shall be swept clean of all litter and dirt. Each handrail
and fixture shall be dusted and all walls and doors spot cleaned. Foreign matter,
such as gum, shall be removed.
Every Friday, all stairwells shall be thoroughly cleaned and wet mopped. Steps and
landings shall be stripped and refinished every ninety (90) day. A non-skid finish
shall be applied.
Walls, baseboards and other surfaces adjacent to the stairwells shall be cleaned free
of film and marks from equipment used to mop, strip or refinish the stairwell.
I. Window Cleaning (Semi-annually)
Interior Glass Maintenance: All interior glass entrance door panels, mail chutes,
desks, conference tables, covers and directory boards shall be washed daily and as
necessary.
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J. Cafeteria and Kitchen Cleaning (Semi-Annually)
The contractor shall steam clean all kitchen floors, walls and equipment semi-
annually.
The contractor shall sanitize all surfaces after cleaning.
The contractor shall wipe all wall, equipment and floors after steam cleaning.
K. Hand Sanitizer Replacement Plan
The contractor is responsible for the inspection, supply and replacement of all DC
Water hand sanitizer dispensers listed in Attachment O. When replacing hand
sanitizer dispensers, the contractor shall use the exact model and manufacturer of
existing dispensers.
L. Venetian Blind Maintenance
Dusting due to poor ventilation and high dust levels generated by old building
structures, venetian blinds and window sills require daily maintenance.
M. High Cleaning (Monthly)
Once each month all vertical surfaces, drapes, window blinds and upholstery shall
be vacuumed using proper attachments for such work.
All fluorescent light fixtures, louvers or lenses shall be removed, washed
clean, dried and replaced.
All exposed pipes shall be dusted and washed clean.
All heating, ventilation and air conditioning grills shall be washed clean.
All surfaces and/or objects in the building requiring dusting and/or vacuuming
shall be cleaned approximately 70" or more from the floor. This includes the wall
and ceiling area adjacent to ventilating and air conditioning outlets.
N. Elevator Cleaning
Elevators shall be cleaned daily in the following manner:
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Each elevator to be cleaned shall be taken out of automatic mode prior to cleaning
and returned to the automatic mode when cleaning is completed. At no time shall
elevators doors be wedged open.
Elevators are to be spot cleaned during normal duty hours and full cleaning shall
be performed in the evening after 6:00 P.M.
All horizontal and vertical surfaces and louvers shall be dusted with a treated dust
cloth.
Carpets shall be vacuumed and spot cleaned.
Non-carpeted floors shall be damp mopped and spray buffed.
Walls shall be spot cleaned and metal shall be polished.
All light fixtures shall be damp wiped.
Tracks and grooves shall be cleaned, removing all grit, and other debris.
B.2 Contractor's Space
DC Water will provide the contractor adequate storage space for supplies and equipment.
The contractor shall provide necessary shelving.
B.3 Time Restraints
Time restraints for day and night cleaning at each location are as listed on the Attachment
B. Monthly, quarterly semiannual and annual cleaning shall be scheduled by and coordinated with the COR.
B.4 Supervision
The contractor shall include, with the technical proposal, resumes of key personnel, such
as supervisors, project managers and foremen to the COR for approval. Key personnel
must possess at least five (5) years experience in professional cleaning. DC Water
reserves the right to reject any key personnel whose qualifications and experience are
deemed to be insufficient or unsuitable to perform satisfactorily. The contractor shall
maintain a principal supervisor on the work site during all times that work is being
performed under this contract. The contractor shall ensure that the onsite supervisor is
readily available to the COR during the contractors work hours and shall report daily to the COR/COTR for regular activities. If summoned, the onsite supervisor shall report,
in person, to the COR or COTR within fifteen (15) minutes.
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B.5 Contractor Personnel
It is of the utmost importance that the contractor utilizes skilled and productive personnel
to satisfactorily furnish the required level of service specified in the contract. Failure on
the part of the contractor to utilize skilled and productive manpower may produce
unsatisfactory results which may cause DC Water to make adjustments to the contractor's
monthly invoice for unsatisfactory or omitted work.
Personnel employed by the contractor shall be screened, and be required to obtain a
police clearance. Within ten (10) calendar days after contract award the contractor must
submit a listing of all persons employed under this contract with individual tours of duty
and a schedule of work assignments. The contractor must obtain written approval from
the COR prior to effecting any changes in the workforce.
The contractor shall supply to each employee a DC Water badge, which is to be
prominently displayed at all times while they are on the work site.
The contractor shall instruct and ensure that all persons employed under this contract
shall only engage in activities related to the performance of their duties as described in
these specifications.
The contractors personnel shall be supervised at all times while performing work under this contract. The contractors personnel shall be instructed to check windows and turn off all lights when night cleaning is finished; they shall not disturb papers on desks, open
drawers or cabinets, use telephones, televisions, radios, drink alcohol, smoke or gamble
while on duty. The contractor shall also make sure that cleaning equipment and tools are
not left unattended in corridors or office areas.
DC Water reserves the right to remove any contractor personnel from any of its facility
(ies), whose conduct DC Water determines to be unacceptable.
DC Water Security personnel are authorized to inspect the contents of pocketbooks,
handbags or other containers of contractors employees when they are entering and exiting DC Water facilities.
The contractor shall be required to make full restitution to DC Water for acts of thefts or
vandalism when sufficient evidence indicates that employee(s) of the contractor
committed such acts.
B.6 Records, Schedules, and Reports
Records: The contractor shall maintain daily records of personnel and their work assignments. These records shall be submitted with each monthly invoice.
Schedules: During the contractor orientation, DC Water shall provide the contractor with
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all schedules required by this contract for periodic and special cleaning.
Reports: Reports on all cleaning requirements must be submitted to the COR within five (5) days after completion of the cleaning tasks.
Within two (2) weeks before periodic cleaning is performed, the contractor shall prepare
and submit a work plan to the COR for approval.
Should the contractor fail to submit a work plan to the COR within two (2) weeks before
commencement of periodic cleaning, DC Water will assume that the periodic cleaning
tasks were not performed and accordingly, the contractor shall be required to perform the
periodic cleaning again. Failure to comply after adequate notice will subject the
contractor to cleaning adjustments as provided for in cleaning adjustment table; or, DC
Water may procure services for periodic cleaning from another contractor. All costs
associated with procuring services for periodic cleaning from another contractor will be
paid for by the incumbent contractor.
B.7 Monthly Payroll Summary
The contractor shall provide DC Water with a monthly payroll summary for each of its
employees covered under this contract, listed by location at each DC Water facility. The
payroll summary must include the name, social security number and number of hours
worked for each employee. This information shall accompany the contractor's invoice for
monthly payment. The payroll summary shall consist of two (2) parts, one for
supervisory personnel, and one for laboring personnel. All invoices submitted without
the payroll summary and reports shall be returned to the contractor and shall not be
processed for payment until such time as the payroll summary is submitted.
B.8 Safety Requirements
In order to mitigate the risk of accidents, the contractor is required to employ the
following safety measures when cleaning:
Prominently display "caution/wet-floor" signs when damp mopping and/or stripping/refinishing hard floors.
Prominently display "caution/wet-floor" signs when restroom floors are being scrubbed and/or mopped.
Utilize anti-skid/slip resistant floor finish to refinish floors.
Roll out walk-off mats at all entrances and exits during inclement weather.
Comply with OSHA regulations
The contractor is also required to submit safety plan to the COR for the approval of DC
Water Department of Occupational Safety and Health before the start of work on this
contract. Contractor shall comply with DC Water Department of Occupational Safety and
Health regulations.
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B.9 Additional Sites
At any time during the contract period, DC Water reserves the right to include additional
sites for which janitorial services may be required. DC Water will give the contractor a
bilateral modification prior to requiring service at additional sites.
B.10 Required Cleaning Equipment
The contractor shall supply all equipment necessary for the completion of all tasks
outlined in the Scope of Work. Equipment shall include, but not be limited to, cleaning
machines with scrubber and buffer, vacuum cleaners with necessary attachments, two (2)
heavy-duty wet dry vacuums with attachments especially for water suction, and an eight
(8) foot ladder.
B.11 Start-up Period
The contractor shall be allowed a minimum of fifteen (15) calendar days from date of award to commence performance under this contract. The contractor is expected to utilize
the fifteen (15) days to organize his work force, equipment, materials and supplies.
B.12 Reduction of Space
Janitorial services will not be required when blocks of space totaling 3,000 square feet or
more are expected to remain unoccupied for thirty (30) calendar days or longer.
Therefore, the contractor shall not bill DC Water for said space. The COR will provide
written notification to the contractor, within three (3) business days of the effective date
for discontinuing service. When service is again required for that space, the contractor
shall be given written notification within three (3) business days of service being
continued for that space.
The 3,000 square feet may be made up of small blocks of space. Subsequent blocks
of space under 3,000 square feet may be added after the initial 3,000 square feet
threshold is met.
B.13 Method of Computing Cost
The total number of square feet unoccupied shall be multiplied by the cost per square foot
at the facility. The cost per square foot shall be determined by dividing the total footage
into the total annual contract cost.
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B.14 Quality Assurance/Orientation for Contractors
Each facility owned by or under the jurisdiction of DC Water, Department of Facilities
Services (DFS) shall be inspected quarterly by DC Water inspectors to ensure that
adequate services are being provided in DC Water owned and leased facilities.
Within ten (10) calendar days of award of this contract, the DFS shall invite the
contractor to an orientation meeting during which keys will be given to the contractor
and the COR will fully explain the essential aspects of the work to be performed under
the contract. If necessary, the contractor may request another walk through of the
facility (ies).
B.15 Return of Keys to DC Water
In cases where the contractor has keys to DC Water facilities, the contractor shall return
all keys to the COR at a time specified by the COR. A $50.00 penalty shall be imposed
for each unreturned key.
B.16 Contractors Performance
On or about the 15th
of each month, DFS shall evaluate the contractor's performance. If the
quality of janitorial services being performed is assessed at a marginal or unacceptable
level, the department shall issue a Letter of Warning to the contractor, identifying the
deficiencies.
If after having received a Letter of Warning, the contractor fails to substantially improve
the quality of janitorial services; a "Cure Letter" will be issued to the contractor,
requiring the contractor to correct all deficiencies within ten (10) calendar days or be
determined to be in default, and the contract terminated. Failure to improve the quality of
services may also be subject to payment deductions.
B.17 Product Specification
The contractor is required to comply with product specification provisions that will be
provided by DC Water at the contractors orientation.
B.18 Protection of Property
The contractor will be held responsible for any damages to the Authoritys property caused by the contractor during performance of this contract.
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B.19 Reduction of Workdays(s)
In the event DC Water is closed due to furlough day(s), inclement weather or other
unforeseen instances, the COR will make deductions from the monthly payment due to
the contractor.
B.20 Building Cleaning Contract Adjustments
It is the goal of DC Water to provide clean and well-maintained buildings; and while the
adjustment provision for work omitted or improperly performed is designed to protect
the DC Waters interest, it is not ordinarily a desirable substitute for getting the job
accomplished through normal processes.
The Janitorial Services Contract Adjustment Table (Attachment N) will be used by DC
Water in determining adjustments for non-performance of work under this contract or for
deficiencies in the work performed.
The Adjustment Table shall be used in all cases of non-performance, as distinguished
from any estimates based on the contractor's quoted price cost had the performed the
work.
It is the objective of DC Water to obtain full cleaning performance in accordance with
the terms and Scope of Work and quality of work requirements in this contract. To this
end, DC Water is contracting for the complete performance of each cleaning job as
identified in the Scope of Work and adjustments will therefore be made as stipulated in
criteria for Janitorial Services Contract Adjustment Table.
B.21 Criteria for Cleaning Adjustments
A. Bathroom Cleaning
In instances where bathrooms are not satisfactorily cleaned or inspected and services
not satisfactorily performed as determined by the COR, adjustments will be made for
the entire room at the rate indicated in the Janitorial Services Contract Adjustment
Table multiplied by the number of fixtures in the bathrooms, such as water closets,
urinals and washbowls.
B. Room Cleaning
In instances where room cleaning has not been satisfactorily performed or portions
of work have been omitted or improperly performed, a deduction for the entire room
area will be made at a rate indicated in the Janitorial Services Contract Adjustment
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Table (Attachment N).
C. Daily, Weekly or Bi-weekly Cleaning
If any work required daily, weekly or bi-weekly is omitted or unsatisfactorily
performed, the matter shall be brought to the attention of the contractor who will be
cited for his failure to perform or omission of its duties, and an adjustment will be
made from any monies due to or to become due the contractor. Costs to be adjusted
under this paragraph will be determined by using item unit cost in the Janitorial
Services Contract Adjustment Table, Attachment N.
D. Monthly, Infrequent or Unscheduled Cleaning
In case of failure by the contractor to comply with the frequency of those items
scheduled for monthly or less frequent performance, the attention of the contractor
will be called to this failure or omission and will be requested in writing by the COR
to perform the omitted operation.
If the contractor does not comply with the request within such time as the COR
deems reasonable, the work will be performed by other means, and the cost thereof
will be adjusted from any money due or to become due the contractor. If this omitted
or unsatisfactory work cannot be rescheduled or accomplished by other means, an
adjustment covering the cost of service omitted or not satisfactorily performed will be
made from monies due or to become due the contractor. Costs to be adjusted under
this paragraph will be determined by using the unit costs show in the Janitorial
Services Contract Adjustment Table.
E. All Other Work (Miscellaneous)
Any other omitted or unsatisfactory work not specifically listed above or which does
not clearly fall into one of the above categories will be adjusted for the hourly rate,
indicated on the adjustment table, multiplied by the hours required to perform the
omitted or unsatisfactory work.
SECTION C EVALUATION OF PROPOSALS
C.1 General
The contract will be awarded to the responsive and responsible offeror(s) whose offer is
most advantageous to DC Water, based upon the evaluation criteria specified below.
Thus, while the points in the evaluation criteria indicate their relative importance, the total
scores will not necessarily be determinative of award. Rather, the total scores shall guide
DC Water in making an intelligent award decision based upon the evaluation criteria. DC
Water reserves the right to reject any and all proposals determined to be inadequate or
unacceptable. DC Water may award a contract on the basis of initial offers received,
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without interviews or discussions. Therefore, each initial offer should contain the
offerors best terms from a cost and technical standpoint.
C.2 Evaluation Criteria
The selection committee will consider all proposals based on the technical merit of the
proposal; the offerors approach to the project; the experience, qualifications and responsiveness of the offeror; and the capability of the offeror to complete the obligations
of the assignment and the project price. The criteria for evaluating each proposal their
respective points are as follows:
Evaluation Criteria Maximum Points
Technical Approach & Reporting 25 points
Qualification of Key Personnel 20 points
Experience and Past Performance 20 points
Capacity/Organization and Management Approach 20 points
Cost 15 points
Total 100 points
Preferences:
Local Business Enterprise (LBE) 5 points
Local Small Business Enterprise (LSBE) 5 points
Preferences Total 10 points
Total Maximum Points 110 points
C.3 Requirements for Evaluation Factors
Proposals will be evaluated to determine their acceptability in accordance with the
criteria set forth. DC Water reserves the right to reject any and all proposals determined
to be inadequate or unacceptable. Award will be based on best value to DC Water. The
proposal must address the four criteria areas as listed below. The proposal sections must
be externally tabbed in the order of the evaluation criteria. An executive summary stating
the offerors overview of the project shall precede the beginning of the tabbed proposal sections.
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The Offeror must address all five (5) criteria, a. through e., listed below:
a. Technical Approach & Reporting 25 points
The proposal must outline the quality, completeness and methodology of the
technical approach envisioned for the project in response to Section B Scope of Work. Sufficient detail must be provided to demonstrate the respondent
understands of the required services; how the project will be structured; and how
the work will be performed.
Reports: The respondent shall provide a detailed plan for meeting the reporting
requirements of this contract.
b. Qualifications of Key Personnel 20 points
The respondent shall identify and describe the key personnel and team members
assigned to this project, including their qualifications, expected project
assignments, and the extent of their participation. The respondent shall include
resumes of all key personnel in an Appendix to the proposal. The respondent
shall demonstrate the capability and relevant experience of key personnel.
c. Experience and Past Performance 20 points
The respondent shall describe the most recent project(s) which best illustrates
their teams most relevant experience, ability and expertise in providing janitorial services.
The respondent shall provide three (3) references that show work of similar size
and scope in the janitorial services industry, a brief description of the work
completed and a contract number (if relevant). Contact information shall include
the name of the contact person, telephone number, email, and location where they
performed satisfactorily, on similar contracts, in scope and size, for public or
private projects in the last three (3) years. The respondent shall include past
performance and contact information for all contracts it performed on.
d. Capacity/Organization and Management Approach 20 points
The respondent shall demonstrate their capacity (labor, equipment, material and
financial resources) to successfully apply and commit it to this contract. The
respondent shall identify all major on-going projects or anticipated projects that
may conflict with their performance under this contract. The respondent shall
provide, if applicable, a detailed description of how they intend to mitigate these
conflicts and establish service continuity for this contract. The respondent shall
outline a management approach that successfully manages this project and
provides DC Water with desired results.
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In addition, respondents must provide sufficient evidence of the following:
(1) Ability to obtain and maintain all necessary permits and certifications required for
this project;
(2) Ability to meet project schedules, delivery dates and specific monitoring and
reporting requirements; and
(3) Adequate financial resources, credit and/or the ability to obtain such resources for
performance of this project.
e. Cost 15 points
Respondents shall submit their best estimate of total costs to provide the services
described in this RFP. The cost should be broken down per square footage. The
prices set forth in the cost proposal shall be used for evaluation purposes and for
establishing contract price.
DC Water anticipates that the contract will be a firm-fixed price contract. Price
shall be fully burdened to include compensation for all labor, equipment,
materials, insurance, bonds and incidentals required to perform the services
outlined in Section B.
Respondents shall provide relevant information necessary to support the
appropriateness, reasonableness and competitiveness of all unit prices included in
the proposal.
The lowest proposal price of the proposals found to be technically acceptable will
be divided by the price of the cost proposal being evaluated, and the resulting
quotient will then be multiplied by the maximum points possible.
Lowest proposal price x 25 points maximum = (score)
Price in proposal of Respondent being evaluated.
The resulting score will be the points assigned for the Cost Proposal.
The cost proposal shall reflect the cost for the base year and all option years.
Failure to submit pricing for the base contract year and four (4) option years shall
be cause for rejection of the respondents proposal.
f. LBE and LSBE Preferences (10 points maximum)
DC Water encourages the use of certified Local / Small Business Enterprise
program, See Attachment G.
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C.4 Evaluations of options
DC Water shall evaluate proposed fixed-fee prices for award purposes by adding the total
price for all options to the total price for the base term requirement. Evaluation of
options shall not obligate DC Water to exercise the option(s).
C.5 Rejection of Proposals
DC Water reserves the right, at its own discretion:
To cancel this solicitation or reject all proposals in accordance with DC Waters procurement regulations;
To reject proposals that contain conditions and/or contingencies which in DC Waters judgment make the proposal indefinite or incomplete;
To waive minor irregularities in any proposal provided such waiver does not result in an
unfair advantage to any Respondent; or
To take any action within the applicable procurement regulations or law.
C.6 Competitive Negotiation
The Contracting Officer may procure goods and services through competitive negotiation
when a solicitation has failed to produce acceptable proposals.
SECTION D - PROPOSAL PREPARATION AND SUBMISSION
D.1 Proposal Identification
The original of the proposal and pricing schedule should each be clearly marked Original, and bear all required original signatures, RFP Number 14-PR-DFS-08 and should be delivered to the
location stated in the RFP, Section D.2, Hand Delivery or Mailing of Proposals, and Section D.3,
Proposal Submission Date and Time, by no later than the time and date specified in the RFP.
Respondents are to submit one (1) original and five (5) copies of the proposal, including the
pricing schedule. The cost proposal (pricing schedule) shall be submitted in a separate, sealed
envelope. The proposal should be in a sealed carton or envelope, clearly marked and labeled
RFP 14-PR-DFS-08- Janitorial Services.
NOTE: Nothing stated herein shall preclude DC Water from requesting additional information
and/or clarification and/or additional documentation in support of any assertion made by any
Respondent. By submission of a proposal, the offeror agrees to provide such additional
clarification in a timely manner. In some instances, DC Water may be unable to make a
determination of the responsiveness of a proposal in the absence of such information. A
proposal cannot be evaluated for technical merit unless it is determined to be responsive.
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D.2 Hand Delivery or Mailing of Proposals:
Deliver or Mail to:
Ms. DeNerika Johnson, Manager, Construction Contracting District of Columbia Water and Sewer Authority
Department of Procurement
5000 Overlook Avenue, SW, Room 200
Washington, DC 20032
Telephone number: (202)787-2113
D.3 Proposal Submission Date and Time
Proposals must be submitted no later than 2:00 p.m. EDT, Friday, August 18, 2014. Hand-
delivered proposals received later than the closing date and time indicated above will not
be accepted. Mailed proposals received later than the closing date and time indicated above
will not be eligible for consideration and then retained with unsuccessful offers.
D.4 Late Proposals and Modifications and Withdrawals of Proposals
Any proposal received at the office designated in the solicitation after the exact time
specified for receipt is "late" and will not be eligible for consideration and then retained
with unsuccessful offers.
Any modification of a proposal including a modification resulting from the Contracting
Officers request for best and final offer is subject to the same conditions as the original proposal.
ONLY THOSE RESPONSES RECEIVED IN DC WATERS OFFICES BY THE PROPOSAL DEADLINE WILL BE CONSIDERED. FAX OR E-MAIL RESPONSES WILL NOT BE ACCEPTED.
D.5 Proposal Size, Content, and Organization
Each proposal shall be prepared on 8 x 11 size paper, tabbed to point to each section as specified below:
D.5.1 The original proposal shall contain the following:
The proposal shall represent the best efforts of the offeror and will be evaluated as
such. It must set forth full, accurate, and complete information as required by this
section, other applicable sections, and Attachments B through N. Telephonic,
telegraphic, facsimile, or email proposals will not be accepted. Unnecessarily
elaborate brochures, elaborate artwork, expensive paper and bindings, and other
presentation aids are neither necessary nor desired.
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D.5.2 Experience and Qualification of the Firm
This section of the proposal shall consist of the following:
Experience and Qualification of the Firm
This section of the proposal shall consist of the following:
a. A brief description of the firm including ownership structure and financial
viability;
b. An Audited Financial report for the past two (2) fiscal years;
c. The name of the offeror and whether it is a corporation, joint venture,
partnership (also show type of partnership) or a sole proprietorship;
d. If the offeror is a partnership or joint venture, names of general partners or joint
ventures;
e. State of incorporation or registration;
f. State in which the offeror pays or would be liable for income taxes;
g. Copy of any current license, registration, or certification to transact business in
the District of Columbia, if required by law to obtain such. If the offeror is a
corporation or limited partnership and does not provide a copy of license,
registration, or certification to transact business in the applicable jurisdiction for
which it submits a bid, the offeror shall certify its intent to obtain the necessary
license, registration, or certification prior to contract award;
h. The name, title, telephone number, and address of the person authorized to
negotiate on behalf of the offeror and contractually bind the offeror, if other
than the person signing the proposal; and
i. Other changes must be initialed by the person signing the offer. Offers signed
by an agent shall be accompanied by evidence of that agents authority, unless that evidence has been previously furnished to the Contracting Officer.
j. Respondents shall provide the following information for at least three (3)
contracts the Contractor has performed duties similar to those described herein.
Evidence of the three (3) contracts shall include:
1. Date(s) of contracts
2. Name of client; and
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3. Volume of transactions or financial value of project and any other
relevant statistics
k. Provide a minimum of three (3) references from prior and similar contracts with
utility-operating (preferably water and/or sewer) clients to include:
1. Name of client organization
2. Name, address, current phone number of staff members who administered the
contract for the referenced client.
l. The same information as above for any contracts in the past three (3) years that
were terminated prior to the expiration date, and the reason for termination.
Experience and Qualifications of Key Personnel
This section of the proposal shall contain the resumes for the managerial or supervisory
personnel who will be assigned to work on the contract and identify all key personnel.
Provide the resumes of all managerial or supervisory personnel including subcontractor(s)
managerial and supervisory staff employed by or under contract with the firm as of the date of
proposal submission who are expected to work in performance of the contract. Each resume
shall contain the following information:
1. Full name; 2. Title and area(s) of specialty; 3. Affiliation (i.e., staff of offeror or subcontractor) 4. Experience directly related to the proposed contract; and 5. Education/training of the individual.
This section of the proposal shall consist of a description of the proposed organizational structure
which shows how the staff and any subcontractors will be managed and the reporting relationships. List the name of each proposed employee and subcontractor employed for the
project and the percentage of time that each will devote to the performance of the contract. The
offeror may not change the names of these personnel before or after contract award without
written permission from DC Water.
At a minimum this section shall include the following:
1. Location of headquarters;
A chart of the offerors internal organization which shows the number of full-time personnel, contract staff members, and their level of responsibility within that organization;
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Prior and pending litigation/liens and debts (the offeror shall list and summarize any civil
litigation and criminal prosecutions involving it and any litigation between it and any party
involving discrimination complaints and anti-trust suits within the last five (5) years. This
information shall also be submitted for the offerors parent or subsidiary organization or any of its subcontractors previously mentioned, shall list all existing debts owed to participating
jurisdictions and any liens placed on property of the offeror within the last three (3) years); and
Respondents must also submit a letter of agreement for each subcontractor and a detailed
subcontracting plan which describes the functions and tasks to be performed by each
subcontractor.
2. Approach to Statement of Work;
This section of the proposal shall consist of the offeror's detailed explanation of how the offeror
intends to perform the requirements as specified in the Scope of Work, Section B of this RFP.
D.5.4 Price Evaluation Cost
This section of the proposal shall consist of the following:
Offerors are to submit prices for each item identified in the Schedule. Responses for services
other than those specified will not be considered. The prices set forth in the schedule will be
used for evaluation purposes (see Attachment B: Pricing Schedule) and for establishing a
contract price.
Offerors shall submit cost and pricing data and certification that, to the best of the contractors knowledge and belief, the cost or pricing data submitted is accurate, complete, and current as the
date submitted with the proposal.
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SECTION E - GENERAL TERMS AND CONDITIONS
E.1 Contact Person
For procurement information regarding this RFP, Contact:
Ms. DeNerika Johnson District of Columbia Water and Sewer Authority
Department of Procurement
5000 Overlook Avenue, SW, Room 200
Washington, DC 20032
Telephone number: (202)787-7021
Fax number: (202)787-2042
Email: [email protected]
E.2 Explanations to respective respondents
Any prospective respondent desiring an explanation or interpretation of this RFP must request it
in writing. Requests must be directed to the Contact Person at the address listed in Section E.1 by no later than 2:00 p.m., on Thursday, July 31, 2014. Questions may be faxed. Oral explanations or instructions given before the award of the contract will not be binding.
Any information given to a prospective Respondent concerning a solicitation will be furnished
promptly to all other prospective Respondents as an amendment to the RFP, if that information is
necessary in submitting offers or if the lack of it would be prejudicial to any other prospective
Respondents.
E.3 Acceptance Period
The Respondent agrees, if its offer is accepted within ninety (90) days from the date specified in
the RFP for the submission of proposals, to furnish any or all items on which prices are offered
at the price stated in the Cost Proposal.
E.4 Type of Contract
This is a firm-fixed price contract. Contract award will be made to only one (1) firm for the
services specified.
E.5 Term of Contract
E.5.a The term of the contract shall be for a period of one (1) year from the award date specified on page 1 of the contract, with four (4) one (1) year option periods. The options
are subject to DC Waters option to extend the term of the contract in accordance with paragraphs below.
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E.5.b Option Period
If DC Water determines it to be advantageous, it may extend the term of this contract for
four (4) successive one (1) year periods or a fraction of a year.
E.5.c Option to Extend the Term of the Contract
DC Water may extend the term of this contract by written notice to the Contractor before
the expiration of the contract, provided, that DC Water shall give the Contractor a
preliminary written notice of its intent to extend at least thirty (30) days before the
contract expires. The preliminary notice does not commit DC Water to an extension.
The exercise of this option is also subject to the availability of funds at the time of the
exercise of the option.
The total duration of this contract including the exercise of any options under this
provision shall not exceed five (5) years.
E.6 COMMENCEMENT OF OPERATIONS
Commencement of operations and receipt of deliverables shall follow the work plan as
negotiated and accepted in the contract resulting from this solicitation.
E.7 Price Adjustment
Prices quoted in respondents proposals shall be firm fixed prices upon award of a contract. A
request for a price adjustment is subject to approval or rejection by the Contracting Officer.
E.8 Payment and Invoices
DC Water shall reimburse the contractor for all services performed under Section B Scope of
Work. Invoice(s) shall be submitted on a monthly basis (unless otherwise agreed by DC Water)
and shall reflect, at a minimum, the following information: contract number; period of services;
purchase order number; description of services provided in relation to each of the task
components; and authorized signatures.
Invoices shall be mailed in duplicate to the address below:
The District of Columbia Water and Sewer Authority
Accounts Payable
5000 Overlook Avenue, SW, Fourth Floor
Washington, DC 20032
Invoices can also be emailed to [email protected] .
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Payments will be processed when all deliveries under this order have been made and/or services
rendered. All payments are processed Net 30 days from the receipt of a certified invoice. In
cases where partial payments are authorized, the invoices or billing should clearly indicate
partial payment requested. The invoices must state what has been rendered or received.
The contractor shall prepare verification data of any items questioned for the amount claimed
and provide complete cooperation during such investigation. Invoices shall include calculations
of estimated or actual operating charges as well as backup documentation for any reimbursable
items.
E.9 Disclosure of Information
No information regarding the Contractors performance of the contract shall be disclosed by the contractor to anyone, unless written approval is obtained in advance from the Contracting
Officer.
E.10 Applicability of Contract Provisions
The terms and conditions set forth in the below list shall apply to and be incorporated by
reference to any contract awarded as a result of this RFP. The terms and conditions appear as
Attachments B through M to this RFP.
Attachment B - Pricing Schedule
Attachment C - General Provisions, Goods and Service Contracts
Attachment E - Representations, Certifications, Acknowledgements and Affidavits
Attachment F Vendor Information and W9 Forms
Attachment G Local Small Business Enterprise Program
Attachment H EEO Information and Forms
Attachment I DC Water Works Employment Program
Attachment K Performance Bond
Attachment L Mid-Atlantic Purchasing Team Rider Clause
Attachment M U.S Department of Labor Wage Determination No. 2005-2103 (Rev 13) dated June 19, 2013.
Attachment N Janitorial Services Contract Adjustment Table
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Attachment O Hand Sanitizer Dispensers
E.11 Licenses and Permits
The contractor shall obtain at its expense any licenses, permits, registration necessary for the
performance of the contract.
E.12 Insurance
All insurance provided by the contractor shall be in accordance with Attachment C, General
Provisions, Goods and Services Contracts; Part 13, Insurance Requirements.
E.13 Key Personnel
The personnel specified for project(s) will be considered to be essential. If these individuals are
unavailable for assignment for work under the contract, the contractor shall immediately notify
DC Water and shall submit justifications (including proposed substitutions) in sufficient detail to
permit evaluation of the impact of the project. Prior to the substitution of key personnel, the
contractor shall obtain the written consent of DC Water as to the acceptability of the succeeding
personnel; provided that DC Water may ratify in writing such substitution. The new personnels qualifications shall not be less than replaced personnel. Key personnel must be replaced within
five (5) days of notification of separation from the company.
E.14 Standard of Performance
In entering into a contract with the contractor, DC Water is relying on the Contractors expressed credentials, expertise, and experience, regarding the services. The Contractor represents and
warrants that the services provided by the contractor and its subcontractors shall be consistent
therewith and with the professional standards of diligence, care, and skill currently recognized in
Contractors profession, and shall comply with all applicable Federal, state, and local laws, regulations, codes, and ordinances.
E.15 Performance Bond
A. The Respondent shall furnish a performance bond for the full amount of a particular
contract, in the form contained herein, and naming the District of Columbia Water and
Sewer Authority as oblige, and of a Surety Company qualified to do business under the
laws of the District of Columbia, and acceptable to DC Water. The premium for such
bond is to be included in the contract sum and paid by the Respondent.
B. The Performance bond shall remain in effect for the duration of the contract and any time
extension(s) thereto. The Performance bond is required for option years, for the contract
sum for that period.
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C. The Performance bond shall be executed and submitted to DC Water, for insertion in the
Contract Documents, prior to the execution of the contract.
D. Failure to provide and/or maintain the performance bond, as required by the contract, will
result in disqualification of a respondent or termination of the contract.
E.16 Contract Administration
E.16.a Contracting Officer:
The Contracting Officer is the only person authorized to contractually bind DC Water. The
Contracting Officer shall be the General Manager or his designee, District of Columbia Water
and Sewer Authority, 5000 Overlook Avenue, SW, 3rd floor, Washington, DC 20032.
E.16.b Contracting Officer Representative (COR):
The Contracting Officer Representative (COR) is responsible for general administration of the
contract, day-to-day operations and advising the Contracting Officer as to the Contractors compliance or noncompliance with the contract. The COR shall be Carlos Almeida, Acting
Director, Department of Facilities, District of Columbia Water and Sewer Authority, 5000
Overlook Avenue, SW, Central Operations Facility (COF) 2nd floor, Washington, DC 20032,
telephone number (202) 787-2307.
E.16.c. Contracting Officer Technical Representative:
The technical representative is responsible for the daily coordination of operating procedures
between DC Water and the Contractor, and for monitoring contract compliance. The technical
representative shall be Forrest Ricketts, Facilities Services Manager, Department of Facilities,
District of Columbia Water and Sewer Authority, 5000 Overlook Avenue, SW., Central
Operations Facility (COF) 2nd floor, Washington, DC 20032, telephone number (202) 787-2596.
E.17 Drug-Free Work Place (July 1990) AND EEO INFORMATION
Reference Attachment E - Representations, Certifications, Acknowledgements, Page 5, regarding
Drug-Free Workplace. Reference Attachment H - EEO Information regarding EEO requirements
and forms that must be submitted with the proposal.
E.18 Disputes
DC Water shall attempt to resolve all contract disputes arising under, or relating to, contracts by
mutual agreement after informal discussions have taken place between the Contractor and the
DC Water.
E.19. Protests
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Protests directed to the terms, conditions, or form of a proposed procurement action, must be
received by the Contracting Officer in writing not later than ten (10) calendar days prior to the
date established for opening of bids or receipt of proposals, except that an initial protest that
arises under an amendment to a solicitation may be filed up to four (4) calendar days after the
date the amendment was issued but in no case after the time established for opening of bids or
receipt of proposals.
Protests of an award decision shall be filed in writing with the Contracting Officer within five (5)
calendar days of when the protester knew or should have known of the facts and circumstances
upon which the protest is based. Only bidders /proposers may protest an award decision. Protest
must be received by 5:00 p.m. according to local time in the District of Columbia. Any protests
received after that time will be considered to be filed on the next day.
The Contracting Officer shall issue a decision within thirty (30) calendar days after the protest is
filed, subject to any extension approved by the General Manager.
The decision of the Contracting Officer shall be final and conclusive. No further administrative
remedies will be available to the protester.
The aggrieved party shall deliver the protest to the General Manager at:
DC Water
5000 Overlook Avenue, SW
Third Floor
Washington, DC 20032
A copy of the protest shall be delivered to the Procurement Director. It shall be delivered to:
DC Water
Department of Procurement
5000 Overlook Avenue, SW
Washington, DC 20032
E.20 Appeals
The right to appeal a decision of the Contracting Officer must be filed with a court of competent
jurisdiction.
E.21 Funding Limitation
The obligations of the Authority to fulfill financial obligations pursuant to this Contract
(including any indemnity obligation) are and shall remain subject to the provisions of (1) the
federal Anti-Deficiency Act, 31 U.S.C. 1341, 1342, 1349-1351, 1511-1519 (2004), and D.C.
Official Code 1-206.03(e) and 47-105 (2001); (2) the District of Columbia Anti-Deficiency
Act, D.C. Official Code 47-355.01-355.08 (2006 Repl.) ((1) and (2) collectively, as amended
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from time to time, the Anti-Deficiency Acts); and (3) Section 446 of the District of Columbia Home Rule Act, D.C. Official Code 1-204.46 (2001). Pursuant to the Anti- Deficiency Acts,
nothing in this Contract shall create an obligation of the Authority in anticipation of an
appropriation by Congress for such purpose, and Authority legal liability for the payment of any
amounts under this Contract shall not arise or obtain in advance of the lawful availability of
funds for such purpose. No Authority official or employee is authorized to obligate or expend
any amount under this Contract unless such amount has been appropriated by act of Congress or
is otherwise lawfully available. This Contract is subject to termination by the Authority at any
time if sufficient appropriations are not made available by act of Congress; provided, however,
that the determination of whether sufficient appropriations are available shall be made by the
Authority in its sole discretion. Any termination of this Contract pursuant to this Section shall be
a Termination for Convenience by the Authority, subject to the respective terms and conditions
therein.
E.22 Changes
The Contracting Officer may, at any time, and without notice to any surety or guarantor, by a
written order signed by the Contracting Officer, make changes in the work and services to be
performed under the agreement and within the general scope thereof. If any such change causes
an increase or decrease in the cost of performing the work and services under the agreement or in
the time required for the performance thereof, an equitable adjustment shall be made and the
agreement shall be modified in writing accordingly. Any claim for adjustment under this section
must be made in writing to the Contracting Officer within twenty (20) days from the dated the
change is ordered. If the parties fail to agree upon the adjustment to be made, the dispute shall be
determined as provided in Part 9 of the General Provisions. Nothing provided in this section
shall excuse the Contractor from proceeding with the execution of the work so changed.
(b) No services for which an additional compensation will be charged by the Contractor shall be
furnished without express written authorization of the Contracting officer.
E.23 Termination
The performance of work under the contract may be terminated by DC Water for default or for
convenience in accordance with Part 6 of the District of Columbia Water and Sewer Authority
General Provisions for Goods and Services Contracts, Attachment C, incorporated herein.
E.24 Mandatory Pre-proposal Site Visit
A mandatory pre-proposal site visit for this RFP will be held on Tuesday, July 29, 2014 at 9:00
AM in the DC Waters Blue Plains Facility (5000 Overlook Avenue, SW Room 201, Washington, DC 20032). This Site Visit will be conducted to view the sites for the work under
this Request for Proposal (RFP) and discuss the contents of this RFP and other matters pertinent
to this procurement. Each business entity interested in having its representative(s) attend the
Pre-proposal site visit walkthrough must register no later than 4:00 PM July 25, 2014 with Ms.
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Alexis McMillan by giving notice of intention to attend by email to alexis.mcmillan
@dcwater.com: Sign-in will be required at the door.
Bidders are cautioned to visit the site to inspect and familiarize themselves with the extent of
work and existing conditions. Failure to comply with this caution or to investigate this location
will not be accepted as a proper basis for considering an alleged error in bid, for withdrawal of
bid or for payment of extras under or revision of the contract.