REQUESTFORPROPOSAL–PROFESSIONALSERVICESPublicSpaceJanitorialServices–TheDowntownCommunityImprovementDistrictColumbia,MOProposalsareduebyNoononFriday,July22,2016.TheDowntownCommunityImprovementDistrict(CID)inthecityofColumbia,Missouri,isseekingproposalsforajanitorialserviceforTheDistrict.TheDowntownCIDisanindependentorganizationdedicatedtokeepingColumbia’sdowntown–TheDistrict–vital.TheDistrictisalive/work/playneighborhoodthatfostersthecreative,theeclectic,andthelocal.Itisaconstantlyadaptingcommunityofpeople,withtraditionblendingharmoniouslywithhightechandthelatesttrendsinfashion,foodandthearts.TheDistrictencompasses50squareblocks,morethan300individualproperties,1200residencesandover600businesses,non-profitsandgovernmententities.(SeeExhibitA)Boundedby3UniversitiesandCollegesandCityGovernmentbuildings,theareaoffersbothastrongdayandnighteconomy.Ourgoalistosecureapublicspacejanitorialpartnertoimprovethecleanlinessandoverallexperienceofthedowntownarea.ItisthepolicyofTheDistricttonegotiatecontractsforprofessionalservicesonthebasisofdemonstratedcompetenceandqualificationsfortheprofessionalservicesrequiredandsuchservicesshallbeatfairandreasonableprices.IntroductionTheDowntownCIDannouncesthereleaseofaRequestforProposal(“RFP”)fortheprovisionsofpublicspacejanitorialservicesindowntownColumbia,Missouri.Thepersonnelassignedtothosevariedfunctionsmustcomefromonevendorthatspecializesinprovidingjanitorialservicestothepublicandprivatesector.ThecontractwillcommenceonapproximatelyOctober1,2016foraperiodoftwelve(12)months,withtheoptiontoextendforanadditionaltwoyears.(optiontoterminateagreementwith30-daysnoticeatanytimewithincontract)Thevendorwillbeexpectedtoprovidestaffingandadjuststaffingneedstofulfillexistingandfuturecontractneeds.Staffinglevelsmayincreaseordecreaseasaresultoforganizationalandcontractrequirements,andthevendorisexpectedtoreadilyadapttoourrequirements.
TheDistrict’smissionisachallengeandnoteveryjanitorialfirmwillhavetheabilitytomeetthedemand.Weareseekingqualifiedandexperiencedfirmstoprovidejanitorialserviceswithintheboundariesasoutlinedintheattachedmap.TheDistrictrequiresthatthevendorprovidesufficientpersonneltostaffajanitorialprogramwhocanprofessionalinteractwiththepublicandhavetheskillsandabilitiesthatarenecessarywhendealingwiththepublicandtherequisiteskillstomaintaincleanlinessinthepublicrightofway.TheDistrict’sexperiencesseasonalfluctuationsandmayrequirethevendortoperiodicallysupplyadditionalpersonneltotheregularrosterofcleaningprofessionals.Theseasonalfluctuationsprimarilyoccurwhencollegefootballgamesandeventsoccurthroughouttheyear.Thevendormustbecommittedtomeetastandardofprofessionalismandexcellence,andshouldbeaforward-thinkingorganizationwithexecutives,managersandsupervisorswhocanthinkstrategicallyandbeyondtheboundariesoftraditionaljanitorialservicedelivery.Thebelowscopeofworkisidealforourgoaltoenhancethecleanlinessandexperienceofdowntown.However,weareopentoreceivingproposalsforalternativeservicesthatyourcompanymightproposetomeetourneeds.Aninterestedpartymaypartnerwithotherfirmsthatoffercomplementaryservicesinordertoprovidethefullspectrumofservicesrequired.Ifapartnershipisestablished,thevendormusthaveaprimarycontractingentityanddesignatetheother(s)asasubcontractor(s).TheDistrictshallawardonecontractformanagementandoversightofallfunctionsdescribedintheScopeofService.SchedulingThejanitorialprogramwillentailvariousshifts.Weareaskingthatyouprovideuswithyourrecommendedschedulepertainingtodaysandhoursyoubelievethejanitorialprogramwillrequire.Pleaseprovideuswiththenumberofemployeesyourecommendoneachshiftaccompaniedbytheirpayschedule.Afull-timemanagerorshiftsupervisormustbeprovidedandisexpectedtoworkalongsideotherteammemberstoperformwork.EmployeesmustweardistinctivecollaredshirtuniformsprovidedbythevendorincollaborationwithTheDistrict.GeneralRequiredTrainingofEmployeesTheDistrictrequeststhatthevendorlistthespecializedtrainingandemployeeinstructionthatwillbeprovidedtopersonnelworkingonthisprogram.Thelistshouldincludeprogramsdevotedtotechnicalskills,customerserviceandleadershipdevelopment.Additionally,thevendormustcomplywithallgovernmentmandatedtrainingprograms.ScopeofServices
1. Usinghandorpowersweepingequipment,cleanandremovealltrash,filthanddebrisfromsidewalks,gutters,driveways,treewells,trashreceptaclesandseatingareasinthepublicrightofway.Performdutiesinauniformfashionalongaspecifiedroutebasedupondirectfrequencyandbenefitzone.Personnelshallbecourteousandhelpfultoneighborhoodmerchants,residents,visitorsandpedestrians.Examplesoftasksinclude,butarenotlimitedto:
a. Maintaindailycollection/cleaningreports.DistributethereportstoTheDistrictOfficeeachweektoensurecompliancewiththecontract
b. Dailysidewalkportering,includingsweepingandcleaningallloosetrash,paper,leaves,gravel,rock,cans,cardboard,bottles,brokenglass,beveragespills,urine,feces,vomit,deadanimals,cigarettedebris,etc.Spillsandbodilysubstancesmustberemovedwithin4hours.
c. Emptycigaretteurnsdailyd. Wipedowntrashcanslidsfrequentlye. Frequentpowerwashingoftrashcanstoremovedogurine,spilleddrinksor
otherliquids.Clean/powerwashtrashcansataminimumofonceeverymonthorasneeded
f. Orderlystreetscapemaintenance.Cleansurfaceswithinthepublicrealmtoensuretheyarefreeoffilm,dirt,residue,liquidsandodors,includingbenches,lightpoles,trashcansandplanters.
g. Otherduties,suchascleaninglandscapingareas,lightpoles,trashcans,signageboards,benches,removalofgraffitiinpublicareas,etc.Removestickersandhandbillsonpublicfixtureswithin24hoursofbeingobserved.*Note:Streetsweeping,trashandrecyclingservicesaremaintainedbytheCityofColumbia.AllparkinggaragesaremaintainedbytheCityofColumbiaandexcludedfromthisrequest.
2. PowerwashSidewalks.Pressurewashingshouldbedoneatatimeofdaythatisconvenientforresidents,businessandpropertyownerswithwatertemperatureofatleast180degreesFahrenheitwithapressureappropriatefortheworkthatwillavoidpropertydamage.Allspraynozzlesshallhavea25degreespraypatternorgreater.Allstorefrontareasshallbeprotectedtoavoidwaterseepageintostorefrontsanddebrisonthesidewalkareashouldbepickedupimmediatelypriortowashing.Thecontractorshallhavethecapabilitytoprovidetheirownwatersourceifneeded.Thepressurewashingmustconformtostatewideandcitylawsgoverningstormwaterdisposal.Thisistheresponsibilityofthevendor.Theminimumscheduleshouldbeasfollows:
1. Gumistoberemovedfromsidewalksthroughhandscrapingorpressurewashing
2. PressurewashingmustoccurthroughouthightrafficareasofTheDistrictatleastoncepermonth,withtheexceptionofcoldweathermonths
3. Spotcleaningwillbedoneasnecessarydailyorweekly4. Vendormustbeabletoquicklyandeffectivelyfocusresourcespost
vandalismtoremoveblightfrombuildingsandobjectsintherightofwaytoinstillasenseofnormalcyasquicklyaspossible
3. SweepandpowerwashtrashcompactorareasmonthlywithinTheDistrict,complyingwithallstormwaterbestpractices.(SeeExhibitB)a. TheDistrictincludesthefollowingtrashareas:
i. 70dumpstersii. 14compactorsiii. 20greasebins
4. Paint,cleanwithenvironmentallyfriendlysolutionorpressurewashgraffiti,stickersandsignsfrompublicbuildings,trees,poles,planters,newsracks,utilityboxesoranyothersurfacesasneeded.Allgraffitiistobematchandpainted,orremoved
fromgroundandwallservices,with24hoursofoccurrence.Detailworkcanbeperformedduringtheday,whentimeallowswithprioritygiventoitems1-3.*Permissionmustbeobtainedfromprivatepropertyowners,inpartnershipwithTheDistrictoffice
5. Painting/Touch-up/Washing–vendormustbeabletodotouchuppaintingoftrashcans,planters,benchesandlightbasesthroughoutTheDistrict,asrequested.Detailworkcanbeperformedduringtheday,whentimeallowswithprioritygiventoitems1-3.
6. InformDistrictOfficeRegardingNon-conformingsidewalkuses.ItshallbetheresponsibilityofthemaintenancestafftoinformTheDistrictOfficewhennewracks,benches,publicartorotheritemshavebeenplacedinthepublicrightofwaywhich:a. Arenotapprovedb. Arecoveredingraffitic. Havebeenplacedonthesidewalkbutarenotsecured. Havebeenplacedonthesidewalkandarechainedtoanadjunctsidewalk
amenitye. Actasanobstacleinthepublicrightofway
7. Thevendorwillbefullservice,providingcomprehensivework,including,butnotlimitedto:a. Provideafull-timelocalmanager,tocommunicatewithTheDistrictofficedaily
andworkalongsideotherteammembersb. Implementallhiring,training,schedulingandmanagingemployeesfor
maximizedcoveragehoursandplanningforlargeeventsinthedowntownc. Providecustomerservicetrainingforemployees,suchasgreetingguestsand
providingdirections.d. Providingandstoringallequipmentnecessaryforeachtask,suchashot
pressurewasherpowerwashingequipment,blowers,reclamationequipment,draincovers,greasesocks,appropriatechemicals,safetyequipmentandotherneededjanitorialtoolsandequipment
e. Equipeachemployeewithaprofessionaluniform,tobeapprovedbyTheDistrict.Provideworkandsafetyequipment,suchassafetyglasses,boots,gloves,earprotectionandradios/phonesforcommunication.
8. Optiontoextendcontractfor2018FYand2019FY
TheDistrictrequiresthevendortoprovideprospectiveemployeesofsufficientqualitysoastomeetthedemandingnatureofthework.Normalcommercialofficebuildingstandardswillnotsufficeinthissituation.ThevendorwillberequiredtobediligentinfindingpersonsqualifiedtohandleandthriveinTheDistrict’sworkenvironment.BudgetTheDistricthasanannualbudgetof$165,000forourjanitorialprogram.ResponsestothisRFPshouldprovidedetailedbillingratesforeachlistedpositionaswellasallsupervisorsandoverheadcosts.Outlineindetailallbenefitsprovidedtoemployees(healthandwelfare,holidays,vacation,sicktime,etc.)Allequipmentandsuppliesprovidedbythevendor,asoutlinedabove.Weareveryinterestedinyourrecommendationsforretainingstaffthroughthoughtfulpaystructuresthatrewardyourstafftogrowwithintheorganization.
PaymentsInordertoreceivepaymentforServices,theVendorwillberequiredtosubmitamonthlyinvoicesettingforthindetail,fortheperiodforwhichpaymentisrequested,theServiceactuallyrenderedduringthatperioditemizedbylocationandtheamountofpaymentrequestedandduetherefor.Invoicesmaynotbesubmittedmorethanonceamonth.AllinvoicesshallbesubjecttotheCID’sreview,verificationandapproval,andallpaymentsshallbeconditionedupontheCID’ssoledeterminationthatallServiceshavebeenperformedsatisfactorilyandinaccordancewiththetermsoftheContract.Providevendorpaymentbond,asrequiredbylaw.SalesandUseTaxTheCIDisexemptfromstateandlocalsalesandusetax.SUCHTAXESSHALLNOTBEINCLUDEDINPROPOSALSorininvoicessubmittedundertheContract,andunlessotherwiseagreedinwriting,vendorshallpayanyandalltaxes,excises,assessmentsorotherchargesofanykindleviedbyanygovernmentalauthorityinconnectionwiththeContractandanyservicesprovidedthereunderincluding,butnotlimitedto,anysuchgovernmentalchargeofanykindleviedontheproduction,transportation,saleorleaseofanyequipment,supplies,materialsorotherpropertyorservicesofanykindusedortransferredintheperformanceoftheservices.VendorandallmembersoftheVendorTeamshallholdtheCIDharmlessfromthepaymentofanyandallsuchtaxes,contributions,penalties,excises,assessmentsorothergovernmentalcharges.TheCIDwillprovidetheselectedVendorwithappropriatesalesandusetaxexemptioncertificateevidencingtheCID’stax-exemptstatus.ContractConditionsTheacceptanceofanyproposalandselectionofanyVendorshallbesubjectto,andcontingentupon,theexecutionbytheCIDofaContract.Thecontractshallcontain,amongotherterms,certainprovisionsrequiredbylawandbypoliciesoftheCIDincluding,withoutlimitation,thefollowingprovidingthattheVendor:
i. Shalldefend,indemnifyandholdharmlesstheCID,includingemployeesanddirectors,againstanyclaimsordamagesrelatingtoitsactsandomissions;
ii. ShallmaintainfinancialandotherrecordsrelatingtotheContract,including,withoutlimitation,payrollrecordsforaperiodofseven(7)yearsfromtheendoftheContractTerm,andshallmakesuchrecordsavailableforinspectionandaudit;
iii. ShallmaintaininsurancewithinsurerslicensedorauthorizedtoprovideinsuranceandingoodstandingwiththeStateofMissouri,suchpoliciesshallbeinaformacceptableto,andincludeanyconditionsreasonablyrequiredbytheCID,andnamingtheCID,employeesanddirectorsasadditionalinsured’s;
iv. ShallbelicensestoconductbusinessintheStateofMissouri;v. Shallrepresentandwarrantthatneitheritnoranyofitsdirectors,officers,
members,oremployeeshasanyinterest,norshalltheyacquireanyinterest,directlyorindirectly,whichwouldconflictinanymannerordegreewiththeperformanceoftheServicesassetforthintheContract.Further,theVendormustagreethatitshallemploynopersonhavingsuchaconflictofinterestintheperformanceoftheServices;and
vi. ShallagreetoBooneCounty,MissouriasthevenueinanylegalactionorproceedingbetweentheVendorandtheCID.
StateSunshineLawAllSubmissionssubmittedtotheCIDinresponsetothisrequestmaybedisclosedinaccordancewiththestandardsspecifiedintheSunshineLaw.TheCIDisa“publicgovernmentalbody”pursuanttosaidSunshineLaw,therefore,allproposalsmaybedisclosed.CostsTheCIDshallnotbeliableforanycostincurredbytherespondentinthepreparationofitsSubmissionorforanyworkorservicesperformedbytherespondentpriortotheexecutionanddeliveryoftheContract.TheCIDisnotobligatedtopayanycosts,expenses,damagesorlossesincurredbyanyrespondentatanytimeunlesstheCIDhasexpresslyagreedtodosoinwriting.CIDRightsThisisa“RequestforProposals”andnota“RequestforBids”.TheCIDshallbethesolejudgeofwhetheraproposalconformstotherequirementsofthisRFPandofthemeritsandacceptabilityoftheindividualproposals.Notwithstandinganythingtothecontractcontainedherein,theCIDreservestherighttotakeanyofthefollowingactionsinconnectionwiththisRFP:amend,modifyorwithdrawthisRFP;waiveanyrequirementsofthisRFP;requiresupplementalstatementsandinformationfromanyrespondentstothisRFP;awardacontracttoasmanyorasfewornoneoftherespondentsastheCIDmayselect;toawardacontracttoentitieswhohavenotrespondedtothisRFP;acceptorrejectanyorallproposalsreceivedinresponsetothisRFP;extendthedeadlineforsubmissionofproposals;negotiateorholddiscussionswithoneormoreoftherespondents;permitthecorrectionofdeficientproposalsthatdonotcompletelyconformwiththeRFP;waiveanyconditionsormodifyanyprovisionsofthisRFPwithrespecttooneormorerespondents;rejectanyorallproposalsandcancelthisRFP;inwholeorinpart,foranyreasonornoreason,intheCID’ssolediscretion.TheCIDmayexercisetheserightsatanytime,withoutnoticetoanyrespondentsorotherpartiesandwithoutliabilitytoanyrespondentorotherpartiesfortheircosts,expensesorotherobligationsincurredinthepreparationofthisproposalorotherwise.AllproposalsbecomethepropertyoftheCID.ApplicableLawThisRFPandanyContract,SubcontractoranyotheragreementresultinghenceforthshallbegovernedbytheLawsofMissouri,andaresubjecttoallapplicablelaws,rules,regulationsandexecutiveorders,policies,proceduresandordinancesofallFederal,StateandCityauthorities,asthesamemaybeamendedfromtimetotime,including,withoutlimitation,equalemploymentopportunitylaws.BrokerageFeesorCommissionsTheCIDshallnotbeobligatedtopayanyfee,costorexpenseforbrokeragecommissionsorfinder’sfeeswithrespecttotheexecutionofthisContract.TheRespondentagreestothepaythecommissionorothercompensationdueanybrokerorfinderinconnectionwiththeContract,andtoindemnifyandholdharmlesstheCIDfromanyobligation,liability,costand/orexpenseincurredbytheCIDasaresultofanyclaimforcommissionorcompensationbroughtbyanybrokerorfindinconnectionwiththisContract.
AdditionalWorkDuringtheContract,theCID,atitssolediscretion,maychoosetoworkwiththeselectedVendorand/orhireitsservicesforprojectsotherthantheScopeofServicesorprojectsthatexceedtheScopeofServices.TheCID’sdecisiontodosomaybebasedonthefirm’srelevantexperienceanditssuccessfulperformanceunderthecontract.InsuranceTheVendorandallapprovedsubcontractorsshallcarryandmaintain,duringtheTerm,insuranceissuesbyinsurancecompaniesauthorizedtoprovideinsuranceandingoodstandingintheStateofMissouri.Vendorshallprovidecertificatesofinsuranceandproofofpayment.
EmploymentStandardsVendorisexpectedtoprovideemploymentstandardsforrecruitingstaff,conductingemployeebackgroundchecks,drugtesting,groomingandotherpersonnelpoliciesandpracticesandpoliciesforworkingininclementweather.
QuestionsRespondentsmaysubmitquestionsand/orrequestclarificationsfromtheCIDbysubmittingtheminwritingtothecontactpersonatthecontactperson’semailaddresslistedbelow.Allquestionsandclarificationsmustbesubmittednolaterthanthemandatorypre-submissionmeeting.DisclaimerTheCID,anditsrespectiveofficers,directors,membersandemployeesmakenorepresentationorwarrantyandassumenoresponsibilityfortheaccuracyoftheinformationsetforthinthisRFP.Further,theCIDdoesnotwarrantormakeanyrepresentationastothequality,content,accuracyorcompletenessoftheinformation,text,graphicsoranyotherfacetofthisRFP,andherebydisclaimanyliabilityforanytechnicalerrorsordifficultiesofanynaturethatmayariseinconnectwithanywebsiteonwhichthisRFPhasbeenposted,orinconnectionwithanyotherelectronicmediumutilizedbytherespondentsorpotentialrespondentsinconnectionwithorotherwiserelatedtothisRFP.LetterofInterest&QualificationsASealedBidincludingfifteen(15)copiesoftheletterofinterestandqualificationsshouldbedeliveredto:
KatieEssing,ExecutiveDirectorTheDistrict11S.TenthSt.Columbia,MO65201ViaEmail:[email protected]
ProposalsareduebyNoononFriday,July22,2016.Informationsubmittedshallincludethefollowing:
1. Itemizedpricingforeachelementofscopeofservices
2. Briefdescriptionofthefirm,itshistory,anditsbackgroundinthejanitorialfield
3. Bidder’sFederalEmployeeIdentificationNumber
4. Qualificationsofthefirm5. Listofallsubconsultants(ifany)andtheirbackgroundandcontactinformation6. Listofkeypersonnelfortheproject,includingrelevantexperienceofeach.Include
organizationalchartindicatingthelevelofresponsibilityofallpersonnel,includingresumesofsupervisorsandaproposedstaffingschedulewithapercentageoftimedevotedtoeachaspectofservice
7. Listofsimilarworkperformedformunicipalitiesoragencies,includingadescription
ofthework,costoftheproject,andalistofreferenceswithphonenumbers
8. ProvideapreliminarylistofproposedequipmentnecessarytoexecutetheScopeofServices.Describehowtheequipmentwillbeprocured,maintainedandstoredwhennotinuse.
9. ProvideapreliminarylistofproposedsuppliesnecessarytoexecutetheScopeof
Services,includinginformationonthetypesofcleaningproductsthatwillbeusedandprovideanyenvironmentallysustainablesupplieswheneverpossible.
10. Providelist,picturesandcostofproposeduniformelementsandhowtheCID’s
brandwillbeincorporatedandcontrolledwithrespecttouniformuse.
11. Provideamethodologyfortrackingandreportingalldataandworkperformed.Indicatetypeoftechnologyorproposedsystemanddescribethecapabilities,andindicateifthesystemisproprietary.
12. Provideadescriptionofhowperformanceofallserviceswillbemeasuredandthe
reportingmethodsthatwillbeused.
13. ProvideadescriptionofcommunicationmethodswiththeVendorandstaff,suchastheradioortelephoneequipmentyouproposetouse.
14. Provideaninternalemployeesafetyplanandawarenessinitiatives.
15. Provideanoverviewofstrategiesthatwouldreducethecarbonfootprintassociated
withthedeliveryofServices.16. Descriptionoftheteam’sapproachtothework17. Benefitsofselectingthejanitorialfirm
18. Acopyofbidder’scertificateofcorporategoodstandingorfictitiousname
registrationfromtheMissouriSecretaryofStateofotherevidenceacceptabletoTheDistrict.
19. Astatementthatthebidderiscurrentonpaymentofits:(i)Federalincometax
withholdings;and(ii)Stateincometaxwithholdingandunemploymentinsurancepayments,eitherinMissouriforcompaniesdoingbusinessinMissouri,orinthestateinwhichthebidderhasitsprincipaloffice.
20. ImplementationTimeline,showingsequenceofstepsfromawardnotificationto
launch.
SelectionProcessProposalswillbescreenedbyacommitteeforadequacyofcontent,technicalcompetencyandexperience.Criteriafortheselectionshallbeasfollows:1. Proposalcontent2. Backgroundandsimilarexperience3. Capacityandcapabilityofprofessionalfirmtoperformtheworkrequired,including
specializedservices4. Experienceofkeypeople,includingprojectspecificexperienceforeachperson5. Satisfactoryreferences6. Demonstratedsuccessinjanitorialservices7. Pastrecordofperformanceforprofessionalfirmwithrespecttosuchfactorsascontrol
ofcosts,qualityofworkandabilitytomeetdeadlines.8. SensitivitytocontextofColumbia,MissouriContactInformationforQuestions:KatieEssing,[email protected]
ExhibitA:TheDowntownCID(TheDistrict)Map:
ExhibitB:TheDowntownCIDSolidWasteDistrictMap:
