CITY OF KALAMA

REQUEST FOR PROPOSALS

JANITORIAL SERVICES

DUE BY OCTOBER 20, 2017

 The City of Kalama requests interested janitorial firms to submit Proposals for janitorial services. All bidding Contractors must submit sealed proposals to furnish all necessary labor and supervision to satisfactorily perform janitorial services at the following City facilities:

           

            A.        Kalama City Hall – 195 N. First Street

            B.        Kalama Library Facility – City Council Chambers – 320 N. First Street

            C.        Kalama Police Department – N. Second Street

            D.        Kalama Community Building – 216 Elm Street

 

Request is submitted on September 27, 2017. Proposals must be received no later than 1 pm on October 20, 2017.  Proposals may be submitted by mail or delivered to City of Kalama, PO Box 1007, 195 N. First Street, Kalama WA 98625 clearly marked as proposal for Janitorial services. 

 

 The following information must be included in all proposals:

 

1. A statement delineating proven experience and expertise in providing the services requested in this RFP.

 

2. Resumes for the individual(s) to be assigned to complete the required services.

 

3. Identification of the individual in charge of contractual arrangements or managing contracts (i.e., contract manager, supervisor).

 

4. How many staff you project are needed to complete the scope of work.

 

5. The hourly wages to be paid to laborers and workers under all public service contracts shall not be less than the prevailing rate of wage for an hour's work in the same trade or occupation and shall be in accordance with the provisions of RCW Chapter 39.12. In the context of this contract, this requirement is applicable to all Building Service Employees. [Ref. WAC 296-127-01308]. NOTE: This requirement is also applicable to all subcontractors.

 

6. Provide an explanation of what information, equipment and/or assistance will be required from the City.

 

7. Description of how work will be performed and how tasks will be tracked.

 

8. A list of contracts within the last five (5) years, identifying contracts similar to the requested services, including the name, title, and phone number of an appropriate local contact.

  

GENERAL SCOPE OF SERVICES

 

The City will be responsible for providing basic cleaning supplies (mops, buckets, brooms, dust mops, rags, associated cleaners), and products (toilet paper, paper towels, garbage bags, seat covers, soap, etc.) needed to fulfill the scope of services within the RFP.

 

Schedule:

 

Kalama City Hall –  One Time Per Week -  Cleaning must take place between Friday after 6pm and Monday morning prior to 8am.

 

Kalama Library & Council Chambers - One Time Per Week -  Cleaning must take place between Saturday after 5pm and Monday morning prior to 10 am.

 

Kalama Police Department – One Time Per Week – Cleaning must take place between 8:30am and 5pm Monday through Friday

 

Kalama Community Building – At Least One Time Per Week – Dependent upon Usage 

Building is used during the week for community classes and other functions and on weekends can be booked for weddings, parties and other events.   Building will need complete cleaning on Fridays afternoons if there are weekend events.   Weekly it should be cleaned on Mondays prior to 8am, so  it is clean after any weekend events and ready for the week. 

 

a) OFFICES, CUBICLES, AND OPEN COMMON WORK AREAS (carpeted)

1. Empty waste receptacles, dispose of waste appropriately, clean waste container, and replace liner.

2. Empty paper shredder waste receptacle, and replace liner.

3. Spot clean work surfaces for minor spillage or coffee rings as needed

4. Arrange furniture in a neat and orderly manner.

5. Vacuum main carpeted areas, under desks, tables, counters, corners and edges of carpeted areas

6. Dust and clean accessible surfaces of desks, chairs, tables and other office furniture.

7. Clean noticeable stains off windows with glass cleaner where applicable. (Windows are cleaned monthly by contract and not included in proposal)

8. Dust ledges, mini blinds, and horizontal surfaces over 6 feet (for spider webs, etc) at least once per month.

 

b) RESTROOMS – All Facilities

1. Empty waste receptacles, dispose of waste appropriately, clean waste container, and replace liner.

2. Dust mop and/or sweep floor areas.

3. Damp mop floor surfaces with neutral cleaner.

4. Dust and wipe down low ledges and horizontal surfaces.

5. Check and refill all dispensers; paper towels, toilet tissue, seat covers and hand soap.

6. Clean and polish mirror and dispensers.

7. Clean counters, and wash basin.

8. Clean and sanitize toilet, and toilet seat.

9. Clean and polish chrome fixtures.

10. Clean walls, towel dispensers, and door frames.

 

c) EMPLOYEE KITCHEN/BREAK ROOMS (linoleum)

1. Empty waste receptacles, dispose of waste appropriately, clean waste container, and replace liner.

2. Dust mop and/or sweep floor.

3. Damp mop floor surface with neutral cleaner

4. Wipe down counters, sink, and table top and cabinet doors.

5. Clean and polish chrome fixtures.

6. Dust and wipe down horizontal surfaces under and over 6 feet (for spider webs, etc.).

7. Check and refill all dispensers; paper towels, and hand soap.

 

d) COUNCIL CHAMBERS – MEETING ROOMS

1. Empty waste receptacles, dispose of waste appropriately, clean waste container, and replace liner.

2. Wipe down table tops and furniture with neutral cleaner.

3. Arrange furniture in a neat and orderly manner.

4. Vacuum main carpeted areas.

5. Dust and/or wipe down low ledges and horizontal surfaces

6. Spot clean walls around light switches and door frames as needed.

7. Clean noticeable stains off windows with glass cleaner where applicable.

 

e) PUBLIC KITCHEN (Community Building)

1. Empty waste receptacles, dispose of waste appropriately, clean waste container, and replace liner.

2. Dust mop and/or sweep floor

3. Damp mop floor surface with neutral cleaner

4. Check and refill all dispensers; paper towels, and hand soap.

5. Clean counters, sinks, and dispensers.

6. Clean walls around sinks, towel dispenser, door frame, cupboard doors and appliance surfaces.

7. Clean and polish chrome fixtures.

8. Dust and/or wipe down low ledges and horizontal surfaces

 

f) FACILITY RENTAL ROOMS (Community Building) Hardwood Floor/Carpet

1. Empty waste receptacles, dispose of waste appropriately, clean waste container, and replace liner.

2. Dust mop floors in all seven (7) rooms.

3. Damp mop (ring out mop very well!) stains and dirty areas of floor surfaces with neutral cleaner.

a. Note: It is the intention of this contract that the floors are clean and safe for public use.

4. Arrange furniture in a neat and orderly manner.

5. Vacuum entry rugs in rooms.

6. Clean noticeable stains off windows with glass cleaner where applicable.

8. Spot clean walls around light switches and door frames as needed.

9. Wipe down tables and chairs.

 

g) ADDITIONAL DUTIES AND RESPONSIBILITIES

1. Maintain janitorial closets in a clean, accessible, and organized manner.

2. It is the responsibility of the janitorial firm to notify the City representative when cleaning and product supplies are low, before they run out.

3. Secure lights and alarm systems and lock all interior and exterior doors, as directed.

4. Notify City representative of any facility, mechanical, plumbing, or security problems.

 

 

INFORMATION TO BE SUBMITTED WITH PROPOSAL

Each Contractor must respond to each of the following requests/questions in a clear and comprehensive manner. An incomplete or inaccurate response may prevent the Contractor from receiving further consideration for the services described in this RFP.

 

a) Contractor Profile:

1) Provide the full name, main office address, and tax identification number of the entity that would ultimately enter into a contract with the City.

2) Provide the name and address of the entity that would actually provide the services to the City, if different from above.

3) Identify if your firm is an individual, partnership, or corporation and the state of incorporation.

4) Provide the name(s), address(es), and telephone number(s) of the persons who are authorized to negotiate a contract with the City and also the contact person to whom notices regarding this RFP should be sent.

5) Provide copies of all business registrations/business licenses, and contractor's license.

6) Provide a list of current number of employees.

 

b) References/Experience/Past Projects:

1) List five references, include names, titles, and telephone numbers of contact persons, which you have provided services to in the past two years.

2) Provide a list of four additional projects or contracts that your firm currently services that is similar in scope to this Proposal.

3) Please tell us about your background and experience in facilities maintenance. Have you ever worked for a public entity?

4) Describe your level of expertise in proper use of facility cleaning equipment and products, and on which type of surfaces.

5) List any other relevant experience.

 

The City will contact some or all of the listed references and may conduct a site visit of one or more of the projects or contracts listed.

 

c) List of Workers/Subcontractors:

1) List all proposed staff by name, identifying the proposed Contract Manager. List each person's current role in your firm and their proposed role in relation to the work contemplated under this RFP.

2) Describe each staff member's specific professional qualifications and years of applicable experience.

3) List all subcontractors and the work to be subcontracted out to them, and their professional qualifications and years of applicable experience.

REMINDER: All subcontractors are also subject to prevailing wage requirements.

 

d) Insurance Coverage:

1) The Contractor must furnish evidence of insurance coverage in compliance with the insurance requirements of the City’s standard contract for services as set forth in the attached Exhibit 1.

2) Worker's compensation in accordance with Washington State law shall be secured for the Contractor and its employees, and for all subcontractors.

3) A performance bond is not required for the work listed in this RFP.

 

e) Other information/questions:

1) Has the Contractor ever been named as a defendant in any litigation brought by a client as a result of a contract?

If so, describe the circumstances fully, and identify the court in which the litigation was filed and provide the case number.

2) Describe the Contractor's on-call ability and emergency response procedures to deal with problems such as vandalism damage, etc., 7 days a week throughout the year. Provide a list of hourly rates for all services and any minimum call-out hours.

 

For any questions or additional information please contact Clerk/Treasurer Coni McMaster at (360) 673-4561 or by email at

cityclerk@kalama.com

.