HomeMy WebLinkAboutRFP Downtown Clean Intiative - RFP Details1
REQUEST FOR PROPOSALS
CITY OF RENTON
2023 DOWNTOWN CLEAN INITIATIVE
SCOPE OF WORK
• SUMMARY: Through this Request for Proposals (RFP), the City of Renton (CITY), solicits
competitive proposals for the Renton Downtown Core Cleaning Services to be provided
within the Renton Downtown Business District (DBD) generally described as bounded
by: South 2nd Street and South 3rd Street between Rainier Ave. South; and, Mill Ave.
South and South 4th Street, between Burnett Ave. South and Main Ave, South as shown
on Exhibit A. The DBD includes all cross streets and properties within those areas on
both sides of the boundary streets, and EXCLUDES the Public Parking Garage, Public
Park areas, and Transit areas.
The City of Renton seeks competitive bids from vendors and/or independent contractors, to
provide cleaning services to supplement City services within the DBD from May 1, 2023
through April 30, 2024.
The successful bidder will provide scheduled sidewalk cleaning, pressure washing services and
minor landscaping services to designated private and public spaces in the boundaries of the
DBD as indicated in Exhibit A. The personnel assigned to those varied functions may come from
one vendor or a combination of vendors that specialize in the various needs of Downtown
Renton. This contract is anticipated to commence on approximately May 1, 2023 and run for a
period of 12 months.
Services are provided by the Contractor according to the following descriptions:
Maintenance and Cleaning Services to be Provided – Required:
1. Sidewalk/Gutter Sweeping - Using hand or power sweeping equipment, clean and
remove all trash, gum, stickers, debris and biological waste from sidewalks, gutters,
driveways, tree wells, landscaped areas, and on and around street furniture, including
trash receptacles as described in Item 3 of this RFP. Perform duties in a uniform fashion
based upon directed frequency. Personnel shall be courteous and helpful to district
merchants, residents, visitors, pedestrians, and City personnel.
a. Sweep/Rake/Remove trash from the area designated in Exhibit A at a minimum
of 1(one) time daily.
b. Contractor(s) may be required to provide special maintenance services, if
needed, before, during, and after special events as instructed by the
Contractor(s) Operations Manager and/or CITY contact at the hourly rate of
service provided in the contract.
2. Sidewalk Pressure Washing – Sidewalk Pressure Washing frequency to be as set or
requested, however the core (and select peripheries) of the district will be pressure
washed as shown on Exhibit B, and at least 1 (one) time every 6 (six) months. Pressure
washing should be done at a time of day that is convenient for business and property
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owners. Before pressure washing, all storefront areas, including storefront glass areas,
shall be visually inspected to confirm the property owners have taken steps to protect
against water seepage into storefronts; debris on the sidewalk areas should be picked
up and disposed immediately prior to washing. The contractor(s) is responsible to
provide all equipment and supplies, including water for pressure washing sidewalks.
Water may be provided from private or public sources so long as any runoff meets
applicable environmental and/or other standards. It is the responsibility of the
contractor(s) and not the CITY to ensure that the pressure washing conforms to all
applicable governing laws and regulations, including state and local laws governing
storm water disposal. Appropriate safety measures and environmental best practices
shall be always taken, any violations will be cited and will be the contractor’s
responsibility to pay all fines and penalties.
a. The minimum schedule should be as follows:
i. Core and peripheral area two times per year.
ii. Pressure washing spot cleaning will be done, as requested.
iii. Additional sidewalk areas not shown on Exhibit B but in the overall area
shown on Exhibit A, as requested.
3. Trash Removal and Container Cleaning – There are multiple City-maintained trash
receptacles which are located throughout the DBD. Contractor(s) shall be responsible to
clean the exterior surfaces of all trash receptacles on public rights of way and keep them
free of minor graffiti by using appropriate methods which will not harm the receptacle
surfaces. Major graffiti and vandalism shall be reported to the Contractor(s) Operations
Manager in a manner determined by the City contact.
a. Wipe down trash receptacle covers on a consistent basis, frequently mopping or
washing the bottoms of the receptacles to remove dog urine, spilled drinks, or
other liquids at least 1(one) time (per day).
b. Clean trash receptacles monthly.
c. Maintain daily cleaning reports to be distributed to Contractor(s) Operations
Manager and/or CITY contact as directed to ensure compliance with contract.
4. Graffiti Removal – Clean with solution or pressure wash graffiti, remove stickers and
unauthorized or illegal signs from pavements, poles, planters, street furniture, news
racks, bus stops, utility bases and any other relevant surfaces each day. Such removal
shall be done in a manner not to damage the surface of the receptacle, pavement, or
public street furniture. If the surface is unable to be cleaned with solution or pressure
washing, CITY and Contractor to determine appropriate actions, which may include
painting. It is the responsibility of the contractor(s) and not the CITY to ensure that the
graffiti removal conforms to all applicable governing laws and regulations, including
state and local laws governing storm water disposal, any violations will be cited and will
be the contractor’s responsibility to pay all fines and penalties. All graffiti is to be
removed from ground and wall surfaces as soon as possible within the agreed upon
work schedule. All graffiti, including that on private property, shall be documented with
documentation (e.g., photograph) provided to the CITY contact.
5. Human Bio-waste – Remove all human bio-waste with appropriate and environmentally
safe removal techniques, thoroughly clean the affected site with a disinfecting agent or
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pressure wash with a similar agent from pavements, poles, planters, street furniture,
news racks, bus stops, utility bases and any other relevant surfaces as applicable. Such
removal shall be done in a manner not to damage the surface of the receptacle,
pavement, or public street furniture. All human bio-waste is to be removed from ground
and wall surfaces immediately once discovered.
6. Painting/touch-up/washing – Provide an hourly rate for touch-up painting of trashcans,
planters, benches, and light bases throughout the DBD as requested.
Frequency of Maintenance and Cleaning Services to be Provided:
• Regular Schedule 1 (May 1st through September 30th) – It is anticipated that the regular
cleaning services to include sweeping, trash removal, container cleaning (minimum 2
(two) times per week), graffiti removal and clean-up, biowaste removal and clean-up
will occur 4 (four) times per week on Monday, Wednesday, Friday and Sunday with work
commencing before noon. These services will be performed under the contracted rate.
• Regular Schedule 2 (October 1st through April 30th) – It is anticipated that the regular
cleaning services to include sweeping, trash removal, container cleaning minimum one
time per week, graffiti removal and clean-up, biowaste removal and clean-up will occur
3 (three) times per week on Monday, Wednesday, and Friday with work commencing
before noon. These services will be performed under the contracted rate.
• Pressure Washing – It is anticipated that pressure washing will adhere to a schedule
determined by the CITY contact to meet minimum requirements noted earlier in this
RFP. These services will be performed under the contracted rate.
• On-Call Services – The CITY contact may request additional services to include
additional sweeping, trash removal, container cleaning, graffiti removal and clean-up,
biowaste removal and clean-up, painting, pressure washing outside the normal
scheduled request. These services will be performed at the contracted on-call hourly
rate.
• ALL Contracted Rates to include vehicles, equipment, supplies, staff, travel time,
insurance, and all necessary items to successfully complete the regular and requested
services.
Prevailing Wages:
Contractor must comply with the State of Washington prevailing wage requirements.
Contractor must file an Intent To Pay Prevailing Wage at the beginning of the project and an
Affidavit of Wages Paid at the end of the project with the Washington State Department of
Labor and Industries, http://www.lni.wa.gov/TradesLicensing/PrevWage/default.asp.
Proposal To Include:
Contractor is requested to submit a digital copy of its proposal by April 24, 2023 in accordance
with the following format requirements:
• Introduction - Summarizing the scope of work to be performed.
• Scope of Work - List work to be performed, with the accompanying cost proposed for
that service. Proposal shall describe procedure, materials and resources (e.g. staff),
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which will be utilized to complete each task in the scope. It is understood that services
will be "as needed" and may ultimately be increased or decreased during the phase of
negotiating a service agreement with the successful bidder. The contractor is to provide
the proposed number of hours that cleaning and landscaping personnel shall be
provided in the DBD.
• Company Background - Describe your organization/company's background in
maintaining public rights of way in other community business districts, including list of
owner/principals (if private sector) or Board of Directors (if non-profit) including
resumes of key management personnel, length of time company/organization has been
in operation, size (annual revenues), and organizational structure (e.g. staff and org
chart).
• Current and Prior Experience - Provide a comprehensive list of all contracts or work
performed during the past two years regarding any/all of the items in the scope of
service. The list should include:
o Job location.
o Contract Amount.
o Role in the job (subcontractor or contractor).
o Equipment/general procedures used on the job.
o References - past and present including contact information.
• Chart of Services – Provide the following rates for the services outlined in this Request
for Proposal. ALL Contracted Rates submitted shall include vehicles, fuel, equipment,
supplies, staff, travel time, insurance, and all necessary items to successfully complete
the regular and requested services.
Regular Cleaning Services (May 1st
through September 30th): to include
sweeping, trash removal, container
cleaning minimum two times per week,
graffiti removal and clean-up, biowaste
removal and clean-up will occur 4 times
per week on Monday, Wednesday,
Friday and Sunday with work
commencing before noon.
Hourly rate X # of Hours per_____(task,
day, or week)
Regular Cleaning Services (October 1st
through April 30th): to include sweeping,
trash removal, container cleaning
minimum one time per week, graffiti
removal and clean-up, biowaste removal
and clean-up will occur 3 times per week
on Monday, Wednesday, and Friday with
work commencing before noon.
Hourly rate X # of Hours per_____(task,
day, or week)
On-Call Services: May request additional
services to include additional sweeping,
Hourly rate X # of Hours per_____(task,
day, or week)
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trash removal, container cleaning,
graffiti removal and clean-up, biowaste
removal and clean-up, painting, pressure
washing outside the normal scheduled
requests.
Pressure Washing Services: a. Hourly rate X # of hours
______ per Core and
peripheral area two times
per year.
b. Hourly rate for Pressure
washing spot cleaning will be
done, as requested
c. Hourly rate for Additional
sidewalk areas, as requested.
Contract Terms and Conditions:
Upon selection of a contractor, a Contract for Services will be entered into by the City and the
contractor. The contract will be substantially the same as the example contract at Exhibit C.
Submissions:
The proposal shall be submitted electronically to Jessie Kotarski, Economic Development
Manager, as identified above, no later than April 24, 2023, by 5:00 pm PST. The City reserves
the right to reject late proposals.
Proposal Evaluation and Selection:
Any requests for additional information that may be needed for the preparation of a proposal
should be directed to jkotarski@rentonwa.gov.
The City will review all proposals for completeness and compliance with the terms and
conditions contained in this document. The City reserves the right to reject any or all proposals,
or to award a contract based upon available budget. The contract will be awarded based on
proposals that meet the requirements for the work described and the lowest hourly rate.
Contractors submitting proposals in response to this RFP will be given written notification of
the results of the selection process.
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Exhibit A
Area of Service (DBD)
Contractor services to be provided within the Renton Downtown Business District (“DBD”),
shown in Figure 1, and generally described as bounded by: South 2nd Street and South 3rd
Street between Rainier Ave. South; and, Mill Ave. South and South 4th Street, between Burnett
Ave. South and Main Ave, South. The DBD includes all cross streets and properties within those
areas on both sides of the boundary streets, and EXCLUDES the Public Parking Garage, Public
Park areas, and Transit areas.
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Exhibit B
Location of Pressure Washing
Contractor services to be provided for pressure washing on the yellow highlighted sidewalks.
Additional sidewalks outside these identified may be requested by City contact in writing at the
contracted rate.
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EXHIBIT C
SAMPLE CONTRACT
SMALL WORKS CONTRACT AGREEMENT
THIS AGREEMENT (“Agreement”) is made as of the _____ day of ________, 2022, (the “Effective
Date”) by and between the City of Renton, a non-charter code city under RCW 35A and a
municipal corporation under the laws of the State of Washington (“Renton”), and (enter
contractor’s name), (“Contractor”), (enter entity type), who are collectively referred to as the
“Parties”, to (enter brief project description with site, building and address). Renton and
Contractor agree as set forth below.
1. Scope of Services: Contractor will provide all material and labor necessary to perform all
work described in the Proposal which is attached and fully incorporated into this
Agreement by reference as Attachment “A.”
2. Changes in Scope of Services: Renton, without invalidating this Agreement, may order
changes to the Scope of Services consisting of additions, deletions or modifications, the
Agreement Sum being adjusted accordingly by Parties mutual agreement. Such changes
in the work shall be authorized by written Change Order signed by the Parties.
3. Time of Performance: Contractor shall commence performance of the Agreement no
later than (enter 30 or 60 or 90 days) calendar days after the Agreement’s Effective Date.
4. Term of Agreement: The Term of this Agreement shall end at completion of the Scope of
Services, no later than ___ days from the Effective Date. This Agreement may be
extended to accomplish change orders, if required, upon mutual written agreement of
Renton and Contractor.
5. Agreement Sum: The total amount of this Agreement is the sum of ($00,000.00) which
includes Washington State Sales Tax. This amount may be adjusted to a mutually agreed
amount based on changes to the Scope of Services.
6. Consideration: In exchange for Contractor’s performance of the items and
responsibilities identified in the Scope of Services, Renton agrees to make payment of the
amount identified as the Agreement Sum.
7. Method of Payment: Payment by Renton for the Services will only be made after the
Services have been performed and a voucher or invoice is submitted in a form acceptable
to Renton. Payment of the initial 95% will be made in the next pay cycle of the Renton
Finance Department after receipt of such voucher or invoice (pay cycles are bi-weekly).
The remaining 5% will be retained for the purpose of completion of the project and
fulfillment of claims and liens. Renton shall maintain communications with Contractor to
ensure satisfactory work, and have the right to withhold payment to Contractor for any
work not completed in a satisfactory manner until such time as Contractor modifies such
work so that the same is satisfactory.
8. Hold Harmless: Contractor shall indemnify, defend and hold harmless Renton, its elected
officials, officers, agents, employees and volunteers, from and against any and all claims,
losses or liability, or any portion of the same, including but not limited to reasonable
attorneys’ fees, legal expenses and litigation costs, arising from injury or death to
persons, including injuries, sickness, disease or death of Contractor’s own employees,
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agents and volunteers, or damage to property caused by Contractor’s negligent act or
omission, except for those acts caused by or resulting from a negligent act or omission by
Renton and its officers, agents, employees and volunteers.
Should a court of competent jurisdiction determine that this agreement is subject to RCW
4.24.115, (Validity of agreement to indemnify against liability for negligence relative to
construction, alteration, improvement, etc., of structure or improvement attached to real
estate…) then, in the event of liability for damages arising out of bodily injury to persons
or damages to property caused by or resulting from the concurrent negligence of the
contractor and Renton, its officers, officials, employees and volunteers, Contractor’s
liability shall be only to the extent of Contractor’s negligence.
It is further specifically and expressly understood that the indemnification provided in
this Agreement constitute Contractor’s waiver of immunity under the Industrial
Insurance Act, RCW Title 51, solely for the purposes of this indemnification. The Parties
have mutually negotiated and agreed to this waiver. The provisions of this section shall
survive the expiration or termination of this Agreement.
9. Insurance: Contractor shall secure and maintain:
a. Commercial general liability insurance in the minimum amounts of $1,000,000 for
each occurrence/$2,000,000 aggregate for the Term of this Agreement.
b. Professional liability insurance, in the minimum amount of $1,000,000 for each
occurrence, shall also be secured for any professional services being provided to
Renton that are excluded in the commercial general liability insurance.
c. Workers’ compensation coverage, as required by the Industrial Insurance laws of the
State of Washington, shall also be secured.
d. It is agreed that on Contractor’s commercial general liability policy, the City of Renton
will be named as an Additional Insured on a non-contributory primary basis. Renton’s
insurance policies shall not be a source for payment of any Contractor liability.
e. Subject to Renton’s review and acceptance, a certificate of insurance showing the
proper endorsements, shall be delivered to Renton before executing the work of this
Agreement.
f. Contractor shall provide Renton with written notice of any policy cancellation, within
two (2) business days of their receipt of such notice.
10. Discrimination Prohibited: Except to the extent permitted by a bona fide occupational
qualification, the Contractor agrees as follows:
a. Contractor, and Contractor’s agents, employees, representatives, and volunteers
with regard to the services performed or to be performed under this Agreement, shall
not discriminate on the basis of race, color, sex, religion, nationality, creed, marital
status, sexual orientation or preference, age (except minimum age and retirement
provisions), honorably discharged veteran or military status, or the presence of any
sensory, mental or physical handicap, unless based upon a bona fide occupational
qualification in relationship to hiring and employment, in employment or application
for employment, the administration of the delivery of services or any other benefits
under this Agreement, or procurement of materials or supplies.
b. The Contractor will take affirmative action to insure that applicants are employed and
that employees are treated during employment without regard to their race, creed,
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color, national origin, sex, age, sexual orientation, physical, sensory or mental
handicaps, or marital status. Such action shall include, but not be limited to the
following employment, upgrading, demotion or transfer, recruitment or recruitment
advertising, layoff or termination, rates of pay or other forms of compensation and
selection for training.
c. If Contractor fails to comply with any of this Agreement’s non-discrimination
provisions, Renton shall have the right, at its option, to cancel the Agreement in whole
or in part.
d. Contractor is responsible to be aware of and in compliance with all federal, state and
local laws and regulations that may affect the satisfactory completion of the project,
which includes but is not limited to fair labor laws and worker's compensation.
11. Independent Contractor: Contractor’s employees, while engaged in the performance of
any of Contractor’s services under this Agreement, shall be considered employees of the
Contractor and not employees, agents, representatives of Renton and as a result, shall
not be entitled to any coverage or benefits from the City of Renton. Contractor’s relation
to Renton shall be at all times as an independent contractor. Any and all Workman’s
Compensation Act claims on behalf of Contractor employees, and any and all claims made
by a third-party as a consequence of any negligent act or omission on the part of
Contractor’s employees, while engaged in services provided to be rendered under this
Agreement, shall be the solely Contractor’s obligation and responsibility.
12. Prevailing Wage Rates: Contractor must comply with the State of Washington prevailing
wage requirements. Contractor must file an Intent To Pay Prevailing Wage at the
beginning of the project and an Affidavit of Wages Paid at the end of the project with the
Washington State Department of Labor and Industries,
http://www.lni.wa.gov/TradesLicensing/PrevWage/default.asp.
13. Record Keeping and Reporting: Contractor shall maintain accounts and records, which
properly reflect all direct and indirect costs expended and Services provided in the
performance of this Agreement. The Contractor agrees to provide access to and copies
of any records related to this Agreement as required by the City to audit expenditures
and charges and/or to comply with the Washington State Public Records Act (Chapter
42.56 RCW).
14. Public Records Compliance. To the full extent the City determines necessary to comply
with the Washington State Public Records Act, Contractor shall make a due diligent search
of all records in its possession, including, but not limited to, e-mail, correspondence,
notes, saved telephone messages, recordings, photos, or drawings and provide them to
the City for production. In the event Contractor believes said records need to be
protected from disclosure, it shall, at Contractor’s own expense, seek judicial protection.
Contractor shall indemnify, defend, and hold harmless the City for all costs, including
attorneys’ fees, attendant to any claim or litigation related to a Public Records Act request
for which Contractor has responsive records and for which Contractor has withheld
records or information contained therein, or not provided them to the City in a timely
manner. Contractor shall produce for distribution any and all records responsive to the
Public Records Act request in a timely manner, unless those records are protected by
court order.
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15. Other Provisions:
a. Administration and Notices. Each individual executing this Agreement on behalf of
Renton and Contractor represents and warrants that such individuals are duly
authorized to execute and deliver this Agreement on behalf of Renton or Contractor.
Any notices required to be given by the Parties shall be delivered at the addresses set
forth below. Any notices may be delivered personally to the addressee of the notice
or may be deposited in the United States mail, postage prepaid, to the address set
forth below. Any notice so posted in the United States mail shall be deemed received
three (3) calendar days after the date of mailing. This Agreement shall be
administered by and any notices should be sent to the undersigned individuals or
their designees.
b. Amendment and Modification. This Agreement may be amended only by an
instrument in writing, duly executed by both Parties.
c. Assignment and Subcontract. Contractor shall not assign or subcontract any portion
of this Agreement without the City of Renton’s prior express written consent.
d. Compliance with Laws. Contractor and all of the Contractor’s employees shall
perform the services in accordance with all applicable federal, state, county and city
laws, codes and ordinances. A copy of this language must be made a part of any
contractor or subcontractor agreement.
e. Conflicts. In the event of any inconsistencies between contractor proposals and this
contract, the terms of this contract shall prevail.
f. Governing Law. This Agreement shall be made in and shall be governed by and
interpreted in accordance with the laws of the State of Washington.
g. Joint Drafting Effort. This Agreement shall be considered for all purposes as prepared
by the joint efforts of the Parties and shall not be construed against one party or the
other as a result of the preparation, substitution, submission or other event of
negotiation, drafting or execution.
h. Jurisdiction and Venue. Any lawsuit or legal action brought by any party to enforce
or interpret this Agreement or any of its terms or covenants shall be brought in the
King County Superior Court for the State of Washington at the Maleng Regional
Justice Center in Kent, King County, Washington, or its replacement or successor.
i. Severability. A court of competent jurisdiction’s determination that any provision or
part of this Agreement is illegal or unenforceable shall not cancel or invalidate the
remainder of this Agreement, which shall remain in full force and effect.
j. Sole and Entire Agreement. This Agreement contains the entire agreement of the
Parties and any representations or understandings, whether oral or written, not
incorporated are excluded.
k. Third-Party Beneficiaries. Nothing in this Agreement is intended to, nor shall be
construed to give any rights or benefits in the Agreement to anyone other than the
Parties, and all duties
and responsibilities undertaken pursuant to this Agreement will be for the sole and
exclusive benefit of the Parties and no one else.
l. Waivers. All waivers shall be in writing and signed by the waiving party. Either party’s
failure to enforce any provision of this Agreement shall not be a waiver and shall not
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prevent either Renton or Contractor from enforcing that provision or any other
provision of this Agreement in the future. Waiver of breach of any provision of this
Agreement shall not be deemed to be a waiver of any prior or subsequent breach
unless it is expressly waived in writing.
IN WITNESS WHEREOF, the Parties have voluntarily entered into this Agreement as of Effective
Date.
CITY OF RENTON
By:_____________________________
CONTRACTOR
By:____________________________
Enter Signer’s Name Enter Signer’s Name
Enter Signer’s Title Enter Signer’s Title
1055 South Grady Way
Renton, WA 98057
_____________________________
Date
_____________________________
Date
Attest
_____________________________
Jason A. Seth
City Clerk
Approved as to Legal Form
By: __________________________
Enter City Attorney Name
Enter City Attorney Title
Contract Template Updated 11/26/2019