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HomeMy WebLinkAbout2 FULL Request for Proposals (RFP) for Janitorial Services Parks and Outdoor Restrooms Request for Proposals for Year-Round Janitorial Services for CITY of Renton Park and Outdoor Restrooms. CITY of Renton Request for Proposals for Year-Round Janitorial Services for CITY of Renton Park and Outdoor Restrooms. Submittal Deadline: August 23rd, 2024 INTRODUCTION: The City of Renton invites qualified janitorial service providers to submit proposals for delivering daily, high-quality janitorial services across 21 park locations and outdoor restrooms. These facilities include a total of 57 sinks, 74 toilets, and 25 urinals, all of which require constant and thorough cleaning to ensure a clean, safe, and welcoming environment for the community and visitors. The city values diversity and inclusivity and encourages submissions from businesses of all backgrounds and sizes, with a particular emphasis on small and local enterprises. We seek to partner with a vendor who not only demonstrates a proven track record in high-standard janitorial services but also shares our commitment to excellence in facility cleanliness. We look forward to reviewing your proposals and establishing a partnership that upholds the quality and standards of the city of Renton’s public facilities. LOCATIONS: There will be no scheduled walkthrough. All potential service providers are encouraged to inspect the park and outdoor restrooms listed in the RFP at their convenience. The restrooms are open for inspection seven days a week, from 8:00 AM until 9:00 PM. The janitorial services will be required for the following park locations in Renton, WA 98057: 1. Cedar River Boathouse, 1060 Nishiwaki Lane 2. Cedar River Trail Park, 600 Nishiwaki Lane 3. Cedar River Park (Ballfield), 1703 Maple Valley HWY 4. Heritage Park, 233 Union AVE NE 5. Highlands Neighborhood Center, 800 Edmonds AVE. NE 6. Jones Park, 98 Wells AVE. S 7. Kennydale Lions Park, 3601 Aberdeen AVE. NE 8. Kiwanis Park, 815 Union AVE. NE 9. Liberty Park Grandstands, 1414 Houser Way N 10. Liberty Park Skate Park, 1414 Houser Way N 11. Phillip Arnold Park, 720 Jones AVE S 12. Riverview Park, 3201 Maple Valley HWY 13. Sunset Neighborhood Park, 2801 NE 10th ST 14. Talbot Hill Reservoir, 701 S 19th ST 15. Thomas Teasdale Park, 601 S 23rd ST 16. Tiffany Park, 1902 Lake Youngs Way NE 17. Gene Coulon Park Bath House, 1201 Lake Washington BLVD 18. Gene Coulon Park Kid Valley, 1201 Lake Washington BLVD 19. Gene Coulon Park North, 1201 Lake Washington BLVD 20. Gene Coulon Park South,1201 Lake Washington BLVD 21. Kennydale Beach Park, 3601 Lake Washington BLVD SCOPE OF WORK: 1. General Cleaning and Sanitization • Floors: o Sweep to remove debris and dust. o Mop with a disinfectant solution, paying special attention to corners, grout lines, and under fixtures. o Spot clean for spills or stains as needed throughout the day. • Walls and Partitions: o Clean and sanitize all walls, partitions, and doors, focusing on high-touch areas like handles and locks. o Remove any graffiti, stains, or marks using appropriate cleaners. • Ceilings and Vents: o Dust and clean air vents, light fixtures, and ceiling tiles. o Remove cobwebs and dust from ceiling corners and high surfaces. 2. Fixture Cleaning • Sinks and Countertops: o Clean and disinfect sinks, countertops, and faucet handles. o Remove water spots and polish fixtures to prevent limescale buildup. • Toilets and Urinals: o Clean and disinfect all toilet bowls, seats, lids, and flush handles. o Scrub inside of toilets and urinals to remove stains and buildup. o Wipe down and sanitize the exterior, including the base and surrounding floor area. • Mirrors: o Clean mirrors with a glass cleaner to remove smudges, fingerprints, and streaks. • Windows: o Clean all windows and skylights. • Dispensers: o Refill and clean all dispensers, including hand soap, hand sanitizer, toilet paper, paper towels, and sanitary napkin disposal units. o Ensure all dispensers are functioning properly and are securely mounted. 3. Waste Management • Trash Bins: o Empty all trash bins and replace liners. o Sanitize interior and exterior of trash bins to prevent odors and buildup. • Sanitary Napkin Disposal: o Empty and sanitize sanitary disposal units. o Replace liners and ensure units are clean and odor-free. 4. Additional Sanitization • High-Touch Areas: o Disinfect door handles, push plates, light switches, stall latches, and any other frequently touched surfaces. • Fixtures and Accessories: o Clean and sanitize any additional restroom fixtures such as baby changing stations, hand dryers, and any installed vending machines. 5. Odor Control • Air Fresheners: o Replace or refill air fresheners and deodorizing units as needed. o Use environmentally friendly and hypoallergenic products where possible. • Drains and Plumbing: o Flush floor drains and urinal traps with water and disinfectant to prevent odors. o Apply drain maintainer in all floor drains weekly. 6. Maintenance Checks • Plumbing: o Check for and report any plumbing issues such as leaks, clogs, or low water pressure. • Fixtures: o Inspect all fixtures and report any damages, malfunctions, or wear and tear. • Supplies: o Ensure adequate stock of all necessary supplies and report any low inventory to management. • Vandalism: o Report to city management exterior and interior of any vandalism and graffiti. 7. Safety and Compliance • PPE and Safety Equipment: o Ensure cleaning staff are equipped with and use appropriate PPE, including gloves, masks, and eye protection. • Chemical Use: o Use city supplied chemicals and follow all safety protocols for handling and storage. • Signage and Safety Measures: o Place "Wet Floor" signs and any other necessary caution signs during cleaning. o Ensure all cleaning equipment and supplies are stored safely and do not obstruct access. • Security: o Lock and Secure building after cleaning is completed at each location. 8. Quality Assurance • Checklists and Documentation: o Utilize a detailed daily checklist to ensure all tasks are completed thoroughly. o Document any issues, maintenance needs, or special requests. • Inspections: o Conduct regular inspections to ensure compliance with cleaning standards and address any concerns promptly. • Feedback Mechanism: o Establish a system for receiving and addressing feedback from restroom users and staff. SUBMITTAL REQUIREMENTS: 1. Letter of Interest: The cover letter shall briefly summarize the Service provider’s qualifications and past experience relevant to the scope. A principal or officer of the Service provider authorized to execute contracts or other similar documents on the Service provider’s behalf must sign the letter. 2. Evidence of Service provider’s ability to perform the required services. 3. Outline your experience on projects of similar scope and size. 4. Describe your overall approach, including organization and work tasks necessary to accomplish the objectives. 5. Provide a proposed schedule to complete the proposed work. Define the role and requirements for city staff necessary to meet the proposed schedule. 6. Define all deliverables the city will receive. 7. Identify qualifications/expertise of the key personnel on your team; and evidence of availability of staff to begin immediately upon awarding of the contract. 8. Provide a list of key personnel, indicating the specific role of each, and clearly identify your Project Manager. 9. Provide a professional resume for each of the named key personnel, indicating the extent of his/her experience on projects related to this type of work. 10. The service provider will include pricing details, breakdown of costs, and any applicable discounts or value-added services offered. 11. Provide reference contact names, phone numbers, and addresses related to the above prior projects. CONTRACT FOR SERVICES: The city will select the service provider that best meets the janitorial needs of the Public Works Department. The selected service provider will be notified in writing via email, and contract negotiations will commence. Service providers who are not selected will also be notified of the outcome. The city appreciates the time and effort invested by all service provider in preparing their proposals. The contract will outline the following details: Scope of Work (SOW) The Scope of Work (SOW) will define the cleaning expectations of the city for each location to include specific and specialized tasks. The scope of work aligns with each area’s needs and the city's expectations for cleanliness. Performance Expectations The contract will establish performance expectations and quality standards that the vendor must meet. This may include requirements for cleanliness, hygiene, and overall appearance of the facility. The service provider will be expected to maintain a high level of service quality throughout the contract period. Payment Terms The contract will specify the payment terms and schedule. This may include details on the frequency of payments, invoicing procedures, and any applicable penalties or incentives related to performance. Notice to Proceed (NTP) Estimated NTP shall commence on October 1st,2024 Duration and Renewal The initial contract period will be for one (1) year, with the possibility of two (2) one (1) year extension based on performance and mutual agreement. The contract may include provisions for renewal, termination, or modification, as deemed necessary by the city. Terms and Conditions The contract will include any other relevant terms and conditions that govern the relationship between the city and the service provider. This may include provisions related to insurance, liability, confidentiality, dispute resolution, and compliance with applicable laws and regulations. Termination The contract will outline the conditions under which either party may terminate the agreement. This may include provisions for termination due to non- performance, breach of contract, or other specified circumstances. Transition and Handover The contract may include provisions for a smooth transition and handover of janitorial services from any existing vendor to the selected vendor. This may involve coordination and cooperation between the outgoing and incoming businesses to ensure uninterrupted service delivery. Contract Review and Amendments The contract may include provisions for periodic review and potential amendments to address changing needs or circumstances. Any proposed amendments should be mutually agreed upon by both parties and documented in writing. The city is committed to establishing a mutually beneficial partnership with the selected vendor. The contract will serve as a framework for collaboration, ensuring that the janitorial services provided meet the facility's needs and align with the city's expectations for cleanliness. Both parties will be expected to adhere to the terms and conditions outlined in the contract, working together to create a clean, safe, and welcoming environment for all visitors to the city’s recreation centers and libraries. INSTRUCTIONS FOR SUBMITTING PROPOSALS: The RFP should be submitted in a clear and organized format, following the guidelines provided in the RFP document. Businesses should ensure that all required information and supporting documents are included in their proposals. The city may request additional information or clarification during the evaluation process if needed. Businesses interested in providing janitorial services for the city must follow the instructions outlined below to submit their proposals: Submission Deadline Proposals must be submitted no later than August 23rd,2024. Late submissions will not be considered. It is the responsibility of the vendor to ensure that their proposal is received by the city before the specified deadline. Submission Format The CITY must receive Request for Proposals (RFP) by August 23rd, 2024 RFPs are to be emailed to the address listed below. Please direct all questions to Jeffrey Minisci, Public Works Facilities Director via email below. RFP Janitorial Services City of Renton – Public Works Department City of Renton Attention Jeffrey Minisci 1055 South Grady Way 1st Floor, Public Works Renton, WA 98057-3232 jminisci@rentonwa.gov SOCIOECONOMIC: 1. Prime Contractor Requirements: If subcontracts are to be let, the prime contractor is required to take all necessary steps identified in 2 C.F.R. § 200.321(b)(1)-(5) to ensure that small and minority businesses, women’s business enterprises, and labor surplus area Consultants are used when possible. 2. Delivery Schedules: CITY is to receive all documents per the executed Professional Services Agreement by August 23rd, 2024. SYSTEM FOR AWARD MANAGEMENT (SAM): 1. To become a prime contractor for this project, the Contractor shall be registered with the System for Award Management (SAM) prior to the award of this contract. The Contractor shall maintain an active and up-to-date SAM registration throughout the duration of this contract. 2. The Contractor is responsible for ensuring the accuracy and completeness of their SAM registration. Any changes to the registration information must be promptly updated in SAM. Failure to maintain an active and accurate SAM registration may result in contract non-compliance and may impact the Contractor's eligibility for award, continuation, or payment under this contract. CERTIFICATION REGARDING FEDERAL DEBARMENT AND SUSPENSION STATUS: 1. “Consultant affirms that neither it nor its principals nor its subcontractors and their principals: (1) are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from the award of contracts by any federal department or agency; (2) have within a 3-year period preceding any partially or wholly federally funded contract been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (federal, state, or local) contract or subcontract; been in violation of federal or state antitrust statutes, or been convicted of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; or otherwise criminally or civilly charged by a governmental entity (federal, state, or local) with commission of any of the offenses enumerated in (2) above; and, (3) have within a 3-year period preceding an award of any partially or wholly federally funded contract, had one or more contracts terminated for cause or default by any federal or state agency. Consultant further promises that if it or its principals in the future are debarred or suspended from eligibility of award by the federal government that it shall within 3 days notify the CITY of such change in status.” ADMINISTRATIVE INFORMATION: Minority-owned and Women-owned Business Enterprises: The city strongly encourages minority owned and women owned businesses, socially and economically disadvantaged business enterprises, and small businesses to respond to this RFP, to participate as partners, or to participate in other business activity in response to this RFP. 1. Basic Eligibility: Any successful Service provider must be licensed to do business in the State of Washington, the city of Renton and must have a state Unified Business Identifier (UBI) number. In addition, the successful Service provider must not be debarred, suspended, or otherwise ineligible to contract with the city. 2. Approval of Sub-Service providers: The city retains the right of final approval of any sub-service provider of the selected Service provider who must inform all sub- service providers of this provision. 3. Documents Produced: All project drawings, reports, specifications, and other documents produced under Contract to the city shall become the exclusive property of the city. 4. City Contract: The selected service provider will be required to enter into the attached city Professional Services Template which may be updated. PREVAILING WAGE: The city is committed to ensuring fair and equitable treatment of workers and compliance with wage laws. Businesses are expected to uphold these principles and provide appropriate compensation to their employees involved in janitorial services for the city. Prevailing wage rates: Janitorial services provided at public facilities. Workers employed in the work must be paid rates at least equal to the current prevailing wage scale. Employee Classification: Businesses must properly classify their employees in accordance with applicable wage laws and regulations. This includes distinguishing between full-time, part-time, and temporary employees, as well as ensuring compliance with any overtime pay requirements. Record-Keeping: Businesses should maintain accurate records of employee wages, hours worked, and any other relevant payroll information. These records should be readily available for inspection by the city or any other authorized entity. Compliance with Labor Laws: Businesses must comply with all applicable labor laws and regulations, including those related to wage and hour requirements, overtime pay, and any other relevant provisions. Notification of Changes: Businesses must promptly notify the city of any changes to wage rates or labor laws that may affect the provision of janitorial services. This includes changes to minimum wage requirements, prevailing wage rates, or any other relevant regulations. WAC 296-127-023 Building service maintenance. The "public building service maintenance contracts" referred to in RCW 39.12.020 shall mean janitorial service contracts and cover only work performed by janitors, waxers, shampooers, and window cleaners. For all building service maintenance contracts, the prevailing wage rates which are in effect on the date when the bids are required to be submitted to the contract awarding public agency are the minimum prevailing wage rates which must be paid for the first year of such contracts and thereafter. However, any building service maintenance contract of more than one year duration, must include wage increase language recognizing the potential for future variance in applicable prevailing wage(s) and specifying that the wages which a contractor shall pay its employees must be altered annually to recognize and follow the most recently promulgated increases in prevailing wages each year after the first year of the contract period. The cost of the increases in the wages due employees shall be borne by the contract awarding agency. If you have any questions about prevailing wage or how to file the required LNI documents please contact LnI at Email: PW1@Lni.wa.gov Toll-Free: 1-855-545-8163 Fax: 360-902-5300 Mailing Address Washington State Department of Labor & Industries Prevailing Wage Section PO Box 44540 Olympia, WA 98504-4540 Location 7273 Linderson Way SW Tumwater, WA 98501 ADDITIONAL NOTES: 1. Not currently debarred from bidding on a project that involves prevailing wage. 2. Attached are the Draft Contract, Insurance Guidelines, Vendor Setup Form, and W-9 Form This solicitation does not obligate the CITY to award a Contract to any respondent. At its option, the CITY reserves the right to waive as informality any irregularities in the RFP and/or to reject any or all submittals.