Request for Quotes - Custodial Services for Restrooms at City Parks Invitation to Bid - Side Arm Refuse Truck Invitation to Bid - Front Loading Refuse Truck Inv...

1 REQUEST FOR QUOTES Custodial Services for City Parks Restroom Facilities Paducah, Kentucky ISSUE DATE: July 7, 2022 DUE DATE: 2:00 pm, July 21, 2022 Contract Manager: Amie Clark, Director of Parks & Recreation Contact Information: aclark@paducahky.gov mailto:djordan@paducahky.gov 2 CITY OF PADUCAH, KENTUCKY REQUEST FOR QUOTES CUSTODIAL SERVICES FOR RESTROOM FACILITIES IN CITY PARKS Invitation The City of Paducah Parks and Recreation Department desires to contract custodial services for restroom facilities located in city parks. Custodial services will include daily cleaning, as specified in the operating schedule below, from September 4, 2022 – June 30, 2023. Custodial services shall include holidays. The City of Paducah is accepting responses to this Request for Quotes (RFQ) from organizations that are: a) licensed/certified to operate in the Commonwealth of

Kentucky; Organization’s responding to this RFQ must be able to manage all aspects of a contract for services and meet or exceed the minimum qualifications set forth in this RFQ. The intent of this RFQ is to identify those entities that are qualified and capable of completing the contracted services for the City of Paducah, Parks and Recreation Department. Organizations are invited to submit a quote as described herein by the submission deadline set for 2:00 pm, July 21, 2022. Background Paducah Parks and Recreation maintains seven (7) public restroom facilities in various locations in the City parks system. Restroom facilities are open to the public seven (7) days per week during operating hours, including holidays and community special events. Restroom facilities are located in the following areas: Noble Park (3) – Skate Park, Boundless Playground, and Tennis Courts (Open Year-Round) Downtown Restrooms (1) - (Open Year-Round) Brockenborough Rotary Health Park (1) – (Open Year-Round) Kolb Park (1) – (Open Seasonally March 15 - October 15) Coleman Park (1) – (Open Seasonally Memorial Day – Sept 30) QUALIFICATION PROCESS AND CRITERIA The Selection Committee, comprised of personnel from the City of Paducah Parks & Recreation and Public Works Departments will review and evaluate the qualifications of the agencies that respond to this RFQ. This Selection Committee will review all responses to this RFQ and will identify qualified entities according to the evaluation criteria. Respondents must meet or exceed the following criteria: • The entity must be legally capable of operating within the State of Kentucky. • The entity must have extensive and current experience in best practices and OSHA standards for handling chemicals and biohazardous materials. 3 • The entity must provide no fewer than five references from similar clients. • The entity must be able to provide insurance in accordance with the City’s requirements. • The entity will be required to obtain a Paducah Business License to perform the work and the business license will need to be kept current throughout the duration of the contract. • The entity will be required to withhold and submit payroll tax to the City of Paducah. • The entity may be asked to provide a roster of employees and subcontractors used for the contracted services with the City of Paducah. The City of Paducah reserves the right to accept or reject any or all quotes. All quotes become the property of the City of Paducah. The City of Paducah has the right to waive any irregularities in the Request for Quotes process. The City of Paducah reserves the right, at its sole discretion, to terminate this process at any time or reject any or all quotes without penalty prior to the execution of an agreement with the selected agency. Any agreement resulting from this process shall be done so as deemed in the best interests of the City. The City has a variety of ordinances and policies which may or may not apply to a subsequent agreement including, but not limited to background checks of employees, licensing requirements, and others. Application of these requirements will be determined based on the structure of any subsequent agreement. Selection: The City’s selection committee will review all quotes after the RFQ deadline has expired. We may contact a representative of your team to seek additional clarification and/or information. The selection committee will determine the preferred agency from the short list of finalists, based upon the criteria referred to herein. Contract Negotiation: The City Manager will enter into contract negotiations with the preferred agency soon after the completion of the selection process. The finalists not selected will be placed on standby pending the successful completion of contract negotiations and ratification of the contract by all parties. Recommendation: The selection committee will recommend the selected firm to the Board of Commissioners after the completion of the contract negotiations. Approval: The City of Paducah Board of Commissioners will be required to approve the contract prior to ratification by the City. Scope of Services The Scope of Work includes, but is not limited to: 1. Daily, including holidays, cleaning and sanitizing of each restroom facility to include, cleaning and sanitizing of all surfaces, stocking toiletries and paper products, emptying trash and replacing bags, etc. 2. Annual deep cleaning of restrooms performed at the beginning of each contracted season. 3. Requests for additional services for community events will be in addition to contracted pricing and included in quote as per event base rate. 4. Agency will supply their own cleaning chemicals, products, and equipment in compliance with Kentucky state guidelines and OSHA regulations. City of Paducah will supply paper products for customer use and liquid soaps. Time Line: 1. RFQ Issued This RFQ is officially issued on July 7, 2022. 4 2. Qualification Proposals Due Your completed qualification proposals are due back to the City Manager’s Office by 2:00 pm, July 21, 2022. Please submit 3 hardcopies of your proposal for our utilization. Please mail or hand deliver your proposal to: City of Paducah Attn: Amie Clark, Director – Parks and Recreation 300 S. 5 th Street Paducah, Kentucky 42003 3. Review and Selection Quotes will be reviewed and scored using Rubric attached. Lowest, qualified quote will be recommended to Board of Commissioners for Project Award. 4. Board of Commissioners Project Award The Agreement will be considered for approval by the Board of Commissioners on August 23, 2022. Content of Proposal At a minimum, the following information should be included in the response to this RFQ. This outline is not all-inclusive, and respondents can provide additional information as deemed appropriate. To insure a uniform review process and to obtain the maximum degree of comparability, the submissions in response to this RFQ must be organized in the following manner: A. General Information 1) Provide a transmittal letter that specifically states the respondent’s understanding of the work to be accomplished and briefly outlines the respondent’s strengths in providing the required services. The letter should also state that the respondent meets or exceeds the minimum qualification criteria outlined previously. The letter should also clearly express any specific competitive advantage the responding firm brings to the project. This letter should be signed by an authorized corporate officer for each entity included as a team proposal. Provide confirmation that the respondent is authorized to make the proposal. 2) Include the name of respondent’s firm/entity, address, telephone number, name of contact person, and the title of the RFQ. 3) Provide a description of the proposing entity’s current legal status (i.e. Corporation, Partnership, Sole Proprietor, Joint Venture, etc.) 4) Provide the proposing entity’s current Federal Identification Numbers. B. Background and Qualifications 1) Provide a profile of the responding organization and describe its legal and organizational structure. The respondent must identify and distinguish between its own experience and qualifications and that of any parent entity, predecessor and/or wholly-owned or partially-owned subsidiary of the respondent. If the respondent is a newly formed entity comprised of multiple individuals or entities that is compiling projects from prior experience, respondent must state this clearly. 2) Provide a copy of any organization profile, sales brochure, or other documentary information pertaining to the organization. 3) Provide resumes of key personnel of the organization. To include the name and contact information for the primary contact that will be tasked with the completion of the scope of services described herein. 4) Provide the year and month when the respondent’s entity was formed. 5) Provide the organization’s experience in providing custodial services to other similar organizations. 6) Provide the firm’s past experience with the City of Paducah or McCracken County (if applicable). C. Compensation Proposal 5 The respondent shall provide a proposed cost for the provision of the scope of services defined herein for the City’s consideration. Compliance with Laws The selected consultant agrees to be bound by all Federal, State, and Local laws, regulations, and directives as they pertain to the performance of the agreed upon contract. Duration of Proposals All proposals must be valid for a minimum of 90 days after proposal opening, Proposal Costs Proposers responding to this RFQ do so solely at their own expense, and the City is not responsible for any Proposer’s expense associated with responding to this RFQ. Return of Proposals All proposals become the property of the City and will not be returned to the firm. Once received and opened, the contents of the proposal will be placed in the public domain and be open to public disclosure pursuant to state law.