Janitorial Services for Administration and Public Safety Buildings

REQUEST FOR PROPOSALS Janitorial Services for Administration and Public Safety Buildings Date of Issuance: Wednesday, March 27, 2024 Proposals Due: Friday, April 19, 2024 For more information contact: Sean Medlin, Town Administrator 110 West Nash Street, Louisburg, NC 27549 Phone: (919) 496-3406 Email: smedlin@townoflouisbureg.org at 110 West Nash Street AND 104 Wade Avenue, Louisburg, NC oluntary site Instructions To Contractors The Town of Louisburg (hereinafter referred to as the TOL) is seeking Proposals from qualified and experienced commercial janitorial and cleaning service firms to provide evening janitorial and cleaning service five (5) days a week for two (2) administrative buildings located . Proposals will be received in this Request For Proposals (hereinafter referred to as RFP) until 2:00 PM on Friday, April 19, 2024, at the Town of Louisburg, Town Hall, 110 West Nash Street, Louisburg, NC. This is an

informal request for proposal and the proposals received will not be public until the contract is awarded. Proposals must be submitted on the Proposal Pricing Form (Exhibit 1) which is included as part of the RFP Package and must be completed in its entirety. All proposals shall be valid for 90 days pending the award of a contract by the Town of Louisburg Town Council. The quoted price should not include any sales or use taxes but should only reflect the actual proposal price of the service and materials. All proposals shall be notarized. The Contractor responding to this RFP is hereby notified that NC General Statutes, relating to licensing of the Contractors, will be observed in receiving proposals and awarding contracts. TOL reserves the right to reject any or all proposals, to waive informalities, and to accept any proposal that, in the opinion of TOL, appears to be in its best interest. The Contractors submitting a proposal are hereby notified that NC General Statutes relating to licensing of the Contractors will be observed in receiving proposals and awarding contracts. The use of sub-contractors is not permitted A visit will be held on Tuesday, April 9, 2024, at 10:00 am starting at Town Hall to allow prospective contractors to physically inspect the work location before submitting a proposal. Bidders who fail to attend the mandatory site visit shall have their bids rejected as non- responsive. Information for the Contractors 1. Proposal Delivery Requirements The submittal must include a complete Proposal, Proposal Pricing Form, Certificate of Insurance, E-Verify, Vendor Form and Iran Divestment Act Form addressed to: Town of Louisburg RFP 2024 TOL Janitorial Services for Administrative and Public Safety Buildings Sean Medlin, Town Administrato 110 West Nash Street, Louisburg, NC 27549 Proposals may be received before the date and time of the proposal opening. It is the Contractors responsibility to ensure that the proposal is received by the TOL before the hour and date specified in this RFP. Any proposals received after that date and hour will be returned unopened. Proposals should be submitted using the Proposal Pricing Form (Exhibit 2) provided in the Request for Proposals and will remain constant for the initial 12-month term. Any questions regarding the RFP or proposed contract must be submitted in writing, at least 3 business days before the submittal date for the proposal, and directed to the TOL Town Administrator. All responses that require a change to this RFP will be issued in the form of a formal addendum directed to all prospective Contractors. TOL staff may be designated as authorized representatives of the TOL. However. They are not authorized to change, amend, or interpret the specific terms, or provisions of the proposed Contract. 2. Addenda Any Addendum issued before the date set forth for proposal submittal shall be considered a part of the Proposal and shall be made a part of the Contract. It is the responsibility of the Contractors to be aware of information issued in the form of an Addendum. Receipt of any addenda issued shall be acknowledged as indicated on the proposal submittal. Failure to acknowledge the addenda will render the proposal non-responsive. 3. Interpretation of Documents If any person considering submitting a Proposal for the proposed Contract is in doubt as to the true meaning of any part of this RFP or finds discrepancies or omissions in this RFP, he or she may submit a request for an interpretation or correction to the TOL Town Administrator. Questions must be submitted in writing, at least five (5) business days before the submittal due date for this Proposal. Any interpretation or correction of the documents will be made be made only by an Addendum duly issued by the TOL, and a copy of such Addendum will be posted on the TOL website. Employees at the various sites/facilities are not authorized to change, amend, or interpret the specific terms, conditions, or provisions of this Proposal or any subsequent Contract. The TOL will not be responsible for any other explanations or interpretations of the documents. 4. Withdrawal of Proposal The Contractor may withdraw his/her proposal, either personally or by written request, at any time before the scheduled closing time for receipt of proposals. The proposal shall remain valid for 90 days after submission. 5. Award or Rejection of Proposal If a contract is awarded, the TOL will award to the lowest responsive, responsible Contractor who, in the TOLs opinion, best complies with the criteria outlined in this RFP taking into consideration price, methodology, quality, past performance, and the time specified in the proposal for the performance of the Contract. 6. Issuance of Contract A Contract will be issued to the lowest responsive responsible Contractor. The TOL Standard Contract for this type of service is provided as Exhibit 3. 7. Terms and Renewal The Contract will be effective upon issuance of a TOL purchase order and will be for an initial term of 12 months. The Contractor is bound to the quoted prices for the duration of the 12 months. Upon each anniversary date of any resulting agreement, the Owner and the Contractor, upon mutual agreement, shall have the option to renew this contract for an additional 12 months. This contract may be renewed up to 3 times resulting in a total of 4 years. Contract continuance through the next fiscal year and contract extensions will be contingent upon the appropriation of funds by the TOL Town Council. The Contractor understands that the TOL shall have the right to terminate the contract at the end of any fiscal year if the governing body does not approve the appropriation of funds to cover the estimated yearly contract costs, as determined by the TOLs budget for the fiscal year in question. 8. Contract Administration The selected Contractor will coordinate all activities with the designated TOL representative 9. Method of Payment The TOL desires to pay promptly. it is the Contractors responsibility to submit invoices for completed work directly to the Finance Department at the Town of Louisburg, 110 West Nash Street, Louisburg, NC 27549, to ensure prompt payment. The Contractors must complete the attached Vendor Application Form (Exhibit 4) and the E-Verify Affidavit (Exhibit 5) when submitting proposals. Invoices shall include the purchase order number, description of services, quantities, unit price, extended price, state and local taxes, and date of service. Purchase order numbers must be listed on all invoices. Invoices that are not acceptable to the TOLs Representative shall be returned to the Contractor for correction and subsequently resubmitted for payment. Invoices exceeding the limits established by the contract and purchase order, and/or services not qualifying under its specifications as ordered are not subject to payment. 10. E-Verify Iran Divestment The Contractor shall comply with the requirements of Article 2 of Chapter 64 of the North Carolina General Statutes by filling out the E-Verify Affidavit (Exhibit 5). By acceptance of this contract, the Contractor affirms they are not listed on the Final Divestment List created by the North Carolina State Treasurer under N.C.G.S. 143-6A-4, Iran Divestment Act Certification. BE a EXHIBIT 1 Scope of Services and Performance Standards 1. Introduction The Contractor shall perform the required services in all areas and shall be qualified to furnish a complete and efficient janitorial service, including all labor, supervision, cleaning materials, equipment, and consumables including but not limited to hand soap, toilet tissue, paper towels, toilet seat covers, and trash can liners. The successful bidder shall be prepared to perform each task as stated according to the schedule and service areas described in this scope of services. The overall objective is to provide TOL, with Clean and Sanitary facilities at all times. The Contractor shall maintain the TOLs buildings in a manner that enhances the appearance and cleaning services to keep the contracted areas clean and properly supplied. 2. Service Area The Service Area includes but is not limited to specified offices, and conference rooms, restrooms, breakrooms, common areas, and hallways with carpet, ceramic tile, and vinyl composite flooring. 3. Unforeseen Facility Closures The term Unforeseen Facility Closures as used herein shall include the loss of major utilities (water, electricity), closing for inclement weather, security reasons, etc. When an Unforeseen Facility Closure occurs on a regularly scheduled day of work, TOL shall have the following options: a To require the Contractor to perform the scheduled Services on the following day b. To reschedule the Services on any day satisfactory to both parties. 4. The Contractors Access Access routes, entrance gates or doors, parking and storage areas, etc., and any imposed time limitations on the Contractor shall be established by TOLs designated representative. The Contractor shall conduct its operations in strict observation of the access routes and other areas established as described above. TOL Representative shall designate all restricted areas to which The Contractors employees will need special permission to access. TOLs Representative has the right to restrict access to any at any time. 5. Key Control The Contractor shall adequately secure the keys, key cards, other entry devices, and codes provided by TOL. The Contractor shall maintain a record of the key numbers issued to its employees. The Contractor shall not duplicate keys or other entry devices and shall not allow such items to be duplicated by its employees or agents or to be removed from the site of the Services. Any such items that become lost, missing, or stolen shall be immediately reported to TOLs Representative by The Contractor. Should the Contractor lose or have stolen any keys, key cards, or other entry devices issued to the Contractor by TOL, the cost of changing locks or keys, key cards, or other devices to buildings, rooms, or areas accessible by the lost or stolen keys will be deducted from The Contractors Invoice to TOL for the Services performed under this Agreement. 6. Needed Repairs The Contractor shall promptly notify the TOL Representative in a format acceptable to the TOL, of needed repairs and/or damage to fixtures, buildings, and appurtenances observed during the performance immediately after the discovery with written notification to follow within 24 hours. 7. Deficient Services Services, as set out in the Scope of Services, shall be considered performed in a deficient manner by the Contractor, when, in the judgment of the TOL, the Contractor has not met the specified requirements in any area. 8. Correction of Deficient The Contractor shall respond to all Services complaints about Deficient Services within 24 hours of receiving such complaints from the TOL. If the Contractor corrects the Deficient Services, the TOL shall make no deduction from payments due to the Contractor. Any complaint, which cannot be corrected during the same working day or which cannot be dealt with for reasons beyond the Contractors control shall be specifically reported to the TOL Representative. If the Contractor does not remedy the Deficient Services within 24 hours' notice the TOL can correct the Deficient Services by using another contractor, or by any means it deems necessary and reasonable. The direct cost incurred by the TOL for the correction of the Deficient Services, including the cost of the time spent by the employees of the TOL involved in such correction, shall be deducted from any payments due to the Contractor. 9. Storage Space The Contractor shall store its supplies, materials, and equipment in storage areas and closets designated by the TOLs Representative. The Contractor shall keep all janitor closets, storage rooms, and other spaces assigned to its use clean, orderly, and closed and/or locked at all times when not in use. 10. Supervision The Contractor shall be responsible for and shall provide general supervision of all its employees working under this Agreement. The Contractor shall guarantee that its employees will abide by the following general work rules: a Employees of the Contractor shall not disturb any papers, boxes, or other materials except that in trash receptacles or designated areas for trash or unless such materials are properly identified as trash. Employees of the Contractor shall report any property loss or damage to the Contract Manager immediately. The Contract Man shall report such damage within 24 hours to the TOL Representative, in writing, and specifying the location and extent of the damage. Failure to report such damage, as required, may be construed as a default of the Agreement. Employees of the Contractor shall not leave keys in doors or admit anyone into the Facility that is not a designated employee of either the TOL or the Contractor. All doors, which were unlocked upon entry, shall be immediately. Employees of the Contractor shall not leave articles of clothing or personal effects in areas not designated as storage for the Contractor including cabinets and appliances located in breakrooms. Employees of the Contractor shall not remove any article or materials from the premises, regardless of its value including the contents of or any item found in trash containers or in recycling containers in or around the premises. Trash items are to be placed in the dumpster designated for that purpose. At his or her sole discretion, TOLs Representative may request the Contractor remove any supervisor or employee if it is determined the individual is not performing the Services by the terms and conditions of this Agreement or to the satisfaction of TOL Representative. 11. Training and Appearance The Contractor shall provide each employee used in the performance of the Services with adequate training. The Contractor shall ensure all of its employees are clean and neat when performing the Services. 12. Area Assignments/task Schedule The exact number of personnel, hours to be worked and a proposed work schedule must be submitted to TOLs Representative, before initiating the Services. 13. Janitorial Supplies, Equipment, and Restroom Products The Contractor, in the performance of the Services and as part of the unit for the Services, shall provide sufficient amounts of janitorial supplies/equipment and the following restroom products for installation in TOLs restroom dispensers. Restroom products must fit TOLs dispensers and the dispensers shall be stocked with adequate, proper refills and be kept in always working condition. At a minimum, restroom products consist of: e Toilet Tissue-2ply e Hand Towels e Antibacterial Hand Soap Hand Sanitizer Trash Can Liners appropriate sizes to fit TOL containers 14. Routine Cleaning Tasks, Frequencies, and Performance Standards The following are the routine tasks and frequencies for certain tasks included in the Scope of Services to be performed by The Contractor. The Contractor shall refer to the Performance Standards, for examples of recommended janitorial practices and expected results for the tasks. If a typical janitorial tasks have been inadvertently omitted, the Agreement is to be interpreted to include those tasks. Routine Cleaning Tasks Restrooms Task Frequency Clean and Sanitize toilet bowls, seats, handles, and handrails Daily Clean mirrors Daily Clean and sanitize sinks, fixtures, and countertops Daily Wipe down stall doors Daily Refill soap and hand sanitizer dispensers Daily Refill paper towels and toilet paper holders Daily Bags in sanitary napkin disposal bins Daily Empty trash cans Daily Sweep Floors And Damp Mop Floors Daily Remove cobwebs from walls, ceilings, and baseboards Weekly Dust/Wipe surfaces, baseboard, and walls Weekly Dust, damp wipe, and clean cobwebs from air vents and returns Weekly Wipe down all interior doors and handles Daily Breakroom/Kitchen Task Frequency Wipe down and sanitize countertops and tables Daily Wipe down and sanitize the exterior of the refrigerator & counter Daily Sweep Floors Daily Damp Mop Floors Daily Clean and sanitize microwave Daily Clean and sanitize kitchen sink and fixtures Daily Empty trash cans Daily Remove cobwebs from walls, ceilings, and baseboards Weekly Dust/Wipe surfaces, baseboard, and walls Weekly Dust, damp wipe, and clean cobwebs from air vents and returns Weekly Wipe down all interior doors and handles Daily Entrances, Lobbies, Halls and Corridors Task Frequency Empty trash cans Daily Sweep Floors Daily Damp Mop Floors Weekly/As Requested Vacuum all carpeted areas Daily Treat carpet stains Daily Shampoo carpeted areas 2 times every 12 months And As Requested Wipe down and sanitize all entrance areas Daily Wipe down and sanitize drinking fountains BETING Remove cobwebs from walls, ceilings, and baseboards Weekly Dust/Wipe surfaces, baseboard, and walls Weekly Clean glass on all entrances, inside and outside Daily Clean glass doors, sneeze guards, and windows (inside) Daily Dust, damp wipe, and clean cobwebs from air vents and returns Weekly Wipe down all interior doors and handles Daily Dust window ledges Weekly Vacuum/Sweep all commercial doormats/rugs Daily Conference Rooms, Meeting Rooms, and Common Area Task Frequency Empty trash cans Daily Sweep Floors Daily Damp Mop Floors Weekly/As Requested Vacuum all carpeted area Daily Treat carpet stains Daily Shampoo carpeted areas 2 times every 12 months And As Requested Wipe down and sanitize all entrance areas Daily Wipe down and sanitize all furniture and countertops Daily Remove cobwebs from walls, ceiling, and baseboards Weekly Dust/Wipe surfaces, baseboard, and walls Weekly Clean glass doors and windows (inside) Daily Dust, damp wipe, and clean cobwebs from air vents and returns Weekly Wipe down all interior doors and handles Daily Dust window ledges Weekly Offices Task Frequency Empty trash cans Daily Sweep Floors Daily Damp Mop Floors Weekly/As Requested Vacuum all carpeted areas Daily Treat carpet stains Daily Shampoo carpeted areas 2 times every 12 months And As Requested Remove cobwebs from walls, ceilings, and baseboards Weekly Dust/Wipe surfaces, baseboard, and walls Weekly Dust, damp wipe, and clean cobwebs from air vents and returns Weekly Wipe down all interior doors and handles Daily Dust window ledges Weekly Clean glass, inside Weekly Exterior Windows Task Clean all glass, exterior face Twice a Year a Daily shall mean every day Monday through Friday. b. Weekly shall mean 1 day per week as determined by the TOL Representative. Work will be completed in conjunction with other work required and at approximately 5- day intervals. Biweekly shall mean 1 day per 2 weeks as determined by the TOL Representative. Work will be completed in conjunction with other work required and at approximately 14-day intervals. Monthly shall mean once per calendar month, at least 3 weeks apart, to be determined by the TOL Representative. Work will be completed in conjunction with other work required and at approximately 30-day intervals. e As Requested shall mean at such time as to be deemed necessary by the TOL Representative. Work will be completed in conjunction with other work required. Quarterly shall mean 4 times per year at approximately 3-month intervals. Specific dates are to be determined by the TOL Representative. Performance Standards The following are examples of recommended janitorial standards that shall apply to the tasks set out in Routine Cleaning Tasks and the expected results from these standards. General The Contractor shall move or tilt all items such as chairs, seats, trash receptacles, tables, storage containers, etc. as required to perform the services next to, under, and above such items. The Contractor shall return to their appropriate location and configuration of all items moved during the performance of the Services in all areas. The Contractor shall deposit all trash and boxes in dumpsters or other areas designated for that purpose. Cardboard shall only be disposed of in the appropriate recycling containers. The Contractor shall provide and use signs to provide a sufficient warning before, during, and after the performance of Services. e The Contractor shall not use acidic cleaning supplies unless otherwise specified. Cleaning and Disinfect Drinking Fountains a. The Contractor shall use spray bottles of germicidal detergent solution, clean clothes, scrub pads, and cream cleanser to remove all obvious soil, smudges, etc. from the drinking fountains and cabinets; then, disinfect all porcelain and polish metal surfaces including the orifices and drain. After cleaning and disinfecting, the entire drinking fountain shall be free of streaks, stains, spots, smudges, scales, and other removable soil. Clean and Disinfect Fixtures a. The Contractor shall use spray bottles or pump-up sprayers, to apply a germicidal detergent solution to all surfaces of wash basins, sinks, toilets, urinals, showers, and adjacent surfaces. The Contractor shall use clean cloths (except inside toilet bowls and urinals where The Contractor shall use bowl mops) to, remove soil from all surfaces of these fixtures and adjacent surfaces. The Contractor shall use a cream cleanser and scrub pads to remove soil not removed by the cloths and germicidal detergent solution. The Contractor shall use dry cloths to dry metal surfaces of faucets, handles, valves, etc. The cloths used in cleaning and disinfecting toilets, urinals, and other surfaces contaminated with urine or feces shall be a color readily distinguished from cloths used on other surfaces and fixtures. d. The Contractor shall use a plumbing plunger to unstop clogged toilets. Clean and Refill Floor Drains The Contractor shall use a floor drain brush to clean floor drains. The Contractor shall use a cream cleanser and scrub pads to remove corrosion and tarnish. The Contractor shall pour a solution of germicidal detergent down the floor drain to fill the drain trap and prevent the escape of sewer gas. Damp Mop Non-Carpeted Floors a The Contractor shall use detergent solution and mops to remove soil from non- carpeted floors and baseboards, which cannot be removed by sweeping, dust mopping, or vacuuming. The Contractor shall dust mop floors that are coated with floor finish before damp mopping. The Contractor shall sweep other floor surfaces with damp mopping. The Contractor shall damp mop all areas of the floor. After the floor has been damp mopped, it shall have a uniform appearance free of soil, streaks, swirl marks, detergent film, or any observable soil that can be removed by damp mopping. In restrooms, showers, and other areas specified by TOLs Representative, the Contractor shall use a germicidal detergent solution instead of a detergent solution. De-Scale Toilets and Urinals The Contractor shall not use acid-type bowl cleaner and nylon bowl mops to remove scale, scum, mineral deposits, rust stains, etc. from the insides of toilet bowls and urinals. Disinfect Surfaces The Contractor shall use damp cloths, squeegees, and germicidal detergent solution from spray bottles or pump-up sprayers to damp wipe and disinfect all surfaces of countertops, tables, fixtures, back-splash, etc. Dust Building Surfaces The Contractor shall use dusting tools, treated dust cloths, or vacuum cleaners with dusting attachments to remove all dust, lint, litter, dry soil, etc. from the surfaces of ledges, window sills, fire extinguishers, countertops, walls, door frames, and sills, fixtures, partitions, rails, blinds, and other types of fixtures and surfaces which are not considered to be furniture surfaces or specialty equipment such as test equipment, computers, calculators, etc. above 9 feet from the floor surface. The contractor shall dust up to a height of 10 feet from the floor surfaces at the interior and exterior of exterior entry areas. The Contractor shall accomplish dusting by the removal of soil from the area not by moving it from one surface to another. Dust Furniture Surface The Contractor shall use dusting tools, treated dust cloths, or vacuum cleaners with dusting attachments to remove all dust, lint, litter, dry soil, etc. from the surfaces of chairs, telephones, lamps, tables, cabinets, lockers, shelves, and other types of furniture and surfaces which are not considered to be building surfaces or building fixtures. Papers, calculators, computers, staplers, and other similar desk items are not to be disturbed. The Contractor shall accomplish dusting by the removal of soil from the area not by moving it from one surface to another. Dust Mop or Sweep Non-Carpeted Floors a The Contractor shall use a treated dust mop to remove soil and litter from non- carpeted floors. On rough, unsealed concrete, or other floors where dust mopping is not effective, The Contractor shall use brooms. Before dust mopping the floor surface, The Contractor shall use putty knives to remove gum, tar, and other sticky substances from the floor. The Contractor shall use a dustpan to remove accumulated soil and litter. After the floor has been dust mopped or swept, the floor surface, including corners and abutments, shall be free of dust, litter, and debris that can be removed by dust mopping or vacuuming or with a putty knife. The Contractor shall vacuum other areas such as corners and hard-to-reach areas. The Contractor shall use a vacuum cleaner to remove moisture and dry soil from carpeted-type entrance mats. Empty Trash Receptacles The Contractor shall empty and return to their appropriate location all wastebaskets, and other trash containers. The Contractor shall remove all litter, cans, papers, and other containers marked Trash. The Contractor shall keep recycled materials in recycling containers separated from other trash. a The Contractor shall remove all collected trash to the area(s) on the site or within the building as designated by the TOLs Representative in such a manner as to prevent the adjacent area from becoming littered or strained by such trash. b. The Contractor shall replace all obviously soiled or torn receptacle liners with a new trash liner. The Contractor shall replace the liner in such a manner as to present a neat uniform appearance. c. The Contractor shall use damp cloths, detergent solution or cream cleanser, and scrub pads to remove non-permanent stains and soil from the interior and exterior of trash receptacles. Refill Dispensers The Contractor shall check and refill each toilet paper dispenser, hand soap dispenser, paper towel dispenser, etc. that may become empty before the next scheduled cleaning or policing of the area. The Contractor shall place supplies in dispensers following the directions of the supplier and dispenser manufacturers. The Contractor shall wipe surfaces adjacent to hand soap dispensers to remove spillage and leakage. Monitor and Vacuum Floor Mats The Contractor shall monitor and vacuum floor mats. Use a wet/dry vacuum, to remove moisture. Use a suitable carpet vacuum to clean carpeted floor mats. Monitor Litter The Contractor shall remove unsightly soil and litter. If the litter cannot be removed by hand, the Contractor shall use a carpet vacuum on carpeted floors or a broom or dust mop and damp mop on non-carpeted floors. Remove Carpet Stains a The Contractor shall use a carpet stain remover, a dampened utility brush, clean cloths, aerosol gum remover, and wet/dry tank vacuums to remove non- permanent stains from carpeted floors. b The Contractor shall blot or vacuum and scrape as much of the stain from the carpet as practical before applying carpet stain remover to the carpet. c The Contractor shall spray carpet stain remover onto the stain and use a utility brush if required. d After the stain has dissolved, The Contractor shall blot and rub the stain up in such a manner as to prevent the spreading of the stain. After the stain has been removed, the Contractor shall blot or vacuum the carpet dry. Vinyl wall baseboards shall be cleaned of carpet cleaning residue. Shampoo Carpet The Contractor shall vacuum the carpet sufficiently before shampooing to remove the dry loose soil from the carpet pile. The Contractor shall use a pile brush to raise the pile of the carpet before and after shampooing, if necessary, to remove embedded soil and grit from the carpet pile and raise the carpet pile to allow sufficient penetration or to provide for adequate removal of soil and shampoo residue. The Contractor shall clean carpet areas such as corners, which are inaccessible to the equipment with manual scrubbing devices. After cleaning and allowing sufficient drying time, the Contractor shall vacuum the carpet. Spot Clean Building Surfaces a The Contractor shall use clean damp cloths, scrub pads, spray bottles of detergent solution, glass cleaner, or cream cleanser to remove smudges, fingerprints, marks, streaks, tape, etc. from the surfaces of ledges, windows, partition glass, window sills and blinds, fire extinguishers, countertops, bathroom mirrors, walls, door frames and sills, pictures, partitions, rails, and other types of fixtures and surfaces(which are not considered to be furniture surfaces or specialty equipment such as test equipment, computers, calculators, etc.) up to a height of 9 feet from the floor surface. Remove cobwebs from ceilings, walls, corners, moldings, baseboards, and outside entrances. The Contractor shall perform spot cleaning up to a height of 10 feet from the floor surfaces at the interior and exterior of exterior entry areas. The Contractor shall polish stainless steel surfaces with stainless steel polish and soft clean cloths. c The Contractor shall use a clean cloth and stainless steel polish to remove smudges, fingerprints, marks, streaks, tape, etc. that the glass cleaner cannot remove. The Contractor shall use brass polish on brass surfaces. The Contractor shall use clean damp cloths, scrub pads, spray bottles of detergent solution or glass cleaner to remove smudges, fingerprints, marks, streaks tape, etc. from the cleared surfaces of chairs, telephones, cleared surfaces of desks, lamps, tables, cabinets, shelves, microwaves (inside and outside surfaces), refrigerators and other types of furniture and surfaces which are not considered to be building surfaces or building fixtures. Calculators, papers, computers, staplers, and other similar desk items are not to be disturbed. Spray Buff and Burnish The Contractor shall dust-mop and damp-mop the floor surface in preparation for spray buffing. The Contractor shall use single-disc floor machines, buffing pads, and spray bottles with spray buffing solution to restore a uniform gloss and protective finish to floors. The spray buff solution shall be a premixed solution formulated as a companion product to the finish already on the floor. The Contractor shall dust mop the floor surface after spray buffing. After spray buffing, the entire floor shall have a uniform, glossy appearance, free of scuff marks, heel marks, and other stains, and shall have a uniform coating of floor finish. The Contractor shall remove all spray buff solutions from baseboards, furniture, trash receptacles, etc. Vacuum Completely a. The Contractor shall use a carpet vacuum to remove visible and hidden soil and debris from the carpet surface and from within the carpet pile. b. The Contractor shall use a hose and brush or crevice attachment to vacuum areas inaccessible to the carpet vacuum. Cc After completely vacuuming, the carpet shall be free of all visible soil and litter and all soil that can be removed from the carpet pile. d. Use a vacuum cleaner to remove moisture and dry soil from carpetedtype entrance mats. The Contractor shall use a carpet stain remover carpet stains. Spot Clean Furniture/Appliances Surfaces Wet Clean Floors The Contractor shall use detergent solution, wet mops, buckets and wringers, deck brushes, corner brushes, swivel pad holders and abrasive pads, and putty knives to remove soil from non-carpeted floors which cannot be removed by vacuuming or dust mopping. The Contractor shall apply a detergent solution to the entire floor area and allow it to remain for three to five minutes. The Contractor shall use scrub brushes to remove spots and stains not removed by mopping. In areas with floor drains, the Contractor shall squeegee the floor dry and then rinse it with clear water. In areas without a floor drain, the Contractor shall use a wet mop and mop bucket and wringer or wet/dry tank vacuum to pick up the solution, and then rinse with clean water twice. The Contractor shall wet clean all accessible areas. The Contractor shall dust mop floors that are coated with floor finish before damp mopping. The Contractor shall take care as required to prevent splash and mop marks from being left on baseboards, furniture legs, doors, stains, streaks, swirl marks, detergent film, or any observable soil which can be removed by damp mopping. In areas where floor finish has not been applied to the floor surface and greasy soil must be removed, the Contractor shall use a solution of degreaser. OO Be ee EXHIBIT 2 Proposal Format and Pricing Form 1. Delivery of Proposal It is the Contractors responsibility to ensure that their proposal is received by TOL prior to the time and date specified for the receipt of proposals in this RFP. Any proposals received after that time and date shall be returned unopened. 2. Proposal Documents All documents shall be typewritten or printed in ink clearly and legibly in conformance with the instructions for submitting proposals. Proposals shall be properly executed upon the Proposal Pricing Form included with this Request for Proposal. Numbers shall be stated in figures, and the signatures of all persons signing shall be original signatures. The completed forms shall be without interlineation, alternations, or erasures. 3. Proposal Format The Proposal should be submitted in the following format with all the requested information and documentation. Failure to provide the required information and documentation will be grounds for rejection. a Executive Summary The proposal shall include a brief introduction describing the experience of the Contractor, the size, of the Contractor, and the services provided by the Contractor. The Contractor shall include the annual dollar sales volume, years in business, and the number of full-time and part-time employees. The Contractor Experience The Contractor must provide 3 references, with current contact information and work details of each contract of which (1) must be a current client. Capability to Provide Scope of Services \n this section of the proposal the Contractor shall describe, in detail, its capability to meet the demands of the Scope of Services and any proposed modifications or additions to the Scope of Services. The information should include a list of all equipment, the number of employees, and a detailed list of restroom products that will be used to meet the requirements of this contract. The Contractor shall also list any additional services available to TOL and any proposed service enhancements to TOL Scope of Services. 4 Insurance The Contractors must include with their proposals a Certificate of Insurance showing coverage limits as outlined in the TOL Standard Contract (Exhibit 3). EXHIBIT 2 Proposal Format and Pricing Form This Proposal is submitted to the Town of Louisburg. The Contractor: Date 1. The undersigned, the Contractor, proposes and agrees, if this Proposal is accepted, to enter into a contract with the Town of Louisburg to complete all work as specified or indicated in the proposal documents for the price specified below, within the time frames outlined, and in accordance with this Request for Proposal and the attached Town of Louisburg Contract. In submitting this Proposal, the Contractor represents that a The Contractor has examined the Contract Documents and any released addenda by the Town of Louisburg. The Contractor has examined each building where the work is to be performed, the legal requirements (federal, state and local), and the conditions affecting the cost, progress, or performance of the work and has made such independent investigations as the Contractor deems necessary. The Contractor will provide all necessary tools, machinery, apparatus, and all means necessary to complete the work and will furnish all, materials, equipment, apparatus, and all else necessary to complete work in accordance with provided specifications. The proposal does not include applicable North Carolina Sales and/or Use Tax. The undersigned acknowledges that the Town of Louisburg intends to award the contract based on proposals received and in such a manner as they may believe to be in the best interest of the Town of Louisburg. The Contractor certifies that this proposal is made in good faith and with collusion or connection with any other person and that no official or employee of the Town of Louisburg will be admitted to any share or part of the Contract or any benefit therefrom if the Contract is awarded to this company. The Contractor will complete will complete the work as described in the Proposal documents for the following unit prices: a Janitorial Services including Restroom Products $ Annually b. Damp Mop Floors $ per occasion where requested c Shampoo Carpeted Areas $ per occasion where request Unit prices listed above are firm and are not subject to escalation except if mutually agreed upon in writing. The unit prices include, but are not limited to: a All labor costs, materials, janitorial supplies, products, tools, equipment, fuel, and reports required by the Contractor. All restroom products including but not limited to: Toilet Tissue 2 Ply Hand Towels Hand Soap a liquid with antibacterial properties Trash Can Liners appropriate sizes to fit Town of Louisburg Containers Air freshener In submitting this Proposal, the Contractor certifies that he/she has read and accepted the terms and conditions outlined in the Request for Proposal document. The Contractor agrees to begin work immediately after contract approval and issuance of a purchase order which will be in conjunction with an executed contract. The undersigned is: The Contractor (Full Name) Signature Name and Title Date Telephone Number Address City, State, Zip 6 Notices. Any notices required shall be in writing, unless otherwise permitted hereunder, and shall be deemed received five (5) days after mailing of same in the U.S. mail with postage prepaid at the addresses set forth below or upon actual receipt: Notice to Owner shall be made to: Sean Medlin, Town Administrator Town of Louisburg 110 West Nash Street Louisburg, NC 27549 Notice to Contractor shall be made to: [Contractors Contact Information] 5 General Terms and Conditions. During the term of this Contract, Contractor agrees to produce and maintain insurance which meets all Owners requirements in the General Terms and Conditions. 6 Counterparts. This Agreement may be executed in one or more counterparts each of which shall be deemed an original but all of which together shall constitute one and the same instrument. Signed signature pages may be transmitted by facsimile or as an attachment to an email, and any such signature shall have the same legal effect as an original. 7 Severability. If any provision of the Agreement is determined to be unenforceable, invalid or illegal, then the enforceability, validity and legality of the remaining provisions will not in any way be affected or impaired, and such provisions will be deemed to be restated to reflect the original intentions of the parties as nearly as possible in accordance with applicable law. 8 Indemnity. Contractor shall and does hereby agree to indemnify, save harmless and defend the Town of Louisburg from the payments of any sum or sums of money to any person whomsoever on account of claims or suits growing out of injuries to persons, including death, or damage to property caused by Contractor, its employees, agents or subcontractors in any way attributable to the performance of the Services, including (but without limiting the generality of the foregoing), all claims for service, labor performed, materials furnished, provisions and supplies, injuries to person or damage to property liens, garnishments, attachments, claims, suits, costs, attorneys fee. Costs of investigation and of defense. It is the intention of this paragraph to hold the Contractor responsible for the payments of any and all claims, suits, or liens, of any nature and character, in any way attributable to or asserted against the Town or against Contractor and the Town, or which the Town may be required to pay. In the event the liability of the Contractor shall arise by reason of the sole negligence of Town and/or the sole negligence of Towns employees, agents or servants, then and only then, Contractor shall not be liable under the provisions of this paragraph. 9 Miscellaneous. This Contract shall be governed by the laws of State of North Carolina. Jurisdiction and venue for any litigation arising out of or involving this Agreement shall lie in the North Carolina General Court of Justice in Franklin County, North Carolina, and such litigation shall be brought only in such courts. All pronouns used herein shall refer to every gender. Headings or titles in this Contract are only for convenience and shall have no meaning or effect upon the interpretation of the convenience of this Contract. This Contract is the entire agreement between the parties and may not be amended or modified, except by writing, signed by each party. If any provision of this Contract is determined to be unenforceable, then the remaining provisions of this Contract shall be interpreted as in effect as if such unenforceable provision were not included therein. ON WITNESS WHEREOF, the parties hereto have executed this Contract as of the day first written above. Town of Louisburg, North Carolina Sean Medlin, Town Administrator ATTEST: Pamela Perry, Clerk to Council [TOWN SEAL] This instrument has been pre-audited in a manner required by applicable law Sean Medlin, Interim Finance Director, Town of Louisburg [Contractor] By Its GENERAL TERMS AND CONDITIONS It is understood and agreed that by submitting a proposal that the Contractor has examined these contract documents and specifications and has visited the site of the Work, and has satisfied himself relative to the Work to be performed. The Contractor agrees to accept the premises in their present condition and agrees to make no additional demands on the Town for bringing the premises up to the standards of the specifications. A Taxes North Carolina Sale taxes and Use Tax do apply to materials entering into the Work (N.C. Sales and Use Tax Regulation No. 42, Paragraph A), and such costs shall be included in the bid proposal and contract sum. Local Option Sales and Use taxes do apply to materials entering into the Work an applicable (Loca! Option Sales and Use Tax Act, Regulation No. 57), and such cost shall be included in the bid proposal and contract sum. B Equal Opportunity The non-discrimination clause contained in Section 202 (Federal) Executive Order 11246, as amended by Executive Order 11375, relative to Equal Employment Opportunity for all persons without regard to race, color, religion, sex or national origin, and the implementing rules and regulations prescribed by the Secretary of Labor, are incorporated herein. The Contractors agree not to discriminate against any employees or applicant for employment because of physical or mental handicap in regard to a position for which the applicant is qualified. The Contractor agrees to take affirmative action to employ, advance in employment and otherwise treat qualified handicapped individuals without discrimination based upon their physical or mental handicap in all employment practices. Cc Insurance The Contractor shall not commence work until he has obtained all insurance required and the Owner has approved such insurance. (1) The Contractor shall provide and maintain during the life of his contract Workmens Compensation Insurance for all employees employed at the site of the project under his contract in accordance with NC General Statute Chapter 97. (2) The Contractor shall maintain, at its own expense, and provide a current certificate of insurance with the following coverage and limits: a Commercial General Liability Insurance- Combined single limit no less than $1,000,000 per occurrence and $2,000,000 aggregate: and Commercial Automobile Liability - Combined single limit no less than $1,000,000. Coverage shall include liability for owned, non-owned, and hired automobiles. Additional Insured Contractor agrees to endorse the County as Additional Insured on Commercial General Liability and Commercial Automobile Liability. SS d. Certificate Holder shall be listed as: Town of Louisburg, 110 Nash Street, Louisburg, NC 27549, Each Certificate of Insurance shall bear the provision that the policy cannot be canceled, reduced in amount or coverage eliminated in less than thirty (30) days after mailing written notice, by certified mail, return receipt requested, to the insured and/or the Owner of such alteration or cancellation. D Invoices for Payment Invoices for payment wil! be submitted by the Contractor to the Town Administrator on a monthly basis. Invoices may not be submitted for work that is not yet complete. E Subcontractors The Contractor shall not have the right to subcontract any part of its obligations and/or service requirements of this Agreement. F Non-interference The Contractor shall not interfere with the public use of the premises and shall conduct its operations as to offer the least possible obstruction and inconvenience to the public or disruption to the peace and quiet of the area within which the services are performed. G Interpretation of the Scope of Work and/or Specifications Interpretation of the scope of work and/or specifications by the Town Administrator shall be final H Inquiries and Complaints It is Contractor shall provide the Town with a feasible and workable plan of communication. necessary that the Town be able to contact the Contractor during normal working hours. All complaints, submitted to the Contractor from the Town, shall be remedied within a reasonable time span, to be dictated by the Town Administrator. If, within a specified time span, the complaint is not abated, the Town Administrator may correct the specific complaint and the total cost incurred by the Town will be deducted from the payments owed to the Contractor by the Town. Written notice of any deduction will be faxed, emailed or mailed to the Contractor within three days of the incident. Street. wun. wun, City, City. tate. ae, un. EXHIBIT 4 Vendor Form Name (As Reported On Your Income Tax Return Business Name Federal ID# Order Address Payment Address Street PO Rav PO Rav State ZIP ZIP Contact Cont2t Phone Phon Fax Fav Emai Emai Are you related to or have a professional relationship with any Town of Louisburg employee? YES _ NO __ Are you a minority business enterprise? YES NO Signature Printed Title EXHIBIT 5 E-Verify Affidavit the individual attesting below), being duly authorized by and on behalf of (the entity identified as the Employer) after first being duly sworn hereby swears and affirms as follows: 1. Employer understands that E-Verify is the federal E-Verify program operated by the United States Department of Homeland Security and other federal agencies, or any successor or equivalent program used to verify the work authorization of newly hired employees pursuant to federal law in accordance with NCGS 64-25(5). Employer understands that Employers Must Use E-Verify. Each employer, after hiring an employee to work in the United States, shall verify the work authorization of the employee through E-Verify in accordance with NCGS64-26(a). Employer is a person, business entity, or other organization that transacts business in this State and that employees 25 or more employees in this State. Employer employs the following number of employees in this State (check which applies) a Less than 25 b. Between 25 and 100 c Between 100 and 500 d. 500 or more Employer will ensure compliance with E-Verify by any subcontractor that the Contractor subsequently hired by the Employer for specified contracts subject to E-Verify entered into with the Town of Louisburg. This day of Signature of Affiant Print or Type Name State of County of Signed and Sworn to (or Affirmed) before me, this the day of My Commission Expires Notary Public www.nctreasurer.com/iran EXHIBIT 6: IRAN DIVESTMENT ACT CERTIFICATION AS REQUIRED BY NCGS 147-86.59 AS of the date listed below, the vendor or bidder below is NOT listed on the Final Divestment List created by the State Treasurer pursuant to N.C.G.S. 147-86.58. NAME OF VENDOR: Signature Date Printed Name Title Note to persons signing this form: NCGS 147-86.59 (a) requires this certification for bids or contracts with the State of North Carolina, a North Carolina local government, or any other political subdivision of the State of North Carolina. The certification is required at the following times: e When a bid is submitted; e When a contract is entered into (unless previous submitted) e When a contact is renewed or assigned NCGS 147-86.59 (a) requires that contractors with the State, a North Carolina local government, or any other political subdivision of the State of North Carolina must not utilize any subcontractor found on the States Treasurers Final Divestment List. The State Treasurers Final Divestment List can be found on the State Treasurers website at and will be updated every 180 days.