Health Department Janitorial Services

1 FISCAL SERVICES DEPARTMENT PURCHASING DIVISION Kent County Administration Building, 300 Monroe Avenue N.W., Grand Rapids, Michigan 49503-2289 Phone: (616) 632-7720 Fax: (616) 632 -7715 Email: purchasing@kentcountymi.gov SOLICITATION Solicitation Type Request for Proposal (RFP) Solicitation Number 4883 Description Health Department Janitorial Services Date of Issuance 9/2/2022 Inquiries Deadline Date & Time (local) 9/19/2022, 2 PM Due Date & Time (local) 9/27/2022, 2 PM Pre-Submission Conference Yes: Mandatory On-Site (attendance & sign in required) Conference Date & Time (local) 9/15/2022 8:00 AM Buyer Name Vander Tuin INTRODUCTION The Kent County Purchasing Division is soliciting proposals for janitorial services for the Kent County Health Department located at 700 Fuller Ave NE, Grand Rapids MI 49503. The initial contract terms shall be for a twenty-one month (21) period (January 1, 2023 - September 30, 2024). The

County reserves the right to renew the contract for two (2) additional one (1) year terms at the prices contained herein and upon mutual agreement of both parties and approval of the Purchasing Manager. This contract begins on January 1, 2023 following successful completion of security check. PRE-SUBMISSION ON-SITE CONFERENCE Conference Date 9/15/2022 Conference Time (local) 8:00 AM Location 700 Fuller Ave NE Grand Rapids MI 49503 - Health Dept Front Lobby A pre-submission conference is scheduled for this request. Attendees should arrive a minimum of five (5) minutes before the conference scheduled date and time to sign-in. Attendees will not be allowed to sign in after the conference has commenced at mandatory meetings and are disqualified from the process. The conference purpose is to provide equal opportunity to seek clarifications and inspect the location (if applicable). Attendees shall have fully reviewed all solicitation documents and correspondence prior to the conference. Attendees are responsible for taking their own meeting notes and shall be an employee or authorized reseller of the Respondent with requisite knowledge, skill, and abilities to participate. 33 ~ KENT Wey 2 No person exhibiting COVID-19 symptoms shall attend the in-person conference. Respondent must notify the above Kent County contact if a person in attendance at the conference exhibits known COVID- 19 symptoms and/or is confirmed to have COVID-19 in the fourteen (14) days following the conference. SCOPE The Kent County Health Department is a three (3) story facility and an Annex Building with approximately 300 employees. The area to be cleaned is approximately 78,184 square feet. These facilities are public, medical, and administrative facilities and, therefore a higher standard of cleanliness is required in comparison to normal office buildings. The high standard of cleanliness will be strictly enforced in all areas especially the clinic areas. The building will be available for cleaning from Monday through Friday 5pm to 11pm. Contact information will be needed by Kent County Facilities Management and Purchasing Departments, if problems arise. The information provided in this document is not a substitute for a thorough inspection of the Health Department. Each Respondent should rely on his/her professional experience to determine the level of effort required to keep the facility in the first-class condition. The Kent County Standard Submission Terms posted on the Bid Opportunities page of the Kent County Purchasing Division website are incorporated by reference into the solicitation. WORK INCLUDED It is the intention of this bid to provide and obtain a Custodial Maintenance Program for the facility. Such services shall encompass furnishing adequate and appropriate labor, materials, supplies, equipment, and supervision for the performance of the work. The ultimate responsibility of the Respondent is to provide facilities that are uniformly clean, hygienic, orderly, and attractive, which will reflect favorably upon the County, the Health Department, and the Respondent. Variances in user traffic, building renovation work, weather conditions and other uncontrollable and unpredictable factors will determine the actual frequency requirements necessary to maintain County standards. The County reserves the right to add similar items or services or delete items or services specified in the Contract as requirements change during the course of the contract. Prices for items and services to be added to or deleted from the Contract will be mutually agreed to by Kent County and the Respondent. A Contract amendment will be issued for each addition or deletion. KEY DEPOSIT The Respondent shall be responsible for any lost keys, card keys and any damages resulting from the loss (i.e., re-keying of whole facility). This cost shall be withheld from payment(s). The decision to re-key the whole facility is solely that of the County Facility Manager. 3 EMPLOYEE IDENTIFICATION AND BUILDING ACCESS Access cards shall be furnished by the County and carried by all Contractor employees while on Health Department premises. The fee is $10 for replacement access card issued to Contractor. Photo identification cards will be provided by the Contractor for their employees and must be worn while in the Health Department. Access to the Health Department shall be as directed by the Facility Supervisor. Access to designated restricted areas is forbidden to Contractor's employees. Restricted areas will be designated by the authorized County representative. The Contractor shall require all employees performing under this contract to personally sign and be responsible for electronic access card to gain entry to work areas and is to be used ONLY by the individual who was assigned the card. If a card is lost, or when an employee is no longer employed by the Contractor, the Facilities Operations Supervisor must be immediately notified. Use of the access card by an unauthorized person will be cause for termination of the contract. The County reserves the right to charge the Contractor to replace lost or damaged access cards. MANDATORY QUALIFICATIONS FOR CONTRACTOR PERSONNEL The buildings shall be fully staffed on the first day of work under the contract. All personnel shall receive close and continuing first-line supervision by the Respondent. Custodians employed by the Respondent shall be fully trained and skilled in safe and proper housekeeping techniques. The use of custodians who are not adequately trained may be sufficient grounds for termination of the contract. All contract employees shall wear the appropriate attire with a photo identification badge including the company name and/or logo and they must maintain a clean and professional appearance at all times. No subcontract labor is to be used without written permission of the Purchasing Division. Respondent shall supply the Facilities Supervisor with a current list of all employees that will perform work at the facility. Each of these employees shall be adequately trained and have had criminal background checks completed prior to assignment. SUPPLIES Kent County Purchasing also encourages the janitorial Respondent to submit green cleaning methods, equipment and supplies that are being used, in the proposed building. If the Respondent request has an approved Green Clean program (LEED/LEED-EB) they are encouraged to submit it with this response. The Respondent shall furnish all supplies necessary for the work of this Contract. The County will supply paper products, trash liners, hand soap and hand sanitizer. A supply list must be filled out listing all brands that will be used at the Health Department. OSHA GUIDELINE COMPLIANCE SAFETY DATA SHEETS - Respondent shall furnish to the Facility Manager copies of Safety Data Sheets (SDS) for all products to be used, within ten (10) days after the award of contract. Respondent shall update copies of the SDS each time a new product is brought into the facility. In addition, each time a new chemical or cleaning product is introduced into the facility, a copy of that product's SDS must be provided to the Facility Manager prior to the product being used. The Safety Data Sheets must be in compliance with OSHA Regulation 1910.1200, paragraph g. 4 LABELING OF HAZARDOUS MATERIALS - Respondent shall comply with OSHA Regulation 1910.1200, paragraph f, concerning the labeling of all chemical containers. CAUTION SIGNS - Respondent shall use caution signs as required by OSHA Regulation 1910.144 and 1910.145 at no cost to the County. Caution signs shall be on-site on commencement of Contract and remain during the duration of the contract. OSHA GUIDELINES OF BLOOD PATHOGENS - Respondent shall comply with the OSHA Standard 29CFR1910.1030 Blood Borne Pathogens as it pertains to the training, safety and equipment needed for all employees engaged in custodial service. Respondent shall be responsible for compliance on date of Contract acceptance and shall provide proof to the Facility Manager and Purchasing Division. Due to the nature of custodial work, proof of compliance with OSHA regulation 1910.1200, Hazard Communication, shall be provided to the Facility Manager and Purchasing Division upon commencement of this Contract. The Respondent shall use only germicidal disinfectants that bare an Environmental Protection Agency (EPA) Registration Number. Failure of the Respondent or their employees to comply with all applicable laws, regulations and rules shall permit the County to immediately terminate this Contract without liability. The Respondent shall purchase and issue all chemicals in their original containers. Materials that require precautionary warnings shall have affixed to all containers such labels or markings as are prescribed by law, regulatory agencies or this Contract. Markings or labeling of materials containing hazardous or toxic substance or wastes shall be in accordance with all Federal, State and County laws, ordinances, rules and regulations. SLIP RESISTANCE The Respondent shall verify that all floor finishes, seals, spray buff solutions and other such chemicals applied to non-carpeted floors provide adequate protection against slippery floors. Any observed instances of slippery or slick floors shall be corrected immediately upon discovery. EQUIPMENT All necessary cleaning equipment including power driven floor scrubbing machines, back pack vacuum, high dusting equipment, waxing and polishing machines, industrial floor and upholstery vacuum cleaners and like equipment that is needed for the performance of the work of this contract shall be furnished by the Respondent. Such equipment shall be of the size and type customarily used in work of this kind and no equipment shall be used which is harmful to the buildings or its contents. An equipment list shall be filled out listing all equipment proposed for use at the Health Department. Electrical power (110) volts will be furnished by the County at existing power outlets for the Respondent's use to operate such equipment as is necessary in the conduct of his work. The Respondent shall be responsible for any damage caused to the electrical outlets and their covers caused by the improper disconnection of equipment. Hot and cold water will also be made available as necessary for cleaning. 5 NIGHTLY PAPER AND TRASH COLLECTION All trash and paper shall be collected and removed. Paper and cardboard are being recycled. Recycle containers shall be emptied into the appropriate container. Recycle containers do not require liners. Trash and recyclable items that are not in an appropriate container should be marked for disposal by a tenant of that area. Contact a Facilities Management Staff member for questionable items. RESTROOM CLEANING AND SERVICING Restrooms shall be cleaned with proper dilutions of disinfectant/detergent cleaning products to control disease-causing organisms and to prevent odors. Servicing shall be accomplished often enough to assure adequacy of supplies and hygienic condition of restrooms. There are (11) public restrooms and (3) staff restrooms. Restrooms are ceramic tile. There is approximately 6800 square feet of ceramic tile. FLOOR MAINTENANCE Floor surfaces include VCT, Quarry, and Ceramic Tile. Floors shall be swept or dust mopped to present a clean and orderly appearance at all times with no loose dirt or debris in evidence including in corners, expansion joints, and other places accessible to the broom or dust mop. Wet mopping and/or use of a floor machine is required to present an orderly and uniform appearance. Moving of all floor mats, furniture, wastebaskets, boxes, foot gear, etc., is required for proper cleaning and must be placed back in the original position when finished. CARPET CARE Carpets shall be vacuumed to remove accumulations of dust, dirt, stains, and soil. Spot cleaning areas as needed. Carpets shall present a uniformly clean appearance at all times, free from spots, stains, chewing gum, tar, grease, litter, etc. Any tears, rips, burns, or indelible stains shall be reported to the Facilities Supervisor. HORIZONTAL SURFACE CLEANING Horizontal surface cleaning shall be interpreted to mean those surfaces and objects not high enough to require the use of a ladder that comprise the furnishings and structures of the facility including, but not limited to office furniture (desks, chairs, tables, file cabinets), counter tops, ledges, rails, display cases and the tops of those cases, typewriters, telephones, etc. NOTE: unless requested, objects (books, papers, files, etc.) on horizontal surfaces should not be moved to accomplish cleaning. Office chair extraction is not required. Sinks within the laboratory are an exception to the required cleaning surfaces and shall not be touched. VERTICAL SURFACE CLEANING Vertical surface cleaning shall be interpreted to mean those surfaces not high enough to require the use of a ladder that comprise the furnishings and structure of the facility and shall include, but not limited to whiteboards, walls, doors, gates, baseboards, table and desk legs and sides, sides of file cabinets, frames, pictures, wall hangings, maps, signs, ventilation louvers, etc. 6 DRINKING FOUNTAIN CLEANING AND DISINFECTING Drinking fountains shall be cleaned with an appropriate disinfectant/detergent solution, wiped thoroughly dry and polished. Plumbing problems shall be reported to the maintenance staff for corrective action. Drinking fountains shall be free from trash and debris (gum wrappers, cigarette butts, etc.), dirt, fingerprints, smudges, streaks, spots and stains. ELEVATOR/STAIRWAY CLEANING Elevators and stairways shall present a uniformly clean appearance. Elevator surfaces must be cleaned with an appropriate cleaner that does not leave a residue. WOOD SURFACE Wood surfaces includes door frames, tables, podiums, customer service counters, bookshelves and executive office furniture. Surfaces are to be cleaned and polished per manufacturing requirements. They are to have an exceptional appearance at all times. WINDOWS EXTERIOR AND INTERIOR Glass to be cleaned under this contract includes: Interior and exterior lobby doors and glass up to 6 feet high only. All interior glass, up to 6 feet high, must be kept clean and free of fingerprints and smudges. Thorough window cleaning will be performed through a separate contract. WEEKLY HIGH HORIZONTAL SURFACE CLEANING High horizontal surface cleaning includes those areas that must be reached by a long reach-cleaning device (no ladders). HIGH VERTICAL SURFACE CLEANING High cleaning are those vertical surfaces that will require the use of a long reach cleaning devices (no ladders). HIGH DUSTING (VERTICAL AND HORIZONTAL) High surfaces shall be interpreted to mean those surfaces and objects high enough to be reached by a telescoping tool (no ladders) and which comprise the structure and furnishing of the facility and shall include, but are not limited to wall/ceiling junctures, light fixtures, ventilation louvers, overhead signs, sills, ledges, etc. High surfaces and objects shall be free from dirt, lint, cobwebs, grease, grime, streaks, spots, stains, insects, etc. and shall present an overall clean appearance. 7 SEMI-ANNUAL VCT CARE VCT flooring shall be stripped and waxed (2) times a year. An annual schedule shall be given to the Facilities Custodial Supervisor showing the dates this floor care will be done. There is approximately 9,000 square feet of VCT currently. OPTIONAL LAB AREA NIGHTLY Due to the nature of work conducted in the lab, special considerations must be observed. General guidelines are as outlined below. 1. A janitorial closet is available. 2. Restrooms/locker areas are to be cleaned in the same manner as the other restrooms in the main facility. 3. All interior windows are to be maintained clean. 4. The reception area and directors office areas are to be cleaned including desktops and countertops. 5. The bench tops are not to be touched by the contractor. 6. No equipment such as coolers or autoclaves are to be touched by the contractor. 7. Standard trash receptacles are to be emptied each day and replaced with a new liner.* 8. Lab elevator is to be cleaned daily inside and outside. Crevices are to be vacuumed daily. Elevator carpet to be cleaned monthly, minimum. *Other biohazard trash receptacles are not the responsibility of the contractor. SECURITY Contract employees requiring access to County facilities must undergo a criminal background check before starting work. This means EVERYONE including visitors from the "home office," substitute workers, regional supervisors, etc. Kent County will conduct a thorough criminal background check of all contractor employees assigned to this facility. Kent County shall be the sole determiner of the suitability of potential contract employees to work in this facility. The Respondent should expect that it will take up to three weeks to conduct a criminal background check. Inquiries on the status of background checks will not be permitted during this time. The Respondent should have sufficient personnel approved by Kent County so that absences can be covered. Criminal background checks will be done at no cost to the Respondent. Excessive background checks may constitute a cost to be determined by Kent County. The County reserves the right to permanently bar any contract employee for behavior it deems inappropriate. A list of employees for background checks must be available no later than a day after the Respondent is awarded the contract so that adequate staff is approved for at the start of this contract. Reading or removal of files, forms or other paperwork which may be on desks and/or files will not be permitted and shall be basis for immediate termination of this contract by the County. Service providers must always have proper identification (inclusive of a picture). This identification must be presented upon request by any County staff member. 8 REFERENCES Provide three (3) references of current/past customers who are able to verify the quality of products and/or services your company provides. References should not include any current/past Kent County employees. Kent County requests references of similar size and scope of work. REQUEST FOR PROPOSAL SUBMISSION Complete submissions must be received in the Kent County Purchasing Division no later than the due date/time specified by the designated clock (local time). Late, faxed, or emailed responses will NOT be considered. The health and safety of the community is a top priority; therefore, Kent County Purchasing Division is shifting all Solicitations to electronic response only until further notice. Reponses may be submitted electronically by selecting the "Submit Online" icon on the Bid Opportunities page of the Kent County Purchasing Division's website. Respondent must include a complete proposal as one (1) non-password protected PDF document, unless otherwise designated by Kent County. The time required to upload a submission may vary. Respondent assumes all risks associated with electronic submission (including all possible technical issues) and deems the County and its service provider harmless and without fault regardless of the reason. Successful electronic submissions are confirmed via Respondent's email. Respondent shall view the link in the confirmation email to determine accuracy prior to due date/time. Submissions must be in the format outlined below: Business Organization One (1) page maximum State the full names, addresses, phone numbers, emails, and websites of any parties and their prospective roles. State whether Respondent is authorized to do business in the State of Michigan. Contract Quality Control Program (QCP) Two (2) pages maximum Provide a complete quality control program to assure the requirements of the Contract are met as specified. The QCP shall be a system for identifying and correcting deficiencies in the quality of services before the level of performance becomes unacceptable and/or County Building Inspectors point out the deficiencies. Explain in detail the daily, weekly, monthly duties that will be performed at the Courthouse. This list is not to be considered inclusive of all duties required to keep the building in first class condition. Project Staffing One (1) page maximum plus resumes Provide a chart with the staff committed to the recommendation. Show lines of authority and provide a brief role description with responsibilities as they relate to the recommendation. Include on the chart all job titles, lines of authority and responsibility and number of personnel as well as standard ranges of hourly rates of pay for each position. On-site management responsibility, qualifications of proposed management, and how the management will communicate with Kent County personnel weekly to discuss any areas of concerns. Include only relevant resumes. 9 Pricing Methodology Two (2) pages maximum Provide a detailed pricing methodology for a firm twenty one (21) month pricing including payment terms, at Respondents discretion, the two (2) optional one-year renewals. The Respondent shall include all associated unit and extended costs to successfully complete the contract. Kent County shall be invoiced monthly in arrears for the services provided. References One (1) page maximum Provide three (3) relevant references, preferably for projects of similar scope and complexity. Include the organization, contact person, current telephone number, email address, description and dates of service and total cost. References shall not include any current/past Kent County employees. Page number maximums are strongly recommended but not compulsorily disqualifying. Kent County is not liable for costs incurred prior to award. A submission shall constitute an irrevocable offer for a period of sixty (60) days from the due date/time. In the event the notification of award is not made within sixty (60) days from the due date/time, the Respondent may withdraw or provide a written extension of their submission. Submissions may only be withdrawn by written request if the request is received before the due date/time. Withdrawals subsequent to opening shall be subject to Kent County Fiscal Policy Centralized Purchasing 5(i)(2). NO BID Please provide feedback if you are electing not to participate in this solicitation. Kent County, Michigan https://www.accesskent.com/RFPWorkbench/PreviewSolicitationAction.a... 1 of 4 9/2/2022, 11:37 AM Kent County, Michigan https://www.accesskent.com/RFPWorkbench/PreviewSolicitationAction.a... 2 of 4 9/2/2022, 11:37 AM Kent County, Michigan https://www.accesskent.com/RFPWorkbench/PreviewSolicitationAction.a... 3 of 4 9/2/2022, 11:37 AM Kent County, Michigan https://www.accesskent.com/RFPWorkbench/PreviewSolicitationAction.a... 4 of 4 9/2/2022, 11:37 AM