Window Cleaning Services

1 ST. LOUIS COUNTY LIBRARY DISTRICT INVITATION FOR BID DATE ISSUED: November 8, 2022 The Board of Trustees of the St. Louis County Library District (Library District) is accepting bids (Bid or Bids) pursuant to this Invitation for Bid from qualified businesses to provide Twice-annual Window Cleaning services (the Project) at all locations of the Library District including the following: Bridgeton Trails, Cliff Cave, Daniel Boone, Eureka Hills, Florissant Valley, Grand Glaize, Grants View, Jamestown, Lewis & Clark, Meramec Valley, Mid-County, Natural Bridge, Oak Bend, Parkview, Prairie Commons, Rock Road, Samuel C. Sachs, Thornhill, Weber Road, and the Lynn Beckwith Jr, Administrative Building (each a Library District Location and collectively the Library District Locations. Bidders are responsible for examination of all documents, specifications, schedules and instructions for the product. Please visit each Library District Location to take measurements and verify field conditions.

Bidders must bid on all Library District Locations. All Bids are due no later than 1:00 PM, C.T., on Wednesday November 30, 2022. Bidders shall complete the Bid as required in this Invitation for Bid and deliver the completed Bid in a sealed envelope marked Invitation for Bid Window Cleaning Services to: Steve Hunter Assistant Director - Operations St. Louis County Library District 1412 S. Spoede Road St. Louis, Missouri 63131 To protect the integrity of the Bid selection process, any questions concerning this Invitation for Bid, the Bid process or Bid specifications shall be emailed only to Steve Hunter at shunter@slcl.org in accordance with this Invitation for Bid. It is anticipated that the Bids will be considered by the Library Districts Board of Trustees at the December 19, 2022 meeting after consideration by the Selection Committee and recommendation to the Director. The Library District reserves the right to reject any and all Bids and to waive formalities in the best interests of the Library District. 2 BACKGROUND The Library District is a political subdivision of the State of Missouri. The Board of Trustees (Board of Trustees) of the Library District is a body corporate with all the powers and rights of like or similar corporations serving more than 863,000 Library District residents. All management and control of the Library District is vested in a Board of Trustees consisting of five Trustees appointed by the County Executive of St. Louis County, Missouri. The Trustees serve staggered four-year terms. The Board of Trustees appoints a qualified librarian who holds that office at the Board of Trustees pleasure as the chief executive and administrative officer (Director) of the Library District. The Board of Trustees has the power to purchase goods and enter into contracts with respect thereto for Library purposes pursuant to the Missouri Statutes and the Bylaws and Purchasing Policies and Procedures of the Library District. GENERAL REQUIREMENTS The Project is subject to all applicable laws of the State of Missouri governing the Library District including but not limited to the following: Missouri law prohibits all employers from employing aliens unlawfully present in the United States to perform work within the State of Missouri, including the Project and bidders must comply with the provisions relating thereto in Section 285.530 RSMo, as amended. All Bidders on Library District contracts for services in excess of $5,000 must provide the Library District with documentation and a sworn affidavit, with respect to employees working in connection with the contracted services, affirming enrollment in a Federal Work Authorization Program (FWAP). The affidavit shall also provide that the Bidder does not knowingly employ any person in connection with the contracted services who is an unauthorized alien. Such affidavits must be provided with the Bid. Every transient employer must comply with Sections 285.230 through 285.234 RSMo, as amended, when applicable. Pursuant to Sections 34.070 and 34.073, the Library District prefers to purchase those materials, products and supplies which are produced, manufactured, compounded, made or grown, within the State of Missouri when they are found in marketable quantities and are a quality suited to the purpose intended, and can be secured without additional cost over out-of-state 3 products. Quality and fitness of articles will be considered in making purchases or letting contracts. Similarly, in letting contracts for the performance of any job or services, the Library District prefers Missouri firms, corporations or individuals, or firms, corporations or individuals which maintain Missouri offices, when the quality of performance promised is equal and the price quoted is the same or less. In the event that the contract for the supplies described in this Invitation for Bid is for $100,000 or more, and the successful Bidder employs ten (10) or more employees, the contract shall include a written certification that the Bidder is not currently engaged in and shall not, for the duration of the contract, engage in a boycott of goods or services from the State of Israel; companies doing business in or with Israel or authorized by, licensed by, or organized under the laws of the State of Israel; or persons or entities doing business in the State of Israel. In addition to the general requirements listed above, the successful Bidder shall comply with all laws, ordinances, regulations, and orders of federal, state, county, and local governing authorities pertaining and applicable to the successful Bidder and/or the Library District. The Library District will make every effort to target and utilize Minority/Women Business Enterprises (MBE/WBE) by using the Missouri Minority/Women Business Enterprise Program Directory as a source of identification of potential Bidders. The Library District Policy provides that MBE/WBEs must be certified by the Office of Equal Opportunity (OEO), State of Missouri, and that such entities will be provided an equitable and fair opportunity to submit Bids. These general requirements, this Invitation for Bid, the Bid and the specifications, drawings, schedules and instructions herewith shall be incorporated in the contract and/or purchase order signed by the parties should the Bidder be awarded a contract under this Invitation for Bid. 4 SCOPE OF WORK The following Scope of Work provides an overview of the terms and conditions being sought by the Library District for the Project: 1. Provide inside and outside window cleaning services to all exterior windows, two times per year, at all twenty Library District Locations. 2. Service at each Library location shall be completed in no more than two consecutive days. 3. Hours available for the work at each Library location is Monday-Friday, 6:00am 5:00pm. 4. Selected bidder will coordinate and schedule their work with the Librarys Manager of Custodial Services. 5. Provide rates for off-schedule service calls as necessary. Branch locations are listed in the table on the following page. Frequency of actual service may fluctuate from that listed in this IFB. Although prices are being requested for certain quantities of work, only work that is actually performed will be compensated. 5 Branch Name Address Administrative Building 1412 S. Spoede Rd. St. Louis, MO 63131 Bridgeton Trails 3455 McKelvey Rd. Bridgeton, MO 63044 Cliff Cave 5430 Telegraph Rd. St. Louis, MO 63129 Daniel Boone 300 Clarkson Rd. Ellisville, MO 63011 Eureka Hills 156 Eureka Towne Center Dr. Eureka, MO 63025 Florissant Valley 195 New Florissant Rd., S. Florissant, MO 63031 Grand Glaize 1010 Meramec Station Rd. Manchester, MO 63021 Grant's View 9700 Musick Rd. St. Louis, MO 63123 Jamestown Bluffs 4153 N. Highway 67 Florissant, MO 63034 Lewis & Clark 9909 Lewis-Clark Blvd. St. Louis, MO 63136 Meramec Valley 1501 San Simeon Way St. Louis, MO 63026 Mid-County 7821 Maryland Ave. St. Louis, MO 63105 Natural Bridge 7606 Natural Bridge Rd. St. Louis, MO 63121 Oak Bend 842 S. Holmes Ave. St. Louis, MO 63122 Parkview 8400 Delport Dr. St. Louis, MO 63114 Prairie Commons 915 Utz Ln. Hazelwood, MO 63042 Rock Road 10267 St. Charles Rock Rd. St. Ann, MO 63074 Samuel Sachs 16400 Burkhardt Pl. Chesterfield, MO 63017 Thornhill 12863 Willowyck Dr. St. Louis, MO 63146 Weber Road 4444 Weber Rd. St. Louis, MO 63123 (end Scope of Work) 6 BID REQUIREMENTS 1. The Bid must arrive not later than 1:00 PM, C.T. on November 30, 2022. No Bid will be accepted after this time and any Bid arriving after this time will be returned unopened. 2. The Bid shall be addressed as follows and delivered to the following address: Steve Hunter Assistant Director - Operations St. Louis County Library District 1412 S. Spoede Road St. Louis, Missouri 63131 The Bid shall bear the following legend: Invitation for Bid Window Cleaning Services 3. Bids must be on eight-and-one-half inch (8 1/2) by eleven inch (11) white paper printed on one side. Sheets containing graphic images may fold out to eleven inches (11) by seventeen inches (17). The Bid must clearly and easily identify the individual or firm and contain the name, address, and a telephone number of its principal spokesperson, which may be released by the Library District as public information as required by applicable law and/or Library District policy. Colored and/or tabbed divider sheets may be used to delineate discrete sections. Each bidder shall submit three complete and bound copies of each Bid, one unbound original, with original signatures, one public/press copy of the Bid in which the individual or firm should redact any information which it deems confidential or proprietary, and one electronic PDF copy of the Bid on a USB flash drive.] Notwithstanding the foregoing, the Library District must comply with the Missouri Sunshine Law; therefore, all Bids and other documentation submitted to the Library District in response to this Invitation for Bid (including bid amounts) may be subject to disclosure pursuant to Missouri law and/or Library District policy. 4. Any Bidder desiring an explanation or interpretation of this Invitation for Bid must request it via email no later than 4:00 PM C.T. on November 16, 2022, and such request shall be emailed only to shunter@slcl.org. Oral explanations or instructions given before the award of the contract will not be binding. Any information given to a Bidder concerning a solicitation will be furnished promptly to all other Bidders as an amendment of this Invitation for Bid, if that information is necessary in submitting Bids or if the lack of it would be prejudicial to any other prospective Bidders. 7 5. If this Invitation for Bid is amended, then all terms and conditions, which are not modified, remain unchanged. Bidders shall acknowledge receipt of any amendments to this Invitation for Bid by: (i) Signing and returning the amendment; and (ii) Identifying the amendment number and date in the space provided for this purpose. The Library District must receive the acknowledgement by the time specified for receipt of the Bid. 6. If this Invitation for Bid is amended, the Amendment will be posted on the Librarys website at https://www.slcl.org/bid-opportunities. Be sure to check for bid amendments prior to submitting a response. 7. No Bid shall be withdrawn for a period of 90 days subsequent to the opening of the Bid without prior written consent of the Library District. 8. Each Bid must include a COVER LETTER which must indicate that the signer is authorized to bind the Bidder contractually and must identify the title or position of the signer. The Cover Letter shall also contain the following: (i) The name of the Bidder, address, telephone number and email address; (ii) A statement that (a) the Bidder is willing and able to provide the goods required; (b) the Bidder has read and understands the Invitation for Bid; and (c) the Bid is made in accordance with the Invitation for Bid and is based upon the materials, products, systems and equipment required by the Invitation for Bid; (iii) The name of the individual within the Bidder, who will be the primary contact concerning this engagement; (iv) Copies of all license(s) from applicable governing authority to do business at each Library District Location and certificate of good standing for the State of Missouri, as applicable; and (v) Bid security in the form of a bid bond or cashiers check of not less than 5% of the Bid amount. 9. An unsigned submission shall be rejected. 10. The Library District is not liable for any cost incurred by the Bidder prior to issuance of a legally executed contract by the Library District and/or purchase order authorized by the Library District. 8 SELECTION PROCEDURES 1. Bids shall be opened and Bid responses read at a Zoom meeting available to the public. Use https://zoom.us/j/96524194147?pwd=bjlSaVh4R3pqUWFKOWRZS0E1eXQxdz09 to access the meeting at 1:00 PM on November 30, 2022. 2. Bids shall be referred to and reviewed by a Selection Committee selected by the Director. 3. Bids that fail to adhere to the requirements of this Invitation for Bid may result in the Bid being disqualified as non-responsive. 4. The Bid will be used to measure the lowest and best bid. In determining the best Bid, among other factors, the Library District may consider all factors in this Invitation for Bid including, but not limited to, the location of the bidder, MBE/WBE participation/interest in the business, and prior performance. 5. The Selection Committee will make a recommendation to the Director who will make a recommendation to the Board of Trustees. 9 AWARD 1. The right is reserved by the Board of Trustees to cancel this Invitation for Bid, to reject any and all Bids, and to waive formalities in the best interests of the Library District. 2. The Board of Trustees reserves the right to split awards and/or make multiple awards. 3. Subject to the rights reserved by the Library District, an award will be made by the Board of Trustees to the Bidder determined to be the lowest and best Bid. 4. All Bidders will be notified of the Library Districts selection as soon as possible. 5. The successful Bidder will be issued a Notice of Award. Within 10 business days, the successful Bidder shall provide the following minimum documentation: (a) Proof of the appropriate insurance coverage: (i) Workers Compensation & Employers Liability Statutory Amount (Mandatory); (ii) Comprehensive Automobile Liability for vehicles used $1,000,000; and (iii) Comprehensive General Liability $2,000,000. (b) Federal Tax Payer Identification Number. (c) Evidence that the Bidder is authorized to do business in Missouri and at each Library District Location. 10 BID RETURN FORM Company name and address Representative _______ Phone Number Email ______ Signature Date Commercial References including phone number (library or similar businesses preferred) 1. 2. 3. Qualifications 1. How many years has your organization been in the window cleaning business under your present business name? 2. List projects managed within the last two years for libraries or similar facilities. Include references for each. 11 Branch Name Annual Cost for (2) Cleanings, both surfaces, all Exterior Windows Administrative Building $ Bridgeton Trails $ Cliff Cave $ Daniel Boone $ Eureka Hills $ Florissant Valley $ Grand Glaize $ Grant's View $ Jamestown Bluffs $ Lewis & Clark $ Meramec Valley $ Mid-County $ Natural Bridge $ Oak Bend $ Parkview $ Prairie Commons $ Rock Road $ Samuel Sachs $ Thornhill $ Weber Road $ Total Annual Cost $ (end Bid Return Form)