RFP 23-04 Custodial Services

RFP 23-04 1 | P a g e Request for Proposal 23-04 Custodial Services The County of Ottawa, on behalf of Facilities Maintenance and Parks and Recreation, is requesting proposals from experienced and qualified vendors for custodial services at ten (10) Ottawa County facilities located throughout Ottawa County. By responding to this RFP, the Proposer agrees to perform in accordance with the terms and conditions set forth herein. RFP Issue Date: Thursday, October 27, 2022 Mandatory Walk-through: Wednesday, November 9, 2022 Thursday, November 10, 2022 Friday, November 11, 2022 Questions Deadline: Monday, November 14, 2022 Addendum Issuance: Thursday, November 17, 2022 RFP Deadline: By 2:00 PM (ET) Tuesday, November 22, 2022 RFP Administrator: Steven Holden, Procurement Specialist, 616-994-4778, purchasing.rfp@miottawa.org All requests for additional information or questions should be directed to the RFP Administrator.

mailto:purchasing.rfp@miottawa.org RFP 23-04 2 | P a g e Table of Contents Request for Proposal 23-04 ............................................................................................ 1 Section 1: Information Summary ................................................................................. 3 Section 2: Background Information .............................................................................. 6 Section 3: Scope of Work ............................................................................................ 7 A. General ................................................................................................................ 7 B. Work Performed ................................................................................................... 7 C. Quality Assurance ............................................................................................... 9 D. Contractor Requirements .................................................................................... 9 Section 4: Proposal Selection and Award Process .................................................... 11 Section 5: Contract Terms, Period, Procedures and Use .......................................... 12 Section 6: RFP Terms and Conditions ....................................................................... 13 Section 7: General Terms and Conditions ................................................................. 15 Exhibits: • Exhibit 1: Cleaning Schedule RFP 23-04 3 | P a g e Section 1: Information Summary General Information: The County of Ottawa distributes solicitation documents through the Michigan Intergovernmental Trade Network (MITN), website at http://www.bidnetdirect.com/mitn and through the Purchasing page of the County of Ottawa’s website located at http://www.miottawa.org/Departments/FiscalServices/bids.htm. Copies of proposal documents obtained from any other sources are not considered official copies, and may result in failure to receive addenda, corrections or other revisions that may be issued. For purposes of this RFP, the term “Contractor,” “Vendor,” “Proposer,” “Respondent,” or “Bidder” are considered to have the same meaning, all referring to the person or company responding to this RFP. Additionally, the terms “County,” “Client,” or “Owner” refers to the County of Ottawa. Proposal Submission: Proposals must be received by 2:00 PM (ET) on Tuesday, November 22, 2022 Proposals received after this time will not be considered. Proposals may be withdrawn at any time prior to the scheduled proposal deadline. Proposals must be firm and may not be withdrawn for a minimum period of 90 calendar days after the RFP Deadline. Proposals should be concise and complete, covering all items identified, emphasizing an understanding of the project and the resources to perform the intended work. Proposals will be reviewed to determine if submission requirements are met. Proposals that do not comply with submittal instructions established in this document and/or that do not include the required information may be rejected as non-responsive. Vendor assumes responsibility for meeting the submission requirements and addressing all necessary technical and operational issues to meet the project objectives. All proposals must include completed, signed copies of all required attachments. Vendor assumes all risks associated with electronic submission (including possible technical issues). Attachments must be filled out in full and signed by an authorized Company representative. Proposal Response: Proposal response must contain completed, signed copies of each of the following required attachments: • Attachment A – Cover Sheet for Proposal • Attachment B – Vendor References and Questionnaire http://www.bidnetdirect.com/mitn http://www.miottawa.org/Departments/FiscalServices/bids.htm RFP 23-04 4 | P a g e • Attachment C – Proposal Pricing Form Proposals will be accepted by e-mail submission only, as follows: Respondents will submit an electronic response (preferably single-file PDF format) by e-mail to: purchasing.rfp@miottawa.org with subject line of: “RFP 23-04 Custodial Services.” The County can receive email attachments up to 25 megabytes. Proposal documents larger than 20 megabytes should be sent in multiple emails with subject line of: “RFP 23-04 Custodial Services – 1 of 2”, etcetera. It will be the Proposers’ responsibility to ensure that their proposal have been appropriately delivered and received. Modification: Prior to the date and time set forth as the Proposal Receipt Deadline, proposals may be modified or withdrawn by the Proposer’s authorized representative. After the submission deadline, responses may not be modified or withdrawn without written consent of the County. mailto:purchasing.rfp@miottawa.org RFP 23-04 5 | P a g e Pre-Proposal Conference: Members of the project team will be hosting a mandatory pre-proposal walkthrough at the date/time and location below: DATE & TIME FACILITY LOCATION Wednesday, November 9, 2022 1:00PM ET FACILITY 1: Grand Haven – Courthouse 414 Washington Ave, Grand Haven, MI 49417 Wednesday, November 9, 2022 ~2:30PM ET FACILITY 2: Grand Haven – Public Health Building 1207 S. Beechtree, Grand Haven, MI 49417 Wednesday, November 9, 2022 ~3:30PM ET FACILITY 3: Grand Haven – Human Services Building 1111 Fulton Ave, Grand Haven MI 49417 Thursday, November 10, 2022 9:00AM ET FACILITY 4: Nature Center 8115 West Olive Rd, West Olive, MI 49460 Thursday, November 10, 2022 ~10:00AM ET FACILITY 5: Park Operations Center 16777 Fillmore St, West Olive, MI 49460 Friday, November 11, 2022 8:00AM ET FACILITY 6: Holland – CMH Building A 12265 James St, Holland, MI 49424 Friday, November 11, 2022 ~9:00AM ET FACILITY 7: Holland – Public Health Building C 12251 James St, Holland, MI 49424 Friday, November 11, 2022 ~10:00AM ET FACILITY 8: Holland – Health & Human Services Building D 12185 James St, Holland, MI 49423 Friday, November 11, 2022 ~11:00AM ET FACILITY 9: Holland – CMH Building B 12263 James St, Holland, MI 49424 Friday, November 11, 2022 ~12:00PM ET FACILITY 10: Holland – District Court 85 West 8th St, Holland, MI 49426 It is mandatory that vendors attend as they will be able to examine the site(s) and become more familiar with the conditions under which the work will be performed. During the walkthrough, attendees may request clarification of any section of the proposal document and ask any questions relating to the project. Final answers to questions released by Addendum will be considered official and final. Vendor representatives attending the pre-proposal meeting are asked to RSVP attendance by Thursday, November 9, 2022 at 10:00AM ET to: Steven Holden, Procurement Specialist, 616-994-4778, or email: purchasing.rfp@miottawa.org. Questions: Vendors may submit questions and requests for clarification relating to this RFP to the RFP Administrator by the stated deadline. Responses to all questions and inquiries received by the County will be issued in the form of an Addendum and mailto:purchasing.rfp@miottawa.org RFP 23-04 6 | P a g e posted on the MITN and the County’s website, as needed. Only answers to questions submitted prior to the submission deadline and released in the form of an Addendum will be considered official and final. Any remarks or explanations made by phone, email, or in-person will be considered draft and will be non-binding. Section 2: Background Information County Information: Beautiful Ottawa County is located in the southwestern section of Michigan’s Lower Peninsula. Its western boundary is formed by Lake Michigan and its eastern boundary is approximately 30 miles inland. The County landmass consists of a total area of 565 square miles with over 300 miles of water frontage. The County is composed of 6 cities, 17 townships, and 1 village. The current County’s legislative body is an eleven-member Board of Commissioners which is elected from single-member districts, determined by population, on a partisan basis for two-year terms. The Board of Commissioners provides oversight, establishes policy, and builds the strategic plan for County operations. Ottawa County has been named the fastest growing population in the state. Between 2010 and 2019 there was a 10.63% increase in population. The estimated population in the County in 2019 was 291,830. This significant population growth is expected to continue in the years ahead. RFP 23-04 7 | P a g e Section 3: Scope of Work The County of Ottawa, on behalf of Facilities Maintenance and Parks and Recreation, is requesting proposals from experienced and qualified vendors for custodial services at ten (10) Ottawa County facilities located throughout Ottawa County. The awarded contractor will be required to provide all necessary equipment, materials, supplies, insurance, supervision, and competent, suitable and qualified personnel to provide housekeeping services at designated locations. Due to the geographical challenges (distances between facilities) and the difficulty encountered staffing more remote locations, the County may consider awarding to multiple contractors. Contractors are encouraged to provide pricing at any or all locations that their company feels could be best serviced by their organization. It is the intention to award an initial contract for a period of three (3) years with options to renew for two (2) additional twelve (12) month terms, if in the best interest of all parties. The contract will not be enforced until all parties have agreed and signed as accepted. A. General It shall be the ultimate responsibility of the Contractor is to ensure the buildings are staffed to maintain optimum conditions of cleanliness, are kept uniformly clean, hygienic, orderly, and attractive. All buildings to have a “Cleanliness Quality” defined as: a. The absence of litter or undesirable debris. b. The absences of un-bonded dust build up on any surface of items to be dusted. c. The absence of surface marks, spills or other undesirable bonded residue which can be eliminated by appropriate damp or wet cleaning techniques. d. The absence of soil, or other undesirable bonded buildup which can be eliminated by appropriate heavy duty, cycle, or project cleaning techniques. e. The absence of minor spots, marks, or other limited surface soil which can be eliminated by appropriate spot cleaning techniques. Variances in user traffic, building renovation work, weather conditions and other uncontrollable and unpredictable factors will determine the actual frequency requirement necessary to maintain County standards. B. Work Performed All pricing proposed shall be based on furnishing all necessary equipment, materials, supplies, insurance, supervision and competent, suitable and qualified personnel to RFP 23-04 8 | P a g e perform the housekeeping services as outlined in Scope of Work and as in Exhibit 1 – Cleaning Schedule. Contractor will be responsible to provide all necessary equipment, material, supplies, personnel to deliver the following: a. Contractor shall supply all necessary general cleaning products including disinfectants, liquid (or foaming where appropriate) hand soap, hand sanitizer, all trash liners, equipment and vacuums (industrial strength), for the performance of the work The County purchases paper products, Contractor shall be responsible to use these products to re-supply/re-stock all areas of need. Note: Paper products (toilet paper, hand towels and rolled towels) are County property and are not to be used for cleaning services. b. Most cleaning products, equipment, and supplies shall be brought to facilities on a daily basis by the Contractor. The County does have limited space for the Contractors to store some of their equipment. Amount of space and type of equipment varies at each location. The County will designate an area when necessary for storage of Contactor’s equipment and supplies. The Contractor will be held solely responsible for all items stored on the premises. Contractor equipment left on County premises must be fully insured by Contractor and Contractor shall hold harmless and indemnify the County in regard to said equipment. c. Contractor shall provide and have on-site, at each facility, at a designated area made known to Contractor’s personnel and to Ottawa County Facilities Department/Parks and Recreation, a SDS (Safety Data Sheets) book of all cleaning supplies used in the performance of their work. d. Contractor shall ensure that all trash bins located outside of the building immediately upon completion of the trash removal operation and prior to Contractor’s personnel vacating the Site. Contractor shall further ensure that no trash collected during the process of the trash collection operation is left unattended at any time prior to deposit in the trash bins. e. If the level of cleaning at any time is considered to be unacceptable to the County, then the Contractor will be required to increase his staff or take whatever measures are required. f. Contractor shall be responsible, upon the completion of cleaning, for turning off the lights and securing the building (all doors are to be verified that they are locked and/or re-armed / alarm us set – where applicable) when leaving the building premises. RFP 23-04 9 | P a g e C. Quality Assurance The Contractor shall provide a company work plan to assure the requirements of the Contract are met as specified. A draft of the plan shall be submitted for review prior to start of Contract. The plan shall be a system for identifying and correcting deficiencies in the quality of services before the level of performance becomes unacceptable and/or Ottawa County Facilities Department or Parks and Recreation point out the deficiencies. The plan shall include, but not limited to the following: a. Both routine and unanticipated inspections of services being performed. b. A checklist for use during the performance of the work. The checklist shall be signed and dated to indicate the time inspection was completed. It is not permissible for the person who performs the work to inspect and accept that work. c. An on-site file of all inspections conducted by the Contractor and the corrective action taken. This documentation shall be made available to the County, upon request. d. The County shall be sole judge of quality and required frequency of the services provided. D. Contractor Requirements Contractor shall require that its personnel adhere to County security, fire, and safety policies and procedures, as well as all Ottawa County properties being tobacco free as Contractors shall require that its personnel do not smoke on any of the sites. The Contractor/s primary responsibility is to protect County property at all times, and to use only such materials and treatments as will enhance the appearance of flooring, walls, paneling, etc. The Contractor shall not use any product that will damage surfaces. The Contractor shall be held responsible for repainting or replacing any and all property which is damaged by reason of the Contractor’s operation on the property to the satisfaction of the County. The Contractor shall designate and provide contact information (a single point of contact) for the person serving as the contract coordinator assigned to manage and communicate with the Ottawa County Facilities Maintenance Department and Parks and Recreation. Additionally, the Contractor shall provide an onsite contract from each of the cleaning services team that are performing the work and assigned to a specific facility. This assigned onsite contact shall be able to effectively communicate with a representative from the Ottawa County Facilities Maintenance Department or Parks and Recreation. Due to the sensitive type of work (case files, confidential legal matter, etc.) conducted at different areas at Ottawa County facilities, all of the Contractor’s RFP 23-04 10 | P a g e personnel providing services under this contract will be required to be cleared through the performance of a criminal background check by the Ottawa County Sheriff’s Office prior to any work being done. Background checks (as required by the Facility) are mandatory for all Contractor personnel at Contractor’s cost. Background check minimum requirement must involve a security check and process that is approved by and deemed satisfactory to the County to ensure, at a minimum, that no staff has felony or domestic violence or other bar-able offence(s) convictions. The Contractor must agree that all personnel, officers, or agents of the Contractor who shall provide services on site at the County must successfully pass fingerprinting searched. Security background checks shall be conducted for all personnel prior to starting work. Contractor agrees that because of the nature of the business conducted in the County Buildings, the County has the right to insist that any particular personnel, officer, or agent of the Contractor not be assigned to work in any said Site. County reserves the right to reject personnel placed on the premises by the Contractor. Contractor shall supply the Ottawa County Facilities Maintenance Department or Parks and Recreation a list of all personnel that will perform work at any of the County facilities. The list shall be kept current of all assigned personnel that will be performing work at any of the County facilities and provided to Ottawa County at any changes. Each of these personnel shall be adequately trained and have had criminal background checks. If the contractor uses personnel not on the list, the County may order that person(s) off the property and deduct the cost labor from the monthly invoice. Repeated use of personnel not on the current list may be grounds for termination of the contract. Cleaners shall be personnel of the Contractor; temporary are not acceptable. Identification badges shall be furnished by the Contractor and worn by all Contractor’s personnel while on County premises. The badge shall have the personnel’s picture, name, signature, and be visible when worn. Any interior doors that must be unlocked to gain access shall be kept locked during the performance of work. Should any other devices need to be unlocked, like an entry gate, those devices must be locked immediately upon entry or exit. At no time shall the Contractor allow any person into locked area or loan keys/access cards to another person. The Contractor shall establish and implement adequate methods of ensuring that all keys entrusted to them by the County are not lost or misplaced and are not used by unauthorized persons. Keys issued to the Contractor shall not be duplicated. The Contractor shall report the occurrence of a lost key or access card immediately to the Ottawa County Facilities or Parks and Recreation Representative. Access to RFP 23-04 11 | P a g e designated restricted areas is forbidden to Contractor’s personnel. Restricted areas will be as designated by the authorized County representative. Section 4: Proposal Selection and Award Process An Evaluation Committee(s) will be established by the County to review the proposals and to make recommendation for contract award(s). A Proposer may not contact any member of the Evaluation Committee except at the RFP Administrator’s direction. Purchasing will notify vendors of relevant steps and status throughout the evaluation process. Proposals will be evaluated based on the following criteria (of equal weight and in no particular order): • Experience and Qualifications • Project Staffing and Company Work Plan • Customer References • Proposal Response to Scope of Work Objectives • Proposed Pricing As part of the proposal evaluation process, the finalist vendor(s) may be invited to attend an in-person or virtual interview. The County reserves the right to interview any number of qualifying vendor(s) as part of the evaluation and section process. The County reserves the right to award a contract without an interview, as determined in the best interest of the County. The County of Ottawa reserves the right to select and subsequently recommend for award the proposal that best meets its required needs, quality levels, and budget constraints. The lowest priced response does not guarantee recommendation for contract award. The County reserves the right to award by item, group, or total proposal. The Respondent to whom the award is made will be notified at the earliest possible date. Tentative acceptance of the proposal, intent to recommend award of a contract and actual award of the contract will be provided to the representative(s) designated in the proposal response. RFP 23-04 12 | P a g e Section 5: Contract Terms, Period, Procedures and Use The County of Ottawa’s intent is to award a contract that will cover an initial period of three (3) years with two (2) separate 12-month term renewals, if in the best interest of both parties. This contract will not be enforced until both parties have agreed and signed as accepted. The Vendor must execute and perform said Agreement. The proposal, or any part thereof, submitted by the awarded vendor may be attached to and become part of the contract. Proposal pricing reflects a commitment to the terms indicated. As part of the contract negotiation process, the County reserves the right to delete or modify any task from the scope of services and reserves the right to modify the scope of services during the course of the contract. Any changes in pricing or payment terms proposed by the Vendor resulting from the requested changes are subject to acceptance by the County. In the event that a successful agreement cannot be executed, the County reserves the right to proceed with contract negotiations with the other responsive, qualified vendors to provide service as referenced under negotiation process. Contractors are not to start work until receipt of an Ottawa County Purchase Order, authorizing work to begin. The County’s obligation will commence only following the parties’ execution of the Contract and the County Board of Commissioners’ approval. Upon written notice to the Contractor, the County may set a different starting date for the Contract. The County will not be responsible for any work done or expense incurred by the Contractor or any subcontractor, even if such work was done or such expense was incurred in good faith, if it occurs prior to the Contract start date set by the County. This contract is for use only by the County, including departments, agencies, or courts of the County of Ottawa. RFP 23-04 13 | P a g e Section 6: RFP Terms and Conditions By submitting a response, vendors confirm that they have read and will comply with the solicitation and all specified RFP terms and conditions listed below. Cancellation of RFP: The County may, at its discretion and if in the best interest of the County, cancel any proposal or request for proposal or other solicitation in whole or in part. The RFP Administrator will notify vendors of any cancellation. Confidentiality: All responses in entirety, produced by the Proposer, that are submitted to the County will become property of the County and may be considered public information under applicable law. Michigan FOIA requires the disclosure, upon request, of all public records; therefore, confidentiality of information submitted in response to this RFP is not assured. Incurred Expenses: The County will not be responsible for any cost or expense incurred by the proposers preparing and submitting a proposal or cost associated with meetings and evaluations of proposals prior to the execution of an agreement. This includes any legal fees for work performed or representation by the proposer’s legal counsel during any and all phases of the RFP process, any appeal or administrative review process, and prior to County Board approval of a contract award. Independent Contractor: The awarded vendor will perform all work and services described herein as an independent contractor and not as an officer, agent, servant, or employee of Ottawa County. The vendor will have exclusive control of and the exclusive right to control the details of the services and work performed hereunder and all persons performing the same and will be solely responsible for the acts and omissions of its officers, agents, employees, contractors, and subcontractors, if any. No person performing any of the work or services described hereunder will be considered an officer, agent, servant, or employee of the County nor will any such person be entitled to any benefits available or granted to employees of the County. Laws: This RFP and subsequent contract will be governed by and construed in accordance with the laws of the State of Michigan and any service or product herein will so comply. All persons providing goods and/or services to Ottawa County will comply RFP 23-04 14 | P a g e with all applicable local, State and Federal laws, rules and regulations specifically including, but not limited to, State of Michigan Executive Orders. Ownership of Data: All information provided by the County and any reports, notes, and other data collected and utilized by the vendor, its assigned employees, and/or subcontractors, pursuant to any agreement resulting from this RFP, will become the property of the County as prepared, whether delivered to the County or not. Unless otherwise provided herein, all such data will be delivered to the County or its designee upon completion of any work performed or at such other times as the County or its designee may request. Proposal Acceptance, Rejection, and Withdrawal: The County also reserves the right to accept or reject any and all proposals submitted if in the best interest of the County. The County reserves the right to negotiate with the Proposer(s) within the scope of the RFP. The County further reserves the right to award the contract to more than one Contractor, if in the best interest of the County to provide adequate delivery, services, and/or product availability. The County may request and require clarification at any time during the procurement process and/or require correction of arithmetic or other apparent errors for the purpose of assuring a full and complete understanding of a proposal and/or to determine a proposer’s compliance with the requirements of the solicitation. The County reserves the right to waive minor irregularities in proposals. Minor irregularities are defined as those that have no adverse effect on the outcome of the selection process by giving a Vendor an advantage or benefit not afford to other Vendors. The County may waive any requirements that are not material. The County reserves the right to reject any or all proposals, or any part thereof; and to waive any minor defects in the proposals if this is to the advantage of the County. The County’s waiver of a minor defect will in no way modify the RFP document or excuse the vendor from full compliance with its specifications if the vendor is awarded the contract. The County reserves the right to let separate contracts on any aspect of the work. After the proposal deadline, proposals may not be withdrawn without the written consent of the County after submission deadline. Proposals must be firm and may not be withdrawn for a minimum period of 90 calendar days after the RFP deadline. Any fees proposed are considered firm and cannot be altered. RFP 23-04 15 | P a g e Retained Rights: The County reserves the right to use ideas presented in reply to this process notwithstanding selection and rejection of proposals and/or bids. The County reserves the right to make changes to and/or withdraw this request at any time. Subcontractors: Since the contract is made pursuant to the proposal submitted by the awarded vendor and in reliance upon the vendor’s qualification and responsibility, the vendor will not sublet or assign the contract, nor will any subcontractor commence performance of any part of the work included in the contract without the previous written consent by the County. Section 7: General Terms and Conditions By submitting a response, the Vendors confirm that they have read and will comply with all the general terms and conditions listed below. Conflict of Interest: By submission of a response, the Proposer agrees that at the time of submittal, they: (1) have no interest (including financial benefit, commission, finder’s fee, or any other remuneration) and will not acquire any interest, either direct or indirect, that would conflict in any manner or degree with the performance of Proposer’s services, or (2) will not benefit from an award resulting in a “Conflict of Interest.” Debarment and Suspension: The Contractor certified to the best of its knowledge and belief, that the corporation, LLC, partnership, or sole proprietor, and/or its’ principals, owners, officers, shareholders, key employees, directors and member partners: (1) are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any Federal department or agency; (2) have not within a three-year period preceding this form been convicted of or had a civil judgement rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State or local) transaction or contract under a public transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; (3) are not presently indicted for or otherwise criminally charged by a governmental entity (Federal, State or local) with commission of any of the offenses enumerated in (2) of this certification; and, (4) have not within a three-year period preceding this proposal had one or more public transactions (Federal, State or local) terminated for cause or default. RFP 23-04 16 | P a g e Default If Vendor defaults on the resulting contract, after the designated Cure Period, the County may do one or more of the following: (A) Exercise any remedy provided by law; (B) Terminate the resulting contract and any related contracts or portions thereof; (C) Impose liquidated and other damages; or (D) Suspend vendor from receiving future solicitations. Equal Employment and Opportunity: Every contract or purchase order issued by the County is entered into under provisions requiring the contract, subcontractor or vendor not to discriminate against any employee or applicant for employment because of his/her race, religion, sex, color, national origin, height, weight, familial status, or disability that is unrelated to the individual’s ability to perform the duties of a particular job or position. Contractors and their subcontractors, as required by law, will not discriminate against the employee or applicant for employment with the respect to hire, tenure, terms, conditions or privileges of employment, or a matter directly relating to employment, because of race, color, religion, national origin, familial status, age, sex, height, weight, or disability that is unrelated to the individual’s ability to perform the duties of a particular job or position. Breach of this covenant may be regarded as a material breach of the Contract. The Vendor will adhere to applicable Federal, State and local laws, ordinances, rules and regulations prohibiting discrimination. Force Majeure: Neither party to the resulting agreement will be held responsible for delay or default caused by fire, flood, civil disobedience, court order, labor dispute, acts of God and/or was which is beyond that party’s reasonable control. If either party is unable wholly or in part to carry out its obligations under any resulting agreement, then such party will give notice and full particulars of Force Majeure in writing to the other party within a reasonable time after occurrence of the event. Such non-performance will not constitute grounds for default. Insurance: Vendor will provide proof of the following coverages: worker’s compensation, employer’s liability, comprehensive general liability and if applicable, automobile, and professional malpractice. Coverage limits are to be statutory and if no statute is applicable, at least $1,000,000 per occurrence or claim and $2,000,000 aggregate. These limits may be provided in single layers or by combinations of primary and excess/umbrella policy layers. These coverages will protect the vendor, and County RFP 23-04 17 | P a g e and their employees, agents, representatives, invitees, and subcontractors against claims arising out of work performed or products provided. The County and its elected officials, officers, employees, agents, and volunteers are to be additional insureds and a thirty-day notice is required to the County in the event of coverage termination. Iran Linked Business: Pursuant to State of Michigan, Iran Economic Sanctions Act, 2012 P.A. 517, MCL 129.311 seq., the Contractor certifies, under civil penalty or false certification, that it is fully eligible to do so under law and that it is not an “Iran linked business.” Material Safety Data Sheets: All County purchases require a Material Safety Data Sheet (MSDS) where applicable in compliance with MIOSHA “Right to Know” Law. Vendor will forward all relevant Material Safety Data Sheets to the designated County Representative upon request. Payment Terms: Payment terms will be Net 30 unless otherwise mutually agreed upon by all parties. Right to Audit: The Vendor will maintain such financial records and other records as may be prescribed by Ottawa County or by applicable federal and state laws, rules, and regulations. The Vendor will retain these records for a minimum period of three years after final payment, or until they are audited by the County of Ottawa, whichever event occurs first. These records will be made available during the term of the contract and the subsequent three-year period for examination, transcription, and audit by Ottawa County, its designees or other authorized bodies. Safety: All Contractors and Subcontractors performing services for the County are required to and will comply with all Occupational Safety and Health Administration (OSHA), State and County Safety and Occupational Health Standards and any other applicable rules and regulations. Also, all Contractors and Subcontractors will be held responsible for the safety of their employees and any unsafe acts or conditions that may cause injury or damage to any persons or property within and around work site area under this Contract. RFP 23-04 18 | P a g e Tax Exempt Entity: The County is exempt from Federal Excise and State Sales Tax. Do not include such taxes in the proposal. The County will furnish the successful proposer with tax exemption certificate when requested. Warranty: Vendor warrants that the goods and/or services supplied will be good workmanship and material, free from defects, and if the intended use thereof is known to the seller, that they are suitable for the intended use. Awarded vendor will transfer all applicable manufacturer warranties to the County and agrees to coordinate all claims on the County’s behalf. RFP 23-04 Custodial Services EXHIBIT 1 – CLEANING SCHEDULE ENTRANCE LOBBY AND COMMON AREAS FREQUENCY ** Vacuum high traffic carpeted areas including walk off mats, inspect and spot vacuum as needed 5 X Week Vacuum carpeted areas including walk off mats from “wall edge to wall edge” to be done once a week (Areas for edge to edge vacuum can be scheduled on a rotating basis during week) 1 X WEEK Dust all horizontal surfaces; straighten media on tables 5 X Week Spot clean walls, doors, doorframes and kick plates 5 X Week Spot clean all interior glass 5 X Week Remove all trash to collection point and replace liners as needed 5 X Week Remove all shared recycling to collection point, bagged and sorted, and replace liners as needed 5 X Week Sweep and/or dust mop all hard surface flooring to remove loose debris 5 X Week Damp mop all hard surface flooring to remove soil and spills 5 X Week Wet wipe horizontal surfaces and waste receptacles as needed to remove spills 5 X Week Vacuum and inspect all upholstered furniture and spot clean as needed 5 X Week Thoroughly clean all door glass to remove fingerprints and smudges 5 X Week Clean, sanitize and polish all drinking fountains 5 X Week HALLWAYS AND CORRIDORS FREQUENCY ** Vacuum all carpeted areas, inspect and spot vacuum as needed 5 X Week Vacuum carpeted areas including walk off mats from “wall edge to wall edge” to be done once a week (Areas for edge to edge vacuum can be scheduled on a rotating basis during week) 1 X Week Dust, mop and/or sweep all hard surface flooring to remove loose debris 5 X Week Damp mop all hard surface flooring to remove soil and spills 5 X Week Remove trash to collection point, replace liners as needed 5 X Week Spot clean walls, doorframes, doors, kick plates and baseboards 5 X Week Dust and/or damp wipe horizontal surfaces as needed 5 X Week Clean, disinfect and polish all drinking fountains 5 X Week OFFICES, CONFERENCE ROOMS, MEETING ROOM AND MAIL ROOMS FREQUENCY ** Vacuum all carpeted areas, inspect and spot clean as needed 5 X Week Vacuum carpeted areas including walk off mats from “wall edge to wall edge” to be done once a week (Areas for edge to edge vacuum can be scheduled on a rotating basis during week) 1 X Week Dust, mop and/or sweep all hard surface flooring to remove loose debris 5 X Week Damp mop hard surface flooring to remove soil and spills 5 X Week Remove all trash to designated area, replace liners as needed 5 X Week Remove all shared recycling to collection point, bagged and sorted, and replace liners as needed 5 X Week Dust and/or damp wipe horizontal surfaces as needed 5 X Week Clean, disinfect and polish all drinking fountains 5 X Week Spot clean all interior glass to remove fingerprints and smudges 5 X Week Vacuum all upholstered furniture, inspect and spot clean as needed 5 X Week Spot clean walls, doorframes and kick plates 5 X Week Restock paper supplies 5 X Week RFP 23-04 Custodial Services EXHIBIT 1 – CLEANING SCHEDULE, continued STAIRWAYS, LANDINGS AND ELEVATORS FREQUENCY ** Dust, mop and/or sweep all hard surface flooring to remove loose debris 5 X Week Damp mop hard surface flooring to remove soil and spills 5 X Week Vacuum all high traffic carpeted areas, inspect and spot clean as needed 5 X Week Dust all vertical and horizontal surfaces and handrails 5 X Week Dust and/or damp wipe horizontal surfaces as needed 5 X Week Thoroughly clean and polish all stainless steel to remove fingerprints and smudges 5 X Week Vacuum door track to remove loose debris 5 X Week RESTROOMS, LOCKER ROOMS AND SHOWERS FREQUENCY ** Clean, disinfect and polish all dispensers and fixtures 5 X Week Clean and disinfect all showers, basins, counters, toilets and urinals, inside and out 5 X Week Spot clean and disinfect walls, partitions, doors and doorframes, baseboards, kick plates and light switches 5 X Week Dust, mop and/or sweep hard surface flooring to remove loose debris 5 X Week Damp mop hard surface flooring with a disinfectant and rinse 5 X Week Clean and polish all chrome, stainless and bright work 5 X Week Stock all towels, tissue and hand soap 5 X Week Remove all trash/recycling to collection point, bagged and sorted, and replace liners as needed 5 X Week Damp wipe all horizontal surfaces with a disinfectant 5 X Week Vacuum and spot clean any carpeted areas or runners 5 X Week BREAKROOMS, LUNCH ROOMS, LOUNGES AND CAFETERIAS FREQUENCY ** Dust, mop and/or sweep all hard surface flooring to remove loose debris 5 X Week Damp mop hard surface flooring to remove soil and spills 5 X Week Vacuum all high traffic carpeted areas, inspect and spot clean as needed 5 X Week Wipe down all counters and tables with disinfectant 5 X Week Clean, disinfect and polish sinks and back splash areas 5 X Week Wipe down exterior of appliances and/or vending machines 5 X Week Clean interior and exterior of microwave ovens 5 X Week Clean exterior of refrigerators 5 X Week Dust all accessible horizontal surfaces 5 X Week Remove all trash/recycling to collection point, bagged and sorted and replace liners as needed 5 X Week Spot clean walls, doors, doorframes and kick plates 5 X Week Restock paper supplies 5 X Week Clean and disinfect showers 5 X Week RFP 23-04 Custodial Services EXHIBIT 1 – CLEANING SCHEDULE, continued EXERCISE ROOMS FREQUENCY ** Clean and disinfect all commonly touched areas of equipment found in these room 5 X Week Dust, mop and/or sweep hard surface flooring to remove loose debris 5 X Week Damp mop hard surface flooring with a disinfectant and rinse 5 X Week Clean and disinfect all rubber flooring with a disinfectant and rinse 5 X Week Stock all towels, tissue and hand soap 5 X Week Remove all trash/ recycling to collection point and replace liners as needed 5 X Week Damp wipe all horizontal surfaces with a disinfectant 5 X Week Vacuum and spot clean any carpeted areas or runners 5 X Week Clean, sanitize and polish all drinking fountains 5 X Week WEEKLY CLEANING SCHEDULE All Areas FREQUENCY Thoroughly clean all entrance glass 1 X Week Dust all accessible high and low surfaces not reached in previous schedule 1 X Week Clean all horizontal surfaces i.e., window ledges, stair handrails 1 X Week MONTHLY CLEANING SCHEDULE All Areas FREQUENCY Vacuum all accessible air vents to remove build up 1 X Month ** Frequency dependent on number of days a week cleaning services occur per facility. Please reference pricing proposal form for additional information.