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Home My WebLink About20112265 AGREEMENT FOR JANITORIAL SERVICES (WELD COUNTY SOUTH BUILDINGS) THIS AGREEMENT is made this 2G day of 5cpytbwbeC 2011, by and between the County of Weld, State of Colorado, by and through the Board of County Commissioners of Weld County, whose address is 915 10`1i Street, Greeley, Colorado, 80631 ("County"), and Porter Industries, Inc., whose address is 5202 Granite Street, Loveland, Colorado 80538 ("Contractor"). WITENSSETH: WHEREAS, County desires to retain Contractor as an independent contractor to perform the janitorial services as more particularly set forth herein; and WHEREAS, Contractor has the time available to timely perform the janitorial services, and is willing to perform such services according to the terms of this Agreement. NOW, THEREFORE, in consideration of the mutual promises and covenants contained herein, the parties hereto agree as follows: 1. Engagement of Contractor. County hereby retains Contractor, and Contractor hereby accepts engagement by County upon the terms and conditions set forth in this Agreement. 2. Term. The term of this Agreement shall be from October 1, 2011, through and until September 30, 2012; however, this Agreement shall renew automatically for three(3) additional one(1) year terms thereafter, unless sooner termination is made as provided for in paragraph 11, below. 3. Services to be Performed. Contractor agrees to perform the janitorial services ("Services") listed or referred to in the Scope of Services and Service Provider Responsibilities sections, on pages 8 through 16 of the bid document REQUEST NO. B1100115, dated July 26, 2011, for "CUSTODIAL SERVICES-SWW, SEW, AND CARBON VALLEY BUILDINGS -- BUILDINGS &GROUNDS DEPARTMENT,"which is attached hereto as Exhibit"A," and incorporated herein. The Services shall be performed in those buildings listed on pages 7-13 of Exhibit A. This Agreement includes and incorporates herein all of the answers and information which Contractor submitted for REQUEST NO. B1100115 by cover letter dated August 11, 2011, all of which is on file at the Weld County Purchasing Department, 915 10°i Street, Greeley, CO 80634. Contractor specifically, and without limitation, agrees to comply with the requirements set forth in Items B. and C. on page 11 of Exhibit A. 4. Compensation. County agrees to pay Contractor for all of the Services performed at the rate of$3,525.70 per month, which shall include all supplies and materials ("consumables") as listed under Item A. on page 10 of Exhibit A being supplied by Contractor. No additional amounts shall be paid to Contractor, except as agreed to in accordance with the provisions set forth in paragraph 5, below. IOnig4o Ti)bt 10/31ll 1 et : bti-e4 Con5en-1- /gyn.olCR 10 -ll 7all-72_61 Iii- 3-r 1 5 61 °' 3 5. Additional Work Beyond That Stated in Exhibit A. In the event the County shall require changes in the scope, character, or complexity of the work to be performed that goes beyond what is described in Exhibit A, or requires a change in the standards or obligations set forth in Exhibit A, and said changes cause an increase or decrease in the time required or the costs to the Contractor for performance, an equitable adjustment in fees and completion time may be negotiated between the parties and this Agreement shall be modified accordingly by a supplemental Agreement. Any claims by the Contractor for adjustment hereunder must be made in writing prior to performance of any work covered in the anticipated supplemental Agreement. Any change in work made without such prior supplemental Agreement shall be deemed covered in the compensation and time provisions of this Agreement. 6. Independent Contractor. Contractor agrees that Contractor is an independent contractor and that neither Contractor nor Contractor's agents or employees are, or shall be deemed to be, agents or employees of the County for any purpose. Contractor shall have no authorization, express or implied, to bind the County to any agreement, liability, or understanding. The parties agree that Contractor will not become an employee of County, nor is Contractor entitled to any employee benefits from County as a result of the execution of this Agreement. 7. Warranty. Contractor warrants that services performed under this Agreement will be performed in a manner consistent with the professional standards governing such services and the provisions of this Agreement and shall conform to the performance standards and requirements set forth in Exhibit A. 8. Reports County Property. All reports, test results and all other tangible materials produced in connection with the performance of this Agreement, whether or not such materials are in completed form, shall at all times be considered the property of the County. Contractor shall not make use of such material for purposes other than in connection with this Agreement without prior written approval of County. 9. Acceptance not Waiver. Upon completion of the work and if applicable, Contractor shall submit to County originals of any test results, reports, etc., generated during completion of this work. Acceptance by County of reports and incidental material furnished under this Agreement shall not in any way relieve Contractor of responsibility for the quality and accuracy of the work. Acceptance by the County of, or payment for, any of the Services performed under this Agreement shall not be construed as a waiver of any of the County's rights under this Agreement or under the law generally. 10. Insurance and Indemnification. Contractor shall defend and indemnify County, its officers and agents, from and against loss or liability arising from Contractor's acts, errors or omissions in seeking to perform it's obligations under this Agreement. Contractor shall provide necessary workers' compensation insurance at Contractor's own cost and expense. Contractor shall include the County, its officers and agents, as additional named insureds on a property, casualty, and liability insurance policy, at a minimum of$600,000 coverage limit per occurrence, $150,000 per person. 2 1 1. Termination. Either party may terminate this Agreement at any time by providing the other party with a thirty (30) day written notice thereof. Furthermore, this Agreement may be terminated immediately at any time without notice upon a material breach of the terms of the Agreement. In the event of an early termination, Contractor shall be paid for work performed up to the time of notice and County shall be entitled the use of all material generated pursuant to this Agreement. 12. Non-Assignment. Contractor may not assign or transfer this Agreement, any interest therein or claim thereunder, without the prior written approval of County. 13. Access to Records. County shall have access to Contractor's financial records as they relate to this Agreement for purposes of audit. Such records shall be complete and available for audit ninety(90) days after final payment hereunder and shall be retained and available for audit purposes for at least five years after final payment hereunder. 14. Time of Essence. Time is of the essence in each and all of the provisions of this Agreement. 15. Interruptions. Neither party to this Agreement shall be liable to the other for delays in delivery or failure to deliver or otherwise to perform any obligation under this Agreement, where such failure is due to any cause beyond its reasonable control, including but not limited to Acts of God, fires, strikes, war, flood, earthquakes or Governmental actions. 16. Notices. Any notice required to be given under this Agreement shall be in writing and shall be mailed or delivered to the other party at that party's address as stated above. 17. Compliance. This Agreement and the provision of services hereunder shall be subject to the laws of Colorado and be in accordance with the policies, procedures, and practices of County. 18. Non-Exclusive Agreement. This Agreement is nonexclusive and County may engage or use other contractors or persons to perform services of the same or similar nature. 19. Certification. Contractor certifies that Contractor is not an illegal immigrant, and further, Contractor represents, warrants, and agrees that it has verified that Contractor does not employ any illegal aliens. If it is discovered that Contractor is an illegal immigrant, employs illegal aliens or subcontracts with illegal aliens, County can terminate this Agreement and Contractor may be held liable for damages. 20. Entire Agreement/Modifications. This Agreement contains the entire agreement between the parties with respect to the subject matter contained in this Agreement. This instrument supersedes all prior negotiation, representation, and understanding or agreements with respect to the subject matter contained in this Agreement. This Agreement may be changed or supplemented only by a written instrument signed by both parties. 3 21. Funding Contingency. No portion of this Agreement shall be deemed to create an obligation on the part of County to expend funds not otherwise appropriated or budgeted for. 22. No Conflict. No employee of Contractor nor any member of Contractor's family shall serve on a County Board, committee or hold any such position which either by rule, practice or action nominates, recommends, supervises Contractor's operations, or authorizes funding to Contractor. 23. Severability. If any term or condition of this Agreement shall be held to be invalid, illegal, or unenforceable, this Agreement shall be construed and enforced without such provision, to the extent that this Agreement is then capable of execution within the original intent of the parties. 24. Governmental Immunity. No portion of this Agreement shall be deemed to constitute a waiver of any immunities the parties or their officers or employees may possess. 25. No Third Party Beneficiary. It is expressly understood and agreed that the enforcement of the terms and conditions of this Agreement, and all rights of action relating to such enforcement, shall be strictly reserved to the undersigned parties and nothing in this Agreement shall give or allow any claim or right of action whatsoever by any other person not included in this Agreement. It is the express intention of the undersigned parties that any entity other than the undersigned parties receiving services or benefits under this Agreement shall be an incidental beneficiary only. IN WITNESS WHEREOF, the parties have executed this Agreement as of the date and year written above. CONTRACTOR: PORTER INDUSTRIES, I C. RI By: Artce �.r%skjrv�i 1.1.4%1.1.4% Title: —! rtl`1 'Q er ll rEo `npI �, Date: ,/C!✓ rrs(!'d' 1 �� ,,70/7 f 4/ COUNTY: 4/ .. 't 5C:' : BOARD OF COUNTY COMMISSIONERS ,461/4 . vedIT Count Clerk to the Board WELD COUNTY, COLORADO By:/�s��q iku BY �7� i!' u l// Deputy Cl rk to the Board Barbara Kirkm er, Chair CD' 0 3 2011 4 o?G//-aAb5 EXHIBIT "A" REQUEST NO B11100115 ****************** BOARD OF COUNTY COMMISSIONERS OF THE COUNTY OF WELD, STATE OF COLORADO, BY AND THROUGH ITS DIRECTOR OF FINANCE & ADMINISTRATION DATE: July 26th, 2011 THIS DOCUMENT CONTAINS GENERAL INFORMATION FOR THE PURCHASING PROCESS OF WELD COUNTY GOVERNMENT. ALL ITEMS MAY NOT BE APPLICABLE. ACTUAL BID SPECIFICATIONS WILL BE FOUND FOLLOWING PAGE 5. I. NOTICE TO BIDDERS A. The Board of County Commissioners of the County of Weld, State of Colorado, by and through its Director of Finance & Administration, wishes to purchase the following: CUSTODIAL SERVICES - SWW, SEW& CARBON VALLEY BLDGS BUILDINGS & GROUNDS DEPT B. Bids for the above stated merchandise, equipment, and/or services will be received at the office of the Weld County Purchasing Department, 3r° Floor, 915 10th Street, Greeley, Colorado, 80631 until: THURSDAY, AUGUST 18TH, 2011 (a) 10:00 AM (WELD COUNTY PURCHASING TIME CLOCK2. BE ADVISED THAT PURCHASING WILL BE MOVING TO THEIR NEW BLDG LOCATED AT 1150 "O" STREET, GREELEY CO ON AUGUST 5 - 8'", 2011. THE PHONE NUMBERS WILL STAY THE SAME. SEE THE PURCHASING'S WEBSITE FOR MORE DETAILS. II. INVITATION TO BID A. The Board of County Commissioners of the County of Weld, State of Colorado, by and through its Director of Finance & Administration, requests bids for the purchase of the above- listed merchandise, equipment, and/or services. B. Said merchandise and/or equipment shall be delivered to: to be specified. C. Bids shall include any and all charges for freight, delivery, containers, packaging, less all taxes and discounts, and shall, in every way, be the total net price which the bidder will expect the Board of County Commissioners of Weld County to pay if awarded the bid. D. Bids may be mailed, faxed, or emailed. If mailed, bids should be in put in a sealed envelope that has the bid number and title of the bid typed or printed in plain sight. One original and one copy of the Bid must be submitted at the time of the bid opening. One complete bid document, which will be the only official copy of the bid, shall be filed at the purchasing department. After certification of the bid, by purchasing, the other copy will be sent to the applicable department(s) for review. The mailing address is: Weld County Purchasing, 915 10th Street, Room #334, Greeley CO 80631. Bids may be faxed to 970-336- 7226 attention purchasing; and the vendor must include the following statement on the facsimile, "I hereby waive my right to a sealed bid". Bids may be emailed to: mwalters(a)co.weld.co.us or reverettco.weld.co.us. We will send you an email confirmation when we receive your bid/proposal. Bid information and bid tabulations can be found at www.co.weld.co.us listed under the Purchasing Department. (Please check website for any new information/addenda before submitting your bid.) 1 Page 2 III. INSTRUCTIONS TO BIDDERS A. Bids shall be typewritten or written in ink on forms prepared by the Weld County Purchasing Department. Each bid must give the full business address of bidder and be signed by him with his usual signature. Bids by partnerships must furnish the full names of all partners and must be signed with the partnership name by one of the members of the partnership or by an authorized representative, followed by the signature and title of the person signing. Bids by corporations must be signed with the legal name of the corporation, followed by the name of the state of the incorporation and by the signature and title of the president, secretary, or other person authorized to bind it in the matter. The name of each person signing shall also be typed or printed below the signature. A bid by a person who affixes to his signature the word "president," "secretary," "agent," or other title without disclosing his principal, may be held to be the bid of the individual signing. When requested by the Weld County Director of Finance & Administration, satisfactory evidence of the authority of the officer signing in behalf of a corporation shall be furnished. All corrections or erasures shall be initialed by the person signing the bid. All bidders shall agree to comply with all of the conditions, requirements, specifications, and/or instructions of this bid as stated or implied herein. All designations and prices shall be fully and clearly set forth. All blank spaces in the bid forms shall be suitably filled in. B. Bids may be withdrawn upon written request to the Weld County Director of Finance & Administration received from bidders prior to the time fixed for opening. Negligence on the part of bidder in preparing the bid confers no right for the withdrawal of the bid after it has been opened. C. Bidders are expected to examine the conditions, specifications, and all instructions contained herein. Failure to do so will be at the bidder's risk. D. Bidders shall not stipulate in their proposals any conditions not contained in the instructions and specifications herein unless specifically requested by the special instructions attached hereto. Any proposal which fails to comply with the letter of the instructions and specifications herein may be rejected. E. Late or unsigned bids shall not be accepted or considered. It is the responsibility of the bidder to ensure that the bid arrives in the Weld County Purchasing Department on or prior to the time indicated in Section I., entitled "Notice to Bidders." F. When approximate quantities are stated, Weld County reserves the right to increase or decrease quantity as best fits its needs. G. Whenever requested, samples or descriptive matter shall be filed prior to the opening of bids. H. Any item supplied to Weld County shall be new and of the manufacturer's current model unless otherwise specified. In accordance with Section 14-9(3) of the Weld County Home Rule Charter, the Board of County Commissioners of Weld County will give preference to resident Weld County bidders in all cases where said bids are competitive in price and quality. It is also understood that the Board of County Commissioners of Weld County will give preference to suppliers from the State of Colorado, in accordance with Section 30-11-110, CRS, when it is accepting bids for the purchase of any books, stationery, records, printing, lithographing or other supplies for any officer of Weld County. 2 Page 3 J. All discounts shall be figured from the date of delivery and acceptance of the articles, or in the case of an incorrect invoice, from the date of receipt of corrected invoice, if this be subsequent to delivery and acceptance. K. Substitutions or modifications to any of the terms, conditions, or specifications of this bid package which are made by Weld County, Colorado, after the bids have been distributed to prospective bidders, and prior to the date and time of bid opening, will be made in writing and signed by Weld County's Director of Finance & Administration. No employee of Weld County, Colorado, is authorized in any way to modify any of the terms, conditions, or specifications of this bid without written approval of said Director of Administrative Services. This is not to imply that bids will not be accepted or considered with specifications which are different from those herein. Any item which does not meet all the terms, conditions, or specifications of this bid, must be clearly indicated on a separate sheet of paper, attached to the bid specification and proposal sheets and returned with the bid. L. The successful bidder shall indemnify and hold harmless Weld County, Colorado, against all claims for royalties, for patents or suit for infringement thereon, which may be involved in the manufacture or use of the material to be furnished. M. Contractor certifies that it shall comply with the provisions of Colorado Revised Statutes (C.R.S.) 8-17.5-101, et seq. Contractor shall not knowingly employ or contract with an illegal alien to perform work under this Contract or enter into a contract with a subcontractor that fails to certify to Contractor that the subcontractor shall not knowingly employ or contract with an illegal alien to perform work under this Contract. Contractor represents, warrants, and agrees that it (a) has verified that it does not employ any illegal aliens, through participation in the Basic Pilot Employment Verification Program administered by the Social Security Administration and Department of Homeland Security, and (b) otherwise will comply with the requirements of C.R.S. 8-17.5-102(2)(b). Contractor shall comply with all reasonable requests made in the course of an investigation under C.R.S. 8-17.5-102 by the Colorado Department of Labor and Employment. If Contractor fails to comply with any requirement of this provision or C.R.S. 8-17.5-101, et seq., Weld County may terminate this Contract for breach and Contractor shall be liable for actual and consequential damages to Contractor. Except where exempted by federal law and except as provided in C.R.S. 24-76.5-103(3), if Contractor receives federal or state funds under this Contract, Contractor must confirm that any individual natural person eighteen (18) years of age or older is lawfully present in the United States pursuant to C.R.S. 24-76.5-103(4) if such individual applies for public benefits provided under this Contract. If Contractor operates as a sole proprietor, it hereby swears or affirms under penalty of perjury that it (a) is a citizen of the United States or is otherwise lawfully present in the United States pursuant to federal law, (b) shall produce one of the forms of identification required by C.R.S. 24-76.5-101, et seq., and (c) shall produce one of the forms of identification required by C.R.S. 24-76.5-103 prior to the effective date of this Contract. N. All goods shall remain the property of the seller until delivered to and accepted by Weld County, Colorado. O. Bids received prior to the time of opening will be kept unopened in a secure place. No responsibility will attach to the Weld County Director of Finance & Administration for the premature opening of a bid not properly addressed and identified. 3 Page 4 P. In submitting the bid, the bidder agrees that the acceptance of any and all bids by the Board of County Commissioners of Weld County within a reasonable time or period constitutes a contract. The Board of County Commissioners of Weld County, Colorado, reserves the right to reject any and all bids, to waive any informality in the bids, and to accept the bid that, in the opinion of the Board, is to the best interests of the Board and of the County of Weld, State of Colorado. Q. No delivery shall become due or be accepted unless a purchase order shall first have been issued by the Weld County Director of Finance & Administration. It is understood that it is necessary for all invoices to be made out to Weld County, Colorado, not to the Department securing the merchandise. All invoices should be sent to: Weld County, Accounting Department, P O Box 758, Greeley, Colorado 80632. R. These instructions, the proposal forms, and specifications have been developed with the hope of raising the standard of purchasing negotiations to a level wherein all transactions will be mutually satisfactory. Your cooperation is invited. IV. DEFINITIONS A. "Standard": When the word "standard" is used in the specification to describe an item of equipment or in assembly, it shall be construed to mean that item or assembly so described shall be the latest regular product of the manufacturer thereof, identified by a model or other designation, without the modification or omission of any of its usual parts or the substitution of others therefore, except as hereafter specified, details, capacities and ratings, conforming in every respect to the said manufacturer's catalog or other printed matter describing the item or assembly. Standard subassemblies, accessories, fittings, and finishes shall be construed to be those which are regularly furnished as part of the principle unit or assembly and included in the selling price thereof. B. "Reputable Manufacturer": A manufacturer who has been engaged in the business of fabricating the equipment specified for a reasonable period of time prior to the date set for opening of bids and who can demonstrate to the satisfaction of Weld County that said manufacturer has successfully installed equipment of the type proposed to be furnished in at least three (3) instances and the performance of such equipment has been satisfactory. Manufacturers having been engaged in the business of manufacturing said equipment for a period of one (1) year prior to the date affixed for opening bids shall, prima facie, be deemed to have been engaged in such business a reasonable length of time. C. "Or Equal": The specific equipment mentioned shall be understood as indicating the type, function, minimum standard of design, efficiency, and quality desired and shall not be construed in such a manner as to exclude manufacturer's equipment of comparable quality, design, and efficiency. V. GENERAL SPECIFICATIONS, CONDITIONS AND INFORMATION A. Design: Any equipment to be purchased shall be the manufacturer's latest model of production. Said equipment shall be of superior quality and suitable to the use for which it is intended. The technical design shall be in line with the best practice in the industry and the materials and workmanship entering into the construction shall be of the kinds and qualities which will ensure long life, dependability, and low cost of maintaining and repairing. 4 Page 5 B. Pre-delivery Service: Office equipment is to be delivered, as directed, unpacked, assembled, cleaned and adjusted for immediate use at a location designated by the Weld County Director of Finance & Administration. Motor vehicles and other items of equipment shall be ready for immediate use at the time of delivery to a designated location. The equipment shall be clean and all instruments properly adjusted. The inflation of tires must be checked, lubrication completed, the crank case checked for proper oil level, and any other servicing normally provided by dealers shall be performed. Operating and maintenance manuals shall be provided at the time of delivery. Parts and price lists shall be included when special equipment is purchased or when requested by Weld County. C. Acknowledgment and Delivery Schedule of Initial Order: Time is of the essence. A delivery schedule of not more than calendar days after receipt of the order shall be deemed reasonable and serve the best interests of Weld County, Colorado. Proposals exceeding this schedule may be rejected. Delivery will be made on or before , 19 . The successful bidder shall acknowledge the receipt of the order and certify delivery as scheduled. D. Warranty: The successful bidder shall warrant that: 1. The goods to be supplied pursuant to this bid are fit and sufficient for the purpose intended; 2. The goods are merchantable, of good quality, and free from defects, whether patent or latent, in material or workmanship; and 3. The goods sold to Weld County, Colorado pursuant to this bid conform to the minimum Weld County specifications as established herein. The successful bidder shall further warrant that he has title to the goods supplied and that the goods are free and clear of all liens, encumbrances, and security interests. All warranties made by the successful bidder, together with service warranties' and guarantees shall run to Weld County and its successors and assigns. E. Service Calls in the First One Year Period: The successful bidder shall bear all costs for mileage, travel time, and service trucks used in the servicing (including repairs) of any of the goods to be purchased by Weld County, Colorado, pursuant to this bid for as many service calls as are necessary for the first one (1) year period after said goods are first supplied to Weld County. F. General Information: Bidder shall submit with their bids the following information pertaining to the equipment upon which the bids are submitted: 1. Detailed equipment specifications to include the warranty. 2. Descriptive literature. 5 BID REQUEST NO #B1100115 Page 6 Monica Mika Director of Finance&Administration 1150 "O" Street (NEW ADDRESS) P.O. Box 758 Greeley, CO 80632 Dear Monica: The undersigned, having become familiar with the specifications for a CUSTODIAL SERVICES FOR THE SEW, SWW AND CARBON VALLEY COUNTY BLDGS, hereby proposes to sell and deliver to Weld County as set forth in the following schedule: This bid is to perform custodial services for the South County buildings. The Southwest Service Center is located at 4209 WCR 24 '%, Longmont, CO. The Southeast Service Center is located at 2950 9th Street, Fort Lupton, CO. The former Carbon Valley Library Building is located at 320 Maple Street, Frederick, CO. The bid is for a (1) one year contract which can be renewed annually up to (3) three additional years at the County's discretion. Please provide the monthly total for all custodial services and supplies. SOUTHWEST SERVICE CENTER (PER MONTH) $ 1,264. SOUTHEAST SERVICE CENTER (PER MONTH) $ 1,788. 65. CARBON VALLEY (PER MONTH) $ I certify that the above quotation is exclusive of any federal excise taxes and all other state and local taxes. I further certify that the items offered for intended use by Weld County will meet all the specifications it has so indicated in this bid form. The Board of Weld County Commissioners reserves the right to reject any or all bids, to waive any informality in the bids, and to accept the bid that, in the opinion of the Board, is to the best interests of the Board and of the County of Weld, State of Colorado. The Board of Weld County Commissioners shall give preference to resident Weld County bidders in all cases where the bids are competitive in price and quality. f' FIRM Porter Industries. Inc. BY 5i'Gu4 }7tvt4 [/�rr(F544 (please print) p,u. ,)1ew/ BUSINESS ADDRESS 5202 Granite St. DATE 8-18-2011 CITY, STATE, ZIP CODE Loveland, CO 80538 TELEPHONE NO (970) 667-523 FAX NO (970) 635-2566 TAX ID# 84-0646652 Lc�' G (include a W-9 w/bid) SIGNATURE 1/F��'L�'`" EMAIL steve.h@porterclean.com Pnes it WELD COUNTY IS EXEMPT FROM COLORADO SALES TAXES. THE TAX EXEMPT CERTIFICATE NUMBER IS #98-03551-0000. 6 BID REQUEST NO #B1100115 Page 7 A mandatory pre-bid conference will be held on Tuesday, August 2, 2011 at 8:00 AM, at the Weld County Southwest Service Center located at 4209 WCR 24 %, Longmont, CO. A walk through of all three buildings will be offered. Scope of Services QUALITY EXPECTATIONS The Service provider will ensure that the facilities, fixtures, floor surfaces, and furnishings of Weld County Government shall be continually maintained in a state of high quality cleanliness. CLEANLINESS SPECIFICATIONS CLEANLINESS QUALITY MEANS: like new appearance ... or all of the following: *The absence of litter or undesirable debris *The absence of dust on any surface that is dustable *The complete, comprehensive and thorough cleaning of any item, including corners, inside, outside, top and bottom, under and over all surfaces. *The absence of surface marks, spills or other residue that can be eliminated by damp or wet cleaning *The absence of soil, wax and or other build up which can be eliminated by heavy duty, cycle or project cleaning *The presence of surface gloss, protection of reflective capacity, Alike new@ or designated gloss levels *The absence of minor spots, marks or other soil that can be eliminated by spot cleaning *The absence of dust, lint and other in-fiber accumulation in fabric and carpeted areas that can be eliminated by vacuum cleaning using vacuum filter bags with a filtering capacity of a minimum 95% efficiency to 1.0 micron particles *The absence of germs, bacteria, fungus, molds and other sources of infection in restrooms, clinics, kitchen, break area counter tops and eating surfaces through proper use of disinfectants and sanitizers *The responsibility to call (970) 336-7211 or fax (970) 336-7212, Weld County Buildings and Grounds Department to report or leave work requests to eliminate or correct problems with damaged, non- functioning, repair or replacement items which cannot be corrected through appropriate cleaning. CUSTOMER STATIFACTION The service provider shall manage the resources at its disposal in such a way as to improve Customer Satisfaction and reduce and control the number of cleaning complaints, based on the concept of continuous improvement. A goal of less than 10 complaints per month must be achieved within the first 12 months of the agreement. DAILY ROUTINE TASKS Training Rooms: 1. Police areas, empty waste containers, replace liners if needed. 2. Clean/dust sills and other surfaces. Such as tables, lecterns, etc. 3. Dust mop floors to remove all dirt, dust and debris, wet mop all spills. Vacuum all traffic patterns. 4. Rearrange all furniture/desks in a neat orderly fashion. 5. Spot clean carpet stains. 7 BID REQUEST NO #B1100115 Page 8 Offices: 1. Empty trash and check or replace waste liners as necessary. 2. Dust mop resilient floor, vacuum traffic patterns, spot carpet and damp mop spills on hard surface floors. 3. Wipe any spills on horizontal surfaces. (DO NOT TOUCH EQUIPMENT OR COMPUTERS) 4. Spot clean carpet stains. 5. Clean/dust sills and other surfaces. Such as tables, lecterns, etc 6. Clean all door glass to offices. They are to remain clear of finger prints. Laboratories: 1. Empty waste containers, replace with clean liners. 2. Dust mop floor, wet mop spills. 3. DO NOT CLEAN COUNTER TOPS OR WORK BENCHES, EXCEPT UPON REQUEST. Restrooms: 1. Empty trash and replace liners. 2. Clean and disinfect sinks, toilets, and urinals. 3. Spot clean partitions/remove graffiti. 4. Disinfect all horizontal surfaces. 5. Clean mirrors and doors and spot clean wall surfaces. 6. Replenish all paper products, including sanitary items 7. Sweep floor, mop with a germicidal disinfectant. 8. Vacuum any carpeted lounge areas Corridors: 1. Empty waste containers and replace liners as necessary. 2. Dust mop all hard surfaces floors. 3. Vacuum any walk-off mats. 4. Spot mop all hard surfaces. 5. Vacuum all carpeted corridors. • 6. Spot clean carpet stains. 7. Clean and disinfectant all water fountains 8. Clean elevators Conference Room/Lounges: 1. Empty waste containers and replace liners as necessary. 2. Dust and damp wipe all horizontal surfaces 3. Dust mop all hard surfaces floors. 4. Vacuum all carpeted, spot clean any stains. 5. Spot clean doors. 8 BID REQUEST NO #B1100115 Page 9 Kitchen/Vending Areas: 1. Empty waste containers and replace liners 2. Spot clean all walls and doors 3. Wash all table tops and horizontal surfaces. 4. Sweep floor/vacuum carpet. 5. Wet mop all hard surface floors. 6. Restock consumable products to assure adequate supplies are available for the next entire business day. Entrance areas 1. Clean all entrance areas outside the building up to 10 feet from the entry doors. 2. Clean all entry door glass free from finger prints nightly, from top to bottom once a week. 3. Empty all trash from outside trash containers 4. This includes the small windows on doors going into and out of departments. 5. Vacuum walk off mats Custodial Closets: 1. Restock cart, store supplies neatly. 2. Clean all equipment. 3. Clean slop sinks. 4. Sweep and Mop floors WEEKLY ROUTINE TASKS 1. Wet mop all hard surface floors 100% edge to edge 2. Vacuum all carpet 100% edge to edge 3. Low dust under vents, desks, tables, etc. 4. High dust corners, shelving, vents, etc. 5. Wet mop hard surface floors in corridors; buff using a high speed machine and a white pad. 6. Spot clean walls and doors with neutral cleaner. Paying close attention to light switches 7. Spot clean all glass in doors, trophy cases, bulletin boards, etc. 8. Flush floor drains once per week 9. Disinfect all partitions in restrooms with a germicidal cleaner 10. Wet mop all stairs and landings. MONTHLY ROUTINE TASKS 1. Wash all walls, including stalls in restrooms using a germicidal cleaner. 2. Machine scrub all restroom floors using a germicidal cleaner. 3. Dust window blinds and window ledges. 4. Mop all chair mats 5. Detail vacuum all hard to reach areas 6. Dust all hard to reach areas 7. High dust, remove cobwebs. 9 BID REQUEST NO #B1100115 Page 10 Clean public areas daily; restrooms, lobbies, kitchens, elevators, offices to include removing all trash, cleaning and disinfecting restrooms, wet mopping hard surface floors and vacuuming suites. Clean showers, stairwells, lobby floors, vents, baseboards, vending machines weekly; to include scrubbing and disinfecting shower walls curtains and rods, damp wiping vents, also buff all hard surface floors bimonthly. SPECIFICATIONS FOR THE HEALTH DEPARTMENT CLINIC ROOMS Daily 1. All surfaces with a germicidal disinfectant cleaner. 2. Remove all trash can liners daily 3. Do not do anything with Bio-Hazard containers or liners. 4. Clean all Trash containers inside and out. 5. Disinfect all dispensers 6. Sweep and mop floors 7. Clean out sink Monthly 1. Sanitize/disinfect walls, vents. 2. Clean blinds 3. Clean corners and baseboards 4. Clean all furniture SERVICE PROVIDER RESPONSIBILITIES A. Supplies and Materials 1. Restroom Supplies All restroom supplies shall be furnished by the Service Provider. This cost should be included in the contract cost. Paper towels, toilet tissue, soap and trash liners, etc., will be issued by the Service Provider from its central stock point and the Service Provider shall be responsible for transporting this material and installed at the point of usage. Supplies shall be of the biodegradable type and the quality that is currently being provided. The replenishing of sanitary napkin dispensers will be the Service Providers cost and responsibility. 2. Reimbursable Supplies The Service Provider shall provide a monthly inventory to the County of all supplies issued on a daily basis. Controls shall be established and implemented by the Service Provider to safeguard materials. Any losses or irregularities are to be promptly reported in writing to the County Representative. 3. Cleaning Supplies All necessary cleaning pads and equipment, including power driven machines, floor stripping machines, high speed polishing machines and associated chemicals and supplies, etc., needed for the performance of the work involved, shall be provided by the Service Provider, with the exception of the industrial vacuum cleaners already stored in specific buildings. 10 BID REQUEST NO #61100115 Page 11 4. Plastic Trash Liners The service Provider shall furnish plastic trash liners for trash containers. Liners must be at the quality provided, meeting 30 percent post consumer content or better. 6. Personal Safety Equipment The Service Provider shall provide its employees with any necessary safety equipment. 7. Uniforms The Service Provider shall provide shirts with the company insignia. Company shirts and I.D. badges must be worn at all times by Service Provider employees during their work shift 8. County Observation The County shall have the right at all times to examine the supplies, materials and equipment used by the Service Provider and to observe the operations and methods of the Service Provider, its agents and employees 9. Removal and Ownership In the event of termination or the contract expires, all restroom supplies and paper products and County owned equipment shall remain the property of Weld County B. ITEM SPECIFICATION 1. Cleaning Supplies A list of all products used by the Service Provider shall be submitted to the County for approval during the start up period. All listed equipment and material are the responsibility of the Service Provider. These specific products will need to be supplied by the Service Provider as indicated: Disinfectant is to be used on all restroom and locker room surfaces. The following products cannot be used at the County for any maintenance purpose: pine oils, bleach, de-scalers, lye, oven cleaners, steel wool or powdered cleansers. Samples of additional janitorial supplies which may be recommended by the Service Provider shall be submitted to the County Representative for approval thirty (30) prior to contract start date of intended use. Whenever possible, the County prefers the use of environmentally friendly cleaning chemicals. 2. Material Safety Data Sheet The Service Provider shall submit Material Safety Data Sheets on all products prior to contract start up. C. SERVICE PROVIDER RESOURCE RESPONSIBILITY The Service Provider shall contractually establish and provide all labor, equipment, tools, supplies, supervision, management and other resources and services necessary to achieve the cleanliness, customer satisfaction and management response specifications as defined in the agreement. This commitment MUST include all routine, periodic, project and other tasks and frequencies needed to meet the quality specifications noted. It is intended that no project or special work id billable under this contract, except in a rare or unusual situation. And in this event, authorization must be obtained for added billable work. The Service Provider will notify the County, with a written order and will schedule each special project, when such work supervision falls outside the context of the agreement. Service provider Responsibilities All Floor Surfaces, excluding extraction and shampooing Carpet spot cleaning Cleanliness of cleaning equipment Collecting document destruction papers from containers at desks and placing them in appropriate locations and collection containers Exterior entrance glass, partition and door glass included 11 BID REQUEST NO #61100115 Page 12 Floor care machines such as Floor burnisher, floor stripping machines, any other carpet spotting equipment that Servicer Provider wishes to use that is not provided by Weld County Interior glass and frame Lounges/break areas, Mop heads Periodic Cleaning Project Cleaning Restroom Supplies- cleaning and consumables Routine Cleaning Sanitary napkin machine product purchase and replacement Sweeping and policing the entry steps, walkways and entrances within 10 feet of building entrances Trash removal to designated areas Vacuums Walk off mat cleaning Wall cleaning County Responsibilities All mop buckets 44 gallon Brutes Mop handles Restroom Carts Mechanical rooms Other County Contracts Carpet extraction / shampooing Exterior windows D. Special Requirement a. Service Provider must ensure all exterior doors are locked, as necessary, while cleaning and upon leaving the buildings. All rooms which are found locked are to be relocked after cleaning. The County requires the Service Provider turn off all lights as cleaning is completed. b. Key Control The Service Provider shall establish and implement adequate methods of ensuring that all keys issued to the Service Provider by the County are not lost or misplaced and are not used by unauthorized person. They shall not be marked with identifying building name. No keys will be duplicated. Access Cards and fobs will be issued in the name of the Service Providers custodians. Any loss must be reported immediately. c. Lost and Found It shall be the responsibility of the Service Provider to instruct its staff and employees that all articles of possible personal or monetary value found by the Service Provider's employees be turned in to the main custodial closet in assigned building where item was found and the County Representative be contacted at 970-356-4015 ext 3881, to report what was found and where it can be located at. d. Problem Identification All Supervisors will be responsible to call and leave a report for the County Representative identifying any needed repairs to the building, its furnishing, its fixtures, its mechanical equipment and other such items. Service Provider supervisors will also call when it is their opinion, carpeting needs to be extracted. This information will be called in on a daily basis. Contact will be made to the Buildings and Grounds Department 1105 H. Street, 970-356-4000 ext 3881. If the problem is critical in nature and requires 12 BID REQUEST NO #61100115 Page 12 immediate action, they shall call the County's Security Department and they will contact the appropriate on call person. Security number is 970-356-4000 ext 4836. E. Specific Report Requirements 1. Daily a. The Service Provider shall maintain daily week day contact with the County Representative. b. A list of problems found by the supervisors, are to be called into the County Representative's voice mail nightly. (Emergency calls to Security) c. Work Orders will be issued for cleaning complaints made by County personnel or for work requests. These shall be viewed daily by the Service Provider for follow up or resolution. The Service Provider shall sign, date and return on or before the due date. 2. Monthly a. Service Provider shall be available to inspect buildings on a monthly basis with County Representative. Results will be provided to the Service Provider F. Deductions, Adjustments and Damages The County shall have the right to assess damages for breach of the Service Provider's obligations. The exercise of its rights shall not prelude the County's right to terminate or revoke the agreement. Deductions and adjustments (as a credit to the Service Provider's invoice) are a valid right of the County. Typical deductions include but not limited to: • If the Service Provider fails to perform the work required to achieve the quality specifications, damages, will be assessed on the basis of the hours, wage rate costs and other costs expended by the County to achieve the quality specifications. • The Service Provider shall be held accountable and liable to the County for any damages to the County facilities, fixtures, furnishings, equipment, grounds or personal injury to County employees, invitees or licensees, caused by the Service Provider, its employees or others under its charge. • The value of unaccounted for, lost, damaged or missing County equipment, material, supplies, or other property shall be deducted, at the discretion of the County. 13 BID REQUEST NO#81100115 Page 13 VENDOR SERVICE PROGRAM AND PRICING INFORMATION PACKAGE BUILDING INFORMATION Building Location Cleanable Sq. Ft Week Cleaning Times Frequency Carbon Valley 320 Maple St#B Fredrick 1760 X1 Thursday after 5 SEW Service 2950 9 Street Ft Lupton 26,305 X5 After 5 p.m. Center SWW Service 4209 WCR 24112 Longmont 23,360 X5 After 5 p.m. Center Item A Recommended Service Program The Vendor is to use whatever frequency of work and procedures deemed to be most effective in achieving the Quality Specifications and Task Frequencies presented in this agreement. The Vendor shall document its recommended tasks and frequencies, etc., by type and room and present them as its Service Program. All services shall be performed as described in this proposal. Floor Care Plan Please describe your specific floor care plan for the types of floor surfaces which are to be maintained under this agreement. Remember, you are responsible for all cleaning tasks-routine, periodic and project activity needed to maintain floor surfaces, with the exception of carpet extraction. Indicate the tasks, frequencies and equipment which best describes your commitment in the care of all floor surfaces. Please describe your programs for carpet, hard floor, ceramic tile and other floor surfaces separately, if they differ in any way. 14 BID REQUEST NO #B1100115 Page 14 Pricing Information Consumable Products Please complete the attached price scheduled. All items must be made with a minimum of 30 % post consumer product. The more environmentally preferred the better. CONSUMABLE AMOUNTS USED (SEW Service Center) Product Amount Jumbo Toilet Tissue 2 ply 49 Cases Multifold Towels 49 Cases Hillyard Pink Foaming Soap 2 mil 15 Cases 40 x 48 gallon trash liners 24 Cases 30 x 37 gallon trash liners 11 Cases 24 x 33 gallon trash liners 12 cases CONSUMABLE AMOUNTS USED (SWW Service Center) Product Amount Jumbo Toilet Tissue 2 ply 1 Case EnMotion paper towels 12 Cases Toilet Tissue 2 Ply ( regular toilet tissue) 3 Cases Multifold Towels 3 Cases Hillyard Pink Foaming Soap 2 mil 5 Cases 40 x 48 gallon trash liners 1 Case 30 x 37 gallon trash liners 2 Cases 24 x 33 gallon trash liners 2 Cases ITEM UNIT COST Toilet Tissue—Jumbo Jr. bath tissue, 2-ply 1000' / roll 12/case 25.04 Toilet Tissue— Universal white 2 ply toilet tissue. 96 rolls/cs 33.44 Paper Towels— EnMotion Recycle 6/800 52.45 Paper Towels—Multi-fold towels. Green Seal Certified. Natural 91/8 x 9 1/2 18.85 Hand Soap —GOJO foam hand soap. 2000 ml 39.90 Plastic Trash Liners: Size: 40 x 48 22.30 Size: 24 x 33 21 .97 Size: 30 x 37 21 .47 Other: Total Monthly Cost 408. 70 Total Yearly Cost 4,904.39 15 BID REQUEST NO #B1100115 Page 15 Pricing Information Cleaning Chemicals Name product or Equivalent Preferred item Unit cost Neutral cleaner. Dilution rate; one ounce/gallon ALPHA HP#52 22.98 Disinfectant/cleaner. ALPHA HP#54 22.98 Glass Cleaner GLANCE 21.00 Non acid toilet bowl cleaner CREW-Emeral 4.08 Wet mops (LG, Med, Sm) 5" head STARBORNE 11.60 Proposed Equipment List the type and quantity of equipment you are proposing for use in this facility Mop buckets, GRIPPER mop handles, restroom carts and 44 gallon brute containers are provided by Weld County. Type of Equipment Make/ Model BAC-PAK VACUUM PROTEAM SUPERCOACH BURNISHER 1500 rpm CLARKE FLOOR MACHINE 175 rpm CLARKE UPRIGHT VACUUM C-1403 HOOVER EXTRA WORK PRICE COMMITMENT TYPE OF WORK HOURLY RATE OT RATE Construction I remodel cleanup (inside building) 18.50 26.50 Extra work off normal hours 18.50 26.50 Extra work scheduled during your working hours 16.50 24.50 24 hr call for Blood/Body Fluid Cleanup (1 hr minimum) 85.00 85.00 Floor Finishing (new VCT) 44 00 44.00 County Wide Document Destruction Program All Weld County Buildings have confidential papers that need to be destroyed. Containers at work stations and copy/printer areas are to be emptied into the larger, Document Destruction containers that are located within departments or other easily, staff accessible locations. All desk containers and copy room containers are to be emptied Tuesday evening as the Service Provider for document destructions picks up early Wednesday Mornings. Exact dates of schedule for pick up will be proved to vendor(s) awarded the contract. 16 1 8 6 I - 2 0 I I DEPARTMENT OF BUILDINGS AND GROUNDS PHONE: (970) 304-6531 FAX: (970) 304-6532 WEBSITE: www.co.weld.co.us WELD,COUNTY 1105HSTREET P.O. BOX 758 GREELEY, COLORADO 80632 August 29, 2011 To: Board of County Commissioners From: Toby Taylor Subject: CUSTODIAL SERVICES—SWW, SEW AND CARBON VALLEY; BID#B1100118 As advertised, this bid is to perform custodial services for the South County buildings. The low bidder is Porter Industries Inc. Buildings and Grounds is recommending the low bid be awarded. If you have any questions, please contact me at extension 2023. Sincerely, Toby Taylor Building Maintenance Coordinator v?O//— acS 12 N © N cCI O 0 re:,,. Oo O N N o Ni N CO 1 co Q (O o M Y NN 0 E9 e s s s V F O M N N Z Uo N N p 3 cn 0 u o +. Q 0 W ! ! 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