Request for Proposal For Janitorial Services For the Library Building and grounds located at 60 East Pike Street Pontiac, MI 48342 Term: 1 year with option to continue month to month until either party terminates the agreement. Proposal should include monthly rate to clean: o Public Areas and Offices on main level and lower level of the library building o Blood borne pathogen clean-up fee per clean-up o Carpet cleaning priced per square foot o Hourly Rate for special clean-up projects. For the period March 1, 2014 to February 28, 2015 Inquiries and proposals should be directed to: Name: Rosie Lance-Richardson Title: Board of Trustee Chairperson Entity: Pontiac Public Library Address: 60 E. Pike St. Phone: (248) 872-9596
General Information Table of Contents A. Purpose B. Who May Respond C. Building Tour D. Instructions on Proposal Submissions 1. Closing Submission Date 2. Inquiries 3. Conditions of Proposal 4. Instructions to Prospective Contractors 5. Electronic Submissions 6. Right to Reject 7. Small and/or Minority-Owned Businesses 8. Notification of Award E. Description of Entity F. Options Specification Schedule A. Scope of Work B. Potential Offers C. Optional Building Tour D. Proposal Submission E. Description of Library Building Technical Qualifications A. Prior Commercial Janitorial Experience B. Organization, Size, and Structure D. Staff Qualifications E. Understanding of Work to Be Performed Proposal Evaluation A. Submission of Proposals B. Nonresponsive Proposals C. Proposal Evaluation D. Review Process Certifications
General Information A. Purpose This Request for Proposal (RFP) is to contract for janitorial services for the Pontiac Public Library building for March 1, 2014 February 14, 2015. The proposal includes options for two additional years. B. Who May Respond All qualified applicants may respond to this RFP. C. Optional Building Tour Contact the Interim Library Director 248-758-3940 to schedule a *tour of the facility. Pontiac Public Library 60 E. Pike St. Pontiac, Michigan 48342 * Call to schedule a time D. Instructions on Proposal Submission 1. Closing Submission Date: Proposals must be submitted no later than 8:00 p.m. on February 20, 2014. 2. Inquiries: Inquiries concerning this RFP should be directed to Rosie Lance-Richardson at (248) 872-9596. 3. Conditions of Proposal: All costs incurred in the preparation of a proposal responding to this RFP will be the responsibility of the Offeror and will not be reimbursed by the Pontiac Public Library. 4. Instructions to Prospective Contractors: Your proposal should be addressed as follows: Name: Rosie Lance-Richardson Title: Board of Trustee Chairperson Entity: Pontiac Public Library Address: 60 E. Pike St. Pontiac, Michigan 48342
It is important that the Offeror s proposal be submitted in a sealed envelope clearly marked in the lower left-hand corner with the following information: Request for Proposal 8:00 p.m. on February 20, 2014 Sealed Proposal for Janitorial Services 5. Electronic Submissions: Proposals may not be submitted electronically Failure to do so may result in premature disclosure of your proposal. It is the responsibility of the Offeror to ensure that the proposal is received by the Pontiac Public Library by the date and time specified above. Late proposals will not be considered. 6. Right to Reject: Pontiac Public Library reserves the right to reject any and all proposals received in response to this RFP. A contract for the accepted proposal will be based upon the factors described in this RFP. 7. Small and/or Minority-Owned Businesses: Efforts will be made by the Pontiac Public Library to utilize small businesses and minority-owned businesses. An Offeror qualifies as a small business firm if it meets the definition of "small business" as established by the Small Business Administration (13 CFR 121.201). 8. Notification of Award: a. It is expected that a decision selecting the successful company will be made within (1) weeks of the closing date for the receipt of proposals. b. Upon conclusion of final negotiations with the successful company, all Offerors submitting proposals in response to this Request for Proposal will be informed, in writing, of the name of the successful company. c. It is expected that the contract shall be a one-year, fixed-price contract with options for two additional one-year periods. E. Description of Library Building Pontiac Public Library is located at 60 E. Pike St., Pontiac, Michigan 48342. No other offices are located throughout the Michigan area. The building is 28,000 square feet, needs daily cleaning in public, staff areas, and collection and removal of debris and trash in outside areas (perimeter of the building, grounds, parking lot and pancake shelter).
Technical Qualifications The Offeror, in its proposal, shall, as a minimum, include the following: A. Prior Experience The Offeror should describe its prior commercial janitorial experience, including the names, addresses, contact persons, and telephone numbers of prior organizations served. C. Organization, Size, and Structure The Offeror should describe its organization, size, and structure. Description should include: 1. Size of the Offer, including number of employees and physical site locations 2. Any conflicts of interest that exist. 3. References. 4. Explanation if the Offer is a small or minority-owned business D. Staff Qualifications The Offeror should describe the qualifications of staff to be assigned to the cleaning of the library. E. Understanding of Work to Be Performed The Offeror should describe its understanding of the work to be performed. Proposal Evaluation A. Submission of Proposals All proposals shall include two copies of the Offeror s technical qualifications, two copies of the pricing information (in a separate, sealed envelope), and two copies of the signed Certifications. These documents will become part of the contract. Not accepting electronic submission
B. Nonresponsive Proposals Proposals may be judged nonresponsive and removed from further consideration if any of the following occur: 1. The proposal is not received in a timely manner in accordance with the terms of this RFP. 2. The proposal does not follow the specified format. 3. The proposal does not include the Certifications. C. Proposal Evaluation Evaluation of each proposal will be scored on the following five factors: 1. Prior commercial janitorial experience Point Range a. Prior experience of commercial janitorial services 0 25 Pontiac Public Library will contact the references of organizations contracted to verify the experience provided by the Offeror. 2. Other services and/or products to be provided 0 5 3. Organization, size, and structure of Offeror s company a. Adequate size of the company 0 2 b. Proper independence 0 2 c. No conflicts of interest 0 2
d. Results of reference review 0 2 e. Minority-owned/small business 0 2 4. Qualifications of staff to be assigned to the tasks to be performed. This will be determined from résumés submitted. Include education, position in company, and years and types of experience. a. Prior experience of the individual workers 0 15 b. Overall supervision to be exercised 0 5 5. Offeror s understanding of the work to be performed a. Adequate coverage 0 10 b. Realistic time estimates of work to be performed 0 5 6. Price 0 25 Maximum Points 100 D. Review Process The Pontiac Public Library may, at its discretion, request presentations by or meetings with any or all Offerors to clarify or negotiate modifications to the Offerors proposals. However, the Pontiac Public Library reserves the right to make an award without further discussion of the proposals submitted. Therefore, proposals should be submitted initially on the most favorable terms, from both technical and price standpoints, that the Offeror can propose. The Pontiac Public Library contemplates award of the contract to the responsible Offeror with the highest total points.
Certifications Provides a certificate of workers compensation and indication of compliance with all applicable labor codes etc. including Employer's Liability Insurance. Provide proof of insurance on company vehicle. The company will maintain automotive insurance on their company vehicle. On behalf of the Offeror: 1. The individual signing certifies that he/she is authorized to contract on behalf of the Offeror. 2. The individual signing certifies that the Offeror is not involved in any agreement to pay money or other consideration for the execution of this agreement, other than to an employee of the Offeror. 3. The individual signing certifies that the prices in this proposal have been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition. 4. The individual signing certifies that the prices quoted in this proposal have not been knowingly disclosed by the Offeror prior to an award to any other Offeror or potential Offeror. 5. The individual signing certifies that there has been no attempt by the Offeror to discourage any potential Offeror from submitting a proposal. 6. The individual signing certifies that he/she has read and understands all of the information in this Request for Proposal. Dated this day of, 2014. (Offeror s Firm Name) (Signature of Offeror s Representative) (Printed Name and Title of Individual Signing)