Center City Commission 114 N. Main St. Memphis, TN 38103 Clean and Green Program Request for Proposals Issue Date: Monday, March 29, 2010 Responses Due: Monday, April 19, 2010 at 2:00 p.m.
I. INTRODUCTION The Center City Commission (CCC) is the primary leader in the comprehensive redevelopment of the Central Business Improvement District and the official partnership between local government and the private business community in Downtown's revitalization. Our mission is "to improve the economy of Memphis and Shelby County by coordinating an aggressive public/private program to promote the redevelopment and economic growth of the Central Business Improvement District (CBID)", the area referred to as "Downtown" The Center City Commission is soliciting proposals from qualified contractors to provide cleaning, light maintenance, and landscaping services to be performed in downtown s public right of way. Proposers are invited to submit proposals for the work in accordance with the terms and conditions of this Request for Proposal (RFP). While a mandatory pre-bid meeting is not being scheduled, a site inspection is greatly suggested in preparation for submitting the proposal. II. PROGRAM OBJECTIVES 1. To provide a clean and inviting downtown, seven days per week, that positively affects the perceptions of workers, residents, and visitors. 2. To provide these services in a professional manner that best represents the Center City Commission. 3. To partner with a vendor that will provide expertise and ongoing support in the delivery of services. 4. Meet participation requirements for participation of minority and women owned businesses. III. PROPOSAL TIMELINE The following is an estimated timeline of events leading up to selection of a vendor. While the CCC intends to adhere to the following timeline, the organization reserves the right to adjust this timeline according to organizational needs and objectives. The CCC also may request additional information necessary to effectively evaluate each of the proposer s qualifications. o Monday, March 29, 2010 Release of Request for Proposal o Friday, April 9, 2010 Deadline to submit questions to CCC o Monday, April 12, 2010 CCC provides answers to questions for all vendors by posting responses on CCC website. o Monday, April 19, 2010 Proposals Due at 2:00 p.m. o Friday, May 7, 2010 Clean and Green Committee Recommendation Review o Friday, May 28, 2010 Recommendation to CCC Board of Directors o Thursday July 1, 2010 Contract begins
IV. SELECTION PROCESS The CCC will review all submissions comparing each firm s capabilities and qualifications to the program objectives and evaluating each firm s ability to carry out the scope of work. The CCC may request additional information it deems necessary in making a decision. The CCC will award the contract to the firm it finds to be most advantageous, not necessarily the bidder proposing the lowest price. The CCC reserves the right to award the contract based on the initial proposal submission, reject all proposals, postpone, and/or cancel the RFP. Failure of the CCC to select a proposer, or to enter into a contract with any proposer once selected as a result of this RFP, will not create any liability on the part of the CCC, its members, officers, employees, agents, consultants, or other proposers or successors. The CCC shall not pay any cost associated with the development or submission of the response by any firm. By submitting a proposal each firm is attesting to its understanding of these terms and conditions. V. SCOPE OF WORK We are requesting each firm submit details of an operating plan, with detailed recommendations taking the specific needs of the CCC service district in mind. The operating plan, and associated cost summary, should include staffing, equipment and other operational recommendations. The recommended operating plan should meet the following requirements: Note: Effective December 11, 2006, the City of Memphis adopted a Living Wage Ordinance. While the Center City Commission is not an agency of the City of Memphis, the successful contractor may be required to observe the Ordinance. The Living Wage Ordinance requires contractors and subcontractors to pay their employees a living wage of $10.27/hour with bonafide fringe benefits or $12.32/hour with no fringe benefits. The City of Memphis may, from time to time, adjust these wage rates and the Contractor and/or Subcontractor are required to observe any future changes. OPERATIONAL REQUIREMENTS 1. Work will be performed in the Central Business Improvement District area (see map in Appendix A) 2. Work will be performed seven days per week, with the exception of Thanksgiving and Christmas Days. 3. All sidewalks and alleys between Front St. and Second St. and Poplar Ave. and Peabody Place must receive litter removal services once per day, with district hot spots receiving additional service frequencies. 4. Emptying of approximately 200 public trash receptacles in the service district to include the replacement of trash can liners and moving the collected trash to a designated disposal site. 5. Graffiti should be removed from public fixtures in the public right of way of the service district and from private property with the owner s permission. Provisions for removing graffiti should be outlined in your proposal. 6. Weeds growing in sidewalk cracks and building lines should be removed. Provisions for removing weeds should be outlined in your proposal. 7. All equipment recommended, must meet the approval of the CCC. Equipment must be branded with the CCC logos and colors, whenever possible.
8. Power washing should be conducted of critical sidewalks and under trash cans. Power washing should also be performed in response to identified spills and stains each day temperature permitting. Provisions for power washing should be outlined in your proposal. 9. Ongoing watering, fertilizing, pruning, and weeding of the flower plantings in the following areas: o Approximately 50 large planters, each 48 in diameter located along Main Street from G.E. Patterson to Poplar Street o Approximately 40 medium, shallow planters, each 24 in diameter located along Main Street from G.E. Patterson to Poplar Street o Approximately 17 small planters, each 15 in diameter located near the civic plaza on Main Street, between Adams and Poplar Streets o Approximately 38 hanging baskets located two per post in the center of Main Street between Peabody and Poplar Streets o Six ground level planter beds on each side of the three entrances on Main Street to Court Square o Three planter beds along Main Street, each approximately 25 long and 4 wide o Three planter beds on the West side of Main Street in Civic Plaza, just north of Adams Street o Water, fertilize weed and prune all planters on Union Ave. and Monroe between Front St. and Second St. (Approximately 56, 30 planters) o Twice per year, install hardwood mulch, 1-2 deep in all beds and tree rings at Court Square Park and Civic Center Plaza. o Monitor irrigation systems in Court Square and Civic Center Plaza to insure proper watering times and report malfunctions. o Sweep all streets in the service area monthly with daily attention to hot-spots. (see map) o Prune trees along Main St. between Auction St. and G.E. Patterson to maintain 7 high o canopy and a deep root fertilizer in early spring once per year. Submit an annual seasonal (Spring and Fall) planting plan for review and approval one (1) month prior to purchase and installation. 10. Mowing and trimming of Court Square, the Main Street Civic Plaza and the N.W. corner of Union Ave. and Riverside Dr. behind the Fire station on an as needed basis, typically completed weekly. EQUIPMENT AND SUPPLIES 1. The vendor shall provide all equipment and supplies needed to provide the cleaning services described herein. 2. Proposers are encouraged to make recommendations for equipment that will improve productivity and enhance the effectiveness of the program. 3. Employees must be in uniform during all working hours. All uniforms must meet the approval of the CCC. Uniforms must be branded with the CCC logos and colors, not those of the vendor. REPORTING 1. Vendor shall provide the CCC a monthly statistical and narrative summary of services provided throughout the reporting period.
2. Vendor shall have a process in place to document and report to the CCC any broken or damaged items in the public right of way, which should be addressed by outside agencies (ex. Public Works, MATA, etc.) MANAGEMENT AND OVERSIGHT 1. The vendor must assign an on-site, full time working supervisor, whose duties include generating work assignments, inspecting performance in the field, identifying cleaning needs, effectively deploying resources, and serving as the daily point of contact to the CCC operations staff. It s expected the assigned supervisor will spend a majority of their time in the field participating in work assignments. OTHER CONSIDERATIONS 1. Operating and Storage Space it should be assumed the CCC will supply appropriate operating and storage space. Requirements for space and other provisions should be detailed in your response. ALTERNATE LANDSCAPE MATERIAL PRICE The Center City Commission is exploring the most operational and cost effective method to deploy and remove plant materials at the beginning and end of each planting season. Firms are encouraged, if capable, to make recommendations on plant and bed composition and provide pricing for flower element outlined in #9 above. The ability to provide recommendations and pricing for flower materials is not contingent on securing this contract and is intended to identify possible efficiencies. VI. PERSONNEL CONSIDERATIONS Personnel employed by the vendor shall: 1. Shall be employees of the vendor. The vendor shall assume responsibility for the performance of assigned employees and shall have mechanisms in place to manage and supervise employees. 2. Assigned employees should professionally represent the CCC and shall wear a uniform developed specifically for the CCC. 3. Shall undergo a background screen and drug screen prior to selection. VII. SUB CONTRACTORS
Contractor agrees that no part of this Contract shall be sublet without the approval of the Center City Commission. If the Contractor shall sublet or subcontract any part of the Contract, the Contractor shall be fully responsible to the Center City Commission for the acts and omissions of the Subcontractor and of the persons employed directly or indirectly by his/her Subcontractor as he/she is for the acts and omissions of persons employed by the primary contractor. The successful Contractor will not be allowed to subcontract more than 60% of the work on this project and the computation of percentages will be based on monetary values. VIII. INSURANCE REQUIREMENTS Contractor agrees to provide copies of all insurance and license certificates required to perform the services of this contract, including, but not limited to, a general liability policy with the Center City Commission and the City of Memphis named as additional insured with limits $500,000 per occurrence and $3,000,000 in aggregate; worker or workmen s compensation insurance as required by the State of Tennessee. IX. MINORITY PARTICIPATION The Center City Commission strives for a goal of at least twenty percent (20%) participation in all projects and contracts by certified Women/Minority Business Enterprises (MBE/WBE). The proposal must indicate how your firm would make best faith efforts towards this goal in the performance of this contract. X. PROPOSAL SUBMITTAL REQUIREMENTS Interested parties should submit ten (10) of copies of your proposal no later than 2:00pm CST Monday, April 19, 2010 to: Jerome Rubin Vice President of Operations Center City Commission 114 N. Main St. Memphis, TN 38103
APPENDIX A Map of Service Area