County of San Mateo

REVISED 11/28/05

REQUEST FOR PROPOSAL (RFP) No. U-0060190

FOR JANITORIAL SERVICES

Department Of Public Works Building Services Division 555 County Center, 5th Floor, Redwood City, CA 94063-1663 Contact person: Kathleen D. Hicks

Building Services Manager khicks@co.sanmateo.ca.us (650) 363-4445

Proposals must be submitted and received no later than December 6, 2005

Table of Contents

Page

Section I: General Information and Schedule of Events…………… 2 Section II: General Terms and Conditions…………………………. 4 Section III: General Requirements ……………………………..…… 9 Section IV: Evaluation Criteria……………………………………… 11

Exhibit A: Scope of Work to be Performed ………………………... 13

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REQUEST FOR PROPOSALS FOR

JANITORIAL SERVICES

Proposals must be submitted to:

Kathleen D. Hicks, Building Services Manager County of San Mateo

555 County Center, 5th Floor Redwood City, California 94063

no later than 1:00 p.m. on December 6, 2005

PROPOSALS MAY NOT BE ACCEPTED AFTER THIS DATE AND TIME.

This Request for Proposals (RFP) is not a commitment or contract of any kind. The County of San Mateo reserves the right to pursue any and/or all ideas generated by this request. Costs for developing the proposals are entirely the responsibility of the applicants and shall not be reimbursed. The County reserves the right to reject any and all proposals. The County reserves the right to waive any requirements of this RFP when it determines that waiving a requirement is in the best interest of the County. Government Code Sections 6550 et. Seq., the “Public Record Act” defines public record as any writing containing information relating to the conduct of the public business. The Public Record Act provides that public records shall be disclosed upon written request, and that any citizen has a right to inspect any public record, unless the document is exempted from disclosure. The County of San Mateo cannot represent or guarantee that any information submitted in response to this RFP will be confidential. If the County receives a request for any document submitted in response to this request, it will not assert any privileges that may exist on behalf of the person or business entity submitting the proposal. It is the responsibility of the person or business entity submitting the proposal to assert any applicable privileges or reasons why the document should not be produced.

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SECTION I: GENERAL INFORMATION AND SCHEDULE OF EVENTS A. Introduction

The San Mateo County Department of Public Works, its Building Services Division, is desirous of contracting with a company/organization that can provide janitorial services at various County facilities. 1. Purpose of the Request for Proposal

The purpose of this Request for Proposal (RFP) is to solicit competitive proposals from companies or organizations interested in providing Janitorial Services.

2. Service Provider

The County welcomes proposals from all qualified service providers. The County shall, in its sole discretion, enter into contract with a single qualified provider, or several qualified providers based on various County Facilities.

3. Contact with County Employees

As of the issuance date of this RFP and continuing until the final date of proposals, all County personnel are specifically directed not to hold meetings, conferences or technical discussions with any applicant for the purposes of responding to this RFP. Any applicant found to be acting any way contrary to this directive shall be disqualified from entering into any contract that may result from this RFP.

B. Information on the County

San Mateo County is located on the San Francisco Peninsula between the City and County of San Francisco and Santa Clara and Santa Cruz Counties. The Pacific Ocean forms its western boundary and San Francisco Bay its eastern boundary. It is one of 58 California counties and one of the nine counties in the San Francisco Bay Area. San Mateo County has approximately 6,700 full time and seasonal employees at more than eighty locations with an annual budget of approximately $1.2 billion. The County provides a wide variety of services which are administratively organized into six areas: administration and fiscal, human services, criminal justice, environmental services, health services, and pub lic works. The primary purpose of the organization is to ensure the health, safety and welfare of the community while safeguarding the County’s natural resources A five-member elected Board of Supervisors serves as the governing body of the County, establishing policy and exercising legislative authority. A County Manager, appointed by the Board, serves as the chief executive officer of the County and is generally responsible for the County’s day-to-day operations.

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C. General Information on The Building Services Division The Building Services Division provides janitorial services and a variety of building services for 73 County facilities, with a total square footage of approximately 1,767,000. This division consists of a Building Services Manager, two Supervising Custodians, Utility Workers, Custodians, and a Parking Lot Attendant. Core activities include interior office maintenance, exterior office maintenance, receipt and delivery of supplies, room set-up and office configuration, and parking control.

D. Scope of RFP

This RFP contains the County’s requirements for Janitorial Services, the format in which information is to be submitted, and the requirements that must be met to be eligible for consideration. See Exhibit A

E. Key Action Events and Dates

Listed below are the target dates for the events to occur. All target dates are predicated on the issue date of the RFP. The County reserves the right to change these dates.

EVENT TARGET DATE

1. Send RFP to potential contractors and

post on the County website

Thursday, November 14, 2005

2. Last day to submit questions (see

Section II, #3, for instructions) All

questions and answers will be published

on the County Website, no later than

Thursday, December 1st, 2005.

Tuesday, Nov 29, 2005

3. Last date to submit proposals

By 1:00 PM on Tuesday, December 6, 2005

4. RFP review

Thursday, December 8, 2005

5. Review/Approval by the Board of

Supervisors, CMO, County Counsel

Late January 2006

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SECTION II: GENERAL TERMS AND CONDITIONS Proposal Requirements and Conditions 1. RFP Requirements

If a proposer fails to satisfy any of the requirements identified in this RFP, the proposal may be considered non-responsive and the proposal may be rejected.

2. Invitation for Proposal Documents

This RFP constitutes part of each proposal and includes the explanation of the County’s needs, which must be met.

If a proposer discovers any ambiguity, conflict, discrepancy, omission, or other error in the RFP, he/she shall immediately notify the County of such error in writing and request modification or clarification of the document. Modifications will be made by addenda issued pursuant to Paragraph 3, Addenda, below. Clarifications will be given by written notice to all parties who have been furnished an RFP for proposal purposes, without divulging the source of the request for same. Insofar as practical, the County will give such notices to other interested parties, but the County shall not be responsible therefore.

If a proposer fails to notify the County of an error in the RFP prior to the date fixed for submission, he/she shall propose at his/her own risk, and if he/she is awarded the cont ract, he/she shall not be entitled to additional compensation or time by reason of the error or its later correction.

3. Proposal Clarification and Questions

Any questions regarding clarification or intent of the RFP should be directed, in writing, by e-mail to: khicks@co.sanmateo.ca.us.

The County will publish both the questions and the answers on the County Website. In no event will a question be answered to one proposer without publishing the answer for all other proposers. If changes to the RFP are warranted, they will be made in writing, clearly marked as addenda to the RFP, and communicated in writing to the recipients.

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4. Administrative Requirements

Applicants will comply with the following employment requirements:

a. No person shall, on the grounds of race, color, creed, national origin, religious affiliation or non-affiliation, sex, sexual orientation, martial status, age (over forty), disability, medical condition (including, but not limited to AIDS, HIV positive diagnosis, or cancer), political affiliation or union membership be excluded from participation in, be denied the benefits of, or be subjected to discrimination under this Agreement.

b. Contractor shall insure equal employment opportunity based on objective

standards of recruitment, selection, promotion, classification, compensation, performance evaluations, and management relations, for all employees under this contract. Contractor’s personnel policies shall be made available to County upon request.

c. Contractor shall assure compliance with Section 504 of the Rehabilitation Act of

1973 by submitting a signed letter of compliance. Contractor shall be prepared to submit a self-evaluation and compliance plan to County upon request within one (1) year of the execution of this Agreement

d. All contractors with contracts over $5,000 must comply with the County

Ordinance code with respect to the provision on employee benefits. As set forth in this ordinance, such contractors are prohibited from discriminating in the provision of employee benefits between an employee with a domestic partner and an employee with a spouse. A copy of the ordinance, a “Quick Reference Guide” and an Equal Benefits Compliance/Declaration Form are included in this RFP packet. The Equal Benefits Compliance/Declaration Form is required and must be submitted with the RFP response.

e. Vendors with County of San Mateo contracts of $100,000.00 or more (cumulative

annually, determined by the County fiscal year of July 1 thru June 30) shall comply with the County Ordinance No. 04269, attached as an addendum, requiring said vendors to provide certain paid jury service to its full time employees.

4. Hold Harmless

Applicant will comply with the Hold Harmless clause found in the County’s standard contract. Contractor shall indemnify and save harmless County, its officers, agents, employee, and servants from all claims, suits, or actions of every name, kind and description, brought for, or on account of: (A) injuries to or death of any person, including Contractor, or (B)damage to any property of any kind whatsoever and to whosoever belonging; (C) any

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sanctions, penalties, or claims of damages resulting from Contractor’s failure to comply with the requirement of (HIPPA) and all Federal regulations promulgated there under, as amended, or (D) any other loss or cost, including but not limited to that caused by the concurrent active or passive negligence of County, its officers, agents, employees, or servants, resulting from the performance of any work required of Contractor or payments made pursuant to this Agreement provided that this shall not apply to injuries or damage for which County has been found in a court of competent jurisdiction to be solely liable by reason of its own negligence or willful misconduct.

The duty of Contractor it indemnify and save harmless as set forth herein, shall include the duty to defend as set forth in Section 2778 of the California Civil Code.

6. Submission of Proposals

The proposals shall be used to determine the applicant’s capability of rendering the services to be provided.

a) Preparation

Each proposer shall prepare a proposal on company letterhead which addresses all the requirements and specifications in Section III in the same order as they are listed. Each proposer shall submit one original proposal and nine (9) complete duplicate proposals.

b) Contractor’s Costs

Costs for developing proposals are entirely the responsibility of the proposer and shall not be chargeable to the County of San Mateo.

c) Delivery of Proposals 1) Address or deliver proposals to:

Kathleen D. Hicks, Building Services Manager County of San Mateo 455 County Center, 5th Floor, Redwood City, CA 94063 Phone (650) 363-4445

2) Proposals must be received not later than 1:00 P.M. on Tuesday,

December 6, 2005. All copies of the proposal must be under sealed cover, plainly identified as a proposal for Janitorial Services. Proposals not submitted under sealed cover may be rejected. Proposals submitted under improperly marked covers may be rejected. Proposals received after stated due date and time will not be considered.

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3) Proposals transmitted via e-mail, facsimile, or any other electronic

means shall not be considered. 4) All proposals must be signed with the firm name, and by a responsible

officer or employee. Obligations assumed by such signature must be fulfilled. An unsigned proposal may be rejected.

7. Rejected Proposals

The County may reject any or all proposals. The County’s waiver of an immaterial deviation in the proposal shall in no way modify the RFP documents or excuse the proposer from full compliance with the specifications if he/she is awarded the contract.

8. Evaluation Process

The County will put each proposal through a process of evaluation to determine the proposer’s responsiveness to County’s needs. The evaluation will be based on formal written proposals, as submitted by proposers.

a) RFP Opening

Proposals must be received by 1:00 P.M. on the scheduled date and place of RFP submittal. However, there will be no public reading. Proposals received after stated due date and time will not be considered.

b) RFP Evaluation Check

Each proposal will be checked for the presence of required material and information in conformance with the submittal requirements of the RFP. These submittal requirements are obligatory and failure to fully comply may deem the proposal non-responsive.

c) Acceptance of Proposals

The County reserves the right to accept other than the lowest price and to negotiate with proposer on a fair and equal basis when the best interests of the County are served by so doing.

d) Collusion Affidavit

By submitting a proposal, each proposer certifies that it is not the result of collusion or any other activity, which would tend to directly or indirectly influence the process.

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9. Errors or Changes in the Proposal

If errors are found in a proposal, the County may reject the proposal; however, the County may, in its sole discretion, correct arithmetic and/or transposition errors. The proposer will be informed of the errors and corrections. If an item is described in the narrative and omitted from the cost data, the proposal will be interpreted to mean that the item will be provided by the proposer at no cost. If this is a significant item, the proposer will be notified.

Clarification of and changes in proposals prior to contract award are permissible provided that each proposer is treated fairly and equally.

10. Disposition

All materials submitted in response to this RFP will become the property of the County.

11. Alteration or Variation of Terms

It is mutually understood and agreed that no alternation or variation of the terms of this RFP shall be valid unless made or confirmed in writing and signed by the County and proposer selected, and that no oral understandings or agreements not incorporated herein, and no alternations or variations of the terms hereof unless made or confirmed in writing between said parties hereto shall be binding.

12. Assignability

The resultant contract is not assignable by proposer either in whole or in part.

13. Acceptance of Proposals

For the services requested, the County will execute a contract upon approval by the Board of Supervisors. The contract shall be interpreted, construed and given effect in all respects according to the laws of the State of California. All the terms, conditions and technical specifications stated in the RFP shall be construed to be a condition of the contract.

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SECTION III: GENERAL REQUIREMENTS

General Requirements

1. Contract Period

The contract period shall be for a three-year period by mutual consent of both parties. The County also encourages and will review proposals that contain two additional 1-year options, each to be exercised at the sole option of the County.

2. References

Each proposer contractor shall submit with their RFP response five client references, including company name, mailing address, contact person name and phone number.

3. County’s Standard Contract

The County’s standard contract is attached and is hereby incorporated by reference as Addendum. Please indicate in specific detail any terms or partial terms that are unacceptable to you. For each indicated term or partial term, indicate why the term or partial term is not acceptable, and provide alternative wording that you would suggest replace the same. The County may or may not agree to this language, and identification of terms deemed unacceptable.

4. Firm’s Experience

Please provide a summary of relevant experience and qualifications of the firm. Include a narrative that includes the history of the company, length of time in business, experience working with public agencies on projects similar in size/scope, and a list of work sites where the firm is currently performing work or has recently performed work comparable to that which is called for in these specifications.

5. Acceptance of Conditions

Provide a statement affirming acceptance of the terms and conditions contained in the RFP, unless otherwise specified in the proposal. Specify clearly any exceptions to the requirements of the RFP.

6. Additional Data

Please provide any additional data the proposer deems essential to the evaluation of the proposal.

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7. Miscellaneous Requirements of Proposals

a) All proposals shall be firm offers, and will be so considered by the County. Proposals shall be considered valid offers for a period of 6 months following the close of the RFP no later than 1:00PM

b) Proposers shall adhere to the specified content and sequence of

information used in this RFP. Materials and data not specifically requested for evaluation should appear under Section III, No. 6,“Additional Data,” and not be interwoven throughout each section.

c) Cover Letter

One page letter which includes the address, tax identification number, voice and fax phone numbers, and email address of the person or persons to be used for contact and who is authorized to represent the proposer.

d) Table of Contents An index of material included in the proposal.

e) Service Description Furnish all labor, tools, materials, equipment, transportation and services

for providing janitorial services at County owned and leased buildings, as specified within this document.

f) Proof of Insurance Attach insurance certificates indicating liability insurance of a minimum

of $1,000,000 for each of the following: Comprehensive general, motor vehicle, professional and worker’s compensation and the County named as additional insured.

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SECTION IV: EVALUATION CRITERIA

A. Evaluation Criteria

All proposals will be evaluated by a County RFP Review Committee composed of representatives of Public Works Department Proposals will be evaluated on the below criteria. A response to all areas is required to complete the proposal process. Response shall submit Policies and Procedures and Implementation Process for each category. 1. Employee Standards

a. Sufficient staffing with adequate capabilities and experience b. Appropriate uniforms and proper identification c. Ready access to needed supplies and equipment d. Able to read safety information on products (in English) e. General grooming standard for safety reasons

2. Training & Employee Retention

a. Training program for new employees b. Topics and frequency of ongoing training on safety, products and equipment c. Classroom and on-site training d. Minimum requirements and documentation

3. Supervision

a. Staffing structure and ratio b. Method and frequency of work monitoring c. Availability and accessibility d. Inspections and documentation

4. Quality Assurance

a. Products and equipment used b. Method and frequency of research and evaluation of new products and equipment c. Health and environmental considerations

5. References

a. History of successfully providing similar services b. Commitment to customer service

6. Financial Narrative

a. Net cost to County

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7. Appeal Process The Committee will make its recommendation to the Department Head on December 8, 2005. All proposers will be notified of the results. There will be a 5-day appeal period from the time proposers are notified. Any appeals must be received in writing within this 5-day period.

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Exhibit A

Scope of Work It is the intent of these specifications for the contractor to provide for the furnishing of all labor, materials and equipment, and services for complete Janitorial maintenance at various County-owned and leased buildings.

1. MATERIAL SUPPLY AND EQUIPMENT All material supply and equipment used for this work shall be supplied by

Contractor. Floor maintenance: products shall consist of the following materials or

equivalent materials approved by the Department of Public Works:

a. Floor sealer shall be Hillyard Seal 341

b. Floor finish shall be Hillyard Endeavor

c. General purpose floor cleaner shall be 409

d. Floor stripper shall be Hillyard Devastator

e. Glass cleaner shall be Windex

f. Carpet Spotting shall be Windex

All floor materials shall be used in accordance with the manufacturer’s

instructions. Restroom maintenance: products shall consist of the following materials

or equivalent materials approved by the Department of Public Works. a. Disinfectant restroom cleaner shall be Clean Source NABC

Concentrate b. Hand soap shall be Guardian Raban Gojo All restroom materials shall be used in accordance with the manufacturer’s

instructions. Restroom supplies, hand towels, toilet tissue, sanitary napkins, and other related items as needed shall be provided by the Contractor as well as liners for all waste baskets.

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Other work included in Contract: The Contractor will furnish and replace all inside lights including

incandescent lamps and fluorescent lamps within the buildings. The Contractor will wash all windows, exterior and interior, as per the

schedule hereinafter stated. Material Safety Data Sheets for all maintenance chemicals to be used in

the performance of this contract shall be supplied to the Department of Public Works prior to the start of the contract.

Clean carpets and window coverings as per schedule hereinafter stated. Clean building entrances and perimeters.

Work Excluded from Contract:

The following areas and items of work are not included in the services to be performed by the Contractor.

Replacement of lamps in exterior fixtures.

2. SERVICE SUPPLY BY OWNER

The Owner will supply to the Contractor light, power, hot and cold water

as may be required for the cleaning of the areas under terms of the contract.

The Owner will provide, when possible, space for the storage of

Contractor's equipment, cleaning and janitorial supplies.

The Owner will provide for scavenger service.

3. QUALITY OF WORK

It is the intent of these specifications that all work performed, as herein required, be done in a manner equal to and in accordance with the best practices of the various trades involved and industry standards. The County shall notify the Contractor of any substandard work. If the Contractor fails to bring such work up to an acceptable level within 24 hours of such notice, the County shall perform all necessary work and charge the Contractor the current production hourly rate for such work. All work shall be performed by experienced personnel directly employed and supervised by the Contractor.

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4. TIME OF DOING WORK

Unless otherwise specified, all work shall be done after regular working hours. For those buildings which are open to the public, weekends and evenings, a schedule of hours will be furnished to the Contractor.

The Contractor shall submit his schedule of operations including arrangements for delivery of equipment and supplies to the various buildings, the days of the week and approximate time of arrival and leaving of his personnel, and the dates and times for floor refinishing for written approval by the Department of Public Works.

5. LOCATION AND FREQUENCY OF THE SERVICES

a. Two Times Weekly (Monday and Wednesday nights)

Redwood City

Public Administrator, Public Guardian - Warehouse Office 2710-D Middlefield Road

Record Warehouse Office 3345 Edison Way (corner of Fifth Ave.)

b. Three Times Weekly (Monday, Wednesday, and Friday nights)

Moss Beach

Half Moon Bay Airport Coast Highway

Pacifica

Pacifica Branch Library Hilton and Palmetto Streets

Sanchez Branch Library

1111 Terra Nova Boulevard

Redwood City Agricultural Commission

728 Heller Street

Weights and Measures 702 Chestnut Street

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c. Five Times Weekly (Monday through Friday nights)

San Carlos Vocational Rehabilitation Center, Suites F and G 550 Quarry Road

Mental Health Region III

3080 La Selva Ave.

San Mateo Central County Courts

800 N. Humboldt Street

d. Six Times Weekly (Sunday through Friday nights) includes mid-day restroom service Monday through Friday

East Palo Alto

SMC-EPA Government Center 2415 University Avenue

e. Seven Times Weekly (including holidays)

South San Francisco

Safe Harbor (Winter Shelter) 295 North Access Road

6. JANITORIAL SERVICES TO BE PROVIDED.

Janitorial service to all locations shall include, but not be limited to, the following schedule:

Duties and Services as per Frequency Indicated in Section 5 of these

Specifications or as Specifically Stated in this Section.

a. Vacuum and/or sweep all concrete floor areas, stairways, hallways, lobbies and outside entrances.

b. Dust mop all resilient floor areas, vacuum and spot-clean all

carpeted floor areas.

c. Empty all wastebaskets and receptacles, replacing liners and cleaning as required to maintain proper sanitary conditions.

d. Empty and clean all ash trays and sand urns.

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e. Dust all desks, tables, chairs, file cabinets, ledges, sills, shelves and office machines.

f. Clean door glass, door frames and kick plates in all building

entrance doors and interior doors to remove smudges and finger marks.

g. Clean and sanitize all drinking fountains.

h. Spot clean all floors of spillage.

i. Spot clean all walls and woodwork.

j. Spot clean carpets.

k. Restrooms

Thoroughly clean and sanitize toilets, toilet seats and urinals; clean and disinfect lava tories and countertops; clean mirrors, frames and shelves; clean all chrome plumbing fittings; clean, sanitize and refill all hand towel, toilet tissue, sanitary napkin and soap dispensers; empty and wipe clean all waste paper receptacles; empty, clean and sanitize sanitary napkin receptacles and replace product; spot clean walls and partitions; dust ledges and partitions; damp mop floors using a germicidal cleaner.

l. Secure building and leave on only designated lights.

m. Clean both sides of glass in lobbies, entrance, and interior

partitions.

5. AS REQUIRED DUTIES AND SERVICES:

Each of the following duties and services shall be performed as required to properly protect surfaces and insure a presentable appearance to the buildings and areas at all times.

a. Damp mop, apply finish restorer, buff and polish all resilient floors once

per week. b. Strip, reseal, refinish and polish, all resilient floors annually in the month

of June.

c. Thoroughly clean all window coverings. d. Thoroughly clean all carpets by spot cleaning daily and by extraction

annually in the month of May, except at East Palo Alto, Pacifica &

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Sanchez Libraries and 550 Quarry, which will be done twice annually in the months of May and November

e. Dust pictures, charts, graphs, bulletin boards and such like hangings not

reached in nightly cleaning.

f. All walls, door lintels, blackboard moldings, partitions, ventilating louvers and grills, and all such vertical surfaces not reached in daily cleaning shall be high dusted every two weeks.

g. Wash blackboards.

h. Wash painted wall surfaces.

i. Furnish and replace burned out incandescent and fluorescent lamps. j. Wipe down with damp cloth all corridor walls and thoroughly dust all

partitions on rotation basis.

k. Hose off and/or wash interior and exterior walk-off mats and all exterior concrete at building entrances. Once per week, use deck brush, degreaser, and power-washer to remove stains.

l. Empty, clean/refill/reline exterior ash urns & waste receptacles. Clean

perimeter shrubbery and lawn areas at Central Courts and EPA Facility

m. Keep janitor closet or space in a clean and orderly condition.

n. Updated copies of MSDS must be kept in the janitor’s closet

o. Clean all exterior windows once per year in the month of June, except at Half Moon Bay Airport which is to be cleaned biweekly, Sanchez and Pacifica branch libraries which are to be cleaned monthly, and East Palo Alto which are to be cleaned twice annually in the months of June and November.

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FACILITIES

SECTION I Six Times Weekly: Sunday through Friday Includes midday restroom service and light duties Monday through Friday. Cleaning of Parking Lot and perimeter shrubbery Sunday through Friday. IA. East Palo Alto

SMC-EPA Government Center 2415 University Avenue

SECTION II Two Times Weekly IIA. Redwood City

1. Public Administration/Public Guardian 2710-D Middlefield Road 2. Record Warehouse Office 3345 Edison Way (corner of Fifth Ave.) Three Times Weekly IIB. Redwood City

1. Weights and Measures 702 Chestnut Street

2. Agricultural Commission 728 Heller Street SECTION III Five Times Weekly IIIA. San Mateo

1. Central County Courts 800 N. Humboldt Street

2. Mental Health

3080 La Selva Ave.

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Five Times Weekly IIIB. San Carlos

1. Vocational Rehabilitation Center

550 Quarry Road Seven Times Weekly including holidays IIIC. South San Francisco

Safe Harbor (Winter Shelter)

295 North Access Road SECTION IV Three Times Weekly IVA. Moss Beach

Half Moon Bay Airport Coast Highway IVB. Pacifica

1. Pacifica Branch Library Hilton and Palmetto Streets

2. Sanchez Branch Library 1111 Terra Nova Boulevard