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Request for Proposal
Cleaning Services
January 25, 2021
Submission of Bid
Bids shall be submitted in accordance with Instructions to Bidders. Bids clearly labeled Cleaning
Services will be received by Community Action until February 12 , 2021 Bids are to be delivered in a
sealed envelope to the attention Finance Manager, 175 Main St., Battle Creek, MI 49014 or emailed to
accountspayable@caascm.org. All questions will be directed to Joyce Cooper at (269) 441-1328.
Right to Reject Bid
Community Action reserves the right to waive irregularities and to accept and/or reject any or all quotes.
Community Action reserves the right to consider late bids if; no other bid responses were receive;
Community Action received complete bid response, but they did not pass the evaluation process or if the
award process fails to result in an award.
Community Action may consider an otherwise disqualified bid responses, if no other qualified bid responses
are received. Further, Community Action may enter into negotiations with one or more bidders on price,
terms, technical requirements or other deliverables.
Award
It is the intent of Community Action to award the Bid by February 16, 2021. Once the bid is awarded, the
contractor will begin work approximately twenty (20) days later. Submission of a bid will be construed as a
conclusive presumption that the bidder is thoroughly familiar with the “ Instructions to Bidders” and that
bidder understands and agrees to abide by each and all of the stipulations and requirements contained
therein.
The following criteria shall be considered in making an award:
a) Cost of service
b) Conformity to listed specifications
c) Ability to perform the service required in the specified time
d) Quality of performance in previous contracts
e) Financial ability to perform the contract
f) Experience and ability of company to provide services as specified
g) Vendor reference
Instructions to Bidders
1.Community Action is seeking custodial services for the agency locations listed as Attachment A.
These sites can be bid as combination of units with the cost shown for each site or as individual
locations. Bidders must specify locations related to bid price
2.Please show intended charge per case for cleaning supplies, as well as whether or not the
company can provide such items as toilet tissue, hand towels, roll towels, hand soap, trash
bags and any other needed items that chosen bidder will supply on an “as needed” basis and
billed appropriately to each site when applicable.
3.Cleaning staff will be responsible for cleaning the following in each area:
a) Classroom- sweep, mop and vacuum, remove trash/replace liners, clean sinks, fill all
dispensers
b) Bathrooms-sweep, mop, clean all fixtures, remove trash/replace liners, spot clean walls
and baseboards as needed, fill all dispensers
c) Offices- sweep, mop and/or vacuum, remove trash/replace liners, dusting
d) Common areas- sweep, mop and vacuum, remove trash/replace liners, clean sinks, fill
all dispensers
e) Entrances and Hallways - sweep, mop and/or vacuum, clean entrance glass
Cleaning service is required Monday thru Friday.
Cleaning should be done between 5:00 PM and 6:00 AM or weekends
*Sites will be available for Walk Through
By appointment ONLY
*All questions concerning this RFP must be directed to Joyce Cooper not Site staff
4. Staff with extensive experience in janitorial maintenance is desired. All salary and fringe
benefits would be covered by the bidder. Bidder will maintain worker’s compensation
insurance on their employees for the duration of the contract. Training and ongoing
management of staff would be the responsibility of the bidder.
5. The bid proposal will be for a period of 1 year. A possible extension of up to two years will be
considered upon satisfaction of the first year contract.
6. A separate cost for additional services at Community Action facilities should be provided as well.
Separate costs for services should include:
a) Carpet Cleaning per sq. ft.
b) Stripping and Waxing Floors per sq. ft.
c) Window Washing fees
7. Staff with extensive experience in janitorial maintenance is desired. All salary and fringe
benefits would be covered by the bidder. Bidder will maintain worker’s compensation
insurance on their employees for the duration of the contract. Training and ongoing
management of staff would be the responsibility of the bidder.
8. The bid proposal will be for a period of 1 year. A possible extension of up to two years will be
considered upon satisfaction of the first year contract.
9. A separate cost for additional services at Community Action facilities should be provided as well.
Separate costs for services should include:
a) Carpet Cleaning per sq. ft.
b) Stripping and Waxing Floors per sq. ft.
c) Window Washing fees
10. Bidder must clearly state in the bid any exceptions to the enclosed specifications. The listing
of exceptions, if any, is mandatory. Any exceptions found in review not listed, could be a basis
for rejection of the bid.
11. The service is to be furnished in accordance with the specifications issued by Community
Action.
12. It is understood that Community Action is a non-profit entity, and as such, is exempt from
the payment of all State and Federal Taxes applying to the products specified in this
document. Therefore, the prices quoted by the Bidder should not include any amount for
taxes.
13. It is also understood that if a vendor is submitting a bid to Community Action, they are
guaranteeing that they are not on the federal listing of Debarred or Suspended
Organizations.
14. Contractor will be required to follow Davis Bacon Act criteria, when applicable, for each
worker regarding prevailing wages for their job functions.
15. Contract employees are expected to adhere to the behavioral guidelines of Community Action,
with emphasis on the nonviolence and harassment policies. These guidelines will be provided to
contracted staff.
16. The bidder shall enclose with their bid a certificate of insurance indicating liability insurance
coverage and carrier.
17. No portion of this contract may be subcontracted without the prior written approval of
Community Action, and the contractor will be held responsible for the quality, delivery, and all
terms and conditions of this bid.
18. If requested, bidders shall be required to submit satisfactory evidence that they have a practical
knowledge of the particular service and that they have the necessary financial resources to
provide the service described in the bid specifications.
19. The contractor shall submit an itemized invoice per site to Community Action monthly. Each
invoice shall give a general breakdown of the services and product delivered during the
preceding month. Once the invoice is received and approved, payment will be made based on
the monthly invoice.
20. Community Action reserves the right to inspect and determine the quality of cleaning services
delivered and will provide notification to the contracted bidder in the event of unsatisfactory
service. In the event of repeated notifications of unsatisfactory service in which the bidder does
not remedy the issue or service, Community Action reserves the right to terminate the contract
with the contracted bidder.
21. Deviations from the above standards will require written approval from Community Action. No
payment will be made for services provided by the contracted bidder, without prior approval
from Community Action.
22. The attached bid proposal sheet must be completed and enclosed as part of the bid.
INFORMATION FROM BIDDERS
In order to assist in evaluating bids for this job, it will be necessary to have the following information about
your management plans for this job:
1. How many total employees work for the company?
2. How many cleaning service personnel are employed by the company?
3. How many of these employees are supervisors?
4. What is the average number of years’ experience of the supervisors?
5. If you are awarded this contract, how many custodial staff would be available
to cover this contract? Also what benefits do you offer your staff: such as paid sick days, holidays,
insurance, etc?
6. What are your company’s policies for drug and alcohol screening, and what procedures do you
follow for employee background checks
7. List similar contracts currently held or held within the past two years:
a.
b.
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