Cherokee Nation
www.cherokee.org
REQUEST FOR BID
Housekeeping Services
CHEROKEE NATION
P.O. Box 948
Tahlequah, OK 74465
(918) 453-5609
REQUEST FOR BID
Housekeeping Services
Introduction:
The Cherokee Nation is accepting bids to provide housekeeping services for the Community Services ENG/SFC/OEH offices located at 115 W. North Street. There are two (2) buildings which services will need to be provided. The dimensions of the offices are attached. Contract will begin October 2013 thru September 30, 2014. Cherokee Nation reserves the right to extend another two (2) years if awarded contractor agrees to keep the same prices. Proposals are due no later than 5:00 p.m., October 18, 2013.
General Information – Instructions
Proposals must be received no later than 5:00 p.m. on October 18, 2013. Any and all costs to submit proposals are the responsibility of the offeror. The proposals must be submitted to the attention of Michelle Parsons. The proposals may be faxed to the attention of Michelle Parsons, Acquisition Management, at (918)458-7695 or be hand-delivered to Cherokee Nation Acquisition Management, Financial Resources Building, Attn.: Michelle Parsons, 17665 S. Muskogee Avenue, Tahlequah, Oklahoma 74464.
Cherokee Nation reserves the right to reject any and all proposals. Cherokee Nation reserves the right to determine if a proposal meets stated requirements. Award will be made subject to availability of funds. No offeror may withdraw their proposal within 30 days after proposal due date.
Indian Preference will be applied. Indian Preference will be given to entities certified as an Indian-owned firm by the Tribal Employment Rights Office (TERO) of the Cherokee Nation. Proof of Certification must accompany all proposals.
*TERO requirements apply including fee of ½ of 1% of contract award. Successful bidder must complete TERO Labor Agreement and pay all applicable fees, including $25 per non-Indian employee working on this project. Please refer to Legislative Act 38-05 dated 11-14-06 repealing and superceding Cherokee Nation law regarding Labor and the Employment Rights Ordinance and Declaring an Emergency.
The Cherokee Nation reserves the right to determine a proposal acceptable in terms of meeting RFP requirements. The Cherokee Nation reserves the right to accept or reject any and all proposals received and to negotiate with bidders regarding the terms of their proposals or parts thereof. The Cherokee Nation reserves the right to award a contract in the best interests of the Cherokee Nation to the most responsive and responsible party.
Modification of Proposal - Any responding party may modify their proposal at any time prior to the scheduled closing time for receipt of proposals, provided such communication is received in writing by the Cherokee Nation prior to the closing time.
Debarment, Suspension, Proposed Debarment, and Other Responsibility Matters – The responding party certifies to the best of its knowledge and belief that the person, the firm, or any of its principals are not presently debarred, suspended, proposed for debarment, or declared ineligible for the award of contracts by any Federal agency or Indian tribe. The bidder will also certify they have not, within a three-year period preceding this Request for Proposal, been convicted of or had a civil judgment rendered against them for: commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State, Local or Tribal) contract or subcontract; violation of Federal or State antitrust statutes relating to the submission of offers; or commissions of embezzlement, theft, forgery, bribery, falsifications or destruction of records, making false statements, and are not presently indicted for, or otherwise criminally or civilly charged by a governmental entity with, commission of any of the offenses enumerated in this provision. The responding party certifies they have not, within a three-year period preceding this Request for Proposal, had one or more contracts terminated for default by a Federal, State, Local or Tribal agency.
Any bid received after the time stated above will not be considered for award. Cherokee Nation reserves the right to waive any informalities or to reject any and all bids. Award of contract will be to the lowest most responsible responsive bidder and will be subject to availability of funds. Indian preference will be given to Contractors certified as an Indian-Owned firm by the Cherokee Nation Tribal Employment Rights Office (T.E.R.O.). Proof of certification must accompany all bids. To receive Indian Preference, certified company must control and perform at least 51% of the work in order to receive the Indian preference points.
Insurance Requirements – before performing contractual services on the behalf of or for the Cherokee Nation, compliance with the following insurance requirements must be verified. Provide an original Certificate of Insurance naming the Cherokee Nation of Oklahoma as a certificate holder.
The certificate should contain the following information:
1) Type of insurance
2) Policy number
3) Effective date
4) Expiration date
5) Limits of Liability (this amount is usually stated in thousands)
6) Ten-day cancellation clause
**Required Coverage:
1) Worker’s Compensation and Employer’s Liability:
Limits of Liability:
Bodily Injury by Accident: $500,000 each accident
Bodily Injury by Disease: $500,000 policy limit
Bodily Injury by Disease: $500,000 each employee
Oklahoma Statute requires Worker’s Compensation coverage for anyone with one (1) or more employees.
2) General Liability:
Coverage:
Comprehensive (including products/completed operations)
Limits of Liability:
Bodily Injury and Property Damage Combined: $1,000,000
(each occurrence)
3) Automobile Coverage:
Vehicles Covered:
All Autos
Bodily Injury and Property Damage Combined: $300,000
Hired Autos
Non-owned Autos
Limits of Liability:
NOTE: The Contractor shall either : (1) require each of his subcontractors to procure and to maintain during the life of his subcontract, Subcontractor’s Public Liability and Property Damage or the type and in the same amounts as specified above, or (2) insure the activities of this subcontractors in his own policy
BID RESPONSE FORM
LOCATION:
115 W. NORTH STREET
TAHLEQUAH, OKLAHOMA
BID MONTHLY CLEANING
______PER MONTH
______TOTAL FOR 12 MONTHS
GRAND TOTAL ______
COMPANY NAME: ______
VENDOR SIGNATURE: ______(Cherokee Nation cannot accept bids unless signed and dated by vendor) DATE
NOTE TO BIDDERS REGARDING INDIAN PREFERENCE:
TERO Certified Contractor: _____ Yes _____ No
(Proof of certification must accompany all bids)
Major Cherokee Employer: _____ Yes _____ No
(Bidder must contact TERO at 918-453-5000 for this preference)
Work to be subcontracted to another company: ______Yes ______No
If yes, percentage of work to be completed by subcontractor: ______
Name of subcontractor: ______
SPECIFICATIONS
General office cleaning
Services after 5:00 PM (evenings) or prior to 8:00 AM (mornings)
Cleaning the bathrooms and break room
Vacuum carpet
Carpet spot cleaned.
Sweeping and mopping the tile surfaces
Buffing and waxing tile 1 time every 3 months or more often if needed
Refill paper dispensers, paper products will be provided.
Reports made to designated individual of need to reorder paper products, any repairs needed in building, i.e., bulb replacement, doors not working correctly, etc.
Clean 2X weekly-Tuesday & Thursday.
Vendor supplies all cleaning supplies and equipment.
Date of services: 10/1/13 – 09/30/14 with two year option to renew.