Invitation for Bids s1

Invitation for Bids

for

CENTRAL TEXAS

WORKFORCE AREA

Proposal Description

Janitorial Services

Central Texas Workforce Board

200 N. Main

Belton, Texas 76513

(254) 939-3771

ISSUE DATE: March 19, 2005

RESPONSE DEADLINE: April 5, 2005 5:00 P.M. CST

Central Texas Workforce Board

Invitation for Bids

Instructions

The Central Texas Workforce Board, Belton, Texas will receive bids for:

Janitorial Services

General Information

The Central Texas Workforce Board(CTWB), administrative entity for it’s contractor, Central Texas Council of Governments(CTCOG) is soliciting bids for a Janitorial Services. CTWB serves the Central Texas Service Workforce Area consisting of the following counties: Bell, Coryell, Lampasas, Milam, Mills, Hamilton, and San Saba. The CTWB plans and oversees workforce programs under Federal and State funding sources.

The attached materials are provided to describe detailed activities which need to be completed for submission of a bid. Questions about the IFB may be sent via fax to: Mark Collier, (254) 939-3207 or email to: . A bidders conference will be held 9:00 a.m., April 29, 2005 in the Temple Central Texas Workforce Center located at 2420 S 37th St. Questions regarding the IFB must be received by the end of the bidders conference. If you would like a copy of the answers to the Q&A please contact Mark Collier. One original of the bid must be received by the CTWB by 5:00 p.m. CST on April 5, 2005.

Submission of Bids

Sealed bids shall be submitted to:

By Mail
Central Texas Workforce Board
Attention: Mark Collier
P.O. Box 450
Belton, Texas 76513 / Hand Delivery
Central Texas Workforce Board
Attention: Mark Collier
200 North Main
Belton, Texas 76513
Email

Bids submitted should be marked "Confidential Sealed Bid – Janitor Services". If you are serious about responding to this bid, please follow the submission procedures on page 6.

Bid Selection Process

The bid evaluation will be performed by CTWB and CTCOG staff. However, the CTWB/CTCOG reserves the right to select an independent review team for the purpose of IFB evaluation should the need arise. The following considerations apply to the selection process:

1. All bids considered must be received on time and be responsive to the IFB instructions.

2. CTWB/CTCOG will base their selection on demonstrated competence and qualifications, including: Demonstrated Performance, Responsiveness to Bid, Reasonableness of Cost, and Schedule Design.

3. Bids may be submitted for all or a portion of the items shown in Exhibit B.

4. In accordance with the 73rd Texas Legislature, CTWB/CTCOG will make a good faith effort to award contracts to Historically Under Utilized Businesses (HUB's). It is the policy of this organization to pursue HUB business. However, the final decision as to the award of this contract will be contingent upon weighted evaluation criteria.

5. All bidders will receive notification of the contract award. A bidder who wishes to protest the decision will be required to notify the CTWB Complaint Officer, in writing, within fifteen (15) days from the date of the notification letter. The complainant letter must specify the nature of the protest and any desired remedies of action. The CTWB reserves the right to determine whether the protest is valid and merits further consideration.

Bid Evaluation Criteria

The review and selection process will include the following criteria and value system:

Criteria Value

Demonstrated Performance 25

Responsiveness to Bid 25

Reasonableness of Cost 35

Schedule Design 15

Demonstrated Performance:

This criteria examines the demonstrated ability of the bidder to deliver quality services in a timely manner. Three references will be required.

Responsiveness to Bid:

This criteria examines the extent to which the minimum requirements of the IFB were complied with.

Reasonableness of Cost:

This criteria examines the cost of the Janitorial Services being purchased.

Schedule Design:

This criteria examines the ability to perform all duties and responsibilities in a professional manner. Normal delivery dates should be stated in the bid.

Bid Conditions

1. CTWB/CTCOG reserves the right to accept or reject any or all bids submitted.

2. CTWB/CTCOG is exempt by law from payment of Texas Sales Tax and Federal Excise Tax.

3. This IFB does not commit CTWB/CTCOG to pay for any cost incurred prior to the execution of any contract. All contracts are contingent upon availability of funds from the U.S. Department of Labor and/or Texas Workforce Commission.

4. The intent of this IFB is to identify the various contract alternatives and estimates of costs for the items solicited. CTWB/CTCOG is under no legal requirement to execute a contract from any bid submitted.

5. The bid must contain a list of three (3) references where like services have been performed within the preceding twelve (12) months. Include the name of the business or governmental entity, address, telephone number, and contact person.

6. Bidders shall not make contact with, or make offers of gratuities or favors, to any officer, employee, member of the CTWB/CTCOG, or any subcontractor employees of the CTWB/CTCOG. Contact for technical assistance is allowed with the IFB contact person (see pg. 2). Violation of this instruction will result in immediate rejection of the bid.

7. CTWB/CTCOG specifically reserves the right to vary the provisions set herein anytime prior to the execution of the contract where such variance is deemed to be in the best interest of the CTWB/CTCOG.

8. All bids and their accompanying attachments will become property of CTWB/CTCOG after submission and materials will not be returned.

9. Only new, unused, first quality material shall be supplied under this Invitation for Bid. Design, strength, and quality of materials and workmanship must conform to the highest standards.

10. The contents of a successful bid may become contractual obligations, if a contract is awarded. Failure of the bidder to accept those obligations may result in the cancellation of the bid for selection. The contents and requirements of this IFB may be incorporated into any legally binding and duly negotiated contract between CTCOG and the selected vendor(s).

11. CTCOG reserves the right to select and/or contract with more than one vendor from the bids submitted.

Order of Submission

All bids submitted must be in the following order:

· Exhibit A - Proposal Summary Form.

· Exhibit B - Specifications sheets on all supplies bid in Exhibit B. If you do not have any variance from the specifications in the proposal, then please make a notation there is not a variance from any of the brands or models that were given in the proposal. The evaluation team will make no assumptions. The evaluation team expects to be able to know what you are bidding.

· Exhibit C – Please enter your bids in the order of the exhibits

· Exhibit D - Certification Form

· Exhibit E - Delivery Schedule - Please submit a proposed delivery schedule for the Janitorial Services.

· Exhibit F – If you have never conducted business with the CTWB, it is encouraged to submit some information showing your ability as a company to provide goods or services to customers. Please include at a minimum a list of three (3) references where like services have been performed within the preceding twelve (12) months. Include the name of the business or governmental entity, address, telephone number, and contact person.

EXHIBIT A

CENTRAL TEXAS WORKFORCE BOARD

PROPOSAL SUMMARY FORM

FOR

Janitorial Services

Company Name

Company Address, City, State & Zip Code

Contact Name & Phone Number

Contact Email Address

Authorized Signature

Printed Name

Date

Proposal Offer is Valid Until

EXHIBIT B

Scope of Work for each location: Custodial/Janitorial cleaning services to include stripping/waxing and carpet cleaning to all areas not limited but to include: entrance, corridors, foyers, lobby restrooms, and all office areas as above.

Daily Services:

General Cleaning

· Entrance doors/glass cleaned, inside and out

· Entrance mats

· Sweep inside and outside entrance

· Dust free sweeping of all tile flooring

· Vacuum all carpeted floors

· Remove all trash from waste dispensers and replace with clean unused liners as needed

· All trash is to be placed within the appropriate containers outside of the building

· Spot clean any spills on carpets

· Spot clean any buildup or spills on tile floors

· Replenish any paper good and soap dispensers

Restrooms

· Clean and polish all mirrors and bright metal

· Clean and disinfect all basins, commodes and urinals

· Wet mop and disinfect all floors

Break Room or Break areas

· Clean all sinks, cooktops, coffee pots, tables, drinking fountains

· Wet mop or vacuum floors and disinfect

Weekly Services:

General Cleaning

· All tile floors to be wet mopped

· Dust tops of all furniture, refrigerators, cabinetry

· Dust sides and legs of desks and work surfaces (work surfaces that are clear of daily workpapers)

· Clean and disinfect all restroom walls and partitions

· Spot clean all interior doors, woodwork, walls and baseboards

· Clean out refrigerator of any food items that are not canned/bottled (to be scheduled by each office on what day)

· All floors are to be buffed. Floor finish is to be UL approved and classified as “anti-slip” or recommended by the floor material manufacturer

· Mop stairways/landing at 102 E. Central

Elevator

· Mop Elevator floor & upstairs landing (102 E. Central)

· Clean all stainless steel areas

Monthly Services:

General Cleaning:

· All chairs dusted, cleaned and/or vacuumed of lint

· Window frames, high ledges and blinds vacuumed of lint

· Dust light fixtures

· Clean stairway landing area (102 E. Central and 200 N. Main)

· Clean all bathroom vents

Quarterly Services:

General Cleaning

· Damp clean vertical blinds

· Clean windows from the inside

· Clean carpets (please describe your method of carpet cleaning)

Note: Please provide schedule for the Quarterly services

Semi-Annual Services:

General Cleaning

· Clean light diffusers

· Scrub/Strip and wax all tile floors

· Scrub/Strip and wax landing and stairway at 102 E. Central

· Clean windows from the outside (37th street only)

· Clean stairway and banister (102 E. Central and 200 N. Main)

General Note:

For each office the Janitorial Service will utilize any time it has allotted to do any other cleaning that may be noted on a spot check basis. The CTWB expects the successful bidder to utilize the time allotted for each office and will monitor the successful bidder’s time spent at each office. Stairway at 102 E. Central is defined as the main entry and the rear entry. All interested bidders may visit any site from 8 – 5 Monday through Friday.

Exhibit B-1

Location of Service: 102 E. Central, Suite 300

Temple, Texas

Exhibit B-2

Location of Service: 2420 S. 37th Street

Temple, Texas

Exhibit B-3

Location of Service: 200 N. Main

Belton, Texas

Exhibit C

Budget Summary Sheet

(Double click on the below worksheet to input your pricing

(For line items with no bid leave blank)

EXHIBIT D

CERTIFICATION

REGARDING DEBARMENT, SUSPENSION,

INELIGIBILITY AND VOLUNTARY EXCLUSION

LOWER TIER COVERED TRANSACTION

This certification is required by the regulations implementing Executive Order 12549, Debarment and Suspension, 29 CFR Part 98, Section 98.510, Participant's Responsibilities. The regulations were published as Part Vii of the May 26, 1988, Federal Register (pages 19160-19211).

The prospective recipient of Federal assistance funds certifies, by submission of this proposal, that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency.

Where the prospective recipient of Federal assistance funds is unable to certify to any statements in this certification, such prospective participants shall attach an explanation to this proposal.

Name of Authorized Representative Title

Signature Date

EXHIBIT E

Please submit your delivery schedule here.
EXHIBIT F

Please submit your company information and references here.

PUBLIC NOTICE

The Central Texas Workforce Board(CTWB), administrative entity for its contractor, Central Texas Council of Governments(CTCOG) is soliciting bids for a Janitor Services. CTWB serves the Central Texas Workforce Development Area consisting of the following counties: Bell, Coryell, Lampasas, Milam, Mills, Hamilton, and San Saba. The CTWB plans and oversees workforce programs under Federal and State funding sources.

Bid/proposal specifications may be obtained from the offices of CTWB by contacting Mark Collier at (254) 939-3771, ext. 3312 or at 200 North Main, P.O. Box 450, Belton, Texas 76513 or you may download a computer version of the IFB at http://www.workforcelink.com. (Invitation For Bids will be available for download online Saturday, March 19, 2005.)

Questions about the IFB may be sent via fax to: Mark Collier, (254) 939-3207 or email to: . A bidders conference will be held 9:00 a.m., April 29, 2005 in the Temple Central Texas Workforce Center located at 2420 S 37th St. Questions regarding the IFB must be received by the end of the bidders conference. If you would like a copy of the answers to the Q&A please contact Mark Collier. One original of the bid must be received by the CTWB by 5:00 p.m. CST on April 5, 2005.

The CTWB reserves the right to accept or reject any or all bid/proposals received as a result of this request, or to negotiate with all qualified vendors, or to cancel in part or in its entirety this Invitation for Bid, if it is in the best interest of the CTWB.

CTWB encourages historically underutilized businesses to request and respond to all Invitations for Bids.