RFI Title: Request for Information Custodial Service

RFI Number: RFI 13-08

/ REQUEST FOR INFORMATION
sUPERIOR COURT OF CALIFORNIA, COUNTY OF SAN BERNARDINO
Regarding:
CUSTODIAL SERVICES RFI NO. 13-08
REQUESTS DUE:
February 08, 2013, no later than 3:00p.m. Pacific time

1.0BACKGROUND INFORMATION

1.1THIS IS A REQUEST FOR INFORMATION ONLY AND IS NOT A COMMMITMENT OR SOLICITATION TO PURCHASE. The Court desires to gather budgetary pricing information on a per-square foot basis and any particular nuances associated with the performance of the janitorial/custodial duties. Vendor must be conversant and qualified to service LEED Green Certified buildings. The Court has two facilities that it is interested in gathering pricing information on:

San Bernardino Justice Center–This building is located at 241 W.Third Street in downtown San Bernardino.The San Bernardino Justice Center is a new courthouse opening in the summer of 2014. The building is 383,000 square feet and eleven stories tall. The building will receive LEED Silver certification from the U.S. Green Building Council.

Historic Courthouse and Annex Building–These buildings are located at 351N. Arrowhead in downtown San Bernardino.The Historic Courthouse and Annex Buildings were renovated in 2011.The Historic Building is 70,716 square feet and 3 levels tall. The Court will occupy 31,253 square feet the Annex Building and 3 levels. The buildings are on the same lot and structurally attached. These building are not LEED certified.

2.0DESCRIPTION OF SERVICES AND DELIVERABLES – SCOPE OF WORK

2.1 General Requirements:

The Court seeks the services of a person or entity with professional expertise and workmanship in janitorial/custodial services and able to comply with all the requirements, terms, and conditions as stated in this Request for Information.

2.2 Licenses/ComplianceWith Law:

  1. Vendor shall ensure that it has all the necessary licenses and permits required by Federal, State, County and municipal laws, rules and regulations. The Vendor shall maintain these licenses and permits in effect for the duration of this contract. Vendor will notify the Court immediately upon loss or suspension of any such licenses and permits. Failure to maintain all required licenses or permits may result in immediate termination of this contract.
  1. The Vendor shall strictly adhere to the applicable provisions of the Labor Code and any Federal, State and County laws, ordinances, rules and regulations regarding the employment of apprentices; minimum wages; payment of wages, retention and inspection of payroll records; workers compensation; alien labor; the 8 hour day; overtime; Saturday, Sunday and holiday work; and non-discrimination because of race, color, national origin, physical handicap, sex or religion, including the provisions of Executive Orders 11246, 11375, 11625, 12138, 12432, 12250, Title VII of the Civil Rights Act of 1964, the California Fair Employment Practice Act.
  1. The Vendor agrees to comply with all provisions of the Displaced Janitor Opportunity Act (California Labor Code section 1060 et seq.).

2.3 Scope of Work

  1. Vendor Responsibilities
  1. The Vendor shall provide all labor, materials and supplies, necessary to maintain the facilities in a clean and sanitary condition in accordance with court standards, conditions and methods set forth herein. The court shall have the right to approve reject the cleaning methods, materials supplies and equipment used by the vendor.
  1. San Bernardino Justice Center- Vendor shall perform to meet allStandard Cleaning Practices and Procedures as described herein and followgreen cleaning practices and procedures as required by USGBC LEED-EB/NC and Global Eco labeling standards. See Exhibit A.
  1. Historic Courthouse and Annex Building - Vendor shall perform to meet allStandard Cleaning Practices and Procedures as described herein.
  1. Vendor shall meet all governmental, safety and other regulatory requirements as they pertain to providing these services.
  1. Material Safety Data Sheets (MSDS) shall be provided to the Director of Court Facilities for all products used by the vendor.
  1. Responsibility for Damage
  1. The Vendor shall repair and restore to its original condition any Court property damaged by the Vendor at no cost to the Court. Vendor shall be responsible for damage caused by his/her staff to personal property of Court employees.
  1. All materials, supplies and equipment to be used by the Vendor shall not be harmful to the surfaces on which they are used.
  1. Working Hours
  1. Except as otherwise specified, all services shall be performed “after hours” between the hours of 6:00 PM and 8:00 AM Monday through Friday, not including designated Court holidays. Access to Court facilities at times other than the specified shall be scheduled with the Director of Court Facilities.
  2. Daytime hours shall be defined as 8:00 amto 5:00 pm.
  3. Early morning hours shall be defined as 4:00 amto 8:00 am
  4. Access to buildings on weekends and/or holidays must have prior approval from the Director of Court Facilities
  5. In the event of an emergency after regular daytime hours, call the Director of Court Facilities. The phone number will be distributed upon award of the contract.
  1. Daytime Porters
  1. Vendor to provide “daytime” porters for service consisting of minor touch up type cleaning and ensuring that adequate and or ample supplies are available for employee and public usage (i.e. toilet paper, hand towels, soap dispensers, lavatory equipment, mirrors clean, etc.).

Historic Building and Annex– One (1) daytime porter will be required to be onsiteMonday through Friday, 8:00 am to 5:00 pm.

San Bernardino Justice Center– Two (2) daytime porters will be required to be onsite Monday through Friday, 8:00 am to 5:00 pm.

  1. Service Level Adjustments
  1. The Court reserves the right to increase or decrease the number of service days per week required under the contract.
  1. The Court reserves the right to increase or decrease the number of daytime porters required under the contract.
  1. In the event of a service level adjustment, payment to the Vendor shall be adjusted by prorating the monthly fee or proportionally adjusting the fees for porters.
  1. Such adjustments shall be made by written notice to the Vendor.
  1. Supervision

Vendor shall provide supervision. Supervision shall consist of, but not be limited to the following:

  1. Supervisors shall plan, schedule and assign work to all of the Vendor’s employees.
  1. Supervisors shall make inspections to review work in progress and inspect to ensure completion.
  1. Supervisors shall ensure that the Court’s requirements pertaining to the security of Court/facilities are met and that Contractor’s employees comply with safety regulations.
  1. Supervisors shall direct various cleaning methods such as dusting, trash pickup, vacuuming, buffing, stripping, scrubbing, waxing, sweeping damp mopping, dust mopping, shampooing, etc.
  1. Supervisors shall enter and maintain periodic tasks in a custodial logbook and check supply levels.
  1. Supervisors shall respond to questions, complaints and requests from Courts designated contact and/or the Director of Court Facilities.
  1. All persons listed as “Site Supervisor” will be required to work on or near the site as part of their normal working conditions.
  1. Supervisors shall carry pagers and/or cell phones provided by Vendor and respond to occupant requests for services and emergencies within 15 minutes when paged by designated site contacts or the Director of Court Facilities.
  1. Vendor shall not exceed a ratio of janitors to supervisors of ten to one. Working supervisors do not fulfill this requirement.

2.4 Cleaning Specifications

  1. Standard Cleaning Practices and ProceduresInclude the Following:
  1. All items not specifically included but found to be necessary to properly clean the San Bernardino Justice Center according to LEED standards shall be included as though written into these Cleaning Specifications. If the Director of Court Facilities deems additional services not specified in this SOW to be necessary to properly clean the buildings, this SOW shall be modified by mutual agreement of the Court and the Vendor. If it is reasonably determined that the Vendor shall incur additional costs in providing the additional services, Court and Vendor shall agree upon and formalize via written amendment any increase in compensation before such additional services are provided.
  1. The term “clean” includes but is not limited to the removal of trash, dirt, dust, lint, webs, marks, stains, spots, spillages, graffiti, odors, film, gum, grease, tar, etc.
  1. The Vendor shall ensure that all employees are trained in generally accepted cleaning practices. Such practices shall include but not be limited to the proper operation of power cleaning equipment (such as floor care equipment), the proper use and handling of chemical products (such as cleaners, strippers, sealers and waxes) and the proper cleaning methods for building materials such as ceramic tile, vinyl, wood, metal and glass. In addition, certification to cleaning Green LEED Buildings may be required.
  1. The Vendor shall be responsible for complying with all applicable safety and health regulations including but not limited to, California Code of Regulations (CCR) Title 8, Section 3202 General Industry Safety Orders.

Such orders require employers to establish, implement and maintain an effective Injury and Illness Prevention Plan (IIPP). The Vendors IIPP must contain elements that ensure compliance with CCR Title 8, Section 5193, “Blood Bourne Pathogens”; and Section 5194, “Hazard Communication”. The Vendors IIPP must be submitted in writing within 30 days of contract start date.

  1. Vendor staff working in designated Court facilities known to contain asbestos must complete asbestos awareness training in accordance with CCR Title 8, Section 5208 and 1529. Training shall be consistent with EPA training requirements for local education agency maintenance and custodial staff as set forth in Code 40 of Federal Regulations (CFR) 763.92 (a) (1). Documentation that the Vendor staff (names) has received such training must be submitted within 30 days of the contract start date.
  1. The Vendor staff shall not place or use mops, brooms, or any equipment in traffic areas or other locations in any manner that would create safety hazards. The Vendor staff shall provide and place appropriate warning signs for wet or slippery floor areas, such as those caused by cleaning or floor finishing operations. General safety requirements (manufacturer’s recommendations, drying methods, etc.) shall be complied with for all products and methods used in carrying out this contract.
  1. For all operations where furniture and equipment must be moved, no chairs, waste receptacles or other similar items shall be stacked on desks, tables or sills. Upon completion of work all furniture and equipment must be returned to its original position.
  1. Bi-weekly shall be defined as two (2) times per week. Service days shall be Monday’s and Wednesday’s unless otherwise provided for in the contract.
  1. Bi-monthly shall be defined as two (2) times per month and the service days shall be the second and fourth Friday of the month unless otherwise provided for in the contract.
  1. Vendor is advised that the Court facilities are frequently used for Court wide meetings and special events, etc. and shall require additional services and supplies. Therefore, the Vendor shall ensure a level of flexibility in staff scheduling so as to provide for servicing of all restrooms, offices, etc. Vendor will be notified of the schedule by the Director of Court Facilities.
  1. Vendor shall maintain a separate floor crew to damp mop, buff, strip/scrub and wax all linoleum and tile floors.
  1. Daily Trash Pick-Up And Removal To Include The Following:
  1. Vendor shall empty all waste receptacles on a daily basis (including wastebaskets, trashcans, boxes if labeled “trash”, recycle, etc.). Any item or items near trashcans/wastebaskets are not to be removed if not labeled. Newspapers are not to be discarded unless found in a trashcan.
  1. Vendor shall ensure all waste receptacles are maintained in a clean and odor-free condition. Clean plastic liners are required.
  1. Vendor shall remove all trash, recycle, and waste to a central location (e.g. dumpster) for disposal.
  1. If in doubt, Vendor shall set aside material and ask for direction from the Court designated contact or the Director of Court Facilities.
  1. General Daily “After Hour” Cleaning Responsibilities
  1. Vendor shall clean/dust furniture, counters and casework. Furniture includes but is not limited to: desks, tables and reception area partitions.
  1. Vendor shall clean/dust all vertical and horizontal surfaces.
  1. Vendor shall spot clean finger marks, smudges, graffiti, dirt build up, and/or accumulation around light switches, doors, door frames, counters, moldings, all ceiling and wall vents, partitions, all wall, ceiling or shelf fans, etc.
  1. Vendor shall clean all glass entrances (glass entrance includes: glass doors adjacent windows, window frames, glass reception partitions and blinds).
  1. Vendor shall clean all metal trim (push plates, kick plates, door jambs, etc.).
  1. Vendor shall spot clean all interior glass partitions, display cases, mirrors, interior doors, etc.
  1. Vendor shall sanitize, wash, polish and remove all hard water deposits from all drinking fountains, sinks, basins, fixtures, etc., and related counter tops.
  1. Vendor shall clean stainless steel, remove handprints, smudges and foreign substances from interior and exterior walls, remove debris and soil from tracks, vacuum or sweep floor.
  1. Vendor shall clean areas only accessible during daytime hours as required.
  1. Vendor shall clean elevator walls and tracks.
  1. Vendor shall pick-up and remove all trash as directed above.
  1. General Daily “After Hour” Cleaning Responsibilities(excluding restrooms and showers)
  1. Vendor shall maintain floors in such a manner as to promote longevity and safety. Upon completion of work, all floors shall be left in a clean, high luster shine, orderly and safe condition.
  2. Vendor shall remove and replace furniture as required to perform work.
  1. Floor finish is understood to be a preservative and safety measure. Finish shall be applied only to appropriate areas that are free of residual dirt and build-up. Floors are not to be left unfinished after stripping. Floor sealer used shall be slip resistant.
  1. Tile floor care shall consist of the following:
  • Vendor shall sweep to remove loose dirt and other materials
  • Vendor shall wet mop all hard tile (ceramic, quarry, etc.) floors
  • Vendor shall burnish all resilient tile to a high luster
  • Vendor shall post safety signs indicating slip hazards and/or wet floor when buffing, damp or wet mopping
  1. Carpet care shall consist of the following:
  • Vendor shall vacuum all carpeted floor completely
  • Vendor shall use only Hepa-Filtration type vacuum cleaners
  • Vendor shall spot clean all carpeted floors (spillages, stains, gum, candy, etc.)
  1. Daily Requirements For All Employee, Public Entrance And Patio Areas
  1. Vendor shall clean/monitor (pick up papers, leaves, trash, dirt, broken glass, food, food wrappers, gum and other conspicuous trash) outside stairways, entryways, curbs and covered and uncovered patios.
  1. Vendor shall sweep to remove all loose dirt and other materials including cobwebs.
  1. Vendor shall wet mop or wash clean all patio areas.
  1. Vendor shall clean all tables and benches.
  1. Vendor shall empty all waste receptacles, ashtrays and replenish sand.
  1. Vendor shall maintain all waste receptacles in a clean and odor-free condition. Plastic liners are required.
  1. Vendor shall clean all entrance mats.
  2. Vendor shall clean all stairwells (Sweep & damp mop or vacuum).
  1. Vendor shall clean the inside and outside of glass doors and windows to all entrances.
  1. Daily Cleaning Requirements For Restrooms And Showers (Fixtures)
  1. Vendor shall clean all commodes, urinals, lavatories, bathtubs, shower areas, etc. with a germicidal detergent. NOTE: Deodorant tablets are not to be used.
  1. Vendor shall remove: incrustation, stains, scale, deposits, hair and build-up inside and outside of all commodes, urinals, lavatories, bathtubs, shower areas, etc. with a germicidal detergent.
  1. Vendor shall rinse and polish all fixtures, faucets and piping. Highly scented disinfectants, objectionable or odoriferous cleaners shall not be used.
  1. Vendor shall rinse and polish all fixtures, faucets, mirrors, partitions, doors, walls, moldings, vents, shelves, hinges, frames, furniture, trim, baseboards, etc., in restrooms and adjacent lounge areas.
  1. Vendor shall install and maintain automatic air fresheners in all public restrooms.
  1. Daily floor cleaning requirements shall include the following
  • Vendor shall sweep floors to remove loose dirt and other material.
  • Vendor shall damp/wet mop all tile and linoleum floors using a germicidal detergent solution.
  • Vendor shall clean all baseboards as needed.
  • Vendor shall spray buff all tile and linoleum floors to high luster shine weekly.
  • Vendor shall maintain at all times, floors in such a manner as to promote longevity and safety.
  1. Vendor shall empty all waste receptacles.
  1. Supplies
  1. Vendor shall refill all towels, tissue, seat covers, soap, air freshener, batteries and feminine product dispensers. No refill/extra supplies shall be stocked in the area of the dispenser.
  1. Vendor shall maintain a ten (10) day stock of restroom supplies.
  1. Vendor shall use recycled and recyclable products, whenever practicable, in fulfilling the terms of this contract. Recycled printed products shall include a symbol identifying the recycled material.
  1. Daily Finishing Touches
  1. Vendor shall restore all furniture, wastepaper baskets, etc., to their original position.
  1. Vendor shall report all maintenance-related problems to the Director of Court Facilities. Reportable items shall include, but are not limited to:
  • Burned out lighting in hallways, closets or offices which affect the ability to clean
  • Dripping or running faucets, leaking fixtures (such as commodes and urinals)
  • Continuously or long-running flush meters
  • Inadequate or non-flushing flush meters
  • Carpet tears that pose a trip hazard
  • Loosened floor tiles
  • Cracked or broken windows
  • Door locking problems
  • Graffiti that cannot be cleaned and is required to be painted
  1. Vendor shall leave janitor closet clean and orderly. This shall include all vacuum cleaners, buffers, mops, mop buckets, roll carts, trash containers, dust mops and brooms, etc.
  1. Trash shall not be stored in the janitor closet
  1. Periodic Tasks And Services
  1. All monthly and semi-annual services shall be logged in to the period service logbook and these services shall require a sign-off after completion. Prior to starting, Vendor shall submit a written schedule showing the exact date of all monthly, quarterly and semi-annual work. Upon completion, all periodic tasks shall be logged into the service request log.
  1. During regular working hours, service for emergency cleanup, which includes spills or accidents, shall be provided within one hour of request.
  1. Semi-Annual Service

To be performed during the first thirty (30) days and every six (6) months thereafter, unless otherwise stated, or until contract is terminated.