Mail Response To: City of Columbia CITY OF COLUMBIA Purchasing Division 1136 Washington St., 4th Floor INVITATION TO BID Columbia, SC 29201 BIDDER ACKNOWLEDGEMENT Phone Number: (803) 545-3474 Date: Bids will be opened at 3:00 PM on Bid# 12/12+/2008 01 /27/2009 and may not be withdrawn within 60 days after such date and time. 00046-08-09 Bid Title: Janitorial Services Vendor Name Reason For No Bid: Vendor Mailing Address City-State-Zip Area Code Telephone # Fax # I certify that this bid is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a bid for the same materials, supplies, or equipment, and is in all respects fair and without collusion or fraud. I agree to abide by all conditions of the bid _____________________________________________ and certify that I am authorized to sign this bid. In submitting a bid to an agency of the City of AUTHORIZED SIGNATURE (MANUAL) Columbia, the bidder offers and agrees that if the bid is accepted, the bidder will convey, sell, assign or transfer to the City of Columbia all rights, title, interest in and to all causes of action it may now or hereafter acquire under the Anti-trust laws of the United States and the _____________________________________________ State of South Carolina for price fixing relating to the particular commodities or services AUTHORIZED SIGNATURE/TITLE (TYPED) purchased or acquired by the City of Columbia. At the discretion of the City of Columbia, such assignment shall be made and become effective at the time the purchasing agency tenders ____________________________________________ final payment to the bidder. E-MAIL ADDRESS General Conditions Sealed Bids: All bid sheets and this form must be executed and submitted B. Mistakes: Bidders are expected to examine the specifications, delivery in a sealed envelope (Do not include more than one bid per envelope). schedule, bid prices and all instructions pertaining to supplies and services. Failure to The face of the envelope shall contain in addition to the above, an do so will be at bidders risk. In case of mistake in extension, the unit price will govern. address, the date and time of the bid opening & the bid number. Bids not C. Condition & Packaging: It is understood and agreed that any item offered or submitted on attached bid form shall be rejected. All bids are subject to shipped as a result of this bid shall be new (current model at the time of this bid). All the conditions specified herein. Those which do not comply with these containers shall be suitable for storage or shipment, and all prices shall include standard conditions are subject to rejection. commercial packaging. D. Safety Standards: Unless otherwise stipulated in the bid, all manufactured 1. EXECUTION OF BID: Bid must contain a manual signature of the items and fabricated assemblies shall comply with applicable requirements of the authorized representative in the space provided above. Bid must be typed or Occupational Safety and Health Act, and any standards there under, as well as bearing printed in ink. Use of erasable ink is not permitted. All corrections made by Underwriters Laboratories labels where appropriate. bidder to his bid price must be initialed. The company name shall also appear E. Invoicing & Payment: The contractor shall be paid upon submission of on each page of the bid as required. properly certified invoices to the City of Columbia Accounting Division, P.O. Box 147, Columbia, S.C. 29217. At the prices stipulated on the contract at the time the order is 2. NO BID: If not submitting a bid, respond by returning only the bidder placed, after delivery and acceptance of goods, less deductions if any, as provided, acknowledgement form, marking it “No Bid”, and explain the reason in invoices shall contain the Contract Number and Purchase Order Number. The City of the space provided above. Failure to respond three (3) times in Columbia will not pay invoices submitted from a third party. Invoices shall be succession without justification shall be cause for removal of the supplier submitted by the company shown on the Purchase Order. from the bid mailing list. NOTE: To qualify as a respondent, bidder must submit a “No Bid” and it must be received no later than the stated 5. MANUFACTURER’S NAME & APPROVED EQUIVALENTS: Any bid opening date and hour. manufactures names, trade names, brand names, information and/or catalogue numbers listed in a specification are for information and are not intended to limit competition. 3. BID OPENING: Shall be public on the date and at the hour specified on The bidder may offer any brand for which he is an authorized representative, which the bid form. It is the bidders responsibility to assure that his bid is delivered meets or exceeds the specification for any item(s). If bids are based on equivalent at the proper time and place of the bid opening. Bids which for any reason are products, indicate on the bid form the manufacturer’s name and number. Bidder shall not so delivered will not be considered. Offers by telegram or telephone are submit with his bid, cuts, sketches and descriptive literature and/or complete not acceptable. A bid may not be altered after the opening of the bids. specifications. Reference to literature submitted with a previous bid will not satisfy this NOTE: Bid tabulation will be furnished upon written request with an provision. The bidder shall also explain in detail the reason(s) why the proposed enclosed, self-addressed, stamped envelope and payment of a equivalent will meet the specifications and not be considered an exception thereto. The predetermined fee. Bid tabulations will not be provided by telephone. City Columbia reserves the right to determine acceptance of item(s) as an approved equivalent. Bids, which do not comply with these requirements, are subject to 4. PRICES, TERMS, & PAYMENT: Firm prices shall be bid and shall rejection. Bids lacking any written indication of intent to bid an alternate brand will be include all packing, handling and shipping or delivery charges. received and considered in complete compliance with the specifications as listed on the A. Discounts: Bidders may offer a cash discount for prompt payment. bid form. The Division of Purchasing is to be notified of any proposed changes in (a) However, such discounts shall not be considered in determining the lowest net materials used, (b) manufacturing process, or (c) construction. However, changes shall cost for bid evaluation purposes. Discount time will be computed from the not be binding upon the City unless evidenced by a Change Notice issued and signed date of satisfactory delivery at place of acceptance or from receipt of correct by the City Purchasing Agent. invoice at the office specified, whichever is later. 6. INTERPRETATIONS: Any questions concerning conditions and specifications shall be directed in writing to this office for receipt no later than ten (10) days prior to the bid opening. Inquiries must reference the date of bid opening and bid number. No interpretation shall be considered binding unless provided in writing by the City of Columbia in response to requests in full compliance with this provision. Bid No: 00046-08-09 Page No: 2 General Conditions Continued 7. CONFLICT OF INTEREST: All bidders must disclose with their bid the 13. PATENTS & ROYALTIES: The bidder, without exception, shall indemnify and hold name of any officer, director, or agent who is also an employee of the City harmless the City of Columbia and its employees from liability of any nature or kind, of Columbia or any of its agencies. Further, all bidders must disclose the including cost and expenses for or on account of any copyrighted, patented, or unpatented name of any City employee who owns directly or indirectly, an interest of invention, process or article manufactured or used in the performance of the contract, five percent (5%) or more in the bidder’s firm or any of its branches. including its use by the City of Columbia. If the bidder uses any design, device or materials covered by letters, copyright or patent, it is mutually agreed and understood 8. AWARDS: As the best interest of the City may require, the right is without exception that the bid prices shall include all royalties or cost arising from the use reserved to make award(s) by individual item, group of items, all or none, or of such design, device, or materials in any way involved in the work. a combination thereof; on a geographical district basis and/or on a statewide basis with one or more suppliers; to reject any and all bids or waive any 14. PRICE ADJUSTMENTS: Any price decrease effectuated during the contract period minor irregularity or technicality in bids received. When it is determined by reason of market change shall be passed on to the City of Columbia. This shall also that there is competition to the lowest responsible bidder, evaluation of other apply to all in-place equipment or rent or lease plans. bids is not required. Bidders are cautioned to make no assumptions unless their bid has been evaluated as being responsive. 15. CANCELLATION: This contract, for the protection of both parties, may be cancelled in whole or in part by either party by giving thirty (30) days prior notice in writing to the 9. SERVICE & WARRANTY: Unless otherwise specified, the bidder shall other party. define any warranty service and replacements that will be provided during and subsequent to this contract. Bidders must explain on an attached sheet 16. RENEWAL: The Purchasing Division reserves the option to renew the period of this to what extent warranty and service facilities are provided. contract, or any portion thereof, for an additional contract period. Renewal of the contract period shall be by mutual agreement in writing. 10. SAMPLES: Samples of items, when called for, must be furnished free of expense, and if not destroyed, may upon request, be returned at the 17. LIABILITY: The supplier shall hold and save the City of Columbia, its officers, agents bidder’s expense. Each individual sample must be labeled with bidder’s and employees harmless against the claims by third parties resulting from the suppliers name, manufacturer’s brand name and number, bid number, and item breach of this contract or the suppliers negligence. reference. Samples of successful bidder’s item(s) may remain on file with the Purchasing Division for the term of the contract. Request for return of 18. FACILITIES: The City reserves the right to inspect the bidder’s facilities at any samples shall be accompanied by instructions, which include shipping reasonable time with prior notice. authorization and name of carrier, and must be received within ninety (90) days after bid opening date. If instructions are not received within this time, 19. LITERATURE & PRICE LIST: The successful bidder must provide a copy of any the commodities shall be disposed of by the City of Columbia. product literature and price list in excellent quality. 11. NON-CONFORMANCE TO CONTRACT CONDITIONS: Item(s) 20. LICENCES AND PERMITS: It shall be the responsibility of the successful bidder to may be tested for compliance with specifications under the direction of the secure any applicable licenses or permits necessary to do business in the City of Columbia. Purchasing Division, or by other appropriate testing laboratories. The data derived from any tests for compliance with specifications are public record 21. Upon award to the vendor by the appropriate authority, the terms and conditions and open, to examination. Items delivered not conforming to specifications contained in the invitation to bid and any attached specifications or other documents may be rejected and returned at vendor’s expense. These items and items attached thereto shall become the contract between the City of Columbia and the vendor. not delivered as per delivery date in bid and/or purchase order may result in bidder being found in default, in which event any and all re-procurement 22. Should funds not be appropriated by Columbia City Council during any of its fiscal costs may be charged against the defaulting contractor. Any violation of years necessary to pay the City’s monetary obligations under the contract, this contract these stipulations may also result in: shall immediately terminate, without further obligation by the City of Columbia. A. Suppliers name being removed from the Purchasing Division’s vendor mailing list. 23. If this invitation to bid is for professional services to be rendered by the vendor, the B. All City divisions being advised not to do business with the Addendum to the Invitation for Bids for Professional Services shall apply as if fully set supplier without written approval from the Purchasing Division forth herein verbatim. until such time as the supplier reimburses the City for all reprocurement and cover costs. 24. PROTESTED SOLICITATIONS AND AWARDS. (a) Right to protest. Any actual or prospective bidder, offeror, contractor, or subcontractor 12. INSPECTION, ACCEPTANCE & TITLE: Inspection and acceptance who is aggrieved in connection with the solicitation or award of a contract may protest to will be at destination unless otherwise provided. Title and risk of loss or the appropriate procurement officer. The protest, setting forth the grievance, shall be damage to all items shall be the responsibility of the contract supplier until submitted in writing within five (5) days after such, aggrieved persons know or should have accepted by the ordering agency unless loss or damage results from known of the facts giving rise thereto, but in no circumstance after 10 days of notification negligence by the ordering agency. The contract supplier shall be of award of contract. responsible for filing, processing and collecting all damage claims. (b) Authority to resolve protests: The appropriate procurement officer shall have authority, However, to assist him in the expeditious handling of damage claims, the prior to the commencement of an administrative review, as provided in this article, to settle ordering agency will: and resolve a protest of an aggrieved bidder, offeror, contractor or subcontractor, actual or A. Record any evidence of visible damage on all copies of the prospective, concerning the solicitation or award of a contract. This authority shall be delivering carrier’s Bill of Lading. utilized in a manner consistent with regulations or laws governing the procurement of supplies, services and construction for the city. B. Report damage (Visible and Concealed) to the carrier and (c) Decision. If the protest is not resolved by mutual agreement, the appropriate contract supplier, confirming such reports, in writing, within 15 procurement officer shall promptly issue a decision in writing within 10 days. The decision days of delivery, requesting that the carrier inspect the damaged shall state the reasons for the action taken. merchandise. (d) Notice of decision. A copy of the decision under subsection (c) of this section shall be C. Retain the item and its shipping container, including inner mailed or otherwise furnished immediately to the protestant and any other party packing material, until inspection is performed by the carrier, intervening. and disposition given by the contract supplier. (e) Finality of decision. A decision under subsection (c) of this section shall be final and D. Provide the contract supplier with a copy of the carrier’s Bill of conclusive, unless fraudulent, or unless any person adversely affected by the decision Lading and requests a review in writing, setting forth the grievance, to the city manager within 10 days damage inspection report. of the decision. The protestant may also request an interview with the city manager. (f) Request for review. The request for a review shall not stay the contract unless fraudulent. Bid No: 00000-08-09 Page No: 3 ILLEGAL IMMIGRATION REFORM ACT Chapter 14 of Title 8 of the SC Code of Laws (July 2008). By submission of the bid, the prime contractor does hereby certify that it will comply with the requirements of this chapter and will provide the South Carolina Department of Transportation with any documentation that is required to establish either: (a) the applicability of the chapter by the prime contractor and any subcontractor or sub-subcontractors (b) the compliance with this chapter by the prime contractor and any subcontractors or sub-contractors An overview is available at www.columbiasc.net/purchasing PURCHASING DIVISION Bid No. 00046-08-09 1136 WASHINGTON STREET 4TH FL. Page: 4 COLUMBIA, S.C. 29201 Date: December 12, 2008 I N V I T A T I O N F O R B I D S Sealed bids for furnishing Janitorial Services is subject to the conditions, and all provisions, etc.,set forth herein and attached, will be received at this office until January 27, 2009 at 3:00 PM then publicly opened and read. The commodities and/or services must be furnished as described and specified, delivered to Jobsite. All prices bid must include all costs of transportation to the required destination. Address mailed bids, City of Columbia 1136 Washington Street 4th Floor Columbia, S.C. 29201 Bid No. 00046-08-09 By: __ _Buyer show this number on envelope Randall Elswick __________________________________________________________________________________ QUANTITIES/COMMODITIES, UNIT PRICE AMOUNT OR SERVICES DOLLAR CENTS DOLLAR CENTS ___________________________________________________________________________________ The City of Columbia is requesting bids for Janitorial Services of City Buildings per the attached specifications and scope of work. Submit prices on the attached price sheets. A mandatory pre-bid conference shall be held on January 6, 2009 at 10:00 am. The conference shall be held at City of Columbia, 1225 Lady Street, Basement Conference Room, Columbia, SC 29201. The purpose of this conference is to discuss the specifications and scope and to answer questions. Only those bidders at this mandatory meeting shall be allowed to participate in the bidding process Note: 1. Please direct all questions concerning this bid to Randall Elswick @ (803) 545-3474. 2. All bidders shall submit two (2) copies of bid, (1 – original, 1 – copy). NOTICE TO BIDDERS: Bids must be submitted on this form. Bids made otherwise will be subject to rejection. All taxes on any item that the City may be required to pay must be shown separately, not included in the price bid. Bid No: 00046-08-09 Page No: 5 THINK GREEN The City of Columbia is adopting a “green” policy in all aspects of its existence. As a perspective vendor for this contract you will be asked to provide a “Green Cleaning Policy” when you submit a quote for the city’s facilities. The City wants to provide the best environment possible for its visitors and employees. By reducing and eliminating toxic cleaning chemicals the human health standard for these buildings will rise and open up the opportunity for the City to gain LEED (Leadership in Energy and Environmental Design) certification for its public buildings. As the custodian to some of these facilities you will be fully involved in this venture that the City will undergo in the next few years to achieve its goals for eliminating these toxic substances in the workplace. Using biodegradable paper products is another reasonable avenue to go and it saves money as well as the environment. Some vendors will have to re-tool their traditional supplies with a new inventory of “green” chemicals. In the past, chemicals made from petrochemicals from oil, coal and natural gas leave dangerous residues (soils, bio- pollutants, toxins and pollutants) that compromise indoor air quality and have been linked and contribute to cancer, neurological illnesses, skin rashes, headaches and dizziness of employees and the recipients of your professional labor. Ammonia, chlorine bleach, aerosol sprays with flammable petrochemicals (propane, n- butane and iso- butane) are among the worst in these volatile cleaning chemicals and should be removed from your inventory. The uses of “green” chemicals containing enzymes are natural cleaning products and are very cost effective. They naturally dissolve organic materials and will not stain, bleach or leave behind a sour fragrance. Other “green” technology chemicals derived from plant life surfactants and mineral salts are fragrance-free and do not contribute to respiratory problems and sensitivity disorders in the work place and will enhance your organization’s reputation with the City. In closing, sustainable cleaning products formulated with “green” chemistry methods use sustainable ingredients that are based on readily renewable resources and is less costly than the oil-derived ones. This sustainable cleaning process is an insurance policy and the best investment you can make for the effective management of the City’s indoor environment. Please visit the City of Columbia’s Climate Protection Action Campaign web site, www.coccpac.com and learn more on how to go “green”. We look forward to receiving your quote(s) for our facilities and remember to think…”GREEN”. Bid No: 00046-08-09 Page No: 6 Scope of work The vendor selected shall provide a high level of services required to keep the City buildings clean and sanitary. These buildings are high traffic and open to the public. These buildings present an image of the City to the public and as such must be clean, neat and sanitary at all times. Certain standards will require further details in this contact. Bid No: 00046-08-09 Page No: 7 Table of Contents Think Green 4 Scope-of-work philosophy 5 Instructions for submitting proposals 8 Qualifications sheet 9 Cost sheet for buildings 10-13 Cleaning standards for City Buildings 14-18 City Buildings A. Public Facilities 1. City Hall 19-20 2. Municipal Court 21 3. General Services 22 4. Main Fire Headquarters 23 5. 911 Central Communications 24 6. 1136 Washington Square/1339 Main Street 25-27 7. 1225 Lady Street 28-30 B. Police Buildings 1. Main Police Headquarters (Down Town) 31-36 2. Metro Police District 37 3. Harbison Police District (West) 38 4. Police Training Center 39 5. Police District (East) 40 6. Police District (South) 41 7. Midland Mall Metro Sub-District 42 8. Eau Claire Town Hall (Police District (North) 43 9. Police/North Region’s Sub-District 44 10. Police/South Region's Sub-District 45 C. Parks and Recreation Park 1. Main Parks & Recreation Office 46-51 2. Arts Center 51-52 3. Columbia Tennis Center 52 4. St. Anna’s Park 52 5. Earlewood Park 52 6. Emily Douglas Park 52 7. Heathwood Park 52 8. Melrose Park 52 9. Pacific Park 53 Bid No: 00046-08-09 Page No 8 Table of Contents 10. Eau Claire Print Facility 53 11. Hampton Park 53 12. Sims Park 53 13. South Edisto Rosewood Park 53 D. Bus Shelters (15) 54-55 E. Parking Headquarters 56 F. Canal Water Plant 57-58 G. Public Works Headquarters 59 Bid No: 00046-08-09 Page No 9 Instructions for Submitting Proposals 1. All quotes shall be submitted on the cost sheets included with this bid. 2. All proposals shall include the completed sheets listing proposed number of employees assigned to buildings, and the qualifications sheet. Failure to include these shall result in a rejection of the proposals. 3. Vendors must plan for “minimum wage schedules” and notify Support Services in December/January to allow them to include increases as they prepare their budget for the City. Usually, The City will not allow increases until after the vendor fulfills two (2) years of complete services. Increase based on the consumer pricing index (C.P.I.). 4. This contract will be good for three (3) years with a possible one (1) year extension. This contract will start as soon as City Council approves it plus 30 days for prior vendors to shut their operations down in City buildings. 5. Any questions concerning the submittal of the proposal should be directed to Randy Elswick, Buyer, at 545-3474. 6. Any questions concerning the buildings, or their inspections, should be directed to Dave Cummings at 545-3115. Other facilities mentioned have designated representatives as stated on the facility description sheet. 7. Basic, bottom line, for evaluating proposals are cost and the ability to perform the work (qualifications). 8. All accepted vendor’s employees, will have to undergo SLED checks before being assigned to any City government building. Any personnel changed during the course of this contract will have to undergo the SLED test before being assigned. SLED checks will be forwarded to Support Services for evaluation, questions and basic review of vendor’s personnel. 9. City pays on “ACTUAL” invoice only! Normal, 30-day turn around, or less, for payment is the norm. City payment check will be sent to address that was used when vendor first registered with the Purchasing Division. Bid No: 00046-08-09 Page No 10 Qualifications Company Name: Address/City/State/Zip: Business Phone/Cell/ Fax #: 1. How long has your company been in operations? ______________________ 2. Do you have a valid City of Columbia Business License? ________________ 3. How many employees do you currently have? _________________________ 4. Are you currently approved as a MBE or FBE Company? ________________ Please list three references of current customers/ Government Agencies bidder has supplied cleaning contract: Name Phone # Sq. footage Contact person Any comments you may have: __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ __________________ Sign ______________________ Date: ______________________ Bid No: 00046-08-09 Page No 11 Name/Facility Monthly Cost Yearly Cost A. Public Facilities 1. City Hall 2. Municipal Court 3. General Services 4. Main Fire Headquarters 5. 911 Communications 6. 1136 Washington Sq. 7. 1225 Lady St. Bid No: 00046-08-09 Page No 12 Name/Facility Monthly Cost Yearly Cost B. Police Buildings 1. Main Police Headquarters 2. Metro Police (DownTown) 3. Harbison Police District (West) 4. Police Training Center 5. Police District (East) 6. Police District (South) 7. Midland Mall Metro Sub- District 8. Eau Claire Town Hall (North) 9. Police /North Region's Sub- District Bid No: 00046-08-09 Page No. 13 Name/Facility Monthly Cost Yearly Cost C. Parks and Recreaton Buildings 1. Main Parks & Rec. Office 2. Arts Center 3. Columbia Tennis Center 4. St. Anna's Park 5. Earlewood Park 6. Emily Douglas Park 7. Heathwood Park 8. Melrose Park 9. Pacific Park 10.Eau Claire Print Facility 11. Hampton Park 12. Sims Park 13. South Edisto Rosewood Park Bid No: 00046-08-09 Page No 14 Name/Facility Monthly Cost Yearly Cost D. Bus Shelters (15 locations) E. Parking Headquarters F. Canal Water Plant G. Public Works Headquarters Bid No: 00046-08-09 Page No: 15 Required Cleaning Standards for Public Buildings Unless Otherwise Noted Daily Cleaning What is expected is a neat, orderly and healthy environment where harmful micro-organisms are under control and the room is free of unwanted substances, pollutants, residues, and odors. Thus, the contractor’s activity is a process of managing the sanitary needs of the City of Columbia. Restrooms 1. Dispensers are clean and correctly filled with the appropriate supplies. 2. Fixtures are clean and free of sols, smudges, fingerprints, marks, oils and other residues. 3. Toilets and toilet seats are clean, dry and free of soils, urine, body fluids, spots, splatters, stains, and other residues. 4. Urinals and urinal screens are clean, dry and free of soils, urine, body fluids, spots, splatters, stains and other residues. 5. Sinks and drinking fountains are clean, dry, and free of water spots, soils, splatters, soap deposits and other residues. All floor drain covers are clean and free of soils, lint, mop strings, dirt and other residues. 6. Floor surfaces are clean, dry, slip resistant, and free of soils, dirt, build-up, gum, urine, feces, body fluids, mildew, mold and other residues. 7. Ceiling vents are clean and free of all soils, lint and other residues. 8. Mirrors and metal fixtures are clean and free of smudges, finger marks, splatters, water spots, streaks and other soils and residues. 9. Restroom air is fresh and free of unpleasant odors. 10. Partitions, doors, doorknobs, walls and ceilings are clean and free of soils, smudges, finger marks, splatters, water spots, graffiti and other residues. 11. Horizontal surfaces, including countertops and ledges, are clean and free of soils and dirt deposits. 12. Lights are operating and fixtures are clean, free of soils and residues. 13. Trash has been properly removed from receptacles with clean liners installed correctly. 14. Trash and debris has been removed and disposed of properly. 15. Every evening check the following hidden areas in our restrooms: Inside the door to the toilet stalls Under lip of the toilet and urinal Ceiling vents Floor drains High ledges Light fixtures Door knobs and handles Plumbing fixtures to sinks, toilets and urinals Underneath the faucet Difficult-to-reach corners of floors and walls. Bid No: 00046-08-09 Page No. 16 Interior Stairwells & Landing 1. Remove all debris, i.e. paper, cigarette butts, leaves, etc. 2. Sweep all areas. 3. Dry mop twice a week. Doors 1. Clean all door glass (both sides). 2. Remove obvious dirt and grease from door knobs. Hallways & Lobby Areas 1. Sweep and damp mop all areas with clean cold water to preserve wax. 2. Empty all cigarette urns: replace sand as needed. Clean and sanitize water fountains. 3. Clean floor mats. 4. Clean spills and dirt in all non carpeted areas. Office & Lobby Areas 1. Sweep & damp mop all non-carpeted floors. 2. Vacuum carpet in traffic patterned areas and extend to remove obvious dirt from around and under furniture. Move furniture to be consistent. 3. Empty wastebaskets and all trash receptacles. 4. Trash placed in cardboard boxes will be labeled as trash and placed either on top of a trash can or next to the doorway in hallway, or outside, etc. 5. Dust with a treated cloth all horizontal surfaces that tare readily available. 6. Clean all glass desk tops (if appropriate). 7. In “Designated Smoking Area” empty and pick up around all ashtrays (outside). Elevators 1. Clean all interior surfaces 2. Clean floor track. Clean out debris in all corners. 3. Damp mop or vacuum. Parking Lots 1. Pick up paper, cigarette butts and other debris around outside of buildings and in parking lots. 2. Sweep steps and outside landings at all exterior doors. 3. Remove debris from outside trash receptacles, and cigarette containers. Bid No: 00046-08-09 Page No 17 Weekly The following items shall be completed on a weekly basis, generally on the same day each week. 1. Bathrooms a. Machine scrub all floors. b. Dust all surfaces. 2. Hallways & Lobby Areas a. Spray buff all floors. b. Damp wipe cove base molding. c. Dust all fire apparatus. 3. Stairwells & Landings a. Dust railings, ledges, grilles and doors. b. Dry mop as needed. 4. Office & Conference Areas a. Thorough vacuuming of all carpeted surfaces. b. Dust all vertical services of furniture (knee wells, chair rungs, table legs, etc.) c. Damp wipe all window sills. d. Replace all trash can liners. Monthly The following items shall be completed on a monthly basis, or approximately every four weeks, with the work being done at approximately the same time of the month. 1. Stairwell & Landings. a. Mop and wax landings. b. Dust walls & railings. 2. Hallways & Lobby Areas a. Spot clean all walls. b. Damp wipe all cove base molding. 3. Office & Conference Areas a. Spot clean all walls. Twice Monthly The following items shall be completed twice monthly or approximately every two weeks, normally at the same time of the week. 1. Hallways & Lobby Areas a. Polish kick plates, push bars, handrails (interior and exterior), door knobs and other metal surfaces. Bid No: 00046-08-09 Page No. 18 Quarterly 1. Bathrooms a. Strip old finish from all vinyl floors. Seal floors. 2. Hallways & Lobby Areas a. Strip, seal and wax all floors. 3. Office & Conference Areas a. Wash all interior windows. b. Dust all blinds. Semi-Annually The following items shall be completed every six months, beginning the first month of the contract, and repeated every six month. 1. All Areas a. The vendor shall make a physical inspection of all buildings along with a representative of the Support Services Division. Evaluations of needed improvements will be done at this time. 2. All Paneled Surfaces a. Wipe down and treat all paneled surfaces. 3. Office & Conference Areas a. Strip floors and apply four coats of floor finish. Annually The following items shall be completed once during the contract year at a time agreed on by the vendor and the City, but no later than the ninth month of the contract. Clean surfaces and objects in each building from the floors. This shall include, but not be limited to walls, ventilating molding, tops of partitions and equipment, overhead pipes, pictures, plaques, wall or ceiling diffusers, file cases, bookcases, lockers, etc. Damp wipe and dry high surfaces such as clock glass, picture frames, smudged areas surrounding air grills, railings in stairwells and cove base molding. Drapes shall be vacuumed in place. Strip and wax all non-carpeted floors in offices and conference areas. Wash all Venetian blinds. If blinds are to be removed, work must be done on weekends. Bid No: 00046-08-09 Page No 19 Material Specifications a. All paper products shall be furnished by the contractor as part of the contract. Toilet tissue—2 ply Hand towels—brown paper, multi-fold. b. Liquid hand soap shell be white pearl or pink pearl by Johnson’s or an acceptable equal (bar soap is not acceptable). c. Cleaning chemicals, mops, vacuums, buffers, dust mops supplied by vendor. THINK GREEN!! d. Do not leave dirty water in mop buckets or use again in the building. Miscellaneous Requirements a. Windows shall be closed and lights and fans turned off when not in use. b. Report hazardous conditions and items in need or repair to the Support Services Office @ 545-3104 or 545-3115 by noon on the day after the conditions are found. c. Lock rooms in security areas after cleaning. d. Turn in lost and found articles to the Support Service Office. e. Close doors and lock rooms as required in all areas after cleaning. f. Vendor must be available during daytime working hours to provide corrective action for missed assignments and to provide special services as needed (day porter). g. All exterior doors shall be kept locked at all times. Vendor’s employees shall not leave doors open for other employees or while taking trash to bulk containers. h. Vendor shall be provided storage space in each building to store equipment and supplies must be kept orderly and clean at all times. i. If an employee is terminated from the contractor’s employment, and keys are not returned, the expenses of re-securing the building will fall on the contractor. j. Employees of vendor will allow no “guests” to enter buildings. k. Employees must be in appropriate uniform of the company that has the contact (for security purposes). l. During the coming year(s) of this contract other buildings may be added or deleted as necessary by the City. Note: Do not “drag” loaded trash bags over flooring areas. If leaking, stains carpeting with tell-tale droppings. Bid No: 00046-08-09 Page No. 20 A. Public Facilities Facility Name: City Hall Address: 1737 Main Street Square Footage: 20,120 S.F. Contact Person: Support Services 545-3115/545-3104 Physical layout: Three floors w/basement and mezzanine floor Service: Full (M-F) w/day porter Special needs required in addition to regular cleaning. a. Council Chambers on third floor shall be vacuumed and dusted well every Tuesday night. Same with their meeting area (Mayor’s area) on second floor. City Council meets every other Wednesday. b. Small parking lot directly behind building shall be policed nightly and all paper and cigarette butts picked up. c. All stairwells shall be cleaned nightly including sweeping and mopping if required. d. Sweep front and back stairway daily. Vacuum elevator daily (clean out elevator door track). Shake entry mats. e. Dust window areas and furniture. f. Only City Manager’s desk will be cleaned daily, if requested by that person. g. Certain areas in basement, mezzanine floor, and top floors will need day porter services for trash or /vacuuming. h. Use special vacuum for high pile carpet 2nd & 3rd floors). i. Some major renovation of this facility will be on going throughout next few years. Bid No: 00046-08-09 Page No. 21 j. First floor is tile floor and daily cleaning and dry mopping required. Do Not use stiff bristle that is electrically generated or surface will be scratched. k. Remove trash daily. Main Street has evening pick-up of bagged trash Monday –Friday. Note: This facility is where our elected officials and upper management reside daily. This building reflects the standard for all cleaning contracts. If not done properly in cleaning than it reflects badly on all other custodial contractors. Notes: Bid No: 00046-08-09 Page No 22 Facility Name: Municipal Court Address: 811 Washington Street Square Footage: 16,160 S.F. Kirbie Ishmal 545-3154 Inspections of facility after 2pm Contact Person: on Fridays. Physical layout: Three floors w/attached holding cell area Service: Full (M-F) w/day porter Special needs required in addition to regular cleaning. a. Courtrooms and judges chambers to be cleaned well each night. b. Someone must police area for on hour from 12”00-1:00 p.m. and to check bathrooms for supplies & appearance. (Day porter). c. Holding cell must be cleaned daily. Extra cleaning and sanitizing in this area (mop). d. On occasion, due to the nature of their business, vomit and body waste may be a challenge in this facility. Contractor will need to respond immediately to these situations. MAKE SURE TWO (2) CUSTODIANS ARE ASSIGNED TO THIS FACILITY DUE TO THE DAILY, VISITATION IMPACT! Notes: Bid No: 00046-08-09 Page No.23 General Services Building, which include Support Services, Facility Name: Records, and EOC Divisions Address: 1924 Calhoun Street Square Footage: 2,450 S.F. Contact Person: Support Services-545-3115/545-3104 One floor with five bathrooms. Facility needs to be checked Physical layout: and locked every night. Service: Full (M-F) w/day porter Special needs required in addition to regular cleaning. a. Clean bathrooms daily. b. Warehouse is not included in this bid. c. Records Division, on occasion, will open its office for cleaning. d. Storage closet for custodial supplies is reached through the EOC area. e. Some nights the contractor will need to lock the outside, chain-link fenced gates along Calhoun Street beside Parks & Rec. building Notes: Bid No: 00046-08-09 Page No 24 Facility Name: Main Fire Station Address: 1800 Laurel Street Square Footage: 7,000 S.F. Contact Person: Janice Crook/545-3707 Administrative office and 911 complex. Will require Physical layout: museum cleaning. Full service (M-F) with day porter. Janice Crook will Service: coordinate work hours. General kitchen and bathroom cleaning. Special Needs: (Daily upstairs and downstairs): a. Sweep and dry mop museum area and clean front doors. b. Museum hallway/unisex bathroom clean due to heavy, visiting public. c. All restrooms and stairwells dry mopped 3x’s a week. d. Dust offices when cleaning. e. Day mop tile areas, canteen and kitchen area. f. Clean all glass doors, window, etc. g. Empty trash daily. h. Every three (3) months strip and wax floors that can receive it. i. Inspect and clean elevators daily. j. VACUUM, VACUUM, and VACUUM! Notes: Bid No: 00046-08-09 Page No 25 Facility Name: 911 Communications (City & County) Address: 1800 Laurel Street Square Footage: 3,950 S.F. Kim Gathers/255-8932 Contact Person: Large, main area with adjoining offices, kitchen, bathrooms, Physical layout: entry points and hallways. Service: Full service (M-F) Special Needs: a. Paper products need to be available for 74 staff members due to their 24/7 operation. b. See on-site administrators for cleaning particulars. They will set the cleaning time due to the unusual circumstances that make up this City/County working partnership. c. Has a raised floor in communications center with carpet on top. d. Design of work stations is very unique and requires very specialized cleaning procedures. Notes: Bid No: 00046-08-09 Page No 26 Facility Name: City Building/Washington Square Address: 1136 Washington Street or 1339 Main Street Square Footage: 88,000 S.F. Contact Person: Support Services-545-3115/545-3104 Physical layout: Seven (7) story facility w/ basement Service: Full service (M-F) Special needs: Each floor, including basement, is approximately 11,000 S.F. Security of this facility is of the utmost of importance. Do not let anyone in these areas. Nightly (Daily) Lobby floors, offices and hall ways. 1. All trash receptacles are to be emptied and trash removed to a collection point. (To be furnished by vendor.) Main Street has daily, evening trash removal service. 2. Empty ashtrays, wet wipe and dry-polish. 3. Vacuum traffic patterns. Vendor will be responsible for removal of staples from carpets. 4. Clean and polish drinking fountains. 5. Thoroughly dust all horizontal surfaces, including desk tops (if requested), files, window sills, chairs, tables, pictures, and all manner of furnishings. 6. Damp wipe all horizontal surfaces to remove coffee rings and spillage as needed. 7. Wipe telephones. 8. Dust mop hard surface floors with a treated dust mop. No stiff bristles. 9. Damp wipe entrance metal and fingerprints on entrance glass. 10. Damp mop hard surface floors to remove any spillage from soiled areas. 11. Spot clean partition glass and door entries. 12. Use a “Green” industry standard disinfectant for proper sanitation. 13. Clean stairwells on green a weekly basis. Restrooms 1. Stock towels tissue and had soap. (To be furnished by vendor). 2. Empty sanitary napkin receptacles and wipe with disinfectant. 3. Empty trash receptacles and wipe if needed. 4. Clean and polish mirrors. Bid No: 00046-08-09 Page No. 27 5. Wipe towel cabinet covers. 6. Toilet and urinals to be cleaned and sanitized inside and outside. Polish bright work. 7. Toilet seats to be cleaned on both sides using a disinfectant. 8. Scour and sanitize all basins. Polish bright work. 9. Dust partitions, top of mirrors and frames. 10. Remove splash marks from walls around basins. 11. Mop and rinse restroom floors with a disinfectants. 12. Wipe doorplates and handles with disinfectant and remove fingerprints. Break Rooms 1. Clean sinks and polish bright work. (Vendor not responsible for dishes left in sinks or the removal of dishes). 2. Empty trash receptacles and replace liners. 3. Clean all counter and table tops. 4. Wipe down front exteriors of major appliances, refrigerators, microwaves, and coffee makers, (Vendor not responsible for interior of appliances Elevators 1. Wipe down with disinfectant all elevator handrails and buttons inside elevator cabs and buttons in elevator lobbies. 2. Remove fingerprints and smudges in elevators. 3. Vacuum floor in elevator. Weekly Cleaning Lobby floors, office and hall ways 1 Dust all vertical surfaces of desks, file cabinets, chairs, tables and other office furniture. 2 Thoroughly vacuum all carpeting, taking care to get into corners, along edges, and beneath furniture. 3 Damp mop hard surface floors, taking care to get into corners, along edges, and beneath furniture. 4 Damp wipe all baseboards, taking care to get into corners, including the inside of elevators. 5 Vacuum entry 3rd and 5th floors from attached Municipal Garage. Monthly Cleaning Lobby floors, office and hall ways Bid No: 00046-08-09 Page No 28 1. Accomplish all high dusting not reached in the above mentioned cleaning. 2. Damp wipe telephones using a disinfectant. 3. Remove fingerprints and marks from around light switches and doorframes. 4. Vacuum all upholstered furniture. 5. Buff lobby floors, so as to enable them to present the best possible appearance at all times. 6. Clean handrails at stairwells. 7. Information Technology’s tile floor on the second (2nd) floor will have to be cleaned, washed and waxed to obtain a sterile environment for their electronics. Intensity of this matter will depend on Information Technologies (IT) needs, only on occasions. Quarterly Cleaning 1. Lobby floors and hard surface floors 2. Machine scrub, rinse and apply new finish to all hard surface flooring, taking care to get into corners and along edges. Must maintain in pristine shine! Note: Bid No: 00046-08-09 Page No. 29 Facility Name: City of Columbia Administrative Address: 1225 Lady Street Note: Square Footage: 4,633 S.F. on three (3) floors Contact Person: Support Services-545-3115/545-3104 Physical layout: Basement, street entry and top floor Service: Full Service with Day Porter Basement contains several Police operations that will require little or no cleaning services. Top floor, T.N. Corporation and Senator Clyburn’s area, their monthly cost will be billed directly to them by the vendor. Special needs required in addition to regular cleaning. Daily Cleaning 1. Sweep front and back steps. 2. Clean all entry door glass. 3. Wipe down all brass hardware on doors. 4. Empty all cigarette receptacles. 5. Sweep and damp mop floors in lobby area. 6. Dust columns in lobby area. 7. Spot clean all glass in lobby area. 8. Clean, polish and sanitize all water fountains. Office Areas 1. Empty all trash cans and replace liners as needed. 2. Dust all furniture. 3. Spot vacuum all carpeted areas. 4. Spot clean carpet as needed. 5. Wipe down all countertops. Conference/Boardrooms 1. Empty all trash cans and replace liners as needed. 2. Dust and polish all furniture as needed. Bid No: 00046-08-09 Page No. 30 3. Vacuum as needed. Stairwells 1. Vacuum as needed. 2. Sweep and mop as needed. 3. Wipe down handrails weekly. Break rooms 1. Empty all trash cans and replace liners as needed. 2. Wipe down all countertops, tables, and chairs. 3. Wipe down appliances to include microwave, sinks, and refrigerator. 4. Vacuum and/or sweep and mop floors. Bathrooms 1. Empty all trash cans and replace liners as needed. 2. Clean and sanitize all countertops, fixtures and partitions. 3. Spot clean doors. 4. Sweep and mop all floors. 5. Restock all supplies to include soap, toilet tissue, and hand towels. Elevators 1. Spot clean doors, walls, tracking and handrails. 2. Vacuum carpet. Weekly tasks 1. Buff lobby floors. 2. Spray buff VCT floors. 3. Spot clean walls. 4. Polish all brass on doors. Monthly tasks 1. Dust all window blinds and sills. 2. Vacuum all HVAC vents. 3. Wipe down all wood surfaces throughout building. 4. Wipe down all baseboards. 5. Sweep all storage rooms. 6. Clean all interior glass in office areas throughout building. 7. Complete all high dusting throughout building. 8. Scrub all ceramic tile in bathroom. 9. Clean all hardware on doors to include kick plates. Bid No: 00046-08-09 Page No. 31 Day Porter and Services Specific duties will include cleaning and sanitizing all bathrooms, emptying trash cans as needed, replenishing supplies, spot cleaning entry doors. Blowing of Parking Lot Twice Per Month Will police and blow parking lot twice per month after hours on the 15th & 30th. Notes: Bid No: 00046-08-09 Page No. 32 B. Police Buildings Facility Name: Main Police Headquarters Address: One Justice Way Square Square Footage: 24,000 S.F. Contact Person: Rick Hines/545-3570 Physical layout: Four floors and basement Service: Full Time (M-F) Need all day attention Special Needs: a. Very high standards for this complex. Read attached “Scope of services” requested by Police Department. b. Taskings will require a full time and part time person c. Normal start for cleaning crews is @ 7:00 am. d. Due to nature of Police business custodial staff will need to have a good background from SLED check, etc. e. General clean up of grounds will be needed to remove litter, etc. Notes: Bid No: 00046-08-09 Page No. 33 MAIN POLICE HEADQUARTERS WARNING Due to the nature of the business they attend to the Police Department want your employees to pass the SLED test and have an impeccable background to work in their complex. Therefore, it is understood by all parties that the labor cost on this contract will be considerably more than most others, and bid accordingly due to security needs. Bid No: 00046-08-09 Page No. 34 Scope of Services for Columbia Police Department 1. Scope of work The vendor selected shall provide a high level of service required to keep the Police Department Headquarters building clean and sanitary. The building is a high traffic facility and is open to the public. The building as such must be clean, neat and sanitary at all times. The vendor shall furnish all equipment, supplies and cleaning chemicals necessary for successful operations. This shall include paper products (toilet tissue, hand towels, and hand soap). 2. Description of Buildings This facility contains four (4) floor levels with hallways, corridors, office, meeting rooms, and storage file areas. There are 12 rest rooms that must be maintained five (5) days a week. There are several entryways that must be maintained five (5) days per week. 3. Area of special interest for facility Special attention must be given to the front entrance and lobby area of the facility no later than 7:00 am daily. All trash must be emptied and area policed. Doors and glass areas must be cleaned of fingerprints and smudges to include door handles and kick plates. This area is to be checked again at noon time to ensure that area is clean and meets high standards of appearance. 4. DAILY Schedule Cleaning The following items are must be done on a daily basis, five (5) days per week, through out the entire facility. I. Bathrooms and Showers Areas: a. Sweep and wet mop all floors with cleaner/disinfectant. Floors shall be clean and free of dirt, water streaks and mop marks. All corners shall be cleaned. b. Clean and polish all porcelain and metal fixtures with cleaner/disinfectant to include door handles and push plates. c. Empty all waste receptacles inside and outside daily. Trash liners must be replaced daily. d. Replenish all supplies (liquid soap, toilet tissue, and hand towels) furnished by the vendor. e. Empty, clean and disinfect sanitary napkins receptacle. f. Remove any graffiti, stains and marks on walls and other areas. g. Damp mop the full surface areas of all stall partitions and walls with disinfectant type cleaner. h. Deodorize all bathrooms using multipurpose cleaner/disinfectant. Bid No: 00034-08-09 Page No. 35 II. Doors: a. Clean all door glass (both sides). b. Remove obvious dirt and grease from doorknobs and frames and kick plates. c. Clean windows and door bars, remove dirt and grease where possible. d. Empty trash, cigarettes butts and police around entryways. e. Damp wipe code and key panels located on interior doors. III. Hallways and Corridors a. Sweep and dust mop all floor areas. b. Clean and sanitize water fountains. c. Clean all floor mats, doorways and entryways. d. Spray-buff all non - carpeted areas. e. Vacuum and check for spots, spills in all carpeted areas, notify police maintenance personnel of large and excessive spills or stains. f. Clean all glass tops if appropriate. g. Clean all telephones with a multipurpose cleaner /disinfectant. IV. Office, Meeting and Conference Rooms a. Sweep and damp mop all non carpeted areas. b. Vacuum carpet in all traffic areas and remove all obvious dirt from around and under furniture. c. Empty waste baskets and all trash receptacles daily. Replace trash can liners. Empty all paper shredders and replace shredder container liners. d. Trash placed in anything other than a trash can should be clearly marked trash and placed on top of trash cans, near trash cans, or designated area. e. Dust with treated cloth all horizontal surfaces that are readily available, to include bookshelves desk tops, filing cabinets, etc. f. Clean all glass tops if appropriate. g. Clean all telephones with a multipurpose cleaner/disinfectant. h. Clean all glass areas in windows and doors. V. Entrances, Doorways, Walkways in and around the Facility a. Pick up paper, cigarette butts, and other debris in and around entrances. b. Sweep and blow off steps and outside landings, porches, walkways and all exterior doorways. c. Empty trash cans at entrances, back parking area and picnic area. d. All stairwells are to be swept and damp mopped daily to include interior and roof access stairwells. e. Clean elevator tracks of dirt and debris. Vacuum elevator floor area. Bid No: 00046-08-09 Page No. 36 5. Weekly- Cleaning Office Areas a. Dust all horizontal surfaces of furniture knee wells, chair rungs, table legs, ledges and blinds. b. Damp wipe all window ledges. 6. Bi-Weekly – Cleaning Maintain all tile floors with buffing, top scrub, spray was buffing and or strip/wax to maintain professional appearance. Floor shall be maintained to present high gloss at all times. 7. Twice Monthly – Cleaning Clean all metal surfaces, kick plates, doorknobs, etc. 8. Quarterly – Cleaning Strip and wax all tile floors. Completely removing all wax to bare floor, recoat and buff to high gloss. Wash interior and exterior windows. Clean tops of partitions and equipment, overhead pipes, pictures, plaques, wall or ceiling diffuses. Damp wipe and dry high surfaces such as clock glass, picture frames and smudged areas surrounding air grills. 9. Annual – Cleaning The following items shall be completed once during the contract year and at a time agreed on by the Police Department and vendor. This shall include, but not limited to walls, ventilation and air conditioning outlets, transoms, tops of partitions and equipment, overhead pipes, wall and ceiling diffuses. Damp wipe, remove all smudges in areas surroundings air grills. Wash all Venetian blinds, if blinds are to be removed it must be accomplished on weekends. 10. Semi-Annual –Cleaning All paneled surfaces –wipe down and treat paneled surfaces. 11. Material Specifications a. All paper products shall be furnished by the contractor/vendor as part of the contract. b. Toilet tissue shall be furnished in jumbo type of material along with paper hand towels. c. Antibacterial liquid hand soap shall be furnished as necessary. Bid No: 00046-08-09 Page No. 37 12. Miscellaneous Requirements a. Windows shall be closed and locked and all lights and fans shall be turned off at completion of workday. b. Report hazardous conditions and items in need of repair to proper Police Department official. c. Lock rooms in secure areas after cleaning. d. Close doors and lock rooms as required in al areas after cleaning. e. Turn in lost and found items to proper officials at front desk. f. Vendor must be available during daytime working hours to provide corrective action for missed assignments. g. Only department approved employees are allowed in the facility. h. Storage areas for use by the vendor/contractor shall be kept neat, clean and orderly at all times. i. Keys assigned to the vendor/contractor are the responsibility of the vendor/contractor and any expense involved to re-key due to lost or missing keys shall be incurred by the vendor/contractor. 13. Special Instructions for Floor Care and Maintenance a. Lobby floors at entrance shall be scrubbed twice per week and waxed and buffed to a high gloss. b. Daily sweep, damp mop and buff tile floors at main entrance. c. Special emphasis shall be given to over all appearance at front entrance, such as daily dusting, glass cleaning, trash and debris removal, clean walk ways, police around front entrance, and wipe door handles, knobs and bars. d. All the floors in corridor ways and hallways shall be daily mopped and buffed to maintain high gloss and shall be deep cleaned in accordance with the schedule. 14. Administrative Instructions for Vendor Contactor/vendor shall conduct and inspection walk through of the Police Department Headquarters building on a weekly basis or more often as situation may dictate. Vendor/contactor must respond on a daily basis to any telephone calls concerning accomplishments of work tasks for the facility. Bid No: 00046-08-09 Page No. 38 Facility Name: Metro Police District/Dowtown Address: 1600 Bull St. /Taylor St. Square Footage 2,400 S.F. Contact Person: Asalee Harrin/ 545-3970 Joey Smith/315-5978 Top and bottom floor that house Police personnel. Has Physical layout: stairwell (outside), parking area, and frontage along Taylor St. Service: Daily cleaning (M-F) Special Needs: a. Clean daily. b. All rooms occupied by Police. c. Clean around facility in parking lot. d. May be required to roll herbie-curbies out to corner (Bull St.) for next day collection and bring them back to storage when empty. See occupants on this matter. Notes: Bid No: 00046-08-09 Page No.39 Facility Name: Harbison Police District (West) Address: 690 Club Road Square Footage 1,600 S.F. Contact Person: Captain Estelle Young/749-5832 Physical layout: Small facility with kitchen and several offices Service: Daily Special Needs: Occupants are in and out during day. a. Maintenance problems contact Support Services @ 545-3115/545-3104. b. Pick up debris around facility. Notes: Bid No: 00046-08-09 Page No 40 Facility Name: Police Training Center and Employee Gym Address: 1632 Hampton Street Square Footage 16,334 S.F. Contact Person: Support Services 545-3115/545-3104 Barbara Yoder/261-6741 Three floors with bottom basement exit. Police in top and Physical layout: bottom. Gym in the middle. Service: Full Service (M-F) Special Needs: a. Gym area needs special attention due to its high use and for its bathroom/showers, etc. b. Clean around pool deck area, parking area below it, and in front of facility. c. Need day porter coverage. d. Has full size classroom on bottom floor. e. Gym’s aerobic & cardiovascular area. These items are to be done on a daily basis, five days a week. a. Vacuum entire gym area to include in and around the cardiovascular equipment. b. Pickup and remove any trash in the gym area to include in and around the cardiovascular equipment. c. Empty all waste receptacles inside and outside facility. Trash liners must be replaced daily. d. Bathrooms to be cleaned daily to include shower area. Stock bathroom supplies. (toilet tissue, paper towels). e. Clean and wipe down water fountains. These items are to be done three days a week, Monday, Wednesday, & Friday. a. Damp mop the entire aerobic area with disinfectant type cleaner. Be sure to include the aerobic platform. This is to include around the cardiovascular equipment. Remove any trash in and around area. (Please put magazines back in racks). b. Wipe down the cardiovascular equipment with disinfectant type cleaner and be sure to dry off the cardiovascular equipment to insure no water gets into mechanical or electrical parts of machine. Bid No: 00046-08-09 Page No. 41 Facility Name: Police/East District—Next to the Fire Department 446 Spears Creek Road/ Richland County, N.E. off of Route 20 Address: next to Pontiac Elementary School. Square Footage 2,701 S.F. (Clean Police side only) Contact Person: Ms Pearlina Williams/733-8565 Attached to Fire Department/ Open, when staffed. One floor Physical Layout: facility. Service: Twice Weekly Note: They will schedule this need in their district operations. Basic cleaning services needed for offices, bathrooms, locker rooms and large entry/roll call area. Notes: Bid No: 00046-08-09 Page No. 42 Police/South District (Rental) Facility Name: Address: 2632 Millwood Avenue 6,966 S.F. Building is actually bigger, but clean only where Square Footage Police are housed, etc. Contact Person: Ms. Pearlina Williams/733-8565 Off of Millwood Avenue with large parking area and entry. Physical layout: Has one floor with walk-down to lower level. Service: M-F Note: They will schedule their needs, etc. Notes: Bid No: 00046-08-09 Page No. 43 Police Metro Sub-District-Midlands Shopping Center Facility Name: Address: 2638 Two Notch Road Square Footage Apprx. 1,200 S.F. Contact Person: Azalee Harrin/545-3970 Joey Smith/315-598 Physical layout: Old storefront, several offices, bathroom, small open areas. Service: M-F after 5:15pm Special Needs: a. Full need of paper products and liquids. b. Vacuuming and dry mopping. Notes: Bid No: 00046-08-09 Page No. 44 Lutheran Survey/Eau Claire Town Hall Facility Name: Police/North District and City Collections Area Address: 3905 Ensor Avenue Square Footage 5,682 S.F. Brenda Brown-Davis (Police) 401-8810 Flavian Coleman (Collection) Contact Person: 733-8540 Two floors with many offices. Police on top floor with shower area Physical layout: and bathrooms. Service: Full Services (M-F) Special Needs: a. Cleaning for Police needs to be done at end of work day while they are there (4:00pm). New carpet will be installed in fall of 2008 on both floors. b. Cleaning of Collections Division on the bottom floor is necessary on a daily basis. All kitchens in facility, too. c. Polishing of floors is done weekly, etc. d. Conference room should be checked and cleaned daily. e. Some offices are normally locked. Risk Management, on occasion, will need cleaning in their offices. Notes: Bid No: 00046-08-09 Page No. 45 Facility Name: Police/North Region’s Sub-District (Rental Property) Address: 3545 West Beltline (Next to Red Ball Store) Square Footage 1,360 S.F. Contact Person: Ms. Brenda Brown/401-8810 Old Storefront, two (2) carpet offices and hallway and front entry Physical layout: VCT. Monday – Friday Cleaning. Probably (?) schedule for morning Service: cleaning once schedule is set. Special Needs: a. Need full line of paper products and liquids. b. Vacuuming and dry mopping. Notes: Bid No: 00046-08-09 Page No 46 Facility Name: Police/South Region’s Sub-District (Rental Property) 6864B Garners Ferry Road (Landmark Square Shopping Address: Center/rear of strip mall) Square Footage 432 s.q. ft. Contact Person: Ms. Pearlina Williams / 733-8565 Physical layout: Three (3) offices/ two (2) bathrooms/ no carpet all tile floors Monday –Wednesday –Friday Service: Best time is between 10:00 am to 2:00 pm Special Need: a. Need full line of paper products and liquid soap. b. Dry mopping floor. Seal floor several times (4) a year. Bid No: 00046-08-09 Page No. 47 C. Parks & Recreation Park Facility Name: Parks & Recreation Department Address: See following fact sheet, etc. Square Footage See building description fact sheet George Brown, Superintendent of Parks 545-3090/545-3096 Contact Person: Berry Wells, Assistant Superintendent of Parks 545-3089/545-3090 Administration office and recreational buildings throughout the Physical layout: City. Varies from weekends to a regular five day schedule. Day porter Service: needs to be available for call-outs. Special needs: c. This bid package will be as many vendors, deemed necessary to coordinate the Parks and Recreations Department’s needs. d. Invoice them directly at 1932 Calhoun St. e. Minimum specifications are included in the attached supplements. Note: The Parks & Recreation may or delete parks on this schedule according to their priorities and budget. Parks and Recreation Facilities will be accepting proposals on: 5/7 Day Parks 5 Day Needs Parks Address 1. Recreation Offices 1932 Calhoun Street 2. Arts Center 1932 Calhoun Street 3. Columbia Tennis Center 1635 Whaley Street 4. St. Anna’s Park 1313 Liberty Hill Avenue 5. Earlewood Park 1111 Parkside Drive 6. Emily Douglas Park 2500 Wheat Street Bid No: 00046-08-09 Page No. 48 7. Heathwood Park 800 Abelia Road 8. Melrose Park 1500 Fairview Avenue 9. Pacific Park 200 Wayne Street 10. Print Building 3907 Ensor Avenue 11. Hampton Park 117 Brandon Avenue 12. Sims Park 3500 Duncan Street 13. South Edisto Rosewood Park Edisto/Wiley Street Scope of Work The vendor selected shall provide a high level of service required to keep the City Parks and Recreation Buildings clean and sanitary. These buildings are high traffic and open to the public and as such must be clean, neat, and sanitary at tall times. The vendor will furnish: Clean Chemicals/Supplies Paper Products (Tissue, Towels, and Liquid soap) Mops (Park staff should have their own mops) Vacuums Buffers, stripper, seal, wax, spray buff Brooms, dust mops, and mop buckets will be shared with park staff unless problems arise. If they do then contractor will supply their own. Changing of mop heads and washing of dust mop will be the contractor’s responsibility. Description of Buildings (See attached supplement) Daily Cleaning The following items are required to be done on a daily basis in all the Park and Facilities: Bathrooms: 1. Sweep and wet mop all floors with a cleaner/disinfectant. Floors shall be clean and free of dirt, water streaks, and mop marks. All corners shall be cleaned. 2. Clean and polish all porcelain and metal fixtures with a cleaner/disinfectant. 3. Empty all waste receptacles. 4. Replenish all supplies (liquid soap, toilet paper, hand towels) –all items are to be furnished by vendors. 5. Empty, clean, and disinfect sanitary napkin receptacle. 6. Remove any graffiti (where possible) on walls and other areas. 7. Damp wipe the full surface areas of all stall partitions and walls. 8. Deodorize all bathrooms with multi-purpose cleaner/disinfectant. Bid No: 00046-08-09 Page No. 49 Doors 1. Clean all door glass (both sides). 2. Remove obvious dirt and grease from door knobs. 3. Clean window bars – remove dust/dirt where possible. Hallways and Park Room: 1. Sweep and damp mop all areas. 2. Empty all cigarette urns. 3. Clean and sanitize water fountains. 4. Vacuum and clean all floor mats. 5. Spray buff or burnish all non-carpeted areas. Office and Park Building Area: 1. Sweep and damp mop all non-carpeted floors. Only damp mop Art Center each Friday. 2. Thorough vacuuming of all carpeted surfaces to include around and under furniture. 3. Empty wastebaskets and all trash receptacles daily. 4. Trash placed in anything other than a trash can should be clearly marked trash and placed either on top of trash can, near thrash can, or designated area. 5. Dust with treated cloth all horizontal surfaces that are readily available. 6. Clean all glass desk tops if appropriate. 7. In “designated smoking area” empty and damp wipe all ashtrays. 8. Clean all telephones with a multi-purpose cleaner/disinfectant. 9. Clean all glass areas in windows and doors. 10. Remove all paper clips and staples from carpeted areas. 11. Clean al interior windows. 12. Clean any metal surfaces/kick plates, door knobs, etc. Entrances and Exits: See attached site descriptions for specific instructions on cleaning grounds. 1. Pick up paper, cigarette butts, and other debris around and near entrances See special instructions. 2. Sweep steps and outside landings or porches at al exterior doors. 3. Remove debris from outside trash receptacles and cigarette containers found on front of building entrances. Bid No: 00046-08-09 Page No 50 Weekly Cleaning Offices/Park Areas 1. Dust all vertical services of furniture – (Knee well, chair rungs, table legs, window blinds, vending machines, all cabinets, desks). 2. Damp wipe all window ledges. Bi-Weekly Cleaning 1. Buff/burnish all tile floors on agreed scheduled days. 2. Buff/burnish floor as requested for special events. Monthly Cleaning Wash/clean exterior windows. Semi-Annual Cleaning 1. Strip/wax tile floors completely and then recoat completely using 22% solid wax or finish. 2. All areas-the vendor shall make a physical inspection of all buildings along with a representative of the Parks and Recreation Department of the City, unless other wise needed. 3. All paneled surfaces-wide down and treat paneled surfaces. Annual Thorough Cleaning of All Locations (Conduct in September and to be completed by October 31) The following items shall be completed once during the contract year at a time agreed on by the vendor and the City, but no later than the ninth month of the contract. Clean surfaces and objects in each building from the floor. This shall include, but not be limited to walls, ventilating and air conditioning outlets, transoms, clocks, ceiling moldings, tops of partitions and equipment, overhead pipes, pictures, plaques, wall or ceiling diffuses, file cases, bookcases, lockers, etc. Damp wipe and dry high surfaces such as clock glass, picture frames, and smudged areas surrounding air grilles. Wash all venetian blinds. Material Specifications: All paper products shall be furnished by the contractor as part of the contract. 1. Toilet tissue two (2) ply roll. 2. Hand towels are to be rolls and multi-fold (based on location). 3. Liquid hand soap-pink peal by Johnson & Johnson or acceptable equal. Bars of soap are not acceptable. Bid No: 00046-08-09 Page No. 51 Miscellaneous Requirements: 1. Windows shall be closed and lights and fans should be turned off and the alarm should be set at the completion of the work day unless otherwise advised. 2. Report hazardous conditions and items in need of repair to the Parks &Recreation Office @ 413-2747 or 545-3090 by 8:00am on the day after the conditions are found. 3. Close doors and lock rooms as required in all area after cleaning. 4. Turn in lost and found articles to the Parks & Recreation Office @ 1932 Calhoun St. or call 545-3090 or 545-3089. 5. Vendors must be available during daytime working hours to provide corrective action for missed assignments. 6. All exterior doors shall be kept locked at all times. Vendor’s employees shall not leave doors open for other employees or while taking trash to bulk containers. 7. Vendor shall be provided storage space in each building to store supplies. Space must be dept orderly and clean at all times. 8. If an employee leaves the contractor and keys are not returned, the cost of re-securing the building will fall on the vendor. Deductions 1. The City of Columbia Parks & Recreation shall pay the vendor only for work performed in a satisfactory manner. The Parks & Recreation Department will inform the vendor when work has not been completed in a satisfactory manner. Items required less will be reported to the vendors, who will then have and amount of time (verbal or written) agreed upon to take corrective actions. If such action is not taken, the City will notify the vendor, in writing, of the type of dollar amount of deduction which will be made. The vendor shall have five working days to dispute the deductions. If no response is received within five working days the City will consider the deduction to have been accepted by the vendor. Deductions will be made as follows after the second offense: 1. Cleaning services are divided into three (3) categories: *floors, *bathrooms, and *general cleaning of the building (see schedule below for items included in each category). If a category is not satisfactorily cleaned at a facility, a deduction of 33% from the daily cleaning fee for that facility will be deducted from funds due for the facility. These deductions will be accumulated daily and deduced from the scheduled payment. When buffing/burnishing or semi-annual strip/wax is scheduled and not competed within 2 days after the scheduled date, 33% of the daily pay rate for that facility will be deducted until the task is completed. If a deduction is made after a second separate offense, satisfactory improvements in that category must be made or the contractor will be placed on probation. Bid No: 00046-08-09 Page No. 52 Schedule of Cleaning Services by Category 1. Floors: Sweeping, mopping, spray buffing, strip/wax. 2. Bathroom: Cleaning sink, commodes, mirrors, windows, dispensers, counter tops, floors, and walls, dusting portions, filling dispensers. 3. General cleaning: Empty trash cans/washing out, wiping down surfaces, dusting (high and low), cleaning floors (includes baseboards) and windows. Term & Conditions 1. Any problems encountered which prevent cleaning of an areas shall be reported the next morning to the Parks & Recreation Department @ 545-3090 or 545-3089. 2. Barry Wells, Assistant Superintendent of Parks 545-3090 or 545-3089, must be notified of any changes in the vendors personnel assigned to the park buildings. 3. The building will be cleaned nightly or before 7:00 am of the next day. 4. The contractor will be notified of any special events that occur after closing times, so that cleaning can be rescheduled. 5. An inspection will be conducted by the Park Division monthly, and a monthly review sheet will be sent to the contractor for review and discussion of performance. DESCRIPTION OF BUILINGS All building must be cleaned after 6:15pm, nightly during the month of June 1st – August 31st. The remaining months cleaning should be done between 6:15 pm and 9:00 am the next day. The Tennis Center is the exception. Recreation 1 Office: 2,450 sq.ft. 1932 Calhoun Street Operating Hours (M-F) 8:30 am - 5: pm Buffing will be bi- weekly Special Services: Clean porch area, steps, and empty trash cans in front of building. 2 Art Center 3,333 sq.ft. 1932 Calhoun Street Bid No: 00046-08-09 Page No. 53 Operating Hours (M-Th) 9 am - 9 pm Gallery & Classroom dusted nightly, including window casement, Special Services: sweep, and empty trash cans. Damp mop all floors on Friday night. Scrub floors twice a year (July & December). Clean all sinks nightly and walls behind are to be wiped down. The office area should be cleaned nightly. Remove cigarette butts and loose paper in front of doors. Columbia Tennis Center: 1,040 sq.ft. 1635 Whaley Street Operating Hours (M-Th) 8 am - 9pm Friday 8 am - 8 pm Sat. 9 am - 6 pm Sun. 10 am - 6 pm Special Services: Empty trash cans at the entrances of building. Clean porch area daily. St. Anna's Park 1,644 sq. ft. 1313 Liberty Hill Avenue Operating Hours Normal (M-F) 2 pm - 6 pm Summer (M-F) 7:30 am - 6 pm Earlewood Park 2,516 sq.ft. 111 Parkside Drive Operating Hours Normal (M-F) 2 pm - 6 pm Summer (M-F) 7:30 am - 6 pm Special Services: Clean front porch daily down to steps. Emily Douglas: 1,880 sq. ft. 2500 Wheat Street Operating Hours Normal (M-F) 2 pm - 6 pm Summer (M-F) 7:30 am - 6 pm Special Service: Clean porch around building nightly. Heathwood: 1,709 sq.ft. 800 Abelia Road Operating Hours Normal (M-F) 2 pm - 6 pm Summer (M-F) 7:30 am - 6 pm Melrose Park: 1,094 sq.ft. 1500 Fairview Avenue Bid No: 00046-08-09 Page No. 54 1500 Fairview Avenue Operating Hours Normal (M-F) 2 pm - 6 pm Summer (M-F) 7:30 am - 6 pm Special Services Empty trash cans at entrances, etc. 9 Pacific Park 3,634 sq.ft. 200 Wayne Street Operating Hours Normal (M-F) 9 am - 6 pm Summer (M-F) 7:30 am - 6 pm Special Services Porch/stairs in rear of building clean nightly Eau Claire Print 10 Facility 3,750 sq.ft. Vary—Building rented out year round for catered 3907 Ensor Avenue affairs. Normal Cleanings (Th-M) 11 pm - 7 am to work around Operating Hours this you will need to know the operating schedule of the rental users. Will provide a Reservation Special Services Schedule 11 Hampton Park 117 Brandon Avenue Operating Hours Normal (M-F) 2 pm - 6 pm Summer (M-F) 7:30 am - 6 pm Special Services Sweep porches nightly. 12 Sims Parks 1,288 sq.ft. 3500 Duncan Street Operating Hours Normal (M-F) 2 pm - 6 pm Summer (M-F) 7:30 am - 6 pm Special Services Sweep porch area nightly. Sweep rear steps nightly. South Edisto Rosewood 13 Park Building 3000 sq.ft. Edisto/Wiley Street Operating Hours Scheduled to open spring 2009 Note: Remember the Columbia Tennis Center is cleaned 7 days a week. Bid No: 00046-08-09 Page No. 55 C. Bus Shelters (15) Facility Name: Bus Shelters (15 locations) Address: 1. Harden St. & Hampton St. (6’x12’) 2. Taylor St. & Pickens St. (6’x12’) 3. Sumter St. & Taylor St. (6’x12’) 4. Sumter St. & Taylor St (4’x16’) 5. Sumter St. & Hampton St.(4’x16’) 6. Sumter St. & Gervais St. (6’x12’) 7. Gervais St. & Sumter St. (6’x12’) 8. Sumter St. & Pendleton St (6’x12’) 9. Blossom St. & Barnwell St.(4’x8’) 10. Gervais St. & Gist St.(4’x8’) 11. Assembly St. & Blanding St. (6’x12’) 12. Assembly St. & Blanding St. (6’x12’) 13. Assembly St. & Blanding St. (6’x12’) 14. Main St. & Monticello Rd. (6’x12’) 15. Read St & Oak St. (6’x12’) Square Footage: 984 square foot Contact Person: Support Services 545-3104 / 545-3115 Physical layout: Three (3) times per week (Monday, Wednesday, Friday) Clean a total of (15) bus stops shelters in the downtown area. Typical size of the shelters is approximately 12 long by 6’ wide by 7’ tall, with some variation. Shelters are constructed of an aluminum frame, painted with a baked-on black polyester coating. Glazing is 3/8” tempered glass. The roof is lexan polycarbonate, which must be cleaned only with cleaners approved for use on lexan polycarbonate is scratched or damaged by many common cleaning products. Please make sure to use “Green” glass cleaning products. Services Needed: a. All cleaning tasks shall be performed three (3) times per week. (Monday, Wednesday, and Friday). b. The area to be cleaned shall include the floor of the bus stop shelter and any area within 15 feet of the shelter. Sweep all concrete, remove all cigarette butts and litter from the shelter and surrounding areas. Extra care shall be taken to remove litter and cigarette butts from surrounding landscaping beds and parking area. Remove chewing gum from walkways using appropriate cleaner/gum remover. c. Glass shall be cleaned with Windex or similar glass cleaner. Painted aluminum frames shall be cleaned with a non-abrasive cleaner/degreaser. Bid No: 00046-08-09 Page No. 56 d. Lexan roof shall be cleaned once per month with a mild cleaner approved for use on lexan surfaces and a suitable soft cloth or soft brush. Use of “squeegee” or stiff brush may scratch the lexon roof, and use of harsh cleaning products may damage and or discolor lexan and repair will be the responsibility of the contractor. e. If available, empty trash from 10 gallon mesh trash baskets attached to the shelters. Provide 10 gallon trash can liners. Report vandalized units. f. Immediately notify the City’s Support Services 545-3104/545-3115 of any broken glass, graffiti, or vandalism. g. Pressure wash areas twice a month, or every two weeks with approved “Green” bleaching agents. h. Remove all posters and flyers attached to the shelters. Be careful using sharp objects on the glass and coated metal surfaces. i. Don’t forget to clean the coated, punched-steel panels that are found in some of the Shelters. Notes: Bid No: 00046-08-09 Page No. 57 Facility Name: Parking Headquarters/Lincoln St. Parking Garage Address: 820 Washington St 3,894 S.F. Containing general office space and Square Footage: bathrooms Contact Person: Mr. Andrew Sloan/545-3182 General office spaces and bathrooms. Has walk-in Physical layout: (lobby) area for customer business. Outside sidewalk, etc. Service: M-F Special Needs: General Cleaning requirements. Building will open sometime in December 2008-January 2009. Notes: Bid No: 00046-08-09 Page No. 58 Facility Name: Canal Water Plant Address: 300 Laurel St. Secured gate entry Three (3) Buildings at Water Plant 1. Control room/lab 7,680 S.F. Square Footage: 2. Administrative 3,182 S.F. 3. Filter Building 10,280 S.F. Contact Person: Ms. Betty Grassnickle/4018844 7am-5:30pm M-Th. Physical layout: Buildings with offices, labs and chemicals. See following services needed as needed by Ms. Service: Grassnickle. Special Needs: General cleaning requirements for all three (3) buildings are as followed: a. Empty all trash cans and replace can liners as needed. b. Clean restrooms and wet mop floors (restock paper products and soap dispensers-City stock). c. Dust office furniture (weekly). d. Clean all entry doors as needed (weekly). e. Dust mop and wet mop hallway floors (once weekly-Filter Building). f. Dust mop and wet mop hallways and office floors (three times weekly –Control Lab Building). g. Dust mop and wet mop floors (twice weekly-Administration Building). h. Wipe down window sills to remove cobwebs (monthly). i. Vacuum all carpet areas (twice weekly). j. Sweep down stairwells (weekly-Control Lab Building & Administration). k. Clean water fountains (three times weekly). l. Wipe down all conference tables and counter areas in break rooms (three times weekly). m. Sweep down window screens and sills (monthly). Bid No: 00046-08-09 Page No. 59 n. Wipe down elevator walls and clean tracks (weekly). Special Notes: Clean Control Room/Lab – Monday-Wednesday-Fridays (Three times weekly). Administration Building—Monday & Wednesdays (Twice weekly). Filter Building—Fridays (once weekly) Building will open sometime in December 2008-January 2009. THE CITY OF COLUMBIA’S UTILITIES AND ENGINEERING WILL FURNISH ALL PAPER PRODUCTS, MOPS, BUCKETS, DUST MOPS AND VACUUM CLEANER. Notes: Bid No: 00046-08-09 Page No. 60 Facility Name: Public Works Administrative Complex Address: 2910 Colonial Drive Director needs to talk to perspective bidders on cleaning this huge complex looking to get some Square Footage: input on costs since this area may not be added on the contract immediately. Contact Person: Kem Fowler/545-3780 / Director/ Missy Gentry Old department store structure that contains many offices and restrooms. Has large entry way, front and back, with high traffic volume. Large, front Physical layout: glass windows. Administrative offices for Solid Waste, Traffic Engineering, Beautification and many smaller agencies. Service: Monday – Friday (Secured Facility) 24/7 Special Needs: Requires Standard Cleaning for this Buildings Unless Otherwise Noted Bid No: 00046-08-09 Page No. 61 NONCOLLUSION AFFIDAVIT State of __________________________________) )ss. County of _________________________________) ________________________________ being first duly sworn, deposes and says that: (1) He is __________________________ of __________________________, the Bidder that has submitted the attached Bid: (2) He is fully informed respecting the preparation and contents of the attached Bid and of all pertinent circumstances respecting such Bid: (3) Such Bid is genuine and is not a collusive or sham Bid: (4) Neither the said Bidder nor any of its officers, partners, owners, agents, representatives, employees or parties in interest, including this affidavit, has in any way colluded, conspired, connived or agreed, directly or indirectly with any other Bidder, firm or person to submit a collusive or sham in connection with the Contract for which the attached Bid has been submitted or to retain from bidding in connection with such Contract, or has in any manner, directly or indirectly, sought by agreement or collusion or communication or conference with any other Bidder, or to secure through any collusion, conspiracy, connivance or unlawful agreement any advantage against the City of Columbia,S.C. or any person interested in the proposed Contract; and (5) The price or prices quoted in the attached Bid are fair and proper and are not tainted by any collusion, conspiracy, connivance or unlawful agreement on the part of the Bidder or any of its agents, representatives, owners, employees, or parties in interest, including this affidavit. (Signed)___________________________________ ___________________________________ (Title) Subscribed and sworn to before me this __________day of ________,20_____ ________________________________________________________ (Notary Public) My commission expires _________________ Bid No: 00046-08-09 Page No: 62 TERMS & CONDITIONS II. For All Bids A. Time for Receiving Bids - Bids received prior to the time of opening will be securely kept, unopened. The official whose duty it is to open them will decide when the specified time has arrived, and no bid there-after will be considered. No responsibility will be attached to the owner for the premature opening of a bid not properly addressed and identified. Unless specifically authorized, telegraphic and fax bids will not be considered. B. Withdrawal of Bids - Bids may be withdrawn on written bids prior to the time fixed for opening. Negligence on the part of the bidder in preparing the bid confers no right for the withdrawal of the bid after it has been opened. C. Bidders Present - At the time fixed for the opening of bids, their contents will be made public for the information of bidders and the general public. Bidders will not bepermitted to examine the bids until award is made. D. Alternate Bids - Any Bid which does not conform to the specifications contained or referenced in the invitation for Bids may be rejected unless the invitation authorized the submission of Alternate Bids and the equipment or supplies offered as alternates meet the requirements specified in the invitation. E. Ambiguous Bids - Bids which are uncertain as to terms, compliance to requirements and/or specifications shall be rejected. F. Force Major - The contractor shall not be liable for any excess costs if failure to perform the contract arises out of causes beyond the control and without the fault or negligence of the contractor. Such causes may include, but not restricted to acts of god or of the public enemy, acts of government in either its sovereign or contractual capacity, fires, floods epidemics, quarantine, restrictions, strikes, freight embargos, and unusually severe weather conditions; but in every case, the failure to perform is caused beyond the control of both the contractor and subcontractor, and without the fault or negligence of either of them. The contractor shall not be liable any excess costs for failure to per- form, unless the supplies or services to be furnished by the contractor or sub- contractor were obtainable from other sources in sufficient time to permit the contractor to meet the required delivery schedule. Bid No: 00046-08-09 Page No 63 G. Sales Tax and/or Use Tax - Bidders shall include in amounts bid payment of state sales tax and/or tax on all taxable materials to be furnished. Tax shall be shown as a separate figure. H. Assignments - No contract may be assigned, sublet, or transferred without a written consent of the purchaser. I. Manufacturers Brochures and Specifications Date - Bidders shall submit manufacturers brochures and specifications data as part of bid response. Submittal of such data shall not be deemed a counter offer unless so noted on bid response sheet. Bidders failing to comply will be deemed non-responsive. J. Default - In case of default, the Purchaser reserves the right to purchase any or all items on the open market, charging contractor with any excessive costs. Should such charges be assessed, no subsequent bids of the default in contractor shall be considered until the assessed charges has been satisfied. K. Non Appropriations - Any contract entered into by the purchaser resulting from this bed invitation shall be subject to cancellation without damages or further obligation when funds are not appropriated or otherwise made available to support continuation of performance in a subsequent fiscal period or appropriated year. L. Insurance - The contractor shall procure and shall maintain during the life of this contract, whether such operation be by himself or by a subcontractor or anyone directly or indirectly employed by either of them, such insurance as required by statute, ordinance, or this contract, to adequately protect the owner from any claims or damages including bodily injury or death, which may arise from them during operations under this contract. 1) All insurance required shall be primary insurance as respects the City, its officials, employees or volunteers. Any insurance or self-insurance maintained by the City, its officials, employees or volunteers shall be in excess of insurance provided by the contractor and shall not contribute to it. 2) Insurance shall be obtained for not less than the limits liability as specified by these instructions. 3) The contractor shall include all sub-contractors as insured under its policies, or shall furnish separate certificates and endorsements for subcontractors and shall be the same as provided in these instructions or the contractor. 4) Each insurance policy required by these instructions shall be en- dorsed to state that coverage shall not be suspended, voided, cancelled, by either party, reduced in coverage or in limits, unless thirty (30) days Bid No: 00046-08-09 Page No 64 prior written notice, by certified mail, return receipt requested, has been given to the City. 5) Worker Compensation Insurance - The contractor shall procure and shall maintain during the life of this contract, Workers Compensation Insurance for all employees to be engaged in work on the project under this contract, and in case any work is sublet, the contractor shall require the subcontractor similarly to provide Worker Compensation Insurance for all of the latter employees to be engaged in such work un- less such employees are covered by the protection afforded by the contractor’s Worker Compensation Insurance. The contractor shall not permit any person who is not protected by Workers Compensation Insurance or a properly approved Self-Insured Workers Compensation Program to perform any activity related to this contract. 6) Liability Insurance - The contractor shall procure and maintain for the duration of the contract insurance against claims for any injuries to persons or damages to property, which may arise form or in connection with the performance of the work by the contractor, his agents, or repre- sensitive, employees or subcontractors. The City shall be specifically covered as an insured in all liability policies amount of such insurance shall be as follows: a.) Owner & Contractor’s Protective Liability Policy - Issued in the City of Columbia a owner in an amount not less $500,000.00 per occurrence combined single limit for bodily injury, personal injury, and property damage with an aggregate liability not less than $1,000,000.00. b.) Commercial General Liability Insurance: Coverage in an amount not less the $500,000.00 per occurrence, and $1,000,000.00 aggregate combined single limit for bodily injury, personal injury, and property damage, naming the City of Columbia as an additional insured. c.) Automobile Liability Insurance: $500,000.00 combined single limit peraccident for bodily injury and property damage. 7. The contractor shall furnish the City with a certificate showing satis- factory proof of carriage of the insurance required, which shall be approved by the City prior to commencing work on this contract, nor shall the con- tractor allow any subcontractor to commence work on this contract until all similar insurance required of the subcontractor has been obtained and approved. M. License and Permits - It shall be the responsibility of the contractor to secure all Local, State, and/or Federal License and Permits required by law, state or ordinance to perform work. Bid No: 00046-08-09 Page No. 65 N. Familiarity with Conditions and Site - Bidders or their authorized agents are expected to examine the work site, drawings, specifications and terms and conditions pertaining to the contract. Failure to do so will be at the bidders own risk, and he cannot seek relief on the plea of error in the field. O. Venue - Bidder acknowledges and agrees that venue of any litigation commenced by the City of Columbia which pertains to this Invitation to Bid or performance of any Bidder’s obligation, if awarded the contract by the City of Columbia, shall be in Richland County, South Carolina. P. Not withstanding any prior negotiations, the specifications and terms and conditions provided herein take precedence. Formal objection is hereby made to any or different terms proposed by bidders unless listed on a separate sheet labeled “Exceptions”, and agreed to in writing by the City of Columbia. Q. Contractor shall remove all debris and shall dispose of properly in accordance with Federal, State & Local Laws.
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