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									QUEEN ANNE'S COUNTY, MARYLAND
 DEPARTMENT OF PUBLIC WORKS
              MARCH 2010


   CLEANING SERVICES FY 11




    Bids Due 3:00 PM, March 25, 2010
                                    THE DEPARTMENT OF PUBLIC WORKS
                                        OF QUEEN ANNE’S COUNTY

                                                    312 SAFETY DRIVE
                                                       PO BOX 56
                                            CENTREVILLE, MARYLAND 21617
                                         (410) 758-0925     FAX: (410) 758-3341
                                                  TDD: (410) 758-2126
COUNTY COMMISSIONERS                                                                            TODD R. MOHN, P.E.
                                                                                                Director
ERIC S. WARGOTZ, M.D., Countywide
COURTNEY M. BILLUPS, District 1
PAUL L. GUNTHER, District 2
GENE M. RANSOM III, District 3
CAROL R. FORDONSKI, District 4


                                           NOTICE TO BIDDERS
                                         CLEANING SERVICES FY 11

        SUDLERSVILLE SENIOR CENTER
        KENT ISLAND SENIOR CENTER
        GRASONVILLE SENIOR CENTER
        EXPLORATION CENTER
        PARK & RECRATION ADMINISTRATION
        DEPARTMENT OF LAND USE, GROWTH MANAGEMENT & ENVIRONMENT
        CENTREVILLE SENIOR CENTER
        LIBERTY BUILDING
        STATES’S ATTORNEY OFFICE/ELECTION BOARD OFFICE
        DEPARTMENT OF EMERGENCY SERVICES
        DEPARTMENT OF PUBLIC WORKS


                 The County Commissioners of Queen Anne’s County will receive sealed bids at
                 the Department of Public Works of Queen Anne’s County, 312 Safety Drive, P.O.
                 Box 56, Centreville, Maryland 21617, for Cleaning Services to be provided from
                 July 1, 2010 through June 30, 2011, @ 3:00 PM on March 25, 2010 at which time
                 they will be publicly opened and read aloud.

                 The County Commissioners reserve the right to reject any or all bids, or to accept
                 any bid which best benefits the people of Queen Anne’s County. The County
                 Commissioners reserve the right to waive any irregularities in the bid.

                 All bidders may obtain a copy of the Contract Documents from the Department of
                 Public Works, 312 Safety Drive, P.O. Box 56, Centreville, Maryland 21617.
                 Contract Documents will be available in electronic format on the Queen Anne's
                 County website or on ebidmarketplace.com. Bidders may obtain copies of the
                 documents in PDF format by contacting Daniel Illari at dillari@qac.org to request
                 documents.




                                                           1
                                                                                    INSTRUCTIONS TO BIDDERS
                                                                                   QAC Cleaning Services FY-11
                                        INSTRUCTIONS TO BIDDERS
1. RECEIPT AND OPENING OF BIDS
   Sealed bids for providing this service will be received by the Department of Public Works of Queen Anne’s
   County, 312 Safety Drive, P.O. Box 56, Centreville, Maryland 21617 until 3:00 p.m. March 25, 2010 at
   which time they will be publicly opened and read aloud.
2. EXAMINATION OF SITE AND CONTRACT DOCUMENTS
   Before submitting a bid proposal, bidders shall carefully examine the contract documents and visit the
   facilities if they are unfamiliar with the sites. A tour of the facilities to be cleaned will be conducted @ 9:00
   a.m. March 16, 2010. The tour will start at the Department of Public works Offices at 312 Safety Drive,
   Centreville, MD. Bidders are encouraged to attend the tour.
3. PREPARATION OF BID
   Each bid shall be on a form prepared by the County and included as one of the contract documents, and shall
   be submitted in a sealed envelope. The sealed envelope shall be enclosed in a separate envelope with the
   notation “Bid Enclosed” on the face thereof, bearing the title of the work and name of the bidder.
4. SIGNATURE OF BIDS
   Each bid must contain the names, residence, and place of business of the person or persons making the bid
   and must be signed by the bidder with his usual signature. Bids by partnerships must furnish the full names
   of all partners and must be signed with the partnership name of one of the members of the partnership or by
   an authorized representative, followed by the signature of the designation of the person signing.
   Bids by corporations must be signed with the legal name of the corporation, followed by the name of the
   state of incorporation and the signature of the president, secretary, or other officer authorized to bind it in
   the matter. The corporate seal shall be fixed near the signature.
5. INTERPRETATION OF CONTRACT DOCUMENTS
    If any person contemplating submitting a proposal is in doubt as to the true meaning of any part of the
    contract documents, he may submit to the Department of Public Works a written request for an
    interpretation or correction thereof, not later than four (7) days prior to bid opening. Any interpretation or
    correction of the documents will be made only by addendum duly issued. Any Addenda issued shall be
    issued via electronic posting on ebidmarketplace.com and emailed to known plan holders. It is the Bidders
    responsibility to ensure receipt of all addenda. The County will not be responsible for any other
    explanations or interpretations of the contract documents. Failure to request such clarifications is a waiver
    to any claim by the bidder for expense made necessary by reason of later interpretation of the contract
    documents by the Department of Public Works of Queen Anne’s County.
6. WITHDRAW
   Any bidder may withdraw his proposal, either personally, or by written request, at any time prior to the
   scheduled closing time for receipt of proposals.
7. AWARD OF CONTRACT(S)
   The contract(s) will be awarded as soon as practicable to the lowest bidder, price and other factors
   considered, provided his bid is reasonable and it is in the best interest of the County to accept it. The
   County Commissioners of Queen Anne’s County reserve the right to waive any informality in a bid; to
   reject the bid of a bidder who is not, in the opinion of the County Commissioners, in a position to perform
   the contract.
   The County may elect, at their option, to award multiple contracts or a single contract on the basis of any
   one building, or combination of the buildings listed on the bid form. The Contractor shall provide a bid for
   each of the buildings separately on this bid form for all three fiscal years listed. The award shall be based
   upon the amount bid for FY-11. The County reserves the right to award extensions to the contract(s) for the


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                                                                                 INSTRUCTIONS TO BIDDERS
                                                                               QAC Cleaning Services FY-11
    additional years of FY-12 and FY-13, on a year-by-year basis for the amounts bid for the FY-12 and FY-13
    year renewal amount respectively if it is in their best interest.
8. INDEMNIFICATION
   The contractor shall indemnify and save harmless and defend the County and all of its representatives from
   all suits, actions, or claims of any character brought on account of any injuries or damages sustained by any
   person or property in consequence of any work performed under this contract, either by the contractor or
   any subcontractor, or their employees, agents or representatives.
9. INSURANCE
   Bidder shall submit Certificate of Insurance prior to being awarded the contract with a minimum level of
   general liability of $1,000,000. Queen Anne’s County is to be named as an additional insured.
10. RESPONSIBILITIES
    Queen Anne’s County shall supply cleaning products only, (i.e. disinfectants, air fresheners, trash bags,
    paper towels, toilet paper) on an as needed basis. The Contractor shall supply equipment and materials
    necessary for cleaning facilities.
    The Contractor shall complete, date, and initial the 15 point Task and Time Sheet (see attached sample)
    itemizing Weekly, Monthly, Quarterly, Semi-Annual tasks and Time in/Time Out. This Check List shall be
    posted in each facility. Failure to complete the Task Check List accurately may be cause for termination of
    the contract.
11. LENGTH OF CONTRACT
    This contract shall be in place for one (1) year, July 1, 2010 to June 30, 2011 with the option to renew for
    two (2) additional one-year consecutive terms at the sole discretion of the Queen Anne’s County
    Commissioners on a year-by-year basis if they so choose in their best interest.
12. METHOD OF PAYMENT
    Invoices are to be submitted on a monthly basis, be structured to show the amount for each building, and
    mailed to the following addresses:
                 Attn: Janice Cummings
                 Queen Anne’s County Department of Public Works
                 P.O. Box 56
                 Centreville, MD 21617
13. VOIDING OF CONTRACT
    The County Commissioners reserve the right to void the contract due to unsatisfactory service, or for any
    other reason. If the contract is voided, the contractor will be notified by certified mail.
14. CLEANING SCHEDULE
    The contractor will be allowed in the facilities for cleaning after 5:00 PM on days the County is opened for
    business. (see attached address listing of each facility) The cleaning schedule by building is as follows:
    1.    Sudlersville Senior Center– Clean 5 times a week - Monday through Friday
    2.    Kent Island Senior Center – Clean 5 times a week - Monday through Friday
    3.    Grasonville Senior Center – Clean 5 times a week - Monday through Friday
    4.    Exploration Center – Clean 1 time a week – Saturday
    5.    Park & Recreation Administration Offices – Clean 3 times a week- Tuesday, Thursday & Saturday
    6.    Land Use, Growth Management and Environment – Clean 3 times a week- Tuesday, Thursday & Saturday
    7.    Centreville Senior Center – Clean 5 times a week - Monday through Friday
    8.    Liberty Building - Clean 5 times a week - Monday through Friday
    9.    State’s Attorney Office/Election Board Office - Clean 3 times a week-Tuesday, Thursday, & Saturday
    10.   Department of Emergency Services - Clean 5 times a week - Monday through Friday
    11.   Department of Public Works – Clean 3 times a week - Tuesday, Thursday, & Saturday

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                                                                         QAC Cleaning Services FY-11




                           QUEEN ANNE'S COUNTY FACILITIES
                  Building Name                               Building Address               Sq Ft *
1. Sudlersville Senior Center                  605 Foxxtown Drive Sudlersville, Md. 21668     9,500
2. Kent Island Senior Center                   891 Love Point Road Stevensville, Md. 21666   14,000
3. Grasonville Senior Center                   4802 Main St. Grasonville, MD 21638           14,000
4. Exploration Center                          425 Piney Narrows Rd Chester, Md. 21619       15,000
5. Park & Recreation                           1945 4-H Park Rd. Centreville Md. 21617       18,000
6. Land use, Growth Management & Environment   160 Coursevall Drive, Centreville, Md. 21617  11,000
7. Centreville Senior Center                   104 Powell St. Centreville, MD 21617-1027     15,000
8. Liberty Building                            107 North Liberty St. Centreville Md. 21617   22,000
9. State's Attorney/State Election Board       136/132 N. Commerce St. Centreville Md. 21617  3,500
10. Emergency Services                         100 Communication Dr. Centreville Md. 21617    6,500
11. Public Works                               312 Safety Dr. Centreville Md. 21617          11,500

                 * Square footage are approximate for order of magnitude only.




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                                                                  QAC Cleaning Services FY-11
                                  CLEANING DUTIES

      DAILY TASKS
            D-1 Empty all trash receptacles and remove trash.
             D-2 Empty and clean all cigarette urns.
             D-3 Clean glass entrance doors as required.
            D-4 Spot clean any excessively soiled building surface.
            D-5 Clean and disinfect water fountains.
            D-6 Clean lobby areas (Liberty Building on all three levels).
            D-7 Dust mop followed by wet mop all ceramic tile, quarry tile, brick terrazzo
                   and resilient tile floors.
            D-8 Vacuum all carpeted area. Area not accessible to vacuum cleaner should
                   be swept or hand brushed.
             D-9 Vacuum floor mats.
             D-10 Spot clean carpet stains.
             D-11 Bathrooms:
  •   Thoroughly scour, disinfect, wash and rinse clean all sinks, urinals, toilet bowls and
      seats including undersides and under lip of toilet bowls and sanitary napkin depositories.
  •   Clean and polish mirrors and glass surfaces.
  •   Refill all soap, tissue, towel and seat cover dispensers as needed. (We will supply these
      items - see W-7)

           D-12 Elevator (Liberty Building Only):

  •   Mop clean elevator floor.
  •   Polish and clean all horizontal and vertical surfaces.
  •   Clean cobwebs and dust all corners and light fixtures

WEEKLY TASKS
W-1 Dust clean all horizontal and vertical surfaces of furniture including desk surfaces
obviously cleared for cleaning.
W-2 Dust clean all vacant desks, conference tables, window ledges, file cabinets, sills,
equipment (copiers, consoles, typewriters), air vents and railings. Wipe off any spots as
needed.
W-3 Dust and disinfect all telephones.
W-4 Sweep or dust mop, then damp mop all tile floors including lobby areas.
W-5 Sweep or dust mop, then damp mop all stairwells.
W-6 Clean and wax all resilient tile floors.
W-7 Report to Janice Cummings, Office Assistant to the General Services Division, all
needed supplies, by Wednesday, 10:00 AM.
 W-8 Dust and clean aII cobwebs in and around light fixtures and all corners of rooms.

MONTHLY TASKS
      M-1 Dust clean all fire extinguishers, molding over doorframes, pictures and wall
          hangings.

3/1/2010                                       Page 2 of 3
                                                                    QAC Cleaning Services FY-11
     M-2 Dust clean all venetian blinds.
     M-3 Dust clean and wipe prints off vertical surfaces not previously cleaned such as
         file cabinets, copiers, computers, etc.
     M-4 Pull out and clean behind all hard to get areas such as behind bookcases, water
         coolers, desks, and computers thoroughly.
QUARTERLY
       Q-1 Dust and clean all light fixtures.

     Semi-Annual
           SA-1 Strip, wax, refinish and buff all resilient tile floors
           SA-2 Clean and shampoo carpet


SPECIFIATIONS

     All Facilities
 1) Cleaning of the facilities should begin after 5:00 PM.
 2) Notify Mr. Daniel Illari, Civil Engineering Technician, (410) 758-0925 ext. 4128 or (410
     490-0081 after hours), of any irregularities such as problems with electrical fixtures,
     plumbing, door locks, etc. In the event Mr. Daniel Illari cannot be reached, call Janice
     Cummings, Office Assistant to the General Services Division, (410) 758-0925 ext. 4134.
 3) The Contractor shall supply equipment, cleaning supplies, and cleaning materials
    necessary for the cleaning of all facilities. Cleaning equipment may be stored in a
    designated area of each facility.
 4) The Contractor shall notify Janice Cummings in advance, by Wednesday morning, 10:00
    AM, of any cleaning supplies needed as specified under the Cleaning Duties
    Specifications. Our suppliers deliver ordered cleaning supplies to the facilities, on
    Thursday.
 The Libertv Buildinq:

 Weekly cleaning tasks for the Liberty Building must be performed every Monday night.
 Commissioners meetings are conducted on Tuesday afternoons and evenings. The
 Contractor is to perform daily cleaning tasks as to not disrupt or interfere with the
 Commissioners meetings. The Commissioners meeting room is a main meeting room
 for the County; the Contractor must maintain cleanliness of the room at all times




3/1/2010                                        Page 3 of 3
                                            15 POINT CHECK LIST
                                                                                                                 Time and Personell
                              DEPARTMENT OF PUBLIC WORKS                                                             Inventory
Task per                                               WEEKLY                                          Date
contract                                                                                             completed      DAILY TIME RECORD
W-1        Dust clean all horizontal and vertical surfaces of furniture including vacant desks                          Time Time Number of
                                                                                                                 Date
           Dust clean all vacant conference tables, window ledges, file cabinets, sills, equipment                       in   out  workers
W-2
           (copiers, consoles, typewriters), air vents and railings. Wipe off any spots as needed.
W-3        Dust and disinfect all telephones
W-4        Sweep or dust mop, then damp mop all tile floors including lobby areas.
W-5        Sweep or dust mop, then damp mop all stairwells
W-6        Clean and wax all resilient tile floors
W-7        Report to Janice Cummings, Office Assistant to the General Services Division, all
           needed supplies, by Wednesday, 10:00 AM
W-8        Dust and clean aII cobwebs in and around light fixtures and all corners of rooms.
                                                      MONTHLY
M-1        Dust clean all fire extinguishers, molding over doorframes, pictures and wall hangings.
M-2        Dust clean all venetian blinds
M-3        Dust clean and wipe prints off vertical surfaces not previously cleaned such as file
           cabinets, copiers, computers, etc
M-4        Pull out and clean behind all hard to get areas such as behind bookcases, water
           coolers, desks, and computers thoroughly
                                                     QUARTLEY
Q-1        Dust and clean all light fixtures
                                                    BI-ANNUALY
SA-1       Clean and shampoo carpeting
SA-2       Strip, wax, refinish and buff all resilient tile floors

                                                           Supply Requests Non emergency service repairs etc.
 Notes

 Notes
                                                                                                    BID FORM
                                                                                    QAC Cleaning Services FY-11
                                                   BID FORM

FOR: Providing Cleaning Services for the Liberty Building; Emergency Services Building; States Attorney
Office/Election Board Office; Department of Public Works; Exploration Center and Department of Land Use;
Growth Management & Environment; Parks and Recreation Administration; Kent Island Senior Center;
Grasonville Senior Center; Centreville Senior Center; and Sudlersville Senior Center for approximately one year.

        TO: The Department of Public Works, Queen Anne’s County, P.O. Box 56, 312 Safety Drive,
        Centreville, Maryland 21617

        PROPOSALS received until 3:00 PM March 25, 2010
The undersigned hereby declares, as bidder, that the only persons or parties interested in this proposal as
principals are those named herein; that no employee of Queen Anne’s County is in any manner interested
directly or indirectly in the profits to be derived from the contract proposed to be taken; that this bid is made
without any connection with any other person or persons including a bid for the same purpose; that the bid is in
all respects fair and without collusion or fraud; that he has read the Notice to Bid, and the Instructions to Bidders
hereto attached and agrees to all the Instruction to Bidders attached and agrees to all the stipulations contained
therein; that he has examined the sites of work, the contract documents including all revisions, interpretations,
and corrections made by Addenda duly issued; and he will contract the form so approved to perform all the
work mentioned in said approved form stipulated therein; and that he will accept in full payment therefore the
prices named and said in the bidding sheet. Said prices are to include providing all necessary equipment, set
forth, described and shown in the contract documents to accomplish said work.

The bidder further agrees that upon receipt of written notice of the acceptance of this proposal, he will execute
the contract in accordance with the proposal as accepted, within fifteen (15) days from the dated of the mailing
of said notice of acceptance to him at his address given below, or within such additional time as may be allowed
by the Department of Public Works of Queen Anne’s County; and that upon his failure or refusal to do so within
said time shall forfeit the bid.

                Date: _______________

                ______________________________________________________
                             Name of Corporation, Firm, or Individual:
                By:      __________________________________________________
                                             Signature
                         __________________________________________________
                                             Name/Title
                Business Address:         ___________________________________
                                          ___________________________________
                Phone Number:             ___________________________________
                Email:                    ___________________________________

                Corporation organized under the laws of the State of__________________
                Names and addresses of all members of the firm or names and titles of the officers of the
                corporation:
                ___________________________________________________________
                ___________________________________________________________
                ___________________________________________________________
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                                                                                     BID FORM
                                                                     QAC Cleaning Services FY-11

BIDDER will complete Cleaning Services for the following price:


               Building                         FY-11             FY-12            FY-13


  1. Sudlersville Senior Center


  2. Kent Island Senior Center


  3. Grasonville Senior Center


  4. Exploration Center

  5. Parks & Recreation Administration
  Offices.

  6. Land Use, Growth Management
  and Environment

  7. Centreville Senior Center


  8. Liberty Building

  9. State’s Attorney Office/Election
  Board Office

  10. Department of Emergency
  Services

  11. Department of Public Works




BIDDER:       __________________________________
              Name of Corporation, Firm, or Individual

              _____________________________________
                           Signature




3/1/2010                                     Page 2 of 2

								
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