Cleaning Contract Proposals

							                  REQUEST FOR PROPOSALS
       CLEANING AND BEAUTIFICATION SERVICES



ISSUE DATE: August 23, 2010
PROPOSAL DEADLINE: September 24, 2010


Send Proposals To:
    Todd Vander Woude
    Executive Director
    Harrisburg Downtown Improvement District
    22 North Second Street
    Harrisburg, PA 17101
Introduction
The Harrisburg Downtown Improvement District (HDID), a 501 (c) (3) non-profit corporation,
seeks proposals from independent contractors to provide supplemental cleaning and
beautification services for a 25 block area in Downtown Harrisburg, Pennsylvania. The property
owners and business owners within the Harrisburg Downtown Improvement District have a
shared interest in keeping downtown clean, safe and beautiful. Since the HDID was created 10
years ago, we continue to focus on improving the quality of life through supplementing
municipal services with a cleaning crew, safety team and beautification projects. Considerable
information about the HDID can be found on our website: www.HarrisburgHello.com.

The HDID cleaning vendor performs cleaning and maintenance services intended to enhance
the appearance and attractiveness of common area public spaces. The philosophy of
continuous attention to maintenance activities such as litter removal, graffiti removal, weed
control, power washing, and flower watering, keep the positive perception that Downtown
Harrisburg is a clean and inviting place to live, work, shop, dine and play. The HDID requires
that the vendor cleaning staff be dependable, trustworthy, enthusiastic and personable as they
will interact with a wide range of people each and every day.

Description and Scope of Services
  • January 1, 2011 is the start date for the Cleaning Program Contract.
   •   Term of the contract – the HDID is seeking a 5 year relationship with a successful
       vendor.
   •   The HDID provides outdoor cleaning services year round, seven days a week. Staffing
       level can be reduced during the winter months (November – March) due to the inability
       to perform activities such as power washing, weeding, flower watering, and other
       “detail” work. The vendor is encouraged to supply schedules and staffing levels to
       utilize their expertise and creativity to perform the tasks.
   •   Cleaners will perform activities including, but not limited to, the following:
            o Remove litter, leaves, and debris from sidewalks and curbs using leaf blowers,
                brooms, rakes, pans and motorized equipment
            o Remove graffiti, stickers, and handbills from public space infrastructure (utility
                poles, trash receptacles, etc.)
            o Remove weeds from sidewalks, tree grates, and curbs
            o Power wash sidewalks and other areas up to 2 times a year
            o Remove snow and ice from curb cuts at intersections and assist in snow removal
                in other areas identified by the HDID
            o Assemble, hang, water, replace and maintain approximately 250 – 300 hanging
                flower baskets and flower pots (HDID will purchase the flowers)
            o On a limited basis, assist in special events and activities such as parades and
                other city events to clean up before and after the event date
   •   The cleaning crew members will wear distinctive uniforms with the HDID logo. The
       vendor will supply all components of the uniform, which will be approved by the HDID.
                                               2
       Vendor shall be responsible for ensuring the cleanliness of the uniforms and neat
       appearance of the cleaning staff.
   •   The Vendor shall supply, purchase and maintain all of the equipment needed to provide
       the cleaning services described herein. A listing of the necessary equipment should be
       provided with the vendor’s proposal.
   •   The Cleaning Crew’s Project Manager will also interact face-to-face with the staff of the
       HDID and provide written reports weekly regarding all program activities and number of
       hours worked.

Proposals

Please submit four (4) copies of your proposal by September 24, 2010 to:

Todd Vander Woude
Executive Director
Harrisburg Downtown Improvement District
22 North 2nd Street
Harrisburg, PA 17101

If desired, an electronic copy of the proposal may also be sent to Todd@HarrisburgHello.com,
but is not required.

Proposals should include the following:
   1. Company name/ business information including primary contact, name address,
      telephone, fax and email.
   2. Brief company history and legal structure
   3. Reference names and contact information for similar DID contracts with other
      organizations.
   4. Documentation of financial stability and commercial general liability policies held in
      conjunction with current contract limits for programs like the HDID’s cleaning program.
   5. Describe in detail what and how the cleaning services will be performed, including
      number and hours of personnel along with supervisors. Also, describe how cleaning
      staff will be recruited and trained along with the personnel policies that will be in place.
   6. Equipment and Uniforms – provide a list of proposed equipment and plans to maintain
      the equipment. Provide a listing of uniforms and how they will be kept clean.
   7. Accountability for Performance – explain how you propose to be held accountable by
      the HDID and how performance will be measured and demonstrated.
   8. Additional notes – provide any suggestions or ideas on how the cleaning services can be
      performed the most efficiently and effectively (including cost-effectiveness).




                                                3
Selection Process

The HDID will review all proposals received by the deadline. In selecting a vendor, the HDID will
consider the following:

   •   The vendor’s experience and demonstrated ability to successfully run a cleaning
       program for a DID organization
   •   Cost
   •   Demonstrated responsiveness to client concerns and the ability to resolve problems
       quickly and appropriately
   •   Suggestions and recommendations to maximize resources and effectiveness while
       minimizing costs
   •   Corporate and financial stability


The HDID will be happy to respond to any questions or clarify anything in this RFP in writing or
via email. Reponses to all questions will be shared with all interested parties. Questions should
be directed to:

Todd Vander Woude, Executive Director
717-236-9762 x 102
Todd@HarrisburgHello.com


The Harrisburg Downtown Improvement District may award the contract to the qualified
proposer whose proposal it determines in its sole discretion to be the most advantageous to
the District. The HDID reserves the right to award the contract to someone other than the
proposer offering the lowest overall cost. The HDID also reserves the right to discuss or
negotiate to amend or modify and change proposals after submitted with one or more entities
which make a proposal and to enter into a contract which differs from the original proposal. It
further reserves the right to award the contract on the basis of initial proposals received,
without discussions. The HDID reserves the right to postpone, cancel or reject this and all
proposals received.

If HDID decides not to accept a proposal, or not to accept a proposal for all services requested,
it reserves the right to seek further proposals of deal with additional vendors or HDID may
proceed to perform some or all services included in this request for proposals on its own.
Parties considering submitting a proposal should review all services requested, independently
investigate the area to be serviced, the HDID and legal requirements and must submit a
proposal based on their own investigation and not in reliance on any representations, facts or
opinion offered by HDID or any other person or entity associated with or representing HDID.
                                                4