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Janitorial Services RFP

RFP Overview

The City of North Liberty extends an invitation to participate in this Request for Proposal (RFP) for janitorial services at four (4) municipal buildings, as requested by North Liberty City Administration.

Name of the proposal                     Janitorial Services RFP

Deadline for submittal                     Thursday, May 2, 2024, before 3:00 PM

Email submissions to                       Tracey Mulcahey, Assistant City Administrator & City Clerk, [email protected], (319) 626-5712 (cc: [email protected])

Contact person                                  Angela McConville, Special Projects Coordinator, [email protected], (319) 626-5722

Term

Length of contract will be for a period of approximately one (1) year, with one additional three (3) year extension, during which time services may be terminated “without cause” by a thirty (30) day written notice by either party or “for cause” in the event security clearance and/or prohibited activities agreements are breached. The initial contract term shall run from the negotiated start date (no later than July 1, 2024)  to June 30, 2025. The extension is not guaranteed and would be subject to continued satisfactory and consistent performance by the Contractor in accordance with recognized industry standards – as determined solely by the City.

No price escalation will be allowed during the initial one-year term of the contract. If it is mutually decided to extend the contract by three years and the Contractor requests a price increase (for example, for an unexpected increase in cost of supplies), the Contractor shall provide sufficient written certification and documentation to substantiate the request. The City reserves the right to accept or reject price increases, to negotiate more favorable terms, or to terminate on June 30, 2025, without cost to the future performance of the contract.

The agreement is between the City of North Liberty and the Contractor. As such, the City will rely on the Contractor to provide all personnel and services, without utilizing subcontractors. The proposal for janitorial services will indicate that the Contractor is the sole provider and will be able to independently fulfill the contract.

The Contractor acknowledges that the City requires a screening (including background checks and fingerprints) on the Contractor’s employees that will be assigned to the requirements in the contract. A three-week notice will be required prior to any new employees working on City premises to allow the City enough time to conduct the screening and make a decision. The employees will be able to work in the City buildings only after approval has been given by the North Liberty Police Department and they have signed a confidentiality waiver. All screening information will be obtained and retained by the North Liberty Police Department and not for dissemination.

Certificate of Insurance

The contract cannot begin until a proper Certificate of Insurance has been reviewed and approved. A copy of a current Certificate of Insurance shall be included with the proposal. Insurance requirements are listed in Exhibit F – Proposed Contract.

Building Locations & Representative

For each building cleaned under this agreement, a building representative has been assigned and will be (or will assign a designee to be) the Contractor’s primary contact regarding janitorial service evaluation, and will convey comments, needs, praise, or concerns to the Contractor.

The current representatives are:

North Liberty City Hall                    360 North Main Street, North Liberty, IA 52317
Assistant City Administrator/City Clerk Tracey Mulcahey

North Liberty Library                       520 West Cherry Street, North Liberty, IA 52317
Library Director Jennie Garner

North Liberty Police Station         340 North Main Street, North Liberty, IA 52317
Police Lieutenant Tyson Landsgard

Ranshaw House                                 515 Community Drive, North Liberty, IA 52317
Outreach & Equity Coordinator Micah Ariel James

Consumables & Other Supplies

The Contractor shall furnish all labor, supervision, training, materials, equipment, supplies, insurance, and other resources to satisfactorily perform the janitorial services in the scope of work as outlined in Exhibits A, B, C and/or D without the use of a subcontractor. The Contractor shall order consumables from the City’s designated supplier, such as toilet paper, paper towels, hand soap, deodorizers, trash can liners, light bulbs, etcetera used in connection with providing service to each location. The Contractor may store a limited number of supplies, materials, and equipment on site in areas designated and amounts allowed by the building representative. All products used in the City facilities will bear the EPA Safer Choice label awarded to environmentally friendly options that meet the EPA’s written standard. The Contractor shall provide and maintain binders with an MSDS for all chemicals used.

Damage to Building

Any damage to the walls or other parts of the building from the use of cleaning machines or from other work under the contract shall be repaired and paid for at the Contractor’s expense.

Proposals

Proposals shall be submitted using the form furnished by the City Clerk or available online at northlibertyiowa.org/rfp. Electronic submissions are expected. A completed form and a copy of the applicant’s current Certificate of Insurance shall be emailed to the Office of the City Clerk, Tracey Mulcahey, at [email protected] no later than 3:00 PM on Thursday, May 2, 2024, for performance of janitorial services including providing materials, supplies, and equipment at North Liberty City Hall (360 N. Main St.), North Liberty Public Library (520 W. Cherry St.), North Liberty Police Station (340 N. Main St.) and/or Ranshaw House (515 Community Dr.). The submitted proposal shall be for one or more of these locations. To be considered, all proposals shall be submitted on or before the time specified above.

All work and materials shall comply with the general provisions, exhibits, proposal form, and proposed contract now on file with the City Clerk and available online at northlibertyiowa.org/rfp.

All proposals shall be valid for 120 days. The City reserves the right to reject any and all proposals, to waive informalities or technicalities, and to enter into such contract, as it shall deem to be in the best interest of the City.

Selection Process

The selection of one or more Contractors shall be made using references and the total cost of the complete janitorial services, provided the prospective Contractors are deemed responsible and responsive after a background check. Each Contractor must have a proven record of performance for cleaning professional office buildings. Vendor interviews may or may not be scheduled before a contract is awarded. The City reserves the right to select the proposal, or proposals, that performs all necessary work in the best interest of the City.

Exhibits

Key Dates

Examine Buildings: Prospective janitorial contractors are welcome to examine each building identified in the proposal on Monday, April 15 and Wednesday, April 24, 2024, from 9:00 AM – 12:00 PM. To schedule a walk-through, please contact Angela McConville at (319) 626-5722 or email at [email protected] to receive the codeword to the signup.

Question & Answer Period: Questions may be submitted until Wednesday, April 24, 2024, at 3:00 PM for this RFP by emailing Angela McConville at [email protected]. All questions and replies will be shared on the RFP webpage at northlibertyiowa.org/rfp no later than 3:00 PM on Friday, April 26, 2024.

Proposals: Proposals shall be submitted using the form furnished by the City Clerk or available online at northlibertyiowa.org/rfp. Electronic submissions are expected. A completed form and a copy of the applicant’s current Certificate of Insurance shall be emailed to the Office of the City Clerk, Tracey Mulcahey, at [email protected] no later than 3:00 PM on Thursday, May 2, 2024, for performance of janitorial services including providing materials, supplies, and equipment at North Liberty City Hall (360 N. Main St.), North Liberty Public Library (520 W. Cherry St.), North Liberty Police Station (340 N. Main St.), and/or Ranshaw House (515 Community Dr.). The submitted proposal shall be for one or more of these locations. To be considered, all proposals shall be submitted on or before the time specified above.

Interview: Vendors may be selected for an interview on a day and time yet to be determined.

Award: Contract will be awarded sometime in May 2024.

Contracted janitorial services may begin: on a negotiated start date (which will be no later than July 1, 2024), with the Contractor’s employees submitted for background check clearance no later than three weeks prior.

Exhibits

RFP Contact Information

Contact person: Angela McConville, Special Projects Coordinator, [email protected], (319) 626-5722

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