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Custodial Cleaning Service RFP

For PDF version of the Custodial Cleaning Services RFP, click here.

 
REQUEST FOR PROPOSAL (RFP) FOR CUSTODIAL CLEANING SERVICES
 
Morton Grove Public Library is soliciting written proposals from qualified firms providing Custodial Cleaning Services for our building. As a Request for Proposal (RFP) this is not an invitation to bid and, although price is very important, other factors will be taken into consideration.
 
The project scope, content of proposal, and vendor selection process are summarized in the RFP (attached). Proposals must be received no later 5 p.m. on October 19, 2018.
 
A facilities walk-through for interested contractors will be offered at: 10:00 a.m. on Monday, October 1, 2018.
 
Please submit your proposal to: 
Morton Grove Public Library
6140 Lincoln Avenue
Morton Grove, IL 60053
Attn: Dave Hesse
 
 
Proposals will not be accepted after the date and time stated above. Incomplete proposal or proposals that do not conform to the requirements specified herein will not be considered. Issuance of the RFP does not obligate the Morton Grove Public Library to award a contract, nor is the Library liable for any costs incurred by the proposal in the preparation and submittal of proposals for the subject work. Morton Grove Public Library retains the right to not select any bidders and/or re-solicit proposals. The act of submitting a proposal is a declaration that the proposer has read the RFP and understands all requirements and conditions.
 
For questions concerning the anticipated work, please contact Dave Hesse via email at dhesse@mgpl.org or 847-929-5123.
 
 
 
BACKGROUND/INTRODUCTION 
It is the intent of this specification to secure a contract for professional cleaning services, which will provide necessary routine interior cleaning for the Morton Grove Public Library.
 
SCOPE OF WORK 
The Morton Grove Public Library will provide and stock the following supplies:
a. Trash-can liners for receptacles
b. Hand towels
c. Hand soap
d. Toilet paper
e. Urinal screens and deodorizer refills
 
CLEANING SERVICES ARE TO BE PROVIDED AS FOLLOWS: 
Morton Grove Public Library (31,000 square feet) – Services shall be provided seven (7) times per week.

a. The Library is open 9 to 9 Monday – Thursday, 9 to 6 Friday, 9 to 5 Saturday, 1 to 5 Sunday. Cleaning services shall be provided after hours, or as scheduled by the Library.

b. The Library is closed on New Year’s Day, Easter, the Sunday before Memorial Day, Memorial Day, Independence Day, the Sunday before Labor Day, Labor Day, Thanksgiving, Christmas Eve, and Christmas Day.

c. Specific days of service will be decided upon at contract signing.

d. Contractor will be required to coordinate cleaning with regular scheduled meetings and programs.

e. At any time during the term of this contract, the Library reserves the right to adjust the cleaning specifications attached. The Library understands that additional work shall be estimated and priced to performance.

The contactor will, as part of this agreement, be expected to work closely with the Library in resolving any and all problems resulting during the term of this agreement.
 
 
 
SPECIFICATIONS
 
1. Entryways, Stairs, Ramp and Elevator

Daily

  • Clean both sides of door glass
  • Vacuum carpeted areas; sweep and wet mop tile
  • Wipe down handrails

Weekly

  • Clean and polish doorframes, kick plates, thresholds, and hardware
  • Clean display case glass
  • Scrub and wash rubber nosing in stairs
  • Clean elevator railings
  • Spot clean elevator wall coverings
  • Clean interior and exterior elevator doors and operating pads
2. Bathrooms
Daily
  • Sweep and wet mop bathroom floors using hospital grade cleaner/disinfectant
  • Clean toilets, urinals, sinks, mirrors, countertops, and plumbing fixture
  • Clean toilet and urinal partitions, including ceramic wall around urinals
  • Clean metal handle/push plates and kick plates on doors
  • Stock hand soap, hand towels, and toilet paper
  • Clean drinking fountains
  • Collect trash and replace liners as necessary 
Monthly
  • Remove hard water deposits, mold, mildew, soap film from all tiled floors and walls monthly or as needed
  • Damp wipe with disinfectant entire surface areas of tiled and vinyl wall sections monthly or as needed
3. Kitchen/ Break Rooms
Daily
  • Vacuum carpet
  • Sweep and wet mop tile
  • Wipe and spot clean countertops, tabletops, garbage cans/lids and sinks
  • Collect trash and replace liners as necessary 
Weekly
  • Clean table chairs
  • Clean microwaves, coffee maker and refrigerator exteriors
  • Sanitize garbage area
  • Spot clean floor and walls as needed 
Monthly
  • Spot Clean soft seating as needed
  • Dust door frames, moldings, pictures, windowsills, doorframes, cabinet tops, and appliance tops monthly or as needed. Wall corners shall have no cobwebs
  • Dust and clean window sills, blinds and interior shutters monthly or as needed
  • Clean overhead light fixtures of bugs, dirt, and dust build up as needed
  • Floor and ceiling vents dusted/vacuumed
 
4. Meeting Rooms, Study Rooms, and Baxter Room
Daily
  • Vacuum carpet
  • Dust and wipe all furniture
  • Clean marks and stains from furniture and garbage cans as needed
  • Clean glass on doors
  • Collect trash and replace liners as necessary 
Weekly
  • Clean door handles and fixtures
Monthly
  • Dust door frames, moldings, pictures, windowsills, doorframes, cabinet tops, and appliance tops monthly or as needed. Wall corners shall have no cobwebs
  • Dust and clean window sills, blinds and interior shutters monthly or as needed
  • Sweep and wet mop Baxter Auditorium stage
  • Floor and ceiling vents dusted/vacuumed
5. Public Spaces
Daily
  • Vacuum carpet
  • Wipe down coffee bar
  • Dust and clean tables, chairs, service desks, computers/keyboards, end tables, and low shelves
  • Collect trash and replace liners as necessary
Weekly
  • Wipe down flat surfaces (study tables, services desks, low shelving) with disinfectant cleaner
Monthly
  • Dust door frames, moldings, pictures, windowsills, doorframes, cabinet tops, and appliance tops monthly or as needed. Wall corners shall have no cobwebs
  • Dust and clean window sills, blinds and interior shutters monthly or as needed
  • Clean overhead light fixtures of bugs, dirt, and dust build up as needed
  • Floor and ceiling vents dusted/vacuumed
  • Spot Clean soft seating as needed
 
6. Offices and Staff Workspace
Daily
  • Dust and wipe all furniture
  • Clean marks and stains from furniture as needed
  • Clean glass on doors
  • Vacuum carpet
  • Collect trash and replace liners, as necessary
Weekly
  • Clean door handles and fixtures
Monthly
  • Dust door frames, moldings, pictures, windowsills, cabinet tops, and appliance tops, as needed. Wall corners shall have no cobwebs
  • Dust and clean blinds and window coverings, as needed
  • Clean overhead light fixtures of bugs, dirt, and dust build up, as needed
  • Floor and ceiling vents dusted/vacuumed
 
 
7. Other
Please include separate proposals for these services (or, indicate if included in base price and the frequency with which they will be performed):
  • Carpet deep cleaned
  • Floors waxed
  • Restrooms power washed—floors, fixtures, partitions
  • Upholstered chairs deep cleaned
  • Exterior windows cleaned (outside and inside)
 
 
 
FAMILIARIZATION WITH THE SCOPE OF WORK
Before submitting a proposal, each Respondent shall familiarize itself with the Scope of Work, laws, regulations and other factors affecting contract performance. The Respondent shall be responsible for fully understanding the requirements of this RFP and the resulting contract and otherwise satisfy itself as to the expense and difficulties accompanying the fulfillment of this RFP and resulting contract.
 
GENERAL ASSUMPTIONS
  1. The Contractor shall provide competent, trained, and experienced staff to the highest standards.
  2. The Contractor shall consider and plan for appropriate labor resources for illness, vacation, and other loss of time events so service to Morton Grove Public Library continues uninterrupted.
  3. The Contractor shall provide all necessary equipment, tools, and materials for cleaning services.
  4. The Contractor shall be responsible for any cost, fees, or fines due to misuse of the building’s alarm system.
  5. The Contractor will be responsible for any loss of Morton Grove Public Library’s property due to errors, mistakes, malfeasance, or misfeasance of its employees or products/equipment provided by the contractor.
  6. The Contractor will work cooperatively with designated Library staff.
  7. The Contractor ill not subcontract work without the expressed written permission of the Morton Grove Public Library. By submitting a proposal, each bidder agrees that each worker assigned to this contract is a direct employee of the named organization.
  8. PREVAILING WAGES: Contractor shall comply with all applicable provisions of “An Act regulating wages of laborers, mechanics, and other workers employed in any public works by the State, county, city or any public body or any political subdivision or by any one under contract for public works,” approved June 26, 1941, 820 ILCS 130/0.01 et seq. (2002)(see website address: http://www.state.il.us/agency/idol/ for rates) and Morton Grove Public Library Resolution No. 2018‐04 establishing the Prevailing Rates of Wages in the locality of the Village of Morton Grove
  9. Upon acceptance of a proposal, the parties will enter into a one-year contract upon terms approved by the Library Board and the Library’s Attorney.
  10. If the contractor fails to perform the work in a satisfactory manner or otherwise breaches the contract, the Library shall give notice to the contractor and provide an opportunity to correct the deficiencies. If the performance does not meet the standards of this contract within seven (7) calendar days, the Library may terminate the contract.
  11. The Morton Grove Public Library or contractor may cancel this agreement at any time subject to 30 days prior written notice.
 
TAX EXEMPTION
Sales to the Morton Grove Public Library are exempt from state and local retailers' occupation tax, state and local service occupational tax, use tax, and service use tax pursuant to Rule No. 40   of the Illinois Retailers Occupation Tax Rules issued April 15, 1965. Our Tax Exemption Identification No. is E9988-9684-07.  
 
MATERIAL SAFETY DATA SHEETS 
It is a federal law that chemical manufacturers and importers must develop an MSDS for each hazardous chemical they produce or import, and must provide the MSDS automatically at the time of the initial shipment of a hazardous chemical to a downstream distributor or user, or anytime the chemical makeup of the product is changed.
 
Contractors who are awarded this contract, and if the above paragraph applies to this bid, must be able to submit to the library information regarding the specific chemical identity of the hazardous chemical(s) involved and their common names.
 
SELECTION CRITERIA 
The following criteria will be considered, although not exclusively, in determining which firm is hired: 
  1. References 
  2. Costs 
  3. Experience 
  4. Equipment 
  5. Ability to meet requirements outlined in specification package
The Library’s Executive Director and Facilities Manager will evaluate the proposals.
 
PAYMENT
Invoices shall be submitted to Dave Hesse, Facilities Manager, Morton Grove Public Library, 6140 Lincoln Ave, Morton Grove, IL, 60053.
 
The Library shall submit monthly payments to the contractor for all services outlined in this agreement in accordance with the Local Government Prompt Payment Act.
 
INSURANCE
The contractor shall maintain insurance outlined below at its own expense during the term of this contract. The contractor shall provide proof of insurance and bonding on or before the effective date of this agreement with a certificate evidencing that the contractor’s insurance policies will not be changed or canceled without at least 30 days prior written notice to the library.
 
The limits for the insurance required shall provide coverage for not less than the following amounts, or greater where required by law.
 
Commercial General Liability: 
• GeneralAggregate$2,000,000.00 
• Products/Completed Aggregate $1,000,000.00
• Each Occurrence $1,000,000.00
• Personal Injury $1,000,000.00
 
The contractor shall provide worker’s compensation insurance for all its employees as required by Illinois law.
 
The contractor shall provide lost key coverage to indemnify the library for purchase and installation of new locks and keys in the case that a contractor employee loses or misplaces a key to the library facility.
 
The Morton Grove Public Library shall be named as additional insured on all insurance policies, except for professional liability and worker’s compensation.
 
To the fullest extent permitted by law, the contractor shall indemnify and hold harmless the owner and its agents, officers, and employees from and against all injuries, deaths, losses, damage claims, suits, liabilities, judgments, costs and expenses, including but not limited to attorney’s fees, which may arise directly or indirectly from the performance of contractor’s work or the work of its employees. The contractor shall, at its own expense, appear, defend, and pay all charges of attorneys and all costs and other expenses arising therefrom or incurred in connection there with and if any judgment shall be rendered against the owner in any such action, the contractor shall, at its own expense, satisfy and discharge the same.
 
ADDITIONAL INFORMATION 
Morton Grove Public Library retains the right to request any additional information pertaining to the company’s abilities, qualifications, and procedures used to accomplish all work under the contract as it deems necessary to ensure safe and satisfactory work.
 
RFP SCHEDULE (dates are subject to change)
Issue RFP to potential bidders: September 20, 2018 
Building Walk-through:  October 1, 2018
Deadline for Proposals: October 19, 2018
Award of Contract: November 9, 2018
Start of Contract: January 1, 2019
 
Thank you for your interest in working the Morton grove Public Library for this service. We look forward to receiving your proposal.
 
 
 
PROPOSAL CONTENT
The Proposal Package Should Include in the Following Order:
 
Cover Letter
The cover letter should briefly state the firm’s understanding of the work to be performed, and a statement as to why the firm believes it is best qualified to perform the services. The cover letter should also include the name(s) of the person(s) authorized to represent the proposer, title, address, and telephone number.
 
References
Provide a list of at least three (3) office/commercial/business references documenting your experience. Each reference should include the business name, contact name, and a current telephone number. In addition, please provide:
a. A listing of all office/business/commercial buildings where the company is currently providing janitorial services; and 
b. Information on the experience and/or qualifications of personnel to be assigned to the project.
 
Outline of Materials and Staff
a. An estimate of how many people will be in the building, for how long and a range of hours staff will be on the premises
b. Supply list: what is included in the contract and what may be purchased through your company. Include cost for those additional supplies.
c. Tools or equipment might need to be stored on the premises (vacuum cleaner, mops, brooms, etc.)
 
Cost of Services
Respondents shall provide:
a. A fixed monthly cost for the janitorial services identified in the scope of services
b. A fixed cost for specific extra services
c. An hourly rate for on-call or out of scope work
 
Copies of Insurance, License, and Bonding Documentation
 
Additional Information (Optional)
This section shall include any other data the contractor deems essential to the evaluation of the proposal statements.
 

MORTON GROVE PUBLIC LIBRARY

6140 Lincoln Avenue
Morton Grove, IL 60053-2989
847-965-4220
info@mgpl.org

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Friday: 9 am - 6 pm
Saturday: 9 am - 5 pm
Sunday: 1 pm - 5 pm

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