HomeMy WebLinkAboutTA-21-09 Janitorial Services Town Facilities 7/23/2021Town of Mamaroneck
740 West Boston Post Road
Mamaroneck, N.Y. 10543
914) 381-7810
REQUEST FOR PROPOSAL
JANITORIAL SERVICES-TOWN FACILITIES
Years 2021 & 2022
Contract No. TA-21-09
PROPOSAL DUE DATE: FRIDAY, JULY 23, 2021
11:00 a.m. E.S.T.
Town Center
Town Administrator
740 West Boston Post Road
Mamaroneck, New York 10543
Site Visits: FACE MASKS REQUIRED
TUESDAY, JUNE 29, 2021
Begins at 8:30 am at
740 W. Boston Post Rd
Mamaroneck, NY 10543
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TOWN OF MAMARONECK
WESTCHESTER COUNTY, NEW YORK
NOTICE TO BIDDERS
JANITORIAL SERVICES—TOWN FACILITIES
CONTRACT TA-21-09
Sealed proposals for providing janitorial services for various Town facilities will be received by the Town
of Mamaroneck in the Town Administrator Office at 740 West Boston Post Road,Mamaroneck,New York
until 11:00 a.m., E.S.T., Friday,July 23,2021 at which time and place the proposals will be publicly opened
and read.
The General Information for Bidders, Scope of Work and Exhibits for these services are available for
examination. Free online access to documents can be obtained by viewing the solicitation posting on the
Empire State Purchasing Group website: https://www.bidnetdirect.com/new-york.Paper bid documents can
also be viewed at the Town Administrator's Office in the Town of Mamaroneck, Town Center at 740 West
Boston Post Road, Mamaroneck, NY, 10543. Questions pertaining to this contract, shall be directed to the
Town Administrator at(914) 381-7810 or by email at svaltieri@townofmamaroneckny.org.
Each bidder shall also include with their bid, complete answers to the questions presented on the
qualification form(s). In additional, Contractors making proposals must supply three references in addition
to demonstrating the possession of the necessary equipment and experience.
All bids must be submitted in sealed envelopes plainly marked:
Proposals For: TA-21-09
Janitorial Services-Town Facilities
Attention:Town Administrator
740 West Boston Post Road
Mamaroneck, NY 10543
Opening: Friday, July 23, 2021 at 11:00 AM
The Town of Mamaroneck reserves the right to reject any and all proposals, or to waive any informality in
the proposal, as deemed advisable in the interest of the Town.
By Order of the Town Board
of the Town of Mamaroneck,NY
Connie Green-O'Donnell
Deputy Town Administrator
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TOWN OF MAMARONECK
GENERAL INFORMATION TO BIDDERS
JANITORIAL SERVICES-TOWN FACILITIES
INTENT:
The Town of Mamaroneck is seeking proposals from qualified firms or individuals to provide Janitorial
Services at five (5) Town locations as detailed herein. The required services and performance conditions
are described in the Scope of Work. Janitorial Services awarded from this request for proposal shall
commence on September 1, 2021 at the Hommocks Ice Rink and October 1, 2021 for all other locations.
SITE VISITS
Site visits will be available between 8:30 am and 12:30 pm on Tuesday, June 29, 2021. It is the bidder's
responsibility to examine the scope of work prior to bidding and to be familiar with the facilities included
in this RFP. Participation in the site visits is strongly recommended, proposals will be heavily evaluated
based on the understanding of our needs and participation. Bidders will be responsible for their own
transportation to the five locations within the Town at the scheduled times below. Please contact the Town
Administrator's Office to participate and confirm the schedule below (914) 654-7810
svalti eri @townofmamaroneckny.org.
Location
Building Address Time Contact
1 Police Department 740 W Boston Post Rd 8:30-9:15am Lt Maher
Mamaroneck, NY 10543 914)381-6100
2 Hommocks Ice Rink 140 Hommocks Rd 9:30-10:15 am Rob Lunde
Larchmont,NY 10538 914) 998-3233
3 Highway Central 40 Maxwell Ave 10:30-11:00 am John Barreto
Garage Larchmont, NY 10538 914) 998-3212
4 Larchmont Volunteer 155 Weaver St 11:15-11:45 am Mike Liverzani
Ambulance Corp Larchmont,NY 10538 914-760-4729
5 Mamaroneck Village 220 N Barry Ave Ext 12:00-12:30 pm Mike Liverzani
Emergency Services Mamaroneck,NY 10543 914-760-4729
GENERAL REQUIREMENTS:
1. Definitions of Terms:
The words "Bid" & "Proposal" are used synonymously in these specifications.
2. Proposal Compliance:
Proposals can be submitted either in a sealed envelope clearly labeled with the name of the bidder containing
the identifying words "RFP FOR CONTRACT #TA-21-09-Janitorial Services-Town Facilities.
Alternatively, all completed bid proposal papers may be submitted electronically to the Town
Administrator's email at svaltieri@townofmamaroneckny.org with the subject line of the email containing
the name of the bidder and the identifying words "RFP FOR CONTRACT # TA-21-09, Janitorial
Services-Town Facilities." All proposals must be addressed and submitted to the Office of the Town
Administrator or emailed to the above email address no later than 11:00 A.M., Friday July 23, 2021.
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Proposals submitted in unmarked envelopes or unmarked subject lines will not be accepted after the
designated date and time will not be accepted.
Access to the Town Center Building will be restricted to non-employee visits by appointment
only. Prospective bidders must call ahead to the Town Administrator's office at(914)-381-7810 to request
an appointment to submit bid proposals. Those not having an appointment may also leave their proposal at
the main entrance security desk.
Bid opening is scheduled for Friday July 23,2021 at 11:00 am. Those wishing to attend should expect to
wait at the Town Center entrance. Town staff will meet bidders at 11:00 AM and will escort those in
attendance to the bid opening location.To those unable to attend in person, a Zoom call will also take place
at the time of the bid opening. Access to the Zoom call will be granted to those that submit bid proposals.
The Zoom credentials will be forthcoming so please ensure your email address is provided.
3. Proposal Form:
Each bid submitted must be legibly written or typed as on the attached"Cost Proposal Form."Failure to do
so will cause grounds for disqualification. All blank spaces must be filled in with unit costs and annual
totals must be expressed in both words and figures. It is implied that all unit prices shall include all labor,
materials, equipment, mobilization and overhead costs.
4. Withdrawal of Bids& Proposals:
Bids may be withdrawn in person or writing by the contractor provided that notice is given during normal
business hours up to two hours before the scheduled bid opening time. Once the bids and proposals are
opened, prices shall remain in effect for the duration of the contract. However after the "opening"of bids,
Contractors submitting a bid proposal may withdraw their proposal if a "no award" of contract is made
within 45 days upon submission of such bid.
5. Acceptance or Rejection:
The Town of Mamaroneck reserves the right to reject any or all proposals or to waive any informality in
the proposal, as deemed advisable in the interest of the Town. The Town also reserves the right to award
the contract in whole or in part. All unit prices and alternate prices shall remain valid for the contract period
and the Town of Mamaroneck may elect to accept or reject any item.
Bids will not be accepted from firms which have pleaded guilty to or, otherwise, been convicted of bid
rigging or related criminal charges. Nor will bids be accepted from firms which include a principal or an
officer who has pleaded guilty to or, otherwise been convicted of a bid rigging or related criminal charges.
Such bidders are disqualified from bidding on this project.
6. Bidder's Qualification:
Each bidder shall complete and return with the proposal, completed answers to the questions presented on
the Contractor Responsibility Form. No bids will be considered from bidders who are unable to show that
they regularly provide service of the type herein called for. The Town of Mamaroneck may make any
investigations it deems necessary to determine the ability of the bidder to perform the specified work. The
bidder shall furnish to the Town all such information for this purpose as the Town may request.
Selection shall be based on possession of the necessary experience, equipment, trained personnel,
professional references, understanding and demonstration to provide a satisfactory record of cost effective
performance.
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7. Familiarity with Bid Documents, Site Conditions, and Governing Law:
Each bidder is required to be familiar with all of this documents terms and conditions in addition to
understanding all federal, state and locals laws, regulations and ordinances regarding performing the work
in accordance to this contract.
Failure of the bidder to fully familiarize themselves with site conditions related to the required scope of
work to be performed, shall not relieve any bidder from any obligation set forth in this contract.
8. Term of Contract:
The contract shall be awarded for a term of two years (2) years with an option to renew the agreement for
one additional year at the discretion of the Town.
9. Errors, Interpretations,and Addenda:
Should bidders find any omissions, discrepancies or errors in the contract documents or should any bidder
have doubt to the clarity of meaning of any written language, they should immediately notify the Town of
Mamaroneck Administrator and request an addendum or a response.
10. Payment:
Payment for service will be made after presentation of all serviced area, verification by the Department
Head of an executed invoice submitted on company letterhead.A completed IRS Form-W9 shall accompany
the submission for initial payment on contract.
Contractors shall provide certified payroll forms and all necessary documentations necessary
to show compliance with applicable NYS Labor Law.
The fee schedule shown on the "Cost Proposal Form"shall dictate the basis of payment.
11. Termination:
Either party may terminate this agreement for any reason at any time upon thirty (30) days prior written
notice via certified mail to the address set forth in this agreement.
12. Insurance:
LIABILITY REQUIREMENTS
The successful bidder shall supply and maintain insurance which defends, indemnifies and holds harmless
the Town of Mamaroneck, its officers, employees and agents from and against any and all liability, damage
claims, demands, costs, judgments, fees, attorney's fees or loss arising directly out of acts or omissions
hereunder by the contractor or third party under the direction or control of the contractor. The successful
bidder must furnish the Town with Certificate of Insurance and the Endorsement prior to commencement
of work. The required coverage shall not be less than the following:
Workers Compensation Statutory Requirements
NY State Disability Statutory Requirements
General Liability 1,000,000/each occurrence and $2,000,000 Aggregate limits
Automobile Liability 1,000,000
Contractual Liability Must be printed on certificate
INSURANCE CERTIFICATES SHALL NAME THE TOWN OF MAMARONECK, MAMARONECK
VILLAGE EMS AND THE LARCHMONT VOLUNTEER AMBULANCE CORP AS ADDITIONAL
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INSURANCE CERTIFICATES SHALL NAME THE TOWN OF MAMARONECK, MAMARONECK
VILLAGE EMS AND THE LARCHMONT VOLUNTEER AMBULANCE CORP AS ADDITIONAL
INSURED PARTY AND SHALL STATE THAT ALL COVERAGE SHALL BE PRIMARY TO ANY
OTHER INSURANCE COVERAGE HELD BY THE TOWN
The Town of Mamaroneck, Mamaroneck Village EMS and the Larchmont Volunteer Ambulance Corp is
named as an additional insured party for all general and excess liability coverage based on the contractual
liability of the named insured. Such general and excess liability coverage shall be primary to any other
coverage carried by the Town of Mamaroneck with respects to acts or omissions of the named insured.
It is intended by the parties hereto that the general and excess liability insurance provided by the contractor
shall be primary to any other coverage carried by the Town of Mamaroneck, Mamaroneck Village EMS
and the Larchmont Volunteer Ambulance Corp with respect to liability coverage arising out of any act or
omissions by the contractor. The Town of Mamaroneck will be named as an additional insured. Nothing
contained herein shall be construed as making said general and excess liability insurance primary insurance
for acts or omissions of the Town of Mamaroneck.
13. New York Law and Venue:
This contract shall be construed under the laws of the State of New York. All claims, actions, proceedings,
and lawsuits brought in connection with, arising out of, related to, or seeking enforcement of this contract
shall be brought in the Supreme Court of the State of New York, Westchester County.
In addition, all Town contractors not incorporated in the State of New York must produce a Certificate to
Do Business in the State of New York from the New York Secretary of State prior to executing their contract
with the Town.
14. Provisions of the New York State Labor Law:
The awarded Contractor will be required to comply with all applicable laws, including, but not limited to,
Labor Laws, Prevailing Wage Rates, and Workers Compensation. Awarded Contractor will be required to
submit Certified Payrolls.
Contractors currently on the NYS Labor Department Debarred list will not be considered for award of this
contract. By submitting a bid for consideration, the Contractor is indicating to the Town that they are
currently in good standing with the NYS Department of Labor at the time of the bid.
Applicable stipulations from the Labor Law applicable to all municipal contracts:
a) Section 220. Eight hours shall constitute a legal day's work for all classes of employees in this
state except those engaged in farm and domestic service unless otherwise provided by law. No
laborer,workman or mechanic in the employ of the Contractor, Subcontractor or another person
doing or contracting to do the whole or a part of the work contemplated by the contract shall be
permitted or required to work more than eight hours in any one calendar day or more than five
days in any one week except in cases of extraordinary emergency caused by fire,flood or danger
to life or property.No such person shall be employed more than eight hours in any day or more
than five days in any one week except in cases or extraordinary emergency caused by fire,flood
or damage to life or property. No such person shall be employed more than eight hours in any
day or more than five days in any one week except in such emergency.
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b) Section 220-e. The Contractor agrees that in the hiring of employees for the performance of
work under this contract or any subcontract hereunder, no Contractor, Subcontractor, nor any
person acting on behalf of such Contractor or Subcontractor,shall by reason of race,creed,color
or national origin discriminate against any citizen of the State of New York who is qualified and
available to perform the work to which the employment relates; that no Contractor,
Subcontractor, nor any person on his behalf shall, in any manner, discriminate against or
intimidate any employee hired for the performance or work under this contract or account of
race, color or national origin; that there may be deducted from the amount payable to the
Contractor by the State or municipality under this contract a penalty of five dollars for each
person for each calendar day in violation of the provisions of the contract; and that this contract
may be cancelled or terminated by the State or municipality, and all monies due or to become
due hereunder may be forfeited, for a second or any subsequent violation of the terms or
conditions of this section of the contract.
15. Rights of the Town of Mamaroneck:,
This RFP does not commit the Town to enter into a contract, nor does it obligate the Town to pay for any
costs incurred in preparation and submission of proposals or in anticipation of a contract. The Town reserves
the right to negotiate an increase or decrease in responsibilities under the agreement by mutual agreement of
Cparties to the contract and provide a fair increase or decrease in cost.
16. revailing Wage—PRC NUMBER: 2021900532:
I Contractors submitting bids are required to conform to all current NYS prevailing wage laws, the Town
has applied for and has received a PRC number for these services, which has been included with this
document as an attachment. The successful Contractor(s) is/are responsible for complying with all current
labor rates and regulations throughout the duration of any contract resulting from this document. Current
rates are available by calling the NYS Department of Labor at (585) 258-4505. Rates are also available via
the interne at: https://apps.Tabor.ny.gov/wpp/publicViewProiect.do?method=showIt&id=1514979.
17. Provisions of the General Municipal Law:
Section 103-a, re: Ground for Cancellation of Contract. Each Prime Contractor hereby agrees to the
provision of Section 103(a)of the General Municipal Law which requires that upon the refusal of a person,
when called before a grand jury,head of state department,temporary state commission or other state agency,
the organized crime task force in the Department of Law,head of a Town department or other Town agency
which is empowered to compel the attendance of witnesses and examine them under oath, to testify in an
investigation concerning any transaction or contract had with the state, any political subdivision thereof, a
public authority or with any public department,agency or official of the state,or of any political subdivision
thereof, or of a public authority, to sign a waiver of immunity against subsequent criminal prosecution or
to answer any relevant questions concerning such transaction or contract;
a) Such person, and any firm,partnership or corporation of which he is a member, partner,director
or officer shall be disqualified from thereafter selling to or submitting bids to or receiving awards
from or entering into any contract with any municipal corporation or fire district, or any public
department, agency or official thereof, for goods, work or services, for a period of five(5) years
after such refusal, and to provide also that;
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b) Any and all contracts made with any municipal corporation or any public department agency or
official thereof, by which person, and by any firm, partnership, or corporation of which he is a
member,partner,director or officer may be canceled or terminated by the municipal corporation
or fire district without incurring any penalty or damages on account of such cancellation or
termination, but any monies owing by the municipal corporation or fire district for goods
delivered or work done prior to the cancellation or termination shall be paid.
Section 103-d, re: Non-collusion. Each Prime Contractor agrees, pursuant to General Municipal Law
103-d, to subscribe and affirm the following statement:
By submission of this bid,each bidder and each person signing on behalf of any bidder certified,and in the
case of a joint bid each party thereto certifies as to its own organization, under penalty of perjury, that to
the best of knowledge and belief:
a) The prices in this bid have been arrived at independently without collusion,
consultation,communication or agreement, for the purpose of restricting competition, as to any
matter relating to such prices with any other bidder or with any competitor;
b) Unless otherwise required by law,the prices which have been quoted in this bid have not been
knowingly disclosed by the bidder and will not knowingly be disclosed by the bidder prior to
opening,directly or indirectly, to any other bidder or to any competitor; and
c) No attempt has been made or will be made by the bidder to induce any other person,
partnership or corporation to submit or not to submit a bid for the purpose of restricting
competition.
Section 107, re: Claims against political subdivisions; contractor's undertaking. A contractor under a
contract heretofore or hereafter made or awarded by any political subdivision, or by any officer, board or
agency thereof,or of any district therein, in case any claim or notice of claim for injury or damage to person
or property arising out of or in connection with the performance of such contract, be made against or filed
with such municipality or district therein, may file with the fiscal officer of such political subdivision or
district therein an undertaking as prescribed in this section, and thereupon such fiscal officer shall be
authorized to make payments to such contractor pursuant to the terms of such contract. Such undertaking
shall be executed with such sureties, in such form and for such amount as the fiscal officer of such political
subdivision or district therein may prescribe, and shall be conditioned for the payment by such contractor
of any judgment which may be recovered in an action brought upon such claim.
Section 108, re: Workers' Compensation Insurance.This Contract shall be void and of no effect unless
the person or corporation making or performing such contract shall secure compensation for the benefit of,
and keep insured during the life of the contract, such employees, in compliance with the provisions of the
Worker's Compensation Law.
Section 109, re: Non-assignment of Public Contracts. As provided in Section 109 of the General
Municipal Law, the prime Contractor is prohibited from assigning, transferring, conveying, subletting or
otherwise disposing of the same, or his right, title, or interest therein, or his power to execute such contract
or any other person or corporation without previous consent in writing of the officer, board or agency
awarding the contract. If any prime Contractor,to whom any contract is let,granted or awarded,as required
by law, by any officer, board or agency in a political subdivision, or of any district therein, shall without
the previous written consent specified in subdivision 1 of this section, assign, transfer, convey, sublet or
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otherwise dispose of such contract,or his right,title or interest therein,or his power to execute such contract,
to any other person or corporation, the officer, board or agency which let, made, granted or awarded such
contract shall revoke and annul such contract, and the political subdivision of district therein, as the case
may be, and such officer, board or agency shall be relieved and discharged from any and all liability and
obligations growing out of such contract to such Contractor,and to the person or corporation to which such
contract shall have been assigned, transferred, conveyed, sublet or otherwise disposed of, and such
Contractor,and his assignees,transferees or sub lessees shall forfeit and lose all monies, theretofore earned
under such contract,except so much as may be required to pay his employees. The provisions of this section
shall not hinder, prevent, or affect any assignment by any such Contractor for the benefit of his creditors
made pursuant to the laws of this state. In the event a dispute arises out of this contract or which in any
way affects the rights of any of the parties to it,the Contractor agrees to bring any action, proceeding or the
legal process only in the State or Federal court jurisdiction in which the project is located and in no other
forum.
18. Award Criteria:
The award of a contract for the described services will be made by the Town's RFP Evaluation Committee
and shall be based on the respondent's qualifications including, but not limited to the following:
interpretation of the Town's needs, cost of services, references, knowledge and experience with similar
services. The Town reserves the right to negotiate and enter into an agreement with another Bidder in the
event the originally selected Bidder defaults or fails to execute an agreement with the Town, all or none of
the Bidders;
Respondents must remit a completed Town of Mamaroneck Vendor Responsibility Form (VRF). Proposals
will be evaluated and scored on the basis of the following criteria:
A. Experience and Qualifications of the Bidder along with understanding of our Needs. (maximum 40
points) Consideration will be given to Bidders demonstrating strong capabilities, experience and
reputation in undertakings similar to those described herein, and providing authoritative
documentation of their financial soundness and stability.
B. Similar experience will be understood to include providing similar services to major public and/or
private sector corporations. Added weight will be given to Bidders who attend the site tour.
C. Proposal Completion (maximum 30 points) Proposal responses will be evaluated on completeness,
clarity/accuracy of the information requested and proposal presentation.
D. Financial Terms(maximum 30 points)Consideration will be given to proposals,which represents a
minimum expense to the Town of Mamaroneck. Respondents may be required to make a
presentation of their qualifications to the committee.
19. Basis of Payment:
In responding to this RFP, the Contractor shall provide an annual lump sum amount for providing the
janitorial services as proposed.The awarded bidders annual cost will be spread out into 12 equal payments.
Monthly invoices must have each location listed with the related charge for each. Payment will be made on
a monthly basis throughout the life of this contract The price shall cover the cost of furnishing all equipment,
labor and materials and cleaning supplies necessary to complete the work as described in Scope of Work.
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The Contractor shall be paid upon submission of an invoice that clearly indicates the services rendered
including the period of time for which services are being invoiced for. Payments will be made via ACH
directly into your account when our ACH Payment Form is submitted. Alternate payment via hard copy
check is available but not preferred.
20. Use of Small and Disadvantaged Businesses:
The Town of Mamaroneck encourages the use of minority and woman owned businesses whenever possible.
21. Iran Divestment Act:
By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the
case of a joint bid, each party thereto certifies as to its own organization, under penalty of perjury, that to
the best of its knowledge and belief that each bidder is not on the list created pursuant to paragraph (b) of
subdivision 3 of section 165-a of the state finance law.
22. Post Contract Award Meeting:
After a contract is awarded to the successful bidder for the work described by these specifications,a meeting
will be held with the General Foreman and Contractor to review each and every item of the specifications
prior to the commencement of work to resolve any minor items not necessarily affecting the award of the
bid and to explain progress reporting procedures and staff inspections. A record of that meeting will be
made a part of the contract file.
23. Contact Information:
TOWN ADMINISTRATOR:914)381-7810
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SCOPE OF WORK
The agreement from this request for proposal will include all services as detailed in the specifications section
herein and shall include the cost of all labor, materials, equipment, transportation, and incidentals thereto
for the execution of services.
a. Cleaning services to be provided as set forth below by location and area.
b. Services must be performed in accordance with all Federal, State, Local and OSHA rules and regulations
presently established or which may be established during the terms of this contract award.
c. The Town will notify the awarded Contractor within seven days prior to any other day designated by the
Town to be a holiday for which services will not be required.
e. When applicable, Material Safety Data Sheets must be kept with supplies in the janitor's closet.
f. Bidders are encouraged to propose any other ancillary services which will enhance the service
environment.
g. Locations/Work Schedule: The following is a list of locations where services are required:
Location Square
Building Address Frequency Time Feet
1 Larchmont Volunteer 155 Weaver St Weekly Morning 3,500
Ambulance Corp Larchmont,NY 10538
2 Mamaroneck Village 220 N Barry Ave Ext Weekly Morning 2,700
Emergency Services Mamaroneck,NY 10543
3 Highway Central 40 Maxwell Ave Weekly Morning 1,900
Garage Larchmont,NY 10538
4 Police Department 740 W Boston Post Rd 1 Weekend Morning/ 3,500
Mamaroneck,NY 10543 Day Afternoon
5 Hommocks Ice Rink 140 Hommocks Rd Daily Weekdays 3,550
Locker Rooms, Lobby Larchmont,NY 10538 September- 8:OOam-1:00 pm
Restrooms June) Weekends
12:OOam-6:OOam
6 Hommocks Ice Rink 140 Hommocks Rd Daily Weekdays 1,670
Entry Foyer and Larchmont,NY 10538 September- 8:00am-1:00 pm
Lobby June) Weekends
12:OOam-6:OOam
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Minimum Specifications: Cleaning Services to be provided at each location as follows:
LOCATION #1: MAMARONECK VILLAGE EMS
Entrances, Break Private
Lobby& Room Offices/Conf Garage Main
Services Hallways Kitchens Rooms Bedrooms Restrooms Bays Stairwell
Empty trash,spot clean containers,replace liners as needed Weekly Weekly Weekly Weekly Weekly
Sanitize touchpoints-door handles Weekly Weekly Weekly Weekly Weekly
Vaccum carpeting Weekly Weekly Weekly
Sweep,mop and disinfect hard surface floors Weekly Weekly Weekly Weekly Weekly Weekly
Clean tables,chairs,countertops and sinks Weekly
Clean,disinefect and polish drinking fountains Weekly
Clean glass on entry doors Weekly
Dust vents and horizontal surfaces Weekly Weekly Weekly Weekly Weekly
Vacuum upholstered Furniture Weekly
Clean and straighten coffee area Weekly
Clean vending machine,water cooler and refirigerator Weekly
Dust top refrigerator Weekly
Clean microwave-inside/out Weekly
High dust areas including vents,blinds and door frames Monthly Monthly
Low dust areas including chair/table legs Monthly
Dust baseboards Quarterly Quarterly
Clean/disinfect toilet bowls,urinals,sink,countertops,mirrors Weekly
Spot clean walls,partitions,doors,light switches,cabinets Weekly Weekly
Restock restroom with supplies Weekly
Clean and disinfect showers As needed
Sweep and mop control room I Weekly
LOCATION#2: LARCHMONT VOLUNTEER AMBULANCE CORP
Empty trash,spot clean containers,replace liners as needed Weekly Weekly Weekly Weekly Weekly
Sanitize touchpoints-door handles Weekly Weekly Weekly Weekly Weekly
Vaccum carpeting Weekly Weekly Weekly
Sweep,mop and disinfect hard surface floors Weekly Weekly Weekly Weekly
Clean tables,chairs,countertops and sinks Weekly
Clean,disinefect and polish drinking fountains Weekly
Clean glass on entry doors Weekly
Dust vents and horizontal surfaces Weekly Weekly Weekly Weekly
Vacuum upholstered Furniture Weekly
Clean and straighten coffee area Weekly
Clean vending machine,water cooler and refrigerator Weekly
Dust top refrigerator Weekly
Clean microwave-inside/out Weekly
High dust areas including vents,blinds and door frames Monthly Monthly
Low dust areas including chair/table legs Monthly
Dust baseboards Quarterly Quarterly
Clean/disinfect toilet bowls,urinals,sink,countertops,mirrors Weekly
Spot clean walls,partitions,doors,light switches,cabinets Weekly Weekly
Restock restroom with supplies Weekly
Clean and disinfect showers As needed
Sweep and mop control room
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LOCATION#3:HIGHWAY GARAGE
Break
Room
Entrances, Kitchens/ Private
Lobby& Lockeroom Offices/Conf Garage Holding
Services Hallways s Rooms Bedrooms Restrooms Bays Cells
Empty trash,spot clean containers,replace liners as needed Weekly Weekly Weekly Weekly
Sanitize touchpoints-door handles Weekly Weekly Weekly Weekly
Vaccum carpeting Weekly Weekly
Sweep,mop and disinfect hard surface floors Weekly Weekly Weekly I Weekly
Clean tables,chairs,countertops and sinks Weekly
Clean,disinefect and polish drinking fountains Weekly
Clean glass on entry doors Weekly
Dust vents and horizontal surfaces Weekly Weekly 1 Weekly
Vacuum upholstered Furniture Weekly
Clean and straighten coffee area Weekly
Clean vending machine,watercooler and refirigerator Weekly
Dust top refrigerator Weekly
Clean microwave-inside/out Weekly
High dust areas including vents,blinds and door frames Monthly
Low dust areas including chair/table legs Monthly
Dust baseboards Quarterly
Clean/disinfect toilet bowls,urinals,sink,countertops,mirrors Weekly
Spot clean walls,partitions,doors,light switches,cabinets Weekly Weekly
Restock restroom with supplies Weekly
Clean and disinfect showers l As needed
Sweep and mop control room
LOCATION#4:POLICE DEPARTMENT
r
Empty trash(interior and exterior),spot clean containers,
replace liners as needed and dump trash Weekly Weekly Weekly Weekly
Sanitize touchpoints-door handles,switches Weekly Weekly Weekly Weekly
Vaccum nats and carpeting Weekly Weekly Weekly
Sweep,mop and disinfect hard surface floors Weekly Weekly Weekly j Weekly
Clean and disinfect tables,chairs,countertops and sinks Weekly
Clean,disinefect and polish drinking fountains Weekly
Clean glass on entry doors,front desk Weekly
Dust vents and horizontal surfaces Weekly Weekly j Weekly
Vacuum upholstered Furniture Weekly
Clean and straighten coffee area Weekly
Clean vending machine,water cooler and refrigerator Weekly
Dust top refrigerator Weekly
Clean microwave-inside/out Weekly
High dust areas including vents,blinds and door frames Monthly
Low dust areas including chair/table legs Monthly
Dust baseboards Quarterly
Clean/disinfect toilet
bowls,urinals,sink,countertops,mirrors,showers Weekly i Week!)
Spot clean walls,partitions,doors,light switches,cabinets Weekly Weekly
Restock restroom with supplies Weekly
Clean and disinfect showers As needed
Sweep and mop control room
Page 13
LOCATION #5: ICE RINK LOCKER ROOMS/LOBBY RESTROOMS
Locker Lobby Referee
Services Rooms Restrooms Room
Empty trash,spot clean containers, replace liners as needed Daily Daily Daily
Sanitize touchpoints-door handles Daily Daily Daily
Sweep,mop and disinfect hard surface floors Daily Daily Daily
Clean benches and shelves Daily Daily
Clean, disinfect and polish drinking fountains, bottle fill stations Daily
Dust vents Daily Daily Daily
Clean/disinfect toilet bowls,urinals,sink,countertops,mirrors, dispensers,
baby changing station Daily Daily Daily
Spot clean walls, partitions,doors,light switches,cabinets Daily Daily Daily
Restock restroom with supplies Daily Daily Daily
Clean and disinfect showers Daily Daily
Wipe and dust baseboards Weekly Weekly Weekly
LOCATION #6: ICE RINK ENTRY FOYER &LOBBY
Locker
Services Rooms
Empty trash,spot clean containers, replace liners as needed Daily
Sanitize touchpoints-door handles Daily
Sweep,mop and disinfect hard surface floors with Town provided
drivable floor scrubber machine Daily
Clean benches and countertops Daily
Clean, disinefect and polish drinking fountains, bottle fill stations Daily
Clena glass on entry doors and all glass windows Daily
Dust vents Daily
Spot clean walls, partitions,doors,light switches,cabinets Daily
Wipe and dust baseboards,tops doorframes,vending machines Weekly
Vacuum entry mat Monthly
Additional Services:
Contractor may be requested to provide the following additional services on an as-needed basis at agreed
upon rates:
a. Floor Stripping and Waxing/Carpet Care
b. Window washing
c. Floor scrubbing
d. Power Washing
Page 14
Other Operating Requirements:
Contractor shall provide responsive contact information with the Town during hours of service. The
Contractor shall designate a foreman and/or his representative to act as a coordinator between the Town and
Contractor.This person shall be accessible to Town personnel by telephone during our service hours.
Contractor shall provide the Town a schedule for each building's non-daily services. All personnel will
adhere to an agreed upon work schedule for security reasons i.e. exact hours and exact number of personnel
in any one building at any given time.
All employees must be at least eighteen(18) years of age and thoroughly trained and qualified in the work
assigned to them. All employees must be able to follow directions.
Employees must also be physically capable of the duties assigned to them, including lifting/moving heavy
items, climbing ladders, etc. All personnel assigned to this contract shall be required to log in at each
location for which they are assigned to work upon arrival and departure. The log-in sheet must be signed
by the responsible Town employee to verify attendance.
Contractor(s) and Contractor Employees may not allow on Town premises any person who is not an
employee or principal with the company, and currently on duty.
All paperwork, documents, magnetic media, and any other media at Town offices are considered to be
confidential and privileged. Contractor's employees are not authorized to read or make use of any
paperwork on or in any desks or offices.
Green Cleaning Supplies:
The Town will supply all toilet paper, paper towels, disposable trash liners and soap at all locations.
Contractor must advise the department when additional supplies are needed.
The contractor is responsible for the purchase and use of green products that are designed to disinfect,
protect building occupant and worker health,with the least environmental impact. These include glass and
surface cleaners,hard floor and carpet care products and equipment(vacuums, mops, rags, sponges etc...).
Equipment:
The contractor shall include in his/her proposal a list of all equipment to be used in the performance of this
contract.
It is the Contractor's sole responsibility to maintain any and all equipment it requires to fulfill its obligations
under this contract. The Town reserves the right to inspect and approve all contractor equipment. The
Contractor must replace any equipment the Town determines unfit for use with equipment approved by the
Town.
Notwithstanding these requirements, it is the Contractor's sole responsibility to ensure equipment used in
conjunction with this contract is safe. The Town assumes no liability for unsafe equipment even if the
equipment is approved for use by the Town. Further, it is the Contractor's sole responsibility to safeguard
and secure this equipment. The Town assumes no liability for damages caused to the Contractor's
equipment by misuse, theft,or vandalism while operating or idle.
Page 15
Qualifications:
At least 3 years experience providing services similar to those listed herein is required. Please include, in
your proposal, at least 3 references for which you have provided similar services. All references must be
either commercial or governmental operations. All terms, conditions and requirements as set forth in this
request for proposal must be satisfied as of the date of submission. Proposal responses will only be accepted
from thoroughly competent, experienced and financially qualified contractors.
Proposal Format:
Your proposal should include the following:
1. Detailed information on how you or your firm meets the qualification and scope of work requirements
as listed herein.
2. At least three references for which you have provided similar services
3. A completed and signed Exhibit A-Vendor Responsibility Form
4. A completed and Signed Exhibit B-Cost Proposal
5. A completed and Signed Exhibit C- Bidder Affirmation Form
6. A completed and Signed Exhibit D-Noncollusion Affidvait
7. A completed and Signed Exhibit E-Articles of Agreement
8. A completed and Signed Exhibit F-Indemnification and Hold Harmless Agreement
9. Email or Remit(1) one hard copy original of your complete proposal
10. Your proposal shall follow the same format is items listed in this specification.
Contact Person:
If there are any questions concerning this Request for Proposal process, please contact Town
Administrator at svaltieri@townofmamaroneckny.org or(914) 381-7810.
Page 16
EXHIBIT A
TOWN OF MAMARONECK
Janitorial Services-Town Facilities
VENDOR RESPONSIBILITY FORM
ai )I. Name of Contractor: COil eciao 13Gjlf/Q M !4 itiiic 6p-
Business Address: DOC)0Ct k 1)1-(vc__
it
a 11 ”/ _.
Town, State and Zip Code
u 2
2. Federal ID Number: ( - 9 (5 7,30,Telephone#: E ' )30-49x9
Fax 4: 1) g31- V6:302
3. Legal Business Entity Type: I Corporation LLC Partnership
Sole Proprietor Other
If a Corporation, provide the following:
State of incorporation: f'44) YO/'k
Primary Place of Business: 1 /t-gstik 464
President: bait_ Pat:roils Number of Years: f
Treasurer: Number of Years:
Secretary: Number of Years:
4. Is the Legal Business Entity a New York State certified Minority-Owned Business Enterprise
MBE), Women-Owned Business Enterprise (WBE),New York State Small Business(SB)or a
federally certified Disadvantaged Business Enterprise (DBE)?
If"Yes,"check all that apply:
New York State certified Minority-Owned Business Enterprise (MBE)
New York State certified Women-Owned Business Enterprise (WBE)New York State
Small Business (SB)
5.
Federally certified Disadvantaged Business Enterprise (DBE)
Provide all of the following regarding Surety& Bonding:
Name of Bonding Company:
Address:
Name of Contact Agent:
Page 17
6. Bank Reference: 61 Y4l av)uti
Contact Agent: /l/ja 5314 Telephone#: (576) 3 7
Credit Limit Available: 101, C) .
Will you, upon request of the Town of Mamaroneck, fill out a detailed financial statement and
furnish any other information requested by the Town regarding the financial history of your firm?
NO
How many years have you been conducting business with the above-mentioned
bank?c
7. Has your firm or any key party employed by your firm failed to complete any work awarded or has
any municipality/owner ever found your firm or key party thereof to be in default?
YES / NO
Reasons for failure to complete work or contract default:
Attach additional sheets if necessary)
8. Is the undersigned able to furnish labor that can work in harmony with any other elements of labor,
which may be working in conjunctionwith the Town's required services?
YES / NO
If no,attach a full explanation.
9. For the past five years, list below any of the following:
A. Any litigation in which your firm, or any partner or employee was a defendant.
B. Any civil, criminal or administrative proceedings involving public contracts, safety or
environmental laws or regulations including those of OSHA, NYSDOT, NYSDEC, EPA,
DEP or any other similar agency of any state.
C. Any civil, criminal or administrative proceedings involving payment of minimum wage,
prevailing wages, affirmative action or equal opportunity for any municipality, county or
state which you have performed work.
D. Any deaths or injuries that occurred in connection with any project your firm or employee
of your firm has undertaken.
E. Any municipal code violations or citations for traffic law infractions for which your firm or
any party employed by your firm has received in connection with the course of work.
F. Any projects for which there have been liens placed upon. State all relevant information
included dollar amount of lien and all parties associated with the lien.
4//I
Page 18
10. List three or more of your company.s recent or current contracts for work similar in nature to this
contract (Attach additional sheets or photos if necessary.)
ff
A. ORGANIZATION NAME : Half FoIk H(IIS P&I
C Liboity
WORK LOCATION: C 1lt I N y V")D
DESCRIPTION OF WORK: , far(wA Sre(U(ce3 Latvt- r e
Sow I jVo( JJ
OWNER/OFFICIAL:
ll
CONTACT: Fd IQ III TELEPHONE#: j 3/ "9'Old--q f
CONTRACT AMOUNT: (4- 160, (
START DATE: 09018 --ev '-
B. ORGANIZATION NAME : PNC- Ban fr..
WORK LOCATION: T"r(-5-4 Gk ATP,01
DESCRIPTION OF WORK: -3-aril-fat rervtce,s
OWNER/OFFICIAL: '—
CONTACT:CONTACT:Gibbus TELEPHONE#: 6-70)
CONTRACT AMOUNT: 4 ,Q 0, 1--
START DATE: a 01 — Prekenf—
dipORGANIZATION NAME : CLQ /Dp. 1&3S\, t?
WORK LOCATION: Trj- 5 Are&
DESCRIPTION OF WORK: Z-Eir1t+Ork otk Scrt/ICeS
OWNER/OFFICIAL.:
CONTACT: 3-oh11BUt _ TELEPHONE#: (n 6) 369-0-0
CONTRACT
369—
CONTRACT AMOUNT:000 r
p
START DATE: 006- f rL henf
Page 19
EXHIBIT B
TOWN OF MAMARONECK
COST PROPOSAL FORM
Location Months Year 1 Year 2 Year 3
Building Per Year #
Hours
Monthly Monthly Monthly
1
Larchmont Volunteer
hAmbulanceCorp
12 400 - $aoq- $4, A0.
2
Mamaroneck Village
12 110 - $ t11- $ (g' i -Emergency Services
3 Highway Central Garage 12 1 1351 $ 140-
4 Police Department 12 aoo - $ao9 - $ a,1to-
5
Hommocks Ice Rink Locker
10 y . $ Q $ rRooms&Lobby Restrooms l 1
r 6
Hommocks Ice Rink Entry
10 gra.59 $ 3( srjv SI/bI $P
Foyer&Lobby
Monthly Total
9OR:SD $3100140 $3,tab,se
Annual Total 30,LL?S" $31,cos' $54 tot
Year 1 Annual Total(in words)ThAy itiord 4oure1 t*Cat
Year 2 Annual Total(in words)llir-Vy ont 4us rd. QA.I*ndaed FR 4.1.u;
Year 3 Annual Total(in words) Ilio 411011srtnd Et*,-1- kjadrej one. cleage
BIDDER'S NAME/FIRM: Cr urazio I .6U I WI'Ire I44i4, nCQ Gte.
ADDRESS OF FIRM: a DO O4IAk bre Sy Sssd' NY 11711
TELEPHONE: (st 6)3Gq-0 9' FAX: ( ) t3(- q 6 ID
PRINTED: / /IC/VOL7t'6b TITLE: eitG
SIGNED:____7/1-1: 7DATE: G gild/d 04;/
Page 20
EXHIBIT C
TOWN OF MAMARONECK
BIDDER AFFIRMATION FORM
Janitorial Services-Town Facilities
The Town of Mamaroneck reserves the right to request at any time, additional information regarding the
Applicant's experience, manpower, equipment, safety records, procedures, both financial and bonding
Town, completed projects, work currently under contract, and any information pertinent to the Applicant's
skill, ability and integrity to perform work for the Town.
The undersigned, on behalf of the Applicant, hereby certifies that the foregoing information is true and
complete. The undersigned further certifies that he or she is authorized to sign this affirmation on behalf of
the Applicant.
Dated this 1 day of Tu 1p 20 oZ I
Grail &4,. /1?i,l4n3 e
Name of Applicant/Bidder
1410
By o
Title komi 7 (-yeal:t ile
State of //W kj/k
County of /t i r*.0
14ch446 Krici•0 being duly sworn deposes and says
that he or she
is4GXf I" //-
krPGITtQof (D lh+PrGt( a 4,7t
Name of Organization)
and that the foregoing questions and all statements and information provided therein contained are true
and correct.
Subscribed and sworn to before me
this3c) 20 D( . Ben Taddeo
r day of
Notary Public,State of New York
i _401.." No.4924851
Qualified in Suffolk County-) a
Notary Public)
n
Commission Expires April 4, 0L
My commission expires -
6( K 20 °`e\
Page 21
EXHIBIT D
TOWN OF MAMARONECK
NON COLLUSION AFFIDAVIT
Janitorial Services-Town Facilities
This Affidavit must be completed, notarized and included in your bid proposal submission. Failure to do
so will result in the rejection ofyour bid proposal. A separate Affidavit must be submitted by each principal
of any joint venture.
I, " ( a/ acting on behalf of
Name ofPerson)
C f01efe d PeIf 14,4) 71 Xce_ /
Person, Company, Corporation, Firm or Organization)
Of which I am
COknLE 7dlo submitting a bid request for proposal
Title of Person)
for the above mentioned project certify and affirm that
bo
l o,t- rtht &iZf ' / 4 re .
Person, Company, Corporation, Firm or Organization)
has neither directly or indirectly entered into any agreements, conferred with any other Contractor(s) or
participated in any "collusion"or otherwise taken any action to compromise the process of open
competitive bidding in connection with the aforementioned project. False statements made herein may be
subject to any criminal prosecution and disbarment from bidding future Town projects.
COMAterc- * %f Ai ,e wr
lame of Compan Firm
Signature and Title of Official Making Affidavit
Subscribed and sworn to before me
Ben Taddeo
this \\ day of 20c:)( Notary Public, State of New York
No.4924851
Qualified in Suffolk Countyn
Commission Expires April 4, 0J)
Notary Public)
My commission expires 20
EXHIBIT E
Page 22
EXHIBIT E
TOWN OF MAMARONECK
ARTICLES OF AGREEMENT
Janitorial Services-Town Facilities
1/%C445
l Name of Bidder)
CON/P erz' _ 4i/LO3 /114/4? '‘,7471 Name of Company)
hereby agrees to provide services to the Town of Mamaroneck, Westchester County, New York inaccordancewiththeProposal, Information for Bidders, and Specifications, which are attached to these
Articles of Agreement and hereby made a part of this contract (all of which contract documents the
Contractor acknowledges he has read and examined)and to accept in full payment for the services listed in
the Proposal,accepted by the Town of Mamaroneck at the prices bid.
The Town of Mamaroneck, Westchester County, New York agrees to make payment in full for services
delivered, within the time period specified, and satisfactory demonstration to appropriate Town officials
and upon the Contractor's providing the standard manufacturer's warranty against defective materials and
workmanship for a period of not less than one year after date of services.
Upon the failure of the Contractor to perform in any manner,in accordance with the Proposals,Information
for Bidders and Specifications, the Town has the right to cancel this contract and in such event, the bid
security shall be considered as liquidated damages and shall be forfeited to the Town.
IN WITNESS WHEREOF,the Town of Mamaroneck has caused this contract to be executed by its duly
authorized officers, who, however, incur no possible liability by reason of the execution thereof or of
anything herein contained, and has hereunto set his hand and seal this 8 day of
Str¢ ,POAr
TOWN OF MAMARONECK
ATTEST: A By.11.114.0O3- ,b
own ClerkTown Administrator
J
ATTEST: ,!--- --
1'r By:
Contractor
Ben Taddeo
Notary Public,State of New York
No.4924851
Qualified In Suffolk CouThaaCommissionExpiresApril4,
Page 23
EXHIBIT F
TOWN OF MAMARONECK
INDEMNIFICATION AND HOLD HARMLESS AGREEMENT
Janitorial Services-Town Facilities
To the fullest extent permitted by law, Contractor/Provider shall indemnify,hold harmless and defend the
Town of Mamaroneck, and agents and employees and Volunteer Ambulance Corps of Mamaroneck and
Larchmont of any of them from and against all claims, damages, losses or expenses including but not
limited to attorney's fees arising out of or resulting from the performance of the agreement, provided any
such claim,damage, loss or expense(a) is attributable to bodily injury, sickness, disease or death, or to
injury to or destruction of tangible property, including loss of use resulting there from,and (b) is caused in
whole or in part by any act or omission or violation of statutory duty or regulation of the
Contractor/Provider or anyone directly or indirectly employed by it or anyone for whose acts it may be
liable pursuant to the performance of the agreement. Notwithstanding the foregoing,
Contractor/Provider's obligation to indemnify the Town of Mamaroneck, and agents and employees and
Volunteer Ambulance Corps of Mamaroneck and Larchmont of any of them for any judgment, mediation
or arbitration award shall exist to the extent caused in whole or in part by(a)negligent acts or omissions,
or(b)violations of regulatory or statutory provisions of the New York State Labor Law, OSHA, or other
governing rule or applicable law; by the Contractor/Provider anyone directly or indirectly employed by it
or anyone for whose acts it may be liable in connection to such claim,damage, loss and expense. The
obligation of the Contractor/Provider to indemnify any party under this paragraph shall not be limited in
any manner by any limitation of the amount of insurance coverage or benefits including worker's
compensation or other employee benefit acts provided by the Contractor/Provider.
Company Title/Name:C a/ Ra/dy'
Name:tb: / Si:nature: /"P
Date: 07/lqe 0?I
Nature/Scope of Work Being Performed: JI1I 1/7
Please sign,date and return to:
Town of Mamaroneck
Town Center—740 West Boston Post Road
Mamaroneck,NY 10543
svaltieri(a townofmam roneckny.org
Page 24