Request for Proposals

Commercial Cleaning Services

Prepared by:

Hardin County Water District No. 1

1400 Rogersville Road
Radcliff, KY 40160
Phone: 270-351-3222

www.HCWD.com

November, 2015
 REQUEST FOR PROPOSALS

Commercial Cleaning Services

Sealed proposals will be received by the Hardin County Water District No. 1 (“District”), 1400
Rogersville Road, Radcliff, Kentucky 40160 until Friday, December 4th at 2 PM for
Commercial Cleaning Services. The work will generally consist of performing all custodial
services per specifications at the District Service Center in Radcliff as well as the Distribution
Office on Ft. Knox. Complete RFP documents may be picked up at the District offices, or
downloaded from the website www.HCWD.com under "Bid Information". All proposals must
be in a sealed envelope marked “Commercial Cleaning Services”. Electronic proposals in
the form of Facsimile or email will be accepted per District instructions. The District invites
any qualified firm to submit a proposal and does not discriminate on the basis of race, creed,
color, sex or national origin. Small Businesses or sub-categories of small businesses are
encouraged to submit a proposal. For any additional information regarding this project please
contact Ms. Andrea Palmer at 270-351-3222 ext. 221 or by email at [email protected].
 Request for Proposal
Custodial Cleaning Services
Hardin County Water District No. 1

I. GENERAL:

A. Scope:

i. The work involved consists of performing all Custodial Services at the District’s main
office building (“Service Center”) located at 1400 Rogersville Rd. in Radcliff as well as
monthly custodial services at the Distribution Office (“Distribution Office”) located at
7201 South Carolina Street on Fort Knox. The District is interested in contracting with
a professional cleaning service (“Contractor”) to provide services listed herein.

ii. The Service Center contains approximately 8,335 square feet and would require
services as listed in Section IV.A of this Request for Proposals (RFP). The
Distribution Building is approximately 2,700 square feet and would require services as
listed in Section IV.B of this RFP.

iii. The Contractor shall provide all personnel, equipment, tools, materials, supervision,
and other items and services necessary to perform the custodial services as described
in the specifications herein. The required result is to maintain the District offices in
such a manner as to provide a clean, healthy and safe facility for its customers and
employees.

B. Agreement:

i. The award of the contract will be based on criteria such as the proposed fee, prior
experience, and capacity to carry out the work.

ii. The District intends to sign an agreement and pay a monthly fee for services as
proposed.

a. Payments shall be proportionally reduced in the event of non-performance,

such as failure to perform services as agreed or damage to District property.

b. Additional services priced “as needed” will be included in the following

payment and should be invoiced in this manner.

c. All costs for insurance, supplies, equipment, employee benefits, etc. must be
incorporated into price quoted for this service. Such costs may not be billed
separately.

iii. The agreement shall be for one (1) year with renewable one (1) year terms.

C. Insurance:

i. The Contractor will be required to provide proof of GENERAL LIABILITY INSURANCE,

sufficient to cover any personal injury, bodily injury, and destruction of property at a
minimum of One Million Dollars ($1,000,000) per loss.

ii. The Contractor will be required to provide proof of WORKERS COMPENSATION

INSURANCE including occupational disease provisions in the amount of One Million
Dollars ($1,000,000) per loss.

iii. The Contractor will be required to provide proof of a FIDELITY BOND for all of the
Contractor’s employees. This coverage shall include employee dishonesty, money
and securities. Each employee shall be bonded with a minimum amount of Twenty
Five Thousand Dollars ($25,000) per loss.

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II. REQUIREMENTS:

A. Emergency name and phone numbers of key custodial personnel shall be posted in the
custodial closet. It shall be mutually understood and agreed that no person, other than the
authorized employees of the District or the Contractor, will be allowed to enter the premises
during the period cleaning services are being performed. Keys to the building, when placed in
the Contractor’s custody, will be accounted for at all times. All keys shall be returned upon
termination of contract before final payment is made. Should the keys become lost for any
reasons due to the acts of the Contractor or its employees, the Contractor will be responsible
for all locks being rekeyed.

B. The Contractor is responsible for keeping all business contact information maintained by the
District up to date and accurate.

C. The Contractor shall take special precaution to place vehicles, equipment, supplies and
chemicals in a way that will not interfere or block District operations.

D. The Contractor will be responsible for removal of all debris and waste or other material
generated by their work. This material shall be removed to the dumpster on site and the cost
of said removal shall be included in all fees and prices proposed herein. All disposals must be
in accordance with local and state laws and the Contractor is assumed to agree not to illegally
dump any waste removed from District site.

E. The Contractor is responsible for repair, replacement or clean-up as necessary due to

carelessness or negligence on the part of the Contractor or his/her employees.

F. The District reserves the right to use CCTV security cameras throughout the building to monitor
and record all activities of Contractor and their employees.

G. Quality Assurance Plan – The Contractor must submit a Quality Assurance Plan with their
proposal, which shall include plans for self-evaluation, and deficiency correction. The Contract
shall not begin work under this contract until the Quality Assurance Plan, incorporating any
changes required, has been approved by the District.

H. The District will maintain a “hot sheet” comprised of complaints, problems or concerns. The
hot sheet will be provided to the Contractor at the beginning of each day and will outline the
areas needing special attention. These tasks are to be completed within 8 hours. If the
District notifies the Contractor of unacceptable work or supervision, the Contractor has seven
(7) days to respond. If the same issues recur more than three (3) times, the District may
terminate the contract.

I. Minimum Equipment Required – Contractor must have the equipment and staff to adequately
perform the specified services, and in the event of mechanical breakdown, will be expected to
provide backup service so that custodial services are performed as requested.

J. Health and Safety

i. The Contractor will be required to:

a. Take all reasonable steps and precautions to prevent accidents and to

preserve health and safety of visitors, Contractor personnel, and District
personnel performing duties associated with this contract.

b. Take all reasonable precautions to prevent the release of hazardous

chemicals into the environment.

c. Take such additional precautions as the District may reasonably require for
health, safety, and environmental protection.

ii. Any violation of these Health and Safety rules may be grounds for termination

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 K. In all instances where District property or equipment is damaged, the Contractor shall submit to
the District a full report of the facts and extent of such damage within 48 hours.

L. The Contractor shall comply with the State of Kentucky, OSHA, Worker’s Compensation and
other regulatory agencies for record keeping and reporting of all accidents resulting in death,
trauma, or occupational illness. The Contractor shall provide a verbal report to the District
within 48 hours and a full written report within 7 day of the occurrence.

M. Building lock up

i. The Contractor must secure the building each night when leaving. Lock up
procedures consist of:

a. Turn off all restroom exhaust fans.

b. Turn off all lights.

c. Return doors to the state they were found in – close nay doors that were
propped for cleaning purposes, and reopen any doors that were closed for
cleaning purposes.

d. Check and lock all entrance ways.

e. Clean and organize Custodian’s closet.

N. Confidentiality – Contractor shall be bound to confidentiality of any information its employees

may become aware of during the course of performance of contracted tasks. Any breach of
confidentiality may constitute grounds for cancellation of the contract.

O. All persons working at the Fort Knox Distribution Building will be required to submit to, and
pass, a background check before they are granted access to the installation.

III. EQUIPMENT AND SUPPLIES:

A. The Contractor must furnish all cleaning supplies.

B. The Contractor must furnish all power equipment such as floor machines, vacuums, carpet
cleaners, etc. and all other equipment.

C. The Contractor must supply all cleaners, finishers, etc. for the treatment of various types of
flooring and carpeting. Use only such materials as are recommended and approved by the
District or his designee and the flooring manufacturer.

D. The Contractor shall be responsible for proper storage, application, disposal and safeguarding
of all hazardous chemicals used in their business and shall also be responsible to comply with
all applicable laws referring to such chemicals. The District will provide a closet with a mop
sink to store equipment and supplies. The Contractor will be held solely responsible for all
items stored on District property.

E. The Contractor’s prime responsibility is the protect the owner’s property at all times and to use
only such materials and treatments as will enhance the appearance of the building and protect
surfaces such as countertops and flooring.

F. The Contractor is required to submit a list of all supplies used by brand name prior to starting
any work. The District reserves the right to reject any of these items, in which case a suitable
substitute must be furnished.

G. The District will furnish these replenishable supplies:

i. Paper Towels

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 ii. Toilet Tissue

iii. Hand Soap

iv. Plastic Can Liners

IV. CUSTODIAL SPECIFICATIONS:

A. Note: These figures are approximate. The Contractor is assumed to have measured and
verified before submitting a price proposal. Contractors will have the opportunity to tour and
measure each facility on a date and time set by the District.

B. Service Center located at 1400 Rogersville Rd, in Radcliff

i. 3,030 sq. feet of carpet flooring

ii. 5,305 sq. feet of tile flooring

iii. 5 Restrooms

iv. 8 Sinks

v. 22 Rooms

vi. 37 Garbage Cans

C. Distribution Office located at 7201 South Carolina St. on Fort Knox

i. 2700 sq. feet of laminate flooring

ii. 2 Restrooms

iii. 4 Sinks

iv. 9 Rooms

v. 9 Garbage Cans

II. CLEANING TASK FREQUENCIES

A. Service Center located at 1400 Rogersville Rd, in Radcliff

i. Daily:

a. Empty Waste Receptacles/Remove Trash: Empty all containers that are

provided for the disposal of waste i.e., waste baskets, boxes, etc. into plastic
bags, tie off and remove to dumpster. Wash or damp wipe, inside and
outside, all waste receptacles presenting a soiled or odorous condition.

b. Dust: Wipe down all cleared desk and counter top areas and remove any
visible dust using a feather or comparable duster.

c. Kitchen: Wipe down Kitchen countertops and table tops. Clean stainless
steel sink. Spot clean tile floor.

d. Vacuum: Thoroughly vacuum all carpeted areas. Prior to vacuuming, broom

all edges not reached by vacuum. Move and vacuum under all easily
movable objects (chairs, waste receptacles, tables on wheels, typing stands,
boxes, etc.). Be sure to replace all items moved. The District requires that a
motor driven Commercial grade vacuum with HEPA filtered exhaust or

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 equipment that meet these standards be used exclusively in all carpeted
areas.

e. Sweep: Sweep floor and remove spills, obvious soil, dust, gum, tar and other
sticky substances from applicable floor areas. All entrance mats shall be
cleaned as part of this task.

f. Clean and Disinfect Drinking Fountains: Thoroughly clean entire exterior

surface with approved cleanser. The grain of the stainless steel must be
followed at all times. Wipe entire surface with approved disinfectant solution.

g. Restroom: Re-supply all toilet tissue dispensers, towel dispensers and hand
soap dispensers. Clean mirrors, soap dishes, towel and soap dispensers and
miscellaneous fixtures

h. Lobby: Spot clean all lobby glass, including doors and windows (to the limit of
reach from floor level) inside and out. If necessary, clean the entire door or
window to accomplish clean glass

ii. Weekly:

a. Wet/Damp Mop: Thoroughly wet/damp mop all non-carpeted areas. Move

and wet/damp mop under all easily movable objects (chairs, waste
receptacles, tables on wheels, printer stands, boxes, etc.). Wipe down
baseboards as part of this task. Be sure to replace all items after floor has
dried completely. Use a clean cotton mop head that is in good condition.
Use clean water at all times (change water often). Approved proper chemicals
at proper dilution must be used at all times. After floor has been properly
cleaned and is completely dry, replace carpet runners in their original
locations.

b. Scrub bathroom floors with approved chemical at approved dilution and clean
and disinfect all partitions, stalls, stall doors and wall areas adjacent to wall
mounted lavatories, urinals and toilets.

c. Dusting: Thoroughly dust all surfaces on which dust gathers with approved
dust cloth or tool treated with an approved water based dust control chemical.,.
Do not disturb work papers.

d. Floor: Remove all cobwebs and clean baseboards

e. Lobby: Clean by most appropriate means all lobby furniture

iii. Monthly:

a. Thoroughly clean all spots, smudges, stains, etc. from walls, partitions and
modular partitions using approved chemicals at approved dilutions. Wipe dry
with clean soft cloth. Also, thoroughly clean all interior glass with approved
alcohol based glass cleaner and wipe dry with clean dry cloth. All surfaces
must be dirt and streak free.

b. Window Hangings: Thoroughly dust or vacuum all window hangings

c. Vacuum exposed heating outlets

iv. Semi-Annual:

a. Shampoo or steam clean carpets by commercial methods.

b. Clean light fixtures

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 c. Wash all exterior windows inside and outside – entire building.

B. Distribution Office located at 7201 South Carolina St. on Fort Knox

i. Monthly:

a. Dusting: Thoroughly dust all surfaces on which dust gathers with approved
dust cloth or tool treated with an approved water based dust control chemical,
to include window hangings. Do not disturb work papers.

b. Wet/Damp Mop: Thoroughly wet/damp mop all floors. Move and wet/damp
mop under all easily movable objects (chairs, waste receptacles, tables on
wheels, printer stands, boxes, etc.). Wipe down baseboards as part of this
task. Be sure to replace all items after floor has dried completely. Use a
clean cotton mop head that is in good condition. Use clean water at all times
(change water often). Approved proper chemicals at proper dilution must be
used at all times. After floor has been properly cleaned and is completely dry,
replace carpet runners in their original locations.

c. Vacuum exposed heating outlets

d. Clean and Disinfect Drinking Fountains: Thoroughly clean entire exterior

surface with approved cleanser. The grain of the stainless steel must be
followed at all times. Wipe entire surface with approved disinfectant solution.

e. Entryway: Clean and polish all entry glass. Clean by most appropriate means
all furniture. Clean with approved stone cleaner granite counter top.

f. Kitchen: Spot clean walls, doors, cabinets, tables and chairs, etc. removing all
cobwebs, finger prints, smears and stains. Clean with approved stainless
steel cleaner all kitchen appliances. Clean with approved stone cleaner
granite counter top.

g. Restroom: Clean mirrors, soap dishes, towel and soap dispensers and
miscellaneous fixtures. Wash entrance doorways, ledges, partition walls,
doors, lockers, and floor with germicidal solution.

h. Vacuum: Thoroughly vacuum all carpeted areas. Prior to vacuuming, broom

all edges not reached by vacuum. Move and vacuum under all easily
movable objects (chairs, waste receptacles, tables on wheels, typing stands,
boxes, etc.). Be sure to replace all items moved. The District requires that a
motor driven Commercial grade vacuum with HEPA filtered exhaust or
equipment that meet these standards be used exclusively in all carpeted
areas.

i. Sweep: Sweep floor and remove spills, obvious soil, dust, gum, tar and other
sticky substances from applicable floor areas. All entrance mats shall be
cleaned as part of this task.

ii. Semi-Annual:

a. Clean light fixtures

b. Wash all exterior windows inside and outside – entire building

iii. Emergency clean up/additional services: The District shall assign, as needed, cleanup
duties to the Contractor when construction or remodeling has been completed or when
an emergency occurs. Cleaning tasks would include: dusting, vacuuming, mopping,
carpets extraction, window washing, etc. Payment will be according to the price
specified on the pricing sheet.

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 NOTE: Services requested by the District and performed by the Contractor, which are
beyond the scope of this service contract, shall be billed separately at the hourly rate
quoted by the Contractor for emergency services/additional services.

iv. All hazardous conditions, such as burned out lights, loose railings, etc., must be
reported by the Contractor to the District.

v. In the event that Contractor’s equipment removes or scuffs paint on District walls or
door frames, Contractor will be responsible to either perform or pay for the repair.

III. PAYMENT

A. Contractor is to submit an invoice for services each calendar month to the District

B. If for any reason services are not performed as outlined in the specifications, the District shall
be credited per day for services not received.

C. Invoices will be forwarded monthly to the Board of Commissioners at their regularly scheduled
monthly meeting.

IV. TERMINATION

The District may cancel the agreement at any time by notifying the company in writing. Any
work performed up to the notification date will be paid for as well as any documented proof of
materials purchased specifically for and requested by the District prior to termination.

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 Hardin County Water District No. 1
1400 Rogersville Road
Radcliff, KY.40160

Janitorial Services
Proposal Form

Part 1 – Price for daily, weekly, and monthly services for the Service Center only, as outlined in the
specifications, section V.A.

Unit Price
Description
(Per Month)

Service Center Janitorial Services

$__________________
Contract period of one (1) year.

Part 2 – Price for monthly services for the Fort Knox Distribution Center only, as outlined in the specifications,
section V.B.

Unit Price
Description
(Per Month)
Fort Knox Distribution Janitorial Services $__________________
Contract period of one (1) year.

Part 3 – Price for periodic services as outlined in the attached specifications, Section V, for either location.
The prices for periodic services are not to be included in the monthly price above. The Contractor is
required to submit a separate billing as services are performed. Payment will be issued after
services are satisfactorily complete.

Unit Price Unit Price

Description
(Service Center) (Ft. Knox Distribution)
Semi-Annual Service $__________________ $__________________
Clean Carpets – Shampoo full contract carpeted area

Semi-Annual Service
$__________________ $__________________
Clean Light Fixture Lenses

Semi-Annual Service
Wash inside and outside of all windows
$__________________ $__________________

Hourly Rate for Additional or Emergency Services $__________________ $__________________

Page 8 of 10
 ATTACHMENT A
Proposal Certification & Submittal Form

By signing below, the undersigned does hereby agree and certify the following terms, understanding and
commitments;

1. That the proposer, including officers, partners or principals, have thoroughly read and understand all
sections of the Request for Proposal and that any exceptions or variances requested have been
submitted with their proposal, all questions have been asked and answered and that the fee(s)
submitted with the proposal assume providing coverage for all risk requirements listed in the Request
for Proposal.
2. That all information and answers are correct for all parties to the best of their knowledge, and that
should any information be found to be materially incorrect or false, the District may terminate any
contract or agreement with the parties.
3. By submitting a proposal, the Proposer agrees to release the District from any liability resulting from the
District's disclosure of such materials and the information contained in them.
4. By submitting a proposal, the Proposer also agrees to defend any legal or administrative action seeking
release of materials the Proposer believes to be trade secret information and will indemnify and hold
harmless the District, its agents and employees from any judgments or damages awarded against any
of them in favor of any party requesting the materials, including any costs connected to that defense. If
a request is made under Kentucky Statutes for release of any materials submitted by a Proposer that
the Proposer deems to be trade secret information, the District will notify the Proposer of such a
request, but the District will have no obligation to commence or defend any action to prevent the
disclosure of any materials, including materials the Proposer believes to be trade secret information or
otherwise confidential.
5. That no member of the proposer’s company, its employees, principals or partners have not given,
offered to give, nor intends to give at any time hereafter, any economic opportunity, future employment,
gift, loan, gratuity, special discount, trip, favor, or service to a District employee or Commissioner in
connection with this proposal and offer.
6. That the undersigned have the authority and approval to submit this proposal and bind their corporation
or organization to the terms required in the Request for Proposal and if selected for further
consideration will in good faith negotiate with the District to provide additional pricing or cost
information, and to enter into an agreement for completion of this project.

Firm Certification:

Signature

Printed Name & Title

Name of Corporation / Company

Witness Signature

Date of Proposal:

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 Contractor’s Information Form

Name of Contractor: ________________________________________________

Signature:

(Print name)

Address: ______________________________________________________

Phone Number: _(_____)_________________

(By signing above, contractor acknowledges that he/she has read and has agreed to all terms.)

Any inquiries should be addressed to: Ms. Andrea Palmer

1400 Rogersville Road
Radcliff, KY 40160
Phone: (270)351-3222
[email protected]

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