Bellevue, WA - Request for proposals for janitorial services

Request For Proposal 04-05 Janitorial Services for Fire Headquarters and Public Safety Training Center

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CITY OF BELLEVUE

REQUEST FOR PROPOSAL RFP # 04-05

Janitorial Services for Fire Headquarters & Public Safety Training Center

Issue Date: May 4, 2004 Due Date: 4:00 p.m. Pacific Daylight Savings time, May 20, 2004


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REQUEST FOR PROPOSAL

Notice is hereby given that proposals will be received by the City of Bellevue, Washington for:

RFP # 04-05 Janitorial Services for Fire Headquarters and Public Safety Training Center

by filing with Contracting Services of the Finance Department, 11511 Main Street, Fifth Floor, Bellevue, Washington, 98004 until: Date: May 20, 2004

Time: 4:00 P.M.

Proposals submitted after the due date will not be considered. Vendors accept all risks of late delivery of mailed proposals regardless of fault. A mandatory pre-proposal meeting will be held on May 13th at 10:00am at the Bellevue Fire Department Headquarters [766 Bellevue Way SE, Bellevue WA 98004]. This pre-proposal meeting may include a field visit to applicable sites. Failure to attend by a potential vendor shall result in disqualification from the proposal process. A detailed Request for Proposal (RFP) information including general information, general terms and conditions, requested services, proposal requirements and evaluation process is available from the Contracting Services office [11511 Main Street, 5th Flr, Bellevue, WA 98005] or by calling (425) 452-7876. The RFP is also available on the City’s website at www.cityofbellevue.org, under “Doing Business” and “Bid Information”. The City of Bellevue reserves the right to reject any and all submittals and to waive irregularities and informalities in the submittal and evaluation process. This RFP does not obligate the City to pay any costs incurred by respondents in the preparation and submission of a proposal. Furthermore, the RFP does not obligate the City to accept or contract for any expressed or implied services. The successful vendor must comply with the City of Bellevue equal opportunity requirements. The City is committed to a program of equal employment opportunity regardless of race, color, creed, sex, age, nationality or disability. Dated this 29th day of April, 2004 u Jamie Robinson Contracting Services Supervisor Published: King County Journal, May 4th and 11th , 2004


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TABLE OF CONTENTS Page 5

Section 1. General Information ................................................................................................. 5 1.01 Introduction ................................................................................................................ 5 1.02 Purpose of RFP ......................................................................................................... 5 1.03 Background................................................................................................................ 5 1.04 Definitions .................................................................................................................. 5 1.05 RFP Coordinator/Communications ............................................................................ 5 1.06 Mandatory Pre-Proposal Meeting .............................................................................. 6 1.07 Preliminary Schedule................................................................................................. 6 1.08 Response Format ...................................................................................................... 6 1.09 Completeness of Proposal......................................................................................... 6 1.10 Proposal Response Date and Location ..................................................................... 6 1.11 Required Number of Proposals ................................................................................. 6 1.12 Vendor’s Cost to Develop Proposals ......................................................................... 6 Section 2. Terms and Conditions.............................................................................................. 7 2.01 Questions Regarding the RFP................................................................................... 7 2.02 RFP Amendments ..................................................................................................... 7 2.03 Withdrawal of Proposal.............................................................................................. 7 2.04 Rejection of Proposals............................................................................................... 7 2.05 Proposal Modification and Clarifications.................................................................... 7 2.06 Proposal Validity Period............................................................................................. 7 2.07 Proposal Signatures .................................................................................................. 7 2.08 Prevailing Wage......................................................................................................... 7 2.09 Public Records........................................................................................................... 8 2.10 Business Registration and Taxation .......................................................................... 8 2.11 Non Endorsement...................................................................................................... 8 2.12 Non Collusion Certificate ........................................................................................... 8 2.13 Insurance Requirements............................................................................................ 8 2.14 Asbestos or Hazardous Materials Abatement Work .................................................. 8 2.15 Equal Opportunity Requirements............................................................................... 8 2.16 Other Compliance Requirements .............................................................................. 8 2.17 Ownerships of Documents......................................................................................... 8 2.18 Confidentiality of Information ..................................................................................... 8 2.19 Hold Harmless ........................................................................................................... 8 Section 3. Requested Services............................................................................................... 10 3.01 Duration of Services ................................................................................................ 10 3.02 Vendor Information .................................................................................................. 10 3.03 Performance Expectations....................................................................................... 10 3.04 Detailed Cost Estimates .......................................................................................... 10 3.05 Scope of Services.................................................................................................... 10 Section 4. Proposal Evaluation ............................................................................................... 13 4.01 Evaluation Procedures ............................................................................................ 13 4.02 Scoring and Evaluation Factors............................................................................... 13 4.03 Vendor Presentation, Committee Interviews, and/or Additional Information or Reviews.............................................................................................................. 13


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4.04 Final Selection ......................................................................................................... 13 5.05 Contract Award and Execution ................................................................................ 13 Form 1 – Proposal Form ......................................................................................................... 15 Form 2 – Company Information............................................................................................... 16 Form 3 – Client References .................................................................................................... 17 Form 4A – Maintenance Schedule.......................................................................................... 18 Form 4B – Maintenance Schedule.......................................................................................... 22 Form 4C – Maintenance Schedule.......................................................................................... 26 Form 4D – Maintenance Schedule Cost Summary ................................................................. 27 Attachment "A" NONCOLLUSION CERTIFICATE............................................................... 28 Attachment "B" INSURANCE REQUIREMENT .................................................................... 29 Attachment "C" EQUAL OPPORTUNITY REQUIREMENTS................................................ 31 Affidavit of Equal Opportunity Compliance .............................................................................. 33 Attachment “D” Sample Maintenance Services Contract ..................................................... 34


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Section 1. General Information

1.01 Introduction Bellevue is located three miles east of Seattle, between Lake Washington and Lake Sammamish, and about ten miles west of the foothills of the Cascade Mountain. The city’s resident population of 117,000 and daily workforce of about 121,000 make it Washington’s fifth-largest city. Bellevue is a prosperous, increasingly diverse city that has evolved from a “bedroom community” into the economic and cultural hub of the Seattle area’s Eastside. The city has developed its downtown core into a major business and retail center while maintaining the safe, comfortable family neighborhoods for which it has long been popular. 1.02 Purpose of RFP To obtain bids for janitorial maintenance services for Fire Department Headquarters and Public Safety Training Center facilities.

1.03 Background The Bellevue Fire Department is responsible for maintaining all fire facilities, including the administrative offices, classrooms, common areas, restrooms, etc. Fire Department seek to contract with a vendor to provide to routine janitorial service for Fire Headquarters and the Public Safety Training Center facilities.

1.04 Definitions

City The City of Bellevue, Washington, and its departments.

Selection Committee The RFP Selection Committee is comprised of the RFP coordinator and

other City staff.

Contract The agreement to be entered into for services between the City and the Vendor who submits the proposal accepted by the City.

RFP Request for Proposal

Vendor The person or firm submitting the proposal and/or the person or firm

awarded the contract. Fire Headquarters Fire Department administrative offices located at 766 Bellevue Way S.E.,

Bellevue, WA.

Public Safety Training Joint Fire Department and Police Department located at 1838 116th Center Avenue N.E., Bellevue, WA.

1.05 RFP Coordinator/Communications Upon release of this RFP, all Vendor communications concerning this information request should be directed in writing to the RFP Coordinator listed below. Unauthorized contact regarding this RFP with other City employees may result in disqualification. Any oral communications will be considered unofficial and non-binding on the City. Name: Stacie Martyn, Fiscal Manager Address: City of Bellevue 11511 Main Street P.O. Box 90012 Bellevue, WA 98009-9012 Telephone: (425)452-7670 E-mail: [email protected]


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1.06 Mandatory Pre-Proposal Meeting A mandatory pre-proposal meeting will be held on May 13th at 10:00am at the Bellevue Fire Department Headquarters [766 Bellevue Way SE, Bellevue WA 98004]. This pre-proposal meeting may include a field visit to applicable sites. Failure to attend by a potential vendor shall result in disqualification from the proposal process. 1.07 Preliminary Schedule These dates are estimates and are subject to change by the City.

Event Date Release RFP to Vendors May 4, 2004 Vendor Questions (if any) Due May 11, 2004 @ 2:00pm Mandatory Pre-Proposal Meeting May 13, 2004 Proposal Responses Due May 20, 2004 @ 4:00pm Proposal Evaluation Complete Week of June 3, 2004 New Contract in Place July 1, 2004

1.08 Response Format Proposals should be prepared simply, providing a straightforward, concise delineation of the approach and capabilities necessary to satisfy the requirements of the RFP. Technical literature and elaborate promotional materials, if any, must be submitted separately. Emphasis in the proposals should be on completeness, clarity of content and adherence to the presentation structure required by this RFP. Vendor proposals must be submitted in the format specified below. Please provide responses in the format of tables provided. Vendors that deviate from this format may be deemed non-responsive. 1.09 Completeness of Proposal The vendor must attach the Proposal Form (Form 1) signed by a vendor representative authorized to bind the proposing firm contractually. This statement must identify any exceptions that the vendor takes to the City’s RFP, or declare that there are no exceptions taken to the RFP. 1.10 Proposal Response Date and Location Proposals must be submitted to the City of Bellevue’s Contracting Services office no later than May 20, 2004 at 4:00pm. The Official Clock for submissions is located at the Contracting Services office (address listed below). All proposals and accompanying documentation will become the property of the City and will not be returned. Vendors accept all risks of late delivery of mailed proposal regardless of fault. The Contracting Services office may be contacted at: Office Location Mailing Address Bellevue City Hall City of Bellevue 11511 Main Street Finance Department/Contracting Services Fifth Floor P0 Box 90012 Bellevue, WA 98004 Bellevue, WA 98009-9012 Ph: (425) 452-6999 1.10 Required Number of Proposals Three copies with one original must be received by the date and time listed in Section 1.09.

1.11 Vendor’s Cost to Develop Proposals Costs for developing proposals in response to the RFP are entirely the obligation of the vendor and shall not be chargeable in any manner to the City.


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Section 2. Terms and Conditions

2.01 Questions Regarding the RFP Oral interpretations of the RFP specification are not binding on the City. Request for interpretation/clarification of the RFP specification must be made in writing and submitted to the RFP Coordinator no later than 2:00 P.M., Pacific Standard Time, on May 11, 2004. 2.02 RFP Amendments The City reserves the right to request that any respondent clarify it’s proposal or to supply any additional material deemed necessary to assist in the evaluation of the proposal. The City reserves the right to change the RFP schedule or issue amendments to the RFP at any time. The City also reserves the right to cancel or reissue the RFP. All such addenda will become part of the RFP. It is the Vendor’s responsibility for checking the City’s web site for the issuance of any amendments prior to submitting a bid. 2.03 Withdrawal of Proposal Proposals may be withdrawn at any time prior to the submission time specified in Section 1.09, provided notification is received in writing. Proposals cannot be changed or withdrawn after the time designated for receipt. 2.04 Rejection of Proposals The City reserves the right to reject any or all proposals, to waive any minor informalities or irregularities contained in any proposal, and to accept any proposal deemed to be in the best interest of the City. 2.05 Proposal Modification and Clarifications Modification of a proposal already received will be considered only if the request is received prior to the submittal deadline. All modifications must be made in writing, executed and submitted in the same form and manner as the original proposal. 2.06 Proposal Validity Period Submission of a proposal will signify the vendor’s agreement that its proposal and the content thereof are valid for 180 days following the submission deadline unless otherwise agreed to in writing by both parties. The proposal will become part of the contract that is negotiated between the City and the successful vendor. 2.07 Proposal Signatures 1) An authorized representative must sign proposals, with the Vendor's address and telephone

information provided. Unsigned proposals will not be considered. 2) If the proposal is made by an individual, the name, mailing address, and signature of the individual

must be shown. 3) If the proposal is made by a firm or partnership, the name and mailing address of the firm or

partnership and the signature of at least one of the general partners must be shown. 4) If the proposal is made by a corporation, the name and mailing address of the corporation and the

signature and title of the person who signs on behalf of the corporation must be shown. 5) The City reserves the right to request documentation showing the authority of the individual signing

the proposal to execute contracts on behalf of anyone, or any corporation, other than himself/herself. Refusal to provide such information upon request may cause the proposal to be rejected as non-responsive.

2.08 Prevailing Wage This Contract is subject to the requirements of Chapter 39.12 of the Revised Code of Washington (RCW), and as it may be amended, relating to prevailing wages. On Public Works projects, funded in part or whole with Federal funds, Federal wage laws and regulations shall also be applicable. NO WORKER,


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LABORER OR MECHANIC EMPLOYED IN THE PERFORMANCE OF ANY PART OF THIS CONTRACT SHALL BE PAID LESS THAN THE PREVAILING RATE OF WAGE as determined by the Industrial Statistician of the Department of Labor and Industries for the State of Washington. The schedule of prevailing wage rates for the locality of where this Contract will be performed is be reference made a part of this as through fully set forth herein. Current prevailing wage data can be obtained from the Washington State Department of Labor and Industries at (509) 324-2585 or at www.lni.wa.gov. Before any payment can be made, the selected Vendor and each subcontractor shall submit a “statement of Intent to Pay Prevailing Wages” to the City, which has been approved by the State Department of Labor and Industries. The fee for the approval of “Statement of Intent to Pay Prevailing Wages” and “Affidavits of Wages Paid” is $25 for each form. The Contractor is responsible for payment of these fees and shall make all application directly to the State Department of Labor and Industries. 2.09 Public Records Under Washington state law, the documents (including but not limited to written, printed, graphic, electronic, photographic or voice mail materials and/or transcriptions, recordings or reproductions thereof) submitted in response to this request for proposals (the “documents”) become a public record upon submission to the City, subject to mandatory disclosure upon request by any person, unless the documents are exempted from public disclosure by a specific provision of law. If the City receives a request for inspection or copying of any such documents it will promptly notify the person submitting the documents to the City (by U.S. mail and by fax if the person has provided a fax number) and upon the written request of such person, received by the City within five days of the mailing of such notice, will postpone disclosure of the documents for a reasonable period of time as permitted by law to enable such person to seek a court order prohibiting or conditioning the release of the documents. The City assumes no contractual obligation to enforce any exemption. 2.10 Business Registration and Taxation The Vendor awarded the Contract will be subject to City of Bellevue Business Registration and Business Taxation as presented in the Bellevue City Code. Questions about the City’s Business and Occupation (B&O) tax should be directed to the City’s Tax office at (425) 452-6851. 2.11 Non Endorsement As a result of the selection of a Vendor to supply products and/or services to the City, Vendor agrees to make no reference to the City in any literature, promotional material, brochures, sales presentation or the like without the express written consent of the City. 2.12 Non Collusion Certificate The proposal submitted for this RFP shall include the Non-Collusion Certificate (Attachment “A”). 2.13 Insurance Requirements The City will require the selected vendor to comply with the insurance requirements as listed in Attachment “B”. Questions regarding insurance requirements can be discussed with the City's Risk Management Office, 425-452-2011. 2.14 Asbestos or Hazardous Materials Abatement Work If Asbestos abatement or hazardous materials work is performed, Vendor shall review coverage with the City's Risk Manager and provide scope and limits of coverage that are appropriate for the scope of work. No asbestos abatement work will be performed until coverage is approved by the Risk Manager.


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2.15 Equal Opportunity Requirements The City is an equal opportunity employer and requires all Vendors to comply with policies and regulations concerning equal opportunity. (Attachment “C”) The Vendor, in the performance of this Agreement, agrees not to discriminate in its employment because of the employee’s or applicant’s race, religion, national origin, ancestry, sex, age, or physical handicap. 2.15 Other Compliance Requirements In addition to nondiscrimination and affirmative action compliance requirements previously listed, the Vendor awarded a contract shall comply with federal, state and local laws, statutes, and ordinances relative to the execution of the work. This requirement includes, but is not limited to, protection of public and employee safety and health; environmental protection; waste reduction and recycling; the protection of natural resources; permits; fees; taxes; and similar subjects. 2.16 Ownerships of Documents Any reports, studies, conclusions, and summaries prepared by the Vendor shall become the property of the City. 2.17 Confidentiality of Information All information and data furnished to the Vendor by the City, and all other documents to which the Vendor’s employees have access during the term of the contract, shall be treated as confidential to the City. Any oral or written disclosure to unauthorized individuals is prohibited. 2.18 Hold Harmless The Vendor shall hold harmless, defend, and indemnify the City and the City’s officers, agents, and employees against any liability that may be imposed upon them by reason of the Vendor’s failure to provide worker’s compensation coverage or liability coverage.


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Section 3. Requested Services 3.01 Duration of Services The City anticipates the service period to be from July 1, 2004 through December 31, 2005. 3.02 Vendor Information The forms referenced below must be submitted with vendor proposal. Those areas that do not apply to your proposal, please mark with an N/A, do not leave any space blank.

Company Information – Complete table in Form 2 Client References - Complete table in Form 3

3.03 Performance Expectations If the Vendor has had a contract terminated for default during the past five (5) years, all such incidents must be described. “Termination for default” is defined as notice to stop performance due to the Vendor’s non-performance or poor performance, and the issue was either (a) not litigated; or (b) litigated and such litigation determined the Vendor to be in default. Submit full details of all terminations for default experienced by the Vendor during the past five (5) years, including the other party’s name, address and telephone number. Present the Vendor’s position on the matter. The City will evaluate the facts and may, at its sole discretion, reject the Vendor’s proposal if the facts discovered indicate that completion of a contract resulting from this RFP may be jeopardized by selection of the Vendor. If the Vendor has experienced no such termination for default in the past five (5) years, so declare. If the Vendor has had a contract terminated for convenience, non-performance, non-allocation of funds or any other reason, which termination occurred before completion of the contract, during the past five (5) years, describe fully all such terminations, including the name, address and telephone number of the other contracting party. 3.04 Detailed Cost Estimates Provide an estimate of the direct and indirect costs to complete all tasks identified in Section 3.05 - Scope of Services. A detailed cost breakdown shall be provided in Form(s) 4 - Maintenance Schedule and should identify:

1. The total estimated monthly maintenance and operations charges per service period for each section outlined in Forms 4 A, B, C . Monthly charges include all charges for tasks performed two times per week, three times per week, weekly and monthly.

2. The total estimated quarterly maintenance and operations charges per service period for each section outlined in Forms 4 A, B, C.

3. The total estimated maintenance and operations charges per service period for twice yearly services for each section outlined in Forms 4 A, B, C.

4. Complete Form 4 D to calculate total contract cost.

The Vendor awarded the contract will be subject to City of Bellevue business registration and business taxation as provide in Chapters 4.20 and 4.08 of the Bellevue City Code (for details call the City Tax office at 425-452-6851. 3.05 Scope of Services A. Responsibilities:


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1. Vendor shall furnish all labor, supervision, and transportation to perform Janitorial Services as specifically outlined in Section 3.05 – Scope of Services.

2. All work shall be performed under the supervision of a qualified janitorial maintenance

supervisor. 3. The Vendor shall ensure that employees comply with all City of Bellevue and Washington

State Industrial regulations and practices. 4. The Vendor’s personnel shall conduct themselves on site in a workmanlike manner at all

times. Personnel shall be courteous, neat in appearance, and wear visible vendor identification.

5. The Contract Administrator or appointed representative shall inspect work performed by

the Vendor on a regular basis. In the event of work performance deficiencies, the contract Administrator shall notify the Vendor. Notification may be verbal or written. The City may choose to: A. Require the Vendor to rectify the deficiency within 24 hours and/or, B. Collect liquidated damages as described in Section 5.2 of the contract.

6. The Vendor shall establish a weekly work schedule as set forth in Form 4 - Maintenance Schedule. In no case shall work be performed before or after the schedule times without approval of the Contract Administrator.

7. The Contract Administrator shall provide a building schedule which will include the dates,

days, and times each facility shall be available for servicing. In the event this schedule is changed or modified, the City shall provide adequate notification to the Vendor.

8. The Vendor shall provide a list of employees to the Contract Administrator. Each

employee must have visible identification listing employee’s name and identifying the Vendor.

9. The Vendor or his/her employees shall not remove or consume a property belonging to

the City or City employees. This policy includes any articles that may be deposited for disposal in trash receptacles.

10. Maintenance, cleaning or paper supplies belonging to the City shall not be transferred

from one job site to another by the Vendor without permission of the Contract Administrator.

11. The Vendor and his/her employees may not use City property, including telephones, for

personal use unless given permission by an authorized City representative. 12. Smoking shall not be permitted in any City building. 13. The Vendor and his/her employees shall ensure that all doors, windows, and gates giving

access to City buildings are secured. All lights, except night-lights, shall be turned off before leaving premises. Failure to properly secure City buildings may result in a reduction of payment and/or collection of damages as stipulated in Section 4-E of the Contract.


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14. The Vendor shall be issued necessary building key set(s). In no case shall the Vendor make duplicates of any City buildings are secured. All lights, except night-lights, shall be turned off before leaving premises. Failure to properly secure City buildings may result in a reduction of payment and/or collection of damages as stipulated in completed Contract.

15. The Vendor shall report any damage or potential hazard involving facility property

immediately to the Contract Administrator during normal business hours 8:00 AM to 5:00 PM. After normal business hours, reports shall be directed to the Police Department, telephone (425) 452-6917.

16. Hazardous conditions shall be immediately remedied or secured to prevent further

damage and/or protect facility visitors from injury. It is the Vendor’s responsibility to provide close supervision of maintenance operations and management of the site.

17. Incidents, altercations or accidents involving facility visitors, Vendor’s employees, or City

employees shall be reported to the Contract Administrator in a timely manner. The Contract Administrator, at his/her discretion, may require a written report from the Vendor describing the incident or accident.

B. Equipment and Supplies:

1. The Vendor shall maintain an inventory by facility of marked equipment supplied for use in City buildings.

2. The Vendor shall notify the Contract Administrator, by the next working day, in the event

of any equipment failure or unsafe working condition. 3. The Vendor shall order supplies, if necessary, in writing from the Contract Administrator

the last week of each month. 4. The City will provide all restroom paper goods, including hand towels, toilet tissue, and

garbage liners, as well as hand soap and all fresheners. The Vendor is responsible for inspection of each facility to ensure that the proper supplies are available.

5. The Vendor shall supply all cleaning supplies and chemicals for servicing of the facilities. 6. The Vendor shall supply all necessary data and meet requirements to comply with State

Chemical Hazard Right to Know Act. C. Scope of Services

1. Provide Janitorial Services, as requested in Form 4A– Maintenance Schedule, for the Fire Department Headquarters at 766 Bellevue Way SE, Bellevue, WA 98004. Approximate area is 4,800 square feet.

2. Provide Janitorial Services, as requested in Form 4B– Maintenance Schedule, for the

Public Safety Training Center located at 1838 116th Ave NE Bellevue, WA 98004. Approximate area is 7,100 square feet.

3. Provide Janitorial Services, as requested in Form 4C– Maintenance Schedule, for the

Public Safety Training Center – Canine Room located at 1838 116th Ave NE Bellevue, WA 98004.


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Section 4. Proposal Evaluation 4.01 Evaluation Procedures Proposals will be evaluated by the Selection Committee. The Selection Committee will consider the completeness of a vendor’s proposal and how well the proposal meets the needs of the City. In evaluating the proposals, the City will be using a criteria evaluation process. Evaluations will be based on criteria as outlined in Section 4.02. All proposals will be evaluated using the same criteria and possible points. 4.02 Scoring and Evaluation Factors The evaluation factors reflect a wide range of considerations. While cost is important, other factors are also significant. Consequently, the City may select other than the lowest cost proposal. The objective is to choose the vendor capable of providing quality services that will help the City achieve the goals and objectives of the requested services within a reasonable budget. Evaluations will be based on criteria as below. All proposals will be evaluated using the same criteria and possible points.

Evaluation Criteria Proposal Section Weight

Price Section 4, Form 4 60 Comparable sized facilities serviced Section 4, Form 3 15 Reference checks Section 4, Form 3 25

Total Possible Score 100 4.03 Vendor Presentation, Committee Interview and/or Additional Information or Reviews After the proposals are evaluated, the Selection Committee will determine whether formal presentations and interviews are necessary, and if so, which vendors may be invited to make a formal presentation and/or sit for a panel interview with the Selection Committee. The City may choose not to require formal presentations or interviews. The City may choose to contact officials from other jurisdictions regarding the vendor, their prior work experience and their ability to successfully complete the scope of services. The City may request clarification or additional information from a specific vendor in order to assist in the City's evaluation of a proposal. Finally, the City may require changes in the scope of services as deemed necessary by the City, before execution of the Contract 4.04 Final Selection The Selection Committee will formulate their recommendation for award of the Contract. The recommendation will be forwarded to the City Manager and/or City Council for formal acceptance. 4.05 Contract Award and Execution The City reserves the right to make an award without further discussion of the proposal submitted. Therefore, the proposal should be initially submitted on the most favorable terms the vendor can offer. The City shall not be bound or in any way obligated until both parties have executed a vendor contract. The general conditions and specification of the RFP and the successful Vendor’s response, as amended by Contract between the City and the successful Vendor, including e-mail or written correspondence relative to the RFP, will become part of the Contract documents. Additionally, the City will verify vendor representations that appear in the proposal. Failure of a vendor to perform services as represented may result in elimination of the vendor from further competition or in Contract cancellation or termination.


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The vendor selected as the apparently successful Vendor will be expected to enter into a contract with the City. A sample City contract is provided in Attachment “D”. Please review prior to submitting a proposal. These documents are for information purposes only and are not part of the submittal requirements. The foregoing should not be interpreted to prohibit either party from proposing additional contract terms and conditions during negotiations of the final contract. If the selected Vendor fails to sign the Contract within five (5) business days of delivery of the final Contract, the City may elect to cancel the award and award the Contract to the next-highest ranked vendor. All parties may incur no cost chargeable to the proposed contract before the date of execution of the Contract.


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Form #1 Proposal Form

To : City of Bellevue From: Vendor Name Vendor Address

City, State, Postal Code Telephone Number

1. Response: In response to the City’s Request for Proposal, we offer the following proposal:

2. Exceptions:

Except as noted below, the undersigned hereby agrees to comply with all the terms & conditions put forth in the City’s Request for Proposal.

Signed: Dated: Title:


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Form #2 Company Information

Company Name: ______________________________________________________________ Home Office Address: _________________________________________________________ Washington Business Address:___________________________________________________ Website Address: ______________________________________________________________ Name, Title, Address, Telephone Number, FAX Number and Email Address of the person to be contacted concerning the proposal: ______________________________________________________________ ______________________________________________________________ ______________________________________________________________ If Applicable, Name of the Parent Company: ______________________________________________________________ Home Office Address, Telephone Number and Website Address of the Parent Company: ______________________________________________________________ ______________________________________________________________ ______________________________________________________________ Describe the parent company's relationship with the vendor: If applicable, does the person signing the proposal have the authority to sign on behalf of the vendor? _____Yes _____No Names of companies that will share significant and substantive responsibilities with the vendor in performing the scope of services under the Contract: Attach to this form, and label appropriately, documentation showing that the vendor is duly organized and validly existing as a corporation or partnership in good standing, and licensed to do business in the City. If the vendor is not licensed to do business in the City, then the vendor must provide a sworn statement that it will take all necessary actions to become so licensed if selected as the selected Vendor.


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Form #3 Client Reference

Client References #1 Reference Name Contact Name Title Phone Number Scope of Services Provided





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Form #4A Maintenance Schedule

# Title Description Schedule Cost Estimate

Fire Department Headquarters, 766 Bellevue Way SE, Bellevue, WA 98004. Approximate area is 4,800 square feet. Section 1 - Common Areas and Office Areas 1.01 Vacuum Carpet All carpet areas of lobbies, hallway

corridors, and entrances are to be thoroughly vacuumed. Portable objects (chair, wastebaskets, etc.) are to be moved to provide for vacuuming. (not to include roll mats or objects over 50 lbs.)

3 times per week

1.02 Neatly Arrange Furniture All furniture and wastebaskets are to be placed back in their appropriate places.

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1.03 Empty Trash/Replace Litter All trash receptacles shall be emptied completely and a clean, appropriately sized liner installed.

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1.04 Sweep Tile Floors All resilient tile floors (rubber, vinyl, terrazzo) shall be swept with a broom or dry mopped so as to leave the floor in a dirt/dust free state.

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1.05 Damp Mop Floors All resilient floor surfaces shall be damp mopped to remove any and all spills. Scuff marks or stains are not expected to be removed with damp mopping.

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1.06 Clean Entry Glass Main lobby and partition glass, as well as exterior door glass to each tenant space, is to be clean and streak free.

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1.07 Dust Horizontal Surfaces All benches, tables, counter-tops, reception desks, window ledges, picture frames and the like are to be dust free.

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1.08 Wipe/Clean Drinking Fountains

Stainless steel fountains are to be cleaned with a stainless cleaner, inside and out, as well as fixtures. Porcelain fountains are to be cleaned with a mild abrasive. Fountains are to be free of water spots, stains and smudges.

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1.09 Clean Interior Glass Interior glass (door glass, wall glass, etc.) within the office spaces shall be cleaned and left streak-free.

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1.10 Damp Wipe Phones Telephones shall be free of dirt, smudges and finger marks.

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1.11 Spot Clean Carpet All carpet is to be kept in a stain-free condition. The Contract Administrator and the Contractor shall agree as to whether carpet shampooing/extraction supersedes spot cleaning.

Weekly

1.12 Spot Clean Walls, Doors, Fixtures

Finger marks, furniture rubs, etc. are to be removed from walls, doors, door handles, electrical switch plates and outlet covers.

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1.13 Wipe/Clean Waste Receptacles

All wastebaskets, trash containers and garbage cans shall be cleaned inside and out so as to remove stains, smudges and

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dried refuse. 1.14 Clean Picture

Glass/Extinguisher Cabinets All glass picture frames are to be cleaned with a damp lint-free rag so as not to leave water spots or streaks. Fire extinguisher cabinets shall be cleaned inside and out to remove smudges and finger marks.

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1.15 Vacuum Upholstery Upholstered furniture is to be debris and lint free.

Monthly

1.16 Vacuum with Edging Tool – All Corners

All carpet edges and corners where floor and wall intersect, where floor and thresholds meet or around the base of any object permanently placed on a carpeted surface.

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1.17 Buff Tile Floors Resilient floor surfaces shall be spray buffed or burnished so as to produce a shiny finish.

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1.18 High Dust; Vents, Lights, Etc.

High dusting shall be anything over 6’ from the floor. HVAC vents, ceiling fans, light fixtures, tops of doors and door frames included.

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Subtotal Form 4A – Section 1 Monthly Services 1.19 Clean Window Blinds All blinds, the horizontal and vertical shall

be dust and dirt free. If necessary, the blinds may be removed to provide for thorough cleaning.

Quarterly

1.20 Re-wax/Buff Tile Floors All resilient floor surfaces shall be top cleaned with an effective detergent cleaner, neutralized and new wax applied. Floor should then be buffed/burnished.

“

1.21 Clean Baseboards All baseboards shall be cleaned with an appropriate product so as not to discolor or scratch.

“

1.22 Florescent Light Fixtures All debris, dust and dirt shall be cleared from fluorescent light fixtures.

“

Subtotal Form 4A – Section 1 Quarterly Services 1.23 Wash Interior Windows All interior wall windows are to be washed

inside and out, and left in a streak/fog-free condition.

Twice yearly

1.24 Wash Exterior Window All outside wall windows are to be washed, inside and out, and left in a streak/fog-free condition.

“

1.25 Shampoo Carpets All carpet shall be shampooed/extracted with an appropriate solution designed to work with each type of carpet. Care is to be taken so as not to over-saturate the carpet.

“

Subtotal Form 4A – Section 1 Twice Yearly Services 1.26 Strip, Seal, Buff Tile Floors All resilient floor surfaces are to be

stripped with an aggressive pad so as to remove all wax and sealer. The floors then shall be re-sealed with two coats of sealer followed by two coats of wax. All sealer and wax must be pre-approved as to type by the Contracts Administrator. The floor then shall be buffed or burnished to provide a high gloss.

Yearly

Subtotal Form 4A – Section 1 Yearly Services

Section 2 – Kitchen Area 2.01 Empty Trash/Replace

Liner/Restock paper Products

All Trash Receptacles shall be emptied completely and a clean, appropriately sized liner installed. All paper products shall be restocked as needed.

3 times per week

2.02 Sweep Tile Floors All resilient tile floors (rubber, vinyl, terrazzo) shall be swept with a groom or

“


Page 20 of 37

dry mopped so as to leave the floor in a dirt/dust free state.

2.03 Damp Mop Floors All resilient floor surfaces shall be damp mopped to remove all spills. Scuff marks or stains are not expected to be removed with damp mopping.

“

2.04 Wipe Counters and Appliances

All drain boards, Formica counters, tables and appliances (refrigerator, stove, dishwasher exterior) are to be cleaned so as to remove finger marks, smudges, and left in a dust/dirt free condition.

“

2.05 Spot Clean Walls, Doors, Cabinets

All smudges, finger marks, etc. are to be removed from walls, electrical switch plates, outlets, door handles, door surfaces, and cabinet doors

“


all wastebaskets, trash containers and garbage cans shall be cleaned inside and out so as to remove stains, smudges and dried refuse.

Weekly

2.07 Buff Tile Floors Resilient floor surfaces shall be anything over 6’ from the floor. HVAC vents, ceiling fans, light fixtures, tops of doors and doorframes included.

Monthly


High dusting shall be anything over 6’ from the floor. HVAC vents, ceiling fans, light fixtures, tops of doors and door frames included.

“

Subtotal Form 4A – Section 2 Monthly Services 2.09 Re-Wax/Buff Tile Floors All resilient floor surfaces shall be top

cleaned with an effective detergent cleaner,neutralized and new wax applied. Floor should then be buffed/burnished.

Quarterly


“

2.11 Florescent Light Fixtures All debris, dust, and dirt shall be cleared from fluorescent light fixtures.

“

Subtotal Form 4A – Section 2 Quarterly Services 2.12 Strip, Seal, Buff Tile Floors All resilient floor surfaces are to be

stripped with an aggressive pad so as to remove all wax and sealer. The floors then shall be re-sealed with two coats of sealer followed by two coats of wax. All sealer and wax must be pre-approved as to type by the Contracts Administrator. The floor then shall be burnished to provide a high gloss.

Yearly

Subtotal Form 4A – Section 2 Yearly Services

Section 3 – Restrooms 3.01 Empty Trash/Replace Liner All trash receptacles shall be emptied

completely and a clean, appropriately sized liner installed.

3 times per week

3.02 Clean/Disinfect All Sinks, Toilets, Urinals

All porcelain and stainless steel wash basins, toilets and urinals as well as shower stalls are to be cleaned and sanitized with a disinfectant.

“

3.03 Restock Paper/Soap Paper towels and tissue dispensers are to be checked and filled whenever the product remaining is 30% or less. In restrooms of high usage, new rolls of tissue will be installed and the 30% or partial roll shall be placed on the dispenser. Soap is to be checked and filled or cartridge replaced when less than 1/3 of the product remains.

“


Page 21 of 37

3.04 Clean Mirrors Mirrors shall be kept clean, fog and streak free.

“

3.05 Clean Fixtures All sinks shall be cleaned and free of rust deposits, stains, soap scum, etc. Toilets and urinals shall be cleaned and sanitized so as to remove any deposits, stains or odors. Where bowl blocks are used, the blocks will be removed prior to cleaning and new blocks installed when applicable.

“

3.06 Spot Clean Partitions, Doors, Walls

Toilet room partitions, partition doors, entry doors, shower doors and wall shall be free of soap scum, fingerprints, dirt, smudges and graffiti.

“

3.07 Sweep Floors Floors shall be swept so as to remove gum, dirt and debris. Dry mops should be sprayed with a dust mop treatment chemical prior to use.

“


“

3.09 Dust Horizontal Surfaces This includes counter tops, tops of partitions, mirrors, dispensers, toilets and urinals. Counters should be spot cleaned when applicable.

“

3.10 Prime Floor Drains All floor drains are to be flushed with water so as to clean out the traps and eliminate odors. If necessary, a disinfectant odor neutralizer is to be used in conjunction with the water.

“

3.11 Clean/Polish Fixture Exteriors

All plumbing under sinks and surrounding toilets and urinals are to be cleaned and polished so as to produce a shiny appearance.

“

3.12 Clean/Polish Chrome and Stainless Steel


“

3.13 High Dust Vents, Lights, Etc. High dusting shall be anything over 6’ from the floor. HVAC vents, ceiling fans, light fixtures, and tops of doors and doorframes included.

“


All wastebaskets, trash containers and garbage cans shall be cleaned inside and out so as to remove stains, smudges and dried refuse.

“

3.15 Machine Scrub Floors Tile floors are to be machine scrubbed with an aggressive pad and grout shall be cleaned so as to produce a clean, dirt free appearance.

Weekly

Subtotal Form 4A – Section 3 Monthly Services 3.16 Apply Seal/Coat At least one coat of water resilient sealer

shall be applied, depending upon the absorbency of the tile flooring.

Quarterly

3.17 Florescent Light Fixtures All debris, dust, and dirt shall be cleared from fluorescent light fixtures.

“

Subtotal Form 4A – Section 3 Quarterly Services


Page 22 of 37

Form #4B Maintenance Schedule


Public Safety Training Center,1838 – 116th Avenue N.E., Bellevue, WA 98004. Approximate area is 7,100 square feet. Section 1 - Common Areas, Office Areas and Classrooms 1.01 Vacuum Carpet All carpet areas of lobbies, hallway

corridors, and entrances are to be thoroughly vacuumed. Portable objects (chair, wastebaskets, etc.) are to be moved to provide for vacuuming. (not to include roll mats or objects over 50 lbs.

3 times per week


“

1.03 Empty Trash/Replace Litter All trash receptacles shall be emptied completely and a clean, appropriately sized liner installed.

“


“


“

1.06 Clean Entry Glass Classroom lobby glass, reception glass, and front lobby door glass, is to be cleaned and streak free.

“

1.07 Dust Horizontal Surfaces All tables, counter-tops, reception desks, window ledges, picture frames and the like are to be dusted.

“

1.08 Wipe/Clean Drinking Fountains

Stainless steel fountain is to be cleaned with a stainless cleaner, inside and out, as well as fixtures. Fountain is to be free of water stops, stains, and smudges.

“

1.09 Clean Interior Glass Interior glass within the office spaces shall be cleaned and left streak-free.

“

1.10 Damp Wipe Phones Telephones shall be free of dust, dirt, smudges, and finger marks.

“

1.11 Spot Clean Carpet All carpet is to be kept in a stain-free condition. The Contract Administrator and the Contractor shall agree as to whether carpet shampooing/extraction supersedes spot cleaning.

Weekly


Finger marks, furniture rubs, etc. are to be removed from walls, doors, door handles, electrical switch plates and outlet covers.

“


All wastebaskets, trash containers and garbage cans shall be cleaned inside and out so as to remove stains, smudges and dried refuse. This includes the exterior trash/cigarette receptacle.

”

1.14 Clean Picture Glass/Extinguisher Cabinets

All glass picture frames are to be cleaned with a damp lint-free rag so as not to leave water spots or streaks. Fire extinguisher cabinets shall be cleaned inside and out to remove smudges and finger marks.

“

1.15 Sweep Side and Front Entrances

Entrances are to be swept clear of all debris.

“

1.16 Vacuum Upholstery Upholstered furniture is to be debris and lint free.

Monthly


All carpet edges and corners where floor and wall intersect, where floor and

“


Page 23 of 37

thresholds meet or around the base of any object permanently placed on a carpeted surface.

1.18 Buff Tile Floors Resilient floor surfaces shall be spray buffed or burnished so as to produce a shiny finish

“


High dusting shall be anything over 6’ from the floor. HVAC vents, ceiling fans, light fixtures, and tops of doors and doorframes included

“

Subtotal Form 4B – Section 1 Monthly Services 1.20 Clean Window Blinds All blinds shall be dusted and dirt shall be

removed. If necessary, the blinds may be removed to provide for thorough cleaning.

Quarterly

1.21 Re-wax/Buff Tile Floors All resilient floor surfaces shall be top cleaned with an effective detergent cleaner, neutralized and new wax applied. Floor should be buffed/burnished.

“


“

1.23 Trophy Case Thoroughly dust inside of trophy case to include shelves and trophies.

“

1.24 Florescent Light Fixtures All debris, dust and dirt shall be cleared from inside fluorescent light fixtures.

“

Subtotal Form 4B – Section 1 Quarterly Services 1.25 Wash Interior Windows All outside wall windows are to be

washed, inside and out, and left in a streak/fog-free condition.

Twice yearly

1.26 Wash Exterior Window All outside wall windows are to be washed, inside and out, and left in a streak/fog-free condition.

“

Subtotal Form 4B – Section 1 Twice Yearly Services 1.27

Shampoo Carpets All carpet shall be shampooed/extracted

with an appropriate solution designed to work with each type of carpet. Care is to be taken so as not to over-saturate the carpet.

Yearly

1.28 Strip, Seal, Buff Tile Floors All resilient floor surfaces are to be stripped with an aggressive pad so as to remove all wax and sealer. The floors then shall be re-sealed with two coats of sealer followed by two coats of wax. All sealer and wax must be pre-approved as to type by the Contracts Administrator. The floor then shall be burnished to provide a high gloss.

Yearly

Subtotal Form 4B – Section 1 Yearly Services

Section 2 – Kitchen Area 2.01 Empty Trash/Replace

Liner/Restock Paper Products

All Trash Receptacles shall be emptied completely and a clean, appropriately sized liner installed. All paper products shall be restocked as needed.

3 times per week


“


“

2.04 Wipe Counters and Appliances

All drain boards, Formica counters, tables and appliances (refrigerator, stove, dishwasher exterior) are to be cleaned so as to remove finger marks, smudges, and

“


Page 24 of 37

left in a dust/dirt free condition. 2.05 Spot Clean Walls, Doors,

Cabinets All smudges, finger marks, etc. are to be removed from walls, electrical switch plates, outlets, door handles, door surfaces, and cabinet doors

“


All wastebaskets, trash containers and garbage cans shall be cleaned inside and out so as to remove stains, smudges and dried refuse. This includes the exterior trash/cigarette receptacle.

Weekly

2.07 Buff Tile Floors Resilient floor surfaces shall be spray buffed or burnished so as to produce a shiny finish

Monthly


High dusting shall be anything over 6’ from the floor. HVAC vents, ceiling fans, light fixtures, and tops of doors and doorframes included

“

Subtotal Form 4B – Section 2 Monthly Services 2.09 Re-Wax/Buff Tile Floors All resilient floor surfaces shall be top

cleaned with an effective detergent cleaner neutralized and new wax applied. Floor should then be buffed/burnished.

Quarterly


“


“

Subtotal Form 4B – Section 2 Quarterly Services 2.12 Strip, Seal, Buff Tile Floors All resilient floor surfaces are to be

stripped with an aggressive pad so as to remove all wax and sealer. The floors then shall be re-sealed with two coats of sealer followed by two coats of wax. All sealer and wax must be pre-approved as to type by the Contracts Administrator. The floor then shall be burnished to provide a high gloss.

Yearly

Subtotal Form 4B – Section 2 Yearly Services

Section 3 – Restrooms/Showers 3.01 Empty Trash/Replace Liner All trash receptacles shall be emptied

completely and a clean, appropriately sized liner installed.

3 times per week

3.02 Clean/Disinfect All Sinks, Toilets, Urinals and Showers

All porcelain and stainless steel wash basins, toilets and urinals, as well as shower stalls, are to be cleaned and sanitized with a disinfectant.

“

3.03 Restock Paper/Soap Paper towels and tissue dispensers are to be checked and filled whenever the product remaining is 30% or less. In restrooms of high usage, new rolls of tissue will be installed and the 30% or partial roll shall be placed on the dispenser. Soap is to be checked and filled or cartridge replaced when less than 1/3 of the product remains.

“

3.04 Clean Mirrors Mirrors shall be kept clean, fog and streak free.

“

3.05 Clean Fixtures All sinks shall be cleaned and free of rust deposits, stains, soap scum, etc. Toilets and urinals shall be cleaned and sanitized so as to remove any deposits, stains or odors. Where bowl blocks are used, the blocks will be removed prior to cleaning and new blocks installed when applicable.

“

3.06 Spot Clean Partitions, Toilet room partitions, partition doors, “


Page 25 of 37

Doors, Walls entry doors, shower doors and wall shall be free of soap scum, fingerprints, dirt, smudges and graffiti.

3.07 Sweep Floors Floors shall be swept so as to remove gum, dirt and debris. Dry mops should be sprayed with a dust mop treatment chemical prior to use.

“


“

3.09 Dust Horizontal Surfaces This includes counter tops, tops of partitions, mirrors, dispensers, toilets and urinals. Counters should be spot cleaned when applicable.

“

3.10 Prime Floor Drains All floor drains are to be flushed with water so as to clean out the traps and eliminate odors. If necessary, a disinfectant odor neutralizer is to be used in conjunction with the water.

“

3.11 Clean/Polish Fixture Exteriors


“

3.12 Clean/Polish Chrome and Stainless Steel


“

3.13 High Dust Vents, Lights, Etc. High dusting shall be anything over 6’ from the floor. HVAC vents, ceiling fans, light fixtures, tops of doors and door frames included.

“



“

3.15 Machine Scrub Floors Tile floors are to be machine scrubbed with an aggressive pad and grout shall be cleaned so as to produce a clean, dirt free appearance.

Weekly

Subtotal Form 4B – Section 3 Monthly Services 3.16 Apply Seal/Coat At least one coat of water resilient sealer

shall be applied, depending upon the absorbency of the tile flooring.

Quarterly


“

Subtotal Form 4B – Section 3 Quarterly Services


Page 26 of 37

Form #4C Maintenance Schedule


Public Safety Training Center – Canine Room,1838 – 116th Avenue N.E., Bellevue, WA 98004. Section 1 – Canine Room/Offices 1.01 Vacuum Carpet All carpet areas are to be thoroughly

vacuumed. Portable objects (chairs, wastebaskets, etc.) are to be moved to provide for vacuuming.

2 times per week


“

1.03 Empty Trash/Replace Litter All trash receptacles shall be emptied completely, and a clean, appropriately sized liner installed.

“

1.04 Dust Horizontal Surfaces All window ledges, picture frames, etc. are to be dust free.

“

1.05 Clean Interior Glass Interior glass within the office space shall be cleaned and left streak-free.

“

1.06 Damp Wipe Phones Telephones shall be free of dirt, smudges and finger marks.

“

1.07 K9 Bath Tub Wipe down K9 bathtub. “ 1.08 Spot Clean Carpet All carpet is to be kept in stain free

condition. The Contract Administrator and the Contractor shall agree as to whether carpet shampooing/extraction supersedes spot cleaning.

Weekly


Finger marks, furniture rubs, etc., are to be removed from walls, doors, door handles, electrical switch plates and outlet covers.

“



“


All carpet edges and corners where floor and wall intersect, where floor and thresholds meet or around the base of any object permanently placed on a carpeted surface.

Monthly

1.12 High Dust Vents, Lights, Etc. High dusting shall be anything over 6’ from the floor, HVAC vents, light fixtures, tops of doors, and door frames included.

“

1.13 Clean Window Blinds All blinds shall be dust and dirt free. If necessary the blinds may be removed to provide for thorough cleaning.

“

Subtotal Form 4C – Section 1 Monthly Services 1.14 Wash Interior Windows All interior wall windows are to be washed

inside and out, and left in a streak/fog-free condition.

Quarterly

1.15 Clean Baseboards All baseboards shall be cleaned with an appropriate product so as not to discolor or scratch

“

1.16 Wash Exterior Windows All outside wall windows are to be washed, inside and out, and left in a streak/fog-free condition.

“

1.17 Shampoo Carpets All carpets shall be shampooed/extracted with an appropriate solution designed to work with each type of carpet. Care is to be taken so as not to over-saturate the carpet.

“

1.18 Fluorescent Light fixtures All debris, dust and dirt shall be cleared from inside fluorescent light fixtures.

‘

Subtotal Form 4C – Section 1 Quarterly Services


Page 27 of 37

Form #4D Maintenance Schedule Cost Summary

Form

Section/Frequency

Cost per Service Period

Number of Service Periods

Total

4A Section 1 Monthly Service 18

4A Section 1 Quarterly Services 6

4A Section 1 Twice Yearly Services 3

4A Section 1 Yearly Services 2

4A Section 2 Monthly Services 18

4A Section 2 Quarterly Service 6

4A Section 2 Yearly Services 2

4A Section 3 Monthly Services 18

4A Section 3 Quarterly Services 6

4B Section 1 Monthly Service 18

4B Section 1 Quarterly Services 6

4B Section 1 Twice Yearly Services 3

4B Section 1 Yearly Services 2

4B Section 2 Monthly Services 18

4B Section 2 Quarterly Service 6

4B Section 2 Yearly Services 2

4B Section 3 Monthly Services 18

4B Section 3 Quarterly Services 6

4C Section 1 Monthly Services 18

4C Section 1 Quarterly 18

Contract Total


Page 28 of 37

Attachment “A”

NONCOLLUSION CERTIFICATE STATE OF ) ss. COUNTY OF ) The undersigned, being duly sworn, deposes and says that the person, firm, association, co-partnership or corporation herein named, has not, either directly or indirectly, entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of free competition in the preparation and submission of a proposal to the City of Bellevue for consideration in the award of a contract on the improvement described as follows:

Janitorial Services for Fire Headquarters and Public Safety Training Center

(Name of Firm) By: (Authorized Signature) Title Sworn to before me this day of 2003. Notary Public CORPORATE SEAL:


Page 29 of 37

Attachment “B”

INSURANCE REQUIREMENT The Vendor shall procure and maintain for the duration of this Agreement insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Vendor, his agents, representatives, employees or subVendors. The cost of such insurance shall be paid by the Vendor. Insurance shall meet or exceed the following unless otherwise approved by the City. Questions regarding insurance requirements can be discussed with the City's Risk Management Office, 425-452-2011. A. Minimum Scope of Insurance

1. Insurance Services Office Commercial General Liability coverage ("occurrence" form CG 0001) (Ed.10/1/93), or, Insurance Services Office form number GL 0002 (Ed. 1/73) covering Comprehensive General Liability and Insurance Services Office form number GL 0404 (Ed. 1/81) covering Broad Form Comprehensive General Liability.

2. Insurance Services Office form number CA 0001 (Ed. 12/93), covering Automobile Liability code 1,

Α any auto, for activities involving other than incidental personal auto usage.

3. Workers’ Compensation coverage as required by the Industrial Insurance Laws of the State of Washington; if the contract requires working on or over navigable waters, US Longshoremen’s and Harbor Workers’ (USL&H) coverage is required.

4. Consultant’s Errors and Omissions or Professional Liability applying to all professional activities

performed under the contract.

B. Minimum Levels of Insurance

1. Comprehensive or Commercial General Liability: $1,000,000 per occurrence / $2,000,000 aggregate combined single limit for bodily injury, personal injury and property damage.

2. Automobile Liability: $1,000,000 combined single limit per accident for bodily injury and property

damage.

3. Workers’ Compensation coverage as required by the Industrial Insurance laws of the State of Washington.

4. Consultant’s Errors or Omissions or Professional Liability: $1,000,000 per occurrence and as an

annual aggregate.

C. Deductibles and Self-Insured Retentions

Any deductibles or self-insured retentions must be declared to and approved by the City. In the event the deductibles or self-insured retentions are not acceptable to the City, the City reserves the right to negotiate with the Vendor for changes in coverage deductibles or self-insured retentions; or alternatively, require the Vendor to provide evidence of other security guaranteeing payment of losses and related investigations, claim administration and defense expenses.

D. Other Provisions

Wherever possible, the policies are to contain, or be endorsed to contain, the following provisions:


Page 30 of 37

1. General or Commercial Liability and Automobile Liability Coverage

a. The City, its officials, employees and volunteers are to be covered as additional insureds as respects: liability arising out of activities performed by or on behalf of the Vendor; products and completed operations of the Vendor; premises owned, leased or used by the Vendor; or automobiles owned, leased, hired or borrowed by the Vendor. The coverage shall contain no special limitations on the scope of protection afforded to the City, its officials, employees or volunteers.

b. The Vendor's insurance shall be primary insurance as respects the City, its officials,

employees and volunteers. Any insurance or self-insurance maintained by the City, its, employees or volunteers shall be excess of the Vendor's insurance and shall not contribute with it.

c. Any failure to comply with reporting provisions of the policies shall not affect coverage

provided to the City, its officials, employees or volunteers. d. Coverage shall state that the Vendor's insurance shall apply separately to each insured

against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability.

2. All Coverage

Each insurance policy required by this clause shall state that coverage shall not be canceled by either party except after thirty (30) days prior written notice has been given to the City.

E. Acceptability of Insurers

Insurance is to be placed with insurers with a current Bests' rating of A+:VIII, or with an insurer acceptable to the City.

F. Verification of Coverage

Vendor shall furnish the City with certificates of insurance affecting coverage required by this clause. The certificates for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf and shall name the City as an "additional insured" except for coverage identified in A. 3. and 4. above. The certificates are to be received and approved by the City before work commences. The City reserves the right to require complete, certified copies of all required insurance policies at any time.

G. SubVendors

Vendor shall include all subVendors as insureds under its policies or shall require subVendors to provide their own coverage. All coverage for subVendors shall be subject to all of the requirements stated herein.

H. Asbestos or Hazardous Materials Abatement Work

If Asbestos abatement or hazardous materials work is performed, Vendor shall review coverage with the City’s Risk Manager and provide scope and limits of coverage that are appropriate for the scope of work. No asbestos abatement work will be performed until coverage is approved by the Risk Manager.


Page 31 of 37

Attachment “C”

EQUAL OPPORTUNITY REQUIREMENTS

General Instructions Applications: The following materials pertain to the Equal Opportunity Requirements of the City of Bellevue as set forth in Chapter 4.28.143 of the Bellevue City Code. All Vendors, subVendors, consultants, vendors and suppliers who contract with the City in a total amount of thirty-five thousand or more within any given year must comply with these requirements. Affidavit: Before being considered for a contract of the magnitude listed above, all Vendors will be required to submit the “Affidavit of Equal Opportunity Compliance” as part of their proposal/qualifications or upon the request of the Purchasing Manager. Compliance: The City of Bellevue reserves the right to randomly select Vendors, subVendors, consultants, vendors or suppliers to be audited for compliance of the requirements listed. During this audit, the Vendors, etc. will be asked for a specific demonstration of compliance with the requirements.

Noncompliance: A finding of a noncompliance may be considered a breach of contract and suspension or termination of the contract may follow. City contact: The City’s Compliance Officer is the Purchasing Manager, and specific questions pertaining to this section may be directed to the Purchasing Division at (425) 452-6894.

Bellevue City Code Excerpt

Section 4.28.143 of the Bellevue City Code establishes the requirements for all contractual service providers:

“All Vendors, subVendors, consultants, vendors and suppliers who contract with the City of Bellevue in a total amount of thirty-five thousand or more within any given year are required to take affirmative action and comply with the following requirements of this section. There shall be included in any contract between such contractual services provider and the City of Bellevue the following provisions: 1. Vendor shall make specific and constant

recruitment efforts with minority and women’s organizations, schools, and training institutions. This shall be done by notifying relevant minority and women’s organizations.

2. Vendor shall seek out eligible minority and women Vendors to receive subcontract awards. Appropriate minority and women Vendors shall

be notified in writing of any bids advertised for subcontract work.

3. Vendor shall provide a written statement to all new employees and subVendors indicating commitment as an equal opportunity employer and the steps taken to equal treatment of all persons.

4. Vendor shall actively consider for promotion and advancement available minorities and women.

5. Vendor is encouraged to make specific efforts to encourage present minority and women employees to help recruit qualified members of protected groups.

6. Vendor is encouraged to provide traditional and nontraditional employment opportunities to female and minority youth through after school and summer employment.

7. Vendor is encouraged to assist in developing the skills of minorities and women by providing or sponsoring training programs.

Willful disregard of the City’s nondiscrimination and affirmative action requirements shall be considered breach of contract and suspension or termination of all or part of the contract may follow. All subVendors, vendors, consultants or suppliers of the City required to take affirmative action must sign the affidavit of compliance and submit with the bid proposal or upon the request of the Purchasing Manager. All documents related to compliance steps listed above shall be presented upon the request of the Purchasing Manager. The Purchasing Manager shall serve as the compliance officer for the city and is authorized to develop and issue procedures for the administration of this section.”

Interpretations In order to more readily determine compliance with BCC 4.28.143, the following interpretations are provided: Requirement 1. When a Vendor needs to recruit, they must notify minority and women’s organizations, schools and training institutions. Such “notification” can be in the form of an advertisement in newspapers or trade journals of general circulation in the metropolitan Seattle area. When the Vendor hires through a union hiring hall, the Vendor must be able to provide confirmation, upon


Page 32 of 37

request by the City, that the hiring hall has an equal opportunity policy. Requirement 2. When a Vendor intends to subcontract out any work they shall notify minority and women Vendors for the subcontract work. The requirements to notify minority and women Vendors of any bids can be satisfied by advertising in newspapers or trade journals that are of general circulation in the metropolitan Seattle area. Requirement 3. If and when a Vendor hires new employees or contracts with subVendors, the Vendor must alert such employees and subVendors to the

Vendor’s commitment as an equal opportunity employer, etc. This requirement may be complied with by posting a notice of equal opportunity commitment at the job shack, or by the time clock. Requirement 4. If and when a Vendor promotes or advances employees, the Vendor must consider all eligible employees. The City of Bellevue reserves the right to audit all Vendors for compliance with the requirements set forth in BCC 4.28.143.

AFFIDAVIT OF EQUAL OPPORTUNITY COMPLIANCE

certifies that:

Respondent

1. If necessary to recruit additional employees, it has:

a. Notified relevant minority and women’s organizations, or

b. Hired through a union hall with an equal opportunity policy.

2. It intends to use the following listed construction trades in the work under the contract:

3. In sourcing subcontract work for trades listed above, it has notified in writing appropriate minority and women Vendors of bids for subcontract work.

4. It will obtain from its subVendors and submit upon request, an Affidavit of Equal Opportunity Compliance as required by these bid documents.

5. It has provided a written statement to all new employees or subVendors indicating its commitment as an equal opportunity employer.

6. It has considered all eligible employees for promotion or advancement when promotion or advancement opportunities have existed.

By:

(authorized signature)

Title:

Date:

Page 34 rev 04/04

CITY OF BELLEVUE ATTACHMENT “D” City Attorneys Office 425 452-6829

City of Bellevue Contract Identification Information:

Contract Title:

MAINTENANCE SERVICES CONTRACT

THIS AGREEMENT is entered into the date last below written between the CITY OF BELLEVUE, WASHINGTON (“CITY”) AND (“CONTRACTOR”),effective ______________.

1. WORK BY CONTRACTOR

The Contractor shall perform the work described in the Scope of work, which is attached hereto as Attachment A and by this reference is incorporated herein.

2. TERM OF CONTRACT

A. The term of this Contract shall be from ______ ___________ to ___________________ B. Prior to the expiration of the term of this Contract or any renewals or extensions thereof the City may, in its sole discretion, renew the Contract for ____ additional term(s) of ____ year(s) upon the same terms and conditions.

3. PAYMENT A. The City shall pay the Contractor for such services: (Check One) Hourly: __________ per hour, but not more than a total of Fixed Sum: A total amount of:_______________, to be paid per invoice schedule. Other: Hourly labor for all work performed and expenses incurred under this contract, not to exceed B. The Contractor shall maintain time and expense records, report them to the City monthly and shall submit invoices to the City monthly for payment for work performed to the date of the invoice. Invoices shall be in a format acceptable to the City. C. The City shall pay all invoices from the Contractor by mailing a City warrant within 30 days of receipt of a properly completed invoice. D. All records and accounts pertaining to this Contract are to be kept available for inspection by representatives of the City for a period of three (3) years after final payment: Copies shall be made available to the City upon request. E. If during the course of the Contract, the work performed does not meet the requirements set forth in the Contract, the Contractor shall correct or modify the work to comply with the Contract requirements and the City shall have the right to withhold payment for such work until it meets the requirements of the Contract.

4. RESPONSIBILITY OF CONTRACTOR A. Safety. The Contractor shall take all necessary precautions for the safety of employees on the work site and shall comply with all applicable provisions of federal, state and local regulations, ordinances and codes. The Contractor shall erect and properly maintain at all time, as required by the conditions and progress of the work, all necessary safeguards for the protection of workers and the public and shall post danger signs warning against known or unusual hazards.

REC. NO. CITY OF BELLEVUE DATE CITY CLERK'S OFFICE CCO FILE #

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B. Warranty. The Contractor shall be responsible for correcting any deficiencies and for completing all the work as described in Attachment A. Where deficiencies or failure to appear or perform would cause delay or lack of service to the City, the City may elect to recover liquidated damages as specified in Attachment A. C. Nondiscrimination/Equal Protection. The Contractor agrees not to discriminate against any employee or applicant for employment or any other persons in the performance of this Contract because of race, religion, creed, color, national origin, marital status, gender, age or handicap, or other circumstances as may be defined by federal, state or local law or ordinance, except for a bona fide occupational qualification. The Contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided by the Contractor setting forth the provisions of this nondiscrimination clause. D. Employment. Any and all employees of the Contractor, while engaged in the performance of any work or services required by the Contractor under this Contract, shall be considered employees of the Contractor only and not of the City. Any and all claims that may arise under the Workers Compensation Act on behalf of said employees, while so engaged, and all claims made by a third party as a consequence of any negligent act or omission of the part of the Contractor’s employees, while so engaged in any of the work or services provided for or rendered herein, shall be the obligation of the Contractor and not of the City.

5. COMPLIANCE WITH LAWS

A. The Contractor shall comply with all federal, state and local regulations and ordinances applicable to the work to be done under this Contract. B. Any violation of the provisions of this Paragraph 5 shall be considered a violation of a material provision of this Contract and shall be grounds for cancellation, termination or suspension of the Contract by the City, in whole or in part, and may result in ineligibility for further work for the City.

6. TERMINATION OF CONTRACT

A. The City may terminate this Contract and take possession of the premises and finish the work by whatever methods it may deem expedient, by giving 10 days written notice to the Contractor. B. In the event this Contract is terminated by the City, the Contractor shall not be entitled to receive any further amounts due under this Contract until the work specified in Attachment A is satisfactorily completed, as scheduled, up to the date of termination. At such time, if the unpaid balance of the amount to be paid under this contract exceeds the expense incurred by the City in finishing the work, and all damages sustained by the City or which may be sustained by reason of such refusal, neglect, failure or discontinuance of employment, such excess shall be paid by the City to the Contractor. If the City’s expense and damages exceed the unpaid balance, the Contractor and its surety shall be jointly and severally liable therefore to the City and shall pay such difference to the City. Such expense and damages shall include all legal costs incurred by the City to protect the fights and interests of the City under the Contract, provided such legal costs shall be reasonable.

7. OWNERSHIP OF DOCUMENTS

A. On payment to the Contractor by the City of all compensation due under this Contract, all finished or unfinished documents and material prepared by the Contractor with funds paid by the City under this Contract shall become the property of the City and shall be forwarded to the City upon its request. B. Any records, reports, information, data or other documents or materials given to or prepared or assembled by the Contractor under this Contract will be kept confidential and shall not be made available to any individual or organization by the Contractor without prior written approval of the City or by court order.

8. CLAIMS

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Any claim against the City for damages, expenses, costs or extras arising out of the performance of this Contract must be made in writing to the City within thirty (30) days after the discovery of such damage, expense or loss, and in no event later than the time of approval by the City for final payment. The Contractor, upon making application for final payment, shall be deemed to have waived its right to claim for any other damages for which a claim has not been made, unless such application for final payment includes notice of additional claim and fully describes such claim.

9. GENERAL ADMINISTRATION AND MANAGEMENT

The Director of the ____________________________________________ Department or his/her designee shall have primary responsibility for the City under this Contract and shall oversee and approve all work to be performed, coordinate communications, and review and approve all invoices, under this Contract.

10. HOLD HARMLESS

A. The Contractor shall protect, defend, indemnify and save harmless the City, its officers, employees and agents from any and all costs, claims, judgments or awards of damages, arising out of or in any way resulting from the negligent acts or omissions of the Contractor. The Contractor agrees that its obligations under this subparagraph extend to any claim, demand, and/or cause of action brought by, or on behalf of, any of its employees or agents. For this purpose, the Contractor, by mutual negotiation, hereby waives, as respects the City only, any immunity that would otherwise be available against such claims under the industrial insurance provision of Title 51 RCW. In the event the City obtains any judgment or award, and/or incurs any cost arising therefrom including attorneys’ fees to enforce the provisions of this article, all such fees, expenses, and costs shall be recoverable form the Contractor. B. The City shall protect, defend, indemnify and save harmless the Contractor, its officers, employees and agents from any and all costs, claims, judgments or awards of damages, arising out of or in any way resulting from the negligent acts or omissions of the City. The City agrees that its obligations under this subparagraph extend to any claim, demand, and/or cause of action brought by, or on behalf of, any of its employees or agents. For this purpose, the City, by mutual negotiation, hereby waives, as respects the Contractor only, any immunity that would otherwise be available against such claims under the industrial insurance provision of Title 51 RCW. In the event the Contractor obtains any judgment or award, and/or incurs any cost arising therefrom including attorneys’ fees to enforce the provisions of this article, all such fees, expenses, and costs shall be recoverable form the City.

11. INSURANCE

The Contractor shall maintain insurance as set forth in Attachment B.

12. PREVAILING WAGE

The Contractor shall comply with the Prevailing Wage Rate Requirements in Attachment C.

13. SUBLETTING OR ASSIGNING OF CONTRACTS

Neither the City nor the Contractor shall assign, transfer, or encumber any rights, duties or interest accruing from this Contract without the express prior written consent of the other.

14. INDEPENDENT CONTRACTOR

The Contractor is and shall be at all times during the term of this Contract an independent contractor and not an employee of the City.

15. EXTENT OF CONTRACT/MODIFICATION

This Contract, together with the attachments and/or addenda, represents the entire and integrated Contract between the parties hereto and supersedes all prior negotiations, representations, or agreements, either

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written or oral. This contract may be amended, modified or added to only by written instrument properly signed by both parties hereto. IN WITNESS WHEREOF, the parties have executed this Agreement as of __________________, 20___.

CONTRACTOR CITY OF BELLEVUE:

By: By:

Printed Name: Printed Name:

Title: Title:

Address: Approved as to form:

City/State/ZIP: By: City Attorney Tax ID #: _____________________

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ADDENDUM NO. 1

REQUEST FOR PROPOSALS RFP #04-05

Janitorial Services for Fire Headquarters & Public Safety Training Center

Date: May 17, 2004 To: All Interested Parties From: Lisa Brown, Contracting Services Subject: Request for Proposals - Janitorial Services for Fire Headquarters & Public Safety

Training Center The following revisions, additions, deletions, and/or clarifications are hereby made a part of the Request for Proposals - Janitorial Services for Fire Headquarters & Public Safety Training Center as fully and completely as if they were fully set forth therein: 1. RFP Page 2, Paragraph 3

REQUEST FOR PROPOSAL

Notice is hereby given that proposals will be received by the City of Bellevue, Washington for:

RFP # 04-05 Janitorial Services for Fire Headquarters and Public Safety Training Center

By filing with Contracting Services of the Finance Department, 11511 Main Street, Fifth Floor, Bellevue, Washington, 98004 until: Date: June 2, 2004 Time: 4:00 P.M. Proposals submitted after the due date will not be considered. Vendors accept all risks of late delivery of mailed proposals regardless of fault. A mandatory pre-proposal meeting will be held on May 13th at 10:00am at the Bellevue Fire Department Headquarters {766 Bellevue Way SE, Bellevue WA 98004]. This pre-proposal meeting may include a field visit to applicable sites. A second pre-proposal meeting will be held on May 25th at 9:00am at the Bellevue Fire Department Headquarters {766 Bellevue Way SE, Bellevue WA 98004]. This pre-proposal meeting may include a field visit to applicable sites. Failure by a potential vendor to attend at least one of the two pre-proposal meetings shall result in disqualification from the proposal process… 2. RFP Page 6, 1.06 Mandatory Pre-Proposal Meeting

A mandatory pre-proposal meeting will be held on May 13th at 10:00am at the Bellevue Fire Department Headquarters {766 Bellevue Way SE, Bellevue WA 98004]. This pre-proposal meeting may include a field visit to applicable sites. A second pre-proposal meeting will be held on May 25th at 9:00am at the Bellevue Fire Department Headquarters {766 Bellevue Way SE, Bellevue WA 98004]. This pre-proposal meeting may include a field visit to applicable sites. Failure by a potential vendor to attend at least one of the two pre-proposal meetings shall result in disqualification from the proposal process.

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3. RFP Page 6, 1.07 Preliminary Schedule These dates are estimates and are subject to change by the City. Event Date Release RFP to Vendors May 4, 2004 Vendor Questions (if any) Due May 11, 2004 @ 2:00pm 1st Mandatory Pre-Proposal Meeting May 13, 2004 2nd Mandatory Pre-Proposal Meeting May 25, 2004 @ 9:00am Proposal Responses Due June 2, 2004 @ 4:00pm Proposal Evaluation Complete Week of June 14, 2004 New Contract in Place July 1, 2004 4. RFP Page 6, 1.10 Proposal Response Date and Location Proposal must be submitted to the City of Bellevue’s Contracting Services office no later than June 2, 2004 at 4:00pm. The Official Clock for submissions is located at the Contracting Services office (address listed below). All proposal and accompanying documentation will become the property of the City and will not be returned. Vendors accept all risks of late delivery of mailed proposal regardless of fault… 5. RFP Page 7, 2.08 Prevailing Wage …The schedule of prevailing wage rates for the locality of where this contract will be performed is by reference made a part of this as though fully set forth herein. The Contractor shall comply with the Prevailing Wage Rate Requirements in Attachment C…

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ATTACHMENT C BUILDING SERVICE EMPLOYEES - Effective: 3/3/2004

Washington State Prevailing Wage Rates for Public Works Contracts The PREVAILING WAGES listed here include both the hourly wage rate and the hourly rate of fringe benefits. On public works projects, workers' wage and benefit rates must add to not less than this total. A brief description of overtime calculation requirements is provided by clicking on the benefit code.

BUILDING SERVICE EMPLOYEES -- Effective 3/3/2004 -- Benefit Code Key

Classification Prevailing

Wage Overtime

Code Holiday Code

Note Code

Counties Covered: ADAMS, FERRY AND LINCOLN

JANITOR $7.82 1 SHAMPOOER $7.98 1 WAXER $7.98 1 WINDOW CLEANER $10.96 1

Counties Covered: ASOTIN, COLUMBIA, ISLAND, SAN JUAN, SKAMANIA AND WAHKIAKUM


Counties Covered: BENTON


Counties Covered: CHELAN


Counties Covered: CLALLAM


Counties Covered: CLARK

JANITOR $10.61 1

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SHAMPOOER $12.55 1 WAXER $12.55 1 WINDOW CLEANER $16.49 1

Counties Covered: COWLITZ


Counties Covered: DOUGLAS


Counties Covered: FRANKLIN AND KITTITAS


Counties Covered: GARFIELD AND WHITMAN


Counties Covered: GRANT


Counties Covered: GRAYS HARBOR


Counties Covered: JEFFERSON, KITSAP, LEWIS, MASON AND PACIFIC


Counties Covered:

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KING JANITOR $14.59 2F 5S TRAVELING WAXER/SHAMPOOER $15.08 2F 5S WINDOW CLEANER (NON-SCAFFOLD) $19.31 2F 5S WINDOW CLEANER (SCAFFOLD) $20.20 2F 5S

Counties Covered: KLICKITAT AND SKAGIT


Counties Covered: OKANOGAN


Counties Covered: PEND OREILLE


Counties Covered: PIERCE


Counties Covered: SNOHOMISH


Counties Covered: SPOKANE

JANITOR $10.61 1 5Q SHAMPOOER $11.05 1 5Q WAXER $11.05 1 5Q WINDOW CLEANER $12.68 1 5Q

Counties Covered: STEVENS

JANITOR $7.82 1 SHAMPOOER $8.50 1 WAXER $7.98 1

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WINDOW CLEANER $10.96 1 Counties Covered:

THURSTON JANITOR $8.47 1 SHAMPOOER $10.32 1 WAXER $8.97 1 WINDOW CLEANER $10.84 1

Counties Covered: WALLA WALLA


Counties Covered: WHATCOM


Counties Covered: YAKIMA


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The following questions have been submitted in response to Request for Proposal 04-05 Janitorial Services for Fire Headquarters and Public Safety Training Center. The questions and their respective answers shall heretofore become a part of the Request for Proposal. 1. What is the value of the existing contract for janitorial services for Fire

Headquarters and the Public Safety Training Center?

Answer : The value of the existing contract is $33,252.00 per year. 2. Why is the City soliciting bids for the janitorial services for Fire Headquarters and

the Public Safety Training Center?

Answer: Recently adopted contracting policies suggest solicitation of service proposals every four years. The current contract is 3 years old.

3. What is the current weekly work schedule?

Answer: The current vendor cleans Fire Headquarters and the Public Safety Training Center facilities three times per week (Tuesday, Thursday, and one weekend day).

4. Do you know the square footage of carpet vs. tile?

Answer: No. There are resilient floor surfaces (rubber, vinyl, terrazzo) in the kitchen and bathroom areas of Fire Headquarters and more at the Public Safety Training Center.

5. What is the schedule for door and window glass cleaning?

Answer: The maintenance schedule for window glass is contained in the following sections of the RFP:

Fire Headquarters - Beginning on page 18 Sections 1.06, 1.09, 1.23, and

1.24. Public Safety Training Center - Beginning on page 22 Sections 1.06, 1.09, 1.25, and 1.26; and beginning on page 26 Sections 1.05, 1.14, and 1.16.

6. What window glass cleaning at Fire Headquarters is included in the RFP?

Answer: See answer above. The window glass cleaning included in the RFP does not include:

• Windows located on the first floor of the building. • Skylights. • Exterior windows on the east and west side of the building. • Stairwell windows. • Windows located on the Fire engine bay side of the east entry hall.

7. Is exterior door window glass cleaning included in the RFP?

Answer: Yes. 8. When do you expect to solicit proposals for landscape maintenance services for

the Public Safety Training Center?

Answer: Approximately 2 years.

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9. Does the RFP include cleaning the K9 bath tub?

Answer: Yes. See page 26, Section 1.07 of the RFP. 10. Will prospective vendors have another opportunity to view the facilities that are

part of the RFP?

Answer: No additional viewing opportunities are scheduled. Additional viewings would be dependant upon the number of requests and the availability of staff and the facilities. NOTE: A SECOND PRE-PROPOSAL MEETING HAS BEEN SCHEDULED

FOR MAY 25TH AT 9:00AM. 11. What is the layout of the Public Safety Training Center Training Room?

Answer: The room is carpeted and contains tables and chairs. 12. What is the frequency of high dusting?

Answer: The maintenance schedule for high dusting is contained in the following sections of the RFP:

Fire Headquarters - Beginning on page 19 Sections 1.18, 2.08, and 3.13.

Public Safety Training Center - Beginning on page 23 Sections 1.19, 2.08, and 3.13; and beginning on page 26 Section 1.12.

13. Is the area to be cleaned at the Public Safety Training Center 7,100 square feet?

Answer: Yes. 14. Does the area to be cleaned at the Public Safety Training Center include

sweeping the exterior entrances at the east and south sides of the building?

Answer: Yes. See page 22, Section 1.15 of the RFP. 15. Form #4D Maintenance Schedule Cost Summary does not include a

Section/Frequency for weekly service. Should vendors include an additional sheet with weekly costs in their proposal?

Answer: No. Weekly costs should be combined and quoted as a monthly service cost in Form #4D.

All Vendors must sign the addendum in the spaced provide below and attach the addendum to the proposal. Addendum No. #1 acknowledged by: __________________________________________ Signature __________________________________________ Firm