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HomeMy WebLinkAboutC05-308 US Cleaning Professionals AGREEMENT REGARDING PROVISION OF JANITORIAL SERVICES FOR EAGLE COUNTY FACILITIES This Agreement Regarding Provision of Professional Janitorial Services dated as of 2005, is between the County of Eagle, State of Colorado, a body corporate and politic, by and through its Board of County Commissioners ("County"), and U.S, Cleaning Professionals, Inc. (Contractor) . A. Contractor has submitted to County a Proposal for performing Services (defined below in section I) and represented that it has the expertise and personnel necessary to properly and timely perform the Services. B. Contractor and County intend by this Agreement to set forth the responsibilities and to define the relationship in connection with the Scope of Services and the related terms that will govern the relationship between both parties regarding these Services, AGREEMENT Therefore, for good and valuable consideration, including the promises set forth herein, the parties agree to the following: l. Scope of the Services ("Services" or "Work"): Contractor's Services consist of those services performed by the Contractor and Contractor's Employees. Briefly described these Services consist of: the provision of janitorial/custodial work on a regular and systematic schedule. The Contractor shall provide all labor, materials and equipment necessary to perform and complete the Services described herein and as follows: a) Services are further described in that portion of the Contractor's proposal which is attached hereto as Exhibit "A". In the event of any contlict between this Agreement and the provisions of Exhibit "A", the terms of this Agreement shall prevail over all others. b) The County reserves the right to purchase services and labor under the terms and rates established in the Agreement. The County and Contractor must jointly determine procedures and practices for completing the work such that the named facility(s) staff can be effectively involved and the County's Facilities Management Department can be effectively informed by the Contractor to maintain effective supervision and control over the work. c) The contractor hereby acknowledges that they are able to service all equipment listed in Section 4, Equipment and Services, of Exhibit "A" attached hereto. d) Contractor shall submit the names and qualifications of all personnel proposed to work at the facility. The County shall have the right to approve all proposed personnel and subcontractors prior to commencement of any work on the site(s), e) The Parties hereto recognize that the scope of the Services may change, When the Contractor believes that the scope of the Services has been changed or that by reason of a decision of County it will be required to redo properly completed Services, the Contractor shall immediately advise County of such belief and shall also provide a statement of the maximum additional charges for such Services, The Contractor shall not be entitled to be paid for any such additional Services unless and until County agrees in writing that the scope of the Services has changed and accepts the statement of the additional charges, 2. Contract Documents: The contract Documents which comprise the entire Agreement, made a part hereof, and consist of the following: a) This Agreement b) General Conditions, attached hereto and incorporated herein by this reference. c) Requirements and Procedures for Contractors and Vendors Performing Work at County Facilities, attached hereto and incorporated herein by this reference. d) That portion of the contractor's proposal attached hereto as Exhibit "A". e) The RFP Documents including: the Task List and Building List. f) Any modifications and amendments, including Change Orders, duly delivered after execution of the Agreement. 3, Contractor's Professional Level of Care: The Contractor shall be responsible for the completeness and accuracy of the Services, including all supporting data and other documents prepared or compiled in performance of the Services, and shall correct, at its sole expense, all significant errors and omissions therein. The fact that the County has accepted or approved the Contractor's Services shall not relieve the Contractor of any of its responsibilities. The Contractor shall perform the Services in a skillful, professional and competent manner and in accordance with the standards of care, skill and diligence that would be anticipated from providers of similar services. 4. Time of Performance and Termination: a) The initial term of this Agreement is from the date the contract is November 20, 2005 to October 31, 2006, The term shall automatically renew for an additional one year term commencing January 1 of each consecutive year for four (4) additional years unless one of the parties gives notice in writing to the other, at least 60 days before the anniversary, of its intention not to renew, The parties recognize that County is a governmental entity and that all obligations beyond the current fiscal year are subject to funds being budgeted and appropriated, b) If the Term of this Agreement is renewed, at any time thereafter, Contractor may terminate this Agreement by giving the County written notice of its intention to terminate, specifying the effective date of the termination, at least 90 days before that effective date. c) County may terminate this Agreement immediately, in whole or in part, for its convenience upon providing notice to the Contractor. Such termination shall be effective upon receipt of the notice by Contractor or upon such other date as specified by County, d) Notwithstanding anything to the contrary, County shall have no obligation under this Agreement, nor shall any payment be made to Contractor in respect of any period after December 31 of each calendar year during the term of this agreement, without an appropriation therefore by County in accordance with a budget adopted by County, in compliance with applicable provisions of Law. 5. Compensation and Payment: In consideration of its performance of the Services, the Contractor shall be paid as follows: a) County will pay for services and materials as described in Exhibit A Contractor shall bill monthly for the services. Services shall be billed at the rates and schedule established in Exhibit A b) Rates established in the Agreement shall remain in effect during the duration of the Agreement and shall apply to all services rendered under the agreement including repair services. Any change in rates will only occur at the beginning of a renewal period if previously agreed to by the County and Contractor in writing. c) Invoices shall describe the Services perfonned in detail. Invoices must be itemized as applying to established rates and charges and any additional expenses must be itemized on a time and materials basis. Additional expenses, above the standard quarterly charges, must be approved by the county prior to connnencing work. Contractor's proposal must enumerate charges for technician services based on skill level, travel time and overtime charges for weekend and after- hours work. Upon request, Contractor shall provide County with such other supporting information as County may request. d) All invoices will be sales tax free because County is a government exempt from such taxes (see General Conditions #2). e) The Contractor shall maintain comprehensive, complete and accurate records and accounts of its performance relating to this Agreement for a period of three (3) years following final payment hereunder, which period shall be extended at County's reasonable request. County shall have the right within such period to inspect such books, records and documents upon demand, with reasonable notice and at a reasonable time, for the purpose of detennining, in accordance with acceptable accounting and auditing standards, compliance with the requirements ofthis Agreement and the Law. 6. Project Management: shall be designated as Contractor's Project Manager for the Services. County's Facilities Maintenance Manager shall be County's manager responsible for this Agreement. All correspondence between the parties hereto regarding this project shall be between and among the project managers. Either party may designate a different project manager by notice in writing, 7 Independent Contractor: It is expressly acknowledged and understood by the parties hereto that nothing contained in this Agreement shall result in, or be construed as establishing, an employment relationship, Contractor shall be, and shall perform as an independent contractor. No agent, subcontractor, employee, or servant of Contractor shall be, or shall be deemed to be, the employee, agent or servant of County. The Contractor shall be solely and entirely responsible for its acts and for the acts of Contractor's agents, employees, servants and subcontractors during the performance of this Agreement. 8. Subcontracting; Assignment: The Contractor understands and hereby acknowledges that County is relying primarily upon the expertise and personal abilities of Contractor. Contractor may not subcontract or delegate any part of the Services or substitute subcontractors without County's written consent, which consent County may exercise in its sole discretion. Neither Contractor nor its subcontractors may assign its interest in the Agreement or in its subcontract, including the assignment of any rights or delegation of any obligations provided therein, without the prior written consent of County, which consent County may withhold in its sole discretion; provided that County hereby consents to any assignment to a successor entity to Contractor and to an assignment to an entity affiliated (by ownership) with Contractor. Except as so provided, this Agreement shall be binding on and inure to the benefit of the parties hereto, and their respective successors and assigns, and shall not be deemed to be for the benefit of or enforceable by any third party. Unless specifically stated to the contrary in any written consent to an assigmnent, no assignment will release or discharge the assignor from any duty or responsibility under the Agreement. 9. Ownership of Documents: Records of services provided under this Agreement shall be given to County at its request. 10, Insurance: At all times during the term of this Agreement, Contractor shall maintain the following insurance: a) Type of Insurance Coverage Limits b) Commercial General Liability $1,000,000 minimum c) Workers' Compensation As required by Colorado law d) All insurance required hereby shall be issued by an insurance company or companies authorized to do business in the State of Colorado. The Contractor shall deliver certificates of required insurance to the County, naming the county as "Additional Insured", within fifteen (15) calendar days of execution of this Agreement by the Board. e) Before permitting any subcontractor to perform any Services under this Agreement, Contractor shall either (1) require each of his subcontractors to procure and maintain, during the life of his subcontracts, insurance which meets the requirements for the Contractor herein, or (2) provide for insurance of the subcontractor in Contractor's own policies in the amounts required herein above. 11 Indemnification: Within the limits allowed by law, Contractor shall indemnify the County for, and hold and defend the other party and its officials, boards, officers, principals and employees, hannless from all costs, claims and expenses, including reasonable attorney's fees, arising from claims of any nature whatsoever made by any person in connection with the acts or omissions, or representations by, the Contractor, This indemnification shall not apply to claims by third parties against the County to the extent that the County is liable to such third party for such claim without regard to the involvement of the Contractor. 12 Notices: Any notice and all written communications required under this Agreement shall be given in writing by personal delivery, electronic mail, facsimile, or mail to the appropriate party at the following addresses: a) Contractor: U.S. Cleaning Professionals, Inc. Mailing: P.O. Box 1285 Dillon, CO 80435 Physical: 245 Marmot, Suite #2 Eagle, CO 81631 (970) 328-0304 - Phone (419) 715-1191 - Fax b) County: Clark Shivley- Maintenance Manager Eagle County PO Box 850 Eagle, CO 81631 Ph. 970-328-8880 Fax, 970-328-8899 clark.shivley@eaglecounty,us c) Notices shall be deemed given on the date of delivery if delivered by personal delivery or delivery service such as Federal Express or United Parcel Service, or three days after the date of deposit, first class postage prepaid, in an official depository of the U.S. Postal Service. Facsimile notices and electronic mail shall be deemed given on the date of successful transmission if followed by a physical mailing. 13 Miscellaneous: a) The Contractor shall not discriminate against any employee or applicant for employment to be employed in the performance of this Agreement on the basis of race, color, religion, national origin, sex, ancestry, physical handicap, age, political affiliation or family responsibility. The contractor shall require all consultants, subcontractors or assigns to agree to the provisions of this subparagraph. b) The making, execution and delivery of this Agreement by the parties hereto has not been induced by any prior or contemporaneous representation, statement, warranty or agreement as to any matter other than those herein expressed or set forth in Exhibit "A" attached hereto. These two Agreements embody the entire understanding and agreement ofthe parties, and there are no further or other agreements or understandings, written or oral, in effect between them relating to the subject matter hereof. These Agreements may not be amended, including by any modification or, deletion from or addition to the scope of the Services, except by a written document of equal formality executed by both parties hereto, In the event there are conflicting terms contained in this Agreement and Exhibit "A", the terms and conditions set forth in this Agreement shall control. c) This Agreement shall be governed by and construed in accordance with the internal laws of the State of Colorado, without reference to choice of law rules. The parties agree that venue in any action to enforce or interpret this Agreement shall be in the District Court in the 5th District for the State of Colorado. d) This Agreement does not and shall not be deemed to confer upon or grant to any third party any right enforceable at law or equity arising out of any term, covenant, or condition herein or the breach thereof. IN WITNESS WHEREOF, the parties hereto have executed this Agreement the day and year first written above. COUNTY OF EAGLE, STATE OF COLORADO, By and Through It's BOARD OF COUNTY COMMISSIONERS erk to the Boar of County Commissioners TRACTOR: U.S. Cleaning professio~alS~~:. . TItle: /~~ / STATE OF COLORADO } ~ } ss: County of } t'^- I~ The foregoing was acknowledged before me this /9 day of 2005, b~~ My commission expires: My~&t*- 04t078It GENERAL CONDITIONS 1. Contractor shall provide and pay for labor, materials, equipment, tools, utilities, permits, licenses, transportation, and other facilities and services necessary for proper execution and completion of the Work. 2. County will cooperate with Contractor to obtain tax exemption for this project. If Contractor fails to obtain tax exemption applicable to public works projects regarding sales, consumer, use and similar taxes, Contractor shall pay the same. 3. Contractor shall be responsible for having taken steps reasonably necessary to ascertain the nature and location of the Work, and the general and local conditions which can affect the Work or the cost thereof. Any failure by Contractor to do so will not relieve him from responsibility for successfully performing the Work without additional expense to the County. County assumes no responsibility for any understanding or representations concerning conditions made by any of its officers, employees or agents prior to the execution of this Agreement, unless such understanding or representations are expressly stated in the Agreement. 4. Before commencing activities, Contractor shall: (1) take field measurements and verify field conditions; (2) carefully compare this and other information known to Contractor with that of the Agreement; and (3) promptly report errors, inconsistencies or omissions discovered to County. 5. Contractor shall supervise and direct the Work, using Contractor's best skill and attention. Contractor shall be solely responsible for and have control over construction means, methods, techniques, sequences and procedures, and for coordinating all portions of the Work. 6. Contractor, as soon as practicable, shall furnish in writing to the County the names of subcontractors and suppliers for each portion of the Work. 7. No charge shall be made by Contractor for hindrances or delays from any cause whatever during the progress of any portion of the Work, unless such hindrance or delay is caused in whole or in part by acts or omissions within the control of Owner. In any event, Owner may grant an extension of time for the completion ofthe Work, provided it is satisfied that delays or hindrances were due to causes outside Contractor's control, e.g., weather, or to acts of omission or commission by the Owner, provided that such extensions of time shall in no instance exceed the time actually lost to Contractor by reason of such causes, and provided further that Contractor shall have given Owner immediate (as determined by the circumstances, but not exceeding 72 hours) notice in writing of the cause of the detention or delay. 8. Contractor shall deliver, handle, store and install materials in accordance with manufacturers' instructions. 9. Contractor warrants to County that: (1) materials and equipment furnished under the Agreement will be new and of good quality; (2) the Work will be free from defects not inherent in the quality required or permitted; and (3) the Work will conform to the requirements of the Agreement. 10. Contractor shall comply with and give notices required by all federal, state and local laws, statutes, ordinances, building codes, rules and regulations applicable to the Work. If the Contractor performs Work knowing it to be contrary to laws, statutes, ordinances, building codes, rules or regulations without notice to County, Contractor shall assume full responsibility for such Work and shall bear the attributable costs, Contractor shall promptly notify County in writing of any confhcts between the specifications for the Work and such governmental laws, rules and regulations. 11, Contractor shall keep the premises and surrounding area free from accumulation of dust, debris and trash related to the Work. 12. Before permitting any of his subcontractors to perform any Work under this contract, Contractor shall either (a) require each of his subcontractors to procure and maintain during the life of his subcontracts, Subcontractor's Public Liability and Property Damage Insurance of the types and in the amounts as may be applicable to his Work, which type and amounts shall be subject to the approval ofthe County as indicated in the Agreement, or (b) insure the activities of his subcontractors in his own policy. 13. The performance of the Work may be terminated at any time in whole, or from time to time in part, by County for its convenience. Any such termination shall be effected by delivery to the Contractor of a written notice ("Notice of Termination") specifying the extent to which performance of the Work is terminated and the date upon which termination becomes effective. After receipt of a Notice of Termination, and except as otherwise directed by County, Contractor shall, in good faith, and to the best of its ability, do all things necessary, in the light of such notice and of such requests in implementation thereof as County may make, to assure the efficient, proper closeout of the terminated Work (including the protection of County's property). Among other things, Contractor shall, except as otherwise directed or approved by County: a. stop the Work on the date and to the extent specified in the Notice of Termination; b. place no further orders or subcontracts for services, equipment or materials except as may be necessary for completion of such portion of the Work as is not terminated; c. terminate all orders and subcontracts to the extent that they relate to the performance of Work terminated by the Notice of Termination; d. assign to County, in the manner and to the extent directed by it, all of the right, title and interest of Contractor under the orders or subcontracts so terminated, in which case County shall have the right to settle or pay any or all claims arising out of the termination of such orders and subcontracts; e. with the approval of County, settle all outstanding liabilities and all claims arising out of such termination or orders and subcontracts; and f. deliver to County, when and as directed, all documents and all property which, if the Work had been completed, Contractor would be required to account for or deliver to County, and transfer title to such property to County to the extent not already transferred. In the event of such telmination, Contractor shall be paid for the satisfactorily completed work up to the termination date. Requirements and Procedures for Contractors and Vendors Performing Work at County Facilities 1. Customer Service: It is our job to maintain a customer service ethic. This means communicating efficiently and treating people with respect and courtesy. This requires communicating with Facilities Management to get pennission prior to work, informing building users what is plmmed, how it will effect each of them, what the interruptions will be and how long the work will take. This applies to all contractors and vendors working in county facilities and sites. 2. Coordinating with Building Users/Employees: Before entering a county facility, arrangements must be made for work during regular business hours or for work after- hours. Any work which will create noise, dust or odors must be arranged and approved in advance by the Director of Facilities. Pennission must also be granted by the department director of the effected area prior to commencing work during business hours. There is to be no work of any kind, other than routine maintenance functions, in the Ea2le County Administration Campus Offices durin2 business hours of 7:00am to 5:30pm, Monday throu2h Friday. This includes enterin2 to inspect or coordinate the work. movin2 furniture, deliverin2 or removin2 materials or makin2 post-completion punch-list inspections. Any exceptions to this must be approved by the county mana2er. During the course of work, if the contractor or his workers are requested by a county employee to stop work for any reason, please do so, Immediately call the contact person or the emergency contact, as indicated below to report this stoppage and to get further directions. 3. Coordination and use of facilities Arrangements must be made with Facilities Management by calling 328-8880 during regular business hours or at the office located on 590 Broadway in Eagle, next to the main county building, Contractors and vendors must make sure they have a specific plan for building access and a contact person and direct phone number for that person prior to commencing any after-hours work. After hours emergency contact can be made by calling the on-call pager at 748-2223 or the cell phone at 471-6228. A. After hours work: Contractors and vendors must arrange, in advance, for any work to be performed outside of the regular building operating hours of 7:00am to 5:30pm, Monday through Friday. It is imperative that access be arranged in advance. Each time a contractor or vendor is working after hours, contact must be made with the Facilities Management project personnel, ahead oftime, to coordinate issues which may arise as a result of the planned work. Certain facilities have security systems with restricted access and hours of access. Instructions for specific building entries will be given for after-hours. One key and one access card may be checked out. The contractor or vendor must sign for the key and/or card. There is a $500 charge for lost keys or cards. Final payment will not be made until keys and/or cards are returned. 1. Eagle County Building Site- The main east entrance of the Eagle County building is the only access point for the building after-hours, Enter and exit only through the east doors of the main building, all other doors are alarmed, 2. Do not prop open any doors. Contractors and vendors may not prop doors open to allow extension cords to be run through doors. Extension cords must be connected to exterior outlets to power any equipment used outdoors. 3. Contractors and vendors must arrange to meet their workers at building entrances to accompany them to work sites. 4. Contractor and vendor personnel must remain only in designated work areas and must not go into other areas of the building, C. Work which creates noise, vibration, dust, or any physical disturbance of staff (such as furniture moving) or requires the use of volatile organic compounds (VOCs) or other hazardous substances must be coordinated with the Facilities Management Department prior to commencing work. Approval must obtained prior to be2innim! any paint work in any County Building, The use of oil-based paints, lacquer finishes or thinners is prohibited inside or adjacent to County buildings, Contractors and vendors must have applicable MSDS documentation on site and be in compliance with the labeled requirements. D. Smoking is not allowed in county facilities. Smoking is allowed outside buildings a minimum of fifteen feet from the building. Certain county buildings have specific smoking areas assigned. E. Vehicles may not be parked on grass areas. Contractors and vendors must use the paved county parking areas, Contractors and vendors requiring special access must make specific arrangements through the Facilities Management Department prior to commencing work. F. Areas for storage of materials, tools or for work fabrication assembly must be arranged in advance. The County and their employees are not responsible for theft or damages of such materials or tools. G, Contractors and vendors must provide their own equipment and tools for use at County facilities and ensure that such equipment is appropriate for the job, that it is properly maintained and used in accordance with safety practices common in the industry, The County will not allow any County-owned equipment or tools to be used by contractors or vendors, In the event that the County has leased equipment or tools on site, a contractor or vendor will only be allowed to use such equipment upon executing a waiver, This waiver will hold the County harmless and release all liability of the County for the eontractor's use of such equipment or tools. 3. Insurance and Bonds: A. All contractors and vendors must meet the minimum statutory insurance requirements before entering to work on any county site. A valid commercial general liability insurance certificate must be received in the Facilities Management office, and approved, before any mobilization or work commences on a county site. Contractors and vendors under contract with the county should refer to the Agreement for applicable insurance and bonding requirements, Contract insurance and bonding requirements may differ from those indicated in this document. B. The minimum statutory insurance requirements are as follows: commercial general liability coverage shall be carried in the minimum amount of $1 ,000,000 per occurrence for claims or damages arising from activities conducted, including but not limited to personal iI1iury, death, property damage and other damages imposed by law. Contractors must carry worker's compensation insurance as required by Colorado law. 4. Compliance with Federal, State and Local Laws: A. It is the responsibility of all contractors and vendors to be in compliance with all applicable Federal, State and local laws while perfonning work on behalf of the county on all county sites. B. Contractors and vendors must be aware of and be in compliance with the Occupation and Safety Act (OSHA). All work procedures and any use of equipment on county sites must meet and be handled and operated in compliance with OSHA. C. Contractors and vendors must be aware of Federal, State and local laws applicable to the procurement, use and handling of hazardous substances. Contractors and vendors must receive written approval from the Director of Facilities Management to bring a substance with a hazardous materials classification greater than one (1) for health, fire or reactivity hazard and/or any specific hazard designation onto a county site. S, Personnel: A. Contractors and vendors are required to ensure that all personnel are qualified employees meeting all Federal, State and local laws related to employment, and may be required to show verification upon request. B, Contractors and vendors act as an independent contractor on all projects, unless the contract specifies otherwise, and are obligated to pay federal and state income tax on moneys earned. The personnel employed by contractors and vendors are not and shall not become employees, agents or servants of the County because of the performance of any contracted work. C. Eagle County is a drug-free workplace. The possession or use of alcohol and drugs is prohibited while on county sites. All personnel must arrive for work at Eagle County sites sober and drug-free. Any person violating this provision must be immediately removed from the site. 7. Clean Up: A. Contractors and vendors are responsible for clean up of immediate work areas. Disturbed areas must be returned to their original condition at the completion ofthe work. Contractors and vendors must either designate an area to be separated, and remain as work area for the duration of the project, or provide for immediate work areas open to employees and the public to be cleaned every 24 hours prior to the commencement of the next day's business hours and on weekends no later than Sunday night prior to the commencement of business on Monday morning. Areas to be designated as work areas must be separated from occupied business areas with partitions or plastic sheeting which will stop the transmission of sound, dust and other disturbances. B. Trash: Contractors and vendors are responsible for trash generated by work at county facilities. Minor disposal in county trash receptacles is penmtted, Contractors and vendors engaging in work requiring seven days or longer or disturbing greater than 100 square feet of existing space must provide for their own trash collection and disposal. 8. Sales Tax: County will cooperate with Contractor to obtain tax exemption. If Contractor fails to obtain the tax exemption(s) applicable to public works projects from sales, consumer, use and similar taxes, Contractor shall pay the same. 10. Indemnification: Within the limits allowed by law, Contractor shall indemnifY the County for, and hold and defend the other party and its officials, boards, officers, principals and employees, harmless from all costs, claims and expenses, including reasonable attorney's fees, arising from claims of any nature whatsoever made by any person in connection with the acts or omissions, or representations by, the Contractor. E:XVh ~l "\ "A -- Eagle County Pricing All Exhibits <> 20111i'i'20() Bfaf $22,120 $110,642 $3,785 $18,933 $25,397 $25,905 $129,575 Prices include all paper, consumables, labor any and sts associated with all contracts Total - All Contracts Cost per person, per hour for addJ~ianarservices and contract amendments (required): $25.00 /~/-,/ e.--so $17,379 $17,727 $18,082 $18,443 $18,812 $90,444 $19,924 $20,322 $20,729 $21,143 $21,566 $103,684 $87,615 $89,367 $91,155 $92,978 $94,837 $455,952 $4,712 $4,806 $4,903 $5,001 $5,101 $24,523 $4,252 $4,337 $4,424 $4,512 $4,603 $22,128 $29,738 $30,332 $30,939 $31,558 $32,189 $154,756 $6,842 $6,979 $7,118 $7,261 $7,406 $35,606 $48,278 $49,243 $50,228 $51,233 $52,257 $251,239 $14,875 $15,173 $15,476 $15,786 $16,102 $77,412 $10,324 $10,530 $10,741 $10,956 $11,175 $53,725 A $21,202 $21,626 $22,058 $22,500 $22,950 $110,335 B $16,183 $16,507 $16,837 $17,174 $17,517 $84,218 C $17,486 $17,836 $18,193 $18,557 $18,928 $91,000 $4,282 $4,367 $4,455 $4,544 $4,635 $22,282 $31,439 $32,068 $32,709 $33,363 $34,030 $163,609 $5,544 $5,655 $5,768 $5,883 $6,001 $28,850 Total: $340,075 $346 876 $353,814 $360,890 $368,108 $1,769,763 Prices include all paper, consumables, labor and any and all costs associated with a /I contracts Total - All Contracts Cost per person, per hour for additional services and contract amendments (required): $25.00 ';';;:i2110.g',iIlOO!tiii;ij!%\4 fit;. i!~flfl9'i;;C20tO,%i'ffi?;: 8,216 8,380 8,548 $41,094 15,316 15,623 15,935 $76,612 18,219 18,583 18,955 $91,131 15,316 15,623 15,935 $76,612 15,316 15,623 15,935 $76,612 15,316 15,623 15,935 $76,612 14,021 14;302 14,588 $70,133 8,216 8,380 8,548 $41,094 15,316 15,623 15,935 $76,612 15,316 15,623 15,935 $76,612 ,316 15,623 15,935 $76,612 14,021 14,302 14,588 $70,133 $173,306 $176,772 $849,870 Total - All Contracts ~ $25.00 Janitorial Proposal Eagle County ~ US Cleaning Professionals, lne Proposal Outline 1. Experience and Reputation a. Prequalification information - Company information & References *From five current contracts/customers (which entails cumulative cleaning of 100,000 sq. ft. or greater) and three financial references * Include name of organization, contact person, current phone number, and square footage of contract - Insurance - Pre-qualification authorization b. Additional Proposal Information - Demonstrate that contractor is organized for the purposes of providing janitorial services for immediate start-up, evidenced by: * Past performance * Current resources and personnel c. Corporate history - Past contracts - Organizational chart - Other (related policies, philosophies, etc. _.) d. Environmentally safe practices - Eagle County encourages the use of environmentally safe practices and products and welcomes the consideration of such practices and products in proposals. 2. Insurance summary a. Type of insurances and corresponding policy numbers, limits, & effective dates b. Name, address and phone number(s) of insurance company(s) and agent(s) c. Letter assuring ability to list Eagle County and Eagle County Air Terminal Corporation as additional insured 3. Employee selection and training a. Process involved in selecting and hiring qualified applicants - Background Check b, Initial and on-going training processes c. Quality control- Supervisor Checklist (Sample Attached) d. Safety. e. Security Issues - Photo ID and Uniforms, Prior Arrests/Convictions 4. Equipment and services a. Listing of all cleaning, maintenance, and other related services b. List of equipment and materials including quantity and locations for storage c. Emergency response procedure/policies/capabilities - Hourly Rate for such Service d. Other related items 5. Certifications & affiliations a. Professional affiliations b. Certifications listed by each participating member of the organization 6. Task schedules and pricing analysis for: a. Eagle County facilities (excluding airport properties) b~ Eagle County Airport administration offices & fire station, and air traffic control tower c. Eagle County Airport terminal * Pricing analysis should include proposed monthly labor cost, paper & other consumables cost and , proposed hourly rate per person for amended (extended) cleaning schedules, as needed. (Monthly costs shall be totaled for 12 month periods beginning with the month ofJanuary and include escalation method and total for initial term and four renewal terms.) 7. List any additional related information or qualifications about your organization. Pre-qualification/Pre-screening Information **-Jd* Due 9/30/05 by 4:00 pm ***** Company Information u.s. Cleaning Professionals, Inc. Company Name Physical 245 Marmot, Suite #2; Eagle, 81631 Company Address: PO. Box 1 Dillon, CO 80435 Phone: (970)328-0304 (419)715-1191 Fax: kdriver@uscleanpro.com EmaiI' Location & Date 1984, Western Slope of Colorado Established Principal Officers of Mike Driver, President Contractor: (Managers & Name Members if LLC) Kristy Driver, Treasurer Name Name Title Federal Tax ID #: 84-1501015 P . C ' S fI . (S f 0 '. "' L -, Colorado roposmg ontractor state 0 llcorporatlOll. tate 0 rgalllzatlOll Ii LC): N otlce of Request for Proposals for Jamtonal SerVlces PreQuaIification References .,."'*.,..,. D 9/30/05 b 4 00 "'.,."'.,..,. "" ""0 ~ u e y / : pill '''''0'''' Current Contracts: Total of Five References Town of Vail Company Name: Contact Diane Stanek 1. (970)479-2199 Phone number: Contract Sq~ Ft: > 100,000 sqft Company N mne Town of Breckenridge Contact Dan Bell 2. (970)453-3170 Phone number: Contract Sq. Ft: >100,000 sqft Town of Frisco Company N mne: Kieth Bilisoli Contact: 3, (970)668-9152 Phone number: Contract Sq. Ft: > 100,000 sqft Company Name: Mesa County Development Center Ken Morrell Contact: 4. (970)244-3244 Phone number: Contract Sq. Ft: 17,000 sqft Company Name 1 st Banks in Vail (3) Maxine Jaramillo Contact 5. (970)479-3304 Phone number: Contract Sq Ft: 12,000 sqft -- NotIce of Request for Proposals for Jal1ltonal SerVlces Prequalification Suppliers/Financial Information "'**"'''' D 9/30/05 b 4 00 ",,,,.,..!..,. """" ue y: pm""""" Total of Three Financial References Company Name Hillyard, Inc. 1. Terry German Contact 800-365-1555 Phone number: Bawest Paper Company Name: 2. Elaine Strickland Contact: 800-723-0007 Phone number: Arrow Insurance Company Name: 3. Accounts Receiveable Contact (970)668-3500 Phone number: Insurance Yes Insurance certificate attached? Minimum Insurance: - $1,000,000 General Liability - Workers Compensation Insurance (as required by Colorado law) NotIce of Request fOt- for Jam tarial SerVIces ** Copies of the proposed contracts have been included for my review. By printing the words "no-exceptions" (here) No Exceptions I confirm that I have receIved a complete set of proposal documents and take no exceptions to any of the terms, conditions, or speClfications of these proposal documents Any exceptions taken to any of the terms, conditions or specifications of these proposal documents, are clearly stated on a separate sheet of paper attached to this sheet as well as attached to proposal in section 7. Pre-Qualification Authorized By: J!~ j)~vUt/ Si, ~ 09/29/05 Date Kristy Driver, Treasurer Printed name and title ***** End Pre-Qualification Packet ***** ***** Due 9/30/05 by 4:00 pm ***** Notlce of Request for Proposals for Janitorial Services Sender's Fax 10: 9706683500 Pagel of ~ ACORD~ CERTIFICA TE OF LIABILITY INSURANCE OP ID C1 DATE (MMIDDllYYY) USCLE 1 9/29/05 PRODUCER THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONL Y AND CONFERS NO RIGHTS UPON THE CERTIFICATE Arrow Insurance Hgt - Frisco HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR P.O. Box 5000 AL TER THE COVERAGE AFFORDED BY THE POLICIES BELOW. Frisco CO 80443 I NAIC# Phone: 970-668-3500 Fax:970-668-3342 INSURERS AFFORDING COVERAGE INSURED I INSURER A: United Fire S Casualty Ins Co Pinnacol -~ ~ I~ISURER 8 Assurance US CLEANING PROFESSIONALS INC INSURER C Hike & Kristy Driver PO Box 1285 INSURER D Dillon CO 80435 INSURER E COVERAGES THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOO INOiCATED NOTWITHSTANDING NJY REOUII':EMENT. TERM OP CONDITION OF ANY CONTRACT OR OTHEP DOCUMENT WITH RESPECT TO WHICH THIS CEPTIFICATE MAY BE ISSUED OP Mi'" PERTAIN. THE INSlIRf'NCE .o.FFORDED BY THE POL ICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS. EXCLUSlmJS ANO CONDITlmlS OF SUCH POLICIES ,':,GGREGATE UtvllTS SHO\rVN ~ilAY H,:;VE BEEN REDUCED BY PArD CLAIMS I\\'I~" ~:SRi TYPE OF INSURANCE POLICY I-lUMBER o'-j,.,'1g (MM/DDIYY) DATE (MMfDDIYYI LIMITS LTR GENERAL LIABILITY EftCH OCCURRENCE $1,000,000 - A X COlvlMERCIAL GENERAL Li,ABILiTY 60082334 9/4/05 9/4/06 PREMISES {Ea occurence) $100,000 - ~ CLAIMS MADE ~ OCCUR ~- - MED EXP (Anyone person) $ 5,000 PERSONftL & ADV INJURY $1,000,000 - GENE PAL AGGREGATE $2,000,000 GEN'L AGGREGATE LIMIT APPLIES PEP PRODUCTS COMP/OP P,GG "2,000,000 !xl POLICY n j~8T n LOC AUTOMOBILE LIABILITY f...- LIMIT $1,000,000 A ANY AUTO 60082334 9/4/05 9/4/06 f-- .ALL OWNED AUTOS r ~p~~I~e~/NJUPY f...- " X SCHEDULED AUTOS person) '-- ~ HIRED AUTOS B_ODIL YI'IJURY $ X NON-OWNED AUTOS I' 0' ooo'uO"'/ - - " 0' OUO""O"'/ GARAGE LIABILITY AUTO ONL Y - E.A ACCIDENT " R ."-NY AUTO OTHER THPN EA ACC $ AUTO ONL Y AGG " EXCESS/UMBRELLA LIABILITY EACH OCCURPENCE " tJ OCCUR CLft.lMS WIDE AGGREGATE " " ~ DEDUCTIBLE - $ RETENTION $ " WORhERS COMPEHSATION MID X iTo'R\ t:MIf'i I IC'E8- EMPLOYERS'LlABILffY B ANY 4048248 4/1/05 4/1/06 EL EP'cH p,CCIDENT "100,000 If6~\^, E L DISEASE. Ep, EMPLOYEE $100,000 below E.L DISEASE - POLICY LIMIT $500,000 OTHER DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES / EXCLUSIONS ADDEO BY ENDORSEMENT / SPECIAL PROVISIONS CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATiOI'1 DATE THEREOF. THE iSSUiI'IG INSUPER WILL EI'IDEAVOP TO MAiL 10 DAYS WRITTEH -,~~ I~OTICE TO THE CERTIFICATE HOLDER NA.MED TO THE LEFT. BUT FAiLURE TO DO SO SHALL IMPOSE 1'.10 OBLlGATlOH OR LIABILITY OF ANY I\II'ID UPOI'I THE II.ISURER.ITS~GEI!TS OR REPRESENTATiVES AUTHORIZED PEPRESENTATIVE ACORD 25 (2001/08) i-r'l Ar"'"r"\f"'ll'"'. "'"......................_ -_. Sender's Fax 10 9706683500 Page 2 of IMPORT ANT If the certificate holder IS an ADDITIONAL INSURED, the policy(ies) must be endorsed. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certifi cate does not confer rights to the certificate holder in lieu of such endorsement(s) DISCLAIMER The Certificate of Insurance on the reverse side of this form does not constitute a contract between the issuing insurer(s), authorized representative or producer, and the certificate holder, nor does it affirmatively or negatively amend, extend or alter the coverage afforded by the policies listed thereon ACORD 25 (2001/08) B. Additional Proposal Information 1) US Cleaning Professionals incorporates a "WinTeam -Telephone Timekeeping System" which is vital to our operation and has been the reason we have grown from 10 to 75 employees within the past 10 years. 0 This system is totally integrated into payroll, budgeting and inventory and can handle as many as 3000 employees. Hundreds of reports can be downloaded within seconds for review. 0 When tracking employees that arrive at the jo b site, they call the "Timekeeping Computer". This system records each employee arrival and departure from the job site, as well as "Caller ID's" to verify the location. 0 And if an employee does not arrive at the proper time or if there is a Caller ID mismatch, an alert is sent to the Foreman and the Supervisor of the facility immediately. 0 Most other Janitorial firms who pay their employees a set amount each day, USCP pays only for work performed. This method assures that the correct employees are in the correct facility and our Clients receive the contracted amount of service time. 2) US Cleaning Professionals employees a 75 person staff which includes Administrators, Quality Control Inspectors, Customer Service Representatives, Carpet Cleaning Technicians, Window Washers, and Tile Floor Specialists. C. Corporate History Past contracts 1) US Cleaning Professionals is an "All Inclusive" Janitorial Cleaning Service Company. We have been servicing businesses in Colorado since 1984. 75% of US Cleaning Professionals customers have used our services for a period of greater than 3 years. Organizational chart 2) Company Officers: Mike Driver, President & Kristy Driver, Treasurer Office Support Team: Cindy Stillwell, Accounting & Carolyn Takos, Customer Service & Dispatch Special Operations Manager: Jose Gonzalez, Western Colorado Regional Manager: Miguel Lopez, Western Colorado Eagle County Managers: Leonor Martinez, Manager, Jose Lopez & Sergio Romero, Assistant Managers Summit County Managers: Evert Sandoval, Manager. Jaime Gonzalez, Assistant Manager Roaring Fork Managers: Francisco Lopez, Manager. Isabel Corral, Assistant Manager Mesa County Manager: Chandra Powell, Manager Other (related policies, philosophies, etc.. .} 3) Our Mission Statement.;. ./ Do it right, the first time, every time ./ Consistently exceed our clients' expectations ./ Develop solid business relationships for the long term ./ Remain on the leading edge of technology ./ Hire and retain reliable, qualified facility staff and managers D. Environmentally safe practices I) US Cleaning Professionals has partnered with Bay West Paper and Hillyard Chemical since 2002. BayWest Manufacturer provides us with 100% Recycled, "Green Seal Certified" paper products. Hillyard ChemIcal manufacturer provided "Green Seal Certified" or "Green Select" cleaning products for all environmental issues. Eagle County will receive these "Environmentally Safe" products as a part of US Cleaning Professionals regular services that we offer to all of our clients at no extra charge. 2. Insurance sumnlary A. Type of insurances and corresponding polk y numbers, limits, & effective dates 1) General Liability: United Fire & Casualty, Policy #60082334, $1,000,000 Occurrence Limit, Policy Dates 9/4/05-9/4/06 2) Automobile Liability: United Fire & Casualty, Po ]icy #60082334, $1,000,000 Occurrence Limit, Policy Dates 9/4/05-9/4/06 3) Workman's Compensation: Pinnacol Assurance, Policy #4048248, $500,000 Occurrence Limit, Policy Dates 4/1/05-4/1/06 B. Name, address and phone number(s) of insurance companv(s) and agent(s) 4) Arrow Insurance: P.O. Box 5000, Frisco, Co 8044-3. Business Agent 970-668-3500 C. Ability to list Eagle County & Eagle County Air Terminal as additional insured 5) Eagle County and Eagle County Air Terminal Corporation can be listed as additional insured. This is a familiar process with US Cleaning Professionals larger accounts. 3. Employee selection and training A. Process involved in selecting and hiring Qualified applicants - Background Check 1) US Cleaning Professionals processes background checks as a regular part of the employment application process. We use an online service through US Search at www.ussearch.com. B. Initial and on-going training processes 2) Our Janitorial Training" Building Blocks Cleaning Techniques" classes involves classroom and video training is mandatory and take place at the start of employment in USCP office location. a. On site supervision and training specifically designed to facility type is daily and "hands on" for the first 2 weeks of the initial start of the job. b. A US Cleaning Professional employee must remain at training wages until they complete the following list of mandatory classes. All employees, as well as the supervisors are highly motivated to complete and get certified as soon as possible. l. Bloodbourn Pathogen Training, II. Building Blocks Cleaning Techniques, (Restroom, Office/Classroom & Health Care) 111, Company Policy & Procedure Manual, IV. Safety & MSDS Training, c. Quality control- Supervisor Checklist (Sample Attached) 3) Management and Supervision is on going with all facilities. a. Weekly "Customer Service" visits during office hours to get feedback from facility managers and/ or other personnel within the buildings is key to minimizing complaints. USCP uses online programming for managers to schedule b. "Pre cleaning" inspection (for catching any missed cleaning details), c. "Unannounced Quality Control" visits (during regularly scheduled cleaning times for crew evaluation) , d. "Post cleaning" inspections. Each schedule is evaluated by the directors for efficiency and frequency. D. Safety. 4) USCP has monthly safety meetings in accordance with Workman's Compensation Industry Standards. Meetings are mandatory and contain different topics, such as proper bending and lifting, electricity and extension cords, high dusting techniques without ladders, and driving safety to name only a few. One of our specialty classes is Bloodbourn Pathogen Training and certification is mandatory and take place at the start of employment. Retraining is required annually. Hepatitis B Vaccination shots are offered to all employees of U.S. Cleaning Professionals E. Security Issues - Photo ID and Uniforms, Prior Arrests/Convictions 5) All US Cleaning Professional employees wear a highly visible uniform with US Cleaning Professionals emblem on the left, front chest. In according with our Policy & Procedure manual, any employee caught without a uniform will be issued a new one immediately and be issued a verbal warning. 3 verbal warning will result in immediate termination. 6) US Cleaning Professionals has a "No Tolerance" policy when it comes to theft. If a theft occurs, employee will be terminated and prosecuted to the fullest extent of the law. 7) US Cleaning Professionals does not hire anyone with a criminal record of any type, under any circumstances. INSPECTION ~ U, S CLEANING PROFESSIONALS ~ INSPECCIONES I~ NO SE REALlZO 2~iI'lUY iVlAL J~SA T1SFACTORlO 4~ MUY BUENO 5~EXCELENTE NiA~ NO APLlCA I ENTRADA ~RINCIPAL OF7CINAS/CUARTOS DE -~I VANOS YLOCKERS 1--1 AREAS COMUNES ~ TRABAJO I ENTRANCES COJ}fj\7!ON AREAS OFFICES & WORK I BA TH & ~OCKER AREAS ROOMS PISOS ~ FLOORS PISOS ~ FLOORS PISOS ~ FLOORS PISOS ~ FLOORS ALFONBRA Y ALFOMBRAS YTAPETE ALFONBRA Y APETES TAPETES ~ PLASTICO ~ ALFONBRAS ~ ~ CARPET & MATS CARPET & MATS CARPET & PLASTIC CARPETS MATS BASURA ~ TRASH VIDRIOS ~ GLASS BASURA - TRASH BASURA ~ TRASH SUPERFICIES, MESAS, ORDEN EN GENERAL - ESCRITORIOS ~ PERCIANAS ~ NEA T & ORDERLY COUNTERS, TABLES, WINDOW BLINDS SUPPLIES DESKS APPEARANCE ESCALONES ~ SUPERFICIES, MESAS, BASES DEL BASES DE VENT ANAS ESCRITORIOS ~ ~ WINDOW SILLS ST ARIWELLS & COUNTERS, TABLES, LA V AMANOS ~ LANDINGS DESKS COUNTER TOPS CALENTONES ~ ELEV ADOR S ILLAS Y MUEBLES ~ LA V AMANOS - HEA T REGISTERS ELEVATOR CHAIRS & COUCHES SINKS SUPERFICIES, MESAS, EQUIPO DE OFICINA: TELEPHONOS BASE DE LA PUERTA ESCRITORIOS ~ COMPUTODORAS~ LLA YES - - DOOR THRESHOLDS COUNTERS, TABLES, COMPUTERS, FIXTURES DESKS TELEPHONES PAREDES Y PUERTAS SILLAS Y MUEBLES ~ EQUIPO DE OFICINA: TA2A ~ ~ WALLS & DOORS CHAIRS & COUCHES OFFICINA EQUIP~ TOILETS OFFICE EQUIPMENT, , PAREDES BASE DE LA PARED ~ BASES DE VENTANAS QUE DIVIDEN OFICINAS - - ORINALES ~ BASEBOARDS WINDOW SILLS WALLS, DOORS & URINALS ROOM DIVIDERS PROTECCION DE LA CALENTON - BASE DE LA PARED ~ BANERAS - PUERTA - DOO KICKPLA TES HEA T REGISTERS BASEBOARDS SHOWERS A TM / CAJERO ~ CONTENEDOR DE BASES DE VENT ANAS - AGUA - CALENTONES - A TM MACHINE WATER FOUNTAINS WINDOW SILLS HEA T REGISTERS CAJA DE DEPOSITO ~ BASE DE LA PARED ~ BASE DE LA PARED- PAREDES Y DEPOSITORY DOORS BASEBOARDS BASEBOARDS PUERTAS - WALLS, DOORS VENTANAS- PAREDES Y PUERTAS VIDRIOS - - ESPEJO ~ I WINDOW GLASS WALLS & DOORS GLASS MIRRORS PROTECCION DE LA PERCIANAS ~ PUERTA - PERCIANAS ~ DIVIS ORES DE WINDOW BLINDS I KICKPLA TES & DOOR WINDOW BLINDS BANOS - STALL PLATES WALLS I DESODORANTE ~ I DEODERIZING I I I I DISPENSER I rVA Y COit:lEDOR I I AHM CENAiyIIENTOJ) AREAS EXTERlORES ~ I I SERVICIOS EXTRAS I ~ I ElVIA TERIALES ! ~ , KITCHEN & I ~ JANITORS CLOSET EXTERIOR AREAS EXTRA SER VICES BREAK ROOM . I ORDENADO EN VENTANAS~ CONDISION DE LAS I PIS OS ~ FLOORS I GENERAL ~ GENERAL VENTANAS?~ I NEAT & ORDERLY WINDOW GLASS CONDITION OF WINDOWS? CONDICION DE LA ALFOMBRAS ~ MSDS EN SU LUGAR ~ BASURA SUEL TA ~ I ALFONBRA ~ CARPETS MSDS ON JOB SITE LOOSE TRASH CONDITION OF CARPET? MA TERIALES V ANQUETAS Y CONDISION DE LOS BASURA ~ ENTRADAS~ TRASH ORDENADOS~ SIDEWALKS, ENTRY PISOS ~ CONDITION I SUPPLIES ORGANIZED AREAS SWEPT OF FLOORS? LIMPIESA DEL LIMPIEZA DEL SUPPLIES EQUIPO DE TRABAJO CENISERO ~ ~ EQUIPMENT CLEAN ASH TRAYS CLEANED SUPERFICIES ~ HORIZONTAL SURFACES BASES Y MESAS ~ SUMA CALlFICADA COUNTERTOPS & ~ T ALBES TOTAL SCORE FREGADERO Y TOTAL DE PUNTOS LLA YES ~ SINKS AND ~ FIXTURES UALlTY SCORE SILLAS Y MUEBLES ~ TOTAL DE PUNTOS CHAIRS & COUCHES ~ UALlTY SCORE MICROWAVE, COMENT ARIOS EXTRAS ~ EXTRA COMMENTS: CAFETERA ~ MICROWAVE & COFFEE PLA TOS ~ DISHES OTROS UTENSILIOS ~ OTHER APPLIANCES BASES DE VENTANAS ~ WINDOW SILLS CALENTON ~ HEA T REGISTERS PAREDES Y PUERTAS ~ WALLS & DOORS BASE DE PARED ~ BASEBOARDS EST ANTES Y GABINETES ~ SHEL YES & CABINETS Fax Number: 1-888-269-9093 4. Equipment and services A. Listing of all cleaning~ maintenance~ and other related services I) Regular Janitorial Cleaning 2) Concrete, VCT & Vinyl Floor Burnishing, Stripping and Refinishing 3) Wood Floor Refinishing 4) Window Washing (Up to 15 Feet high) 5) Carpet Extraction .and Upholstery Cleaning 6) Minor Maintenance light bulbs, ladder work, painting and fix- it items. (Non Electrical/Plumbing) B. List of equipment and materials including quantity and locations for storage 1) US Cleaning Professionals uses Pro Team Back Pack style vacuums, Clark! Alto Auto Scrubbers, High Speed Burnishers, Low Speed Side by Side Machines and Portable Extractors 2) Warehouse Locations: a. 245 Mannot, Suite #2, Eagle. CO (2500 Square Feet) b. 2431 South Grand Ave. Suite #C, Glenwood Springs, CO (2000 Square Feet) c. 590 Brian Ave, Suite A, Silverthorne, CO (2000 Square Feet) d. 308 Pitkin Ave, Grand Junction, CO (3000 Square Feet) C. Emergencv response procedure/policies/cap abilities - Hourly Rate for such Service I) A US Cleaning Professional employee or officer 0 f the company answers and dispatches calls 24 hours per day, 7 days per week. 2) Emergency Inside of Regular Janitorial Service Hours: $25 per man hour 3) Emergency Outside of Regular Janitorial Service Hours: $35 per man hour 4) Emergency /Non Emergency Carpet Extraction Se:rvices: $95 minimum 5) Minor Maintenance Inside of Regular Janitorial Service Hours: $35 per man hour 6) Emergency Minor Maintenance: $55 per hour (Le ss than 8 hours notice) D. Other related items I) See #6 for US Cleaning Professionals Fees 5. Certifications & affiliations A. Professional affiliations l) 1 Year Member ofISSA: International Sanitary Supply Association. 0 lSSA otfers is the industry leader for educational products, technology, legislative and regulatory services, and periodicals that specifically focus on cleaning and maintenance 2) 10 Year Member of BSCAI: Building Service Contractor Association International 0 BSCAI is the trade association of the building service industry, representing a worldwide network of more than 2,000 member companies from across the U.S. and 30 other countries, who provide cleaning, facility maintenance, and other related services to building owners and managers. The association provides educational programs, publications, video training programs, seminars, and networking opportunities, all developed specifically for the building service contracting industry B. Certifications listed by each participatin2 member of the or2anization I) None listed EAGLE COUNTY FACILITIES TASK LIST Q. cd ... 1Il (\) < >< 0 0 0 ... (\) (\) (\) Z' 1Il .... ... al () C (,) (\) (\) J: t/) (\) (,) .... sg ~ s: .... t/) .... .- s: .~ 0 1Il (\) C'l s: t/) s:lI: s: C'l C'l C'l cu (\) >< J: .!!! E (\) "C "C ~ Office & Conf. Rooms ~ cd .~ 1Il (\)0 () (\) (\) o ._ t: () "C Cii .0 >, "C ()lI: (\) s: t/) ()"C == ~ al Cii al (\) ... ~ s: I'Cl (,) s: (\)= .() I'Cl ... . . ..., l;:: (\) (\) .- iij 0 0 . . ;: (,) ... :;::;< - ~ 0 "C Ol C'lal () I'Cl s: 'c () () () () w < "C .- (\) 1Il E u.. I'Cl s: I'Cl ....J: I'Cl "C (\) t/) CI) t/) t/) I'Cl W W ~CI) ~ 'c w (5 :E CI) :E :E :E :E ..J ..., < ..., Cell indicates times per week unless noted otherwise. Times per month = xm. Times per year = xy. Not Applicable = na. Empty wastebaskets and replace liner as needed 5 3 3 5 -- 3 5 5 5 5 5 5 2 5 5 na 5 Dust all furniture incl. desks, chairs and tables 5 3 3 3 5 5 5 5 5 5 2 5 5 c-.5 na 5 Dust all e)(posed filing cabinets, bookcases and shelves 5 3 3 3 5 5 5 5 5 5 2 5 5 5 na 5 Sanitize telephone handsets 1 1 1 1 1 1 1 1 1 1 1 1 1 na 1 Low dusting - horizontal surface (below 30") 1 1 1 1 1 1 1 1 1 1 1 1 1 1 na 1 High dusting - horizontal surface (above 70" to 96") 1 1 1 1 1 1 1 1 1 1 1 1 1 1 na 1 Spot clean desk tops (exposed areas only, do not displace any items) 5 3 3 3 5 5 5 5 5 5 2 5 5 5 na 5 Clean entire entry glass on entry doorways 5 3 3 3 5 5 5 5 5 5 2 5 5 5 ~~ti _Spot clean interior glass and windows 1 1 1 1 1 1 1 1 1 1 1 1 1 1 Dust mop r~silient and hard floors 5 3 3 3 5 5 5 5 5 5 2 5 5 5 Damp mop res~ilient and hard floors 5 3 3 3 5 5 5 5 5 5 2 5 5 5 Vacuum carpeted surfaces in traffic lanes 4 3 3 3 4 4 4 4 4 4 -.- 4 1 4 4 na 4 ':-:---~-------~-~- 1 na 1 Vacuum carpeted surfaces in entirety na na 1 1 1 1 1 1 1 1 1 na 1 Spot clean carpeted surfaces 5 na na na 5 5 5 5 5 5 2 5 5 5 na 5 Spot clean (spills, gum, etc.) on resilient surfaces 5 1 1 1 5 5 5 5 5 5 2 5 5 5 na 5 e-- -. Feather-dust blinds 1 1xm 1xm 1xm 1 1 1 1 1 1 1 1 1 1 na 1 Remove trash from facility to on-site dumpster 5 3 3 3 5 5 5 5 5 5 2 5 5 5 na 5 Window/glass cleaning - inside spots 1 1xm 1xm 1xm 1 1 1 1 1 1 1 1 1 1 na 1 Window/glass cleaning - inside complete 1xy 1xy 1xy 1xy 1xy 1xy 1xy 1xy 1xy 1xy 1xy 1xy 1xy 1xy na 1xy Clean or Dust any type of Electronic Equipment 1----<- no no no no no no no no no no no no no no na no Remove recycing from central stations to basement no no no no no no no Mon Mon Mon no no no no na no <: (J) (J) (J) (J) (J)<:I<I<IO o/I/or"lml'S: S:/'S:S: m <: ...... ...... ...... .-+ -0 ::S Ol I Ol Ol e: _. '3 Ol Ol Ol Ol Ol Ol Ol Ol Ol 0 ~ ~ ~ 3 '^ co <:: I' _. _. _. _. ro -. -. _. _. ...... 0. 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Cl> .- ~ c: l\l (,) c: Cl>= ... . . ..., l\l Cl> (,) c: Cl> (,) l\l .2 . . 0 3: ;;<( - :;] ..J en ;; <((f) enaJ 0 l\l C c: U U U u ill Project Cleaning < l\l " Ul Ul l\l " LL l\l Cl> (f) (f) (f) (f) w w :;] :;] w 0 :iE (f) :iE :iE :iE :iE ..., ..., Carpet - Extract all carpeted open areas - 1 st Apr Apr Apr Feb Feb May Mar Jan Apr Apr May May iJun Carpet - Extract all carpeted areas in open areas - 2nd Oct Oct Oct Aug Aug Nov Sep Jul Oct Nov Nov Dec Tile - Strip and refinish waxable tile with four coats (25% solids Acrylic) Apr Apr Apr Feb Feb May Jan Apr May May May -" ~--- Tile - Shower scrub and refinish waxable tile with two coats Oct Oct Oct Aug Aug Nov Jul Nov Nov Nov Slate, Terrazzo - Power scrub & Extract Rinse 1st Feb Feb May Mar Jan Apr May May May May Jun Ceramic, Slate, Terrazzo - Power scrub & Extract Rinse 2nd Aug Aug Nov Sep Jul Oct Nov Nov Nov -- Nov Dec f-.- Concrete Floor - Shower Scrub & two coats (25% solids Acrylic) Apr Services at Extra Costs Please list below hourly rates for this type of work or list additional items that you may feel were overlooked. Carpet - Extract all carpeted areas moving furniture .18 per square foot, $35 minimum, unless in facility, or contract is less Carpet - Apply Dupont Teflon soil & stain protector .06 per square foot, $35 minimum, unless in facility, or contract is less Carpet - Apply anti-static treatments to car et .05 per square foot, $35 minimum, unless in facility, or contract is less Carpet - extract spills/floods (of emer ency nature) $95 minimum, unless in facility, or contract is less Hard Floors - Clean, Restore, & Reseal w/Penetrator $00.21/sqft, $35 min, or contract is less Concrete Floors - Scrub and Reseal wI Acrylic Finish $00.21/sqft, $35 min, or contract is less Upholstry - extract wet cleanable furniture $2/offce char, $4/watingchr, $30/LivingRoom(LR)Chair, $60/LR Loveseat, $80/Sofa Upholstry - a ply Dupont Teflon soil and stain protector $.25/offce char, $.5/watingchr, $5/LivingRoom(LR)Chair, $10/LR Loveseat, $20/Sofa Upholstry - extract solvent cleanable furniture $2/offce char, $4/wc;ltingchr, $30/LivingRoom(LR)Chair, $60/LR Loveseat, $80/Sofa Upholstry - clean and apply protectant to leather furniture $2/offce char, $4/watingchr, $30/LivingRoom(LR)Chair, $60/LR Loveseat, $80/Sofa Draperies - solvent clean hanging draperies $80/window, both sides, 8' drapes Draperies - apply solvent based protectant $20/window, both sides, 8' drapes Wood floors - clean and re-coat with acrylic finish .18 per square foot, $35 minimum, unless in facility, or contract is less Window clean in - clean outside windows $2 er ane<20', $35 minimum, unless in facili ,or contract is less Airport Administration Building 0219 Eldon Wilson Road - Gypsum, CO 81637 13,195 $1,278,866.00 Airport Control Tower 0215 Airport Road - Gypsum, CO 81637 5,500 $1,588,735.00 Airport Terminal 0217 Eldon Wilson Road - Gypsum, CO 81637 62,000 $2,006,525.00 Animal Services 1400 Fairgrounds Road - Eagle, CO 81631 5,000 $887,462.00 Avon Annex 100 W. Beaver Creek Blvd.- Avon, CO 81620 3,618 $1,639,093.00 Eagle County Building 500 Broadway - Eagle, CO 81631 66,900 $10,699,483.00 Eagle-Vail SO 20 Eagle Road -Avon, Co 81620 2,600 $390,000.00 Edwards SO 69 Edwards Access Rd. - Edwards, CO 81632 1,000 Leased EI Jebal Community Center 0020 Eagle County Rd. - EI Jebel, CO 81623 15,305 $2,780,455.00 Facilities Management 590 Broadway - Eagle, CO 81631 1,900 $305,605.00 Justice Center 0885 Chambers Rd. - Eagle, Co 81631 43,546 $9,499,994.00 Justice Center Annex 0955 Chambers Rd. - Eagle, CO 81631 5,000 $887,462.00 Landfill 2250 Highway 131 - Wolcott, CO 81655 1,440 $70,690.00 ~-, MSC - Bldg A 3299 Cooley Mesa Rd. - Gypsum, CO 81637 8,891 $1,588,735.00 MSC - Bldg B 3299 Cooley Mesa Rd. - Gypsum, CO 81637 6,523 $1,155,659.00 MSC - Bldg C 3299 Cooley Mesa Rd. - Gypsum, CO 81637 28,039 $4,696,059.00 MSC Bldg 0 3299 Cooley Mesa Rd. - Gypsum, CO 81637 20,700 $2,520,000.00 Old Courthouse 550 Broadway - Eagle, CO 81631 20,157 $4,296,204.00 Senior Center 713 Broadway - Eagle, CO 81631 4,359 $343,058.00 7. List any additional related information or qualifications about your organization. Best Service for Eagle County: We believe that US Cleaning Professionals are the best choice for the Eagle County Facilities. US Cleaning Professionals has the infrastructure and capabilities of providing quality and reliable service for every building without any difficulties. Our current system of operation for US Cleaning Professionals is established, implemented and standardized and include the following benefits for all of it's clients, large or small: 1) Standardized training for janitors, lead crewman & supervisors; All employees are continually trained in the basics of cleaning, inspecting or management. In this way, even employees with training from other companies will learn and understand the mission of US Cleaning Professionals to provide quality service that sets us apart from other service contractors. 2) Standardized timekeeping & payroll; US Cleaning Professionals has the advantage over other service companies with our "Telephone Timekeeping System". In this way, our company and our clients are assured of prompt and consistent service without "no shows" or "inadequate service time". 3) You will reach a live US Cleaning Professional employee or officer of the company & can dispatch' emergency call outs - 24 hours per day, 7 days per week. Eagle County, Colorado NOTICE OF REQUEST FOR PROPOSALS FOR JANITORIAL SERVICES Eagle, Colorado September, 2005 Eagle County is soliciting proposals from qualified contractors for Interior Cleaning Services for all the Eagle County Facilities. This entails three (3) contracts: 1) for the Eagle County Airport Terminal, 2) for the Eagle County Airport Administration Offices and Tower, and 3) for all other County Facilities. To be considered in this proposal, contractors must meet the following qualifications: 1) Have conducted business for a minimum of five years on the western slope, 2) Submit eight (8) references; three from suppliers/financial and five from contracts presently being serviced. 3) Presently be servicing a minimum of 100,000 square feet of commercial space on the western slope. Interested parties must pick-up a packet of information between 8:00 am 9/21/05 through 5:00 pm 9/28/05. This packet includes information, part of which must be submitted for prescreening by 4:00 pm 9/30/05. This packet can be obtained by: 1) Visiting the Eagle County website at www.eaglecounty.us/rfp.cfm 2) Visiting the Facilities Management Department at 590 Broadway, Eagle, CO during the hours of 8:00 a.m. to 5:00 p.m. Monday through Friday 3) Calling 970-328-8880 4) Faxing a request to 970-328-8899 5) E-mailing a request to fmeagle(cV,eaglecounty.us Qualifying Contractors will be required to attend Site Tours prior to submitting a proposal. Tours will be conducted on October 4th, for non-airport County facilities and October 5th, for the Airport Offices, Tower, and Terminal. Specific Tour Information (time and meeting location) will be given to Qualifying Contractors prior to the dates listed above. After the site tours, proposals will be received at the Facilities Mana2ement Department 590 Broadway, P.O. Box 850, Eagle, Colorado 81631, until 12:00 pm (MST) October 11th, 2005. Any proposal received after this time will not be considered. Proposals will be evaluated only from those proposals that meet the qualifications as set forth in the complete Request for Proposal (RFP) documents. Eagle County reserves the right to award to the best bid based upon a consideration of both cost and quality of services to be provided, reject all or portions of any or all proposals, to waive irregularities and technicalities, to re-advertise or to proceed to provide the service otherwise in the best interest of the county. Eagle County may, at its sole discretion, modify or amend any and all provisions herein. Notice of Request for Proposals for Janitorial Services RFP Table of Contents 1. Introduction 2. PrequalificationJprescreening information - To be submitted for consideration before 9/30/2005, (also attached in final proposal) 3. Proposal Format - Submission format outline and other necessary information for inclusion 4. Agreements - Eagle County non-airport facilities - Eagle County Airport Administration/ ARFF Offices and Air Traffic Control Tower - Eagle County Airport Terminal (Eagle County Air Terminal Corporation, ECA T) Exhibits: Maps, diagrams, historical paper usages, sq. footages, building valuations, etc. Notice of Request for Proposals for Janitorial Services Introduction Eagle County is soliciting proposals from qualified contractors for Interior Cleaning Services for all the Eagle County Facilities. This entails three (3) contracts: 1) for the Eagle County Airport Terminal, 2) for the Eagle County Airport Administration Offices and Tower, and 3) for all other County Facilities. To be considered in this proposal, contractors must meet the following qualifications: 4) Have conducted business for a minimum of five years on the western slope. 5) Submit eight (8) references; three from suppliers/financial and five from contracts presently being serviced. 6) Presently be servicing a minimum of 100,000 square feet of commercial space on the western slope. Interested parties must pick-up a packet of information between 8:00 am 9/21/05 through 5:00 pm 9/28/05. This packet includes information, part of which must be submitted for pre screening by 4:00 pm 9/30/05. This packet can be obtained by: 6) Visiting the Eagle County website at www.eaglecounty.us/rfu.cfm 7) Visiting the Facilities ManagementDepartment at 590 Broadway, Eagle, CO during the hours of 8:00 a.m. to 5:00 p.m. Monday through Friday 8) Calling 970-328-8880 9) Faxing a request to 970-328-8899 10) E-mailing a request to fmeagle(cV,eaglecounty.us Qualifying Contractors will be required to attend Site Tours prior to submitting a proposal. Tours will be conducted on October 4t\ for non-airport County facilities and October 5th, for the Airport Offices, Tower, and Terminal. Specific Tour Information (time and meeting location) will be given to Qualifying Contractors prior to the dates listed above. After the site tours, proposals will be received at the Facilities Mana2ement Department 590 Broadway, P.O. Box 850, Eagle, Colorado 81631, until 12:00 pm (MST) October Ut\ 2005. Any proposal received after this time will not be considered. Proposals will be evaluated only from those proposals that meet the qualifications as set forth in the complete Request for Proposal (RFP) documents. Eagle County reserves the right to award to the best bid based upon a consideration of both cost and quality of services to be provided, reject all or portions of any or all proposals, to waive irregularities and technicalities, to re-advertise or to proceed to provide the service otherwise in the best interest of the county. Eagle County may, at its sole discretion, modify or amend any and all provisions herein. Notice of Request for Proposals for Janitorial Services Pre-Qualification/Pre-screenin2 Information ***** Due 9/30/05 by 4:00 pm ***** Company Information Company Name: Company Address: Phone: Fax: Email: Location & Date Established Principal Officers of Contractor: (Managers & Name Title Members if LLC) Name Title Name Title Federal Tax ID #: Proposing Contractor's State of Incorporation (State of Organization if LLC): Notice of Request for Proposals for Janitorial Services PreQualification References ***** Due 9/30/05 by 4:00 pm ***** Current Contracts: Total of Five References Company Name: Contact: 1. Phone number: Contract Sq. Ft: Company Name: Contact: 2. Phone number: Contract Sq. Ft: Company Name: Contact: 3. Phone number: Contract Sq. Ft: Company Name: Contact: 4. Phone number: Contract Sq. Ft: Company Name: Contact: 5. Phone number: Contract Sq, Ft: Notice of Request for Proposals for Janitorial Services Prequalification Suppliers/Financial Information ***** Due 9/30/05 by 4:00 pm ***** Total of Three Financial References Company Name: 1. Contact: Phone number: Company Name: 2. Contact: Phone number: Company Name: 3. Contact: Phone number: Insurance Insurance certificate attached? Minimum Insurance: - $1,000,000 General Liability - Workers Compensation Insurance (as required by Colorado law) Notice of Request for Proposals for Janitorial Services ** Copies of the proposed contracts have been included for my review. By printing the words "no-exceptions" (here): I confirm that I have received a complete set of proposal documents and take no exceptions to any of the terms, conditions, or specifications of these proposal documents. Any exceptions taken to any of the terms, conditions or specifications of these proposal documents, are clearly stated on a separate sheet of paper attached to this sheet as well as attached to proposal in section 7. Pre-Qualification Authorized By: Signature Date Printed name and title ***** End Pre-Qualification Packet ***** ***** Due 9/30/05 by 4:00 pm ***** Notice of Request for Proposals for Janitorial Services Proposal Format/Instructions ***** Proposal Due October 11, 2005, 12:00 pm MST ***** Proposals shall be submitted as typed or word processed documents and include all information listed in the following outline. Additionally, proposals shall follow the following outline format and be numbered and lettered as listed, and tabbed by section number (1-7), Proposal Outline Please submit seven proposal copies, tabbed 1-7 according to the following format 1. Experience and reputation a. Prequalification information attachment (submitted by 9/30/05) - Company information - References * From five current contracts/customers (which entails cumulative cleaning of 100,000 sq. ft. or greater) and three financial references * Include name of organization, contact person, current phone number, and square footage of contract - Insurance - Pre-qualification authorization b. Additional Proposal Information - Demonstrate that contractor is organized for the purposes of providing janitorial services for immediate start-up, evidenced by: * Past performance * Current resources and personnel c. Corporate history - Past contracts - Organizational chart - Other (related policies, philosophies, etc...) d. Environmentally safe practices - Eagle County encourages the use of environmentally safe practices and products and welcomes the consideration. of such practices and products in proposals, 2. Insurance summary a. Type of insurances and corresponding policy numbers, limits, & effective dates b. Name, address and phone number(s) of insurance company(s) and agent(s) c. Letter assuring ability to list Eagle County and Eagle County Air Terminal Corporation as additional insured 3. Employee selection and training a, Process involved in selecting and hiring qualified applicants - Background Check b. Initial and on-going training processes c. Quality control- Supervisor Checklist (Sample Attached) Notice of Request for Proposals for Janitorial Services d. Safety c. Security Issues - Photo ID and Uniforms, Prior Arrests/Convictions 4. Equipment and services a. Listing of all cleaning, maintenance, and other related services b. List of equipment* and materials** including quantity and locations for storage c. Emergency response procedure/policies/capabilities - Hourly Rate for such Service d. Other related items *Recommended Equipment Upright Vacuums Truck Mounted Vacuum for Carpet and Hard Surfaces **Recommended Materials 25% solids multi-cross link acrylic finish 5. Certifications & affiliations a. Professional affiliations b. Certifications li~ted by each participating member of the organization 6. Task schedules and pricing analysis for: See sample pricing analysis*, attached (available in excel format via e-mail) a. Eagle County facilities (excluding airport properties) b. Eagle County Airport administration offices & fire station, and air traffic control tower c. Eagle County Airport terminal * Pricing analysis should include proposed monthly labor cost, paper & other consumables cost, and proposed hourly rate per person for amended (extended) cleaning schedules, as needed. (Monthly costs shall be totaled for 12 month periods beginning with the month of January and include escalation method and total for initial term and four renewal terms.) 7. List any additional related information or qualifications about your organization. Notice of Request for Proposals for Janitorial Services