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NOTICE TO BIDDERS
Notice is given that Cleveland County, North Carolina will receive bids until 4:00 PM May 4, 2007 for the following:
JANITORIAL CLEANING SERVICE
CLEVELAND COUNTY
MEMORIAL LIBRARY
104 HOWIE DR, SHELBY NC
Specifications may be obtained at the Purchasing Office, Monday- Friday at the Administrative Building, 311 E. Marion St. Shelby NC 28151 or by email.
If you intend to participate in this bid, it is important that you contact the Purchasing Office so you will receive all addenda.
Cleveland County reserves the right to reject any and all bids in whole or in part and to waive any formalities as may be permitted by law.
Kim Ogle
Purchasing Agent
704-484-4840
704-484-4796 fax#
Email address- Purchasing.Dept@
RUN ONE TIME SUNDAY April 1st 2007 in Shelby Star
JANITORIAL CLEANING SERVICE
CLEVELAND COUNTY
MEMORIAL LIBRARY
104 HOWIE DR, SHELBY NC
The undersigned, as Bidder, hereby declares that the only person or persons interested in this proposal as principal or principals is or are named herein and that no other person than herein mentioned has any interest in the proposal or in the contract to be entered into; that this proposal is made without connection with any other person, company or parties making a bid or proposal; and that it is in all respects fair and in good faith without collusion or fraud.
The Bidder further declares that he has examined the Specified Terms and conditions and read all special provisions furnished prior to the opening of bids; and that he has satisfied himself relative to the services to be performed.
The Bidder proposes and agrees if this proposal is accepted to contract with Cleveland County, North Carolina, in the form of contract specified, to furnish all necessary implements, equipment, tools, labor and supervision for the total cost of:
Pricing to be honored for term of contract July 1, 2007 through June 30, 2009
$________________Monthly Amount
_____________________________________ ___________________________________
Name of Company Signature & Title Date
______________________________________ ___________________________________
Street Address or PO Box City, State & Zip Code
_______________________________________
Federal ID No. or Social Security
_______________________________________
Telephone Number
Proposals to be returned by May 4, 2007 to the address below:
Cleveland County Purchasing Office
Attn: Kim Ogle
311 E. Marion St
PO Box 1210
Shelby NC 28151-1210.
Please attach a copy of your Certificate of Insurance or will need to provide within (7) days if awarded contract.
JANITORIAL CLEANING SERVICE
CLEVELAND COUNTY
MEMORIAL LIBRARY
104 HOWIE DR, SHELBY NC
This contract made and entered into the first day of July 1, 2007 through June 30, 2009, by and between Cleveland County, North Carolina, a municipal corporation, and _________________, sets forth the terms and conditions for the Janitorial Services and payment for said services at the Cleveland County Memorial Library.
________________(company) hereby agrees to meet all requirements and conditions set forth and described in the instructions to bidders, Special and General Specifications that were advertised.
Therefore, the Cleveland County, North Carolina agrees to pay ______________ (company) the sum of
$ ______________ monthly. Payment will be made monthly after service is completed and mailed fourteen (14) days after invoice is received in Accounts Payable, PO Box 1210, Shelby, NC 28151-1210.
If services provided by ___________________ (company) are to the satisfaction of Cleveland County, this contract may be extended on an annual basis for up to two (2) additional years. This contract may be terminated by Cleveland County or ______________________ (company) provided a thirty day notice, in writing, is given to the other party.
_______________________________
Cleaning Company
This instrument has been pre-audited in the manner required by, and complies
with, Article 3 of Chapter 159 of the NC General Statutes, also cited as
“The Local Government Budget and Fiscal Control Act”.
_______________________________
County Finance Director
SPECIFICATIONS
It is the intention of these specifications to set forth the requirements and conditions for performing Janitorial services at the Cleveland County Memorial Library.
• Main Library is located at 104 Howie Drive, Shelby NC
The contractor shall perform the required services in all areas of the building and shall be qualified to furnish a complete and efficient indoor janitorial service, including all labor, supervision, and cleaning materials.
The contractor shall provide an individual to personally contact the Library Director at 704-487-9069 ext 222 during normal working hours in order to learn of any deficiencies or any special cleaning request. Contacts should be made a minimum of twice monthly.
The enclosed specifications are the minimum requirements to maintain the building in a clean and orderly manner. The successful bidder shall be prepared to perform each task as stated according to the work schedule without prodding or reminders by the Administration.
Building Areas:
Main Library consists of approximately 27,000 Sq Ft.
Work schedule:
The janitorial service shall be provided five days a week, Monday thru Friday, during the hours of 8:00pm to 6:00am. County holidays shall be observed by the contractor. All work must be performed at the Main Library
Services to be Performed:
Floors:
• Carpeted floors will be thoroughly vacuumed on a weekly basis unless the need requires greater attention.
• Non-carpeted floors shall be maintained twice a month with a wax coat. The wax coat shall be a visible high gloss finish which shall be maintained free of scruff and scratch marks by mopping with treated dust mops, wet mopping, scrubbing, spot buffing and waxing.
• Non-carpeted floors must be stripped periodically because of the dirt that is ground into the floor finish or wax. This consist of removing all wax or finish from the floor with a floor machine and commercial wax stripper. Stripping should be held to a minimum by proper daily care. The frequency of this operation should be determined by traffic and outside weather conditions.
Daily:
• Empty all outside ashtrays and wipe out with a damp cloth.
• Empty all trash cans and keep reasonably free of dirt and contamination. Each trashcan shall be lined with a plastic liner supplied by the contractor. Trash shall be collected in containers and plastic bags provided by the contractor. The bags containing the trash will be placed each night in the trash disposal units located outside the building.
• Clean all water fountains and sinks.
• Clean the glass surroundings all entrance/exit ways. Shall include glass in entrance/exit doors as well as adjacent glass to entrance/exit. All door frames-entrance/exit and interior- and horizontal and vertical frames-inside and out. Surrounding adjacent glass should be cleaned simultaneously with the glass areas.
• Clean all restrooms as follows:
• Clean sinks
• Clean and disinfect toilets and urinals with a non-acid bowl cleaner. Urinal blocks will be kept in urinals by the contractor
• Clean mirrors, around fixtures and partitions
• Damp mop floors with disinfectant and scrub on a weekly basis to include
baseboard tile.
• Replace hand towels, tissue and soap. (these items will be furnished by the county maintenance dept)
• Clean tile walls behind toilets.
• Clean walls around sink basin and around door jams and light switch.
• Clorox will not be used anywhere in the building
The janitor shall check to insure that all lights are out in the building when not in use. Before leaving in the evening, the custodian shall check to be sure that all electrical appliances in the break areas are off and that all lights are out and all doors locked.
• Clean kitchen and coffee rooms as follows:
o Wipe up floors each night to remove spillage
o Clean counter tops
• Do not prop outside doors open while cleaning the building
• Do not prop doors to inside offices open while cleaning
• Sweep hallways and stairways and break areas daily
Weekly Cleaning:
• Maintain and clean janitors room
• Vacuum thoroughly under and around each desk and or work area
• Damp mop each chair mat
• Damp wipe and dust all window sills throughout the building
• Damp wipe and clean all telephone receivers and telephones
• Dust and damp wipe as required all metal partitions
As Needed:
• Heavy dusting-dust all horizontal and vertical surfaces of all furniture, fixtures, woodwork, doors, rubber base molding in each room etc. Damp wipe all metal desks to remove fingerprints and dust cloth or polish.
• Wash and clean exterior of filing cabinets removing fingerprints and leaving free of streaks
• Clean interior glass and mirrors
• Mop stairwells at least once a week
• Spot clean fingerprints and dirt from walls, woodwork, doors and door jams
• All furniture (that’s clear of paper work) shall be dusted including the removal of fingerprints from glass top desks. This shall include desk, chairs, chair bases, filing cabinets, telephones, shelves, bookcases, etc.
SPECIAL CONDITIONS
Bidder Qualifications: The successful bidder shall have been in the industrial cleaning business for a minimum of one year and maintain a full time staff of three or more employees. The bidder shall have a person or persons available during normal daylight working hours to address any problems or complaints.
Insurance: The contractor shall maintain insurance requirements throughout the term of the contract, see insurance requirements below: The contractor will be given seven (7) days form the contract start date to provide the following insurance information to the County.
o Proof of bodily injury and property damage liability insurance as shall protect the contractor and any sub-contractor performing work under this contract from claims of injury or damage by contractor, sub-contractor or any one directly employed by either. The amount of insurance shall not be less than $300,000.00
o Workers Compensation Insurance is required by Cleveland County and should meet these requirements: Employers Liability $100,000 per accident limit, $500,000 disease per policy limit, $100,000 disease each employee limit, providing coverage for all employees and owners
Award of Bid: The bid will be awarded to the lowest responsible bidder taking into consideration information furnished with the bid as well as outside references.
Contractor and Employees- The contractor shall use only qualified personnel on the job and shall be responsible for insuring that employees abide by all rules and regulations set forth for the building. Employees shall be instructed not to disturb desk, drawers, and materials lying on desks or use the equipment, computers or use the telephones for personal use. Contractor and employees shall be responsible for insuring all keys are handled properly, that is, locking all required doors, removing keys and preventing unauthorized people from entering the building.
Contract Dates: The effective date of the contract will be July 1, 2007 through June 30, 2009. If this contract is not terminated by either party prior to the expiration of the original or any extended term, then it shall automatically be renewed and extended for successive one (1) year terms upon agreement of both parties. The contract may be cancelled upon thirty (30) days written notice by either party, unless grossly negligent work is discovered, in which case, the contract may be canceled immediately.
Hours: All work must be performed during weekday hours of 5:00 p.m. to 12:00 midnight, unless weekend work is warranted and previously arranged authorization has been obtained from Cleveland County Memorial Library Director.
What the Contractor shall Furnish: Contractor shall furnish all labor, all cleaning supplies, plastic trash bags, ties, trash can liners and containers for collecting trash, as well as cleaning equipment.
Safety: The Contractor expressly agrees that it shall be solely responsible for supervising its employees, that it shall comply with all rules, regulation, orders, standards and interpretation promulgated pursuant to the Occupations Safety and Health Act of 1970 of the State of NC. Including but not limited to training, provision of personal protective equipment, adherence to all appropriate lock out procedures, and providing all notices, material safety data sheets, labels, etc, required by the right-to-know standard.
Hold Harmless: The Contract represent that he/she is an independent contractor and agrees to indemnify, defend and hold harmless Cleveland County, North Carolina, its officers, agents, employees, successors and further agrees to hold harmless and defend the property over, County of Cleveland from any and all claims, suits, judgment, damages, or causes of action of any king, nature or description whatsoever, including any and all cost, attorney fees, defense and any and all other expenses arising out of or from the Contractor’ performance of this contract by Contractor or by any of the Contractors’ officers, agents, employees. The Contractor shall pay all claims and losses in connection with therewith and shall investigate and defend all claims, suits or actions of any nature and kind in the name of Cleveland County, North Carolina. The Contractor expressly understands and agrees that any insurance protection required by this agreement or otherwise provided by Contractor shall in no way limit the responsibility of the Contractor to indemnify, keep and save harmless and defend Cleveland County, North Carolina as herein provided.
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