Quotation for Small Purchases Janitorial Services and Supplies

[Pages:41]Quotation for Small Purchases Janitorial Services and Supplies

8933 Interchange Drive, Houston, TX 77054 Phone: (713) 578-2100 Fax: (713) 669-4594 Web:

Introduction

Harris County Housing Authority (HCHA) hereby solicits quotations from interested Vendors to provide Janitorial Services and Supplies, for its central office, as specified in this Quotation for Small Purchases (QSP). The duration and contract for services shall be for two (2) years, with the option to renew for two (2) additional years. HCHA's central office is located at 8933 Interchange Drive, Houston, Texas, 77054.

Vendors are required to submit written quotes that present the vendor's qualifications and understanding of the work to be performed. The vendor's quote should be prepared simply and economically and should provide all information it considers pertinent to its qualifications for the scope of services contained herein. Emphasis should be placed on completeness of services offered and clarity of content of the quote

The proposal must be submitted no later than 4:00 PM on Wednesday, January 31, 2018, to the following mailing or email address:

Harris County Housing Authority Attn: Finance Department 8933 Interchange Drive Houston, TX 77054

E-mail: Finance@

General Instructions for Proposal

Quotation Content - A completed quote must contain the following:

o Cost of service and what is inclusive of said cost. Price(s) quoted should be firm for the duration of contract.

o Experience and qualifications of vendor

o Insurance coverage

o Fee for service

Monthly Fee

$___________________

o All vendors must complete and submit the following forms with their proposal:

Conflict of Interest Questionnaire (CIQ) M/WBE Participation Form Bidder's Proposed M/WBE Participation Form Sample Format for Record Keeping Estimated Project Work Force Breakdown Form of Non-Collusive Affidavit Form Instructions to Offerors for Non-Construction (Form HUD-5369-B) Certifications and Representations of Offerors for Non-Construction Contracts (Form HUD 5369-C) General Conditions for Non-Construction Contracts (Form HUD 5370-C) Certification of Payments to Influence Federal Transactions Section 3 Policy Ethics Policy

HCHA ? QSP for Janitorial Services

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o All permits, licenses and professional credentials necessary to perform services. o A list of three (3) current and three (3) former clients. References must be satisfactory and include

company's name, address, phone number and point of contact. References should have similar scope, volume and requirements to those outlined in this request.

Proposal Period o Proposal prices are to be firm for ninety (90) days.

Quotation Award o It is the intent of HCHA to accept the lowest responsible quote, provided it has been submitted in accordance with the requirements of this solicitation. If a vendor's quote is selected, it will be the most advantageous regarding price, quality of service, the vendor's qualifications and capabilities to provide the specified service, and other factors which HCHA may consider. HCHA reserves the right to accept or reject any or all quotes. o All vendors will be notified in writing via e-mail, fax, or mail of the decision rendered. o A Standard Agreement will be issued upon Board approval. o A Standard Agreement will be transmitted electronically, faxed, or mailed and shall be the only authorization used.

Payments o Payment will be made to the vendor within thirty (30) days upon receiving an approvable monthly invoice. The invoice shall state the period and services performed and amount. Special services if requested and provided will be billed via a separate invoice and comprise of a detailed description of the service provided and the date it was provided. HCHA shall notify vendor of any adjustments required to be made to an invoice. Invoices should contain an invoice number, remittance address, itemized products and/or services provided and price as quoted. o Prior to any and all payments made for goods and/or services provided under this contract, the vendor must provide their tax payer identification number or social security number as applicable. This information must be on file with HCHA. Failure to provide this information may result in a delay in payment and/or backup with holdings as required by the Internal Revenue Service. o HCHA is exempt from all federal, state and local taxes unless otherwise stated in this solicitation. HCHA claims exemption from all sales and/or use taxes under Texas Tax Code 151.309 as amended. Texas Limited Sales Tax Exemption Certificates will be furnished upon written request to HCHA.

HCHA ? QSP for Janitorial Services

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Scope of Services To schedule an appointment to view the building beforehand, please contact the Finance Department via e-mail at Finance@. The approximate square footage of the building is 24,635.

The vendor shall furnish all labor, supervision, equipment, materials and supplies necessary to maintain the minimum standards of performance acceptable to HCHA.

The office area to be cleaned is approximately 24,635 square feet. The Vendor shall perform the services between the hours of 3:00 PM and 8:00 PM, every Monday through Friday, or as scheduled by HCHA. In the event a HCHA scheduled holiday coincides with the scheduled cleaning services day, the vendor shall contact HCHA to reschedule the services on the next business day. A pro-rated amount shall be deducted from the monthly invoice for each day the service is not provided during the week.

Vendor shall perform tasks at the frequency listed below to maintain the following minimum standards of performance:

Surfaces - No feather dusters shall be used. Surfaces shall be cleaned using clean, damp materials where applicable and free from dust and dirt after cleaning is completed.

Floors ? Floors shall be free from any visible dirt being left behind or under furniture or any other object that is not permanently installed or securely fastened in place. All floors shall be vacuumed as applicable/or damp mopped.

Trash ? All rash shall be removed from wastebaskets, trash receptacles and other items specifically marked "trash" shall be removed from the building and placed in the designated container outside the building. Stains and spillage from trash shall be removed each visit.

Products and Equipment ? The vendor shall not use any product, supplies or equipment, which may damage the surface to which they are being applied or exposed. The vendor is responsible for restoring or replacing any equipment, furniture, floor covering, etc., damaged as a result of his/her employee's sole negligence.

The vendor shall provide and maintain on file in the janitorial closet material safety data sheets for all products use in provide the services.

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The tasks and frequencies listed below are deemed necessary to provide the level of service required to

maintain the cleaning standards of HCHA.

Area/Item

Task

Frequency

Carpet floor

Vacuum (including under tables,

desk, chairs, etc.)

Daily

Remove spots and stains as needed As needed

Shampoo carpet

Semi-annually

Tile floors

Sweep clean and damp mop

Daily

Vinyl floors Waste baskets/trash receptacles Entrance doors

Interior doors and wall switches Blinds Front Windows Window sills, base boards and molding Furniture

Restrooms and exercise room

Break Room, break/vending counter areas and drinking

HCHA ? QSP for Janitorial Services

Sweep clean and damp mop Empty and replace liners Clean and wash receptacles Clean free of spots and smudges inside and out Clean building entrances of trash and cigarette butts Clean and hardware free of spots and smudges each side Polish doors and hardware each side Dust top to bottom with a damp cloth and dry wipe Wash inside and outside Dust all exposed surfaces

Daily Daily As needed but min. quarterly

Daily

Monthly Monthly

Monthly Monthly Monthly

Wipe all desk tops, credenzas, tables with a damp cloth Vacuum cloth chairs - seats and backs Clean all washbasins, mirrors, shelving, etc. Wipe and dry the surfaces Scour and disinfect all toilets and urinals Remove writing or marks from walls Clean all walls with germicidal disinfectant Sweep, clean and mop floors with germicidal disinfectant Wipe clean all soap, paper towel dispensers, etc. and refill as needed Refill air freshener dispensers Strip and reseal floors

Sweep, clean and damp mop floor Strip, wash and re-wax floor

Weekly Weekly

Daily

Daily

As needed

Daily

Daily

Daily Daily Semi-annually Daily Semi-annually

5

Fountains

Pantry Storage Rooms/Closets Stairs Elevator Board Room conference room, file room and lobby

Miscellaneous

Clean, sanitize and wipe down sink, counter top, cabinet fronts, tables and chairs Clean, sanitize and wipe down inside and outside of microwave, refrigerator, coffee machine and drinking fountains Replenish hand towels and dish detergent Sweep, clean and damp mop floor Dust and wipe down shelving Sweep, clean and damp mop floor Clean stairs risers and treads Clean handrails Sweep, clean and damp mop floor Clean and damp wipe walls and handrails See carpet floor, waste baskets/trash receptacles, interior doors and wall switches, blinds, window sills, base boards and molding, stairs, pantry and furniture, etc. Dust and wipe down shelving Complete all high dusting, including vents, grilles, pictures, wall hangings, and wall mounted items, etc. Damaged/broken/replacement items shall be reported to HCHA

Daily

Daily As needed Weekly Weekly Monthly Daily Daily Daily Daily

Daily Weekly

Monthly Immediately upon identification

Building Layout o 1st floor ? 17,426 sq. ft. includes entryway, stairways, walkways, elevator, bathrooms, file room, conference rooms and entire office area.

o 2nd floor ? 7,209 sq. ft. includes hallways, stairways, bathrooms, gym, office area, boardroom and break room.

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Responsibilities of the Vendor The Vendor shall ensure that all employees involved in providing the services are in full compliance with the security requirements contained herein.

Vendor shall be responsible for its employees' conduct, and assuring that they are not engaging in any destructive or illegal activity. The vendor is responsible for ensuring that its employees do not disturb papers on desks, open drawers, cabinets or brief cases, use phones, etc. unless authorized by HCHA.

All employees of vendor providing service under this contract are required to pass a criminal background check and such passage must be evidenced to HCHA.

Within three (3) days after award of a contract, the vendor shall submit to HCHA, a complete plan of his/her operation to include the following:

Number of employees assigned to HCHA location; Name, address and telephone number of each assigned supervisor including assigned functions; Name, address and telephone number of assigned manager

Vendor shall furnish a qualified working or non-working supervisor on-site to supervise its employees and to ensure adherence to all aspects of the janitorial services.

Vendor shall contact and obtain approval from HCHA for non-scheduled service.

The vendor shall furnish and maintain an adequate quantity of all equipment, supplies and materials to perform the services exclusive of items identified as being provided by HCHA.

Vendors shall maintain all equipment in top working condition at all times and make the equipment available to its employees for use in providing the services.

The vendor is responsible for maintaining a tidy and sanitary environment for Harris County Housing Authority's customers and employees by cleaning the premises.

Responsibility of HCHA will provide the following equipment/supplies: Trash container liners Paper towels Hand Soap Toilet paper Liquid detergent Toilet seat covers Sanitation disposal bags Urinal screens

HCHA ? QSP for Janitorial Services

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