HomeMy WebLinkAbout18- RFP - Citywide Janitorial ServicesPage 1 of 52
Request for Proposals
For
JANITORIAL SERVICES CITYWIDE
Proposals must be received no later than:
Deliver proposal to:
Robin Crough, City Clerk
PO Box 1230
121 North Rouse Ave Suite 200
Bozeman, MT 59771
NOTICE IS HEREBY given that the City of Bozeman is requesting statement of qualifications with proposed
schedules and preliminary cost estimates for the proposed preliminary scope of work. All statements of
qualifications must be in the format specified, enclosed in a sealed envelope and clearly identified with RFP
title, company name and due date.
Deliver proposals to the City Clerk at the following address PO Box 1230, 121 North Rouse Ave, Suite 200,
Bozeman, MT 59771 by December 6, 2018 @ 4:00 pm. It is the sole responsibility of the proposing firm to
ensure that proposals are received prior to the closing time as late submittals will not be accepted and will be
returned unopened.
December 6, 2018 @ 4:00 pm
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I. DISCRIMINATION
Discrimination in the performance of any agreement awarded under this RFP on the basis of race, color,
religion, creed, sex, age, marital status, national origin, or actual or perceived sexual orientation, gender
identity or disability is prohibited. This prohibition shall apply to the hiring and treatment of the awarded
entity’s employees and to all subcontracts.
As such, each entity submitting under this notice shall include a provision wherein the submitting entity, or
entities, affirms in writing it will not discriminate on the basis of race, color, religion, creed, sex, age, marital
status, national origin, or because of actual or perceived sexual orientation, gender identity or disability and
which also recognizes the eventual contract will contain a provision prohibiting discrimination as described
above and that this prohibition on discrimination shall apply to the hiring and treatment of the submitting entity’s
employees and to all subcontracts.
Failure to comply with the above shall be cause for the City to deem the submittal non-responsive.
The City of Bozeman is required to be an Equal Opportunity Employer
DATED at Bozeman, Montana, this 15th day of November, 2018.
Robin Crough
City Clerk
For publication on:
November 18, 2018
November 25, 2018
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II. PROJECT DESCRIPTION
A. Introduction
The City of Bozeman is Montana’s fourth largest municipality with a population of approximately 39,860
persons (July 1, 2013). The City includes approximately 12,477 acres in size with a planning area of 42,463
acres. Bozeman sits in Gallatin County and is the county seat for the County. The City of Bozeman continues
to be the fastest growing community in Montana and is home to Montana State University. Between 2000
and 2013, the city’s population increased from 27,590 to 39,860 persons, an increase of 12,270 persons or
44.5 percent. In 2013, the Bozeman Yellowstone International Airport became Montana’s busiest airport with
812,093 passengers flying into and out of the facility.
Bozeman is renowned for its natural beauty, world-class fishing, skiing, abundant recreational opportunities,
and a gateway to Yellowstone National Park. Bozeman is the regional commercial center for much of south
central Montana with regional shopping mall, numerous national retailers, and a vibrant main street. Bozeman
Deaconess Hospital, Montana State University, along with city, county and federal governmental agencies are
the major employers. The state’s unadjusted unemployment rate is approximately 4.2 percent while Gallatin
County is approximately 3.7 percent.
The City is governed by a City Commission/City Manager form of government. The City Commission is made
up of four members plus a mayor that serves as the head of the City Commission. The City Commission
appoints a City Manager to oversee the City’s eight departments.
Additional information regarding the City of Bozeman may be obtained at:
http://www.bozeman.net
B. Project Overview
The City of Bozeman (hereinafter referred to as the “City”) is requesting proposals from a qualified private
firm, to establish a contract to provide complete professional Janitorial Services Citywide. The service
provider must be reputable, bonded and capable of furnishing required materials, equipment, tools,
incidentals, labor and supervision necessary to provide superior interior cleaning services for all City of
Bozeman facilities defined in this RFP document. The intent in soliciting proposals is to obtain cost savings
and to allow for a competitive process while maintaining quality of janitorial services.
III. PURPOSE OF REQUEST FOR PROPOSAL
The Facilities Division is soliciting proposals for Janitorial Services at 9 buildings at various locations. The
locations are City Hall, Fire Station #1/Police Annex, Alfred Stiff Professional Building, Bozeman Public Library,
Shops Complex, Laurel Glenn Annex, Vehicle Maintenance/HRDC Barn, Water Treatment Plant, and Water
Reclamation Facility.
Specifications
The purpose of this specification is to define the janitorial services requirements for various facilities owned
and operated by the City of Bozeman that are included in this contract. The objectives of the City are to secure
a timely, consistent, and cost effective janitorial contract from one contractor, to ensure clean and safe
facilities for employees and customers doing business with the City. The work covered in this specification
includes furnishing all labor, equipment, some supplies, managing inventory, and supervision necessary for a
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complete janitorial service. It shall be understood that in addition to these services, all task incidental to
cleaning functions no specifically listed but normally included in general janitorial practices will be provided.
The City will consider innovative solutions and alternatives that will best accomplish the desired outcome.
General Requirement/Provisions
The Custodial/Janitorial Services contractor is responsible for the cleanliness and sanitation of each building.
The description of each service area is to be used as a guideline for the Custodial/Janitorial Services contractor.
The description does not attempt to describe every detail or feature of the facility that is to be maintained by
the Custodial/Janitorial Services contractor.
The intent of this specification is to define the janitorial services requirements for various facilities owned by
and operated by the City of Bozeman included in this contract. On the Job Specification Pages for the overall
scope, definitions, detailed facility information, and frequency are listed in APPENDIX’s B & C. From that
information and a mandatory job walk/inspection of each facility, the potential contractor will provide the
Monthly Labor Hours and the Cost per Facility. The offeror will then provide a grand total for all Monthly Labor
Hours and Costs, Monthly Cost, and Annual Costs for all facilities combined on the Pricing Proposal Form listed
in APPENDIX F, for all Sites. All measurements provided are approximate and should be confirmed by the
offeror.
Contractor awarded janitorial services contract will be required to enter into a City of Bozeman Professional
Services Agreement (PSA). A sample of the PSA is listed in APPENDIX G.
Each Bid or proposal must be accompanied by a Certified Check, Cashier’s Check, or Bid Bond payable to the
City of Bozeman, Montana in the amount not less than three percent (3%) of the total of the first years bid
amount.
IV. SCHEDULE
Event Date/Time
Publication Dates of RFP Sunday, November 18, 2018; Sunday, November 25, 2018
Last Day for Questions/Clarifications Monday, December 3, 2018 @ Noon
Deadline for Receipt of Proposals Thursday, December 6, 2018 @ 4:00pm
Evaluation of Qualifications Friday, December 7, 2018
Pre-Proposal Conference and Job Site Walk Wednesday, November 28, @9:00am
Finalist interviews TBD
Pre-Proposal Conference and Job Site Walk: A MANDATORY pre-proposal conference and job site walk will be held on Wednesday, November 28, 9:00am, in the City Hall Commission Room 121 N. Rouse Ave, Bozeman, MT 59715. A pre-proposal meeting is held to allow for questions and clarifications concerning the City’s RFP process and subsequent contract award. In order to provide comprehensive answers and minimize response time, Offeror(s) will be asked to submit questions in writing prior to the meeting. Question can be e-mailed to mgray@Bozeman.net.
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Job Walk Site Visit: The site inspections will allow the prospective proposers to become familiar with all conditions that may affect the performance and cost of contract. Offerors should be familiar with the proposal prior to attending the informational meeting and the job walk. Locations of each site will be listed in APPENDIX E. Each attendee will be responsible for getting to each of the offsite facilities during the walkthrough. NOTE: The informational meeting and inspection of the facilities are mandatory. Any proposals received from contractors who did not attend the pre-proposal meeting and the site inspections will be declared nonresponsive to the RFP. All prospective contractors will be required to sign in prior to the meeting and at the conclusion of the site visits. The last day to submit questions to the Facilities Division is Monday, December 3, 2018 @ Noon. This will allow sufficient time for any addenda to be issued by the City to all bidders. All questions must be submitted in writing via email to Mike Gray, Facilities Superintendent, mgray@bozeman.net. All RFP questions and related answers will be posted to the City’s website for review by anyone interested in the project.
V. CONTACTS
Any administrative questions regarding bidding procedures should be directed to:
Robin Crough, City Clerk (406) 582-2321; agenda@bozeman.net
Questions relating to scope of services may be directed to:
Mike Gray, Facilities Superintendent, (406) 582-3232; mgray@bozeman.net
VI. IMPORTANT DATES
• 1st RFP Publication Sunday, November 18, 2018,
• 2nd RFP Publication Sunday, November 25, 2018
• Pre-Proposal Conference & Jobsite Walk Wednesday, November 28, 2018 @ 9:00am
• Last Day for Questions/Clarifications Monday, December 3, 2018 @ Noon
• Deadline for Receipt of Proposals Thursday, December 6, 2018 @ 4:00pm
• Evaluation of Qualifications Friday, December 7, 2018
• PSA for Services on Consent Monday, December 17, 2018
VII. AWARD OF CONTRACT
The City reserves the right to reject any and all proposals, to contract work with whomever and in whatever
manner the City decides, to abandon the work entirely and to waive any informality or non-substantive
irregularity as the interest of the City may require and to be the sole judge of selection process. The City also
reserves the right to negotiate separately in any manner to serve the best interest of the City. The City retains
the right at its sole discretion to select a successful vendor.
VIII. SELECTION PROCESS AND RANKING CRITERIA
A review committee will evaluate all responses to the RFP that meet the submittal requirements and
deadline. Submittals that do not meet the requirement or deadline will not be considered. The review
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committee will rank the proposals and arrange interviews with finalists prior to selection if it is needed.
IX. SELECTION CRITERIA Proposals will be evaluated by an RFP Committee, which will recommend a contract award to the City
Manager. All responsive proposals will be evaluated based on the stated evaluation criteria. In scoring against
the stated criteria, the City of Bozeman may consider such factors as accepted industry standards and a
comparative evaluation of all other qualified RFP response in terms of differing price, expertise, approach,
quality, and contractual factors. The RFP Committee will utilize a scoring system based on the following criteria
and points:
• Firms abilities to provide proper service level requirements such as staffing, equipment, at each
facility, background checks, and supervision; up to 30pt
• Completed Questionnaire in satisfactory manner; up to 20pt
• Completed Pricing Proposal; up to 25pt
• Past janitorial services for the City of Bozeman in satisfactory manner; up to 15pt
• Provide References; up to 10pt
X. DISCRETION AND LIABILITY WAIVER
The City reserves the right to exercise discretion and apply its judgment with respect to all proposals
submitted.
The City reserves the right to reject all proposals, either in part or in its entirety, or to request and obtain,
from any of the entities submitting proposals, supplementary information as may be necessary for City staff
to analyze the proposals.
The City may elect to award a contract in multiple phases, as is deemed to be in the City’s best interest.
Should the City award projects in phases, the City reserves the right to award the phases to the same firm.
The bidder, by submitting a response to this RFP, waives all right to protest or seek any legal remedies
whatsoever regarding any aspect of this RFP. Although, it is the City’s intent to choose only a small number
of firms to interview with the City, the City reserves the right to choose any number of qualified finalists.
This RFP does not commit the City to award a contract, to defray any costs incurred in the preparation of a
proposal pursuant to this RFP or to procure or contract for work.
All proposals submitted in response to this RFP become the property of the City and public records and, as
such, may be subject to public review.
The City reserves the right to cancel, in part or in its entirety, this RFP including, but not limited to: selection
procedures, submittal date, and submittal requirements. If the City cancels or revises the RFP, all interested
firms will be notified using email.
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XI. MANDATORY CONTENT AND SEQUENCE OF SUBMITTAL
A. Submission Requirements and Instructions
All requirements in this section are mandatory. The City reserves the right to waive any non-
material variation. The City reserves the right to require the submittal of additional
information that supplements or explains proposal materials.
1) Submit one (1), bound, original proposal package AND three (3) complete, bound, copies for each
RFP response, under sealed envelope, by mail or hand-delivery to the address shown on the front.
Each submission must be marked on the outside with the Company’s name and the name of the
project. Each submission should also include one (1) complete electronic copy, on a flash drive,
DVD/CD, or other easily accessible memory device, clearly labeled with Company name and name
of project.
2) Postmarks are NOT acceptable. Any documents or submittals received after the schedule
closing time for receipt of submittals will be returned unopened.
3) Proposals, and required attachments, shall be submitted as specified and must be signed by
officials authorized by submitter to the provisions thereof.
B. Submittal Outline and Content
Assemble and submit each submittal in the order below and address the required
content/questions. The order in which items are presented is important, as evaluators will follow
this order:
1) Table of Contents
2) Cover Sheet. This sheet will serve as the cover of your proposal.
3) Submittal Form & Statement of Non-Discrimination (Appendix A)
4) Certified Check, Cashier’s Check, or Bid Bond
5) Questionnaire (Appendix D)
6) References (minimum 3)
a. Name of company or organization
b. Contact name to include: title, phone number and email
c. Project start and completion date
d. Brief summary of work
7) Pricing Proposal Form (Appendix F) Provide Monthly Labor Hours, Monthly Cost, and Annual
Cost. Current Montana Prevailing Wage Rates for Non-Construction Services shall be used when
determining costs.
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City of Bozeman, Facilities Division
Request for Proposals For: JANITORIAL SERVICES CITYWIDE
APPENDIX A:
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SUBMITTAL FORM
*THIS DOCUMENT MUST BE COMPLETED, EXECUTED AND SUBMITTED WITH THE PROPOSAL*
THE REPRESENTATIONS MADE HEREIN ARE MADE UNDER PENALTY OF PERJURY
NO PROPOSAL IS VALID UNLESS SUBMITTED ON THIS FORM AND SIGNED BY
AUTHORIZED AGENT FOR YOUR COMPANY.
SUBMITTED BY:
COMPANY NAME:
ADDRESS:
CITY: STATE: ZIP:
TELEPHONE:
EMAIL:
SIGNATURE: (Authorized Agent)
NAME:
(Please
Print)
TITLE:
DATE:
NOTE: If proposer is a corporation, the legal name of the corporation shall be set forth above, together
with the signature of authorized officers or agents; if bidder is a partnership, the true name of the firm
shall be set forth above, together with the signature of the partnership; and if bidder is an individual, his
signature shall be placed above.
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Statement of Non-Discrimination
Each entity shall include a provision requiring submitting entity to affirm in writing it will not discriminate on
the basis of race, color, religion, creed, sex, age, marital status, national origin, or because of actual or
perceived sexual orientation, gender identity or disability and recognizing the eventual contract will contain a
provision prohibiting discrimination as described above and this prohibition on discrimination shall apply to
the hiring and treatment or proposer’s employees and to all subcontracts.
(name of entity submitting) hereby affirms it will not
discriminate on the basis of race, color, religion, creed, sex, age, marital status, national origin, or because of
actual or perceived sexual orientation, gender identity or disability and recognizing the eventual contract will
contain a provision prohibiting discrimination as described above and this prohibition on discrimination shall
apply to the hiring and treatment or bidder’s employees and to all subcontracts.
______
Name and title of person authorized to sign on behalf of bidder
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City of Bozeman, Facilities Division
Request for Proposals For: JANITORIAL SERVICES CITYWIDE
APPENDIX B:
Job Specifications and Definitions
City of Bozeman
Janitorial Services Citywide
Job Specifications & Definitions
All work required under these specifications shall be in compliance with and meet industry standards. Product
manufacturers' instructions shall be followed, and only the proper product will be used for the task. The Owner,
at its option, may review the techniques employed by the Contractor, and require alternative methods if
determined necessary.
Administration
• The Contractor will be notified of any errors or omissions when identified by the Owner. The Contractor
will remedy the problem in a timely fashion. Periodic meetings, (at least quarterly), will be scheduled to
review the performance of the Contractor and to resolve any items of concern to either party. Cleaning
times will be established at the beginning of the contract term.
• In the event a dispute arises between what is expected by the Owner and what is expected by the
Contractor, representatives of both entities shall meet in an attempt to resolve the issue. In instances
where an acceptable resolution cannot be attained, the Owner's position shall prevail.
• The Contractor will supply the Owner with an annual calendar outlining the approximate dates for the
quarterly, semi-annual and annual tasks. Notification of scheduling for monthly, quarterly, semi-annual
and annual work items shall be submitted to the Owner at least one (1) week prior to performance of
the work.
• The Contractor will notify the Owner of any maintenance related issues beyond the scope of the
contract. Such things as burned out lamps, vandalism, plumbing related problems or leaks, broken
electrical receptacles and other building related problems that might hinder the Contractor from the
efficient completion of their work.
• The work frequencies shown in Attachment A, Frequency and Work Schedules, are minimum criteria.
Additional work in some areas may be required in order to maintain the generally agreed upon
standards for all buildings.
Supplies and Equipment
• The Contractor shall perform all work as specified. Products for Institutional and Commercial use as
specified by the manufacturer will be properly stored and handled, following manufacturer's
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instructions. Contractor acquired chemicals or products stored in any Owner buildings are required to
have a Safety Data Sheets (SDS) on site at all times.
• The Contractor shall furnish all equipment and labor as specified for completing the work. Equipment
shall be suitable for operation from existing electrical sources furnished by Owner. Equipment
considered by the Owner to be improper or inadequate for the purpose will be removed from the job
and replaced with satisfactory equipment by the Contractor.
• For those buildings with specific cleaning requirements, such as green cleaning products, the Contractor
agrees to use only approved products.
• The following institutional/commercial equipment at a minimum will be deemed acceptable:
o Floor scrubber.
o Commercial (heavy-duty) vacuum.
o Commercial Shop Vacuum.
Owner Equipment and Supplies
• Owner equipment will not be made available to the Contractor. The Contractor shall provide all of
the necessary equipment for performing the work in the Janitorial Agreement.
• For those custodial products provided by the Owner, (paper products, hand soap, trash bags, etc.),
the Contractor will keep an accurate inventory of products on hand. Contractor shall be responsible
for placing restock orders to maintain inventory levels. Owner shall approve all orders placed by
Contractor.
• It shall be the Contractor’s responsibility to ensure that an adequate supply of these products is
readily available in each of the restrooms.
• Funds from the coin operated feminine products dispensers will be used to replace required
product.
Maintenance of Equipment
• All tools and equipment used in the janitorial services shall receive proper care and maintenance
and be kept in a good operating condition. All equipment shall be equipment with operable
approved safety devices.
Storage Areas and Traffic Areas
• Storage Areas and Traffic Areas – If storage areas are provided to the Contractor by the Owner, the
Contractor shall be responsible for the security, orderliness, and cleanliness. These facilities are
subject to Owner inspection at all times. The Owner will not be responsible in any way for the
Contractors supplies, materials, equipment or personal belongings that may be damaged or lost by
fire, theft, accident or otherwise.
• All Contractor supplies, equipment and machines shall be kept out of traffic lanes or other areas
where they might pose a hazard and shall be secured or removed from the premises at the end of
each work period.
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Contractor’s Log
• Contractor shall maintain a daily log for each building showing the following information:
o Date
o Name of Contractor employee(s).
o Tasks completed during shift.
o Note any security concerns or abnormal concerns:
Unlocked doors
Unauthorized entrance or exit
Non-employed personnel in the building
Paraphernalia found in buildings.
• Items that requiring repair and maintenance by Owners Staff.
• Contractor supervisor shall conduct a weekly inspection of the buildings serviced under this contract and
shall complete and sign the weekly inspection form provided by the Owner, certifying that the work has
been performed in compliance with contract documents. Inspection sheets will be available for
inspection at all times.
Complaints
• Owner will be responsible for written documentation of complaints received regarding the service
provided, forwarding any notice of deficiency in a timely manner. Contractor shall be expected to
respond to the notice of deficiency at the earliest possible date. Services found to be incomplete,
defective or not accomplished as scheduled will be reported to the Contractor for appropriate
corrective action. If the existing problem constitutes a hazard or unsafe condition, corrective action
shall be immediate, and at no additional expense to the Owner. Otherwise the Contractor shall take
corrective action during the next work period. Repetitive nonconformity in any-one area or
consistent overall nonconformance to workmanship and standards may result in termination of the
contract and/or other punitive action as deemed necessary by the Owner.
• Owner at its discretion may reduce payments for unsatisfactory work.
Personnel
• Owner requires that an accurate listing of personnel serving in each of the buildings, including name,
work history and residency for past three (3) years, upon request. Any changes in personnel must be
immediately reported to the Owner prior to their performance of any work. The Owner may require
use of photo id badges issued by Owner.
Training and Safety
• Contractor shall be responsible for instructing and training their personnel in safe, proper and
specified work methods and procedures. They shall direct, schedule and coordinate all janitorial
services and functions to completely accomplish the work as required by contract and as specified
herein. The Contractor’s manager shall on occasion or as requested by the Owner, provide
inspection and supervision of the work performed.
• City & Personal Property of City Personnel: Contractor shall direct their employees against the
unauthorized reading and disclosing of materials and documents available in the facilities of the City
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and against unauthorized use of City and personal property, such as telephones, radios, copy
machines, computers, fax machines, calculators etc., which may be in any of the City facilities. The
Contractor shall be responsible to see that Contractor’s employees do not disturb papers on desks,
tables, or cabinets and do not open desk drawers or cabinets. Found item(s) shall be turned in at the
end of each shift to the Contractor’s supervisor. The supervisor shall return the item(s) to the City’s
Facility Superintendent within (24) hours.
• Telephones: Shall not be used by the Contractor or its employees for personal or business reasons
with the following exception(s): to report need of emergency medical aid, fire or need of law
enforcement (use ‘8-911’). Any calls to numbers other than those above will be considered a
violation of this contract.
• Smoking is prohibited in building and only in designated smoking areas if applicable.
Modifications
• The Owner reserves the right to make additions or deletions to areas being serviced, the types of
service and/or the scheduled frequency. The Contractor and Owner will adjust the pricing
accordingly.
Building Security
• It shall be the Contractor’s responsibility to ensure that the buildings and offices are secured while
performing their duties. Contractor shall not open doors after scheduled closing times to allow
public in buildings. Unnecessary lighting should be turned off to conserve energy.
• Contractor shall verify that all exterior doors that they access while performing their duties are
secure when not in use.
• Owner will strictly control all keys to Owner facilities. Contractor shall keep all keys/fobs on site with
the exception of exterior door keys/fobs if authorized. Contractor will be liable for the cost of re-
keying in the event a key issued to the Contractor is lost. Lost keys should be immediately be
reported to Owner.
Emergency Call-Out
• In the event of an emergency, the Contractor may be requested to provide immediate assistance in
clean-up. This work shall be performed at a cost not greater than one and one-half times the
standard hourly rate.
Hours of Work
• The work under this contract is to be performed during non-business hours, preferably between
closing and midnight, unless directed by building Point of Contact. The Contractor shall not disrupt
the normal daily business while performing their services. The Contractor is expected to work on
scheduled days determined by daily cleaning schedules.
• Contractor will have action plan in place to ensure daily cleaning schedules are not impacted in
event staff are not available for work. Action plan will be available to Owner upon request.
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Floor Cleaning and Maintenance
Floors will be cleaned and maintained as specified below for each floor care operation. The janitorial
services will be accomplished as specified and as required by the frequency schedule and the approved
work schedules.
• Vacuuming or Sweeping: Carpeting will be vacuumed and "spot cleaned" as required. Sweeping of
asphalt tile, vinyl tile, rubber tile or ceramic tile floors must be accomplished in accordance with the
frequency schedule. Care must be taken during these processes to ensure that all floor areas are
cleaned including, but not limited to, under desks, and that the dirt is simply not transferred to corners.
Any furniture, chairs, waste baskets, etc., moved to accommodate these processes will be returned to
their original locations. In most buildings high traffic carpet areas are cleaned on a schedule basis. The
schedule will be coordinated with the Contractor so that other cleaning activities can still occur.
• Damp Mopping: Floors, including stairways and landings will be damp mopped to remove dirt that
remains on the floor surface and cannot be removed by sweeping or dust mopping. Damp mopping will
not begin until after the floor has been thoroughly swept and loose soil has been removed. If there are
any employees or members of the public in the building at the time of damp mopping, the appropriate
"Caution, Wet Floor" signs shall be provided by the Contractor and posted until the floor is dry.
• Light Waxing: Heavy traffic floor areas (entrances, lobbies, corridors, etc.) and those floors subject to
excessive wear, will receive a very light coat or application of wax and be buffed to a uniform sheen at
least once a month, and more frequently if determined necessary. Any wax residue on wall bases or
unmovable furniture will be removed. This process is to be completed in conjunction with buffing.
• Scrubbing: A floor that is satisfactory or acceptably scrubbed is without embedded dirt, cleaning
solution, film, stains, marks or water. Floors, except restrooms, will be scrubbed only when they cannot
be cleaned satisfactorily by damp mopping.
• Wax Removal: Wax removal will be accomplished by applying a stripping or wax removing solution in
warm water over the entire floor area exactly as recommended by the manufacturer of the product, to
loosen embedded dirt and wax. Residue along floor edges near wall base, immovable furniture,
equipment and in corners will be removed manually.
• Waxing and Buffing: As soon as the wax removal has been satisfactorily accomplished, the floor will be
waxed and buffed. A satisfactory or acceptable floor finish has a thin, even coating of wax. Floor will be
clean and bright, under furniture as well as in other areas. Do not apply wax within six inches from walls
or legs or bases of unmovable furniture.
Dusting and Miscellaneous Cleaning
A satisfactory or acceptably dusted surface is free of all dust, dust streaks, lint, cobwebs, dirt, or oily
streaks. The dust must be removed completely, not scattered around.
• Low Dusting: Includes surfaces less than six feet from the floor, which may include, but may not be
limited to, ledges, support braces, window sills, doors, stair rails, chair rails, base boards. Typewriters,
computers, business machines, consoles, plotting boards and equipment of similar nature will not be
dusted. No desks are to be included in individual offices, except by specific request, but reception areas,
common area tables and desks, (such as those in the library or reading areas in various city buildings),
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will be dusting on the regular schedule.
• High Dusting: High dusting includes areas over windows and doors, overhead pipes, exposed ducts,
ceilings and walls which are six feet or more from the floor. High dusting will be performed before floors
are cleaned and before low dusting is undertaken.
• Dusting Heating and Air Conditioning Equipment: All accessible portions of unit heaters, air
conditioning grills, convectors, diffusers, fans, ceiling vents and radiators will be dusted or vacuumed. If
the grills cannot be cleaned by dusting or vacuuming, they shall be removed and washed.
• Entryway and Vestibules: Areas around all exterior entryway doors will be swept free of all gravel, dirt,
sand, sticks, and debris for a minimum of 10 feet from the entrance door in order to minimize the
amount of material tracked into the building. The Contractor will not be responsible for the removal of
snow or ice.
Restrooms
Acceptably clean restrooms have a clean and bright appearance and no objectionable odors.
Disinfectant shall be used on all surfaces and fixtures on a daily basis.
• Restroom Floor Cleaning: Restroom floors will be (if concrete, tile, or vinyl) swept and scrubbed once a
day. The immediate areas around urinals will be well scrubbed, using an all-purpose detergent with a
small amount of disinfectant. This process will result in thorough removal of soiling with no residue left
in joints, crevices or corners.
• Toilets: When cleaning the bowls, wash and wipe bowl inside and out. If deposits are difficult to
remove, use appropriate cleaning methods to remove deposits. Wash seat, top and bottom with
detergent solution, and wipe dry. Wipe tank and cover or flush mechanism and hardware with clean,
damp cloth.
• Urinals: When cleaning the urinals, wash and wipe inside and out. If deposits are difficult to remove,
use appropriate cleaner and method to remove deposits. Care must be taken to ensure that the
underside of the urinal fixture rim and holes in the bottom and back of all urinals are cleaned.
• Sinks: A satisfactory or acceptably clean sink is free of grease, dirt, soap film and streaks. Chrome plated
hardware will be cleaned with a clean, damp cloth.
• Deodorants and Disinfectants: Various types of disinfectants will be used on toilet bowls, floors,
partitions and similar fixtures as necessary. Solid crystal deodorants will not be used in urinals. Proper
cleaning and ventilation eliminates the need for deodorants in toilet rooms.
• Toilet Room Walls, Partitions and Woodwork: The accumulation of dirt on walls and partitions will not
be allowed. A restroom that is acceptably clean shall include clean joints in the tile, and be free of film
streaks, deposits and soiling. A disinfectant shall be used as necessary.
• Shower Stalls: The accumulation of dirt on floors and walls will not be allowed. A restroom that is
acceptably clean shall include clean joints in the tile, and be free of film streaks, deposits and soiling. A
disinfectant shall be used as necessary.
Page 17 of 52
• Toilet Room Dispensers: Paper towels, toilet tissue and soap dispensers and feminine hygiene
dispensers will be checked and refilled daily. An adequate daily supply of materials will be kept
available.
• Waste Baskets and "Special" Waste Baskets in Women's Restrooms: Waste baskets in all restrooms will
be emptied daily into the main receptacle, immediately prior to emptying of the main receptacle into
the outside dumpster.
Miscellaneous Cleaning and Maintenance
• Drinking Fountains: All drinking fountains will be cleaned daily. Appropriate cleaners shall be used
when cleaning surfaces to ensure no damage occurs, while removing water spots and stains.
• Kitchen/Breakrooms: Pick up trash, empty all waste receptacles, reline receptacle with liner. Clean
countertops, tabletops, chairs, and sinks. Stock paper products if needed, spot clean front of cabinets
and major appliances. Clean in-side of microwave ovens if present weekly.
• Glass Cleaning: All glass will be cleaned with a mild glass cleaning solution. Adjacent trim will be wiped
clean with a damp cloth where soiled by spillage or by smears in the glass cleaning operation.
• All glass, including mirrors, glass cabinets, display cases, and partitions (glass or plastics) will be cleaned
in accordance with the frequency schedule.
• All glass windows and doors will be spotted and cleaned in accordance with the
frequency schedule.
• Spot Cleaning: Walls, wainscoting, doors and trim will be cleaned when necessary to remove small or
spot areas of dirt, grease stains or friction marks. Care will be taken to perform spot cleaning without
damage to the surface finish and to provide an overall uniform appearance substantially free of cleaning
marks after spot cleaning.
• Cleaning and Polishing Furniture in Public Areas: All finished surfaces will be cleaned and receive an
adequate application of furniture polish to remove dirt, and leave a gloss or sheen. Polish shall not leave
surface oily, sticky, or injure varnish and enamel. All furniture, metal, wooden or upholstered, will be
free of all wax, scuff marks, water marks and cobwebs. Metal surfaces will be cleaned. Care must be
taken not to damage the finished surfaces.
• Emptying and Cleaning Waste and Recycling Receptacles: The main waste receptacles and recycle
receptacles in common areas will be emptied daily and deposited in collection containers provided for
that purpose. Receptacles will be kept free of deposits, dirt streaks, and odors. Individual office
recycling and trash receptacle will be emptied by staff members. Contractor will supply trash bags for
office trash receptacles. The common office paper recycling and cardboard storage containers will be
emptied as needed or at least every other week and deposited in the collection containers provided for
that purpose on site.
• Blinds: All blinds in compliance with the attached schedule. Acceptably clean blinds will be free of dust,
dirt, deposits and film. Paint coatings, plastics and fabrics will not be damaged.
Page 18 of 52
• Light Fixtures: All exposed light fixtures and accessible components including lenses, louvers and
housings, will be cleaned with a clean damp cloth and appropriate cleaners. Lenses shall be removed
once a year to remove dead flies, bugs, etc. and to clean the inside of the lens. Burned out lamps will be
documented in the weekly report.
• Cleaning Mats: All entrance mats will be vacuumed daily. All dirt and dust deposits underneath the
mats will be removed and the mats replaced after cleaning.
• Ash Trays/Receptacles: All ash trays/receptacles will be emptied on a weekly basis or more often as
need.
Page 19 of 52
City of Bozeman, Facilities Division
Request for Proposals For: JANITORIAL SERVICES CITYWIDE
APPENDIX C:
Building Details, Scope and Frequency
Page 20 of 52
Building: City Hall
Location: 121 N. Rouse Avenue
Size of Building: 22,700 square feet
• Lower Floor:
o Common Area:
o Office Space:
• Main Floor:
o Common Area:
o Office Space:
• Second Floor:
o Common Area:
o Office Space:
Hours of Operation: Monday – Friday, 8:00am to 5:00pm
Additional Information: Additional evening meetings scheduled many days of the week.
Building shall be cleaned 5 nights per week. This building will require the use of green cleaning products
that meet the approval of the green building council.
Scope of Service & Frequency
CITY HALL
Item Performance Requirements Timeline S M T W T F S
1 Maintain Required Records Daily X X X X X
2 Common Areas/Reception Areas
Vacuum carpeted areas, including entry
areas and entry mats
Daily X X X X X
Sweep hard floors including entry areas,
and common area stairs
Daily X X X X X
Wet mop hard floors with cleaner
including under mats. This includes any
common area stairs.
Daily X X X X X
Pick up trash, empty all common area
waste receptacles, place liner in
receptacle, pick up trash
Daily X X X X X
Empty recycling receptacles, place in large
building containers
Weekly X
Clean entry glass – inside and out,
(weather permitting)
Daily X X X X X
Spot clean interior glass, light switches,
doors, door frames, general areas as
needed
Daily X X X X X
Disinfect and polish drinking fountains Daily X X X X X
Page 21 of 52
Dust and spot clean glass display cases Weekly
Dust and wipe chairs, desks, tables,
counters, artwork, reachable partitions
Weekly
Clean and polish furniture in public areas Monthly
Clean all glass furniture and display cases
in public areas (horizontal and vertical)
Monthly
Dust heating, ventilation, air conditioning
and exhaust fan grills
Monthly
Spot clean carpet As
Needed
High Dusting Monthly
3 Restrooms
Sweep, scrub, wet mop, and disinfect
floors
Daily X X X X X
Clean and disinfect toilets and urinals,
interior and exterior of units
Daily X X X X X
Clean and disinfect counters, sinks,
faucets, and soap dispenser
Daily X X X X X
Clean and polish mirrors, dispensers, and
chrome fixtures
Daily X X X X X
Dust and wipe surfaces within reach
including partitions, changing stations,
and shelving
Daily X X X X X
Empty waste receptacle(s), place liner in
receptacle
Daily X X X X X
Stock all toilet paper, paper towel, seat
covers, feminine hygiene products, and
soap dispensers
Daily or as
needed
X X X X X
Dust heating, ventilation, air conditioning
and exhaust fan grills
Monthly
4 Breakroom/Kitchen
Sweep, scrub, wet mop, hard floors Daily X X X X X
Clean counters, table tops, and sinks Daily X X X X X
Wipe clean tables and chairs Daily X X X X X
Spot clean front of cabinets and major
appliances
Daily X X X X X
Pick up trash, empty waste receptacle(s),
place liner in receptacle(s)
Daily X X X X X
Vacuum carpeted areas if applicable Daily X X X X X
Empty recycling receptacles, place in large
building containers, place liner in
receptacle
Weekly X
Stock paper towel and soap dispensers As
Needed
Low Dusting Weekly
Page 22 of 52
Dust heating, ventilation, air conditioning
and exhaust fan grills
Monthly
5 Office Areas
Vacuum in offices, move chairs as needed Weekly
Fully clean all interior windows and glass
doors
Monthly
Dust heating, ventilation, air conditioning
and exhaust fan grills in offices and open
areas
Monthly
6 Elevator/Stairways
Vacuum carpeted areas if applicable Weekly
Sweep, wet mop hard floors with cleaner Daily X X X X X
Spot clean and wipe interior/exterior
panels
Weekly
Wipe and disinfect hand railings Daily X X X X X
7 Miscellaneous
Empty and clean ash receptacles if
applicable
Weekly
High dusting Monthly
Fully clean interior side of all exterior
building windows, reachable from the
ground or with a hand extension
Quarterly
Dust Blinds Annual
Lights fixtures Annual
Other Services
The City’s designated contact will coordinate and schedule with Contractor work outside scope of contract.
Strip, Scrub, Wax floor surface, three (3) coats of wax Bid per square foot
Provide hourly rate for emergency call out
Page 23 of 52
Building: Fire Station #1/ Police Annex
Location: 34 N. Rouse Avenue
Size of Building:
• Main Floor:
o Common Area: 2,374 square foot
o Office Space: 1,061 square foot
Hours of Operation: Building is a 24 hour a day operation 7 days a week. Cleaning hours will be established
with the Owner
Additional Information: Garage bays and dormitory areas are not included in areas to be cleaned. Extra
security measures will be in place due to presence of the police offices and confidential criminal information.
Building shall be cleaned 5 nights per week. This building will require the use of green cleaning products that
meet the approval of the green building council.
Scope of Service & Frequency
Fire Station #1
Item Performance Requirements Timeline S M T W T F S
1 Maintain Required Records Daily X X X X X
2 Common Areas/Reception Areas
Vacuum carpeted areas, including entry
areas and entry mats
Daily X X X X X
Sweep hard floors including entry areas,
and common area stairs
Daily X X X X X
Wet mop hard floors with cleaner
including under mats. This includes any
common area stairs.
Daily X X X X X
Pick up trash, empty all common area
waste receptacles, place liner in
receptacle, pick up trash
Daily X X X X X
Empty recycling receptacles, place in large
building containers
Weekly X
Clean entry glass – inside and out,
(weather permitting)
Daily X X X X X
Spot clean interior glass, light switches,
doors, door frames, general areas as
needed
Daily X X X X X
Disinfect and polish drinking fountains Daily X X X X X
Dust and spot clean glass display cases Weekly
Dust and wipe chairs, desks, tables,
counters, artwork, reachable partitions
Weekly
Clean and polish furniture in public areas Monthly
Clean all glass furniture and display cases
in public areas (horizontal and vertical)
Monthly
Page 24 of 52
Dust heating, ventilation, air conditioning
and exhaust fan grills
Monthly
Spot clean carpet As
Needed
High Dusting Monthly
3 Restrooms
Sweep, scrub, wet mop, and disinfect
floors
Daily X X X X X
Clean and disinfect toilets and urinals,
interior and exterior of units
Daily X X X X X
Clean and disinfect counters, sinks,
faucets, and soap dispenser
Daily X X X X X
Clean and polish mirrors, dispensers, and
chrome fixtures
Daily X X X X X
Dust and wipe surfaces within reach
including partitions, changing stations,
and shelving
Daily X X X X X
Empty waste receptacle(s), place liner in
receptacle
Daily X X X X X
Stock all toilet paper, paper towel, seat
covers, feminine hygiene products, and
soap dispensers
Daily or as
needed
X X X X X
Dust heating, ventilation, air conditioning
and exhaust fan grills
Monthly
4 Breakroom/Kitchen
Sweep, scrub, wet mop, hard floors Daily X X X X X
Clean counters, table tops, and sinks Daily X X X X X
Wipe clean tables and chairs Daily X X X X X
Spot clean front of cabinets and major
appliances
Daily X X X X X
Pick up trash, empty waste receptacle(s),
place liner in receptacle(s)
Daily X X X X X
Vacuum carpeted areas if applicable Daily X X X X X
Empty recycling receptacles, place in large
building containers, place liner in
receptacle
Weekly X
Stock paper towel and soap dispensers As
Needed
Low Dusting Weekly
Dust heating, ventilation, air conditioning
and exhaust fan grills
Monthly
5 Office Areas
Vacuum in offices, move chairs as needed Weekly
Fully clean all interior windows and glass
doors
Monthly
Page 25 of 52
Dust heating, ventilation, air conditioning
and exhaust fan grills in offices and open
areas
Monthly
6 Elevator/Stairways
Vacuum carpeted areas if applicable Weekly
Sweep, wet mop hard floors with cleaner Daily X X X X X
Spot clean and wipe interior/exterior
panels
Weekly
Wipe and disinfect hand railings Daily X X X X X
7 Miscellaneous
Empty and clean ash receptacles if
applicable
Weekly
High dusting Monthly
Fully clean interior side of all exterior
building windows, reachable from the
ground or with a hand extension
Quarterly
Dust Blinds Annual
Lights fixtures Annual
Other Services
The City’s designated contact will coordinate and schedule with Contractor work outside scope of contract.
Strip, Scrub, Wax floor surface, three (3) coats of wax Bid per square foot
Provide hourly rate for emergency call out
Page 26 of 52
Building: Alfred Stiff Professional Building
Location: 20 East Olive Street
Size of Building: 23,040 square feet
• Lower Floor:
o Common Area: 3,283 square foot
o Office Space: 940 square foot
• Main Floor:
o Common Area: 4,560 square foot
o Office Space: 1,822 square foot
• Second Floor:
o Common Area: 3,184 square foot
o Office Space: 3,092 square foot
Hours of Operation: Monday – Friday, 8:00am to 5:00pm
Additional Information: Additional evening meetings scheduled during week.
Building shall be cleaned 5 nights per week. This building will require the use of green cleaning products that
meet the approval of the green building council.
Scope of Service & Frequency
Alfred Stiff Professional Building
Item Performance Requirements Timeline S M T W T F S
1 Maintain Required Records Daily X X X X X
2 Common Areas/Reception Areas
Vacuum carpeted areas, including entry
areas and entry mats
Daily X X X X X
Sweep hard floors including entry areas,
and common area stairs
Daily X X X X X
Wet mop hard floors with cleaner
including under mats. This includes any
common area stairs.
Daily X X X X X
Pick up trash, empty all common area
waste receptacles, place liner in
receptacle, pick up trash
Daily X X X X X
Empty recycling receptacles, place in large
building containers
Weekly X
Clean entry glass – inside and out,
(weather permitting)
Daily X X X X X
Spot clean interior glass, light switches,
doors, door frames, general areas as
needed
Daily X X X X X
Disinfect and polish drinking fountains Daily X X X X X
Dust and spot clean glass display cases Weekly
Page 27 of 52
Dust and wipe chairs, desks, tables,
counters, artwork, reachable partitions
Weekly
Clean and polish furniture in public areas Monthly
Clean all glass furniture and display cases
in public areas (horizontal and vertical)
Monthly
Dust heating, ventilation, air conditioning
and exhaust fan grills
Monthly
Spot clean carpet As
Needed
High Dusting Monthly
3 Restrooms
Sweep, scrub, wet mop, and disinfect
floors
Daily X X X X X
Clean and disinfect toilets and urinals,
interior and exterior of units
Daily X X X X X
Clean and disinfect counters, sinks,
faucets, and soap dispenser
Daily X X X X X
Clean and polish mirrors, dispensers, and
chrome fixtures
Daily X X X X X
Dust and wipe surfaces within reach
including partitions, changing stations,
and shelving
Daily X X X X X
Empty waste receptacle(s), place liner in
receptacle
Daily X X X X X
Stock all toilet paper, paper towel, seat
covers, feminine hygiene products, and
soap dispensers
Daily or as
needed
X X X X X
Clean and disinfect shower stall, include
walls and floor if applicable
Weekly
Dust heating, ventilation, air conditioning
and exhaust fan grills
Monthly
4 Breakroom/Kitchen
Sweep, scrub, wet mop, hard floors Daily X X X X X
Clean counters, table tops, and sinks Daily X X X X X
Wipe clean tables and chairs Daily X X X X X
Spot clean front of cabinets and major
appliances
Daily X X X X X
Pick up trash, empty waste receptacle(s),
place liner in receptacle(s)
Daily X X X X X
Vacuum carpeted areas if applicable Daily X X X X X
Empty recycling receptacles, place in large
building containers, place liner in
receptacle
Weekly X
Stock paper towel and soap dispensers As
Needed
Low Dusting Weekly
Page 28 of 52
Dust heating, ventilation, air conditioning
and exhaust fan grills
Monthly
5 Office Areas
Vacuum in offices, move chairs as needed Weekly
Fully clean all interior windows and glass
doors
Monthly
Dust heating, ventilation, air conditioning
and exhaust fan grills in offices and open
areas
Monthly
6 Elevator/Stairways
Vacuum carpeted areas if applicable Weekly
Sweep, wet mop hard floors with cleaner Daily X X X X X
Spot clean and wipe interior/exterior
panels
Weekly
Wipe and disinfect hand railings Daily X X X X X
7 Miscellaneous
Empty and clean ash receptacles if
applicable
Weekly
High dusting Monthly
Fully clean interior side of all exterior
building windows, reachable from the
ground or with a hand extension
Quarterly
Dust Blinds Annual
Lights fixtures Annual
Other Services
The City’s designated contact will coordinate and schedule with Contractor work outside scope of contract.
Strip, Scrub, Wax floor surface, three (3) coats of wax Bid per square foot
Provide hourly rate for emergency call out
Page 29 of 52
Building: Library
Location: 626 East Main Street
Size of Building: 52,000 square feet
• Lower Floor:
o Common Area: 216 square foot
o Office Space:
• Main Floor:
o Common Area: 22,625 square foot
o Office Space: 782 square foot
• Second Floor:
o Common Area: 15,341 square foot
o Office Space: 1,507 square foot
Hours of Operation: Monday - Thursday 10:00am to 8:00pm
Friday 10:00am to 6:00pm
Saturday 10:00am to 5:00pm
Sunday 1:00pm to 5:00pm
Additional Information: Additional evening events take place in main parts of library after closing hours that
need to be accommodated.
Extra security measures will be in place due to presence of a police office and confidential information.
Building shall be cleaned 7 nights per week. This building will require the use of green cleaning products that
meet the approval of the green building council.
Scope of Service & Frequency
Library
Item Performance Requirements Timeline S M T W T F S
1 Maintain Required Records Daily X X X X X X X
2 Common Areas/Reception Areas
Vacuum carpeted areas, including entry
areas and entry mats
Daily X X X X X X X
Sweep hard floors including entry areas,
and common area stairs
Daily X X X X X X X
Wet mop hard floors with cleaner
including under mats. This includes any
common area stairs.
Daily X X X X X X X
Pick up trash, empty all common area
waste receptacles, place liner in
receptacle, pick up trash
Daily X X X X X X X
Empty recycling receptacles, place in large
building containers
Weekly X
Clean entry glass – inside and out,
(weather permitting)
Daily X X X X X X X
Page 30 of 52
Spot clean interior glass, light switches,
doors, door frames, general areas as
needed
Daily X X X X X X X
Disinfect and polish drinking fountains Daily X X X X X X X
Dust and spot clean glass display cases Weekly
Dust and wipe chairs, desks, tables,
counters, artwork, reachable partitions
Weekly
Clean and polish furniture in public areas Monthly
Clean all glass furniture and display cases
in public areas (horizontal and vertical)
Monthly
Dust heating, ventilation, air conditioning
and exhaust fan grills
Monthly
Spot clean carpet As
Needed
High Dusting Monthly
3 Restrooms
Sweep, scrub, wet mop, and disinfect
floors
Daily X X X X X X X
Clean and disinfect toilets and urinals,
interior and exterior of units
Daily X X X X X X X
Clean and disinfect counters, sinks,
faucets, and soap dispenser
Daily X X X X X X X
Clean and polish mirrors, dispensers, and
chrome fixtures
Daily X X X X X X X
Dust and wipe surfaces within reach
including partitions, changing stations,
and shelving
Daily X X X X X X X
Empty waste receptacle(s), place liner in
receptacle
Daily X X X X X X X
Stock all toilet paper, paper towel, seat
covers, feminine hygiene products, and
soap dispensers
Daily or as
needed
X X X X X X X
Clean and disinfect shower stall, include
walls and floor if applicable
Weekly
Dust heating, ventilation, air conditioning
and exhaust fan grills
Monthly
4 Breakroom/Kitchen
Sweep, scrub, wet mop, hard floors Daily X X X X X X X
Clean counters, table tops, and sinks Daily X X X X X X X
Wipe clean tables and chairs Daily X X X X X X X
Spot clean front of cabinets and major
appliances
Daily X X X X X X X
Pick up trash, empty waste receptacle(s),
place liner in receptacle(s)
Daily X X X X X X X
Vacuum carpeted areas if applicable Daily X X X X X X X
Page 31 of 52
Empty recycling receptacles, place in large
building containers, place liner in
receptacle
Weekly X
Stock paper towel and soap dispensers As
Needed
Low Dusting Weekly
Dust heating, ventilation, air conditioning
and exhaust fan grills
Monthly
5 Office Areas
Vacuum in offices, move chairs as needed Weekly
Fully clean all interior windows and glass
doors
Monthly
Dust heating, ventilation, air conditioning
and exhaust fan grills in offices and open
areas
Monthly
6 Elevator/Stairways
Vacuum carpeted areas if applicable Weekly
Sweep, wet mop hard floors with cleaner Daily X X X X X X X
Spot clean and wipe interior/exterior
panels
Weekly
Wipe and disinfect hand railings Daily X X X X X X X
7 Miscellaneous
Empty and clean ash receptacles if
applicable
Weekly
High dusting Monthly
Fully clean interior side of all exterior
building windows, reachable from the
ground or with a hand extension
Quarterly
Dust Blinds Annual
Lights fixtures Annual
Other Services
The City’s designated contact will coordinate and schedule with Contractor work outside scope of contract.
Strip, Scrub, Wax floor surface, three (3) coats of wax Bid per square foot
Provide hourly rate for emergency call out
Page 32 of 52
Building: Vehicle Maintenance/HRDC Barn
Location: 1812 N. Rouse Avenue
Size of Building:
• Main Floor:
o Common Area:
o Office Space:
Hours of Operation: 6:00am to 6:00pm up to 7 days a week.
Additional Information: Garage bays are not included in areas to be cleaned.
Work will be done according to the agreed upon schedule with the Department representatives. Building
shall be cleaned Tuesdays, Thursdays, and Sundays.
Scope of Service & Frequency
Vehicle Maintenance/HRDC Barn
Item Performance Requirements Timeline S M T W T F S
1 Maintain Required Records 3x Week X X X
2 Common Areas/Reception Areas
Sweep hard floors including entry areas,
and common area stairs
3x Week X X X
Wet mop hard floors with cleaner
including under mats. This includes any
common area stairs.
3x Week X X X
Clean entry glass – inside and out,
(weather permitting)
3x Week X X X
Pick up trash, empty all common area
waste receptacles, place liner in
receptacle, pick up trash
3x Week X X X
Empty recycling receptacles, place in large
building containers
Weekly X
3 Restrooms
Sweep, scrub, wet mop, and disinfect
floors
3x Week X X X
Clean and disinfect toilets and urinals,
interior and exterior of units
3x Week X X X
Clean and disinfect counters, sinks,
faucets, and soap dispenser
3x Week X X X
Clean and polish mirrors, dispensers, and
chrome fixtures
3x Week X X X
Dust and wipe surfaces within reach
including partitions, changing stations,
and shelving
3x Week X X X
Page 33 of 52
Empty waste receptacle(s), place liner in
receptacle
3x Week X X X
Stock all toilet paper, paper towel, seat
covers, feminine hygiene products, and
soap dispensers
Daily or as
needed
X X x
4 Locker Room
Sweep, scrub, wet mop, and disinfect
floors
3x Week X X X
5 Breakroom/Kitchen
Sweep, scrub, wet mop, hard floors 3x Week X X X
Clean counters, table tops, and sinks 3x Week X X X
Wipe clean tables and chairs 3x Week X X X
Spot clean front of cabinets and major
appliances
3x Week X X X
Pick up trash, empty waste receptacle(s),
place liner in receptacle(s)
3x Week X X X
Vacuum carpeted areas if applicable 3x Week X X X
Empty recycling receptacles, place in large
building containers, place liner in
receptacle
Weekly X
Stock paper towel and soap dispensers As
Needed
Other Services
The City’s designated contact will coordinate and schedule with Contractor work outside scope of contract.
Strip, Scrub, Wax floor surface, three (3) coats of wax Bid per square foot
Provide hourly rate for emergency call out
Page 34 of 52
Building: Laurel Glenn
Location: 5519 Saxon Way
Size of Building: 3,460 square feet
Building is mostly used for vehicle and equipment storage but there is a restroom and meeting area for staff
who are working on the West end of town so they do not to come back to City Shops Complex. Staff will be
there at various times of the day and various days of week.
Scope of Service & Frequency
Laurel Glenn Annex – Bi-Monthly (Wednesday & Weekends)
Item Scope Frequency
1 Maintain Required Records Bi-Monthly
2 Common Area
Clean deep sink outside breakroom area Bi-Monthly
3 Restrooms
Sweep, scrub, wet mop, and disinfect floors Bi-Monthly
Clean and disinfect toilets and urinals, interior and exterior of units Bi-Monthly
Clean and disinfect counters, sinks, faucets, and soap dispenser Bi-Monthly
Empty waste receptacle(s), place trash liner in receptacle Bi-Monthly
Stock all toilet paper, paper towel, seat covers, feminine hygiene products, and soap
dispensers
Bi-Monthly
4 Breakroom/Kitchen
Sweep, scrub, wet mop, hard floors Bi-Monthly
Clean counters, table tops, and sinks Bi-Monthly
Wipe clean tables and chairs Bi-Monthly
Spot clean front of cabinets and major appliances Bi-Monthly
Pick up trash, empty waste receptacle(s), place liner in receptacle(s) Bi-Monthly
Empty recycling receptacles, place in large building containers, place liner in
receptacle
Bi-Monthly
Stock paper towel and soap dispensers Bi-Monthly
Clean door surfaces Bi-Monthly
Low Dusting Monthly
Dust heating, ventilation, air conditioning and exhaust fan grills Monthly
5 Miscellaneous
High dusting Annual
Lights fixtures Annual
Strip & wax VCT tile surfaces, one sealer coat, three finish coats Annual
Additional Services
Page 35 of 52
Building: Shops Complex
Location: 814 N. Bozeman Avenue
Size of Building: 14,889 square feet
Hours of Operation: 6:00am to 6:00pm for operation with weekend, late night, and early morning presence
depending on the time of year and Public Works related activities.
Additional Information: Additional evening meetings scheduled some days of the week.
Main building shall be cleaned 5 nights per week. This building will require the use of green cleaning
products that meet the approval of the green building council. South Shop and Sign and Signal Office
Building will be cleaned 2 times per week.
Scope of Service & Frequency
Shops Complex
Item Performance Requirements Timeline S M T W T F S
1 Maintain Required Records Daily X X X X X
2 Common Areas/Reception Areas
Vacuum carpeted areas, including entry
areas and entry mats
Daily X X X X X
Sweep hard floors including entry areas,
and common area stairs
Daily X X X X X
Wet mop hard floors with cleaner
including under mats. This includes any
common area stairs.
Daily X X X X X
Pick up trash, empty all common area
waste receptacles, place liner in
receptacle, pick up trash
Daily X X X X X
Empty recycling receptacles, place in large
building containers
Weekly X
Clean entry glass – inside and out,
(weather permitting)
Daily X X X X X
Spot clean interior glass, light switches,
doors, door frames, general areas as
needed
Daily X X X X X
Disinfect and polish drinking fountains Daily X X X X X
Dust and spot clean glass display cases Weekly
Dust and wipe chairs, desks, tables,
counters, artwork, reachable partitions
Weekly
Clean and polish furniture in public areas Monthly
Clean all glass furniture and display cases
in public areas (horizontal and vertical)
Monthly
Page 36 of 52
Dust heating, ventilation, air conditioning
and exhaust fan grills
Monthly
Spot clean carpet As
Needed
High Dusting Monthly
3 Restrooms
Sweep, scrub, wet mop, and disinfect
floors
Daily X X X X X
Clean and disinfect toilets and urinals,
interior and exterior of units
Daily X X X X X
Clean and disinfect counters, sinks,
faucets, and soap dispenser
Daily X X X X X
Clean and polish mirrors, dispensers, and
chrome fixtures
Daily X X X X X
Dust and wipe surfaces within reach
including partitions, changing stations,
and shelving
Daily X X X X X
Empty waste receptacle(s), place liner in
receptacle
Daily X X X X X
Stock all toilet paper, paper towel, seat
covers, feminine hygiene products, and
soap dispensers
Daily or as
needed
X X X X X
Clean and disinfect shower stall, include
walls and floor if applicable
Weekly
Dust heating, ventilation, air conditioning
and exhaust fan grills
Monthly
4 Breakroom/Kitchen
Sweep, scrub, wet mop, hard floors Daily X X X X X
Clean counters, table tops, and sinks Daily X X X X X
Wipe clean tables and chairs Daily X X X X X
Spot clean front of cabinets and major
appliances
Daily X X X X X
Pick up trash, empty waste receptacle(s),
place liner in receptacle(s)
Daily X X X X X
Vacuum carpeted areas if applicable Daily X X X X X
Empty recycling receptacles, place in large
building containers, place liner in
receptacle
Weekly X
Stock paper towel and soap dispensers As
Needed
Low Dusting Weekly
Dust heating, ventilation, air conditioning
and exhaust fan grills
Monthly
5 Office Areas
Vacuum in offices, move chairs as needed Weekly
Page 37 of 52
Fully clean all interior windows and glass
doors
Monthly
Dust heating, ventilation, air conditioning
and exhaust fan grills in offices and open
areas
Monthly
6 Miscellaneous
Empty and clean ash receptacles if
applicable
Weekly
High dusting Monthly
Fully clean interior side of all exterior
building windows, reachable from the
ground or with a hand extension
Quarterly
Dust Blinds Annual
Lights fixtures Annual
Wax & Buff Flooring, Training Room,
Breakroom, and Common Areas
Quarterly
Wax removal, Wax and Buff (3) Coats Annual
Other Services
The City’s designated contact will coordinate and schedule with Contractor work outside scope of contract.
Page 38 of 52
Building: Water Reclamation Facility
Location: 2245 Spring Hill Road
Size of Building:
• Main Floor:
o Common Area: 4200 square foot
o Office Space: 809 square foot
Hours of Operation: Building is a 24 hour a day operation 7 days a week.
Building shall be cleaned on Tuesday and Thursday. Cleaning hours will be established with Owner. Work
will be done according to the agreed upon schedule with the Department representatives.
Additional Information:
Scope of Service & Frequency
Water Reclamation Facility – 2 Days per Week (Tuesday and Thursday)
Item Scope Frequency
1 Maintain Required Records Tuesday/Thursday
Sweep and wet mop all ceramic and VTC flooring Tuesday/Thursday
Vacuum all carpeted areas, in offices, move chairs as needed Tuesday/Thursday
Empty trash receptacles in common areas, offices, lab, and lab area waste
receptacle, place liner in receptacle
Tuesday/Thursday
2 Restrooms
Sweep, scrub, wet mop, and disinfect floors Tuesday/Thursday
Clean and disinfect toilets and urinals, interior and exterior of units Tuesday/Thursday
Clean and disinfect counters, sinks, faucets, and soap dispenser Tuesday/Thursday
Empty waste receptacle(s), place trash liner in receptacle Tuesday/Thursday
Stock all toilet paper, paper towel, seat covers, feminine hygiene products, and
soap dispensers
3 Breakroom/Kitchen/Conference Room
Sweep, scrub, wet mop, hard floors Tuesday/Thursday
Clean counters, table tops, and sinks Tuesday/Thursday
Wipe clean tables and chairs Tuesday/Thursday
Spot clean front of cabinets, major appliances, and glass surfaces Tuesday/Thursday
Pick up trash, empty waste receptacle(s), place liner in receptacle(s) Tuesday/Thursday
Stock paper towel and soap dispensers Tuesday/Thursday
4 Miscellaneous
Buff VCT tile surfaces Quarterly
Strip & wax VCT tile surfaces, one sealer coat, three finish coats Annual
Additional Services
• Professional carpet cleaning, prices per square foot on request
• Clean all window surfaces inside/outside, priced per building on request
• Strip and wax VCT surfaces, one (1) sealer coat, (3) finish coats, priced per square foot on request
*DO NOT clean lab countertops*
Page 39 of 52
Building: Water Treatment Plant
Location: 7024 Sourdough Canyon Road
Size of Building:
• Main Floor:
o Administration Area:
o Lab Space:
Hours of Operation: Building is a 16 hour a day operation 7 days a week.
Building shall be cleaned 2 nights per week on Wednesday and weekends. Cleaning hours will be 7:00am to
8:00pm, contractor must arrive no later than 7:00pm on scheduled work days. Work will be done according
to the agreed upon schedule with the Department representatives.
Additional Information:
Scope of Service & Frequency
Water Treatment Plant – 2 Days per Week (Wednesday & Weekends)
Item Scope Frequency
1. Maintain Required Records Wednesday/Weekend
Sweep and wet mop floors in open common areas, offices, lab, control
room, and conference room
Weekend
Vacuum in entry ways, 3 each Weekend
Empty waste receptacles common areas, offices, lab, and lab area
waste receptacle, place liner in receptacle
Weekend
2 Restrooms
Sweep, scrub, wet mop, and disinfect floors Wednesday/Weekend
Clean and disinfect toilets and urinals, interior and exterior of units Wednesday/Weekend
Clean and disinfect counters, sinks, faucets, and soap dispenser Wednesday/Weekend
Empty waste receptacle(s), place trash liner in receptacle Wednesday/Weekend
Stock all toilet paper, paper towel, seat covers, feminine hygiene
products, and soap dispensers
As Needed
3 Breakroom/Kitchen/Offices/Control Room
Sweep and wet mop hard floors Weekend
Empty waste receptacle(s), place liner in receptacle Weekend
4 Conference Room/Control Room/Breakroom
Strip & wax VCT tile surfaces, one sealer coat, three finish coats Annual
Additional Services
Clean all window surfaces inside/outside, priced per building on request
Page 40 of 52
City of Bozeman, Facilities Division
Request for Proposals For: JANITORIAL SERVICES CITYWIDE
APPENDIX D:
Questionnaire
QUESTIONNAIRE/REQUIREMENTS FOR JANITORIAL SERVICES
In addition to the written proposal that demonstrates the Offerors understanding of the RFP, each offeror
shall also provide the following information. Brochures and advertisements will not be accepted as a direct
response to the questionnaire. A qualifying proposal must address all items. Incomplete proposals may be
rejected. Use of additional paper as needed is acceptable.
1) What sets your company apart from the rest? Why should the City of Bozeman utilize the services
from your organization?
2) Describe your firm’s qualifications to provide the service specified in this RFP?
3) Examples of relevant prior proposals and current customers with similar attributes of the City of
Bozeman? Have you performed Janitorial Services for the City of Bozeman in a satisfactory manner
in the past? Yes______ No_____
4) Number of full-time employees: Office________ Field________
5) Has your organization ever failed to complete any work awarded to it?
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6) Are there any judgements, suits or claims pending against your firm?
7) This contract will require a Tier 1 (SSN Address Trace, National Federal Criminal, National Sex
Offender, Statewide/County Criminal History) staff background check, does your firm currently use
a Tier I background check on your staff Yes_____ No_____?
8) What will be the mode of communication between onsite staff, shift leads, management and City of
Bozeman staff?
9) What will be the corrective action procedure to ensure that problems are solved quickly and not
repeated?
10) How will your organization handle shortages in staffing levels as a result of vacations, illness,
terminations, etc.?
11) Include a summary of your firms training and injury/illness prevention and safety programs.
12) Is your firm planning to subcontract portions of the work? Yes____ No____ If yes, indicate the
name of the subcontractor(s) and the portion of the work that will be subcontracted in each case.
Page 42 of 52
City of Bozeman, Facilities Division
Request for Proposals For: JANITORIAL SERVICES CITYWIDE
APPENDIX E:
WORK SITE LOCATIONS
Building Address City Representative
City Hall 121 N. Rouse Ave, Bozeman Mike Gray, Facilities Superintendent
Fire Station #1/Police
Annex
34 N. Rouse Ave, Bozeman Mike Gray, Facilities Superintendent
Alfred Stiff Professional
Building
20 E. Olive Street, Bozeman Mike Gray, Facilities Superintendent
Bozeman Public Library 626 E. Main Street, Bozeman Mike Gray, Facilities Superintendent
Shops Complex 814 N. Bozeman Avenue,
Bozeman
Mike Gray, Facilities Superintendent
Laurel Glenn 5519 Saxon Way, Bozeman Mike Gray, Facilities Superintendent
Vehicle
Maintenance/HRDC Barn
1812 N. Rouse Ave, Bozeman Mike Gray, Facilities Superintendent
Water Treatment Plant
(WTP)
7024 Sourdough Canyon Road,
Bozeman
Eric Campbell, WTP Superintendent
Water Reclamation Facility
(WRF)
2245 Spring Hill Road, Bozeman Tom Radcliff, WRF Superintendent
Page 43 of 52
City of Bozeman, Facilities Division
Request for Proposals For: JANITORIAL SERVICES SITEWIDE
APPENDIX F:
Pricing Proposal Form
Address Monthly
Labor Hours
Monthly Cost Annual Cost
City Hall 121 N. Rouse Ave $ $
Fire Station #1/Police
Annex
34 N. Rouse Ave $ $
Alfred Stiff Professional
Building
20 E. Olive Street $ $
Bozeman Public Library 626 E. Main Street $ $
Shops Complex 814 N. Bozeman Avenue $ $
Laurel Glenn 5519 Saxon Way $ $
Vehicle
Maintenance/HRDC Barn
1812 N. Rouse Ave $ $
Water Treatment Plant
(WTP)
7024 Sourdough Canyon
Road
$ $
Water Reclamation
Facility (WRF)
2245 Spring Hill Road $ $
Total
$ $
Page 44 of 52
City of Bozeman, Facilities Division
Request for Proposals For: JANITORIAL SERVICES CITYWIDE
APPENDIX G:
Professional Services Agreement
*STANDARD* PROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT is made and entered into this _____ day of ____________, 2018, by and between
the CITY OF BOZEMAN, MONTANA, a self-governing municipal corporation organized and existing under its
Charter and the laws of the State of Montana, 121 North Rouse Street, Bozeman, Montana, with a mailing
address of PO Box 1230, Bozeman, MT 59771, hereinafter referred to as “City,” and, ____________,
_______________, hereinafter referred to as “Contractor.”
In consideration of the mutual covenants and agreements herein contained, the receipt and
sufficiency whereof being hereby acknowledged, the parties hereto agree as follows:
1. Purpose: City agrees to enter this Agreement with Contractor to perform for City services
described in the Scope of Services attached hereto as Attachment “A” and by this reference made a part
hereof.
2. Term/Effective Date: This Agreement is effective upon the date of its execution and will
terminate on the _____ day of ______________, 2018.
3. Scope of Work: Contractor will perform the work and provide the services in accordance with
the requirements of the Scope of Services. For conflicts between this Agreement and the Scope of Services,
unless specifically provided otherwise, the Agreement governs.
4. Payment: City agrees to pay Contractor the amount specified in a Scope of Services. Any
alteration or deviation from the described services that involves additional costs above the Agreement amount
will be performed by Contractor after written request by the City, and will become an additional charge over
and above the amount listed in the Scope of Services. The City must agree in writing upon any additional
charges.
5. Contractor’s Representations: To induce City to enter into this Agreement, Contractor makes
the following representations:
a. Contractor has familiarized itself with the nature and extent of this Agreement, the
Scope of Services, and with all local conditions and federal, state and local laws, ordinances, rules, and
regulations that in any manner may affect cost, progress or performance of the Scope of Services.
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b. Contractor represents and warrants to City that it has the experience and ability to
perform the services required by this Agreement; that it will perform said services in a professional,
competent and timely manner and with diligence and skill; that it has the power to enter into and
perform this Agreement and grant the rights granted in it; and that its performance of this Agreement
shall not infringe upon or violate the rights of any third party, whether rights of copyright, trademark,
privacy, publicity, libel, slander or any other rights of any nature whatsoever, or violate any federal,
state and municipal laws. The City will not determine or exercise control as to general procedures or
formats necessary to have these services meet this warranty.
6. Independent Contractor Status/Labor Relations: The parties agree that Contractor is an
independent contractor for purposes of this Agreement and is not to be considered an employee of the City
for any purpose. Contractor is not subject to the terms and provisions of the City’s personnel policies
handbook and may not be considered a City employee for workers’ compensation or any other purpose.
Contractor is not authorized to represent the City or otherwise bind the City in any dealings between
Contractor and any third parties.
Contractor shall comply with the applicable requirements of the Workers’ Compensation Act, Title 39,
Chapter 71, MCA, and the Occupational Disease Act of Montana, Title 39, Chapter 71, MCA. Contractor shall
maintain workers’ compensation coverage for all members and employees of Contractor’s business, except
for those members who are exempted by law.
Contractor shall furnish the City with copies showing one of the following: (1) a binder for workers’
compensation coverage by an insurer licensed and authorized to provide workers’ compensation insurance in
the State of Montana; or (2) proof of exemption from workers’ compensation granted by law for independent
contractors.
Contractor shall post a legible statement of all wages and fringe benefits to be paid to the Contractor’s
employees and the frequency of such payments (i.e., hourly wage employees shall be paid weekly). Such
posting shall be made in a prominent and accessible location at the Contractor’s normal place of business and
shall be made no later than the first day of services provided under this Agreement. Such posting shall be
removed only upon expiration or termination of this Agreement.
In performing the services under this Agreement, Contractor shall give preference to the employment
of bona fide residents of Montana, as required by §18-2-403, MCA, and as such, term is defined by §18-2-
401(1), MCA. When making assignments of work, Contractor shall use workers both skilled in their trade and
specialized in their field of work for all work to which they are assigned.
Pursuant to §§18-2-403 and 18-2-422, MCA, Contractor shall pay wages, benefits, and expenses as set
forth in the Montana Prevailing Wage Rage for Non Construction Services, effective February 1, 2013 and
applicable to Gallatin County, Montana which schedule is incorporated herein. Contractor shall pay all hourly
wage employees on a weekly basis. Violation of the requirements set forth in the above State of Montana
schedule of prevailing wage rates may subject the Contractor to the penalties set forth in §18-2-407, MCA.
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Contractor shall maintain payroll records and provide certified copies to the City. Contractor shall maintain
such payroll records during the term of this Agreement, the course of the work on the Construction Project,
and for a period of three (3) years following the date of final completion of the Construction Project and
termination of this Agreement.
In the event that, during the term of this Agreement, any labor problems or disputes of any type arise
or materialize which in turn cause any services to cease for any period of time, Contractor specifically agrees
to take immediate steps, at its own expense and without expectation of reimbursement from City, to alleviate
or resolve all such labor problems or disputes. The specific steps Contractor shall take to services shall be left
to the discretion of Contractor; provided, however, that Contractor shall bear all costs of any related legal
action. Contractor shall provide immediate relief to the City so as to permit the services to continue at no
additional cost to City.
Contractor shall indemnify, defend, and hold the City harmless from any and all claims, demands,
costs, expenses, damages, and liabilities arising out of, resulting from, or occurring in connection with any
labor problems or disputes or any delays or stoppages of work associated with such problems or disputes
7. Indemnity/Waiver of Claims/Insurance: For other than professional services rendered, to the
fullest extent permitted by law, Contractor agrees to release, defend, indemnify, and hold harmless the City,
its agents, representatives, employees, and officers (collectively referred to for purposes of this Section as the
City) from and against any and all claims, demands, actions, fees and costs (including attorney’s fees and the
costs and fees of an expert witness and consultants), losses, expenses, liabilities (including liability where
activity is inherently or intrinsically dangerous) or damages of whatever kind or nature connected therewith
and without limit and without regard to the cause or causes thereof or the negligence of any party or parties
that may be asserted against, recovered from or suffered by the City occasioned by, growing or arising out of
or resulting from or in any way related to: (i) the negligent, reckless, or intentional misconduct of the
Contractor; (ii) any negligent, reckless, or intentional misconduct of any of the Contractor’s agents; or (iii) the
negligent, reckless, or intentional misconduct of any other third party.
For the professional services rendered, to the fullest extent permitted by law, Contractor agrees to
indemnify and hold the City harmless against claims, demands, suits, damages, losses, and expenses, including
reasonable defense attorney fees, to the extent caused by the negligence or willful misconduct of the
Contractor or Contractor’s agents or employees.
Such obligations shall not be construed to negate, abridge, or reduce other rights or obligations of
indemnity that would otherwise exist. The indemnification obligations of this Section must not be construed
to negate, abridge, or reduce any common-law or statutory rights of the indemnities’ which would otherwise
exist as to such indemnities’.
Contractor’s indemnity under this Section shall be without regard to and without any right to
contribution from any insurance maintained by City.
Should any indemnity described herein be required to bring an action against the Contractor to assert
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its right to defense or indemnification under this Agreement or under the Contractor’s applicable insurance
policies required below the indemnity shall be entitled to recover reasonable costs and attorney fees incurred
in asserting its right to indemnification or defense but only if a court of competent jurisdiction determines the
Contractor was obligated to defend the claim(s) or was obligated to indemnify the indemnity for a claim(s) or
any portion(s) thereof.
In the event of an action filed against City resulting from the City’s performance under this Agreement,
the City may elect to represent itself and incur all costs and expenses of suit.
Contractor also waives any and all claims and recourse against the City or its officers, agents or
employees, including the right of contribution for loss or damage to person or property arising from, growing
out of, or in any way connected with or incident to the performance of this Agreement except “responsibility
for his own fraud, for willful injury to the person or property of another, or for violation of law, whether willful
or negligent” as per 28-2-702, MCA.
These obligations shall survive termination of this Agreement and the services performed hereunder.
In addition to and independent from the above, Contractor shall at Contractor’s expense secure
insurance coverage through an insurance company or companies duly licensed and authorized to conduct
insurance business in Montana which insures the liabilities and obligations specifically assumed by the
Contractor in this Section. The insurance coverage shall not contain any exclusion for liabilities specifically
assumed by the Contractor in subsection (a) of this Section.
The insurance shall cover and apply to all claims, demands, suits, damages, losses, and expenses that
may be asserted or claimed against, recovered from, or suffered by the City without limit and without regard
to the cause therefore and which is acceptable to the City and Contractor shall furnish to the City an
accompanying certificate of insurance and accompanying endorsements in amounts not less than as follows:
• Workers’ Compensation – statutory;
• Employers’ Liability - $1,000,000 per occurrence; $2,000,000 annual aggregate;
• Commercial General Liability - $1,000,000 per occurrence; $2,000,000 annual aggregate;
• Automobile Liability - $1,000,000 property damage/bodily injury; $2,000,000 annual
aggregate; and
The City of Bozeman, its officers, agents, and employees, shall be endorsed as an additional or named
insured on a primary non-contributory basis on both the Commercial General and Automobile Liability policies.
The insurance and required endorsements must be in a form suitable to City and shall include no less than a
sixty (60) day notice of cancellation or non-renewal. The City must approve all insurance coverage and
endorsements prior to the Contractor commencing work. Contractor shall notify City within two (2) business
days of Contractor’s receipt of notice that any required insurance coverage will be terminated or Contractor’s
decision to terminate any required insurance coverage for any reason.
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The City must approve all insurance coverage and endorsements prior to the Contractor commencing
work.
8. Termination for Contractor’s Fault:
a. If Contractor refuses or fails to timely do the work, or any part thereof, or fails to
perform any of its obligations under this Agreement, or otherwise breaches any terms or conditions
of this Agreement, the City may, by written notice, terminate this Agreement and the Contractor’s
right to proceed with all or any part of the work (“Termination Notice Due to Contractor’s Fault”). The
City may then take over the work and complete it, either with its own resources or by re-letting the
contract to any other third party.
b. In the event of a termination pursuant to this Section 8, Contractor shall be entitled
to payment only for those services Contractor actually rendered.
c. Any termination provided for by this Section 8 shall be in addition to any other
remedies to which the City may be entitled under the law or at equity.
d. In the event of termination under this Section 8, Contractor shall, under no
circumstances, be entitled to claim or recover consequential, special, punitive, lost business
opportunity, lost productivity, field office overhead, general conditions costs, or lost profits damages
of any nature arising, or claimed to have arisen, as a result of the termination.
9. Termination for City’s Convenience:
a. Should conditions arise which, in the sole opinion and discretion of the City, make it
advisable to the City to cease work on the Construction Project, City may terminate this Agreement by
written notice to Contractor (“Notice of Termination for City’s Convenience”). The termination shall
be effective in the manner specified in the Notice of Termination for City’s Convenience and shall be
without prejudice to any claims that the City may otherwise have against Contractor.
b. Upon receipt of the Notice of Termination for City’s Convenience, unless otherwise
directed in the Notice, the Contractor shall immediately cease work on the Construction Project,
discontinue placing orders for materials, supplies, and equipment for the Construction Project, and
make every reasonable effort to cancel all existing orders or contracts upon terms satisfactory to the
City. Contractor shall do only such work as may be necessary to preserve, protect, and maintain work
already completed, in progress, or in transit to the construction site.
c. In the event of a termination pursuant to this Section 9, Contractor is entitled to
payment only for those services Contractor actually rendered and materials actually purchased or
which Contractor has made obligations to purchase on or before the receipt of the Notice of
Termination for City’s Convenience, and reasonably incurred costs for demobilization of Contractor’s
and any subcontractor’s crews. It is agreed that any materials that City is obligated to purchase from
Contractor will remain the City’s sole property.
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d. The compensation described in Section 9(c) is the sole compensation due to
Contractor for its performance of this Agreement. Contractor shall, under no circumstances, be
entitled to claim or recover consequential, special, punitive, lost business opportunity, lost
productivity, field office overhead, general conditions costs, or lost profits damages of any nature
arising, or claimed to have arisen, as a result of the termination.
Limitation on Contractor’s Damages; Time for Asserting Claim:
a. In the event of a claim for damages by Contractor under this Agreement, Contractor’s
damages shall be limited to contract damages and Contractor hereby expressly waives any right to
claim or recover consequential, special, punitive, lost business opportunity, lost productivity, field
office overhead, general conditions costs, or lost profits damages of any nature or kind.
b. In the event Contractor wants to assert a claim for damages of any kind or nature,
Contractor shall provide City with written notice of its claim, the facts and circumstances surrounding
and giving rise to the claim, and the total amount of damages sought by the claim, within ten (10) days
of the facts and circumstances giving rise to the claim. In the event Contractor fails to provide such
notice, Contractor shall waive all rights to assert such claim.
11. Representatives:
a. City’s Representative: The City’s Representative for the purpose of this Agreement
shall be Mike Gray, Facilities Superintendent, or such other individual as City shall designate in writing.
Whenever approval or authorization from or communication or submission to City is required by this
Agreement, such communication or submission shall be directed to Mike Gray as the City’s
Representative and approvals or authorizations shall be issued only by such Representative; provided,
however, that in exigent circumstances when City’s Representative is not available, Contractor may
direct its communication or submission to other designated City personnel or agents as listed above
and may receive approvals or authorization from such persons.
b. Contractor’s Representative: The Contractor’s Representative for the purpose of this
Agreement shall be _____________________ or such other individual as Contractor shall designate
in writing. Whenever direction to or communication with Contractor is required by this Agreement,
such direction or communication shall be directed to Contractor’s Representative; provided, however,
that in exigent circumstances when Contractor’s Representative is not available, City may direct its
direction or communication to other designated Contractor personnel or agents.
12. Permits: Contractor shall provide all notices, comply with all applicable laws, ordinances,
rules, and regulations, obtain all necessary permits, licenses, including a City of Bozeman business license, and
inspections from applicable governmental authorities, and pay all fees and charges in connection therewith.
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13 Laws and Regulations: Contractor shall comply fully with all applicable state and federal laws,
regulations, and municipal ordinances including, but not limited to, all workers’ compensation laws, all
environmental laws including, but not limited to, the generation and disposal of hazardous waste, the
Occupational Safety and Health Act (OSHA), the safety rules, codes, and provisions of the Montana Safety Act
in Title 50, Chapter 71, MCA, all applicable City, County, and State building and electrical codes, the Americans
with Disabilities Act, and all non-discrimination, affirmative action, and utilization of minority and small
business statutes and regulations.
14. Nondiscrimination: The Contractor will have a policy to provide equal employment
opportunity in accordance with all applicable state and federal anti-discrimination laws, regulations, and
contracts. The Contractor will not refuse employment to a person, bar a person from employment, or
discriminate against a person in compensation or in a term, condition, or privilege of employment because of
race, color, religion, creed, political ideas, sex, age, marital status, national origin, actual or perceived sexual
orientation, gender identity, physical or mental disability, except when the reasonable demands of the position
require an age, physical or mental disability, marital status or sex distinction. The Contractor shall be subject
to and comply with Title VI of the Civil Rights Act of 1964; Section 140, Title 2, United States Code, and all
regulations promulgated thereunder. The Contractor shall require these nondiscrimination terms of its sub-
Contractors providing services under this agreement.
15. Intoxicants; DOT Drug and Alcohol Regulations/Safety and Training: Contractor shall not permit
or suffer the introduction or use of any intoxicants, including alcohol or illegal drugs, by any employee or agent
engaged in services to the City under this Agreement while on City property or in the performance of any
activities under this Agreement. Contractor acknowledges it is aware of and shall comply with its
responsibilities and obligations under the U.S. Department of Transportation (DOT) regulations governing anti-
drug and alcohol misuse prevention plans and related testing. City shall have the right to request proof of such
compliance and Contractor shall be obligated to furnish such proof.
The Contractor shall be responsible for instructing and training the Contractor's employees and agents
in proper and specified work methods and procedures. The Contractor shall provide continuous inspection
and supervision of the work performed. The Contractor is responsible for instructing his employees and agents
in safe work practices.
16. Modification and Assignability: This Agreement may not be enlarged, modified or altered
except by written agreement signed by both parties hereto. The Contractor may not subcontract or assign
Contractor’s rights, including the right to compensation or duties arising hereunder, without the prior written
consent of City. Any subcontractor or assignee will be bound by all of the terms and conditions of this
Agreement.
17. Reports/Accountability/Public Information: Contractor agrees to develop and/or provide
documentation as requested by the City demonstrating Contractor’s compliance with the requirements of this
Agreement. Contractor shall allow the City, its auditors, and other persons authorized by the City to inspect
and copy its books and records for the purpose of verifying that the reimbursement of monies distributed to
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Contractor pursuant to this Agreement was used in compliance with this Agreement and all applicable
provisions of federal, state, and local law. The Contractor shall not issue any statements, releases or
information for public dissemination without prior approval of the City.
18. Non-Waiver: A waiver by either party any default or breach by the other party of any terms or
conditions of this Agreement does not limit the other party’s right to enforce such term or conditions or to
pursue any available legal or equitable rights in the event of any subsequent default or breach.
19. Attorney’s Fees and Costs: That in the event it becomes necessary for either Party of this
Agreement to retain an attorney to enforce any of the terms or conditions of this Agreement or to give any
notice required herein, then the prevailing Party or the Party giving notice shall be entitled to reasonable
attorney's fees and costs, including fees, salary, and costs of in-house counsel to include City Attorney.
20. Taxes: Contractor is obligated to pay all taxes of any kind or nature and make all appropriate
employee withholdings.
21. Dispute Resolution:
a. Any claim, controversy, or dispute between the parties, their agents, employees, or
representatives shall be resolved first by negotiation between senior-level personnel from each party
duly authorized to execute settlement agreements. Upon mutual agreement of the parties, the
parties may invite an independent, disinterested mediator to assist in the negotiated settlement
discussions.
b. If the parties are unable to resolve the dispute within thirty (30) days from the date
the dispute was first raised, then such dispute may only be resolved in a court of competent
jurisdiction in compliance with the Applicable Law provisions of this Agreement.
22. Survival: Contractor’s indemnification shall survive the termination or expiration of this
Agreement for the maximum period allowed under applicable law.
23. Headings: The headings used in this Agreement are for convenience only and are not be
construed as a part of the Agreement or as a limitation on the scope of the particular paragraphs to which
they refer.
24. Severability: If any portion of this Agreement is held to be void or unenforceable, the balance
thereof shall continue in effect.
25. Applicable Law: The parties agree that this Agreement is governed in all respects by the laws
of the State of Montana.
26. Binding Effect: This Agreement is binding upon and inures to the benefit of the heirs, legal
representatives, successors, and assigns of the parties.
27. No Third-Party Beneficiary: This Agreement is for the exclusive benefit of the parties, does not
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constitute a third-party beneficiary agreement, and may not be relied upon or enforced by a third party.
28. Counterparts: This Agreement may be executed in counterparts, which together constitute
one instrument.
29. Integration: This Agreement and all Exhibits attached hereto constitute the entire agreement
of the parties. Covenants or representations not contained therein or made a part thereof by reference, are
not binding upon the parties. There are no understandings between the parties other than as set forth in this
Agreement. All communications, either verbal or written, made prior to the date of this Agreement are hereby
abrogated and withdrawn unless specifically made a part of this Agreement by reference.
30. Extensions: This Agreement may, upon mutual agreement, be extended for a period of
one year by written agreement of the Parties. In no case, however, may this Agreement run longer than
____________.
**** END OF AGREEMENT EXCEPT FOR SIGNATURES ****
IN WITNESS WHEREOF, the parties hereto have executed this instrument the day and year first above
written.
CITY OF BOZEMAN, MONTANA ____________________________________
CONTRACTOR (Type Name Above)
By________________________________ By__________________________________
Andrea Surratt, City Manager
Print Name:
Print Title: ____________________________
APPROVED AS TO FORM:
By_______________________________
Greg Sullivan, Bozeman City Attorney