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HomeMy WebLinkAboutRFP - Janitorial Services 2025-2029Page 1 of 13 REQUEST FOR PROPOSALS (RFP) JANITORIAL SERVICES CITYWIDE 2025 - 2029 CITY OF BOZEMAN Bozeman, MT City of Bozeman PO Box 1230 Bozeman, MT 59771-1230 AUGUST 2024 NOTICE IS HEREBY given that the City of Bozeman (City) is seeking proposals from firms to provide professional janitorial contracting services for nine municipal buildings across the City of Bozeman for a five year term covering years 2025 – 2029. Copies of the Request for Proposals are available on the City’s website. All proposals must be provided as a single, searchable PDF document file and be submitted digitally as an email attachment to the RFP Recipient email address below. Respondents are advised that Recipient’s email attachment size limit is 25MB and that only one PDF file will be allowed per response. The subject line of the transmittal email shall clearly identify the RFP title, company name and due date/time. File sizes greater than 25MB in size may be uploaded to bzncloud.bozeman.net upon special arrangement of the Recipient; however, it is the respondent’s sole responsibility to ensure the file upload is completed, and that the Recipient is separately notified via email of same, prior to the given deadline. Deliver RFPs via email to the City Clerk by September 12, 2024 at 2:00 MDT. It is the sole responsibility of the proposing party to ensure that proposals are received prior to the closing time as late submittals will not be accepted and will be returned unopened. The email address for submission is: procurement@bozeman.net NON-DISCRIMINATION AND EQUAL PAY The City of Bozeman is an Equal Opportunity Employer. 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. In addition, pursuant to City Commission Resolution 5169, the entity awarded a contract under this RFP and any subcontractors must abide by the Equal Pay Act of 1963 and Section 39-3-104, MCA (the Montana Equal Pay Act), and affirm it will abide by the above and that it has visited the State of Montana Equal Pay for Equal Work “best practices” website, or equivalent “best practices publication and has read the material. Any administrative questions regarding proposal procedures should be directed to: Mike Maas, City Clerk (406) 582-2321, procurement@bozeman.net. Questions relating to the RFP should be directed to: Max Ziegler, Facilities Assistant Superintendent, (406) 582-2439, wziegler@bozeman.net. DATED at Bozeman, Montana, this August 17, 2024. Mike Maas City Clerk City of Bozeman For publication on: Saturday, August 17, 2024 Saturday, August 31, 2024 I. INTRODUCTION The City of Bozeman (Owner), is seeking proposals from qualified firms to provide professional janitorial contracting services for nine municipal buildings across the City of Bozeman. The Owner intends to enter into a contract with the selected firm that will include the provision of complete janitorial services for the following buildings: • Alfred Stiff Professional Building – 20 E. Olive St. • Bozeman City Hall – 121 N Rouse Ave. • Bozeman City Shops Complex – 814 N Rouse Ave. • Bozeman Public Library – 626 E Maint St. • Fire Station 2 – 575 W. Kagy Ave. • Laural Glenn Shops – 5519 Saxon Way • Vehicle Maintenance Building – 1812 N Rouse Ave. • Water Reclamation Facility – 2245 Spring Hill Rd. • Water Treatment Plant – 7024 Sourdough Canyon Rd. 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. This RFP shall not commit the Owner to enter into an agreement, to pay any expenses incurred in preparation of any response to this request, or to procure or contract for any supplies, goods or services. The Owner reserves the right to accept or reject all responses received as a result of this RFP if it is in the Owner’s best interest to do so. This procurement is governed by the laws of the State of Montana and venue for all legal proceedings shall be in the 18th Judicial District Court, Gallatin County. By offering to perform services under this RFP, all Submitters agree to be bound by the laws of the State of Montana and of the Owner, including, but not limited to, applicable wage rates, payments, gross receipts taxes, building codes, equal opportunity employment practices, safety, non-discrimination, etc. II. PROJECT BACKGROUND AND DESCRIPTION The City of Bozeman Facilities Department manages a diverse portfolio of municipal properties, including emergency services buildings, public administration offices, libraries, workshops and water/sewer treatment facilitites. To provide a consistent level of high quality service and maintain a clean and safe environment for the public and City staff, the Facilities Department contracts with a private janitorial services contractor. The Bozeman Facilities Department is seeking proposals from Janitorial Services contractors to provide janitorial services for nine City buildings for a Five (5) year term starting January 1, 2025. It is the City’s preference to contract with a single entity capable of meeting the scope of work and specifications provided in this RFP, and with capacity to support additional buildings which may be constructed within the contract term. III. SCOPE OF SERVICES The work covered in this specification includes furnishing all labor, equipment, some supplies, managing inventory, and supervision necessary for a complete janitorial service. It shall be understood that in addition to these services, all task incidental to cleaning functions not 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 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. Specifications for Janitorial Services, administrative instructions and definitions are included in this RFP as Appendix B. Job Specifications for each building are included as Appendix C. The Job specifications include overall scope, detailed facility information, and frequencies of service 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 APPENDICES 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 E, 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. IV. PROPOSAL REQUIREMENTS Firms interested in providing the services described above are requested to submit the following information. Responses to each item should appear in the same order as in this RFP and should identifythe item to which the responses applies. a) Executive Summary Please provide a concise executive summary of your proposal. b) Firm / Individual Profile Provide a brief profile of the submitting firm and key individuals assigned to this project. c) Qualifications and Related Experience with Projects of Similar Scope Describe your firms qualifications to provide the services specified in the Scope of Services, as well as the firms experience in providing services similar to the Scope of Services. d) Description of Proposed Solution and Schedule Please detail how your firm will provide the services stated in the Scope of Services, such as staffing plans, practices, management methods, and contractor provided equipment. Provide a proposed schedule for servicing the buildings specified in the Scope of Services. e) Present and Projected Workloads Identify firms current workload and capacity to take on the workload for services specified in the Scope of Services. f) Current and Recent work for the City of Bozeman Please list any current or recently performed work for the City of Bozeman. g) References Provide three (3) professional references, including: A. Name of Company or Organization B. Contact Name, Title, Phone Number, Email Adress C. Project start and completion date D. Brief summary of work performed for reference h) Questionnaire Please complete and submit the Questionnaire for Janitorial Services (Appendix D). i) Price Proposal Please complete and submit Pricing Proposal Form (Appendix E). j) Affirmation of Nondiscrimination (see Appendix A) Non-completion of the Affirmation of Nondiscrimination is cause for disqualification of firms. V. TIMELINES, DELIVERY DEADLINE, AND INSTRUCTIONS EVENT DATE/TIME Publication dates of RFP Saturday, August 17, 2024 Saturday, August 31, 2024 Pre-Proposal Conference and Job Site Walk Wednesday, September 4 Deadline for receipt of proposals Thursday, September 12, 2024 Evaluation of proposals Friday, September 20, 2024 Interviews (if necessary) and Selection of consultants Thursday, September 26, 2024 Pre-Proposal Conference and Job Site Walk: A MANDATORY pre-proposal conference and job site walk will be held on Wednesday, September 6, 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 wziegler@bozeman.net. With the exception of the advertising dates and advertised due date, the City reserves the right to modify the above timeline. Deliver RFPs via email to the City Clerk (procurement@bozeman.net) by September 12, 2024 at 2:00 PM MDT. It is the sole responsibility of the proposing party to ensure that proposals are received prior to the closing time as late submittals will not be accepted and will be returned unopened. All proposals must be provided as a single, searchable PDF document file and be submitted digitally as an email attachment to the RFP Recipient email address agenda@bozeman.net. Respondents are advised that Recipient’s email attachment size limit is 25MB and that only one PDF file will be allowed per response. The subject line of the transmittal email shall clearly identify the RFP title, company name and due date/time. File sizes greater than 25MB in size may be uploaded to bzncloud.bozeman.net upon special arrangement of the Recipient; however, it is the respondent’s sole responsibility to ensure the file upload is completed, and that the Recipient is separately notified via email of same, prior to the given deadline. VI. AMENDMENTS TO SOLICITATION Any interpretation or correction of this request will be published on the City’s webpage. The deadline for questions related to this document is 12:00 PM MDT on September 6, 2024. VII. CONTACT INFORMATION Any administrative questions regarding proposal procedures should be directed to: Mike Maas, City Clerk, (406) 582-2321, procurement@bozeman.net Questions relating to scope of services should be directed to: Max Ziegler, Facilities Assistant Superintendent, wziegler@bozeman.net, 406-582-2439 VIII. SELECTION PROCEDURE 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 committee will rank the proposals and may arrange interviews with the finalist(s) prior to selection. Selection may be made directly based on the written RFP submission. If interviews occur, the selection of finalists to be interviewed will be made by a selection committee representing the City of Bozeman. The selection of interview candidates will be based on an evaluation of the written responses to the RFPs. All submitted proposals must be complete and contain the information required as stated in the "Request for Proposals.” IX. SELECTION CRITERIA Proposals will be evaluated based on the following criteria: • [5 points] Executive Summary • [5 points] Firm / Individual Profile • [10 points] Qualifications and Related Experience with Projects of Similar Scope • [10 points] Description of Proposed Solution and Schedule • [5 points] Present and Projected Workloads • [10 points] Current and Recent work for the City of Bozeman • [5 points] References • [20 points] Janitorial Services Questionnaire • [30 points] Price Proposal X. FORM OF AGREEMENT The Contractor will be required to enter into a contract with the City in substantially the same form as the professional services agreement attached as Appendix G. XI. CITY RESERVATION OF RIGHTS / LIABILITY WAIVER 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. A SUBMISSION IN RESPONSE TO THIS REQUEST FOR QUALIFICATIONS CONFERS NO RIGHTS UPON ANY RESPONDENTS AND SHALL NOT OBLIGATE THE CITY IN ANY MANNER WHATSOEVER. THE CITY RESERVES THE RIGHT TO MAKE NO AWARD AND TO SOLICIT ADDITIONAL REQUEST FOR QUALIFICATIONS AT A LATER DATE. A. This RFP may be canceled or any or all responses may be rejected in whole or in part, as specified herein, when it is in the best interests of the City. If the City cancels or revises this RFP, all Respondents who submitted will be notified using email. B. The City reserves the right to accept or reject any and all proposals; to add or delete items and/or quantities; to amend the RFP; to waive any minor irregularities, informalities, or failure to conform to the RFP; to extend the deadline for submitting proposals; to postpone award for up to 60 days; to award one or more contracts, by item or task, or groups of items or tasks, if so provided in the RFP and if multiple awards or phases are determined by the City to be in the public interest. C. The City of Bozeman reserves the right to reject the proposal of any person/firm who previously failed to perform properly to the satisfaction of the City of Bozeman, or complete on time agreements of similar nature, or to reject the proposal of any person/firm who is not in a position to perform such an agreement satisfactorily as determined by the City of Bozeman. D. The City of Bozeman reserves the right to determine the best qualified Contractor and negotiate a final scope of service and cost, negotiate a contract with another Contractor if an agreement cannot be reached with the first selected Contractor, or reject all proposals. E. The professional services contract between the City of Bozeman and the successful Contractor will incorporate the Contractor's scope of service and work schedule as part of the agreement (see Appendix G for form of professional services agreement. The professional services agreement presented to the Contractor may differ from this form as appropriate for the scope of services). F. This RFP does not commit the City to award a contract. The City assumes no liability or responsibility for costs incurred by firms in responding to this request for proposals or request for interviews, additional data, or other information with respect to the selection process, prior to the issuance of an agreement, contract or purchase order. The Contractor, by submitting a response to this RFP, waives all right to protest or seek any legal remedies whatsoever regarding any aspect of this RFP. G. 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 this RFP, all Contractors who submitted proposals will be notified using email. H. Projects under any contract are subject to the availability of funds. XII. NONDISCRIMINATION AND EQUAL PAY POLICY The City of Bozeman requires each entity submitting under this notice shall affirm, on a separate form provided, that 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, sexual preference, gender identity, or disability in fulfillment of a contract entered into for the services identified herein and that this prohibition on discrimination shall apply to the hiring and treatment of the submitting entity’s employees and to all subcontracts it enters into in the fulfillment of the services identified herein. Failure to comply with this requirement shall be cause for the submittal to be deemed nonresponsive. The City also requires each entity submitting under this notice shall affirm it will abide by the Equal Pay Act of 1963 and Section 39-3-104, MCA (the Montana Equal Pay Act), and has visited the State of Montana Equal Pay for Equal Work “best practices” website, https://equalpay.mt.gov/BestPractices/Employers, or equivalent “best practices publication and has read the material. XIII. MISCELLANEOUS A. No Oral Agreements. No conversations or oral agreements with any officer, employee, or agent of the City shall affect or modify any term of this solicitation. Oral communications or any written/email communication between any person and City officer, employee or agent shall not be considered binding. B. No Partnership/Business Organization. Nothing in this solicitation or in any subsequent agreement, or any other contract entered into as a result of this solicitation, shall constitute, create, give rise to or otherwise be recognized as a partnership or formal business organization of any kind between or among the respondent and the City. C. Employment Restriction and Indemnity. No person who is an owner, officer, employee, contractor, or consultant of a respondent shall be an officer or employee of the City. No rights of the City’s retirement or personnel rules accrue to a respondent, its officers, employees, contractors, or consultants. Respondents shall have the responsibility of all salaries, wages, bonuses, retirement, withholdings, worker’s compensation and occupational disease compensation, insurance, unemployment compensation other benefits and taxes and premiums appurtenant thereto concerning its officers, employees, contractors, and consultants. Each Respondent shall save and hold the City harmless with respect to any and all claims for payment, compensation, salary, wages, bonuses, retirement, withholdings, worker’s compensation and occupational disease compensation, insurance, unemployment compensation other benefits and taxes and premiums in any way related to each respondent’s officers, employees, contractors and consultants. D. Accessibility. Upon reasonable notice, the City will provide assistance for those persons with sensory impairments. For further information please contact the ADA Coordinator Mike Gray at 406-582-3232 or the City’s TTY line at 406-582-2301. E. Procurement. When discrepancies occur between words and figures in this solicitation, the words shall govern. No responsibility shall attach to a City employee for the premature opening of an RFP not properly addressed and identified in accordance with these documents. F. Governing Law. This solicitation and any disputes arising hereunder or under any future agreement shall be governed and construed and enforced in accordance with the laws of the State of Montana, without reference to principles of choice or conflicts of laws. XIV. ATTACHMENTS The following exhibits are incorporated in this RFP: Appendix A: Non-Discrimination Affirmation Appendix B: Janitorial Services Job Specifications & Definitions Appendix C: Building Specific Job Specifications Appendix D: Questionnaire for Janitorial Services Appendix E: Pricing Proposal Form Appendix F: Submittal Form Appendix G: Form of Professional Services Agreement END OF RFP Appendix A NONDISCRIMINATION AND EQUAL PAY AFFIRMATION ____________________________________(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 acknowledges and understands the eventual contract will contain a provision prohibiting discrimination as described above and this prohibition on discrimination shall apply to the hiring and treatments or proposer’s employees and to all subcontracts. In addition, ____________________________________(name of entity submitting) hereby affirms it will abide by the Equal Pay Act of 1963 and Section 39-3-104, MCA (the Montana Equal Pay Act), and has visited the State of Montana Equal Pay for Equal Work “best practices” website, https://equalpay.mt.gov/BestPractices/Employers, or equivalent “best practices publication and has read the material. ______________________________________ Name and title of person authorized to sign on behalf of submitter APPENDIX B 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 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. 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 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. 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), 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. • 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. • 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. APPENDIX C 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 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 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 Building: City Hall Location: 121 N. Rouse Avenue Size of Building: 22,700 square feet • Main Floor: o Common Area: 4,425 square feet o Office Space: 6,505 square feet • Second Floor: o Common Area: 2,350 square feet o Office Space: 5,305 square feet 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 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 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 Building: Fire Station #2 Location: 575 W. Kagy Size of Building: • Main Floor: o Common Area: 350 square feet o Police Office Space: 200 square feet 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: Fire apparatus bays and firefighter dormitory, kitchen, and Fire Department office areas are not included in areas to be cleaned. Building shall be cleaned 1 time 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 Weekly 2 Common Areas/Reception Areas Vacuum carpeted areas, including entry areas and entry mats Weekly Sweep hard floors including entry areas, and common area stairs Weekly Wet mop hard floors with cleaner including under mats. This includes any common area stairs. Weekly Pick up trash, empty all common area waste receptacles, place liner in receptacle, pick up trash Weekly Empty recycling receptacles, place in large building containers Weekly Clean entry glass – inside and out, (weather permitting) Weekly Spot clean interior glass, light switches, doors, door frames, general areas as needed Weekly Disinfect and polish drinking fountains Weekly 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 Weekly Clean and disinfect toilets and urinals, interior and exterior of units Weekly Clean and disinfect counters, sinks, faucets, and soap dispenser Weekly Clean and polish mirrors, dispensers, and chrome fixtures Weekly Dust and wipe surfaces within reach including partitions, changing stations, and shelving Weekly Empty waste receptacle(s), place liner in receptacle Weekly Stock all toilet paper, paper towel, seat covers, feminine hygiene products, and soap dispensers 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 Miscellaneous Empty and clean ash receptacles if applicable Weekly High dusting Monthly 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 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 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 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 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 Building: Shops Complex Location: 814 N. Bozeman Avenue Size of Building: 14,889 square feet Common Area: 2,970 square feet Office Space: 3,390 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 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 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. Building:  Vehicle Maintenance/HRDC Barn  Location:  1812 N. Rouse Avenue  Size of Building:   Main Floor:  o Common Area: 1,425 square feet  o Locker Rooms: 180 square feet    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      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      Clean and disinfect shower stall, include  walls and floor if applicable   Weekly         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   Building: Water Reclamation Facility Location: 2245 Spring Hill Road Size of Building: • Main Floor: o Common Area: 4200 sq ft o Office Space: 809 sq ft 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* Building: Water Treatment Plant Location: 7024 Sourdough Canyon Road Size of Building: • Main Floor: o Administration Area: 3,775 o Lab Space: 3,730 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 Appendix D 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. 4) Number of full-time employees: Office________ Field________ 5) Has your organization ever failed to complete any work awarded to it? 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. Appendix E Building Address Monthly Labor Hours Monthly Cost Annual Cost City Hall 121 N. Rouse Ave $ $ Fire Station 2 575 W. Kagy $ $ Alfred Stiff Professional Building 20 E. Olive Street $ $ Bozeman Public Library 626 E. Main Street $ $ City Shops Complex 814 N. Bozeman Avenue $ $ Laurel Glenn 5519 Saxon Way $ $ Vehicle Maintenance Building 1812 N. Rouse Ave $ $ Water Treatment Plant (WTP) 7024 Sourdough Canyon Road $ $ Water Reclamation Facility (WRF) 2245 Spring Hill Road $ $ Total $ $ APPENDIX F           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.       APPENDIX G Professional Services Agreement for Janitorial Services FY25-FY29 Page 1 of 13 PROFESSIONAL SERVICES AGREEMENT THIS AGREEMENT is made and entered into this _____ day of ____________, 202__ (“Effective Date”), 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.” The City and Contractor may be referred to individually as “Party” and collectively as “Parties.” 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 Exhibit A and by this reference made a part hereof. 2. Term/Effective Date: This Agreement is effective upon the Effective Date and will expire on the _____ day of ______________, 202_, unless earlier terminated in accordance with this Agreement. 3. Scope of Services: 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. Contractor agrees to be bound by its responses to the City’s Cloud Questions, attached to this Agreement as Exhibit B and made part of this Agreement. Such responses constitute material consideration for the City to enter into this Agreement and the responses are material representations regarding the Contractor’s performance. 4. Payment: City agrees to pay Contractor the amount specified in the Scope of Services. Any alteration or deviation from the described services that involves additional costs above Professional Services Agreement for Janitorial Services FY25-FY29 Page 2 of 13 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. 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 the 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, Montana Code Annotated (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. Professional Services Agreement for Janitorial Services FY25-FY29 Page 3 of 13 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, 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, fringe benefits, and expenses, including travel allowances as set forth in the current Montana Prevailing Wage Rate for Non Construction Services in effect 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. Contractor shall maintain payroll records during the term of this Agreement and for a period of three (3) years following termination of this Agreement. The Contractor shall ensure that any person, firm or entity performing any portion of the services under this Agreement for which the contractor, subcontractor or employer is responsible, is paid the applicable standard prevailing rate of wages. 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 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 and for any claims regarding underpaid prevailing wages. Professional Services Agreement for Janitorial Services FY25-FY29 Page 4 of 13 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 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; or (ii) any negligent, reckless, or intentional misconduct of any of the Contractor’s agents. 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 intentional 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 City as indemnitee(s) which would otherwise exist as to such indemnitee(s). Contractor’s indemnity under this Section shall be without regard to and without any right to contribution from any insurance maintained by City. Should the City be required to bring an action against the Contractor to assert its right to defense or indemnification under this Agreement or under the Contractor’s applicable insurance policies required below, the City 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 City for a claim(s) or any portion(s) thereof. In the event of an action filed against the 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. Professional Services Agreement for Janitorial Services FY25-FY29 Page 5 of 13 Contractor also waives any and all claims and recourse against the City, 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 [City’s] 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 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. 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 per accident; and • Professional Liability - $1,000,000 per claim; $2,000,000 annual aggregate. The above amounts shall be exclusive of defense costs. The City shall be endorsed as an additional or named insured on a primary non-contributory basis on the Commercial General, Employer’s Liability, and Automobile Liability policies. The insurance and required endorsements must be in a form suitable to City and shall include no less than a thirty (30) day notice of cancellation or non-renewal. 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. Professional Services Agreement for Janitorial Services FY25-FY29 Page 6 of 13 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 performance under this Agreement, the 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 performance under this Agreement and make every reasonable effort to refrain from continuing work, incurring additional expenses or costs under this Agreement and shall immediately cancel all existing orders or contracts upon terms satisfactory to the City. Contractor shall do only such work as Professional Services Agreement for Janitorial Services FY25-FY29 Page 7 of 13 may be necessary to preserve, protect, and maintain work already completed or immediately in progress. c. In the event of a termination pursuant to this Section 9, Contractor is entitled to payment only for those services Contractor actually rendered on or before the receipt of the Notice of Termination for City’s Convenience. 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. 10. 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 thirty (30) 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 and Notices: a. City’s Representative: The City’s Representative for the purpose of this Agreement shall be _________________ 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 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 Professional Services Agreement for Janitorial Services FY25-FY29 Page 8 of 13 is not available, Contractor may direct its communication or submission to other designated City personnel or agents as designated by the City in writing 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. c. Notices: All notices required by this Agreement shall be in writing and shall be provided to the Representatives named in this Section. Notices shall be deemed given when delivered, if delivered by courier to Party’s address shown above during normal business hours of the recipient; or when sent, if sent by email or fax (with a successful transmission report) to the email address or fax number provided by the Party’s Representative; or on the fifth business day following mailing, if mailed by ordinary mail to the address shown above, postage prepaid. 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. 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. 15. Nondiscrimination and Equal Pay: The Contractor agrees that all hiring by Contractor of persons performing this Agreement shall be on the basis of merit and qualifications. The Contractor will have a policy to provide equal employment opportunity in accordance with all Professional Services Agreement for Janitorial Services FY25-FY29 Page 9 of 13 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. Contractor represents it is, and for the term of this Agreement will be, in compliance with the requirements of the Equal Pay Act of 1963 and Section 39-3-104, MCA (the Montana Equal Pay Act). Contractor must report to the City any violations of the Montana Equal Pay Act that Contractor has been found guilty of within 60 days of such finding for violations occurring during the term of this Agreement. Contractor shall require these nondiscrimination terms of its subcontractors providing services under this Agreement. 16. 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 its employees and agents in safe work practices. 17. 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 Professional Services Agreement for Janitorial Services FY25-FY29 Page 10 of 13 hereunder, without the prior written consent of the City. Any subcontractor or assignee will be bound by all of the terms and conditions of this Agreement. 18. 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 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. 19. Non-Waiver: A waiver by either party of 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. 20. Attorney’s Fees and Costs: In the event it becomes necessary for either Party 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 including the City Attorney’s Office staff. 21. Taxes: Contractor is obligated to pay all taxes of any kind or nature and make all appropriate employee withholdings. 22. 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 Professional Services Agreement for Janitorial Services FY25-FY29 Page 11 of 13 competent jurisdiction in compliance with the Applicable Law provisions of this Agreement. 23. Survival: Contractor’s indemnification shall survive the termination or expiration of this Agreement for the maximum period allowed under applicable law. 24. 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. 25. Severability: If any portion of this Agreement is held to be void or unenforceable, the balance thereof shall continue in effect. 26. Applicable Law: The parties agree that this Agreement is governed in all respects by the laws of the State of Montana. 27. Binding Effect: This Agreement is binding upon and inures to the benefit of the heirs, legal representatives, successors, and assigns of the parties. 28. No Third-Party Beneficiary: This Agreement is for the exclusive benefit of the parties, does not constitute a third-party beneficiary agreement, and may not be relied upon or enforced by a third party. 29. Counterparts: This Agreement may be executed in counterparts, which together constitute one instrument. 30. Integration: This Agreement and all Exhibits attached hereto constitute the entire agreement of the parties. Covenants or representations not contained herein 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. 31. Consent to Electronic Signatures: The Parties have consented to execute this Agreement electronically in conformance with the Montana Uniform Electronic Transactions Act, Title 30, Chapter 18, Part 1, MCA. Professional Services Agreement for Janitorial Services FY25-FY29 Page 12 of 13 32. 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 Agreement the day and year first above written or as recorded in an electronic signature. CITY OF BOZEMAN, MONTANA ____________________________________ CONTRACTOR (Type Name Above) By________________________________ By__________________________________ Chuck Winn, City Manager Print Name: ___________________________ Print Title: ____________________________ APPROVED AS TO FORM: By_______________________________ Professional Services Agreement for Janitorial Services FY25-FY29 Page 13 of 13 Greg Sullivan, Bozeman City Attorney