RFP – Janitorial Services for District Administrative Building and Maintenance Facility

North City Water District
Request for Proposal (RFP)

Janitorial Services: North City Water District Administrative Building and Maintenance Facility

Due Date: Submit no later than 4:30 pm on Tuesday July 10, 2018

Section 1. Organizational Overview

North City Water District is a Group A public water system (15 or more services) that operates under the authority of RCW Title 57 – Sewer and Water Districts. The District serves an urban area in north King County and operates within the cities of Lake Forest Park and Shoreline. It serves an estimated population of 25,500 through approximately 10,500 connections and purchases its entire water supply from the Seattle Public Utilities regional water supply system. The area is primarily urban residential with neighborhood businesses and schools located along several major thoroughfares.

Section 2. General Information

This request for proposals (RFP) is for the procurement of public works services, namely janitorial services, for its administrative building currently located at 1519 NE 177th St. in Shoreline, WA and its maintenance facility building located at 16906 15th Ave NE also in Shoreline, WA.

The administrative building is approximately 6,850 SF including four offices, a Board room, two conference rooms, a lobby, four restrooms, and general office desk space. The office staff performs work at the administrative office between Monday and Friday 8:00 A.M. – 5:00 P.M. However, employees are often in the building from 7:00 A.M. until 7:00 P.M. The facility has one garbage dumpster and one recycling dumpster.

The maintenance facility is approximately 2,850 SF. Approximately 50% of this space is used for office space and is included in the Scope of Work. That space includes two restrooms, two offices, one open space which houses 5 work spaces, a kitchen and small break room. The crew performs work Monday through Friday between the hours of 8:00 AM and 5:00 PM although staff often enters the building during non-work hours for on-call and emergency work purposes. This location will change in early 2020 as the District intends to relocate to a new facility at 15555 15th Ave NE, Shoreline, WA.

The administrative building and maintenance facility are both protected by a monitored burglar/fire system.

Section 3. Contractor Responsibilities and Description of Services

Contractor shall perform the regular services two (2) days a week (preferably Tuesdays and Fridays) after office hours. Contractor shall also be available for ad hoc cleaning services on an on call agreed upon fee for after hour work. Contractor may perform window washing during public office hours with prior approval from the District Manager. Weather related incidents that cause the contractor to miss a regularly scheduled cleaning service shall cause the monthly fee to be reduced by 1/8th for each service day missed if the cleaning service is not rescheduled. Contractor will consider and plan for appropriate labor resources for illness, vacation, and other loss time events so that service to North City Water District is uninterrupted.

Contractor will be responsible for unlocking and unarming the security system and later locking and arming the alarm using unique security code assigned by the District Communications with Contractor will be through email and/or log book at the administrative building. The District Board room is occasionally used by non-profit groups after hours. Contractor is responsible for checking log book and/or email for instructions about alarm setting during these situations.

The list below details the work to be completed on a weekly basis unless marked as monthly.

Administration Building:

  • Dust and clean all fixtures and office furniture, including computer monitors, file cabinets, desks, credenzas, counter tops, display units and window ledges.
  • Empty all trash cans including 1 outside in the front of the administrative building. Deposit into garbage dumpster.
  • Replace trash can liners.
  • Empty all recycling cans and deposit into recycling dumpster.
  • Clean glass front doors.
  • Spot clean carpet stains.
  • Vacuum carpeted floors.
  • Mop front entry way and open area.
  • Mop and disinfect all restroom floors.
  • Clean chair mats.
  • Clean and disinfect kitchen sink.
  • Clean and disinfect kitchen table.
  • Clean inside and outside of microwave.
  • Clean and disinfect the restroom sinks and counters.
  • Brush clean and disinfect restroom toilets and toilet seats.
  • Spot clean restroom walls.
  • Clean restroom sinks mirrors.
  • Restock paper products as necessary (towels, tissue, etc.).
  • Disinfect all telephones, keyboards, and calculators.
  • Clean interior office glass windows.
  • Dust wall mounted pictures.
  • Vacuum cloth furniture, wipe leather/vinyl furniture.
  • Dust blinds – MONTHLY.

Contractor is prohibited from entering the server room and is not responsible for cleaning that room.

Maintenance Facility:

  • Dust and clean all fixtures and office furniture, including computer monitors, file cabinets, desks, credenzas, counter tops, display units and window ledges. Note: This facility becomes dusty frequently.
  • Dust top of refrigerator, lockers, and ceiling mounted heater in break room.
  • Empty all trash and recycling cans, including rolling cans in inventory “bay”, into appropriate dumpsters.
  • Replace trash can liners.
  • Clean glass front door.
  • Spot clean carpet stains.
  • Vacuum carpeted floors.
  • Mop tile/linoleum floors.
  • Mop and disinfect restroom floor.
  • Clean and disinfect kitchen sink.
  • Clean and disinfect kitchen counters.
  • Clean inside and outside of microwave.
  • Clean and disinfect restroom sinks and counters.
  • Brush clean and disinfect restroom toilets and toilet seats.
  • Spot clean restroom walls.
  • Clean restroom and kitchen sink mirrors.
  • Dust wall mounted pictures.
  • Restock paper products as necessary (towels, tissues, etc.).
  • Disinfect all telephones, keyboards, and calculators.
  • Clean interior office glass windows.
  • Vacuum cloth furniture, wipe leather/vinyl furniture.
  • Dust blinds – MONTHLY.
  • Clean exterior office windows – MONTHLY.

Section 4. Bid Requirements

A. Bid Details

  • Bid should be inclusive of all the required labor, cleaning equipment, tools, and materials as outlined in the more detailed Scope of Work section of this Request for Proposal.
  • Bid is for a one-year agreement with two one-year extensions. It is the bidder’s responsibility to assess the necessary labor required based on the Scope of Work.
  • The bid shall be quoted based on an all-inclusive lump sum, per month, cost for the agreed scope of work (assuming an average of 8 cleanings per month) including an additional hourly rate for any ad-hoc work requested that is outside the regular scope of work.

B. Site Visit

A site visit to review the properties has been scheduled for Friday, July 6 at 2:00 pm, and will begin at the administration building located at 1519 NE 177th Street in Shoreline, Washington. Attendance at the site visit is required for submittal.

C. Letter of Transmittal

Please include a transmittal letter.

D. Qualifications

Please submit a company resume and/or five references.

E. Insurance

While providing services, Contractor shall maintain in effect a policy of commercial general liability insurance with limits of at least $1,000,000 per occurrence insurance with limits of at least $1,000,000 per occurrence. Contractor will provide District with proof of the insurance coverage. Upon contract award, and prior to commencement of any work Contractor will add District as an additional insured under Contractor’s commercial general liability insurance policy and provide District with an amendatory endorsement evidencing District’s status as an additional insured under the policy. In the event the contract term is extended, Contractor will provide the same evidence of insurance and amendatory endorsement prior to commencement of each one-year extension.

F. Prevailing Wage

Contractor shall pay the prevailing rate of wages to all workers, laborers, or mechanics employed in the performance of any part of the Work in accordance with RCW 39.12 and the rules and regulations of the Department of Labor and Industries. The schedule of prevailing wage rates for the localities of the Work is determined by the Industrial Statistician of the Department of Labor and Industries. It is Contractor’s responsibility to verify the applicable prevailing wage rate.

Current prevailing wage data can be obtained by the Contractor from the Industrial Statistician of the Department of Labor and Industries, Prevailing Wage Office, P.O. Box 44540, Olympia, Washington 98504-4540, (360) 902-5335, or on their website at http://www.lni.wa.gov/TradesLicensing/PrevWage/WageRates/Printable/default.asp

Before commencing the Work, Contractor shall file a statement under oath with District and with the Director of Labor and Industries certifying the rate of hourly wage paid and to be paid each classification of laborers or workers, employed upon the Work by Contractor. Such rates of hourly wage shall not be less than the prevailing wage rate.

G. Proposal

One (1) copy of your proposal, whether mailed or hand-delivered, must arrive at the address listed below no later than 4:30 pm on Tuesday, July 10th. Proposals received later than the submittal deadline will not be accepted. North City Water District will not be liable for delays in delivery of proposals due to handling by the US Postal Service or any other type of delivery service. Faxed or emailed submittals will not be accepted. Please submit proposals to:

Theresa Harrington, Executive Assistant
North City Water District
1519 NE 177th Street
Shoreline, WA 98155

H. Communications, Requests for Information, and Questions

Any questions regarding the submittal process and/or the specific service aspects of the RFP should be directed to the staff listed below.

Denny Clouse, Operations Manager
Phone: (206) 362-8100
Email: dennyc@northcitywater.org

Section 5. Schedule

June 28 and July 3 RFP advertised in DJC and on District website
Friday July 6 Site Visit and Walk Through (required for submittal)
Tuesday July 10 Proposals due by 4:30 pm to North City Water District
Wednesday July 11 Review and selection
Tuesday, July 17 Approval from Board of Commissioners at regular meeting
Friday, August 3 Anticipated start date