city of columbia, south carolinaof my knowledge, our company is qualified and capable to furnish and...

CITY OF COLUMBIA, SOUTH CAROLINA

Request for Qualification RFQ003‐14‐15

Professional Janitorial Services for the City of Columbia

Date: June 05, 2015

Response Deadline:

June 25, 2015 3:00 PM (EST)

Send Hard Copies and CD’s to:

City of Columbia/Purchasing Department Attention: RFQ003‐14‐15 Professional Janitorial Services

1136 Washington Street – 4th Floor Columbia, S.C. 29201

Questions must be submitted using Bid Online.

Deadline for additional information and questions about specifications and the completion of

the Pre‐Qualification Questionnaire is: June 18, 2015 5:00 PM (EST)

LaWana Robinson-Lee , Buyer

LaWana Robinson‐Lee, CPPO, CPPB

RFQ003‐14‐15 Professional Janitorial Services

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QUALIFICATIONS LETTER AND CERTIFICATION I hereby certify that I am an authorized agent of the company listed below with full approval to complete this Qualification statement and Questionnaire for review by the City of Columbia. To the best of my knowledge, our company is qualified and capable to furnish and deliver any and all of the deliverables and services named in the attached Request for Qualifications (RFQ). We further agree to abide by all the terms and conditions listed on this RFQ document. Any exceptions are noted in writing and included with the Statement of Qualifications. I certify that this Request for Qualifications is made without prior understanding, agreement, or connection with any corporation, contractor, or person submitting a statement for the same materials, supplies, equipment, or services and is in all respects fair and without collusion or fraud. I understand collusive bidding is a violation of State and Federal Law and can result in fines, prison sentences, and civil damage awards. I agree to abide by all conditions of the Request for Qualifications and certify that I am authorized to sign this Statement for the Offeror.

QUALIFICATIONS LETTER AND CERTIFICATION

Request for Qualifications Submitted by:

Company Name:

Contact Name: _______________________________________________

Address:

Telephone:______________________ Facsimile: ____________________

E-Mail:

Signature: Date:________________ All spaces must be filled in and the Qualifications Letter must be signed where indicated. Failure to sign and return the Qualifications Letter may cause rejection.


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I. GLOSSARY

Addendum/Addenda: A written change, addition, alteration, correction or revision to a bid, proposal or contract document. Addendum/Addenda may be issued following a pre‐bid/pre‐proposal conference or as a result of a specification or work scope change to the solicitation.

Amendment: An agreed addition to, deletion from, correction or modification of a document or contract. To revise or change an existing document; a formal revision, improvement or correction.

Assignment: Legal transfer of a claim, right, interest or property.

Capability: The ability of a bidder to fulfill the contract at time of award.

Contractor: Any individual or business having a contract with a governmental body to furnish goods, services, or construction for an agreed‐upon price.

Freedom of Information Act (FOIA): are federal and state laws that give you the right to access information from the federal, state and local governments. It is often described as the law that keeps citizens in the know about their government.

Green Cleaning Products: Green cleaning refers to using cleaning methods and products with environmentally friendly ingredients designed to preserve human health and environmental quality. Green cleaning techniques and products avoid the use of chemically reactive and toxic products which contain various toxic chemicals, some of which emit volatile organic compounds causing respiratory, dermatological and other conditions.

Late Bid/Proposal/Qualification: A bid, proposal, qualification withdrawal, or modification received, at the designated place for receipt, after the established due date and time. Procurement policies should be established in order to provide guidance regarding how late bids/proposals/qualifications are handled administratively. In most public entities, late bids/proposals/qualifications are not opened and may be returned to the bidder/proposer advising that the response was received late (after the due date and time) and cannot be accepted.

Leadership in Energy & Environmental Design (LEED): is a green building certification program that recognizes best‐in‐class building strategies and practices. To receive LEED certification, building projects satisfy prerequisites and earn points to achieve different levels of certification.

To get a list of products approved by the US Green Building Council visit:

http://www.usgbc.org/credits/existing‐buildings‐schools‐existing‐buildings‐retail‐existing‐buildings‐hospitality‐exist‐27

To gain a better understanding of LEED Standards and Green Cleaning, including the LEED Cleanliness Guidelines Rating Levels visit:

http://www.usgbc.org/leed#rating


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Mandatory: Obligatory, required by order, a provision that may not be waived.

Mandatory Requirements (Conditions): Conditions set out in the specifications/statement of work that must be met without alteration. Not meeting mandatory requirements may be grounds for disqualification.

Offeror: The person/entity who submits a response in response to a Request for Qualifications (RFQ). One who makes an offer in response to a solicitation.

Request for Qualifications: A document that is issued by a procurement entity to obtain statements of the qualifications of potential development teams or individuals (i.e. consultants) to gauge potential competition in the marketplace, prior to issuing the solicitation.

Responsible Bidder/Offeror: Also referred to as Responsible Proposer or Respondent. A contractor, business entity or individual who is fully capable to meet all of the requirements of the solicitation and subsequent contract. Must possess the full capability, including financial and technical, to perform as contractually required. Must be able to fully document the ability to provide good faith performance.

Responsive Bidder/Offeror: Also referred to as Responsive Proposer or Respondent. A contractor, business entity or individual who has submitted a bid or proposal that fully conforms in all material respects to the IFB/RFQ and all of its requirements, including all form and substance.

Service/Services Contract: An agreement calling for a firm’s time and effort. The furnishing of labor, time, or effort by a firm, which may involve to a lesser degree, the delivery or supply of products.

Short List: Names of candidates that have been narrowed considerably from a longer list of top‐ranked Offerors.

Solicitation: An invitation for bids, a request for proposals or qualifications, telephone calls or any document used to obtain bids or proposals for the purpose of entering into a contract.

Scope of Work/Services: A detailed, written description of the conceptual requirements for the project contained within a Request for Qualification. The scope of work should establish a clear understanding of what is required by the entity.

(All definitions above provided by the National Institute of Governmental Purchasing, Free Dictionary.com, FOIA.gov & U.S. Green Building Council)

II. DEFINITION OF TERMS

The City of Columbia has established certain requirements with respect to the

submission of qualifications.

A. Whenever the terms "shall", "must", "will", or "is required" are used in the RFQ, the


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specification to which they are referring is a mandatory requirement of this RFQ. Failure

to meet any mandatory requirement will cause rejection of Contractor’s qualifications.

B. Whenever the terms "can", "may", or "should" are used in the RFQ, the specification to

which they are referring is a desirable requirement and failure to provide any items so

termed may not be cause for rejection, however, may cause a reduction in score

awarded/ranking.

III. INTRODUCTION The City reserves the right, in its sole discretion to reject all submissions, reissue a subsequent IFB, terminate, restructure or amend this procurement process at any time. The final selection and contract negotiation rests solely with the City. This is a new solicitation and not a revision that the City of Columbia is requesting. References, commentaries, statements, etc. to BID025‐14‐15 and its entirety are not valid for this request for qualifications. The City of Columbia is accepting sealed statements of qualifications from experienced contractors for Professional Janitorial Services. The Contractor will be expected to follow the Leadership in Energy & Environmental Design (LEED) Guidelines for Cleanliness and Purchase of Sustainable Cleaning Products. The Contractor must be able to provide GREEN CERTIFIED cleaning products to the City of Columbia. Contractors who are not able to provide GREEN CERTIFIED cleaning products will be immediately deemed non‐responsive. The City has decided to procure this service using a two (2) phase process. Phase I, Request for Qualifications (RFQ) will be immediately followed by Phase II, an Invitation for Bid (IFB).

Only those vendors who qualify and awarded an evaluation score of 80 or above in the RFQ will be invited to participate in the IFB.

Sealed request for qualifications will be received no later than 3:00 PM, Thursday, June 25, 2015 via Bid Online with hard copies mailed to the City of Columbia Purchasing Division, 1136 Washington Street, 4th Floor, Columbia, SC 29201. Submittals received after the above date and time will not be considered. The deadline for ALL questions (to include questions about the completion of the Pre‐Qualified Questionnaire) is at 5 :00PM June 18, 2015. The City will not accept telephone calls or visits regarding this RFQ.


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RESTRICTED COMMUNICATION No questions may be directed to or contacts made with the Mayor, other members of City Council, the City Manager, and other City staff not identified in this RFQ as points of contacts during the period of time that this RFQ is made public until the final selection is made, except as otherwise provided for herein. Violation of this prohibition may disqualify the contractor from further consideration. The City of Columbia reserves the right to reject any or all Request for Qualification and to waive technicalities and informalities. Any Contractor wanting to participate in the Professional Janitorial Services Project must be fully licensed, bonded and insured. For the purposes of the RFQ and to be considered for qualification and later allowed to bid, proof of meeting these conditions must be presented in your RFQ submittal. There will be two (2) categories for any prospective contractors to seek to be pre‐qualified under for the next solicitation phase. The categories are explained below: Category 1 – This category is designed for all prospective bidders/contractors with experience and capacity to provide professional janitorial services in COMMERCIAL BUILDINGS over 5,000 and up to 25,000 square feet as outlined in the scope of work. Each respondent must support their experience by providing 4 references in the last 5 years. Category 2 – This category is designed for all prospective bidders/contractors with experience and capacity to provide professional janitorial services in COMMERCIAL BUILDINGS over 25,000 square feet as outlined in the scope of services. Each respondent must support their experience by providing 4 references in the last 5 years. The contractor must complete, sign and submit the form under Appendix A. Contractors can choose to participate in one or both categories as long as the Contractor can provide the required number of references supporting each category and provided the Contractor is capable of appropriately handling the buildings on which they are bidding per the building specifications found on Appendix B. Contractors who wish to participate in both categories must complete and submit two (2) Pre‐qualification Questionnaires (Appendix D). Contractors who qualify to move to Phase II of the procurement process, the Invitation for Bid (IFB), will only be able to bid on the category for which they provided supporting references. Please provide ONLY the number of references required.


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IV. BASIC GUIDELINES

A. The City of Columbia has determined that the use of straight competitive sealed bids

only will not be practical or advantageous to the City in completing the acquisition of the

services described herein. The competitive sealed bids will be preceded by a request for

Request for Qualifications (RFQ). All qualifications submitted pursuant to this request

shall be made in accordance with these instructions and specifications.

B. No proposal will be accepted from or contract awarded to a contractor who is not

licensed in accordance with the law, who does not hold a license qualifying him/her to

perform work under this contract and who has not successfully performed on projects of

similar character and scope. The purpose of this request for qualifications is to show, to

the complete satisfaction of the City, that it has the necessary facilities, ability,

experience, and financial resources to provide the services specified herein in a

satisfactory manner.

C. All qualifications shall be evaluated in accordance with the evaluation criteria set forth in

this Request for Qualifications. Subsequent to the opening of the qualifications,

discussions may be conducted by the City of Columbia with responsible Contractors for

the purpose of clarification to assure full understanding of and responsiveness to the

RFQ instructions and specifications. Contractors shall be accorded fair and equal

treatment with respect to any opportunity for discussion and possible revision of stated

qualifications. Also, there shall be no disclosure of any information derived from

qualifications submitted by competing Contractors, except as allowed under FOIA.

D. Contractors are directed to submit all questions about this RFQ including technical

requirements, submission instructions, and any other general information thru Bid

Online only. In the event that Contractors experiences any problems with Bid Online,

they are to only contact the Buyer for this project. No response to any question other

than by official addendum will be binding upon the City.

E. Contractors shall promptly notify the Purchasing Division, in writing, by certified mail, of

all potential conflicts of interest for any prospective business association, interest, or

other circumstance, which may influence or appear to influence the respondent’s

judgment or quality of services being provided hereunder. Such written notification

shall identify the prospective business association, interest, or circumstance, the nature

of work that such a person may undertake, and request an opinion of the City as to

whether the association, interest, or circumstance would, in the opinion of the City,

constitute a conflict of interest. The City will respond to such notification by certified

mail within thirty (30) days. By submitting your response to this RFQ, the respondent


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certifies that it has no conflict of interest with any employee, agent, elected official or

officer of the city or any other conflict as may be set forth herein.

F. Only the top ranked responsive and responsible Contractors that are deemed qualified

will be offered to participate in the next phase which will be an invite to submit a

response to an Invitation for Bid (IFB) for Professional Janitorial Services.

All responses must be submitted in accordance with requirements set forth in

this document

V. BACKGROUND

Columbia is the capital of South Carolina with a diverse population of approximately

129,000 in a metropolitan area of 700,000. The City of Columbia employs approximately

2,200 full‐time employees and is organized into several different departments. The City

owns approximately 97 buildings. Of the 97 buildings, roughly 29 (Appendix B) will be

maintained under the Professional Janitorial Services contract.

VI. OBJECTIVES

A. The City of Columbia, SC will receive statement of qualifications from prospective bidders

no later than 3:00 PM, June 25, 2015, for Professional Janitorial Services. The purpose of

this pre‐qualification is to provide the City with reasonable assurance that the

prospective bidders on City of Columbia formal services contract agreements have the

financial assets, resources, work force, and work experience to successfully complete

contemplated Professional Janitorial Services contract agreements with the City. Please see

list of buildings to be included in the contract and their square footage in Appendix B. The

City, in its sole discretion, reserves the right to add or delete buildings as it deems necessary

to the final contract and the unit price bid shall prevail in these deletions or additions.

B. The major components of the services to be provided are to furnish all supervision,

labor, material, tools and equipment (except as hereinafter noted) required for

providing custodial services for multiple City of Columbia locations; the personnel

employed by the Contractor shall be screened, capable employees, trained and

qualified in the custodial type work as herein stipulated and in the operation of

custodial equipment required to complete assigned tasks. Every employee of the

successful contractor’s company must pass the Criminal Justice Information Services

(CJIS) compliance requirements. This includes, but is not limited to, providing a copy of

a valid driver’s license, fingerprinting. A National Crime Information Center (NCIC)

check will be performed and any outstanding Wants and Warrants will be enforced.


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The Columbia Police Department will forward the completed packet to SLED for CJIS

approval. Approval typically takes 2‐3 business days.

C. Contractor shall be knowledgeable of and utilize “Green Cleaning” processes, chemicals and equipment to provide a safe, healthy work environment. The Contractor will be expected to follow the Leadership in Energy & Environmental Design (LEED) Guidelines for Cleanliness and Purchase of Sustainable Cleaning Products. The Contractor shall establish a complete quality control program for approval by the Support Services Administrator or designee. For additional information on LEED Guidelines please go to:

To get a list of products approved by the US Green Building Council visit: http://www.usgbc.org/credits/existing‐buildings‐schools‐existing‐buildings‐retail‐existing‐buildings‐hospitality‐exist‐27 To gain a better understanding of LEED Standards and Green Cleaning, including the LEED Cleanliness Guidelines Rating Levels visit: http://www.usgbc.org/leed#rating

D. Interested service providers are requested to provide information about various

aspects of their background and qualifications, including experience, capabilities,

financials and work history on similar projects. Based upon the review of these

submittals, the City of Columbia will establish a list of qualified respondents who will

be invited to submit sealed bids for this work.

VII. SCOPE OF SERVICES

A. The City is seeking respondents who are qualified to provide all Professional Janitorial

Services necessary by several of the City of Columbia Buildings and or locations. Per the

LEED Cleanliness Guidelines Rating Level of 1 to 5 the City of Columbia’s Support

Services Division has determined our buildings are currently rated somewhere between

a Level 4 or Level 5 which is not acceptable. The Janitorial vendor(s) that is awarded this

contract will be expected to perform an Initial Cleaning to Level 1 standards and then

subsequently maintain Level 1 cleanliness during the entire duration of this contract.

Areas to be serviced include, but are not limited to: administrative offices, break rooms

and lounges, reception areas, entrances, lobbies, corridors, offices, meeting/conference

rooms, restrooms, locker rooms, stairways, and elevators.


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B. The Contractor should be able to handle high profile sanitation situations and infectious

materials such as the clean‐up of various bodily fluids. Contractor should include in

their submittal proof of proper training and the number of trained/qualified staff

available to deal with such situations. The City will require someone trained in this area

on call 24 hours a day, seven days a week, and 365 days a year (24/7/365) in case of

these emergencies.

C. Janitorial work will be described in a general manner here; however, specific procedures

and frequencies required to perform Professional Janitorial Services in each location

shall be defined more specifically in the final documents included in the sealed

Invitation for Bid (IFB) for Professional Janitorial Services. Example of tasks are:

Daily:

1. Empty trash receptacles and replace liner. 2. Dust horizontal furniture surfaces, fixtures, and building ledges, directional signs,

moldings, ornamental surfaces, ceiling vents. 3. Spot clean building and furniture surfaces, fixtures, partitions, glass and mirrored

surfaces, doors, panels, railings, door panic bars, push plates, etc. 4. Polish bright metal surfaces. 5. Remove litter from floors, planters, ledges, etc. 6. Dust mop non‐carpeted floors. 7. Spot mop/damp mop non‐carpeted floors; in restroom and lockers use wet mop

and disinfectant, clean any soiled grout in the cove base. 8. Vacuum traffic patterns and obvious soil on carpeted floors. 9. Spot clean carpet stains. 10. Rearrange furniture in their original positions. 11. Clean and disinfect drinking fountains. 12. Wash entrance doors and adjacent window glass as well as sliding glass doors

(these are high traffic areas). 13. Refill paper towel, toilet tissue and anti‐bacterial hand soap dispensers. 14. Bathrooms should be free of odors without the use of scented cleaners. 15. Clean and disinfect wash basins, sinks, toilets, urinals and shower stalls. This

includes under and around the sinks, toilets and urinals. 16. Pick up paper, cigarette butts and other trash around outside of buildings and in

parking lots. Sweep steps and outside landings at all exterior doors. 17. Empty and clean cigarette containers.


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Weekly:

1. Completely vacuum carpeted floors. 2. Manually scrub ceramic or quarry tile floors around rest room fixtures, appliances

and equipment. 3. De‐scale toilet bowls and urinals. 4. Manually scrub all shower stalls. 5. Damp wipe cove base molding. 6. Dust all fire apparatus. 7. Dust railings, ledges, grilles and doors. 8. Polish kick plates, push bars, handrails (interior and exterior), door knobs and

other metal surfaces using appropriate materials. 9. Dust pictures, plaques, wall or ceiling diffusers, file cases, book cases.

Monthly:

1. Vacuum exterior HVAC ducts. 2. Spray buff or burnish floors coated with floor finish. 3. Remove floor drain covers and clean the drain, fill trap with water. 4. Wash all vertical surfaces in restrooms (for example: walls, bathroom stall

dividers). 5. Machine scrub ceramic or quarry tile floors. 6. Mop and wax landings. 7. Dust tops of partitions (for example: cubicle partitions).

Quarterly:

1. Strip, wax (where applicable) and seal all floors. 2. Wash all interior windows (for example: office windows). 3. Vacuum upholstered furniture, drapes, blinds and shades.

Semi‐Annually:

1. The vendor must perform a physical inspection of all buildings along with a

representative of the Support Services Division. Evaluations of needed improvements will be done at this time.

2. Deep clean carpets 3. Wipe down and treat all paneled surfaces. 4. Strip floors and apply four (4) coats of floor finish. (Finish should be for the

appropriate floor type). 5. Dust overhead pipes.


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VIII. EXPERIENCE

The Contractor shall have at least five (5) years of experience performing commercial janitorial services in municipal government or large commercial facilities.

IX. QUALIFICATIONS STATEMENT AND SUBMITTAL FORMAT

Contractors interested in being considered for this project should respond with two (2) hard copies and one (1) digital copy of the information requested below as well as placing the information on Bid Online. All responses to the Request for Qualifications shall be in sufficient detail to allow the City to evaluate the capabilities of the Contractor with respect to completing the objectives of the Professional Janitorial Services Project. For clarity, the components of the RFQ are more fully described below.

Provide the following overview information in your RFQ response document:

1. The Qualifications Letter and Certification (page 2) shall be signed by a principal

of the company or other person fully authorized to act on behalf of the Contractor.

2. Include a short business history of the company. Provide the core aspects of services offered, experience and qualifications of the Proposer.

3. Provide an overview of the contractor’s key staff size, experience and their qualifications. This section should demonstrate the Contractor’s capabilities to effectively and efficiently perform the work as described in section VII.

4. Contractor must have successfully completed at least four (4) janitorial service

contracts within the last five (5) years of similar size and scope as the respective category submission being proposed.

5. Provide a current and dated financial statement for your company completed within the

past year.

6. Contractor must be able to show evidence of their ability to obtain and maintain the proper insurance and bonds at all times during the duration of the contract as described and required in the terms and conditions of this document.


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7. The Pre‐Qualification Questionnaire (APPENDIX D) which includes:

A. The name, title, address, telephone number(s) and email address of an individual(s) with authority to bind the Contractor during the period in which the City is evaluating the submittals. The forward shall also identify the legal form of the company. If the contractor’s company is a corporation, the forward shall identify in which state the company was incorporated.

B. Please provide four (4) client references. At least two (2) of your references should be from municipalities and/ or projects of similar size and scope as the categories outlined in this RFQ. Any City of Columbia references will be in addition to and not in lieu of the four (4) required client references. This will be listed as Reference #5 (see Questionnaire, 3.a). All respondents to this RFQ must have successfully completed professional cleaning services’ contracts of similar complexity that demonstrate the ability to complete the work in a timely fashion. Each reference is required to complete the Reference Questionnaire (Appendix C) and the questionnaires shall be submitted with your response. Failure to return the Reference Questionnaire shall result in a lower evaluation. The list of references must include complete contact information (company name, contact person’s name, direct phone number and e‐mail address) for individuals with knowledge of the Contractor’s completed work on projects that are substantially similar to the services as outlined in this RFQ. Four (4) references are required for each category in which you will bid. Contractors who wish to participate in both categories must complete and submit two (2) Pre‐qualification Questionnaires (Appendix D).

C. State how long your company has been doing work similar to the proposed project.

D. Has the contractor or any of its companies or subsidiaries, ever had a bankruptcy petition filed in its name, voluntarily or involuntarily? If yes, specify date, circumstances, resolution and other details on separate page.

E. Are there any unresolved claims or disputes on any work awarded to the

Contractor during the past five (5) years? If yes, give Owner's name and details on separate page.

F. Does the Contractor maintain a permanent safety program? If yes, provide a

brief summary or outline of the program including Contractor’s OSHA Incidence Rates, Recordable Incidences Rates, Lost time Incidence Rates, fatalities, etc.


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G. Does the Contractor have a formal quality assurance program? If yes, provide a

brief summary or outline of the program.

H. Contractor must possess a business license issued within the State of South Carolina as well as a City of Columbia business license. A copy of all current licenses must be attached and included with your response.

Respond concisely to the information requested. Include supplementary information

or supporting documentation as needed. Work submitted as an example of the

respondent’s qualifications will be considered only to the extent it is similar to the

proposed project.

X. PRE‐QUALIFICATION QUESTIONNAIRE

The Pre‐Qualification Questionnaire (Appendix D) must be completed and submitted to Bid Online along with the hard copies. Contractors who wish to participate in both categories must complete and submit two (2) Pre‐qualification Questionnaires, one for each of the two available categories (Appendix D).

XI. EVALUATION CRITERIA AND SELECTION PROCESS

The selection committee and Purchasing Division will thoroughly review each submittal based upon the criteria listed below which is based on the Prequalification Questionnaire (Appendix D). Contractors who are awarded an evaluation score of 80 and above will be selected to receive an invitation to submit to the Invitation for Bid (Phase II).

SPACE INTENTIONALLY LEFT BLANK


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1. MINIMUM REQUIREMENTS –This section will be reviewed but is not evaluated

1.a. General Company Information

1.b. Business Type

1.c. Type of Work

1.d. SC License Type & Number

1.e.(1) Bonding Letter

1.e.(2) Funds Expended by Surety?

1.e.(3) List Surety Companies in past 5 yrs.

1.f.(1) Lawsuits or Arbitrations within the past 5 yrs.?

1.f.(2) Current Judgments, Claims, Arbitrations, Lawsuits?

1.g. Evidence of Insurance

1.h. Size/Capacity: Questions 1, 2 & 3

Signature (See end of form)

Signed/Dated

Notary Certification

2. GENERAL REQUIREMENTS This section will be evaluated and scored

2.a.(1) # years under current name

2.a.(2) Date, state, type of establishment

2.a.(3) Names of principals

2.a.(4) Previous experience w/ municipality and/or large commercial facility

2.a.(5) Prequalified and failed to submit bid w/o notice of good cause

2.b.(1‐2) Current Workload & Availability based on Workload

2.c.(1) Quality Control Reference

2.c.(2) Quality Control Process Described

2.c.(3) LEED Initiatives, Green Cleaning Process Described

2.d.(1) Litigations/Claims Failure to Complete Work

2.d.(2) Paid liquidated damages?

2.d.(3) Filed claim(s) against previous Owner on projects within the past 5 yrs.

2.d.(4) Convicted of charges

2.e. Safety Record & Compliance with OSHA , LEED & Any other standards

3. PROJECT SPECIFIC REQUIREMENTS AS OUTLINED IN SOLICITATION RFQ003‐14‐15 This section will be evaluated and scored

3.a. References per scope of work

3.b.(1) Staff Qualifications

3.b.(2) Staff availability

3.c.

Specific or unique value added experience the contractor has provided to document and support additional expertise to assist the City of Columbia in maintaining & professionally cleaning buildings.

All scores of 80 and above will be qualified


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XII. TERMS AND CONDITIONS

A. Request for Qualification Process The RFQ is not a bid. In the event that the City elects to negotiate a contract with the successful respondent(s), any contract shall contain at a minimum the terms and conditions (or substantially the same terms and conditions) as hereinafter stated. The City reserves the right, in its sole discretion to reject all submissions, reissue a subsequent RFQ, terminate, restructure or amend this procurement process at any time. The final selection and contract negotiation rests solely with the City. No questions may be directed to or contacts made with the Mayor, other members of City Council, the City Manager, and other City staff not identified in this RFQ as points of contacts during the period of time that this RFQ is made public until the final selection is made, except as otherwise provided for herein. Violation of this prohibition may disqualify the consultant and/or consulting firm from further consideration. B. Questions Requests for additional information and questions must be submitted to: https://bidonline.columbiasc.gov/ifas7/bidonline/ Using Bid Online, the user must be logged in, and under the Bid tab, click “Bid Questions and Answers.” The deadline for additional information and specification questions is June 18, 2015 by 5:00 PM (EST). The City will not accept telephone calls, e‐mails or visits regarding this RFQ. No interpretation shall be binding unless in writing from the City of Columbia. C. Confidentiality Unless otherwise required by law, and until the public opening of the qualifications, all information, materials and other documents submitted by a respondent shall not be released or made available to any person or entity except City representatives assisting in this procurement process. Unless required by law, proprietary or financial information submitted to the City by a respondent will not be disclosed if the respondent visibly marks each part of the qualification that the respondent considers confidential, financial or proprietary information with the word “Confidential.” D. Respondent’s Duty to Inspect, Advise and Declare All Costs Each respondent shall become fully acquainted with the City’s requirements and the scope of the services to be provided. Respondents have a duty to request any


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information from the City as it deems necessary to prepare the RFQ. Such requests shall be made in compliance with Paragraph B of this section. No change order will be granted or additional compensation permitted if it is based upon information that the respondent knew, or should have known, as part of the respondent’s duty to become acquainted with the City’s circumstances and requirements. E. Time for Receiving Qualifications Responses submitted online prior to the time of opening will be encrypted and kept unopened. The official whose duty it is to open them will decide when the specified time has arrived, and no bid there‐after will be considered. F. Submittal of Qualifications All responses to this RFQ must be clearly marked RFQ#003‐14‐15: Professional Janitorial Services. A minimum of two (2) hard copies and one (1) digital copy containing the qualification shall be submitted. All RFQs shall be submitted using Bid Online no later than June 25, 2015 by 3:00 P.M. (EST) and the CDs and hard copies shall be submitted to City of Columbia Purchasing Division, 1136 Washington Street, 4th Floor Columbia, SC 29201. All late responses will be rejected. The City is not responsible for late RFQ’s caused by delays in mail delivery or a delay in any other method of delivery. G. Acceptance and Rejection Any qualifications that do not conform to the essential requirements of the RFQ shall be rejected. The City reserves the right to waive informalities and minor irregularities in submittals and reserves the sole right to determine what constitutes informalities and minor irregularities. The City also reserves the right to accept or reject any or all qualifications received in response to this RFQ and to negotiate separately with competing respondents. The City is not obligated to enter into any contract on the basis of any submittal in response to this RFQ. The City reserves the right to request additional information from any firm submitting under this RFQ if the City deems such information necessary to further evaluate the firm's qualifications. H. Acceptance Period Any qualification in response to this solicitation shall be valid for 120 calendar days. At the end of this time the qualification may be withdrawn at the written request of the respondent if no award has been made. If the RFQ is not withdrawn at that time, the qualification in its entirety, including the price structure, shall remain in effect.


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I. Cancellation of Qualifications Qualifications may be cancelled prior to the time fixed for opening. Negligence on the part of the bidder in submitting the qualification confers no right for the withdrawal of the qualification after it has been opened. J. Bidders Present At the time fixed for the opening of qualifications, their contents will be made public. Offerors will not be permitted to examine the qualifications until award is made. K. Ambiguous Qualifications Responses which are uncertain as to terms, compliance to requirements and/or specifications shall be rejected. L. Conflict of Interest Respondents shall promptly notify the Purchasing Agent, in writing, by certified mail, of all potential conflicts of interest for any prospective business association, interest, or other circumstance, which may influence or appear to influence the respondent’s judgment or quality of services being provided hereunder. Such written notification shall identify the prospective business association, interest, or circumstance, the nature of work that such a person may undertake, and request an opinion of the City as to whether the association, interest, or circumstance would, in the opinion of the City, constitute a conflict of interest. The City will respond to such notification by certified mail within thirty (30) days. By submitting this qualification, the respondent certifies that it has no conflict of interest with any employee, agent, elected official or officer of the city or any other conflict as may be set forth herein. M. Collusion More than one response from an individual, firm partnership, corporation, association or related parties under the same or different names will not be considered. If the City believes that collusion exists among respondents, all qualifications from the suspected firms will be rejected. “Related parties” means respondents or the principals thereof, which have a direct or indirect ownership or profit sharing interest in another respondent. Respondents shall comply with all local, state, and federal directives, orders, and laws as applicable to this RFQ and any resulting contract. By responding to this RFQ, respondents certify that the response is made without previous understanding, agreement, or connection with any person, firm or corporation making a qualification for the same item, and they certify the knowledge


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that this would constitute an illegal action. N. Force Majeure Neither the City nor the contractor shall be liable for any excess costs if failure to perform the contract arises out of causes beyond the control and without the fault or negligence of either party. Such causes may include, but not restricted to acts of God or of the public enemy, acts of government in either its sovereign or contractual capacity, fires, floods epidemics, quarantine, restrictions, strikes, freight embargos, and unusually severe weather conditions; but in every case, the failure to perform is caused beyond the control of both the City and the contractor, and without the fault or negligence of either of them. O. Sales Tax and/or Use Tax All qualified bidders responding to the invitation for bid (Phase II) shall include in amounts bid payment of state sales tax and/or tax on all taxable materials to be furnished. Tax shall be shown as a separate figure. P. Assignments No contract may be assigned, sublet, or transferred without a written consent of the purchaser. Q. Manufacturers Brochures and Specifications Data All qualified bidders responding to the invitation for bid (Phase II) shall submit manufacturer’s brochures and specifications data as part of bid response. Submittal of such data shall not be deemed a counter offer unless so noted on bid response sheet. Bidders failing to comply will be deemed non‐responsive. R. Default In case of default, the Purchaser reserves the right to purchase any or all items and/or services on the open market, charging contractor with any excessive costs. Should such charges be assessed, no subsequent bids and/or qualifications submitted by the defaulting contractor shall be considered until the assessed charges have been satisfied. S. Non‐Appropriations Any contract entered into by the purchaser resulting from this request for qualification shall be subject to cancellation without damages or further obligation when funds are not appropriated or otherwise made available to support


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continuation of performance in a subsequent fiscal period or appropriated year. T. Bid Opening Delay If it becomes necessary to postpone a bid opening, the procurement officer shall issue the appropriate amendments to the solicitation postponing or rescheduling the bid opening. When the purchasing agency is closed due to force majeure, bid opening will be postponed to the same time on the next official business day. U. Commencement of Services The RFQ is not a bid. In the event the City elects to negotiate a contract with the successful respondent, any contract shall contain at a minimum the terms and conditions (or substantially the same terms and conditions) as hereinafter stated. The release of this solicitation is no guarantee of an award of a contract. V. Non‐Discrimination The successful respondent will take affirmative action in complying with all federal, state and local requirements concerning fair employment and employment of the handicapped, and concerning the treatment of all employees, without regard or discrimination by reason of race, color, religion, sex, sexual orientation, national origin or physical handicap. W. Indemnification The respondent will agree to indemnify, defend, hold harmless and reimburse the City, its agents, and employees from and against any and all losses, liabilities, expenses, and all claims for damages of any nature whatsoever relating to or arising out of any action or failure to act by respondent, its subcontractors, officers, agents and employees of any of the obligations under the contract. Losses, liabilities, expenses and claims for damages shall include, but will not be limited to, civil and criminal fines and penalties, loss of use or services, bodily injury, death, personal injury, or injury to real or personal property, defense costs, legal fees and costs, and attorney’s fees for an appeal. The respondent will also agree to promptly notify the City of any civil or criminal actions filed against the respondent or of any notice of violation from any federal or state agency, or of any claim as soon as practical as relates to the services provided. The City, upon receipt of such notice, shall have the right at its election to defend any and all actions or suits or to join in defense. X. Bonding, Licenses, Permits and Taxes It shall be the responsibility of the Contractor to secure all Local, State, and/or Federal


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License and Permits required by law, state or ordinance to perform work. All costs for required bonding, permits, licenses and taxes shall be borne by respondent prior to executing a contract with the City. Where bidders are required to enter or go onto City of Columbia property to deliver materials or perform work or service as a result of a proposal award, the successful bidder will assume the full duty, obligation and expense of obtaining all necessary licenses, permits and insurance and assure all work complies with all applicable Richland City and City of Columbia building requirements and State of South Carolina Building Code. The bidder shall be liable for any damages of loss to the City occasioned by negligence of the bidder (or agent) or any person the bidder has designated in the completion of the contract as a result of his or her bid. Y. DRUG FREE WORK PLACE CERTIFICATION (COC DEC 2013): By submitting a solicitation response, Contractor certifies that, if awarded a contract, Contractor will comply with all applicable provisions of The Drug‐free Workplace Act, Title 44, Chapter 107 of the South Carolina Code of Laws, as amended. Contractor must provide proof of passed drug screening for ALL employees working at the City of Columbia prior to start of Contract. Drug Screening is at the Contractor’s expense and the City of Columbia will not reimburse this cost. This drug screening is separate, and in addition to, the CJIS Clearance performed by the City of Columbia Police Department.


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Appendix A‐ Intent to Participate

_______________________________________ will be participating in the pre‐qualification process for Company Name The categories marked below and will provide information and references to support the choice/choices.

Please check all that apply:

Category Notice of Intent to Participate

Category 1 – This category is designed for all prospective bidders/contractors with experience and capacity to provide professional janitorial services in COMMERCIAL BUILDINGS over 5,000 and up to 25,000 square feet as outlined in the scope of work. Each respondent must support this with 4 references in the last 5 years.

Yes No

Category 2 – This category is designed for all prospective bidders/contractors with experience and capacity to provide professional janitorial services in COMMERCIAL BUILDINGS over 25,000 square feet as outlined in the scope of work. Each respondent must support this with 4 references in the last 5 years.

Yes No

Signature Date

Appendix B‐ Building Specifications (Please mark yes or no and submit as part of your solicitation package)

Building Square Ft.

Number of

Personnel

Number ofcustodial staff

needed Number of hours

per day each

Mark yes/no if you are able to provide theadequate number of employees and time

required for each location City Hall 35,000 50 + visitors 2 4.5 Yes No

Municipal Court * 21,682 50 + visitors 2 8 Yes No General Services Building (includes Support Services, Records, and EOC Divisions) 6,560 25 + visitors 1 3 Yes No Main Fire Station (includes 911) 32,960 100 + visitors 2 4 Yes No

Fire and Prevention 4,277 25 1 2 Yes No

City Building/Washington Square 92,169 600 + visitors 4 5 Yes No

Police Training (1507,1509 and 1511 Taylor St.) 9,000 50 1 2.5 Yes No

1225 Lady Street 41,633 75 + visitors 2 4.5 Yes No

Employee Gym (to include equipment) 16,334

5 + 50 to 100members per 1 4 Yes No

Main Police Headquarters 32,929 300 + visitors 2 4 Yes No

Metro Police District/Downtown 4,000 25 1 2 Yes No

Harbison Police West District (Harbison) 2,500 15 1 2 Yes No

Police/East District—Next to the Fire Department 2,701 15 1 2 Yes No Police/South District 6,286 35 1 2.5 Yes No

Police Metro Sub‐District‐Midlands Shopping Center 1,200 10 1 2 Yes No

Lutheran Survey/Eau Claire Town Hall/Police/North

District and City Collections Area

11,364

50

2

2 Yes No

Police/North Region’s Sub‐District (Rental Property) 1,360 8 1 1.5 Yes No Police/PACE Team (Rental Property) 1,250 8 1 1.5 Yes No

Police Canine (Adeline) 2,682 8 1 2 Yes No

900 Riverhill Circle (New Police Training Facility) 6,200 50 1 2.5 Yes No Bus Shelters (15 locations) 984 1 4 Yes No

Appendix B‐ Building Specifications (page 2) (Please mark yes or no and submit as part of your solicitation package)

Building

Square Ft.

Number of

Personnel

Number of

custodial staff

needed Number of hours

per day each

Mark yes/no if you are able to provide the

adequate number of employees and time

required for each location Parking Headquarters/Lincoln St. Parking Garage 3,894 20 2 2 Yes No

Canal Water Plant Buildings: East Filter Building

West Filter Building

Administrative Building (2 floors)

Laboratory & Control Building (2 floors)

Foyer & Bathroom of the Chemical Bldg.

26,000

50

2

2.5

Yes

No City of Columbia Health Clinic 1,600 35 1 3 Yes No

715 Bluff Road (Police Storage) 12,750 50 2 2 Yes No Waste Water Treatment Plant buildings (1200 Simmon Tree Lane). Buildings include:

Administration Building, Maintenance Building,

Septage Receiving Station and Operations Lab

21,000

100

2

3

Yes No

Receptive Station 1,200 4 1 1.5 Yes No

Fleet Services 6,000 60 1 2.5 Yes No

2910 Colonial Drive/Public Works 47,097 750 + visitors 2 5 Yes No

Total: 452,612

Notes: *Municipal Court custodial staff must be trained and equipped to be able to handle high profile sanitation situations and infectious materials such as the clean‐up of

bodily fluids, to include at times feces, urine, vomit and blood. Please see soliciation specifications for additional information.


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Appendix C

Reference Questions‐ RFQ#003‐14‐15 Professional Janitorial Services

Company Name:___________________________________ Please answer the questions below in reference to the contractor listed above. You are

receiving this reference because the Contractor has performed janitorial work for you within

the past five (5) years. Your response to the questions below will be most helpful to us in

determining if the Contractor is qualified.

1. Did the Contractor provide professional janitorial work for your entity?

______________________________________________________________________

2. Who was the point of contact for these services?

______________________________________________________________________

3. Were you able to communicate with the Contractor throughout the course of the

project? Did the Contractor respond to you in a timely manner?

______________________________________________________________________

4. Please provide a general idea of the services the Contractor has performed for your

company. Also include the estimated size of your building(s).

______________________________________________________________________ ______________________________________________________________________

5. Did the Contractor have sufficient resources (equipment and personnel) to provide a

safe and healthy work environment as specified and/or outlined in their contract?

______________________________________________________________________


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6. Did you experience any performance‐related issues during the term of the agreement

with this Contractor? If so, please explain in detail.

______________________________________________________________________ ______________________________________________________________________

7. Were any liquidated damages assessed to the Contractor? If so, please state the

circumstances, frequency and outcome or resolution.

______________________________________________________________________ ______________________________________________________________________

8. Now, after working the Contractor, are there any things that you wish you had known in

advance, before contracting with them?

______________________________________________________________________ ______________________________________________________________________

9. On a scale of 1 to 5, with 5 being the highest, how satisfied were you with the

service/service level provided by this Contractor and assigned workers as it relates to

the standard of cleanliness and professional standards? If rated less than 5, please state

the reason.

1 2 3 4 5 ______________________________________________________________________ ______________________________________________________________________

10. On a scale of 1 to 5, with 5 being the highest, how satisfied with the overall performance

of the contract? If rated less than 5, please state the reason.

1 2 3 4 5 ______________________________________________________________________ ______________________________________________________________________

To be completed by the person completing this Reference Questionnaire

Reference Entity Name: ________________________________________________

Contact Name: ________________________________________________________ Contact Signature: _____________________________________________________

Address: ____________________________________________________________ Email/ Phone Number:__________________________________________________


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Appendix D‐ Pre‐qualification Questionnaire – RFQ003‐14‐15

Failure to answer all of the following questions may result in disqualification and potentially a lower evaluation rating. If interested potential firms or contractors have any questions, contact the person listed below under “Submit to” information field. Completing this questionnaire does not guarantee any approval or prequalification of the bidder’s submission. The City of Columbia reserves the right to reject any or all proposals and to waive informalities in accordance with the City’s procurement code and internal policies and procedures. Explanation of Pre‐Qualification Selections: Should a contractor request an explanation of debriefing of their submittal’s due to receiving a non‐prequalified status during this process, the contractor should contact the Owner in writing (email is sufficient) for an explanation within three (3) business days of receiving the notification of their status.

PREQUALIFICATION DUE DATE/TIME: June 25, 2015 3:00 PM (date) (time) Circle Category for which you are submitting: Category 1 Category 2 (5,000 to 25,000 square feet) (over 25,000 square feet) Submit to:

LaWana Robinson‐Lee, CPPO, CPPB Buyer City of Columbia Purchasing Division

Attention: RFQ 003‐14‐15 Professional Janitorial Services 1136 Washington Street – 4th Floor

Columbia, SC 29201 Project Description:

The major components of the services to be provided are to furnish all supervision, labor, material, tools and equipment (except as hereinafter noted) required for providing custodial services for multiple City of Columbia locations. The personnel employed by the Contractor shall be screened and must be deemed as reliable and capable employees trained and qualified in the custodial type work as herein stipulated and in the operation of custodial equipment required to complete assigned tasks. In addition to above, all other requirements as outlined in RFQ# 003‐14‐15 will be applicable and should be thoroughly reviewed prior to completing this form.


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Section 1. MINIMUM REQUIREMENTS

1. a. General Company information (Primary/Main office location) ________________________________________________________________________________________________________ Company Name _________________________________________________________________________________________________________ Physical Address _________________________________________________________________________________________________________ Mailing Address _________________________________________________________________________________________________________ City/State Zip Code + 4 (______ )_______________________________________ (_____ ) _________________________________________________ Phone number Fax number _______________________________________________ ________________________________________________________ Primary Contact Name Secondary Contact Name ________________________________________________________________________________________________________ Primary Contact Email Address Secondary Contact Email Address

Organization

1. b. Business type (check box) Corporation Partnership Limited Liability Company Sole

Proprietor Joint Venture

1. c. Type of Work (check box) General Construction Electrical Mechanical Plumbing Other (please specify) 1. d. Licensing information (Please provide all South Carolina professional licenses required for you to perform your services.)

SC License Type (check box) General Construction Electrical Mechanical Plumbing Other (please specify) SC License number License Limit/Level State/County/City Privilege License (provide copy) _____________________ _______________________ ___________________________________ _______________________ _____________________ ___________________________________ _______________________ ____________________ ___________________________________

Bonding 1. e. (1) Attach letter, dated within the last 30 days, from your surety company, signed by their Attorney in Fact, verifying their willingness to issue sufficient payment and performance bonds for this project, on behalf of your firm or its agent licensed to do business in South Carolina, and verifying your company’s capability and capacity based on your current value of work. Surety company bond rating shall be rated “A” or better under the A.M. Best Rating system or The Federal Treasury List.

Have you attached a surety letter? Yes No


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1. e. (2) Have any funds been expended by a surety company on your firm’s behalf? Yes No If yes, explain: ____________________________________________________________________________________ ____________________________________________________________________________________ 1. e. (3) List all surety companies that have provided bonds for your company for the past five (5) years, provide explanation, required, if more than one company. ________________________ _______________________________________ _______________________________________ Date Firm Reason ________________________ _______________________________________ _______________________________________ Date Firm Reason ________________________ _______________________________________ _______________________________________ Date Firm Reason

Litigation/Claims 1. f. (1) Has your company been involved in any suits or arbitration proceedings within the last five

years? No Yes If yes, please explain: __________________________________________________________________________________________________________________________________________________________________________ 1. f. (2) Are there currently any judgments, claims, arbitration proceedings or suits involving Owners

pending or outstanding against your company, its officers, owners, or agents? No Yes If yes, please explain: _____________________________________________________________________________________ _____________________________________________________________________________________

Insurance 1. g. Evidence of Insurance In order to prequalify, firms must indicate that they can provide evidence of insurance coverage, see

below, as follows should they subsequently be the successful bidder. Do you agree? Yes No Liability Insurance ‐ The contractor shall procure and maintain for the duration of the contract insurance against claims for any injuries to persons or damages to property, which may arise form or in connection with the performance of the work by the contractor, his agents, or representatives, employees or subcontractors. A.) Owner & Contractor’s Protective Liability Policy: Issued in the City of Columbia an owner in an amount not less $2,000,000.00 per occurrence combined single limit for bodily injury, personal injury, and property damage with an aggregate liability not less than $2,000,000.00. B.) Commercial General Liability Insurance: Coverage in an amount not less the 1,000,000.00 per occurrence, and $2,000,000.00 aggregate combined single limit for bodily injury, personal injury, and property damage, naming the City of Columbia as an additional insured.

C.)Automobile Liability Insurance: $500,000.00 combined single limit per accident for bodily injury and property damage.


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Size/Capacity 1. h. (1) How many full‐time permanent employees work for the company? ____________________________________ 1. h. (2) If the company has more than one office location, how many full‐time permanent employees work for the company at the location which will serve this project? ______________________________________________________ 1. h. (3) List the annual dollar value of professional janitorial work the company has performed for each year over the last 5 calendar years.

1 _______(yr) 2_______(yr) 3______(yr) 4_______(yr) 5_______(yr)

Section 2. GENERAL REQUIREMENTS

Experience 2. a. (1) Number of years in business as a contractor under the company name listed in 1.a., above: _________years. List any other names your firm operated under previously.

1 2 3 4 5

2. a. (2) List date, State and type of incorporation, partnership, or proprietorship establishment: ______________________________ ________________________________________________ Date State/Type (incorporation, partnership/proprietorship) 2. a. (3) List names of the firm principals appropriate to the type of the firm: Corporation: President, Vice‐president, Secretary, Treasurer Partnership: Partners Proprietorship: Owner Other: List and explain Title: ____________________ Full Name: ___________________________ Yrs Service:____________ Title: ____________________ Full Name: ___________________________ Yrs Service:____________ Title: ____________________ Full Name: ___________________________ Yrs Service:____________ Title: ____________________ Full Name: ___________________________ Yrs Service:____________ 2. a. (4) Has your company ever performed substantially similar services for any municipality or large

commercial facility? Yes No (Attach additional page if necessary) If your company has performed work for the City of Columbia you must state below.


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If yes, list the name of the agency, dollar value, owner and contact names, contact phone numbers and contract dates for all contracts completed (or current) within the last five (5) years.

Entity Dollar Value Owner Agency Contact Name

Contact Phone Number

Contract Dates

2. a. (5) Within the last 5 years, has your organization been pre‐qualified to bid on a substantially similar

project and failed to submit a bid without notice of good cause before final bid date? Yes No If yes, on a separate sheet list name of project and reason you did not submit a bid.

Workload 2. b. (1) How many projects do you currently have under contract or in progress and what is their total dollar value?

(#) of projects

$ (Current projects contract amount) 2. b. (2) List the three largest contracts currently under contract or in progress, including for each, the name of the entity, owner and phone numbers, building(s) size(s)being maintained and the contract end dates.

#1 –Entity Name

Description/Areas of Work Performed

Owner Name/ Representative

Owner Address

Phone

Email Address

Building(s) Size Currently Being Maintained/Cleaned

Contract End Date


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#2 –Entity Name



Owner Address

Phone

Email Address


Contract End Date

#3 –Entity Name



Owner Address

Phone

Email Address


Contract End Date

Quality Control/Administration 2. c. (1) Describe quality control procedures and inspections/ processes. List the most recent project where these procedures were used, and provide owner’s contact information below.

Quality Control Procedures Project Name


Owner Address/Phone #

Owner Address, Phone # and Email

Contractor’s Inspection Process

Approval Process


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2. c. (2) Describe the quality control program typically used for performing substantially similar services as outlined in the scope of services.

Quality Control Plan Description:


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2. c. (3) Describe LEED Initiatives or Green Cleaning Processes typically used for performing substantially similar services as outlined in the scope of services.

LEED Initiatives or Green Cleaning Description:


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Litigation/Claims 2. d. (1) Has your company ever failed to complete work awarded to it? Yes No If yes, please provide project name(s), contact information for owner, year(s), and reason why. Attach relevant documentation.________________________________________________________________ __________________________________________________________________________________________________________________________________________________________________________

2. d. (2) Have you ever paid liquidated damages on any project? Yes No If yes, state the project name(s), year(s), and reason why. ___________________________________________________________________________________ __________________________________________________________________________________________________________________________________________________________________________ 2. d. (3) Has your company filed any claims on any previous janitorial services within the last five years?

Yes No If yes, state the entity name(s), year(s), case number, and reason why. __________________________________________________________________________________________________________________________________________________________________________ 2. d. (4) Has your present company, its officers, owners, or agents ever been convicted of charges

relating to conflicts of interest, bribery, or bid‐rigging? Yes No If yes, state the entity name(s), year(s), and reason why: _________________________________________

Safety Record

2. e. Does the Contractor maintain a permanent safety program? Yes No If yes, provide a brief summary or outline of the program including Contractor’s OSHA, LEED and any other safety programs related to federal, state or local laws, i.e. Incidence Rates, Recordable Incidences Rates, Lost time Incidence Rates, fatalities, etc. (use an additional sheet if necessary) _________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________


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Section 3. PROJECT SPECIFIC REQUIREMENTS

References 3. a. Please identify four (4) references most closely reflecting the size and complexity of the type of services being requested for the currently proposed janitorial project. The substantially similar projects should have been completed within the last five (5) years. The references listed below should be the ones used in Section IX. If the contractor has performed work for the City of Columbia, in the past or currently, the City must be stated as an additional reference (#5) to the four required non‐City of Columbia references.

#1 – Entity Name

Description and its similarity to proposed project



Building(s) Size(s)

Contract Dollar Value

Contract End Date

Reference Questionnaire Attached (y/n)

Performance Rating or Letter of Commendation

#2 –Entity Name

Description and its Similarity to proposed project



Building(s) Size(s)


Contract End Date




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#3 –Entity Name




Building(s) Size(s)


Contract End Date



#4 –Entity Name




Building(s) Size(s)


Contract End Date



#5 –Entity Name City of Columbia Reference Only, if applicable Description and its Similarity to

proposed project



Building(s) Size(s)


Contract End Date



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[General project references were requested in section 2. a. (4), based on a “Yes” response, and 2. b. (2). If this comparable project information is already reflected in those responses, please simply identify the relevant projects and detailed information.]

Staffing and Organizational Structure 3. b. (1) Staff Qualifications ‐ Provide organizational structure reflecting authority, responsibility and proportion of time dedicated to this contract. 3. b. (2) Staff Availability ‐ Are key personnel also proposed on any other projects for which bidding and

contracting is pending? Yes No If yes, describe general availability and qualifications of potential substitutes.

3. c. Other Unique Value Added Experience or Qualifications Describe any specific or unique value added experience not already covered above which will bring additional skills in maintaining and professionally cleaning buildings.


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Signature By signing this document, you are acknowledging that all answers are true to the best of your knowledge. Submitted by:

_________________________________________________________________________________________________________ Company Name _________________________________________________________________________________________________________ Physical Address _________________________________________________________________________________________________________ Mailing Address

a. Dated this day of: Submitted by: Signature by Authorized Officer Print Title of Authorized Officer

Phone: ___________________________________________ Contact person’s phone number

Email: ____________________________________________ Contact person’s E‐mail address

b. Notary Certification: South Carolina County I, a Notary Public of the County and State aforesaid, certify that , personally appeared before me this day and acknowledged the execution of the foregoing instrument. Witness my hand and official seal, this the day of , 20 . (Official Notary Seal or Stamp) Signature of Notary Public

My commission expires , 20

city of columbia, south carolinaof my knowledge, our company is qualified and capable to furnish and...

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