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Request for Proposal for Cleaning Services

November 11, 2021

Request for Proposal for Cleaning Services

Request for Proposal for Cleaning Services

Town of Lake Mills

1111 South Main Street

Lake Mills, WI 53551

November 2021

Summary of Background

The Town of Lake Mills is seeking cost and qualifications proposals for cleaning services for the Town Hall at 1111 South Main Street, Lake Mills, WI 53551. The purpose of this Request for Proposal (RFP) is to solicit proposals from various candidates and/or organizations, conduct a fair and extensive evaluation based on criteria listed herein, and select the candidate who best fulfills the needs of the Town of Lake Mills.

Pre-proposal walkthroughs will be provided by the Town Clerk and can be scheduled by contacting the clerk via the email above or by calling (920)648-5867

Proposals must be received by December 31, 2021 at 3:00pm

The Town of Lake Mills reserves the right to modify and waive any and all informalities or technicalities, or to reject any and all proposals and/or parts thereof, and to accept that proposal which it deems most favorable for the Town.

Proposal Guidelines:

This RFP represents the requirements for an open and competitive process. Proposals will be accepted until 3:00pm, December 31, 2021. Any proposals reeived after this date and time will not be considered.  All proposals must be signed by an official agent or representative of the company submitting the proposal.

If the candidate submitting the proposal must be the service provider, any outsourcing of services must be disclosed. Because this work is in a public building, a thorough background check will be done on anyone who will be entering the buildings for the company awarded the contract. This background check is used to verify that a person is who they claim to be, and will check the person’s criminal record, education, employment history, and other activities that happened in the past in order to confirm their validity. This check can include, but is not limited to, a person’s work history, education, credit history, driving record, criminal record, medical history, use of social media, and drug screening.

A copy of contractors’ liability insurance shall be included in bid proposal. No additional bonding required. All costs must be itemized to include an explanation of all fees and costs.

Contract terms and conditions will be negotiated upon selection of the winning proposal. All contractual terms and conditions will be subject to review b y the Town Attorney.

Project Purpose:

The purpose of this project is as follows:

The Town of Lake Mills is seeking cost and qualifications proposals for evening cleaning services at the following location:

Town of Lake Mills Hall-1111 South Main Street, Lake Mills, WI 53551

It is anticipated that these services will be 1-year contracts starting February 1, 2022 with the option to renew upon review by the Town Board for a term to be determined at that time, but not less than 2 years. Billing shall be monthly,

The proposal should include separate proposals for the interior cleaning and the exterior upkeep of the building, including a break out of deeper cleaning for floor waxing and window cleaning, etc should be itemized since their frequency will be less than other cleaning tasks. Proposals shall inlcude the cost for 2022 and the renewal costs for 2023 and 2024.

Project Scope- See the task list

The scope of the project includes various tasks to be performed in aras listed below. Tasks are to be performed during days and hours in which the Town Hall is not being use, a schedule can be determined with the assistance of the Town Clerk.

Cleaning supplies and equipment will be provided by the Town, including a vacuum, mop and bucket, and cleaning chemicals. Preferences in cleaners can be discussed.

Frequency of the cleaning events will be not less than once per month and prior to all scheduled elections.  

Review and feedback will be provided to ensure satisfactory performance and understanding of expectations.

Request for proposal and Project Timeline

Request for Proposal Timeline:

All proposals in response to this RFP are due no later than 3:00pm on December 31, 2021. All proposals shall be valid for a minimum of 90 days, pending the Town’s evaluation and award process.

Evaluation and decision of proposals will be conducted at the January 11, 2022, Monthly meeting of the Town Board.

Contract Timeline: It is anticipated that a cleaning contract can begin February 1, 2022.

Budget

All proposals must include completing all the tasks at the frequency described in the project scope and shall be shown as a monthly cost.

Please supply a quote with a breakout of tasks based on the Lists under Task List.

Bidder Qualifications

Bidders should provide the following items as part of their proposal for consideration:

  • Prospective candidates are required to meet all qualifications and specifications of this RFP in order to be considered for award. If a vendor does not clearly demonstrate and provide documentation substantiating that they are compliant with the qualifications and specifications of this RFP, they may be disqualified.
  • All prospective candidates are to make written proposals that present the firm’s qualifications and understanding of the work to be performed. Perspective bitter shall address each specific topic listed as a minimum. Failure to indicate any of the requested information may be caused for a proposal to be considered non-responsive and rejected.
  • All prospective candidates are real submit a cover letter introducing your firm and confirming your interest in performing the work described herein. Indicate your agreement with, or specific exemptions too, any of the objectives, requirements, terms of conditions contained in this solicitation document.
  • Provide a list of at least three current references for which comparable work has been performed. This list shall include client name, person to contact, address, telephone number, and description of work performed.
  • All prospective candidates shall provide a copy of vendors contractor license and copy of proof of vendors insurance.
  • Questions for the town should be gathered into one email communication from the perspective bitter and submitted to the town clerk at [email protected] All inquiries must be received by December 20th 2021. And all inquiries made by prospective candidates will be answered by the town clerk and will be submitted to all interested parties in order to ensure that all parties are operating with the same information.

Proposal Evaluation Criteria

The Town of Lake Mills will evaluate all proposals based on the qualifications of the candidate, the ability of the candidate to meet the schedule requirements, and cost. Each candidate must either submit a copy of their proposal within a single envelope, clearly indicating on the front of the envelope: “Proposal for Cleaning Services” and drop at the Town Hall drop box, mail in an exterior envelope or emailed at the address below:

Town of Lake Mills

Robin Untz, Town Clerk

1111 South Main Street

Lake Mills WI 53551

Or by email at: [email protected]

Non-disclosure of the data contained within a proposal cannot be guaranteed because of Public Records Laws.

Terms and Conditions

If for any reason, the firm selected shall fail to fulfill the obligations agreed to in a timely manner, the Town shall have the right to terminate the contract by specifying the date of termination in a written notice to the firm at least (7) days before the termination date. In this event, the firm shall be entitled to just and equitable compensation for the work satisfactorily completed.

The successful proposer will be required to furnish, within five (5) days of award notification and before commencing work, a certificate of insurance. The certificate shall name the City, its officers and employees, as additional insured.

The agreement resulting from the RFP shall be required to contain the following:


“Provider agrees to indemnify, defend and hold harmless the Town and it’s officers, officials, employees and agents from and against any ad all liability, loss, damage expense, costs, (including attorney fees) arising out of this agreement, caused in whole or in part by the Provider or anyone for whose acts any of them may be liable, except were caused by the sole negligence or willful misconduct of the Town”

The contract resulting from the award of this RFP shall commence on upon execution.

The Town reserves the right to reject any or all proposals, to waive technicalities, or to accept the proposal deemed to serve the Town’s best interest.

All cost associated with preparation, submittal and presentation of proposals shall be borne by the proposer.

Task List

  1. Interior Town Hall:

Areas to be cleaned

Main meeting room, Men and Women’s bathrooms, Office

Tasks and Frequency

Tasks each cleaning event:

Vacuum all floor mats

Clean and disinfect toilets, urinals (change urinal cakes as needed), sinks, mirrors, countertops, sweep  and mop bathroom floors

Check paper towel, toilet paper and soap dispensers and replenish as needed

Empty garbage and recycling bins in all areas.

Wipe and disinfect all conference tables set up.

  • Tasks at least monthly:

All tasks above if they were performed more than a week prior.

Vacuuming of Office carpet

Sweeping of Main meeting room space

Spot cleaning of walls, floors (black marks on floors), doors and windows as needed

  • Tasks done quarterly:

Interior cleaning of windows, window sills

Dusting for spiderwebs and corners of spaces, wall hangings and other objects in main meeting space, baseboard heaters

Mopping of main meeting room floor and hallway

  • Exterior Building tasks: Seasonally (Spring and Fall):

Wash window and Door exteriors

Pull weeds in rock and in front of the building