Board of Selectmen - 47 (06/29/2022)

wel
Memo
June 10, 2022
Mr. Rob Brule
First Selectman
Town of Waterford
15 Rope Ferry Road
Waterford, CT 06385
Re: Bid Award — BID#22-131 Custodial Services for General Government Buildings
Dear Mr. Brule,
On June 6, 2022, Paul Koelle and 
| opened bids for the above-mentioned project with the
attached results.
The Purchasing Agent on behalf of the Public Works Department recommends the contract for
this project be awarded to the most qualified and responsive bidder Building One Facility, for
$84,000.00 in accordance with their submission dated May 26, 2022 and $89,880.00 year two
and $96,171.00 year three at the Town’s discretion. See clarification attached.
Rawle Dummett
“Purchasing Agent;
Town of Waterfor

|.
|
'
Rawle Du mett
armen 
iinet 
ut 
ee
From: 
. 
Rawle Dummett
Sent: 
Monday, June 20, 2022 4:15 PM
To: 
‘Richard Parillo'
Subject: 
RE: Requested Infarmation
Thanks for the information but our bid document clearly states at follow;
{“S: Compensation: The contract is for two years with 3, one year extensions, solely at the option of the Town. Rate
increases shall not exceed the CPI for the Waterford area.”
1
‘
A
1
Sincerely
1
frtecnle 
EAucvmeld
‘ Purchasing 
Agent
' Town of Waterford
Tele: 860-444-5842
From: Richard Parilio <richard.parilla@bulldingonellc.com>
Sent: Monddy June 20, 2022 3:14 PM
To: Rawle Dummett <rdummett@waterfordct.org>
ice: David Preste <David.Preste@bulldingonelic.com>
‘Subject: Requested information
LION: This email origi
i Lintks. or open. attachments unless: ou recogni
| Good Afternoon Mr, Dummett,
Thank you fo r reaching out to us for clarification on our pricing that was submitted for the recent Janitorial Services
bid. As you can see from the attached document we submitted pricing as requested, monthly pricing and annual! pricing
for each building, We also provided the lump sum annual pricing. We understoad annual to mean for the first year as
the bid docdments clearly stated that we would not be able to request annual increases beyond the annual CPI for the
{Waterford area. However, your called this marning indicated that you wish to know what our pricing would be for year
;two and year three. Please see below.
J

|
4) 1/1/2022 — 6/30/2023; $84,000
2) 1/1/2023 - 6/30/2024: $89,880
' 
3) 1/1/2024 — 6/30/2025: $96,171
‘ Please let me know If there is any additional information or clarification needed from us. Have a great day and | look
forward to hearing from you in the near future. 
°
Building’ 
SHE
Facility anus LLC
Rich Parillo 
.
AVP Operations & Customer Development
57 Ozick Dr.| Suite A
Durham, CT\06422
‘203-815-5444
‘Richard.parilio@ buildingonelic.com

From: 
George Yuille
To: 
Rawie Oummett
Subject: 
Ra: Bid#22-13%
Date: 
Tuesday, June 24, 2022 10:16:54 PM
[romeo ose
CAUTION: This email originated from outside of the organization. 
i
1; D9 not click links or open attachments unless you recognize the sender’ s email address I
and know the content is safe.
LL and know the contentis safe
Good Morning,
The amount bid on was for a one year cost of $97,800. The following year we “Nu Look Cleaning Service®
would apply
@ 3% CPI rating which than would raise the total yearly cost the services $100,734 or $2,934 per year
increase from year prior.
We can sign off on that rate / price increase if we are giving the contract. | hope this helps!
George Yuille, Manager
Nu Look Cleaning Service
Phone: 
860 859-3624
Email: nulookcleaningservice@yahoo,com
On Tuesday, June 21, 2022, 02:34:33 PM EDT, Rawle Dummett <rdummett@waterfordct.org> wrote:
Good Day.
On page 15 of our bid document gays the following: “The contract is for two years with 3, one year
extensions, solely at the option of the Town. Rate increases shafi not exceed the CPI for the
Waterford area.”
Please advise whether the price provided $97,980.00 is for one year or the first two years. If not,
what would be the cost for the second year?
lappreciate an urgent response.
Rawle Dummett
Purchasing Agent
Town of Waterford
Tele:860-444.5842

INTER-OFFICE MEMORANDUM 
TOWN OF WATERFORD
rho f t 
eee
From: 
Gary J. Schneider, Director of Public Works LX Men
To: 
Rawie Dummett, Purchasing Agent
Date: 
June 16, 2022
Re: 
Cleaning Bid
The Town received 4 bids for custodial services for Town Buildings. The bids
ranged from $84,000 to $176,337. This service will be provided to Youth Service
Bureau, Public Safety Building, Town Half and the Municipal Complex. The
contract is for two years with 3, one year extensions.
The Department reviewed the low bidder, Building One Facility Services, LLC
from Durham CT and is recommending that the Town award the bid for this
service to them.

Tabulation Sheet Bid#22-131 Custodial Services For Government Buildings
VENDOR 
Jan Pro of Central Connecticut
BUILDING 
ESTMATED SQ FEET 
MONTHLY COST 
ANNUAL COST
Youth Services Bureau 
7340 
$2,147.27] 
$25,767.24
Emergency Operations Center 
1474 
$895.00) 
$10,740.00)
Public Works & T. Station Trailer 
9101 
$2,702.51} 
$32,430.12!
Town Hall 
30000 
$8,950.00 
$107,400.00]
TOTAL 
47915 
$14,694.78} 
$176,337.36]
Vendor: Submission states total monthly cost as $14,694.77 atid Total annual cost-as $176,337.28. Tabulationsheet reflects corrected totals.
VENDOR 
Nulook Cleaning Service
BUILDING 
ESTMATED SQ FEET 
MONTHLY Cost 
ANNUAL COST
Youth Services Bureau 
7340 
$1,545.00 
$18,540.00
Emergency Operations Center 
4474 
$1,245.00) 
$24,940.00)
Public Works & T. Station Traiter 
$102 
$2,180.00) 
$26,160.00)
Town Hali 
30000 
$3,195.00) 
$38,340.00)
TOTAL 
47935 
$8,165.00! 
$97,980.00)
VENDOR 
Building One Facility LLC.
BUILDING 
ESTMATED SQ FEET 
MONTHLY COST 
ANNUAL COST
Youth Services Bureau 
7340 
$2,200.00) 
$14,400,000)
Ernergency Operations Center 
17a 
$700.00) 
$3,400.00)
Public Works & T, Station Trailer 
9101 
$1,500.00} 
$18,000,001
Town Rett 
30000 
$3,600.00) 
$43,200.00}
OTAL 
47915 
$7,000.00] 
“$84,000.00
VENDOR 
Paramount Services Group, Inc.
BUILDING 
ESTMATED SQ.FEET 
MONTHLY COST 
ANNUAL COST
Youth Services Bureau 
7340 
$4,135.73) 
$13,628, 
76]
Emergency Operations Canter 
1474 
$395.04 
$4,740.48)
Public Works & 7. Station Trailer 
9307 
$4,878.04) 
$18,936.48
Town Hall 
30000. 
$4,794,348 
$97,529.68)
TOTAL 
47915 
$7,902.95) 
B84, 845,40)
Vendor Submission states total monthly. cast ax $7902.94 and Total airtiual cost as $94,335.20, Tabulattonsheat reflects corrected totals.

TOWN OF WATERFORD
REQUEST FOR PROPOSALS
BID#22-131 CUSTODIAL SERVICES FOR GENERAL GOVERNMENT BUILDINGS
The Town of Waterford Public Works Department is seeking proposals from qualified
Bidders to provide Custodial Services for General Government Buildings. The
Purchasing Agent will 
accept sealed 
proposals 
until 
11:00 A.M. 
on 
Monday
June 6", 2022.Proposals including assigned addenda shall be mailed or hand
delivered to Purchasing Department at 15 Rope Ferry Road Waterford, CT 06385
no later than the time and date above, where they will be publicly opened and read
aloud in the Louise Appleby Room. Late Proposals will not be accepted. 
Please
see 
the 
Town 
of Waterford 
website 
at 
http:/Avww.waterfordct.org for packets
and all information regarding this Proposal. Any questions regarding this proposal
are 
to 
be 
directed 
to 
the 
Purchasing 
Agent 
at 
rdummett@waterfordct.org.
Telephone Number 860-444-5842. The Board of Selectmen reserves the right to
reject any or all Proposals, in whole or in part, and to waive any informality in any
Proposal when such action is deemed in the best interest of the Town; their decision is
final.
Rawle Dummett
Purchasing Agent
Town of Waterford
1TjPage 
LOLi1-52040

A: This contract is for custodial services with a Performance-Based Statement of Work
for the following facilities;
Locations 
Estimated Square Feet
e 
Youth Services Bureau 
200 Boston Post Road 
7,340
* 
Emergency Operations Center 204 Boston Post Road 
4,474
« 
Public Works (including T. Station Traiter) 1000 Hartford Turnpike 
9,101
e 
Town Hall 
15 Rope Ferry Rd 
30000
It is the Contractor's responsibility to notify the Purchasing Agent if it is believed that the
information provided ts incorrect.
B: As a performance-based contract, the requirements are stated in terms of desired
results with associated quality standards. This allows the Contractor to design the
methods of achieving desired results established by the Town.
The work specified in this specification shall be in accordance with all Federal, State, and
Town laws, codes, and ordinances and shall follow the more stringent of therm. (n addition
to compliance with these laws, the Contractor shall follow all applicable standard industry
practices including, but not limited to, the Occupational Safety and Health Act (OSHA)
and CDC guidelines.
Custodial services are contracted by the Purchasing Agent with oversight provided by the
Department of Public Works.
The Contractor is required to conduct custodial services in a manner as to utilize industry
best practices and guiding principles to minimize the Town’s Environmental Footprint.
Products that are identified as environmentally sustainable shall be selected over those
which do not carry such designations. The following factors to consider when selecting
products include: environmental performance, cost performance, bio-based, recycled
content, biodegradability, technical performance, and availability.
The cleaning schedule is considered the Contractor's efficient approach to the work, and
shall not limit the Contractor to specific levels of staffing, means or methods. Changes
necessary for achieving the contract performance work statement requirements shall be
the responsibility of the Contractor. Cleaning schedules and any revisions are to be
submitted to the Department of Public Words. The Contractor's cleaning schedule shall,
as a minimum, identify the following frequency: -Daily cleaning -Periodic cleaning -Weekly
cleaning -Monthly cleaning -Other frequencies.
Standard service is defined as all services that are included in the monthly price or are
defined in the contract document. Prices are to include all applicable labor, materials,
supplies, training/certifications, equipment (except as otherwise provided), supervision,
andmanagement.
2|Page 
LOLDE-52040

Service calls are considered standard service requirements, such as nonrecurring
requests for special events support, spills, 
replenishing restroom supplies, etc.
Contractor shall provide adequate staff to respond to service calls during building(s)
operating hours and during the Contractor’s regular cleaning schedule. Service calls shall
be monitored and satisfactorily responded to in a timely manner. The Contractor shal!
have a method of recarding customer calls, the time to complete the service call, and the
corrective action taken. These records shall be made available for review by the
Department of Public Works. The costs of all service calls shall be reimbursed to the
Contractor if the request is outside the building(s) operating hours and outside the
Contractor's regular cleaning schedule. 
Service calls that the Department of Public
Works determines to be urgent (spilled water in traffic areas, lack of toilet supplies, etc.)
shall be handled immediately.
Extra Services: The Contractor shall provide extra services to fulfill the Town’s intermittent
need for work. These services are in addition to the services specified as a standard
service, The Contractor shall not divert workforce to accomplish the extra services.
Cleaning Hours: The performance of the standard service cleaning at building(s) shall not
take place between the hours of 8:00 a.m. and 4:30 p.m. The hours shall not be changed
unless authorized by the Department of Public Works. The Youth and Family Service
Building 
shall 
be 
cleaned 
in 
the 
evenings 
after 
7:00 
p.m.
The Town Hall shall have a 3:00 p.m. start time. In addition to the normal duties/
responsibilities the custodian at Town Hall will be expected to set up the auditorium for
meetings. Board of Finance, RTM, and occasional special session meetings only. A print
out of a meeting monthly schedule will be left by the First Selectmen's Assistant for the
custodian to know when meetings occur and to set up the auditorium.
The Emergency Operations Center is open 365 days a year 24 hours a day. That building
only will need the restrooms cleaned on weekends and holidays,
C: Holidays: No cleaning is required on these dates. Public Works will supply a yearly
list to the contractor of the Town’s holidays.
New Year's Day
Martin Luther King Day
President's Day
Good Friday
Memorial Day
Independence Day
Labor Day
Columbus Day
Veteran’s Day
Thanksgiving and the day after
Christmas Day
3]Page 
LOLti-52040

When Holidays fall on weekends, a weekday is typically designated as the holiday.
D: In the performance of the contract, the contractor shall:
« 
Furnish all personnel, Jabor, equipment, materials, tools, supplies, supervision,
management, training/certifications, and services, except as may be expressly set
forth as Town furnished, and otherwise accomplish all actions necessary to or
incident to, perform and provide the work efforts described in the contract.
e 
Ensure that their employees are properly trained, licensed and/or certified to
perform the work as required by Federal, State, or local Jaws; codes, or
ordinances.
e 
Be responsible to make the management and operational decisions to meet the
quality performance standards required under this contract.
» 
Use innovation, technology and other means and methads to develop and perform
the most efficient cleaning services for the buildings.
« 
Implement an effective service call system that results in prompt, professional,
and courteous resolution of town concerns.
« 
Keep the Department of Public Works informed of current status of the work being
performed, provide work schedules and other pertinent information needed by the
Department.
« 
Reduce the environmental impacts of work performed under this contract by using,
to the maximum extent, environmentally sound practices, processes, and
products.
« 
Provide training for their employees that stress stewardship in cleaning practices
ie., the use, disposal and recycling of cleaning chemicals; and dispensing
equipment and packaging.
« 
Have equipment to communicate with Department of Public Works and their
employees to receive direction and respond to service calls, emergencies, status
of projects, etc.
» 
Make reasonable efforts to assist the Town to prevent hazardous conditions and
property damage. To the extent that relevant conditions or activities are noted but
are not associated with the Contractor's scope, the Contractor shall pramptly
report such conditions or activities to the Department of Public Works. The
Contractor shall protect the Town’s property, buildings, materials, equipment,
supplies, records and data that are within the Contractor’s control against
unauthorized access, loss or damage. The Contractor shail establish a system for
on-site work force personnel to report potentially hazardous conditions in the
building to the Department of Public Works regardless of whether the condition is
within the Contractor’s responsibility.
« 
Comply with all applicable governance documents, including, but not limited to
Federal, State and local laws, regulations, and codes: including any supplements
or revisions. The Contractor shall obtain all applicable licenses, training, and
permits. If 
a change in law and/or regulation requires the Contractor to implement
4[Page 
20111-52040

an action that will result in an increase or decrease in contract price, the Contractor
shall implement the required action and within 30 calendar days submit to the
Purchasing Agent a price proposal for such change. if the Purchasing Agent
determines an equitable adjustment is substantiated, a modification to the contract
shall be issued.
Furnish to the Department of Public Works all Safety Data Sheets (SDS) for any
materials used in the performance of this contract. All new products used during
the life of the contract must have SDS provided to the Department of Public Works
prior to bringing and/or using these products on site. The Contractor shall use only
commercially available products that meet Federal, State, and local codes. The
Contractor shall maintain the SDS in a location accessible to all employees and
shall advise the Department of Public Works of its location. The SDS shall be
available for inspection on request.
The building(s) shall be fully staffed, beginning the first day of work under the
contract,
E: Interior Services. The Contractor shall provide interior standard services for the work
items listed below.
Performance Standards: The Contractor through innovation, technology, or other means
shall perform the work in this contract to meet the quality and performance standards in
this Section. Evaluations of the Contractors work shall be based on the standards in this
Section.
Bare Floor Care: The Contractor shall provide a floor maintenance schedule to the
Department of Public Works for all types of floors;
*
General: Floors, base moldings, and grout shall be clean and free of debris
including but not limited to dirt, water streaks, mop marks, string, gum, tar, and
other foreign matter. The floors shall maintain their natural juster and not have a
dull appearance. Wet mopping of bare floors shall be cleaned using disinfectant
cleaner(s) with additional scrubbing, if necessary. These floors shall be slip
resistant. Surfaces, baseboards, and corners shall be clean and dry. Walls,
baseboards, and other surfaces shall be free of splashing and markings from the
equipment. There shall be no visible buildup of finish in comers or crevices. Mops
and cleaning rags shall be cleaned and sanitized before and after each day of use.
Mops and cleaning rags used in restrooms shall not be used to clean any other
areas.
Asbestos Containing Building Material (ACBM) Floors: Cleaning of flooring that
may contain asbestos material, such as Vinyl Asbestos Tile (VAT), shall comply
with the methods prescribed in the National Institute of Building Sciences (NIBS)
Guidance Manual, ‘Asbestos Operations and Maintenance Work Practices.’ Upon
SjPage 
20111-52040

request, the Government shall make availabie to the Contractor any asbestos
sampling results.
ADP/Data Center Floors: Damp mopping shall be the only method of wet cleaning
for floors in Automated Data Processing (ADP)/Data Center spaces.
Asphait Floors: Damp mopping shall be the only method of wet cleaning for floors
containing asphalt material.
Granite and Marble Floors: All applicable floor areas shall be maintained in
accordance with industry standards.
Loading Dock Floors: Spill residues and clean-up materials shall be disposed of in
accordance with the Environmental Protection Agency (EPA) and/or State and
local regulatory agency requirements.
Stripping Floors: The old finish or wax shall be removed in accordance with
standard commercial practices. Spots shail be eliminated. There shall be no
evidence of gum, burns, scuffmarks, or wax buildup in corners or crevices. UNDER
NO CIRCUMSTANCES SHALL BURNISHING OR DRY STRIPPING METHODS
BE USED ON ACBM FLOORING.
Finishing Floors. Walls, baseboards, and other surfaces shall be free of finish
residue and marks from equipment. Floors shall be free of streaks, mop strand
marks, and skipped areas. The applied finished area shall have a uniform luster.
F; Carpets and Rugs:
« 
Extraction: Build-up spills and crusted materials shall be removed along with
spots and smears. There shall be no areas of deterioration or fuzzing to the
carpets and rugs as a result of harsh brushing or scrubbing. Cleaned areas of
carpets and rugs shall be reasonably blended with surrounding carpets. The
Contractor shall coordinate with the Department of Public Works the times
when carpet shall be cleaned. The carpet shall be dry before customers occupy
the building on the next business day. The Contractor shall take measures to
prevent the growth of moid. Moving of duplicating equipment, computer
equipment, and similar types of electric and electronic equipment is to be
coordinated with the Department of Public Works, as required, prior to cleaning
of the carpet. Any furnishings moved are to be returned to their original
positions.
« 
Spot Cleaning: Carpet surfaces shall be free of removable spots, soiled traffic
patterns, dirt, dust, debris, gum, and crusted materials.
« 
Vacuuming: Carpet surfaces are to be free of dirt, dust, and other debris.
Vacuuming shall be done at a frequency that will protect the integrity of the
carpet and prolong wear. The Contractor shall utilize at a minimum HEPA
vacuum Cleaners,
e 
Floor Mats and Runners: (The Town shall furnish all mats and runners.) Mats
and runners shall be vacuumed to keep them free of removable spots, soiled
traffic patterns, dirt, debris, gum, and crusted materials.
6] Page 
20144-52040

Restrooms, Shower Rooms, Locker Rooms
Cleaning: All areas shall be cleaned using a disinfectant cleaner. Fixtures shail
maintain a high level of luster and be free of dust, mold, mildew, streaks, and
encrustations. Partitions, doors, vents, sills, and walls shall be free of dust, dirt,
bodily fluids and waste, and graffiti. Shower curtains shall be cleaned and free of
mold and dirt. Restrooms shall be free of discarded material and trash shali be
emptied to prevent the containers from overflowing.
Dispensers: (The Town shall provide dispensers and products.) The Contractor
shall replenish supplies and fill dispensers as a standard service. The supplies for
the provided dispensers shall be compatible with the dispenser’s manufacturer's
requirements. Supplies including dispenser construction and efficiency shall be
consistent with the safe and environmentally friendly products requirements
referenced throughout this specification.
Floors: The quality standard for providing standard service is the same as that
described above
Waste Receptacles: (The Town shall provide receptacles.) The Contractor shall
empty, clean, and sanitize the sanitary napkin and waste receptacles. Sanitary
napkin disposal}
containers shall be lined with new receptacle bags. Disposal of waste shail be
treated the same as Blood Borne Pathogens
Town will supply all paper products and soap for refills
Clean and Sanitize: All fixtures and surfaces (washbasins, urinals, modesty
panels, toilets, shower stalls, efc.} shall be clean with no dust, spots, soiled
substances, discoloration, mold, build-up, or excess moisture.
All wail surfaces shall be free of smudges, marks, dirt, and spots, Cleaning shall
not cause discoloration.
Drinking Fountains
*
Al fountains shall be free of dirt, watermarks, and ail other debris or encrustations.
Drinking fountains shall be sanitized and present a lustrous appearance.
General Areas, Offices, Corridors
Horizontal Surfaces: All surfaces shall be free of dust, dirt, oil spots, or smudges.
Cabinets and desks with papers, computers, and keyboards shall not be disturbed.
Surfaces should be damp mopped or wiped with a germicidal cleaner. Contact time
should be consistent with the manufacturer's recommendations.
Metal, Brass and Woodwork: Surfaces (including corners, crevices, moldings,
ledges, hand rails, grills, doors, door knobs, door frames, kick plates, etc.) shall be
free of dust, streaks, spots, hand marks, oil, smudges, dirt, soiled substances,
encrustation, and streaks.
All glass, clear partitions, mirror surfaces, bookcases, and other glass shall be
clean and free of dirt, dust, streaks, smudges, watermarks, spots, grime, and shall
7\{Page 
10114-52040

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i
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not be cloudy. There shall be no water spots on the glass or adjacent fixtures and
furniture.
e 
All wall surfaces shall be free of smudges, marks, dirt, and spots. Cleaning shall
not cause discoloration.
e 
Surfaces shall be dust free with a preference to using a micro-fiber or damp cloth,
or backpack vacuum fitted with the appropriate dusting tool.
High Cleaning High Surfaces:
e 
Surfaces shall be cleaned and free of dirt, dust, and cobwebs. Where glass is
present, both sides shall be clean and free of streaks. This does not include the
removal of vents, tiles, or fixtures.
Trash and Recycling Containers (Town wiil provide waste and recycling
containers)
« 
All trash (including restrooms) shall be collected and removed to a location
designated by the Department of Public Works. The containers shall be emptied
and kept clean, odor-free, and free of dirt, dust, debris, residue, and spitled
material. Plastic liners for all trash and debris containers shall not be torn, worn, or
contain residue.
« 
The Contractor shall notify the Department of Public Works of any item or material
identified by the Environmental Protection Agency (EPA) and State and local
regulatory agencies as hazardous waste, hazardous materials, or Universal Waste
observed in the trash receptacles. Typical prohibited wastes include but are not
limited to fluorescent light bulbs, thermostats, thermometers, most chemicals, and
batteries.
« 
Cardboard boxes will be placed next to the recycling containers and be removed
by the contractor.
Elevators and Stairwells
e 
Railings, risers, ledges, grills, doors, radiators, and surrounding areas shall be free
of dirt, dust, litter, and debris. Elevators and Stairways
e 
Door tracks shali be clean and free of dirt, debris, built up grime, dust, smudges,
and other extraneous matter.
e 
€xterior and interior Car surfaces shall be clean and free of finger marks,
smudges, and spilis. Carpets and floors shall be free of removable spots, dirt, and
debris. Floors requiring a finish shall be maintained at a high luster.
e 
Exposed Surfaces, Treads, Risers and Landings in stairways, entrances and
landings shall be clean and free of dirt, debris, built up grime, dust, smudges, and
other extraneous matter.
8[ Page 
10111-52040

e 
Alf interior plate glass (to include glass over and in and vestibule doors, all plate
glass around entrances, lobbies, and vestibules) shall be clean and free of dirt,
grime, streaks, moisture, and shall not be cloudy.
Window Washing (Interior and Exterior)
« 
The windows shall be clean and free of dirt, grime, streaks, moisture, and shall
not be cloudy. Window sashes, sills, woodwork, and other surroundings of
glass shall be wiped free of drippings and other watermarks.
e 
All windows shall be cleaned annually. This shalf be priced separate from the
cleaning.
Blinds and Coverings (Not Including Drapes, Curtains and Unique Coverings):
« 
All blinds, coverings, cord tapes, and valances shall be clean and free of dust,
cobwebs and spots, Blinds and coverings that are not operating properly shall
be reported to the Department of Public Works.
G: Exterior Services
Canopies Cleaning
« 
All canopies and anything affixed to or included in the surfaces of canopies
shall be clean and free of all dirt, dust, cobwebs, nests, bird excrement, trash,
and debris.
Outside Areas
« 
A\l building areas within 100 feet of public or employee entrances shall be free
of papers, trash, and other discarded materials.
« 
All sidewalks, brick areas, around light poles, and hard surfaces shall be clean
and free of dirt, debris, gum, litter, gravel, weeds, oil, and grease. No residual
dirt shall remain after the removal of the debris.
« 
Trash containers and ash receptacles shall be emptied and kept clean, odor-
free, and free of dirt, dust, ash, cigarette butts, debris, residue, and spilled
materials. Plastic liners for all trash containers shall not be torn, worn, or
contain residue.
H: COVID-19 
inspired Cleaning. This shall be priced separate from the cleaning.
Each facility has some or all of areas and types of equipment in the areas that may be
addressed. 
Contractor is responsible to review the areas and determine the effort to
complete the following work.
9{Page 
1OL11-52040

e 
Require Hospital Grade Disinfectant
« 
Daily cleaning of Plexiglas barriers (all locations)
« 
Disinfecting of casual furniture
« 
Touch points cleaning ~ all Locations
o 
Time Clocks
co 
Public Phones
ec 
Door Handles
oc 
Door Frames
o 
Hand Rails
co 
Elevator doors and buttons
o 
Staff Breakrooms — tables and chairs
o 
Copy Machines
oc 
Refrigerator Handies
o 
Exterior of microwaves
o 
Coffee Machines
o 
Vending Machines
o 
Public Computers
). CONTRACTOR RESPONSIBILITIES:
A supervisor shall be available at all times of the term of the contract to receive notices,
reports, or requests from the Department of Public Works, The Contractor shall furnish
the Department of Public Works with a list of telephone numbers where an authorized
representative may be contacted seven (7) days per week at any hour of the day or night
to provide required services.
The Contractor shall ensure that their employees are properly trained in order to provide
quality cleaning that is safe, healthy, and sustainable.
All employees shail wear distinctive, uniform clothing or have a badge that is visible for
ready identification. Uniforms shall be neat, clean, in good repair, and have a badge or
monogram with the Contractor's name on it.
The Contractor shall adhere to Federal, State and local laws and reguiations to fully
comply with all requirements in providing of and training their personnel on Personal
Protective Equipment (PPE) required for the work.
The Contractor shall provide appropriate training to their employees and ail necessary
equipment and services required to perform clean-up of blood borne pathogens and fully
comply with the requirements of the Blood Borne Pathogen Standard.
10| Page 
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The Contractor shall follow the Towns key/fob control program. Keys/fobs issued to the
Contractor, the Contractor's personnel, or subcontractors shall be signed for and not
transferred to other personnel. The Contractor is financially liable for the cost of rekeying
if keys are lost or not recovered from employees or subcontractors.
Access to the work sites shall be as directed by and controlled by the Town. Sub-
contractor employees shall| have obtained prior authorization. The Contractor shall be
responsible for all persons admitted to the facility by the Contractor, its officers,
employees, agents and sub-contractors.
The Contractor is responsible for training its employees in the security requirements of
each department and will be responsible for enforcing the security rules as they apply to
its employees.
In addition to any other security rules and regulations, the Contractor shall inform his
employees of the following:
1. 
No guns, knives or other dangerous weapons are allowed on town property.
2. 
No drugs or other prohibited substances, inciuding alcohol, are allowed on town
property.
3. 
No unauthorized personnel, including children, shall be allowed on town property,
4. 
No pets shall be allowed on town property.
&, 
The use of town telephones is strictly prohibited, except in an emergency situation.
Supervisory employees shall have a minimum of 3 years of experience with managing
and related services in building(s) of similar size and complexity. The on-site supervisor
is required to be fully conversant in English. Each employee of the Contractor shall be a
citizen of the United States of America, or an alien who has been lawfully admitted for
permanent residence as evidenced by Alien Registration Receipt Card Form I-151, or,
wha presents other evidence from the Immigration and Naturalization Service that
employment will not affect his immigration status. A background check will be required.
The Contractor shail provide appropriate training to their employees. The personnel
employed by the Contractor shall be capable emplayees, who are trained and qualified in
the service requirements.
The Contractor also shail:
e 
Ensure that the Contractor's employees use lights and faucets only in those areas
where and when the work is actually being performed. Once leaving, all lights and
water faucets in the work area shall be turned off.
e 
Ensure that workers do not adjust mechanical equipment controls for heating,
ventilation and air conditioning systems.
la f{[Page 
10111-52040

Ensure that the reporting of fires, hazardous conditions, and items in need of repair
(e.g., inoperative fights, broken windows or doors, torn carpets, leaking sinks,
urinals or commodes, etc.), to the Department of Public Works.
Ensure buildings and if applicable, rooms are locked after cleaning.
Ensure that lost and found articles by the Contractor’s employees are turned in to
the Department of Public Works.
Ensure that the Contractor employees notify the Police Department when
unauthorized or suspicious person(s) are seen on premises.
Ensure that the Contractor notifies the Department of Public Works of any
observed hazardous material, or Universal Waste materials in the trash or
recycling receptacles.
Never turn off or unplug Town equipment in the space they are cleaning without
prior written approval. The Contractor shall employ products, equipment and
practices that eliminate wasteful use of water.
Investigate all damage to Town equipment or facilities within 24 hours of
occurrence and submit in writing the findings of such investigation to the
Purchasing Agent. Contractor shall be responsible for loss if the damage caused
by the Contractor or its employees.
Be responsible for any loss as a result of theft of supplies, fixtures, equipment or
personal effects belonging to the Town or its employees if it was caused by the
Contractor or its employees.
J; 
Town Responsibilities (In addition to those already noted) The Town will
provide;
.
Electrical power at existing outlets for the Contractor to operate equipment which
is necessary in the conduct of its work.
Hot and cold water as necessary limited to the normal supply provided in the
building. No special heating or cooling of the water shall be provided.
Space in the building for the storage of supplies and equipment inventories that
are used in the performance of work under this contract. The Contractor shall
maintain this space in a clean neat and orderly condition. Under no circumstances
shail the Contractor store flammable or explosive liquids (naphtha, gasoline, etc.)
in the building. The Town is not responsible in any way for damage or loss to the
Contractor's stored supplies, materials, replacement parts or equipment.
Custodial closets, where available, at various points throughout the building, for
storing equipment, including mops, brooms, dust cloths, and other items. These
closets and the stored equipment shall be kept clean and organized by the
Contractor. Sinks and buckets shall be kept clean and free of standing water and
hoses shail not be left connected to faucets when not in use.
12[Page 
10221-52040

¢ 
Heating and air conditioning of the space to be cleaned will be provided only during
normal building operating hours.
K: Removal of Contactor Employees:
The Town may require the Contractor to remove any employee(s) from Town controlled
buildings or other real property should it be determined that the individual(s) is unfit to
work on Town controlled property. This shall include, but not be fimited to, instances
where an employee is determined, in the Towns’ sole discretion, to be incompetent,
careless, insubordinate, unsuitable or otherwise objectionable. The Contractor shail be
responsible for providing replacement employees in cases where contract employees are
removed at no additional cost to the Town. The Contractor must comply with any removal
request. For clarification, a determination to remove an employee will be made for, but is
not limited to, incidents involving the most immediately identifiable types of misconduct or
delinquency, as set forth below:
e 
Violation of Federal, State, or local law.
» 
Carrying or possession of explosives or items intended to be used to fabricate an
explosive or incendiary device.
« 
Garrying or possession of firearms.
« 
Neglect of duty, including sleeping while on duty, unreasonable delays, failure to
carry out assigned tasks, conducting personal affairs during official time, refusing
to render assistance, or cooperate in upholding the integrity of the security
program at the work site,
« 
Falsification or unlawful concealment, removal, mutilation, or destruction of any
official dacuments or records, or concealment of material facts by willful omissions
from official documents or records.
« 
Disorderly conduct, uses of abusive or offensive language, quarreling, intimidation
by words or actions, fighting, or participation in disruptive activities that interfere
with the normal efficient operations of the Town.
« 
Theft, vandalism, immoral conduct, or any other criminal action.
« 
Selling, consuming, or being under the influence of intoxicants, drugs, or
substances which produce similar effects while in or on Town-controlled praperty.
L: Standards of Conduct:
The Contractor shall be responsible for maintaining satisfactory standards of employee
competency, conduct, appearance, and integrity and shall be responsible for taking
disciplinary action(s) with respect to their employees as necessary. The Contractor is
responsible for ensuring that his employees do not disturb papers on desks; open desk
drawers or cabinets; or use Town supplies, equipment or telephones, except as
authorized. Each employee is expected to adhere to standards of behavior that reflect
favorably on their employer, and the Town.
No smoking is allowed in the building.
13 {Page 
10122-82040

M: Other Contractors:
The Town may undertake or award other contracts for additional work, and the Contractor
shall fully cooperate with the other Contractors or Town employees. The Contractor shall
carefully schedule their own work, in conjunction with the additional work, which may be
directed by the Department of Public Works. In addition, the Contractor shall not commit
to or permit any act, which will interfere with the performance or work by another
Contractor, or by Town employees.
N: Ordinances, Taxes, Permits and Licenses:
Without additional expense to the Town, the Contractor shall fully comply with: (a) all
Federal. State local, and city laws, and regulations and ordinances, (b) be liable for all
applicable Federal, state and local taxes and (c) obtain and pay for all permits and
licenses governing performance under the contract.
QO: Discrepancy in the Specifications:
In any case of discrepancy in the specifications, the matter shall be immediately
submitted to the Purchasing Agent. The decision of the Purchasing Agent as to the proper
interpretation of the specifications shail be final.
P: Communion of Complaints
All damage and/or service complaints from building occupants will be directed to the
Contractor by phone or email. The Department Head or assigned personnel will
investigate and notify the Contractor of each complaint within one (1) business day. The
Department shall provide the Contractor with a full explanation of any complaint and work
with the Contractor to resolve the issue. Ongoing or unresolved issues will be directed to
Facilities Coordinator.
lf the Contractor repeatedly fails to perform, such failure shall be grounds for contract
termination. The Town will provide a minimum of seven calendar-days written notice of
termination.
Q: Cancelation Clause
The Town reserves fhe right to cancel this contract for any reason beneficial to the town,
upon a ten business-days written notice to the Contractor, or less if mutually agreed upon
between the Town and the Contractor.
The Contractor shall observe and comply with all federal, state and local laws, ordinances
and regulations. The Contractor shall indemnify and save harmless the Town, ail of its
officers, agents and servants against any claim or liability arising from or based on the
14|[ Page 
LOL11-520406

violation of any such law, ordinance or regulation, whether by the Contractor or their
employees or subcontractors.
Regarding matters not covered in these provisions, nothing herein is intended to relieve
the Contractor or subcontractor from compliance with all applicable federal and state
legislation or provisions concerning equal employment opportunity, affirmative action,
nondiscrimination, sexual harassment and related subjects.
R: Suspension of Work:
In the event services are not provided or required by the Town because the building(s) is
closed due to inclement weather, under construction, unanticipated holidays (declared by
the President, Governor or the Town), failure of the Town to appropriate funds, etc.,
reductions shall be computed as follows:
« 
The reduction rate in dollars per day shall be equal to the per month contract price
for the building(s), divided by the number of working days per month.
« 
The reduction rate in dollars per day multiplied by the number of days services are
not provided or required. In the event services are provided for portions of days,
appropriate adjustments shall be made by the Purchasing Agent to assure the
Contractor is compensated for services provided.
S$: Compensation:
The contract is for two years with 3, one year extensions, solely at the option of the Town.
Rate increases shall not exceed the CPI for the Waterford area.
Competition Intended
(t is the Town’s intent that this RFP permit competition. It shall be the responsibility of the
firms to advise the Town in writing if any language, requirement, scope specification, ete.,
or any combinations thereof, inadvertently restricts or limits the requirements stated in
this RFP to a single source. Such notification must be received by the Town Purchasing
Agent not later than 10 days prior to the date set for acceptance 
of proposals.
Proposal Submission Format
All responses to this RFP must be in sealed envelopes and marked with the RFP
reference title, the RFP number, and due date and time. The Candidate's name and
address must appear on the envelope.
Proposals should put forth full, accurate, and complete but concise information as
required by this request. Proposals should be submitted as one Original, plus two
copies.
Proposals must be submitted in accordance with the instructions and requirements
contained in this RFP. Failure to do so may result in the praposal being considered non~-
i5{Page 
40421-82040

responsive and it may be rejected by the Town. A Proposer must promptly notify the
Purchasing Agent of any ambiguity, inconsistency, or error which may be discovered
upon examination of the RFP. A Proposer who requires clarification or interpretation of
this RFP should contact the Purchasing Agent.
Prospective Proposers must clearly articulate how the services identified in the scope of
work shall be provided, the proposed cost for such services, and include proposers’
qualifications, experience and three (3) references. Each proposal should also include a
transmittal letter and management overview of the proposal. Proposals are to include and
shail be evaluated and reviewed based upon completeness and conformance to
requirements requested herein.
The Town may request additional information, clarification, or presentations from any of
the Proposers after review of the proposals received. The Town reserves the right to
inspect the Proposer’s facilities, resources, and staff prior to award to examine and
demonstrate the ability to perform work in a prompt and conscientious manner.
Key Personnel
The personnel and commitments identified on any proposer’s proposal will be considered
essential to the work to be performed under this RFP. Prior to diverting any of the
specified proposer must notify the Town 14 days in advance and will be required to submit
justification, including proposed substitutions, in sufficient detail, to permit evaluation of
the impact on the project. The proposer will make no deviation without the prior written
consent of the Town. Replacement of personnel will be with personnel or equal ability
and qualifications.
Any employee of the proposer, who in the sole opinion of the Town is unacceptable, shail
be removed from the project pursuant to the request of Town. The proposer will have 14
days to fill the vacancy with another employee of acceptable technical experience and
skills Subject to the written approval of the Town.
Addenda
If it becomes necessary to revise any part of this request or if additional data is necessary
to enable interpretation of provisions of this document, revisions or addenda will be
provided to prospective firms that acknowledge receipt of this document. All addenda will
be posted on the following websites:
Town of Waterfordhttps://www.waterfordct.org/purchasing/pages/bids-vendors
The Town does not assume any liability for any firm that does not receive revision or
addenda to this document, it is incumbent upon each firm to visit either of the websites
listed above to ensure it has received all issued revisions and addenda.
16j{Page 
10121-52040

Contract Considerations
Equal Opportunity ~ Affirmative Action
The Firm shall comply with all aspects of the Equal Employment Opportunity Act.
A firm with 15 or more employees shall be required to have an Affirmative Action Pian
which declares that the firm does not discriminate on the basis of race, color, religion,
gender, national origin, age or gender stereotyping, and which specifies goals and target
dates to ensure the implementation of equal employment.
A firm with fewer than 15 employees shail be required to have a written equal employment
opportunity policy statement declaring that it does not discriminate on the basis of race,
color, religion, gender, national origin, age or gender stereotyping.
Findings of noncompliance with State and/or Federal equal employment opportunity laws
and regulations could be sufficient cause for revocation or cancellation of any contract
that results from this RFP.
indemnification
The Firm shall indemnify, defend, and save harmless, the Town, its officers, agents and
employees from any and all claims and losses to the extent caused by the negligence,
etror or omission of the awarded firm in the performance of this work, except fo the caused
by the negligent acts of the Town or its officers, agents or employees.
Insurance
The Town is requiring insurance coverage as listed below for this work.
Note: The term "Firm” shall also include their respective agents, representatives,
employees or subcontractors; and the term "Town ” shail include their respective officers,
agents, officials, employees, volunteers, boards and commissions. The insurance
required shall be written for not less than the scope and limits of insurance specified
hereunder, or required by applicable federal, state and/or municipal law, regulation or
requirement, whichever coverage requirement is greater. It is agreed and understood that
the scope and Jimits of insurance specified hereunder are rninimum requirements and
shall in no way limit or exclude the Town fram additional limits and coverage provided
under the Firm's policies.
All policies shall include a waiver of subrogation
Worker's Compensation Insurance
With respect to all operations the Firm performs the Firm shall carry worker's
compensation insurance in accordance with the requirements of the laws of the State of
Connecticut. The Firm shail carry employers’ liability limits of $100,000 each accident and
$100,000 each employee by disease and $500,000 policy limit disease.
17| Page 
LO114-52040

Commercial General Liability
With respect to all operations the Firm performs the Firm shall carry Commercial General
Liability insurance providing for a total limit of $4,000,000 per occurrence for each job site
or location for ail damages arising out of bodily injury, personal injury, property damage,
products/campleted operations, and contractual liability coverage for the indemnification
provided under this contract. Each annual aggregate limit shall not be less than $
2,000,000.
Automobile Liability
With respect to any owned, non-owned, or hired vehicles the Firm shall carry Automobile
Liability insurance providing $2,000,000 per accident for bodily injury and property
damage.
Errors and Omissions/Professional Liability
With respect to any damage caused by an error, omission or any negligent acts of the
Firm performed under this contract the Firm shall carry $2,000,000 per claim for any
wrongful act.
Tail Coverage
If any of the required liability insurance is on a "claims made" basis, "tail" coverage will
be required at the completion of this contract for a duration of 24 months, or the maximum
time period reasonably available in the marketplace. Firm shall furnish certification of “tail”
coverage as described or continuous "claims made" liability coverage for 24 months
following Contract completion. Continuous "claims made” coverage will be acceptable in
lieu of "tail" coverage, provided its retroactive date is on or before the effective date of
this Contract. If continuous “claims made” coverage is used, Firm shall be required to
keep the coverage in effect for a duration of not less than 24 months from the end of the
Contract.
Acceptabifity of Insurers
The Contractor's policies shail be written by insurance companies licensed to de business
in the State of Connecticut, with an AM Best rating of A-Vil, or otherwise acceptable to
the Town. Additionally, all carriers are subject to approval by the Town.
Subcontractors
The Firm shall require subcontractors to provide the same "minimum scope and limits of
insurance" as required herein, with the exception of Errors and Omissions/Professional
Liability insurance, unless Errors and Omissions/Professional Liability insurance is
applicable to the work performed by the subcontractor. All Certificates of Insurance shall
be provided to Purchasing Agent's office as required herein.
18| Page| 
10212-82040

Aggregate Limits
Any aggregate limits must be declared to and approved by the Town. It is agreed that the
Firm shail notify 
the Town when 50% of the aggregate l