SEALED BIDS SHALL BE SUBMITTED TO THE OFFICE OF THE DIRECTOR OF
FINANCE, 250 MAIN STREET, EAST HAVEN, CONNECTICUT 06512, ON OR BEFORE JULY 6, 2021 AT 10:30 AM WHEN THEY WILL BE OPENED PUBLICLY. BIDS
SUBMITTED AFTER THE FOREGOING DATE/TIME SHALL BE REJECTED. THE BID TABULATION WILL BE AVAILABLE FOR VIEWING ON THE TOWN WEBSITE. The East Haven Police Department seeks bids for facility maintenance services. All bids shall be based on the supply of the goods/services per specifications as indicated in the bid document. Specifications and forms on which bids must be submitted may be obtained at the Finance Office on or after June 21, 2021 or for viewing and/or printing from the following Town website:
https://www.townofeasthavenct.org/bids-rfps
There is no charge for the bid packet.
Bids must be submitted in triplicate – one (1) original and two (2) copies. Bidders shall attend a mandatory walk-through as specified within the bid.
The Director of Finance and the Town reserve the right to reject any or all bids or to waive defects, informalities or irregularities in same if it is deemed by the Town, in its sole discretion, to be in the best interest of the Town.
It is the sole responsibility of the bidder to ensure the bid is received by the proper authority prior to the bid opening time. Bids received after this time will be considered informal and will be rejected. Upon award of the bid, the winning bidder shall be bound by the bid proposal price throughout the contract period.
Minority and female-owned companies are invited to participate and will be afforded full opportunity to submit bids and are encouraged to do so.
The Town of East Haven is an Affirmative Action Equal Opportunity Employer.
Any questions regarding the specifications or bid documents may be directed, in writing only, to Marsha Maldonado at [email protected] no later than July 5, 2021.
__________________________________ James Keeley
General Specifications
The East Haven Police Department seeks bids from qualified and responsible entities for facility maintenance services. This bid shall be based on the supply of the goods/services per specifications as indicated in the bid document.
Scope
The specifications listed herein set forth the service requirements for the duration of the annual maintenance contract.
Mandatory Facility Tour
Bidders shall attend a mandatory facility tour. There will be two (2) dates
available. Bidders shall only attend one (1) of the two (2) available dates. Prior to attending a facility tour, bidders shall contact Marsha Maldonado at
[email protected] to schedule the date and time of the facility tour. Bidders shall sign a sign-in sheet provided at the time of the facility tour as proof of attendance.
The first facility tour will be conducted on June 28, 2021 between the hours of 9:00 AM and 12:00 PM. The second facility tour will be conducted on June 29, 2021 between the hours of 9:00 AM and 12:00 PM.
Bidders who submit a bid without attending one (1) of the mandatory facility tours shall have their bid rejected.
All COVID-19 precautions shall be adhered to while inside of the police department including having temperature taken and wearing a mask. REQUIREMENT NOTES TO BIDDERS
1. All services will be performed at the East Haven Police Department located at 471 North High Street, East Haven, CT and the two (2) police substations: East Farm Village substation located at 55 Messina Drive (bi-weekly) and the Town Beach substation located at 160 Cosey Beach Avenue (as directed by the Department for a total of twelve (12) cleanings).
2. Bidder must have all necessary federal and state licenses, as well as intellectual property rights, to authorize it to do business in Connecticut and to fully perform its contract with the Town.
3. All prices are to be FOB East Haven, Connecticut.
4. Annual recurring costs shall not exceed a three (3%) percent increase from the previous year.
6. Bidder acknowledges that any person(s) conducting work as specified within this bid shall be fingerprinted and must successfully pass a
background check.
7. The Town of East Haven will hold the successful bid prices firm for a period not to exceed three (3) years from the date of initial award. The three (3) years would include the potential for Year 1 and Year 2 options.
8. Envelope(s) must be plainly marked BID, with the purpose and time of the opening.
9. Bids must be submitted on the bid sheet.
10. Proof, satisfactory to the Town, of all certifications, licenses and insurances shall be submitted with the bid.
11. Bidder shall complete the attached References Form in full.
12. Conditional bids are subject to rejection in whole or in part. A conditional bid is defined as one which limits or modifies any of the terms and
conditions and/or specifications of the Invitation to Bid.
13. Alternate bids will not be considered unless specifically requested in the original bid package. An alternate bid is defined as one which is
submitted in addition to the bidder’s Base Bid set forth in the Invitation to Bid. Town shall have the right to accept alternates in any order or
combination, unless otherwise specifically provided in the bid documents, and to determine the low bidder on the basis of the sum of the Base Bid and alternates accepted.
14. Each bidder, by signing and submitting a bid, represents that the bidder has read and understands the service requirements and all addendums, and the bid has been made in accordance therewith.
15. Each bidder recognizes and agrees that the Town is subject to the
Freedom of Information Act of the Connecticut General Statutes and, as such, any information contained in or submitted with or in connection with bidder’s bid is subject to disclosure if required by law or otherwise. Bidder expressly waives any claims that bidder or any of its successors and/or assigns has or may have against the Town or any of its directors, officers, employees or authorized agents as a result of any such disclosure.
16. Each bidder represents that it is qualified, based on multiple successful similar projects in Connecticut in the past five (5) years, to fully perform the work required by the bid documents. When specifically requested, the Town shall have the right to take such steps as it deems necessary to determine the ability of the bidder to perform his/her obligations under
the Contract, and the bidder shall furnish the Town all such information and data for this purpose as it may request. The right is reserved to reject any bid where an investigation of the available evidence or information does not satisfy the Town that the bidder is qualified to carry out properly the terms of the Contract.
17. The bidder shall indemnify, defend and hold harmless the Town, its agents and employees from and against all claims, damages, losses and
expenses, including attorney’s fees arising out of, in whole or in part, the performance of the contract, or any negligent or willful act or omission of the bidder, its subcontractors, employees or agents, including, without limitation, claims, damages, loss and expense attributable to bodily injury, sickness, disease or death or injury to or destruction of tangible property, including the loss of use resulting there from or attributable to any type of pollution and/or environmental impairment or release into or upon land, the atmosphere, or any course or body of water that is above or below ground. The indemnification obligation under this Section shall not be limited in anyway by any limitation of the amount or type of damages, compensation or benefits payable by or for the bidder, its subcontractors, agents or employees under worker’s compensation, disability benefit acts or other employee benefit acts. This indemnity shall survive the expiration or early termination of the contract.
18. The bidder shall comply with all Federal, State and local laws and regulation and shall procure all necessary license and permits, pay all charges and fees and give all notice necessary and incident to the due and lawful performance of the contract and bid process.
SERVICE REQUIREMENTS
Special ClauseAny individual who works at the East Haven Police Department shall voluntarily submit to a Records and a background check performed by the East Haven Police Department personnel. The sole discretion to allow any individual to work at the East Haven Police Department, interior or exterior, belongs to the Chief of Police. Contractor agrees that a violation of this Special Clause without expressed permission from the Chief of Police shall be GROUNDS TO TERMINATE the contracted Agreement.
Daily
Seven (7) days per week and 24-hour service for emergencies* (at no extra charge) to comply with OSHA guidelines:
• Empty waste baskets and dispose of trash in designated area • Dust desks, tables and chairs
• Spot-clean walls and doors
• Vacuum carpeted areas, remove spots • Clean lobby door glass
• Clean, disinfect and polish drinking fountain(s) • Clean and polish mirrors/glass
• Scour and disinfect wash basins, toilet bowls, seats and urinals • Spot-clean walls, doors and partitions in restrooms
• Dust-mop all floors
• Wet-mop and disinfect all floors
• Clean and disinfect Staff Lounge (wipe down table, empty trash/recycling receptacles, etc.) • Clean and disinfect Fitness Center (wipe down equipment, empty trash receptacles, etc.) • Clean and disinfect all cells and holding area
*Includes disinfecting rear containment areas of police vehicles and prisoner van when needed for contamination.
PLEASE NOTE: Daily cleaning for secured administrative offices (to include the Chiefs’ offices, the Records Division and the Detective Bureau) should be completed during regular business operation between the hours of 8:00 AM and 4:00 PM.
Weekly
• Dust file cabinets, shelves, ledges, sills and baseboards • Spot-clean partition glass, doors, and walls
• Buff tile floors
• Dust telephones and disinfect mouthpieces Monthly
• Dust high areas
• Vacuum upholstered furniture
• Add one (1) coat of finish to tile floors • Dust and clean light fixtures
Semi-Annually
• Wash exterior and interior of all windows • Shampoo carpeting
• Strip and refinish all tile floors Other
• The Police Department will furnish all supplies (paper goods, cleaning/disinfecting products, wax stripper, etc.) required to provide these services.
• Vendor must supply all necessary equipment (vacuum, carpet cleaner, floor polisher, etc.) required to provide these services.
ANY MEMBER OF A CUSTODIAL SERVICE WHO IS CONTRACTED TO CLEAN THE EAST HAVEN POLICE DEPARTMENT AND SUBSTATIONS MUST BE TRAINED IN INFECTIOUS CONTROL
PROCEDURES IN ACCORDANCE WITH FEDERAL OSHA GUIDELINES. This training will be conducted by the East Haven Police Department.
General Experience: The contractor must have at least three (3) years of experience in janitorial and commercial cleaning of municipal, industrial or institutional facilities. A list of prior and current clients shall be provided as references.
Facility Tour: Prospective bidders shall attend a mandatory facility tour prior to the submission of their bid.
Terms of Services: The term of these services will be August 1, 2021 through June 30, 2022 (11-month initial contract) with the potential for Year 1 (12-month) and Year 2 (12-(12-month) options to begin on July 1 of each subsequent year not to exceed a total of three (3) years.
Payment Terms: Payment will be made promptly upon presentation of original itemized monthly invoices from the contractor.
Other Requirements: The successful bidder must submit a complete list of all employees who will work at this location. This list must be given to the Chief of Police for the purpose of background checks immediately upon receipt of Notice of Bid Award.
The Chief of Police must approve and verify all employees to be assigned to the facility prior to commencement of these services. Failure to comply will be cause for revocation of the Notice of Bid Award, and termination of any and all contracts with the awarded contractor.
BID FORM
Name/CompanyAddress
Phone ( ) Fax ( )
Email @
Monthly Cost Annual Cost Contract Date
August 1, 2021 – June 30, 2022 (11 months)
Year 1 Option
July 1, 2022– June 30, 2023 (12 months)
Year 2 Option
July 1, 2023 – June 30, 2024 (12 months)
Prices shall not include sales or excise taxes, for which the Town is not liable. The Town will execute any necessary exemption certificates.
This information was prepared by: CLEARLY print Name/Title:
__________________________________________
REFERENCES FORM
1. Project Name Location of Project Contact Person/Owner Address Phone ( ) EmailYears service provided at this location
2. Project Name
Location of Project Contact Person/Owner Address
Phone ( ) Email
Years service provided at this location
3. Project Name
Location of Project Contact Person/Owner Address
Phone ( ) Email
