RFP | Janitorial Services at Chief Joseph Hatchery, Bridgeport, WA

Agency:	The Confederated Tribes of the Colville Reservation
State:	Washington
Type of Government:	State & Local
Category:	S - Utilities and Training Services
Posted:	Apr 24, 2024
Due:	May 10, 2024
Publication URL:	To access bid details, please log in.

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Confederated Tribes of the

Colville Reservation

P.O. Box 150, Nespelem, WA 99155 (509) 634-2277

Request For Proposals:

Confederated Tribes of the Colville Reservation

Janitorial Services at Chief Joseph Hatchery, Bridgeport, WA

SECTION 1. GENERAL INFORMATION

1.01 Significant Dates

Posted Date: April 24, 2024

Deadline for Questions: May 6, 2024

Answers Posted: May 8, 2024

Closing Time and Date: May 10, 2024, 3:00 pm

Bid Opening Date: May 13, 2024

1.02 Description of Proposals Sought:

Chief Joseph Hatchery, located in Bridgeport, WA, is seeking proposals for regular janitorial

services (see Section 3.02 for Scope of Work).

1.03 About the Colville Tribes:

The Confederated Tribes of the Colville Reservation is a Sovereign Nation. Presidential Executive

Order established the Colville Indian Reservation in 1872, with a land base of 1.4 million aces, located

in North Central Washington State. The Tribes’ Indian Country now includes various off-reservation

trust land holdings. The Tribes’ administrative Headquarters are located at the Colville Indian Agency

Campus, approximately 2 miles south of Nespelem, WA with offices located throughout our reservation.

Tribal business hours are Monday thru Thursday 7:00 and 5:30 p.m. excluding Fridays, Saturdays,

Sundays, Tribal and Federal holidays.

1.04 Response Format:

Proposals should be prepared simply, providing a straightforward and concise delineation of the

Contractors approach and capabilities necessary to satisfy the criteria listed in Section 3. The proposal

(March 2024)

may not be longer than 30 pages, single-spaced with no less than 12-point font. Emphasis in the

proposals should be on completeness, clarity of content, and adherence to the presentation structure

required by this RFP. Contractors that deviate from the required format may be deemed non-responsive.

1.05 Completeness of Proposal

The Contractor must submit a completed Proposal signed by a Contractor representative authorized to

bind the proposing Contractor contractually. The Contractor must identify on the form any exceptions

the Contractor takes to the Tribes RFP, or declare that there are no exceptions taken.

1.06 Response Date and Location

Proposals must be submitted no later than 3:00 p.m., PST, May 10, 2024. For hard copy submissions,

Contractors/Offerors must submit 1 original and 3 bound copies of the proposal no more than 30 pages

long, single-spaced, in a font no smaller than 12 point. Proposals shall be submitted in a sealed

envelope that has clear markings of the responding business name and address and clearly identifies the

contents as Chief Joseph Hatchery Janitorial Services Proposal. Proposals may be sent by electronic

mail, regular, or express mail (FedEx or UPS). All proposals and accompanying documentation will

become the property of the Tribes and will not be returned. Contractors accept all risk of late delivery of

emailed proposal regardless of fault. Proposals are to be sent to: Matthew McDaniel, Chief Joseph

Hatchery Manager, 38 Half Sun Way, Bridgeport, WA 98813 or by electronic submission to

Matthew.McDaniel.FNW@colvilletribes.com.

1.07 Contractor’s Cost to Develop Proposals

Costs for developing proposals in response to the RFP are entirely the obligation of the Contractor and

are not be chargeable in any manner to the Tribes—no exceptions.

1.08 Site Visitations

A site visit is not required. By submitting his/her proposal, the Contractor acknowledges that he/she has

satisfied him/herself as to the nature of the work requested.

SECTION 2. TERMS AND CONDITIONS

2.01 Questions Regarding the RFP

Requests for interpretation/clarification of this RFP must be emailed to Matthew McDaniel at

Matthew.McDaniel.FNW@colvilletribes.com. Unauthorized contact with other tribal employees or by

any method other than email regarding this RFP may result in disqualification. All oral communications

will be considered unofficial and non-binding on the Tribes.

All questions must be submitted no later than 3:00 p.m., PDT, May 6, 2024. All responses will be posted

on the Tribes’ web site at: https://www.colvilletribes.com/rfp no later than 4:00 p.m.PST on the next

business day after receipt of the question.

2.02 RFP Amendments

The Tribes reserves the right to request any respondent clarify its proposal or to supply any additional

material deemed necessary to assist in the evaluation of the proposal.

The Tribes reserves the right to change the RFP schedule or issue amendments to the RFP at any time.

The Tribes also reserves the right to cancel or reissue the RFP. All such addenda will become part of the

RFP. It is the Contractor’s responsibility to check the Tribes’ website for the issuance of any

amendments prior to submitting a proposal response.

(March 2024)

2.03 Withdrawal of Proposal

Provided notification is received in writing to the address provided in Section 1.05, proposals may be

withdrawn at any time prior to the proposal response due date and time specified. Proposals cannot be

changed or withdrawn after the time designated for receipt.

2.04 Rejection of Proposals

The Tribes reserves the right to reject any or all proposals, to waive any minor informalities or

irregularities contained in any proposal, and to accept any proposal deemed to be in the best interest of

the Tribes.

2.05 Proposal Validity Period

Submission of a proposal will signify the Contractor’s agreement that its proposal and the content

thereof are valid for 30 days following the proposal response deadline unless otherwise agreed to in

writing by both parties. The proposal may become part of the Contract negotiated between the Colville

Tribes and the successful Contractor.

2.06 Proposal Signatures

An authorized representative of the Contractor must sign proposals, with the Contractor’s address and

telephone information provided. Unsigned proposals will not be considered.

2.07 Insurance Requirements

The selected Offeror shall procure and maintain for the duration of its Contract awarded pursuant to this

RFP insurance against claims for injuries or damages to property, which may arise from or in connection

with the performance of the work by the Offeror, his agents, representatives, employees or

subcontractors. The Offeror shall pay the cost of such insurance. Insurance shall meet or exceed the

following unless otherwise approved by the Colville Tribes.

A. Minimum Insurance

1. Commercial General Liability coverage with limits not less than $1,000.000 per

occurrence / $2,000,000 annual aggregate.

2. Stop Gap/Employers Liability coverage with limits not less than $ 1,000,000 per

accident/disease.

3. Business Automobile Liability coverage with limits not less than $1,000,000 per accident

for any auto.

4. Worker’s Compensation coverage as required by the Industrial Insurance Laws of the

State of Washington/

B. Self-Insured Retentions

Self-insured retentions must be declared to and approved in writing by the Colville Tribes.

C. Other Provisions

Commercial General Liability policies shall be endorsed to:

1. Include the Colville Tribes, its officials, employees and volunteers as additional insured.

2. Provide that such insurance shall be primary as respects any insurance or self-insurance

maintained by the Colville Tribes.

3. Each insurance policy shall provide that coverage shall not be canceled except after thirty

(30) days written notice has be given to the Colville Tribes.

D. Acceptability of Insurers

Insurance shall be placed with insurers with a rating acceptable to the Colville Tribes.

E. Verification of Coverage

(March 2024)

Offeror awarded a contract under this RFP shall furnish the Colville Tribes with certificates of

insurance required herein. The certificates are to be received and approved by the Colville

Tribes before work commences. The Colville Tribes reserves the right to require complete,

certified copies of all required insurance policies at any time.

F. Subcontractors

Subcontractors hired pursuant to this RFP must provide coverage, which compiles with the

requirements state herein.

2.08 Retainage/Performance Bond

Any contract negotiated in response to this RFP will require either a 25% retainage or a performance

bond. Any contract awarded with a value greater than $100,000 will require a performance bond.

2.09 Ownership of Documents

Any reports, studies, conclusions, and summaries prepared by the Contractor shall become the property

of the Tribes. The Tribes may provide the Contractor with a limited license to use such material.

2.10 Hold Harmless

The Contractor shall hold harmless, defend, and indemnify the Tribes and the Tribes officers, agents,

and employees against any liability that may be imposed upon them by reason of the Contractor’s failure

to provide worker’s compensation coverage or liability coverage.

2.11 Limitations on Costs and Expenses

The Contractor’s cost proposal may not include: any costs that can be described as overhead, including

secretarial, clerical, or file management work; on-line research services charges (in-house photocopying;

unnecessary express mail/overnight courier mailings); or for developing invoices for the Tribes.

2.12 Dispute Resolution and Venue

The Tribes will require the selected Contractor to expressly consent to the jurisdiction of the Colville

Tribal Court for any and all disputes that may arise from the Tribes engagement of the Contractor’s

services, including the application of tribal law.

2.13 Appropriated Funds

Any contract awarded pursuant to this RFP is subject the Tribes’ appropriation and budgetary process,

which operates on a fiscal year from October 1 to September 30. Any required payments under the

contract are contingent on the availability of funds in the tribal treasury. As funds are appropriated

yearly any contract awarded would be for the remainder of the fiscal year, at which time it would be

renewable on a yearly basis.

2.14 Indian Preference

Indian preference applies to any award of contract pursuant to this RFP and the Contractor shall comply

with all applicable Indian preference requirements set forth in Chapter 10-1, the Colville Tribal

Employment Rights Ordinance (TERO), and Chapter 10-3, Indian Preference in Contracting. The tribal

code is available at https://www.cct-cbc.com/current-code/.

2.15 Debarment

Selected Contractor must sign a Certification Regarding Debarment and Suspension (See Attachment

B).

(March 2024)

2.16 Contract

The selected Offeror will be required to enter into the Colville Tribes’ standard form contract which will

include a “no assignment” provision indicating that the Contract may not be assigned without written

consent of the Tribes. Any increase in contract price following execution of the contract requires a

written modification to the term to continue.

SECTION 3. REQUESTED SERVICES

3.01 Duration of Services

The Tribes anticipates the service period for this work to be indeterminate but no less than for three

years, and on an as-needed period for the term of the Contract to be issued pursuant to this RFP.

However, if the work extends beyond this period, and as stated in Section 2.13, any agreement would be

year-to-year and require an agreed-upon modification to the term to continue.

3.02 Scope of Work

Twice Per Month Cleaning

Bathrooms

Clean and disinfect toilets and urinals

Clean and disinfect counter tops and sinks

Sweep and mop floors

Re-stock restroom supplies and clean mirrors

Break Rooms and Office Areas

Sweep/vacuum and mop floors

Vacuum carpets

Clean and disinfect counter tops and door handles

Garbage

Remove and dispose of garbage in all rooms

Kitchen

Clean and disinfect sinks and counter tops

Clean and wipe down cabinet faces

Clean/vacuum/sweep/mop floor

Conference Room

Clean and disinfect table

Vacuum floor

Lab and Mudroom

Clean and disinfect counter tops and tables

Clean/vacuum/sweep/mop floor

General

Clean light fixtures and remove bugs

Spot clean door areas and light switch covers

(March 2024)

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RFP | Janitorial Services at Chief Joseph Hatchery, Bridgeport, WA

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