Janitorial Services

Agency:	City of Laconia
State:	New Hampshire
Type of Government:	State & Local
Category:	S - Utilities and Training Services
Posted:	Mar 6, 2024
Due:	Mar 28, 2024
Solicitation No:	24-03-01
Publication URL:	To access bid details, please log in.

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THE CITY OF LACONIA

NEW HAMPSHIRE

REQUEST FOR PROPOSAL

RFP No. 24-03-01

Janitorial Services

Due 2:00PM – March 28, 2024

City of Laconia

Purchasing Office

45 Beacon Street East

Laconia, NH 03246

Date:

RFP#:

RFP Due Date:

RFP Due By:

03/04/2024

24-03-01

03/28/2024

2:00PM

Please direct and questions regarding this Proposal to: Gina Roy at 603-524-3877 X 151 or by email to groy@laconianh.gov

REQUEST FOR PROPOSAL FOR: Janitorial Services

Unless specifically amended or deleted, by the Purchasing Office, the following General Terms and Conditions apply to this RFP and any resulting

Purchase Order or Contract.

GENERAL TERMS AND CONITIONS:

RFP’S. Proposals must be received at the Purchasing Office before

the date and time specified. Proposals are to be made less Federal

Excise Tax and no charge for handling unless required by law.

Proposals will be made available to the public after the time of

contract. Results will be given by mail only if requested in writing

and accompanied by a self addressed, stamped business size

envelope.

SPECIFICATIONS. Vendors must submit on items as specified.

Any changes in specifications must be noted. Vendors shall be

notified in writing if any changes to the specifications are made.

AWARD. The award will be made to the responsible vendor

submitting a conforming proposal meeting specifications at the

lowest cost unless other criteria are noted in the Request for

Proposals. Unless otherwise noted, the award may be made by

individual items. If there is a discrepancy between the unit price and

the extension, the unit price will prevail. Discounts will not be

considered in making award but may be offered on the invoice for

earlier payment and will be applicable on the date of completion of

delivery or receipt of invoice, whichever is later.

ASSIGNMENT PROVISION. The responding vendor hereby

agrees to assign all causes of action that it may acquire under the

antitrust laws of New Hampshire and the United States as the result

of conspiracies, combinations, or contracts in restraint of trade which

materially affect the price of goods or services obtained by the city

under this contract if so requested by the City of Laconia.

CITY’S OPTIONS. The City of Laconia reserves the right to reject

or accept all or any part of any proposal, to determine what

constitutes a conforming proposal, to award solely as it deems to be

in the best interest of the City, and to waive irregularities that it

considers not material to the process.

PUBLIC INFORMATION. The responding vendor hereby

acknowledges that all information relating to this proposal and any

resulting order (including but not limited to fees, contracts,

agreements, and prices) are subject to the laws of the State of New

Hampshire regarding public information.

PERSONAL LIABILITY. The responding vendor agrees that in the

preparation of this proposal or the execution of any resulting contract

or order, representatives of the City of Laconia shall incur no liability

of any kind.

PROOF OF COMPLIANCE. The responding vendor may be

required to supply proof of compliance with bid/proposal

specifications. When requested, the responding vendor must

immediately supply the Purchasing Office with certified test results

or certificates of compliance. Where none are available, the City of

Laconia may require independent laboratory testing. All costs for

such testing, certified test results or certificates of compliance shall

be the responsibility of the responding vendor.

FORM OF CONTRACT. The terms and conditions set forth in any

additional Terms and Conditions by the Purchasing Office are part of

the proposal and will apply to any contract awarded the responding

vendor unless specific exceptions are taken and accepted and will

prevail over any contrary provisions in Terms and Conditions

submitted by the responding vendor.

OFFER. The undersigned hereby offers to sell to the City of Laconia

the commodities or services indicated in the following page(s) of this

RFP at the price(s) quoted in complete accordance with all conditions

of this RFP.

Company Name: ____________________________________

Address: ___________________________________________

____________________________________________

Phone#: ____________________Fax#: ___________________

Authorized Signature: ________________________________

Printed Name: ______________________________________

This document must be signed by a person who is authorized to

legally obligate the responding vendor. A signature on this document

indicates that all City of Laconia terms and conditions are accepted

by the responding vendor and that any and all other terms and

conditions submitted by the responding vendor are null and void,

even if such terms and conditions have terminology to the contrary.

The responding vendor shall also be subject to City of Laconia

contract and purchase order terms and conditions.

Insurance Requirements

Additional Coverage is Required if Checked

Minimum Limits Required

Commercial General Liability

General Aggregate

Products-Completed Operations Agg.

Personal and Advertising

Each Occurrence Injury

Fire Damage (Any One Fire)

Medical Expense (Any One Person)

D Occurrence

D Claims Made

Additional Coverage to Include

D Owners & Contractors' Protective - Limit

D Underground/Explosion and Collapse

$2,000,000

$1,000,000

$ 50,000

$ 5,000

Commercial Automobile Liability

Combined Single Limit

D Any Auto, Symbol 1

D Include Employees as Insured

$1,000,000

Additional Coverage to include:

D Garage Liability

D Garage Keepers Legal Liability

Workers Compensation

NH Statutory including Employers Liability

- Each Accident/Disease-Policy Limit/Disease-Each Employee

Commercial Umbrella

□May be substituted for higher limits required above

Follow Form Umbrella on ALL requested Coverage

Other

D 1. Professional/Errors & Omissions

D 2. Builders Risk- Renovation Form

All Risk completed value form including Collapse

Sublimit for Soft Cost Coverage

D 3. Installation Floater (Equipment)

D 4. Riggers Liability

D 5. Environmental - Pollution Liability

D 6. Aviation Liability

D 7. Watercraft - Protection & Indemnity

$100,000/$500,000/$ 100,000

$1,000,000

(X) The City of Laconia, NH must be named as an Additional Insured with respect to

general, automobile and umbrella liability.

CITY OF LACONIA

REQUEST FOR PROPOSALS

RFP No. 24-03-01

JANITORIAL SERVICES

The City of Laconia is seeking proposals for Janitorial Services to maintain the cleanliness

of six (6) City buildings. The City desires qualified firms to perform site inspections,

review the information provided in this Request for Proposal and to propose services with

associated costs that meet the needs of the individual buildings. Proposals labeled “RFP

No. 24-03-01 Janitorial Services” shall be submitted to the Purchasing Specialist 45

Beacon Street East by 2:00pm March 28, 2024.

The City of Laconia reserves the right to accept or reject any and/or all proposals or any

part thereof, to waive any formality in the process, and to accept the proposal or proposals

considered to be in the best interest of the City. Failure to submit all information called for

may be sufficient grounds for disqualification. The City of Laconia reserves the right to

cancel this request at any time for any reason.

I. TERM

Services shall begin July 1, 2024, and end on June 30, 2025. Upon successful completion

of the first year as determined solely by the Director of Recreation & Facilities, services

may be extended annually, in one (1) year terms, for up to four (4) consecutive years,

subject to funding, mutual agreement between the Contractor and the Director of

Recreation & Facilities, and at the discretion of the City Manager.

Compensation payable to the Contractor for extension years may be adjusted upward or

downward to reflect changes in the Consumer Price Index (“CPI”) published by the U. S.

Department of Labor. Adjustments will be made based off CPI for All Urban Consumers,

Not Seasonally Adjusted for the Boston-Brockton-Nashua, MA-NH-ME-CT Area for All

Items. The percentage of adjustment, if any, to be made in the Contractor’s compensation

at the beginning of any contact extension year shall be the same percentage by which the

CPI change between February 1, 2024, of the preceding calendar year and January 31,

2025, of the calendar year in which the adjustment is to take effect. For example, if

between February 1, 2024, and January 31 of 2025 the CPI increased by five (5) percent,

then the compensation to be paid to the Contractor from July 1, 2024, through June 30,

2025, shall be increased by five (5) percent over the amount paid in the previous contract

year.

II. MODIFICATION

The City reserves the right to add or delete services to buildings or service of buildings

subject only to an appropriate adjustment in the amount of compensation to be paid to the

Contractor. All such changes in the contract shall be authorized by a written change order

and signed by an authorized official of the City.

III. PAYMENT

For satisfactory performance of the work specified, payment will be made within thirty

(30) days following receipt of any invoice. Invoices shall be presented to the Director of

Recreation & Facilities for approval prior to the Payment.

IV. GENERAL CONDITIONS

The purpose of the Janitorial Service Contract is to provide the City of Laconia with

comprehensive cleaning and custodial services for the following:

1. Laconia City Hall, 45 Beacon Street East

2. Laconia Police Department, 126 New Salem Street

3. Laconia Community Center, 306 Union Avenue

4. Gale Library, 695 North Main Street

5. Goss Reading Room, 188 Elm Street

6. Public Works Department, 27 Bisson Avenue

A. The Contractor will provide to the Chief of Police, prior to the beginning date of a

contract, any information required to perform Criminal Background checks on

ALL personnel who will perform any services under this contract. These criminal

background checks shall be performed and prepared by the New Hampshire State

Police. The Chief of Police reserves the right to deny access or disqualify any

Contractor’s employee at any time for any reason.

B. The Contractor shall provide all supplies and materials necessary for its employees

to perform their respective duties and shall submit a list of items to be provided and

current MSDS sheet to the Director of Recreation & Facilities as part of the

contract. Only supplies and materials approved by the Director of Recreation &

Facilities shall be used in performing the contract.

C. The Contractor shall provide and maintain employee’s daily work schedules for all

facilities and all buildings. Unless preapproved by the Director of Recreation &

Facilities, work schedules shall fall between the following hours and days:

FACILITIES:

• City Hall – Time: 10:00pm-5:30am, Monday-Friday

• Gale Memorial Library – Time: 10:00pm-5:30am, Monday-Saturday

• Goss Reading Room – Time: 7:00pm-5:30am, Thursdays

• Police Station – Time: 12:00am-8:00pm, Monday-Saturday

• Community Center – Time: 10:00pm-5:00am, Monday-Friday

• Public Works Department – Time 7:00pm-5:00am, Monday-Friday

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Bid Number:	24-03-01
Bid Title:	Janitorial Services
Category:	Bids, RFP's and RFQ's
Status:	Open