Window Cleaning Services for the UMD
| Agency: | University of Minnesota |
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| State: | Minnesota |
| Type of Government: | State & Local |
| Category: |
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| Posted: | Mar 19, 2024 |
| Due: | Apr 3, 2024 |
| Solicitation No: | 10467.2024.19.03.mw |
| Publication URL: | To access bid details, please log in. |
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Bid Information
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Contact Information
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Bid Documents
Bid Attachments
| File Name | Description | File Size | ||||
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Attachment A Price List.xlsx |
Attachment A: Price List | 18 KB | ||||
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Contract Details and Requirements.pdf |
Contract Details and Requirements for Window Cleaning Services for the University of Minnesota, Duluth | 215 KB | ||||
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6A Outdoor Cleaning Best Practices.pdf |
University of Minnesota, Duluth, Outdoor Cleaning and Pressure Washing Best Practices | 139 KB | ||||
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Exhibit 1 Insurance Requirements.pdf |
Exhibit 1: Insurance Requirements | 135 KB | ||||
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Supplier-Process-and-Information-01-01-24.docx |
ACTION REQUIRED All respondents must review this before starting a response. | 30 KB | ||||
|
PO-Terms-and-Conditions-08-02-22.docx (please login to view this document) |
Terms for Purchase of Goods and Services | 386 KB | ||||
Attachment Preview
Contract Details and Requirements for Window Cleaning Services for the University of Minnesota, Duluth, MBID No.
10467.2024.19.03.mw Window Cleaning Services for the University of Minnesota, Duluth
1.0 SCOPE OF WORK
1.1 Background
This Request for Bid is issued by Purchasing Services for the University of Minnesota, Department of Facilities
Management on the Duluth Campus to provide window-cleaning services for all academics areas of campus as
noted in enclosed list of building and areas. (See Attachment A: Price List for list of buildings and areas.) The
contractor shall provide transportation and skilled labor and equipment workers to do this work for the University
of Minnesota Duluth campus and any coordinate properties as requested by the Department of Facilities
Management. Estimated annual usage is approximately $50,000, but can change from year to year based on
areas to be cleaned. No guarantee of spend is given.
1.2 Project Summary
This RFB is to include all required tools, equipment, transportation, labor, chemicals, and materials to clean
building windows on the UMD campus and coordinate properties in strict accordance to the specifications
included herein. The Contractor is responsible to ensure that all workmanship, equipment, and supplies are in
accordance with OSHA standards. The services to be performed shall include, but not limited to, cleaning of all
fixed and operable windows, block, glass doors, and reflective/spandrel glass surfaces. Skylight roofing that is
not made of vision glass (transparent) is not included in this project.
1.3 Time Period of Contract
The awarded contract shall be for a period of (1) year. The University shall have the option to extend the contract
for (4) four additional one-year terms, upon mutual agreement of the contractor and the University. The optional
renewal periods shall be dependent upon satisfactory performance experienced during the contract year.
Areas may be excluded due to construction or maintenance projects year to year. Information on such projects
will be sent to contractor prior to April 30 each year.
Work in academic areas can be started after May 15 and must be finished by August 15 each summer, unless
otherwise noted by Contract Administrator. Any deviation from the work completion date may only be
accomplished with the consent of the Contract Administrator. There may be restricted dates in some areas
and other areas may require advance notice of work to be scheduled. All work is to be coordinated with Contract
Administrator, Brian Marek (bmarek@d.umn.edu.) Additional contacts in absence of the Contract Administrator
are as follows: Tom Ballou (tballou@d.umn.edu) and Chris Stevens (cstevens@d.umn.edu) Internal access to
locked rooms will be granted through Contract Administrator.
1.4 Site Visit
Site visit can be arranged to view requested cleaning areas with the Contract Administrator, Brian Marek. Contact
him at 218-726-7422 or bmarek@d.umn.edu to schedule.
1.5 Performance
All work shall be done in a non-disruptive manner, so as not to disrupt students, facility, or staff. All work shall be
done in coordination with the Contract Administrator, or other University representatives. Upon completion of
each building, the University will evaluate the performance of contractor. Contractor will notify Brian Marek at
218-726-7422 for inspection. This evaluation will be kept on file and may be used in the selection process for
future University work.
1.6 Security
All personnel working on campus will be required to be easily identifiable at all times. Contractor will provide
company insignia on clothing and visible picture identification of all workers. Personnel will be allowed only in
areas where work is being performed.
1.7 Keys
Keys may be needed to access rooftops, mechanical spaces or interior spaces. If needed, Contractor will be
required to check out keys at the Facilities Management front desk, located in 241 Darland Administration
Building. A driver’s license will be required and left in place of the keys checked out. Keys can be checked out as
early as 7:30 am and must be returned by 3:30 pm each day. Contractor and its personnel agrees not to loan,
transfer, give possession of, misuse, modify or alter the keys. Contractor and its personnel agrees not to cause,
allow or contribute to the making of any unauthorized copies of keys and agrees that any violation of this
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10467.2024.19.03.mw Window Cleaning Services for the University of Minnesota, Duluth
agreement will render the Contract responsible for the expenses of a re-core of the affected areas. Misuse of any
key may result in termination of contract.
1.8 Qualifications/References/Insurance
Contractors responding to this Request for Bid must be qualified for the specific work and have the required
insurance as noted herein. The Contractor shall adequately and properly train all employees in all aspects of
work specified to be performed under this Contract. The Contractor must be able to provide and sustain the
amount of personnel necessary to successfully perform window washing as required. Contractor must have been
in business for at least three (3) years doing work similar in scope and nature to that specified in this RFB and
provide references of such work if requested by UMD. UMD has the authority to call on these references and
eliminate award to low bid if references are not favorable.
2.0 WORK REQUIREMENTS
2.1 Cleaning Requirements
Windows/spandrel/tempered glass shall be considered washed clean and free of streaks, smears, visible soap
residue, accumulated dirt, stains tarnish or other foreign debris and has a uniform clean appearance. Razors and
scrapers should not be used on tempered or spandrel glass. Any permanent stains will be considered when
determining the cleanliness of a window. The Contractor shall not be responsible for any permanent stains that
currently exist on windows. The Contractor shall be responsible to notify Contract Administrator regarding any
permanent stains as the work is being accomplished. Window cleaning shall be accomplished using a cleaning
agent formulated for use on the surfaces being cleaned. Spills, splashes, drips, etc. shall be wiped dry. Adjacent
surfaces shall be included in the cleaning process. See additional specific requirements listed by area.
All frames, window ledges, mullions and sills are to be cleaned. All moisture shall be removed with a clean cloth.
Frames shall be scrubbed to remove all dried dirt, insects, debris, and other materials to be considered clean by
the contract administrator. Any other surface that contractor may need to stand on or use to perform the job,
must be cleaned.
Screens that interfere with window washing should be removed, cleaned and replaced on clean window. Care
must be taken to replace screens on same window they were removed from.
For any interior work, if any items are moved away from windows, they shall be returned to original location. All
water and cleaning solution drippings shall be thoroughly removed and wiped dry before returning items to their
original locations. Workers shall carry stepladders with them for washing inside of windows. Workers shall not
stand on furniture or windowsills. Workers will give occupants every opportunity to clear window areas prior to
washing.
At the end of the workday, the Contractor shall remove all equipment, material and supplies from the work areas.
The Contractor shall keep the worksite free from accumulation of waste materials. All waste generated by work
under this contract shall be handled, transported, stored, and disposed of by the Contractor in accordance with all
applicable Federal, State, and local laws.
Some areas will require an acid wash process. Those areas are identified in the cleaning area pricing
spreadsheet.
Contractor will be solely responsible for obtaining and using vertical lift.
The work shall be completed in a workmanship manner consistent with industry standards.
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2.2 Water and Supplies
A standard water key will be issued to the contractor to provide water from campus silcocks. This key shall be
returned at time of final inspection.
2.3 Contractor Supplies and Equipment
Contractor must furnish all equipment and supplies needed to carry out the window washing services specified at
no extra cost to the University. All equipment and supplies used must be capable of performing all operations in
accordance with specifications and OSHA standards.
3.0 SAFETY
3.1 Compliance
Contractor shall be in compliance with all pertinent environmental health and safety regulations established by
OSHA; MPCA and other applicable regulatory agencies: including Minnesota Rules 5205.0730 (Window
Cleaning; Building Maintenance), Minnesota Right-to-Know, as well as University of Minnesota procedures and
guidelines regarding health and safety issues. The University may request the halt of any unsafe practices
observed in carrying out the contracted service. This will in no way relieve the Contractor of complying with the
wash schedule. However, failure to comply with health and safety procedures is cause for contract cancellation.
3.2 SDS
Prior to starting, Contractor must provide Safety Data Sheets for all products used on site.
3.3 Damage
The Contractor shall be responsible for any damages to vehicles, buildings, or grounds incurred through
carelessness or neglect on the part of the Contractor or its workers. Contractor will immediately report any
damage or breakage they incur to the Contract Administrator. The Contract Administrator will arrange repair, and
cost of repair will be charged to Contractor.
3.4 Roof Access
Contractor must coordinate access to roofs with Contract Administrator, and must protect all roof surfaces at all
times. If a building does not have built in catwalks or walkways, contractor must supply and use 4’x8’x3/4”
plywood. No equipment can be affixed to any part of a building without approval from the Contract Administrator.
No equipment can be in direct contact with parapets, overhangs or other similar structure of the building roof
edges. Some method of fall protection must be utilized if within 15 feet of the unprotected roof edge (inspection
purposes are exempt).
3.5 Equipment Staging
If staging or ground equipment is used, contractor must protect all surfaces. Contractor is responsible for any
damage to sidewalks, grass, plantings or subsurface structure. Prior approval is required before using staging or
other heavy ground level equipment.
3.6 General Protection and Safety
The Contractor shall be solely and completely responsible for conditions of the job site, including safety of all
persons and property affected directly or indirectly by their operations during the performance of the work. Proper
signage is required indicating the areas where work is being done. Areas shall be closed to pedestrian traffic
when working over entrances, walkways, or any area where people might cross below workers. All equipment,
apparatus, and hoses on the ground shall be marked off with cones and signs warning pedestrian traffic.
Contractor shall provide all safety cones and signs.
3.7 Alcohol, Drugs and Tobacco Policies
The University prohibits the unlawful possession, use, or distribution of alcohol and illicit drugs on all campuses
and at all facilities of the University or as part of University activities. It also prohibits the unlawful manufacture,
distribution, dispensation, possession or use of controlled substances on campus. It is against the University’s
policies and Facilities Management’s work rules to report to work and/or engage in work under the influence of
alcohol and/or any other mood‐altering chemical. The University is also a smoke- and tobacco free campus.
Contractors are prohibited from smoking and using, selling, free distributing, and advertising tobacco products
and electronic cigarettes in all facilities and on all University property. The ban includes all indoor facilities, the
entire campus grounds and all University vehicles. Vendors, contractors, visitors who fail to comply with this
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policy may be asked to leave the campus, have access to the campus denied and/or other appropriate measures
taken to ensure future compliance with the policy. Referral for criminal prosecution may occur where appropriate.
3.8 Idling Reduction Policy
The University of MN Duluth has a no-idling policy. Unnecessary idling of University department vehicles is not
permitted and is allowed only under certain circumstances. Idling is allowable only if there is a business
justification (e.g. running a lift gate). As a general rule: if a vehicle will be stopped for longer than a wait at a stop
light, the vehicle should be shut off. Under normal weather conditions, no vehicle shall idle for more than two
minutes.
For non-diesel fueled vehicles, if the temperature is below positive twenty degrees Fahrenheit a warm up of three
minutes will be allowed if the vehicle has been shut off for more than four hours. All vehicle manufacturers agree
that vehicles do not need a warm up period before starting a trip.
For diesel-fueled vehicles, an appropriate warm up period (as specified by the manufacturer) is allowed.
However, once the engine is properly warmed up it can be shut off for stops.
Vendors, contractors, visitors who fail to comply with this policy may be asked to leave the campus, have access
to the campus denied and/or other appropriate measures taken to ensure future compliance with the policy.
3.9 Sexual and Verbal Harassment
The policies of the University, along with sections of Federal and State Laws, prohibit sexual and verbal
harassment of any University employees, students, faculty or guests. Sexual harassment includes any
unwelcome sexual advance, any request for sexual favor or any other verbal or physical conduct of sexual nature
that is so pervasive as to create a hostile or offensive work environment or offensive academic environment.
Verbal harassment includes, but is not limited to, the use of profanity, loud or boisterous remarks, inappropriate
speech, inappropriate suggestive conduct or body movements or comments that could be interpreted by the
hearer as being derogatory in nature. This type of behavior and conduct is not tolerated or condoned on the
campus of the University of Minnesota Duluth. Vendors and contractors are required to exercise control over their
employees, agents and subcontractors so as to prohibit acts of sexual and verbal harassment and agree as a
term and condition that such vendor, contractor, agents, employees or subcontractors may be immediately
removed from the project site and from University premises.
4.0 TRAFFIC REGULATIONS AND PARKING
A. Contractor shall provide transportation to campus and must comply with all posted regulations, signs and
directions regarding traffic, parking, and loading/unloading, which includes purchasing service vehicle permits
from Transportation & Parking Services. Service vehicle parking shall be in compliance with the policies and
procedures of UMD Parking Services. Parking regulations will be strictly enforced. For UMD parking regulations,
visit their website: https://tps.d.umn.edu/enforcement-policies/policies .
B. The Contractor shall arrange for loading/unloading operations in off street areas or in driveways or designated
Loading Zones. If no other alternative is available, vehicles may temporarily stop short-term on UMD roads for
loading/unloading provided that the name of the Contractor, Subcontractor, or Supplier name is displayed on the
vehicle and a “YIELD TO ONCOMMING TRAFFIC” sign is placed immediately prior to the obstructed portion of
the driving lane. The sign may be borrowed from Facilities Management. Warning signs and barricades in
accordance with the Minnesota Manual on Uniform Traffic Control Devices are required when parked or working
on University roads.
C. Parking for personal vehicles of construction personnel is not allowed on construction sites. Parking is
available in University parking lots in accordance with posted regulations and fees. Parking is often allowed free
of charge in maroon and white lots when school is not in session; refer to posted regulations for timing.
D. Company vehicles necessary to the completion of the work may be parked on site at the discretion of the
Project Manager. Parking shall be restricted to impervious surfaces if at all possible. Care shall be taken to
maintain accessible routes (i.e. maintaining a minimum clear width of 36” for any sidewalk). Company vehicles
parked on site shall have the name of the company displayed on the side of the vehicle and a valid UMD service
vehicle permit visibly displayed.
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E. University contractors are eligible to purchase a service vehicle permit available from UMD Transportation &
Parking Services. Service vehicle permits are valid for twelve (12) months, six (6) months, or one (1) month from
the date of purchase and are dependent on the term length purchased. All vehicles must be identified with the
company name either clearly displayed on the outside of the vehicle, or on a company printed paper clearly
displayed on the dash. Hand written notes are not acceptable.
F. Service Vehicle permits are valid in service vehicle spaces. * If a service vehicle space is not readily
available, the vehicle may be parked in the nearest permit lot (Maroon, Gold, White or Green) providing
both the permit is visibly displayed and the vehicle is clearly identified with the company name. In unique
situations, and with notification to the Transportation & Parking Services Office, the vehicle may be parked in any
legal parking space (including metered spaces and Pay Lot G). Parking is never allowed in No Parking zones
including fire lanes, driving lanes, bus stops, accessible parking spaces, or Designated Reserve Permit spaces.
G. Service vehicle permits are transferable between vehicles providing all vehicles are identified with the
company name clearly displayed. Service vehicle permit spaces are strictly enforced twenty-four (24) hours/day,
seven (7) days/week, twelve (12) months/year. Vehicles not visibly displaying the proper permit or not clearly
identifiable as company vehicles will be ticketed. Lost or stolen permits will be issued a replacement for a
duplication fee. A police report is requested for all stolen permits.
5.0 Pollution Prevention Measures
A. The University of Minnesota Duluth is a regulated MS4 entity and is required by law to implement Best
Management Practices (BMP) that prevent or reduce pollutants in stormwater discharges associated with
cleaning building exteriors.
B. The Contractor is responsible for protecting the environment from any potential pollutants associated with
their work.
C. See 6A.11a Outdoor Cleaning and Pressure Washing Best Practices for typical BMP’s.
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