1. No category

REQUEST FOR PROPOSALS
FOR
FURNISHING AND DELIVERY
OF
HARD FLOOR CARE SERVICES
FOR
THE CURATORS OF THE UNIVERSITY OF MISSOURI
FOR
THE UNIVERSITY OF MISSOURI – KANSAS CITY
RFP #15-6008-JS-K
CLOSING DATE: November 10, 2014
TIME: 3:00 P.M. CST
Prepared by: James E. Shatto
Strategic Sourcing Specialist
Office of Procurement Services
University of Missouri
Address
1011 East 51st Street
GSB Room 015
Kansas City, MO. 64110
Email: [email protected]
Fax: 816-235-5552
Dated: October 20, 2014
P a g e 1 | 35
REQUEST FOR PROPOSALS
FOR THE FURNISHING AND DELIVERY OF
HARD FLOOR CARE SERVICES
TO THE UNIVERSITY OF MISSOURI - KANSAS CITY
FOR
THE CURATORS OF THE UNIVERSITY OF MISSOURI
RFP: #15-6008-JS-K
DATED: October 20, 2014
TABLE OF CONTENTS
ITEM
PAGE(S)
Table of Contents
2
Notice to Bidders
3
General Terms & Conditions & Instructions to Bidders
4 through 16
Detailed Specifications and Special Conditions
17 through 31
Proposal Form
32 through 35
P a g e 2 | 35
NOTICE TO RESPONDENTS
The University of Missouri System requests proposals for Furnishing and Delivery of HARD
FLOOR CARE SERVICES, RFP #15-6008-JS-K, which will be received by the undersigned at
the Office of Procurement Services, University of Missouri-Kansas City, Room 015, General
Services Building, 1011 East 51st Street, Kansas City, MO 64110 until 3:00 p.m., CST,
November 10, 2014. Respondents will be identified at that time.
Additional copies of these specifications and the conditions of bid together with the printed form
on which bids must be made may be downloaded at:
http://www.umsystem.edu/apps/fa/procurement/bids/listview_Bids.php
Any subsequent Addenda to this bid can be found at the same site. It is the responsibility of the
bidders to check for any addendums to this bid.
Questions and clarifications should be directed in writing to James E. Shatto at
[email protected].
The University reserves the right to waive any informality in bids and to reject any or all bids.
THE CURATORS OF THE
UNIVERSITY OF MISSOURI
By:
James E. Shatto
Strategic Sourcing Specialist
Dated: October 20, 2014
P a g e 3 | 35
UNIVERSITY OF MISSOURI
GENERAL TERMS AND CONDITIONS
AND
INSTRUCTIONS TO RESPONDENTS
REQUEST FOR PROPOSAL (RFP)
A. GENERAL TERMS AND CONDITIONS
1. Purpose: The purpose of these specifications is to require the furnishing of the highest
quality equipment, supplies, material and/or service in accordance with the specifications.
These documents, and any subsequent addenda, constitute the complete set of specification
requirements and proposal response forms.
2. Governing Laws and Regulations: Any contract issued as a result of this RFP shall be
construed according to the laws of the State of Missouri. Additionally, the contractor shall
comply with all local, state, and federal laws and regulations related to the performance of
the contract to the extent that the same may be applicable.
3. Taxes: The contractor shall assume and pay all taxes and contributions including, but not
limited to, State, Federal and Municipal which are payable by virtue of the furnishing and
delivery of item(s) specified herein. Materials and services furnished the University are not
subject to either Federal Excise Taxes or Missouri Sales Tax.
4. Sovereign Immunity: The Curators of the University of Missouri, due to its status as a
state entity and its entitlement to sovereign immunity, is unable to accept contract
provisions, which require The Curators to indemnify another party (537.600, RSMo). Any
indemnity language in proposed terms and conditions will be modified to conform to
language that The Curators are able to accept.
5. Preference for Missouri Firms: In accordance with University policy, preference shall be
given to Missouri products, materials, services and firms when the goods or services to be
provided are equally or better suited for the intended purpose and can be obtained without
additional cost. Firms are considered "Missouri firms" if they maintain a regular place of
business in the State of Missouri.
6. Equal Opportunity and Non-Discrimination: In connection with the furnishing of
equipment, supplies, and/or services under the contract, the contractor and all
subcontractors shall agree not to discriminate against any recipients of services, or
employees or applicants for employment on the basis of race, color, religion, national
origin, sex, age, disability, or veteran status. The contractor shall comply with federal
laws, rules and regulations applicable to subcontractors of government contracts including
those relating to equal employment of minorities,
P a g e 4 | 35
women, persons with disabilities, and certain veterans. Contract clauses required by the
United Sates Government in such circumstances are incorporated herein by reference.
7. Minority and Women Business Enterprise Participation: It is the policy of the
University of Missouri to ensure full and equitable economic opportunities to persons and
businesses that compete for business with the University, including Minority and Women
Business Enterprises (M/WBEs). To this end, the University has established participation
goals as outlined in this RFP.
The University encourages M/WBE participation in contracts for goods and services by
firms that are certified. The University accepts certifications provided by those entities
identified on the page in this RFP titled Certifying M/WBE Agencies. This may either be
by the primary supplier/contractor being a certified M/WBE or by the utilization of
qualified subcontractors, suppliers, joint ventures, or other arrangements that afford
meaningful opportunities for M/WBE participation. Work performed by M/WBEs must
provide a commercially useful function related to the delivery of the service/product
required herein. Second tier participation where suppliers generally provide supplies to a
corporation but that are not directly related to this contract does not qualify as meaningful
participation. The University may consider certifications from agencies not located in
Missouri for M/WBEs not located in Missouri with the approval of the UM Director of
Minority and Women Business Development.
M/WBE means a business that is a sole proprietorship, partnership. joint venture, or
corporation in which at least fifty-one percent (51%) of the ownership interest is held by
minorities or women and the management and daily business operations of which are
controlled by one or more minorities or women who own it. Minority is defined as
belonging to one of the following racial minority groups: African Americans, Native
Americans, Hispanic Americans, Asian Americans, American Indians, Eskimos, Aleuts
and other groups that may be recognized by the Office of Advocacy, United States Small
Business Administration, Washington, D.C.
Bidders must indicate their MBE and WBE participation levels committed to this contract
on the M/WBE Participation Form included in this RFP. The names and percent
participation of each MBE and WBE should also be provided on this form.
The evaluation of proposals will include the proposed level of M/WBE participation (see
evaluation of Proposals section). Five (5%) percent of the contract award criteria will be
based on MBE and WBE participation. The University may consider the relative
participation of the bidders in awarding points. However, proposals with zero
participation for MBEs and/or WBEs will receive none of the MBE or WBE points
respectively.
P a g e 5 | 35
The contractor/supplier shall provide annual reports or more frequently if requested, of
the financial participation of M/WBEs. The report shall include the name(s) and
address(es) of the certified M/WBEs, products or services provided and the total dollar
amount or percentage of utilization. The annual report shall also include separately, all
second tier participation the contractor/supplier may have.
The University will monitor the contractor/supplier’s compliance in meeting the M/WBE
participation levels committed to in the awarded proposal. If the contractor/supplier's
payments to participating M/WBEs are less than the amount committed to in the contract,
the University may cancel the contract, suspend or debar the contractor/supplier from
participating in future contracts, or retain payments to the contractor/supplier in an
amount equal to the value of the M/WBE participation commitment less actual payments
made to M/WBEs.
If a participating M/WBE fails to retain their certification or is unable to satisfactorily
perform, the contractor/supplier must obtain other certified M/WBEs to fulfill the
M/WBE participation requirements committed to in the awarded proposal. The
contractor/supplier must obtain the written approval of the Chief Procurement Officer of
Procurement Services for any new M/WBE participants. This approval shall not be
arbitrarily withheld. If the contractor/supplier cannot obtain a M/WBE replacement, the
contractor/supplier must submit documentation to the Chief Procurement Officer
detailing all efforts made to secure an M/WBE replacement. The Chief Procurement
Officer shall have sole discretion in determining if the actions taken by the
contractor/supplier constitute a good faith effort to secure the participation of M/WBEs
and whether the contract will be amended to change the M/WBE participation
commitment.
8. Applicable Laws and Regulations: The University serves from time to time as a
contractor for the United States government. Accordingly, the provider of goods and/or
services shall comply with federal laws, rules and regulations applicable to
subcontractors of government contracts including those relating to equal employment
opportunity and affirmative action in the employment of minorities (Executive Order
11246), women (Executive Order 11375), persons with disabilities (29 USC 706 and
Executive Order 11758), and certain veterans (38 USC 4212 formerly [2012]) contracting
with business concerns with small disadvantaged business concerns (Publication L. 95507). Contract clauses required by the Government in such circumstances are
incorporated herein by reference.
9. Appropriation: The Curators of the University of Missouri is a public corporation and, as
such, cannot create indebtedness in any one year (the fiscal year beginning July 1 to June
30) above what they can pay out of the annual income of said year as set forth in 172.250,
RSMo. Therefore, if the University determines it has not received adequate appropriations,
budget allocations or
P a g e 6 | 35
income to enable it to meet the terms of this contract, the University reserves the right to
cancel this contract with 30 days’ notice.
10. Applicable Health Related Laws and Regulations: If these specifications or any
resulting contract involves health care services or products, the Contractor agrees to
maintain, and will further assure such compliance by its employees or subcontractors, the
confidential nature of all information which may come to Contractor with regard to patients
of the University. All services provided pursuant to this contract shall be provided in
accordance with all applicable federal and state laws including The Health Insurance
Portability and Accountability Act of 1996, Public Law 104-191, sections 261-264 (the
Administrative Simplification sections) and the regulations promulgated pursuant thereto
and regulations of the Joint Commission on Accreditation of Healthcare Organization and
the Health Care Financing Administration.
Respondents understand and agree that the Curators of the University of Missouri, in the
operation of the University Hospitals and Clinics, is regulated under federal or state laws
with regard to contracting with vendors. The Contractor represents that it is not currently
excluded or threatened with exclusion from participating in any federal or state funded
health care program, including Medicare and Medicaid. Contractor agrees to notify the
University of any imposed exclusions or sanctions covered by this representation.
The University will regularly check the "List of Excluded Individuals/Entities" (LEIE),
maintained by the Office of Inspector General, United States Department of Health and
Human Services (“OIG”) to determine if any Bidders/Respondents have been excluded
from participation in federal health care programs, as that term is defined in 42 U.S.C.
§1320a-7b(f). The University reserves the sole right to reject any respondents who are
excluded by the OIG, who have been debarred by the federal government, or who have
otherwise committed any act that could furnish a basis for such exclusion or debarment.
11. Inventions, Patents, and Copyrights: The Contractor shall pay for all royalties, license
fees, patent or invention rights, or copyrights and defend all suits or claims for
infringements of any patent or invention right or copyrights involved in the items
furnished hereunder. The Contractor shall defend, protect, and hold harmless the
University its officers, agents, servants and employees against all suits of law or in equity
resulting from patent and or copyright infringement concerning the contractor's
performance or products produced under the terms of the contract.
Copyrights for any item developed for the University shall be the property of the
University and inure to its benefit and the Contractor shall execute such documents as the
University may require for the perfection thereof.
P a g e 7 | 35
12. Insurance: The Contractor shall purchase and maintain such insurance as will protect
the Contractor and the University against any and all claims and demands arising from
the execution of the contract. Further, when stated in the Detailed Specifications and
Special Conditions, the Contractor shall be required to procure and maintain the types
and limits of insurance as specified.
13. Performance Bond/Irrevocable Letter of Credit: If a performance bond or irrevocable
letter of credit is required in the Detailed Specifications and Special Conditions, the
Contractor shall furnish to the University, along with their signed contract, a performance
bond or unconditional irrevocable letter of credit payable to the Curators of the
University of Missouri in the face amount specified in the Detailed Specifications and
Special Conditions as surety for faithful performance under the terms and conditions of
the contract.
B. INSTRUCTIONS TO RESPONDENTS
1. Request for Proposal (RFP) Document: Respondents are expected to examine the
complete RFP document and all attachments including drawings, specifications, and
instructions. Failure to do so is at respondent's risk. It is the respondent's responsibility
to ask questions, request changes or clarifications, or otherwise advise the University if
any language, specifications or requirements of a RFP appear to be ambiguous,
contradictory, and/or arbitrary, or appear to inadvertently restrict or limit the
requirements stated in the RFP to a single source.
Any and all communications from respondents regarding specifications, requirements,
competitive proposal process, etc., should be directed to the University buyer of record
referenced in this RFP. It is the responsibility of the person or organization
communicating the request to ensure that it is received. To guarantee a timely response,
such communication should be received at least ten calendar days prior to the proposal
opening date.
The terms and conditions as distributed by the University or made available on a
University website, shall not be modified by anyone submitting a proposal. Regardless
of any modification to these terms and conditions that may appear in the submitted
proposal, the original University terms and conditions apply. Any exceptions to the
terms and conditions shall be stated clearly and it is at the University's discretion whether
the exception shall be accepted or shall invalidate the proposal.
The RFP document and any attachments constitute the complete set of specifications and
proposal response forms. No verbal or written information that is obtained other than
through this RFP or its addenda shall be binding on the University. No employee of the
University is authorized to interpret any portion of this RFP or give information as to the
requirements of the RFP in addition to
P a g e 8 | 35
that contained in or amended to this written RFP document. In case of any doubt or
difference of opinion as to the true intent of the RFP, the decision of the University's
Chief Procurement Officer shall be final and binding on all parties.
2. Preparation of Proposals: All proposals must be submitted, in three (3) copies, on the
proposal form accompanying these specifications and must be enclosed in a sealed
envelope plainly marked: "Proposal for Furnishing and Delivery of Hard Floor Care
Services” and addressed, mailed and/or delivered to Procurement Services, University of
Missouri-Kansas City, (using appropriate address on front page of RFP) ATTN: Jim
Shatto. To receive consideration, proposals must be received, at the above mentioned
address, prior to the proposal due date stated in this RFP. Respondents assume full
responsibility for the actual delivery of proposals during business hours at the specified
address.
Unless otherwise specifically stated in the RFP, all specifications and requirements
constitute minimum requirements. All proposals must meet or exceed the stated
specifications or requirements. All equipment and supplies offered must be new, of
current production, and available for marketing by the manufacturer unless the RFP
clearly specifies that used, reconditioned, or remanufactured equipment and supplies may
be offered. Unless specifically stated and allowed in the Detailed Specifications and
Special Conditions, all pricing submitted in response to this RFP is firm and fixed.
Whenever the name of a manufacturer, trade name, brand name, or model and catalog
numbers followed by the words "or equal" or "approved equal" are used in the
specifications it is for the purpose of item identification and to establish standards of
quality, style, and features. Proposals on equivalent items of the same quality are invited.
However, to receive consideration, such equivalent proposals must be accompanied by
sufficient descriptive literature and/or specifications to clearly identify the item and
provide for competitive evaluation. The University will be the sole judge of equality and
suitability. Whenever the name of a manufacturer is mentioned in the specifications and
the words "or equal" do not follow, it shall be deemed that the words "or equal" follow
unless the context specifies "no substitution." Unless noted on the proposal form, it will
be deemed that the article furnished is that designated by the specifications. The
University reserves the right to return, at contractor's expense, all items that are furnished
which are not acceptable as equals to items specified and contractor agrees to replace
such items with satisfactory items at the original proposal price.
Time will be of the essence for any orders placed as a result of this RFP. The University
reserves the right to cancel any orders, or part thereof, without obligation if delivery is
not made in accordance with the schedule specified by the respondent and accepted by
the University. Unless otherwise specified in the Detailed Specifications and Special
Conditions, all proposals shall include all packing, handling, and shipping charges FOB
destination, freight prepaid and allowed.
P a g e 9 | 35
3. Submission of Proposals: Respondents shall furnish information required by the
solicitation in the form requested. The University reserves the right to reject proposals
with incomplete information or which are presented on a different form. All proposals
shall be signed, in the appropriate location, by a duly authorized representative of the
respondent's organization. Signature on the proposal certifies that the respondent has
read and fully understands all proposal specifications, plans, and terms and conditions.
By submitting a proposal, the respondent agrees to provide the specified equipment,
supplies and/or services in the RFP, at the prices quoted, pursuant to all requirements and
specifications contained therein. Furthermore, the respondent certifies that: (1) the
proposal is genuine and is not made in the interest of or on behalf of any undisclosed
person, firm, or corporation, and is not submitted in conformity with any agreement or
rules of any group, association, or corporation; (2) the respondent has not directly or
indirectly induced or solicited any other respondent to submit a false or sham proposal;
(3) the respondent has not solicited or induced any person, firm, or corporation to refrain
from responding; (4) the respondent has not sought by collusion or otherwise to obtain
any advantage over any other respondent or over the University.
Modifications or erasures made before proposal submission must be initialed in ink by
the person signing the proposal. Proposals, once submitted, may be modified in writing
prior to the exact date and time set for the proposal closing. Any such modifications shall
be prepared on company letterhead, signed by a duly authorized representative, and state
the new document supersedes or modifies the prior proposal. The modification must be
submitted in a sealed envelope marked "Proposal Modification" and clearly identifying
the RFP title, RFP number and closing time and date. Proposals may not be modified
after the proposal closing time and date. Telephone and facsimile modifications are not
permitted.
Proposals may be withdrawn in writing, on company letterhead, signed by a duly
authorized representative and received at the designated location prior to the date and
time set for proposal closing. Proposals may be withdrawn in person before the proposal
closing upon presentation of proper identification. Proposals may not be withdrawn for
a period of sixty (60) days after the scheduled closing time for the receipt of proposals.
All proposals, information, and materials received by the University in connection with
an RFP response shall be deemed open records pursuant to 610.021 RSMo. If a
respondent believes any of the information contained in the respondent's response is
exempt from 610.021 RSMo, then the respondent's response must specifically identify
the material which is deemed to be exempt and cite the legal authority for the exemption,
otherwise, the University will treat all materials
P a g e 10 | 35
received as open records. The University shall make the final determination as to what
materials are or are not exempt.
4. Evaluation and Award: Any clerical errors, apparent on its face, may be corrected by
the Buyer before contract award. Upon discovering an apparent clerical error, the Buyer
shall contact the respondent and request clarification of the intended proposal. The
correction shall be incorporated in the notice of award. The University reserves the right
to request clarification of any portion of the respondent's response in order to verify the
intent. The respondent is cautioned, however, that its response may be subject to
acceptance or rejection without further clarification.
The University reserves the right to make an award to the responsive and responsible
respondent whose product or service meets the terms, conditions, and specifications of
the RFP and whose proposal is considered to best serve the University's interest. In
determining responsiveness and the responsibility of the Respondent, the following shall
be considered when applicable: the ability, capacity, and skill of the respondent to
perform as required; whether the respondent can perform promptly, or within the time
specified without delay or interference; the character, integrity, reputation, judgment,
experience and efficiency of the respondent; the quality of past performance by the
respondent; the previous and existing compliance by the respondent with related laws and
regulations; the sufficiency of the respondent's financial resources; the availability,
quality and adaptability of the respondents equipment, supplies and/or services to the
required use; the ability of the respondent to provide future maintenance, service and
parts.
The University has established formal protest procedures. For more information about
these procedures, contact the Buyer in Campus Procurement Services.
The University reserves the right to accept or reject any or all proposals and to waive any
technicality or informality.
5. Contract Award and Assignment: The successful respondent shall, within ten (10)
days after the receipt of formal notice of award of the contract, enter into a contract, in
duplicate, prepared by the University. The Contract Documents shall include the Notice
to Bidders, Specifications and Addenda, Exhibits, Proposal Form, Form of Contract,
Letter of Award, University Purchase Order, and Form of Performance Bond, if required.
The contract to be awarded and any amount to be paid thereunder shall not be transferred,
sublet, or assigned without the prior approval of the University.
6. Contract Termination for Cause: In the event the Contractor violates any provisions of
the contract, the University may serve written notice upon Contractor and Surety setting
forth the violations and demanding compliance with the contract. Unless within ten (10)
P a g e 11 | 35
days after serving such notice, such violations shall cease and satisfactory arrangements
for correction be made, the University may terminate the contract by serving written
notice upon the Contractor; but the liability of Contractor and Surety for such violation;
and for any and all damages resulting therefrom, as well as from such termination, shall
not be affected by any such termination.
7. Contract Termination for Convenience: The University reserves the right, in its best
interest as determined by the University, to cancel the contract by given written notice to
the Contractor thirty (30) days prior to the effective date of such cancellation.
8. Warranty and Acceptance: The Contractor expressly warrants that all equipment,
supplies, and/or services provided shall: (1) conform to each and every specification,
drawing, sample or other description which was furnished or adopted by the University,
(2) be fit and sufficient for the purpose expressed in the RFP, (3) be merchantable, (4) be
of good materials and workmanship, (5) be free from defect. Such warranty shall survive
delivery and shall not be deemed waived either by reason of the University's acceptance
of or payment for such equipment, supplies, and/or services.
No equipment, supplies, and/or services received by the University pursuant to a contract
shall be deemed accepted until the University has had a reasonable opportunity to inspect
said equipment, supplies and/or services. All equipment, supplies, and/or services which
do not comply with specifications and/or requirements or which are otherwise
unacceptable or defective may be rejected. In addition, all equipment, supplies, and/or
services which are discovered to be defective or which do not conform to any warranty of
the Contractor upon inspection (or at any later time if the defects contained were not
reasonably ascertainable upon the initial inspection) may be rejected.
9. Payment:
Payment terms, unless otherwise stated in the RFP, will be considered to
be net 30 days after the date of satisfactory delivery and acceptance by the University and
upon receipt of correct invoice whichever occurs last. Cash discounts for prompt
payment may be offered but they will not be considered in determination of award unless
specifically stated in the Detailed Specifications and Special Conditions. The University
may withhold payment or make such deductions as may be necessary to protect the
University from loss or damage on account of defective work, claims, damages, or to pay
for repair or correction of equipment or supplies furnished hereunder.
10. Accounting Practices: The Contractor shall maintain, during the term of the contract,
all books of account, reports, and records in accordance with generally accepted
accounting practices and standard for records directly related to this contract. The
Contractor agrees to make available to the University, during normal business hours, all
books of account, reports and records relating to this contract for the duration of the
contract and retain them for a minimum period of one (1) year beyond the last day of the
contract term.
P a g e 12 | 35
11. Debarment and Suspension Certification - The contractor certifies to the best of
its knowledge and belief that it and its principals are not or voluntarily excluded from
covered transactions by any Federal department or agency in accordance with Executive
Order 12549 (2/18/86).
12. Campus Contact: Procurement Services is the issuing office for this RFP and all
subsequent addenda relating to it. Procurement Services is the sole point of contact
regarding all Procurement and contractual matters relating to the requirements described
in this RFP. Procurement Services is the only office authorized to change, modify,
clarify, etc., the specifications, terms, and conditions of this RFP and any contract(s)
awarded as a result of this RFP.
Questions prior to submission of the RFP should be directed in writing to James E. Shatto
of the UM Procurement Services Office. Questions are to be sent by e-mail to
[email protected] . The due date for questions is Monday, 11/03/14, 3:00 p.m. CST.
P a g e 13 | 35
CERTIFYING MBE/WBE AGENCIES
MBE/WBEs are those businesses certified as disadvantaged by an approved agency. The Bidder
is responsible for obtaining information regarding the certification status of a firm. A list of
certified firms may be obtained by contacting the agencies listed below. Any firm listed as
disadvantaged by any of the following agencies will be classified as a MBE or WBE by the
Owner.
St. Louis Development Corporation
1015 Locust
St. Louis, MO 63101
314/622-3400; 314/622-3413 (Fax)
CONTACT: Minority Business Development Manager
Bi-State Development Agency
707 North First Street
St. Louis, MO 63102-2595
314/982-1457; 314/982-1558 (Fax)
CONTACT: Disadvantaged Business Enterprise
Coordinator
St. Louis Minority Business Council
308 North 21st St., 7th Floor
St. Louis, MO 63101
314/241-1143; 314/241-1073 (Fax)
CONTACT: Executive Director
U.S. Small Business Administration - St. Louis, MO
8(a) Contractors, Minority Small Business
815 Olive St., Room 242
St. Louis, MO 63101
314/539-6600; 314/539-3785 (Fax)
CONTACT: Business Opportunity Specialist
Lambert St. Louis International Airport
4610 N. Lindbergh, Suite 240
Bridgeton, MO 63044
314/551-5000; 314/551-5013 (Fax)
CONTACT: Program Specialist
City of Kansas City, Missouri
Human Relations Department, MBE/WBE Division
4th Floor, City Hall
Kansas City, MO 64106
816/274-1432; 816/274-1025 (Fax)
CONTACT: Minority Business Specialist
P a g e 14 | 35
Mid-America Minority Business Development Center
777 Admiral Blvd.
Kansas City, MO 64106
816/221-4200; 816/221-4212 (Fax)
CONTACT: Executive Director
U.S. Small Business Administration - Kansas City, MO
8(a) Contractors, Minority Small Business
323 W. 8th Street, Suite 501
Kansas City, MO 66105
816/374-6729; 816/374-6759 (Fax)
CONTACT: Business Opportunity Specialist
State of Missouri-Office of Administration
Division of Design and Construction, Minority Business
Development
P.O. Box 809, Harry S. Truman State Office Building
Room 730, 301 West High Street
Jefferson City, MO 65102
573/751-6908; 573/526-3097 (Fax)
CONTACT: Minority Contracts Coordinator
Missouri Department of Transportation
Division of Construction
P.O. Box 270
Jefferson City, MO 65102
573/751-6801; 573/526-5640-6555 (Fax)
CONTACT: Disadvantaged Business Enterprise
Coordinator
Illinois Department of Transportation
MBE/WBE Certification Section
2300 Dirkes Parkway
Springfield, IL 62764
217/782-5490
CONTACT: Certification Manager
State of Missouri-Office of Administration
Division of Purchasing & Materials Management
Minority Purchasing Unit
P.O. Box 809
Jefferson City, MO 65102
800/592-6019; 573/751-7276 (Fax)
CONTACT: MBE/WBE Certification Coordinator
P a g e 15 | 35
WBE PARTICIPATION FORM
If proposing MBE/WBE participation, the contractor/supplier must indicate below the
percentage of qualified MBE and WBE participation committed to in relation to the total dollar
value of the contract regardless of whether the contractor/supplier is awarded one, some, or all of
the categories being proposed. Overall the MBE and WBE participation must not be contingent
upon award of a specific category, and the contractor/supplier, if awarded a contract, must be
able to achieve the stated participation for the resulting contract regardless of the categories
awarded or not awarded. The contractor/supplier must be able to achieve participation stated
below for the total value of the awarded contract(s). If the contractor/supplier is a qualified
MBE and/or WBE, the contractor/supplier may indicate 100% participation.
The University’s MBE participation goal for this bid is __5___%
The University’s WBE participation goal for this bid is __3___%
The contractor supplier is committed to the following MBE and WBE participation on this bid:
Total MBE Participation _____%
Total WBE Participation_____%
Complete the following table indicating the firms used to meet the participation levels indicated.
MBE Firm Name
MBE %
Contract
of WBE Firm Name
WBE %
Contract
of
------------THIS FORM MUST BE SUBMITTED WITH THE BID-------------
P a g e 16 | 35
DETAILED SPECIFICATIONS FOR
FURNISHING & DELIVERY OF HARD FLOOR CARE SERVICES
SCOPE OF AGREEMENT
The University of Missouri-Kansas City is seeking proposals for the Furnishing & Delivery of
Hard Floor Care Services per the information listed herein.
DELIVERY
1. The order for the item/service listed herein will be made on a regular University Purchase
Order, which shall remain in effect for the period specified, or as long as the quality of the
product and/or service remains satisfactory.
2. All items/services must be delivered F.O.B. to the University of Missouri-Kansas City
campus.
3. The quantity of each item/service to be delivered shall be specified by the University of
Missouri Office of Procurement Services, or their authorized representative. The University
will be responsible only for those items/services the successful bidder has been requested to
deliver.
PAYMENT
1. All proposals are to be submitted on the basis of payment by University Check or Credit
Card. Payment will be made within 30 days after completion of delivery, and acceptance by
the University, of the services requested. Acceptance will be certified by the University of
Missouri Office of Procurement Services.
2. The successful bidder will make application for payment by furnishing the University with
an original invoice setting forth the facilities and total quantity of square footage cleaned.
3. Invoices properly prepared and executed by the successful bidder are to be sent to the
University of Missouri-Kansas City, 1011 East 51st Street, 101 General Services Building,
Kansas City, MO. 64110. Attn: Cynthia Brown. All invoices must include Purchase Order
Number assigned.
AWARD OF AGREEMENT
The bid will be awarded on an “ALL OR NONE” basis.
P a g e 17 | 35
REQUIREMENTS
The University will not be required to purchase the estimated amount, but the successful
bidder shall furnish and deliver the items listed below in shipments as requested by the Office of
the Manager of the University of Missouri-Kansas City Procurement Office or her authorized
representative, at the prices set forth in their bid, regardless of whether the amount is more or
less than the amount indicated herein. The quantities listed are for informational purposes only
and do not represent a guarantee as to actual quantities to be purchased.
MANDATORY PRE-INSPECTION MEETING
Prospective bidders are required to attend an inspection meeting to ask questions and to view
representative job sites prior to bid closing.
The inspection meeting is scheduled for Wednesday, October 29, 2014, from 8:00 A.M. to
approx 9:00 A.M. at General Services Building Room 015, 1011 East 51st Street, Kansas
City, MO, 64110.
All prospective bidders must attend this meeting for inspection, as no other time or date will be
offered to view the property. For questions contact: James Shatto at [email protected]. It shall
be the prospective bidder’s responsibility to fully acquaint them with the condition of the job site
and the nature of the service requested. Failure to fully acquaint themselves with these conditions
shall not relieve the successful bidder from the requirement for making a complete workmanlike
job in full compliance with these specifications.
GENERAL INSURANCE SPECIFICATIONS (Low Risk)
Contractor agrees to maintain, on a primary basis and at its sole expense, at all times during the
life of any resulting contract the following insurance coverages, limits, including endorsements
described herein. The requirements contained herein, as well as the University’s review or
acceptance of insurance maintained by Contractor is not intended to and shall not in any manner
limit or qualify the liabilities or obligations assumed by Contractor under any resulting contract.
Coverage to be provided as follows by a carrier with A.M. Best minimum rating of A- VIII.
Commercial General Liability Contractor agrees to maintain Commercial General Liability at a
limit of not less than $1,000,000 Each Occurrence, $3,000,000 Annual Aggregate. Coverage
shall not contain any endorsement(s) excluding nor limiting Product/Completed Operations,
Contractual Liability or Cross Liability.
Contractor may satisfy the minimum liability limits required for Commercial General Liability or
Business Auto Liability under an Umbrella or Excess Liability policy. There is no minimum per
occurrence limit of liability under the Umbrella or Excess Liability; however, the Annual
Aggregate limit shall not be less than the highest “Each Occurrence” limit for either Commercial
General Liability or Business Auto Liability. Contractor agrees to endorse the University as an
Additional Insured on the Umbrella or
P a g e 18 | 35
Excess Liability, unless the Certificate of Insurance state the Umbrella or Excess Liability
provides coverage on a “Follow-Form” basis.
Note: Anyone who serves alcoholic beverages on a University of Missouri Campus must also
provide liquor liability coverage. This should be written on an "occurrence basis" and have
limits not less than $1,000,000 each claim or each common cause and at least a $1,000,000
aggregate. The insurance carrier, policy number, effective date and limits should be shown on an
insurance certificate provided to the University of Missouri. The Curators of the University of
Missouri should be named as an Additional Insured on such policy and a copy of the
endorsement should be provided along with the certificate of insurance.
Business Auto Liability Contractor agrees to maintain Business Automobile Liability at a limit
not less than $1,000,000 Each Occurrence. Coverage shall include liability for Owned, NonOwned & Hired automobiles. In the event Contractor does not own automobiles, Contractor
agrees to maintain coverage for Hired & Non-Owned Auto Liability, which may be satisfied by
way of endorsement to the Commercial General Liability policy or separate Business Auto
Liability policy.
Workers’ Compensation & Employers Liability Contractor agrees to maintain Workers’
Compensation in accordance with Missouri State Statutes or provide evidence of monopolistic
state coverage. Employers Liability with the following limits: $500,000 each accident, disease
each employee and disease policy limit.
Contract Language
The Curators of the University of Missouri, its officers, employees and agents are to be
Additional Insured with respect to the project to which these insurance requirements pertain. A
certificate of insurance evidencing all coverage required is to be provided at least 10 days prior
to the inception date of the contract between the contractor and the University. Contractor/Party
is required to maintain coverages as stated and required to notify the University of a Carrier
Change or cancellation within 2 business days. The University reserves the right to request a
copy of the policy. The University reserves the right to require higher limits on any contract
provided notice of such requirement is stated in the request for proposals for such contract.
Indemnification
The Contractor agrees to defend, indemnify, and save harmless The Curators of the University of
Missouri, their Officers, Agents, Employees and Volunteers, from and against all loss or expense
from any cause of action arising from the Contractor’s operations. The contractor agrees to
investigate, handle, respond to and provide defense for and defend against any such liability,
claims, and demands at the sole expense of the Contractor or at the option of the University,
agrees to pay to or reimburse the University for the Defense Costs incurred by the University in
connection with any such liability claims, or demands.
P a g e 19 | 35
The parties hereto understand and agree that the University is relying on, and does not waive or
intend to waive by any provision of this Contract, any monetary limitations or any other rights,
immunities, and protections provided by the State of Missouri, as from time to time amended, or
otherwise available to the University, or its officers, employees, agents or volunteers.
Failure to maintain the required insurance in force may be cause for contract termination. In the
event the Agency/Service fails to maintain and keep in force the required insurance or to obtain
coverage from its subcontractors, the University shall have the right to cancel and terminate the
contract without notice.
The insurance required by the provisions of this article is required in the public interest and the
University does not assume and liability for acts of the Agency/Service and/or their employees
and/or their subcontractors in the performance of this contract.
P a g e 20 | 35
1. INTRODUCTION/BACKGROUND INFORMATION
University of Missouri- Kansas City, Campus Facilities Management (hereafter referred to as
University), seeks proposals from qualified vendors (hereafter referred to as Contractor), to
provide hard floor care services to buildings on the UMKC Volker and Hospital Hill Campuses.
There are over 20 buildings involved with this work, including the UMKC Dental School located
at 25th and Holmes, Kansas City, MO, 64108.
The buildings contain approximately 306,000 total square feet of flooring consisting of:
entranceways, corridors, stairwells, elevators, classrooms, offices, research labs, conference
rooms, auditoriums, computer labs, libraries, clinical & exam stations and canteens. Restrooms
ARE NOT included in this RFP. The contractor shall provide floor care services as specified in
this RFP.
The University has approximately 80% VCT flooring and 20% Terrazo.
2. CONTRACT PERIOD
The RFP process shall result in the award to one (1) contractor for an initial contract period of
five (5) years from January 1, 2015, (or upon award of bid) through December 31, 2019. Any
resulting contract(s) may be extended for three (3) additional one-year periods upon mutual
agreement between the University and the successful bidder under the same terms and conditions
contained herein. The total contract period will not exceed eight (8) years.
3. SCOPE OF WORK
1. General Requirements - Each contract year, the Contractor shall provide
management, supervision, labor, tools and equipment to perform hard floor care
maintenance as specified herein. Cleaning chemicals and floor finish will be
provided by the University. (Leftover chemicals will be turned in or accounted for
nightly). No additional compensation shall be provided above the amounts provided
in response to this RFP, except as noted in Section 4, Compensation for Additional
Work. Award will be based on the criteria for evaluation as set forth herein and as is
deemed to be in the best interest of the University. The University shall provide a
University Liaison to oversee any contract work performed. The University Liaison
shall perform inspections during and at the completion of each project. The
University Liaison shall have overall responsibility for ensuring compliance with the
terms, conditions and scope of work of any resulting contract.
The University’s desires Quality over Quantity in the proposals and work received
from a resulting contract. Schedules are to be based on an 8-hour work shift, 10:00
PM to 6:30 AM, Monday through Friday. This includes a half-hour lunch break and
two 15-minute breaks. The typical Floor Crew is to consist of Two (2) Teams of two
people each. One team for New Projects (Work Orders) and the other team for Floor
P a g e 21 | 35
Maintenance as assigned. This will also ensure University-desired Application
Levels, Drying Times, Etc….
a. The Contractor shall
i. Strip, shower scrub, restore, and refinish hard surface floors.
ii. Ensure surfaces are clean of debris and chemical residue (hard floor
surfaces, baseboards, base coves and carpet) prior to the applying
finish. Debris includes but is not limited to soil, hair, and dust.
Chemical residue includes but is not limited to stripper and/or solvents
that would prevent finish from adhering to floor surfaces.
iii. Remove any finish splashed on baseboards from recent or prior
occurrences with a baseboard stripper when appropriate.
iv. Apply three (3) coats of finish on all hard surfaces when a shower
scrub is required. When the project requires a strip and refinish, four
(4) coats of finish shall be applied on all hard surfaces. Re-buff the
floor 24 Hours after refinish.
v. Maintain the finish (Burnish) after the first pass, once a week, as per
schedule.
vi. Move all furnishings to an agreed upon location prior to beginning and
upon completion of the contracted task. The University Liaison or a
University designated representative will assist with the identification
of the furnishings to be moved and their proper location. This can
include some heavy objects, such as desks, but the heavy items will be
very limited.
vii. Place a mark in an inconspicuous place to identify each coat of finish
applied. The University will specify changes when necessary.
viii. The finish should be free of swirls, streaks, debris, spots, or places
where shine is inconsistent or uneven in appearance.
ix. Concrete is also included on a scheduled basis with the same finish
requirements as tile.
x. Marble (Entry at Scofield Hall only) and Terrazo are also included
(Re-Finish) and will be performed on a scheduled basis. Separate
pricing is to be submitted for this work on an as-needed basis.
b. The University shall inspect all areas for compliance with requirements. The
University shall perform inspections and tests in a manner that will not unduly
delay the Contractor from completing work required by these specifications.
c. All work shall meet or exceed all related Federal, State, County, and/or City
Codes requirements and safety regulations.
P a g e 22 | 35
2. Materials, Supplies, Tools and Equipment
a. Equipment, tools, materials and supplies provided by the University: The
University will only provide cleaning chemicals and floor finish, all other
items required for the performance of the work will be provided by the
Contractor.
b. Equipment, tools, materials and supplies provided by the Contractor: The
Contractor shall provide all equipment, tools and supplies required for the
performance of the work. A list of the following shall be included with the bid
proposal:
i. Equipment to be used include, but is not limited to: Walk-Behind or
Ride-On Floor Scrubbers (for large areas and halls) and High-Speed
Burnishers, micro-fiber mops and micro-fiber wax application
systems, floor fans, safety cones, 3M Brand Aqua-Colored pads
(possibly 3M Brand White on new areas), and Flat Floor applicator
Mops. Equipment must be kept in clean; working condition at all times
to ensure a quality result. The successful vendor must keep a Service
Log on their equipment that is available to the University upon
request.
ii. Signs for display of work being done shall be posted two days prior to
the actual work and shall clearly outline:
1. where work is being performed (what floors and/or rooms)
2. the hours when work will be performed
3. the days the work will be performed
3. Manpower
a. Supervision: Contractor shall provide a Supervisor and/or Project Manager
with a minimum of three (3) years in hard surface floor refinishing to fulfill
the entire scope of any resulting contract. Contractor shall provide a resume
and list of jobs performed that substantiate experience of the Supervisor
and/or Project Manager. Contractor shall provide a Supervisor on-site at all
times (or on a frequent, consistent scheduled-visit routine) while work is being
performed, plus additional supervision when more than 150,000 square feet of
floor surface is being serviced at one time. Contractor shall provide the
University’s Liaison with Project Manager’s name and telephone number. The
Project Manager shall be available to monitor contract work in progress and
perform building inspections with the University Liaison. The Contractor’s
Project Manager and other supervisory personnel shall read, write, understand
and speak English in order to communicate with University staff. The
Contractor’s Project Manager and/or other supervisory personnel shall
immediately respond to, and deal with emergency situations resulting from
Contractor negligence.
P a g e 23 | 35
b. The Floor Crew is to consist of Two (2) Teams of two people each. One team
for New Projects (Work Orders) and the other team for Floor Maintenance as
assigned. This will also ensure University-desired Application Levels, Drying
Times, Etc….
The Floor Crews should remain constant with the same workers assigned to
the University nightly.
c. Standards of Conduct: Contractor shall maintain standards of employee
work performance, conduct, appearance and integrity, and shall take
disciplinary action with respect to employees when necessary. Contractor
employees shall not disturb items on desks, floors, bookshelves, or cabinets.
Additionally, contractor employees shall not use University telephones or
open desk drawers. Any exceptions to the above shall receive authorization
from a University Liaison. Contractor employees shall adhere to the same
standards of conduct as University employees. Contractor shall immediately
remove any employee that the University Liaison or designee deems to have
demonstrated unsatisfactory performance, behavior or conduct.
d. Security:
i. Security levels may vary from building to building. All Contractor
employees shall adhere to the security requirements specific to each
building. Contractor shall be responsible for the cost of restitution
should security breaches occur (Example: Rooms left unlocked by
employees whereas items are vandalized or stolen). Multiple instances
(2 or more within a one month period) of rooms left unsecured on the
part of Contractor may be grounds for optional methods of ensuring
security of University property, i.e. hiring of security guard(s) at
Contractor expense or termination of the contract by reason of default,
at the University’s discretion. Contractor shall secure any and all doors
that have been opened for the purpose of performing service in
scheduled locations
ii. Contractors shall provide employees with uniforms to include at a
minimum, a company logo on sleeved shirt or smock front, long pants,
closed toe shoes and identification badges which shall be displayed on
the employee while on campus. Contractor employee uniforms shall be
clean and neat in appearance, shirts tucked in, and pants worn in a
professional manner. Contractor shall purchase a University-supplied
identification badge for each employee prior to beginning work on
campus (current cost is $10 per person).
P a g e 24 | 35
iii. Contractor employees shall not remove any articles from the facilities
regardless of value, or prior permission from staff or building
occupants. This includes any items found in the trash.
iv. Employees shall not leave keys in doors or admit anyone into any
building or office that is not a designated Contractor employee. All
doors, which were locked upon entry, will be immediately re-locked
upon exit. All lights shall be turned off when leaving spaces.
e. Training / Contractor Personnel
i. Regular and Back-Up Floor Crew Teams shall be trained on UMKC
needs before they commence work.
ii. Contractor shall obtain University approval for any changes in Floor
Crew, Supervisory and Project Manager Personnel, and any other key
personnel working under any resulting contract.
4. Compensation for Additional Work
a. Contractor shall be paid on a “per square foot basis” for additional work
(outside of the scope listed herein) at the same per square foot rate provided in
response to this RFP. All work will be agreed upon and coordinated between
the University Liaison and the Contractor Project Manager prior to any work
commencing. Contractor shall submit invoices for approved out of scope
work only after completion and approval by the University Liaison. The
invoice shall include itemized description of the work, work order number,
purchase order number, itemized amount and date the work was performed.
The entire work item shall be completed before any payment is made. The
invoice shall include copies of work orders authorizing the work by the
University Liaison. The University reserves the right at its sole discretion, to
obtain bids for any and all work outside the scope of this RFP from outside
sources where it is deemed to be in the best interest of the University.
5. Contractor Performance
a. The University Liaison or designated University representative will perform
daily quality inspections of contracted buildings and provide a written report
to contractors identifying areas needing corrective actions or not completed
according to schedule. Areas needing corrective action will be remedied
within 24 hours of notification.
b. In the event of repeated areas needing corrective action or not completed
according to schedule, the University may obtain the required service from
other sources. Multiple instances (3 within a two week period) of sub-standard
performance may be grounds for termination for default.
P a g e 25 | 35
6. Compliance with Applicable Laws and Regulations
a. Contractor, its agents and employees shall comply with all municipal, county,
state and federal laws, rules, regulations, and ordinances applicable to the
work to be performed. Further, Contractor agrees that it, its agents,
subcontractors and employees shall follow all rules, regulations and policies
of the University.
7. NO Subcontracting or Assignment of Contract
a. Any resulting contract and all rights and responsibilities under the contract
documents shall not be assigned / sub-contracted to any other company by
Contractor.
b. All supervisory and floor crew personnel involved in the performance of any
resulting contract shall be Full-time Employees and directly employed by and
supervised by Contractor(s). Subcontracting of any work under any resulting
contract is not allowed.
8. Access
a. Access to the buildings shall be directed by the University Liaison.
b. Contractor employees shall not be accompanied in their work areas on the
premises by acquaintances, family members or any other person unless that
person is an authorized contractor employee.
9. Emergencies
a. Emergencies are defined as a natural disaster, significant weather events (such
as snow, ice storm, hurricanes or tornadoes), or service calls requiring
immediate attention (such as building flooding due to plumbing leaks,
contractor fault, ruptures, or inadvertent activation). When on site during these
events, the Contractor shall immediately notify the University Liaison and
Public Safety.
10. Drug and Smoke / Tobacco Free Workplace
a. Contractor, its employees and/or agents performing services on state property
are prohibited from:
i. The unlawful manufacture, distribution, dispensing, possession or use
of alcohol or other drugs, including tobacco; and
ii. Any impairment or incapacitation from the use of alcohol or other
drugs, including tobacco (except the use of drugs for legitimate
medical purposes).
b. Violation of these prohibitions constitutes a breach of contract and may result
in default action being taken by the University in addition to any criminal
penalties that may result from such conduct.
P a g e 26 | 35
11. Key Control
a. Key and FOB access to buildings shall be provided to Contractor(s). Only
Contractor designated supervisors/Project Managers shall be authorized to
have building keys in their possession. Under no circumstances shall keys be
given to any other contractor personnel. All key rings shall be listed on a daily
key log with the name of the employee receiving the keys with a time out and
time signed in annotated. All keys shall be accounted for prior to personnel
leaving for the day. No University keys may leave campus. Contractor shall
pay re-keying costs resulting from lost keys. This could involve the rekeying of entire buildings.
12. OSHA Guidelines
a. Contractor shall comply with all applicable Occupational Safety and Health
Act and Regulations.
13. Other Contracts
a. The University may undertake or award other contracts for additional work
being performed in the buildings that may run concurrently with the work
being performed by the Contractor and Contractor shall fully cooperate with
other contractors and University employees and carefully fit its work around
additional work directed by the University Project Coordinator. Contractor
shall not commit or permit any act, which will interfere with the performance
of work by another contractor, or by University employees. The University
reserves the right to utilize the services of any contractor to provide any type
of services in the facilities covered in this RFP.
14. Safety and Health
a. General: Contractor shall maintain or establish a complete safety and health
program to assure safety of contractor employees, and University students and
staff. This program shall include items such as: employee training, personal
protective equipment, hazardous materials and equipment, blood borne
pathogens, safe equipment operation, policies and procedures.
b. Applicable Publications: All state and local health, fire, public safety and
environmental regulations, where applicable, shall be followed.
c. The University Liaison shall be notified of fire alarm deactivation and
reactivation needs, use of noisy equipment, high odorous or toxic materials, or
any type of activity that may disrupt the University’s public service mission
and required notification, scheduling, or coordination.
15. Quality Assurance
a. Contractor shall maintain and provide weekly quality inspections to the
University covering all buildings/services under any resulting contract. The
successful Contractor shall have a documented Quality Inspection Program
In-place. The Program shall be approved by the University Liaison prior to
contract award. Complete records of all inspection work performed by
P a g e 27 | 35
Contractor shall be maintained and made available to the University Liaison
upon request.
b. The University shall inspect all areas for compliance with the contract. The
University shall perform inspections and test in a manner that will not unduly
delay Contractor from completing work required by these specifications.
c. The proposal response shall include a Quality Assurance Plan. This plan shall
include:
i. Comprehensive program information
1. When quality inspections are performed
2. How often they’re performed
3. Who performs the inspections
4. How poor performance is addressed
5. Role of each member in the process
6. How information will be disseminated to the University
ii. How needed improvements shall be implemented
iii. Submittal of an actual Quality Assurance Report from a current
client/customer
iv. Site quality analysis report from current customer
16. Reporting Requirements
a. After award and prior to contract start date, Contractor shall provide the
following:
i. Contact information for all responsible parties, which the University
may use to directly and immediately contact Contractor, and/or on-site
employees. This information shall include the Central Office address,
phone and fax
ii. Concerns and suggested changes to work assignments/schedules for all
floor work shall be presented to the University Liaison for approval.
Contractor shall complete all assigned work as scheduled.
iii. Contractor shall provide the following reports to the University
Liaison: weekly quality assurance reports, daily reports on any leaks,
missing or lost keys, and damage to building surfaces, safety hazards,
inoperable fixtures and accident reports as needed.
17. UMKC’s Obligations
a. The University Liaison will review Contractor reports, visually inspect each
building, and jointly visit all buildings with Contractor representative.
b. Dispute Clause – Conflict Resolution
i. Contractor shall bring contract conflicts to the attention of the
University Liaison. The University Liaison will resolve the conflict
within three (3) days of receipt of a written statement from Contractor.
The decision of the University Liaison may be appealed in writing to
the Building Services Manager, whose decision will be final. No
payment will be made until the conflict is resolved.
P a g e 28 | 35
c. The University Liaison will be the primary liaison with other University
departments and tenants to keep work areas clear, accessible and free of
obstruction.
d. The University will provide Contractor with all normal utilities necessary for
the performance of the contract.
18. Schedule of Services
The University makes no claim as to the accuracy of the building data provided in
this document and strongly encourages awarded Contactors to verify square footage
and report any discrepancies to the University Liaison.
a. Contractor shall perform the majority of work starting at 10:00 p.m. and
concluding at 6:30 a.m., Monday through Friday. Any exceptions shall be
coordinated through the University Liaison prior to scheduling or performing
any work outside of specified times.
b. The University is closed on the following tentative holiday schedule:
Month
January
January
May
July
September
November
December
Holiday
New Year’s Day
Martin Luther King Day
Memorial Day
Independence Day
Labor Day
Thanksgiving Day
Christmas Day
19. EQUIPMENT STORAGE
a. The Contractor shall not leave equipment in university buildings overnight or
after daily work is completed without prior approval by the University. All
Contractor equipment, supplies, tools, and consumables shall be removed
from campus on a daily basis, unless otherwise approved by the University’s
Project Coordinator.
4. CONTRACTOR EXPERIENCE / MANAGEMENT REQUIREMENTS
1. Must have a minimum of three (3) years’ experience in floor care as referenced
within the scope of work indicated in Section 2
2. Must provide a minimum of five (5) written references that:
a) Indicate the Contractor’s ability to manage multiple accounts that run
concurrently within an environment similar in size and nature to UMKC for not
less than a 3-year period
P a g e 29 | 35
b) Totaled at least 300,000 sq ft. and indicate customer satisfaction with floor care
service.
3. Identify the Supervisor and Project Manager to be provided the University under a
contract and include that individual’s qualifications (resume required) upon award of
RFP and prior to start of any work.
Failure to provide any of the required information may constitute a basis for disqualification of
the entire proposal response. If a contractor meets the minimum requirements and experience,
qualifications above the minimum will be considered when evaluating the proposal responses.
5. PROPOSAL EVALUATION CRITERIA
General Information
From the total information requested, award shall be made as to the most advantageous
proposal to the University.
Evaluation of each proposal shall be made based on the following criteria, listed in
relative order of importance:
1. Price
2. Experience and Qualifications
3. Project Approach
4. Minority and Women Business Enterprises (M/WBE)
General Information
Proposals shall remain open and subject to acceptance for 90 days from the date of
proposal opening. During this period, respondents may not make material modifications,
corrections, or changes (including pricing) to their proposal.
When the item asks for information, provide a detailed response. Do not refer solely to
attached sales literature as a response. The University reserves the right to declare the
proposal as non-responsive if the respondent fails to respond fully to any part of the
RFP.
Shortlisting:
The University reserves the right to shortlist the respondents on all of the stated criteria.
However, the University may determine that shortlisting is not necessary.
Interviews:
The University reserves the right to conduct interviews with some or all of the
respondents at any point during the evaluation process. However, the University may
determine that interviews are not necessary. In the event interviews are conducted,
information provided during the interview process shall be taken into consideration when
evaluating the stated criteria. The University shall not reimburse the respondent for the costs
associated with the interview process.
P a g e 30 | 35
Additional Investigations:
The University reserves the right to make such additional investigations as it deems
necessary to establish the competence and financial stability of any respondent
submitting a proposal.
Prior Experience:
Experiences with the University and entities that evaluation committee members
represent and that are not specifically mentioned in the solicitation response may be taken
into consideration when evaluating proposals.
Incomplete proposals will not be considered.
P a g e 31 | 35
6. BID QUOTE:
Item Description
Year Cost
1. Hard Floor Care per
the Previous Specifications
Est. Qty
306,000 sq. feet
Unit Cost
$_______/sq ft
Total First
$_________
SPECIFY % INCREASE SUCCESSIVE YEAR RENEWALS:
% INCREASE FOR 2ND YEAR, IF APPLICABLE:
%________
% INCREASE FOR 3RD YEAR, IF APPLICABLE:
%________
% INCREASE FOR 4TH YEAR, IF APPLICABLE
%________
% INCREASE FOR 5TH YEAR, IF APPLICABLE
%________
**THERE ARE TO BE NO ADDITIONAL COSTS! **
P a g e 32 | 35
7. BIDDERS’S CERTIFICATE: The Bidder hereby certifies: That this Bid is genuine and is
not made in the interest of or on behalf of any undisclosed person, firm or Corporation, and is not
submitted in conformity with any agreement or rules of any group, association or Corporation:
That he has not directly or indirectly induced or solicited any other bidder to put in a false sham
bid;
That he has not solicited or induced any person, firm or corporation to refrain from bidding; and
That he has not sought by collusion or otherwise to obtain for himself any advantage over any
other bidder or over the University.
Bidder will not discriminate against any employee or applicant for employment because of race,
creed, color or national origin in connection with the performance of the work.
By virtue of the policy of the Board of Curators, and by virtue of statutory authority, a preference
will be given to materials, products, supplies, provisions and all other articles produced,
manufactured, mined or grown within the State of Missouri. By virtue or the policy of the Board
of Curators, preference will also be given to all firms, corporations, or individuals doing business
as Missouri firms, corporations, or individuals, all as more fully set forth in “Information for
Bidders”.
Authorized Signature
Date
Printed Name
Title
Company Name
Mailing Address
City, State, Zip
Phone No.
Federal Employer ID No.
Fax No.
e-mail Address
Circle one:
Individual
Partnership
Corporation
If a corporation, incorporated under the laws of the State of__________
Licensed to do business in the State of Missouri? ____yes
_____no
This signature sheet must be returned with your proposal as a part of your response
P a g e 33 | 35
ADDRESS FOR COMMUNICATIONS
(Each bidder must complete the Bid Form by signing in the proper signature line above and by
supplying the required information called for in connection with the signature. The information
called for is necessary in the proper preparation of the contract and performance bond. Each
bidder must supply the data called for in the accompanying “Statement of Bidder’s
Qualifications.”)
8. STATEMENT OF BIDDER’S QUALIFICATIONS
1. Number of years in business: ____________. If not under present firm name, list previous
firm names and types
of organizations.
____________________________________________________________
____________________________________________________________
____________________________________________________________
2. Contracts on hand: (Complete the following schedule.)
ITEM
PURCHASER
AMOUNT OF
PERCENT
YOUR CONTRACT COMPLETED
____________________________________________________________
____________________________________________________________
____________________________________________________________
____________________________________________________________
____________________________________________________________
3. There has been no default in any contract completed or uncompleted except as noted below:
a. Number of contracts on which default was made: ___________
b. Description of defaulted contracts and reason therefore:
____________________________________________________________
____________________________________________________________
P a g e 34 | 35
4. List banking references:
____________________________________________________________
____________________________________________________________
____________________________________________________________
5. A. Do you have a current confidential financial statement on file with University? ________
If not, and you desire, you may file such statement with this bid, sealed in a separate envelope
and appropriately designated.
B. If not, will you within 3 days file a detailed confidential financial statement if requested?
YES ______ NO________ (check one)
Dated at _______________________________________________________
this _____________day of_________________, 20_____.
___________________________
NAME OF ORGANIZATION(S)
BY_________________________
SIGNATURE
____________________________
TITLE OF PERSON SIGNING
P a g e 35 | 35