BID RESPONSE LABEL

Proposals sent by U.S. Mail should be addressed to Director of General Services, Town of

Manchester, 494 Main Street, P.O. Box 191, Manchester, CT 06045-0191. Proposals hand

delivered by Federal Express, United Parcel Service or other persons shall be delivered to

Director of General Services, Town of Manchester, 494 Main Street, Manchester, CT 06040.

The appropriate pre-addressed label below must be affixed to the envelope containing your

proposal.

THIS LABEL FOR USE WITH UNITED STATES POSTAL SERVICE DELIVERY

BID NO. 20/21-10 TO BE OPENED:

CUSTODIAL SERVICES (DATE): SEPTEMBER 15, 2020

MANCHESTER PUBLIC LIBRARIES (TIME): 11:00 A.M.

TO: DIRECTOR OF GENERAL SERVICES

TOWN OF MANCHESTER

LINCOLN CENTER

494 MAIN STREET

P.O. BOX 191

MANCHESTER, CT 06045-0191

THIS LABEL FOR USE WITH HAND DELIVERY (I.E., FED EX, UNITED PARCEL SERVICE)

BID NO. 20/21-10 TO BE OPENED:

CUSTODIAL SERVICES (DATE): SEPTEMBER 15, 2020

MANCHESTER PUBLIC LIBRARIES (TIME): 11:00 A.M.

TO: DIRECTOR OF GENERAL SERVICES

TOWN OF MANCHESTER

LINCOLN CENTER

494 MAIN STREET

MANCHESTER, CT 06040

TOWN OF MANCHESTER

GENERAL SERVICES DEPARTMENT

494 MAIN STREET - P.O. BOX 191

MANCHESTER, CONNECTICUT 06045-0191

BID NO. 2021-10

INVITATION TO BID

FOR

CUSTODIAL SERVICES

MANCHESTER PUBLIC LIBRARIES

DATE OF BID OPENING: SEPTEMBER 15, 2020 TIME: 11:00 A.M.

In accordance with the provisions of the Town Charter, sealed proposals will be received in the

Office of the Director of General Services of the Town of Manchester, Connecticut, not later

than the date and time set forth above, for furnishing the commodities and/or services listed

herein. Proposals must be executed in accordance with and subject to instructions and

specifications contained herein.

The Town of Manchester is an equal opportunity employer, and requires an affirmative action

policy for all of its Contractors and Vendors as a condition of doing business with the Town, as

per Federal Order 11246. By signing the Proposal Sheet for this bid, all vendors and contractors

agree to this condition of doing business with the Town and should the Town choose to audit

their compliance, the vendor agrees to cooperate fully.

SPECIAL INSTRUCTIONS

1. This bid and any addenda will be issued on the Town of Manchester website at

http://GeneralServices.TownofManchester.org/default.cfm. It shall be the

responsibility of the bidder to download this information. THE TOWN OF

MANCHESTER WILL NOT MAIL A SEPARATE HARD COPY OF

ADDENDUM TO BIDDERS. Failure of any bidder to receive any such addendum or

interpretation shall not relieve such bidder from any obligation under his bid as

submitted. All addenda so issued shall become part of the Contract Documents. No

addendum shall be issued less than 2 calendar days before the due date unless it is to

change the due date.

2. There is a MANDATORY Pre-Bid Walkthrough on September 1, 2020 beginning at

10:00 a.m. at Mary Cheney Library.

3. Bid prices may not be withdrawn by bidder for 60 days after bid opening.

4. All questions or inquiries must be submitted at least 5 days before the bid opening.

5. The enclosed pre-addressed label must be attached to the envelope containing your bid.

http://generalservices.townofmanchester.org/default.cfm

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*** IMPORTANT ***

BID PROCESS CHANGES DUE TO COVID-19

Due to the current health crisis, the Department of General Services is changing the procedure for bid

openings.

1. Bid responses will be received at the time indicated in bid documents, but due to public

buildings being closed, vendors must contact General Services at (860) 647-3031 to make an

appointment to drop off their bid, or send their bid by FedEx, UPS or US Postal Service to be

received prior to the bid opening date and time.

2. Bid openings will be held virtually through Go To Meeting. Instructions for logging-in to the

virtual bid opening will be included in bid packets.

3. The virtual bid opening will be held **30 minutes** after responses are due, to give vendors

time to log-in.

4. The virtual bid opening will be exactly the same as a regular bid opening – General Services staff

will open the bid and read the results out loud. Results are not final until reviewed, tabulations

compiled and then posted/distributed to participants. In addition, the requesting department

will recommend an award after a complete review of the submissions.

We are learning more about COVID-19 every day, and our goal is to balance the health and well-being of

our community with the desire to keep Town business moving forward. We will be reassessing daily and

any changes will be posted on the General Services page at

https://generalservices.townofmanchester.org/

INSTRUCTIONS FOR ON-LINE BID MEETING

THE VIRTUAL BID OPENING WILL BE HELD SEPTEMBER 15, 2020 at 11:30 AM - 12:00 PM (EDT).

Please join my meeting from your computer, tablet or smartphone. https://global.gotomeeting.com/join/801487573

You can also dial in using your phone. United States: +1 (312) 757-3121

Access Code: 801-487-573

New to GoToMeeting? Get the app now and be ready when your first meeting starts: https://global.gotomeeting.com/install/801487573

https://generalservices.townofmanchester.org/https://global.gotomeeting.com/join/801487573tel:+13127573121,,801487573https://global.gotomeeting.com/install/801487573

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BOARD OF DIRECTORS

TOWN OF MANCHESTER, CONNECTICUT

RULES AND REGULATIONS FOR COMPETITIVE BIDDING

These rules and regulations have been adopted by the Board of Directors of the Town of

Manchester pursuant to Section 5-22 of the Town Charter. They are standard for all competitive

bidding proposals issued by the Town of Manchester, Connecticut for contracts of all types

where labor, materials and necessary equipment to complete work is to be furnished to the Town,

where the Town is to purchase supplies, materials and equipment, where the Town is to sell

surplus materials and equipment, or where the Town is to sell real estate. These rules and

regulations shall be binding upon all prospective bidders and the Town of Manchester.

GENERAL RULES

1. The Director of General Services may delete or modify any of the instructions to bidders for a particular proposal, indicating such change in the appropriate section of the proposal

documents. The Director of General Services may insert special instructions in any

special contracts which are subject to competitive bidding.

2. The attached proposal is signed by the bidder with full knowledge of, and agreement with, the general specifications, conditions and requirements of this bid.

3. Where appropriate, return copy of proposal on the enclosed form.

4. Submit proposal in an envelope marked with the bidder’s name and address on the upper left-hand corner.

5. Proposals sent by U.S. Mail should be addressed to Director of General Services, Town of Manchester, Lincoln Center, 494 Main Street, P.O. Box 191, Manchester, CT 06045-

0191. Proposals hand delivered by Federal Express, UPS or other persons shall be

delivered to Director of General Services, Town of Manchester, 494 Main Street,

Manchester, CT 06040. The enclosed pre-addressed label must be affixed to the

envelope containing your proposal.

6. Proposals received later than the time and date specified will not be considered. Amendments to, or withdrawals of bids received later than the time and date set for bid

opening will not be considered.

7. All bids shall be opened publicly and read aloud. Bidders may be present at the opening of bids. All bids shall be tabulated and copies of said tabulation shall be made available

to Bidders upon their request.

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8. All deliveries of commodities or services hereunder shall comply in every respect with all

applicable laws of the Federal Government and/or the State of Connecticut. Purchases

made by the Town of Manchester are exempt from payment of Federal Excise Taxes and

the Connecticut Sales Tax and such taxes must not be included in bid prices. Federal

Excise Tax exemption certificates, if requested, will be furnished.

9. The Bidder, where applicable, shall insert the price per stated unit and extend a total price

for each item. In the event there is a discrepancy between the unit price and the

extension, the unit price will govern.

10. Bidders shall, where applicable, submit terms for payment in spaces provided in the

proposal form, showing the amount of cash discount which shall apply to bid prices when

paid within the stated number of days in the proposal.

11. All inquiries, whether oral or written, shall be submitted within the time limitations

specified in the bid documents and shall be directed to the General Services Office, Town

of Manchester, 494 Main Street, P.O. Box 191, Manchester, CT 06045-0191, Telephone

Number (860) 647-3031. All information given by the Town except by written addenda

shall be informal and shall not be binding upon the Town nor shall it furnish a basis for

legal action by any bidder or prospective bidder against the Town.

12A. The Town reserves the right to reject any and all bids. To waive technical defects and to

make such awards including accepting a bid, although not the low bid, as it deems in its

sole discretion to be in the best interest of the Town. The Town reserves the right to

reject any bid if the bidder, any officer of the bidder, or any other company owned in

whole or in part by any officer(s) of the bidder, is delinquent in the payment of any taxes

or fees owed to the Town. The Town reserves the right to require a disclosure statement

from the bidder listing the name(s) of all officers of the company.

12B. In the event the Town determines that a contractor is delinquent in any payment due the

Town, then the Town may offset the delinquent amount due to the Town against the sums

owed the contractor.

13. The Town of Manchester may make such investigation as deemed necessary to determine the ability of the bidder to discharge a contract. The bidder shall furnish the Town with

all such information and data as may be required for that purpose. The Town reserves the

right to reject any bid if the bidder fails to satisfactorily convince the Town that he is

properly qualified by experience and facilities to carry out the obligations of the contract

and to satisfactorily complete the work called for herein, or if the bid is conditional in

nature.

14. Except where otherwise provided, a contract between the Town and a successful bidder shall consist of the Invitation to Bid, Specifications, Plans, Bid including Proposal sheet,

and Acceptance by the Town and these Rules and Regulations. Acceptance by the Town

may be by purchase order for the portion of the work awarded a contractor.

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15. All Invitations to Bid shall be publicly advertised on at least three (3) occasions in a newspaper having a general circulation within the Town of Manchester, Connecticut. The last advertising date shall be at least seven (7) calendar days before the date which is advertised for the opening of bids. 16. Copies of bids shall be made available to all interested persons for a fee to be determined by the Director of General Services which fee will be refundable at the discretion of the Director of General Services upon return of said documents. 17. Alternate bids shall not be accepted unless otherwise specified in the bid documents. 18. Any act or acts of misrepresentation or collusion shall be a basis for disqualification of any bid or bids submitted by such persons guilty of said misrepresentation of collusion. In the event that the Town enters into a contract with any bidder who is guilty of misrepresentation or collusion and such conduct is discovered after the execution of said contract, the Town may cancel said contract without incurring liability, penalty or damages. 19. In the event that any bidder wishes to protest the potential award of a bid or any

procedure of act in the advertising or soliciting of the bids, said bidder must make said protest in writing which shall state the reason therefore and request a conference with respect thereto. Said protest must be received in the Town, Office of General Services within FIVE (5) business days after the mailing of bid results or decisions.

20. A conference with respect to said protest shall be scheduled by the Director of General

Services forthwith and shall be attended by him or his designee and such other persons as the Director of General Services and the General Manager shall require to attend. The subject matter of said conference shall be limited to the reasons for the protest specified in the written request for said conference. Said conference shall also include a discussion of all possibilities for a resolution of dispute. The Town shall make a decision in writing within three (3) business days after said conference and forward the same to the protesting bidder forthwith.

21. In the event that any protesting bidder wishes to take legal action against the Town, he

must first fully comply with all of these Rules and Regulations, including those which have been changed by the Director of General Services pursuant to paragraph 1 herein.

22. Except for special instructions inserted in special contracts by the Director of General

Services pursuant to paragraph 1 herein, in the event of any conflicts between these Rules and Regulations and the terms and conditions of any document these Rules and Regulations shall prevail.

23. All Awards shall be made by the Director of General Services. 24. These Rules and Regulations, as revised, shall be effective as of June 23, 1993. Revised: April 14, 1981 March 13, 1984 August 1, 1989 June 23, 1993

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STANDARD INSURANCE AND INDEMNIFICATION REQUIREMENTS FOR BIDS, PERMITS AND THE USE OF TOWN FACILITIES

I. General Conditions: Within ten (10) business days of the award or notice, or prior to the start of

work, whichever comes first, the contractor/insured will provide, pay for, and maintain in full force and effect the insurance outlined here for coverage’s at not less than the prescribed minimum limits of liability. Such coverage is to remain in force during the life of the contract and for such additional time as may be required, and will cover the contractor/insured’s activities, those of any and all subcontractors, or anyone directly or indirectly employed by any of them, or by anyone for whose acts any of them may be liable.

A. Certificates of Insurance: The contractor/insured will give the owner a certificate of insurance

completed by a duly authorized representative of their insurer certifying that at least the minimum coverage’s required here are in effect and specifying that the liability coverage’s are written on an occurrence form and that the coverage’s will not be canceled, non-renewed, or materially changed by endorsement or through issuance of other policy(ies) of insurance without sixty (60) days advance written notice to the General Services Department. Failure of the owner to demand such certificate or other evidence of full compliance with these insurance requirements or failure of the owner to identify a deficiency from evidence provided will not be construed as a waiver of the contractor/insured’s obligation to maintain such insurance.

B. Insurer Qualification: All insurance will be provided through companies authorized to do

business in the State of Connecticut and considered acceptable by the owner.

C. Additional Insured: To the extent commercially available at no additional cost, the policy or policies providing insurance as required, with the exception of professional liability and workers’ compensation, will defend and include the owner and owner’s architects, directors, officers, representatives, agents, and employees as additional insureds on a primary basis for work performed under or incidental to this contract.

D. Retroactive Date and Extended Reporting Period: If any insurance required here is to be issued

or renewed on a claims-made form as opposed to the occurrence form, the retroactive date for coverage will be no later than the commencement date of the project and will state that in the event of cancellation or nonrenewal, the discovery period for insurance claims (tail coverage) will be at least 36 months.

E. Subcontractors’ Insurance: The contractor/insured will cause each subcontractor employed by

contractor/insured to purchase and maintain insurance of the types specified below. When requested by the owner, the contractor/insured will furnish copies of certificates of insurance evidencing coverage for each subcontractor.

F. Waiver of Subrogation: The contractor/insured will require all insurance policies in any way

related to the work and secured and maintained by the contractor/insured to include clauses stating each underwriter will waive all rights of recovery, under subrogation and otherwise, against owner, architect, and all tiers of contractors or consultants engaged by them. The contractor/insured will require of subcontractors, by appropriate written agreements, similar waivers each in favor of all parties enumerated in this section.

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G. Hold Harmless: The contractor/insured shall indemnify and hold harmless the owner and, if applicable, the engineer and their agents and employees from and against all claims, damages, losses and expenses, including attorney’s fees of counsel selected by the owner, arising out of or resulting from the performance of the work and /or the supplying of materials, provided that any such claim, damage, loss or expense (a) is attributable to bodily injury, sickness, disease or death, or to injury to or destruction of tangible property including the loss of use resulting therefrom, and (b) is caused in whole or in part by any negligent act or omission of the contractor/insured, any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable, regardless of whether or not they are caused in part by a party indemnified hereunder.

II. Insurance Limits and Coverage:

A To the extent applicable, the amounts and types of insurance will conform to the minimum terms,

conditions and coverage’s of Insurance Services Office (ISO) policies, forms, and endorsements.

B. If the contractor/insured has self-insured retention’s or deductibles under any of the following minimum required coverage’s, the contractor/insured must identify on the certificate of insurance

the nature and amount of such self-insured retention’s or deductibles and provide satisfactory

evidence of financial responsibility for such obligations. All self-insured retention’s or

deductibles will be the contractor/insured’s sole responsibility.

C. Commercial General Liability: The contractor/insured will maintain commercial general liability insurance covering all operations by or on behalf of the contractor/insured on an occurrence basis

against claims for personal injury (including bodily injury and death) and property damage

(including loss of use). Such insurance will have these minimum limits:

Minimum Limits: $1,000,000 each occurrence

$2,000,000 each occurrence if blasting is required

$2,000,000 general aggregate with dedicated limits per project site

$2,000,000 products and completed operations aggregate

$1,000,000 personal and advertising injury

Should blasting be required, all necessary permits for the use of explosives shall be obtained by

the contractor/insured or insured from the Fire Marshall.

D. Automobile Liability: The contractor/insured will maintain business auto liability coverage for liability arising out of any auto, including owned, hired, and non-owned autos.

Minimum Limits: $1,000,000 combined single limit each accident

E. Workers’ Compensation: The contractor/insured will maintain workers’ compensation and employer’s liability insurance.

Minimum Limits: Workers’ Compensation: statutory limit

Employer’s Liability: $1,000,000 bodily injury for each accident

$1,000,000 bodily injury by disease for each employee

$1,000,000 bodily injury disease aggregate

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TOWN OF MANCHESTER, CONNECTICUT

PUBLIC WORKS DEPARTMENT

SPECIFICATIONS

CUSTODIAL SERVICES – MANCHESTER PUBLIC LIBRARIES

A. INTENT AND SCOPE

The intent of these specifications is to obtain clean, well-appearing, and safe library buildings.

These specifications describe the custodial work, including daily inspection by the Contractor

that is required to meet that goal.

B. WORK LOCATION

The municipal buildings to be serviced and included in these specifications are as follows:

1. Mary Cheney Library, 586 Main St. Approximately 26,135 gross square feet

2. Whiton Memorial Library, 100 North Main St. Approximately 12,367 gross square

feet

C. DEFINITIONS

Whenever the following terms occur, they shall have the meaning given:

1. Chemically Sweep Floor: To sweep or mop floor with a chemically treated mop.

Remove gum or other foreign matter.

2. Clean Interior Glass: Dry wipe and use glass cleaner as needed on all interior

glass and bright metal surfaces, whether part of the building, furniture, or

equipment. This does not include windows in exterior walls.

3. Clean Bathroom Fixtures: To wash with an approved low odor disinfectant type

cleaner all toilet fixtures within the toilet rooms, including the floor, walls,

lavatories, urinals, toilets, wash tubs, sinks, basins and related equipment.

4. Clean Walls and Partitions: To wipe with cloth, clean water and detergent all

walls, partitions, rails, doors, and window frames.

5. Scrub Floors: To clean thoroughly with strong detergent solution and mop clean

with water.

6. Damp Mop and Buff Floor: Wash floor with mild cleaner sufficiently to remove

soil but not remove wax or finish. Apply a uniform coat of wax over the old

finish, then machine buff to a satisfactory finish.

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7. Dust Furniture: To wipe with treated duster, or cloth, all furniture and equipment

not a part of the building.

8. Dust Interior Surfaces: To dust all horizontal building surfaces such as rails,

windowsills, partitions, vents, and baseboards.

9. Empty Waste Receptacles: To empty all wastebaskets, recycling bins, or trash

receptacles containing any type of refuse to a designated storage area. Great care

shall be exercised to insure that only material intended by the library to be thrown

away is thrown away.

10. Lock Up: After completion of cleaning services to remove all cleaning materials

and equipment and return to appropriate storage areas.

11. Refill Dispensers: To clean all soap dispensers and trays, and refill with soap.

Refill all toilet tissue, towel and baby changing table pads.

12. Shampoo Carpets: Thoroughly vacuum, spot clean and shampoo all permanently

installed carpeting, including any necessary moving about of furniture resting

upon the carpeting.

13. Spot Clean: To perform the standard cleaning functions not specifically listed but

necessary to maintain a level of cleanliness that is satisfactory to the Library

Director of his designee; to perform standard cleaning functions more often than

the listed frequency if required by unusual weather or other conditions. Spot

cleaning to include, but not restricted to, wiping soil or finger marks from all

surfaces, especially around light switches, doors, water fountains.

14. Strip, Wax, and Buff Floor: To thoroughly wash floors and bottoms of walls with

suitable cleaner to completely remove wax and soil, apply new wax uniformly

and machine buff to a satisfactory finish.

15. Vacuum Rugs and Carpets: To clean carpets with suitable heavy-duty power

vacuum cleaner, using cleaner for spots and stains that cannot be cleaned with the

vacuum.

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D. HOURS OF OPERATION

Major cleaning operations by the Contractor shall be carried on outside of the normal working

hours at each of the Library Buildings except for Sundays as noted in Section I A. Normal

working hours are as follows:

Mary Cheney Library

Monday through Thursday 9:00 a.m. – 9:00 p.m.

Friday and Saturday 9:00 a.m. – 5:00 p.m.

Sunday (Typically open 25 Sundays per year) 1:00 p.m. – 5:00 p.m.

Whiton Memorial Library

Monday through Friday 10:00 a.m. – 5:00 p.m.

Saturday (Scheduled to open 13 Saturdays per year) 9:00 a.m. – 5:00 p.m.

Hours are subject to change.

These hours are not applicable for the holidays observed by the Manchester Public Library.

These hours may change from time to time.

The performance of these services shall be of a type, and so scheduled, as not to interfere with

the normal office procedures or the normal use of the buildings by the general public.

The Contractor shall submit a schedule of operations he plans to follow at each building.

E. SUPPLIES

All supplies including paper towels, toilet tissues, paper cups, hand soaps, light bulbs and

fluorescent bulbs, and all other consumed items will be supplied by the library.

The Contractor will furnish other equipment and supplies for his use, such as floor machines,

dust cloths, waxes, detergents, polishes, and any other supplies or equipment needed to properly

fulfill the Contract.

The Town will supply sand and salt for treatment of steps, ramps and walkways, paper products,

hand soaps, and air fresheners.

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F. CLEANING SERVICES

1. DAILY – ALL BUILDINGS

The following services shall be performed on a daily basis for all office and public areas,

lobbies, halls, stairs and stairwells, elevators, and coffee rooms:

a. Clean all floors and stairways by damp mopping using clean water with

appropriate amounts of disinfectant as required.

b. Vacuum and spot clean all hallway and office carpets.

c. Vacuum and spot clean storm rugs and mats.

d. Empty all waste containers and recycling containers and place in appropriate

barrels or dumpsters provided at each building.

e. Remove finger marks and smudges from interior and exterior door glass, partition

glass, railings, tabletops, and all other highly polished surfaces.

f. Clean all sinks not located in rest rooms and keep soap, towel, and cup dispensers

filled.

g. Clean drinking fountains.

h. Sweep exterior steps and pick up litter including cigarette butts from around

entrances and public areas of the exterior of the building.

i. Move light furniture as required.

j. Dust all interior surfaces in the main lobby, Reference Room, Children’s Room,

and Video Room at Mary Cheney and the main lobby at Whiton library.

k. Notify Library Director or designee of any building maintenance issues including

defective lighting.

l. Pick up litter from lawn, planting beds, and parking areas immediately

surrounding building.

m. Other miscellaneous custodial duties as required.

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2. DAILY – REST ROOMS

a. Clean and disinfect all hand basins, diaper changing stations, toilet bowls, sinks,

and urinals; clean and refill all dispensers.

b. Scrub all toilet and rest room floors including base cove moldings; clean mirrors

and wipe down walls and partitions.

c. Empty refuse containers.

3. WEEKLY – ALL BUILDINGS

The following services shall be performed on a weekly basis for all office areas and

public areas, lobbies, halls, stairs, stairwells, and coffee rooms:

a. Hand dust all interior surfaces including but not limited to all furniture, horizontal

surfaces to six-foot height, iron railings, display cases, door panels, window sills,

portable partitions and baseboards (particularly where floors have been scrubbed).

DO NOT DISTURB PAPERS ON DESKS, TABLES, AND FILING

CABINETS.

b. Damp mop and buff all uncarpeted floors.

4. MONTHLY – ALL BUILDINGS

The following services shall be performed on a monthly basis:

a. Spot clean doors and walls as required.

b. Chemically sweep floors in basement, basement closets, and basement storage

areas.

c. Wash wastebaskets.

d. Dust all windows and shades.

e. Dust all artificial plants in public refuge areas.

f. Dust horizontal surfaces over six (6) feet high.

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5. SEMI-ANNUAL – ALL BUILDINGS

a. Strip, wax and buff all uncarpeted floors.

b. Shampoo carpets typically in May and November.

c. Vacuum drapes and/or clean window treatments in place.

d. Vacuum light fixtures and air ventilation duct grills.

e. Top of main entry at both libraries to be dusted and cleaned.

G. OTHER DUTIES AND SERVICES

1. Opening of buildings includes all public service areas as well as turning on lights,

unlocking of entrances and disarming alarms. Days of the week and time of day

that the library is open are listed in Section D of these specifications.

Mary Cheney Library

a. Staff Entrance – Rear of building.

To be opened for staff no later than 8:00 a.m.

b. Public Entrance – To be opened promptly at 9:00 a.m.

c.. Empty and lock up Book Drop when front door unlocked.

Whiton Memorial Library

a. North Main Street Entrance

To be opened promptly at opening time Monday through Saturday.

b. Old Main Street Entrance

To be opened promptly at opening time Monday through Saturday. Days of the

week and time of day that the library is open are listed in Section D of these

specifications.

2. Closing Routine

Mary Cheney Library and Whiton Memorial Library

a. Entrances should be locked promptly at 8:30 p.m., 9:00 p.m. or 5:00 p.m. as per

each day’s scheduled hours of closing.

b. Preliminary closing routines may be performed in areas not open to general public

or used by staff during evening hours to ensure building security.

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c. Final closing routines are to be performed in public areas and areas used by the

staff after 9:00 p.m. or 5:00 p.m. on Fridays and Saturdays.

d. Building Check – Entire building to be checked including any electrical

appliances in the staff lounge and kitchen area. Public restrooms are to be

checked also.

e. Windows and Doors – Secure all windows and doors.

f. Lights – Turn off all lights except for those designated as night-lights.

g. Alarm – Set building alarm system.

h. Book Drop – Unlock book drop for overnight use by the general public.

i. Other related duties as required or needed.

3. Book and Supply Deliveries

a. Daily pick-up and delivery of books and supplies from one library to the other and

back.

4. Book Drop

a. Weekends: Empty as needed.

b. Holidays: Books shall be emptied on all holidays except New Years, July 4th

,

Thanksgiving Day and December 25th

.

5. Special Cleaning Routines

a. Any items needing major cleaning, mending, or repairs to be reported to the

Library Director or designated supervisor.

b. All appliances – kitchen type; to be cleaned monthly.

c. Patios and drains – West and South side of Mary Cheney and North side at

Whiton, to be swept and kept free of debris (bottles, cans, tree limbs, etc.). To be

performed as needed.

d. Strip and rewax tile floors. Library must be notified 5 days prior to this operation

so they can make any special arrangements needed to accommodate the operation.

To be performed twice a year at both libraries.

6. Lights and Light Fixtures

a. Report any outages to library staff.

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7. Storm Maintenance and Other Related Duties During Cleaning Hours

a. Sand and salt steps when necessary for the safety of your employees.

8. Emergencies

For all emergencies such as unlocked doors, open windows, furnace failure, etc., the

custodial staff shall notify the Police Department to contact the Public Works on call

person.

Custodians may be called to take care of emergencies that may occur during regular

library hours when no custodian is scheduled for duty. These emergencies may include

clogged toilets, soiled rest rooms. Response time shall be less than one hour. The

contact phone number should not accrue long-distance telephone charges for either

library building.

For emergency call outs outside of normal working hours, the Town will

compensate the Contractor for a minimum of three hours at their hourly rate of pay

indicated on the proposal sheet.

9. Fill out and sign daily log book for each building and leave in specified location.

Cleaning personnel shall initial that required cleaning was performed for each

office area as outlined and within these specifications. Notify the Library

Director or designee immediately of any emergency situations.

The custodian’s log book at each building shall be checked daily for messages

and complaints left there by the Library Director or designee or his

representatives, and all instructions are to be carried out promptly.

10. By mutual consent of the Town and Contractor, other duties, responsibilities,

areas, or buildings not already provided for in this contract may be added to or

deleted from this contract. Compensation for these duties shall be negotiated

between the Town and Contractor.

11. Contractor shall also be required to perform the following work items as part of

their normal duties.

a. Check all interior lighting and record in the log book any lighting deficiencies, including emergency exit lights as required.

b. Carry boxes and cartons weighing not more than fifty (50) pounds between offices and buildings outlined as required. A hand truck will be

available.

c. May be required to assist Town staff in moving of furniture and equipment

during normal business hours.

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H. SPECIAL PROGRAMS AND SUNDAYS

1. Custodian on Sundays shall be present during working hours to perform all duties

required. Custodian shall arrive 30 minutes before and stay 15 minutes after

working hours.

2. Custodial staff may be requested to be on duty for special programs or meetings,

at either building. Billing for custodial services for such programs should be

made directly to the organization needing this service. Arrangements for this type

of program are to be checked and cleared with the staff member of the Library in

charge of programming. Custodian will be required to assist with program set-up

and takedown.

I. NIGHT MEETINGS

For all night meetings – check with Library Director or designated supervisor for procedures to

follow before beginning closing routine.

J. CONDUCT OF WORK

1. All services shall be performed in a workmanlike manner in conformance with

standard and acceptable cleaning industry practices.

2. Any furniture that is moved for the convenience of cleaning must be returned to

its original place. Chairs, stools, wastebaskets, and similar articles must not be

placed on desks, file cabinets, etc.

3. If staff changes are made by the Contractor, new personnel must be accompanied

by experienced personnel for at least one shift in order to become familiar with

the buildings and procedures.

4. The Contractor shall be responsible for all loss of or damage to Town property

resulting from cleaning service operations.

5. The Contractor shall prohibit his employees from disturbing papers on desks,

opening desk drawers or cabinets, or using telephone or office equipment located

in the buildings.

6. Only material placed in or on a waste receptacle shall be removed from any office

unless clearly marked for disposal or recycling.

7. Paragraph F outlines the frequency of services. However, it is understood and

agreed that these services shall be performed more frequently and without

additional cost, if necessary, to maintain a satisfactory level of cleanliness (for

example, spot cleaning of floors during wet weather).

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K. CONTRACTOR’S PERSONNEL AND SUPERVISION

The Contractor shall give adequate supervision, satisfactory to the Town of Manchester, to all

employees engaged in work under the contract. Contractor’s personnel must be able to

communicate effectively both in written and oral form with Town staff. The Town reserves the

right to request the Contractor to remove for any reason, personnel who are servicing the facility.

The Contractor shall provide to the Library Director, or his designee annual Statewide police

background checks for all those employees engaged in work at any Town facility. Updates to

this information will be required when any violation has been made by any employee working at

any Town facility. The Contractor shall follow the recommended procedures for handling and

disposal of blood and bodily fluids/materials as stated in the OSHA standard 191—1030

occupational exposure to blood borne pathogens. The Contractor shall provide their own

training as required for all employees working at Town facilities.

L. SERVICE QUALITY INSPECTIONS AND DEDUCTIONS

The owner may provide for inspection at any time of any part of the Contractor’s work. The

Contractor shall be notified of such inspection the morning of the inspection and provide

adequate cooperation with any inspector assigned by the owner to permit him to determine the

Contractor’s conformity with these specifications and the adequacy of the cleaning work being

performed. It is expected that all areas, especially public areas such as hallways, foyers,

stairwells, bathrooms, entrances, and exits must comply with maintenance tasks outlined in these

specifications. Each area shall be inspected against the tasks outlined in these specifications and

each task shall be rated on a pass/fail basis. For each task which receives a fail rating a $50.00

reduction shall be made on the monthly bill for that building up to a maximum of $250.00 per

building. The Town of Manchester reserves the right to terminate this contract due to

unsatisfactory performance by the Contractor. Unsatisfactory performance shall be considered

three consecutive months of maximum reductions.

M. PROPOSAL INFORMATION

Bidder shall submit separate prices for each of the municipal buildings. Award of contract will

be made in total to one bidder.

N. PROPOSAL EVALUATION AND BID AWARD

The Town will evaluate all information submitted and received in the proposal and reference

checks and reserves the right to reject any and all bids, to waive technical defects, and to make

such awards, including accepting a bid although not the low bid, as the owner deems to be in its

best interest. The contract award will be based on the total bid price.

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O. CONTRACT

These specifications shall be incorporated in a contract between the Town and the successful

bidder. All work performed in accordance with said contract shall comply in every respect with

all applicable laws and safety standards of the Federal Government, State of Connecticut, and the

Town of Manchester.

P. TERM OF CONTRACT

The original term of the contract will be for twelve months starting approximately October 1,

2020 for those buildings listed in Paragraph B. The Contractor shall not transfer, sublet, or

assign the contract for custodial services by Power of Attorney or otherwise to any person, firm,

or corporation, or in any way vary the terms of the contract without written permission from the

Town. The Contractor has the right to terminate with a ninety (90) day written notice. The

Town reserves the right to terminate the contract at any time during its term due to non-

appropriation of funds. Such termination shall be effective sixty (60) days after giving written

notice to the contractor that the Town is terminating the contract.

Q. EXTENSION OF CONTRACT

The contract shall include an option whereby it may be extended on a yearly basis beyond its

original term for a maximum period of five (5) additional years. The extension of the contract

shall be by mutual agreement of both the Contractor and the Town and shall be consummated (3)

months prior to the date the contract is due to expire. Said extension shall be at the bid price for

the last year of the contract, unless the Contractor requests in writing a cost of living adjustment.

If agreed by both parties, said adjustment shall be made on the following basis:

1. The price adjustment shall be equal to the percentage increase or decrease in the

Bureau of Labor Statistics Consumer Price Index, (Base 82-84-100) all Urban

Consumers, before season adjustment. Adjustments will be made yearly to the

total annual bid price beginning at the anniversary date of the contract. Fractions

of one percent (1%) will be carried to one place after the decimal only.

2. A review of the Consumer Price Index will be made for the latest twelve month

period available two (2) months prior to the anniversary date. The price

adjustment, either up or down, will be effective through the ensuing twelve

months if the contract is extended beyond its original term. For example, the

adjustment for a contract year beginning September 1, 2012 will be calculated

based upon the Consumer Price Index information available on July 1, 2012.

Adjustments for years following the first year extension will be made in the same

manner based upon the adjusted bid price of the previous year. The per event and

hourly rates will not be adjusted.

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The Contractor hereby agrees to accept payment adjusted in this manner as full compensation for services rendered. If the Contractor does not request a cost of living adjustment in writing at the time the contract is extended, no price adjustment will be considered until the next anniversary date of the contract and the adjustment will not be cumulative (i.e. more than one year or twelve month period).

R. METHOD OF PAYMENT The Town will pay the Contractor(s) the contract price in monthly installments, and the monthly payments shall be determined by dividing the annual cost by 12 for the particular year in which the contract is in force. Such payments shall be made by the 20th day of the following month after the month of service or within 20 days of receipt of the monthly bill, whichever is later. For example, for service performed through January, payment shall be made by February 21 if the invoice is received by February 1. If the invoice is received after February 1, the payment will be within 20 days of receipt of the invoice. S. QUALIFICATIONS OF BIDDERS Due to the nature of this contract, Contractor shall have offices in the Greater Hartford area. Each bidder must show evidence of having satisfactorily carried out a similar contract(s) for a period of at least five (5) years. This five-year experience must have been within the last ten years. This evidence must include five (5) letters from clients served commenting on the quality of service and stating whether the client responsible for administering the contract would extend it based upon past performance of the Contractor. These letters of reference must be provided to the Town upon request. T. HOURLY RATES Each bidder shall submit with this bid a statement of hourly rates for each class of employee to be used in the performance of work. Such rates are to be used in computing additions to or deductions from the monthly payments to the Contractor for changes to the specified duties and services or for extra work required by the owner. Each hourly rate shall include direct wages, fringe benefits and Contractor’s overhead and profit. U. MATERIAL SAFETY DATA SHEETS Contractor will provide Material Safety Data Sheets to the Town for all chemical cleaning agents used under this contract. V. MANCHESTER LIVING WAGE ORDINANCE This bid is subject to the provisions of the Town of Manchester Living Wage Ordinance. A summary description of the ordinance and the certification form is attached. Contractors are asked to indicate on the attached Certification Form if your firm would be considered a covered employer. The Certification Form shall be returned to the Town with the proposal.

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Summary Description for Vendors Regarding

Manchester’s Living Wage Ordinance

Effective February 1, 2010, the Town of Manchester adopted a living wage ordinance. This

Summary Description is designed to provide any vendor bidding on a Town of Manchester

contract with the key provisions of that ordinance. It does not contain the full ordinance.

LIVING WAGE REQUIREMENT:

The ordinance requires that companies awarded service contracts by the Town of Manchester

exceeding $25,000 in any one fiscal year pay their Eligible Employees a living wage.

Companies considered Covered Employers subject to this requirement are defined below. The

Town of Manchester has determined that the contract resulting from this bid or Request for

Proposals will be subject to the ordinance if the total contract value is $25,000 or more in any

one fiscal year.

The living wage is currently calculated to be $13.88/hour for employees that are provided

comprehensive health care benefits, or $17.87/hour for employees that are not provided

comprehensive health care benefits.

The living wage and health benefit requirements are adjusted annually each July, effective July

1, 2010. Companies will be required to pay the applicable living wage rate in effect during the

term of their contracts.

COVERED EMPLOYERS AND EXEMPTIONS:

The ordinance requires that Covered Employers pay the living wage rate. Certain employers are

excluded from paying the living wage rate. They are as follows:

- Non-profit organizations as defined by the ordinance, and

- Entities that employ less than 25 eligible employees.

ELIGIBLE EMPLOYEES:

Eligible employees are all permanent, full time employees of the company (defined as a

normal work week of at least 30 hours), working in the State of Connecticut, not just those

working on the Town contract. The following are not considered eligible employees for the

purposes of the living wage requirement:

- Employees with a normal work week of less than 30 hours.

- Seasonal or temporary employees.

- Employees under the age of 18.

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- Employees hired as part of a school-to-work program.

- Students who serves in a work-study program or as an intern.

- Trainees participating for not more than six months in a training program.

- Employees enrolled in a governmentally funded vocational rehabilitation program.

- Volunteers working without pay.

- Employees exempted under Section 14(c) of the Fair Labor Standards Act due to disabilities.

- Any person whose wage rate is subject to a federal or State of Connecticut statute or regulation mandating a prevailing wage rate.

EMPLOYER OBLIGATIONS:

Covered Employers are required to do the following pursuant to the ordinance.

- Certify with the submission of their bid or proposal a) that they will pay the required living wage to eligible employees if awarded a contract, or b) that they are exempt from

requirements of the ordinance,

- Upon award, covered employers shall provide the Town a sworn affidavit affirming that all eligible employees of the covered employer working in the State of Connecticut are receiving

the living wage and health benefits required by this ordinance.

- This sworn affidavit shall be provided thereafter on an annual basis within 30 days of a request being made by the Town if the duration of the contract exceeds one (1) year.

- Notify their employees of their rights under the Living Wage Ordinance by posting a copy of the ordinance and other materials prepared by the Town of Manchester in locations where

employees will see them.

- Make best efforts to attempt to hire residents of the Town of Manchester for all new positions which result from a service contract subject to the ordinance.

PROHIBITED PRACTICES:

- Covered Employers cannot decrease non-wage benefits (such as insurance, vacation, or pension) as a means of complying with the living wage requirements.

- Covered Employers cannot retaliate or discriminate against any employee for making a complaint against the covered employer regarding compliance with living wage

requirements.

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ENFORCEMENT:

The Town may enforce the provisions of this ordinance by the imposition of fines, suspension of

contract or declaring the Covered Employer ineligible for future contracts.

WAIVERS:

The ordinance provides for the waiver of certain requirements in the ordinance. However, no

waivers will be considered until the bidding process has been completed and a contract has been

awarded. Requests for waivers must be made by the Covered Employer, in writing, to the

General Manager. The General Manager shall submit the waiver request to the Board of

Directors, which shall have the sole discretion as to whether it is granted.

The above is intended to be a summary of the requirements of the living wage ordinance as

they affect covered employers and is provided for informational purposes only. Employers

should read the entire Living Wage Ordinance. It can be found online at

www.townofmanchester.org on the left side of the page. Click on Document Center, scroll

to General Services and click on Living Wage Ordinance.

http://www.townofmanchester.org/

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TOWN OF MANCHESTER

LIVING WAGE CERTIFICATION FORM

The Town of Manchester has determined that this contract may be subject to the provisions of

the Manchester Living Wage Ordinance, Chapter 212 of the Manchester Code of Ordinances,

Sections 212-1 through 212-11.

Bidders are required to indicate whether they are a Covered Employer as defined by the

Manchester Living Wage Ordinance or are exempt from the requirements by marking the

appropriate section below. FAILURE TO INDICATE MAY RESULT IN THE

REJECTION OF YOUR BID.

I/We are a covered employer and shall pay the required living wage to eligible

employees and comply with the requirements of the ordinance during the term of the

contract.

Or that:

I/We are not a Covered Employer and therefore not subject to Manchester’s Living

Wage Ordinance for the reason indicated below:

____ Charitable foundations, charitable trusts or nonprofit agencies or nonprofit

corporations, provided that the foundation, trust or nonprofit agency or

corporation is exempt from federal income taxation and may accept

charitable contributions under Section 501 of the Internal Revenue Code of

1986, or any subsequent corresponding internal revenue code of the United

States, as from time to time amended.

____ Bidder employs less than twenty five (25) eligible employees.

____ Annual contract value is less than $25,000.

I, of do hereby certify

Officer, Owner, Authorized Rep. Company Name

that the representations made above are accurate for :

Bid Name or RFP Name

Signed by: Dated:

TO BE RETURNED WITH BID OR RFP SUBMISSION.

Page 1 of 2

TOWN OF MANCHESTER

GENERAL SERVICES DEPARTMENT

494 MAIN STREET - P.O. BOX 0191

MANCHESTER, CONNECTICUT 06045-0191

BID NO. 20/21-10

PROPOSAL

for

CUSTODIAL SERVICES - MANCHESTER PUBLIC LIBRARIES

I, We, the undersigned hereby agree to furnish all supplies and services at the prices named herein,

subject to and in accordance with the Specifications and Conditions contained in the Invitation to Bid,

Standard Instruction to Bidders and Specifications, all of which are made a part of this proposal.

Services provided for the first year’s contract shall be paid on a monthly basis, determined by the year’s

contract price divided by twelve (12).

CUSTODIAL SERVICE AREA YEARLY AMOUNT

I. MARY CHENEY LIBRARY $

Per Event Cleaning to Shampoo Carpets:

Reference Room $ per x 2= $

Children’s Room $ per x 2 = $

Howroyd Room & Work Room $ per x 2 = $

Mending Room (Basement) $ per x 2 = $

Work Room (Basement) $ per x 2 = $

Basement Stacks $ per x 2 = $

External Window Cleaning (both inside and $ per x 1 = $

Outside of prime windows and storm windows)

2. WHITON MEMORIAL LIBRARY $

Per Event Cleaning to Shampoo Carpets:

Children’s Room $ per x 2= $

Children’s Program Room $ per x 2 = $

Kings Daughters Room $ per x 2 = $

External Window Cleaning (both inside and $ per x 1 = $

Outside of prime windows and storm windows)

GRAND TOTAL $

Page 2 of 2

HOURLY RATES

The following hourly rates are to be used for Contractor reimbursement in performing additional

work or deductions for deletions in specified duties:

Job Title: ______________________________ Hourly Rate: _______________

Job Title: ______________________________ Hourly Rate: _______________

Job Title: ______________________________ Hourly Rate: _______________

Bidder shall submit with the bid proposal three letters regarding experience in the field.

Attached are letters from:

Name Title

Organization

Telephone No. Email

Name Title

Organization

Telephone No. Email

Name Title

Organization

Telephone No. Email

BIDDER

ADDRESS

SIGNED BY TITLE

NAME (PLEASE PRINT) DATE

TELEPHONE FAX

EMAIL