Request for Proposal (RFP)
Cleaning Services and
Biohazardous Waste Cleanup
Release Date:
July 01, 2024
Deadline for Submittal:
July 22, 2024
City of Richmond
Police Department
INTRODUCTION
The City of Richmond’s Police Department is soliciting proposals from qualified cleaning vendors to provide comprehensive cleaning services, specialized biohazardous waste cleanup and removal services, and perform marijuana destruction (with a court order ).
The objective of this RFP is to ensure a clean, safe, and sanitary environment in the Police Department facility and public spaces, adhering to the highest standards of public health and safety.
This request for proposal (RFP) outlines the requirements and expectations for the services needed. Proposers are required to read and understand all the information contained within this entire Proposal package.
PROJECT BACKGROUND / DESCRIPTION
The City of Richmond Police Department is maintaining its facility in pristine condition to enhance the quality of life for its residents, employees, and visitors. This includes routine cleaning, maintenance, and the proper handling and disposal of biohazardous materials, which require specialized expertise and procedures. The scope of service through this RFP includes regular cleaning operations, deep cleaning tasks, and the safe removal and disposal of biohazardous waste in compliance with local, state, and federal laws and regulations.
The term of this service contract will be for one (1) year with an anticipated amount for this contract of $10,000 and an option to renew for two (2) additional years by means of a mutual agreement of both parties.
PROPOSAL REQUIREMENTS
The proposal should be concise, well organized, and demonstrate the proposer’s qualifications and experience applicable to the Project. It should be straightforward and provide “layman” explanations of the technical and legal terms used.
All proposals will be scored as follows and the criteria upon which the evaluation of the proposals will be based include but are not limited to the following.
All contractors will be required to be Livescan and/or participate in a background check to be conducted by the Police Department. Any contractor that does not meet or clear the background check will be forbidden from participating in the scope of work.
Contractors shall be required to be on call 24/7/365 and must be able to respond within 4 hours of the call out.
A. Qualifications and Experience (35 points)
a) Provide a brief description and overview of the company. b) Description of experience with similar projects.
c) Description of cleaning processes and techniques and how regulatory compliance and safety standards are met
d) List of at least three references from clients with similar needs.
e) Provide relevant licenses, permits, endorsements, certifications, and insurance details.
f) Detailed approach to delivering the services outlined in the Scope of Work. g) Quality control measures and reporting mechanisms.
Compliance with safety and regulatory requirements
h) Follow all precautions and safety regulations as outlined by the Department of Industrial Relations (DIR) and Occupational Safety & Health Administration (OSHA).
i) Cannot use any banned chemicals or cleaning agents as defined by the Food and Drug Administration (FDA).
j) All biohazard waste handling, clean-up, and disposal work by Contractor shall be done according to the California Department of Public Health protocol and procedures, OSHA Standards, City of Richmond standards and laws, and any other applicable local, state, and federal laws and regulations.
B. Cost (30 points)
Provide a detailed breakdown of costs, including but not limited to:
a) Cleaning and Biohazard Cleaning Services:
• Hourly rate or fixed price per square foot
• Cost of supplies, equipment, and protective gear
• Specific tasks included in cleaning
• Procedures for handling and disposing of biohazard materials • Any additional fees or charges
b) Emergency Response Services:
• Hourly rate or fixed price per incident
• Response time guarantees
• Any additional fees or charges
C. Scope of Services (35 Points)
This scope of work establishes the minimum requirements for providing regular cleaning and disinfecting services and biohazardous material clean-up and removal services.
a) Clean and disinfect the Police Department gym , bunk house, and temporary holding facilities.
b) Clean and disinfect Police Department vehicles.
c) May be required to clean and disinfect other facilities in the Police Department on an as -needed basis, such as the Crime Scene Tech Room, Property Room, etc.
d) Follow protocol for properly cleaning, disinfecting, and sanitizing crime scenes, including bodily fluids and controlled substances. Crime scenes may include residential areas, commercial areas, vehicles, and open- air public and private areas within the City of Richmond.
e) Remove and properly dispose of biohazardous waste. Biohazard waste cleanup must include, but not limited to, the removal of feces, urine, drug paraphernalia, sharps, clothing, sewage discharge, vomit, and blood. f) Respond to crime scenes, traffic collisions, jails, City buildings, City property, and City vehicles to completely remove all biohazards , erase all stains, disinfect the scene and properly dispose of solid waste or solid biohazards. g) Marijuana destruction (with a court order).
h) Contractor must keep a Record of Destruction log to include (but not limited to) the date, time, substance, name, signature, and location of destruction or disposal/quantity, etc. that will be submitted to the Police Department monthly.
i) Contractor must photograph each site before and after cleaning and provide an electronic copy [e.g. .pdf or .jpg] of each photograph and location to the City of Richmond Police Department.
EVALUATION AND SELECTION PROCESS
All proposals shall be reviewed to verify that the Proposer has met the minimum requirements. Proposals that have not complied with requirements do not meet minimum content and quality standards or make unacceptable exceptions to the General Terms and Conditions of the Service Agreement, will be eliminated from further consideration. Proposals will be reviewed and evaluated by an evaluation committee comprised of City of Richmond personnel.
A. Contractor Assignment of Sub-Contract
The resulting contract shall not be assigned, transferred, or sublet, in whole or in part, without the prior written approval of the Police Department. If Offerors intend to subcontract any portion of the resulting contract, they must describe their process for selecting such subcontractor(s) and the quality control measures that the Offeror will employ to ensure that any subcontractor complies with the provisions of Offeror’s contract with the Department.
B. Exceptions to this Request for Proposals
The proposer shall state whether it takes exception(s) to this RFP, including but not limited to the City of Richmond’s Standard Services Agreement – RFP (Attachment 1) .
If the proposer does take exception(s) to any portion of the RFP or contract, the specific portion to which exception(s) is taken must be identified by section number and explained. Requests for changes or additions to sections of the City of Richmond’s Standard Services Agreement must be made by requesting deletion of specific words and/or by providing the newly requested contract language. Requests for complete replacement of the City of Richmond’s Standard Services Agreement for another contract will not be granted. Failure to make exceptions to the RFP or Standard Services Agreement within the proposal will be deemed a waiver of any objection. Exceptions will be considered during the proposal evaluation process.
C. Statement of Impartiality and Disclosure
This proposal shall include a statement declaring that the proposer and sub-consultants are not currently, and will not, during the performance of these services, participate in any other similar work involving a third party with interests currently in conflict or likely to conflict with the City of Richmond’s interests. Additionally, the proposer is required to
disclose any pending or active investigations or litigation that may affect the reputation or ability of the proposer to carry out the Project.
PROCESS FOR SUBMITTING PROPOSALS
Questions Concerning Request for Proposals
Please do not contact staff directly regarding this Proposal as they will not be answered.
All questions must be submitted via the electronic BidsOnline system on the Q&A tab by 5:00 pm PST, on July 15 , 2024. If the City finds it necessary to issue an addendum, prospective Offerors will receive an e-mail notification of the addendum.
Otherwise, answers to questions received will be provided on the Q&A tab as soon as practical. It is the proposer’s responsibility to periodically check the BidsOnline website www.ci.richmond.ca.us/ bids for any possible Addenda to the RFP that may have been posted.
Any party submitting a proposal shall not contact or lobby any City Council member, City official, employee (except those specified for contact), or agent regarding the RFP. Any party attempting to influence or circumvent the RFP, bid submittal, and review process may have their proposal rejected for violating this provision of the RFP.
Interested parties may download copies of the above-mentioned proposal by visiting the City's website, to download the RFP, new vendors will be required to register. Once the vendor downloads any documents relative to a solicitation, that vendor's name will appear on the Prospective Bidders list for that project and will receive any addenda or notifications relating to the RFP.
Submission of Proposals
Please submit your proposal via the City of Richmond's BidsOnline system. Proposals submitted by facsimile or e-mail are not acceptable and will not be considered.
The proposal and any required certifications shall be signed by an individual or individuals authorized to execute legal documents on behalf of the proposer.
Proposer is responsible for submitting its entire proposal package with all required submittal documents and any modifications or revisions to the Bidsonline system before the deadline. Any proposal, modification, or revision received by the City of Richmond after the exact time specified for receipt of proposals is “late” and will may be considered.
The City of Richmond reserves the right to waive inconsequential irregularities.
GENERAL GUIDELINES
This RFP does not commit the City of Richmond to award a contract, to defray any costs incurred in the preparation of a proposal pursuant to this RFP, or to procure or contract for work. The City of Richmond may reject a proposal without providing the reason(s) underlying the declination. A failure to award a contract to the proposer with the lowest cost proposal shall not constitute a valid cause of action against the City of Richmond.
The City shall not be responsible for work done, even in good faith, prior to final approval of the proposed contract. The City may investigate the qualifications of any respondent
under consideration, require confirmation of information furnished by the respondent, and require additional evidence or qualifications to perform the Services described in this RFP.
The City reserves the right to:
1. Reject any or all proposals.
2. Issue subsequent Requests for Proposal.
3. Postpone opening for its own convenience.
4. Remedy technical errors in the Request for Proposal process.
5. Negotiate with any, all, or none of the Proposer.
6. Solicit best and final offers from all or some of the Proposer.
7. Select one or more Proposer.
8. Accept other than the lowest proposed fees.
9. Waive informalities and irregularities in proposals.
Public Records
All proposals submitted in response to this RFP become the property of the City of Richmond and public records and, as such, may be subject to public review. Documents protected by law from public disclosure will not be disclosed by the City of Richmond if clearly marked with the word "confidential" on each applicable page. Trade secrets may be marked as confidential only to the extent they meet the requirements of California Government Code section 6254.7. Only information claimed to be a trade secret at the time of submittal to the City of Richmond and marked as "confidential" will be treated as a trade secret.
Insurance Requirements
The City of Richmond requires consultants doing business with it to obtain insurance.
The Proposer will also be required to maintain the necessary insurance, including general liability and automotive insurance with all necessary endorsements/exclusions and provide an updated COI insurance once expired.
Business Licenses
The successful Contractor and all subcontractors used in the work will be required to hold and obtain a City of Richmond business license that is renewed annually. Please check the City of Richmond website for business license fees and requirements.
Compliance with City Ordinances
The contractor and all subcontractors shall comply with the City of Richmond Nondiscrimination Clauses in City Contracts Ordinance ( Richmond Municipal Code
(RMC) Chapter 2.28), Business Opportunity Ordinance ( RMC Chapter 2.50 ), Local Employment Program Ordinance ( RMC Chapter 2.56), Living Wage Ordinance ( RMC Chapter 2.60) and Ordinance Banning the Requirement to Provide Information of Prior Criminal Convictions on all Employment Applications (“Ban the Box”) ( RMC Chapter
2.65), which are incorporated into the Contract Documents by this reference.
Collusion
By submitting a proposal, each respondent represents and warrants that its proposal is genuine and not false or collusive or made in the interest of, or on behalf of any person not named therein; that the respondent has not directly or indirectly induced or solicited any other person to submit a false proposal, or any other person to refrain from
submitting a proposal; and that the respondent has not, in any manner, sought collusion to secure any improper advantage over any other person submitting a proposal.
Withdrawal of Proposals
A Proposer may withdraw their proposal before the expiration of the time for submission of proposals by delivering to the Finance Department a written request for withdrawal signed by, or on behalf of, the respondent.
Ownership of Documents
All reports, studies, information, data, statistics, forms, designs, plans, procedures, systems, and any other materials produced for the Project shall be the sole and exclusive property of the City. No such materials or properties produced in whole or in part for the Project shall be subject to private use, copyrights, or patent rights by Respondent in the United States or in any other country without the express written consent of the City. The City shall have unrestricted authority to publish, disclose (except as may be limited by the provisions of the Public Records Act), distribute, and otherwise use, copyright, or patent, in whole or in part, any such reports, studies, data, statistics, forms or other materials or properties produced for this project.
PROPOSAL EVALUATION AND SELECTION PROCESS
All proposals shall be reviewed to verify that the Proposer has met the minimum requirements. Proposals that have not complied with requirements do not meet minimum content and quality standards, or make unacceptable exceptions to the General Terms and Conditions of the Service Agreement, will be eliminated from further consideration.
Proposals will be reviewed and evaluated by an evaluation committee comprised of City of Richmond personnel.
The City reserves the right to reject any or all proposals, or to make no award. The City also reserves the right to require modifications follow ‐up with requests for additional information, including, but not limited to, follow‐up interviews. The City may request Best and Final offers based upon an improved understanding of the offers or changed scope of service. The City will negotiate with that vendor to determine final pricing and contract form. Because this proposal is negotiable, all pricing data will remain confidential until after the award is made, and there will be no public opening and reading of Proposals. Overall responsiveness to the RFP is an important factor in the evaluation process.
Selection may be made without further discussion, negotiations, or Offeror’s presentations; therefore, Offeror shall offer the most favorable terms in response to this RFP. The offeror must demonstrate an understanding of the scope of service to be provided and the ability to accomplish the tasks set forth. Offeror shall include information that will enable the City to determine the Offeror’s overall qualifications.
The City reserves the right to request additional information or clarification on any matter included in the proposal response, to enable the City to arrive at the final award decision.
Award
When the Review Panel has completed its work, Police Department personnel will then work with the Proposer to complete the administrative paperwork.