Facilities Cleaning Services

Agency:	City Of Seaford
State:	Delaware
Type of Government:	State & Local
Category:	S - Utilities and Training Services
Posted:	Apr 12, 2024
Due:	May 8, 2024
Publication URL:	To access bid details, please log in.

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INVITATION TO BID

April 9, 2024

Dear Vendor,

Enclosed you will find a bid package for cleaning services at some City facilities. All pertinent

information is contained within.

We invite you to participate in the bid process. Please note that all bids are to be submitted

in sealed envelopes and addressed to: City of Seaford, Attn: City Manager, P.O. Box 1100,

414 High Street, Seaford, DE 19973, and marked on the outside “Bid Response – Cleaning

Services” by 2:15 p.m. on Wednesday, May 8, 2024.

The bid opening will be held at City Hall, 414 High Street, Seaford, Delaware.

Should you need clarification on any item, please contact Charles Anderson, City Manager at

302-629-9173. If you would like to request a bid package, you can contact the City Clerk at

302-629-9173 or visit the Bid Notices page on the city’s website Bid Notices - City of

Seaford, DE (seafordde.com).

Thank you for reviewing this information and participating in our bidding process.

Sincerely,

City of Seaford

Charles D. Anderson

City Manager

Enclosures

CITY OF SEAFORD

BID NOTICE

Cleaning Services

Sealed Bids will be received by the City Manager of the City of Seaford, 414 High Street,

Seaford, DE 19973, until 2:15 p.m., prevailing time on Wednesday, May 8th, 2024 for

“Cleaning Services.” The bids will be opened at such time in the City Council Chambers at

City Hall, 414 High Street, Seaford, DE and read aloud. They will then be evaluated by the

City Manager and staff for bid compliance. Failure to bid on the total components as stated

may disqualify your bid.

Mayor and Council may award the bid at their regular meeting on May 14, 2024. The Mayor

and Council reserve the right to reject any and all bids.

Bids must be submitted in a sealed envelope, addressed ATTN: City Manager, City of

Seaford, 414 High Street, P.O. Box 1100, Seaford, DE 19973. The outside of the envelope

must be marked “Attn: City Manager – Cleaning Services,” and the bidder’s name shall be

shown thereon. All proposals must be made on the bid form provided in the specifications.

All proposals must conform to the bid documents. Any exceptions will be evaluated for

suitability and acceptance is at the sole discretion of the owner.

Complete specifications may be picked up at City Hall, 414 High Street, Seaford, DE 19973,

or by calling the City Clerk at (302) 629-9173. No bidder may withdraw their bid within sixty

days after the actual date of the opening thereof.

City of Seaford

Charles D. Anderson

City Manager

INFORMATION FOR BIDDERS

BIDS will be received by the City of Seaford (herein called the “Owner”) at the office of the

City Manager, City Hall, 414 High Street, Seaford, Delaware until 2:15 p.m., prevailing time,

on Wednesday, May 8, 2024, and then publicly opened in the City Council Chambers and

read aloud.

BIDDERS are advised that the bid is for all required materials and services, for Cleaning

Services at selected City Facilities.

Each BID must be submitted in a sealed envelope, addressed to the City of Seaford, Attn:

City Manager, 414 High Street, P.O. Box 1100, Seaford, DE 19973. Each sealed envelope

containing a bid must be plainly marked on the outside as “Bid Notice – Cleaning Services”

and the envelope should bear on the outside the name of the BIDDER and their address. If

forwarded by mail, the sealed envelope containing the BID must be enclosed in another

envelope addressed to the OWNER. Any BID received after that time and date specified shall

not be considered.

All BIDS must be made on the required BID proposal form. All blank spaces for BID prices

must be filled in, in ink, or type written, and the BID form must be fully completed and

executed when submitted. One copy of the BID form is required. BIDS and/or alternate bids

submitted by FAX will not be accepted.

The OWNER may waive any informalities or minor defects or reject any and all BIDS.

Any BID may be withdrawn prior to the above scheduled time for the opening of the

BIDS or authorized postponement thereof. No BIDDER may withdraw a BID within sixty (60)

days after the actual date of the opening thereof.

BIDDERS must satisfy themselves of the accuracy of the required work in the BID

documents by a review of the CONTRACT DOCUMENTS. After BIDS have been submitted, the

BIDDER shall not assert that there was a misunderstanding concerning the location, use of

property or conditions outlined in the CONTRACT DOCUMENTS.

Information obtained from an officer, agent or employee of the OWNER or any other person

shall not affect the risks or obligations assumed by the CONTRACTOR or relieve them from

fulfilling any of the conditions of the contract.

The OWNER may make such investigation as they deem necessary to determine the ability

of the BIDDER to provide the necessary materials and/or labor and equipment to carry out

the work and the BIDDER shall furnish to the OWNER all such information for this purpose

as the OWNER may request. The OWNER reserves the right to reject any BID if the evidence

submitted by, or investigations of, such BIDDER fails to satisfy the OWNER that such BIDDER

is properly qualified to carry out the obligations of the Agreement. A conditional or qualified

BID may be reason to disqualify your bid.

Award may be made to the lowest, responsible BIDDER. The Mayor and Council reserve the

right to reject any and all bids. The bids may be presented to the Mayor and Council at their

Regular Meeting on May 14, 2024 at 7:00 p.m., at City Hall, 414 High Street, Seaford, DE.

All applicable laws, ordinances and the rules and regulations of all authorities having

jurisdiction over the WORK shall apply to the contract throughout. Each BIDDER is

responsible for reading and being thoroughly familiar with the CONTRACT DOCUMENTS. The

failure of the BIDDER to do any of the foregoing shall in no way relieve any BIDDER from any

obligation respective to their BID.

The successful bidder must also provide an insurance certificate prior to the

commencement of work. Comprehensive Liability, Bodily Injury and Property Damage, and

Worker’s Compensation will be required in the amounts listed herein. The contractor shall

secure and maintain at his own expense, during the contract term a commercial general

liability insurance which insures against claims for bodily injury, property damage, personal

injury and advertising injury arising out of or in connection with, any operations or work

under this contract whether such operations are by the contractor, its employees, or

subcontractors or their employees. The policy shall provide minimum limits of liability as

follows:

$500,000.00 combined single limit – each occurrence

$500,000.00 combined single limit – general aggregate

$500,000.00 combined single limit – products/completed operations aggregate.

$200,000.00 Business auto liability – combined single limit

$500,000.00 Workers compensation – each accident, each employee

All insurance shall name the owner; it’s appointed and elected officials, officers, servants,

agents, and employees as insured. The contractor shall submit proposed insurance

instruments to the City Manager prior to execution for approval.

ALL REQUIREMENTS OUTLINED ARE MANDATORY FOR THIS CONTRACT AND

SHOULD BE COMPLETELY UNDERSTOOD.

EQUIPMENT

All equipment and materials are to be supplied by vendor unless revised in this proposal.

BUSINESS LICENSE

Vendor to produce proof of licensing in the State of Delaware at the time of bid submission.

OTHER COSTS

No cost will be reimbursed to vendor other than contract cost, unless first authorized by the

City of Seaford.

CLEANING CHEMICALS

All chemicals must have MSDS sheets provided and available within the building in which

they are stored and used. Supplies are to be furnished by contractor.

TERMS OF PAYMENT

Invoices with proper documentation must be submitted by the last day of each month with

payment made by the 20th of the following month.

The successful vendor, prior to commencing services for the City shall provide pricing for

daily, weekly, monthly, and quarterly services at each facility as outlined in the facility check

lists. The pricing for the individual services shall total the submitted bid amounts for each

facility. This pricing will be utilized by the City should any service not be performed by the

vendor. The facility contact shall properly document the non-performance with the vendor

and the listed amount for the service will be deducted from the payment due the vendor that

month. The City shall notify the vendor that the specified service did not occur that period

and allow three business days for correction. If it is not corrected by the end of the third

business day, the City will deduct the appropriate amount from the payment due that month.

BACKGROUND CHECK

Due to the sensitive nature of information at multiple facilities, a background check

conducted by the Delaware State Bureau of Investigation will be required for all personnel

working at any City facility. An authorization to release records will be given to successful

bidder. Bid award is contingent on successful clearance from the State Bureau of

Investigation. All costs associated with such shall be the sole responsibility of the

successful bidder.

EMPLOYEE IDENTIFICATION

Vendors’ employees must have an identification card, provided by the City of Seaford. A

complete listing must be supplied of those employees and the facilities they will be

responsible for maintaining. An employee not in possession of required identification will be

denied entry to all City facilities. If any employee is denied access to a City facility due to

lack of identification and the facility goes without cleaning, a per diem deduction will be

made from the vendors next scheduled payment.

DRUG TESTING

All employees that work in City buildings for the vendor must have a record of drug testing

kept on file. The City shall have the right to review theses records and deny any individual

from working in a City facility. If a vendor’s employee is denied access to a City facility based

on the results of a drug test, the vendor shall be responsible for replacing this individual. At

no time shall an employee have alcohol or drug-related substances on their person. The

vendor will be responsible for all costs associated with the drug testing program.

DEFAULT

In the event that vendor shall default said contract, the City will notify the vendor, in writing,

of the problem. If the problem has not been remedied within fifteen (15) days, the City has

the right to terminate said contract.

TERM

This contract will run for a period of one year beginning, July 1, 2024 until June 30, 2025. At

the end of that time, upon the City’s review, it may be renewed for a period of two years in

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Facilities Cleaning Services

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