Request for Proposals

The Longmont Housing Authority will post all Requests for Proposals to this page.  Please continue to monitor this page for ongoing opportunities.

Longmont Housing Authority

Request for Proposal

Snow Removal and Landscaping Services

 

 

Longmont Housing Authority is requesting bid proposals for 2021-2022 Snow Removal and Landscaping Services for our entire portfolio of nine affordable housing projects. (462 residential units).

 

This is an excellent opportunity for the right company to partner with a progressive and rapidly growing organization. Longmont Housing Authority is committed to being the leader in the provision of affordable housing for the City of Longmont and is dedicated to hiring contractors who: strive for professional excellence; uphold the highest standards of ethical behavior; serve the public and their clients with courtesy, enthusiasm, and dedication; and make a noticeable contribution toward a high standard of service that LHA provides to its community.

 

Contract will be awarded to a competitive, responsible bidder for the winter season of 2021 and calendar year of 2022, with the potential for subsequent contracts based on performance after the first year.

 

 All interested and qualified parties should submit their proposals to:

 

Longmont Housing Authority

350 Kimbark Street

Longmont, CO 80501

 

Proposals are due by August 30th, 2021 and should be dropped off in person or mailed to the above address. Faxed or emailed proposals will not be accepted. Contracts will be awarded by September 30th, 2021.  If you would like to walk the properties, please contact Lisa Gallinar Regional Manager at 303-651-8581 or lisa.gallinar@longmontcolorado.gov .

 

Proposals should include the following to be considered:

 

  1. Cover letter with the following:

  1. Owner’s name, company name, address, phone, fax, website, email.

  2. Description of company size, number of employees, company history, and areas of expertise.

  3. Description of how your company will contribute to the high standard of service described above.

  1. Proof of General Liability, Workers Compensation, and Automobile Insurance.

  2. List of past clients in 2019-2021 and three contacts for references.

  3. Applicable licenses for proposed categories.

  4. Itemized bid per location per category listed on page 5 and 8.

 

 

 

LHA Reservation of Rights:

1. Longmont Housing Authority (“LHA”) reserves the right to reject any or all proposals, to waive any informality in the RFP process, or to terminate the RFP process at any time if deemed by LHA to be in its

best interests.

2. LHA reserves the right not to award a contract pursuant to this RFP.

3. LHA reserves the right to terminate a contract awarded pursuant to this RFP, at any time for its convenience

upon 10 days written notice to the successful bidder.

4. LHA reserves the right to inspect work at any time during the ongoing work.

5. LHA reserves the right to determine the days, hours, and locations that the successful bidder shall provide

the services called for in this RFP.

6. LHA reserves the right to negotiate the fees proposed by the bidder.

7. LHA reserves the right to reject and not consider any proposal that does not meet the requirements of this RFP

including but not limited to incomplete proposals and/or proposals offering alternate or non-requested

services.

8. LHA shall have no obligation to compensate any bidder for any costs incurred in responding to this RFP.

9. LHA shall reserve the right to at any time during the RFP or contract process to prohibit any further.

 

Additional Requirements Once Contract Signed:

The contract generated by this RFP may be cancelled by LHA for noncompliance with specifications, inability to perform the contracting requirements of LHA or continued safety hazards. The cancellation notification shall state the cause or reason for the cancellation.  Such cancellation would be at no charge to LHA other than for work authorized and completed at the time of termination.

 

The contractor shall provide all items, articles, operations mentioned or herein specified, related labor services, tools, equipment, transportation and incidentals necessary and required for satisfactory, acceptable completion of the contracted work or delivery of materials. Owner may inspect work at any time during the ongoing work.  Should a problem with the materials or the work performed by the Contractor occur during the course of this contract, and should it be shown that the cause of this problem is faulty work; the Contractor shall repair such problem fully at Contractor’s own expense.  After completion of work, Contractor will return the site to its original condition as determined by the Managing Agent. Any work required to return the property to its original condition will be at the Contractor’s expense.  Contractor will repair any damage to the site which is caused by the contractor.

 

Contractor shall be responsible for any injury, damage or loss to all public and private property caused directly, in whole or in part, by their employees or agents or anyone directly or indirectly employed by them or anyone for whole acts any one of them may be responsible. The contractor shall comply with all applicable laws and codes bearing on the safety of persons or property of their protection, from injury, damage, or loss. Contractor is responsible for the means, methods and sequence of work and all safety aspects of this work. To the maximum extent permitted by law, Contractor agrees to indemnify, hold harmless, and defend Owner and Owner’s Agents from and against any and all claims or damages arising from Contractor’s performance of this agreement, as well as acts committed during the course of this agreement by any of Contractor’s officers, employees, guests, invitees, and those doing business with Contractor.

 

Contractor assures that all existing and every new staff working on site do not have a criminal background which would indicate that they could present a threat to residents or staff.  Acceptable criminal background is no felony arrests or convictions within five years and no pattern of misdemeanors (three or more) within five years. The Managing Agent may terminate this contract if this provision is violated. Contractor certification regarding criminal background included in attachments.

 

 

Every effort must be taken to ensure the safety and security of the residents of LHA and properties owned by LHA.

 

Contractor agrees that if keys to buildings are misplaced, lost or stolen, the Contractor will absorb all costs incurred to correct the situation. Work will be completed by LHA maintenance staff or contracted and billed to Contractor.

 

Contractor will disclose to the Managing Agent if anyone working for the contractor is related to an employee of Longmont Housing Authority prior to signing this contract.

 

Insurance Requirements:

Contractor shall secure, pay the premiums for, and keep in force until the expiration of their contract adequate liability insurance and Worker’s Compensation Insurance as provided by Colorado law. Certificate of insurance for Worker’s Compensation and for liability shall be delivered to LHA or kept on file at LHA prior to start of contract.  Any policy change shall be reported to LHA and certificate forwarded to LHA. By signing a contract generated by the RFP, the contractor understands that neither they nor their employees are covered by any LHA insurance policy. All copies of proof of insurance will be submitted to LHA along with the RFP. Contractors may send a copy of the required insurances with their proposal, but the work of the RFP cannot begin, nor contract executed until original insurance verification forms are on file at the LHA offices.

 

 

The following insurance coverage is required:

 

Commercial General Liability: Minimum of $150,000 per person and $1,000,000 per occurrence.

  • Worker’s Compensation Insurance: Equal to or at least $100,000 per employee.

  • Automotive Insurance: Minimum of $300,000/$500,000 for bodily insurance and $50,000 for property

  • damage.

  • Pollution Insurance: Recommended minimum coverage of $1,000,000 per occurrence. Only necessary if

contractor spraying or applying chemicals outdoors.

 

Wage Rate Determination:

If applicable, Contractor is responsible for certifying that all the  contractor’s employees are being paid the same or more than the HUD Wage Rate Determination for Boulder County for the trade being bid.

 

 

 

SPECIFICATIONS- SNOW REMOVAL

 

Contractor shall provide all necessary tools, equipment, supplies, and transportation to and from job sites specified.

 

Non - Senior sites

Contractor shall remove snow from all driveway areas after a snowfall of 2 or more inches accumulation within a 24-hour period as measured according to reports or measurements from the weather bureau located within the city or jurisdiction of the property or from the nearest airport to the property. Contractor shall remove snow from all walkways, entry decks or patios, and entry stairs after a snowfall of 1 inch or more within a 24-hour period as reported above.

 

Senior sites

Contractor shall remove snow from all driveways, walkways, exterior stairs, and entry areas after any accumulation of snow as reported per above.

 

All Sites

Bid price will be per snow event and not a fixed price for the season.

 

Snow removal portion of contract shall be for a period starting October 15 through April 15 each year and renewable at the option of LHA.

 

Contractor shall keep accurate records of the dates and times that it provides snow removal services and such records shall be available to LHA upon request at any time.

 

When plowing, snow shall be pushed and stored at snow storage areas identified by the LHA’s Maintenance Department at the beginning of the season.

 

No snow shall be stored in any drainage areas, driveway, sidewalk, alley entrance, trash enclosure areas, or other areas that would result in blocking access to those areas. Snow will never cover or block access to any fire hydrant, emergency exit, or fire lane.

 

Ice treatment materials will be provided by Contractor.

 

Handicapped parking areas are given priority and will be cleared first before clearing other parking or driveway areas.

 

Senior sites are given priority over other sites.

 

LHA’s Impression Standards & Best Practices:

 

A.   Provide our residents with safe parking lots and walkways surrounding their homes.

 

B.   Create, protect and preserve habitat for surrounding wildlife.

 

  1. Maximize snow removal while operating within property budget constraints.

 

  1. Reduce the use of synthetic materials and chemicals whenever possible.

 

  1. Operate within industry best practices and adhere to State of Colorado regulations.

 

 

 

Property Addresses:

Property Name

Address

Aspen Meadows Neighborhood

50 21st Ave, Buildings A-F

Aspen Meadows Apartments

70 21st Avenue

Fall River Apartments

321 Homestead Parkway

Longmont Housing Authority Admin Office & Briarwood Apartments

1228 Main Street & 1227 Kimbark Street

The Lodge at Hover Crossing

2127 18th Ave

Hearthstone at Hover Crossing

1762 Cook Court

Small Commercial Office

615 Main Street

Village Place Apartments

600 Coffman Street

Spring Creek Apartments

320 Homestead Pkwy

The Suites

2000 Sunset Way

 

 

 

NOTES:

  • Bold are senior sites.

  • Final sites and details will be determined prior to final contract with successful bidder.

 

  • Bid price is per snow event for all snow removal at site unless otherwise indicated.

 

 

 

 

 

SPECIFICATIONS- LANDSCAPING

 

Contractor shall provide all necessary tools, equipment, supplies, and transportation to and from job sites specified.

 

 

  1. Mowing

    1. All turf areas to be mowed on a weekly basis at an approximate height of three (3) inches during the active growing season (May through October) as specified in BHP Best Practices.

    2. Grass clippings will be mulched, and excessive clumps will be distributed or gathered and removed from the Premises. Catchers will be used only as Contractor deems necessary. Grass clippings will be swept or blown from walks, porches, and curbs.

  2. Trimming

    1. At the time of mowing, all turf areas will be trimmed by mechanical means in those areas inaccessible to mowers to present a well-groomed appearance. Care to be taken as to not damage trees or fences.

  3. Edging

    1. Concrete walks adjacent to turf areas are to be edged twice monthly during the growing season with a steel-bladed edger.

    2. Concrete curbs and drain pans adjacent to turf areas are to be edged twice during the growing season with steel-bladed edger.

  4. General Clean-Up

    1. All turf, shrub, rock and garden areas shall be policed for the physical/mechanical removal of trash, debris and weeds over three (3) inches in height at the time of mowing. No chemical use in this section. See below for chemical use.

  5. Fertilization

    1. All irrigated turf areas will be fertilized three (3) times during the growing season with a slow release, granular product as specified in BHP Best Practices.

  6. Aeration

    1. All irrigated turf areas will be core aerated one (1) time in the spring.

    2. Additional core aeration in the fall may be required and will be performed upon BHP approval as an extra to contract.

 

  1. Spring Clean-Up

    1. The Contractor shall remove leaves and litter from all landscaped areas within the Premises. Debris will be removed from Premises.

    2. Concrete walks adjacent to turf areas will be edged with a steel blade edger.

    3. Perennial grasses will be cut back to promote new growth.

 

  1. Fall Clean-Up

    1. The Contractor shall remove leaves and litter from all landscaped areas within the Premises. LHA understands that this service will be performed at the end of October before most leaves have fallen. Debris will be removed from Premises.

    2. In the event the LHA requests additional fall clean-up services, the Contractor shall perform approved services at the hourly rates as outlined in their proposal.

 

  1. Weeding & Chemical Weed Control

    1. Keep basins and areas between plants free of weeds.

    2. Weed perimeter of Bldgs. and any fence lines and structures.

    3. The Contractor shall provide for a complete chemical program for the control of weeds as outlined in the LHA Best Practices listed below. The program shall provide preventative control where required, as well as curative chemical control. The Contractor shall be selective in the chemical controls used as tonsure against an improper application that may cause further damage to turf, trees, or shrubs. The Contractor shall provide for the complete safety of the user public, residents, and their properties. The Contractor shall be responsible for meeting all City of Boulder, Colorado State and Environmental Protection Agency (EPA) licensing requirements.

    4. Chemical program, use, frequency, posting and other requirements are outlined in the LHA Best Practices listed below.

    5. Consistent with industry standards, a buffer area will be established by chemical application around all trees and wooden fence-lines in irrigated turf following the same requirements listed in LHA Best Practices listed below.

    6. Other services such as turf insect, pests, and disease control may be requested by LHA but are not included in the pricing for this proposal.

  2. Tree and Shrub Care

    1. Maintain trees to achieve a six (6) foot clearance for all branches overhanging walkways/fence lines and fourteen (14) foot clearance for branches overhanging beyond curb line into the paved section of roadways. Prune trees and shrubs where and as necessary to maintain access, safe vehicular and pedestrian visibility and clearance, and to prevent or eliminate hazardous situations.

    2. All cuts shall be sufficiently close, flush if possible, to the parent stem. All limbs 1-1/2” or greater in diameter shall be undercut to prevent splitting.

  3. Irrigation Management and Operation

    1. Make adjustments and setting to automatic controllers on a monthly basis to maintain a healthy lawn growth.

    2. Control irrigation to avoid runoff that may cause erosion or unnecessary waste of water.

    3. Make adjustments to sprinkler heads as required to keep over-spray from walls, windows, walkways and roadways.

    4. With Prior approval repair broken and damaged irrigation systems by providing LHA with a detailed proposal and scope of work.

 

 

 

 

 

 

All Sites

Bid price will be per month/per season.

 

Landscaping portion of contract shall be for a period starting April 16 through October 14 each year and renewable at the option of LHA.

 

LHA’s Impression Standards & Best Practices:

 

  1. Provide our residents with safe parking lots and walkways surrounding their homes.

 

  1. Create, protect and preserve habitat for surrounding wildlife.

 

  1. Maximize snow removal while operating within property budget constraints.

 

  1. Reduce the use of synthetic materials and chemicals whenever possible.

 

  1. Operate within industry best practices and adhere to State of Colorado regulations.

 

 

 

Property Addresses:

Property Name

Address

Aspen Meadows Neighborhood

50 21st Ave, Buildings A-F

Aspen Meadows Apartments

70 21st Avenue

Fall River Apartments

321 Homestead Parkway

Longmont Housing Authority Admin Office & Briarwood Apartments

1228 Main Street & 1227 Kimbark Street

The Lodge at Hover Crossing

2127 18th Ave

Hearthstone at Hover Crossing

1762 Cook Court

Small Commercial Office

615 Main Street

Village Place Apartments

600 Coffman Street

Spring Creek Apartments

320 Homestead Pkwy

The Suites

2000 Sunset Way

 

NOTES:

 

  • Final sites and details will be determined prior to final contract with successful bidder.

Residential Cleaning Services Needed

6/23/21

Longmont Housing Authority

Request for Proposal

Residential Common Area and Vacant

Apartment Cleaning Services

 

Longmont Housing Authority is requesting bid proposals for 2021-2022 Residential Common Area and Vacant Apartments Cleaning Services for our affordable housing portfolio (462 residential units).

 

This is an excellent opportunity for the right company to partner with a progressive and rapidly growing organization. Longmont Housing Authority is committed to being the leader in the provision of affordable housing for the City of Longmont and is dedicated to hiring contractors who: strive for professional excellence; uphold the highest standards of ethical behavior; serve the public and their clients with courtesy, enthusiasm, and dedication; and make a noticeable contribution toward a high standard of service that LHA provides to its community.

 

Contract will be awarded to a competitive, responsible bidder for the calendar year of 2021, with the potential for subsequent contracts based on performance after the first year.

 

 All interested and qualified parties should submit their proposals to:

 

Longmont Housing Authority

350 Kimbark Street

Longmont, CO 80501

 

Proposals are due by August 15th, 2021 and should be dropped off or mailed to the above address. Faxed or emailed proposals will not be accepted. Contracts will be awarded by September 1st, 2021.  If you would like to walk the properties, please contact Lisa Gallinar Regional Manager at 303-651-8581 or lisa.gallinar@longmontcolorado.gov .

 

Proposals should include the following to be considered:

 

  1. Cover letter with the following:

  1. Owner’s name, company name, address, phone, fax, website, email.

  2. Description of company size, number of employees, company history, and areas of expertise.

  3. Description of how your company will contribute to the high standard of service described above.

  1. Proof of General Liability, Workers Compensation, and Automobile Insurance.

  2. List of past clients in 2019-2021 and three contacts for references.

  3. Applicable licenses for proposed categories.

  4. Itemized bid per location per category listed on page 5 Section C.

 

 

LHA Reservation of Rights:

1. Longmont Housing Authority (“LHA”) reserves the right to reject any or all proposals, to waive any

informality in the RFP process, or to terminate the RFP process at any time if deemed by LHA to be in its

best interests.

2. LHA reserves the right not to award a contract pursuant to this RFP.

3. LHA reserves the right to terminate a contract awarded pursuant to this RFP, at any time for its convenience

upon 10 days written notice to the successful bidder.

4. LHA reserves the right to inspect work at any time during the ongoing work.

5. LHA reserves the right to determine the days, hours, and locations that the successful bidder shall provide

the services called for in this RFP.

6. LHA reserves the right to negotiate the fees proposed by the bidder.

7. LHA reserves the right to reject and not consider any proposal that does not meet the requirements of this RFP

including but not limited to incomplete proposals and/or proposals offering alternate or non-requested

services.

8. LHA shall have no obligation to compensate any bidder for any costs incurred in responding to this RFP.

9. LHA shall reserve the right to at any time during the RFP or contract process to prohibit any further.

 

Additional Requirements Once Contract Signed:

The contract generated by this RFP may be cancelled by LHA for noncompliance with specifications, inability to perform the contracting requirements of LHA or continued safety hazards. The cancellation notification shall state the cause or reason for the cancellation.  Such cancellation would be at no charge to LHA other than for work authorized and completed at the time of termination.

 

The contractor shall provide all items, articles, operations mentioned or herein specified, related labor services, tools, equipment, transportation and incidentals necessary and required for satisfactory, acceptable completion of the contracted work or delivery of materials. Owner may inspect work at any time during the ongoing work.  Should a problem with the materials or the work performed by the Contractor occur during the course of this contract, and should it be shown that the case of this problem is faulty work; the Contractor shall repair such problem fully at Contractor’s own expense.  After completion of work, Contractor will return the site to its original condition as determined by the Managing Agent. Any work required to return the property to its original condition will be at the Contractor’s expense.  Contractor will repair damage to the site which is caused by the contractor. After completion of work, Contractor will return the site to its original condition as determined by the Managing Agent. Any work required to return the property to its original condition will be at Contractor’s expense.  Contractor will repair damage to the site which is caused by the contractor.

 

Contractor shall be responsible for any injury, damage or loss to all public and private property caused directly, in whole or in part, by their employees or agents or anyone directly or indirectly employed by them or anyone for whole acts any one of them may be responsible. The contractor shall comply with all applicable laws and codes bearing on the safety of persons or property of their protection, from injury, damage, or loss. Contractor is responsible for the means, methods and sequence of work and all safety aspects of this work. To the maximum extent permitted by law, Contractor agrees to indemnify, hold harmless, and defend Owner and Owner’s Agents from and against any and all claims or damages arising from Contractor’s performance of this agreement, as well as acts committed during the course of this agreement by any of Contractor’s officers, employees, guests, invitees, and those doing business with Contractor.

 

Contractor assures that all existing and every new staff working on site do not have a criminal background which would indicate that they could present a threat to residents or staff.  Acceptable criminal background is no felony arrests or convictions within five years and no pattern of misdemeanors (three or more) within five years. The Managing Agent may terminate this contract if this provision is violated. Contractor certification regarding criminal background included in attachments.

 

 

Every effort must be taken to insure the safety and security of the residents of LHA and properties owned by LHA.

 

Contractor agrees that if keys to buildings are misplaced, lost or stolen, the Contractor will absorb all costs incurred to correct the situation. Work will be completed by LHA maintenance staff or contracted and billed to Contractor.

 

Contractor will disclose to the Managing Agent if anyone working for the contractor is related to an employee of Longmont Housing Authority prior to signing this contract.

 

 

Insurance Requirements:

Contractor shall secure, pay the premiums for, and keep in force until the expiration of their contract adequate liability insurance and Worker’s Compensation Insurance as provided by Colorado law. Certificate of insurance for Worker’s Compensation and for liability shall be delivered to LHA or kept on file at LHA prior to start of contract.  Any policy change shall be reported to LHA and certificate forwarded to LHA. By signing a contract generated by the RFP, the contractor understands that neither they nor their employees are covered by any LHA insurance policy. All copies of proof of insurance will be submitted to LHA along with the RFP. Contractors may send a copy of the required insurances with their proposal, but the work of the RFP cannot begin, nor contract executed until original insurance verification forms are on file at the LHA offices.

 

The following insurance coverage is required:

 

Commercial General Liability: Minimum of $150,000 per person and $1,000,000 per occurrence.

  • Worker’s Compensation Insurance: Equal to or at least $100,000 per employee.

  • Automotive Insurance: Minimum of $300,000/$500,000 for bodily insurance and $50,000 for property

  • damage.

  • Pollution Insurance: Recommended minimum coverage of $1,000,000 per occurrence. Only necessary if

contractor spraying or applying chemicals outdoors.

 

 

 

Wage Rate Determination:

If applicable, Contractor is responsible for certifying that all of the contractor’s employees are being paid the same or more than the HUD Wage Rate Determination for Boulder County for the trade being bid.

 

 

Section A:       General Requirements for Apartment Cleaning

  1. Contractor shall provide all necessary tools, equipment, cleaning supplies and transportation to and from the job sites. An industrial quality cleaning is required.

 

  1. During the apartment rehabilitation process, timing is of the essence and the successful bidder shall be able to provide their services within one day of work requested by LHA staff.

 

  1. A small number of residents have respiratory or other sensitivity concerns that must be addressed and remembered while on site and cleaning within close proximity to these tenants. LHA will notify in these cases. The successful bidder will need to accommodate those needs.

 

  1. The contractor must use all universal precautionary safe guards necessary to protect themselves and others from possibility of infection from blood born diseases.

 

  1. Contractor must provide all MSDS sheets for cleaning products used on units. All liquid cleaning products must be water based.

 

Section B:        Cleaning Specifications

  1. All interior surfaces shall be cleaned and free of grease and dirt. These interior surfaces shall include but not be limited to: range hood, all bathroom surfaces, cabinets both interior face and interior shelving, additional unit shelving, counter-tops, vents, doors, floors, and wood trim.

  2. All fixtures, plumbing, electrical and mechanical shall be cleaned.

  3. Oven shall be cleaned inside and out and be free of grease.

  4. Refrigerator shall be cleaned inside and out, coils vacuumed, shelving and bins removed and cleaned, and appliance left on its lowest setting.

  5. Appliances shall be pulled out from wall and cleaned behind and underneath.

  6. Windows and screens to be removed and cleaned thoroughly. All window trays vacuumed of all dust and dirt. All ground level windows shall be cleaned inside and out. Upper level windows are to be cleaned on the inside only if not removable.

  7. All mini-blinds, unless new, are to be removed, cleaned and reinstalled without damage.

  8. Floors shall be vacuumed, mopped as necessary.

  9. Contractor will provide LHA with an itemized account and final total of time spent cleaning each area or appliance per unit.

  10. After cleaning, Contractor shall return all appliances and light fixtures covers and mini-blinds to their original location.

  11. Remove and clean heat covers and vents. Replace once clean.

  12. Dust and clean all ceiling fans.

  13. Dust and clean all hanging dining lights.

  14. Sweep and clean out the fireplace.

  15. Clean front and back porch of all dirt and debris. Remove cobwebs, sweep patio.

  16. For pergo or wood floors, do not use water, use a Swiffer type cleaning tool.

  17. For any tub that has been re-surfaced, use non-abrasive cleaner such as Soft Scrub or equal.

 

 

Section C:        Pricing for Vacant Unit Cleaning

 

1.         Submit a price per unit size in the following chart.

 

Pricing Table:

Please copy this table and utilize exact format in your submission. Assume that the units are vacant, the former residents lived in the unit for three years and was a poor housekeeper. Utilize the specifications as outlined above. Assume the oven is not self-cleaning. Assume the floors are wood with carpet in the bedroom(s).

 

Description

Cost

Cost to clean vacant studio.

 

  Cost to clean vacant 1 bedroom, 1 bath

 

  Cost to clean vacant 2 bedroom, 1 bath

 

  Cost to clean vacant 2 bedroom, 2 bath

 

Cost to clean vacant 3 bedroom, 2 bedroom

 

Cost to clean vacant 4 bedroom, 2 bedroom

 

Hourly rate to clean for miscellaneous requests.

 

Property Addresses:

 

Aspen Meadows Neighborhood

50 21st Ave, Buildings A-F

Aspen Meadows Apartments

70 21st Avenue

Briarwood Apartments

1227 Kimbark Street

The Lodge at Hover Crossing

2127 18th Ave

Hearthstone at Hover Crossing

1762 Cook Court

Village Place

600 Coffman Street

Spring Creek Apartments

320 Homestead Parkway

Fall River

321 Homestead Parkway

The Suites

2000 Sunset Way

 

Section D: Building Common Area Cleaning

 

Standards of Performance:

These standards are an outline of general expectations of cleanliness but are not meant to replace or supersede the latest industry standards or materials and equipment manufacturers’ recommendations.

 

Each of the Contractor’s Employee’s shall be equipped with the necessary equipment to carry out the proper performance of the cleaning as specified. This equipment shall always be available and in possession of the Contractor’s Employee’s while carrying out their duties.

 

Service Level (Acceptable Quality): The level of services as outlined in these Specifications shall consistently be maintained. During the Contract period, the Community Manager will conduct monthly inspections of the facilities under this Contract. The inspections are based on standards for commercial facilities within the maintenance industry.

 

Blinds: Blinds shall be cleaned with a vacuum cleaner using tools designed for cleaning blinds.

Standard: Blinds shall be free of dust and give an overall clean appearance.

 

Chrome Surfaces: Cleaning chrome requires the removal of surface spots, fingerprints, smudges, etc., with the appropriate chrome polish.

Standard: Surfaces will present a clean uniform shining appearance free of all soil, marks, smudges, streaks.

 

Damp Mopping: Damp mopping requires the use of cotton or similar yarn type string mops (24 oz.) that have been

mechanically wrong/squeezed to remove excess solution for purposes of removing light soil, dirt, liquid or other foreign material from a floor that does not require the complete mopping of the area or when the area is not soiled sufficiently to require wet mopping.

Standard: A damp mopped floor shall be free of all dirt, debris soil, liquids or other foreign material. All splash marks/spots on walls and furniture/fixtures shall be removed before completion of the damp mopping task. All items moved to accomplish this task shall be returned to their original positions.

 

Disinfecting: Disinfecting is the application of a germicidal solution to surfaces to kill or neutralize 99.9% of the material containing or supporting the growth of bacterial/viral organisms. Surfaces should remain “wet” for a minimum of 10 minutes or per manufacturer’s recommendation.

Standard: Surfaces shall be as free of material containing living bacteria, viruses, or other contaminations that are capable of causing infections.

 

Dispenser Cleaning and Service: Dispenser cleaning/service requires damp wiping dispensers with a disinfectant, checking/refilling of all towel, toilet tissue, seat covers, soap, or any other dispensers which may be identified by the Contract Administrator.

Standard: Dispensers will be disinfected, present a clean uniform shining appearance free of all soil, marks, smudges, streaks and will have an adequate supply of the applicable dispensed products.

 

Dusting: Normal or low dusting includes all levels up to six (6) feet in height. All high dusting will be above six (6) feet high.

Standard: Items shall be free of any laden airborne materials, streaks, smudges, and cobwebs. Laden airborne matter shall be removed by either mechanical, chemical, or manual means. Devices, which merely displace or redistribute the matter, such as feather dusters, will not be used, unless treated to attract and hold the matter. All items moved to accomplish this task shall be returned to their original position.

 

Entrance Glass: Cleaning of glass is cleaning the inside and outside glass surfaces and the surrounding boundary of the applicable entrance area.

Standard: Glass shall be free of streaks, smudges, fingerprints, etc. Surfaces surrounding the entrance shall be free of dirt, dust, fingerprints, and have a clean appearance.

 

Entrance Mats: Carpet mats shall be vacuumed with a commercial vacuum before spot cleaning. Entrance mats made of rubber or polyester shall be swept, shaken, vacuumed or washed. Entrance mats shall be lifted, moved to remove soil and moisture underneath, and replaced.

Standard: There shall be no dirt left on surfaces.

 

Fixtures: Cleaning of restroom & kitchen fixtures and fountains require the removal of dust, dirt, debris, spots, stains, and smears from sinks, slop sinks, toilets, urinals, and fountains with a germicidal solution.

Standard: Fixtures will be disinfected and there shall be no dust, dirt, spots or debris on the fixtures.

 

Furniture: Cleaning of furniture and tables requires dusting and/or damp wiping.

Standard: Surfaces are to be free of dirt, dust, debris, marks, and film.

 

Glass/Window: Glass and window cleaning requires the removal of dirt, soil, smudges, fingerprints, and other foreign material from glass window, doors, partitions, or any other items, which may consist in whole or part of a glass, or similar material including mirrors.

Standard: Glass surfaces shall be free of all dirt, soil, smudges, streaks, smears, film, or any other foreign substances. All excess spray/solution must be removed from any surrounding trim or surfaces and glass/window surfaces shall have a uniformly bright appearance. Any items moved to accomplish this task must be returned to their original positions.

 

Policing: Policing is picking up paper, trash, empty bottles, containers, and other discarded materials; spillages, accidents, plumbing failures, and inclement weather.

 Standard: Area(s) being policed shall be free of debris. Area(s) shall present an overall clean appearance.

 

Polishing: Polishing requires the use of a high-speed floor machine and a clean pad designed for polishing or buffing.

Standard: The floor should have a “non-yellowed” high-gloss appearance.

 

Receptacles and Cleaning: Cleaning and disinfecting receptacles is defined as wiping or washing containers with a germicidal solution and replacing plastic liners.

Standard: Receptacles shall be considered properly cleaned when both the inside and outside are clean, free of stains, dried refuse and odors, and a plastic liner replaced, if necessary. Refrigerators: Requires cleaning outside surfaces, especially the handles with a germicidal detergent solution. Standard: Outside surfaces shall present an overall clean appearance.

 

Restrooms: Cleaning of restrooms requires the removal of trash, cleaning of floors, fixtures, urinals, toilets, receptacles, faucets, handles, dispensers, walls, partition stalls, and doors with a germicidal solution. All glass, chrome, and stainless steel surfaces shall be cleaned and buffed to a shine.

Standard: Restrooms shall be considered properly cleaned when floors are mopped and fixtures, urinals, toilets, waste receptacles, wash basins, faucets, handles, dispensers, partition stalls, and doors are cleaned with a germicidal solution. All glass, chrome, and stainless steel surfaces shall be cleaned and buffed to a shine, waste receptacles emptied, and dispensers refilled.

 

Scrubbing: Machine scrubbing requires the use of mechanized scrubbing/vacuum machines to be more aggressive than wet mopping; this may include large areas such as halls, lobbies, garages, ramps, or similar large areas which would otherwise require extensive labor to complete in a reasonable time period.

Standard: Machine scrubbing shall be held to the same quality standard as wet mopping and shall remove all scuff marks.

 

Shower Curtain/Doors: Cleaning of curtains/doors requires washing curtains with an approved cleaner that will eliminate fungus and green mold.

Standard: Washed with a germicidal solution with no mold and/or odor remaining.

 

Shower Stalls: Cleaning of shower stalls is defined as the removal of soap scum, mold, stains, and odors from surfaces (including grout) and cleaning the entire enclosure with a germicidal solution or steam cleaning.

Standard: Walls, ceiling, enclosures, grout, and fixtures are cleaned with a germicidal solution and chrome is buffed to shine. There shall be no mold and/or odor remaining.

 

Shower Safety Mats: Cleaning of mats requires washing mats with an approved cleaner that will eliminate fungus and mold.

Standard: Shower safety mats shall be considered properly cleaned when they are washed with a germicidal solution.

 

Smoking Area: LHA’s facilities are designated as smoke-free facilities. Ash butt containers outside any buildings shall be cleaned by Contractor’s employees once per week as well as the designated area where smoking is allowed to be free from cigarette butts and debris.

Standard: Smoking area is to be policed and free of cigarette butts and debris.

 

Spot Cleaning: Spot cleaning requires the removal of dirt, soil, debris, liquids, stains, or other foreign materials from carpeted areas which can be accomplished by cleaning only the immediately affected area where cleaning the whole area would not be necessary. Spot cleaning may be accomplished by any of the methods contained herein and as dictated by the circumstances of the soiling. Carpet spots shall be removed immediately with an approved carpet cleaning solution in

such a manner, which will not leave rings or discoloration.

Standard: Spot cleaning shall remove completely any evidence of the soiling which necessitated the cleaning and return the finish of the area affected to its pre-soiled condition without evidence of occurrence or cleaning.

 

Sweeping or Dust Mopping: Sweeping/dust mopping requires the removal of loose dirt, dust, debris, and other foreign material through either manual or mechanized methods, as appropriate for the location and situation.

Standard: A swept area shall be free of all loose dirt, grit, lint, dust, debris, or other foreign material with no build up in corners, crevices, under or around furniture parts. All items moved to remove dirt shall be returned to their original location.

 

Trash/Waste Removal: Trash/waste removal requires the collection of all materials, which have been placed into appropriate containers, and taken to a specified site for disposal.

Standard: All trash/waste and soiled liners shall be removed from all trash/waste containers, and a new trash/waste liner shall be fitted into all such containers.

 

 

 

 

Vacuuming: Vacuuming requires the mechanical removal of loose dust, dirt, soil, debris, and other foreign material from carpeted floors and other items (e.g. couches, chairs, walls, curtains/drapes), which require this method of cleaning.

Standard: There shall be no evidence of any dust or dirt or any other loose foreign material. Materials shall be left in a lint free state. All items moved during this process shall be returned to their original positions.

 

Wet Mopping: Wet mopping requires the removal of built up dirt, soil, liquids, or other foreign materials from a floor using clean cotton or similar yarn type string mops (24 oz.) and mechanically wrung out so as to have sufficient neutral detergent and water solution or disinfecting detergent and water solution. This shall include rinsing if required or as recommended by the detergent manufacturer.

Standard: A wet mopped floor shall be free of all dirt, debris, soil, liquids, or other foreign material. It will present a uniform appearance free of streaks, smudges, heel marks, or any other marks, which can be reasonably removed through this cleaning method. All splash marks/spots on walls and furniture/fixtures shall be removed before completion of the wet mopping task. All items moved to accomplish this task shall be returned to their original positions.

 

The following Buildings are to be cleaned twice a week: Aspen Meadows Apartment, Spring Creek, LHA’s main office, Lodge at Hover Crossing, Hearthstone at Hover Crossing, Village Place, and Fall River. This includes:

1. All Common Areas

2. Common Area Bathrooms

3. Community Areas

4. Laundry Rooms

 

The following buildings will require as-needed service for unit-turns only: Briarwood Apartments and Aspen Meadows Neighborhood. This includes:

  1. (See Section B: Cleaning Specifications)

 

 

 

Cleaning Requirements for Common Areas:

 

1. Empty building trash containers into site dumpsters.

2. Clean all surfaces and fixtures, to include: all window sills, mini blinds, vinyl cove basetrim, baseboards, and appliances (refrigerator, dishwasher).

3. Maintaining all floors and stairs: dusting, vacuuming, sweeping & damp mopping (all excess water must be removed).

4. Remove scuff marks from floors.

5. Vacuum all carpeting in Common Areas.

6. Top scrub and recoat all hard flooring semiannually using an approved accredited slip resistant floor finish.

7. Clean common restrooms

8. Spot clean walls and floor stains and/or spots.

9. All areas, including handrails, to be cleaned using an approved disinfectant type cleaning solution.

10. Clean inside of windows monthly

11. Notify property manager of any/all damages, stairwell and/or common areas

 

 

 

 

Section E:          Pricing per Building

 

1.         Submit a price per building.

 

Pricing Table:

Please copy this table and utilize exact format in your submission.

 

Building

Cost

Aspen Meadows Apartments

 

Aspen Meadows Neighborhood (unit turns only)

 

The Lodge at Hover Crossing

 

The Hearthstone at Hover Crossing

 

Briarwood Apartments (unit turns only)

 

Spring Creek Apartments

 

Fall River Apartments

 

  Village Place

 

  The Suites