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Request for Proposals 17-17
RFP Title: Property Maintenance Services Date Issued: January 30, 2018
RFP Coordinator: Kristy Branson, Senior Procurement Specialist Contact Information: 503.823.3688
[email protected] Submit Questions: Submit all questions or requests to change anything in this RFP in writing to the
RFP Coordinator no later than 5:00 p.m. on February 13, 2018. Proposal Deadline: Submit attached form to RFP Coordinator by 2:00 pm, February 20, 2018
Through this Request for Proposal (this “RFP”), the Portland Development Commission dba Prosper Portland (“Prosper Portland”) requests competitive proposals from experienced property maintenance service companies to perform simple property maintenance services on Prosper Portland properties. Prosper Portland intends to issue multiple contracts from this RFP. Prosper Portland anticipates that each company selected from this RFP will be responsible for multiple properties as requested by Proposer and/or assigned by Prosper Portland. See attached Property List (“Properties”).
A. Services Needed. If awarded a Contract from this RFP, the selected company shall inspect each property no less than once per week, performing routine property maintenance as needed. All special projects must be pre-approved by Prosper Portland in advance. Routine property maintenance includes, but not limited to:
1. General cleanup and disposal of garbage, debris, and abandoned property. 2. Graffiti removal. 3. Securing of properties, installation, and removal of locks. 4. Fence/gate, post and cable installations, repair, and removal. 5. Snow and ice removal. 6. Removal/disposal of hazardous materials, including bio-hazards. 7. Minor repair of building interior/exterior, including roof. 8. Utility service shut off (electrical circuit breakers and water service). 9. Interior and exterior painting. 10. Minor repairs and/or improvements to floating public docks. 11. Photograph properties and email to Prosper Portland’s property manager. 12. Emergency same-day response when necessary. 13. Furnishing all necessary labor, tools, materials, supplies, and equipment. 14. Be professional at all times. 15. Ensuring that employees comply with all City of Portland and State of Oregon industrial
regulations and practices. 16. Reporting damage or hazards to Prosper Portland’s property manager as soon as possible. 17. Being responsible for any accidental damage resulting from employees or equipment.
B. Proposal Requirements. To be considered for a contract, submit the attached Proposal Form to the RFP Coordinator named above no later than the proposal deadline by either:
1. Email to [email protected]
RFP 17-17, Property Maintenance Services Page 2 of 10
2. Deliver in person or mail in a sealed envelope addressed to: Prosper Portland Kristy Branson RFP 17-17 222 NW 5th Avenue Portland, OR 97209.
C. Evaluation Process. Prosper Portland will review all submissions and award multiple contracts to the proposer(s) that Prosper Portland considers to offer the best overall value, convenience, and service. Evaluation factors will include the Proposer’s qualifications, capability, cost, and business equity. Proposers awarded a contract will be contacted regarding desired properties Proposer would like to maintain. Prosper Portland will determine which properties will be included in the scope of each contract.
D. Contract Terms. Proposers selected from this RFP will be invited to enter into a Services Contract with Prosper Portland (the “Contract”). The terms and conditions can be found here: http://prosperportland.us/wp-content/uploads/2017/04/PSC_Template_Over-50K.pdf
E. Contract Duration. The duration of the Contract will be approximately two (2) years. This contract may be extended for one (1) additional year.
F. Contract Value. The initial value of each Contract will be an amount of $100,000 though this may
vary depending on the number of contracts awarded. This amount may be amended by written agreement once executed.
G. Contract Requirements. If selected from this RFP, successful proposers must:
a. Be a company that is authorized to conduct business in Oregon.
b. Certify as an Equal Employment Opportunity (EEO) employer with the City of Portland.
c. Obtain a City of Portland Business License.
d. Provide certificates for the following types of insurance:
• General Liability: $1,000,000 per occurrence • Automobile Liability: $1,000,000 per accident • Workers’ Compensation Insurance • Name the following as additional insured on their general liability insurance
policy: the “Portland Development Commission dba Prosper Portland, the City of Portland and each of their respective officers, agents, and employees”
Please Note: Only those Proposers that are awarded a contract must comply with this section.
H. Final Notes. Prosper Portland, in its sole discretion, reserves the right to change or cancel this RFP at any time, to waive minor informalities of any proposal, request additional information to evaluate a proposal, and negotiate contract with the successful proposer(s). All proposals will become the property of Prosper Portland and will be subject to public inspection under the Oregon Public Records Law (ORS 192). All matters not specifically addressed in this RFP or the Contract(s) will be governed by the Oregon Public Contracting Code (ORS Chapter 279A-C) and Prosper Portland’s administrative rules for public contracting.
RFP 17-17 Property Maintenance Services Proposal Form Proposer’s Business Name _____________________________________________________________
Signature _________________________________________ Date ____________________
To respond to this RFP, submit this form to the RFP Coordinator listed above no later than the Deadline for Proposals as stated on page 1 of RFP:
1. How long has your company been in business? ________________________________________
2. Is your business a minority-owned, women-owned, disadvantaged, or emerging small business that is certified by the State of Oregon? ______________________________________________
3. How many employees does your company employ? ____________________________________
4. What is the diversity of your employees? _____________________________________________
5. Does your company hold a Construction Contractors Board license (not required)? ____________
6. Does your company have experience or can perform the following tasks: (not performing all the tasks below will not affect your chances of being awarded a contract)
Task Yes or No Task Yes or No
Snow & Ice Removal Bio-Hazard Removal
Fencing Repair Hazardous Material Removal
Floating Dock Repair Graffiti Removal
Painting Utility Shutoff
7. List three professional references, including their name and phone number. Reference Name and Title Reference Phone Number
8. List your hourly rates and any other pricing to maintain the Properties as described in the attached property list. Use additional sheets of paper if needed.
Task Hourly Rate Task Hourly Rate
RFP 17-17, Property Maintenance Services Page 4 of 10
RFP 17-17 Property Maintenance Services Property List
Service Area
# Site Name/Site Address Comments Aerial Photo
1 Parcel D
6698 NE Mt St Helens Avenue
Garbage Pickup; Cable, Bollard, Lock Repair & Replace
Route: Once a Week
2
Parcel E
SWC NE Cascades Parkway/NE Mt St Helens Avenue
Garbage Pickup; Cable, Bollard, Lock Repair & Replace
Route: Once a Week
3 Parcel G
S SIDE NE Cascades Parkway
Garbage Pickup; Cable, Bollard, Lock Repair & Replace
Route: Once a Week
RFP 17-17, Property Maintenance Services Page 5 of 10
4
Eastbank Esplanade Bioswales & Storage Area
1225 SE Water Avenue
Garbage Pickup Inside Fenced Area & Around Ramp; Graffiti Paint or Removal on Columns in Fenced Area; Chain and Lock Repair and Replacement
Minor Fence Repair (as needed)
Route: Once a Week
5
Springwater Trail & Light Watercraft Dock
49 SE Clay
Garbage Pickup; Graffiti Paint or Removal on Columns and/or Benches
Minor Dock Repairs and/or Maintenance (as needed)
Route: Once a Week
RFP 17-17, Property Maintenance Services Page 6 of 10
6 Albina Triangle
4500 N Albina
Garbage Pickup
Route: Once a Week
7 MLK Parking Lot
3620 NE MLK Jr Blvd
Garbage Pickup; Graffiti Paint or Removal
Minor Fence Repair (as needed)
Route: Twice a Week
8 AIP
9231 SE Foster Road
Garbage Pickup Exterior; Graffiti Paint or Removal; Cable, Bollard, Lock Repair & Replace
Minor Fence Repair and Building Repair (as needed)
Route: Exterior Once a Week; Interior Building Once a Month
RFP 17-17, Property Maintenance Services Page 7 of 10
9 Tate
9320 SE Ramona
Garbage Pickup; Cable, Bollard, Lock Repair & Replace
Minor Fence Repair (as needed)
Route: Once a Week
10 Lents Little League
9330 SE Harold Street
Garbage Pickup on Field ONLY (not yellow or green shaded area); Graffiti Paint or Removal on Fence ONLY.
Minor Fence Repair (as needed)
Route: Once a Week
11
Dagel Triangle Lot
SW Corner of SE Couplet Street & Foster Road
Garbage Pickup
Route: Once a Week
RFP 17-17, Property Maintenance Services Page 8 of 10
12 South Waterfront Lot 4
2397 SW Moody Avenue
Garbage Pickup
Route: Once a Week
13 B&K Lot
84 NE Weidler Street
Garbage Pickup; Graffiti Paint or Removal on Fence
Minor Fence Repair (as needed)
Route: Once a Week
14 910 Building
910 NE MLK Jr Blvd
Garbage Pickup Exterior; Graffiti Paint or Removal; Clear Drains on Roof
Route: Exterior Once a Week; Interior Building Once a Month
RFP 17-17, Property Maintenance Services Page 9 of 10
15 Centennial Mills
1362 NW Naito Parkway
Garbage Pickup; Graffiti Paint or Removal; Chain and Lock Repair and Replacement
Minor Fence Repair; Building Repair (as needed)
Route: Exterior Twice a Week; Interior Once a Week to Check Sprinkler Rooms
16 RD Small Lots
NW 9th Avenue/NW Naito Parkway
Garbage Pickup
Route: Once a Week
17
One Waterfront North
NW Naito Parkway
Garbage Pickup
Minor Fence Repair (as needed)
Route: Once a Week
RFP 17-17, Property Maintenance Services Page 10 of 10
[End of RFP]
18 One Waterfront South
NW Naito Parkway
Garbage Pickup
Minor Fence Repair (as needed)
Route: Once a Week
19 Old Fire Station
510 NW 3rd Avenue
Garbage Pickup; Chain and Lock Repair and Replacement
Minor Fence Repairs (as needed)
Route: Twice a Week Exterior ONLY
