This is a service / maintenance or supply contract in Nantucket, Massachusetts. Contact the soliciting agency for additional information.

The Town of Nantucket, through the Nantucket Water Commission invites qualified vendors to submit quotes for weekend cleaning services, annual carpet cleaning, and annual window cleaning at the Nantucket Water Company. The Town of Nantucket (hereinafter "Town"), through the Nantucket Water Commission invites qualified vendors to submit quotes for weekend cleaning services, annual carpet cleaning, and annual window cleaning at the Nantucket Water Company. Location: Nantucket Water Company, 1 Milestone Road, Nantucket, MA 02554 Building Square Footage: 4,884 square feet. (See Exhibit C - Floor Plan) Please note: Individual office spaces are NOT included in this Scope of Work but do account for the total square footage. Nantucket Water Company employees are responsible for the individual office spaces. Cleaning Services Specifications The following specifications and conditions shall serve as a minimum requirement for cleaning services for the Nantucket Water Company, hereinafter referred to as the "Facility." 1. Contractor The successful bidder (hereinafter "Contractor") receiving award of this contract shall be responsible for providing all labor, insurance, equipment and supplies, except where noted, necessary for the cleaning of the Facility at Contractor's expense. The Contractor shall adequately maintain the Facility in a respectable, clean and sanitary manner at all times. 2. Cleaning Hours The Facility shall be cleaned as follows: One (1) time per week, on the weekend (Saturday or Sunday) One (1) time per year - professional carpet cleaning of main area only One (1) time per year - professional window cleaning 3. Security All exterior doors of all the Facility must be locked by the Contractor as indicated. The Contractor must securely lock doors and turn off the lights once verifying all persons have exited the Facility. Keys shall be issued to the Contractor by the Facilities Manager, or their designee. Duplicate keys may be made only after authorization by the Facilities Manager, or their designee. Should the Contractor lose a key or keys, the Contractor shall be responsible for the cost of having all affected door locks re-keyed. Nantucket Water Company will arrange for this to be done and bill the Contractor or subtract the cost from that month's invoice. 4. Compliance with Laws Contractor shall comply with all applicable state, federal and local laws including but not limited to OSHA, minimum wage, and hour regulations. The Contractor agrees to have Safety Data Sheets (SDS) sheets available for all cleaning supplies used in fulfilling the requirements of this contract. 5. Safety Contractor will be responsible for instructing his/her employees in appropriate safety measures. Contractor's personnel will not place or use mops, buckets, or any equipment in locations likely to create safety hazards. Personnel shall provide, place, and remove appropriate warning signs for wet or slippery floor areas caused by cleaning or waxing operations. General safety requirements will be complied with in all activities. The Contractor shall be responsible for instructing its employees as to the use of all emergency equipment, the phone numbers of emergency personnel and the location of fire alarms and firefighting equipment. 6. Work Areas Contractor shall make necessary provisions to protect all work areas and shall be responsible for full restoration, including any associated costs, resulting from any damages caused by Contractor's work or employees. The Contractor shall be responsible for keeping the storage room neat and orderly at all times. 7. Contractor's Personnel The Contractor shall employ only those persons qualified and trained to provide the services stated herein. The Contractor further warrants that his/her employees, and any other personnel providing services under these specifications, are duly qualified to perform the services required and said employees/personnel agree to perform services in a professional manner utilizing appropriate procedures and methods and in accordance with any applicable local, state or federal laws, rules or regulations. The Contractor must provide the Nantucket Water Company with a list of all personnel employed by Contractor for cleaning the Facility, including telephone numbers and addresses, if requested. Contractor's personnel shall wear uniforms, provided by the Contractor, while performing cleaning services. Uniforms shall bear the company name. Should the Nantucket Water Company advise the Contractor that any agent, employee or other person under its jurisdiction or supervision relative to the contract, is for any reason objectionable, unsatisfactorily or undesirable, the Contractor shall replace the individual. Neither the Contractor nor the Contractor's employees are to have family, friends or associates unrelated to this contract with them for extended periods of time while working in the Facility. 8. Supplies Cleaning supplies, including but not limited to Carpet Shampoo, Floor Stripper, Floor Wax, Disinfectant, All-Purpose Cleaner, and Stainless Steel Cleaner shall be provided by the Nantucket Water Company. Other necessary consumable cleaning supplies to be used by the Contractor in the performance of these specifications, shall be ordered by the Nantucket Water Company at the Contractor's request (Contractor shall provide a written list of items and quantities). The Contractor shall otherwise supply, at its own expense, all other cleaning material and equipment necessary to complete the cleaning of the Facility as specified herein. All cleaning supplies shall be stored in a neat and orderly fashion on shelving provided in the designated storage room located in the Facility. 9. Change to Scope of Work The Nantucket Water Company may, at any time, change the scope of work of the contract by written notice to the Contractor, giving therein a date upon which, the change shall become effective. On such effective date, the Contractor shall make the required changes in his/her operation. 10. Other The Contractor shall immediately report any damage noted in the process of cleaning the Facility to the Facilities Manager, or their designee. A meeting(s) may be held with the Contractor or their designee, as necessary, to review and to discuss service improvements or modifications. All cleaning personnel shall become familiar with the cleaning-related requirements of the Facility. 11. Contacts Contact persons for this contract will be the Nantucket Water Company Facilities Manager, or their designee. 12. Billing Contractor shall bill the Nantucket Water Company with twelve (12) monthly invoices for each contract year. SCOPE OF WORK The following areas are to be maintained at a high standard of cleanliness. The following standards are intended to be the acceptable minimum level of service as directed herein. All items not specifically included, but found necessary to properly clean the Facility, shall be included as though written into these specifications. Note: It is explicitly stated that all cleaning equipment utilized must be of commercial grade. This requirement is intended to ensure the highest quality and efficiency of cleaning services provided. Please note that the use of robotic or automatic devices is strictly prohibited under the terms of this agreement. This includes, but is not limited to, devices such as robotic vacuum cleaners. The intention behind this clause is to maintain a standard of thoroughness and attention to detail that can only be guaranteed through manual operation of commercial grade cleaning equipment. Restrooms: Weekly cleaning of the five (5) Facility restrooms shall include: cleaning and drying of floor surfaces; visually checking all drains including but not limited to sinks, toilets, floor drains etc.; emptying of waste baskets and trash disposal at designated areas; cleaning of sinks, faucets, soap/sanitizer dispensers and mirrors; washing, disinfecting and deodorizing of sanitary facilities, including cleaning and disinfecting toilets, toilet seats, urinals, partitions, grab bars, trash receptacles, vents and other fixtures; and the cleaning of any other items not specifically mentioned herein which would be considered part of the restrooms, and which require periodic cleaning to maintain the overall cleanliness of the restrooms. Where the restroom has an air dryer, the wall below it should be cleaned. (See pictures of restrooms in ATTACHMENTS) Nantucket Water Company employees are responsible for refilling all soap, paper towel and toilet paper dispensers throughout the building. Main Office: In general, services in this area shall include, but not necessarily be limited to: Empty all trash in the main office areas only, with the exception of the blue baskets used for recycled products, and disposing of waste streams in designated area(s); Cleaning of high touch surfaces i.e. tables, knobs, light switches, handles, buttons, push plates, etc.; Dust all main area surfaces. Cleaning floor surfaces, including under desk(s)/table(s) areas per the detailed cleaning requirements below based on the floor surface; Cleaning and disinfecting of desk(s)/table(s) and counter that are not occupied by employees; Clearing dust from base board heat, radiators, and other vents. And the cleaning of any other items not specifically mentioned herein which would be considered part of the rooms, and which require periodic cleaning to maintain the overall appearance and cleanliness of the rooms. Individual office spaces are not included in this Scope of Work. Nantucket Water Company employees are responsible for the individual office spaces. Mopping of Floors: The cleaning and mopping of floors is an essential task in maintaining cleanliness and hygiene in the Facility. Here is a detailed description of what would be expected for the mopping of floors: Preparation: Before starting the mopping process, the cleaning personnel should ensure the area is clear of any obstacles or debris. This includes removing any furniture, equipment, or objects that may hinder the mopping process. DO NOT move boxes or other employees belongings. Nantucket Water Company employees are responsible to clear their workspace to ensure access. Additionally, caution signs should be placed to alert others to the wet floor and prevent accidents. Dusting and sweeping: Before mopping, it is important to remove loose dirt, dust, and debris from the floor. This can be done by dusting the surfaces with a mop or broom, or by using a vacuum cleaner. Sweeping or dusting the floor helps to prevent dirt from spreading and ensures a more effective mopping process. Selecting the appropriate cleaning solution: Depending on the type of flooring, an appropriate cleaning solution should be selected. This may include mild detergents, neutral cleaners, or specialized floor cleaners. It is important to follow the manufacturer's instructions and dilution ratios when preparing the cleaning solution. Preparing the mop: The mop should be clean and in good condition before use. If necessary, it can be dampened or soaked in the cleaning solution to ensure effective cleaning. Excess liquid should be wrung out to prevent over-wetting the floor, which can cause damage or create slip hazards. Cleaning corners and edges: Use a smaller mop or a microfiber cloth to clean hard-to-reach areas, corners, and edges. Ensure that no dirt or debris is left behind in these areas. Drying the floor: After mopping, allow the floor to air dry or use dry mops or towels to remove excess moisture. This helps to prevent slip hazards and ensures a clean, dry surface for foot traffic. Post-cleaning inspection: Inspect the floor after mopping to ensure it is clean, streak-free, and free from any residue. Address any missed spots or stains promptly. It is important to follow proper safety protocols during the mopping process, such as wearing appropriate personal protective equipment (PPE) and using caution signs to alert others to the wet floor. Regular and diligent mopping practices will help maintain a clean and safe environment for the Facility users. Vacuuming of Carpets: The vacuuming of carpets and floors is an important task in maintaining cleanliness and removing dirt, dust, and debris from surfaces. Here is a detailed description of what would be expected for the vacuuming process: Preparation: Before starting the vacuuming process, ensure the area is clear of any obstacles or objects that may hinder the vacuum cleaner's movement. This includes moving chairs, equipment or other small items from the floor. DO NOT move boxes or other employees' belongings. Employees are responsible to clear their workspace to ensure access. Selecting the appropriate vacuum cleaner: Choose a vacuum cleaner suitable for the specific type of flooring. Different vacuum cleaner models and attachments are designed for various surfaces, such as carpets, hardwood floors, or tiles. Checking the vacuum cleaner: Ensure the vacuum cleaner is in proper working condition. Check the vacuum bag or canister to ensure it is not full and empty if necessary. Clean or replace filters as needed for optimal performance. Emptying and cleaning the vacuum: Regularly check the vacuum bag or canister and empty it when it becomes full. Clean or replace filters as recommended by the manufacturer. Wipe down or clean the vacuum cleaner's exterior to remove any accumulated dirt or dust. Post-cleaning inspection: Inspect the vacuumed surfaces to ensure they are clean and free from visible dirt or debris. Address any missed spots or stains promptly. Visible stains on carpeted floor must cleaned promptly, using appropriate technique. Adhere to proper safety protocols during the vacuuming process, such as wearing appropriate personal protective equipment (PPE) and using caution signs to alert others to the cleaning activity. Regular vacuuming practices will help maintain a clean and healthy environment by removing dirt, dust, allergens, and other particles from carpets and floors. Cleaning Supplies: Cleaning supplies shall be provided by the Nantucket Water Company. The successful cleaning Contractor shall present a list of supplies to be procured by Nantucket Water Company and inform the Nantucket Water Company when restocking is required. Annual Professional Shampoo of Carpets: Nantucket Water Company is requesting that the cleaning Contractor be responsible for coordinating the shampoo cleaning of the carpeted areas by a professional carpet cleaning service on an annual basis - normally in the spring unless otherwise directed. The invoice amount for this task is the cost of the carpet cleaning service plus an administrative fee. Annual Professional Cleaning of Windows: Nantucket Water Company is requesting that the cleaning Contractor be responsible for coordinating the cleaning of the windows on an annual basis - normally in the spring unless otherwise directed. The invoice amount for this task is the cost of the professional cleaning service plus an administrative fee. Terms of Service This successful bidder shall perform services as necessary from October 1, 2024, to September 30, 2027. This is intended to be a one (1) year contract with an option to renew for two additional one (1) year terms, not to exceed three (3) years to the Town of Nantucket sole discretion. Question Submission Deadline: September 4, 2024, 2:00pm Question Response Deadline: September 9, 2024, 2:00pm Contact Information Cindy Hsu Deputy Procurement Officer 37 WASHINGTON STREET NANTUCKET, MA 02554 Email: chsu@nantucket-ma.gov Phone: (508) 228-7200 Ext: 7309 When submitting quotes, it is understood that the Town of Nantucket reserves the right to reject any, and all quotes, or parts of any quote. The Town of Nantucket is exempt from all taxes, and they shall not be included in the quote. Quotes must include the completed price for all services, documentation, and other deliverables. The proposal must include all costs including any estimated travel time, transportation, accommodations, meals, and incidentals. No additional costs will be accepted after contract is signed. Poor references may be a basis for determining that a bidder is not responsible. Reference questions will include but may not be limited to work quality, customer service, and general customer satisfaction. The Town of Nantucket is an Affirmative Action/Equal Opportunity Employer. The Town encourages bids from qualified MBE/DBE/WBE firms. Rule of Award: One (1) contract will be awarded to the most responsive and responsible vendor offering the requested services at the lowest price per MGL C. 30B. A Town of Nantucket Contract Agreement will be required. The selected vendor is required to complete the Town of Nantucket Contract Agreement prior to any services rendered. A sample of this agreement can be found in the Attachments, Exhibit B. Exceptions will not be made after the RFQ is awarded.