A pre-proposal conference will be held March 23, 2005, 9:30 a.m. in a conference room at Pierce Transit Headquarters Administration Offices (Building 4), 3701 96th Street SW, Lakewood, Washington 98499. All prospective proposers are required to attend. The pre-proposal conference will provide the opportunity to review the requirements and intent of the contract documents. Following the meeting attendees will be invited to a walk through of Building 4. Tours of the facilities WILL NOT be provided before or after the pre-proposal conference.

INTRODUCTION
Pierce Transit is requesting proposals to furnish all necessary labor, supervision, materials, equipment, and supplies to satisfactorily perform janitorial services at Pierce Transit Buildings 4 and 5.

The following information is provided to assist the proposer in understanding the scope of services needed by Pierce Transit for both facilities.

As the public transportation agency for Pierce County, Washington, Pierce Transit takes pride in providing an exceptionally clean and safe environment at all times for its patrons and employees and expects the janitorial services to demonstrate this same pride in their work performed.

1. Staffing
   The Contractor shall provide adequate personnel, trained in proper cleaning and janitorial methods and techniques to properly and satisfactorily maintain the facilities on a day-to-day basis during the scheduled times indicated.

2. Employee Recruitment
   1. Applicant Screening: The Contractor shall be required to conduct the following screening process for all employees that will be assigned to work at Pierce Transit facilities:
      • Verify residency for the past seven (7) years.
      • Conduct background checks based on residency location.
      • At a minimum, background checks must be requested through the State Patrol. (Pierce Transit is interested in evaluating the cost of background checks through the National Crime Information Center (NCIC), phone 304-625-2000 or web site www.fas.org/irp/agency/doj/fbi/is/ncic.htm. The NCIC background check can be obtained through the Washington State Patrol or service agencies such as Intellicorp. All resources charge an additional fee for this service. Proposers are requested to provide a cost for that level of background checks. Pierce Transit will inform the successful contractor if NCIC checks will be required.)
      • Persons with any history of drugs, violence of any type including weapons violations, theft of all types, fraud and/or forgery shall not be assigned to work at any Pierce Transit facility. Violation of this requirement will be cause for contract termination.
      • Conduct a ten (10) panel drug screen with emphasis on methamphetamine and ecstacy. Drug tests must be employer paid.
   2. The Contractor must demonstrate the ability to provide trustworthy, reliable employees and shall make a good faith effort to retain the same employees on the same schedule in the same area for as long as possible. If a change of staff is to occur, the Contract Administrator shall be notified prior to the change when possible or as quickly as possible thereafter. In addition, staff shall have the ability to:
      • Read, write, speak and understand the English language.
      • Have the necessary public relations skills to deal with employees and customers in a professional, courteous, businesslike manner.
      • Understand written and oral rules and regulations and apply them in a tactful and non-confrontational manner.
      • Maintain poise, self-control, tact, diplomacy and mature judgement under stress.

3. Employee Acceptance by Pierce Transit
   Pierce Transit will be the sole judge of the efficiency and acceptability of each janitorial employee’s performance while on site. Pierce Transit reserves the right to require the Contractor to remove any janitorial personnel from further duty at Pierce Transit, without cause and without the right to recover damages by such janitorial employee or by the Contractor from Pierce Transit. If Pierce Transit requires the removal of any janitorial personnel from duty, Pierce Transit will attempt to provide the Contractor reasons for the removal demand. However, Pierce Transit is not required to provide such reasons, the Contractor may not challenge such reasons, and the Contractor shall promptly remove and replace an individual janitorial employee when requested to do so by Pierce Transit.

4. Uniform and Appearance Standards
   The selected Contractor’s employees shall be neat and clean in appearance and shall wear a uniform or other identification that clearly identifies them as an employee of the Contractor.

5. Contractor Responsibility
   The successful Contractor shall be responsible for all coordination, and supervision of personnel associated with the janitorial service at the Pierce Transit facilities. These activities include, but may not be limited to, the following:
   • Recruit, screen, background checks and train personnel.
   • Train employees in Pierce Transit’s security protocols and procedures including confrontation avoidance and ensure employees abide by said procedures. (Pierce Transit’s security staff will be available to assist in this training).
   • Cooperate with Pierce Transit’s official investigation of suspected criminal activity.
   • Provide a Project Manager who shall be responsible for the performance of the contract and remain the Contractor’s contact person for the duration of the contract. The Project Manager shall establish a routine for communications with Pierce Transit’s Contract Administrator to provide a prompt and timely response to any concerns or problems that may arise. Time and frequency of direct meetings may vary as determined by the Contract Administrator. The Project Manager shall contact the Contract Administrator to review overall performance, receive special instructions regarding cleaning items, or discuss other pertinent items regarding the contract and the Contractor’s performance.
   • Furnish all supplies, materials, and equipment necessary for the proper performance of the janitorial service. Supplies and materials include but are not limited to brooms, brushes, dust cloths, wet and dry mops, sponges, squeegees, porcelain ware cleaner, liquid and powder detergents, disinfectants, glass cleaner, floor polish, waxes, stripper, metal and furniture polish, and any other compounds necessary to properly maintain the premises. Where necessary, the Contractor shall supply plastic bags and liners including sanitary disposal receptacles and wastebaskets. As a minimum, these supplies and materials shall be of a quality to conform to applicable federal specifications. The Contractor shall not use any material or supplies which the Contract Administrator determines would be unsuitable for the purpose, or offensive or harmful to any part of the facility, its contents, equipment, employees, or patrons.
   • Provide all necessary cleaning equipment including, but not limited to, buffing machines, industrial type vacuum cleaners, carpet extractors, etc., needed for the performance of the work of this contract. Such equipment shall be of the size and type customarily used in work of this kind and shall meet the approval of the Contract Administrator, which shall not be unreasonably withheld. Equipment deemed by the Contract Administrator to be of improper type or design or inadequate for the purpose intended shall be replaced by the Contractor.
   • Provide to the Contract Administrator and post in janitorial closets Material Safety Data Sheets (MSDS) for all chemicals used or stored in the buildings.
   • Provide hazardous chemical communications training to Contractor’s personnel
   • Provide adequate field supervision to ensure janitorial staff arrive at assigned post on time, perform their duties throughout their assigned shift, and provide backup as needed during all required hours. A detailed plan for providing supervision must be included with proposal.
   • Development of an internal monitoring system that will be used to ensure service quality which shall include regularly scheduled written inspections with a copy to the Contract Administrator. Contract Administrator may choose to inspect with the Contractor.
   • Evaluating staff performance.
   • Break down of any cardboard boxes generated by supplies, materials, or equipment used by the Contractor as well as Pierce Transit supplied consumables and place in the dumpster area for recycling.
   • Report vandalism and/or damage of Pierce Transit’s property to the Contract Administrator immediately upon discovery.
   • Inform Contractor’s employees that Pierce Transit equipment including vehicle buffers, scrubbers, sweepers, vacuums, office equipment, exercise equipment, pool table, etc., shall not be used by the Contractor or the Contractor’s employees.

6. Pierce Transit Responsibility Pierce Transit will be responsible for providing direction to the Contractor. These activities include, but may not be limited to, the following:
   • Identify a Contract Administrator at the time of award for each facility. The Contract Administrator will submit in writing to the Contractor the names of Pierce Transit personnel that will have authority to make changes or additions to the contracted items. Changes or additions made by anyone other than Pierce Transit authorized personnel will not be accepted or paid for by Pierce Transit.
   • Provide training assistance to Contractor’s staff in security protocols and procedures.
   • Furnish electrical power at existing power outlets for the Contractor’s use to operate equipment as is necessary in the conduct of the required work. Hot and cold water will also be made available as necessary for that purpose.
   • Supply all consumable supplies for restrooms to include hand soaps, paper towels, toilet tissue, sanitary napkins and tampons, toilet seat covers, shower curtains and paper cups.
   • Provide storage for the Contractor to store any necessary supplies, materials and equipment.
   • Establish time and frequency of direct meetings with the Contractor’s Project Manager.
   • Schedule inspections with the Contractor’s Project Manager. Quality service and strict adherence to the contract will be expected from the Contractor.

7. Security
   ID Badges with access rights and keys to areas of the facilities that the ID badge will not access, will be made accessible to the Contractor, but shall not be removed from the premises. All costs accrued by Pierce Transit in reinstating facility security occasioned by loss of facility ID badges and keys due to the Contractor’s and/or its employees’ negligence will be billed to the Contractor.

   The Contractor will be given instructions on Pierce Transit’s sign-in/out procedures. It shall be the Contractor’s responsibility to assure procedures are strictly followed. Upon completion of activities each day, the Contractor shall be responsible for securing all entries to offices and to buildings prior to departure.

   The Contractor shall ensure that only their properly identified employees listed with the Contract Administrator are permitted on the premises during the performance of daily duties. The Contractor will be held strictly accountable for damages or breaches of security caused by its employees.

8. Optional Specialty Crews
   Proposers may include optional services available in addition to the janitorial contract for occasional needs of specialty crews to provide carpet, upholstery, or work station fabric panel cleaning; washing interior and exterior upper windows and frames; washing window blinds; cleaning refrigerators, or other tasks outside of the Scope of Work. Include information on method, supplies, materials, equipment, and labor as well as frequency and pricing.