Re: Request for Proposals for the Provision of Janitorial Services

Letter of Invitation Page 1 of 34

November 18th 2013

Dear Bidders,

Re: Request for proposals for the provision of Janitorial services.

The Government of Bermuda, Department of Airport Operations (DAO) formally invites interested candidates to submit a Request for Proposals (RFP) for the provision of Janitorial Services at L.F. Wade International Airport.

This contract will be undertaken for a period of two (2) years, from April 1st 2014 to March 31st 2016, which may be extended for one (1) additional year based on satisfactory performance of the contractor.

Please find enclosed this Request for Proposal package, which consists of:-

 Letter of Invitation  Section 1 Instruction to Bidders;  Section 2 Description of Services Specification  Section 3 Bid Forms;  Appendix A Draft Standard Service Contract

To be considered, bidders must submit a complete response. A mandatory site visit for proponents will be held at the DAO Offices at 930 a.m. on December 2nd 2013. We request that you carefully consider all aspects of the documentation and submit a proposal to the address listed herein no later than Noon, December 6th 2013. Your proposal must conform to the instructions provided. Response shall be submitted in a sealed envelope (s) or similar package(s). The outer envelope should be clearly marked with the title of the RFP. “Request for Proposal for the Provision of Janitorial Services at L.F. Wade International Airport”. Enclosed in the envelope must be all documents required in accordance with the RFP.

Should you have any additional queries regarding this package, feel free to contact the undersigned for further clarification. Thank you for your interest and we look forward to receiving your submission. Yours faithfully,

Jacqueline Horsfield Commercial Manager

JH/tlf 1 | P a g e Section 1 Instruction to Bidders

Part 1 General Information

1.1 Time

Submission Return date: Noon December 6 2013

1.2 Brief Description of Services

1.2.1 Department of Airport Operations (DAO) invites proposals from Janitorial Service Contractors in accordance with these instructions. 1.2.2 It is important to note that the successful bidder’s employees must comply with safety and security requirements and will require security clearance and, where applicable, work permits. It is also important to note that the Airport will be looking for a solution that takes into account, where practical, the environmental impact of cleaning materials used. (Section 2)1.2.3. The quality of janitorial services is a reflection of the Airport’s image and its ability to provide superior customer service in a safe, attractive and clean environment. The successful bidder is expected to meet minimum safety, efficiency and quality standards. It is also expected to employ on-site managerial personnel with experience and expertise in providing janitorial services at similar facilities. The Airport also requires the successful bidder to maintain reasonable employment standards.

1.2.4 DAO will be also looking for evidence of disease mitigation and environmental impact which must be taken into account where ever possible.

1.2.5 The bidder proposal should allow the Airport to assess each contractor’s ability to provide the required janitorial services to the Airport’s satisfaction.

1.3 Eligibility and Qualifications Requirement

1.3.1This Request for Proposals is only open to Bidders who meet the criteria described herein.

1.3.2Bidder must meet certain requirements, specified herein, in order to be considered as eligible bidders. A bidder, who fails to meet with the requirements specified herein as to qualifications, will not qualify for final evaluation, and their submission will not be accepted.

1.3.3 The bidder shall submit their completed submission all appropriate documentation in order to demonstrate the necessary experience and expertise this shall include descriptions of relevant and similar past projects, details of their team, the key personnel, equipment to be assigned to this janitorial service. Schedule A.

1.3.3.1 The bidder must demonstrate that the team leader of their professional staff has the following:- Minimum of 3 years of experience in janitorial service industry 1.3.3.2 The bidder shall submit listing of equipment available for use and their inventory of the actual cost rates for use of this equipment.

1.3.4 Bidders must include, with their bid, a copy of the company’s Certificate of Incorporation as evidence of the fact that the company is an existing registered company at the date of proposal. Failure to provide the certificate of incorporation will render their bid void. Schedule B.

1.3.5 The bidder shall provide employee data to show the proportion of Bermudian employed, and their commitment to training of all employees. Schedule B.

1.3.6 The bidder shall submit their health and safety records for the last 5 years of reporting Schedule G.

1.3.7 The bidder shall include description of relevant or similar past contracts. Schedule H.

1.3.8 The bidder shall demonstrate that they have no outstanding payments to be made to the Government of Bermuda.

1.3.9 Provide evidence of environmental impact of cleaning materials that would be used. e.g Product and Material Safety data sheets (PSDS and MSDS) Schedule I. 1.4 Cost of Bidding

1.4.1 The Bidder shall bear all costs associated with the preparation and submission of his Proposal and the Government of Bermuda, DAO will in no case be responsible or liable for these costs, regardless of the conduct or outcome of the bidding process.

1.5. Site Inspection and Visit

1.5.1 The Bidder is advised to visit and inspect the site and surrounding areas where the Janitorial services will be provided. A mandatory site inspection will take place on December 2nd 2013 at 9:30a.m.

1.5.2 The Bidder shall be deemed to have satisfied themselves as to the form and nature of the site, the quantities and nature of the service requirements and materials necessary for the completion of the service, and in general to have obtained all necessary information as to the risks, contingencies and other circumstances which may influence or affect their bid.

1.5.3 Bidders will be granted permission by DAO upon application, to enter upon the site for the purpose of inspection but only upon the express condition that such person will release and indemnify DAO from and against all liability in respect of personal injury, loss of or damage to property and any other loss.

1.5.4 Bidders shall make their own assessment of existing facilities, conditions and difficulties which will attend the execution of the services called for by the proposed contract; including local conditions, constraints due to working in an occupied building within

3 | P a g e restricted hours, labor conditions, uncertainty of weather, security to access, and all other reasonable contingencies.

1.5.5. Bidders shall satisfy themselves by personal examination of the site of the proposed services and by such other means as they choose as to actual conditions and requirements, and as to the staff and equipment, products quantities required.

1.5.7 No after claim will be allowed or considered for any work that may be required for the proper execution and completion of the services, due to failure by the bidder to examine the site and make proper allowances for the conditions to be encountered. 1.6 Schedule and Operating Programme 1.6.1 Bidders are advised that in order to comply with the bidding procedure, bidders shall include with their completed bid a statement of the length of time required to complete the services. DAO may request a complete detailed schedule for completion of the works after the submission and in order to fully evaluate the bids. Failure to provide a schedule within three (3) working days may result in the proposal being rejected. (Schedule C)

1.6.1.1 The schedule shall be in the form of a bar chart in electronic format and will be fully detailed to include all janitorial service activities, daily, weekly and monthly, annual. All critical path activities and key milestones in the process should be identified.

1.6.1.2 The bidder shall make every effort to complete the services by the stipulated completion date, and shall adjust his schedule of activities accordingly.

1.6.1.3 The bidder shall pay extra costs to complete the work on schedule, which may be incurred because of: increasing the labour force; increasing working hours either by overtime or by using shifts; using more equipment and machinery; or any other procedure which must be used.

1.6.1.4 Include in bid for any overtime or abnormal shift required, emergencies, special events. Allow for extra care to minimize disruptions in an operational facility. 1.7. Health and Safety 1.7.1 All work must be carried out in strict accordance with the Health and Safety at Work Act 1982 and subsequent revision. Please note: The Government policy includes the provision of no alcohol or prohibited drugs shall be consumed on the site or in any vehicle related to the work or service provided. Part 2 Proposal Documents 2.1 Content of the Proposal Documents

2.1.1 The set of Proposal documents issued for the purpose of bidding includes the documents stated below, together with any Addenda thereto issued in accordance with Clause 2.3 and any minutes of the mandatory site visit on at 930AM 2 December 2013-  Letter of Invitation  Section 1 Instruction to Bidders;  Section 2 Description of Services Specification  Section 3 Bid Forms;  Appendix A Sample Standard Service Level Contract;

2.1.2 The Bidder is expected to examine carefully all instructions, conditions, forms, terms, in the RFP documents. Failure to comply with the requirements of the RFP submission will be at the Bidder’s own risk.

2.1.3 The RFP package is available online at www.bermudaairport.aero ; www.gov.bm, procurement notices or can be picked up from the Department of Airport Operations, 3 Cahow Way, St. Georges DD03 2.2 Clarification of Proposal Documents

2.2.1 A prospective Bidder requiring any clarification of the RFP documents may notify the DAO in writing, via email [email protected]; [email protected]. The DAO will respond in writing by email to any request for clarification which they receive earlier than 3 days prior to the deadline for the submission. Written copies of the DAO’s response, where necessary (including a description of the inquiry but without identifying its source), will be sent to all prospective Bidders who have provided contact details.

2.2.2 Submission of written queries shall be sent to the following email address [email protected]; [email protected]..

2.3 Amendment of Proposal Documents

2.3.1 At any time prior to the deadline for submission of bids, the DAO may, for any reason, whether at his own initiative or in response to a clarification requested by a prospective bidder, modify the RFP documents by the issuance of an Addendum.

2.3.2 The Addendum will be sent in writing by email to all prospective bidders who have received the RFP documents from the designated distributor authorized by the DAO and will be binding upon them. Prospective bidders shall promptly acknowledge receipt thereof by email to the following:

Department of Airport Operations 3 Cahow Way St. Georges DD03 [email protected]; [email protected] 5 | P a g e 2.3.3 In order to afford prospective Bidders reasonable time in which to take an Addendum into account in preparing their bids, the DAO may, at their discretion, extend the deadline for the submission

2.4 Confidentiality

2.4.1 The DAO requires financial and other information from the bidder including a detailed corporate profile to assist the DAO in the evaluation and selection process. DAO Authority recognizes this information is confidential and will therefore not disclose details of any submission to any other prospective contractor. Information will remain confidential whether a contractor is requested to submit a proposal or not.

Part 3 Preparation of Submission 3.1 Language of the RFP

3.1.1 The RFP submission prepared by the Bidder and all correspondence and documents relating to the RFP exchanged by the Bidder and the DAO, shall be written in the English language. 3.2 Documents Comprising the Proposal

3.2.1 The RFP submission to be prepared by the Bidder shall contain the following: Proposal Forms – Mandatory

Form of Proposal  Bid Forms  Confirmation of Addenda received (if applicable)  Signed Certification Confirmation of Non-Collusion Form;

Information of Eligibility and Qualifications Conditions as set out in sub-clause 1.3 (and completed Schedules) of firms and personnel for the services and works:

. Company Profile, Experience and Industry Knowledge . Contractor’s Certificate of Incorporation; . Financial Stability and Capacity . Management Team and Operating Programme . Employee Training and Programme Safety Record . Client list . Environmental Considerations . Price breakdown  Any other materials required to be completed and submitted in accordance with the Instructions to Bidders embodied in the RFP documents. 3.3. Prices

3.3.1 Unless stated otherwise in the RFP documents, the Contract shall be for the duration mentioned and complete scope of works as detailed in these documents and based on the completed Form of Proposal annual lump sum, as submitted by the Bidder. 3.3.2 The Bidder shall fill in separate prices for all items of service described in the Schedule J Price Breakdown. Items against which no price is entered by the Bidder will not be paid for by the DAO when executed and shall be deemed covered by the other lump sum prices in the Price Breakdown. 3.3.3 All duties, taxes and other levies payable by the bidder under the Contract, or for any other cause, as of the closing date for submission, shall be included in the rates and prices and total.

Special Requirement

3.3.4 Fixed Hourly and daily rates for the services where indicated in the prices schedule will be used in the evaluation of the services provided, payment shall be on a time charge basis. 3.5 Currencies of Proposal 3.5.1 The lump sum price and rates shall be quoted in Bermudian dollars. 3.6 Proposal Validity

3.6.1 Proposals shall remain valid and open for a period of 150 calendar days after the date of Proposal opening.

3.6.2 In exceptional circumstances prior to expiry of the original Proposal Validity period, the DAO may request the Bidder for a specified Extension in the period of Validity. The request and the responses thereto shall be made in writing by email -. A Bidder may refuse the request and withdraw his bid. A Bidder agreeing to the request will not be required nor permitted to modify his bid.

3.7 Format and Signing

3.7.1 The Bidder shall prepare one original set of the documents comprising their submission as described in the Instructions to Bidders.

3.7.2 The proposal shall be typed or written in indelible ink and shall be signed by a person or persons duly authorized to bind the Bidder to the Contract. All pages of the proposal where entries or amendments have been made shall be initialed by the person or persons signing the proposal.

7 | P a g e 3.7.3 The complete proposal shall be without alterations, interlineations or erasures, except those to accord with instructions issued by the DAO, or as necessary to correct errors made by the Bidder, in which case such corrections shall be initialed by the person or persons signing the Proposal

3.7.4 Only one proposal may be submitted by each Bidder. No Bidder may participate in the proposal of another for the same Contract in any relation whatsoever.

Part 4 Submission of Proposal

4.1 Sealing and Marking of Proposal

4.1.1 The Bidder shall submit the Proposal Response Documents either in an envelope or similar package.

One (1) original and three (3) electronic copies of the Proposal must be received by the DAO in a sealed package prior to Noon December 6 2013(the “Closing Time”) at the address noted below:

Department of Airport Operations L.F. Wade International Airport 3 Cahow Way St George’s GE CX

Attn: [email protected] ; [email protected]

NOTE: The above is not given as a postal address

The package must bear the following identification: Request for Proposals – Janitorial Services The words “DO NOT OPEN BEFORE Noon, December 6th 2013 4.1.2 The envelope shall indicate the name and address of the Bidder to enable the Proposal to be returned unopened in the event that it is declared late or is otherwise unacceptable as noted in

4.1.3 If the envelope is not sealed and marked as instructed above, the DAO will assume no responsibility for the misplacement or premature opening of the proposal submitted. A proposal envelope opened prematurely for this cause will be rejected by the DAO and returned to the Bidder. 4.2. Deadline for Submission of Proposal 4.2.1 Proposal must be received at the email address specified above no later than Noon December 6 2013(insert time and date) Atlantic Time 4.2.2 The DAO may, at his discretion, extend the deadline for submission by issuing an amendment in which case all rights and obligations of the DAO and the Bidders previously subject to the original deadline shall thereafter be subject to the new deadline as extended. 4.3 Late Proposals

4.3.1 Any Proposal received by the DAO after the deadline for submission of Proposals prescribed by the DAO, will be returned to the Bidder.

4.4 Modifications and Withdrawal of Proposals 4.4.1 The Bidder may modify or withdraw his Proposal after Proposal submission, provided that the modification or notice of withdrawal is received in writing by the DAO prior to the prescribed deadline for submission of Proposals. 4.4.2 The bidder’s modification or notice of withdrawal shall be prepared, sealed, marked and delivered for the submission of Proposals with the envelope additionally marked “MODIFICATION” or “WITHDRAWAL” as appropriate. 4.4.3 No Proposal shall be modified subsequent to the deadline for submission of Proposals.

Part 5 Opening and Evaluation 5.1 Opening 5.1.1 Proposal for which an acceptable notice of withdrawal has been submitted pursuant to Clause 4.4 shall not be opened. The DAO will examine proposal to determine whether they are complete, whether the documents have been properly signed and whether the proposals are generally in order.

5.1.2 Proposal shall be opened after Noon December 6 2013(insert date and time); 5.2 Process to be Confidential 5.2.1 After the opening of proposal, information relating to the examination, clarification, evaluation and comparison of proposal and recommendations concerning the award of contract shall not be disclosed to Bidders or other persons not officially concerned with such process until the award of the Contract to the successful Bidder has been announced.

5.2.2 Any effort by a Bidder to influence the DAO in the process of examination, clarification, evaluation and comparison of proposal, and in decisions concerning award of Contract, shall result in the rejection of the Bidder’s proposal.

9 | P a g e 5.3 Clarification of Proposals

5.3.1 To assist in the examination, evaluation and comparison of proposal, the DAO may ask Bidders individually for clarification of their proposal. The request for clarification and the response shall be in writing but no change in the price or substance of the proposal shall be sought, offered or permitted except as required to confirm the correction of arithmetic errors discovered by the DAO during the evaluation of the proposals in accordance with Clause 5.5. 5.4 Determination of Responsiveness

5.4.1 Prior to the detailed evaluation of proposal, the DAO will determine whether each proposal is substantially responsive to the requirements of the RFP documents.

5.4.2 For the purpose of this Clause, a substantially responsive proposal is one which conforms to all the terms, conditions and specifications of the RFP documents without material deviation or reservation. A material deviation or reservation is one which affects in any substantial way the scope, quality, or performance of the Service, or which limits in any substantial way, inconsistent with the RFP documents, the DAO’s rights or the Bidder’s obligations under the Contract, and the rectification of which deviation or reservation would affect unfairly the competitive position of other Bidders presenting substantially responsive proposals.

5.4.3 If the proposal is not substantially responsive to the requirements of the RFP documents, the DAO reserves the right to request further information to make the proposal fully responsive. 5.5. Correction of Errors 5.5.1 Proposal determined to be substantially responsive will be checked by the DAO for any arithmetic errors in computation and summations. Errors will be corrected by the DAO as follows.

5.5.2 Where there is a discrepancy between amounts in figures and in words, the amount in words will govern; and 5.5.3 Where there is a discrepancy between the individual lump sums and the total amount derived from the sum of the individual lump sums, the individual lump sums as quoted will govern, and the total amount will be corrected. 5.5.4 The amount stated in the Form of Proposal will be adjusted by the DAO in accordance with the above procedure for the correction of errors and, with the concurrence of the Bidder, shall be considered as binding upon the Bidder. If the Bidder does not accept the corrected amount of the Proposal, his proposal will be rejected. 5.6. Evaluation and Comparison 5.6.1 The evaluation process will consist of an assessment of each Contractor’s company profile, financial information, relevant experience, quality controls, human resources and related practices, employee training, safety record and historic performance. 5.6.2 The DAO will evaluate and compare only proposal determined to be substantially responsive to the requirements of the RFP documents in accordance with Clause 5.4.If required proponents may be requested to make a presentation to the panel on December 13 and notice of attendance will be provided no later than 10 December 2013. 5.6.3 Proposals will be evaluated under the following high level heading and weighing: Experience and Capacity 50%, Financial Analysis 30%, Social Environmental and Economic Criteria 20%. 5.6.4 The technical evaluation of experience and capability, and the social environmental and economic criteria will be based on the information provided in accordance with Para 1.3 with comparing the completed schedules A,B, C, D,E, F, G and may also consider any previous project work with the Government of Bermuda. Scoring will be entered in to the Evaluation matrix by the selection evaluation team. 5.6.5 In the Financial Analysis of Proposals, the DAO will consider the lump sum amounts in determine the best value for money in combination with the result of the technical analysis. 5.6.6 Proposal assessment will take into consideration the submitted proposal documentation inclusive of the prices; the firm’s qualifications and overall relevant experience in relation to this type of work; and the applicable qualifications and the experience of the team and each team member proposed to be used to undertake the work.

5.6.7 The DAO reserves the right to accept or reject any variation, deviation or alternative offer. Variations, deviations, alternative offers and other factors which are in excess of the requirements of the RFP documents or otherwise result in the accrual of unsolicited benefits to the DAO shall not be taken into account in proposal evaluation.

6.0 AWARD OF CONTRACT 6.1 Award Criteria 6.1.1 The DAO will award the Contract to the Bidder whose proposal has been determined to be substantially responsive to the RFP documents and who, in the opinion of the DAO, has offered the best proposal taking into consideration the price, the bidder’s capability and available resources to carry out the Contract effectively and the bidder’s schedule and programme, This may not be the lowest proposal received. 6.2 DAO’s Right to accept any proposal and to reject any or all proposals 6.2.1 The DAO does not bind himself to accept the lowest or any Proposal and reserves the right to reject any proposal and, and to annul the bidding process and reject all Proposals, at any time prior to Award of Contract, without thereby incurring any liability to the affected Bidder, or Bidders or any obligations to inform the affected Bidder or Bidders of the grounds for the DAOs action. 6.2.2 The DAO may declare the Bidding process void when it is evident that there is a lack of competition or there has been collusion. All Proposals may be rejected if substantially higher than the budget.

11 | P a g e 6.3 Notification of Award 6.3.1 Prior to the expiration of the period of Bid Validity prescribed by the DAO, the DAO will notify the successful Bidder by email or facsimile confirmed in writing by registered letter that his proposal has been accepted. This letter (hereinafter and in the Conditions of Contract called “Letter of Acceptance”) shall name the sum which the DAO will pay to the Contractor in consideration of the execution, completion and maintenance of the Works by the Contractor as prescribed by the Contract (hereinafter and in the Conditions of Contract called “the Contract Price”). 6.3.2 The notification of award in writing will constitute the formation of the Contract.

6.3.3 The DAO will promptly notify the unsuccessful Bidders that their proposal have been unsuccessful.

6.4 Signing of Contract Agreement 6.4.1 At the same time that he notifies the successful Bidder that his proposal has been accepted, the DAO will send the Bidder the Form of Agreement (contract) provided in the RFP documents, incorporating all agreements between the parties. 6.4.2 Within 14 days of receipt of the Form of Agreement, the successful Bidder shall sign the Form and return it to the DAO.

END OF INSTRUCTIONS TO BIDDER SECTION Section 2 Description of Service Specifications

1.0 Primary Duties: Janitorial Services

The Department of Airport Operations operates 365 days a year. Janitorial Services are required for seven (7) days and 7 evenings per week from Monday to Sunday for the following locations.

 The Main Air Terminal Building (MATB; US tenant areas included)  The Courier Building;  Freight terminal;  Baggage make-up  Aircraft parking pads; (eight ramp pads)  Maintenance workshop  Security posts: (general clean throughout)  Grass infields of all debris  The foreshore north and east of the airport tip

2.0 Administrative Requirement

2.1 The Contract shall be for a period of two (2) years from April 1st 2014 to March 31st 2016 and maybe extended for one (1) additional year based on the satisfactory performance of the Contractor.

2.2 Fees shall be charged on a monthly basis, payable monthly in arrears.

2.3 The Contractor shall be responsible for providing to the satisfaction of the General Manager a full Janitorial Service to the premises mentioned herein.

2.4 The Contractor shall be responsible for supplying all labour, all equipment, supplies, consumables, uniforms and security cleared personnel required to perform the work.

2.5 Twenty four (24) hour communication between on-site shift supervisors and the Airport.

3.0 Scope of Services

3.1 The Scope of Services includes routine cleaning and project work:

 Routine cleaning includes but is not limited to, vacuuming, garbage removal, dusting/high dusting, washroom cleaning, carpet shampoo, floor washing/stripping/waxing, window washing and wall washing.

 Project work includes but is not limited to, emergency clean up, maintenance area (e.g. belt feeds) clean-ups, ceiling cleaning, furniture moving (e.g. seats) and other miscellaneous cleaning assignments.

13 | P a g e 3.2 The Contractor is to provide:

Daily routine cleaning of

 The Main Air Terminal Building

Daily routine cleaning of

 Freight Block and Public Washrooms;  Baggage make-up  Apron 1  Maintenance Workshop

Periodic routine cleaning of

Twice weekly

 Security posts

Weekly

 Grass infields of all debris

Monthly

 The foreshore north and east of the Cahow Way Works and Engineering Waste Treatment Facility

3.4 Materials

 Bidder is to describe their selection criteria for cleaning materials and supplies emphasizing green methods.

END OF SECTION 2 INDEX OF SCHEDULES

SCHEDULES

A BID FORMS B COMPANY PROFILE C INDUSTRY KNOWLEDGE D FINANCIAL STABILITY AND CAPABILITY E MANAGEMENT TEAM AND OPERATING PROGRAMME F EMPLOYEE TRAINING PROGRAMME G HEALTH & SAFETY RECORDS H CLIENT & REFERENCE I ENVIRONEMNTAL CONSIDERATIONS AND CLEANING PRODUCT INFORMATION J PRICE SCHEDULE K EVALUATION CRITERIA

15 | P a g e BID FORMS (Note: All sheets form part of the Proposal)

Company Name: ______

SCHEDULE A – BID FORMS

Provision of Janitorial Services at the L.F. Wade International Airport

1. We confirm that we have submitted a bona fide Proposal, intended to be competitive and we have not fixed or adjusted our Price by or under or in accordance with any agreement or arrangement with any other bidder.

2. We confirm that we, the undersigned, are conducting business as a proper legal entity and are not delinquent in making payments for outstanding debts for Government receivables such as Social Insurance contributions, Payroll Tax and Public Works (formerly Works & Engineering) fees.

3. Having examined the Site, the Service Information, Appendices A and B inclusive for and Addenda Nos. ______inclusive for the execution of the Janitorial Services, we, the undersigned, offer to provide the Janitorial Services in accordance with the and all enclosed documents (herein called the RFP Documents).

4. We undertake, if our Proposal is accepted, to commence the Services as soon as is reasonably possible after the receipt of the facility manager notice to commence, and to provide the Services comprised in the Contract Documents for the duration.

5. We confirm that our proposal shall remain open for acceptance by the Government of Bermuda for a period of 150 calendar days from the date of this undertaking and we shall not withdraw this proposal during this period.

6. Unless and until a formal Agreement is prepared and executed this proposal, together with your written acceptance thereof, shall constitute a binding contract between us.

7. We understand that the Government of Bermuda is not bound to accept the lowest or any Proposal that may be received.

This is to certify that I, ______(name), in the position of

______hereby acknowledge that I am aware of the terms and conditions of the attached Term Service Contract Agreement and conditions stated within.

BID FORMS (CONTINUED) (Note: All sheets form part of the Proposal)

WITNESS: (Signature)

______

(Block Letters)

______

Occupation

SIGNED: (Signature)

(Print)

TITLE:

ON BEHALF OF: (Company)

ADDRESS:

PHONE No. (office):

(mobile):

EMAIL:

DATED:

17 | P a g e NOTES FOR THE BIDDERS

1. The essence of Open Tendering is that the Government of Bermuda shall receive bona fide competitive Tenders from all persons submitting. In recognition of this principle, all companies submitting a tender will be required, by way of the signature of the Company Principal, to state their agreement to the statements below, which indicates that the tender has been submitted without any form of collusion.

2. The Certificate of Confirmation of Non-Collusion is a mandatory requirement from all tenderers. Any bids submitted which do not include a signed copy of the Certificate will be wholly rejected and will not be included in the evaluation process.

3. If it is later found that the undertakings made below have been breached at any stage of the process, the bidder will be expelled from the process immediately. In the event that this is discovered after a contract award, legal action may be taken against the bidder and/or any party involved in the matter.

4. False submissions may also exclude the bidder, and any other person or company involved in collusion, from bidding for future contracts tendered by the Government of Bermuda. CERTIFICATE OF NON-COLLUSION I/We certify that this is a bona fide Tender, intended to be competitive and that I/We have not fixed or adjusted the amount of the Tender or the rates and prices quoted by or under or in accordance with any agreement or arrangement with any other person.

I/We confirm that we have not received any additional information, other than that contained within the tender package, or supplementary information provided to all tenderers.

I/We also certify that I/we have not done and undertake that I/we will not do at any time any of the following acts:

(a) communicating to a person other than the tender administrator the amount or approximate amount of my/our proposed Tender (other than in confidence in order to obtain quotations necessary for the preparation of the Tender for insurance) or (b) entering into any agreement or arrangement with any other person that he shall refrain from tendering or as to the amount of any Tender to be submitted; or (c) offering or agreeing to pay or give or paying any sum of money, inducement, gift /hospitality or valuable consideration directly or indirectly to any person in relation to this tender. Signed: (1) ______Status ______(2) ______Status ______for and on behalf of:-______

Date ______

BID FORMS (CONTINUED) (Note: all sheets form part of the Proposal) Company Name: ______

SCHEDULE B– Company Profile and Experiences

Name of bidder:______

Full Street Address: ______

Mailing Address: ______

Duly Authorized Official: ______

Representative for the Purposes: ______

Hereof, Telephone and Facsimile Number______

Email______

Type of Company: (please check one and fill in the appropriate information below)

( ) Corporation_ ( ) Partnership ( ) Joint Venture ( ) other (please specify)

Description of Company (a) Incorporated Company (Name)______

Date and Place of Incorporation______

Names of Principal Officers______

President ______

Vice-President ______

Secretary ______

Treasurer ______

BID FORMS (CONTINUED) (Note: all sheets form part of the Proposal) 19 | P a g e Company Name: ______

Names of Principal Shareholders

______

(b) Partnership or affiliate (Name) ______

Date and Place Established ______

General or Limited Partnership ______

Principal Partners, Country of Residence ______

______

(c) Sole Proprietorship (Name) ______

Date and Place Established ______

Name and Address of Proprietor ______

(d) Other (Please provide adequate details) ______

______

(e) If the bidder is a subsidiary of, affiliated with or associated with other organizations, please provide details: and list of companies and offices. ______

______

Number of Personnel ______

Please provide copy of company organization chart

BID FORMS (CONTINUED) (Note: all sheets form part of the Proposal) Company Name: ______

Annual Revenue by year

Total  2012 ______ 2011 ______ 2010 ______ 2009 ______ 2008 ______

(f) This company is a subsidiary of:

(g) Companies subsidiary to this company are:

(h) Company Insurance details:

Workers Compensation Insurance carried: BD$ ______Professional Indemnity Insurance carried: BD$ ______Commercial Grade Liability Insurance carried: BD$ ______

Aviation Liability Cover: DAO may include the contractor on the Airport Policy and a Fee will be charged.

(l) Company Payroll Tax No.: ______

(m) Company Social Insurance No.: ______

BID FORMS (CONTINUED) (Note: all sheets form part of the Proposal) 21 | P a g e Company Name: ______

SCHEDULE C - Industry Knowledge

Relevant experience (Please provide details) BID FORMS (CONTINUED) (Note: All sheets form part of the Proposal) Company Name: ______

SCHEDULE D Financial Stability and Capability

1. Include the Proponent’s financial stability and capability and provide the information requested below:

Financial references

a. Bank

Names and title of contact person: Telephone number:

b. Other accredited credit rating agency

Names and title of contact person: Telephone number:

c. Insurance company

Name and title of contact person:

Telephone number:

2. We confirm that we, the undersigned, are conducting business as a proper legal entity and are not delinquent in making payments for outstanding debts for Government receivables such as Social Insurance contributions and Payroll Tax.

SIGNED: (Signature)

(Block letters)

ON BEHALF OF: (Company)

DATED:

23 | P a g e BID FORMS (CONTINUED) (Note: all sheets form part of the Proposal) Company Name: ______

SCHEDULE E – Management Team and Operating programme

1. Provide a description of the management structure that the Proponent will be using to operate this contract.

2. Provide a listing of all key personnel and a description of the responsibilities and duties of each team member. Attach resumes for all individuals detailing qualifications, employment history and experience.

3. Provide a description of the operating plan that the Proponent will be using to operate the contract. The operating plan should address the following:

 How the Proponent will meet “the standard”  The proposed hours of operation BID FORMS (CONTINUED) (Note: all sheets form part of the Proposal) Company Name: ______

SCHEDULE F- Employee Training Programme

Provide details on the Proponent’s overall employee training programme to ensure that the service objectives are met. Any employee training manuals may be submitted.

25 | P a g e BID FORMS (CONTINUED) (Note: all sheets form part of the Proposal)

SCHEDULE G - Safety record

SAFETY RECORD BID FORMS (CONTINUED) (Note: All sheets form part of the PROPOSAL) Company Name: ______

SCHEDULE H CLIENT AND REFERENCE

1. The following Janitorial service contracts have been satisfactorily completed in the last three (3) years for the persons, companies or authorities indicated:

Year Type of Work Contract Amount Location and for Whom Performed (a)

2. The following person may be contacted for information concerning the contract work listed above (list a reference for each contract named):

Name Title Address Telephone (a)

3. The following Janitorial Service contracts are no longer current but have been satisfactorily completed in the last five (5) years for the persons, companies or authorities indicated:

Year Type of Work Contract Amount Location and for Whom Performed (a)

27 | P a g e BID FORMS (CONTINUED) ((Note: All sheets form part of the PROPOSAL) Company Name: ______

SCHEDULE I

ENVIRONMENTAL CONSIDERATIONS AND CLEANING PRODUCT INFORMATION

BID FORMS (CONTINUED) (Note: All sheets form part of the Proposal) Company Name: ______

SCHEDULE J – PRICE SCHEDULE

TO: Department of Airport Operations (DAO)

Having examined the Request to Proposal documents for the above work, we the undersigned, offer to undertake the whole of the said works for the sum of:

MONTHLY BID

(Figures) BD$

(Words)

We agree to abide by this Proposal for 150 calendar days from the date fixed for receipt of bids, and understand that you may accept/reject any bid you may receive. We undertake to commence the works on April 1st 2014 or one day after signing of agreement.

29 | P a g e BID FORMS (CONTINUED) (Note: All sheets form part of the Proposal)

SCHEDULE J – PRICE SCHEDULE CONTINUES

SCHEDULE OF RATES

All rates and prices (in Bermuda dollars) in the schedule are to be inclusive of materials and related accessories, placement, overhead and profit. These rates shall be used for determining additions and deletions from the contract sum.

ITEM Number of Unit Rate COST staff

1.0 Labour Rates Cleaners/Workers per hour Supervisor per hour BID FORMS (CONTINUED) (Note: All sheets form part of the PROPOSAL)

Provision of Janitorial Services at the L.F. Wade International Airport SCHEDULE J – PRICE SCHEDULE CONTINUES

ADMINISTRATION – FLAT RATES Ite Description Year 1 Year 2 Year 3 Total 3 m Annual Annual Annual Year No. Amount Amount Amount Amount

A1 Administration and overhead, $ $ $ $ including, but not limited to: Dispatching, Reporting, Receiving Notification and Responding to DAO, Storage and Procurement of required cleaning supplies etc.

Total Proposal Items (1 and 2) for 3 year period $

LABOUR FOR PROJECT WORK – UNIT RATES please complete Item Description Total Equipment and No. Labour

31 | P a g e BID FORMS (CONTINUED) (Note: All sheets form part of the PROPOSAL Company Name: ______

Provision of Janitorial Services at the L.F. Wade International Airport SCHEDULE J – PRICE SCHEDULE CONTINUES

PRICE SCHEDULE– UNSCHEDULED/EMERGENCY WORK (“EXTRA WORK”)

The position titles and descriptions listed hereon may not accurately reflect the position titles and descriptions of employees of your company. For those positions that are not employed by your company, cross out and mark as "NIA" to indicate that the position is not applicable to the services to be provided by your company.

LABOUR SCHEDULE

Item Title Description Hourly Hourly No. Straight Time Overtime

B1 Operations All work is subject to his approval $ $ Superintendent and direction.

B2 Crew Leader Primary duties are to direct operations of the cleaners and $ $ labourers.

B3 Laborer Primary duties are labour $ $

B4 Cleaners Primary duties are cleaning the $ $ designated work area.

EQUIPMENT

The following equipment will be provided and used by the Contractor to perform the Janitorial services outlined in this RFP:

Item description Type Make Model Year BID FORMS (CONTINUED) (Note: All sheets form part of the PROPOSAL) Company Name: ______

SCHEDULE J – PRICE SCHEDULE CONTINUES

VEHICLE AND EQUIPMENT AND OTHER SUPPLIERS (“EXTRA WORK”)

The vehicles and equipment listed hereon may not accurately reflect the rolling stock used by your company. For those vehicles and equipment that are not used by your company, cross out and mark as “N/A” to indicate that the vehicle or equipment is not available or necessary for the services provided by your company. If other equipment is needed to complete any of the services please ensure to add the equipment description and their rates below too.

VEHICLE AND EQUIPMENT SCHEDULE

Vehicle/Equipment Description Rate per Hour Rate per Hour Straight Time Overtime Item No.

C1 Personnel Vehicle $ $

C2 Pickup Truck $ $

C3 Service Truck $ $

C4 High Lift $ $

C5 $ $

C6 $ $

C7 $ $

C8 $ $

33 | P a g e SCHEDULE K – EVALUATION CRITERIA

SEE ATTACHED