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HomeMy WebLinkAboutCousins Cleaning3ul 17 OS 05:21p Flo~d Henderson~ ~r. 502~917013 p.2 The undersigned hereby accepts the proposal of Cot*sins Cleaning to supply janitorial services of our premises located at: Address 500 Quartermaster Court City Jeffersonville State IN. Zip47130 With the following terms: Cousins service charge will be $2,500.00 per month to include janitorial services to be performed 5 times a week. Included in this service charge shall be service, cleaning supplies, trash liners, paper supplies, toiletries and equipment furnished by Cousins. All janitorial services specified in the attached work schedule will be provided to customer in a satisfactory manner. The term of this contract is month to month or until annual contract is made. The service charge will remain in effect unless there ar* changes in the original specifications for the premised. In the event of such changes, the customer will advise Cousins accordingly. Cousins shall bill the customer on the start day of each month, for the previous month's service~ The customer agrees to pay Cousins the amount that is due and owing under the terms of this contract within 10 days of the billing date. This agreement is ma/de bet~ On the behalf of: City ~*~ Russ Seagraves _ Cousins Cleaning C0~/qepts/ Floyd Henderson so~ivt~il of Seffersonville and Cousins Cleaning. le P.O. Box 36693 louisville, KY 40232 Tel: 502-499-1158 Fax: 502-491-7013 Emait: cousinsclco@hotmail.com PROPOSAL PRESENTED TO: CITY OF ~EFFERSONVILLE'S CITY HALL PREPARED BY: FLOYD HENDERSON COUSINS CLEANING P.O. Box 36693 Louisville. KY 40232 Tel: 502-499-1158 Fax: 502-491-7013 Email: cousinsclco@hotmail.com To: City of Jeffersenvitle We are pleased to present our proposal for professional janitorial services for the Jeffersonville City Hall. The task assignments are listed in the attached proposal in detail. However, these specifications should not be construed as inclusive. Our principle objective and specification is your complete satisfaction and you may be certain that we would always bend every effort and formulate every decision and alt work assignments toward that end. COUSINS employees will always be presentable, courteous and amiable to your suggestions. Before proceeding with the substantive portion of the proposal, we would like to tell you a little about our company, how we operate and think. All jobs to be done are described in detail, both in terms of how the specific job is to be done, as well as frequency of performunce. The building will be broken down into work center areas and each employee will be assigned to work areas and specific task responsibilities. Your building will have an on the job supervisor who would be required to verify the completion of scheduled work assignments and who would be respons~le for the quality of work done. In addition, your building would be checked not less thank twice weekly by an Area Manager who submits written reports on conditions in your building. Any unsatisfactory conditions are reported on special forms with "action taken" sections describing corrective action. The basic underlying philosophy which has guided the policies and decisions of COUSINS has been a complete dedication to excellence. We feel the most direct road to success is simply be the best at what we do. In line with this, we have carefully evaluated all of the supplies which we use in sexvicing our accounts; comparing each to numerous competitive products and finally selecting on the basis of best performance, not the best price. Since the great bulk of our cost is in labor, spending more for superior products has given us economies which we can pass on to our clients. The same kinds of evaluations have been mad on equipment. Price is only considered at~er specific equipment has met the rigid criteria which we set for performance, efficiency and life of service. We know that our company would provide you with excellent quality of work and professionailsm. We would enjoy the chance to work with you. I look forward to hearing fi.om you following your review of COUSINS proposal. IfI can be of any further assistance, please call me. Sincere.~,~, Floyd B. Henderson Cousins Cleaning Concepts Cousins Cleaning Concepts Contract Agreement: The undersigned hereby accepts the proposal of Cousins Cleaning to supply janitorial services of our premises located at: Address 500 Quartermaster Court City Jeffersonville State IN. Zip 47130 With the following terms: Cousins service charge will be $2,500 month to include janitorial services to be preformed 5 times a week. Included in this service charge shall be service, cleaning supplies, and equipment furnished by Cousins, trash liners, paper supplies and toiletries. services specified in the attached work so, will be provided to customer in a All janitorial satisfactory manner. The term of this contract is for 1 year and shall e{tend fo[ fin additional one year period upon each auniversary date. If Cousins Cleaning falls to perform ac~61~ting to its obligations in the contract, the party claiming non-performance must notif~ ~o~sins by verbal or written notice specifying the manner of non-performance. \ Cousins will then have 7 day, to cure rqgeorrect the problem. If these items have not been corrected or cured with~ the~day period, the claiming party may then terminate the agreement by sending the non-perfo~ng~party a 30 day written notice. X\ The service charge will rem~/~dxt~e..ffect unless there are changes in the original specifications for the premised. In the event of sucbx~ehanges, the customer will advise Cousins accordingly. Cousins shall bill the customer on the start day of each month, for the previous month's service. The customer agrees to pay Cousins the amount that is due and owing under the terms of this contract within 10 days of the billing date. Signed by On the behalf of City of Jeffersonville, City Hall Date June 2006 Signed Cousins Cleaning Concepts COUSINS CLEANING CONCEPTS JOB DESCRIPTION: DAY JANITOR The Day Janitor is responsible for maintaining the appesxance of public areas, exterior areas and performing specific cleaning request. SERVICES TO BE PERFORMED DALLY: · Empty trash containers at all desks, conference rooms, break mom, mallroom, restreoms and other areas where trash has been gathered for removal. Trash to be taken to dumpster on site. · Clean and sanitize ~es in all restrooms, sweep and replenish toilet paper rolls/hand towels/paper towels, if necessary, and wash mirrors. · Clean and sanitize sinks and countertops located in break room and coffee area. · Council Chambers and Conference Rooms- wipe all tables, straighten coffee supply tables. · Where dirt and cobwebs are obvious_ wipe down walls, especially in break mom and bathrooms. · Sweep and mop restrooms. SERVICES TO BE PERFORMED ONCE WEEKLY: Sweep and dump mop hard floor surfaces and baseboards as needed. · Dust appropriate office furniture: desks, tables, bookcases, partitions, printer tables, etc. If desks are cluttered, do not attempt to dust. Vacuum all carpeted areas. · Remove cobwebs from all corners, ceilings, and windows, bathrooms included. · Clean countertops and wipe down the cabinet doors. · If needed, spot clean carpet with cleaner. · Clean inside of microwaves as needed. · Dust baseboard, Dust doorways. · Dust tops of all partitions. · Vacuum entire building. SERVICES TO BE PERFORMED TW1CE YEARLY: · All hard floor surfaces shall be stripped and waxed. · Clean and dust heating and air-conditioning vents. · Clean windows-inside and out (entire building). · Shampoo all carpet. · Cleaning inside of cabinets in break room. Taking down and cleaning of light fixtures in bathrooms. COUSINS CLEANING ,coNcEPTS JOB DESCRIPTION: BUILDING SUPERVISOR This position is appointed with the approval of the Building Manager, by the Vice President of Operations or his/her representative, from whom he/she will receive all orders, instructions and directions, and to whom he/she will report and be solely responsible. The Building Supervisor supervises the workers engaged in maintaining your facility in a clean and orderly condition; supervises the disposal of trash; assigns employees to specific tasks and keeps time records. He/she will also train personnel and demonstrate new techniques and use of equipment; conduct periodic inventories. GENERAL RESPONSIBILITIES · Responsibility in the facility assigned for control of cost, quality standards and customer satisfaction. · Train, supervise and evaluate all employees working in the facility assigned. · Reports immediately any client complaints, dissatisfactions or suggestions to the Vice President of Operations or his/her designated representative. · Reports immediately any accident, including but not limited to personal injury or damage to property. · Train new employees in work procedures and teach them COUSINS policies involving quality, client relations, appearances, and security of client's property. · Meet with and report to the designated building contact on a daily basis, or as required in accordance with the wishes of the building contact. Meet with and/or report to the Vice President of Operations or his/her designated representative on a daily basis. SPECIFICS Assists in preparing the assignment sheet; outline work stations and specific tasks to be performed by each individual with approval of the VP of Operations or designated representative. · May revise assignments to offset absences of employees due to vacations or other reasons. o Discipline lax workers and recommends dismissal of chronic offenders who are inefficient, wasteful or uncooperative. · Facilitates new equipment and cleaning methods by demonstrating techniques and procedures. · Observes quality of work being done in all areas of responsibility. Reports conditions that do not meet standards of COUSINS to the VI> of Operations or designated representative. · Researches new products and methods as directed by the VP of Operations or designated representative. · Determines whether refuse disposal is done in a safe, sanitary manner. · Periodically inspects supply closets and utility closets located in various parts of the facility for cleanliness, orderliness and adequacy of supplies. · Makes inventories as requested to compute consumption; estimate needs and prepare written reports. o Instructs workers in cleaning methods and using materials at lowest consumption to produce most effective results. COUSINS CLEANING CONCEPTS JOB DESCRIPTION: AREA MANAGER The Area Manager has primary responsibility for insuring that all buildings assigned to his/her control are properly supervised, staffed, maintained and supplied. He/she is responsible for carrying out all company policies wIfich affect his/her subordinated, and to see that company policies are known to subordinates. SPECIFICS · Attend meetings to discuss any complaints, · Take corrective action on all client complaints. o Report any problems with materials, equipment and supplies. Train all replacement personnel on his/her assigned accounts. · Inspect and complete inspection reports on all assigned building as required (approximately two week cycle). · Control the mount of hours worked on accounts assigned to him/her in accordance with standard hours. · Schedule, supervise and inspect all project work in his/bar assigned accounts. · Ensure that all jobs are properly staffed and supplied. · Prepare necessary reports for meetings that provide any special requirements and corrective actions. · Appoint building supervisors for all assigned buildings and provide training to these individuals. COUSINS CLEANING CONCEPTS COUSINS TRAINING PROGRAM · PROCEDURES, RESPONSIBILITIES, EQUIPMENT CARE. CHEMICAL USAGE The Audio/Visual portion of the COUSINS Training Program consists of a four hour presentation on the following: COUSINS supplies, equipment and work procedures. During this four hour training session all personnel who are new to janitorial work or who are unfamiliar with COUSINS supplies and eqmpmem are given hands-on instruction, in addition to the andio/visual presentation, to ensure that they have fundamental knowledge in how to use our equipment and chemicals. This Audio/Visual Training Program was developed into use by COUSINS to meet our specific requiremen*& ON THE JOB TRAINING After the audio/visual presentation all personnel are given re-enforcement training on the job by either a field supervisor or a training instructor. The new employee is shown how to apply the training he/she is receiving to the specific building to which he/she is assigned. Periodically, personnel on all accounts are given training on new supplies or equipment as it is introduced into the field. · OSHA/MSD TRAINING COUSINS also provides safety training and training on the correct usage in chemicals for all employees. A booklet containing MSD sheets on every product we use ~s at every job site for immediate reference by all employees, should the need arise. This lmiuing is in full compliance with all local and national laws, SUPERVISORY TRAINING All supervisors are given a combination of classroom and field training in all aspects of procedures, manpower allocation, motivation, and managerial pfioritizafion. All supervisors attend monthly classroom sessions to update both technical and managerial skills, OUR TRAINING PROGRAM WILL BE AVAILABLE FOR YOUR REVIEW. CAPABILITY STATEMENT AND PAST PERFORMANCE INFORMATION TABLE OF CONTENTS [] [] [3 [] 1.0 []INTRODUCTION [] 1.1 [] PROFESSIONAL OBJECTIVES [] 1.2 OPERATIONS [] 1.3 [] JANITORIAL SERVICES [] 1.4 []PHILOSOPHY [] 1.5 [] BUSINESS PRACTICES [] 1.6 CONCLUSIONS[] 1.7[] PAST PERFORMANCE[] [] [] [] 1.0E]INTRODUCTION Cousins Cleaning Concepts (Cousins) is a SBA Certified 8(a) small business licensed in the state of Kentucky. Cousins specializes in multi-faceted janitorial services. We possess a strong team that will commit to the success of all our government and commercial enntraets. We have proven management systems in place ready to deliver quality services at a cost-effective price. This capability statement demonstrates how Cousins has success in fulfilling related contractual requirements, and presents our qualifications to fulfill the exacting responsibilities of the contemplated contract. We maintain quality standards because of our personnel, experience, training, and expertise. Cousins would like to have the pleasure of adding the Jeffersonville City Hall to our contingent of satisfied clients. We heave the local staff and management available to provide excellent sc~vices and contract oversight. Cousins' Total Quality Management concept satisfies the project's needs concerning management, quality control, safety, security, timely response, scheduling, and enntingencies projected. Cousins relevant experience provides all of the elements needed for quality and schedule controls; full program planning for effective resource utilization; and compliance with safety, security, and contingencies factors. Our methodologies and business practices ensure quality contractual performance from Cousins. 1.1 []PROFESSIONAL OBJECTIVES Cousins assesses the requirements of contracts and then apportions our resources including corporate, personnel, financial, and management systems to achieve mission success. Cousins is proud to offer a strong commi~ent to the Jeffersonville City Hall in Jeffersonville, IN. Cousins' ability to staff and manage this program is evident from our current and previous performance of the enntracted services. Cousins brings quality operational support and well-established standardized operating procedures. Cousins built our growing good reputation based upon our commitment to all our valued cliems. Responsiveness Is A Distinguishing Element of Our Approach 1.2 [3 OPERATIONS Cousins bases our Management Philosophy on a time-honored pattern that many successful businesses follow, Total Customer Satisfaction. Cousins provides products and services designed to meet the specific requirements of the Performance Work Statement (PWS). Secondly, we will provide outstanding service support in the entire business relationship. Finally, the Jeffersonville City Hall will have Cousins' Commilment to Excellence, from the President of the organization, down through the entire organization to our junior employees. Our philosophy of operations, successfully proven on many pmjeets, is to provide a fully qualified, disciplined, and motivated work force led by a highly competent and dedicated management team. We believe that every member of the work force must have full awareness of the work requirements, scheduling deadlines, contractual responsibilities, and Company policies in order to ensure complete customer satisfaction. This approach develops the "professional" attitude of our work force and, when bonded with competent leadership, creates pride of workmanship. Pride of workmanship coupled with the proper tools to do the job increases productivity and further ensures correct job performance. Cousins ensures the performance standards of our personnel. The Performance Summary Requirements as listed in the solicitation drive the maximum allowable defective performance ratings of our operating plan. Cousins expects a higher non-defeetive rate from our employees' performance than the Government's minimum expectations as expressed in the solicitation. 1.3 [2 JANITORIAL SERVICES Cousins will perform the custodial services as required by the Jeffersonville City Hall. Cousins has a distinctive inspection policy that ensures quality results. The custodial tasks are checked, rechecked, and then randomly checked to ensure consistent quality and satisfaction. Cousins begins every task with a focus on performance, recognizing that each accomplishment is a new contribution to our performance portfolio. Cousins encourages all employees to apply their creativity and versatility while delivering consistent, quality performance. Cousins bases our formula for success on thoroughly developed policies and procedures combined with a solid commitment to fair treatmen~ ethics, and a safe work environment. 1.4 [3PHILOSOPHY Cousins' philosophy is to clean every square foot of the facility that is included within the contract's "scope of work." Cousins will provide general cleaning, polishing, trash removal, and floor waxing of the assigned areas within the facility. Cousins will identify all of the established cleanliness levels for each area classification on the custodial service checklists. Cousins ensures meeting every level of custodial responsibility. The daily and common tasks expected for job performance of a Janitor include ~leaning and supplying rooms, lavatories, offices, and other areas. The Janitor uses cleaning devices such as light mops, small wringers, dusters, household4ype vacoum cleaners, and other necessary tools, chemicals, and supplies. Janitors perform specific cleaning tasks that include: Dusting horizontal surfaces Emptying wastebaskets and removing trash Damp-wiping furniture Cleaning & polishing metal Cleaning & polishing porcelain bathroom fixtures Dry-mopping & sanitizing floors Of rooms and offices Spot-cleaning walls and windows Replenishing restroom supplies The daily and common tasks expected for job performance of a janitor include the cleaning and orderly keeping of working areas, washrooms, or premises of an office, or commercial or other establishment. Duties involve a combination ofthe following: · Sweeping, mopping or scrubbing, and polishing floors · Removing chips, trash, and other refuse · Dusting equipment, furniture, or fixtures; polishing metal fixtures or trimmings · Providing supplies and minor maintenance services · Cleaning lavatories, showers, & restrooms 1.5 [3 BUSINESS PRACTICES Cousins is an EQUAL OPPORTUNITY EMPLOYER. Cousins prohibits all employment practices that could discriminate against any individual who would otherwise be entitled to work under U.S. Law and local Union agreements. Cousins is very serious about our recruitment philosophy. Acquiring and retaining the best-qualified employees is our fa-st and most critical step. The process begins with our recruitment polices and procedures regarding job applicants. Next, the selection and qualification process will enable managers to evaluate how the applicant's abilities fit organizational needs. Once personnel are hired, an orientation and lralning program helps ease the new employee into their job. In addition to introducing the new employee to job responsibilities, work roles, and government regulations, the orientation and tmlning program presents Cousins' policy regarding the probationary period and disciplinary procedures that will be followed if a problem arises. Recruitment will include: · Identification ofquaHfying condition · Interviewing andselection · Reference and background check · Orientation andprocessing The Project Manager (PM) will screen, do reference checks, and ensure candidates are qualified, with the experience necessary to provide quality service delivery. The PM and/or Corporate Officer will interview on-site and off-site candidates and will discuss job requirements, pay progression, and hours of work. Cousins will then determine the candidates' skills and aptitude for the job. The supervisor will provide this assessment in writing. After the determination of the candidate's acceptability, the candidate will receive an employment offer. Upon acceptance of the offer, the new hire will complete the Cousins' necessary paperwork and receive a brief orientation that will include: · Explanation of the probationaryperiod · Explanation of the job duties and wage schedule · Explanation of the benefit program and completion offorms · Issue of necessary safety gear, name badges, and uniforms Cousins provides the PM with a personalized checklist of points to cover with each new employee. One copy of this completed checklist, signed by the employee, becomes a part of their personnel file. This serves as a check to ensure that each employee is fully aware of work roles, expectations, duties and responsibilities, and other essential factors necessary for integration into the work force. The work rome of the service crews will receive personnel evaluations; ensuring employees are content with their job requirements. Inspections on the work performance, completion times and noted deficiencies are one way we stay in me with our employees. Recruitment procedures will be readily available. Cousins will keep applications on file for future reference an employment. Conduct Cousins maintains a certified Drug Free Work Place and adheres to all policies and procedures entailed in maintaining this status. Cousins strictly forbids the use of alcoholic beverages or illegal drugs by our personnel while on duty. We will immediately remove employees who are nnder the influence of alcohol or drags. Safety Compliance Cousins requires all personnel to follow all OSHA safety requirements. All employees must wear acceptable hearing protection, safety glasses, and if needed, hard hats. 1.6 [] CONCLUSIONS Cousins has the ability to provide excellent services to the Jeffersonville City Hall. 1.7 [] PAST PERFORMANCE Contract Reference #1 Services Performed Janitorial Name of Contracting Agency or Client Clear Channel Radio Address of Contracting Agency/Client 4000 Radio Drive, Louisville, KY 40216 Name of Contracting Agency Contact Joy Hall Telephone # of Contact 502-479-2222 Facsimile # of Contact 502-479-2308 Contract Type Janitorial Firm Fixed Period of Performance 10/99 - 10/04 Size or Description of Facilities 30,716 square feet Contract Reference #2 Services Performed Janitorial Name of Contracting Agency or Client Orr Corporation Address of Contracting Agency/Client 11601 Intemhange Drive, Louisville, KY 40259 Name of Contracting Agency Contact Tina Cline Telephone # of Contact 502-244-4543 Facsimile # of Contact 502-244-8947 Contract Type Firm Fixed Period of Performance 01/01 - Present Size or Description of Facilities 96,410 square feet (54,000 Office) Contract Reference #3 Services Performed Janitorial Name of Contracting Agency or Client Stephen C. Gault Address of Contracting Agency/Client 4011 Gardiner Poim Drive, Louisville, KY 40216 Name of Contracting Agency Contact Steve Gault Telephone # of Contact 502-451-1122 Facsimile # of Contact 502-451-0722 Period of Performance 05/97 - Present Contract Reference #4 Services Performed Janitorial Name of Contracting Agency or Client Masters Supply / contact: David Wachtel Address 4505 Bishop Lane, Louisville, KY 40216 Telephone # / Facsimile # (502)459-2900 / (502)456-6049 Size of Facility 14,804 sq ft (8,000 office) Period of Performance 4/96- Present COUSINS CLEANING CONCEPTS Profit and Loss Statement For Jan 1 - May 31, 2006 34,350.00 Expenses Cleaning Supplies Cell Phone Dues and Subscriptions Gas and Oil Insurance Meal and Entertainment Repairs and Maintenance Postage Professional Fees Telephone Utilities Total Expenses Net Income 848.00 500.00 485.00 1,079.00 1,351.00 609.00 1,225.00 122.00 250.00 384.00 732.00 7,585.00 16,765.00 COUSINS CLEANING CONCEPTS Balance Sheet For Jan l-May 31, 2006 Assets 2006 Cash and Bank 6,200.00 Total Current Assets 6,200.00 Fixes Assets Vehicles 8,800.00 Furniture and Equipment 4,326.00 Accumulated Depreciation (13,126.00) Total Assets 6,200.00 Liabilities Common Stock 5,200.00 Owners Draw (34,350.00) Retained Earnings 34,350.00 Total Liability 6,200.00 ~ * Logan Lavelle Hunt Ins., LLC For: Cousins Cleaning Concepts P.O. Box 24315 Floyd Henderson & Kris Johnson Louisville, KY P. O. Box 36693 40224 502-499-6880 Louisville, KY 40232-3693 502-499-1158 ~ommercial Application remise002 Building 001 350 Adams St _ouisville , KY ¢0206 .~eneral Liability Acuity Mutual Insurance Co ,ccurrence General Aggregate Products/Completed Oper. Aggr. Personal & Advertisir~j Injury Each Occurrence Fire Damage (Any One Fire) Medical Expense (Any One Person) 2,000,000 2,000,000 1,000,000 1,000,000 100,000 5,000 01 JANITORIAL SERVICES - 2 OWNERS Class Code : 96816 Premium Basis: 58,000 (P) PAYROLL - PER ~ 02 storage unit ranted by the insured for stodng business property Premiem Basis: 1000 (A) AREA - PER 1,000/SQ FT Location Add'l Insured: Storage USA 350 Adams Logan Lavelle Hunt Ins., LLC For: Cousins Cleaning Concepts P.O. Box 24315 Floyd Henderson & KHs Johnson Louisville, KY P. O. Box 36693 40224 502-499-6880 Louisville, KY 40232-3693 502..499-'1158 ~,ccounts Receivable Acuity Mutual Insurance Co Kl199~1 Your Premises (Incl Branches) MAY-30-2006 TUE 09:45 AM CITY CLERK ll~EAS'URER FAX NO. 812 285 6426 P, 05 (.,ON'~ RAC.IORS ])ID FOR PUBLIC WORKS PART I (To be tomph~led for aB bids) ti'lease ~yp~ or prim) · _ .... ~ ._~__~..~Ll;~ -~ L~v,, ~, . A ~:~t of l~tdder: -'-~ ......................... ~lte ~ .le~gat. d fi rtl~r a~ Io fnrn~h a on (~l.;i)'l)FICA'lION OF lk~V. OF I l~l'l*g~ S"I'ATES gt~L PRODUCTS (If applicable) tot Ici/me lIRY-30-2006 TUE 09:45 i~i'l CITY CLIDtK TEEI~"URER FAX NO. 812 285 8428 P, 08 ACCI,;PTANCE PART } I MAY-30-2006 TUE 09:46 Ali CITY CLERK TREASURER FAX NO. 812 285 8426 P, 07 ,I..C 1 {ON Il [ CONTRAC~FOR,S FINANCIAl. STATEMENT ~I,:CTION IV OATH AND AFFIRMATION ...... {Thle of Person ACKNOWI~I~I)GEMENT ........... ~-_~ ~ _ ..... ~ day or~', +~ MRYr30-2006 TUE 09:46 ~M CITY CLERK TRERSURER F~X NO, 812 285 6428 P, 08 ~:'The enelo.'~e(l ,~pccific~timis are for the pm'pose or solicitinff