AUBURN UNIVERSITY REQUEST FOR BID SPECIFICATIONS FOR TOOMER'S CORNER/SAMFORD PARK CLEANING SERVICES GENERAL SPECIFICATIONS Work Description Auburn University sports fans have a tradition of "rolling" Toomer's Corner when the team wins "Rolling" involves throwing rolls of toilet paper into the trees and shrubs such that the unrolled paper drapes the trees and shrubs Historically, this occurs for football games, but has recently expanded to other University sports "Rolling" occurs when the team wins either in Auburn or on the road In recent games, "rolling" has extended south into Samford Park so this area is included in this contract, please note that Facilities Management wishes to contract the cleaning of toilet paper AND other incidental litter from both locations Work Specifications Cleaning would be required on the day after the "rolling" Cleaning should start early in the morning so that blocking the street happens during slow traffic times The cleaning shall be completed by 7:00 A.M before the start of classes on the next class day Since the need for cleaning services can be dependent on winning the game, as late as the night before cleaning is needed, the Contractor must have the ability to mobilize forces for the following morning on request Litter and trash collected shall be disposed in dumpster designated by Auburn University The performance of the cleaning services shall be measured by the removal of all toilet tissue, litter and trash from trees, shrubs and ground in the Samford Park/Toomer's Corner area This area is located between Magnolia Avenue and Thach Avenue bordered by South College Street – including the median between north and southbound lanes The depth of cleaning area is from steps of Aerospace Engineering north to Magnolia Avenue, south to Thach Avenue Please see map image indicating this perimeter Specifications for cleaning of the two Auburn Oaks at Toomer’s Corner and the 10 Descendant Oaks along Samford Concourse (map image) are as follows: - The trees cannot be sprayed with water - Vendor will need to hand pick the paper from the trees - Vendor must include a cost for hand picking the paper from the trees - In the event of rain between the time of rolling and the time of cleanup, water may be permitted on certain hand-picked trees only as specified and approved by a primary AU representative For Football events a man-lift supplied by the equipment rental business will be delivered on the Friday night in advance of a Saturday game; it may or may not be used depending on the outcome of the game Facilities Management recognizes this uncertainty and is willing to pay the equipment charge in the event cleaning services are not required In the event that cleaning services are required the cost of the lift shall be included in the cleaning cost The University Representative will develop an understanding with the Contractor on advance scheduling of the man-lift On occasion, the University Representative may request the Contractor to delay clean up after Contractor has begun mobilization Facilities Management recognizes the cost of mobilization and is willing to pay a mobilization fee in the event cleaning services are delayed after Contractor has begun mobilization Documentation of this request as well as documentation of contractor mobilization must be provided along with the fee that is included in the monthly invoice The Contractor shall be responsible for all damage to turf and landscape materials caused by Contractor negligence Contractor's vehicles shall restrict their travel to roadways or parking lots unless the vehicle is a specific turf utility vehicle such as a Cushman With the expected home football games schedule and other sporting events, it is expected that there could be up to 25 possible requirements for clean up throughout the calendar year The Contractor should also plan on being prepared to provide cleaning services in the event the football team or other sporting events are invited to Bowl Games or championship events University Representative Facilities Management/Landscape Services of Auburn University shall serve as the University representatives for all matters pertaining to this contract Coordination between the Contractor and the University will be handled by and through this representative and the University Representative shall be responsible for settling of any problems between the parties Bid/Contract Term/Renewal/Termination Bid Proposal Format Proposer must provide the following: Price per occurrence for wins Price per occurrence for loss (in the event that cleaning services are not required) Price for mobilization (in the event that cleaning services are delayed after Contractor has begun mobilization per request of Auburn University) Three (3) references for similar work performed within the past ten (10) years Contract Term/Renewal/Termination The term of the contract will be three (3) years with the option to renew for two (2) one-year periods upon mutual agreement Auburn University and the Bidder both reserve the right to terminate this contract without cause upon a sixty (60) day written notice Bidder must clearly define the annual cost escalation rate(s) if they are to be considered for years subsequent to the initial term In the event that the Contractor shall fail to maintain and keep in force insurance as herein provided, the University shall have the right to cancel and terminate this contract without notice At the termination of the agreement, the Contractor will be responsible for leaving the premises in his/her "contract-inception" condition, including repair of any damage caused by removal of Contractor equipment and structures, and will replace or reimburse the University for missing University equipment that the Contractor is responsible for Changes and Modifications to Agreement It is understood that from time to time some contract elements must be changed or modified in light of operational requirements of the University Adjustments in services will be made in accordance with written directions from the University Representative Billing Structure/Payment Billing statements shall be organized by calendar month, i.e billed February for services performed between January and January 31 Billing shall include the name and date of each event as well as line item details for each item billed for that event as laid out in the bid proposal format #4 of this document If changes have occurred during the month, charges shall be prorated accordingly All billings for the month shall be sent in one mailing The University Representative can provide an example of an acceptable billing format Quality of Workmanship Specific concerns, complaints, and comments regarding the quality of service shall be made to the Contractor, through the University Representative, by telephone andn writing after each game The contractor shall take immediate steps to resolve these concerns, complaints and comments, and shall advise the University Representative of corrective actions, The Contractor is required to monitor electronically the activity of their organization as cleanup occurs A GPS/cellphone system of employee’s movements as well as the City of Auburn's webcam live streaming for monitoring team shall be used for monitoring organization clean-up activities and public interaction A NON-PERFORMANCE OF WORK Routine work will be considered not to have been performed (non-performed), when any one of the following conditions exists: The described work tasks are not performed in accordance with general conditions and performance standards defined in the WORK SPECIFICATIONS The proper equipment, tools, parts, materials, and chemicals were not used or were not in good operating condition at the time of the performance of the work The required tasks were not performed within the scheduled work times The University Representative and/or his/her designated alternate will conduct inspections of Toomer's Corner/Samford Park on a routine basis Any contract employee found outside their normal work area during the specified work times, or any contract employee not performing their prescribed duties, may result in a deduction The above lists of conditions, which determine non-performance of work, are not exhaustive Each recorded occurrence of non-performance shall be documented by written correspondence between University Representative and Contractor within 24 hours of the occurrence In event of non-performance, the University Representative may, at his/her election: • Notify the Contractor in writing, of the non-performance, and have the Contractor commence correction of the problem within a specified period at the Contractor’s expense of time and cost • Cause the incorrect work to be corrected by Auburn University employees of which time spent correcting will be billed to the Contractor • Cause the incorrect work to be corrected by utilization of another Contractor Upon receipt of invoice from this second Contractor, the primary Contractor will be forwarded by AU The parties agree that if, after being notified of non-performance, the Contractor does not commence correction of the non-performance within a specified time frame, the University Representative will document occurrence as an additional offense B DEDUCTIONS FOR NON-PERFORMANCE OF WORK Deductions for non-performance of routine and non-routine/project work shall be assessed as follows: • Safety and Security Violations — contractors working at Auburn University shall follow all state and city ordinances, OSHA requirements, campus security, safety policies, and smoke-free campus policies If the contractor is in violation of any of these policies, the University representative will issue a deduction charge of $500 • If the contractor is found to meet the conditions of non-performance as defined in the NON-PERFORMANCE OF WORK section of this contract the contractor will be issued a deduction charge of $500.00 • If deduction for non-performance occurs twice within contract term, the University shall have the right to cancel and terminate this contract without notice Management and Personnel The Contractor shall appoint an individual as primary contact for all matters pertaining to the performance of this contract Such individual should be available to the University 24 hours/7 days a week to include holidays The University Representative may arrange meetings with the Contractor's contract administrator, the operations contact and other involved University staff for the purpose of reviewing the adequacy of these services All personnel of the Contractor shall be subject to removal from involvement with this contract for conduct that is considered offensive by the University Parking Sunday parking on campus is free of charge; no permit is required The Contractor must park in designated white-outlined spaces; not park in spaces designated for handicapped parking, fire lanes or loading docks CAMPUS MAP: https://cws.auburn.edu/map Samford Park Perimeter: Auburn Oaks and Descendant Oaks: Bid Price Sheet Price per occurrence for wins $ Price per occurrence for loss (in the event that cleaning services are not required) – FOOTBALL ONLY $ Price for mobilization (in the event that cleaning services are delayed after Contractor has begun mobilization per request of Auburn University) $ TOTAL BID PRICE $ _