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HomeMy WebLinkAboutResponse to RFP for Janitorial Services for the City of Diamond Bar 1 Response to RFP for Janitorial Services for the City of Diamond Bar Presented to: Jason Williams Maintenance Supervisor The City of Diamond Bar JWilliams@diamondbarca.gov 909-839-7059 Presented by: Sunny Kim President and CEO Base Hill Inc. sunnykim@basehill.com 213-425-3070 (Office) 213-425-3071 (Fax) Base Hill, Inc. Building Maintenance Services 11823 E. Slauson Ave. Suite 3, Santa Fe Springs, CA 90670 2 March 26, 2024 Jason Williams Maintenance Supervisor The City of Diamond Bar Dear Mr. Williams: Thank you for allowing us to present our formal proposal submitted on behalf of Base Hill Building Maintenance Services in response to the RFP for Janitorial Services for the City of Diamond Bar. We are very pleased to take part in this opportunity to offer our services. We hereby state that no exceptions are taken to any specification requirements or contract terms and conditions of the RFP for Janitorial Services for the City of Diamond Bar. This proposal is valid for a term of 90 days from the due date of the proposal of March 27, 2024. We are committed to providing our clients with the highest standards of quality of service. We strive to exceed expectations through our integrity, ethical values and commitment to client satisfaction. All of us at Base Hill are committed to the execution and success of this proposal if Base Hill is selected as the vendor of your choice. Please do not hesitate to contact me directly if you should have any question and/or concerns regarding the attached proposal. In closing, I would like to thank you again for your time and consideration. Respectfully, Sunny Kim President and CEO 11823 E. Slauson Ave. Suite 3 Santa Fe Springs, CA 90670 Cell: 213-235-7722 Fax: 213-425-3071 sunnykim@basehill.com www.basehill.com 3 Table of Contents Letter of Introduction ......................................................................... 2 Executive Summary ............................................................................ 4 Experience ......................................................................................... 7 Staff Biographies .............................................................................. 10 Examples of Services and References ............................................... 13 Additional Data ................................................................................ 15 4 Executive Summary Methodology Base Hill prioritizes communication because we believe anyone can do the work, but if it is to be done in an efficient way and to the client satisfaction, not only initial communication establishment is important, but also constant flowing channel of communication needs to take the place throughout and until the project completion. Our company will clearly present to our crew what needs to be done at what time. Each crew members will be led by the supervisors assigned to them. The project manager will oversee each supervisors and crew members and become the direct channel for communication for our client, and in this case, the City of Diamond Bar. Once we are awarded the contract, Base Hill will dedicate a team of supervisors and crew members. There will be back up supervisors and crew members, as well. They have been notified already of what may be assigned to them in the near future, so that they may prepare to clean if the bidding is successful. Additionally, there will be support from the headquarters, especially from the project manager, Chase Woo, for immediate response to any circumstances. Base Hill is always prepared for ensuring coverage in the event of staff absences (i.e. Illness, vacations, and / or terminations). We have a number of supervisors and crew members available to be reallocated into different projects, when the need arises. As you may have observed from the team organizational chart, above, we have back up crews ready at all times. Our project manager will be aware of the schedules in communication with the City of Diamond Bar, and will arrange, accordingly, so that all gaps will be filled with our manpower to cover for any event or even emergencies. Also, in the case of emergencies, the project managers will be available via cell phone to immediately address the issue on hand. Furthermore, please, read the documents in the Additional Data section for disinfect and sanitizing specifically for COVID-19, as well as for other sample products. Our company has already been providing a variety of disinfecting and sanitizing service for COVID-19 to many clients as we always challenge ourselves to meet the need of others when it comes to our industry services, not to mention them being part of our regular cleaning performance. Base Hill Quality Control Manager and Supervisor/Crew Leader will ensure that all cleaning standards are up to par with The City of Diamond Bar. Before the contract start date, the Project Manager and Quality Control Manager will lead a meeting with all site staff to ensure that everyone knows what is type of quality is expected and what is expected from th e different levels of services. The Site Supervisor will be collecting weekly/monthly QC reports to Project Manager for any follow-ups and rectifications. 5 All Base Hill personnel undergo extensive training in the use of equipment, product safety, and security measure. Employees undergo training based on the Worker Occupational Safety and Health Training and Education Program (WOSHTEP). Under the Commission on Health and Safety and Worker’s Compensation of the State of California. In addition to WOSHT EP safety standards and OSHA safety standards. Training Covers: • Correct use of cleaning products. • Correct use of cleaning machines/equipment. • Carpet care and cleaning. • Hard floor surface care and cleaning. • Toilet/Restroom cleaning practices. • Hygiene and infection control. • Identifying potential hazardous issues. • Dust control. • Utility conservation. • Waste management. • Use of Personal Protective Equipment (PPE). Service Delivery As we perform our duties, we understand that there are some things that needs more attention than others. Thus, we will do our best to emphasize to the crew, the following: Base Hill cleaning crew will be supervised to make reports on a monthly basis on the status of the supplies to make sure that we can refill all necessary products such as soap, toilet paper, feminine products, etc. When removing trash, recycling bins through the buildings will be identified to be properly collected and removed to a designated disposal area. Same will be done for the solid waste collection. We will not empty personal recycle containers at workstations, while emptying out large trash and recycling containers from all areas. Wood Paneling shall be located to make sure that they are free of dirt, dust, streaks, and spots. All the metals surfaces will be polished to maintain a lustrous appearance. Our company has the full capacity to do the annual, biannual, and quarterly periodic work including the windows, floor strip/wax, and carpet shampoo cleaning. We have provided the cleaning products sample, and as you can see, we use products that are environmentally friendly. We, also, will emphasize disinfecting the facilities, as we would like to take greater caution to prevent COVID-19. 6 Our staff will wear uniforms/vests with logo at all times. Also, they will take all precautions to be least possible disruptive to the public, tenants and/or The City of Diamond Bar employees. When there are any malfunctions, the crew will be trained to report the issues to Facility Supervisor/Manager, immediately. We value communication as one of the top priority values in our company, thus, we will be in constant communication via the project manager. Whenever, there is a need, we will be there for it. Furthermore, to help our staff even more, we have distributed the provided work of scope in advance. 7 Experience Profile of Firm For over 20 years Base Hill has been providing outstanding building and property maintenance services for private properties, commercial facilities, federal, and local governments. The properties we maintain range from large high-rise buildings to smaller private office spaces. Our highly skilled workforce services approximately 2 million square feet every year. Base Hill is an SBA 8(a), Disadvantaged Business Enterprise (DBE) certified company with many years of management and operation experience, our management team and our company has continued to grow both in size and reputation. We take particular pride in our ability to exceed the highest expectations of our clients. Brief History The company started in September 1982, by the President of Base Hill, Sunny Kim’s father Mr. Hong Kim. The company was based out of Long Beach, CA and called Kim’s Building Maintenance. In the summer of 2000, Mr. Kim retired. Sunny Kim acquired his father’s maintenance company, he named the new company KBM -Jan Point. In the following years Sunny continued to grow the company. The company was incorporated in June 2005 as Base Hill, Inc. with two office locations in Santa Fe Springs and Pomona. Base Hill operates in Southern and Northern California, with a team of 10 office staff and over 50 full and part-time cleaning crews and affiliates. Mission Statement Base Hill is dedicated to the highest ideal of customer satisfaction by providing an outstanding service product to not only meet but exceed our client’s expectation of a clean and healthy work environment. Vision Statement We are constantly working to establish ourselves as the most respected and sought -after cleaning company. We seek to build a partnership philosophy based on solid and trusting relationships with our clients. 8 Values • Respect - we hold our clients and employees in the highest regard. We value our employees as our most important client, so they will treat each company they service as their most important customer. • Integrity - the foundation and philosophy our company is built upon. • Responsibility - your satisfaction is our satisfaction. We strive for openness and do what we say we will do. Staffing All Base Hill personnel are thoroughly screened, trained, and qualified. All personnel undergo criminal background checks and are screened for any health issues and concerns. We will adjust manpower according to the need, as the evaluations are made. Training Base Hill employees are trained in providing top tier cleaning service. Employees are trained from hire on cleaning practices, methods, and efficiency. During training and pre-performance meetings, employees go through a step-by-step process of defining and detailing each task associated with their responsibility. Re-fresher training course is applied to employees yearly and when deficiencies arise. All janitorial crew members will be cross-trained to ensure availability of crew member to compensate for any time-off, vacation, and medical leave. Security All Base Hill will abide by the agency’s standard for background check, especially for security sensitive areas. All staff will be wearing company vests for easy identification in the midst of a group of people or in an open environment. Furthermore, the name badges will be worn for specific needs of an individual’s identity. Finance and Stability Base Hill’s revenue has been always growing in spite of even the difficulties of Covid-19 era. Thus, our company also has sufficient capacity and resources to take on this project successfully. Base Hill has no lawsuit, litigation, or conflict of interest in last five years. Also, our company does not have a project where claims or settlements were paid by us or the insurers. 9 Daily Verification, Inspection, and Management The supervisor will be responsible for having all the checklist ready, which will be reflected on the weekly and monthly QC report. Aside from the regular reports, the project managers and the QC managers will be making random visits to make sure the supervisors and the crew members are continually performing at their best in all kinds of circumstances. Periodic Service Scheduling and Quality Control The periodic service will be scheduled by the project manager with the City of Diamond Bar. Once the date is set for a specific service on a specific location, the project manager will be in communication with the supervisor and the crew members to perform the task. For each completion, pictures and videos will be taken by the supervisors and sent to the project managers and the City of Diamond Bar for verification of quality. 10 Staff Biographies Team Organizational Chart Point of Contact • President and CEO – Sunny Kim (cell: 213-235-7722, sunnykim@basehill.com) • Project Manager – Chase Woo (cell: 714-514-2182, chasewoo@basehill.com) President / CEO Sunny Kim Admin Director Phillip Van Project Manager Chase Woo CFO Kay Van Back up Cleaning Crew Members Full-time Cleaning Crew Members Part-time Cleaning Crew Members Day Porters Site Supervisors QC Manager Johnny Kim 11 12 13 Examples of Services and References City of Pomona Period of performance: 10/01/2022 – 09/30/2025 Total Value: $445,600.42 Description of services: Full janitorial services for police department, public works, transit center, etc.. Matthew Sampson Facilities Maintenance Supervisor 505 South Garey Ave. Pomona, CA 91766 909-620-2311 Matthew.Sampson@pomonaca.gov City of Highland Period of performance: April 2019 – Current Total Value: $87,690 Description of services: Full janitorial services for city hall, police department, public works, city parks, etc.. Jim Richardson Public Works Manager City of Highland 27215 Baseline St Highland, CA 92346-312 909-863-0284 x101 jrichardson@cityofhighland.org Yorba Linda Water District Contract: 01/04/2020 – 01/03/2023; 01/04/2023 – 01/03/2026 Total value: $127,152; $221,133 Description of services: Full Janitorial Services including carpet shampoo, strip & wax floors, and window services. Freddie Ojeda 1717 E. Miraloma Ave. Placentia, CA 92870 714-231-0264 fojeda@ylwd.com 14 City of Westlake Village Contract: 11/01/2020 – 11/01/2024 Total value: $ 386,340.76 Description of services: Full Janitorial Services including carpet shampoo, strip & wax floors, and window services. Tim Iverson 31200 Oak Crest Dr. Westlake Village, CA 91361 818-706-1613 tim@wlv.org US ARMY 63RD READINESS DIVISION REGION 5 JANITORIAL Contract: W9127S-19-Q-0045 (01/01/2020 – 12/31/2022) Total Value: $7,500,000.00 Area: Approximately 1,209,200 Sqft Description of services: Managing and providing full janitorial services and floor care for US Army Base facilities located throughout Southern CA. Matthew Buretz 714-428-7250 matthew.m.buretz.civ@mail.mil 15 Additional Data 16 17 Sample ID Badge Equipment and Uniform 18 THIS PAGE INTENTIONALLY LEFT BLANK