Red Hook WatchIndependent Community Resource

Vanguard Cleaning Systems Proposal for Village Hall

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Working document2024-02-26
Original file not available online (local: data/sources/village_docs/dc_1188_vanguard_proposal.pdf)View version history →Meeting on 2024-02-26 →

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February 26, 2024

Village of Red Hook 7467 South Broadway Red Hook, NY 12571

Dear Jennifer,

Thank you for the opportunity to present the Vanguard Cleaning Systems proposal for the commercial cleaning of Village Hall. Based on your needs and my evaluation, the following areas would be addressed by your new cleaning service:

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General Office Vacuum all floors and mop resilient floors. Regular attention to dusting of Space - horizontals, including window sills and elevator panels. Clean, fresh and well-sanitized; including consistent attention to high- Restrooms -

Clean, fresh and well-sanitized; including consistent attention to highdusting areas like exhaust fans and radiators.

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Ease of Communication

Only through regular communication will you be satisfied with our services. We strive to communicate with you by whichever means you are most comfortable with, but know that you can always reach us anytime.

At Vanguard, we focus on delivering janitorial maintenance services in direct compliance with customer requirements. A key part of our process involves working proactively with our clients to ensure that our performance meets expectations. We welcome any feedback or comments that help ensure you stay satisfied with the cleaning.

Please let me know if you have any questions for me, as I would be happy to clarify any details within this proposal. Thank you again for the opportunity to earn your business and we look forward to working with you soon!

Best Regards,

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Nick Moccio Sales/ Brand Services

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Hudson Valley Offices: Nanuet & Newburgh Office: 914-478-5500 Fax: 914-478-5501

MEMBER

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BENEFITS OF CONTRACTING VANGUARD

Our commitment to the Village of Red Hook…

All clients have a Customer Service Manager available during business hours to discuss any issues or requests.

ATTENTIVE AND FRIENDLY

CUSTOMER SERVICE

Vanguard provides extensive inclassroom and hands on training for all of our providers.

HIGHLY TRAINED AND

EXPERIENCED JANITORS

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ENGLISH SPEAKING

Your main contact will always speak English so that we can communicate effectively with you and your company.

FLEXIBLE SCHEDULES

Our providers are flexible. We are able to design a cleaning program that fits either into or around your unique business operation hours.

24 HOUR ACCESS

All providers and crew supervisors carry cell phones for emergency access and to communicate effectively with you.

PAPER AND SOAP SUPPLIES

Upon request, you can easily set up supply orders with your Customer Service Representative or Account Manager.

  •  We have over 15,000 commercial accounts in the nation

BENEFITS OF THE VANGUARD CLEANING SYSTEM

  •  We are covered by a $10,000,000 liability insurance policy and $1,000,000 bonding policy

  •  Vanguard has been operating since 1984

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VANGUARD CLEANING SYSTEMS SERVICE SCHEDULE

ENTRANCE /LOBBY AREAS, ADMIN/OFFICE AREAS, COURT ROOM, HALLWAYS, STAIRS

Services Performed Each Visit …

  • Empty waste containers and remove trash to the designated area.*

  • Clean entrance door glass.

  • Vacuum all carpets, runners, and mats.

  • Vacuum and mop entrance vestibule floors.

  • Sanitize top of conference room table.

  • Dust open areas of desktops, as requested.

  • Dust windowsills.

  • Wipe and polish elevator panels inside and out.

  • Vacuum elevator tracks.

  • Disinfect high touch areas including door handles, hand rails & help desk counter.

  • Disinfect/ clean help desk windows.

Services Performed Each Month…

  • Look for and remove cobwebs.

  • Vacuum/ dust baseboards.

  • Vacuum stairs and remove cobwebs in staircases.

  • Dust radiators.

  • Clean interior glass in court room.

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VANGUARD CLEANING SYSTEMS SERVICE SCHEDULE CONTINUED…

RESTROOMS:

Services Performed Each Visit…

  • Empty waste containers and remove trash to the designated area.*

  • Restock toilet paper, paper towels, and hand soap.

  • Clean and disinfect toilet, inside & out. Clean & disinfect both sides of toilet seats.

  • Clean and disinfect all sinks and polish bright work.

  • Vacuum and mop restroom floors.

  • Clean and polish mirrors.

  • Spot clean restroom wall tiles, focusing on near toilets and soap dispenser.

Services Performed Each Month…

  • Dust high reach areas including exhaust fan vents.

  • Dust baseboards in restrooms.

  • Dust radiators .

KITCHEN/BREAK AREA:

Services Performed Each Visit…

  • Empty waste containers and remove trash to the designated area.*

  • Sanitize counters/surfaces/tables.

  • Clean sink and faucets.

  • Damp wipe exterior and interior of microwave(s).

  • Spot clean face of refrigerator.

  • Vacuum and mop resilient flooring, using neutral cleaner.

  • Restock paper towels.

Services Performed Each Month…

  • Dust baseboards.

  • Dust radiators.

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PRICING AND SPECIFICATIONS:

CUSTOMERGENERALCLEANING
Village of Red Hook
7467 Red Hook.
Red Hook, NYPRICE
$500.00
Per Month
FREQUENCY
1X WEEK
STARTTIME
After Hours

To get started with Vanguard Cleaning:

|REVIEW SIGNATURE RECOMMENDED|REVIEW SIGNATURE RECOMMENDED|SUBMIT START| |---|---|---| | Please review the | - | Please scan and | | specifications and | - | email agreement to: | | pricing presented in | - | nmoccio@ | | this proposal. | - | vanguardcleaning.com | | Please review and | - | OR | | sign the Cleaning | - | fax to: | | Service Agreement | - | 914-478-5501 | | on the following | - | We will schedule a | | page. | - | walk-through with | | - | - | your new Vanguard | | - | - | service provider and | | - | - | start cleaning your | | - | - | facility according to | | - | - | your desired | | - | - | schedule! | ||||

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VANGUARDCLEANINGSYSTEMSOFTHEHUDSONVALLEY CLEANING SERVICEAGREEMENT

The undersigned Client hereby accepts the proposal of VANGUARD CLEANING SYSTEMS OF THE HUDSON VALLEY for janitorial services for Client’s premises located at:

7467 South Broadway. Red Hook, NY12571

with the following terms:

  1. Beginning Vanguard Cleaning Systems of the Hudson Valley (“Company”) will arrange for delivery of the professional commercial cleaning services described on the preceding “Service Schedule” in the evenings 1X per week at a monthly cost of $ 500 .00

  2. Client accepts that the services to be provided under the Service Schedule will be provided by an independentlyowned Vanguard Cleaning Systems franchisee. Client agrees to inform Company if dissatisfied with the Service Provider or the services so any appropriate corrections can be made.

  3. The contract price under “Pricing and Specifications” on the Service Schedule is applicable for one year from the date of this Agreement for the services identified on, and to be delivered at the intervals provided in, the Service Schedule. The price is subject to adjustment based upon substantial changes in occupancy or cleaning requirements. Either Client or Company can cancel this Agreement by giving 30 days advance written notice of cancellation to the other party. Any modification to this Agreement must be in writing and signed by Client and Company. Cleaning equipment and supplies are included in the price, except for toiletries, liners and paper supplies.

  4. Client will be invoiced each month for that month’s service, with payment due by the 5th of the following month. Payments not received by the 10th of the month in which they are due are delinquent and subject to a service charge. Company can suspend services pending receipt of late payments without liability. The Contract Price excludes any use tax; tax on sales, services or supplies; or any other such tax, which are payable by Client. Client will reimburse Company for any taxes paid by Company on Client’s behalf.

  5. Services are not provided on New Year's Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, and Christmas Day.

  6. Client will deliver to Company with a signed copy of this Agreement one set of keys for the Service Provider, which will be returned to Client if this Agreement is cancelled. Client understands that Service Provider cannot make an agreement on Company’s behalf.

ACCEPTED:

_______________________________________ __________________________________________ Village of Red Hook Vanguard Cleaning Systems of the Hudson Valley _______________________________________ __________________________________________ Title Title _______________________________________ __________________________________________ Date Signed Date Signed

Vanguard Cleaning Systems of the Hudson Valley

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Village of Red Hook Red Hook, NY

SPECIAL SERVICES PROPOSAL

Carpets: High Pressure Steam Clean and Extraction

All carpeted areas will be thoroughly vacuumed followed by a bio-enzymatic pretreatment spray to work on and loosen the myriad of stains prior to the actual cleaning. We will also bring a alkaline-based spot treatment if any of the spots end up being oil/grease related.

The carpet will then be cleaned with an extraction carpet machine to significantly improve the appearance of your office carpeting.

Note that Vanguard will focus extra attention on the pre-treatment and cleaning of the stained areas. If they are food/soil based – we should be able to make a significant improvement in their appearance. I cannot promise they will be entirely removed. Furniture will then be replaced.

Most of the moisture will be removed by the extraction procedure but we recommend that the HVAC system be left on over the weekend (to assist in drying) and no personnel walk on the carpet over the remainder of the weekend to ensure you walk in to a clean, dry, fresh-smelling carpet on Monday.

Proposal Pricing: $850.00 (All carpeted areas on 2[nd] floor)

(Includes labor, process, supplies, equipment, & insurance)

Accepted:

Signature Date

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Village of Red Hook Red Hook, NY

SPECIAL SERVICES PROPOSAL

Carpets: High Pressure Steam Clean and Extraction

All carpeted areas will be thoroughly vacuumed followed by a bio-enzymatic pretreatment spray to work on and loosen the myriad of stains prior to the actual cleaning. We will also bring a alkaline-based spot treatment if any of the spots end up being oil/grease related.

The carpet will then be cleaned with an extraction carpet machine to significantly improve the appearance of your office carpeting.

Note that Vanguard will focus extra attention on the pre-treatment and cleaning of the stained areas. If they are food/soil based – we should be able to make a significant improvement in their appearance. I cannot promise they will be entirely removed. Furniture will then be replaced.

Most of the moisture will be removed by the extraction procedure but we recommend that the HVAC system be left on over the weekend (to assist in drying) and no personnel walk on the carpet over the remainder of the weekend to ensure you walk in to a clean, dry, fresh-smelling carpet on Monday.

Proposal Pricing: $475.00 (Court Room)

(Includes labor, process, supplies, equipment, & insurance)

Accepted:

Signature

Date

8

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Village of Red Hook Red Hook, NY

SPECIAL SERVICES PROPOSAL

Carpets: High Pressure Steam Clean and Extraction

All carpeted areas will be thoroughly vacuumed followed by a bio-enzymatic pretreatment spray to work on and loosen the myriad of stains prior to the actual cleaning. We will also bring a alkaline-based spot treatment if any of the spots end up being oil/grease related.

The carpet will then be cleaned with an extraction carpet machine to significantly improve the appearance of your office carpeting.

Note that Vanguard will focus extra attention on the pre-treatment and cleaning of the stained areas. If they are food/soil based – we should be able to make a significant improvement in their appearance. I cannot promise they will be entirely removed. Furniture will then be replaced.

Most of the moisture will be removed by the extraction procedure but we recommend that the HVAC system be left on over the weekend (to assist in drying) and no personnel walk on the carpet over the remainder of the weekend to ensure you walk in to a clean, dry, fresh-smelling carpet on Monday.

Proposal Pricing: $1,850.00 (All carpets on 1[st] floor, 2[nd] floor, and court room)

(Includes labor, process, supplies, equipment, & insurance)

Accepted:

Signature

Date

9

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Village of Red Hook Red Hook, NY

SPECIAL SERVICES PROPOSAL

Pole Scrub of Laminate Floors:

Light machine & manual pole scrub (corners / edges) of high traffic laminate flooring and resilient flooring with appropriate chemical (Profi) to remove embedded dirt/oils from textured areas of flooring. Wet vacuum up chemical/dirt solution.

While we cannot promise all stains and discoloration can be removed, the appearance of the floors will greatly improve. Please note that we will move portable and light furniture pieces only, such as chairs. Desks, file cabinets, and other heavy pieces will not be moved.

Proposal Pricing: $250.00 (2 Kitchens)

(Includes labor, process, supplies, equipment, & insurance)

Accepted:

Name

Date

10

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Village of Red Hook Red Hook, NY

SPECIAL SERVICES PROPOSAL

Tile and Grout Scrub:

  • Chemically treat floors with intensive tile and grout cleaning chemical;

  • Rotary machine/Pole scrub to remove dirt trapped in crevices and grout;

  • Wet vacuum up solution; Repeat until we are no longer drawing dirt from the tiles/grout. At least 2 applications will be required.

  • Rinse & wet mop to neutralize finish.

  • Tile & grout is cleaned and renewed to the best of our chemical and equipment’s potential.

  • The grout and tile will be much closer to its original color.

Proposal Pricing: $80.00 per restroom (Floors Only) $150.00 per restroom (Floors and Walls)

(Includes labor, process, supplies, equipment, & insurance)

Accepted:

Name

Date

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Village of Red Hook Red Hook, NY

SPECIAL SERVICES PROPOSAL

WINDOW CLEANING

The interior and exterior windows of the building will be cleaned to a beautiful, streak-free appearance.

In order to complete the job correctly, Vanguard Cleaning Systems will raise each window and clean the exterior sill and track to remove the dirt/debris that has accumulated over time. Windows with screen will have the interior screen damp wiped.

Vanguard Cleaning Systems provides all necessary equipment, supplies, cleaning chemicals and insurance.

If acceptable, please scan/email or fax to 914-478-5501 and we will schedule your Vanguard team to take care of this work for you as the weather dictates.

Scope: Interior and Exterior of all windows

Proposal price: $750.00

Accepted

Name

Date

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