SUBJECT: RFP CUSTODIAL/JANITORIAL CLEANING SERVICES

Transcription

1 Henry County School System <<RFP/IFB #>> SUBJECT: RFP CUSTODIAL/JANITORIAL CLEANING SERVICES Henry County School System is seeking proposals for full-service custodial contracts. Your firm is invited to submit such a proposal in accordance with the attached guidelines and specifications. Please be sure to read the Instructions to Contractors carefully. Note that there is a mandatory pre-proposal conference on March 25, 2015 at Henry County Board of Education. Sincerely, John Akers Department Head Buildings & Grounds 2 17 GR OV E B OU L EY AR D PAR I S, TN

2 Henry County School System <<RFP/IFB #>> Instructions to Contractors General Comments This document and all appendices are considered part of the required specifications to RFP Custodial/Janitorial Cleaning Services. Henry County School System reserves the right to modify any part of the document at its discretion. Henry County School System reserves the right to reject any and all proposals. The contractor shall furnish all supervision, cleaning personnel, equipment, supplies, tools, and other materials as required for custodial services for Henry County School System. Pre-Proposal Conference Mandatory Pre-Proposal Conference will be Wednesday, March 25, :00 A.M. Henry County Board of Education Submission Requirements One (1) original and two (2) copies of the proposal will be due on Monday, April 20, 2015, at 2:00 P.M. Sealed Proposals should be delivered by the required date and time to: John Akers Henry County Board of Education 217 Grove Blvd. Paris, TN and/or faxed proposals will not be accepted. Late proposals will be disqualified. Presentations Henry County School System may invite the most responsive firm(s) to give oral presentations and respond to questions. Start Date/Contract Term The successful contractor will begin service on July 1, Contract will be for three (3) years and renewable for up to two (2) one-year extensions. Notice of intent to extend will be given at least 60 days in advance. Extensions will be made based upon the recommendations of the authorized representatives of Henry County School System and the contractor. Final approval for any extensions shall be made by Henry County School System. In case of extensions, the cost per month which was submitted in the contractor's proposal may be increased or decreased

3 Henry County School System <<RFP/IFB #>> During extensions this cost figure may be changed in accordance with any change which may have occurred in the United States Consumer Price Index (CPI) over the preceding twelve months effective 45 days prior to the termination of the contract period in question or reflect any changes made to the Federal Minimum Wage or applicable State Minimum Wage. Termination/Cancellation In the event that contractor is non-compliant with any portion of the contract, Henry County School System will give contractor 30 days written notice to comply. If compliance in unsatisfactory after 30 days, then final written notice may be given to terminate contract 60 days thereafter. If contract is not to be renewed, Henry County School System will give contractor 90 days written notice. Payments After approval the invoice will be forwarded for payment. Payment will be made monthly on a net 30 schedule. Firm Offer Each vendor must agree in advance in written form to submit a proposal with costs figures which will be firm for at least 60 calendar days after the opening date of the proposals. A written award or contract furnished to the successful offerer, within the time for acceptance specified in the offer, shall be deemed to result in binding contract without further action by either party. Contract Award The selection of a contractor is planned to be finalized and announced by T uesday, May 5, This decision will be the one that Henry County School System determines to be in its best interest, most responsive to its needs, and offers the greatest benefit for the proposed cost. Please see Appendix II for Evaluation Criteria. Addenda Any "Addenda" or Instructions to Contractors issued by the Henry County School System prior to the time for receiving bids shall be covered in the proposal and in closing a contract they shall become a part thereof. Proposal Format Proposals must be submitted in the form outlined here. The materials submitted must be in sequence and related to the RFP Custodial/Janitorial cleaning services. Henry County School System will make no reimbursement for the cost of developing or presenting proposals in response to the Request. A. Company Profile History of company, year founded, philosophy or misson statement, description of types and number of accounts served, number of employees,

4 Henry County School System <<RFP/IFB #>> ownership of company, business classification (corporation, partnership, sole proprietorship) and any other names the company has operated under in the past 10 years. B. Qualifications 1. Each vendor shall submit evidence of qualifications which would influence the ability to satisfactorily perform the housekeeping services defined elsewhere in this document (see Evaluation Criteria for additional pertinent details). Vendor must have been in cleaning business for a minimum of 5 years. 2. Vendor is required to list all educational contracts lost in the last 5 years along with reason for cancellation or non-renewal. Henry County School System reserves the right to contact these businesses, institutions, etc. and requests that contact information be included for each account. Failure to comply will result in rejection of proposal. 3. Provide audited financial statements for the last three (3) years. 4. Provide certificate of liability insurance that meets the requirements outlined in these Instructions to Contractors. C. Staffing Plan and Policies 1. Outline number of proposed day and evening cleaning hours. 2. Explain staffing and management plan for campuses. 3. Provide organizational chart for Henry County School System site. 4. Provide resumes or bios for key corporate employees. Include sample bios for any proposed on-site management. 5. Outline employee benefits package including paid vacation, medical coverage, dental coverage, paid uniforms and retirement benefits. D. Operations Plan and Policies I. Explain quality control procedures. 2. Explain how vendor will be accountable for service problems and failures. 3. Explain emergency cleaning procedures. 4. Include training plans and procedures that will be implemented at Henry County School System. 5. List grades, qualities, and brand name of chemicals that would be used at Henry County School System. Provide evidence of a green cleaning program and your plan to implement this plan at Henry County School System. 6. Explain security plans and procedures including your company's background check procedure on all personnel. 7. Provide description of uniforms to be worn by contract personnel. E. Pricing l. Please show pricing on an annual, monthly and per square foot basis.

5 Henry County School System <<RFP/rFB #>> 2. List hourly rates for emergency situations and work not included in the original contract price. Expendable Supplies Contractor will furnish all paper towels, soap, and toilet paper for restrooms and classrooms. Window Cleaning Contractor will be responsible for cleaning high exterior and interior windows on an annual basis. All other windows (up to step ladder height) will be cleaned according to the frequencies outlined in Appendix I. Annual price provided should include all window cleaning. Level of Cleanliness It will be the responsibility of the vendor to provide housekeeping services for the individual locations in keeping with high standards for an educational institution from the perspectives of sanitation, public relations, and protection of the physical facility. See detailed cleaning specifications outlined in Appendix I. Facilities To the extent possible, detailed information on building floor plans and square footage has been furnished to the contractor in Appendix III and Appendix IV. It shall be the responsibility of the contractor to verify measurements as deemed applicable for the submission of a proposal. Student Population Student population by school campus/building provided to contractor in Appendix V. Insurance The contractor shall provide at all times during the contract period the following insurance coverage : 1. Worker's Compensation Insurance, Statutory Benefits, and Employer's Liability Insurance with limits of not less than $500, Commercial General Liability Insurance with limits of not less than $1,000, for bodily injury and $1,000, for property damage per occurrence, including Contractual Liability coverage. 3. Motor Vehicle Liability Insurance with an employer's non-ownership endorsement. Limits of liability shall not be less than $1,000, combined single limit. 4. Third Party Fidelity bond of $50,000 per employee along with umbrella coverage in the amount of not less than $5,000, The bidder shall furnish certificates of insurance within 21 working days after acceptance of a contract. 6. Henry County School System must have 10 days notice of cancellation or change in insurance coverage and give its approval.

6 Henry County School System <<RFP/IFB #>> Personnel All matters pertaining to the recruitment, screening, hiring, and retention shall be the exclusive responsibility of the contractor. These matters shall be done fully in compliance with existing statutes and regulations pertaining to affirmative action, nondiscrimination, wage and hour and any other stipulations germane to prudent personnel management. All employees must undergo and pass a thorough background screening and check prior to employment with contractor. Contractor must perform both social security verification and criminal history screenings. Fingerprint background checks are required. Only those personnel who have been properly trained shall be assigned duties under this contract. No part of this contract may be subcontracted to any other service provider without the express consent of Henry County School System. All personnel shall be dressed in uniforms in a manner authorized by the contractor and approved by Henry County School System. The personnel shall be neat and clean in appearance. Uniforms and picture identification badges shall be worn which fully identify the worker as a member of the contractor's work force. No employee who has a felony police record may be assigned duties under this contract. Contractor shall be responsible for the submission of police clearance records for each employee within 24 hours upon request. Contractor will pay at least the minimum wage rate. Contractor will pay all taxes pertaining to its employees as required by law. All employees will be bonded in the amount of $50,000 (3rd Party Fidelity Bond). Any employee whose work habits and/or conduct is deemed objectionable shall be removed from the work force upon request of the authorized Henry County School System representative. Office Space, Storage Space, and Utilities Henry County School System will provide a small, securable office space, limited securable storage space, and utilities (including phone-line access if possible) for contractor's on-site operations. Safety The contractor shall be responsible for the training as necessary in the application of chemicals and the use of equipment to facilitate safe conditions outlined by OSHA for the employees, and the district's students and staff.

7 Henry County School System <<RFP/IFB #>> Security The contractor shall be responsible for training employees in security requirements of Henry County School System, and shall be responsible for the enforcement of the same. 1. The Contractor shall be responsible for safeguarding against loss, theft, or damage of all Henry County School System property, materials, equipment, and accessories which might be exposed to the Contractor's personnel. 2. Guns, knives or other dangerous weapons shall not be allowed on campus. 3. Alcohol and drugs are prohibited on the campus. 4. Keys should be properly handled to maintain property security and safety. Additionally, contractor shall be fully responsible for the replacement of any lost keys. Please outline your key control procedures. Supervision Supervision is required at all times when work is performed in campus buildings. A supervisor must be dedicated to both day and night housekeeping operations and should be included in your staffing plan. Damage Contractor shall be responsible for the repair/replacement to the satisfaction of Henry County School System's representative of any damage to the facility caused by any employee of this contract. Equipment and Supplies/Materials The procurement and maintenance of all equipment required for the successful execution of this contractual obligation shall be the contractor's responsibility. The initial equipment proposed for Henry County School System must be all new or in excellent condition. Henry County School System will provide locked storage spaces, but it shall not be responsible for losses, which may be incurred due to theft and/or vandalism. All equipment shall be maintained properly, and kept in clean working condition. A listing of all chemicals and equipment which will be used by the successful contractor must be submitted for approval prior to initial service under the contract. Changes may be made only after duly authorized. All chemicals and equipment must meet or exceed OSHA requirements and commonly recognized safety requirements. Material Safety Data Sheets (MSDS) will be maintained on each job site for all chemicals used in the cleaning processes. The Contractor must furnish all needed safety equipment and protective devices necessary for the safety of all Building occupants and property of Henry County School System.

8 Henry County School System <<RFP/rFB #>> Scope of Coverage The vendor will provide complete janitorial services for Henry County Schools. Service will include at least one person during the day while school is in session to perform the functions outlined in the cleaning schedule. The majority of cleaning will be performed at night after school is out. (See Cleaning Schedule) School Related Activities The vendor will not be obligated to chaperon or act as a monitor while functions are being held. However, The Vendor may be asked to secure the school after any Monday through Friday function. Saturday and Sunday functions will be cleaned up before school starts the following Monday. If the Henry County School System requests, the vendor will chaperon any function at the rate stated in the Pricing and Terms section of the proposal. An hourly rate shall be proposed which shall be applicable to all emergency and non-school related activities. Non-School Related Activities If required by the Henry County School System, the vendor will provide cleaning service after all non-school related functions at the additional rate stated in the Pricing and Terms section of the proposal. In situations where non-school related functions do not interfere with the normal day to day cleaning or cause the vendor to spend additional time (i.e., Girl Scout meeting right after school and over one hour later) there will be no additional charge. Such non- school related activities will include but are not limited to the following: Boy Scouts, Girl Scouts, Kiwanis Club, Community Theater, Fashion Show, and Junior Pro Basketball. Summer School The cost for housekeeping service for Summer School is included. Emergencies All emergency conditions shall be promptly reported to the Henry County School System's authorized representative. An hourly cost for emergency services occurring after regular work hours should be included in your pricing. Contract Manager A contract manager shall be appointed within ten (10) days after receipt of contract, and this person shall be available as deemed necessary by the representative for purposes of reporting problems, requesting schedule changes, etc. This individual must be dedicated solely to Henry County School System and shall not be shared with any other entity. The Contract Manager dedicated to Henry County School System shall be the main contact person for routine daily matters. Henry County School System reserves the right to interview proposed candidates prior to contract award.

9 Henry County School System <<RFP/IFB #>> Scheduling Housekeeping The majority of housekeeping shall be done after school hours to pose a minimum disruption to normal school functions. See Appendix I for a detailed cleaning specification listing. It is the expectation of the Henry County School System that the vendor will staff each campus with minimal day porter personnel. Day porters and cleaning coverage should be included for summer school coverage where applicable. Day porter duties are outlined in the standard cleaning specs in Appendix I.

10 Henry County School System <<RFP/IFB #>> APPENDIX I Standard Cleaning Specifications for Daily, Weekly, Monthly, Semi Annual and Annual Schedules

11 Cleaning Specifications All Facilities Daily Weekly Monthly (five (5) days per week) (performed on the last Friday of each month) Classroo ms Offices Lounge Library Empty waste baskets and replace liners Spot clean all windows Clean and sanitize counters and sinks Dust mop compos ition floors 1 Spot mop composition floors2 Vacuum all carpet and walk-off mats Spot clean carpet Clean chalkboards/trays Spot clean desk tops Empy waste baskets and replace liners Dust furniture, including desks, chairs & tables Dust interior w indow ledges Dust telephones Spot clean window glass and glass partitions 3 Spot clean desk tops Dust mop composition floors 1 Spot mop composition floors 2 Vacuum carpet and walk-off mats Spot clean carpet Empty waste baskets and replace liners Dust furniture 4 Dust interior window ledges Dust telephones Spot clean w indow glass and glass partitions3 Damp clean counter tops Damp clean vending machines Dust mop com position floors 1 Spot mop com position floors 2 Vacuum carpet and wa lk-off mats Spot clean carpet Vacuum walk-off mats Empy waste baskets Dust furniture4 Dust interior window ledges Spot clean w indow glass and glass partitions3 Spot clean desk tops Dust mop com position floo rs1 Spot mop com position floors 2 Vacuum all carpet and walk -off mats Spot clean carpet Low dust horizontal surfaces High dust horizontal surfaces 9 Damp clean baseboards Damp clean w indow ledges Wet mop R emove fingerpr ints from areas6 Low dust horizontal surfaces Damp clean baseboards Damp clean window ledges Remove fingerpri nts from areas6 Spray buff com position floors Low dust horizontal surfaces Damp clean baseboards Remove fingerprints from areas6 Spray buff com position floors Replace all plastic liners in waste baskets Low dust horizontal surfaces 8 Dust all bookshelves (books to remain in place) Damp clean baseboards Damp clean window ledges Remove fingerprints from areas6 High dust horizontal surfaces Remove dust and cobwebs from ceiling areas Buff composition floors Dust blinds High dust horizontal surfaces Remove dust and cobwebs from ceiling areas Dust Venetian blinds High dust horizontal surfaces Remove dust and cobwebs from ceiling areas High dust horizontal surfaces Remove dust and cobwebs from ceiling areas

12 Cleaning Specifications All Facilities Daily Weekly Monthly Commons Areas Restrooms/ Dressing Rooms Mu lti- Purpose/ Gymnasium Cafeteria (five (5) days per week) Spot clean glass partitions and doors Clean and sanitize water foun tains Dust interior window ledges Dust mop com position floors 1 Spot mop composition floors2 V acuum carpet and walk-off mats Spot clean carpet Clean under entrance mats (inside and outside) Check restrooms throughout the school day Empty waste baskets and replace liners Clean, sanitize and polish all vitreous fixtures 5 C lean and polish chrome fittings Clean and sanitize toilet seats Clean and polish glass and m irrors Wash and sanitize exterior of containers Dust m etaipartitions Rem ove spots, m arks, stains and splashes from walls Spot clean metai partitions Sweep floors Damp mop floors with germicidal disinfectant Re-supply expendable restroom dispensers Empty waste baskets R emove fingerprints from areas6 Dust mop floors 7 Spot mop compos ition floors Empty trash cans R eplace a ll plastic liners Clean well around trash cans Dust mop/sweep floors Damp m op floors Vacuum walk-off mats Clean water fountains Damp clean baseboards Damp clean window ledges Dust locker tops Spray buff com position floors (sem i-weekly) Low dust horizontal surfaces Dam p clean baseboards Rem ove fingerprints from areas6 Replace all plastic can liners in waste baskets Low dust horizontal surfaces 8 Sweep baseboards Rem ove fingerprints from areas Low dust ho rizontal surfaces8 Dam p clean baseboards and window ledges Spray buff a ll com position floors (semi-weekly) (performed on the last Friday of each month) High dust horizontalsurfaces Remove dust and cobwebs from ceiling areas High dust horizonta lsurfaces R emove dust and cobwebs from ceiling areas Wash and sanitize m etal partitions Machine scrub floors with germicidal disinfectant High dust horizontal surfaces High dust horizontal surfaces 1. All composition floors are dust mopped with a chemically treated mop. 2. All compositition floors are spot mopped with all-purpose cleaner. 3. All window and glass partitions are spot cleaned to hand height (70"). Not to exceed 12 feet. 4. Desks, chairs and tables will be included in the furniture dusting. 5. Vitreous fixtures that will be cleaned, sanitized and polished include toilet bowls, urinals and hand basins. 6. Fingerprints w ill be removed from doors, fram es, light switches, kick plates, push plates, handles and railings, where applicab le. 7. Gym nasium floors will be dust mopped w ith a chem ically treated mop per manufacturer's specifications. 8. Low dusting will be done to hand height (70").

13 9. High dusting will be done above hand height (70") and will include shelves, ceilings, moldings, pipes, ducts, heating outlets, etc.

14 Annual & Semi-Annual Deep Clean Specifications All Facilities Summer Break Wash all windows and qlass partitions (both sides) Strip and wax tile floors Deep clean all carpetinq Clean and sanitize surfaces, tops and bottoms of student's desks and chairs Clean and sanitize counters and sinks Clean chalkboards/trays Hiqh dust horizontal surfaces/drop and clean liqht fixtures Remove dust and cobwebs from ceilinq areas Classrooms Dust blinds/air vents Wash all windows and qlass partitions (both sides) Deep clean all caroetinq Dust furniture, includinq desks, chairs and tables Dust interior window ledqes Dust blinds/air vents Offices High dust horizontal surfaces/drop and clean light fixtures Strip and wax tile floors Damp clean all washable furniture Deep clean all carpetinq Dust blinds/air vents Hiqh dust horizontal surfaces/drop and clean liqht fixtures Wash all windows and qlass partitions (both sides) Lounge Clean and sanitize counters and sinks Deep clean all caroetinq Damp clean all washable furniture Dust blinds/air vents Hiqh dust horizontal surfaces/drop and clean liqht fixtures Wash all windows and qlass partitions (both sides) Library Dust furniture, including desks, chairs and tables Refinish all composition floors (semi-annually)* Deep clean all caroetinq Clean lobby windows (semi-annually)* Clean and sanitize water fountains Dust interior window ledqes Common Areas Deep clean all carpet and walk-off mats Machine scrub floors with qermicidal disinfectant (semi-annually)* Clean, sanitize and polish all vitreous fixtures5 Clean and polish chrome fittinqs Clean and sanitize toilet seats Clean and polish qlass and mirrors Wash and sanitize exterior of containers Clean and sanitize partitions/remove qraffiti Restrooms/ Dressing Scrub and sanitize walls Rooms High dust horizontal surfaces/drop and clean light fixtures Multi-Purpose/ Wash all windows and qlass partitions Gymnasium Strip and wax tile floors Refinish all composition floors (semi-annually)* Deep clean all carpetinq Wash all windows and qlass partitions (both sides) Clean and sanitize water fountains Dust interior window Jedqes Dust blinds/air vents Cafeteria Clean and sanitize surfaces of tables and chairs Refinish all composition floors (semi-annually)* Deep Clean all carpeting Wash all windowns and glass partitions (both sides) Dust interior window leldges Dust blinds/air vents *Semi-annual cleanings will take place during summer and Christmas breaks.

15 APPENDIX II Evaluation Criteria Worksheet Each respondent will be evaluated based upon the following criteria below. The highest scoring respondent may be awarded but the district reserves the right to choose any contractor deemed as the best overall value for the needs of Henry County School System. Points Criteria Available 1. Qualificiations (corporate) a. Experience 3 b. Financial Stability 3 2. Personnel a. Supervisors 1. Qualifications of Supervisors 5 2. Experience of Supervisors 5 3. Amount of supervision committed to this project 5 b. Management 1. Qualifications 5 2. Experience 5 3. Supplies proposed for General Cleaning Equipment Training Program 7 6. Recruitment Program 5 7. Personnel Handbook 5 8. Quality Control Program 5 9. Price - Value 24 Total 100 Points Scored

16 APPENDIX III Buildings to be cleaned with Square Footages (Provided by Henry County School System) Facility Name # Square Feet Dorothy & Noble Harrelson School 107,000 EW Grove School 49,700 Henry County High School* 225,000 Henry Elementary School 87,000 Lakewood Elementary School Lakewood Middle School 108,000 Central Office Building 13,900 Maintenance & Transportation 1,000 Alternative School 1,000 *Baseball concession bathrooms and football field house are part of the area to be cleaned at Henry County High School. The square footage of those two buildings is not listed.

17 APPENDIX IV Campus and Building Maps (Provided by Henry County School System)

18 APPENDIX V Student Population by Building (Provided by Henry County School System) School Name Number of Students Dorothy & Noble Harrelson 534 EW Grove School 353 Henry County High School 959 Henry Elementary School 325 Lakewood Elementary 517 Lakewood Middle 272 Central Office Building no students Alternative School 17 Maintenance & Transportation no students