REQUEST FOR PROPOSAL FOR CLEANING SERVICES CESAR CHAVEZ ACADEMY DENVER. Request for Proposal No. CCAD Date of Issue: January 21, 2014

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1 REQUEST FOR PROPOSAL FOR CLEANING SERVICES CESAR CHAVEZ ACADEMY DENVER Request for Proposal No. CCAD Date of Issue: January 21, 2014 RETURN TO: CESAR CHAVEZ ACADEMY DENVER Kamini Patel, Executive Director/Principal 3752 Tennyson Street Denver, Colorado THIS IS NOT A COMPETITIVE BID. The request for proposal process allows CHAVEZ ACADEMY DENVER to select the vendor that best meets the needs of the school, taking into consideration vendor qualifications, price, products, and service capabilities. PROPOSER S CERTIFICATION We offer to furnish to CESAR CHAVEZ ACADEMY DENVER accordance with the specifications described herein: Proposer: Address: City: State Zip Code Telephone No. Name: Title: Signature:

2 CESAR CHAVEZ ACADEMY DENVER is requesting sealed proposals from qualified firms or individuals for school cleaning services. Proposals are to be addressed and delivered to the Executive Director of CESAR CHAVEZ ACADEMY DENVER in accordance with the Instructions to Proposers and all other requirements as referenced in this document. Proposals will be received until date identified below. The CCA Denver Board of Directors will discuss in a public session as posted and at which time the names of those firms or individuals submitting proposals will be announced publically. No other public disclosure will be made until after the aware of contract. Notification of award to successful proposer will be as communicated below. CESAR CHAVEZ ACADEMY DENVER will use the following tentative schedule for the selection process: Proposal submission deadline* April 4, 2014, 4:30 pm Notice of award to successful firm April 15, 2014 Start Date of Services July 1, 2014 or as approved by BOD *Proposal to be returned PRIOR TO date and time above. CESAR CHAVEZ ACADEMY DENVER Kamini Patel Executive Director/Principal 3752 Tennyson Street page 2

3 TABLE OF CONTENTS Instructions to Proposers..Page 4 School Introduction... Page 7 Specifications/Statement of Work Page 8 Proposal Format. Page Tennyson Street page 3

4 INSTRUCTIONS TO PROPOSERS 1. Firms responding to this Request for Proposal ( RFP ) must submit their proposals in the overall format as outlined in this solicitation. 2. One copy of the proposal is to be submitted no later than Proposal submission deadline. to: CESAR CHAVEZ ACADEMY DENVER Attention Kamini Patel 3752 Tennyson Street Denver, CO Proposals must be submitted in a sealed package or envelope listing the following information on the outside: RFP Title: Cleaning Services for CESAR CHAVEZ ACADEMY DENVER RFP Number: CCAD RFP Due Date: Proposal submission deadline Proposer s name and address: No telephone, electronic, or facsimile proposals will be considered. 4. Proposals must be sent by mail or hand delivered, allowing sufficient delivery time to ensure receipt in by the deadline specified. Time and date validation will occur in the Main Office. All proposals received after the deadline will be automatically rejected and will be returned to the proposer unopened. 5. Proposals must be dated and signed by a duly authorized partner or corporate officer, with that person s name and title clearly identified. All of the proposal contents and fees must be guaranteed for ninety (90) days from the proposal date. 6. The content of all proposals must conform to the following: Proposers must respond to the questions in the order presented Tennyson Street page 4

5 Proposers may provide additional supporting documentation pertinent to clarification of the proposal. 7. CESAR CHAVEZ ACADEMY DENVER reserves the right to: Reject any and all proposals received as a result of this RFP. Waive or decline to waive any informalities and any irregularities in any proposal or responses received. Adopt all or any part of the proposer s proposal. Negotiate changes in the scope of work or services to be provided. Withhold the award of contract. Select the proposer it deems to be most qualified to fulfill the needs of CESAR CHAVEZ ACADEMY DENVER. The proposer with the lowest proposal will not necessarily be the one most qualified, since a number of factors other than price are important in the determination of the most acceptable proposal. 8. The selected proposer will be required to assume responsibility for all goods and services offered in the proposal, whether or not the proposer produces them. Further, the selected proposer shall be the sole point of contact and responsibility with regard to all contractual matters, including payment of any and all charges resulting from the contract. The selected proposer shall not assign or transfer any interest in the contract without prior written consent of CESAR CHAVEZ ACADEMY DENVER. 9. CESAR CHAVEZ ACADEMY DENVER shall not be liable for any costs incurred by the proposer in the preparation and production of the proposal or for any work performed prior to the execution of a contract. 10. All proposals and other materials submitted shall become the property of CESAR CHAVEZ ACADEMY DENVER. 11. No reports, information, or data given to or prepared by the selected proposer shall be made available to any individual or organization by a respondent or the selected proposer without prior written approval of CESAR CHAVEZ ACADEMY DENVER 3752 Tennyson Street page 5

6 12. All changes in the RFP documents shall be through written addendum and furnished to all proposers. Verbal information obtained otherwise will not be considered in awarding of the proposal. 13. The selected proposer may be required to enter into a written contract with CESAR CHAVEZ ACADEMY DENVER s approved form. All information contained in this request for proposal and acceptable provisions of the proposer s response will be attached to and made part of the executed contract. 14. Proposers who have questions concerning the submission of proposals, the RFP process, or the specifications/scope of work must contact: Kamini Patel Executive Director/Principal CESAR CHAVEZ ACADEMY DENVER Telephone: (303) Fax: (720) The proposals will be reviewed by a selection committee. The committee may request additional information from proposers or request personal interviews with one or more proposers. Final evaluation and selection may be based on, but not limited to, any or all of the following: Information presented in the proposal. Ability of the proposer to provide quality and timely products and services. Qualifications and experience of the proposer. Reference checks. Personal interview. Total cost. Proposed time lines. 16. CESAR CHAVEZ ACADEMY DENVER is an equal opportunity employer. Businesses 3752 Tennyson Street page 6

7 owned and operated by minorities or women are encouraged to submit proposals. Proposers to whom a contract is awarded shall not discriminate on the basis of age, race, color, national origin, gender, creed, or disability. SCHOOL INFORMATION CESAR CHAVEZ ACADEMY DENVER (CCA Denver) is a public charter school authorized by Denver Public Schools. CCA Denver provides a college-prep program for all students in kindergarten through eighth grade. The majority of its students (more than 85%) are considered at risk as determined by the Federal government s free and reduced lunch program. The governing Board is comprised of seven members: four community members and three parents. Within the school year, CCA Denver expects to be in the first year of a potential two year contract with Denver Public Schools and secure financing up to $6.5 million for its facility located at 3752 Tennyson Street Tennyson Street page 7

8 SPECIFICATIONS/STATEMENT OF WORK CCA Denver is seeking firm bid prices for cleaning services for 3 floors (35,166 sq. ft): CLEANING SERVICES: I. RESTROOMS 1. Clean and disinfect wash basins, counter tops, toilets and urinals and all metal fixtures behind toilets. 2. Clean mirrors. 3. Clean and disinfect soap and paper towel dispensers. 4. Clean walls with disinfectant, and light switches. 5. Replenish paper and soap products. 6. Empty trash receptacles, replace w/liner. 7. Clean outside of trash cans and walls near trash can. 8. Dust lights. 9. Sweep and mop floor with disinfectant. 10. Clean and disinfect partitions. 11. Dust Vent (Daily) 12. Clean all door handles in and outside with disinfectant. II. TEACHERS LOUNGE 1. Sweep and mop floors with disinfectant. 2. Wipe clean all tables. 3. Empty trash receptacles, replace w/liners. 4. Clean outside of trash cans. 5. Clean counter tops and sinks w/ disinfectant. 6. Clean inside and outside and underneath microwave. 7. Clean walls by trash can. 8. Dust window sills. 9. Put chairs and tables in order. 10. Dust vents. 11. Wipe down counters w/ disinfectant. 12. Wipe down window sills. 13. Clean the outside of the refrigerator w/ disinfectant 14. Clean and disinfect door handles. III. CLASSROOMS 1. Vacuum all throw rugs. 2. Spot clean glass on classroom doors. 3. Sweep and mop floors w/ disinfectant. 4. Clean and disinfect sinks and countertops. 5. Dust vents Tennyson Street page 8

9 6. Dust all horizontal objects. Scope of Work, cont d 7. Dust window sills. 8. Wipe down white boards that are blank only. 9. Disinfect tables and student desks. 10. Disinfect door handles in and out. 11. Disinfect pencil sharpeners. 12. Replenish paper and soap products. IV. PROVIDE INSURED AND CERTIFIED EMPLOYEES 1. Certified In MDSD And HAZMAT Standards 2. Certified In Blood Borne Pathogen Standards 3. All Workers need to be go through background checks 4. Fully insured and bonded. 5. All workers must have successfully completed the CBI check 6. All workers must wear badges and uniforms when working in the school V. SUPPLIES FOR THE FACILITY CLEANING 1. All paper products 2. Soap products 3. Can liners 4. All dispensers for paper and soap products VI. SCHOOL BREAKS Work scope will change during school breaks Number of hours will remain the same as year round During summer deep cleaning, supplies will be provided by the cleaning company. The supplies will be subject to approval by the school Facility Manager. 1. Summer Break 2. Thanksgiving Break 3. Winter Break 4. Spring Break Work Scope 1. Detail clean student and staff furniture 2. Summer school stripping and waxing the classroom floors will be subject to a separate price per square foot (Classrooms only 19,824 sq.ft) This price quote needs to accompany the proposal as a separate quote. 3. Shampooing and drying rugs and carpets in classrooms 4. Detail cleaning in classrooms of horizontal and vertical surfaces 3752 Tennyson Street page 9

10 PROPOSAL FORMAT 1. Cover Page 2. Letter of Transmittal Include in the transmittal letter an unequivocal statement of your firm s ability and agreement to provide all services necessary on a timely basis in order to accomplish the services indentified under the scope of work. 3. Response to Scope of Work 4. Key Personnel Identify the specific individuals who will be assigned to the contract. Include a resume for each individual mentioned. 5. Cost Proposal The firm must submit in the proposal: Fees Any other charges the firm would make and expenses for which reimbursement would be sought, including the method for determining the charge 6. References 3752 Tennyson Street page 10

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