Request for Proposal (RFP) Districtwide Janitorial Cleaning Services

Transcription

1 Request for Proposal (RFP) Districtwide Janitorial Cleaning Services Scope: Sites: Contract Period: Center Renewal Period: RFPs Due: Deliver RFP to: Five (5) sites included District reserves the right to select a single vendor for all facilities and/or choose more than one vendor to provide services Ann Bremer Education Center (currently Edgewood Education) Center) 6601 Xylon Avenue North, Brooklyn Park, MN North Education Center, 5530 Zealand Avenue North, New Hope, MN District Service Center, 1820 Xenium Lane North, Plymouth, MN West Education Center, Bren Road West, Minnetonka, MN South Education Center, 7450 Penn Avenue South, Richfield, MN August 20, 2018 to June 30, 2020: North Education Center, District Service and South Education Center February 1, 2019 to June 30, 2020: Ann Bremer Education Center and West Education Center Option to renew for two (2) Additional Years July 1, 2020 to June 30, 2022 Wednesday, May 30, 2018, 2:00 PM Pat Harris, Purchasing Manager Intermediate District Xenium Lane North Plymouth, MN Purchasing Contact: Pat Harris (763) plharris@district287.org Technical Questions: Tim Norton, Facilities Director, tpnorton@district287.org Kurt Vredenburg, Facility Operations Manager, Kavredeburg@district287.org Bid & Performance Bond: None Award Date: Thursday, June 14, 2018 Appendix I: Appendix II: Appendix III: RFP Pricing Document Standard Cleaning Specification for Daily, Weekly, Monthly Semi Annual and Annual Schedule ISD287 Building Prints 5 sites 1

2 INTERMEDIATE DISTRICT 287 PLYMOUTH, MINNESOTA NOTICE TO BIDDERS Intermediate School District 287 is requesting proposals due Wednesday, May 30, 2018 at the District Service Center, 1820 Xenium Lane North, Plymouth, MN for: DISTRICTWIDE JANITORIAL CLEANING SERVICES The RFP specification and supporting general information may be obtained by contacting Pat Harris: (763) ; Questions regarding the RFP should be directed to: Tim Norton: (763) ; Required site tours will be held as follows: May 7, 2018, Monday: 3:30-5:00 PM, meet at Edgewood Education Center, Front Door Edgewood Education Center, 6601 Xylon Avenue North, Brooklyn Park, MN May 8, 2018, Tuesday: 3:30-5:00 PM, meet at North Education Center, front door North Education Center, 5530 Zealand Avenue North, New Hope, MN May 9, 2018, Wednesday 3:30-5:00 PM, meet at District Service Center, Lobby District Service Center, Intermediate District 287, 1820 Xenium Lane N, Plymouth, MN May 10, 2018, Thursday: 3:30-5:00 PM; meet at West Education Center, Lobby West Education Center, Bren Road West, Minnetonka, MN May 11, 2018, Friday: 3:30-5:000 PM; meet at South Education Center, Lobby South Education Center, 7450 Penn Avenue South, Richfield, MN Site tour will be coordinated by Kurt Vredenburg, Proposal may be submitted by to or delivered to the District Service Center, 1820 Xenium Lane North, Plymouth, MN All proposals must be received no later than 2:00 PM on Wednesday, May 30, INTERMEDIATE DISTRICT 287 ANDREA CUENE, CLERK 2

3 Introduction to Intermediate District 287 Request for Proposal Districtwide Janitorial Cleaning Services Intermediate School District #287 is a school district that serves students with unique learning needs from 11 member districts. We are a very innovative organization that provides highly customized learning solutions for all our students. The District has programs in 19 different locations throughout Hennepin County. The largest of these locations are our five (5) schools and our District Service Center located in Plymouth. Effective. The district is currently completing a remodel and addition at the Edgewood Education Center, with a net result of four (4) schools and our District Service Center, as part of this proposal. The District employs approximately 900 staff with approximately 2,400 students that attend our schools. Feel free to visit our website at Objective Statement The intent of this Request for Proposal is for the District to obtain bids from quality cleaning vendors to provide cleaning services for the district and to partner with us to provide a high level of cleaning service to keep our buildings clean and safe for our students and staff. The successful vendor will be a customer service oriented vendor that shares our passion for providing a clean and safe environment for our customers as well as providing good value for our member districts. Scope of Coverage The Vendor will provide complete janitorial services for Intermediate District 287. Services will include services to perform the functions outlined in the cleaning schedule. All services/cleaning will be performed between the hours of 3:30 pm and 12:00 am at the schools, and 4:30 pm through 12:00 am at our District Service Center unless otherwise pre-approved by the District representative. Cleaning level to be comparable level to other Minnesota school buildings. Although we serve a large special education student population, we do not require health care cleaning levels. Proposal Format Proposals must be submitted as outlined herein; in sequence and related to the RFP Districtwide Janitorial Cleaning Services. Intermediate District 287 will make no reimbursement for the cost of developing or presenting proposals in response to the request. Evaluation Criteria Proposals will be evaluated based upon the following 100 point scale: Company Qualifications 11 points Customer Service 17 points Staffing Plan 15 points Operations Plan and Policies 18 points Pricing 40 points 3

4 Company Qualifications Provide a written profile of your company, including year founded, philosophy or mission statement, description of types and number of accounts served, number of employees, ownership of company, business classification (corporation, partnership, sole proprietorship) and any other names the company has operated under in the past 10 years. To qualify as a Bidder vendor must be able to demonstrate that they have successfully performed janitorial services concurrently in three (3) or more separate facilities of similar scope and size, for a period of at least one year within the last two years prior to the RFP due date of May 30, Customer Service Provide customer satisfaction documentation or industry ranking that measure the effectiveness or your cleaning services and customer service. Customer survey results, customer reference letters, online reviews or industry awards/recognitions may be provided as examples. The district is seeking a vendor that offers value added services. Provide examples of innovation, education, incentives or other value added services that you offer to your customers. For example, perhaps due to the purchase of a large piece of equipment, you company is able to offer cleaning services that your competitors may not be able to offer. Staffing Plan Outline number of proposed daily or annual cleaning hours. Outline the schedule of staff for each site. Explain staffing and management plan for our buildings. (i.e. square footage per employee, areas and or duties per employee) Provide resumes or bios of key employees for each 287 site. Include sample bios for any proposed on-site management. Operations Plan and Policies Explain quality control procedures in place at your company. Describe internal monitoring and/or inspection processes. How will the vendor be accountable for failures and service problems? Explain your process for communicating with building staff that work at different hours than cleaning staff. How will issues or issue resolution be communicated with District 287 staff? Explain security plans and procedures including your company s background check procedure on all personnel. Your company s background check policy will be reviewed, evaluated, and rated by the District. The more detailed and clear to the district that your policy will be a good tool to ensure that we have good employees in our buildings, the higher you will be rated in this area. Include an equipment list for each site that will describe all equipment that will be kept on site at all times. Also, also list equipment owned by your company that will be available for use at our sites but not necessarily kept at each site. Include training plans, regular cleaning procedures and emergency cleaning procedures that will be implemented at Intermediate District 287. Provide your company's safety program? Does it include policies on the safe use of chemicals, SDS sheets, safety equipment used, training on the proper handling of hazardous materials and biological waste? Note: Expect that District 287 is monitoring time and task efficiency of vendor supervisor(s) and employees. Break periods, both mandated, and assigned casual, will be in areas agreed upon by District 287 and the Contractor. 4

5 Pricing Complete the RFP Pricing document Appendix I Personnel changed (Employee/employees was changed to 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, non-discrimination, wage and hour and any other stipulations germane to prudent personnel management. All personnel must undergo and pass a thorough background screening and check prior to being assigned to work in a District #287 facility. The contractor must provide the District with written proof that the personnel has been screened and has passed the screening before they are allowed in our facilities. No personnel who has a misdemeanor relating to theft or felony police record may be assigned duties under this contract. Contractor shall be responsible for providing proof that any personnel has passed a background check within 24 hours of a request. Only those personnel who have been properly trained shall be assigned duties under this contract. At least one manager/supervisor per campus/building must be fluent in English and be able to communicate by phone, text, and by Intermediate District 287 work order system. No part of this contract may be subcontracted to any other service provider without the express consent of Intermediate District 287. All personnel shall be dressed in uniforms in a manner authorized by the contractor and approved by Intermediate District 287. 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. Contractor will pay at least the minimum wage rate. Contractor will pay all taxes pertaining to its personnel as required by law. All personnel will be bonded in the amount of $50,000 (3 Party Fidelity Bond) rd Any personnel whose work habits and/or conduct is deemed objectionable shall be removed from the workforce upon request of the authorized Intermediate District 287 representative. 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 perspective of sanitation, public relations, and protection of the physical facility. See detailed cleaning specifications outlined in Appendix II. Expendable Supplies Supplied by Intermediate District 287 Intermediate District 287 will furnish: can liners, paper towels, toilet paper, soap and cleaning chemicals for restrooms and class rooms. Equipment and Expendable Supplies/Materials Provided by Contractor Changed The procurement and maintenance of all the majority of equipment required for the successful execution of this contractual obligation shall be the contractor's responsibility. The initial equipment proposed for Intermediate District 287 must be less than 5 years old or in excellent like new condition and the proper equipment to meet industry standards for cleaning must be supplied. All equipment shall be maintained properly, and kept in clean working condition, including equipment owned by District 287. Chemical and paper products will be provided by Intermediate District 287. A listing of all any chemicals (not supplied by Intermediate District 287) and equipment which will be used by the successful 5

6 contractor must be submitted for approval prior to initial service under the contract. All equipment will be inventoried and labeled with company name and any equipment changes being made may only be done so after duly authorized by Intermediate District 287. The Contractor shall furnish and keep in good working order all necessary tools, equipment and supplies, including, but not limited to: Hand tools (cleaning brushes, dusters, sponges etc.) Safety signs Squeegees Trash Barrels Janitorial Carts Mops, Brooms and Dustpans Cleaning rags Sprayers Buffers/Scrubbers. Vendor may use our Auto Scrubbers at ABEC and SEC. Vacuum cleaners Wide Area Vacs or Carpet Sweepers at DSC, NEC, WEC, and SEC. Not at ABEC Vendor may use our walk behind carpet extractors (Tennant 1610 Ready Space) at SEC and NEC. Vendor may use our Spot Cleaning Extractors (Tennant E5) at SEC, NEC, WEC, ABEC, and DSC. Cleaning rags Scrub Sponges Brushes Wet Mops De-Foamer Extraction cleaner Gum Remover Urinal Screens Rags (duplicate) Floor Pads Dusters Vacuum Bags Gloves Sanitary Bags The contractor will provide a laundry service or a specific means for maintaining the cleanliness of rags and dust mops. District washers and dryers are not to be used for or by janitorial contractors for any reason. The district provides basic cleaning products. School Related Activities The vendor will not be obligated to chaperon or act as a monitor while functions are being held. However, the Contractor will provide services for setups and takedowns of events at the District Service Center s third floor conference center. The vendor will be required to secure the Building after any Monday through Friday functions. Saturday and Sunday functions will be cleaned up and building secured by District staff. Upon request, the vendor will chaperon functions 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 6

7 If required by Intermediate District 287, the vendor will provide cleaning services after all non-school related functions at the additional rate stated in the pricing and terms section of the proposal. In situations where nonschool related functions do not interfere with the normal day to day cleaning or cause the vendor to spend additional time there will be no additional charge. Summer School The cost for housekeeping services for summer school is included. Emergencies All emergency conditions shall be promptly reported to the Intermediate District 287 authorized representative. An hourly cost for emergency services occurring after regular work hours should be included in your pricing. Contact Manager A contact 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. The Contact Manager for Intermediate District 287 shall be the main contact person for routine daily matters. Intermediate District 287 reserves the right to interview proposed candidates prior to contract award. Storage Space and Utilities Intermediate District 287 will provide a limited securable storage space and utilities for contractor s on-site operations. Facilities To the extent possible, detailed information on building floor plans and square footage are as follows:. Ann Bremer Education Center North Education Center District Service Center West Education Center South Education Center 90,585 square feet 151,280 square feet 67,000 square feet 60,547 square feet 108,000 square feet It shall be the responsibility of the contractor to verify measurements as applicable for the submission of a proposal. Scheduling of Housekeeping Typically housekeeping shall be done after school hours to pose a minimum disruption to normal school functions. See Appendix II for a detailed cleaning specification listing. Follow cleaning specification sheet for daily, weekly, monthly and annual cleaning specifications. The summer schedule for the Janitorial Contractor may need to begin earlier in the afternoon if needed. A yearly summer school schedule will be defined with Intermediate District 287 Operations Manager as to the summer cleaning Schedule and routine for all campus/building and will be subject to change from year to year effective last day of school, per the Summer School schedule. Will be subject to change, but not limited to, reduced contractual hours required per summer school schedule, i.e the contract has a potential for reduction in man hours and monthly fees. Summer cleaning task shall be scheduled and implemented in coordination with the District's Operations Manager and the Contractor's Manager and shall include but are not limited to Appendix II Annual or Semi-Annual task list. 7

8 In our Intermediate District, after hours events are uncommon but the few times a year they occur at each site, the District and Contractor will need to work together to alter the regular cleaning schedule to accommodate the event. Insurance The contractor shall provide at all times during the contract period the following insurance coverage: Umbrella Liability policy of at least $3,000, added Hold Harmless Agreement added Intermediate District 287 listed as additional insured added 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 $1,500, for bodily injury and $1,500, for property damage per occurrence, including Contractual Liability coverage. The bidder shall furnish certificates of insurance within 21 working days after acceptance of a contract. Safety The contractor shall be responsible for the training as necessary in the application of the chemicals and the use of equipment to facilitate safe conditions outlined by OSHA for employees, and the district s students and staff. Safety Program The contractor must furnish all needed safety equipment and protective devices necessary for the safety of all Building occupants and property of Intermediate District 287. The Contractor shall submit to Intermediate District 287, a written safety program. This program shall include at a minimum, detailed training procedures in the following: Safe work habits Safe use of cleaning chemicals, (right-to-know) MSDS or SDS Sheets Safe use of cleaning equipment The use of equipment, signs, barriers, or other devices, to protect the building occupants or equipment Proper handling of hazardous materials and biological waste (blood-borne pathogens) Security Training The contractor shall be responsible for training personnel in security requirements of Intermediate District 287 and shall be responsible for the enforcement of the same. The Contractor shall be responsible for safeguarding against loss, theft, or damage of all Intermediate District 287 property, materials, equipment, and accessories which might be exposed to the Contractor s personnel. Guns, knives or other dangerous weapons shall not be allowed on campus. Alcohol, drugs and tobacco are prohibited on the grounds of all district sites. The Janitorial Cleaning Services contractor will be issued building keys/key cards, where applicable, for the performance of services as specified herein. Should a lost or stolen key jeopardize the 8

9 security of the particular campus/building, the contractor shall be solely responsible for all costs incurred by Intermediate District 287 in re-keying the lock system. No keys shall be duplicated. Electronic security system (where installed) shall be properly disarmed and armed each time afterhours access is made. All exit doors are to remain locked while the contractor is in the space. The contractor is not to block open occupant or exterior doors for any reason. The contractor is not to assist entry of anyone except contractor, district employee or Police/Fire personnel. Close and lock any exterior windows. Contractor s personnel shall immediately report to their supervisor and Intermediate District 287 personnel, problems dealing with unauthorized or suspicious persons, conditions indicating theft, break-in or vandalism, and building system failures. The Contractor s personnel shall report to emergency personnel situations such as: fire, smoke, unusual odors, broken pipes or floods, and take appropriate safety measures. Alarm System: Where applicable, the contractor shall reimburse Intermediate District 287 any cost incurred should contractor, while in the process of entering or leaving the facility, misuse the security alarm system causing a false alarm requiring emergency response by police, Fire and/or District staff Payment Terms As per State of Minnesota Statute , Intermediate District 287 will make payment on undisputed invoices within 35 days of receipt of the invoice or the goods, whichever is less. Prompt Payment of Subcontractors Prime contractor must pay any subcontractor within ten days of the prime contractor s receipt of payment from the school district for undisputed services provided by the subcontractor. The prime contractor must pay interest of 1 ½ percent per month or any part of a month to the subcontractor on any undisputed amount not paid on time to the subcontractor. The minimum monthly interest penalty payment for an unpaid balance of $100 or more is $10. For an unpaid balance of less than $100, the prime contractor shall pay the actual penalty due to the subcontractor. A subcontractor who prevails in a civil action to collect interest penalties from a prime contractor must be awarded its costs and disbursements, including attorney s fees, incurred in bringing the action. Minnesota Statute Discrimination on Account of Race, Creed, or Color Prohibited in Contract Every contract for or on behalf of the state of Minnesota, or any county, city, town, township, school, school district, or any other district in the state, for materials, supplies, or construction shall contain provisions by which the contractor agrees:(1) that, in the hiring of common or skilled labor for the performance of any work under any contract, or any subcontract, no contractor, material supplier, or vendor, shall, by reason of race, creed, or color, discriminate against the person or persons who are citizens of the United States or resident aliens who are qualified and available to perform the work to which the employment relates;(2) that no contractor, material supplier, or vendor, shall, in any manner, discriminate against, or intimidate, or prevent the employment of any person or persons identified in clause (1) of this section, or on being hired, prevent, or conspire to prevent, the person or persons from the performance of work under any contract on account of race, creed, or color;(3) that a violation of this section is a misdemeanor; and(4) that this contract may be canceled or terminated by the state, county, city, town, school board, or any other person authorized to grant the contracts for employment, and all money due, or to become due under the contract, may be forfeited for a second or any subsequent violation of the terms or conditions of this contract. History: 1941 c 238; 1973 c 123 art 5 s 7; 1984 c 609 s 11 9