REQUEST FOR PROPOSALS CLEANING AND CUSTODIAL SERVICES

Transcription

1 REQUEST FOR PROPOSALS CLEANING AND CUSTODIAL SERVICES March 14, 2011 The Chelmsford Public School Committee(CPS), 230 North Rd, Chelmsford, MA 01824, the awarding authority, invites competitive sealed proposals in accordance with Massachusetts General Laws Chapter 30B, Section 6 for cleaning and custodial services for the period July 1, 2011 through June 30, The Request for Proposals (RFP) document may be obtained from the Business Office at the above address or at All proposals must be in writing in the form set forth in the RFP and delivered in sealed envelopes. Proposals will be received until 10:00 a.m. EDT on May 2, 2011 at which time they will be publicly acknowledged. The Chelmsford Public School Committee reserves the right to accept or reject any or all proposals if it is in its best interest to do so. Mrs. Katherine Duffett School Committee Chair - 1

2 CHELMSFORD PUBLIC SCHOOLS REQUEST FOR PROPOSALS CLEANING AND CUSTODIAL SERVICES 1. Purpose The intent and purpose of this Request for Proposals (RFP) dated March is to establish a contractual agreement for the performance of cleaning and related custodial services for the Chelmsford Public Schools located in Chelmsford, Ma. In connection therewith, the Chelmsford Public Schools Committee, 230 North Road, Chelmsford, MA 01824, as the Awarding Authority, invites competitive sealed proposals in accordance with Massachusetts General Laws (MGL) Chapter 30B, Section 6 for the period July 1, 2011 through June 30, 2014 with annual review of performance and option for renewal of contract for up to two years for a total of 5 years. Hereinafter, the awardee shall be referred to as the Contractor, and the related agreement shall be referred to as the Contract. 2. How to Obtain RFP Information Specifications may be obtained from the Business Office during normal business hours (8:00 a.m. - 4:00 p.m.) on or after March 15, 2011 Questions concerning technical aspects of the specifications should be in writing and directed to The Business Manager, Ms. Kathleen McWilliams, 230 North Rd, Chelmsford, MA at mcwilliamsk@chelmsford.k12.ma.us 3. Scope of Work Required Services The Contractor, unless otherwise specified by in this RFP, shall furnish all labor, tools, supplies and equipment necessary for the complete and satisfactory performance of custodial services (described in Appendix A hereto) at the following facilities: 1. Chelmsford High School, 200 Richardson Rd. Chelmsford (285,882s. ft +/-) 2. Byam Elementary School, 25 Maple Road, Chelmsford (60,441 sq.ft+/-) 3. Center Elementary School, 84 Billerica Road, Chelmsford ( sq.ft+/-) 4. Harrington Elementary School, 120 Richardson Road,Chelmsford (60,441 sq.ft+/-) 5. McCarthy Middle School, 250 North Road, Chelmsford (147,954 sq.ft+/-) 6. Parker Middle School, 75 Graniteville Road, Chelmsford (105,400 sq.ft+/-) 7. South Row Elementary School, 250 Boston Road, Chelmsford (42,500 sq. ft. +/-) 8. Westlands Community Ed/Preschool, 170 Dalton Road, Chelmsford, (37,100 sq. ft. +/-) 9. Administration Offices, 230 North Road. Chelmsford, MA (2,620 sq. ft. +/-) 4. Pre-Proposal Inspection and Inquiries A mandatory pre-proposal site inspection will be held on Wednesday, April 20, 2011, commencing at Chelmsford High School, 200 Richardson Road, Chelmsford, MA, beginning at 8:30 a.m. EDT, thereafter proceeding to each of the other locations listed. The purpose of this meeting is to provide interested firms with a review of the facilities and related custodial services requirements, and to allow them to ask questions arising from their review. As it is considered unlikely that all questions will be able to be answered on the spot, answers furnished will not be official until distributed in writing to all attendees. In the event it becomes necessary to revise any or part of this RFP, addenda will be provided (via ) to all recipients. - 2

3 Any questions that arise subsequent to the site inspection must be submitted in writing to the Business Office, and must be received not later than 10:00 a.m. EDT on May 2, Information to Be Furnished with Proposals All proposals shall supply the following information: A. Description of the Proposing Firm Please provide a brief description of the firm including its address, history, owner(s), types of services provided, and types of clients served (with related tenure). Specific emphasis should be given to past and, especially, current experience involving services and clients similar to those sought by this RFP. Additionally, please provide information (e.g., current financial statement or other means acceptable for) demonstrating the financial stability of the firm, and state whether the firm (including related or predecessor entities) has filed for bankruptcy protection within the past seven years (and, if so, the related circumstances and disposition of the case). Proposing firms should also please provide a detailed organizational chart outlining the support structure from the custodial level up to and including senior management. B. A bid/proposal deposit in the amount of 5% is required. All deposits will be returned once a contract has been executed with the successful proposer. The Contractor shall provide both a performance bond each in the sum of one hundred percent (100%) of the contract price, and in a form acceptable to the District. The bonds shall be provided within thirty (30) days of the contract award. The bond will be updated yearly by the contractor, and will be given to the school business office no later than June 30; the day before the new fiscal year and contract year begins. Failure to obtain the bond will result in the cancellation of the contract. Only bond companies licensed to work in Massachusetts are acceptable. To find out if your bonding company is licensed to work in Massachusetts, please contact the Division of Insurance at phone number: (617) C. Plan of Services Proposals should provide a detailed Plan of Services that describes how the custodial cleaning services will be provided. The plan of services should include, at a minimum, the following: 1. Custodial Services Philosophy A description of the firm s proposed method and techniques for assessing and measuring customer needs, wants, preferences and degree of satisfaction relating to building cleaning and custodial services. 2. Task and Frequency Schedule A detailed description of all cleaning tasks to be performed under the Contract. Note that while it is not considered, or implied in any way, to be all-inclusive, an illustration of a suitable format for complying with this provision, marked SAMPLE, is provided as Exhibit One to Appendix A Required Services. Generally, a proposed task and frequency schedule which equals or exceeds the standards set forth in the aforementioned illustrative Exhibit One will be rated more favorably than otherwise. 3. Staffing - 3

4 A description of the labor hours to be allocated for cleaning for each building for each school day, and for each workday during official school vacations and holidays. The description should include a list of the holidays offered to employees by the Contractor and on which the schools will not be cleaned. Please provide titles and a brief employment listing (resume) of all supervisory personnel (planned or considered) for this account. The manager for this account should possess requisite experience with the firm as a custodial service manager and must be acceptable throughout the duration of the Contract. As it is expected that the Contractor will exclusively use its own employees, and not subcontract (without permission for) any portion of the work hereof, please identify any instances where permission is sought to utilize subcontract labor. Each person assigned to work in the Chelmsford Public School system must be able to read, write and understand the English language as well as possess the ability to communicate with others in English. If any employee does not demonstrate these abilities, the Chelmsford Public School system will ask for immediate replacement of these individuals. The District reserves the right to use its own personnel and/or equipment to perform cleaning services when deemed necessary or expedient, and to award additional contracts for cleaning services as deemed necessary. If the district has to use its own personnel to finish cleaning activities the contractor did not complete or attempt, the district will charge the contractor the hourly wage of the personnel while completing these tasks. The total of incomplete work will be calculated and deducted off the next invoice the contractor sends to the district. - 4

5 4. Employee Training Provide a description of the firm s employee training programs, including training programs for both management and staff, those that address English as a second language instruction for international employees, training in cleaning methods and operation of equipment, and the universal precautions for spills involving bodily fluids. 4. Employee Incentives Provide a description of the benefit packages and other means that the Contractor will use to minimize staff turnover and promote long-term employment for both management and staff. The plan should describe the percentage of employees in each building that will be full-time equivalent, full-year employees and what their benefits will be. 6. Equipment and Chemicals Provide a description of the type and amount of equipment and chemicals to be used in the performance of the services. All chemicals must meet or exceed all current EPA and OSHA environmental safety requirements. The Contractor shall comply with all Right to Know disclosure requirements and all manufacturers and governmental requirements concerning use, storage and disposal. 7. Quality Control Program Provide a description of the level of cleaning that the Contractor will provide in the various areas of the buildings. For example, the required/desired level of cleaning for restrooms may be spotlessness and odorless, while the required/desired level for workrooms and offices may be tidiness. Thereby, spotlessness and odorless should be of the highest level of cleaning in which toilets and sinks sparkle, floors are wetmopped and disinfected daily, mirrors shine, etc. Tidiness is a standard of cleanliness characterized by being neat and presentable through periodic dusting to eliminate unsightly accumulation of dirt and dust. The description should include the methods that the Contractor will use to assess whether or not the required standards of cleanliness are being achieved, the types of corrective actions that will be taken, and the procedures to be taken to insure that the facilities are cleaned to acceptable standards before usage by students or staff. C. References Please provide at least three references relating to clients for whom the proposing firm has performed commercial cleaning and custodial services within the last five years. Priority emphasis should be placed on clients with attributes similar to and the services described in this RFP such as: (1) public educational facilities, especially with enrollment of over 4,500 students; (2) school and other facilities in proximity to Chelmsford, Massachusetts; (3) all facilities currently under contract with continuous, satisfactory service for three years or more. CPS reserves the right to contact additional references at its sole discretion. For each reference listed, please provide the following: (1) the client s name; (2) number of continuous years of service the firm has provided to that client; (3) the building(s) serviced, with address(es) and related square footage; (4) any additional related services (e.g., athletic fields, etc.); and, (5) the annual cost of the most recent year s contract with the firm. Additionally, please provide for each reference a contact person with his/her title, address and telephone number. D. Terminations by Clients If within the past five years, any client has terminated its relationship with your firm (including related or predecessor entities), or with any employee of your firm whom you - 5

6 propose to work on a contracted engagement with CPS, please provide related information, including a complete explanation of the circumstances thereof. E. Price Proposal Proposers must submit, in a separate sealed envelope per Section 8 below, a price proposal detailing the total proposed compensation for performance of this Contract. The Price Proposal shall include an all-inclusive quote, and be submitted on the form provided with this RFP (see Attachment 1), executed by a duly authorized representative of the proposing firm. F. Other Information Proposals must include the Attachments to this RFP, including the Certifications of Non-Collusion and Tax Compliance (Attachment #2), Personnel Profile and Equipment List (Attachment #3), all executed by duly authorized representatives of the proposing firm. Each firm may also include with its proposal any other information that demonstrates its qualifications to perform the services set forth in this RFP, or otherwise satisfies its requirements. 6. Minimum Requirements Each prospective Contractor, in order for its proposal to qualify for consideration, must meet or exceed the requirements set forth in this Section. Note that failure to comply with any provision contained in these specifications constitutes grounds for proposal disqualification. A. Proposals must completely furnish the materials set forth in Section 5 above. B. Evidence must be provided of all of the following: (1) experience providing custodial services to any public school system with any buildings of comparable size to those in this RFP; (2) at least five years of experience providing commercial cleaning and custodial services to facilities of comparable size as in this RFP; and, (3) a current contract to provide custodial services with facilities of comparable size as in this RFP, located in the Merrimack Valley area. C. The Contractor shall provide both a performance bond each in the sum of one hundred percent (100%) of the contract price, and in a form acceptable to the District. The bonds shall be provided within thirty (30) days of the contract award. The bond will be updated yearly by the contractor, and will be given to the school business office no later than June 30; the day before the new fiscal year and contract year begins. Failure to obtain the bond will result in the cancellation of the contract. Only bond companies licensed to work in Massachusetts are acceptable. To find out if your bonding company is licensed to work in Massachusetts, please contact the Division of Insurance at phone number: (617) D. Each proposer must be duly qualified and licensed to do business in Massachusetts, and shall have demonstrated its financial stability to CPS. 7. Comparative Evaluation Criteria Proposals that meet the minimum requirements per Section 6 will be further evaluated on the basis of Comparative Criteria per this Section. CPS reserves the right to ask any proposer to provide additional supporting documentation in order to verify its response. Ratings of Highly Advantageous, Advantageous, Not Advantageous or Unacceptable will be given to each of the Comparative Criteria for each proposal. A composite rating will then be - 6

7 determined. A composite rating of Highly Advantageous or Advantageous may be assigned only if a proposal has received at least two such individual ratings among the Comparative Criteria. A. Proven success at delivering high quality cleaning services including the responsibility for building security and effective interaction with students, staff and the public. Highly Advantageous Evidence of proven success (including continuous services during the last three years) in one or more public schools, including buildings of comparable size as in the CPS, located within thirty miles of Chelmsford, and/or in three or more facilities of similar size and function located in the Merrimack Valley; also, no clients who ceased doing business with the firm for unsatisfactory performance within the past five years. Advantageous Evidence of proven success (including continuous service during the last three years) in three or more public schools, whether or not of comparable size as in the CPS, located in Massachusetts or New Hampshire; also, no clients who ceased doing business with the firm because of unsatisfactory performance within the past five years. Not Advantageous Evidence of proven success (including continuous service during the last three years) in at least one facility of similar size and function in Massachusetts or New Hampshire, or in facilities other than public schools; OR while otherwise rated higher, one client who ceased doing business with the firm for unsatisfactory performance within the past five years. Unacceptable No evidence of proven success in facilities of comparable size and function; OR while otherwise rated higher, two or more clients who ceased doing business with the firm for unsatisfactory performance within the last five years. B. Demonstrated ability to provide the quality and number of supervisors and staff to service the needs of the CPS, based on the written proposal and, if desired, an interview conducted by CPS representatives. Highly Advantageous Thorough commitment to success via use of a high-quality supervisor on site in each building at all times when cleaning and custodial services are being performed, and a work pool of sufficient size, available to provide special and/or emergency services and supply substitutes on an as-needed basis without any disruption to cleaning and custodial services. Advantageous Satisfactory commitment to success via use of a high-quality supervisor on site in building at all times when contracted custodial services are being performed (though not in each building serviced), and a work pool of sufficient size, available to provide special and/or emergency services and supply substitutes with minimal disruption in services. Not Advantageous Cleaning services provided with supervisors on site only part of the time in the school district (50% or more); OR a work pool whose size may result in a disruption in service. Unacceptable Cleaning services provided with supervisors on site less than 50% of the time in the school district ; OR an unacceptable work pool size likely to result in a disruption in service. - 7

8 C. Evidence in the Plan of Services for a work schedule designed to meet the needs of. Highly Advantageous Superior in virtually all aspects of Plan of Services, including a superior philosophy and work schedule, a high degree of quality control, continuous staffing of custodial personnel to each building from the time of opening through closing, and adequate training and benefits programs which promotes employee performance and longevity. Advantageous Superior in some aspects of Plan of Services, relating to service philosophy, scheduling of tasks, quality control, staffing of personnel, and adequacy of training and benefits programs; however, possessing a lesser degree of service attribute in one or more categories compared with a Plan of Services determined to be Highly Advantageous per the foregoing criteria. Not Advantageous Meeting the minimum expectation or better in all aspects of Plan of Services, although no aspect determined to be unacceptable; OR, while otherwise rated higher, one aspect of the Plan of Services, while not necessarily unacceptable, is considered materially deficient in comparison with other proposals. Unacceptable One or more aspects of the Plan of Services is materially deficient in comparison with other proposals, with no mitigating factors that would otherwise lead to an advantageous rating. D. Evidence in the Plan of Services to provide for English-speaking workers and a minimum of staff turnover. Highly Advantageous Most workers possess a working proficiency in the English language (and/or a commitment to an ESL program for all related staff assigned to the Contract), and a salary and benefit package with full-year, full-time work for virtually all staff (i.e., excluding substitutes). Advantageous Some workers possess a working proficiency in the English language, and a salary and benefit package with full-year, full-time work for most workers. Not Advantageous Some workers possess a working proficiency in the English language, and a limited salary and benefit package with less than full-year and/or full-time work for most workers. Unacceptable Few workers possess a working proficiency in the English language, and/or no salary and benefit package for any full-year, full-time workers. E. Evidence of consistent satisfactory performance of other similar contracts through evaluation of references. Highly Advantageous Firm s performance is rated as consistently superior and in compliance with contract expectations, with minimal oversight by client personnel, by all references contacted by CPS. - 8

9 Advantageous Firm s performance is rated consistently satisfactory or better and in compliance with contract expectations, with minimal oversight by client personnel, by all references contacted by CPS. Not Advantageous Firm s performance is generally rated satisfactory or better and in compliance with contract expectations, but with some noted deficiencies and exceptions, including those involving the need for unplanned oversight by client personnel; OR while otherwise rated higher, insufficient number of similar references in comparison with other proposers. Unacceptable Firm s performance is not generally rated satisfactory or better and in compliance with contract expectations, and/or two or more references so rate the firm s performance. In summary, CPS reserves the right to use its discretion, in the consideration of the relative weight of each of the foregoing Comparative Evaluation Criteria, in order to formulate a composite rating for each Proposal it evaluates. 7. Procedural Requirements A. Submission of Proposals Proposals, including all information per Section 5 above, shall be submitted in a sealed envelope (or package), clearly marked on the outside with the proposing firm s name and address, and the title Proposal for School Cleaning Services (the Proposal). That envelope (or package) must contain two, separate sealed envelopes/packages, as follows: 1. Non-Price Proposal All material described in Section 5, Parts A, B, C, D (if applicable) and F of this RFP shall constitute the firm s written proposal in response to this RFP (the Non-Price Proposal). Three copies of the Non-Price Proposal shall be furnished to (one original and two copies is considered acceptable), all in one separate, sealed envelope (or package) clearly marked, Non-Price Proposal on the outside. 2. Price Proposal All material in this paragraph shall constitute the firm s price proposal in response to this RFP (the Price Proposal). The Price Proposal shall include (1) an all-inclusive quote for performance of contract services, submitted on the form provided with this RFP (see Attachment 1); and (2) a proposal deposit, in the amount of five percent (5%) of the total proposal price for the first contract year, in the form of a proposal (bid) bond or certified/cashier s check payable to the Chelmsford Public School. One copy of the Price Proposal shall be furnished to CPS, in a separate, sealed envelope clearly marked, Price Proposal. PLEASE NOTE - The inclusion of any Price Proposal material or related information in the Non-Price Proposal may result in automatic rejection of the Proposal. Any required proposal deposit(s) shall be returned by CPS to each proposing firm upon the sooner to occur of (a) rejection of its Proposal for any reason, or (b) award and execution of a Contract in accordance with this RFP. B. Proposal Due Date - 9

10 Proposals must be submitted to the following address: Ms. Kathleen McWilliams Business Manager Chelmsford Public Schools 230 North Road Chelmsford, MA Proposals must be delivered by U.S. Mail, delivery service or by hand (i.e., no facsimiles) and must be received in the above office no later than 10:00 a.m. EDT on Monday, May 2, It is each firm s responsibility to ensure timely delivery; Proposals received after the foregoing date and time (the Due Date) for any reason will be disqualified. A firm may correct, modify or withdraw its Proposal by written notice received at the above address prior to the Due Date. C. Evaluation of Proposals and Award of Contracts As provided in MGL, Chapter 30B, Section 6, the contents of Proposals shall not be opened publicly. CPS will prepare a register of Proposals submitted, which will be available for public inspection. Non-Price Proposal and Price Proposal submittals will be separated and processed as outlined below. All Non-Price Proposals responsive to this RFP shall be evaluated by an ad hoc committee appointed by the Superintendent of Schools or designate. Evaluation of the Non-Price Proposals by this committee shall be in accordance with the standards set forth in Section 7 above. Each Non-Price Proposal so evaluated shall be assigned a composite rating, and a summary of all evaluations submitted to the Superintendent of Schools (the Non-Price Proposal Summary). Price Proposals, or any price information, shall not be provided to any member of the evaluating committee until the completion of the Non-Price Proposal evaluation process. The evaluating committee may select one or more firms whose Proposals are deemed to be fully qualified and best suited among those submitted on the basis of the Comparative Evaluation Criteria (collectively, the Recommended Firm or Firms). Subsequent to receipt of the Non-Price Proposal Summary, the Superintendent of Schools, and/or designate, shall open and review the Price Proposals of the Recommended Firm(s). Any such Price Proposal that is either incomplete or determined to be in any way materially non-responsive shall cause the disqualification of the related Proposal. Thereafter, CPS shall determine the Proposal, from among those submitted by the Recommended Firm(s), which it considers the most advantageous to the Chelmsford Public Schools. Price shall be considered but not be the sole determining factor in consideration of any/all Recommended Firms (even in the event there is only one such firm). The Superintendent of Schools and/or designate will formulate a recommendation for award. In any event, award and execution of any Contract under this RFP shall be the responsibility of the Chelmsford School Committee. Such award will be made to the firm whose Proposal is considered most advantageous to CPS, taking into account both non-price and price criteria. CPS expressly reserves the right to award this - 10

11 Contract to a firm other than the one offering the lowest proposed price if it is determined to be in its best interest to do so. It is anticipated that award of such a Contract will occur on or before May 16, 2011, subject to any extension determined to be in the best interest of CPS. D. Contract Terms and Conditions Subsequent to tentative contract award, the awardee and shall execute a contract covering the period from July 1, 2011 through June 30, 2014 with two additional years (collectively, the Option Years) beginning July 1 and ending June 30, which shall be exercisable at the sole option of CPS. CPS shall provide written notice of the exercise of its option no later than sixty days prior to the end of the then current annual term. Additionally, contracts relating to periods after the Initial Year are subject to appropriation in accordance with MGL. The Contract shall consist of, whether tangibly included or thus incorporated herein by reference, all of the following items: 1. Required Services, as set forth in Appendix A to this RFP, with modifications as applicable per item 3 below. 2. Contract Terms and Conditions, as set forth in Appendix B to this RFP. 3. The awardee firm s Proposal, specifically including the Plan of Services per Section 5, Part B above, the accepted Price Proposal, plus all required attachments and other documentation submitted in response to this RFP. 4. Any other written documentation, which clearly sets forth the intention of the parties entering into, the Contract not otherwise provided for above. E. Payment; Adjustment for Incomplete or Unacceptable Work Invoices may be submitted by the Contractor on a monthly basis, with the annual Contract price pro-rated into the number of months covered there under. Processing of invoices is subject to withholding of payment for incomplete or unacceptable work, and/or property damages or losses attributable to the Contractor, as discussed below. CPS shall provide the Contractor notice of any work that is deemed to be incomplete or unacceptable, for which the Contractor shall rectify that condition to the satisfaction of CPS prior to the end of the day of such notification. CPS shall withhold from payment otherwise due the sum of $ for each such notice, if not addressed in a timely manner, as liquidated damages for such deficient work. The Contractor shall take all proper precautions to protect school, town and private property from damage and/or loss. Should any damage to, and/or loss of, school property be caused by the Contractor, the Contractor will be required to make repairs and/or restitution immediately at its expense. Alternatively, CPS may, at its sole option, elect to make repairs or replacement of such damaged and/or lost property, as applicable, at its expense and make adjustment to the next payment otherwise due the Contractor for such actual costs plus 10%. F. Cancellation of Contract CPS reserves the right to terminate the Contract, in whole or in part, in the event that the services provided by the Contractor are unsatisfactory, including but not limited to - 11

12 recurrence of the types of instances discussed in the previous section. Additionally, CPS may refuse to exercise its option to extend the Contract should funding to support continued performance of the Contract in a subsequent year not be appropriated or otherwise made available. G. Incurring Cost CPS is not liable for any cost incurred by firms in conjunction with this RFP, whether or not any such firm submits a Proposal, prior to issuance of a notice of award, purchase order, or Contract. - 12

13 9. Reservation of Rights CPS reserves the right to perform any and all of the following: A. Accept or reject any/all Proposals, and waive minor deficiencies therein. B. Conduct investigations with respect to the qualifications of each firm submitting a Proposal, including verification of documentation contained therein. C. Supplement, amend or otherwise modify this RFP, including cancellation with or without the substitution or issuance of another RFP. D. Re-evaluate a Proposal if substitutions of key personnel or other changes are proposed prior to the execution of a Contract. E. Condition an award of a contract on the successful negotiation of specified revisions to the proposing firm s Plan of Services as permitted by MGL, Chapter 30B, as may be determined by CPS, in its sole discretion. However, responding firms shall not include items for negotiation in their Proposals, or otherwise condition their Proposals on negotiation of changes to requirements in this RFP. Inclusion of any such conditions in a Proposal shall be cause for its rejection. CHELMSFORD PUBLIC SCHOOL DISTRICT CUSTODIAL SERVICES REQUEST FOR PROPOSALS The daily positions are not intended to lessen the cleaning responsibilities of the crew, which arrives later in the day, but rather to maintain a high standard of cleanliness throughout the day. These persons must speak, read, and write in English proficiently. WORK REOUIREMENTS FOR THE CHELMSFORD PUBLIC SCHOOL DISTRICT These specific work requirements have been developed to provide both a sanitary and pleasant environment for teachers, employees, students and visitors. It is expected that the successful proposer shall do all work as outlined in these work requirements and any extra or incidental work as may be considered necessary, from time to time, to complete the work in a satisfactory manner. Day Porter The Contractor shall provide one (1) person daily, Monday thru Friday, between the hours of 7:00 AM and 3:30 PM, with a 1/2 hour meal break for elementary and middle schools. The Contractor shall provide two (2) persons daily, Monday thru Friday, for the high school, one between the hours of 5:30 AM and 2:00 PM and another between 2:00 PM and 10:30 PM, both with a 1/2 hour meal break. This is a year-round requirement. These persons shall perform general cleaning duties, as designated by the Complex Supervisor. Such duties may include, but are not necessarily limited to -cleaning of all entry areas (including litter around the entire building), glass cleaning and general cleaning of corridors, stairwells, lavatories, etc. If the person is not on the job as specified, the Contractor will provide a replacement. Should a replacement not be available his/her pay shall be deducted from the monthly payment. The person(s) will be required to utilize the district time clock, punching in and out at the beginning and end of the workday. - 13

14 Contractor shall provide a special hourly rate for any weekend activities the district requires services for outside groups. The day porter will have access to the Schooldude maintenance software and must use this tool for work orders. - 14

15 Cleaning Person -Nights Schedule for Cleaning: All night cleaning shall be done during non-school hours, unless otherwise specified by the Complex Supervisor. Cleaning shall be done between the hours of 3:00 PM and 11:30 PM, Monday through Friday and the Administration Building between 7 AM and 8:30 AM. Vacation and summer cleaning schedules shall be submitted to the Complex Supervisor two (2) weeks prior to vacation. 1) Daily Cleaning -Classrooms and Office Areas Empty waste baskets, sweep, vacuum carpeted rooms, wash and dry mop floors, dress and buff flooring as necessary; dust all horizontal surfaces using treated cloth or yarn duster, to include furniture, office equipment, window sills, door ledges, baseboards, locker tops, etc., within normal reach; dust air vents, remove finger marks from door glass, remove cobwebs from corners, floors and ceilings. All desks and chairs shall be moved nightly to accomplish the work on the complete classroom floor area. Clean and polish classroom sinks and wash tabletops. 2) Daily Cleaning -Lavatories Empty and wash wastebaskets, wash urinals, wash sinks and bowls, wash toilets and both sides of toilet seats, clean mirrors, wash floors and shelves. Dust all partitions with treated cloth or yarn duster, wash tile walls, dispensers and receptacles. Re-stock supplies. A germicidal and sanitizing solution, approved by the Complex Supervisor shall be used in all lavatory cleaning. 3) Daily Cleaning -Hallways The following procedures shall be followed: a. Dry mop floors -damp mop in bad weather. Buff and wax flooring as needed. In general, sweep, wash, dress and buff flooring nightly. Clean and sanitize water fountains, clean all rubber mats, dust all woodwork and walls with treated cloth or yarn duster and remove marks on walls and lockers. Lockers shall be cleaned of any writing ink, pencil, etc., nightly. b. Hallways shall be burnished nightly. The Contractor shall provide a minimum of six (6) hours per night for the purpose of floor care. c. Corridor windows -spot clean daily and wash all windows inside monthly. 4) Daily Cleaning -All Lobbies/Entrance Ways a. Wash interior windows. b. Dry mop floors -damp mop in bad weather. Buff and wax floors as needed. In general sweep, wash, dress and buff floors nightly. c. Dust woodwork and sills with treated cloth or yarn duster. d. Remove marks on walls. 5) Daily Cleaning -Auditorium/Gym//Locker Room Areas Responsible in winter months for snow removal of adjacent school sidewalks and entrances around each building. In Spring & Fall lawn mowing around the perimeters of each building. Empty and wash waste barrels, dry mop floors in general, damp mop in bad weather, sweep, vacuum carpeted floors, dress and buff flooring as necessary; dust all horizontal surfaces using treated cloth or yarn duster, to include door ledges, baseboards, etc.; dust air vents, remove finger marks from door glass, remove cobwebs from corners. Remove marks from walls; sweep bleachers and wet mop as needed, clean stage area and all seating in auditorium as needed. 6) Monthly Cleaning -Classrooms - 15

16 Wash and spray buff floors, wash student desks if needed, wash wastebaskets, wash whiteboards (or as requested) remove all finger marks and smudge marks from doors, door frames and woodwork in general, wash all interior windows, inside and out, remove all objectionable footmarks and other similar marks from the walls. Monthly cleaning will begin in late September and continue through June. The Contractor's supervisor shall report, using the logbook, the daily progress on monthly cleaning, listing the number of personnel who shall be performing the work for each day of the monthly cleaning program. 7) Vacation Cleaning -Classrooms Dust all light fixtures, dust down all ceiling corners, dust all furniture using treated cloth or yarn duster; wash all desks -top and bottom -removing gum, etc., wash whiteboards and marker trays, dust tops of whiteboards and other materials mounted on the walls. Dust or vacuum all shades and blinds all overhead pipes and sprinklers, dust all hanging light fixtures; remove finger marks from doors, door frames, light switches, woodwork in general, and glass, remove all footmarks and other marks from walls. Wash wastebaskets, inside of exterior windows and strip and wax floors. Power vacuum carpeted area and spot clean as required. Each room and corridor area shall receive a vacation cleaning during the Three (3) vacation periods in December, February, April. 8) Vacation Cleaning -Hallways Clean and sanitize all drinking fountains, remove all finger marks and smudges from doors, door frames, and woodwork in general, including glass. Dust all light fixtures, pictures and other materials mounted on walls. Dust and wash with treated cloth or yarn duster, wash all rubber mats and floors, strip and wax floors. Wash face of lockers. 9) Vacation Cleaning -Lavatories Dust all light fixtures, dust ceiling corners with treated cloth or yarn duster, wash partitions and doors, wash all fixtures, wash floors, and re-stock all supplies such as paper towels, toilet tissue and liquid hand soap. This will be done during the four (4) vacation periods in December, February, April and summer. 10) Summer Cleaning Shall commence immediately after school closing in June and will consist of items 5, 7, 8 and 9. All classroom furniture shall be completely cleaned of any gum or foreign objects attached to tops and undersides of same. Stripping the floor must occur during summer. All walls and partitions, including ceiling light fixtures, whiteboards and marker trays, air vents, etc., shall be completely cleaned and washed. All lockers shall be cleaned and washed, inside and out. All windows shall be washed inside. All storage, custodial, electrical and telephone/data closet floors shall be vacuumed. Summer cleaning shall be completed no later than one week prior to the opening of the school year. The Contractor shall submit a schedule of cleaning to the Complex Supervisor prior to beginning work. - 16

17 All areas used during the summer school or day care programs including classrooms, offices, lavatories and corridors will be cleaned on a daily basis. Immediately after the summer school term is concluded, these areas will be given a summer cleaning to be completed no later than the last week in August. Carpeting in all buildings shall be cleaned during the summer vacation. The carpet in all locations is to be cleaned by the wet extraction method or equal. All furniture, including file cabinets shall be moved by the Contractor before cleaning and placed in the same position after cleaning is finished (except at Administration Building). Additional Requirements and Coordination: 1. No wash water is to be dumped in the yard area, on or around any shrubbery, or in any wash sinks at any time. Wash water must be dumped into utility sinks only. These sinks must be cleaned after usage, removing all foreign material and flushing hot water to remove all wax and dirt from drains in order to eliminate any possibility of clogging. All mops will be rinsed clean after they have been used, to eliminate foul odors and the spreading of germs. Floor drain traps in the lavatories, locker rooms, science areas and art rooms will be kept full with water to eliminate foul odors. 2. The Contractor shall supply a schedule of work programs with his bid. Such schedule shall show when a room and/or hallway shall be washed/spray buffed or stripped/waxed in accordance with the agreed terms. 3. If for any reason, the daily work force shall not be on the job, the Complex Supervisor shall be notified at least twenty-four (24) hours in advance. If work is not performed, District employees shall perform such duties and the Contractor shall be billed accordingly. The Contractor will be billed at the District's hourly overtime rate. 4. All rooms containing carpeting shall be HEPA vacuumed daily during the school year, plus general cleaning in the summer. All carpeting shall be spot cleaned during the year as required. 5. All waste and other trash shall be removed from the building each night in plastic bags and disposed of in the school dumpsters. 6. The Gyms and bleachers shall be cleaned (including behind and underneath) on Tuesday & Thursday evenings. 7. If any areas of any buildings are being used, work shall be performed after the activities are finished. These activities shall include dances, athletic events, concerts/plays, banquets, etc. A schedule of events will be given to the Contractor when possible. 8. All exterior windows shall be cleaned once per year. Chelmsford Public Schools's Responsibilities HVAC Controls Maintenance and repairs Smoke and fire alarms Clocks Landscaping Nurse s Office Opening and Closing Building Utilities and outdoor lighting Fire extinguishers Pest Control Kitchen Equipment Skylights in the Light Wells - 17

18 All equipment, hand tools and accessories necessary to perform the cleaning services shall be the responsibility of the Contractor. Items include wet and dry vacuums, walk-behind large floor scrubbers, large burnishers (non propane), high speed buffers, pressure washers, shampooers, mops, brooms, ladders, shovels, extension cords, putty knives, etc. Contractor's property shall be properly inscribed. Locked storage areas will be provided in the building for the storage of the Contractor's equipment. Equipment must be of high-quality commercial grade cleaning equipment and meet the approval of the Coordinator of Facilities or his designee. No acid cleaners shall be used. The Contractor will use green cleaning products as much as possible. - 18

19 CHELMSFORD PUBLIC SCHOOLS Chelmsford, MA 01824, REQUEST FOR PROPOSALS APPENDI A REQUIRED SERVICES Part One, GENERAL CONDITIONS A. It is understood and agreed that only the highest standards of cleanliness are acceptable and shall be maintained, that the following specifications are not to be construed as all-inclusive, and that all items not included but found necessary to properly clean the buildings shall be included as though written at some length. B. Proposers shall agree to provide CPS, if requested, with a performance bond in the amount of 100% of the highest yearly-proposed price prior to commencement of work in the first year of the Contract. The performance bond shall be executed by a surety company acceptable to and licensed by the Commonwealth of Massachusetts Division of Insurance. A new performance bond in the amount of seventy five percent (100%) of the Contract price shall be provided for each annual extension term as applicable, prior to the beginning of the term, if requested. C. The Contractor shall be responsible for the proper cleaning of all areas of the building including storage areas whether specifically listed or not, except where specifically excluded herein. D. The Contractor shall be required to re-perform, at its own expense, any work not done according to specifications, including any work done in violation of law or public authority. E. Change Orders Should field conditions necessitate that changes, additions or deletions be made to the Contract, the Superintendent of Schools, or his designate, will issue the necessary change order in writing describing such changes and indicate the amount of the change in the Contract price, if any. F. Contractor s Employees and Their Supervision The Contractor shall supply personal supervision to the work and shall employ a competent supervisor during the progress of the work. The Contractor shall employ a sufficient number of competent workers who are thoroughly experienced in this type of work. The supervisor shall make a detailed inspection upon completion of each shift s work and shall make a daily report listing all work completed under the specification. Such report shall be communicated daily to the Complex Supervisor or his designate. The Contractor shall discharge or replace from service any person(s) who, in the opinion of the CPS Superintendent of Schools, is incompetent, disorderly or otherwise unsatisfactory. Preference will be given to former CPS custodial staff in the hiring process by the Contractor. Contractor shall conduct a background investigation on all employees to ensure that they are of sound moral character and in possession of valid work papers (e.g., Green Card ), if required. All employees to be assigned to CPS facilities shall be carefully selected, well trained and motivated, and must have sufficient command of the English language to the extent that each is capable of understanding written and oral instructions communicated by CPS personnel. Further, all proposed employees shall submit to a CORI clearance or - 19

20 equivalent, as required by law and to the satisfaction of the Superintendent of Schools, who may be required to administer said clearance. G. The Contractor may employ each building s electrical and water services, in order to perform its required work. The Contractor shall be held responsible, however, for all damages to such services or related equipment, or damage caused by such services or equipment, if by reason of its use. H. Security The Contractor shall keep all exterior doors locked when the building is unoccupied and shall be responsible for locking the windows and doors of the building or any portion or portions thereof, at times other than where they are in normal use, including securing all premises at the end of each day. The Contractor shall not open any doors or windows for purposes other than cleaning. Smoking by employees is not allowed inside the buildings or on school property, in accordance with MGL. The Contractor shall be responsible for all keys issued to its supervisors. Keys shall not be left in doors, and employees shall not admit anyone into the area where they are working, under any circumstances. All doors, including fire doors and windows, shall be closed, locked and checked upon leaving each area that has been cleaned. Only those lights necessary for cleaning the immediate areas where employees are working will be lighted. All lights shall be turned off before leaving the area that has been cleaned. Costs associated with lost keys, including the cost of re-keying the entire the facility should that become warranted due to a material breach in security, shall be borne by the Contractor. Also, any school property damaged by the Contractor in carrying out the provisions of this Contract shall be restored to its original condition by and at the expense of the Contractor. Alternatively, CPS may, at its sole discretion, elect to perform such re-keying or repairs, as applicable, at its own expense and make adjustment to the next payment otherwise due for the actual cost of such re-keying and/or repairs plus 10%. The Contractor shall take all proper precautions to protect school, town and private property from damage and/or loss. The Contractor is responsible for any school property that is lost or stolen during the execution of its work, and employees of the Contractor shall not disturb papers on desks, open drawers or cabinets, use telephones, computers, radios or television sets or tamper with personal property. I. Additional Service Area Responsibilities In addition to the cleaning and custodial services required within the buildings identified above, the Contractor shall keep the related grounds of each building free from debris and associated trash from receptacles emptied. Further, the Contractor shall be responsible for setting up and breaking down (i.e., conveying supplies and equipment to and from site, cleaning up debris, emptying trash receptacles, etc.) at selected student activities and events, including but not limited to field days, interscholastic sporting events (based on a schedule to be furnished in advance by the Athletic Director), and community activities as may be scheduled from time to time, as communicated in advance to the Contractor. The goal of this section is to ensure a high degree of cleanliness, and thereby satisfaction, with the use and appearance of fields appurtenant to the areas referred to in Section I above. J.Excluded Service Area Responsibilities Excluded from requirements under this RFP include the following: - 20

21 1. Any setting up and breaking down associated with physical education instruction, unless otherwise requested by staff and agreed to by the Contractor in advance. 2. Cleaning of mechanical equipment, boiler rooms, electrical closets, and similar spaces. However, it is the Contractor s responsibility to keep its custodial closets and work areas clean, orderly and free from flammable materials. L. Daily Work Schedule, Generally On days when school is in session (typically 185 days per year a school calendar will be provided to the Contractor), the majority of work under this RFP is expected to be performed after 3:00 p.m. (approximate end of school day) and be regularly completed by midnight. In addition, the Contractor shall furnish sufficient workers to perform the following tasks, whether or not occurring within the normal work shift starting on or after 3:00 p.m., as they are needed under the circumstances: 1. Clear all walkways and doorways of snow or ice prior to one hour before the opening of school for that day, and keep them free from snow and ice accumulation during the day. In the event that school is cancelled for any day, it may nevertheless be necessary to provide such snow and ice removal services if staff members will be using the building. The Complex Supervisor shall notify the Contractor in the event of school cancellation, and whether snow and ice removal services are required as specified above. In any event, the Contractor is responsible for clearing snow and ice from all walkways and doorways prior to the next opening or use of the school facility (including evening use). 2. Clean and prepare areas (including arranging chairs, desks, etc.) which will be used for community or athletic activities after school, including but not limited to sporting events, dances, community education classes, Town Meetings and other public meetings, parents nights, etc. For any such areas, work shall be performed both before and after the activities take place, in order to maintain the desired level of cleanliness both during and after the related events. A schedule of such activities will be provided to the Contractor in advance, although such schedule is always subject to change with or without advance notice. The Complex Supervisor will coordinate communication of the scheduling of events included in this section, and will utilize his best efforts to minimize last minute changes in schedule. 3. It is understood that the activities referred to in this section may necessitate the use of labor by the Contractor on weekends, holidays, school vacations, etc. However, the Contractor may, with prior approval from CPS, utilize a different work shift on any day that school is not in session. 4. It is the responsibility of the Contractor that all items done during the summer vacation shall be completed at least two weeks prior to school opening. Detailed specifications for general cleaning and custodial operations required under this RFP shall be developed by the Contractor in the form of checklists similar to those which are included as Exhibit One hereto. The Contractor and CPS may, from time to time, amend, enhance, augment or delete certain aspects of those specifications with mutual consent. Such modifications may or may not result in the adjustment of monies otherwise due under the Contract. - 21