1-RFP 3605-6 EMCC Custodial Services.pdf

MARICOPA COUNTY COMMUNITY COLLEGE DISTRICT

REQUEST FOR PROPOSAL #3605-6

Custodial Services

Proposal Due Date

March 13, 2026 (3:00PM)

MARICOPA COUNTY COMMUNITY COLLEGE DISTRICT

RFP # 3605-6

Custodial Services

SCHEDULE OF EVENTS

ACTIVITY DATE

Release RFP Pre Proposal Meeting

February 11, 2026 February 20, 2026

Questions Due February 24, 2026 Proposals Due Anticipated Interviews

March 13, 2026 April, 2026

Proposed Contract Award July 2026

Table of Contents

GENERAL

PROPOSAL INSTRUCTIONS

SPECIFICATIONS

PROPOSAL REQUIREMENTS

EVALUATION CRITERIA

PRICING SCHEDULE

SPECIAL TERMS AND CONDITIONS

GENERAL TERMS AND CONDITIONS

SIGNATURE PAGE

ATTACHMENT A

APPENDIX A

APPENDIX B

APPENDIX C

RFP# 3605-6

Section One: GENERAL Rev 090817

GENERAL

1.1 INTRODUCTION

It is the intent of the Maricopa County Community College District (MCCCD or the District) to select a Contractor, which is deemed the most favorable as determined by the evaluation criteria describe herein, to perform complete custodial services at Estrella Mountain Community College (EMCC). Site specifications and work schedule are detailed in Section 3. This contract will be awarded to a single contractor for a total of five (5) years, with EMCC reserving the right to opt out after three (3) years and each year thereafter.

1.2 MCCCD DISTRICT MAKE-UP

MCCCD comprised of ten colleges, and numerous education centers dedicated to educational excellence by meeting the needs of the businesses and the citizens of Maricopa County. Each college is individually accredited, yet part of a larger system, the Maricopa County Community College District (MCCCD or District). The MCCCD is one of the largest higher education systems in the nation. As the largest provider of health care workers and job training in Arizona, it is a major resource for business and industry and for individuals seeking education and job training. More than 140,000 students attend the Maricopa Community Colleges each year taking credit and non-credit courses. MCCCD employs nearly 4,800 full-time faculty and staff and more than 6,800 part-time faculty and staff.

1.3 HISTORY

MCCCD ranks as one of the nation’s largest systems of its kind and is the largest single provider of higher education in Arizona. MCCCD educates and trains thousands of students year-round. What’s more, thousands of employees from both local and relocating businesses and industries are enrolled in customized workforce training programs with the MCCCD system. MCCCD’s administration, faculty and staff are committed to working collectively and responsibly to meet the life-long learning needs of our diverse students and communities.

A seven-member governing board governs MCCCD. Five members are elected from geographical districts within Maricopa County, while two are elected on a countywide basis. The chief executive officer of MCCCD is the Chancellor; and a president heads each of the colleges. MCCCD is a political subdivision of the State, and the elected governing board has the power to levy taxes. Funding comes from property taxes, student tuition, and federal, state and private grants.

1.4 CURRENT ENVIRONMENT

The Maricopa County Community College District, along with most educational entities in the State of Arizona, has been dealing with decreased funding support from the State for many years. In 2015, the

State of Arizona eliminated all of the funding it was providing to help support MCCCD’s operations. In addition to the loss of all funding from the State, MCCCD has experienced a decrease in student enrollment, which is a typical trend for all community colleges during strong economic times.

It is the philosophy of MCCCD that this loss of funding and decreased enrollment should not be bridged by raising student tuitions or by burdening the public with increases in their taxes. The result of these funding reductions has created a need to rethink the traditional model of customer and vendor so that MCCCD can continue to provide the best learning environment for our student population as well as practice good stewardship of the public support we receive.

It is the District’s desire to move towards a model that is being utilized by many other higher learning institutions throughout the country which is to evolve the previous customer/supplier relationships associated with our contractors to that of becoming our Strategic Partners. By cultivating strategic partnerships, it will enable MCCCD and the awarded contractor to help identify potential cost reductions, maximize efficiencies, and tap unexplored value-added opportunities to maximize resources and support to the benefit of both parties. Any potential strategic initiatives can be established during negotiations.

1.5 STRATEGIC PARTNERSHIPS

In addition to providing the services listed in this Request for Proposal, MCCCD is continually seeking to expand its relationships with contractors who can evolve into a strategic partner. We are seeking companies that can help expand the boundaries of what has been thought of as traditional consulting contracts by infusing the program with new concepts, out-of-the box thinking, and value-added offerings that may not have existed before.

1.6 VALUE-ADDED OFFERINGS:

MCCCD would be interested in receiving any suggestions that would bring added value to this contract.

As stated in section 1.4, the previous sources of State revenue support have been cut and in order to continue to provide the quality of education our students deserve MCCCD is open to considering new resources and ideas to help alleviate these short-falls. These proposals may be a one-time occurrence or recurring in nature, revenue producing (such as incentives or rebates) or other offerings that would bring added value to our organization. Provide details how leveraging a strategic partnership with your company can assist MCCCD in achieving our goals. Creative solutions are encouraged and should be clearly labeled in the proposal as an attachment.

Potential value-added offerings may be proposed in general in the attachment but will not be reviewed and considered until after the competitive evaluation process has been completed. Once a susceptibility of award is determined by the evaluation team further negotiations regarding these added value offerings may occur and must be completed prior to a final contract award.

The negotiation of any of these offerings is separate from the evaluation process. Changes / additions to these offerings may be made if agreed upon in writing by both parties and included as a signed contract amendment.

MCCCD reserves the right to exclude items offered under this section from co-operative use unless also agreed upon by the awardee.

Section Two: PROPOSAL INSTRUCTIONS

PROPOSAL INSTRUCTIONS

2.1 PROPOSAL QUESTIONS

All questions regarding this Request for Proposal should be submitted online via the MCCCD Procurement Portal. The deadline to submit questions is: February 24 2026, 5:00 PM (local time).

We will not respond directly to the company asking the question. All questions received within the question period will be acknowledged even if an answer cannot be provided. Responses to the questions received by the deadline will be answered in the form of an addendum. The addendum will be posted on the MCCCD Procurement Portal, and an email notification sent to all known potential respondents who have answered “Yes” to the Intent to Bid question or anyone who has downloaded documents from the portal. The addendum will be made available on/about March 3, 2026.

2.2 PROPOSAL SUBMISSION

Pre-Bid Meeting

A walk-through is scheduled for February 20th at 10:00 am at Estrella Mountain Community College - Montezuma Hall CTL North 112A, 3000 N. Dysart Rd. Avondale, AZ 85392. This is NOT a mandatory meeting. Please allow up to three hours to complete this walk-through.

MCCCD uses a portal hosted by Euna Procurement (formerly Bonfire) for accepting and evaluating proposals. Registration for a Euna Procurement account will be necessary to view and respond to the RFP. It shall be the responsibility of the Proposer to confirm that proposals contain all required documents and are submitted electronically through the MCCCD Procurement Portal located here:

https://maricopa.bonfirehub.com/portal/?tab=openOpportunities

Upon upload, proposals are automatically timestamped and will remain secure and sealed until after the submission deadline has passed. Your proposal should include all items listed in Section 4.6: Format and Submittal Requirements. Your proposal is available for you to edit or change any time up to the RFP submission deadline.

Please contact Euna Procurement at support.bonfire@eunasolutions.com for technical questions related to your submission or difficulties in accessing the RFP documents. You can also visit their help forum at:

https://maricopa.bonfirehub.com/portal/support

Your proposal must be completed and uploaded to our site no later than 3:00 P.M. (local time), March 13, 2026. Submissions after this date and time will automatically be rejected by the system. The time on the MCCCD Procurement Portal shall be the official submittal time of record.

It is the proposer’s responsibility to be aware of the submission deadline and allow sufficient time to complete any uploads needed to finalize your submission. Any technical or internet-related issues that may arise during your submission are not grounds to extend the deadline. It is strongly recommended you begin your submission upload process at least one (1) day prior to the deadline.

2.3 AWARD DETERMINATION

This Request for Proposal does not constitute a commitment by the District to award a contract. The District reserves the right to waive any informalities and to reject any or all proposals and/or to cancel the Request For Proposal. The award shall be made on the proposal(s) that serves the best interest of the District and will not be evaluated solely on a monetary basis. The District reserves the right to negotiate a contract with the selected awardee. Even after the execution of a contract document or Notice of Award, the selected vendor may not initiate contract performance or incur any contract costs until it receives a District-issued purchase order or Procurement card.

2.4 PROPRIETARY INFORMATION

All materials submitted as part of a response to a solicitation are subject to Arizona public records law and will be disclosed if there is an appropriate public records request at the time of or after the award of the contract.

https://maricopa.bonfirehub.com/portal/?tab=openOpportunities https://maricopa.bonfirehub.com/portal/support

In the event any Proposer shall include in the Proposal any information deemed "proprietary" or "protected", such information shall be separately packaged from the balance of the proposal and clearly marked as to any proprietary claim. A “Confidential Information” section is included in the solicitation’s Requested Information. See section 4.6.

If a Proposer wants to assert that a proposal contains a trade secret or other proprietary information, a Proposer shall include with the submission a statement supporting this assertion. A Proposer shall clearly designate any trade secret and other proprietary information, using the term “confidential” and include it in the “Confidential Information” submittal section. Contract terms and conditions, pricing, and information generally available to the public are not considered confidential information.

The District discourages the submission of such information and undertakes to provide no more than reasonable efforts to protect the proprietary nature of such information. The District, as a public entity, cannot and does not warrant that proprietary information will not be disclosed. The District shall have the right to use any or all information included in the proposals submitted unless the information is expressly restricted by the Proposer. The District reserves the right to make its own determination of Proposer’s proprietary materials.

Requests to deem the entire proposal or price as confidential will not be considered.

When submitting a response containing “Confidential” information, Proposer agrees to defend, indemnify and hold harmless the District, its officers and employees, from every claim, demand, loss, expense, cost, damage or injury, including attorney’s fees, arising out of or resulting from the District withholding information that offeror marked as “Confidential”.

2.5 PROPOSAL FORM

All proposals must be submitted in writing, using the accepted file formats listed. Each proposal shall be prepared simply, providing the straightforward, concise description of the proposer's ability to meet the requirements of the RFP. Emphasis should be on completeness and clarity of contents. No proposal shall exceed forty (40) typewritten pages in length plus any pricing schedule(s), exhibits, resumes, proposed draft revenue sharing agreement, or attachments. Please refer to Section 4.6 Format and Submittal Requirements. Proposals that do not follow the Format and Submittal Requirements outlined in Section 4.6 may be disqualified.

2.6 PROPOSER MODIFICATIONS TO PROPOSALS

Proposals may be modified after submittal to the MCCCD Procurement Portal by accessing your Euna Procurement account. Any modifications must be made and the files re-uploaded to the MCCCD Procurement Portal by the published opening date and time. No modifications to proposals are permitted by the proposer after the published RFP opening date and time.

2.7 WITHDRAWAL OF PROPOSAL

Any Proposer may withdraw their proposal by accessing their Euna Procurement account prior to the deadline set for receipt of proposals. No proposal may be withdrawn or modified after that deadline and shall be binding upon Proposer for a period of ninety (90) days after due date. Withdrawn Proposals may be resubmitted up to the time designated for the receipt of Proposals provided that they are then fully in conformance with the general terms and conditions of the RFP.

2.8 PROPOSAL COSTS

Any and all costs associated with the preparation of responses to this Request for Proposal, including site visits, oral presentations and any other costs shall be entirely the responsibility of the Proposer and shall not be reimbursable in any manner.

2.9 ORAL PRESENTATIONS

Proposers may, after opening and prior to award, be required to make oral and visual presentations at the request of the MCCCD. The MCCCD will schedule the time and location for any presentations as requested. Oral presentations will be evaluated.

2.10 AWARD WITHOUT DISCUSSION

The MCCCD reserves the right to make an award(s) without further discussion of the proposals received.

It is therefore critical that all proposals be submitted initially in the most favorable terms possible, both economically and technically.

2.11 CONTRACT COMMENCEMENT/TERM

It is the intent of the District to award a 1-year contract, with 4 optional renewals, for a total potential contract term of five (5) years. The contract start date is expected to be approximately July 1, 2026. No billable work is to be done without a signed PO.

A written Notice of Award with a specific contract start date will be made prior to commencement of performance. MCCCD may at its discretion exercise up to 4 one-year, auto-renewing option periods for a total contract period not to exceed five (5) years. However, if a mutually beneficial strategic agreement can be reached that would benefit from a longer term, those terms will also be considered.

2.12 MCCCD MODIFICATIONS TO PROPOSALS

Any interpretation, correction, or change of this RFP will be made by written Addendum.

Interpretations, corrections, or changes of this RFP made in any other manner will not be binding, and Proposers shall not rely upon such interpretations, corrections, and changes. Any changes or corrections will be issued by MCCCD Purchasing. Addenda notification will be e-mailed to all known potential respondents who have answered “Yes” to the Intent to Bid question on the portal or anyone who has downloaded documents from the portal. Addenda will also be posted to the proposal documents on the MCCCD Procurement Portal located at:

https://maricopa.bonfirehub.com/portal/?tab=openOpportunities

2.13 NON-COLLUSION

The MCCCD encourages free and open competition. Whenever possible, specifications, proposal invitations and conditions are designed to accomplish this objective, consistent with the necessity to satisfy the MCCCD’s needs and the accomplishment of a sound economical operation. The Proposer's signature on its proposal guarantees that any prices offered have been established without collusion with other eligible Proposers and without effort to preclude the MCCCD from obtaining the most advantageous proposal.

Section Three: SCOPE OF WORK/SPECIFICATIONS

SPECIFICATIONS

3.1 Scope of Work

3.1.1 The Contractor agrees that all work performed under this contract shall be done in a manner consistent with the specification herein.

3.1.2 The Contractor and all employees shall be familiar with and operate in compliance with all applicable federal, state, and local occupational safety and health laws and regulations. This includes, but is not limited to, the federal Occupational Safety and Health Act (OSHA) and all applicable Arizona occupational safety and health laws and rules, including Title 23 of the Arizona Revised Statutes. Contractors are responsible for ensuring compliance with all required safety programs, including the implementation and maintenance of a Bloodborne Pathogens program, as applicable.

3.1.3 The Contractor shall protect MCCCD property from damage or loss arising from work performed under this contract, and shall immediately reimburse or make repairs or replacements to the satisfaction of MCCCD. This is to include surface damage as a result of performing typical duties under this scope (i.e. snail trails from leaking trash bags, paint or finish issues from improper chemicals or over-abrasion, etc.). Any occurrence of damage must be reported in writing within 24 hours of the incident. Cost of repairs for any damage caused by the Contractor which has to be repaired by MCCCD shall be deducted from payments due.

3.1.4 The Contractor shall maintain procedures for the immediate notification of EMCC/District in the event of any incident requiring urgent attention to prevent or minimize damage to facilities, infrastructure, or property. If Contractor personnel encounter an urgent condition, regardless of whether the condition was caused by the Contractor, the Contractor shall notify the designated EMCC/District point of contact at the time the issue is identified and take reasonable interim measures, when safe to do so, to reduce further damage until EMCC/District staff or emergency services respond.

3.1.5 The Contractor shall take all necessary precautions for the safety of students, employees or the public and comply with all applicable provisions of Federal, State and Municipal Safety requirements.

3.1.6 The Contractor shall confine all equipment, materials and operations to the area limited by the Director, Manager of Custodial Services, or an authorized designee.

3.1.7 The Contractor shall perform the work so as to minimize disruption of the normal operations of the site. Appropriate signage shall be furnished by the Contractor and used as required by the AZ Department of Occupational Safety and Health (ADOSH).

3.1.8 No alcohol, weapons, or illegal drugs are allowed on MCCCD property.

3.1.9 Estrella Mountain Community College is a smoke and tobacco-free campus, which means smoking and tobacco usage on any part of campus property is prohibited. The ban applies to all areas within campus boundaries, including the inside of buildings, walkways and parking lots. It does not extend beyond school boundaries, such as public perimeter sidewalks.

3.1.10 Employees

a. The Contractor agrees to utilize only trained, experienced, responsible and capable people in the performance of the work.

b. Employees shall perform their duties with safe work habits, and be trained on the safe and proper use of cleaning supplies, chemicals and equipment.

c. The Contractor shall ensure that employees are trained on ADOSH requirements, including the contents of the Safety Data Sheets.

d. The Contractor also agrees to provide only those employees that have successfully passed a criminal background check.

e. MCCCD may require that the Contractor remove from the job site, employees who endanger persons or property.

f. Contractor shall ensure that all employees are able to understand and speak

g. Reasons for this include, but are not limited to, the necessity to understand emergency warnings and hazards.

h. The Contractor shall submit a current list of the names of employees who perform or may work under the contract to the Director of Facilities accompanied by their respective background checks/clearance and shall report any changes within 48 hours.

i. The Contractor will install a biometric time clock on site for use by Contractor employees and a monthly timesheet report will be submitted with the monthly invoice.

j. Fidelity bonding for all employees performing work under the contract shall be obtained by the Contractor.

k. Contractor employees will not open desk drawers or cabinets at any time and will not tamper with office machines, MCCCD equipment or MCCCD employees' personal property.

l. Contractor will furnish their own tools and equipment necessary to perform the functions outlined in this RFP. The College reserves the right to request the Contractor procure specific tools or equipment to be used in a given area if Contractor equipment is deemed ineffective at the College’s discretion.

m. All Contractor employees shall wear appropriate Contractor identification badges and uniforms while on MCCCD property.

n. Contractor employees will take breaks/lunches only in designated areas approved by the College.

3.2.2 Project Manager

a. The Contractor is responsible for designating as a Supervisor a person who is capable of assuring competent work performance.

b. This person shall remain on site throughout the evening shift (8pm – 5am), and have the authority to make decisions concerning day-to-day operations and emergency situations.

c. This person shall be competent in matters relating to specific job tasks involved under the contract, while performing 100% supervisory tasks.

d. The Supervisor shall be literate and fluent in the English language. Reasons for this include, but are not limited to, the necessity to understand emergency warnings and hazards, read notifications and prepare reports, and communicate effectively with MCCCD personnel.

e. The Supervisor shall be responsible for any problems with members of the crew.

f. The Supervisor shall be thoroughly acquainted with the contents of the SDS sheets, and responsible for updating through periodic review.

3.2.3 Access

a. No one except authorized employees of the Contractor are allowed on MCCCD property.

b. Employees are not to be accompanied in the work area by acquaintances, family members or any other persons who are not authorized Contract employees.

c. Access to the building, issuance and control of keys, (also to include key cards or key fobs), and reporting shall be coordinated through the site Facilities Department.

d. Contractor employees shall not use the keys in their possession to allow access to any other individuals. Individuals in the building must use the keys assigned for access.

e. Unless otherwise agreed upon and approved by the Director of Facilities, all keys (also to include access control cards or key fobs) will be furnished by EMCC and returned to a designated location at the end of the work shift.

f. Replacement costs for lost keys and resultant re-keying charges shall be the responsibility of the Contractor.

g. Keys remain the property of MCCCD and shall not be duplicated by the Contractor's employees.

h. There will be a $25.00 charge for each key damaged through misuse.

i. The Contractor is responsible for ensuring all doors are locked upon completion of their work.

3.2.4 Communication

a. MCCCD feels that ongoing communication is essential for an effective, long-term partnership. Consequently, the following shall be requirements of the contract.

b. Official business will be conducted via email communication. Text messages may be used for informal communication; however, official business will be directed back to email.

3.2.5 Contract Supervisor

a. The Contractor shall appoint a full-time Contract Supervisor, with cell phone access, who will be the main contact with the Director of Facilities, Manager of Custodial Services, or another designee.

b. The Contract Supervisor will meet with the Manager of Custodial Services, or a designee, on a bi-monthly basis, at a minimum. Contract Supervisor will accompany the Manager of Custodial Services on-site inspections as requested. The Contract Supervisor will be responsible for random, independent site inspections at a time and frequency the Contract Supervisor deems necessary but at least once weekly. A written report (by e-mail) with any accompanying photos shall be provided for ALL site inspections as an official record. These records shall be archived electronically in a manner that can be accessed by both the Contractor and the Director of Facilities, Manager of Custodial Services, or another designee.

3.2.6 Daily Log

a. A Daily report shall be submitted in writing (by e-mail) each work day to the Director of

Facilities or designee as an official record of activity.

b. The Contractor shall supply a Daily Log form which is acceptable to the Director of Facilities or designee.

c. Failure to comply with this requirement may be grounds for termination of the contract.

d. The Daily Log shall contain as a minimum:

• Work Orders closed.

• Personnel coverages or time shortages.

• Potential safety or security concerns

• Inspections performed (locations, scores, deficiencies).

• Work Orders created

• Schedule of upcoming periodicals or projects

• An additional comments/reply section

3.2.7 Cleaning Supplies

a. The Contractor is responsible for furnishing all equipment and all cleaning supplies necessary to perform the contract requirements.

b. EMCC does NOT approve the use of wet mops on its campus.

c. All cleaning equipment, dispensers and supplies must be maintained in a safe working manner.

d. THE CAMPUS WILL SUPPLY ALL CONSUMABLES / REFILL SUPPLIES FOR ALL DISPENSERS.

THIS WILL INCLUDE DISPENSER BATTERIES, TOILET PAPER, PAPER TOWELS, SOAP

CARTRIDGES, HAND SANITIZER CARTRIDGES, AIR FRESHENER REFILLS, URINAL SCREENS,

TRASH CAN LINERS AND LIGHT BULBS.

e. The Contractor shall ensure that sufficient quantities of equipment and cleaning supplies are kept available to avoid shortages and to alert the Director of Facilities or designee of any shortage of these items.

f. The Contractor shall ensure that sufficient quantities of equipment and cleaning supplies are kept available to avoid shortages and to alert the Director of Facilities or designee of any shortage of these items.

g. Usage A quarterly usage report of all paper and plastic products, soap, etc., shall be provided as a requirement of the contract, from Contractor to Facilities Director and Custodial Manager. The usage report shall include all consumables furnished by EMCC and installed/used by the Contractor.

h. The Contractor shall submit for approval a list of all products to be used to fulfill the requirements of the contract.

i. If, in the judgment of MCCCD, the Contractor's equipment and cleaning products do. not provide effective sanitation and cleanliness of the facilities or are not aesthetically acceptable, the Contractor will be asked to make substitutions which are agreed upon by the Director of Facilities.

j. The Contractor is responsible for providing the Director of Facilities all hazardous safety data sheets (SDS) for all chemicals used, and maintain a current SDS book at the site.

k. All cleaning equipment and supplies shall be used in accordance with manufacturer's directions.

l. All equipment, supplies, and other materials are to be stored in specific areas designated by the Director of Facilities, or designee.

m. The Contractor shall be responsible to keep these areas neat and clean to meet all regulatory requirements, such as ADOSH regulations and fire codes.

n. All equipment shall be kept in good working order at all times.

o. When possible, cleaning supplies should be Green Seal Certified products that are recyclable, biodegradable and non-polluting.

p. Any additional materials, equipment or labor needed to meet the requirements of these specifications and the APPA 2 cleaning standard as described in APPENDIX B shall be supplied by the Contractor as part of this contract.

3.2.8 Recycling Program

a. As a requirement of this contract, the Contractor will assist in any recycling program in place or subsequently begun at the site by the regular emptying of recycling containers.

b. No Contractor employee shall engage in independent recycling.

3.2.9 Written Approval

a. Written approval from the Director of Facilities is required prior to performing work beyond the requirements of this RFP.

b. Failure to obtain prior written approval will result in nonpayment of the resultant invoice.

c. Written approval shall be submitted with the itemized invoice.

3.2.10 Work Schedule

a. The work week for building cleaning will be Monday night through Friday night throughout the year.

b. Scheduled Holidays for these locations are only Memorial Day, Labor Day, 4th of July, Thanksgiving Day, Christmas and New Year’s Day.

c. Cleaning hours will be between 10:00pm and no later than 6:00am for Estrella Hall and between 8:00pm and no later than 6:00am for all other buildings.

d. Exceptions to this schedule due to EMCC business or events (i.e. Performance, Large meetings or groups) that have been scheduled in advance will be communicated to the Contractor no less than (2) days ahead of time in order to allow for modification to their standard work schedule.

e. Contractor’s daily work shall be scheduled in such a way that it does not disrupt EMCC business.

f. Work schedule may be required to be modified due to unforeseen circumstances, i.e.

change in class schedule, pandemic, natural disaster, etc.

g. The schedule must be approved by the EMCC director of facilities or designee; prior to beginning work under the contract.

h. Any changes to the schedule must be agreed upon prior to the change taking place.

i. Spring, Summer and Winter breaks will be utilized for added focus on detailed work, periodical work and project work.

j. Specific areas and work to be performed will need to be reflected in the Daily Log, see

3.2.14 item d.

k. Facilities Director and Custodial Manager can appoint alternative work/locations to be prioritized at their discretion for the break in order to maximize desired impact.

3.2.11 Additional Personnel

a. EMCC is not currently looking for porter services as part of its regular scope of work under this RFP, however, the need for porter services may arise during its term. In the event EMCC would need full porter services, it would request four (4) between the hours of 6am and 2:30pm and two (2) between 2:30pm and 8pm. Their scope will be broken down like this:

• Morning:

1. 1 porter for Estrella Hall and Estrella Conference Center

2. 1 porter for Montezuma Hall

3. 1 porter for Komatke East, Komatke West, Agave Hall, Student Union, and the

Physical Plant

4. 1 porter for Southwest Skill Center, Ocotillo Hall, Mariposa Hall, Arroyo Hall, Performing Arts Center, and College Police

• Afternoon:

1. 1 porter for Montezuma Hall, Komatke East, Komatke West, Agave Hall, Student Union and Ocotillo Hall

2. 1 porter for Estrella Hall, Estrella Conference Center, Southwest Skill Center, Mariposa Hall, Arroyo Hall, College and Performing Arts Center

3. In the event of call-offs, it is the responsibility of the Contractor to provide coverage for the missing person(s) unless otherwise approved by Facilities Director, Custodial Operations Manager or designee.

3.2.12 Additional Services

a. Proposer may offer, on a separate page referencing this Section 3.14, additional goods and/or services including associated costs/prices that are not addressed in the RFP.

b. The District retains the absolute and sole discretion to examine and consider these additional goods/service options for inclusion in the contract awarded under this RFP.

3.2.13 General Cleaning Taks (All Applicable Areas)

a. Daily

• Empty trash and recycling receptacles; reline as needed

• Vacuum all interior carpets, entry mats, and hard floors

• Dust mop and/or damp mop hard floors

• Spot clean carpets, tile, and concrete floors

• Empty trash and recycling receptacles; reline as needed

• Vacuum all interior carpets, entry mats, and hard floors

• Dust mop and/or damp mop hard floors

• Spot clean carpets, tile, and concrete floors

b. Weekly

• Empty trash and recycling receptacles; reline as needed

• Vacuum all interior carpets, entry mats, and hard floors

• Dust mop and/or damp mop hard floors

• Spot clean carpets, tile, and concrete floors

c. Monthly

• Spot clean tile/concrete walls

• Clean HVAC vents (‚â§10')

• Clean light fixture diffusers (‚â§10')

• Dust and vacuum window blinds/coverings (both sides)

• Clean elevator landings (all floors)

• Remove heavy soil from patios, stairs, ADA ramps, and walkways

• Add sealant to waterless urinal cartridges (as needed)

d. Quarterly

• Machine scrub tile, grout, VCT, polished or epoxy concrete floors

• Wash walls, doors, and door facings with mild detergent

• Heavy sweep exterior walkways and entry zones (20' from doors)

e. Semi-Annual

• Clean interior window glass (≤12’)

• Clean light fixture diffusers and HVAC vents (≤10’)

• Vacuum behind equipment using wand (avoid cord damage)

• Wash washable seating

• Clean ceiling and elevator light diffusers

f. Annual

• Machine scrub all hard floors

• Scrub clean all baseboard and covebase

• Clean HVAC supply and return vents (≤10’)

• Clean shower areas, floor drains, caps, and pour water into drains

3.2.14 Areas-Specific Task Groups

a. Group 1: Restrooms

• Daily germicidal cleaning of all fixtures

• Pour diluted germicidal solution into floor drains (weekly)

• Clean and sanitize partitions, dispensers, and floors

b. Group 2: Administrative, Office, Cubicle Spaces

• Dust then damp mop non-carpet floors

• Vacuum carpets and fabric chairs

• Clean desks, tables, and horizontal surfaces

• Spot clean walls, partitions, and glass

c. Group 3: Classroom, Teaching Labs, Auditoriums

• Clean and sanitize desktops, tables, and non-fabric seating

• Arrange chairs/desks per seating charts

• Report missing or damaged furniture

• Clean whiteboards and chalkboards

• Empty trash/recycling by 6:00a.m. Monday - Friday

d. Group 4: Gyms, Dance, Multi-Purpose Wood Floors

• Dust mop and/or damp mop wood floors

• Maintain wood floor finishes per manufacturer standards

e. Group 5: Common Areas, Elevators, Entrances, Patios

• Clean railings, landings, ADA ramps, and stairwells

• Clean patio furniture (non-cafeteria areas)

• Remove bird droppings, mud, and debris

f. Group 6: Science Labs and Nursing Classroom (Lab Safety Training Required)

• Follow approved lab-safe cleaning products and dwell times

• Clean exam tables with metal polish (that does not leave residue/oils)

• Vacuum behind and under lab furniture

• Sanitize sinks, counters, and touchpoints

g. Group 7: Custodial Closets

The Contractor shall comply with all chemical storage, handling, and use protocols in accordance with applicable federal and state safety regulations, as well as any health and safety guidelines established by Estrella Mountain Community College (EMCC) and/or the District. EMCC/District shall provide the Contractor with the applicable chemical safety guidelines, and any updates or changes to these guidelines will be communicated in a timely manner. Upon notification, the Contractor shall implement such changes immediately.

• Clean sinks daily; ensure drains are clear

• Rinse and store mops and buckets properly

• Label and store chemicals per ADOSH and regulatory standards

• Disconnect chemical hoses when not in use

• Ensure 36” minimal clearance around electrical or equipment panels

• No food, drink, or unauthorized equipment stored

3.2.15 Administrative and Compliance Requirements

a. Maintain SDS documentation

b. Maintain equipment maintenance records

c. Track supplies used

d. Ensure all floor finishes are UL-listed non-slip

e. Prohibit acid-based cleaners unless approved

f. Ensure germicides meet proper dwell times

g. Microfiber mop types only - No string mops.

3.2.16 Evaluation of Awarded Contractor

a. MCCCD may evaluate the awarded Contractor on a long-term basis and prior to future contract extensions based upon, but not limited to, the following:

• Quarterly Business Review Scorecard (QBR) and Custodial Inspection Reports performed by EMCC Facilities Management.

• Ability to assist MCCCD in long-term cost control through recommendations and progressive planning.

• Ability to assist EMCC with its green initiatives through both products and services.

• Performance, to include as a minimum:

1. Stability of work force, including compliance with all work and meeting staffing requirements.

2. Understanding of and response time for addressing deficiencies.

3. Training, reliability, appearance and conduct of employees.

4. Flexibility in changes to work requirements or schedule required by EMCC.

5. Dedication of point of contact for communication of contract issues.

6. Inspections and reporting (including usage reports).

7. Quality of equipment and products used.

8. Demonstrated understanding of expectations for a clean campus.

9. APPA Level 2 standard

3.2.17 Specifications

a. CLEANABLE AREA Measurements will be verified by the Contractor. Estrella Mountain

Community College will not be responsible for any shortages or overruns due to a discrepancy of a specified square footage amount.

Estrella Mountain Community College

Building Approx CSF # Restrooms Arroyo Hall 25,000 7 Mariposa Hall 24,000 5 Estrella Hall 67,000 11 Estrella Conference Center

7,272 2

Montezuma Hall 65,000 10 Ocotillo Hall 25,000 5 Komatke Hall East, Komatke Hall West and Agave Hall

38,000 8

Southwest Skill Center 32,000 5 Performing Arts Center

(PAC)

15,000 5

Total 298,272 58

3.3 Quality Assurance

3.3.1 Contractor to have a written Quality Assurance Plan to present to the Facilities Director, Custodial Manager or designee for approval.

3.3.2 Inspections. Quality Control will be based on inspections. Contractor Supervisor or designee is to report on successes or deficiencies through inspections or inspection reports performed on an electronic platform. Spaces or items within will be evaluated against APPA 2 standards of clean (See APPENDIX B). Inspections are to be performed jointly as much as possible between the Contractor and EMCC designees to ensure alignment in evaluation.

3.3.3 Data trends derived from inspections will serve to inform whether contractor performance is successful or deficient.

3.4 Respondent Questionnaire

3.3.4 Provide information to all sections below. Failure to provide required information may cause the proposal to be deemed non-responsive.

a. Company Overview

• Headquarter location

• Branch location serving campus

• Number of employees company-wide

• Leadership Structure (resumes/background)

1. Organizational

2. Local

• POCs

1. Invoicing

2. On-site operations

3. Contract Manager

• Corporate Structure

• Legal entity

• State of registration or incorporation

• Public company – listing symbol

• Majority ownership

• Operating history

• Years in business

1. Years in AZ

• Growth rate

• Services

1. In-house

2. General Contractor

• Hours of operation

• Financial condition

• Core Business Strategy

• Technology roadmap

1. Current technology platforms and use

• Access

• Licenses

• Integration with EMCC

• Reporting methods

• Organization structure

• Affiliates

1. Subcontractors engaged with periodicals

• References

1. Higher Education institutions preferred

2. Large educational institutions

NOTE: When responding to this section, clearly identify in your proposal response each paragraph number shown above and your response to that paragraph.

Section Four: PROPOSAL REQUIREMENTS Rev 022718

PROPOSAL REQUIREMENTS

Paragraphs 4.1 & 4.2 below require specific, written responses or confirmations. To be considered for selection, respondents shall meet/provide the following requirements:

4.1 MINIMUM REQUIREMENTS

4.1.1 Must be licensed by the State that the business is in, if services requested require such licensure.

4.1.2 Must have carefully read and understand all parts of the RFP and certified that the Proposal is made in accordance therewith.

4.1.3 Must submit written answers to the Respondent Questionnaire (Section 3.3). All answers must be in the order in which the questions were asked and labeled with the specific section number.

4.1.4 The Proposer must submit a signed Signature Page (Section 9). Electronic signatures are acceptable. Failure to submit a signed proposal may result in rejection of the Proposal.

4.1.5 Must provide a completed Pricing Schedule (Section 6) signed by an authorized company signatory confirming its offer and acknowledging its understanding of the requirements of this Request for Proposal.

4.2 DEVIATIONS FROM RFP

Proposers must specifically provide a separate listing of each circumstance in which their proposal differs from any terms or conditions of this Request for Proposal. Failure to list such a deviation will result in the terms of the proposal being disregarded in favor of the corresponding term(s) of the RFP.

Material deviations from the requirements of this RFP shall result in rejection of the proposal.

The term “material deviations” includes both deviations from the MCCCD contract terms set forth in this RFP and additional contract terms that the Proposer requests the MCCCD to consider. Be aware that the absence of a term on a subject in the RFP, particularly a general contract term and condition, does not mean that the Proposer should feel free to offer one. The MCCCD considers the General Terms and Conditions of this RFP to be a fair allocation of risk between a contractor and the MCCCD. It will not accept terms – revised or additional ones - that shift those risks or provide the Proposer with additional discretion. The Proposer in choosing the respond to this RFP must demonstrate in its Proposal that it accepts the terms upon which the MCCCD is conducting the competition.

To submit deviations the Proposer must state in the separate listing all deviations, including any additional terms, in the following format:

● Title your listing “REQUESTED DEVIATIONS”.

● Cite the specific page and section number of each term and condition change request. Include the original MCCCD RFP Term and Condition.

● Provide a legal redline version of the original RFP language to include the requested change(s).

Or immediately below the original RFP Term and Condition include the specific language you want MCCCD to consider adding or replacing.

MCCCD will consider deviation requests, both the total number and the overall scope, in determining the most advantageous offer. Deviations may affect the possibility of an award and any requests should be considered carefully.

Deviations that a winning Proposer submits after it has been selected for award, such as through a vendor standard template contract, will not be considered. If a Proposer submits a Proposal without specific deviations, and the Proposal is accepted by MCCCD, Proposer will be deemed bound by the terms of the RFP without exception.

4.3 SIGNATURE

The Contractor shall furnish and include all requested information with their proposal. Statements are required to be complete and accurate, and the proposal shall be signed by an authorized signatory of the company (sworn to and notarized, if requested). A proposal submitted by an agent will have a current Power of Attorney attached certifying the agent’s authority to bind the Proposer. Omission, inaccuracy, or misstatement may be sufficient cause for rejection of the proposal.

4.4 AWARD CONSIDERATION

From the total information requested, determination shall be made of the Proposer's ability to serve the MCCCD. Only proposals from responsible organizations or individuals, as determined by the MCCCD, which have the capability of providing the required services under this RFP, shall be considered.

Representatives from the MCCCD reserve the right to conduct interviews with the individual proposers for clarification of the proposals presented. The MCCCD reserves the right to negotiate any and all provisions presented in the proposals.

4.5 PROTESTS AND APPEALS OF CONTRACT AWARDS

Bid protests or appeals of contracts and awards shall be submitted per Chapter Nine of the Purchasing Procedures Manual.

4.6 FORMAT & SUBMITTAL REQUIREMENTS

The requested information for your RFP submittal is listed below. The documents must be submitted via the MCCCD Procurement Portal before the due date here:

https://maricopa.bonfirehub.com/portal/?tab=openOpportunities

Proposals that do not follow the Format and Submittal Requirements as outlined in the table below may be disqualified.

Document Name File Type (PDF, Word, Excel, etc.)

# of Files Permitted Required/Optional

Signature Page PDF (.pdf) One (1) Required

Response to Minimum Requirements and Scope of Work (Section 3.1 & 3.2)

PDF (.pdf) One (1) Required

Response to the Respondent Questionnaire (3.3)

PDF (.pdf) One (1) Required

Deviations to Terms and Conditions (Section 4.2)

PDF (.pdf) One (1) Optional

Pricing Schedule (Section 6)

PDF (.pdf) One (1) Required

Attachment A PDF (.pdf) One (1) Required

Important Notes:

• Take note of the type and number of files allowed. The maximum upload file size is 1000 MB.

• Do not embed any documents within your uploaded files. They will not be accessible or evaluated.

• Uploading documents may take significant time, depending on the number and size of the file(s) and your Internet connection speed.

• You will receive an email confirmation receipt with a unique confirmation number once you finalize your submission.

• Minimum system requirements: Internet Explorer 11, Microsoft Edge, Google Chrome, or Mozilla Firefox. JavaScript must be enabled. Browser cookies must be enabled

Section Five: EVALUATION CRITERIA

EVALUATION CRITERIA

The following is a listing of general and specific criteria used for the evaluation of this RFP. The areas include, but are not limited to:

5.1 General quality of responsiveness of proposer:

A. Ability to meet all terms and conditions B. Completeness and thoroughness of proposal C. Grasp of scope of work to be performed D. Description of approach to be taken E. Evidence of effective organizational and management practices F. Qualifications of personnel G. Experience and past performance

5.2 Specific areas that will be evaluated and scored except as described in STEP THREE below:

A. Past experience in providing comparable services to other clients.

B. Responses to Minimum and Specific Requirements.

C. Respondent Questionnaire responses.

D. Pricing.

Proposals will be evaluated in accordance with the following three-step process:

STEP ONE - Verification of each proposer's compliance with the RFP general terms and conditions as listed in Section 1, 2, 7, and 8 of this RFP.

STEP TWO - Verification of each proposer's compliance that all required written responses/confirmations are thoroughly submitted.

STEP THREE – All proposals meeting the criteria as presented in Steps One and Two will be evaluated with a "points-earned compliance matrix". An evaluation committee will evaluate and score the proposals. The proposals will be ranked on a "points-earned" technical, service and financial compliance matrix. The evaluation committee may continue to evaluate proposals after the initial scoring of them by any means that it deems reasonable. If the evaluation committee schedules oral presentations, the presentations may or may not be scored and that scoring may, but is not required to be added to the previous scoring of the proposals. The evaluation committee reserves the right to use additional advisory committees or subject matter experts at any time during this RFP to assist with the evaluation.

Section Six: PRICING SCHEDULE

PRICING SCHEDULE

The undersigned has read and understands all conditions and terms of RFP 3605-6, is authorized to submit this proposal on behalf of the company, and hereby offers to perform the services for the pricing indicated below:

6.1 Cost/Fee Proposal

COST BREAKOUTS

Total Cleaning Cost $ ____________ Per Square foot (including supplies and taxes)

Total Porter Cost $ _______________ Per hour, per person (including taxes)

Total Events Staff Cost $ ___________ Per hour, per person, including weekends (including taxes)

ADDITIONAL SERVICES - BY REQUEST ONLY (Including All Supplies)

Additional Requested Service (standard cleaning) $ Per Hour/Per Employee

Strip and seal ceramic tile floor $ Per Square Foot

Strip and seal ceramic concrete floor $ Per Square Foot

Strip and seal VCT floor $ Per Square Foot

6.2 Prompt Payment Discount: _________________________________

Other required services/fees, if any, not specifically requested in the RFP (list below)

Section Six: PRICING SCHEDULE

Costs/Fees listed shall include all overhead and profit. No billing will be accepted that shows any other costs than those listed. This includes, but is not limited to, travel, any out-of-pocket costs, meetings, secretarial, printing, delivery, rent, phone calls, postage, overnight mail service, accounting, fuel charges, office supplies, etc.

Any contractor that MCCCD is doing business with must agree to e-billing.

Please confirm that the authorize agent preparing this Proposal has read, understands, and will ensure his/her firm’s compliance with the provisions of this section:

Authorized Agent’s Name and Initials: __________________________________ _____

You may submit a more detailed pricing schedule (using the same formatting) in lieu of the above as an attachment to this page, but the pricing schedule must be completed, initialed and included with your proposal.

Section Seven: SPECIAL TERMS…