170-20250321105704 UPSD.pdf

REQUEST FOR PROPOSAL

TO PROVIDE JANITORIAL SERVICES

FOR

UNION PUBLIC SCHOOL DISTRICT

(BID #386)

REQUEST FOR PROPOSAL

JANITORIAL SERVICES

FOR

UNION PUBLIC SCHOOL DISTRICT

PART II PROPOSAL ELEMENTS

1.1 Purpose

The purpose of this Request for Proposal (RFP) is to obtain competitive proposals as allowed by Union Public School District from bona fide, qualified proposers who are interested in providing janitorial services for various locations for Union Public School District.

Qualifications and Experience

The Union Public School District is requesting proposals from qualified contractors to provide Janitorial services in accordance with these specifications and conditions called for in the Proposal and Contract Documents. The Proposer shall submit the following qualifying information with the Proposal:

1) The proposer must have an office within the state of Mississippi and a regional office within 80 miles of Union Public School District.

2) Proposer shall provide a history and background of their company, corporate structure and organization to include their number of years in business. Proposer shall have a minimum of three (3) years experience providing commercial janitorial services.

3) Proposer shall list at least four (4) references from commercial work that are similar in size, scope and nature of the project described in these proposal documents. Reference information shall include names, address, telephone numbers of owners or contact person, commencement date of the contract and a short description of the services performed.

4) Proposer is required to conduct an onsite visit prior to bid submission. Contact Maintenance Director Neal Booker at (601) 616-5870 for appointment.

1.2 Proposal Submittal

All bids shall be submitted in a sealed envelope addressed to:

Union Public School District PO Box 445 Union, MS 39365 Or Hand delivered to 417 South Decatur Street, Union, MS 39365.

All bid envelopes shall be marked "JANITORIAL SERVICES – BID #386”. If any envelope is not so marked, the Union Public School District has the right to accept and/or reject any bid contained therein.

Proposer is solely responsible for ensuring that its courier service provider makes inside deliveries to our physical location. Union Public School District is not responsible for any delays caused by the proposer’s chosen means of proposal delivery, and should be delivered no later than 10:30 a.m. on April 4, 2025.

Personnel - The contractor shall have trained personnel to perform all the duties of this contract. The contractor’s employees shall, at all times, be courteous and neat in appearance while employed at these facilities.

Background Checks/I-9 Forms – The contractor will be required to furnish Union Public School District with background/criminal record checks fewer than six months old and I-9 forms for each employee before they start work at any location.

Identification – Contractor’s employees shall wear a picture ID badge and uniform. Shirt or smock in the buildings at all times. The contractor shall supply the ID badge and uniforms.

Visitors – The contractor’s employees will NOT be allowed to have visitors or to bring children to the job site.

The contractor’s employees shall conduct themselves in a workman-like manner at all times. The contractor shall remove any employee not conducting him or herself properly.

Training – The contractor shall provide initial and regular training of employees in the use of equipment and janitorial procedures, as well as chemicals and solvents being utilized during the cleaning process. The contractor must provide Union Public School District with an outline of an established training program they intend to use during this contract. Contractor is to provide written verification that all employees have completed the training program. These verifications are to be kept with employee records at all times.

Safety – The contractor shall comply with all applicable OSHA regulations and maintain an adequate safety program to ensure the safety of their employees. The contractor must provide Union Public School District with an outline of an established written safety program they intend to follow during this contract. Contractor is to provide written verification that all employees have completed the safety training program. These verifications are to be kept with employee records at all times. Job site must be clean and free of all litter and debris daily and upon completion of the contract. Passageways must be kept clean and free of material, equipment, and debris at all times. Precautions must be exercised at all times to safeguard the welfare and safety of the general public, employees of Union Public School District and other school officials.

Quality Assurance – The contractor shall be required to perform according to all specifications scheduled with this bid. There will be a thirty (30) day grace period before performance inspections begin. After this time, the school will conduct daily, weekly, or monthly inspections in order to determine the degree of performance.

The contractor shall designate at least one Quality Assurance Manager for this project. This person shall not be a working supervisor at any building, and shall be available to Union Public School District, with reasonable notice, to perform quality control inspections. A report will be made of these inspections and given to the property manager or assistant property manager and the Quality Assurance Manager will inspect the sites together to do a performance evaluation. Inspections scoring below 90% will be considered unsatisfactory and the contractor will be given 72 hours to rectify any deficiencies documented during the inspection process.

Should the contractor not satisfy deficiencies within 72 hours, Union Public School District reserves the right to hire its own staff to accomplish the work not being performed at a charge of $20.00 per hour to the contractor.

The contractor shall provide Union Public School District with an existing, written Quality Assurance program that adheres to the specifications listed above.

1.3 Award

1.3.1 Award shall be made to the Proposer(s) whose proposal, conforming to the RFP, will be the most advantageous to the Union Public School District, considering price and other factors.

1.3.2 Union Public School District reserves the right to reject any or all proposals.

1.4 Performance Bond

The successful proposer shall be required to provide a performance (surety) bond in the amount of 100% of the total proposal amount to insure the successful performance under the terms and conditions of the contract negotiated between the successful proposer and the schools. The performance bond shall be subject to forfeiture for failure on the part of the successful proposer to perform its obligations under the contract.

1.5 Insurance Requirements

The proposer must have a $2 million umbrella insurance policy with no sexual abuse/molestation or assault/battery exclusion in the general liability policy. Union Public School District must be named as additional insureds with hold harmless and waiver of subrogation language.

The proposer must have at a minimum a $100,000 third party Fidelity Bond.

The proposer must be able to provide the following:

● Certificate of Comprehensive General Liability o $1,000,000 per occurrence o $2,000,000 Aggregate o $1,000,000 Personal/Advertising Injury o $100,000 Fire Legal Liability

● Copy of the Umbrella Liability Policy o $2,000,000 limit Follow form

● Certificate of Worker’s Compensation Policy o Statutory o Employer’s Liability $500,000/$500,000/$500,000

PART II SCOPE OF WORK/SERVICES

2.1 Scope of Work/Services

We extend this proposal to cover the furnishings of labor, supervision, materials and equipment necessary to provide a contract for janitorial services for all buildings. A detailed Scope of Work is provided in attachment “B”.

2.2 Period of Agreement

The contract shall be for a period of (12) months, beginning 07/01/2025, and shall expire on 06/30/2026; unless the contract happens to sign after the 08/01/2025 start date, in which case the contract will start with the date of the execution of the contract and expire 11 months thereafter.

PART III PRICING SCHEDULE

3.1 Bid price should be given for each building as specified below. See Attachment “C”. The District asks that bidders price day porters separately. After reviewing all bids, and with regard for the current budget, the District will decide whether to implement one day porter or two.

Monthly Cost # of Months Annual Total 10 Mo. Pricing Elementary ____________ x 10 = ____________

Middle School ____________ x 10 = ____________

High School ____________ x 10 = ____________

Lunchroom ____________ x 10 = ____________

First Day Porter ____________ x 10 = ____________

Second Day Porter ____________ x 10 = ____________

12 Mo. Pricing Central Office ____________ x 12 = ____________

1 time Pricing Summer Cleaning ____________ = ____________

TOTAL BID COST ____________

Vendor Name:____________________________________________ Date: ___________________________

Signature of Authorized Representative:_______________________________________________________

Printed Name & Title of Representative: ______________________________________________________

Representative Phone Number: _____________________ Email: __________________________________

ATTACHMENT B

TABLE OF CONTENTS

I. 10 Month Contract

A. Offices, Library, Audio Visual, Waiting Rooms, Nurses Room, Teacher Breakrooms

B. Restrooms, Shower Rooms and Locker Room

C. Corridors, Lobbies, Vestibules

D. Classrooms & New Band Hall

E. Gymnasium (Old)

F. H.S. Cafeteria (On an as needed basis specific to special events)

G. Fieldhouse Locker Room

H. Trash Disposal, carpets, all supplies (other than paper and garbage bags)

I. Excluded Work

J. Day Porter(s)

II. 12 Month Contract

A. Central Office

I. 10 Month Contract

CONTRACT CLEANING SPECIFICATIONS

A. Office, Library, Audio Visual, Waiting Rooms and Nurse’s Rooms (4 coats of wax)

1. Waste Containers – empty, wipe clean and replace liners Daily

2. Glass, interior side of doors & partitions, dust, spot clean Daily

3. Paneled Walls, Bookshelves – dust (remove gum) Daily

4. Floors – tile dust mop, damp mop 3x per week (remove gum) Daily

5. Floors – carpet, vacuum, spot clean (remove gum) Daily

6. Furniture- sills and ledges, dust and spot clean Daily

7. Telephones – clean/sanitize Weekly

8. Floors – tile, high speed burnish Weekly

9. Ceiling & Lights – remove cobwebs Monthly

10. Upholstered Furniture – Vacuum Monthly

11. Doors, Door Frames, Light Switches, dust and spot clean On Seasonal Breaks

12. Floors – Carpet, shampoo (Summer Clean) Yearly

13. Floors – tile, recondition (Summer Clean) (Must use 25% solid wax) Yearly

B. Restrooms

1. Bowls and Urinals – clean, sanitize Daily

2. Sinks – clean and sanitize, polish fixtures Daily

3. Mirrors – clean Daily

4. Hand soap, Towels, Tissue Container – Refill Daily

5. Waste Containers – empty, wipe Daily

6. Doors, Partition, Walls – dust and spot clean Daily

7. Floors – sweep/damp mop w/germicidal detergent Daily

8. Walls – spot clean and remove graffiti Daily

9. Floors – scrub w/germicidal detergent Quarterly

10. Walls – wash (Summer Recess) Yearly

C. Corridors and Lobbies (6 coats of wax)

1. Drinking Fountain – clean/sanitize Daily

2. Waste Containers – empty/wipe, replace liners Daily

3. Sills and Ledges – dust Daily

4. Floors – tile – dust mop/mop 3x a week w/germicidal detergent Daily or Auto scrub (remove gum)

5. Floors – tile –mop/ auto scrub Daily

6. Floors – Carpeted (including Mats) vacuum and spot clean, remove gum Daily

7. Glass – Doors and Side Lights – clean Daily

8. Floors – high speed burnish Weekly

9. Entry Mats – remove and clean under Weekly

10. Doors, Door Frames, Light Switches – clean Weekly

11. Concrete Stairways – complete wet mop Weekly

12. Venetian Blinds – dust Quarterly

13. Floors – tile recondition Yearly

14. Floors – Carpet – shampoo (Summer Recess) Yearly

15. Venetian Blinds – wet wipe Yearly

16. Immediate Entrances – clean, sweep As Needed

D. Classrooms & New Band Hall (4 coats of wax)

1. Floors – tile – dust mop/spot mop w/germicide detergent (remove gum) Daily

2. Floors – Carpeted (including Mats) vacuum and spot clean Daily

3. Ceiling and Lights – Remove cobwebs Daily

4. Waste Containers – empty, wipe, replace liners Daily

5. Chairs, Desk, Shelves, Blinds – align Daily

6. Sinks, Countertops – clean Daily

7. Doors, Door Frames, Light Switches – clean Weekly

8. Sills and Ledges – dust Weekly

9. Floors – tile, recondition (Summer Recess) Yearly

10. Floors – Carpet – shampoo (Summer Recess) Yearly

E. PE Gymnasium

1. Synthetic Floor – dust mop with treated mop (remove gum) Daily

2. Waste Containers – empty, wipe, replace liners Daily

F. Cafeteria (6 coats of wax)

1. On an as needed basis specific to special events As Needed

2. Floors-tile, recondition (Summer Recess) (must use 25% solid wax)

G. Fieldhouse Locker Room

1. Floors – tile, recondition (Summer Recess) (must use 25% solid wax) Yearly

H. Trash Disposal, Carpet, Supplies, Window Cleaning

1. Interior Glass – spot clean, dust Daily

2. Entrance Doors – clean to arms’ length Daily

3. Collected from entire building and taken to central disposal area Daily

4. Carpet, Mats – shampoo (Summer Recess) Yearly

I. Excluded Work

1. Snow Removal

2. Work outside building except immediate entryways

3. Maintenance Repairs

4. Grass mowing and grounds care

J. Day Porter(s)

1. 4 hrs/day – 180 days -- price separately

II. 12 Month Contract

A. Central Office

CONTRACT CLEANING SPECIFICATIONS

Offices, Board Room, Lobby, Restrooms and Breakroom (4 coats of wax)

1. Waste Containers – empty, wipe clean and replace liners 2 x month

2. Glass, interior side of doors & partitions, dust, spot clean 2 x month

3. Paneled Walls, Bookshelves – dust 2 x month

4. Floors – tile dust mop, damp mop 2 x month

5. Floors – carpet, vacuum, spot clean 2 x month

6. Furniture- sills and ledges, dust and spot clean 2 x month

7. Doors, Door Frames, Light Switches, dust and spot clean 2 x month

8. Ceiling & Lights – remove cobwebs 2 x month

9. Floors – tile, high speed burnish 2 x month

10. Upholstered Furniture – Vacuum 2 x month

11. Venetian Blinds – dust 2 x month

12. Bowls and Urinals – clean, sanitize 2 x month

13. Sinks – clean and sanitize, polish fixtures 2 x month

14. Mirrors – clean 2 x month

15. Hand soap, Towels, Tissue Container – Refill 2 x month

16. Floors – sweep/damp mop w/germicidal detergent 2 x month

17. Walls – spot clean 2 x month

18. Floors – scrub w/germicidal detergent 2 x month

19. Drinking Fountain – clean/sanitize 2 x month

20. Sills and Ledges – dust 2 x month

21. Floors – high speed burnish 2 x month

22. Entry Mats – remove and clean under 2 x month

23. Trash collected from entire building and taken to central disposal area 2 x month

24. Floors – Carpet, shampoo 1 x year

25. Floors – tile, recondition (Must use 25% solid wax) 1 x year

ATTACHMENT C

Building Description Size Sq. Ft

Elementary Kindergarten Building 66x58 3828 Classrooms & teacher break room 25x130 3250 1st & 2nd grade w/Principal’s office 25x242 6050 Pre-K & Teacher’s Lounge 37x60 2220 Upper Elementary long hall 180x54 9720 Short hall 10x25 250 Small Metal Building 20x60 1200 Large Metal Building 40x100 4000

TOTAL 30,518

Middle School New building-Music room 34x44 1496 New building-Classrooms 95x78 7410 Main building-hall w/Home EC 66x97 6402 Main hall 190x55 10450 Short hall 20x10 200 Lunchroom 28x70 1960

TOTAL 27,918

High School Office area for Principal 24x22 528 Counselor’s Office 32x20 640 Big Hallway 56x296 16576 New building across road 74x102 7548 Band Hall – small square area 22x33 726 Band Hall – octagon building 40x40 1600 New Band Hall 50x90 4500 Library 63x38 2394 Ag Classroom 25x40 1000 Ag Classroom 20x30 600 Fieldhouse Locker Room 30x30 900

TOTAL 37,012

Lunchroom 77x48 3696

Central Office 88x70 6160

Disclaimer: Square footages are estimates only.

PART IIIPRICING SCHEDULE