250000000950 Schedule A - Professional Services - Bidder Box v5.docx

Michigan.gov/MiProcurement Contractor must enter company name here.

Michigan.gov/MiProcurement SCHEDULE A – STATEMENT OF Work Request for Proposal No. 250000000950 FCTC / FCEC Housekeeping Services This schedule identifies the anticipated requirements of any Contract resulting from this RFP. The term “Contractor” in this document refers to a bidder responding to this RFP, as well as the Contractor who is awarded the contract. The term “Bidder” is used to identify where specific responses to the RFP are required.

The Contractor must respond to each requirement or question and explain how it will fulfill each requirement. Attach any supplemental information and appropriately reference within your response.

IMPORTANT NOTE TO CONTRACTORS/BIDDERS: There are specific requirements for which acceptance must be simply acknowledged through a checkbox(es), and others that require further explanation. Click the appropriate checkbox and complete the entries as appropriate.

BACKGROUND

The Department of Military of Veterans Affairs (DMVA) is seeking a single contractor to perform full service housekeeping services for the Fort Custer Education Center (FCEC) located at Fort Custer Training Center in Augusta, Michigan. The FCEC is operated and maintained as a premier lodging and conference facility dedicated to providing clean and well-maintained overnight accommodations to its customers. The FCEC is open 24 hours, 7 days per week, excluding some federal holidays. The FCEC has 243 lodging rooms, event spaces for meetings and on-site training rooms. The customer base for the FCEC includes but is not limited to Michigan Army and Air National Guard personnel, other active duty service members and personnel from other government entities, and authorized civilian worldwide.

SCOPE

The scope of work for this contract is for a contractor to provide on-site Full service housekeeping services at the FCEC.

NOTE: This solicitation is designated as a Community Rehabilitation Organization (CRO) set aside. Bids from non-CRO bidders will only be considered if no responsive CRO bids are received, or if the CRO bids are not determined to be within fair market value.

1. Requirements

1.1. General Requirements

A. Housekeeping Services:

The FCEC consists of 243 lodging rooms. There are 200 single rooms with twin beds and 43 rooms with a queen bed. 23 queen rooms have a private bathroom and of these four of the rooms are handicapped accessible. 200 twin rooms and 20 queen rooms have shared bathrooms equally 110 shared bathrooms and 23 private bathrooms. The Contractors personnel must provide full housekeeping services meeting the needs of DOD personnel who utilize FCEC lodging.

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Bidder must describe how they comply with the above requirement(s):

B. The Contractor housekeeping hours of operation may vary where needed to assure coverage. Typical shifts for housekeeping operations are as follows:

· Day Shift – 0900 to 1700 (9:00 am to 5:00 pm) Any deviations from housekeeping schedule listed above, must be requested to the State by the Contractor in writing. The Contractor must present the request to the Program Manager prior to implementation of any changes to this Contract.

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Bidder must describe how they comply with the above requirement(s):

Note: The Contractor must always maintain an adequate work force for uninterrupted performance of the duty’s states below, when hiring personnel the Contractor must keep in mind the stability and continuity of the work force is essential. Observed Federal Holidays are: New Years Day, Memorial Day, Fourth of July, Labor Day, Thanksgiving and Christmas Day. These observed holidays are not billable hours.

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Bidder must describe how they comply with the above requirement(s):

C. The Housekeeping deliverables are:

1) Room Upkeep The Contractor’s Housekeeping representative shall receive the housekeeping report daily from the FCEC front desk staff. The housekeeping report will outline which rooms will need to be cleaned, reset, or thoroughly cleaned. Rooms with Do Not Disturb signs will be noted on the housekeeping report and subtracted from the total rooms requested to be cleaned or reset. Those rooms with Do Not Disturb signs will not be charged as being cleaned nor will be expected to be cleaned that day by the Program Manager. However, if service is requested such as sheet or towel change, the room will be serviced and charged as cleaned. Thorough cleansing will occur every 70-90 days per room.

Room check-in is officially 4:00pm (1600hrs). Room check-out is officially 11:00am (1100 hrs.), with an extended checkout at 1:00pm (1300hrs). The contractor shall inform the program manager when rooms are still being occupied past the extended checkout time & and occupant will be charged extra day.

Room information:

· 200 - Twin Rooms 142 Sq. Ft – Carpeted with shared bathroom

· 20 - Queen Rooms 249 Sq. Ft – Carpeted with shared bathroom

· 15 - Queen Rooms 249 Sq. Ft – Carpeted with private bathroom

· 9 - Queen Suites 309 Sq. Ft – Carpeted with private bathroom

· 134 - Bathrooms 25 Sq. Ft – Sealed Concrete

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Bidder must describe how they comply with the above requirement(s):

2) Categories of Room Housekeeping

· Room Clean The Contractor must report marks and stains on or in furniture; clean the bathroom and lodging room door knobs with disinfectant; make sure all shower curtain hooks are secure and present; remake bed; empty waste baskets; vacuum carpet; dust furniture, window sills, blinds, lampshades, and television; mop bathroom floor; clean mirrors, sinks, toilets, and shower; supply clean towels if left on the floor; supply amenities (soap, shampoo, coffee, cups, condiment packet, toilet paper, and tea); any guest staying over 7 days will have a sheet change on the 8th day.

· Room Reset The Contractor must ensure all linen is changed with clean linen; empty waste baskets; clean mirrors, sinks, toilets, and shower; clean phone; clean coffee pot, refrigerator (empty any leftover food); personal items will be marked with room number and date of reset / in accordance with lost and found standard operating procedures, items will then be taken to the front desk or Program Manager; clean edging at the base of the wall; clean cords behind the night stands, under the desk, and armoire; clean under the sink; verify appropriate literature and door signage (Emergency Map, Guest Services, Channel Line-Up, “Do NOT Disturb”, etc.); wipe down exterior of all furniture; clean under the furniture and remove items left in furniture.

· Thorough clean A thorough clean provides these services in additional to a room reset. The Contractor shall clean spots or stains on upholstery; remove scuffmarks from walls and doors; wipe down all walls; Vacuum carpet moving all furniture to include: edges of walls, behind bed frames, dresser, desk, and night stand; clean pictures and glass; use extractor to shampoo carpets; scrub all chrome like fixtures to remove lint build up; wipe down all door frames; clean vent slots; defrost refrigerator/freezer and clean.

· Hazmat clean The Contractor must meet the thorough clean standards and include treatment for blood, bile or other biohazards.

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Bidder must describe how they comply with the above requirement(s):

D. The Contractor must Inventory the rooms linens and towels. The Contractor will be provided five laundry storage rooms. The Contractor will be responsible for signing for all bedding linen from the program manager as well as towels used for the guests. Contractor will be held responsible for the inventory of linen and towel exchange during the laundry pick-up and drop off. The FCEC program manager will conduct periodic inventories to ensure linen and towels are still accounted for the facility. The contractor’s representative will report any damaged or soiled items to the program manager. The contractor will cart soiled linens to FCEC Laundry room for cleaning.

Note: All bed sheets, pillowcases, blankets, throws, bath towels, hand towels, facecloths, and bathmats will be furnished by the FCEC facility. Amenities: Shampoo, soap, coffee, creamer/sugar packets, toilet paper, tea, coffee and plastic cups will be furnished by the FCEC facility.

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Bidder must describe how they comply with the above requirement(s):

E. The Contractor is responsible for all cleaning equipment and cleaning supplies needed to perform the operations specified in this contract.

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Bidder must describe how they comply with the above requirement(s):

F. The Contractor must assure housekeeping staffs’ appearance is professional. The Housekeeping staff will wear business casual style clothing with a neat and clean appearance. Jeans, workout attire, and clothing showing extreme wear are unauthorized. Footwear must be professional in appearance and free of dirt, tears, and scuffs. The contractor personnel must wear name tags identifying company name and contractor name.

Note: Staff must not have visible tattoos that are obscene, gang affiliated, advocate sexual, racial, ethnic or religious discrimination or are unprofessional in nature. No ear, nose, tongue or any exposed body part piercings except for one matching pair of earrings. Hair must be cleaned, neatly combed and tied back should length if longer than shoulder. Beards and facial hair must be short and trimmed neatly.

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Bidder must describe how they comply with the above requirement(s):

G. Professional Etiquette. Housekeeping staff shall receive hotel service etiquette training from the Program Manager along with, military customs, and courtesies. The Program Manager will work with the full-time onsite supervisor to ensure knowledge and understanding of military customs and courtesies.

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Bidder must describe how they comply with the above requirement(s):

1.2. Transition

The Contractor must identify a time phased in plan, all of the proposed key steps included in your transition plan in order to implement the front desk and laundry services. This transition plan must include how your company proposes to implement a smooth transition from the staff currently performing the work and the previous contractor.

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Bidder must describe how they comply with the above requirement(s):

1.3. Training

The Contract Personnel shall receive hotel service etiquette training from the full-time onsite supervisor; along with, military customs, and courtesies. The Program Manager will work with the full-time onsite supervisor to ensure knowledge and understanding of military customs and courtesies. Additional training may be required, and it’s expected the Contractor will make sure all personnel are in attendance that provide services in Front Desk and Laundry services.

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Bidder must explain its training capabilities and any training that is included in its proposal:

1.4. Funding Requirements

There is no guarantee of the described work. The work authorized off this contract shall be contingent upon funding.

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Bidder must describe how they comply with the above requirement(s):

1.5. Required Functionality Relating to Data Retention, Disposal, and Retrieval The State has legal obligations to retain, dispose, and retrieve State Data along with obligations to manage and secure State Data. To meet these obligations, the Solution must allow the State to:

· retain all data for the entire length of the Contract.

· delete its data or request the deletion of its data, even data that may be stored offline or in backups.

· transfer its data back to the State or to a new vendor or new solution.

· transfer its data to the Archives of Michigan as may be required by a retention and disposal schedule.

· retrieve data, even data that may be stored offline or in backups.

Except as otherwise stated in the Contract, Contractor will not dispose of, delete, or destroy State Data without the prior written approval of the State.

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Bidder must review and explain how the data retention, disposal, and retrieval requirements will be met by the solution and describe its data management capabilities (storage limitations, duration, etc.). If the Solution does not allow the State to perform these activities itself, the bidder must explain how it will support the State’s compliance with these requirements.

2. Service Requirements

2.1. Timeframes

All Contract Activities must be delivered immediately upon receipt of order. The receipt of order date is pursuant to the Notices section of the Standard Contract Terms.

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3. Acceptance

3.1. Acceptance, Inspection, and Testing

The State will use the following criteria to determine acceptance of the Contract Activities:

A final copy of the contract along with the Contractors project plan must be provided to the Program Manager for review and approval of the identified deliverables prior to the kickoff meeting. The Program manager will approve invoices per the agreed upon deliverables. The Program Manager shall periodically, or as necessary, inspect the Contractor’s housekeeping performance to ensure a high level of cleanliness is maintained throughout the living quarters.

Note: Corrective action will be taken by the contractor upon written notification by the FCEC staff for housekeeping tasks not considered clean and/or sanitary.

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4. Staffing

4.1. Contractor Representative

The Contractor must appoint an individual specifically assigned to State of Michigan accounts, who will respond to State inquiries regarding the Contract Activities, answer questions related to ordering and delivery, etc. (the “Contractor Representative”). Bidder must identify its Contractor Representative.

The Contractor must notify the Contract Administrator at least 30 calendar days calendar days before removing or assigning a new Contractor Representative.

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Bidder must identify its Contractor Representative:

4.2. Customer Service Number

The Contractor must specify its phone number for the State to contact the Contractor Representative. The Contractor Representative must be available for calls during the hours of 8:00 am to 5:00 pm EST.

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Bidder must identify its Customer Service Toll-Free Number:

4.3. Work Hours

The Contractor must provide Contract Activities 24 hours a day, 7 days a week per the identified deliverables above.

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4.4. Key Personnel

The Contractors must appoint an individual who will be directly responsible for the day-to-day operations of the Contract (“Key Personnel”). Key Personnel must be specifically assigned to the State account, be knowledgeable on the contractual requirements, and respond to State inquiries within 24 hours.

The Contractor must identify the Key Personnel, indicate where they will be physically located, describe the functions they will perform, and provide current chronological résumés.

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A. The Contractor must identify all Key Personnel that will be assigned to this contract in the table below which includes the following:

1. Name and title of staff that will be designated as Key Personnel.

2. Key Personnel years of experience in the current classification.

3. Identify which of the required key personnel positions they are fulfilling.

4. Key Personnel’s roles and responsibilities, as they relate to this RFP, if the Contractor is successful in being awarded the Contract. Descriptions of roles should be functional and not just by title.

5. Identify if each Key Personnel is a direct, subcontract, or contract employee.

6. Identify if each Key Personnel staff member is employed full-time (FT), part-time (PT) or temporary (T), including consultants used for the purpose of providing information for the proposal.

7. List each Key Personnel staff member’s length of employment or affiliation with the Contractor’s organization.

8. Identify each Key Personnel’s percentage of work time devoted to this Contract.

9. Identify where each Key Personnel staff member will be physically located (city and state) during the Contract performance.

<Add more rows below as needed> 1.

Name 2.

Years of Experience in Current Classification 3.

Role(s) / Responsibilities 4.

Direct / Subcontract/ Contract 5.

% of Work Time 6.

Physical Location

B. The Contractor must provide detailed, chronological resumes of all proposed Key Personnel, including a description of their work experience relevant to their purposed role as it relates to the RFP.

Qualifications will be measured by education and experience with particular reference to experience on projects similar to that described in the RFP.

Bidder must provide the resumes and information as required above – either in this response box or identified here as an attachment to this RFP labelled as [add details].

4.5. Organizational Chart

The Contractor must provide an overall organizational chart that details staff members, by name and title, and subcontractors.

Bidder must provide detailed information as required above – either in this response box or identified here as an attachment to this RFP labelled as [add details].

4.6. Disclosure of Subcontractors – No subcontractors are allowed

4.7. Security

The Contractor must explain any additional security measures in place to ensure the security of State facilities. The State may require the Contractor’s personnel to wear State issued identification badges.

The Contractor’s staff may be required to make deliveries to or enter State facilities. The Contractor must: (a) explain how it intends to ensure the security of State facilities, (b) whether it uses uniforms and ID badges, etc., (c) identify the company that will perform background checks, and (d) the scope of the background checks.

The Contractor is responsible for safeguarding all government property provided for contractor use. Physical security requirements can be found in the FCEC SOP.

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Bidder must explain any additional security measures in place to ensure the security of the State and its facilities:

5. Project Management

5.1. Project Plan

The Contractor will carry out this project under the direction and control of the Program Manager. Within 30 calendar days of the Effective Date, the Contractor must submit a final project plan to the Program Manager for approval. The plan must include: (a) the Contractor's organizational chart with names and title of personnel assigned to the project, which must align with the staffing stated in accepted proposals; and (b) the project breakdown showing sub-projects, tasks, timeline, and resources required.

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Bidder must submit its project plan as described above:

5.2. Meetings

The Contractor must attend the following meetings:

The Contractor’s housekeeping services representative will meet once a week with the Program Manager to cover the following items, forecast of schedule events, completion of tasks as required, and damages to rooms, furniture, and linen.

Locations of the meetings will be determined by the Program Manager. Upon agreement of the Program Manager, the Contractor may propose reasonable alternate meeting locations as necessary for the convenience of both parties and to reduce expenditure costs.

The State may request other meetings, as it deems appropriate.

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5.3. Reporting

The Contractor must submit to the Program Manager or identify the individual(s) the reports should be delivered to] the following written reports:

· Monthly Training, Progress and Staffing Reports

· Disciplinary Action Reports, if applicable

· In-service Trainings

· Description of any unusual circumstances that may have impacted the Contractors ability to successfully provide the SOW or deliverables (i.e. extreme weather, or any other factors).

· Billing invoice and other monthly, quarterly and annual reports as requested by the Program Manager.

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Bidder must explain its reporting capabilities and any reporting that is included in its proposal:

Bidder must provide samples of required reports as attachments to this RFP. List file names here.

6. Pricing

6.1. Price Term

Pricing is firm for the entire length of the Contract.

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6.2. Price Changes

Adjustments will be based on changes in actual Contractor costs. Any request must be supported by written evidence documenting the change in costs. The State may consider sources, such as the Consumer Price Index; Producer Price Index; other pricing indices as needed; economic and industry data; manufacturer or supplier letters noting the increase in pricing; and any other data the State deems relevant.

Following the presentation of supporting documentation, both parties will have 30 days to review the information and prepare a written response. If the review reveals no need for modifications, pricing will remain unchanged unless mutually agreed to by the parties. If the review reveals that changes are needed, both parties will negotiate such changes, for no longer than 30 days, unless extended by mutual agreement.

The Contractor remains responsible for Contract Activities at the current price for all orders received before the mutual execution of a Change Notice indicating the start date of the new Pricing Period.

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7. Ordering

7.1. Authorizing Document

The appropriate authorizing document for the Contract will be delivery order released off the master agreement.

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8. Invoice and Payment

8.1. Invoice Requirements

All invoices submitted to the State must include: (a) date; (b) delivery order; (c) quantity; (d) description of the Contract Activities; (e) unit price; (f) shipping cost (if any); (g) vendor-generated invoice number and (h) total price. Overtime, holiday pay, and travel expenses will not be paid.

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8.2. Payment Methods

The State will make payment for Contract Activities via Electronic Fund Transfer (EFT). Invoices must be submitted to DMVA-AccountsPayable@michigan.gov with the required detail.

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9. Liquidated Damages Late or improper completion of the Contract Activities will cause loss and damage to the State and it would be impracticable and extremely difficult to fix the actual damage sustained by the State. Therefore, if there is late or improper completion of the Contract Activities the State is entitled to collect liquidated damages in the amount of $5,000 and an additional $100 per day for each day Contractor fails to remedy the late or improper completion of the Work.

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