7-Custodial Services Questionnaire.docx
DOCX document 31 KB Posted
- Attached to
- Custodial Services
- Solicitation number
- UTD20251111-TB
- Issued by
- Dallas County, Round Rock City, Texas
About this file
This is a Proposer's General Questionnaire for custodial services issued by the University of Texas at Dallas Facilities Management Department. The University seeks proposals from qualified custodial service vendors to provide scheduled custodial services for designated buildings on both the Main Campus and South Campus, with the intent to select up to three vendors to service Main Campus Area 1, Main Campus Area 2, and South Campus. The initial contract period runs for three years beginning July 1, 2026, and ending June 30, 2029, with an option to extend for up to two additional years through June 30, 2031.
The questionnaire requires proposers to provide comprehensive information across six main categories: proposer profile (legal name, business address, years in business, financial information, litigation history, and ownership details); experience and qualifications (corporate background, key personnel resumes, licenses and certifications, quality assurance programs, and service philosophy); extent to which goods and services meet University requirements (service approach, 24-hour emergency coverage capability, response times, work plans, and reporting procedures); past performance on representative projects (minimum three customer references from the past five years); additional requirements (contract management structure, detailed staffing plans, equipment and chemical lists, green cleaning programs, employee training, performance-based contract experience, CIMS certification status, safety programs, and cost-saving recommendations); and miscellaneous items (contingency plans, unique services or benefits, and exceptions to terms and conditions). The questionnaire does not specify pricing terms, set-asides, incumbent information, or funding amounts within the document itself.
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Text version
PROPOSER’S GENERAL QUESTIONNAIRE
NOTICE: WITH FEW EXCEPTIONS, INDIVIDUALS ARE ENTITLED ON REQUEST TO BE INFORMED ABOUT THE INFORMATION THAT GOVERNMENTAL BODIES OF THE STATE OF TEXAS COLLECT ABOUT SUCH INDIVIDUALS. UNDER SECTIONS 552.021 AND 552.023, GOVERNMENT CODE, INDIVIDUALS ARE ENTITLED TO RECEIVE AND REVIEW SUCH INFORMATION. UNDER SECTION 559.004, GOVERNMENT CODE, INDIVIDUALS ARE ENTITLED TO HAVE GOVERNMENTAL BODIES OF THE STATE OF TEXAS CORRECT INFORMATION ABOUT SUCH INDIVIDUALS THAT IS INCORRECT.
PROPOSALS MUST INCLUDE RESPONSES TO THE QUESTIONS CONTAINED IN THIS PROPOSER’S GENERAL QUESTIONNAIRE. Proposer should reference the item number and repeat the question in its response. In cases where a question does not apply or if unable to respond, Proposer should refer to the item number, repeat the question, and indicate N/A (Not Applicable) or N/R (No Response), as appropriate. Proposer shall explain the reason when responding N/A or N/R.
3.1 Proposer Profile
3.1.1 Legal name of Proposer company:
Address of principal place of business:
Address of office that would be providing service under the Agreement:
Number of years in Business:
State of incorporation:
Number of Employees:
Annual Revenues Volume:
Name of Parent Corporation, if any ______________________________ NOTE: If Proposer is a subsidiary, University prefers to enter into a contract or agreement with the Parent Corporation or to receive assurances of performance from the Parent Corporation.
3.1.2 State whether Proposer shall provide a copy of its financial statements for the past two (2) years, if requested by University.
3.1.3 State whether Proposer can provide a financial rating of the Proposer entity and any related documentation (such as a Dunn and Bradstreet analysis) that indicates the financial stability of Proposer, if requested by University.
3.1.4 Is Proposer currently for sale or involved in any transaction to expand or to become acquired by another business entity? If yes, Proposer shall explain the expected impact for the organization.
3.1.5 Proposer shall provide any details of all past or pending litigation or claims filed against Proposer that would affect its performance under the Agreement with University (if any).
3.1.6 Is Proposer currently in default on any loan agreement or financing agreement with any bank, financial institution, or other entity? If yes, Proposer shall specify the pertinent date(s), details, circumstances, and describe the current prospects for resolution.
3.1.7 Does any relationship exist (whether by family kinship, business association, capital funding agreement, or any other such relationship) between Proposer and any employee of University? If yes, Proposer shall explain.
3.1.8 State whether Proposer shall provide the name and Social Security Number for each person having at least 25% ownership interest in Proposer, when requested by University. This information shall be used for the purpose of determining whether an owner of Proposer with an ownership interest of at least 25% is more than 30 days delinquent in paying child support, pursuant to Section 231.006, Family Code. Further disclosure of this information is governed by the Texas Public Information Act, Chapter 552, Government Code, and other applicable law.
3.1.9 Proposer shall provide the name, phone number, and email address of Proposer’s point of contact person for the scope of work.
3.2 Proposer’s Experience and Qualifications
3.2.1 Proposer shall provide written detail of corporate background and experience, including Proposer’s capabilities, resources, etc. Proposer shall describe office locations and capacity of those locations to service the University. Any limitations should be clearly identified.
3.2.2 Proposer shall provide summary resumes for its proposed key personnel who will be providing services under the Agreement with the University, including their specific experiences with similar service projects, and number of years of employment with Proposer.
3.2.3 Proposer shall provide licenses, certifications, and other relevant credentials for proposed key personnel who will be providing services under the Agreement with the University.
3.2.4 Proposer shall describe its quality assurance program, its quality requirements, and how they are measured.
3.2.5 Proposer will describe its service support philosophy, how the philosophy is implemented, and how Proposer measures its success in maintaining this philosophy.
3.3 Extent to Which Goods and Services meet University Requirements
3.3.1 Proposer shall provide a statement of the Proposer’s service approach and will describe any unique benefits to the University from doing business with Proposer. Proposer shall briefly describe its approach for the services identified in the specifications/scope of work of this RFP.
3.3.2 Proposer will provide availability information as requested below:
| 3.3.2.1 | Can Proposer provide 24-hour “on call” emergency coverage? (Y/N) |
| 3.3.2.2 | Proposer’s response time for an emergency call? _______________ |
| 3.3.2.3 | Proposer’s response time for a non-emergency call? _____________ |
3.3.3 Proposer shall submit a work plan with key dates and milestones. The work plan should include:
| 3.3.3.1 | Identification of tasks to be performed; |
| 3.3.3.2 | Time frames to perform the identified tasks; |
| 3.3.3.3 | Project management methodology; and |
| 3.3.3.4 | Implementation strategy. |
3.3.4 Proposer shall describe the types of reports or other written documentation Proposer will provide, if any, and the frequency of reporting, if more frequent than required in the RFP. Proposer shall include samples of reports and documents, if applicable.
3.3.5 Proposer shall describe any difficulties it anticipates in performing its duties under the Agreement with University and how Proposer plans to manage these difficulties. Proposer shall describe the assistance it shall require from the University.
3.4 Proposer’s Past Performance on Representative Projects
3.4.1 Proposer shall provide a minimum of three (3) references for customers who have used services in the past five (5) years that are similar to those included in the specifications/scope of work, and that demonstrates the Proposer’s capability to provide the proposed services. Please include:
a) Name of organization;
b) Industry type;
c) Nature of the services/scope of activities provided;
d) Year(s) service(s) provided;
e) Contact information, title, phone number; and
f) Comments/Details regarding current status of products/services provided by Proposer.
3.4.2 Proposer shall provide a brief description about current and/or past relationship of providing services similar to those required by University’s RFP for the University of Texas at Dallas, or any other University of Texas System campus.
3.5 Additional Requirements
3.5.1 Proposer will explain how the contract will be managed and supervised. Who will be University’s primary point-of-contact? How will a supervisor or account manager be selected for this account (University desires the manager to have at least 5 years janitorial management experience, and the supervisor(s) at least 3 years supervisory experience)? How will workers be held accountable? Etc. Include a description of the management team and provide resumes, if available.
3.5.2 Proposer will provide a detailed staffing plan. This plan should show proposed staffing levels by shift and must be consistent with the annual hours as proposed in the Pricing Worksheet. The staffing plan should include supervisors, janitors, project workers and day porters.
3.5.3 Proposer will provide a detailed equipment and chemical list.
3.5.4 Proposer will describe its nearest management office(s) to the campus. Where are they located? What functions do they serve? How will they support this contract?
3.5.5 Proposer will state how many Full-Time Equivalent (FTE) employees it employs within a 1 hour radius of campus, and how much square footage it provides services for within a 1 hour radius of campus.
3.5.6 University desires and prefers a comprehensive green cleaning program. Proposer will provide details regarding any green cleaning plan that would be implemented with this contract.
3.5.7 Proposer will describe employee recruitment and screening procedures. How will quality workers be retained?
3.5.8 Proposer will describe how absenteeism will be handled. Does the proposal include any absentee floater personnel?
3.5.9 Proposer will submit detailed information on the type of custodial training provided for employees and supervisors. Identify the format of training classes, length of training periods and demonstration locations, if applicable.
3.5.10 Proposer will describe its experience with performance-based contracts. How is Proposer measured for performance? Has Proposer been successful meeting the requirements? Please provide details, if available.
3.5.11 Proposer will state that it has read and fully understands the performance criteria, scope of work, and Key Performance Indicators (KPI’s), and that it will fully comply with these requirements if awarded the contract.
3.5.12 Proposer will describe its experience with single-stream recycling.
3.5.13 Proposer will describe its experience with day cleaning. Does Proposer recommend day cleaning for university buildings? Why or why not?
3.5.14 University prefers Proposers that are CIMS certified. Proposer will provide details regarding any CIMS certification, or other relevant certifications and honors.
3.5.15 Proposer will provide details regarding its Safety Program. Is there a safety plan in place? How does Proposer’s safety ratings or incidents compare to industry averages?
3.5.16 Proposer will list any additional services that it can provide University.
3.5.17 Proposer will list any cost saving recommendations that would help University save money on its custodial or related spend.
3.6 Miscellaneous
3.6.1 Does Proposer have a contingency plan or disaster recovery plan in the event of a disaster? If so, then Proposer shall provide a copy of the plan.
3.6.2 Proposer shall provide details describing any unique or special services or benefits offered or advantages to be gained by the University from doing business with Proposer. Additional services or benefits must be directly related to the goods and services solicited under this RFP.
3.6.3 Proposer shall list any exceptions to the terms and conditions included in the University’s service agreement.
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