Complete Custodial Contract Bid packet.pdf

Atherton Community Schools

Mandatory Pre-Bid Meeting: November 7, 2023 at 10:00 a.m.

Mandatory Walk of Facilities: November 7, 2023 after Pre-Bid Meeting

Deadlines for Questions: November 14, 2023 at 2:00 p.m.

Bid Due Date and Time: November 20, 2023 at 2:00 p.m.

Address for Pre-Bid Meeting: 3354 S Genesee Rd Burton, Mi 48519

E Mail Address for Any Communication on this Bid to:

David Bond

Director of Operations and Transportation dbond@athertonschools.org

Questions are Welcome Prior to the Pre-Bid Meeting via E Mail

Please Do NOT Walk our Facilities prior to the Bid Walk

REQUEST FOR PROPOSAL (RFP)

CUSTODIAL SERVICES CONTRACT

October 29, 2023

To: Prospective Bidder

Subject: Request for Proposal

Atherton Community Schools is accepting quotations to provide custodial services to the District. This request for proposal is for a 3-year contract period for which we are seeking guaranteed pricing for January 1, 2024 through December 31, 2027. The District reserves the right to renew the contract for three (3) additional years. Renewal(s) will depend on pricing and level of service received during contract period.

BID DUE DATE: If you desire to bid on these services, please submit your Proposal no later than 2:00 p.m., November 20. Bids will be opened at Atherton JR/SR High School Collaboration Space at 6:30 pm Mail or hand-deliver your sealed bid to: Atherton Schools Central Office 3354 S. Genesee Rd Burton Mi. 48519 Attention: David Bond. Your bid must be received before the bid opening date and time, when all bids will be publicly opened and read aloud. No fax, verbal, e-mail or telephone quotations will be accepted. The District is not responsible for late, lost, misdirected, damaged, incomplete, illegible or postage-due mail bids.

BID COPIES: Each Bidder must submit with the signed original Proposal, three (3) complete copies of the signed original Proposal. Each Proposal must be an original and hard copy, and signed by an authorized member of the Bidder's company. This member should be the highest-ranking officer at the local level.

MANDATORY PRE-BID MEETING AND WALK OF FACILITIES: All prospective Bidders must attend a mandatory pre-bid meeting.

The purpose of the meeting is to provide for questions and answers as required to clarify the requirements and specifications contained in the RFP. Only those prospective Bidders present will be deemed eligible to bid on this project. Any assistants or subcontractors in the project are also required to attend the pre-bid meeting to be held at 3354 S Genesee Rd Burton Mi 48519 at 10:00 a.m. You must walk every site to ensure all contractors see all locations. No other walks will be available.

QUESTIONS: All questions will be directed to the Contract Administrator via e mail before or after the pre-bid meeting, or during the question/answer period during the pre-bid meeting. Please do not ask questions on the walk of facilities. Instead, write them down and we will respond to these and all questions in addendum format in writing. Questions may be asked via e mail until November 14, 2023 at 3:00 pm.

PROPRIETARY INFORMATION: The information provided in the RFP is intended solely for internal use by the Bidder in response preparation. All information contained herein is proprietary and shall not be distributed to any third party, except as required by law.

John D. Ploof, Superintendent

3354 S. Genesee Road

Burton, MI 48519

Phone (810) 591-9182

Fax (810) 591-1926

Section 1 – Bid Instructions

BID GUARANTEE: Each Proposal must be accompanied by either a certified or cashier's check on an open, solvent bank or a bid bond with an authorized surety company in the amount equal to 5% of the first year's estimated dollar distribution to the district. Bid guarantee must be made payable to Atherton Community Schools a guarantee of good faith. If the successful Bidder fails to furnish satisfactory bonds and insurance within 10 days after notice of award, or if the bidder has to back out of the project prior to contract signing, such guarantee shall be forfeited as liquidated damages by the District to compensate for losses due to delay and/or increased costs for the project. The guarantees of the three finalist Bidders will be retained until the bond and insurance and start of work of the successful Bidder have been approved by the District. The guarantees of all other Bidders will be returned within ten days after the bid opening.

PROPOSAL COSTS: Any recipient of the RFP is responsible for any and all costs incurred by it or others acting on its behalf in preparing or submitting a Proposal, or otherwise responding to the RFP, or any negotiations -incidental to its Proposal or the

RFP.

RFP/PROPOSAL INFORMATION CONTROL: The following process described is intended to ensure that all prospective Bidders have equal access to information relative to the RFP. As part of the RFP preparation (which may have included previous discussions with selected prospective Bidders), every effort has been made to provide prospective Bidders with adequate disclosure. Each Bidder shall prepare their Proposal based only on the information contained in the RFP, notwithstanding any information that may have been previously provided. A prospective Bidder noting any inconsistency between the information contained in the RFP and any information previously provided should request clarification. No information communicated, either verbally or in writing, to or from a Bidder shall be effective unless confirmed by written communication contained in the RFP, an addendum to the RFP, a request for clarification or written response thereto, or in the Proposal.

FAMILIAL: Each and every bid shall be accompanied by a sworn and notarized statement disclosing any familial relationships that exist between the owners and any of employee of the firm and the Superintendent of Atherton Community Schools or any of the Board of Education.

IRAN SANCATION FORM: All bids will be accompanied by the Michigan Public Act No.517 of the Iran Sanction form.

RESERVATION OF RIGHTS: The District reserves the right to accept or reject any or all Proposals not withdrawn before the opening date and to waive any irregularity or informality in the Proposal process. The District reserves the right to conduct discussions, request additional information and accept revisions of Proposals from any or all Bidders. The District reserves the right to negotiate with the Bidder whose proposal is deemed strongest by the Selection Committee. Bids may not be withdrawn within 60 days after opening date without forfeiting bid security. The District reserves the right to make such investigations as deemed prudent to determine Bidder's qualifications and eligibility.

FACILITIES: The District is comprised of 3 different buildings throughout the district servicing a pre-K --12 education. The list of Buildings, addresses and Gross Square Footage for each is attached and will be used in the contract for the initial bid price. The JR/SR High School and Elementary buildings have wood Gym floors to be refinished each summer. Should the District add or reduce square footage, a square footage reduction or addition in price will be established on the pricing form. Maps of Each Facility are also included; they may not be to scale.

SCHEDULE: The District is providing a list of the start and ending times of each school.

COVER LETTER: Please prepare on company's business letterhead an executive letter from the leader of the Contracted Organization with authorized signature. This should be limited to a brief narrative highlighting the Proposal and should be aimed at non-technical personnel.

ORGANIZATIONAL CHART: An organizational chart of overall Contractor's management, showing special staff personnel, line supervision, and their relationships to school personnel shall be included.

LEADERSHIP REQUIREMENTS: The Contractor will be responsible for On Site Management. The amount of time spent in the District by On Site Management needs to be delineated on the staffing form and will be used as part of our evaluation process.

Supervisory positions will be required at all Secondary Schools at all times on second shift and available for District Leaders to access during events and emergencies for coverage throughout the District. Please list the Leadership program you propose for this contract and delineate their production vs. supervisory time on the staffing form.

QUALITY ASSURANCE PROGRAMS: Contractor shall provide an outline of Quality Assurance programs, communication systems and follow up to achieve Customer Service and results meet specified tasks. Look at the Specifications for minimal Quality Assurance requirements.

COMMUNICATION REQUIREMENTS: The Contractor will maintain e mail service for our contract and cell phone connection with the On Site Manager at all times. Each Secondary School will have cell phone communication to ensure communication with Supervision who is to be on site at all times during second shift cleaning hours. All Phones and Computers will be at the expense of the Contractor. Please list the communication equipment and processes you plan to include in this District in your proposal.

Section 2 - Requirements

TRANSITION PLAN: The Contractor must provide precise plans for each step in assuming management control and describe its ability to commit the staff personnel and resources required to develop a quick and effective transition into the responsibilities of this contract. A statement of the Contractor's management philosophy, Mission and/or Vision should be included. All Start Up Costs associated with this contract shall be part of the bid price.

STAFFING REQUIREMENTS: Each proposal must design a staffing table for each facility including shift times, hours and starting pay rates to complete the daily, weekly and monthly cleaning requirements during the school year. All hours are NOT to include lunch breaks, on or off the clock, only productive and supervisory time. Staffing is NOT to include Substitute or Fill In Staffing, only regular staffing scheduled to be in the buildings. Staffing is expected to be at School Year Levels starting Labor Day until the Last Day of School.

The District will expect coverage throughout the summer for all regular cleaning and events as listed in the Specifications as well as the required break work. Team Cleaning is allowed on breaks; not all schools must be covered at all times, but staff is expected to remain on the designated shift of serviced agreed upon with the District. No day shall be left uncovered year-round except for the noted holidays. While the Contractor will determine the level of staffing needed during breaks, ALL specifications are to be completed during the actual breaks and in the case of summer, two weeks prior to Labor Day. Cleaning of Athletic areas will continue through winter and spring breaks as well as Summer.

Staffing schedules will be evaluated as part of the bid process. These are to be utilized as minimum staffing levels to achieve the specifications. If specifications are not being met, payroll records may be accessed at any time during the contract for the most recent two months of service to ensure those staffing levels are being met consistently. If the payroll record audit demonstrates a shortage of staffing of over 5% on any given week for the entire district, or 10% on any given week for the school in question, (excluding non-student day and break schedule reductions), the District may fine the Contractor up to $1000.00 per week during that two-month period. This is to ensure the Contractor's commitment to providing accurate data in the bid for anticipated staffing levels, and to ensure the Contractor's commitment to meeting bid specifications. This audit will only be conducted if the specifications are not being met.

The District is expecting to receive what was bid as a minimal staffing level. If the Contractor finds it needs to put in more time to achieve the Specification levels, then the Contractor must do so at no additional charge to the District. It is the responsibility of the Contractor to be a professional and bid the work accurately. Should the Contractor find it can provide less hours to achieve the Specification levels, then it shall negotiate an agreed upon savings at the end of each anniversary date, benefiting both groups as an incentive to be more cost efficient and share the savings.

WAGES: The Contractor is to provide the starting wages for each position on the staffing worksheet. The District reserves the right to check the wages at any time through accessing payroll records to ensure the Contractor's employees are indeed being paid the starting wage listed in the Bid document. Wages have a direct correlation to retention and will be evaluated as such in the proposal evaluation. Failure to provide the starting wage to employees upon their hire in that position can result in a fine up to $500.00/week to the Contractor to be taken off their monthly billing. Once again, the intent is simply to ensure the Contractor is indeed stating accurate wages in their bid.

BENEFITS, INCENTIVES, INCREASES: The Contractor is to Provide a Detailed Outline of all Benefit Packages (including number of employees who qualify, coverage's, co pays and deductibles), Financial Incentives and Increase Schedules for their Staff.

These will be used in the evaluation processes as the District Recognizes motivated employees increase retention. Additionally, it is the Contractor's obligation to stay within all State and Federal mandated wage and benefit programs.

PAID TIME OFF: Give in detail the paid time off including vacation, sick and holiday days for all classification of workers.

HUMAN RESOURCES SUPPORT: The Contractor shall provide the Human Resource structure that will support this District in acquiring good candidates for hire and describe the interview, selection, and screening process. All new hires must be FBI fingerprinted with results minimally meeting the State of Michigan requirements for staff placed in Public Schools, and a 5 Panel Drug Test Result that came back negative. The District must be provided with these results for approval BEFORE they are to be placed working at the District. Please provide your Human Resources Program in your proposal.

SAFETY: The Contractor shall use a proactive safety program for its employees and operations at the schools, as well as comply with all District safety rules that apply to custodial services operations. The contractor shall include the corporate safety program in the proposal.

TRAINING PROGRAMS: The proposal shall include a description of training programs used for ALL levels that will be employed by the District, and will be expected to comply with all MIOSHA/OSHA training to schedule.

EQUIPMENT: The contractor will be expected to provide the necessary equipment to meet the demands of the Custodial Services Specifications in this document. An equipment list for each location and value of equipment must be included in the bid. Failure to include this Equipment List will result in being excluded from the bid process.

Repair and Replacement of the Equipment during the length of the contract and any subsequent renewal terms are the responsibility of the Contractor. Equipment is to be maintained in such a manner to ensure the frequencies of the specification are maintained, and the quality is not compromised due to equipment neglect, failure or absence. To that end, back up equipment must be readily available to the District at no extra charge to ensure specification frequency and quality is met.

It is understood and agreed that the District shall in no way be responsible for any theft, disappearances or other misappropriation of any equipment to be supplied by the contractor, nor for the theft, disappearance, or other misappropriation of any supplies or any other property of the contractor.

Please include in your Proposal your Equipment Preventative Maintenance, Repair and Replacement Processes.

CONSUMABLE SUPPLIES: The Contractor will provide all Toilet Paper, Paper Toweling, Soap, Trash Can Liners, Air Fresheners, Hand Sanitizer, Dry Erase Cleaner, etc. for use in the District.

CLEANING SUPPLIES: All Cleaning Chemicals, Small Tools, Microfiber, Mops, Dust Mops, Laundry, Mop Buckets, Vacuums, Carts, Handles, etc. are the responsibility of the Contractor and as such, supplied in a timely manner to ensure the specification frequency and quality are met. Please list in your proposal your cleaning supply program.

GREEN PROGRAMS AND ENERGY CONSERVATION: The District believes in Green Cleaning Programs which include the use of micro fiber, green seal certified chemicals and equipment, low moisture systems and recycling participation. The District does not expect a 100% Green Program, but does value a partner committed to Green processes. Include the Contractor's Green Cleaning Program for School Districts in the Proposal.

The Contractor agrees to keep energy consumption at a minimum and will comply with energy conservation practices and policies in keeping with the District's efforts. Include an energy conservation program in your proposal.

FINANCIAL STABILITY: The Contractor shall provide a certified letter of good standing for a line of credit from a reputable financial institution. This letter must be dated as current within the last six months prior to this RFP.

OPERATING STATEMENT: The Contractor shall submit a complete estimated operating statement for the proposed contract period(s), indicating the following estimated costs by category.

• Salaries and Wages for this Contract

• FUTA and Tax Estimates for this Contract

• General Liability and Workers Compensation Insurance for this Contract

• Hourly Increases Prorated over 3 Years for this Contract

• Annual Vacation/Holiday/Personal Day Budgets for this Contract

• Health Benefits Paid by Employer for this Contract

• Training and Motivation Program Costs for this Contract

• Custodial and Office Supplies including Uniforms and Laundry for this Contract

• Equipment Purchase for this Contract

• Repair and Replacement of Equipment for this contract

• IT/Communication Equipment for this contract

• Contracted Window Cleaning Costs for this Contract

• Direct Management Costs Expenses for this Contract

• Indirect Management and Administration Expenses for this Contract

• Sales Commission and Marketing Expenses for this Contract

• Other List Specific Items for this Category if included for this Contract

• Operating Profit for this Contract

CONTRACTOR'S EXPERIENCE AND CAPABILITIES: The Proposal must include a description of the general background, experience and qualification of the Contractor in K-12 locations. The Contractor must list at least three operations presently serviced that is similar in nature to that of the District's within the State of Michigan. One of these references must be for a PK- 12 complete District with Custodial Service contract needs similar to this District within the State of Michigan. List the Square Footage of the Districts that the Contractor is responsible for cleaning, the number of FTE's servicing that District and the period of time the Contractor has served the District. This information shall include the names, titles, addresses, and telephone numbers of individuals who are in a position to evaluate the general quality of the operation at their facilities. More references are welcome.

CONTRACT REQUIREMENT: A Proposed Contract is to be Attached. The Expectation is the Contract will include the School Facility List, Specification, The Contractor's Proposal and this RFP. Please read over all documents carefully and list any exceptions to the documentation together with an explanation as to the reason for the exception and the suggested change to be negotiated. Otherwise, the selected Contractor shall be required and expected to meet the documentation in its entirety, except to the extent exceptions are expressly noted in its Proposal.

Contract award will be based upon a comprehensive review and analysis of the Proposals that best meet the needs of District.

The specific evaluation criteria will include the following and is listed in order of importance to the District.

• Overall Sustainability of the Program - Likelihood of a Successful Transition and Consistent Performance to the Specifications for three to six+ years of expected contract length. The analysis of these criteria takes into consideration the entire proposal documentation as a sum of its parts.

• Price VALUE measured against the Sustainability over time, a contract that does not go well or has to end early is much more expensive than doing it right the first time

• Employee Wage, Benefit and Incentive Structure to promote Employee Retention and Satisfaction

• Past Experience in custodial service operations of a similar nature with References supporting positive, problem solving, result oriented relationships

• Presentation and Interview, Company demonstrates program in action and answers all questions on how they achieve results in all areas

• Staffing Levels Reasonable to Specification Completion

• Equipment Purchase meets the needs of the District

• All Data is Complete in all other Sections as asked, omission or nebulous information suspicious by nature.

• Contract Exceptions are Reasonable and Negotiable

Section 3 – Evaluation Criteria

1. Jr Sr High School - 3354 S. Genesee Rd Burton MI 48519, 325 students, 77,215 sq. ft. School hours 7:30 a.m. -2:30 p.m.

2. Elementary - 3444 S. Genesee Rd Burton MI 48519, 306 students, 89,232 sq. ft., School hours

8:15 a.m. -3:28 p.m.

3. Vern Van Y - 2400 Clarice Blvd. Burton MI 48519, 100 students, 14,268 sq. ft., School hours

10:00 a.m.-2:00 p.m.

Section 4 – School Facility List

Atherton Community Schools

DISTRICT WIDE CUSTODIAL SERVICES PROPOSAL

Year One: January 1, 2024 - December 31, 2024 $ __________________________________

Year Two: January 1, 2025 - December 31, 2025 $___________________________________

Year Three: January 1, 2026 - December 31, 2026 $___________________________________

If Square Footage is deducted from the Contract, the price/sq. ft. reduced is: $________________________________

If Square Footage is added to the Contract, the price/sq. ft. increased is: $ _________________________________

Printed Name of Executive Official for Contractor Date

Signature of Executive Official for Contractor Date