custodial cleaning 2021.pdf

Les Cheneaux Community Schools

PO BOX 366

298 E M-134

Cedarville, MI 49719

(906) 484-2256

Request for Proposal Custodial/Maintenance Services

For the years ending June 30, 2022, 2023, and 2024

LES CHENEAUX COMMUNITY SCHOOLS

CUSTODIAL/MAINTENANCE SERVICES CONTRACT

RFP

1.0 SECTION 1 – REQUEST FOR PROPOSAL

1.1. SUBMISSION DEADLINE AND REQUIREMENTS: Les Cheneaux Community School District is requesting bid proposals from qualified companies for a Contract for Custodial/Maintenance Services. Proposals must be received at Les Cheneaux Community School District Administration Office, Attn: Kris Hill, no later than 1:00 p.m. EST on April 7, 2021

1.2. Additional copies of the RFP documents are available upon request.

1.3. Each Bidder is responsible for delivery of Proposal. Proposals and/or Proposal revisions received after the date and time specified will not be considered.

1.4. Each Proposal must be an original hard copy, signed by an authorized member of the Bidder’s company.

1.5. Each Bidder must submit with the signed original Proposal, an electronic copy on a jump drive or CD: in lieu of the electronic copy, (4) four signed copies may be submitted

1.6. INQUIRIES: Prospective Bidders may request clarification of information contained in the RFP. All such requests may be received by email, mail or facsimile. A response to all written requests will be provided after the receipt of such request. Responses to any request for clarification will be provided in writing to all prospective Bidders who are on record as having received the RFP

1.7. A non-mandatory site visit is scheduled for March 22, 2021 at 3:30pm. A walk through will be completed at this time.

Any and all questions will also be addressed at this time.

1.8. 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.

1.9. RESTRICTIONS ON COMMUNICATION: From the issue date of the RFP until a Contract has been awarded and announced, prospective Bidders, Selection Committee members, employees and students are not allowed to communicate about the subject of the RFP or a Bidder’s Proposal except to address inquiries (reference section I- 1.06).

1.10. 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.

1.11. 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 the 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 (reference Section 1-1.06).

1.12. OPENING OF PROPOSALS: At the specified time and date stated in Section 1-1.0 all submitted Proposals shall be opened. No immediate decision will be rendered.

1.13. RESERVATION OF RIGHTS: Les Cheneaux Community School 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. LCCS reserves the right to conduct discussions, request additional information and accept revisions of Proposals from any or all Bidders. LCCS reserves the right to negotiate with the Bidder whose proposal is deemed strongest by the Selection Committee. LCCS reserves the right to make such investigations as deemed prudent to determine Bidder's qualifications and eligibility, including but not limited to, requests for financial statements and company profiles.

1.14. FINALITY OF DECISION: Any decision made by Les Cheneaux Community Schools, including the selection of a

Contractor, shall be final.

1.0 SECTION II – DEFINITIONS

1.01 “District” – The Board of Education of Les Cheneaux Community School District or its expressly authorized representative. The term may also be referred to as “Owner” or “LCCS”.

1.02 “Contractor” – Any custodial company having been invited by LCCS, as a matter of being on record as having received the RFP,and preparing and presenting a Proposal for the CUSTODIAL SERVICES

CONTRACT.

1.03 “Proposal" – A response to the RFP submitted in accordance with the RFP.

1.04 “Custodial Services” – Refers in the RFP to the current privatized service provider contract that includes the cleaning/maintaining of buildings.

1.05 "Properties" – Any facility, land, or real estate owned or controlled by Les Cheneaux Community Schools.

1.06 "Contract" – The Contract resulting from the School District’s acceptance of the Contractor’s Proposal, together with such form of Contract, if any, as School District and Contractor may reasonably agree, that encompasses the RFP and the successful Proposal.

1.07 “Accounting period” – a one- (1) month accounting period within a contract year.

1.08 “Contract Year” – Year 1 is from July 1, 2021 through June 30th, 2022, subsequent years will be each 12-month period commencing on July 1 and ending on the next succeeding June 30 during the term hereof or ending on the termination date if the contract is terminated earlier if this contract is terminated prior to June 30.

1.09 “District Representative” – person or persons from each component authorized to handle administrative matters associated with the contract.

2.0 SECTION III – SPECIFICATIONS/SCOPE OF WORK

2.01 BACKGROUND – GENERAL OVERVIEW: This RFP is being issued to qualified custodial service providers for the operation of the following custodial components at LCCS.

2.02 LCCS is comprised of one building servicing grades pre-K – 12.

2.02.1 The contractor will be expected to provide the necessary equipment to meet the demands of the

Operations Department maintaining quality and service standards. It is understood and agreed that the District shall in no way be responsible for any theft, disappearance or other misappropriation of any equipment supplied by the contractor, nor for the theft, disappearance, or other misappropriation of any supplies or any other property of the contractor wherever located.

3.02.2 Failure by the contractor to maintain quality, service, and/or cleanliness standards as determined by District management will be documented and may result in cancellation of part or all of custodial contract.

2.03 The requirements in this scope of work are the minimum required for the District’s custodial services program. Contractors are encouraged to be creative and propose improvements and enhancements for consideration.

2.04 OBJECTIVES: The District seeks to accomplish the following objectives for its custodial/maintenance services. (This list is not in order of importance.)

3.04.1 Maximize productivity through strong custodial/maintenance service operations.

3.04.2 Instill flexibility into all aspects of custodial/maintenance service operations to enhance responsiveness to demand.

3.05 GENERAL POLICIES AND REQUIREMENTS APPLYING TO ALL AREAS

3.05.1 All custodial/maintenance functions shall be performed in District facilities on campus. The contractor will not be authorized to utilize the facilities for any other custodial/maintenance service or purpose not specifically defined in the RFP.

3.05.2 The Contractor will provide services at the times required.

3.05.3 The policies and activities of the contractor shall be subject to the approval of the District; said policies and activities shall include, but not be limited to, the quality of the services by the award contractor.

3.05.4 The Contractor’s assigned representative shall meet regularly with authorized members of the District to effect adjustments in operations and cooperate at all times to maintain maximum efficiency, cleanliness, and good public relations with students, faculty, staff and guests or clients.

3.06 FACILITIES AND EQUIPMENT: The District will provide the contractor with all facilities to efficiently operate the custodial/maintenance service as proposed, together with heat and utility service (except telephone service). The District will maintain utility service at its best efforts. The District will not be responsible for any losses caused by utility outages. 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.

3.06.1 The contractor will maintain internet access with a current e-mail account and will provide LCCS with

24 hour contact information.

3.06.2 The contractor will be responsible for advising the District of the need for, and the District or its designee will make, all necessary repairs and replacements to its facilities and Facilities equipment, except in those instances where the necessity for repair or replacement is due to negligence on the part of the contractor or employees under the supervision and direction of the contractor. If any such incidents occur, repair and/or replacement costs are the responsibility of the award contractor.

3.06.3 The Contractor will provide cleaning supplies.

3.06.4 The District will provide maintenance supplies and consumables.

3.06.5 The contractor is responsible for control of the keys obtained from the District, for the areas provided for the operation of custodial services. The contractor shall be responsible for reimbursing the District for the replacement of lost keys and cost of re-keying and replacement of lock cylinders required as a result of negligence and/or lost keys by its employees. Keys shall be returned to the Supervisor of Operations at the termination of the contract.

3.0 SECTION IV – CONTRACT FORMATION AND PERIOD

3.01 This is a request for Proposals only. Proposals will be treated as offers to enter into a Contract with the District. The written acceptance of the Contractor’s Proposal by the District shall constitute a Contract, pending execution of a formal written Contract satisfactory to both the District and the Contractor.

3.02 LENGTH OF CONTRACT: The Contract period shall begin July 1, 2021. The District plans to award a

Contract to the Contractor as a result of the RFP for an overall period of 3 years. Maximum length of the Contract will be determined by the bid results, with the possibility of one-year extensions.

3.03 TERMINATION: The District may terminate the Contract upon sixty (60) days written notification to the

Contractor if performance is not satisfactory as it relates to service requirements, deviation from specified product quality or cost agreements.

4.0 SECTION V – SELECTION TIMELINE

The District’s anticipated timeline for the selection process is:

3/15/21 RFP sent to prospective Bidders 4/07/21 Deadline for submitting proposals – 1:00 p.m. Bid Opening 4/19/21 Board of Education receives proposals and recommendations, and selects contractor.

4/21/21 Bidders notified of decisions.

7/01/21 Custodial Service Operations Begins In Full

5.0 SECTION VI – PROPOSAL REQUIREMENTS AND FORMAT

5.01 This outlines the information that must be provided by Bidders and the required format for the Proposal. Any Proposal not providing the required information, or not conforming to the format specified, may be disqualified. Please refer also to the SUBMISSION DEADLINE AND REQUIREMENTS section (reference Section 1 -1.0) of the RFP for additional requirements.

5.02 Proposals must demonstrate an understanding of the scope of work and the ability to accomplish the tasks set forth and must include information that will enable the District to determine the Bidder's overall qualifications. Each Proposal shall also include any other information that the Bidder feels is significant in making an informed decision relative to the Proposal.

5.03 Any exceptions to the specifications or any other special considerations or conditions requested or required by Bidder shall be enumerated by the Bidder and submitted as part of its Proposal, together with an explanation as to the reason the specifications cannot be met. Each Bidder shall be required and expected to meet the specifications in their entirety, except to the extent exceptions are expressly noted in its Proposal.

5.04 Each Bidder shall submit its Proposal by year for a contract period of 3 years.

5.05 The District requests all bid Proposals be submitted in the format as outlined in Appendix A.

6.0 SECTION VII – EVALUATION CRITERIA

7.01 Contract award will be based upon a comprehensive review and analysis of the Proposals that best meet the needs of LCCS. The specific evaluation criteria will include the following:

• Past Experience in custodial service operations of a similar nature

• Cost to provide service

• New and innovative ideas

• Management depth and experience

• Training methods and procedures for hourly staff

• Evidence of a “customer service” focus

• Response to issues procedures

• Ability to employ district residents

• References

7.02 LCCS has the right to accept or reject any or all proposals. The District has no obligation to award the contract to the lowest bidder.

7.0 SECTION VIII – CONTRACT SPECIFICATIONS

7.01 Health and Safety:

8.01.1 It shall be the sole responsibility of the contractor to require its employees to abide by all health and safety requirements imposed by law. Further, the contractor and all of its employees shall abide by safety and health regulations set forth by the District.

8.01.2 The contractor shall maintain sanitary working areas and shall comply with all federal, state, and local health and sanitation regulations that apply to custodial service operations.

8.01.3 The District reserves the right to inspect all cleaning areas, storage areas, offices and any other space under the contractor’s control at any time with or without notice.

8.01.4 The contractor shall state its corporate commitment to recycling and be responsible for maintaining proactive energy conservation programs and, as a minimum, shall include the following:

• Waste reduction: The contractor shall employ all reasonable measures to reduce and prevent waste.

• Recycling: The contractor shall participate in any existing and/or future recycling programs established by the District. Any additional costs are to be at the school’s expense.

• 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.

7.02 Equipment and Facilities Maintenance and Sanitation:

8.02.1 The premises, equipment, and facilities shall be maintained in a condition satisfactory to the institution and follow the specification frequencies without exception.

8.02.2 The contractor will remove all trash, garbage, and debris from all premises occupied by the contractor according to a schedule approved by the District.

8.02.3 The District shall have the right at all times to determine by inspection that facility cleanliness, sanitation and maintenance are satisfactory and in accordance with specifications.

7.03 Licenses:

7.03.1 The contractor shall obtain all required licenses and permits required by law for the operation of the custodial/maintenance service contract. The Contractor shall pay all required fees, taxes, and other charges applicable.

7.04 Laws, rules and regulations: The contractor must comply with all District policies, county ordinances and/or state and federal laws that may be applicable to its performance under the contract.

7.05 Personnel:

8.05.1 The contractor shall maintain an adequate staff at all times to ensure a high quality custodial/maintenance service operation.

8.05.2 The contractor shall provide management staff, made known to the District by name, to routinely review and inspect operations, consult with the District on current and future custodial service programs, and to act with full authority on the contractor's behalf in any and all matters pertaining to the specifications of this contract.

8.05.3 All employees of the contractor assigned to jobs at the schools shall be attired in uniform and have prominently displayed nametags. Uniforms must be approved by the school.

8.05.4 All employees of the contractor assigned to jobs at the schools, including periodic assignments, must undergo background checks including, but not limited to, a criminal background check by the State of Michigan Police Department (no contracted employees with a misdemeanor and/or felony conviction will be allowed to work in the School District), a Social Security written authorization ensuring the ability to legally work in the United States from the Social Security Department.

8.05.5 Personnel or agents of the contractor shall observe all school traffic and parking regulations. Drinking of alcoholic beverages or the use of illegal drugs or being under the influence of either while on the job by the contractor's employees will not be permitted. Smoking is prohibited inside all facilities owned, leased or operated by the District, including, but not limited to such space as classrooms, halls, lavatories, opened and private offices, corridors, dining areas, restrooms and common areas.

Smoking is also prohibited on school grounds as outlined by law.

7.06 Inspection:

8.06.1 The District shall have the right to access all custodial service facilities to inspect the operation thereof and the work of the contractor with respect to the quality of procedures, sanitary and safety standards, cleanliness, appearance and conduct of the contractor’s employees, operating hours, and general housekeeping and upkeep of premises. The District shall have the right to make reasonable regulations with regard to all such matters and the contractor agrees to comply with such regulations by mutual agreement.

7.07 Accounting Statements and Audits:

8.07.1 By the 5th of each accounting period, the contractor shall furnish to the District an invoice.

8.07.2 The District's fiscal reporting period is July 1st through June 30th. The contractor’s year-to-date report shall correspond with this period.

8.07.3 All invoices will be submitted by the 5th day of the current service month. For this purpose, a schedule of the contractors accounting periods should be defined.

8.07.4 The District reserves the right to audit or cause to be audited the contractor’s books and accounts regarding the work within the District at any time during the term of this contract and for five (5) years thereafter.

8.07.5 All start-up costs must be clearly identified and included in the price of the contract.

7.08 ADVERTISING:

8.08.1 The Contractor agrees not to use this Proposal or any subsequent agreement as part of any commercial advertising without prior approval of LCCS.

8.0 SECTION IX – GENERAL TERMS AND CONDITIONS

8.01 FEDERAL, STATE AND LOCAL LAW COMPLIANCE: LCCS shall use its best efforts as reasonably requested by the Contractor to assist the Contractor in complying with any applicable federal, state or local laws, rules and regulations. The Contractor shall, in the exclusive provision of Custodial Service and in the performance of services pursuant to the RFP and Contract, fully comply with all applicable federal, state, or local laws, rules and regulations, and shall hold the District, its officers, employees, agents and assignees harmless from any liability from failure of such compliance. This Contract indemnification from Contractor to the District shall include Contractor representations and warranties that the Contract is in compliance with all applicable federal and state law.

8.02 FEDERAL, STATE AND LOCAL LICENSES, PERMITS AND FEES: Contractor shall give all notices and secure and pay for all licenses, permits and fees required by law for the proper completion of the Contract.

Contractor shall comply with all laws, ordinances and codes applicable to the Contract, and to policies and procedures promulgated by the District, including but not limited to parking and traffic, no smoking, and safety and security.

8.03 TAXES: Contractor is responsible for personal property taxes and other applicable taxes related to the services provided under the Contract.

8.04 EQUAL EMPLOYMENT OPPORTUNITY REQUIREMENTS: The Contractor will comply with all laws and all published rules, regulations, reporting requirements, directives and orders of the Michigan Civil Rights Commission relevant to 1976 PA 453, as amended which may be in effect prior to the taking of bids for any individual project. This may include providing information as to the practices, policies, and employment statistics of the Contractor and each subcontractor, and will permit access to any books, records and accounts by the District and/or its designee and its agents, for purposes of investigating compliance with this Contract and with rules, regulations, and orders of the School and Michigan Civil Rights Commission. A finding by the District or Michigan Civil Rights Commission that Contractor has not complied with the contractual obligations under this agreement may result in the cancellation of the Contract or ineligibility for future contracts with the District. The Contractor will include, or incorporate by reference, these provisions in every subcontract or purchase order and they will be binding upon each subcontractor. Breach of this covenant may be regarded as a material breach of the Contract.

8.05 DISCRIMINATION: The Contractor will not discriminate against any individual because of race, religion, color, national origin, age, or sex. The Contractor will take affirmative action to ensure that applicants for employment and employees during employment are treated without regard to their race, religion, color, national origin, age, or sex. Such action shall include, but not be limited to, employment, upgrading, demotion or transfer;

recruitment advertising, solicitations or advertisements for employees; layoff or termination; rates of pay or other forms of compensation; and selection for training and apprenticeship.

8.06 OSHA COMPLIANCE: All goods or services to be furnished by the Contractor shall meet all applicable State and Federal requirements of the Occupational Safety and Health Act. Alleged violations or deviations from said State and Federal requirements pertaining to any goods or services to be furnished by the Contractor or the Contractor’s working conditions or employment practices, must be corrected and penalties levied by OSHA paid by the contractor.

8.07 BUSINESS RELATIONSHIP AFFIDAVIT: The Contractor certifies that no elected or appointed official or employee of the District has benefited or will benefit financially or materially from any consideration of its Proposal, the selection of the Contractor, or the Contract.

8.08 REPAIRS TO PROPERTY DAMAGE: Any damage to District properties caused by the Contractor, its agents or employees shall be repaired so that the properties are in as good condition as found. All repairs shall be accomplished at no cost to the District and with the District’s approval.

8.09 CONTRACT ASSIGNMENT OR SUB-CONTRACT: The resulting Contract shall not be assigned, transferred, or subcontracted in whole or in part without the prior written approval of the District. The Contractor shall not subcontract with any entity or person with whom the District has a reasonable objection. The Contractor shall not change subcontractors without the consent of the District. The Contractor shall ensure that each subcontractor be bound to the Contractor, to the Contract, and to the terms and rights of these documents, including all General and Supplementary Conditions.

8.10 INDEMNIFICATION BY CONTRACTOR: The Contractor shall indemnify and hold harmless the School

District, its Board and its Members in their official capacities, its agents and employees from and against all claims, damages, losses and expenses including attorneys fees arising out of the services to be performed pursuant to this Contract by Contractor. Contractor shall not be obligated to indemnify, defend or hold harmless the School District its Board and its Board Members in their official capacity, its agents and employees, from and against claims, damages, losses and expenses arising from the acts or omissions of the School District or its employees. Les Cheneaux Community Schools shall indemnify, defend and hold harmless the Contractor, its agents and employees, from any and all claims, damages, losses and expenses, including reasonable attorney’s fees arising out of any claim with regard to asbestos materials of any type or kind in the School’s facilities.

INDEMNIFICATION BY SCHOOL: To the extent permitted by law, the School District shall indemnify, defend and hold harmless the Contractor, its agents and employees, from and against all claims, damages, losses and expenses, including reasonable attorney’s fees, arising out of the obligations of the District under this Contract. The School District shall not be obligated to indemnify, defend or hold harmless the Contractor, claims, damages, losses and expenses arising from the acts or omissions of the Contractor or its employees.

8.11 INSURANCE REQUIREMENTS: Contractor shall purchase and maintain for the life of the Contract insurance with limits of liability as required by law or as set forth below, whichever is greater.

• Worker’s Compensation Insurance supplied by the Contractor shall cover the employees of the cleaning service.

• The Contractor shall secure the proper insurance including but not limited to auto, property and general liability for the term of this contract and shall provide the School District with the certificates of insurance.

• Les Cheneaux Community Schools shall be identified as an additional insured under the coverage.

Certificates of insurance shall be on standard format acceptable to the District and shall be filed with the District before commencing the Contract. These certificates shall contain a provision that coverage provided under the policies will not be canceled until at least thirty days prior written notice has been given to the District. The Contractor shall require its subcontractors to maintain equivalent coverage.

8.12 FERPA COMPLIANCE: The contractor and its employees and agents agree to comply with the requirements of the Family Education Rights and Privacy Act (FERPA), 20 USC 1232g with respect to the confidentiality of student records and personally identifiable student information, including but not limited to the requirement not to disclose any student record or personally identifiable student information to any other party without the prior written consent of the student’s parent or legal guardian or from an eligible student who has reached majority age.

8.13 ADDENDA TO THE CONTRACT: Should it become necessary to revise any part of the Contract, notice of the revision will be given in the form of an addendum to the Contractor. Contractor must acknowledge receipt of addenda, but the failure of the Contractor to receive or acknowledge receipt of any addendum, shall not relieve the Contractor of the responsibility for complying with the terms thereof. Acknowledgment shall consist, minimally, of returning a signed copy of all addenda cover sheets. All addenda shall become a part of the Contract.

9.0 SECTION X – CUSTODIAL/MAINTENANCE SPECIFICATIONS

9.01 Special Conditions

10.01.1 Bidders must return a written schedule enclosed with their bid indicating the number of employees they will have at the Facility each day and the number of hours each will be working. Such schedules will be considered as the minimum acceptable number of employees per day and minimum acceptable number of hours per employee upon award of a contract. Before a contract is awarded, contractors must submit written documentation acceptable to the School District proving that sufficient reserve staff is available to meet minimum staffing requirements for this Facility under all conditions without interruption.

10.01.2 The contractor must insure that each employee carries a current identification card, with picture no more than four years old, and that each employee wears a badge in plain view indicating the employee’s name and company name in letters not less than ¼” in height.

10.01.3 The contractual manager is to report potentially hazardous conditions and items in need of repair including office lighting, emergency and exit lights, plumbing, water cooler problems, etc., to the Superintendent, or LCCS contact person.

10.01.4 All lost and found articles recovered by contractual employees must be immediately turned in to the designated lost and found area of each building or the LCCS contact person if items of significant value.

10.01.5 The Superintendent may require the contractor to immediately remove any contractual employees from the premises for just cause. Any and all such removals shall be made in the name of the Contractor and all responsibilities will be assumed by the Contractor. A list of current employees must be forwarded to the Business Office, and any new employee must be approved prior to placing on School District’s property.

10.01.6 Contractual employees:

• Must not have relatives or other personal visitors at the work site.

• Must not consume food or beverages while on duty. Scheduled breaks and lunch periods in designated areas may be used for this purpose.

• Must not consume alcoholic beverages nor use narcotics while on duty nor be under their influence when reporting for duty.

• Must not smoke anywhere in the building or on the grounds as outlined by law.

• Must not receive nor initiate personal phone calls from School District’s telephones, except in the event of an emergency.

• Must not play radios or other sound equipment at loud levels.

• While performing their contractual duties, must not fraternize with School District’s staff, clients, tenants, or visitors to the building nor unnecessarily disrupt school personnel while performing their work.

10.01.7 The Contractor must provide the Business Office with a list of all employees and supervisors to be used in this facility. The list must include each employee’s name, address, Social Security number, and date of birth. Alternate employees may not be used until such list has been updated to include their names and data and provided to the Business Office. All employees must have undergone a criminal background check, Social Security Check and Drug Test in accordance with the RFP 8.05.7.

10.01.8 Parking is available on site.

10.01.9 Contract employees will be required to wear clean and neat uniforms supplied by Contractor at all times while on the job.

10.01.10 Contract Manager phone numbers must be supplied to the Superintendent, and Business Office.

10.01.11 The contract employee must have knowledge of general building practices.

10.01.12 The contract employee must have knowledge of heating, electrical, and water systems.

10.01.13 The contract employee must have knowledge of general mechanical systems.

10.02 General Information

10.02.1 The District will supply all cleaners, finishes, etc., for the treatment of the various types of flooring and carpeting.

10.02.2 The Contractor will furnish all equipment such as vacuum systems and other equipment as listed in proposal. School District will furnish a secured area in each facility for storage of contractor’s equipment and supplies.

10.02.3 The Contractor will be held solely responsible for all items stored on the premises.

10.02.4 Keys to the schools will be furnished by School District. Any such keys must not be duplicated.

10.02.5 Contractor is to submit billing by the 5th of each calendar month to Les Cheneaux Community

Schools, Accounts Payable Department, PO Box 366, Cedarville, MI 49719.

10.02.6 Performance evaluations will be given to the Contractor indicating exceptions in performance to the required specifications.

10.02.7 Contractor must correct these deficiencies as follows:

a. Within 24 hours for any daily, weekly, or monthly activity.

b. Within 48 hours for any activity listed as quarterly or semiannual or annual.

10.02.8 Repeated failure to correct deficiencies will result in cancellation of contract by the School District.

Cleaning/Maintenance Frequencies

➢ Security

• Turn on lights and unlock school entrance doors daily approximately 1 hour before school day begins.

• Complete perimeter walk daily at beginning of shift to ensure safety in all areas.

• Complete perimeter walk nightly end of shift to ensure all areas remain secure

• Keep sidewalks clean of ice and snow.

• Keep the Superintendent or designee informed of necessary repairs that require contracting.

• Keep the Superintendent/District apprised of summer maintenance/cleaning schedule.

➢ Work Week

• The majority of the custodial/maintenance service responsibilities will normally be performed between the hours of 7:00 a.m. and 11:00 pm for five consecutive days on Monday through Friday.

• Any items assigned by the district must be completed within allowed time frame.

➢ Normal School Year

• General o Work Schedules – The custodial employees will be scheduled to accommodate the use of the school facilities by school and outside organizations.

o Contractor must start the cleaning/maintenance schedule at 6:30 a.m. each day.

o Regular work week will be Monday through Friday.

• Other Custodial Duties o Trash Removal – Daily, five days per week. Remove trash from designated area and take to dumpsters.

o Daily and annual cleaning of building, furniture, and equipment.

o Upkeep of grounds, buildings and equipment o Wall surfaces are to be spot cleaned as needed throughout the building.

o All interior walls, locker fronts, doors etc. shall be kept clean of dirt, marks and writing.

o Cleaning Press Boxes (located on main school grounds and school track)

Cleaning Frequencies are to include, but are not limited to, the following:

➢ Classrooms and Offices:

o Daily:

▪ Trash

▪ Restrooms

▪ Pick Up All Large Debris Nightly, Remove all Visible Debris

▪ High Traffic Areas and Spot Vacuum and or Mop

▪ Desks, wash and sanitize

▪ Sinks/Drinking Fountains

▪ Replace Stock

▪ Doors Windows and Hardware

▪ Graffiti Removal

▪ Secure each room nightly, doors and windows o Weekly:

▪ The Daily list plus:

• Thorough Corner-to-Corner Vacuum and or Mop

• High and Low Dusting

• Windows

• White/Chalk Boards/Trays

• chairs, wipe complete and sanitize

➢ Halls, Exterior Areas, and Gyms o Daily:

▪ Vacuum and or Dust mop

▪ Trash

▪ Entrance Doors

▪ Entrance Mats (extract weekly during winter months)

▪ Scrub Daily Minimum Using Ride Scrubber in School

▪ mop all corners, edges and any areas scrubber cannot reach

▪ Graffiti Removal

▪ Windows

▪ Outside Debris within 25’ of school, pick up

▪ remove trash in trash cans within 25’ of school

▪ outside windows remove splashes daily

▪ snow removal and salting of sidewalks and entrances within 25’ o Weekly:

▪ The Daily List Plus:

• High and Low Dust

• Wipe down Lockers

➢ Restrooms/Locker Rooms

▪ Daily Thorough Cleaning

Special Events set up/tear down and clean up o As Scheduled:

▪ Through out the year for Sporting Events

▪ Through out the year for Rentals

▪ Through out the year for After School Functions

▪ Music Room Set Up Weekly

▪ Daily Breakfast Set Ups

▪ Any time the building is used for activities other than educational

▪ open facility one hour prior to each event and secure when all event attendees have left the facility

▪ must remain on site during events for liaison, security and cleaning functions

▪ Not responsible during away games or events to clean up after team or group arrives back at the school

▪ snow removal and salting of sidewalks and entrances within 25’ as necessary

Day Staff

Unlocking of School 1 hour before breakfast program, or 2 hours prior to school starting touch up all restrooms between 10:00 a.m. and after lunch snow removal and salting for sidewalks to parking lots and each entrance out 25 feet (shovels to be provided by the school). Daily check of playground area for salting.

Multi-Purpose room assistance during lunch times for clean-up and trash removal.

Organize event set-up and take-down.

Security

Lock School Daily approximately 1 hour after school ends for the day Complete Perimeter Walk Nightly end of Shift to ensure all areas remain secure

➢ Summer/winter/Spring Break Cleaning:

o Cleaning Schedule to Be Developed by contractor and coordinated with the district to ensure Thorough Entire Cleaning of District Buildings Including but Not Limited to the following:

▪ All Hard Floors Stripped and Waxed Annually

▪ Hard Floors Scrubbed/Recoated Winter and/or Spring Break, as needed

▪ All Carpeting Extracted Summer Break

▪ All Furniture Washed

▪ Unit Ventilators Cleaned and Filters Changed

▪ Doors, Windows, and Hardware Cleaned

▪ Light Shields Cleaned

▪ Interior Windows

▪ All windows Summer Break

▪ Ceramic Floors and Grouting Cleaned Winter, Spring, Summer Breaks

TASK DEFINITIONS

Vacuum Carpet

Thoroughly vacuum all carpeted areas. Move all easily movable objects (chairs, waste receptacles, tables on wheels, typing stands, boxes, etc.) and vacuum under. Be sure to replace all items moved. Straight suction vacuuming is acceptable; however, the Manager reserves the right to require that a beater bar type vacuum be used.

Empty dust and dirt into plastic trash bag, tie off, and remove to dumpster.

Edge Vacuuming

Thoroughly vacuum all edges of carpeting along the base of walls and along the base of permanent fixtures using a crevice tool attachment. Also, vacuum upholstered furniture.

Dust Mop

Thoroughly dust mop all non-carpeted areas. Move all easily movable objects (chairs, waste receptacles, tables on wheels, typing stands, boxes, etc.) and dust mop under. Be sure to replace all items moved. Place dust and dirt into plastic trash bag, tie off, and remove to dumpster. Dust mop must not be dusted clean on carpeting. Must have clean dust mop on site ready at the beginning of each school day for district to use at no charge for gym/hall cleaning as needed.

Damp Mop

After dust mopping, thoroughly damp mop all non-carpeted areas. Move all easily movable objects (chairs, waste receptacles, tables on wheels, typing stands, boxes, etc.) and damp mop under. Be sure to replace all items moved after floor has dried completely. Use a clean cotton mop head that is in good condition. Use clean water at all times (change water often). Mop head must be only damp. No excess water can be left behind. Approved, proper chemicals at proper dilution must be used at all times. Finished floor must be clean and streak-free.

Empty Waste Receptacles

Empty all containers that are provided for the disposal of waste (i.e., wastebaskets, torpedo type containers, sanitary napkin disposal bins, boxes, etc.) into plastic bags, tie off, and remove to dumpster. Great care must be taken to remove only trash. When in doubt, DO NOT REMOVE – ASK. Secure dumpster covers before leaving area. Plastic liners are used where wet trash is a problem. Where used, liners must be changed no less than once per month in restrooms all plastic liners must be replaced daily.

Fill Dispensers

Dispensers of all types must be checked daily and filled when necessary (soap, toilet tissue, and paper towels, etc.).

Dusting

Completely dust all fixtures, ledges, edges, shelves, exposed pipes, partitions, doorframes, etc. Pay particular attention to the tops of these items. An approved dust cloth or dusting tool, treated with a water based dust control chemical must be used. High dusting relates to the area above five feet. Low dusting relates to the area below five feet.

Clean and Disinfect Waste Receptacles and Dispensers

Thoroughly clean all waste receptacles and dispensers inside and outside. Use proper chemicals for surface to be cleaned at proper dilution. After item has been cleaned completely, wipe item with approved disinfectant* solution and allow to air dry.

Clean and Disinfect Sinks

Thoroughly clean all sinks, including bottom, faucets, and spigots, with approved crème cleanser. Rinse thoroughly as all crème cleanser residues must be removed. Then wipe each item with approved disinfectant* solution and allow to air dry.

Clean Glass and Mirrors

Thoroughly clean all glass and mirrors using an approved glass cleaner. Use a soft, clean cloth. Dry completely.

Surface should be streak, smear, and smudge free. Make sure attached frames, edges, and shelves are cleaned and dried as well as the glass surface. Squeegee may be used where necessary.

* All disinfectant solutions must be changed after each restroom.

Clean and Disinfect Toilets and Urinals

Thoroughly clean toilets, toilet seats, and urinals with approved acid free bowl cleaner and rinse thoroughly.

(Approved acid cleaner may not be used more than once per month and should be used on the interior of toilet or urinal only. Great care must be taken to avoid any chrome (when acid cleaner is used.) Then wipe each toilet, toilet seat, and urinal completely with approved all-purpose collinear or approved glass cleaner only. Buff dry to a streak, smear, and smudge free “shine”.

Clean and Disinfect Walls, Doors, Partitions, and Handrails

Thoroughly clean all walls (including switch and plug covers), doors (including entrance doors inside and outside), partitions, and handrails with proper approved chemicals and proper approved dilution. Rinse thoroughly when necessary, then wipe all areas with approved disinfectant* solution and allow to air dry.

Vacuum fabric covered walls with upholstery attachment. Spot clean with colorfast upholstery cleaner.

Damp Mop – Disinfectant*

Thoroughly damp mop floor with approved disinfectant* solution. Allow to air dry.

Thoroughly damp mop floor with approved disinfectant* solution. Allow to air dry.

Remove Carpet Runners

Carpet runners must be removed from floor to allow for proper cleaning, when necessary. Be sure to remove excess water from runner with approved wet pick up vacuum before carpet runners are removed. Carpet runners must be extracted weekly during ice melt/salt usage to maintain a clean appearance.

Replace Carpet Runners

After floor has been properly cleaned, and is completely dry, replace carpet runners in their original location.

Clean and Disinfect Drinking Fountain

Thoroughly clean entire exterior surface with approved crème cleanser. The grain of the stainless steel must be followed at all times. Rinse thoroughly as all crème cleanser must be removed. Wipe entire surface with approved disinfectant* solution.

Wipe Dry

Use clean, soft cloth, and wipe item dry. The grain of the stainless steel must be followed.

Stainless Steel (Brass) Cleaning (Elevators, Doors, Trim, Etc.)

Thoroughly clean all stainless steel (brass) not previously mentioned with approved cleaner and a clean soft cloth.

Great care must be taken to follow the grain of the stainless steel at all times when cleaning.

Spray Buff Hard Floors

Hard Floors must be properly prepared before spray buffing:

Remove carpet runners Dust mop Damp mop

Begin spray buffing by lightly spraying area just to the left or right of approved floor machine (buffer) with approved spray buffing chemical at approved dilution. Buffing pad must be approved and will depend on the type of finish used.

Floor machine (buffer) will be worked back and forth over area lightly sprayed until floor has a high, streak free luster.

Then proceed to the next area, until scheduled area is completed.

Great care must be taken to avoid using “loaded” pad (pad full of dried finish and dirt). Flip pad over or change to another clean dry pad often.

Great care must also be taken not to allow floor machine (buffer) to run in one spot for too long to avoid burning the floor.

Floor should be dust mopped after scheduled spray buffing is completed.

Replace carpet runners.

Strip and Refinish

Close and properly mark area “closed’. Remove all movable objects from area.

1. Apply approved stripping solution at approved dilutions to area to be stripped. Allow solution to stand according to approved manufacturer’s recommendations. Do not allow solution to dry out or stand too long.

Any finish or dirt must also be removed from walls, doors, etc., at this time. If splashed on adjacent surfaces, it must be removed before it dries.

2. Thoroughly agitate all floor area to remove all old finish with approved strip pad.

3. Use wet pick up vacuum to pick up old finish and stripper.

4. Thoroughly mop rinse area with clean cotton mop and clean water. Make sure walls, doors, etc., are also thoroughly rinsed.

5. Thoroughly mop rinse area a second time with clean cotton mop and clean water with approved neutralizer / conditioner chemical at approved dilution. Make sure walls, doors, etc., are also thoroughly rinsed.

6. Allow floor to air dry.

7. If any old finish remains, repeat #1 through #6.

8. Continue #1 through #7 until scheduled area is properly stripped and/or rinsed.

9. Apply thin coat of approved sealer with approved clean applicator. Sealer must not be slopped on walls, doors, etc…Allow sealer to thoroughly dry.

10. Apply second coat of sealer as described in #9 above. Allow sealer to thoroughly dry.

11. Apply thin coat of approved finish with approved applicator. Finish must not be slopped on walls, doors, etc.

Allow to dry and apply second coat.

Scrub – Restroom Floors

Close restrooms. Remove all movable objects from area.

1. Apply approved cleaning solution at approved dilution to area to be scrubbed. Do not allow solution to dry.

2. Quickly agitate small section coated with solution with approved stiff bristle brush and buffer. Be sure grouting is clean.

3. Use wet pick up vacuum to pick up dirty solution.

4. Thoroughly mop rinse area with clean cotton mop and clean water. Make sure all walls, doors, etc.

are also thoroughly rinsed.

5. Thoroughly mop rinse area a second time with clean cotton mop and clean water. Make sure all walls, doors, etc. are also thoroughly rinsed a second time.

6. Allow floor to air dry.

7. After floor is thoroughly dry, replace all objects moved from area.

Carpet Extracting

All carpeting, including carpet runners, must be thoroughly cleaned as follows:

1. All movable items must be removed from area(s) to be cleaned (i.e., chairs, waste receptacles, all free standing tables, typing stands, boxes, plants, all temporary floor coverings placed, etc…)

2. Thoroughly spray next area to be cleaned with approved pre-treat or traffic lane cleaner used at approved dilution. Spray must be applied so that fibers remain damp until cleaned. Chemical should be left to work for 10-15 minutes.

3. Thoroughly extract all properly pre-treated carpeted areas. Minimum of two cleaning passes in opposite directions. Approved equipment and chemicals at approved dilutions must be used.

4. All stains must be removed during the extraction process, using approved chemicals. Great care must be taken to completely remove stain removal chemical from carpet floor.

5. Thoroughly spray all thoroughly cleaned carpet with approved carpet fiber protector at approved dilution. Application must be made with approved sprayer.

6. Replace all items removed for cleaning. All items moved back into place that have metal of any type that comes in contact with carpeting must be wood blocked or tabbed to keep the metal off the carpet fiber until thoroughly dry. All blocks or tabs should be removed during the next scheduled regular area cleaning, provided the carpet is thoroughly dry.

Alternative Carpet Cleaning Methods

If a method other than extraction cleaning is to be used, a detailed written description of the methods and chemicals or materials used and frequencies will be submitted with the bid and will be approved by the Director of District Operations before the alternative method can be implemented.

Porcelain Tile Floors

No finish or sealer will be applied to quarry tile floors unless recommended by the manufacturer’s representative and Pickford Public Schools. Clean all traffic areas with an Automatic Floor Scrubber.

Scrub thoroughly with a rotary machine with a quarry tile brush attachment and neutral cleaner.

Use wet pick up vacuum to pick up water from tile and grout.

Thoroughly rinse.

Light Fixtures

Replace bulbs in light fixtures.

Repairs

Repairs to building and grounds to include patching or painting walls, replacing floor tiles, door knobs, trim, and windows.

Boiler - Heating

Maintain boiler system, control heating units, change filters and motors as needed.

SCHOOL ADDRESS

Les Cheneaux Community Schools, 298 E-Hwy M-134, Cedarville, MI 49719 Enrollment approximately 225 students, 40 staff, District currently has 185 instructional/teacher days, District requires a day custodian/maintenance for all student /teacher days. Hours are 6:30am-3pm. Evening Custodial shall not begin prior to student dismissal at 3:15pm. Evening and Saturday sporting functions will be required to be staffed by contractor on a scheduled basis.

Appendix A

Cost for Maintenance/Cleaning Staff

Year One, July 1, 2021 – June 30, 2022 $

Year Two, July 1, 2022 – June 30, 2023 $

Year Three July 1, 2023 – June 30, 2024 $

Additional Services as needed will be billed according to the following rate classifications:

Standard Rate for Custodian $

Overtime Rate for Custodian $