Custodial Services RFP 4-17-26.pdf

SARANAC COMMUNITY SCHOOLS

CUSTODIAL EMPLOYMENT MANAGEMENT SERVICES

REQUEST FOR PROPOSALS AND SPECIFICATIONS (“RFP”)

April 17, 2026

SUMMARY

Saranac Community Schools invites proposals for the provision of employment and comprehensive personnel management services for licensed and trained custodians.

The vendor would implement and provide all personnel management, payroll, training, benefits, and related services required under federal and state law and by the terms of this “request for proposal(s)” and any subsequent contractual agreement(s) necessary to sustain the staffing levels of custodial operations. Saranac Community School District would continue to direct its operations in every respect except for the employment of custodian.

Proposals are due (or postmarked) at the Saranac Community Schools Administration office, 225

Pleasant Street, Saranac, MI 48881 no later than May 1, 2026 at 12:00 p.m. Each proposal must be an original and hard copy, and signed by an authorized member of the proposer’s firm. The proposer shall also submit with signed original of its proposal two (2) complete copies of the signed original proposal. No faxed or emailed proposals will be accepted. Proposals should be sealed, should bear the name and return address of the provider; should be clearly labeled “Custodial

Employment Proposal”; and should be directed to Mr. Jason Smith, Superintendent.

The Saranac Community School District operates according to an equal opportunity philosophy.

PROPOSAL CONDITIONS

The following conditions are considered an integral part of this request for proposals. Potential providers are required to comply with the following conditions as part of submitting their proposal:

1. The proposal shall not be withdrawn and shall be irrevocable through May 1, 2026.

2. Questions regarding proposal procedures, rules, content, specifications, requirements, etc., may be directed to Jason Smith at (616) 642-1400. Due to the complexity of the employment management services, a pre-bid meeting will be offered. All bidders shall familiarize themselves with the employment management services being requested. The failure to familiarize themselves with the requested services will not be a reason to withdraw or change a potential provider’s bid.

3. Specifications and requirements provided here are intended to describe the desired service and its parameters. An alternative may be offered, if deviations from the specifications are minor and provided that deviations are clearly specified. Failure to outline such deviations may be grounds for rejection of the proposal.

4. Saranac Community Schools will retain sole authority for determining what constitutes an acceptable deviation from the specifications/requirements.

5. Proposals may be withdrawn at any time prior to the proposal opening date and time by placing a withdrawal request in writing and submitting it to Saranac Community Schools

Attn: Jason Smith.

6. Saranac Community Schools reserves the right to accept or reject any or all proposals;

reserves the right to award the contract to a bidding entity other than the low bid entity;

reserves all rights granted to it by law; and reserves the right to waive formalities and to take such action as it deems necessary in the best interest of Saranac Community Schools.

7. Saranac Community Schools shall evaluate the proposal(s) and award any contract in consideration of the proposal that is most advantageous to the recipient. Factors to be considered shall be based on, but not limited to, the following:

• Cost

• Experience, integrity, compliance with public policy, financial and technical resources, and other qualifications of the proposing entities.

• Possible interviews with potential providers by Saranac Community Schools.

• Adherence to specifications and requirements.

8. Any errors, omissions, or discrepancies in the specifications discovered by a proposing entity must be brought to the attention of Saranac Community Schools immediately. Such errors shall be promptly corrected for proposing entities and no proposing entity shall be permitted to take advantage of or suffer harm from these errors.

9. All proposals must be sealed. The proposing entity’s name and address must appear on the outside of the envelope. The words “Custodial Employment Proposal” must also appear on the envelope.

10. Proposals will be publicly opened at the Saranac Community Schools Board Room on

Tuesday, May 5, 2026 at 12:00 P.M. Any interested parties may attend.

11. Each proposer is responsible for submission of its proposal. No proposals shall be accepted after the due date noted in the “Summary” section Saranac Community Schools is not liable for any delivery or postal delays. No award will be made at the time of opening.

12. Submitters of proposals may call the Saranac Community Schools Central office (616) 642-

1400 to obtain a bid tally.

13. All proposals shall be accompanied by a sworn and notarized statement disclosing any familial relationship that exists between the owner and/or any employee of the proposer or any member of the Board of Education or Superintendent of Saranac Community Schools, a copy of which Familial Disclosure Affidavit is attached this RFP as Exhibit “A”. Bid proposals that do not include this sworn and notarized Familial Disclosure Affidavit will not be considered or accepted by the Board of Education.

14. All proposals received after the date and time specified in the “Summary” section will be returned to the proposer unopened.

15. Each proposer by its submission of its proposal releases Saranac Community Schools, its

Board of Education, employees and agents from any claims arising out of, or in any way related to, the RFP process and the selection of the provider.

16. The proposer 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 for the RFP.

17. Any decision made by Saranac Community Schools, including the selection of a provider, shall be final.

18. Saranac Community Schools reserves the right to request additional information from any or all proposers.

19. Saranac Community Schools reserves the right to negotiate with the proposer concerning their proposals.

SCOPE AND SPECIFICATIONS

Local school districts have traditionally provided comprehensive custodial services to its facilities.

These operations have included the employment, training, and management of school custodians and other support staff; in the cleaning and maintaining of facilities; customer service; compliance with operational laws and rules; and related activities.

School financial best practices for districts exercise all viable strategies for lowering non-classroom operating expenses to avoid reductions in academic programs and services.

This RFP seeks to accomplish a portion of that objective by contracting for the employment of school custodiams with a qualified vendor of personnel management services.

Specifically, the vendor selected under this RFP would become responsible for the following:

1. Recruiting, pre-employment screening, hiring, qualifying, certifying, disciplining and terminating, if necessary, custodians, and ensuring required training and licensing for employees necessary to fulfill the needs of participating school districts and applicable law.

Specifically, the vendor shall ensure that all are in compliance with all legal requirements, including without limitation.

2. Obtaining and maintaining all legally required employment benefits and/or insurance coverage for this category of employee, including adequate liability insurance to ensure protection of participating school districts.

3. Operating a viable payroll system which meets all current federal, state, and local requirements. (See “School District Responsibilities” for Reporting Hours Reference)

4. Conducting all payroll and benefit reporting requirements in full compliance with all federal, state, and local law.

5. Establishing and maintaining any fringe benefit options for employees (401-K plans, health insurance, paid leave time, etc) deemed necessary and/or desirable by the vendor.

6. Following through with communication for services to the district rep. .

7. Ensuring that custodians conduct their schedules and work in a safe, efficient and reliable manner and according to specific information provided by the district and according to the district’s current operational needs and requirements.

8. Ensuring the provision of all beginner and advanced employees adhering to training required by law is provided by a qualified training agency consortium.

9. Ensuring that every participating employee undergoes the same level of fingerprinting records check required by law for public school employees.

10. Requiring that any arrest/arraignment of a participating custodian is reported to the vendor immediately of the action and ensuring that Saranac Community Schools is notified immediately thereafter.

11. Providing Saranac Community Schools with a preferred monthly invoice in such detail as the district may reasonably require.

12. Ensuring that no portion of the contracted services are subcontracted without the prior written consent of Saranac Community Schools.

13. Providing Saranac Community, on a semi-annual basis, information required for the

Registry of Educational Personnel (REP) in an electronic format approved by Saranac

Community Schools.

14. Agreeing that the vendor may only terminate a signed contractual agreement for these services on July 1 of any year. Vendor must provide notice no later than March 1 of any year, delivered by registered mail to Saranac Community Schools, of the desire to terminate the agreement.

15. Providing if requested by Saranac Community Schools, a plan and implementation strategy for a comprehensive safety program, which program shall include, but not be limited to, regularly scheduled safety meetings for employees that shall, at a minimum, meet and/or comply with all applicable federal and state legal requirements.

16. Ensuring that employees shall not smoke, possess, consume or be under the influence of alcoholic beverages or controlled substances while providing services prior to undertaking such duty within the timeframe specified in scheduled work time.

17. Ensuring that adequate and sufficient management/supervisory staff is provided to assure that the services are properly provided.

Saranac Community Schools would become responsible for:

1. Providing legally appropriate information and/or references requested by the vendor regarding employees previously employed by the school district(s).

2. Furnishing the vendor with a verified record of hours worked within each pay period by staff assigned by the vendor to the school district.

3. Providing the vendor with specific requests for staff assignment which include, at minimum, the days, hours, type of service required, and any other factors required by the vendor to ensure that the request(s) can be fulfilled. Such requests should be received by the vendor at least three (3) business days prior to the required service for routine needs. Emergency requests may be submitted at any time with the understanding that the vendor will make every effort to provide a qualified employee.

4. Facilitating the fingerprinting process, at the vendor’s cost, necessary to execute required criminal history reports.

5. Facilitating the scheduling of required training.

6. Facilitating the necessary affiliation with other training agencies if necessary.

7. Participating in all local district operations meetings/trainings.

8. Providing all on-board equipment training required to ensure employees properly use that equipment.

9. Maintaining a mutually satisfactory communications link with the vendor.

10. Promptly providing payment to the vendor for appropriate, accurate invoices.

MUTUAL AGREEMENTS AND TERMS

Both parties agree that:

1. The contract shall require that the vendor indemnify, defend and hold harmless Saranac

Community Schools, its Board of Education, employees and agents from and against all claims, causes of action, loss, and damage, including without limitation Saranac

Community Schools actual attorneys’ fees and costs, arising out of or in any way related to the vendor’s services.

2. The contract document(s) shall be written for one year with an option to renew for additional years. The initial contract is expected to commence during the 2026-2027 school year and would expire on June 30, 2027, unless renewed or terminated by accepted means.

3. The contract will contain specific procedures for complying with all terms and specifications noted herein.

4. The contract will contain specific procedures for maintaining the confidentiality of any information obtained or required to ensure safe services to students in the consortium.

RFP SUBMISSION REQUIREMENTS

Vendors submitting a proposal should include the following information:

1. A brief description of the agency/company, including a history of service delivery of this type, a list of current customers we may contact (with phone number(s) and addresses), and any available brochures about your business.

2. A description of any deviations from the stated specifications or clarifications which are germane to the proposed services and/or costs.

3. Evidence that the vendor is an equal opportunity employer.

4. A complete description and costs of any proposed “elective” benefits to be provided to the staff member employed.

5. A proposed wage scale, including benefits.

6. A proposed fee for service (including the vendor’s profit) expressed as a coefficient to be multiplied by the total of the actual wages.

a. Includes tiered fee schedule to account for an increase of required staff during the term of the contract

7. Any proposed/anticipated cost increases for additional years of service Please express any such increases in the form of a revised coefficient and cost for each of those years.

8. Contact information, including the name, address, phone number, e-mail address, and mailing address of the vendor’s primary contact person.

10. The proposer certifies that their proposal is made without any previous undertaking, agreement or connection with any person, firm or corporation making a proposal to provide the same services and is in all respects fair, without outside control, collusion, fraud or otherwise illegal action. Each proposal shall, to the extent possible, include in their proposal the following:

A. Information which will serve as an introduction of your company on business letterhead.

B. The proposer’s background and qualifications of the person who will be involved with

Saranac Community Schools.

C. Describe the chain of command and reporting relationships. Include an enclosed organizational chart. This organizational chart must reference where a Saranac

Community Schools liaison would be placed.

D. Describe any other similar public K-12 school districts in which your company has contracted to provide same or similar services requested in the RFP.

E. Describe any computer systems and software programs you propose to utilize in providing the requested services.

F. Describe the scope of the proposer’s formalized in-service training and educational programs.

G. Evidence of the proposer’s ability to provide adequate insurance coverage to protect the interest of themselves and Saranac Community Schools.

H. Describe any other resources to be provided by the proposer, which would result in safe and efficient delivery of the requested services.

I. Include a letter setting forth proposer’s agreement to be bound by the terms and conditions of the RFP.

J. Any other information that the proposer believes is relevant to evaluate the proposer’s ability to provide the requested services.

EXHIBIT “A”

Familial Disclosure Form

The undersigned, the owner or authorized officer of ________________________ (the

“Proposer”), pursuant to the familial disclosure requirement provided in the Saranac Community

Schools Employment Management Services Request for Proposals and Specifications, hereby represent and warrant, except as provided below, that no familial relationships exist between bidder(s) or any employee of Saranac Community Schools, and any member of the Board of

Education of the School District or the Superintendent of the School District.

List any Familial Relationships:

Dated: _________________________ PROPOSER: ___________________________

By: ___________________________________

Its: ___________________________________

State of Michigan )

County of ________ ) ss:

This instrument was acknowledged before me on the _____ day of ______________, 20__, by

________________________________(Signature)

__________________________________(Printed)

Notary Public, ______________ County, Michigan

My Commission Expires: ____________________

Acting in the County of ______________________

Job duties/description for position. Please note, this is a working list. Other duties may be assigned.

Example Custodial Task Schedule Matrix

Task Area Frequency Standard

Empty trash All areas Daily No visible overflow; liners replaced as needed

Vacuum carpets Classrooms/offices Daily No visible debris; edges addressed

Sweep/mop hard floors

Hallways, restrooms Daily Floors clean, no streaking

Clean and disinfect restrooms Restrooms

Daily (multiple times if needed)

Fixtures sanitized; supplies stocked

Clean desks and surfaces Classrooms Daily

Surfaces wiped and disinfected

Spot clean walls/glass All areas Daily No visible marks or smudges

High dusting Common areas Weekly No visible dust on high surfaces

Floor auto-scrub Hallways Weekly Uniform appearance, no buildup

Burnish floors Hard surface floors Monthly Consistent shine

Strip and wax floors Designated areas Annually or as needed Fully restored finish

Clean interior windows All buildings Quarterly Streak-free finish

Deep clean classrooms Classrooms Summer/Break periods Reset to baseline condition