NPS Custodial RFP 2019.pdf

Newaygo Public School District

REQUEST FOR PROPOSAL

For CUSTODIAL SERVICES

Issued by the Business Office

360 S Mill Street Newaygo, Michigan 49337

DUE: February 03, 2020, 10:00 a.m. EST

Attention: Kristin Melvin 360 S Mill Street Newaygo, Michigan 49337 Phone: 231 652-3799 Fax: 231 652-6505

CUSTODIAL SERVICES

Due: December 09, 2019

I N D E X PAGE

LETTER TO PROSPECTIVE CONTRACTOR 3

SELECTION TIMELINE 4

SECTION 1.0 SUBMISSION DEADLINE AND REQIREMENTS 4

SECTION 2.0 PROPOSAL REQUIREMENTS AND FORMAT 7

SECTION 3.0 DEFINITIONS 6 8

SECTION 4.0 SPECIFICATIONS/SCOPE OF WORK 8

SECTION 5.0 CONTRACT FORMATION AND PERIOD 11

SECTION 6.0 EVALUATION CRITERIA 13

SECTION 7.0 CONTRACT SPECIFICATIONS 13

SECTION 8.0 GENERAL TERMS AND CONDITIONS 16

SECTION 9.0 PROPOSAL 22

EXHIBIT 1 CUSTODIAL SPECIFICATIONS 23

SCHEDULE 1 CHECKLIST OF PROPOSAL RESPONSES DUE 26

INDEX OF ATTACHMENTS 27

Attachment A: 1a – 4a School Facilities Information

Attachment B: 2b – 6b Scope of Services and Required Duties/Frequencies

Attachment C: Contact Inquiry Form

Attachment D: Proposal Pricing Form

Attachment E: Familial Disclosure Affidavit

Attachment F: Iran Linked Business Affidavit

Attachment G: Proposed Contract

December 16, 2019

To: Prospective Contractor

Subject: Request for Proposals for Custodial Services

Newaygo Public School District is accepting proposals for a 3-year contract to provide custodial services to the District.

This request for proposal is for a 3-year contract period for which we are requesting guaranteed pricing from

July 1, 2020 through June 30, 2023. Newaygo Public School District reserves the right to renew the contract for two (2) additional years in one (1) year increments at the District’s sole and absolute discretion. Renewal(s) will depend on pricing as well as level and quality of service received during the initial 3-year contract period.

If you desire to submit a proposal for these custodial services, please submit your proposal no later than 10:00 a.m. February 03, 2020. Bids will be opened at Newaygo Public School District Administration Office located at the following address. Mail or hand-deliver your sealed bid to:

360 S Mill Street

Newaygo, MI 49337

Attention: Kristin Melvin

Your proposal 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. Newaygo Public School

District is not responsible for late, lost, misdirected, damaged, incomplete, illegible or postage-due mail.

A mandatory pre-proposal meeting and walkthrough of the School District’s buildings will be held on

Thursday, January 09, 2020 at 1:00 p.m.

If you have any questions regarding the meeting or walkthrough contact Kristin Melvin at (231) 652-3799.

Please use Attachment D - Proposal Pricing Form as your tally sheet when submitting your proposal.

Thank you for your participation.

Kristin Melvin

Kristin Melvin

Business Manager

SELECTION TIMELINE

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

December 16, 2019 RFP Issued

January 09, 2020 1:00 pm Mandatory pre-bid meeting/building walkthrough 1:00 pm meet at High School Office

200 East St, Newaygo, MI 49337

January 24, 2020 4:30 pm Deadline for submitting written requests for clarification & questions

February 3, 2020 10:00am Deadline for submitting proposals

February 10-21, 2020 Contractor - Interviews and presentations

March 16, 2020 Board of Education consideration of contract

July 1, 2020 Implementation of Contract

1.0 Section SUBMISSION DEADLINE AND REQUIREMENTS:

The District is requesting proposals from qualified companies for a Contract for Custodial Services.

Proposals must be received at Newaygo Public School District Business Office, Attn: Kristin Melvin, 360 S Mill Street, Newaygo, MI 49337 no later than:

10:00am local time on February 3, 2020, the Due Date.

Proposal envelopes must be sealed and marked:

RFP CUSTODIAL SERVICES

(with Contractor’s Name, address and telephone number)

Envelope to be addressed to:

Attention: Kristin Melvin, Business Manager 360 S Mill Street, Newaygo, MI 49337

No telephone, e-mail, facsimile, or verbal proposals will be accepted. Newaygo Public School District is not responsible for late, lost, misdirected, damaged, incomplete, illegible or postage-due mail.

Proposals not meeting the deadline will remain unopened and the Contractor will be able to pick-up at the Administration office.

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

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

1.03 Each Proposal must be an original and hard copy, and signed by an authorized member of the Contractor’s company. This member should be the highest-ranking officer at the local level. Each Proposal must be submitted on the Proposal Forms attached to this

RFP.

1.04 Each Contractor must submit with the signed original Proposal, five (5) complete copies of the signed original Proposal.

1.05 Inquires/Clarifications via email: Prospective Contractors may request clarification of information contained in the RFP. All such requests must be made in writing by email (Subject Line: Custodial Services RFP Request For Clarification) and must be received by the close of business (4:30 pm) on Friday, January 24, 2020. The District will use its best efforts to provide a response to all written requests within three (3) business days after the receipt of such request. Responses to any request for clarification will be provided in writing via email to all prospective Contractors. It is the responsibility of the Contractor to check the School District’s website prior to the RFP Due Date to ensure that it has received all of the information and clarifications for this RFP. All inquiries for clarification of information contained in the RFP must be submitted on the Contractor Inquiry Form (see Attachment C) to: Kristin Melvin at kmelvin@newaygo.net.

1.06 Prospective Contractors are required to attend a mandatory pre-proposal meeting and building walkthrough on Thursday, January 09, 2020, at 1:00 pm at the High School office, 200 East Street, Newaygo, MI 49337.

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

1.08 RESTRICTIONS ON COMMUNICATION: From the issue date of the RFP until a

Contract has been awarded and announced, a prospective Contractor shall not be allowed to communicate about the subject of the RFP or a Contractor’s Proposal with the School District, its Board of Education, administration, staff, teachers or students, except as provided in the pre-proposal mandatory meeting (reference section 2-2.06) and inquiries (reference section 2-2.05).

1.09 Good Faith Deposit: 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 licensed to do business in the State of Michigan in the amount equal to 5% of the first year’s estimated total cost of the contract. Bid guarantee must be made payable to Newaygo Public School District as a guarantee of good faith. The good faith deposit shall be forfeited if the Contractor withdraws its Proposal after the Due Date for submission of Proposals or, upon award of its Proposal by the School District, Contractor fails to execute the finalized Contract and provide satisfactory bonds and insurance within 15 days after notice of award, substantially evidencing and incorporating this RFP and its Proposal. 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 all other unsuccessful Contractors will be returned within a reasonable time after the award of a Contract and execution of a Contract by the successful Contractor.

mailto:kmelvin@newaygo.net

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 CONTROLING: The following process described is intended to ensure that all prospective Contractors have equal access to information relative to the RFP. As part of the RFP preparation (which may have included previous discussions with selected prospective Contractors), every effort has been made to provide prospective Contractors with adequate information. Each Contractor shall prepare its Proposal based only on the information contained in the RFP, notwithstanding any information that may have been previously provided. A prospective Contractor noting any inconsistency between the information contained in the RFP and any information previously provided should request clarification (reference Section 2-2.05).

No information communicated, either verbally or in writing, to or from a Contractor 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.

1.12 ADDENDA TO THE RFP: Should it become necessary to revise any part of the RFP, notice of the revision will be e-mailed in the form of an addendum to all parties that submitted an Intent To Respond with the School District. All addenda will be issued through the School District’s website, sigma state site, and all addenda shall become a part of this RFP. Each Contractor must in its Proposal acknowledge all addenda which it has received, but the failure of a Contractor to receive or acknowledge receipt of any addendum, shall not relieve the Contractor of the responsibility for complying with the terms thereof. All addenda shall become a part of the RFP.

1.13 OPENING OF PROPOSALS: At the specified time and date stated in Section I-1.0 all submitted Proposals shall be opened publicly and read aloud. No immediate decision will be rendered. Any interested parties may attend the opening.

1.14 RESERVATION OF RIGHTS: The District reserves the right to accept or reject any or all Proposals not withdrawn before the Due Date and to waive any irregularity or informality in the Proposal process. Newaygo Public School District reserves the right to conduct discussions and request additional information from any or all Contractors.

Newaygo Public School District reserves the right to negotiate with the Contractor whose proposal is deemed strongest by the Selection Committee. Bids may not be withdrawn within 60 days after Due Date without forfeiting bid security. The District reserves the right to make such investigations as deemed prudent to determine Contractor's qualifications and eligibility, including but not limited to, requests for financial statements and company profiles. The District reserves the right to award the contract to other than the lowest Contractor.

1.15 RELEASE OF CLAIMS: Each Contractor by submitting its Proposal releases the School

District from any and all claims arising out of, and related to, this RFP process and selection of a Contractor.

1.16 IRREVOCABILITY OF PROPOSALS: All Proposals submitted shall not be withdrawn and shall be irrevocable for a minimum period of one hundred twenty (120) calendar days following the Due Date for receipt of Proposals set forth above.

1.17 COLLUSIVE BIDDING: The Contractor certifies that their Proposal is made without any previous understanding, agreement or connection with any person, firm or corporation making a Proposal for the same Services and is in all respects fair, without outside control, collusion, fraud or otherwise illegal action.

1.18 FINALITY OF DECISION: Any decision made by The School District, including the selection of a Contractor, shall be final.

2.0 Section PROPOSAL REQUIREMENTS AND FORMAT

2.01 This outlines the information that must be provided by Contractors 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 2 -2.0) of the RFP for additional requirements.

2.02 Attached to this RFP is a form of Contract under which the Custodial Services requested hereunder shall be provided by the successful Contractor (the “Contract”). The Contract contains details relative to the Custodial Services for the District, the additional terms and conditions under which the Custodial Services shall be provided by the successful Contractor, and should be reviewed carefully by each Contractor and be submitted as part of its Proposal, together with an explanation as to the reason such terms and conditions cannot be met or other special conditions or considerations.

2.03 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 Contractor's overall qualifications. Each Proposal shall also include any other information that the Contractor feels is significant in making an informed decision relative to the Proposal.

2.04 Any exceptions to the terms and conditions contained in this RFP or the form of Contract contained in this RFP, or any other special considerations or conditions requested or required by the Contractor MUST be specifically enumerated by the Contractor and be submitted as part of its Proposal, together with an explanation as to the reason such terms and conditions of the RFP or form of Contract cannot be met by, or in the Contractor’s opinion should be not applicable to, the Contractor. The Contractor shall be required and expected to meet the specifications and requirements as set forth in the RFP and the form of Contract in their entirety, except to the extent exceptions or special considerations or conditions are expressly set forth in the Contractor’s Proposal and those exceptions or special considerations or conditions are expressly accepted by the School District. All pricing factors must be clearly indicated in the Proposal Forms provided as part of the Contractor’s Proposal.

Each Contractor shall submit its Proposal for a three (3) year contract term commencing on July 1, 2020 and ending June 30, 2023, the “Contract Term”. Each Proposal shall include a transition plan/implementation schedule and, at a minimum, the following:

3.0 SECTION DEFINITIONS

3.01 “District” – The Board of Education of Newaygo Public School District or its expressly authorized representative. The term may also be referred to as “Newaygo Public School District”.

3.02 “Contractor” – Any custodial company having been invited by Newaygo Public School

District, as a matter of being on record as having received the RFP, and preparing and presenting a Proposal for the Custodial Services in accordance with the RFP.

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

3.04 "Facilities" – Any facility, land, or real estate owned or controlled by Newaygo Public

School District.

3.05 "Contract" – The negotiated contract resulting from the District’s acceptance of the Contractor’s proposal, to the satisfaction of the District, which incorporates this RFP and the Contractor’s Proposal.

3.06 “Accounting period” – A one- (1) month accounting period within a Contract Year.

3.07 “Contract Year” – 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.

3.08 “District Representative” – Person or persons authorized to handle administrative matters associated with the Contract. The District Representative is not authorized to enter any amendment or extension of this Contract.

4.0 SECTION SPECIFICATIONS/SCOPE OF WORK

4.01 BACKGROUND – GENERAL OVERVIEW: This RFP is being issued to qualified custodial service providers for the operation of the following custodial components at Newaygo Public School District.

4.02 Newaygo Public School District is comprised of several facilities throughout the District servicing K – 12 education. Other buildings support the administration required to fulfill such education.

4.02.1 The Contractor will be expected to provide the necessary equipment to perform the Custodial services and maintain quality and service standards. 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 wherever located. The equipment list including make, model, number at each location and value of equipment must be included in the Proposal. All equipment is to be purchased new or almost new for this contract.

4.02.2 The Contractor will supply an up to date custodial supply and equipment inventory.

4.02.3 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 the custodial contract.

4.02.4 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.

4.02.5 This RFP will result in a single contract award.

4.02.6 OBJECTIVES: The District seeks to accomplish the following objectives for its Custodial Services. (This list is not in order of importance.)

4.02.7 Develop and establish service levels and operating hours that are responsive to the needs of students, faculty, staff, and guests.

4.02.8 Develop an innovative and effective custodial program.

4.02.9 Develop reporting systems that meet the needs and expectations of the District.

4.02.10 Maximize productivity through strong Custodial Services.

4.02.11 Instill flexibility into all aspects of the Custodial Services to enhance responsiveness to demand.

GENERAL POLICIES AND REQUIREMENTS APPLYING TO ALL AREAS.

4.02.12 All Custodial Services shall be performed in District Facilities. The Contractor will not be authorized to utilize the Facilities for any other custodial service or purpose not specifically defined in the RFP.

4.02.13 The Contractor will provide the Custodial Services at the times requested.

4.02.14 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. The Contractor shall follow all applicable policies and procedures of the District.

4.02.15 The Contractor shall meet 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.

4.03 FACILITIES AND EQUIPMENT: 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.

The Contractor will be responsible for the payment of telephone installation, instrumentation, and service.

The Contractor will maintain e-mail service for our contract and cell phone connection at all times

4.03.1 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. If any such incidents occur, repair and/or replacement costs are the sole responsibility of the Contractor. No equipment of any type shall be removed from the facilities except to be repaired and only then with the approval of the District.

4.03.2 Equipment list should be provided by the Contractor including value of equipment in the RFP needed to perform the Services. It is the intent of this RFP that the Contractor will provide the equipment to perform the Services. All general and customary maintenance for the Equipment will be performed by Contractor at its sole cost and expense. The inventory of Equipment shall be updated as of the effective date of the Contract, and annually thereafter, by the Contractor and submitted to the School District for approval.

4.03.3 The Contractor is responsible for control of the keys/key card/fobs 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/key cards/fobs and cost of re-keying and replacement of lock cylinders required as a result of negligence and/or lost keys by its employees.

4.04 CONSUMABLE SUPPLIES: The Contractor may be required to purchase any usable inventory of consumable cleaning supplies/materials that may be on hand at the commencement of the contract. Such inventory is to be purchased at cost.

The Contractor will be responsible to supply all necessary cleaning supplies (e.g.

mops, buckets, brooms, brushes, dusters, pads, chemicals and solutions)(the “Cleaning Supplies”) necessary to perform the Services.. During the first year of the Contract Term, the District will be responsible for the procurement of any paper products, toilet tissue, paper towel, soap, trash can liners, air fresheners, etc. reasonably necessary for the performance of the Custodial Services (the “Supplies”). The Contractor shall advise, and timely notify, the District of the necessary quantities of Supplies so that such Supplies are procured in a timely manner. The Contractor shall be responsible to manage the inventory and shall submit to the District a monthly report detailing consumption of Supplies (including type and quantity) for each District Facility. At the District’s option, the District may elect to have the contractor procure the necessary Supplies beginning in the second year of the Contract Term. If the District so elects, upon Contractor’s receipt of written approval from the District, beginning in the second year of the Contract Term, the Contractor shall procure the necessary Supplies, in the amounts and quantities deemed appropriate by the contractor, and reasonably consistent with amounts and quantities of prior years, to perform the Services and agreed to by the District in writing. The Contractor shall use only those Supplies that meet or exceed the District’s current specifications, and the Contractor shall only use those which conform to the manufacturer’s specifications. Prior to any such changes in Supplies, the Contractor must receive the District’s prior written approval. The Contractor must manage the inventory/use of Supplies consumed by each Facility and have an order process system that will provide the District with a monthly report which details each Facility’s consumption. The report must detail quantity, product name, and cost of all Supplies. The Contractor will be required to keep an adequate inventory of Supplies at each Facility. Additionally, any and all procurements by the Contractor must be in compliance with all applicable laws, rules, regulation, policies and procedures, including, but no limited to, compliance with MCL 380.1274 and applicable District policy and procedure. The parties agree to convene at least ninety (90) days prior to the end of the first year of the Contract Term to discuss the pricing for Supplies if the School District elects to have the Contractor procure the same.

4.04.1 The Contractor shall maintain rigid procurement procedures throughout the entire process of purchasing, receiving, storage and inventory of all custodial Supplies.

4.04.2 The District shall have free access to any and all records or receipts check lists, and product specifications for all Supplies to determine that sanitary specifications are complied with and that purchasing specifications are being met.

4.04.3 All Supplies or other custodial cleaning products shall be delivered in proper transportation containers at District approved times and be accompanied by the proper MSDS for District files.

5.0 SECTION CONTRACT FORMATION AND PERIOD

5.01 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.

5.02 LENGTH OF CONTRACT: The Contract Term shall be three (3) years. The Contract period shall begin No Later than July 1, 2020. The District plans to award a Contract to the Contractor, as a result of the RFP, a 3-year term, with the possibility of one-year extensions for up to two additional years beyond the initial 3-year term, in the District’s sole and absolute discretion.

5.03 TERMINATION: In the event the Contractor fails, at any time, to comply with, fully perform and strictly adhere to any term, covenant, condition or representation contained in the Contract, all requirements contained in the RFP and the Contractor’s Proposal, whether it be performed by the Contractor, its agents or employee, the District shall have the right to give written notice to Contractor of such failure. If such failure is not cured to the District’s satisfaction within ten (10) business days from the time of receipt of such notice, the District shall have the right to terminate immediately without the requirement of a further notice. Notwithstanding the foregoing, the Contract may be terminated by the District without cause upon six (6) months advance written notice to the Contractor. If the Contractor is terminated in accordance with any of the provisions contained herein, all rights of the Contractor under the Contract shall cease.

Management Capability (If applicable to contract)

5.03.1 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 responsive management structure.

5.03.1.1 The Proposal shall specify how the management personnel employed to fulfill the contract will operate organizationally. All management positions proposed by the Contractor should be listed with areas of responsibility clearly defined.

5.03.1.2 The Proposal should include profiles identifying specific management personnel (i.e., Directors, Production Managers, etc.) in your employ that will be assigned to District's Facilities. The profiles should describe the experience, education, background, specific professional accomplishments, and any special qualifications. An On Site Manager is required for these Custodial Services.

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

5.03.1.4 The Proposal shall include a description of training programs used for management personnel. The Contractor shall also describe training programs for other personnel and include information on the staff conducting the training, their background and qualifications and available training resources. Staff will be required to be trained in Bio Hazard and Asbestos Safety.

5.03.2 Technical Quality

5.03.2.1 The Proposal should include a description of the Contractor’s qualifications, experience and its capacity to provide the desired Custodial Services and the resources required to efficiently handle a Custodial Service of this size and scope.

5.03.2.2 The Contractor should list any equipment necessary to provide the Custodial Services specified in this RFP.

5.03.2.3 The Proposal will include a listing of all Contractor-owned equipment to be used at the Facilities.

5.03.2.4 The Proposal should include the Contractor’s analysis of the school custodial service environment, including techniques for preventing common problems and coping with them if they do arise. The Contractor should explain and include examples of systems used to determine customer satisfaction.

5.03.3 Contractor’s Experience and Capabilities

5.03.3.1 The Proposal must include a description of the general background, experience and qualification of the Contractor in college and school or similar Custodial Services. The Contractor must list at least three operations presently served that are similar in nature to that of the District's, within West Michigan. A general description of the type of units (e.g., industry, office building, etc.) and the period of time Contractor has served that contract for each. 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.

5.03.3.2 The Contractor shall supply a copy of the most recent Audited Financial Reports.

5.03.3.3 The Contractor must describe the procedures and capacity for replacing local personnel.

5.03.4 COST

5.04 Contractors shall provide hourly pay rates (or pay rate ranges). The pricing contained in a Contractor’s Proposal should include wages and any normal related fringe benefits such as 401k plans, disability insurance, health (as required by PPACA), etc., offered to the Contractor’s employees. Contractor’s Proposal. The Contractor will describe the resources, which are covered by administrative expenses if included.

5.05 Cover letter and/or executive summary prepared on company's business letterhead with authorized signatures. This should be limited to a brief narrative highlighting the Proposal and should be aimed at non-technical personnel. This item should not include commission/pricing quotations.

5.06 Company profile, support commitment and personnel responsible for carrying out the Contract.

5.07 Checklist of Proposal responses due.

5.08 Exceptions, including explanations, to Contract specifications, RFP requirements and signatures.

5.09 Any additional information considered necessary or helpful to the District in determining Bidder's qualifications/signatures.

5.10 Reference information for at least one (1) K-12 institution or similar client with Custodial Service contract needs similar to Newaygo Public School District. Include contact name, address, and telephone number and number of years servicing client.

5.11 Bidder's form of contract, if any, to encompass RFP and Proposal.

5.12 Signed copies of the addenda cover sheets, if applicable.

5.13 Include required security.

5.14 The signed original Proposal along with five (5) complete copies of signed original Proposal.

6.0 SECTION EVALUATION CRITERIA

6.01 Contract award, if any, will be based upon a comprehensive review and analysis of the Proposals that best meet the needs of Newaygo Public School District. The specific evaluation criteria may include the following:

Past Experience in custodial service operations of a similar nature

Cost to provide service

New and innovative ideas

Creativity

Impressions from an unannounced site visit of an existing property observing staff, cleanliness, and service

Impressions from an announced site visit observing staff and service quality and cleanliness

Management depth and experience if applicable to contract

Training methods and procedures for hourly staff

Evidence of a “customer service” focus

6.02 PRESENTATIONS: To assist in the evaluation process, a minimum of two (2) Bidders will be invited for an interview and opportunity to give an oral presentation of their Proposal to the District’s Selection Committee. The presentation should be no longer than one (1) hour in length, with sufficient time allocated for questions and answers. The presentations will take place around February 10-21, between the hours of 2:00 p.m. and 9:00 p.m., EST. Specific appointments will be scheduled with the invited Bidders.

7.0 SECTION CONTRACT SPECIFICATIONS

Health and Safety:

7.1 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.

Environment:

7.2 The Contractor shall maintain sanitary working areas and shall comply with all federal, state, and local laws, rules, regulations and ordinances that apply to Custodial Service operations.

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

7.2.2 The Contractor shall state their 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.

Equipment and Facilities Maintenance Sanitation:

7.3.1 The equipment and Facilities shall be maintained in a condition satisfactory to the District and follow the specification frequencies without exception. The Contractor shall adhere to the highest standards of cleanliness and sanitary practices to insure continual sanitation in all functions and matters related to the Custodial Service.

7.3.2 The Contractor will be responsible for specified stripping and sealing of floors, carpet cleaning, cleaning draperies and blinds, upholstered furniture, and cleaning walls and doors to the frequency listed in the specification without exception. All manufacturer specifications shall be followed.

7.3.3 The Contractor will remove all trash, garbage, and debris from all Facilities occupied by the Contractor according to a schedule approved by the District.

7.3.4 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.

Licenses:

7.4. The Contractor shall obtain all required licenses and permits required by law for the operation of the Custodial Services. The Contractor shall pay all required fees, taxes, and other charges applicable.

Laws, rules and regulations:

7.5 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.

Personnel:

7.6 The Contractor shall maintain an adequate staff at all times to ensure a high quality custodial service operation, including expert personnel for administration, purchasing, equipment consulting, and supervision (if less than full staff on school cancellation days, a credit to the District is required). The Contractor shall submit 30 days in advance of the next contract year, the organization and staffing plan for Custodial Service covered under each contract for review and approval by the District. A qualified supervisor shall be on duty throughout the time that Custodial Services are in operation.

7.6.1 The Contractor shall provide management staff, made known to the District by name, to routinely review and inspect operations, personally fill vacancies, 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.

7.6.2 The Contractor will make provision for an On Site manager to be accessible each day. Such management should be non-production personnel and should be clearly identifiable as the individual in charge of the operation and available to give assistance.

7.6.3 At the Contractor’s sole cost and expense, all employees of the Contractor assigned to jobs at the Facilities shall be attired in uniform and have prominently displayed ID badges.

7.6.4 Additionally, the Contractor and all of its employees and agents providing custodial services for the District shall meet the requirements of the School Safety Initiative Legislation, being MCL 380.1230, 380.1230a, 380.1230c, 380.1230d and 380.1230g. The Contractor acknowledges and agrees that unless the District notifies the Contractor that it is not subject to the provisions of Michigan Public Act 84 of 2006, as amended, the Contractor will have any and all of its agents, employees or representatives who will be on any District Facility or property regularly and continuously to carry out the Custodial Services contemplated by the RFP specifications and the Contract, fingerprinted and subjected to criminal history and background checks through the Michigan State Police and Federal Bureau of Investigation as detailed in Public Act 84 of 2006, as amended, prior to commencing any work under the Contract by presenting themselves, or any of its agents, employees or representatives, for proper fingerprinting and criminal backgrounds checks, as directed by the District, or provide written notification to the District that Contractor or its employee(s) has previously completed fingerprinting and a criminal history and background check in connection with contracting or working for another Michigan school district, intermediate school district, public school academy or nonpublic school (each an “Agency”) and consents to the sharing or transferring to the appropriate fingerprinting and criminal history background report from the other Agency.

If Contractor wishes to receive a copy of any report, it shall have the employee provide written consent to the District acknowledging its consent to provide Contractor with a copy of the report at the time fingerprinting and background checks are initiated. Additionally, unless notified it is not subject to Michigan Public Act 84 of 2006, as amended, the Contractor represents and warrants to the District that it will at all times during the Contract Term or any Renewal Term of the Contract be in compliance with the provisions of Michigan Public Act 84 of 2006, as amended, including, but not limited to, reporting to the District within 3 business days of when any of its agents, employees or representatives who will be on the District’s Facilities or property regularly and continuously to carry out the Custodial Services contemplated by the RFP specifications and the Contract, is/are charged with a crime listed in Section 1535a(1) or 1539b(1) of the Revised School Code, being MCL 380.1535a(1) and 380-1539b(1), or a substantially similar law, and to immediately report to the District if that person is subsequently convicted, plead guilty or plead no contest to that crime. The Contract shall indemnify, defend and hold the District, its employees, Board of Education, and each member thereof, agents and consultants, harmless from and against any and all claims, counter-claims, suits, debts, demands, actions, judgments, liens, liabilities, costs, expenses, including actual attorneys fees and actual expert witness fees, arising out of or in connection with any violation of, or the Contractor’s failure to comply with, the requirements of Michigan Public Act 84 of 2006, as amended, or this paragraph. The Contractor shall be responsible for all costs and expenses associated with the above-required fingerprinting and background checks. The Contractor shall supply all necessary data and information, as requested by the District, to enable the District to properly submit Contractor and its employees and agents for inclusion in the State of Michigan Department of Education’s list of “registered educational personnel.”

7.6.5 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 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, studios, opened and private offices, corridors, dining areas, restrooms, and common areas. Smoking is also prohibited on school grounds as outlined by law.

7.6.6 The Contractor shall have the resources and staff for providing comprehensive training and staff development programs including the management of a diverse work force for employees at all levels of the organization.

Inspection:

7.7 The District shall have the right to access all 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.

Accounting Statements and Audits:

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

ADVERTISING:

7.9 The Contractor agrees not to use this Proposal or any subsequent agreement as part of any commercial advertising without prior approval of Newaygo Public School District.

8.0 SECTION – GENERAL TERMS AND CONDITIONS

8.01 FEDERAL, STATE AND LOCAL LAW COMPLIANCE: Newaygo Public School District 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. The contractor, including all employees and agents shall perform the Custodial Services in accordance with all State Licensing laws including: the Electrical Administrative Act, PA 217 of 1956, as amended; the Forbes mechanical Contractors Act, PA 192 of 1984, as amended; the State Plumbing Act, PA 733 of 2002; the Boiler Act, PA 290 of 1965, as amended; and the Elevator Safety Act, PA 227 of 1967. The Contractor, including its employees and agents, shall be responsible for knowing the District’s policies concerning appropriate behavior of persons in its Facilities and, on its properties, including for example, the prohibitions of sexual harassment and smoking, and shall comply with all such policies. The District shall use its best efforts as reasonably requested by the contractor, to assist the Contractor to comply with any and all applicable federal, state or local laws, rules and regulations. The contractor by providing its Proposal to the District represents and warrants that it shall at all times be in compliance with any and all federal and state laws, rules, ordinances, policies and regulations and licensing and permitting requirement applicable to providing Custodial Services pursuant to this RFP, its Proposal and the Contract, fully comply with any and all applicable federal, state or local laws, rules and regulations, and shall indemnify, defend and hold the District harmless from any liability from its failure to so comply.

8.03 TAXES: Contractor is responsible for personal property taxes and other applicable taxes related to the Custodial 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 Right 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 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 insure 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 WARRANTY: Unless otherwise specified, all materials and equipment shall be new, and all work shall be of good quality and in conformance with the Contract documents.

Newaygo Public School District endeavors to buy products made in the United States of

America whenever an American-made* product is available that meets or exceeds the specifications requested and the price is equal to or lower than a foreign-made product.

Contractors are requested to bid American-made products and/or services whenever available. Contractors may bid foreign-made products or services when:

They are specified.

They are identified as an alternate by the Contractor as long as they are technically acceptable.

More than 50% of the product is manufactured or assembled in the United States.

8.07 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.

8.08 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.

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

8.10 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.

8.11 INDEMNIFICATION: Contractor shall indemnify, defend and hold harmless the District, its Board of Education, its Board members, in their official or individual capacities, its administrators, employees, agents, contractors, successors and assignees from and against any and all claims, counter-claims, suits, debts, demands, actions, judgments, liens, costs, expenses, damages, and liabilities, including actual attorney’s fees and actual expert witness fees arising out of or in connection with Contractor’s performance of the Custodial Services pursuant to the Contract and/or from Contractor’s violation of any of the terms of the Contract, including, but not limited to: (i) the negligent acts or willful misconduct of the Contractor, its officers, directors, employees, successors, assignees, contractors and agents; (ii) any breach of the terms of the Contract by the contractor its officers, directors, employees, successors, assignees,…