Part-Time_Custodial_Services_for_New_Haven_Public_Schools_(Addendum_#3_Revision).pdf

For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/newhavenct

City of New Haven, CT

REQUEST FOR PROPOSAL

2025-RFP-147

PART-TIME CUSTODIAL SERVICES FOR NEW HAVEN PUBLIC

SCHOOLS

RELEASE DATE: March 9, 2025

RESPONSE DEADLINE: April 8, 2025, 11:00 am

Please refer to the project timeline in this document for all important deadlines.

Request For Proposal #2025-RFP-147

Title: Part-Time Custodial Services for New Haven Public Schools

Table Of Contents

1. Project Summary

1.1. Summary

1.2. Timeline

1.3. Procurement Contact

2. Instructions to Respondents

2.1. Internet Access

2.2. Solicitation Downloads

2.3. Inquiries for Clarification

2.4. Addendum to Bid Documents

2.5. Contract Term

2.6. Insurance Requirements

2.7. Certification and Licenses

2.8. Unit Prices, Solicitation Quantities and Tax-Exempt Status

2.9. Equal Employment Opportunity

2.10. Construction Related Permits

2.11. Alternate Responses

2.12. Pricing Sheet

2.13. Solicitation Process and Submission

2.14. Solicitation Protest

2.15. Award of Contract

2.16. Execution of Contract

2.17. Notice to Proceed

2.18. No Purchase Order – No Payment Policy

2.19. Electronic Invoice Policy

2.20. Payment Policy

3. Project Details

3.1. Proposal Specifications

3.2. Evaluation Criteria

3.3. Response Submittals

3.4. Attachments

Attachments:

A - NEW EXHIBIT A-CLEANING SCHEDULE MINIMUM REQUIREMNTS Rev-02-26-25

B - NEW EXHIBIT B-BUILDING LOCATION INFORMATION Rev

1. Project Summary

1.1. Summary

Contract Name: Part-Time Custodial Services for New Haven Public Schools

Solicitation #: 2025-RFP-147

Department: NHPS-Curriculum

The purpose of this Request for Proposal (RFP) is to solicit proposals from qualified firms to staff four-hour, part time, custodians, a manager/supervisor and an account manager to provide cleaning services to New Haven

Public Schools (NHPS). The Contractor shall provide sufficient four-hour staff to clean the designated buildings. The Contractor may propose an alternate cost / staff structures for the NHPS’ consideration should other schools or properties become available. The NHPS intends to contract with a qualified vendor whose proposal is deemed to be most advantageous. No contract shall be awarded solely based on price. Only those proposals determined to meet all requirements will be given consideration.

1.2. Timeline

Solicitation/Advertise Date: March 9, 2025

Pre-Proposal Meeting (Mandatory): March 18, 2025, 11:00am

Join Zoom Meeting https://us04web.zoom.us/j/71228704536?pw d=tDQbJ2LBK0AcX495Pe4FR1enZcWT9d

.1

Meeting ID: 712 2870 4536 Passcode: 1tVAWw

Question & Clarification Deadline: April 1, 2025, 11:00am

Solicitation Due Date: April 8, 2025, 11:00am

1.3. Procurement Contact

Michael Trnik

Procurement Coordinator

54 Meadow Street, 4th Fllor

New Haven, CT 06519 https://us04web.zoom.us/j/71228704536?pwd=tDQbJ2LBK0AcX495Pe4FR1enZcWT9d.1

2. Instructions to Respondents

2.1. Internet Access

A. The City cannot guarantee that equipment involved in Solicitation Submission and/or solicitation technology will be available to provide information or receive transmittals. It is your responsibility to ensure that you have current information and that your Submission is received at the designated location complete and on time. The City is not responsible for the confidentiality of information transmitted over the Internet.

B. Downloading solicitations of any type does not obligate the City to send you future notifications of solicitations or addendum updates.

C. It is the Respondent's responsibility to review your status on our website and update your contact information accordingly.

D. The City does not recommend waiting till the last day to start and/or submit your response.

2.2. Solicitation Downloads

A. Every part of this document may be downloaded from the website at no cost to you. If you require a third party to print the specifications and/or drawings, that cost will be borne by you.

B. Drawing File Format: PDF

C. Click on the "Downloads" to download the drawings.

D. If you don't have Adobe Acrobat and you wish to view the files in PDF format, Download the application here: https://get.adobe.com/reader/

E. Drawings - The following three local firms are examples of companies that can reproduce drawings and/or any portion of the documents. These suggestions are not to be considered endorsements in any way. Any other firm with the AutoCAD, DWG, DXF, DWF & CSF Viewers will also be able to reproduce the drawing files.

2.3. Inquiries for Clarification

A. The City will not respond to a Respondent's request(s) for oral interpretation and/or clarification of the

Solicitation Specifications for any reason.

B. The City will respond to a Respondent’s written request(s) for interpretation and/or clarification of the

Solicitation Specifications.

1. Any written Inquiry for Clarification must be received seven (7) or more business days prior to the

Closing Date. Any request received by the City after this deadline will not be given consideration.

2. Every request for such an interpretation shall be made in writing via City’s e-Procurement Portal's

Question & Answer feature.

https://procurement.opengov.com/portal/newhavenct/projects/143517 https://get.adobe.com/reader/ https://procurement.opengov.com/portal/newhavenct/projects/143517

3. Please do not send questions or requests for clarification in a PDF format.

4. Every interpretation made to a Respondent will be in the form of an Addendum or Question &

Answer to the Solicitation Documents.

2.4. Addendum to Bid Documents

A. All Addenda to the Solicitation Documents shall become part of the Solicitation. Respondents are required to check the Website for Addendum. Each Respondent shall be bound by such Addenda whether or not received/viewed by the Respondent.

B. Questions are submitted through your account and the selected solicitation Web Address:

https://procurement.opengov.com/portal/newhavenct/projects/143517, through the “Question &

Answer” section to submit your question(s).

C. We will endeavor to post Addendums regarding Inquires for Clarification, not less than five (5) calendar days prior to the Bid Closing Date and Time.

D. Addendums regarding extension of time will be posted on the City website, any time prior to the

Solicitation Closing Date and Time.

2.5. Contract Term

The term of the contract is one (1) year with 2 - one (1) year renewal option(s). All renewals will be at the sole discretion of the City and pursuant to the same terms and conditions.

2.6. Insurance Requirements

Proof of insurance is not required to be submitted with your response unless specifically requested, but will be required prior to the City's award of the contract. Refer to the Insurance requirements in the "Insurance

Requirements" section of this document.

The City requires all contractual work to be insured as identified in the following sections.

The term “Contractor” and/or “subcontractor” as used in this section, shall mean, and include Contractors and subcontractors of every tier.

Each Solicitation, Agreement and/or Award will include a specific Risk Template which will detail all the insurance requirements for the project.

Any policies maintained by the contractor and its owned and/or rented equipment and materials shall contain a provision requiring insurance companies to waive their rights of subrogation against the City of New Haven

(Owner) and all other Indemnities named in the contract.

City of New Haven requires all contractors and vendors whose work or services may bring them into direct contact with youth under the age of 21 years to carry a minimum of $1 million in Abuse and Molestation insurance coverage.

Direct contact refers to situations where vendors directly interact with, supervise, or provide services to youth under the age of 21.

Examples of vendors subject to this requirement include:

Therapists Medical professionals Before and after-school program providers

Vendors excluded from this requirement include:

On-call facility-related repair services and construction services (e.g., plumbers, electricians, general contractors, roofers) who do not have direct contact with youth.

This requirement applies to all vendors working on projects within:

City of New Haven facilities New Haven Public Schools (NHPS) facilities

Certificates of Insurance

The successful bidder shall provide certificates with a minimum AM Best’s rating of “A-“VIII of insurance, showing coverage by an insurance carrier authorized by the State of Connecticut to write insurance in the State.

The certificates shall show the City as an additional name insured. Said certificate should contain the following endorsements.

PLEASE NOTE THAT ALL CERTIFICATES OF INSURANCE MUST INCLUDE:

A. The City of New Haven shall be named as an additional insured with subrogation.

B. Endorsement shall include the work description, Contract/Project name and location.

C. Insurance agent contact information, name, email and phone number

D. An endorsement that the insurance company will give at least thirty (30) days written notice to the City prior to any modification or cancellation of any such insurance coverage.

POLICY REVIEW AND APPROVAL

At the discretion of the City, the Contractor may be asked to submit to the City copies of insurance policies for review and approval. The City may, in writing, notify the Contractor of any disapproval of any such policies, and satisfactory policies shall be provided in place of those disapproved.

The Respondent shall submit an insurance certificate in addition to a copy of each policy if requested. The

Contractor shall require its subcontractors to obtain policies of similar insurance before each commences work.

All such insurance shall be carried with financially responsible insurance companies, licensed in the State and approved by the City and shall be kept in force until the Contractor’s work is accepted by the City, which expire before the Contractor’s work is accepted by the City shall be renewed and submitted to the City for its approval.

A. Insurance will be required for the entire term of the contract. The insurance agent contact information(name , email, phone number) must be on the COI. COI are to be emailed to your project contact(see award notice) and NHpurchasingCOI@newhavenct.gov.

B. Renewal Certificates of insurance should email to support@certificail.com

Contractor/Vendor shall agree to always maintain in force during the contract the following minimum coverage and shall name the City of New Haven as an Additional Insured (1) on a primary and non-contributory basis to all policies except Workers Compensation and Professional Liability. All policies, except Professional Liability, should also include a Waiver of Subrogation.

2.6.1. General Liability

Minimum Limits (dollar amount indicates required minimum)

Additional Insured (Y indicates required)

Waiver of Subrogation (Y indicatesrequired)

Each Occurrence $1,000,000 Y Y

Combined

Aggregate

$2,000,000 Y Y

Products/Completed Operations

Aggregate

$2,000,000 Y Y

2.6.2. Workers’ Compensation & Employers’ Liability (EL) - Statutory Limits

Minimum Limits (dollar amount indicates required minimum)

Additional Insured (Y indicates required)

Waiver of Subrogation (Y indicatesrequired)

Workers'

Compensation

Statutory Limits

EL EACH $500,000 --- Y

EL DISEASE $500,000 --- Y

EL POLICY $500,000 --- Y

mailto:NHpurchasingCOI@newhavenct.gov mailto:support@certificail.com

2.6.3. Auto Liability (includes all owned, hired & non-owned autos)

(dollar amount indicates required minimum)

Additional Insured (Y indicates required)

Waiver of Subrogation (Y indicatesrequired)

Combined Single

Limit Each accident including endorsements

$1,000,000 Y Y

2.6.4. Excess/Umbrella Liability

(dollar amount indicates required minimum)

Additional Insured (Y indicates required)

Waiver of Subrogation (Y indicatesrequired)

Each Occurrence --$1,000,000 Y Y

Combined Aggregate --$1,000,000 Y Y

2.6.5. BUILDER’S RISK / INSTALLATION FLOATERS (when applicable) When this contract or agreement includes the construction of and/or the addition to a permanent structure or building; including the installation of machinery and/or equipment, the following insurance coverage must be afforded:

Coverage Form: Completed Value, All Risk in an amount equal to 100% of the value upon completion or value of equipment to be installed.

2.6.6. Additional Information

If any policy is written on a “Claims Made” basis, the policy must be continually renewed for a minimum of two years from the completion date of this contract. If the policy is replaced and/or the retroactive date is changed, then the expiring policy must be endorsed to extend the reporting period for claims for the policy in effect during the contract for two) years from the completion date.

Original, completed Certificates of Insurance must be presented to the City of New Haven via Certificial prior to contract issuance. Contractor/Vendor agrees to provide replacement/renewal certificates at least 30 days prior to the expiration date of the policies. Should any of the polices be cancelled, limits reduced, or coverage altered, 30 days written notice must be given to the City.

2.6.7. Notes

• Additional Insured & Waiver of Subrogation boxes must be checked off on the COI.

• If contractor/vendor will be providing a service in proximity or serving youth under the age of 21, Abuse and Molestation coverage must be included.

• City of New Haven is the Certificate holder and the additional insured.

City of New Haven 200 Orange Street Rm 301 New Haven, CT 06510

2.7. Certification and Licenses

If the service(s) that you are providing is a service for which a certification, license or other form of qualification is required, please provide documentation with your statement of qualifications.

2.8. Unit Prices, Solicitation Quantities and Tax-Exempt Status

A. The Unit Prices for each of the Solicitation items include its pro rata share of overhead so that the sum of the products obtained by multiplying the quantity shown for each item by the unit price represents the total Bid. Special attention is called to this section because in the event it is necessary to revise the quantities, increase or decrease thereof may be made without limit and adjustment and compensation shall be made on the basis of the Unit Prices for such items.

B. Unit Prices should not include federal excise or state sales taxes. State Sales Tax is exempt under

Connecticut General State Statute Sec. 12-412. The City is also exempt from transportation taxes when goods are consigned to the City. Tax Exemption certificates will be furnished by the Supervisory

Auditor - Accounts Payable upon satisfactory proof of delivery to the City.

C. It is understood an agreed that the Unit Prices shall control the Contract award.

D. The quantities noted in this Solicitation are approximate (estimated only for use in comparing Bids); and that the sums obtained by multiplying the Unit Prices by the estimated quantities, and also the Total of these sums, are inserted for the purpose of checking this Solicitation and for the convenience of the

Respondent. The Unit Prices paid are for the actual ordered quantities only.

E. Shipments should be consigned to the City in care of the Contractor.

F. Unbalanced high or low Bid Unit Prices will be reviewed and may be grounds for rejection.

G. Pricing and Supply of Good and Services submitted by vendor as a result of this solicitation must be maintain for at least twelve (12) months from the date of bid submission, unless an increase in length is noted in the specification section of this solicitation.

2.9. Equal Employment Opportunity

A. A pre-award conference concerning equal employment opportunity compliance by the Awardee will be scheduled the week prior to the City’s authorizing the award. The contractor will receive forms and other documentation that must be completed and returned to the City prior to the date of the pre-award conference. The Contractor's Affirmative Action/Equal Opportunity compliance report will represent the major focus of discussion at the pre-award conference. The contractor is responsible for satisfying the affirmative action/equal opportunity provisions as set forth in or referred to in these Solicitation

Documents.

B. Any proposed subcontract under this Contract must submit a certification regarding Equal Employment

Opportunity, similar to that submitted by the Respondent. Approval of the subcontractor award cannot be given by the owner unless and until the proposed subcontractor has submitted the certification and/or other evidence that it has fully complied with any reporting requirements to which it is or was subject.

C. Although the Respondent is not required to attach such certification by proposed subcontractors to its

Response, the Respondent is herein advised of this requirement so that appropriate action can be taken to prevent subsequent delay in subcontract awards.

D. The Equal Employment Opportunity ordinance can be found in Section 12 ½ of the City of New

Haven’s Code. Please review for further details

2.10. Construction Related Permits

The contractor is responsible for all fees associated with Permits.

2.11. Alternate Responses

No alternate responses will be considered unless alternate responses are specifically requested by the City.

2.12. Pricing Sheet

A. Please provide your pricing matrix via Response Submittals. The City of New Haven must be readily able to discern your pricing Qualifications at a quick glance.

B. A brand name, model number or other designation that identifies the product of a manufacturer may be indicated. Other brands will be considered, provided they meet the quality standards of the brands listed within. Product literature, i.e. (M.S.D.S.) must accompany any substituted product with your submission.

2.13. Solicitation Process and Submission

2.13.1. Solicitation Process

A. Early Submittal of Digital Responses - Responses received prior to the advertised hour of closing are kept sealed on the City's e-Procurement Portal.

B. Solicitation Closing - At the time fixed for the submission deadline of responses, the City will open the

Digital Response received by the submission deadline utilizing the City's e-Procurement Portal. Pricing information will be available publicly and can be accessed at:

https://procurement.opengov.com/portal/newhavenct/projects/143517 in the "Results" tab. Respondents and other interested parties can visit the City's e-Procurement Portal for the list of respondents and their respective pricing information. To receive notifications regarding the pricing results, interested parties must click on "Follow" on the Public Solicitation Portal.

C. Late Submittals – with the advent of complete digital bidding, no submission will be accepted after the closing date and time.

D. Withdrawal of Responses - Responses may be withdrawn by you prior to the submission deadline of responses by you retracting your digital response submission.

E. Response Rejections - The City reserves the right to reject any and all responses which do not meet the requirements. Some reasons for rejection include, but are not limited to: altered or qualified contractual terms, non-conforming Response, incomplete or erroneous paperwork, and/or not habitually performing with the Respondent's own forces.

F. Solicitation Rejection Notification - Should the City reject a response for any reason, the Submitter shall be notified. In case of such rejection, the City will return the Bid Bonds to the Respondent(s). No other part of a Respondent's Submission will be returned.

2.13.2. Solicitation Submission

A. Electronic/digital Submissions - Follow instruction on the portal for bid submission – all required forms are indicated as such.

B. Each solicitation response must be submitted in the prescribed format. All blank spaces must be filled in as noted. Responses must give the prices in numerical figures. No changes shall be made to the City’s documents for any reason.

C. The Respondent shall sign their Response in the blank space provided for this purpose. If the solicitation response is made by a partnership or corporation, the name and address of the partnership or corporation shall be indicated and the Response Submission must be acknowledged by a corporate officer as applicable. Any partner of corporate stockholder owning 25% or more of the business shall also be disclosed.

D. The City may consider any Submission not prepared and submitted in accordance with the provisions hereof, and may, at its option, waive any informalities.

E. No Respondent may withdraw a submission within one hundred twenty (120) days after the actual date of the opening thereof.

2.14. Solicitation Protest

A. Any Solicitation protest must be submitted in writing. Respondents may file a written protest of the

Solicitation results with the City's Purchasing Agent, within 48 hours of the posting of the Solicitation results on the City Website.

B. A protest must be submitted via email, purchasing@newhavenct.gov, or Fax, 203-946-8206.

C. The City will acknowledge receipt of written protest. If the Purchasing Agent or representative has not acknowledged receipt of the protest by the close of business on the following day, please contact the

Bureau of Purchases at 203-946-8201 or by Fax at 203-946-8206.

2.15. Award of Contract

A. No contract shall be awarded to any contractor, if the entity, or any owner, officer or director thereof is delinquent in any tax or other financial obligation to the city, including, without limitation, a current or ongoing contract dispute concerning performance under an agreement with the municipal government if, in the opinion of the Corporation Counsel, the current or ongoing contract dispute is related to the requirements of the solicitation.The fact that any other entity of which the owner or principal of any contractor is an officer or director is delinquent in the payment of any tax or other financial obligation to the city, shall be a negative factor in the selection or award of such contractor until such obligation is settled.

B. The City will endeavor to award a contract for this Solicitation within one hundred and twenty (120) days after the date of the Solicitation opening. All Respondents acknowledge their Response submittal will be valid for the duration of the one hundred and twenty (120) days timeframe.

C. The City reserves the right to separately Solicitation or secure pricing from additional contractors that may relate to the goods and/or services in the instant Solicitation, whether or not such goods and/or services are additional to the quantities stated in the instant Solicitation.

D. The City of New Haven reserves the right to award one or more contracts as a result of this solicitation.

E. The City will not award to any contractor who is ineligible under any of applicable regulations issued by the Secretary of Labor and United States Department of Labor.

F. The City will not award to any contractor who is not qualified under applicable State and local laws and regulations.

G. Without limiting the generalities of the foregoing, a contractor will be deemed ineligible if they are not current with any taxes or other outstanding obligations to the City of New Haven.

H. Should a Contract be awarded, it will be awarded by the City to the lowest responsible qualified

Respondent based on the lowest Base Bid.

I. Availability of funds – The awarding of all contracts is contingent upon the availability of appropriate funds. If funding is not available at the time of award and/or execution of the contract the City reserves the right to cancel the Solicitation.

J. All Bid Bonds will be returned to all Respondents upon the execution of the contract documents to the awarded Respondent.

mailto:purchasing@newhavenct.gov

K. Certificate of Insurance must be email to project manager (see award notice) and to

NHpurchasingCOI@newhavenct.gov

2.16. Execution of Contract

A. In executing the Agreement, the Awardee will be required to reaffirm and restate all representations made in its Response Submission.

B. After the notice of award and within ten (10) days after the prescribed forms are presented for signature, the Awardee shall execute and deliver to the City the Agreement in the form included in the Contract

Documents, in such number of copies as the City shall require.

C. The failure of the Awardee to execute such Agreement, pay any taxes due, to supply the required bonds or submit the Certificate of Insurance, all within ten (10) days after the prescribed forms are presented for signature, or within such extended period as the City grants based upon reasons determined sufficient by the City, shall constitute a default and the City reserves the right to any remedies available at law or in equity including pursuit of Bid Bond. The City may either award the Contract to the next lowest responsible Respondent or re-advertise the Solicitation.

D. Performance Labor and Material Bonds - (see Project Summary for applicability)Having satisfied all conditions of award as set forth elsewhere in these documents, the successful Respondent shall, within the period specified in paragraph "A" above, furnish a bond in a penal sum not less than the amount of the Contract as awarded, as security for the faithful performance of the Contract, and a labor and material bond for payment of all persons, firms or corporations to whom the Contractor may become legally indebted for labor, materials, tools, equipment, or services of any nature including utility and transportation services, employed or used by him in performing the work. Such bonds shall be in the same form as those included in the Solicitation Documents and shall bear the same date, or a date after that of the Agreement. These bonds shall be signed and issued by a guaranty or surety company satisfactory to the City, authorized and qualified to do business in the State of Connecticut, and listed in the latest issue of the U.S. Treasury Circular 570, and the penal sum of any such bond shall be within the maximum specified for such company in said Circular 570. The current power of attorney for the person who signs for any surety company shall be attached to such bonds.

E. Commencement of Work – The City will not be responsible for payment of any work performed or materials supplied by the successful respondent before the Contractor receives a fully executed agreement unless an emergency situation has been declared by a City employee duly empowered to do so, and the vendor receives written authorization from this individual to proceed. Note: Responsibility for payment shall be limited to only that work deemed necessary by the City to alleviate the immediate emergency

2.17. Notice to Proceed

Once a contract is executed the City department responsible for requesting the work will issue a Notice to

Proceed.

mailto:NHpurchasingCOI@newhavenct.gov

2.18. No Purchase Order – No Payment Policy

https://www.newhavenct.gov/government/departments-divisions/purchasing-division/no-po-no-pay-policy

The City of New Haven has implemented a 'No Purchase Order, No Payment Policy’ effective July 1, 2019 to reduce cost overruns, unauthorized work, while automating the steps for payment of invoices. This means that without an official Purchase Order number and/or enough unencumbered funds available, payment of supplier invoices will be rejected or significantly delayed until the change order or adjustments can be processed and approved.

This policy aims to ensure that:

A. All spend shall be supported by an authorized PO prior to requesting the provision of goods/services.

B. Efficient processes are implemented so that goods are delivered when required.

C. The recipient of the goods shall receipt in Munis as soon as the goods are delivered/services performed

(i.e. not upon receipt of the invoice);

D. Cost control is effective and therefore:

E. all expenditure incurred by the City of New Haven is valid and appropriately authorized; and

F. minimizing transactional costs associated with payment for goods and services.

2.19. Electronic Invoice Policy

https://www.newhavenct.gov/government/departments-divisions/purchasing-division/e-invoicing-policy

2.20. Payment Policy

https://www.newhavenct.gov/government/departments-divisions/purchasing-division/payment-policy https://www.newhavenct.gov/government/departments-divisions/purchasing-division/no-po-no-pay-policy https://www.newhavenct.gov/government/departments-divisions/purchasing-division/e-invoicing-policy https://www.newhavenct.gov/government/departments-divisions/purchasing-division/payment-policy

3. Project Details

3.1. Proposal Specifications

3.1.1. Part Time Custodial Cleaning Services for New Haven Public Schools- Scope of

Services The purpose of this specification is to solicit proposals from qualified firms/vendors to staff four-hour, part time, custodians, a full-time account manager, a full-time day manager and a full-time night supervisor to provide cleaning services to New Haven Public Schools (NHPS). The selected vendor (Contractor) shall provide sufficient four-hour staff to clean the designated buildings as listed in Exhibit B located in the section labeled "Attachments". The Vendor may propose an alternate cost / staff structures for the NHPS’ consideration should other schools or properties become available. The NHPS intends to contract with a qualified vendor whose proposal is deemed to be most advantageous. No contract shall be awarded solely on the basis of price.

Only those proposals determined to meet all requirements will be given consideration.

The NHPS reserves the right to schedule interviews based upon the proposals received. The scoring of the proposals will be based upon the “Evaluation Criteria” listed below. An evaluation committee will review the proposals submitted in response to this RFP. The committee will be comprised of personnel from NHPS and other technically qualified professionals or designees as determined by the Chief Operating Officer (COO) in consultation with and under the direction of the Superintendent.

Pre-Proposal Meeting

There will be a mandatory pre-proposal conference via Zoom on 03/13/2025 at 11:00am. Information to join the meeting is listed below:

Join Zoom Meeting https://us04web.zoom.us/j/78310124716?pwd=DCd9qLWO0sEUC1HweSkUARtGDq7yUh.1

Meeting ID: 783 1012 4716 Passcode: 7wHpN6

Evaluation Criteria

1. Vendor shall have demonstrated commitment and ability to hire a qualified workforce who is reflective of

City of New Haven ethnicity. (15 points)

2. Vendor shall demonstrate competence, understanding of work to be performed and qualifications of their organization. (20 points)

3. Corporate experience, capacity and financial resources of the organization. (10 points)

4. Demonstrate ability to provide experienced and acceptable staffing levels as well as in-kind services, which should be described in detail (such as technical and other support and resources provided at no additional cost).

(15 points)

5. Cost will be reviewed in terms of seeing which proposal is financially sound to the district. (15 points)

6. Quality assurance and quality control. (5 points) https://us04web.zoom.us/j/78310124716?pwd=DCd9qLWO0sEUC1HweSkUARtGDq7yUh.1

7. Adherence in providing information required by this Request for Proposal. (5 points)

8. Proposal submissions will be reviewed for proof of vendor's ability to maintain insurance that meets or exceeds the requirements set by the City of New Haven Bureau of Purchasing as listed in Section 2.2 of this

RFP. (5 points)

9. Firm's proof that they will provide an experienced, successful account manager who will be onsite 4 days a week and will meet with Board of Education representative at least once a week. Firm also needs to provide proof they will provide an experienced custodial supervisor and management plan. Subcontracting will be permitted with prior approval of the New Haven Public Schools provided the contractor provides adequate supervision of subcontracted staff. (10 points)

Requirements and General Conditions

1. Custodial Crew and Management Support Services: Prospective vendor is to provide a skilled, experienced, and trained part time (four-hour shift) custodial crew and management support services at a competitive rate for the locations set forth in Exhibit B and as noted elsewhere in the specifications to the satisfaction of NHPS. The prospective vendor must furnish all necessary management, labor and supervision to perform janitorial services, event set-ups and clean-up as well as assist in other activities such as snow shoveling as needed at the direction of NHPS Facilities Services Department. Other duties that may be assigned include coordination of audio-visual equipment, needs and warehouse duties. If the vendor believes that additional part time staff is needed above that which is indicated at a particular school in listed in Exhibit B, the vendor is free to amend Exhibit B to reflect proposed needs of the NHPS buildings for approval by the Chief

Operating Officer or the Facilities Management Services department. The vendor will utilize only green cleaning products provided by the New Haven Public Schools, unless otherwise approved by the Facilities

Management Services department.

2. Contract Term: The Contract shall cover a period beginning on or about July 1, 2025, and run through June

30, 2026. The NHPS reserves the right to extend the term of the Contract for up to two (2) one (1) year renewals annually under the same terms, conditions and provisions at the sole discretion of the NHPS effective July 1, 2025, through June 30, 2026, and thereafter as appropriate.

3. Staff Clock-In System: The cleaning staff shall clock in and out at a designated location within the custodial office at their assigned building location. The Contractor shall provide a call-in process that confirms staff are where they are scheduled to be at the time they are scheduled to be there. Contractor shall work with the NHPS

Facilities Management Services department to plan, schedule, and implement the planned building cleaning schedule as outlined in Exhibit A. Changes or deviations from the cleaning schedule must be approved and planned with Facilities Management Services department. Contracted custodial staff shall not clock in more than 10 minutes early or 10 minutes late and shall adhere to a 4-hour shift unless additional hours are authorized in advance by the NHPS Facilities Management Services department. NHPS Facilities Management Services

Dept. reserves the right to gain access to clock-in system data as needed as an authorized reviewer. Contractor must be able to provide a demonstration to show that their clock system works in a sufficient operating manner.

It must capture actual hours worked as opposed to estimated hours worked.

4. Monthly Invoicing/Detailed Reports: Monthly invoicing will be based on detailed reports of actual cleaning staff hours provided and are to be provided to the NHPS Chief Operating Officer and the Facilities

Management Services department within ten days of the end of each month.

5. "No Show" Report: Along with the detailed reports mentioned above, a daily "No Show" Report must be provided by the Contractor. Report needs to indicate specific number of staff who do not show up for work.

Report must be able to display and answer the following scenario questions:

A. There are 186 employees, 10 of them are absent for whatever reason. 1. How would that show up on the report? 2. How would it dictate on the monthly bill?

Report must show daily and weekly reconciliation of which employees show up for work and those who are absent for whatever reason.

Daily "No Show Report" should be delivered to the Facilities Management Dept. no later than 10:00pm that same business night.

6. Separate Billing System: A separate billing system must be provided for extra events which will require cleaning staff.

7. Payroll Verification: Contractor must provide a specific way in which NHPS can verify certified payroll.

9. Cleaning Schedule: The Contractor will use Exhibit A, Cleaning Schedule Minimum Requirements for the scope of cleaning services to be performed; daily, weekly, monthly, yearly. The list is not meant to be all inclusive. If the Contractor believes there are other cleaning services that should be performed, this should be brought to the attention of Facilities Management Services department and the Chief Operating Officer's office.

10. Cleanliness and Inspection: The Contractor will be held to examine and continually improve the cleanliness of all New Haven Public School locations as set forth in Exhibit B and to have made all necessary inspections in coordination with NHPS Facilities Management Services department, in order to be thoroughly and fully informed as to buildings to be cleaned and be familiar with all difficulties that may be encountered in complete execution of all work.

Employment Recruitment and Management

1. Background Checks: The Contractor shall be required to perform at their expense and provide copies of all background checks through the FBI, State Police or equivalent to NHPS Facilities Management Services department and Chief Operating Officer's Office.

2. Violation/Contract Termination: Any persons with any history of sexual misconduct, drugs, violence of any type including weapons violations, theft of any type, fraud and/or forgery shall not be assigned to work at the NHPS. Violation of this requirement will be cause for contract termination.

3. Contractor Staff Attestation: All Contractor staff assigned to NHPS will upon hire and annually thereafter sign an attestation that they understand that any violation of sexual misconduct, drugs, violence of any type including weapons violations, theft of any type, fraud and/or forgery even in the smallest of circumstances will be grounds for immediate removal from all New Haven Public School locations.

4. Discipline/Disciplinary Records: The use of progressive discipline is to be used by the Contractor to address performance and attendance issues with staff in coordination with NHPS Facilities Management

Services department. All Contractor Staff Disciplinary Records must be provided to the Chief Operating Officer and the NHPS Facilities Management Services department in a timely manner. Records must be provided no later than a week, but 24 hours is preferred. The Chief Operating Officer and the NHPS Facilities Management

Services department must also know when a contractor's employee has been terminated.

5. Proof of Disciplinary Process: Contractor must provide detailed proof in their submission of a Staff

Disciplinary Process. Standard example would be as follows:

A. If contractor's employee commits a violation, they are presented with a verbal warning.

B. If contractor's employee commits the same violation a second time or a different violation, they are presented with a written warning.

C. If contractor's employee commits the same violation a third time or a different violation, employee is terminated from employment to contractor.

6. Trust and Reliability: The Contractor must demonstrate the ability to provide trustworthy, reliable employees and shall make a good faith effort to retain the same employees on the same schedule in the same area for as long as possible. If a change of staff is to occur, the Facilities Management Services department and

Chief Operating Officer's office shall be notified prior to the change or as quickly as possible thereafter. In addition, contractor staff shall have the ability to: speak and understand the English language; have the necessary public relations skills to deal with staff and students in a professional, courteous and business-like manner; understand written and oral rules and regulations and apply them in a tactful and non-confrontational manner; and maintain poise, self-control, tact, diplomacy and mature judgment under stress. In addition, Contractor staff will be expected to follow protocols and procedures that may be established by NHPS and the

Facilities Management Services department.

7. Misunderstanding of Materials: No consideration or allowance will be granted for any alleged misunderstanding of materials to be furnished, or work to be performed, it being understood that when the proposal is delivered to and received by the NHPS and the City of New Haven Bureau of Purchasing, such action carries with it an agreement to fully comply with and to fully perform all requirements set forth in the

Requirements and General Conditions and the Specifications as set forth herein.

Scheduled Coverage

1. "Normal" Business Hours/Additional Services: The NHPS “normal” business hours are defined as 6:00 a.m. to 11:00 p.m., Monday through Friday. Business hours may be adjusted at the discretion of New Haven

Public Schools. In addition, building use/permits that require additional services may fall outside those hours and include weekends. These hours will be included in the contractor’s pool of monthly hours. Actual cleaning schedules will be developed with NHPS Facilities Management Services department and the Contractor.

2. Work Shifts: Shifts are to consist of part time four-hour work shifts to include day and evening shifts

Monday through Friday.

3. Notice of Absence: Contractor's staff need to give two hours' notice to the building manager/assistant building manager on-site and building principal prior to start of shift if thew will be absent for whatever reason.

4. Coverage, Events, Permits and Weekend Activities: Special events/activities which may impact the cleaning schedule include weather related events (snow/ice) or other larger activities occurring during the week that requires additional coverage above and beyond day-to-day custodial services.

Contractor's Management Staff

Account Manager: Contractor must provide a full-time account manager. Account manager must be on site four (4) days a week and must meet with a Board of Education designee at least once a week for a minimum of two (2) hours to discuss scheduling, staffing, any issues related to custodial performance, cleaning supplies, etc.

New Haven Public Schools will provide account manager with office space, but contractor will need to provide their own email, their own PCs and laptops, and their own telephone number. Account manager must also ensure schools are fully staffed and manages staff call-outs. Account Manager must also establish office hours.

Night Supervisor: Contractor must also provide a full-time night supervisor to help manage custodial staff, conduct inspections, staff disciplinary write-ups as well as manage staff call-outs.

Staffing and Services

1. Staffing Plan: The NHPS part-time staffing plan includes 186 part time workers. The staffing assignments may change by school, but NHPS plans to stay consistent with the total number of part time workers. The

Contractor may propose an alternative staffing plan for the NHPS’ consideration.

2. Contractor Staff Direction: All Contractor staff assigned to schools shall report to and take direction regarding daily activities from the building manager/assistant building manager on-site and building principal.

Disciplinary issues must be addressed timely by the Contractor’s management staff and documentation of the same shall be made available to the NHPS Facilities Management Services department. The security and protection of all materials, tools and equipment stored at any work location are the sole responsibility of the

Contractor. If anything becomes mossing or stolen, the NHPS Facilities designee must be notified immediately.

3. Efficiency and Acceptability: The NHPS Facilities Management Services department will be the sole judge of the efficiency and acceptability of each custodial employee’s performance while on site. The NHPS reserves the right to require the Contractor to remove any janitorial personnel from further duty at NHPS, without cause and without the right to recover damages by such janitorial employee or by the Contractor from the NHPS.

4. Appearance/Presence: The selected Contractor’s employees shall be neat and clean in appearance and shall wear a uniform or other identification that clearly identifies them as an employee of the Contractor.

Contractor Responsibility

1. Safety Data Sheets/OSHA Training: The Contractor will work with the assigned Building

Manager/Assistant Building Manager to maintain Safety Data Sheets (SDS) for all chemicals used or stored in the buildings. In addition, the Contractor will provide hazardous chemical communications and other OSHA-required training to Contractor’s personnel and provide documentation to the NHPS upon completion of the same annually or more frequently, if required. The Contractor will provide adequate field supervision to ensure janitorial staff arrive at assigned post on time, perform their duties throughout their assigned shift, and provide backup as needed during all required hours. A detailed plan for providing supervision must be included with the proposal.

2. Internal Monitoring/Monthly Reporting: The Contractor will provide an internal monitoring system that will be used to ensure service quality which shall include regularly scheduled written inspections with a copy to

NHPS or use inspection mechanism required by NHPS. The Contractor will report vandalism and/or damage of the NHPS to the assigned NHPS Building Manager immediately upon discovery. In addition, the Contractor will report at least monthly on training conducted, in-kind services provided, work assignments and attendance, hours used, resolution to management concerns, disciplinary issues, permit/weekend coverage, etc. in a format to be approved by the NHPS Chief Operating Officer and Facilities Management Services department.

Personnel records shall be made available, including but not limited to, hiring and termination of staff, disciplinary issues, background and screening process to the Chief Operating Officer and Facilities

Management Services department. Training must be performed at an NHPS site with an NHPS Facilities representative present.

3. Employee Scheduling: The Contractor will allow for flexible employee scheduling in coordination with the

Facilities Management Services department that covers building operations from 6:00 a.m. to 11:00 p.m.

Monday through Friday as well as coverage for building use permits which may go beyond those hours and have varied hours on weekends. It is the responsibility of the Contractor to track individual hours to ensure employees remain in a part-time status. The Contractor is responsible to open and close the buildings

(disarm/arm, turn lights on/off, make sure windows are closed and doors locked) where they are assigned to provide weekend coverage. The Contractor will provide basic OSHA certification training to assigned employees including, but not limited to: slip, trip and fall protection, record keeping, blood borne pathogens and equipment operations. NHPS to receive copies of training records.

4. Monthly Staffing Plans: The Contractor will provide to the NHPS Facilities Management Services department and the Chief Operating Officer specific monthly staffing plans of what number of staff will be assigned at each NHPS building.

5. Back Office Support: The Contractor will provide back office support or equivalent that shall be responsible for the performance of the contract and remain the Contractor’s contact person for the duration of the contract.

Such back-office support shall establish a routine for communications with the NHPS Facilities Management

Services department to provide a prompt and timely response to any concerns that may arise and to engage in daily staffing and attendance reporting as well as all necessary employee record keeping and documentation.

The Contractor will initiate and schedule with NHPS Facilities Management Services monthly meetings to discuss contract performance. Monthly meetings shall review overall performance, receive special instructions regarding cleaning items, or discuss other pertinent items regarding the contract and the Contractor’s performance.

6. Security Protocols: The Contractor will train their employees in the NHPS security protocols and procedures including confrontation avoidance, team-work and team building, and ensure employees abide by said procedures.

7. Keys to Facilities: Keys to various areas of the facilities will be made accessible to the Contractor but shall not be removed from the premises. All costs accrued by the NHPS in reinstating facility security occasioned by loss of facility keys due to the Contractor’s and/or its employees’ negligence will be billed to the contractor.

8. Security Alarm Procedures: The Contractor will be given instructions on NHPS’ security alarm procedures.

It shall be the Contractor’s responsibility to assure procedures are strictly followed. Upon completion of activities each day, the Contractor shall be responsible for securing all doors and windows in their assigned work areas. All keys must be signed for and must be returned to the building manager or assistant building manager prior to departure.

9. Employees on Premises: The Contractor shall ensure that only their properly identified employees listed with the NHPS are permitted on the premises during the performance of daily duties. The Contractor will be held strictly accountable for damages or breaches of security caused by its employees. No authorized persons shall be permitted inside the building during in and all work shifts.

10. Industry Standards: Items on this list should be used as minimum requirements but not considered all-inclusive of the requirements according to industry standards, which the Contractor is expected to follow. The

NHPS and the City of New Haven’s interpretation of the Requirements and General Conditions are final and binding.

Competency and Qualifications of Contract

1. Importance: The importance of maintaining clean school buildings in a safe and satisfactory operating condition demands that the Contractor, in order to qualify in addition to the other requirements herein provided, shall prove to the satisfaction of the NHPS, the following:

A. The…