RFP 26-003 - Custodial and General Maintenance Services (1).pdf

INSTRUCTIONS TO BIDDER

Project: Custodial and General Maintenance Services 2026 RFP 26-003

RFP 26-003

Proposals Due by Thursday, April 30, 2026, at 4:00 pm

Flint Community Schools will accept proposals for Custodial and General Maintenance Services as described within the following specifications.

The owner will receive sealed written proposals by April 30, 2026, at 4:00 pm. The proposal(s) shall be clearly marked on the outside of the envelope, SEALED PROPOSAL FOR FLINT COMMUNITY SCHOOLS –

CUSTODIAL AND MAINTENANCE SERVICES 2026 RFP 26-003, and addressed as follows:

DANIELLE TEMPLETON

FINANCE DIRECTOR

FLINT COMMUNITY SCHOOLS

923 E. KEARSLEY STREET

FLINT, MI 48503

It is anticipated that representatives from the district will open the bids Thursday, April 30, 2026, at 4:30 pm at the following address: 923 E. Kearsley Street, Flint, MI 48503.

Proposals received after the Due Date will not be accepted or considered.

PROPOSAL FORMS

All Proposals MUST be submitted on the forms provided in this RFP. Also, all Proposals shall be accompanied by a sworn and notarized statement disclosing any familial relationship that exists between the School District and/or any employee of the Contractor and any member of the Board of Education or Superintendent of the Flint

Community Schools. All Proposals must also include the executed form certifying the Contractor’s status as a non

“Iran Linked Business” as defined by Michigan Public Act 517 of 2012. Proposals that do not include these statements will not be considered or accepted by the Board of Education.

All documents will be available online at http://www.flintschools.org by selecting Bids located at the top right and under Bid Information select the “click here” link to access the 2026 Request for Proposals – Bids.

A walkthrough of all schools/buildings will be available. The schedule for the walkthrough is located in

Appendix A.

Questions: Material questions will be answered in writing on the form of Addenda and posted on the Flint

Community Schools website www.flintschools.org. The deadline for questions and requests for clarification is

April 27, 2026 at 1:00 pm. All questions to be written and emailed to RFPSubmission@flintschools.org.

http://www.flintschools.org/ http://www.flintschools.org./ mailto:RFPSubmission@flintschools.org.

Bid Information

1. Purpose and Introduction

The purpose of this Request for Proposal (RFP) is to enter into a contract with a qualified contractor to provide custodial and general maintenance service for Flint Community Schools.

This RFP includes the bid specifications for contracted custodial and general maintenance service. This

RFP includes the instructions for submitting proposals and the criteria by which a bidder may be selected.

The bid specifications shall serve as the contractual terms by which the district intends to govern the relationship between itself and the selected contractor. Definition of Parties: Flint Community Schools will hereinafter be referred to as the "District". Respondents to the RFP shall be referred to as "Bidders." The

Bidder to whom the contract is awarded shall be referred to as the "Contractor".

2. Bid Submission

Flint Community Schools will accept bid proposals for Custodial and General Maintenance Services as described within the following specifications. Contractors can bid on both services or independently bid on just custodial or general maintenance services. The district will review all options. The address for mail/drop off; Flint Community Schools, Attn: D. Templeton RFP 26-003; 923 East Kearsley Street, Flint

MI 48503.

All Proposals must be received on or before Thursday, April 30, 2026 at 4:00 pm(the “Due Date”) at which time the Proposals will be read aloud. Bids must be submitted on the official FORM provided. The

Board reserves the right to reject any or all bids.

Proposals received after the Due Date will not be accepted or considered.

PROPOSAL FORMS

All Proposals MUST be submitted on the forms provided in this RFP. Also, all Proposals shall be accompanied by a sworn and notarized statement disclosing any familial relationship that exists between the School District and/or any employee of the Contractor and any member of the Board of Education or

Superintendent of the Flint Community Schools. All Proposals must also include the executed form certifying the Contractor’s status as a non “Iran Linked Business” as defined by Michigan Public Act 517 of 2012. Proposals that do not include these statements will not be considered or accepted by the Board of

Education.

The Board of Education reserves the right to accept or reject any and all proposals in whole or in part, to waive any and all irregularities, and to award the contract to other than the low bidder. In addition, the

Board may award contracts to one or more firms.

3. Addenda During the bidding period, bidders may be furnished with a written addenda to clarify or supplement the

RFP. The information included in these addenda is to be included in the proposal and will become part of the contract. Failure of a bidder to acknowledge receipt of any or all addenda on the Addenda Receipt

Acknowledgement form may be sufficient cause for rejection of the bid.

All Addenda will be posted on the district website www.flintschools.org, by selecting Bids located at the top right and under Bid Information select the “click here” link to access the 2026 Request for Proposals –

Bids.

Bidders are responsible for checking this website prior to bid submission. Failure to acknowledge all addenda may result in rejection of your bid as being non-responsive. The district will not be bound by oral responses to inquiries or written responses other than addenda.

4. Bid Award Criteria The following non-prioritized criteria are some of the key criteria that will be considered in the evaluation of the proposals:

http://www.southfieldk12.org/

• Experience and past performance – Presented documentation of building cleaning and maintenance.

• Experience including at least five (5) years of experience of cleaning of a minimum of 789,473 square feet of facilities per day.

• Experience providing cleaning service in public and/or private school environments.

• Project manager/account supervisor’s qualifications and experience.

• Project personnel - Adequacy of staff in size, availability, and experience.

• Bidder’s attendance at pre-bid meeting and facilities walkthrough.

• Corporate support.

• Cost control.

• Full and proper completion of the bid forms.

• Guarantees – Any cost savings guarantees provided for by the proposal.

• Quality of the oral presentation to the applicable committee.

• Quantity and nature of exceptions to the bid specifications.

• Submission of required alternates.

• Training program – The education and training programs to be provided to staff.

• Performance as reported by references.

• Any other information the district’s proposal review team determines to be pertinent.

• First-hand walk-through evaluation of a current facility under contract with the Bidder (the finalist

Bidders must provide Flint Community Schools with a list of sites that, at our choosing, we can visit and walk through for performance evaluation).

Presentations will be requested of the bidders deemed by the district to be the best suited among those submitting proposals on the basis of the selection criteria. Determination of best suited candidates will be at the sole discretion of the District and the District’s decision shall be final.

5. Bid Duration All proposals must be irrevocable for one hundred and twenty (120) calendar days after the time and date of the bid opening.

6. Bid Errors/Omissions/Discrepancies Bidders shall not be allowed to take advantage of errors, omissions, or discrepancies in the specifications.

Bidder assumes all costs of preparation of the proposal and any presentations necessary to the proposal process. The district does not assume any responsibility for errors, omissions, or misinterpretations resulting from the use of incomplete sets of this RFP.

7. Bid Security Each bid must be accompanied by a certified check or bid bond in the amount of five percent (5%) of the base bid (excluding all alternates) for the first year of the contract made payable to Flint Community

Schools. This security is required as a guarantee that the bidder will do all of the following within fifteen

(15) business days of the bid award:

• Provide required insurance documents

• Enter into a contract to provide the services specified in this RFP

If the selected bidder fails to complete the requirements set forth in the previous paragraph, the bid security will be forfeited to Flint Community Schools.

Certified checks from all bidders except the Contractor awarded the contract will be refunded within ten

(10) business days after execution of the contract.

8. Financial Background Information

Bidders to submit with their bid proposal financial information as shown below -- bidders need only supply one copy of the following with their proposals in “original”.

Public Companies o History and description of the company o Annual reports for the last three years o Published reports about the company, if any

Private Companies o History and description of the company o Financial statements or tax forms from the last three years o Published reports about the company, if any

9. Bid Withdrawal Bidders may withdraw their bids, if they desire, any time before the bid opening date. Bids may not be withdrawn after the bid deadline, except with loss of the bid security.

10. Confidentiality of Bids/Proposals The information contained in proposals submitted for the district’s consideration will be held in confidence until the Board of Education approves the recommendation of award.

11. Conflict of Interest Bidders shall provide full disclosure of all existing client relationships that currently or prospectively may rise to conflicts of interest and disqualification.

Bidders, by submitting a proposal, certify that it has no business or personal relationships with any other companies or persons that could be considered as a conflict of interest or potential conflict of interest to

Flint Community Schools.

12. Debarment Submission of a signed proposal in response to this RFP is certification that your firm (or any subcontractor) is not currently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from participation in this transaction by any State or Federal department or agency. Submission is also agreement that the district will be notified of any change in this status.

13. Exceptions to Bid Specifications Any exceptions to the terms and conditions contained in this RFP or any other special consideration or condition requested or required by the Bidder shall be enunciated by the Bidder and be submitted as part of its proposal, together with an explanation of the reason such terms and conditions cannot be met. Each

Bidder shall be required and expected to meet the RFP requirements in its entirety, except to the extent exceptions are expressly noted in the bidder’s proposal and accepted by the district as part of the award agreement and documented accordingly.

14. Questions on Bid Specifications The deadline for questions and requests for clarification is April 27, 2026, at 1:00 pm. All questions to be written and emailed to RFPSubmission@flintschools.org.

15. Verbal Representations Bids must contain in writing all the terms and conditions of the offer being made. Verbal representations made before or after proposals are submitted will not be considered unless they are made in answer to questions asked by the district or its representatives and are followed up in writing.

mailto:RFPSubmission@flintschools.org.

Contract and General Conditions

1. Contract Administration The Superintendent, or designee, shall be the district’s authorized representative in all matter pertaining to the administration of this contract. The district’s designee may be changed at any time with appropriate written notice.

2. Contract Documents

The contract entered into by the parties shall include this RFP, the letter of introduction accompanying this RFP, the signed response/proposal forms submitted by the Contractor and all addenda issued.

The parties may adjust the specific terms of this contract where circumstances beyond the control of either party require modification or amendment. Any changes or modifications to this agreement must be in writing, signed by both parties, and attached hereto.

3. Contract Term It is the intent of the district to award a contract to one or more contractor(s) for the custodial and general maintenance of all buildings to begin on July 1, 2026 for a period of two (2) years with an option for the parties to extend by written mutual agreement the contract by up to three (3) additional years on a year-to-year basis subject to approval by the Flint Community Schools Board of Education. Nothing requires the district to agree to extend the contract beyond the initial two-year term.

The Contractor is required to provide a two-year price guarantee.

If the Contractor seeks to have the contract extended beyond the initial two-year term, the Contractor must provide the upcoming fiscal year’s fee schedule at least one hundred twenty (120) days before the contract anniversary date.

4. Contract Termination Flint Community Schools may terminate this contract for cause on written notice to Contractor if: (1)

Contractor breaches any of its material duties or obligations under the contract, which either cannot be cured or are not cured within the time period specified in the written notice of breach provided by Flint

Community Schools; (2) Contractor poses a serious or imminent threat to the health and safety of any person; (3) Contractor’s actions pose a serious or imminent loss to any real or tangible personal property;

(4) Contractor is insolvent, bankrupt, or otherwise going out of business.

Flint Community Schools, on thirty (30) days written notice to the Contractor, may terminate this contract, or any portion thereof, for any reason, including convenience, without incurring any penalty, expense, or liability to the Contractor except the obligation to pay for services actually performed under the contract before the date of termination.

Regardless of the basis for cancellation, Flint Community Schools shall not be obligated to pay Contractor for any incidental or consequential damages, loss profits, or costs incurred for services not actually performed.

5. Dispute Resolution In the event the awarded Contractor does not meet the requirements of this bid document and/or any of its related addendums, the following steps will be taken:

a. Within seven (7) calendar days of the violation, the contractor will be given, in writing, a letter stating the nature of the violation.

b. The Contractor will have seven (7) calendar days after receipt of letter to rectify and respond to the violation in writing. The response must include the nature of the violation, how it was resolved, and what steps are being taken to prevent this violation from occurring again.

c. If the Contractor has not resolved the violation or has repeated a similar past violation, the Flint

Community Schools reserves the right to terminate the contract by giving, in writing, thirty (30) days written notice of intent to do so. The contractor shall be liable for any difference in cost between agreed price and price paid to an alternate contractor, including expenses incurred to solicit other contractor.

6. Contract Validity If one or more clauses of the contract are declared invalid, void, unenforceable or illegal, that shall not affect the validity of the remaining portions of the contract.

7. Entire Agreement This Contract constitutes the entire agreement between the District and the Contractor, and it supersedes any prior communications, representations, or agreements of any kind. This Contract may not be modified except in writing signed by both parties.

8. Governing Law This Contract and the rights and obligations of the parties hereunder shall be governed by and construed in accordance with the laws of the State of Michigan. The Contractor agrees that any litigation, action or proceeding arising out of this contract shall be instituted in a state court located in the State of Michigan.

The jurisdiction and venue for any suit brought against this agreement shall be in Genesee County.

9. Subcontracting and Assignment The Contractor will not be permitted to assign, sell, transfer, or otherwise dispose of the contract or any portion thereof, or his rights, title or interest therein without prior written approval of the district. The

Contractor will not be permitted to subcontract any portion of the contract without prior written approval of the district. No subcontract will, in any case, relieve the Contractor of their responsibility under the contract.

Written consent to subcontract, assign or otherwise dispose of any portion of the contract shall not be construed to relieve the contractor of any responsibility for the fulfillment of the contract.

10. Independent Contractor It is expressly agreed between the Contractor and the District that the Contractor will act as an independent contractor in the performance of its duties under this contract and under no circumstances shall any of the employees of any party be deemed the employees of the other for any purpose.

The Contractor shall be wholly responsible for paying all taxes including but not limited to federal and state income taxes, FICA, FUTA, workers’ compensation, unemployment, and single business taxes to the extent that any or all of the foregoing are applicable. The Contractor shall defend, indemnify and hold harmless the district from and against any claims by any taxing authority, for any taxes, interest or penalties relating to the Contractor or his/her employees or agents, if any.

The Contractor shall acquire, worker’s compensation insurance for himself/herself, his/her employees, or agents, and shall defend, indemnify and hold harmless the district from and against any claim for worker’s compensation brought by or on account of the Contractor or by any of its employees or agents.

The manner in which the services are performed shall be controlled by the Contractor; however, the nature of the services and the results to be achieved shall be specified by the district. The contractor is not to be deemed an employee or an agent of the District and has no authority to make any binding commitments or obligations on behalf of the District except as expressly provided herein.

11. COMMUNICATION

Effective communication between the Contractor and the School District is necessary for effective delivery of the services across all Facilities. Accordingly, it will be necessary for the Contract Manager to maintain regular and open communication with the School District’s Facilities Maintenance Manager, as well as the

Building Administrators. Furthermore, it is always expected that 24 hours a day, 365 days a year, including

Holidays, it may be necessary for respective Building Administrators to communicate emergency work orders/tasks to Contractor employees or agents in order to maintain safety and operational function of all

Facilities. The School District requires a cell phone system, a radio system or other acceptable communication system to be in place to contact personnel at all School District Facilities, which the

Contractor shall procure and maintain at its sole cost and expense.

Emergency Contacts. The Contractor will be responsible to provide the School District with an emergency contact person and cellular telephone number for each facility.

12. Insurance Requirements The Contractor will provide the district with the required insurance certificates before the Contractor begins providing services and annually thereafter. These certificates of insurance shall be submitted to the

Districts’ designee.

Minimum Required Limits:

Commercial General Liability

Minimum Limits

Fire Damage $100,000

Medical Expenses

Personal & Adv.

Injury

Each Occurrence

$10,000

$1,000,000

Aggregate $2,000,000

Products - Comp/Op Agg.

Property Damage

Aggregate $2,000,000

Excess Liability (Umbrella)

$5,000,000

Aggregate $10,000,000

Fidelity/Employee Dishonesty Bond $50,000

To include both of the following:

Care, Custody & Control Coverage and Extended Property Damage

The certificates of such insurance shall carry an endorsement that states that the Contractor’s insurance company will defend the owner (the Contractor) if the Contractor is named a defendant in litigation resulting from the activities of the Contractor or of any direct or indirect employee of the Contractor under the terms of this contract for injuries to property or persons.

The Contractor must also maintain Comprehensive Automobile Liability Insurance throughout the term of this agreement to cover owned automobiles; leased, hired or rented automobiles; employers' non-ownership liability; medical payments and uninsured motorists. This same coverage is understood to extend to all trucks and motorized equipment owned and operated by the Contractor’s employees. The following types of coverage must be maintained, and at least at the levels specified in the table that follows:

Minimum Limits

Automobile Liability (Including Hired & Non-

Owned) Personal Injury/Bodily Injury

Each Occurrence $1,000,000

Or Combined Single Limit $1,000,000

Property Damage

Each Occurrence $500,000

The Contractor must also provide all of its employees working on this contract with workers’ compensation insurance. The district will not be responsible for any job-related injuries to the contractor's employees. Contractor will provide the district with proof of insurance with at least the following coverage limits:

Minimum Limits

Coverage A Statutory

Coverage B as follows:

Each Accident $500,000

Disease - Policy Limit $1,000,000

Disease - Each Employee $500,000

A 30-day cancellation clause is required on all insurance policies. If the Contractor receives notification that any of the required insurance will be cancelled, it must notify the district in writing at least 30 days before the cancellation is to become effective.

13. Billing/Payments Billing

Cleaning and Maintenance services are to be billed in equal installments as agreed upon by both parties prior to signing of contract. Invoices must itemize charges, copies of timesheets and labor cost for each school and must reference a purchase order number. Invoices shall be submitted to ap@Flintschools.org, Attn: Director of Operations, Flint Community Schools, 923 E. Kearsley Street, Flint MI 48305. On a quarterly basis, the Contractor will be required to submit to the district copies of its Certified Payrolls by labor category and building/department.

Payment

Payment will be made after Contractor’s submittal of a proper invoice. One check will be issued per month.

Payments will be made on a net 30-day basis unless early payment discount terms are offered and accepted.

Extra Billing

Any work outside the scope of these specifications must be approved and assigned in advance by the district’s designee. Invoices for additional work must include the Work Order Number, date and times of the work, the name of the school, the type of the work performed, the number of hours worked, and the name of the authorized District person who approved the work to be performed. They are to be sent directly to the established billing address along with the regular monthly billing for processing and are not to be included on the regular monthly invoice.

14. District’s Designee The district’s designee referred to throughout this RFP shall refer to the Director of Operations or her/his designee. The District’s Superintendent is authorized to modify this designation.

15. Gifts, Gratuities or Kickbacks Acceptance and the offering of gifts, gratuities or kickbacks from Bidders or the Contractor to District employees and their family members or the members of the Board of Education are prohibited.

16. Indemnification Requirements The Contractor agrees to indemnify and hold harmless and defend the District, its Board and its Board members in their official and individual capacities, its successors, assignees, employees, contractors, and agents from and against any and all claims, costs, expenses, damages, and liabilities including reasonable attorney’s fees, arising out of the (1) negligent acts or willful misconduct of the Contractor, its officers, directors, employees, successors, assignees; (2) any breach of the terms of this Agreement by Contractor; or

(3) any breach of any representation or warranty by Contractor under this Agreement. The district agrees to notify Contractor by certified mail, return receipt requested, immediately upon knowledge of any claim, suit, action, or proceeding for which it may be entitled to indemnification under this Agreement.

17. Equal Opportunity Employer Requirements The Contractor must comply with all applicable federal and/or state Equal Opportunity Employer requirements in providing employment and promotion opportunities regardless of age, citizenship status, color, disability, gender, national origin, race, religion, or veteran’s status.

The Contractor further agrees to provide reasonable accommodations, upon request, to qualified individuals with disabilities.

mailto:ap@Flintschools.org

18. Prices The prices proposed by the Contractor shall include all charges for labor, insurance, taxes, overhead, profit, and other applicable costs.

The district may periodically request the Contractor to perform work that is not specified in this contract.

Any such work will be classified as extra work and will be billed according to the rate specified in the bid proposal. Any additional work for which additional charges will be billed to the district must be pre-approved in writing by the District’s Designee.

19. Price Reductions

If the District closes a building during the term of this contract the contract will be reduced by the amount bid on the Official Bid Form. Please note the district is currently updating our Enhanced dept elimination plan. This plan may impact the scope of work.

If the District reduces the scope of the work by more than 10,000 square feet district-wide during the contract period, the contract price shall be reduced proportionally. Additionally, the District reserves the right to negotiate reductions in frequency and or scope to reduce costs if it is deemed necessary. Such reductions shall be agreed upon by both parties.

20. Material Storage and Office Space Normally the Contractor will not be provided space for storage of material(s) at the assigned facilities. Upon request, Director of Operations or designee may approve storage or office space to the Contractor at an assigned facility. This facility/space is currently located at 1602 W. 12th Street, Flint, MI 48507 This is contingent upon availability of space.

21. Maintenance of Records The Contractor shall electronically maintain records in a form acceptable to the district, i.e. Operations Hero, our current work order management software, to document inspections, corrective or preventative actions taken, and the results of such actions and make such records available to the district upon request.

22. Administrative Records All records, documents, and associated papers provided by the district and generated during the period of this contract become property of the district and will remain in place or provided to the District’s Representative upon contract termination or completion. During the period of the contract, records, documents, and associated papers shall be available for review.

Custodial and General Maintenance Specifications

1. Background and Scope:

Flint Community Schools is located in Flint, MI. Current District enrollment is approximately 2,700. A map of each of the buildings within the district is included in Appendix B. Buildings requiring custodial service include six (6) elementary schools K-6, two (2) Secondary Schools 7-12, one (1) administrative building, one (1) community center (The Cube) and one (1) School building that houses our Central Kitchen and Department of Academics operations. The current custodial services provider for Flint Community

Schools is CSM/Nawa. The estimated 2024-25 total contract is $2,600,000.

Low custodial turnover is a high priority for the district, for this reason the district is seeking a custodial provider that pays a competitive custodial wage with benefits provided. Pay rates and insurance information is requested with the bid submission and will be a factor in bid award.

The district is seeking contracted custodial and general maintenance services to include some additional professional services related to the HVAC maintenance needs. Grass cutting, landscape work and primary snow removal (Provided by Third party) are not included in this scope of work. Custodians are responsible for snow removal and applying ice melt on building sidewalks, walkways and building entrances during normal operating hours to maintain the safe walkways at all buildings. (see appendix C).

Custodial and general maintenance workers and cleaning standards required are included in Appendix C.

It is the intent of these specifications that the schools be kept neat and clean at all times. These specifications should, therefore, be referred to as a guide for, rather than a limitation to, the Contractor to maintain the cleanliness of the schools.

2. Information about the District Buildings and Job Descriptions Detailed information about Flint Community Schools and the Scope of Work is included in the

Appendices.

Appendix A: Walkthrough Schedule

Appendix B: Floor plans all buildings

Appendix C: Cleaning Standards and Frequency List and Summer Cleaning Task List

Appendix D: Building information sheet that includes square footage, and cost for cleaning

Appendix E: 2026-2027 Calendar

Appendix F: Boilers Type by Building

Appendix G: 2026-2027 Instructional Times

3. Employee Selection All contract personnel will be required to have a criminal background check prior to working on site.

Contractor shall, at a minimum, perform the following pre-employment screening procedures before the placement of all regular and substitute employees in District facilities:

• Drug and Alcohol testing as approved by district.

• FBI and State Police record checks – any felony convictions or “listed offenses” as defined in

Section 2 of the Sex Offenders Registration Act, 1994 PA295 will disqualify personnel from placement in District.

Proof of the above must be provided to the District’s Human Resources Department.

All applicants being considered for employment must meet the criteria set forth by the United States

Department of Immigration and Naturalization.

4. Employee Placement The Contractor shall supply the district a list of all employees assigned to each building and their assigned areas of responsibility, and this list shall be updated as employees are hired or terminated.

The Contractor must inform the Director of Operations or his/her designee and the building principal at least 48 hours before new employees are placed in any school in the district.

5. Employee Expectations All employees are to present themselves in an appropriate manner and attire consistent with the District’s

Board policies and the district’s administrative guidelines, including an identifiable name badge and uniform. The district reserves the right to seek removal of any contract employee whose moral conduct, behavior, health habits or appearance are unsatisfactory. The contract employee will be removed as soon as possible upon being brought to the Contractor’s attention. The district’s decision shall be final.

All of the Contractor’s employees assigned to the district must meet the following requirements:

They must be:

• At least 18 years of age.

• High school graduate or equivalent GED.

• U.S. citizen or authorized to work in the U.S.

• Completion of criminal background and history reports results in compliance with state laws.

• Able to read, write, and speak English fluently, and to use courteous language.

• Able to inspect, see, and report maintenance needs to the Project Manager/Supervisor and/or to the building principal.

• Able to interact positively and appropriately with students, school employees, and the public.

This shall especially apply to the head custodians.

• Able to productively work with minimal supervision.

• Competent persons who are well trained in the area of the work assigned.

• Alcohol and drug free when arriving for and while on duty. Contractor’s employees are prohibited from the manufacturing of, being in possession of, using, distributing, or dispensing of any controlled substance, including alcohol, while on school grounds.

• Punctual.

• Well-groomed and in uniform.

Contractor shall maintain attendance records which indicate “log” in at the beginning of their shift and “log” out at the end of their shift each day in a designated location. This requirement is to enable District staff to determine which of the Contractor’s staff is in each school at any given time. This requirement shall not apply to the supervisor/project manager who is performing inspections and/or moving from building to building.

At no time shall the Contractor’s personnel do any of the following:

• Allow custodial closets, products, or equipment unattended.

• Congregate or have food/drink in unauthorized areas.

• Disturb papers on desks, open drawers or cabinets, use telephones or computers or tamper with personal property owned by the district, staff or students.

• Talk or text on personal cell phones while on duty or use a personal music device.

• Leave lights on or doors open in unattended sections.

• Play radios, or other similar devices, at a volume that is audible in other areas of the building.

• Use any District equipment that is not required to perform duties.

• Smoke or use any tobacco products on District property.

No visitors, spouses or children of the Contractor's employees will be allowed at the work site during working hours unless they are bona fide employees of the Contractor, or they receive prior approval from the

District’s designee.

6. Manager/Supervisor The Contractor shall provide a Project Manager/Supervisor with (Preferred) a two-year college degree

(minimum) in facilities management, business or a related field and/or five (5) years of business or facilities management experience. The Contractor shall provide a full-time and full-year (365 days/year except

District designated holidays) Project Manager/Supervisor on-site to manage personnel, schedules, etc. The district will provide office space and reasonable furnishing with a restricted in-District desk phone. The

Contractor is responsible for any additional equipment, supplies, assistance, or secretarial help.

The Contractor shall provide the district with a list of all supervisory personnel including the telephone numbers where each person may be reached at all times. In addition, the Contractor will provide the Project

Manager/Supervisor assigned to the district with a cell phone and additional equipment (e.g., pager, computer, etc.) at the Contractor’s discretion and expense.

Once assigned to work under this contract and approved by the district designee, the Contractor shall not remove or replace the Project Manager/Supervisor without written approval of the District designee no less than two (2) weeks prior to intended placement.

A résumé for the Project Manager/Supervisor must be provided as part of the proposal.

The Project Manager/Supervisor will be required to answer each call from the district’s designee within 15 minutes of the time the call is placed.

The Project Manager/Supervisor(s)

• Must be able to use a computer for tasks and be able to access and use e-mail for communication.

• Must be authorized by the Contractor to act as the Contractor's agent in all communications with the district’s designee.

• Must have experience supervising cleaning and maintenance staff.

• Is to have full authority from the Contractor to schedule working hours, custodian's assignments, and cleaning procedures.

• Shall cooperate fully with District administrators.

• Shall be available for inspection of the buildings at times other than during working hours when requested.

7. Substitutes The Contractor must maintain a pool of trained and qualified substitutes with the required background checks, available at short notice, to ensure that the district is adequately staffed in the event of illness or injury. The Contractor will recruit, background check, employ, train, pay, and supervise all substitute custodians for this contract.

The Contractor is required to inform the building principal and the Director of Operations or his/her designee when there will be a change of employees for absence purposes.

If the Project Manager/Supervisor is unavailable for work under this contract for any substantial period of time (i.e., more than two consecutive workdays), the Contractor shall immediately inform the Director of

Operations or designee of the absence the reason for the absence, and the Contractor will provide a substitute manager who is familiar with the District’s operations. The district expects a full-year (365 days) coverage of all contracted services except on District designated holidays.

The district reserves the right to audit payroll records and/or time cards of the Contractor and its employees.

8. Employee Compensation Contract shall provide hourly pay rates (or pay rate ranges) and a list of benefits offered to all employees that would be placed in this assignment.

9. Employee Conduct The district reserves the right to request that the Contractor remove any employee from the District Contract for unsatisfactory performance, improper conduct, poor appearance, and/or poor behavior. If the District’s designee notifies the Contractor in writing that any of the Contractor’s employees assigned to Flint

Community Schools is incompetent, disorderly, or otherwise unsatisfactory, the Contractor will remove such employee within one (1) shift and will not again assign that employee to work in Flint Community

Schools without the written consent of the district’s designee.

10. Staffing Requirements

Custodial Staffing and Coverage

Bidders must quote based on square footage at each facility that meets or exceeds the minimum standard described within. All Shifts will fall between the hours of 4:00AM and 12:30AM.

It is the Contractor’s responsibility to maintain the standard of cleanliness specified in the contract. It is the responsibility of the Contractor to provide sufficient personnel to ensure that the requirements are met and that each building is effectively cleaned and disinfected daily.

Maintenance Staffing and Coverage

Regular Service Hours: The Contractor shall implement a staffing schedule that ensures a minimum of one (1) qualified maintenance personnel is physically present and available to provide maintenance operations coverage for the district between the hours of 5:00 AM and 5:00 PM (EST), Monday through

Friday.

Exclusions: The coverage requirements defined in Section 20 shall apply throughout the year, apart from

District-approved Holidays as defined in Section 20.

Emergency Availability: The coverage mandated during regular service hours is independent of, and in addition to, any Emergency Staffing Requirements or "On-Call" provisions set forth in Section 20 of this

Agreement. The Contractor must maintain the capacity to respond to emergencies without depleting the minimum required coverage for daily operations.

The Contractor shall perform the services set forth in this contract at time periods as approved by the district’s designee.

11. After School and Weekend Activities The Contractor will be responsible for furniture setup and take-down (when appropriate) for extracurricular activity needs, sporting events, or rental agreements that occur at school sites.

This is considered part of a regular workday.

The average frequency of after school activities is included in the appendix B. Custodians are to be scheduled in such a way that:

1. In the elementary schools, any space, used for an after-school activity, shall be cleaned and disinfected after the end of that activity, provided it ends by 10:00 p.m.

2. In the K-8 Schools, Middle School and the High School, any space, used for an after-school activity, shall be cleaned and disinfected after the end of that activity, provided it ends by 11:00 p.m.

3. Spaces that are to be used for after-school activities are to be cleaned, disinfected and set-up at the scheduled times. Routine cleaning of the remainder of the building should occur provided it does not interfere with the scheduled activity with approval of School or Department Administrator.

Scheduled use of the buildings on the weekend may occur. This is relatively common for the high school sites. The Contractor will be responsible to open and prepare the building for scheduled use on a Saturday or Sunday. These scheduled events may be related to District rental agreements or administrative and staff needs. Hours of service for events that extend outside of the regular schedule must be invoiced by the

Contractor separately from the monthly contract fee and will be mutually agreed upon prior to the event.

Periodic special events will require the Contractor to modify the cleaning schedule to accomplish set up and breakdown of those special events (parent teacher conferences, ice cream socials, school play in the auditorium, home football game, etc.). The Contractor may choose to schedule support clean up on the day after the event if delaying of the clean-up does not detract or interfere with the overall look or environment of the school facility with approval of Operations.

Services provided for activities that are billable beyond the regular base contract must be approved in advance by the district designee. Itemized bills should include the date of the service, hours worked, the employees who worked and the district designee who approved the service. Such billing must be submitted under separate invoices but at the same time as the base contract invoice for the month within which the service was provided.

The Contractor will sometimes be required to provide extra or special coverage on Saturdays and/or

Sundays with very short notice. The hourly rate for this service will be requested on the bid form. The

Contractor may invoice the district at the agreed upon rates for this extra work.

The district would entertain creative staff schedules to include Saturday and Sunday hours at all locations in order to staff the events without the use of overtime. All overtimes, scheduled and un-scheduled, must be requested by the Project Manager/Supervisor to the Facilities Manager for approval in advance.

12. Schedule Changes The district reserves the right to change any and all of the work schedules with advance notice to the

Contractor.

13. Break and Summer Cleaning Work Schedule Scheduled breaks and summer cleaning shall be coordinated with the district’s designee. The schedule is to be developed with the goal of minimizing interference with any scheduled instructional activities or with contracted work being performed by others.

Appendix B includes only the “during school” work schedules. During break periods, including the summer

(mid-June to Labor Day weekend), the district’s designee and the Contractor shall jointly agree upon an appropriate time schedule. In some buildings the contractor's employees may be scheduled to work during the 7:00 a.m. to 6:00 p.m. time window. Evening activities particularly in the High Schools and Middle

Schools may require staffing later than 6:00 p.m. at these schools during break periods. The designated building(s) housing the district summer school program is required to follow the normal school year schedule. Summer School normally operates in one or two buildings during late June and the month of July.

14. Certified Pool Operator Position (Please provide cost as an additional option) The pools within the district are not currently being utilized. If the district decides to open a pool, the contractor and district will work together to determine an opening date. Contractor must provide one employee to clean the pool, pool deck and locker room, provide water testing/balancing and record-keeping for public swimming pool facilities including delivering water test samples to the Genessee County Health Department per their guidelines. The Contractor agrees to follow all applicable state and county laws, rules and regulations regarding public swimming facilities. This employee must be a Certified Pool Operator

(CPO).

15. Training Requirements The Contractor is to have, in-place, an on-going, effective and documented training program that includes at a minimum all local, state and federally mandated training and contains, at a minimum: AHERA, Asbestos

Floor Tile Care, Basic General Cleaning Procedures, Blood-borne Pathogens, Carpet Care, Handbook

Review, Hard Floor Care, Lock-out/Tag-out Procedures, Ladder Safety, Personal Grooming, Right-to-

Know including Material Safety Data Sheets (MSDS), Safety, Sexual Harassment, and minor mercury spill cleanup.

The Contractor will provide written documentation of contract employees who have attended such a program, including date and time, to the district’s designee within 30 days after the hire date of the employee.

The Contractor will provide at least 12 hours of job-related training per year to each employee. Contractor to review with Director of Operations or designee the topics to be covered.

The Contractor must show proof that it has provided blood-borne pathogen training and sexual harassment prevention training to its personnel as required by applicable codes and standards.

The Contractor will provide the district designee with training logs and, if requested, training verification.

16. Uniforms and Identification The Contractor will provide, and all of the Contractor’s employees are required to wear uniforms, approved by the district on all workdays. The Company Logo/Name on uniforms must be clearly visible on the front.

Uniforms will be provided by the Contractor and must be worn by all regular and substitute employees while working in the district’s schools and on the district’s grounds.

The uniforms must be as follows:

• The shirts may be short sleeve or long sleeve. Shirt colors and styles should be the same for all employees.

• Pants are required and should also be the same (or coordinating) color and style for all employees.

• During summer vacation, the Contractor’s employees may wear shorts that extend at least halfway down the thighs.

In addition to uniforms, all contract personnel are also required to wear a picture ID badge provided by the

District. While performing work at the District, all ID badges are to be worn clearly visible and above the waist.

17. Licenses, Permits, and Professional Certifications

a) General Compliance: The Contractor shall, at its sole expense, procure and maintain all necessary professional licenses, permits, and certifications required by federal, state, and local laws to perform the services specified in this Agreement. All personnel assigned to the project must hold valid, current credentials appropriate to their specific trade or assignment.

b) Minimum Trade Standards: For skilled trades, the Contractor shall ensure that all performing staff hold, at a minimum, a State-issued Journeyman’s Card (or higher). This requirement applies to all relevant disciplines including, but not limited to:

c) Mechanical & Infrastructure: HVAC, Plumbing, and Electrical.

d) Structural & Security: Carpentry/Building and Locksmithing.

e) Specialized Operations: Certified Pool Operator (CPO) and Chauffeur/Commercial Driver’s Licensing

(CDL), as applicable to the scope of work.

f) Maintenance and Verification: * Currency: All licenses and permits must be maintained in good standing throughout the duration of the Contract.

g) Documentation: The Contractor shall provide copies of all such credentials to the District upon request or prior to the commencement of work.

h) Notification: The Contractor must notify the District within twenty-four (24) hours if any required license or permit is revoked, suspended, or expires without immediate renewal.

i) Liability for Non-Compliance: Any fines, penalties, or work stoppages resulting from the Contractor’s failure to maintain the required licensure shall be the sole responsibility of the Contractor.

18. Building Opening and Closing Contractor employees may be asked to lock or unlock specific doors at the times specified by the district’s designee. As needed, contractor employees will be asked to assist on take cover, lock down and fire drills.

The Contractor is responsible for the security of the building during the cleaning operation. The Contractor shall secure the building at the end of each shift and set the alarm.

Office, classroom, and other doors are to be unlocked or opened only during the time that cleaning is being done and all are to be relocked as soon as the service has been completed. Custodial Closet doors are to be kept shut and locked when not in use.

19. Equipment, Tools, Cleaning Supplies It is the Contractor's responsibility to ensure that its employees use all equipment, tools, and supplies in a safe and orderly manner and in accordance with the manufacturer's instructions and guidelines and within all local, state, and federal regulations.

The Contractor must keep track of all supplies consumed by each building and have an order process system that will provide the Flint Community Schools a monthly report on each building’s consumption.

The Contractor will provide all toilet paper, roll towels, trash bags, hand soaps, sanitary napkin bags, ice melt, facial tissue, urinal deodorizer and hand sanitizer. The Contractor will also supply maintenance vehicles for all maintenance and supervisory personnel, including a box truck capable of handling the district moving needs, new equipment,…