Request for Proposal

For

Custodial Services

For The

Murray County School System

Prepared by:

Chris Crow 702 Old Dalton Ellijay Rd.

Chatsworth, GA 30705

Page l of 46

Murray COUNTY SCHOOL SYSTEM

REQUEST FOR PROPOSALS

ISSUING AGENCY:

MURRAY COUNTY SCHOOL SYSTEM

FACILITIES DEPARTMENT.

702 Old Dalton Ellijay Rd Chatsworth, GA 30705

Locations Where Work Will Be Performed: Individual schools and facilities within the Murray County School System.

PERIOD OF CONTRACT: 12 months with Murray County School System (sometimes also referred to herein as the "Murray County School District" or the 11District")having the option to extend for up to four additional one-year terms.

Sealed Proposals for furnishing the Goods/Services described herein will be received until May 21, 2026 . at 10:00am at the Murray County Maintenance & Facilities Location, 702 Old Dalton Ellijay Road. Chatsworth. GA 30705.

••••••••••• LATE PROPOSALS Will NOT BE ACCEPTED•••••••••••

INQUIRIES: Proposers shall have until May 14, 2026 to make any inquiries. All inquiries for information should be directed in writing to: Chris Crow. 702 Old Dalton Ellijay Road. Chatsworth. GA 30705 or via email at chris.crow@murray.kl2.ga.us.

PROPOSALS MUST BE DELIVERED to Maintenance & Facilities location of Murray County School System, 702 Old Dalton Ellijay Road. Chatsworth. GA 30705.

In compliance with the Request for Proposal and to all the terms and conditions imposed herein.

the undersigned offers and agrees to furnish the goods and services in accordance with the attached signed proposal.

Name and Address of Firm:

Date: ____________ _

By: ___________ _ Signature in Ink

Phone Number: _______ _ Title: _____________ _

Agent Authorized to Enter into Contracts

The Murray County Board of Education is an Equal Opportunity Owner/Employer and will not discriminate against any party submitting a proposal because of race, creed, color, religion, sex. national origin, or ADA disability status.

TABLE OF CONTENTS

I. PURPOSE OF REQUEST FOR PROPOSAL

II. NATURE OF PROPOSAL

III. PROGRAM REQUIREMENTS

N. SCOPE Of PROGRAM

V. SPECIAL REQUIREMENTS FOR THE SUBMISSION OF A PROPOSAL

VI. EVALUATION OF PROPOSALS

VII. CONTRACT

VIII. RESPONSIBILITES OF PROPOSER

IX. QUALIFICATIONS

X. SPECIFICATIONS

XI. ATTACHMENTS

A. CLEANING SCHEDULE

B. E-VERIFY AFFIDAVIT

C. BIDDING SCHEDULE / PRICE - BUSINESS PROPOSAL

D. CLEANING CHECKLIST

I. PURPOSE OF REQUEST FOR PROPOSAL

The purpose of this document is to solicit proposals from qualified vendors of Custodial Services for selected Murray County School System schools and facilities.

II. NATURE OF PROPOSAL

Each interested proposer shall be responsible for the review of this Request for Proposal.

other information which may be requested, site visitation as required, and other information as it deems necessary for the submission of a comprehensive proposal which will represent the proposer's best offer as a supplier of custodial services for the Murray County School System.

Each proposal shall be complete, and it shall be outlined and identified by sections of this Request for Proposal to facilitate Murray County School System review. In the preparation of each proposal attention should be given to the criteria referenced which may be used for purposes of review and award determination.

Ill. PROGRAM REQUIREMENTS

A. General - The proposer shall furnish all management, employment, supervision, training, and cleaning personnel, equipment, cleaning supplies, tools, and other materials as required for performance under this Request for Proposal.

B. Cleanliness - It will be the responsibility of the proposer to provide custodial services and the supervision for the individual locations in keeping with high standards for an educational institution from the perspectives of sanitation, public relations, and protection of the facility. A detailed cleaning schedule is included for review and consideration in Attachment .. A".

IV. SCOPE OF PROGRAM

A. General - The overall scope of work is to provide complete custodial services as required for Murray County School Systems' facilities listed.

B. Space - Through actual measurements, use of existing drawings and/or other means, it shall be the responsibility of the proposer to verify measurements as deemed applicable for the submission of a proposal.

V. SPECIAL REQUIREMENTS FOR THE SUBMISSION OF A PROPOSAL

A. Mandatory Tour of Facilities- It shall be the sole responsibility of the proposer to visit each facility to acquaint itself with the nature and extent of work involved. Site visits will start May 14, 2026 at 9:00am. Transportation to all sites will be up to the proposer. District will have representatives to conduct tours and answer questions. Although tours are not mandatory, they are highly encouraged.

B. Questions related to RFP and requirements

C. Copies of Proposal - Each proposal 'shall include One ( 1} original and Three (3) separately bound identical copies. Additionally, proposals are to include an electronic copy in PDF format USB drive. Submit proposals in a sealed envelope with proposer's name, RFP Reference, and project name clearly indicated. Failure to comply may result in rejection of proposal.

D. Acceptance/Rejection of Proposal 1 . The contract may be awarded to the qualified proposer whose proposal is determined by the Murray County School System to be most advantageous to Murray County School System. The committee's evaluation of criteria and other factors will be taken into consideration.

2. Murray County School System reserves the right to reject any or all proposals and to waive informalities and irregularities in proposals received.

3. This Request for Proposal does not commit Murray County School System to contract for any requirements for this solicitation. ·

4. A written award or contract furnished to the successful proposer, within the time for acceptance specified in the proposal, shall be deemed to result in a binding contract without further action by either party.

5. In competitive sealed proposals, prices will not be divulged at opening.

VI. EVALUATION OF PROPOSALS

A. Committee - Evaluation of proposals submitted in response to the solicitation will be conducted by officials of the Murray County School System. In the process of evaluation the total proposer's proposal will be considered. However, particular attention will be paid to those criteria which are referenced in section Vl.(B} of this request.

During the process of evaluation the committee may need additional information. This need will be requested by Murray County School System and the proposer shall be responsible to respond in written form or in person as requested.

B. Award Criteria - Specific criteria which may be utilized by the committee in the evaluation process is referenced below and must be included with the proposal.

E. Waiver - Proposer agrees to waive any claims it has or may have against the Murray County School System, its Board employees, agents, members, representatives and legal Counsel, arising out of or in connection with the: (1) administration, evaluation, Recommendation or selection of any proposal or qualifications; (2) waiver of any representations under the proposal or documents; (3) approval or rejection of any proposal or qualifications; and (4) award of a contract.

F. Unit and Total Cost - Each proposal shall include monthly and yearly unit and total cost and figures.

PROPOSAL CRITERIA FORMAT

TAB 1 Understanding & Ability to Meet all Service Requirements

l. Submit Cover letter and introduce company detailing the acceptance of requirements and policies stated within the RFP. The cover letter should be signed by a representative authorized to legally bind the firm.

2. Acknowledge receipt of any amendments.

3. Submit a completed copy of the E-Verify Affidavit (Attachment "B"}.

4. How long in business (Submit date organized}.

5. Submit the number of employees currently on payroll.

6. Submit a summary of understanding of the requirements, management practices, and capabilities of training proposer's employees. Summary should outline the proposer's ability to meet the physical responsibility requirements.

7. Submit information related to the company compensation package.

8. Submit a list of all the equipment to be used in the contract. Include a picture and specification sheet of each equipment if em listed.

9. Submit a list of supplies and chemicals to be used in the contract.

l 0. Submit technique used for cleaning each type of floor.

11 . Submit definition and methodology for Deep Cleaning of Restrooms, and

Cafeteria.

TAB 2 Satisfactory Record of Performance l . Submit Experience in school facilities projects of similar size and scope

2. Provide a list of all current clients. Identify new clients that you have been providing services for over the past twelve (12) months. The client list should include the following: Company Name, mailing address, contact name, telephone number, project scope, project value, and dates of service.

TAB 3 Training, Qualifications & Experience of key personnel who will be assigned to this contract

1. Submit name, experience, training, & qualifications of key personnel to be assigned to this contract (with titles).

2. Give a detailed description of your company's employee training, schedule of on going training, and who will be responsible for providing the training.

3. Give a detailed description of how your company will have employees evaluate the training offered to them.

4. Submit a name that will be assigned to follow up with employees who may need additional follow up training.

TAB 4 Cost

1. Submit Cost on the enclosed 11Bidding Schedule"

2. Bid Bond

3. Number of total daily hours at each school.

TAB 5 Annual Report or Financial Statement

l. Submit a copy of current annual report or financial statement prepared by a Certified Public Accountant or submit a statement that such information shall be available if chosen for an interview with the Evaluation Committee.

TAB 6 Exceptions taken to the RFP

TAB 7 Additional Information not Requested

C. Negotiations - The Murray County School System may elect to make an award offer without conducting interviews or negotiations. However, after the proposals have been reviewed, the Evaluation Committee may elect to interview selected proposers. The committee may then enter into additional negotiations.

VII. CONTRACT

A. Award - It is the full intent, assuming that satisfactory proposals are received, to award a contract. If an award is made it will be for a period beginning on the date of the contract at a fixed price, with the ability of Murray County School System to renew the contract for four { 4) additional one year terms. A termination for convenience provision will be included. The contract must comply with

O.C.G.A. § 20-2-506. Renewals will be made based upon the recommendations of the authorized representatives of Murray County School System and the proposer. In case of extensions, the cost per month which was submitted in the proposer's proposal may be increased or decreased within negotiations.

B. Assignment- No contract or its provisions may be assigned, sublet, or transferred without written consent of the District.

C. Termination/Cancellation - Murray County School System reserves the right to cancel the contract upon thirty days written notice to the proposer, with or without cause.

D. Payments - Payment for services received will be made on a monthly basis. After approval the invoice will be forwarded for payment. Payment shall be made within a reasonable timeframe. The Murray County School System is exempt from all state sales tax and federal excise tax and these taxes must be deducted from any proposal.

E. Insurance - The proposer shall purchase and maintain in force the following kinds of insurance for operations under the contract as specified. Insurance certificates in the amounts shown and under the conditions noted shall be provided to the District before the commencement of any work:

1 • Commercial/Comprehensive General Liability

a. $1,000,000 Bodily Injury Per Person

b. $1,000,000 Bodily Injury Aggregate Limit

c. $ 500,000 Property Damage Per Occurrence

d. $1,000,000 Property Damage Aggregate Limit

2. Comprehensive Automobile liability

a. $1,000,000 Property Damage Per Occurrence

3. Workmen's Compensation and Employers' Liability

a. $ 500,000 Bodily Injury Per Person

4. Umbrella or Excess of Loss Coverage

a. $10,000,000 Per Occurrence

5. The proposer will provide an insurance certificate within 21 days after acceptance of contract.

6. Murray County School System must have 10 days notice of cancellation or change in insurance coverage and give its approval.

The District shall be named as an additional insured by Endorsement on the proposer's policy as to the subject contract.

F. Addenda - Any "Addenda" or Instruction to Proposers issued by Murray County School System prior to the time for receiving proposals shall be included in the resulting contract.

VIII. RESPONSIBILITES OF PROPOSER

A Contract Management Team - The District will require the following supervisory positions to be filled as the minimum acceptable to the District to manage this contract.

1. Project Manager - The Project Manager shall reside within 30 miles of the Murray County School District area to represent the Contractor, and to be responsive to the Director of Facilities. This should be an executive position filled by an experienced manager. The Project Manager will supervise the Facility Managers. The Director of Facilities shall report any problems or concerns with the Facility Managers and Building Employees to the Project Manager. Project Manager must have a cell phone with a local number, email access and a work van or pick-up truck. Project Manager shall not oversee school buildings directly and be available for emergencies that require custodial response.

2. Facility Managers - The proposer shall designate two Facility Managers for both the North and South Feeder School Patterns (total of four). Facility Managers will be responsible for the total cleaning package for their assigned area. The· Facility Managers shall work with the Project manager on hiring, firing and training of all employees in their area. The Facility Managers shall be responsible for maintaining supplies and equipment list for each of the schools in their area and inspecting the work in their facilities. All communications concerning their facilities shall be directed to the Project Manager. Facility Managers must each have a cell phone with a local number and email. Facility Managers must be available for emergencies that require custodial response. Although a company vehicle is not required, Facility Managers should have means for transportation to move within their area.

3. Building Supervisor - The proposer shall designate one person at each location as "supervisor". Communications from the principal shall be directed to the Proposer's Building Supervisor. The supervisor at each location shall notify the principal or site manager of any condition, deterioration, damage, safety hazard, menace or inoperative device promptly upon discovery. The principal shall notify the Director of Facilities. The Proposer's Building Supervisor shall be on-site to supervise all cleaning activity and the cleaning employees on that site, as well as perform cleaning duties.

4. General Staffing Conditions: The proposer should maintain 90% of the required monthly hours at all times. For any month when staffing falls below 90%, a 1% reduction from the invoice will be required for each percent below. An attendance roster will be provided monthly to the Director of Facilities.

5. Management Staffing Penalty: The proposer must maintain the required management staffing, including at a minimum: (1) contract manager; (2) area managers; and (2) training personnel.

B Safety - Proposer shall be familiar and in complete compliance with, OSHA, AHERA, SCDHEC, and EPA requirements and shall immediately report any loss or time of major injuries to the Director of Facilities.

The proposer shall be responsible for training his/her employees in the application of chemicals and the use of equipment to facilitate safe conditions for the employees.

students, staff and faculty.

The proposer shall be responsible for training his/her employees in an approved Asbestos Awareness Program.

A reduction in payment will be enforced for any vacancies beyond the 30 days.

Amount of the penalty will be determined by the Director of Facilities.

6. Project Coordination and Inspections: The proposer shall coordinate and schedule the proposer's staff to complete the daily work. The proposer shall plan the work in conjunction with the school principal to minimize disruption of school operations. At the discretion of the principal, the main offices shall be cleaned only during normal business hours. Contracted staff will not enter the main office / administrative areas after 4:00pm.

C. Workmanship - The proposer's employees shall be thoroughly experienced and/or trained and certified in the particular trade or class in which they are employed. All work shall be performed according to the specifications covering the class or type of work and shall meet the approval of the Director of Facilities. The proposer shall be responsible for providing the proper training for all of proposer's employees regarding the proper handling of equipment and application of cleansers, polishes, waxes, and other chemical substances. Documented quarterly training of all employees in cleaning techniques and safety regulations will be required. Damages resulting from the improper application or use of chemical substances will be the responsibility of the proposer. Additionally, the proposer is responsible for providing all training for his employees as required by AHERA. SCDHEC, OSHA, and EPA regulations. The proposer must have a semiannual meeting with entire cleaning staff to discuss safety and district concerns. The Director of Facilities must be present at the meeting.

D. Chemicals Materials and Equipment 1.The procurement and maintenance of all equipment, supplies, materials, and chemicals for the successful execution of this contractual obligation shall be the proposer's responsiblity.

2. Materials shall be stored neatly in areas designated by the District or the Director of Facilities. School storage space will provided as available at each individual school.

Proposer shall be responsible for providing any extra storage space needed at the school. This may include but not limited to include storage containers, pods, etc. The District shall assume no responsibility for or damages of stored materials, chemicals and equipment. Damage to the District's storage facilities shall be the responsibility of the contractor.

3. District will provide locked storage spaces where available, but it shall not be responsible for losses that may be incurred due to theft and / or vandalism.

... 4. Proposer shall post a list of supplies, with minimum requirements, at each school. The proposer's Building Supervisor will be responsible for checking supplies daily and making sure they are replenished.

5. Chemicals and equipment must meet or exceed OSHA requirements and commonly recognized safety requirements. Proposer shall be responsible for maintaining Material Safety Data Sheets (MSDS} on each job site for all chemicals used in the cleaning process.

6. Vacuum cleaners used during the proposal period shall be HEPA approved.

Proposer is responsible for proper operation and up keep of HEPA vacuums.

7. Proposer must furnish all needed safety equipment and protective devices necessary for the safety of all building occupants and property of the District.

8. Proposer shall maintain proposer's equipment to present a neat appearance, be free from hazards, and to perform in a "like new" manner. All cleaning equipment shall be cleaned after work is completed each day.

E.

Telephones - The Project Manager and the facility managers shall maintain a cell phone service with local or toll free service to the district.

F. Office and Storage Space 1 . Proposer shall provide their own office space for operations and warehouse space for supplies and equipment storage.

2. All combustibles such as propane, gasoline etc. must be stored outside in wired cages.

Proposer shall furnish wire cages to be placed in district approved areas if needed.

3.

The proposer, while performing his work, may utilize janitor closets in each school. Must maintain 4 ft. clearance for all cut offs, electrical panels, roof hatch, network cabinets, and other structures. Proposer must always maintain such room in a neat and sanitary condition. Mops shall be clean and hung to enhance drying; mop buckets shall be empty and clean when stored.

G. Project Coordination - The proposer shall coordinate and schedule his staff to complete the daily work in conjunction with the school schedule. The proposer shall plan the work in conjunction with the school principal to minimize the disruption of school operations. On Friday afternoons at 2:00pm the proposer shall provide weekly inspection reports of all facilities under this proposal to the Director of Facilities. The proposer shall confer with principals and the Director of Facilities and Safety, as specified, but not less than once per week, in order to set up and maintain the facility in an acceptable state of cleanliness and sanitation. Inspection forms must have district approval. Any substitute worker or newly assigned custodian shall report to the Building Supervisor before starting their workday. The Building Supervisor shall introduce the substitute worker to Building Administration before their workday begins.

H. Keys

1. One set of keys will be furnished to the proposer for the Project Manager and each of the four Facility Managers.

2. Two sets of keys will be furnished to the proposer for each facility by the District. If additional keys are needed, a request shall be made to the Director of Facilities. The District's representative will make these additional keys and the proposer will be billed for the cost. It is extremely important that the proposer be responsible and accountable for the keys and security of the building. Upon termination of the contract, the proposer shall return all keys to the Director of Facilities before the final payment is made. Proposer keys lost or stolen while in the possession of the proposer, will be replaced and all applicable locks re-keyed at the proposer's expense if it is determined that security of the facility has been compromised.

3. Employees shall not leave keys in doors or admit anyone into any building or office that is not a designated employee of the proposer.

4. It is the responsibility of the proposer to lock all exterior doors after students and teachers have left for the day. All exterior doors shall remain locked while the building is being cleaned. All doors which were unlocked upon entry will be immediately locked.

I. Employee ID Badges - All proposer employees will be issued a Murray County School System ID badge. These badges have varying levels of access to the facilities via card readers. Proposer must notify Human Resources Department designee or Director of Facilities within 24 hours of lost or stolen ID badge. Lost, stolen or damaged ID badges will be replaced at a cost of $25 payable at time of replacement.

J. Security - The proposer shall be responsible for training employees in security requirements of the District and shall be responsible for the enforcement of the same.

The District security requires that you provide them with a list of all employees hired by name, social security number, date of birth, sex, race. and address. The proposer shall have E-Verify checks of all applicants prior to employment. A copy of the E-Verify report must be issued to the Director of Facilities and Safety upon request. Additionally. each employee shall be informed of the following:

1 . The proposer shall be responsible for safeguarding against loss, theft. or damage of all District's property. materials. equipment, and accessories that might be exposed to the proposer's employee. If any person working for the proposer's company is caught stealing or damaging property,· materials. equipment, and accessories belonging to the Murray County School District, the proposer will be the responsible party to pay restitution for damages or theft.

2. The Facility Managers. Building Supervisors will be trained1o secure buildings and set or disarm alarms. The Project Manager will do this training with assistance from the Director of Facilities.

3. The Director of Facilities will provide the proposer the appropriate security code numbers for each building.

4. Guns. knives. or other dangerous weapons shall not be allowed on District property.

5. The proposer's employees working after normal school hours shall secure and keep all outside doors and windows locked while performing their duties. keep fire doors operable. and monitor unauthorized entry. The proposer's employees shall report any issues to the Principal or Building Supervisor immediately. Proposer's employees shall perform a 11fire watch" function, shall upon completion of work secure doors and windows. turn off general lighting and shall report to the principal or Building Supervisor actions of students that abuse the physical plant.

6. The proposer's Building Supervisor at each location shall be held responsible for the securing of the buildings.

K. Alarms

1. Some locations are protected by an electrical surveillance system. Procedures to arm and disarm the system will be explained and provided to the proposer's Building Supervisor. The building Supervisor will be responsible for training any other employees in the building. Security system codes will only be provided to those employees the proposer deems necessary to have them.

2. Alarms caused by failure to disarm the system upon entry into the school or by carelessness on the part of the proposer's employees will result in a service fee of $100.00 per occurrence to be deducted from the monthly contract payment.

L. Alarm Activation/Deactivation - The proposer's Building Supervisor may be required to insure the school/building alarm systems are deactivated and appropriate outside doors are unlocked by 6:30 a.m. each day Monday through Friday as directed by the Principal.

The proposer's Building Supervisor or night crew employees must ensure that all doors and windows in the school/buildings are locked before leaving for the night. The proposer's night crew employees must make sure each building is vacant and the alarm system is activated {armed) before leaving the premises.

NOTE: Problems encountered locking any exterior door must be called in to the Director of Facilities. The accepted proposer shall be provided the telephone number.

M. Alarm Systems Problems - During the normal school day, problems with the security system should be reported to the Principal who will report it to the Maintenance Department. After school hours. the proposer's evening employees shall report the problem to the Building Supervisor who will then contact the School Administrator or Director of Facilities, if the problem cannot be corrected and the alarm system set.

N. Drug Free Workplace - All forms of tobacco (or substitute) products. alcohol. and drugs are prohibited on District property.

0. Damage or Theft - Proposer shall be responsible for the repair or replacement to the satisfaction of the District. any damage to the facility caused by any employee of the proposer. The proposer shall be responsible for any loss or damage to property including money, securities. merchandise. fixtures, and equipment belonging to the District or to any other person or organization to such extent as the District is legally liable for such loss or damage. If any such loss or damage was caused by the proposer or any employees thereof. while such employee is on the premises of the District as an employee of the proposer. Should it be determined that the proposer's employees are responsible, the proposer is legally liable. Proposer will always take a neutral position between employee and the District and investigate the matter in order to protect the relationship with the District.

P. Proposer's Employees

1. All matters pertaining to recruiting, screening, hiring, compensating, retaining, and terminating shall be the exclusive responsibility of the proposer. These matters shall be done fully in compliance with all state and federal statutes and regulations pertaining to affirmative action, non-discrimination, wage and hour, insurance, background checks, and any other stipulations prudent to employee management.

2. Only those employees who have been properly trained shall be assigned duties under this proposal.

3. Any employee whose work habits and/or conduct are deemed objectionable shall be removed from the School District upon request of the Director of Facilities.

4. The proposer agrees to be responsible for and shall provide general supervision of all his employees working under this proposal. Whenever any employee is working, there shall be a designated supervisor directing all work.

5. Any substitute worker or newly assigned custodian shall report to the main office immediately upon entering the school building and be introduced by the Building Supervisor to the school Administration and staff.

Q. Procedures for Proposer Staff Changes

1. Proposer is to maintain current employee roster by name and school assignments.

Employee changes should be reported to Director of Facilities within 24-48 hours of change. Proposer shall make notification by phone and follow up with a written notification by email. The proposer shall immediately return to MCS Human Resources designee the ID badges of terminated employees.

2. Proposer is to send current version of employee roster to MCS Human Resources designee by 2:00pm on Thursday of each week indicating any changes.

3. Proposer must schedule an appointment with Murray County School System Human Resources department for background check and badge issuance before new employees start work in MCS facilities.

4. Notification from Human Resources will be sent to Proposer stating whether the potential employee is eligible to work for Murray County School System.

R. Rules for Proposer's Employees - The proposer shall ascertain that all his employees abide by the following rules. Upon written request of the Director of Facilities to the proposer, any proposer's employee who fails to abide by these rules will be immediately removed from the School System and replaced.

l. All employees shall be dressed in a manner authorized by the proposer and in accordance with the Murray County School System Employee dress code. Employees will be neat and clean in appearance. Uniforms shall be worn which fully identify the employee as a member of the proposer's work force. Uniforms must be approved by the District prior to placing order. Picture identification badges must be worn at all times while on the premises.

2. Employees shall be of good integrity and character. Murray County School System policy requires that all contractors, consultants, or vendors providing services on Murray County School System premises be fingerprinted and submit to a criminal background check, initiated by Murray County School System, prior to providing services to the District. There is a fee associated with the background check that is payable online at time of registration for fingerprinting of each applicant. The payment of this fee is the sole responsibility the contractor, consultant, vendor or the employing company. Any contract awarded pursuant to this solicitation is contingent upon compliance with this requirement and a satisfactory background check as determined by Murray County School System.

3. Employees shall not disturb any papers, boxes, or other materials except that in trash receptacles or designated areas for trash or unless such material is properly identified as trash.

4. Employees shall report any property loss or damage to their supervisor immediately.

The supervisor shall report such damage, within 24 hours to the Principal of the school in writing, specifying the location and extent of the damage. Failure to report such damage, as required, may be construed as default of the contract.

5. Employees shall not open drawers, file cabinets or use any telephone , or use any equipment, kitchen or otherwise, unless given specific approval by the school principal or principal's designee.

6. Proposer's employees shall not clean or move copy machines, office computers, or other office machines except when specifically requested by the school principal or designee. These items may be dusted using a feather duster.

7. Employees shall not engage in idle or unnecessary conversation with school employees, other employees of the proposer or visitors to the building.

8. Employees shall not remove any article or materials from the premises, regardless of value. This is to include the contents of any item found in the trash containers in or around the premises. Trash items are to be placed in dumpsters or trash cans designated for that purpose.

9. Employees shall abide by rules and regulations set forth by the District administration and policies set forth by the District Board of Education.

10. The proposer's supervisors must possess the ability to communicate effectively, both orally and in writing, with the custodial staff and other employees. The proposer's supervisors shall make contact on a regular basis with the school principal to ensure adequate communication concerning the project. The proposer's supervisors are responsible for reporting maintenance problems as they arise as well as other problems of mutual concern.

11. The use or possession of alcoholic beverages or other non-prescription drugs will not be permitted on the contracted property. Proposer's employees who report for work showing evidence of any impaired conditions must not be permitted to remain on the premises.

12. Proposer's employees shall not use any part of the building and/or grounds other than for purposes expressly stated in this agreement.

13. Proposer• s employees shall not allow any unauthorized persons in the school buildings (children, friends, or anyone else not authorized by the District of the proposer).

S. Utilities - The District shall provide the proposer with all normal utilities required for cleaning of buildings. excluding telephone, necessary for performing this proposal (electricity, lights.

water. and gos). Upon written request from the Director of Facilities. the proposer will comply with energy conservation requirements initiated by the District.

Mechanical. heating. air conditioning. and telephone equipment rooms are considered off limits to proposer's forces. No custodial supplies are to be stored in these areas. The

Director of Facilities shall define exceptions. NO MECHANICAL EQUIPMENT WILL BE

ADJUSTED OR OPERATED BY THE PROPOSER'S EMPLOYEES. In the event of failure or trouble noted in any such items. the matter must be referred to the �chool principal. During evening cleaning operations. lights will be off except in the area in which actual cleaning is taking place.

T. Working Hours-Proposer's concentrated night cleaning must be undertaken after normal office/school hours. Normal hours are from 7:30 a.m. to 3:30 p.m. From time to time the school building or part thereof. are used for meetings or program fulfillment before and after normal working hours. It is the cleaning proposer's responsibility to perform all duties with the frequencies required by this proposal regardless of the time vacated. (School principal is to provide a monthly activity calendar to assist proposer with schedule.) Each school is to be manned daily by Supervisor(s) who are to keep the building neat and attractive by providing light cleaning and whatever other duties the principal may assign.

The Supervisor shall be accessible during the entire school day. All evening work shall be started after 4:00 p.m. and ended not later than 11 :00 pm. at all schools. Times of evening hours must meet District approval.

Proposer shall provide full staff on all school staff workdays, per school calendar, which will not be less than 170 days. This includes normal days of operation, furlough days and teacher work days.

U. Inclement Weather - In case of inclement weather, the proposer's Project Manager will directly contact the Director of Facilities and inform him of the status of cleaning in the facilities covered by this proposal. The Building Operational Manger will notify the proposer's Project Manager of the scheduled make-up day(s). The Director of Facilities will notify the proposer's Project Manager if school is canceled due to inclement weather. If the Facilities Department reports to work, a proposer's representative (building supervisor) will be expected to be at each school to assist with removing walkways and entrance ways of snow and ice and to properly disperse ice melt in these areas.

V. Project Coordination and Inspections - The proposer shall coordinate and schedule proposer's staff to complete the daily work. The proposer shall plan the work in conjunction with the school principal to minimize the disruption of school operations.

The proposer shall provide weekly inspections of all facilities under proposal and confer with principals and the Director of Facilities, as specified but not less than once per week, in order to set up and maintain the facility in an acceptable state of cleanliness and sanitation.

Monthly walkthrough inspections of facilities will be conducted with principal or site administrator using cleanliness checklist. See attachment 11 C".

The proposer's Project Manager shall accompany the Director of Facilities on periodic inspections of the work at any time during normal business hours of the school. The District reserves the right to make determination as to whether service is being performed satisfactory.

W. Work Conferences - The proposer's Project Manager will meet upon request with the Director of Facilities.

X. Performance Record - School employees are to send requests and complaints to the school office. Office employees will document complaint and send email detailing deficiency to Proposer's Project Manager who will address the issue. Proposer will be given 48 hours to resolve the issue to the satisfaction of school administrator or designee.

Y. Complaints and Supply Requests - The proposer shall correct all complaints and supply requests for services within a reasonable time period. All complaints, both major and minor, shall be investigated within 48 hours. Any complaint, which cannot be corrected during the same working day of which, is considered unreasonable or which cannot be dealt with for reasons beyond the proposer's control shall be specifically reported to the Director of Facilities. Uncorrected complaints, if not considered unreasonable by the Director of Facilities, shall be cause for the following actions by the District.

In the event it becomes necessary for the school system to take corrective action based on contractual s·e rvice failure, the incurred cost of labor and materials will be charged to the proposer.

Z. Consumable Supplies - The proposer shall provide consumable supplies to perform all work functions. Consumable supplies include but are not limited to: trash bags, paper products floor sealant, finish, stripper, detergents, disinfectants, foam hand soap with dispensers, hand sanitizer with dispensers, rags, carpet shampoo, mops, mop buckets, wet floor signs, dust mops, brooms, brushes, and wringers. All consumable supplies must meet district approval.

There must be a minimum of three cases of toilet tissue and paper towels in stock at each school at all times. If site administrator is notified that a school is out of toilet tissues or paper towels, the Project Manager will be notified and will immediately have product taken to the schools.

AA. Extra Billing - It may become necessary for the cleaning proposer to perform duties over and above the scope of work outlined in this proposal. Prior to performing such duties, the proposer will develop an estimate of the cost of the work based on unit prices established within the cost proposal schedule. This estimate must be approved by the Director of Facilities prior to work being performed.

� UgHt Maintenance - Proposer will be required to accomplish minor maintenance within each individual facility. The responsibilities will be accomplished on an as required basis and will be at the specific instruction of the school Principal. All maintenance related supplies will be provided by Murray County School System. The following job responsibility outline is a sample overview for the nature of maintenance activities and responsibilities that will be required of and performed by the daytime custodians at each location.

1. Clean all HVAC return and supply air grills in all classrooms and common areas on quarterly basis

2. Replace missing, damaged or stained ceiling tiles accessible on an 8' ladder.

CC. Special Cleaning and other Requirements to be Performed by Proposer

1. Any cleaning for, or any requirements for a Supervisor being present during special events or activities in the schools sponsored by the school will be considered a port of the cleaning proposal.

2. Any outside group allowed to the use the facilities by the District will be charged for cleanup and/or Supervisor being present. The proposer will submit the invoice directly to the user. The unit price established in this proposal will be used.

3. Clean prior to and immediately after all home games and/or activities located at school athletic facilities when used. Areas include but are not limited to stadiums, ball fields. practice fields. press boxes, ticket booths, field houses and restrooms.

Cleaning of areas must meet district approval. Proposer's employees shall not be removed from schools during normal working hours to perform this task.

4. The proposer must provide an 8-hour custodian at each location during all District or Operation's 7:00am - 3:00pm during the summer. Work activities during this time will be at the discretion of the principal.

5. Emergency and/or call service will be provided at an agreed upon rate.

6. The Proposer shall provide a mid-year service of top-scrubbing and re-waxing of all floors in commons areas, hallways, and cafeterias during the School System's Christmas break. This should be included in the Proposer's Bid Proposal.

IX. QUALIFICATIONS

A. Qualifications - Each proposer shall submit evidence of qualifications which would influence the ability to satisfactorily perform the custodial services defined elsewhere in this document (see evaluation criteria for additional pertinent details.)

1. Proposer must be licensed to do business in Murray County, Georgia.

2. Proposer must have been in the custodial services business for a minimum of five

(5) years.

3. Proposer must currently have contracts, in satisfactory standing, with at least three school districts of a similar size to Murray County.

4. Proposer must demonstrate ability to manage a large school district with current references and management expertise.

5. Proposer must register and participate in the federal work authorization program to verify information for all new employees (E-Verify). A signed Murray County affidavit must accompany all proposals. (Attachment 11 B")

6. Proposers may be required to furnish evidence in writing that they maintain permanent places of business and have adequate equipment. finances, and personnel to furnish the service offered satisfactorily and expeditiously.

X. INDEMNITY

Proposer shall indemnity and hold harmless the District harmless, from and against, any and all claims, damages losses and expenses (including reasonable attorney's fees) arising out of or relating to the work contemplated herein.

XI. SPECIFICATIONS

A. See Attachment "A" for cleaning schedule and expectations.

ATTACHMENT "A""

CLEANING SCHEDULE

Murray County Schools

PREPARED FOR: ADMINISTRATION AREAS I DAYS·PER WEEK: I 5

�=1:i.'l'.,"'--"' ·l:loYl'Il,il::j t 5 :f:-.1::ffl ll:1 ,,,. :lhl: "'-."1� :-l , ..

Admln. Offices/Conferonce XP1t XPH Oi.i.an.rt Som� Ml'lu•II

../COMMENTS 0.ally W0tldy Monthly A.nnu.all Rooms w .. , Monlh y y y

Emo:v trash cans/Reola co inor as noedod X

Oust nu lumiturc indudha dosts. chairs. Ublcs X 11...�D:, ond ,:sniuz:o drm1ung IOt.nlOru, ,,nk.3. COOC' knoh�. fft�tndc sur,r,,flo� X

Kitchen• Clean sinks. counto, lops, wet rr.op l\oo,s X

Re.stock sink su;,plics • Paper Towels and SOJp LOw dust• inc.Judmg v.1ndow scs. �ocs. mold"'Qs.

�lt..-1\'tnli, ulclur� fr.:uncs . ..:tc. tu 30· X

High d�l • including �hotvo:1, moloing, lcegc�. etc. \o n·

Soot dc:m C:osk tons X Papers and Potsooal lloms Not to bo Disturbed

Soot dean intoror class X

Ou,I bli-d,: 1 HVAC vcnu X 1uus1 moo,::ip,ot moo •-U fl!)Ors or v.K11um expel lbor lrafllc loocs ooty Uusl moµ,vvCl mop 11-.1n., l\oors or vo1cwm c;upot w.d lt-toors to bo dotnlcd 1nc.iudtng msao to wall X dOOt rramos and up lo baso

Spot dean c.arpcb X

IJ11r1t�r Al,Arc1 Ck'H\Md X Oo rat Hm,,, �•lino

Spot doon bo.,rd trays X

Soot doan Walts �r.d Doors X loc.k Wind� 4nd Ooo� X

Ch..:looo Oefoclivc liohls �net Cftilinn Tilm. X Roach.lblo with an e· ladder

Check/ Cleon lnsi<lc UQhl Fixurcs X Rc.1c.h.ablo with an e· li>ddcr vao..vm Fabnc Furrutu,o X

Clo:.n :ind S.:Jnitizo Tolonhono:; X

XPo< XPo< Q.u.ut.arl Soml• Annu.all ../COMMENTS RESTROOMS o.u, Wo.11.ly Mond1ly A11nu.all w .. , Month y y y

SEE RESTROCM PROCEDURES X

XP., XPe< Ouancrt Semo Annuill

WINDOWS Oallf Wecltty Monthly Annuall ../·COMMENTS w .. , Monlh y y y c1n .. n-out5N'So X Surrrnc, Brc:ak

Clctin-if\sidc 2 lnck.ding lodges

FL00RS XPo, XPu Ouar1or1 S<m� Annual! Mond1l1 Annuall ../COMMENTS HARD SURFACE oan, WoOJy w .. , Month y y y

Nachlno Serub and t>urr X l�lnp and VYOJt \1"11 woxco :MJf"fOCC:1. �t)· 5 coab of 2Ml. SOl<S!i- w;ut) X Sunvnnr Brr.nk

X Per XPM °"""'" Semi• MnuaU

../COMMENTS CARPETS o�uy Wotldy Monmty Annuall w .. , Month y y y

Cloot\ Corpol by Dry CricmiC.31Proco� X Svnvnor Br<1:ak

PREPARED FOR: AUDITORIUMS f ST AGES I DAYS PER WEEK: I 5

��,ll/fe4::l,.."il:J•l11•.i11:;1, "Mll;;f,."'j::1;4,� ;l��::lfl 11:i,•1

XPe, XPor Ouano,t Semi•

Annuall GENERAL Dally Wookty

Weck Monthly Mooth Annua.11 ✓COMMENTS y V y

Empty trash cans/Replace &ner as needed X

Dust all Cha irs and Tabios X Inspect Dail)'

Clean and san�izo door knobs Low dust. induding window sills, k?dgo�. moldings, shelves, picture tramos, etc. lo JG· X High dust. including sholvos, molding, ledgos. etc. to 72" 2

Clean ootiro Qlass Doors lnsldo and Out X As Noodod

Spot clean Interior qlass X

Dust blinds I HVAC vonts X 1uu�1 mnp,.:ipot mnn n.:.m IIOOffi or "-'r.uum r�rpn1 noor 1talfoc lanes only X

Iuus1 mopnvet mop naro 11UUJ� Of varuum carpet w;:tl rKJO<S la ue ""'""'° "'"""'"'0 <ls.de IOwal X do0< f,amos and up la base

Spot clean carpels I Pick up trnsh X

Spot cleon Wale ar.d Deem X

Lock Wndows and Doon: X

Change Defecbve Lights and Ceiing lites X Roachahlc will\ an 8' L"'1ner

Chock/ Clo•n Inside Lighl Fixtures X Rnar.hahlo Mlh an 8' L"'1d<lr 1u,,:cemoer 1 • January J 1 I :summer

Ootai Ocan Chairs X Break

XPer X Por Quortor1 Somi• Annuall

RESTROOMS Dally Woekly Monthly AnnuaU ✓COMMENTSWook MOtllh V y V

SEE RESTROOM PROCEDURES X

XPer XPor Qw.rtc1I Scml•

Annuoll WINDOWS O:1lly Wookty Monthly AnnuaU ✓COMMENTSWotk Month y V y

Clean-outside X Summer Broak

Cleon-inside 2 Including ledges

FLOORS XPtr XPar Ouartort Semi•

Annuell

HARD SURFACE

D•liy Woc�ty

Wook Monthly Month Allnu.ill ✓COMMENTS

V V y

Machine Scrub and buff l::St'l) ano wax ''"'"waxea sunaccs •A?::>f'I:, coats 01 26% saids wax) X Summer Break

XPer XPer Ou:artHI Sam�

Annu•II CARPETS Weekly Monthly Annud ✓COMMENTSDolly

Woo'< Mof\th y y V

O.,un c.,rpet �v Orv Chun;c.,I Process X Summer Brnak

PREPARED FOR: I CAFETERIAS/ KITCHENS

�:j:l'll�::$-.""il:J:ltl'll1J:j1� � 1-i:-1,. ! l:j,'lt HIDI:

XPor XPot au�rto,1 Semi•

GENERAL Daily WiraUy Monlldy AnnlJ.311 Wcok Month y y

Empty trash cans/Replace liner as needed X

Sweep/ Machine Scrub X

<.;lean ano san,uzo 011111mg 10un1a1ns. 6IOK6, 0001 knobs and restock supplies X

CleAn and Sanitize Tables X

S001 doan spiUs and dobris X

LOW dust - 1ndud•ng nar<> ra,ts. VMdOW s,tts, .. uges.

moldings. shelves. picture fmme.s. elc. to JG'"

X

H'l)n dU>I • 1nc1UO,nO 51lCIVC5, mo,un'II, teO{lC5, CIC. w 72· 2

Oust b�nds / HVAC vents X

Oust Mop/Wet Mop Hord Floors Woll to Well X

Spot dean Walls and Doors Up to 72" X

Lock Window5 and Doors X

SPot doan interior glass X

Set Up Chair, and tables X

Amlnge Choir3 ond Tobtcs tor Next Coys Use X

Change oerective Lights and Ce.l;ng Toles X

Check / Clean Inside light Fixtures X

XPor X Per Ou.art•rl S.ml-

WINDOWS oany WedJy Monthly Annu.oll W.•k Mon1h y

Clean-O<Jlsido X

Cleen-W'lside

FLOORS XPor XPor Ou.irt,rt Semi•

Daily w .. uy Week

Monthly Month

Annual!

HARD SURFACE y y

Machine Scrub and Sult 2

Scrub and Rocoat (/Ill waxed areas) I"" p ana wax'"" waxeo sunaces • AllPIY a coais 01 28% solids Wd:I()

XPer X P•r Ou.arte,t Soml-

CARPETS Dally Wookly Monthly Ant1U411 Woek Month y y

N/A i,:i:j�l'

Annu3II y

Annuall y

Annu;1II y

X

X

Annual!

y

0�

II� ,

✓COMMENTS

Thmuohout 11nd follnv.ino !\Crviog lrl'lt,.

Throughout serving time.

Throughout serving time.

t"fOOt! 10 OC OCUUICO tn1,,,,1uiull'l9 tnSldC d00< fromos ond up to base

Check and report �at cond�ion

Reachable W1U1 an 8' Ludder

Reocheblc with on Ir llldder

-.!COMMENTS

Summer Break lnduding ledges

✓COMMENTS

Christmas Break

Sununur Brt!ak

✓ COMMENTS

PREPARED FOR:

CLASSROOMS/ LABS/ MULTIPURPOSE AREAS/

HOME ECONOMICS/ LIBRARY/ ART ROOMS

:t•Jl� �'ii :I�{• 1•1 l•l::l 1 ,. � 11 :l,'L• I/I.I 1J: �=l"l'

X P•r X' P•t Cwirhrl Semi-

Annu.all GENERAL Oa.Uy WHllty w .. , Monthty Monlh Annual y

Emntv trash cans/Reolaco liner as needed X

Oust al furnituro lnduding desks. chairs. labios X ,1,,,,1C.ID ona snn.ll:c c,nMJng rount.:1n�. sink:1, dOOf knobs. restock supplies X ow dusl. llCIUOl09 W'Ul<JO' .... SIU$, «::�C3. m0k11ngs, shelves. piduro frames. etc. to 36"' X

High dost• ircloding shelves. molding.