RFP Custodial Services

Newaygo Public School District, a Michigan general powers school district located in Oceana County, issued a Request for Proposals (RFP) for comprehensive custodial services to maintain five facilities: Newaygo High School (124,780 square feet), Newaygo Middle School (92,900 square feet), Newaygo Elementary School (76,734 square feet), the Administration Building (2,186 square feet), and the Transportation Office (2,186 square feet). The scope of services includes daily cleaning and disinfection, carpet extraction, snow and ice removal (limited to areas immediately outside entrance doors and front walks), restroom and cafeteria maintenance, floor stripping and sealing during breaks and summer months, and event setup and breakdown. The contractor must provide qualified personnel with fingerprinting and criminal background checks per Michigan Public Act 84 of 2006, detailed staffing schedules, equipment lists, management credentials, and references from similar K-12 operations. The RFP was issued December 16, 2019, with a mandatory pre-proposal walkthrough meeting on January 9, 2020 at 1:00 p.m., contractor inquiries due by January 24, 2020, and sealed proposals due February 3, 2020 at 10:00 a.m. at the District's Business Office located at 360 S Mill Street, Newaygo, Michigan 49337. The District anticipated contractor interviews and presentations between February 10-21, 2020, with Board of Education consideration of contract award on March 16, 2020. The contract term is three years commencing July 1, 2020 through June 30, 2023, with an option for the school district to extend for up to two additional one-year renewal terms at the sole discretion of the school board. The District prioritizes quality workmanship and competitive pricing within the school budget rather than the lowest bid alone, and evaluation was to be conducted by a committee including representatives from maintenance, the business office, and the facilities committee.

Contractors must comply with all applicable federal, state, and local laws and environmental regulations, maintain comprehensive insurance including workers' compensation, commercial general liability of $1,000,000 per occurrence, commercial automobile liability, and a $5,000,000 excess umbrella policy, and submit a bid guarantee of 5 percent of first-year estimated costs along with proof of financial stability through audited financial reports. Proposals must include affidavits regarding familial relationships and Iran-linked business activities. The contractor is responsible for all equipment procurement and maintenance; however, the District provides custodial equipment including snow blowers and a lift (available only with maintenance staff supervision), as well as consumable products such as toilet paper, garbage bags, and hand towels for facility restocking. Compensation must be fixed for all three years of the initial contract term and expressed as a not-to-exceed annual sum including all labor, benefits, overhead, profit, equipment, and supplies (except paper products, toilet paper, soap, and salt/ice melt during year one). The current contract amount is $32,490.72 per month with average worker wages at $11.18 per hour, and cost increases for renewal terms are limited to three percent annually or adjustments based on the Consumer Price Index for the Grand Rapids Metropolitan Area, whichever is lower. Ten contractors attended the walkthrough meeting, including West Michigan Janitorial, Hi-Tec Building Services, GRBS, CSM Services, Enviro-Clean, VHM Enterprises, The DM Burr Group, Auxilio, Axium, and Professional Building Services. The District reserves the right to reject any or all proposals and is not responsible for any costs incurred by contractors in proposal preparation.