BRADLEY COUNTY BOARD OF EDUCATI9N 800 SOUTH LEE HIGHWAY CLEVELAND, TN 37311

Transcription

1 BRADLEY COUNTY BOARD OF EDUCATI9N 800 SOUTH LEE HIGHWAY CLEVELAND, TN THE BID SPECIAL BID CONDITIONS FOR A CONTRACT TO PROVIDE CUSTODIAL SERVICES FOR THE BRADLEY COUNTY SCHOOL SYSTEM A. Sealed Request for Proposals for a contract to provide Custodial Services in accordance with the provided conditions and specifications will be received by the Bradley County Board of Education, 800 South Lee Highway, Cleveland, TN until 11:00 am. E.S.T. on 04/08/2016, at which time all proposals will be publicly opened and read aloud. Proposals received after the above stated time will be returned unopened to the bidder. B. The proposal will encompass custodial services. C. The terms and conditions of this contract are stipulated in the "Special Bid Conditions" and "Specification Document" provisions of this package. D. Proposals must be submitted on the attached bid forms. E. The Board plans to award the entire contract to one vendor. No partial bids will be considered. F. The vendor is responsible for carefully examining each site covered by this proposed contract, determining the amount and character of work, supplies, equipment, etc., necessary and required to provide the custodial services in conformance with the specifications, and to become acquainted with all conditions which would affect work on the proposed contract. G. Each bidder must submit the following with his/her bid: 1. Vendor Qualification Form 2. Vendor Verification Form 3. Pricing Page 4. Copy of Contractor's Personnel Policy Failure to submit the above documents on the forms provided will result in your proposal being deemed unacceptable 2. MANDATORY PRE-BID CONFERENCE Each bidder is required to attend a mandatory pre-bid conference at the Bradley County Board of Education Central Office, 800 South Lee Highway, Cleveland, TN. This conference will be held at 9:00 a.m. E.S.T. on 03/18/2016. Failure to attend the mandatory pre-bid conference will result in your bid being deemed unacceptable.

2 3. SEALED PROPOSAL The envelope in which proposals are submitted is to be identified by placing on the outside of the envelope "Proposal for Custodial Service". Your firm's name and address must also be included on the outside of the envelope. Proposals received after the date/time noted above, for whatever reason, will not be considered. 4. NONDISCRIMINATION IN EMPLOYMENT During the performance of this contractual agreement, the contractor will comply with the letter and spirit of local, state, and federal statutes concerning Equal Employment Opportunity. The contractor's personnel policies and practices including, but not limited to employment, salary scale, transfer, promotion, job assignment, and employee benefits will be determined without regard to race, color, religion, national origin, sex, age, or handicap. 5. ADDENDA TO CONDITIONS AND/OR SPECIFICATIONS In the event that any addenda and/or supplemental conditions or specifications are issued, they will be mailed to all vendors attending the pre-bid conference. 6. AWARD In making the award, the Bradley County Board of Education reserves the right to reject any and/or all proposals or to consider factors other than the lowest price submitted. Bidders agree, by their signature appearing on the bid, to the Bradley County Board of Education's right to be the final judge in the award of this contract. 7. CONTRACT DURATION The term of this contract is for a period beginning 06/01/2016 and ending on 05/31/2020 (a period of 48 months) with an automatic renewal option for an additional two-year period 8. PRICE INCREASES The contract rate shall be adjusted by the change in the consumer price index (cpi) for all urban consumers, US city average all items, published by the United States bureau of labor statistics such increase in the CPI to be computed using a fraction, the numerator of which shall be the CPI figure for the month two months prior to the anniversary month and the denominator of which shall be the CPI for the same month one year prior. And increase shall not exceed 3% in any given adjustment period. Vendor shall provide written notice to customer of the new rate payment prior to the anniversary date.

3 9. ASSIGNMENT AND DELEGATION The contractor may not assign or delegate this contract without prior approval of such action by the Bradley County Board of Education. 10. EXCEPTIONS Any exceptions to the contents contained in this Request for Proposal must be noted by the Vendor. Exceptions may or may not be acceptable to the Bradley County Board of Education and could be grounds for disqualification.

4 BRADLEY COUNTY BOARD OF EDUCATION CUSTODIAL SERVICE CONTRACT SPECIFICATION DOCUMENT SECTION I. GENERAL PROVISIONS A. Payment 1. Payment shall be on a monthly basis subject to regular monthly billing of contract. 2. Purchases and extra work authorized under this contract shall be billed at a man-hour rate. Only extra work authorized by the Director of Schools or Chief Operations Officer will be considered for payment. B. Scope of the Contract This contract is for all locations noted in this document and any additions that occur during the course of this contract. C. Scope of the Work in this Contract The Contractor shall furnish all labor, equipment, materials, supplies, services including hand towels, toilet tissue, hand soap, walk-off mats as stated herein to satisfactorily clean the specified areas. The Bradley County Board of Education shall furnish light tubes. 3. All chemicals and equipment must meet or exceed OSHA requirements and commonly recognized safety requirements. 4. The Contractor must furnish all needed safety equipment and protective devices necessary for the safety of all building occupants and property of the Bradley County Board of Education. 5. Cleaning will be performed at times which will not interfere with the functions of the Bradley County Board of Education. 6. The Contractor will pay at least the federal minimum wage rate. 7. The Contractor will provide all required licenses. 8. The Contractor will pay all taxes pertaining to his employees as required by law. 9. The Contractor will provide his employees the necessary training in cleaning routines, procedures, and safety. 10. The Contractor shall at all times employ persons who are acceptable to the Bradley County Board of Education. 11. For the term of this contract, the Bradley County Board of Education shall not hire, or attempt to hire any of the Contractor's employees for a period of at least six months from the date of discharge or resignation of Contractor's employee. 12. The Bradley County Board of Education shall be the sole judge as to whether the Contractor has accomplished the specifications outlined in this contract. 13. The contract may be cancelled immediately in the event that the Contractor fails to perform to the satisfaction of the Board. This contract may be cancelled without cause by either party by submitting a sixty (60) day written notice. 14. Materials and equipment stipulated in this contract shall be furnished by the Contractor but may be stored on the Board's premises if the Contractor desires and space is available. 15. The Contractor shall be responsible for safeguarding against loss, theft, or damage of all Bradley County Board of Education property which may be exposed to the Contractor.

5 The work area will be secured after normal working hours and must remain secured. The Contractor's personnel will admit only co-workers to the building. 16. Contractor shall maintain at its expense: (1) Worker's Compensation Insurance, Statutory Benefits and Employer's Liability Insurance with limits of not less than $100,000; (2) General Liability Insurance with limits of not less than $1,000 for bodily injury and $1,000,000 for property damage per occurrence, including Contractual Liability coverage, and including Contractor's Protective Liability coverage if Contractor will use subcontractors; (3) Motor Vehicle Liability Insurance with an employer's nonownership endorsement Limits of liability shall not be less than $1,000,000 per person, $1,000,000 per accident for bodily injury, and $2,000,000 for property damage combined; and Third Party Fidelity bond of $10,000 per employee along with an umbrella coverage in the amount of $3,000,000. Certificate evidence of the above insurance must be furnished to the Board prior to the commencement of the term of this contract. If said insurance policy is changed by insured or insurer so as to affect the coverage required by this contract, at least thirty (30) days prior written notice of such cancellation or change shall be sent to the Board. 17. Contractor agrees that it's employees will maintain the appropriate levels of competence necessary to complete their tasks. In addition, said employees will be neatly attired, trained and physically able to perform their assigned work. All employees will be bonded. A copy of the Contractor's personnel policy must be submitted with the bid. 18. The Contractor shall make himself available to perform extra work or emergency services. Emergency or extra work will be determined by the Board. 19. Bidders must furnish evidence on the Qualification Form of at least one current "in-force" contract equal to a minimum of 60% of the total bid on this contract. No exceptions to this condition will be accepted. 20. Bidders will submit details on the following: A. Management Training Program B. Employee Training Program C. Job Descriptions of Personnel D. Quality Control Program 21. The federal AHERA law of 1989 requires that all custodial workers in school buildings undergo a two-hour Asbestos Awareness Training Program. This training must be given at the time of hiring or no later than 60 days from the time of hiring. Proof of training must be placed in the school systems ongoing Management Plan. Failure to comply could result in criminal or civil penalties. It shall be the Contractor's responsibility to provide the training required by the AHERA law and report compliance to Bradley County Schools. 22. Criminal background checks are required to be provided to all employees who work in our schools. The expense of the background check shall be borne by the Contractor. 23. Properties may be added or deleted to this Contract under the prevailing terms an conditions of the existing contract. 24. The cleaning specifications required as part of this bid shall be performed as follows: a) All Student Days ( days depending on the calendar adopted by the Board). If school is cancelled due to weather or other unforeseen circumstance, no service is required. b) Staff Development/In-Service/Parent-Teacher Conference Days (6-10 days depending on the calendar adopted by the Board). Full service is required on these days.

6 c) For those school locations with day porters, day service shall begin five (5) work days prior to the first student day of the school year. BRADLEY COUNTY BOARD OF EDUCATION CUSTODIAL SERVICE CONTRACT SPECIFICATION DOCUMENT SECTION II. LOCATIONS TO BE SERVICED A. Full service custodial services are desired at the following locations: 1. Bradley Central High School 2. Ocoee Middle School 3. Central Office and Annex 4. Goal Academy 5. Michigan Ave. Elementary School 6. Oak Grove Elementary 7. Taylor Elementary School 8. Hopewell Elementary School 9. Valley View Elementary School 10. Waterville Elementary School 11. Park View Elementary School 13. Black Fox Elementary School 14. Charleston Elementary School 15. Lake Forest Middle School 16. North Lee Elementary School 17. Prospect Elementary School 18. Walker Valley High School ** The Vendor should specify staffing needs at each of the above sites in its proposal. Bradley County Schools currently employees some custodians and asks the vendor to provide a transition plan for these employees. Further information on this aspect of the bid will be made available at the pre-bid conference. ** BRADLEY COUNTY BOARD OF EDUCATION CUSTODIAL SERVICE CONTRACT SPECIFICATION DOCUMENT SECTION III. CLEANING SPECIFICATIONS These cleaning specifications are provided as a minimum guideline to attain the level of quality expected by the Bradley County Board of Education. I. CLASSROOMS 1. Empty wastebaskets and replace liners as needed 2. Spot clean window glass, glass partitions, and mirrors 3. Clean and sanitize counters and sinks 4. Dust mop, with chemically treated dust mop, all composition floors 5. Spot mop composition floors with all-purpose cleaner 6. Vacuum carpet 7. Spot clean carpet 8. Vacuum walk-off mats 9. Replace light tubes as they burn out (from Board's supply)

7 II. 1. Low dust all horizontal surfaces to hand height (70") 2. Remove fingerprints from doors, frames, light switches, kick plates, handles, and railings 3. Dust furniture, including desks, chairs, tables, cabinets, bookcases, etc. where possible. 4. Dust window ledges, radiators and vents. 5. Wet mop composition floors with all-purpose cleaner 6. Spot clean walls 7. Dust blinds C. December Break 1. Spray buff composition floors D. Summer Break 1. Wash walls as needed 2. Wash windows and glass partitions (interior and exterior) 3. Clean washable furniture 4. Clean entire surface of student's desks and chairs 5. Clean light fixtures 6. Extract carpeting and apply soil retardant coating 7. Completely strip and refinish composition floors applying a minimum of six (6) coats of wax in all classrooms. OFFICES, STORAGE ROOMS, CLINICS, LOUNGES, HALLWAYS 1. Empty wastebaskets and replace liners as needed 2. Dust furniture, including desks, chairs, tables, and equipment where possible 3. Clean and sanitize counter tops and sinks 4. Spot clean window glass and glass partitions to hand height 5. Spot clean desk tops where possible 6. Dust mop, with chemically treated dust mop, all composition floors 7. Spot mop composition floors with all-purpose cleaner 8. Vacuum carpet 9. Spot clean carpet 10. Clean lounge restrooms (following specifications listed in Section V. Restrooms) 11. Replace light tubes as they burn out (from Board's supply) Wet mop composition floors with all-purpose cleaner 2. Low dust horizontal surfaces to hand height (70") 3. Dust furniture, including desks, chairs, tables, and equipment where possible. Dust radiators and vents 4. Remove fingerprints from doors, frames, light switches, kick plates, handles, and railings 5. Dust interior window ledges 6. Clean entire desk tops where possible 7. Spray buff composition floors two (2) times per week 8. Dust blinds C. December Break 1. Machine scrub and refinish composition floors

8 2. Extract carpet D. Summer Break 1. Wash windows and glass partitions (interior and exterior) 2. Clean light fixtures 3. Extract carpeting and apply soil retardant coating 4. Completely strip and refinish composition floors applying a minimum of six (6) coats of wax 5. Wash walls as needed 6. Clean washable furniture III. LIBRARY 1. Empty wastebaskets and replace liners as needed Spot clean window glass, glass partitions, and walls 4. Spot clean desk tops 5. Dust mop, with chemically treated dust mop, all composition floors 6. Spot mop composition floors with all-purpose cleaner 7. Vacuum carpet 8. Spot clean carpet 9. Replace light tubes as they burn out (from Board's supply) 1. Wet mop composition floors (as needed) 2. Low dust horizontal surfaces to hand height (70") 3. Dust furniture, including desks, chairs, tables, and shelves Dust/clean baseboards 4. Dust furniture, including desks, chairs, tables, and shelves 5. Propane buff composition floors (NOTE: TO BE DONE 2 TIMES PER WEEK) 6. Clean metal frames and tracks around doors 7. Remove dust and cobwebs C. December Break 1. Machine scrub and refinish composition floors D. Summer Break 1. Clean light fixtures 2. Extract carpeting and apply soil retardant coating 3. Clean windows (interior and exterior) 4. Wash walls as needed 5. Completely strip and refinish composition floors applying a minimum of six (6) coats of wax. V. RESTROOMS/DRESSING ROOMS 1. Check restrooms throughout the school day. Spot mop when needed. 2. Empty wastebaskets and replace liners as needed 3. Clean, sanitize, and polish all vitreous fixtures including toilet bowls, urinals, and hand basins 4. Clean and polish chrome fittings 5. Clean and sanitize toilet seats 6. Clean and polish glass and mirrors 7. Wash and sanitize exterior of containers 8. Dust partitions

9 9. Spot clean partitions 10. Remove spots, marks, stains, and splashes from walls and partitions 11. Sweep floors 12. Wet mop floors with germicidal disinfectant 13. Restock expendable restroom dispensers (from Board's supply) 14. Replace light tubes as they bum out (from Board's supply) 1. Low dust horizontal surfaces to hand height (70") 2. Remove fingerprints from doors, frames, light switches, kick plates, push plates, handles, etc. 3. High dust above hand height horizontal surfaces, including shelves, ceilings, moldings, pipes, ducts, heating outlets, etc. 4. Remove dust from ceiling areas 5. Machine scrub floors with acid cleaner C. Monthly 1. Wash and sanitize metal partitions and walls D. Annually 1. Clean light fixtures VI. CAFETERIA 1. Empty wastebaskets and replace liners as needed 2. Dust mop composition floors 3. Wet mop composition floors 4. Spot clean interior glass to hand height (70") 5. Remove fingerprints from doors, frames, light switches, kick plates, handles, and railings 6. Replace tables and chairs in proper position 7. Replace light tubes as they burn out (from Board's supply) 1. Low dust horizontal surfaces to hand height (70") 2. Propane buff composition floors 3. Dust window ledges C. December Break 1. Machine scrub and refinish composition floors D. Summer Break 1. Wash walls as needed 2. Clean windows (interior and exterior) 3. Clean light fixtures 4. Completely strip and refinish composition floors applying a minimum of six (6) coats of wax on all hallways, cafeterias, and high traffic areas and a minimum of four (4) coats of wax in all classrooms. E. Miscellaneous 1. Area is to be cleaned after school-related events VII. AUDITORIUM A. Daily (As Needed) 1. Empty wastebaskets and replace liners as needed

10 2. Vacuum carpet and spot clean 3. Dust mop composition and wood floors with chemically treated dust mop 4. Spot mop composition floors with all-purpose cleaner 1. Low dust horizontal surfaces to hand height (70") 2. Dust radiators and vents 3. Remove fingerprints from doors, frames, light switches, kick plates, push plates, handles, etc. C. Summer Break I. Extract carpet 2. Strip and refinish composition floors as necessary VIII. GYMNASIUM 1. Empty wastebaskets and replace liners as needed 2. Remove fingerprints from doors, frames, light switches, kick plates, handles, and railings 3. Dust mop floors with chemically treated dust mop per manufactures specifications 4. Spot mop composition floors 5. Pick up large debris on and under bleachers 1. Low dust horizontal surfaces to hand height (70") 2. Dust mop on and under bleachers 3. Spot mop on and under bleachers 4. Propane buff tile floors C. December Break 1. Propane buff tile floors D. Summer Break 1. Wash windows (interior and exterior) 2. Strip and refinish tile floors 3. Machine scrub tartan floors E. Miscellaneous 1. Bleachers are to be spot cleaned after special events 2. Gum removal as needed IX. VOCATIONAL SHOP AREAS 1. Clean offices per Section II 2. Clean classrooms per Section I 3. Clean restrooms per Section V 4. Dust mop traffic isles with chemically treated dust mop 5. Spot mop traffic isles 1. Wet mop traffic isles NOTE: Contractor will not be responsible for the cleaning of oil around shop equipment or student projects. X. CAMPUS BUILDING AND GROUNDS A. Daily

11 1. Police exterior grounds (adjacent to buildings) of debris 2. Empty trash containers adjacent to buildings 3. Sweep/blow entrance walks (adjacent to building) of debris B. Monthly 1. Clean (or replace) HVAC filters (from Board's supply) NOTE: This does not include rooftop units. C. Events 1. Following events: Stadium and/or event area should be cleaned XL MISCELLANEOUS A. All Contractor employees will perform other reasonable custodial/light maintenance duties as deemed necessary by the Principal for the basic operation of the school. XII. NON-SERVICED AREAS A. Food preparation areas B. Refinishing of concrete floor shop areas SECTION IV. QUALITY ASSURANCE PROGRAM The vendor will submit a proposed program of quality assurance to review the performance of the contracted services as outlined in the contract. Any quality assurance program proposed should include shared input into the evaluation process by the vendor and the Bradley County Board of Education.

12 BRADLEY COUNTY BOARD OF EDUCATION VENDOR VERIFICATION FORM This form must be completed and submitted with your proposal. SCHOOL VISITED DATE VISITED PRINCIPAL SIGNATURE Bradley Central High School Ocoee Middle School Central Office and Annex Goal Academy Michigan Ave. Elementary School Oak Grove Elementary Taylor Elementary School Hopewell Elementary School Valley View Elementary School Waterville Elementary School Park View Elementary School Black Fox Elementary School Charleston Elementary School Lake Forest Middle School North Lee Elementary School Prospect Elementary School Walker Valley High School