, or phone 504-227-3057 between the hours of 9:00 ... The selection
Request for Proposals Custodial Services For Alice M. Harte elementary School Edna Karr High School Andrew H. Wilson Elementary School 2016 - 2018
InspireNOLA Charter Schools 3520 General DeGaulle Dr. Suite 4040 New Orleans, LA 70114 Phone: 504-227-3057
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REQUEST FOR PROPOSAL FOR SCHOOL CUSTODIAL SERVICES InspireNOLA Charter Schools is requesting proposals for school janitorial services for the period of 7/1/16-6/30/18 as described in Section VI and VII “Service Requirements” and “Scope of Service”. Responses are due to InspireNOLA by 3:00 p.m. on May 12, 2016 at 3520 Gen. DeGaulle Dr., Suite 4040, New Orleans, Louisiana 70114 Quote # INOLA 161. I.
Proposal Instructions All bids should be submitted via email to
[email protected] (InspireNOLA) or mailed/hand-delivered to 3520 General DeGaulle Dr., Suite 4040, New Orleans, Louisiana 70114 by 3:00 p.m. on May 12, 2016. Late bids will not be accepted. All bids should be submitted with a minimum of 3 customer references with contacts, school references are preferred, commercial references with similar or larger square footage acceptable. All bids should include Alice Harte, Edna Karr and Andrew Wilson schools together in one package, but separately within the bid package, so that future invoicing can be determined and planned on for budgeting purposes. If economy of scale pricing is an option, it should be clearly indicated in the RFP under the heading of “Economy of Scale Pricing.” Additionally, bids should be for labor only and full service; two different pricings. All questions, about scope or site visits, should be directed to John Hiser (InspireNOLA) via email
[email protected], or phone 504-227-3057 between the hours of 9:00 a.m. – 4:00 p.m. Monday – Friday.
II.
Proposal Evaluations InspireNOLA reserves the right to reject any and all proposals received as a result of this RFP. The selection proposal will be the most advantageous regarding price, quality of service, the Contractor’s qualification and capabilities to provide the specified service, and other factors, which InspireNOLA may consider. (See Addendum 1)
III.
Security Clearance and Bonding
The Contractor will submit to InspireNOLA upon request, names and addresses of all individuals who will be performing the work. InspireNOLA requires background checks for clearance and insist that personnel who are not approved for clearance be replaced. The Contractor will provide evidence that all employees engaged in performing the Work are bonded. IV.
Safety
The Contractor and its employees must wear adequate safety equipment for the tasks involved, and train their employees on the safe use of hazardous materials in the workplace. All containers of such materials must be clearly identified, labeled and stored safely at all times. All materials on school premises must be permissible per law. Any health and safety issues should be reported immediately to the School Operations Manager. V.
Inspection and Supervision
The School Operations Manager will inspect the facilities daily. The Contractor will be evaluated bimonthly using the InspireNOLA Custodial Inspection form. (Attachment A). It is an expectation
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the Contractor maintains an overall score of 4.0 for the duration of the contract period. The Contractor will address all scores less than 3.0 by re-cleaning the named areas within 24 hours. Along with the InspireNOLA Custodial Inspection Report, the Contractor will meet with the School Operations Manager on a regular basis in order to ensure open, regular feedback and communication. The Supervisor of the awarded contract will meet with the Director of Operations on a monthly basis. VI.
Service Requirements InspireNOLA is looking for a full service custodial company. The selected contractor agrees to: 1. 2. 3. 4.
VII.
Utilize appropriate industry standard tools, chemicals and materials for each necessary application. Utilize the most effective, school safe chemicals available. Maintain, at each site, a binder of the Master Safety Data Sheets for every chemical utilized in cleaning the school building. Maintain, for each restroom and common space, a 1 month cleaning log with date, time, and signature fields. Scope of Service InspireNOLA Monday - Friday 7:00 a.m. - 6:00 p.m. M - F; as needed 6:30 AM - necessary Regular Schedule Cleaning
Facility days of operation Facility hours of operations Service days Facility service hours Classroom & offices Space cleaning Black/white boards Walls (marks, stains, smudges) Spot mop Sweep with dust control Disinfect work surfaces Interior glass doors & windows Empty trash/ replace liners Damp mop (entire classrooms) Buff hard floors Vacuum carpets, rugs & mats Dust (furniture, ledges, shelving) Entrances, commons & hallways Space cleaning Walls & doors: remove marks Spot mop Dust mop or sweep Clean kick plates Buff hard floors Damp mop Dust/ wipe desks, tables Dust other surfaces: high and low
Daily Daily Daily Daily Daily Daily Daily Daily Weekly Weekly Daily Weekly Daily Daily Daily Daily Daily Weekly Weekly or as needed Weekly Weekly
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Empty trash liners Furniture: clean appropriately Spot & stain removal: all surfaces Water fountains: disinfect Vacuum carpets, rugs, and mats Interior glass doors & windows Metal fixtures throughout: polish Interior trash - collect and dispose Exterior trash collect and dispose to 12' from end of covered entry Clean elevator including door slide wells Polish elevator doors Gymnasium Dust mop gym floor Remove trash from seats Remove graffiti from benches and seats Restrooms, locker rooms & showers Empty trash Refill soap and paper products Disinfects toilets & urinals Disinfect sinks and showers Clean and polish all metal fixtures Walls and partitions: remove graffiti Sweep floors Damp mop: floors & lower walls Scrub grout: floors & lower walls Hi/lo dusting Clean & disinfect gym benches/equipment
Daily Daily Weekly Daily Daily Daily Daily Daily Twice a day Daily Daily Daily Daily Daily Daily Daily Daily Daily Daily Daily As needed Daily Weekly Weekly Weekly Holiday, Vacation and Summer Schedule Deep Cleanings
Cycle cleaning includes moving non-fixed furniture to ensure a complete cleaning. Strip, scrub, finish all hard floors Strip, scrub, finish lobby floors Strip, scrub, finish hallways Strip & scrub restroom floors Strip & scrub locker room & shower floors Deep clean all carpets, rugs, & mats Deep clean high traffic carpet areas Clean infrequently used spaces Dust, sweep, mop storage closets Dust, sweep, mop electrical closets Dust, sweep, mop ALL stairwells
Quarterly Quarterly Quarterly Quarterly Quarterly Quarterly Quarterly Semi-annually Semi-annually Semi-annually Quarterly
The selected contractor agrees and understands that the primary role of the Custodial Service Provider will be to maintain a clean, safe, school facility. To that end, the services and frequencies described above may be adjusted as necessary to maintain the building appropriately.
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Unless a labor only contract is awarded, all toiletries, paper towels, soap, dispensing fixtures, cleaning products, cleaning tools, cleaning machines and labor will be supplied by the selected contractor, as a part of this contract. VIII. Pre- Bid Site Walkthroughs Walkthroughs will be conducted on April 20, beginning at 10:00 at Alice Harte, moving on to Edna Karr and concluding at Andrew H. Wilson later. Contact John Hiser john.hiser@inspirenola schools.org to receive information on how to participate. Additional Walkthroughs may be scheduled, based upon need. Harte’s square footage is 112,203, Karr’s is 124,442 and Wilson’s is 96,122. The site and addresses:
v Alice M. Harte Elementary School – 5300 Berkley Dr. N.O., La. 70131 v Andrew H. Wilson Elementary School-3617 General Pershing St, NO, La. 70125 v Edna Karr High School-3332 Huntlee Dr. N.O. La. 70131 IX.
Insurance Requirements
At a minimum, the selected contractor must carry the following insurance for the entire period of the awarded contract, and must name Inspire NOLA as an additional Insured.
v Workman’s Compensation insurance at a minimum $1,000,000.00 per incident that covers all employees of contractor that works in/on the schools.
v General liability or a similar comprehensive insurance policy with a minimum of $1,000,000.00 per incident coverage for the following Ø Ø Ø X.
Property Damage Contractual Liability Personal or bodily injury
Living Wage The Bidder agrees to carefully monitor and enforce salaries and benefits that permit their employees to maintain a “living wage.” InspireNOLA places strong value on a commitment to the riddance of poverty and its associated ills. Additionally, InspireNOLA believes that paying a living wage leads to increased worker morale, worker health and quality of service, as well as lowers absenteeism, turnover rates, and recruiting and training costs. Living wages also stimulate the economy through increased consumer spending. In the spirit of our attempt to honor a living wage, InspireNOLA will award points for the category “Commitment to Community”.
XI.
Proposal Inclusion: Each proposal shall include the following: Ø
Ø
The total cost of the contract per school site on the basis of full service and labor only (Please note for labor only proposals, the Contractor’s staff will be required to attend training with the supply vendor of InspireNOLA’s choice to learn best practices on chemical mixing ratios and material usage) The scope of services to be provided by the contractor, including sample duty lists
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Ø Ø Ø Ø Ø Ø
Copies of Workers Compensation Insurance coverage and Certificate of Liability declaration pages A staffing outline for each building (# of personnel, number of full & part time workers and anticipated schedules) Proposed salary and benefit schedule by position A description of capacity and skillsets necessary to complete the job Three (3) references form other similar sized or larger clients – at least one K-12 school organizational reference required Price for emergency work, based on an hourly rate.
The selected contractor agrees, at its sole cost and expense, to repair or replace in kind any damage caused to school property and fixtures by contractor’s employees, subcontractors, or equipment. In the event contractor fails to make repairs in a reasonable timeframe, or a time frame dictated by the InspireNOLA representative-InspireNOLA reserves the right to obtain the necessary repairs from an outside source and bill the contractor for the repairs plus a repair management fee equal to 10% of the total cost of repairs. Thank you for taking the time to review our Request for Proposal. Please consider responding. John Hiser, Chief Operation Officer InspireNOLA Charter School 3520 General De Gaulle Dr. Suite 4040 New Orleans, LA.70114 Phone: 504-227-3057 Email:
[email protected]
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Addendum 1 to InspireNOLA Quote # INOLA 161 Custodial RFP Scoring Sheet
Score
Initial pricing (40 points)
_____
Commitment to Community (20 points)
_____
Economy of scale pricing (10 points)
_____
Scope of service (10 points)
_____
Staffing (10 points)
_____
References (5 points)
_____
Workman’s Compensation Insurance & Certificate of Liability (5 points)
_____
Total Points (100 points)
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_____
Custodial Services Inspection Form Attachment A School: Inspected by: Date/Time: Area Inspected: This form is to be submitted every 2 weeks. (1) Poor
(2) Fair
(3) Good
(4) Very Good
(5) Excellent
Grounds, Walkways, Entrances
NOTES
Grounds are free of trash, paper, and cans
0
Shrubs and planting are litter free
0
Fence lines, trees and shrubs are trimmed
0
Walkways are swept/blown
0
All lights functional and cleaning covers are cleaned
0
Parking lot is free of litter
0
Building is free of graffiti
0
Outside window & window sills are clean
0
Subtotal
0
Lobby/Entrance
NOTES
Doorway thresholds/mats (cleaned and in place)
0
Corners & baseboards free of dust & spider webs
0
Walls are dusted; graffiti, staples and tape removed, etc.
0
Fire, emergency, & exit equipment dusted
0
Windows & window sills are clean
0
Lights are functional and clean. Covers are cleaned.
0
Floors: clean, waxed, buffed, and burnished
0
Trash containers are clean and not over-filled
0
Subtotal
0.00
8
0
0.00
Student/Public Restrooms
NOTES
Lights are functional and clean. Covers are cleaned.
0
Vents and registers are clean
0
Walls and doors are clean
0
Stall partitions are clean and free of graffiti
0
Dispensers are cleaned and stocked: soap, towels, toilet paper, sanitary napkins
0
Sinks: chrome and bowl are clean
0
Mirrors and counter tops are clean
0
Toilet bowls, urinals and chrome are clean (inside & out)
0
Floor drains are clear
0
Baseboards and corners are clean
0
Trash containers are empty and cleaned
0
Floor: grout & tile are clean
0
Subtotal
0
Corridors/Halls
NOTES
Lights are functional and clean. Covers are cleaned.
0
Walls are dusted, graffiti & tape removed, etc.
0
Lockers are clean, dust free & odor free
0
Glass, windows, & window sills are clean and dust-free
0
Fire, emergency, & exit equipment is dusted
0
Water fountains are clean & operational
0
Trash containers are clean and not over-filled
0
Baseboard & edges are clean
0
Doorway thresholds/mats are in place and clean
0
Corners are clean
0
Floor: Clean, waxed, buffed, and burnished
0
Subtotal
0.00
9
0
0.00
Classrooms
NOTES
Lights are functional and clean. Covers are cleaned.
0
Vents and registers are clean and clear
0
Walls are dusted; graffiti and tape removed, etc.
0
Glass, windows, & window sills are clean
0
Horizontal surfaces are dust free
0
Doors are clean
0
Trash containers are clean and not over-filled
0
Edges/baseboards are clean
0
Carpet is clean, spot free & odor free
0
Floor: Clean, waxed, buffed and burnished
0
Subtotal
0
Stairwells
NOTES
Doorway threshold/mats are clean (if applicable)
0
Corners, edges/baseboards are clean
0
Glass, windows, & window sills are clean
0
Handrails are clean and dust free
0
Lights are functional and clean. Covers are cleaned.
0
Main surface/floor is clean
0
Steps are clean
0
Walls are dusted, graffiti and tape removed, etc.
0
Subtotal
0
Cafeteria
0.00 NOTES
Lights are functional and clean. Covers are cleaned.
0
Walls are dusted; graffiti and tape removed, etc.
0
Glass, windows, & window sills are clean
0
Edges/baseboards corners are clean
0
Floor: Clean, waxed, buffed, and burnished
0
Water fountains are clean and in working order
0
Trash containers are clean and not over-filled
0
Subtotal
0.00
10
0
0.00
Office Areas
NOTES
Carpet is clean and spot free
0
Restroom dispensers are cleaned and stocked: soap, towels, toilet paper, sanitary napkins
0
Doorway thresholds/mats are clean (if applicable)
0
Corners, edges/baseboards are clean
0
Doors are clean
0
Glass, windows, & window sills are clean & dust-free
0
Horizontal surfaces are dust free
0
Lights are functional and clean. Covers are cleaned.
0
Main surface/floor is clean, waxed, etc.
0
Counter tops are clean
0
Vents and registers are clean/clear
0
Trash containers are clean and not over-filled
0
Walls are dusted; graffiti and tape removed, etc.
0
Subtotal
0
Custodial Closets/Storage areas
NOTES
Walls, floor, is it clean & odor free
0
Equipment is clean and properly stored
0
Door is clean
0
Horizontal surfaces (shelves) are clean & organized
0
Lights are functional and clean. Covers are cleaned.
0
Supplies properly stored and maintained
0
Sinks/tubs/basins are clean, drain works & odor free
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Subtotal
0.00
11
0 0
0.00
Gym/Locker Rooms
NOTES
Restroom: toilet, sinks, urinals dispenser are clean & odor free
0
Corners, edges/baseboards are clean
0
Glass, windows, & window sills are clean
0
Lights are functional and clean. Covers are cleaned.
0
Locker rooms are clean & odor free
0
Main surfaces/floors are clean, waxed, etc.
0
Trash containers are clean and not over-filled
0
Walls are dusted; graffiti and tape removed, etc.
0
Subtotal
0
0.00 Overall Avg. = 0
Additional Comments:
Any area that received a rating of a '1', '2’ or ‘3’ MUST BE RECLEANED!
_________________________________________________
Signature of SOM:
Attachment A – InspireNOLA Custodial Inspection Report
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