RFP 23-01-TF - RFP 23-01-TF Management of Custodial, Grounds, and Auxiliary Facility Services

The Santa Rosa County School Board, Milton, Florida, solicits your company to submit a proposal on RFP 23-01-TF Management of Custodial, Grounds, and Auxiliary Facility Services.

SCOPE OF WORK

The selected contractor will provide management of the following functions:

1. Custodial Housekeeping Services – To include all schools and administrative sites noted as cleanable spaces as documented in the Santa Rosa County School District Florida Inventory of School Houses (FISH) report, except those listed below:
   1. Design Code              Room Design

1. 2. As of January 1, 2023, there are 3,931,467 cleanable square feet with the expected addition of about 128,005 cleanable square feet when the Wallace Lake K-8 School opens in July 2023.  The total payment negotiated for the housekeeping services will be divided by the total cleanable square footage as documented in the FISH report.  This will give a price per square foot for additions and deletions to the contract.
   3. A second Day Porter should be considered for each of the high schools.
   4. The school district may be defined in four (4) different geographic regions:
      1. Milton and North end schools (East Milton Elementary, Bagdad Elementary, T.R. Jackson Pre-K, Milton High, Hobbs Middle, King Middle, Rhodes Elementary, Berryhill Elementary, Central, Chumuckla Elementary, Jay High, and Jay Elementary, Dillon Administrative Center, Canal Street Complex, Firehouse Road Complex)
      2. Pace area schools (Bennett Russell Elementary, Avalon Middle, Pea Ridge Elementary, Locklin Technical College, Santa Rosa Adult, S.S. Dixon Primary, S.S. Dixon Intermediate, Sims Middle and Pace High)
      3. Navarre area schools (East Bay K-8, West Navarre Intermediate, West Navarre Primary, Holley Navarre Primary, Holley Navarre Intermediate, Holley Navarre Middle, Navarre High)
      4. Gulf Breeze area schools (Woodlawn Beach Middle, Oriole Beach Elementary, Gulf Breeze Elementary, Gulf Breeze Middle, Gulf Breeze High)
2. Grounds Maintenance – To include outside grounds at all schools and administrative sites as noted on the FISH report.  Excluded areas include all athletic grounds, as defined as those used for ticketed sporting events.  The total payment negotiated for grounds maintenance will be divided by the total acreage as documented in the FISH report.  This will give a price per acre for additions and deletions to the contract.  Included will be annual playground safety inspections to be performed by a National Playground Safety Institute (NPSI) certified specialist.
3. Pest Control – To include insect, rodent and any other pest related service for the district.  Termite treatment is excluded.
4. Installation of Paper Towel and Toilet Paper Dispensers – for new facilities.
5. Employees - All Board employed personnel in the custodial department as of June 30, 2023, will remain as employees of the Board with no loss of pay or benefits. The board currently has two (2) custodial employees.  Adherence to existing School District Labor Union contract agreements is required.  Wages and benefits for these employees will be set by the SRCSB.  As these workers attrite from the district payroll, they will be replaced by contract employees.  A negotiated price increase will be allowed for each replacement worker. All current contract employees will be given the opportunity to be retained by the successful contractor.  As of January 1, 2023, contracted labor equaled 180 FTE.  Successful contractor may modify employee hours for contracted workers.  Benefit packages will be reviewed and will play a factor in rating proposals.  Additional employees needed and all future employees shall be furnished and employed by the contractor.  New employees must undergo the same pre-employment screening as district employees.  Drug testing and background checks must go through the district’s personnel department.  The board reserves the right to require the contractor to remove any employee found unacceptable as a school-based employee.
6. All final decisions involving hiring, termination, compensation, and employment benefits of Board personnel will remain with the School Administration.
7. Substitutes – Contractor will provide substitutes when district custodial personnel are absent.  District will reimburse contractor based on a negotiated hourly rate.
8. Equipment- All equipment needed to perform custodial housekeeping services, grounds maintenance, pest control, grounds maintenance and any other function performed will be provided by the contractor.
9. Supplies –All supplies needed to perform the functions listed in this RFP will be provided by the contractor, including but not limited to all chemicals, paper products, custodial office supplies, florescent and other light bulbs, antimicrobial foam hand soap, hand sanitizing gel, toilet paper, trash liners, walk off mats and cleaning cloths.   All chemicals, waxes, products and supplies provided must be industry standard. The board reserves the right to require the contractor to replace any supplies deemed unacceptable.
10. Training - All training required by Federal, State, Local and School Board statues, laws, ordinances and rules, including but not limited to blood borne pathogens, is to be performed by contractor for all custodial and grounds employees.
11. Uniforms – All custodial employees will be provided by the contractor a uniform shirt with a logo identifying the worker as a district custodial employee.  Uniforms must be approved by the district.  Contractor must supply a district approved photo identification badge.  The uniform and badge must be visible at all times when custodial workers are on duty. 
12. Office Space - The district will supply office and warehouse space to the successful contractor.  Included will be four telephone lines with local service.
13. Price Adjustments – Contractor may request price adjustments based on the following:
    1. Additional square footage
    2. Additional grounds acreage
    3. Hourly rate for substitutes for district custodial employees
    4. Adjustment for replacement of district employee
    5. The lesser of annual CPI as of December of the year prior to the increase or the average percentage raise received by district employees for the previous fiscal year, whichever is less.
    6. Increase in scope of contract.  Price to be negotiated.
14. Website - Contractor to maintain a website, with web address provided by district, to include contact information and photos of all management staff.  Corporate and other related links may be included.
15. Service Ticket Platform – Contractor will provide a service ticket platform for the submission of custodial service requests and performance reporting that can be accessed by every employee in the district.  Contractor will provide devices (i.e., laptops, tablets) to the custodial crew (i.e., Area Manager, Day Porter and Night Lead) to view and respond to the submitted service requests.
16. Submissions – Proposal submissions will include the following:
    1. Proposal Form
    2. Drug Free Workplace Form
    3. Public Entity Crimes Form
    4. Certification Regarding Lobbying Form
       1. Disclosure of Lobbying Activities Form, if applicable
    5. Conflict of Interest Certification Form
    6. E-Verify Form
    7. Company Information - It is the purpose of the Request for Proposals to obtain as complete data as possible from each interested contractor to enable the SRCSB to determine which interested company is best able to meet the criteria of the Board which are to be considered in the award of this contract. Each interested company shall furnish as part of this proposal a complete general description of experience in the field of custodial service management. Included shall be the following:
       1. Name and address of the company.
       2. The duration and extent of experience in providing management services for public schools.
       3. A list of 10 locations where custodial programs (preferably) of similar scope and size are presently managed. Give name and address, length of service, number of students enrolled / customers served and name and telephone number of a contact person for each contract.
       4. A list of all school districts and other similar accounts where services have been discontinued or terminated for any reason within the past two years and the reason why. Include contact person and telephone number.
       5. A company organization chart and a plan for the administrative management, supervision and staffing proposed under the specifications of this contract.   Each school and administrative site is to have a minimum of one day custodian, whose8 hour day must include at least 4 hours of unscheduled time for principal/department head discretion and projects.
       6. Contract employee information, including benefit information for contract employees.
       7. A description of training programs for employees, supervisors, and managers and support available at all levels.
       8. A sample invoice, which must breakdown cost per site.
       9. Any other pertinent information
    8. Services Provided – Detail exactly what services are being proposed:
       1. Custodial Housekeeping – A one page chart is to be submitted for each type of room listing all tasks to be performed, and how often tasks will be performed.  Minimum requirements:
          1. Classrooms to be cleaned daily when school is in session.  Offices to be cleaned daily during official workdays.
          2. Cafeterias to be cleaned daily when school is in session.   Food service employees will be responsible for wiping tables including benches and stools if attached, cleaning food service lines and equipment.  Custodial services will be responsible for all other cafeteria cleaning, including floors, walls, setting up chairs and tables.
          3. Kitchens floors to be steam cleaned annually.  Kitchen hoods to be steam cleaned at least annually, semiannually if needed as determined by the food service director.
          4. All hard floor surfaces to be mopped daily and kept in a clean with a shiny appearance.   Wood floors in gymnasiums and stages to be scrubbed and refinished annually.
          5. Disposal of all Bio-hazardous waste, in accordance with OSHA standards.
          6. Replacement of light bulbs, including florescent bulbs.
          7. At the request of principals/site managers, a custodial service will respond to after-hours security alarms.
          8. Contractor will be responsible for cleaning after all official school events.
          9. Bleachers, stands and other outside areas are the responsibility of the contractor, and must be cleaned after any official event.
          10. All sidewalks are to be cleaned daily, and kept free of dirt, gum, leaves and any other substances.
       2. Grounds Maintenance – Upkeep of all lawns, grounds, playgrounds, covered play areas, tree and bush trimming and any other outside areas (excluding athletic grounds).  Minimum requirements:
          1. Trees and bushes are to be maintained on an as needed basis, with needed tasks scheduled after the grass growing season.  Flower gardens are not a grounds responsibility; however, the principal/site manager may utilize the day custodian for this purpose during the 4-hour unscheduled portion of the workday.
          2. Annual playground safety inspections to be performed by a NPSI certified specialist.
       3. Pest Control - The custodial services department is to be point of contact for all pest related needs.  This is to include, but not limited to insect infestation and problems, rodent infestation, snakes and any other animal control. Excluded is termite treatment.  The University of Florida Integrated Pest Management (IPM) procedures are to be followed.
       4. Athletic Grounds – While the management of athletic grounds is not the responsibility of the custodial contractor, the following will be part of the custodial contract:
          1. Pace High School – contractor will provide one grounds man
          2. Milton High School – contractor will provide one grounds man
          3. Gulf Breeze High School – contractor will provide one grounds man
          4. Navarre High School – contractor will provide one grounds man
          5. Jay High School and Central School - contractor will provide one grounds man that will be split between the two schools
       5. Installation of Paper Towel and Toilet Paper Dispensers – for new facilities.
       6. Web Site Information – To include sample main page.
       7. Sample Contract
    9. Pricing information – to include overall pricing for all services proposed, including payment terms and following price adjustments (do not include the Pricing information in the Business Proposal):
       1. 1. Additional square footage - Projects resulting in square foot additions or reductions of 50,000 square feet or more will take effect when facility is taken out of service or certificate of occupancy is issued. Additional square footage under 50,000 square feet will be amended to the contract annually on the first day of the following fiscal year based on the yearly audit by using the FISH report.
          2. Additional grounds acreage
          3. Unit price for installation of Paper Towel, Toilet Paper Dispensers, Hand Soap Dispensers, and Hand Sanitizer Dispensers.  Supply cost to be include in cost per SF.
          4. Price per hour for substitutes for district custodial and other employees
          5. Adjustment for replacement of district employees
          6. Annual CPI – not to exceed the average percentage raise received by district employees for the current fiscal year.  Identify the specific index to be used when requesting an increase.
          7. Guarantee Information – Detail guarantees that your company would propose to include as a part of this proposal.  Include a suggested amount per task to be deducted if not performed as required by contract.
17. Contractor may submit proposals for a single geographical region, multiple geographical regions, or all geographical regions.