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RFP for Janitorial Provider

Apr 22, 2020

RFP for Janitorial Provider

  • RFP for Janitorial Provider (pdf)

    Addendum to RFP for Janitorial Services Provider (pdf)

    REQUEST FOR PROPOSALS (“RFP”) FOR:
    JANITORIAL SERVICES PROVIDER

    This RFP is Being Issued by: Advantage Arts Academy
    6171 W. 11800 S.
    Herriman, UT 84096
    Tel. (801) 878-8622

    Date of RFP Issue: April 22, 2020

    Deadline to Submit Proposals: May 20, 2020 by 5:00 p.m.

    SECTION I – KEY DATES

    Date of RFP Issue: April 22, 2020.

    No On-Site Walk Through: Due to issues and concerns stemming from the Coronavirus, Advantage Arts Academy will not be hosting a walk through of the building in connection with this RFP. Interested offerors should submit proposals on this project based on the information contained in this RFP.

    Questions: Questions about this RFP may be submitted until May 13, 2020 at 5:00 p.m. All questions should be submitted to Platte Nielson by email at platte@academicawest.com.
    Questions submitted after May 13, 2020 at 5:00 p.m. or by a method other than email may not be answered. Significant questions and answers will be posted to Advantage Arts Academy’s website (https://advantagearts.org/) by May 15, 2020. The names of offerors or potential offerors who submit questions will not be identified.

    Deadline to Submit Proposals: May 20, 2020 at 5:00 p.m.

    Proposal Opening: May 20, 2020 at 5:00 p.m. at Academica West located at 290 N. Flint Street, Kaysville, Utah 84037.

    Review of Submitted Proposals: Approximately May 20, 2020 through June 1, 2020.

    Anticipated Contract Award Date: June 1, 2020.

    Anticipated Contract Term: Approximately July 1, 2020 through June 31, 2023.

    Commencement of Services: July 1, 2020.

    SECTION II – GENERAL INFORMATION

    A. Background. Advantage Arts Academy (“AAA” or the “School”) is a Utah nonprofit 501(c)(3) corporation and public charter school located in Herriman, Utah. AAA’s is a brand new K-6 charter school that is beginning operations in 2020. AAA’s first school year will be the 2020-21 school year.

    B. Campus Building. AAA’s campus building is a two-story building with approximately 41,909 square feet. The elementary building was completed in 2020. The building contains 21 classrooms and is equipped with spaces such as breakout rooms, restrooms, commons areas, a multi-purpose room/gymnasium, a library, a full-service kitchen, a number of offices and storage rooms, and a work room, break room, and health room. Attached to this RFP are the floor finish plans of the building showing not only the general floor plan of the building but also identifying the various types of flooring throughout the building.

    C. Purpose. The purpose of this RFP is to solicit proposals from janitorial service providers to provide AAA with comprehensive janitorial services as described in Section V(A)(3) of this RFP. The janitorial services provider will be expected to act as an independent contractor in the delivery of the described services to the School.

    D. Term of Contract. In the interest of maintaining continued services and reducing administrative burdens in procuring, negotiating, or administering contracts, AAA intends to award a contract for a period of up to three (3) years. The written contract must contain termination and/or renewal provisions acceptable to AAA as well as include the provisions in Utah Code Ann. § 63G-6a-1204(3)-(5) applicable to the contract. In addition, the terms of the written contract must provide that the contract may be terminated by either party upon a 30-day notice.

    E. Award of Contract. The contract will be awarded to the offeror whose proposal is determined to be the most advantageous to AAA, taking into consideration all substantive evaluation criteria outlined in this RFP as well as cost. No other criteria will be used in the evaluation. Please note that the Utah Procurement Code requires that most cost information be evaluated independently from the substantive evaluation criteria. The final determination shall be in writing and shall be determined at the sole discretion of AAA’s Board of Directors. The contract file will contain the basis on which the award is made. However, to the extent permitted by law, AAA may reject any and all proposals and may waive any informality or technicality in any proposal received if AAA’s Board of Directors determines it would serve the best interests of the School.

    F. Written Contract. If selected by the AAA’s Board of Directors, the successful offeror must be prepared to enter into a written contract that is consistent with the acceptable services, terms, and conditions outlined in the successful proposal and the requirements set forth in this RFP.

    G. Reduction in Scope of Work. AAA reserves the right to reduce the scope of janitorial work described herein if the winning offeror’s price proposal is beyond what AAA can afford or if the Board determines that a reduction in the scope of the work is in the best interest of ELA.

    SECTION III – PROPOSAL INFORMATION

    A. Proposals must be submitted in compliance with Section IV below.

    B. The content of a proposal must address the specifications described in Section V below. Only one proposal may be submitted and considered per offeror.

    C. Submission of a proposal will be construed to mean that the offeror understands the requirements contained herein and that the offeror anticipates being able to supply the described services for the pricing proposal contained in their submitted proposal.

    D. As stated above, proposals will be opened publicly at Academica West (AAA’s management company) located at 290 N. Flint Street, Kaysville, Utah 84037’s on May 20, 2020 at 5:00 p.m. Proposals will be opened so as to avoid disclosure of contents to competing offerors during the process of negotiation. Only the names of offerors who submitted proposals will be identified at the opening of proposals. However, a register of proposals will be prepared and shall be open for public inspection after the contract for this project is awarded and AAA has entered into a written contract with the winning offeror. AAA will cooperate with all potential offerors, to the extent reasonably possible, in their attempt to obtain information.

    E. AAA’s evaluation committee may, for the purpose of assuring full understanding of and responsiveness to the RFP’s requirements, enter into discussions or conduct interviews with, or attend presentations by, offerors who submit proposals.

    F. It is understood that AAA’s issuance of this RFP does not obligate AAA to accept any of the proposals submitted in response to this RFP, nor does it guarantee that AAA will in fact accept any of the said proposals. To the extent permitted by law, AAA’s Board of Directors reserves the right to accept or reject any or all proposals and/or to waive any or all formalities in any proposal or in the proposal process deemed to be in the best interest of AAA. No agreement exists on the part of AAA and any offeror until a written janitorial services contract is approved and executed by AAA’s Board of Directors and the offeror.

    G. This RFP does not obligate AAA to pay for any costs of any kind whatsoever that may be incurred by an offeror/respondent or any third parties in connection with a proposal. All submitted proposals, responses, and supporting documentation shall become property of AAA. Further, AAA shall not be liable to any offeror, person, or entity for any losses, expenses, costs, claims or damages of any kind arising out of, by reason of, or attributable to, the offeror responding to the RFP.

    H. At any time during the evaluation process, AAA’s evaluation committee may, with appropriate approval, request best and final offers, as provided for in Utah Code § 63G- 6a-707.5, from responsible offerors who submit responsive proposals that meet any minimum qualifications, evaluation criteria, or score thresholds identified in this RFP.

    SECTION IV – PROPOSAL REQUIREMENTS

    Potential offerors are hereby invited to submit a proposal for janitorial services to AAA. The scope of the janitorial services requested by AAA are described below in Section V(A)(3).

    A. Each proposal must contain a cover letter which includes the following:
    1. The legal company name of the offeror;
    2. The complete company address;
    3. The company contact person’s name, phone number, and email address;
    4. The company’s website address, if applicable; and
    5. The signature of an authorized representative of the company.

    B. Proposals must address the Proposal Specifications set forth below in Section V.

    C. Proposals must be submitted by email to Platte Nielson at platte@academicawest.com in PDF format as described in this paragraph.
    Proposals must be submitted by 5:00 p.m. on May 20, 2020. Proposals must be separated by cost and non-cost related information. All non-cost related information of a proposal (the information provided by an offeror in response to Section V(A)(1)-(3)) must be contained in one PDF file titled with a phrase similar to “Janitorial Proposal: Non-Cost Related Information.” All cost-related information of a proposal (the information provided by an offeror in response to Section V(A)(4)) must be contained in a different PDF file titled with a phrase similar to “Janitorial Proposal: Cost-Related Information.” No cost information may be submitted in the PDF that includes non-cost information.
    All cost and non-cost proposal information must be separate.

    D. Submission of Protected Information. Protection of disclosure of information submitted by an offeror in response to this RFP is governed by Utah’s Government Records Access and Management Act in Utah Code Ann. § 63G-2-101 et seq. and Utah Administrative Code Rules R33-7-105 and R33-7-106. An offeror that desires to request protected status of any information it submits to AAA in response to this RFP must specifically identify the information that it desires to protect and the reasons that the information should be afforded protected status under the law. In making this request, the offeror shall comply with the requirements in Utah Code Ann. § 63G-2-305, Utah Code Ann. § 63G-2-309, and Utah Administrative Code Rule R33-7-105. In turn, AAA will comply with Utah Code Ann. § 63G-2-309 and Utah Administrative Code Rule R33- 7-106 with respect to disclosing such information. Submission of protected information in response to this RFP shall be deemed an acknowledgment and consent by the offeror that the offeror agrees with this paragraph and will indemnify, defend, and hold harmless AAA, its members, directors, officers, staff, and agents from any and all liability relating to the proper disclosure of information provided by the offeror in response to this RFP, even if the offeror requested protected or other confidential status for the information.

    E. Submission of Proposals with Protected Business Confidential Information. In accordance with Utah Administrative Code Rule R33-7-107, if an offeror submits a proposal that contains information claimed to be business confidential or protected information, the offeror must submit two separate proposals in accordance with Subsection
    (C) above as follows:

    1. One redacted version for public release, with all protected business confidential information either blacked-out or removed, clearly marked as “Redacted Version;” and
    2. One non-redacted version for evaluation purposes clearly marked as “Protected Business Confidential.”

    Please note that pricing may not be classified as business confidential and will be considered public information. In addition, an entire proposal may not be designated as “protected,” “confidential,” or “proprietary” and shall be considered non-responsive unless the offeror removes the designation.

    SECTION V – PROPOSAL SPECIFICATIONS

    A. Content of Proposals. Offerors must address the following in their proposals:
    1. Experience, Qualifications, and Track Record. Each offeror must provide the following information:

    a. A brief outline of the company and services offered, including number of years in business, number of years offeror has provided janitorial services to schools, and number of people currently employed by offeror;
    b. Information demonstrating experience in and a track record of providing janitorial services to schools; if offeror does not have experience in providing janitorial services to schools, the offeror must provide evidence demonstrating its ability to provide comprehensive janitorial services to AAA. Preference may be given to offerors who demonstrate a successful operating history providing janitorial services to schools;

    c. Provide information on current clients, including total number of clients and a list of clients that are public charter or district schools in Utah; and
    d. Provide evidence of the offeror’s valid business license.

    1. References. Each offeror must provide a list of references that AAA may contact to discuss the offeror’s past performance and evaluate offeror’s ability to perform the janitorial services required by the School. At minimum, each offeror must provide the name and contact information of the reference and the name of the entity for whom the reference works (or worked).

    2. Scope of Work, Specifications, and Requirements. Each offeror must confirm (and provide at least some narrative or other information supporting the confirmation) that it has the expertise and ability to satisfy the following specifications and provide the following services to AAA:

    Classrooms, Hallways, Offices, Lobby, and Common Areas During School Year:
    a. Provide day porter for five (5) hours per day for lunch set up and take down, cafeteria cleaning (including floors), special cleaning as needed (such as biohazards like throw up, blood, urine, etc), and other daily cleaning duties
    b. Clean entrance doors daily and internal classroom glass partitions weekly
    c. Clean and sanitize drinking fountains daily
    d. Empty all waste receptacles daily
    e. Replace waste receptacle liners as needed
    f. Disinfect light switches, light switch plate covers and door handles weekly
    g. Dust horizontal surfaces in offices weekly (including shelves and file tops)
    h. Spot clean horizontal surfaces weekly
    i Disinfect all phone receivers and dust phone base weekly
    j. High dusting of air vents, tops of doors, door frames, ceiling corners monthly
    k. Low dusting of front sides of desks, legs of chairs, tables and chair bases monthly
    l. Vacuum fabric and wipe down other surfaces to remove dust and lint monthly
    m. Polish drinking fountains monthly
    n. Clean and disinfect health office daily
    o. Clean stair railing weekly

    Floor Care During School Year:
    a. Vacuum, sweep or dust mop all hard surface floors daily
    b. Vacuum all carpeted traffic areas and walk-off mats daily
    c. Remove spots and small spills from carpet and walk-off mats as needed
    d. Thoroughly mop or auto scrub VCT floors, VCP floors (including gym floor), and tile floors daily
    e. Remove shoe marks from gym floor daily
    f. Vacuum carpet edges and corners along walls and partitions monthly
    g. Dust all baseboards monthly

    Restrooms During School Year:
    a. Clean and disinfect all dispensers, fixtures and mirrors daily
    b. Empty trash receptacles daily
    c. Empty and disinfect sanitary napkin receptacles daily

    d. Spot clean partitions and tile walls daily
    e. Restock hand soap and paper products daily (must be on top of ordering such items and making sure MMA has it stocked)
    f. Disinfect partition handles, door handles and light switches daily
    g. Clean and sanitize outsides of dispensers and trash receptacles daily
    h. Polish all dispensers, fixtures and mirrors daily
    i. Sweep and thoroughly mop floor with germicidal solution daily
    j. High dust tops of partitions, air vents, mirror frames and tops of doors monthly
    k. Clean and disinfect restroom partitions and walls around toilets and urinals weekly
    l. Clean and disinfect countertops, wash basins, toilets, toilet seats and urinals daily

    Winter Break Cleaning:
    a. Full Strip and wax of all tile
    b. Thorough cleaning of gym floor
    c. All internal windows cleaned
    d. All horizontal surfaces cleaned

    Deep Summer Cleaning:
    a. Steam extraction carpet cleaning for all carpeted and walk-off mat areas
    b. Tile cleaning all restrooms and kitchen areas
    c. Full strip and cleaning of VCT floors
    d. Multiple coats of wax on all VCT and tile surfaces
    e. Thorough cleaning of gym floor
    f. All interior and exterior windows cleaned
    g. Clean all walls, horizontal surfaces, vents, and storage areas

    1. Pricing. Each offeror must provide the following:

    a. The total anticipated annual price the offeror would charge the School to provide the services set forth in Subsection (A)(3) immediately above. Offerors may itemize out the anticipated annual price as they deem appropriate. For purposes of the pricing proposal, offerors should use the following square footages for flooring: 28,067 sq. ft of carpet; 1,290 sq. ft. of walk-off mat; 2,789 sq. ft. of tile; 2,361 sq. ft. of VCT; and 4,763 sq. ft. of VCP. (After the RFP process is over and a winning offeror is selected, the winning offeror should determine actual square footage of flooring and use those figures in final contract pricing negotiations.)
    b. The prices the offeror would charge for individual paper and supply products, such as 2-ply toilet paper, roll towels, multifold towels, liquid hand soap, 24x33 16 gal. liners and 40x48 45 gal. liners. The prices of these supplies and products should not be included in the total anticipated annual price the offeror would charge in Subsection (A)(4)(a) above. AAA reserves the right to purchase such products from the winning offeror and/or from another vendor and is seeking such prices from offerors for information purposes only.

    B. Selection and Scoring. Selection of a janitorial services provider will be based on offerors’ responses to these proposal specifications in relation to the Evaluation Criteria

    set forth in Section VI. The successful proposal will address each of the required specifications and clearly demonstrate how the offeror will meet or exceed AAA’s needs. The Evaluation Criteria set forth in Section VI contains a numerical score for each of the proposal specifications and proposals will be ranked based on their score. The Evaluation Criteria Unrelated to Cost will be subjectively scored by AAA’s Evaluation Committee based on offerors’ responses to the specifications contained in Section V(A)(1)-(3). The Evaluation Criteria Related to Cost will not be scored by AAA’s Evaluation Committee but will be scored independently by AAA’s Cost Evaluator using the following formula: Total Cost Points Possible x [2 – (Proposal Price Being Evaluated
    / Lowest Proposed Price)]. The offeror with the lowest proposed price (which proposed price is provided by offerors in response to the specification in Section V(A)(4)(a)) meeting the requirements of the RFP will receive 100% of the cost points (30) and all other offerors will receive a portion of the cost points based on the formula above.

    SECTION VI – EVALUATION CRITERIA

    Note: Proposals that are not compliant with Section V may not be considered. The Evaluation Criteria is set forth below:
    Evaluation Criteria Unrelated to Cost

    A. Offeror’s Experience, Qualifications, and Track Record (30 points possible). This criterion is based on the information provided in response to the specifications contained in Section V(A)(1).

    B. Quality of Offeror’s Service Based on References (15 points possible). This criterion is based on the information provided in response to the specifications contained in Section V(A)(2).

    C. Offeror’s Expertise and Ability to Satisfy Scope of Work, Specifications, and Requirements (25 points possible). This criterion is based on the information provided in response to the specifications contained in Section V(A)(3).

    Evaluation Criteria Related to Cost*

    D. Offeror’s Pricing Proposal (30 points): This criterion is based on the pricing proposal provided in response to the specifications in Section V(A)(4)(a).

    Total points possible based on Evaluation Criteria: 100 points

    • NOTE: Cost will be scored independently from the substantive evaluation factors.