REQUEST FOR PROPOSALS FOR FACILITIES MANAGMENT ...

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− K-8 ………………………………………………………… ................. ……2 − Middle .................................................................................................... 2 − High School ........................................................................................... 3 − Centers .................................................................................................. 2 − Administration .................................................................................... …4 − Closed Facilities……………………………………………………………..13 Students/Staff − 2011/2012 Projected Enrollment .................................................... 8,000 − Staff Members ................................................................................... 950 1.3 OBJECTIVE OF RFP The objective of this Request for Proposal (RFP) is to offer experienced professional facilities management companies the opportunity to present a thoroughly detailed Proposal of their expertise and qualifications to The School District of the City of Saginaw. The subsequent Proposal will detail the Contractor’s experience and expertise in assisting districts of similar size and scope as The School District of the City of Saginaw with their facilities management services outsourcing process. This Proposal specifically requests that Proposers present their qualifications and experience in facilities management services. Refer to Proposal Format Section 1.9 The School District of the City of Saginaw will select the Proposal that it deems most qualified to serve the best interests of the District. The Contract will be awarded, if at all, to the lowest responsible Contractor who provides the best value, while meeting specifications as determined by the Board of Education. Proposals should be submitted on the premise that The School District of the City of Saginaw intends to Contract as a single unit, and that the Proposal must be acceptable to the Board. Acceptance of a Proposal by the School District does not constitute a Contract. The final Contract document will be subject to negotiation and the Board will approve execution of a Contract. While the financial responsibility of the Contractor is a significant concern, the Board is equally concerned with the proven ability of the Contractor to satisfactorily perform the Contract so that the services will be provided in accordance with the proposed Contract. Refer to proposed Contract; Appendix H. The School District of the City of Saginaw expects the Contractor to continuously use its expertise in order to streamline operations and costs while maintaining service levels and complying with Board policy and safety guidelines. Periodically, The School District of the City of Saginaw will request the Contractor to identify and implement operational efficiencies that will lead to cost reductions in facilities management services as cost reductions are pursued in other School District services. Savings will accrue to The School District of the City of Saginaw in accordance with a decrease in facilities management staffing. All Proposers are required at a minimum to submit a base bid. The RFP will be based on the premise that The School District of the City of Saginaw will loan all equipment as listed in Appendix E & G to the Contractor and the School District will hold title to all such equipment. The Contractor will have access to this equipment for such things as cleaning, grass cutting, trimming and snow removal. This equipment will be maintained by the Contractor. The Contractor should include all repairs necessary to keep the listed equipment in an “As Is Condition” subject to normal wear and tear. The Proposal should include an allowance of $35,000 to purchase new equipment in each year of the Contract. The School District of the City of Saginaw shall hold title to all such equipment and the Contractor shall be required to provide repairs as necessary to the new equipment. Requests for all new equipment shall be submitted for approval to The School District of the City of Saginaw Operations Manager or his/her designee. In the event the allowance is not spent, the remaining funds will be returned to the School District. The Contractor shall be liable for any misuse or injury caused by the operation of the equipment. If the Contractor
wishes to purchase equipment in excess of the allowance, the Contractor may do so at their own expense. The Contractor will maintain ownership of the additionally purchased equipment. For purposes of this Proposal, equipment shall mean items that have a life expectancy of more than one year, have a model and serial number and would normally be a depreciable item. For example, vacuum cleaners, floor scrubbers, mowers etc. The Contractor will be given access to The School District of the City of Saginaw’s small hand tools. Small hand tools are such things like pliers, drills, hammers, etc. The Contractor will be required to replace any such hand tools due to loss or theft by Contractor employees or by misuse. The successful Contractor will be allowed to use The School District of the City of Saginaw’s existing inventory of consumable supplies, which will be at no initial cost. Once consumable supplies have been exhausted, it shall be the Contractor’s responsibility to purchase all supplies required to maintain cleanliness standards. These will be included in the base bid. For a portion of the consumable (Core) supplies, the Contractor will be required to use products only listed as referenced in Appendix F. For these supplies, the Contractor may choose to use the School District’s existing supplier or utilize their own. If the Contractor requests any product deviation from core supplies listed in Appendix F, the Contractor must submit to the Operations Manager that the supply meets or exceeds current District specifications. The Operations Manager must approve any changes to the supply list in writing and prior to any such changes. Appendix F also contains a list of consumable supplies the Contractor is responsible for purchasing. For these items, the contractor may choose other brands. This list is simply being provided to show each school’s quantity of use. For both types, the Contractor must keep track of all supplies consumed by each Facility and have an order process system that will provide The School District of the City of Saginaw a monthly report on each Facility’s consumption. The report must detail quantity, product name, and cost. The Contractor will be required to keep an adequate inventory of supplies at each building. For 2011/12 and subsequent years, the base bid pricing for Facilities Management Services shall include 246 days of normal service during the school year. During this time, the Contractor will be required to staff the Facilities so as to allow for proper cleaning, and to have the staff accommodate after school activities, do setups and teardowns, snow removal around the buildings and sidewalks, grounds work in courtyards, flower beds, and alongside the Facility, furniture moves, maintenance, salting of walks, along with dealing with teacher requests. At a minimum the Contractor will staff during the hours listed at each Facility, and all Secondary Facilities will remain open until at least 11 p.m. on the weekdays with elementary buildings open until 9 p.m. The Facilities will be closed on the following holidays, and the Contractor will not be paid for these days: New Years Day Martin Luther King Jr. Day Good Friday Monday after Easter Memorial Day Independence Day Friday before Labor Day Labor Day Thanksgiving Friday after Thanksgiving Christmas Eve Day Christmas Day New Years Eve Day or as negotiated annually. The Contractor should be aware there are many activities that occur after school, on weekends and during the summer months. The hours and dates listed are an example of after school activities, weekend activities and summer school, and are referenced in Appendix B. While the data listed is from the 2010-11 school year, the Contractor shall assume similar use would occur over the life of the project. The Contractors shall include in the base bid all work necessary to provide time for setup, clean-up, and tear down for such activities. During the summer school activities, the Contractor
Page 1 and 2: REQUEST FOR PROPOSALS FOR FACILITIE
Page 3 and 4: 2.15 CHANGE OF LAW 2.16 SEVERABILIT
Page 5 and 6: FACILITIES MANAGEMENT SERVICES 1 OV
Page 7: Proposer no later than one (1) week
Page 11 and 12: clerical support necessary to clean
Page 13 and 14: Contractor will also show how it wi
Page 15 and 16: 2 GENERAL PROVISIONS 2.1 CONTRACT D
Page 17 and 18: 2.4 CONTRACTORS GENERAL CONDITIONS
Page 19 and 20: the Contract by Contractor; (iii) a
Page 21 and 22: warrants to the District that it wi
Page 23 and 24: 2.8.8 Termination of Contract: All
Page 25 and 26: 2.10.13 Non-answering of Cell Phone
Page 27 and 28: 2.17 TERMINATION In the event the C
Page 29 and 30: The Contractor may choose to schedu
Page 31 and 32: 3.1 MANAGEMENT The Contractor will
Page 33 and 34: Slips/Trips/Falls Spray Buffing Str
Page 35 and 36: shall be reported immediately. A wr
Page 37 and 38: systems shall not interfere with th
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Page 41 and 42: performed. The schedule shall inclu
Page 43 and 44: 4.4 POSITION SPECIFICS 4.4.1 Direct
Page 45 and 46: Personnel responsible for the opera
Page 47 and 48: quantity at the site for up to 30 d
Page 49 and 50: (2) 30 day verification inspection
Page 51 and 52: the attention of the Director of Fa
Page 53 and 54: 4.17 REQUIRED REPORTS and SUBMITTAL
Page 55 and 56: 4.20.1 Utilities: Utilities for Dis
Page 57 and 58: 5.1.6 Garden Care: Cultivate weeds
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fees. The use of the facilities’
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Elementary (Including K-8) Before t
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CLEANING GUIDE CARETERIA PROCEDURE
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CLEANING GUIDE GYMNASIUM PROCEDURE
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CLEANING GUIDE STUDENT LABS(SCIENCE
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CLEANING GUIDE LOCKERROOMS PROCEDUR
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CLEANING GUIDE SWIMMING POOLS PROCE
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APPENDIX D Gross Square Footage Dat
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Building Equip. Description Serial
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12. Mint 64 Disinfectant Cleaner 13
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APPENDIX F District Approved Custod
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terms agreed to by the Parties duri
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laws, rules, regulations, policies
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property in violation of any applic
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APPENDIX I Facility Management Fede
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APPENDIX J S.P.S.D. MAP
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REQUEST FOR PROPOSALS FOR FACILITIES MANAGMENT ...

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