Request for Proposal – Janitorial Services · Custodial Services Request for Proposal Confidential Warren Co RIII School District is currently in the process of accepting proposals

Request for Proposal Custodial Services

2018

CONFIDENTIAL

Warren Co RIII School District 385 West Veterans Memorial Parkway Warrenton, MO 63383

Custodial Services Request for Proposal

Confidential

Warren Co RIII School District is currently in the process of accepting proposals for the cleaning services for the Black Hawk Middle School. Your quote should be based on the information contained in this Request For Proposal (RFP) and on no other source unless issued in writing in advance by Warren Co RIII School District. Further, Warren Co RIII School District reserves the right to change the specifications listed in this package at any time during the bid process or during the term of the contract. RFP Tours and Questions While preparing your proposal, should you wish a tour of Black Hawk Middle School, please call: JOHN CHANDLER (636)359-6949 All questions regarding the Request for Proposal should be directed via e-mail to the attention of: AARON JONES [email protected] Submission Procedures All bids must be sealed and mailed to or dropped off at the Warren Co RIII School District office located at address listed below. All RFP responses are due by the 2:00pm on August 31, 2018 Any bids received after this time or which use an alternate bid or a format different from the format included in this package will not be considered. Include all pertinent information in your proposal. Submit One (1) copy of your RFP request as follows: Electronically by e-mail to AARON JONES at [email protected] Submit One (1) copy of your RFP by hard copy, to: Warren Co RIII School District Attn: AARON JONES 385 WEST VETERANS MEMORIAL PARKWAY WARRENTON, MO 63383 If you have any questions, please send an e-mail to the address listed above. Sincerely, AARON JONES, ASSISTANT SUPERINTENDENT


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TABLE OF CONTENTS

1. COMPANY AND PROJECT OVERVIEW ....................................................................................................... 1

2. BID FORMAT ...................................................................................................................................................... 2

3. CONTRACTOR INFORMATION FORM ......................................................................................................... 3

4. CONTRACTOR QUESTIONS .......................................................................................................................... 5

5. BID PREPARATION WORKSHEETS ............................................................................................................. 8

6. CONDITIONS AND EXCLUSIONS FOR CONTRACTOR’S BID ............................................................. 11

7. CLEANING SPECIFICATIONS ...................................................................................................................... 17

Appendix A 18 Appendix B 19 Appendix C 20


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1. COMPANY AND PROJECT OVERVIEW

Warren Co RIII School District Overview

The Warren Co RIII School District is located in the east central portion of Missouri, approximately 50

miles west of St. Louis, MO. The District is located in Warren and Lincoln counties. The District’s

headquarters are located in the City of Warrenton. The District encompasses approximately 228

square miles. Access to the District is provided by Interstate 70.

The District has a total of 515 employees (full and part time). The approximate current enrollment at

Black Hawk Middle School is 720 students.

Project Overview

See Appendix A, B, and C


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2. BID FORMAT

All bids submitted must be typed and bound. In addition, the bid must contain the following required

sections:

1. Executive Summary

2. Contractor Information Form

3. Contractor Questions

4. Bid Preparation Worksheets

5. Supplemental Information


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3. CONTRACTOR INFORMATION FORM

Name:

Street:

City:

State:

Zip Code:

Telephone Number:

Person Submitting Quotation:

DO YOU OPERATE AS: AN INDIVIDUAL CORPORATION PARTNERSHIP LLC OTHER ?

A. If an Individual, please list owner name and years of experience in the contract cleaning industry.

B. If a Corporation, in what year and in what state(s) were you incorporated?

C. If a Partnership, list names of all partners and years of experience in the contract cleaning industry.

D. If an LLC, in what year and state was the company formed? List all owners and years of experience in the contract cleaning industry.

E. If Other, please describe and provide in what year and state was the organization was formed? List all owners and years of experience in the contract cleaning industry.

List principal officers (names, titles) of your organization


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List all persons authorized to execute contracts on the company’s behalf.

Number of employees in local market area where service is to be performed:

Number of total employees in company:

Annual sales of supplier’s total company operations for three previous calendar year in dollars:

Annual CUSTODIAL sales of supplier’s operations for three previous calendar year in dollars:

Our company has toured the site(s) completely: Yes No

Signature of Corporate Officer:

Name of Corporate Officer: Title:


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4. CONTRACTOR QUESTIONS

Warren Co RIII School District requires a first-class, quality cleaning program. Only this type of cleaning will be considered. Price will not be the sole factor in awarding the contract. All the qualifications, specifications, and job requirements must be followed and completed fully. Emphasis in the final decision will be weighed upon these items as well as the pricing when determining who the successful services company will be for this contract. If you are unable to quote on this bid package or meet all the specified criteria, please submit a letter stating that you have elected to decline to bid and advise if you want to be included on the bid list in future years. If the requested information is provided in the Supplemental Information section of the proposal, please indicate sections and/or pages where the information is located.

A. Corporate

1. State your firm’s qualifications and history to validate your professional qualifications for this

opportunity should your firm be selected.

2. Describe your company’s overall organizational structure. Provide this in an organizational chart.

3. Does your firm hold the ISSA CIMS or CIMS-GB Certification? With Honors? What other industry

certifications, designations and/or awards do your company or company individuals have?

4. Give a detailed breakdown of all your insurance coverage and amounts, providing a sample certificate

of insurance showing coverage. Example: Worker’s Compensation, General Liability, and Umbrella

Costs. This coverage should meet all requirements in Section 6.I.12 of the Request for Proposal.

5. Provide a summary of IRS Form 940 and IRS Form 941 as validation for employees to perform the

scope of work and no subcontracting.

B. Operational Organization

1. Please identify the proposed key management team that will support Warren Co RIII School District

service needs. Include name, position, experience, key responsibilities for each person.

2. Provide an organization chart listing all positions for this project.

3. Warren Co RIII School District will participate in selection process of Account Manager/Supervisor

and will be allowed to participate in the interviewing and selection of any candidates (minimum of 2

candidates). Please confirm your firm’s agreement to this statement. Account Manager/Supervisor’s

bonus will be based partially on facility manager evaluation and scorecard of their performance.

C. Transition Plan

1. Does your company have a dedicated transition person for new startups? If so include a resume on

the person which will be responsible for starting this account?

2. Does your company have an “Action Plan” for service transition, based on a 30-day time-frame?

3. Include a copy of a completed Action Plan for your most recent major startup?

D. Human Resources

1. We are aware that it is difficult to obtain employees who are dependable, do quality work, and project

an acceptable image. As a result, please describe your firm's hiring procedures, including your firm’s


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minimum requirements for employment of personnel.

2. How does your firm recruit, evaluate and retain your site Account Manager/Supervisors?

3. Describe your company’s background checks, drug testing and the security measures in place to

ensure all employees have passed a ‘Right to Work’ screening? Do you specifically check criminal

offenses and civil litigation? The Contractor's thorough background check must include police checks

from the State of MO and the contracted employee's state of residence, if different. Contractor

must have clean State of MO background checks and pre-employment clean drug screens on every

employee prior to them working at BLACK HAWK MIDDLE SCHOOL. Upon request, these will be

available for review and verification by Warren Co RIII School District. All contractor employees

working at BLACK HAWK MIDDLE SCHOOL require a minimum of a five (5) panel pre-employment

drug screen. Proof of all contractor’s employee’s drug screens working at BLACK HAWK MIDDLE

SCHOOL will be provided to Warren Co RIII School District the same day when requested.

4. Include a copy of your EEO1 Report which should be submitted annually to Department of Labor in

order to confirm your company directly hires your hourly workforce and doesn’t hire subcontracted

workers utilizing Federal 1099 Forms. No subcontracting for Custodial services will be allowed.

All contractor employees working on and at BLACK HAWK MIDDLE SCHOOL shall be direct

employees of Contractor on the contractor’s payroll with contractor paying all workers

compensation insurance and all payroll tax labor burden directly on every employee without any

subcontracting. Must be able to provide a summary of IRS Form 940 and IRS Form 941 as validation

if requested. Non-compliance with requirement numbers 3 and 4 above will result in a $1,000.00

per day fine, per person retroactive to each employee’s hire date and will result in immediate

notification that the account is subject to cancellation to be effective prior to the standard 30 day

notification period.

5. Does your firm utilize an automated payroll system? Explain advantages to your system?

6. Describe your employee incentive programs in place and observed by customer to motivate the crew

to meet standards in the areas of quality, safety and attendance.

7. Describe your management development programs. Also, how is management performance tracked

and bonuses structured?

E. Health and Safety

1. Describe in detail your firm’s safety statistics and successes? Include your Experienced Mod Rate

(EMR) from the NCCI and Total Recordable Rate (TRR) for each of the last three years? Minimum

requirements to be able to bid are an EMR of less than 1.0 and a TRR of 2.5.

2. Confirm that your company can provide a dedicated Safety & Risk Manager that can be on site within

24 hours. This will be a contract requirement with termination if not met.

3. Does your company provide any formal training for your site Account Manager/Supervisors?

4. Describe in detail how your company provides formal safety certification for your site Account

Managers/Supervisors?

5. Provide a copy of your completed safety audits for each of the references submitted with this RFP.


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6. Explain how your firm promotes safety through all levels of your organization? How does your

company validate this is being completed consistently at each of your accounts?

F. Quality Control

1. Describe in detail your method of quality control. Include a description of the metrics you would

propose be used as a measurement of your firm’s performance. How will you report these

measurements?

2. Does your company have a real time, web-based automated inspection system that your clients can

review daily?

3. How does your company track project tasks that are to be completed monthly, quarterly or annually?

How and when is this information reported?

G. Training Programs

1. Describe your firm’s training program for all service employees, both new and existing?

2. Describe your firm’s training program for all site Account Manager/Supervisors?

H. Green Cleaning & Environmental Initiatives

1. Does your firm have a formal green cleaning program? Is it certified?

2. Do your standard supplies and equipment include the Green Seal certification?

3. What programs does your company currently offer to support a sustainable environment?

4. Discuss your involvement with recycling/solid waste management? Is the cost of a recycling

program included in your contract price?

5. List three accounts which your firm currently provides a complete green cleaning program?


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5. BID PREPARATION WORKSHEETS

NIGHT CLEANING SERVICES Service 5 Days per Week (Monday - Friday)

MANAGEMENT POSITION MONTHLY COST

Account Manager (Min. of $48000.00 annually) $

Account Manager Full Family Medical Plan $

POSITION TOTAL

EMPLOYEE4 TOTAL

HOURS PER

DAY/ NIGHT

HOURLY

PAY RATE DAYS

WORKED

MONTHLY

MONTHLY COST

Account Manager / Supervisor $

Lead Staff $

General Cleaners $

Restroom Cleaners $

Utility Cleaners $

Project/Floor Techs $

OTHER COSTS MONTHLY COST

Payroll Taxes $

Insurance $

Health, Welfare, and Pension $

Cleaning Supplies $

Cleaning Equipment $

Cell Phones/Communication Equipment (Account Manager/Supervisor) $

Pre Employment Drug Screening (5 Panel Minimum Requirement) $

Uniforms (Minimum of three uniform shirts per employee) $

Overhead $

Profit $

TOTAL COSTS

Total Monthly Cost $

Total Annual Cost $

Note: The above specified wage rates are minimum amounts only and will be validated throughout the life of the contract.


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DAY PORTERS/MATRONS

POSITION TOTAL

PERSONNEL TOTAL HOURS

PER DAY/ NIGHT

HOURLY PAY

RATE DAYS

WORKED

MONTHLY

TOTAL

MONTHLY

COST

Day Porters/Matrons

OTHER COSTS MONTHLY COST

Payroll Taxes $

Insurance $

Health, Welfare, and Pension $

Cleaning Supplies $

Cleaning Equipment $

Cell Phones/Communication Equipment $

Pre Employment Drug Screening (5 Panel Minimum Requirement) $

Uniforms (Minimum five full uniforms per employee) $

Overhead $

Profit $

TOTAL COSTS

Total Monthly Cost $

Total Annual Cost $



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BID SUMMARY QUOTATION FORM

ACCOUNT MANAGEMENT, NIGHT CLEANING SERVICES, DAY PORTER/MATRON

SERVICES TOTAL COST

First Year Total Cost per Month $

First Year Total Annual Cost $

Second Year Projected Total Cost per Month $

Second Year Projected Total Cost per Year $

Third Year Projected Total Cost per Month $

Third Year Projected Total Cost per Year $

PLEASE LIST YOUR BILLING COST PER MAN HOUR FOR SPECIAL SERVICES

ABOVE AND BEYOND THE CONTRACT SPECIFICATIONS: COST PER HOUR

General Cleaning $

General Cleaning Overtime $

Floor Scrubbing, Stripping, Refinishing $

Floor Scrubbing, Stripping, Refinishing Overtime $

Heavy Construction Cleanup $

Heavy Construction Cleanup Overtime $

Additional Supervision $

Additional Supervision Overtime $

PLEASE LIST YOUR BILLING COST PER SQUARE FOOT FOR SPECIAL SERVICES

ABOVE AND BEYOND THE CONTRACT SPECIFICATIONS: COST PER SQUARE FOOT

Carpet Shampooing $

Carpet Extraction $



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6. CONDITIONS AND EXCLUSIONS FOR CONTRACTOR’S BID

I. REQUEST FOR PROPOSAL GUIDELINES

We stress that our interest is in a Documented Workforce providing Quality Cleaned Facilities. We

are NOT interested in marginal cleaning. Black Hawk Middle School is a first-class facility and must be

maintained accordingly. Any unrealistically low bid will not be considered to ensure quality service.

Included in this bid package is a Quotation Form, which you are to complete and attach with the requested

supporting material.

The following items should be carefully read and acted upon accordingly:

1. This proposal will include an equivalent of 4 (four) full-time day staff.

2. The price submitted with the Contractor bid is to include: Quality cleaning, Monday through Friday,

which shall be bid on a cost-per-month basis with an annual not-to-exceed price.

3. The term of agreement should be from September 17, 2018 to June 30, 2021. Contract extensions

are possible with approval from Warren Co RIII School District. However, the agreement may be

canceled at any time by either party without cause, upon thirty (30) days written notice.

4. Warren Co RIII School District reserves the right to accept or reject any proposal without

explanation.

5. All invoices for cleaning services are to be provided to Warren Co RIII School District by the 1st of

each month for that month of service.

6. All supervisory and cleaning personnel are to be employees of the cleaning Contractor but will be

subject at all times to approval of Warren Co RIII School District. All employees must be paid at

least a minimum of what is specified on the bid forms. Paying more than the minimum specified

wages is acceptable. This is to ensure a professional, experienced cleaning staff with minimal

turnover.

Warren Co RIII School District will police this condition as its sole election and should it find that the cleaning Contractor is not abiding by this provision, Warren Co RIII School District will have the right to void and terminate the contract without notice.

7. All employees of the cleaning Contractor are to be attired at all times, while performing service at 300

KUHL AVE, WARRENTON, MO 63383 , in the following uniforms approved by Warren Co RIII

School District and provided by the cleaning Contractor at the cleaning Contractor's sole cost and

expense:

Male and Female - The nightly employees will be attired in an apron/shirt with a patch

identifying the cleaning Contractor's company.

Uniforms must be submitted for approval by Warren Co RIII School District.


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8. During the term of the agreement and for a period of twelve (12) months after the termination of this

agreement, the Contractor shall make available for the inspection, examination, and audit by Warren

Co RIII School District, the records of all costs and disbursements of providing cleaning services,

and all books, accounts, memoranda, and any and all other documents of the Contractor or any

affiliated organization, indicating or substantiating the cost of any and all expenditures to assure

compliance with this specification. Access shall be granted upon reasonable notice from Warren Co

RIII School District.

9. All cleaning materials and equipment to be used by the Contractor are to be supplied and maintained

by the District at its sole cost and expense. All cleaning materials, equipment, and supplies are

subject, at all times, to the approval of Warren Co RIII School District.

10. Nothing herein contained shall be deemed nor construed by Warren Co RIII School District or

Contractor as creating the relationship of principal or agent or of a partnership or joint venture. It is

understood that the Contractor is an independent Contractor, supplying services to Warren Co RIII

School District.

11. All work performed by the Contractor and its personnel will, at all times, be subject to review and

acceptance by Warren Co RIII School District. Warren Co RIII School District reserves the right

to modify these specifications at any time during the term of this agreement and negotiate added

costs, if any.

12. Performance Reviews with mutually agreed upon and established metrics and improvement plans

will be required four times annually with attendance from Contractor’s senior executive level

management in addition to local management and Warren Co RIII School District designated

personnel.

13. Contractor shall carry and maintain such liability insurance as will protect Contractor and Warren Co

RIII School District from claims under any worker's compensation acts and from any other damages

from bodily, including death, which may be sustained by Contractor's workers, subcontractors, or any

of their servants, agents, or employees and the general public, and from claims for property damage

which may be sustained by any of them as a result of Contractor's negligence. Contractor shall

furnish a certificate included with this proposal acceptable to Warren Co RIII School District that

Contractor has in effect the following minimum level of insurance:

a. Workers' Compensation Insurance plus Occupational Disease Insurance, if separate

Occupational Disease coverage as needed in the State of Service;

b. Comprehensive General Liability Insurance with limits of $1,000,000 each occurrence and

$2,000,000 aggregate for bodily injury, personal injury, and property damage combined;

c. Lost Key Coverage with $100,000 limit per occurrence.

d. Automobile Liability Insurance with limits of $1,000,000 personal injury and property damage

combined;

e. Excess Umbrella Liability Insurance with limits of $2,000,000 each occurrence and

$2,000,000 aggregate;

f. All employees will be bonded in an amount not less than $500,000 per occurrence.

g. Warren Co RIII School District will be listed as an additional insured.


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14. Contractor shall furnish Warren Co RIII School District with proof that his insurer acknowledges and

covers the contractual liability assumed by Contractor in this Contract. A Certificate of Insurance meeting

or exceeding these specified limits shall be included with your proposal in Section 4.A of the Request for

Proposal.

Contractor will indemnify and hold harmless the Client and their agents and employees from and

against all claims, damages, losses, and expenses, including but not limited to attorneys' fees, arising

out of or resulting from any negligent acts committed by and attributable to Contractor employees or

their agents.

The Contractor shall comply with all applicable laws, regulations, and ordinances in its business

conduct at 300 KUHL AVE, WARRENTON, MO 63383 and shall furnish Warren Co RIII School

District with copies of any and all permits and licenses required.

15. The Contractor agrees that all work and materials hereunder shall be used and performed in

compliance with the requirements of the Occupational Safety and Health Act of 1970, as amended,

and related federal, state, and local requirements, that the Contractor is fully responsible for the safety

and health of all persons engaged in said work, and acknowledges that, with the respect to such

persons, Warren Co RIII School District shall not be construed as nor be held liable for any

obligations as an employer within the meaning of the Act. Failure to comply with this provision will

allow Warren Co RIII School District to terminate the agreement immediately without notice.

16. All bids and proposals rendered by the Contractor to Warren Co RIII School District shall be quoted

in firm prices good through 6/30/19.

17. The Contractor will report all defective or broken equipment or fixtures, any unlocked doors, stains

which are not removable, lost items found, or any other unusual events to Warren Co RIII School

District on a daily basis.

18. Contractor shall be responsible for careless workmanship. If a task is not performed so as to produce

the specified, standard result, it shall be re-done at the Contractor's expense. Rework shall be

performed without charge and shall not interfere with nor detract from the performance of regular,

scheduled work.

19. The Contractor may be called upon periodically by Warren Co RIII School District to perform work

not previously specified. Such work will be classified "extras". These extras shall be on a time and

materials basis, with the Contractor providing the rate up front, in writing, to Warren Co RIII School

District. The Contractor will not perform this work unless authorized in writing to do so.

20. Adequate storage space for supplies and equipment will be provided for the Contractor.

21. No work called for in this proposal is to be subcontracted to another company or Contractor without

prior approval.

22. The Contractor must have a minimum of five active, separate accounts meeting the requirements as

stated in Section 4.I of the Contractor Questions section of the Request for Proposal.

II. STAFFING

1. The Contractor shall consider as HIGH PRIORITY the IMAGE of the employees assigned Warren

Co RIII School District. Insistence on cleanliness (personal hygiene and wardrobe) and well-

groomed hair. In addition, a sensitivity to the general appearance of the worker in regard to Warren


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Co RIII School District occupants' reaction to them during their normal shifts.

2. Staffing and labor hours shall be as required to perform the necessary work to maintain a QUALITY

cleaning level. We depend upon the Contractor to know what it takes to do the job.

3. The Contractor will provide a competent, experienced Account Manager/Supervisor. Contractor will

provide proof that a continuous development/education plan has been established and implemented

for the Account Manager/Supervisor in order to stay knowledgeable regarding latest industry trends.

4. In addition to the cleaning services, the Contractor will be responsible for at least the following:

a. Staff must be familiar with the emergency fire and disaster plan developed for the 300 KUHL

AVE, WARRENTON, MO 63383. All Contractor personnel must be aware of emergency

evacuation procedures and must follow them in case of an emergency.

b. Contractor supervisory and management staff shall be available on request by Warren Co

RIII School District.

c. The Contractor management staff shall be available to meet with Warren Co RIII School

District on a monthly basis, in order to review the level of cleaning through a monthly tour

inspection of 300 KUHL AVE, WARRENTON, MO 63383.

d. The Contractor staff shall maintain a cleaning log at the site location(s) that is to be reviewed

and checked daily, with written responses to each item by the on-site manager.

III. IN ADDITION TO THE ON-SITE STAFF PROVIDED BY THE CONTRACTOR, THE FOLLOWING WILL ALSO BE REQUIRED:

1. The Contractor’s Operations Management must visit 300 KUHL AVE, WARRENTON, MO 63383 a

minimum of once a month to:

a. Walk 300 KUHL AVE, WARRENTON, MO 63383.

b. Visit with Warren Co RIII School District Representative.

c. The contractor will meet quarterly to review established metrics and plans to continuously

improve the level and delivery of services (one of the Contractor’s executive team members

should be in attendance for these quarterly meetings.) Metrics include, but are not limited

to: turnover, complaints, requests, inspection quality scores, safety audit scores, accidents,

waste stream reduction, innovative solutions, supply costs controls and improvement.

IV. SCHEDULING

1. Cleaning services will be performed Monday through Friday starting at 4:00 p.m. and ending at

approximately 9:00 p.m. (depending on activities) fifty-two (52) weeks per year, with the exception of

the six holidays listed below:

New Year's Day Memorial Day Independence Day Labor Day Thanksgiving Day Day after Thanksgiving Day Christmas Eve Christmas Day Week between Christmas/New Year’s

V. SECURITY PROCEDURES FOR CONTRACT CLEANING EMPLOYEES

1. Screening - The Contractor's thorough background check must include police checks from the MO

and the contracted employee's state of residence, if different. Contractor must have clean MO


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background checks and pre-employment clean drug screens on every employee prior to them

working at 300 KUHL AVE, WARRENTON, MO 63383. Upon request, these will be available for

review and verification by Warren Co RIII School District.

2. Screening - All contractor employees working at the 300 KUHL AVE, WARRENTON, MO 63383

require a minimum of a 5 panel pre-employment drug screen. Proof of all contractors employees drug

screens working at 300 KUHL AVE, WARRENTON, MO 63383 will be provided to Warren Co RIII

School District the same day when requested.

3. No 1099’ing of contractor employees is permitted. All contractor employees working on and at 300

KUHL AVE, WARRENTON, MO 63383 shall be direct employees of Contractor on the contractor’s

payroll with contractor paying all workers compensation insurance and all payroll tax labor burdens

directly on every employee without any subcontracting.

4. Non-compliance with requirement numbers 1, 2 and 3 above will result in a $1,000.00 per day fine,

per person retroactive to hire date and will result in immediate notification that the account is subject

to cancellation to be effective prior to the standard 30 day notification period.

5. Working Hours - Contracted cleaning employees may arrive for work no earlier than 15 minutes

before starting time and must leave within 15 minutes of signing out.

6. Uniforms - At all times, designated uniforms must be worn prior to entering 300 KUHL AVE,

WARRENTON, MO 63383. Failure to do so will result in denied entrance to Contractor employees.

7. Identification Badge - Upon arrival at 300 KUHL AVE, WARRENTON, MO 63383, each cleaning

employee will have attached to their uniforms a photo ID badge issued by the Contractor.

8. Temporary Badges - Contracted cleaning personnel must have a badge or they will not be allowed

on 300 KUHL AVE, WARRENTON, MO 63383 premises unless a Contractor supervisor authorizes

a temporary badge. Temporary badges may not be used in excess of three (3) days.

9. Sign-In Forms - Upon arrival, each contracted cleaning person must sign-in on the designated

Contractor's work form. The form must be filled out completely including the sign-out time at the end

of the work period.

10. Enter and Exit - The contracted cleaning employee entrances will be through the main front doors.

All exits will be through the same entrance.

11. Waiting Area - Contracted cleaning employees arriving early for work must wait at their designated

break area. Lunches or breaks are also to be taken at the designated break area. Breaks taken

individually elsewhere in 300 KUHL AVE, WARRENTON, MO 63383 will not be tolerated.

12. Baggage - Carry-in baggage must be contained to a minimum (i.e., purses, shoulder bags, lunch

bags, etc.) and will be checked upon request.

13. Smoking - Smoking will not be allowed on Warren Co RIII School District property.

14. Keys - All keys will be issued to the cleaners by the supervisory staff. All keys must be returned and

locked in the key cabinet at the end of the shift.

15. Terminated Housekeepers – Warren Co RIII School District will be notified of all terminated

contracted housekeepers that are dismissed from Supplier’s company within 24 hours.

16. Gratuities - Contracted employees should not accept any items from the 300 KUHL AVE,


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WARRENTON, MO 63383 occupants.

17. Item Removals - Contracted employees are not allowed to remove any items from 300 KUHL AVE,

WARRENTON, MO 63383. This includes food, trashed items, etc.

18. Theft - Theft will not be tolerated by Warren Co RIII School District. Any contracted cleaning

employee caught stealing will be subject to police prosecution. Any contracted employee suspected

of theft may be subjected to an interview with Warren Co RIII School District Security Supervisor.

19. Keys – If keys are lost, there be a cost to the contractor. For the lead, the cost would be $10,000 as

it would be a grand master key with access to other buildings. If it is a selected area key, the recoding

would be $3,000.

20. Conduct - Contracted cleaning employees should be aware that they are a highly visible work force

and should conduct themselves with dignity and good taste, both on premises and when in 300 KUHL

AVE, WARRENTON, MO 63383 parking facilities.


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7. CLEANING SPECIFICATIONS Black Hawk Middle School, 300 Kuhl Ave., Warrenton, MO 63383 Approximately 116,000 square feet EXTERIOR PUBLIC AREA SERVICES

The day personnel will perform the daily cleaning and policing of the outside of the building entrances, including sidewalks and walkways. Also included will be all building stairwells. Three times daily the day personnel will sweep and pick up paper and rubbish from sidewalk areas. Day personnel will hose the sidewalk areas daily, weather permitting. The day personnel will remove graffiti and chewing gum from all public areas. See Appendix A, B, & C for detail descriptions RECYCLING PROGRAM

The day personnel will be responsible for handling of all recyclable paper and transferring this material to storage bins in the dock area.


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Appendix A When an employee is scheduled for an activity, it is YOUR RESPONSIBILITY to clean the area that is being used ENTIRELY: Example 1) All bathrooms cleaned in designated area (s) a. Paper towel, T.P. and soap dispensers filled. b. Floors, toilets, urinals and sinks disinfected. c. Feminine napkin holders emptied along with new liners installed. d. Trash emptied and new liners installed. 2) Trash taken out and new liners installed 3) Tables wiped and chairs arranged properly. 4) Bleachers swept before pushing in a. Mopped if needed 5) Concession stand cleaned a. Trash cans emptied 6) Wet mop and dry mop halls, vacuum rugs 7) Clean entry windows 8) Turn off all lights and lock all doors. a. Don’t forget the press box if used along with all exterior doors in sports area. During the activity the scheduled worker must be spot checking areas being used, paying close attention to any spills or trash cans needing emptied. Address those immediately. Under no circumstance will an employee be sitting during working hours or be on any electronic devices unless it is an emergency. If clarification is needed on this subject or any job expectations, please speak with authorized school administrator.


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Appendix B (Sample Activity Calendar) October 3rd, 2017 (Tuesday) MS Volleyball Games Location – FH, Time – 5:00 p.m. – 9:00 p.m., set up, unlock & clean October 3rd, 10th, 17th, & 24th, 2017 (Tuesday) Jr. Warrior Football Location – MS football field, Time – 6:00 p.m. – 8:00 p.m., turn lights on & off October 4th & 18th, 2017 (Wednesday) Early Dismissal Days for students October 5th, 2017 (Thursday) MS Volleyball Games Location – FH, Time – 5:00 p.m. October 5th, 12th, 19th, & 26th, 2017 (Thursday) Jr. Warrior Football Location – MS football field, Time – 6:00 p.m. – 8:00 p.m., turn lights on & off October 7th, 2017 (Saturday) MS Volleyball Tournament Location – FH, Time – 8:00 a.m. – 3:00 p.m., set up & unlock SW – 7:00 a.m. – 1:00 (approx. 5:00 p.m.) William Reese Merlyn Schweitzer 1:00 p.m – close (approx. 5:00 p.m.) William Reese Darlene Hellebusch 2:00 p.m. – close (approx. 5:00 p.m.) William Reese Jeanne Cozart October 14th, 2017 (Saturday) CEF 5 K Run Location – FH, Time – 8:00 a.m. – 11:00 a.m. SW – 7:30 a.m. – close (approx. 12:00 p.m.) William Reese October 18th, 2017 (Wednesday) HS Volleyball Awards Night Location – MS, Time – 5:00 p.m. – 8:30 p.m. October 19th, 20th and 23rd, 2017 (Thurs., Fri. & Mon.) No School for students October 29th, 2017 (Sunday) Jr. Warrior Basketball Location – FH, Time – 8:00 a.m. – 8:00 p.m., turn on scoreboard SW – 10:00 a.m. – close (approx. 10:00 p.m.) William Reese October 29th, 2017 (Sunday) Erin O’Neal Softball Location – FH, Time – 3:00 p.m. – 5:00 p.m., every Sunday No Custodian needed


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Appendix C – Sample Job Description

WARREN COUNTY RIII SCHOOL DISTRICT

Position Title: Custodian

Reports to: Lead custodian / Facility Director

Lunch: ½ hour

Start/End Time: 4:00 p.m.

FLSA Status: NonExempt

Terms of Employment: 12 month position

Evaluation: Performance of this job will be evaluated in

accordance with provisions of the Board's policy on Evaluation of Support Personnel.

1 POSITION SUMMARY:

Responsible for creating a clean and safe environment in district buildings.

2 ESSENTIAL JOB FUNCTIONS:

Include the following. Other duties may be assigned.

1. Classroom:

a. Dry mop, wet mop nightly, buff once a week, empty all trash cans (install trash can

liners in all trash cans), pencil sharpeners, clean chalkboards, and trays, wipe desks,

dust sills, clean furniture, clean windows, arrange desk in an orderly fashion, wipe heat

registers..

2. Hallways:

a. Clean and disinfect water coolers

b. Dry mop, wet mop, buff nightly

c. Empty trash cans, clean windows, dust locker tops, heat registers

d. Vacuum rugs, spot treat any stains immediately

3. Bathrooms:

a. Clean and disinfect the floors, sinks, walls, petitions, and toilets (paying close attention

to the whole urinal and stool). Empty trash cans and install new liners, empty personal

napkin holders and install new liners. Fill all paper products, soap dispensers, clean

mirrors.

4. Office Area:

a. Floors should be dry mopped, wet mopped nightly, buffed on a regular basis,

or vacuumed, trash emptied, furniture dusted and windows cleaned


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5. Gym Area:

a. Dry mop, wet mop floor nightly, buff on a regular basis, sweep bleachers, wet mop

when needed, clean and disinfect the locker rooms, and bathroom facilities, dump

trash, clean mirrors, keep paper product full.

6. Keep the equipment clean and in good working order (empty vacuum bags and change pads

when needed).

7. Keep your area stocked and organized, make sure all chemicals are properly labeled.

8. Coordinates and participates in the setting up and breaking down of special events.

9. Removes snow and ice from sidewalks. During winter months

10. Responds to nonroutine situations regarding clean up, supplies, etc.

11. Secure the building, windows, and doors. All main doors should be locked by 4:30 p.m.

a. unless an activity is scheduled.

b. Respond to setups, breakdowns of special events.

3 EDUCATION AND EXPERIENCE:

An equivalent combination of education, training, and experience will be considered.

1. Requires 0 to 2 years of job-related prior experience

2. High school or equivalent preferred.

4 KNOWLEDGE, SKILLS AND ABILITIES:

May be representative but not all inclusive of those commonly associated with this position.

1. Ability to understand dilution ratios and apply to mixing, cleaning solutions.

2. Ability to maintain positive interpersonal relationships.

3. Ability to apply common sense to solve some occasional problems.

4. Ability to comprehend memos, letters, and correspondence and share information in one-on-

one situations.

5. Ability to make him or herself available for weekend work

5 EQUIPMENT USED TO PERFORM THE JOB:

May be representative but not all inclusive of those commonly associated with this position.

1. Floor buffer, floor scrubber, riding floor machines, and other custodial equipment

6 WORK ENVIRONMENT:

Environmental and atmospheric conditions commonly associated with the performance of the functions of

this job.

1. Requires a concentrated level of attention in an environment.

2. Frequently exposed to fumes or airborne particles, outdoor weather conditions, toxic or

causative chemicals, biohazardous material, wet, humid conditions and moving mechanical

parts.

3. Occasionally required to work in high, dangerous places

4. Exposed to moderate noise levels.

5. Required to wear eye protection.


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7 PHYSICAL ABILITIES:

Commonly associated with the performance of the functions of this job.

1. Requires talking, hearing, grasping, pushing, standing, walking, reaching, driving, with hands

/ arms, stooping, kneeling, crouching, crawling, climbing, or balancing.

2. Regularly required to lift objects weighing up to 35 pounds.

3. Occasionally required to lift objects weighing up to 100 pounds.

4. Requires clarity of vision to inspect work for cleanliness, check light bulbs, set up for

special events.

8 The information contained in job description is for compliance with the Americans with

Disabilities Act (ADA) and is not an exhaustive list of the duties performed for this position.

Additional duties are performed by the individuals currently holding this position and

additional duties may be assigned.

This job description in no way states or implies that these are the only duties to be performed by the

employee occupying this position. Employees may be required to follow other job-related

instructions and to perform other job related duties as requested, subject to all applicable state and

federal laws.

PM Custodian

Revised: 2/22/16

Adopted: 6/2/16

Request for Proposal – Janitorial Services · Custodial Services Request for Proposal Confidential Warren Co RIII School District is currently in the process of accepting proposals

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