CONTINUATION SHEETPage 1

Request for Proposal No. 16-05-043

Janitorial Services – Multiple DCSD Castle RockSchoolSites

Strategic Sourcing & Contract Management

REQUEST FOR PROPOSAL

FOR

JANITORIAL/BUILDING SERVICES AT

MULTIPLE DCSD CASTLE ROCKMIDDLE AND HIGH SCHOOL SITES

Request for Proposal No. 16-05-043

Date of Issue: May18, 2016

Proposal Closing Date: June13, 2016, at 2pm MST

Proposal to be returned PRIOR TO date and time above.

RETURN TO:

Rocky Mountain e-Purchasing System via web page:

For:

Douglas County DISTRICT Re-1

Strategic Sourcing & Contract Management

701 Prairie Hawk Drive

Castle Rock, CO 80109

THIS IS NOT A COMPETITIVE BID. The request for proposal process allows the Douglas County DISTRICT Re-1 (hereinafter referred to as the “DISTRICT”) to select the vendor that best meets the needs of the DISTRICT, taking into consideration vendor qualifications, price, products, and service capabilities.

OFFEROR’S CERTIFICATION

We offer to furnish to the DISTRICTthe products, services, and equipment requested in accordance with the specifications described herein:

OFFEROR:______

Address:______

City:______State___ Zip Code______

Telephone No. ______

Name:______

Title:______

Signature: ______

701 Prairie Hawk Drive, Castle Rock, CO 80109 Phone: 720-433-0060 Fax: 720-433-0061

REQUEST FOR PROPOSAL

RFP NO. 16-05-043

The DISTRICT is requesting sealed proposals from qualified firms for Janitorial/Building services at the following schools;Castle Rock Middle School, Mesa Middle School, Castle View High School, and Douglas County High School (North & South), (Locations and square footages are included in Exhibit B).

Proposals are to be addressed and delivered to Strategic Sourcing and Contract Management of the DISTRICT, in accordance with the Instructions to Proposers and all other requirements as referenced in this document. Proposals will be received untilJune13th, 2016, at 2:00 p.m., at which time the names of those firms or individuals submitting proposals will be made available through the Rocky Mountain E-Purchasing website. No other public disclosure will be made until after award of contract.

The DISTRICT will use the following tentative schedule for the selection process:

  • Posting of RFP May18, 2016
  • Written Questions DueJune3, 2016
  • Proposal submission deadline June13, 2016, 2:00p.m., Monday
  • Notice of award to successful OfferorJune24, 2016, Friday
  • Tentative Start Date of Services July1,2016, Friday

DOUGLASCOUNTYDISTRICT RE-1

Teresa Rausch

Director, Strategic Sourcing & Contract Management

TABLE OF CONTENTS

District Profile………….……………………………………………………Page 4

Instructions to Offerors………………………………………………………Page 4

Specifications/Required Responses/ Scope of Work……………………...…Page 7

Proposal Response Format…………………………………………………...Page 7

Terms and Conditions………………………………………………………..Page 8

Insurance Requirements……………………………………………………..Page 11

Contract…………….………………………………………………………..Page 14

Exhibit A – DISTRICT Furnished Items…………………………………....Page 35

Disinfection Checklist……………………………………………………….Page 36

Exhibit B – List of Locations………………………………………………..Page 37

Exhibit C – Cleaning Expectations...………………………………………..Page 42

Exhibit D – Schedule of Prices: All Assignments…………………………..Page 46

Exhibit E – General Rules and Regulations for Contract Employees…..…...Page 47

Exhibit F – General Conditions Procedures and Material Standards………..Page 49

Exhibit G – Amendment of Assignments and Price Adjustment...………….Page 54

Exhibit H - Verification of Background Check……………………………...Page55

Certification Statement for Illegal Aliens..…………………………………..Page 56

Certification Regarding Debarment and Suspension………………………...Page 57

District Profile: The Douglas County DISTRICT is currently the third largest DISTRICT in the State of Colorado. Douglas County DISTRICT covers a geographical area of approximately 890 square miles. Within these boundaries are 52 elementary schools, 9 middle schools, 9 high schools and 11 charter schools. In addition to the permanent structures, there are multiple modular buildings associated with these sites. Our remaining buildings house administration, alternative programs and support service functions; 68,000 students and 6,500 staff members occupy these buildings year round, in most cases.

INSTRUCTIONS TO OFFERORS

1.Firms responding to this Request for Proposal (“RFP”) must submit their proposals in the overall format as outlined in this solicitation.

2.Each Offeror proposal shall consist of one electronic copy in the format specified within Proposal Format. The proposals are to be submitted no later than June13, 2016 at 2:00 P.M. MST, via:

Rocky Mountain e-Purchasing System via web page:

For:

Douglas County DISTRICT Re-1

Strategic Sourcing & Contract Management

701 Prairie Hawk Drive

Castle Rock, CO 80109

3.Proposals must be submitted online through the bidding site. All attachments must be complete and represent the intentions of the bidding company. Proposals should be submitted well before 2pm as the site does bog down when too many proposals are submitted at the last minute.

4.Proposals must be dated and signed on page one (1) by a duly authorized partner or corporate officer, with that person’s name and title clearly identified and submitted as Appendix A, and returned with proposal. All of the proposal contents and fees must be guaranteed for ninety (90) days from the award date.

5.The content of all proposals must conform to the following:

  • Offerors must respond to requests within the RFP in the order presented.
  • Offerors may provide additional supporting documentation pertinent to clarification of the proposal.

6.The DISTRICT reserves the right to:

  • Reject any and all proposals received as a result of this RFP.
  • Waive or decline to waive any informalities and any irregularities in any proposal or responses received.
  • Adopt all or any part of the Offeror’s proposal.
  • Negotiate changes in the scope of work or services to be provided.
  • Withhold the award of contract.
  • Select the Offeror it deems to be most qualified to fulfill the needs of the DISTRICT. The Offeror with the lowest proposal will not necessarily be the one most qualified, since a number of factors other than price are important in the determination of the most acceptable proposal.

7.The selected Offeror will be required to assume responsibility for all goods and services offered in the proposal, whether or not the Offeror produces them. Further, the selected Offeror shall be the sole point of contact and responsibility with regard to all contractual matters, including payment of any and all charges resulting from the contract. The selected Offeror shall not assign or transfer any interest in the contract without prior written consent of the DISTRICT.

8.The DISTRICT shall not be liable for any costs incurred by the Offeror in the preparation and production of the proposal or for any work performed prior to the execution of a contract.

9.All proposals and other materials submitted shall become the property of the DISTRICT.

10.No reports, information, or data given to or prepared by the selected Offeror shall be made available to any individual or organization by a respondent or the selected Offeror without prior written approval of the DISTRICT.

11.All changes in the RFP documents shall be through written addendum and furnished to all Offerors. Verbal information obtained otherwise will not be considered in awarding of the proposal.

12.The selected Offeror may be required to enter into a written contract with the DISTRICT on the DISTRICT’s approved form. All information contained in this request for proposal and acceptable provisions of the Offeror’s response will be attached to and made part of the executed contract.

13.Offerors who have questions concerning the submission of proposals or the RFP process, must contact in writing:

Mike Bakke

Sr. Buyer, Strategic Sourcing & Contract Management

DouglasCountyDISTRICT Re-1

Telephone:(720) 433-1131

Email:

Such requests for clarification and the DISTRICT's responses will be supplied in writing to all parties that have received copies of the RFP through the Rocky Mountain e-Purchasing site, without identifying the source of the inquiry by June 8, 2016.

Offerors who have questions concerning the specifications or scope of work, or would like to schedule school site visits must contact:

Jorge Marquez

Custodial Foreman, Operations and Maintenance

Telephone:(303) 387-0456

Fax:(303) 387-0455

14.The proposals will be reviewed by a selection committee. The committee may request additional information from Offerors or request personal interviews with one or more Offerors. Final evaluation and selection may be based on, but not limited to, any or all of the following:

  • Information presented in the proposal.
  • Ability of the Offeror to provide quality and timely products and services.
  • Qualifications and experience of the Offeror.
  • Reference checks.
  • Personal interview.
  • Total cost.

15.The DISTRICTis an equal opportunity employer. Businesses owned and operated by minorities or women are encouraged to submit proposals. Offerors to whom a contract is awarded shall not discriminate on the basis of age, race, color, national origin, gender, creed, or disability.

16. All Offerors must sign and have subcontractor sign CERTIFICATION STATEMENT REGARDINGILLEGAL ALIENS.

SPECIFICATIONS/REQUIRED RESPONSES/SCOPE OF WORK

The DISTRICT is seeking bid prices as requested in the enclosed Service Contract; Articles #1-30 andExhibits A-F. Please submit requested information as required and return with your response.

PROPOSAL RESPONSE FORMAT

1.Cover Page, along with page one of this RFP signed by an authorized signatory of the company.

2.Letter of Transmittal

Include in the transmittal letter an unequivocal statement of your firm’s abilityand agreement to provide all services necessary on a timely basis in order toaccomplishthe services identified under the scope of work.

3.Response to “Scope of Work”:

See contract on page 14, do not sign it until an award is granted,it is for your review only and for any requests for change before being signed. Exhibits A through F are the scope of work. Exhibits E and H can be signed and returned with the RFP to show that you accept the rules and regulations, and that you agree with the verification of background check. However, they are not required to be signed until an award of the contract is given and will not be used to determine the award of contract.

4.Key Personnel

Identify the specific individuals who will be assigned to the contract. Include aresume for each individual mentioned.

5.Cost Proposal

The Offeror must submit in the proposal:

  • Fees (Monthly based, unless otherwise stated in Schedule of Prices)
  • Any other charges the Offeror would make and expenses for which reimbursement would be sought, including the method for determining the charge.

6.References

The Offeror should submit a minimum of three (3) references, of which at least (1) must be Educational in nature with an environment if not identical to, then closely similar to, a campus of K12 education.

7. The Certification Statement Regarding Illegal Aliens and the Certificate Regarding Debarment and Suspension is required to be signed and returned with the RFP.

TERMS & CONDITIONSOF RFP

  1. All participating Offerors, by their signature, agree to comply with all of the conditions, requirements, and instructions of this request for proposal (“RFP”)as stated or implied herein. Should the DISTRICT omit anything from this document which is necessary to a clear understanding of the work, or should it appear that various instructions are in conflict, then the Offeror shall secure written instructions from the Director of Strategic Sourcing of the DISTRICT at least 48 hours prior to the proposal submission deadline.
  1. The Offeror warrants that all equipment, materials, and work will conform within applicable drawings, specifications, samples, and/or other descriptions given to theDISTRICT, and that they will be free from defects. Without limitation of any rights that the DISTRICT may have at law or in equity, goods that are not as warranted and/or that are not in conformance with applicable drawings, specifications, samples, and/or other descriptions may be returned by the DISTRICT at the Offeror’s expense within a reasonable time after delivery, for either credit or replacement, as the DISTRICT may direct.
  1. The successful Offeror shall be required to indemnify and hold the DISTRICTand its agents and employees harmless from and against all suits or actions of any kind, including workers’ compensation claims, brought against them for or on account of any damages or injuries received or sustained by any parties, by or from the acts of the successful Offeror or its agents or employees. The successful Offeror shall maintain insurance for workers’ compensation as required by law, and shall additionally maintain general liability insurance with limits not less than $1,000,000.00 for bodily injury and $1,000,000.00 for property damage. Comprehensive automobile liability insurance coverage is also required.
  1. The successful Offeror shall comply with all applicable federal, state, and local laws, regulations, administrative rulings, and codes, and shall secure all necessary licenses and permits in connection with this RFP and any goods or services to be provided hereunder.
  1. By submission of the proposal, the Offeror certifies that the proposal has been arrived at independently and submitted without collusion with any other Offeror, and that the contents of the proposal have not been communicated by the Offeror, or to the Offeror’s best knowledge and belief, by any one of its employees or agents, to any person not an employee or agent of the Offeror, and will not be communicated to any person prior to the official opening of the proposals.
  1. All information shall be considered relevant regarding the Colorado Open Records Act (CORA). Merely marking information as confidential is not necessarily sufficient to prevent disclosure. The following information concerning the proposal shall not be considered as confidential commercial information even if it is clearly marked as such: prices, non-financial information concerning compliance with specifications, guarantees, and warranties.
  1. The successful Offeror shall indemnify and hold the DISTRICTharmless from any and all claims, causes of action, suits and liabilities, including attorneys’ fees and costs, arising out of or relating to disclosure of any information included in the successful Offeror’s proposal.
  1. Venue for any and all legal action regarding or arising out of or related to the RFP, response to RFP, or work performed thereunder shall be solely in the District Court in and for DouglasCounty, State of Colorado. The transactions covered herein shall be governed by and construed in accordance with the laws of the State of Colorado.
  1. The DISTRICTis exempt from sales, use, and excise taxes. Certification of tax exemption will be issued upon request. Any appropriate taxes shall be shown as a separate item in the proposal.
  1. The DISTRICTreserves the right to cancel without penalty, at any time, any awards occurring as a result of this RFP. Time is of the essence. When a date is set for the delivery of goods or the performance of work, the goods must be delivered, and/or the work must be performed, in accordance with the proposal specifications or description on or before that date, or the order to the delinquent Offeror may be canceled and re-awarded.
  1. The Offeror agrees to comply with all Colorado laws concerning Illegal Aliens per Article X of the contract.

The Offerormust have at least one English-speaking employee on-site at all times.

  1. The successful selection of your bid through this RFP is contingent on the verification of credentials and other information required by law and the DISTRICT policies, including the completion of a background check, part of which is a criminal history.

The Offeror agrees to provide verification to the DISTRICT that it hasand will conduct at its own expense a consumer report, including a criminal background check, for each employee working on or reasonably likely to work on DISTRICT property.This authorization, in original or copy form, shall be valid for this and any future reports or updates that may be requested. Upon any reasonable notice, the Offeror agrees to conduct and update a consumer report, including a criminal background check for any employee working on or reasonably likely to work on DISTRICT property. TheOfferor understands that these reports may contain negative information about the employee’s background, mode of living, character, and reputation. Employees of the Offeror who have been convicted of, pled nolo contendere to, or received a deferred sentence or deferred prosecution for a felony, or a misdemeanor crime involving unlawful sexual behavior or unlawful behavior involving children, will not be allowed to work on DISTRICT property.

The Offeror must complete Exhibit H (Verification of Background Check). Offeror will be responsible to adhere to any Federal, State, and Local privacyand confidentiality requirements and other laws regulations or policies governingemployee background checks.

If, between the time the Contract is awarded through the RFP process, and the day work begins, it is determined by the DISTRICT that background checks have not been conducted for each employee working on or reasonably likely to work on school district property, the DISTRICT may consider such inaction or action to constitute a default by the Offeror under Article XVof this Contract. Furthermore, the DISTRICT reserves the right to cancel,without penalty, at any time, this contract if it reasonably determines that such a report was not conducted on an employee, or if conducted, theOfferor acted unreasonably in reference to the information contained in the report. If, in the sole discretion and judgment of the DISTRICT or its representatives, the Offeror refuses or fails to conduct a consumer report including a criminal background check or acts unreasonably in reference to the information contained in the report or reports, the DISTRICT may consider such inaction or action to constitute a default by the Offeror under Article XV of this Contract.

INSURANCE REQUIREMENTS

A.GENERAL

The Offeror shall not commence work under this Contract until all insurance required by this document has been obtained, and proof of such insurance has been submitted and approved by theDISTRICT. The Offeror shall not allow any Subcontractor to commence work on this project until all similar insurance required by the Subcontractor(s) has been obtained with proof of such insurance submitted and approved by theDISTRICT. During the life of this Contract, the Offeror and all Subcontractors must keep in force the insurance coverages with required minimum limits listed in this section. The DISTRICT must be named as an additional insured and certificate holder on the Offeror's and all Subcontractor's insurance policies, except for Worker’s Compensation policy.

B. Minimum Limits of Insurance: Contractor shall maintain limits of:

1.Commercial General Liability (GCL): $1,000,000 combined single limit and/or policy aggregate; or $1,000,000 aggregate and $1,000,000 per occurrence for bodily injury, personal injury, and property damage. An "Occurrence" policy formpreferred. This insurance is to protect the Offeror, Subcontractor(s), and the DISTRICT against claims for bodily injury or property damage arising out of any act or omission of the Offeror, his agents, employees, or Subcontractor(s). CGL insurance shall be written on ISO occurrence form CG 00 01 12 04 (or a substitute form providing equivalent coverage) and shall cover liability arising from premises, operations, independent contractors, products-completed operations, personal and advertising injury, and liability assumed under an insured contract (including the tortliability of another assumed in a business contract).