Sanitation Cleaning Services and Supplies

RFP # 14-9568-2EF

March 31, 2014

REQUEST FOR PROPOSAL

Sanitation Cleaning Services and Supplies

Henrico County High Schools

Your firm is invited to submit a proposal for an annual contract to obtain Sanitation Cleaning Services and Supplies for ten (10) Henrico County High School Cafeterias in accordance with the enclosed specifications. The submittal, consisting of the original proposal and five (5)additional copies marked, “Sanitation Cleaning Services and Supplies” will be received no later than 2:30 p.m., April 25, 2014, by:

IN PERSON OR SPECIAL COURIERU.S. POSTAL SERVICE

County of HenricoCounty of Henrico

Department of FinanceDepartment of Finance

Purchasing Division ORPurchasing Division

1590 E. Parham RoadP O Box 90775

Henrico, Virginia 23228Henrico, Virginia 23273-0775

This RFP and any addenda are available on the County of Henrico Purchasing website at To download the (IFB or RFP), click the link and save the

document to your hard drive. To receive an email copy of this document, please send a request to:

Time is of the essence and any proposal received after 2:30 p.m., April 25, 2014, whether by mail or otherwise, will be returned unopened. The time of receipt shall be determined by the time clock stamp in the Purchasing Division, Department of Finance. Proposals shall be placed in a sealed, opaque envelope, marked in the lower left-hand corner with the RFP number, title, and date and hour proposals are scheduled to be received. Offerors are responsible for insuring that their proposal is stamped by Purchasing Division personnel by the deadline indicated.

A pre-proposal conference will be held on April 7, 2014,at 10:00 a.m.in the Purchasing Division, North Run Office Complex,1590 East Parham Road,Henrico,VA. Offerors are strongly encouraged to attend the pre-proposal conference. ONLY two (2) representatives per team will be allowed to be present for the meeting. A teleconference number has been established for suppliers who are unable to travel to the County of Henrico. To join the meeting, call 804-501-7555and enter meeting ID 7002 and password 1492. It is limited to one caller from each supplier. PLEASE BRING A COPY OF THE REQUEST FOR PROPOSAL WITH YOU TO DISCUSS THE REQUIREMENTS.

Nothing herein is intended to exclude any responsible firm or in any way restrain or restrict competition. On the contrary, all responsible firms are encouraged to submit proposals. The County of Henrico reserves the right to accept or reject any or all proposals submitted.

The awarding authority for this contract is the Purchasing Director

Technical questions concerning this Request for Proposal should be submitted to Eileen Falcone, ,no later than April 11, 2014.

Very truly yours,

Cecelia H. Stowe, CPPO, C.P.M.

Purchasing Director

Eileen Falcone

Senior Buyer

804-501-5637

1590 E. PARHAM ROAD/P O BOX 90775/HENRICO VA 23273-0775

(804) 501-5660 FAX (804) 501-5693

REQUEST FOR PROPOSAL

Sanitation Cleaning Services and Supplies

Henrico County High School Cafeterais

INTRODUCTION:

The intent of this Request for Proposal (“RFP”) and resulting annual contract is to obtain the services of a qualified firm for the purpose of providing a comprehensive Sanitation Cleaning Service Program to ten (10)Henrico County Public High School (HCPHS) Cafeterias, in accordance with the Scope of Services section of the solicitation.Additional sites may also be added due to new construction, and change in education designation (e.g. middle school changed/designated as high school).

BACKGROUND:

Henrico County Public Schools (HCPS) is a large metropolitan school district that has over 48,000 students in 69 schools for the 2013-14 school year. Our ten high schools have an average daily membership in excess of 15,000 students who are eligible to participate in our breakfast and lunch meal service. The users of the system will include school-based cafeteria staff. This proposal does not include dish washing machines and related products.

SCOPE OF SERVICES:

General

The Successful Offeror shall be a firm regularly engaged in the sale, supply and maintenance of Sanitation,Cleaning products and equipment,and training,associated with an established Sanitation Cleaning program.

The Successful Offeror shall be granted exclusive use of the areas designated by the Director, School Nutrition Services or his/her designee with the understanding that such area may be changed from time to time at the discretion of the Director, School Nutrition Services.

A list of schools and annex locations is provided as Attachment F to this RFP and is not representative of any guarantee of the volume of business. All new schools shall be serviced as part of this contract if requested by Henrico County Public Schools (HCPS).

The Successful Offeror shall be responsible for any and all property damage to the County resulting from its operation, which shall be promptly repaired by the Offeror at their own expense. The Offeror shall receive approval by the Director, School Nutrition Services prior to making any repairs.

The Successful Offeror shall provide monthly service inspections, instruction, product delivery and written reports to each and every location. The written reports shall include at a minimum the following points:

a.School Name

b.Date of report

c.Safety, cleaning, and sanitation items reviewed

d.Documentation of training conducted along with list of employees present for

training

e.Cleaning deficiencies identified, and corrective action(s) listed and taken

f.Provide any follow up required as a result of noted deficiencies, and identify

party responsible for follow up action

g.Any additional information Successful Offeror deems important

Ten sites receive service mid-August through mid-June (Excluding those high school locations designated as summer feeding sites [changing annually]). For these ten school sites, monthly fees per year will be paid. Those high school sites designated as summer feeding locations are to receive service throughout the calendar year. Additional sites may be added during the contract period and will be paid on either the ten month or twelve month fee schedule as needed.

At a minimum, Successful Offeror will be required to meet with representatives of School Nutrition Services at the beginning of the contract period to discuss the sanitation program, and twice per school year, or as deemed necessary by School Nutrition Servicesto discuss the sanitation cleaning operating efficiencies and practices of the ten school sites. School Nutrition Services will arrange meeting times and dates with Successful Offeror.

Products and Services:

During the term of a contract awarded pursuant to this RFP, the Successful Offeror shall provide the following products and services:

1.Provide all materials,labor and supervision to provide a comprehensive sanitation and cleaning program that includes, but is not limited to the following components:

a.monthlyinstruction/training

b.monitoring

c.reporting

d.materials

e.procedure manuals

f.supporting display signs

g.MSDS sheets

h.OSHA compliance monitoring

i.products, delivery and service

Offerors shall state in their proposal, if the cleaning and sanitation program needs to be supplemented by any other cleaning products and who will be responsible to provide such products (e.g.Should abrasive cleanser be provided by School Nutrition Services, or is it no longer needed).

The Successful Offeror must provide all necessary contact numbers, E-mail and other vehicles for receiving same day responses to technical questions that arise. Between scheduled service visits, site visits may be requested by Office of School Nutrition Services to resolve technical issues or cleaning and sanitation problems and issues that may arise.

Provide procedure and reference manuals covering the mixing, application, application tools and appropriate use of all cleaning materials used in the program. The manual must be for complete bilingual (English and Spanish) use. The manual must include information in color of the color-coding system for products and a color-coded cleaning schedule. A copy of the existing Procedures and Reference Manual must be submitted with the proposal. The Successful Offeror will provide each and every school with a complete copy of the procedures and reference manual. A copy will also be provided to the Office of School Nutrition Services.

5.During monthly scheduled service visits the following will occur as a minimum:

a.Review of product inventory

b.Stocking of inventory, supplies and materials to cover until the next month’s

restocking

c.Inspect all product mixing and storage practices and compliance with standard

procedures.

d.Examination of all labels, posters, charts and replacement as needed

e.Completion of a standardized, pre-printed service report form

f.Review of the service report with the cafeteria manager. Copy of the report left

with the manager.

g.Deficiencies are corrected.

h.Monthly training modules reviewed with all employees

i.Training of new employees

j.Refresher training of established employees

k.Teach perpetual cleaning to minimize the need for mid-year and year end major

cleaning sessions

l.Inspect for OSHA compliance

m.Check for HACCP procedures using the local manual

n.Provide equipment and facility cleaning schedules (daily, weekly, monthly)

o.Address safety concerns

p.Confirm proper concentration of sanitizer in sinks, buckets and spray bottles

q.Make sure sanitizer test strips are in ample supply

r.Confirm presence of procedures and reference manual

s.Confirm presence of color coded Material Safety Data Sheets

t.Schedule supervisory visits to summer feeding locations each June, July, and

August or as needed (locations to be determined each school year)

6.All products shall be portion packs or portion dispensed, color coded (Color-coded

system of products, materials and charts in relation to material safety, handling and mixing.), non-caustic and non-hazardous if accidentally mixed with other products on this program.

7.All cleaning products must provide consistently superior cleaning and sanitation in the

food service area.

8.All necessary spray bottles, buckets, sink labels, test strips, and related supplies must be provided. Products are to be easily opened and/or auto-dispensed. All dispensing equipment, containers, packets and spray bottles must exhibit permanently screened OSHA compliance data on the items. Package labeling must exhibit clear directions in English and Spanish. Specific proportions must be listed regarding the product mixing with water under normal usage.

9.Cleaning products must dilute instantly in hot or cold water, soft or hard water. Products shall make a solution that leaves no film or residue and shall not stain or discolor equipment when used in the recommended use and proportions. All products will have a neutral or non-toxic odor.

10.Products must be biodegradable, non-toxic and safe for use around food service preparation, serving, storage and dining areas.

11.All cleaning detergents shall beGreen Seal Certified where protocols are available under GS-37 Cleaning Products for Industrial and Institutional Usestandards. The cleaning detergents meet or exceed the California Air Quality Control Board (CAB) Standard. The cleaning detergents are biodegradable, butyl free, acid free, and phosphate free. All cleaning detergents use only food grade or natural dyes, also in compliance with Green Seal requirements.

12.All Purpose Cleaner (For bucket and spray applications)

Product shall be used with manual and/or machine cleaning methods. Shall be low suds, easy to rinse detergent. Shall be biodegradable and make a soluble solution that leaves no film or residue. Product shall not stain or discolor when used at recommended proportions. Must dilute in hard or soft water. Chemical composition: concentrated liquid blend of organic detergents, solvents, water conditioners and alkaline builders. Biodegradable. Pleasant scent. Approximate PH: 9.8 (+/- .3) in solution. Must be portion packed in easy to handle packaging.PortionPac Chemical Corp., SFS5 or equal.

13.Multi-Purpose Degreaser (For bucket and spray applications)

Product shall be used for heavy duty cleaning, degreasing of floors, food service equipment and other difficult to clean surfaces. Product shall be biodegradable and must dilute in hard or soft water. Chemical composition: Blend of mixed liquid quaternary ammonium chlorides. Approximate PH: 7.2 (+/- .3) in solution. Must be portion packed in easy to handle packaging.PortionPac Chemical Corp., SFS30 or equal.

14.Concentrated Liquid Pot and Pan Detergent

Product shall be a multipurpose compound for medium, soft or hard water that will cut grease and clean pots and pans. A pre-measured liquid compound is required. The compound should not cause irritation to hands. Product shall demonstrate excellent grease cutting ability, removal of excess cooked on foods and have sustaining suds ability. Biodegradable. Product must have pleasant fragrance.PortionPac Chemical Corp., SFS14 or equal.

15.Sanitizer (for sink, bucket, and spray applications)

Product shall not contain chlorine, and shall be a concentrated liquid blend of quaternary ammonium compounds. Must be EPA registered. Product shall be biodegradable and must dilute in hard or soft water. Provides 150 ppm active quaternary sanitizer equivalent to 50-ppm available chlorine. Chemical composition: Blend of mixed liquid quaternary ammonium chlorides. Approximate PH: 7.2 (+/- .4) in solution. Must be portion packed in easy to handle packaging. Test strips must be provided.PortionPac Chemical Corp., SFS17 or equal.

16.Germicidal Detergent (For Cleaning and Disinfecting) Neutral PH

Product shall be a concentrated liquid quaternary ammonium compound or equally effectively compoundto provide a broad spectrum of effectiveness against a variety of gram positive and gram-negative organisms including antibiotic resistant staphylococcus, HIV, HBV. Product shall clean all surfaces including those that are resilient, and rid odors by removing odor forming bacteria. Product shallleave no masking or cover up odor. Product shallbe biodegradable and equal to EPA registration No. 8722-1, USDA list Category D-1. Product shall make a clear, soluble solution that will leave no film or residue, and shall not stain or discolor when used at recommended proportions.PortionPac Chemical Corp., SFS20N or equal.

17.Hand Washing and Hand Care Program

Contractor shall provide to all schools, at no additional cost, a total hand care program to include: a medicated hand lotion/moisturizing cream, USDA approved antibacterial hand soap,protective barrier cream, andwall charts indicating proper hand washing procedure and dispensing equipment.

a.Anti-microbial liquid hand soap

Product shall be an anti-microbial hand cleaner with strong washing power and good skin compatibility. Must clean all light dirt without the use of scrubbers and solvents. Product must prevent excessive swelling of the skin. Must maintain the skin’s natural protective acid mantle, which serves to protect it from bacterial or fungal infection. Must be a clear viscous liquid, density (at 20C) approximate 1.03 g/cm 5, PH: 6 to 8. Must be packaged in ready to use containers that are used in conjunction with a dispenser or be able to be poured into a dispenser. Product shall be unscented or lightly scented. Dispensers shall be provided by Successful Offerer.Evonik Industries, StokoEstesol FH Liquid(# 33321) or approved equal.

b.Hand Cream / Lotion

Product shall be only slightly oily, silicone-free skin care lotion, which spreads easily, works well into skin and leaves no residual fat layer. Product must break the dry skin cycle and restore the skin’s natural moisturizing properties. Must be suitable for the face and all parts of the body it may come in contact with. Product must be white or clear, silicone-free of the water-in-oil emulsion type. Must be packaged in ready to use containers that are used in conjunction with a dispenser or be able to be poured into a dispenser. Evonik Industries, StokolanClassic(#3386), SFS 90, or approved equal.

c.Protective Barrier Cream

Product shall be a water repellent protective cream for the skin for use against aqueous media such as cleaning and disinfectant agents, acids, alkalis and water mixed oils. Slightly or unscented, fatty, silicone free cream of the water in oil emulsion type. Product shall be packed in individual portion packets or easy to use tubes. Evonik Industries, StokoDuraPro(# 33870 or #33887) or approved equal.

Equipment:

Offerors must include in their proposals a list of all equipment and supplies to be provided within the program. The following supplies and equipment are required and provision of these items must be verified in the proposal:

1.All dispensing equipment

2.Labeled spray bottles for OSHA compliance

3.Buckets

4.Package openers

5.Sink labels, test strips, and related supplies

6.Thermometer cups with perforated lids for sanitizing thermometers (equal to the

number of serving lines, plus one (1) extra)

7.Goggles (minimum of three (3) per school)

8.Nitrile Gloves, non-latex. (No latex gloves are permitted.)

Orders and Deliveries:

The Successful Offeror shall provide initial delivery of all products, supplies, manuals and supporting materials, to each school on award of contract with on-going monthly restocking. If an out of stock situation occurs prior to the scheduled service date, the Successful Offeror will supply product within forty-eight hours. Monetary penalties may be applied for out of stock products. Office of School Nutrition Services may require an on-site reserve of products to be available for emergency response to out of stock situations.

1.There shall not be any minimum order requirements.

2.No additional delivery or fuel charges will be allowed.

3.Direct delivery of all products to school sites will be provided initially within 20 days of contract being executedand with on-going monthly restocking as needed.

4.All deliveries are to be checked and signed for by School Nutrition Services (SNS)

personnel only. Non-SNS personnel including custodial staff are not authorized to sign for products. SNS will not accept responsibility for deliveries signed by non-SNS personnel.

5.It shall be the Successful Offeror’s responsibility to immediately notify the Director or

Assistant Director of School Nutrition Services of any problems or concerns regarding deliveryof individual school orders.