Burlington Township Board of Education

Request for Proposals

Facilities/Operational Management Services

Dated as of September 11, 2013

10:00 A.M.

Table of Contents NOTICE FOR REQUESTS FOR PROPOSAL ............................................ 4 INTRODUCTION ............................................................... 5 INSTRUCTION TO RESPONDENTS .................................................. 6

NOTE REGARDING ADDRESS FOR BOARD OF EDUCATION ............................. 6 RECOMMENDED PRE-PROPOSAL WALK-THROUGH .................................. 6 PERIOD OF CONTRACT AND POSSIBLE EXTENSIONS ................................. 6 SALES TAX ................................................................. 6 SUBCONTRACTS ............................................................. 6 NON-COLLUSIVE CERTIFICATION ............................................... 7 BID BOND, CONSENT OF SURETY & PERFORMANCE BOND ............................ 7 DISCLOSURE ................................................................ 7 AFFIRMATIVE ACTION ........................................................ 8 WAGE SCHEDULE ............................................................ 8

SCHEDULE J – WAGE SCHEDULE ............................................... 9 DISCRIMINATION ............................................................ 9 PENALTY ................................................................. 10 INSURANCE ............................................................... 10 PROPOSAL SECURITY ........................................................ 11 LIQUIDATED DAMAGES ...................................................... 11 ADDENDA & INTERPRETATIONS ............................................... 11 CLEANING SUPPLIES ........................................................ 11 DISPOSABLES .............................................................. 12 EQUIPMENT ............................................................... 12 RESIDENT MANAGER, FACILITIES DIRECTOR ..................................... 13 STAFFING ................................................................. 13 RESPONDENT RESPONSIBILITIES ............................................... 16

GENERAL ............................................................... 16 SNOW REMOVAL .......................................................... 20 BUILDING COVERAGE ...................................................... 21

PROPOSAL FORMAT ........................................................... 22 AWARDING OF CONTRACT ..................................................... 25 EXHIBIT I - LIST OF BUILDINGS .................................................. 29 EXHIBIT II - PERFORMANCE SPECIFICATIONS ....................................... 30

SECTION 1 - DAILY CLEANING DURING SCHOOL YEAR WHEN BUILDINGS ARE IN USE ...... 30 SECTION 2 - WEEKLY CLEANING WHEN STUDENTS ARE IN SCHOOL .................... 35 SECTION 3 - UNSCHEDULED OTHER PROJECT CLEANING............................. 38 SECTION 4 - MISCELLANEOUS RESPONSIBILITIES .................................. 40 SECTION 5 – EVENING, SUMMER PROGRAMS & OTHER NON-SCHOOL RELATED ACTIVITIES . 41 SECTION 6 – PROFESSIONAL MANAGEMENT ...................................... 42 SECTION 7 - COST EFFECTIVE MAINTENANCE RESOURCE MANAGEMENT ............... 42 SECTION 8 – SAFETY AND COMPLIANCE ......................................... 43 SECTION 9 - MAINTENANCE MANAGEMENT SYSTEMS ............................... 44 SECTION 10 - DEFINITION OF MAINTENANCE ACTIVITIES OVERSEEN ................... 45 SECTION 11 - OTHER RESPONSIBILITIES .......................................... 46 SECTION 12 - REPORTS TO BE SUPPLIED BY CONTRACTOR ........................... 53 SECTION 13 - CONTRACTOR MAINTENANCE COST/ACCOUNTABILITY REPORTS ........... 55 SECTION 14 - MINOR CORRECTIVE MAINTENANCE ................................. 58 SECTION 15 - WORK ORDERS .................................................. 58 SECTION 16 - WORK EXCLUDED FROM THIS SPECIFICATION .......................... 61 SECTION 17 - GROUNDS MAINTENANCE - GENERAL ................................ 61 SECTION 18 - SPECIFICATIONS FOR GROUNDS MAINTENANCE & ATHLETIC FIELDS ........ 63 SECTION 19 – GROUND SUPPLIES ............................................... 70 SECTION 20 - ADDITIONAL DUTIES - GROUNDS MANAGEMENT: ....................... 70

PROPOSAL SHEET CHECKLIST .................................................. 72

FORMS ..................................................................... 73 PROPOSAL SHEET ........................................................... 74 CERTIFICATION OF RESPONDENT .............................................. 75 SURETY .................................................................. 76 STOCKHOLDERS' DISCLOSURE ................................................. 77 AFFIRMATIVE ACTION (P.L. 1975, C. 127 (N.J.A.C. 17:27) ............................... 78 FORM OF NON-COLLUSION AFFIDAVIT .......................................... 80 SCHEDULE AA ............................................................. 81

NOTICE FOR REQUESTS FOR PROPOSAL

The School Business Administrator of the Board of Education of Burlington Township in the

County of BURLINGTON, State of New Jersey, by authority of said Board, solicits sealed

requests for proposal. Submissions to be received at the Business Office of the Board of

Education, 700 Jacksonville Road Hopkins Building, Burlington, New Jersey, 08016, until

3:00pm prevailing time on October 2, 2013.

FACILITIES/OPERATIONAL MANAGEMENT SERVICES

Specifications are available in the Office of the School Business Administrator, Burlington

Township Board of Education, 700 Jacksonville Road Hopkins Building, Burlington Township,

New Jersey, 08016. Walkthru of facilities for interested parties to be held on September 23, 2013

at 2:45pm starting at the Board Conference Room, located in the Board Offices, 700 Jacksonville

Road, Hopkins Building, Burlington, NJ 08016.

All submissions must be submitted on the form, which will be furnished upon application at the

Office of the Board of Education, and submissions not on such form may be rejected.

Respondents are required to comply with the requirements of P.L. 1975, c127 (NJAC 17:27).

The Board of Education reserves the right to reject any or all submissions.

By order of the Board of Education.

Mrs. Mary Ann Bell

School Business Administrator

Date: September 11, 2013

INTRODUCTION

The School Business Administrator will represent the Board in the administration of this contract.

The successful contractor will provide administration and technical direction in the management

of the maintenance, custodial, & grounds organization, as well as the monitoring of the building

management systems in use.

The Board of Education of the Township of Burlington in the County of Burlington, NJ

(hereinafter ―Board‖) is seeking proposals from qualified parties (hereinafter referred to as the

―contractor‖ or ―respondent‖) for the administration and operation of the Facilities/Operational

Management Services contract for all facilities in the Burlington Township School District

(hereinafter ―District‖). The District wishes to retain an outside management company to manage

and direct its facilities management, operations, custodial, maintenance, and grounds. The District

desires to maintain the quality and efficiency of service in the custodial, maintenance, and grounds

departments as well as to ensure that all mechanical, electrical, and other building systems of new

and renovated space are properly managed. The District also seeks to manage its energy resources

more effectively. The District also seeks to make improvements in its ―Green‖ initiatives.

The District expects maintenance, cleaning, grounds keeping, safety and appearance of facilities to

be of equal or higher quality as compared to present conditions. Health and safety of students and

District personnel and their guests must not be sacrificed in order to achieve savings to the vendor

or District.

All proposals must consider the long-range needs of the District and to provide a program designed

to address those specific needs. The District is seeking to engage a company whose strength lies in

understanding the technical operational needs of modern facilities and is capable of providing

day-to-day management of all such facilities.

All responses to this request for proposal will be evaluated on the basis of the several criteria

outlined in this request for proposal.

These specifications will be incorporated in their entirety in the contract between the Board and the

successful contractor. The specification in this request for proposal will supersede any

inconsistencies between the proposed contract and these specifications.

INSTRUCTION TO RESPONDENTS

NOTE REGARDING ADDRESS FOR BOARD OF EDUCATION

The Business Office and Board Office of the Burlington Township Board of Education is

located in the Hopkins Building, 700 Jacksonville Road, Burlington, NJ 08016. GPS

devices often navigate to a non-related building in Burlington City with the same address.

When sending items via US Postal Service, FedEx, UPS, DHL or other delivery services,

be certain to include Hopkins Building as part of the address.

To attend the walkthrough, if using a GPS device to locate the Business or Board Office

use the address for the Burlington Township High School, 610 Fountain Avenue,

Burlington, NJ 08016 and follow the GREEN LINE on the pavement behind the High

School to the Hopkins Building. Once at the Hopkins Building, look for Door 16.

Please be advised that it may take several minutes to pass thru security at the district

offices. Please plan accordingly when attending the walkthrough or delivering the

proposal.

RECOMMENDED PRE-PROPOSAL WALK-THROUGH

Each respondent is advised to visit the site and familiarize himself with the work required.

A recommended pre-proposal site visit and tour will be held on September 23, beginning at

2:45pm. All respondents should arrive at the office of Mrs. Mary Ann Bell, School

Business Administrator of the Board of Education located in the Hopkins Building on the

High School Campus, 700 Jacksonville Road, Hopkins Building, Burlington Township

Board of Education.

PERIOD OF CONTRACT AND POSSIBLE EXTENSIONS

Contract is for a period of five years beginning February 1, 2014. The contract price will

be fixed in accordance with the successful contract’s price proposals submitted with its

proposal for the first two years of the contract. A price increase will be permitted in third,

fourth, and fifth year of the contract, provided that (i) the increase does not exceed the

change in the index rate for the 12 months preceding the most recent quarterly calculation

available at the time the contract is renewed, and (ii) the terms and conditions of the

contract remain substantially the same.

SALES TAX

Respondents are NOT to include Sales or Use Taxes in their proposal prices.

SUBCONTRACTS

Respondents are advised that no portion of this contract may be subcontracted, assigned or

transferred without express prior written approval of the Board.

NON-COLLUSIVE CERTIFICATION

The respondent certifies that:

(a) The response has been arrived at by the respondent independently and has

been submitted without collusion with any other vendor of work or services,

materials, supplies, or equipment of the type described in the request for proposals,

and

(b) The contents of the submittal have not been communicated by respondent,

nor, to its best knowledge and belief, by any of its employees or agents, to any

person not an employee or agent of the respondent or its surety on any bond

furnished herewith prior to the official opening of the submission.

BID BOND, CONSENT OF SURETY & PERFORMANCE BOND

THE SUCCESSFUL RESPONDENT SHALL FURNISH A BID BOND IN A FORM

AND BY A COMPANY ACCEPTABLE TO THE BOARD IN THE AMOUNT OF TEN

(10%) PERCENT OF THE BASE PROPOSAL AMOUNT, OR $20,000.00,

WHICHEVER IS LESS, INSURING THAT THE SUBMITTER WILL FURNISH ALL

MATERIALS AND PERFORM ALL WORK IN ACCORDANCE WITH THE TERMS

OF THE PROPOSAL DOCUMENTS.

Performance Bond - As a condition to enter into this contract, the successful contractor will

provide the District a performance bond equal to the annual operating charges. The

performance bond will guarantee the contractor's faithful performance with all terms of the

contract throughout the life of the contract.

The proposal will also include a surety letter of intent or equal from a bonding company

that demonstrates the submitter’s ability to acquire a performance bond for the amount of

the contract.

DISCLOSURE

No corporation or partnership shall be awarded any contract nor shall any agreement be

entered into for the performance of any work or the furnishing of any materials or supplies,

the cost of which is to be paid with or out of public funds, by the State, or any county,

municipality or school District, or by any authority, Board or commission which exercises

governmental functions, unless prior to the receipt of the request for proposal or

accompanying the proposal, of said corporation or said partnership, there is submitted a

Statement setting forth the names and addresses of all stockholders in the corporation or

partnership who own 10% or more of its stock, of any class or of all individual partners in

the partnership who own 10% or greater interest therein, as the case may be. If one or more

such stockholder or partner is itself a corporation or partnership, the stockholders holding

10% or more of that corporation does stock, or the individual partners own 10% or greater

interest in that partnership, as the case may be, shall also be listed. The disclosure shall be

continued until names and addresses of every non-corporate stockholder, and individual

partner, exceeding the 10% ownership criteria established in this act, has been listed.

AFFIRMATIVE ACTION

Submitters are required to comply with the requirements of P.L. 1975, c.27.

WAGE SCHEDULE

Respondents are required to pay at least the wage rates, plus 2%, and supplements

specified in Schedule J below.

Respondents are to assume that base 2014 – 2015 salaries to escalate by 2%

SCHEDULE J – WAGE SCHEDULE

Respondents must add and include taxes, worker compensation, and insurance costs to base

proposal price.

MIN

QTY

POSITION 2013-2014

AVERAGE

SALARY

2013-2014 BASE

BENEFITS (Incl

Health of 60% of

COST)*

2013-2014 TOTAL

HOURLY COST

1 Full Time Facilities Director, CEFM 45.67 11.55 57.22

1 Full Time Custodial Supervisor 32.20 8.78 40.88

32 Full Time Custodians 13.98 5.49 19.47

5 Part Time Custodians 10.00 10.00

1 Full Time Grounds Supervisor 21.08 6.90 27.98

1 Full Time Grounds Lead 18.49 6.46 24.95

2 Full Time Grounds 17.90 5.99 23.89

1 Full Time Administrative Assistant 23.44 6.72 30.16

DISTRICT CONTROLLED BONUSES:

For Facilities Director for achieving

district determined goals

2000.00 per

year

Amounts not earned by is to be returned to the

district, amount to be included in base response

For Custodial Supervisor for achieving

district determined goals

500.00 per

year

Amounts not earned by is to be returned to the

district, amount to be included in base response

For Grounds Supervisor for achieving

district determined goals

500.00 per

year

Amounts not earned by is to be returned to the

district, amount to be included in base response

District controlled bonuses will be based on achieving or substantially achieving goals as set forth by the School

Business Administrator and Superintendent of Schools and documented prior to the beginning of each contract year.

Notification will be made by the School Business Administrator to the contractor of the status of the goals. The

underlying concept for these bonuses is to ensure that the contractor’s management and supervisors will be rewarded

for furthering the district’s mission and goals.

*The District will continue to pay during the contract’s term 60% of the health benefits for

single coverage.

The existing staff under the employment of ARAMARK will be offered their current

positions, at their current pay, and retain all associated seniority and benefits. For the

purposes of this proposal, respondents must use the Total Hourly Cost when determining

labor costs, plus overtime requirements, to arrive at the total labor cost. A minimum 2%

salary increase must be provided each year of the contract.

DISCRIMINATION

1. The contractor will not discriminate against any employee or applicant for employment

because of age, race, creed, color, national origin, ancestry, marital status affectional or

sexual orientation, disability, nationality or sex. Except with respect to affectional or

sexual orientation, the contractor will take affirmative action to ensure that such applicants

are recruited and employed, and that employees are treated during employment, without

regard to their age, race, creed, color, national origin, ancestry, marital status, affectional or

sexual orientation, disability, nationality or sex. Such action shall include, but not be

limited to the following: employment, upgrading, demotion or transfer; recruitment or

recruitment advertising, layoff, or termination; rates or pay or other forms of

compensation; and selection for training, including apprenticeship. The contractor agrees

to post, in conspicuous places, available to employees and applicants for employment,

notice to be provided by the contracting officer setting forth the provisions of the

nondiscrimination clause.

2. The contractor in all solicitations and advertisements for employees placed by or on behalf

of the contractor, State that all qualified applicants will receive consideration for

employment without regard to age, race, creed, color, national origin, ancestry, marital

status affectional or sexual orientation, disability, nationality or sex.

PENALTY

In the event the contractor fails to perform any specific requirements as set forth in this

contract, the Board may assess a penalty fee against the contractor in the sum not to exceed

$250.00 per violation. In the event of a work stoppage as a result of a labor dispute, the

Board may assess the contractor a per diem charge of 1/730 of the base proposal price for

each day the Board is required to hire replacement workers.

INSURANCE

The respondent shall furnish a certificate of insurance coverage as follows:

1. Insurance

(a) Liability insurance must be on a comprehensive basis, included but not

limited to the following:

i. Premises operations

ii. Acts of independent contractors

iii. Products and completed operations

iv. Contractual

v. Evidence of professional liability insurance including liability insurance

coverage for errors and omissions.

vi. Broad form coverage for property damage

The above coverage will be provided at the following limits:

Bodily injury and property damage combined single limit of $1 million each

occurrence.

Personal injury is included in coverage.

Workers’ Compensation - New Jersey statutory coverage and Employer’s Liability -

$1,000,000 each accident/$1,000,000 disease – policy limit/$1,000,000 disease -

each employee.

Employee dishonesty insurance with $50,000 limit.

Comprehensive Automobile Liability Insurance with the following minimum limits

of liability: $1,000,000 each accident

Bodily Injury and Property Damage Combined, Single Limit: $1,000,000 each

accident

This insurance is to apply to all owned, non-owned and hired automobiles

used by contractor in the performance of the work.

a. Umbrella Liability shall be provided for a limit of $10,000,000 each

occurrence. Commercial umbrella liability is to provide coverage

over the previously described required coverage’s.

b. The insurance coverage’s outlined above are to include the Owner as

an additional insured with respect to its liability arising out of

operations performed under this contract or purchase order except for

Workers compensation and employers liability, and employee

dishonesty.

c. If, by the terms of this insurance, any mandatory deductibles are

required, the contractor shall be responsible for payment of such

mandatory deductibles in the event of a paid claim. Notice of

cancellation of such insurance policies must be submitted to the

Board not less than thirty (30) days prior to effective date.

d. Prior to award of the contract and annually, the successful contractor

must provide the Board with a Certificate of Insurance with required

coverage’s. The contractor’s insurance carrier must have a

satisfactory rating by A.M Best and be approved by the Board

Secretary.

e. Notice of cancellation in such insurance policies must be submitted

to the Board at least ten (10) days prior to the effective date.

PROPOSAL SECURITY

Each submittal must be accompanied by the certified check from the respondent, or a bid

bond duly executed by the respondent as principal and having as surety thereon a surety

company approved by the Board, in the amount of 10% of the submission. Such checks, or

bid bonds, will be returned to all except the three (3) lowest respondents, within three (3)

days after the formal opening of proposals, and the remaining checks or bid bonds will be

returned to the three (3) lowest respondents within 48 hours after the board has issued a

purchase order, or if no purchase order has been so executed, within 45 days after the date

of the opening of proposals, upon demand of the submitter at any time thereafter, so long as

the contractor has not been notified of the acceptance of the proposal.

LIQUIDATED DAMAGES

The successful respondent, upon failure or refusal to accept the purchase order and deliver

the surety bond required within seven (7) days after notification of the acceptance of its

proposal by the Board, shall forfeit to the Board, as liquidated damage for such failure or

refusal, the security deposit with the response.

ADDENDA & INTERPRETATIONS

No interpretation of the meaning of the specifications or other contract documents will be

made to any respondent orally. Every request for such interpretation should be in writing,

addressed to Burlington Township Board of Education, and to be given consideration,

must be received at least five work days prior to the date fixed for the opening of the

proposals.

CLEANING SUPPLIES

The contractor shall provide all custodial and cleaning fluids, supplies, paper and plastic

supplies, including, but not limited to, cleaners, germicides, floor finishes and graffiti

removal to properly perform the specifications. All chemicals will be properly labeled and

comply with Hazardous Communications, formerly ―Right to Know‖, requirements. The

contractor will provide documentation required by the statute for any chemical utilized

within the scope of this contract to the District, SDS or MSDS sheets and GHS compliant

labelling. The contractor will provide the District with a list of all custodial and cleaning

supplies to be used by the contractor. The District reserves the right to require a change in

supplies if notification of dissatisfaction of product is made and is not resolved to the

District’s satisfaction. The District also reserves the right based on health concerns of the

district to require the use of products equivalent to those used in hospitals and other health

settings.

DISPOSABLES

The contractor will provide and pay for all paper and plastics, including all personal items

presently in use including paper towels, toilet tissue, garbage bags, recycling bags, hand

soaps, hand sanitizer for stationary dispensers, two 12 oz bottles of hand sanitizer per

classroom and office desk per school year, sanitary napkins, tissues, any related items as

well as all applicable dispensers and all walk-off matting for all entrances. The contractor

may not install hand dryers to avoid the cost of paper towels in restrooms or other areas.

The contractor is not permitted to allow these disposables to be depleted. These items are

considered necessary for the health and safety of students and staff and may not be

compromised.

EQUIPMENT

The following new or like new equipment will be provided at a minimum by the

respondent and respondent must specify in its proposal if the equipment is new or used. If

used, the respondent must specify the age of the equipment, the remaining capital value,

the location being transferred from, and the reason why it is available:

NSS – Brand/or Equal

Indoor Cleaning Equipment

3 NSS – Champ ZS29 – ride on floor machine

7 Scrubbers – 33‖ Battery operated automatic floor machines

15 Floor Machines – 20‖ Floor machine (350 rpm)

8 Wet Vacs – 15 Gallon wet vac/squeegee fronts

4 Extractors – Carpet extractors

5 Burnishers – 19‖ battery operated burnishers (1500 rpm)

6 Burnishers – 19‖ Electric 1500 rpm burnishers

45 Vacuums – 18‖ upright vacuums

2 Burnishers - 27‖ propane burnishers

1 Stripping Machine – 27‖ propane stripping machine

5 No Touch Cleaning Systems Called Kyvacs

Office and General Equipment

4 Computers with Pentium processors w/color printers

Telephones/internet services, including local/long distance and voice mail

Phone based time clock system

Grounds and Outdoor Equipment

2 Toro Ztrack zero turn mowers with 72 inch deck

2 flat bed trailers

1 Bobcat skid steer loader model #S205 or equivalent

1 Toro walk behind paint machine

1 Toro sandpro with infield groomer

Vehicles

1 Full Size Van for use during school hours and weekends for delivering mail and

supplies

1 Full Size Pick-Up Truck – minimum payment per month $800, including

insurance and maintenance costs – and must support the District’s salt spreader for

use during snow removal.

All capital equipment will be depreciated over five (5) years and revert to the District’s

ownership at that time. All equipment will be of a name brand and not private labeled.

RESIDENT MANAGER, FACILITIES DIRECTOR

Respondents must identify and provide the resume of the proposed on-site resident manager.

The proposed manager should be able to demonstrate a successful history of experience in

school district that is the same approximate size and complexity as the Burlington Township

School District in the areas plant operations and maintenance, custodial and grounds

management. The resident manager must be available at the start of the contract term. Failure

to provide a manager acceptable to the District will result in non-compliance with the

specification requirements and the contractor’s response will be void. The proposed resident

manager will be interviewed by the School Business Administrator and must be found

acceptable to such Administrator. The resident manager must hold a Standard Certificate of

Educational Facilities Manager (CEFM) issued by the New Jersey Department of Education.

The resident manager will ensure that all classrooms are inspected at least once a week by a

member of the contractor’s management team.

The resident manager will schedule all day and night personnel in a manner that allows for

communication between the shifts to ensure concerns and issues are addressed.

The resident manager will ensure that contractor’s staff will ensure all doors are closed and

locked before leaving for the night.

The resident manager will instruct all contracted staff to report broken items noted during

cleaning.

The resident manager will ensure that only those lights needed for cleaning and safety will

remain on during night hours.

STAFFING

The respondent will provide the following minimum full time (40 hours per week with

benefits) staffing levels for the duration of the contract. Part time employees are to be available

a minimum of 26 hours per week. No additional part time employees will be allowed except

those specified and are not to be included in determining scheduling or costing requirements.

The respondent will not substitute grounds personnel for custodial personnel for any length of

time without the consent of the School Business Administrator. The FTEs specified are

needed to maintain all areas of the district and the grounds cannot be sacrificed to ensure

compliance with the custodial duties. Respondent is expected to be fully staffed and have

appropriate substitutes ready.

1. Full Time Equivalent (FTE) Schedule

2. MINIMUM SALARY, BENEFITS, PAID TIME OFF, HOLIDAYS, RIGHTS TO

DETERMINE STAFF

(a) Minimum Salary: The term average hourly wage rate is the overall average

the contractor pays the various classifications of its employees, in that some may be

lower and some may be higher, but the overall average must not fall below the

preceding averages. The contractor may pay more than these averages, but not less.

The contractor must provide the minimum fringe benefits, as follows:

(b) Medical Benefits: A comprehensive group medical plan is to be offered to

all full-time permanent employees and their families. Coverage must include

hospitalization and Major Medical with a recognized health care insurance

company to provide such services in New Jersey. The employer health benefit cost

for each employee must be no less than the cost outlined in number 9, Schedule J.

The contractor will provide MONTHLY documentation of these costs on a

monthly basis to the District throughout the life of the contract. Contractor must

comply with any enacted legislation regarding health benefits.

(c) Paid Time Off:

Number of Years

of Service IN

BTSD

Total Paid Days

Off (prorated for

PT employees)

Vacation

Days

Sick Days

First year 11 5 6

Second year 16 10 6

Third year 16 10 6

Fourth year 21 15 6

Paid Holidays

Each full-time permanent employee receives ten (10) paid holidays:

1. New Years Day

2. Martin Luther King Day OR Presidents Day, based on district calendar

3. Memorial Day

MIN

QTY

POSITION

1 Full Time Facilities Director, CEFM

1 Full Time Custodial Supervisor

32 Full Time Custodians

2 Full Time Custodial Leads

4 Part Time Custodians

1 Full Time Grounds Supervisor

1 Full Time Grounds Lead

2 Full Time Grounds

1 Full Time Administrative Assistant

4. Independence Day

5. Labor Day

6. Thanksgiving Day

7. Day after Thanksgiving Day

8. Christmas Day

9. Floater for Christmas

10. Floater for New Years

Employees

(a) The contractor has the absolute right as permitted by law to hire whoever is

selected as best suited for its operations. The District reserves the right to refuse

any employee upon notification to the contractor, as long as that refusal does not

violate any federal and State laws. The contractor will establish the terms and

conditions, under which any employee will be hired, provided such requirements

are not less than the minimum as detailed above in Staffing, Minimum Average

Wages, and Benefits Levels. Upon a request by the District, the contractor must

provide actual payroll record information that can substantiate compliance with

both minimum hourly rates and minimum staffing requirements. Such information

must be provided within seven (7) days of any such request.

(b) The contractor will have the sole responsibility to compensate its

employees, including all applicable taxes, insurances and workers’ compensation

and will be solely responsible for any losses incurred by the District, resulting from

dishonest, fraudulent or negligent acts on the part of its employees. All contractor

employees will comply with all rules of the District.

(c) Employees of the successful contractor must be thoroughly trained and

qualified, and capable of performing the work assigned to them. Employees must

be able to effectively communicate with the staff of the respective buildings.

(d) Each full-time employee will be provided with six (6) uniform shirts and

pants the first year and three (3) each successive year. Each full-time employee will

be provided five (5) short sleeve ―T‖ shirts each summer. The shirts will be labeled

―Burlington Township Schools Facilities Staff.‖ The Contractor is responsible for

establishing a weekly laundering service of all uniforms, at no expense to the staff.

The School Business Administrator must approve the design of the uniform shirt.

(e) The Board of Education or the authorized representative shall have the right

to demand the discharge of unsatisfactory employees of the contractor, provided

this demand is submitted in writing to the contractor. Actual discharge shall be in

compliance with all applicable laws for the State of New Jersey. Discharge is

allowable for lack of compliance with the District’s policies and regulations.

(f) All personnel shall be qualified as stipulated in the Requirements section of

the proposal’s specifications. Additionally, all personnel shall meet all State and

Federal requirements and shall be in good physical and mental condition and of

good moral character. Each employee shall be neat, clean, courteous, and capable.

All personnel will wear full uniforms with photo ID tag at all times.

(g) Each regular or substitute employee operating under this contract shall

comply with all regulations, guidelines, and policies prescribed for employees of

New Jersey school districts as well as policies and regulations of the Burlington

Township Board of Education. Each regular or substitute employee must be in

possession of any and all valid licenses needed in compliance with the Federal and

State law and regulations. Before any employee can work in the District, they must

be qualified as stipulated in the Requirements section of these specifications.

(h) The contractor shall furnish to the Board of Education a complete list of

full-time and substitute employees, setting forth their addresses, qualifications, and

assignments. The contractor agrees to consult with the District concerning hiring,

assignment or dismissal of its employees. The School Business Administrator shall

have the right to determine finally whether any particular person employed by the

contractor is a satisfactory employee. If the School Business Administrator

determines that any employee to be unsatisfactory it may require the contractor to

remove such persons from service directly related to this contract.

(i) Staffing hours are to be scheduled with the School Business Administrator.

Generally, each school building is to be staffed on days when school is in session

from approximately 6:00 a.m. to 11:00 p.m. On weekends the high school and

middle school and one elementary school are to be staffed from 7:00 a.m. to 7:00

p.m. amounting to approximately 3,744 hours annually. Hours must be ―flexed‖ in

order to fulfill the requirements of this request for proposal.

(j) In addition the respondent must provide an itemized breakout of the hourly

wage rates to be paid to each position as well as the type and costs, of fringe

benefits offered. The respondent must use the attached Schedule J as a minimum

for their wage rates.

RESPONDENT RESPONSIBILITIES

GENERAL

1) Respondent must meet all standards of local, State and Federal requirements.

2) Respondent must provide evidence of financial responsibility by submitting most recent

corporate financial Statements.

3) Respondent must provide their two most recent annual reports and certified financial

statements.

4) Respondent must provide preliminary county criminal background checks for all counties

where the employee resided and State Police/FBI criminal background checks for all

employees (including substitute employees). All preliminary criminal background checks

must be completed prior to employment. Contractor shall also complete New Jersey State

Department of Education, Office of Criminal History Review, background checks (NJSA

18A: 6-7 et seq.) for all employees. All costs for criminal background checks are the

responsibility of the contractor. All employee driver licenses must be checked annually to

insure that no licenses are suspended or revoked. No employee of the contractor is

permitted to use any District vehicles, unless they have a valid New Jersey driver’s license.

The District reserves the right to inspect the records of any or all employees of the

contractor at any time during the term of the contract with respect to same. Also, the

Contractor must comply with the District’s pre-employment drug testing policy. The

District shall be provided a monthly fingerprint update as to the status of preliminary and

State background compliance by employee, including date submitted and approval.

5) As of the contract effective date, and through the life of the contract, the contractor will

provide a minimum of one Black Seal licensed employee per building for the entire time in

which buildings are occupied by any persons. Contractor shall pay for any expenses

incurred for obtaining such licensing. These costs may include courses, examinations,

training, and any necessary labor. Must follow, at all times, all applicable laws, regarding

the operation of boilers, pressure vessels and refrigeration. In addition, the contractor will

pay an annual bonus of $500.00 in December to all FTE’s in possession of their Black

Seal License.

6) The contractor must provide six (6) automatic payroll time clocks at each school to be used

daily by all contractor employees or a telephone attendance system. No equipment will be

permitted to be installed onto the district’s network including internet connectivity.

7) Contractor is responsible to deliver interschool mail twice daily to and among the five

schools of the District and the central administrative office and at least one trip daily to the

United States Post Office. The contractor is also responsible for all deliveries to members

of the Board of Education at their homes, if requested by the Business Office. The

contractor will finally provide additional messenger services as requested.

8) Contractor will manage and oversee the District’s asbestos management plan as filed with

the State, and will make all necessary recommendations to the District pertaining to

asbestos safety and removal. The contractor will not be considered the asbestos-designated

person for the District.

9) Contractor will manage and oversee the District’s integrated pest management (IPM)

program as required by the state of New Jersey. The contractor will not be considered the

IPM coordinator for the district.

10) Contractor will manage and oversee the District’s right to know program as

required by the state of New Jersey. The contractor will not be he designated ―Right to

Know or Hazardous Communications‖ officer for the district.

11) The contractor must conduct daily building checks of all Burlington Township

School District buildings whether in use or not. These building checks are to occur during

the normal heating season (when boilers are in operation) and when schools are closed

(Saturdays, Sundays, Holidays, Snow Closings). Each building will be checked for heat

and security as well as other items or areas of concern as may be required by the School

Business Administrator. Verification of building checks will be via time card; a written log

of all building checks will be kept by the contractor. All costs of the building checks to be

included in the contract price, including fire and burglar alarm call responses in which the

contractor's employee must return to the building. Contractor must provide a list of

employees who can be contacted to respond to alarm company and local police department

within a reasonable time to meet local police and fire departments at the building in case of

an alarm.

12) The contractor will provide staff to conduct the building exterior security sweeps

twice daily at all buildings. Specifically, the contracted employee will review all tree lines,

dumpster areas, parking lots, exterior doors and playgrounds for any suspicious activity,

unusual or unattended vehicles, graffiti, or damage. All results will be reported to Business

Office. Items of a suspicious nature will be reported to the School Resource Officer

immediately for investigation.

13) All overtime costs for educational and school-related functions including, but not

limited to, educational and school activities, Burlington Township Foundation, Boosters,

student clubs, student activities, sports approved by the Burlington Township Board of

Education, and any other school-related activities approved by the Burlington Township

Board of Education, must be included in the contract price. The contractor will only be

allowed to supplemental bill the Burlington Township Board of Education for any

non-educational, non-school activities and Recreation Department which fall outside the

minimum required hours, as stipulated below. Actual employee cost must be established

prior to each contract year and must be substantiated to the Burlington Township Board of

Education.

It is inherent in this request for proposal that included in the base proposal price is

overtime that may be required to meet the requirements for the proposal. No

required amount of overtime is being set forth by the Board of Education; rather,

overtime should occur whenever it is required to meet the minimum requirements in

the specifications. This includes specialized cleaning, if required, by order of the

County Health Department or as a result of a health concern that is of an unusual

nature.

14) The contractor will be considered an independent contractor and shall not be

deemed to be an agent, servant, employee or representative of the Board of Education.

15) The successful contractor will be required to enter into contract incorporating all

the requirements of this request for proposal.

16) The contractor shall repair and restore to its original condition any material or

surface damaged by his operations at no cost to the Board of Education.

17) All materials, supplies and equipment used by the contractor shall be suitable and

not harmful to the surfaces on which they are applied, and shall be approved by the School

Business Administrator.

18) Any respondent who is in litigation or pending litigation with the District shall be

disqualified as a potential respondent, as will any respondent that has ―prior negative

experience‖ with the District or any other New Jersey school district may be disqualified as

required by N.J.S.A. 18A:18A-4.

19) The contractor shall provide a suitable replacement manager in the event the

resident manager is absent for more than two consecutive days.

20) The respondent will contractually guarantee not to transfer the resident manager for

a period of two years, unless required by the District. If the resident manager leaves the

District within this time period and without the approval of the School Business

Administrator, a deduction of $2,000 per month may be made to the contract.

21) The contractor will provide additional management as needed to assist in the

start-up of the contract (typically lasting two to four months).

22) Proposal must include:

(a) Identify the resident manager to be assigned including a copy of the

manager’s certificate of educational facilities manager as issued by the New Jersey

Department of Education.

(b) A list of start-up personnel

(c) Start-up plan of action including, but not limited to:

Dates and guidelines

Personnel in charge of each step

Identification of equipment to be supplied as of the start of the contract

(d) Evidence of a policy and procedures operating manual

(e) Evidence of a human resources manual

(f) Evidence of maintenance management and work order software programs

(g) Evidence of employee training programs

(h) Employee Health Insurance/Benefits Specifications

23) The contractor shall provide all cleaners, germicides and floor finishes to properly

perform the specifications. All chemicals shall be properly labeled and comply with

―Right to Know‖ requirements. The contractor shall provide documentation required by

the statute for any chemical utilized within the scope of this contract to the Board of

Education, or its designee. The contractor shall provide a list of aforementioned supplies

to be utilized in the scope of the contract.

24) The contract shall include the following clause in the event of unsatisfactory

performance of the contract: ―The District has the option of giving thirty (30) days written

warning. If the faults have not been remedied in that time to the District’s satisfaction, it

may cancel the contract on a further thirty (30) days notice.‖

25) The resident manager may be removed and replaced at the discretion of the School

Business Administrator. A permanent replacement must be made within 30 days of

removal or the contractor may be subject to a deduction of $1,000 per month to the

contract.

26) Respondents must provide labor cost, utilizing existing wage rates supplied in

―Schedule J‖, taxes, insurance and benefits for the first two years of the contract..

27) Selection Process. The Board expressly reserves the right to reject any proposal

that in the Board’s judgment is not in compliance with this request or not in the best interest

of the Board.

A. The School Business Administrator will complete the questionnaire outlined in

Schedule AA to verify all references provided and obtain an objective review of the

quality and breadth of the services provided by the contractor.

B. The respondent MUST PROVIDE Schedule AA for all clients in the State of

New Jersey during the last five (5) years.

28) Respondent’s attention is called to the requirements of both N.J.S.A. 34:11-56-5 et.

seq., Prevailing Wages on Public Contracts, and N.J.S.A. 10:3-1 et. seq., Prohibiting

Discrimination in Employment on Public Contracts. The contract will be subjected to the

requirements of the ―Law against Discrimination‖ NJSA 10:5-1 et. Seq.

29) Respondents must comply with Chapter 33, Laws of 1977. This law requires

disclosure of the respondent’s form of business organization and the identification of

partners and stockholders with more than 10% ownership..

30) Pursuant to P.L. 1975, Chapter 127, effective July 23, 1975, Affirmative Action

Against Discrimination pertaining to all aspects of the Project will be a condition of the

Contract. During the performance of the contract, the Contractor agrees to comply with

and be an Affirmative Action Employer. The proposal must be accompanied by a signed

Affirmative Action Acknowledgment (Chapter 127, 1975 N.J. Statute NJAC 17:27.)

31) RESPONDENT MUST SUBMIT AND SUPPLY A DETAILED PREVENTIVE

MAINTENANCE PLAN FOR BURLINGTON TOWNSHIP SCHOOL DISTRICT.

FAILURE TO SUBMIT THIS PLAN WILL RESULT IN REJECTION OF THE

PROPOSAL.

32) Respondent must provide and maintain computerized hardware and software for a

maintenance program that includes preventive maintenance, corrective maintenance/work

order tracking, labor tracking, cost / expense tracking, and energy tracking. This

computerized maintenance program will be located on an on-site computer provided for

and paid for by the contractor. Respondent must supply sample reports from its

computerized maintenance program that support and supply the maintenance functions

detailed in the specification.

33) Respondent must provide a NJ Business Registration Certificate and a NJ Public

Works Contractor Registration.

SNOW REMOVAL

The contractor will provide the labor for snow removal for the Burlington Township Board of

Education buildings' sidewalks and parking lots, including transportation. All on-site and off-site

office walkways will be cleared of snow with a substance that will not harm the concrete.

Supplies for snow removal will be provided by the school District. Equipment will be provided by

the school District, with the exception of the previously required pick-up truck to be provided by

the contractor, which will be utilized to accommodate the School District’s salt spreader. If

snowfall accumulation is excessive, the contractor must consult with the School Business

Administrator.

BUILDING COVERAGE

Contractor shall have staff in all buildings during hours of operation, which shall include

minimum hours as follows. At least one member of the staff in each building during the hours

below shall posess a Black Seal license:

All Year - 12 Months

Monday - Friday:

High School 5:45 a.m. - 11:00 p.m.

Middle School 5:45 a.m. - 11:00 p.m.

Elementary Schools 6:30 a.m. - 11:00 p.m.

Saturday:

High School 7:00 a.m. – 7:00 p.m.(or as required by District for any event)

Middle School 7:00 a.m. – 7:00 p.m.(or as required by District for any event)

Elementary School 7:00 a.m. - 7:00 p.m.

Sunday & Holidays:

High School *as required by the District

Middle School as required by the District

Elementary Schools as required by the District

* Some of the winter sport teams have requested Sunday indoor facilities usage.

The above hours may be increased at any time to accommodate school-related activities.

NOTE: For the months of July and August, this schedule may be modified, but not

increased, without the Burlington Township Board of Education approval.

PROPOSAL FORMAT

Because of the complexity of these services and to allow the Board of Education to easily

reference specific information, all contractors will follow the following format in their proposals.

Failure to use the following format will disqualify the contractor’s proposal.

Overview Section -As price will not be the sole criterion for the District to award a

contract, it is important for the District to assess the operational capabilities, technical

support resources, and expertise of the contractor.

The contractor must provide a detailed review documenting capabilities, expertise,

technical support, programs and processes currently in place for K-12 school districts of

similar same size and complexity requiring a similar scope of services as the Burlington

Township School District (contractor labor, on site management of plant operations and

maintenance, grounds and custodial functions).

Contractor must demonstrate, specifically, how Burlington Township School District will

benefit from the proposed operational, technical support, expertise, programs and

processes.

A. Management of the Facilities Department

Describe in detail the on-site organization, the support for the on-site team, organization

charts for the on-site management structure, and for the support for the on-site team

currently in place in current for K-12 school districts of similar size and complexity

requiring a similar scope of services at the Burlington Township School District

(contractor labor, on site management of plant operations and maintenance, grounds and

custodial functions

Recommended but not required that the contractor provide the following information:

proposed on-site team, with resumes of the proposed managers, who have a demonstrated

successful history of experience working in K-12 school districts of similar size and

complexity; organization charts for the on-site management structure; support for the

on-site team. It is recommended that all supporting documentation and forms to be utilized,

be included as well..

B. Custodial Operations –

Describe in detail the company’s operations for the custodial function, including start-up,

and continuing operations, detailing: staffing charts, full time to part time staffing ratios,

square feet cleaned per hour / shift, work schedules, equipment and chemicals provided

and utilized, project work schedules, inspection schedules and forms, training schedules

and forms, personnel development and forms, management development programs and

schedules, inventory control forms, safety inspection forms, and any others deemed

relevant to support the program currently in place in K-12 school districts of similar size

and complexity requiring a similar scope of services at the Burlington Township School

District (contractor labor, on site management of plant operations and maintenance,

grounds and custodial functions

Recommended but not required that the contractor provide a detailed plan for its proposed

custodial operations and the plan must be specific to Burlington Township School District

utilizing the information requested and provided in this specification. The submission

should provide: proposed start up personnel; proposed start up supplies and equipment;

define how long start-up personnel will remain on-site and project the total cost of the

start-up; proposed staffing schedules detailing shifts and hours each employee works;

proposed work schedules, detailing work areas and total square footage of areas; proposed

project schedules and dates work scheduled to be completed; proposed inspection

schedules and other quality assurance forms, defining your inspection (and other quality

assurance tools) targets / goals; proposed management development programs and

schedules; proposed inventory control forms; proposed hourly training schedules and

forms; proposed safety inspection forms; The plan should include all supporting

documentation and forms to be utilized, as well as detail how Burlington Township School

District will benefit from the proposed structure.

C. Plant Operations and Maintenance Operations –

Describe in detail the company’s objectives, programs and systems for corrective

maintenance, preventive maintenance, long-range planning, project work, employee

productivity, purchased supplies and services, and energy conservation currently in place

in K-12 school districts of the similar size and scope of services required by Burlington

Township School District (contractor labor, on site management of plant operations and

maintenance, grounds and custodial functions):

1.) Recommended, but not required, provide current preventive maintenance reports and

schedules for all equipment, detailing frequencies and completion percentages utilizing

actual printouts from the contractors computerized maintenance software program at a

public school, answering the following: Define the frequencies on each specific piece of

equipment and demonstrate how completion on each is tracked; Define the standard set for

completion percentages and demonstrate how your maintenance program tracks

completion; Define the percentage currently back logged and why the back log exists;

Define the plan to remediate any back log; Demonstrate how the system tracks labor costs

associated with each request; Demonstrate how the system tracks material costs associated

with each request.

2.) Recommended but not required provide current corrective work order reports and

completion percentages utilizing actual printouts from the contractors computerized

maintenance software program at a school district and address the following issues: how

the system tracks labor costs associated with each work request; how the system tracks

material costs associated with each work request; what are the percentage of requests

completed within 30 days of submittal; 60 days of submittal; 90 days of submittal; what is

the standard the contractor has set for work request completion; what is the percentage of

requests labeled as project work; what is the percentage of requests which have been

deferred and why; how does your plan address deferred requests; what percentage of

requests are inputted into the computerized maintenance software program to allow for

proper tracking.

3.) Provide current energy management tracking software/program reports currently being

used for K-12 school districts of similar size and complexity like the Burlington Township

School District, consisting of actual printouts from the contractor’s computerized

maintenance software program for school district by addressing the following issues:

demonstrate how the software/system tracks energy consumption, and corresponding cost,

for each individual school; demonstrate how the system allows the District to pinpoint

areas of opportunity as it relates to energy saving; demonstrate how the reports are utilized

each month with a school district to achieve savings; demonstrate that the program/system

is comprehensive in nature and fully integrated into the maintenance program.

4.) Recommended but not required that the contractor provide a detailed plan for its

proposed ―green‖ initiatives and the plan must be specific to Burlington Township School

District utilizing the information requested and provided in this specification. The current

program standards are as follows: A detailed plan is developed and provided on an annual

basis and includes recycling of paper, glass, plastic and fluorescent light bulbs; monitoring

of energy usage; use of green products for cleaning and fields with approval of School

Business Administrator.

Comprehension, Quantification, and Qualitative Suitability

While all proposals to the request for proposal will be evaluated based on the six criteria to be

described in these specifications. Respondents should consider the following issues in their

responses:

A. Contractor must provide a detailed review of its employee development/training program for

both technical and supervisory personnel, specifically tailored to the Burlington Township

School District, demonstrating how its programs will improve employee efficiency, safety and

quality.

B. Contractor must provide its written standards, procedures, schedules, and job descriptions with

its proposal, specifically tailored to the Burlington Township School District, demonstrating

they understand the requirements contained herein and the standards to be achieved.

C. The contractor must provide the sources of their custodial supplies and equipment, detailing

the manufacturer, make, model and year (where applicable), as well as determine and disclose

its purchasing policy for all supplies as frequency of purchases—i.e., weekly, biweekly,

monthly, bimonthly, etc. The proposal should demonstrate how the contractor will control the

supply inventory and ensure that its employees have adequate supplies and equipment required

to complete their assigned duties.

D. The contractor is required to provide a report informing the Burlington Township School

District what method was used to determine work schedules and areas for all employees, and

how the proposed schedules will benefit Burlington Township, its staff, students and

employees.

E. The contractor is required to provide an organization chart that details the proposed

management structure for the department. The chart must be specific to Burlington Township

and demonstrate how the proposed structure provides oversight for all shifts and all

employees.

F. The contractor must provide a detailed review specifically tailored to the Burlington Township

School District of what additional resources will be provided during start up, a detailed report

outlining specific tasks to be completed during the start up, the estimated cost of those

resources, and the date all associated and identified start up activities will be complete.

G. The contractor must provide a comprehensive labor relations training program for its assigned

managers, and supporting material demonstrating such capabilities must be presented with

each proposal.

H. The contractor must document financial security through submission of a certified annual

report and financial statements for the past two years in order to fulfill the financial

requirements of this specification.

I. The contractors on site computer must be comprehensive and able to generate all reports as

required by the request for proposal.

J. The contractor must detail how comprehensive its life safety program is and how well will it

schedules regulatory requirements.

K. Excluding on-site management and computers, the contractor must demonstrate how its

off-site personnel and experience will assist the custodial, maintenance, and grounds functions.

L. Contractor must verify they have used the required number of FTE’s and wage rates as detailed

in the staffing and wage list when determining the overall cost of this proposal.

M. Contractor must demonstrate it has the necessary labor management resources to effectively

manage the program, the staff, and meet all associated work requirements contained in this

proposal.

N. Contractor must provide properly licensed (Black Seal) staff in order to operate the district’s

buildings in compliance with State law. A black seal must be on duty and on-site every day the

building is in use.

AWARDING OF CONTRACT

All proposals will remain firm for a period extending 60 days from the indicated submission date

for proposals.

Burlington Township Board of Education reserves the right to reject any and all proposals

submitted. The contract will be awarded to the contractor whose proposal is deemed in the best

interest of the Burlington Township Board of Education.

If a contractor considers its proposal, or particular portions thereof, as containing trade secrets,

information privileged by law, or confidential commercial or financial data, then this should be

conspicuously noted.

In submitting a proposal, each contractor acknowledges its understanding and acceptance of the

above stated procedures, the methods of evaluating the proposals, terms, and conditions.

The Board reserves the right to waive any informalities or meetings if any of those requirements

have been waived or satisfied by the School Business Administrator and approved prior to actual

proposal submission date.

Evaluation of Proposals. The School Business Administator with the assistance of the District’s

special counsel will evaluate the proposals in accordance with the competitive contracting

requirements of the ―Public School Contracts Law,‖ N.J.S.A. 18A:18A-4.1 et seq. The Board of

Education has established the following six criteria for the review of the proposals and to award

the proposal that best meets the requirements of these criteria:

I. Management Criteria

Respondents must describe their on-site organization and off-site support

for this assignment. Organizational charts along with the resumes of the

on-site support team should be included in the proposal. The on-site

personnel should have knowledge and experience in working with a school

district that is the same approximate size and complexity as the Burlington

Township School District. A description of the Respondent’s off-site

support for this assignment should also be provided.

II. Criteria for Custodial Operations

Respondents must include their ability to serve the School District’s

custodial function. Information should include staffing charts, full-time to

part-time staffing ratios, square feet cleaned per hour/shift, and work

schedules. A list of all equipment and chemicals used to be used should be

disclosed. Proposals will be evaluated on project work schedules,

inspection schedules, training schedules, personnel development,

management development programs, inventory control, and safety

inspection programs. The associated forms for each of these programs

should also be included. The resumes of the key on-site supervisory staff

associated with the custodial function should be included with the proposal.

III. Criteria for Plant and Maintenance Operations

Proposals must describe their company’s objectives, programs, and systems

for corrective maintenance, preventive maintenance, long-range planning,

project work, employee productivity, procurement practices, and energy

conservation. Preference will be given to proposals that provide the

following submissions:

A. Preventive maintenance reports and schedules for School

District-owned equipment. Respondents should provide sample preventive

maintenance reports.

B. A suggested preventive maintenance plan for the Burlington

Township School District.

C. System tracking of labor and material costs with each work request.

Based on experience in other school districts, or organizations with the

similar size and complexity as the Burlington Township School District, the

submission should demonstrate the percentage of requests completed

within 30 days of submittal, 60 days of submittal, and 90 days of submittal.

The Respondent should also provide their standard for completion of these

work requests.

D. Current energy management tracking software/program reports

utilizing actual printouts from the firm’s computerized maintenance

software program. Respondents should demonstrate how the

software/system tracks energy consumption, and corresponding cost, for

each individual school. If possible, the proposal should identify areas of

energy savings. The proposal should demonstrate that the program/system

can be fully integrated into the maintenance program.

E. Project reports and project work plans utilizing actual printouts

from the firm’s computerized maintenance software program. Identify

whether such reports provide a schedule for completion by a specific date.

F. Explanation of Respondent’s plan, if any, for ―green‖ initiatives.

The Burlington Township School District’s current green initiative consists

of the following: recycling of paper, glass, plastic, and fluorescent light

bulbs; monitoring of energy usage; use of green products for cleaning and

the treatment of grounds with eco-friendly chemicals.

IV. Performance Record Criteria

Respondents are required to submit a representative sampling of client

school districts currently being served. If the organization does not have

school district clients, then a list of public or private entities of similar size

and complexity as the Burlington Township School District should be

included. The proposal should identify the individual in each of the client

organizations that can be called to assess the Respondent’s performance.

V. Cost Criteria

Respondents will be required to provide a base proposal price for the first

and second year of their contracts. The proposal will also require that

contractors submit unit costing for each additional grounds person and each

additional custodian that the School District request to be added for year

―one‖ and year ―two‖ of the contract.

VI. Financial Stability and Strength Criteria

Preference will be given to Respondents that have the appropriate

experience, financial strength/stability, and resources—both human and

financial—to provide the services being proposed. Respondents are

required to provide financial information that consists of annual reports and

certified financial statements for the two most recent years. Firms are also

required to provide a bid bond for 10% of its base proposal price for the first

year of the contract. Consent of surety is also required to be included with

the proposal. The bid bond and consent of surety must be issued by a New

Jersey licensed insurance company.

Based on the above criteria the School Business Administrator will prepare a report evaluating and

recommending a proposal to the Board of Education that best meets the requirements of this

request for proposal. The report will conform to the competitive contracting requirements as

outlined in the ―Public School Contracts Law.‖ If acceptable, the Board of Education at one of its

public meetings will adopt a resolution approving the recommendation of the School Business

Administrator and awarding a contract to the successful contractor.

EXHIBIT I - LIST OF BUILDINGS

Approximate

Building Total

Building Name Gross Square Footage

Burlington Township High School 170,000

Thomas Hopkins Building School 85,000

Bernice Young Elementary School 108,000

Fountain Woods Elementary School 131,000

Burlington Township Middle School at Springside 182,000

TOTAL APPROXIMATE SQUARE FOOTAGE 721,000

Total Approximate Acreage 105Acres

Maintainable Grounds Acreage 95 Acres

All of the above square footage and acreage are approximate. All contractors must rely on their

own independent measurements. There will be no deviation in price of proposal should

contractor’s measurements differ from District’s measurements.

EXHIBIT II - PERFORMANCE SPECIFICATIONS

SECTION 1 - DAILY CLEANING DURING SCHOOL YEAR WHEN BUILDINGS ARE IN

USE

(Monday - Friday)

A. Classrooms, Laboratories, Auditorium, and Shop Areas

1. Empty waste receptacles. Damp wipe soiled receptacles. Replace plastic liners when

soiled.

2. Spot-clean glass in doors and partitions and on the inside of windows to remove smudges.

3. Empty pencil sharpeners.

4. Spot-clean walls, doors and ledges as needed.

5. Vacuum clean, whole carpet daily.

6. Dust mop smooth floors. Sweep rough wood or concrete floors.

7. Spot-mop floors as necessary, except in carpeted areas.

8. Clean sinks and replenish paper towels.

9. Spot clean carpets.

10. All desktops shall be sprayed with a germicidal spray daily to help eliminate bacterial or

viral germs.

11. Rearrange furniture as needed.

12. Remove graffiti immediately.

13. Wash blackboards and whiteboards daily, excluding teacher notes.

14. Dust chalk ledge daily.

15. Collect all recycling materials and remove to appropriate containers in order to fully

comply with mandated recycling requirements of Burlington County Recycling Program.

16. A card shall be posted in each classroom and initialed and dated by the responsible

custodian indicating that the room has been fully cleaned according to the specifications.

B. Rest Rooms

1. Thoroughly sanitize rest rooms after school each evening, and police as necessary.

2. Remove trash to collection point.

3. Monitor and refill paper towel, soap, and toilet paper containers daily or as often as

required.

4. Sweep and sanitize floors and disinfect plumbing fixtures, including all basins, bowls and

urinals, inside and outside, shower nozzles and lavatory and shower faucets.

5. Polish mirrors and bright work.

6. Damp wipe partitions with disinfectant.

7. Spot clean walls.

8. Clean shower area, removing body oil and soap film build-up, sanitize all surfaces and

clean water drains of debris.

9. Clean soap dishes.

10. Remove graffiti immediately.

11. Check to be sure plumbing is operational; that there are no stoppages, or leaks.

C. Offices, Lounges, and Conference Rooms

1. Empty waste receptacles and damp wipe them to remove soil as necessary.

2. Dust clear areas of furniture tops, shelves, sills and ledges as needed.

3. Spot-clean glass in doors and partitions. Wipe dry as needed.

4. Clean any sinks or other rest room fixtures in offices in accordance with the rest room

cleaning procedure.

5. Dust mop smooth floors with a dust mop. Sweep wooden or concrete floors.

6. Spot mop floors (except carpeted floors) only to remove very heavy soil.

7. Vacuum clean, whole carpet daily.

8. Rearrange furniture as needed.

D. Entrances, Lobbies and Hallways

1. Empty waste from waste receptacles. Damp-wipe soiled waste receptacles. Replace

plastic liners when soiled.

2. Clean smudges and soil from glass in partitions and doors.

3. Vacuum any carpets or mats and check carpets for spot-cleaning.

4. Dust mop floors.

5. Spot-mop floors as necessary to remove heavy soil.

6. Clean and sanitize, using germicidal in all water fountains.

7. Spot-clean smudges on walls, door facings and doors.

E. Cafeterias, Lunchrooms

During School

1. Elementary Schools – Set up lunch tables and recycling containers in gymnasium, monitor

lunchroom operations, breakdown lunch tables and reset for other use.

Middle Schools – Set up recycling containers in lunchroom, monitor lunchroom

operations.

2. Sweep and spot mop spills and major pieces of litter from the floor.

3. Empty waste from waste receptacles as needed.

4. Kitchen personnel will clean tables and chairs.

After School

1. Sweep and damp mop floors daily.

2. Scrub spots where soil is heavy.

3. Spot clean walls, ceilings and arrange furniture.

4. Clean glass partitions and doors.

5. Damp wipe table tops and chairs with a mild germicidal disinfectant.

6. Vacuum carpeted areas thoroughly.

7. Clean and sanitize drinking fountains.

8. Remove any graffiti from interior/exterior walls, desks, etc. as soon as spotted.

F. Locker Rooms, Auditoriums, Dressing Areas and Gyms

1. Empty and clean waste receptacles.

2. Damp clean benches and furniture.

3. Spot-clean walls, furniture and lockers.

4. Spot mop entire locker room floors daily with a germicidal.

Auditoriums

1. Maintain stage floors (dust daily and spot mop as needed).

2. Sweep out, vacuum, and clean under seats as needed, if used.

3. Clean doorknobs, push plates, and kick plates.

4. Maintain and clean seats as needed.

Gyms

1. Dust and spot mop floor daily.

2. Sweep out bleachers, if in use.

3. Clean doorknobs, push plates, and kick plates.

4. Sweep and clean entire gym floor, including bleachers, before any athletic event.

Sweeping may have to be done during the school day at the request of the Physical

Education staff, if warranted.

Showers

1. Remove pieces of soap and other foreign matter.

2. Wet mop floors with germicidal solution.

3. Wipe down walls with germicidal solution.

G. Stairways

1. Spot-clean walls.

2. Spot-mop treads which are heavily soiled.

3. Clean doorknobs, push plates, and kick plates.

4. Vacuum carpets and spot-clean as necessary.

H. Daily Indoor Policing

1. Entrances, Lobbies, Halls, and Other Public Areas:

a) Sweep outside steps or nearby sidewalk (up to 25 feet from entrance) to keep soil away

from all entrances.

b) Keep matting and runners clean and dry at entrance. Use vacuum, if necessary.

Spot-mop these areas to remove tracked-in water or soil.

c) Keep waste receptacles emptied as required.

d) Pick up any items that have been dropped on floors.

e) Clean doorknobs, push plates, and kick plates.

f) Clean any spillage or soiled spots on floors with a mop. Spot-clean spills on carpets.

g) Dust locker tops.

h) Spot clean interior glass.

i) Remove all graffiti immediately.

j) Remove spots from spillage on hard surface or carpeted areas as needed.

2. Rest Rooms:

a) Trash - empty rest room receptacles as required.

b) Check and refill dispensers.

c) Spot-clean soiled basins, toilet seats or any other fixtures or partitions.

d) Clean doorknobs, push plates, and kick plates.

e) Clean and disinfect any spillage or soiled spots on the floors.

f) Remove all graffiti immediately.

g) Bathrooms should be monitored every two hours while regular school is in session and

every hour during major school events. Bathroom checks should be charted in the

bathroom with signature of assigned custodian and time bathroom was checked.

h)

I. Daily Outside Policing

1. Empty waste receptacles and replace plastic liners.

2. Keep walkways clear of debris.

3. Remove obvious debris from grounds, athletic areas, and parking areas.

4. Pick up all garbage around school and in parking lots.

5. Immediately remove all graffiti. If it cannot be removed by cleaner, it must be repainted.

SECTION 2 - WEEKLY CLEANING WHEN STUDENTS ARE IN SCHOOL

A. Classrooms, Laboratories, Libraries, Auditorium and Shop Areas

1. Thoroughly mop smooth flooring surfaces with a mild sanitizing solution.

2. Completely vacuum carpeted areas, moving all furniture and rearranging as needed.

3. Damp wipe doors.

4. Dust window ledges, sills, displays and decorations. Dust horizontal furniture surfaces,

inspect student desktops and spot-clean them to remove heavy soil, heavy markings or

graffiti.

5. Dust vertical furniture surfaces, wall vents and vertical wall trim.

6. High dusting.

7. Clean doorknobs, push plates, and kick plates.

8. Clean and damp wipe or wet chalk boards weekly, chalkboard ledges weekly.

9. Clean computer monitors as needed, or a minimum of once a month, dusting keyboards

and computers. Monitors must be cleaned with proper anti-static cleaning fluid

specifically for monitors so as not to harm the computer. Due care must be taken so that

nothing is spilled or sprayed into vents of computer monitor.

10. Chalkboard ledges and marker boards are to be washed weekly.

11. All student desks and chairs shall be thoroughly cleaned with a disinfectant cleaning agent.

As Needed

In areas which have terrazzo or resilient tile floors which are coated with floor finish or floor

wax, buff the floors. Dust mop the floor after buffing as needed. If there are sealed concrete

floors coated with floor finish or floor wax, these should be buffed monthly.

B. Rest Rooms

1. Damp wipe vertical surface with a mild sanitizing disinfectant.

2. De-lime urinals.

3. Clean doorknobs, push plates, kick plates.

4. Check ceilings for cobwebs.

5. Dust ledges, vents, partitions, and light fixtures above sinks.

As Needed

Machine scrub rest room floor with a mild sanitizing disinfectant.

C. Offices, Lounges Conference Rooms, On- and Off-Site Offices, and Trailers

1. In areas which have ceramic, concrete, terrazzo or resilient tile floors, damp mop the entire

area.

2. Completely vacuum clean carpeted areas.

3. Dust vertical furniture surfaces, wall vents and vertical wall trim.

4. Clean doorknobs, push-plates, and kick-plates.

5. Check ceilings for cobwebs.

6. Spray buff smooth floor surface traffic patterns every week. Spray buff entire flooring area

monthly.

7. Clean telephones with a mild sanitizing disinfectant.

D. Entrances and Lobbies

1. Clean entrance-way glass.

2. Completely damp mop ceramic, concrete, terrazzo and resilient tile floors.

3. Dust vertical furniture surfaces, wall vents and vertical wall trim.

4. Dust window sills, ledges and furniture tops.

5. Clean brass doorknobs, rails, push-plates on doors, kick-plates on doors and other pieces of

brass trim.

6. Check ceilings for cobwebs.

7. Shampoo carpeted areas monthly.

8. Wipe baseboards.

Twice Per Week

Using a floor machine equipped with a buffing brush or pad, spray buff resilient tile and

terrazzo floors. After buffing, dust mop the floor as necessary.

E. Cafeterias, Lunchrooms

1. Damp wipe vertical surfaces within 6 feet of ground level with a mild sanitizing

disinfectant.

2. Spray buff resilient flooring surfaces which are coated with floor finish or wax.

3. Vacuum upholstered furniture.

4. Clean doorknobs, push-plates, and kick-plates.

F. Locker Rooms, Dressing Areas and Gyms

1. Thoroughly mop under moveable gym seats (monthly).

2. Thoroughly vacuum floor areas.

3. Clean shower heads, handles and other washroom hardware using a mild germicidal

disinfectant.

4. Thoroughly damp wipe vertical wall and locker surfaces within 6 feet of floor level with a

mild germicidal disinfectant.

5. Remove cobwebs.

6. Mop and machine scrub all ceramic tile floors and walls in showers and lavatories to

remove odors and grease, and to reduce possibility of bacterial and fungal growth, as

needed or requested by the Board of Education. Cleaning solution should include a

germicidal solution.

G. Gyms

1. Damp mop entire floor weekly.

2. Sweep and clean entire gym floor, including bleachers after every athletic event

H. Stairways

1. Dust mop. Dust handrails and any window sills or ledges.

2. Completely damp mop treads.

3. Wash handrails.

4. Wash stair rises and all rubber treads weekly to remove soil, scuffs and shoe marks

(monthly).

5. Spot clean walls.

I. Minimal Service Areas, Mechanical Areas

1. Remove trash and debris, monthly.

2. Sweep hard surface floor areas, monthly.

J. Daily Outside Policing

Remove cobwebs and debris from overhangs and walls.

K. Hallways

1. Clean entrance-ways.

2. Completely damp mop ceramic, concrete, terrazzo and resilient tile floors.

3. Dust vertical furniture surfaces, wall vents and vertical wall trim.

4. Clean brass doorknobs, rails, push-plates on doors, kick-plates on doors and other pieces of

brass trim.

5. Check all ceilings for cobwebs.

6. Shampoo all carpeted areas on a quarterly basis or as needed. Using a floor machine

equipped with a buffing brush or pad, spray buff resilient tile and terrazzo floors. After

buffing, dust mop the floor as necessary.

7. Spot clean walls, removing all grime and dirt marks.

SECTION 3 - UNSCHEDULED OTHER PROJECT CLEANING

Project cleaning will be scheduled for the following on an as needed basis as requested by the

School Business Administrator in the following areas:

A. Floor care

B. Carpet care

C. Polish furniture

D. Wash walls, locker exteriors and waste receptacles

E. Wash Venetian blinds, dust shades

F. Vacuum and shampoo upholstered furniture

G. Wash interior/exterior windows

H. Prior to reopening of schools in September, all classroom floors must be stripped and a

minimum of two coats of sealer and three coats of wax are to be applied.

I. In addition to the opening of schools, all classrooms will be top scrubbed and one coat of wax

applied during the school year, preferably scheduled during Winter or Spring break.

J. Clean and wash all lighting and mechanical diffusers (annually, or as needed).

K. Refinish/resurface auditorium stage floor every two years, using a VOC compliant wood finish

L. Apply a VOC-compliant gym floor finish annually. This will touch-up of existing lines.

M. Clean bleachers with a vinyl cleaner, which preserve its appearance and life as, recommended

by the manufacturer.

N. Scrub stairs to remove built-up grit and sand as needed when it becomes unsightly or as

requested by the administration.

O. Dust gymnasium ceiling steel and duct work, when appropriate man-lift equipment is provided

by the District.

P. Monthly during school year, hallways are top scrubbed with a minimum of one coat of wax.

Q. Provide spot painting for cracked and peeled paint or areas which cannot be cleaned due to

graffiti or other areas as requested by the School Business Administrator.

R. Paint interior and exterior areas as needed for areas that require touch up based on the request

of the School Business Administrator, district will provide paint and painting supplies.

S. Cleaning schedule may be increased for reasons of current public health concerns

including but not limited to MRSA and H1N1. In these cases when deemed necessary by

the School Business Administrator, additional cleaning will occur in all areas as

designated by the School Business Administrator to maintain the health and safety of the

students and staff. Products to be utilized during these times must meet the approval of

the School Business Administrator and need to be equivalent to products used in

hospitals and other health settings or those required by the county, state or federal

departments of health. This additional cleaning is part of the base contract and the

district may not be billed separately for these services.

SECTION 4 - MISCELLANEOUS RESPONSIBILITIES

It is to be understood that, in each school, the custodians (particularly on the day shift) are there to

support the school principal and staff. As such, unscheduled needs will arise from time to time,

and need to be met by the custodial staff. There will be a day custodian available to support the

normally recurring miscellaneous duties that include:

A. Flag raising and lowering (each location).

B. Securing of facility.

1. Contractor’s employees will not disturb papers on desks, open drawers and cabinets, use

telephones for personal calls, use radios, television sets, or tamper with any personal

property or any equipment belonging to the Board of Education, or any person or group

using school premises, including, but not limited to, Board personnel, teachers and/or

students.

2. Contractor’s employees will report to the Contractor’s supervisors, who, in turn, will report

to the Superintendent or Business Administrator, anything out of the ordinary such as

doors unlocked, plugged toilets or drains, broken fixtures, lights out of order, etc. All

classroom doors will be locked after school is out, unless the classrooms are being cleaned.

3. The District reserves the right to request the removal of any contractor’s employee. Such

requests will be made in writing and will not violate any State or Federal labor laws.

4. Contractor’s employees will, in accordance with procedures established and enforced by

the Contractor, clean each classroom, lab or office complex completely and then secure

said area before continuing on to other areas of the building.

C. Morning check of functional integrity of the building hot water, heat, leaks, etc.

D. Moving furniture, athletic equipment, and portable bleachers.

E. Light bulb changing.

F. Set-ups for meetings and graduations, guest speakers or other events sanctioned by the Board

of Education.

G. Post class schedule activity cleanups.

H. Assisting in receiving and transporting of supplies, equipment, interoffice and USPS mail and

food supplies in and among all schools.

I. Check buildings and respond to any and all fire or burglar alarms during and after normal

hours.

J. Incidental graffiti removal - interior and exterior.

K. Reporting observed safety hazards.

L. Scheduling work around evening and summer classes, if applicable.

M. Snow removal from the walkways.

N. Other duties as assigned by principal.

O. Custodians will be available to address and assist any of the administrative staff’s building

needs as quickly as possible.

P. Custodians will unload and distribute all school supplies, food service, school furniture and

equipment, as requested by School Business Administrator.

Q. Custodians will provide support for school meals programs as part of the base contract. The

district provides breakfast in all schools and some of those are served in the classrooms.

R. Only those lights necessary for cleaning in those areas where employees are working will be

used. All other lights will be turned off, with the exception of those lights being used for night

security or as directed by the Board of Education.

S. Replace ceiling, bathroom, wall and floor tiles as needed.

T. Cleaning of grills and vents, including unit ventilators and heating units, once every three

months.

U. Minor ceiling repair, replacement as needed.

V. Minor door repairs will be responsibility of maintenance department.

W. Provide local police with emergency contact phone numbers as needed.

X. Manager should always be present/available at any public Board meeting.

Y. Prepare a 4-year painting schedule for all interior and applicable exterior areas.

Z. Spot paint any areas that are peeling or where graffiti cannot be removed. The contractor will

provide employees to meet the 4-year painting schedule. The District will provide the paint

and painting supplies.

The District reserves the right to request the removal of any contractor’s employee. Such requests

will be made in writing and will not violate any State or Federal labor laws.

SECTION 5 – EVENING, SUMMER PROGRAMS & OTHER NON-SCHOOL RELATED

ACTIVITIES

The following areas will receive routine cleaning and maintenance as outlined in Specifications A,

B, C, and D as required, based on their usage during summer programs. Those areas will be

designated for use by District administration and will include, but will not be limited to, the

following:

A. Multi-purpose Rooms, Gymnasiums

B. Designated Classrooms

C. Hallways

D. Administrative Offices

E. Lavatories

F. Grounds Policing

SECTION 6 – PROFESSIONAL MANAGEMENT

1. Provide resident management who will undertake all issues and duties pursuant to the

attached specifications.

2. Provide divisional maintenance management personnel to support the resident staff.

3. Make recommendations for the department's organizational structure on an ongoing basis.

4. Direct the employees in a manner providing for effective coordination of skills, time,

facilities, supplies, equipment and purchased services.

5. Undertake aspects of personnel management for the department with respect to those

provisions outlined in the specifications.

6. Supervise, evaluate and interface with outside contractors whose products or services

affect the structure, grounds or building systems.

7. Liaise with other school District staff and principals concerning work order requests within

five working days of request.

8. Include purchasing of all materials or services for facilities services in compliance with

Board policy and in compliance with New Jersey State statutes.

9. A monthly Building Inspection report will be filed each month with School Business

Administrator (or more frequently if requested). The building inspection will be done by a

Manager and the Building Principal or designee. The purpose of this inspection is to

ensure that the buildings are maintained in a safe, clean manner.

10. The School Principal, or their designee, and/or the Director of Buildings and

Grounds will maintain a daily communication log in each building, so employees can

communicate concerns about facility-related issues. The contractor’s supervisor will

review log daily and address all comments.

SECTION 7 - COST EFFECTIVE MAINTENANCE RESOURCE MANAGEMENT

1. Manage all maintenance resources with strict attention to fiscal responsibility. Include the

following controls:

a) Development, implementation and maintenance of energy (gas, fuel oil, electricity,

and water) tracking programs utilizing both operational procedures and recommend

economically feasible facilities modifications and/or additions. All cost of such

modifications to be borne by the District.

b) Preparation and supervision of the District’s maintenance budget.

c) Provision and implementation of written policies and procedures for the

department's:

1) Payroll

2) Budgeting

3) Purchasing

4) Receipt Storage and Issue

5) Personnel

SECTION 8 – SAFETY AND COMPLIANCE

1. Provide assistance to the District’s safety compliance officer with respect to the District’s

policies, procedures, designs, equipment and furnishings to facilitate compliance with

applicable building codes, fire prevention codes, occupational safety and health codes and

standards, and the effective Life Safety Codes. The District reserves the right to have the

Facilities Manager participate on the District Safety, Emergency Preparedness, Risk

Management and other committees as assigned by School Business Administrator.

2. The Contractor shall be responsible for instructing his employees in safety measures

considered appropriate by the Board of Education. In addition, the Contractor shall not

permit the placing or use of mops, brooms, or other equipment in traffic lanes or other

locations in such a manner as to create potential safety hazards and will provide

appropriate remedial measures to identify hazards.

3. Collect and file in organized records, documents provided by the District in certification of

the physical plant's compliance with the requirements of applicable laws and regulations.

4. Prepare and submit plans for deferred maintenance deficiencies correction within three to

six months of the effective date of this Agreement and as deficiencies occur thereafter.

5. Make recommendations to produce safe maintenance practices and eliminate hazards

District-wide.

6. Upon notification to contractor of an incident, the contractor shall administer an incident

reporting system to include investigation and evaluation of incidents.

7. Provide safety-related information, including training in Right to Know, Blood Borne

Pathogens, OSHA requirements and regulations, and presentations for new, and continuing

education of all supervised employees

8. Maintain liaison with major safety-oriented agencies.

9. Adhere to all district policies and procedures regarding safety, security and emergency

preparedness.

10. Contractor will coordinate with all County, State and Local officials as needed.

SECTION 9 - MAINTENANCE MANAGEMENT SYSTEMS

1. Provide computerized hardware and software for a custodial management system on-site

for personnel management, production scheduling, financial management, project

management and quality control.

2. Utilize and help maintain computerized hardware and software for a maintenance program

that includes preventive maintenance, corrective maintenance/work order tracking, and

energy tracking. This computerized maintenance program will be web-based and provided

by District.

3. Provide monthly cost reports on preventive maintenance, corrective maintenance, labor

usage, work order history, and energy.

4. Contractor resident manager will manage and oversee the District’s asbestos management

plan as filed with the State, and will make all necessary recommendations to the Board of

Education pertaining to asbestos safety and removal. Contractor resident manager will not

be considered the asbestos-designated person for the District.

5. Contractor will manage and oversee the District’s integrated pest management program as

required by the state of New Jersey. Contractor will not be considered the IPM

coordinator.

6. Contractor will manage and oversee the District’s right to know program as required by the

state of New Jersey. Contractor will not be considered RTK officer.

7. The contractor must conduct daily building checks of all Burlington Township school

District buildings. These building checks are to occur during the normal heating season

(when boilers are in operation) when schools are closed (Saturdays, Sundays, Holidays,

Snow Closings). Each building is checked for heat, security, etc. Verification of building

checks will be via time card; a written log of all building checks will be kept by the

contractor. All costs of the building checks to be included in the contract price, including

fire and burglar alarm call responses in which the contractor's employee must return to the

building. Contractor must provide a list of employees who can be contacted to respond to

alarm company and local police department within a reasonable time to meet local police

and fire departments at the building in case of an alarm.

8. All Burlington Township Board of Education vehicles and equipment will be available for

the contractor’s use. Contractor is expected to routinely inspect and submit vehicles for

servicing when necessary; all vehicles are to be in safe operating condition at all times.

Cost of operation, service and maintenance of vehicles are the responsibility of the Board

of Education. All operators of equipment must have a current and valid NJ driver’s license.

SECTION 10 - DEFINITION OF MAINTENANCE ACTIVITIES OVERSEEN

A. Preventive/Predictive Maintenance: Regularly scheduled maintenance on all mechanical

systems within or on school property that are used for daily operations. This type of

maintenance includes inspecting equipment functional operations, minor maintenance such as

replacing or tightening belts, lubricating bearings, and replacing filters, which assure a

long-term operating condition. Filters on all unit ventilators must be changed three times a

year. All other air circulating equipment filters must be changed a minimum of every 6 months

or more, if specified by the manufacturer. Filters must be tagged and dated.

B. Corrective Maintenance: The repairs to school real property that has deteriorated, broken, or

worn out, and cannot be used for its intended purpose. This includes minor maintenance on

components of air-conditioning systems, heating systems, and any structurally related items.

The key is minor repairs; major repairs to such systems as failed chillers, boilers, and roofs

normally do not fall within the day-to-day responsibility, and require board approval and

appropriation of funds to support repairs. It is essential that small maintenance problems be

responded to quickly as they will become worse if left unattended. Classification and required

work order completion dates are utilized under the maintenance specification part of this

proposal section.

C. Requisition Maintenance: Requisitioned maintenance includes but is not limited to work

requests that are but their nature requests for services that do not necessarily provide a

corrective action or involve improvements to the physical plant. Samples of these requests

may be moving or installing new fixtures or items, relocating faculty, changing paint colors

that are non-corrective activities., delivering mail, packages, etc, go-fer activities

D. Facility Improvement/Modernization: The major alteration of an existing system which

changes its present configuration, install or construct an addition to a facility or mechanical

system, to completely revamp or replace major components of a facility. These are all high

cost items that should be planned for and funded in each fiscal year’s budget. However,

action sometimes must be taken to eliminate a safety or health hazard and the only funds

available are the maintenance funds. Extreme caution must be used when utilizing these

funds so as not to jeopardize funds needed for the day to day operations. No more than 5% of

productive hours should ever be obligated for this type of work requirement.

E. Facility Safety Maintenance Programs: To inspect or have inspected fire sprinkler, security

and alarm systems by certified inspectors to ensure they are functionally operational. The

inspection and annual certification of fire extinguishers also falls within this category. All

efforts to repair these systems should be attempted by the maintenance department. Any

system that is antiquated or has been abandoned in past years should be considered for

replacement and funds appropriated through board actions. Approximately 5% of productive

hours should be used for this type of work requirement.

F. Capital Improvement: These funds have been appropriated through the use of special

taxation or bond issues. Priorities should be established each school year for those large

projects beyond normal school maintenance capabilities. Items such as replacing roofs,

additions to facilities, buying new facilities, altering or any construction work would normally

come from this fund. All decisions on the utilization of these funds require board action.

G. Productive Hours: Are the hours used to maintain the buildings exclusive of sick, vacation,

holiday or other negotiated time off.

H. Full Service: All employees are supplied by the contractor and are maintained on the

contractor's payroll.

The budget is dedicated to the day-to-day care and upkeep of all schools. These funds are

limited and should be used only for this purpose. The District realizes that use of the funds for

any other requirement results in expectations that will not be met.

I. Full-Time Equivalent (FTE): A full-time employee or equivalent is one who works a

minimum of 40 hours per week. Contractor may only have part-time workers as agreed to by

School Business Administrator and will only use Part-time workers when additional coverage

is needed for example during lunch periods.

SECTION 11 - OTHER RESPONSIBILITIES

1. Develop during the first thirty (30) days of this Agreement and maintain a reference library of

pertinent documents and publications which deal with engineering facets of safety to include

all applicable building safety codes and standards.

2. Provide written Preventive Maintenance and Safety Program Guidelines for fire warning and

safety systems that will address:

a) Annual inspections of fire safety warning systems

b) Maintenance of written, dated and authenticated records of all inspections and

maintenance performed.

c) Monthly checks and annual inspection of fire extinguishers. All inspections and

maintenance shall be documented.

The cost of a third party contractor to provide the inspections shall be borne by District.

3. Develop and implement within the first 120 days of this Agreement, a program to provide

an electrically safe environment within the facility to include the following written policies

and procedures as a minimum.

a) Systematic, periodic evaluation of the electrical power distribution systems and all

internal electrical and electronic equipment, including appliances.

b) Receptacle inspection including tests for polarity, quality of grounding and mechanical

security.

c) Distribution of the findings from all electrical testing activities and recommendations

for corrective action.

d) Implement and enforce a lock-out, tag policy.

e) Ensure that all District buildings, grounds and equipment are in compliance with all

applicable local, fire, State and Board of Education building and safety codes (includes

preparation of buildings for any State, local and/or fire department monitoring).

4. OSHA

a) Each prime contractor and related subcontractor shall conform to the Federal

Occupational Safety and Health Administration Code of 1970, including all subsequent

revisions and amendments.

b) The Contractor shall be responsible for the general safeguarding as well as gaining

compliance with the requirements of the ―Construction Safety Code.‖ He shall be

responsible for gaining compliance of the requirements of the code from all other

contractors and parties engaged in the operations of the project.

c) The Contractor shall be designated as the District representative with regard to all

safety inspections required by the State of New Jersey and/or the Federal Government

and shall perform all necessary functions for this project, however, the final

responsibility for safety compliance rests with the school District.

d) The Contractor shall be responsible for instructing his employees in safety measures to

insure compliance with the above-Stated requirements and general safety practices.

A. Disaster Preparedness Plan

1. Assist the District’s Emergency Management Coordinator and Emergency Preparedness

Coordinator in the preparation of an emergency Disaster Plan as follows:

a) Functioning as liaison with emergency facilities in the community.

b) Assisting in the rehearsal as required and preparation of a written report on the

effectiveness of the drill.

2. Assist the District in implementing its plan for preparing for and responding to a fire by:

a) Functioning as liaison for engineering with fire authorities and other experts as

required.

b) Designation and notification of maintenance personnel.

c) Assignment of responsibilities to Maintenance personnel.

d) Staff instruction relative to the use of alarm systems and signals, fire equipment and

methods of fire containment measures.

e) Staff responsibilities in case of threat of explosion.

f) Posting of evacuation routes and procedures.

g) Assistance in the conduct of fire and evacuation drills.

h) A written report documenting the evaluation of drills and the corrective action

recommended or taken for any deficiencies found.

B. Employee Direction and Development

1. Encourage and facilitate the well-being and development of all staff employees in the

provision of leadership, programs and materials.

a) Provide personal leadership and clearly stated, comprehensive written instructions

defining tasks and functions.

b) Provide, and maintain current, a written organizational summary for intra- and

inter-departmental responsibilities and relationships. Include organizational diagrams

showing lines of communication, direction, and reporting relationships.

c) Provide and maintain position descriptions for each member of the maintenance

organization. Establish and conduct a program of individual performance review.

d) Provide and document employee orientation, in-service and formalized training.

e) Provide supervised self-study training materials in subject units applicable to

appropriate occupational categories, qualifications and experience.

f) Hold monthly staff meetings with employees to discuss mission, training and current

issues with documentation of specific training measures and topics undertaken.

2. Administer and direct the maintenance employees at the discretion of the School Business

Administrator.

a) Establish and maintain personnel records in accordance with existing policies and

procedures.

b) Maintain a written record of employee performance, qualifications, and specialized

training. Follow through with progressive discipline procedures, including termination

when employee fails to perform required job duties.

c) Maintain records and make reports a part of occupational safety and health programs.

d) Make recommendations concerning the maintenance personnel's organizational skills,

number of hours and shifts.

e) Direct and supervise the maintenance employees.

C. Performance Review and Evaluation

1. Routine safety and material inspections will be made by the contractor.

2. A written monthly manager’s report of maintenance activities and objectives for an energy

conservation program will be provided the administration.

3. The contractor's management personnel will routinely conduct a site program status review

and make a quarterly written review report.

4. The resident and divisional managers will routinely meet with administration.

5. Each employee will have at least one annual performance appraisal and review.

6. A monthly status report of uncompleted job orders will be provided to originators and

administration.

D. Preventive Maintenance System

The contractor is to provide the current version of its computerized maintenance management

program. The program will provide for the on-line tracking of maintenance activities,

including the creation of both preventive maintenance and corrective work orders; for the

addition and removal of equipment, and for the scheduling of new equipment for inspection.

Program updates will be provided automatically.

It will also provide numerous reporting capabilities, including:

- description of preventive/predictive tasks and recommended frequencies

- outstanding, scheduled and completed work order reports;

- equipment listings, both summary and detail;

- equipment cost histories; and,

- employee and contractor listings.

E. Trade Activities

Routine maintenance trades activities will be undertaken by departmental staff personnel

under the direction of the resident manager. These activities are those planned for the normal

functioning of the department and are, of course, subject to modification by changed

circumstances or on direction by the District. The following are typical maintenance trades

activities performed by district employees.

1. Electrical

a) Install and repair branch circuits up to 230 volts.

b) Troubleshoot circuitry up to 230 volts.

c) Replace 115-volt switches, fuses and current breakers.

d) Install motors up to 230 volts and up to 50 HP.

e) Install and repair incandescent, fluorescent and vapor lamps and fixtures.

f) Read and record meter readings.

2. Plumbing

a) Install and repair piping up to 1".

b) Install valves up to 1".

c) Repair valves up to 10".

d) Troubleshoot plumbing and waste water systems.

e) Install and repair toilets and sinks.

f) Remove piping blockages.

g) Install and repair steam and grease traps.

h) Read and record meter readings.

3. Mechanical

a) Install and repair windows and doors.

b) Adjust heating and cooling controls.

c) Minor repair to pneumatic controls.

d) Install V-belts and sheaves.

e) Carry out general lubrication as needed.

f) Install and repair minor mechanical equipment.

g) Conduct combustion analysis.

h) Troubleshoot and make minor boiler and furnace repairs, does not include

cleaning of boiler and boiler tubes.

i) Troubleshoot and make minor repairs to air conditioning and air handling

equipment.

j) Additional repair to HVAC, mechanical, and unit ventilator system. At the Board's

option, it may choose to pay for enhanced training on various manufacturers'

equipment, so that extensive repairs may be done by contractor personnel.

4. Paint, Plaster and General Construction

a) Repair minor damage to sheet rock and plaster.

b) Interior/exterior spot painting will be done on an as-needed basis. Immediate repainting

will be done to repair any paint that is chipping or peeling.

c) Included in these specifications is to provide to the District personnel that can perform

painting services to the District that must include a 4-year plan, which must be updated

annually, to repaint all interior areas not limited to classrooms, all other rooms, offices,

hallways, etc., specified exterior parts of buildings, fire lane curbing. High traffic areas

where walls suffer greater abuse and where cleaners cannot maintain an acceptable

appearance, such as hallways and cafeterias may be requested to be repainted up to two

times per year. Contractor must include any anticipated cost associated with this

service so as to be in compliance with any applicable State prevailing wage regulations.

All paint and supplies will be provided by the District.

d) General minor construction repairs including, but not limited to, minor carpentry

renovations and repairs (walls, etc.), caulking, bathrooms and locker rooms, tile, wall

and floor repairs, interior and exterior.

F. Administrative Specifications

The contractor’s resident manager will assume all routine duties normally carried out by the

head of maintenance, custodial and grounds functions and will undertake all issues and duties

pursuant to the attached specifications. Specific areas of responsibility are:

1. Supervision - The contractor’s resident manager will assume line management duties

controlling direct labor activities including hiring, termination, task assignments, job

descriptions, scheduling, training, application of personnel policies and direct labor hour

justification. All managers and supervisors should be equipped with both paging devices

and cell phones to provide 24-hours access, if needed. All maintenance staff shall have

beepers. A manager or supervisor or designee should either be present or immediately

available at any public event sanctioned by the District.

2. Financial Accountability - Aspects of financial control and budget compliance for the

maintenance function will fall within the responsibilities of the contractor’s resident

manager including budget preparation, interpretation and reconciliation, evaluation of

capital expenditures, control of expense charges, justification of expenditures and control

of petty cash accounts.

3. Staff Interaction - The contractor’s resident manager will undertake to initiate, develop and

maintain sound and cordial working relationships with members of the school board,

faculty, administration and staff throughout the school District including routine discourse

as to facilities related issues, open solicitation of ideas and involvement in maintenance

issues as appropriate, and strong bilateral communication.

4. Preventive Maintenance and Corrective Work Order System - It will become the direct

responsibility of the contractor’s resident manager to apply, develop and maintain the

preventive maintenance and corrective work order systems, including the following

specifics: assist in the inventory and start-up process, train the maintenance staff in the use

of the systems, customize the work order instructions to the facility, draft work order

procedures, frequently review system generated reports and activities, and coordinate

on-site systems application with corporate support groups. Work order classifications are

outlined under Section 5 of these specifications.

5. Policies and Procedures - The contractor’s resident manager will create or augment,

develop, publish and apply policies and procedures appropriate and necessary to the

maintenance function including, but not limited to:

- Emergency Call-In List - Assignments Accountability

- Work Order Procedures - Time Accountability

- Preventive Maintenance Procedures - Personnel & Safety Policies

- Snow Removal Plan

6. Planning - The contractor’s resident manager will assist the District in generating fiscal,

capital, administrative and project plans for the maintenance function as required to fully

integrate the function into the total facility plans.

7. Property Control - The contractor’s resident manager will assist the District in maintaining

accountability for the use and maintenance of capital assets, parts, components, and

inventories including actions and/or recommendations as to equipment use, inspection and

repairs, as well as control of parts and supplies.

8. Outside contractors - The contractor’s resident manager will function as the contact point

for outside contractors as directed by administration. This includes supporting

specification preparation, bid solicitation, proposal evaluation, contractor selection,

contract supervision, invoice review approval and contractor communication.

9. Energy Control - The contractor’s resident manager will review prior energy usage history

as available and actively and continuously evaluate energy consumption and the activities

and equipment affecting the consumption. Specifically, the manager will:

a) Maintain monthly energy usage records.

b) Review all utility bills and process for payment.

c) Initiate, coordinate and emphasize conservation activities, both internally and with

corporate staff.

d) Actively pursue conservation techniques.

e) Monitoring of Energy usage.

f) Read monthly meters of all utilities.

10. Reporting - The contractor’s resident manager will issue such monthly reports as will be

deemed necessary to fully apprise administration of current and planned activities, budget

compliance, personnel issues, equipment and facility status, energy consumption, as well

as departmental problems and objectives.

11. Records - The contractor’s resident manager will initiate, compile and maintain records

and files necessary for the smooth and optimal functioning of the maintenance department,

such as:

- Time Sheets - Work Orders

- Preventive Maintenance - Code Compliance

- Safety - Fire Alarms

- Equipment - Energy Conservation

- Utility Bills - Contractors

- Maintain Inventory Control - Reports

(including all school supplies)

- Budgets - Planning

- Security - Personnel

- Prepare Facility Invoices/Purchases

12. Utilities - Contractor will provide spreadsheet analysis of all utility costs by meter (unit

measurement usage, monthly cost for historical comparison).

13. Code Compliance - The contractor’s resident manager will function to research, review,

apply and make recommendations concerning compliance with local, State and national

codes, statutes and ordinances.

14. Safety and Security - The contractor’s resident manager will support the District in

providing for a safely maintained and functionally secure facility to include:

a) Maintenance of all facility doors, windows and means of fire egress.

b) Routine review of normal and emergency power supply.

c) Recommendations to administration concerning safety/security issues.

d) Maintenance of facility equipment and structures to effect a safe environment.

15. Noise - All work shall be conducted as quietly as possible and without unnecessary noise.

Noise level shall conform to all local, State and federal regulations.

16. Participation in district’s safety and security task force as designated by School Business

Administrator.

SECTION 12 - REPORTS TO BE SUPPLIED BY CONTRACTOR

A. School Maintenance Activity Report Frequency: Upon Request Recipient: Principal

This report contains all work that has taken place in a particular school for any given data

range. It would typically include information such as:

- work requested - trade or craft assigned

- who requested the work - work location

- date scheduled - work status

- date completed - cost center charged

- work order type - priority

This report is to be reviewed with the School Principal on a routine basis.

B. School Maintenance Scheduled Work Report

Frequency: Upon Request Recipient: Principal

This report provides all information related to work which has been scheduled for any given

date range and status in a particular school. It would typically include:

- work requested - priority code

- requestor - trade or craft assigned

- work location - approved by

- date scheduled - cost center

- work order status - employee/contractor assigned

This report allows school principals and our management team to evaluate changing

maintenance requirements and adjust work priorities as needed.

C. School Maintenance Backlog Report

Frequency: Upon Request Recipient: Principal

The backlog or outstanding maintenance work report gives the contractor and the school

principal a clear view of what work has been requested but not completed for whatever reason,

e.g. parts on order, area not accessible, funding, etc. It will also show progress made toward

completing a particular project or task. Typical report information would include:

- work requested - work order status

- requested by - priority

- work location - date scheduled

- work status - cost center

- requested by - priority

- employee/contractor assigned

Provided and reviewed routinely to school principals, this report ensures that maintenance

requests do not get forgotten or lost. The review process also provides a means for

re-prioritizing requested work.

D. School System Maintenance Activity Report

Frequency: Upon request Recipients: Administration/School Board

This report is to appear in much the same format as the school maintenance activity report. It

will provide a full view of the maintenance activities throughout the department for any date

range, e.g., week, month, fiscal year, calendar year etc. Information typically included:

- work requested - date completed

- work location - priority

- requested by - approved by

- date scheduled - employee or contractor assigned

- cost center charged - trade or craft assigned

This report is to be provided to the Administration and/or School Board. Its purpose is to give

an overall view of where maintenance resources and tax dollars are being spent.

E. School Board Scheduled Maintenance Report

Frequency: Upon Request Recipients: Administration/School Board

This scheduled work report is to provide a District-wide view of what work has been scheduled

for any given date range and status. Normally, organized by school with the following

information:

- work requested - employee or contractor assigned

- work location - trade or craft assigned

- work requestor - work status

- date scheduled - approved by

- work priority - cost centers

This report and review ensures the proper focus of your maintenance resources.

F. School System Maintenance Backlog Report Frequency: Upon Request Recipients: Administration/School Board

The District backlog or outstanding work report is to provide District-wide view of the work

which has not been completed for any given date range. It is also to provide the reason for the

work not being completed, e.g., parts on order, area not accessible,

funding, priority, etc. This report is to be organized by school with the following information

included:

- work requested - employee or contractor assigned

- work location - trade or craft assigned

- requested by - work status

- schedule date - approved by

- priority - cost center

Prepared and reviewed with Administration. This report will give District senior management

input as to the priority of work not completed.

G. Grounds Maintenance Activity Report

Frequency: Upon Request Recipients: Administration/School Board

The grounds maintenance report is to be provided to show all maintenance activity relative to

grounds and athletic fields. It should be organized by school and can include the following

information:

- completed work - employee/contractor assigned

- outstanding work - requested by

- work in progress - approved by

- unscheduled work - priority

- scheduled work - cost center

This report allows management to view on a school-by-school basis current, scheduled, and

completed grounds activity.

SECTION 13 - CONTRACTOR MAINTENANCE COST/ACCOUNTABILITY REPORTS

The contractor's computerized program should be able to sort and organize cost data by school

District defined parameters, i.e., by cost center, school, capital/not capital expenditures,

department, in-house, contractor, etc. Cost reports should be by date range providing,

month-to-date, year-to-date, or fiscal year-to-date expenditures. The district has four maintenance

employees to be supervised by the contractor.

A. School Maintenance Cost Report

Frequency: Upon Request Recipients: Administration

This report should provide an accounting of all maintenance dollars spent in a particular

school. The cost data should be organized and sorted in any number of ways. Typical data

found in a school maintenance cost report would include:

- labor cost - employee/contractor assigned

- labor hours - trade or craft assigned

- material cost - work priority

- date completed - work type

- requested by - cost center

This report must be produced upon request. The school District and contractor management

should use this report as a tool for preparing the maintenance budget and for cost and labor

allocation review.

B. Equipment Cost Report

Frequency: Upon Request Recipients: Administration and/or School Board

The equipment cost report should be provided to enable management to evaluate maintenance

costs for a specific or type of equipment. This should provide up-to-date information for

repair/replacement decisions, capital budget planning and life cycle analysis. The information

we expect to find on this report is:

- equipment number - employee/contractor - type performed

- preventive maintenance - material cost - approved by

- location - requested by - cost center

Equipment cost reports are to be generated on an as needed basis. The contractor's

management team and school District maintenance personnel will often look at this

information when a machine or piece of equipment has failed in order to determine whether to

repair or replace the unit.

C. School System Maintenance Cost Report

Frequency: Upon Request Recipients: Administration and/or School Board

The maintenance cost report for the school District should include all maintenance dollars

spent for the entire department for whatever date range requested. This report provides a

detailed breakdown of how maintenance dollars are being spent. The following information,

organized by school, is to be found in this report:

- location - employee/contractor assigned

- type of work - trade or craft assigned

- labor cost - priority

- labor hours - date completed

- material cost - cost center

This report is to be submitted to the Administration upon request. The contractor's

management team will use this information on a daily basis as a tool for controlling

maintenance costs.

D. Grounds Maintenance Cost Report Frequency: Upon Request Recipients: Administration and/or School Board

The grounds maintenance cost report provides management a detailed breakdown of where the

maintenance dollars are being allocated or spent. This information should be organized by

school and will include:

- type or work - employee/contractor assigned

- location - priority

- labor cost - approved by

- labor hours - date completed

- material cost - cost center

This report is to be generated upon request. The contractor's management personnel will use

this information to focus labor material and equipment resources where they are most needed.

E. Vehicle Cost Report Frequency: Upon Request Recipients: Administration and/or School Board

The vehicle cost report is to be used to track expenditures on department vehicles that will

include cars, trucks, tractors, etc. The report should provide detailed cost breakdown and

maintenance history information for each vehicle in the system. This information includes:

- work performed - employee assigned

- labor cost - date requested

- labor hours - date received

- material cost - date scheduled

- type of work - cost center

Vehicle cost reports are to be prepared upon request. The contractor's management team

should use this information often to make repair/replacement decisions and to do life cycle

analysis on vehicles.

F. Contractor Cost Reports

Frequency: Upon Request Recipients: Manager and/or School Board

Contractor cost reports should provide information relating to any contractor cost and

activities throughout the District. A detailed breakdown for one or a particular type of

contractor is available. Typical information requests in this report are:

- type of work - date scheduled

- work location - date completed

- work performed - requested by

- labor cost - approved by

- material cost - cost center

This report is to be prepared upon request or on an as needed basis. We find this report useful

for both Administration and contractor personnel in evaluating contract performance and

making in-house versus contract decisions.

G. Utility Use Cost Report

Frequency: Upon Request Recipients: Administration and/or School Board

Report should track, by meter or account, accurate monthly usage in dollars and in the utility’s

respective measuring. This data should be prepared to compare current cost and usage to prior

years:

- gas - sewer

- electric - telephone

- water

SECTION 14 - MINOR CORRECTIVE MAINTENANCE

The District will provide and maintain an issue of hand tools for each school (if none exists) to

enable custodians, plant managers and school maintenance technicians to perform minor

maintenance tasks. Contractor will also provide the employee training and quality assurance

inspections to ensure proper performance of the tasks. Hand tools to be provided are:

Claw hammer

Hand saw

Standard pliers

Wire cutter pliers

Selection of screw drivers

Plunger

Plumber’s snake

Adjustable wrenches

Shovel

Stepladder

Lubricant

Work gloves

Tool Box

The Board has not specified a minimum amount of overtime regarding its maintenance and

grounds department. However, the need for overtime may arise in order that the successful

contractor must ensure that all work orders approved by building principals or other administration

are completed in the minimum time limits set based on their classification.

SECTION 15 - WORK ORDERS

The Burlington Township School District utilizes the SchoolDude Work Order system. No other

work order system may be substituted without the express consent of the Schools Business

Administrator. The resident manager will be responsible for maintaining the system and the

School Business Administrator and technology department will retain administrative rights over

the system.

Maintenance, custodial and grounds work orders shall be classified as one of the following

requests:

A. Emergency Work Order – If any condition arises in which any student can be in any potential

danger or serious injury could occur should a repair not be made, this request is considered an

emergency work order and must be completed within 12 hours or as directed by the School

Business Administrator.

B. Urgent Work Order – Any work order, which is of a serious nature and may potentially

become a danger to anyone in or on the District property. These work orders must be

completed within two business days or as directed by the School Business Administrator.

C. Normal Work Order – Any work order not fitting the description of emergency or urgent

should be completed within 15 days of the request. Under no circumstances should any work

order be outstanding for more than 25 days, unless extension is granted by the School Business

Administrator.

D. Routine and Preventative Maintenance – The maintenance department must keep a minimum

routine maintenance schedule for all equipment and work descriptions as outlined in the

Preventive Maintenance Work Schedule known as SPECIFICATION RM – ROUTINE

MAINTENANCE. Preventative maintenance is essential to reducing the number of repairs on

equipment and the distruption of the learning environment.

Within 30 days of the award of this contract, the contractor must provide the District with a

detailed preventive maintenance program, which covers all building equipment, systems and

related equipment used to meet these complete specifications. Such preventive maintenance

must be approved by the School Business Administrator and has to provide at a minimum the

level of services and frequency currently being provided to the District. The successful

contractor must reinventory and update the current District inventory of equipment provided

under Appendix PM. The preventive maintenance schedule must provide very detailed

information as to what maintenance is being performed on the District systems and equipment.

E. The status of any and all work orders issued shall be determined by the District administration.

If there is any question by the facilities director about the status of a work order, the final

decision shall be made by the School Business Administrator. Work orders shall be classified

as shown in the section titled, ―Minor Corrective Maintenance‖.

Emergency Window Repairs

BROKEN WINDOWS SHOULD BE ORDERED OR REPLACED WITHIN 4 DAYS AND

SHOULD BE A TOP PRIORITY

A. Broken (replace with plywood immediately until replacement is installed)

B. Panes will not slide

C. Will not open or close

D. Locking hook broken

E. Entrance door glass (replace immediately with plywood until replacement is installed)

All broken windows and doors should be ordered or replaced within 4 days or earlier.

Light Replacement

A. Globe/cover missing

B. Globe/cover broken

C. Fixture broken

D. Globe/cover loose

E. Switch cover loose/missing

F. Light burned out

Minor Wall/Floor Repair

A. Baseboard off wall

B. Minor touch up painting, 6-inch circle or less

C. Mounting and hanging of pictures, tack boards, and supply dispensers

Door Repair

BROKEN DOORS SHOULD BE ORDERED OR REPLACED WITHIN 4 DAYS AND

SHOULD BE A TOP PRIORITY

A. Squeaks

B. Name plate missing/broken

C. Card holder missing/broken

D. Door signs missing/broken

Exit Sign Repair

A. Light out

B. Sign broken

C. Sign off wall

D. Sign missing

E. Replace battery

Curtain Repair/Possible Removal

A. Rod coming out of wall

B. Rod bent

C. Curtain off rod

D. Draw stick or cord repair/replacement

Desk Repair A. Molding broken

B. Drawer handle missing

C. Drawer sticks/broken

D. Tack board replacement

E. Legs repaired or adjusted

Urinal Repair

Stopped up.

Minor Plumbing Repairs

A. Nozzle stopped up.

B. Drain stopped up.

C. Faucet leaks.

D. Handle broken/missing.

E. Faucet stays on when turned off.

F. Nozzle missing.

G. Broken soap holder.

H. Handle comes off.

I. Shower curtain torn, missing/excessively dirty

J. Drain cover missing

K. Toilet stopped up.

L. Toilet will not flush.

M. Toilet paper holder broken/missing.

N. Toilet seat broken.

O. Latch on stall door broken.

P. Faucet Handle coming off.

Q. Sink stopped up.

R. Drain stuck closed.

S. Stopper will not hold water.

T. Stopper missing.

U. Reattach/replace shelves.

V. Repair/replace paper towel dispenser.

Unit Ventilators/District PA and Bell Systems/Other Mechanical Systems and Equipment

The District can, at its option, agree to pay for training on District unit ventilators, PA and bell

systems, and mechanical systems so that contractor may perform more than minor repairs on

specific equipment.

SECTION 16 - WORK EXCLUDED FROM THIS SPECIFICATION

A. Drum sanding of stage and gym floors.

B. Providing lawn seed or sod.

C. Provision of any pest control services, including herbicide and fertilization services.

D. Sandblasting exterior building surfaces.

E. Major plumbing, electrical, mechanical or repairs of any kind, which cannot be performed by

the maintenance department personnel, as determined by the School Business Administrator.

F. Cleaning of kitchen and serving area will be completed by the kitchen staff (with the exception

of floors and cafeteria walls).

G. Cleaning of chalk erasers.

H. The washing or dry cleaning of curtains.

SECTION 17 - GROUNDS MAINTENANCE - GENERAL

1. The Contractor shall perform all its obligations and functions under this Contract in

accordance with the specifications attached hereto, and in a professional and

businesslike manner so that the landscape and turf areas are agronomical maintained in

a healthy, vigorous growing condition and are have a neat and clean appearance. The

Contractor shall use its best efforts to coordinate its activities with and adjust its

activities to the needs and requirements of the Owner and the various users of these

areas and to perform its activities so as not to annoy, disturb, endanger, unreasonably

interfere with or delay the operations or activities in these areas. The Contractor

acknowledges that time is of the essence to complete the work as specified. The

Contractor agrees that all work shall be prosecuted regularly, diligently, and

uninterrupted at such a rate of progress as will ensure full completion thereof within an

expedited time period.

2. Contractor shall designate a representative who shall act as contact with the owner's

representative.

3. The contractor will provide in writing, a mowing schedule covering a minimum of

three (3) months indicating the dates that each location will be serviced (maintained) in

accordance with the requirements herein. This schedule must be adhered to unless

agreed upon by the District and the Contractor. The schedule must be updated one

month in advance of its ending date. Failure to comply with the requirements of this

paragraph shall be considered default on the part of the contractor and shall be

considered reason sufficient enough to terminate the contract upon notification of the

contractor. In the event of inclement weather, mowing operations/schedules may be

modified upon notification and approval of the District representative. Should the

contractor encounter wet ground conditions in the area to be mowed, the area may be

bypassed with notification of the District representative. However, the area must be cut

as soon as possible by other means should conditions not permit equipment usage.

4. Monthly Contractor’s Report

Upon completion of each month of service the contractor shall be required to submit

along with the invoice for payment to the District’s Representative, a monthly

contractor’s report with all the required signatures and the following:

a) Contractor’s certification that the work was completed.

b) Sheet with Principal or designee signature.

5. Damage to District /Private Property

The contractor shall take necessary precautions to protect District, Township, and

Private property. Any damage to property resulting from the wrongful or negligent acts

of the contractor's employees shall be reported to the District representative

immediately. The contractor will be responsible for the repair or replacement of

sprinkler system parts, water, electric, telephone lines, hedges, shrubbery, trees,

fencing, buildings, etc., damaged during the course of their operation if found

negligent. These repairs or replacements must be accomplished immediately at the

contractor’s expense. Replacement material/parts shall be identical, the same make

and part or model number as that currently used or approved equal. In the event the

contractor does damage to Owner/Private property during the course of the mowing

operation and such damage is not repaired within a reasonable length of time by the

contractor and upon the notification of the contractor, the District shall reserve the right

to make such repairs and bill or deduct from payment the cost of such repairs.

6. Safety

b. All materials and performance of work will meet all Federal Health and Safety

laws currently in effect, and those of local authorities having jurisdiction.

c. The contractor shall take all necessary precautions for the safety of his/her

employees on the job and of the general public. Lawn, Landscape & Athletic

field Maintenance work shall be scheduled to provide the least inconvenience

to occupants of the buildings and users of fields.

d. The contractor shall protect all planted areas and plants from during

maintenance operations. Damaged material shall be repaired and/or replaced by

the contractor.

SECTION 18 - SPECIFICATIONS FOR GROUNDS MAINTENANCE & ATHLETIC FIELDS

1. Mowing

a) All types of turf grass areas will be maintained at the recommended height for the

species being managed, other considerations will be season and use of turf. All

mowing required will be included in base price. Each mowing service will include

grounds detail work i.e. string trimming, edging, and general grounds policing,

cleaning of walkways and entrances, etc. removing all debris created during

operation.

b) All rotary mowing equipment will have their blades replaced with sharpened blades

on a weekly basis, so as not to tear grass. Patterns will be employed to permit

recycling of grass clippings and to present a neat appearance... Athletic Fields will

be mowed from 2‖ to 2.75‖ depending on season and sport played on field. The

High school athletic fields may require two (2) cuts per week during peak growing

season and should be included in base proposal price. Excess clippings from all turf

will be removed through dispersal with a blower or physical removal, and comply

with any present or future ordinances regarding disposal. Papers and other debris

will be cleaned off all lawn areas before and after mowing. Stripping of turf with

mowing pattern or other means will be done for enhanced aesthetics before game.

c) If turf cannot be mowed due to inclement weather and turf has exceeded the no

more than one third leaf surface removal, mowing height must be raised and turf

mowed twice. Excess clippings will be removed.

d) String trimming will be performed around all obstacles and along fence lines even

if treated with approved herbicides. Restrict use from concrete edges and surfaces

(see Mechanical Edging). Contractor will be liable for all damages from

Mechanical equipment used or controlled by Contractor.

Mowing Schedule (minimum)

Month

Premium

Fields

Practice

Intramural

General

Lawns

January 1 1 1

February 1 1 1

March 2 1 1

April 5 3 3

May 7 4 4

June 7 4 4

July 6 4 3\4

August 6 4 3\4

September 7 4 4

October 6 4 4

November 4 3 3

December 2 2 2

*In winter months, mowing represents leaf removal. Contractor is responsible to

move leaves to curb but not for cost of disposal. Those months listing two numbers

may require an additional mowing – there will be no additional charge to the

District for this service. It must be covered in the base cost.

2. Mechanical Edging

This service is performed along concrete walk and curb areas every other mowing cycle.

3. Turf Management

Turf areas will receive care as outlined below. All product labels and MSDS sheets will be

supplied to the client (or designated representative) prior to the application of a pesticide. If

pesticides are to be applied notification must be given to the site a minimum of twenty-four

hours in advance. All pesticides having a designated REI (re-entry-interval) must be posted

designation so, there will be no exceptions to this rule. All federal, State and local laws will

be adhered to in the application of all pesticides.

a) Fertilizer

Athletic fields will receive a minimum of five applications to the premium athletic

fields per year. Typical timing and product as follows: April 15 application, .75

pounds of Nitrogen, 33 %(minimum) slow release with a ratio of 3-1-3. June 1, one

pound of Nitrogen, 50%(minimum) slow release properties and a ratio of 1-0-1.

August 1, one pound of Nitrogen, 50%(minimum) slow release properties and a

ratio of 1-0-1. September 1, application, one pound of Nitrogen, 25% slow release

with a ratio of 4-1-2. October 15, one pound of with a ratio of 5-1-2 must be made

at the rate of one pound of Nitrogen (no more than 25% slow release) per thousand

square feet. Fertilizer products may change at the discretion of the School Business

Administrator if a field or area requires a different fertilizer mix. If this is required,

it will be provided at no additional cost to the district.

Liming and other fertilizers requested for athletic fields will be treated as add on

materials only; no labor charges can be applied. Soil tests will dictate the need for

liming. Additional fertilization cannot exceed more than 2 applications of premium

athletic and one for practice or middle school fields.

Practice and Intramural fields will receive three applications per year of a balanced

fertilizer. One in the spring, April 15, one pound of Nitrogen, 33 % (minimum)

slow release with a ratio of 3-1-3 in the fall same as athletic application for August

and September.

General Lawns (school fronts) will receive one-fertilization per year in October

with a balanced fertilizer with a ratio of 4-1-2 at the rate of one and one half pounds

of nitrogen (a minimum of 33% must be from a slow release source) per one

thousand square feet.

b) Aeration

All athletic fields will be core aerated a minimum of twice per year heavily and

twice per year lightly. Core Aeration will be performed with a core tine type

aerator. Heavy aeration will consist of eight to ten passes with 50% overlap; light

aeration will consist of three to four passes allowing a 50% over lap. Shatter tine

aeration will be conducted a minimum of twice annually employing a P.T.O driven

shatter tine aerator. One heavy aeration may coincide with over seeding. Shatter

Tine Aerator must be a PTO driven and have a vibrating motion with a minimum

penetration of 3.5‖ with solid steel tines. (Recommended make Aera-Vator 60‖

model).

Athletic fields -- Two heavy core-aerations will be required. (Fall Sports April and

late July and two light aerations May and August). (Spring Sports in the spring

after season ends and again in late August). Shatter tine will be performed making

one pass prior to heavy aeration. In season shatter tine aeration should be

conducted on fall sport fields with PTO off so soil surface is not altered.

(Compaction reading must be taking using an electrometer and recorded).

c) Top-Dressing

Native soil fields. This will be conducted on the crown of the football field, soccer

goal- mouth areas (high school fields only) & worn areas in baseball outfield where

football practice is conducted. Area will be top dressed with Calcite Clay,

Diatomaceous Earth or Vitrified clay at a rate of 200 lbs per thousand square feet.

This is to be done in conjunction with core aeration. If the District does not have or

can rent necessary equipment to perform this service, the District may, at its own

expense, contract with an outside service.

d) Irrigation

Irrigation operation and scheduling is the responsibility of the contractor for all

automatic irrigation systems. All lawns and athletic fields must receive adequate

irrigation so as to promote deep rooting and maintain health and vigor of turf.

Maintenance of all automatic irrigation systems is the responsibility of the

contractor. Contractor will, continually inspect and operate all the irrigation

system(s) and make necessary adjustments to heads and time clocks. Major

deficiencies will be reported immediately to designated client representative.

Contractor will, once per month, conduct a system(s) check and do preventative

maintenance on all irrigation components. Items included are valves, pumps and

controllers. Contractor will provide within this agreement the needed labor to repair

or replace any damage caused to the irrigation system from lateral pipe out to the

heads that is attributable to typical use including head or nozzle replacement.

e) Over seeding\Cleat Seeding

Premium athletic fields (high school) will be seeded semi-annually with Certified

Athletic field mix seed containing Blue & Perennial rye grass mix at the rate of

three (3) pounds of Pure Live Seed per one thousand square feet. Fall sports fields

will receive in addition to over seeding a process known in the Sports Turf

Management industry as ―Cleat seeding‖(this will occur up to five times). This will

be done with a Certified Perennial rye grass blend at the rate of seven (7) pounds of

Pure Live Seed per one thousand square feet.

Seeding or sodding in established turf areas will be performed on damaged areas

once the causal agent of demise is determined. Genus species of turf best suitable

to the climate zone, use of the turf areas, and available light will be used. Athletic

fields will be timed in accordance with the use of the field. Cleat seeding during the

season may be required on the football and soccer fields in areas of heavy traffic.

Materials and equipment to complete repairs will be supplied by the school District.

f) Weed Control

The District will provide weed control materials to be applied by the contractor for

all types of athletic fields in the District. Pre-emergent herbicides are to be applied

a minimum of twice per year in a timely manner so as to control broadleaf and

grassy weeds. Post emergent weed control will be applied to fields must take place

a minimum of twice per year and a maximum of three times per year, after weeds

are identified and have exceeded an acceptable threshold (to be determined by

District). Spot treatments are acceptable. Combination products are acceptable for

pre-emergent application as long as a blanket treatment is warranted and product

meets guidelines for fertilizer as outlined above. Good Integrated Pest Management

techniques must be employed prior to application of all herbicides. Written

documentation of these techniques must be maintained by contractor and supplied

to district or state as requested.

g) Insect Control / Disease Control

The District will provide Insect/disease control materials to be applied by the

contractor for the athletic fields. All insecticide/fungicide treatments will be on an

as needed basis, and only after implementing the District’s Pest Management Plan

and documenting the failures of that implementation. Contractor must identify pest

and demonstrate method of control to client. Good Integrated Pest Management

techniques must be employed. Record(s) of all pesticide applications must be

maintained on site and be available to District on demand.

Pest Management: No pesticides will be applied without the proper procedures of

identifying the target pest, reading of labels, SDS or MSDS sheets, the following of

all local, State, and federal regulations. The applicator must have a valid pesticide

applicator license in the jurisdiction before applying and pesticides. The contractor

will supply equipment for weed control. The following will done in accordance

with the district’s Integrated Pest Management Plan, the actions taken under which

will be documented and available for inspection by the district or state as needed.

1) Weeds: Control of non-desirable vegetation will be controlled with the use

of pre-emergent and post-emergent herbicides or a combination of both.

This includes turf areas, ornamental plant beds, sidewalks, parking lots, and

along fences.

2) Insects: Control of insect populations will be managed at an acceptable

threshold with the use of biological (environmentally friendly) methods,

and chemical insecticides, when necessary.

3) Diseases: Control of diseases will be treated once identified as a curative

versus preventive disease.

h) Baseball/Softball

Skinned surfaces will be repaired each fall to remove deficiencies in surface

including lips around all turf, clipping at grass lines and any holes around home

plate and base of pitchers' mound. Materials needed to make repairs on fields are to

be supplied by District. Brick dust is not an acceptable top dress for skinned areas.

Calcined clay or Vitrified clay are the only product(s) to be used on skinned

surfaces. Color will be coordinated with coaches. In skinned area additional

infield mix is required, District will supply up to 10 tons per field. Pitcher’s mound

and home plate area will be reconstructed each year to meet NFHS specifications

for baseball\softball. Mound clay to be provided by District. Routine grooming of

skinned surface to be performed prior to each varsity softball and baseball game.

Minor mound and home plate surface repair to be conducted by coaches; major

repairs, will be conducted by contractor. An initial evaluation must be made by the

contractor during the survey process and documented.

Field lining will be done as often as requested by Athletic Director to properly

prepare the athletic field for all games, practices and interscholastic activities.

Frequency will be based on field use. Materials and equipment for properly lining

athletic fields will be provided by the school District. Logos are not to be included

with this proposal unless District identifies during survey process.

i) Set up & Take Down

Contractor must provide pre-game preparation for all scholastic sports on the fields

encumbered by this agreement. This includes: Baseball, infield dragging, home

plate and pitchers mound prep, and lining of the field, same for softball. Should

skinned area become wet, contractor will be responsible for doing everything

considered reasonable to prepare the game for play including the use of drying

materials, pumping water off, applying nail drag. Football includes painting, stripe

mowing, bench set up, putting out markers and placing Astroturf mats in the player

area. Soccer includes marking field, placing flags and setting up benches. Post

game responsibilities, baseball\softball, repair of any deficiencies on infield & and

outfield, this work must be performed before the next scheduled event, excludes

double headers or tournaments. Football, remove all portable benches and

markers. Drag & roll field, lightly irrigate, same for soccer. Fill all divots with

proper soil mix based on construction of field with pre-germinated seed. This

pertains to high school fields only. Middle School fields, all Middle school softball

fields will be dragged once per week and beforeall scheduled games. Batting boxes

and pitcher areas will be repaired as needed. Football\soccer fields will be dragged

and rolled one day after the event. Fill all divots with proper soil mix based on

construction of field with pre-germinated seed. The contractor must have the ability

to make major repairs on any of the fields. The District shall provide necessary

equipment to provide such repairs.

Bare earth maintenance on tracks and infield areas will be maintained as needed to

keep up a desirable condition for use. Supplies and equipment will be supplied by

the school District.

j) Playground equipment will be inspected twice daily and repaired as needed during

the year. Supplies and parts for repair will be supplied by the school District.

4. Addition of Newly Constructed Facilities

These above-mentioned specifications are to be adhered to for all facilities regardless of

time of ownership by the District. Modification in the contract will be made by mutual

negotiation. Related cost such as those of similar size will be applied.

5. Plant beds, shrubs, woody ornamental, ground covers, and all other tree care

specifications.

a) Pruning

1) All pruning and thinning will be conducted utilizing acceptable

horticultural practices with the intent of retaining the plant's natural shape

and the original design intent.

2) Shrubs shall be selectively pruned to remove excess growth. Training of

hedges will begin with first flush of growth to force shrubs to fill space

tightly. All hedges will be sheared using an ―A‖ shape with the base

remaining wider than the top. Shrubs will be inspected periodically for

crossing limbs that may cause cankers. Dead wood will be removed upon

visual inspection. Dead plants will be removed from the landscape after

notification to client. (Trees exceeding twenty feet in height or eight-inch

caliber are excluded).

3) Pruning of all flowering shrubs (hedges excluded) will be conducted so as

to induce heavier flower bud production. Evergreen shrubs shall be pruned

naturally to maintain their natural appearance after the new growth has

hardened off.

4) Hedges and shrubs obstructing pedestrian or automobile traffic will be

pruned as needed. Plants will be inspected for safety as pertaining to

pedestrians. If plant cannot be maintained in an acceptable aesthetic

manner contractor will recommend removal to owner representative.

Deciduous Trees along walks and in lawn areas will have a minimum

clearance of eight feet (8’). Trees branched to ground level or mulched to

drip line are exempt from this rule.

5) When pruning is complete no coat hangers will remain on plants and flush

cuts are not an acceptable means. Another concern is that plants near where

pedestrian traffic occurs must not be left with any sharp edges or potential

protrusions.

6) All ornamental plant beds will be inspected daily for any thing that would

detract from aesthetics including weeds and debris. Zero tolerance is the

acceptable goal for weeds and debris.

7) Contractor assumes no liability for consequential or inconsequential

damages arising from plant obstructions provided such obstructions are not

a result of contractor negligence.

8) Ornamental beds and trees will be mulched, have a defined edge, and be

free of weeds prior to placement of mulch. Mulch will not exceed a depth of

two inches. Materials and equipment necessary for bed maintenance will be

supplied by the school District.

b) Tree Care

1) Removal of dead limbs and branches from all trees shall occur on an as

needed basis. Major pruning will be conducted a minimum of one time per

year and up to a height of 20'. Any branch perceived as a safety issue will

be removed immediately. Flagging trees must have the reason for this

decline identified. When pruning is complete no coat hangers will remain

on plants and flush cuts are not an acceptable means. All cuts will be

―Branch Collar Cuts‖. Dead plants should be removed from the landscape

after notification has been provided to client.

2) Trees obstructing pedestrian or automobile traffic will be pruned as needed.

Trees will be inspected for safety as pertaining to pedestrians. If plant

cannot be maintained in an acceptable aesthetic manner contractor will

recommend removal to owner representative. Deciduous Trees along walks

and in lawn areas will have a minimum clearance of eight feet (8’). Trees

branched to ground level or mulched to drip line are exempt from this rule.

3) Remove all sucker growth and water sprout from trees on a regular basis.

4) Specific pruning practices. Shade and ornamental trees (not exceeding 20'

in overall height). Prune trees to maintain the desired uniform appearance

by thinning or cutting back naturally. Pruning will be conducted so that

branching is encouraged to hang over walks with adequate ground

clearance.

c) Insect Control / Disease Control

The contractor will provide Insect/disease control for trees and shrubs1. All

insecticide, fungicide and herbicide treatments will be on an as needed basis.

Contractor must identify pest and demonstrate method of control to client. Good

Integrated Pest Management techniques must be employed.

SECTION 19 – GROUND SUPPLIES

This program will be designed to promote the safe and enjoyable use of the exterior facilities as

well as the overall attractiveness of the school District. The District shall provide supplies and

equipment including tractors, lawn mowers, edgers, trucks, seed, mulch, fertilizers, pesticides,

replacement plant material, sod, and seed as required to perform in accordance with these

specifications. Soil samples will be taken at the commencement of this contract to determine

nutrient and pH levels. Results of soil samples will aid in determining fertility requirements

and determining the pH adjustments needed to grow vegetation. All soil sample copies must

be kept on file for review by the District at their discretion.

1. Contractor Obligations

Contractor must be licensed to perform said work, including any special licenses such as

Commercial Pesticide applicators permit and registration with Department of Agriculture.

This information must be on file with client. This information must be submitted with

proposal. Equipment, all equipment to perform operations will be the responsibility of the

contractor. All employees of the contractor will be in an identifiable uniform and will

check in upon arrival at site. Employees will also check out when leaving. It is the

responsibility of the contractor to secure all equipment during operation so as not to create

an attractive nuisance that could injure a student.

Contractor shall designate contact person for daily operations; said person will be

responsible for daily operations. Site based individual(s) must complete a criminal

background check at the cost of the contractor. Evidence of this investigation must be

provided to client. Monthly, Quality Assurance inspections will be conducted to insure

contract compliance. District Representative will coordinate inspections. Contractor will

have a manager present for inspections.

SECTION 20 - ADDITIONAL DUTIES - GROUNDS MANAGEMENT:

1. Provide periodical surveys of operational standards for grounds management program and

upgrade as needed to improve safety, efficiency and aesthetics.

2. Establish a cultural and operations calendar that outlines an annual program for grounds

management practices.

3. Develop and implement training programs for grounds personnel by using the following:

a) Audio-visual

b) Text and reference manuals

c) Professional seminars

d) On the job training

4. Quality control includes routine written inspections by resident manager and project

engineer to assure quality and safety on school grounds and safe/playable athletic fields.

5. The contractor will provide the labor for snow removal for the Burlington Township Board

of Education buildings' sidewalks and parking lots, including transportation. All on-site

and off-site office walkways will be cleared of snow with a substance that will not harm the

concrete. Supplies for snow removal will be provided by the school District. Equipment

will be provided by the school District. If snowfall accumulation is excessive, the

contractor must consult with the Board of Education’s administrative designee. The Board

of Education designee alone has the authority to authorize emergency measures.

6. The contractor will assist the school District in the removal of recyclables (paper, cartons,

cans) from each school District building to the designated recycling dumpsters within the

District. The contractor must comply with all of the District’s recycling programs provided

that these programs do not increase the contractor’s costs.

7. The District will supply hand tools, fertilizer, herbicides, line point, and any additional

supplemental equipment the contractor deems necessary to perform the grounds

specifications.

This document must be provided on WHITE paper.

PROPOSAL SHEET CHECKLIST THE FOLLOWING DOCUMENTS MUST BE EXECUTED AND

SUBMITTED IN THE PROPOSAL PACKET FOR YOUR PROPOSAL TO BE CONSIDERED

_________ 1. Proposal Sheet on blue paper _________ 2. Certification of Respondent _________ 3. Non-Collusion Certificate on green paper _________ 4. Bid Bond _________ 5. Consent of Surety _________ 6. Public Disclosure Information _________ 7. Affirmative Action Signed Regulations on pink paper _________ 8. Schedule AA on yellow paper, as many forms as needed _________ 9. List of Equipment _________ 10. List of Cleaning Supplies _________ 11 New Jersey Business Certificate _________ 12. New Jersey Public Works Contractors Registration _________ 13. Policy and Procedures Operating Manual _________ 14 Human Resources Manual _________ 15. Maintenance Management Software Program _________ 16. Employee Training Program _________ 17. Employee Health Benefits Specifications _________ 18. Financial Statement and Credit _________ 19. Sample Preventive Maintenance Report _________ 20. Copy of Certified Educational Facilities Management License for proposed resident manager _________ 21. Certificate of Insurance

Burlington Township Board of Education will check for the documents before award of contract.

FORMS

This document to be provided on BLUE paper

PROPOSAL SHEET

CONTRACT YEAR 1

Base Proposal Price: February 1, 2014 – January 31, 2015 Monthly Cost: ___________________________ Annual Cost (12 months) __________________

Per Unit Costing: One (1) additional grounds person Monthly Cost Year 1: _____________________ Monthly Cost Year 2: _____________________ One (1) additional full time custodian Monthly Cost Year 1: _____________________ Monthly Cost Year 2: _____________________

CONTRACT YEAR 2

Base Proposal Price: February 1, 2015 – January 31, 2016 Monthly Cost: ___________________________ Annual Cost (12 months) __________________

Per Unit Costing: One (1) additional grounds person Monthly Cost Year 1: _____________________ Monthly Cost Year 2: _____________________ One (1) additional full time custodian Monthly Cost Year 1: _____________________ Monthly Cost Year 2: _____________________ The Company is prepared to begin on ____________________________ (Date)

This document to be provided on BLUE paper

CERTIFICATION OF RESPONDENT THIS SIGNED CERTIFICATION IS TO ACCOMPANY EACH PROPOSAL SUBMITTED TO THE BURLINGTON TOWNSHIP BOARD OF EDUCATION

The respondent has read the Specifications, the Terms of the Request for Proposal, and certifies that he will comply with delivery dates mentioned therein unless an advance request for later delivery is acceptable to the school and arrangements are confirmed by the Secretary of the Board.

Failure to meet delivery promises may mean cancellation of the order.

Payments on orders will be made with approval of Board of Education upon receipt and acceptance of entire shipment, unless special terms are arranged with the Board of Education through the Business Administrator. I, the undersigned, certify that I have read and fully understand the attached request for proposal, including any addendums issued. I further certify that I have visited all sites and facilities covered by the specifications. I certify that my company meets all the requirements specified. Name of Company: ___________________________________________ Address: ___________________________________________ ___________________________________________ Telephone: ___________________________________________ Signature: ___________________________________________ Contact Person: ___________________________________________ Taxpayer ID # ___________________________________________ Notary: ___________________________________________ (Signature) (Seal)

SURETY

Note: If a corporate surety bond is required by the specifications, delete the section pertaining to Personal Surety Bond before giving questionnaire to respondent. CORPORATE SURETY BOND _____ Yes _____ No Name of Company _________________________________________ Address of Company ______________________________________ ______________________________________ PERSONAL SURETY BOND _____ Yes _____ No (Two Bondsmen Required) 1. Name ________________________________________________ Address ______________________________________________ State location and value over all encumbrances thereon of real estate owned in the county of _________ ______________________________________________________ Value $ ___________________ Location ________________ ______________________________________________________ Are you providing a personal bond in any other school district - YES ___________________ NO ________________ 2. Name _________________________________________________ Address _____________________________________________ State location and value over all encumbrances thereon of real estate owned in the county of _________ ______________________________________________________ Value $ ___________________ Location _________________ ______________________________________________________ Are you providing a personal bond in any other school district - YES ___________________ NO ________________ Familiarity With Conditions of Contract Have you read carefully the applicable New Jersey Statutes, regulations, procedures, the rules of the local board of education pertaining to pupil transportation, the specifications upon the basis of which the accompanying proposal is submitted, and the contract which the successful contractor will be required to execute? Yes __________ No _______________ _________________________________________ Contractor's name Address _________________________________ _________________________________ _________________________________ Authorized signature

STOCKHOLDERS' DISCLOSURE

All respondents are hereby notified that every corporation and partnership, according to the provision of Chapter 33,

Laws of 1977 of the State of New Jersey, must submit a statement prior to the receipt of the proposal or accompanying the proposal setting forth the names and addresses of all stockholders in the corporation or partnership who own 10% or more of its stock, of any class or of all partners in the partnership, who own 10% or greater interest therein, as the case may be.

If one or more such stockholder or partner is itself a corporation or partnership, the stockholders holding 10% or more of

that corporation's stock, or the individual partners 10% or greater interest in that partnership, as the case may be, shall also be listed. The disclosure shall be continued until names and addresses of every non-corporate stockholder, and individual partner, exceeding the 10% ownership criteria established in this act, has been listed.

ALL CORPORATE OR PARTNERSHIP RESPONDENTS SHALL COMPLETE THIS FORM WHICH IS IN ACCORDANCE WITH P.L. 1977 CH. 33 (N.J.S.A. 52:25-24.2) List of shareholders or partners with 10% or more of the stock or interest in said corporation or partnership (all corporate partners or shareholders owning 10% or more of the stock must disclose their shareholders as above provided). Shareholder or Partner % Interest Address ( ) No stockholder or partner of the corporation or partnership holds 10% or more ownership. ( ) Respondent is a corporation: EIN: _____________________ ( ) Respondent is a partnership: EIN: _____________________ ( ) Respondent is a sole proprietorship: EIN/SSN: __________________ I hereby certify that the information given above is true and correct as of _____________________. (Date of Proposal) ______________________________________________ Title & Signature of Authorized Representative If there are any questions concerning this form or its completion, refer to Statute (PL 1977, CH. 33) N.J.S.A. 52:25-24.2

This document must be provided on PINK paper.

AFFIRMATIVE ACTION (P.L. 1975, C. 127 (N.J.A.C. 17:27) During the performance of this contract, the contractor agrees as follows:

(a) The contractor or subcontractor, where applicable, will not discriminate against any employee or applicant for employment because of age, race, creed, color, national origin, ancestry, marital status, sex, affectional or sexual orientation. The contractor will take affirmative action to ensure that such applicants are recruited and employed, and that employees are treated during employment, without regard to their age, race, creed, color, national origin, ancestry, marital status, sex, affectional or sexual orientation. Such action shall include, but not be limited to the following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided by the Public Agency Compliance Officer setting forth provisions of this nondiscrimination clause;

(b) The contractor or subcontractor, where applicable will, in all solicitations or advertisements for employees placed by or on behalf of the contractor, state that all qualified applicants will receive consideration for employment without regard to age, race, creed, color, national origin, ancestry, marital status, sex, affectional or sexual orientation;

(c) The contractor or subcontractor, where applicable, will send to each labor union or representative or workers with which it has a collective bargaining agreement or other contract or understanding, a notice to be provided by the agency contracting officer advising the labor union or workers' representative of the contractor's commitments under this act and shall post copies of the notice in conspicuous places available to employees and applicants for employment.

(d) The contractor or subcontractor, where applicable, agrees to comply with the regulations promulgated by the Treasurer pursuant to P.L. 1975, c. 127, as amended and supplemented from time to time and the Americans with Disabilities Act.

(e) The contractor or subcontractor agrees to attempt in good faith to employ minority and female workers consistent with the applicable county employment goals prescribed by N.J.A.C. 17:27-5.2 promulgated by the Treasurer pursuant to P.L. 1975, c. 127, as amended and supplemented from time to time or in accordance with a binding determination of the applicable county employment goals determined by the Affirmative Action Office pursuant to N.J.A.C. 17:27-5.2 promulgated by the Treasurer pursuant to P.L. 1975, c. 127, as amended and supplemented from time to time.

(f) The contractor or subcontractor agrees to inform in writing appropriate recruitment agencies in the area, including employment agencies, placement bureaus, colleges, universities, labor unions, that it does not discriminate on the basis of age, creed, color, national origin, ancestry, marital status, sex, affectional or sexual orientation, and that it will discontinue the use of any recruitment agency which engages in direct or indirect discriminatory practices.

(g) The contractor or subcontractor agrees to revise any of its testing procedures, if necessary, to assure that all personnel testing conforms with the principles of job-related testing, as established by the statutes and court decisions of the State of New Jersey and as established by applicable Federal law and applicable Federal court decisions.

(h) The contractor or subcontractor agrees to review all procedures relating to transfer, upgrading, downgrading and layoff to ensure that all such actions are taken without regard to age, creed, color, national origin, ancestry, marital status, sex, affectional or sexual orientation, and conform with the applicable employment goals, consistent with the statutes and court decisions of the State of New Jersey, and applicable Federal law and applicable Federal court decisions.

(i) The contractor and its subcontractors shall furnish such reports or other documents to the Affirmative Action Office as may be requested by the office from time to time in order to carry out the purposes of these regulations, and public agencies shall furnish such information as may be requested by the Affirmative Action Office for conducting a compliance investigation pursuant to Subchapter 10 of the Administrative Code (NJAC 17:27). All successful vendors shall submit within 7 days of the notice of intent to award the contract or the signing of the contract one of the following: 1. Evidence of a federally approved Affirmative Action Plan; 2. A certificate of Employee Information Report Approval; or

3. A completed Employee Information Report (Form AA302). This form is available upon request from the Business Office of the Board of Education.

This document must be provided on PINK paper.

AFFIRMATIVE ACTION QUESTIONNAIRE 1. Our company has a federal Affirmative Action Plan approval. _____ YES _____ NO

A. If yes, a photostatic copy of said approval shall be submitted to the Board of Education within seven (7) working days of the notice of intent to award the contract or the signing of the contract. 2. Our company has a New Jersey State Certificate of Approval. _____ YES _____ NO

A. If yes, a copy of the New Jersey State Certificate shall be submitted to the Board of Education within seven (7) working days of the notice of intent to award the contract or the signing of the contract.

3. If you answered NO to both questions above, an Affirmative Action Employee Information Report (AA-302) will be mailed to you. Complete the form and forward it to the Affirmative Action Office Department of Treasury, CN 209, Trenton, NJ 08625. A copy shall be submitted to the Board of Education within seven (7) days of the notice of the intent to award the contract or the signing of the contract. I certify that the above information is correct to the best of my knowledge. NAME ___________________________________________ SIGNATURE ______________________________________ TITLE __________________________________________ DATE ___________________________________________

This document must be provided on GREEN paper.

FORM OF NON-COLLUSION AFFIDAVIT STATE OF NEW JERSEY, COUNTY OF ____________________________________ I, ____________________________ of the ____________________________ (city, town, borough) of ____________________________, in the County of ________________, State of ________________________, of full age, being duly sworn according to law on my oath depose and say that: I am ____________________________of the firm of___________________ the respondent making the proposal for the Facilities/Operational Management Services, and that I executed the said Proposal with full authority to do so, that said respondent has not, directly or indirectly, entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of free, competitive contracting in connection with the above Proposal and that all statements contained in said Proposal and in this affidavit are true and correct, and made with full knowledge that the State of New Jersey relies upon the truth of the statements contained in said Proposal and in the statements contained in this affidavit in awarding the contract for the said project. I further warrant that no person or selling agency has been employed or retained to solicit or secure such contract upon an agreement or understanding for a commission, percentage, brokerage or contingent fee, except bona fide employees or bona fide established commercial or selling agencies maintained by ______________________________ (Name of Contractor) (N.J.S.A. 52:34-15) __________________________________ Signature Subscribed and sworn before me this _______ day of _______________, 19____ ______________________________________ (Seal Notary Public of New Jersey) My commission expires ____________________________, 19____

This form must be submitted on YELLOW paper

SCHEDULE AA

Name of Respondent: _____________________________________________________

The School Business Administrator will utilize the information provided below to investigate,

document and verify the depth and quality of services provided for each of the K-12 school district

the respondent currently provides custodial, facility management, grounds and plant operations

and maintenance coordination services. The respondent MUST complete a separate schedule for

every K-12 school district serviced during the last five years.

NAME OF SCHOOL DISTRICT ____________________________

NAME OF CONTACT PERSON ____________________________

TITLE AND PHONE NUMBER OF CONTACT ____________________________

START DATE OF CONTRACT ____________________________

END DATE OF CONTRACT ____________________________

SERVICES UNDER MANAGEMENT ____________________________

TOTAL NUMBER OF EMPLOYEES UNDER MANAGEMENT____________________________

A. FULL TIME EMPLOYEES ____________________________

B. PART TIME EMPLOYEES ____________________________

TOTAL SQUARE FOOTAGE OF DISTRICT ____________________________

SERVICES GOOD FAIR POOR SERVICE

NOT

SUPPLIED

COMMENTS

ON SITE CUSTODIAL

MANAGEMENT SERVICES

ON SITE PLANT OPERATIONS

& MAINTENANCE

COORDINATION

ON SITE GROUNDS

MANAGEMENT SERVICES

ON SITE ENERGY

MANAGEMENT SERVICES

OVERALL QUALITY OF ON

SITE MANAGEMENT STAFF

OVERALL QUALITY OF ON

SITE HOURLY STAFF

OVERALL QUALITY OF

CONTRACTOR SUPPORT

TEAM

OVERALL QUALITY OF

CONTRACTOR SUPPLIES AND

EQUIPMENT

This form may and should be reproduced. On sheet per K-12 school district serviced