request for proposal # 22-003a for: cleaning services
TRANSCRIPT
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Request for Proposal # 22-003A
For: Cleaning Services
Dates are subject to change. All times contained in the RFP refer to Eastern Time.
All changes will be reflected in Addendum to the RFP posted on the Purchasing website.
RFP Issued By:
Ramapo College of New Jersey
Purchasing Department
Academic Complex Wing D, D-116
505 Ramapo Valley Road, Mahwah, NJ 07430-1680
Phone: (201) 684-7496 Fax: (201) 684-7926
http://www.ramapo.edu/purchasing/
Assigned Purchasing Contact: Shawn Laidlaw
E-mail: [email protected]
Date Issued: 9/16/2021
Event Date Time
RFP Question Cut Off Date
(Refer to RFP Section 1.3.1 for more information.) 10/5/2021 9:00 AM
Mandatory Pre-bid Conference and Site Visit at Ramapo
College’s Trustees Pavilion, Room 1 (Refer to RFP Section
1.3.3 for more information.) 9/28/2021 10:00 AM
Proposal Submission Due Date
(Refer to RFP Section 1.3.2 for more information.) 10/25/2021 2:00 PM
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Notice Print Date: September 16, 2021 in The Star-Ledger
RAMAPO COLLEGE OF NEW JERSEY
505 RAMAPO VALLEY ROAD
MAHWAH, NEW JERSEY 07430
NOTICE TO BIDDERS
PUBLIC NOTICE is hereby given that SEALED PROPOSALS for: Cleaning Services at Ramapo College of
New Jersey will be received at the Office of the Director of Purchasing, Ramapo College of New Jersey, 505
Ramapo Valley Road, Mahwah, New Jersey until 2:00 P.M. local time Monday, October 25, 2021 at which
time they will be publicly opened. If the college is closed on the bid open date, the bid will be opened on our next
business day.
A MANDATORY Pre-Bid Conference/Site Visit is scheduled at the College on Tuesday, September 28,
2021 at 10:00 A.M. local time in the College’s Trustees Pavilion, Room 1. The College will only accept bids
from firms present at the meeting. If the College is closed due to inclement weather at the time of the originally
scheduled mandatory pre-bid meeting and site inspection, the mandatory pre-bid meeting and site inspection will
be held the next business day that the College is open at the same time and place.
Bid Proposal Forms are available at the Ramapo College Purchasing Office website at:
http://www.ramapo.edu/purchasing/bidding-opportunities/. Proposals shall be made on the forms provided, in
the manner prescribed therein and submitted in sealed envelopes bearing the name and address of the Bidder and
marked with Bid No. 22-003A.
The Board of Trustees of Ramapo College reserves the right to waive any informality or to reject any or all bids.
The successful bidder is required to be registered with the New Jersey Division of Revenue in accordance with
New Jersey statute N.J.S.A. 52:32-44. Bidders are required to comply with requirements of N.J.S.A. 10:5-31 et
seq. and N.J.A.C. 17:27 (Mandatory Equal Employment Opportunity).
Shawn Laidlaw
Director of Procurement
(201) 684-6836
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TABLE OF CONTENTS
1.0 INFORMATION FOR BIDDERS ................................................................................................ 6
1.1 PURPOSE AND INTENT ........................................................................................................................................... 6 1.2 BACKGROUND .......................................................................................................................................................... 6 1.3 KEY EVENTS .............................................................................................................................................................. 7
1.3.1 QUESTION AND ANSWER PERIOD ............................................................................................................... 7 1.3.2 SUBMISSION OF PROPOSAL ......................................................................................................................... 7 1.3.3 MANDATORY PRE-BID CONFERENCE AND SITE VISIT .......................................................................... 7
1.4 ADDITIONAL INFORMATION .................................................................................................................................. 8
1.4.1 ADDENDA: REVISIONS TO THIS RFP ........................................................................................................... 8 1.4.2 BIDDER RESPONSIBILITY ............................................................................................................................... 8 1.4.3 COST LIABILITY .................................................................................................................................................. 8 1.4.4 CONTENTS OF PROPOSAL ............................................................................................................................ 8 1.4.5 PRICE ALTERATION .......................................................................................................................................... 9 1.4.6 BID ERRORS ....................................................................................................................................................... 9 1.4.7 VALIDITY OF BID ................................................................................................................................................ 9 1.4.8 RIGHT TO CANCEL ............................................................................................................................................ 9
2.0 DEFINITIONS ............................................................................................................................. 10
2.1 GENERAL DEFINITIONS ........................................................................................................................................ 10 2.2 CONTRACT SPECIFIC DEFINITIONS ................................................................................................................. 11
3.0 SCOPE OF WORK .................................................................................................................... 12
3.1 GENERAL .................................................................................................................................................................. 12 3.2 GENERAL REQUIREMENTS FOR ALL SITES ................................................................................................... 12
3.2.1 INSPECTION AND REMEDY .......................................................................................................................... 12 3.2.2 DAMAGES .......................................................................................................................................................... 13 3.2.3 KICK-OFF MEETING ........................................................................................................................................ 13 3.2.4 SUPPLIES, MATERIALS & EQUIPMENT ..................................................................................................... 13 3.2.5 CONTRACTOR PERSONNEL ........................................................................................................................ 14
3.3 LOCATIONS .............................................................................................................................................................. 17
3.3.1 OUTSOURCED ACADEMIC BUILDINGS ..................................................................................................... 17 3.3.2 CURRENTLY INSOURCED ACADEMIC BUILDINGS ................................................................................ 19 3.3.3 OUTSOURCED RESIDENTIAL BUILDINGS ................................................................................................ 21
3.4 CLEANING SERVICES ........................................................................................................................................... 22
3.4.1 GENERAL ........................................................................................................................................................... 22 3.4.2 INVENTORY ....................................................................................................................................................... 22 3.4.3 ENVIRONMENTALLY FRIENDLY PRODUCTS – GREEN CLEANING PROGRAM ............................. 23 3.4.4 CLEANING COVERAGE .................................................................................................................................. 23 3.4.5 MAINTENANCE REPORTING ........................................................................................................................ 23 3.4.6 SPECIFIC CLEANING REQUIREMENTS ..................................................................................................... 23 3.4.7 CUSTODIAL BASE PROGRAM QUALITY ASSURANCE KPI’S ............................................................... 28 3.4.8 SPECIAL CONDITIONS ................................................................................................................................... 30 3.4.9 TYPES OF SUMMER, SEMESTER BREAK, AND OTHER RESIDENTIAL UNIT TURNOVER CLEANING 30
3.5 AS NEEDED CLEANING SERVICES ................................................................................................................... 33 3.6 EMERGENCIES ........................................................................................................................................................ 33 3.7 STATE BUILDING SERVICES CONTRACT ACT ............................................................................................... 33 3.8 INVOICING ................................................................................................................................................................ 33 3.9 ADDITIONS, DELETIONS, OR OTHER REQUIRED MODIFICATIONS INCLUDING BUT NOT LIMITED TO
COVID-19 ............................................................................................................................................................. 36
4.0 PROPOSAL PREPARATION AND SUBMISSION .............................................................. 37
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4.1 GENERAL .................................................................................................................................................................. 37 4.2 PROPOSAL DELIVERY AND IDENTIFICATION ................................................................................................ 37 4.3 NUMBER OF PROPOSAL COPIES ...................................................................................................................... 37 4.4 PROPOSAL CONTENT ........................................................................................................................................... 37
4.4.1 FORMS, REGISTRATIONS AND CERTIFICATIONS REQUIRED ........................................................... 37 4.4.2 FORMS REQUIRED WITH PROPOSAL ....................................................................................................... 38 4.4.3 FORMS REQUIRED BEFORE CONTRACT AWARD AND SHOULD BE SUBMITTED WITH THE PROPOSAL 39 4.4.4 PRICE SHEET ................................................................................................................................................... 40 4.4.5 TECHNICAL SUBMITTALS ............................................................................................................................. 41
5.0 SPECIFIC CONTRACUAL TERMS AND CONDITIONS .................................................... 42
5.1 PRECEDENCE OF SPECIFIC CONTRACTUAL TERMS AND CONDITIONS .............................................. 42 5.2 CONTRACT TERM ................................................................................................................................................... 42 5.3 CONTRACT TRANSITION ...................................................................................................................................... 42 5.4 CONTRACT AMENDMENT .................................................................................................................................... 42 5.5 CONTRACTOR RESPONSIBILITIES ................................................................................................................... 42 5.6 SUBCONTRACTING OR ASSIGNMENT ............................................................................................................. 42 5.7 CLAIMS AND REMEDIES ....................................................................................................................................... 43
5.7.1 CLAIMS ............................................................................................................................................................... 43 5.7.2 REMEDIES ......................................................................................................................................................... 43 5.7.3 REMEDIES FOR FAILURE TO COMPLY WITH MATERIAL CONTRACT REQUIREMENTS ............. 43
5.8 TERMINATION .......................................................................................................................................................... 43 5.9 INDEMNIFICATION .................................................................................................................................................. 43 5.10 INSURANCE REQUIREMENTS............................................................................................................................. 43 5.11 COLLEGE’S OPTION TO REDUCE SCOPE OF WORK ................................................................................... 43 5.12 ADDITIONAL WORK ................................................................................................................................................ 43 5.13 AVAILABILITY OF FUNDS ...................................................................................................................................... 44 5.14 SET-OFF FOR STATE TAX .................................................................................................................................... 44 5.15 OWNERSHIP OF MATERIALS .............................................................................................................................. 44 5.16 CONFIDENTIALITY OF INFORMATION .............................................................................................................. 44 5.17 DIANE B. ALLEN EQUAL PAY ACT ...................................................................................................................... 45 5.18 MAINTENANCE OF RECORDS............................................................................................................................. 45
6.0 PROPOSAL EVALUATION ..................................................................................................... 46
6.1 RIGHT TO WAIVE .................................................................................................................................................... 46 6.2 RIGHT OF FINAL PROPOSAL ACCEPTANCE .................................................................................................. 46 6.3 COLLEGE’S RIGHT TO INSEPCT BIDDER’S FACILITIES .............................................................................. 46 6.4 PROPOSAL EVALUATION COMMITTEE ............................................................................................................ 46 6.5 EVALUATION CRITERIA ........................................................................................................................................ 46
6.5.1 TECHNICAL EVALUATION CRITERIA .......................................................................................................... 46 6.5.2 PRICE EVALUATION........................................................................................................................................ 46
6.6 ORAL PRESENTATION, CLARIFICATION OF PROPOSAL ............................................................................ 47 6.7 PROPOSAL DISCREPANCIES .............................................................................................................................. 47
7.0 CONTRACT AWARD ................................................................................................................ 48
7.1 DOCUMENTS/APPROVALS REQUIRED BEFORE CONTRACT AWARD .................................................... 48
7.1.1 AFFIRMATIVE ACTION .................................................................................................................................... 48 7.1.2 POLITICAL CONTRIBUTION DISCLOSURE REQUIREMENTS .............................................................. 48
7.2 FINAL CONTRACT AWARD ................................................................................................................................... 48 7.3 PERFORMANCE SECURITY ................................................................................................................................. 49 7.4 AUDIT ......................................................................................................................................................................... 49
8.0 RAMAPO COLLEGE OF NEW JERSEY TERMS AND CONDITIONS ........................... 50
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INCLUDED EXHIBITS:
EXHIBIT A: BID DOCUMENT CHECKLIST AND FORMS (INCLUDING SIGNATURE PAGE)
EXHIBIT B: APPA STANDARDS: CUSTODIAL
EXHIBIT C: RCNJ MINIMUM CLEANING TASKS AND FREQUENCIES
EXHIBIT D: PRICING WORKBOOK
EXHIBIT E: EQUIPMENT LIST
EXHIBIT F: GREEN CLEANING POLICY
EXHIBIT G: BUILDING PLANS
EXHIBIT H: COVID-19 INFORMATION FOR COLLEGE CONTRACTOR AND VENDORS
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1.0 INFORMATION FOR BIDDERS
1.1 PURPOSE AND INTENT
a. PURPOSE: This Request for Proposal (“RFP”) issued by Ramapo College of New Jersey, (the “College”),
seeks performance-based proposals for an APPA Level 2 Base Custodial Program for its outsourced
Academic and Residential Buildings that does not include desk-side trash collection or cleaning to
personal workspaces and office areas and a program for its Residential Unit Turnover Cleaning.
Additionally, it seeks alternative pricing for: 1) an add-on for desk side trash to personal workspaces and
office areas; 2) an add-on for cleaning to personal workspaces and office areas; and, 3) an APPA Level 2
Base Custodial Program for its in-house-cleaned Academic buildings should it choose to outsource one
or more of these buildings in the future.
b. INTENT: The intent of this RFP is to award Contract(s) to the responsible Bidder(s) whose proposal(s),
conforming to this RFP, is most advantageous to the College, price and other factors considered. The
College reserves the right to award Contracts as a result of this RFP to more than one Bidder. The College
intends to award one (1) Contract for the campus but reserves the right to individually award one (1)
Contract for the Academic Buildings Base Custodial Program, one (1) Contract for Residential Buildings
Base Custodial Program, and one (1) Contract for Summer, Semester Break, and other Residential Unit
Turnover Cleaning or award in any manner that best meets the College’s needs. A Bidder may submit a
proposal for any or all of programs and the College may award a Contract to one (1) Bidder for any up to
all categories. The College may award any and all price lines. The College reserves the right to separately
procure individual requirements that are the subject of the Contract during the Contract term, when
deemed to be in the College’s best interest.
c. TERMS: The Ramapo College of New Jersey Terms and Conditions (RFP Section 8.0) will apply to all
Contracts or purchase agreements made with the College. These terms are in addition to the terms and
conditions set forth in this RFP and should be read in conjunction with them unless the RFP specifically
indicates otherwise.
1.2 BACKGROUND
a. GENERAL: The College is a public institution of higher education organized under the laws of the State
of New Jersey with a current enrollment of approximately 6,000 students and is located in Mahwah, New
Jersey. The College is New Jersey’s Public Liberal Arts College, dedicated to providing students a strong
foundation for a lifetime of achievement. The College is committed to academic excellence through
interdisciplinary and experiential learning, and international and intercultural understanding. Ramapo
College emphasizes teaching and individual attention to all students. The College provides a range of
academic offerings, from continuing education to undergraduate and graduate-level coursework. More
information about the College can be found on the Ramapo College website www.ramapo.edu.
b. PROJECT SPECIFIC: Ramapo College of New Jersey currently contracts out various cleaning services
for areas that are not serviced by the College’s in house housekeeping staff. The requirements cover two
distinct performance specifications - the Base Custodial Programs for certain office, public areas and
residential common areas (broken out as academic areas and residential areas); and the turnover cleaning
of residential facilities such as student dorm rooms and individual apartments during the summer and
semester breaks and on an as needed basis during the academic year.
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1.3 KEY EVENTS
1.3.1 QUESTION AND ANSWER PERIOD
The Purchasing Department will accept questions and inquiries from all potential Bidders via e-mail, at
[email protected]. Questions should be directly tied to the RFP and asked in consecutive order, from
beginning to end, following the organization of the RFP. Each question should begin by referencing the RFP
page number and section number to which it relates.
Bidders are not to contact any College personnel directly other than the email addressed listed above, in person,
by telephone or by email, concerning this RFP.
The cut-off date for questions and inquiries is indicated on the Cover Sheet of this RFP. In the event that questions
are posed by Bidders, answers to such questions will be issued by Addendum. Any Addendum to this RFP will
become part of this RFP and part of any Contract awarded as a result of this RFP. Addenda to this RFP, if any,
will be posted at https://www.ramapo.edu/purchasing/bidding-opportunities/ under the link for this RFP after the
cut-off date. (See RFP Section 1.4.1 for further information.)
1.3.2 SUBMISSION OF PROPOSAL
In order to be considered, proposals must be received by Purchasing Department of the College before the
submission due date and time listed on the Cover Sheet of this RFP. If the submission date has been revised, the
new bid opening deadline shall be shown on the posted Addendum. Any proposal not received on time at the
location indicated below will be rejected.
Proposals may be submitted by mail or in person. If submitting in person, the Bidder must allow sufficient time
for parking and delivery of your submission. Bidders mailing proposals should allow for normal mail delivery
time and internal circulation within the College to ensure the timely receipt of their proposals by the Purchasing
Department. Please note that all USPS and all private carrier mail, regular and overnight, is delivered to the
Ramapo College Mail and Receiving Services and then is distributed across campus by College staff. Ramapo
College is not responsible for any delays in the College’s mail distribution process. It is the responsibility of the
Bidder to ensure its bid reaches the Ramapo College Purchasing Department on time. Proposals shall be sealed
and indicate the Bid No. [22-003A] on the envelope.
Sealed proposals are to be submitted to:
Ramapo College Purchasing Department
Academic Complex Wing D, Room D-116
505 Ramapo Valley Road
Mahwah, NJ 07430
1.3.3 MANDATORY PRE-BID CONFERENCE AND SITE VISIT
A Mandatory Pre-Bid Conference and Site Visit has been scheduled for this procurement on the date and time
indicated on the RFP Cover Sheet. The location of the Site Visit will be as follows:
Ramapo College’s Trustees Pavilion, Room 1
A Proposal from any Bidder that was not represented or failed to register properly at the Mandatory Pre-
Bid Conference and Site Visit will be rejected.
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An attendee may represent only one (1) potential bidding entity.
Please allow time to find parking. A map of the College can be located at
https://www.ramapo.edu/frc/files/2015/08/Campus-Map-with-legend-6.15.pdf.
Questions may be asked during the pre-bid conference or site visit however all it is important that all questions
are formally asked in accordance with RFP Section 1.3.1 to ensure they are answered as part of this RFP as any
responses given at the pre-bid conference or site visit are not part of the Contract unless answered in writing. In
the event that questions are posed by Bidders, answers to such questions will be issued by Addendum. Any
Addendum to this RFP will become part of this RFP and part of any Contract awarded as a result of this RFP.
Additional information related to COVID-19: The College seeks to limit exposure/spread of the Coronavirus (COVID 19) by
limiting external visitors to campus. Participants planning to attend the mandatory pre-bid visit/site visit and/or bid opening must follow
the safety guidelines listed below: Potential Bidders/Contractors should complete the Ramapo College Vendor Registration Form prior to their arrival on the day
they are coming to campus or the prior evening;
Comply with the College’s Vendor COVID-19 Guidelines;
All attendees at the bid opening are required to follow public health guidelines regarding physical distancing and face coverings;
Face covering is required in all indoor spaces and in outdoor spaces where social distancing is not possible
Practice social distancing (about 6 feet);
Do not send participants who are not feeling well and/or are sick;
Do not send participants who have been in close contact with has been diagnosed with COVID-19 in the last 14 days or have
been directed to self-isolate or self-quarantine by a medical professional or local public health official;
Only enter locations as directed by the College Officials; and
Wash and/or sanitize your hands before and after your visit.
1.4 ADDITIONAL INFORMATION
1.4.1 ADDENDA: REVISIONS TO THIS RFP
In the event that it becomes necessary to revise this RFP, such revision will be by Addendum. Any Addendum to
this RFP will become part of this RFP and part of any Contract awarded as a result of this RFP.
There are no designated dates for release of Addenda. Addenda will be posted on the Purchasing website.
Interested Contractors should check the Purchasing website on a daily basis from time of RFP issuance through
Proposal submission. It is the sole responsibility of the Bidder to be knowledgeable of addenda issued relating to
this RFP.
1.4.2 BIDDER RESPONSIBILITY
The Bidder assumes sole responsibility for the complete effort required in submitting a Proposal in response to
this RFP. No special consideration will be given after Proposals are opened because of a Bidder's failure to be
knowledgeable as to all of the requirements of this RFP.
1.4.3 COST LIABILITY
The College assumes no responsibility and bears no liability for costs incurred by a Bidder in the preparation and
submittal of a Proposal in response to this RFP.
1.4.4 CONTENTS OF PROPOSAL
Subsequent to bid opening, all information submitted by a Bidder in the Proposal is considered public information,
except as may be exempted from public disclosure by the Open Public Records Act, N.J.S.A. 47:1A-1 et seq.,
and the common law.
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A Bidder may designate specific information in its Proposal as not subject to disclosure when the Bidder has a
good faith legal/factual basis for such assertion. The College reserves the right to make the determination and
will advise the Bidder accordingly. The location in the Proposal of any such designation should be clearly stated
in a cover letter. The College will not honor any attempt by a Bidder either to designate its entire Proposal as
proprietary and/or to claim copyright protection for its entire proposal.
By signing this RFP response, the Bidder agrees it shall not designate any price lists and/or catalogs submitted as
exempt from public disclosure. The price lists and/or catalogs must be accessible to the College and cooperative
purchasing partners and thus have to be made public to allow eligible purchasing entities access to the pricing
information.
1.4.5 PRICE ALTERATION
Bid prices must be typed or written in ink. Any price change (including "white-outs") must be initialed. Failure
to initial price changes shall preclude a Contract award from being made to the Bidder.
1.4.6 BID ERRORS
A Bidder may request that its Proposal be withdrawn prior to bid opening. Such request must be made, in writing,
to the Purchasing Department. If the request is granted, the Bidder may submit a revised Proposal as long as the
revised Proposal is received prior to the announced date and time for the opening of Proposals and at the place
specified.
If, after the opening of Proposals but before Contract award, a Bidder discovers an error in its Proposal, the Bidder
may make written request to the Purchasing Department for authorization to withdraw its Proposal from
consideration for award. Evidence of the Bidder’s good faith in making this request shall be used in making the
determination. The factors that will be considered are that the mistake is so significant that to enforce the Contract
resulting from the Proposal would be unconscionable; that the mistake relates to a material feature of the Contract;
that the mistake occurred notwithstanding the Bidder’s exercise of reasonable care; and that the College will not
be significantly prejudiced by granting the withdrawal of the Proposal.
If, during the evaluation of Proposals received, an obvious pricing error made by a potential Contract awardee is
found, the Purchasing Department shall issue written notice to the Bidder. The Bidder will have five days after
receipt of the notice to confirm its pricing. If the Bidder fails to respond, its Proposal shall be considered
withdrawn, and no further consideration shall be given it.
1.4.7 VALIDITY OF BID
Submitted proposals shall be valid for a period of sixty (60) days to allow for sufficient time for bid evaluation
and Contract award.
1.4.8 RIGHT TO CANCEL
The College reserves the right, in its sole discretion, to cancel this RFP without obligation and for any reason, in
part or in its entirety.
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2.0 DEFINITIONS
2.1 GENERAL DEFINITIONS
The following definitions will be part of the Contract awarded as result of this RFP:
Addendum - Written clarification or revision to this RFP issued by the Purchasing Department. Addendums, if
any, will be issued prior to the bid proposal submission date.
All-Inclusive Price – A price that is all-inclusive of all direct and indirect costs, including, but not limited to,
delivery, direct labor costs, overhead, fee or profit, equipment, materials, supplies, managerial support,
documents, forms, travel, delivery, reproductions thereof and any other costs. No additional fees or costs shall be
paid by the College unless there is a change in the scope of work.
Amendment - A change, alteration, or modification of the terms of the Contract between the Contractor and the
College. An amendment is not effective until signed and approved in writing by the College’s Vice President of
Administration and Finance or their designee.
Bidder – An entity submitting a Proposal in response to this RFP.
Business Day – Any weekday, excluding Saturdays, Sundays, State legal holidays, and State-mandated closings
unless otherwise indicated.
Calendar Day – Any day, including Saturdays, Sundays, State legal holidays, and State-mandated closings unless
otherwise indicated.
College or RCNJ – Ramapo College of New Jersey
Contract – The Contract awarded as a result of this RFP shall consist of Addendum to this RFP, this RFP
(including the College’s Terms and Conditions outlined in Section 8.0), the Contractor's Proposal as accepted by
the College and the College’s written agreement incorporating these documents and signed by the Contractor and
the College’s Vice President of Administration and Finance.
Contractor - The Bidder awarded a Contract resulting from this RFP.
Joint Venture – A business undertaking by two or more entities to share risk and responsibility for a specific
project.
May or Should - Denotes that which is permissible, but not mandatory.
Price Sheet - The bidding document created by the College and provided as part of this RFP on which the Bidder
submits it proposal pricing as is referenced and described in RFP Section 4.4.3.
Proposal – Bidder’s timely response to the RFP including, but not limited to, technical Proposal, price Proposal,
and any other documentation required by the RFP.
Request for Proposal (RFP) - This series of documents, which establish the bidding and Contract requirements
and solicits bid proposals to meet the purchase needs of the College as identified herein and includes this RFP
(including the College’s Terms and Conditions outlined in Section 8.0) and any Addendum issued to this RFP.
Shall or Must - Denotes that which is a mandatory requirement.
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Subcontractor – An entity having an arrangement with the Contractor, where by the Contractor uses the products
and/or services of that entity to fulfill some of its obligations under its Contract, while retaining full responsibility
for the performance of all of its [the Contractor's] obligations under the Contract, including payment to the
Subcontractor. The Subcontractor has no legal relationship with the College, only with the Contractor.
2.2 CONTRACT SPECIFIC DEFINITIONS
Emergency- Any occurrence, including Health and Safety concerns as defined by Ramapo College of New
Jersey, as needing immediate attention to prevent further complications, damage or injury.
Engineered Hardwood Floor- Engineered wood floors are real wood floors that are manufactured using three
to nine layers of different wood veneers. The top layer of engineered wood flooring consists of high-quality
wood. It is regularly maintained through light sweeping and damp mopping. Damp mopping of the hardwood
with an approved hardwood flooring cleaner, followed by a damp mop rinse. After rinse, the floor must be wiped
to remove any remaining moisture. Presently Engineered Hardwood floors exist in the following locations:
Academic C- Wing private office and Padovano College Commons.
Full-time equivalent (FTE) - This defines an equivalent to full-time work which is 40 hours per week. This does
not define number of employees as employees may work more or less hours per week than 40.
Linoleum- This is a resilient long lasting type of sheet flooring made primarily of natural raw material (linseed
oil, cork, jute, natural resins, etc.). It is a low maintenance product that requires a mild detergent in water (do not
flood the floor) to clean with a mop or automatic scrubber machine, followed by a light spray or dry buffing.
Never use traditional, aggressive wet stripping. Only if necessary, a mop-on sealer restorer specified by the
manufacturer may be used occasionally to renew the topcoat. Strict manufacturer guidelines must be followed
when cleaning and maintaining this product (Forbo & Armstrong). Do not use conventional VCT floor wax on
linoleum. Presently and for example linoleum flooring exists in the following locations: Adler Center hallways,
Anisfield School of Business hallways, College Park Apartments (as interiors are renovated), and SC-219
Luxury Vinyl Tile (LVT) - A product that may have the appearance of real wood and stone flooring, usually in
planks or tiles. The floor requires regular sweeping and damp mopping with an approved commercial vinyl floor
cleaner. Do not use paste wax polishes on the vinyl floor.
Personal Protective Equipment (PPE) - Equipment used to protect employees from personal injuries related to
the use of materials and equipment used in the work environment.
Policing Activity- Regular monitoring and cleaning of selected locations to ensure that litter is picked up from
the area(s) and that those areas are routinely cleaned and adequately stocked throughout the day.
VCT- Vinyl Composition Tile (VCT) is a vinyl based material square tile that is the same color and composition
throughout. It is a durable tile but requires frequent maintenance, cleaning and waxing. The many seams make
it inherently susceptible to water damage and curling from too much continuous water exposure during the
cleaning process or from weather or other exposure.
Vinyl Sheet Flooring- This is a vinyl product that comes in large sheets, rather than square tiles, usually on a roll
for installation. Minimal seams are required so it is less susceptible to water damage or curling, unlike standard
square tiles.
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3.0 SCOPE OF WORK
3.1 GENERAL
The Contractor(s) shall provide the cleaning services set forth in the Scope of Work for all specific sites that it is
awarded. The Contractor shall also:
1. Ensure the College sites awarded are cleaned to the satisfaction of the College and the Contractor
shall prioritize its Contract with the College;
2. Ensure that the cleaning services are performed under the supervision of a crew supervisor appointed
by the Contractor;
3. Submit a list to Environmental Health and Safety and Facilities annually of environmentally friendly
cleaning supplies that Contractor will use, which must be approved by the College prior to
commencing work and must be EPA Certified/Approved;
4. Immediately report any condition of faulty equipment, plumbing, locks, electrical appliances;
evidence of vermin; or any other irregularities to the College.
5. Contractor must determine how many staff members are needed to complete the tasks for the below
listed buildings. The Contractor shall be responsible for the completion of the work for all specific
sites it is awarded at the pricing awarded even if the Contractor underestimates the amount of staff
members needed to complete the tasks the required in the Scope of Work;
6. All employees must be paid the prevailing wage in accordance with the New Jersey State Building
Services Contract Act N.J.S.A. 34:11-56.58 et seq. Refer to RFP Section 3.7 for additional
information.
7. Provide a level of cleanliness no less than Level 2 of the APPA Appearance Level Standards for all
areas. For comparative data, please refer to Exhibit B – APPA Standards: Custodial attached.
8. RCNJ facilities are subject to Federal, State and Local health, fire and safety inspections. The
contractor is responsible to perform and maintain their related services in accordance with all Federal,
State and Local laws, fire and building safety codes and regulations. The contractor is responsible to
immediately correct and notify the Office of Facilities Management, in writing, of any violations
which under terms of this contract they are responsible for correcting, are unable to correct or are not
responsible for correcting.
9. Trash and recycling removal and disposal of all kinds required compliance with the college's waste
management vendor's protocols and with all college, local, state, and federal guidelines
10. General hours of operations can be found under the building descriptions. All hours of are subject to
change.
11. Comply with Exhibit H: Covid-19 information for College Contractor and Vendors, which is subject
to change.
3.2 GENERAL REQUIREMENTS FOR ALL SITES
3.2.1 INSPECTION AND REMEDY
The College reserves the right to inspect the quality of work of any or all completed by the Contractor. Should
the quality of work not meet the needs of this Contract and the College, the Contractor shall be required to correct
the problem.
1. Upon notification of any non-emergency problem with service, the Contractor will have a maximum of
twenty four (24) hours to correct the problem. Should the problem not be addressed after that period, the
College reserves the right remedy the situation as required with in-house staff or by means of another
Contractor and deduct the documented cost from the next invoice; and
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2. Upon notification of any emergency, immediate response or critical timing problem with service, the
Contractor will be required to immediately correct the problem. Should the problem not be addressed, the
College reserves the right remedy the situation as required with in-house staff or by means of another
Contractor and deduct the documented cost from the next invoice.
3. In case of an emergency or whenever deemed necessary, RCNJ reserves the right to call in RCNJ Staff or
other contractors to perform the work or complete the service.
3.2.2 DAMAGES
Any damage to College or student property or expenses related to negligence caused by the Contractor shall be
immediately repaired, restored or remedied within 30 days of the incident at no cost to the College. The College
reserves the right to repair the damage or remedy the negligence and deduct the documented cost from the next
invoice.
3.2.3 KICK-OFF MEETING
The Contractor shall meet with the College prior to the start of services. At this meeting, the Contractor shall
provide the name(s), telephone number(s) and email addresses of management personnel to be contacted for
normal administration of this Contract, for any invoicing issues or if problems or emergencies occur. At this
meeting, the Contractor shall also provide their complete inventory of equipment and list of cleaning, sanitizing
and disinfecting supplies to be used on site and a complete set of Safety Data Sheets (SDS) documentation.
3.2.4 SUPPLIES, MATERIALS & EQUIPMENT
3.2.4.1 EQUIPMENT INVENTORY & CLEANING SUPPLIES LIST
The College reserves the right to require changes to the equipment inventory or list of cleaning supplies anytime
during the term of this Contract. The Contractor must maintain up-to-date SDS manuals that are readily available
to its employees, the College and other governmental agencies. During the term of this contract, the College must
be notified in advance of any changes, additions or deletions to the equipment inventory or list of cleaning
supplies. The College reserves the right to reject the change, addition or deletion. Any new product which the
contractor wishes to add to the inventory must be inspected and approved by the College’s Environmental Health
and Safety Director prior to use. Should the College reject any equipment or cleaning supplies, the Contractor
shall be afforded the opportunity to change the equipment or cleaning supplies without changing its contracted
pricing.
3.2.4.2 SUPPLIES, MATERIALS & EQUIPMENT SUPPLIED BY CONTRACTOR
The College will not be responsible for the supply of any materials, supplies or equipment needed to complete
the services outlined in this specification.
The Contractor shall:
1. Be solely responsible to provide all supplies, materials and equipment needed to complete the services
specified. All chemicals being used must be EPA Certified/ Approved and meet the requirements as stated
in the RCNJ Green Cleaning Program (Exhibit F); 2. All products and cleaning processes utilized shall be compliant with the most recent CDC Cleaning and
Disinfecting of Colleges and Universities and the Green Seal Guidelines for Safer COVID-19 Cleaning
and Disinfection. Please see links below: a. CDC Guidance on Cleaning Colleges and Universities https://www.cdc.gov/coronavirus/2019-
ncov/community/colleges-universities/index.html.
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b. Green Seal Guidelines for Safer COVID-19 Cleaning and
Disinfection https://greenseal.org/files/shares/media_files/publications/Green%20Seal%20Disin
fecting%20Guidelines_July.pdf. 3. All cleaning supplies must be delivered to the job site in original containers and packages bearing the
manufacturer’s label indicating name, type and brand. All cleaning materials must be ordered and
delivered sufficiently in advance and in large enough quantities to prevent delays of the job. RCNJ Central
Receiving Department will not accept, safeguard or be responsible in any way for materials delivered to
Central Receiving and designated for the Contractor; 4. Provide all of its employees with an efficient and effective means of communications (Ex. Mobil phones
or two-way radios); 5. Provide their own computer, printer and fax machine; and
6. Required to maintain daily cleaning logs and submit to RCNJ Building Services Supervisor.
3.2.4.3 SUPPLIES, MATERIALS & EQUIPMENT SUPPLIED BY RAMAPO COLLEGE OF NEW
JERSEY
1. Contractor personnel will be issued floor or building master keys or cards, as required and determined by
RCNJ. The Contractor supervisor must “sign” for these keys or Cards. All keys to be used by the
Contractors’ employees are to be kept in a locked key box in the office of the on-site contract supervisor.
RCNJ Office of Facilities Management and Public Safety must be notified immediately if keys are lost.
The Contractor is solely responsible for lost keys and will be charged the total cost to re-key the affected
area. The cost to re-key the affected area will be deducted from any outstanding invoices.
2. RCNJ will provide access to available custodial closets for use by the contractor.
3. RCNJ will supply a means of two-way communication for use between RCNJ Facilities personnel and the
contractor’s on-site supervisor.
4. RCNJ will supply all trash receptacles, recycling bins, dumpsters, compactors and paper dispensers and
soap dispensers.
5. RCNJ will supply de-icer, salt, sand and grit in buckets for the Contractor’s use.
6. RCNJ will supply Hand Sanitizer dispensers and refills. RCNJ will supply Wipe Dispensers and refills.
7. The Contractor will be given access to custodial closets and storage areas for equipment & supplies,
dumpsters, compactors, trash and recycling rooms and any other areas required to perform these services.
These areas must be kept neat and orderly at all times. Items to included SDS sheets for all utilized
chemicals and these stored on site, slop sink, cabinets, shelves and floors clean of debris and other potential
hazards.
8. Photo Ids will be issued to the contract employees by RCNJ Public Safety.
9. The Contractor’s on-site supervisor will be trained by facilities personnel on how to report completed
work and what information is required. RCNJ utilizes a work request system. The Contractor is required
to check daily for any new work requests by contacting RCNJ’s supervisor and/or in their absence the
Facilities Service Desk.
10. In some cases, RCNJ may provide “special care” cleaning instructions for specialized areas. Otherwise,
the contractor must follow all manufactures recommendations for cleaning and frequencies. Contractor
must supply Cleaning Protocols and Frequencies for all required for all locations awarded.
11. Tampering with RCNJ mechanical equipment is strictly prohibited; this includes but is not limited to
mechanical, electrical and plumbing.
12. It is required that all chemical distribution mixing stations be left in the "OFF" position unless actively in
use.
3.2.5 CONTRACTOR PERSONNEL
The Contractor shall meet the following:
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1. Contractor shall put in place an Account Management Team that will have the responsibility to manage
the RCNJ account at all buildings within the scope of this RFP. Contractor shall provide job descriptions
for all positions. Management and staff are considered essential personnel during unscheduled closures.
Essential personnel are expected to report to work if there is an emergency or if RCNJ closes for any
reason. RCNJ reserves the right to preapprove proposed staff or to ask for team member changes at any
time.
2. Key components of an Account Management Team include and Executive Contact, an Account Manager
and On-Site Field Supervisors.
a. Executive Contact
1. Corporate-level single-point-of-contact for RCNJ
2. Does not need to be fully (40 hour) dedicated to this account
b. Account Manager
1) Has ultimate responsibility for all activities within the RCNJ account (fully dedicated, full time
on campus)
2) Is available to respond to emergencies within thirty (30) minutes – 24/7
3) Functions as the primary daily contact with RCNJ
4) Institutes escalation procedures necessary to meet the service and quality requirements outside
the standard terms of the resulting Agreement
5) Provides management during key events
6) Visits all the RCNJ areas as appropriate
7) Coordinates RCNJ’s requirements within the Contractor’s organization consistent with the
RCNJ’s needs and quality expectations
8) Updates RCNJ on potential changes in products, services and enhancements to the current
program
9) Provides RCNJ information on resources, educational opportunities and industry trends
10) Assists RCNJ on other program requirements as directed
11) Oversees adherence to the performance KPIs and quality inspections
c. On-Site Field Supervisors
1) The contractor must have at least one on-site Field Supervisor present while its employees are
on campus. A contractor receiving multiple awards consisting of at least one of the Base
Custodial Programs and the Summer, Semester Break, and other Residential Unit Cleanings
must have at least two on-site Field Supervisors on campus when large scale Summer,
Semester Break or Residential Unit Cleaning is being performed.
2) All Supervisors must:
a) Respond to emergencies immediately
b) Coordinate and acknowledge all activities within the assigned areas
c) Act as a key interface with RCNJ designee(s)
d) Be bilingual, English-speaking, have clear English writing skills and is to be permanently
and exclusively assigned to this account
e) Coordinate and track all activities ensuring compliance with schedules, requirements and
quality expectations
f) Coordinate all corrective activity
g) Perform Quality Audits, along with Account Manager
h) Respond to routine calls within fifteen (15) minutes
i) Perform regular inventory checks to maintain adequate consumables and supply levels at
all times
j) Ensure that each crewmember understands his or her daily assignment, placing special
emphasis on the statement of work, complaints and special project assignments
3. The complete “crew” of contractor employees must include an on-site field supervisor. This supervisor
is to be bilingual, English-speaking, have clear English writing skills and is to be permanently and
exclusively assigned to this account and is to insure that all cleaning operations are effectively carried out
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and that the premises are left secured and in an orderly condition. The Contractor’s supervisor may be a
working or a non-working supervisor.
4. All personnel shall be capable employees thoroughly trained and qualified for the work assigned to them.
This training shall include, but is not limited to: training in the proper & safe operation and use of all
cleaning equipment and chemicals; proper use of PPE; Hazard Communications; proper Blood Borne
Pathogen cleanup; handling & disposal; Spill Response & Control; Asbestos Awareness and Storm Water
Awareness and SARS-CoV-2 training. All personnel shall be physically able to do their assigned work
and shall be free from any communicable disease.
5. In the event of an accident on campus involving a contractor’s employee the contract supervisor must
immediately complete an accident/incident report with the Public Safety office and provide a copy to the
Office of Facilities Management.
6. All contract personnel must observe all regulations in effect at the College. The Contractor agrees to abide
by RCNJ rules, regulations and policies.
7. Contractor personnel shall not represent themselves as employees of the College nor are they considered
to be employees of the College. The Director or Associate Director of Facilities may request the
Contractor to transfer or remove from the work crew any employee(s) who are found to be stealing,
incompetent, and excessively tardy or absent, who exhibit any inappropriate behavior or who verbally,
physically or sexually harass any member of the RCNJ Community or for any other reason RCNJ deems
improper. The physical, verbal or sexual harassment of any student, client, and visitor or RCNJ employee
is strictly prohibited. Violation of this policy is cause for immediate removal from RCNJ campus and
replacement of the contract employee.
a. Appropriate Communications: When performing any work on our campus, the contractor must
not volunteer any recommendations, opinions, feedback or other comments to anyone regarding
their work. Should anyone ask about their work they should refer them to the Facilities Service
Desk. The purpose is to avoid anyone from providing information that is incorrect, is at an
inappropriate time or conflicts with the College’s normal operating procedures.
8. The Contractor shall be responsible for insuring that all articles found by their employees in or near the
premises are turned in at a designated place.
9. All personnel should be able to read, write, speak, understand and communicate in the English language
sufficiently to perform the duties of the position and converse with RCNJ staff. All supervisors must
speak English.
10. All contract employees must wear a uniform with the company name clearly printed on it. This uniform
may take the form of work shirts. In addition all employees shall visibly wear their photo identification
(issued by RCNJ) whenever on RCNJ property. All company vehicles must also be clearly identified with
company name and applicable State license plates.
11. Access: Access to or use of RCNJ facilities is restricted to the listed locations and areas only to perform
the required cleaning services. Access cards or keys are required for entry into resident facilities and will
be provided by the Office of Facilities Management. Bidder(s) will not access any buildings without
utilizing their College issued ID access card and will not enter by use of another person’s access card.
When signing out keys or access cards is required, the Bidder(s) accepts sole responsibility should they
be lost or stolen while in their possession. Any cost associated with replacement and or re-keying is the
responsibility of the bidder and will be deducted from the next invoice as indicated under “damages”.
12. Legally able to Work: Prior to commencing performance on this contract, the successful bidder shall
certify to the College, in writing, that all employees working under this Contract are legally able to work
in the United States. The certification shall include language that during the term of the contract the
successful bidder shall not employ any person legally unable to work in the United States. The obligation
to determine eligibility shall rest with the successful bidder, and the College shall have the right to request
the production of relevant records (e.g. U.S. Citizenship and Immigration Service Form I-9, Employment
Eligibility Verification Forms) for review.
13. Background Checks: Prior to commencing performance on this contract, the successful bidder shall certify
to the College that it has conducted a criminal records check in accordance with Federal and State law of
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all of its employees that will be assigned to the campus. The successful bidder shall keep criminal
background check documentation on each assigned employee, and the College shall have the right to
request production of such records for review. Should the successful bidder hire and assign to the College
an employee with a criminal record, it shall so certify with an explanation of why the particular individual's
criminal conviction would pose no threat to the College. The College retains the right to review such
statement and request that the individual not work at the College.
14. Electronic Sign-In/Out: Contract employees must sign in and out electronically at a location designated
by RCNJ, each day and time they are on campus, during their normal working hours.
15. If the College is closed due to inclement weather, other unplanned event or holidays (except New Year’s
Day, Thanksgiving and Christmas) the contractor personnel are expected to arrive onsite and perform the
full services outlined in this specification.
16. Union Participation: Union participation is not a requirement of the contract(s) to be issued as a result of
this request for proposal.
3.3 LOCATIONS
3.3.1 OUTSOURCED ACADEMIC BUILDINGS
The following are the currently outsourced academic buildings (with the exception of the Learning Commons)
that may be awarded as part of this RFP, building plans can be found in Exhibit G. They receive a Base Custodial
Program:
1. Academics and Administrative –Outsourced Buildings currently serviced by 19 full-time
equivalent (FTE). Please note this FTE number is for the current program which includes desk-
side trash collection and cleaning to personal workspaces and office areas which is not part of the
base bid for this program and also does not include the Learning Commons as the building is slated
to open September of 2021.
a. Adler Center: This is a three-story building containing classrooms, conference rooms, nursing
labs, offices and Dunkin Donuts.
b. Anisfield School of Business: This is a five-story building containing classrooms, meeting rooms,
computer labs, lecture halls and offices.
c. Bill Bradley Sports and Recreation Center: This 2-story recreation complex contains the
following: Main arena with movable seating for approximately 1400, auxiliary gym, team &
officials locker rooms, concession stand, large main lobbies, pool, climbing wall, large game room
& lounge, dance studio, skybox conference area, fitness center, offices, classrooms, computer lab,
public restrooms, laundry room, hallways, (1) elevator, surrounding large exterior sidewalk with
exterior trash & ash tray receptacles, some grassed areas, small parking lot , bus stop, trash and
recycling exterior dumpsters. The Field House and Press Box are included in this complex.
Athletics Field House: Is a standalone ground floor building consisting primarily of public
restrooms. It is located across Route-202 separated from the main campus and adjacent to the
artificial turf field. It requires full cleaning services from March 1st through November 30th.
d. Birch Mansion: A two-story building consisting of offices, meeting rooms, public restrooms,
hallways and stairwells. There are exterior pathways, grassy landscaped areas, and exterior trash
and ash receptacles.
e. *Learning Commons: Opened in Fall 2021, the recently completed construction has created a
new four story 80,000 sq. ft. “Learning Commons” outfitted with state-of-the-art media rooms, a
maker space, café, open air balcony seating, group study rooms, and high concentration periodical
storage. The building will be clad in natural slate stone to match the current campus buildings and
high efficiency curtain wall glazing. The building has all new MEP’s including new electrical
switchgears, air handlers, chillers, emergency generators, fire protection and domestic water
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services. One elevator services all four floors of the building. A prominent feature of the building
is a two-story tall light well which allows for natural sunlight to shine through the roof and fourth
floor to the main concourse on the third floor. Landscaping was coordinated to embrace the natural
feel of the campus utilizing primarily indigenous plantings native to NJ and the surrounding
area. There is an exterior patio area with tables, chairs and trash/recycling receptacles. A
meandering walkway cuts through the exterior area and connects the main parking areas with the
center of campus which also includes trash/recycling receptacles. Please note that the number of
FTE’s is currently unknown as building is slated to open in September of 2021.
f. Linden Hall: A four (4) story building; floors 1 and 2 houses a temporary Library containing
book collections, reference publications, study and reading lounges, 4 restrooms with 2 single
person restrooms at lobby and one computer lab and staff offices. Floors 3 and 4 will not be cleaned
by the contractor at this time. Renovations still to be confirmed and scheduled.
g. McBride House: A two-story building consisting of offices, meeting rooms, public restrooms,
hallways and stairwells. There are exterior pathways, grassy landscaped areas, and exterior trash
and ash receptacles
h. Parking Garage: Four (4) level parking facility with one (1) elevator, two (2) Stairwells, trash
receptacles and surrounding Grassed area.
i. Robert A. Scott Student Center: A 2-story student activities and conference center. The
building contains the Atrium and Birch Tree serving and dining facilities and a full kitchen and a
food preparation area as well as a Bookstore. There are several conference and meeting rooms,
offices, public restrooms, hallways, two (2) elevators, four (4) stairwells, main lobby, three (3)
exterior patios with exterior trash & ash tray receptacles, some grassed areas, small parking lot,
trash and recycling, and two (2) exterior compactors.
j. The Trustees Pavilion: Full kitchen, food preparation, serving and dining facility supporting
Bischoff, Mackin and integral conference center with three public meeting rooms, public rest room
facilities, loading dock with outdoor trash compactor, waste and recycling depot. The entire
complex includes the Trustees Pavilion, Mackin and Bischoff Halls, several parking lots,
surrounding pathways, exterior trash & ash tray receptacles, grassed recreation areas, volleyball
court, benches, outdoor dining and picnic areas.
The hours of operation for these are as follows:
Academic Buildings Hours of Operations*:
Adler Center
Mondays- Fridays 8:00AM-10:00PM
Summer Hours:
Monday, Wednesday, Thursday 8:00AM-10:00PM
Tuesday and Friday 8:00AM-5:30PM
Anisfield School of
Business (ASB)
Monday –Friday 8:00AM-10:00PM
Summer Hours:
Monday, Wednesday, Thursday 8:00AM-10:00PM
Tuesday and Friday 8:00AM-5:30PM
Bill Bradley Sports and
Recreation
Bradley Center, Student Lounge, and Recreation Lounge
Mondays - Fridays - 8:00 AM -10:00 PM
Saturdays – 10:30 AM - 4:30 PM
Sundays - 12:00 PM - 8:00 PM
Adele and Reuben Thomas Swimming Pool
Mondays, Tuesday, Wednesday: 9:30 AM – 12:00 PM
Thursdays: 9:30 AM – 3:30 PM
Fridays: 2:00 PM – 3:30 PM
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Saturdays & Sunday: 12:00 PM – 4:00 PM
Summer Hours:
Fitness Center
Monday- Thursday 8:30am-5:00pm
Pool
10:00am-1:00pm
Arena
2:30pm-4:30pm
Birch Mansion
Monday-Friday 8:00AM-10:00PM
Summer Hours:
Monday, Wednesday, Thursday 8:00AM-10:00PM
Tuesday 8:00AM-5:30PM
Learning Commons Tentative Hours Monday through Friday 8:00AM-8:00PM
Linden (Temporary
Library)
Monday through Thursday 8:00AM-Midnight
Friday 8:00AM-7:00PM
Saturday 11:00AM-5:00PM
Sunday 12:00PM-Midnight
Summer Hours:
Summer I &II
Monday through Thursday 8:00AM-10:00PM
Saturday 9:00AM-5:00PM
Late August Monday-Thursday 9:00AM_5:00PM
McBride House
Monday through Friday 8:00AM-5:00PM
Summer Hours:
Monday-Thursday 8:00AM-5:30PM
Month of May only: 8:00AM-12:00PM
Student Center
Monday through Friday 7:30 AM – 1:00 AM
Saturday & Sunday 10:00 AM – Midnight
Summer Hours:
Monday-Friday 7:30 AM-5:30 PM (maybe adjusted due to
dining hall schedule)
Trustees Pavilion
Based on schedule of classes and events.
Restrooms and common area hours: Monday-Thursday 7:30
AM-9:00 PM
Friday 7:30AM-2:00PM
SUMMER:
*All hours are subject to change.
3.3.2 CURRENTLY INSOURCED ACADEMIC BUILDINGS
The following buildings receive a Base Custodial Program and are currently cleaned by RCNJ employees. They
may be included, either individually or as a group, either with this initiative or in the future. They are being bid
as “Add Alternate 3” in Exhibit D: Pricing Workbook. Building plans can be found in Exhibit G.
2. Academics and Administrative – In-house Buildings currently serviced by approximately 22
FTE. Please note this FTE number is for the current program which includes desk-side trash
collection and cleaning to personal workspaces and office areas which is not part of the base bid
for this program.
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a. Berrie Center for the Fine and Performing Arts: Center for visual and Performing Arts
b. Academic Building wings A through E: Two story building containing offices, classrooms and
computer labs. The building is divided into 5 sections called wings (A through E), each wing is
divided by a Core that contain stairwells, an elevator and bathrooms.
c. Academic Building H: Two story building containing classrooms, music and video labs, offices
and a theater.
d. Academic Building G: Four story building containing offices, classrooms and science labs.
e. Padovano Commons: One story building containing a combination conference/dining spaces.
f. Sharp Sustainability Center: One story building containing a classroom and an office and
restrooms.
g. Facilities Complex: Offices and Restrooms contained in multiple small buildings in a single area
h. Health Services Center: One story building containing offices and patient treatment rooms.
i. Greenhouse: Building consists of one classroom, corridor with two restrooms, work room and
large glass greenhouse.
j. Sculpture Studios: 3 Building complex. Building 1: Metal fabrication, kiln room, and welding
shop. Building 2: Woodworking and CNC shop, 2 bathrooms, 2 offices.
k. Building 3: Ceramics studio and general classroom.
l. Security Booth – Main Gate: Main Gate: Single occupancy guard booth, open 24hrs.
The hours of operation for these are as follows:
Academic Buildings Hours of Operations*:
Academics A-E
Monday through Friday 8:00AM-10:00PM
Summer Hours:
Monday, Wednesday, Thursday 8:00AM-10:00PM
Tuesday and Friday 8:00AM-5:30PM
Academics G
Monday through Friday 8:00AM-10:00PM
Summer Hours:
Monday, Wednesday, Thursday 8:00AM-10:00PM
Tuesday and Friday 8:00AM-5:30PM
Academics H
Monday through Friday 8:00AM-10:00PM
Summer Hours:
Monday, Wednesday, Thursday 8:00AM-10:00PM
Tuesday and Friday 8:00AM-5:30PM
Berrie Center Monday through Friday 7:00AM-12:00AM
Facilities Complex 7 days a week 6:00 AM- 12:30 AM (Boiler room 24 hours a day)
Greenhouse Based on schedule of classes and events
Havemeyer House Hours vary (cleaning will be scheduled on an as needed basis)
Padoavano Monday through Friday 8:30AM-1:00AM
Security Booth 7 days a week/ 24 hours a day
Sustainability Center Based on schedule of classes and events
Student Health
Services
Monday through Friday 8:30AM-4:30PM
Summer Hours:
Monday through Thursday 8:00AM-5:30PM
*All hours are subject to change.
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3.3.3 OUTSOURCED RESIDENTIAL BUILDINGS
The following are the currently outsourced residential buildings. They receive a Base Custodial Program and
they have a Summer, Semester Break, and Other Residential Unit Turnover Cleaning Program as well.
3. Residence Life –Outsourced Buildings currently serviced by 10 FTE. Please note this FTE
number is for the current program which includes desk-side trash collection and cleaning to
personal workspaces and office areas which is not part of the base bid for this program.
a. College Park Apartments (CPA): Townhouse style (phase 1) apartments consisting of nine (9)
separate 2-story buildings with (76) apartments, there are (2) bedrooms in each apartment for a
total of (152) bedrooms. Garden style (Phase 2) apartments consisting of five (5) separate 3-story
buildings with (84) apartments, there are (2) bedrooms in each apartment (some have single
bedrooms) for a total of (147) bedrooms. All apartments also contain a full kitchen, dinette/living
room area and one bathroom. The entire complex includes CPA apartments, several parking lots,
surrounding pathways and grassed areas, exterior trash & ash tray receptacles, six (6) trash and
recycling sheds located in the parking lots, the Lodge and CPA Laundry room.
b. CPA Laundry Room: This standalone building houses the laundry machines for the College Park
Apartments.
c. CPA Maintenance Building: office spaces, restroom and storage facilities.
d. The Lodge: This standalone building houses offices, public restrooms and showers, community
kitchen and lounge and complete fitness center.
e. Laurel Hall: An eight (8) floor building with main lobby & lounge, meeting rooms, class rooms,
computer lab, public restrooms community kitchen, trash & recycling room, hallways, two (2)
elevators, three (3) stairwells and laundry room. There are (108) suites containing 4 bedrooms
each, for a total of (432) bedrooms. Each suite also contains a dinette/kitchenette/living room area
(no stove) and one full bathroom. The entire complex includes Laurel, Linden Hall and Pine Halls
surrounding a large grassed commons with exterior trash & ash tray receptacles, picnic area,
benches, pathways, basketball courts, volleyball court and Parking Deck. There is one outdoor
main trash compactor and recycling depot located in the rear of Laurel.
f. Nancy Mackin Hall (twin of Bischoff Hall): A five (5) floor traditional dormitory style building
with main lobby, public restrooms, trash & recycling room, hallways, lounge on each floor, two
(2) elevators, two (2) stairwells and laundry room. There are (128) individual bedrooms each with
a full bathroom.
g. The Overlook: An eight (8) floor building with main lobby & lounge, public restrooms, meeting
rooms, community kitchen, trash & recycling room, hallways, lounge on each floor, two (2)
elevators, three (3) stairwells and laundry room. There are (72) suites containing 2 bedrooms each
for a total of (144) bedrooms. Each suite also contains a living room (2) full bathrooms and (2)
bedrooms. The complex includes surrounding landscaped grounds, exterior trash & ash tray
receptacles, a boardwalk bridge to academic buildings and one main parking lot.
h. Pamela M. Bischoff Hall (twin of Mackin Hall): A five (5) floor traditional dormitory style
building with main lobby, public restrooms, trash & recycling room, hallways, lounge on each
floor, two (2) elevators, two (2) stairwells and laundry room. There are (128) individual bedrooms
each with a full bathroom.
i. Pine Hall: A five (5) floor building with main lobby, public restroom, trash & recycling room,
hallways, two (2) lounges on each floor, two (2) elevators, three (3) stairwells and laundry room.
There are (55) suites containing either 3 or 4 bedrooms for a total of (182) bedrooms. Each suite
also contains a living room and full bathroom.
j. The Village: Townhouse style 3-story apartments consisting of twenty two (22) buildings each
with one elevator and stairwell. Six (6) apartment units are contained within each building for
total of (132) apartments. Each apartment contains a full kitchen, dinette/living room area, one full
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bathroom and four (4) bedrooms. All (22) buildings comprise the entire complex which includes
outside trash and recycling sheds for each building, large outside grassed common areas with trees
& plantings, exterior trash & ash tray receptacles, benches, pathways and the Thomases Commons
Lounge.
The hours of operation for these are as follows:
Residential Buildings Hours of Operations*:
Residence Halls 24 hours a day 7 days a week
All Residence Life
Office Locations
Monday through Friday 8:30AM-Midnight
Saturday & Sunday 8:00PM-12:00AM
CPA Laundry 24 hours a day 7 days a week
CPA Maintenance
Building Monday through Friday 8:00AM-5:00PM
The Lodge Monday through Friday 8:00AM-5:00PM
Lodge Fitness Center Monday through Friday 6:30PM-9:30PM (Hours during the day
vary based on semester and activity)
Thomases Commons Monday through Friday 8:30AM-12:00AM
Saturday & Sunday 8:00PM-12:00AM
Thomases Commons
Laundry Facilities 24 hours a day 7 days a week
*All hours are subject to change.
3.4 CLEANING SERVICES
3.4.1 GENERAL
The Contractor shall provide all management, supervision, labor, equipment and supplies necessary to provide a
performance-based custodial program as described herein. There are three distinct cleaning programs on campus:
(1) Academic Buildings Base Custodial Program; (2) Residential Buildings Base Custodial Program; (3) Summer,
Semester Break, and Other Residential Unit Turnover Cleaning Program. Contractor shall plan, manage,
schedule, coordinate, and assure effective performance of all awarded programs and all services within the
performance-based framework.
3.4.2 INVENTORY
The Contractor is to supply RCNJ with an inventory of the equipment to be used on the premises. The
Contractor is required to supply its own equipment for its awarded locations. Equipment must be in new or
like-new condition of commercial quality and maintained in full working order. RCNJ designees will approve
the equipment inventory prior to the start of services. The Contractor must include the below inventory at
minimum for the areas it is awarded. This inventory is needed for the entire area the Contractor is awarded
and is not needed for each separate area or building:
1. Commercial Grade Upright vacuum cleaners with HEPA filters
2. Rotary machines for servicing VCT flooring
3. Burnishers (minimum of two)
4. Wet/dry vacuums
5. Pressure washer with minimum PSI of 3600 and adequate temperature to remove grease and gum from
surfaces (minimum of one plus one for Bradley)
6. Floor drying fans
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7. Air Scrubber
8. Trash gondolas (each building)
9. Light snow removal and ice melt application equipment
10. Blood Borne Pathogen clean-up kits
11. PPE and public safety equipment
12. Supervisors computer, printer and fax set up for networking
13. A company vehicle for trash pickup and equipment transport. This vehicle should be no larger than a
mid-sized pickup, must be marked with the company’s name and logo, and must be in new or line-
new conditions.
14. All other standard custodial supplies and equipment necessary to provide the required services
3.4.3 ENVIRONMENTALLY FRIENDLY PRODUCTS – GREEN CLEANING PROGRAM
RCNJ prefers the use of sustainable and environmentally friendly products. Cleaning products used by the
contractor while providing the services outlined in this RFP shall be environmentally preferable cleaning,
biodegradable products in accordance with the requirements established by the State of New Jersey and the
RCNJ Green Cleaning Policy which can be found in Exhibit F: Green Cleaning Policy.
3.4.4 CLEANING COVERAGE
The Contractor shall determine the number of employees needed to perform specified services. The Contractor
shall be responsible for the completion of the work for all specific sites it is awarded at the pricing awarded
even if the Contractor underestimates the amount of staff members needed to complete the tasks the required
in the Scope of Work.
3.4.5 MAINTENANCE REPORTING
The Contractor shall comply with the following:
1. The contractor’s supervisor shall perform random inspections of each building and complex, day and
night, to check the adequacy of cleaning and for any concerns or potential problems.
2. RCNJ considers the housekeeping staff of the contractor to be the “Front Line” in recognizing and
reporting of any maintenance, repair or vandalism problems in their assigned area of responsibility. These
problems are not limited to items that affect the housekeeping operation only. The contractor’s employees
are to immediately report any maintenance, repair, vandalism or health and safety issues to their
supervisor. The supervisor in turn is to report these issues directly to the Office of Facilities Management
or Public Safety. Issues requiring immediate action that occur before 7:30am or after 4:30pm, Monday
through Friday or on weekends and holidays will be reported directly to Public Safety. Examples of such
are, but not limited to, light outages, power outages, plumbing problems of any kind, lock problems of
any kind.
3. The Contractor must be prepared to respond to housekeeping related work requests generated by the Office
of Facilities Management or Public Safety when those work requests fall within the scope of operation
and services.
4. The Contractor shall be responsible for providing reporting on services provided upon request, including
a breakdown of additional services beyond the base scope.
3.4.6 SPECIFIC CLEANING REQUIREMENTS
This section establishes the minimum acceptable task and frequency levels for RCNJ’s APPA Level 2 Base
Custodial Program and its Residential Unit Turnover Cleaning Program. These requirements pertain to all
locations, areas and complexes.
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The required task and frequency schedule can be found in Exhibit C: RCNJ Minimum Cleaning Task
and Frequency Levels
The chart below relates to the minimum cleaning frequencies found in Exhibit C:
Cleaning Frequency Key:
Daily Continuous Continuous throughout normal operating hours
Daily
Work shall be performed each day or evening that routine
cleaning is scheduled to be performed (note: some buildings
require frequencies other than Monday-Friday for routine
cleaning)
4X Weekly Work shall be performed at least four times per week; usually
supplemented with once per week deeper cleaning
3X Weekly Work shall be performed at least three times per week
2X Weekly Work shall be performed at least two times per week
Weekly Work shall be performed at least once per week
Monthly Work shall be performed at least once per month
4X Annually Work shall be performed at least four times per year
2X Annually Work shall be performed twice per year
Annually Work shall be performed at least once per year
E/O Year Work shall be performed at least every other year
As Needed Work shall be performed only when needed to maintain quality
levels
Per Occurrence Work shall be performed each time requested by RCNJ
3.4.6.1 PERFORMANCE-BASED CUSTODIAL PROGRAM
Aside from the minimum tasks and frequencies, it is the intent of this Performance-based Cleaning
Specification that the campus will be clean in appearance prior to opening for normal operating hours each
day, and will be kept neat, clean, and well-maintained at all times. The tasks and frequencies and the required
cleaning outcomes should therefore be used as a guideline for, rather than a limitation to, the services required
to effectively maintain the included areas. It is the responsibility of the Contractor to ensure that it is
adequately staffed and supervised, and has the proper equipment and supplies, to accomplish all daily and
restorative activity herein specified. Included areas will be audited on an ongoing basis to determine
compliance with required performance outcomes.
If the cleanliness level at any time is unacceptable to RCNJ, then the Contractor shall take whatever measures
are required to bring the included areas back to a level of cleanliness that is acceptable to the RCNJ and any
additional cost to do so shall be borne by the Contractor.
3.4.6.2 REQUIRED OUTCOMES BY AREA-TYPE
The Contractor shall meet the following required outcomes:
1. Required Outcomes – Entrance / Lobby / Elevator / Corridors / Conference Rooms / Lounge /
Kitchenettes / Classrooms / Dry Labs / Auditorium / Theater / Chapel / Computer / Medical /
Therapy / Copy / Study / Library / Wet Lab / Arena / Gyms / Dance / Aerobic / Fitness /
Laundry Room / Pool Deck / Stairway / Landing
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a. Prior to opening, floors must have a clean, uniform appearance with no evidence of debris,
buildup, dust, handprints, graffiti, gum, malodor, soil, spots or streaks. If floors have grout,
grout will not be substantially darker than its intended color. If floors are carpeted or matted,
carpets or mats must have a clean uniform appearance with no traffic patterns or embedded
soil. After opening and during normal public-use hours, floors in high-use areas must remain
free of debris, buildup, dust, handprints, graffiti, gum, malodor, soil, spots or streaks.
b. Prior to opening, trash containers must be completely empty, with liners replaced, with no
evidence of debris, buildup, dust, handprints, graffiti, gum, malodor, soil, spots or streaks.
After opening and during normal public-use hours, trash containers in high-use areas must be
no more than ¾ full and must remain free of buildup, handprints, malodor, soil, spots and
streaks. Trash must be transported to a designated area and deposited only in designated
receptacles in a safe and efficient manner, minimizing transportation through public areas
during hours of operation.
c. Prior to opening, horizontal and vertical surfaces, furniture, handrails, signs and sign holders,
architectural features and drinking fountains must be clean and dry and have a uniform
appearance with no evidence of buildup, debris, dust, gum, scuffs, soil, spots or streaks. After
opening and during normal public-use hours, high-use horizontal and vertical surfaces,
cushions/benches/seating, furniture, handrails, signs and sign holders, architectural features,
drinking fountains and showcases must remain free of buildup, handprints, malodor, soil,
spots and streaks.
2. Required Outcomes – Common Area Restrooms / Locker Areas
a. Prior to opening, common area restroom and locker room floors, toilets, urinals, sinks, walls,
partitions, dispensers, mirrors, hand dryers, changing tables, door frames, handles, light
switches, push plates and stainless steel surfaces must be sanitized and clean in appearance,
with no evidence of buildup, debris, soil, spots, malodor or streaks; and restroom must be free
of waste and must be fully stocked with consumable supplies. After opening and during
normal public-use hours, public restroom and locker room floors, toilets, urinals, sinks, walls,
partitions, dispensers, mirrors, hand dryers, changing tables, door frames, handles, light
switches, push plates and stainless-steel surfaces must remain free of buildup, debris, soil,
spots, malodor or streaks.
3. Required Outcomes – Offices, General / Copy Areas / Mailroom
a. Prior to opening, floors must have a clean, uniform appearance with no evidence of debris,
buildup, dust, handprints, graffiti, gum, malodor, soil, spots or streaks. If floors have grout,
grout will not be substantially darker than its intended color. If floors are carpeted or matted,
carpets or mats must have a clean uniform appearance with no traffic patterns or embedded
soil.
b. Prior to opening, trash containers must be completely empty, with liners replaced, with no
evidence of debris, buildup, dust, handprints, graffiti, gum, malodor, soil, spots or streaks.
Trash must be transported to a designated area and deposited only in designated receptacles in
a safe and efficient manner, minimizing transportation through public areas during hours of
operation.
c. Prior to opening, horizontal and vertical surfaces must be clean and dry and have a uniform
appearance with no evidence of buildup, debris, dust, gum, scuffs, soil, spots or streaks.
4. Required Outcomes - Janitorial Closets / Shop / Loading Dock
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a. Prior to opening, areas must clean in appearance, with no readily observable buildup, debris,
soil, spots, malodor or streaks. After opening and during normal public-use hours, back-of-
house areas may have casually observable buildup, debris, soil, spots, malodor or streaks.
5. Required Outcomes - Exterior Areas up to 25’
a. Prior to opening, and to a reasonable extent considering early morning traffic, pavers,
stonework, sidewalks, walkways, ramps and stairs must have a clean, uniform appearance
with no evidence of debris, buildup, graffiti, gum, soil, spots or streaks. If pavers, stonework,
sidewalks, walkways, ramps and stairs have grout, grout will not be substantially darker than
its intended color.
b. Prior to opening, and to a reasonable extent considering early morning traffic: trash containers
must be completely empty, with liners replaced, with no evidence of debris, buildup, dust,
handprints, graffiti, gum, malodor, soil, spots or streaks. After opening and during normal
public-use hours, trash containers in high-use areas must be no more than ¾ full and must
remain free of buildup, handprints, malodor, soil, spots and streaks. Trash must be
transported to a designated area and deposited only in designated receptacles in a safe and
efficient manner, minimizing transportation through public areas during hours of operation.
c. Prior to opening, and to a reasonable extent considering early morning traffic: horizontal and
vertical surfaces, cushions/benches/seating, furniture and handrails must be clean and dry and
have a uniform appearance with no evidence of buildup, debris, dust, gum, scuffs, soil, spots
or streaks. After opening and during normal public-use hours, horizontal and vertical surfaces
to eye level, cushions/benches/seating, furniture and handrails must remain free of buildup,
handprints, soil, spots and streaks.
d. Contractor is responsible for removal of snow and ice in the immediate exterior areas adjacent
to all entrances and exits to provide a slip-free environment, including walkways and
emergency exits. To the extent it does not interfere with normal operations, this is required
during the hours they are on-site and normal operating hours for all times icy conditions may
develop and during and after a snow storm. College will provide the ice melt product while
Contractor is responsible for all ice melt application equipment including but not limited to
shovels, etc.
3.4.6.3 MEASURING REQUIRED OUTCOMES
3.4.6.3.1 OVERVIEW
This performance-based Custodial Services Program requires that the Contractor participate in a web-based global
quality assurance program to assure adherence to RCNJ’s requirements. The program will include ongoing joint
quality inspections utilizing mobile technology and a reporting website to manage the inspection results. The
joint quality inspections will include an RCNJ representative and a supervisor or management representative from
the Contractor. To facilitate achievement and maintenance of all buildings at APPA Level 2, Ramapo College of
New Jersey intends to utilize the Smart Inspect™ or similar quality system. Contractors will be provided with
access to the Smart Inspect web-based auditing platform, the cost of which to be paid by the Contractor.
Quality assurance activities, such as those associated with participation in a performance-based program, are
considered an integral part of the contractor-client relationship. It is not anticipated that participation in the
quality assurance system will require any additional management resources on the part of the Contractor.
The performance of the Contractors shall be evaluated and managed in the manner described below:
3.4.6.3.2 MONTHLY INSPECTIONS AND THIRD-PARTY CALIBRATION AUDITS
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1. During the term of this Agreement, Contractor and RCNJ shall jointly conduct monthly quality audits
and data uploads using the Smart Inspect quality assurance system approved by RCNJ. The contractor
has primary responsibility to schedule and coordinate the audits. If contractor has made every
reasonable effort to schedule a required inspection with RCNJ and has not been able to arrange a
mutually agreeable time and date for the inspection, it may conduct the inspection without RCNJ, with
RCNJ’s permission - not be unreasonably withheld.
2. Contractor will be provided with access to the web-based quality assurance platform. The cost of the
platform will be paid by the Contractor. All Supervisors and Managers are to be equipped with mobile
devices compatible with the system.
3. Third-party quarterly calibration audits may also be conducted by a Joint Review Team comprised of the
Contractor, a representative of RCNJ and an independent 3rd party auditor.
4. During the term of this Agreement, the Contractor is required to maintain the property at a quality level
consistent with the Required Outcomes. Compliance shall be monitored utilizing the quality assurance
system.
3.4.6.3.3 QUALITY IMPROVEMENT PLANNING
The Contractor shall provide a comprehensive written Quality Improvement Plan within one week following each
audit, regardless of the outcome of each monthly audit.
3.4.6.3.4 NON-PERFORMANCE
Non-performance is defined as:
1. Failure to meet the acceptable quality standards
a. Contractor is considered non-compliant with the performance standards if it fails to sustain the
acceptable quality standards two consecutive monthly audits.
b. Repeated non-consecutive failure to achieve the acceptable quality standards
2. Failure to conduct the required monthly audit
a. The contractor has the primary responsibility to schedule and coordinate with RCNJ, a monthly
quality assurance audit using the RCNJ-selected quality assurance platform
b. Failure to conduct the required monthly quality audit will be deemed as the equivalent to failing
to meet the prescribed quality levels
3. Failure to meet other terms and conditions of the Agreement
3.4.6.3.5 EMERGENCY RESPONSE CONSIDERATION
Client understands that the Contractor, at times, is required to reassign staff to respond to an emergency. In
these cases, the center shall not be inspected for two days in order to give the Contractor an opportunity to
complete the required cleaning tasks.
3.4.6.3.6 TEAM APPROACH
RCNJ views its relationship with the Contractor as a team relationship. Therefore, the Contractor shall be
invited to accompany both RCNJ and/or a third-party auditor during any quality inspection.
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3.4.7 CUSTODIAL BASE PROGRAM QUALITY ASSURANCE KPI’S
This performance-based program will be managed utilizing the following Four (4) Quality Assurance
KPIs:
1. Maintenance of All Buildings at an APPA Level 2
To indicate adherence to the quality requirements, the Contractor is required to maintain a Quality Success
Percentage (QSP) of 88% at each building utilizing the Smart Inspect system. This QSP represents the
Smart Inspect minimum threshold associated with the upper range of the APPA Level 2 standard.
Smart Inspect Records Identifiable Cleaning Deficiencies:
a. Buildup: any accumulation of soil, alkaline deposits, cleaning agents, or floor finish,
necessitating interim or restorative cleaning procedures
b. Cobweb: any spider web or web-like structure containing dust or other organic material
c. Debris: any litter, garbage, rubbish, rubble, loose food, leaves, paper, cigarette butts, trash, or
waste
d. Disorganized: messy, not arranged in an orderly manner
e. Dull: lacking a shine or luster
f. Dust: any loose extra-fine particles of dust, dirt, or sand
g. Gum/Adhesive: a variety of chewy or sticky substances including stickers, chewing gum,
licorice, or candy
h. Filled, Over: accumulation beyond acceptable levels
i. Filled, Under: depletion beyond acceptable levels
j. Fingerprints/Handprints: recognizable human handprints or fingerprints
k. Graffiti: unauthorized drawing, writing, or defacement on a public surface
l. Malodor: odor identified as unpleasant
m. Non-operational: not currently operating as intended
n. Scuff: removable nicks, scuffs, black marks, and heel marks
o. Soil: any removable dirt, film, grime, mud, grease, oil, food, sand, footprints, smears,
smudges
p. Spot: any localized or singularly occurring removable spill, dirt, grime, mud, grease, oil,
food, liquid, water spots, splashes, smears, and smudges
q. Streak: observable striation caused by a cleaning procedure
A QSP (Quality Success Percentage) score shall be defined as the score that results from dividing the total
acceptable items inspected (items that meet the appearance criteria as stated in Specifications) into the total
number of items inspected. For example, if an auditor inspects 1,000 items and 880 of those items are
deemed to be acceptable (free of the listed deficiencies.), then the resulting QSP is 88%.
Non-compliance penalty: The performance of the Contractor as it relates to the QSP shall be
evaluated and managed in the manner described below:
Failure to upload and/or failure to reach the minimum score (88%) shall be considered non-compliant. Two
consecutive months of non-compliance shall result in a 3% penalty of the second month’s invoice value
for each of the individual buildings that are non-compliant for two months. The penalty shall be continued
for additional consecutive months of non-compliance.
The Joint Audit Team may also conduct additional random inspections during the regular monthly audits.
These will be included with the monthly data to determine contract compliance.
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2. Provide Ongoing Quality Improvement Plans (QIPs)
The Contractor shall provide a Quality Improvement Plan, or QIP, within one week following each audit,
regardless of QSP attained. Missed daily tasks are to be completed within 24 hours while floor/project
work issues must be completed within seven (7) days.
3. Provide Floor Care and Carpet Care Scheduling and Reporting
The Contractor shall maintain an accurate and updated monthly schedule for interim and restorative floor
care and carpet care. This schedule shall include tasks such as stripping and refinishing, scrubbing and
recoating, carpet extraction, etc., and shall indicate planned dates and actual completion dates, by
facility/area. The College must pre-approve any floor work schedules.
4. Provide Green Cleaning Purchasing and Training Reporting
The Contractor shall maintain quarterly accurate and updated reports indicating adherence to the RCNJ
Green Cleaning policy. These reports shall include a breakout of sustainable/non-sustainable supplies and
equipment, indicate where they were delivered and where they will be used. Reports must include cost and
quantity breakdowns. Sample reports are illustrated below:
At least 75% of the Custodial and consumable products purchased must meet at least one of the
sustainability criteria listed in the Green Cleaning attachment. A Log Book of up-to-date SDS sheets must
be maintained for all chemicals and submitted / reviewed quarterly with the College.
At least 40% of all powered Custodial equipment (purchased, leased, or used by Service Provider) must
meet green cleaning criteria. For existing equipment that does not meet the criteria, the Service Provider
shall develop a phase-out plan for its replacement with environmentally preferable products at the end of
its useful life.
The Service Provider shall also maintain and submit a Quarterly Training Log. The Training Log shall list
the employees, training topics covered and number of hours spent in training. A minimum of eight (8)
hours per year per employee is required. The equipment log shall show a current equipment list that details
the make/model of equipment, year purchased and condition, along with a record of maintenance activities.
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3.4.8 SPECIAL CONDITIONS
Special conditions for this RFP are as follows and shall apply to the Contractor for its awarded areas:
1. Mackin Hall Room 130 and Bischoff Hall Room 130 house guests of RCNJ. The unit contains a
kitchenette, bedroom and bathroom. This unit may incur frequent turnover, it is the responsibility of
the Contractor to conduct a re-clean cleaning after each occupant’s departure. The cleaning includes
but is not limited to cleaning the exterior and interior of micro fridge, emptying trash, cleaning and
stocking the bathroom, changing linens (sheets, pillowcases, towels, bath mat, etc.). Laundering will
be performed by others. There are sufficient linens (furnished by the College) for this purpose. At
most, this area will need cleaning once per week. RCNJ normally will provide 24 hours’ notice of
the pending arrival of a new guest.
2. Monthly/ as requested pick-up and removal of spent painting chemicals from the Berrie Center,
transportation to chemical storage room in Academic G-Wing Room G 111.
3. Village Trash and Recycling Removal: The cleaning contractor is responsible for transporting the
nine (9) wheeled dumpsters to the curb for trash pickup three (3) times per week, in the morning. The
contractor is also responsible for transporting five (5) wheeled recycling dumpsters to the curb for
recycling pick up one (1) time per week, in the morning. The contractor is responsible dumpster
(wheeled) to curbside first thing each morning and place them back immediately after waste pickup
has been completed. The frequency of this pickup may change periodically and in summer.
4. Overlook Trash and Recycling Removal: The cleaning contractor is responsible for transporting one
(1) wheeled dumpster to the curb for trash pickup four (4) times per week, in the morning. The
contractor is also responsible for transporting one (1) wheeled recycling dumpster to the curb for
recycling pick up two (2) times per week, in the morning. The frequency of this pickup may change
periodically and in summer.
5. As needed: mop Mansion basement when necessary due to rainwater infiltration.
6. Other Exceptions:
a. The food service and dining portion of the following areas are not part of this contract: Adler,
Trustees Pavilion, Student Center, Berrie Center and the Learning Commons.
b. The following additional areas are not part of this contract: Student Center Bookstore, Trustees
Pavilion Convenience Store, Berrie Center Art Galleries
3.4.9 TYPES OF SUMMER, SEMESTER BREAK, AND OTHER RESIDENTIAL UNIT TURNOVER
CLEANING
This section addresses RCNJ’s various requirements to clean residential facilities that have been previously
occupied and subsequently vacated. Primarily, the Contractor must provide an Annual Clean (or Full Clean),
which includes all of the student residence halls and occurs largely after the spring semester ends. There are some
vacated rooms and residential apartment units that will also require this type of cleaning between winter and
spring semesters and at other times during the year when residents vacate. The contractor must also provide Re-
Cleaning of residential living units after they have been occupied for short term stays during the summer months
- Ramapo College utilizes our residence halls in various ways; summer school housing, corporate intern housing,
summer camp and conference housing, etc. There is also a Wipe-down program for touching up a unit that has
been vacant for a time after being cleaned. Finally, there is a need for “partial” cleanings, which will be billed at
the awarded T/M rate per hour. This type of cleaning is on an as-needed basis and the College makes no guarantee
to the quantity to be required as it depends on external factors in many cases.
Please see Exhibit C: RCNJ Minimum Residential Unit Cleaning for cleaning tasks descriptions for the
different service levels and anticipated frequencies.
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A separate and distinct crew of employees will be provided for these work efforts. These services requires quick
turnaround and large but temporary peaks in labor forces in the spring/summer and non-conventional work
schedules.
The Contractor's supervisor must report directly to the RCNJ Supervisor-in-Charge or assistant inspectors before
commencing any work so that changes or additional assignments can be communicated, arrangements can be
made for entering facilities and to make sure that RCNJ is aware of their arrival on campus.
1. A daily meeting between the RCNJ Supervisor-in-Charge or assistant inspector and the Contractor's on-
site supervisor is required. This meeting will provide an opportunity for both the contractor's supervisor
and RCNJ Supervisor to discuss what work was completed the previous day, what work is planned for the
upcoming day and an overview of problems, questions and solutions. This will ensure that the work
progresses smoothly throughout the summer. It is important that problems in particular are discussed as
they occur, so that a solution may be implemented immediately. It is the Contractor's responsibility to
notify the RCNJ Supervisor of any concern immediately. It is imperative that an excellent flow of
communications exists between the College and the Contractor.
2. Due to the operational needs and deadlines of the Ramapo College of New Jersey Summer Conference
and meeting schedules, it will be necessary for cleaning operations to take place during the evening,
weekends, and holidays and throughout the night as well as the traditional Monday through Friday hours.
3. Due to Fire code regulations, exterior apartment or suite doors are not to be propped open with any item,
for any reason.
4. End of Summer Cleaning must be completed prior to resident check-in, this normally occurs at the end of
August however the exact date will change depending upon the annual academic calendar. If the assigned
contractor is unable to complete this service within the required time frames or specifications RCNJ
reserves the right to use any available contractor or RCNJ staff. If there is a cost difference attributed to
this non-performance the assigned contractor is responsible for the cost differential and it will be deducted
from any outstanding invoices.
3.4.9.1 ANNUAL (FULL CLEANING) RESPONSIBILITIES
RCNJ requires a full and heavy cleaning of residential facilities that have been previously occupied and
subsequently vacated. This occurs primarily after the spring semester ends, or when residents move and entails
all of the student residential living quarters. The residential unit must be left in excellent “move-in” condition
when the service is complete.
1) Contractors shall prioritize the immediate removal, from all vacated rooms, of all leftover or discarded food
in the refrigerator and other areas, as well as trash and large debris. Removal of these items, while included
within the normal Residential Unit Turnover Cleaning process, must be completed before other large scale
turnover cleaning efforts begin throughout the vacated living quarters throughout the buildings.
2) Contractors shall not dispose of any article in any apartment/suite/room (other than litter), such as clothing,
audio/visual equipment, plates, dishes, step-stools, plungers, etc., without the approval of the RCNJ
Supervisor. If items such as these are found, the RCNJ Supervisor must be notified immediately.
3) If the contractor enters any apartment/suite/room that clearly seems to be occupied, cleaning activities
must cease and the RCNJ Supervisor immediately notified. Cleaning activities shall resume only upon
approval of the RCNJ Supervisor.
4) Upon Completion of cleaning activities the contractor must: flush floor drains with clean water to fill trap,
close and lock all windows, put all blinds in down (but open) position, turn all lights off and set thermostat
at 76-78 degrees during the summer months or 60 degrees during the winter months.
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3.4.9.2 RE-CLEAN RESPONSIBILITIES
The College hosts a variety of summer camps and conferences, these groups may be housed in the residence halls
and apartments. Re-cleans will be conducted when a particular camp or conference group departs its assigned
room or apartment, in order for re-occupancy. The residential unit does not require the same level of cleaning that
was performed during the annual cleaning but must be left in excellent “move-in” condition when the service is
complete.
Cleaning is required whenever an assigned room or apartment is vacated by a summer resident in order to prepare
the space for the next occupant. Length of stay for each summer group could vary from 3 nights to the entire
summer. The expectation is to clean each used summer residential unit and return it to “move-in ready” condition
when the work is completed by the contractor. In certain cases the turn-around time is less than 12 hours before
the next group is scheduled to occupy the residence hall.
3.4.9.3 WIPE DOWN RESPONSIBILITIES
This activity consists of a light general cleaning. Specifically, it refers to cleaning performed at the request of
RCNJ that will take place prior to the fall semester during the last half of August. It occurs after either after Full
Clean or Re-Clean has been completed and the area has been unoccupied for a long period of time. The residential
unit must be left in excellent “move-in” condition when the service is complete.
3.4.9.4 PARTIAL CLEAN RESPONSIBILITIES
Full clean of bathroom(s) and of re-clean of one bedroom/commons areas.
The Contractor shall also complete the following:
1. Upon completion of cleaning activities the contractor must: flush floor drains with clean water to fill
trap, close and lock all windows, put all blinds in down (but open) position, turn all lights off and set
thermostat at 76-78 degrees during the summer months or 60 degrees during the winter months.
2. End of Summer Cleaning must be completed prior to resident check-in, this normally occurs the end of
August. However, the exact date will determined by the annual academic calendar. If the assigned
contractor is unable to complete this service within the required time frames or specifications RCNJ
reserves the right to use any available contractor or RCNJ staff. If there is a cost difference attributed to
this non-performance the assigned contractor is responsible for the cost differential and it will be deducted
from any outstanding invoices.
3. For longer summer programs - typically in July or August, interim bathroom cleaning is required for large
programs. Extra bathroom cleaning is provided for sessions that run longer than 10-days. This is in
addition to regularly scheduled cleaning and is billed on a time and material basis.
Required Outcomes – Residential Living Areas
a) Upon completion of turnover cleaning, floors, stairs, landings and baseboards must have a clean, uniform
appearance with no evidence of debris, buildup, dust, handprints, graffiti, gum, malodor, soil, spots or streaks.
Finished floors will have a clean uniform gloss. If floors are carpeted, carpets or mats must have a clean uniform
appearance with no traffic patterns or embedded soil. Floor drains are flushed with clean water.
b) Upon completion of turnover cleaning, there is no evidence of leftover or discarded food, trash or debris.
All appliances and trash containers must be completely clean and empty, with liners replaced, with no evidence
of debris, buildup, dust, handprints, graffiti, gum/adhesive, malodor, soil, spots or streaks.
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c) Upon completion of turnover cleaning, horizontal and vertical surfaces, appliances, furniture, walls,
ceilings, doors, cupboards, fixtures and windows, must be clean and dry and have a uniform appearance with no
evidence of buildup, debris, dust, gum/adhesive, scuffs, soil, spots or streaks. Appliances, furniture, blinds and
thermostat settings must be in their intended positions.
3.5 AS NEEDED CLEANING SERVICES
Contractor shall provide cleaning services that are outside the scope of their Contract, as requested by the College.
These cleaning services shall be billed at the applicable rate on the Pricing Workbook that is awarded per this
RFP, which includes but is not limited to Time and Material (T&M) Hourly rates as specified in the Pricing
Workbook.
3.6 EMERGENCIES
In the event of an off-hour emergency situation the contractor will provide coverage to address that emergency
situation within a two-hour time period. These cleaning services shall be billed at the Emergency Services Time
and Material (T&M) Hourly rates on the Pricing Workbook that is awarded per this RFP.
3.7 STATE BUILDING SERVICES CONTRACT ACT
Each Contractor or any Subcontractor furnishing services under this Contract shall comply with the State Building
Services Contracts Act, N.J.S.A 34:11-56.58 et seq. and N.J.A.C. 12:64-1.1 et seq. The prevailing wage for
building services rates that are applicable to the workers employed in the performance of the Contract and shall
be paid not less than the indicated prevailing wage for building services rates. The contract shall provide for
annual adjustments of the prevailing wage for building services during the term of the contract. If it is found that
any worker employed by the Contractor or any Subcontractor covered by the Contract, has been paid less than
the required prevailing wage, the State Treasurer may terminate the Contractor or Subcontractor's right to proceed
with the work, and the Contractor and his sureties shall be liable to the State for any excess costs occasioned by
the termination. The Contractor and any Sub-Contractors shall submit certified payroll documentation to the
College’s Office of Facilities Management.
Please refer to https://www.nj.gov/labor/wagehour/lawregs/state_building_service_contracts_law.html for
additional information and https://www.nj.gov/labor/wagehour/wagerate/pwr_state_bldg.html for obtaining a
wage rate determination. Bergen County is where the work under this Contract will be performed.
Public works contractor registration is not a requirement under this contract.
3.8 INVOICING
The Contractor shall comply with the following:
1. The contractor will submit invoices on a monthly basis for work performed the previous month and
dated the last day of that month. All invoices are to be individually numbered and must include the
RCNJ Purchase order number (see attached sample invoice). Invoices must be submitted separately
for each complex and must match the pricing awarded per the Contract awarded as a result of this
RFP. Invoices must be submitted and received before a maximum of thirty (30) days from the date of
service to be considered for payment. If discrepancies arise, RCNJ will notify the contractor via email.
If the requested modification(s) are not remedied within ten (10) business days from notification RCNJ
will revise the invoice based upon available information and will consider the invoice a final revision
for payment. Complete itemized description, date(s), specific location(s) and Building must be
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included. The name of the RCNJ requester must be included for all services except Daily Cleaning.
For Summer and Semester Break Cleaning Operations invoicing must include locations and quantities
of Full Cleans, Re-Cleans, Wipe-Downs and Partials and other quoted pricing (see attached sample
invoice).
2. Invoice Submittal: All invoices are to be sent to:
Ramapo College of New Jersey
Office of Facilities Management
505 Ramapo Valley Road
Mahwah, New Jersey 07430
3. Samples of acceptable invoices are as follows:
Sample Invoice
A1 Cleaning
Company
Invoice #
123 Main Street RAM1104
Anywhere, NJ
Invoice
Date: 12/1/2021
P.O.
number: P2200001
DESCRIPTION UNIT TOTAL
1 EACH
Monthly charge for routine services in Residential Complexes
for November 2021
$30,000
TOTAL
$30,000
$30,000
Sample Invoice of “Emergency” Services
A1 Cleaning
Company
Invoice #
123 Main Street RAM1104
Anywhere, NJ
Invoice
Date: 12/1/2021
P.O.
number: P2200001
DESCRIPTION UNIT TOTAL
35
4 Porters
Emergency services for off-hours cleanup of spillage
on November 8, 2021 as approved by Facilities
$66.00
$264.00
Emergency services for 4 hours @ contracted T&M (Per Hour
Rate for Emergency Services of $16.50 per hour
TOTAL
$264.00
Sample Invoice for “Summer Cleaning”
A1 Cleaning
Company
Invoice #
123 Main Street RAM1104
Anywhere, NJ
Invoice
Date: 08/30/2021
P.O.
number: P2200001
DESCRIPTION UNIT TOTAL
24 each
Summer Cleaning Activities: Week of August 1, 2021
$66.00
$1,584.00
Full Cleaning of Suites, 1st floor of Linden Hall
132 each Re-Cleaning of All apartments in The Village, Buildings 1-22
$175.00 $23,100.00
23 each Wipe-down Cleaning of each apartment: Tamarack $40 $920.00
9 each
Re-Cleaning of the following suites in Bischoff Hall
201, 207, 214, 209, 225, 355,427,428 and 430
$75 $675.00
TOTAL $26,279.00
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4. No Response: Uncompleted services, will not be paid. If the awarded contractor is unable or refuses
to respond to a request that is within the scope of the contract, RCNJ reserves the right to contact and
use another available contractor and will deduct the differential cost of their services from any
outstanding invoices of the awarded contractor.
3.9 ADDITIONS, DELETIONS, OR OTHER REQUIRED MODIFICATIONS INCLUDING
BUT NOT LIMITED TO COVID-19
The Contractor shall abide by the following:
1. This bid assumes full operations and occupancy of all buildings included in this RFP. In the event a
building is taken offline and or occupancy of any building is significantly reduced due to the current
pandemic and changing atmosphere presented by SARS-CoV-2 (COVID-19), the College reserves the
right to amend the terms and conditions of the contract with 30 days’ notice. Amending the contract may
include removal of building(s) for period building is offline, requiring reduction of staffing for building
and or other contracted areas. The Contractor shall bill only at awarded rates and only for buildings that
are currently being serviced. For reductions related to partial cleaning of a building, pricing will be based
off of the percentage of the building that is closed on a sq. feet. basis while accounting for contingencies
such as area type, staffing needed to meet the requirements, and any other pertinent factors, which can be
submitted to the College if this situation occurs. The College will review and approve if deemed
reasonable, at its discretion. The College may require additional details or discussion on an as needed
basis.
2. Separate from COVID-19, during the period of this Contract RCNJ reserves the right to add, delete or
request additional outside of scope housekeeping services and/or locations at an agreed upon cost increase
or decrease, following a similar format to Section 3.9.1 above. The Contractor will be given 30 days’
notice to implement the requested change(s).
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4.0 PROPOSAL PREPARATION AND SUBMISSION
4.1 GENERAL
The Bidder is advised to thoroughly read and follow all instructions contained in this RFP, including the
instructions on the RFP’s Cover sheet, in preparing and submitting its Proposal. Failure to submit information as
indicated below may result in your Proposal being deemed non-responsive.
4.2 PROPOSAL DELIVERY AND IDENTIFICATION
In order to be considered, a Proposal must arrive at Purchasing Department in accordance with the instructions
on the RFP’s Cover sheet. The exterior of all bid proposal envelopes/package should be labeled with the RFP
number, title, the final bid opening date and time, and the Bidder’s name and address. Bidders are cautioned to
allow adequate delivery time to ensure timely delivery of Proposals. Late Proposals are ineligible for
consideration.
4.3 NUMBER OF PROPOSAL COPIES
The Bidder must submit one (1) complete ORIGINAL Proposal, clearly marked as the “ORIGINAL” Proposal.
The bidder should submit one (1) complete COPY of the original, clearly marked as “COPY”. The Bidder should
submit one (1) exact copy on a flash drive. The copies requested are necessary in the evaluation of the Proposal.
It is suggested that the Bidder make and retain a copy of its Proposal.
4.4 PROPOSAL CONTENT
The Bidder should submit its Proposal be submitted in following sections with the content of each section as
indicated below:
Section 1 - Forms (Sections 4.4.1, 4.4.2, and 4.4.3).
Section 2 – Price Sheet (Section 4.4.4);
Section 3 – Technical Submittals (Section 4.4.5); and
Section 4 - Any other documents to be included by the Bidder.
4.4.1 FORMS, REGISTRATIONS AND CERTIFICATIONS REQUIRED
4.4.1.1 SIGNATURE PAGE
The Bidder shall complete and submit the Signature Page accompanying this RFP in order to be considered for
award. The Bidder should submit the Signature Page with its Proposal. The Signature Page must be signed by
an authorized representative of the Bidder. If the Bidder is a limited partnership, the Signature Page must be
signed by a general partner. If the Bidder is a joint venture, the Offer and Signature Page must be signed by a
principal of each party to the joint venture.
If the Signature Page is not submitted with the Proposal or is incomplete, the College will require the Bidder to
submit the Signature Page. If the Bidder fails to comply with the requirement within the timing requested, the
College may deem the Proposal non-responsive.
4.4.1.2 MACBRIDE PRINCIPLES CERTIFICATION
The Bidder must certify pursuant to N.J.S.A. 52:34-12.2 that it is in compliance with the MacBride principles of
nondiscrimination in employment as set forth in N.J.S.A. 52:18A-89.5 and in conformance with the United
Kingdom’s Fair Employment (North Ireland) Act of 1989, and permit independent monitoring of their compliance
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with those principles. Please refer to N.J.S.A. 52:34-12.2 for additional information about the MacBride
principles.
By signing the Signatory Page, the Bidder is automatically certifying that either:
a. The Bidder has no operations in Northern Ireland; or
b. The Bidder has business operations in Northern Ireland and is committed to compliance with the MacBride
principles.
A Bidder electing not to certify to the MacBride Principles must nonetheless sign the Signature Page AND must
include, as part of its proposal, a statement indicating its refusal to comply with the provisions of this Act.
4.4.1.3 NON-COLLUSION
By submitting a proposal, the Bidder certifies as follows:
a. The price(s) and amount of its proposal have been arrived at independently and without consultation,
communication or agreement with any other Contractor, Bidder or potential Bidder;
b. Neither the price(s) nor the amount of its proposal, and neither the approximate price(s) nor approximate
amount of this proposal, have been disclosed to any other firm or person who is a Bidder or potential
Bidder, and they will not be disclosed before the proposal submission;
c. No attempt has been made or will be made to induce any firm or person to refrain from bidding on this
Contract, or to submit a proposal higher than this proposal, or to submit any intentionally high or
noncompetitive proposal or other form of complementary proposal;
d. The proposal of the firm is made in good faith and not pursuant to any agreement or discussion with, or
inducement from, any firm or person to submit a complementary or other noncompetitive proposal; and
e. The Bidder, its affiliates, subsidiaries, officers, directors, and employees are not currently under
investigation by any governmental agency and have not in the last five (5) years been convicted or found
liable for any act prohibited by state or federal law in any jurisdiction, involving conspiracy or collusion
with respect to bidding on any public Contract.
4.4.1.4 NEW JERSEY BUSINESS ETHICS GUIDE CERTIFICATION
The Treasurer has established a business ethics guide to be followed by Bidders/Contractors in its dealings with
the State. The guide can be found at: https://www.state.nj.us/treasury/purchase/ethics.shtml.
By signing the Signature Page, the Bidder is automatically certifying that it has complied with all applicable laws
and regulations governing the provision of State goods and services, including the Conflicts of Interest Law,
N.J.S.A. 52:13D-12 to -28.
4.4.2 FORMS REQUIRED WITH PROPOSAL
4.4.2.1 OWNERSHIP DISCLOSURE CERTIFICATION
Pursuant to N.J.S.A. 52:25-24.2, in the event the Bidder is a corporation, partnership or limited liability company,
the Bidder must complete an Ownership Disclosure Form. A current completed Ownership Disclosure Form must
accompany the Proposal. If the Bidder is a joint venture, an Ownership Disclosure Form must be completed and
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submitted by each party to the joint venture. Failure to comply will result in rejection of the Proposal. See the
attachment titled Ownership Disclosure.
4.4.2.2 BID SECURITY
Not applicable for this RFP.
4.4.2.3 PUBLIC WORKS CONTRACTOR REGISTRATION
Not applicable for this RFP.
4.4.2.4 SMALL BUSINESS SET-ASIDE CONTRACT
Not applicable for this RFP.
4.4.3 FORMS REQUIRED BEFORE CONTRACT AWARD AND SHOULD BE SUBMITTED WITH
THE PROPOSAL
4.4.3.1 BUSINESS REGISTRATION CERTIFICATE
In accordance with N.J.S.A. 52:32-44(b), a Bidder and its named Subcontractors must have a valid Business
Registration Certificate (“BRC”) issued by the Department of Treasury, Division of Revenue prior to the award
of a Contract. To facilitate the proposal evaluation and Contract award process, the Bidder should submit a copy
of its valid BRC and those of any named Subcontractors with its proposal.
Any Bidder, inclusive of any named Subcontractors, not having a valid business registration at the time of the bid
opening, or whose BRC was revoked prior to the submission of the Proposal, should proceed immediately to
register its business or seek reinstatement of a revoked BRC. The Bidder is cautioned that it may require a
significant amount of time to secure the reinstatement of a revoked BRC. The process can require actions by both
the Division of Revenue and Enterprise Services and the Division of Taxation. For this reason, a Bidder’s early
attention to this requirement is highly recommended. The Bidder and its named Subcontractors may register with
the Division of Revenue and Enterprise Services, obtain a copy of an existing BRC or obtain information
necessary to seek re-instatement of a revoked BRC online at
http://www.state.nj.us/treasury/revenue/busregcert.shtml.
A Bidder otherwise identified by the College as a responsive and responsible Bidder, inclusive of any named
Subcontractors, but that was not business registered at the time of submission of its Proposal must be so registered
and in possession of a valid BRC by a deadline to be specified in writing by the College. A Bidder failing to
comply with this requirement by the deadline specified by the College will be deemed ineligible for Contract
award. Under any circumstance, the College will rely upon information available from computerized systems
maintained by the State as a basis to verify independently compliance with the requirement for business
registration.
A Bidder receiving a Contract award as a result of this procurement and any Subcontractors named by that Bidder
will be required to maintain a valid business registration with the Division of Revenue and Enterprise Services
for the duration of the executed Contract, inclusive of any Contract extensions.
See the RFP attachment titled Business Registration for additional information.
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4.4.3.2 DISCLOSURE OF INVESTMENT ACTIVITIES IN IRAN FORM
Pursuant to Public Law 2012, c.25, prior to an award of Contract, the Bidder is required to certify that neither the
Bidder nor any of the Bidder’s parents, subsidiaries, or affiliates is listed on the N.J. Department of the Treasury’s
list of entities determined to be engaged in prohibited activities in Iran. See the attachment titled Disclosure of
Investment Activities in Iran Form.
If the Disclosure of Investment Activities in Iran Form is not submitted with the Proposal or is incomplete, the
College will require the Bidder to submit the Disclosure of Investment Activities in Iran Form. If the Bidder fails
to comply with the requirement within the timing requested, the College may deem the Proposal non-responsive.
4.4.3.3 DISCLOSURE OF INVESTIGATIONS AND OTHER ACTIONS INVOLVING BIDDER
The Bidder should provide a detailed description of any investigation, litigation, including administrative
complaints or other administrative proceedings, involving any public sector clients during the past five (5) years
including the nature and status of the investigation, and, for any litigation, the caption of the action, a brief
description of the action, the date of inception, current status, and, if applicable, disposition. The Bidder shall use
the Disclosure of Investigations and Actions Involving Bidder Form for this purpose.
If the Disclosure of Investigations and Actions Involving Bidder Form is not submitted with the Proposal or is
incomplete, the College will require the Bidder to submit the Disclosure of Investigations and Actions Involving
Bidder Form. If the Bidder fails to comply with the requirement within the timing requested, the College may
deem the Proposal non-responsive.
4.4.3.4 SOURCE DISCLOSURE CERTIFICATION
Pursuant to N.J.S.A. 52:34-13.2, prior to an award of Contract, the Bidder is required to submit a completed
source disclosure form, disclosing the location by country where services under the Contract, including
subcontracted services, will be performed. This statute requires that the services shall be performed within the
United States. The Bidder’s inclusion of the completed Services Source Disclosure Form with the proposal is
requested and advised.
If the Source Disclosure Form is not submitted with the Proposal or is incomplete, the College will require the
Bidder to submit the Source Disclosure Form. If the Bidder fails to comply with the requirement within the
timing requested, the College may deem the Proposal non-responsive.
4.4.3.5 COOPERATIVE PURCHASING
Not applicable for this RFP.
4.4.4 PRICE SHEET
The Bidder must submit its pricing using the format set forth in the Price Sheet attached hereto as Exhibit D:
Pricing Workbook. The Bidder shall provide an All-Inclusive Price as defined in RFP Section 2.0. Failure to
submit all information required may result in the proposal being considered non-responsive. Each Bidder is
required to hold its prices firm through issuance of Contract
Pricing instructions are outlined on the “Instructions” Tab of the Pricing Workbook. The Bidder should reference
the instructions and complete the Pricing Workbook in accordance with. Bidders may submit pricing for any up
to all of the following aspects: 1) Academic – Base Program, 2) Residential –Base Program, and 3) Residential
Unit Turnover Cleaning. Bidders must submit pricing for all misc. pricing for all 3 years for any programs it is
41
submitting a proposal for and follow other instructions outlined on the “Instructions” Tab of the Pricing
Workbook.
4.4.5 TECHNICAL SUBMITTALS
In order to be considered, Bidders must submit a complete response to this RFP. Complete responses must include
all information requested in this RFP and address all requirements listed in this document. The following are
additional submittals that are required or requested with the Bidder’s Proposal, as outlined below:
a. Summary Information Sheet – Bidders must provide with its Proposal
b. Section 3.0 Response - Bidders must provide a written response to each Section of 3.0 Scope of Work
stating that their proposed solution meets the requirements set forth in that section.
c. Resumes - The Bidder must submit resumes that should include qualifications and experience of the
Bidder’s management, supervisory, and key personnel assigned to the Contract.
d. Proposed Plan of Labor – The Bidder must submit its proposed plan regarding the amount of labor and
availability to execute this contract in a timely manner.
1. Note: It is the Bidders responsibility to meet the requirements of this RFP however this is for
informational purposes for the College to help determine if the Bidder is able to complete the scope
of work of this RFP.
e. Proposed Plan of Equipment – The Bidder must submit its proposed equipment to execute this contract in
Exhibit E – Equipment List.
1. Note: It is the Bidders responsibility to meet the requirements of this RFP however this is for
informational purposes for the College to help determine if the Bidder is able to complete the scope
of work of this RFP.
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5.0 SPECIFIC CONTRACUAL TERMS AND CONDITIONS
5.1 PRECEDENCE OF SPECIFIC CONTRACTUAL TERMS AND CONDITIONS
The Contract awarded as a result of this RFP shall consist of addendum to this RFP, this RFP (including the
College’s Terms and Conditions outlined in Section 8.0), the Contractor's Proposal and the College’s written
agreement incorporating these documents and signed by the Contractor and the College’s Vice President of
Administration and Finance.
In the event of a conflict between provisions within the Contract documents, the Contract documents shall have
the following order of priority: Agreement, this RFP (including the College’s Terms and Conditions outlined in
Section 8.0) as may be amended by Addendum, and the Contractor’s Proposal as accepted by the College.
5.2 CONTRACT TERM
The term of this Contract will be for a period of three (3) years.
5.3 CONTRACT TRANSITION
In the event that a new Contract has not been awarded prior to this Contract’s expiration date, including any
extensions exercised, and the College exercises this Contract transition, the Contractor shall continue this Contract
under the same terms and conditions until a new Contract can be completely operational. At no time shall this
transition period extend more than 180 days beyond the expiration date of this Contract, including any extensions
exercised.
5.4 CONTRACT AMENDMENT
Any changes or modifications to the terms of the Contract shall be valid only when they have been reduced to
writing and signed by the Contractor and the College.
5.5 CONTRACTOR RESPONSIBILITIES
The Contractor shall have sole responsibility for the complete effort specified in this Contract. Payment will be
made only to the Contractor. The Contractor shall have sole responsibility for all payments due any
Subcontractor.
The Contractor is responsible for the professional quality, technical accuracy and timely completion and
submission of all deliverables, services or commodities required to be provided under this Contract. The
Contractor shall, without additional compensation, correct or revise any errors, omissions, or other deficiencies
in its deliverables and other services. The approval of deliverables furnished under this Contract shall not in any
way relieve the Contractor of responsibility for the technical adequacy of its work. The review, approval,
acceptance or payment for any of the services shall not be construed as a waiver of any rights that the College
may have arising out of the Contractor’s performance of this Contract.
5.6 SUBCONTRACTING OR ASSIGNMENT
The Contract may not be subcontracted or assigned by the Contractor in whole or in part without prior written
consent of the College.
43
5.7 CLAIMS AND REMEDIES
5.7.1 CLAIMS
All claims asserted against the College by the Contractor shall be subject to the New Jersey Tort Claims Act,
N.J.S.A. 59:1-1, et seq., and/or the New Jersey Contractual Liability Act, N.J.S.A. 59:13-1, et seq.
5.7.2 REMEDIES
Nothing in this Contract shall be construed to be a waiver by the College of any warranty, expressed or implied,
of any remedy at law or equity, except as specifically and expressly stated in a writing executed by the College.
5.7.3 REMEDIES FOR FAILURE TO COMPLY WITH MATERIAL CONTRACT REQUIREMENTS
In the event that the Contractor fails to comply with any material Contract requirements, the College shall notify
the Contractor of such failure or default and demand that the same be remedied within a specific period of time.
In the event of the failure of the Contractor to remedy the same within said period, the College may take steps to
terminate the Contract and authorize the delivery of Contract items by any available means, with the difference
between the price paid and the defaulting Contractor's price either being deducted from any monies due the
defaulting Contractor or being an obligation owed the College by the defaulting Contractor, or take any other
action or seek any other remedies available at law or in equity.
5.8 TERMINATION
The College reserves the right to terminate this Agreement on thirty (30) days’ notice to the Contractor for any
reason (the "Termination Date"). In such instance, the Contractor shall be paid for services performed and
accepted by the College up to the Termination Date.
5.9 INDEMNIFICATION
Refer to Section 2.2 of the College’s Terms & Conditions issued with this RFP.
5.10 INSURANCE REQUIREMENTS
The Bidder recommended for Contract award shall provide the College with current certificates of insurance and
shall maintain in force for the term of the Contract. See Section 2.3 of the College’s Terms & Conditions (within
RFP Section 8.0) for the specific insurance requirements.
5.11 COLLEGE’S OPTION TO REDUCE SCOPE OF WORK
The College has the option, in its sole discretion, to reduce the scope of work for any task or subtask called for
under this Contract. In such event, the College shall provide advance written notice to the Contractor.
5.12 ADDITIONAL WORK
The Contractor shall not begin performing any additional work or special projects without first obtaining written
approval from the College.
In the event of additional work that is requested and is not foreseeable at the time of this RFP, the Contractor
must present a written proposal to perform the additional work to the College. The proposal should provide
justification for the necessity of the additional work. The relationship between the additional work and the base
Contract work must be clearly established by the Contractor in its proposal.
44
The Contractor’s written proposal must provide a detailed description of the work to be performed broken down
by task and subtask. The proposal should also contain details on the level of effort, including hours, labor
categories, etc., necessary to complete the additional work.
The written proposal must detail the cost necessary to complete the additional work in a manner consistent with
the Contract. The written price schedule must be based upon the hourly rates, unit costs or other cost elements
submitted by the Contractor in the Contractor’s original proposal submitted in response to this RFP. Whenever
possible, the price schedule should be a firm, fixed all-inclusive price to perform the required work. The firm
fixed all-inclusive price should specifically reference and be tied directly to costs submitted by the Contractor in
its original proposal. A payment schedule, tied to successful completion of tasks and subtasks, must be included.
No additional work may commence without the College’s prior written approval. In the event the Contractor
proceeds with additional work without the College’s written approval, it shall be at the Contractor’s sole risk.
5.13 AVAILABILITY OF FUNDS
The College’s obligations hereunder is contingent upon the availability of appropriated funds which payment for
Contract purposes can be made. No legal liability on the part of the College for payment of any money shall arise
unless and until funds are made available for each fiscal year.
5.14 SET-OFF FOR STATE TAX
Pursuant to N.J.S.A. 54:49-19, effective January 1, 1996, and notwithstanding any provision of the law to the
contrary, whenever any taxpayer, partnership or S corporation under Contract to provide goods or services or
construction projects to the State of New Jersey or its agencies or instrumentalities, including the legislative and
judicial branches of State government, is entitled to payment for those goods or services at the same time a
taxpayer, partner or shareholder of that entity is indebted for any State tax, the Director of the Division of Taxation
shall seek to set off that taxpayer’s or shareholder’s share of the payment due the taxpayer, partnership, or S
corporation. The amount set off shall not allow for the deduction of any expenses or other deductions which might
be attributable to the taxpayer, partner or shareholder subject to set-off under this act.
The Director of the Division of Taxation shall give notice to the set-off to the taxpayer and provide an opportunity
for a hearing within 30 days of such notice under the procedures for protests established under R.S. 54:49-18. No
requests for conference, protest, or subsequent appeal to the Tax Court from any protest under this section shall
stay the collection of the indebtedness. Interest that may be payable by the State, pursuant to P.L. 1987, c.184
(c.52:32-32 et seq.), to the taxpayer shall be stayed.
5.15 OWNERSHIP OF MATERIALS
Ownership of all data, material, and documentation originated and prepared for the College pursuant to this RFP
and ensuing Contract shall be and remain the property of the College.
5.16 CONFIDENTIALITY OF INFORMATION
All financial, statistical, personnel, customer and/or technical data supplied by the College to the Contractor are
confidential. The Contractor must secure all data from manipulation, sabotage, theft or breach of confidentiality.
The Contractor is prohibited from releasing any financial, statistical, personnel, customer and/or technical data
supplied by the College that is deemed confidential. Any use, sale, or offering of this data in any form by the, or
any individual or entity in the Contractor’s charge or employ, will be considered a violation of this Contract and
may result in Contract termination. In addition, such conduct may be reported to the State Attorney General for
possible criminal prosecution. The Contractor shall assume total financial liability incurred by the Contractor
associated with any breach of confidentiality.
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5.17 DIANE B. ALLEN EQUAL PAY ACT
Please be advised that in accordance with P.L. 2018, c. 9, also known as the Diane B. Allen Equal Pay Act, which
was signed in to law by Governor Phil Murphy on April 24, 2018, a Contractor performing “qualifying services”
or “public work” to the State or any agency or instrumentality of the State shall provide the Commissioner of
Labor and Workforce Development a report regarding the compensation and hours worked by employees
categorized by gender, race, ethnicity, and job category. For more information and report templates see
https://nj.gov/labor/equalpay/equalpay.html.
5.18 MAINTENANCE OF RECORDS
The Contractor shall maintain all documentation related to products, transactions or services under Contract for
a period of five (5) years from the date of final payment unless a longer period is required by law. Such records
shall be made available to the State, including the New Jersey Office of the State Comptroller, upon request.
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6.0 PROPOSAL EVALUATION
6.1 RIGHT TO WAIVE
The College reserves the right to waive minor irregularities or omissions in a Proposal. The College also reserves
the right to waive a requirement provided that the requirement does not materially affect the procurement or the
College’s interests associated with the procurement.
6.2 RIGHT OF FINAL PROPOSAL ACCEPTANCE
The College reserves the right to reject any or all Proposals, or to award in whole or in part if deemed to be in the
best interest of the College to do so.
6.3 COLLEGE’S RIGHT TO INSEPCT BIDDER’S FACILITIES
The College reserves the right to inspect the Bidder’s establishment before making an award for purposes of
ascertaining whether the Bidder has the necessary facilities for performing the Contract. The College may also
consult with clients of the Bidder during the evaluation of Proposals. Such consultation is intended to assist the
College in making a Contract award which is most advantageous to the College.
6.4 PROPOSAL EVALUATION COMMITTEE
Proposals may be evaluated by Evaluation Committee composed of members of the College Unit/Department
responsible for managing the service, the College’s Purchasing Department, other College employees, and/or
others as determined by the College.
6.5 EVALUATION CRITERIA
The Contract shall be awarded to the responsive and responsible Bidder(s) whose Proposal(s), conforming to the
requirements of this Request for Proposal, are most advantageous to the College, price and other factors
considered.
6.5.1 TECHNICAL EVALUATION CRITERIA
The following evaluation criteria categories, not necessarily listed in order of significance, will be used to evaluate
Proposals received in response to this RFP:
a. Personnel: The qualifications and experience of the Bidder’s management, supervisory, and key personnel
assigned to the Contract, including the candidates recommended for each of the positions/roles required.
b. Experience of firm: The Bidder’s documented experience in successfully completing Contracts of a
similar size and scope in relation to the work required by this RFP.
c. Ability of firm to complete the Scope of Work based on its Technical Proposal: The overall ability of the
Bidder to undertake and successfully complete the technical requirements of the Contract in a timely
manner.
6.5.2 PRICE EVALUATION
For evaluation purposes, Bidders will be ranked according to the 3-year total price for each the academic – base
program and residential - base program located on the “rollup” tab with all misc. pricing factored into the review.
Bidders will be ranked for the Residential Unit Turnover Cleaning based on the rates provided on the “Res Unit
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Turnover Cleaning” Tab, based off of estimated usage (the College makes no guarantee of quantity to be required)
of 1 annual/full clean, 1 re-clean, and 1 for wipe down for each unit with all residential misc. pricing factored into
the review.
6.6 ORAL PRESENTATION, CLARIFICATION OF PROPOSAL
After the submission of Proposals, unless requested by the College as noted below, Bidder contact with the
College is still not permitted.
The Bidder may be required to give an oral presentation to the College concerning its Proposal. The College may
also require the Bidder to submit written responses to questions regarding its Proposal.
The purpose of such communication with the Bidder, either through an oral presentation or a letter of clarification,
is to provide an opportunity for the Bidder to clarify certain aspects of its Proposal. A request for clarification
may be made in order to resolve minor ambiguities, irregularities, informalities or clerical errors. Clarifications
cannot correct any deficiencies or material omissions, or revise or modify a Proposal. Bidders may not attend
presentations made by their competitors.
It is within the College’s discretion whether to require the Bidder to give an oral presentation or require the Bidder
to submit written responses to questions regarding its Proposal. Action by the College in this regard should not
be construed to imply acceptance or rejection of a Proposal. The Purchasing Department is the sole point of
contact regarding any request for an oral presentation or clarification.
Further, the College reserves the right to request all information which may assist in making a Contract award,
including factors necessary to evaluate the Bidder’s financial capabilities to perform the Contract and the right to
request a Bidder to explain, in detail, how the Proposal price was determined.
6.7 PROPOSAL DISCREPANCIES
In evaluating Proposals, discrepancies between words and figures will be resolved in favor of words.
Discrepancies between unit prices and totals of unit prices will be resolved in favor of unit prices. Discrepancies
in the multiplication of units of work and unit prices will be resolved in favor of the unit prices. Discrepancies
between the indicated total of multiplied unit prices and units of work and the actual total will be resolved in favor
of the actual total. Discrepancies between the indicated sum of any column of figures and the correct sum thereof
will be resolved in favor of the corrected sum of the column of figures.
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7.0 CONTRACT AWARD
7.1 DOCUMENTS/APPROVALS REQUIRED BEFORE CONTRACT AWARD
7.1.1 AFFIRMATIVE ACTION
The Bidder recommended for Contract award is required to submit a copy of its Certificate of Employee
Information or a copy of Federal Letter of Approval, verifying that the Bidder is operating under a federally
approved or sanctioned Affirmative Action program. If the Bidder has neither document of Affirmative Action
evidence, then the Bidder must complete an Affirmative Action Employee Information Report (AA-302). This
requirement is a precondition to entering into a College Contract. See the attachment titled Employee Information
Report and Exhibit A regarding mandatory equal employment opportunity language for additional information.
7.1.2 POLITICAL CONTRIBUTION DISCLOSURE REQUIREMENTS
a. The College may not enter into a Contract to procure from any Contractor services or any material,
supplies or equipment, or to acquire, sell or lease any land or building, where the value of the transaction
exceeds $17,500, if the Contractor has solicited or made any contribution of money, or pledge of
contribution, including in-kind contributions to a candidate committee and/or election fund of any
candidate for or holder of the public office of Governor, or to any State or county political party committee
during certain specified time periods.
b. Prior to awarding the Contract to a Bidder, the Bidder proposed as the intended awardee of the Contract
shall submit the Certification and Disclosure form, certifying that no contributions prohibited by the
Legislation have been made by the Bidder and reporting all contributions the Bidder made during the
preceding four years to any political organization organized under 26 U.S.C.527 of the Internal Revenue
Code that also meets the definition of a “continuing political committee” within the mean of N.J.S.A.
19:44A-3(n) and N.J.C.A. 19:25-1.7.
c. Further, the intended awardee is required, on a continuing basis, to report any contributions it makes
during the term of the Contract, and any extension(s) thereof, at the time any such contribution is made.
d. The State Treasurer or his designee shall review the Disclosures submitted pursuant to this section, as well
as any other pertinent information concerning the contributions or reports thereof by the intended awardee,
prior to award, or during the term of the Contract, by the Contractor. If the State Treasurer determines that
any contribution or action by the Contractor constitutes a breach of Contract that poses a conflict of interest
in the awarding of the Contract under this solicitation, the State Treasurer shall disqualify the Business
Entity from award of such Contract.
See the attachment titled Two-Year Chapter 51/Executive Order 117 Vendor Certification and Disclosure of
Political Contributions Form.
7.2 FINAL CONTRACT AWARD
Contract award(s) will be made with reasonable promptness by written notice to that responsible Bidder(s), whose
Proposal(s), conforming to this RFP, is(are) most advantageous to the College, price, and other factors considered.
Any or all Proposals may be rejected when the College determines that it is in the best interest of the College to
do so.
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7.3 PERFORMANCE SECURITY
Not applicable for this RFP.
7.4 AUDIT
The College reserves the right to request from the Contractor during the term of the agreement copies of the
Contractor’s documentation and or information reports related to the performance of the Contract. The requests
could include, but are not limited to, copies of licenses or permits, reporting of invoiced data, copies of call
reports.
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8.0 RAMAPO COLLEGE OF NEW JERSEY TERMS AND CONDITIONS
(Rev: 5/18/2021)
1. STATE LAW REQUIRING MANDATORY COMPLIANCE BY ALL VENDORS
1.1 Corporate Authority – It is required that all corporations be authorized to do business in the State of New Jersey. Corporations
incorporated out of the State must file a Certificate of Authority with the Secretary of State, Department of State, State House, Trenton,
New Jersey. Refer to N.J.S.A. Title 14A chapter 13-3.
1.2 Anti-Discrimination – All parties to any contract with RCNJ agree not to discriminate in employment and agree to abide by all
anti-discrimination laws including those contained within N.J.S.A. 10:2-1 through 10:2-4, N.J.S.A. 10:5-31 through 10:5-38, and all
rules and regulations issued thereunder. The Vendor agrees to the mandatory equal employment opportunity language for Goods,
Professional Services and General Service Contracts set forth in N.J.A.C. 17:27-3.5 and 3.7 or N.J.A.C. 17:27-3.6 and 3.8, as if fully
restated herein and as stated on the College’s website at: https://www.ramapo.edu/purchasing/files/2021/05/Mandatory-AA-Language-
GoodService.pdf and https://www.ramapo.edu/purchasing/files/2021/05/Mandatory-AA-Language-Construction.pdf.
1.3 Prevailing Wage Act – The New Jersey Prevailing Wage Act PL 1963, Chapter 150 is hereby made a part of every contract entered
into on behalf of RCNJ except those contracts which are not within the contemplation of the Act. The bidder’s signature on any proposal
is his guarantee that neither he nor any subcontractors he might employ to perform the work covered by the proposal are listed or are on
record in the Office of the Commissioner of the Department of Labor and Industry as one who has failed to pay prevailing wages in
accordance with the provisions of this Act.
1.4 The Worker and Community Right To Know Act – (P.L. 1983. C. 315: N.J.S.A. 34:5A-1 et seq.) requires employers to label all
containers of hazardous substances by March 1, 1985. Under the terms of the Act the College is considered employer, therefore, all
goods offered for purchase to the College must be labeled in compliance with the provisions of the Act.
1.5 Compliance State Laws – It is agreed and understood that any contracts and/or orders placed as a result of this proposal shall be
governed and construed and the rights and obligations of the parties hereto shall be determined in accordance with the laws of the State
of New Jersey.
1.6 Ownership Disclosure – Contracts for any work, goods or services cannot be issued to any firm unless prior to or at the time of bid
submission the firm has disclosed the names and addresses of all it owners holding 10% or more of the firm’s stock or interests. Refer
to N.J.P.L. 1977 chapter 33.
1.7 Compliance Laws – The vendor must comply with all local, state and federal laws, rules and regulations applicable to this contract
and to the work to be done hereunder.
2. LIABILITIES
2.1 Liability Copyright – The Contractor shall hold and save RCNJ, its officers, agents, servants and employees, harmless from liability
of any nature or kind for or on account of the use of any copyrighted or un-copyrighted composition, secret process, patented or unpainted
invention, article or appliance furnished or used in the performance of his contract.
2.2 Indemnification - The Contractor shall assume all risk of and responsibility for, and agrees to indemnify, defend, and save harmless
RCNJ and its employees from and against any and all claims, demands, suits, actions, recoveries, judgment and costs and expenses in
connection therewith on account of the loss of life, property or injury or damage to the person, body or property of any person or persons
whatsoever, which shall arise from or result directly or indirectly from the work and/or materials supplied under this contract. This
indemnification obligation is not limited by, but is in addition to the insurance obligations contained in this agreement.
2.3 Insurance - The successful vendor shall secure and maintain in force for the term of the contract liability insurance as provided
herein. The successful vendor shall provide the RCNJ Purchasing Office with current certificates of insurance prior to the start of the
agreement for all coverage’s and renewals thereof which must contain the provision that the insurance provided in the certificate shall
not be canceled for any reason except after thirty (30) days written notice to the RCNJ, Purchasing Office. The successful vendor is not
authorized to begin service until the College is in receipt of said certificate. The contractor shall assume all responsibility for his actions
and those of anyone else working for him while engaged in any activity connected with this contract. The contractor shall carry sufficient
insurance to protect him and to indemnify the College from any and all occurrences of property damage or bodily injury which arise out
of the contracted work. The insurance required by this section shall be issued by an insurance company rated A- or better in the A.M.
Best Key Rating Guide or the generally acceptable equivalent rating category and the insurance company must be approved to do
business in the State of New Jersey. All liability policies shall provide “occurrence” type of coverage. All policies and certificates of
insurance, except workers’ compensation, shall be endorsed to name RCNJ, the State of New Jersey, and the New Jersey Educational
Facilities Authority as an additional insured. All policies of insurance shall contain a waiver of subrogation in favor of the College.
Failure to maintain insurance coverage consistent with the provisions of this agreement shall be considered a material breach of this
agreement. The following insurance coverage is the minimum required and shall not relieve the vendor of any liability where liability
for injury, death, and property damage is greater than the insurance coverage:
(a) Commercial General Liability Insurance. Shall cover Bodily Injury and Property Damage with limits not less than: $1,000,000 Each
Occurrence and must be aggregated at $2,000,000 or better. This policy shall include broad form contractual liability, products liability
and completed operations coverage. (b) Automobile Liability Insurance. Shall cover all owned, non-owned, and hired vehicles with
minimum limits of $1,000,000 Combined Single Limit Bodily Injury and Property Damage. (c) Worker’s Compensation Insurance and
Employer’s Liability Insurance. Shall be in accordance to the requirements of the laws of the State of New Jersey and Employer’s
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Liability Insurance coverage with limits of not less than: $1,000,000 Each Accident, $1,000,000 Each Employee for Injury by Disease,
and $1,000,000 Injury by Disease.
3. ASSIGNMENT AND GUARANTEES
3.1 Subcontracting or Assignment – The contract may not be sub-contracted or assigned by the contractor, in whole or in part, without
the prior written consent of the College. Such consent, if granted, shall not relieve the contractor of any of his responsibilities under the
contract. In the event the bidder proposes to subcontract for the services to be performed under the terms of the contract award, he shall
state so in his bid and attach for approval a list of said subcontractors and an itemization of the products and/or services to be supplied
by them. Nothing contained in the specifications shall be construed as creating any contractual relationship between any subcontractor
and the College.
3.2 Performance Guarantee of Bidder – The bidder hereby certifies that: The equipment offered is standard new equipment, and is
the manufacturer’s latest model in production, with parts regularly used for the type of equipment offered, that such parts are all in
production and not likely to be discontinued; also, that no attachment or part has been substituted or applied contrary to manufacturer’s
recommendations and standard practice. All equipment supplied to the College and operated by electrical current is UL approved. All
new machines are to be guaranteed for a period of one year from time of delivery and/or installation and prompt service rendered without
charge regardless of geographic location. Sufficient quantities of parts necessary for proper service to equipment will be maintained at
distribution points and service headquarters. Trained mechanics are regularly employed to make necessary repairs to equipment in the
territory from which the service request might emanate within 48 hour period or within the time accepted as industry practice. The
contractor shall immediately replace any material which is rejected for failure to meet the requirements of the College. All services
rendered to the College shall be performed in strict and full accordance with the specifications as agreed to in the contract. A service
contract shall not be considered complete until final approval by the College is rendered. Payment to vendors for services rendered may
not be made until final College approval is given.
3.3 Delivery Guarantees – Deliveries shall be made at such time and in such quantities as ordered in strict accordance with conditions
contained in proposal. The contractor shall be responsible for the delivery of material in first class condition to the College or the
purchaser under this contract, and in accordance with good commercial practice. Items delivered must be strictly in accordance with bid
specifications. In the event delivery of goods or services is not made within the number of days stipulated or under the schedule defined
in the specifications, the College may be authorized to obtain the material or service from any available source, the difference in price,
if any, to be paid by the contractor failing to meet his commitments.
4. DELIVERY COSTS - All materials shipped in response to College purchase orders are to be invoiced F.O.B. DESTINATION. The
College will not be liable for any damages nor losses incurred in delivery process. FOB Destination requires delivery to the receiving
platform of the addressee, it does not include “spotting”. No delivery charges will be considered which result from partial or multiple
shipments made for the vendor’s convenience.
4.1 C.O.D. Terms – C.O.D. terms are not acceptable as part of a bid proposal and will be cause for rejection of a bid.
4.2 Tax Charges - RCNJ is a municipal agency of the State of New Jersey and is exempt from the New Jersey sales and use taxes,
pursuant to Section 9(a.1) of the New Jersey Sales and Use Tax Act (N.J.S.A: 54:32B-1 et seq.) These taxes must not be included in the
vendor’s price quotations.
4.3 Payment to Vendors – Payments for goods and/or services purchased by the College will only be made against the vendor’s invoice
and College certifications of goods or service.
4.4 New Jersey Prompt Payment Act – The New Jersey Prompt Payment Act N.J.S.A. 52:32-32 et seq. Requires state agencies to pay
for goods and services within sixty (60) days of the receipt of contractor’s invoice or within sixty (60) days of receipt and acceptance of
goods and services, whichever is later. Interest will be paid on delinquent accounts at a rate established by the State Treasurer. Interest
will not be paid until it exceeds $5.00 per properly executed invoice. Cash discounts and other payment terms included as part of the
original agreement are not affected by the Prompt Payment Act.
5. CASH DISCOUNTS – Cash discounts for periods of less than 15 days will not be considered as factors in the award of contracts for
purposes of determining the College’s compliance with any discount offered.
5.1 - A discount period shall commence on the day the College receives a properly executed vendor’s invoice for products and services
that have been duly accepted by the College in accordance with the terms, conditions, and specifications of the Contract/Purchase Order.
If the invoice is received prior to delivery of the goods and services the discount period begins with the acceptance of the goods or
services
5.2 - The date on the check issued by the College in payment of that invoice shall be deemed the date of the College response to that
invoice.