request for proposals contracted custodial cleaning servicesapps.lorainccc.edu/rfp/cleaning svcs...

Request for Proposals Contracted Custodial Cleaning

Services

March 2013

Custodial Cleaning Services RFP March 2013

Opportunity to Propose Contracted Custodial Cleaning Services Sealed proposals will be received at the Lorain County Community College Purchasing Office, 1005 N Abbe Rd., P.C. Campana Building, Room 209, Elyria, Ohio (44035) until Thursday, 2:00 p.m., local time, March 28, 2013, for Contracted Custodial Cleaning Services. Complete submittal information and proposal forms may be obtained from the LCCC website, http://www.lorainccc.edu/purchasing, OR by contacting the Purchasing Office by email at [email protected]. A hard copy is available for viewing only in the Purchasing Office. Note: any respondent accessing the website MUST contact the Purchasing Office, (440) 366-4048 or p u r c h a s e @ l o r a i n c c c . e d u , to register in order to be notified of any addendum. By order of Lorain County Community College, Elyria, Ohio (44035) QUENTIN D. POTTER VICE PRESIDENT FOR ADMINISTRATIVE SERVICES/TREASURER LORAIN COUNTY COMMUNITY COLLEGE Advertisements: First date February 7, 2013 Second date February 14, 2013 Third date February 21, 2013 Media: Send affidavit with invoice to Purchasing, Lorain County Community College, 1005 N Abbe Rd., Elyria, OH 44035

Notice to Web Viewers: In order to receive any Addenda and/or supplemental information, you MUST register with the Lorain County Community College Purchasing Office, either by mail, at 1005 North Abbe Road, Elyria, Ohio 44035-1691, by telephone at 440-366-4048, by fax at 440-366-4648, or by email at [email protected]. The following information is required:

Name of Firm Contact Name Street Address City, State Zip Telephone Fax Phone Email Address

Thank you!

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mailto:[email protected]:[email protected]


Detailed Solicitation Contracted Custodial Cleaning Services Requests for Proposals will be accepted at the Lorain County Community College (LCCC) Purchasing Office, 1005 North Abbe Road, Elyria, Ohio 44035, located on the second floor of the PC Campana Building, Room 209 until Thursday, 2:00 p.m., local time, March 28, 2013, for cleaning of designated areas of the College campuses. All requests for proposals must be submitted on the forms furnished by LCCC. Complete submittal information and proposal forms may be obtained from the LCCC website, http://www.lorainccc.edu/purchasing , OR by contacting the Purchasing Office by email at [email protected]. A hard copy is available for viewing only in the Purchasing Office. Note: any Contractor considering submitting a proposal, whether accessing the information from the website, or any other means, MUST REGISTER the Purchasing Office, (440) 366-4048 or p u r c h a s e @ l o r a i n c c c . e d u , in order to be notified of any addendum. Addendum are distributed by email only. Sealed proposals shall be addressed to: Purchasing Office, PC Campana Building, Room 209, Lorain County Community College, 1005 North Abbe Road, Elyria, Ohio 44035, and be clearly marked "LCCC CUSTODIAL CLEANING SERVICES”. All proposals become the property of LCCC upon submittal. There will be NO public opening. Changing or replacing forms previously submitted is acceptable as long as the changes are submitted in writing to the College prior to the due date and time. Changes may only be done in writing and must also be submitted in a sealed envelope, and clearly marked "CHANGES TO LCCC CUSTODIAL CLEANING SERVICES”, with the name of the Proposer. Under certain circumstances, a proposal may bewithdrawn after the College receives the Proposal, IF the request is made in writing, and the College receives the request within a 48-hour period after the due date and time. If the Proposer realizes within 48-hours past the due date and time, a significant clerical error was made due to arithmetic error or substantial omission, the Proposer must file a written request to withdraw, within the 48-hour period, stating the reason for withdrawal. The College may not allow withdrawal, and may require substantiation of the request to withdraw the proposal. No proposal may be withdrawn that would result in the award of contract to the same proposer under another proposal. All Proposals shall be accompanied by a Proposal Security in the form of a Bond, Certified Check, Cashier’s Check or Bank Draft on any national or state bank, in the amount not less than ten percent (10%) of the largest total amount stated in the Proposal for the first year, payable to Lorain County Community College. Lorain County Community College (LCCC) is seeking Custodial Cleaning Services for its facilities at the Main Campus on Abbe Road, its facilities within the Great Lakes Technology Park (GLTP) at the south end of campus (Burns Road and Innovation Drive), and its outreach buildings in Lorain and Medina Counties; these three (3) distinct groups of building comprise the three ‘clusters’ of facilities which are being covered by the RFP. The Contractor may submit a proposal covering all three groups, OR submit a proposal for only one of the groups, OR submit a proposal covering a combination of two (2) groups. The College reserves the right to award based on the best overall value, as determined by the College, which may mean multiple awards. The Main Campus walk-thru will be led by the Manager of Plant Operations or his designee. Questions and Answers at the Main Campus walk-thru will be recorded by College staff and distributed to all contractors registered with the Purchasing office. Note: the walk-thru will not include the Lab Sciences Building, which is currently under construction; refer to the drawings provided. In support of better understanding during the pre-proposal walk-thru and related on-site questions, the number of attendees for site walk-thru for the Main Campus will be limited to groups of twenty (20). Call (440-366-7216) or email Karen Bennett ([email protected]) in the Physical Plant office to sign up for a walk-thru. The following times are scheduled for the Main Campus walk-thru:

Walk thru option 1: February 26, 2013, 8:30 am – 12 pm, meet at the Physical Plant Building Walk thru option 2: February 27, 2013, 8:30 am – 12 pm, meet at the Physical Plant Building Walk thru option 3: February 28, 2013, 8:30 am – 12 pm, meet at the Physical Plant Building

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http://www.lorainccc.edu/purchasingmailto:[email protected]:[email protected]


In the Great Lakes Technology Park, LCCC buildings consist of the Entrepreneurship Innovation Center (EIC), the Center for Leadership in Education (CL) and the Desich SMART Center (SM), which is currently under construction adjacent to EIC (no walk thru the construction, refer to the drawings provided.). The walk-thru for Great Lakes Technology Park buildings may be hosted by staff in those buildings. Questions during the Great Lakes Technology Park walk-thru will NOT be recorded by College staff. In order to receive answers to these questions, send them via email to [email protected]; the responses will be distributed to all contractors registered with the Purchasing office. Any responses to questions other than from by the Manager of Plant Operations or as distributed by the Purchasing office are not considered official or binding information. The following times are scheduled for the Great Lakes Technology Park walk-thru:

Entrepreneurship Innovation Center (EIC) and Center for Leadership in Education (CL: Walk thru option 1: February 26, 2013, 1 – 2 pm, meet at the Entrepreneurship Innovation Center, park in the Spitzer lot Walk thru option 2: February 27, 2013, 1 – 2 pm, meet at the Entrepreneurship Innovation Center, park in the Spitzer lot Walk thru option 3: February 28, 2013, 1 – 2 pm, meet at the Entrepreneurship Innovation Center, park in the Spitzer lot

The outreach buildings in Lorain and Medina Counties consist of the LCCC Wellington Center (WELL), in Wellington, the University Partnership Ridge Center (UPRC), in North Ridgeville, the LCCC Learning Center at St. Joseph (SJLC) in Lorain, and the Midpoint Campus Center (MIDB) in Brunswick. The walk-thru for outreach buildings in Lorain and Medina Counties buildings will be hosted by staff in those buildings. Questions during the walk –thru of the outreach buildings in Lorain and Medina Counties will NOT be recorded by College staff. In order to receive answers to these questions, send them via email to [email protected]; the responses will be distributed to all contractors registered with the Purchasing office. Any responses to questions other than from by the Manager of Plant Operations or as distributed by the Purchasing office are not considered official or binding information. The following times are scheduled for the outreach buildings in Lorain and Medina Counties walk-thru:

LCCC Learning Center at St. Joseph (SJLC): March 6, 2013, 10-12 am, starts promptly LCCC Wellington Center (WELL): March 6, 2013, 1-3 pm, starts promptly

Midpoint Campus Center (MIDB): March 7, 2013, 2:30-4:30 pm, starts promptly University Partnership Ridge Center (UPRC): March 8, 2013, 2-4 pm, starts promptly

Unscheduled visits will not be considered or granted. Unauthorized persons walking thru without an appointment may be removed. Any information gathered from anyone other than the Manager of Physical Plant Operations or from the communications of the Purchasing office should be considered as unreliable. Attendance for any walk-thru is not mandatory, but is strongly encouraged, as it is the contractor’s responsibility to become acquainted with the areas to be cleaned and the site conditions; each contractor is responsible for their own “take off”. Neither failure to register for and receive addenda, nor inaccurate or incomplete take-off’s will be considered as basis for additional compensation, after determination of award. NOTE: the deadline for questions to be submitted to the Purchasing office is March 13, 2013, by 5:00pm local time. Any final addenda will be issued no later than March 20, 2013.

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Proposals must be submitted using the Forms provided by the College, unless otherwise stated. Read the instructions carefully, and complete all sections. Contractors are to submit two copies of the Proposal Forms to the College: one must have original signatures and the second as a photo-copy OR an electronic copy on a disc or memory device. NOTE: the requirements and detail included in this RFP and the submittals of the awarded Contractor shall become the basis of the agreement between the College and the Cleaning Contractor. The submission of a Proposal would indicate that the Contractor accepts, understands, and can comply with the conditions and requirements as stated in the RFP. LCCC reserves the right to reject any and all proposals or parts thereof, and to waive any informality in proposals received. Award is contingent upon the availability of funds. By order of Lorain County Community College, Elyria, Ohio (44035)

Quentin Potter, VICE PRESIDENT FOR ADMINISTRATIVE SERVICES/TREASURER

Directory

OWNER: Lorain County Community College District

1005 North Abbe Rd Elyria, Ohio 44035

OWNER REPRESENTATIVES: Ms. Laura Carissimi Director of Purchasing Interim Director of Facilities Planning Telephone: (440) 366-4048 Fax: (440) 366-4648 E-mail: [email protected] Mr. Dale Lucas

Manager of Plant Operations Telephone: (440) 366-7218 E-mail: [email protected]

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Table of Contents Opportunity to Propose ........................................................................................................................................................ i

Notice to Web Viewers: ....................................................................................................................................................... i

Detailed Solicitation: ........................................................................................................................................................... ii

Directory ............................................................................................................................................................................ iv

SECTION 1 : Overview

SECTION 2 : General Responsibilities of the Contractor 2.1 Conditions of Agreement ................................................................................................................................................ 2

2.2 Compliance with Law/Regulation and College Policy .................................................................................................... 3

2.3 Insurance Requirements .................................................................................................................................................. 4

2.4 Indemnification and Contractor Losses .......................................................................................................................... 4

2.5 Billing and Payments ...................................................................................................................................................... 4

SECTION 3: Specifications for Labor, Supplies and Materials

3.1 Performance of Work ..................................................................................................................................................... 5

3.2 Personnel, Management and Supervision ....................................................................................................................... 6

3.3 Cleaning Schedule and Operations ................................................................................................................................. 7

3.4 Equipment and Supplies ............................................................................................................................................... 17

3.5 Building Area................................................................................................................................................................ 19

SECTION 4: Submittal Checklist and Forms

4.1 Company Information to Submit with the College Forms ............................................................................................ 21

4.2 Checklist for Proposal Envelope ................................................................................................................................... 21

4.3 Business References for Contract Work ....................................................................................................................... 22

4.4 Proposal Forms ............................................................................................................................................................. 23

SECTION 5: Appendix

5.1 LCCC Minimum Requirements for Contractors ........................................................................................................... 26

5.2 College Code of Conduct .............................................................................................................................................. 32

5.3 LCCC Standard Purchase Order Terms and Conditions ............................................................................................... 35

5.4 Campus Addresses, Main Campus and GLTP Map, and Individual Facility Plans ...................................................... 37

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SECTION 1 : Overview Lorain County Community College (LCCC) is seeking Custodial Cleaning Services for its facilities at the Main Campus, its facilities within the Great Lakes Technology Park (GLTP), and its outreach buildings in Lorain and Medina Counties. The intent is an agreement for five (5) years, for the period from July 1, 2013, through June 30, 2018, based on the fixed-price amounts submitted with this Request for Proposal (RFP). The successful Contractor will be issued an annual Purchase Order each fiscal year (July 1 through June 30 of the following year) covering the current fiscal year’s operation. The College seeks the most responsive and responsible contractor for the cost effective performance of its cleaning needs. Timeliness and the completeness of the submittals are the main factors which determine ‘Responsiveness’. The main factors, in addition to the quoted cost, determining ‘Responsible’ are Experience, Financial Condition, Conduct and Performance on past contracts, Facilities, Management Skills, and the Ability to Properly Execute the requirements detailed in the RFP; cost will be a major, but not the sole, factor in determining the award. How does the College plan to assess these factors?

Experience – review and validation of the overall experience and references you provide on the proposal forms; work quality will be discussed with your references. Your business references will be an important factor in the determination of work quality and proven experience. The Proposal Forms will require a list of at least three (3) institutions, such as colleges, hospitals, schools, large office complexes, government office or cultural and/or civic centers, presently being cleaned or having been cleaned within the last three (3) years in the region. Contact name and phone numbers of these references must be included (Please note: it is beneficial for you to validate, prior to submittal to the College, that the names and contact information is current concerning your company references). The forms are included in this document for completion, or you may provide references on your letterhead, as long as all the same information is included.

Financial condition – review of a current financial statement to confirm all the expenses required to start up a new

account can be met and the number of years on business under the same Federal Tax ID (EIN). The College will require that the Contractor have been in business, under the same Federal Tax ID (EIN), for at least (3) years. Information on other operating names (Doing Business As or DBA) using the same Federal Tax ID (EIN) is also requested.

Conduct and Performance – review and validation of the experience and references you provide on the proposal

forms, any Professional memberships held by your company. NOTE: the College may request a site visit of your current references to see, first-hand, the quality of the work performed.

Facilities–validation by the Director of Plant Operations or the Manager of Plant Operations may be performed as

to whether you have the proper equipment to perform the work etc. Management Skills– review of safety records, training and Quality Control measures, validation of the experience

and references provided on the proposal forms, review of any Certifications of your staff and other indicators of a quality contractor, as listed in the Submittal Checklist.

Ability to Execute – review and validation with references on the proposal forms to assure proven experience to

perform the work at the necessary scale. The number of years the company has been in business is also important. In general, contractors shall have been in the contract cleaning business handling commercial and/or industrial or institutional accounts of comparable size for at least three (3) years, under the same FEDERAL TAX ID (EIN), prior to responding to this proposal.

The College recognizes the importance of this opportunity and is, therefore, structuring the proposal to enable contractors to submit for the coverage or all facilities, as one comprehensive proposal, or portions of the Facilities, as defined by the College. The Contractor is to furnish all necessary labor, tools, appliances, equipment, and other accessories, services and facilities as

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necessary to provide the custodial cleaning services at LCCC. Also, the College has historically purchased, stored and provided the trash/recycle receptacle liners. This Request for Proposal also seeks to define the cost increment associated with having the prospective Cleaning Contractor provide the liners as part of the agreement to determine the most cost effective solution for the College. Costs are requested in the following variations:

• Coverage of All Facilities in One Contract • Coverage of Facilities in Three Contracts – Main Campus, GLTP and Outreach Centers • Inclusion of all Trash and Recycle Container Liners by the Contractor rather than the College

Take the time to familiarize yourself with all the sections of this document and to register with the Purchasing office; registration assures you will receive any addenda, or supplemental information. Any questions not recorded at a scheduled pre-proposal meeting should be directed, by email, to [email protected]. If you are unsure whether a question was recorded at a pre-proposal meeting, submit it by email. The responses to all questions received from pre-proposal meetings and email, will be distributed to all registered contractors. A general map of the Main Campus and the Great Lakes Technology Park showing the location of the buildings is included in the Appendix, along with the building floor plan and street address for the outreach buildings in Lorain and Medina Counties. Each building’s floor plan indicates the areas to be cleaned. Each contractor is responsible for their own “take off”. Neither failure to register for and receive addenda, nor inaccurate or incomplete take-off’s will be considered as basis for additional compensation, after award of contract.

Although it is the intent of the College to issue an annual Purchase Order each fiscal year (July 1 through June 30 of the following year) to cover the current fiscal year’s operation, if your firm wishes the College to review its standard contract, the College will do so; review does not imply the sample contract will be adopted without modification. SECTION 2 : General Responsibilities of the Contractor 2.1 Conditions of Agreement

2.1.1 The Contractor shall, within one week after notification of selection, furnish a surety performance bond and

payment bond in the amount of at least equal to one hundred percent (100%) of the maximum contract amount charge for routine cleaning work for a twelve (12) week period as security for the faithful performance of this contract, and to indemnify the Owner against liability for payment of all persons performing labor and materials where applicable in connection with this contract.

2.1.2 The Contractor acknowledges all the Terms and Conditions associated with a College Purchase Order.

2.1.3 The Contractor shall furnish all necessary costs of labor, fringe benefits for contractor’s employees, tools, appliances, equipment, supplies and other accessories, services and facilities, to perform the work of the custodial cleaning services at LCCC in strict accordance with the specifications. All performance shall be subject to inspection and approval of the Director of Plant Operations, or the Manager of Plant Operations.

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2.1.4 The Contractor may not sub-contract, or assign, any portion of this work without the written consent of LCCC. Any assignment made without such consent shall void the contract.

2.1.5 Each Party agrees to be responsible for any personal injury or property damage caused by the negligent acts or

negligent omissions by or through itself or its agents, employees and contracted servants and each party further agrees to defend itself and themselves and pay any judgments and costs arising out of such negligent acts or negligent omissions, and nothing in this Agreement shall impute or transfer any such responsibility from one to the other.

2.1.6 Contractor agrees not to use the name of LCCC, or to quote the opinion of any of LCCC’s employees, in any

advertising without obtaining the prior written consent of LCCC. The Contractor will not disclose any information obtained from LCCC in the course of the performance of the contract without explicit written consent.

2.1.7 The College reserves the right to terminate the contract upon thirty (30) days written notice. The Contractor may

terminate the contract upon sixty (60) days written notice to the College. 2.2 Compliance with Law/Regulation and College Policy

2.2.1 The College is governed by the laws of the State of Ohio; Ohio law governs the performance of this contract and

all matters pertaining to it.

2.2.2 It shall be the Contractor’s responsibility to ensure compliance with all applicable local, county, state and federal laws.

2.2.3 The contractor and the contractor’s personnel shall comply with Lorain County Community College Physical Plant

Services “Minimum Requirements for Contractors” at all time during the term of the contract. See Appendix for detail.

2.2.4 All Contractor personnel shall comply with the College’s “Code of Conduct” at all times. The Director of Plant

Operations or the Manager of Plant Operations may refuse to permit the Contractor to work any employee on this job if the College’s representative(s) deems that individual unfit to work at the campus. See Appendix to read the “Code of Conduct”.

2.2.5 The Contractor shall submit to the Owner a list of all employees including full name and address. The list shall be

kept current indicating new or replacement personnel within five days of hire.

2.2.6 The Contractor, in responding to this Request for Proposal and/or fulfilling a Purchase Order agrees not to discriminate against any employee or applicant for employment, with respect to hire, tenure, terms, conditions or privileges of employment, or any matter directly or indirectly related to employment, because of sex, race, color, religion, national origin, ancestry, handicap, or age. The Contractor further agrees that every subcontract or order given for the supplying of this order will contain a provision requiring non-discrimination in employment, as herein specified. The Contractor agrees to comply with all provisions of Sections 153.59, 153.60 and 4112.02 of the Ohio Revised Code, and Executive Order 11246, and policy of Lorain County Community College in connection with the work, and any breach thereof may be regarded as a material breach of the contract or purchase order.

2.2.7 Lorain County Community College is a non-smoking facility. No smoking within 50 feet of any entranceway at

any time.

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2.3 Insurance Requirements

2.3.1 The Contractor shall maintain during the life of the contract, Worker’s Compensation Insurance for all employees

employed at the College. Provide a copy of Worker’s Compensation Certificate annually to the Owner.

2.3.2 The Contractor shall take out and maintain during the life of this contract, Public Liability and Property Damage Insurance to protect from claims for damages that may arise from or by operations under the contract: 2.3.2.1 Public Liability Insurance in an amount not less than $1,000,000 per occurrence, including accidental

death, to any one person. 2.3.2.2 Property Damage Insurance in an amount not less than $1,000,000 per occurrence.

2.3.3 The Contractor shall provide a Certificate of Insurance prior to the time of contract execution and provide annual evidence that such insurance remains in force, or as requested by the College.

2.4 Indemnification and Contractor Losses

2.4.1 The Contractor shall agree to hold Lorain County Community College harmless from any and all claims made

against the College that arise out of any action or omission of the Contractor or any officers, employees or agents, which condition was not specified to be created or maintained by this contract. The agreement to hold Lorain County Community College harmless shall not be limited to the limit of the liability insurance required under the provisions of which these specifications are made a part.

2.4.2 The College is not responsible for losses of the Contractor’s supplies, tools or equipment; the Contractor is responsible for providing proper identification and security for such items at their own expense.

2.4.3 The Contractor will be responsible for all damages to College property caused by any employee or by the operation of equipment. Such damage shall be identified, reported immediately and repaired promptly by the Contractor, in a workmanlike manner, to the satisfaction of, and at no expense to the College.

2.4.4 The Contractor will secure and submit with the College, a written waiver from all employees, authorizing the

College to search, without prior notice of such action, lunch boxes, purses, vehicles and miscellaneous packages and containers of the Contractor’s employees, prior to their leaving any campus building or grounds. The Contractor will hold the College harmless from any and all liability arising out of any claims by its employees for damages from any and all such searches carried out by the College.

2.5 Billing and Payments

2.5.1 It shall be the Contractor’s responsibility to provide a monthly invoice each fiscal year identifying each building as a separate line item. The Purchase Order number is to appear on the invoice.

2.5.2 The successful Contractor shall provide a detailed cost accounting report at the end of any month, or other

increment as designated by the Manager of Plant Operations, if requested. Such reports shall cover all direct cost expenditures for manpower, equipment and supplies utilized in the cleaning operations on the subject premises.

2.5.3 At the end of each fiscal year, a complete itemized cost accounting for the entire period shall be submitted to

the College for the duration of the agreement. Any other costs, such as management fees, shall be noted separately.

2.5.4 In the event of addition to, or decreases of the contract areas to be cleaned as the representative of the College

may direct, the monthly total billing shall be increased or decreased on a basis of the unit price included in the Contractor’s Proposal for that fiscal year.

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2.5.5 Cost of cleaning services for any new buildings or additional space within existing buildings to be computed

at existing square foot prices for that contract period.

2.5.5.1 There may be instances during the term of this contract that buildings, or portions of buildings, may close for renovation or remodeling. Cost of deleting cleaning services for those buildings will be computed at existing square foot prices for the contract period.

SECTION 3: Specifications for Labor, Supplies and Materials It is the intent of these specifications to include all the items necessary for the proper execution of the custodial cleaning work by the Contractor. These specifications shall, therefore, be referred to as a guide for, rather than a limitation to, the services required to clean the buildings effectively.

3.1 Performance of Work

3.1.1 The Contractor will perform the required services in such a manner as not to interfere with the use, occupancy or

enjoyment by tenants or others of any part of the premises or with any other work and/or any other services being performed on the premises.

3.1.2 It is the responsibility of the Contractor’s personnel to:

• Cooperate fully with authorized College personnel in all phases of the Contractor’s obligations under this contract.

• Work cooperatively with College Custodial, Physical Plant and Campus Security personnel. • Comply with the College’s “Minimum Requirements for Contractors” at all times. • Not disturb papers or work materials of college employees, on desks or counter surfaces, open drawers or

cabinets • Not use any telephones, office machines or equipment on College premises. • Turn on area lights upon entering areas to be cleaned, and to turn off area lights upon leaving areas that have

been cleaned. Lights are not to be left on for extended periods of time. • Report fires, hazardous conditions and items in need of repairs; such as lighting, leaky faucets, toilet

stoppages, etc.

3.1.3 It is the responsibility of the Contractor’s Supervisory personnel to: • Verify nightly all doors and windows are locked upon completion of the nightly operation. • Insure all entry and exit doors of all buildings are locked during the course of nightly operations. • Divert personnel from their normally assigned duties, In case of an emergency requiring immediate attention • Prevent theft and unauthorized use of College property by the Contractor’s personnel • Schedule work to insure that the College standard of cleanliness as specified is achieved or exceeded • Perform monthly quality checks of all areas and document. Submit documentation to Owner. • Conduct periodic tours of all areas with the Owner’s Representative as requested. • Submit documentation of monthly employee safety and technical training.

3.1.4 It is expected and required that all work be performed to the highest levels of industry standards at all times. Sub-

standard or sloppy work will not be tolerated under any conditions. The Director of Plant Operations, or the Manager of Plant Operations, or their designee, shall be the sole judge as to the quality of cleaning operations. Any work found to be unacceptable shall be re-done as soon as possible at no added expense.

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3.1.5 Repeated, documented incidents of Unsatisfactory Performance or unacceptable work shall be grounds for

removal and replacement of a particular employee or cancellation of the contract, if corrective actions, which have been discussed with and mutually agreed upon with the College, are not put into place.

3.1.6 A probation period of thirty (30) days will be enacted for Unsatisfactory Performance to resolve. During the

probation period, an amount equal to one-half of the current monthly bill may be deducted from the Contractor’s current invoice, and the Contractor will be directed to provide adequate personnel or otherwise correct the unsatisfactory performance. Failure to comply may result in the cancellation of the Custodial Cleaning Services Contract.

3.1.7 Should it become necessary to terminate the existing contract due to the Contractor’s inability to perform such cleaning duties as specified, and it further becomes necessary to replace the Contractor with the Owner’s custodial personnel or any other means of effecting a continuity of service on the Owner’s premises, the Contractor shall assume full liability for any reasonable expense incurred due to of breach of contract.

3.2 Personnel, Management and Supervision

3.2.1 Contractor’s employees assigned to fulfill the LCCC agreement shall be used exclusively for that purpose during

their working hours at any LCCC facility.

3.2.2 The Contractor shall provide trained, qualified personnel in addition to the supervisor to perform the work specified.

3.2.3 The Contractor must have a management office within reasonable distance from the College.

3.2.4 A full-time, on–site supervisor is required to be on the College premises when cleaning personnel are performing

their duties. This person must be experienced in institutional cleaning, with a minimum of five (5) years’ experience in a supervisory capacity of similar work. The College will approve the candidate proposed by the Contractor for the on-site supervisor. A substitute supervisor shall be provided during absences or vacations of the primary supervisor.

3.2.5 The Contractor is to keep on file a roster of personnel, complete with names of all personnel and hours worked

daily. This roster will be made available for inspection at any time to authorized College personnel upon request.

3.2.6 The Contractor shall backfill any vacancies due to no shows, call off’s, illness, personal time off, vacations or so forth to ensure the entire site is cleaned daily as required. The College will incur no added expense for these circumstances.

3.2.7 A record shall be kept of which personnel are assigned to various cleaning areas.

3.2.8 Identification tags will be provided for each employee and must be displayed on outside clothing at all times while

on duty.

3.2.9 Contractor will provide copies of criminal background checks of all on-site personnel and of any new hires prior to starting any work and during the course of the agreement prior to bringing any new personnel on site.

3.2.10 The College may require the Contractor to exclude from the work force on campus facilities, such employees as

deemed incompetent, insubordinate, careless, and unsuitable or whose employment is deemed to be contrary to the public interest or inconsistent with the best interest of the College. This determination is solely at the discretion of the Manager of Plant Operations, the Director of Physical Plant, or their designee.

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3.2.11 The College reserves the right to inspect lunch boxes, purses, vehicles and miscellaneous packages and containers of the Contractor’s employees prior to their leaving the premises without prior notice of such action.

3.2.12 All cleaning personnel will be required to sign in and sign out through the Campus Security Office (main campus

and GLTP) or administrative login at the Outreach Centers at the start and conclusion of the work shift.

3.2.13 All supervisory and work force personnel are to park all private vehicles belonging to such personnel on the job in the area designated. It is the Contractor’s responsibility to assure all vehicles coming to College facilities are properly insured.

3.2.14 All supervisory and work force personnel are to assemble in a specific area, as defined by the College, for breaks.

The Contractor’s work force is not permitted to leave the buildings or campus during this period except with permission of the Contractor’s supervisor and for reasons of emergency. All College keys must be surrendered when leaving the campus at any time.

3.2.15 Upon completion of daily cleaning operation, all supervisory and work force personnel are to assemble in a

specific area for purposes of surrendering keys, inspection and dismissal by the Contractor’s supervisor and check out by the designated College representative and/or Campus Services officer, whichever is on duty. Personnel shall leave the Campus immediately upon dismissal.

3.3 Cleaning Schedule and Operations

3.3.1 Definition of various operations:

• CLEANING: To free from dirt or impurities, removing stains, either by hand or with tools, items such as

urinals, water closets, sinks, drinking fountains, light fixtures, mirrors, etc. • BUFFING: To clean or shine with a floor machine, surfaces such as resilient tiles, terrazzo, wood, slate, etc. • BURNISHING: To make bright by polishing at high speed. • DUSTING: To remove surface dust or dirt with properly treated cloths, as from furniture, files, sills, blinds,

telephones, vents, grills, lighting fixtures, computers, etc. • EMPTYING: To remove accumulation of waste or residue from waste containers, receptacles, etc., and

deposit in designated containers on inside of buildings. • MOPPING: DAMP AND WET. To wash, wipe and remove from floor and stair surfaces to leave acceptably

clean. • POLISHING: To smooth and brighten as by rubbing with polishing cloth using proper pastes, etc., as

surfaces may require, such as brass, furniture, counters, mirrors, etc. • RECYCLING: The reprocessing of certain materials into new products. Recyclable include but are not

limited to paper, cardboard, plastic, aluminum, glass. Food waste is not recycled at this time. • STRIPPING: This is a colloquial term for removing built-up waxes, seals and other floor dressings from the

original natural surface before applying a fresh coat of protective cover to surfaces such as resilient tile, wood, terrazzo, etc.

• SWEEPING/DUST MOPPING: To remove or clear away dirt or debris with a broom or brush or micro fiber dust mop normally on all horizontal surfaces subject to foot or wheeled usage.

• VACUUMING: To clean with a vacuum cleaner. Regular emptying of collector device and routine replacement of HEPA filters is important, and proper setting of height above surface will improve effectiveness.

• WASHING: The act or process of making thoroughly clean by moistening, wetting, scrubbing, rinsing with water, plus proper quantities of cleaners, soap, detergents and disinfectants as furnished for various objects and equipment.

• WAXING: To cover or treat with liquid wax or other floor finish in sufficient quantities over properly prepared surfaces to protect and beautify.

• WICKING: This is a trade term to describe the process of sweeping, dusting and cleaning floor surfaces with a micro fiber dust mop as specified.

7


3.3.2 Operational Overview

3.3.2.1 All waste from waste receptacles, etc., is to be dumped into containers provided by the College. These containers will be located in each building basement or other building areas provided by the College. Black trash can liners are used for waste containers.

3.3.2.2 The Contractor shall cooperate with the College’s Recycling Program including, if needed, separation of various recyclables. Recyclables shall be deposited in appropriate containers designated by the College. Clear plastic liners are used for recycling.

3.3.3 General Cleaning Schedule and Frequency of Operations

3.3.3.1 It is anticipated that the work will not interfere with or disturb classes. Daytime work can be scheduled to

perform tasks such as window cleaning and outdoor entrance work. 3.3.3.2 On days when the College is closed, such as legal holidays, Sundays and/or emergency closures, it is not

anticipated any cleaning will be performed on those days; however, work may be performed during the day hours after prior arrangements are made with the Manager of Plant Operations.

3.3.3.3 The schedule of standard closings will be provided to the successful Contractor. 3.3.3.4 All areas specified Main Campus, its facilities within the Great Lakes Technology Park (GLTP), and its

outreach buildings in Lorain and Medina Counties in will be cleaned five (5) days each week Sunday through Thursday, 9pm – 5:50am, except as noted:

The Physical Education Building (PE) and Field House (FH) track will be cleaned in its entirety

seven (7) nights per week for 38 weeks, begin one week before fall semester and end final day of spring semester; then six (6) nights for the remaining 14 weeks.

University Center (UC) six (6) days: Sunday through Friday, 10pm -5:30 am

Midpoint Center in Brunswick (MIDB) three (3) nights per week; MWF, 11pm – 7am. LCCC Wellington Center: six (6) days Monday through Saturday, 10pm -5:30 am LCCC Learning Center at St Joseph: five (5) days each week Sunday through Thursday, 6pm-7am.

Center for Leadership (CLE) : five (5) days, Monday through Friday, 9pm – 5:50am

8


3.3.4 Basic cleaning program by Area Type - applicable to all buildings to be cleaned daily or by the frequency

indicated, (unless otherwise noted elsewhere in this specification).

Entry

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Daily: Weekly: Quarterly: Semi annually: Clean glass doors and side panels. Clean vestibule floor and mats. Empty and clean cigarette receptacles within 25 feet of entrance. Empty and clean trash receptacles within 25 feet of entrance. Empty and clean recycling receptacles within 25 feet of entrance. Sweep and keep clean the entrance to the buildings, including but not limited to cigarette butts, leaves and trash Clean and disinfect doors and hardware.

NOTE: at the following outreach centers, LCCC Learning Center at St Joseph (SJCL), the LCCC Wellington Center Outreach (WELL), and the Midpoint Campus Center (MIDB), there is not requirement to “Empty and clean trash receptacles within 25 feet of entrance” or “Empty and clean recycling receptacles within 25 feet of entrance”, as those tasks are handled by the building owner from whom the College leases the space.

Stai

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Daily: Weekly: Quarterly: Semi annually:

Wick and mop. Clean and disinfect handrails.

Strip and refinish floors, applying sealer and at least seven coats of approved finish.

Clean glass partitions along stairs.

Vacuum supply and return air vents and ceiling tiles near vents.

9


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Wick and mop.

All baseboards, corners, furniture, scuffed or stained from mopping must be cleaned twice weekly.


Empty, clean and wash wastebaskets inside and out as needed.

Clean glass vision panels/dividers or partitions.


Clean and dust all study carrels.

Clean and disinfect door hardware.

Dust furniture, fixtures, windowsills and/or ledges, student lockers and locker tops, etc.

Clean and disinfect handrails.

Clean all drinking fountains. Spot clean all walls. Clean vending machine; Fronts only.

Clean telephone stations. Burnish twice weekly. Clean glass doors.

Pede

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Daily: Weekly: Monthly: Quarterly:

Clean and disinfect door hardware Sweep entire floor surface

Power scrub entire floor area

Wipe down and clean doors and door windows

10


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ight

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: all

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Sweep and wet mop tiled elevators


Strip and refinish elevator floors with sealer (Bass Library and College Center)

Scrub carpeting

Vacuum carpeting, spot clean as needed

Strip and refinish elevator floors with sealer and at least seven coats of approved finish.

Spot clean walls, control panels. Clean Stainless

Facu

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nd s

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Wick and spot damp mop.


Strip and refinish floors using sealer and at least seven coats of approved finish.

Vacuum carpet. Perform high dusting.

Vacuum supply and return air vents and ceiling tiles around air vents.

Empty, clean and wash waste/recycling receptacles.

Spot clean carpets. Vacuum chairs.

Clean phones daily with approved cleaner/disinfectant.

Wet mop all areas thoroughly that have been spot mopped during the week.

Dust furniture, fixtures, windowsills and/or ledges. Clean chalkboards. Dry marker/white boards to be washed with glass cleaner except if marked “SAVE/DO NOT ERASE”. Spot wash walls paying particular attention to light switches and doors. Clean glass vision panels in doors and side lights. Clean and disinfect door hardware.

11


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Buff as needed. Clean glass panels next to doors weekly.


Empty pencil sharpeners. Clean tablet/side arm desk/chairs or tables and chairs.

Empty, clean and wash waste/recycling receptacles. Perform high dusting Dust furniture, fixtures, windowsills and/or ledges, office equipment, etc. Wipe down all desks/tables with wet cloth and cleaner. Spot wash walls paying particular attention to light switches and doors. Straighten furniture following cleaning. Vacuum carpet and fabric chairs. Clean glass vision panels in doors and side lights. Clean and disinfect door hardware.

Classrooms must be inspected and “re-touched” if necessary when used during the evening session, if cleaned prior to use.


12


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Strip and refinish floors using sealer and at least seven coats of wax.

Clean tabletops and lab bench tops taking care not to disturb any experiments.

Perform high dusting and vacuum supply and return air vents and ceiling tiles near vents.

Spot clean walls paying particular attention to light switches and doors. Dust furniture, fixtures, windowsills and/or ledges, office equipment, etc. Empty and clean all waste/recycling receptacles. Empty and clean pencil sharpeners. Clean chalkboards. Dry marker/white boards to be washed with glass cleaner unless marked SAVE/DO NOT ERASE. Vacuum carpeting, sweep hard floors. All baseboards, corners, furniture, scuffed or stained from mopping must be cleaned twice per week. Clean glass vision panels in doors and side lights. Clean and disinfect door hardware.

13



Res

troom

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Sweep and scrub floors using approved disinfectant.

Perform high dusting and vacuum air vents.

Wash all walls and toilet/urinal partitions with disinfectant solution.

Vacuum supply and return air vents and ceiling tiles around air vents.

Empty and clean waste receptacles.

Clean metal lath ceiling system.

Wash and disinfect faucets, toilets, urinals and toilet seats, door handles, push plates. Use approved disinfectant


Polish all metal surfaces. Wash partitions and tiled walls around sinks, urinals and toilets using approved disinfectant. Clean mirrors. Spot wash walls paying particular attention to light switches and doors.

Clean all urinal traps and drains to prevent odors. DEODORANT BLOCKS AND/OR DEODORANTS OF ANY KIND WILL NOT BE PERMITTED AT ANY TIME. Replenish consumables. Shower stalls shall be cleaned, scrubbed and all surfaces disinfected.

180

Day

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Apply new floor finish to all resilient and terrazzo floors in all areas. This operation shall include: 1) Move all furniture and equipment as necessary, 2) Strip, scrub, rinse and pick up to remove old finish and soil prior to application of new finish, 3) Apply new sealer and seven coats of floor finish and buff to luster finish, and 4) Replace all furniture and equipment removed to its original location.

14


3.3.4 Cleaning program by building at the frequency indicated, which have unique features or needs, in addition to the Basic Cleaning Program outlined in section 3.3.3 above 3.3.4.1 Modular Buildings A and B


Floor cleaning nightly including machine scrubbing.

3.3.4.2 Bass Library


Bi-weekly burnish tile and terrazzo areas

Bi-monthly strip and finish restrooms and spiral stair floors

3.3.4.3 College Center Building – NOTE: the Bookstore is NOT included, but may have service by request


Market Place kitchen receives nightly floor scrubbing with degreaser (equipment moved by Contractor)

Bi-weekly burnish tile and terrazo areas

Strip and refinish restrooms and spiral stair floors.


Starbucks Coffee dining area receives nightly floor scrubbing (Furniture moved by Contractor)

Clean glass walls/partitions

College Commons: Strip and refinish floors using sealer and at least seven coats of approved finish.

Clean glass partitions along spiral stair

3.3.4.4 The Nord Advanced Technologies Center– NOTE: barrels containing metal shavings will be maintained by the College and additional lab floor cleaning as requested (CNC, CIM, and Welding for example)

3.3.4.5 Ewing Activities Center all areas and classrooms


Bi-weekly burnish tile and terrazzo areas

15


3.3.4.6 Ewing Activities Center Field House including 2nd floor track


Playing surfaces and track shall be vacuumed or swept. Spot map playing surface and track.

Scrub rubber playing surface and track area per manufacturer's recommended process (see Owner for process information). Streaks left on the surface are not acceptable.

3.3.4.7 Physical Education Building & Fitness Center– NOTE: Exercise equipment in Fitness Center is cleaned

by College employees

Daily: Weekly: Week Ends: Monthly:

Shower stalls shall be cleaned, scrubbed and all surfaces disinfected.

Dust mop with untreated mop on the main gym floor

Fitness Center receives a complete cleaning with floor machine scrub

Main gym floor shall be damp mopped. NO EXCESSIVE WATER SHALL BE USED.

3.3.4.8 Stocker Humanities/Fine Arts Center Building - NOTE: The Owner will maintain the following areas:

142, 143, 143A, 143B, 143C, 166, 168, 170, 171, 174, 251 and 253. All other areas to be cleaned by the Contractor.

Daily: Weekly: Monthly: Annually:

Twice weekly damp mop Rms 140 and 141 with approved cleaner.

Sweep/vacuum concrete floor lower level Main Theater SC164

Vacuum with attachment under all theater seating in Cinema Hall SC 165, Lecture Hall SC 175 and Main Theater SC 164, 176

Shampoo public area carpets and scrub entrances

Basement dressing rooms 006C, D, E and F including corridors 001 and 015. showers to be scrubbed with non-abrasive disinfectant.

Vacuum carpeted areas in Cinema Hall SC 165, Lecture Hall SC 175 and Main Theater SC 164, 176

3.3.4.9 John A. Spitzer Conference Center - NOTE: the John A. Spitzer Conference Center (SP) is used heavily by students and important outside clients. The highest standards of the industry are expected in this facility.


Clean all tables and chairs daily using lint-free clothes and NON-OILY cleaner

All cherry finished wood throughout to be cleaned twice weekly

Vacuum all fabric covered tack-boards

Shampoo all public carpeted areas

Clean all glass panels/railings including top brass rail Polish all brass fixtures

16


3.3.4.10 Culinary Arts – teaching kitchens (104, 204 and 205) are cleaned by Culinary staff, except as defined below or requested

Weekly: Monthly: Quarterly: Semi-annually:

Clean glass walls/partitions

Strip and refinish restrooms and stair floors.


Kitchens receive floor scrubbing with degreaser two (2) times per year (Equipment moved by Contractor and coordinated with CU Management)

Clean glass partitions along stair Bi-weekly burnish tile and terrazzo areas

3.3.4.11 SMART Commercialization Center- NOTE: the scope of work excludes 1st floor clean rooms, clean corridor, testing labs, second floor future space and third floor incubator labs (104, 106, 107, 107A, 108, 105, 105A, 109, 110, 111, 112, 113, 114, 115, 116B, 116C, 117, 213, 319, 320, 321, and 322)

Weekly: Monthly: Quarterly: Semi-annually:

Clean perforated metal partitions along stairs

Clean concrete stairs per industry standard; no wax or sealer to be applied

Power scrub polished concrete floors per industry standard; no wax or sealer to be applied

Clean emergency eyewash and shower

3.4 Equipment and Supplies

3.4.1 The Contractor is obligated to furnish all equipment and supplies necessary to perform the cleaning and

maintenance as specified in the cleaning service for the Owner. The estimated equipment list needed for Main Campus, which currently includes the two (2) buildings in Great Lakes Technology Park, is listed below. It is the Contractor’s responsibility to insure the appropriate quantity and types of equipment are provided to meet the cleaning specifications. • 6 riding auto scrubbers • 8 walk behind scrubbers • 30 Upright vacuums • 10 back pack vacuums • 12 sweepers

17


• 6 surface cleaners • 2 battery operated sweepers 32" • battery operated sweepers 24" • carpet extractors • 9 high speed buffers • disk with tank scrubbing machines 20" • 12 trash gurneys - 3 yard • 10 trash gurneys - 1 yard • 25 rolling caddy carts • Wet floor signs • Waste Collection Carts for Outreach Centers ONLY; waste collection carts for Main Campus, and building in

Great Lakes Technology Park are provided by LCCC

3.4.2 Contractor is requested to provide separate pricing for furnishing black trash bags for trash containers and clear

trash bags for recycling containers. The sizes required are noted below; estimated quantities are based on the past year purchases/stock of the College.

Description Size Mil Est.

Quantity Comments

Black Trash Can Liners

30' x 40" 1.25 30,000

Gallons not specified; Custom made bags made by North American Plastics, bought through Gergley’s to fit the Rubbermaid 3546, 22 gallon can

Black Trash Can Liners

39"x43" 1.25 20,000 50 Gal bag; Custom made by North American Plastics, bought Gergley’s to fit the Rubbermaid 3546, 32 Gallon can

Clear Recycle Plastic Liner

43"x48" 16

micron 15,000 55 Gal bag

Clear Recycle Plastic Liner

24"x24" 6 micron

15,000 10 Gal bag for desk side or classroom recycle basket

3.4.3 The following listed items are not included in the above categories and are provided and maintained as necessary by the Owner at no further expense to the Contractor:

• Hand soap used in lavatories • Toilet tissue • Paper hand towels • Lamps and other replacement parts • Sanitary napkins • Waste collection carts are provided ONLY for Main Campus, and building in Great Lakes Technology Park;

Waste Collection Carts MUST BE PROVIDED BY CONTRACTOR for Outreach Centers

3.4.4 All chemical products shall be “GREEN or GREEN SEAL” type certified cleaners and floor care products. Visit www.greenseal.org to view a list of acceptable manufacturers and products. Provide a list of all proposed products with your Proposal. Non Green Seal certified products are not acceptable. The Manager, Physical Plant shall have the final authority approving any products used by the Contractor. The Contractor’s staff may not bring in any “personal” supplies for use at the College.

18

http://www.greenseal.org/


3.4.4.1 Toilet bowl cleaner shall also be a “Green Seal” approved product as noted previously, such as Spartan

Chemical Co. “Natural Acid” Green Solutions Restroom Cleaner or approved equal. 3.4.4.2 Hard surface disinfectants shall be phosphate free, neutral pH, quaternary type. “Green Seal” approved.

3.4.5 All equipment provided shall be in first class or new condition and shall be commercial type cleaning equipment.

Any electrical equipment shall be either grounded or double insulated. The on site supervisor shall conduct a monthly safety inspection of all equipment and document and report results to the Owner monthly. Vacuum cleaners shall be bag less type and be fitted with HEPA filters.

3.4.6 Dust mops, wet mops, wax applicators, and dusting cloths shall be “micro fiber” type as made by the 3M Corporation or approved equal.

3.5 Building Area

The following is a schedule of approximate square footage to be cleaned for each building. Interested Contractors must independently confirm these figures for their Proposal. Main Campus Estimated

Building “CU” Culinary Arts 18,000 sq. ft. Building “IL” Innovative Learning Opportunities for Tomorrow 68,700 sq. ft. Building “SP” John A. Spitzer Conference Center 67,700 sq. ft. Building “MS” Mechanical Services 2,000 sq. ft. Building “PS” Physical and Social Sciences 54,000 sq. ft. Building “BU” Business 40,000 sq. ft. Building “CC” College Center 97,800 sq. ft. Building “HS” Health Sciences 67,000 sq. ft. Building “LC” Bass Library/Community Resource Center 68,400 sq. ft. Building “PP” Physical Plant Services 1,500 sq. ft. Building “SC” Stocker Arts Center 100,000 sq. ft. Building “AT” The Nord Advanced Technologies Center 95,000 sq. ft. Building “EC” Ewing Activities Center 10,600 sq. ft. Building “FH” Ewing Field House 42,000 sq. ft. Building “PE” Physical Education Building/Fitness Center 37,000 sq. ft. Building “UC” University Center 85,000 sq. ft. Building “CH” Child Care Center 7,500 sq. ft. Building “PC” PC Campana 30,000 sq. ft. Buildings MCA & MCB Modular Buildings 6,700 sq. ft. Building “LS” Lab Sciences Building 26,200 sq. ft. Bridges between all buildings including Vending Areas 16,000 sq. ft.

Main Campus Estimate 923,100 sq ft

19


LCCC facilities within the Great Lakes Technology Park Estimated Building “CL” The Center for Leadership In Education 14,000 sq. ft. Building “EIC” Entrepreneurship Innovation Center 40,500 sq. ft. Building “SM” SMART Commercialization Center 23,150 sq. ft.

LCCC facilities within the Great Lakes Technology Park Estimate 77,650 sq ft

Outreach buildings in Lorain and Medina Counties Estimated Building “SJLC” LCCC Learning Center at St Jos. 15,500 sq. ft. Building “WELL” LCCC Wellington Center 8700 sq. ft. Building “MIDB” Midpoint Campus Center 10,400 sq. ft. Building “UPRC” University Partnership Ridge Center 37,700 sq. ft.

Outreach buildings in Lorain and Medina Counties Estimate 72,300 sq ft Sq Ft Summary:

Main Campus Estimate 923,100 sq ft LCCC facilities within the Great Lakes Technology Park Estimate 77,650 sq ft Outreach buildings in Lorain and Medina Counties Estimate 72,300 sq ft

Estimated Total All Building in all locations : 1,073,050 square Feet Contractors must confirm independently!!

20


SECTION 4: Contractor Provided Submittals, Checklist and Forms Submit the following documents WITH the RFP forms provided by the College. Failure to comply with these requirements may be grounds for not entering into a formal agreement. Make sure your Company name is apparent on these submittals. 4.1 Company Information to Submit with the College Forms

4.1.1 Proposal Security in the form of a Bond, Certified Check, Cashier’s Check or Bank Draft 4.1.2 Current financial statement – audited preferred but not required. 4.1.3 Copy of Certificate of current Worker’s Compensation coverage. 4.1.4 Your companies Experience Modification Record (EMR) for 2012, or most current. This is available from your

insurer. 4.1.5 Copies of OSHA 300 reports for the past 12-month period. 4.1.6 Copy of your company Hazard Communications Plan. 4.1.7 Copy of your company Chemical Safety Plan. 4.1.8 Listing of all proposed cleaning chemicals and related MSDS sheets. 4.1.9 Copy of your Quality Assurance Plan. 4.1.10 Proposed schedule of monthly employee safety and technical training topics. 4.1.11 Resume of proposed on-site supervisor. NOTE: the College will participate in and approve the selection of the

supervisor

4.2 Checklist for Proposal Envelope

4.2.1 Make sure you have all the submittals from Section 4.1 in your Proposal Envelope 4.2.1.1 Proposal Security in the form of a Bond, Certified Check, Cashier’s Check or Bank Draft 4.2.1.2 Current financial statement 4.2.1.3 Copy of Certificate of current Worker’s Compensation coverage. 4.2.1.4 Experience Modification Record (EMR) 4.2.1.5 Copies of OSHA 300 reports for the past 12-month period. 4.2.1.6 Copy of your company Hazard Communications Plan. 4.2.1.7 Copy of your company Chemical Safety Plan. 4.2.1.8 Listing of all proposed cleaning chemicals and related MSDS sheets. 4.2.1.9 Copy of your Quality Assurance Plan. 4.2.1.10 Proposed schedule of monthly employee safety and technical training topics. 4.2.1.11 Resume of proposed on-site supervisor. 4.2.1.12 Company references (see Section 4.3 for form) 4.2.1.13 Business References for Contract Work (complete pg 22 of this document, or provide same

information as instructed on letterhead) 4.2.1.14 Signed Proposal Form (complete pgs 24-25 of this document) 4.2.1.15 Contractor’s standard contract (optional)

21

Custodial Cleaning Services RFP March 2013 Your Company Name: _________________________________________________ Complete this page and return to the College with your Submittals – submit multiple pages if submitting more than (3) business references 4.3 Business References for Contract Work

References are intended to show proven experience of the Company, not individuals, to perform the quality, quantity and type of work specified. All references must be for contract cleaning of commercial, industrial and/or institutional accounts. References must be of current or recent contracts, with past contract references not more than three (3) years old. Provide a minimum of three (3) references. You may submit references on your letterhead should you already have this information compiled, as long as all the information requested below is included. If you wish to submit more than three (3) references, copy this sheet and submit multiple pages. NOTE: site visits may be requested of your references. 4.3.1 Reference1

Company Name:

Address Square feet cleaned

Value of Contract: $ Start of Contract End of Contract Contact Person: Contact Phone:

Contact email address:

4.3.2 Reference 2 Company Name:




4.3.3 Reference 3 Company Name:




22

Custodial Cleaning Services RFP March 2013 4.4 Proposal Forms

The Proposal format and the related Forms provide for multiple Proposal options based on the groupings of its buildings: Main Campus, its facilities within the Great Lakes Technology Park (GLTP), and its combined outreach buildings in Lorain and Medina Counties. You may submit a proposal for any one or more of the three (3) building groups, and/or you may submit a Comprehensive Proposal for All Facilities combined into one account. NOTE: the College will not consider the award of individual buildings. Complete the appropriate sections on the Forms and submit in a sealed envelope; separate envelopes are not necessary for submitting proposals for multiple building groups. Submit all Proposals at the Lorain County Community College (LCCC) Purchasing Office, 1005 North Abbe Road, Elyria, Ohio 44035, located on the second floor of the PC Campana Building, Room 209 by Thursday, 2:00 p.m., local time, March 28, 2013. Thank you for your interest in Lorain County Community College.

23

Custodial Cleaning Services RFP March 2013 Your Company Name: _________________________________________________ Complete this page and return to the College with your Submittals – be sure to sign your Proposal Form

4.4.1 Main Campus Building Group - Proposal services per specifications for the time period of July 1 through June 30th for the Fiscal Years noted WITHOUT Black or Clear liners.

2013-14 2014-15 2015-16 2016-17 2017-18

Main (Elyria) Campus

Square Feet to be cleaned

Unit Cost per Square Foot

Personnel hours per shift

Total Annual cost

Main Campus: Additional cost per sq. ft. for the INCLUDING of Black or Clear liners______________.

4.4.2 Great Lakes Technology Park Building Group (GLTP) - Proposal services per specifications for the time period of July 1 through June 30th for the Fiscal Years noted WITHOUT Black or Clear liners.

2013-14 2014-15 2015-16 2016-17 2017-18

GLTP Buildings




Total Annual cost

GLTP: Additional cost per sq. ft. for the INCLUDING of Black or Clear liners______________.

4.4.3 Outreach Buildings in Lorain and Medina Counties Group - Proposal services per specifications for the time period of July 1 through June 30th for the Fiscal Years noted WITHOUT Black or Clear liners.

2013-14 2014-15 2015-16 2016-17 2017-18

Outreach Buildings




Total Annual cost

Outreach: Additional cost per sq. ft. for the INCLUDING of Black or Clear liners______________.

24

Custodial Cleaning Services RFP March 2013 Your Company Name: _________________________________________________ Complete this page and return to the College with your Submittals – be sure to sign your Proposal Form

4.4.4 Combined Proposal for All LCCC Facilities: Main Campus, Great Lakes Technology Park, and Outreach buildings in Lorain and Medina Counties WITHOUT Black or Clear liners.

2013-14 2014-15 2015-16 2016-17 2017-18

All LCCC Facilities




Total Annual cost

Combined: Additional cost per sq. ft. for the INCLUDING of Black or Clear liners______________. Certifications: By submitting a Proposal, the Contractor acknowledges compliance to the State of Ohio minimum wage law and the Affordable Care Act. Contractors certify they are in compliance with the statutory limits for campaign contributions. Individuals or businesses that have exceeded the contribution limit within the previous two calendar years are prohibited from receiving contracts for goods or services costing over $10,000. By accepting and fulfilling the College’s Purchase Order, the Seller hereby certifies that all applicable parties listed in Division (I)(3) or (J)(3) of O.R.C. §3517.13 are in full compliance with Divisions (I)(1) and (J)(1) of O.R.C. §3517.13.

By submitting a proposal, Contractor warrants that it is not now, and will not become subject to an “unresolved” finding for recovery under O.R.C. 9.24, prior to the acceptance of this order, without notifying the College of such finding. The College is prohibited from awarding a contract to any offeror(s) against whom the Auditor of State has issued a finding for recovery if the finding for recovery is “unresolved” at the time of award. Current Federal Tax ID (EIN) ___________________________________ Company Name ___________________________________ DBA’s under same EIN ___________________________________ ___________________________________ If you have operated under the current EIN for less than five (5) years, list the prior EIN, and prior business names: ___________________________________ ___________________________________ Name of Signatory (clearly printed or typed) ___________________________________ Signature ___________________________________ Title ___________________________________ Address ___________________________________ ___________________________________ (City, State, ZIP) Telephone ______________________________ Fax _____________________________ Email ______________________________ Date _____________________________

25

Custodial Cleaning Services RFP March 2013 SECTION 5: Appendix 5.1 LCCC Minimum Requirements for Contractors Physical Plant Services Section I – GENERAL Contractors and subcontractors, their officials, employees, and associates visiting or conducting business on the premises of the College in connection with contract or service work will conform to these requirements as a part of their work. Before work is started, Contractors will furnish to the College Physical Plant Department, all insurance certificates (Liability-Workers’ Compensation, etc.), and the Contractor Information Record attached. The Contractor, at his option, may also submit the names of additional persons to be contacted concerning other issues such as injuries, deliveries of material, etc. The Contractor will secure all permits, fees, and licenses necessary for the execution of the work. Without exception, the Contractor must submit to the Director of Physical Plant, material safety data sheets (MSDS) for any chemical, toxic or hazardous substance brought into the College, whether the substance is pure substance or an ingredient of a mixture prior to the start of work. Contractors will arrange for the delivery of supplies, materials and equipment to the work site or designated storage areas. Deliveries must be made to the College site or designated storage area(s). Deliveries to the College site will be made during regular working hours. (8:00 AM to 4:00 PM). The College will not, under any circumstances, accept responsibility for receiving, unloading, or storing Contractor’s materials. Contractor’s workmen will not be permitted in College buildings other than the work site and public areas. In general, the College services are not available to contractors on any favored basis. Contractors will comply with emergency orders of uniformed and other personnel of the College Campus Security Officers, staff, maintenance personnel at all times. Contractors, at all times, will keep the premises free from accumulation of waste materials or rubbish caused by their operations. Contractor will leave work area in a clean, satisfactory condition as determined by the College. During and upon completion of the work, Contractor will be responsible for removal of all waste materials and rubbish from the project area and away from College property, as well as tools, construction equipment, machinery and surplus materials. It’s expected that all work will be completed in a professional, high quality, workman like manner. The College will have the authority to reject work that does not conform to the contract documents or is below or substandard workmanship. The College and if involved, Architect, shall be the soul judge of workmanship. Contractors will safeguard the work site and perform all operations in such a manner as to insure that their employees, College personnel, students, visitors and others who may gain access to the work site will not be endangered. Warning lights, barricades and other safety equipment must be provided and maintained by the Contractor. Contractors will comply with the applicable safety regulations of the City, State and Federal codes. Contractors may not use Passenger elevators for moving materials and equipment in buildings occupied by College personnel except as approved by the Director of Physical Plant.

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Custodial Cleaning Services RFP March 2013 Where the work site involves hazardous conditions presenting danger to the Contractor’s personnel such as exposure to pathogenic, radio-active, chemical agents, etc., the Contractor will request instructions through the College’s Physical Plant Department as to required protective measures and will abide by such instructions. All normal safety practices as practiced by good construction management shall be complied with as daily routine. Smoking is not permitted in or near any building at anytime including construction areas in accordance with Ohio Revised Code. The College Campus is a drug/alcohol free area. Violations will not be tolerated and violators will be removed immediately from College grounds. Deliveries of any type are not permitted before 8:00 AM. Trucks may be parked in fire lanes only while the delivery is being made and may not be left unattended at anytime. College staff will not accept or sign for any delivery at anytime. The area of work and adjoining public areas shall be kept clean and neat at all times. Great care shall be taken to protect existing finishes including carpeting, wall covering or painted surfaces, computer, equipment and systems including area not immediately adjacent to the work area. Care must be taken to prevent the migration of dirt, dust and debris throughout. If the Owner determines that damage or excessive dirt or soiling of existing surfaces has been caused by the Contractor or his agents, the Owner will contact the Contractor, and the Contractor will be given the opportunity to correct the situation immediately. If the Contractor or his agents do not rectify the problem, then the Owner will take whatever action is needed and deduct the amount of the corrective action from the final pay request. The Contractor’s workmen may utilize the College cafeteria. However, persons using the cafeteria must be fully dressed and reasonably clean and free of excessive dirt, dust, grime or grease. No torn or tattered clothing, shorts, cut offs or “muscle” tees will be allowed. Offensive or inappropriate wording or symbols on clothing or tattoo’s are not permitted. If extra cleaning is required in the cafeteria caused by the Contractor’s workmen, as determined by the Owner, it must be cleaned immediately by the Contractor. If not, the Owner will take action to clean the area, and the cost will be deducted from the final pay request. Unruly, inappropriate conduct or any harassment of any student, visitor or staff member will not be tolerated at anytime. Offenders will be subject to immediate removal from the College grounds without exception. The work is taking place in occupied educational space. Care should be taken to keep noise levels to a minimum as much as possible. Vulgar or inappropriate language will not be tolerated because of the close proximity of students, visitors and staff. If work is being done in occupied College buildings, utility tie-ins must be scheduled at least 14 days in advance. Exceptions may be made on a case by case basis. It may be necessary, due to building operating requirements, to perform utility shutdowns or tie-ins during hours other than normal working hours. These job requirements pertain not only to the general/prime contractor but to any subcontractors as well. These requirements shall be distributed by the general/prime contractor to their subcontractors for review and sign off and shall become a part of the permanent job records. If needed, weekly job meetings will be conducted to review job progress and problems encountered. The Contractor shall submit a brief written report to the Owner and Architect at this meeting indicating the status of the project. The time, day and location of these meetings will be determined and a schedule distributed. If the Contractor or any of the subcontractors wish to work during times other than normal working hours or days, it must be scheduled through the Owner’s Representative prior to performing any work. NO EXCEPTIONS. The needs of the College, its students, visitors, staff or operating requirements shall always be the determining factor in granting permission to work “off hours.” Each Contractor is responsible for the safety and well-being of their workers. All appropriate and required safety protective devices or equipment shall be worn or in place at all times. Full compliance with O.S.H.A. Standards is required. This includes, but is not limited to head, eye, respiratory and hearing protection and fully functional equipment guards. Non-

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Custodial Cleaning Services RFP March 2013 compliance will not be tolerated by the College and if needed, work will be stopped and the appropriate regulatory officials will be contacted to correct the situation. Section II- FIRE PREVENTION/UTILITIES Emergencies must be reported immediately to College Campus Security at ext. 4444 and 911. If fire is involved, activate the nearest fire alarm pull station and call 4444. The Contractor is responsible for fire prevention on the job site. The Contractor will also comply with the following: the Contractor will obtain, as far in advance as possible, a Hot Work Policy and Permit from the Director of Physical Plant, before using welding torches or cutting torches, on the job site. In every case the Contractor will notify the Physical Plant Department prior to the start of any procedures which may produce smoke or unusual odors. Contractors will provide fire extinguishers, temporary fire protection devices, fire watch personnel, as required by O.S.H.A. and the NFPA. When “Hot Work” is involved the LCCC “Hot Work” Policy and permit system will be followed. No exceptions. Sample attached. Accumulation of combustible waste materials and rubbish on the work site is prohibited. Such construction waste will be removed by the Contractor at his own expense on a daily basis. Burning of combustible waste materials and improper disposal rubbish will not be permitted. When alterations to existing buildings are involved, flame-cutting of sanitary waste lines will not be permitted. Contractors will not make connections to fire hydrant, fire warning system, or any alarm system without prior approval of the Director of Physical Plant. Temporary construction partitions shall be constructed of non-combustible materials at all times. Temporary construction partitions shall be constructed and sealed so as to not permit movement of smoke or dust from the construction area. Sheet plastic “visqueen” or tarps of any kind are not permitted unless documented as being flame retardant. If the College fire protection equipment is to be moved as part of contract requirements, prior approval and specific locations must be obtained from the Director of Physical Plant. The Contractor will request arrangements for such changes at least 14 days in advance and if required, implement Interim Life Safety Measures to maintain Life Safety features. At the College, the uninterrupted operation of major services is a primary requirement for proper operation and services. Therefore, Contractors will not open or close valves, or switch electrical loads on or off, without prior notification and coordination with the Director of Physical Plant or Physical Plant Department. Connections involving service shutdowns shall be coordinated well in advance (minimum of 14 days) with the Physical Plant Department. Portable or construction sheds on the premises shall not be erected prior to the approval of location and approval of heating and lighting by the Physical Plant Department. Contractors will be responsible for security of their own property and material from theft and vandalism. Contractors will be responsible for controlling personnel access to their work sites and for excluding all but authorized persons from those sites. Contractors and their employees will report immediately to the College’s Campus Security Department at 440 366 4053 any known violations of laws or regulations, or the discovery of unaccountable property either privately or College owned.

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Custodial Cleaning Services RFP March 2013 Section III - MOTOR VEHICLE AND PARKING REGULATIONS All persons driving motor vehicles on the College’s premises in co

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