Bennington Public Schools Public Notices part 1 6/3/2024

BENNINGTON PUBLIC SCHOOLS

Request For Proposals (RFP)

For Cleaning And Janitorial Services

Bennington Public Schools is requesting a proposal for the cleaning and janitorial services for the school district.

Presently the District operates (8) eight school buildings and the District Office. They include: Bennington High School, Bennington Elementary, Pine Creek Elementary, Heritage Elementary, Anchor Pointe Elementary, Stratford Elementary, Bennington Middle School, and Bennington South Middle School.

The format for this RFP is open ended. Respondents will have the liberty to submit a proposal that has the potential to address the needs of the District. In order to provide direction to those responding the following list is offered to assist in the process.

District Goals

1. Develop a relationship with a company to provide the necessary daily and semi-annual cleaning of the district’s schools. Quality and expertise of service along with cost savings will be two of the major factors used to evaluate proposals.

2. Improve the overall cleanliness for our buildings while providing the proper care for all flooring, furniture, and fixtures that will extend the life of each.

Provide 4 copies of your company’s RFP response. Required.

RFP Format:

1. Executive summary of one page that provides an overview to the response with clear pricing and scope of work compliance with response to district goals and scope of work detailed in this RFP.

2. Company Background, Experience and References

a. Provide a brief history of the company and experiences along with the address and primary contact name and number.

b. Provide a list of Nebraska school districts including a contact name and telephone number that your company has provided cleaning and janitorial services to during the past five years.

3. Questions that must be addressed in the response to this RFP include:

a. Annual costs

b. Does the annual costs cover chemicals and cleaning supplies? (required) Consumables are provided by the District.

c. Does the annual costs cover semi-annual deep cleaning projects to include windows, carpet extractions, floor care maintenance?

d. Supervision is important to delivering results. What is the supervision structure to execute the contract you are proposing?

e. Background checks of all employees must be completed prior to beginning work at a school site. Who is your provider for criminal background screening? Does the provider include checking the Sex Offender Registry in Nebraska? A current list of approved, credentialed district cleaners must be maintained and available for the District to review and this list must match those providing cleaning services on the timekeeping records.

f. Plan for managing employee performance?

4. The following is a list of each building and the square footage. These are gross square footages which includes the wall spaces (to outside of the building face) and Mechanical / electrical areas. Architects suggest a facility manager consider backing out 19% of total square footage to figure a net “cleanable” area.

Bennington Elementary 75,280

District Office 21,671

Heritage Elementary 67,241

Pine Creek 70,389

High School 197,952

Anchor Pointe 74,933

Stratford Elementary 67,752

Bennington Middle 123,321

Bennington South Mid 125,514

Total Square Footage 824,053

Cleanable square footage 667,483 (81% of total)

*Bidders are responsible to verify the cleanable square feet from which their proposals are based.

5. Additional information that pertains to a better RFP response by the respondent.

6. The following are the Districts daily minimum required work hours by location.

1. High school – 44 hours

2. Middle school North – 16 hours.

3. Middle school South – 24 hours.

4. Bennington Elementary – 16 hours.

5. District office 4 hours.

6. Heritage Elementary – 16 hours.

7. Pine Creek Elementary – 16 hours.

8. Anchor Pointe Elementary – 18 hours.

9. Stratford Elementary – 16 hours.

7. Time records from an actual independent timekeeping system, not a prepared summary, must be included with the monthly invoice.

8. In addition to the minimum labor hours for each location, the contractor shall furnish a minimum one (1) supervisor eight (8) hours a day Monday through Friday. The supervisor shall not take place of an absent cleaning employee or fill in the shift of an absent cleaning employee. In the event the dedicated supervisor is out then a backup supervisor is required to be credentialed and in place.

9. Substituted employees must meet the credential requirements prior to any work performed in the District.

10. To sustain excellent, dedicated janitorial service providers the contractor’s minimum wage of $15.00 per hour must be paid to the contractor’s employees under all work in the District contemplated in this RFP.

11. Detail the commercial cleaning equipment that will be dedicated to each facility included in this RFP. All equipment utilized under this contract must be new and of commercial grade. The District may require proof of purchase of said equipment.

12. The District hosts many after-hours events such as but not limited to wrestling meets, basketball, volleyball, football. Describe in your RFP response your weekday and weekend hourly rate per person and how you would staff those events with credentialed cleaners and still get the required daily work accomplished.

13. Detail in your RFP response your approach to summer deep cleaning which must include strip and waxing of all VCT floors, polishing terrazzo floors, interior and exterior window cleaning, interior glass cleaning, cleaning and disinfection of all tables, chairs, and student desks, carpet extraction. Deep cleaning of all restrooms and high dusting. With the short window of opportunity during the summer break to accomplish these tasks and working around schools with summer activities detail your plan to supplement the current cleaning staff with credentialed employees to reach the completion before students and teachers return.

14. Presently one academic wing of the North Middle School is being cleaned by a District employee. Accordingly, the contractor’s cleanable area of this school is two thirds of the total. Account for this in your proposal. Please include in your RFP your relief rate to cover absences and vacation time to fill in for the District employee when that employee is away.

15. RFP response may not exceed ten (10) pages total.

16. Mandatory site visit is required. Contact Jeremy Edens to arrange a site visit. Participants will need to provide their own transportation to all sites.

17. Provide five references of similar size projects including the contacts name, address, phone number and email address. Include a reference for a similar size account that you no longer hold and the reason excluding price.

18. Scope of work requested.

*Semi-annual: Semi-Annual deep cleaning defined as Carpet Extraction, high dusting, baseboards, vents.

Annual hard floor surfacing care defined as polishing Terrazzo and strip and wax of VCT floors.

All proposals are due no later than 3PM on Friday June 14, 2024.

Questions about the RFP and scheduling a building walk-thru, can be direct to Jeremy Edens, Coordinator of Facilities, at either 402-238-2902 or jedens@bennps.org

Proposals will be received at the Administration building, located at 11620 N. 156th Street, Bennington, NE 68007

Timeline

June 2024 Advertise RFP

July 2nd @ 3:00pm RFP Due

July 8th 2024 Evaluations & Interviews

(if necessary)

August 12, 2024 School Board approval

Evaluation Criteria

Formal Evaluation- Evaluation of the proposal responses will be based on the following categories:

Company Background, Team, Experiences & References (20%)

Contract Scope of Work and Price (50%)

Flexibility of Terms & Conditions with Contractor (20%)