Ellicott School District #22 395 S. Ellicott Hwy. Ellicott, CO 80808 Announcement for Sealed Bids to Perform the Ellicott School District’s Janitorial/custodian Services The Ellicott School Board is accepting sealed bids from all interested individuals and companies to provide all skills, knowledge, personnel, supplies, materials and equipment necessary to perform the janitorial (custodial) service function for the district. This will be fixed price contract for a one year period beginning on 1 October 2016. Sealed bids will
be accepted beginning 18 August, 2016 until 4 PM on 14 September, 2016. All sealed bids shall be delivered or mailed to the Patrick Cullen, Superintendent, Ellicott School District 22, 322 South Ellicott Highway, Calhan, CO 80808. All bids shall be clearly marked as Janitorial/Custodian bids. All bids received will be opened at the school board meeting on 15 September, 2016. This is not a competitive bid. The request for proposal process allows the district to select the vendor that best meets the needs of the district, taking into consideration vendor qualifications, price, product, and service capabilities. The school board will evaluate and award a contract based upon cost and best value to the school district. The successful bidder shall be responsible for providing all necessary skills, knowledge, personnel, supplies, materials and equipment necessary to perform the district’s janitorial/custodian functions in accordance with District’s statement of work. All services provided shall comply with Colorado regulations, and laws. Interested parties are encouraged to
attend an orientation scheduled for 10:00 AM on 29 August 2016 in the district’s office building located at 322 South Ellicott Highway, Ellicott, CO 80808.
Statement of Work The successful bidder shall be responsible for providing all necessary skills, knowledge, personnel, supplies, materials and equipment necessary to perform the district’s janitorial/custodian functions in accordance with District’s statement of work (Attachment A to contract to be handed out prior to walk through) The Ellicott School District operates on a four (4) day per week schedule between 7:30 AM and 4 PM Monday thru Thursday. The successful bidder shall schedule daily janitorial services to take place beginning at 6:30AM. Janitorial Services shall not interfere with any school sponsored activity. During the months of June and July the contractor shall perform all necessary duties to ensure the facilities and District are ready for start of new school year. Any disinfectant and other cleaning chemicals must be LEED approved and shall not leave an odor after drying. All chemicals used must meet the recommended manufactures guide lines on all areas being cleaned. Janitorial duties, floor, and periodic work shall be scheduled and performed in accordance of frequency and coordination with administration of said facility tasks to be performed. Other school functions and events such as sports contests, community meetings, plays, and meetings may impact the contractor in scheduling of janitorial services. The successful bidder shall work around these other school events. The Ellicott School District is located approximately 15 miles east of Colorado Springs. The school district consists of three (3) schools and out-buildings totaling (205,762 square feet), and located within the same District footprint. Located on the District’s property is the Ellicott Elementary School; located across the street and west of the Elementary School resides the Ellicott Middle School (located within this facility is the Pre-School, and Ellicott Central Administrative Offices); The Ellicott High School is located next to and north of the Elementary School; the District Technology Office is located at 395 South Ellicott Highway; “Bus Barn/Music Room” located approximately 75 yards west of the Middle School complex, the Wood Shop and Welding Shop located approximately 125 yards northeast of the Middle School complex (for the purpose of this statement of work, the welding/wood shops are considered classrooms); the Tornado Shelter used as a backup gym is located about 75 yards west of the Middle School complex (tornado shelter has a cement
floor and on the same frequency as all other gym floors); Maintenance Office (schedule to be set with Facilities Department). Breakdown of District facilities (Attachment B to contract to be handed out prior to walk through)
Off schedule or Emergency Service The contractor shall provide an hourly rate for all off schedule and emergency service to the school district.
Storage Areas The District shall make available existing janitorial areas for the use of the contractor.
Keys The district shall provide the contractor with keys or entrance codes for entrance into each area that needs janitorial service. The contractor shall be responsible for the control of all keys and entrance codes. In the event that a key or entrance code is lost or compromised by the contractor or contractor’s employee; the contractor shall be responsible for the rekeying of all locks impacted by the lost or compromised key or entrance code at the contractor’s expense.
Non School days The district shall provide the contractor with a schedule showing the class time for school during the year. The contractor shall be responsible for ensuring that each office area, classroom, library, cafeteria area, bathroom, halls and gym areas are prepared for school following any holiday or school vacation.
Unsatisfactory Service Upon notification by the district that service has not been provided, or provided service is un-acceptable, the contractor shall correct the unacceptable service within 4 hours of notification at no cost to the district.
Employee Identification and Uniforms The contractor shall provide all contractor employees with picture identification, and a uniform that clearly identifies the employee as working for the contractor. The contractor shall provide to the district a list of all employees working or expected to work at the facility.
Required Background Checks The contractor shall conduct a state and federal background check for every employee working within the district schools. No contractor employee shall be permitted to be on school grounds with any record of a conviction, or no contest plea for any charge against a child. Background checks shall be at the responsibility of the contractor. The school district shall be provided a copy of the background check for its records.
Material Data Safety Sheets The contractor shall maintain a complete set of all material data safety sheets for any substance used in this contract. Copies of each Material Data Safety Sheet shall be maintained by the contractor in each building.
Daily On Site Presence The contractor shall provide a minimum of three Day Porters between the hours of 7:30 AM and 4:00 PM each school day with a Day Porter being assigned to each of the schools, High School, Middle School and Elementary School. These Porters shall be prepared to perform any necessary clean-up of any spills, messes or similar occurrence that may occurs at their assigned school building or district administration office. The Day Porters must also be available to assist as needed throughout the campus.
Work Load Specifications Ellicott Schools Elementary School
Description
Service Days
Area: Restrooms Square Feet: 1,452 Damp Wipe and Polish Waste Pipes, Partitions, Doors, Lockers and Walls. Dust Tops Of Partitions And HVAC Vents And Pour Water Down Drain To Prevent Sewer Gas From Escaping. Machine Scrub Flooring
208 4
Dust And Clean Restroom Return Air Vents.
52
High Speed Buff
52
Machine Strip Hard Surface Floors And Reapply Floor Finish.
2
Clean All HVAC Grills.
12
Machine Scrub Hard Surface Floor And Apply Finish.
2
Clean And Disinfect Showers.
Area: Admin/Teacher's
12 Square Feet: 2,180
Clean Microwave, And Damp Wipe Counter Top And Sink. High Speed Buff
208 24
Machine Strip Hard Surface Floors And Reapply Floor Finish.
1
Cafeteria Machine Strip Hard Surface Floors And Reapply Floor Finish.
2
Dust High And Low Reach Areas, Pictures, Clocks, Baseboards, Ledges, Window Sills, Partition Tops, Chair and Table Legs. Dust Desk Tops ONLY If Empty.
52
Clean All HVAC Grills.
12
Empty Waste Baskets And Carry Trash To Pick-Up Area.
208
Damp Wipe All Plastic Covered Furniture In All Office Areas.
208
Machine Scrub Hard Surface Floor And Apply Finish.
2
Hot Water Extract Carpeting Using High Pressure Extraction Equipment.
4
Area: Classrooms/Offices/Library Square Feet: 30,323 Empty The Trash Into The Trash Cart. Replace The Liners If They Are Torn Or Soiled. (Trash Collected From Central Collection / Staging Locations along Central Aisle ways in Mfg /Prod Areas). High Speed Buff Machine Strip Hard Surface Floors And Reapply Floor Finish. Vacuum All Carpeted Traffic Lane Areas and Common Areas Including Conference Rooms
164 52 1 156
1
Description
Service Days
Detail Vacuum Corners And Edges.
52
Spot Clean All Horizontal And Vertical Surfaces Removing Fingerprints, Smudges And Stains. (In Central Common Areas/ Aisle ways Only - Not In Work Areas /Stations)
52
Clean All HVAC Grills.
12
Machine Scrub Hard Surface Floor And Apply Finish.
3
Hot Water Extract Carpeting Using High Pressure Extraction Equipment.
2
Area: Cafeteria & Corridors
Square Feet: 12,119
Dust Mop Using A Treated Or Untreated Dust Mop and Wet Mop Stains And Spills
208
High Speed Buff
52
Machine Strip Hard Surface Floors And Reapply Floor Finish.
1
Vacuum Walk-Off / Pedi mats.
208
Vacuum All Carpeted Traffic Lane Areas and Common Areas Including Conference Rooms
208
Spot Clean All Horizontal And Vertical Surfaces Removing Fingerprints, Smudges And Stains. (In Central Common Areas/ Aisle ways Only - Not In Work Areas /Stations)
208
Clean All HVAC Grills.
12
Machine Scrub Hard Surface Floor And Apply Finish.
3
Hot Water Extract Carpeting Using High Pressure Extraction Equipment.
4
Area: Gym Floor Square Feet: 4,027 Pre-sweep, Machine Scrub Hard Surface Floors With Automatic Scrubber. Sweep Between Daily Dust Mop Using A Treated or Untreated Dust Mop, Spot Mop Stains and Spills; Damp Mop Completely Once Per Week.
Area: Records/Storage Areas/Mechanical
123 82
Square Feet: 1,852
Sweep And Damp Mop Hard Surface Floors.
4
Fully vacuum carpet. Spot clean stains/spills.
4
2
Description
Spot Clean All Horizontal And Vertical Surfaces Removing Fingerprints, Smudges And Stains. (In Central Common Areas/ Aisle ways Only - Not in Work Areas /Stations) Clean All HVAC Grills. Hot Water Extract Carpeting Using High Pressure Extraction Equipment.
Service Days 164 12 4
Work Load Specifications Ellicott Schools Middle School
Description
Service Days
Area: Restrooms/Locker Rooms/Showers Square Feet: 1,918 Clean And Sanitize Fixtures, Mirrors, Counters, Polish Chrome, Mop Floors, Refill Dispensers, Empty Trash. Clean Return Air Vents as Needed. Machine Scrub Flooring
208 4
Dust And Clean Restroom Return Air Vents.
12
High Speed Buff T & Hallways
52
Machine Strip Hard Surface Floors And Reapply Floor Finish.
2
Machine Scrub Hard Surface Floor And Apply Finish.
2
Fully Clean All Shower Rooms. Apply foam, Agitate With Abrasive Sponge, and Rinse Shower
Area: Admin/Teacher's
52
Square Feet: 2,378
Clean Microwave, And Damp Wipe Counter Top And Sink.
208
Dust High And Low Reach Areas, Pictures, Clocks, Baseboards, Ledges, Window Sills, Partition Tops, Chair And Table Legs. Dust Desk Tops ONLY If Empty.
52
Clean All HVAC Grills.
12
Empty Waste Baskets And Carry Trash To Pick-Up Area.
208
Damp Wipe All Plastic Covered Furniture In All Office Areas.
208
Hot Water Extract Carpeting Using High Pressure Extraction Equipment.
4
Area: Classrooms/Offices/Library Square Feet: 17,196 Empty The Trash Into The Trash Cart. Replace The Liners If They Are Torn Or Soiled. (Trash Collected From Central Collection / Staging Locations Along Central Aisle ways in Mfg /Prod Areas).
82
High Speed Buff VCT
52
Machine Strip Hard Surface Floors And Reapply Floor Finish. Vacuum All Carpeted Traffic Lane Areas and Common Areas Including Conference Rooms
1 156
Detail Vacuum Corners And Edges.
52
Spot Clean All Horizontal And Vertical Surfaces Removing Fingerprints, Smudges And Stains.(In Central Common Areas/ Aisle ways Only - Not In Work Areas /Stations)
52
Clean All HVAC Grills.
12
Machine Scrub Hard Surface Floor And Apply Finish.
3 1
Description
Service Days
Hot Water Extract Carpeting Using High Pressure Extraction Equipment.
Area: Cafeteria & Corridors
2 Square Feet: 7,513
Dust Mop Using A Treated Or Untreated Dust Mop and Wet Mop Stains And Spills
208
High Speed Buff VCT
52
Machine Strip Hard Surface Floors And Reapply Floor Finish.
1
Cafeteria -- Machine Strip Hard Surface Floors And Reapply Floor Finish.
2
Vacuum Walk-Off/Pedimats.
208
Vacuum All Carpeted Traffic Lane Areas and Common Areas Including Conference Rooms
208
Spot Clean All Horizontal And Vertical Surfaces Removing Fingerprints, Smudges And Stains.(In Central Common Areas/ Aisle ways Only - Not In Work Areas /Stations)
208
Clean All HVAC Grills.
12
Machine Scrub Hard Surface Floor And Apply Finish
3
Hot Water Extract Carpeting Using High Pressure Extraction Equipment.
4
Area: Gym Floor Square Feet: 6,791 Pre-sweep, Machine Scrub Hard Surface Floors With Automatic Scrubber. Sweep Between Palletts as Needed. Daily Dust Mop Using A Treated Or Untreated Dust Mop, Spot Mop Stains And Spills; Damp Mop Completely Once Per Week.
Area: Records/Storage Areas/Mechanical
123 246
Square Feet: 450
Sweep And Damp Mop Hard Surface Floors.
4
Fully vacuum carpet. Spot clean stains/spills.
4
Area: Preschool Square Feet: Empty The Trash Into The Trash Cart. Replace The Liners If They Are Torn Or Soiled. (Trash Collected From Central Collection / Staging Locations along Central Aisle ways in Mfg /Prod Areas). Damp Wipe and Polish Waste Pipes, Partitions, Doors, Lockers and Walls. Dust Tops Of Partitions And HVAC Vents And Pour Water Down Drain To Prevent Sewer Gas From Escaping. Dust And Clean Restroom Return Air Vents. Detail Vacuum Corners And Edges.
164 164 52 164
Work Load Specifications Ellicott Schools High School
Description
Service Days
Area: Restrooms/Locker Rooms/Showers Square Feet: 3,654 Damp Wipe And Polish Waste Pipes, Partitions, Doors, Lockers And Walls. Dust Tops Of Partitions And HVAC Vents And Pour Water Down Drain To Prevent Sewer Gas From Escaping.
246
Damp Wipe Restroom Partitions On Both Sides and Tops.
246
Machine Scrub Flooring..
4
Dust And Clean Restroom Return Air Vents.
12
High Speed Buff
52
Machine Strip Hard Surface Floors And Reapply Floor Finish.
2
Machine Scrub Hard Surface Floor And Apply Finish.
2
Clean And Disinfect Showers.
Area: Admin/Teacher's
12 Square Feet: 2,088
Clean Microwave, And Damp Wipe Counter Top And Sink.
208
Dust High And Low Reach Areas, Pictures, Clocks, Baseboards, Ledges, Window Sills, Partition Tops, Chair And Table Legs. Dust Desk Tops ONLY If Empty.
52
Clean All HVAC Grills.
12
Empty Waste Baskets And Carry Trash To Pick-Up Area.
208
Damp Wipe All Plastic Covered Furniture In All Office Areas.
208
Hot Water Extract Carpeting Using High Pressure Extraction Equipment.
Area: Classrooms/Offices/Library
4 Square Feet: 21,560
Spot Clean Entry Door Glass both sides.
164
Empty The Trash Into The Trash Cart. Replace The Liners If They Are Torn Or Soiled. (Trash Collected From Central Collection / Staging Locations Along Central Aisleways in Mfg /Prod Areas).
82
High Speed Buff
52
Machine Strip Hard Surface Floors And Reapply Floor Finish. Vacuum All Carpeted Traffic Lane Areas and Common Areas Including Conference Rooms
1 156
Detail Vacuum Corners And Edges.
52
Spot Clean All Horizontal And Vertical Surfaces Removing Fingerprints, Smudges And Stains.(In Central Common Areas/ Aisle ways Only - Not In Work Areas /Stations)
52
1
Description
Service Days
Clean All HVAC Grills.
12
Machine Scrub Hard Surface Floor And Apply Finish.
3
Hot Water Extract Carpeting Using High Pressure Extraction Equipment.
2
Area: Multi Purpose & Corridors
Square Feet: 13,140
Dust Mop Using A Treated Or Untreated Dust Mop and Wet Mop Stains And Spills
246
High Speed Buff Hallways
52
Machine Strip Hard Surface Floors And Reapply Floor Finish.
1
Cafeteria -- Machine Strip Hard Surface Floors And Reapply Floor Finish.
2
Vacuum Walk-Off/Pedimats.
246
Vacuum All Carpeted Traffic Lane Areas and Common Areas Including Conference Rooms
246
Spot Clean All Horizontal And Vertical Surfaces Removing Fingerprints, Smudges And Stains.(In Central Common Areas/ Aisleways Only - Not In Work Areas /Stations)
246
Machine Scrub Hard Surface Floor And Apply Finish.
3
Hot Water Extract Carpeting Using High Pressure Extraction Equipment.
4
Area: Gym Floor/Fitness Center Square Feet: 15,200 Pre-sweep, Machine Scrub Hard Surface Floors With Automatic Scrubber. Sweep Behind Bleachers as Needed. Daily Dust Mop Using A Treated Or Untreated Dust Mop, Spot Mop Stains And Spills; Damp Mop Completly Once Per Week.
Area: Records/Stoarge Areas/Mechanical
123 246
Square Feet: 2,232
Sweep And Damp Mop Hard Surface Floors.
4
Fully vacuum carpet. Spot clean stains/spills.
4
Area: Vo-Tech Building Square Feet: 6,078 Empty The Trash Into The Trash Cart. Replace The Liners If They Are Torn Or Soiled. (Trash Collected From Central Collection / Staging Locations Along Central Aisleways in Mfg /Prod Areas). Damp Wipe And Polish Waste Pipes, Partitions, Doors, Lockers And Walls. Dust Tops Of Partitions And HVAC Vents And Pour Water Down Drain To Prevent Sewer Gas From Escaping.
82 164
Dust And Clean Restroom Return Air Vents.
52
Dust Wall Surfaces, Vents and Grills. (In Central Common Areas/ Aisleways Only - Not In Work Areas /Stations)
52
Clean All HVAC Grills.
12
Ellicott School District #22 District Technology Office Ellicott High School Vo-Tech Building Ellicott Middle School Administration Office Ellicott Elementary School Transportation Building Tornado Shelter Building Maintenance Building Total District Square Footage 2016-17
Square Footage 2,457 57,014 6,078 75,397 3,927 55,888 2,909 2,689 2,403 208,762
