Request for Proposal/Quotation For Custodial Services

Transcription

1 Request for Proposal/Quotation For Custodial Services September 12, Delaware Avenue Wilmington, DE 19806

2 Request for Proposal P a g e 2 For Custodial Services Table of Contents Confidentiality Statement... 3 Submission Details... 3 Submission Deadlines... 3 Submission Delivery Address... 3 Submission Questions and Clarifications... 4 Electronic Submissions... 4 Introduction and Executive Summary... 5 Business Overview & Background... 5 Detailed Specifications... 5 Assumptions & Constraints... 6 Terms and Conditions... 6 Selection Criteria... 6 Delaware Guidance Services for Children & Youth, Inc. September 12, 2016 CONFIDENTIAL

3 Request for Proposal P a g e 3 For Custodial Services Confidentiality Statement This document, and any attachments thereto, regardless of form or medium, is intended only for use by the addressee(s) and may contain legally privileged and/or confidential, copyrighted, trademarked, patented or otherwise restricted information viewable by the intended recipient only. If you are not the intended recipient of this document (or the person responsible for delivering this document to the intended recipient), you are hereby notified that any dissemination, distribution, printing or copying of this document, and any attachment thereto, is strictly prohibited and violation of this condition may infringe upon copyright, trademark, patent, or other laws protecting proprietary and, or, intellectual property. In no event shall this document be delivered to anyone other than the intended recipient or original sender and violation may be considered a breach of law fully punishable by various domestic and international courts. If you have received this document in error, please respond to the originator of this message or him/her at the address below and permanently delete and/or shred the original and any copies and any electronic form this document, and any attachments thereto and do not disseminate further. Please respond to cfo@delawareguidance.org with any questions or concerns regarding the confidentiality of this document. Where no notice is given, all information contained herein is Copyright 2016 Delaware Guidance Services for Children & Youth, Inc. Thank you for your consideration. Delaware Guidance Services for Children & Youth, Inc. Submission Details Submission Deadlines All submissions for responding to this request must be submitted on paper and delivered to our office, as stated below, no later than: Monday, October 17, 2016 No later than 4:00pm EDT Submission Delivery Address The delivery address to be used for all submissions is: Richard A. Hauge Chief Financial Officer Delaware Guidance Services for Children & Youth, Inc Delaware Avenue Wilmington, DE Voice: x 1128 Fax: cfo@delawareguidance.org Delaware Guidance Services for Children & Youth, Inc. September 12, 2016 CONFIDENTIAL

4 Request for Proposal P a g e 4 For Custodial Services Submission Questions and Clarifications You may contact the following person if you have any questions or require clarification on any topics covered in this Request For Proposal: Richard A. Hauge Chief Financial Officer Voice: x 1128 Fax: cfo@delawareguidance.org Electronic Submissions Electronic submissions in response to this Request for Proposal will be accepted as long as they are: Sent via to: Submitted in: cfo@delawareguidance.org Microsoft Word or Adobe PDF format. Delaware Guidance Services for Children & Youth, Inc. September 12, 2016 CONFIDENTIAL

5 Request for Proposal P a g e 5 For Custodial Services Introduction and Executive Summary Write this section last after the entire document is finished. This is used to provide prospective vendors with a brief overview of your company and the requirements for your product or service. Business Overview & Background Founded in 1952 by the Junior League of Wilmington, Delaware Guidance Services for Children & Youth, Inc. (DGS) has grown from a one-psychiatrist operation in loaned space, to the largest single not-forprofit provider of comprehensive psychiatric services for children and their families in Delaware with a staff of 200, and five locations statewide. With this RFP, DGS is seeking to secure a provider of custodial services for our Wilmington office located at 1213 Delaware Avenue, Wilmington, DE Detailed Specifications Attached hereto is a draft of the proposed Custodial Services Agreement which together with Appendices A and B included therewith constitute the scope of services and terms under which the Custodial Services are expected to be delivered. Your proposal should, at a minimum, include the following which shall be considered your Base Proposal : Your commitment to perform the Custodial Services in accordance with the terms of the Custodial Services Agreement; Your proposed regular daily start time to be inserted in sub-paragraph 1.01 a); Your proposed daily fee to be inserted in paragraph You may also include as an Alternate, any proposed additions, deletions, or modifications to the Custodial Services Agreement, but it should be understood that DGS reserves the right to accept your Base Proposal with or without any of your proposed Alternates. Also attached to this RFP is a rendering of the Floor Plan of the DGS Wilmington office. The rendering is not to scale and may not be completely up to date, but provides a basic layout of the building. The DGS Wilmington office is approximately 12,000 sf in size. Interested Bidders may make arrangements to tour the Wilmington office by contacting facilities@delawareguidance.org. All bidders shall provide: a reasonably detailed description of work experience similar to that required under this RFP and the Custodial Services Agreement; Delaware Guidance Services for Children & Youth, Inc. September 12, 2016 CONFIDENTIAL

6 Request for Proposal P a g e 6 For Custodial Services the names and relevant work experience of the employees to be supplied initially by Contractor under the Agreement; and References who can attest to the quality of work provided by the bidder in work comparable to that required under the terms of this RFP and the proposed Custodial Services Agreement. References shall include the name, address, telephone number and address of an individual personally familiar with the work performed by Contractor or its employees within the past two years. Assumptions & Constraints Except in extraordinary circumstances approved in advance in writing by the CFO of DGS or his/her designee, the Custodial Services shall not be provided by the Contractor between the hours of 8 am and 5 pm on weekdays. Custodial Services normally provided by the Contractor on Friday evening or Custodial Services which are identified in the DGS Housekeeping Task List as Weekly, Monthly, or Annual may be provided on Saturday or Sunday in the Contractors discretion, provided that the Contractor shall give notice in advance to the CFO of DGS. Contractor shall be provided with keys to the Wilmington Office and a unique building access code to permit the Contractor or its employees to disarm and re-arm the building alarm in order to be able to provide Custodial Services during hours when the building is otherwise closed. Contractor shall be responsible for any fees incurred by DGS as a result of false alarms caused by improper operation of the building alarm system controls by Contractor or its employees. Terms and Conditions All Terms and Conditions shall be as set forth in the attached Custodial Services Agreement as the same may be amended by agreement of DGS and the successful bidder pursuant to any Alternates accepted by DGS in its sole discretion. Selection Criteria Selection will be based upon: the price proposed by the bidder for the work required under the Custodial Services Agreement; the bidder s qualifications and experience; and the recommendations of references and other prior customers of the bidder. Delaware Guidance Services for Children & Youth, Inc. September 12, 2016 CONFIDENTIAL

7 Delaware Guidance Services for Children & Youth Inc. Custodial Services Agreement THIS AGREEMENT, (the Agreement ) is entered into this 15th day of November, 2016, by and between Delaware Guidance Services for Children & Youth, Inc., a Delaware non-profit corporation, ( DGS ) and, a (the Contractor and together, the Parties ); WHEREAS, DGS wishes to retain the services of Contractor to provide Custodial Services at its Wilmington office located at 1213 Delaware Avenue, Wilmington, DE 19803, (the Facility ); NOW THEREFORE, for and in consideration of the mutual promises and obligations set forth below, and other good and valuable consideration, the receipt whereof is hereby acknowledged, and intending to be bound hereby, it is hereby agreed by and between the Parties as follows: 1. Obligations and Activities of the Contractor: Contractor agrees to: 1.01 Provide Custodial Services at the Facility 5 days per week excepting Holidays when the Facility is closed. a) Contractor will arrive at and will work until the Custodial Services for that day are completed. b) Custodial Services as that term is used herein shall include all tasks listed in the Housekeeping Task List, attached hereto as Appendix A. c) Custodial Services shall be provided as frequently as required under the Housekeeping Task List and shall be completed in accordance with: a. generally accepted standards and practices applicable to a non-residential healthcare facility; and b. the specific Delacare Sanitation requirements listed in Appendix B (attached) as the same may be amended from time to time Provide equipment including all common tools and cleaning supplies necessary to complete the Custodial Services Provide to DGS upon signing of this contract a copy of: a) Contractor s then current Delaware Business License; b) A certificate of Contractor s then-current Worker s Compensation Insurance; c) A certificate of Contractor s then-current General Liability Insurance policy naming DGS as a certificate holder entitled to notice in the event of cancellation or termination of Contractor s coverage; and d) A completed W-9 containing Contractor s taxpayer ID, business address, and other required information The following additional conditions / obligations: a) Except in extraordinary circumstances approved in advance in writing by the CFO of DGS or his/her designee, the Custodial Services shall not be provided by the Contractor between the hours of 8 am and 5 pm on weekdays. Page 1 of 3

8 Delaware Guidance Services for Children & Youth, Inc. Custodial Services Agreement b) Custodial Services normally provided by the Contractor on Friday evening or Custodial Services which are identified in the DGS Housekeeping Task List as Weekly, Monthly, or Annual may be provided on Saturday or Sunday in the Contractors discretion, provided that the Contractor shall give notice in advance to the CFO of DGS. c) Contractor shall be responsible for any fees incurred by DGS as a result of false alarms caused by improper operation of the building alarm system controls by Contractor or its employees. 2. Obligations and Activities of DGS: DGS agrees to: 2.01 Provide all paper products, toiletries and trash can liners Provide any specialty tools necessary to complete the Custodial Services, or agree in writing authorizing Contractor to lease or purchase such tools at DGS expense Provide Contractor with keys to the Wilmington Office and a unique building access code to permit the Contractor or its employees to disarm and re-arm the building alarm in order to be able to provide Custodial Services during hours when the building is otherwise closed. 3. Term and Termination 3.01 The Initial Term of this Agreement shall commence November 15, 2016, and shall end on April 30, This Agreement may be renewed by the Parties in writing for up to two additional one year terms commencing on May 1, 2018, and May 1, 2019, respectively Probationary Period. DGS may terminate this Agreement as of January 31, 2017, if it determines in its sole discretion at least fifteen (15) days prior thereto that Contractor has not been able to meet the standards necessary and appropriate to the conduct of DGS business at the Wilmington Facility Termination for Cause. DGS may terminate this Agreement if it determines that Contractor has failed to fulfill its obligations as set forth above. Prior to terminating the Agreement under this section 3.04, DGS shall give Contractor written notice of the deficiencies in Contractor s performance, and Contractor shall have thirty (30) days to correct such deficiencies. 4. Payment 4.01 DGS agrees to pay to Contractor a daily fee of for the Custodial Services to be provided under the terms of this Agreement. Contractor will invoice DGS on a monthly basis following the end of each calendar month, and DGS agrees to pay such invoices within 15 days of receipt thereof. Invoices may be submitted: Page 2 of 3

9 Delaware Guidance Services for Children & Youth, Inc. Custodial Services Agreement 5. Notices By US Mail to: Delaware Guidance Services 1213 Delaware Avenue Wilmington, DE Attn: Accounts Payable By to: By Fax to: Attn: Accounts Payable Invoices submitted via or Fax during regular business hours shall be deemed to have been received upon receipt as verified electronically to the sender. Invoices submitted by US Mail shall be deemed to be received 3 business days following deposit in the US Mail Any notice required or permitted under this Agreement may be made in writing via , fax, or US Mail by registered or certified mail with return receipt requested to the addresses below. Notice shall be effective upon receipt. For DGS: Richard A. Hauge 1213 Delaware Avenue Wilmington, DE Office Phone: x 1128 Fax Phone: Facilities@delawareguidance.org For Contractor: Office Phone: Fax Phone: Either Party may change its address or other contact information for notices and official formal correspondence upon five (5) days' written notice to the other. IN WITNESS WHEREOF, the Parties have affixed their signatures below. Delaware Guidance Services for Children & Youth, Inc. Contractor By: By: Title: Chief Financial Officer Title: Date: November 15, 2016 Date: Page 3 of 3

10 DGS Housekeeping Task List Week of: May 11, 2015 Daily (All Sites) Empty Trash Clean & Vacuum Lobby Clean, Disinfect, and Mop Restrooms Clean Front Desk Windows Empty Outside Ashtrays Clean & Vacuum Hallways / Stairs Re-stock Restroom Supplies Clean & Vacuum/Mop Kitchen(s) M T W R F Three Times per Week Clean & Vacuum Front Office Area Two Times per Week Clean & Vacuum All Offices Disinfect Door Knobs/Handles Weekly Wipe Down Baseboards Dust Lobby Furniture Monthly Dust Blinds Wash out Trash Receptacles Order Supplies Wash Inside Windows Clean Storage Areas Annually Shampoo Carpets Scheduled for: Scheduled for: Date Completed: Date Completed: Work for the week indicated has been completed as indicated above: Receipt Acknowledged: Employee / Contractor Date: Team Leader Date:

11 Extracted from: DELACARE - RULES FOR EARLY CARE AND EDUCATION AND SCHOOL-AGE CENTERS Final January 2007 SANITATION 240. A licensee shall ensure that areas and equipment specified in Rules #241 and 242 are washed with soap and water and disinfected as required. A. The disinfectant solution shall either be a self-made solution consisting of one-fourth (1/4) cup of household bleach to each gallon of water (one (1) tablespoon per quart), which is prepared daily, labeled, placed in a bottle that is sealed with a cap and stored out of the reach of children or a commercially prepared disinfectant which indicates it kills bacteria, viruses and parasites and used in accordance with label instructions A licensee shall ensure that staff wash and disinfect the following equipment items or surfaces after each use: A. Potty chairs which have first been emptied into a toilet; B. Sinks and faucets used for handwashing after the sink is used for rinsing a potty chair; C. Diapering surfaces, as required in Rule #248; D. Food preparation and eating surfaces such as counters, tables, and high chair trays; E. Toys mouthed by children; F. Mops used for cleaning; G. Bibs; and H. Thermometers A licensee shall ensure that staff wash and disinfect the following equipment items or surfaces at least daily: A. Toilet and toilet seats; B. Sinks and faucets; C. Diaper pails and lids; D. Drinking fountains; E. Water table and water play equipment; F. Play tables; G. Mats that are not stored separately as specified in Rule #225; and H. Smooth surfaced non-porous floors. Appendix B

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