Solicitation for Custodial Services

The New America School 1734 Isleta Blvd. SW Albuquerque, New Mexico 87105 (505) 222-4360 – Office (505) 873-2602 - Fax

SOLICITATION FOR CUSTODIAL SERVICES THE NEW AMERICA SCHOOL ALBUQUERQUE NEW MEXICO CAMPUS

MISSION

Our Mission: To empower new immigrants, English language learners and academically underserved students with the educational tools and support they need to maximize their potential, succeed, and live the American Dream.

LOCATION AND DESCRIPTION

The New America School Albuquerque New Mexico Campus is located at 1734 Isleta Blvd SW, Albuquerque, NM 87105. The campus is composed of one permanent construction building, one student multi-purpose building – (Gym/Kitchen/Physical Education) and eight modular buildings.

This is a high school campus. During the academic school year, classes are conducted in both a day and evening periods.

SCOPE OF SOLICITATION

This Solicitation is a base year and three [3] option years for an entire school calendar year with reduced services during summer break, winter and spring breaks and school holidays. Quarterly, semi-annual and annual tasks are expected to be conducted during break periods as defined by the Facility Management. These custodial services shall consist of all necessary management/supervision, janitorial personnel, transportation, general/specialized tools and equipment, and supplies required to accomplish all custodial services at the school campus.

It is the intent of The New America School to award the base year on/about June 14, 2017 for contract work beginning on July 1, 2017.·

EXPECTED CUSTODIAL SERVICES

a. The Contractor must furnish all labor, materials, tools, equipment, transportation, permits, insurance, and supervision to ensure that custodial services are maintained at a high level.

b. Work shall be performed at 1734 Isleta Blvd SW, Albuquerque, NM. The scope of work is:

b.i. Main Building consists of two restrooms, Career Counseling Office, Campus Security Office, Assistant Principal Office, Principal Office, Bookkeeper Office, Admin Common Area, Reception Area, two Computer Labs. - Total Square Footage: 4,354 Sq. Ft. b.ii. Portable 3/4 consists of two classrooms, one common hallway and two restrooms. - Total Square Footage: 1,403 Sq. Ft. b.iii. Portable 5/6 consists of two classrooms, one common hallway and two restrooms. - Total Square Footage: 1,403 Sq. Ft. b.iv. Portable 7/8 consists of two classrooms, one common hallway and two restrooms. - Total Square Footage: 1,403 Sq. Ft. b.v. Portable 9/10 consists of two classrooms, one common hallway and two restrooms. - Total Square Footage: 1,403 Sq. Ft. b.vi. Portable 11/12 consists of an Information Technology Office, Testing Coordinator Office, Teacher Common Area Room. - Total Square Footage: 1,598 Sq. Ft. b.vii. East Portable #E1/E2 consists of two classrooms and two restrooms. Total Square Footage: 1,403 Sq. Ft. b.viii. East Portable #E3/E4 consists of two classrooms and two restrooms. Total Square Footage: 1,403 Sq. Ft. b.ix. East Portable #E5/E6 consists of two classrooms and two restrooms. Total Square Footage: 1,403 Sq. Ft. b.x. Student Multi-Purpose Building – consists of kitchen/lunchroom/gymnasium, men’s and women’s restrooms with shower areas, coach office, weight room, and storage room. Approximate Total Square Footage: 8,825 Sq. Ft. b.xi. New America School Campus – consists of all sidewalk areas, two parking lots and interior campus graveled areas.

c. The Contractor shall accomplish all cleaning tasks to meet the requirements of this Statement of Work (SOW) and the Service Summary. The minimum cleaning frequencies are established in Custodial Schedule, Appendix A.

d. The Contractor shall accomplish all monthly, quarterly and semi-annual cleaning tasks in accordance with the SOW and the Service Summary.

e. Special Event or Emergency Cleaning. Upon notification, the Contractor shall perform special event or emergency cleaning required in any building, area, or room covered under this contract. The Facility Management shall order special or emergency cleaning services. The Contractor shall begin emergency services within two hours of notification after normal operating hours or within 15 minutes during normal operating hours. The Facility Management will notify the Contractor as soon as a special event or emergency services requirement is known, but no less than 24 hours prior to the event.

SERVICE SUMMARY The Contractor service requirements are summarized into performance objectives that relate directly to operational and academic essential items. Appendix B provides the minimum acceptable levels of service required. All work shall be completed during the hours of 5:00 pm and 11:00 p.m.

SCHOOL FURNISHED SUPPLIES, MATERIALS AND EQUIPMENT

a. Toilet tissue, hand soap, sanitary waxed bags and paper hand towels, canned air fresheners and urinal screens.

b. Keys will be signed for and returned upon completion or termination of the contract. Lost keys are the responsibility of the Contractor. See "Key Control" below. Building Alarm codes will also be signed for and not shared or used by more than (1) one employee.

c. Batteries for electronic towel dispensers/air freshener units.

d. All utilities necessary for the contractor to perform the required services – electricity and water. The Contractor shall be liable for all loss or damage of school provided supplies, materials and equipment.

CONTRACTOR FURNISHED SUPPLIES, MATERIALS AND EQUIPMENT

The Contractor shall provide vacuum cleaner, cleaning cloths and any other cleaning supplies and equipment necessary to adequately meet the cleaning requirements. No flammable or explosive liquids such as gasoline will be stored. Prior to starting the contract or at the initial kickoff meeting the Contractor shall submit to the Principal/Facility Management a list of cleaning products to be used and shall furnish all Safety Data Sheets (SDS) for all chemicals and materials being used. The Principal/Facility Management must approve these items prior to use by the contractor.

A. Cleaning supplies and disinfectants for toilets, sinks, tile, etc.

B. All tools/equipment required to effectively complete the assigned tasks, tool required but not limited to: brooms, mop handles, mop heads, mop buckets, dusting tools, dustpans, floor dust mops with ample dust mop replacement heads.

C. Plastic trash liners in various sizes and sufficient thickness/strengths to ensure they accommodate the trash.

The Contractor shall be liable for all loss or damage of school provided supplies, materials and equipment.

Keys will be signed for and returned upon completion or termination of the contract. Lost keys are the responsibility of the Contractor. See "Key Control" below. Building Alarm codes will also be signed for and not shared or used by more than (1) one employee.

SCHOOL RESPONSIBILITIES

a. The school will not be responsible for damage occasioned by fire, theft, accident, e t c . , to the Contractor's supplies, materials, or equipment in janitorial closets.

CONTRACTOR RESPONSIBILITIES - The Contractor shall not employ persons for work on this contract if such employee is considered by the Principal to be a potential threat to the health, safety, security of students and staff or could negatively affect the academic mission or environment of the school.

a. The Contractor is responsible for loss, theft, damage, or destruction of any School or personal items belonging or assigned to the staff or students of the school when it can be proven, beyond a reasonable doubt, to be the fault of the Contractor or one of his/her employees.

b. Anyone employed by the Contractor must be 18 years of age or older and legally authorized to work in the United States.

c. The Contractor is responsible to ensure that his/her employees do not disturb papers on desks, open desk drawers or cabinets or use school telephones or equipment, except as authorized in writing by the Principal.

d. The Contractor shall supply to his/her employees some type of identification that must be worn at all times while on the school campus, the school will also assigned a school issued ID Badge. e. The Contractor shall establish and implement methods of ensuring that all school keys issued by T he New America School are not lost, misplaced or· used by unauthorized persons. If lost, the Contractor shall inform the Facility Management and is responsible to replace keys and locks as necessary at the Contractor’s expense.

ENERGY CONSERVATION – The Contractor shall tum on lights in rooms only during the time needed to perform the required work and shall ensure that all lights are turned off in each room as it is completed, except those designated/required t o remain on. Additionally, based upon guidance issued by the Facility Management the Contractor will reduce or set heating/air conditioning as needed to perform cleaning tasks or as defined by the Facility Management.

PAYMENT. The Contractor will submit a monthly invoice each month. The invoice will be processed monthly after verification of acceptance of work performed for that period by the Facility Management.

Invoices shall be submitted to:

Lorella Lovato Business Office New America School - NM 1734 Isleta Blvd SW Albuquerque, NM 87105

CONTRACTOR QUALITY CONTROL. The Contractor is ultimately responsible for quality control and shall not rely on the Facility Management to inspect and direct corrections. At any time when work is performed and is not in compliance with specifications, the Contractor will be informed and is required to correct the deficiencies. The Facility Management will conduct scheduled and random inspections of daily, weekly, monthly, quarterly and yearly work. The Facility Management will record the results of these inspections on a Quality Assurance Checklist included as Appendix C . Inspections may be conducted more frequently as deemed necessary by the Principal.

SECURITY

a. All outside doors shall remain locked while Contractor performs the work and the Contractor shall ensure that all exterior doors are locked, alarm systems activated and HVAC set as determined by the Facility Management prior to departure. The Contractor shall also ensure that all unnecessary lights are turned off, and all windows are closed and locked.

b. All secured interior office doors shall remain locked while Contractor performs the work and the Contractor shall ensure that these doors are locked and secured prior to departure. Offices shall only remain open while contractor or staff are present.

c. The Contractor shall report any fires and hazardous conditions, shall turn in lost and found articles, and shall notify the security officer when an unauthorized or suspicious person are seen on the premises.

d. The Contractor shall immediately notify the Facility Management of any problems or issues that are encountered.

FIRE PREVENTION- Fire prevention shall be exercised at all times by Contractor and his/her employees. All combustible material shall be used and stored in a safe manner. The Contractor shall report any fire hazards.

KEY CONTROL/ALARM SYSTEMS- the Contractor will establish and implement methods of ensuring that all keys and alarm codes issued by the School are kept secure in the Contractor's possession and are not used by unauthorized persons. Keys issued by the School shall not be duplicated.

a. The Contractor will be required to reimburse the School for replacement of locks or re-keying as a result of Contractor loss of keys. In the event a master key is lost or duplicated, all locks and keys for that system will be replaced by the Contractor and the total cost deducted from the monthly payment[s] due the Contractor.

b. The Contractor will immediately report the loss of a key or a failure to the alarm systems to the Facility Management as soon as possible but no later than the next calendar day. Facility Management should be contacted if alarm systems cannot be set or building locks cannot be engaged; buildings shall not be left un-locked or un-alarmed. Contact for all Facility related issues: Michael J. Vigil – (505) 980- 0010 – will respond to all calls at any time.

c. Keys/Alarm codes will only be issued to the Contractor, who in turn will only issue keys/alarm codes to his/her employees and no one else.

SCHOOL HOLIDAYS - Work will not be required on the following holidays: School calendar will be provided as appendix E.

Fourth of July: July 3, 4, 5, 2017 Labor Day - September 4, 2017 Thanksgiving – November 22, 23, 24, 2017 Winter Break – December 21, 22, 25, 26, 27, 28, 29, 2017 - January 1, 2018 Spring Break – March 26, 27, 28, 29, 30, 2018 Memorial Day – May 28, 29, 2018

BUILDING CLOSURES- When an unforeseen building closure occurs on a regularly scheduled day of work, the School shall have the following options:

a. To require the Contractor to perform work necessary to sustain operations on the following normal work day. b. To forego the work and reduce payment due to the Contractor accordingly for work not performed.

SMOKING RESTRICTIONS - There will be no smoking anywhere on The New America School-NM campus – in or outside buildings. Personnel who smoke must be located of the campus a minimum of 100 feet from any entrance to the campus.

EMPLOYEE SECURITY CHECKS- (Vetting) - Employees of the Contractor who will be performing work under this contract will be required to have a federal background investigation conducted and made available to the school by the Contractor at the Contractors’ cost. Current investigation information will be provided to the School Principal. A favorable adjudicated background investigation must be on file of the School’s Personnel Management Office for the Contractor and every employee. The School Principal retains the right to exclude any Contractor's employee from working on the school campus if his/her records check reveals information to consider that employee a risk to students, staff and/or the school’s operations. The security expulsion of an employee does not relieve the Contractor from performance of required custodial services. In addition, each employee must have record of American citizenship, or authorization to work within the United States (I-9), records of which will be submitted to the school with security clearances.

PROPOSALS AND AWARD DETERMINATION

Proposers shall submit one (1) original and three (3) copies of their proposal. Responses shall include the following minimum documents:

Completed Appendix D or document with similar format Additional information on qualifications of personnel, employees and/or subcontracts – may be promotional information Innovative Approach – Optional Pricing – Base Year and Three Option Years Proposals must be received by 5:00 p.m. June 8, 2017. It is the responsibility of each firm to ensure their proposal is submitted in time for this deadline. Proposals that do not adhere to the deadline will not be accepted.

The proposals should be addressed to

LaTricia Mathis - Principal 1734 Isleta Blvd SW Albuquerque, NM 87105

OFFER COMPLIANCE

The New America School - NM will award one contract resulting from this solicitation to the firm whose response best conforms to the solicitation and which will be the best value to the School, price and other factors considered. The following factors shall be used to evaluate offers; past performance, experience in similar work, experience and qualifications, past performance, innovative approach and price.

The School will award the contract to the firm of the proposal that represents the best overall value to the School. The New America School will evaluate the proposals of each firm on the compliance of its proposal and on the following evaluation factors:

Price Experience and Qualifications References/Past Performance Innovative Approach

Initial offers should be submitted with the most favorable terms, from a price, technical and innovation approach. The New America School - NM may, after evaluation of proposals, conduct oral or written discussions with selected firm[s].

The School will evaluate the above factors as follows

a. The School will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the School, price and other factors considered. The following factors shall be used to evaluate offers:

i. Experience and Qualifications*: Information regarding the quantity/applicability of experience and qualifications specific to the work required by this solicitation. Include information regarding the experience of personnel, employees and subcontractors. Promotion information may be used providing it provides specific information. Additionally, the firm should provide a statement and information of the firm's primary business focus. ii. Past Performance*: The firm shall provide information about the firm's past performance history. Firms shall provide the School with information and references for the firm’s past performance on similar projects during the last 3 years, including timeliness, reliability, quality, customer service and business relations with the School. Firms shall include the name, organization, address, point of contact and telephone number for each of the references. The School may also use other sources of information (i.e. other references not listed to determine the firm’s record of performance. Firms should use the Experience Questionnaire, Appendix D, or the firm's own format which provides the same information. iii. Innovative Approach: The firm may provide information on innovation scheduling, work organization, technical approaches, etc. to show potential for providing better service, reduced pricing and/or betterments for The New America School. Price: iv. Pricing: Include pricing information based upon information contained in this solicitation and Appendix A. The pricing information should include the base year and each of three option years. For the base year, the price should be broken down from July 1, 2017 – June 30, 2018.

*Firms should provide their information by using the enclosed Experience & Capability Questionnaire, included with this solicitation, or may provide the information in another written format containing the required information.

Failure to submit this information will render the offer as non-responsive.

MANDATORY SITE VISIT

A Mandatory site visit is tentatively scheduled for June 1, 2017 at 9:00 a.m. Interested firms should contact the New America School- NM point of contact with the names of personnel to attend the site visit – a limit of three per firm.

Michael Vigil 1734 Isleta Blvd SW Albuquerque, NM 87105 505-222-4360 mvigil @newamericaschoolnm.org

List of Appendices

Appendix No. D A Custodial Schedule e B Service Summary C Quality Inspection Checklist D Experience and Capability Questionnaire E School Schedule

DISCLAIMERS

The New America School reserves the right to waiver minor irregularities of proposal submissions. The cost of preparing proposals is the responsibility of individual firms and will not be reimbursed by The New America School-NM.