Custodial Contractual Service Bids Sandridge School District No. 172 Cook County, Illinois 60411 Sandridge School District No. 172 2950 Glenwood-Dyer Road Chicago Heights, IL 60411 (708) 895-2450 Invitation to Bid on Custodial Contractual Services BID OPENING: July 13, 2021, 10:00 a.m. Superintendent’s Office 2950 Glenwood-Dyer Road, Chicago Heights, IL 60411 NOTICE IS HEREBY GIVEN that sealed bids for the provisions of custodial services with an effective starting service date of July 26, 2021 will be received at the office of the Superintendent until the time and date indicated above. At that time they will be opened and read aloud. Bid proposals shall thereafter be irrevocable for a period of one hundred and twenty (120) days and shall be reviewed by the district so as to determine the lowest responsible bidder. No proposal received after the date and time indicated will be considered. The prospective bidder must be able to perform and must bid on all aspects of the bid to be eligible for award of the final contract. Each proposal must be wholly completed in the form prescribed in these bid documents and must be submitted in a sealed envelope which shall be marked with the following information: “Proposal for Custodial Services” Name and address of the contractual services bidder Attach the following to the submitted bid: Exhibit A – “Financial Forms for Submission” (To be supplied by bidder) Exhibit B – “Certificate of Eligibility to Bid” Exhibit C – “Proof of Insurability” Exhibit D – “Anti-collusion Affidavit” Exhibit E – “Sexual Harassment Certification” Exhibit F – “Cleaning Procedures” Exhibit G – “Drug Free Workplace Certification” Exhibit H – “Job Descriptions” (To be supplied by bidder) Exhibit I – “Cleaning Supplies” (To be supplied by bidder) The District looks forward to your participation in this bid. Sincerely, Dr. Nick Sutton Superintendent Sandridge School District No. 172 Bid Specifications, Conditions, Instructions and Forms The following specifications and conditions will become the contract 1. Sandridge School District No. 172 is a suburban school district with approximately 350 students. There is one building in the District with a total gross square footage of approximately 70,600. 2. The successful contractor shall perform the following: A. Create and maintain a clean and safe environment by performing its working according to the District’s schedules. See attached for the District’s cleaning schedules. The District reserves the right to modify all schedules by either adding, changing or deleting scheduled items. B. Follow the District’s quality assurance program, which would include daily journals and inspections, weekly inspections and annual reports. The District will design the quality assurance program with input form the Contractor. C. Establish risk management (safety) programs and procedures with input from the District. The district reserves the right to require the Contractor to establish and implement specific risk management programs and procedures. The Contractor’s on-site supervisors will be available to serve as members of the District’s safety committee and to serve on other committees as directed by the District administration. D. Purchase the necessary supplies for custodial services. For custodial services the Contractor is required to consult with District personnel prior to purchasing and using the supplies. The district reserves the right to modify the list of supplies by either adding, changing or deleting supply items. E. Employ the number of persons required to complete the jobs outlined to the satisfaction of the District. Contractor shall ensure that no less than 80% of the contractor employees are fulltime (exclusive of management and supervisory personnel who must be full-time employees) so as to ensure continuity and commitment of service. All Contractor employees shall work cooperatively with District employees. Additional staff and overtime costs are the Contractor’s responsibility and will not paid by the District. The Contractor’s management and supervisory personnel shall be full-time employees. F. Prepare for and support the variety of programs offered in the district. These special programs support requirements are called “set-ups”. In responding to the REQUEST TO BID, the Contractor is responsible for understanding the scope of such activities and must indicate in their response to the REQUEST TO BID their ability to do so. District staff will be available to Contractor to provide the necessary background information as requested. 3. Contractor will conduct its business in an efficient manner. Facilities must be maintained so as to assure safety and efficiency. 4. The corporate resources of the Contractor shall be applied to serve the district. Contractor shall provide professional services, technical resources and technical support of its field management for system implementation, training, fiscal control and inspection. 5. Contractor shall make initial and continuing recommendations for programs, procedures, and resource efficiency. The recommendations are to be acted upon only with the District’s approval. 6. Contractors shall conduct fingerprint-based criminal background checks and drug screening test on all employees that will work at the District prior to any employee commencing work. Contractor shall provide the results of the criminal background checks, drug tests, and photo I.D to the District for its review. The successful bidder shall not assign to perform work under the contract any employee or agent who would be prohibited from being employed by the District due to a conviction of a crime listed in 105 ILCS 5/21B-80, or who is listed in the Statewide Sex Offender Registry or the Statewide Violent Offender Against Youth Database. The contractor shall obtain a fingerprint-based criminal history records check before assigning any employee to perform work for the District. Additionally, at least quarterly, the contractor shall check if an employee or agent is listed on the Statewide Sex Offender Registry or the Statewide Violent Offender Against Youth Database. Should District object to any Contractor employee based upon such submission, contractor will not assign said employee to the district. Additionally, Contractor shall perform such additional checks and screenings as needed in order to ensure that Contractor’s employees perform their functions without posing any type of threat to students, staff or the community, or as required by law. It is absolutely mandatory that all the Contractor’s employees be of high moral character and properly attired at all times. The District shall reserve the right to require the Contractor to remove from the site any employee of the Contractor who the District deems incompetent or detrimental to the best interests of the School District. 7. The Contractor shall require all employees to wear uniforms with nametags. 8. Contractor shall establish and/or maintain personnel records in accordance with the requirements of both the Illinois School Code and the District. 9. Contractor shall maintain current and up-to-date material safety data sheets (MSDS) of all chemicals used in servicing District facilities per OSHA Hazard Communication Standard (29 CFR 1910.1200). Contractor shall also provide district with a copy of all current MSDS sheets. 10. Contractor shall provide ongoing research in cleaning in order to recommend more efficient and effective equipment, supplies and procedures. 11. Contractor shall prepare and provide audited financial statements from the previous three (3 ) years, attached to the bid as Exhibit A. 12. Contractor shall comply with all District directives and guidance necessary to properly receive, inspect, account for, store, inventory, secure and issue custodial supplies and materials. 13. If the District offers a summer school program, all cleaning activities must be done in a highly coordinated manner. Contractor is responsible for providing flexible services in coordination with any potential summer school program and construction activities. 14. Custodial services will be provided for community and extra curricular activities on District premises as approved by the administration. When such community based facility use requires overtime, the community group may be charged a fee to cover such overtime costs and the Contractor will be reimbursed the direct costs. Contractor shall submit with its bid, its rate for such community and extracurricular activities. 15. A bid bond of 5 percent of the total cost of the contract will be required. 16. A performance bond greater than 5 percent of the total cost of the contract will be required. 17. Contractors shall purchase and have in force the insurance coverage listed below. Each policy shall be amended to include the following as additional insured: Board of Education 172, Cook County, Illinois, individual members thereof, and all employees and volunteers of the District. Certificates of insurance in the amounts set forth below must be on file in the district office prior to the insurance of an approved contract. Thirty (30) days advance notice, in writing, must be given by the Contractor and the insurance carrier should the insurance company cancel or non-renew the insurance. The Contractor shall provide thirty (30) days prior to the start of each year, and thirty (30) days prior to each insurance renewal date, insurance certificates in the amounts stated below. The Contractor shall furnish and maintain during the life of the contract worker’s