Sam Houston State University A Member of The Texas State University System Procurement and Business Services REQUEST FOR PROPOSAL RFP NUMBER: 753-SHSU-2019-RFP-174-600000 CUSTODIAL SERVICES CONTRACT FOR SAM HOUSTON STATE UNIVERSITY ALL PROPOSALS MUST BE RECEIVED BY: May 7, 2019 @ 10:00 a.m. CT (Central Time) Note: Proposal must be submitted in BearKatBuy Sourcing Director at https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=SamHoustonState on or before the hour and date specified for the Request for Proposal opening. After receipt, only the names of offerors will be made public. Prices and other proposal details will only be divulged after the contract award, if one is made. Refer Inquiries To: Sam Houston State University Procurement and Business Services care of the BearKatBuy Sourcing Director Q & A Board at the web address shown above under RFP number: 753-SHSU-2019-RFP-174-600000 1 TABLE OF CONTENTS SECTION PAGE Cover Page 1 Table of Contents 2 A Introduction: Scope of Proposal 4 B Proposal Instructions and Requirements 4 B-1 Delivery Methods/Documentation 4 B-1a BearKatBuy Sourcing Director 4 B-1b Unacceptable Proposal Delivery Methods 4 B-1c Samples, Bid Bonds and additional documentation 4 B-1d Proposer’s Response 4 B-2 RFP Methodology/Process 5 B-2a Proposer's Acceptance of Evaluation Methodology 5 B-2b Selection Process 5 B-2c Criteria for Award 5 B-2d Public Information 5 B-2e Cost of Preparing Proposals 5 B-2f Negotiations or Discussions 6 B-2g Presentations and Product Demonstrations 6 B-2h Pricing 6 B-2i Property of the University 6 B-2j Conditional Clauses 6 B-2k Proposal Validity Period 6 B-2l Modification or Withdrawal 6 B-2m Use of Services by other Institutions of Higher Education 6 B-3 Proposer Questions, Addenda, and Award Information 6 B-3a Proposer Questions 6 B-3b Addenda to RFP and Award Information 7 B-3c Award Information 7 B-3d Preproposal Conference 7 B-4 General Information 7 B-4a Class and Item 7 B-4b Contact with the University 7 B-4c Parties to the Proposal/Resulting Contract 7 B-4d Termination/Cancellation 8 B-4e Performance Period/Option to extend the Term 8 B-4f Re-award 8 B-4g Required Timeline 8 B-4h Insurance 8 B-4i Bid Bond 8 B-4j Performance Bond 8 B-4k Compliance with University Policies 9 B-4l Background Checks 9 B-4m Parking 9 B-4n Execution of Offer 9 B-5 Proposal Content, Preparation and Submittal Instructions 9 B-6 State of Texas Historically Underutilized Business Plan 10 B-7 Contractual Requirements 10 B-7a Contract Administration 10 B-7b Contract 11 B-7c Purchase Order 11 B-7d Purchase Order and Contractual Changes 11 B-7e Invoice and Payment 11 2 C Evaluation Criteria 12 C-1 Review Panel 12 C-2 Weighted Values 12 D Specifications 13 D-1 Introduction and Background 13 D-2 Proposer Information 13 D-3 Walk-Off Matts 15 D-4 Window Cleaning 15 D-5 Level of Cleanliness 15 D-6 Space 15 D-7 Personnel 16 D-8 Office Space, Storage Space, and Utilities 16 D-9 Safety 16 D-10 Security 16 D-11 Supervision 17 D-12 Damage 17 D-13 Equipment and Supplies/Materials 17 D-14 Emergencies 17 D-15 Contractor’s Representative 17 D-16 Scheduling Housekeeping 18 D-17 Contractor Responsibilities 18 D-18 Responsibility of the University 19 D-19 University Policies 20 D-20 Staffing Worksheet 22 D-21 Staffing Requirements 22 D-22 Cleaning Schedule Residence Life Facilities 23 D-23 Custodial Services and Cleaning Schedule for SHSU Custodial Services 29 D-24 Custodial Services and Cleaning Schedule for Athletic Facilities 35 D-25 Custodial Services and Cleaning Schedule for Recreational Sports 37 D-26 Pricing Worksheet 41 3 SECTION A INTRODUCTION Scope of Proposal: Sam Houston State University (“SHSU” or “University” herein), through this Request for Proposal (“RFP”) is seeking proposals from qualified Contractor(s) to provide complete and comprehensive custodial services on the main Sam Houston State University Campus in Huntsville, Texas and any other location determined by the University. The custodial services shall conform, at a minimum, to the Specifications detailed in Section D. Interested companies (“Proposers”, “Vendor”, “Firms”, or “Contractor” herein) are requested to submit proposal (“Proposals”). SECTION B PROPOSAL INSTRUCTIONS AND REQUIREMENTS B-1 DELIVERY METHODS/DOCUMENTATION B-1a BearKatBuy Sourcing Director: Sam Houston State University’s Procurement and Business Services uses an e-commerce system, BearKatBuy Sourcing Director, for all solicitations. Only proposals submitted in Sourcing Director will be accepted by the University. Proposers should carefully read and follow all directions and instructions contained in this document and Sourcing Director. Proposers may direct questions concerning Sourcing Director and how to submit responses to Jeremy Barrett, SHSU e-Procurement Systems Specialist at 936-294-4669 or by e-mail: [email protected] . Only questions concerning Sourcing Director and the submittal process may be addressed and answered by the e-Procurement Systems Specialist. All other questions concerning the solicitation must be handled as addressed in Section B-3a. B-1b Unacceptable Proposal Delivery Methods: The University will not accept proposals submitted by telephone, facsimile (fax) transmission, hand delivered, mailed, electronic submission (e-mail disk, CD-ROM, etc.), or any other method, other than through BearKatBuy Sourcing Director in response to this Request for Proposal. B-1c Samples, Bid Bonds and additional documentation: Should the University, as part of this solicitation, require samples, a bid bond or any other additional documentation that cannot be submitted electronically the Proposer must submit the information on or before the hour and date specified for the Request for Proposal opening. The Proposer (not the carrier/mail service/other or the University) is solely responsible for ensuring that the documentation is received in the Procurement and Business Services Office prior to the specified opening date and time as specified for the Request for Proposal opening. Failure to supply such additional information and/or documentation may result in the rejection of the proposal. Mail Documentation To: Deliver Documentation To: Sam Houston State University Sam Houston State University Procurement & Business Services Procurement & Business Services Box 2028 University Plaza Huntsville, TX 77341 1 Financial Plaza, Suite 330 Huntsville TX 77340 B-1d Proposer’s Response: Proposer should carefully read the information contained herein and submit a complete response to all requirements and questions as directed. Failure to submit a 4 complete response, including additional information/documentation, may result in disqualification of Proposer’s proposal. B-2 RFP METHODOLOGY/PROCESS B-2a Proposer’s Acceptance of Evaluation Methodology: By submitting a proposal, the proposer acknowledges acceptance of the proposal selection process, the criteria for award, the scope of services and conditions under which the services are to be performed, the terms and conditions of the RFP, and all other requirements and specifications set forth in this RFP. In addition, the proposer recognizes that some subjective judgments must be made by the University during the RFP process. B-2b Selection Process: The University will be the sole judge of the appropriateness and completeness of any and all submitted proposals. The University reserves the right to reject any or all proposals and in particular any proposal not containing the complete data or information requested. After the proposals are evaluated, the University reserves the right to further negotiate with the company(s) receiving the highest evaluation score, based on the criteria set forth. The University will review all proposals from companies that meet the requirements and have properly followed all instructions. B-2c Criteria for Award: The award, if made, will be to the successful proposer(s), if any, selected by the University, in accordance with the requirements and specifications set forth in this RFP, will be the proposer that submitted a proposal in response to this RFP, on or before the submittal deadline that is the most advantageous to the University. The factors to be considered by the University in evaluating proposals and selecting the successful proposer for this award, will be those factors listed, with their relative weights, in Section C of this RFP. B-2d Public Information: By submission of this agreement, [Vendor] acknowledges that the agreement, and the contents of any underlying proposals or other documents provided to [University] in response to a competitive bid process from which the Agreement resulted, are public information under the Texas Public Information Act (Texas Government Code Chapter 552). [Vendor] agrees that [University] may provide a copy of the Agreement and/or bid documents in response to a public information request, post the Agreement on its public website, or otherwise release the contents of the Agreement and/or bid documents at [University’s] discretion and without prior notice to [Vendor]. Vendor acknowledges that the University strictly adheres to all statutes, court decisions, and the opinions of the Texas Attorney General with respect to disclosure of public information. B-2e Costs of Preparing Proposals: 1. The proposer shall bear, as its sole risk and responsibility, any costs that arise from preparation of the proposer’s response to this solicitation. 2. Proposals should be prepared simply and economically, providing a straightforward, concise description of Proposer’s ability to meet the requirements and specifications of this RFP. Emphasis should be on completeness, clarity of content, and responsiveness to the requirements and specifications of this RFP. 3. University will not provide compensation to Proposer for any expenses incurred by the Proposer for proposal preparation or for demonstrations or oral presentations that may be made by Proposer, unless otherwise expressly stated.