High Desert Montessori School seeks Custodial Services and General Ma

2025 Silverada Blvd, Reno NV

Description

High Desert Montessori School seeks Custodial Services and General Maintenance for 1 large single story building (17,000 sf), serving approximately 250 students between the ages of six to twelve and 25 staff members. Bid is for 5 days per week of Professional Cleaning Service Program for 2025 Silverada Boulevard following the school calendar. NOTE: There is a mandatory walk-through of the building which will be held at 2025 Silverada Blvd., Reno, NV 89512 on Thursday, April 1, 2021, 10:00 AM. Please contact Laura Fontes regarding questions at 775-624-2800 or [email protected] SPECIFICS: The school will make a janitorial room available for the successful bidder’s co-use. HDMS has some equipment and the successful bidder will be able to utilize existing tools and equipment; however, the school’s equipment is limited and must be treated with care, repaired as needed, and properly stored. This room will be available for inspection during walk-through. All cleaning supplies, paper products, soaps and supplies such as play sand, safe-fall surfacing (rubber chips), paint and stain, will be provided by HDMS. Rental items and hardware items will be reimbursed with proper receipts with monthly invoicing. Cleaning liquids will not be brought in; only school-approved and school-ordered supplies will be used, safely, and only in manufacturer bottles or in properly marked bottles, and never mixed with each other; i.e., glass cleaner should not be used near or with chlorine-based cleaners, which could be fatal. Containers and spray bottles must always be properly labeled. HDMS will make a school calendar available for the successful bidder’s planning. HDMS will do its best to inform the successful bidder of special events as they affect regular service times. Most rooms are used by the students from 7:30 AM to 5:30 PM, Monday through Friday. Cleaning shall take place between 5:30 pm –7:00 am unless students are out of school for a major holiday or break. Emergency repairs are not restricted by these hours. Other repairs or service may take place at any time that does not interfere with school. The chosen independent contractor will alert the school facilities coordinator about anything that is a safety concern. Successful bidder must supply the tools and equipment needed to complete the following tasks except as noted above: Term of Contract: July 1, 2021- June 30, 2022 with a 6 month review in January 2022 Description of Services 1. Scope of Services The Contractor shall perform for HDMS the following described services: DAILY for PUBLIC AREAS: Daily cleaning five days a week for 36 weeks in one building throughout the school year. Summer and school breaks (spring break, summer break, fall break, and winter break) cleaning will be determined based on need. A school calendar will be provided. 2025 Silverada Building (approximately 17,000 sf): Daily cleaning five days a week for 36 weeks of 9 classrooms, 8 small offices, 1 reception area, 1 clinic area, 1 multi-purpose room and 3 hallways, 2 large restrooms and 4 smaller single bathrooms. 1.0 Daily Service for the public areas includes, but is not limited to: trash removal and putting waste containers back in their places paper recycling containers out to green paper bin by trash enclosure sanitation of all clear surfaces including sink areas when clutter free vacuuming carpeted areas; common areas and classrooms cleaning glass doors and windows wiping marks from walls, light switches, doors, and bathroom stalls replenishing paper products and soap dispensers mopping hard floors as needed locking and securing the entire building upon leaving setting alarm(s) if last to leave closing and locking any open gates if last to leave. 1.1 WEEKLY: There are 9 classrooms, one multi-purpose room, office areas, and reception area, clinic area, 2 large restrooms and 4 small restrooms, all to be deeply cleaned once a week for 38 weeks of school in regular session. Light bulbs should be replaced as needed indoors and outdoors. Cleaning includes: thorough vacuuming of carpets mopping flooring as needed replenishing paper and soap products at all sink areas, cleaning windows and doors, sanitizing all clear surfaces, including tops of cubbies when clutter free cleaning sink areas when clutter free, cleaning and sanitizing lunch box shelves trash and recycling removal. 1.2 MONTHLY: There are specific duties that need to be completed on a designated schedule. Successful Contractor will include a monthly calendar that assures that the following tasks are completed: Deep clean flooring as needed Water temperatures checked in classrooms and restrooms to assure less than 100o F Janitorial closet maintained and equipped with MSDS sheets Mopping as needed 1.3 QUARTERLY: There are specific duties that need to be completed on a quarterly schedule which includes 1. Fall Break, 2. Winter Break, 3. Spring Break, and 4. Summer Break. Successful Contractor will include a quarterly calendar that assures that the following tasks are completed: Carpeting should be cleaned on a rotating basis or as needed basis with a commercial-grade carpet cleaning machine. HDMS requests that this occur specifically during school breaks. Carpets include classroom area rugs and small office spaces. Other assorted tasks compiled by school administrator and/or facilities coordinator will be taken care of during breaks 1.4 SEMI-ANNUALLY: There are specific duties that need to be completed twice a year. Successful Contractor will include the following on a calendar that assures that the following tasks are completed: Garden hoses need to be disconnected, coiled and put away by Oct. 15th and taken out, ready for hook-up by April 15th at Silverada. Coordinate with school landscaping company to ensure outdoor spaces are maintained 1.5 ANNUAL MAINTENANCE: School requires certain areas to be tended each year, most of which require no children nearby or present for safety: Haul away debris to proper disposal site if needed in August Pressure wash windows and exterior walls. Deep clean flooring as needed 2.0 Items Needed on an Ongoing As-Needed Basis: The following items need to be provided; however, since neither HDMS nor the Contractor can predict how often these tasks will need to be done, HDMS requests that items be bid on a unit- or hourly-basis. 2.1 PLUMBING REPAIRS: HDMS requires occasional plumbing repairs and troubleshooting. Successful Contractor should be prepared to address plumbing problems within three hours’ notice of significant problems. 2.2 CARPENTRY REPAIRS: HDMS requires occasional carpentry repairs and troubleshooting. Successful Contractor should be prepared to address general carpentry repairs within 48 hours of notification of the problem. 2.3 GRAFFITI REMOVAL: HDMS also requires that graffiti be painted over with approval within 24 hours of being reported to the successful Contractor or observed by the successful Contractor. School maintains additional paint for this purpose. Limited to graffiti on building and front sign. 3. MSDS Sheets, AHERA and Protocols Book: School requires adherence to OSHA standards for all chemical compounds and solutions used on the school premises. This book must be kept up-to-date with all products used for cleaning and maintaining the school. Maintain AHERA certification and compliance. 4. Compensation; Amount and Time of Payment: Requests for payment(s) shall be made as follows: Monthly invoices shall be presented to the Financial Officer by the 5th day of the month for work performed in the preceding month. Undisputed items shall be paid within fifteen (15) working days after receipt of a properly documented invoice. Any additional expenses incurred outside the general scope of work presented must be pre-authorized no later than 10 working days in advance by the Principal/Director. ADDITIONAL ITEMS NEEDED ON AN ON-GOING, EMERGENCY BASIS: The following items need to be provided by the successful bidder; however, since neither HDMS nor the bidder can predict how often these tasks will need to be done, HDMS requests that items be bid on a unit- or hourly-basis. Price quoted upon request Plumbing: $ /hr Light changing: $ /hr Outdoor lights changed out as needed $ /hr Touch up paint curbs or signs to guide proper parking $ /hr Touch up exterior painted surfaces during summer months as needed $ /hr Snow removal in main doorways and sidewalks: $ /hr Exterior Windows: $/hr Graffiti removal: $/ hr 5. Supplies and Equipment All cleaning, paper supplies and consumables will be provided and ordered through High Desert Montessori. Equipment is negotiable. High Desert Montessori Charter School maintains accounts with Home Depot, Tahoe Supply and Western Nevada Supply. 6. Workmanship and Quality of Services All work performed under shall be performed in a workmanlike and professional manner, to the reasonable satisfaction of the HDMS, and shall conform to all prevailing industry and professional standards. The work of the Contractor will be evaluated by School Administration several times per year. The Contractor will meet with the School Administrator, or their representative, every 4-6 weeks throughout the year. 7. Assurances Upon receipt of Notice of Acceptance of bid, Contractor, at its own expense, will complete the fingerprinting process through the Nevada Department of Public Safety for each Contractor employee that will work on premises. HDMS Human Resources will supply fingerprinting cards and will assist Contractor in arranging for processing of fingerprinting cards. Contractor will assure that each Contractor employee will complete the process prior to starting work on this contract. The Contractor will maintain an active business license, workers comp and appropriate liability insurance on record with High Desert Montessori School for the duration of the contract period. 8. Termination of Contract Upon material breach by either party, the non-breaching party may immediately terminate this contract by providing written notice detailing the breach. Otherwise, this Contract may be terminated for any reason by either party upon thirty (30) days written notice to the other party. RFP Timeline: - MANDATORY WALKTHROUGH Thursday, April 1, 2021 at 10:00 AM at 2025 Silverada Boulevard -SEALED BID MUST BE RECEIVED BY Monday, April 12, 2021, 3 PM, TO BE ELIGIBLE. -BID OPENING WILL BE HELD ON Tuesday, April 13, 2021, 10 AM. -REVIEW OF BIDS BY INTERNAL TEAM AND RECOMMENDATION TO BOARD OF DIRECTORS between April 14-April 27, 2021. -CONTRACT WILL BE AWARDED ON THE 4TH Wednesday OF April AT THE PUBLICLY NOTICED, OPEN HDMS BOARD OF DIRECTORS MEETING, April 28, 2021 at 5:15PM. For full proposal information please email me at [email protected]