Janitorial Services Request For Proposal Contract No .

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201 West 14th StreetWilmington, DE 19801Janitorial ServicesRequest for ProposalContract No. FCS15001-JANITORIALJuly 2, 2015- Deadline to Respond July 17, 20151:00 PM (Local Time)A mandatory pre-bid meeting has been scheduled for 2:00 p.m. on Thursday, July 9, 2015 at Freire CharterSchool Wilmington, 201 West 14th Street. This is a mandatory meeting. If an offeror does not attend thismeeting, they shall be disqualified and shall not be considered for further evaluation.

Freire Charter School WilmingtonCONTRACT NO. FCS15001-JANITORIALALL VENDORS:The enclosed packet contains a "REQUEST FOR PROPOSAL" for Janitorial Services. The proposal consists ofthe following documents:REQUEST FOR PROPOSAL - CONTRACT NO. FCS15001-JANITORIALI. IntroductionII. Scope of WorkIII. Format For ProposalIV. Proposal Evaluation ProceduresV. Mandatory Pre-Bid MeetingVI. Definitions and General ProvisionsVII. Proposal Reply Sectiona. Attachment 1 – No Proposal Reply Formb. Attachment 2 – Non-Collusion Statementc. Attachment 3 – Exceptionsd. Attachment 4 – Company Profile and Capabilitiese. Attachment 5 – Confidentiality and Proprietary Informationf. Attachment 6 – Business Referencesg. Attachment 7 – Subcontractor Information Formh. Attachment 8 – Office of Supplier Diversity Certification Applicationi. Attachment 9 – Proposal Reply Requirementsj. Appendix A – Scope of Work detailsk. Appendix B – Pricing Form(s) and Instructions (if applicable)In order for your proposal to be considered, the Proposal Reply Section shall be executed completely and correctlyand returned in a sealed envelope clearly displaying the contract number and vendor name by July 17, 2015at 1:00 PM (Local Time) to be considered.Proposals must be mailed to:Freire Charter School Wilmington227 North Market StreetWilmington, DE 19801Please review and follow the information and instructions contained in the General Provisions and this Request forProposal (RFP). Should you need additional information, please call Melanie Reiser at 267-992-4346 or ed 02/20/15

Freire Charter School WilmingtonI.INTRODUCTIONA. PURPOSEThe purpose of this Request for Proposal is to obtain sealed proposals for daily janitorial services for FreireCharter School Wilmington.It is the goal of this Request for Proposal to identify a vendor(s) and execute a contract for JanitorialServices.1. COMPETITIVE SEALED PROPOSALIt has been determined by Freire Charter School Wilmington, pursuant to Delaware Code Title 29,Chapter 6924 (a) that this solicitation be offered as a request for competitive sealed proposalsbecause the use of competitive sealed bidding is not practical and/or not in the best interest of theState. The use of competitive sealed proposals is necessary to: Use a contract other than a fixed-price type; orConduct oral or written discussions with vendors concerning technical and price aspects of theirproposals; orAfford vendors an opportunity to revise their proposals through best and final offers; orCompare the different price, quality and contractual factors of the proposals submitted; orAward a contract in which price is not the determining factor.2. CONTRACT REQUIREMENTSThis contract will be issued to provide Janitorial Services to Freire Charter School Wilmington. Contract Period: Each Vendor’s contract shall be valid for a ten (10) month period from August1, 2015 through June 30, 2016. Each contract may be renewed for four (4) one (1) yearperiods through negotiation between the Vendor and Freire Charter School Wilmington.Negotiation may be initiated no later than ninety (90) days prior to the termination of the currentagreement.The agency reserves the right to extend this contract on a month-to-month basis for a period ofup to three (3) months after the term of the full contract has been completed.3. AGENCY USE CONTRACTPursuant to 29 Del. C. §6904(e) respectively, if no state contract exists for a certain good orservice, covered agencies may procure that certain good or service under another agency'scontract so long as the arrangement is agreeable to all parties. Agencies, other than coveredagencies, may also procure such goods or services under another agency's contract when thearrangement is agreeable to all parties.4. CONTRACT PERIODEach Vendor’s contract shall be valid for a for an eleven (11) month period from August 1, 2015through June 30, 2016. Each contract may be renewed for two (2) one (1) year periods through3

Freire Charter School Wilmingtonnegotiation between the Vendor and Freire Charter School Wilmington. Negotiation may be initiated nolater than ninety (90) days prior to the termination of the current agreement.The Agency reserves the right to extend this contract on a month-to-month basis for a period of up tothree months after the term of the full contract has been completed.B. KEY RFP DATES/MILESTONESThe following dates and milestones apply to this RFP and subsequent contract award. Vendors areadvised that these dates and milestones are not absolute and may change due to unplanned eventsduring the bid proposal and award process.ActivityRFP Availability to VendorsMandatory Pre-bid ConferenceWritten Questions Due No Later Than (NLT)Written Answers Due/Posted to Website NLTProposals Due NLTPublic Proposal OpeningVendor Best & Final Discussions, as requiredContract AwardDue DateJuly 2, 2015July 9, 2015 at 2 p.m.July 9, 2015 at 12 p.m.July 13, 2015 atJuly 17, 2015 at 1 p.m.July 20, 2015 at 2 p.m.Will occur within 90 days of bid openingWill occur within 90 days of bid openingC. INQUIRIES & QUESTIONSWe welcome your interest in working with us, and we will be pleased to answer any questions you mayhave in formulating your response to this Request for Proposal.All questions with regard to the interpretation of this solicitation, drawings, or specifications, or any otheraspect of this RFP must be received in writing by July 9, 2015. All questions will be answered in writing byJuly 10, 2015 and posted on http://bids.delaware.gov/ website. All questions must make specific referenceto the section(s) and page numbers from this RFP where applicable. Oral explanations or instructions willnot be binding.D. RFP DESIGNATED CONTACTAll requests, questions, or other communications about this RFP shall be made in writing to the State ofDelaware. Address all communications to the person listed below; communications made to otherState of Delaware personnel or attempting to ask questions by phone or in person will not be allowed orrecognized as valid and may disqualify the vendor. Vendors should rely only on written statementsissued by the RFP designated contact.Melanie ReiserDirector of Operations and Compliance227 N. Market StreetWilmington, DE 19801melanie.reiser@freirecharterschool.orgTo ensure that written requests are received and answered in a timely manner, electronic mail (e-mail)correspondence is acceptable, but other forms of delivery, such as postal and courier services can alsobe used.4

Freire Charter School WilmingtonII.SCOPE OF WORKA. OVERVIEWThe Vendor(s) shall provide all equipment, materials and labor to supplement the Freire Charter SchoolWilmington’s need for Janitorial Services as described herein. The contract will require the Vendor(s) tocooperate with the ordering agency to insure the State receives the most current state-of-the-art materialand/or services.B. BACKGROUNDThe Vendor shall provide all equipment, materials, and labor to provide daily janitorial services to FreireCharter School Wilmington, including a day porter and heat/serve cafeteria workers.C. STATEMENT OF NEEDSOur school demands an extremely high standard when it comes to cleanliness and maintenance work,over and beyond what is typically considered acceptable for schools. Additionally, we require acontractor who is proactive and able to resolve issues independently without requiring schooladministration to take their focus off of educating children.D. DETAILED REQUIREMENTSThe technical requirements of this RFP are stated in Appendix A. Vendors must provide pricing for theitems listed in the Excel Spreadsheet, Appendix B.5

Freire Charter School WilmingtonIII.FORMAT FOR PROPOSALA. INTRODUCTIONThis section prescribes the mandatory format for the presentation of a proposal in response to this RFP.Each Vendor must provide every component listed in the order shown in this RFP, using the formatprescribed for each component. A proposal may be rejected if it is incomplete or conditional.B. PROPOSAL RESPONSEThe Request for Proposal may contain pre-printed forms for use by the vendor in submitting its proposal.The forms required by this solicitation shall be considered mandatory, prevailing documents.When preprinted forms are used, the forms shall contain basic information such as description of the itemand the estimated quantities and shall have blank spaces for use by the vendor for entering informationsuch as unit bid price, total bid price, as applicable.The Vendor's proposal shall be written in ink or typewritten on the form provided, and any corrections orerasures MUST be initialed by vendor’s representative completing the bid submission.If items are listed with a zero quantity, Vendor shall state unit price ONLY (intended for open endpurchases where estimated requirements are not known). The proposal shall show a total bid price foreach item bid and the total bid price of the proposal excluding zero quantity items.Vendors’ proposal must respond to each and every requirement outlined in the RFP criteria in order to beconsidered responsive. Proposals must be clear and concise.C. NON-CONFORMING PROPOSALSNon-conforming proposals will not be considered. Non-conforming proposals are defined as those that donot meet the requirements of this RFP. The determination of whether an RFP requirement is substantiveor a mere formality shall reside solely within the State of Delaware.D. CONCISE PROPOSALSFreire Charter School Wilmington discourages overly lengthy and costly proposals. It is the desire thatproposals be prepared in a straightforward and concise manner. Unnecessarily elaborate brochures orother promotional materials beyond those sufficient to present a complete and effective proposal are notdesired. Freire Charter School Wilmington’s interest is in the quality and responsiveness of the proposal.E. COVER LETTEREach proposal will have a cover letter on the letterhead of the company or organization submitting theproposal. The cover letter must briefly summarize the Vendor's ability to provide the services specified inthe RFP. The cover letter shall be signed by a representative who has the legal capacity to enter theorganization into a formal contract with Freire Charter School Wilmington.F. TABLE OF CONTENTSEach proposal must include a Table of Contents with page numbers for each of the required componentsof the proposal.6

Freire Charter School WilmingtonG. DESCRIPTION OF SERVICES AND QUALIFICATIONSEach proposal must contain a detailed description of how the Vendor will provide the goods and servicesoutlined in this RFP. This part of the proposal may also include descriptions of any enhancements oradditional services or qualifications the Vendor will provide that are not mentioned in this RFP.H. DISCOUNTVendors are invited to offer in their proposal value added discounts (i.e. speed to pay discounts for specificpayment terms). Cash or separate discounts should be computed and incorporated into unit bid price(s).I.SAMPLES OR BROCHURESSamples or brochures may be required by the agency for evaluation purposes. They shall be such as topermit the Agency to compare and determine if the item offered complies with the intent of thespecifications.J. ACKNOWLEDGEMENT OF UNDERSTANDING OF TERMSBy submitting a bid, each Vendor shall be deemed to acknowledge that it has carefully read all sections ofthis RFP, including all forms, schedules and exhibits hereto, and has fully informed itself as to all existingconditions and limitations.K. BID BOND REQUIREMENTBid Bond Waived.L. PERFORMANCE BOND REQUIREMENTPerformance Bond Waived.M. NUMBER OF COPIES WITH MAILING OF PROPOSALTo be considered, all proposals must be submitted in writing and respond to the items outlined in this RFP.The State reserves the right to reject any non-responsive or non-conforming proposals. Each proposalmust be submitted with 1 paper copy and 1 electronic copies on CD or DVD media disk. Proposal shall bemarked “Master Copy” and will contain original signatures in all locations requiring a vendor signature. CDor DVD media disk must also contain the completed Appendix B Excel sheets, in Excel format.All properly sealed and marked proposals are to be sent to the State of Delaware and received no laterthan 1 PM (Local Time) on July 17, 2015. The Proposals may be delivered by Express Delivery (e.g.,FedEx, UPS, etc.), US Mail, or by hand to:Freire Charter School Wilmington227 N. Market StreetWilmington, DE 19801Attn: Melanie ReiserAny proposal submitted by US Mail shall be sent by either certified or registered mail. Any proposalreceived after the date and time deadline referenced above shall not be considered and shall be returned7

Freire Charter School Wilmingtonunopened. The proposing vendor bears the risk of delays in delivery. The contents of any proposal shallnot be disclosed as to be made available to competing entities during the negotiation process.Upon receipt of vendor proposals, each vendor shall be presumed to be thoroughly familiar with allspecifications and requirements of this RFP. The failure or omission to examine any form, instrument ordocument shall in no way relieve vendors from any obligation in respect to this RFP.N. PROPOSAL EXPIRATION DATEPrices quoted in the proposal shall remain fixed and binding on the bidder at least through June 30, 2016.Freire Charter School Wilmington reserves the right to ask for an extension of time if needed.O. WITHDRAWAL OF PROPOSALSA Vendor may withdraw its proposal unopened after it has been deposited, if such a request is made priorto the time set for the opening of the proposal.P. PROPOSAL MODIFICATIONSAny changes, amendments or modifications to a submitted proposal requires that the original proposal bewithdrawn, prior to the time set for the submission of the proposal, and a new proposal submitted prior tothe deadline for submission of proposals.Changes, amendments or modifications to proposals shall not be accepted or considered after the hourand date specified as the deadline for submission of proposals.Q. LATE PROPOSALSProposals received after the specified date and time will not be accepted or considered. To guard againstpremature opening, sealed proposals shall be submitted, plainly marked with the proposal title, vendorname, and time and date of the proposal opening. Evaluation of the proposals is expected to begin shortlyafter the proposal due date. To document compliance with the deadline, the proposal will be date and timestamped upon receipt.R. ADDENDA TO THE REQUEST FOR PROPOSAL (RFP)If it becomes necessary to revise any part of this RFP, revisions will be posted athttp://bids.delaware.gov/ . By submitting an offer to the Freire Charter School Wilmington, vendors haveacknowledged receipt, understanding and commitment to comply with all materials, revisions, andaddenda related to the Request for Proposal.S. INCURRED EXPENSESFreire Charter School Wilmington will not be responsible for any expenses incurred by the vendor inpreparing and submitting a proposal.T. ECONOMY OF PREPARATIONProposals should be prepared simply and economically, providing a straight-forward, concisedescription of the Vendor’s offer to meet the requirements of the RFP.8

Freire Charter School WilmingtonU. DISCREPANCIES AND OMISSIONSVendor is fully responsible for the completeness and accuracy of their proposal, and for examining thisRFP and all addenda. Failure to do so will be at the sole risk of vendor. Should vendor finddiscrepancies, omissions, unclear or ambiguous intent or meaning, or should any questions ariseconcerning this RFP, vendor shall notify the Freire Charter School Wilmington’s Contact, in writing, ofsuch findings at least ten (10) days before the proposal opening. This will allow issuance of anynecessary addenda. It will also help prevent the opening of a defective proposal and exposure ofvendor’s proposal upon which award could not be made. All unresolved issues should be addressed inthe proposal.Protests based on any omission or error, or on the content of the solicitation, will be disallowed if thesefaults have not been brought to the attention of the Designated Contact, in writing, no later than ten (10)calendar days prior to the time set for opening of the proposals.V. EXCEPTIONSBidders may elect to take minor exception to the terms and conditions of this RFP by completingAttachment 3. Freire Charter School Wilmington shall evaluate each exception according to the intent ofthe terms and conditions contained herein, but must reject exceptions that do not conform to State bid lawand/or create inequality in the treatment of bidders. Exceptions shall be considered only if they aresubmitted with the bid or before the date and time of the bid opening.Exceptions must be submitted utilizing Attachment 3 to be considered. Exceptions listed elsewherein the Vendor’s proposal will not be considered. Freire Charter School Wilmington maintains sole discretionto reject any vendor exceptions that are submitted.W. BUSINESS REFERENCESBusiness references are to be provided via Attachment 6.X. DOCUMENT(S) EXECUTIONAll vendors must complete and submit with its proposal the non-collusion statement that is enclosed withthis Request for Proposal labeled as Attachment 2. The awarded vendor(s) will be presented with thecontract form for signature and seal, if appropriate. Both of these documents shall be executed by arepresentative who has the legal capacity to enter the organization into a formal contract with FreireCharter School WilmingtonY. SUBCONTRACTSSubcontracting is permitted under this RFP and contract. However, every subcontractor shall be identifiedin the Proposal using Attachment 7.Z. CONFIDENTIALITYSubject to applicable law or the order of a court of competent jurisdiction to the contrary, all documentssubmitted as part of the vendor’s proposal will be treated as confidential during the evaluation process.As such, vendor proposals will not be available for review by anyone other than the State ofDelaware/Proposal Evaluation Team or its designated agents. There shall be no disclosure of anyvendor’s information to a competing vendor prior to award of the contract unless such disclosure isrequired by law or by order of a court of competent jurisdiction.9

Freire Charter School WilmingtonFreire Charter School Wilmington is required to comply with the State of Delaware Freedom ofInformation Act, 29 Del. C. § 10001, et seq. (“FOIA”). FOIA requires that Freire Charter SchoolWilmington’s records are public records (unless otherwise declared by FOIA or other law to be exemptfrom disclosure) and are subject to inspection and copying by any person upon a written request. Oncea proposal is received by Freire Charter School Wilmington and a decision on contract award is made,the content of selected and non-selected vendor proposals will likely become subject to FOIA’s publicdisclosure obligations.Freire Charter School Wilmington wishes to create a business-friendly environment and procurementprocess. As such, the Freire Charter School Wilmington respects the vendor community’s desire toprotect its intellectual property, trade secrets, and confidential business information (collectivelyreferred to herein as “confidential business information”). Proposals must contain sufficient informationto be evaluated. If a vendor feels that they cannot submit their proposal without including confidentialbusiness information, they must adhere to the followi

E. COVER LETTER Each proposal will have a cover letter on the letterhead of the company or organization submitting the proposal. The cover letter must briefly summarize the Vendor's ability to provide the services specified in the RFP. The cover letter shall be signed by a representative who has the legal capacity to enter the

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