April 21, 2014 Custodial Work Management System and Custodial Supplies REQUEST FOR PROPOSAL NO. 2014-001 Notice is hereby given that Vancouver Public School District will receive sealed proposals at the Jim Parsley Administrative Center – Purchasing Department, 2901 Falk Road, Vancouver, Washington 98661, up to 11:00 AM on Friday, May 9, 2014 at which time proposals will be publicly opened and read aloud for the purchase of: CUSTODIAL WORK MANAGEMENT SYSTEM AND CUSTODIAL SUPPLIES AS MORE FULLY DESCRIBED IN THESE RFP DOCUMENTS. Proposals must be sealed in an envelope and marked:: “CUSTODIAL WORK MANAGEMENT SYSTEM AND CUSTODIAL SUPPLIES”, RFP NO. 2014-001, OPENING AT 11:00 AM ON FRIDAY, MAY 9, 2014. Proposals received after the designated closing time, whether delivered in person or mailed, will not be considered and returned to the bidder unopened.
DATES OF PUBLICATION:
April 22, 2014 April 29, 2014
BY ORDER OF THE BOARD OF DIRECTORS VANCOUVER SCHOOL DISTRICT NO. 37
BY: Steven T. Webb, Ed.D., Secretary
Custodial Work Management System and Custodial Supplies INVITATION TO BID NO. 2014-001
CONTENTS
1. Terms and Conditions
1 – 11
2. Program Specifications
12 – 16
3. Proposal Requirements
17 – 19
4. Signature Page and Documentation a. Certification Regarding Debarment b. Affidavit Concerning Conflict of Interest c. Cooperative Purchasing Agreement
20 – 23 24 25 26
4. Proposal Forms a. Category One b. Category Two c. Category Three d. Company Information
27 - 32 33 - 49 50 - 77 78 - 80
5. Attachments a. District Map and Addresses b. District Calendar for 2013-2014
81 - 82 83
VANCOUVER SCHOOL DISTRICT #37
CUSTODIAL WORK MANAGEMENT SYSTEM AND CUSTODIAL SUPPLIES PROPOSAL # 2014-001
TERMS AND CONDITIONS
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1. Each proposal must conform to the terms and conditions, general specifications, proposal requirements, proposal forms, and required documentation of this Request for proposal, all of which shall become part of the proposal evaluation and purchase agreement process. 2. The Vancouver School District No. 37, hereinafter referred to as the District, reserves the right to reject any and/or all proposals and to waive any irregularities and/or any informality in any proposal except those contrary to law. The District reserves the right to award as specified under this proposal or any alternate proposals, whichever is in the best interest of the District. 3. PROPOSAL SUBMITTAL Each bidder will be provided one (1) complete copy of the Request for proposal. The proposal forms and any enclosed pages requiring signatures or other requested information shall be submitted to the District as a sealed proposal. The District will require each bidder to provide one (1) hard copy proposal identified as “Original” and two (2) additional hard copies marked “Copy” for evaluation purposes. 4. PURCHASE AGREEMENT EXECUTION The awarded vendor will be required to enter into a purchase agreement with the District within ten (10) days from the date written notification of award is given to the awarded vendor. If the awarded vendor fails to enter into a purchase agreement, the District shall consider that bidder in default and may pursue satisfaction through liquidated damages in the amount of five percent (5%) of the purchase agreement estimated annual cost. The District reserves the right to award the purchase agreement to the next lowest responsible bidder if a purchase agreement is not executed in the specified time. Any award/purchase agreement made by the District shall be made in the form of a purchase order and it shall become evidence of the terms and conditions of this Request for proposal. 5. ASSIGNMENT OF PURCHASE AGREEMENT The awarded vendor shall not assign this purchase agreement nor any part thereof, nor any moneys due, or to become due without the prior written approval of the District. 6. HOLD HARMLESS To the fullest extent permitted by law, the awarded vendor shall indemnify, defend, and save harmless the Vancouver School District from and against any and all claims for injuries or death, including claims by awarded vendor’s employees, agents, or subcontractors; or for damages arising out of, resulting from, or incident to awarded vendor’s performance or failure to perform the purchase agreement; or for patent, trademark, copyright, or franchise infringement arising from the purchase, installation, or use of goods, services, or product ordered. Award Vendor’s obligation to indemnify, defend and save harmless shall not be eliminated or reduced by any alleged concurrent negligence of the District or its agencies, employees, and officers. Award Vendor waives its immunity under Title 51 RCW to the extent required to indemnify, defend, and save harmless the state and its agencies, officers, or employees.
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7. TERMINATION OF PURCHASE AGREEMENT Termination for Convenience: In addition to its other rights to terminate, the District may terminate this purchase agreement in whole or in part, at any time and for any reason by giving thirty (30) calendar days notification sent certified mail, return receipt requested, to the awarded vendor when it is determined to be in the best interest of the District. During the thirty (30) day period, awarded vendor shall wind down and cease its service as quickly and efficiently as possible, without performing unnecessary services and activities and by minimizing negative effects on the District from such winding down and cessation of services. If this purchase agreement is terminated, the District shall be liable only for payment in accordance with the terms of the purchase agreement for satisfactorily rendered product and/or services prior to the effective date of termination. Termination charges shall not apply unless they are subsequently agreed upon by both parties. Where termination charges are applicable, both parties agree to negotiate in good faith and to limit the extent of negotiations to valid documented expenses incurred by awarded vendor prior to date of termination. Should the parties not agree to a satisfactory settlement, the matter may be subjected to mediation and/or legal proceedings. Termination for Non-Appropriation: In the event the Board of Directors of Vancouver School District reduces, changes, eliminates, or otherwise modifies the funding for this purchase agreement, or if funding from federal, state, or other sources is not obtained and continued at levels sufficient to allow for the purchase of the indicated quantity of products, supplies and/or services, then the District may terminate this purchase agreement, in whole or in part, effective upon delivery of written thirty (30) day notice to the awarded vendor, or as such later date as may be established by the District, and the awarded vendor agrees to abide by any such decision. Termination for Breach: A breach of a term or condition of the purchase agreement shall mean the awarded vendor fails to provide goods and/or products or perform required services by the date required or the awarded vendor, or breaches any warranty or fails to perform or comply with any term or agreement in the purchase agreement, or the award vendor is determined to be in violation of federal, state, or local laws or regulations and that such determination, in the District’s sole opinion renders the awarded vendor unable to perform any aspect of the purchase agreement. If the awarded vendor fails or refuses to furnish any materials or services and/or to complete delivery thereof within the specified time or times, or any extensions thereof, and such default continues for more than ten (10) days after written notice thereof by the District, the District shall have the right to procure such materials and services on the open market, and the awarded vendor shall be liable to the District for any excess cost occasioned thereby. 8. WARRANTIES Awarded vendor warrants that all goods, services, and/or products supplied under this proposal shall conform to specifications herein and all goods, services, and/or products shall be free from defects and are fit for the purpose for which such goods, services, and/or products are ordinarily employed.
9. LIENS, CLAIMS, AND ENCUMBRANCES Awarded vendor warrants and represents that all the goods, services, and/or products delivered herein are free and clear of all liens, claims, or encumbrances of any kind. 3
10. REJECTIONS The District’s inspection of all goods, services, and/or products upon delivery is for the sole purpose of identification. Such inspection shall not be construed as final acceptance, or as acceptance of the goods, services, and/or products, if goods, services, and/or products does not conform to contractual requirements. If there are any apparent defects in the goods, services, and/or products at the time of delivery, the District will promptly notify the awarded vendor thereof. Without limiting any other rights, the District may require the awarded vendor to: Repair or replace, at awarded vendor’s expense, any or all of the damaged goods, Refund the price of any or all of the damaged goods, or Accept the return of any or all of the damaged goods. Any rejection of goods, services, and/or products because of nonconformity to the terms, conditions, and/or specifications of this proposal, whether held by the District or returned, will be at the awarded vendor's sole risk and expense. 11. DISTRICT EMPLOYEE DISCLAIMER No employee of the District shall be admitted to any share of or part of this purchase agreement, or to any benefit that may arise from this purchase agreement unless it is made with a corporation for its general benefit. 12. NOTICE OF NON-DISCRIMINATION The Vancouver School District is an Equal Opportunity district in education programs, activities, services, and employment. Vancouver School District does not discriminate on the basis of race, creed, color, religion, sex, national origin, marital status, sexual orientation, including gender expression or identity, age, families with children, honorably discharged veteran or military status, the presence of any sensory, mental or physical disability, or the use of a trained dog guide or service animal. We comply with Section 504 of the Rehabilitation Act of 1973, Boys Scouts of American Equal Access Act, Section 402 of the Vietnam Era Veterans Readjustment Act of 1974, the American with Disabilities Act of 1990, the Civil Rights Act of 1964, the Age Discrimination in Employment Act, Older Worker Protection Act, and other state, federal, and local equal opportunity laws. If you have physical or mental disability that causes you to need assistance to access school facilities, programs, or services, please notify the school principal. This District endeavors to maintain an atmosphere free from discrimination and harassment. Any person who believes he or she has been discriminated against should contact the school principal and complete the appropriate grievance or compliant form. 13. FORCE MAJEURE Definition: Except for payment of sums due, neither party shall be liable to the other or deemed in default under this purchase agreement if and to the extent that such party's performance of this purchase agreement is prevented by reason of force majeure. The term "force majeure" means an occurrence that is beyond the control of the party affected and could not have been avoided by exercising reasonable diligence. Force majeure shall include acts of God, war, riots, strikes, fire, floods, epidemics, or other similar occurrences. 4
Notification: If either party is delayed by force majeure, said party shall provide written notification within forty-eight (48) hours. The notification shall provide evidence of the force majeure to the satisfaction of the other party. Such delay shall cease as soon as practicable and written notification of same shall be provided. The time of completion shall be extended by contract modification for a period of time equal to the time that the results or effects of such delay prevented the delayed party from performing in accordance with this purchase agreement. Rights Reserved: The District reserves the right to cancel the purchase agreement and/or purchase materials, equipment, services, or product from the best available source during the time of force majeure, and awarded vendor shall have no recourse against the District. 14. PAYMENT/CASH DISCOUNTS The District will process payments in a timely manner after receipt and acceptance of product, supplies, and/or services are complete. District purchase order number must be shown on all invoices. Invoices covering materials and/or equipment requiring service manuals, schematic drawings or material safety data sheets may not be processed until the District has received the requisite data and invoices covering services and may not be processed until a pre-scheduled deliverable has been completed. The District encourages vendors to offer cash discounts which will be made part of the proposal evaluation process/award criteria. Net 30 days will apply if payment terms are not stated. The District will not process pre-payments on any portion of the purchase agreement amount pursuant to Washington State Law. 15. FREIGHT TERMS Evaluation and awards will be made on the basis of total cost to the District for materials and services delivered F.O.B., freight prepaid and allowed, to the District's warehouse, 2419 Stapleton Road, Vancouver, Washington 9866l, or to a district school or public entity located in the States of Oregon or Washington. The method of shipment shall be consistent with the nature of the products, services and/or hazards of transportation.
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INSTRUCTIONS TO BIDDERS 1. BIDDER RESPONSIBILITY Bidders requiring clarifications on any of the requirements of this Request for proposal may submit their questions in writing, or emailed (
[email protected]), to the Attn: Murray Schultz – Purchasing Manager at P.O. Box 8937, Vancouver, Washington 98668-8937. The District will respond in writing or return email to all questions received. The District intends to share all questions and related responses equally with all known bidders on the bidder’s list and other interested parties. The District will not be responsible for any error or omission in the bidder’s response. The District will post all proposals, proposal documents, and addenda on the District’s purchasing webpage at www.vansd.org/purchasing. The failure or omission by the bidder to receive or examine any document, form, addendum, and become acquainted with existing conditions shall not relieve the bidder from obligation with respect to his proposal or to any ensuing purchase agreement. 2. DEFINITIONS The following definitions are enclosed for clarification of the parties involved: A.
District Shall mean the Vancouver School District No. 37, Evergreen School District #114, and Battle Ground School District #119; political subdivisions of the State of Washington, hereinafter designated "District".
B.
Bidder Manufacturer or distributor submitting a proposal to the District, hereinafter designated "vendor" or "bidder".
C.
Awarded Vendor or Successful Bidder Manufacturer, distributor, or bidder who is considered the apparent low bidder as determined by the District for the goods, services, and/or products requested under this Request for proposal.
D.
Purchase Agreement An agreement between the Vancouver School District and the awarded vendor to provide goods, services, and/or products specified in these Request for proposal documents. Any award/purchase agreement made by the District shall be made in the form of a purchase order and it shall become evidence of the terms and conditions of this Request for Proposal.
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3. PROPOSAL SUBMISSION Bidders are responsible for providing pricing information and terms of sale as part of their sealed proposal. Envelopes containing proposals must be sealed and marked on the upper left hand corner with the name and address of the bidder to: Vancouver School District No. 37 Attn: Purchasing Department – Proposal #2014-004 PO Box 8937 (2901 Falk Road, 98661) Vancouver, Washington 98668-8937 Bidders submitting proposals on alternate products and/or terms from those specified by the District in these proposal documents shall submit with their sealed proposal cut sheets, photos, samples, and/or full descriptions of the proposed alternate products and/or terms. The District will make the determination as to whether the alternate products and/or terms will be accepted for further evaluation and award. If terms of sale are not included, the District shall make an award to the best advantage of the District. The District's decision shall be final. Proposals must be received not later than the designated date and time at the specified location as stated in these proposal documents. All proposals received after the designated closing time, whether delivered in person or mailed, will not be considered and will be returned to the bidder unopened. During the open bidding period, bidders may be advised by addenda which modifies or clarifies the proposal documents by additions, deletions, changes, or modifications. Receipt of each addendum shall be considered a part of the proposal documents. Failure to acknowledge receipt of addenda may invalidate a proposal as incomplete. The District will not be responsible for the interpretation of proposal documents or for information obtained in any other manner than through the media of District issued addenda. All proposals shall be made upon proposal forms and proposal format supplied by the District and in no other manner unless specifically requested by the District. Proposals must be submitted complete as stated in these proposal documents and signed by an authorized representative of the bidder. By such signature, the bidder agrees to strictly abide by the terms, conditions and specifications stated in these proposal documents. Incomplete and unsigned proposals will be rejected. Faxed or electronically submitted proposals will not be accepted. All proposals shall be deemed final, conclusive, and irrevocable. The Vancouver School District No. 37 reserves the right to reject any and/or all proposals and to waive any irregularities and/or any informality in any proposal and/or in the solicitation process, except those contrary to law. The quality of the proposal submitted by a bidder will be viewed as a basic indication of a bidder’s general capability and technical competence. Quality will be interpreted as completeness, accuracy, compliance with the Request for proposal documents, and the organization and conciseness of descriptive text material. Proposals which do not comply with the Request for proposal documents may be eliminated from further consideration.
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4. PROPOSAL WITHDRAWAL OR MODIFICATION OF PROPOSAL Changes to the bidder’s proposal may be made prior to submittal with the changes or modifications initialed in blue ink by the bidder’s representative. At any time prior to the date and time set for proposal opening, the bidder may, upon written request, withdraw their proposal. After the proposal opening, no proposal shall be altered or amended. Negligence in preparing a proposal does not give a bidder justification to withdraw their proposal after the opening. The District may allow a proposal to be withdrawn if the bidder demonstrates that they miscalculated proposal prices. 5. PROPOSAL REJECTION The District reserves the right to reject any and all proposals received as a result of this Request for proposal. Subsequent procurement, if any, will be in accordance with appropriate legal procedures for the State of Washington. Noncompliance with the conditions of this proposal may result in disqualification of the offending bidder. The District reserves the right to determine compatibility of each bid to specific requirements outlined in this Request for proposal. 6. INTERPRETATION OR CORRECTION OF REQUEST FOR PROPOSAL DOCUMENTS Bidders shall promptly notify the District of any ambiguity, inconsistency, or error which they may discover upon examination of the proposal documents. By submission of a proposal, the bidder attests that their understanding of the proposed program; including products, services, and procedures, is adequate and that the bidder’s price is sufficient to cover the intent of the program. Except for District initiated changes, submission of proposal shall attest to the bidder’s intention to maintain costs within the proposal price. Submission of proposal shall attest that the bidder found the documents to be of sufficient quality on which to affix their price and on which the project may be accomplished. Indication on the proposal form that the bidder has received all addenda shall attest that the bidder has received opportunity for clarification and that any requested clarification has also been received. An interpretation, correction or change of the proposal documents will be made by written addenda. Interpretations, corrections, or changes of the proposal documents made in any other manner will not be binding and bidders shall not rely upon such interpretations, corrections and changes. 7. REQUEST FOR PROPOSAL OPENING All proposals will be opened in public at the time and place specified. All bidders and other interested parties are invited to be present; however, only the names of the bidders will be announced at the time of the opening. Once the proposals are opened, participating bidders will be allowed to review any/all proposals received. Upon completion of the proposal opening, all proposals become the property of the District and, except for purposes of evaluation, shall not be released or otherwise distributed until after the District completes the evaluation and issues its notice of intent to award. After the Board of Director’s award approval, all proposals will become a matter of public record. 8. RESPONSIVE AND RESPONSIBLE OF BIDDER Responsive: The district will consider all the material submitted by the bidder, and other evidence it may obtain otherwise, to determine whether the bidder is in compliance with the terms and conditions set forth in this proposal. 8
Responsible: In determining the responsibility of the bidder, the District may consider: - The ability, capacity and skill to provide the required products and/or service requested. - The character, integrity, reputation, judgment, and efficiency of the awarded vendor. - Financial resources to provide the required products and/or service in the time frame specified. - The quality and timeliness of performance on previous purchase agreements with the District and other agencies, including, but not limited to, the effort necessarily expended by the District and other agencies in securing satisfactory performance and resolving claims. - Other information having a bearing on the decision to award the purchase agreement. 9. REQUEST FOR PROPOSAL AWARD Awards, if any, will be made to the most responsive and responsible bidder whose proposal is evaluated by the District to best fulfill the District’s requirements as described in these proposal documents. Awarded vendor will be notified by the Purchasing Office following approval by Vancouver School District Board of Directors. The District reserves the right to reject any and all proposals, to waive any and all informalities, and the right to disregard all non-conforming, nonresponsive, or conditional responses. In addition to evaluating proposals, the District may conduct such investigations as it deems necessary to assist in the evaluation of any proposal and to establish the qualifications and financial ability of a bidder to supply products and/or services to the District's satisfaction. All proposals that pass the initial compliance review shall be evaluated in accordance with the evaluation criteria set forth in this Request for proposal. Any post-proposal discussions, interviews, demonstrations and award will be based upon the District having completed the evaluation process and scoring each proposal using the evaluation criteria published in this Request for proposal. The District reserves the right to award as specified under this proposal or any of the alternate proposals, whichever is in the best interest of the District. 10. COSTS INCURRED IN RESPONDING All costs related directly or indirectly to preparation of a response to this Request for proposal, including oral presentations, which may be required by the District to supplement and/or clarify a proposal, shall be the sole responsibility of the bidder. 11. WASHINGTON STATE TAX RATE The Districts are required to pay Washington State Sales Tax for all goods and services purchased under this Invitation to Bid at a rate of 6.5% plus any applicable local sales tax which will vary throughout the State of Washington, 1.9% for Vancouver WA, for a total of 8.4%. The District will consider the combined sales tax rate as part of the proposal evaluation. Prospective bidders shall not include sales tax as part of the base unit price quoted; rather the sales tax shall be treated as an extension and evaluated separately. 12. DEBARMENT AND SUSPENSION Bidder certifies by submission of a proposal that to the best of their knowledge/belief its principals are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded for the award of purchase agreements by a Federal and/or Washington State governmental agency or department. Further, bidder certifies that they are not presently indicted for or have not within a three-year period preceding this Request for proposal, been convicted of or had a civil 9
judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain or performing a public transaction or purchase agreement. Bidders are encouraged to show evidence they are not part of the Excluded Parties List System at http://epls.arnet.gov by printing the EPLS Results Screen for their business name and submitting a copy with their proposal. If a bidder is unable to certify such information, the bidder shall submit an explanation of why certification cannot be provided. Such information will be used to determine whether the proposal shall be deemed responsive. If it is later determined that the bidder knowingly rendered an erroneous certification, in addition to any other remedies available to the District, the District may terminate this purchase agreement for default. 13. CONFIDENTIAL INFORMATION Bidder must clearly identify as “Confidential” any pages in the proposal containing valuable formula, designs, drawings, and research data claimed to be exempt from public disclosure under RCW 42.56.210, along with a statement of the basis for such claim of exemption. Failure to so label information as “Confidential” or to timely respond after notice of request for public disclosure has been given shall be deemed a waiver by the submitting bidder of any claim that such materials are, in fact, so exempt. 14. INSURANCE/FEES The awarded vendor shall maintain insurance adequate to protect the District from claims of damages for bodily injury, including death, and damage to property, which may arise from operations under the purchase agreement and/or product liability. Failure to furnish such evidence may be considered default of the awarded vendor. Performance under this purchase agreement shall not commence until such proof has been filed with the District. The awarded vendor shall be required to file with the District certificates and endorsements of such insurance coverage for at least these minimum amounts during the life of any resulting purchase agreement: 1. Comprehensive General Liability, Bodily Injury and Property Damage Liability, including Premise and Operations, Independent Contractors, Protective Liability, Completed Operations and Products, Contractual, Combined Single Limit of at least $1,000,000 per occurrence with a per project aggregate limit of at least $2,000,000. 2. Comprehensive Automobile Liability, Bodily Injury and Property Damage Combined Single Limit of at least $1,000,000. 3. Worker’s Compensation: The awarded vendor shall purchase and maintain insurance for claims under workers’ compensation, disability benefits, and other similar employee benefit acts in accordance with the State of Washington statutory amount. Terms and issues relating to insurance and fees will be identified as part of the evaluation phase of this project and made part of the purchase agreement. The awarded vendor certifies that adequate comprehensive general liability, motor vehicle, worker’s compensation and product liability insurances are current and will not expire or be cancelled during the term of this purchase agreement. Additional insured endorsement: Purchase agreement’s insurance carrier will be required to provide a copy of a Certificate of Insurance to the District naming Vancouver School District as co-insured.
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15. BUSINESS DOCUMENTS Pursuant to RCW 39.06, the bidder shall be registered and licensed as required by the laws and regulations of the State of Washington, including but not limited to RCW 18.27. The awarded vendor will be responsible for all applicable business related taxes, fees, and licenses which are required to conduct business in the State of Washington, Clark County, and the City of Vancouver, Washington. The bidder agrees that if awarded a purchase agreement as a result of this Request for proposal, the bidder agrees to full compliance with all applicable local, state or federal laws and regulations and agrees to indemnify and defend the District against any loss, cost, liability or damage, including reasonable attorney’s fees, if the bidder is in violation of this paragraph. 16. STANDARD OF SERVICES The bidder warrants all products, supplies, and services performed as a result of this Request for proposal shall be made in a professional manner, unless the means or methods of performing a task are specified elsewhere in this purchase agreement. Awarded vendor shall employ methods that are generally accepted and used in the industry, in accordance with industry standards. District’s authorized representatives shall have access to and the right to inspect the service records at all times. Defective product or services shall be corrected at awarded vendor’s expense. 17. COOPERATIVE REQUEST FOR PROPOSAL The Vancouver School District has prepared this request for proposal to procure Athletic Uniforms and protective Gear as cooperative in nature to meet the requirements of all K-12 school districts and other public entities in Southwest Washington. Each school district or public entity that chooses to participate or access this purchase agreement will be required to execute an Intergovernmental Cooperative Purchasing Agreement with the Vancouver School District to satisfy legal issues. Interlocal agreements shall be submitted in triplicate to the Vancouver School District’s purchasing office for execution by the District’s Board of Directors. Terms of this Request for proposal shall empower any school district or public entity to establish a purchase agreement with the awarded vendor directly in order to meet the specific needs of their district or entity without any notice or involvement with the Vancouver School District or its representatives. The Vancouver School District will not require any fee for service to access this proposal/purchase agreement. To meet Washington State bidding requirements, the District will advertise this RFP in the local newspaper, the Columbian; the Portland Daily Journal of Commerce, and the Washington’s Electronic Business Solutions (WEBS) for statewide access.
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VANCOUVER SCHOOL DISTRICT #37
CUSTODIAL WORK MANAGEMENT SYSTEM AND CUSTODIAL SUPPLIES REQUEST FOR PROPOSAL # 2014-001
PROGRAM SPECIFICATIONS
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1. Intent: The intent of this proposal is to provide the Vancouver School District maintenance department with a web-based custodial work management software (CWMS) for cleaning and maintaining District schools and support buildings. The District intends to award a purchase agreement, to include all categories, to one (1) vendor who meets the requirements stated in this RFP. The district estimates annual purchases totaling $400,000 under this agreement.
2. Scope of Bid: The Vancouver School District is located in Vancouver, Washington, USA and has a student population of approximately 21,500. The district consists of thirty-four (34) schools and four (4) district support buildings. In addition, the district maintains and operates the Propstra Aquatic Center and the JPC Community Center. A district map is attached which shows the location of all district schools and facilities.
3. Contract Period: The term of this purchase agreement shall be for one year commencing on August 1, 2014 with the option to extend the purchase agreement for four (4) additional one-year periods which would extend the purchase agreement to five (5) years terminating on July 31, 2019. The District’s Board of Directors shall approve each purchase agreement extension for option years two through five on or about August 1st of each year. 4. Form of Purchase Agreement: The proposal documents signed by the bidder; consisting of terms and conditions, required documentation, program specifications, and proposal requirements stated in this RFP, together with a District issued purchase order, shall be the purchase agreement between the District and awarded vendor. 5. Product and/or Service Specifications: The awarded vendor will be responsible for providing three (3) categories of service and/or supplies under this RFP. Category One – Custodial Work Management Software/Program: The awarded vendor shall provide an web-based custodial work management software program (CWMS) to include all software, programming, consultation, training, and support services required to implement and maintain a successful district-wide custodial cleaning program which would assist in assessing current custodial operations, identify possible improvements, analyze cleaning frequencies, conduct custodial/staff training and certification, and troubleshooting. The primary emphasis of this program will be to optimize the district custodial budget through standardized measured custodial cleaning products; monitoring and assessing custodial expenditures; assign and balance workloads; and increased efficiency of District custodial staff. The District is currently utilizing Hillyard’s “Cleaning Cost Analysis Program” (CCAP). The technical and performance specifications of Hillyard’s CCAP represent district requirements and by which all CWMS programs being offered will be compared and evaluated. Category Two – CWMS Cleaning and Floor Care Products: The award vendor will be required to provide all known cleaning and floor care products specifically required by the proposed custodial work management software/program being offered by the bidder in Category One. 13
(1) Product Specifications: For the purpose of this bid, the district will reference Hillyard cleaning and floor care product. The quality, dispensing, packaging, dilution ratio, technical specifications, and product effectiveness/efficiencies of the Hillyard products represent known requirements that meet district specifications and by which all products being offered will be compared and evaluated. Bidders taking exception to District specifications may submit an alternate proposal utilizing the District's proposal forms which must be clearly labeled "Alternate Proposal". In addition, a supplemental letter outlining specific details where the alternate proposal meets or exceed the specifications of the Hillyard products; however, the district reserves the right to select products best suited to the overall interest of the district. Products must be UL, EPA, USDA rated, Kosher and OSHA approved were applicable. The District encourages use of “Green Seal Certified” products where available and applicable. (2) Dispensing System: The district will require a proportional dispensing system, such as push button dispensers to assure accurate dilution ratios and maximum product performance. It will be the responsibility of the awarded vendor to provide all dispensing equipment necessary to successfully implement the CWMS program. (3) Secondary Labeling: Awarded vendor will be responsible of all secondary product labels which meet OSHA Hazardous Communication standards. Category Three – General Custodial Supplies and Equipment : The awarded vendor will be required to provide all known and unknown general custodial supplies and equipment to include custodial paper products, can liners, general cleaning products and supplies, and custodial equipment. The products in this category have been evaluated, tested, and meet the requirements of the District; and as such, the product specifications, brand name, and product number listed on the proposal form are “No Substitutions” unless otherwise noted. Bidders may submit alternate proposals which must be clearly labeled "Alternate Proposal"; however, the district reserves the right to select products best suited to the overall interest of the district.
6. Unit Pricing: The District requires firm pricing for all custodial software services and custodial products listed under this RFP for the first year of the contract unless otherwise noted. Category One – Custodial Work Management Software Program: Bidders will be required to provide a pricing structure for the first year of the purchase agreement to include all software, programming, licenses, consultation, training, and support services required to implement and maintain a successful district-wide custodial cleaning program. A detailed pricing structure stating all price changes, software upgrades, and continuing support services will also be required for optional years two through five. Category Two - CWMS Cleaning and Floor Care Products: Bidders must identify the manufacturer of proposed cleaning products to be utilized in conjunction with the proposed CWMS and provide the most current manufacturer’s product catalog and/or price list which shall be utilized as the basis to establish firm unit prices for the first year of the purchase agreement. For calculation of product unit prices for optional years two through five, the District will apply the percentage discount calculated from the difference of the manufacturer’s list price and the bidders proposed price for the first year; this 14
product percentage discount shall remain firm throughout term of the purchase agreement. As a means of passing on annual manufacturer’s price increases, the awarded vendor will be allowed to introduce the most current manufacturer’s product catalog and price list on the anniversary date of the purchase agreement, which shall be August 1st for each optional year. Once product prices are established on the anniversary date, all prices shall be firm for the one-year period. Prospective bidders are required to furnish all details which apply to proposed unit prices and discounts at the time of proposal opening. Manufacturer catalog(s) and price list(s) must be furnished in hard copy. Category Three – General Custodial Supplies and Equipment: Bidders will be required to provide a bid price for each item listed, these prices must be held firm for the first year of the purchasing agreement unless otherwise noted. A detailed pricing structure for all increases and/or price changes will also be required for optional years two through five. Bidder must specify how price changes will be determined by item or by group of items. Price changes may be based on annual percentage change, a consumer index, or most current manufacturer price list. Detailed pricing documentation will be required at the time of bid opening. Once product prices are established on the anniversary date, all prices shall be firm for the one-year period.
7. Training: Awarded vendor will be responsible for all training aspects relating to the proposed products, application of products, safety (including MSDS), and employee orientation. Awarded vendor will responsible of providing all training material to include a Training Manual, in-house and web-based training, and certification of training.
8. Support Services: Awarded vendor will be responsible for providing all technical support, MSDA binder, consultation and recommendation of new equipment,
7. Exclusions: The district reserves the right to solicit separate bids for equipment and/or supplies which are not covered under this RFP to include the purchase of major janitorial floor equipment, equipment or services which require installation and prevailing wage agreements, equipment which require service/maintenance contracts, and other large dollar purchases.
8. Fuel Surcharge: Fuel surcharges and/or carrying fees are not allowed for the entire term of this purchasing agreement. In the event that fuel costs significantly increased over a sustained period of time, the District and the successful vendor may enter into negotiations to discuss escalating fuel costs; however, the District has no obligation to permit any fuel surcharges and/or carrying fees.
9. Hazardous Material Communication: All materials that include solvents, paints, cleaning agents, chemicals, reagents or other hazardous materials shall be labeled in accordance with the State of Washington, OSHA, and federal regulations. Labels must include name, hazardous ingredient, the hazard(s) of the material, and the appropriate precautions. Those materials for which toxicological or hazard data are unavailable shall carry a label stating: “Toxicological and other hazards unknown. Handle as extremely hazardous.” Awarded vendor shall provide 15
Material Safety Data Sheets (MSDS) to the District Safety officer within thirty (30) days of delivery for each product provided under this RFP. 10. Product Samples: Manufacturer brands of products that meet District specifications are listed as part of each item description. The district shall, upon request, require all prospective bidders to submit product samples for all items offered which differ from the District’s approved manufacturer and product number. Coordination of samples shall be the responsibility of each prospective bidder. Failure to provide samples shall result in disqualification. The district will pay for samples when required.
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VANCOUVER SCHOOL DISTRICT #37 CUSTODIAL WORK MANAGEMENT SYSTEM AND CUSTODIAL SUPPLIES REQUEST FOR PROPOSAL # 2014-001
PROPOSAL REQUIREMENTS
17
1. Company Profile: Bidders must provide a company profile of both the distributor (bidder) and the manufacturer of the CWMS program/products being offered for categories one and two to include company history, primary business (market), and business documentation required to conduct business in the States of Oregon and Washington. 2. Regional Distribution Requirements: It is the intention of the District to offer this purchase agreement to other public school districts and public entities in the states of Washington and Oregon with the same terms and conditions. Bidders will be required to submit a distribution, including associated distributors, and sales program within the bidder’s operational scope of business. Each bidder will be required to state the company’s operational borders, delivery capabilities, and/or any exclusion which may affect other school districts and public agencies. 3. Form of Payment: The successful vendor shall submit invoices for services and product to the Vancouver School District, Attn: Accounts Payable, PO Box 8937, Vancouver WA 98668. Payment will not be prepaid or made in advance of receipt of the services or product. The Vancouver Public Schools utilizes both the purchase order and procurement card methods of ordering, receiving, and payment for supplies and equipment. The District business model is based upon utilizing procurement card for most, if not all, purchases under this RFP. Bidders must provide all the terms, conditions, and cost for the utilizing credit card services. 4. Form of Ordering and Delivery: The awarded vendor will be required to provide and maintain an web-based online ordering system for services and products listed under this RFP. Each location/school in the District will be required to place an online order and it will be the responsibility of the awarded vendor to deliver orders directly to each location/school. Bidders will be required to submit a detail description of their online ordering system to include ordering procedures, application of contracted pricing, invoicing/statements, and security. 5. Inventory of Product: The awarded vendor will be required to maintain an inventory of the category two and three products listed under this RFP. Bidders will be required to state their inventory capabilities, lead time for delivery of products upon receipt of order, and estimated fill rate of orders. 6. Vendor References: Bidders will be required to provide, at the time of bid opening, a minimum of three (3) references, preferably public school districts within the States of Oregon and Washington with whom the distributor and manufacturer are conducting business, utilize the same CWMS program and products the bidder is offering under this RFP, and whose facilities/cleaning program is similar in size and scope proposed in this RFP. 7. Evaluation Criteria: Proposals will be evaluated and scored based upon each bidder’s responses. Bidders are encouraged to provide as much information as necessary to convey a clear understanding of their company’s position to each criterion. 18
A weighted point system will be established by the District’s evaluation committee. Listed below are the percentages (%) which have been assigned based upon importance to District specifications and requirements. Sub-categories within each category will be identified as a component of the evaluation process and assigned a weighted score. A bid award will be recommended to the most responsive and responsible bidder with the highest score in which pricing shall not be the sole determining factor for award. Scoring will be at the sole determination and discretion of the District. Category One –Custodial Work Management System: Represents forty percent (40%) of the overall points to be awarded by the evaluation committee. Category Two - CWMS Cleaning and Floor Care Products: Represents thirty percent (30%) of the overall points to be awarded by the evaluation committee. This evaluation criterion will be based upon pricing and product information provide for the CWMS cleaning and floor care products to be utilized in a measured dispensing system and products used in conjunction with the CWMS to include overall cost to the District, technical data sheets, MSDS information, dilution ratio, and product ingredients. Additional product information may be required to provide the District with a clear evaluation of the proposal. Category Three – General Custodial Supplies and Equipment: Represents twenty percent (20%) of the overall points to be awarded by the evaluation committee. This evaluation criterion will be based upon pricing and product information provided for those products listed in Category Three to include overall cost to the District and products offered. Additional product information may be required to provide the District with a clear evaluation of the proposal. Products in this category are “No Substitution” unless otherwise noted; which indicates that the District’s custodial staff has tested and approved these products for use within the District. It is the opinion of the District that these products are widely distributed and available to all major distributors. Category Four – Distributor and Manufacturer Profile: This portion of the bid represents ten percent (10%) of the overall points to be awarded by the evaluation committee. This evaluation criterion will be based upon a bidder’s evidence that their company has the necessary organization, experience, operational controls, technical skills, quality assurance measures, distribution system, online ordering and forms of payment to meet District specifications. The District may require an interview and demonstration of services and products being offered by one, several, or all bidders. Evaluation points will be in addition to the scoring listed above.
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VANCOUVER SCHOOL DISTRICT #37
CUSTODIAL WORK MANAGEMENT SYSTEM AND CUSTODIAL SUPPLIES REQUEST FOR PROPOSAL # 2014-001
SIGNATURE PAGE & DOCUMENTATION
20
SIGNATURE PAGE Vancouver School District #37 RFP No. 2014-001 – Custodial Work Management System and Custodial Supplies
FROM:
(Company) (Address) (City, State, Zip Code)
TO: VANCOUVER SCHOOL DISTRICT #37 The undersigned agrees to the terms and conditions stated in these Request for Proposal documents. Objection to terms and conditions set forth in these documents have been noted and submitted in written as part of the sealed proposal package. Under the penalties of perjury of the State of Washington, we make the following certifications and assurances as a required element of our Proposal. We affirm the truthfulness of these facts and acknowledge our current and continued compliance with these certifications and assurances as part of our proposal and any resulting purchase agreement with the Vancouver School District. 1. The undersigned certifies that we have not, either directly or indirectly, entered into any agreement or participated in any collusion or otherwise taken any action in restraint of free competition; that no attempt has been made to induce any other person or firm to submit or not to submit a proposal; that this proposal has been independently arrived at without collusion with any other bidder, competitor, or potential competitor; that this proposal has not been knowingly disclosed prior to the opening of proposals of any other bidder or competitor; that the above statement is accurate: 2. We declare that all answers and statements made in the proposal are true and correct. 3. We certify that the prices and/or cost data contained in our proposal: (a) have been determined independently, without consultation, communication or agreement with others for the purpose of restricting competition, and (b) have not been and will not be knowingly disclosed by the bidder, directly or indirectly, to any other bidder or competitor before purchase agreement award, except to the extent that we have joined with other individuals or organizations for the purpose of preparing and submitting a joint proposal or unless otherwise required by law. 4. Our Proposal is a firm offer for a period of 120 days following receipt, and it may be accepted by the District without further negotiation (except where obviously required by lack of certainty in key terms) at any time within the 120-day period. In the case of a protest, our Proposal will remain valid for 210 days or until the protest is resolved, whichever is later. 21
5. We have not been assisted by any current or former District employees whose duties relate (or did relate) to this procurement and who assisted in other than his or her official, public capacity. If there are any exceptions to these assurances or we have been assisted, we will identify on a separate page attached to this document each individual by: (a) name, (b) current address and telephone number, (c) current or former position with the District, (d) dates of employment with the District, and (e) detailed description of the assistance provided by that individuals. 6. We acknowledge that the District will not reimburse us for any costs incurred in the preparation of our proposal. All proposals become the property of the Vancouver School District and we claim no proprietary right to the ideas, writings, items or samples. 7. We acknowledge that if awarded a purchase agreement with the District, we are required to comply with all applicable state and federal civil rights and other laws. Failure to comply may result in contract termination. We agree to submit additional information about our nondiscrimination policies, at any time, if requested by the District. 8. We made no attempt, nor will make any attempt, to induce any other person or firm to submit, or not submit, a proposal for the purpose of restricting competition. 9. We acknowledge and authorize the District to conduct a financial assessment and/or background check of our organization if they consider such action necessary or advisable. 10. We acknowledge our obligation to notify the District of any changes in the certifications and assurances above.
DATE: BY: Signature
Title
Name (Print/Type) E-MAIL: TELEPHONE: FAX:
22
During the open bidding period, bidders may be advised by addenda which modifies or clarifies the RFP documents by additions, deletions, changes, or modifications. Receipt of each addendum shall be considered a part of the proposal documents. Failure to acknowledge receipt of addenda may invalidate a proposal as incomplete. Acknowledge Receipt of Addendum Addendum #1 _________ Addendum #2 _________ Addendum #3 _________ Addendum #4 _________ Addendum #5 _________
Date:____________________ Date:____________________ Date:____________________ Date:____________________ Date:____________________
The District encourages bidders to offer cash discounts which will be utilized in the proposal evaluation and award criteria and ensure prompt payment of contractor invoices. Net 30 days will apply if payment terms are not stated: Terms of payment/discounts allowed
_______%_________days/net_________days
The Vancouver School District will annually review custodial pricing and the performance of the awarded vendor prior to renewal of each optional year. Please indicate all optional years in which the bidder agrees, per the terms and conditions of this Request for Proposal, to renewal this purchase agreement if offered by the District. Renewal of Optional Year Two (2015-2016 School Year) Renewal of Optional Year Three (2016-2017 School Year) Renewal of Optional Year Four (2017-2018 School Year) Renewal of Optional Year Five (2018-2019 School Year)
(___) (___) (___) (___)
Yes Yes Yes Yes
(___) (___) (___) (___)
No No No No
For the purpose of evaluation bidder must submit one original proposal marked “Original” and two additional proposal copies marked “Copy”
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Vancouver School District #37 Bid 2014-001 – Custodial Work Management System and Custodial Supplies Certification Regarding Debarment, Suspension, and Other Responsibility Matters The prospective participant certifies to the best of its knowledge and belief that it and the principals: (a) Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any Federal or State of Washington department or agency; (b) Have not within a three year period preceding this proposal been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State, or local) transaction or contract under a public transaction: violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; (c) Are not presently indicted for otherwise criminally or civilly charged by a government entity (Federal, State, or local) with commission of any of the offenses enumerated in paragraph (1) (b) of this certification; and (d) Have not within a three-year period preceding this application/proposal had one or more public transaction s (Federal, State, or local) terminated or cause or default. I understand that a false statement on this certification may be ground for rejection of this proposal or termination of the award. In addition, under 18 U SC Sec. 10 01, a false statement may result in a fine of up to $10,000 or imprisonment for up to 5 years, or both.
_________________________________________________ Organization Name
_______________________________________________________________________________ Name and Title(s) of Authorized Representative
_________________________________________________
_________________________
Signature(s)
Date
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Vancouver School District #37 Bid 2014‐001 – Custodial Work Management System and Custodial Products AFFIDAVIT CONCERNING CONFLICTS OF INTEREST STATE OF: ) )ss. COUNTY OF: ) The undersigned, being first duly sworn, on oath states on behalf of ____________________________, hereinafter called the Bidder, as follows: A. CONFLICT OF INTEREST That the Bidder, by submitting its proposal to perform or provide work, services or materials, has thereby covenanted, and by this affidavit does again covenant and assure, that it has no direct or indirect pecuniary or proprietary interest, and that the Bidder shall not acquire any such interest, which conflicts in any manner or degree with the work, services or materials required to be performed under a Contract which may result from this solicitation. B. CONTINGENT FEES AND GRATUITIES That the Bidder, by submitting its proposal to perform or provide work, services or materials, has thereby covenanted, and by this affidavit does again covenant and assure: 1. That no person or selling agency except bona fide employees or designated agents or representatives of the Bidder has been employed or retained to solicit or secure this submittal with an agreement or understanding that a commission, percentage, brokerage, or contingent fee would be paid; and 2. That no gratuities, in the form of entertainment, gifts or otherwise, were offered or given by the Bidder or any member of its agents, employees or representatives, to any official, member or employee of the Owner or other governmental agency with a view toward securing a contract or securing favorable treatment with respect to the awarding or amending, or the making of any determination with respect to the performance of a contract which may result from this solicitation.
SIGNED this ___________________ day of ____________________________, 20 ________ Name of Bidder By: Title: SUBSCRIBED AND SWORN to before me this _____ day of ________, 20___
NOTARY PUBLIC in and for the State of _____________ Residing at My Appointment Expires 25
Vancouver School District #37 Bid 2014-001 – Custodial Work Management System and Custodial Supplies Cooperative Purchasing Agreement RCW 39.34 allows cooperative purchasing between public agencies in the State of Washington. The Vancouver School District has prepared this Request for Proposal to procure a custodial work management system and custodial supply products to meet the requirements of all public K-12 school districts and other public entities in the States of Oregon and Washington. Each school district or public entity that chooses to participate or access this purchase agreement will be required to execute an Intergovernmental Cooperative Purchasing Agreement with the Vancouver School District to satisfy legal issues. Interlocal agreements shall be submitted in triplicate to the Vancouver School District’s purchasing office for execution by the District’s Board of Directors. Terms of this Request for Proposal shall empower any school district to establish a purchase agreement with the awarded vendor directly in order to meet the specific needs of their district without any notice or involvement with the Vancouver School District or its representatives. The Vancouver School District will not require any fee for service to access this proposal/purchase agreement. Per the terms and conditions of this purchase agreement, the bidder will allow school districts and other public entities to participate in the purchase of a custodial work management system and custodial supply products under this Request for Proposal. (___) Yes, bidder will have the opportunity to review ability to perform/deliver to requesting public school districts or public entities prior to commencement of services. (___) No, bidder will not allow cooperative purchasing under this Request for Proposal.
Bidder: ___________________________________________________________ Representative: _____________________________________________________ Signature: _________________________________________________________
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VANCOUVER SCHOOL DISTRICT #37
CUSTODIAL WORK MANAGEMENT SYSTEM AND CUSTODIAL SUPPLIES REQUEST FOR PROPOSAL # 2014-001
PROPOSAL FORM FOR CUSTODIAL WORK MANAGEMENT SYSTEM CATEGORY ONE
27
1. SPECIFICATIONS FOR CWMS: Custodial Work Management System (CWMS) software shall be vendor developed and customizable to the district’s custodial operations. Expected outcome is to provide an efficient and successful district wide cleaning and maintenance web-based program. (1) The software program shall be owned, managed, and updated by the successful vendor and shall reside on the vendor’s server/computer with the district granted access for multiple access points for duration of the purchase agreement. Vancouver Public Schools shall remain the owner of all data and records collected and stored within the custodial management system for Vancouver Public Schools. Upon termination of purchase agreement, all data and records stored in the custodial management system pertaining to Vancouver Public Schools, whether kept on district or vendor’s server, will be turned over to Vancouver Public Schools in a format that is usable, readable and has no restrictions or password protections. Bidders will be required to specify any/all terms and conditions which apply to future district access, beyond the contract period, to the CWMS software and database. (2) The successful vendor will be responsible for gathering all data pertinent information to successfully run their custodial management program to include transfer of data from district data base to any new program implemented. (3) The successful vendor will be required to provide the district with all software upgrades and latest revisions as soon as it is operational.
2. THE CWMS MUST MEET THE FOLLOWING: Work Loading - Ability to work load daily tasks including breaks and non cleaning duties. - Ability to work load daily tasks in reduced staffing situations. - Ability to work load and manage periodic tasks. - Ability to work load project work for our Custodial Support Team - Ability to work load for “Team Cleaning” and “Geographical Cleaning” models. - Ability to change cleaning and non cleaning tasks for each work load built. - Ability to change tasking, products and equipment used in “What If” scenarios - Ability to change frequencies, quantities and difficulty levels. - Ability to make changes at the building level and/or the whole district. - Ability to base work loading on ISSA standards Employee Reporting - Staffing level recommendations based on district scenario - Employee assignment and work hours - Vacation, leave, and other employee off-time cost
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Labor, Supply, and Equipment Cost Reporting: - Total Labor Hours - Total Labor Cost - Quantity and Cost of Supplies - Cost impact of night rental groups and summer programs - Cost per Square Footage - Cleanable square footage - Hard surface square footage - Carpet square footage - Ceramic tile square footage - Total Cost of Project - Total Cost of Preventative maintenance programs - Equipment purchase, inventory, and replacement plan - Fixed asset inventory - Equipment location directory - Recommended preventative maintenance - Repair costs - Recommended life - Projected replacement date and plan Training - Employee training records - Training card program - Training Certification Program
Quality Inspection - Continuous building assessments - Quality assurance program - Safety inspections - Daily checklists
3. TRAINING: The successful vendor shall provide the District custodial management team and building operators with training and reference material for all general cleaning and floor care products under this bid. Bidder will be required, at the time of bid opening, to provide a comprehensive training plan to include, but not limited to, the following areas: (a) Product and Product Application Training. Contractor to provide each location with a binder to include product literature and application procedures.
29
(b) Product MSDS, Hazard Material Training, Right-to-Know Training 1. Each building/facility/support unit must be provided with a complete MSDS binder for all products and chemicals utilized in the successful contractors general cleaning and floor care program. As new products are introduced into the program, a MSDS must be delivered to each location. It will be the successful contractor’s responsibility to assure the district has complete and up-to-date MSDS information for all contractors’ products in use within the district. 2. Right-to-Know and Risk Management Program to assist the district in reduction of general cleaning and floor care liability to include safety and environmental concerns, quality control, and professional advice. (c) Regulatory Compliance Training and Up-dates for all federal and State of Washington regulations and laws to include OSHA, WISHA, EPA, UL, and USDA. (d) Access to Contractor’s Library of DVDs, CDs, Training Modules, and Training Aids (e) Provide revised Job Card Set for each employee every 2.5 years that include: - Tasks - Products used - Equipment & tools needed - Task priority based on ISSA standards including “Must do” program.
4. TECHNICAL SUPPORT: Technical support to the CWMS program must be readily available. Bidders will be required to submit, at the time of bid opening, a detailed description of the technical support the district will be provided to successful implement the CWMS and provide on-going support throughout the contract period.
Customer Service - Fast response needed for technical, billing, product and process questions. - Kept up-to-date on the latest information, equipment and processes in the industry. Products - Green clean and environmentally responsible product line up. - National brand recognition. - Chemicals UL tested and listed. - Product cost comparisons in diluted gallons and quarts. - Crack and peel product secondary labels or pre-labeled spray bottles at no charge.
30
5. QUESTIONS FOR THE CUSTODIAL WORK MANAGEMENT SYSTEM (CWMS) Bidders are required to provide written responses to the following questions. Please identify each response with the question number it addresses. Bidders are encourage to provide as much information as needed to convey a clear understanding of responsibilities, roles, and dollar amounts to the district evaluation committee.
1.
Bidder to provide total cost to the district to utilize bidder’s Custodial Work Management System for the first year of the purchase agreement:: Name of Program: ______________________________________________________________ Bidder is to provide total cost to the District to include licenses, technical support, roll-out, and annual expenditures.
2.
Provide pricing schedule for continued used of the CWMS for optional years two through five to include all future software upgrades and/or revisions for the CWMS
3.
Who developed the CWMS being offered by your company to include how long the program has been operational and to what extent is the program use nationwide.
4.
Describe how and by whom the CWMS program and database will be managed?
5.
Explain all the functions and benefits your CWMS program will provide the district to include collection and storage of data; ease of operation; reporting writing on personnel, supplies, workload management and inspection/quality assurance program as described above in paragraphs 1 and 2.
6.
Explain what categories or types of information will be collected from district buildings to initially populate the CWMS database with relevant baseline information to include, but not limited to, square footage, floor type, labor costs, labor hours, cost of cleaning and floor care products, etc. Provide all costs associated with collection of building data necessary to implement the program.
9.
The District is currently under agreement with Hillyard for use of their CWMS and the products associated with that system. Should your company be offered the agreement to provide the District with a CWMS program and associated products, describe how your company would phase out the existing system and implement your program. Please include collection of all baseline data and input into the database. How your company would provide pre-implementation training for district staff. Please include a detailed project timeline chart which shows all major milestones your company will meet.
10.
What types of training will be offered with regards to program operation, products, product application, MSDS, hazardous material, risk management, state and federal regulatory compliance; and what will the frequency of the training be. What types of training material will be provided such as DVDs, CDs, training modules, training aids, MSDS binders, custodial manuals, and product binders. A detailed cost proposal must be included.
12.
Does your company offer a training certification program for custodians? A detail cost proposal must be included.
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13.
What technical support is provided with regards to the CWMS program, products, and training being offered? A detail cost proposal must be included.
14.
Describe your online ordering system to include order initiation, order confirmation and tracking, delivery and handling charges, quick ship program, invoicing, overage and shortage reconciliation, return of product for replacement or credit, minimum dollar or quantity orders, real-time inventory levels, order history by product and building, management approval process, and technical support.
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VANCOUVER SCHOOL DISTRICT #37
CUSTODIAL WORK MANAGEMENT SYSTEM AND CUSTODIAL SUPPLIES REQUEST FOR PROPOSAL # 2014-001
CWMS CLEANING AND FLOOR CARE PRODUCTS CATEGORY TWO
33
PROPOSAL FORM RFP #2014-001 Custodial Work Management System and Custodial Supplies Company:
CATEGORY TWO-ONE Known Dispensing Cleaning and Floor Care Products *Bidder will be required to provide product information in all areas shaded in Gray
For the purpose of this RFP, the district will reference Hillyard cleaning and floor care product. The quality, dispensing, packaging, dilution ratio, environmental impact, and technical specifications of the Hillyard products represent known requirements that meet district specifications and by which all products bid will be compared. The following nine (9) products represent the known cleaning and floor care products which are measured by a dispensing system; these products are used and monitored in conjunction with the CWMS program. Bidder must submit product specification sheets which detail the product function, container sizes available, yield per container if concentrate, dilution rate, ingredients, technical specifications, and MSDS information. For additional information on the Hillyard Products go to www.hillyard.com Disinfectant, Deodorant, and Cleaning. Half-gallon containers packaged six/case. Hillyard (Arsenal System) Vindicator+ #HIL0080622 or equal.
Bid No.
Manufacturer
Manufacturer Product Name (1)
Manufacturer Product No.
Container Size
Quantity per Case
2.1.1
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Based Upon Direct Delivery to Location
Page 34
Annual Cost
Discount
Unit of Measure for Bidding
Estimated Annual Qty of U/M
case
50
Cleaner, bio-degradable. "Green Seal" Certified Product. Half-gallon containers packaged six/case. Hillyard (Arsenal System) Super Shine-All #HIL0080822 or equal.
Bid No.
Manufacturer
Manufacturer Product Name (1)
Manufacturer Product No.
Container Size
Quantity per Case
2.1.2
Most Current Manufacturer's List Price
Unit of Measure for Bidding
Estimated Annual Qty of U/M
case
50
Effective Date of Manuf. List Price Bid Price
Annual Cost
Discount
Based Upon Direct Delivery to Location
Cleaner, synthetic. "Green Seal" Certified Product. Half-gallon containers packaged six/case. Hillyard (Arsenal System) Top Clean #HIL0081022 or equal.
Bid No.
Manufacturer
Manufacturer Product Name (1)
Manufacturer Product No.
Container Size
Quantity per Case
2.1.3
Most Current Manufacturer's List Price
Unit of Measure for Bidding
Estimated Annual Qty of U/M
case
50
Effective Date of Manuf. List Price Bid Price
Annual Cost
Discount
Based Upon Direct Delivery to Location
Carpet Pre-Spray & Extraction. "Green Seal" Certified Product. Half-gallon containers packaged six/case. Hillyard (Arsenal System) Carpet Pre-Spray #HIL0081422 or equal. Bid No.
Manufacturer
Manufacturer Product Name (1)
Manufacturer Product No.
Container Size
Quantity per Case
2.1.4
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Based Upon Direct Delivery to Location
Page 35
Annual Cost
Discount
Unit of Measure for Bidding
Estimated Annual Qty of U/M
case
50
Degreaser, phosphate free, butyl free. Half-gallon containers packaged six/case. Hillyard (Arsenal System) Degreaser #HIL0081722 or equal.
Bid No.
Manufacturer
Manufacturer Product Name (1)
Manufacturer Product No.
Container Size
Quantity per Case
2.1.5
Most Current Manufacturer's List Price
Unit of Measure for Bidding
Estimated Annual Qty of U/M
case
50
Unit of Measure for Bidding
Estimated Annual Qty of U/M
case
50
Effective Date of Manuf. List Price Bid Price
Annual Cost
Discount
Based Upon Direct Delivery to Location
Glass Cleaner. Half-gallon containers packaged six/case. Hillyard (Arsenal System) Windo Clean+ #HIL0080222 or equal.
Bid No.
Manufacturer
Manufacturer Product Name (1)
Manufacturer Product No.
Container Size
Quantity per Case
2.1.6
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Annual Cost
Discount
Based Upon Direct Delivery to Location
Cleaner, hydrogen peroxide and natural citrus solvents, multi-purpose. Half-gallon containers packaged six/case. Hillyard (Arsenal System) Suprox #HIL0083322 or equal.
Bid No.
Manufacturer
Manufacturer Product Name (1)
Manufacturer Product No.
Container Size
Quantity per Case
2.1.7
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Based Upon Direct Delivery to Location
Page 36
Annual Cost
Discount
Unit of Measure for Bidding
Estimated Annual Qty of U/M
case
50
Stripper. Half-gallon containers packaged six/case.. Hillyard (Arsenal System) Stripper #HIL0082629 or equal.
Bid No.
Manufacturer
Manufacturer Product Name (1)
Manufacturer Product No.
Container Size
Quantity per Case
2.1.8
Most Current Manufacturer's List Price
Unit of Measure for Bidding
Estimated Annual Qty of U/M
case
50
Unit of Measure for Bidding
Estimated Annual Qty of U/M
each
50
Effective Date of Manuf. List Price Bid Price
Annual Cost
Discount
Container Size
Quantity per Case
Based Upon Direct Delivery to Location
Chemical Dispensing. Hillyard (Arsenal system) E-Gap Arsenal Junior #HIL99600EG or equal.
Bid No.
Manufacturer
Manufacturer Product Name (1)
Manufacturer Product No.
2.1.9
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Based Upon Direct Delivery to Location
Page 37
Annual Cost
Discount
PROPOSAL FORM RFP #2014-001 Custodial Work Management System and Custodial Supplies Company:
CATEGORY TWO-TWO Known General Cleaning and Floor Care Products *Bidder will be required to provide product information in all areas shaded in Gray.
For the purpose of this RFP, the district will reference Hillyard cleaning and floor care product. The quality, dispensing, packaging, dilution ratio, environmental impact, and technical specifications of the Hillyard products represent known requirements that meet district specifications and by which all products bid will be compared. The following fourteen (14) products represent known general cleaning and floor care products to be used in conjunction with the CWMS program. Bidder must submit product specification sheets which detail the product function, container sizes available, yield per container if concentrate, dilution rate, ingredients, technical specifications, and MSDS information. For additional information on the Hillyard Products go to www.hillyard.com
Mild abrasive, extra thick, detergent-based cleaner for porcelain, ceramic tiles, stainless steel, fiberglass, and laminates. Twelve quarts/case. Hillyard Crème Clean #HIL0010604 or equal. Bid No.
Manufacturer
Manufacturer Product Name (1)
Manufacturer Product No.
Container Size
Quantity per Case
2.2.1
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Based Upon Direct Delivery to Location
Page 38
Annual Cost
Discount
Unit of Measure for Bidding
Estimated Annual Qty of U/M
case
150
Multi-purpose cleaner, highly concentrated, hyrogen peroxide formulation and natural citrus solvents for glass, restroom fixtures, tile and grout, floors, and carpet. Four one-gallon/case. Hillyard Suprox Concentrate #HIL0011006 or equal. Bid No.
Manufacturer
Manufacturer Product Name (1)
Manufacturer Product No.
Container Size
Quantity per Case
2.2.2
Most Current Manufacturer's List Price
Unit of Measure for Bidding
Estimated Annual Qty of U/M
case
250
Unit of Measure for Bidding
Estimated Annual Qty of U/M
case
125
Unit of Measure for Bidding
Estimated Annual Qty of U/M
5 gallon
60
Effective Date of Manuf. List Price Bid Price
Annual Cost
Discount
Based Upon Direct Delivery to Location
Phosphoric Acid-Based Cleaner. Twelve quarts/case. Hillyard Extra Strength CSP Cleaner #HIL0012504
Bid No.
Manufacturer
Manufacturer Product Name (1)
Manufacturer Product No.
Container Size
Quantity per Case
2.2.3
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Annual Cost
Discount
Based Upon Direct Delivery to Location
Stripper, heavy-duty, non-ammoniated. One 5 gallon Bag-in-Box. Hillyard Power-Strip #HIL0015107 or equal.
Bid No.
Manufacturer
Manufacturer Product Name (1)
Manufacturer Product No.
Container Size
Quantity per Case
2.2.4
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Based Upon Direct Delivery to Location
Page 39
Annual Cost
Discount
Cleaner, highly concentrated, multi-purpose. Four one-gallon/case. Hillyard Assurance #HIL0015306 or equal.
Bid No.
Manufacturer
Manufacturer Product Name (1)
Manufacturer Product No.
Container Size
Quantity per Case
2.2.5
Most Current Manufacturer's List Price
Unit of Measure for Bidding
Estimated Annual Qty of U/M
case
30
Effective Date of Manuf. List Price Bid Price
Annual Cost
Discount
Based Upon Direct Delivery to Location
Neutralizer and Conditioner for formulated to help eliminate alkaline residues on floors. Four one-gallon/case. Hillyard Nutra-Rinse HIL#0021906 or equal
Bid No.
Manufacturer
Manufacturer Product Name (1)
Manufacturer Product No.
Container Size
Quantity per Case
2.2.6
Most Current Manufacturer's List Price
Unit of Measure for Bidding
Estimated Annual Qty of U/M
case
50
Unit of Measure for Bidding
Estimated Annual Qty of U/M
5 Gallon
100
Effective Date of Manuf. List Price Bid Price
Annual Cost
Discount
Container Size
Quantity per Case
Based Upon Direct Delivery to Location
Floor Sealer. One Five Gallon Bag-in-Box. Hillyard Seal 341 #HIL0034107 or equal.
Bid No.
Manufacturer
Manufacturer Product Name (1)
Manufacturer Product No.
2.2.7
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Based Upon Direct Delivery to Location
Page 40
Annual Cost
Discount
Deodorant. Four One-Gallon/case. Hillyard Take Down #HIL46806 or equal.
Bid No.
Manufacturer
Manufacturer Product Name (1)
Manufacturer Product No.
Container Size
Quantity per Case
2.2.8
Most Current Manufacturer's List Price
Unit of Measure for Bidding
Estimated Annual Qty of U/M
case
15
Unit of Measure for Bidding
Estimated Annual Qty of U/M
case
10
Unit of Measure for Bidding
Estimated Annual Qty of U/M
case
20
Effective Date of Manuf. List Price Bid Price
Annual Cost
Discount
Container Size
Quantity per Case
Based Upon Direct Delivery to Location
Liquid Gum Removal. Twelve quarts/case. Hillyard Liquid Gum-Go #HIL0091204 or equal
Bid No.
Manufacturer
Manufacturer Product Name (1)
Manufacturer Product No.
2.2.9
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Annual Cost
Discount
Based Upon Direct Delivery to Location
Ready-to-Use Quanternary Based Disinfectant, spray formula. Twelve Quarts/case. Hillyard QT-TB #HIL0101104 or equal
Bid No.
Manufacturer
Manufacturer Product Name (1)
Manufacturer Product No.
Container Size
Quantity per Case
2.2.10
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Based Upon Direct Delivery to Location
Page 41
Annual Cost
Discount
Dust Mop Treatment. Twelve Quarts/case. Hillyard Super Hil-Tone #HIL0101604 or equal.
Bid No.
Manufacturer
Manufacturer Product Name (1)
Manufacturer Product No.
Container Size
Quantity per Case
2.2.11
Most Current Manufacturer's List Price
Unit of Measure for Bidding
Estimated Annual Qty of U/M
case
5
Unit of Measure for Bidding
Estimated Annual Qty of U/M
case
5
Unit of Measure for Bidding
Estimated Annual Qty of U/M
case
15
Effective Date of Manuf. List Price Bid Price
Annual Cost
Discount
Container Size
Quantity per Case
Based Upon Direct Delivery to Location
Germicidal Bowl Cleaner. Twelve Quarts/case Hillyard #HIL0010204 or equal
Bid No.
Manufacturer
Manufacturer Product Name (1)
Manufacturer Product No.
2.2.12
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Annual Cost
Discount
Based Upon Direct Delivery to Location
Non-Silcone formula seal for concrete and stone. Four One-gallon/case. Hillyard Repel #HIL0049706 or equal.
Bid No.
Manufacturer
Manufacturer Product Name (1)
Manufacturer Product No.
Container Size
Quantity per Case
2.2.13
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Based Upon Direct Delivery to Location
Page 42
Annual Cost
Discount
Non-Silcone formula seal for concrete and stone. One 2.5 gallon/case. Hillyard Repel #HIL0049733 or equal.
Bid No.
Manufacturer
Manufacturer Product Name (1)
Manufacturer Product No.
Container Size
Quantity per Case
2.2.14
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Based Upon Direct Delivery to Location
Page 43
Annual Cost
Discount
Unit of Measure for Bidding
Estimated Annual Qty of U/M
2.5 gallon
20
PROPOSAL FORM RFP #2014-001 Custodial Work Management System and Custodial Supplies Company:
CATEGORY TWO-THREE Known Gym Floor Care Products *Bidder will be required to provide product information in all areas shaded in Gray.
For the purpose of this RFP, the district will reference Hillyard cleaning and floor care product. The quality, dispensing, packaging, dilution ratio, environmental impact, and technical specifications of the Hillyard products represent known requirements that meet district specifications and by which all products bid will be compared. The following eleven (11) products represent known gym floor products. Bidder must submit product specification sheets which detail the product function, container sizes available, yield per container if concentrate, dilution rate, ingredients, technical specifications, and MSDS information. For additional information on the Hillyard Products go to www.hillyard.com
Preparation of coating and tacking between coats of wood seal and finishes, water-based. Four One-Gallon/case. Hillyard Pre-Game #HIL0045606 or equal
Bid No.
Manufacturer
Manufacturer Product Name (1)
Manufacturer Product No.
Container Size
Quantity per Case
2.3.1
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Based Upon Direct Delivery to Location
Page 44
Annual Cost
Discount
Unit of Measure for Bidding
Estimated Annual Qty of U/M
case
10
Wood gym floor finish, formulated to meet Volatile Organic Compounds (VOC) requirements. One Five Gallon Pail. Hillyard 450 Gym Finish #HIL0028407 or equal.
Bid No.
Manufacturer
Manufacturer Product Name (1)
Manufacturer Product No.
Container Size
Quantity per Case
2.3.2
Most Current Manufacturer's List Price
Unit of Measure for Bidding
Estimated Annual Qty of U/M
5 Gallon
70
Effective Date of Manuf. List Price Bid Price
Annual Cost
Discount
Based Upon Direct Delivery to Location
Wood gym floor finish, formulated to meet Volatile Organic Compounds (VOC) requirements. Six One-Gallon/case. Hillyard 450 Gym Finish #HIL0028406 or equal.
Bid No.
Manufacturer
Manufacturer Product Name (1)
Manufacturer Product No.
Container Size
Quantity per Case
2.3.3
Most Current Manufacturer's List Price
Unit of Measure for Bidding
Estimated Annual Qty of U/M
case
10
Unit of Measure for Bidding
Estimated Annual Qty of U/M
5 gallon
60
Effective Date of Manuf. List Price Bid Price
Annual Cost
Discount
Based Upon Direct Delivery to Location
Solvent for tack ragging raw wood or between coats of seal and finish. Six One-Gallon/case. Hillyard Kleen-Up #HIL0043706 or equal.
Bid No.
Manufacturer
Manufacturer Product Name (1)
Manufacturer Product No.
Container Size
Quantity per Case
2.3.4
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Based Upon Direct Delivery to Location
Page 45
Annual Cost
Discount
Cleaner for synthetic and coated wood sports floors, bio-degradable, phosphate free. Four One-Gallon/case. Hillyard Super Shine-All #HIL0014006 or equal
Bid No.
Manufacturer
Manufacturer Product Name (1)
Manufacturer Product No.
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
case
10
Unit of Measure for Bidding
Estimated Annual Qty of U/M
case
30
Unit of Measure for Bidding
Estimated Annual Qty of U/M
each
20
2.3.5
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Annual Cost
Discount
Based Upon Direct Delivery to Location
Floor care pad, maroon thin line, 20 inch, for abrading sealed, finished, and painted wood gym floors. Ten Pads/case. Hillyard #MIN29592 or equal
Bid No.
Manufacturer
Manufacturer Product Name (1)
Manufacturer Product No.
Container Size
Quantity per Case
2.3.6
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Annual Cost
Discount
Manufacturer Product No.
Container Size
Quantity per Case
Based Upon Direct Delivery to Location
Heavy weight T-Bar Applicator, 18 inch. Hillyard #HIL50039 or equal
Bid No.
Manufacturer
Manufacturer Product Name (1)
2.3.7
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Based Upon Direct Delivery to Location
Page 46
Annual Cost
Discount
Refill Pad, 18 inch, synthetic, for T-Bar applicator. Hillyard PAD6000 or equal
Bid No.
Manufacturer
Manufacturer Product Name (1)
Manufacturer Product No.
Container Size
Quantity per Case
2.3.8
Most Current Manufacturer's List Price
Unit of Measure for Bidding
Estimated Annual Qty of U/M
each
50
Unit of Measure for Bidding
Estimated Annual Qty of U/M
Box
10
Unit of Measure for Bidding
Estimated Annual Qty of U/M
each
150
Effective Date of Manuf. List Price Bid Price
Annual Cost
Discount
Manufacturer Product No.
Container Size
Quantity per Case
Based Upon Direct Delivery to Location
Turkish Toweling, 22" x 36", 25 lb Box. Hillyard HIL #29937 or equal
Bid No.
Manufacturer
Manufacturer Product Name (1)
2.3.9
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Annual Cost
Discount
Manufacturer Product No.
Container Size
Quantity per Case
Based Upon Direct Delivery to Location
Screen Disc, 150 grit, 17 inch. Hillyard #HIL32617 or equal
Bid No.
Manufacturer
Manufacturer Product Name (1)
2.3.10
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Based Upon Direct Delivery to Location
Page 47
Annual Cost
Discount
Bidders are to provide the most current manufacturer’s product catalog and/or price list which shall be utilized as the basis to establish firm unit prices for the first year of the purchase agreement. For calculation of product unit prices for optional years two through five, the District will apply the percentage discount calculated from the difference of the manufacturer’s list price and the bidders proposed price for the first year; this product percentage discount shall remain firm throughout term of the purchase agreement. As a means of passing on annual manufacturer’s price increases, the awarded vendor will be allowed to introduce the most current manufacturer’s product catalog and price list on the anniversary date of the purchase agreement, which shall be August 1 st for each optional year. Once product prices are established on the anniversary date, all prices shall be firm for the one-year period. Prospective bidders are required to furnish all details which apply to proposed unit prices and discounts at the time of proposal opening. Manufacturer catalog(s) and price list(s) must be furnished in hard copy. 2.4.1 Bidder agrees to hold prices firm for the first year of the purchase agreement for categories 2.1, 2.2, and 2.3 Yes /___/
No /___/
2.4.2 Bidder agrees to price increases for optional years two through five for categories 2.1, 2.2, and 2.3 based upon percentage discount calculated for the first year of this purchase agree and the most current manuafacturer catalog and/or price available as of August 1st of each optional year. Yes /___/ No /___/ 2.4.3 Bidder agrees to hold prices firm throughout each optional year two through five for categories 2.1, 2.2, and 2.3 based upon percentage discount calculated for the first year of this purchase agree and the most current manuafacturer catalog and/or price available as of August 1st of each optional year Yes /___/
No /___/
2.4.4 Bidder has include hard copies of the most current manufacturer catalog and.or price list for the products being offered in this category No /___/ Yes /___/ 2.4.5 Bidder is to state any exception or alternate pricing structure for the above products:
Page 48
2.4.6 Describe warehousing and inventory of products to be ordered under this RFP to include delivery time, procedures for special orders, charges for emergency and special orders, one-time orders, locations of warehouse and distribution points to service the Portland Metro and Souwest Washington area:
Page 49
VANCOUVER SCHOOL DISTRICT #37
CUSTODIAL WORK MANAGEMENT SYSTEM AND CUSTODIAL SUPPLIES REQUEST FOR PROPOSAL # 2014-001
GENERAL CUSTODIAL SUPPLIES AND EQUIPMENT
CATEGORY THREE 50
PROPOSAL FORM RFP #2014-001 Custodial Work Management System and Custodial Supplies Company:
CATEGORY THREE-ONE General Custodial Supplies and Equipment *Bidder will be required to provide product information in all areas shaded in Gray.
Category Three-One – General Custodial Supplies and Equipment : The awarded vendor will be required to provide all known and unknown general custodial supplies and equipment to include custodial paper products, can liners, general cleaning products and supplies, and custodial equipment. The products in this category have been evaluated, tested, and meet the requirements of the District; and as such, the product specifications, brand name, and product number listed on the proposal form are “No Substitutions” unless otherwise noted. Bidders may submit alternate proposals which must be clearly labeled "Alternate Proposal"; however, the district reserves the right to select products best suited to the overall interest of the district. Paper Towels, hardwound roll, 7.7875" width, 350 linear feet/roll, 1.625 core size, color: brown, 40% minimum post consumer waste, 100% minimum recycled, 12 rolls/case. NO SUBSTITUTIONS Bid No.
Manufacturer
3.3.1
Georgia Pacific
Manufacturer Product Name (1)
Manufacturer Product No.
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
Envision
26401
case
12 rolls/case
case
1500
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Based Upon Direct Delivery to Location
Page 51
Annual Cost
Discount
Paper Towels, singlefold, 9.25" x 10.25", 250 count per packaage, 4000 count/case, color: brown, 40% minimum post consumer waste, 100% minimum recycled, 16 packages/case. NO SUBSTITUTIONS Bid No.
Manufacturer
3.3.2
Georgia Pacific
Manufacturer Product Name (1)
Manufacturer Product No.
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
Envision
23504
case
16 package/case
case
2000
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Annual Cost
Discount
Based Upon Direct Delivery to Location
Toilet Tissue, 4.375" x 3.75", 500 sheets/roll, white, 2 ply, 100% recycled, 96 rolls/case, Green Seal Certified. NO SUBSTITUTIONS
Bid No.
Manufacturer
3.3.3
Bay West
Manufacturer Product Name (1)
Manufacturer Product No.
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
Ecosoft
54900
case
96 rolls/case
case
1000
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Annual Cost
Discount
Based Upon Direct Delivery to Location
Dispenser, roll paper towel, push paddle, 12.75"(W) x 10.5"(D) x 14.25"(H), color: Translucent Smoke. NO SUBSTITUTIONS
Bid No.
Manufacturer
3.3.4
Georgia Pacific
Manufacturer Product Name (1)
Manufacturer Product No.
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
Push Paddle
54338
each
each
each
70
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Based Upon Direct Delivery to Location
Page 52
Annual Cost
Discount
Dispenser, singlefold towel, 400 towel capacity, 12-1/8"(W) x 7-1/4"(H) x 6-1/8"(D), Stain Stainless Steel finish, tumbler lock
Bid No.
Manufacturer
3.3.5
Bobrick
Manufacturer Product Name (1)
Manufacturer Product No.
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
B-263
each
each
each
200
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Annual Cost
Discount
Based Upon Direct Delivery to Location
Dispenser, soap, push button, surface-mounted, stain finish stainless steel container, 40 fl. Oz. capacity
Bid No.
Manufacturer
3.3.6
Bobrick
Manufacturer Product Name (1)
Manufacturer Product No.
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
Contura Series
B-4112
each
eacg
eacg
100
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Annual Cost
Discount
Based Upon Direct Delivery to Location
Dispenser, toilet tissue, two roll capacity, surface mounted, cast aluminum, satin finish, tumbler lock, plastic spindle for rolls up to 6"
Bid No.
Manufacturer
3.3.7
Bobrick
Manufacturer Product Name (1)
Manufacturer Product No.
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
B-27460
each
each
each
70
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Based Upon Direct Delivery to Location
Page 53
Annual Cost
Discount
Wipe and Cleaning Cloths, 12.5" x 13", quarter fold, white, hydroknit material technology, 76/package, 12 packages/case
Bid No.
Manufacturer
3.3.8
Kimberly Clark
Manufacturer Product Name (1)
Manufacturer Product No.
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
Wypall X60
34865
case
12 packages/case
case
150
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Annual Cost
Discount
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
case
3 boxes/case
case
50
Based Upon Direct Delivery to Location
Scouring Pad, Heavy duty, 6" x 9" x 1/4", green, synthetic fiber, 12/box, 3 boxes/case
Bid No.
Manufacturer
Manufacturer Product Name (1)
Manufacturer Product No.
3.3.9
3M
Scotch-Brite
86
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Annual Cost
Discount
Based Upon Direct Delivery to Location
Cleansing Pad, Light duty, 6" x 9" x 1/4", white, soft non-woven synthetic fiber, 20/box, 3boxes/case
Bid No.
Manufacturer
3.3.10
3M
Manufacturer Product Name (1)
Manufacturer Product No.
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
Scotch-Brite
98
case
3 boxes/case
case
20
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Based Upon Direct Delivery to Location
Page 54
Annual Cost
Discount
Scrub Sponge, Light Duty, 6.1" x 3.6" x 0.7", color: yellow/white, 20/case
Bid No.
Manufacturer
3.3.11
3M
Manufacturer Product Name (1)
Manufacturer Product No.
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
Scotch-Brite
63
case
20/case
case
100
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Annual Cost
Discount
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
case
4/case
case
25
Based Upon Direct Delivery to Location
Cleaning Pad Holder with Pads Kit, holds 10 inch pads, swivel, 4/case
Bid No.
Manufacturer
Manufacturer Product Name (1)
Manufacturer Product No.
3.3.12
3M
Doodlebug
6472
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Annual Cost
Discount
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
case
4 boxes/case
case
25
Based Upon Direct Delivery to Location
Scrub 'n Strip Pad, 4.625" x 10", brown, 5/box, 4 boxes/caae
Bid No.
Manufacturer
Manufacturer Product Name (1)
Manufacturer Product No.
3.3.13
3M
Doodlebug
8541
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Based Upon Direct Delivery to Location
Page 55
Annual Cost
Discount
Hi Pro Pad, 4.6" x 10", black, 10/box, 4 boxes/case
Bid No.
Manufacturer
3.3.14
3M
Manufacturer Product Name (1)
Manufacturer Product No.
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
Doodlebug
8550
case
4 boxes/case
case
25
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Annual Cost
Discount
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
case
4 boxes/case
case
10
Based Upon Direct Delivery to Location
Cleaning Pad, 4.6" x 10", white, 5/box, 4 boxes/case
Bid No.
Manufacturer
Manufacturer Product Name (1)
Manufacturer Product No.
3.3.15
3M
Doodlebug
8440
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Annual Cost
Discount
Manufacturer Product No.
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
14002
case
12 cans/case
case
25
Based Upon Direct Delivery to Location
Stainless Steel Cleaner and Polish, 21 oz Aerosol, 12/case
Bid No.
Manufacturer
3.3.16
3M
Manufacturer Product Name (1)
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Based Upon Direct Delivery to Location
Page 56
Annual Cost
Discount
Floor Pad, Super Polish Pad, white, 12 inch, non-woven polyester fiber, 5/case
Bid No.
Manufacturer
3.3.17
3M
Manufacturer Product Name (1)
Manufacturer Product No.
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
4100
case
5/case
case
50
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Annual Cost
Discount
Manufacturer Product No.
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
4100
case
5/case
case
50
Based Upon Direct Delivery to Location
Floor Pad, Super Polish Pad, white, 13 inch, non-woven polyester fiber, 5/case
Bid No.
Manufacturer
3.3.18
3M
Manufacturer Product Name (1)
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Annual Cost
Discount
Manufacturer Product No.
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
4100
case
5/case
case
50
Based Upon Direct Delivery to Location
Floor Pad, Super Polish Pad, white, 14 inch, non-woven polyester fiber, 5/case
Bid No.
Manufacturer
3.3.19
3M
Manufacturer Product Name (1)
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Based Upon Direct Delivery to Location
Page 57
Annual Cost
Discount
Floor Pad, Super Polish Pad, white, 17 inch, non-woven polyester fiber, 5/case
Bid No.
Manufacturer
3.3.20
3M
Manufacturer Product Name (1)
Manufacturer Product No.
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
4100
case
5/case
case
50
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Annual Cost
Discount
Manufacturer Product No.
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
4100
case
5/case
case
50
Based Upon Direct Delivery to Location
Floor Pad, Super Polish Pad, white, 20 inch, non-woven polyester fiber, 5/case
Bid No.
Manufacturer
3.3.21
3M
Manufacturer Product Name (1)
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Annual Cost
Discount
Manufacturer Product No.
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
7200
case
5/case
case
10
Based Upon Direct Delivery to Location
Stripping Pad, black, 12", non-woven nylon/polyester fiber, 5/case
Bid No.
Manufacturer
3.3.22
3M
Manufacturer Product Name (1)
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Based Upon Direct Delivery to Location
Page 58
Annual Cost
Discount
Stripping Pad, black, 13", non-woven nylon/polyester fiber, 5/case
Bid No.
Manufacturer
3.3.23
3M
Manufacturer Product Name (1)
Manufacturer Product No.
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
7200
case
5/case
case
10
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Annual Cost
Discount
Manufacturer Product No.
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
7200
case
5/case
case
10
Based Upon Direct Delivery to Location
Stripping Pad, black, 14", non-woven nylon/polyester fiber, 5/case
Bid No.
Manufacturer
3.3.24
3M
Manufacturer Product Name (1)
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Annual Cost
Discount
Manufacturer Product No.
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
7200
case
5/case
case
20
Based Upon Direct Delivery to Location
Stripping Pad, black, 17", non-woven nylon/polyester fiber, 5/case
Bid No.
Manufacturer
3.3.25
3M
Manufacturer Product Name (1)
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Based Upon Direct Delivery to Location
Page 59
Annual Cost
Discount
Stripping Pad, black, 20", non-woven nylon/polyester fiber, 5/case
Bid No.
Manufacturer
3.3.26
3M
Manufacturer Product Name (1)
Manufacturer Product No.
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
7200
case
5/case
case
10
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Annual Cost
Discount
Manufacturer Product No.
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
5300
case
5/case
case
10
Based Upon Direct Delivery to Location
Scrubbing Pad, blue, 12", non-woven nylon/polyester fiber, 5/case
Bid No.
Manufacturer
3.3.27
3M
Manufacturer Product Name (1)
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Annual Cost
Discount
Manufacturer Product No.
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
5300
case
5/case
case
10
Based Upon Direct Delivery to Location
Scrubbing Pad, blue, 13", non-woven nylon/polyester fiber, 5/case
Bid No.
Manufacturer
3.3.28
3M
Manufacturer Product Name (1)
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Based Upon Direct Delivery to Location
Page 60
Annual Cost
Discount
Scrubbing Pad, blue, 14", non-woven nylon/polyester fiber, 5/case
Bid No.
Manufacturer
3.3.29
3M
Manufacturer Product Name (1)
Manufacturer Product No.
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
5300
case
5/case
case
10
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Annual Cost
Discount
Manufacturer Product No.
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
5300
case
5/case
case
10
Based Upon Direct Delivery to Location
Scrubbing Pad, blue, 17", non-woven nylon/polyester fiber, 5/case
Bid No.
Manufacturer
3.3.30
3M
Manufacturer Product Name (1)
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Annual Cost
Discount
Manufacturer Product No.
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
5300
case
5/case
case
10
Based Upon Direct Delivery to Location
Scrubbing Pad, blue, 20", non-woven nylon/polyester fiber, 5/case
Bid No.
Manufacturer
3.3.31
3M
Manufacturer Product Name (1)
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Based Upon Direct Delivery to Location
Page 61
Annual Cost
Discount
T-Bar, "Taper T", 14 inch
Bid No.
Manufacturer
3.3.32
Ettore
Manufacturer Product Name (1)
Manufacturer Product No.
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
Taper T
1959
each
each
each
25
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Annual Cost
Discount
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
each
each
each
50
Based Upon Direct Delivery to Location
Sleeve for T-Bar, "Golden Glvoe Sleeve", 14 inch, microfiber w/scour pad
Bid No.
Manufacturer
Manufacturer Product Name (1)
Manufacturer Product No.
3.3.33
Ettore
Golden Glove Sleeve
51014
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Annual Cost
Discount
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
each
each
each
20
Based Upon Direct Delivery to Location
Squeegee, Master Brass, quick release brass and rubber grip
Bid No.
Manufacturer
Manufacturer Product Name (1)
Manufacturer Product No.
3.3.34
Ettore
Master Brass Squeegee
1339
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Based Upon Direct Delivery to Location
Page 62
Annual Cost
Discount
Channel for Squeegee, Master Brass, 10 inch
Bid No.
Manufacturer
3.3.35
Ettore
Manufacturer Product Name (1)
Manufacturer Product No.
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
Master Brass
1127
each
each
each
20
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Annual Cost
Discount
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
each
each
each
20
Based Upon Direct Delivery to Location
Channel for Squeegee, Master Brass, 16 inch
Bid No.
Manufacturer
Manufacturer Product Name (1)
Manufacturer Product No.
3.3.36
Ettore
Master Brass
1140
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Annual Cost
Discount
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
each
each
each
35
Based Upon Direct Delivery to Location
Replacement rubber for Squeegee, Master rubber, 10 inch
Bid No.
Manufacturer
Manufacturer Product Name (1)
Manufacturer Product No.
3.3.37
Ettore
Master Rubber
1407
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Based Upon Direct Delivery to Location
Page 63
Annual Cost
Discount
Replacement rubber for Squeegee, Master rubber, 16 inch
Bid No.
Manufacturer
3.3.38
Ettore
Manufacturer Product Name (1)
Manufacturer Product No.
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
Master Rubber
1422
each
each
each
35
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Annual Cost
Discount
Manufacturer Product No.
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
4286
each
each
each
100
Based Upon Direct Delivery to Location
Pocket Scraper, retractable blade, metal
Bid No.
Manufacturer
3.3.39
Ettore
Manufacturer Product Name (1)
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Annual Cost
Discount
Manufacturer Product No.
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
4518
pack
5/pack
pack
100
Based Upon Direct Delivery to Location
Blades for pocket scraper, 1-1/2" blades, 5/pack
Bid No.
Manufacturer
3.3.40
Ettore
Manufacturer Product Name (1)
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Based Upon Direct Delivery to Location
Page 64
Annual Cost
Discount
Putty Knife, 1-1/2" wide, flex metal blade, black plastic handle
Bid No.
Manufacturer
3.3.41
Hyde
Manufacturer Product Name (1)
Manufacturer Product No.
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
2100
each
each
each
150
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Annual Cost
Discount
Manufacturer Product No.
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
7500
each
each
each
50
Based Upon Direct Delivery to Location
Sprayer, pump-up, 64 oz., Gray/translucent
Bid No.
Manufacturer
3.3.42
Impact
Manufacturer Product Name (1)
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Annual Cost
Discount
Manufacturer Product No.
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
1302
each
each
each
50
Based Upon Direct Delivery to Location
Wastebasket, metal, round, 28 quart, color: gray
Bid No.
Manufacturer
3.3.43
Impact
Manufacturer Product Name (1)
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Based Upon Direct Delivery to Location
Page 65
Annual Cost
Discount
Bottle, plastic, 32 oz., embossed graduations and dilution ratios, recycled HDPE
Bid No.
Manufacturer
3.3.44
Impact
Manufacturer Product Name (1)
Manufacturer Product No.
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
5032WG
each
each
each
500
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Annual Cost
Discount
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
each
each
each
500
Based Upon Direct Delivery to Location
Sprayer Trigger for 32 oz. plastic bottle, white
Bid No.
Manufacturer
Manufacturer Product Name (1)
Manufacturer Product No.
3.3.45
Impact
Contour
5700
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Annual Cost
Discount
Manufacturer Product No.
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
9152W
each
each
each
25
Based Upon Direct Delivery to Location
Sign "WET FLOOR", plastic, color: Yellow, English/Spanish
Bid No.
Manufacturer
3.3.46
Impact
Manufacturer Product Name (1)
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Based Upon Direct Delivery to Location
Page 66
Annual Cost
Discount
Mop handle, 7-5/8" plastic speed change head, fiberglass handle, orange
Bid No.
Manufacturer
3.3.47
Impact
Manufacturer Product Name (1)
Manufacturer Product No.
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
84
each
each
each
50
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Annual Cost
Discount
Manufacturer Product No.
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
1127
each
each
each
50
Based Upon Direct Delivery to Location
Garbage Can, metal, galvanized, tapered, 27 gallon
Bid No.
Manufacturer
3.3.48
NorWesCo
Manufacturer Product Name (1)
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Annual Cost
Discount
Manufacturer Product No.
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
PT100331
package
10/package
package
400
Based Upon Direct Delivery to Location
Vacuum bag for ProTeam backpack vacuum, microfilter, 10/package
Bid No.
Manufacturer
3.3.49
ProTeam
Manufacturer Product Name (1)
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Based Upon Direct Delivery to Location
Page 67
Annual Cost
Discount
Filter for ProTeam backpack vacuum bag, 10/package
Bid No.
Manufacturer
3.3.50
ProTeam
Manufacturer Product Name (1)
Manufacturer Product No.
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
PT104544
package
10/package
package
100
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Annual Cost
Discount
Based Upon Direct Delivery to Location
Mop bucket, 35 quart capacity, tublar steel and structural web plastic construction, casters, w/handle, color: yellow
Bid No.
Manufacturer
3.3.51
Rubbermaid
Manufacturer Product Name (1)
Manufacturer Product No.
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
Wavebrake
FG757088 YEL
each
each
each
25
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Annual Cost
Discount
Based Upon Direct Delivery to Location
Wringer, down press, tublar steel and structural web plastic construction, 32 oz. mop capacity, color: Yellow
Bid No.
Manufacturer
3.3.52
Rubbermaid
Manufacturer Product Name (1)
Manufacturer Product No.
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
Wavebrake
FG757588 YEL
each
each
each
25
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Based Upon Direct Delivery to Location
Page 68
Annual Cost
Discount
Cleaning Cart w/zippered yellow vinyl bag, non-marking casters and wheels, bag capacity 20.8 gallons, color: black
Bid No.
Manufacturer
3.3.53
Rubbermaid
Manufacturer Product Name (1)
Manufacturer Product No.
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
FG617388
each
each
each
15
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Annual Cost
Discount
Manufacturer Product No.
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
FG618300 YEL
each
each
each
15
Based Upon Direct Delivery to Location
Vinyl Replacement bag for cleaning cart, with zipper, color: Yellow
Bid No.
Manufacturer
3.3.54
Rubbermaid
Manufacturer Product Name (1)
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Annual Cost
Discount
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
each
each
each
50
Based Upon Direct Delivery to Location
Dusting Want, flexible, quick-connect, w/microfiber sleeve, 20 inch
Bid No.
Manufacturer
Manufacturer Product Name (1)
Manufacturer Product No.
3.3.55
Rubbermaid
Hygen
FGQ85000 BK00
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Based Upon Direct Delivery to Location
Page 69
Annual Cost
Discount
Replacement sleeve for dusting wand, microfiber, 22.7" length, green, 6/pack
Bid No.
Manufacturer
3.3.56
Rubbermaid
Manufacturer Product Name (1)
Manufacturer Product No.
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
Hygen
FGQ85100 GR00
pack
6/pack
pack
100
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Annual Cost
Discount
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
pack
12/pack
pack
50
Based Upon Direct Delivery to Location
Mitt, cleaning, all-purpose, mircofiber, green, 12/pack
Bid No.
Manufacturer
Manufacturer Product Name (1)
Manufacturer Product No.
3.3.57
Rubbermaid
Hygen
FGQ65000 GR00
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Annual Cost
Discount
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
pack
12/pack
pack
100
Based Upon Direct Delivery to Location
Cleaning Cloth, general purpose, microfiber, 16' x 16", green, 12/pack
Bid No.
Manufacturer
Manufacturer Product Name (1)
Manufacturer Product No.
3.3.58
Rubbermaid
Hygen
FGQ62000 GR00
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Based Upon Direct Delivery to Location
Page 70
Annual Cost
Discount
Bucket, round, plastic, 14 quart capacity, w/handle. molded -in graduations, color: Gray
Bid No.
Manufacturer
3.3.59
Rubbermaid
Manufacturer Product Name (1)
Manufacturer Product No.
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
FG261400 GRAY
each
each
each
50
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Annual Cost
Discount
Manufacturer Product No.
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
4048100
each
eacg
each
25
Based Upon Direct Delivery to Location
Brush, counter/bench, polyester bristles, 8" brush length, 13" overall length, plastic handle
Bid No.
Manufacturer
3.3.60
Carlisle
Manufacturer Product Name (1)
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Annual Cost
Discount
Manufacturer Product No.
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
4054000
each
each
each
25
Based Upon Direct Delivery to Location
Brush, utility scrub, medium stiff nylon bristles, 8" length, 1.63" bristle trim, polypropylene handle
Bid No.
Manufacturer
3.3.61
Carlisle
Manufacturer Product Name (1)
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Based Upon Direct Delivery to Location
Page 71
Annual Cost
Discount
Brush, grout, nylon bristles, 0.87" bristle trim, 8-1/8" length x 1" width, black
Bid No.
Manufacturer
3.3.62
Carlisle
Manufacturer Product Name (1)
Manufacturer Product No.
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
36535103
each
each
each
25
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Annual Cost
Discount
Manufacturer Product No.
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
36531027
each
each
each
25
Based Upon Direct Delivery to Location
Brush, power scrub w/nylon bristle, plastic block, 8" length, with threaded handle, color: rust
Bid No.
Manufacturer
3.3.63
Carlisle
Manufacturer Product Name (1)
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Annual Cost
Discount
Manufacturer Product No.
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
36141003
each
each
each
25
Based Upon Direct Delivery to Location
Lobby Pan, 12" plastic w/metal handle, 30", black
Bid No.
Manufacturer
3.3.64
Carlisle
Manufacturer Product Name (1)
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Based Upon Direct Delivery to Location
Page 72
Annual Cost
Discount
Broom, speedy corn, yellow straight poly trim, wood handle w/vinyl grip
Bid No.
Manufacturer
3.3.65
Milwaukee
Manufacturer Product Name (1)
Manufacturer Product No.
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
437050
each
each
each
75
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Annual Cost
Discount
Manufacturer Product No.
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
BINDW
Gallon
each
each
100
Based Upon Direct Delivery to Location
Water, distilled, gallon
Bid No.
Manufacturer
3.3.66
Bonneau
Manufacturer Product Name (1)
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Annual Cost
Discount
Manufacturer Product No.
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
50# Box
Box
each
50
Based Upon Direct Delivery to Location
Snow and Ice Melt, 50# corrugated box
Bid No.
Manufacturer
3.3.66
ICE 50
Manufacturer Product Name (1)
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Based Upon Direct Delivery to Location
Page 73
Annual Cost
Discount
Solar Salt, 40# bag
Bid No.
Manufacturer
3.3.67
Cascol
Manufacturer Product Name (1)
Manufacturer Product No.
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
6070TX
40# Bag
Bag
each
20
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Annual Cost
Discount
Manufacturer Product No.
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
Gallon
4 - 1 Gallon
case
200
Based Upon Direct Delivery to Location
Hand soap, liquid, general purpose, no fragance, no dye, gallon container
Bid No.
Manufacturer
Manufacturer Product Name (1)
3.3.68
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Based Upon Direct Delivery to Location
Page 74
Annual Cost
Discount
CAN LINERS: The district will accept on domestic manufactured can liners (No Offshore Products). Cases are to be clearly marked with product number, case quantity, and liner size. Can liners will be test on a regular basis for quality and specifications to include micrometer test, count per box, and weight per box. Bid Prices for Can Liners: Bid prices for can liners must remain firm for a period six (6) months. Price changes for can liners are subject to change at the end of each six month period based upon actual material cost increases. Documentation of material cost increases must be provided with a written request of each price increase. Should the price increases be deemed too high, the District reserves the right to cancel the can liner portion of this bid and seek prices on the open market.
Liner, wastebasket, 24" x 24", clear high density plastic, 8 mil thickness, 1000/case, 12.3 lbs/case
Bid No.
Manufacturer
3.3.69
Republic
Manufacturer Product Name (1)
Manufacturer Product No.
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
case
1000/case
case
500
Most Current Manufacturer's List Price
Effective Date of Manuf. List Price Bid Price
Annual Cost
Discount
Based Upon Direct Delivery to Location
Liner, garbage can, 33" x 46", clear high density plastic, 16 micron thickness, 200/case, 17.8 lbs.case
Bid No.
Manufacturer
3.3.70
Republic
Manufacturer Product Name (1)
Manufacturer Product No.
Most Current Manufacturer's List Price
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
case
200/case
case
2000
Effective Date of Manuf. List Price Bid Price
Based Upon Direct Delivery to Location
Page 75
Annual Cost
Discount
Liner, garbage can, 43" x 48", clear high density plastic, 22 micron thickness, 150/case, 18.2 lbs/case
Bid No.
Manufacturer
3.3.71
Republic
Manufacturer Product Name (1)
Manufacturer Product No.
Most Current Manufacturer's List Price
Container Size
Quantity per Case
Unit of Measure for Bidding
Estimated Annual Qty of U/M
case
150/case
case
1000
Effective Date of Manuf. List Price Bid Price
Annual Cost
Discount
Based Upon Direct Delivery to Location
Miscellaneous supply Items
3.3.72 Bidder is required to provide a detailed pricing structure for category three products to include all price increases and/or price changes for optional years two through five. Bidder must specify how price increases/changes will be determined. Price changes may be based on annual percentage change, a consumer index, or most current manufacturer price list. Detailed pricing documentation will be required at the time of bid opening.
Page 76
3.3.73 Bidder is to provide a detailed pricing structure for unknown custodial supplies and equipment which maybe purchase under this purchasing agreement. Detailed pricing documentation will be required at the time of bid opening.
3.3.74 Bidder agrees to hold prices firm for the first year of the purchase agreement for category three products Yes /___/
No /___/
3.3.75 Bidder agrees to hold prices firm as of August 1st of each optional year throughout optional years two through five for category three products based upon vendor's chosen method of price adjustment. Yes /___/ 3.3.76 Bidder is to state any exception or alternate pricing structure for the above products:
Page 77
No /___/
VANCOUVER SCHOOL DISTRICT #37
CUSTODIAL WORK MANAGEMENT SYSTEM AND CUSTODIAL SUPPLIES REQUEST FOR PROPOSAL # 2014-001
PROPOSAL FORM FOR CUSTODIAL WORK MANAGEMENT SYSTEM
COMPANY INFORMATION 78
1. Company Profile: Bidders must provide a company profile to include a brief company history, primary business (market), scope of business in the States of Washington and Oregon.
2. Regional Distribution Requirements: It is the intention of the District to offer this purchase agreement to other public school districts and public entities in the states of Washington and Oregon with the same terms and conditions. Bidders will be required to submit a list of distribution points, including associated distributors, and sales program within the bidder’s operational scope of business. Each bidder will be required to state the company’s operational borders, delivery capabilities, and/or any exclusion which may affect other school districts and public agencies.
3. Form of Payment: The Vancouver Public Schools utilizes both purchase order and procurement card (credit card) methods of ordering, receiving, and payment for supplies and equipment. The District would favor utilization of procurement card for most, if not all, purchases under this Request for Proposal. If bidder is offering payment by procurement card, the bidder must state the terms and conditions for this service to include all costs and fees.
4. References: Bidders will be required to provide a minimum of three (3) references, preferably public school districts within the Pacific Northwest (OR-WA), with whom the distributor has conducted business within the last three years and whose distribution program is similar in size and scope proposed in this Request for Proposal. Reference #1 School Name: ________________________________________________________ School Address: ______________________________________________________ Contract Amount:_______________________________________________________ Completion Date: _______________________________________________________ School Representative: Name: ___________________________________ Title: ____________________________________ Phone #: _________________________________ Email Address:____________________________ Reference #2 School Name: ________________________________________________________ School Address: ______________________________________________________ Contract Amount:_______________________________________________________ Completion Date: _______________________________________________________ School Representative: Name: ___________________________________ Title: ____________________________________ Phone #: _________________________________ Email Address:____________________________ 79
Reference #3 School Name: ________________________________________________________ School Address: ______________________________________________________ Contract Amount:_______________________________________________________ Completion Date: _______________________________________________________ School Representative: Name: ___________________________________ Title: ____________________________________ Phone #: _________________________________ Email Address:____________________________
Terms and issues relating to insurance and fees will be identified as part of the evaluation phase of this project and made part of the purchase agreement. The awarded vendor certifies that adequate comprehensive general liability, motor vehicle, worker’s compensation and product liability insurances will be current and will not expire or be cancelled during the term of this purchase agreement. Additional insured endorsement: Purchase agreement’s insurance carrier will be required to provide a copy of a Certificate of Insurance to the District naming Vancouver School District as co-insured. Initials _________
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Vancouver Public Schools 2014-2015 Official District Calendar Board Approved: February 25, 2014 July 2014 S
M
T 1 8 15 5 22 29
W 2 9 16 1 23 30
T 3 10 17 24 31
6 13 20 27
7 14 4 21 1 28
S
M
T W T
3 10 17 24 31
4 11 1 18 8 25
5 12 2 19 26 6
F 4 11 18 25
August 2014 6 1 13 20 27 2
7 14 21 28
F 1 8 15 22 23 29 30
September 2014 S 7 14 21 28
M 1 8 15 22 29
T 2 9 16 23 3 30
W 3 10 1 17 24 2
T 4 11 1 18 25
F 5 12 19 26
February 2015
Holidays Labor Day Veterans’ Day Thanksgiving Break Winter Holiday New Year’s Day ML King Day Presidents’ Day S Spring Break 2 Memorial Day 9 16 Independence Day S 5 12 19 26
S 6 13 20 27
S 1 8 15 5 22 2
M 2 9 16 23
S 1 8 15 22 29
M 2 9 16 6 23 3 30 0
S
M
5 12 2 19 26
6 13 3 20 0 27 7
S
M
T W T
3 10 17 24 4 31 1
4 11 18 25
5 12 2 19 26 2 6
S 7 14 4 21 1 28
M 1 8 15 5 22 2 29 9
Student non-attendance days – Holidays
S
M
Early Release Day
5 12 19 26
6 13 3 20 0 27 7
S
M
T W T
F
2 9 16 23 30
3 10 17 24 31
4 11 1 18 25 5
7 14 21 28
September 1 November 11 November 26, 27, 28 Dec. 22 through Jan 2 January 1 January 19 February 16 April 6 through April 10 May 25 July 3
Non Student Days Parent Conferences (ES only) Parent Conferences (All) Semester Break Parent Conferences (MS/HS only)
October 23 October 24 January 28 April 24
Student Attendance Days First Day of School Last Day of School
September 3 June 16
Early Release Days October (All) T F S 2 3 4 October (MS/HS only) 9 10 11 April (All) 16 6 17 1 18 April (ES only) 23 3 24 2 2 25 Last two days of school
October 2014 S
M
5 12 19 26
6 13 20 27 7
November 2014 S
M
T W T
F
2 9 16 23 30
3 10 0 17 7 24 4
4 11 18 8 25 5
7 14 21 28 2
5 1 12 19 1 26 2 6
6 13 20 27 7
S 1 8 15 22 29 2
Snow make-up days June 17, 18, 19, and January 28 Note: Dates listed in priority order. Actual date could change based on timing and number of snow days. Board Meetings
W 4 1 11 18 2 25
T 5 12 19 26
F 6 13 20 27
S 7 14 21 28
March 2015 T 3 10 0 17 24 4 31
W 4 1 11 18 2 25
T 5 12 19 26
F 6 13 20 27
S 7 14 21 28
April 2015 T W 1 7 8 14 4 1 15 5 21 22 2 28 2 28 29 9
T 2 9 16 6 23 3 30 0
F 3 10 17 24
S 4 1 11 1 18 2 25
F 1 8 15 22 29
S 2 9 16 23 30
May 2015 6 1 13 20 2 27
7 14 21 28
June 2015 T 2 9 16 23 3 30
W 3 1 10 17 2 24
T 4 11 18 25
F 5 12 19 26
S 6 13 20 27
F 3 10 17 24 31
S 4 1 11 18 25
First and last day of school December 2014
S
October 22 October 23 April 23 April 24 June 15 & 16
T W 1 7 8 14 4 1 15 5 21 1 22 22 28 8 2 29 9 30 0 3 31
T 3 10 0 1 17 24 24
7 14 21 1 28 8
M 1 8 15 5 22 2 29 9
S
M
4 11 18 8 25 5
5 12 2 19 9 26 6
T 2 9 16 6 23 23 30 3 0
W 3 10 1 17 24 2 4 31 3 1
T 4 11 18 25 25
F 5 12 19 26 2
S 6 13 20 27 2
July 2015
January 2015 T W T 1 6 7 8 13 3 1 14 15 20 21 22 2 27 2 7 2 28 29
F 2 9 16 23 30
T W 1 7 8 14 1 15 21 2 21 22 28 2 29
T 2 9 16 23 30
August 2015 S 3 10 1 17 24 31
83
5 1 12 19 2 26
6 13 20 27
S 1 8 15 22 29
