Custodial Services for the Sedgwick County Main Courthouse and Adult Detention Facility

Agency: Sedgwick County
State: Kansas
Type of Government: State & Local
NAICS Category:
  • 561210 - Facilities Support Services
  • 561720 - Janitorial Services
Posted Date: Oct 29, 2019
Due Date: Nov 26, 2019
Solicitation No: 19-0081
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RFB/RFP Due Date Description Document Pre-bid Conference
19-0081 11/26/2019 1:45:00 PM Custodial Services for the Sedgwick County Main Courthouse and Adult Detention Facility A pre-proposal meeting has been scheduled for Tuesday, November 5, 2019 at 1:30 P.M. in the Main Court House lobby at 525 N. Main. This meeting is mandatory.

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Purchasing Department
525 N. Main, Suite 823 ~ Wichita, KS 67203
Phone: 316 660-7255 Fax: 316 383-7055
RFP # 19-0081
October 29, 2019
Sedgwick County, Kansas (hereinafter referred to as “County”) is seeking a firm or firms to provide
custodial services for the Main Courthouse and certain areas of the Adult Detention Facility, totaling
approximately 257,355 sq. ft. If your firm is interested in submitting a response, please do so in
accordance with the instructions contained within the attached Request for Proposal. Responses are due
no later than 1:45 pm CST, Tuesday November 26, 2019.
To ensure that vendors have complete information prior to submitting a proposal, a pre-proposal
meeting has been scheduled for Tuesday November 5, 2019 at 1:30 P.M. in the Main Court House
lobby at 525 N. Main. This meeting is mandatory. Vendors who wish to have their proposals reviewed
must have a representative from their firm present at this pre-proposal meeting
All contact concerning this solicitation shall be made through the Purchasing Department.
Proposers shall not contact county employees, department heads, using agencies, evaluation committee
members or appointed or elected officials with questions or any other concerns about the solicitation.
Questions, clarifications and concerns shall be submitted to the Purchasing Department in writing. Failure
to comply with these guidelines may disqualify the Bidder’s response
Britt Rosencutter
Purchasing Agent
RFP #19-0081
Sedgwick County…working for you
Table of Contents
About this Document
II. Background
III. Project Objectives
IV. Submittals
V. Scope of Work
VI. Sedgwick County’s Responsibilities
VII. Proposal Terms
A. Questions and Contact Information
B. Minimum Firm Qualifications
C. Evaluation Criteria
D. Request for Proposal Timeline
E. Contract Period and Payment Terms
F. Insurance Requirements
G. Indemnification
H. Confidential Matters and Data Ownership
I. Proposal Conditions
VIII. Required Response Content
IX. Response Form
About this Document
This document is a Request for Proposal. It differs from a Request for Bid or Quotation in that the county is
seeking a solution, as described on the cover page and in the following Background Information section, not a
bid or quotation meeting firm specifications for the lowest price. As such, the lowest price proposed will not
guarantee an award recommendation. As defined in Charter Resolution No. 68, Competitive Sealed Proposals
will be evaluated based upon criteria formulated around the most important features of the product(s) and/or
service(s), of which quality, testing, references, service, availability or capability, may be overriding factors,
and price may not be determinative in the issuance of a contract or award. The proposal evaluation criteria
should be viewed as standards that measure how well a vendor’s approach meets the desired requirements and
needs of the county. Criteria that will be used and considered in evaluation for award are set forth in this
document. The county will thoroughly review all proposals received. The county will also utilize its best
judgment when determining whether to schedule a pre-proposal conference, before proposals are accepted, or
meetings with vendors, after receipt of all proposals. A Purchase Order/Contract will be awarded to a
qualified vendor submitting the best proposal. Sedgwick County reserves the right to select, and
subsequently recommend for award, the proposed service(s) and/or product(s) which best meets its
required needs, quality levels and budget constraints.
RFP #19-0081
Sedgwick County…working for you
The nature of this work is for a public entity and will require the expenditure of public funds and/or use of
public facilities, therefore the successful proposer will understand that portions (potentially all) of their
proposal may become public record at any time after receipt of proposals.
Proposal responses, purchase orders and final contracts are subject to public disclosure after award. All
confidential or proprietary information should be clearly denoted in proposal responses and responders
should understand this information will be considered prior to release, however no guarantee is made that
information will be withheld from public view.
II. Background
Sedgwick County, located in south-central Kansas, is one of the most populous of Kansas’ 105 counties
with a population estimated at more than 514,000 persons. It is the sixteenth largest in area, with 1,008
square miles, and reportedly has the second highest per capita wealth among Kansas’ counties.
Organizationally, the county is a Commission/Manager entity, employs nearly 2,500 persons, and hosts or
provides a full range of municipal services, e.g. – public safety, public works, criminal justice, recreation,
entertainment, cultural, human/social, and education.
III. Project Objectives
Sedgwick County, Kansas (hereinafter referred to as “County”) is seeking a firm or firms to provide
custodial services. The following objectives have been identified for this contract:
1. Acquire Custodial Services meeting the parameters, conditions and mandatory requirements
presented in the document.
2. Establish contract pricing with the vendor that has the best proven “track-record” in performance,
service and customer satisfaction.
3. Acquire Custodial Services with the most advantageous overall cost to the County.
IV. Submittals
Carefully review this Request for Proposal. It provides specific technical information necessary to aid
participating firms in formulating a thorough response. Should you elect to participate, submit one (1)
original AND one (1) electronic copy (.PDF/Word supplied on a flash drive) of the entire document with
any supplementary materials to:
Britt Rosencutter
Sedgwick County Purchasing Department
525 N. Main, Suite 823
Wichita, KS 67203
SUBMITTALS are due, 1:45 pm Tuesday, November 26, 2019. Responses must be sealed and marked
on the lower left-hand corner with the firm name and address, proposal number, and proposal due date.
Late or incomplete responses will not be accepted and will not receive consideration for final award.
Proposal responses will be acknowledged and read into record at bid opening which will occur at 2:00 pm
CST, on the due date. No information other than the respondent’s name will be disclosed at bid opening.
RFP #19-0081
Sedgwick County…working for you
V. Scope of Work
The Custodial Contractor Shall:
1. Be responsible to make the management and operational decisions to meet the quality standards
required under this contract.
2. Implement an effective Quality Control Plan (QCP) and provide a copy to the Site Administrator
(Representative) (hereinafter referred to as the SA(R)). The QCP shall be submitted as part of the
proposal package.
3. Implement an effective service call system, which results in prompt, professional, and courteous
resolution of tenant concerns. Service calls shall not excuse incomplete service in other areas.
4. Keep the SA(R) informed of current status of the work being performed, provide work schedules and
provide other pertinent information needed by the SA(R).
5. Reduce the environmental impacts of work performed by using, to the maximum extent,
environmentally sound practices, processes, and products when possible. The Sedgwick County
Custodial Management Team (SCCMT) recommends applying green cleaning services that are
outlined in the current “GS-42 Green Seal Environmental Standard for Cleaning Services.” Any
conflicting services between the Green Cleaning and this Proposal, the Proposal shall govern.
6. Provide a designated Site Supervisor. The site supervisory duties shall include daily communication
with the SA(R). The Site Supervisor shall be responsible for quality completion of all custodial work
and for notifying the SA(R) of any incomplete work.
7. Cleaning mops and rags shall occur after scheduled cleaning hours, and a clean mop and rag used
each day.
8. Shall submit finding of pest or rodent evidence to the SA(R).
9. Shall submit finding of property damage to the SA(R).
10. Shall submit finding of areas in need to special request cleaning to the SA(R).
11. Relock any doors that are found locked prior to cleaning.
12. Turn off all lights upon completion of cleaning an unoccupied area.
13. In the event a contractor has been requested to clean an area and discovers area is occupied, the
contractor may attempt to provide service by politely requesting permission. If the user does not give
permission, the custodian shall pass over this area until a later time when the area may be available.
14. Supply list of all equipment and general materials to be used in the fulfillment of services. The
contractor is to keep this list current and updated. Submit List of Equipment / materials to SA(R) one
week prior to the first day of custodial work at each facility. The County Custodial Manager (CCM)
shall approve all products prior to use (feather dusters are not approved).
Vendor Supply List by Contractor includes:
Metal cleaners and polisher. All residue shall be removed.
Cleaning/polishing product for genuine wood paneling and similar surfaces. Do not use
products that “cloud” or buildup on surfaces; or leave excessive oily surface
Water based Glass cleaners and countertop cleaners. Products that leave a residue shall
not be used.
All floor cleaners, strippers, sealers, finish products, etc.
All restroom, bathroom, shower cleaning products and supplies; including liners for
disposal receptacles, and dispensers for feminine pads and tampons (with the exception
of toilet paper, paper towels and can liners).
Gloves, rags and other expendables
Graffiti removal cleaners
MRSA disinfectant and sanitizer.
All other supplies not specifically identified in this document.
RFP #19-0081
Sedgwick County…working for you
15. Equipment by Contractor includes:
All equipment used by Contractor (including power equipment)
Carpet shampoo equipment with Self-contained extraction unit to include brush agitator
Dilution controlled chemical station
Fine filament microfiber mops
Ladders with cushions on their feet to protect floors
HEPA filtered vacuum where required.
All carts, vacuum cleaners, buffers, scrubbers, batteries, brushes, buffer pads, and other
related equipment and supplies. Contractor shall also furnish, supply and display
adequate floor signs and cautioning of wet floor when working in buildings that have
staff present at time of cleaning.
Sanitary napkin / tampon dispensers. Contractor is responsible for purchase of products
and refill of dispensers. Dispensers shall be provided and installed by county. (NOTE:
Contractor retains all income from these dispensers.)
Cleaning solution mixing stations, related plumbing devices
Any other equipment of similar nature Contractor may use.
16. Keep Material Safety Data Sheets (SDS) updated and a copy readily available at each site at all times.
Submit SDS sheets one week prior to the first day of custodial work at facility.
17. Coordinate with the SA(R) prior to the schedule of Periodic Cleaning Services. The Contractor shall
be responsible for moving small furnishings (sofas, chairs, benches, tables, chair pad, trash can, etc.).
Any furnishings moved are to be returned to their original positions. Moving of large furniture
(cubicle, desk, shelving, file storage, special equipment, copiers, refrigerators, etc.) will be by the
county. Contractor shall take provisions to protect any furniture remaining, not moved, in area of
cleaning. Moving of duplicating equipment, computer equipment, and similar type electric and
electronic equipment shall not be by the Contractor.
18. Maintain adequate custodial staffing levels.
16. Communication Plan
The Contractor shall prepare and provide to the CCM a communication plan detailing how the
Contractor’s plans to communicate with Sedgwick County, to receive and respond to service calls, status
of projects, etc. The plan shall be submitted as part of the proposal package for the county to review and
17. Service Calls
The Contractor shall respond to unexpected service calls during building operating hours, typical
operating hours are 8 AM to 5 PM unless noted otherwise. Contractor shall detail in its QCP how it will
monitor and respond to service calls.
The Contractor shall respond to all service call requests (custodial issues), and invoice the SA(R) in
accordance with the agreed upon pricing schedule provided in Attachment A.
The Contractor response shall be within 15 minutes on any service call, and action shall be taken within
one hour or as agreed upon with SA(R).
Non-Performance Issue service calls: Any discrepancies noted and reported to the SA(R) for corrective
action, shall be at no additional cost to county. The Contractor shall begin corrective action within one hour.
18. Contractor Inspections
RFP #19-0081
Sedgwick County…working for you

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