Custodial Services for the Sedgwick County COMCARE and Health Department

Agency: Sedgwick County
State: Kansas
Type of Government: State & Local
  • S - Utilities and Training Services
Posted: Apr 12, 2021
Due: Apr 27, 2021
Solicitation No: 21-0004
Publication URL: To access bid details, please log in.
RFB/RFP Due Date Description Document Pre-bid Conference
21-0004 4/27/2021 1:45:00 PM Custodial Services for the Sedgwick County COMCARE and Health Department A pre-proposal meeting has been scheduled for Tuesday, April 13, 2021 at 3:00 pm via ZOOM. To receive a link please email with the word ZOOM in the subject line.

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Purchasing Department
525 N. Main, Suite 823 ~ Wichita, KS 67203
Phone: 316 660-7255 Fax: 316 383-7055
RFP # 21-0004
April 8, 2021
Sedgwick County, Kansas (hereinafter referred to as “county”) is seeking a firm or firms to provide Custodial Services for
Sedgwick County COMCARE and Health Department, totaling approximately 61,825 square feet. 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 CDT, Tuesday, April 27, 2021.
To ensure that vendors have complete information prior to submitting a proposal, a pre-proposal meeting has been
scheduled for Tuesday, April 13, 2021 at 3:00 pm via ZOOM. To receive a link please email with the word ZOOM in the subject line. This meeting is not mandatory. Vendors
who wish to have their proposals reviewed are encouraged to have a representative from their firm attend this pre-proposal
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
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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. HIPAA Required Response
X. Response Form
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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.
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
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.
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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 CDT, Tuesday, April 27, 2021. 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.
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
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.
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14. Supply a 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 (1) 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
Gloves, rags and other expendables
Graffiti removal cleaners
MRSA disinfectant and sanitizer
All other supplies not specifically identified in this document.
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 (1) 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.
19. 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 approve.
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This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation. For more information, please visit the Publication URL Web page.
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* Disclaimer: Information regarding bids, requests for proposals (RFPs), or requests for qualifications (RFQs) is provided on this website only as a convenience and does not constitute official public notice. Persons wishing to respond to or inquire about bids, RFPs, or RFQs should contact the appropriate government department.