ADMINISTRATIVE OFFICES 1560 DELMAR DRIVE FOLCROFT, PA … · 2015-02-18 · administrative offices...

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SOUTHEAST DELCO SCHOOL DISTRICT

ADMINISTRATIVE OFFICES

1560 DELMAR DRIVE ● FOLCROFT, PA 19032 ● 610-522-4300

REQUEST FOR PROPOSAL

FOR

MAINTENANCE SERVICES

BY


PROPOSALS TO BE SUBMITTED

TO


ATTENTION: MS. VANESSA SCOTT, BUSINESS ADMINISTRATOR

1560 Delmar Drive

Folcroft, PA 19032

DUE: 1:00 P.M., Tuesday, March 24, 2015

Complete below if purchase order should be

sent to a different address:

FIRM NAME FIRM NAME

ADDRESS ADDRESS

TELEPHONE NUMBER TELEPHONE NUMBER

FAX NUMBER FAX NUMBER

CONTACT PERSON CONTACT PERSON

EMAIL __________________________________ EMAIL _________________________________

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GENERAL NOTICE TO ALL RESPONDENTS:

Under Pennsylvania law, the chosen respondent will be required to obtain three (3)

satisfactory employee clearances for each respondent-employee assigned to work on or in

any Southeast Delco School District property or facility. The cost of obtaining such

employee clearances shall be the sole responsibility of the chosen respondent. The three

employee clearances include:

FBI Background Check

Child/Student Abuse Reporting/Clearance

Pennsylvania Criminal History Background Check

Also required is a signed Arrest/Conviction Report and certification Form (under act 24 of

2011).

Please see the General Instructions and Conditions section below (Section II) for more

details.

NO RESPONDENT-EMPLOYEES WILL BE PERMITTED ONTO A DISTRICT

PROPERTY, OR INTO A DISTRICT FACILITY, WITHOUT FIRST PROVIDING

SATISFACTORY WRITTEN EVIDENCE OF ALL THREE (3) OF THE CLEARANCES

LISTED ABOVE, AS DETERMINED BY THE SOUTHEAST DELCO SCHOOL

DISTRICT IN ITS SOLE DISCRETION.

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SECTION I

NOTICE OF REQUEST FOR PROPOSAL

To Prospective Respondent:

The Southeast Delco School District (hereinafter, the “District”) seeks proposals from

firms that provide a single comprehensive, high-quality, cost-effective, and responsible source

for the entirety of the District’s needs for the Maintenance services described in Section IV

(hereinafter, the “Services”). The District expects that the appropriate programs can only be

determined by a thorough study of existing conditions by the successful proposer, followed by

discussions and decisions by the District as to its standards and priorities. During the mandatory

site visits, questions will be collected and consolidated and e-mails containing appropriate

answers to such questions will be sent to all respondents.

This Request for Proposal (“RFP”) does not necessarily contain all of the terms of the

contract to be awarded. At the conclusion of the proposal evaluation process, the District shall

identify the respondent appearing to best suit the District’s needs and expectations, for formal

contract negotiations, which may include adjustments to the illustrative “Scope of Work.” The

District reserves the right to pursue negotiations with any respondent deemed qualified by the

District. In no event does this RFP commit the District to award any contract to any respondent.

As this RFP is not a competitive bid, the use of the terms “bid” and “responding” herein

shall not operate to require the District to award a contract to the lowest responsible and

responsive respondent. To the contrary, the District retains the right to negotiate the price and

other terms of the contract with the respondent identified and chosen by the District.

The District will review all proposals to determine responsiveness; any proposal that does

not address all requested requirements or is incomplete can be rejected.

SUBMISSION OF PROPOSALS: Sealed proposals will be received in the office of

the District’s Business Administrator, Attention: Ms. Vanessa Scott, at the District’s

Administration Building, which has an address of 1560 Delmar Drive, Folcroft, PA 19032.

Proposals should be submitted in sealed envelopes plainly identifying the proposal (Proposal

Title), and will be received up to 1:00 p.m., prevailing time, Tuesday, March 24, 2015. The

reading of these proposals will not be open to the public; however proposals may become public

documents to the extent required by law.

All proposals (one (1) original plus four (4) copies) should be submitted in the format

described in this RFP. The District shall take a maximum of one hundred twenty (120) days

from the date of opening of the sealed proposals to identify the “winning” respondent, and no

proposals may be withdrawn prior to the District’s decision. All proposals will be offers to

supply the services set forth in the specifications attached to, and made a part of, this RFP.

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RESPONDENT’S CONFERENCE (PRE-RESPONSE MEETING): There will be a

mandatory Pre-Response meeting held at 10:00 a.m. on Wednesday, March 11, 2015 at the

District’s Administration Building, 1560 Delmar Drive, Folcroft, Pennsylvania, 19032.

The District has determined that for purposes of this RFP, it is vital that each respondent

take the opportunity to personally review the facilities and grounds of the District. The District

will provide respondents two opportunities to review, measure, and otherwise evaluate the

existing conditions of the District’s facilities and grounds on the following schedule:

Mandatory Pre-Bid Visit Day: Wednesday, March 11, 2015 at 10:00 a.m.

Respondents must assemble at the District’s Administration Building at 10:00 A.M. for a

brief orientation meeting and to sign-in. All District facilities must be vacated by 2:00 P.M. that

same day. Respondents may submit questions raised by the site visits in writing to the District’s

Business Administrator so that the District may address them in addenda to the RFP. No other

form of answer to a question will be deemed included in the information forming the RFP.

Each respondent must provide fully trained employees for all Services that are quoted in

its proposal.

CONTRACT PERIOD: The initial term of the contract for the proposal will be for the

period beginning July 1, 2015 and ending June 30, 2019, but the term of such contract shall

automatically continue for four year periods until canceled by either party upon not less than

ninety (90) days prior written notice to the non-cancelling party. Please include pricing for the

initial four (4) year term in your proposal.

CONTRACT: Submission of a proposal pursuant to this RFP constitutes an offer by the

respondent to enter into a contract for the supply of the Services described herein and in

accordance with the specifications attached hereto.

SIGNATURE: All proposals submitted pursuant to this RFP must be signed by the

respondent, if an individual, or by a duly authorized agent or officer of the person, firm or

corporation making the proposal.

AWARD: The District reserves the right to reject any and all proposals submitted

pursuant to this RFP or select a single item from any proposal. The District further reserves its

right to waive errors, irregularities or technical defects in any proposal or proposal forms

submitted and to award the contract in accordance with the best interests of the District. The

District may also require submission of proof of responsibility.

SPECIFICATIONS: Detailed specifications are attached to this RFP. In case of any

variance between the terms of this RFP and the specifications attached hereto, the specifications

shall control.

DISCREPANCIES: Notification of discrepancies, omissions or questions pertaining to

any part of this RFP or the specifications shall be directed to the District’s Business

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Administrator, Ms. Vanessa Scott. If any discrepancy or omission should affect the cost set forth

in a respondent’s proposal, and the notification of such discrepancy or omission is received prior

to the submission deadline, then an addendum will be prepared by the District and sent to each

respondent affected.

PROPOSAL PAGE: The proposal page must be signed and notarized. A respondent’s

Federal Tax Identification number (or Employer Identification Number – EIN) or Social Security

number must be included with its proposal on the blank provided at the bottom of the proposal

page.

CLARIFICATION OF PROPOSAL: Any respondent in doubt as to the true meaning

of any part of this RFP, the specifications or other proposed contract documents may submit a

written request for an interpretation to the District’s Business Administrator before 2:00 P.M. on

Monday, March 16, 2015 to provide the District with sufficient time to reply to all respondents

via an addendum. The District will not be responsible for any other explanations or

interpretations of the RFP, specifications or other proposed contract documents. Under no

circumstances will a request for clarification alter the proposal submission deadline.

Deviations and exceptions from the terms, conditions, or specifications shall be described

fully, on the respondent’s letterhead, signed and attached to the proposal. In the absence of such

statement, the proposal shall be accepted as in strict compliance with all terms, conditions, and

specifications and the respondent shall be held liable.

PROPOSAL FORMAT: Submit five (5) sets (one original and four (4) copies) of a

securely bound proposal containing the following:

1. General Requirements. Although proposals may be printed double-sided to

conserve paper, a “page” is considered a single side of paper. The font-size used for the proposal

shall not be smaller than 10-point. A “Cost” section shall be provided separately, but

respondent’s should feel free to address matters that may affect cost arrangements in any section

in which it is relevant to properly understand the proposal. Include pricing for the initial four (4)

year term in your proposal.

2. Transmittal Letter. A cover transmittal letter, signed by a responsible officer of

the respondent-entity who will be the respondent-entity’s point of contact for purposes of this

RFP. Include an e-mail address and cell phone number for this contact person.

3. General Overview of the Respondent. Provide basic information about your

company as a business entity including relevant licenses and credentials, history, size, markets

served, representative institutional clients, and references. This overview must include the

number of your employees who have current security clearances for Act 34 Criminal History,

Act 151 Child Abuse, and FBI background checks.

4. Employment Matters. Identify the key regional management personnel who will

be responsible for the respondent-entity’s performance of the contract, in the event an award is

made. Identify the qualifications your company requires for on-site managers and employees.

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Identify your company’s procedures for immigration compliance and criminal history screening.

Identify your company’s training programs for line and managerial employees. Include in this

section of your proposal any additional information you wish to convey about your company’s

human resources practices or in-house programs that may enhance the overall performance of the

District’s program under the contract.

5. Qualifications/Program/Expertise. Explain how your firm proposes to take over

and carry out the delivery and performance of the Services. Your response should be calibrated

to your understanding of the District’s facilities, needs, and your company’s expertise and

qualifications.

6. Compensation and Costs. For the sake of rough comparison, the following is

requested:

Using the specifications attached to this RFP, state an annual comprehensive fee,

inclusive of all labor, employee benefit costs, services, insurance, all other overhead and

expenses of performance, and profit, of performing the Services during the Contract Period.

This should be done for each location listed in this RFP and your proposal. You may propose

multiple compensation arrangements in the alternative. You may explain any underlying

assumptions, alternatives, and anything else important to understanding your estimates or the

methodology used to create them.

Where available, please provide examples of other clients with whom the proposed

arrangements have been made, so that the District can survey the marketplace for the best

practices and average costs of the programs requested.

7. Supplies and Equipment. The District will provide supplies and equipment and

will be responsible for maintenance and service of equipment. The District will require periodic

inventory of supplies and equipment that include condition of equipment, to be performed by the

Contractor

Organizational Chart. All respondents must prepare an organizational chart identifying

the number of personal work hours of each position in the proposal for the District’s review.

IMPORTANT NOTE TO ALL RESPONDENTS:

THE FOLLOWING PAGES MUST BE RETURNED WITH YOUR PROPOSAL:

Cover Sheet, Non-Collusion Affidavit, Reference Forms, all pricing pages and Proposal Pages.

EVALUATION AND SELECTION PROCESS: The District intends to review the

proposals submitted and create a “short list” for more intensive review and interviews, with the

announcement of the “short list” expected to occur by Wednesday, April 29, 2015. The District

may check references, conduct site visits, and pursue any other information useful to the

evaluation and selection of an appropriate respondent to be offered the first opportunity to

negotiate an acceptable agreement. The award decision will be based on, but not limited to, the

following criteria:

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Expertise and Qualifications of the Respondent

Satisfaction of Respondent’s Current / Former Clients

Quality and Professionalism of Program of Services Offered

Compensation and Cost Proposal

Other Potential Reductions in District Costs (e.g., utilities, insurance, capital needs)

Qualifications and Quantity of Employees

Financial Stability

Detailed Records and Reports

Clear and Itemized Invoicing,

Understanding of Services to be Performed

Clarity of Proposal

Current Licenses and Certifications

Dunn & Bradstreet Evaluation

References

Other reasonable criteria in the District’s sole discretion

THE SOUTHEAST DELCO

SCHOOL DISTRICT

Ms. Vanessa Scott

Business Administrator

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SECTION II

GENERAL INSTRUCTIONS AND CONDITIONS

1. ACCEPTANCE AND/OR REJECTION: Only those proposals received by the District

prior to the date and time stated in the RFP shall be considered by the District.

2. AWARDING OF CONTRACTS: The District is free to accept the proposal that best

serves the District’s interests and not necessarily the lowest proposal. The District reserves the

right to reject any or all proposals, or any part of a proposal, or to waive technical defects or

irregularities, and increase or decrease quantities, if, in its judgment, the best interests of the

District will thus be served. Each respondent agrees, if its proposal is accepted by the District,

that it will execute a contract (hereinafter, the “Contract”) with the District in the form to be

negotiated with the District, generally containing the terms set forth below in this RFP. The

District shall be the sole judge in making a determination as to the evaluation and determination

of the proposal that is in the best interests of the District (in accordance with the criteria set forth

in Section I of this RFP). The District reserves the right to reject any or all proposals or parts

thereof for any reason, to negotiate changes to proposal terms, to waive minor inconsistencies

with the RFP, and to negotiate a contract with the successful Vendor.

3. PARTIES TO THE CONTRACT: The Contract shall be between the District and the

successful respondent (hereafter referred to as the “Contractor”) for the provision of the Services

according to the following terms. The District’s Business Administrator, or his designee, shall

be the representative of the District responsible for the administration of the Contract.

4. DESCRIPTION, LOCATION AND PRICING OF SERVICES: Contractor will assign

its employees to the District to provide Services at the location(s) and for the pricing set forth in

the specifications. The District will be permitted to use the Contract in connection with its

business operations, responses to Right to Know requests and other uses as required by law. The

pricing structure will be based on the hourly rates paid by Contractor to its employees adjusted

for Contractor overhead as agreed to between Contractor and the District.

5. CONTRACTOR’S RESPONSIBILITIES:

a. Generally.

i. Pursuant to Section 8 below, Contractor, as an independent contractor, will

agree to hire and assign those employees referred to Contractor by the District

to provide the Services. Contractor will further conduct any additional screening

requested by the District and mutually agreed upon by Contractor and the

District and as required by law. Contractor will agree not to furnish the District

with any personnel whom the District would deem ineligible if the District were

directly employing such personnel in the same type of position. All of the

Services required under the Contract shall be performed by Contractor

employees. Primary responsibility for performing the Services required under

the Contract will be delegated by Contractor. Employees of Contractor will not

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be employees of the District. Employees of Contractor must be W-2 employees

not 1099 employees.

ii. Contractor, at no additional cost to the District, will designate and provide

individuals in Contractor’s employ to be responsive to concerns raised by

District supervisor(s) with respect to the Services provided under the Contract.

The Contractor’s lead person will report to the district’s designed supervisor(s).

iii. As the employer, Contractor will make the employees assigned to the District

available to be trained by District personnel which training shall include, but not

be limited to, the District’s policies and procedures, emergency procedures,

dress code, hours, duty requirements, and other expectations of employees as set

forth by the District and as required by law. Contractor will agree to utilize its

best efforts to assign, to the extent possible, its employees based upon area of

expertise and the District’s preference.

iv. Contractor will agree to: (i) maintain all necessary personnel and payroll records

for its employees; (ii) calculate their wages and withhold taxes and other

government mandated charges, if any; (iii) remit such taxes and charges to the

appropriate government entity; (iv) pay net wages and fringe benefits, if any,

(i.e., vacation and holiday pay plus other(s) specified in the specifications)

directly to its employees; (v) provide for liability and property insurance as

required by the Contract, and (vi) provide workers’ compensation insurance

coverage in amounts as required by law.

v. At the District’s request, Contractor will agree to remove any of its employees

assigned to the District; provided, that the Contract will in no way affect the

right of Contractor, in its sole discretion as employer, to hire, assign, reassign,

discipline and/or terminate its own employees.

b. Supplies and Equipment. The District will agree to make available, without any

cost or charge to Contractor, the necessary equipment so that Contractor may perform the

Services under the Contract. The District will agree to maintain, repair, replace and replenish

any equipment as necessary throughout the term of the Contract, as necessary, to enable

Contractor to continue rendering the Services. The District will require periodic inventory of

supplies and equipment that include condition of equipment, to be performed by the Contractor.

c. Compliance. Contractor will agree to comply with all applicable laws,

regulations and orders, including, but not limited to, laws and regulations related to occupational

safety and health, equal opportunity employment laws and regulations, the Fair Labor Standards

Act, the Immigration Reform Control Act, and criminal history record check laws.

d. Clearances. Contractor will agree to be responsible, at its sole cost, for obtaining

background checks that comply with the provisions of Section 1-111 of the Public School Code

of 1949, as amended (the “Code”) of the Commonwealth of Pennsylvania (the

“Commonwealth”), and child abuse clearance statements that comply with the provisions of Act

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151 of 1994 (23 Pa. C.S. §6354 et seq.), amending the Child Protective Services Law, for all

Contractor employees who will perform Services under the Contract. Contractor will agree to

maintain copies of such clearance documents and provide a copy of such clearance documents to

the District. Any Contractor employee with a documented criminal background or child abuse

history shall be deemed objectionable by the District, in its sole discretion, and will be prohibited

from working on the District’s property or in any District facility. The above-described

clearance requirements are more stringent than the statutory requirements imposed by law for the

submission of criminal background checks and child abuse clearances. The procedures for

obtaining such reports can be obtained by contacting the Pennsylvania Department of Education,

333 Market Street, Harrisburg, Pennsylvania, 17126-0333, and on its publicly available website.

All required clearance documents must be dated no less than one (1) year prior to their delivery

to the District. All required clearance documents must be sent to the District’s Business

Administrator. Satisfactory clearance documents will be required for any Contractor employee

who may perform Services for the District under the Contract and satisfactory clearance

documents must be provided before Contractor employees are permitted on any District property

or in any District facility. The District’s Business Administrator shall determine if the required

clearance documents are acceptable prior to any Contractor employee being allowed on any

District property or in any District facility.

Criminal History Background Check

Child/Student Abuse Reporting/Clearance Form

FBI Federal Criminal History Record Check

e. Arrests and Criminal Charges. Contactor agrees to have each employee sign

Form PDE-6004. Contractor will agree to immediately notify the District’s Superintendent any

time that one of its employees or agents who are or will be performing Services under the

Contract on behalf of the District are either arrested or charged with a criminal offense.

Arrest/Conviction Report and Certification Form (Form PDE-6004)

f. Employees on Assignment. All employees assigned to the District under the

Contract shall be and remain employees of Contractor. Contractor’s employees shall not be

eligible for tenure with the District or be entitled to participate in any of the District’s employee

benefit plans, including but not limited to pension, 401(k), 403(b), profit sharing, retirement,

deferred compensation, welfare, insurance, disability, bonus, vacation pay, severance pay and

other similar plans, programs and agreements, whether reduced to writing or not.

g. Excluded Work. The District reserves the right to contract out to third parties

work of the nature being performed under this Contract

6. PAYMENT FOR SERVICES: In consideration of Contractor’s performance of the

Services, the District will agree to pay Contractor in accordance with the pricing set forth in the

Contract. Contractor will invoice the District at the end of each month for direct costs incurred

by the District under the Contract at the address set forth above or at any other address that the

District designates. The District shall make payment to Contractor within thirty (30) days of the

date of the Contractor invoice. In the event of termination of the Contract, the District will pay

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Contractor promptly for Services performed up to the time of termination. The Contractor must

use the District’s time clock each day. The time clock system is an electronic system and

requires the scanning of a fingerprint to clock in and out of work. The contactor must have all

the clearances submitted and approved to use the District’s time clock system. Contractor time

cards will be conclusive as to the number of compensable hours worked by each Contractor

employee assigned to the District.

The District is exempt from federal excise tax and from Pennsylvania taxes and will

furnish exemption certificates where appropriate. All Contractor invoices must be submitted in

duplicate to:

Southeast Delco School District

Attention: Business Department

1560 Delmar Drive

Folcroft, PA 19032

7. TERM; TERMINATION: In the event of termination, the Contract will continue to

govern the parties’ rights and obligations with respect to Services performed prior to termination.

Upon termination of the Contract, Contractor will be entitled to be compensated for Services

rendered to the District up until the date of termination with said compensation to be pro-rated

for partial months of service. Contractor and the District will agree to deliver to the other any

and all records, data, notes, reports, information, lists, correspondence, emails, materials or other

documents, reproductions or copies (including but not limited to computer discs or drives) of any

aforementioned items either developed pursuant to the Contract or otherwise necessary to

facilitate the performance of the Services. Both parties to the Contract will agree to deliver to

the other all property in its possession that belongs to the other in good repair and condition.

8. HIRING OF EMPLOYEES: Upon the request of the District, Contractor will agree to

hire any or all qualified current employees utilized by the District and designated by the District

to be hired. Employees rated by the District as unsatisfactory prior to implementation of the

Contract are deemed unqualified. The District will provide a list of its current maintenance staff

employees to Contractor.

9. DOCUMENTATION OF TIME WORKED: The District will agree to review, approve

and sign, by signature or electronic means, documentation of time worked by Contractor

employees. The District will also agree to designate one or more representatives to approve the

record on its behalf.

10. DAILY UNIT AND OVERTIME PAY/BILLINGS: Contractor will agree to pay its

employees and bill the District on an hourly unit basis. If an employee works more than forty

(40) hours in a single workweek, Contractor will pay the employee additional compensation for

the time worked in excess of forty (40) hours. If a specific employee works overtime as

specifically requested by the District and as evidenced by required time cards, Contractor will

bill the District for such overtime at one-and-one-half (1.5) times the District’s hourly bill rate

less the Contractor overhead rate on the overtime portion.

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11. CERTIFICATES OF INSURANCE: Any Contractor awarded a contract which calls for

the installation of equipment or for the performance of any Services on District property or in a

District facility must furnish certificates of insurance for Workers’ Compensation and Public

Liability Insurances. The Southeast Delco School District must be included on all insurance

policies as an additional insured. A certificate of insurance must be on file in the District’s

Purchasing Department before the awarded Contractor may perform any Services. If insurance

is due to expire during the course of the Contract a replacement certificate of insurance must be

provided by the Contractor before the last day of the then-current policies.

12. INSURANCE: Contractor will agree to provide, at its own expense, and keep in full

force and effect during the term of the Contract the following kinds and minimum amounts of

insurance:

a. Workers’ Compensation. The Contractor, as a condition for the execution of the

Contract and during the term thereof, shall accept and comply with the provisions of the

Workmen’s Compensation Act of 1915 (Act approved June 2, 1915, P.L. 735), and all

amendments thereto, as applicable in all cases of the employment of labor thereunder, or file

with the District’s Board of School Directors a certificate of exemption from insurance; and

further submit immediately to the Board of School Directors proof of this compliance with the

terms of said Workmen’s Compensation act of 1915, as required by Act approved July 18, 1917,

P.L. 1083.

b. Automobile. Commercial automobile liability insurance with a One Million

Dollar ($1,000,000) combined single limit on vehicles owned, leased, or rented by Contractor

while performing Services under the Contract.

c. General Liability. Commercial general liability insurance, including personal

injury, blanket contractual liability and broad form property damage, with a One Million Dollar

($1,000,000) combined single limit per occurrence.

d. Bond. Commercial blanket bond insurance with limits of Three Million Dollars

($3,000,000) in the aggregate per occurrence.

e. Umbrella Liability Insurance. Five Million Dollars ($5,000,000) combined single

limit per occurrence. Contractor will agree to furnish the District with certificates evidencing

such insurance coverage, upon request.

13. INDEMNIFICATION BY CONTRACTOR: Contractor will agree to indemnify, defend

and hold harmless the District and its directors, officers, employees and agents from and against

all demands, claims, actions, losses, judgments, costs and expenses (including reasonable

attorney fees) (collectively “Damages”) imposed upon or incurred by the District arising out of

any of the following:

a. Contractor’s failure to comply with its obligations under any applicable laws,

regulations or orders, including, but not limited to, claims arising out of Contractor’s or

Contractor employee’s copying, duplication, retention, or disclosure or allege copying,

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duplication, retention or disclosure of Education Records (as such term is defined in the Family

Education Right to Privacy Act, 20 U.S.C. § 1232g, and its regulations) or information contained

in Education Records;

b. Breach of any obligation of Contractor contained in the Contract; or

c. Any direct claim for workers’ compensation benefits for job-related bodily injury

or death asserted against the District by any Contractor employees or, in the event of death, by

their personal representatives.

14. CONFIDENTIALITY AND NON-DISCLOSURE:

a. Generally. Contractor and the District will acknowledge that during the course of

the Contract, they may develop or learn information which is confidential and protected under

federal, state or local law and regulation. In recognition of the foregoing, but subject to

disclosure under applicable law (including, without limitation, the Pennsylvania Right To Know

Law), Contractor and the District will agree that during the term of the Contract, they will use

every reasonable effort to protect and maintain confidential information. They will further agree

that they will not, after the termination of the Contract, directly or indirectly, use any of the

confidential information which was obtained or learned during or as a result of the Contract in a

manner that is contrary to its purpose or in violation of applicable law. They will agree to use

reasonable care to determine that all information and data provided by one party to the other is

accurate, timely and complete.

b. Education Records. In the performance of the Services, Contractor employees

may have access to certain District records, including, but not limited to, student Education

Records (as such term is defined in the Family Educational Right to Privacy Act, 20 U.S.C. §

1232g, and its regulations). Contractor will acknowledge that in the performance of its

responsibilities under the Contract and in particular, when Contractor employees have access to

Education Records, Contractor will be acting as an agent of the District. Contractor will agree to

train its personnel and employees assigned to the District under the Contract not to copy,

duplicate, retain or disclose any Education Records or any information contained therein to

anyone in any format, other than to a District Administrator for purposes related to the

Contractor or employee’s responsibilities. Contractor will further agree to require that its

personnel and employees assigned to the District not use or disclose any information learned

during the performance of the Services that the District might reasonably consider confidential

for any other purpose than performance of the Services under the Contract.

15. NOTIFICATION OF CLAIMS: The District and Contractor will agree to: (i) notify each

other in writing of any asserted claim within ten (10) days of either discovery of the occurrence

upon which the claim may be based or learning of the claim, whichever occurs first; and (ii)

permit Contractor or the District, as the case may be, to defend the claim at the option of the

party against whom the claim is asserted, with counsel acceptable to such party, which consent

will not be unreasonably withheld. Neither party will pay or agree to pay any asserted claim

under the Contract without prior written approval from the party against whom the claim is

asserted, which approval will not be unreasonably withheld.

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16. PERMITS AND LICENSES: Each party agrees to maintain in effect during the term of

the Contract any and all Federal, state and/or local licenses and permits which may be required

with respect to the respective business in which each party is engaged.

17. NOTICES: Any notices, consents or other communications required or permitted under

the Contract shall be in writing (including telecommunications) and delivered personally or sent

by telex, telecopy or other wire transmission (with request for assurance in a manner typical with

respect to communication of that type), overnight air courier (postage prepaid), registered or

certified mail (postage prepaid with return receipt requested), addressed as shown on the first

page of the Contract. Unless otherwise stated in the Contract, notices, consents or other

communications will be deemed received: (i) on the date delivered, if delivered personally or by

wire transmission; (ii) on the next business day after mailing or deposit with an overnight air

courier; or (iii) three (3) business days after being sent, if sent by registered or certified mail.

Either party may from time to time, by notice in writing served upon the other in accordance

with the terms of this paragraph, designate a different mailing address, or different or additional

person(s) to which or to whom all such notices or demands are thereafter to be addressed.

18. SECTION HEADINGS: The section headings of the Contract shall be for the

convenience of the parties only and shall not alter, modify, amend, limit, restrict, or affect the

meaning or interpretation of the contractual obligations of the parties to the Contract.

19. SEVERABILITY; WAIVER: The provisions of the Contract shall be deemed severable,

and the invalidity or unenforceability of any one or more of the provisions thereof shall not affect

the validity and enforceability of the other provisions thereof. Neither the failure nor delay on

the part of either party to exercise any right, remedy, power or privilege under the Contract or

law shall operate as a waiver thereof, nor shall any single or partial exercise of any right, remedy,

power or privilege preclude any other or further exercise of the same or of any other right,

remedy, power, or privilege, nor shall the waiver of a breach of any provision of the Contract

operate or be construed as a waiver of any past or subsequent breach by either party.

20. ASSIGNMENT: Neither Contractor nor the District shall be permitted to assign, convey

or transfer its interest in the Contract or any moneys due or to become due under the Contract

without the prior written consent of the other party, which consent shall not be unreasonably

withheld. The Contract will be binding upon the parties thereto and their respective successors

and assigns, as permitted by law.

21. SUBCONTRACTING: No subcontracting or use of secondary vendors shall be

permitted by Contractor for the furnishing of any or all of the Services to be provided in

accordance with the Contract without the District’s prior written consent, which consent shall not

be unreasonably withheld. If subcontractors are approved by the District, each subcontractor

employee performing Services on District property or in a District facility must have the required

satisfactory clearances as required by the Contract and this RFP.

22. INDEPENDENT CONTRACTOR: In its performance of the Services under the

Contract, Contractor will agree that it will at all times act in its own capacity and right as an

independent contractor, and nothing contained in the Contract will be construed to make

15

Contractor a servant, partner, employee or joint venturer with the District. Contractor will have

control over the work it is to perform, and shall solely be responsible to pay its own employment

taxes, salaries, social security payments, and any and all other payments incurred by Contractor

in the performance of the Services, as well as to perform all necessary legal requirements

pertaining to employment.

23. AUTHORITY TO CONTRACT: Contractor shall represent and warrant that it has the

right, power, and any requisite authorization to enter into the Contract. Contractor will further

represent that it has satisfied any applicable procedural requirements necessary for it to be

authorized to enter into the Contract. Contractor’s authorized representative, who will sign the

Contract on behalf of Contractor, will represent that he or she has proper authority to execute the

Contract for Contractor.

24. LEGAL REVIEW: Contractor and the District shall each represent that they have read

the Contract in its entirety, had the opportunity to consult with legal counsel and exercised their

own discretion in having their respective legal counsel review the Contract. The parties shall

represent that they will agree to the terms of the Contract without relying on representations of

the other party or the other party’s officers, directors, employees, or legal counsel which are not

expressly stated in the Contract. The parties shall further represent that the Contract’s terms are

clear and unambiguous. To the extent that in the future any term of the Contract is deemed

ambiguous, the parties shall expressly agree that neither party shall be deemed the drafter of the

Contract such that the ambiguity would be interpreted in favor of the other party. The Contract

shall be deemed to have been negotiated at arm’s length by Contractor and the District and,

therefore, no presumption or construction shall be made against the party drafting same or any

signatory to the Contract.

25. GOVERNING LAW AND DISPUTE RESOLUTION: The Contract and all questions

relating to its validity, interpretation, performance and enforcement shall be governed by and

construed in accordance with the laws of the Commonwealth of Pennsylvania. The parties shall

agree that the Court of Common Pleas of Delaware County shall have proper and exclusive

jurisdiction and venue for any proceedings arising from the Contract.

26. COUNTERPARTS: The Contract may be executed in any number of counterparts, each

of which shall be deemed to be an original, all of which shall together constitute one and the

same instrument. The Contract shall become binding when one or more counterparts thereof,

individually or taken together, shall bear the signatures of all of the parties reflected thereon as

signatories.

27. ENTIRETY: The Contract and any exhibits thereto shall be the entire understanding and

agreement between Contractor and the District with respect to the subject matter covered therein,

and all prior or contemporaneous written or oral agreements, understandings, covenants,

promises, warranties and representations, oral or written, express or implied, not incorporated

into the Contract shall be superseded. No addenda, amendments or variations of the terms and

conditions of the Contract or any exhibits thereto shall be valid unless the same is in writing and

signed by the parties to the Contract.

16

28. SURVIVAL: Any provision of the Contract which by its terms will or may have

application after the termination of the Contract shall be deemed to the extent of such application

to survive termination of the Contract.

29. PERFORMANCE BOND: After the award of this proposal, Contractor shall execute a

performance bond in the amount of 100% of the contract price (one year of Services).

Contractor shall have ten (10) days after the award of the Contract to supply the performance

bond to the District. The performance bond shall ensure the faithful performance by the awarded

Contractor of all covenants and agreements on the part of the Contractor contained in the

Contract. Contractor shall pay for the premiums on all bonds in connection with the Contract.

The bonding surety company must have a minimum of an A- rating.

30. OCCUPATIONAL SAFETY AND HEALTH ACT REQUIREMENTS: The Contractor

shall comply with all requirements of the Occupational Safety and Health Act of 1970 (OSHA),

along with any and all amendments thereto.

31. COMPETENT WORKMEN: No workmen shall be regarded as competent first class

except those who are duly skilled in their respective branches of labor, and who shall be paid not

less than such rates of wages and for such hours’ work as shall be established and current rates of

wages paid for such hours by employers doing of similar work in the District where work is

being done. For additional information, see Section 752 of the Public School Code of 1949.

32. DISCRIMINATION PROHIBITED: Contractor will agree that:

a. in the hiring of employees for the performance of Services under the Contract, or

any sub-contract, no such contractor or subcontractor, shall, by reason of gender, sexual

orientation, race, color, age, religion, national origin, or disability discriminate against any

citizen of the Commonwealth of Pennsylvania who is qualified and available to perform the

work to which the employment relates;

b. neither Contractor nor any of its sub-contractors, nor any person on Contractor’s

behalf, shall in any manner discriminate against or intimidate any employee hired for the

performance of Services under the Contract by reason of gender, sexual orientation, race, color,

age, religion, national origin, or disability;

c. the Contract may be canceled or terminated by the District, and all money due or

to become due hereunder may be forfeited, for a second or any subsequent violation of the terms

or conditions of this portion of the Contract;

d. the provisions of the Pennsylvania Human Relations Act, Act 222 of October 27,

1955 (P.L. 744) (43 P.S. Section 951, et seq.) of the Commonwealth of Pennsylvania prohibit

discrimination because of race, color, religious creed, ancestry, age, sex, national origin,

handicap or disability, by employers, employment agencies, labor organizations, contractors and

others. Contractor shall agree to comply with the provisions of this Act, as amended, that is

made part of this RFP. For additional information, see the language of the Commonwealth’s

non-discrimination clause at 16 PA. Code 349.101.

17

33. COMPLIANCE WITH APPLICABLE LAWS: Contractor shall at all times comply with

and observe all federal and state laws, local laws, ordinances, and regulations which are in effect

during the term of the Contract and which in any manner affect its performance of the Services

or its conduct, including, but not limited to, all immigration and custom regulations. Disputes

should be addressed to the District’s Business Administrator.

34. CONSTRUCTION: Construction and renovation projects may occur during the Contract

period. The District reserves the right to adjust the Contract amount based on the change in

square footage vs. original Contract price for each individual District building. This includes,

but is not limited to, the possible relocation or addition of modular classrooms throughout the

District. Summer cleaning schedules may be affected by construction or renovation projects

involved in the renovation. It will be the Contractor’s responsibility to coordinate its work with

all other construction/renovation contractors.

35. WARRANTY OF SERVICE: Contractor must warrant that it will provide appropriately

trained employees to perform the Services and that the Services will be provided regardless of

conditions that may negatively impact on the ability of the Contractor to deliver other services.

36. LICENSING: As required by the District, the Contractor shall be financially responsible

for obtaining all required permits, licenses, fees, and bonding to comply with pertinent

resolutions and policies, District regulations, and municipal, state and federal laws, and shall

assume liability for all applicable taxes including, but not limited to, sales and property.

37. CONTRACT CANCELLATION: The District may cancel the Contract for breach, as

determined by the District, which shall consider such items as, but not be limited to: (i)

insufficient insurance coverage; (ii) failure to provide required period statements; (iii)

bankruptcy of Contractor; (iv) failure to enforce required standards of service, or quality of

service is unsatisfactory to the District. This may include any cessation or diminution of service

including, but not limited to, failure to maintain adequate personnel, whether arising from labor

disputes, or otherwise any substantial change in ownership or proprietorship of the Contractor

which in the opinion of the District is not in its best interest or failure to comply with the terms

of the Contract. The District shall provide five (5) calendar days written notice of Contract

breach and unless within five (5) calendar days such breach has ceased or arrangements have

been made to correct such breach, the District may cancel the Contract by giving ten (10)

calendar days notice, in writing, by registered or certified mail of its intention to cancel the

Contract. Should the District breach any terms or provisions of the Contract, the Contractor shall

serve written notice on the District setting forth the alleged breach and demanding compliance

with the Contract. Unless within ten (10) calendar days after receiving such notice, the

allegation shall be contested or such breach shall ceased or arrangements have been made to

correct such breach. Contractor and the District may cancel the Contract by mutual agreement,

at any time.

38. EXCUSED PERFORMANCE: If, because of riots, war, public emergency or calamity,

fire, flood, earthquake, act of God, government restriction, labor disturbance or strike, business

operations at the District are interrupted or stopped, performance of the Contract, with the

18

exception of moneys already due and owing, shall be suspended and excused to the extent

commensurate with such interfering occurrence.

39. AUDITS: The District shall be entitled to audit the books and records of the Contractor

or any consultant or subcontractor to the extent that such books and records relate to the

performance of the Services. Such books and records shall be maintained for a period of three

(3) years from the date of final payment under the Contract. Contractor must keep up-to-date

records available at all times.

40. HOLD HARMLESS: In addition to the indemnification provided by insurance required

herein, Contractor agrees to defend, indemnify and hold harmless the District, its directors,

members, agents, servants and employees from and against any and all claims, suits, judgments

and demands regarding Contractor’s services whatsoever. This includes, but not by way of

limitation, all costs, litigation expenses, counsel fees and liabilities with respect to injury to, or

death of any person or persons whatsoever or damage to property of any kind by whomsoever

owned, arising out of or claimed to have been caused in whole or in part by any act or omission

on the part of the Contractor or any of its subcontractors, suppliers or employees or any other

person directly or indirectly employed by Contractor while engaged in the performance of any

work, service or activity associated with this Agreement. Contractor further agrees to indemnify

and hold harmless the District, its Board of School Directors, members and agents, servants

and/or employees, from and against any such claim or damage allegedly caused in whole or in

part, whether or not it be the fact, by reason of negligent instructions or directions given or

reportedly given to any person by any District representative with respect to the performance of

the services under this Agreement.

19

SECTION III

NON-COLLUSION AFFIDAVIT

State of :

: s.s.

County of :

I state that I am ______________________________ of __________________________

[Title] [Name of Firm]

and that I am authorized to make this affidavit on behalf of my firm, and its owners, directors,

and officers. I am the person responsible in my firm for the price(s) and the amount of this

proposal.

I state that:

1. The price(s) and amount of this proposal have been arrived at independently and

without consultation, communications or agreement with any other contractor, bidder or

potential buyer.

2. Neither the price(s) nor the amount of this proposal, and neither the approximate

price(s) nor approximate amount of this proposal, have been disclosed to any other firm or

person who is a bidder or potential bidder, and they will not be disclosed before proposal

opening.

3. No attempt has been made or will be made to induce any firm or person to refrain

from responding to this Contract, or to submit a proposal higher than this proposal, or to submit

any intentionally high or noncompetitive proposal or other form of complementary proposal.

4. The proposal of my firm is made in good faith and not pursuant to any agreement

or discussion with, or inducement from, any firm or person to submit a complementary or other

noncompetitive proposal.

5. ___________________________________, its affiliates,

[Name of Firm]

subsidiaries, officers, directors and employees are not currently under investigation by any

governmental agency and have not in the last four years been convicted or found liable for any

act prohibited by State or Federal law in any jurisdiction, involving conspiracy or collusion with

respect to responding to any public contract, except as follows:

20

NON-COLLUSION AFFIDAVIT (Continued)

I state that ______________________________ understands and acknowledges that the

[Name of Firm]

above representations are material and important, and will be relied on by Southeast Delco

School District in awarding the Contract(s) for which this proposal is submitted. I understand

and my firm understands that any misstatement in this affidavit is and shall be treated as

fraudulent concealment from Southeast Delco School District of the true facts relating to the

submission of proposal for this Contract.

____________________________________

Authorized Signature

____________________________________

Printed Name

____________________________________

Title

SWORN TO AND SUBSCRIBED

BEFORE ME THIS _____ DAY

OF ____________________, 20___

_______________________________

Notary Public

_______________________________

My Commission Expires

21

INSTRUCTIONS FOR NON-COLLUSION AFFIDAVIT

1. This Non-Collusion Affidavit is material to any contract awarded pursuant to this

proposal. According to the Pennsylvania Antibid-Rigging Act, 73 P.S. §§ 1611 et seq.,

governmental agencies may require Non-Collusion Affidavits to be submitted together with

proposals.

2. This Non-Collusion Affidavit must be executed by the member, officer or

employee of the respondent who makes the final decision on prices and the amount quoted in the

proposal.

3. Proposal rigging and other efforts to restrain competition and the making of false

sworn statements in connection with the submission of proposals are unlawful and may be

subject to criminal prosecution. The person who signs the Non-Collusion Affidavit should

examine it carefully before signing and assure himself or herself that each statement is true and

accurate, making diligent inquiry, as necessary, of all other persons employed by or associated

with the respondent with responsibilities for the preparation, approval or submission of the

proposal.

4. In the case of a proposal submitted by a joint venture, each party to the venture

must be identified in the proposal documents, and a Non-Collusion Affidavit must be submitted

separately on behalf of each party.

5. The term “complementary proposal” as used in the Non-Collusion Affidavit has

the meaning commonly associated with that term in the responding process, and includes the

knowing submission of proposals higher than the proposal of another firm, any intentionally high

or noncompetitive proposal, and any other form of proposal submitted for the purpose of giving a

false appearance of competition.

6. Failure to file a Non-Collusion Affidavit in compliance with these instructions

will result in disqualification of the respondent’s proposal.

22

SECTION IV

SPECIFICATIONS FOR MAINTENANCE SERVICES

The District: Operates six (6) schools with approximately 4,200 students and 625 employees, one (1) administration building and one (1) bus depot. This proposal also includes MAINTENANCE services for the district administration building, schools, and exterior grounds at all properties. The locations where services to be provided are:

Academy Park High School

300 Calcon Hook Rd

Sharon Hill, PA 19079-1531

610-522-4330

Harris School

501 Sharon Avenue

Collingdale, PA 19023-3498

610-522-4370

Darby Township School

801 Ashland Avenue

Glenolden, PA 19036-1625

610-522-4375

Sharon Hill School

701 Coates Street

Sharon Hill, PA 19079-1498

610-522-4355

Delcroft School

799 School Lane

Folcroft, PA 19032-3498

610-522-4360

Kindergarten Center 1 School Lane

Glenolden, PA 19036

610-522-4365

Education Service Center

1560 Delmar Drive

Folcroft, PA 19032

Bus Depot

1442 Chester Pike, Rear

Sharon Hill, PA 19079

BUILDING SQUARE FOOTAGE AND POPULATION:

The square footage listed below are estimates only. All responders are responsible for obtaining

their own measurements for the basis of responding.

Academy Park High School

Gross square footage: 188,818 square feet

Acres: 11.62

Construction dates: 1982

Last major renovation date: 2013

Darby Township School


Acres: See the Kindergarten Center – same property



Delcroft School


Acres: 6.4


23


Harris School


Acres: 6.226



Sharon Hill School


Acres: 5



Kindergarten Center


Acres: 14.88



Administration Building (ESC)


Acres: 1.13


Last major renovation date: none

Bus Depot


Acres: .5

Construction dates: N/A


JOB DESCRIPTIONS:

24

SOUTHEAST DELCO SCHOOL DISTRICT TITLE: Maintenance A – Building, Boiler DATE: January 3, 2012 Operator and HVAC REPORTS TO: Director of Buildings and Grounds REVISED:

FLSA STATUS: Non-Exempt PAY GRADE: Maint. A Mechanic

LOCATION: District-Wide JOB SUMMARY: Operate, maintain, and repair all HVAC systems, Boilers and related hearing,

cooling and ventilation equipment. PRIMARY DUTIES AND RESPONSIBILITIES:

1. Ensure safe and proper operating conditions of all heating, cooling, and ventilation systems within district owned property, assisting contractors working for the district as necessary.

2. Assist in determining which jobs must be performed by outside contractors; recommend supplies

and equipment for purchasing; estimate approximate costs for repairs as needed. 3. Assist in snow removal and salting as necessary to provide a free access to all entrances, exits,

and walks. 4. Inform supervisor of hazardous conditions and/or repair work that is needed or completed. 5. Monitor and coordinate control panels and thermostats of all systems to maintain standard

working temperature and keep equipment operational times in accordance with building occupied schedules.

6. Communicate with local distributors and make inquiries and/or purchases as directed by

supervisor. 7. Complete work order instructions as assigned, record all pertinent information relevant to each

work order, to include materials needed, material cost, time to complete and reasons for delays and report any deviation from them to supervisor. .

8. Provide leadership for assigned tasks as directed by supervisor and while working with

temporary and summer employees. 9. Maintain all assigned tools, vehicles and equipment in a clean and responsible manner. 10. Perform regular preventative maintenance and programs for all heating and air conditioning

equipment. Check to ensure all water treatment is current. 11. Assume the responsibility for installing and testing new equipment. 12. Accurately order and account for material and labor in relation to assignments. 13. Maintain compliance with all safety and code requirements/guidelines issued by the state,

locality and board policies.

25

14. Maintain Boiler Room log to include all work performed within Boiler Rooms.

15. Check above and below ground fuel oil service tanks, recording levels and reporting any discrepancies.

16. Perform other duties as assigned by the Director of Buildings and Grounds.

QUALIFICATIONS: Two (2) years experience in HVAC, electrical, and plumbing necessary High school diploma necessary or equivalent necessary E.P.A. certification required (Type I and II technician certification IAW 40 CFR

Part 82 Subpart F) Must possess basic knowledge of building operating systems and regulator

codes Must possess good working knowledge and understanding of mechanical

systems, HVAC, and facility disciplines. Must possess some knowledge of trades (e.g. masonry, carpentry, metal

working, painting, etc.) Must be able to read and interpret operation and maintenance manuals and

mechanical drawings Knowledge and understanding of various cleaning chemicals is necessary

Submission of pre-employment medical examination (Section 148 of the Pennsylvania School Code)

Submission of a report of criminal history record from the Pennsylvania State Police (Section 111 of the Pennsylvania School Code)

Submission of a clearance report from the Pennsylvania Department of Public Welfare in accordance with Act 151 of 1994

Submission of Federal Criminal History Record in accordance with Act 114 of 2006 Such alternatives to the above qualifications as the Board may find appropriate and acceptable

PHYSICAL DEMANDS: Ability to reach above and below the waist

Ability to use fingers to pick, feel and grasp objects Some bending and twisting of the body required Ability to lift and/or carry supplies weighing 75 lbs. or more Ability to climb, crouch, stoop, kneel, and crawl Ability to mostly walk with some sitting, standing or moving throughout the district.

SENSORY ABILITIES: Visual acuity Auditory acuity

WORK ENVIRONMENT: Subject to inside and outside environmental conditions

Must be able to work in extreme cold (32 degrees or less) and extreme heat (90 degrees or more) Subject to physical hazards, including conditions that may affect the respiratory system and/or skin.

TEMPERAMENT: Must be able to work in an environment with frequent interruptions

Able to receive oral communication and convey details or important instructions to other workers accurately, loudly, or quickly

26

COGNITIVE ABILITY: Ability to communicate effectively Ability to organize tasks

Ability to handle multiple tasks Ability to exercise good judgment

SPECIFIC SKILLS: Ability to operate various maintenance equipment and vehicles

LICENSE: Must possess valid driver’s license (minimum 4 wheeled vehicle license) (Reasonable accommodations may be made to enable a qualified individual with a disability or disabilities to perform the primary duties and responsibilities of the job.)

27

SOUTHEAST DELCO SCHOOL DISTRICT TITLE: Maintenance A - Electrical DATE: January 3, 2012

REPORTS TO: Director of Buildings and Grounds REVISED: FLSA STATUS: Non-Exempt PAY GRADE: Main. A Mechanic LOCATION: District Wide JOB SUMMARY: Assist in maintaining the district’s buildings and equipment, ensuring proper

operating condition. PRIMARY DUTIES AND RESPONSIBILITIES:

1. Ensure the safe condition of lighting fixtures, electrical apparatus, fixtures, wiring, air conditioning and refrigeration units, and similar electrical elements in the facilities owned or operate by the district.

2. Maintain and repair facilities as instructed, making direct repairs, installations, and preventative

maintenance as needed. 3. Assist in determining what jobs must be performed by outside contractors; recommend supplies


and walks. 5. Inform the Director of Buildings and Grounds of hazardous conditions and/or repair work that

is needed or completed. 6. Communicate with local distributors and make inquiries and/or purchases as directed by the

Director of Buildings and Grounds. 7. Complete work order instructions as assigned and report any deviation from them to the Director

of Buildings and Grounds.

8. Maintain log of work performed on equipment to include the recording of materials needed, material costs, time to complete, reason for delays, any discrepancies, and all other pertinent information.

9. Provide leadership for assigned tasks as directed by the Director of Buildings and Grounds while

working with temporary and summer help. 10. Maintain all assigned tools, vehicles and equipment in a clean and responsible manner. 11. Accurately order and account for material and labor in relation to assignments. 12. Maintain compliance with all safety and code requirements/guidelines of state, local, and Board

policies.

28

13. Perform other duties as assigned by the Director of Buildings and Grounds. QUALIFICATIONS: Four (4) years experience in building maintenance work is necessary High school diploma necessary or equivalent necessary Trade school diploma preferred Must possess comprehensive knowledge of building operating systems and

regulator codes Must possess sufficient knowledge and understanding of mechanical systems,

electrical and facility disciplines. Must possess sufficient knowledge of trades (e.g. masonry, carpentry, metal

working, painting, etc.) Must be able to read and interpret operation and maintenance manuals Knowledge and understanding of various cleaning chemicals is necessary Must be knowledgeable of safety regulations and procedures for working with

asbestos Submission of pre-employment medical examination (Section 148 of the Pennsylvania School Code)



Submission of Federal Criminal History Record in accordance with Act 114 of 2006

Such alternatives to the above qualifications as the Board may find appropriate and acceptable


Ability to use fingers to pick, feel and grasp objects Some bending and twisting of the body required Ability to lift and/or carry supplies weighing 75 lbs. or more Ability to climb, crouch, stoop, kneel, and crawl Ability to mostly sit with some walking, standing or moving throughout the district Must possess valid Pennsylvania drivers license


WORK ENVIRONMENT: Subject to inside and outside environmental conditions Must be able to work in extreme cold (32 degrees or less) and extreme heat (90 degrees or more) Subject to physical hazards, including conditions that may affect the respiratory system and/or skin.

TEMPERAMENT: Must be able to work in an environment with frequent interruptions

Able to receive oral communication and convey details or important instructions to other workers accurately, loudly, or quickly

COGNITIVE ABILITY: Ability to communicate effectively

Ability to organize tasks Ability to handle multiple tasks Ability to exercise good judgment

29

SPECIFIC SKILLS: Must possess basic computer skills Ability to operate various office equipment Ability to operate various maintenance equipment and vehicles

LICENSE: Must possess valid driver’s license (Reasonable accommodations may be made to enable a qualified individual with a disability or disabilities to perform the primary duties and responsibilities of the job.)

30

SOUTHEAST DELCO SCHOOL DISTRICT TITLE: Maintenance A - Plumbing DATE: January 3, 2012 REPORTS TO: Director of Buildings and Grounds REVISED: FLSA STATUS: Non-Exempt PAY GRADE: Main. A Mechanic LOCATION: District Wide JOB SUMMARY: Maintain all school district plumbing fixtures and piping while ensuring a safe,

operational environment conducive to learning. PRIMARY DUTIES AND RESPONSIBILITIES:

1. Maintain all plumbing fixtures and piping for safe and efficient use. 2. Maintain and repair facilities as instructed, making direct repairs, installations, and preventative

maintenance as needed. 3. Assist in determining which jobs must be performed by outside contractors; recommend supplies



is needed or completed. 6. Communicate with local distributors and make inquiries and/or purchases as directed by the

Director of Buildings and Grounds. 7. Complete work order instructions as assigned and report any deviation from them to the Director

of Buildings and Grounds and record all pertinent information to include materials needed, material costs, time to complete and reasons for delays.


working with temporary and summer help. 9. Maintain all assigned tools, vehicles and equipment in a clean and responsible manner. 10. Accurately order and account for material and labor in relation to assignments. 11. Perform general maintenance work inside and outside the physical plant such as ceiling, roof,

electrical, plumbing, concrete, masonry, glazing, insulation, tile, pump and fan repair. 12. Maintain compliance with all safety and code requirements/guidelines of state, local, and Board

policies.

13. Perform regular roof inspections as directed by supervisor. 14. Perform other duties as assigned by the Director of Buildings and Grounds.

31

QUALIFICATIONS: Four (4) years experience in building maintenance work is necessary High school diploma necessary or equivalent necessary Trade school diploma preferred Must possess comprehensive knowledge of building operating systems and

regulator codes Must possess sufficient knowledge and understanding of mechanical systems,

electrical and facility disciplines. Must possess sufficient knowledge of trades (e.g. masonry, carpentry, metal

working, painting, etc.) Must be able to read and interpret operation and maintenance manuals Knowledge and understanding of various cleaning chemicals is necessary Must be knowledgeable of safety regulations and procedures for working with

asbestos Submission of pre-employment medical examination (Section 148 of the Pennsylvania School Code)



Submission of Federal Criminal History Record in accordance with Act 114 of 2006

Such alternatives to the above qualifications as the Board may find appropriate and acceptable


Ability to use fingers to pick, feel and grasp objects Some bending and twisting of the body required Ability to lift and/or carry supplies weighing 75 lbs. or more Ability to climb, crouch, stoop, kneel, and crawl Ability to mostly sit with some walking, standing or moving throughout the district Must possess valid Pennsylvania drivers license




TEMPERAMENT: Must be able to work in an environment with frequent interruptions Able to receive oral communication and convey details or important instructions to other workers accurately, loudly, or quickly


Ability to organize tasks Ability to handle multiple tasks Ability to exercise good judgment SPECIFIC SKILLS: Must possess basic computer skills

32

Ability to operate various office equipment Ability to operate various maintenance equipment and vehicles

LICENSE: Must possess valid driver’s license

(Reasonable accommodations may be made to enable a qualified individual with a disability or disabilities to perform the primary duties and responsibilities of the job.)

33

SOUTHEAST DELCO SCHOOL DISTRICT TITLE: Maintenance B – Carpentry and DATE: January 3, 2012 General Maintenance REPORTS TO: Director of Buildings and Grounds REVISED:

FSLA STATUS: Non-Exempt PAY GRADE: Main. B Mechanic LOCATION: District Wide JOB SUMMARY: Assist in maintaining the district’s buildings and equipment, ensuring proper

operating condition.

PRIMARY DUTIES AND RESPONSIBILITIES:

1. Maintain and repair facilities as instructed, making direct repairs, installations, and preventative maintenance as needed.

2. Assist in determining which jobs must be performed by outside contractors; recommend supplies


and walks. 4. Perform regular inspections of buildings, paying particular attention to doors and windows and

inform the Director of Buildings and Grounds of hazardous conditions and/or repair work that is needed or completed.


working with temporary and summer help. 6. Accurately order and account for material and labor in relation to assignments. 7. Maintain compliance with all safety and code requirements/guidelines of state, local, and Board

policies. 8. Communicate with local distributors and make inquiries and/or purchases as directed by the

Director of Buildings and Grounds.

9. Perform work orders as assigned through the Work Order System and record all pertinent information, including materials needed, material costs, time to complete, reasons for delay and report any deviation from them to the Director of Buildings and Grounds.


QUALIFICATIONS: Four (4) years experience in building maintenance work is necessary High school diploma necessary or equivalent necessary Must possess comprehensive knowledge of building operating systems,

regulator codes and safety regulations and the trades (e.g., masonry, carpentry, metal working, painting, etc.)

34

Must be able to read and interpret operation and maintenance manuals Knowledge and understanding of various cleaning chemicals is necessary Submission of pre-employment medical examination (Section 148 of the

Pennsylvania School Code) Submission of a report of criminal history record from the Pennsylvania State

Police (Section 111 of the Pennsylvania School Code) Submission of a clearance report from the Pennsylvania Department of Public

Welfare in accordance with Act 151 of 1994 Submission of Federal Criminal History Record in accordance with Act 114 of

2006 Such alternatives to the above qualifications as the Board may find appropriate

and acceptable PHYSICAL DEMANDS: Ability to reach above and below the waist

Ability to use fingers to pick, feel and grasp objects Some bending and twisting of the body required Ability to lift and/or carry supplies weighing 70 lbs. or more Ability to climb, crouch, stoop, kneel, and crawl Ability to mostly sit with some walking, standing or moving throughout the district






Ability to organize tasks Ability to handle multiple tasks Ability to exercise good judgment SPECIFIC SKILLS: Must possess basic computer skills

Ability to operate various office equipment Ability to operate various maintenance equipment and vehicles

LICENSE: Must possess valid drivers license (Reasonable accommodations may be made to enable a qualified individual with a disability or disabilities to perform the primary duties and responsibilities of the job.)

35

SOUTHEAST DELCO SCHOOL DISTRICT TITLE: Maintenance C - General DATE: January 3, 2012 Maintenance REPORTS TO: Director of Buildings and Grounds REVISED:

FLSA STATUS: Non-Exempt PAY GRADE: Maint. C Mechanic LOCATION: District Wide

JOB SUMMARY: Assist in maintaining the district’s buildings and equipment, ensuring proper

operating condition.

PRIMARY DUTIES AND RESPONSIBILITIES:

1. Inspect buildings and equipment to ensure equipment is operating properly and buildings are maintained properly (pumps, alarms, sprinkler systems).

2. Maintain and repair facilities as instructed, making direct repairs, installations, and preventative

maintenance as needed. 3. Assist in determining which job must be performed by outside contractors; recommend supplies



is needed or completed. 6. Complete work order instructions as assigned, record all pertinent information, including

materials needed, material costs, time to complete and reasons for delays and report any deviation from them to the Director of Buildings and Grounds.

7. Provide leadership for assigned tasks as directed by the Director of Buildings and Grounds while working with temporary and summer help.

8. Accurately order and account for material and labor in relation to assignments. 9. Maintain compliance with all safety and code requirements/guidelines of state, local, and Board

policies.

10. Communicate with local distributors and make inquiries and/or purchases as directed by the Director of Buildings and Grounds.

11. Assist with and oversee fire drills in buildings. Check fire equipment and ensure all fire extinguishers are up to date. Coordinate with the Director of Buildings and Grounds to schedule the annual inspection of all fire extinguishers.


36

QUALIFICATIONS: Four (4) years experience in building maintenance work is necessary High school diploma necessary or equivalent necessary Trade school diploma preferred Must possess comprehensive knowledge of building operating systems,

regulator codes and safety regulations Must possess sufficient knowledge and understanding of mechanical systems,

and the trades (e.g. painting). Must be able to read and interpret operation and maintenance manuals Knowledge and understanding of various cleaning chemicals is necessary Submission of pre-employment medical examination (Section 148 of the

Pennsylvania School Code) Submission of a report of criminal history record from the Pennsylvania State

Police (Section 111 of the Pennsylvania School Code) Submission of a clearance report from the Pennsylvania Department of Public

Welfare in accordance with Act 151 of 1994 Submission of Federal Criminal History Record in accordance with Act 114 of

2006 Such alternatives to the above qualifications as the Board may find appropriate

and acceptable

PHYSICAL DEMANDS: Ability to reach above and below the waist Ability to use fingers to pick, feel and grasp objects

Some bending and twisting of the body required Ability to lift and/or carry supplies weighing 50 lbs. or more Ability to climb, crouch, stoop, kneel, and crawl Ability to mostly sit with some walking, standing or moving throughout the district

SENSORY ABILITIES: Visual and auditory acuity

WORK ENVIRONMENT: Subject to inside and outside environmental conditions Must be able to work in extreme cold (32 degrees or less) and extreme heat (90 degrees or more) Subject to physical hazards, including conditions that may affect the respiratory system and/or skin.


COGNITIVE ABILITY: Ability to communicate effectively Ability to organize tasks

Ability to handle multiple tasks Ability to exercise good judgment

SPECIFIC SKILLS: Must possess basic computer skills Ability to operate various office equipment Ability to operate various maintenance equipment and vehicles

LICENSE: Must possess valid drivers license

(Reasonable accommodations may be made to enable a qualified individual with a disability or disabilities to perform the primary duties and responsibilities of the job.)

37

HOURLY WAGES AND BENEFITS PROVIDED TO WORKERS IN THE SOUTHEAST

DELCO SCHOOL DISTRICT:

1. The successful vendor must pay the worker a competitive hourly wage

commensurate with the market rates in the Southeastern PA region.

2. The successful vendor must provide the markup hourly amount (or percentage) to

the market hourly wage paid to the worker.

3. The successful vendor must provide the following to each full-time worker as

minimum benefit:

a. Twelve (12) paid holidays to correspond with District Holidays.

b. Availability of a 401(k) or some other comparable retirement vehicle.

c. Health (medical and prescription) insurance coverage that complies with

the Affordable Healthcare Act (PPACA).

NOTE: The Contractor may be required to work on the School District holidays listed

below, to insure that all buildings are clean and ready to open the next business day.

Independence

Day

Day Following

Thanksgiving

New Year’s Eve Day President’s

Day

Labor Day Christmas Eve Day New Year’s Day Good Friday

Thanksgiving

Day

Christmas Day Martin Luther King

Day

Memorial Day

38

SECTION V

SCOPE OF WORK

MAINTENANCE STAFFING AND SHIFTS:

DISTRICT TOTALS

Seven (7) Full Time Maintenance Staff working eight (8) hours per day

Work Days: 261 Days per Year

Approximate Regular Work Hours Per Year: 14,616 (not including overtime)

Three (3) Maintenance A – Building, Boiler Operator and HVAC

a) One of three assigned to Academy Park High School

b) Two of three assigned to district wide

One (1) Maintenance A - Plumbing

One (1) Maintenance A - Electrical

One (1) Maintenance B – Carpentry and General Maintenance

One (1) Maintenance C - General Maintenance

39

SECTION VI

PROPOSAL FORM

Submitted by: ________________________________________

[Name of Firm]

Date: _________________________

To: Southeast Delco School District

Administrative Offices

1560 Delmar Drive

Folcroft, PA 19032

Attention: Ms. Vanessa Scott

In accordance with the foregoing request for proposals, and subject to all conditions

thereof and to the Notice of Request for Proposal, the General Conditions and Instructions, the

Non-Collusion Affidavit, the Specifications for Services, the Scope of Work and any addenda

issued, all of which are made a part hereof, the undersigned offers and agrees, should this

proposal, or any part thereof, be accepted within the prescribed time to furnish and deliver in

such quantities and at such times as may be received and ordered in writing by the Southeast

Delco School District, or designated schools or departments, from time to time during the

contract period, at the prices proposed, free of all tax or other charges, any or all of the services

for which this proposal is submitted.

SEE FOLLOWING PAGES

40


MAINTENANCE SERVICES

MANDATORY PRE-RESPONSE MEETING: Wednesday, March 11, 2015 at 10:00 A.M.


1560 Delmar Drive, Suite 1700

Folcroft, PA 19032

SUBMISSION OF PROPOSAL DUE: Tuesday, March 24, 2015 at 1:00 P.M.

Proposals must be delivered to:

Ms. Vanessa Scott, Business Administrator


1560 Delmar Drive

Folcroft, PA 19032

ISSUING OFFICE

Any questions pertaining to the Request for Proposal should be directed to:

Ms. Vanessa Scott, Business Administrator


610-522-4300 - [email protected]

41

FORM OF PROPOSAL

NAME OF FIRM: _____________________________________________________________

BASE BID (7/1/15 – 6/30/19)

For All Maintenance Services Stated in the Scope of Work

Year 1, 7/1/15-6/30/16: $_________________________________________________________

Year 2, 7/1/16-6/30/17: $_________________________________________________________

Year 3, 7/1/17-6/30/18: $_________________________________________________________

Year 4, 7/1/18-6/30/19: $_________________________________________________________

Total Base Bid for all Four Years: $________________________________________________

Dollars Written: ________________________________________________________________

PROPOSAL CHECKLIST:

Enclosed are: Please Check Off

Signed Proposal Form ______

Completed Reference Sheet ______

Non-Collusion Affidavit ______

If awarded will submit a Performance Bond ______

Certificates of Insurance ______

There are No Exceptions Taken ______

There are Exceptions Taken ______

a. And they are attached on our Letterhead ______

Attached are Plans for:

Employee Training ______

Employee Recruitment and Retention Program ______

Substitute Employee Pool ______

Substance Abuse Program ______

Employee Conduct Policy ______

All employees will be trained before working at DISTRICT ______

Agree to use supplies provided by DISTRICT ______

Agree to use equipment provided by DISTRICT ______

42

PROPOSAL FORM SIGNATURE PAGE

The undersigned further agrees that the acceptance, by the Southeast Delco School

District, of this proposal, or any portion thereof, shall constitute a contract which includes all of

the Notice of Request for Proposals, the General Conditions and Instructions, the Specifications

for Contracted Maintenance Services, and any addenda issued, which are made a part hereof by

reference. The contract shall be binding upon the signatories and the successors or assigns of the

signatories to the contract. The parties hereto intend to be legally bound by these presents.

FIRM NAME: ____________________________________

ADDRESS: ______________________________________

______________________________________

______________________________________

AUTHORIZED SIGNATURE: ____________________________

DATED: ______________________

PRINTED NAME: ______________________________________

TITLE: _______________________

TELEPHONE NO: ________________________

AFFIX CORPORATE

SEAL HERE:

SWORN TO AND SUBSCRIBED

BEFORE ME THIS _____ DAY

OF ____________________, 20___.

__________________________________

NOTARY PUBLIC

__________________________________ PLEASE INDICATE IF:

FEDERAL TAX I.D. NO. Individual _____

or SOCIAL SECURITY NO. Partnership _____

Corporation _____

LLC _____

43

REFERENCES

Organization name: ______________________________

List five (5) professional references where the Contractor has provided similar services as

specified in the specifications. (Duplicate form for each reference.)

Project: _______________________________________________

_______________________________________________

Date of Project: ______________________________________________

Address of Project: ___________________________________________

Owner Name: _______________________________________________

Contact Person: ______________________________________________

Address: ____________________________________________________

____________________________________________________

____________________________________________________

Telephone: __________________________________________________

Fax: ________________________________________________________

E – Mail: ____________________________________________________

Description of services provided:

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________

______________________________________________________________________________________

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