Request for Proposal for Facilities Management Services

General Information
New Media Technology Charter School is a small school serving approximately 550 students in
grades 6 12. The school was established in 2004 and is located in the Northwest area of
Philadelphia. The schools 48,000 square foot facility is located at 8034 Thouron Avenue.
The laws of the Commonwealth and the interests of the community demand fiscal responsibility
by New Media Technology Charter Schools Board of Trustees in the operation of the Charter
School. In the exercise of this responsibility, the NMTCS Board is requesting competitive quotes
for facilities management services, including cleaning and maintenance services.
New Media Technology Charter Schools Board of Trustees reserves the right to accept or reject
any and/or all proposals or to accept the proposal that it finds, in its sole discretion, to be in the
best interest of the charter school.
All material received in response to this solicitation shall become the property of NMTCS and
will not be returned to Vendors.
The selected contractor will be evaluated by NMTCS annually OR at any time that NMTCS
determines that there has been a material change in the quality of the Contractors performance
occurring during the contract term.
NMTCS shall use the information gathered in its evaluation to determine whether to disqualify
the Contractor from providing services to the school in the future.
Statement of Need
NMTCS is committed to maintaining a clean, safe working environment and is seeking facilities
management services to create the best possible working environment for students and staff.

2

Background
The physical plant includes twenty-four classrooms, one cafeteria, auditorium, a main office, six
smaller administrative offices and a gym located on multiple floors.
Qualifications & Requirements
Vendor must be providing facilities management services currently, and have provided facilities
management services as described below in the Scope of Services for at least 3 years
immediately preceding submission of proposal. Demonstrated experience in managing buildings
in a K-12 school is preferred.
Vendor must be financially sound and in good standing, and authorized to do business in
Philadelphia.
Vendor must propose and utilize an electronic time keeping system for its employees.
Vendor must satisfy NMTCS that it will: (i) not discriminate against any person on the basis of
race, color, religion, age, national origin, sex, ancestry, handicap or disability; and (ii) provide a
full and fair opportunity for the participation of M/W/BEs in Contracts.
Vendor must provide criminal history record information report and child abuse history official
clearance statement for employees and officers as well as its subcontractors employees, and
officers.
Vendor must identify all subcontractors to be used and describe their specific responsibilities and
background of key personnel.
Vendor shall provide with its Proposal a Performance Bond covering the faithful performance of
the Contract.
All Proposals, including specific recommendations for providing an effective service solution,
must be based on the Scope of Services as defined herein.
A budget must accompany the proposal, and the total amount may not exceed $100,000.
Detail the time and personnel costs required for completing the proposed work plans. Provide a
budget narrative that specifies how you arrived at each budget figure and provide a detailed cost
breakdown of the total fee for the initial contract year.


3

Scope of Services
The successful Proposer(s) shall be required to perform all management and associated services
as specified in this RFP, including supervision, labor, repairs, parts, tools, materials, supplies and
equipment:
Establish an Annual Maintenance Plan to schedule, coordinate and assure effective
performance of all maintenance services and recommend facility improvements. The
Annual Maintenance Plan must be inclusive of preventive maintenance as well as
emergency and critical repairs/maintenance.
Provide all labor and materials necessary and required to perform individual repairs
where the cost of labor, equipment and materials is $150 or less per individual repair job.
Respond to user initiated maintenance requests.
Designate one Building Engineer for the school, who oversees the site and has
responsibility to plan, assign and supervise work and training for all custodial staff.
Designate additional personnel to serve as relief employees on a temporary basis during
vacations, illnesses or other approved leave.
Designate custodial staff for the school responsible for meeting cleaning standards for all
interior areas of the facility (See Appendix A).
Prepare the facility for the daily school sessions. Tasks involve inspection of the entire
facility before and after each occupancy, as well as assuming responsibility for the entire
site throughout the day.
Provide leaf removal, landscaping, planting and snow removal.
Selection Criteria
Proposals will be evaluated and ranked using the value assigned to each criterion. Once the
technical and cost criteria have been evaluated and ranked, NMTCS may negotiate both
components with any vendor receiving an average of 80 points or more (See Appendix B).
Criteria Maximum Points
Cost 40
Service Capability 20
Financial Conditions/Stability, Business Practices 10
Personnel Management 10
Experience and References 20

4

Pre-Submission Meeting
A mandatory walk-through and meeting will take place on Wednesday, November 5,

2014 at
2:00 p.m., at New Media Technology Charter School, 8034 Thouron Avenue, Philadelphia, PA
19150.
Submission Information
All responsive bid proposals will be due no later than 10:00 a.m. on Monday, December 1, 2014.
Proposals must be submitted to:
New Media Technology Charter School
Attn: Reuben F. Mills, CEO
8034 Thouron Avenue
Philadelphia, PA 19150
All proposals should be delivered in a sealed envelope and should be clearly marked: Facilities
Management Proposal.
For Additional Information or Clarification
If additional information is required, please contact Reuben Mills by email ceo@nmtcs.net or by
telephone 267-286-6900.
Basis for Award of Contract
NMTCS will award the contract to the most qualified and responsible bidder whose proposal is
responsive to this solicitation. A responsible bidder is one whose experience, expertise as well as
financial, technical and other resources indicate an ability to perform the services required by
this solicitation. NMTCS shall select a contractor based on consideration of these factors as well
as the value of contractors services in relation to the cost of the proposed services.
Estimated Term of Engagement
Contracts shall generally extend for a one-year term. Upon the expiration of any contract, the
contract may, upon satisfactory evaluation of performance, be renewed for up to three additional
one-year terms without the requirement for bids or quotations.
Anticipated Selection Schedule
Determination will be made by Friday, December 12, 2014. Anticipated date of commencement
of services: January 1, 2015.

Appendix A Cleaning Standards


ENTRANCES, LOBBIES, RECEPTION, ROYER APPA Level 2 FREQUENCY
Tiled and linoleum floors will be dust mopped and damp
Mopped/washed
5 days per wk

Doormats will be lifted and vacuumed both sides. 5 days per wk
Carpeted areas will be vacuumed and spot cleaned. 5 days per wk
Litter receptacles will be emptied and cleaned. 5 days per wk
Door glass and partition glass will be cleaned both sides. 1 day per wk
Entrance doorframes, side glass panels and top glass panels will
be cleaned.
5 days per wk

Finger and other marks will be removed from wall to 2 m. high. 1 day per wk
Horizontal surfaces will be dusted. 1 day per wk
Stainless steel kick plates will be cleaned. 1 day per wk
Exterior garbage containers (within 5m) will be emptied and damp
wiped.
5 days per wk


STAIRS AND LANDINGS APPA Level 2 FREQUENCY
Stairs and landings will be swept and damp mopped/washed 5 days per wk
Doors will be kept free of finger marks 5 days per wk
Handrails will be dusted and damp wiped 2 days per wk
Walls will be spot cleaned to 2m high 1 day per wk
Stainless still kick plates will be cleaned 1 day per wk

CORRIDORS, HALLWAYS APPA Level 2 FREQUENCY
Tiled and linoleum floors will be dust mopped and damp mopped. 5 days per wk
Carpeted floors will be vacuumed and spot cleaned. 5 days per wk
Horizontal surfaces will be dusted. 1 day per wk
Waste receptacles will be emptied and cleaned. 5 days per wk
Drinking fountains will be cleaned. 5 days per wk
Walls will be spot cleaned to 2m. high. 1 day per wk
Tiled and linoleum floors will be sprayed and buffed. 1day per wk
Door glass and partition glass will be completely cleaned both sides 1 day per month

ELEVATORS APPA Level 1 FREQUENCY
Floors will be dust mopped and damp mopped/washed 5 days per wk
Doors and wall will be kept free of marks 5 days per wk
Glass ceiling panels will be cleaned 1 day per month
Stainless steel panels will be polished 1day per wk



6

LOUNGES, STAFF ROOM APPA Level 2 FREQUENCY
Supplies will be replenished. 5 days per wk
Upholstered furniture will be vacuumed. 1 day per wk
Tables will be damp wiped. 5 days per wk
Receptacles will be emptied and cleaned. 5 days per wk
Walls will be spot cleaned to 2 m. high. 1 day per wk
Chairs will be damp wiped. 5 days per wk
Carpet will be vacuumed and spot cleaned. 5 days per wk
Stainless steel sinks and counters will be cleaned. 5 days per wk

OFFICES APPA Level 2 FREQUENCY
Tiled and linoleum floors will be dust mopped and damp mopped. 1 day per wk
Carpets will be vacuumed and spot cleaned. 1 day per wk
Wastebaskets will be emptied 5 days per wk
Wastebaskets and recycling bins will be emptied and cleaned. 2 days per wk
Furniture and horizontal ledges will be dusted. 1 day per wk
Finger marks will be removed from walls and partitions will be
Spot cleaned to a height of 2 m.
1 day per wk

Telephones will be cleaned and disinfected. 1 day per wk
Horizontal and vertical blinds dusted. 2 times per year
Horizontal and vertical blinds spray cleaned in the summer. 1 time per year

WASHROOMS, SHOWERS, CHANGE ROOMS APPA Level 1 FREQUENCY
All fixtures will be cleaned, i.e., bowls, urinals, basins, mirrors,
Chrome surfaces and interface.
5 days per wk

Waste receptacles will be emptied and cleaned. 5 days per wk
All supplies will be replenished. 5 days per wk
Walls will be spot cleaned to a height of 2 m. 5 days per wk
Walls will be washed floor to ceiling. 1 day per month
Toilet partitions will be damp wiped. 1 day per month
Floors will be swept and washed. 5 days per wk
Floor drains will be primed. 1 day per wk
Walls and toilet partitions will be kept free of graffiti. 5 days per wk
Floor drains will be cleaned and floor drain lids lifted and cleaned. 1 day per month



7

CAFETERIA SEATING AND CIRCULATION AREAS -
APPA Level 1
FREQUENCY

Floors will be swept and damp mopped/washed. 5 days per wk
Walls will be spot cleaned up to a height of 2 m. 5 days per wk
Waste will be removed to outside container. 5 days per wk
Horizontal ledges will be wiped. 1 day per wk
Glass doors will be cleaned. 5 days per wk
Chairs, tables and table legs will be damp wiped. 1 day per wk
Waste containers will be cleaned cleaning to include wiping of outside and washing
inside with disinfectant.

1 day per wk
Walk-off mats will be vacuumed. 1day per wk
Remove gum from all surfaces. 1 day per month

MEETING ROOMS, CONFERENCE ROOMS, MULTI-PURPOSE
ROOMS APPA Level 2
FREQUENCY

Garbage picked up. 5 days per wk
Carpets vacuumed. 5 days per wk
Upholstered furniture vacuumed. 1 day per wk
Tables damp wiped (policed daily). 3 days per wk
Walls spot cleaned to a height of 2 m. 1 day per wk
Chairs damp wiped. 1 day per wk
Carpets spot cleaned. 5 days per wk

CLASSROOMS, LECTURE THEATRES APPA Level 2 FREQUENCY
Carpets will be vacuumed and spot cleaned. 5 days per wk
Titled and linoleum floors will be dust mopped and damp
mopped/washed.

5 days per wk
Waste receptacles will be emptied and cleaned. 5 days per wk
Desks, counters, sills and ledges will be dusted. 1 day per wk
Chalkboard ledges and erasers will be cleaned and chalk
Replenished.

5 days per wk
Chalkboards will be completely cleaned and washed. 5 days per wk
White boards will be cleaned. 5 days per wk
Floor grilles will be cleaned. 1 day per month
Door glass and partition glass will be cleaned both sides. 1 day per month
Horizontal and vertical blinds will be dusted. 2 times per year
Horizontal and vertical blinds will be sprayed clean in the summer. 1 time per year




8


COMPUTER LABORATORIES APPA Level 2 FREQUENCY
Carpets will be vacuumed and spot cleaned. 5 days per wk
Tiled and linoleum floors will be dust mopped and damp
Mopped/washed.

5 days per wk
Waste receptacles will be emptied and cleaned. 5 days per wk
Desks, counters, sills and ledges will be dusted. 1 day per wk
Chalkboard ledges and erasers will be cleaned and chalk
Replenished.

5 days per wk
Chalkboards will be completely cleaned and washed. 5 days per wk
White boards will be cleaned. 5 days per wk
Door glass and partition glass will be cleaned both sides. 1 day per month
Horizontal and vertical blinds will be dusted. 2 times per year
Horizontal and vertical blinds will be sprayed clean in the summer. 1 time per year

GENERAL OFFICE SPACE APPA Level 2 FREQUENCY
Tiled and linoleum floors will be dust mopped and damp mopped. 2 days per wk
Carpets will be vacuumed and spot cleaned. 2 days per wk
Wastebaskets and recycling bins will be emptied and cleaned. 2 days per wk
Furniture and horizontal ledges will be dusted. 1 day per wk
Finger marks will be removed from walls and partitions will be spot
Cleaned to a height of 2 m.

1 day per wk
Telephones will be cleaned and disinfected. 1 day per wk

OTHER AREAS GENERAL CLEANING SERVICES AREAS
NOT SPECIFIED APPA Level 2
FREQUENCY

Sanitize all pay phone handsets weekly
Furniture will be spot cleaned weekly
Mops to be cleaned/laundered to avoid odor weekly
Floor will be spray buffed monthly
Dust exterior doors and frames of lockers, partitions, and ledges weekly
Thoroughly clean all floor drains flush with water and an enzyme product weekly
All linoleum floors will be swept with a treated dust mop; spillage will be removed. 3 times per wk
All carpets will be vacuumed and all stains removed 3 times per wk
Finger marks will be removed from glass desks, table tops, door glass, and
display cases

3 times per wk
Finger marks and smudges will be removed from walls and other surfaces, where
accessible

3 times per wk
All graffiti shall be removed as it appears daily
Exterior sidewalk cleaning; all sidewalk extensions of buildings to be swept and
kept clean 5 meters on either side of & perpendicular to entrance

daily
All outside garbage receptacles at building entrance to be emptied daily
daily
Clean and sanitize all waste receptacles, sinks, tables and

9

OTHER AREAS GENERAL CLEANING SERVICES AREAS
NOT SPECIFIED APPA Level 2
FREQUENCY

Countertops daily
Window ledges and tracks will be dusted and wiped monthly
All metal surfaces, including push plates and kick plates will be
Cleaned and polished

monthly
Spot cleaning of ceramic tile grout monthly
Clean the interior of all paper towel and soap dispensers monthly

PROJECT WORK FREQUENCY
Wash all walls in entrances, hallways and classrooms 1 time per year
Hard surfaces scrubbed and recoated (two coats) 2 times per year
Hard surfaces burnished 2 times per year
Hard surfaces stripped and refinished 1 time in 5 years
Hard surfaces spray buffed 1 time per month
Wash walls in offices 1 time per year
Extraction clean all carpets 1 time per year
Vacuum and clean all fabric furniture, wash all vinyl/plastic
Furniture

1 time per year
Wash all building outside perimeter windows 1 time per year
All interior glass unless otherwise specified 2 times per year
All supply, return and exhaust air diffuser grills will be vacuumed
And washed

2 times per year
Clean and sanitize tables and chairs including tops and underneath
Surfaces, legs and arms including removing gum, etc.

2 times per year
Service rooms: Boiler, Electrical, Mechanical, communications rooms
To be dusted, swept, and/or vacuumed.

1 time per year


Note: Not all areas will receive floor care at the frequencies noted and reductions may be made for low traffic
areas and increase for high traffic areas.

10

Appendix A Cleaning Standards

APPA APPEARANCE LEVELS DEFINITIONS

Level 1 Orderly Spotlessness

Floors and base moldings shine and/or are bright and clean; colors are fresh. There is no buildup in
corners or along walls
All vertical and horizontal surfaces have a freshly cleaned or polished appearance and have no
accumulation of dust, dirt, marks, streaks, smudges, or fingerprints. Light all work and fixtures are
clean.
Washroom and shower fixtures and tile gleam and are odor-free. Supplies are adequate.
Trash containers and pencil sharpeners hold only daily waste, are clean and odor-free.

Level 2 Ordinary Tidiness

Floors and base moldings shine and/or are bright and clean. There is no buildup in corners or along
walls, but there can be up to two days worth of dust, dirt, stains or streaks.
All vertical and horizontal surfaces are clean, but marks, dust, smudges, and fingerprints are noticeable
upon close observation. Light all work and fixtures are clean.
Washroom and shower fixtures and tile gleam and are odor-free. Supplies are adequate.
Trash containers and pencil sharpeners hold only daily waste, are clean and odor-free.

Level 3 Casual Inattention

Floors are swept or vacuumed clean, but upon close observation, there can be stains. A buildup of dirt
and/or floor finish in corners and along walls can be seen.
There are dull spots and/or matted carpet in walking lanes. There are streaks or splashes on base
molding.
All vertical and horizontal surfaces have obvious dust, dirt, marks, smudges and fingerprints. Lamps all
work and fixtures are clean.
Trash containers and pencil sharpeners hold only daily waste, are clean and odor-free.

Level 4 Moderate Dinginess

Floors are swept or vacuumed clean, but are dull and stained. There is a noticeable buildup of dirt
and/or floor finish in corners and along walls.
There is a dull path and/or obviously matted carpet in walking lanes. Base molding is dull and dingy
with streaks or splashes.
All vertical and horizontal surfaces have conspicuous dist, dirt, smudges, fingerprints, and marks. Lamp
fixtures are dirty and some lamp (up to 5 percent) are burned out.
Trash containers and pencil sharpeners have old trash and shavings. They are stained and marked.
Trash containers smell sour.

11

Appendix A Cleaning Standards

Level 5 Unkempt Neglect

Floors and carpets are dull, dirty, dingy, scuffed, and/or matted. There is a conspicuous buildup of
old dirt and/or floor finish in corners and along walls. Base molding is dirty, stained, and streaked.
Gum, stains, dirt, dust balls, and trash are broadcast.
All vertical and horizontal surfaces have major accumulations of dust, dirt, smudges, and
fingerprint, all of which will be difficult to remove. Lack of attention is obvious.
Light fixtures are dirty with dust balls and flies. Many lamps (more than 5 percent) are burned out.
Trash containers and pencil sharpeners overflow. They are stained and marked. Trash containers
smell sour.


APPA Cleaning Standards
Initially published by APPA in 1992 and now in its second edition, Custodial Staffing Guidelines covers five
levels of clean used to assess facility appearance. The guide includes information on such specialized
facilities areas as dormitories, health care facilities, and more. Thirty-three room categories in all are
covered by the APPA staffing guidelines. The Custodial Staffing Guidelines are based upon the feedback of
hundreds of individuals and institutions and have been in use for over two decades by an ever-increasing
number of institutions to validate staffing requirements at institutions in higher education as well as K-12,
and to justify the need for custodial budgets.