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LIBERTY HILL INDEPENDENT SCHOOL DISTRICT 301 Forrest Street
Liberty Hill, TX 78642
RFP # 22-005 Custodial Services
CUSTODIAL SERVICES SELECTION SCHEDULE:
• Questions Deadline: Thursday, October 7, 2021, 2pm CST
• Send Questions to: [email protected]
• RFP Submission Deadline: Tuesday, October 12, 2021, 2pm CST
• Possible Submission to Board: October 2021
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TABLE OF CONTENTS
Request for Proposals
I. Proposal Process ..................................................................................... 3
II. Proposal Conditions ................................................................................. 7
III. Proposal Submission .............................................................................. 10
IV. Proposal Evaluation ................................................................................12
V. Custodial Cleaning Guideline .................................................................. 12
VI. District Information ................................................................................ 18
VII. Required Forms ……………………………………………………………………………………20
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I. Proposal Process
A. PURPOSE: The purpose of this Request for Proposals (RFP) is to solicit sealed
offers from qualified firms and to negotiate an agreement for the provision of
custodial services for the Liberty Hill Independent School District as outlined herein.
B. BACKGROUND: Liberty Hill ISD is a public school district in Liberty Hill, Texas. The
District has 8 educational and support buildings on 8 sites and has an average daily
attendance of over 6,000 students.
C. PROPOSAL: Each participating firm shall submit a written proposal detailing the
manner in which the objectives set forth in the RFP shall be achieved. Within the
framework set forth herein, each firm will be expected to bring its own unique style
and approach to the process.
D. SCOPE: The selected firm shall furnish all necessary resources (including but not
limited to personnel, training programs, support, equipment, materials, services and
supplies) to implement a program which improves efficiency and effectiveness of the
District's custodial services and related operations.
E. TIMETABLE:
• Questions Deadline: Thursday, October 7, 2021, 2pm CST
• Send Questions to: [email protected]
• RFP Submission Deadline: Tuesday, October 12, 2021, 2pm CST
• Possible Submission to Board: October 2021
Proposals must be electronically submitted to: [email protected]
Proposals can also be uploaded to Dropbox with the folder being shared with [email protected]
F. PRE-PROPOSAL CONFERENCE AND SITE VISITS: There will be no pre-proposal
conference held. However, any firm wishing to submit a Proposal may schedule a
District site visit by emailing: [email protected] by Friday, October 1,
2021 at 2pm CST.
G. COMMUNICATION: All inquiries and requests for information regarding
proposal submission requirements shall be directed to:
H. PROPOSAL ACCEPTANCE: The District shall have the right to accept or reject any
proposal. In particular, the District may reject a proposal not accompanied by data
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required by the RFP or in any way incomplete or irregular. Conditional proposals will
not be accepted.
I. CONTRACT AWARD: Awards shall be made to the one qualified firm whose
proposal is determined to be the most advantageous when taking into consideration
the evaluation factors set forth in the sections that follow, including overall long-term
value to the District. There is no obligation on the part of the District to award a
contract. A contract awarded will be awarded to a single firm.
J. FEES AND OPERATING COST: Fees will be considered a part of overall operating
cost. Operating cost will be viewed as one of a number of component determinants of
overall best value and will be considered in accordance with the criteria established
herein.
K. ADDENDA: Any changes to this RFP will be made by addendum and such changes
will prevail over previously issued information. Addenda issued will be mailed to firms
on record to participate and will also be posted on the District's website. Each firm
submitting a proposal is responsible to be sure the latest addendum is incorporated.
Anyone obtaining RFP documents from a source other than the District must notify
the District of a contact name, address, telephone, and e-mail in order to receive any
correspondence, including addenda.
L. OPEN COMPETITION: The District encourages free and open competition.
Whenever possible, specifications and proposal terms and conditions are designed to
accomplish this objective, consistent with the necessity to satisfy the needs of the
District and the assurance of an economically and operationally sound solution.
M. NON-COLLUSION: Submission of a proposal guarantees that the proposal has
been prepared without collusion with other firms and without effort to preclude the
District from obtaining the best possible competitive value. The firm certifies that
neither its officers nor its employees have bribed or attempted to bribe or influence
in any improper manner any officer, employee or agent of the District, and that the
firm has disclosed any known beneficial relationship between a District official and
the firm.
0. WITHDRAWAL OR MODIFICATION: A proposal may be withdrawn, but only before
the submission deadline and only in its entirety. A withdrawn proposal may be
resubmitted after modification, but only before the submission deadline. A proposal
may not be withdrawn or modified following the submission deadline.
P. ERRORS: The District is not liable for any errors or misinterpretations made in
responding to this RFP.
Q. PREPARATION EXPENSE: All proposals submitted in response to the RFP must
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be supplied at the sole expense of the proposing firm, irrespective of the final
decision of the District as to contract award.
R. INSPECTION OF FACILITIES: It is the responsibility of each firm to become fully
informed as to the nature and extent of the work required and its relation to any
other condition, including possible interference from academic or other activities.
S. INQUIRIES: The District will not provide verbal answers to inquires or verbal
instructions regarding the RFP. A verbal statement by any person representing the
District shall be considered non-binding. The District is not liable for increased cost or
other consequence resulting from the acceptance of verbal direction by a
participating firm.
T. INTERPRETATION: Any questions as to the meaning of the RFP should be emailed
to: [email protected] The District will attempt to provide adequate
clarification to specific questions directly to the firm submitting the question. Only in
cases where the District discovers probable cause for all proposing firms to
misinterpret the meaning and intent of the document will an addendum be issued.
All clarifications and interpretations issued by the District will be final and binding
upon the recipient.
Cost or problems associated with misinterpretation of the intent of the RFP or because
of failure to receive addenda or written clarification will be the responsibility of the
proposing firm.
U. QUALIFICATIONS: A contract will only be awarded to a qualified firm with
proven capability to provide the full range of services specified. The District may
require evidence of qualification, including:
1. Evidence of appropriate licensing to perform the work specified.
2. Experience record showing expertise and success in similar work.
3. Proof of substantial experience managing public school contracts.
V. SELECTION: Selection shall be made of one firm deemed to be fully qualified and
best suited among those submitting proposals on the basis of the evaluation factors
identified herein. The District may cancel this RFP, reject proposals or any portions
thereof at any time prior to an award, and is not required to furnish a statement of the
reason why a particular proposal was not deemed to be the most advantageous.
Should the District determine (at its sole discretion) that only one firm is fully
qualified, or that one firm is more suitable than the others under consideration, a
contract may be awarded to that firm.
W. NEGOTIATIONS: Final negotiations may be conducted with the selected firm in order
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to insure the best overall program design and to achieve the best business arrangement
for the parties.
X. AMERICANS WITH DISABILITIES ACT: If special accommodations are needed in
order to attend meetings or to accomplish building site visits, please contact the
District at least one (1) week prior to the event to insure such accommodations.
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II. Proposal Conditions
A. CONTRACT TERM: The successful firm will be awarded a contract with a (1) year
term to be re-approved by the Board for an additional (1) year with potential
for up to 5 (1) year renewals after the budget has been adopted and after start
of that budget year.
B. APPROPRIATION: If funds for the services provided under the contract are not
appropriated in a given District fiscal year, the District may terminate the contract
upon 30 days notice.
C. PERSONNEL: This section defines the intended employment relationships of all
persons working within the custodial services under any contract resulting from
this RFP. All employees will be employees of the selected firm. Daytime custodians
will be provided access to the District during the regular term on days observed by
students and/or teachers.
D. ILLEGAL WORKERS: The District shall consider the intentional
employment of unauthorized aliens by the selected firm in violation of U.S.
immigration laws cause for unilateral cancellation of any contract resulting
from this RFP.
E. BACKGROUND CHECK: All employees of the selected firm must undergo a
criminal background check prior to beginning work. No employee with a felony
conviction or a conviction of sex crime, crime of moral turpitude or any crime
against a child may be employed. The District must be furnished criminal record
background check documents prior to employees working on any campus.
F. ASBESTOS MATTERS: The District will be responsible for all matters relating
to asbestos.
G. STORAGE: The District will provide for the selected firm suitable storage
facilities at each work location.
H. PRICING: Monthly invoices may be submitted by the selected firm at the
beginning of the month in which services are to be provided.
Adjustment for Changes in Service - An adjustment based on change in services or
scope will be negotiated between the parties and will be effective upon the change.
I. CAPITAL EQUIPMENT: The selected firm shall provide, as a part of the contract all
vehicles necessary to accomplish the work required under the contract.
Operational Equipment - Supplemental non-fixed operational capital
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equipment (such as cleaning cart, floor machines) will be provided by the
District.
Vehicles - Supplemental vehicles will be provided by the selected firm.
J. SUPPLIES: The District will provide all custodial, supplies (including paper products,
soap, and liners) necessary to accomplish the work required under the contract.
K. PAYMENT RESPONSIBILITY: The payment responsibilities of the parties will
be spelled out in the contract and in the proposal. The District is a
Governmental Agency and as such has 30 days from the date of the invoice to
pay the invoice.
L. REGULATORY COMPLIANCE: The selected firm will comply at all times with all
regulations governing the services provided as a result of this RFP, and the District
will fully cooperate with such efforts by the firm. The selected firm must be licensed
to do business in the State of Texas.
M. INSURANCE: The selected firm shall maintain with a company or companies,
lawfully authorized to do business in the State of Texas, such insurance as will protect
the firm from claims arising out of or resulting from the firm's operations under any
contract resulting from this RFP, and for which the firm may be legally liable, whether
such operations be by the firm or by a subcontractor or by anyone directly or indirectly
employed by any of them, or by anyone for whose acts any of them may be liable.
Certificates of Insurance will be required naming the District as additional insured. The
District must be notified at least 30 days in advance of any policy cancellation.
General Liability Insurance - The selected firm shall provide Comprehensive General
Liability policy for general liability coverage with limits of not less than $300,000 -
Bodily Injury and $100,000 - Property Damage per occurrence. Coverage shall be
maintained without interruption from date of commencement of work until date of
final payment.
Worker ' s Compensation -The selected firm shall secure and maintain for the life of the
contract valid Worker's Compensation Insurance as required by law.
Automobile Liability - The selected firm shall secure and maintain for the life of the
contract automobile liability insurance on all vehicles against bodily injury and
property damage in the amount of at least $100,000 per person, $300,000 per
occurrence.
Employer's Liability - The selected firm shall secure and maintain for the life of the contract
employer's liability insurance with at least a $500,000 limit.
Fidelity Bond - The selected firm shall secure and maintain for the life of the contract
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a fidelity bond or equivalent coverage in the amount of at least $10,000 per
employee.
N. WAIVER OF RECOVERY: The District and the selected firm will mutually waive
all rights of recovery against their respective insurers.
0. INDEMNITY: To the extent permitted by law, each party will indemnify the other
party against loss due to its negligent acts or omissions.
P. BONDING: In an effort to effectively manage cost, the District will not require
either a bid bond or a performance bond. Therefore, the District will only consider
firms with sufficient demonstrated financial strength and performance history to
fulfill the requirements of the RFP.
If the District determines that a firm is qualified but lacks sufficient financial
strength or performance history to insure fulfillment of the requirements, bonds
may be subsequently required.
Q. ASSIGNMENT: Assignment of contract may only be made to an affiliate or wholly-
owned subsidiary of the selected firm.
R. NOTICES AND AMENDMENTS: All notices and amendments must be in writing.
S. FORCE MAJEUR: The contract may contain a provision limiting obligation and
liability due to catastrophe or other force majeure.
T. TERMINATION: Any contract resulting from this RFP may be cancelled upon 90 days’
notice without cause or upon 30 days’ notice for cause, except that the contract may be
cancelled upon 10 days' notice if the cause is non-payment.
U. JURISDICTION: This agreement will be construed and governed in the state of Texas.
V. LANGUAGE REQUIREMENT: English is the recognized language used in the District.
Although it is not a requirement that all of the selected firm's employees speak English,
it is a requirement that the overall supervisor and the lead person on each campus be
able to speak, write and understand English, in order to properly understand and
communicate instructions. All written instructions, including Material Safety Data
Sheets, posting of notices, etc., will be provided in both English and Spanish.
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III. Proposal Submission
PROPOSAL SUBMISSION: Proposals will be electronically submitted to: [email protected]
Proposals can also be uploaded to Dropbox with the folder being shared with [email protected]
A. The District reserves the right to request additional copies or information without
cost or to duplicate information submitted as required for the purpose of evaluating
proposals.
B. PROPOSAL FORMAT: Proposals should provide a straightforward, concise
description of the capabilities of the firm and must satisfy at least the basic
requirements of the RFP. Emphasis should be on completeness and clarity of content.
The response should be formatted in the following major sections, which may be
placed in any order:
1. Summary. The firm may, but is not required to, provide an executive summary.
2. Required Documents. This section should include any specific documents
required by the RFP, such as insurance certificates, completed forms supplied by
the District, licenses, etc.
3. Company. This section should include information about the firm and its
qualifications and should include references.
4. Organization. This section should include the firm's proposed on-site
organization, including staffing information. It should also include any
information about managers who may be assigned to the operation.
5. Financial. This section should include pricing, various financial calculations and
related information sufficient to explain the fees and costs associated with
providing the services.
6. People. This section should include information concerning recruitment, selection,
training, promotion, benefits and other personnel related information.
7. Operations. This section should include operational information concerning the
method of service delivery, including programs and management.
8. Implementation. Information concerning the general plan for implementation
should be provided in this section.
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9. Support. This section should describe corporate support, technical support
systems and quality control systems.
10. Supplemental. This section should include any additional information the firm
wishes to provide which it believes will help the district make a determination
about its capability and suitability as a business partner. This additional
information may include awards, recognitions and certifications of the firm.
C. SPECIFIC REQUIREMENTS: Proposals should be as thorough and detailed as necessary
so that the District may properly evaluate the capabilities of the firm to provide the
required services. Each firm is required to submit completely the following items.
1. A complete response to the RFP.
2. As evidence of financial stability, please provide the most recent annual report
produced by the firm, showing at least two consecutive years of financial results.
3. Please indicate and identify those capabilities and resources produced within the
firm's organization as opposed to those to be acquired through the use of third
party employees or subcontractors. If subcontractors are to be employed in the
performance of the specified services, provide a written narrative describing the
rationale used for utilizing these resources for the purposes of this contract.
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IV. Proposal Evaluation
A. EVALUATION CRITERIA: Proposals will be evaluated and contract award made based
upon the proposal that is determined to be the most advantageous when taking into
consideration the evaluation factors set forth in the sections that follow, including the
overall long-term value to the District.
Specific Evaluation Criteria:
Summary: 5%
Required Documents: 5%
Company: 15%
Organization: 10%
Financial: 25%
People: 15%
Operations: 10%
Implementation: 5%
Support: 5%
Supplemental: 5%
100%
B. PERFORMANCE INVESTIGATIONS: As part of the proposal evaluation process the
District may make inquiries and investigations, including visiting sites or obtaining
verbal or written references from the firm's customers, to determine the ability of the
firm to provide service.
V. Custodial Cleaning Guideline; But Not Limited to the Following:
A. Classrooms, Band Hall, Offices, Lounges, Conference Rooms and Libraries
1) Daily Duties When Students Are In School.
(a) Empty waste receptacles. Damp wipe soiled receptacles. Replace plastic liners daily.
(b) Empty pencil sharpeners
(c) All classroom desks to be cleaned and wiped with a sanitizing solution.
(d) Pre-Kand K classroom desks, tables, chairs and other furniture to be cleaned and
wiped with sanitizing solution. (e) Spot clean glass in doors and partitions and inside of windows to remove smudges. (f) Spot clean walls, doors and ledges as needed.
(g) Vacuum and spot clean the carpets daily and remove carpet strings.
(h) Dust mop hard surface floors. Sweep rough wood or concrete floors.
(i) Spot mop hard surface floors as necessary making sure to use a clean mop and
change cleaning solution in mop bucket frequently. (j) Clean sinks and replenish paper towels.
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(k) Clean classroom restrooms once daily after school according to daily restroom
cleaning procedures. (l) If necessary clean classroom showers according to daily shower cleaning procedures.
2) Weekly Duties When Students Are In School.
(a) Thoroughly mop hard surface flooring with a mild sanitizing solution making sure to
use a clean mop and change cleaning solution in mop bucket frequently.
(b) Completely vacuum carpeted areas, moving all furniture and rearranging as needed.
(c) Damp wipe doors.
(d) Dust window ledges, sills, displays and decorations. Dust horizontal and vertical
furniture surfaces and clean to remove heavy soil, heavy markings or graffiti from
student desktops.
(e) Dust wall vents and vertical wall trim. (f) Check ceilings for cobwebs and remove as required. (Up to 12 ft.)
(g) Clean and daily sanitize doorknobs, push plates. Clean kick plates weekly.
(h) As needed machine buff finished hard surface floors.
(i) Sanitize telephones.
(j) Clean Restrooms according to weekly restroom cleaning procedures.
(k) Clean showers according to weekly shower cleaning procedures.
B. Entrances, Lobbies and Hallways
1) Daily Duties When Students Are In School.
(a) Empty waste from receptacles. Damp wipe soiled receptacles. Replace plastic liners.
(b) Spot clean smudges and soil from glass in partitions and doors.
(c) Keep matting and runners clean and dry at entrances. Vacuum if necessary. During
inclement weather spot mop to remove tracked in water or soil and place wet floor
signs at entrances.
(d) Dust mop floors.
(e) Spot mop or machine scrub floors as necessary to remove heavy soil making sure
to use a clean mop and change cleaning solution in mop bucket frequently.
(f) Clean and sanitize water fountains.
(g) Spot clean smudges on walls, door facings and doors.
(h) Inspect restrooms three times daily for spot cleaning and replenishing paper and
soap products as needed. (i) Clean restrooms after school according to daily restroom cleaning procedures.
2) Weekly Duties When Students Are In School.
(a) Clean entranceway door and adjoining glass.
(b) Completely damp mop all hard flooring surfaces making sure to use a clean mop
and change cleaning solution in mop bucket frequently.
(c) Dust vertical furniture surfaces, wall vents and vertical wall trim.
(d) Dust windowsills, ledges and furniture tops.
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(e) Vacuum return air vents.
(f) Clean doorknobs, rails, push plates and kick plates on doors.
(g) Remove Cobwebs from floor to ceiling up to 12ft. as needed.
(h) Wipe baseboards (entrances and lobbies).
(i) Hallways only, once per week machine buff hard flooring surfaces.
(j) Clean restrooms after school according to weekly restroom cleaning procedures.
C. Cafeterias and Lunchrooms:
1) Daily Duties When Students Are In School.
(a) During School (1) Sweep and mop spills and major pieces of litter from the floor.
(2) Empty waste from waste receptacles as needed.
(3) Custodial Staff will designate one staff member to clean and wipe tables and
chairs with sanitizing solution both during and after breakfast and lunch.
(4) Clean restrooms once daily during school according to daily restroom
cleaning procedures.
(b) After School
(1) Dust mop and damp mop or machine scrub floors daily making sure to use a
clean mop and change cleaning solution in mop bucket frequently.
(2) Spot clean walls and remove cobwebs up to 12 ft.
(3) Clean glass partitions and doors.
(4) Clean and sanitize drinking fountains.
2) Weekly Duties When Students Are In School. . (a) Damp wipe vertical surfaces within 6 feet of ground level with a mild
sanitizing disinfectant. (b) Machine buff hard flooring surfaces. (c) Clean and sanitize doorknobs push plates and kick plates
(d) Clean restrooms once weekly during school according to weekly restroom
cleaning procedures.
D. Locker Rooms, Locker Room Rest Rooms and Showers, Weight Rooms and Gyms:
1) Daily Duties When Students Are In School.
(a) Empty and clean waste receptacles.
(b) Damp clean benches and furniture as needed.
(c) Spot clean walls and lockers.
(d) Wet mop floors with sanitizing solution making sure to use a clean mop and
change cleaning solution in mop bucket frequently. (e) Dust and spot mop gymnasium floors daily. (f) Pick up trash and debris from bleachers.
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(g) Clean restrooms according to daily restroom cleaning procedures.
(h) lean showers according to daily shower cleaning procedures.
** Game Day: Sweep Gym Floors and run Auto Scrubbers prior to and after games.
2) Weekly Duties When Students Are In School.
(a) Pick up trash and debris under moveable gym seats.
(b) Thoroughly sweep, mop and sanitize floor areas making sure to use a clean mop
and change cleaning solution in mop bucket frequently.
(c) Thoroughly damp wipe vertical wall and locker surfaces within 6 feet of floor level
with a mild sanitizing disinfectant.
(d) Remove cobwebs daily. (Up to 12 Ft.)
(e) Clean and daily sanitize doorknobs, push plates. Clean kick plates weekly.
(f) Clean basketball back board glass.
(g) Clean bleacher seating.
(h) Restrooms - Top scrub floors and scrub walls.
(i) Clean showers according to weekly shower cleaning procedures.
E. Outdoor Procedures:
1) Daily Duties When Students Are In School.
(a) Sweep outside mats, steps and nearby sidewalk (up to 15 feet from entrance)
to keep soil away from doorways. (b) Empty waste receptacles and replace plastic liners. (c) Keep walkways around school clear of debris.
(d) Remove trash and other debris from building to outer sidewalks.
F. Rest Room Cleaning Procedures:
1) Daily Duties When Students Are In School.
(a) After school each day thoroughly clean and sanitize floors, plumbing fixtures
including toilets, toilet seat top and bottom, urinals, sink faucets, sink basins and
all horizontal surfaces.
(b) Remove trash to collection point.
(c) Polish mirrors and bright work.
(d) Damp wipe partitions with disinfectant.
(e) Top scrub floors and walls.
(f) Refill paper towel, soap and toilet paper dispensers.
(g) Remove graffiti.
(h) Check plumbing to make sure it is operational; that there are no stoppages or leaks.
2) Weekly Duties When Students Are In School.
(a) Damp wipe vertical surface with a mild sanitizing disinfectant.
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(b) De-lime toilets and urinals as needed.
(c) Clean and sanitize door knobs, kick plates and push plates.
(d) Check ceilings for cobwebs and remove as required. (Up to 12 ft.)
(e) Dust ledges, vents, partitions and light fixtures above sinks.
(f) Machine scrub rest room floor with a mild sanitizing disinfectant.
G. Shower Cleaning Procedures:
1) Daily Duties When Students Are In School
(a) Clean shower area, removing pieces of soap and other foreign matter. Clean
body oil and soap film build-up and sanitize all surfaces. (b) Wet mop floors and wipe all walls with a sanitizing solution.
2) Weekly Duties While Students Are In School
(a) Clean showerheads, handles, hardware and all surfaces using a mild
sanitizing disinfectant. (b) Scrub and sanitize all Shower walls and flooring.
H. Minimal Service Areas, Mechanical Areas
1) Mechanical areas to be cleaned by maintenance staff.
2) No storage is permitted in these areas.
I. Annual Project Cleaning:
1) Stripping and refinishing tile floors once annually.
2) Complete carpet cleaning once annually.
J. Semi-Annual Project Cleaning: (Before School Starts and Christmas Holidays):
1) Polish furniture.
2) Wash walls, locker exteriors and waste receptacles.
3) Dust and clean Mini blinds.
4) Vacuum upholstered furniture.
5) Wash interior and exterior windows.
6) Open fluorescent light fixtures, lowering light diffuser lens, dust insects and debris.
7) Clean interior and exterior of student desks.
8) LHISD Maintenance staff will dust areas over 12ft. on campuses. Custodial staff to
clean floors after LHISD Maintenance staff dusting. 9) De-lime all shower fixtures and hardware as needed.
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K. Custodial Staff Miscellaneous Responsibilities:
1) It is understood that on days that students are in school, there needs to be
sufficient custodial staff to support the needs of each individual campus.
Classrooms and hallways to be cleaned after school.
2) There will be custodial staff on each campus to communicate with the
Principal, Assistant Principal or any Liberty Hill ISD Representative, for
various scheduled and unscheduled needs which arise from time to time.
(a) Examples but not limited too scheduled or unscheduled needs:
(1) Moving a desk, chair, boxes of copy paper, etc. within the individual campus.
(2) Any accidental spills or cleanup needs that arise.
3) There will be a Custodial Area Supervisor available for deficiency issues and to
have a scheduled monthly walk thru each campus with the Principal, Assistant
principal, Maintenance Director or any appointed representative of Liberty
Hill ISD.
4) One custodial staff member assigned during Basketball games, Tournaments and
any activities with post game or activity cleanups. (Approximately 20 Home Boys
and Girls games).
5) Remove furniture after meetings
6) Post class scheduled activity clean ups.
7) Assisting in receiving of supplies from LHISD Maintenance staff.
8) Incidental graffiti removal on the interior of the building.
9) Routine and project cleaning during fall, winter, spring and summer breaks.
10) Scheduling work around evening classes if applicable.
11) Opening and closing of the facilities during normal school operating hours.
Administrative and support buildings will generally be opened by others and
closed by custodial staff after cleaning. The custodial staff will be responsible for
securing buildings at the end of each day of operation or after special events,
whichever is later.
12) The District allows its facilities to be rented by private groups and organizations for
use after school hours. The selected firm will be responsible for staffing special
events and performing set-up, tear-down and cleaning services according to an
agreed upon hourly rate per employee. The staff will also be responsible for
opening and securing facilities in conjunction with such events.
***** The District is responsible for any COVID related special cleaning, i.e., hydrostatic spraying, fogging.
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VI. District Information
1) Facility Information: These are the buildings that will utilize contracted custodial services:
Liberty Hill Middle School: 161,222 sq. ft.
13125 W Hwy 29
Liberty Hill, TX 78642
Has approximately 70 toilets, 28 urinals and 65 sinks.
Santa Rita Middle School: 155,705 sq. ft.
90 E Santa Rita Middle School Blvd.
Liberty Hill, TX 78642
Has approximately 67 toilets, 29 urinals and 75 sinks.
2) Additional Information:
Liberty Hill ISD will provide paper towels, toilet paper, soap, hand sanitizer, can
liners and sanitary napkin bags.
3) 2021 – 2022 District Custodial Calendar Attached to RFP
4) 2021 – 2022 District School Calendar Attached to RFP
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VII. Required Forms
• Conflict of Interest Questionnaire
• Debarment Statement
• Certification of Non-Collusion/Suspension
• Felony Conviction Notice
• W-9
• Certification of Interested Parties (Form 1295)
• Clean Air and Water Act
• Davis-Bacon Act
• Byrd Anti-Lobbying Amendment
• Terms of Agreement
• Criminal History/Background Check
• Responders Certification
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• Conflict of Interest
Notice to Vendors Conflict of Interest Disclosure
Statements Texas Local Government Code, Chapter 176
Vendors are required to file a Conflict of Interest Questionnaire (Form CIQ) with the
District if an employment or business relationship or family relationship exists
between the vendor and a local government officer ("LGO") of the District or a family
member of the LGO. THERE ARE POTENTIAL CRIMINAL PENALTIES FOR FAILURE TO
COMPLY WITH TEX. LOCAL GOVT. CODE CHAPTER 176. Certain terms used herein are
defined in Chapter 176. Vendors are encouraged to review and become familiar
with all disclosure requirements of Chapter 176 and Form CIQ. The information
contained herein is for information purposes only and shall not be construed as
legal advice. "Vendor" means a person who enters or seeks to enter into a
contract with a local governmental entity. The term includes an agent (including
an employee) of a vendor.
A vendor is required to file a completed Form CIQ if the vendor has a business
relationship with C-FB ISD (the "District") and:
1. has an employment or other business relationship with a Local Government
Officer ("LGO") of the District, or a family member of the LGO;
2. has given a LGO of the District, or a family member of the LGO, one or more gifts
that have the aggregate value of more than $100 in the 12-month period
specified in Loc. Govt. Code Section 176.003(a)(2)(B), excluding any gift described
by Section 176.003(a-1); or
3. has a family relationship with a LGO of the District.
Form CIQ must be filed with the appropriate District records administrator:
1. Not later than the seventh business day after the later of:
(1) the date that the vendor:
(A) begins discussions or negotiations to enter into a contract with the
District; or
(B) submits to the District an application, response to a request for
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qualifications or bids, correspondence, or other writing related
to a potential contract with the District; or
(2) the date the vendor becomes aware:
(A) of an employment or other business relationship with a LGO, or
a family member of the LGO;
(B) that the vendor has given one or more gifts described above; or (C) of a family relationship with a LGO.
2. The vendor also shall file an updated completed questionnaire (Form CIQ)
not later than the seventh business day after the date on which the vendor
becomes aware of an event that would make a statement in the
questionnaire in complete or inaccurate.
Local Government Officers (LGOs) of the liberty Hill Independent School District, as of November 16, 2020, include:
1. Members of the Liberty Hill ISD Board of Trustees:
Place 1: Terry Smith
Place 2: Kendall Carter
Place 3: Michael Ferguson
Place 4: Kathy Major
Place 5: Anthony Buck
Place 6: Kristi Hargrove
Place 7: Megan Parsons
2. Superintendent of Schools: Steven Snell
3. An agent (including an employee) of liberty Hill ISD who exercises
discretion in the planning, recommending, selecting, or contracting of a
vendor.
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• Responder Debarment Statement
I affirm, to the best of my knowledge, the company I represent has not been debarred or suspended
from conducting business with school districts in the State of Texas. This certification is required by
the regulations implementing Executive Order 12549, Debarment and Suspension, 7 CFR Part 3017,
Section 3017.510, Participants’ responsibilities. The regulations were published as Part IV of the
January 30, 1989, Federal Register (pages 4722-4733). Copies of the regulation may be obtained by
contacting the Department of Agriculture Agency with which this transaction originated.
Does Responder agree? YES ________ Initials of Authorized Representative of Responder
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• Certification of Non-Collusion Statement
Responder certifies under penalty of perjury that its response to this procurement solicitation is in all respects bona fide, fair, and made without collusion or fraud with any person, joint venture, partnership, corporation or other business or legal entity.
Does Responder agree? Yes Initials of Authorized Representative of Responder
Responder agrees to comply with all federal, state, and local laws, rules, regulations and ordinances, as applicable. It is further acknowledged that Responder certifies compliance with all provisions, laws, acts, regulations, etc. as specifically noted above.
Signature of Authorized Representative:___________________________
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• Felony Conviction Notice
State of Texas Legislative Senate Bill No. 1, Section 44.034, Notification of Criminal History, Subsection
(a), states “a person or business entity that enters into a contract with a school district must give
advance notice to the district if the person or an owner or operator of the business entity has been
convicted of a felony. The notice must include a general description of the conduct resulting in the
conviction of a felony”. Subsection (b) states “a school district may terminate a contract with a person or business entity if the
district determines that the person or business entity failed to give notice as required by Subsection (a)
or misrepresented the conduct resulting in the conviction. The District must compensate the person or
business entity for services performed before the termination of the contract”.
This notice is not required of a Publicly Held Corporation.
I, the undersigned agent for the firm named below, certify that the information concerning notification of felony convictions has been reviewed by me and the following information furnished is true to the best of my knowledge. Responder’s Name:
Authorized Company Official’s Name (Printed): Check one of the following and sign as appropriate.
My firm is a publicly held corporation; therefore, this reporting requirement is not
applicable.
Signature of Company Official:
My firm is not owned or operated by anyone who has been convicted of a felony.
Signature of Company Official:
My firm is owned or operated by the following individual(s) who has/have been
convicted of a felony:
Name of Felon(s):
Details of Conviction(s): ___________________________________________________
Signature of Company Official: _
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• W-9 Form
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• Certificate of Interested Parties (Form 1295)
REQUIRED UNLESS EXCEPTION APPLIES
In 2015, the Texas Legislature adopted House Bill 1295, which added section 2252.908 of the
Government Code. The law states that a governmental entity or state agency may not enter into
certain contracts with a business entity unless the business entity submits a disclosure of interested
parties to the governmental entity or state agency at the time the business entity submits the signed
contract to the governmental entity or state agency.
The law applies (with a few exceptions) only to a contract between a business entity and a
governmental entity or state agency that either (1) requires an action or vote by the governing body of
the entity or agency before the contract may be signed or (2) has a value of at least $1 million. The
disclosure requirement applies to a contract entered into on or after January 1, 2016.
A business entity must use the Form 1295 filing application the Commission created to enter the
required information on Form 1295 and print a copy of the completed form. Once entered into the
filing application, the completed form will include a unique certification number, called a “certification
of filing.”
An authorized agent of the business entity must sign the printed copy of the form affirming under the
penalty of perjury that the completed form is true and correct.
The completed, printed, and signed Form 1295 bearing the unique certification of filing number must
be filed with the governmental body or state agency with which the business entity is entering into the
contract.
Complete instructions and important information can be located from the following link:
https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm
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• Clean Air and Water Act
I, the Responder, am in compliance with the Clean Air Act (42 U.S.C. 7401-7671q.) and the Federal
Water Pollution Control Act (33 U.S.C. 1251-1387), as amended and understand that contracts and
sub-grants of amounts in excess of $150,000 must contain a provision that requires the non-Federal
award to agree to comply with all applicable standards, orders or regulations issued pursuant to the
Clean Air Act (42 U.S.C. 7401-7671q) and the Federal Water Pollution Control Act as amended (33
U.S.C. 1251-1387) and that violations must be reported to the Federal awarding agency and the
Regional Office of the Environmental Protection Agency (EPA).
Does Responder agree? YES ________ Initials of Authorized Representative of Responder
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• Davis-Bacon Act
Davis-Bacon Act, as amended (40 U.S.C. 3141-3148). When required by Federal program legislation, all
prime construction contracts in excess of $2,000 awarded by non-Federal entities must include a
provision for compliance with the Davis-Bacon Act (40 U.S.C. 3141-3144, and 3146-3148) as
supplemented by Department of Labor regulations (29 CFR Part 5, “Labor Standards Provisions
Applicable to Contracts Covering Federally Financed and Assisted Construction”). In accordance with
the statute, contractors must be required to pay wages to laborers and mechanics at a rate not less
than the prevailing wages specified in a wage determination made by the Secretary of Labor. In
addition, contractors must be required to pay wages not less than once a week. The non-Federal entity
must place a copy of the current prevailing wage determination issued by the Department of Labor in
each solicitation. The decision to award a contract or subcontract must be conditioned upon the
acceptance of the wage determination. The non-Federal entity must report all suspected or reported
violations to the Federal awarding agency. The contracts must also include a provision for compliance
with the Copeland “Anti-Kickback” Act (40 U.S.C. 3145), as supplemented by Department of Labor
regulations (29 CFR Part 3, “Contractors and Subcontractors on Public Building or Public Work Financed
in Whole or in Part by Loans or Grants from the United States”). The Act provides that each contractor
or sub recipient must be prohibited from inducing, by any means, any person employed in the
construction, completion, or repair of public work, to give up any part of the compensation to which he
or she is otherwise entitled. The non-Federal entity must report all suspected or reported violations to
the Federal awarding agency.
Pursuant to Federal Rule (D) above, when federal funds are expended by Liberty Hill ISD, during the
term of an award for all contracts and sub grants for construction or repair, the Responder will be in
compliance with all applicable Davis-Bacon Act provisions.
Does Responder agree? YES ______ Initials of Authorized Representative of Responder
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• Byrd Anti-Lobbying Amendment
Byrd Anti-Lobbying Amendment (31 U.S.C. 1352)—Contractors that apply or bid for an award
exceeding $100,000 must file the required certification. Each tier certifies to the tier above that it will
not and has not used Federal appropriated funds to pay any person or organization for influencing or
attempting to influence an officer or employee of any agency, a member of Congress, officer or
employee of Congress, or an employee of a member of Congress in connection with obtaining any
Federal contract, grant or any other award covered by 31 U.S.C. 1352. Each tier must also disclose any
lobbying with non-Federal funds that takes place in connection with obtaining any Federal award. Such
disclosures are forwarded from tier to tier up to the non-Federal award.
Pursuant to Federal Rule (I) above, when federal funds are expended by Liberty Hill ISD, the Responder
certifies that during the term and after the awarded term of an award for all contracts by Liberty Hill
ISD resulting from this procurement process, the Responder certifies that it is in compliance with all
applicable provisions of the Byrd Anti-Lobbying Amendment (31 U.S.C. 1352). The undersigned further
certifies that:
(1) No Federal appropriated funds have been paid or will be paid for on behalf of the
undersigned, to any person for influencing or attempting to influence an officer or employee of any
agency, a Member of Congress, an officer or employee of congress, or an employee of a Member of
Congress in connection with the awarding of a Federal contract, the making of a Federal grant, the
making of a Federal loan, the entering into a cooperative agreement, and the extension, continuation,
renewal, amendment, or modification of a Federal contract, grant, loan, or cooperative agreement.
(2) If any funds other than Federal appropriated funds have been paid or will be paid to any
person for influencing or attempting to influence an officer or employee of any agency, a Member of
Congress, an officer or employee of congress, or an employee of a Member of Congress in connection
with this Federal grant or cooperative agreement, the undersigned shall complete and submit Standard
Form-LLL, “Disclosure Form to Report Lobbying”, in accordance with its instructions.
(3) The undersigned shall require that the language of this certification be included in the award
documents for all covered sub-awards exceeding $100,000 in Federal funds at all appropriate tiers and
that all sub recipients shall certify and disclose accordingly.
Does Responder agree? YES ________ Initials of Authorized Representative of Responder
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• Terms of Agreement
The agreement resulting from this solicitation will be in effect for a term of one (1) year from the date
of award by the Board of Trustees. The successful firm will be awarded a contract with a (1) year
term to be re-approved by the Board for an additional (1) year with potential for up to 5 (1)
year renewals after the budget has been adopted and after start of that budget year. In
addition, the District reserves the right to extend the contract for an additional sixty (60) days beyond
the final expiration date if necessary, to ensure no lapse in service.
Any contractual agreements may be terminated by LHISD by written notice to the Vendor at least
thirty days prior to the date of cancellation. LHISD reserves the right to reject any or all responses to
the request for qualifications and to waive all formalities in the RFQ process. A copy of the Services
Agreement is annexed for information purposes only. In the event of an award under this RFQ, you will
be extended an agreement for execution.
Does Responder agree? YES ________ Initials of Authorized Representative of Responder
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• Criminal History/Background Checks
In accordance with Texas Education Code, Section 22.083, Access to Criminal History Records of Employees by Local and Regional Education Authorities, any individual that will be in direct contact with students will require that the individual be fingerprinted prior to beginning work with the District. Documentation required for fingerprinting will be coordinated in conjunction with the Department of Public Safety. National criminal history record checks must be done on all individuals who will be required to be on a District campus to perform the services stated herein. The Contractor shall provide background check documents to the District for their submission. ”National criminal history record information” means criminal history record information as required by Texas Government Code (TGC) Section 411.087. If during the term of this contract the State of Texas changes or implements new laws related to criminal history information, or Liberty Hill ISD changes or implements new policies or guidelines for individuals that will have contact with students, the individual will be subject to such changes. Does Responder understand requirements?
YES ________ Initials of Authorized Representative of Responder
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• Responders Certification
The undersigned, by his/her signature, represents that he/she is authorized to bind the Responder to fully comply with the terms and conditions of this Request for Qualifications, including all forms and attachments included and/or referenced herein, for the amount(s) shown on the accompanying response form(s), in accepted within thirty (30) calendar days after response opening.
NOTE: Responder is strongly encouraged to read the entire solicitation prior to submitting. Failure to provide the above information in its entirety may be grounds for disqualification of response.
Firm Name: ___________________________________________________________ Telephone: ____________________________________________________________ Address: ______________________________________________________________ Web Address: __________________________________________________________ Email: ________________________________________________________________
Date:____________________________________
_________________________________________ (Signature of Person Authorized to Sign Response)
Printed Name: Title:_________________________
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2021 – 2022 District Custodial Calendar
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2021 – 2022 District School Calendar
