RFP 10731.custodial Services For Residence Halls Mi I
RFP 10731.custodial Services For Residence Halls Mi I
for
Custodial Services for Residence Halls
Electronic copies of this Request for Proposal (RFP) can be obtained by contacting Joel Sims at
[email protected].
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Office of Procurement
Tennessee State University
3500 John A. Merritt Blvd.
Nashville, TN 37209-1561
Telephone: (615) 963-5181
Fax: (615) 963-5192
Tennessee State University (TSU) is soliciting proposals from prospective Custodial companies to manage
and provide quality and affordable Custodial Services for Residence Halls.
Each qualified and prospective proposer submitting a proposal and meeting the proposal requirements
and criteria is requested to present their proposal in such a manner so that the University can make a
reasonable analysis and determination of their capabilities to provide the requested services.
Please complete all applicable requirements and attachments to the Request for Proposal (RFP) as this
information is required in evaluating your proposal.
The University appreciates your interest and welcomes your participation in the competitive procurement
process.
Sincerely,
JS/seb
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CONTENTS
SECTION
1 Introduction
2 RFP Schedule of Events
3 Proposal Requirements
4 General Requirements & Contracting Information
5 Proposal Evaluation & Contract Award
RFP ATTACHMENTS
6.1 Minority/Ethnicity Form
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SECTION 1 - INTRODUCTION
1.1 Background
This Request for Proposal (RFP) is initiated by Tennessee State University and offered to prospective
proposers for the services listed herein. Founded in 1912, Tennessee State University is a comprehensive,
urban, co-educational, land-grant institution in Nashville, TN, and is the only public institution in the city.
TSU offers two locations, the 450-acre main campus along the Cumberland River, and the downtown Avon
Williams campus near the center of Nashville’s business and government district. TSU offers 45 bachelor’s
degree programs, 24 master’s degree programs, and seven doctoral programs. Tennessee State University
holds the distinction of a Carnegie Community Engaged University.
1.2 Statement of Purpose
Tennessee State University, hereinafter Institution, has issued this Request for Proposal (RFP) to define
the Institution’s minimum service requirements; solicit proposals; detail proposal requirements; and,
outlines the Institution’s process for evaluating proposals and selecting the contractor.
Through this RFP, Institution seeks to select the best services at the most favorable, competitive prices
and to give ALL qualified businesses, including those that are small, minority, or women-owned an
opportunity to do business with the Institution as contractors and subcontractors. Vendors must complete
the Minority/Ethnicity form (See Attachment 6.1 for form and classification definitions)
The Institution intends to secure a contract with a responsible, qualified and reliable contractor to provide
custodial services to Tennessee State University for its residence halls.
1.3 Scope of Service, Contract Period, and Required Terms and Conditions
The RFP Attachment 6.2, Pro Forma Contract details the Institution’s required:
• Scope of Services and Deliverables in Section A;
• Contract Period in Section B;
• Payment Terms in Section C;
• Standard Terms and Conditions in Section D; and,
• Special Terms and Conditions in Section E.
The Pro Forma Contract substantially represents the contract document that the Proposer selected by the
Institution MUST agree to and sign. A proposal that limits or changes any of the terms or conditions
contained in the Pro Forma Contract may be considered non responsive.
1.4 Coverage and Participation
It is acknowledged that Tennessee State University is issuing this proposal with the option for other
institutions within the University of Tennessee System of Higher Education, the Tennessee Board of Regents
System, and the State of Tennessee Departments to utilize the resulting Agreement. A listing of these
institutions is provided in Attachment 6.10. After the initial term of the resulting Contract, and each year
of the Contract thereafter, the Institution reserves the right to re-negotiate more favorable terms/pricing if
more institutions choose to join the resulting Contract.
1.5 Nondiscrimination
No person shall be excluded from participation in, be denied benefits of, be discriminated against in the
admission or access to, or be discriminated against in treatment or employment in the Institution’s
contracted programs or activities on the grounds of disability, age, race, color, religion, sex, veteran status,
national origin, or any other classification protected by federal or Tennessee State Constitutional or
statutory law; nor shall they be excluded from participation in, be denied benefits of, or be otherwise
subjected to discrimination in the performance of contracts with the Institution or in the employment
practices of the Institution’s contractors. Accordingly, all vendors entering into contracts with the Institution
shall, upon request, be required to show proof of such nondiscrimination and to post in conspicuous places,
available to all employees and applicants, notices of nondiscrimination.
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The Institution has designated the following to coordinate compliance with the nondiscrimination
requirements of the State of Tennessee, Title VI of the Civil Rights Act of 1964, the Americans with
Disabilities Act of 1990, and applicable federal regulations.
Linda Spears, Associate Vice President/Director
Human Resources
Tennessee State University
3500 John A. Merritt Boulevard
Nashville, Tennessee 37209-1561
Telephone: 615/963-5281
Fax: 615/963-5024
Email: [email protected]
1.6 Assistance to Proposers with a Disability
A Proposer with a disability may receive accommodation regarding the means of communicating this RFP
and participating in this RFP process. A Proposer with a disability should contact the RFP Coordinator to
request reasonable accommodation no later than the Disability Accommodation Request Deadline in the
RFP Section 2, Schedule of Events.
1.7 RFP Communications
1.7.1 Unauthorized contact regarding this RFP with employees or officials of the Institution other than
the RFP Coordinator named below may result in disqualification from this procurement process.
1.7.1.1 Interested Parties must direct all communications regarding this RFP to the
following RFP Coordinator, who is the Institution’s only official point of
contact for this RFP.
Joel L. Sims, Jr., Director
Office of Procurement Services
Tennessee State University
3500 John A. Merritt Boulevard
Nashville, Tennessee 37209-1561
Tel: 615/963-5181, Fax: 615/963-5192
Email: [email protected]
1.7.2 The Institution has assigned the following RFP identification number that must be referenced in all
communications regarding the RFP:
RFP No. 10731
1.7.3 Any oral communications shall be considered unofficial and non-binding with regard to
this RFP.
1.7.4 Each Proposer shall assume the risk of the method of dispatching any communication or proposal
to the Institution. The Institution assumes no responsibility for delays or delivery failures resulting
from the method of dispatch. Actual or electronic “postmarking” of a communication or proposal
to the Institution by a deadline date shall not substitute for actual receipt of a communication or
proposal by the Institution.
1.7.5 The RFP Coordinator must receive all written comments, including questions and requests for
clarification, no later than the Written Comments Deadline in the RFP Section 2, Schedule of Events.
1.7.6 The Institution reserves the right to determine, at its sole discretion, the appropriate and adequate
responses to written comments, questions, and requests for clarification. The Institution’s official
responses and other official communications pursuant to this RFP shall constitute an amendment
of this RFP.
1.7.7 The Institution will convey all official responses and communications pursuant to this RFP to
potential Proposers to whom the Institution mailed a Request for Proposal and from which the
Institution has received a Notice of Intent to submit a proposal.
1.7.8 Only the Institution’s official, written responses and communications shall be considered binding
with regard to this RFP. Any person, proposer or proposer’s representative making unauthorized
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contacts with employees, officers, or agents of the Institution, will be disqualified from bidding and
any documents will not be opened. Any prior commitments, written or oral, are superseded by
this RFP.
1.7.9 The Institution reserves the right to determine, at its sole discretion, the method of conveying
official responses and communications pursuant to this RFP (e.g., written, facsimile, electronic mail,
Internet posting or sciquest.ionwave.net/tnstate).
1.7.10 Any data or factual information provided by the Institution, in this RFP or an official response or
communication, shall be deemed for informational purposes only, and if a Proposer relies on such
data or factual information, the Proposer should either: (1) independently verify the information;
or, (2) obtain the Institution’s written consent to rely thereon.
1.7.11 This proposal is offered to the proposer to whom it is addressed and may not be transferred to any
other proposer without prior approval from the primary contact person indicated in Item 1.7.1.1
above.
1.8 Notice of Intent to Propose
Each potential Proposer should submit a Notice of Intent to Propose to the RFP Coordinator by the deadline
in the RFP Section 2, Schedule of Events. The notice should include:
Proposer’s name
name and title of a contact person
address, telephone number, facsimile number, and email address of the contact person
NOTICE: A Notice of Intent to Propose creates no obligation and is not a prerequisite for making a proposal,
however, it is necessary to ensure receipt of RFP amendments and other communications regarding the
RFP (refer to RFP Sections 1.7, et seq., above).
1.9 Proposal Deadline
Proposals must be submitted no later than the Proposal Deadline time and date detailed in the RFP Section
2, Schedule of Events. A proposal must respond to the written RFP and any RFP exhibits, attachments, or
amendments. A late proposal shall not be accepted, and a Proposer's failure to submit a proposal before
the deadline shall cause the proposal to be disqualified.
1.10 Pre-Proposal Conference
A Pre-Proposal Conference will be held at the time and date in the RFP Section 2, Schedule of Events. The
purpose of the conference is to discuss the RFP scope of services. Proposers may submit questions to be
discussed during the Pre-Proposal Conference by the written questions deadline in RFP Section 2, Schedule
of Events. However, no response to questions will be entertained prior to the pre-proposal conference.
Responses to any question(s) at the Pre-Proposal Conference shall be considered tentative and non-binding
with regard to this RFP. Additional questions concerning the RFP should be submitted in writing prior to
the Written Comments Deadline date in the RFP Section 2, Schedule of Events. To ensure accurate,
consistent responses to all known potential Proposers, the official response to questions will be issued by
the Institution as described in RFP Sections 1.7, et seq., above and on the date detailed in the RFP Section
2, Schedule of Events. Pre-Proposal Conference attendance is not mandatory, and each potential Proposer
may be limited to a maximum number of attendees depending upon space limitations. The conference will
be held at:
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A question and answer period deadline is in the RFP Section 2, Schedule of Events. The purpose of the
written question/answer period is to allow Proposers to submit any questions they may have in regard to
the scope of services requested. To ensure accurate, consistent responses to all known potential Proposers,
the official response to all questions will be issued by the Institution as described in RFP Sections 1.7, et
seq., above and on the date in the RFP Section 2, Schedule of Events.
1.12 Performance Bond
The Institution shall require a performance bond upon approval of a contract pursuant to this RFP. The
amount of the performance bond will be negotiated with the successful contractor. The successful Proposer
shall obtain the required performance bond in form and substance acceptable to the Institution (refer to
RFP Attachment 6.8) and provide it to the Institution no later than the Performance Bond Deadline date in
the RFP Section 2, Schedule of Events. Failure to provide the performance bond by the deadline shall result
in contract termination.
1.13 Onsite Visit
An onsite visit will be conducted immediately following completion of the Pre-Proposal Conference.
Participating proposers should be prepared to visit the service locations to become familiar with the physical
conditions surrounding the area and become acquainted with the service locations.
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SECTION 2 - RFP SCHEDULE OF EVENTS
The following Schedule of Events represents the Institution's best estimate of the schedule that will be followed.
Unless otherwise specified, the time of day for the following events will be between 8:00 a.m. and 4:30 p.m., CST.
DATE
EVENT TIME (all dates are Institution
business days)
7. Written Questions Deadline after the Pre-Proposal Conference 4:30 p.m. 1/14/20
12. Institution Issues Intent to Award Letter and Opens RFP Files for
4:30 p.m. TBD
Public Inspection
Date of executed
13. Performance Bond Deadline 9:00 a.m.
contract
Date of executed
14. Contract Effective Date 9:00 a.m.
contract
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SECTION 3 - PROPOSAL REQUIREMENTS
Each Proposer must submit a proposal in response to this RFP with the most favorable terms that the Proposer can
offer. There will be no best and final offer procedure. However, Institution reserves the right to further clarify or
negotiate with the best evaluated Proposer subsequent to award recommendation but prior to contract execution
if deemed necessary by Institution. Institution may initiate negotiations which serve to alter the bid/proposal in a
way favorable to the Institution. For example, prices may be reduced, time requirements may be revised, etc. In
no event shall negotiations increase the cost or amend the proposal such that the apparent successful Proposer no
longer offers the best proposal.
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3.2.3 Each proposal should be concisely prepared, with emphasis on completeness and clarity of content.
A proposal, as well as any reference material presented, must be written in English and must be
written on standard 8-1/2" x 11" paper (although foldouts containing charts, spreadsheets, and
oversize exhibits are permissible). All proposal pages must be numbered.
3.2.4 All information included in a Technical Proposal should be relevant to a specific requirement
detailed in the Technical Proposal and Evaluation Guide. All information must be incorporated into
a response to a specific requirement and clearly referenced. Any information not meeting these
criteria will be deemed extraneous and will in no way contribute to the evaluation process.
3.2.5 The Institution may determine a proposal to be non-responsive and reject it if the Proposer fails to
organize and properly reference sections of the Technical Proposal as required by this RFP and the
Technical Proposal and Evaluation Guide;
3.2.6 The Institution may determine a proposal to be non-responsive and reject it if the Technical
Proposal document fails to appropriately address/meet all of the requirements detailed in the
Technical Proposal and Evaluation Guide.
3.2.7 The Proposer must sign and date the Technical Proposal in blue non-permanent ink. Digital,
electronic, or facsimile signatures will not be acceptable as the original signature. Failure to submit
one (1) original with an original signature will be cause for rejection of the proposal.
3.3 Cost Proposal
3.3.1 The Cost Proposal must be submitted to the Institution in a sealed package separate from the
Technical proposal.
3.3.2 Each Cost Proposal must be recorded on an exact duplicate of the RFP Attachment 6.6, Cost
Proposal and Scoring Guide.
3.3.3 Each Proposer shall ONLY record the proposed cost exactly as required by the Cost Proposal and
Evaluation Guide and shall NOT record any other rates, amounts, or information.
3.3.4 The proposed cost shall incorporate all costs for services under the Contract for the total contract
period.
3.3.5 The Proposer must sign and date the original Cost Proposal in blue non-permanent ink. Digital,
electronic, or facsimile signatures will not be acceptable as the original signature. Failure to submit
originals with an original signature shall be cause for rejection of the proposal.
3.3.6 If a Proposer fails to submit a Cost Proposal as required, the Institution shall determine the proposal
to be non-responsive and reject it.
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SECTION 4 - GENERAL REQUIREMENTS & CONTRACTING INFORMATION
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any other Proposer. Regardless of the time of detection, the Institution shall consider any of the
foregoing prohibited actions to be grounds for proposal rejection or contract termination.
4.3.9 The Institution shall not contract with or consider a proposal from:
4.3.9.1 An individual who is, or within the past six months has been, a state employee. An
individual shall be deemed a state employee until such time as all compensation and
terminal leave has been paid. Contracts will a company or corporation in which a
controlling interest is held by any state employee or the employee’s spouse shall be
considered, for the purpose of applying this rule, to be a contract with the individual.
4.3.9.2 a company, corporation, or any other contracting entity in which an ownership of two
percent (2%) or more is held by an individual who is, or within the past six months has
been, an employee or official of the State of Tennessee (this shall not apply either to
financial interests that have been placed into a “blind trust” arrangement pursuant to
which the employee does not have knowledge of the retention or disposition of such
interests or to the ownership of publicly traded stocks or bonds where such ownership
constitutes less than 2% of the total outstanding amount of the stocks or bonds of the
issuing entity);
4.3.9.3 a company, corporation, or any other contracting entity which employs an individual who
is, or within the past six months has been, an employee or official of the State of
Tennessee in a position that would allow the direct or indirect use or disclosure of
information, which was obtained through or in connection with his or her employment
and not made available to the general public, for the purpose of furthering the private
interest or personal profit of any person; or,
4.3.9.4 Any individual, company, or other entity involved in assisting the Institution in the
development, formulation, or drafting of this RFP or its scope of services shall be
considered to have been given information that would afford an unfair advantage over
other Proposers, and such individual, company, or other entity may not submit a proposal
in response to this RFP.
4.3.10 The Institution reserves the right, at its sole discretion, to waive a proposal’s variances from full
compliance with this RFP. If the Institution waives minor variances in a proposal, such waiver shall
not modify the RFP requirements or excuse the Proposer from full compliance with the RFP.
4.3.11 A Proposer may not change RFP format.
4.4 Incorrect Proposal Information
If the Institution determines that a Proposer has provided, for consideration in this RFP process or
subsequent contract negotiations, incorrect information that the Proposer knew or should have known was
materially incorrect, that proposal shall be determined non-responsive and shall be rejected.
4.5 Proposal of Additional Services
If a proposal offers services in addition to those required by and described in this RFP, the additional
services may be added to the Contract before contract signing at the sole discretion of the Institution. Costs
associated with additional services must be provided on a separate attachment in the cost proposal. Please
note that proposed additional services will not be used in evaluating the proposal.
4.6 Assignment and Subcontracting
4.6.1 The Proposer awarded a contract pursuant to this RFP may not subcontract, transfer, or assign
any portion of the Contract without the Institution’s prior, written approval.
4.6.2 A subcontractor may only be substituted for a proposed subcontractor at the discretion of the
Institution and with the Institution’s prior, written approval.
4.6.3 At its sole discretion, the Institution reserves the right to refuse approval of any subcontract,
transfer, or assignment.
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4.6.4 Notwithstanding Institution approval of each subcontractor, the Proposer, if awarded a contract
pursuant to this RFP, shall be the prime contractor and shall be responsible for all work performed.
4.7 Right to Refuse Personnel
At its sole discretion, the Institution reserves the right to refuse any personnel of the prime contractor or
subcontractor, for use in performance of contract pursuant to this RFP.
4.8.1 The Contractor agrees to ensure that all employees undergo a local background security check
prior to hire at no cost to the University. Contractor agrees to provide the Institution with an actual
copy of background security check of all employees working on campus within fifteen (15) calendar
days after contract execution and ten (10) calendar days when changes are made throughout the
contract term. This information should be submitted automatically to the person indicated in RFP
Section 1.7.1.1 above. Non-submission of this information may serve as a basis for breach of
contract. Information will be kept confidential unless otherwise dictated by the Tennessee Open
Records Act. This is a must requirement and will be considered a breach of contract.
Proposer must state this understanding.
4.8.2 It will be the duty of the contractor to establish wages, employ, terminate, establish leave policies,
and attend to all other functions necessary to obtain and maintain adequately trained employees
and promote labor management relations. Employees of the contractor shall be informed that they
are not employees of the Institution but that they are expected to conform to the Institution’s
policies and regulations including parking. (A parking fee is required.)
4.8.3 All service employees must wear a standard uniform, along with visible name identification. The
uniform color and style is subject to the Institution’s approval.
4.8.4 The Institution retains the right to have removed from the campus any employee or subcontractor
when their actions violates University policies and procedures or is such as to embarrass the
University or is such as to indicate that his/her moral character or personal integrity is not
acceptable. Removal will be accomplished through contractor officials.
4.8.5 In any event, the contractor will maintain a staff suitable to provide reasonable services for the
maintenance of residence halls, all to the Institution’s satisfaction. Personnel must be adequately
trained to have sufficient knowledge to maintain a level of quality in all contract service areas of
the Institution. Failure to provide an adequate and qualified staff will constitute breach of contract.
This is a must requirement and will be considered a breach of contract.
4.10 License, Sanitation, Taxes, Insurance, Occupational Safety and Health Act
The contractor must agree to meet all local, state and federal license requirements, health ordinances, and
to pay all taxes incidental hereunto. The Institution will retain the right of inspection of said services and
the operation thereof with respect of the cleanliness, as described in Attachment 6.4, appearance and
behavior of the contractor’s employees and subcontractors; compliance with scheduled service hours; and
with respect to safety sanitation; and the maintenance of same at a level satisfactory to the Institution.
The Institution shall have the right to make, from time-to-time, and in consultation with the contractor,
reasonable regulations with regard to all such matters, and the contractor agrees to comply with such
regulations. The Institution also reserves the right to consult with the contractor on personnel matters.
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4.11 Insurance
Successful Proposer must provide and maintain a commercial general liability policy. The policy shall
provide coverage which includes, but is not limited to, bodily injury, personal injury, death, property
damage and medical claims, with minimum limits of $300,000 per person, $1,000,000 per occurrence, and
$3,000,000 in the aggregate. The Proposer shall maintain workers’ compensation coverage or a self-
insured program as required under Tennessee law, with Employer’s Liability Limits of $100,000. The
Proposer shall deliver to the Institution a certificate of insurance no later than the effective date of the
contract. If any policy providing insurance required by the contract is cancelled prior to the policy expiration
date, the Proposer, upon receiving a notice of cancellation, shall give immediate notice to the Institution.
The enumeration in the contract or in this document of the kinds and amounts of liability insurance shall
not abridge, diminish or affect the contractor’s legal responsibilities for the consequences of accidents
arising out of or resulting from the services of the successful bidder under this contract.
Failure to provide evidence of such insurance coverage is a material breach and grounds for termination of
the contract negotiations. Any insurance required by the Institution shall be in form and substance
acceptable to the Institution.
4.12 Licensure
The apparent successful Proposer must hold all necessary, applicable business and professional licenses.
The Institution will require any or all Proposers to submit evidence of proper licensure with the RFP
response. Licensure information MUST be clearly identified on the outside of Proposer’s
technical response.
4.13 Financial Stability
The successful Proposer will be required to provide information to the Institution to demonstrate financial
stability and capability prior to award of contract.
4.14 Proposal Withdrawal
A Proposer may withdraw a submitted proposal at any time up to the Proposal Deadline time and date in
the RFP Section 2, Schedule of Events. To do so, a Proposer must submit a written request, signed by a
Proposer’s authorized representative to withdraw a proposal. After withdrawing a previously submitted
proposal, a Proposer may submit another proposal at any time up to the Proposal Deadline.
4.15 Proposal Errors and Amendments
At the option of the Institution, a Proposer may be bound by all proposal errors or omissions. A Proposer
will not be allowed to alter or amend proposal documents after the Proposal Deadline time and date in the
RFP Section 2, Schedule of Events unless formally requested, in writing, by the Institution.
4.17 Proposal Preparation Costs
The Institution will not pay any costs associated with the preparation, submittal, or presentation of any
proposal.
4.16 Continued Validity of Proposals
All Proposals shall state that the offer contained therein is valid for a minimum of one hundred twenty (120)
days from the date of opening. This assures that Proposers’ offers are valid for a period of time sufficient
for thorough consideration. Proposals which do not so state will be presumed valid for one hundred twenty
(120) days.
4.17 Disclosure of Proposal Contents
Each proposal and all materials submitted to the Institution in response to this RFP shall become the
property of the Institution. Selection or rejection of a proposal does not affect this right. All proposal
information, including detailed price and cost information, shall be held in confidence during the evaluation
process.
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Upon the completion of the evaluation of proposals, indicated by public release of a Letter of Intent to
Award, the proposals and associated materials shall be open for review by the public in accordance with
Tennessee Code Annotated, Section 10-7-504(a)(7). By submitting a proposal, the Proposer acknowledges
and accepts that the full proposal contents and associated documents shall become open to public
inspection.
If an RFP is re-advertised, all prior offers and/or proposals shall remain closed to inspection by the Proposers
and/or public until evaluation of the responses to the re-advertisement is complete.
Either party reserves the right to cancel the contract with a one hundred twenty (120) day written notice.
4.24 Severability
If any provision of this RFP is declared by a court to be illegal or in conflict with any law, the decision shall
not affect the validity of the remaining RFP terms and provisions, and the rights and obligations of the
Institution and Proposers shall be construed and enforced as if the RFP did not contain the particular
provision held to be invalid.
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4.25 Policy and Guideline Compliance
This proposal request and any award made hereunder are subject to the policies and guidelines of the
Institution (available upon request).
4.26 Protest Procedures.
A. Right to Protest
(i) Any actual Proposer who claims to be aggrieved in connection with a specific solicitation
process may submit a protest in writing to the Chief Procurement Officer of the Institution
within seven (7) calendar days after he or she knows or should have known the facts
giving rise to the protest.
All Proposers should know and shall be deemed responsible for knowing the facts
documented in the Institution’s procurement files on the day the Institution opens the bid
files for public inspection.
Any issues raised by the protesting party after the seven (7) calendar day period shall not
be considered as part of the protest.
(iii) Neither a protest nor a stay of award shall proceed under this section unless the protesting
party posts a protest bond (See Attachment 6.11). The protesting party shall post, with
the Chief Procurement Officer of the Institution, at the time of filing a notice of protest, a
bond payable to the Institution in the amount of five percent (5%) of the lowest cost
proposal evaluated or five percent (5%) of the highest revenue proposal evaluated. Such
protest bond shall be in form and substance acceptable to the Institution and shall be
immediately payable to the Institution conditioned upon a decision by the President that:
3. The protest does not state on its face a valid basis for protest.
(iv) The Institution shall hold such protest bond for at least eleven (11) calendar days after the
date of the final determination by the Institution. If the protesting party appeals the
determination in accordance with subdivision B.(vii), the Institution shall hold such protest
bond until instructed by the President to either keep the bond or return it to the protesting
party.
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(v) At the time of filing notice of a protest of a procurement in which the lowest evaluated cost
proposal is less than one million dollars ($1,000,000), or in which the highest evaluated
revenue proposal is less than one hundred thousand dollars ($100,000), a minority or small
business protesting party may submit a written petition to the Chief Procurement Officer
for exemption from the protest bond requirement of subsection A.(iii). Such a petition
must include clear evidence of minority or small business status. On the day of receipt,
the petition shall be given (may be faxed) to the President or designee. The President has
five (5) business days in which to make a determination. If an exemption from the protest
bond requirement is granted, the protest shall proceed as though the bond were posted.
Should the President deny an exemption from the requirement, the protesting party shall
post the bond with the Chief Procurement Officer of the Institution as required in
subsection A.(iii) within three (3) business days of the determination. For the purposes of
this section, “minority business” is defined as solely owned or at least fifty-one percent
(51%) owned by a person or persons who control the daily operation of such business and
who is disabled (a person having a physical or mental impairment that in the written
opinion of the person’s licensed physician, substantially limits one (1) or more of the major
life activities of such person, including caring for oneself, and performing manual tasks,
which include writing, walking, seeing, hearing, speaking, and breathing); African
American (persons having origins in any of the Black racial groups of Africa); Asian
American (persons having origins in any of the original peoples of the Far East, Southeast
Asia and Asia, the subcontinent, or the Pacific Islands); Hispanic American (persons of
Cuban, Mexican, Puerto Rican, Central or South American, or other Spanish or Portuguese
origin, culture, or descent, regardless of race,); or Native American (persons having origins
in any of the original peoples of North America). For purposes of this section, “small
business” is defined as one which is independently owned and operated, has total gross
receipts of no more than two million dollars ($2,000,000) for the most recently ended
federal tax year, and employs no more than thirty (30) persons on a full-time basis.
(i) The Chief Procurement Officer of the Institution has the authority to resolve the protest.
If deemed necessary, the Chief Procurement Officer may request a meeting with the
protesting party to seek clarification of the protest issues.
(ii) The final determination of the Chief Procurement Officer shall be given in writing and
submitted to the protesting party.
(iii) The protesting party may request that the final determination of the Chief Procurement
Officer be considered by the Chief Business Officer of the Institution. The request for
consideration shall be made in writing to the Chief Business Officer within seven (7)
calendar days from the date of the final determination by the Chief Procurement Officer.
(iv) The Chief Business Officer has the authority to review and resolve the protest. If deemed
necessary, the Chief Business Officer may request a meeting with the protesting party to
seek clarification of the protest issues. The final determination of the Chief Business
Officer shall be given in writing and submitted to the protesting party.
(v) The protesting party may request that the final determination of the Chief Business Officer
be considered by the President or Director of the Institution. The request for
consideration shall be made in writing to the President or Director within seven (7)
calendar days from the date of the final determination by the Chief Business Officer.
(vi) The Institution shall have no longer than sixty (60) calendar days from receipt of the
protest to resolve the protest.
(vii) The protesting party may request that the final determination of the President/Director
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be considered by the President. The request for consideration shall be made in writing
to the President within seven (7) calendar days from the date of the final determination
by the President/Director. The determination of the President or designee is final and
shall be given in writing and submitted to the protestor.
(viii) In the event that the Institution fails to acknowledge receipt of a protest within fifteen
(15) days of receipt of a protest or fails to resolve the protest within sixty (60) calendar
days, the protesting party may request that the President consider the protest at a
meeting.
C. Stay of Award
Prior to the award of a contract, a Proposer who has protested may submit to the Chief Business
Officer a written petition for stay of award. Such stay shall become effective upon receipt by the
Chief Business Officer. The Chief Procurement Officer shall not proceed further with the solicitation
process or the award of the contract until the protest has been resolved in accordance with this
section, unless the President makes a written determination that continuation of the solicitation
process or the award of the contract without delay is necessary to protect substantial interests of
the Institution. It shall be the responsibility of the Chief Business Officer to seek such determination
by the President.
The Tennessee Claims Commission has exclusive jurisdiction to determine all monetary claims
against the state for the negligent deprivation of statutory rights.
E. Protest Bond
A protest bond may be presented to the Institution in form and substance compliant with the
Protest Bond format, Attachment 6.11. Any protest bond presented to the Institution that
represents a deviation from the attached format shall be considered for acceptability by the
Institution on a case by case basis.
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SECTION 5 - PROPOSAL EVALUATION & CONTRACT AWARD
Technical Approach 40
19
5.3 Contract Award Process
5.3.1 The RFP Coordinator will forward the results of the proposal evaluation process to the appropriate
institution official who will consider the proposal evaluation process results and all pertinent
information available to make a determination about the contract award. The Institution reserves
the right to make an award without further discussion of any proposal.
Notwithstanding the foregoing, to effect a contract award to a Proposer other than the one
receiving the highest evaluation score, the requesting department/party must provide written
justification for such an award and obtain the written approval of the appropriate institutional
official.
5.3.2 After the appropriate official’s determination, the Institution will issue an Intent to Award to identify
the apparent best-evaluated proposal as in the RFP Section 2, Schedule of Events.
NOTICE: The Intent to Award shall not create rights, interests, or claims of entitlement
in either the Proposer with apparent best-evaluated proposal or any other Proposer.
5.3.3 The Institution will also make the RFP files available for public inspection as in the RFP Section 2,
Schedule of Events.
5.3.4 The Proposer with the apparent best-evaluated proposal must agree to and sign a contract with
the Institution which shall be substantially the same as the RFP Attachment 6.2, Pro Forma
Contract. However, the Institution reserves the right, at its sole discretion, to add terms and
conditions or to revise Pro Forma Contract requirements in the Institution’s best interests
subsequent to this RFP process. No such terms and conditions or revision of contract requirements
shall materially affect the basis of proposal evaluations or negatively impact the competitive nature
of the RFP process.
5.3.5 The Proposer with the apparent best-evaluated proposal must sign and return the Contract written
by the Institution pursuant to this RFP no later than the Award of Contract Date in the RFP Section
2, Schedule of Events. If the Proposer fails to provide the signed Contract by the deadline, the
Institution may determine that the Proposer is non-responsive to the terms of this RFP and reject
the proposal.
5.3.6 If the Institution determines that the apparent best-evaluated proposal is non-responsive and
rejects the proposal, the RFP Coordinator will re-calculate scores for each responsive Cost Proposal
to determine the new, apparent best-evaluated proposal.
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ATTACHMENT 6.1
6. Certification: I certify that all the information as completed above is accurate and true.
Please fax completed form to: 615/963-5192 or mail to: Tennessee State University
Office of Procurement Services
Campus Box 9633
3500 John A. Merritt Boulevard
Nashville, Tennessee 37209-1561
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BUSINESS OWNERSHIP CLARIFICATION
NO. OF
TYPE OF BUSINESS ANNUAL GROSS SALES EMPLOYEES
Agriculture, Forestry, Fishing $500,000 9
Architectural / Design / Engineering $2,000,000 30
Construction $2,000,000 30
Educational $1,000,000 9
Finance, Insurance & Real Estate $1,000,000 9
Information Systems / Technology $2,000,000 30
Manufacturing $2,000,000 99
Marketing / Communications / Public Relations $2,000,000 30
Medical / Healthcare $2,000,000 30
Mining $1,000,000 49
Retail Trade $750,000 9
Service Industry $500,000 9
Transportation, Commerce & Utilities $1,000,000 9
Wholesale Trade $1,000,000 19
22
ATTACHMENT 6.2
P R O FOR M A CONTRACT
The P ro Form a Contract set forth in this Attachment contains some “blanks”, signified in brackets
by words in all capital letters, describing material to be added, along with appropriate additional
information, in the final contract resulting from this RFP.
CONTRACT
BETWEEN
TENNESSEE STATE UNIVERSITY
AND
[CONTRACTOR NAME]
This Contract, by and between [INSTITUTION NAME], hereinafter referred to as the “Institution” and
[CONTRACTOR LEGAL ENTITY NAME], hereinafter referred to as the “Contractor,” is for the provision of [SHORT
DESCRIPTION OF THE SERVICE], as further defined in the "SCOPE OF SERVICES."
[ADDRESS]
A. SCOPE OF SERVICES:
Vendor will provide all necessary labor, material and equipment to provide custodial services for The
Institution’s residence halls.
B. CONTRACT TERM:
B.1 Contract Term. This Contract shall be effective for the period commencing on [START DATE] and
ending on [END DATE]. The Institution shall have no obligation for services rendered by the
Contractor which are not performed within the specified period.
B.2 Term Extension. The Institution reserves the right to extend this Contract for an additional period
or periods of time representing increments of no more than one year and a total contract term of
no more than [[WRITTEN NUMBER] ([NUMBER]) NO GREATER THAN FIVE] years, provided that
the Institution notifies the Contractor in writing of its intention to do so at least [WRITTEN
NUMBER] ([NUMBER]) days prior to the Contract expiration date. An extension of the term of this
Contract will be effected through an amendment to the Contract. If the extension of the Contract
necessitates additional funding beyond that which was included in the original Contract, the
increase in the Institution’s maximum liability will also be effected through an amendment to the
Contract and shall be based upon rates provided for in the original Contract.
C.1 Maximum Liability. In no event shall the maximum liability of the Institution under this Contract
exceed [WRITTEN DOLLAR AMOUNT] ([$NUMBER AMOUNT]). The Service Rates in Section C.3
include, but are not limited to, all applicable taxes, fees, overheads, and all other direct and indirect
costs incurred or to be incurred by the Contractor. The maximum liability represents available
funds for payment to the Contractor and does not guarantee payment of any such funds to the
23
Contractor under this Contract unless the Institution requests work and the Contractor performs
the work.
C.2 Compensation Firm. The Service Rates and the Maximum Liability of the Institution under this
Contract are firm for the duration of the Contract and are not subject to escalation for any reason
unless this Contract is amended.
C.3 Payment Methodology. The Contractor shall be compensated based on the Service Rates herein
authorized by the Institution in a total amount not to exceed the Contract Maximum Liability
established as above in Section C.1. The Contractor’s compensation shall be contingent upon the
satisfactory completion of service. The Contractor shall be compensated based upon the following
Schedule:
The Contractor shall submit invoices in form and substance acceptable to the Institution with all of
the necessary supporting documentation, prior to any payment. Such invoices shall be submitted
for completed service or project milestones for the amount stipulated.
Payments to the Contractor shall be made only after receipt of an invoice for services satisfactory
performed for the month in which invoiced. The final payment shall be made only after the
Contractor has completely performed his duties under this contract.
The Tennessee Prompt Pay Act, T.C.A. Sections 12-4-701, et seq. governs the amounts payable if
the institution makes a late payment under a contract. Interest shall be 1-1/2% per month
beginning on the day after payment is due. If interest remains unpaid after sixty (60) days, it is
added to the principal, and interest on subsequent late payments is calculated on the remaining
principal plus accrued interest. The right of Contractor to charge interest for late payments shall
not be construed as a waiver of Contractor’s right to receive payment promptly.
C.4 Travel Compensation. Contractor shall not be compensated or reimbursed for travel, meals and/or
lodging.
C.5 Payment of Invoice. The payment of an invoice by the Institution shall not prejudice the
Institution's right to object to or question any invoice or matter in relation thereto. Such payment
by the Institution shall neither be construed as acceptance of any part of the work or service
provided nor as an approval of any of the amounts invoiced therein.
C.6 Invoice Reductions. The Contractor's invoice shall be subject to reduction for amounts included in
any invoice or payment theretofore made which are determined by the Institution, on the basis of
audits conducted in accordance with the terms of this Contract, not to constitute proper
remuneration for compensable services.
C.7 Deductions. The Institution reserves the right to deduct from amounts which are or shall become
due and payable to the Contractor under this or any Contract between the Contractor and the
Institution any amounts which are or shall become due and payable to the Institution by the
Contractor.
C.8 Retention of Final Payment. An amount of [WRITTEN DOLLAR AMOUNT] [$NUMBER AMOUNT],
representing five percent (5%) of the maximum total compensation payable under this Contract,
shall be withheld by the Institution until [WRITTEN NUMBER] [NUMBER] days after final completion
of the services to be performed by the Contractor under this Contract.
D.1 Required Approvals. The Institution is not bound by this Contract until it is approved by the
appropriate officials in accordance with applicable Tennessee laws and regulations as shown on
the signature page of this Contract.
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D.2 Modification and Amendment. This Contract may be modified only by a written amendment
executed by all parties hereto and approved by the appropriate officials.
D.3 Ethnicity. This Contract shall not be executed until the Contractor has completed the
Minority/Ethnicity Form and Substitute W-9 Form.
D.4 Termination for Convenience. The Institution may terminate this Contract without cause for any
reason. Termination under this Section D. 4 shall not be deemed a Breach of Contract by the
Institution. The Institution shall give the Contractor at least ninety (90) days written notice before
the effective termination date. The Contractor shall be entitled to receive compensation for
satisfactory, authorized service completed as of the termination date, but in no event shall the
Institution be liable to the Contractor for compensation for any service which has not been
rendered. Upon such termination, the Contractor shall have no right to any actual general, special,
incidental, consequential, or any other damages whatsoever of any description or amount.
D.5 Termination for Cause. If the Contractor fails to perform its obligations under this Contract in a
timely or proper manner, or if the Contractor violates any term of this Contract, the Institution shall
have the right to immediately terminate the Contract and withhold payments in excess of fair
compensation for completed services; provided, however, Institution shall have the option to give
Contractor written notice and a specified period of time in which to cure. Notwithstanding the
above, the Contractor shall not be relieved of liability to the Institution for damages sustained by
virtue of any breach of this Contract by the Contractor.
D.6 Subcontracting. The Contractor shall not assign this Contract or enter into a subcontract for any
of the services performed under this Contract without obtaining the prior written approval of the
Institution. If such subcontracts are approved by the Institution, they shall contain, at a minimum,
sections of this Contract pertaining to "Conflicts of Interest" and "Nondiscrimination".
Notwithstanding any use of approved subcontractors, the Contractor shall be the prime contractor
and shall be responsible for all work performed.
D.7 Conflicts of Interest. The Contractor warrants that no part of the total Contract amount shall be
paid directly or indirectly to an employee or official of the State of Tennessee as wages,
compensation, or gifts in exchange for acting as an officer, agent, employee, subcontractor, or
consultant to the Contractor in connection with any work contemplated or performed relative to
this Contract.
D.8 Nondiscrimination. The Contractor hereby agrees, warrants, and assures that no person shall be
excluded from participation in, be denied benefits of, or be otherwise subjected to discrimination
in the performance of this Contract or in the employment practices of the Contractor on the grounds
of disability, age, race, color, religion, sex, veteran status, national origin, or any other classification
protected by Federal, or State constitutional or statutory law. The Contractor shall, upon request,
show proof of such nondiscrimination and shall post in conspicuous places, available to all
employees and applicants, notices of nondiscrimination.
D.9 Records. The Contractor shall maintain documentation for all charges against the Institution under
this Contract. The books, records, and documents of the Contractor, insofar as they relate to work
performed or money received under this Contract, shall be maintained for a period of three (3) full
years from the date of the final payment and shall be subject to audit at any reasonable time and
upon reasonable notice by the Institution, the Comptroller of the Treasury, or their duly appointed
representatives. The financial statements shall be prepared in accordance with generally accepted
accounting principles.
D.10 Monitoring. The Contractor’s activities conducted and records maintained pursuant to this Contract
shall be subject to monitoring and evaluation by the Institution, the Comptroller of the Treasury,
or their duly appointed representatives.
25
D.11 Progress Reports. The Contractor shall submit brief, periodic, progress reports to the Institution
as requested. [OR SPECIFY TIME PERIOD – MONTHLY, QUARTERLY, SEMI-ANNUALLY,
ANNUALLY, ETC.]
D.12 Strict Performance. Failure by any party to this Contract to insist in any one or more cases upon
the strict performance of any of the terms, covenants, conditions, or provisions of this Contract
shall not be construed as a waiver or relinquishment of any such term, covenant, condition, or
provision. No term or condition of this Contract shall be held to be waived, modified, or deleted
except by a written amendment signed by the parties hereto.
D.13 Independent Contractor. The parties hereto, in the performance of this Contract, shall not act as
employees, partners, joint ventures, or associates of one another. It is expressly acknowledged
by the parties hereto that the parties are independent contracting entities and that nothing in this
Contract shall be construed to create an employer/employee relationship or to allow either to
exercise control or direction over the manner or method by which the other transacts its business
affairs or provides its usual services. The employees or agents of one party shall not be deemed
or construed to be the employees or agents of the other party for any purpose whatsoever.
The Contractor, being an independent contractor and not an employee of the Institution, agrees to
carry public liability insurance, issued by a carrier licensed to do business in the State of
Tennessee, in the amount of at least one million dollars per occurrence, with an endorsement
naming the Institution as an additional insured under the policy, and any other forms of insurance
required by law, including, but not limited to workers compensation insurance. The Contractor shall
provide proof of all insurance required under this section prior to execution of this Contract.
Contractor shall pay applicable taxes incident to this Contract.
D.14 Institution Liability. The Institution shall have no liability except as specifically provided in this
Contract.
D.15 Force Majeure. The obligations of the parties to this Contract are subject to prevention by causes
beyond the parties’ control that could not be avoided by the exercise of due care including, but not
limited to, acts of God, riots, wars, epidemics or any other similar cause.
D.16 State and Federal Compliance. The Contractor shall comply with all applicable State and Federal
laws and regulations, including Institution policies and guidelines in the performance of this
Contract.
D.17 Governing Law. This Contract shall be governed by and construed in accordance with the laws of
the State of Tennessee. The Contractor agrees that it will be subject to the exclusive jurisdiction
of the Tennessee Claims Commission in actions that may arise under this Contract. The Contractor
acknowledges and agrees that any rights or claims against the Institution or its employees
hereunder, and any remedies arising therefrom, shall be subject to and limited to those rights and
remedies, if any, available under Tennessee Code Annotated (T.C.A.), Sections 9-8-101 through 9-
8-407.
D.18 Severability. If any terms or conditions of this Contract are held to be invalid or unenforceable as
a matter of law, the other terms and conditions hereof shall not be affected thereby and shall
remain in full force and effect. To this end, the terms and conditions of this Contract are declared
severable.
D.19 Headings. Section headings of this Contract are for reference purposes only and shall not be
construed as part of this Contract.
D.20 Sales and Use Tax. Before the Purchase Order/Contract resulting from this RFQ is signed, the
apparent successful bidder must be registered with the Department of Revenue for the collection
of Tennessee sales and use tax. The State shall not approve a contract unless the Proposer
26
provides proof of such registration. The foregoing is a mandatory requirement of an award of a
contract pursuant to this solicitation.
D.21 Iran Divestment Act. By submission of this Bid, each Bidder and each person signing on behalf of
any Bidder certifies, and in the case of a joint bid each party thereto certifies as to its own
organization, under penalty of perjury, that to the best of its knowledge and belief that each Bidder
is not on the list created pursuant to §12-12-106.
The Institution:
[NAME AND TITLE OF INSTITUTION CONTACT PERSON]
[INSTITUTION NAME]
[ADDRESS]
[TELEPHONE NUMBER]
[FACSIMILE NUMBER]
The Contractor:
[NAME AND TITLE OF CONTRACTOR CONTACT PERSON]
[CONTRACTOR NAME]
[ADDRESS]
[TELEPHONE NUMBER]
[FACSIMILE NUMBER]
All instructions, notices, consents, demands, or other communications shall be sent in a manner
that verifies proof of delivery. Any communication by facsimile transmission shall also be sent by
United States mail on the same date as the facsimile transmission. All communications which relate
to any changes to the Contract shall not be considered effective until agreed to, in writing, by both
parties.
E.2 Contract Approval. A copy of the Charter of the Corporation may be required and presented when
requested prior to approval of the Agreement, and where a corporate officer other than the
President has signed this Agreement, proof of signatory authority may be required prior to
approval.
E.3 Rate Increase. The Contractor may submit a price increase proposal for the period July 1, 2020 to
June 30, 2021 and each subsequent renewal period, if requested in writing and supported by the
Contractor’s documented cost of services rendered the University prior to April 1, of each current
contract period.
E.4 Subject to Funds Availability. The Contract is subject to the appropriation and availability of State
and/or Federal funds. In the event that the funds are not appropriated or are otherwise
unavailable, the Institution reserves the right to terminate the Contract upon written notice to the
Contractor. Termination under this Section E.2 shall not be deemed a breach of Contract by the
Institution. Upon receipt of the written notice, the Contractor shall cease all work associated with
the Contract. Should such an event occur, the Contractor shall be entitled to compensation for all
satisfactory and authorized services completed as of the termination date. Upon such termination,
the Contractor shall have no right to recover from the Institution any actual, general, special,
incidental, consequential, or any other damages whatsoever of any description or amount.
E.5 Breach. A party shall be deemed to have breached the Contract if any of the following occurs
(However, this list is not exclusive.):
27
— partial performance of any term or provision of the Contract;
— any act prohibited or restricted by the Contract, or
— violation of any warranty.
For purposes of this Contract, these items shall hereinafter be referred to as a “Breach.”
(1) In event of a Breach by Contractor, the Institution shall have available the remedy
of actual damages and any other remedy available at law or equity.
(2) Liquidated Damages— [INCLUDE THIS SECTION ONLY IF APPLICABLE AND ADD
ATTACHMENT AS DESCRIBED BELOW] In the event of a Breach, the Institution
may assess Liquidated Damages. The Institution shall notify the Contractor of
amounts to be assessed as Liquidated Damages. The parties agree that due to
the complicated nature of the Contractor’s obligations under this Contract it would
be difficult to specifically designate a monetary amount for a Breach by Contractor
as the amounts are likely to be uncertain and not easily proven. Contractor hereby
represents and covenants it has carefully reviewed the Liquidated Damages
provisions contained in the above referenced, Attachment [NUMBER] and agrees
that the amounts represent a reasonable relationship between the amount and
what might reasonably be expected in the event of Breach, and are a reasonable
estimate of the damages that would occur from a Breach. It is hereby agreed
between the parties that the Liquidated Damages represent solely the damages
and injuries sustained by the Institution in losing the benefit of the bargain with
Contractor and do not include any injury or damage sustained by a third party.
The Contractor agrees that the liquidated damage amount is in addition to any
amounts Contractor may owe the Institution pursuant to the indemnity provision
or other section of this Contract.
(3) Partial Default— In the event of a Breach, the Institution may declare a Partial
Default. In which case, the Institution shall provide the Contractor written notice
of: (1) the date which Contractor shall terminate providing the service associated
with the Breach; and (2) the date the Institution will begin to provide the service
associated with the Breach. Notwithstanding the foregoing, the Institution may
revise the time periods contained in the notice written to the Contractor.
In the event the Institution declares a Partial Default, the Institution may withhold,
together with any other damages associated with the Breach, from the amounts
due the Contractor the greater of: (1) amounts which would be paid the Contractor
to provide the defaulted service; or (2) the cost to the Institution of providing the
defaulted service, whether said service is provided by the Institution or a third
party. To determine the amount the Contractor is being paid for any particular
service, the Institution shall be entitled to receive within five (5) days of any
request, pertinent material from Contractor. The Institution shall make the final
and binding determination of the amount.
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The Institution may assess Liquidated Damages against the Contractor for any
failure to perform. Upon Partial Default, the Contractor shall have no right to
recover from the Institution any actual, general, special, incidental, consequential,
or any other damages whatsoever of any description or amount. Contractor agrees
to cooperate fully with the Institution in the event a Partial Default is declared.
b. Institution Breach— In the event of a Breach of contract by the Institution, the Contractor
shall notify the Institution in writing within 30 days of any Breach of contract by the
Institution. The notice shall contain a description of the Breach. In the event of Breach
by the Institution, the Contractor may avail itself of any remedy available in the Claims
Commission; provided, however, failure by the Contractor to give the Institution written
notice and opportunity to cure as described herein operates as a waiver of the Institution’s
Breach. Failure by the Contractor to file a claim before the Claims Commission within one
(1) year of the written notice of Breach shall operate as a waiver of the claim in its entirety.
It is agreed by the parties this provision establishes a contractual period of limitations for
any claim brought by the Contractor.
E.6 Performance Bond. [ADD ONLY IF APPLICABLE] Contractor shall furnish a performance bond in
the amount equal to [WRITTEN DOLLAR AMOUNT] ([$NUMBER DOLLAR AMOUNT]), guaranteeing
full and faithful performance of all undertakings and obligations under this Contract for the initial
Contract term and all extensions thereof. The bond shall be in the manner and form prescribed by
the Institution, must be issued through a company licensed to issue such a bond in the State of
Tennessee.
The Contractor shall provide the bond to the Institution upon request. Failure to provide the
performance bond as required shall result in contract termination.
In lieu of a performance bond, a surety deposit, in the sum of [WRITTEN DOLLAR AMOUNT]
([$NUMBER DOLLAR AMOUNT]) may be substituted if approved by the Institution prior to its
submittal.
E.7 Insurance. The Contractor shall maintain a commercial general liability policy. The commercial
general liability policy shall provide coverage which includes, but is not limited to bodily injury,
personal injury, death, property damage and medical claims, with minimum limits of $1,000,000
per occurrence, $3,000,000 in the aggregate. The Contractor shall maintain workers’ compensation
coverage or a self-insured program as required under Tennessee law. The Contractor shall deliver
to the Institution both certificates of insurance no later than the effective date of the Contract. If
any policy providing insurance required by the Contract is cancelled prior to the policy expiration
date, the Contractor, upon receiving a notice of cancellation, shall give immediate notice to the
Institution.
The enumeration in the Contract of the kinds and amounts of liability insurance shall not abridge,
diminish or affect the Contractor’s legal responsibilities arising out of or resulting from the services
under this Contract.
E.8 Competitive Procurements. If this Contract provides for reimbursement of the cost of goods,
materials, supplies, equipment, or services, such procurements shall be made on a competitive
basis, when practical.
E.10 Institution Furnished Property. The Contractor shall be responsible for the correct use,
maintenance, and protection of all articles of nonexpendable, tangible, personal property furnished
by the Institution for the Contractor’s temporary use under this Contract. Upon termination of this
29
Contract, all property furnished shall be returned to the Institution in good order and condition as
when received, reasonable use and wear thereof excepted. Should the property be destroyed,
lost, or stolen, the Contractor shall be responsible to the Institution for the residual value of the
property at the time of loss.
E.11 Contract Documents. Included in this Contract by reference are the following documents:
In the event of a discrepancy or ambiguity regarding the interpretation of this Contract, these
documents shall govern in order of precedence as listed above.
E.12 Prohibited Advertising. The Contractor shall not refer to this Contract or the Contractor’s
relationship with the Institution hereunder in commercial advertising in such a manner as to state
or imply that the Contractor or the Contractor's services are endorsed.
E.13 Hold Harmless. The Contractor agrees to indemnify and hold harmless the Institution as well as
its officers, agents, and employees from and against any and all claims, liabilities, losses, and
causes of action which may arise, accrue, or result to any person, firm, corporation, or other entity
which may be injured or damaged as a result of acts, omissions, or negligence on the part of the
Contractor, its employees, or any person acting for or on its or their behalf relating to this Contract.
The Contractor further agrees it shall be liable for the reasonable cost of attorneys for the
Institution in the event such service is necessitated to enforce the terms of this Contract or
otherwise enforce the obligations of the Contractor to the Institution.
In the event of any such suit or claim, the Institution shall give the Contractor immediate notice
thereof and shall provide all assistance required by the Institution in the Institution’s defense. The
Institution shall give the Contractor written notice of any such claim or suit, and the Contractor
shall have full right and obligation to conduct the Contractor’s own defense thereof. Nothing
contained herein shall be deemed to accord to the Contractor, through its attorney(s), the right to
represent the Institution in any legal matter, such rights being governed by Tennessee Code
Annotated, Section 8-6-106.
E.14 Debarment and Suspension. The Contractor certifies, to the best of its knowledge and belief, that
it and its principals:
a. are not presently debarred, suspended, proposed for debarment, declared ineligible, or
voluntarily excluded from covered transactions by any Federal or state department or
agency;
b. have not within a three (3) year period preceding this Contract been convicted of, or had
a civil judgment rendered against them from commission of fraud, or a criminal offence in
connection with obtaining attempting to obtain, or performing a public (Federal, State, or
Local) transaction or grant under a public transaction; violation of Federal or State antitrust
statutes or commission of embezzlement, theft, forgery, bribery, falsification, or
destruction of records, making false statements, or receiving stolen property;
c. are not presently indicted for or otherwise criminally or civilly charged by a government
entity (Federal, State, or Local) with commission of any of the offenses listed in section b.
of this certification; and
d. have not within a three (3) year period preceding this Contract had one or more public
transactions (Federal, State, or Local) terminated for cause or default.
30
E.15. Prohibition on Hiring Illegal Immigrants. T.C.A. § 12-3-309 prohibits State entities from contracting to
acquire goods and/or services from any person who knowingly utilizes the service of illegal immigrants in
the performance of the contract and by signing this Contract, the Contactor attests that the Contractor
shall not knowingly utilize the goods and/or services of illegal immigrants in the performance of the
Contract and will not knowingly utilize the goods and/or services of any subcontractor, if permitted under
the Contract, who will utilize the goods and/or services of illegal immigrants in the performance of the
Contract. The Contractor hereby attests, certifies, warrants, and assures that the Contractor shall
not knowingly utilize the goods and/or services of an illegal immigrant in the performance of this
Contract and shall not knowingly utilize the goods and/or services of any subcontractor who will
utilize the goods and/or services of an illegal immigrant in the performance of this Contract.
(For contracts that require Fiscal Review Committee approval, the following language with the signed
Attestation Form incorporated as an Attachment to the Agreement must be used)
“T.C.A. § 12-3-309 requires that Contactor attest in writing that Contractor will not knowingly utilize the
goods and/or services of illegal immigrants in the performance of this Contract and will not knowingly
utilize the goods and/or services of any subcontractor, if permitted under this Contract, who will utilize the
goods and/or services of illegal immigrants in the performance of this Contract. The attestation shall be
made on the form, Attestation re Personnel Used in Contract Performance (“the Attestation”), which is
attached and hereby incorporated as Attachment C.
E.16. Red Flags and Identity Theft. (Include only if applicable) The Service Provider shall have policies and
procedures in place to detect relevant Red Flags that may arise in the performance of the Service Provider’s
activities under the Agreement, or review the Institution’s Red Flags identity theft program and report any
Red Flags to Institution.
E.17. Sales and Use Tax. (Include for goods and services contracts) The Contractor shall be registered or have
received an exemption from the Department of Revenue for the collection of Tennessee sales and use
tax. This registration requirement is a material requirement of this Contract. The Contractor shall comply,
and shall require any subcontractor to comply, with all laws and regulations governing the remittance of
sales and use taxes on the sale of goods and services made by the Contractor, or the Contractor’s
subcontractor.
Data Privacy. "Personal Information" means information provided to Contractor by or at the direction of
Institution, or to which access was provided to Contractor by or at the direction of Institution, in the course
of Contractor's performance under this Agreement that: (i) identifies or can be used to identify an
individual (including , without limitation , names, signatures, addresses, telephone numbers, e-mail
addresses and other unique identifiers); or (ii) can be used to authenticate an individual (including,
without limitation, employee identification numbers, government-issued identification numbers,
passwords or PINs, financial account numbers, credit report information, biometric or health data,
answers to security questions and other personal identifiers.
Contractor represents and warrants that its collection, access, use, storage, disposal and disclosure of
Personal Information complies with all applicable federal and state privacy and data protection laws,
including without limitation, the Gramm-Leach-Bliley Act ("GLBA"); the Health Information Portability and
Accountability Act ("HIPAA");the Family Educational Rights and Privacy Act ("FERPA") of 1974 (20
U.S.C.1232g), the FTC’s Red Flag Rules and any applicable federal or state laws, as amended ,together
with regulations promulgated thereunder .
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Data Security. Contractor represents and warrants that Contractor will maintain compliance with the
SSAE 16 standard, and shall undertake any audits and risk assessments Contractor deems necessary to
maintain compliance with SSAE16.
Incident Response. "Security Incident" means any reasonably suspected breach of information security,
unauthorized access to any system, server or database, or any other unauthorized access, use, or
disclosure of Personal Information or Highly-Sensitive Personal Information occurring on systems under
Contractor's control. Contractor shall: (i) provide Institution with the name and contact information for an
employee of Contractor who shall serve as Customer's primary security contact and shall be available to
assist Customer twenty-four (24) hours per day, seven (7) days per week as a contact in resolving
obligations associated with a Security Incident; (ii) notify Institution of a Security Incident as soon as
practicable, but no later than forty eight (48) hours after Contractor becomes aware of it, except where
disclosure is prohibited by law; and (iii) notify Institution of any such Security Incident by email to
[email protected] with a copy by e-mail to Contractor's primary business contact at the Institution.
Contractor shall use best efforts to immediately mitigate or resolve any Security Incident, at Contractor's
expense and in accordance with applicable privacy rights, laws, regulations and standards. Contractor
shall reimburse Institution for actual costs incurred by Institution in responding to, and mitigating damages
caused by, any Security Incident, including all costs of notice and/or remediation incurred under all
applicable laws as a result of the Security Incident.
Return of Personal Information. At any time during the term of this Agreement, at the Institution’s written
request or upon the termination or expiration of this Agreement, Contractor shall return to the Institution
all copies, whether in written, electronic or other form or media, of Confidential, Highly-Sensitive, or
Personal Information in its possession, or at Customer’s direction, securely dispose of all such copies.
E.19. Service and Software Accessibility Standards. The Contractor warrants and represents that the service
and software, including any updates, provided to the Institution will meet the accessibility standards set
forth in WCAG 2.0 AA (also known as ISO standard, ISO/IEC 40500:2012), EPub 3 and Section 508 of
the Vocational Rehabilitation Act. To the extent that the products fail to meet the WCAG 2.0 AA, EPub 3
and Section 508 standards, the Contractor will provide Institution with a fully completed Accessibility
Statement and Conformance and Remediation forms (Attachments X & X). The Contractor shall
indemnify and hold the Institution harmless in the event of claims arising from inaccessibility related to the
Contractor’s product and/or services.
E.20. Contractor Commitment to Diversity. The Contractor shall assist the Institution in monitoring the
Contractor’s performance of this commitment by providing, as requested, a quarterly report of
participation in the performance of this Contract by small business enterprises and businesses owned by
minorities, women, and Tennessee service-disabled veterans. Such reports shall be provided to the
Institution in form and substance as required by Institution.
E.21. The Contractor fully understands that this Agreement is not binding except and until all appropriate State
officials' approvals and signatures have been obtained, and the fully executed document returned to the
Contractor.
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IN WITNESS WHEREOF:
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ATTACHMENT I
The Party, identified above, does hereby attest, certify, warrant, and assure that the Party shall not
knowingly utilize the services of an illegal immigrant in the performance of this Contract and shall not
knowingly utilize the services of any subcontractor or consultant who will utilize the services of an
illegal immigrant in the performance of this Contract.
Type or print
Name of Signatory: _______________________________________________________
Type or print
Title of Signatory: __________________________________________________________
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ATTACHMENT 6.3
The Proposer does hereby affirm and expressly declare confirmation, certification, and assurance of the
following:
1) This proposal constitutes a commitment to provide all services as defined in the RFP Attachment 6.2, Pro Forma
Contract, Scope of Services for the total contract period and confirmation that the Proposer shall comply with all of
the provisions in this RFP and shall accept all terms and conditions set out in the RFP Attachment 6.2, Pro Forma
Contract. A Proposer may not submit the Proposer's own contract terms and conditions in a response to this
RFP. If a proposal contains such terms and conditions, the Institution may determine, at its sole discretion, the
proposal to be a non-responsive counteroffer, and the proposal may be rejected.
2) The information detailed in the proposal submitted herewith in response to the RFP is accurate.
3) The proposal submitted herewith in response to the RFP shall remain valid for at least 120 days subsequent to the
date of the Cost Proposal opening and thereafter in accordance with any contract pursuant to the RFP.
4) The Proposers shall comply with:
a) the laws of the State of Tennessee;
b) Title VI of the federal Civil Rights Act of 1964;
c) Title IX of the federal Education Amendments Act of 1972;
d) the Equal Employment Opportunity Act and the regulations issued there under by the federal government;
e) the Americans with Disabilities Act of 1990 and the regulations issued thereunder by the federal government;
f) the condition that the submitted proposal was independently arrived at, without collusion, under penalty of
perjury; and,
g) the condition that no amount shall be paid directly or indirectly to an employee or official of the State of
Tennessee as wages, compensation, or gifts in exchange for acting as an officer, agent, employee,
subcontractor, or consultant to the Proposer in connection with the Procurement under this RFP.
5) The Proposer to be bound by all of the provisions in the subject RFP and shall accept all terms and conditions set
out in the RFP Attachment 6.2, Pro Forma Contract, to include all provisions of their response to the RFP.
6) The Proposer shall provide a performance bond in accordance with the requirements of the RFP. Failure to
provide the Institution with the required performance bond will cause rejection of proposal.
7) The Proposer ___does or ___does not agree to extend this proposal and current contract pricing to other State of
Tennessee/TBR/UT Institutions for the same time period it is available to the Institution as Proposer has indicated
in its proposal in response to Section 1.3 of this RFP by entering into a separate contract.
8) The Proposer certifies, by signature below and submission of this proposal, that neither I nor any of my principals
are presently disbarred, suspended, proposed for disbarment, declared ineligible or voluntarily excluded from
participation in this transaction by any state or federal department or agency.
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ATTACHMENT 6.4
A. Scope of Work:
By this solicitation of Request for Proposal (RFP), it is the intent of the University to acquire the professional services of a
reliable, dependable, and efficient custodial management vendor who can best provide quality and timely custodial services
for the Residence Halls. The custodial management vendor shall be responsible for providing all necessary labor, materials,
and quality personnel (foreman, supervisor, managers, site managers, employees, etc.) to maintain these facilities in the
highest standards for the University as described in the Scope of Work, and to perform all required services at the frequencies
specified. Each building will be cleaned at the appropriate APPA level while maintaining the appropriate custodial staff
to ensure that the required APPA level is upheld. It is expected that the Contractor will provide overall
pricing for the custodial services for the identified buildings. The heading in this RFP is for ready reference only
and shall not be deemed to define, limit or extend the scope or intent of the respective clauses.
B. Contractors Requirements:
1.1 Contractor shall be an independent Contractor.
1.3 Contractor must have at least ten (10) years of commercial custodial experience and demonstrate
experience in working in an educational environment.
1.4 The Contractor must not have had a contract terminated for cause with any customers within the last twenty four
(24) months.
1.5 Demonstration of continued staff training is expected throughout the term of the contract. Contractor must
demonstrate familiarity with APPA standards and provide skills training so that employees can clean at APPA
level II standards. Each Contractor is required to submit documentation of employee skill requirements and
company training plan.
1.6 Contracted employees must pass all background investigations, including a criminal investigation and submit the
results to Director of Operations Awarded Contractor will be subjected to random inspections to determine
compliance.
1.7 The Awarded Contractors must provide custodial supplies during its contract terms. The type of custodial supplies
will be based on a collaboration between the Unviersity and the Contractors by can be purchased from a
University’s designated vendor.
1.8 Contractor must have at the minimum the appropriate level of staffing for the buildings that achieves the
appearance level of APPA Level II standards.
1.10 Window cleaning (inside/outside) must be completed once a year on all windows which do not require the aid of a
ladder (higher than six steps) or a powered lift.
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1.12 Storm water Quality Management Plan: The Contractor will implement a team support to ensure that the University
goals to performed in ways that will minimize the impact to storm water quality. The University Assistant Director
Environment Health & Safety will provide other directions regarding the Storm water Quality Management Plan.
1.13 Performance:
1.12.1 The supervision of the performance of this contract is the responsibility of the Director of Operations.
1.12.2 The Director of Operations will designate an "Inspector Supervisor'' to evaluate the quality of work
performed and the quality and quantity of the equipment and supplies furnished by the Contractor. The
Inspector Supervisor shall inspect and accept or reject the work performed by the Contractor's
personnel. Performance deficiencies will be documented to the corrective action guidelines listed
therein. The Inspector Supervisor shall not directly supervise or otherwise interfere with the work
of the Contractor's employees.
2.1 Quality cleaning according to APPA Level II standards and full performance of all specified services will be
required in the first official working day of the contract. Basic work periods will consist of the following:
The Director has the right to alter Cleaning Schedules after having provided the Contractor written notice no
less than seven (7) days in advance based on the campus needs. In addition, during holiday periods, the
University campuses are generally closed except at specified locations.
However, it is expected that the Contractor will use this period as an opportunity to complete major cleaning
projects. In addition, the University, without invalidating the Agreement, may order extra work or make
changes by altering, adding to or deducting from the work or material to be furnished under this contract,
the sum being adjusted accordingly based upon pricing contained in response to this RFP. These changes
could include deduction or addition of entire buildings due to renovations or new construction. The
University shall give written notice, a minimum of ten (10) days prior to any changes in service.
2.2 Ten (10) business days prior to contract commencement, Contractor is required to:
2.2.1 Meet with the University's Building Ser representatives to review the total work and
proposed cleaning methods.
2.2.2 Provide a schedule, indicating the days and hours the Contractor proposed to be working at
each location. If there is a change to schedule, the Director of Operations must approve the
change and notified at least 48 hours in advance.
2.2.3 Submit, in writing, the names of at least two (2) representatives, one of which must be
authorized to act for the Contractor in every detail concerning the requirements as
described in this specification.
2.2.4 Provide a list of trained employees, list of equipment, and a list of supplies.
2.3 In order to establish compliance with the agreed to work schedule, the Contractor shall:
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employee attendance, work completion, and quality of work. The Contract Supervisor or
designated team leader will be a working crew member.
2.3.3 Comply with all inquiries and supply any necessary documents during random bi-monthly
inspections conducted by the Inspector Supervisor.
2.4 During any emergency, Contractor will not be penalized for non-performance. However, Contractor is
responsible for restoring the area to a workable condition once authorized University personnel consider the
premises secure.
2.5 The on-site manger shall coordinate with and report to the Director of Operations and shall be subject to this
control on behalf of the University.
2.6 Provide all records/reports including time cards, work schedules, inspections, cleaning schedules, and other, as
necessary.
2.9 The Institution may, at its option, afford the Contractor an opportunity to perform the unsatisfactory work within a
reasonable period subject to the discretion of the Associate Vice President for Facilities Management, but in no
event longer than six hours in the case of daily services, or 24 hours in the case of all other services, of the notice
to the Contractor of such dissatisfaction, at no additional cost to the Institution; or
2.10 The Institution may, at its option, perform the services by the Institution personnel or other means. Should the
Institution elect to perform the services above, the Institution will reduce the contract payment by the rate
commensurate with the rate the Institution pays the Contractor, or the actual cost of any other means that
accomplished the services. If the actual cost cannot be readily determined, the schedule of deductions will be
utilized in establishing a deduction amount. In addition to either payment deduction, the Institution will assess an
additional 20% in liquidated damages to compensate the Institution for administrative costs and any other
expenses incurred by the Institution to obtain satisfactory completion of the services.
3.1 Facilities Operating Hours for Residence Facilities/Off-Campus housing: 24 hours daily.
3.2 The Contractor is responsible for the safety of its personnel, and they must comply with all federal, state,
and local laws; environmental, safety and health standards; rules and regulations; and any licensing and
permit requirements necessary to perform the work.
3.3 It is the Contractor's responsibility to inform its personnel of the University's security and safety policy. The
University shall not be liable for any accidents. The contract will provide the Director of Operations with a
written training plan as it relates to the above within ten (10) days prior to commencing work under this
contract.
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3.4 The Contractor is responsible for any loss or damage to any of the University's property including, but not
limited to: monies, securities, merchandize, fixtures, building, flooring, windows, doors, and equipment
belonging to the University, or to any other person or organization to which the University is legally liable
for such loss or damage. If the Contractor or any employee thereof caused any loss or damage, it is the
Contractor's responsibility to reimburse the individual or the University for such damages.
3.5 The Contractor shall be responsible for any damage to, or theft of, University property by its
employees or officials and shall provide a procedure for redemption of any such loss.
3.7 The Contractor and all its employees are required to secure all premises while cleaning and secure premises
after cleaning.
3.7.1 Office or other doors shall be unlocked or opened only during the time that cleaning is
actually being performed and shall be relocked immediately after the service has been
completed.
3.7.2 Contract Personnel shall not unlock doors for anyone. Authorized University personnel have
keys and shall control access to rooms and areas after business hours.
3.7.3 Contract Personnel shall not relinquish control of University building keys to anyone and
shall not leave key rings in custodial closets or on custodial carts. Keys shall remain on the
Contractor's person at all times using a key holder.
3.7.4 Contract Personnel shall not unlock/open more than one room being serviced. The door
shall be locked before proceeding to the next service area.
3.7.5 The Contract Supervisor shall check all security measures, to include locking of doors and
windows, at the end of the work shift. The Contract Supervisor shall check to ensure
exterior doors are not propped open or blocked to prevent them from properly locking.
3.7.6 Contract Personnel shall turn off all unnecessary lights in corridors, offices, classrooms,
labs, etc.
3.7.7 Contract Personnel shall report door or window lock problems that affect overnight security
to Power House 615-963-5671, giving clear and accurate descriptions of the problem and
exact location.
3.7.8 Found personal items shall be turned into Keith Morgan at the Campus Center Information
Desk or Supervisor. They are not to be placed in the custodial closets or taken from
campus.
3.8 Keys:
Contractor will be issued appropriate keys and be responsible for abiding by the TSU key policies. The
associated costs with lost or misplaced keys including appropriate security will be borne by the contractor. The
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contractor will provide the Director of Operations with a plan to ensure control of all issued keys.
3.8.1 Floor master keys, room keys, and building keys must remain on the premises at all times.
Only the University can duplicate keys, and no "Grand Master Key" shall ever be in the
possession of the Contractor.
3.8.2 Contractor will be issued appropriate keys and be responsible for abiding by the TSU key
policies. The associated costs with lost or misplaced keys including appropriate security
will be borne by the contractor. The contractor will provide the Director of Operations with
a plan to ensure control of all issued keys.
3.8.3 Keys, Allen wrenches or keys for paper/soap dispensers are not to be removed from key
rings.
3.8.4 Lock rooms in security areas after cleaning and return keys to the designated area, except
as specified or authorized by the University designated representative. ALL DOORS ARE TO
BE RELOCKED.
3.8.5 Contractor is responsible for costs for re-keying the locks if it is determined the Contractor
has caused a security breach. A Master Security Key Box will be located in the Custodial
Building. The Contractor will use the Master Security Key Box for all contracted buildings.
All contracted building keys will be picked up before each shift and returned after each shift.
The Contractor will be responsible for the safeguard of all contracted building keys.
3.8.6 A physical inspection of keys will be made per campus on a weekly and/or monthly basis or
during random inspections.
3.8.7 If keys are lost or missing, the Contractor is to make a thorough search of the building, check
each employee, and check trash room contents.
3.8.8 All misplaced, lost, or stolen keys are to be reported immediately to the Shift Supervisor or
Director of Operations (see Deductions).
3.9 Contractor must deter any unauthorized personnel in the building. If all possible, contact the
University Police to remove the unauthorized personnel from the premises.
3.11 No children or visitors of Contract Personnel are allowed on the University campus during work hours.
3.12 All contracted food service and dining areas; generally, the food service contractor will coordinate its own
housekeeping. This relationship may require coordination between the two contractors especially in
overlapping areas.
3.13 During work hours, all Contract Personnel are to have proper identification such as an approved
company uniform and identification card as defined under section 4.3.2 below. The company uniform
and the identification card must show the company name and the employee's name.
The appropriate staffing will be determined by the vendor. The university recommends that the level of staffing be in
accordance with standards established by the (APPA) Association of Higher Education facilities officers for Level Two cleanliness
(ordinary Tidiness) the APPA reference source is Custodial Staffing Guidelines for Educational Facilities, Second Edition. APPA’s
telephone number: 703-684-1446 x 235 or e-mail [email protected].
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4.1 Types of Contract Personnel:
4.1.1 Job Contract Manager (Contractor): This manager shall be on the work site during the hours
when the bulk of the work is scheduled to occur. This person is to be responsible for the quality
completion of the specified Work and to furnish all required data to the Inspector Supervisor.
4.1.2 Contract Supervisors: The Contractor is to provide working supervisor(s) on the work site during
the hours when the bulk of the work is scheduled to occur, to directly supervise and check the
work of the custodians, and to communicate with the Shift Supervisor concerning the progress
and/or problems associated with the performance of work.
4.1.3 Contract Personnel: The Contractor is to furnish trained and competent custodial workers. All
workers are to have the benefit of at least one full work shift of orientation in/on their work site.
During that time they are to be directly instructed in their assigned duties by the Contractor's
supervisor.
4.1.4 All Contractors’ employees shall comply with all regulations in effect for control of persons
entering, remaining in, or leaving the buildings. Such regulations will be furnished to the
Contractor by the University’s Contract Coordinator.
4.2.1 The Contractor shall furnish sufficient direct supervision to assure adequate staffing levels,
which at a minimum, shall meet or exceed APPA standard listed herein at the Work sites
and the acceptable completion of contracted requirements.
4.2.2 The Contract Supervisor may be a working supervisor, unless otherwise noted, and must be
capable of communicating in English, and shall act as the Contractor's agent in all necessary
communications with the University and is to have full authority from the Contractor to
schedule hours, Contract Personnel assignments, and Work procedures.
4.3 Hiring:
4.3.1 The contractor and TSU mutually agree not to hire the other party’s personnel during the
period of the contract and for a six (6) month period after termination except when specific
written consent is given by the other party.
4.4 Identification:
4.4.1 All Contract Personnel are to be issued a Tennessee State University Contractor badge from
the ID center prior to working on site.
4.4.2 All Contract Personnel are required to wear University, issued Contractor badges, clearly
visible above the waist at all times while working on the University. The one-time fee for a
University badge are $15.00 and up.
4.5 Uniforms:
4.5.1 Contract Personnel are required to wear uniforms, approved by the Director of
Operations. All uniform tops must clearly exhibit the contracted company's name.
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4.6 Dismissed Contract Employees:
4.6.1 Contract Personnel dismissed from their jobs in one building for disciplinary reasons are not
to be reassigned to any other University building. The Contractor is to notify the Director of
Operations in writing of all employees dismissed from the University serviced buildings for
disciplinary reasons. Include full name, Contractor Badge number, dates of service, and the
reason for dismissal.
4.6.2 The University retains the right to have removed from the campus any employee of the
Contractor when employee’s action violates University policy and procedures or is such as to
embarrass the University or is such as to indicate that his/her moral character or personal
integrity is not acceptable. Removal will be accomplished through Contractor officials. The
University also reserves the right to consult with Contractor on personnel matters and make
recommendations in this regard as may be appropriate.
4.7.1 All parking permits will be the responsibility of the Contractor. All arrangements for parking
will be made by the Contractor through the University & Parking Services. The annual fee
for a parking decal is $60.00 per decal.
5 Training:
All Contractors’ employees assigned to this work by the Contractor shall be fully capable, experienced, and trained in the
work employed to perform. They shall be physically able to do their work and be free from any communicable disease. A list
of Contractors’ employees engaged in work specified herein or having access to the building in an inspecting or supervision
capacity will be furnished to the University’s Contract Coordinator. This list shall contain employee’s name, address, Social
Security Number, and Driver’s License Number. The identification list will be updated as necessary. Contractor’s employees,
whom the University’s Contract Coordinator deems careless, discourteous, or otherwise objectionable, or who do not meet
standards required for security or other reasons, will be prohibited from entering buildings to perform work.
5.1 Management Systems:
5.1.1 The vendor shall provide clearly defined routines, records, requirements, tests and
inspection service, operating instructions, and administrative procedures essential to the
designated custodial and maintenance levels and programs. Develop and maintain a
manual containing instructions for what is to be done and how to do it.
5.2 Quality Control:
5.2.1 The vendor shall put in place, but not be limited to the following:
5.2.2 Daily inspection
5.2.3 Weekly inspection
5.2.4 Preventative maintenance & corrective maintenance
5.2.5 Review of progress
5.3 All Contract Personnel are required to have training provided by the Contractor in restroom cleaning, office
cleaning, floor care treatment, asbestos tile, equipment usage, blood borne pathogen training, and all
required OSHA Safety training.
5.3.1 Written proof of Contract Personnel who have completed such training, including date and
time, is to be provided to the Director of Operations or designee within ten (10) days of
employee's hires date.
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5.3.2 Upon request the Contractor shall provide the Director of Operations or designee
with the training curriculum used.
5.3.3 Written proof of Contract Personnel's annual refresher on blood borne pathogens and
required OSHA training, including date and time, is to be provided to the Director of
Operations of Operations, by July 1st of each year the contract is renewed.
5.3.4 All contract employees scheduled to work in buildings with laboratories shall be trained on
lab cleaning procedures by the Contractor. Upon request, the Contractor shall provide the
Director of Operations or designee with the training curriculum used. Contract Personnel are
not to clean lab workbenches, cabinets, equipment or experiments.
5.4 Contractor shall be responsible for training their staff throughout the term of the contract and shall agree
to make training a requirement for employment.
5.5 Contractor is required to submit a copy of their training manual with the proposal.
5.6 Contractor’s employees shall be trained and provided with proper equipment and supplies to perform their
required duties. Only Contractor’s employees shall perform duties. They shall also be adequately supervised
to ensure meeting or exceeding established performance standards. Contractor will provide, as a minimum,
the following custodial services management personnel:
Residence Facilities
a. Onsite Custodial Manager
b. Supervisor
The Onsite Custodial Manager must have at least seven (7) years of continuous experience in the capacity as
Custodial Manager all at an institution of higher education and is subject to the University’s approval. The
shifts supervisors must have the same qualifications and at least five (5) years of continuous experience at an
institution of higher education.
5.7 All management personnel are subject to approval prior to assignment. Qualified and trained back-up staff
will be provided by the Contractor as needed. The Contractor further agrees that all employees shall undergo
a background check prior to hire.
5.8 All articles found by Contractors’ employees shall be promptly reported and turned into the Facilities
Management Office.
5.9 Contractors’ employees shall make sure all office doors are locked except during the time of actual cleaning,
unless directed otherwise.
5.10 Contractors’ employees will use only the lighting needed to perform the work in the area they are cleaning.
All lights other than emergency lights will be turned off when the cleaning has been completed in the area.
5.11 In compliance with the Drug-Free Workplace Act, the Contractor agrees to comply with the established
policies of the University to provide a drug-free workplace.
5.12 The Board Policy Manual prohibits smoking in all buildings, and the Contractor agrees to comply with these
established policies.
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5.13 For energy conservation, the Contractor shall:
5.13.1 The Contractors must ensure your personnel has been trained in the following conservation
practices:
5.13.1.1 Using lights in areas only where work is actually being performed.
5.13.1.2 Turning off water faucets, valves and equipment after required usage has been
accomplished.
5.14 Recycling program participation:
5.14.1 Train Contract Personnel in University's single stream recycling processes and procedures.
5.14.1.1 All recycling collected by the Contractor must be removed at the time of collection
to areas designated by the Assistance Director of Operations or designee.
5.14.1.2 The Contractor shall follow the University's established procedures relative to the
recovery and recycling of recyclable materials.
Vendor will provide the necessary supplies, materials, and equipment at its own cost; and certain expendable supplies,
including but not limited to toilet tissue, toilet tissue dispensers, toilet seat covers, toilet seat cover dispensers, sanitary
napkin and tampon receptacles, paper towels, deodorant, washroom soap, plastic container liners, vacuum cleaners,
buffing machines, shampooers, scrubbing machines, wet and dry vacs, etc., necessary to complete all work required.
6.1 The Contractor shall not use any material that the University determines unsuitable for its intended purposes
or if the University determines it to be harmful to any part of the building(s), contents, or equipment.
6.1.1 Each campus/building location must contain a Safety Material Sheets (SMS) list for each
products used. It is the Contractor's responsibility to compile and update this list.
6.1.2 The Contractor shall use only those supplies and materials in which the Director of
Operations has approved for use. Therefore, no less than thirty (30) days prior to the start
of the Contract, the Contractor shall provide to the Director of Operations a list of all supply
products and materials including, but not limited to: paper products, chemical products,
strippers, cleaners, waxes, foam soaps, plastic liners, and other supplies which are
necessary to fulfill the Contract's obligations herein. The Director of Operations, upon 30
days' notice, may amend the Contractor's approved supplies and materials list based on the
needs and requirements of the University. If this amendment is not advantageous to the
University and/or Contractor, the Contractor shall provide justification for not accepting the
amendment and the University and Contractor will work to an equitable arrangement for
both parties.
6.2 All supplies shall meet the approval of the University. Supplies deemed to be of improper type or design, or
inadequate for the purpose intended, shall be replaced.
6.3 During the last night of the term contract, Contractor must service all soap and paper product dispensers in
capacity. Soap and paper stocks dispensers shall remain on the premises.
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6.4 If chemicals, including stripper and finish, are improperly applied or misused by Contract Personnel, and
Work requires re-doing or fixing, the Contractor will be deducted the University cost for the Work and
chemicals on their monthly invoice.
1. Vendor will provide labels and Material Safety Data Sheets of all chemicals and warrant all provisions to meet Federal,
State, and local regulations, including EPA, OSHA, and NSF standards. These will be kept in a notebook in the
Operations building custodial office.
2. Vendor shall provide a rate of compensation for extra services, when required and preauthorized by the Associate
Vice President for Facilities Management or his designee: (Director of Operations) to include labor and material.
7.0 Equipment:
7.1 The Contractor shall provide the appropriate amount and type of equipment based on the cleaning
requirements stated herein for the contracted Work.
7.2 Contractor will be required to supply all necessary equipment, including, but not limited to:
7.2.4 All necessary motor trucks, etc., needed for the custodial performance
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7.2.5 Commercial upright vacuum
7.3 The carts and containers used for the collection and/or storage of waste material shall be of
noncombustible or flame resistant construction, and approved by the University staff prior to use.
7.3.2 Rubber, plastic, wood or other rigid materials are acceptable if constructed of
material shaving ratings not exceeding 25 for flame spread and 50 for smoke
development when tested in accordance with American Society for Testing and
Materials Surface Burning Characteristics of Building Materials, ASTM E-84.
Materials labeled or listed by the Underwriters Laboratories, Inc., as meeting these
standards are acceptable.
7.4 Storage and Space Provisions: the University will provide limited storage space for necessary
equipment and supplies. Contractor will be responsible for evaluating storage space during site visits.
7.4.1 Request for space such as office, storage and use of other facility space shall be noted
by vendor. Appropriate cost to be reimbursed to the University for services such as
telephone and parking.
7.4.2 The Contractor shall store supplies and equipment in storage areas and custodial
closets designated by the Director of Operations.
7.4.3 Request for space such as office, storage and use of other facility space shall be noted
by vendor. Appropriate cost to be reimbursed to the University for services such as
telephone and parking. Office space will be provided by the Assistant Vice President for
Facilities Management in a University facility. The Contractor will be financially
responsible for all costs of utilities associated with the office space.
7.4.4 The Contractor is to keep storage areas orderly and clean at all times.
7.4.4.1 Wet mops are to be rinsed clean, wrung as dry as possible and hung up.
7.4.4.2 Mop buckets are to be emptied and rinsed out whenever they are not in use.
7.4.4.3 Any oil-treated or soiled mop heads or cloths are to be stored in metal
containers with proper fitting lids. All applicable State and Federal Fire and
Safety regulations must be met.
7.4.5 All cleaning chemicals must be kept in appropriate containers with the manufacturers
label in place.
7.4.5.1 Vendor will provide labels and Material Safety Data Sheets of all chemicals
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and warrant all provisions to meet Federal, State, and local regulations,
including EPA, OSHA, and NSF standards. These will be kept in a
notebook in the Operations building custodial office.
8.1 Chemical Hazardous Waste found in classrooms and other college areas are not to be disposed of in
any way. Bio-Waste is to be removed and cleaned only by using recognized and acceptable industry
standards.
8.2 The Contractor is responsible for the following duties, which are considered within the scope of the
monthly charge quoted:
8.2.1.1 During inclement weather, floor mats in entrances and lobbies are to be
cleaned in area as required.
8.2.1.3 Respond timely to complaints related to cleaning, water leaks and spills.
8.2.1.4 Report items in need of repair to the University Building Services Department
using University Maintenance Repair Forms.
8.2.1.5 Cost for emergency calls outs will be included in the base price. Contractor
can expect 10 calls per year. Contractor shall be available on a 24 hour, 7 day
a week basis to handle emergency work. Contractor shall be responsible to
provide a minimum of two (2) Contract Personnel with cell phones which are
to be carried at all times. The cell phones are needed so that the University
can contact the Contractor when needed for routine or emergency matters.
The emergency response shall be quick and efficient (within one (1) hour) of
being notified of the emergency) the person(s) responding must have the
proper equipment available to address the situation(s). An emergency call is
defined as a situation(s) where serious financial or operational damage to the
University, health hazard, or life threatening conditions exists and service
cannot be deferred. Examples include, but are not limited to: sewage
overflow/backup cleanup, broken pipe, cleanup, and the presence of bodily
fluids such as blood and vomit and similar examples. Examples that are not
considered emergency callouts include, but are not limited to: picking up of
broken bottles, pranks, beverage spills and other non-serious situations.
Failure to respond to emergency call outs shall result in monetary reparation
to the University for expenses incurred in dealing with the emergency. The
University will require cell phone numbers for the Contract Manager, Contract
Supervisor, and business manager/owner, and the On Call Phone.
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8.2.2.1 Chairs, waste paper baskets, or other similar items shall not be stacked on
desks, tables or windowsills during cleaning operations.
8.2.2.2 All furniture and equipment must be returned to its original position.
8.2.2.5 All tools and equipment shall be maintained in clean condition at all times
and neatly stored each night in the assigned storage areas
9.1 Contractor shall provide a rate of compensation for extra services, when required and preauthorized by
the Assistant Vice President for Facilities Management or his designee: (Director of Operations) to
include labor and material.
9.2 Contractor will submit for reimbursement of all approved cost with detail support documentation with
employee names and hours worked for extra services as approved by the Assistant Vice President for
Facilities Management.
9.3 Extra services will be considered any non-University related function; such as lease of facilities, or
services not part of the contractor’s normal duties.
9.4 Contractor, from time to time, may be requested to clean certain constructional areas within an
assigned building. Due to constructional equipment and safety measures, cleaning will be limited as
defined below:
9.5 Contractor will only clean areas designated by the University to be secure. In such locations where a
significant amount of space (to be determined by the Director of Operations and Contractor) has been
eliminated, or temporarily taken out of use, the calculated square footage will be multiplied by the
average per square foot rate charged by the Contractor and deducted from the monthly payment.
9.5.1 Constructional cleaning will consist of sweeping, mopping, or dusting, and other
necessary services in order to "make ready" the space.
9.5.2 If additional Work is needed, the Director of Operations or designee will contact the
Contractor and consult with what type of cleaning is needed within the "construction
zone" and together negotiate a charge for the Work.
10.1 The Contractor shall perform Work as described herein, at the frequencies and during the times
specified herein. Failure to do so may result in Contract termination. All services will be conducted at
a minimum in a manner consistent with APPA, Level II standards-Ordinary Tidiness.
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11.0 Quality Assurance:
11.1 It is the University's expectation to obtain complete and satisfactory performance at a minimum of
the specified level of cleanliness, APPA Level II, and in accordance with the requirements of this
contract. To this end, the University requires complete performance of tasks identified in this
specification.
11.2 Because during the course of the contract deficiencies may arise, the University is requiring the
Contractor as part of the proposal to submit the following:
11.2.1 Details on the Contractor's work order system and how this system will be used to
communicate deficiencies received from the University representatives to on-line
production supervisors or team leaders.
11.2.2 A plan to remediate deficiencies. This plan will be used as part of the contract
evaluation process.
11.3 To assure compliance with the Contract, the University will conduct quarterly inspections and
random inspections of work performed by the Contractor to determine if the University's desired
APPA Level II is being achieved.
11.3.1. In such incidences when the Director of Operations has identified areas where the
Contractor has failed to meet those standards, the Contractor shall take immediate
corrective action to remediate the area within 24 hours.
11.4 If the University's inspections provide evidence of continued deficiencies, the University will
take the following measures:
11.4.1 The University will notify the Contractor that the overall cleaning performance is not
meeting the terms of the contract and request that the Contractor to respond within
ten (10) working days how the deficiencies will be rectified.
11.4.2 If the overall cleaning performance during two (2) consecutive months of any six (6)
month period is evaluated as unacceptable, the Contractor will be notified that they
may be put on probation and will be asked to do the following:
11.4.2.3 Once approve by the University, the Contractor will implement their
process improvement plan. Failure to do so will result in contract
cancellation.
11.4.3 The continuation of below standard performance may lead to the University
contracting with another firm to remediate the deficiencies at cost to the Contractor or
to the termination of the contract.
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12.0 Deductions:
12.1 The following amounts will be withheld from the Contractor's invoice for the described neglect of duty
circumstances in addition to expenses incurred by the University to correct or furnish services not
completed, or not completed correctly, by the Contractor:
12.1.1 $500.00 for Contract Personnel (per person) working on campus that has not
complied with the criminal background check requirement.
12.1.2 $100.00 for Contract Personnel (per person) observed at the work site without
wearing a University issued ID badge.
12.1.3 $1,000.00 for Contract Personnel (per person) not immediately terminated, as
requested by the University, and is observed working on the University for the same
Contractor.
12.1.4 $100.00 for Contract Personnel (per person) observed working on the University out
of an approved uniform.
12.1.5 $100.00 for each building that is not closed by the appointed time.
12.1.6 $250.00 for each day (up to five working days) that the keys are not returned to
Facilities Maintenance Services.
12.1.7 $1,000.00 for each set of keys that is lost. Additionally, the Contractor shall
pay all associated costs of replacing the locks and keys of the building(s) due
to lost keys.
12.1.8 Failure to properly clean elevator tracks resulting in an elevator maintenance repair call
shall result in a deduction from the Contractor's monthly invoice for the amount of the
service call.
12.1.9 Failure to meet cleaning standards within the allowed time as defined in section
11.3.1.1. above shall result in a deduction from the Contractor's monthly invoice for
the amount of time required by the Building Services Department or a designee at
the designee's billing rate.
12.1.10 The University shall deduct from monthly invoices the cost of improperly used or
applied chemicals and solutions, including stripper and wax.
12.1.11 $100.00 for Contract Personnel (per person) working on the University that has not
received and complied with the requirement for proper training as described above in
the Training Section
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Deliverables- Residence Halls
1.0 PERFORMANCE STANDARDS:
The Contractor shall perform the services as described herein, at the frequencies and during the times
specified herein. Failure to do so may result in contract termination. All services will be conducted at
a minimum in a manner consistent with APPA, Level II standards-Ordinary Tidiness which is
described as follows:
1.1 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.
1.2 All vertical and horizontal surfaces are clean, but marks, dust, smudges, and fingerprints are noticeable
upon close observation. Lights all work and fixtures are clean.
1.3 Washroom and shower fixtures and tile gleam and are odor-free. Supplies are adequate.
1.4 Trash containers and pencil sharpeners hold only daily waste, are clean and odor-free.
1.5 Clean open kitchens, laundry rooms, study lounges and salons.
1.6 The University currently has two shirts: 1st and 2nd. Alternate second shift service for Rudolph, Hale, Eppse,
Boyd, Watson, and Wilson Hall shall be submitted for this area cleanliness (the heavy use in these facilities
may require a second cleaning)
2.0 Definitions:
2.1 Sweeping and Damp Mopping: After sweeping and damp mopping, all floors shall be clean and
free of dirt streaks. No dirt, trash, or foreign matter shall remain in corners, behind doors or
radiators, under furniture, or on stair landings and treads. Sidewalks, entrances, and other
assigned areas shall be swept clean of all dirt and trash, and no dirt shall remain where
sweepings were picked up.
2.2 Wet Mopping and Scrubbing: The floors shall be properly prepared and thoroughly
swept to remove visible dirt and debris.
2.2.1 Removal of gum, tar, and similar substances from the floor surface is required.
2.2.2 On completion of mopping and scrubbing, the floors shall be clean and free of dirt,
water streaks, mop marks, string, etc., and properly rinsed and dry mopped to
present an overall appearance of cleanliness.
2.2.2.1 After wet mopping or scrubbing, all surfaces, including corners and
cracks shall be dry. When scrubbing is designated, it shall be
performed by machine or by hand with a brush.
2.2.3 Floor finishing: The job of floor finishing includes the cleaning and applying of finish to
hard floor surfaces per industry standards.
2.2.3.1 Sweeping: Sweep floors thoroughly, remove all gum and
adhesive materials.
2.2.3.2 Stripping: Remove all old finish or wax from floors using a
concentrated solution of liquid cleaner. Cleaner is to be applied with a
mop and scrubbed with an electric polishing machine with scrub brush
or a medium grade scrubbing pad.
2.2.3.3 Extremely stubborn spots for example, gum, rust, burns, etc., shall
be removed by hand with a scrubbing pad dipped in a cleaning
solution. Corners and other areas that the polishing machine cannot
reach shall be scrubbed and thoroughly cleaned by hand.
2.2.3.4 Cleaning solution shall be taken up with a mop or a water pick up and
floor rinsed twice with clean water and neutralizer to remove all traces
of cleaning solution. Do not flood the floor with water; use only enough
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water as required for good rinsing. Floor shall be allowed to dry
thoroughly after rinsing.
2.2.3.5 Finishing: Apply a minimum of four (4) coats of floor finish with the
maximum drying time between each coat. Should there be more than 8
hours between cleaning and applying a finish coat to the floor, the area
must again be cleaned to remove surface dirt and scuffmarks before
applying the next finish coat. The first coat of finish should be applied
up to the baseboard, but not touching, the baseboard. The next three
(3) coats of finish to within 6" of the baseboard.
2.2.4 Base boards, walls, stair risers, furniture and equipment shall in no way be splashed,
disfigured or damaged during cleaning operations Periodic Spray-buffing: Sweep floor
thoroughly prior to buffing. Damp mop to remove any spillage. Spray-buff floor using a
floor polishing machine, synthetic fiber pad, and spray equipment.
2.2.4.1 Spray only soiled or worn areas, using a fine mist applied 2 to 3 feet ahead
of the floor machine, and buff immediately to blend in.
2.2.4.2 Hallways and lounges will be finished using an ultra-high-speed machine
and a restorer compatible with floor finish. Gas or propane powered
machines are not to be used indoors.
2.2.5 Carpet and Rugs: After each thorough vacuuming, all rugs shall be clean, free from dust
balls, dirt, gum and other debris; nap on rugs shall lie in one direction.
2.3 Toilets: Special attention shall be given to floors around urinals and commodes for elimination of odors
and stains and to provide a uniformly clean appearance throughout.
2.4 Dust shall be removed directly from the areas found by dust cloth or vacuum.
2.4.2 On high cleaning areas, dust shall not be allowed to fall from high areas onto furniture or
equipment below. The following conditions shall exist after the completion of each dusting task.
2.4.3 No dust streaks.
2.4.4 Corners, crevices, molding and ledges free of all dust.
2.4.5 No oils, spots, or smudges caused by dusting tools on dusted surfaces.
2.4.6 If inspected with a flashlight, there shall be little or no traces of dust on any surface.
2.5 All supply and return air vents are to be cleaned.
2.6 Damp wiping--this task consists of using a clean, damp cloth or sponge to remove all dirt, spots, streaks,
and smudges from walls, glass and other specified surfaces, and then drying to provide a polished
appearance. The wetting solution shall contain an appropriate cleaning agent. When damp wiping in
toilet areas, a multi-purpose, disinfectant/deodorizer cleaner shall be used.
2.7 Bright metal polishing--bright metal polishing may be accomplished by damp wiping and drying with a
suitable clothe until a polished appearance is attained. If a polished appearance cannot be attained,
contact Facilities Management for information concerning appropriate metal polish.
2.8 Policing--This job includes the following job specifics and will be applicable to day and night attendants:
2.10.2.1 Picking up and removing inside and outside of the building all paper, trash,
empty bottles and other discarded materials within 20ft of the building.
2.10.2.2 Removing gum, spots of tar, and other foreign substances from inside the
building and within 20 ft. outside of building
2.10.2.3 Tidying up drinking fountains and glass surfaces, and
2.10.2.4 Mopping up wet areas caused by spillage, accidents or inclement weather.
2.10.2.5 Stains as a result of cleaning staff (i.e. trash removal) must be cleaned
prior to next workday.
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2.10.2.6 Pressure wash apartment’s breezeway and walls at the beginning of each
semester.
2.10.2.7 Clean any growth (i.e. mold, mildew) upon building manager request.
2.11 Porcelain ware cleaning--Porcelain fixtures, for example, drinking fountains, wash basins, urinals, toilets,
etc., shall be clean and bright, and without dust, spots, stains, rust, green mold, encrustation or excess
moisture. Walls and floors adjacent to fixtures shall be free of spots, drippings, and watermarks. Drinking
fountains shall be kept free of trash, ink, coffee grounds, etc. and nozzles free from encrustation.
2.12 Abrasive cleaners are prohibited from use unless approved by the University staff.
2.13 Meeting Rooms and Seats: To be cleaned before and after scheduled events.
2.14 Custodial and Maintenance Closets: All custodial and maintenance closets to be cleaned and
maintained, daily.
The Contractor shall perform the services as described herein, at the frequencies and during the times
specified herein. Failure to do so may result in contract termination. All services will be conducted at
a minimum in a manner consistent with APPA, Level II standards-Ordinary Tidiness which is
described as follows:
a. Daily Services:
Room cleaning: auditoriums, classrooms, conference rooms, kitchens, break areas, labs, restrooms,
industrial technology areas, hallways, lobbies, beauty shop, offices, laundry, computer labs, exercise
rooms, collaboration rooms, entrances, study lounges and the corridor space adjacent to these areas:
1. Empty wastebaskets and remove trash to designated disposal area. Wash or damp
wipe, as needed, the inside and outside of wastebaskets and replace liners on a
nightly basis. Clean washbasins and mirrors, and stock paper and soap products in
dispensers.
2. Thoroughly vacuum carpets with vacuum cleaners equipped with brush and/or
beater bar. Backpack vacuums are also permitted to use where appropriate
3. Remove all floor mats and thoroughly sweep and damp mop all floors. Spray
buff resilient floors. Frequency of floor maintenance will vary upon campus
needs.
4. Vacuum and clean all floor mats, remove gum and other debris by hand.
6. In executive space, dust all horizontal furniture surfaces and vacuum full rug
areas and sweep full floor area, and kitchen areas.
7. Clean plate glass entrance doors and sidelights to offices within building.
53
9. Properly arrange furniture in lounge areas
11. Sweep and damp mop stairwells and landings on all floors three times per week
12. Wash and wipe dry stairwell hand rails on all floors
14. Floor cleaning- wet mop or scrub hard floors, damp mop and spray buff resilient
floors. Frequency of floor maintenance will vary upon campus needs.
i. Mirror and fixtures should be free of water spots, fingerprints, streaks and smears. Sinks, urinals and
commodes should be sanitized, free of spots, stains, dirt, dust, inside and out, underneath and top and
sides. Paper, soap and sanitary napkin dispensers should be fully stocked and free of dust, fingerprints,
dirt, body grease, etc... Trash and sanitary napkins receptacles should be fee of debris with clean liners.
iii. Sweep and wet mop or scrub floor with disinfectant detergent, and use disinfectant on Urinals and toilet
bowls
i. Remove/sweep all debris from floors
ii. Wet mop entire floor (including under sinks and toilets)
iv. Clean all fixtures, including water closets, urinals, washbasins, and mirrors, waste receptacles, dispensers
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and wall surfaces. Damp wipe the full surface area of all stalls partitions, doors, window frames, sills and
waste paper receptacles. Unclog toilets as needed.
i. Wet Cleaning and Polishing
a. Clean toilets/urinals (inside and out, including handles)
b. Clean sinks (entire surface, including underneath)
c. Clean mirror(s)
d. Polish all chrome
v. Empty waste receptacles, and wash or damp wipe, as needed, the inside and outside of waste baskets,
and replace liners. Stock paper towel, soap, toilet paper, and seat cover dispensers, urinal screens,
sanitary napkins, and deodorizers. Empty, clean and disinfect sanitary napkin receptacles, replace soiled
bags with new ones.
vi. Restroom Cleaning (Twice daily with Kai Vac/or similar Restroom Cleaning Machines)
i. Remove restroom paper products
ii. High Surface Cleaning
iii. Sweep Floors
iv. Kai Vac Cleaner equipment
a. Spray/disinfect walls
b. Spray/disinfect partitions
c. Spray/disinfect toilets/urinals
d. Spray/disinfect sinks
e. Spray/disinfect mirrors
f. Rinse all disinfected areas
g. Remove all moisture with squeegee, blower, towel, and/or vacuum
h. Restock all paper, soap and toilet seat dispensers
i. Replace trashcans and sanitary napkin disposal units
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ii. Vacuum rugs, clean and spray buff resilient floors, not allowing dirt and debris to fall
down the elevator shaft.
iii. Elevators must be polished on a daily basis.
iv. Floor must be stripped and/or carpet extracted annually. Clean spots as needed.
d. Drinking fountains clean and sanitize drinking fountains on a daily basis. Remove hard water stains and
polish daily.
e. Waste collection, removal, recycling - collect and remove all recycling, refuse, debris, rubbish, trash
(burnable and unburnable), and garbage, from premises. Provide a protective covering on designated
elevator floor when removing trash from the building. Unless directed otherwise by the University
designated representative if Contractor has not removed trash by 8:00 A.M. the University
reserves the right to have it removed and charge the cost to the Contractor.
i. Custodial closets are to be kept clean and free of any trash or waste materials and shall be kept in
an orderly condition at all times. It must be swept daily, and damp mopped with a deodorizing
agent. Wet mops shall be properly stored to avoid any drip on wall or floor.
i. From time to time, it may be necessary to search wastepaper to recover lost or valuable or
confidential items
ii. Contractor is responsible for collecting single stream recycling and disposing it
accordingly. Refuse and recycled material may never be combined at any time.
Collection of each waste shall be in its designated bins.
f. Open Kitchens:
1. Sweep and mop: clean counter tops and cabinets
2. Empty waste receptacles: clean sink
3. Clean stove tops, refrigerator, microwave during semester and spring break clean
g. Beauty Shop:
1. Sweep and mop
2. Empty waste receptacles
3. Damp wipe counter tops
4. Clean mirrors
5. Clean basins
h. Laundry Room
1. Sweep and damp mop
2. Empty waste receptacles
3. Damp wipe counter tops/tops of washing machines and dryers
4. Clean Basins
i. Study Lounges
j. Office Areas: “office” in the context of this specification shall mean all enclosed space used for work areas off public
corridor areas. These areas shall include conference room areas. Services required shall conform to minimum
requirements previously listed herein.
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k. Weekly Services:
Room cleaning: office areas, auditoriums, computer labs classrooms, conference rooms, kitchens,
break areas, labs, libraries, restrooms, industrial technology areas, hallways, lobbies, entrances and
the corridor space adjacent to these areas:
i. Empty wastebaskets and remove trash to designated disposal area. Wash or damp wipe, as
needed, the inside and outside of wastebaskets and replace liners on a weekly basis.
ii. Thoroughly vacuum carpets with vacuum cleaners equipped with brush and/or beater
bar. Backpack vacuums are also permitted to use where appropriate.
iii. Thoroughly sweep all hard floors and use Auto Scrubber to clean floors.
iv. Thoroughly dust all horizontal and vertical surfaces, such as knee wells, chair rungs,
table legs, etc.
v. Damp wipe and dry all glass in doors, partitions, pictures, and bookcases
vi. Spot clean walls and doors
vii. Spot clean public area furniture
viii. Damp wipe and polish marble wall surfaces and wainscoting
ix. Dust all Venetian blinds
x. Wash Venetian blinds as requested by Supervisor or designated representative
xi. Floor maintenance - Floor maintenance may be requested through Work Order system. At
time work is requested Contractor will meet with Director of Operations or designee and
determine the extent and service needed.
xii. Provide entrance mats 3' x 4' rubber back at single doors and 4' x 6' at double door identified as
the main entrance to residence halls. Color as selected and approved by TSU. Mats shall be
cleaned and serviced once per week.
Wilson 5
Hale 3
Rudolph 3
Eppse 4
Watson 3
Boyd 6
Ford Complex 6
NRC 5
New Residence Hall to
be built in 2021 TBD
TOTAL 35
l. Monthly Services:
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Room cleaning: auditoriums, classrooms, conference rooms, kitchens, break areas, labs, restrooms, industrial
technology areas, hallways, lobbies, entrances and the corridor space adjacent to these areas:
i. 1.8.1.1 Spot clean wall surfaces within approximately 96" above the floor
ii. 1.8.1.2 Entrances, lobbies, and main corridors: Clean and polish metal door thresholds,
iii. 1.8.1.3 Damp wipe and polish marble wall surfaces and stone wainscoting
vii. 1.8.1.7 Outside entrances - Hose down and remove water on landings, steps and sidewalks adjacent to
entrances, except when temperatures are at, or near, freezing. Hoses to be provided by vendor.
xi. 1.8.1.11 Remove all gum from sidewalks out to 20' from building
m. Quarterly Services:
i. Floor maintenance - Between the normal stripping and reapplication of floor finish to resilient
flooring, spray buff office areas, classrooms, conference rooms, corridors, hallways, and similar
space
ii. Dust and/or vacuum air supply and return vents
iii. Clean door kick plates and thresholds
iv. Clean Trash containers
v. Dust and/or vacuum air supply and return grills
n. Annual services: All floor maintenance (strip, wax, refinish), carpet extraction, window cleaning, etc... shall
be scheduled with the Director of Operations or designee. A calendar with start dates and estimated
completion shall be provided before work is started.
i. Floor maintenance - strip and seal all hard floors during the first month of the contract (July), Hard
floors shall include, but not be limited to terrazzo, marble, ceramic, tile, and quarry tile surfaces.
Maintenance may be performed on a daily basis. Frequency will vary upon the campus needs.
ii. Screen and recoat wood flooring in office space, file rooms, classrooms, labs, conference rooms,
and normal traffic areas in public spaces first month of contract (July).
iii. Strip floor and apply eight (8) coats of floor finish at 25% solid content to VCT floors in
corridors, entrances, lobbies and other heavy traffic areas first month of contract (July).
iv. High cleaning - Clean by dusting or vacuuming surfaces and objects in the building approximately
96" or more above the floor. This includes the wall and ceiling area adjacent to ventilating air
conditioning outlets.
v. Carpet and rugs - First month of contract (July) Extract and deep clean all carpets and rugs by
58
extraction method to satisfy the University Director of Operations or designated representative.
vi. Windows-must be thoroughly washed outside and cleaned on both sides to remove fingerprints,
etc.
vii. Clean and dust all light diffusers and lenses.
viii. Deep clean all garbage and recycle bins.
ix. Pressure Wash outside entries to remove all stains and gum.
x. Clean and extract all upholstered furniture upon request.
xi. Dust blinds in offices, conference rooms and classrooms.
xii. Evaluate and replace all entrance way floor mats when replacement is needed. At time mats need
to be replaced the Contractor will meet with Director of Operations or designated representative.
o. Student Bedrooms:
There are 3,000 bed spaces on campus. All student rooms will not be cleaned except when a student that has
occupied the room vacates a room, either during a semester or after a semester ends.
For the purpose of thoroughly cleaning each dormitory room during the vacation period, it shall be the responsibility
of the contractor to remove all debris and trash to dumpster. It shall also be the responsibility of the contractor to
move all furniture, beds, dressers that are not built-in (desks, chairs, etc.), for complete stripping and waxing of each
room. Carpets shall be shampooed during the period except when it becomes necessary to shampoo as a result of
emergencies beyond the control of the University, contractor or other agencies.
p. Trunk Rooms- these areas are to be cleaned once a year before student occupancy in the fall.
i. Floor is to be swept and spot mopped
ii. Luggage racks are to be damp wiped to remove dirt and dust
q. All furnishings to be placed in standard pattern for respective rooms after cleaning in all facilities.
r. Semester, Thanksgiving Break, Spring Break, Summer School, Maymester and Summer Camp Cleaning:
i. In addition to regular daily and weekly cleaning, special project cleaning will be done on an “as needed”
basis. Services include, but are not limited to the following: machine scrubbing bathroom floors, refinishing
hard surface floors, wall washing and furniture cleaning.
ii. See Attachment 6.19 for current Academic Calendar.
s. Area coverage and square footage for services to be performed are as follows:
Residence Halls
Wilson Women’s Residence 86,352 sq. ft.
Hale Co-Ed Residence 54,637 sq. ft.
Rudolph Women’s Residence 102,960 sq. ft.
Eppse Women’s Residence 50,088 sq. ft.
Watson Men’s Residence 65,668 sq. ft.
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New Residence Complex (NRC) Co-Ed Residence 106,981 sq. ft.
New Residence Hall to be built in TBD TBD
2021
Total: 688,491 sq. ft.
NOTES:
1. These facilities will require custodial services daily (7 days/week) with full-time staffing assigned to the facilities.
2. Square area does not include mechanical rooms or contract food service areas.
3. Windows and blinds washing and cleaning work may be awarded the vendor as a special project at a cost to be approved by
the Assistant Vice President for Facilities Management.
4. Community buildings at the Ford and New Residence Complexes are to be serviced daily (7,444 sq. ft. each) included in
total above.
5. Breezeway ramps at Ford Complex (9,705 sq. ft.) and New Residence Complex (4,500 sq. ft.) are to be serviced daily and
included in total above.
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ATTACHMENT 6.5
• The Proposal must be delivered to the Institution no later than the Proposal Deadline specified in the
RFP Section 2, Schedule of Events.
• The Technical Proposal and the Cost Proposal documentation must be packaged separately as
required (refer to RFP Section 3.2., et. seq.).
• The Technical Proposal must NOT contain cost or pricing information of any type.
• The Technical Proposal must NOT contain any restrictions of the rights of the State/Institution or other
qualification of the Proposal.
• A Proposer must NOT submit alternate Proposals.
• A Proposer must NOT submit multiple Proposals in different forms (as a prime and a sub-contractor).
Proposal
Page # Item
Section A— Mandatory Requirement Items Pass/Fail
(Proposer Ref.
completes)
A.3. Provide a current bank reference indicating that the Proposer’s business
relationship with the financial institution is in positive standing. Such
reference must be written in the form of a standard business letter, on
bank letterhead, signed, and dated within the past three (3) months.
A.4. Provide two current positive credit references from vendors with which the
Proposer has done business written in the form of standard business
61
letters, on reference’s letterhead, signed, and dated within the past three
(3) months.
A.14 Provide a statement of whether the Proposer has prior experience with
the standards established by the APPA - Association of Higher Education
Facilities officers for both Level One and Level Two cleanliness.
A.15 Provide a statement of understanding that all employees will undergo a
local background check prior to hire. (See Section 3.3)
62
TECHNICAL PROPOSAL & EVALUATION GUIDE — SECTION B
PROPOSER
NAME:
The Proposer must address ALL Qualifications and Experience section items and provide, in
sequence, the information and documentation as required (referenced with the associated item
references).
A Proposal Evaluation Team, made up of three or more Institution employees, will independently
evaluate and score the proposal’s “qualifications and experience” responses.
Proposal
Page #
(to be Points
Qualifications & Experience Items
completed Awarded
by
Proposer)
B.1 Describe the Proposer’s form of business (i.e., individual, sole
proprietor, corporation, non-profit corporation, partnership, limited
liability company) and detail the name, mailing address, email
address and telephone number of the person the Institution should
contact regarding the proposal.
(Maximum Points = 1)
B.2 Provide a statement of whether there have been any mergers,
acquisitions, or sales of the Proposer’s company within the last ten
years, and if so, an explanation providing relevant details.
(Maximum Points = 1)
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B.7 Provide a brief, descriptive statement indicating the Proposer’s
credentials to deliver the requested goods and/or services.
(Maximum Points = 3)
B.8 Indicate how long the Proposer has been providing the requested
goods and/or services and include the number of years in business.
(Maximum Points = 3)
B.12 Provide a statement of whether or not the Proposer has any current
contracts with higher education institutions or has completed any
contracts with higher education institutions within the previous five
(5) year period. If so, provide the following information for all of the
current and completed contracts:
(a) the name, title, telephone number and e-mail address of the
State contact knowledgeable about the contract;
(b) the procuring higher education institution;
(c) a brief description of the contract’s scope of services;
(d) the contract period; and
(e) the contract number.
NOTES:
Current or prior contracts with higher education institutions are
not a prerequisite and are not required for the maximum
evaluation score, and the existence of such contracts with higher
education institutions will not automatically result in the addition or
deduction of evaluation points.
(Maximum Points = 3)
B.13 Provide customer references from individuals who are not current or
former Institution employees for projects similar to the goods and/or
services sought under this RFP and which represent:
two (2) accounts Proposer currently services that are similar in
size to the Institution; and
three (3) completed projects/contracts
References from at least three (3) different individuals are required
to satisfy the requirements above, e.g., an individual may provide a
64
reference about a completed project and another reference about a
currently serviced account. The standard reference questionnaire,
which must be used and completed, is provided at RFP Attachment
6.6. References that are not completed as required may be
deemed non-responsive and may not be considered.
The Proposer will be solely responsible for obtaining fully completed
reference questionnaires and including them in the sealed
Technical Response. In order to obtain and submit the completed
reference questionnaires follow the process below.
(a) Add the Proposer’s name to the standard reference
questionnaire at RFP Attachment 6.6. and make a copy for
each reference.
(b) Send a reference questionnaire and new, standard
#10 envelope to each reference.
(c) Instruct the reference to:
(i) complete the reference questionnaire;
(ii) sign and date the completed reference questionnaire;
(iii) seal the completed, signed, and dated reference
questionnaire within the envelope provided;
(iv) sign his or her name in ink across the sealed portion
of the envelope; and
(v) return the sealed envelope directly to the Proposer
(the Proposer may wish to give each reference a
deadline, such that the Proposer will be able to collect
all required references in time to include them within
the sealed Technical Response).
(d) Do NOT open the sealed references upon receipt.
(e) Enclose all sealed reference envelopes within a larger,
labeled envelope for inclusion in the Technical Response
as required.
NOTES:
The Institution will not accept late references or references
submitted by any means other than that which is described
above, and each reference questionnaire submitted must be
completed as required.
The Institution will not review more than the number of required
references indicated above.
While the Institution will base its reference check on the contents
of the sealed reference envelopes included in the Technical
Response package, the Institution reserves the right to confirm
and clarify information detailed in the completed reference
questionnaires, and may consider clarification responses in the
evaluation of references.
(Maximum Points = 3)
65
TECHNICAL PROPOSAL & EVALUATION GUIDE — SECTION C
The Proposer must address ALL Technical Approach section items and provide, in sequence, the
information and documentation as required (with the associated item references). A Proposal
Evaluation Team, made up of three or more Institution employees, will independently evaluate and
score the proposal’s response to each item.
C.1 Technical Scored Requirements (In the previous Mandatory pass/fail section
(Section C.1) Proposers were asked to validate in its response its understanding of the
mandatory requirements. In section C.2 Proposers are asked for descriptions of their goods Points
/goods and/or services and will be scored based on those descriptions. Proposers to Awarded
indicate in Attachment 6.5, Section C(2) page reference numbers of its Proposal to these
requirements).
C.1.1 General Requirements
(Maximum Points = 8)
C.1.3 Minimum Report/Contract Monitoring Requirements
66
fully describe the related goods /goods and/or services in its
Technical Proposal response. Costs associated with additional
related goods /goods and/or services must be provided in the
Cost Proposal only.
Additional Goods /Goods and/or services shall not be scored. If
Proposer is not quoting any additional goods /goods and/or
services, it must state this in its Technical Response.
(Maximum Points = 10)
67
(Maximum Section C.3 Score = 10)
68
ATTACHMENT 6.6
REFERENCE QUESTIONNAIRE
The standard reference questionnaire provided on the following pages of this attachment MUST be
completed by all individuals offering a reference for the Proposer.
The Proposer will be solely responsible for obtaining completed reference questionnaires as required (refer to
RFP Attachment 6.5, Technical Proposal & Evaluation Guide, Section B, Item B.13.), and for enclosing the sealed
reference envelopes within the Proposer’s Technical Response.
69
RFP # 10731 REFERENCE QUESTIONNAIRE
The “reference subject” specified above, intends to submit a response to Tennessee State University in response
to the Request for Proposals (RFP) indicated. As a part of such response, the reference subject must include a
number of completed and sealed reference questionnaires (using this form).
Each individual responding to this reference questionnaire is asked to follow these instructions:
complete this questionnaire (either using the form provided or an exact duplicate of this document);
sign and date the completed questionnaire;
seal the completed, signed, and dated questionnaire in a new standard #10 envelope;
sign in ink across the sealed portion of the envelope; and
return the sealed envelope containing the completed questionnaire directly to the reference subject.
(1) What is the name of the individual, company, organization, or entity responding to this reference
questionnaire?
(2) Please provide the following information about the individual completing this reference
questionnaire on behalf of the above-named individual, company, organization, or entity.
NAME:
TITLE:
TELEPHONE #
E-MAIL ADDRESS:
(3) What goods or services does/did the reference subject provide to your company or organization?
(4) What is the level of your overall satisfaction with the reference subject as a vendor of the goods
or services described above?
Please respond by circling the appropriate number on the scale below.
1 2 3 4 5
least satisfied most satisfied
70
RFP # 10731 REFERENCE QUESTIONNAIRE — PAGE 2
If you circled 3 or less above, what could the reference subject have done to improve that rating?
(5) If the goods or services that the reference subject provided to your company or organization are
completed, were the goods or services provided in compliance with the terms of the contract, on
time, and within budget? If not, please explain.
(6) If the reference subject is still providing goods or services to your company or organization, are
these goods or services being provided in compliance with the terms of the contract, on time, and
within budget? If not, please explain.
(7) How satisfied are you with the reference subject’s ability to perform based on your expectations
and according to the contractual arrangements?
(8) In what areas of goods or service delivery does/did the reference subject excel?
(9) In what areas of goods or service delivery does/did the reference subject fall short?
(10) What is the level of your satisfaction with the reference subject’s project management structures,
processes, and personnel?
Please respond by circling the appropriate number on the scale below.
1 2 3 4 5
least satisfied most satisfied
What, if any, comments do you have regarding the score selected above?
71
RFP # 10731 REFERENCE QUESTIONNAIRE — PAGE 3
(11) Considering the staff assigned by the reference subject to deliver the goods or services described
in response to question 3 above, how satisfied are you with the technical abilities,
professionalism, and interpersonal skills of the individuals assigned?
Please respond by circling the appropriate number on the scale below.
1 2 3 4 5
least satisfied most satisfied
What, if any, comments do you have regarding the score selected above?
(12) Would you contract again with the reference subject for the same or similar goods or services?
Please respond by circling the appropriate number on the scale below.
1 2 3 4 5
least satisfied most satisfied
What, if any, comments do you have regarding the score selected above?
REFERENCE SIGNATURE:
(by the individual completing this
request for reference information)
DATE:
72
ATTACHMENT 6.7
PROPOSER NAME:
SIGNATURE AND
DATE:
NOTE: The signatory must be an individual or a company officer empowered to contractually bind the Proposer. If the Signatory is not
the Proposer company President, evidence SHALL be attached showing the Signatory’s authority to bind the Proposer.
MAIN CAMPUS
Rudolph Residence Center
102,960 sq. ft.
Per Month:
Per Year:
MAIN CAMPUS
Eppse Residence Hall
50,088 sq. ft.
Per Month:
Per Year:
MAIN CAMPUS
Watson Residence Hall
65,668 sq. ft.
Per Month:
Per Year:
73
MAIN CAMPUS
Boyd Residence Hall
65,972 sq. ft.
Per Month:
Per Year:
MAIN CAMPUS
Ford Residence Complex
152,833 sq. ft.
Per Month:
Per Year:
MAIN CAMPUS
New Residence Complex
106,981 sq. ft.
Per Month:
Per Year:
MAIN CAMPUS
Hale Hall
54,637 sq. ft.
Per Month:
Per Year:
Alternate Service
Request:
Exterior Window Cleaning
x 55
Lowest Evaluation Cost (maximum section = SCORE:
Amount from all Proposals score)
74
ATTACHMENT 6.8
EVALUATOR 1
EVALUATOR 2
EVALUATOR 3
EVALUATOR 4
EVALUATOR 5
TECHNICAL APPROACH
Maximum Points: 40
EVALUATOR 1
EVALUATOR 2
EVALUATOR 3
EVALUATOR 4
EVALUATOR 5
TECHNICAL PROPOSAL
SCORE: SCORE: SCORE:
Maximum Points: 65
COST PROPOSAL
SCORE: SCORE: SCORE:
Maximum Points: 55
75
ATTACHMENT 6.9
PERFORMANCE BOND
The Surety Company issuing bond shall be licensed to transact business in the State of Tennessee by the Tennessee Department of
Commerce and Insurance. Bonds shall be certified and current Power-of-Attorney for the Surety’s Attorney-in-Fact attached.
(Name of Principal)
(Address of Principal)
as Principal, hereinafter called the Principal, and
(Name of Surety)
(Address of Surety)
as Surety, hereinafter call the Surety, do hereby acknowledge ourselves indebted and securely bound and
held unto the State of Tennessee as Obligee, hereinafter called the Obligee, and in the penal sum of
$
(RFP Number)
a copy of which said Request for Proposal and the resulting Contract are by reference hereby made a part
hereof, as fully and to the same extent as if copied at length herein.
NOW, THEREFORE, if the Principal shall fully and faithfully perform all undertakings and obligations under
the Contract hereinbefore referred to and shall fully indemnify and hold harmless the Obligee from all costs
and damage whatsoever which it may suffer by reason of any failure on the part of the Principal to do so, and
shall fully reimburse and repay the Obligee any and all outlay and expense which it may incur in making good
any such default, and shall fully pay for all of the labor, material, and Work used by the Principal and any
immediate or remote subcontractor or furnisher of material under the Principal in the performance of said
76
Contract, in lawful money of the United States of America, as the same shall become due, then this obligation
or bond shall be null and void, otherwise to remain in full force and effect.
AND for value received, it is hereby stipulated and agreed that no change, extension of time, alteration, or
addition to the terms of the Contract or the Work to be performed there under or the specifications
accompanying the same shall in any wise affect the obligation under this bond, and notice is hereby waived of
any such change, extension of time, alteration, or addition to the terms of the Contract or the Work or the
specifications.
IN WITNESS WHEREOF the Principal has hereunto affixed its signature and Surety has hereunto caused to
be affixed its corporate signature and seal, by its duly authorized officers, on this
day of , .
WITNESS:
77
ATTACHMENT 6.10
Tennessee State University (TSU) is a comprehensive, urban, coeducational land-grant university founded in
1912. The university has two convenient locations – a 450-acre main campus, with more than 65 buildings, located
in a residence setting; and the Avon Williams Campus located in the heart of downtown, near the center of the
Nashville business and government district.
The university’s regular academic school year begins in August and ends in May of the following year. Summer
sessions begin in May and ends in August. The university operates all of its nine (9) residence halls during the
regular school year and four (4) during summer sessions.
Accreditation: Tennessee State University is accredited by the Commission on Colleges of the Southern
Association of Colleges and Schools (1866 Southern Lane, Decatur, Georgia 3003-4097) to award the Associate’s,
Bachelor’s, Master’s, Specialist in Education and Doctor’s degrees.
History: Organized as the Agriculture and Industrial State Normal School in 1909; the school began serving
students in 1912. It was raised to the status of a four-year teacher’s college in 1922 and elevated to full-fledged
land-grant university status by the Tennessee State Board of Education in 1958.
Location: TSU is located in Nashville (population 619,626), the state capital and second largest city in Tennessee.
Popularly known as “Music City USA” and “The Athens of the South,” Nashville is a thriving center of government,
banking, insurance, publishing, health care, art, culture and education.
Tuition: (Per Semester) Undergraduate; $1,909 full-time tuition (in-state), $5,875 full-time (out-of-state);
Graduate: $2,446 full-time (in-state); and $6,412 full-time (out-of-state).
Financial Aid: TSU has a strong commitment to assist students seeking financial aid. Types of aid available are
grants, scholarships, loans and employment. FICE School Code: 003522.
Enrollment: (Fall 2008), 8,254 students (6,431 undergraduate students; 1,823 graduate students)
Campus Computing: TSU has been recognized by Yahoo as one of the most wired universities in the United
States. The University maintains technology enabled classrooms, numerous computer labs located both in academic
buildings and student housing, a student information portal (myTSU), and a help desk. All core services—including
admissions, registration and bill payment—can be conducted online.
78
Library: The three-story Martha M. Brown-Lois H. Daniel Library has an impressive collection of resources
supporting the college curriculum as well as the research needs of those in the surrounding areas. The library
houses more than 420,000 books, 1,500 microform titles, 1,775 periodicals and a wide variety of online database
services. Also, included in the 82,000 square foot building are rooms devoted to collections highlighting the
University’s rich and colorful history.
Degree Programs:
• College of Arts and Sciences: Africana Studies (B.S.), Art (B.S.), Arts & Sciences, Biology (B.S., M.S.),
Biological Sciences (Ph.D.), Chemistry (B.S., M.S.), Criminal Justice (B.S., M.C.J.), English (B.A., M.A.),
Foreign Languages (B.A.), History (B.A.), Interdisciplinary Studies (B.I.S.), Mathematics (B.S.),
Mathematical Sciences (M.S.), Music (B.S., M.A.), Physics (B.S.), Political Science (B.S.), Professional
Studies (B.P.S), Social Work (B.S.), Sociology (B.S.), Speech Communication and Theater (B.A., B.S.);
• College of Business: Accounting (B.B.A.), Business Administration (B.B.A., M.B.A), Business Information
Systems (B.B.A.), Economics & Finance (B.B.A.)
• College of Education: Administration & Supervision (M.Ed., Ed.S., Ed.D.), Advanced Studies in Teaching
& Learning (M.Ed.), Curriculum & Instruction (M.Ed., Ed.D.), Elementary Education (M.Ed.), Guidance &
Counseling (M.S.), Health, Physical Education and Recreation (B.S., M.A.Ed.), Psychology (B.S., M.S.,
Ph.D.), School Psychology (Ed.S.), Special Education (B.S., M.Ed.);
• College of Engineering & Technology: Aeronautical and Industrial Technology (B.S.), Architectural
Engineering (B.S.), Civil Engineering (B.S.), Computer and Information Systems Engineering (M.S., Ph.D.),
Computer Science (B.S.), Electrical Engineering (B.S.), Mechanical Engineering (B.S.), Engineering (M.E.);
• College of Health Sciences: Cardio-Respiratory Care Sciences (B.S.), Dental Hygiene (A.A.S., B.S.),
Health Care Administration and Planning (B.S.), Health Information Management (B.S.), Medical
Technology (B.S.), Occupational Therapy (B.S.), Physical Therapy (M.P.T.), Speech Pathology and
Audiology (B.S.), Speech and Hearing Sciences (M.S.);
• College of Public Service and Urban Affairs: Urban Studies (B.S.), Public Administration (MPA, Ph.D.),
Professional Studies (MPS), Undergraduate Minor in Nonprofit Management and Leadership, Graduate
Certificate in Health Planning and Administration, Graduate Certificate in Nonprofit Management
• School of Agriculture and Consumer Sciences: Agricultural Sciences (B.S.), Early Childhood Education
(B.S.), Family and Consumer Sciences (B.S.);
• School of Nursing: Nursing (A.A.S., B.S.N., M.S.N.);
• Institute of Government: Health Administration and Planning (Certificate); Non-Profit Management
(Certificate), Public Administration (M.P.A., Ph.D.)
Research:
• Tennessee State University has experienced an explosion in sponsored research in recent years, surpassing
$30 million annually.
• TSU astronomer Greg Henry was the first to discover a planet outside our solar system. He made the
discovery using telescopes in the southern Arizona desert, which he operates by remote control in Nashville.
Dr. Henry made the discovery in 1999 and was part of a team that discovered the first planet outside our
solar system with a solid core, which may help explain how Earth developed.
• The Tennessee State University Automated Astronomy Group is a part of the Center of Excellence in
Information Systems, a multidisciplinary research laboratory founded in 1986 within the state-wide Centers
of Excellence program to increase the amount of research being done at state universities across
Tennessee. The Center consists of students, researchers, and support staff in the areas of astronomy with
automated telescopes, advanced control systems and systems identification, applied mathematics, and
management information systems. The Automated Astronomy Group conducts a variety of astronomical
research programs with automatic (robotic) telescopes located at Fairborn Observatory in the Patagonia
Mountains near Washington Camp, Arizona. The group has been active since 1989.
• The Tennessee State University Otis L. Floyd Nursery Research Center is an IAgER facility, positioned on
an 85-acre site, and dedicated to the continual improvement and strengthening of Tennessee’s nursery
crop industry. It is staffed through a cooperative effort between Tennessee State University and the United
States Department of Agriculture/Agricultural Research Service. The mission of the Nursery Research
Center is to provide leadership in the strengthening and expansion of our nursery industry through research
in the areas of pathology, entomology, genetics, horticulture and related sciences.
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Intercollegiate Sports:
• Tennessee State University competes in Division I of the NCAA with the exception of men’s football (I-AA).
Programs are available for men in basketball, football, golf, tennis, and track and field. Programs are
available for women in basketball, softball, tennis, track and field, and volleyball.
• TSU is home to the Olympians – 32 Olympic medals have been won by TSU student-athletes – 17 gold, 8
silver and seven bronze medals.
• TSU has had more than 100 former athletes who were drafted and played in the National Football League
(NFL).
• 20 former TSU athletes have played in a NFL Super Bowl, including most recently the Denver Broncos
Robert “Snacks” Myers (Super Bowl 50: Feb. 7, 2016).
Housing: Campus housing accommodates approximately 3,200 students. It maintains single sex, coed, and
apartment-style facilities for men and women.
Student Services: University Counseling Center, Career Development Center, cooperative Education, Student
Health Services, Graduate and Professional Opportunities, international Student Affairs, Minority Student Affairs,
and Disabled Student Services.
Calendar: Fall, spring and summer sessions. Deadlines for admission: Fall Semester, August 1; Spring Semester,
December 1. Deadline for financial aid: Fall Semester, July 15.
Achievements/Highlights:
• Home of the world-renowned Aristocrat of Bands marching band. The band has performed in over 15
nationally-televised NFL half-time shows, three Presidential inaugurations and has appeared and
performed in a variety of television, movie and concert venues.
• TSU has the top-rated forensics program among black colleges and universities in the nation.
• In recent years, TSU has had the highest graduation rate of its athletes in the Tennessee Board of
Regents system, and among historically black colleges and universities.
• TSU is one of only three HBCUs in the nation with a Phi Kappa Phi Honor Society, the most prestigious
honor society comprising all academic disciplines.
• The university hosts the Phi Eta Sigma Honor Society, the oldest and largest freshman honors society in
the United States.
• TSU’s Business Incubation Center has launched numerous small businesses in Tennessee, including
Christie Cookie Co.
• Special recognition: Tennessee State University holds the distinction of a Carnegie classified
doctoral research university.
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ATTTACHMENT 6.11
81
ATTACHMENT 6.12
Mailing Address:
Tennessee State University
Telephone: (615) 963-5181 Office of Procurement Services
Facsimile: (615) 963-5192 3500 John A. Merritt Boulevard
Nashville, Tennessee 37209-1561
Complete all information and submit for inclusion www.tnstate.edu/procurement
of your company for invitations to bid.
1. Company Name and Bid Address 2. Address to which payments are to be mailed.
(If same as No. 1, leave blank.)
9. Federal Identification Number (FEIN): 10. Social Security Number (If no FEIN):
11. Type of Organization (select one): 12. Kind of Ownership (check all that apply):
Individual Government (GO)
Partnership Non-Profit (NO)
Non-Profit Organization Majority (MJ)
Corporation Minority (MN)
State of Incorporation: ______________ Woman (WO)
Year of Incorporation: ______________ Small (SM)
Service-Disabled Veteran (SDV)
13. Minority Ethnicity Code (select one): 14. Annual Gross Sales (select one):
African American (MA) $0 - $499,999
Native American (MN) $500,000 - $749,999
Hispanic American (MH) $750,000 - $999,999
Asian American (MS) $1,000,000 - $1,999,999
$2,000,000 and over
15. Type of Business (select one):
Agriculture/Forestry/Fishing 16. Number of Employees: __________
Architectural/Design/Engineering
Finance/Insurance/Real Estate
Marketing/Communications/Public Relations 17. Excluded from federal procurement or
Transportation/Commerce/Utilities non-procurement programs? Yes No
Medical/Healthcare
Information Systems/Technology 18. Preference for reporting purposes (select one):
Educational/Manufacturing/Service Industry
Small Woman-Owned
Mining/Retail Trade/Wholesale Trade
Other _____________________ Minority Service-Disabled Veteran
82
19. Comments:
20. Commodities: Please provide the three-digit (3) commodity codes for goods and/or services for
which your company would like to be provided bid opportunities. For a list for commodities codes,
please visit our website at www.tnstate.edu/purchasing.
21. Certification: By submitting this form, I certify that I am an authorized representative of the above
company and that all the information as completed above is true and accurate.
If you have any questions or need additional information, please contact the
Office of Procurement Services at 615/963-5181.
83
ATTACHMENT 6.13
Protest Bond
The Surety Company issuing bond shall be licensed to transact business in the State of Tennessee by the Tennessee
Department of Commerce and Insurance. The bond shall have certified and current Power-of Attorney for the
Surety’s Attorney-in-Fact attached.
That we,
_____________________________________________________________________________
(Name of Protestor)
_____________________________________________________________________________
(Address of Protestor)
as the Party filing a protest of the State of Tennessee’s determination(s) regarding a Request for Proposal (RFP)
process, hereinafter called the Protestor, and
_____________________________________________________________________________
(Name of Surety)
_____________________________________________________________________________
(Address of Surety)
as Surety, hereinafter call the Surety, do hereby acknowledge ourselves indebted and securely bound and held
unto the State of Tennessee as Obligee, hereinafter called the Obligee, and in the penal sum of
$_____________________________________________________________________________
(Dollar Amount of Bond)
good and lawful money of the United States of America, for the use and benefit of those entitled thereto, for the
payment of which, well and truly to be made, we bind ourselves, our heirs, our administrators, executors,
successors, and assigns, jointly and severally, firmly by these presents.
WHEREAS, the Obligee has issued a Request for Proposal bearing the RFP Number:
(RFP Number)
AND, the Protestor, as an actual proposer to the RFP, claims to be aggrieved in connection with said RFP process;
AND, the signature of an attorney or the Protestor on a request for consideration, protest, motion, or other
document constitutes a certificate by the signer that the signer has read such document, that to the best of the
signer’s knowledge, information, and belief formed after reasonable inquiry, it is well grounded in fact and is
warranted by existing law or a good faith argument for the extension, modification or reversal of existing law, and
that it is not interposed for any improper purpose, such as to harass, limit competition, or to cause unnecessary
delay or needless increase in the cost of the procurement or of the litigation;
84
AND, neither a protest nor a stay of award shall proceed under the laws of the State of Tennessee unless the
Protestor posts a protest bond, the Protestor does file this protest bond payable to the Obligee with a notice of
protest regarding the subject RFP process;
AND, the Obligee shall hold the protest bond for at least eleven (11) calendar days after the date of the final
determination on the protest by the head of the affected agency;
AND, if the Protestor appeals the affected agency head’s determination on the protest to the President, in
accordance with subsection Tennessee Code Annotated, §12-4-109(a)(1)(E)(vii), the head of the agency shall hold
said protest bond until instructed by the President as to its disposition.
NOW, THEREFORE, this obligation or bond shall remain in full force and effect conditioned upon a decision by
the President that:
A request for consideration, protest, pleading, motion, or other document is signed by an attorney or the
Protestor, before or after appeal to the President, in violation of Tennessee Code Annotated, § 12-4-
109(a)(1)(E)(ii);
the Protestor’s notice of protest does not state on its face a valid basis for protest.
In which case, this obligation or bond shall be immediately payable to the Obligee. Otherwise, this obligation or
bond shall be null and void.
IN WITNESS WHEREOF, the Protestor has hereunto affixed its signature and Surety has hereunto caused to be
affixed its corporate signature and seal, by its duly authorized officers,
WITNESS:
_________________________________________________________________
(Name of Protestor)
_____________________________________________________________________________
(Authorized Signature of Protestor)
_____________________________________________________________________________
(Name and Title of Signatory)
_____________________________________________________________________________
(Name of Surety)
_____________________________________________________________________________
(Signature of Attorney-in-Fact)
_____________________________________________________________________________
(Name of Attorney-in-Fact)
_____________________________________________________________________________
(Tennessee License Number of Surety)
85
ATTACHMENT 6.14
C. Fill in your taxpayer identification number below. (Please complete only one.)
1. If you check numbers 1-5 above, fill in your Social Security Number.
2. If you circled numbers 6-13 above, fill in your Federal Employer Identification Number (EIN).
Certification – Under penalties of perjury, I certify that the number shown on this form is my correct taxpayer
identification number. If I checked category 13 above, I also certify that my agency or organization is tax-
exempt per Internal Revenue Service guidelines and not subject to backup withholding.
Signature: Date:
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ATTACHMENT 6.15
Vendor Checklist for Prevention of Common RFP Mistakes That Lead to Proposal Rejection
1. Attachment 6.5 – Mandatory Requirements: MUST BE PROVIDED IN FORMAT STATED BY EACH REQUIREMENT
___ Bank Reference (Attachment 6.5A. 3.)
• Letter Format on bank letterhead
• Signed within last three (3) months by authorized representative of bank
2. Submission of Proposal
___ On-Time Submittal (§1.9; Attachment 6.5.A.)
• Deadline is in Section 2 – Schedule of Events
• Submission by deadline includes Technical Proposal and Cost Proposal
• Late Proposals will be IMMEDIATELY DISQUALIFIED (Attachment 6.5. A.)
___ Separately Sealed Cost & Technical Proposals (Attachment 6.5.A.)
___ NO Cost Data of ANY type (required cost or optional cost) in Technical Proposal (§§3.21, 3.3, Attachment 6.5. A.)
• Including ANY costs in Technical Proposal will result in IMMEDIATE DISQUALIFICATION
____A proposer may not submit alternate proposals unless requested and must not submit one proposal as the prime
contractor and another as a sub-contractor
* This checklist does not represent either a complete list of, or replacement for, the mandatory requirements listed in
the RFP. This checklist is ONLY A TOOL meant to assist in the prevention of disqualification.
** Please also note that notations on proposals that materials submitted be kept confidential will not be honored. All
bid documents and contracts become public records.
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ATTACHMENT 6.16
Vendor Product Accessibility Statement and Documentation
Purpose of Accessibility Statement
An effective Accessibility Statement includes several key components including:
• A clear statement of commitment to ensuring equal access for all users
• Required written documentation on the level of conformance with accessible information and technology
standards
• Information for users with disabilities regarding product/service accessibility features and gaps
• A mechanism to allows users to provide accessibility feedback
• Links to resources (internal or external) that provide additional or related information
Key Components
Commitment Statement
• Emphasize commitment to ensuring the accessibility of the product/service.
• Note any ongoing efforts to monitor for and remediate accessibility issues as they are identified.
Required Documentation
1. Provide written documentation on
a. how the product/service meets the accessibility standards:
i. WCAG 2.0 A&AA Guidelines/ISO/IEC 40500:2012
ii. 508 Voluntary Product Accessibility Template (VPAT)
iii. And EPUB3 Accessibility Guidelines (if applicable)
b. any available accessibility testing results
i. List any third-party agencies with whom you have worked to evaluate accessibility
support
ii. Describe any formal testing process you use to determine accessibility support
iii. Indicate if you conduct user testing with persons with disabilities to verify accessibility
support
c. and include the Conformance and Remediation Form when standards conformance is not fully
achieved to demonstrate vendor’s planned roadmap to full conformance.
2. Provide links to any other internal accessibility documentation (e.g., accessibility information within
general product documentation, FAQs, best practices, tutorials, case studies, or white papers).
a. Note any other best practices or guidelines utilized during design and development (if applicable).
Product Usage Information for Users with Disabilities
• Describe any product features that may improve accessibility for users with disabilities including:
o Accessibility-specific features (e.g. the ability to adjust font size and color/contrast settings for text
or the availability of closed captions for videos)
o General product features that may especially benefit users with disabilities (e.g. an ‘HTML 5’
mode optimized for mobile platforms that also improves keyboard-only navigation).
• Describe any high-impact product accessibility gaps along with suggested interim workarounds that allow
users to complete key tasks until the gaps are resolved. For example, if a technical support website isn’t
compatible with screen readers used by the blind, appropriate interim workarounds might include:
o Alternative business processes that bypass the accessibility barrier (e.g. providing phone-based
support until the web-based support site is accessible)
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o Use of a third-party product to replace or supplement inaccessible product functions (e.g.
indicating that users may submit or check the status of technical support tickets via email).
• Describe accessibility features provided by your communication channels (e.g. a deaf or hard-of-hearing
user may contact you via a TTY line or access support personnel familiar with telephone relay services).
Feedback Mechanism
• Indicate whether you have specific resources devoted to handling accessibility questions/concerns and
provide the contact information for these resources.
• Provide a specific mechanism for users to contact in order to:
o Request accessibility-related assistance
o Report accessibility problems
o Request information in accessible alternate formats
Implementation Recommendations
Ensure that the Accessibility Statement is Easily Located on Company Website.
• Provide a hyperlink that points to the Accessibility Statement and meets the following criteria:
o Descriptive (e.g. ‘Accessibility’ or ‘Disability Access’)
o Prominently positioned (e.g. on the landing page, help/support page, and/or site map)
o Easily identified (e.g. adequate text size and color/contrast, not the last link in a complex page)
Keep the Information in the Accessibility Statement and Documentation Current.
• Since accessibility support changes over time due to product updates, accessibility evaluations, and
remediation activities, regularly review and update the Accessibility Statement so it remains up-to-date.
• Include a revision date for the Accessibility Statement so end users know whether the information is
current.
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ATTACHMENT 6.17
Accessibility Conformance and Remediation Form
Instructions
This form serves as means for auditors and vendors to document accessibility gaps associated with AIMT goods
and to indicate plans for addressing these gaps in the future.
We ask that you complete the form provided on the next page as follows:
1. Product/Vendor Information: Provide the information requested
2. Issue Description: List each major accessibility issue for the product Including the following:
o Gaps identified from the Accessibility Standards and Voluntary Product Accessibility Template
(VPAT)
o Gaps identified in other product support documentation
o Gaps identified by a third-party accessibility evaluation report (if available)
3. Current Status: Enter one of the following values:
o Open: The issue has not yet been resolved
o Closed: The issue has already been resolved
o I/P: The issue is currently under investigation
o Other
4. Disposition: Enter one of the following values:
o Planned: The issue will be resolved
o Deferred: The issue will not be resolved
o I/P: The issue is currently under investigation
o Other
5. Remediation Timeline: Enter when you anticipate that the issue will be resolved
6. Available Workarounds (for vendor only): Describe the business processes vendor will offer or third-
party goods that should be considered to work around the issue until full remediation
7. Comments (optional): Provide details/description regarding the issue
8. Additional Information (optional): Provide any additional discussion regarding accessibility plans
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Vendor/Product Information
Vendor Name
Product Name
Product Version
Completion Date
Contact Name/Title
Contact Email/Phone
Specific Issues
Issue Description Current Disposition Remediation Available Comments
Status (Planned, Timeline Workarounds
(Open, Deferred, I/P)
Closed, I/P)
Images on the Open Planned Q3, 2015 Functional images
landing page lack release will receive
equivalent (v1.2) descriptive
alternate text alternate text;
decorative images
will receive null
alternate text.
Additional Information:
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ATTACHMENT 6.18
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ATTACHMENT 6.19
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SUMMER TERM 2020
Maymester
May 4 Registration
May 4 Classes begin for 3 week session.
May 8 Last day to withdraw from courses
May 21 Last day of classes
May 25 Faculty must have posted grades via “myTSU”
All grades will be available when all Summer sessions are completed.
May 26 Holiday Observed
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