This RFP is an invitation to prospective proponents to submit non-binding proposals for the provision of University Campus Custodial Consulting Services. Background and Current Environment The Custodial Services, within the Department of Physical Resources, plays a critical role in the daily operations of the University, is currently facing several challenges that impede the organization's ability to maintain cleanliness and create a conducive environment for learning and research. These challenges include outdated cleaning routines, employee staffing levels, high absenteeism, and an overall struggle to adapt to modern efficiency standards. To address these issues, the department must undergo a transformation to streamline its processes, enhance employee engagement, and ensure the cleanliness and safety of the university campus. The transformation of the University Custodial Department is an essential step toward ensuring a clean, safe, and efficient environment for students, staff, and visitors. Addressing the challenges of outdated cleaning routines and high absenteeism will require a comprehensive and collaborative effort. By modernizing cleaning practices, improving labor relations, and enhancing employee engagement, the custodial department can become a model of efficiency and excellence, ultimately contributing to the success of the university. The University of Guelph has over 144 buildings totaling over 5,000,000 sq/ft on campus serviced by 147 custodial employees (141 unionized). Spaces range from general common spaces to operating rooms By obtaining professional consulting services, the University seeks a full review of current campus custodial operations to assist and promote the adaption of modern, efficient, socially conscious and environmentally sustainable practices throughout all areas of the University. Areas of review would include, but not limited to current:
a) Cleaning Processes b) Training c) Staffing / Scheduling d) Teams e) Equipment f) Health and Safety g) Consumables h) Future Procurement i) Cleaning Frequency j) Consumables k) Environmental Question Deadline 12/13/2023 at 2:00 PM ET To contact the University or ask questions in relation to this RFP, proponents must register with the Portal and initiate the communication electronically through the Opportunity Q&A of the Portal. The successful respondent is expected to complete the following phases:
Phase 1: 1. Assessment and Analysis:
o Conduct a comprehensive assessment of the current custodial operations to identify inefficiencies and areas requiring improvement.
o Baseline current Appa Level and analyze custodial staff workload, cleaning routines, and quality control measures.`
2. Cleaning Process Optimization:
o Develop and implement efficient cleaning routines to maximize productivity while maintaining high-quality cleaning standards. Propose a clear plan to align custodial staffing levels with the square footage to be cleaned, ensuring optimal resource allocation.
3. APPA Level Compliance:
o Develop strategies to achieve and sustain the identified APPA (Association of Physical Plant Administrators) cleaning standards for all facilities.
o Provide a strategy and a step-by-step plan for reaching the target APPA levels.
4. Resource Allocation Plan:
o Develop a resource allocation plan that aligns staffing, systems, equipment, and supplies with the cleaning needs of each facility or area.
o Provide a cost-effective budget proposal that supports the recommended changes.
Phase 2: 5. Quality Control Framework:
o Establish a robust quality control framework that includes regular inspections, performance metrics, and reporting mechanisms.
o Implement corrective action plans to address identified deficiencies in cleaning quality.
6. Sustainability Initiatives:
o Suggest environmentally-friendly cleaning practices and products to promote sustainability and reduce the environmental impact of custodial operations.
7. Customer Satisfaction Surveys:
o Develop and administer regular customer satisfaction surveys to gather feedback and make continuous improvements based on client input.
8. Project Management and Timeline:
o Present a detailed project management plan with a timeline outlining milestones, tasks, and responsibilities, change management.
o Set clear expectations for project completion and ongoing monitoring MATERIAL DISCLOSURES Respondents should be aware of the following facts associated with the requirements of this RFP: a) All plans, presentations, reports, flowcharts, work plans, etc. to become property of the University - not copyright protected. b) Respondents should understand that some meetings are to be held virtually, with potential for consultations to occur in person on campus, depending on public health requirements and University procedures and protocols in place at the time of the meeting. c) Respondents should submit a redlined version of the applicable Appendix D Form of Agreement with their submission. The method of Contractor Selection has not been Determined at this time
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