REQUEST FOR PROPOSALS Bid# 27-28 CUSTODIAL/MAINTENANCE SERVICES

Description: CONFLUENCE CHARTER SCHOOLS ST. LOUIS, MO 63102 Public Notice is hereby given that the Confluence Academies Board of Directors is seeking proposals for custodial and maintenance services for all of Confluence Academies campuses/buildings as listed in Appendix V. Instructions to Contractors General Comments This document and all appendices are considered part of the required specifications to RFP Custodial/Janitorial Cleaning and Maintenance Services. The appendices include the following: Appendix I (Cleaning Specifications); Appendix II (Maintenance/Facility Services), Appendix II (Evaluation Criteria), Appendix IV (Approximate Square Footages); Appendix V (Campus Locations); Appendix VI (Student Population); Appendix VII (Building Floor Plans); Appendix VIII (School Calendar) and Appendix IX (Purchase Supply List) Confluence Academies reserves the right to modify any part of this RFP and related documents at its discretion. Confluence Academies reserves the right to reject any and all proposals, waive any irregularities and to award the contract in the best interests of Confluence. The contractor (Contractor or Vendor) shall furnish all supervision, cleaning personnel, maintenance personnel, equipment (floor scrubbers, vacuum cleaners, custodial trash cans, etc.), supplies, mechanic tools, vehicles and other materials as required for custodial and maintenance services for Confluence Academies and also as provided in this RFP. Such equipment shall remain the property of the Vendor. Provide the Services described on Appendices I and II. The contractor will provide accountability to confirm its performance and shall be responsible for creating work orders and performing the service or repair to evidence the completion of the work order. Work with Confluence Academies to create the quality and customer satisfaction reports that will be most beneficial to Confluence Charter Schools. Including monthly inspection reports and ratings for custodial and maintenance services in each building. Provide a 7-day-a-week, 24-hours-a-day availability for Confluence Charter Schools' facility service needs. 319 N. 4th Street, Suite 500 - St. Louis, MO 63102 314-588-8554 - Fax 314-588-1343 Open/close buildings on daily basis and in response to special events, meetings, activities. Contractor shall also purchase and provide all consumable products to include; Toilet tissue, paper towels, plastic bags, hand soap, toilet seat covers. Products are for both the common areas and classrooms. Attached is a listing and amount of products ordered in the past year. - See Appendix IX Provide, at its own cost, all necessary equipment for services under this contract Confluence Academies and Contractor will meet on a regular basis, no less than once per quarter, to review and discuss any ongoing operational matters and Contractor's performance under this Contract. Contractor's Account Manager will hold bi-monthly meetings with site level building managers to review and discuss any ongoing operational matters relevant to their building. Selection Process Pre-Bid Campus Walk Thru's Mandatory Pre-Bid Campus Walks will be Friday, November 20, 2026 Beginning at 9:00 AM We will begin at our Old North Campus, 3017 N. 13th Street, 63107 Submission Requirements One (1) original and one (1) copy of the proposal along with one (1) electronic version on a flash drive will be due on: Friday, January 8, 2027 at 12:00 noon. Sealed Proposals should be delivered by the required date and time to: Michael L Baker Director of Operations Confluence Charter Schools 319 North 4th Street Ste. 500 St. Louis, MO 63102 Email and/or faxed proposals will not be accepted. If contractors do not attend the pre-proposal conference those responses will not be accepted. Late proposals will be disqualified. Presentations Confluence Academies may invite the most responsive firm(s) to give oral presentations and respond to questions. Firm Offer Each vendor must agree in advance in written form to submit a proposal with cost figures which will be firm for at least 90 calendar days after the opening of the proposals. A written award or contract furnished to the successful vendor in the form provided by Confluence, within the time for acceptance specified in the offer, shall be deemed to result in binding contract without further action by either party. The selection of a contractor is planned to be finalized and announced by Monday, March 1, 2027. This decision will be that Confluence Academies determines to be in its best interest, most responsive to its needs and offers the greatest benefit for the proposed cost but Confluence reserves the right to reject any and all proposals, waive irregularities and to further negotiate contract terms. Please see Appendix III for Evaluation Criteria. Addenda Any "Addenda" or Instructions to Contractors issued by the Confluence Academies Resource Office prior to the time for receiving bids shall be covered in the proposal and in closing a contract they shall become a part thereof. Proposal Format Proposals must be submitted in the form outlined here. The materials submitted must be in sequence and related to the RFP Custodial/Janitorial cleaning services. Confluence Charter Schools will make no reimbursement for the cost of developing or presenting proposals in response to the Request. A. Company Profile - History of the company, year founded, philosophy or mission statement, description or types and number of accounts served, number of employees, ownership of company, business classification (corporation, partnership, sole proprietorship, minority owned business, women owned business, etc.) and any other names the company has operated under in the past 10 years. B. Qualifications 1. Each vendor shall submit evidence of qualifications which would provide evidence of the ability to satisfactorily perform the housekeeping and maintenance services defined elsewhere in this document (see Evaluation Criteria for additional pertinent details). Vendor must have been in the cleaning and maintenance business for a minimum of 5 years. 2. Vendor is required to list all educational contracts, including all educational contracts lost in the last 5 years along with reason for cancellation or non- renewal. Confluence Academies reserves the right to contact these businesses, institutions, etc. and requests that contact information be included for each account. Failure to comply will result in rejection of proposal. 3. Provided audited financial statements for the last three (3) years. 4. Provide a certificate of liability insurance that meets the requirements outlined in these Instructions to Contractors. C. Staffing Plan and Policies 1. Outline number of proposed day and evening cleaning hours per building. 2. Explain staffing and management plan for campuses. 3. Provided organizational chart for Confluence Academies. 4. Provide resumes or bios for key corporate employees. Include sample bios for any proposed on-site management. 5. Outline employee benefits package including paid vacation, medical coverage, dental coverage, paid uniforms and retirement benefits. 6. Explain employee recruitment process and retention efforts. Additionally show retention levels for each level of proposed employees. D. Operations Plan and Policies 1. Explain quality control procedures. 2. Explain how vendor will be accountable for service problems and failures. 3. Explain emergency cleaning procedures. 4. Include training plans and procedures that will be implemented at Confluence Academies. 5. Show number of logged training hours by employee in the proposed plan as well as professional development hours. 6. Explain security plans and procedures including your company's background check procedure on all personnel. 7. Provided descriptions of the uniforms and identification that will be worn/carried by contract personnel. 8. Explain and provide detail on equipment that will be used on campuses and the preventative maintenance on machinery as well as replacement cycles of consumables also include replacement cycles on brooms/mops. 9. Outline key control procedures E. Pricing 1. Please show pricing on an annual, monthly and per square foot basis. (show both as a school system as well as by building) 2. List hourly rates for emergency situations and work not included in the original contract price. Contractual Provisions: The following terms shall be included in the contract. Start Date/Contract Term The successful contractor will begin service on June 1, 2027. Contract will be for three (3) years and renewable for up to two (2) one-year extensions, extensions to be at the option of Confluence. Notice of intent to extend will be given at least 60 days in advance. Extensions will be made based upon the recommendations of the authorized representatives of Confluence Academies. Final approval for any extensions made by the Board of Directors for Confluence Academies. In case of extensions, the cost per month which was submitted in the contractor's proposal may be increased or decreased. During extensions this cost figure may be changed as mutually agreed by the parties, but not to exceed any change which may have occurred in the United States Consumer Price Index (CPI) over the preceding twelve months effective 45 days prior to the termination of the contract period in question or reflect any changes made to the Federal Minimum Wage or applicable State Minimum Wage. Termination/Cancellation In the event that the contractor is non-compliant with any portion of the contract, Confluence Academies will give the contractor 30-days written notice to comply. If compliance is unsatisfactory after 30 days, then at any time thereafter, Confluence may provide final written notice of immediate termination. Further, in the event that Confluence elects to terminate this Contract solely for its convenience, it may do so at any time provided it gives the Contractor at least ninety (90) days prior written notice. Payments After approval the invoice will be forwarded for payment. Payment will be made monthly on a net 30 schedule. Level of Cleanliness It will be the responsibility of the vendor to provide housekeeping services for the individual locations in keeping with high standards for an educational institution from the perspective of sanitation, public relations, and protection of the physical facility. See detailed cleaning specifications outlined in Appendix I. Window Cleaning-Contractor will be responsible for cleaning high exterior and interior windows on an annual basis. All other windows (up to step ladder height) will be cleaned according to the frequencies outlined in Appendix I. Annual price provided should include all window cleaning. Maintenance Services It will be the responsibility of the vendor to provide all maintenance/facility services for the individual locations in keeping with high standards for federal, state and local building codes. Anything that cannot be handled by the vendor's maintenance team and requires an outside contractor must have approval from the Confluence Academies Director of Operations. Any projects that qualify as public works under Missouri's Prevailing Wage Law, Chapter 290.340 RSMo, proposed by the vendor or Confluence Academies will require a minimum of 3 bids and shall be subject to public works compliance including without limitation compliance with prevailing wage law, without regard to whether the work is performed by the vendor or an outside contractor. Facilities To the extent possible, square footage has been furnished to the contractor in Appendix IV. It shall be the responsibility of the contractor to verify measurements as deemed applicable for the submission of a proposal. Student Population Student population by school campus/building provided to contractor in Appendix VI. Work Order System Vendor will provide at its cost, an electronic work order system for each site to use as well as for use by the Confluence Director of Operations. The work order system shall be easy to use and shall be monitored for incoming work orders at all times and routed to the appropriate personnel. The work order system shall allow for viewing of statuses related to submitted work orders, notification of work orders received and completed. Work order system shall date stamp and record any actions taken on a work order. System shall be able to generate reports that shows work orders that are in progress, open, and closed. System shall be able to be used by both vendor custodians and maintenance teams and should house all inspection reports for reference by vendor and Confluence Academies. It is a desire of Confluence Academies that the work order system have a feature that can alert and send reminders for preventative maintenance needs as well as track efforts on problem areas identified by inspection reports and site level building management. Insurance The contractor shall provide at all times during the contract period the following insurance coverage in form and amount acceptable to Confluence and naming Confluence as additional insured: 1. Worker's Compensation Insurance, Statutory Benefits and Employer's Liability Insurance with limits not less than $500,000.00 2. Commercial General Liability Insurance with limits of not less than $2,000,000.00 for bodily injury and $2,000,000.00 for property damage per occurrence, including Contractual Liability coverage. 3. Motor Vehicle Liability Insurance with an employer's non-ownership endorsement. Limits of liability shall not be less than $2,000,000.00 combined single limit. 4. Third Party Fidelity bond of $50,000 per employee along with umbrella coverage in the amount of not less than $5,000,000.00 5. The bidder shall furnish certificates of insurance immediately upon acceptance of a contract and prior to any entry on Confluence property. 6. Confluence Academies must have 10 days-notice of cancellation or change in insurance coverage and give its approval. Indemnity Contractor shall defend, indemnify and save harmless Confluence, its officers, directors and employees from all suits, actions, or claims of any character brought because of injuries, losses, claims or damages received, claimed or sustained by any person or persons on account of the operations or act, omission, negligence or misconduct of Contractor or any party claiming under Contractor. It is understood that Confluence is entitled to the liability protections accorded a public entity and will not provide an indemnity. Personnel All matters pertaining to the recruitment, screening, hiring and retention shall be the exclusive responsibility of the contractor. These matters shall be done fully in compliance with existing statutes and regulations pertaining to affirmative action, non-discrimination, wage and hour and any other stipulations germane to prudent personnel management. Contractor is and shall be an independent contractor with, among other matters, sole responsibility for its employees. All employees must undergo and pass a thorough background screening and prior employment references must be checked by contractor. Background checks shall be conducted in accordance with the standards set forth by the Missouri Department of Elementary and Secondary Education and Contractor shall also conduct a background check with the Missouri Family Care Safety Registry. Contractor must perform both social security verification and criminal history screenings including drug testing. Fingerprint background checks are required for all personnel who will be working in any Confluence Academies schools. If anything appears on a candidate's record, that record will be forwarded to Confluence for review and final approval and Confluence may refuse to allow placement based on the record. Confluence's decision is final and Contractor's failure to meet such standards will be cause for cancellation of the Agreement. All background/reference checks are at the expense of the contractor. Only those personnel who have been properly trained shall be assigned duties under this contract. No part of this contract may be subcontracted to any other service provider without the express consent of Confluence Academies. All personnel shall be dressed in uniforms in a manner authorized by the contractor and approved by Confluence Academies. The personnel shall be neat and clean in appearance. Uniforms and picture identification badges shall be worn which fully identify the worker as a member of the contractor's work force. Contractor will pay at least the minimum wage rate. Contractor will pay all taxes pertaining to its employees as required by law. All employees will be bonded in the amount of $50,000 (3rd Party Fidelity Bond). Any employee whose work habits and/or conduct is deemed objectionable shall be removed from the work force upon request of the authorized Confluence Academies representative. Contractor shall provide evidence of compliance with E-verify requirements as required by Confluence. Contractor will be the employer of and responsible for all personnel provided its cost. As employer, Contractor will (i) compute and pay all wages and withhold applicable Federal, State and local taxes and Federal Social Security payments, (ii) remit any employee withholdings to the proper government authorities and make employer contributions for Federal FICA and Federal and State unemployment insurance payments; (iii) pay its personnel any benefits or other fringe benefits for which they qualify, (iv) maintain personnel and payroll records related to its employment of Personnel; (v) require Personnel to agree in writing to protect the confidentiality of Confluence's confidential and proprietary information and to agree in writing to abide by federal and state law and Confluence policies regarding the confidentiality of student information; (vi) require personnel to agree in writing to accurately record their time worked for Confluence; (vii) conduct local, state and national background checks for all personnel prior to beginning assigned work as required herein; (viii) provide for liability, fidelity and Workers' Compensation insurance coverage as noted herein; (ix) comply with all other duties imposed on it by law, rule or regulation, including all federal, state and local labor and employment applicable to the personnel; and (x) comply with all provisions of the Patient Protection and Affordable Care Act applicable to the personnel, including the employer shared responsibility provisions relating to the offer of "minimum essential coverage" to eligible "full time" employees and applicable employee information reporting provisions under the Internal Revenue Code and related regulations. Further, Contractor shall be deemed the common law employer (within the meaning of Treas. Reg.31.3401(c)-1(c)) of the personnel, but the parties nevertheless intend to satisfy the requirements of Treas. Reg. 54.4980H-4(b)(2), under which an offer of group health plan coverage made by Contractor is treated as an offer of coverage by Confluence for all purposes of Code 4980H, provided that certain criteria are satisfied and that appropriate language shall be included in the Agreement addressing Contractor's obligations resulting therefrom. Storage Space Each campus is unique and has a limited amount of securable storage space for supplies. It will be the contractor's responsibility to best utilize these spaces to ensure that adequate stock is on campus to maintain operations. Any additional storage space needs will be at the expense of the contractor. Safety The contractor shall be responsible for the training as necessary in the application of chemicals and the use of equipment to facilitate safe conditions outlined by OSHA for the employees, and the district's students and staff. Security The contractor shall be responsible for training employees in security requirements of Confluence Academies and be responsible for the enforcement of the same. 1. The Contractor shall be responsible for safeguarding against loss, theft, or damage of all Confluence Academies property, materials, equipment and accessories which might be exposed to the Contractor's personnel. 2. Guns, knives, or other dangerous weapons shall not be allowed on any campus. 3. Alcohol and drugs are prohibited on the campuses. 4. Keys should be properly handled to maintain property security and safety. Additionally, contractor shall be fully responsible for the replacement of any lost keys. Please outline your key control procedures. Supervision Supervision is required at all times when work is performed in campus buildings. A supervisor must be dedicated to both day and night housekeeping operations and should be included in your staffing plan. Additionally, a supervisor for maintenance crews should be included. Contractor may reduce this to one supervisor if they can adequately illustrate that the proposed supervisor has experience in cleaning as well as maintenance. Damage Contractor shall be responsible for the repair/replacement to the satisfaction of Confluence Academies representative of any damage to the facility caused by any employee of this contract. Equipment and Supplies/Materials The procurement and maintenance of all equipment required for the successful execution of this contractual obligation shall be the contractor's responsibility. The initial equipment proposed for Confluence Academies must be all new or in excellent condition with service records to verify. Confluence Academies will provide storage spaces but is shall not be responsible for losses, which may be incurred due to theft and/or vandalism. All equipment shall be maintained properly by Contractor, and kept in a clean working condition. A listing of all chemicals and equipment which will be used by the successful contractor must be submitted for approval prior to initial service under the contract. Changes may be made only after duly authorized by Confluence Academies representative. All chemicals and equipment must meet or exceed OSHA requirements and commonly recognized safety requirements. Materials Safety Data Sheets (MSDS) will be maintained on each job site for all chemicals used in the cleaning processes. The Contractor must furnish all needed safety equipment and protective devises necessary for the safety of all building occupants and property of Confluence Academies. Expendable Supplies-Contractor will furnish all paper towels, soap, toilet paper and disinfectant spray for restrooms and classrooms. Scope of Coverage The vendor will provide complete janitorial services for Confluence Academies. Service will include at least three (3) persons during the day while school is in session to perform the functions outlined in the cleaning schedule. The majority of cleaning will be performed at night after school is out. One of the three cleaning staff must be able to function as a day porter. Contractor may add more to day crew if needed to accomplish the daily tasks but must provide and explanation as to how day and night cleaning will take place and a rationale for the personnel. (See Cleaning Schedule-Appendix I) Contractor will provide floor care services throughout the school year as requested. Contractor will factor a full time floor crew into the proposal so that requests for scrubbing/stripping of floors will be accomplished as directed by Confluence Academies. This will include carpet care services as well. School Related Activities The vendor will not be obligated to chaperon or act as a monitor while functions are being held. However, the Vendor may be asked to secure the school after any Monday through Friday functions. Saturday and Sunday functions will be cleaned up before school starts the following Monday. Price structure for weekend events and extra hours during the week should be listed by position in the price structure list provided by the Vendor. Non-School Related Activities If required by Confluence Academies, the vendor will provide cleaning services after all non-school related functions at the additional rate stated in the Pricing and Terms section of the proposal. In situations where non-school related functions do not interfere with the normal day to day cleaning or cause the vendor to spend additional time (i.e., Girl Scout meeting right after school and over one hour later) there will be no additional charge. Such non-school related activities will include by are not limited to the following: Boy Scouts, Girl Scouts, Theater, Fashion Shows, and club meetings. Summer School The cost for housekeeping service for summer school is included. Contractor shall maintain the same staffing levels during summer break as during the school year due to the shortened summer break. All deep cleaning of the school must be done with the regular staff and supplemented with additional floor tech teams in order to meet time frame allotted for this work. Emergencies All emergency conditions shall be promptly reported to the Confluence Academies authorized representative. An hourly cost for emergency services occurring after regular work hours should be included in your pricing. Contract Manager A contract manager for Contractor shall be appointed within ten (10) days after receipt of contract with approval of the Confluence Academies representative. This person shall be available as deemed necessary by the representative for purposes of reporting problems, requesting schedule changes, etc. This individual must be dedicated with at least 80% of their time solely to Confluence Academies. The Contract Manager dedicated to Confluence Academies shall be the main contact person for routine daily matters. Confluence Academies reserves the right to interview proposed candidates prior to contract award. Scheduling Housekeeping The majority of housekeeping shall be done after school hours to pose a minimum disruption to normal school functions. See Appendix I for detailed cleaning specification listings. It is the expectation of Confluence Academies that the vendor will staff each campus with minimal day porter personnel. Day porters and cleaning coverage should be included for summer school coverage where applicable. Day porter duties are outlined in the standard cleaning specifications in Appendix I. APPENDIX I Standard Cleaning Specifications for Daily, Weekly, Monthly, Semi Annual and Annual [Detailed cleaning schedules for classrooms, lunchroom/kitchen, library, restrooms, gymnasium, halls & common areas, hard surface and carpet, after school activities, offices for multiple campuses are included.] ***ALL CLASSROOMS / LIBRARIES / OFFICES / RESTROOMS SHOULD BE SPRAYED WITH OXIVAR UTILIZING THE ELECTROSTATIC SPRAYER*** APPENDIX II Maintenance/Facility Services [Detailed maintenance requirements including HVAC/Boiler system services, roof inspection & maintenance, lighting inspection & maintenance, parking lot inspection & maintenance, building inspection & maintenance, general building maintenance & repair, pest control (separate contract), trash removal responsibilities and labor/material responsibilities.] APPENDIX III Evaluation Criteria Worksheet [Evaluation criteria with points available across Qualifications, Personnel, Supplies, Equipment, Price-Value for total of 100 points.] APPENDIX IV Buildings to be cleaned/maintained with approximate square footages (Provided by Confluence Academies) Confluence Preparatory Academy Campus Total 141,162 Sq. Ft. South City Campus Total 92,745 Sq. Ft. Old North Campus Total 83,776 Sq. Ft. Grand Center Arts Academy Campus Total 127,678 Sq. Ft. Confluence Academies Total 445,361 Sq. Ft. APPENDIX V Campus Locations Confluence Academy - Old North Campus 3017 North 13th Street St. Louis, MO 63107 Confluence Academy - South City Campus Compton Building 4235 Compton Avenue St. Louis, MO 63118 Meramec Building 3112 Meramec Avenue St. Louis, MO 63118 Confluence Aspire Academy - (CLOSED CAMPUS) 5421 Thekla Avenue St. Louis, MO 63120 Confluence Preparatory Academy 310 North 15th Street St. Louis, MO 63103 Grand Center Arts Academy Beaux Arts Building 711 North Grand Blvd. St. Louis, MO 63103 Sun Theater 3625 Grandel Square St. Louis, MO 63108 APPENDIX VI Student Population by Building As of September 1, 2026 Confluence Academy - Old North Pre K - 8 534 Confluence Academy - South City Pre K - 8 887 Confluence Aspire Academy Pre K - 2 -- Confluence Preparatory Academy 9 - 12 446 Grand Center Arts Academy 6 - 12 667 APPENDIX VII Building Floor Plans [Floor plans are provided for each building; bidders may schedule walkthroughs by emailing Michael Baker, Director of Operations at mbaker@confluenceacademies.org with 24-hour notice.] APPENDIX VIII School Calendar [Reference to 2026-2027 Academic Calendar Final file.] APPENDIX IX [Supply lists and quantities by campus for 2025-2026 school year are provided.] Contact and Administrative Information 319 N. 4th Street, Suite 500 - St. Louis, MO 63102 314-588-8554 - Fax 314-588-1343 End of RFP description.