REQUEST FOR PROPOSAL

Janitorial Services
ID: RFP-40-20-01

Issued October 7, 2019

Responses due via email

by 4:30 p.m. CT on October 31, 2019
Please include RFP ID on all correspondence
Table of Contents
I. Introduction ............................................................................................................................................................... 3
II. Description of SURS ................................................................................................................................................. 3
III. Services Required .................................................................................................................................................... 4

Services ................................................................................................................................................................. 4

Weekly inspections ............................................................................................................................................... 5

IV. Minimum Qualifications ........................................................................................................................................ 5

V. Proposal Content ...................................................................................................................................................... 5

Cover Letter .......................................................................................................................................................... 5

Statement of Minimum Qualifications ................................................................................................................. 6

Reference Checks.................................................................................................................................................. 6

Company Organization and Diversity Questionnaire ........................................................................................... 6

Fee Proposal ......................................................................................................................................................... 6

Contract ................................................................................................................................................................ 6

VI. Submission of Proposals ....................................................................................................................................... 6

VII. Evaluation Process .................................................................................................................................................. 7

Pre-Evaluation Review .......................................................................................................................................... 7

Proposal Evaluation .............................................................................................................................................. 7

VIII. Anticipated Timeline and Contact Information ............................................................................................ 8

IX. Submission Process ................................................................................................................................................. 8

Deadline ................................................................................................................................................................ 8

Withdrawal ........................................................................................................................................................... 8

Questions .............................................................................................................................................................. 8

X. General Conditions .................................................................................................................................................. 9

Freedom of Information Act Disclosure................................................................................................................ 9

Redacted Version of RFP Response ...................................................................................................................... 9

Ordinary Course of Business Communications Allowed ....................................................................................... 9

SURS Quiet Period Policy .................................................................................................................................... 10

Rights Reserved .................................................................................................................................................. 10

Equal Opportunity .............................................................................................................................................. 11

Terms and Conditions ......................................................................................................................................... 11

Appendix A: Statement of Minimum Qualifications ............................................................................................12

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 Appendix B: Company Organization and Diversity Questionnaire ..............................................................13

Contact and Company Information: .................................................................................................................... 13

Organization Background: ................................................................................................................................... 13

Appendix C: Fee Proposal .............................................................................................................................................15

Appendix D: Addendum to Contract.........................................................................................................................16

Appendix E: Required List of Services to be Performed ...................................................................................18

Appendix F: Minimum Acceptable Standards for Cleaning Products ........................................................21

I. Introduction
The State Universities Retirement System (SURS or the System) is soliciting competitive bids from
qualified vendors/contractors to provide janitorial services and consumables for its two headquarters
office buildings located at 1901 Fox Dr., Champaign, IL and 1801 Fox Drive, Champaign, IL. The
combined square footage of the two facilities is roughly 56,108 ft2 with 41,000 ft2 at 1901 Fox Drive,
and 15,108 ft2 at 1801 Fox Drive.
A mandatory contractor walk through will be conducted on Monday, October 21, at 2 p.m. CT.
All forms/required documents needed for submitting a request for proposal (RFP) are available on the
SURS website at www.surs.org.
A proposer’s preparation and submittal of a proposal or subsequent participation in presentations or
contract negotiations creates no obligation on the System to award a contract or to pay any
associated costs. All proposals and related materials will be retained by the System and will be
subject to disclosure as required in accordance with the Illinois Freedom of Information Act.

II. Description of SURS

SURS is the administrator of a cost-sharing, multiple employer, public employee retirement system
that provides retirement, survivor, disability and death benefits to employees of Illinois state
universities, community colleges, and certain other affiliated organizations and agencies. SURS was
created in 1941, by an act of the Illinois General Assembly, and is governed by the Illinois Pension
Code (40 ILCS 5/15-101 et seq.). SURS provides benefit services to over 230,000 members who
work for 61 employers. SURS is responsible for investing assets of more than $19 billion in a
diversified portfolio of U.S. and foreign stocks, bonds, real estate and alternative investments. SURS
also administers a defined contribution plan, the Self-Managed Plan, which currently has assets of
approximately $2.2 billion. Northern Trust serves as SURS’ master trustee custodian.
An elected and appointed, eleven-person, board of trustees, governs SURS. The chairperson of the
board of trustees is, by statute, the chairperson of the Illinois Board of Higher Education. Five
members of the board are appointed by the governor of the state of Illinois. The remaining six
members of the board are elected by participating members (four individuals) and annuitants (two
individuals). Trustees serve six-year terms. SURS is funded by participant payroll deductions and
annual employer contributions provided by the state of Illinois. By statute, SURS is defined as a “body
politic and corporate” created by Article 15 of the Illinois Pension Code.

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SURS currently employs approximately 148 staff, located in offices in Champaign and Naperville,
Illinois. Two SURS employees are in the Naperville office. The remaining SURS employees are
currently situated in the Champaign offices at 1901 Fox Drive and 1801 Fox Drive.
A copy of SURS’ most recent comprehensive annual financial report (CAFR) is available for review, or
to download, at www.surs.org.
The Illinois Governmental Ethics Act, 40 ILCS 420, provides guidelines for ethical practices
concerning state and local pension plans. Respondent providers should be familiar with the provisions
of this Act.
Section 1-109.1(6) of the Illinois Pension Code (40 ILCS 5/1-109.1(6)) encourages Illinois public
pension systems like SURS to utilize businesses owned by “minorities”, “women”, and “persons with
disabilities” for all contracts and services, as those terms are defined in the Business Enterprise for
Minorities, Women, and Persons with Disabilities Act (“BEMWPD”,30 ILCS 575). Additionally, Section
1-109.1(10) of the Illinois Pension Code (40 ILCS 5/1-109.1(10)) sets an aspirational goal of not less
than 20 percent of contracts awarded to such businesses for "information technology services,”
"accounting services,” "insurance brokers,” "architectural and engineering services,” and "legal
services" as defined by the BEMWPD. Accordingly, businesses that meet these definitions are
strongly encouraged to submit responses to this RFP.
A section of the Illinois Procurement Code concerning prohibitions of political contributions for
vendors, 30 ILCS 500/50-37, may or may not apply to SURS service providers. However, each
service provider should be familiar with the provisions of this section and comply with this section if
the service provider deems it appropriate.
SURS is subject to its own procurement statutes and rules. Responders should be familiar with those
procurement requirements as well. The selected responder will be paid by SURS directly.
Additional legal requirements that vendors should be familiar with are contained in the Addendum to
Contract under Appendix D.

III. Services Required

Services
The services required consist of general cleaning and other janitorial services. This effort will consist
of the following and are detailed further in Appendix E.
 Mopping – We mop all tile floors daily (in the restrooms using disinfectant).
 Vacuuming – Vacuum all carpet daily.
 Dusting – Dust certain areas periodically.
 Cleaning of restrooms – Thorough cleaning and sanitizing of toilets, urinals, sinks, mirrors,
countertops and floors. Replace all consumable products (soap and paper).
 Garbage and trash collection – Empty and clean (if necessary) all trash cans.
 Gathering recyclable materials – Collect all recycling materials and place into proper
containers.
 Periodic Cleaning – this includes dusting and cleaning not needed on a daily basis (i.e. blinds,
window ledges, etc.)
 Special Events and on-demand – period cleaning after larger meetings and staff events.
The following miscellaneous requirements shall be observed by the contractor:

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  These services must be provided outside of SURS’ normal business hours of 8:00 AM – 5:00
PM Monday through Friday, to avoid disruption of regular business functions.
 All employees shall use proper personal protective equipment while on the job.
 All employees must be US citizens or legally documented aliens.
 Contractor’s employees may not report to work at SURS if they are ill and contagious or under
the influence of alcohol or drugs.
 All employees reporting to work at SURS must be bonded and insured by workers’
compensation.
 Contractor’s employees must use segregated color-coded materials for cleaning so as to
prevent cross contamination of surfaces being cleaned between restrooms, kitchen and
breakroom and general surfaces.
 Contractor’s employees reporting to work at SURS must wear visible identification badges
with a photo ID supplied by the contractor.
 Interested contractors shall state whether they pay prevailing wage of Champaign County, IL.
The successful contractor awarded this work shall submit evidence of wages paid upon
request of SURS.
 Minimum specifications for consumable items are listed in Appendix F.

Weekly inspections
Selected vendor agrees to monitor performance with weekly written inspections that will be submitted
to SURS’ chief operating engineer. Inspections include but are not limited to the following areas/work
performance:
1. 100% of rest room cleaning will be inspected weekly;
2. 25% of areas vacuumed will be inspected weekly;
3. 100% of areas swept and mopped will be inspected weekly;
4. 25% of trash pick-up areas will be inspected weekly;
5. 25% of surface dusting areas will be inspected weekly;
6. 100% of periodic work will be inspected weekly

IV. Minimum Qualifications

• The responder’s key professionals and/or organization must not have material conflicts with
SURS or the SURS board.

V. Proposal Content

At a minimum, the proposal must include the following information to be considered for the
engagement. For ease of review, each requirement should be addressed separately. All
communications regarding this RFP must include the RFP ID shown on the title page.

Cover Letter
A cover letter, which will be considered an integral part of the proposal package, in the form of a
standard business letter, must be signed by an individual authorized to bind the proposer
contractually. This cover letter must indicate the signer is so authorized and must indicate the signer’s
title or position. An unsigned proposal will be rejected. The cover letter must also include:

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 a. A statement that the proposal meets all requirements of this RFP, and that the offer
tendered by the proposal will remain in full force and effect until and may be accepted
by SURS at any time prior to 30 days beyond the deadline for submittal.
b. A disclosure of any current business relationship or any current negotiations for
prospective business with SURS, or with any member of the board of trustees or
SURS staff, or any party currently rendering services to SURS.
c. A statement that the proposer acknowledges that all documents submitted in response
to this RFP may be subject to disclosure under the Illinois Freedom of Information
Act and/or the Illinois Open Meetings Act.

Statement of Minimum Qualifications

Proposers must complete and return the Minimum Qualifications Certification in the form contained in
Appendix A.

Reference Checks
Reference checks will be conducted for each finalist.

Company Organization and Diversity Questionnaire

The questionnaire contained in Appendix B to this RFP must be completed and returned as part of the
proposal

Fee Proposal
Proposers must submit a fixed-cost proposal in the format prescribed in Appendix C. Any deviation
from the prescribed format which in the opinion of SURS is material and may result in the rejection of
the proposal. The proposed fee shall include all costs and expenses for providing the services and
equipment as described in this RFP, and any agreed-upon extended warranties that are associated
with initial installation. Once finalists are selected, fees may be subject to a “best and final” offer
process to be determined at the discretion of the System.
The fee proposal must expressly state that the proposed fees are guaranteed for the term of any
resulting contract.

Contract
This request for proposal is neither a contract nor meant to serve as a contract. It is anticipated that
one of the proposals submitted in response to this request for proposal may be selected as the basis
for negotiation of a contract with the proposer. Such a contract is presently contemplated to contain,
at a minimum, the terms of the proposal submitted, as finally negotiated and approved by the
System. SURS reserves the right to negotiate additions, deletions or modifications to the terms of
proposals submitted. The terms contained in Appendix D, Addendum to Contract, must be agreed to
and accepted by the candidate or organization selected to perform the work contemplated by this
RFP, unless exceptions are noted as part of the proposer’s response

VI. Submission of Proposals

All proposals must be received no later than the deadline stated in the Anticipated Timeline and
Contact Information section. Submissions must be made via email to the identified contact person by
the stated deadline. Only email submissions will be accepted.
The proposals become the property of SURS upon submission. All costs for developing proposals and
attending presentations and/or interviews are entirely the responsibility of the proposer and shall not
be chargeable to SURS.

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 Only one proposal from an individual, firm, partnership, corporation, or combination thereof, will be
considered for this assignment.

VII. Evaluation Process

Pre-Evaluation Review
All proposals will be reviewed to determine if they contain all the required submittals specified in this
RFP. Those not submitting all required information in the prescribed format will be rejected.

Proposal Evaluation
All proposals received by the SURS representative on or before the deadline listed above will be
reviewed to determine whether they meet the minimum requirements of this RFP.
All proposals received by deadline and pass the pre-evaluation review will undergo an evaluation
process conducted by SURS staff. They will be reviewed to determine whether they meet the
requirements of this RFP. SURS will consider the following factors in the evaluation process, ranked
in no specific order, and will render a decision based on the perceived best fit and best value for the
engagement. Fees will be one of the determining factors in this decision but will not be the primary
determinative. Proposals will be evaluated based on criteria including:
• Understanding of the services requested
• Timeline for recommended solution to be implemented
• Proposed methodology and work plan to be used in the process
• Proposed deliverables
• Relevant knowledge, experience and qualification of firm and team members including
established record of success in similar work
• Commitment to diversity
• Willingness to negotiate contract terms
• Independence
• Cost
• Warranty
• References
• Adherence to RFP submission requirements

Proposals that contain false or misleading statements or that provide references which do not support
an attribute or condition claimed by the proposer will be rejected. Issuance of the request for proposal
creates no obligation to award a contract or to pay any costs incurred in the preparation of a proposal.
Nothing in this RFP or any resulting contract shall preclude SURS from procuring services similar to
those described herein from other sources.
During the evaluation process, proposers may be requested to provide additional information and/or
clarify contents of their proposal. Other than information requested by SURS, no proposer will be
allowed to alter the proposal or add new information after the filing date.
Once finalists are selected, fees may be subject to a “best and final” offer process to be determined at
the discretion of the System.

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VIII. Anticipated Timeline and Contact Information

Schedule Dates
Quiet Period Begins October 7, 2019
RFP Issued October 7, 2019
Mandatory Contractor Meeting October 21, 2019
Responder Questions Due October 23, 2019, 4:30 p.m. CT
Responses to Questions October 25, 2019, 4:30 p.m. CT
RFP Responses Due on or Before October 31, 2019 4:30 p.m. CT
Evaluations November 1 – 15, 2019
Anticipated Project Start December 1, 2019

SURS may extend these deadlines at its discretion. Any such extensions will be posted to the SURS
website.
SURS RFP Contact Information
Procurement Officer
Procurement_Officer@surs.org
SURS
1901 Fox Drive
Champaign, IL 61825-2710

IX. Submission Process

Deadline
To be considered for selection, proposals must be received via email in Adobe Acrobat format at
Procurement_Officer@surs.org no later than 4:30 p.m. CT, October 31, 2019. Please reference the
“RFP 40-20-01 SURS Janitorial Response” (with name of Responder) in your communications. An
email confirmation will be sent confirming receipt of the proposal.

Withdrawal
A proposal may be withdrawn any time prior to the deadline by written notification signed by the
individual applicant or authorized agent of the firm and received at Procurement_Officer@surs.org no
later than the deadline of 4:30 p.m. CT, October 31, 2019. Please reference the “RFP 40-20-01
SURS Janitorial Response” (with name of Responder) in your communications. An email
confirmation will be sent confirming withdrawal of the proposal. The proposal may be resubmitted
with any modifications no later than the deadline. Modifications offered in any other manner will not be
considered.

Questions
To clarify any issues in this request for proposal, SURS will respond only to questions that are
presented in writing via email to Procurement_Officer@surs.org. All questions should be submitted to

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SURS by 4:30 p.m. CT, October 23, 2019. Please reference “RFP 40-20-01 SURS Janitorial
Questions” (with name of responder) in your communications. These questions will be consolidated
into a single Q&A document and responded to by SURS on or about, October 25, 2019, by 4:30 p.m.
CT. The Q&A document will be posted on the SURS web site at www.surs.org/rfp-non-investment.
This document will include all questions received and SURS’ answers to the same without indicating
the source of the query.

X. General Conditions

Freedom of Information Act Disclosure

All materials submitted in response to the RFP become property of SURS. Proposals remain
confidential during the selection process. However, upon completion of the selection process, all
responses, including that of the individual, vendor or firm selected, will be a matter of public
information and will be open to public inspection in accordance with the state of Illinois Freedom of
Information Act (FOIA).
If, in response to this RFP, trade secrets or commercial or financial information are furnished under a
claim that they are proprietary, privileged or confidential and that disclosure of the trade secrets or
commercial or financial information would cause competitive harm to the person or business
responding to this RFP, such claim must be clearly made, and such information must be clearly
identified. (5 ILCS 140/7 and 7.5) Responses to this RFP with every page marked as proprietary,
privileged or confidential will not satisfy this requirement. Bidders are required to make a good
faith attempt to properly identify only those portions of the response that are truly furnished under a
claim that they are proprietary, privileged or confidential and that disclosure of the trade secrets or
commercial or financial information would cause competitive harm to the person or business
responding to this RFP.

Redacted Version of RFP Response

In the event Responder believes and claims that certain materials or information contained in the
submitted response are exempt from public disclosure under the Illinois FOIA, Responder is required
to provide a redacted version of the response it believes will be suitable for release under the Illinois
Freedom of Information Act. (5 ILCS 140/7 and 7.5)
A RESPONDER’S FAILURE TO PROVIDE A REDACTED VERSION OF THE RFP WILL RESULT
IN SURS DISCLOSING THE RESPONDER’S ENTIRE RFP RESPONSE IF THE SAME IS
REQUESTED UNDER THE ILLINOIS FREEDOM OF INFORMATION ACT AND NEITHER THE
RESPONDER NOR ANY THIRD PARTIES SHALL HAVE ANY RECOURSE AGAINST SURS FOR
ITS DISCLOSURE OF THE NON-REDACTED RFP RESPONSE.
However, any claim of privilege from disclosure is not definitive. SURS has the right and legal
obligation to determine whether such information is exempt from disclosure under the Illinois Freedom
of Information Act and no information will be considered or determined by SURS to be proprietary,
privileged or confidential unless it is identified and separated as indicated herein. (5 ILCS 140/7 and
7.5)

Ordinary Course of Business Communications Allowed

Other than existing normal business matters, respondents, potential respondents, or their
representatives should not contact anyone at SURS (including SURS staff, members of the SURS
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advisory committees and members of the SURS board) other than the listed RFP contact. In addition,
respondents must not discuss this RFP with any employee of SURS, trustee of SURS, employee of
SURS’ custodian, managers, legal counsel, or other advisors or persons/entities having contracts or
other affiliations with SURS.

SURS Quiet Period Policy

Please note the following Quiet Period Policy establishing guidelines by which the SURS Board of
Trustees and SURS staff will communicate with prospective vendors or service providers during a
search process. The quiet period for this RFP began on the date the RFP was issued: October 7,
2019.

1. The quiet period shall commence upon committee action (or board action if the selection is not
initiated through a committee) to authorize a search for a service provider and end once a selection
has been made by the board and accepted by the service provider;

2. Initiation, continuation and conclusion of the quiet period shall be publicly communicated via the
SURS website (www.SURS.org) to prevent inadvertent violations;

3. All board members, and SURS staff not directly involved in the search process, shall refrain from
communicating with potential service providers regarding any product or service related to the
search offered by the provider throughout the quiet period and shall refrain from accepting meals,
travel, hotel, or other value from the providers;

4. Throughout the quiet period, if any board member or SURS staff member is contacted by a
potential service provider, the board member or SURS staff member shall refer the provider to the
SURS staff member directly involved in the search process;

5. All authority related to the search process shall be exercised solely by the relevant committee or
board as a whole, and not by individual board members;

6. All information related to the search process shall be communicated by SURS staff to the relevant
committee or board as a whole, and not to individual board members;

7. The quiet period does not prevent board approved due diligence, client conference attendance, or
communications with an existing service provider that happens to be a provider in the ordinary
course of services provided by such service provider; however, discussions related to the pending
selection shall be avoided during those activities;

8. The provisions of this policy will apply to potential service providers throughout the quiet period and
shall be communicated to providers in conjunction with any competitive proposal process; and

9. A potential service provider or vendor may be disqualified from a search process for a violation of
the quiet period or any portion of this policy.

Rights Reserved
SURS reserves the right to amend any segment of the RFP prior to the announcement of a selected
vendor/contractor. In such an event, all respondents will be afforded the opportunity to revise their
proposals to accommodate the RFP amendment.
SURS reserves the right to remove any or all services from consideration for this contract. At its
discretion, SURS may issue a separate contract for any service or groups of services included in this
RFP. SURS may negotiate additional provisions to the contract awarded pursuant to this RFP.
SURS may request additional information from any or all bidders to assist in the evaluation of
proposals, and SURS reserves the right to conduct background investigations of selected individuals
or firms prior to awarding a contract under this RFP.

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SURS does not bear any obligation to complete the RFP process or to select any individual(s) or
firm(s). SURS also reserves the right without prejudice to reject any or all proposals submitted.
SURS will NOT reimburse any expenses incurred in responding to this RFP.

Equal Opportunity
SURS does not discriminate because of race, color, religion, creed, sex, sexual orientation, age,
marital status, military status, certain unfavorable discharges from military service, political affiliation,
citizenship, ancestry, national origin, physical or mental handicap or disability or any other
characteristic protected by law. It is the System’s intent to comply with all state, federal, and local
equal employment and opportunity laws and public policies.

Terms and Conditions

Following a review of submitted materials, if requested, selected individuals or organizations must be
prepared to make a presentation or otherwise participate in an in-person interview in Champaign, IL or
in Chicago, IL with SURS staff members and/or members of the SURS Board of Trustees at a date
and location to be determined by SURS. SURS will not provide reimbursement for any costs incurred
by the individuals or organizations associated with this presentation. Prior to the award of a contract
pursuant to this RFP, selected individuals or firms must provide all requested documentation.

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Appendix A: Statement of Minimum Qualifications

(Firm Name) certifies that it meets the following

minimum qualifications.

Please initial each as applicable.

1. _________ The responder’s key professionals and/or organization has no material conflicts with
SURS or the SURS board.

Signed: Date:

Title:

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Appendix B: Company Organization and Diversity Questionnaire

The following questionnaire must be completed and included with your response to this RFP. Type
your responses in the same order as the questionnaire, listing the question first followed by your
answer.

Contact and Company Information:

Name of Individual / Organization:

Mailing Address:

City: State: Zip Code: Phone:

Fax:

Federal Employer Identification Number:

Contact Person(s):
Name: Phone: Title:

Fax: Email:
Website:

Organization Background:
1. Please provide a general description and history of the organization, its operations (please include any
history of mergers and/or acquisitions), year founded, ownership structure, biographies of the principals
and percentage ownership by current employees.

2. Provide a brief, descriptive statement detailing evidence of the respondent’s ability to deliver the goods
or services sought under this RFP.

3. Is respondent a “Minority-owned business,” meaning a business which is at least 51% owned by

one or more minority persons, or in the case of a corporation, at least 51% of the stock in which is owned
by one or more minority persons; and the management and daily business operations of which are
controlled by one or more of the minority individuals who own it? If so, please provide a detailed
explanation.

4. Is respondent a “Female-owned business,” meaning a business which is at least 51% owned by one
or more females, or, in the case of a corporation, at least 51% of the stock in which is owned by one or
more females; and the management and daily business operations of which are controlled by one or
more of the females who own it? If so, please provide a detailed explanation.

5. Is respondent a “Business owned by a person with a disability,” meaning a business that is at least
51% owned by one or more persons with a disability and the management and daily business operations
13
of which are controlled by one or more of the persons with disabilities who own it? A not-for-profit agency
for persons with disabilities that is exempt from taxation under Section 501 of the Internal Revenue Code
of 1986 is also considered a "business owned by a person with a disability.” If so, please provide a
detailed explanation.

6. Does respondent’s firm/company have a formal diversity and inclusion policy or initiative? Does this
policy extend to subcontractors? If so, please provide a copy of the same.

7. Does respondent’s firm/company have a formal mentorship program or offer enhanced training
opportunities for minorities and/or women? If so, please provide details.

8. If selected, does respondent expect to assign any female employees, minority employees, or
employees with disabilities to provide any of the requested services to SURS? Please explain.

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Appendix C: Fee Proposal

Please provide a weekly flat rate for cleaning services & supplies and specify how this breaks
down to a cost per square foot.

FIRM NAME: _______________________________________________________

ADDRESS: _______________________________________________________

____________________________________________________________________

TELEPHONE: _______________________________________________________

REPRESENTATIVE: __________________________________________________

TOTAL Fixed Amount: $______________________________

Please check and complete one of the following statements as it pertains to travel related expenses:
_________ The above costs DO include all expected travel expenses and said expenses will not be
billed separately to SURS.
__________ The above costs DO NOT include all expected travel expenses and said expenses will
be billed separately to SURS in compliance with the SURS Travel Policy.

I, _________________________________________, a licensed operator in the state of Illinois and

an authorized representative of the above-indicated firm, have reviewed and understand the
______________________ Request for Proposals, and I/we am/are prepared to provide the
required services for the above costs.

__________________________________

(SEAL)

ATTACH A MINIMUM OF TWO REFERENCES, SIMILAR IN SCOPE TO THIS PROPOSAL.

ATTACH PROOF OF LIMITS OF INSURANCE COVERAGE FOR PROFESSIONAL LIABILITY

INSURANCE THAT WOULD PROVIDE COVERAGE FOR WORK PERFORMED ON BEHALF OF
SURS.
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Appendix D: Addendum to Contract

ADDENDUM TO CONTRACT

In consideration of SURS entering into such contract, the Vendor/Contractor also agrees to the following:
1) If the Contractor is an individual, he or she certifies that he or she is not in default on an educational loan as
provided in Section 3 of the Educational Loan Default Act, 5 ILCS 385/3.
2) The Contractor certifies that it is not barred from being awarded a contract or subcontract because of a
conviction or admission of guilt for bribery or for bribing an officer or employee of the state of Illinois or any other
state in that officer or employee’s official capacity as provided in Section 50-5 of the Illinois Procurement Code,
30 ILCS 500/50-5 and further certifies that it is in compliance with Section 50-37 of the Illinois Procurement Code,
30 ILCS 500/50-37.

3) The Contractor certifies that it will provide a drug free workplace by engaging in the conduct prescribed in
Section 3 of the Drug Free Workplace Act, 30 ILCS 580/3.
4) The Contractor certifies that it is not barred from contracting with SURS because of a violation of either Section
33E-3 (bid-rigging) or 33E-4 (bid rotating) of Article 33E of the Criminal Code of 1961, 720 ILCS 5/33E.
5) The Contractor certifies that neither it nor any substantially owned affiliated company is participating or shall
participate in an international boycott in violation of the provisions of the
U.S. Export Administration Act of 1979 or the regulations of the U.S. Department of Commerce promulgated
under that Act.
6) The Contractor certifies that no fees, commissions, or payments of any type have been or will be paid to any third
party in connection with the contract to which this is an addendum, except as disclosed in the contract or an exhibit
thereto as provided in 30 ILCS 500/50-25 and in 40 ILCS 5/1-
145. The Contractor shall promptly notify SURS if it ever has reason to believe that this certification is no longer
accurate.
7) To the extent Illinois law is applicable to Contractor, pursuant to 775 ILCS 5/2-105, Contractor agrees to:
a) Refrain from unlawful discrimination and discrimination based on citizenship status in employment and
undertake affirmative action to assure equality of employment opportunity and eliminate the effects of past
discrimination;

b) Comply with the procedures and requirements of the Illinois Department of Human Rights’ regulations
concerning equal employment opportunities and affirmative action;
c) Provide such information, with respect to its employees and applications for employment, and assistance as
the Illinois Department of Human Rights may reasonably request; and
d) Have written sexual harassment policies that shall include, at a minimum, the following information:
i) The illegality of sexual harassment;
ii) The definition of sexual harassment under state law;
iii) A description of sexual harassment, utilizing examples;
iv) Contractor’s internal complaint process including penalties;
v) The legal recourse, investigative and complaint process available through the Illinois Department of
Human Rights and the Illinois Human Rights Commission;
vi) Directions on how to contact the Illinois Department of Human Rights and the Illinois Human Rights
Commission; and
 vii) Protection against retaliation as provided by Section 6-101 of the Illinois Human Rights Act. A copy of
the policies shall be provided to the Illinois Department of Human Rights upon request.
8) To the extent it applies to Contractor and this contract, Contractor agrees to comply with the Illinois
Prevailing Wage Act, 820 ILCS 130/1, et seq.
9) Contractor shall maintain, for a minimum of five (5) years after the completion of the contract, adequate books,
records, and supporting documents to verify the amounts, recipients, and uses of all disbursements of funds
passing in conjunction with the contract. Contractor shall further make all such books, records, and supporting
documents related to the contract available for review and audit by the internal auditor of SURS and by the Illinois
Auditor General and shall cooperate fully with any audit conducted by the internal auditor of SURS and the Illinois
Auditor General and will further provide the internal auditor of SURS and the Illinois Auditor General full access to
all relevant materials.

10) Contractor agrees to notify the SURS Ethics Officer if it solicits or intends to solicit for employment any of the
employees of SURS during the term of the contract.
11) Contractor understands that SURS and this contract are subject to the provisions of the Illinois Open Meetings Act
(5 ILCS 120/1, et seq) and the Illinois Freedom of Information Act (5 ILCS 140/1, et seq).
12) Counterparts. This Agreement and Addendum may be executed in counterparts, each of which shall be deemed
to be an original, but all of which, taken together, shall constitute one and the same agreement. The counterparts
of this Agreement and Addendum may be executed and delivered by facsimile or other electronic signature by any
of the parties to any other party and the receiving party may rely on the receipt of such document so executed and
delivered by facsimile or other electronic means as if the original had been received.
Under penalties of perjury, Contractor certifies that is its correct
Federal Taxpayer Identification Number.
Contractor is doing business as a(n) (please circle applicable entity):

● Individual ● Sole Proprietorship ● Partnership

Medical and Health Care

● Corporation ● Not-for-Profit Corporation ●
Services Provider Corporation

Tax Exempt Organization (IRC

● Real Estate Agent ● Governmental Entity ●
501(a) only)

● Trust or Estate ● Other: ___________________

 Appendix E: Required List of Services to be Performed

Tasks to be Completed Daily

All Areas

1. Empty all garbage cans.

2. Post-consumer recycling material containers shall be emptied if over 50 percent full or odors are present,
adjacent areas (walls and carpet) cleaned and can liners replaced as necessary (torn or soiled).
3. Empty all recycling containers and properly place into designated containers.
4. Paper recycling receptacles at each desk and in common areas shall be emptied and transferred to the
designated collection taters. No printed or electronic SURS materials are to leave SURS property. Collect
material only inside of designated containers.
5. Clean and polish all drinking fountains with a food grade sanitizing cleaning agent.
6. Vacuum all common areas.
7. Vacuum all offices and cubicle areas on one side of the building (alternate north and south sides).
8. Spot clean spills, foot traffic soil, etc. on carpet as needed.
9. In the event of a viral outbreak and upon customer's request, sanitize all door handles and push
10. bars in common areas.
11. Executive director office (recycling, waste, dust, vacuum and clean spider webs).
12. Report any maintenance items (broken fixtures or equipment).

Restrooms
1. Clean and sanitize all surfaces and touchpoints.
2. Clean and sanitize all restroom fixtures inside and out including toilets and urinals following manufacturers'
recommendations for cleaning agents.
3. Clean and sanitize all sinks following manufacturers' recommendations for cleaning agents.
4. Mop with sanitizing agent in areas adjacent to waste fixtures following manufacturers' recommendations for
cleaning agents.
5. Spot clean and sanitize as necessary partition walls following manufacturers' recommendations for cleaning
agents.
6. Lightly damp mop the entire floor using sanitizing agent per manufacturers' instructions.
7. Spot clean mirrors and dispenser cabinets.
8. Empty and sanitize restroom waste receptacles.
9. Replenish all paper goods, hand soap and feminine hygiene products.
10. Remove graffiti.
Kitchen and Breakroom
1. Clean and sanitize all surfaces and touchpoints.
2. Clean and sanitize all floors.
3. Rinse coffee service equipment.

Lobby and Entrances

1. Spot clean interior glass as needed.
2. Dust, clean and vacuum all surfaces in the guest front lobby.
3. Clean and sanitize all touchpoints.
4. Spot sweep outdoor debris from entry vestibules and mats.

Tasks to be Completed Monthly

All Areas
1. Clean and sanitize all door handles in common areas and touch points.
2. Dust partition tops, storage cabinet tops, window ledges below seven feet. Establish schedule to coordinate
with staff to remove clutter.
3. Dust window blinds.
4. Dust away cobwebs.
5. Sweep, dust mop and damp mop the computer room.
6. Clean interior door glass and side light.

Restrooms
1. Mechanical scrub rinse and sanitize restroom tile and grout flooring.
2. Vacuum exhaust vent grills.

Kitchen and Breakroom

1. Sanitize coffee air pots.
2. Clean and sanitize three microwaves.

Lobby and Entrances

1. Damp mop and then mechanically buff/ burnish marble tile areas to a safe non-slip low luster as needed.
2. Coarse sweep and I or vacuum the loading dock storage and entrance areas to control outside
debris and loose waste material.
 Tasks to be Completed Annually and Semi-Annually

All Areas
1. Extract all carpets (semi-annually).
2. Clean all interior and exterior glass (semi-annually).
3. Dust all surfaces above seven feet.

Restrooms
1. Nothing additional

Kitchen and Breakroom

1. Nothing additional

Lobby and Entrances

1. "Extract" lobby runners and walk-off mats.
Appendix F: Minimum Acceptable Standards for Cleaning Products

Acceptable cleaning products/chemicals

 9" x 9" nominal size paper hand towels- 'C' or fan fold. Do not combine
the two styles. No substitutions will be allowed at this time.
 Toilet roll paper- two ply compatible with Bay West model 'silhouette
OptiCore double roll dispenser
 Toilet seat covers sized to fit extended bowl
 Feminine hygiene products must conform to the dimensions of the wall dispensers
 Hand sanitizing foaming soap that meets 99.9 percent minimum efficacy standard
 Disinfectant concentrate that meets 99.9 percent minimum efficacy standard

 General cleaner concentrate for floors and miscellaneous hard surfaces must be neutral
 Aerosol or concentrate glass cleaner – NO ammonia or harsh chemicals
(windows have tint film applied)

All products must be 100 percent recycled and / or Green Seal Certified with the exception of germicidal
disinfectants.

Suppliers must provide MSDS documents for all cleaning chemicals used at SURS. MSDS must be
accessible to SURS and contractor's crew.