Request for Proposal for Integrated Facility Management Services

1. REQUEST FOR PROPOSALSFOR INTEGRATED FACILITY MANAGEMENT SERVICESSpecification No.: 16-350030 Department of Procurement Pre-Submittal Conference April 26, 2016 at 10:00 a.m.

2. Introduction of Panelists • Patricia Hernandez, CPPB, Dept. of Procurement • Israel Torres, Dept. of Procurement, Category Manager • Poly Haritos-Makris, Office of Business Diversity, Manager • Leslie Norgren, Executive Director, Asset Management • Christopher Williams, Assistant Director, Facilities • Jason Kierna, Executive Director, Facilities • Jose Alfonso de Hoyos-Acosta, Chief Administrative Officer

3. Before we continue, don’t forget … • Sign-In • If you need a copy of the solicitation, you may download it from the Procurement website at: http://www.csc.cps.k12.il.us/purchasing/open_to_the_public.html

4. Agenda • Department of Procurement • Timeline • Submittal Requirements • Office of Business Diversity • Goals • Certification • Networking • Facilities • Scope Review • Q & A

5. Timeline • Advertisement Date: 4/14/16 • Question Cut-Off Date: 5/9/16 • Pre-Submittal Meeting: 4/26/16 • Proposals Due: 6/20/16 at 3:00 pm CST Late Proposals will not be accepted.

6. Submittal Requirements Proposers must submit one (1) electronic copy via Bonfire website. • Proposers must submit their response via our online system: • Upload your submission at: • https://cps.bonfirehub.com/opportunities/private/08cc601d7eeac32180ab4a79a812e72c • - The proposer has the ability to upload a redacted version, as well • Please reference submission instructions for more details surrounding your submittal.

7. BonfireSAMPLE VIEW FROM BONFIRE WEBSITE 15-350064 - INTEGRATED FACILITY MANAGEMENT Chicago Public SchoolsBack to list  Project Details April 2016 Project: INTEGRATED FACILITY MANAGEMENT Ref. #: 15-350064 Type: RFP Open Date: Apr 14, 2016 4:00 PM CDTClosing Date: Jun 20, 2016 3:30 PM CDT Days Left: 57 Project Description: CPS has recently embarked on a transformation initiative to improve the way it procures goods and services. As part of this effort, we launched a Strategic Sourcing initiative to realign our supply base and improve the services, quality, costs and overall value of our mission. One of the key work streams of this Strategic Sourcing initiative is tasked to examine our sources of supply for facility management services. In FY 2016, CPS is estimated to spend more than $250 million on all facility management services categories. CPS would like to establish strategic relationships with qualified providers for presently outsourced facility management needs. CPS invites you to fill out the request for proposal on this opportunity. Since this opportunity represents a broad range of schools, proposers are encouraged to propose on any school zone for which you can competitively provide services The goal of CPS’ facilities management function is to provide a safe and comfortable environment for the students, faculty and staff while driving cost out of these services. The services areas in scope for this RFP are: a) Custodial Services b) Engineering Services c) Landscaping Services d) Pest Control Services e) Snow Removal f) Other Trades Services g) Capital Improvement Program (under $25,000) – optional response

8. BonfireSAMPLE VIEW FROM BONFIRE WEBSITE Requested Information:

9. Submittal Requirements • Submittal Requirements (Pages 9-12) • Proposers must provide all information requested in Section IV. Submittal Requirements • This is how Proposers demonstrate whether they meet the Board’s qualifications • Ensure that any forms requiring notarization are in fact notarized before submitting Proposal • If the section or question does not apply, please write “N/A” in the box to show the question was not missed

10. Submittal Requirements Proposers may be deemed non-responsive if ALL submittal requirements are not submitted with your Proposal.

11. Office of Business Diversity • MBE/WBE Commitments: 40% MBE and 10% WBE • Required Form: Form 100 – 106 must be submitted • Acceptable M/WBE certifications • Available MBE/WBE Suppliers • Networking Session

12. OBD Mission: “To promote access to Procurement opportunities for certified Minority and Women Business Enterprises.”

13. Purpose of OBD forms: • Obtain Information about prime vendors strategy to achieve M/WBE participation • Document commitments made to M/WBE firms regarding utilization on the project • Identify what goals will be monitored by OBD for the contract period • Acceptable Certifications

14. Minority Business Enterprise (MBE)and Women Owned Business Enterprise (WBE) FORMS: • Instruction (First 4 pages of M/WBE packet) • 100 – Bidder/Proposers Information • 101 – Compliance Summary Direct/Indirect Participation • 102 – Joint Venture Form • 103A – Letter of Intent • 103B – Independent Individual/Sole Proprietor • 104 – Bidder’s Diversity Profile of Business • 105 – Request for Waiver • 106 – Student Internship

15. Instruction pages

16. Form 100 Bidder/Proposer Information MUST BE NOTARIZED

17. Form 101Compliance Summary Direct/Indirect Participation

18. Form 102 – Joint Venture Attach Joint Venture Agreement

19. Form 103A Letter of Intent Must be notarized and must be signed by both parties Attach proof of M/WBE Certification for each sub-contractor

20. Form 103BIndependent Individual/Sole Proprietor Must Be Notarized

21. Form 104 – Vendor Diversity Profile

22. Form 105 – Request for Waiver Must Be Approved by Waiver Committee Must Be Notarized

23. Form 106 – Student Internship Agreement Must be Notarized

24. Remedial Program for construction and goods and services and forms are located at: http://www.csc.cps.k12.il.us/purchasing

25. Facilities Dept. Scope of Work -Overview • Custodial • 825 Morning Shift CPS Board Custodians • APPA Rating • Training • Engineering • Preventative/Corrective Maintenance • Landscaping • Sample of Services • Lawn Mowing and Edging, Weed Control, Fertilization of Property • Pest Control - Identify infested zones, pest targeted, level of infestation, etc.

26. Facilities Dept. Scope of Work (cont’d) • Snow Removal • Snow Plowing • Ice Management • Other Trades - Type Calls/ Required Response Time - Sample of Services • Plumbing, Carpentry, Electrical, Masonry • Capital Improvement Program • Under $25,000 (Optional Response) • Project Planning • Design Management • Construction Phase management

27. Facilities Dept. Due Diligence • Facility Visits • 19 schools (HS, MS, ES, CO-LO) • 1 Administration Building • 1 Stadium • Visitation Dates: 5/3/16 to 5/13/16 Proposed schedule for the facility visits will be forwarded today to all attendees and those that have downloaded the RFP thus far.

28. Questions? OPEN TO ATTENDEES