HomeMy WebLinkAboutRESPONSE - RFP - 8272 TRANSFORT BUS CLEANINGApril 7, 2016
Attn: Doug Clapp, Senior Buyer
City of Fort Collins
215 N. Mason St., 2nd Floor
PO Box 580
Fort Collins, CO 80522
Re: Request for Proposal 8272 Transfort Bus Cleaning
Dear Mr. Clapp:
Thank you for the opportunity to submit our proposal for custodial services for the City of Fort Collins.
Whayne Enterprises has over 30 years of cleaning experience and is confident we can successfully fulfill
the requirements of the scope of work that will exceed your expectations. We are a financially stable
contractor with a long term reputation for excellence.
Whayne Enterprises has demonstrated a commitment to successfully working in the Facility Services
industry that has long set us apart from our competition. Our long term relationships at Denver
International Airport, the National Renewable Energy Laboratory, and Denver Transit Partners has given
us experience in a variety of settings with high profile and highly visible clients. We are regarded as a
valuable partner to our clients. We help to make them look good, and we can do the same for Transfort.
We provide cleaning services to over 3 million square feet on a daily basis.
Whayne Enterprises is a certified DBE contractor, and we take pride in the diversity of our employees,
subcontractors and suppliers. We believe that this diversity makes us a better contractor, and helps to
build companies throughout Colorado.
Whayne Enterprises understands that every Facility has unique cleaning and security requirements that
only qualified employees can provide. It is critical to select a company that has the resources, financial
stability, and experience to meet your unique facility needs. To meet those needs you need a company
that has proven their ability to attract and retain a highly trained workforce. Whayne Enterprises has
proven to be that company. Whayne Enterprises understands the importance of the human element in
the services we provide. We train our employees to take ownership in the facilities in which they work. A
smile and a positive attitude greet all who encounter our employees.
Lastly, we understand the critical role of the City of Fort Collins, and Transfort, for thousands of residents
of your lovely city. Our entire staff is committed to providing the best cleaning services and anticipates the
opportunity to work on this project. Please feel free to contact us for a discussion, presentation or questions
regarding our capabilities for providing services to the City of Fort Collins.
As required, we acknowledge receipt of Addendum #1 and Addendum #2.
Sincerely,
Richard M. Whayne Jr.
Whayne and Sons Enterprises, Inc.
10515 E 40th Ave. Suite 103 ● Denver, CO 80239 ● Phone (303) 375-8000 ● Fax (303) 375-9215
www.whayneenterprises.com ● we@whayneenterprises.com
Table of Contents
Executive Summary ------------------------------------------------------------------------------------------------------------------------------ 3
Company History and Experience ------------------------------------------------------------------------------------------------------------ 5
Statement of Qualifications ------------------------------------------------------------------------------------------------------------------- 5
Core Values .................................................................................................................................................................... 5
Corporate Standards ...................................................................................................................................................... 5
Cleaning Experience, Staff Expertise .............................................................................................................................. 6
Cleaning Association Memberships ............................................................................................................................... 6
Key Personnel Resumes ................................................................................................................................................. 7
Jerome Whitney – Operations Manager ............................................................................................................... 7
Service Plan – The Project Approach -------------------------------------------------------------------------------------------------------- 8
Strategies to Identify, Recruit and Hire the Right Employees ........................................................................................ 9
Job Descriptions and Responsibilities .......................................................................................................................... 10
Cleaning the Interior ................................................................................................................................................... 11
Standard for Success - Proposed Reporting Schedule .................................................................................................. 12
Employee Retention ..................................................................................................................................................... 12
Training Program -------------------------------------------------------------------------------------------------------------------------------- 13
Classroom Training ............................................................................................................................................. 13
Simple Steps Training Program ........................................................................................................................... 16
Train, Demonstrate, Evaluate, Repeat ................................................................................................................ 16
Staffing Plan ................................................................................................................................................................ 18
Daily On-Site Supervision .................................................................................................................................... 19
Equipment and Supplies .............................................................................................................................................. 19
Equipment List .................................................................................................................................................... 19
References ---------------------------------------------------------------------------------------------------------------------------------------- 20
Employee Uniforms ---------------------------------------------------------------------------------------------------------------------------- 21
Quality Control Program ---------------------------------------------------------------------------------------------------------------------- 22
CleanTelligent Quality Control Program ...................................................................................................................... 23
Forms ----------------------------------------------------------------------------------------------------------------------------------------------- 25
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Executive Summary
Organization and Qualifications
Whayne and Sons Enterprises, Inc. DBA Whayne Enterprises is a privately owned company established
in 1982 and incorporated in 1987. We are dedicated to delivering the finest quality professional janitorial
and facility services. We currently provide cleaning services for throughout the United States in a number
of industries.
Whayne and Sons Enterprises is a registered DBE in the State of Colorado.
Stability
You need an experienced, financially stable partner to meet your needs. Whayne Enterprises has been in
business for over 30 years, with a track record of cleaning excellence that is hard for many of our
competitors to match. Long term client partnerships are important to us, and allow us to serve our clients
better, because our employees understand your needs and take ownership and pride in the work they do.
References
We have provided several references that you can call that will ensure our performance in high profile
facilities. We understand the importance of hearing directly from our clients about our services. This will
help ensure you peace of mind when choosing Whayne Enterprises.
Whayne Enterprises Experience and Management Team
Whayne Enterprises has the experience and depth to be successful on the very first shift. No other factor
has greater impact on Whayne Enterprises ability to deliver outstanding service consistently than our
Management Team. This team of managers represents over a century of experience including over 20
years to a single venue at Denver International Airport. This team has worked together for decades and
brings expertise in all cleaning arts and sciences with a particular application to the Facility Services
industry. Flexibility is a special skill for this team, and they have demonstrated their ability to adjust to the
most adversarial circumstances an airport can experience. This element is unmatched in the janitorial
industry.
Our long term relationship at Denver International Airport has persevered through airport weather
shutdowns and tough economic circumstances that required us to be flexible in meeting the needs of the
DIA. Following the events of 9/11, we stepped up as a partner to help insure increased security within the
airport. We also reduced our staffing, and expense to DIA during this time. Today we are regarded as a
valuable partner in keeping DIA safe and clean.
Perhaps the most important element of successful service delivery in the complicated and dynamic
environment such as the City of Fort Collins is management leadership, skill and experience. Our
management team has extensive experience and knowledge in the daily operation and quality control of
projects large and small. Their leadership on this project will ensure the successful transition cleaning of
the City Facilities, and will be supplemented by the Whayne Enterprises Corporate Management Team who
will provide daily support to ensure project success.
Project Approach
Whether it is hiring qualified employees, responding to a cleaning emergency or performing day to day
operations with environmentally friendly chemicals, Whayne Enterprises has you covered with a state of
the art project approach plan. All components of our project approach include:
Strict adherence to thorough process for hiring qualified employees
Detailed training program for all employees
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Employee retention plans with paid time off, health insurance benefits, and incentive programs to
attract and keep employees and reduce turnover
Sustainable cleaning program with environmentally friendly equipment and chemicals
Web-based quality control software program that allows for real-time reporting and issue
resolution
Quality Assurance/Quality Control
Our state of the art quality control program is an ongoing process that not only ensures that we meet all of
the performance standards of your contract, but also helps us to evaluate our practices and procedures so
that we are constantly striving to improve our delivery of service. The software we use, CleanTelligent, is a
state of the art, web-based, closed-loop software program that allows us to contact employees to resolve
issues quickly and to communicate effectively with City administrators by responding with results in real-
time. We are able to quickly identify locations and services within the facility that need improvement and
make the necessary adjustments before they become a larger issue. CleanTelligent ensures that a
consistent and high quality cleaning program is performed at the City of Fort Collins.
Tracking of our performance is conducted on a weekly basis and allows us to proactively analyze issues
and make adjustments where needed – before an issue becomes a larger problem. This approach to quality
assurance ensures that the work is completed and enables us to constantly evaluate our practices to meet
the changing needs of our clients.
Transition
The transition to a new contractor is often a concern. Whayne Enterprises has handled numerous
transitions and has a plan to ensure that your transition is a smooth path to improved services. Our
transition plan will provide a seamless changeover. This plan breaks down key components and plans for
them before the start date so that your change in contractors is seamless, pleasant and effective from the
very first day.
Conclusion
Selecting a contractor is a difficult task, but we believe that Whayne Enterprises is uniquely qualified to fully
meet and exceed your needs. We believe that this proposal document will demonstrate our capabilities
and answer any questions you may have.
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Company History and Experience
Statement of Qualifications
Whayne and Sons Enterprises, Inc. DBA Whayne Enterprises is a privately owned company established
in 1982 and incorporated in 1987. We are dedicated to delivering the finest quality professional janitorial
and facility services.
We serve a diverse, nationwide base of clients. There is no limit to the size of facility that we can service.
We are able and willing to serve you 24 hours a day, 365 days a year if requested. Customized service,
great communication, and creative problem-solving are keys to our success. Clients appreciate our
management’s direct involvement and accessibility. We respond to needs quickly and well.
Whayne and Sons Enterprises, Inc. is committed to striving for the highest level of Facility Management
Services possible without compromise to the business ethics, moral integrity and personal esteem of our
corporation, Clients, employees and colleagues.
Core Values
Develop employees who are professional, demonstrate pride in “ownership”, are efficient, loyal, and
maintain a positive attitude.
Become an “Employer of Choice” through judicious application of knowledge, leadership, and
technical skills which lead to the development of a quality work environment.
To insure all responsibilities are performed efficiently and completely, the first time, every time.
Continuously striving to be a leader in the Facility Service industry through selective client/contractor
partnership.
To develop an effective sales force to expand present and future client/contractor partnerships.
Establish a financially responsible policy that leads to the vision and mission of Whayne Enterprises.
Corporate Standards
Our Corporate standards ensure consistent superior service:
Superior knowledge and leadership to maintain a highly skilled workforce
Customized service to address every budget
Accessibility to management 24 hours a day, 7 days a week
Seamless integration into each Client’s operational process
Daily on-site management for improved communication and service
Efficient, cost-effective practices to ensure a high degree of safety in each work environment
Environmentally safe products
Advanced technology and equipment for exceptional results
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Cleaning Experience, Staff Expertise
The expectations for the City of Fort Collins are very high. Whayne Enterprises certainly understands the
importance of working to high standards. We have been a major service provider to Denver International
Airport for over 20 years.
Denver International Airport is one of the nation’s highest profile Facilities with over 52 million annual
passengers and 1,500 flights daily. Whayne Enterprises has been providing cleaning services for DIA for
20 years. Whayne Enterprises cleans over one million square feet of
janitorial service, twenty-four hours a day, seven days a week in a
high profile public environment. We provide all aspects of janitorial
service in the Denver International Airport including office areas.
Contract specifications include daily interactions with both the tenant
and customers, emergency cleaning and response including severe
weather staffing which requires assisting the City of Denver
personnel with duties outside the scope of the contract. This facility
is an international airport with strict security guidelines set forth by the Federal Airport Administration and
the Transportation Security Administration. This contract calls for employee training of Hazardous Waste,
MSDS Procedures, Equipment Handling and Security/Emergency Procedures. Whayne Enterprises were
on site during September 11, 2001, and our employees assisted in ensuring Denver International Airport
remained secure.
The National Renewable Energy Laboratory has been a client of Whayne Enterprises for nearly a decade.
Whayne Enterprises cleans over 900,000 square feet at 21 locations and providing full janitorial services.
All work has to be performed on a specific schedule to accommodate
various research projects. Being a high profile government contract, NREL
requires security clearance to laboratories so that NREL’s personnel can
stay on schedule with their research projects. The scope of this contract
calls for employee training of Hazardous Waste, MSDS Procedures, Equipment Handling and
Security/Emergency Procedures. The scheduled cleaning of the facilities is spread throughout Golden,
Colorado.
Cleaning Association Memberships
Whayne Enterprises is strongly committed to keeping at the forefront of industry knowledge and
maintaining a presence in the organizations that are invaluable to the cleaning industry.
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Key Personnel Resumes
Jerome Whitney – Operations Manager
SUMMARY OF QUALIFICATIONS
• Dedicated Professional with extensive and diverse experience working for Fortune 100 and 500
companies. Extensive experience in Employee Relations, Labor Relations, Transportation
Management and Logistics. Proven abilities in EEO / Affirmative Action, EEOC and Civil Rights
Litigation.
HIGHLIGHTED CONTRIBUTIONS
• Developed a positive working relationship with Labor Union Representatives that eliminated the
"Us against Them" mythology which created the opportunity to work together for the benefit of the
employee in the areas of Safety, Health and Wellness. The combined effort that was created
impressed upon the "At Risk" employee the true importance of working safely by choice and not
by chance. This effort drastically reduced injury incidents, worker compensation cost and
wellness education.
• Successfully Instituted a Wellness program for 2600 employees in the state of Wyoming and
Western Colorado that effectively reduced workplace injury incidents by more than 75%.
Reduced injury costs in excess of $100,000. Developed a partnership between the Company and
Labor Union to impress upon the workforce the importance of eliminating "At Risk" behaviors.
•
• Successfully Managed over 2600 employees and transportation operations throughout Wyoming
and western Colorado while effectively maintaining a $7 million dollar a month operation plan.
Established procedures for the implementation of Saturday Air Delivery and On Call Air products
throughout Wyoming and Colorado. These operations continue to remain one of UPS' most cost
producing products.
•
• Developed and Orchestrated policies and procedures for hourly and management personnel that
reduced the reported number of EEO and Civil Rights complaints. Experienced success in
opening communications for a better understanding between both groups. Fewer grievances
were also a direct result of those policies and procedures.
CAREER HISTORY & PERFORMANCE
•
• WHAYNE ENTERPRISES, Denver, Co. 2010
– Present
•
• OPERATIONS MANGER/LABOR MANAGER
•
• Operational responsibility for all contracts.
• Successfully assisted in negotiating a new labor contract with the SEIU for all hourly custodial
workforce at Denver International Airport.
• Implemented labor contract training program for Human Resources Management Team and
Project Manager.
•
•
•
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UNITED PARCEL SERVICE, Denver, Colorado 1983–2010
• Successfully managed all logistical employees and transportation operations throughout
Wyoming and Western Colorado.
• Instituted all policies and procedures for governing the movement of customer products and
assisting in enhancing their supply chain solutions.
• Effectively maintained a $7 million dollar a month operational plan.
• Implementation of new technology for the enhancement of package visibility and cost
effectiveness.
• Established procedures for the implementation of Saturday Delivery and On-Call Air products
throughout Colorado and Wyoming
• Implemented and managed Employee Safe Work Methods, injury and accident prevention,
Workers Compensation and Back-to-Work Procedures. Monitoring processes for Wellness and
injury prevention activities. Executed Safety Program that supported the Health Management
Program.
LABOR RELATIONS MANAGER
• Negotiating and settlement of employee grievances while insuring the language of the contract is
upheld.
• Conducted labor contract training classes for the district management teams.
• Contract language interpretation.
• Arbitrating Grievances
• Preparation of strike responses
Service Plan – The Project Approach
Managing the janitorial function within a dynamic environment such as the entire Transfort bus fleet
requires open communication with Fort Collins City personnel, in-depth planning, strong management
and great flexibility. Whayne Enterprises does ongoing formal planning that includes how the work
will be done and by who. Daily, weekly, quarterly and annual project schedules are written and extra
attention is given to special requirements and requests. This planning process has provided Whayne
Enterprises with a proven track record of providing outstanding service that is seamless and meets
your needs. Below is our approach to managing the custodial needs of the City of Fort Collins. This
project approach consists of the following components which are all described in detail below:
Proven processes for hiring the right employees
Employee retention
Strict job duties and responsibilities
Detailed communications plan
Quality Control Plan
Training
Transition Plan
Staffing Plan
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Custom Service
Equipment and Supplies
Strategies to Identify, Recruit and Hire the Right Employees
Whayne Enterprises is an Equal Opportunity Employer. All Whayne Enterprises employees are adults (at
least 18 years of age) hired without regard to race, sex, creed or national origin. Employees are hired only
after extensive interviews and screening. They must have an acceptable police record, verifiable work and
personal references, and, in the case of student applicants, good academic standing. Whayne Enterprises
complies with all local, state and federal regulations regarding compensation, taxes, workmen’s
compensation insurance and social security.
Whayne Enterprises is a leader in terms of industry standards. There are few other janitorial providers’
whose pre-screening practices can compare to our detailed process. Candidates are hired only after
extensive interviews and a thorough background check. We do more than merely match candidates to job
openings. We work closely with our clients to determine the exact qualifications and skills needed in each
position.
In a labor market where good employees are hard to come by, solid recruiting strategies become essential.
Losing good employees is a terrible drain on any company; therefore, we take the time during the initial
hiring process to ensure that current employees are provided the opportunity to continue working with
Whayne. The selection process involves four key steps:
1. Quality Candidates: applicants come to the office to fill out an application or in some instances;
the Human Resources Coordinator meets with the applicants at a convenient location. The
applications are then reviewed by the HR Coordinator.
2. Interview Candidates: the Human Resources Coordinator conducts interviews using an
interview guideline form that insures consistency and verifies that candidates are qualified for the
position and fit the available openings. Whayne Enterprises is an EEO employer, so all decisions
concerning hiring and other terms and conditions of employment are made in accordance with
applicable laws regarding race, age, religion, disability, sex, or national origin.
3. Screen Candidates: Those applicants who are qualified have a reference and criminal
background check. Only those applicants that have clean criminal backgrounds and positive
reference checks make it to the final round. Criminal Background checks are run on all
employees for any disqualifying events. Additionally, Whayne Enterprises verifies employment
eligibility using E-Verify to ensure that candidates meet all employment eligibility guidelines.
4. Select Candidates: The final step is to make a job offer to the applicant and to schedule their
training sessions.
The following is an overview of the steps taken in the hiring of employees.
Recruiting New Employees
Step Activity
1 Contract is awarded to Whayne Enterprises
2
Advertising in the classified section of local papers, ethnic newspapers, contact churches,
minority chambers, economic development organizations, government sponsored job
boards, unemployment agencies.
3 Conduct criminal background checks and Schedule interviews with qualified applicants.
4 Interviews conducted.
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5 Screening process completed
6 Formal offer of employment
7 Welcome and orientation meeting with Management
Job Descriptions and Responsibilities
Even a magnificently designed cleaning program, packed with technology and promises, may fall short if a
company’s management team cannot provide the supervision needed to ensure customer satisfaction.
With this in mind, there are many areas to consider when evaluating a new janitorial company – their
experience and organizational structure are just two of the top priorities.
Whayne Enterprises deploys a hands-on management team. These representatives have strong
managerial and technical skills in all aspects of the cleaning arts and sciences. They are quickly able to
define and resolve service issues, coordinate special requests, schedule appropriate tasks, supervise
employees and deliver training.
Our management and supervisory employees are committed to helping our workers become empowered
team players by involving them in “The Big Picture”. This develops pride in his/her work and for our
company too. Whayne Enterprises strives to listen to our employees’ ideas because we’ve found that they
often improve service quality. This type of involvement produces a work environment that generates
employee enthusiasm and job satisfaction.
Management Team Responsibilities
Fort Collins City Managers and employees work with the Whayne Enterprises Management Team to see
that all services are performed according to the contract specifications. Our goal is your continued
satisfaction with the cleaning processes that are taking place. Our team can take care of any problem and
proactively anticipate any maintenance issues that may arise. Supervisors and leads are directly involved
with each cleaning function, and job inspections are conducted at multiple levels as described in the quality
control section of this document.
The following descriptions provide a high level view of the specific management positions and their roles
and responsibilities.
Experienced Operations Team
• Operations Manager
• Supervisor / Working Lead
• Custodian
Operations Manager
The Operations Manager has overall responsibility for the operations teams working in the areas we
clean. Items include: ensuring that run setups are accurate and up-to-date; follow-up and problem solving
with serious, ongoing, or potential issues; ensures well trained Managers and Supervisors; provides
technical advice; and works with the operations team on human resource issues, labor relations,
workman’s compensation, and safety and compliance matters.
Supervisors / Working Leads
Supervisors are all experienced cleaning professionals who show exceptional ability at managing the
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cleaning process and people. They are responsible for making sure the cleaning is accomplished and
continual on-the-job training. Their goal is to create a work environment that results in employees feeling
better about themselves. In turn their work results in improved productivity, not to mention reduced training
and other turnover costs. Supervisors strive to create a working environment that constantly raises an
employee’s self-esteem, sense of professionalism, and job satisfaction.
Supervisors are in charge of the cleaning process at the terminals. The Supervisor directs all regular and
special services and provides continuous on-the-job training to the staff. Activities include:
• Checking the daily log for any special requests, new information or concerns.
• Inspecting for any special cleaning tasks.
• Meeting with general cleaners and project cleaners to coordinate work activities.
• Inspecting completed work for quality to ensure cleaning standards are met.
• Providing special training or orientation for new workers.
• Checking to ensure that each employee has necessary supplies and equipment.
• Calling attention to any facility problems in areas such as plumbing and lighting.
Our Approach
The Whayne Enterprises approach to cleaning your facility recognizes that all facilities have unique needs.
The City of Fort Collins is seeking night service cleaning for your bus fleet serving all of the City of Fort
Collins.
Night Service Cleaning
Our staff of cleaner will provide nightly deep cleaning of the Transfort bus fleet. The cleaning staff of
composed of a number of specialists that attack your facility with special equipment that makes their work
faster. Keeping labor at a minimum is a key to managing costs, and the right equipment is critical in this
effort. The daily cleaning process will be as follows:
Cleaning the Interior
1. Clean the inside of the bus, from the top down. If you wash the outside first, you will track all sorts of
water and mud into the bus as you're trying to clean it.
2. Go through the bus and pick up any large trash that may have been left behind by riders. It's a good
idea to wear a pair of heavy rubber gloves for this task: You can never be too careful.
3. Scrape off any gum or other gunked-on debris with a razor blade.
4. Wash the interior windows with a spray window cleaner and paper towels--rags will leave little bits of
fluff behind. If there is grime that does not want to come loose, soak it with the cleaner, work on
another area and come back after a few minutes.
5. Clean the seats. If they are upholstered, use the backpack vacuum cleaner. If they are vinyl or solid
plastic, use a general surface cleaner and a rag. Be sure to wipe down the backs and sides of the
seats as well.
6. Clean any walls, poles and other surfaces with the surface cleaner and rag. Swap out dirty rags for
clean ones as needed.
7. Thoroughly vacuum the entire bus floor. Vacuuming provides a more thorough cleaning and fully
removes soil, including any bits of gunk and debris that have been created in the cleaning process.
8. Mix the floor cleaner with water in the multi-surface cleaning machine. Lightly spray down hard
surface floors and vacuum up the water/soil solution. This process is much more effective and
provides higher productivity than moping alone.
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Logging Work Performed and Completed
Employees will sign off on all work completed and will record any additional work performed and log any
items that they notice that may need to be repaired or checked by the City of Fort Collins.
1. Employees will use a handheld device to log all information into our Quality Control Program.
2. The Employee will log into the device so that his information will be contained on all work performed.
3. Employees will select the unit number of the vehicle from a drop down list.
4. Employee will log in the start time for cleaning of the vehicle.
5. Employee will check off all items completed as they are performed.
6. Any additional work will be added at the end of the inspection.
7. Safety or maintenance items noticed by the cleaner will be noted as well
8. The cleaner will log the end time for cleaning of this vehicle.
Standard for Success - Proposed Reporting Schedule
As the contract begins, we would ask that our Operations Manager set up a regular schedule of meetings
with the City of Fort Collins contract manager. We suggest that these meetings be held weekly during the
first month of the contract. After the first month the Contract Administrator and the Whayne Enterprises
Operations Manager can agree upon a timetable for future meetings. We suggest that these meetings be
held not less than monthly at any time throughout the contract.
Additionally, we suggest that there be a formal review process that we can utilize to monitor our
performance, and increase communication between all parties. We have attached a sample evaluation
form for this purpose. We propose to meet quarterly with a representative from the City of Fort Collins.
In this meeting City of Fort Collins management and Whayne Enterprises will discuss the aspects of the
contract contained on the evaluation form. The contractor will make a presentation that outlines their
performance, and the members will discuss each item and agree upon a score for each performance item.
In addition to reviewing each item, there may be suggestions for improvement. These documents will
form the basis for contract improvement, and will be kept throughout the life of the contract.
Employee Retention
It is critical to attract and hire the right candidates for the job. Hiring the best employees involves a large
amount of work and our employees are a great investment that is the main component of our success.
After hiring decisions are made and employees are put to work in the field, our next goal is to make sure
they stay our employees. Whayne Enterprises wants to ensure we do not lose good workers. We do not
want turn-over and the cost of starting up new employees. To avoid turn-over and keep our good workers,
we have an attractive benefits and incentives package designed to reward workers with exceptional
performance, take paid time off and paid holidays, and medical insurance.
Employee Benefits and incentives
• Health care coverage for employees (ACA Compliant)
• Holidays
• Vacation and Sick Pay
• Clothing
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• Annual Attendance bonus. Employees who have had no unscheduled days off through November
30th of each year, will receive a bonus of $100, to be paid on the first full pay period in December of
each year.
• Birthday cards given out and signed by all staff for Birthdays with ice cream and cake provided by the
company (once per month)
• Anniversary pins every 5 years
• 20th Anniversary watch and days off with pay
• Safety Employee of the Quarter - posters and Safety pin
• Employee of the Quarter for each shift - day off with pay and $50 bonus
• Quarterly appreciation lunches provided by the company
• Special recognition for a job well done with special recognition letters, certificates and movie tickets
Training Program
Turnover in the custodial work force is an important management challenge
and one that training and motivating effects directly. Whayne Enterprises
recognizes the importance of this management challenge and successfully
delivers a stable workforce by maintaining low turnover results.
Training programs are provided to all levels of the workforce and represents a
substantial investment of time and resources. We know that proper training
increases employee morale which in-turn leads to greater productivity and
reduced turnover.
Training helps build the foundation of our success and how well our people
perform their roles. We work to ensure that our staff has the necessary
knowledge and training to not only do their work technically correct but with a
customer focused “can do” approach. To facilitate this Whayne Enterprises has developed multi-faceted
training programs designed to allow our staff to grow in; technical proficiency, safety and customer service.
Programs include:
• Classroom training
• On-the-job training
• Refresher Training
• Safety Training
• Supervisor & Manager Training
• Customer Service Training
• On-Going Education
Classroom Training
Classroom instruction prepares employees for their work assignment and also teaches the actual cleaning
regimen they will perform on the job. This training is performed prior to the employees first day on the job
as part of our new employee orientation. This training and orientation helps to ensure that employees are
productive from their very first day on the job. Participants complete carefully designed and delivered
coursework conducted by experienced instructors. Each employee has the chance to observe, ask
questions and practice. Curriculum includes:
Introduction to Cleaning
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Attention is given to job vocabulary, organization, and planning. The training also covers personal hygiene,
correct hand washing procedures and many technical details.
Basic Cleaning Techniques
This course covers the proper use and care of cleaning agents, supplies,
and equipment. Training is provided in general cleaning, equipment care,
floor care, dust mopping, floor scrubbing, floor stripping, application of
finish, auto scrubbers, floor buffing, carpet care, restrooms, window
cleaning, drinking fountains, garbage & can area, classrooms, shower &
locker rooms, gymnasiums and limited outdoor maintenance is also
included.
Green Cleaning
Green Cleaning training sessions teach employees that Whayne Enterprises is an environmentally-friendly
janitorial service company. We follow cleaning guidelines set forth by the Environment Protection Agency
(EPA) and use cleaning materials that carry the Green Seal logo of approval.
Restroom Cleaning
Supervisors discuss the liquid method of cleaning a restroom including odor control, drain maintenance,
and dispensers. The rest room cleaning program also includes such tasks as preparing and replacing
supplies, equipment, trash removal, sanitation, mirrors, bright work, spot cleaning, floor maintenance and
inspection.
Cleaning to Prevent the Spread of Infection
This training focuses on the importance of preventing the spread of infectious bacteria through proper
cleaning procedures. The training discusses common environmental medical terms, builds understanding
of aseptic cleaning and presents related Material Safety Data Sheets.
HIPAA Policy
All confidential patient information and data regarding any individual’s health status, medical status, or
medical condition or treatment (“Confidential Patient Information”) to which any Whayne Enterprises
employee performing services where such Confidential Patient Information may be exposed will be kept
confidential.
Blood borne Pathogen Training
This course covers the Occupational Safety and Health Administration (OSHA) guidelines that help to
eliminate or minimize occupational exposure to Hepatitis B virus (HBV), Human Immunodeficiency Virus
(HIV), and other bloodborne pathogens.
OSHA Hazard Communication
This course covers the OSHA Hazard Communication Standard, Title 29 Code. It includes a review of the
hazardous chemicals list; Material Safety Data Sheets (MSDS) usage; the importance of labeling
containers; and provides specific training using and disposing of hazardous materials.
Lockout/Tagout Program
The Lockout/Tagout Program procedures have been established in compliance with the OSHA Standard,
Title 29 CRF 1910.147 and 1910.333. The purpose of this procedure is to establish specifically how
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employees will protect themselves from injuries related to the unexpected energizing of start-up of
machines or equipment.
On-the-Job Training
On-the-job training consists of an experienced employee working with a
new janitor. They cover such tasks as simple cleaning, bathroom sanitation;
sweeping and mopping, wall washing and floor care techniques. This
training includes usage of floor machines, buffers and carpet extractors.
Appropriate work habits are stressed throughout the entire program. Once
the new employee is familiar with their duties they will then work without the
experienced employee.
On-site Skills Reinforcement
Once an employee is assigned to a work location their Project Manager or Area Manager will issue a pocket-
sized card that outlines responsibilities and areas to be covered. Every effort is made to encourage
ownership of their assigned area and to foster a sense of pride in the work being done. The supervisor
ensures each employee has a complete understanding of the work objectives, answers questions and
observes the employee in the execution of tasks.
Supervisor’s Training
Supervisor training is conducted quarterly by the Operations Manager. Topics for the Supervisor’s training
are also directed from the Building Services Contractors Association International (BSCAI).
On-Going Education
Keeping up-to-date on building maintenance issues is an on-going process for all employees. Refresher
programs allow employees to enhance their cleaning skills re-training programs are presented when new
methods or materials are introduced.
Safety and Health Education and Training Program
Employee training is our most valuable accident prevention tool in developing employee awareness of
safety. We have found that by providing an effective education and training program to our employees,
they learn to recognize and eliminate hazards to prevent accidents. We realize that many accidents are
avoided by showing our employees safe work practices and it makes them aware of the hazards of their
duties.
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Simple Steps Training Program
Train, Demonstrate, Evaluate, Repeat
Whayne Enterprises understands that training is not a one-time activity. Effective training reinforces best
practices, which soon become habits as employees are given training, motivation, and reinforcement to do
the right thing over and over.
We not only train our employees what they should do, we demonstrate how to do it, and then have them
demonstrate it back to our management team and to each other. Demonstrating how to do a task to a co-
worker is a powerful training tool that reinforces positive actions.
Once employees are trained in a task, they are regularly evaluated by team leaders, supervisors, and
managers. This is a time to review proper methods, and correct “shortcuts” that nearly all employees fall
back on without proper reinforcement.
Even when employees become proficient, we continue to train them and have employees train each other
to emphasize the importance on-going improvement
Whayne Enterprises Simple Steps training program designed for all cleaning and supervisory jobs. The
Simple Steps training program is based on the concept that every job in the cleaning task list can be
described in a few short specific terms. Each cleaning job is broken down into no more than steps. When
these simple steps are executed in order, according to our training plan, the job will have been completed
to meet Whayne Enterprises’ specifications and in the allotted time.
Simple Steps is an especially strong training program for the following reasons:
Train Demonstrate Evaluate Repeat
Simple Steps Training Program
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1. With no more than 5 steps, these are easy for all personnel to memorize
2. It keeps the training and the task lists simple enough for all personnel to understand
3. It makes the training easy for all supervisors to replicate on the spot when re-training is necessary
4. It makes it easy to spot how and when the cleaning task is not being performed correctly
Additionally, this unique training program is offered with graphic representation of each task so that reading
is not really necessary. Consequently, communication barriers typically encountered in training of this type
are completely avoided. Each cleaner is issued a laminated card with the Power of 5 tasks for their specific
job printed on it, and it is worn on their ID badge lanyard so it is with them at all times for reference.
Our experience with the Simple Steps training program has been excellent, and we are confident this
program has improved the cleaning outcomes of our service and has resulted in satisfied customers.
The Simple Steps training program is particularly important with new accounts because we anticipate that
at least part of the training crew will be existing employees. These employees are highly valuable because
they are already familiar with the facility. However, it is critical to re-train these existing employees if an
improvement in the cleaning results is to be realized. The Simple Steps Training program is instrumental
in making sure that these employees are well versed in the methods used by Whayne Enterprise in
providing outstanding service.
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Staffing Plan
Whayne Enterprises understands the importance of proper daily staffing. We are committed to the staffing
plan laid out below, which we believe fully meets the needs of the City of Fort Collins for the cleaning of
your buses
Employees must call in 2 hours prior to the start of their shift, and when this happens, we will assign floater
personnel to the site to cover the employee’s absence.
Strict policies with regard to absenteeism help to ensure that employees who fail to show up for work are
disciplined, and if necessary, removed from your job site.
Work
Station
Daily
Clean
Hours
per bus
Weekly
Clean
Hours
per bus
Days per
week
Number
of Buses
Total
Hours/Week
Employees
per day
Total
Employees
29 Foot
Buses
Daily
cleaning 0.4 6 5 12 0.25 0.3
Additional
for weekly
clean
0.40 1 5 2 0.25 0.05
Total 0.35
31 Foot
Buses
Daily
cleaning 0.5 6 7 21 0.4375 0.525
Additional
for weekly
clean
0.50 1 7 3.5 0.4375 0.0875
Total 0.6125
32 foot
buses
Daily
cleaning 0.5 6 1 3 0.0625 0.075
Additional
for weekly
clean
0.50 1 1 0.5 0.0625 0.0125
Total 0.0875
35 foot
buses
Daily
cleaning 0.55 6 18 59.4 1.2375 1.485
Additional
Additional
for weekly
clean
0.60 1 15 9 1.125 0.225
Total 1.575
60 foot
buses
Daily
cleaning 0.75 6 8 36 0.75 0.9
Additional
for weekly
clean
0.75 1 8 6 0.75 0.15
Total 1.05
Total FTE's 5.4
Daily On-Site Supervision
The Transfort employees will be overseen by an on-site supervisor who will be an integral part of the
Transfort work team. This Supervisor will work side-by-side with the cleaning staff, and will motivate and
train these employees to meet your needs. This on-site supervisor has authority to hire, discipline, and
recommend termination when necessary. Whayne Enterprises believes that this level of on-site cleaning
is needed to meet your needs.
Equipment and Supplies
Whayne Enterprises recognizes the importance of equipment in the cleaning of your facility. Whayne
Enterprises partners with major manufacturers not only for the best pricing, but also for service. We also
understand that Facilities have unique equipment requirements that are very different from traditional high
rise buildings or other facilities typical of custodial services accounts.
Equipment List
Listed below are examples of the equipment that will be used in your buildings. The Equipment listed below
has been tested in numerous Facilities across the country. Should a manufacturer introduce a new or
improved item prior to the start of your bid, we will meet with Fort Collins City representatives and discuss
these changes.
Brand Item Description
NSS Charger Backpack Cordless Battery Vacuums
Windsor Compass Multi-Surface Cleaner
Windsor Recover Wet Dry Vacuum
Unger Microfiber cleaning systems
Unger Microfiber Wet Mops
Tennant 607713 Spotter 1000
Miscellaneous Janitor Carts, Mop Buckets, Handles, Dust Pans and Brooms, and
assorted Janitorial Equipment
Rubbermaid Brute Barrels
Rubbermaid Maid Carts
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References
Denver International Airport
8400 Pena Blvd.
Denver, Colorado 80249
Ronald Patterson
Ronald.Patterson@flydenver.com
303-342-2898
January 1994 – Present
Cleaning over a million square feet of janitorial service, twenty-four hours a day, seven days a week in a
high profile public environment. Providing all aspects of janitorial service in the Denver International Airport
including office areas. Contract specifications include interaction with both the tenant and customers. Scope
includes emergency cleaning and response including severe weather staffing, which requires assisting the
City of Denver personnel with duties outside the scope of the contract. This facility is an international airport
with strict security guidelines set forth by the Federal Airport Administration and the Transportation Security
Administration. This contract calls for employee training of Hazardous Waste, MSDS Procedures,
Equipment Handling and Security/Emergency Procedures. Whayne and Sons Enterprises were on site
during September 11, 2001, and our employees assisted in ensuring Denver International Airport remained
secure.
National Renewable Energy Laboratory
1617 Cole Blvd.
Golden, Colorado 80401
Frank Rukavina – Facility Manager
Frank.Rukavina@nrel.gov
303-275-3000
May 2001 – Present
Cleaning over 900,000 square feet at 21 locations and providing full janitorial services. All work has to be
performed on a specific schedule to accommodate various research projects. Being a high profile
government contract, NREL requires security clearance to laboratories so that NREL’s personnel can stay
on schedule with their research projects. The scope of this contract calls for employee training of Hazardous
Waste, MSDS Procedures, Equipment Handling and Security/Emergency Procedures. The scheduled
cleaning of the facilities is spread throughout Golden, Colorado.
Denver Transit Partners
Robert Bohnet
Contracts Manager
1670 Broadway, Suite 2700
Denver, CO 80202
Robert.bohnet@dtpjv.com
(303) 297-7524
Cleaning over 500,000 square feet of janitorial service for Denver’s Commuter train system, the Denver
Transit System serves locations throughout Denver, and will soon include the new commuter train system
to Denver International Airport. Cleaning of all public areas, operations, and administration and employee
areas including maintenance operations facilities.
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Employee Uniforms
Each employee will wear a company provided uniform while on duty. This is a representation of a typical
Whayne Enterprises employee uniform. The colors of the uniform can be changed depending on the client
preference. Certain clients may feel the color is too close to the color of their maintenance employee
uniforms or they may want continuity when it comes to identification of employees and contractors within a
specific department.
Female Male
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Quality Control Program
Whayne Enterprises quality assurance programs are similar to a Six Sigma process, in that they are
designed specifically to constantly drive for improved performance; we use the contract cleaning
specifications from your facility and the collection of quantifiable data (which is gathered through inspections
and your feedback) then we measure and track our performance.
The program is an ongoing process that not only ensures that we meet all of the performance standards of
your contract, but also helps us to evaluate our practices and procedures so that we are constantly striving
to improve our delivery of service.
Tracking of our performance is conducted on a weekly basis and allows us to proactively analyze issues
and make adjustments where needed – before an issue becomes a larger problem. This approach to quality
assurance ensures that the work is completed and enables us to constantly evaluate our practices to meet
the changing needs of our clients.
Deficiency Prevention
The inspection process is a closed-loop process that allows Whayne Enterprises management the ability
to quickly contact employees, resolve issues and to communicate effectively with your facility managers by
responding with results in real-time. We are able to quickly identify locations and services within a facility
that may need improvement and make the necessary adjustments before a larger issue arises.
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CleanTelligent Quality Control Program
CleanTelligent is the heart of our project approach. Whayne Enterprises recognizes that quality control is
not a one-time event or an activity that is conducted once a week – quality control is an ongoing process to
ensure we meet the performance standards of the Transfort contract. Whayne has selected CleanTelligent
as our Quality Management Software. It is a 100% web-based highly configurable quality management
system (QMS) that helps Whayne track, analyze, and report on quality issues.
CleanTelligent places the focus on customer requirements, processes,
analytical documentation and timely execution of changes and
adjustments. It is an internet-based, closed-loop software program that
allows us to contact employees to resolve issues quickly and to
communicate effectively with airport administrators by responding with
results in real-time. We are able to quickly identify locations and
services within the airport that need improvement and make the necessary adjustments before they become
a larger issue. CleanTelligent ensures that a consistent and high quality cleaning program is performed at
your airport.
Benefits of CleanTelligent
• Allows Transfort Administrators to: generate service requests, generate inspection reports, and
review output reports at any time from their own computer.
• The system is highly customizable. Whayne Enterprises will adjust the program to fit the exact needs
of the Airport prior to launch, and will make changes as the airport’s needs change so that inspections
and reports are always on target to deliver the necessary services.
• Utilize a single, airport-wide system to manage all quality management information and initiatives
• Automate the tracking, management, and notification of Whayne Enterprises staff
• Web-based tracking forms, analysis tools, and roll-up reporting facilitates continual improvement
• Centralize the management of quality related activities and requirements and drive airport
performance
Database of Cleaning Specifications
The step that ensures we perform our service according to the contract is to enter the specifications and
frequencies as well as project work into the CleanTelligent database. Inspections can then be customized
with the exact specifications of the contract.
In addition, custom questions are developed that enable inspectors and supervisors to do more than just
check the basics; we have them checking: safety, keys, janitor closets, material safety data sheets, other
safety concerns etc. to ensure important areas are being addressed.
Scheduling Periodic Services
ISSUE: We have found that one of the most frequent and frustrating aspects of a Facility Manager’s job is
that they have to manage their cleaning company’s compliance in delivering the periodic services as
outlined in the contract.
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SOLUTION: In addition to the quality control elements of CleanTelligent, the program provides us with a
job scheduling component. The periodic specifications are entered in to the software to ensure the work is
completed according to the specification of the contract. Project work is then scheduled with the ability to
be monitored. We have the means to efficiently schedule project work and periodic services AND report
back to the client when the work has been completed.
We know that managing the janitorial function requires open communication with client personnel so we
adopt a proactive approach in managing our daily, weekly, quarterly and annual project schedules. The
process of electronically tracking service provides us a proven track record of providing outstanding
seamless service that meets our client’s needs.
Reports
CleanTelligent provides many options from one
source — a command center through which
cleaning and performance can be tracked on a
daily basis. CleanTelligent provides two types of
graphical reports: dashboard reports and personal
reports. Dashboard reports provide administrative
information including average inspection scores,
inquiries, complaints, etc.
Dashboard reports provide a quick analysis of the
entire cleaning operation. Reports can show the
number of complaints received at different times of
day, days of the week, or months of the year. It also
shows which services and specialist types receive the most complaints. The graphical analysis shows our
challenges based on the quantifiable deficiencies that were found through the inspection process and
complaints that are logged by the client.
The Whayne Enterprises management team conducts trend-analysis that enables our teams to be proactive
at addressing deficiencies which in turn improve our inspections scores. With analytical tools like these, we
are able to direct our employees toward performance that will address concerns and issues before our
clients know they are there.
These reports are capable of identifying every job, specification and worker at every level. The detail
available for management to review is the best in the industry and make it possible even to identify individual
training needs so that permanent improvements can be made.
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Forms
Pricing Form and Signature Page are contained on the following
page.
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RFP 8272 Transfort Bus Cleaning Page 7 of 45
COST SCHEDULE
Provide costs on the following items:
Item Description Cost
1 Daily, weekly & monthly Bus cleaning work $ Per Month
2 Required Annual Bus cleaning work $
3 Total Annual $
4. Optional items
5 Sunday Bus Cleaning $
6
Cost to clean per Bus size – as additional buses
are added to fleet
60 ft
40 ft
35 ft
31 ft
29 ft
$ Per Month
$ Per Month
$ Per Month
$ Per Month
$ Per Month
Proposer’s Statement:
I have read and fully understand all the specifications, and requirements set forth herein. I
hereby agree to comply with all said specifications and requirements, as stated or implied.
By:
Printed:
Company:
Address:
City, State, Zip:
Phone:
Email:
Federal funds will be used for this project. In addition to the City of Fort Collins Standard
Purchase Order Terms and Conditions, the Federal Requirements listed will apply to this
contract.
Richard M. Whayne, Jr.
Whayne and Sons Enterprises, Inc. dba Whayne Enterprises
10515 E. 40th Avenue, Suite 103
Denver, CO 80239
(303) 375-8000
rmw@whayneenterprises.com
15,581.83
3,669.00
190,650.96
None
968.00
419.00
331.00
309.00
291.00
271.00
for weekly
clean
0.55 1 18 9.9 1.2375 0.2475
Total 1.7325
40 foot
buses
Daily
cleaning 0.6 6 15 54 1.125 1.35
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