Potential Custodial Services Outsourcing Process

What is Outsourcing?“Outsourcing is any task, operation, job or process that could be

performed by employees within an organization, but is instead contracted to a third party for a contracted period of time.”

(www.operationstech.about.com)

“Organizations contract out non-core activities in order to free up resources for what they do best and thus reduce their costs of

service.”(www.businessdictionary.com)

Some school districts have chosen outsourcing as a means to maintain more resources for their core mission of teaching and

learning. Resources can include time, administration and personnel in addition to money.

Potential Process

• Define the issueAre we using our resources most efficiently and effectively to meet the vision and mission of our school division?

• Conduct a cost analysis- Salary and benefits- Custodial supplies including delivery to schools- Custodial equipment/maintenance- Uniforms

• Issue an RFP and solicit proposals

Procurement Process

• A Request for Proposal is a procurement process which allows us to specify our needs

• Proposals are submitted by potential vendors based on specifications

• A committee is formed which evaluates the proposals and determines which vendors appear to best meet our needs

• Interviews are scheduled with selected vendors; this could also include site visits to existing customers

Procurement Process (continued)

• Negotiations are held with one or more vendors deemed to be the best

• If determined that this process is in the best interest of SPS, award is then made to the selected vendor

Scope of ServicesThe Scope of Services specifies our needs to potential vendors. Some

things we could include:

• Requirement of the cleanliness of the buildings to an industry standard and documentation of expectations; daily, weekly, monthly and yearly checklist of duties to be completed for each school/building

• Direct supervision and training of all custodians by industry specialists

• A local supervisor for SPS; provided by the successful vendor upon our approval

• An SPS employee to serve as a liaison between the vendor and the schools to include regularly scheduled reviews

Scope of Services (continued)

• Management and provision of all custodial supplies, uniforms and equipment with direct delivery to each school

• Requirement that all current employees be hired by the successful vendor for a predetermined period of time such as six months

• Requirement that health insurance, retirement and other benefits be available to all employees hired

• Criminal Background Checks and employee screenings as currently required by SPS

PROS and CONSPROS:• Enforceable contract to maintain the buildings to a specified

standard• Principals have more time to focus on instruction• Potential cost savings• Savings in administrative time

CONS:• Concerns about job and benefit loss by current employees• Principals will have less control of services in their building• Outsourcing may have a negative impact on our local

economy