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Request for Proposals: Security, Code Compliance, and Trash Maintenance Services

  • Writer: Stuart Murray
    Stuart Murray
  • Aug 26
  • 3 min read

Request for Proposal: Security, Code Compliance & Trash Maintenance Services

Property: 4153 Bingham Avenue, St. Louis, MO

Publish Date: Tuesday, August 26, 2025

Proposal Due Date: Friday, September 5, 2025 (one and a half weeks later)

Contract Start Date: Upon award, month-to-month with a 30-day cancellation clause



1. Introduction & Background

Kairos Academies seeks proposals from qualified vendors to provide monthly maintenance services at our vacant, 4.5-acre property (4153 Bingham Avenue). The site includes abandoned warehouses, outdoor paved areas, and open land. Our objective is to ensure the property remains safe, secured, and clean, preventing trespassing, litter accumulation, vandalism, and code violations.



2. Scope of Work

  • Security & Boarding Maintenance: Maintain existing fence and boarding—repair as needed to keep the site secured and comply with City of St. Louis ordinances regarding unsecured vacant buildings (e.g., increased fines under Ordinance 71990 for unsecured buildings)  .

  • Trash Removal: Monitor and remove all trash and debris from both indoor (warehouses) and outdoor areas. Haul off-site or secure for proper disposal.

  • Vegetation & Overgrowth: Remove overgrowth encroaching near buildings; routine lawn mowing is covered under a separate contract.

  • Graffiti Removal: Promptly remove or paint over graffiti. Per City ordinance 66934, property owners must not allow graffiti to remain on surfaces visible from public rights-of-way  .

  • Minor Repairs: Perform small repairs to boarding and fencing, as needed to maintain security and code compliance.

  • Exclusions: Pest control is not included.



3. Code Compliance & Legal Expectations

Vendors must adhere to applicable St. Louis City code enforcement requirements:

  • Ordinance 71990 mandates fines for unsecured and deteriorated buildings—plan maintenance accordingly .

  • Ordinance 66934 declares graffiti a public nuisance and requires property owners to remove it promptly.

  • Vendors should proactively mitigate code violations (e.g., unsecured openings, debris) to reduce risk of fines or enforcement.



4. Insurance & Liability

Vendor must provide:

  • General liability insurance

  • Workers’ compensation

  • School must be listed as Additional Insured



5. Service Frequency & Deliverables

  • Routine Visits: Multiple times per week, including weekends as needed.

  • Emergency / As-needed Response: For spikes in dumping or trespassing.

  • Inspection Log: Post-visit report with before/after photos, detailing observations, actions, and recommendations.



6. Contract Terms

  • Term: Open-ended month-to-month.

  • Cancellation: 30-day written notice by either party.

  • Pricing Format: Vendor may submit pricing in their preferred format; evaluation will consider average monthly cost.



7. Vendor Qualifications

  • Demonstrated experience managing large vacant or commercial properties.

  • Preference for vendors with background in securing, maintaining, and restoring vacant sites.



8. Procurement & Evaluation

  • While the contract is below the threshold for required competitive bidding, we encourage fair pricing through competition.

  • Evaluation Criteria (weighting):

    • Cost: 60%

    • Service Plan (thoroughness, responsiveness): 20%

    • Experience: 20%



9. RFP Timeline

Event

Date

RFP Published

Tuesday, August 26, 2025

Proposal Due

Friday, September 5, 2025

Contract Award

Mid-Late September 2025

Service Start

Immediately upon award



10. Proposal Submission Instructions

Proposals should include:

  • Company overview and relevant experience

  • Detailed service plan and approach

  • Sample inspection report format

  • Proof of required insurance coverage (liability, workers’ comp, additionally insured endorsement)

  • Pricing (monthly cost or format as proposed)

  • References from similar contracts


Submit proposals electronically to: jack.krewson@kairosacademies.org with subject line: RFP – 4153 Bingham Avenue Maintenance Services.



11. Additional Information

Please note:

  • School reserves the right to reject any or all proposals and to award contract in the best interest of its mission.

  • Final award is contingent upon verification of insurance and references.


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