1-RFP-26-0086 - Janitorial Services.pdf

Procurement Division

PO Box 768 Olathe, KS 66051-0768

REQUEST FOR PROPOSALS

FOR

JANITORIAL SERVICES

DATE OF ISSUE: AUGUST 21, 2026 BID NUMBER: RFP-26-0086

Proposals must be received online at Bonfire no later than:

September 30, 2026 at 10:00 AM (CST)

Questions concerning this RFP shall be directed to Bonfire no later than:

September 23, 2026 at 5:00 PM (CST) Questions will be addressed via addendum on to Bonfire.

https://olatheks.bonfirehub.com/ https://olatheks.bonfirehub.com/

City of Olathe

RFP-26-0086

Janitorial Services

I. INTENT AND BACKGROUND

The City of Olathe, Kansas (“City”) is seeking proposals from qualified and experienced contractors to provide comprehensive janitorial and custodial services at various City-owned and operated facilities. The intent of this solicitation is to identify a qualified Contractor capable of providing consistent, high-quality, and responsive cleaning services that support clean, safe, and well-maintained facilities for employees, visitors, residents, and facility users.

The City currently utilizes a combination of contracted janitorial services and services performed by City staff. To provide flexibility in determining the City's future service delivery model, this solicitation requests proposals for two service delivery options. Scope 1 – Combined Contractor and City Staff Services provides for the Contractor to perform specified janitorial services while designated services remain the responsibility of City staff. Scope 2 – Fully Contracted Janitorial Services provides for the Contractor to assume responsibility for the complete janitorial and custodial services identified in the solicitation.

Respondents shall provide pricing for both Scope 1 and Scope 2. The City may evaluate the two service delivery options independently and reserves the right to select the option that best meets the City's operational needs, service requirements, and available funding.

In addition to regularly scheduled janitorial and custodial services, certain City facilities include meeting, event, and public-use spaces that may require additional services outside of the routine cleaning schedule.

These services may include event setup and cleanup, take-down and restoration of spaces, Day Porter services, on-demand flooring services, and other additional services identified in the solicitation.

Respondents shall provide the required approach and pricing for these services as specified in the RFP.

The City intends to establish a service delivery model that provides reliable, consistent, and responsive janitorial services while allowing flexibility to address changing facility needs, staffing requirements, special events, and other operational demands throughout the contract term.

Site Visits The City will conduct scheduled site visits over two consecutive days to provide prospective Proposers the opportunity to tour the facilities included in this solicitation and gain a better understanding of the City's janitorial service requirements. Proposers are encouraged to attend the site visits to become familiar with the facilities, existing conditions, and scope of services prior to submitting a Proposal.

Site Visit – Day 1 September 15, 2026, at 7:30 a.m.

Starting Location: Little Ironwood – 1432 W. Ironwood St., Olathe, KS 66061

Site Visit – Day 2 September 16, 2026, at 7:30 a.m.

Starting Location: To be determined

The City will establish the Day 2 starting location based on the progress made during Day 1. The starting location will be communicated to participating Proposers following the Day 1 site visits.

Proposers are responsible for arriving at the designated starting location on time. The City may not be able to accommodate Proposers who arrive after the scheduled departure time.

Questions regarding the site visits may be directed to Luke Winter at 913-971-9010 or LEWinter@OlatheKS.org. All other questions or communications regarding this solicitation must be directed to the Procurement Specialist in accordance with the RFP's communication requirements.

II. SERVICE DELIVERY OPTIONS

The City is requesting proposals for two service delivery options. Respondents shall provide pricing for both Scope 1 and Scope 2 as described below.

Scope 1 – Combined Contractor and City Staff Services Under Scope 1, the successful Contractor will provide the janitorial and custodial services specifically identified as Contractor responsibilities, while designated services will continue to be performed by City staff.

The facilities, areas, cleaning specifications, frequencies, and services included in the Contractor's portion of Scope 1 are identified in the Facility and Cleaning Space Schedule – Scope 1 attachment.

Scope 2 – Fully Contracted Janitorial Services Under Scope 2, the successful Contractor will assume responsibility for the full scope of janitorial and custodial services identified in the solicitation. This scope represents a fully contracted service model in which the services currently designated for City staff, in addition to the Contractor services identified under Scope 1, will be performed by the Contractor.

The facilities, areas, cleaning specifications, frequencies, and services included in Scope 2 are identified in the Facility and Cleaning Space Schedule – Scope 2 attachment.

Common Requirements The Contractor Responsibilities document and Contractor Deliverables/Cleaning Specifications apply to both Scope 1 and Scope 2 unless specifically stated otherwise.

The Contractor Responsibilities document identifies the general responsibilities and expectations of the successful Contractor. The Contractor Deliverables/Cleaning Specifications establishes the required cleaning services, frequencies, standards, and deliverables for the facilities and spaces included in the applicable scope.

The Facility and Cleaning Space Schedules identify the specific services, cleaning specifications, frequencies, and facility-specific requirements applicable to each location. Where a facility-specific requirement identified in the applicable Facility and Cleaning Space Schedule differs from or adds to a general requirement in the Contractor Responsibilities or Contractor Deliverables/Cleaning Specifications, the facility-specific requirement shall govern.

Cleaning Specifications The attached Facility and Cleaning Space Schedules for Scope 1 and Scope 2 identify the required cleaning specification and frequency for each facility and space. Respondents shall review the schedules in their entirety and include all labor, equipment, supplies, materials, supervision, and other resources necessary to meet the identified requirements.

The following provides a general description of the cleaning specifications used throughout the RFP:

• Standard Cleaning: Routine cleaning of assigned spaces, including offices, cubicles, common areas, conference rooms, kitchens/break rooms, restrooms, locker rooms, corridors, stairwells, elevators, lobbies, entrances, and other areas identified in the Facility Schedule. Services may include vacuuming, dusting, surface cleaning, trash and recycling removal, restroom cleaning, interior glass mailto:LEWinter@OlatheKS.org and mirror cleaning, and periodic cleaning of vents and light fixtures. Specific requirements regarding office desks, trash removal, and other services are identified in the Facility Schedule.

• Parking Garage Cleaning: Cleaning of vestibules, stairwells, elevators, and interior glass; trash pickup and cleaning of designated parking areas; emptying trash receptacles; and seasonal power washing of exterior stairwells and vestibules.

• Parkview Cleaning: Cleaning of common areas, offices, lobbies, entries, meeting rooms, break rooms, trash chute rooms, laundry rooms, atrium areas, mezzanine walkways, stairwells, vestibules, and public restrooms, including wall railings and interior-facing glass in public areas. Quarterly cleaning of vents and light fixtures is also included.

• Park Restroom Cleaning: Cleaning of exterior restrooms, surrounding trash receptacles and adjacent sidewalks, wiping hard surfaces, restroom cleaning and sanitizing, and replenishing supplies.

Quarterly cleaning of vents and light fixtures is included where specified.

• Flooring Services: Cleaning and maintenance of hard and soft flooring, including applicable routine, annual, or on-demand services. Specific flooring requirements are identified in the Facility Schedules and may include deep scrub and recoat, strip and refinish, shampoo cleaning, low-moisture encapsulation, and carpet extraction.

• Facility-Specific Services: Certain locations have additional requirements identified in the Facility Schedules, including exterior patio/deck cleaning, event setup and take-down, cleaning of museum areas containing fragile historical items, power washing, and seasonal playground restroom cleaning.

Event and Additional Services Certain City facilities contain meeting, event, and public-use spaces that may require janitorial or custodial services outside of the routine cleaning schedule. These services may include event setup, cleaning during or following an event, take-down, removal of event-related materials or trash, restroom servicing, and restoration of spaces following an event.

Respondents shall provide pricing for event-related services and other additional services as requested in the Proposal Form. Such services may be requested on an as-needed basis and may occur outside of the Contractor's regularly scheduled service times.

The City makes no guarantee regarding the frequency or volume of event-related or additional services.

Day Porter Services The City may utilize Day Porter services on an as-needed basis under either service delivery model.

Under Scope 1, the City may request Day Porter services at a facility when City staffing is temporarily reduced or unavailable, including situations such as vacancies, leave, or other staffing needs. The City may use the Contractor to supplement City staff during these periods without changing the overall Scope 1 service delivery model.

Under Scope 2, the City may request a Day Porter at a specific facility when additional on-site custodial support is needed beyond the services included in the regular contracted scope. This may include facilities with higher levels of activity, increased public use, special operational needs, or other circumstances identified by the City.

Day Porter services will be requested and authorized by the City on an as-needed basis and billed at the hourly rate proposed by the Contractor. Respondents shall provide a separate Day Porter hourly rate and shall not include anticipated Day Porter services in the monthly facility pricing unless specifically required by the Scope of Services.

Proposal Pricing Requirements Respondents shall provide pricing in accordance with the Proposal Form and all requirements contained within this RFP and its attachments. Respondents shall review all applicable specifications, facility information, cleaning schedules, square footage information, and floor plans when developing their pricing.

Because the City is evaluating two separate service delivery models, pricing for Scope 1 and Scope 2 shall be submitted separately and clearly identified by scope. Respondents shall not combine Scope 1 and Scope 2 pricing.

Scope 1 Pricing Respondents shall provide a monthly price for each facility included in Scope 1. Pricing shall be based on the Contractor performing the services identified as Contractor responsibilities within the Scope 1 Facility and Cleaning Space Schedule, with the remaining identified services continuing to be performed by City staff.

For each applicable facility, Respondents shall identify the monthly price for each cleaning specification identified by the City in the Scope 1 Facility and Cleaning Space Schedule.

Respondents shall provide a total monthly price for each facility and a total monthly price for Scope 1.

Scope 2 Pricing Respondents shall provide a monthly price for each facility included in Scope 2. Pricing shall be based on the Contractor performing the complete janitorial and custodial services identified within the Scope 2 Facility and Cleaning Space Schedule.

For each applicable facility, Respondents shall identify the monthly price for each cleaning specification identified by the City in the Scope 2 Facility and Cleaning Space Schedule.

Respondents shall provide a total monthly price for each facility and a total monthly price for Scope 2.

Required Pricing Detail Respondents may submit their pricing in a format of their choosing; however, the pricing submission must clearly identify the Scope, facility, applicable cleaning specification, and corresponding monthly price. The City must be able to determine the monthly cost associated with each facility and cleaning specification without relying on assumptions or calculations not provided by the Respondent.

Respondents shall separately identify any assumptions, exclusions, minimum charges, or other conditions that affect the proposed pricing.

Monthly pricing shall include all labor, supervision, equipment, cleaning supplies, materials, transportation, overhead, and other costs necessary to perform the specified services in accordance with the RFP.

Staffing and Service Schedule As part of the pricing proposal, Respondents shall provide sufficient information for the City to understand the staffing resources included in the proposed pricing. Respondents shall identify:

• Estimated time required to clean each facility;

• Number of FTEs assigned to each facility or Scope;

• Number of crew leaders/leads;

• Number of supervisors; and

• Number of managers.

Respondents shall also identify any other staffing assumptions that materially affect the proposed pricing or level of service.

Event Setup and Cleanup Pricing Respondents shall provide separate unit pricing for event-related services that may be requested outside of regularly scheduled janitorial services.

Respondents shall provide:

• Hourly rate for event setup services;

• Hourly rate for event cleanup services;

• Minimum number of hours per event, if applicable; and

• Any additional fees or charges that would apply to event setup or cleanup.

Additional Service and Flooring Rates Respondents shall provide hourly and/or per-square-foot unit pricing for additional services that may be requested by the City outside of the regularly scheduled services. Respondents shall identify regular and overtime/after-hours rates, where applicable.

At a minimum, pricing shall be provided for:

• Janitor – hourly rate and overtime rate;

• Porter/Day Porter – hourly rate and overtime rate;

• Lead/Crew Leader – hourly rate and overtime rate;

• Supervisor – hourly rate and overtime rate;

• Deep Scrub and Recoat – per-square-foot rate;

• Strip and Refinish – per-square-foot rate;

• Shampoo Cleaning – per-square-foot rate;

• Low-Moisture Encapsulation – per-square-foot rate; and

• Carpet Extraction – per-square-foot rate.

The City may request on-demand flooring and other additional services throughout the contract term based on facility needs and available funding. The City makes no guarantee regarding the frequency or volume of such services.

Respondents shall identify any minimum service charges, mobilization fees, equipment charges, material charges, or other costs that would apply to additional services.

Pricing Clarifications All proposed pricing shall remain in effect in accordance with the pricing and contract terms established by the RFP and resulting agreement. Respondents shall clearly identify any proposed escalation, adjustment, or other pricing provisions.

The City reserves the right to request additional services on an as-needed basis and is under no obligation to purchase a minimum quantity of additional services unless otherwise stated in the resulting agreement.

III. PROPOSAL FORMAT

Proposals shall address all of the following items in the order in which they appear in this document. This format is required to facilitate an equitable comparison of proposals by the evaluation team. Failure to present the proposal in this manner may result in reduced consideration and evaluation scores.

All proposal information must be submitted electronically through Bonfire.

1. Cover Letter – Include company name, address, phone number, email address, and a brief company history.

2. Company Qualifications and Relevant Experience – Describe the Proposer's relevant knowledge, experience, qualifications, and record of performance providing janitorial and custodial services.

Include examples of similar contracts, the size and type of facilities served, scope of services provided, and the duration of the services.

3. Proposed Team and Staffing – Identify key personnel, supervisors, leads, and proposed subcontractors, including relevant qualifications, experience, resumes, and areas of responsibility.

Describe the proposed staffing structure for the City's services, including anticipated staffing levels, supervision, and management.

4. Approach and Work Plan – Describe the Proposer's approach to providing the required janitorial and custodial services. The response shall address, at a minimum:

o Approach to providing Scope 1 – Combined Contractor and City Staff Services;

o Approach to providing Scope 2 – Fully Contracted Janitorial Services;

o Methods for scheduling, staffing, supervising, and monitoring services;

o Quality control and inspection procedures;

o Communication and issue-resolution procedures;

o Approach to maintaining service levels during employee absences, vacancies, or other staffing shortages;

o Approach to event-related and on-demand services; and o Methods for managing and maintaining consistent service across multiple facilities.

5. Cleaning and Service Plan – Describe the proposed methods and procedures for performing the cleaning services identified in the Facility and Cleaning Space Schedules and Contractor Deliverables/Cleaning Specifications. The response shall demonstrate the Proposer's understanding of the City's cleaning requirements and explain how the Proposer will ensure required cleaning frequencies, standards, and facility-specific requirements are consistently met.

6. Staffing and Service Schedule – Provide the proposed staffing and service schedule, including estimated time required to clean each facility, number of FTEs, crew leaders/leads, supervisors, and managers. Respondents shall identify any staffing assumptions that materially affect the proposed service or pricing.

7. Required Forms and Attachments – Complete and return all items identified as “RETURN” in the RFP Attachments and Forms Guide. Items identified as “READ ONLY” are provided for informational purposes and do not require submission.

8. Fee Proposal – Submit pricing as a separate electronic document in accordance with the Proposal Pricing Requirements. Pricing shall be clearly identified for Scope 1 and Scope 2 and shall include all required facility, cleaning specification, staffing, event, Day Porter, and additional service pricing identified in the RFP.

9. Additional Information – Provide any additional information the Proposer believes should be considered in the evaluation of its proposal.

10. Exceptions and Addenda – Clearly identify any exceptions to the RFP requirements and acknowledge receipt of all addenda. Failure to identify an exception shall constitute acceptance of the requirements as stated.

Proposals shall remain valid for 120 calendar days from the RFP opening date.

Failure to provide the required information or follow the submission requirements may result in reduced consideration or evaluation points.

INQUIRIES

Questions or requests for information regarding this RFP must be submitted through Bonfire no later than September 23, 2026, at 5:00 p.m. (Central Time). Questions submitted after this deadline may not receive a response.

Respondents shall make no contact, either written or verbal, with members of the City of Olathe City Council, City Legal Counsel, or City employees regarding this solicitation, except as specifically authorized by the RFP. This restriction does not apply to communications with the Procurement Specialist through the designated RFP communication process or communications with City staff specifically designated to coordinate the scheduled site visits. Any attempt to improperly influence the selection process may result in disqualification.

Proposals and other information submitted in response to this RFP may be subject to disclosure under the Kansas Open Records Act and other applicable law. Respondents should clearly identify any information they believe is confidential or proprietary and provide the basis for the requested protection in accordance with applicable law. The City will determine the confidentiality and disclosure of submitted information in accordance with applicable law.

Because contracts resulting from this solicitation involve the expenditure of public funds and/or use of public facilities, Respondents should understand that proposals, awarded contracts, and related records may become public records and may be subject to disclosure following award and execution of the contract.

IV. EVALUATION CRITERIA

The evaluation team will review the proposals received and rate each in accordance with the following criteria:

Company Qualifications & Relevant Experience: 20 Points Staffing, Supervision, & Personnel Plan: 25 Points Service Approach, Work Plan, & Quality Control: 25 Points Communication & Customer Service: 15 Points Fee Proposal: 15 Points

The City may establish a short list of Respondents from the Proposals received and may invite shortlisted Respondents to participate in oral presentations, interviews, or discussions with the evaluation committee.

The decision to conduct oral presentations will be based on the number and quality of Proposals received and the City's determination of what is necessary to complete the evaluation process.

If oral presentations or interviews are conducted, the City will provide the format, schedule, and any instructions to the selected Respondents in advance. The evaluation criteria established in this RFP will remain applicable throughout the evaluation process. The City may request clarification or additional information as part of the evaluation; however, Respondents will not be permitted to materially alter their Proposals.

The City will not be responsible for any expenses incurred by Respondents in connection with oral presentations, interviews, site visits, or other participation in the solicitation process.

Following completion of the evaluation process, the City may recommend one or more Respondents for contract award in accordance with the City's procurement procedures and applicable approvals.

The City reserves the right to reject any or all Proposals, to cancel or abandon the solicitation, or to reissue the Request for Proposals if determined to be in the best interest of the City.

V. SCHEDULE

The following is a tentative project schedule:

RFP Issuance Date: August 21, 2026 Site Visit Day 1: September 15, 2026 at 7:30AM CST Site Visit Day 2: September 16, 2026 at 7:30AM CST Deadline for Questions: September 23, 2026 at 5:00 PM CST Proposal Submission Deadline: September 30, 2026 at 10:00 AM CST Evaluation Period: Week of October 5, 2026 Tentative Vendor Interviews: Week of October 19, 2026 Contract Award: November, 2026 Council Approval: December, 2026 Contract Start: January, 2027

VI. CONTRACT AWARD

The City anticipates entering into a contract with the individual and/or firm(s) whose proposal(s) are judged by the City to be most advantageous.

Respondents shall understand that this RFP does not constitute an offer or a contract with the Respondent.

An official contract or agreement is not binding until proposals are reviewed and accepted by appointed staff, approved by the appropriate level of authority within the City, and executed by the parties.

The City anticipates an initial contract term of three (3) years, with the option to renew for additional one

(1) year terms at the City's discretion. The number of renewal terms shall not be limited, provided that any renewal is authorized by the appropriate level of authority within the City and agreed to by both parties.

The City reserves the right to establish a shorter initial contract term, including an initial term of one (1) year, if determined to be in the City's best interest. Any renewal of a contract established with a shorter initial term may be for additional one (1) year terms.

To provide for changes in economic conditions, Respondents may propose annual rate increases of up to three percent (3%) per year. Respondents shall clearly identify any proposed annual rate increases and provide a schedule identifying the proposed increase for each contract year and renewal term, as applicable.

Any rate increase shall be subject to the terms of the resulting contract and approval by the City. No rate increase shall be effective unless authorized in accordance with the resulting agreement.

The City anticipates that the final contract will be in substantial conformance with the Sample Standard Contract; nevertheless, Respondents are advised that any contract which may result from this RFP may deviate from the Sample Standard Contract. Any changes to the Sample Standard Contract suggested by the Respondent must be clearly stated in the Proposal.

The City reserves the right to reject all proposals, to abandon the project, or to re-advertise for and solicit other proposals. The City may, in its discretion, waive any informalities and irregularities contained in a proposal or in the manner of its submittal and award a contract thereafter. The City further reserves the right to negotiate any and all terms of the proposal.

PRE-CONTRACTUAL EXPENSES

The City shall not, in any event, be liable for any pre-contractual expenses incurred by a Respondent in preparing or submitting a Proposal or otherwise participating in this solicitation prior to execution of a contract by the City and the Contractor. Pre-contractual expenses include, but are not limited to, expenses incurred by the Respondent for:

• Preparing and submitting a Proposal to the City;

• Preparing responses to requests for clarification or additional information;

• Participating in site visits, meetings, interviews, presentations, or negotiations with the City;

• Conducting due diligence or developing proposed staffing, service, or pricing plans; and

• Any other expenses incurred by the Respondent prior to execution of a contract with the City.

All prospective Respondents will be afforded an opportunity to submit proposals in response to this solicitation. The City will not discriminate against any Respondent on the basis of race, color, religion, national origin, age, sex, disability, or any other status protected by applicable federal, state, or local law in the consideration of proposals or award of any contract resulting from this solicitation.

RFP DOCUMENT MISTAKES

Respondents are responsible for reviewing the entire RFP, including all specifications, attachments, forms, and addenda, prior to submitting a Proposal. Any errors, omissions, ambiguities, or inconsistencies identified by a Respondent shall be brought to the City's attention prior to the Proposal closing date.

Proposals may not be modified or corrected after the closing date and time, except as otherwise permitted by applicable law or City procurement procedures. Failure to provide required information may result in the Proposal being deemed non-responsive and rejected.

Proposals submitted through Bonfire shall be considered final upon the closing date and time. A Respondent may withdraw and resubmit its Proposal through Bonfire prior to the closing date and time. E-mail, telephone, verbal, or other informal modifications to a submitted Proposal will not be accepted.

The City reserves the right to seek clarification of a Proposal when necessary to complete the evaluation process; however, clarification shall not permit a Respondent to materially alter its Proposal.

INDEMNIFICATION

Loss: For purposes of indemnification requirements, the term "Loss" means any and all loss, damage, liability or expense, of any nature whatsoever, whether incurred as a judgment, settlement, penalty, fine or otherwise (including reasonable attorney's fees and the cost of defense), in connection with any action, proceeding, demand or claim for injury, including death, to any person or persons or damages to or loss of, or loss of the use of, property of any person, firm or corporation, including the parties hereto, which arise out of or are connected with the performance of this Agreement.

Indemnification and Hold Harmless: For purposes of this Agreement, Consultant agrees to indemnify, defend, and hold harmless the City and the Olathe Housing Authority and their agents from any and all Loss where Loss is caused or incurred as a result of the intentional misconduct, recklessness, negligence, or other actionable fault of the contractor or its subcontractors. Neither acceptance of completed work nor payment therefor nor termination or expiration of this Agreement releases Consultant of its obligations under this paragraph.

APPROPRIATIONS CLAUSE

The City is subject to the Kansas Cash Basis Law. Accordingly, execution and continuation of the contract is contingent upon annual appropriation of funds by the applicable legislative body in an amount sufficient to allow performance in accordance with the terms and conditions of the contract. The City shall, upon receipt of notice by the appropriate authority that sufficient funds are not available to continue full and faithful performance of the contract, provide prompt written notice to the Respondent of such event, and effective thirty (30) days after giving such notice or upon the expiration of the period of time for which funds were appropriated, whichever comes first, be thereafter released of all further obligations in way related to the contract.

ATTACHMENTS

Attachment Letter Return Read Only

A Contractor Responsibility x

B Contractor Deliverables/Cleaning Specifications X

C Vendor Response Form x

D City of Olathe Terms and Conditions X

E Sample Contract and Insurance Exceptions X

F Affidavit x

G Cooperative Purchasing X

Separate File Scope 1 – Combined Contractor and City Staff Services X

Separate File Scope 2 – Fully Contracted Janitorial Services X

Separate File Floor Plans X

Attachment A – Contractor Responsibility Contractor Responsibility

1. Adherence to All Local, State and Federal Laws and Requirements:

The Contractor must adhere to all current applicable federal, state, and local laws, codes, and ordinances, including, but not limited to, those promulgated by KS-OSHA, FEDOSHA, EPA, and the City of Olathe.

2. Key Personnel:

It is essential that the contractor provide adequate experienced and professional personnel, capable of and devoted to the successful accomplishment of work to be performed under this contract.

2.1 The Contractor must agree to assign specific individuals to the key positions.

a. The Contractor agrees that, once assigned to work under this contract, key personnel must not be removed or replaced without written notice to the City of Olathe.

b. If key personnel are not available for work under this contract for a continuous period exceeding thirty (30) calendar days, or are expected to devote substantially less effort to the work than initially anticipated, the Contractor must immediately notify the City, and must, subject to the concurrence of the City of Olathe, replace such personnel with personnel of substantially equal ability and qualifications.

2.2 The Contractor must be responsible for, but not limited to, the following:

a. adherence to schedules

b. maintenance or replacement of cleaning equipment

c. notifying City of any personnel changes

d. training of new personnel

3. Supervisors:

3.1 The Contractor must provide qualified English-speaking supervision in all areas of operations. The supervision team must work with City of Olathe personnel in planning and scheduling work for completion of tasks. The

Contractor must furnish only employees who are authorized, competent and skilled for work under this contract.

3.2 The Contractor must designate in writing to the City’s Facility Manager, the name of the person assigned as the

Contractor’s Project Manager with full authority to administer the terms of this contract. The General

Manager/Operation Manager or equivalent personnel must have the capability to receive requests by telephone, text or e-mail to facilitate timely corrective actions. An answering service or answering machine must NOT be an acceptable means of contact for the General Manager/Operation Manager or equivalent personnel. This representative must be available seven (7) days a week, plus should be easily accessible and commit to a 30-minute response time on all inquiries.

3.3 All General Managers/Operation Managers engaged in directing the work to be accomplished under this contract must possess at least two (2) years of recent (within the past 5 years) experience in directing cleaning type operations in a supervisory capacity for commercial buildings of the approximate size of the building(s) to be cleaned under this contract. Contractor must provide all supervision as may be necessary to oversee its contractor personnel:

General Managers/Operation Managers who must always be present and engaged during contract operations, and who must be responsible for both conduct and workmanship. The said General Managers/Operation Managers must be able to communicate effectively in both written and oral English.

3.4 The General Manager/Operation Manager or equivalent personal must be the Contract supervisor. The working supervisors must verify the cleanliness of facilities prior to releasing Contractor personnel each shift and meet periodically on a weekly basis with the City’s Custodial Supervisor. The Contractor Supervisors must be thoroughly familiar with the content of the bid specifications and intent of the complete agreement. Any violation by the Contractor’s personnel of these requirements, or others established by the City of Olathe, must result in the removal of the employee from this contract. Termination of this contract may result, at the discretion of the City’s Facility Manager, for repeated non-compliance of these requirements.

3.5 The General Manager/Operation Manager or equivalent personnel will be responsible for providing periodic account review, reporting, and problem resolution when asked by a Custodial Maintenance Supervisor.

Note: Contractor must meet with the City’s Facility Manager or designee at a time to be agreed upon for administration of work, including review of inspection reports each week. City staff will be responsible for completing weekly inspection reports on all facilities. At a minimum, inspection reports for the previous one-month period must be reviewed by the City’s Facility Manager or designee and the Contractor’s Project Manager at the first meeting of the following month. Quarterly Business Reviews will be conducted every 90 days to ensure the contract requirements are being met and the continuous improvement goals are being achieved.

4. Personnel:

4.1 The custodial staff provided by the Contractor shall be employees of the Contractor. The Contractor shall not use subcontracted staff to clean City Facilities. Personnel employed by the Contractor must be competent, trustworthy, and properly trained for the work requirements. The Contractor and employees must be required to comply with all applicable regulations of the City, as directed, and full cooperation must always be expected and required. Contractor must notify the Facility Maintenance Supervisor immediately in writing of all changes on Contract personnel by submitting name and address of employee and effective date of employment or termination.

When, in the opinion of the City, an employee does constitute a satisfactory security risk, his/her employment on the Contract will be denied.

5. Background Check:

The Contractor’s employees who will work in buildings owned or managed by the City of Olathe are required to be cleared through a thorough background check procedure prior to employment and the results submitted to the Olathe

Custodial Management. The cost of this background check will be the responsibility of the Contractor.

6. Background Investigation Requirements:

AT not cost to the City of Olathe, a criminal background investigation must be conducted by the Contractor on all employees who will be providing service under this contract. The Contractor shall certify to The City of Olathe that no such personnel has any criminal background that would render such personnel not bondable as an employee according to customary bond underwriting criteria.

The Contractor must maintain documentation of the screening in the employee’s employment file. The

Contractor must ensure that all background screenings are refreshed every year from the time initially performed for each employee during the term of the contract. All of Contractor’s actual and prospective employees whose duties will or may include duties under this contract, must consent to the background investigation prior to accessing any City of

Olathe Facilities.

The Contractor’s employees who will be working in the Olathe Courts building will need to pass additional background investigation through the Olathe Courts.

7. Health:

All personnel must be in good health and free of contagious diseases. Contractor must not allow any person(s) under the influence of alcohol or drugs on the premises or in the building. Neither must the Contractor allow the use or presence of alcohol or drugs on the premises or in the building.

8. Identification and Uniforms:

All personnel must wear uniforms (logo t-shirt or smock is acceptable), furnished by the Contractor, always during the performance of this work. The personnel will always be clean and neat in appearance. Closed toe and heeled shoes must be worn for proper safety during tasks being performed. Employees must wear an identification badge with the employee’s picture, name, and company name on the face of the badge. The badge must be worn in plain sight, above the waist always while the employee is on City property. The Contractor’s employees are required to provide proper identification when requested by City or security personnel. Any employee that does not comply with this requirement must be required to leave City facilities. There is no exception to this requirement, which is to ensure only authorized Contractor employees are in City facilities.

9. Conduct:

No person(s) must be employed for this work that is found to be incompetent, disorderly, and troublesome, under the influence of alcohol or drugs, which fails or otherwise refuses to perform the work properly and acceptably or is otherwise objectionable. Any person found to be objectionable must be discharged immediately and not reemployed on this work.

10. Supervision:

The General Manager/Operation Manager or equivalent personnel must conduct a Weekly inspection and evaluation of all assigned areas of work, note all discrepancies, ensure they are corrected, and monitor service workers to ensure they are performing assigned tasks Contractor will ensure all required doors are locked after rooms are cleaned each shift.

a. Failure to maintain a secure environment and set the security alarm (where applicable) will result in issuance of a complaint and possible cancellation of the Contract. In addition, blocking or wedging of any type of doors or in the open position is prohibited, as it violates the required operation and closing feature of the door.

b. Any cost incurred from security service or local police for false alarms caused by failure of the Contractor to properly set the security alarm will be the responsibility of the Contractor.

c. The General Manager/Operation Manager or equivalent personnel must complete and provide a weekly digital inspection report to SmartInspect, CleanTelligent or agreed upon equivalent software. The report must contain all the tasks required and must be unique for each site and include all rooms, community rooms, restrooms, etc.

The agreed upon digital inspection software shall be paid for and provided by the Contractor with access for up to eight (8) city staff to perform inspections and interact with the software.

d. Reports will be generated for all special requests, deep cleaning or seasonal work as well. The City will work with the Contractor to develop comprehensive reports for each site within the City of Olathe SmartInspect, CleanTelligent or agreed upon equivalent software.

e. The General Manager/Operation Manager or Supervisor must not double as a working employee at any sites, this administration position is there to manage staff and/or train staff, it is not intended for them to be an active cleaner, which the Contractor can charge back their time, this is not a viable use of the designated duties.

11. Training:

Contractor must have an ongoing training program for all staff and submit to the City their training plan.

Contractor must provide only personnel that have been fully trained for performance of this work.

Contractor shall provide and document at least eight hours per year of training for each contract employee. However, training frequency and duration shall be adjusted based on employee’s tenure and date of hire. New hires should participate in a more robust and concentrated training period, likely exceeding eight hours for their first year.

Substitute employees shall also be trained according to the same standard as new hires. Supervisors must have been trained in supervision as well as technical training in janitorial services.

The Contractor’s employees must be trained in the following areas, prior to being assigned to work under this contract:

1. Proper cleaning techniques required to perform the standards of the specifications, in accordance with this contract.

2. Specific location training.

3. Contract specification cleaning requirements, including the use of Green Seal certified cleaning products and other methods (micro-fiber clothes, etc.) to reduce the use of chemicals. This training will be performed at each facility. Each employee must be required to sign a copy of the specifications to acknowledge cleaning requirements.

4. All janitorial contract personnel are also required to receive all appropriate safety training in all aspects of custodial/housekeeping operations from the janitorial company. Records to substantiate these requirements must be made available to the City of Olathe within 24 hours of a request.

12. Safety Program:

12.1 The Contractor must submit to the City their written safety program and Injury and Illness Prevention Program

(IIPP). This program must include at a minimum, detailed training procedures in the following:

1. Safe work habits

2. Safe use of cleaning chemicals (right-to-know) MSDS Sheets

3. Safe use of cleaning equipment

4. The use of equipment, signs, barriers, or other devices, to protect the building occupants or equipment

5. Proper handling of hazardous materials and biological waste (blood-borne pathogens)

6. Recognizing hazardous or other materials, which are not allowed for use in this contract

12.2 To be effective with an IIPP, the contractor must:

1. Fully involve all employees, supervisors, and management

2. Identify the specific workplace hazards employees are exposed to

3. Correct identified hazards in an appropriate and timely manner

4. Provide effective training.

13. Safety Procedures:

All cleaning chemicals must always be stored in properly labeled containers. The contractor must provide a floor care procedure using products that meet American Society of Testing Materials (ASTM) and CSMA standards.

14. Nondiscrimination:

The Contractor must not engage in discrimination in employment of persons because of race, color, national origin, ancestry, sex, or religion of such persons.

15. Employee List:

The Contractor shall provide cleaning staff that are employed by the contracted company; subcontracting the work to non-employees shall not be allowed.

The Contractor must provide to the City’s Facility Manager or designee an accurate employee directory with photos.

This list is an important tool for everyone in an organization to find people and expertise quickly and easily. Complete and accurate employee directories lead to improved resource utilization and collaboration. List data must indicate personnel by building(s) in which they are assigned to work and must include full names and confirmation date of background check. Changes to the list must be reported, in writing, to the City’s Facility

Manager within one working day. Employees terminated by the Contractor must be reported the same day to the City’s

Facility Manager, unless it is after hours, then the next business morning must be acceptable. Badges and keys issued to individual contractors shall not be shared.

16. Removal of Staff:

The City of Olathe requires the Contractor to remove all Contractor personnel from City of Olathe property who are deemed careless, incompetent, insubordinate, objectionable, or whose continued employment on the job is deemed to be contrary to public health, safety and welfare. If, in the opinion of the City of Olathe, an employee of the

Contractor is incompetent or disorderly, refuses to perform in accordance with the terms and conditions of the contract, threatens or uses abusive language while on City of Olathe property, or is otherwise unsatisfactory, upon City of

Olathe request, the Contractor must remove that employee from all work under this contract. It is the responsibility of the Contractor to provide the proper training for their employees.

17. Backup Staff:

The Contractor must provide enough backup staff to cover absenteeism or extend existing work force hours to compensate for absent staff. The backup staff must adhere to the same background and security screenings as regular staff. The City reserves the right to request additional backup staff as deemed necessary.

18. Urgent Custodial Services:

Urgent services may include, but are not limited to cleaning up spills, leaks, breakage, and biohazard cleanup which requires special handling. Biohazard may include blood, urine, fecal matter, and vomit. In the case of urgent services where additional staff or redeployment of on-duty staff is required, the City Facilities Maintenance Supervisor or

Custodial Maintenance Supervisor must notify the Contractor’s supervisor.

19. Unauthorized Personnel:

Employees of the Contractor must not be assisted nor accompanied by any individual that is not an employee of the

Contractor, while performing duties related to the contract. This includes friends, children, and/or other relatives.

Employees of the Contractor that violate this stipulation must be deemed objectionable to the City of

Olathe and must not be allowed to work in City of Olathe facilities.

20. Prohibited Items:

Contractor’s employees must be prohibited in the use or possession of the following items while working on City of

Olathe premises: guns, knives, other weapons, alcohol, and/or controlled substances. Contractor’s employees must not be under the influence of alcohol or illegal drugs. Any employee violating this policy must be removed immediately from

City of Olathe facilities and replaced with acceptable personnel.

21. City & Personal Property of City Personnel:

The Contractor must direct their employees against the unauthorized reading and disclosing of materials and documents available in the facilities of the City of Olathe and against unauthorized use of City of Olathe and personal property, such as telephones, radios, copy machines, computers, terminals, fax machines, calculators, etc., which may be in any of the City of Olathe facilities. The Contractor must be responsible for seeing that Contractor’s employees do not disturb papers on desks, tables, or cabinets, and do not open desk drawers or cabinets. Found item(s) must be turned in at the end of each shift to the Contractor’s supervisor. The supervisor must return the item(s) to the City’s Facility Manager within twenty-four (24) hours.

21.1. City telephones must not be used by the Contractor or its employees for personal or business reasons with the following exception(s): to report need of emergency medical aid, fire or need of law enforcement, (use ‘911’) and notification to the Olathe Police Department of damage as required in this contract. Any calls to numbers other than those above will be considered a violation of this contract and grounds for immediate termination.

21.2. Care of Facilities:

Contractor's employees must regularly observe the general condition of all buildings and report problem areas to

Contractor's supervisor or lead custodian. Contractor must be responsible for knowledge of and use of all fire alarms and fire prevention equipment. In case of emergency, Contractor’s employees must notify the City’s Communication

Center by dialing 911 and must then call or City’s Facility Manager, or his designee, immediately. Contractor must report all required non-emergency repairs by contacting the City’s Facility Manager, or his designee.

22. Security:

Contractor’s personnel must not be allowed in City of Olathe facilities outside of normal business hours unless they are performing work for the Contractor. All Contractor personnel are required to provide proof of identity when requested to do so by City of Olathe personnel. Keys must not be left in the door locks. The Janitorial Services contractor must be responsible for securing/locking the interior and exterior portions of the building during hours to be specified by the

Maintenance Services Manager or his/her designee. All workspaces must be locked, and the lights turned off when cleaning in each area has been completed. Security lights (as directed) must be turned on prior to leaving the facility.

23. Keys & Badges:

The Janitorial Services contractor must be…