12-01 - Specifications .pdf

City of Dallas

Request for Bids

(RFB)

Project Title: Janitorial Services for Dallas Water Utilities

Department

Buyer Solicitation Number: BD26-00029195 http://www.dallascitynews.net/

Specifications

I. Introduction, Purpose and Intent

This Request for Bids (RFB) is intended to set forth the requirements to establish a sixty (60) month

Indefinite Delivery/Indefinite Quantity ID/IQ service price agreement with 1st, 2nd, 3rd, 4th, and 5th twelve-month pricing periods per the terms and conditions herein stated for janitorial services for the

City of Dallas (City). And ID/IQ agreement is established when quantities of services and/or delivery schedules cannot be determined. Services under this agreement will be ordered on an as needed basis for the term of the agreement.

II. Pre-Bid Meeting Schedule, Questions, and Inquiries

During the solicitation process bidders are required to limit their communication regarding this project to the Buyer referenced herein. A pre-bid meeting will be held by the City whereby the bidders will have an opportunity to ask the requesting department(s) questions and/or obtain clarification. The pre-bid meeting will be the only time when bidder and requesting department(s) will communicate directly, thereafter, all communication associated with this project shall be addressed to the assigned

Buyer. Bidders may submit their questions electronically through the City solicitation portal, https://dallascityhall.bonfirehub.com/login. All questions shall be submitted electronically. The City will respond to all questions by way of addendum which will be posted as part of the solicitation. The

City, its agents, and employees shall not be responsible for any information given by way of verbal communication.

III. Bid Submittal Requirements

To be considered responsive, bid response must be submitted electronically

(https://dallascityhall.bonfirehub.com/login.) by the due date and time indicated in the solicitation. All bidders submitting bids through the electronic bidding system shall scan and upload a copy of their

$100.00 bid security (sealed bid bond, certified check or cashier’s check) as an attachment to their electronic bid. Original document(s) for the bid security shall be required from the recommended vendor(s) to be delivered to the city’s purchasing agent upon request. Bid security shall be delivered to: Office of Procurement Services, 3rd floor, Dallas City Hall, Room 3FN, Dallas, Texas 75201. The bid security of recommended bidders will be retained until such time as the awarded bidder has executed the contract. If the awarded bidder fails to execute and deliver the contract within ten (10) days after the notice of award, City may annul the notice of award and shall be entitled to make a claim against the bid security. The bid security of recommended bidders will be retained until the contract is awarded and the contract becomes effective, or all bids are rejected, whereupon bid security furnished by all recommended bidders will be returned.

The following document should be submitted with your bid:

- Copy of Bid Security ($100.00)

IV. Local Preference https://dallascityhall.bonfirehub.com/login https://dallascityhall.bonfirehub.com/login

The City’s Local Preference Program values the participation of companies who have their principal place of business in the City of Dallas and who hire City of Dallas residents.

Request for Bids

A local firm whose bid is within the following percentages may be considered for award over the lowest bidder (City Council ultimately decides):

• 3% of the lowest bid for a contract valued at greater than $500,000 for goods.

• 5% of the lowest bid for a contract valued at less than $500,000 for goods or services.

• 5% of the lowest bid for a contract valued at less than $100,000 for construction services.

V. Definitions

The following terms shall have the following meanings when used in these specifications.

Day Porter: Will be used as needed by the facilities once daily tasks are completed.

Daily Task: Daily cleaning assignments as specified on the specification. Daily task at facilities shall include the cost for personnel staff, janitorial supplies and equipment.

Acceptable Service Level: The level of service shall be maintained by the contractor in accordance with the requirements specified in Part VII for Group 1-3 and Exhibit I for Group 4.

Advertisement: All of the legal publications pertaining to the work contemplated or under contract.

As often as necessary: In order to maintain cleanliness determined by the facility.

City: The City of Dallas, Texas, a municipal corporation of Dallas County, Texas, acting by and through (a) its governing body, or (b) its City Manager, each of whom is required by law to perform specific duties. Responsibility of final enforcement of contracts involving the City of Dallas is by authority vested in the City Manager.

City Attorney: The City Attorney of the City of Dallas or his duly authorized assistants or agents.

City Council: The governing body of the City.

Contract: The written agreement covering the performance of the services. The contract includes the

Specifications, including special provisions, the Bid and any supplemental changes or agreements pertaining to the services or Specifications.

Contract Manager: A person designated in writing by the Contractor who has complete authority to act for the Contractor during the term of the Contract.

Contractor Facilities Supervisor: The person that is responsible for overseeing daily responsibilities/tasks of the contractor personnel.

Contractor: The person, persons, partnership, company firm association, or corporation, acting directly or through an authorized representative, submitting a Bid or entering into a contract for the services specified in this document.

Contractor Personnel: Contractor’s employees involved in providing janitorial daily maintenance cleaning.

City Representative: One or more individuals designated by the City of Dallas to monitor and inspect the performance of the work during the contract.

Facilities: The Departments and areas described in these specifications.

Facility Exterior: The sidewalks and exterior surfaces of Departments facilities.

Facility Managers: The City of Dallas Departments authorized representatives.

Maintenance Cleaning: Tasks that are performed to maintain the day-to-day cleanliness of the facilities as established by these specifications.

Manufacturer’s Recommendation: The cleaning recommendations or requirements as specified by the manufacturer of a certain material. The Contractor will be required, when possible, to contact the manufacturer to request information regarding recommended cleaning procedures in writing. The

Facility Manager or City of Dallas assigned City Representative shall then approve the recommended or required procedures.

Bond Requirements: The Bidder shall execute a performance bond and a payment bond (on forms provided by the City) within 15 business days after award of the contract with each bond in the amount of 25% of the annual amount of the Contract for the term of the Contract, guaranteeing the faithful performance of all conditions contained in the Contract and for prompt payment of all personnel and suppliers and other contractual indebtedness. Any lapse in coverage shall be cause for immediate termination due to breach of terms.

The bonds shall be with a surety company authorized to write bonds in The State of Texas and acceptable to the City and subject to the approval as to form and content by the City Attorney.

Payment Bond: The approved form of security furnished by the Contractor and its sureties for the protection of all claimants supplying labor and/or materials in the execution of the plans, specifications, and contract documents. The Payment Bond shall be for the term of the Contract, unless market conditions make such bonding unavailable.

Performance Bond: The approved form of security furnished by the Contractor and its sureties conditioned upon the faithful performance of the work in strict accordance with the plans, specifications, and contract documents. The Performance Bond shall be for the term of the Contract, unless market conditions make such bonding unavailable.

Bid: The written offer duly submitted to the Office of Procurement Services by, but not limited to, the person, persons, partnership, company, firm, association, or corporation.

Specifications: The directions, provisions, and requirements contained herein pertaining to the method and manner of performing the work and/or to the quality of the materials and equipment to be furnished under the Contract.

Sureties: The corporate bodies which are bound by the payment and performance bonds that are required with and for the Contract, and for any/all requirements as set out in the specifications or

Contract or by the Contractor. The sureties engaged are responsible for the entire satisfactory fulfillment of the Contract and of the Contractor’s duty to pay for labor and supplies in performance of the Contract services.

Tasks: All work, including the furnishing and management of staff, systems, cleaning supplies and other equipment necessary to the performance of the Contract for Groups 1, 2 and 3.

VI. Bidder’s Qualifications

The qualifications set forth are designed to establish experience criteria with which the Bidder demonstrates the company’s capability to provide Janitorial Services.

1) A minimum of three (3) years’ experience in performing similar services to multiple buildings with a minimum of 80,000 square feet of various sized spaces.

2) Operating experience and reputation for quality of service and cooperation and the ability to adequately staff qualified personnel.

3) The ability to begin full operation upon award of the Contract.

4) The ability to provide experienced professional and technical services in support of the janitorial services satisfactory to the City of Dallas.

5) The ability to provide new equipment or equipment approved by the City of Dallas assigned representative as stipulated in the Specifications, at the start of the contract and in the event that replacement equipment is necessary.

The bidder shall provide complete information in the bid about the following key staff positions with the following minimum requirements:

1) Contractor Facilities Supervisor:

a. Shall possess a minimum of three (3) years’ experience in janitorial cleaning.

b. One (1) year successful cleaning and janitorial experience in administration and supervision.

c. Shall be able to communicate in English.

2) The salary and expenses for the Contractor Facilities Supervisor is fully the responsibility of the Contractor and not reimbursable.

To provide information with regard to these minimum qualifications, each Bidder shall submit the following with their response:

1) An affidavit stating in detail, that the bidder has the ability to begin full operations upon award of the Contract.

2) Literature, brochures, etc. describing the operations of the firm and such other material that may be useful in determining the operating experience and reputation for quality and cooperation of the bidder and ability to execute operations as noted.

3) A list of references with email and telephone contact information from at least 3 entities for which services have been performed during the past year, including at least 1 contractor facility supervisor operating a similar facility for which bidder has performed janitorial services during the past year, see Exhibit A.

4) Resumes of all contractor facility supervisor’s candidates assigned to manage the Contract.

5) Comprehensive listing of all new or approved equipment (including model names or numbers) to be used by Contractor in the performance of this Contract.

6) Any contracts the bidder had for the purpose of providing janitorial service that were terminated during the last five years. Bidders shall also disclose the reason for the termination of those contracts, any lawsuits which resulted from the termination, and status and nature of these lawsuits

7) A disclosure of any litigation to which bidder is a party that involves similar type service contract as the one being proposed as of the last five years. Failure to disclose any such information will be a material defect in the Bid submission. The bidder shall disclose any contracts terminated or in default.

8) In order to successfully perform in accordance with the Specifications, the City has learned that a stable, motivated work force is essential. Therefore, the City requires that fair wages compliant with Federal fair wage requirements be paid to all employees of the bidder who perform services under an awarded contract.

9) Photographs or catalog cut sheets of proposed uniforms.

The decision of the City, as to the acceptable qualifications of bidders, shall be final.

GREEN SEAL CERTIFIED PRODUCTS REQUIRED

Bidders shall be committed to environmentally safe housekeeping practices. Where available, the vendor shall use products certified by the Green Seal organization. A list of Green Seal Certified

Products is available at www.greenseal.org/certproducts.htm

Cleaning products shall meet the Standard, GS-37 Industrial and Institutional Cleaners; and have the

Green Seal Certification Mark.

Green Seal

1001 Connecticut Avenue, NW Phone: 202-872-6400

Suite 827 Fax: 202-872-4324

Washington, DC 20036-5525 Email: greenseal@greenseal.org http://www.greenseal.org/certproducts.htm mailto:greenseal@greenseal.org

VII. Scope of Work

A. General Scope: The contract will be awarded to the lowest responsive and responsible bidder(s) meeting the specifications. The successful bidder(s) will be required to enter into the

City’s contact similar to the sample contract provided that will require the Contractor to provide services in accordance with the bid Specifications for a term of five (5) years. The contract will reflect the City’s standard terms and conditions and will be tailored to this procurement and completed by the City Attorney’s Office. No contract is binding until it has been approved as to form by the City Attorney and executed by the City Manager.

B. The Contractor awarded shall be used solely for the performance of the described Contract.

The Facility Manager will designate which space or areas the Contractor may use in the performance of the responsibilities as set forth herein to conform to the priorities established by Facility Management. These Specifications will become part of the Contract and bind the parties thereto.

Facility Activities / Services Required

The City of Dallas consists of multiple facilities owned and operated by the City of Dallas.

The hours of operation are 24 hours a day, 7 days a week; the specifications for this contract define the scope of work to be performed and a time schedule when the work is to be performed, e.g., daily, twice daily, weekly, twice weekly, monthly, annually, etc. Some work areas require specific cleaning at specific times as directed by the facility assigned representative. Time frames are subject to change at no additional cost to the City, e.g. from daily to twice daily, day service to night service, etc. The

City reserves the right to set specific hours for cleaning various work areas.

Contractor will be required to have e-mail access at any time janitorial service is being provided.

Contract Requirements

Performance: The Contractor shall be responsible for the professional execution of required services beginning on the first day of the Contract.

Contractor Personnel: The Contractor will make all personnel decisions and all daily supervision will be made by the Contractor and by the City of Dallas. Personnel assigned to perform services will be solely under the direction of the Contractor and the City of Dallas. The City requires that for effective daily maintenance cleaning the Contractor attempt to use a core group of employees, specifically trained by Contractor in their respective areas that will remain fairly constant in order to provide the most efficient services to the City.

Operations Manual: The Contractor’s operations manual, which shall contain complete instructions for each individual duty station plus emergency procedure instructions, shall be kept on-site at the facility. In addition, a master copy of the manual will be maintained at the City of Dallas assigned representative office.

Work Requirements

A. Recording Presence: Contractor shall support time reporting with sign in and out sheets at each facility.

B. Standard of Conduct: The Contractor shall be responsible for maintaining satisfactory standards of employees’ competency, conduct appearance, integrity, and shall be responsible for taking such disciplinary action as may be necessary to prevent any interfere with the tasks or disruption of the City of Dallas operations. The Facility Manager and janitorial assigned representative have the right to request that Contractor remove any personnel from the facilities that are deemed to be unsuitable.

C. Property: The Contractor will be solely responsible for replacement or reimbursement for any City or client property damaged or taken by Contractor personnel, ensuring that

Contractor employees do not damage or confiscate City or client property.

D. Work Practices:

1. General: Contractor’s janitorial personnel will be expected to adhere to standards of behavior that reflect credit on him/her, his/her employer, and the City of Dallas. These work practices shall be further defined in Contractor’s Operations Manual.

(a) When required to interact with a client or patron, Contractor’s personnel shall without exception respond in a professional, courteous, and helpful manner.

(b) Contractor’s personnel shall at no time solicit or accept any autographs, gifts, promotional items, gratuities, food and beverages, or other compensation from a patron or client.

(c) Contractor’s personnel shall not speak to any media source or outlet as an official representative of the Department or the City. All information or conversations of a sensitive or proprietary nature which may have been heard or read in or around the facility shall be treated as confidential information and shall not be repeated.

(d) An area in the facility shall be designated as a break or rest area for all the

Contractor’s personnel. All personnel shall remain in this area except when in the actual performance of their assigned duties. Contractor personnel are prohibited from smoking, consuming alcoholic beverages and using illegal drugs on City property.

2. Personal Appearance: All Contractor personnel will be expected to display a professional appearance at all times.

3. Applicability: All Contractor personnel will comply with set standards.

Interpretations will be referred to the Facility Manager or his representative.

Services Required

A. General: The Contractor shall provide trained personnel at all times to furnish the services prescribed. Contractor facilities supervisor shall inspect for quality of on a weekly basis.

B. Personnel Placement: Contractor shall use only individuals specifically trained for each duty assignment. It is the intent of the Contract that each area retains a core group of individuals who are familiar with all aspects of their assignments.

Quality of Service:

A. The Facility Manager shall have the right to reject the character of service and require that undesirable practices be discontinued or remedied. Failure of the Contractor to take appropriate action within 48 hours after written notification from the Facility Manager may result in the cancellation of the Contract in accordance with the termination clause.

B. The Contractor shall constantly endeavor to provide the highest quality service attainable in the course of performing the Contract, and to do all work in a professional manner and in accordance with all federal, state and municipal laws, ordinances, rules and regulations.

Operating Conditions:

A. The City will furnish, without charge to the Contractor for the period of the Contract, office and storage space for Contractor.

B. The Contractor will be required to obtain written approval from the City of Dallas assigned representative regarding the location of all storage space required by the Contractor. The

Contractor shall acquire no permanent rights to such locations once assigned, and the Facility

Manager will reserve the right to require the Contractor to move equipment when other services require the use of space occupied but shall be obligated to provide similar storage space elsewhere in the Facility.

C. The Contractor shall employ, train, and supervise personnel with appropriate qualifications and experience, and in sufficient number, to provide all services appropriate for the operations granted under the contract.

D. The Contractor and Contractor personnel shall be entitled to enter upon and remain on the premises only during their scheduled work hours and at the facility and for a reasonable time prior to and subsequent to assigned shifts, only for the purpose of performing the contract services. This paragraph shall not exclude the Contractor from reasonable access to office areas for the conduct of normal business activities associated with the Contract.

E. The Contractor shall abide by and enforce all security arrangements and procedures as required by the City of Dallas. Contractor shall be solely responsible for any violations of prescribed security procedures.

F. Supervisory Personnel:

1. The Contractor will include the name and resume of the intended Contract Manager in the Bid and shall give the City at least 2 weeks prior notice of any replacement of the

Contract Manager during the term of the Contract for approval by the Facility Manager prior to the change.

2. The Contract Manager shall be available to the Facility Manager, City of Dallas assigned representative at all times, either by pager, cell phone or answering service.

G. The Contractor will provide sufficient management and supervisory personnel on duty and/or on call to render adequate service.

H. The City shall not be responsible for any goods, merchandise, or equipment stored at a facility, nor will it be responsible for damage resulting from a power failure, flood, fire, explosion and/or other cause.

Uniforms/Equipment/Property:

A. Uniforms: Contractor shall provide all Contractors personnel with uniforms at no charge to the employee and the City of Dallas. Such uniforms and the wearing of the same shall conform to the standards and usage prescribed by City of Dallas assigned representative. All personnel performing under this contract shall at all times wear the Contractor’s uniform. There shall be no visible rips or tears in the material, nor any missing buttons or zippers. All clothing shall fit the employee properly and be worn in the prescribed manner. The standard uniform of a company of shirt, pants and nametags will be required. Staff working outside in cold weather shall be provided with proper attire such as jackets, hats or rain gear. If caps are worn they shall be a company cap with logo. Personnel reporting to work out of uniform will not be allowed to work in the City of Dallas Facilities.

B. Property: Upon termination of the Contract, the Contractor and the City of Dallas assigned representative shall inventory all property which has come into Contractor’s possession under the Contract. They should mutually agree on any property furnished by the City to fulfill contracted requirements which is lost or damaged, resulting from improper use or negligence by Contractor’s personnel will be subject to invoice deduction.

C. Safeguarding Property: The Contractor shall take all reasonable precautions in accordance with sound industrial practices, to safeguard and protect City property.

D. Use of City Property: The City shall be used only for official City business in the performance of the Contract.

Contractor Personnel

A. General: To be eligible to perform under the Contract, Contractor Personnel shall meet the requirements listed below:

1. The ability to meet and address the general public and city employees.

2. The ability to understand and apply various rules and regulations.

3. The ability to maintain poise and self-control under pressure.

4. Shall be of a minimum of 18 years of age.

5. Shall be authorized to work in the United States of America.

B. Suitability Determination: All Contractor Personnel shall meet the City’s requirements regarding reliability, integrity, and personal habits.

1. The City shall reserve the right to require that an employee be drug or alcohol tested at the expense of the Contractor if the Facility Manager and the City of Dallas assigned representative deems that such a test is necessary. A refusal of an employee to submit to drug testing will be just cause to remove the employee from the Facility.

a) For clarification, a determination of unsuitability may be made from, but not limited to, incidents involving the most immediately identifiable types of misconduct or delinquency as set forth below:

b) Neglect of duty, including sleeping while on duty, unreasonable delays or failures to carry out assigned tasks, conducting personal affairs during official time, and refusing to render assistance or cooperation in upholding the integrity of the security service at the work-site.

c) Falsification or unlawful concealment, removal, mutilation or destruction of any official documents or records or concealment of material facts by willful omissions from official documents or records.

d) Disorderly conduct, use of abusive or offense language, quarreling, intimidation by words or actions or fighting. Also, participation in disruptive activities which interfere with the normal and efficient operations of the facility.

e) Theft, vandalism, immoral conduct, or any other criminal actions.

f) Selling, consuming, or being under the influence of intoxicants, drugs or substances which produce similar effects.

g) Unethical or improper use of official authority or credentials.

h) Unauthorized use of communications equipment or City property.

i) Possession of Weapons

j) Violations of security procedures or regulations.

k) Required by a local, State or Federal court to wear an ankle monitor

l) Recurring tardiness or absenteeism.

m) Discussing, relaying, or passing any information of a sensitive nature directly or indirectly heard or read while in a City of Dallas facility.

C. Removal from Duty: If the Facility Manager or his designee receives disqualifying information regarding Contractor personnel as a result of a suitability check, he shall request the Contractor to immediately remove that employee from duty. The Contractor shall comply with all such requests. Contractor personnel shall be disqualified from duty for violation of

Contractor’s work rules, a copy of which shall be submitted with Bid.

Observance of Laws, Rules and Regulations:

The Contractor shall at all times comply with all applicable laws, rules, regulations and orders of the federal government, State of Texas and the City of Dallas.

The Contractor shall also abide by all rules, regulations, and directives prescribed for the facilities by the City.

The Contractor shall adhere to the City’s, State & Federal Environmental Policy at all times and in particular when buying janitorial supplies and waste disposal. Refer to Exhibit V, the Contractor shall be responsible for the compliance with all applicable laws, rules, and requirements of the City of

Dallas, The State of Texas and The United States of America by all Contractor personnel. Contractor and City agree to prosecute to the full extent of the law any violations of above-mentioned rules.

Failure to fully investigate and take corrective action with any violation of the above state laws, rules and regulations, or failure to comply with the above state laws, rules and regulations, shall be considered default by Contractor.

CONDUCT OF WORK – All Groups

The department representative will contact the Contractor to report unsatisfactory service. The

Contractor will be requested to properly service the area(s) in question within 24 hours and to take steps to improve the results in the future. Failure to comply with such requests will result in corrective work being performed and deductions from payment(s) imposed. If the Contractor fails to rectify the unsatisfactory performance, the agreement will be terminated.

The Contractor shall conduct cleaning in such a manner that there will be no interruption in, or interference with the execution of Department business. If it is determined by the City’s representative that the contractor has failed to perform or has performed unsatisfactory work under the terms of this contract, a dollar amount proportionate to the related work and/or expense shall be deducted from the contractor’s payment. Should it be necessary for the City to perform the cleaning service due to non-performance, absences, the dollar amount will be based on the following:

The hourly rate of the contract employee(s), or the hourly rate of the City employee(s) who performed the work, travel time, (.36 per mile) and administrative cost (supervisor and manager) related to the time spent coordinating the work to be performed.

The City shall be entitled to withhold 1/30th of the monthly payment amount for each day the contractor’s daily, or weekly cleaning performance is unsatisfactory. This provision will be in effect on the first day after the contractor’s (35) day period.

TASK AND FREQUENCY REQUIREMENTS

All Groups unless otherwise noted

DAILY SERVICES

Throughout:

1. All glass doors and windows up to 5 ft high are to be cleaned.

2. Carpeted floors and area play rugs for the children are to be spot cleaned.

3. Walls to be spot cleaned (around light switches, door handles, etc.) as long as paint is washable and does not spoil the general appearance of the walls.

4. All fabric and plastic chairs shall be wiped and dusted, including classroom and waiting room chairs. Chairs shall be put in place after daily cleaning.

Hallways:

1. Sweep and damp mop resilient and hard surface floors.

Restrooms:

1. Sweep and mop hard surface floors with a germicidal detergent solution.

2. Empty all waste receptacles. Receptacles are to be damped wiped, inside and out with a germicidal detergent solution, replace liners with new ones.

3. Clean all restroom fixtures (i.e.; urinals, commodes, dispensers, wash basins, faucets, pipes and handles with a germicidal detergent solution).

4. Service paper towels, liquid soap dispensers, boxed soap, toilet paper, and seat covers.

5. Clean mirrors with glass cleaner, dry to a clear shine.

6. Clean walls around and under urinals, commodes, waste and washbasins with a germicidal detergent solution.

7. Clean all sides of partition stalls and doors with a germicidal detergent solution.

Entrances and Lobby Areas:

1. Sweep entrances.

2. Vacuum carpeted floor areas

Lunchroom and Break Areas:

1. Sweep and damp mop all resilient floors.

2. Empty all trash receptacles and wash receptacles (inside and out).

3. Damp wipe outside of refrigerators, and microwaves.

4. Thoroughly clean tables, chairs.

5. Refill paper towel dispenser, liquid soap dispenser and boxed soap dispenser.

6. Sweep and damp mop, buff and wax on a quarterly basis.

7. Wash walls around garbage cans to remove any food remnants.

WEEKLY SERVICES

Floor Maintenance

1. Sweep and mop all hard and resilient floors in the offices, lunchrooms, waiting rooms, conference rooms, corridors, etc. for scuffs/marks

Restrooms

1. Clean commodes and urinals with an ammoniated cleaner.

Room Cleaning

1. Thoroughly dust horizontal surfaces up to 6½ ft. above floor which includes, but is not limited to, furniture, windowsills, shelves, credenzas, blinds, top of all file cabinets, baseboards, etc. in office areas classrooms, conference rooms, etc.

2. Clean door surfaces, both sides, door casings (inside and out), clean to a shine all glass in doors inside and out.

Corners and Baseboards

1. Remove (any) build-up of dirt and wax thoroughly clean all corners and baseboards.

Walls

1. Clean walls to remove dirt, fingerprints, around electrical outlets, switch plates, scuff marks, pencil marks or other marks.

Partitions

1. Dust top and bottom of all partitions to remove dust.

CLEANING QUALITY REQUIREMENTS

Floor Cleaning Preservation

1. For all operations where furniture and equipment shall be moved, chairs, waste baskets or other similar items will not be stacked on desks, tables, or windowsills. On completion of work, all furniture and equipment will be returned to its original place.

2. Baseboards, walls, doors, furniture and equipment will not be splashed, disfigured or damaged during cleaning operation.

3. Proper caution signs shall be utilized to advertise building occupants of wet and/or slippery floor conditions.

4. All tools and equipment shall be maintained in clean condition at all times and neatly stored at the end of the day in an assigned storage area.

Sweeping

1. Floors shall be swept clean and free of dirt streaks and no dirt shall be left in corners, behind doors, nor under furniture. In addition, no trash or foreign matter will be left under desks, tables or chairs.

2. Sidewalk entrances, and other assigned areas shall be swept clean of all dirt/debris. To sweep resilient tile or sealed concrete floors, treated dust mops will be used, and the sweeping operation shall be performed in a manner that dust is raised.

3. Straw broom or push brooms may be used for sweeping exterior surfaces.

4. During the sweeping process, gum, tar and other sticky substances will be removed.

Spot Mopping

1. This operation will include the removal of stains by spillage on small areas on floor surfaces, and when windows or doors have been left open from the weather.

Floor Finishing

1. A polymer floor finish shall be used on asphalt, rubber, vinyl and other resilient floor covering(s). On hard surface floors such as brick, terrazzo, marble, ceramic, etc., a penetrating water base sealer shall be used. However, all floor surfaces will receive the following treatments

a. Sweep floor surfaces thoroughly. Remove all gum and adhesive materials.

b. Surface litter e.g. paper, gum, rubber bands, paper clips, etc. will be picked up.

2. Sealer or floor finisher shall be used once a month on the brick/concrete floor.

Damp or Wet Mopping

1. Floors shall be damp or wet mopped to remove dirt and stains that cannot be removed by sweeping. A cotton mop, bucket wringer and a neutral detergent solution shall be used to remove the soil. The mopping solution will be changed frequently to ensure floors are being properly cleaned without streaking and without visible residue. Floors being wet mopped shall be dried after mopping to prevent any standing water from being absorbed by flooring or from seeping into floor seams and/or corners.

a. Furniture and other equipment shall be moved to mop underneath and replaced to its original position.

b. Mop water splashed on baseboards, doors, furniture, equipment, etc., shall be removed immediately. On completion of mopping operation, there shall be no soil, litter, splash marks, streaks, swirls or mop strands visible. The floors shall present an overall appearance of cleanliness.

Vacuuming and Dusting

1. An upright vacuum with a beater bar shall be adjusted to correspond with pile height in carpet.

The carpeted floor, after vacuuming, will be free of all visible litter and soil.

2. Complete and Partial Vacuuming of Carpet:

a. Complete: Movable furniture shall be tilted or moved to vacuum under furniture, or a portable vacuum with crevice tool and brush attachments shall be used. The carpeted floor, after complete vacuuming, will be completely free of litter, soil and embedded grit.

b. Partial: Surface litter such as paper, rubber bands, paper clips and other debris cleaned from area. Furniture is not moved.

Regular and High Dusting:

1. Regular: All dusting, lint, litter and dry soil shall be removed from horizontal surfaces and walls up to 6 1/2 ft. above floor, which included office furniture, windowsills, shelves, blinds, etc., but items on desktops shall not be disturbed. Dusting shall be performed with a clean dust cloth. After regular dusting, surfaces shall be free of dust, lint and dry soil, etc.

2. High: All fixtures and surfaces above 6 1/2 ft. shall be dusted to remove dust, cobwebs, oil film and dry soil. After dusting, all surfaces and fixtures shall be free of soil. Dusting shall be performed by use of long handle duster and damp sponges. Items to be dusted include, but are not limited to, light fixtures, lights, window ledges, walls, ceilings, vents, ducts, etc.

Spot Cleaning

1. Smudges, fingerprints, dust, marks and streaks shall be removed from washable surfaces without scarring or discoloration by use of sponge, cloth and spray bottle of neutral detergent solution.

2. A germicidal detergent solution will be used in restrooms, eating areas and drinking fountains.

3. Glass cleaners will be used on mirrors and windows. After spot cleaning, the surfaces shall have a clean uniform appearance free streaks, spots and removable soil.

Washing of Glass

1. Smudges, oil film, dust and soil shall be removed from interior and exterior glass and mirrors by cleaning with glass cleaning solution, squeegee, sponge and wiping cloths. Glass cleaner splashes and drip marks will be removed from adjacent surfaces. Glass surfaces will be rinsed of detergent residue.

Trash Removal

1. All wastebaskets and other trash containers in the work area will be emptied and returned to their initial location. Boxes, cans, papers and other trash placed near a trash receptacle and marked trash will be removed and emptied directly into a designated trash dumpster/receptacle. Torn or soiled liners will be replaced.

2. Parking Lot: All trash within 25 ft. of the WIC warehouse entrance is to be picked up from the parking lot and disposed of in trash dumpsters located on the premises of that facility.

Entrance Mats

1. Carpets mats shall be vacuumed with upright vacuum. Entrance mats of rubber or polyester shall be swept or vacuumed. Entrance mats will be lifted to remove soil and moisture underneath and replaced.

Restrooms and Miscellaneous Cleaning

1. Germicidal Cleaning: A germicidal detergent solution will be used daily (as recommended by the manufacturer) to completely sanitize restrooms to include floors, walls to ceiling height, partitions, doors and fixtures. Other cleaning materials specified herein shall be in addition to the germicidal cleaning.

2. General: Scheduled cleaning of building restrooms shall include sweeping and mopping (or scrubbing as necessary) of floors, cleaning of mirrors, nickel and chrome hardware, cleaning of fixtures, walls and stall partitions. Cleaning of commodes and urinals. Sanitary receptacles in women’s restrooms will be cleaned and washed daily during cleaning schedule.

3. Servicing: Liners shall be inserted and fitted in receptacles. Liners should be replaced as necessary. Receptacles will be emptied and disposed on in trash dumpsters. Servicing will include an adequate supply of paper towels, toilet tissue and hand soap. Waste containers will be emptied, and restrooms will have a clean, tidy appearance after servicing.

Cleaning Drinking Fountains

1. Soil, streaks, smudges, etc. shall be removed by use of spray bottle and germicidal detergent solution, sponge and/or cloth. Small brushes may be used to clean drain area and sanitize.

GROUPS 1-3

Specific Requirements for Dallas Water Utilities Locations

Scope of Work

A. Day porters to perform comprehensive daily cleaning including, but not limited to, hallways, offices, restrooms and break rooms, etc.

B. Day Porters to perform additional cleaning services of areas are specified through work orders from the Contract Manager, Contractor Facilities supervisor or City Representative.

C. Equipment will be provided by the Contractor.

D. Equipment for daily cleaning (vacuuming, flooring, restrooms and dusting) will be provided by the contractor.

E. Janitorial supplies and supplies for cleaning the facilities: The Contractor will provide all the supplies necessary to perform cleaning functions such mops, brumes, dust pans, paper towels, toilet paper, soaps and disinfectants etc

F. The Contractor shall keep two (2) weeks supplies on site for every facility.

G. Equipment to be provided by Contractor: Refer to Exhibit II. The City has the right to reject any equipment that does not meet City specifications. This equipment shall be

NEW OR APPROVED and, in the event, equipment is considered unusable, a replacement shall be provided through purchase or rental at no expense to the City. The

City Representative or Facility Manager may at their discretion inspect equipment, and if ANY is found to be unsuitable, deduct 10% of that day’s invoice and each day after until the equipment is determined to be suitable or a rental is provided. Equipment shall be ready for use the first day of the contract.

H. Be able to adequately staff to maintain the facilities.

I. Day porter fee shall be included in the monthly total price for each Group.

J. Vendor should provide MSDS/SDS for all cleaning products to the City representative at every facility.

Not regular schedule Day Porter Duties:

This additional janitorial services line will only be used in an emergency as needed and shall be considered separate from the monthly all-inclusive service line on the bid sheet.

On the bid sheet, this Not regular schedule Day Porter Duties, these will be Group 1 - Line 1, Group 2 – Line 1 and Group 3 – Line 1

1. This Day Porter will be required upon request for second shift for a minimum of four (4) hours after all daily tasks have been performed at 10011 Log Cabin, 9805 Harry Hines, 4120

Scottsdale, 1020 Sargent Rd. and 1440 Whitlock.

2. Day Porter will be required upon request for forty (40) hours weekly only three times a year to cover City employee vacation at 8915 Adlora and 7777 Goforth from 7:00 am to 3:30 pm.

3. Daily cleaning of facility (5 days per week), as directed by the assigned City representative.

4. Daily cleaning facility interior and exterior as directed by the assigned City representative.

Cleaning, polishing, sanitizing and emptying trash in restrooms, emptying trash in break rooms and all required areas as directed by the assigned City representatives.

5. Janitorial staff assigned to secure areas shall meet City of Dallas guidelines.

DAILY TASKS

Daily Tasks are daily janitorial responsibilities that are required to be performed daily, 2x weekly, 3x weekly, weekly, monthly or quarterly.

The following tasks are performed:

************* Elm Fork Plant – 1440 Whitlock will need only one porter ***************

Elm Fork Plant – 1440 Whitlock Administration

Building

Operation Hours 6:30 am – 3:00 pm Mon thru Fri Total

Square footage 18,829

% Percentage carpeted area 30%

% Percentage floor area 70% D ai ly

X

W ee k

W

W

M o n th

Q u ar te rl y

A. Empty All Trash Cans X

B. Vacuum all Carpeted Areas X

C. Sweep and Mop Floors X

D. Clean Windows X

E. Clean and Sanitize Restrooms X

F. Clean and Sanitize Break Room X

G. Dust all Surfaces up to 6 ½ feet X

H. Sweep all Concrete- Warehouse Building X

I. Refill Toilet Paper, Paper Towels, Seat Liners X

J. Replace Deodorant Urinal Screens X

K. Clean Glass Door entrance of offices X

L. Clean Refrigerators X

M. Clean and Disinfect Kitchen Counter X

Elm Fork Plant – 1440 Whitlock Chemical

Building.

Operation Hours 6:30 am – 3:00 pm Mon thru Fri Total

Square footage 144

% Percentage carpeted area 0%

% Percentage floor area 100% D

W

W n ar te

B. Clean and Sanitize Restrooms X

C. Clean and Sanitize Break Room X

D. Clean Refrigerators X

Elm Fork Plant – 1440 Whitlock Ozone Building.

Operation Hours 6:30 am – 3:00 pm Mon thru Fri

Total Square footage 350

% Percentage carpeted area 0%

% Percentage floor area 100%

D

W

W n ar te

C. Clean Refrigerators X

Elm Fork Plant – 1440 Whitlock Filter Building.

Operation Hours 6:30 am – 3:00 pm Mon thru Fri

Total Square footage 480

% Percentage carpeted area 0%

% Percentage floor area 100%

D

W

W n ar te

C. Clean and Sanitize Break Room X

D. Clean Refrigerators X

Elm Fork Plant – 1440 Whitlock Security Booth

Building.

Operation Hours 6:30 am – 3:00 pm Mon thru Fri Total

Square footage 100

% Percentage carpeted area 0%

% Percentage floor area 100%

D

W

W n ar te

A. Clean and Sanitize Restrooms X

********************Distribution – 9805 Harry Hines ***Needs one Porter***************

Distribution – 9805 Harry Hines **Needs one porter**

Operation Hours 7:00 am – 3:30 pm Mon thru Fri

Total Square footage 14,586

% Percentage carpeted area 35%

% Percentage floor area 65% D

W

W n ar te

C. Sweep and Mop Floors X D. Clean Windows X E. Clean and Sanitize Restrooms X F. Refill Toilet Paper, Paper Towels, Seat Liners X G. Replace Deodorant Urinal Screens X H. Clean and Sanitize Break Room X I. Clean and Disinfect Kitchen Counter X J. Clean Glass Entrance Door X K. Dust all Surfaces up to 6 ½ feet X L. Sweep all Concrete- Warehouse Building X

Distribution Welding Shop– 9805-A Harry Hines

Operation Hours 7:00 am – 3:30 pm Mon thru Fri Total

Square footage 160

% Percentage carpeted area 0

% Percentage floor area 100% D

W

W n ar te

B. Sweep and Mop Floors X

C. Clean Windows X

D. Clean and Sanitize Restrooms X

E. Clean Eyewash Station X

F. Clean Water Fountain X

G. Dust all Surfaces up to 6 ½ feet X

********* Water Quality – 4334 Scottsdale Dr. needs one porter ********

Water Quality – 4334 Scottsdale Dr.

Operation Hours 7:30 am – 4:00 pm Mon thru Fri Total Square footage 10,000

% Percentage carpeted area 0%

% Percentage floor area 100% D

W

W n ar te

B. Vacuum all Carpeted Areas

C. Sweep and Mop Floors X

D. Clean Windows X E. Clean and Sanitize Restrooms X

F. Clean and Sanitize Break Room X

G. Dust all Surfaces up to 6 ½ feet X H. Refill Toilet Paper, Paper Towels, Seat Liners X

I. Replace Deodorant Urinal Screens X J. Clean Glass Door Entrance X

K. Clean Refrigerators X

L. Sweep/Mop Warehouse Area X

**********Central Wastewater Treatment Plant 1020 Sargent needs 2 porters ************

**********Central Wastewater Treatment Plant PALS locations needs 1 porter ***********

Central Wastewater Treatment Plant – 1020 Sargent

Administration Building 1

Operation Hours 6:30 am – 3:30 pm Mon thru Fri

Total Square footage 17,575

% Percentage carpeted area 20%

% Percentage floor area 80% D

W

W n ar te

C. Sweep and Mop Floors X D. Clean Windows X E. Clean and Sanitize Restrooms X F. Clean and Sanitize Break Room X G. Dust all Surfaces up to 6 ½ feet X H. Refill Toilet Paper, Paper Towels, Seat Liners X I. Replace Deodorant Urinal Screens X J. Clean Glass Door Entrance X K. Clean Refrigerators X L. Pick up Trash Surrounding Building X M. Clean and Disinfect Kitchen Counter X Central Wastewater Treatment Plant –

1020 Sargent Rd. PALS Building 2

Operation Hours 6:30 am – 3:30 pm Mon thru Fri

Total Square footage 5,512

% Percentage carpeted area 20%

% Percentage floor area 80% D

W

W n ar te

C. Sweep and Mop Floors X D. Clean Windows X E. Clean and Sanitize Restrooms X F. Clean and Sanitize Break Room X G. Dust all Surfaces up to 6 ½ feet X H. Refill Toilet Paper, Paper Towels, Seat Liners X

I. Replace Deodorant Urinal Screens X

J. Clean Glass Door Entrance X

K. Clean Refrigerators X

L. Pick up Trash Surrounding Building X

Central Wastewater Treatment Plant – 1020 Sargent

Influent Pump Station Building #13A

Operation Hours 6:30 am – 3:30 pm Mon thru Fri

Total Square footage 80

% Percentage carpeted area 0%

% Percentage floor area 100% D

W

W n ar te

C. Clean and Sanitize Restrooms X D. Dust all Surfaces up to 6 ½ feet X E. Refill Toilet Paper, Paper Towels, Seat Liners X F. Replace Deodorant Urinal Screens X

PALS Liquid Waste Building 5

Operation Hours 6:30 am – 3:30 pm Mon thru Fri

Total Square footage 10,000

% Percentage carpeted area 20%

% Percentage floor area 80% D

W

W n ar te

C. Sweep and Mop Floors X D. Clean Windows X E. Clean and Sanitize Restrooms X F. Clean and Sanitize Break Room X G. Dust all Surfaces up to 6 ½ feet X H. Refill Toilet Paper, Paper Towels, Seat Liners X I. Replace Deodorant Urinal Screens X J. Clean Glass Door Entrance X

Fitness Building 7

Operation Hours 6:30 am – 3:30 pm Mon thru Fri

Total Square footage 4,184

% Percentage carpeted area 0%

% Percentage floor area 100% D

W

W n ar te

C. Clean Windows X D. Clean and Sanitize Restrooms X E. Dust all Surfaces up to 6 ½ feet X F. Refill Toilet Paper, Paper Towels, Seat Liners X G. Replace Deodorant Urinal Screens X H. Clean Glass Door Entrance X I. Pick up Trash Surrounding Building X

Machine Shop Building 8

Operation Hours 6:30 am – 3:30 pm Mon thru Fri

Total Square footage 2,664

% Percentage carpeted area 0%

% Percentage floor area 100% D

W

W n ar te

C. Clean and Sanitize Restrooms X D. Dust all Surfaces up to 6 ½ feet X E. Refill Toilet Paper, Paper Towels, Seat Liners X F. Replace Deodorant Urinal Screens X

Maintenance & Process Control Building 9

Operation Hours 6:30 am – 3:30 pm Mon thru Fri

Total Square footage 20,435

% Percentage carpeted area 20%

% Percentage floor area 80% D

W

W n ar te

C. Sweep and Mop Floors X D. Clean Windows X E. Clean and Sanitize Restrooms X F. Clean and Sanitize Break Room X G. Dust all Surfaces up to 6 ½ feet X H. Refill Toilet Paper, Paper Towels, Seat Liners X I. Replace Deodorant Urinal Screens X J. Clean Glass Door Entrance X

Material Services Building 14

Operation Hours 6:30 am – 3:30 pm Mon thru Fri

Total Square footage 10,120

% Percentage carpeted area 0%

% Percentage floor area 100% D

W

W n ar te

C. Clean Windows X D. Clean and Sanitize Restrooms X X E. Clean and Sanitize Break Room X F. Dust all Surfaces up to 6 ½ feet X G. Refill Toilet Paper, Paper Towels, Seat Liners X H. Replace Deodorant Urinal Screens X I. Clean Refrigerators X J Pick up Trash Surrounding Building X K. Clean and Disinfect Kitchen Counter X L. Sweep all Concrete- Warehouse Building X

White Rock Pump Station Building 26

Operation Hours 6:30 am – 3:30 pm Mon thru Fri

Total Square footage 5,848

% Percentage carpeted area 0%

% Percentage floor area 100% D

W

W n ar te

C. Clean Windows X D. Clean and Sanitize Restrooms X E. Dust all Surfaces up to 6 ½ feet X F. Refill Toilet Paper, Paper Towels, Seat Liners X G. Replace Deodorant Urinal Screens X H.