12-RFP Document Custodial Services.pdf

University of Texas at Dallas

Scope of Work for

Custodial Services

RFP# UTD20251111-TB

Issued on January 5, 2026

Submittal Deadline: February 17, 2026, 2:00 PM CST

Prepared by:

Tonya Bester, Senior Buyer

The University of Texas at Dallas Office of Budget & Finance – Procurement Management

About University of Texas at Dallas (“UTD”)

The University of Texas at Dallas is a Carnegie R1 classification (Doctoral Universities

– very high research activity) institution, located in a suburban setting twenty miles north of downtown Dallas. The University enrolls more than 29,886 students — 73 percent undergraduate and 27 percent graduate — and offers a broad array of bachelor’s, master’s, and doctoral degree programs.

Established by Eugene McDermott, J. Erik Jonsson and Cecil Green, three founders of

Texas Instruments, UTD is driven by the entrepreneurial spirit of its founders and their commitment to academic excellence. In 1969, the public research institution joined The

University of Texas System and became The University of Texas at Dallas.

UTD is one of the fastest growing universities in the country and is among the top three public universities in Texas, as ranked by U.S. News and World Report. UTD is home to nationally ranked programs in a variety of fields, including those in science, engineering, business, and audiology. The University also has educational paths in the liberal arts and social sciences. UTD’s faculty includes members of the National Academies and more than 560 tenured and tenure-track professors. UTD’s athletic department is the second-largest Division

III program in the U.S.

1. Project Overview and Objectives:

The University of Texas at Dallas (UT Dallas) Facilities Management requires custodial services for designated buildings located on campus. The university invites proposals from qualified firms to perform scheduled custodial services for designated buildings on the main campus and south campus.

The purpose of this project is to achieve the following goals and deliverables:

1. Vendor Selection: Identify and select one to three vendors to provide custodial services across three designated areas:

a. Main Campus – Area 1

b. Main Campus – Area 2

c. South Campus

*Proposers are not required to submit responses for all three areas.

2. Contract Term: Establish a three-year contract with the option to extend it for an additional two years.

3. Timeline: The initial contract term will run from July 1, 2026, through June 30, 2029, with an extension option through June 30, 2031.

2. Scope of Work

SCHEDULE 1

Statement of Work for Custodial Services

Contractors will perform the following Custodial Services for University's Service Areas. Each and every element of Custodial Services is not listed in this SCHEDULE 1. It is Contractor's responsibility to be familiar with good housekeeping procedures and practices and to perform the Custodial Services in accordance with good housekeeping procedures and practices.

University Standard (Base) Cleaning Specifications

These Standard (Base) Cleaning Specifications have been designed to standardize and optimize the cleaning programs across various University buildings and campuses. Used in conjunction with additional requirements contained in this Statement of Work, the specifications include industry best-practices to ensure a healthy and safe environment for people who visit, or work, in University buildings.

The specifications are based on five full-service days or nights (Sunday through Thursday nights for evening cleaning, and Monday through Friday for most Day Porters). Some weekend duties are required, as specified in this Statement of Work.

Each task has an associated frequency listed with it. Below is an explanation of the frequencies found in the specification:

Frequency Chart Examples of Frequency Required Annual

Frequency Five-day service 250 Weekly 50 Monthly service 12 Quarterly service 4 Semi-Annual service 2 Yearly service 1

Note: The areas are based on a 50-week year (rather than a full 52 weeks), due to a reduction in cleaning needs during holidays. For these areas, weekly service is displayed as 50 times per year (instead of 52), daily service is displayed as 250 times per year (instead of 260), etc.

UTD20251111-TB

University of Texas at Dallas

Best-Practices Specification Design

FIVE DAY CLEANING FREQUENCY

Entrances / Lobbies/ Corridors / Display / Elevators Task Description

Annual Frequency

1. Spot clean all horizontal and vertical surfaces including interior and exterior door glass, as well as adjacent glass areas, using microfiber cloth.

2. Clean and polish drinking fountains and water dispensers.

3. Replace liners in all trash and recycling cans. Clean interior and exterior surfaces of all trash and recycling cans as needed.

4. Spot vacuum all carpeted areas. 250

5. Dust mop corridor or open areas with microfiber treated dust mop. 250

6. Machine scrub VCT and hard floors. 50

7. Spot clean carpet using carpet shampoo and equipment approved by UTD Custodial Department.

8. Clean elevator walls, thresholds, floor surfaces, baseboards, ceiling and stainless-steel surfaces, including interior and exterior doors.

9. Spot mop floors and baseboards to remove visible debris and spills such as chewing gum, etc.

10. Dust all furniture and spot clean all horizontal and vertical surfaces, using microfiber cloth.

11. Dust areas below knee and above shoulder level.

12. Burnish finished floor with approved buffing pad. Restore any damaged areas.

13. Dust or vacuum air vents, return air vents, light fixtures exteriors and walls to remove dust, soil and cobwebs.

14. Vacuum and clean all upholstery furniture.

15. Bonnet shampoo or extract carpeted matting interior and exterior entrances.

Breakroom / Lounge / Vending (Common Areas)

1. Clean interior and exterior partition glass, including doors.

2. Dust and damp wipe horizontal and vertical surfaces including appliances, furniture, tabletops, countertops, cabinets, glass partitions and doors, using microfiber cloth and approved chemical.

3. Clean stainless-steel sinks using approved chemical.

4. Replace liners in all trash and recycling cans. Clean interior and exterior surfaces of all trash and recycling cans as needed.

5. Spot vacuum all carpeted areas. Remove spots from the carpets using approved carpet chemical and equipment.

6. Dust mop and mop floors and baseboards to remove visible debris and spills such as chewing gum, etc.

7. Machine scrub VCT and hard floors. Restore any damaged areas.

8. Dust or vacuum air vents, return air vents, light fixtures exteriors and walls to remove dust, soil and cobwebs.

9. Burnish finished floors and restore as required.

10. Clean and polish wood furniture to restore finish.

11. Dust areas below knee and above shoulder level.

12. Vacuum shampoo or extract carpeted areas using approved equipment and supplies.

13. Fully vacuum and shampoo fabric and furniture to remove soil and stains.

Classrooms / Auditoriums / Stairwells / Library/ Conference Rooms

1. Replace liners in all trash and recycling cans. Clean interior and exterior surfaces of all trash and recycling cans as needed.

2. Spot vacuum carpeted areas. Remove spots from the carpets using approved carpet chemical and equipment.

3. Dust mop and wet mop all types of floors, and baseboards as needed to remove visible debris and spills such as chewing gum, etc.

4. Dust, clean and disinfect all horizontal, vertical, high and low surfaces including furniture, desktops, tables and glass.

5. Dust or vacuum air vents, return air vents, light fixtures exteriors and walls to remove dust, soil and cobwebs.

Restrooms

1. Replace liners in all trash cans. Spot clean as required. Clean and disinfect trash containers, toilet tissues dispensers, hand dryers, sanitary napkins receptacles, toilet bowls, urinals, sinks, chrome or stainless-steel fixtures, mirrors, partitions, and walls.

2. Refill all dispensers to maintain desired product level including toilet tissues, paper towels, hand soap, seat covers and waxed paper liners. 250

3. Sweep and mop using a disinfecting cleaner on floors and baseboards.

4. Detail clean the entire restrooms using a kaivac (or UTD approved equivalent) machine cleaning (rotate monthly on different buildings). 12

5. Dust or vacuum air vents, return air vents, light fixtures exteriors and walls to remove dust, soil and cobwebs. 4

6. All drains inside the restrooms require 3-5 gallons of water per week.

7. Refill feminine hygiene product dispensers weekly.

Fitness center / Gym / Courts / Pool Decks / Gym restrooms / Lockers / Showers

Restrooms/Locker Rooms

1. Replace liners in all trash cans. Spot clean as required. Clean and disinfect trash containers, toilet tissues dispensers, hand dryers, sanitary napkins receptacles, toilet bowls, urinals, sinks, chrome or stainless-steel fixtures, mirrors, partitions, walls and interior windows.

2. Refill all dispensers to maintain desired product level including toilet tissues, paper towels, hand soap, seat covers and waxed paper liners. 250

3. Sweep and mop using a disinfecting cleaner on floors and baseboards. Clean and disinfect exterior surfaces on the lockers. 250

4. Detail clean the entire restrooms using a kaivac or UTD approved equal machine cleaning. 50

5. Dust or vacuum air vents, return air vents, light fixtures exteriors and walls to remove dust, soil and cobwebs. 12

6. All drains inside the restrooms require 3-5 gallons of water per week.

Showers

7. Clean and disinfect walls, baseboards, fixtures, and other surfaces.

8. Detail clean using a kaivac or UTD approved equal machine (mandatory).

9. Dust all overhead plumbing pipes, air vents, return air vents and light fixtures.

10. All drains inside the restrooms require 3-5 gallons of water per week.

Fitness center / Gym / Court

11. Replace liners and all trash cans. Spot clean as required. Clean and disinfect fixtures, mirrors, partitions, walls and interior windows, interior and exterior doors, including handles and plates.

12. Vacuum carpets areas, walk off mats and rugs.

13. Dust mop court corridors and open areas, and spot clean shoe and ball marks from floor and baseboards and sides of Squash/Racquetball courts. 50

14. Deep clean gym bleachers, mezzanine and stairwells.

15. Deep clean and disinfect VCT, hard floors and rubber floors using chemicals approved by UTD Custodial Department. 4

16. Clean and disinfect water fountains, including the floor area underneath the mats. 250

17. Clean interior and exterior partition glass and windowsills.

18. Clean and disinfect wall pads in main gym and aux gym. 4

19. Clean mirrors 50 Callier Dallas Cafeteria & Dining

1. Replace liners in all trash and recycling cans. Clean interior and exterior surfaces of all trash and recycling cans as needed.

2. Dust, clean and disinfect all horizontal and vertical surfaces and furniture, including tabletops and chairs, sinks and countertops using chemicals approved by UTD Custodial Department. Dust windowsills and blinds.

3. Dust mop floors using a microfiber dust mop, disinfect and damp mop or auto scrub floors to remove soils.

4. Machine scrub VCT and hard floors.

5. Vacuum all carpeted areas from wall to wall including edges. Remove spots from the carpets using approved carpet chemical and equipment.

6. Dust and vacuum all horizontal and vertical, high and low surfaces including fabric furniture, air vents, return air vents, windowsills, interior and exterior light fixtures to remove dust, soil and cobwebs. Hot water extract using walk-behind unit.

7. Shampoo fabric furniture to remove soil and stains using chemicals approved by UTD Custodial Department.

8. Clean and disinfect all horizontal and vertical, high and low surfaces, stainless steel appliances and kitchen parts, including sinks, stoves, countertops, refrigerators, ovens, vent hoods, racks and glass displays using chemicals approved by UTD Custodial Department.

9. Refill all dispensers to maintain desired product level including soap and paper towels.

10. Clean and disinfect floors using degreaser chemical approved by UTD Custodial Department.

11. All drains inside require 3-5 gallons of water per week.

Therapy / Medical / Patient / Child Care Rooms

1. Do not empty hazardous containers (red bags).

2. Replace liners in all trash and recycling cans. Clean and disinfect interior and exterior surfaces of all trash and recycling cans as needed.

3. Dust, clean and disinfect all horizontal and vertical, high and low surfaces and furniture, including beds, tables, stools, chairs, countertops, stainless steel sinks, hand soap dispensers, exterior areas of cabinets, walls, windowsills, blinds and partitions with cleaning chemical approved by UTD Custodial Department.

4. Refill all dispensers to maintain desired product level including paper towels, toilet tissues and hand soap.

5. Dust mop and mop floors and baseboards using a disinfectant floor cleaner. 250

6. Fully vacuum all carpeted areas from wall to wall.

7. Fully vacuum fabric furniture. 250

8. Dust light fixtures and air vents to remove exterior dust and cobwebs. 12

9. Machine scrub hard surface and VCT floors. 50

Laboratories/Offices

1. Replace liners in all trash and recycling cans and remove it to designated areas.

2. Sweep and mop using a disinfecting cleaner on floors and baseboards.

3. Spot vacuum all carpeted areas.

Janitor’s Closet

1. Maintain and keep equipment and supplies organized and cleaned.

2. Clean and disinfect all dust mops, regular mops and towels regularly.

3. Clean mop sinks and floors.

4. Gondolas should be cleaned and disinfected.

5. Damp wipe trash containers to remove soil and stains.

Performance-Based Criteria and KPI’s

The resulting Agreement shall be governed by performance-based criteria and Key Performance Indicators (KPI’s) as described below:

QUALITY INSPECTION KPI’s

The Contractor shall participate in a web-based global quality system. University intends to utilize the Smart Inspect™ quality system.

Quality assurance activities, such as those associated with participation in a performance-based program, are considered to be an integral part of the contractor-client relationship. It is not anticipated that participation in the quality system will require any additional management resources on the part of the Contractor.

The Contractor’s performance shall be evaluated and managed in the manner described below:

Monthly Inspections

The Contractor and University shall jointly conduct monthly quality audits and data uploads using the Smart Inspect™ web-based quality system. At least 25% of the buildings shall be inspected each month. The buildings inspected shall be determined by University’s Office of Facilities Management. Failure to upload and/or failure to reach the minimum score (85%) shall be considered non-compliance. Two consecutive months of non-compliance shall result in a 2% penalty of the second month’s total invoice value, and shall apply to individual buildings (rather than the total combined score). The penalty shall be continued for additional consecutive months of non-compliance. The Contractor has primary responsibility to schedule and coordinate the audits.

The Contractor shall be provided with access to the Smart Inspect™ web-based auditing platform. The cost of the platform shall be paid by the Contractor, and is already included as a line item within the Pricing Workbook. The Contractor shall purchase or have access to one iPod Touch, iPhone or iPad, or Android inspection device for each of its inspectors.

Maintaining a Quality Success Percentage of 85% or better

The Contractor shall maintain a quality success percentage (QSP) of 85% or better.

A QSP score shall be defined as the score that results from dividing the total acceptable items (i.e. items that meet the appearance criteria as stated in Specifications) into the total number of items inspected. For example, if an auditor inspects 1,000 items and 850 of those items are deemed to be acceptable (free of dust, debris, spots, etc.), then the resulting QSP is 85%.

Quality Improvement Plan

The Contractor shall provide a Quality Improvement Plan (QIP) within Seven calendar days following each audit, on all buildings less than 85% QSP.

Penalty for Non-Performance

Non-performance shall be defined as:

1) Failure to obtain a minimum QSP score of 85%

2) Failure to conduct the required monthly audit

3) Failure to meet other terms and conditions of the Agreement

1) Failure to obtain the minimum QSP Score

A 2% penalty shall apply to the individual buildings which fail to obtain a QSP score of 85% for two consecutive months.

The 2% penalty shall not apply to any extra work order line items on the custodial invoice.

Repeated failure to achieve a QSP of 85% may result in termination of the contract agreement.

2) Failure to conduct the monthly audit

The Contractor has the primary responsibility to schedule and coordinate, with University representative, a monthly audit using the Smart Inspect™ quality platform.

Failure to conduct the required monthly quality audit shall be deemed as the equivalent of failing to meet the prescribed QSP score. The 2% penalty shall apply, as well as other available remedies. It is the Contractor’s responsibility to schedule and include in the current month’s audit, any building(s) that failed during the previous month’s audit. Failure to do so shall be considered non-compliance. A 2% penalty of the second month’s invoice for that individual building shall apply.

3) Failure to meet other terms and conditions of the Agreement

The Contractor shall also agree to other terms and conditions as described in the Agreement.

Failure to meet these terms and conditions may result in termination of the contract agreement.

Emergency Response Consideration

University understands that the Contractor, at times, is required to reassign staff to respond to a University emergency. In these cases, the building that had the reduced available staffing shall not be inspected for two days in order to give the Contractor a chance to catch up on the cleaning of that building. The Contractor must notify University immediately of any such emergency.

Team Approach

University views its relationship with the Contractor as a team relationship. Therefore, the Contractor shall be invited to accompany both University and/or a third-party auditor during any quality inspection.

Summary of Quality Inspection KPI’s:

#1: Conduct monthly Quality Audit of University determined buildings #2: Obtain overall monthly Quality Success Percentage (QSP) score of at least 85% #3: Meet all other custodial-related requirements as stated in the specifications

Penalties: Failure to meet one or more of the above KPI’s for two consecutive months shall result in a 2% penalty of the second month’s invoice value (applies to individual buildings). The penalty shall continue for additional consecutive months of non-compliance. Repeated failure may result in termination of the contract agreement.

SUPPLIES / GREEN CLEANING / EQUIPMENT / TRAINING KPI’s

The Contractor shall submit quarterly reports in compliance with the supply and material purchasing requirements as stated in the Green Cleaning Guideline. These reports shall include a sustainable/non-sustainable product breakdown, show where the products were delivered and where they will be used. Reports must include cost and quantity breakdowns. Example reports are shown below:

At least 75% of the custodial products purchased per year (by cost) shall meet at least one of the sustainability criteria listed in the Green Cleaning Guideline. A log book of up-to-date SDS sheets for all chemicals shall be maintained, and submitted to University quarterly for review.

The Contractor shall also maintain and submit a quarterly training log, and equipment maintenance/purchasing log. The training log shall list employees, training topics covered and number of training hours completed. A minimum of eight hours per year per employee is required for safety related training. An additional eight hours per year per employee is required for green cleaning related training. The equipment log shall include a current equipment list detailing make/model, year purchased, condition and maintenance activities. At least 40% of all powered custodial equipment (purchased, leased or used by Contractor) shall meet the green cleaning criteria as described in the Green Cleaning Guideline. The Contractor shall develop a phase-out plan for equipment that does not meet the Green Cleaning Guideline to replace with environmentally preferable products at the end of its useful life.

Summary of Supplies, Green Cleaning, Equipment, and Training KPI’s:

#1: Submit quarterly Supply and Chemical Purchase Log #2: Meet the minimum (75% by cost) sustainability requirements for purchasing chemical and supplies, along with support documentation #3: Submit up-to-date SDS book #4: Submit quarterly Equipment Log #5: Meet the minimum (40% by cost) green cleaning equipment requirements, or submitting a phase-out plan for replacement of non-green equipment, along with support documentation #6: Submit quarterly Training Log

Penalties: Failure to meet one or more of the above KPI’s for two consecutive instances shall result in a 2% penalty of that month’s supplies, equipment and consumables cost line items.

The penalty shall continue for additional instances of non-compliance. Repeated failure may result in termination of the contract agreement.

PROJECT SCHEDULE KPI

The Contractor shall maintain a detailed schedule of planned periodic and restorative work (floor stripping/refinishing, carpet extraction, etc.). This schedule shall include the building name, project/service and schedule date. The project schedule shall be submitted quarterly to University for review. The Contractor shall also make this schedule available whenever requested by University.

The Contractor shall follow the project schedule, and communicate any changes or missed dates with University. The schedule shall be updated as projects are completed, and show those projects still “open”.

Summary of Project Schedule KPI:

#1: Maintain accurate, updated Project Schedule of periodic and restorative work #2: Submit quarterly Project Schedule, or as requested by University #3: Adhere to the Project Schedule

Penalties: Failure to meet one or more of the above KPI’s for two instances within one calendar year shall result in a $1,500 penalty. The penalty shall continue for additional consecutive instances of non-compliance.

Account Management

University reserves the right to request team member changes at any time. Prior to bid award, University reserves the right to request the Contractor’s proposed Supervisory Staff (names, résumés, references, etc.). The Contractor shall put an Account Management Team in place with the responsibility for managing all buildings within this statement of work, and under University’s account. The Account Team shall include, but may not be limited to the following individuals with designated assignments below:

Account Manager

• Has at least 5 years’ experience managing custodial services

• Has at least 1 year of experience with employer (preferred)

• Responds to emergencies within one hour (or designee)

• Has ultimate overall responsibility for all activities within the University account

• Functions as the primary contact with the University Assistant Vice President for

Facilities Services or designated personnel and other key personnel as identified

• Institutes escalation procedures necessary to meet the service and quality requirements outside the standard terms of the contract

• Visits University buildings as appropriate

• Coordinates University’s requirements within the Contractor’s organization consistent with University’s needs

• Updates the University Assistant Vice President for Facilities Services or designated personnel on potential changes in products, services and enhancements to the current program

• Provides University Assistant Vice President for Facilities Services or designated personnel information on resources, educational opportunities and industry trends

• Assists University Assistant Vice President for Facilities Services or designated personnel on other program requirements as directed

• Assists the Project Manager or on-site Supervisor with quality inspections

Project Manager and/or On-site Supervisor(s)

• Is available 24 hours, 7 days a week (or designee)

• Main Campus Only: Is a full-time (40-hours per week minimum) employee that is exclusive to the University contract. The Project Manager for South Campus is not required to be a 40-hour per week dedicated manager.

• Has at least 3 years’ supervisory experience

• Has at least 1 year of experience with employer (preferred)

• Coordinates and acknowledges all activities

• Acts as a key interface with Facilities Services designee(s)

• Coordinates and tracks all activities ensuring compliance to agreed-upon schedules and requirements

• Coordinates all corrective activity

• Performs formal monthly Quality Audits, based on performance criteria

Reporting

The Contractor shall provide various reports to University. The reports specified below represent the minimum reporting requirements. All reports shall be submitted to the University Assistant Vice President for Facilities Services or designated UTD personnel.

Daily

• Communicate all events and issues to the University Assistant Vice President for Facilities Services or designated UTD personnel, including: attendance, injuries, damages (i.e.: missing items/furniture, broken furniture, torn carpets, stair treads, etc.), security, building intruders, etc. The employees of the Contractor shall be responsible to immediately notify the UTD Police Department of any inappropriate or illegal activities that they witness while on campus.

Monthly

• Quality audit scores, including:

o Overall monthly average score (KPI) o Scores per facility o Corrective action plans and follow-up results o Quality trend reports

Quarterly

• A dashboard report showing high-level KPI’s and data. For example: quality scores (overall and by campus), custodial supply purchase amounts, training hours, and open action items

• A copy of the custodial equipment and chemical logs, including:

o Equipment purchases/repairs o Updated chemical/equipment list and purchases o Indication of % of green compliance (% of total cost)

• Training logs, indicating topics covered, and hours per employee

• Project Schedule: updated periodic and restorative schedule showing completed and scheduled tasks. The Contractor shall provide a status report summary of open special projects and restorative work

Annual Vendor Review

• The Contractor shall provide University with:

o Review of all KPI’s (see Section 1.2) o Status of major activities and projects o Cost saving and process enhancement opportunities o Industry trends and outlook

Problem Resolution

The Contractor shall remedy any unsatisfactory performance, or missed service, that has occurred. Where performance has been deemed by University as unsatisfactory, the Contractor shall perform such task(s) to a satisfactory completion within 24 hours of notice, at no additional charge to University.

Contractor Personnel

The Contractor’s personnel shall wear identifiable uniforms and name tags. Name tags shall include the Contractor’s name, employee’s full name and employee’s picture. Personnel shall also wear high visibility vests, or aprons. Where applicable, personnel shall wear proper Personal Protective Equipment (PPE) at all times. The Contractor shall supply all uniforms and PPE to its personnel.

The Contractor’s personnel shall treat University employees in a friendly and courteous manner. Personnel will not engage in inappropriate conduct, such as borrowing money from University employees, using available telephones for personal calls, arguing over controversial subjects, conducting outside business at University locations, using University equipment, or supplies, for personal reasons, including those belonging to other employees, for any reason.

Personnel shall not accept gifts, or gratuities, from anyone for any reason. University reserves the right to remove any personnel from its premises that it deems necessary.

Occasionally, special circumstances may arise in which University would require a custodian’s responsibilities to change for a short period of time. This may result in the custodian performing a function not normally within their job description. The Contractor shall ensure that personnel are flexible enough to handle special circumstances as they arise.

The Contractor shall agree that absenteeism of its personnel shall not be an excuse for non-performance. In the event the Contractor’s employee is sick, or absent, the Contractor shall supply an adequately trained replacement in proper uniform.

Training and Safety

The Contractor shall ensure that personnel have received appropriate training for all services described herein. University shall approve all training programs. Evidence of training shall be provided at University request. Training shall include, but not be limited to:

• Blood-borne pathogen training

• Environmental health and safety training

• Asbestos awareness training

• Appropriate chemical “hazard” communication training

• Workplace safety training

• Building orientation

• General training in cleaning techniques and “chemistry” of cleaning

The Contractor shall provide all training at no additional cost to University. The Contractor shall provide evidence of initial training, as well as refresher training, at University request. The Contractor shall provide at least eight hours per year of safety related training for personnel.

As part of green cleaning best practices, the Contractor shall also provide at least eight hours per year of green cleaning training for personnel. The contractor is also required to have a written safety program that upon request will be provided to the University.

All contractor personnel will be trained in proper entry of spaces, Using custodial cart to push doors open is not allowed, all carts will contain door stops to hold doors open.

Paper Products / Consumables / Trash Liners / Feminine Hygiene Products

• Bags:

o Large trash bags 43”x47” 0.9mil clear o Small trash bags 24”x32” ,0.5 Mil, clear o Blue recycle bags 43”x47” ,1.25 mil o Health Guards KL260 Kraft waxed liners for Sanitary Napkin disposal

• Feminine Hygiene Vending Products:

o Feminine Hygiene pads Maxithins® Vended Maxipads MT-4 Size Large o Tampons TAMPAX® Vended Tampons T500, T500C Regular Tampax®

Tampon Cardboard Applicator

• Soap:

o Pink lotion hand soap 8oo mil boxless bags (Health Guard 5665) o Foam Soap 1200ML Refills

• Toilet paper:

o Two ply white 4”x4” o Jumbo Toilet paper, Two ply white 3.3inx 1000ft

• Paper towels:

o Multi -fold, one ply, natural,9.45”x9” 16 packs o High Capacity Roll towels 7.5”x 1150ft

The contractor shall supply all Feminine Hygiene Products in both no-cost dispensers as well as coin-operated machines and collect all cash.

All substitutions/deviations from the above list will require prior written approval of the University Assistant Vice President for Facilities Services or designated UTD personnel.

Any changes in product dispensers will require prior written approval of the University Assistant Vice President for Facilities Services or designated UTD personnel.

Chemicals

The Contractor shall provide all cleaning chemicals and supplies that are to be included in the overall fixed price.

The Contractor shall comply with all OSHA requirements, and maintain the appropriate Safety Data Sheets (SDS) wherever it stores chemicals within a University building. The Contractor shall also provide the Assistant Vice President for Facilities Services or designated UTD personnel a composite manual on all SDS. The Contractor shall keep the manual of SDS current. At University request, the Contractor shall submit a written list of all supplies, along with attached SDS, intended for use in the buildings. All chemicals and supplies brought on-site by Contractor shall be properly labeled, and stored according to OSHA regulations. At least 75% (by cost) of the general cleaning products such as general-purpose cleaners, bathroom cleaners, glass cleaners and carpet cleaners must meet the green cleaning requirements stated in the Green Cleaning Guideline.

The Contractor shall provide University with quarterly reports proving that the Contractor is meeting the above requirements for the purchase of chemicals and supplies (this can be done via an up-to-date log book). These reports shall show a breakout of sustainable/non-sustainable products, and reveal where the products were delivered and where they will be used. See Section 1.2 for sample reports.

The Contractor shall work with University on an ongoing basis to test new cleaning supplies, methods, processes and consumables for program improvement.

Equipment

The Contractor shall provide and maintain all equipment, and related items for University.

Equipment shall be well maintained, and checked periodically for safety hazards. All equipment shall be stored out-of-sight in the appropriate designated area(s) after use. At the onset of the Agreement, Contractor shall provide University with a list of equipment to be used at the project.

The list shall be maintained for the term of the Agreement, and made available at University request. University reserves the right to require specific equipment use for preservation of building finishes. The Contractor shall be responsible for any repairs as a result of misuse, or negligence. The Contractor shall use all new, or like-new equipment, for the Agreement. Gas-powered equipment shall not be stored inside any building. The Contractor shall review the Green Cleaning Guideline for additional equipment-related requirements.

Green Cleaning Guideline

University is committed to sustainability in custodial practices and purchasing in order to maintain buildings to the highest standard. As part of its commitment, University implemented a comprehensive green cleaning program. University requires the Contractor to perform cleaning in compliance with University’s Green Cleaning Guideline. The Green Cleaning Guideline is a comprehensive program that reflects the criteria in USGBC’s LEED EQc3.3 guidelines for Green Cleaning and fulfills requirements set by the Association for the Advancement of Sustainability in Higher Education (AASHE) OP 13 – Cleaning and Janitorial Purchasing Guidelines. The Contractor shall submit quarterly cleaning supplies, equipment and material reports indicating compliance with University green cleaning protocol. Sample reports are included in Section 1.2.

Institution’s main cleaning or housekeeping department(s) and/or contractor(s) purchase cleaning and janitorial paper products that meet one or more of the following criteria:

• The cleaning products meet one or more of the following standards for the appropriate category:

o Green Seal GS-37, for general-purpose, bathroom, glass, and carpet cleaners used for industrial and institutional purposes.

o UTD approved equal

• Disinfectants, metal polish, floor finishes, strippers, or other products not addressed by the above standards meet one or more of the following standards for the appropriate category:

o Green Seal GS-40, for industrial and institutional floor care products.

o UTD approved equal

• Any products purchased that do not fall under the categories above must meet one of the standards below:

o Forest Stewardship Council (FSC) o Green Seal o UL ECOLOGO o U.S. EPA Safer Choice

Cleaning products include general purpose bathroom, glass, and carpet cleaners; degreasing agents; biologically-active cleaning products (enzymatic and microbial products); floor-care products (e.g., floor finish and floor finish strippers); hand soaps and hand sanitizers, disinfectants, metal polish, and other specialty cleaning products.

University has the following reporting requirements:

• Total expenditures on janitorial and cleaning products (US Dollars)

• Expenditures on cleaning products are Green Seal or UL ECOLOGO certified and/or

Safer Choice labeled (or local equivalents for institutions outside the U.S. and Canada) (US/Canadian dollars)

• Expenditures on janitorial paper products that are FCS, Green Seal, and/or UL ECOLOGO certified (or local equivalents for institutions outside the U.S. and Canada) (US/Canadian dollars)

• A brief description of the time period form which the figures reported above are drawn (i.e. one-year time period or representative sample) https://www.usgbc.org/credits/existing-buildings/v2009/eqc33 https://www.usgbc.org/credits/existing-buildings/v2009/eqc33 https://drive.google.com/file/d/0BzY7o-k46NLgQ3VwYXQtU1NJM28/view https://drive.google.com/file/d/0BzY7o-k46NLgQ3VwYXQtU1NJM28/view https://drive.google.com/file/d/0BzY7o-k46NLgQ3VwYXQtU1NJM28/view

Security

The Contractor shall perform its standard employment screening at no cost to University (including criminal background investigation). The Contractor shall perform a criminal background investigation on any Contractor personnel who performs services for University within four weeks before beginning an assignment at University, and shall certify to University that Contractor will not knowingly assign any individual to provide services on University’s campus who has a history of criminal conduct unacceptable for University’s campus or healthcare center, including but not limited to violent or sexual offenses or those involving moral turpitude. University reserves the right to review these records.

The Contractor shall be responsible for turning off all lights and securing all prescribed interior doors and exterior entrances upon completion of work assignments.

When notified by University of an act of theft or dishonesty by Contractor personnel, and such act is not reasonably in dispute, the Contractor shall immediately reimburse University for the amount of University’s resulting loss without waiting for any potential reimbursement or recovery from Contractor’s fidelity carrier. The Contractor shall remove any Contractor personnel from assignment at University that is deemed by University to be unsatisfactory for any reason.

The Contractor represents and warrants that all Contractor employees designated to perform services at University locations are either citizens or legally eligible to work in the United States.

The Contractor also represents and warrants that it has and will comply with all applicable immigration laws and regulations.

Security officers shall have the right to stop Contractor personnel to check all waste removal to provide a deterrent to theft.

Keys and Access Cards

The Contractor shall limit the use and exposure of building keys and access cards. The Contractor shall provide a written plan for how keys and access cards shall be managed and secured on a daily basis. Keys and access cards will be issued only to responsible staff. Each key ring will contain a large non-removable plastic, or metal tag, to aid in the retrieval of the keys in the event they are lost. The Contractor must attend a quarterly key inventory meeting with the Office of Facilities Management. Loss of any set of keys will be $1,500.00 per set paid to UTD by contractor. Loss of any access card will be $250 per card paid to UTD by contractor.

Language Requirements

All Supervisors must be able to speak, read, and write fluent English.

University Hours of Operation

The University is occupied at all times. Hours of operation may vary building to building.

Work Rules

Employees of Contractor shall not disturb papers or personal effects on desks, open drawers or cabinets, use telephone, radio or television sets, or tamper with other personal or university property. Additionally, the Contractor shall require employees to adhere to the following work rules:

• Security check all doors and windows

• Turn off lights upon completion of cleaning operations

• Minimum lights will be used in the process of cleaning

• Do not read or remove any materials left on desks, file cabinets, etc.

• Do not consume food from refrigerators, do not take candy from desks, etc.

• Do not store food in refrigerators or any other spaces, except space that is designated for custodial staff

• Do not remove anything from the building which is personal or University property

• Do not smoke in the buildings or on campus; UTD is a tobacco-free campus

• Do not use telephones or computers for personal calls

• Do not open drawers, doors, etc. of office furniture

• Do not consume alcoholic beverages or other drugs on the job or report to work under the influence of alcohol or drugs

• Do not operate or tamper with any office machines, microwaves or other equipment

• Wear approved attire.

Day Porters

The Contractor’s base price shall include portering for all buildings Monday through Friday from 8:30 am - 5:00 pm, and the Contractor shall be responsible for the supervision.

Additionally, the contractor shall provide day porter service on the Main Campus on weekends from 9:00 am – 5:30 pm scheduled as follows: 2 day porters on Saturdays and 1 day porter on Sundays.

The day porters shall perform tasks such as portering the restrooms, elevators, common areas, entrances, and patio/balcony areas. The personnel within the “day porter/matron” category shall also be required to perform special services at the direction of University, including the prompt response and clean-up necessitated by bio-hazard incidences and other emergencies. These services shall be required during the regular business hours, or as University may wish to assign them.

South Campus Day Porters UTD South Campus provides outpatient clinic and day care services to the public, and require specific day porter coverage to be included in the Contractor’s base price:

BUILDING DESCRIPTION DAYS HOURS

So ut h C am pu s CA - Callier Center and Callier A-J 2 Day Porters Monday thru Friday 8:30 am - 5:00 pm

CBH - Center for Brain Health 1 Day Porter Monday thru Friday 8:30 am - 5:00 pm

BPI - Brain Performance Institute 1 Day Porter Monday thru Friday 8:30 am - 5:00 pm

Additional Services Billed Separately

Certain buildings and customers regularly receive additional custodial services, primarily day portering, which are invoiced separately each month and shall be procured via the pricing line items for “T&M Rate per Hour for Day Porter/Matron” section of the Pricing Worksheet.

The day porters shall sign in and out every day. Timesheets shall be attached to the monthly invoices.

It is imperative that the Contractor adequately provide coverage for events, construction cleanup, and extra services when requested by University. The Contractor shall support the events and perform extra services per University’s instructions, which may include pre-cleaning, mid-event cleaning, and post-event clean-up activities, sometimes on very short notice. The Contractor shall invoice for events and extra services based on the pre- established “Pricing for Additional Services” (included in the Pricing Worksheet). This hourly rate applies to events and extra services that require extra or overtime labor hours.

University departments that desire additional services should request a quote from the Contractor and issue a university purchase order for these services.

The University is interested in the range of other services that may be available or offered in addition to the scope of work included in this document. The Contractor shall provide a list (menu), along with cost, of additional services that would have an additional charge under the Agreement.

Scheduling of Cleaning

Main Campus (Richardson) is open 24 hours and cleaning must be performed Sunday thru Thursday evening, primarily on third shift from 8:00 pm - 4:00 am. However, in order to comply the efficiency requirements, these hours may be adjusted in certain areas upon UTD Custodial approval.

South Campus (Dallas) main hours of operation are Monday through Friday 8:00am – 5:00pm.

This campus should be cleaned primarily on second shift (starting at 6:00 p.m.), Sunday through Thursday nights.

Weekend cleaning includes portering services in sections 1.17 Day Porters and 1.18 Additional Services Billed Separately, as scheduled by UTD.

Cleaning of High Security Areas

University has some high security areas, such as the police station. The Contractor must employ staff with the proper clearance to perform the cleaning duties in these areas.

Cleaning of Research Labs, Vivarium’s and Clean Rooms

University has some research labs, vivarium spaces, and clean rooms that require a special cleaning procedure. The Contractor shall perform other services beyond the base cleaning specifications within these spaces on an as-requested basis.

The Contractor must employ staff with the proper clearance and expertise to perform the cleaning duties in these areas. Specifications and requirements for cleaning these spaces are attached as Supporting Documentation in the RFP.

Adding/Removing Buildings

At the sole discretion of University, additional buildings (new or existing) on any of its existing or future locations may be added/removed to the scope of this Agreement. When such an occasion occurs, the Contractor shall submit a formal proposal and cost breakdown using the “Pricing to Add/Remove Square Footage” rate(s) included under the Additional Services, where applicable, to University for approval.

The Contractor will be given at least 14 days’ advance notice before the area requirements of this agreement are increased.

Increasing / Decreasing the Scope of Work

University reserves the right to increase or decrease the custodial scope of work, according to its needs, during the term of Agreement. In such cases, University shall provide the Contractor with at least 14 days’ notice of a change in scope. The Contractor shall submit an updated Pricing Worksheet to reflect the change in scope, and the updated scope and pricing shall be ratified via University’s standard contract amendment process.

Entrance Mats

University shall procure and provide floor mats for entrances. The Contractor shall be required to vacuum the mats daily and power wash as needed and maintain the alignment of the mats.

University will replace the mats as they wear out.

Bio-Hazard Services

The Contractor shall provide University with adequate staffing to complete cleaning and disinfecting services of bio-hazard incidents as they occur. This is to include, but is not limited to: blood spills, vomit, and other bodily fluids/waste. These services shall be conducted in accordance with current OSHA and University standards. Disposal of the contaminated materials associated with these cleanings will be conducted in accordance with current OSHA and DOT standards and regulations.

Perimeter Glass

Cleaning of exterior perimeter glass shall not be included in the Agreement, except for door glass and adjacent entrance glass/lobby, as well as all other interior glass, as indicated in the University Best-Practices Specification Design.

Contractor Vehicles

The Contractor’s price shall include all vehicles necessary to fully perform the duties included in this specification. The Pricing Worksheet contains line items relating to vehicle and fuel costs. Note that there is no covered parking for golf carts on campus.

The Contractor shall park only at locations to be designated by University.

Waste Removal

All trash (clear bags) shall be removed from the building each night and deposited in the appropriate dumpster/container/dock.

If a building does not have a dumpster or compactor, trash is left on the loading dock and removed by UTD Staff in the morning.

Single Stream Recycling

University has utilized single stream recycling. The Contractor shall remove all desk side recycling (blue bags) during the normal course of trash removal (clear bags). All recyclables shall be removed from the building each night and transported to the recycling compactors/containers/dock. Cardboard recyclables must be separated from all other recyclables.

If a building does not have a dumpster or compactor, recycling is left on the loading dock and removed by UTD Staff in the morning.

Office Space and Storage Facilities

University will provide a small office space and utilities for Contractor’s on-site operations.

Computer equipment, printers, and office supplies will not be included in the office space.

University shall provide custodial closets located within each building for storage of chemicals and supplies. Particular attention is to be exercised in not blocking/damaging telephone and data boards installed in custodial closets. Applicable building code compliance shall apply. If, during the term of the contract, additional storage is needed, the Contractor shall provide justification and notification to the UTD Custodial Department.

Contractor Employee Parking and Transportation

All personal vehicles parked on campus require a University parking permit. Pricing can be found on the University’s website at https://services.utdallas.edu/transit/park/#prices .

DART (Dallas Area Rapid Transit) provides bus services to the Main Campus on Routes 883 East and 883 West. Bus routes and schedules can be found on the University’s website at https://services.utdallas.edu/transit/cruiser/ . Bus services may be reduced during University https://services.utdallas.edu/transit/park/#prices https://services.utdallas.edu/transit/cruiser/ holidays.

Additionally, the DART Silver Line includes a rail station at the far north end of the Main Campus.

Cleaning services coverage distribution

The following shows the distribution of the cleanable square footage on Campus. Please.

provide line item bids for any or all areas given.

MAIN CAMPUS - Cleanable Square Footage

SOUTH CAMPUS Cleanable Square Footage

3. Project Requirements

3.1. Minimum Service Requirements should include the contractor point of contact name, email address, and phone number.

3.2. See Scope of Work for additional requirements.

4. Experience and Qualifications

To be considered, vendors must meet the following requirements:

4.1. Have a minimum of five (5) years in business, with proven commercial experience delivering…