189-25_Bid_Document.pdf

ITB 189 CAREY OUTPOST FACILITY JANITORIAL SERVICES

REQUIREMENTS/SPECIFICATIONS

Section 1: Intent

The intent of this invitation to bid is to establish pricing for janitorial services for the Ohio Department of Transportation District 1 at the Carey Outpost Facility, Located at the NW corner of US Route 23 & State Route 97, Carey, OH 43316. Vendor shall provide all labor, equipment, material, and incidental items necessary to perform the required services, all in accordance with specifications terms and conditions contained herein.

Section 2: Contract Duration

The effective period of this contract shall be from the date of the award, through June 30, 2026.

The vendor shall provide all personnel, equipment, and cleaning supplies (unless otherwise noted herein) to provide janitorial services at the following frequencies, excluding the state observed holidays listed below.

Period 1 Summer

a. One (1) day per week, currently Thursdays, from July 1 to November 30 and April 1 to

June 30 annually.

Period 2 Winter

b. Two (2) non-consecutive days per week, currently Tuesdays and Thursdays, from December 1 to March 31 annually.

New Year's Day January 1st Martin Luther King Day the 3rd Monday in January President's Day the 3rd Monday in February Memorial Day the last Monday in May Juneteenth June 19th Independence Day July 4th Labor Day 1st Monday in September Columbus Day 2nd Monday in October Veteran's Day November 11th Thanksgiving Day 4th Thursday in November Christmas December 25th

Section 3: Award

Award of the contract will be made to the lowest responsive and responsible bidder based on the calculated total contract cost for services determined by multiplying the daily rate bid for each site by the number of days of service for each period and adding both periods together, all in accordance with the specifications herein.

Section 4: Site Visit

Vendors are encouraged to visit the site to fully understand all the requirements of this Invitation.

Those interested may contact Mark Vandemark by telephone at (419) 905-8775 to schedule a site visit.

Section 5: Working Hours

1. Services shall normally be performed between the hours of 4:00 AM and 12:00 AM. The District Designated Representative may approve other hours when deemed necessary to accomplish the specified work.

2. The Department reserves the right to discontinue service temporarily due to inclement weather.

A minimum of four (4) hour notice must be given to the Contractor for a proportional amount to be reduced or suspended in the payment.

3. Most ODOT Facilities operate on a Monday through Friday work schedule. When a holiday falls on a Saturday, it shall be observed on the preceding Friday. When the holiday falls on a Sunday, it shall be observed on the following Monday.

4. It shall be understood that, from time to time, sites may be opened or closed during the life of the contract. Any potential changes in service locations and revised pricing, where applicable, shall be mutually agreed upon by the District Facilities Program Administrator or their designated representative, the awarded vendor and the Department and shall be included in or removed from the contract.

Section 6: General Requirements

The intent of these specifications is to provide custodial maintenance services, furnishing adequate supervision, labor and supplies to accomplish all required custodial services. All work shall be performed in accordance with the specifications and schedules set forth herein. There shall be no exceptions or deviations to any part, or from the approved schedule without prior written approval of the District designated representative. The contractor shall be deemed to have knowledge of the nature of the work and areas to be cleaned.

Section 7: Description of Premises

Area/Site Carey OP Offices/Entrances/Hallways 157 Rest Room 25 Lunchroom 196

TOTAL CLEANABLE SF 378

Section 8: Materials and Supplies

Vendors shall furnish, without additional cost, all materials and supplies required to perform the scope of work. Vendors shall always keep adequate quantities of properly labeled supplies on hand in the facility to perform the scope of work.

Vendor shall furnish, without additional cost, the following consumable items for facility staff and customers:

• Hand soap

• Toilet Paper

• Plastic waste can liners

• Air fresheners

• Urinal deodorant screens or liquid urinal deodorizer (“urinal blocks” not permitted)

• Hand drying towels

• Entry mats of appropriate size (where required)

• All paper products shall be submitted to the District designated representative prior to final selection and shall meet the minimum requirements below.

o Toilet paper shall be minimum 2 ply product o Hand towels shall be roll type (where applicable)

• If dispensers for any paper products or hand soap need installed or replaced, the vendor shall provide the dispensers and coordinate replacement with the District designated representative prior to installing new units.

Section 9: Services to be Provided

1. Offices, Entrances and Hallways

a. Daily Tasks

1. Polish/disinfect water fountains

2. Vacuum entry mats

3. Empty trash receptacles/reline as needed

4. Thoroughly clean entry glass

5. Dust mop tile floors

6. Wet mop tile floors

b. Weekly Tasks

1. Dust Tables/Desks

2. Dust Chairs

3. Dust all other office furniture (file cabinets, bookcases, etc.)

4. Dust windowsills and frames

5. Sanitize office phones

6. Spot clean high traffic walls

7. Remove tar from floors as needed

8. Spray buff tile floors

c. Monthly Tasks

1. Vacuum upholstered chairs

2. Dust wall hangings

3. Dust venetian blinds

4. Clean waste containers

d. Quarterly Tasks

1. Wash exterior windows

2. Wash interior windows

e. Annual Tasks

1. Strip and wax floors

2. Rest Room Care

a. Daily Tasks

1. Clean/disinfect toilets

2. Clean/polish sinks and fixtures

3. Empty waste receptacles/reline as needed

4. Polish/refill soap dispensers

5. Polish/refill towel dispensers

6. Replenish toilet paper

7. Polish Mirrors

8. Sweep/dust mop tile floors

9. Wet mop/disinfect tile floors

b. Weekly Tasks

1. Clean waste receptacles

2. Spot clean high traffic walls

3. Spray buff tile floors

c. Quarterly Tasks

1. Wash exterior windows

2. Wash interior windows

d. Semi Annual Tasks

1. Thoroughly wash walls

e. Annual Tasks

1. Strip and wax floors

3. Lunchroom Care

a. Daily Tasks

1. Dust/wipe chairs

2. Dust/wipe tables

3. Empty waste receptacles

4. Clean/disinfect counter

5. Polish/disinfect sink/fixtures

6. Spot clean high traffic walls

7. Clean exterior of appliances

8. Sweep/dust mop tile floors

9. Wet mop tile floors

b. Weekly Tasks

1. Spray buff floors

2. Clean exterior of vending machines

3. Clean waste receptacles

4. Remove tar from floors as needed

c. Monthly Tasks

1. Apply furniture polish to chairs

2. Apply furniture polish to tables

3. Dust wall hangings

4. Dust venetian blinds

d. Quarterly Tasks

1. Wash exterior windows

2. Wash interior windows

e. Annual Tasks

1. Strip and Wax Floors

Section 10: Dress Code

Employees of the vendor shall wear at least one item with the vendor’s name and/or other identifying wording (i.e. “Caretaker”, “Janitorial Staff”, etc.) to provide identification of themselves to anyone entering facilities or properties where they are providing services pursuant to these specifications.

Section 11: Safety

The vendor shall provide all required personal protective equipment and training and all employees of the vendor shall always wear safety vests when outside buildings performing work of any type pursuant to this scope of work.

Section 12: Chemicals and Cleaning Supplies

In accordance with OSHA 29 CFR 1910.1200 Hazard Communication Standard a chemical inventory listing all products used, manufacturers name, and copies of Material Safety Data Sheets/Safety Data Sheets (MSDS/SDS) used in performing work outlined in these specifications shall be submitted at least annually to and approved by the District Designated Representative. This information shall also be kept and maintained in each facility. In case of an emergency both the inventory and MSDS/SDS must be readily accessible. All chemical product containers must be properly labeled.

Section 13: Billing

If satisfactory work is performed, the vendor shall receive monthly payments within thirty (30) days for work complete and accepted as satisfactory and in accordance with these specifications.

Payment shall be based on the daily rate bid times the number of days of service performed in the month, as noted on purchase order. The bid rate shall be the total cost for each occurrence of services provided as specified.

Two (2) copies of each invoice are to be sent to the Ohio Department of Transportation, District 1 at the address below. Vendors must provide on each invoice the vendor’s Tax ID number, the purchase order number for the work performed, a description of the work and date(s) performed.

ODOT District 1 Facilities 1885 N. McCullough Street Lima, OH 45801

The vendor shall be notified within five (5) business days of any work deemed unsatisfactory. The vendor is expected to return to site to remedy such areas prior to acceptance of invoice for services.

In the event of contract termination, payment in full for services rendered shall be based on each occurrence where work performed and accepted as complete and satisfactory in accordance with these specifications.

Section 14: Subcontracting

The awarded bidder(s) will perform work amounting to not less than one hundred (100) percent of the Contract price with its own organization, unless otherwise approved by the Department. The phrase “its own organization” includes only workers employed and paid directly, inclusive of employees who are employed by a lease agreement acceptable to the Department, and equipment owned or rented with or without operators by the vendor. The phrase does not include employees or equipment of a subcontractor, assignee, or agent of the vendor.

The vendor’s percentage of the total Contract Price includes the cost of materials and manufactured products purchased by the vendor, but not the cost of materials and manufactured products purchased by subcontractors.

Vendor shall not subcontract any of the work covered by the contract unless specifically authorized to do so by ODOT. All subcontracting will be supplied to ODOT at cost with no vendor markup.

The vendor will be required to submit copies of invoices from subcontractor(s) as proof of costs.

The contractor will be fully responsible for making all subcontractor payments and ensuring that subcontractors follow all laws, rules, safety procedures and ODOT expectations as though they were the Contractor.

Section 15: Inspection

Department personnel may inspect the performance of work on the next working day. Vendor of record shall agree to meet with District Designated Representative for any subsequent review required as follow up to deficiency corrections.

Section 16: Unsatisfactory Performance

In the event of unsatisfactory performance on a given day or days, the Department may deduct a whole day or one half day payment depending upon the extent of the unsatisfactory performance as determined by the District Deputy Director or their designated representative. The vendor shall be notified by the Department of any unsatisfactory performance within five (5) days, excluding Saturdays, Sundays, and holidays. The Department also reserves the right, in the event of any unforeseen emergency, to have the vendor return to restore the location to an acceptable standard of cleanliness and safety. If the vendor fails to respond to the callback, the Department may deduct a day's pay.

Should the vendor fail to complete the performance of any specified service, the Department may deduct from the payment for services rendered the amount required to hire another vendor to complete the work satisfactorily. The Department reserves the right to non-perform or order additional work.

Section 17: Cancellation of Contract/Modification of Contract

This contract may be canceled at the request of the Director of Transportation due to the contractor's failure or inability to satisfactorily perform the work as per 108.08 of the Construction and Materials Specifications. This contract may be canceled by either party upon receipt of thirty

(30) day written notice. This contract may be modified in writing by mutual agreement of the parties hereto.

Section 18: References

All vendors shall provide contact information upon request for a minimum of two (2) references for whom like services have been rendered within the past 24 months.

Section 19: Background Check Screening

By submitting this invitation to bid, the bidder verifies to the Department that the employees it is placing in ODOT facilities have successfully passed the vendor’s own background check screening.

Section 20: Audit

The Ohio Department of Transportation reserves the right to audit all invoices submitted by a Vendor. In addition, when discrepancies arise, the vendor will be required to pay the difference of the amount quoted in the contract and the amount charged on the invoice, plus twenty percent (20%) of the amount invoiced or fifty dollars ($50.00), whichever is less.

Section 21: Accounting Records

The vendor shall establish and maintain accounting records and other evidence pertaining to costs incurred and payments received on this contract during the period of the contract. These documents shall be maintained for a period of three years after the Department makes payment of the final invoice or the Department notifies the vendor in writing that all pending matters are closed.

These documents shall be made available at the vendor’s office at all reasonable times during this period for examination by the Department or its duly appointed representatives and the vendor shall furnish copies if requested.

Section 22: Public Liability Insurance

The bidder must furnish proof with their bid that they carry public liability insurance with limits of not less than three hundred thousand ($300,000) dollars for any one person and one million ($1,000,000) dollars for any one occurrence

Section 23: Other Procedures

23.1: After all facility services have been completed the premises shall be left in a neat and orderly condition.

23.2: The vendor of record shall be responsible for disposal of all liquid and solid waste from performance of this contract. At no time shall the vendor of record bring items to or on ODOT properties for disposal. All chemicals utilized in the performance of this contract shall meet with the approval of the District Designated Representative and shall be in accordance with the rules of the Ohio Environmental Protection Agency. In no circumstance shall any chemical be disposed of improperly.

23.3: Vendor’s employees shall sign in and out with the designated representative, including arrival and departure times. Sign In/Out sheets shall be reviewed by the vendor and originals shall be submitted to ODOT with monthly invoicing.

23.4: The vendor shall sign for the keys they receive for each facility maintained. In the event keys are lost, the vendor shall be responsible for re-keying the facility at the current market rate of approximately $2500.00.

23.5: Upon completion of daily contracted services, the vendor shall scan the facility for any unusual conditions and report as necessary.

Section 24: Pricing

Vendors shall submit whole dollar only pricing F.O.B. the locations provided, all in accordance with the specifications, terms, and conditions. Pricing shall be guaranteed firm for the contract duration.

• Daily per occurrence cost for Period 1 janitorial services for each site

• Daily per occurrence cost for Period 2 janitorial services for each site