2025 Custodial Services General Specifications.pdf

RIDER D

Custodial Services General Specifications

The Provider agrees to complete the projects and tasks described in Rider A in accordance with these specifications, standards and conditions.

1) Scope: These specifications provide for accomplishing custodial services as described in Rider A. These services must be completed in a professional manner in strict accordance with the standards, schedules and conditions set forth herein. The work covered by these terms consists of furnishing all labor, equipment, supplies, supervision, tools and materials.

2) Description of Work and Frequency: The work to be accomplished consists of performing custodial services at the work site listed in Rider A, and according to specific frequencies listed in Rider A. Frequency may be increased, if needed, by mutual agreement and through written change requests, but may not be decreased without written approval/acceptance by the State’s Agreement Administrator.

3) Work Schedule: The detailed specification for the work site, Rider A, requires work to be done on a periodic basis. If it is not specified in Rider A the Provider shall supply a schedule of the intended work on all elements other than those which are daily or each day of service requirements or are to be performed on specific days or dates covered in Rider A. The schedule will be as follows:

a) Weekly Requirements - The day in the week that work will be performed.

b) Monthly Requirements - The week in the month that work will be performed.

c) Quarterly (Four Times per Year) Requirements - The week and the month that work will be performed.

d) Semi-Annual (Twice per Year) Requirements - The month that the work is to be performed. (Suggested months are provided in Rider A, or the Agreement Administrator may suggest months for this purpose.)

e) Annual (Once a Year) Requirements - The month that the work is to be performed. (Suggested months are provided in Rider A, or the Agreement Administrator may suggest months for this purpose.)

4) Material Requirements:

a) Material Requirements: All supplies/materials used shall have the necessary Under-writers seal of approval, be OSHA approved, be non-slip (if applicable) and shall otherwise create no harmful or hazardous conditions. Any flammable or otherwise harmful materials must be submitted to the State for analysis upon request. The Provider must maintain on the State’s premises a complete set of Globally Harmonized System (GHS) Safety Data Sheets (SDS) for any chemical products used at the facility during the contract period and have them accessible to the Agreement Administrator, their designee or emergency personnel on demand. If any of these materials are found to be unsatisfactory by the State, then said materials shall not be used, and substitute materials must be provided and approved by the agreement Administrator before use. All contracted personnel must be knowledgeable on how to look up and understand the information provided on a SDS.

b) Samples: The Agreement Administrator may require samples of supplies before the Provider commences work, or at any time during the work, to determine compliance with the standards required by these specifications. Any item failing to meet these specifications shall be replaced by the Provider with supplies meeting the itemized specifications or required standards.

5) Use of State Facility:

a) Janitorial Closet: The janitorial closet may be available for use by the Provider, without cost, for the purpose of storing materials and equipment, excluding flammable materials. Provider shall be responsible for the orderliness and cleanliness of this closet at all times. The closet must be kept odor free at all times.

b) Damage or Loss of State Owned Property: The Provider will be held liable for any damage or loss of use of State of Maine owned property caused by the Provider’s employees’ or personnel allowed into the facility by the Provider’s employees. The Provider will be required to pay for all repairs, replace the property with the exact same piece of property or pay for a replacement at current market prices.

c) Provider-owned Property: The Provider brings its property into a State facility at its own risk. The State will not be responsible in any way for damage or loss to the Provider’s supplies, materials, equipment, or the Provider’s employees’ personal belongings brought into the building.

Revised WJEA 7/17

d) Securing the Facility: Upon completing work in each area within the building, the Provider’s personnel shall assure that all windows are closed, lights are off, and all entrance doors are locked prior to leaving the area. The preceding would not apply if the Provider has completed work substantially prior to the end of the normal work day for State employees. Any office that was locked prior to servicing must be relocked when finished. Work areas with secured entrances and exits must not be unlocked or trigged to stay open at any time.

e) Loss of Facility Security: If a facility becomes unsecure due to actions of a Provider’s employee, representative or subcontractor, the cost of securing the facility will be the responsibility of the Provider.

The Agreement Administrator will determine what needs to be done to secure the facility.

f) Parking: Provider employees shall park only in areas designated by the Agreement Administrator and will park at their own risk.

6) Provider Personnel:

a) State-owned Equipment: Provider’s employees shall not utilize or operate State-owned equipment of any type without specific authorization of the Agreement Administrator. This is to include, but is not limited to, all office machines, telephones, etc.

b) Suitability: The Provider shall screen all personnel to assure the State that all employees are of good character. The Provider shall employ only personnel skilled or capable of becoming skilled in janitorial work.

c) Back Ground Checks: Agency may require full background checks on all Providers’ employees. If background checks are requested, the Provider is required to notify the Department when a person who has previously passed a Department background check may no longer meet the background check requirements. Notification must occur within forty-eight (48) hours of when the Provider receives the information. This person must not be allowed into the facility until they have been cleared by the Department again.

d) Notifications: Provider’s personnel shall notify the Agreement Administrator of inoperative water fixtures, lights, commodes, damage to buildings and fixtures, or any vermin such as cockroaches, water bugs, silver fish, mice, rats, etc.

e) Safety: The Provider shall be responsible for instructing its employees in safety measures considered appropriate. The Provider shall not permit placing or use of mops, brooms, or equipment in traffic lanes or other locations in such manner to create safety hazards and shall provide appropriate warning signs for slippery floor areas caused by cleaning or waxing operations. Provider’s employees shall be required to interrupt their work at any time to allow passage of personnel. Provider must comply with all Federal or State safety laws and regulations (including OSHA/MSDS requirements).

f) Identification: Provider’s employees shall be provided with an appropriate nametag identifying the person and employer. The Provider’s employees shall properly display the nametag during working hours.

7) General Relationship and Supplemental Services: Any employee of the Provider who may, in any manner, be unsatisfactory to the State (either because of dress, mannerisms, crude habits, criminal records, or other reasons) shall immediately be replaced by another employee upon request of the State.

The Provider, or any of its representatives or agents, agrees to treat with the strictest confidence any and all material information, written/verbal or otherwise, kept or maintained in the premises being cleaned. Any violation of this confidentiality will make the contract with the Provider null and void at the discretion of the State, and the Provider will be held responsible for any damages caused by any violation of this confidentiality. Agency may require Providers’ employees to sign a Non-Disclosure Confidentiality document.

If, in the judgment of the Agreement Administrator, the appearance of the area under contract does not meet the standards as set forth herein, it will be the Provider’s responsibility to take immediate corrective action, and all regular payments for services shall cease until the level of custodial services required has been attained.

8) Supervision: The Provider shall at all times provide adequate supervision of employees to ensure complete and satisfactory performance of all work in accordance with the terms of the contract. When there is more than one FTE involved, the Provider shall have a responsible supervisor in the building when the work of the contract is being carried out. The Provider shall also instruct the Agreement Administrator how the Provider or its representative can be contacted during other than normal working hours.

9) Clean Up: The Provider shall keep all supplies, equipment, and machines clear of traffic lanes or other areas where they might be hazardous and the Provider shall secure such supplies, equipment, and machines at the end of each work period in lockers or other areas provided for the purpose. The Provider shall store or dispose of cloths, mops, or brushes containing a residue of wax or other combustible material subject to spontaneous ignition outside the building in tight metal containers, to be furnished by the Provider.

The Provider shall dispose of all dirt and debris resulting from work under this contract each day at the completion of work at the work site. Where allowed by State and Federal regulations, the Provider shall dispose of used cleaning solutions in slop sinks provided, and the Provider shall adequately flush down any flammable cleaning solutions. The Provider shall place covers on trash receptacles at all times.

10) Lost, Found or Missing Articles: All unclaimed articles found in or about the work areas by the Provider will be turned in immediately to the Agreement Administrator, giving location where article was found.

11) Compliance with State and Federal Regulations: The Provider and employees will be subject to all applicable State and Federal regulations, for the conduct of personnel.

12) Insurance: The Provider shall procure and maintain, for the duration of the contract, insurance for injuries to persons or damages to property which may arise from or in connections with the performance of the work hereunder by the Provider, agents, representatives, employees or subcontractors. Minimum insurance requirements are listed below.

a) Minimum Insurance required:

i) Workers' Compensation and Employer's Liability as required by law; and

ii) Commercial General Liability; ISO Broad Form, $300,000 per occurrence, including contractual liability and products and completed operations coverage; and

iii) Automobile liability, $300,000 per occurrence extending to insure any owned, hired and non-owned autos to be used in fulfilling the contract; and

iv) Any other insurance as may be required by law. The Provider shall furnish the State with certificates of insurance (COI). All certificates and endorsements are to be received and approved by the State before work commences, and annually thereafter. The State reserves the right to require complete, certified copies of all required insurance policies at any time. Unless this requirement is waived by the State, the liability policies are to contain, or be endorsed to contain, the following provisions: the State, its officers, agents, and employees are to be covered as additional insured’s as respects:

liability arising out of activities performed by or on behalf of the Provider, including the insured's general supervision of the Provider; and automobiles owned, leased, hired, or borrowed by the Provider. The coverage shall contain no special limitations on the scope of protection afforded to the State, its officers, agents and employees. All certificates of insurance must name The State of Maine and The Department as the Certificate Holder and check the appropriate boxes that The State of Maine is additionally insured.

13) Subcontracts: Subcontractors hired for this contract are subject to all the terms and conditions of the prime contract and must supply Certificates of Insurance to the State in the same amount as the prime Provider.

No more than 15% of the work under this contract may be performed by subcontractors and the State reserves the right to remove any unsuitable subcontractor.

14) Storage: The building may have a supply area for routine storage of chemicals, toilet tissue, etc., but bulk storage of large quantities of paper goods or cleaning chemicals, etc., is not available, nor permitted. The definitions of “bulk” and “large” will be determined solely by the Agreement Administrator, in accordance with the space available at the work site.

15) Payment: State will pay the Provider according to the terms set in Rider B upon receipt of invoices for services rendered for the preceding month. The monthly statements are to be submitted to the invoicing address in Rider B or if not stated to the Agreement Administrator.

16) Payment Deductions: Deductions may be made for items listed in the specifications and on the Provider’s work schedule which are not accomplished. The amount deducted will be reasonable, and determined by the Agreement Administrator.

17) Inspection by the State: Inspection of the Provider’s work will be made by the Agreement Administrator or designee. The Agreement Administrator or designee has authority to point out to the Provider’s personnel incomplete or defective work and necessary corrective measures, but does not have authority to alter the terms and conditions of the contract without a mutually agreeable Amendment or Change Order to the contract. No payment shall be made for services which are not performed in accordance with the specifications.

The Agreement Administrator or their designee will tour the facilities covered in the contract with a member of the Provider’s management to review and document the service being provided using the Evaluation of Service Worksheet or the State’s check rating form. At that time, it will be determined what future corrective actions, if required, will be. The tours if not covered in Rider A should occur minimally bi-weekly for the first two months and monthly thereafter. The Agreement Administrator or designee can request more frequent tours if deemed necessary.

18) Standards and Services:

a) Standards: The following standards shall be used in inspecting custodial services:

i) Dusting - A properly dusted surface is free of all dirt and dust, dust streaks, lint and cobwebs.

ii) Plumbing Fixtures and Dispenser Cleaning - Plumbing fixtures and dispensers are clean when free of all deposits and stains so that item is left without dust streaks, film, odor, or stains.

iii) Sweeping - A properly swept floor is free of all dirt, dust, grit, lint, and debris except imbedded dirt or grit.

iv) Spot Cleaning - A surface adequately spot cleaned is free of all stains, deposits, and is substantially free of cleaning marks.

v) Damp Mopping - A satisfactorily damp mopped floor is without dirt and dust, marks, film, streaks, debris, and standing water.

vi) Metal Cleaning - When cleaned, all surfaces are without deposits or tarnish, and with a uniformly bright appearance. Cleaner is removed from adjacent surfaces.

vii) Glass Cleaning - Glass is clean when all accessible glass surfaces are without streaks, film, deposits, and stains and has a uniformly bright appearance and adjacent surfaces have been wiped clean. Extreme care and correct materials must be used to avoid damage and scratching on all surfaces.

viii) Finish Removal - Finish removal is accomplished when surfaces have all finish dirt removed down to the floor material, floor is left free of all dirt, stains, deposits, debris, cleaning solution, and standing water, and the floor has a uniform appearance when dry. Plain water rinse and pickup must follow removal operation immediately.

ix) Scrubbing - Scrubbing is satisfactorily performed when all surfaces are without imbedded dirt, cleaning solution, film, debris, stains, marks, and standing water in all areas and floor has a uniformly clean appearance. A plain water rinse must follow the scrubbing process immediately.

x) Light Fixture Cleaning - Light fixtures are clean when all components, including bulbs and tubes are without insects, dirt, lint, film, and streaks. All articles removed must be replaced immediately.

xi) Buffing of Finished Surfaces - Finished surfaces shall be buffed sufficiently to obtain maximum gloss, and have a uniform appearance free of surface dirt.

xii) Baseboard Cleaning - After cleaning, the surfaces of all baseboards (wood, resilient, ceramic) will have a uniformly clean appearance, free from dirt, stains, streaks, and cleaning marks.

xiii) Window Cleaning – Shall consist of cleaning the entire window area, which includes the glass and vinyl or wooden part of the window frame, sash and any blinds attached to the windows. Cleaning shall be accomplished with a glass or all-purpose cleaning agent and is considered clean when all surfaces have a uniformed surface free from dirt, stains, streaks and cleaning marks.

xiv) Entryway Cleaning - Shall consist of cleaning the entire exterior and interior of the entryway to include on the exterior the area of the door, the doorframe the exterior wall area encompassed by the overhang, and concrete stoop. Cleaning shall be by use of a cleaning solution or warm soap and water and is considered clean when all surfaces have a uniformed surface free from dirt, stains, bugs or any part of bugs or vermin, cobwebs, streaks, or cleaning marks.

b) Services: The following services shall be performed to comply with the following specified standards:

i) Preliminary Cleaning - The facility will be given a complete top to bottom cleaning of all rooms, floors, rugs, walls, doors and windows, (both exterior and interior), entryways, and moldings.

ii) Cleaning Restrooms - This work includes a complete hygienic cleaning all plumbing fixtures, lavatories, toilet bowls, dispensers, wainscots, grout lines, doors, mirrors, handicapped accessible handrails, stall partitions as required, and filling all paper/soap dispensers as needed. Scouring powder may be used on plumbing fixtures or may be used for water closets and urinals, if required, on approval by the Agreement Administrator. All stains, spots, mold and/or mildew shall be removed from wainscots, grout lines and stall partitions, using a damp cloth with detergent. Floors shall be dry-swept and then damp mopped using a department approved germicidal cleaner. Water used in cleaning restrooms must be clean at the start of the cleaning process and disposed of once cleaning is complete. The water cannot be used in cleaning other areas of the building. Rags and mops used in cleaning restrooms cannot be used in other areas of the building until washed using a germicidal cleaner.

iii) Cleaning Slop Sinks, Vending Machines, and Drinking Fountains - All items will be cleaned using detergent or scouring powder, if required. Water cabinets, water chillers or drinking fountains shall be wiped using a clean, unused damp cloth. Any spillage on floors or walls adjacent to fixture shall be wiped clean with a damp cloth.

iv) Sweeping - All tile, wood, or concrete floors, stairways, landings, and stoops shall be swept with brush or mop or mechanical brush-vacuum sweeping without damage or disfigurement of furniture, doors, or base trim. Oil treated mops shall not be used. Dust, dirt, and debris shall be removed to receptacles provided for this purpose on the building exterior. Reset furniture upon completion of sweeping.

v) Vacuuming - Carpeting and furniture shall be vacuumed and the dirt, dust and debris removed to receptacles provided by the Provider on the building exterior. Spots shall be removed from rugs and carpets as they occur. A commercial/industrial vacuum cleaner equipped with a HEPA filter must be utilized.

vi) Carpet Shampooing - Carpeting shall be cleaned using commercial/industrial grade self-contained equipment capable of providing 50 PSI (pounds per square inch) of cleaning solution with an extractor capable of 100 inches of water lift and shall use water with a minimum temperature of 140 degrees F. Turbo drying of the shampooed carpet shall be performed utilizing a high speed fan(s).

Bonnet cleaning is NOT acceptable (other than for spot cleaning).

vii) Damp Mopping Floors - Damp mop all resilient tile floors, terrazzo, quarry tile, ceramic tile, and concrete floors, including stairs and landings, using cotton or sponge mops, appropriate stain removal agents, unheated water and detergent, if required, using as small amount of water as possible. Follow with clean water rinse and pick up again using as small amount of water as possible. Where floor drain exists, water will be added periodically to prevent traps from becoming dry.

viii) Floor Scrubbing - Scrub floors by use of deck brush, cylindrical or disc type machine or automatic machine scrubber and detergent solution using as small amount of water as possible followed by plain water rinse and pick up. This scrubbing will be followed by the application of a floor finish system applied in accordance with the manufacturer’s specifications. Baseboards shall be thoroughly cleaned after buffing.

ix) Finish Removal - Removal or stripping of all finish down to the flooring material, using compound specifically prepared for this purpose, with steel wool or brush agitation as required, followed by rinsing with plain water to remove all finish material, solution, dirt and film form baseboard edge to baseboard edge.

x) Floor Waxing and Finishing – Floors must be completely free of anything that will become part of the finish before starting. All floor waxes or finishes (i.e., carnauba, acrylic, polymeric) will be compatible with floors on which applied and shall be applied in accordance with the manufacturer’s recommendations.

xi) Floor Touchup - Application of finish material and buffing in heavy traffic areas between primary refinishing as required.

xii) Buffing - All finished and terrazzo floors shall be buffed periodically to remove traffic marks, heavy soil, etc., to be followed by sweeping, vacuuming, or dust mopping to pick up loose residue.

xiii) Turned-Out Lights - Turn off all lights when not in use. Only specific areas being worked in will be illuminated.

xiv) Dusting Horizontal Surfaces Other Than Furniture, Fixtures, and Equipment - Dust with treated dust cloth or vacuum all horizontal surfaces of windows, window ledges, radiators, stair rails, baseboards, tops of acoustical panels, exterior wall mounted electrical conduit and other horizontal surfaces.

xv) Glass Cleaning - Clean all mirrors, glass cases, desk tops, windows and glass at building entrances using plain water or cleaning solution prepared for the purpose. Adjacent trim shall be wiped clean with a damp cloth. Scouring powder shall not be used.

xvi) Metal Cleaning and Polishing - Hardware, bars on doors, door knobs/handles, kick plates, and all other bright work shall be polished using approved polishing compound.

xvii) Dusting Interior Walls and Ceilings - Beginning at the highest point, dust shall be first removed room all surfaces and exposed overhead pipes and equipment with untreated dusters or by vacuuming.

Cobwebs shall be removed with an upward stroke to avoid streaking.

xviii) Cleaning Doors and Trim - Clean doors and adjacent trim not otherwise cleaned.

xix) Cleaning Light Fixtures - Dust all accessible components of light fixtures, including bulbs and tubes with a cloth or yarn duster. Unless specified in Rider A, each fixture shall be washed not less than twice per year on a rotation basis.

xx) Empty Recycling Bins – Empty all recycle bins, when recycling program is practiced, located in corridors and other areas where specifically noted and remove recyclable (paper, cardboard, etc.)

items from building or deposit in collection facility/area provided for this purpose. Any recyclable products will be reduced and sorted by the department prior to removal.

xxi) Empty Waste Receptacles - Empty all waste receptacles located in corridors and other areas where specifically noted and remove trash from building and deposit in collection facilities provided for this purpose.

xxii) Disposing of Hazardous Material – If the Provider is required to dispose of hazardous material, the Provider must dispose of the material abiding by all State, Federal and local laws. Ignorance of the laws will not remove the Provider from legal repercussions. Any fines, legal fees or other costs associated with improper disposal will be passed on to the Provider. The hazardous material cannot be thrown out with the “regular” trash or recyclables.

xxiii) Washing Waste Receptacles - Wash all waste receptacles to keep in sanitary condition.

Washing shall be accomplished with brush and detergent solution. Use of cleaning agents harmful to paint or receptacle material will not be permitted. Receptacles will be left free of deposits, dirt, streaks.

xxiv) Cleaning and Polishing Furniture - Wood and finished metal surfaces shall receive furniture polish with rubbing as necessary for cleaning, followed by polishing with a clean, dry cloth or electric buffer. Leather coverings shall be thoroughly cleaned with a combination cleaner and polish followed by polishing with a clean, dry cloth. When cleaned or polished, all surfaces shall be of uniform appearance, free of deposits, streaks or film. All spillage shall be wiped clean with a damp cloth.

xxv) Vacuum All Upholstered Furniture - Vacuum all upholstered surfaces to remove dust and lint (includes acoustical panels/systems furniture partitions).

xxvi) Mat Cleaning - Remove mats at entrances and remove all dirt and dust deposits underneath.

Clean mats and replace in proper location.