2026 Cleaning SOW for Service Centers.pdf

MVD Cleaning Contract Statement of Work

MVD strives to make the first impression of a customer using our services welcoming and professional. This goal is supported by contracted janitorial services.

Definitions and Abbreviations

• Center – DL Service Center

• Cleaning Crew – contractor’s personnel that execute the deliverables of this contract in the absence of the lead worker.

• Contractor – business registered with the Secretary of State for Iowa that is insured to complete the janitorial tasks contained in this RFB and has adequate resources to complete the tasks.

• Designated Communication – anyone selected by the MVD Project Manager to interact with the

Contractor or lead worker.

• Lead Worker – the individual assigned to a location to complete cleaning duties.

• MVD – Motor Vehicle Division

• MVD Project Manager – DL Station Supervisor. This role serves as the point of contact for ordering supplies, communicating concerns related to scheduled cleaning, or other general questions as they relate to the contract.

Iowa DOT State Holiday Schedule:

Driver’s License Service Centers will be closed on the following days:

New Year’s Day Dr. Martin Luther King, Jr.’s Birthday Memorial Day Independence Day Labor Day Veterans Day Thanksgiving Day Friday after Thanksgiving Christmas Day

To find the dates of observance, go to State Holidays | Iowa Department of Administrative Services

Closure for Other Reasons

Should the MVD Project Manager need to close the facility for any reason that will affect the cleaning schedule, they will provide notice to the vendor as soon as possible. The vendor will be responsible for making the lead worker or designated crew member aware of the situation.

https://das.iowa.gov/state-employees/state-accounting/centralized-payroll/state-holidays

Hours of Operation

• Monday through Friday 8:00 am – 4:30 pm

• Cleaning tasks are to be completed outside of the hours of operation.

• Cleaning services are to be completed on days as agreed to by the contractor and the MVD

Project Manager.

• Access to buildings will be from 5:00 PM through 7:00 AM

Communication Escalation Plan

For MVD, the communication hierarchy is:

• Initial Contact – MVD Project Manager

• Second-level Contact – Field Services Manager – Customer Services Bureau

• Third-level contact – Vendor Manager

• All specific procurement issues will go through DOT’s purchasing agent

For the Contractor, the communication hierarchy must be provided for each location.

Overview

• MVD requires janitorial service coverage for our centers. Different tasks may be more frequent than others.

• Contractor will provide all labor, equipment, and supplies necessary to perform the duties as outlined in the Scope of Work and Table 1. Cleaning supplies and paper products that are the property of the Center may not be used for tasks identified in this contract.

• The Contractor is required to provide a lead worker for each center, and back-up employees needed to cover the location in the case of an absence of the lead worker. The Contractor will be responsible for notifying the MVD Project Manager of a change in worker as soon as it is known.

• The Contractor is required to notify the MVD Project Manager for any extended absences of the lead worker and the plan for covering the cleaning needs during that time.

• Due to needed security measures for each center, the MVD Project Manager will identify areas which are off-limits to the contractor’s employees or subcontracted employees.

• Any changes to the identified cleaning services and tasks, either adding or removing, must be submitted by the MVD Project Manager for a determination of what amendments, if any, will need to be made to the contract.

• A map of each area will be provided to the contractor which details square footage and identifies the areas to be cleaned as contained in this contract and can be found in Appendix B.

Entrance and exit area for Contractor’s staff will be provided.

• The Contractor will assume responsibility for any damage that is a result of the contractor’s employee. MVD will be the sole arbiter to determine indemnity on a case-by-case basis.

• Contractor must provide the name of at least three (3) contractor employees that will serve as backup to the scheduled contractor's cleaning staff for unscheduled or extended absences. These names need to be provided prior to the contract starting.

Cleaning

• MVD will provide paper products for towel dispensers, hand soap, toilet paper, and trash can liners for restocking purposes only. These products are not to be used in providing cleaning services.

• MVD requires a three-week advance notice of supplies in need of replenishment. This communication needs to be directed to the MVD Project Manager, or a designee identified by the MVD Project Manager.

• Minimal space will be provided, if available, to allow the Contractor to store cleaning products onsite. All products stored onsite must be properly labeled to identify the content and a safety data sheet “SDS” for each product must be posted.

• The successful contractor shall be responsible for providing the cleaning services outlined in this RFB.

• Services do not include cleaning computers or areas designated as a personal work area.

Attendance

• The Contractor shall not exceed three (3) unscheduled call-ins during a one (1) year period where a backup contract was not provided. Reduction of the amount invoiced under the contract terms may be imposed.

• In the event that there is an extended cleaning absence of longer than one cleaning shift, it is the Contractor’s responsibility to ensure there is a backup employee from the approved badge list in place to cover any extended absences greater than a 24-hour period.

Security

• Due to required security measures, all employees of the Contractor that will be accessing a Center must pass a criminal history and background investigation check.

• Only those individuals that pass the criminal history and background check will be given access to the building in the form of a door-access badge.

• MVD Centers must be locked and secured at all times. Doors are not allowed to be propped open.

• A Center found unsecured is grounds for reviewing the terms and conditions of the contract and a determination if action is warranted on a case-by-case basis.

• Theft of anything from a driver’s license service station is grounds for reviewing the terms and conditions of the contract and a determination if action is warranted on a case-by-case basis.

Criminal History and Background Investigation

• The Contractor is responsible for making their staff available for a criminal history and background investigation in enough time to have these processes completed by the employee’s start date. The usual time for completing this process is 2 - 3 weeks prior to start date.

• Any employee identified in this section who does not successfully pass these tests will not be given badge access to a DOT facility.

Measure of Performance/Standards

• The work performed shall be of high quality keeping the aesthetic appearance of the buildings clean and neat as specified.

• Any tasks which cannot be completed on schedule will need to be communicated to the MVD Project Manager or their designee as soon as this is known or within two (2) hours of the station opening with a plan for mitigating the deficit.

• Standards – provide a clear benchmark for quality, reliability, and professionalism that ensures the Contractor aligns with MVD business needs and expectations.

o Thoroughness – ensuring that the cleaning crews adequately address all areas.

o Efficiency – complete tasks effectively and promptly.

o Safety – use of appropriate products and procedures to protect the health and wellbeing of MVD customers and staff and the Contractor’s employees as well.

o Hygiene – use of appropriate sanitizing products for areas that are used frequently, such as restrooms, or touched regularly – door handles, light switches o Presentation – leaving the space visibly clean and well-maintained that meets the expectations of the MVD Project Manager.

• If the MVD Project Manager determines that the cleaning provided is inadequate or is not completed, results will be documented, and notification will be provided to the Contractor.

• Failure to perform identified tasks will result in adjustments to invoiced expenses. MVD will not pay for days of cleaning that are missed and not remedied within 24 hours.

Table 1 – Janitorial Tasks

Services to be provided and the frequency of the tasks:

Area Task Frequency Customer Waiting Area Clean light switches and door handles, clean glass in doors Daily

Vacuum/sweep and mop floors

Daily

General cleaning of entry/exit vestibules (including doors)

Daily

Sanitize seating area – seats and arms of chairs

Daily

Clean inside and outside of the front windows

Monthly

Clean ceilings vents and walls Quarterly Dust Monthly

Take out all garbage & recycling. Replace liners.

Daily

Clean window blinds Monthly DOT will replace product when needed.

Clean hand sanitizer tray and stand (if present)

Daily

Entryway Sweep/mop/vacuum entryway Daily Clean inside and outside of entry door Daily

Sanitize door handles Daily Work Stations Clean the partitions between customer and staff and between workstations.

Daily

Note: each location that has more than one workstation area will follow the same cleaning schedule.

Wipe down door handles for offices and the arms of the office chairs.

Weekly

Vacuum/sweep and mop floors

Daily

Clean office windows Weekly Clean ceilings vents and walls Quarterly Employees will dust their work areas

Dust top of common areas – tall cabinets and tops of modular walls

Monthly

Employee waste baskets are to be emptied by employee

Take out all garbage & recycling from large cans.

Replace liners.

Daily

Mop the carpet protectors under the office chairs

Monthly

Bathroom Note: each location that has more than one bathroom area will follow the same cleaning schedule.

Sweep and mop floors, clean and sanitize restroom fixtures, clean and sanitize mirrors, clean and sanitize sinks, toilets, urinals, and hand dryers.

Daily

Polish all chrome and stainless-steel fixtures.

Daily

Clean door, clean light switches and door handles, refill dispensers and restock paper products

Clean ceilings vents and walls Quarterly Strip and wax floors Semi-annually Take out all garbage. Replace liners.

Daily

DOT will replace product when needed.

Empty and clean feminine disposal units, replace liners.

Daily

Breakroom Clean light switches and door handles

Daily

Clean tables and chairs, clean countertops, clean sink, clean and sanitize drinking fountains

Daily

Take out garbage, sanitize lids, and replace the liners. Do not remove recyclables.

Daily

Clean outside of fridge, outside of vending machines, Dust top of fridge and vending machines

Weekly

Wash and dry trash barrels. Weekly (more frequent if there are spills inside of the barrels)

Staff will remove outdated food.

Clean inside of fridge, wipe down all walls and shelves, Monthly

Clean outside of microwave and wipe out inside

Weekly

Clean ceilings vents and walls Quarterly DOT will replace product when needed.

Clean hand sanitizer tray and stand (if present)

Daily

General (entire station) Shampoo carpeting Semi-annually Strip and wax floors Semi-annually Conference Rooms Take out all garbage. Replace liners.

Daily

Clean windows and window blinds

Monthly

Clean walls and ceilings vents Quarterly Vacuum and/or sweep and mop floors Daily

DOT will replace product when needed.

Clean hand sanitizer tray and stand