220000001529.pdf

OPTIONS:

CONTRACT

END DATE:

CONTRACTING AGENCY:

BUILDING NAME and

NUMBER:

BUILDING ADDRESS:

IS LOCATION ON CRO “SET

ASIDE”?

SCHEDULED TO BE IN

FUTURE?

PROSPERITY REGION and

COUNTY:

CONTACT

DTMB BUYER:

AGENCY BUYER:

PROGRAM MANAGER:

WORKING DAYS of BUILDING

OCCUPANTS:

M/T/TH/F 9

am-5 pm WED

11a - 7p

NUMBER of EMPLOYEES:

DAYS of CLEANING SERVICE:

M/T/Th/F 7p -

7a WED 9:00pm - 7am

TOTAL SQ. FT. to be CLEANED: 1

SQ. FT. CARPET:

SQ. FT. HIGH TRAFFIC

CARPET:

SQ. FT. VINYL:

SQ. FT. CERAMIC:

SQ. FT. CONCRETE:

SQ. FT. TERRAZO:

SQ. FT. RUBBER FLOORING:

NUMBER of RESTROOMS in

BUILDING:

Daily (Each time scheduled to clean; 247 per year)

Weekly (Once per week;

52 times per year)

Monthly (Once per month; 12 times per year)

Quarterly (Once per Quarter;

4 times per year)

Semi (or) Bi- Annual

(3 (or) 2 times per year)

Annual (Once Per

Year) a.) Vacuum carpet, sweep & damp mop hard surface floor if applicable. Remove spots/stains from carpet.

1x/day b.) Empty waste receptacles

1x/day

*Highlighted areas, frequencies and Replenishable Items Table to be completed by Agency /Program Area

Lisa Spitzley spitzleyL4@michigan.gov 517-249-0440

Department of State

Branch #164 Shelby Township

50640 Shoenherr Rd, Shelby Township, MI, 48315

Yes No X ., Yes No X .

Prosperity Region: #10 Detroit Metro Prosperity County: Macomb

DAILY CLEANING TO

INCLUDE ALL HIGHTOUCH

POINTS (IE. DOOR KNOBS,

PUSH/PULL BARS, DOOR

HANDLES) WITH

APPROVED INFECTIOUS

DISEASE CLEANING

CHEMICAL WITH NO

ADDITIONAL CHARGES FOR

COVID CLEANING

PLEASE NOTE;

Janitorial contract awards are subject to the Sheltered Workshop Sections of P.A. 431 of 1984 (MCL 18.1293 – 18.1297). In order to receive further award consideration, a bidder’s work plan and location pricing MUST indicate that you make a profit. Bids submitted indicating a loss will be considered non-responsive.

A. Contract and Program Manager Information

CONTRACT INFORMATION

Note Service Begin Date: Two, 1-Year - See Contract

9/1/2022 8/31/2025

PROCUREMENT CONTACT INFORMATION

NAME EMAIL PHONE

BUILDING LOCATION INFORMATION

M-F OFFICIAL WORKING HOURS of BUILDING

OCCUPANTS:

APPROXIMATE DAILY VISITORS:

M-F IDENTIFY HOURS of CLEANING SERVICE:

Ross Anderson AndersonR36@michigan.gov 517-241-1513

April Van Oast vanoasta@michigan.gov 586-532-6548

250 VCT - Breakroom (Strip, seal, wax, buff)

AREA(S): Break Rooms

196 - no wax AREA(S): Common areas, entrance way, Locker rooms

AREA(S): Courtyard & Kitchen

5,500 NUMBER of STORIES in BUILDING:

5,054 AREA(S): Offices, Hallways

AREA(S): Offices

NUMBER of DESIGNATED BREAK ROOMS in BUILDING:

● 1

Is window cleaning required? (Specify if Interior and / or Exterior and Number of Floors – typically 1st Floor for Exterior.)

●Yes, wash all interior & exterior windows inside and outside (weather permitting).

Does location have child play area(s), gymnasium, locker room, etc.? If so, please identify along with cleaning standard.

● No

AREA(S): Courtyard

AREA(S): Gyms, fun area

NUMBER of TOTAL UNITS for BUILDING RESTROOM(S):

*see Additional Information

C. Description of Service Needs TASK AND FREQUENCIES

Services Frequency

Basic Services - Agency Complete Frequencies Below

1. Office Cleaning

(Note : The days office cleaning is to occur will be determined by the Facility Supervisor.)

Does location have a cafeteria/café/snack bar?

● No

What is the RECOMMENDED Level of Insurance Risk for this Contract? [EXAMPLE: LOW, MODERATE OR HIGH] DTMB-OAS & AGENCY to determine

● Moderate

ADDITIONAL INFORMATION: (Note additional building information, including, but not limited to, particular security requirements {keys, etc.} or known building environmental issues that Bidder should be aware of in performing janitorial services for this location):

***Removal of salt stains from the carpeting is considered part of daily spot cleaning - extremely important the carpet is spot cleaned daily***. A. Salt stains may require the use of carpet cleaning equipment(extractors). Vendor must have equipment available to clean salt stains completely on a weekly basis. B. Cleaning of salt stains is not condiderd part of the semi-annual cleaning.

Schedule B - Location Specification Sheet (LSS)

SERVICE BEGIN DATE:

c.) Dust high and low, including all surfaces which gather dust. Do not dust desk surfaces or adjacent work surfaces.

1x/month a.) Close restroom b.) Empty waste receptacles

1x/day c.) Fill dispensers ** See Replenishable Supplies

1x/day d.) Dust 1x/day e.) Clean and sanitize waste receptacles

1x/week f.) Dust mop 1x/day g.) Clean and sanitize sinks 1x/day h.) Clean glass and mirrors 1x/day i.) Clean and sanitize toilets and urinals

1x/day j.) Empty and sanitize all sanitary napkins receptacles

1x/day k.) Clean and sanitize wall around toilets and urinals, stall and entry doors, and partitions between toilets, urinals and sinks. Also perform any obvious spot cleaning.

1x/day l.) Damp mop (Note: Damp mops used in restrooms are not to be used for non-restroom areas.)

1x/day m.) Vacuum carpet if applicable

1x/day n.) Maintain floor drain(s)/traps free of odors

1x/day o.) Service restrooms as requested by Facility Supervisor

1x/day a.) Clean, sanitize and wipe dry

1x/day a.) Empty trash/ recyclable paper pick up

1x/day b.) Pickup for miscellaneous recyclable materials c.) Remove carpet runners, clean floor underneath and replace runners

1x/day d.) Vacuum carpet and runners

1x/day e.) Dust mop 1x/day f.) Damp mop or machine scrub

1x/day g.) Maintain clean glass -includes entrance doors

1x/day h.) Completely dust all fixtures - includes ledges, edges, shelves, exposed pipe, furniture, partitions, door-frames, etc.

1x/week i.) Damp wipe all non-upholstered furniture, tables & counter areas including visitor/breakout rooms.

1x/day j.) Vacuum upholstered lobby furniture

N/A a.) Spot cleaning -including light switches

1x/day a.) Vacuum/dust mop/sweep

N/A b.) Vacuum/dust mop/sweep - Winter (November 1 - April 1) for designated areas.

N/A c.) Dust N/A d.) Clean w/ sanitizer & wipe dry handrails & doorknobs

N/A

2. Restrooms

3. Drinking Fountains

4. Lobbies and Corridors

5. Wall /Partition Cleaning / Washing

6. Stairway Cleaning, including those in parking ramps e.) Damp mop N/A f.) Damp mop - Winter (November 1 - April 1) for designated areas.

N/A g.) Spot clean walls and glass

N/A a.) Clean door guide tracks N/A b.) Dust, damp wipe and wipe dry handrails, cab walls, doors

N/A c.) Vacuum carpet/damp mop

N/A a.) Organize, tidy, and clean

1x/month a.) Empty food barrels/waste receptacles and clean receptacle covers

1x/week b.) Sweep/dust mop/vacuum floors

1x/week c.) Refill paper towel dispensers

1x/week d.) Damp mop e.) Clean, scour and sanitize sinks

1x/week f.) Damp wipe cabinetry, counter tops, table tops and outer surfaces of refrigerators

1x/day g.) Clean under small counter top appliances

1x/week h.) Clean top of paper towel dispensers

1x/week i.) Damp mop spills j.) Damp mop and shine vinyl floors a.) Cafeterias and cafes/snack bars

N/A b.) Clean tables and counter tops except for food serving and prep areas

N/A c.) Vending machine areas, concession stands, lounges and recreation areas

N/A d.) Empty food barrels N/A e.) Conference rooms N/A f.) Clean drawing boards in conference rooms

N/A a.) Emergency stain/gum removal from carpet

N/A b.) Empty exterior ashtrays/trash receptacles & clean all general areas including entrances, during Winter months of November 1 - April 1.

N/A c.) Empty exterior ashtrays / trash receptacles & clean all general areas including entrances, during Summer months of April 1 - October 31.

N/A d.) Wash all waste receptacles (inside & out) which present a soiled or odorous condition & sanitize

N/A e.) Replace waste receptacle liner when soiled or worn

N/A f.) Assist in snow removal operations around main building entrances, staffing changes may be needed

N/A

8. Thoroughly Clean Store Rooms/Janitor Closets

9. Designated Breakroom Cleaning

10. High Use Areas

Special attention must be given to the areas listed below. Both schedules & duties will be conducted as indicated. The facility supervisor reserves the right to schedule the activities listed in this section.

Cleaning to include: vacuum carpet, sweep & damp mop hard surface floors, remove spots/stains from carpet, empty waste receptacles and clean waste receptacle covers as applicable.

11. Variable Procedures

7. Elevator Cleaning g.) Entry leaf removal/sweeping fall season

N/A a.) Task

Daily (Each time scheduled to clean; 247 per year)

Weekly (Once per week;

52 times per year)

Monthly (Once per month; 12 times per year)

Quarterly (Once per Quarter;

4 times per year)

Semi (or) Bi- Annual

(3 (or) 2 times per year)

Annual (Once Per

Year) a.) Wash exterior-facing windows (interior and exterior of windows)

4x year b.) Dust walls high and low 4x year c.) Clean air bars and vents 4x year d.) Dust/clean baseboards 4x year e.) Dust/clean blinds, curtains, window treatments

4x year f.) Vacuum fabric upholstered furniture g.) Light fixture/lens cleaning

2x year h.) Thorough wall / partition vacuuming and washing, after renovations or modifications as required i.) Additional/ Emergency services a.) Spray buff finished hard surface floors - removing scuff marks included

N/A b.) Power scrub restroom floors

4x year c.) Clean carpet runners / mats

2x year d.) Clean carpet in high traffic areas, includes main hallways, cubicle/ office hallways, elevators, lobbies and cafeteria/cafes

N/A e.) Carpet Cleaning - entire floor including inside cubicles and offices

2x year f.) Scrub and refinish stairwell floors

4x year g.) Top strip & refinish floors (Breakroom)

N/A h.) Strip & refinish all hard surface floors

N/A

Daily (Each time scheduled to clean; XX per year)

Weekly (Once per week;

52 times per year)

Monthly (Once per month; 12 times per year)

Quarterly (Once per Quarter;

4 times per year)

Semi (or) Bi- Annual

(3 (or) 2 times per year)

Annual (Once Per

Year)

*Any additional service items specific to this facility, add in Section 12. Special - Building Specific Tasks

12. Special – Building Specific Tasks

Special – Additional Cleaning Procedures in Response to Infectious Disease – For Quotation Purposes Only

Services Quote for Additional Cleaning Procedures in Response to Infectious Disease (daily high touchpoint cleaning with infectious disease cleaner is

Frequency

Building Name:

Services Frequency

Periodic Services (the program manager’s prior approval is required for these services.)

13. General Tasks

14. Intensive Floor Care

In order to minimize the impact of infectious diseases in Michigan Department of State (MDOS) branch offices or any other MDOS office, the following procedures, at the designated frequencies, may be requested and/or discontinued at the discretion of MDOS. The contractor will be required to have sufficient staff in place to accomplish these additional tasks at the start of the contracted dates, or within five (5) working days of notification of the need for implementation by the Program Manager if not requested at contract start.

Disinfectants used for these procedures must meet the minimum standards set forth by the U. S. Government, Center for Disease Control and must be approved by the MDOS Program Manager. The disinfectants used must not damage paint, metal finishes, electrical controllers, electronics or any other materials or surfaces. The contractor will be responsible for all costs associated with the repair of any damage resulting from the improper use of disinfectants which result in damage to paint, metal finishes or other surfaces

These cleaning procedures must be performed nightly at the same time of the regular cleaning. These tasks will be performed on each regularly scheduled State of Michigan work day. Any adjustments or changes to the cleaning times must be approved by the Program Manager for that location.

a.) Thoroughly disinfect all interior and exterior entry door hardware. This includes all push/panic bars, door knobs, door levers and handicap entry buttons.

1/day b.) Thoroughly disinfect all handrails in building entries or other common areas.

1/day c.) Thoroughly disinfect all lobby mounted and cab mounted elevator call buttons. To avoid damage to elevator controls systems and other electrical components, the appropriate disinfectant must not be sprayed directly onto elevator call buttons or panels. The disinfectant should first be applied to a cloth then wiped on the surface to be disinfected.

d.) Thoroughly disinfect all push/panic bars, door knobs, door levers or other door opening devices

1/day e.) Thoroughly disinfect all push/ panic bars, door knobs, door levers or other door opening devices on restroom doors.

1/day f.) Check hand sanitizer levels in all lobby and entrance dispensers.

Report empty or nearly empty dispensers to the Facility Supervisor. Hand sanitizer refills will be supplied by DTMB and the dispensers will be stocked by DTMB staff.

n/a

NOTE :

SUPPLEMENTARY TASKS*

* For each replenishable item, indicate who will be responsible for purchasing these items, Agency or Contractor;

Services requested by the Facility Supervisor and performed by the contractor, which are beyond the scope of this service contract, shall be billed separately at the hourly rate quoted by the contractor for additional / emergency services.

- To be determined by Program Manager.

NOTES AND ADDITIONAL INFORMATION

Air Fresheners Agency

*** ALL CLEANING SUPPLIES ARE TO BE PROVIDED BY THE CONTRACTOR ***

Toilet tissue Agency Plastic Trash Can Liners Agency

Hand sanitizer dispensers & refills Agency

Paper towels Agency Hand soap Agency

Feminine Sanitary vending supplies & Disposal bags

Agency

● All cleaning schedules are to be established with and approved by the Program Manager (PM) at the beginning of the contract period. Service delivery begin date will be determined by PM.

Any deviation from the established schedule must be pre‑approved by the PM.

● All periodic services must be priced and invoiced separately from the basic services. Delivery and performance of all periodic services must be pre-approved by the PM or their designee pursuant to the schedule as approved by the PM.

(Agencies should edit, add, delete, as needed to describe location needs):

**RESPONSIBILITY FOR REPLENISHABLE SUPPLIES**

Replenishable Item Provided by

To be completed by Agency

To be complete by Vendor

Employees Hours Rate Days

Daytime Cleaners x x x =

Nighttime Cleaners 1 x 1.2 x 9.9 x 247 =

Supervisor Cleaning 1 x 0.5 x 10 x 24 =

Other x x x =

Other x x x =

Annual = 1 Semi = 2 Tri = 3

Qrtly = 4

Price Per Service

ANNUAL

PRICE

4 x $ 50.00 = $ 200.00

4 x $ 25.00 = $ 100.00

4 x $ 20.00 = $ 80.00

4 x $ 10.00 = $ 40.00

4 x $ 10.00 = $ 40.00 x = $ -

2 x $ 10.00 = $ 20.00 x $ - = $ -

4 x $ 75.00 = $ 300.00

2 x $ - = $ -x = $ -

2 x $ 75.00 = $ 150.00 x = $ -

4 x $ 75.00 = $ 300.00 x = $ -

Square Feet of Area to be cleaned: $ TOTAL AVERAGE cost per square foot per month: 0.70$ TOTAL AVERAGE cost per square foot per year:

TOTAL AVERAGE cost per square foot per month:

TOTAL AVERAGE cost per square foot per year:

e.) Carpet Cleaning - entire floor including inside cubicles and offices f.) Scrub and refinish stairwell floors c.) Clean carpet runners / mats d.) Clean carpet in high traffic areas, includes main hallways, cubicle/office hallways, elevators, lobbies and cafeteria/cafes b.) Power scrub restroom floors

Wage Overhead - (A) Basic Annual Janitorial Wages x 19.26%

Other – (Provide detailed list. Insert rows as needed)

Profit

+ TOTAL ANNUAL BUSINESS COSTS (B)

TOTAL ANNUAL JANITORIAL BASE RATE (C)

C ÷ 12 = TOTAL MONTHLY INVOICE AMOUNT

TOTAL ANNUAL BUSINESS COST (B)

BASIC ANNUAL JANITORIAL WAGES (A) $ 3,054.36

a.) Wash exterior-facing windows (interior and exterior of windows)” b.) Dust walls high and low c.) Clean air bars and vents d.) Dust/clean baseboards e.)Dust/clean blinds, curtains, window treatments f.) Vacuum fabric upholstered furniture

All Services

TOTAL ANNUAL JANITORIAL BASE RATE (C)

+ TOTAL ANNUAL PERIODIC SERVICES (D)

TOTAL QUOTE FOR ONE YEAR (E )

$ 5,267.36

$ 1,230.00

$ 1,230.00 g.) Top strip & refinish floors (Breakroom) h.) Strip & refinish all hard surface floors

PRICE

MDOS Branch #164 Shelby Township; 50640 Schoenherr Road, Shelby Twp, MI, 48315

$ 3,054.36 BASIC ANNUAL JANITORIAL WAGES (A)

$ 438.95

Anticipated Service Start Date: 9/1/2022

$2,213.00

$ 5,267.36

Total

$ 2,934.36

$ 120.00

Option Years: Two, 1-Year - See Contract

13. General Tasks

Total(Bidder Complete)

Contract End Date:

Contract # TBD

8/31/2025

$ 1,500.00

$2,213.00

PERIODIC SERVICES

ANNUAL BUSINESS COSTS

Annual Cost for Cleaning Supplies and Equipment

Replenishment Supplies (not applicable for DHS locations)

Insurance (General Liability and Worker’s Compensation)

$ 100.00

$ 25.00

$ 588.00

BASIC JANITORIAL WAGES – Enter hourly PAY rate. Do not include taxes or insurance.

g) Light fixture/lens cleaning

All Services

$ 6,497.36

TOTAL ANNUAL PERIODIC SERVICES (D)

14. Intensive Floor Care a.) Spray buff finished hard surface floors - removing scuff marks included

TOTAL QUOTE FOR CONTRACT (F)

Basic Janitorial

Basic Janitorial

ADDITIONAL SERVICES – FOR QUOTATION PURPOSES ONLY – Do not include in the total price of the bid

Email

Quote Per Chair

$ 6.00

Quote Per Hour

$65.00

Quick payment terms: ________ % discount off invoice if paid within ________ days after receipt of invoice.

Quote Per Hour

$ 100.00

Quote Per Hour

$ 100.00

Quote Per Square Foot

$ .15

Miscellaneous facility maintenance services:

(Includes light maintenance such as hanging paper towel dispensers or hanging storage shelves)

Description

Description

Description

Description

Emergency Services:

(Includes cleaning services for emergency situations such as restrooms overflow, etc.)

Description

Infectious Disease Control:

(Refer to Attachment A SOW for a complete description)

Additional Carpet Cleaning:

Carpet shampooing of tenant areas upon request, per square foot

Requested Chair Cleaning:

Shampooing/cleaning/stain removal of upholstered fabric chairs upon request

Company

Vendor ID

Vendor Signature

Date

Telephone Number

Cell Phone Number

Sub-contractor Total Costs $0.00

SUBCONTRACTORS(Bidder Complete)

MA 220000001529

SCHEDULE A – STATEMENT OF WORK

CONTRACT ACTIVITIES

Request for Quote

Janitorial Services – Branch 164 Shelby Township

BACKGROUND

This RFQ is for Janitorial Services at our Shelby Township, Michigan Secretary of State branch office.

Janitorial contract awards are subject to the Sheltered Workshop Sections of P.A. 431 of 1984 (MCL 18.1293

– 18.1297). In order to receive further award consideration, a bidder’s work plan and location pricing MUST indicate that you make a profit. Bids submitted indicating a loss will be considered non-responsive.

Schedule A

Janitorial Services

STATEMENT OF WORK

CONTRACT ACTIVITIES

SCOPE

This contract is for Janitorial Services located at our Shelby Township Secretary of State office.

1. GENERAL REQUIREMENTS

A. The Contractor must provide all personnel, equipment, tools, materials, supervision, and other items and/or services necessary to perform the Contract Activities as described in Section 1.1 Specifications, and the Location Specification Sheets. The required objective is to maintain the facilities in such a manner that the location provides a clean, healthy, and safe work environment for occupants and visitors of State-owned or leased facilities.

B. The State reserves the right to modify the services required under this contract to meet the State of Michigan’s future needs.

C. Refer to Location Specification Sheets for hours of basic janitorial cleaning.

D. Refer to Location Specification Sheets for days and hours of periodic services.

E. The State of Michigan will not pay for unperformed service as determined by its applicable Program Manager.

F. The Contractor will not be paid for services performed on State Holidays unless pre-approved in writing (email acceptable) by Program Manager or designee.

G. State Holidays include:

New Year’s Day Martin Luther King, Jr. Birthday Presidents Day

Memorial Day Juneteenth Day Independence Day Labor Day Veteran’s Day Election Day Thanksgiving Day (Thursday and Friday) Christmas Eve Christmas Day New Year’s Eve

1.1. SPECIFICATIONS - Following is a list of general areas and general cleaning specifications. Refer to Location Specification Sheets detailing site-specific requirements, not every location requires all general clean specifications.

A. Office Areas, Conference Rooms, Offices, Workstations, Etc.

1. All Floors

a. For routine cleaning, all floors are to be thoroughly cleaned, including under all easily moveable objects such as chairs, waste receptacles, floor mats, etc. After cleaning, replace all items moved.

b. Moved objects are not to be stacked on desks, tables or windowsills, nor used in place of a step ladder, etc.

c. For intense floor cleaning, all furniture readily moveable by one person, and intended to be moved frequently, must be moved during cleaning, then replaced in original position upon completion.

d. Leave no dirt, trash or foreign matter under desks, tables, or chairs.

e. All vinyl / hard surface floors must be maintained to provide safe, anti-slip conditions.

2. Carpeted Floors

a. All carpets and rugs shall be clean, free of spots, gum, crusted material, spillage, and removable stains.

There shall be no evidence of fuzzing caused by harsh rubbing or brushing of carpet.

b. As part of the vacuuming process, and in addition to requested spot cleaning, spot cleaning is required on an ongoing basis to remove traces of spilled drinks, food, dirt, etc.

c. Thoroughly vacuum all carpeted areas, including carpeted floor mats, using commercial grade equipment with HEPA filtered exhaust where water and / or snow does not present a problem.

d. Commercial grade equipment can include standard upright or canister vacuums (whichever provides the best value to the State).

e. Remove all floor mats and vacuum underneath, as required.

f. Broom and vacuum all edges and areas not reachable by vacuum.

g. After vacuuming, carpet should be clean with no trace of dust balls, dirt, or other debris. Leave nap on carpet in one direction, if applicable.

3. Periodic Carpet Cleaning

a. Remove all moveable items and thoroughly vacuum area to be cleaned. Cleaning can be done by steam cleaning or agitation.

b. Pre-treat carpet with approved chemical at approved dilution. Solution must be applied so fibers remain damp until cleaned. Chemical should remain on carpet 10 – 15 minutes before beginning steam cleaning.

c. Steam clean carpet using truck-mounted and portable units which provide heat, pressure and extraction and approved chemicals at proper dilution must be used.

d. Agitate using an approved motor driven brush.

e. A minimum of three cleaning passes and two vacuuming passes must be used.

f. Ensure all dirt and stains have been removed during the extraction process.

g. Thoroughly spray all cleaned carpet with approved carpet fiber protector at approved dilution.

h. Replace all items removed for cleaning. Block or tab any metal in contact with carpet fiber until dry. All blocks or tabs should be removed during the next scheduled regular area cleaning, provided the carpet is thoroughly dry.

4. Non-Carpeted Floors

a. Sweep floors with a broom / dustpan to remove trash, foreign matter, dirt and debris. Leave no dirt in corners, behind radiators, under furniture, behind doors or on stairs or landing. Leave no dirt where sweepings were picked up.

b. Dust mop non-carpeted floors with a clean dust mop, treated with an approved water based dust control chemical.

c. Damp mop using a clean cotton mop head in good condition. Use clean water at all times, change water frequently. Mop head must be damp only and leave no excess water on floors.

d. Use only approved chemicals at proper dilution at all times.

e. Finished floor must be clean, streak free, and free from strings, bristles, or dust streaks.

f. Damp mop all spills.

g. Damp mop and shine all high traffic vinyl floors.

5. Scrub and Reseal Hard Surface Floors

a. Remove all moveable items and carpet runners. All objects readily moveable by one person and intended to be moved frequently must be moved during all floor cleaning operations and replaced in original positions upon completion. This includes chairs, waste receptacles, tables on wheels, typing stands, boxes, etc.

b. Chairs, wastebaskets, and other items must not be stacked on desks, tables or windowsills, nor used in place of a stepladder.

c. Completely remove all dirt, was and other foreign substances in returning the floor to its original surface.

If top stripping, only remove the top layer of wax before reapplying.

d. Apply a thin coat of sealer with caution to prevent streaking or bleaching of floor surface. This application in preparation for waxing must be according to manufacturer’s recommendations.

e. The stripper, sealer and wax products used must be compatible for this activity.

f. Apply wax in a thin, even coat and machine buff with a high-speed buffer immediately after drying.

g. The number of coats applied will depend on the type and condition of the floor.

h. All waxed surfaced must be maintained so as to provide a safe ANTI-SLIP walking condition.

i. Baseboards, walls, furniture, and equipment must in no way be splashed, disfigured or damaged during these operations, but rather left in a clean condition.

j. Replace all moved items and carpet runners.

6. Wet Mop Areas

a. Sweep floor and remove visible dirt and debris, gum, tar, or foreign substances from floor surface.

b. Scrub floor with approved chemicals at proper dilution. Mop head must be thoroughly wet with solution during mopping / scrubbing process.

c. Rinse with clean water.

d. Apply approved floor shine product unless cleaning solution contains floor shine.

e. Ensure baseboards, walls, furniture, and equipment are clean when wet mopping is complete. Do not leave baseboards, walls, furniture, or equipment in splashed, disfigured, or damaged condition.

f. Dry mop floor to remove any residue, water streaks, mop marks, strings, etc.

g. All surfaces must be dry with corners and cracks clean.

7. Walls / Doors / Windows

a. Remove all cobwebs.

b. Spot clean walls.

c. Clean and polish entrance glass and pass-through glass at reception area, and security desk.

d. Clean and polish any glass panels or door glass in entries, lobbies, cubicles, in or next to office or conference room doors. Remove all handprints, smudges, and soil. If necessary, clean the entire door or window to accomplish this task.

e. Clean and polish any interior and exterior entryway windows.

f. Clean switches, kick plates, and dust baseboards / radiators.

g. Dust window hangings or blinds with a vacuum tool.

h. Wash and sterilize with approved sanitizer all surfaces on public water fountains.

8. All Dusting / Spot Cleaning

a. Dust surfaces with the most effective method, either a treated dust cloth or vacuum tools. Do not move dust from spot-to-spot.

b. Leave no dust streaks.

c. Corners, crevices, molding, and ledges should be free of dust and cobwebs.

d. Leave no oil spots or smudges on dusted surfaces.

e. Horizontal surfaces requiring dusting include, but are not limited to, counter tops, file cabinets, tables, coat racks, partition tops, window ledges, door, and window frame trim, etc.

9. Furniture

a. Dust surfaces with the most effective method, either a treated dust cloth or vacuum tools. Do not move dust from spot-to-spot.

b. Clean all lobby furniture and counters by the most appropriate means.

c. Sanitize all table surfaces and countertops.

d. Clean all cleared desk surfaces with approved desk / counter cleaner.

e. Dust all furniture, high and low, including flipper tops in cubicles and hallway file cabinets.

10. Trash

a. Waste containers in general office space must be emptied during each regular service day.

b. Waste containers in restrooms, break rooms and conference rooms must be inspected daily and changed as needed.

c. Empty waste receptacles into plastic bags, tie off and remove to designated location.

d. Dispose of items in waste containers only. If not in waste container, only dispose of items clearly marked for disposal. When in doubt do not remove.

e. Liners must be used in all waste receptacles and changed as needed, not less than once per month.

f. Wash, inside and out, any waste receptacles presenting a soiled or odorous condition.

g. Replace torn or soiled liners.

11. Recyclables

a. Pick up recyclables from recycling containers and remove to designated containers in the loading dock area. This does not include individual boxes on desks or in cubicles. Recyclables are not to be mixed included white and colored paper.

12. Air Bars and Vents

a. Vacuum dust and dirt from air bars and vents.

b. Damp wipe clean with approved sanitizer solution.

c. Wipe dry.

B. Restrooms

1. Signage

a. During regular tenant hours, an approved sign must be placed in the restroom entrance warning tenants that restroom is closed for cleaning. Refer to Location Specification Sheets for regular tenant hours.

b. A schedule for closing restrooms must be established in advance with the Program Manager or designee.

c. Any changes in schedule must be pre-approved in writing (email is acceptable) by Program Manager or designee.

2. Routine and Monthly Deep Cleaning of Toilets and Urinals

a. Routine Toilet Cleaning – Acid free toilet bowl cleaner must be used for routine daily cleaning.

b. Monthly Deep Cleaning – Acid toilet bowl cleaner (10% acid or less) may be used once a month for deep cleaning toilets and urinals.

i. Acid may be applied only on the interior of porcelain toilet or urinal.

ii. Take great care to ensure acid cleaner does not come in contact with any surface other than inside porcelain toilet bowls or water based urinals.

3. Cleaning and Sanitizing Toilets, Urinals and Partitions

a. Thoroughly clean toilets, toilet seats, and urinals with approved acid free bowl cleaner, and rinse thoroughly.

b. Completely wipe entire exterior of toilet, seat, urinal, and all associated plumbing connections with approved sanitizer solution. Buff dry to a streak, smear, and smudge free shine.

c. Leave seats in upright position.

d. Clean toilet and urinal partitions, walls and doors with approved germicidal solution and rinse thoroughly with clean water.

e. Clean partition doors on both sides.

f. Spot clean walls behind toilets or urinals with approved germicidal solution.

4. Sinks / Faucets and Spigots

a. Using approved cleaning solution (no abrasive cleansers), thoroughly clean sinks, faucets, and spigots.

b. Rinse cleanser residue, then wipe each item with approved sanitizer solution and allow to air dry.

5. Dusting / Spot Cleaning / Other Surfaces / Trash / Dispensers

a. Dust all surfaces, ledges, fixtures, edges, shelves, exposed pipes, partitions, door frames, ceiling vents, lighting devices. Pay particular attention to tops of horizontal surfaces.

b. Using approved cleaning solution, thoroughly clean mirrors and counters.

c. Using approved cleaning solution, thoroughly clean handicap rails, baby changing stations, hand dryers, paper towel dispensers, light switch covers, doors, hand and kick plates, etc.

d. Wipe each surface with approved sanitizer solution and allow to air dry.

e. Spot clean all walls around sinks, waste receptacles, handicap rails, baby changing stations, switch and plug covers, entrance doors (inside and out), etc., with approved germicidal solution.

f. Empty, clean, and sanitize all sanitary napkin dispensers and waste receptacles.

g. Empty waste receptacles into plastic bags, tie off and remove to designated location.

h. Polish all chrome.

i. Check all dispensers (i.e. hand soap, paper towels, toilet paper, etc.). Refill as necessary

6. Restroom Floors and Walls

a. Routine Cleaning

i. Sweep floor with a broom and dustpan, removing all dirt and debris. Empty dirt / debris into trash bag and tie off.

ii. Using a clean cotton mop head in good condition, and approved cleaning solution at the proper dilution, thoroughly damp mop floors.

iii. Pay special attention to grout, corners of floor, behind urinals and toilets, under sinks, baseboards, and where stalls connect to the floor.

iv. Rinse with clean water, changing water frequently and leaving no excess water on floor.

v. Damp mop with approved sanitizer solution and allow to air dry.

vi. Mops used in restrooms must never be used in other non-restroom areas.

vii. Empty used sanitizer down restroom floor drain.

b. Deep Cleaning / Scrub

i. Place approved “closed” sign at entrance to restroom and showers.

ii. Remove all movable objects from the area.

iii. Apply approved cleaning solution at approved dilution to walls.

iv. Do not allow solution to dry

v. Scrub walls with stiff bristle brush. Be sure any grout is clean.

vi. Wipe walls with a sponge and clean water.

vii. Apply approved cleaning solution at approved dilution to floors.

viii. Scrub floors with stiff bristle brush. Be sure any grout is clean.

ix. Pay special attention to grout, corners of floor, behind urinals and toilets, under sinks, baseboards, and where stalls connect to the floor.

x. Pick up dirty solution with wet vac.

xi. Mop rinse area with a clean cotton mop head and clean water.

xii. Mop rinse a second time with a clean cotton mop and clean water.

xiii. Make sure all walls, doors, baseboards, etc. are thoroughly rinsed and free of splashes or debris.

xiv. When floor is dry, replace all objects moved from area.

xv. Remove signs and reopen.

7. Showers

a. Thoroughly clean all showers, including shower bottom / floor / pan, walls, partitions, doors, faucets, handrails, etc. with approved cleaning chemical at proper dilution.

b. Rinse thoroughly with clean water.

c. Wipe all areas with approved sanitizer solution and allow to air dry.

8. Visually Inspect Restroom.

a. Restroom must be clean, the floor dry, dispensers filled, trash removed, etc., as needed or requested by Program Manager or designee.

C. Breakroom

1. Floors

a. Sweep floors with a broom and dustpan to remove visible dirt and debris. Leave no dirt in corners, behind radiators, under furniture, behind doors or on stairs or landing. Leave no dirt where sweepings were picked up.

b. Dust mop non-carpeted floors with a treated mop.

c. Damp mop using clean water at all times minimum weekly or upon request. Mop head must be only damp. Leave no excess water on floor.

d. Finished floor must be clean, streak free, and free from strings, bristles, or dust streaks.

e. Damp mop all spills.

f. Damp mop and shine all high traffic vinyl floors.

2. Other

a. Clean, scour and sanitize sink.

b. Damp wipe counter tops, table tops, front of cabinetry and outer surfaces of refrigerator.

c. Wipe under all counter top appliances.

d. Wipe interior and exterior of microwave.

e. Refill paper towel dispensers as needed.’

f. Clean top of paper towel dispenser.

D. Furnace Room / Janitorial Closet

1. Keep clean as needed.

E. Exterior Areas

1. Pavement

a. Sweep payment and remove cigarette butts to clean the area, including areas immediately surrounding ashtrays and entrances.

2. Ashtrays

a. Empty and clean ashtrays at the exterior of the building

b. Sand receptacles must be cleaned by sifting sand. Add clean sand as needed.

c. Dry receptacles must be emptied and cleaned.

d. Cigarette or cigar butts, matches and other discarded material shall be removed from the receptacle and the receptacle wiped so that it is free of dust, ashes, odors, tar, streaks and nicotine stains.

F. Cleaning Rags and Materials

1. The Contractor agrees to furnish and maintain in a clean, sanitary condition all cleaning rags, sponges, etc.

G. Materials, Treatment, Etc.

1. Chemicals, Cleaners and Finishes

a. The Contractor agrees to provide all cleaning supplies required to fulfill the Contract Activities. This includes, but is not limited, chemicals, cleaners and finishes for the treatment of various types of fixtures, plumbing, wall, flooring, carpeting, furniture, etc.

b. The use of powdered scouring cleansers is expressly prohibited.

c. The State prefers Contractors provide cleaning solutions, chemicals and finishes that do not require the use of aerosol cans or utilize chlorofluorocarbons to dispense product.

d. If the Contractor intends to utilize product in aerosol cans, the Contractor must disclose the product and receive written agreement from the Program Manager or designee.

e. The Contractor agrees to provide a complete list for Program Manager or designee approval of all proposed chemicals, cleaners and finishes prior to implementing their use on site.

f. The Contractor agrees to provide and maintain SDS for all chemicals, cleaners and finishes on site.

Location of SDS documentation will be determined by the Program Manager or designee.

g. The State reserves the right to reject any cleaners, chemicals, and finishes.

h. If any cleaners, chemicals, or finishes are rejected by the Program Manager or designee, the Contractor agrees to immediately remove and provide an acceptable, approved alternate within 24 hours for Program Manager of designee approval.

i. The Contractor agrees to accept sole responsibility for preserving and protecting State-owned or occupied property against damage or deterioration.

H. Replenishable Supplies

1. Please refer to each individual Location Specification sheet regarding responsibility of Replenishable

Supplies

2. Do not fill paper towel sheets above the fill line.

I. Emergency Cleaning

1. When necessary, the Program Manager or designee will assign emergency cleaning tasks which may include, but are not limited to:

a. Dusting

b. Vacuuming

c. Mopping

d. Carpet extraction

e. Window washing

J. Hazardous Conditions

1. Conditions that are deemed hazardous, or that may be questionable (i.e. burned out lights, loose railings, loose ceiling tiles, exposed wiring, broken windows, etc.) must be:

a. Immediately verbally reported to the Program Manager or designee.

b. Written follow up to the Program Manager or designee within 24 hours. Written follow up should include a description of the hazardous condition, the specific location, and the date and time the condition was discovered.

K. Mechanical and Other Equipment

1. The Bidder agrees to furnish all mechanical and / or power equipment required to perform the Contract

Activities.

a. Equipment may include, but is not limited to:

i. Vacuums

ii. Floor machines/Carpet Cleaners

iii. Snow blowers

iv. Shovels

v. Hoses

vi. Rakes

vii. Gloves

viii. Eyewash

ix. Wet floor signs

x. Cotton mop heads and handles

xi. Mop buckets

xii. Scrub pads

b. Contractor owned equipment may be stored on site when not in use, if room allows. Program Manager or designee will notify Contractor of proper storage location.

c. Contractor maintains sole responsibility for all Contractor property stored on site.

L. Inspection and Correction of Deficiencies

1. Performance Evaluations will be given to the Contractor noting exceptions in performance to the required specifications.

2. Contractor must correct deficiencies as follows:

a. Basic Janitorial Services – deficiency must be corrected within 8 business hours (State Business Hours)

b. Periodic Services – deficiency must be addressed within 24 business hours.

3. Failure to perform or failure to correct deficiency within the specified time may result in a Vendor Performance entered against the Contractor, a deductible incident, and / or contract cancellation. Refer to Section 6.0 for detail regarding deductible incidents.

2.0. Warranties

1. The State reserves the right to require additional warranties other than those identified by the Bidder in response to this RFP.

2. Damage to State-owned or Leased or Citizen-owned Property

1. In all instances where State-owned or leased, or Citizen-owned property or equipment is damaged, the Contractor agrees to notify the Program Manager or designee of the facts and extent of the damage:

b. Verbally – within one hour of the damage or discovery of damage, and

c. In writing within 24 hours of the damage or discovery of damage.

2. Contractor shall be responsible for repair, replacement or cleanup as necessary to any State-owned or leased or Citizen-owned property due to carelessness, misuse or neglect of the Contractor or any of the Contractor’s personnel or subcontractors.

3. In the event of Contractor liability for damages, the Contractor agrees:

d. The State will repair, replace or cleanup the damage.

e. The State will provide the Contractor with documentary evidence (i.e. invoices, etc.) of the costs associated with the repair, replacement or cleanup, and

f. The Contractor will reimburse the State for the full amount of the repair, replacement or cleanup either by:

1) Forwarding payment in full within 45 days of receipt of documentary evidence, or

i. By agreeing, in writing, to allow the State to hold back contractual payments until the cost for the repair, replacement or cleanup has been fully reimbursed to the State.

3. Health, Safety and Environmental Protection

1. The Bidder agrees to conform to all applicable federal, state and local laws and to the requirements of any resulting contract from this RFP.

2. In performing the Contract Activities, the Bidder must:

a. Take all reasonable precautions to prevent the release of hazardous chemicals into the environment.

b. Take all additional precautions the Program Manager or designee requires.

3. Any violation of the health, safety and environmental rules may be grounds for termination of this contract.

3.0 Roles and Responsibilities

A. Staffing

1. Contractor Representative

a. The Contractor must appoint one individual, specifically assigned to State of Michigan accounts, that will respond to State inquiries regarding the Contract Activities, answering questions related to ordering and delivery, etc. (the “Contractor Representative”).

b. The Contractor must notify the Contract Administrator at least ten (10) calendar days before removing or assigning a new Contractor Representative.

c. Employees may be required to go through site specific training.

2. Key Personnel

a. The Contractor agrees to employ, at a minimum, one Key Personnel defined by the State as a full-time Project / Regional / Area or Site Supervisor who will be directly responsible for the day-to-day operations of the Contract.

b. Key Personnel must be specifically assigned to the State account, be knowledgeable on the contractual requirements, and respond to State inquiries within 8 business hours.

c. The State reserves the right to require the Contractor to employ more than one Key Personnel to adequately supervise the day-to-day Contract Activities.

d. The State reserves the right to approve Key Personnel for this project and to require replacement of any Key Personnel found to be unacceptable at any time during the project.

e. The Contractor may not remove or assign Key Personnel without the prior consent of the State.

Prior consent is not required for reassignment for reasons beyond the Contractor’s control, including illness, disability, death, leave of absence, personal emergency circumstances, resignation, or termination for cause.

f. The State may request a résumé and conduct an interview before approving a change.

g. The State may require a 30 calendar day training period for replacement personnel.

h. Key Personnel shall act as the Contractor’s designated representative at the specified locations.

i. Key Personnel will be trained and qualified to directly supervise the day-to-day Contract Activities.

j. General employees or attendants are not substitutes for Key Personnel.

3. Non-Key Personnel - Site Staffing

a. The Contractor agrees to provide the required number of staff during the hours specified and for the duration of time quoted for basic janitorial services.

b. The State reserves the right to approve Contractor’s employees for this project and to require replacement of any employee found to be unacceptable at any time during the project.

c. The Contractor must notify the Contract Administrator at least 5 calendar days before removing or assigning non-key personnel.

d. The Contractor agrees to assume sole responsibility for payment of all employee wages including pay increases, taxes, fringe benefits, sick leave, pension benefits, vacations, medical benefits, life insurance, or unemployment compensation, etc.

4. Sub-Contractors A. Disclosure of Subcontractors

1. If the Contractor intends to utilize subcontractors, the Contractor must disclose the following:

a. The legal business name; address; telephone number; a description of subcontractor’s organization and the services it will provide; and information concerning subcontractor’s ability to provide the Contract Activities.

b. The relationship of the subcontractor to the Contractor.

c. Whether the Contractor has a previous working experience with the subcontractor. If yes, provide the details of that previous relationship.

d. A complete description of the Contract Activities that will be performed or provided by the subcontractor.

e. Of the total bid, the price of the subcontractor’s work.

5. Employee Requirements A. Uniform

1. Contractor will require all employees’ appearance to be clean, serviceable and neat. All employees are required to wear a uniform consisting of matching or color coordinated, shirt and slack.

2. A standard of dress will be considered a uniform, if utilizing a standard of dress it must be approved by the Program Manager.

B. Training and Certifications

C. Prohibited activities

1. Perform personal chores for anyone.

2. Smoke while performing job duties

3. Read newspapers, magazines, books or other matter other than State or contractor issued directives.

4. Use personal electronic devices these include but are not limited to: Smart phones, music/media players, gaming devices, tablets, laptop computers

5. Have pets at work unless a certified service animal must be approved by program manager

6. Consume alcoholic beverages or narcotics or be under their influence when reporting for or while on duty

7. Have relatives or personal visitors

8. Sleep or give the appearance thereof

9. Consume food or beverages in public view

10. Play radios or televisions

11. Initiate or receive personal telephone calls on facility telephones. The contractor shall be responsible for all unauthorized telephone calls placed on State telephone lines.

12. Fraternizing with agency staff, clients, tenants, or visitors to the building or unnecessarily disrupt tenants from their work while performing their contractual duties.

13. Use any State Computers.

6. Recruitment and Retention

1. Bidder must indicate if Site Staffing are direct employees or contracted staff. If contracted staff, please list information requested in Section 3.D., Sub-Contractors.

2. When advertising for recruitment, the Bidder’s name shall be specified, not the State of Michigan.

Bidder must provide detailed description of the manner in which they recruit quality employees.

3. Bidder must provide detailed information regarding organizational employee benefits packages and endeavors to retain employees such as, vacation time/sick time/doctor visits, uniforms, etc.

4. Bidder must provide starting wage information and average wage information of Site-Staffing:

4.0 Project Plan Management

A. Project Work Plan

1. Refer to Section 25 of the Standard Contract Terms for transition out responsibilities.

2. Keys and key cards must be returned to the Program Manager or designee by the final date of service.

3. Unreturned, lost, stolen, etc., keys and key cards shall remain the Contractor’s responsibility. The cost to replace or rekey will be deducted from final invoice.

4. In the event the Contractor, or its employee(s) creates the need to reprogram the building security, the price of reprogramming will remain the Contractor’s responsibility and will be deducted from the Contractor’s final invoice.

B. Adjustments to Schedule

1. Adjustments to the basic janitorial schedule, including any weather-related deviations, must be approved by the Program Manager or designee and may result in a deduction for the adjustment to service on the next invoice.

2. Weather-related deviations will only be approved upon verification of K-12 school closing in the nearest school district.

3. Any other deviations to schedule must be pre-approved by the Program Manager or designee.

4. The state reserves the right to reduce the number of cleaning days if the state is under furlough days.

C. Proof of Insurance

1. Prior to contract award, the Contractor agrees to provide to the Contract Administrator proof of insurance as defined in the Standard Contract Terms.

D. Misrepresentation

1. Any misrepresentation by the Contractor of its ability to perform the Contract Activities may be grounds for immediate contract termination.

2. If the contract is cancelled, the contract may be awarded to the next qualified Contractor for this RFP.

E. Equipment Failure

1. Equipment failure WILL NOT constitute an acceptable reason for failure to provide service.

5.0 Service Levels

A. Days and Times of Basic and Periodic Service

1. Contractor agrees to adhere to the days and times of Basic and Periodic Services as detailed on Location

Specification Sheet

2. Contractor agrees all site staff are to remain actively working during specified times of service, except during regularly scheduled breaks.

B. Inspection and Acceptance

1. The following criteria will be used by the State to determine Acceptance of the Contract Activities

a. The Program Manager or designee will conduct weekly inspections for compliance with Section 1.1

Specifications and site specific requirements in compliance with the Location Specification Sheets, noting any deficiencies. The Program Manager or designee will make the final determination as to whether any task has been satisfactorily performed.

b. The Program Manager or designee will maintain a record of complaints from the agency or departmental staff and provide record of complaints to the Contractor. The record will identify areas requiring special attention, on the day the complaint was received, which must be completed by the Contractor within eight business hours of receipt.

c. The Contractor must remain responsible to make any necessary changes if the Program Manager or designee determines that any task has not been performed adequately or satisfactorily. Contractor must correct the deficiency within 8 business hours for basic janitorial issues, and within 24 business hours for periodic services, or sooner, depending on the severity of the task.

6.0 Deductible Incidents, Escalation and Vendor Performance

A. Contractual Deductions and Deductible Incidents

1. Deductible Incidents…