CALIFORNIA STATE TRANSPORTATION AGENCY GAVIN NEWSOM, Governor

DEPARTMENT OF MOTOR VEHICLES

ADMINISTRATIVE SERVICES DIVISION

P.O. BOX 932382

SACRAMENTO, CA 94232-3820

California Relay Telephone Service for the deaf or hard of hearing from TDD Phones: 1-800-735-2929; from Voice Phones: 1-800-735-2922

ADM 668 (REV. 1/2019) DMVWeb A Public Service Agency

26-089

INVITATION FOR BID

Notice to Prospective Bidders

June 25, 2026

You are invited to review and respond to this Invitation for Bid (IFB) entitled 26-089 – After-Hours Janitorial Services at the Bakersfield Southwest DMV Field Office.. This IFB is advertised in the California State Contracts Register through Cal eProcure at:

http://www.caleprocure.ca.gov or http://www.dgs.ca.gov

Please note that you must register with Cal eProcure in order to download IFB packages and any other provided documents from the Cal eProcure website.

Bidders are advised to check the Cal eProcure website for addendums, modifications, and updates to the bid documents. The Department of Motor Vehicles (DMV) is not responsible for failure of the prospective bidder to check for any bid document updates, changes, or answers to questions posted on Cal eProcure. Failure to periodically check the website will be at the bidder's sole risk.

In submitting your bid, you must comply with the instructions found herein. Your bid must be submitted via email (the DMV will not accept a mailed or hand-delivered bid).

Note that all agreements entered into with the State of California will include by reference General Terms and Conditions and Contractor Certification Clauses that may be viewed and downloaded at Internet site:

http://www.dgs.ca.gov

In the opinion of the DMV, this IFB package is complete and without need of explanation. The contact person for this IFB is:

Anne Mearlon Department of Motor Vehicles

Phone: (916) 818-2849 Email: anne.mearlon@dmv.ca.gov

Please note that no verbal information given will be binding upon the State unless such information is issued in writing as an official addendum.

ANNE MEARLON

Contract Administrator

TABLE OF CONTENTS

SECTION

➢ BIDDER REQUIREMENTS AND INFORMATION

1. Purpose and Description of Services

2. Bidder Qualifications

3. Schedule of Events

4. Written Questions

5. Submission of Bid

6. Bid Opening

7. Disposition of Bids

8. Evaluation and Selection

9. Notice of Intent to Award Contract

10. Protest

11. Notice of Contract Award

12. Standard Conditions of Service

13. Required Documents (Awarded Contractor)

14. Bid Preference(s)

15. Bid Incentive(s)

16. Generative Artificial Intelligence (GenAI)

➢ STANDARD AGREEMENT FORM (SAMPLE)

➢ EXHIBIT A – Scope of Work

➢ EXHIBIT B – Budget Detail and Payment Provisions

➢ EXHIBIT C – General Terms and Conditions

➢ EXHIBIT D – Special Terms and Conditions

➢ EXHIBIT E – Additional Provisions

➢ EXHIBIT F – Wage and Benefit Summary

➢ EXHIBIT G – Janitorial Maintenance Log

➢ APPENDIX A – The United States Department of Transportation Standard Title VI/Non-Discrimination Assurances DOT Order No. 1050.2A

➢ APPENDIX E – The United States Department of Transportation Standard Title VI/Non-Discrimination Assurances DOT Order No. 1050.2A

➢ REQUIRED BID DOCUMENTS CHECKLIST

➢ ATTACHMENT 1 – Bid/Bidder Certification Sheet

➢ ATTACHMENT 2 – Cost Sheet

➢ ATTACHMENT 3 – Payee Data Record

➢ ATTACHMENT 4 – Bidder Declaration & Subcontractor/Supplier List

➢ ATTACHMENT 5 – Darfur Contracting Act

➢ ATTACHMENT 6 – California Disabled Veteran Business Enterprise Participation Requirements and Incentive

➢ ATTACHMENT 7 – California Civil Rights Laws Certification

BIDDER REQUIREMENTS AND INFORMATION

1. Purpose and Description of Services

A. After-Hours Janitorial services at the Bakersfield Southwest DMV Field Office.

Term: Thirty-six (36) months (see Schedule of Events for proposed start date of contract).

See Exhibit A, Scope of Work, for a complete description of services.

2. Bidder Qualifications

A. On March 4, 2022, Governor Gavin Newsom issued Executive Order N-6-22 regarding Economic Sanctions against Russia and Russian entities and individuals. “Economic Sanctions” refers to sanctions imposed by the U.S. government in response to Russia’s actions in Ukraine, as well as any sanctions imposed under state law. By submitting a bid, the bidder represents that it is not a target of Economic Sanctions. Should the State determine, at any time prior to the execution of a contract, that the bidder is a target of Economic Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for rejection of the bidder’s bid by the DMV.

B. Bidder shall be capable of providing no less than one (1) primary janitorial worker and one (1) backup janitorial worker to perform services under the contract.

C. All contractor personnel that will be utilized to perform services under the contract shall undergo and clear a background check prior to performing any services under the contract. Background checks shall be processed by an authorized Department of Justice (DOJ) Live Scan site. All contractor personnel that fail to pass the background check shall be banned from performing any services under the contract, and the contractor shall propose replacement personnel immediately. When requested by the contractor, the DMV will provide contractor personnel with authorized DOJ Live Scan services at DMV Headquarters in Sacramento, CA at no cost to the contractor’s personnel, unless the DMV no longer offers the services to contractors. In the event the DMV no longer offers the services to contractors or the contractor elects to have contractor personnel obtain authorized DOJ Live Scan services at any other location, the contractor shall be responsible for any costs incurred to complete background checks at other locations. The Contractor shall work with the DMV Project Manager(s) and/or Contract Coordinator specified in the contract to ensure that background checks have been completed and approvals have been provided by the DMV’s Human Resources Branch.

D. Bidder shall submit a bid that complies with Government Code Section 19134 (see Exhibit E, Wages and Benefits for additional information).

E. Bidder shall be required to comply with the provisions of Labor Code Sections 1060 - 1065 if awarded the contract (see Exhibit E, Displaced Janitor Opportunity Act (Labor Code Sections 1060 - 1065) for additional information).

F. Bidder shall be required to comply with the Property Service Workers Protection Act (Labor Code Sections 1420 - 1434) and shall provide the California Department of Industrial Relations (DIR) registration number with the bid (see Attachment 1). Registration shall be effective on the day of the bid opening, or the bidder may be deemed non-responsive.

3. Schedule of Events

Event Date Time

(1). IFB available to prospective bidders: 6/25/2026 N/A

(2). Written questions regarding IFB are due by:

(Note: See additional info in Section 4.)

7/13/2026 3:00 pm

Event Date Time

(3). Written responses to IFB questions released by: 7/15/2026 3:00 pm

(4). Final date for bid submission:

(Note: See additional info in Section 5.)

7/20/2026 5:00 pm

(5). Date of bid opening:

(Note: See additional info in Section 6.)

7/21/2026 9:00 am

(6). Proposed start date of contract: 10/1/2026 N/A

4. Written Questions

A. Submit all written questions via email to the contact person indicated on the cover page of this IFB package no later than the date and time specified in the Schedule of Events. Written responses to IFB questions will be released by the date and time specified in the Schedule of Events and viewable in the online project advertisement in Cal eProcure at:

http:/www.caleprocure.ca.gov.

5. Submission of Bid

A. Bids must be received via email no later than the date specified in the Schedule of Events. The DMV will not accept any bids that are mailed or hand-delivered.

(1). Bids shall be emailed in non-fillable PDF format (one [1] file that includes all required bid documents) to DMVBIDS@dmv.ca.gov. Only bids sent to this email will be considered.

Bids that contain any bid information in the body of the email may be rejected. Bids shall be sent to the email address listed above and contain the following information in the Subject Line only:

a. Bid # 26-089 for ANNE MEARLON for Janitorial Services Due: JULY 20, 2026

1. Bids may be deemed non-responsive if the subject line does not contain the above information.

(2). Emails shall not exceed one hundred (100) megabytes (MB) in size.

(3). Emailed bids will not be opened until after the date specified in the Schedule of Events.

(4). Bidders that send bid submission emails that are successfully received by the DMV at the above email address will receive an automated confirmation of bid received email response (the response will only acknowledge the receipt of an email and not identify the bid number or service/project description). In the event a bidder does not receive an automated confirmation of bid received email response after sending a bid submission email to the above email address, the bidder shall be responsible for confirming the DMV’s receipt of their bid with the contact person indicated on the cover page of this IFB package.

B. Bids must be received by the DMV no later than the date specified in the Schedule of Events.

Any bid received after the specified due date shall be rejected.

mailto:DMVBIDS@dmv.ca.gov

C. Bids shall include all required bid documents identified in the Required Bid Documents Checklist. Only submit the required bid documents with your bid, not the entire IFB package. Bids not including the required bid documents shall be deemed non-responsive. A non-responsive bid is one that does not meet the basic bid requirements.

D. Bidders are responsible for ensuring the accessibility and legibility of the submitted documents.

Bids that are not accessible or legible may be rejected.

E. All documents requiring a signature must bear an original signature of a person authorized to bind the bidding firm.

F. Bids must be submitted for the performance of all the services described herein. Any deviation from the work specifications shall not be considered and shall cause a bid to be rejected.

G. Costs for developing bids in anticipation of award of the contract are entirely the responsibility of the bidder and shall not be charged to the DMV.

H. An individual who is authorized to bind the bidding firm contractually shall sign the Bid/Bidder Certification Sheet (Attachment 1). The signature must indicate the title or position that the individual holds in the firm. An unsigned bid may be rejected.

I. A bidder may modify a bid after its submission by withdrawing its original bid and resubmitting a new bid prior to the bid submission deadline. Bidder modifications offered in any other manner, oral or written, shall not be considered.

J. A bidder may withdraw their bid by submitting a written withdrawal request to the DMV, signed by the bidder or an authorized agent. A bidder may thereafter submit a new bid prior to the bid submission deadline. Bids may not be withdrawn without cause subsequent to bid submission deadline.

K. The DMV may modify this IFB prior to the date fixed for submission of bids by the issuance of an addendum to all parties who received a bid package.

L. Bidders are cautioned to not rely on the DMV during the evaluation to discover and report to the bidder any defects and errors in the submitted documents. Bidders, before submitting their documents, should carefully proof them for errors and adherence to the IFB requirements.

M. Where applicable, bidders should carefully examine work sites and specifications. Bidders shall investigate conditions, character, and quality of surface or subsurface materials or obstacles that might be encountered. No additions or increases to the contract amount shall be made due to a lack of careful examination of work sites and specifications.

N. All documents submitted in response to this solicitation will become the property of the State of California and may be subject to the California Public Records Act (Government Code section 6250 et seq.). This includes any contact information within the documents, including that of references. Additionally, to the extent that a bidder believes its bid contains trade secret or proprietary information intended to be confidential, it is the bidder’s responsibility to identify and redact such information. A separate redacted copy of the bid must be submitted along with the original unredacted bid, and it will be the bidder’s responsibility to defend any redactions should a requester dispute them under the Public Records Act. In the absence of a pre-redacted bid, the DMV will treat the entire bid as a public record, except any information the DMV is required to redact under California law.

6. Bid Opening

A. If you plan to attend the public bid opening, you must email the contact person indicated on the cover page of this IFB no less than 24 hours prior to the bid opening date and time. The contact person will email the bid opening information, held virtually through Microsoft Teams.

7. Disposition of Bids

A. All documents submitted in response to this IFB shall become the property of the State of California, and shall be regarded as public records under the California Public Records Act (Government Code Section 6250 et seq.). However, the contents of all proposals, draft bids, correspondence, agenda, memoranda, working papers, or any other medium which discloses any aspect of a bidder's bid, shall be held in the strictest confidence until notice of award is released. The content of all working papers and discussions relating to a bid shall be held in confidence indefinitely, unless the public's interest is best served by an item’s disclosure because of its direct pertinence to a decision, agreement, or evaluation of a bid.

8. Evaluation and Selection

A. Each bid shall be checked for the presence or absence of required information in conformance with the submission requirements of this IFB.

B. The DMV shall put each bid through a process of evaluation to determine its responsiveness to the DMV's needs.

C. A bidder may be deemed not responsible and their bid may be rejected if they have previously been terminated for cause/breach for the same or similar services at the location designated in this IFB.

D. All bids may be rejected whenever the DMV determines that the cost is not reasonable or otherwise in the best interest of the DMV. There is no requirement to award a contract if, in the opinion of the DMV, no bids were received containing a reasonable contract price or if there is another business-based reason not to make an award.

E. Bids that contain false or misleading statements, or which provide references that do not support an attribute or condition claimed by the bidder, may be rejected. If, in the opinion of the DMV, such information was intended to mislead the DMV in its evaluation of the bid, and the attribute, condition, or capability is a requirement of this IFB, it shall be the basis for rejection of the bid.

F. A bid may be rejected if it is conditional or incomplete. The DMV may reject any or all bids and may waive any immaterial deviation in a bid. The DMV's waiver of immaterial defect shall in no way modify the IFB document or excuse the bidder from full compliance with all requirements if awarded the contract.

G. A bid may be rejected if it contains any alterations of form or other irregularities of any kind.

The DMV does not accept alternate contract language from prospective contractors. Bids with such language shall be considered a counter proposal and shall be rejected. The State’s General Terms and Conditions (GTC) are not negotiable. The GTC may be viewed on the internet at: http://www.dgs.ca.gov.

H. The final selection shall be made on the basis of the lowest responsible responsive bid. In the event there is tie, each of the tied bidders shall be contacted by the contact person indicated on the cover page of this IFB regarding a date and time for a flip of a coin. The bidder whose bid was received first shall make the call. Bidders or their authorized representative(s) are allowed to be present for the flip of the coin.

http://www.dgs.ca.gov/

9. Notice of Intent to Award Contract

A. Upon written request by any bidder via email prior to the date of bid opening specified in the Schedule of Events, the DMV shall email bidders and post in a public accessible place, a written notice of intent to award contract no less than five (5) DMV business days prior to awarding the contract. All written requests must be submitted to and received by the contact person indicated on the cover page of this IFB prior to the date of bid opening.

B. Whenever a contract is awarded under a procedure which provides for competitive bidding, but the contract is not to be awarded to the lowest bidder, the DMV shall:

(1). Notify the lowest bidder in writing by email no less than five (5) DMV business days prior to the award of the contract.

10. Protest

A. If any bidder, prior to the award of the contract, files an initial protest with the DMV and the Department of General Services (DGS) on the grounds that the protesting bidder is the lowest responsive responsible bidder, the contract shall not be awarded until either the protest has been withdrawn or the Department of General Services has decided the matter.

B. Within five (5) calendar days after filing an initial protest with the DMV and DGS, the protesting bidder shall file a full and complete written statement with the DMV and DGS specifying the grounds for the protest, including: the IFB number, the name of the state agency involved, and the agency contract person. Protestants should also include their fax number if they have one.

C. A written protest must be sent by email to the DGS, Office of Legal Services (OLS) at OLSProtests@dgs.ca.gov, as well as the Contract Administrator listed on the cover letter of this

IFB.

11. Notice of Contract Award

A. The DMV shall email or mail bidding contractors a written notice of contract award.

12. Standard Conditions of Service

A. Following the release of the written notice of contract award, the DMV shall email or mail the awarded contractor a prepared contract for signature that includes a cover letter instructing the awarded contractor on how to proceed. The cover letter may request that additional information and/or required documents be provided by the awarded contractor before the contract can be fully executed.

B. Services shall be available on the expressed date set by the DMV after all approvals have been obtained and the contract is fully executed.

C. All performance under the contract shall be completed on or before the termination date of the contract.

D. No oral understanding or agreement shall be binding on either party.

13. Required Documents (Awarded Contractor)

A. Prior to approval of the contract unless otherwise specified below, the awarded contractor shall provide the DMV with all of the following required documents within ten (10) calendar days after the contract has been forwarded to the awarded contractor for signature. If the awarded contractor fails to provide the DMV with all of the following required documents within the above specified number of calendar days after the contract has been forwarded to the awarded mailto:OLSProtests@dgs.ca.gov contractor for signature, the DMV may deem the awarded contractor as non-responsive and may rescind the contract award:

(1). Contractor Certification Clauses

a. The awarded contractor shall sign and submit to the DMV, page one (1) of the Contractor Certification Clauses (CCC) which can be found on the Internet at:

http://www.dgs.ca.gov.

(2). Insurance Requirements

a. When requested by the DMV, the awarded contractor shall provide all of the following certificate(s) of insurance. (Note: The DMV shall not be responsible for any premiums or assessments on insurance policies):

1. Commercial General Liability

A. Coverage shall provide limits of not less than $1,000,000.00 per occurrence for bodily injury and property damage liability combined. The policy shall include coverage for liabilities arising out of premises operations, independent contractors, products/completed operations, personal and advertising injury, and liability assumed under an insured contract. This insurance shall apply separately to each insured against whom claim is made or suit is brought subject to the Contractor’s limit of liability.

B. The insurance policy shall include the following additional insured endorsement that shall be under form acceptable to DGS, Office of Risk and Insurance Management (ORIM):

(1). The State of California, its officers, agents and employees are included as additional insured, but only with respect to work performed for the State of California.

2. Worker’s Compensation

A. Employer liability limits of not less than $1,000,000.00 are required if the awarded contractor employs any person, in any manner, that is subject to the Workers Compensation Laws of California. The awarded contractor shall maintain statutory workers compensation and employer’s liability coverage for all of its employees who will be engaged in the performance of the contract. If the awarded contractor does not employ any person, in any manner, so as to not become subject to the Workers’ Compensation laws of California, the awarded contractor shall contact the DMV Contract Administrator to request a Workers’ Compensation Exemption Certification form. This form shall be completed by the awarded contractor and submitted to the DMV prior to approval of the contract.

B. The awarded contractor’s workers compensation insurance policy shall be endorsed with a waiver of subrogation in favor of the State of California in the event the awarded contractor employs any person, in any manner, that is subject to the Workers Compensation Laws of California.

14. Bid Preference(s)

A. The following preferences are applicable to this IFB:

(1). Small Business Enterprise (SBE) Preference

a. SBE Preference information can be found at the following internet web site:

http://www.dgs.ca.gov.

b. To be eligible for a SBE Preference, the bidder must be certified by the State of California, Department of General Services (DGS), Office of Small Business and Disabled Veteran Enterprise Services (OSDS), as a Certified Small Business.

(2). Non-Small Business (Non-SB) Preference

a. Non-SB preference information can be found at the following internet web site:

http://www.dgs.ca.gov (Note: Non-SB Preference cannot displace a direct award to a California certified Small Business or a California certified Micro Business).

15. Bid Incentive(s)

A. Disabled Veteran Business Enterprise (DVBE) Participation Incentive

(1). See Attachment 6 for DVBE Participation Incentive information (Note: DVBE Participation Incentive cannot displace a direct award to a California certified Small Business or a California certified Micro Business).

16. Generative Artificial Intelligence (GenAI)

A. The State of California seeks to realize the potential benefits of GenAI, through the development and deployment of GenAI tools, while balancing the risks of these new technologies.

B. Bidder must notify the State in writing if it: (1) intends to provide GenAI as a deliverable to the State; or (2), intends to utilize GenAI, including GenAI from third parties, to complete all or a portion of any deliverable that materially impacts: (i) functionality of a State system, (ii) risk to the State, or (iii) Contract performance. For avoidance of doubt, the term “materially impacts” shall have the meaning set forth in State Administrative Manual (SAM) § 4986.2 Definitions for GenAI.

C. Failure to report GenAI to the State may result in disqualification. The State reserves the right to seek any and all relief to which it may be entitled to as a result of such nondisclosure.

D. Upon notification by a Bidder of GenAI as required, the State reserves the right to incorporate GenAI Special Provisions into the final contract or reject bids that present an unacceptable level of risk to the State.

E. Government Code 11549.64 defines “Generative Artificial Intelligence (GenAI)” as an artificial intelligence system that can generate derived synthetic content, including text, images, video, and audio that emulates the structure and characteristics of the system’s training data.

The remainder of this page is intentionally left blank.

DO NOT COMPLETE OR SUBMIT WITH YOUR BID!

EXHIBIT A

SCOPE OF WORK

1. Contractor’s Full Business Name (to be completed by the DMV), hereinafter referred to as the Contractor, agrees to provide the Department of Motor Vehicles (DMV) all labor, tools, materials, equipment, and travel necessary to perform after-hours janitorial services at the Bakersfield Southwest DMV field office for the term of this Agreement.

2. The services shall be performed at: 7000 Schirra Court, Bakersfield, CA 93313

3. Commencement of Work

A. The Contractor shall commence work under this Agreement on the specified start date provided by the DMV Project Manager following the execution of this Agreement by the State. The DMV Project Manager shall provide the Contractor with written notification of the start date prior to the Contractor commencing work under this Agreement. If requested by the DMV Project Manager, the Contractor and the DMV Project Manager shall meet on a day and time determined by the DMV Project Manager, during DMV business hours, prior to the contractor commencing work under this Agreement, to perform a walkthrough of the premises.

4. Meetings

A. The DMV Project Manager and the Contractor shall attend a scheduled meeting within one (1) month of the start of the Agreement. The DMV Project Manager and the Contractor shall also attend a scheduled meeting during the term of this Agreement when requested by either party.

Should either party request a meeting, the other party shall respond within twenty-four (24) hours with an agreed upon day and time, to take place within forty-eight (48) hours. All meetings shall take place at the DMV field office.

5. Assigned Workers

A. Prior to commencing work under this Agreement, the Contractor shall provide to the DMV Project Manager, a list of no less than one (1) primary worker and one (1) backup worker assigned to the DMV office to perform services under this Agreement. The Contractor shall ensure that this quantity of primary and backup workers are readily available throughout the term of this Agreement.

B. Prior to authorizing replacement workers to perform services under this Agreement, the Contractor shall provide twenty-four (24) hours’ advance written notice to the DMV Project Manager of any changes to the list of assigned workers throughout the term of this Agreement.

C. All janitorial personnel assigned to perform services under this Agreement shall be introduced to the DMV Project Manager prior to performing services.

D. Janitorial personnel performing services under this Agreement must have in their possession at all times while on the DMV premises, a valid identification in the form of a CA Driver License, CA Identification Card, a United States Passport, or a permanent residence card to verify true identity. The DMV Project Manager shall verify the identity of each assigned worker. The DMV Project Manager may maintain a copy of the assigned workers identity documents for other managers to reference when the DMV Project Manager is unavailable. Copies of identity documents shall be filed securely with manager only access.

6. Suspension and Reinstatement of Services

A. Any service frequency specified within this Exhibit may be suspended and reinstated at any time during the term of this Agreement.

(1). In the event the DMV requires suspension of any service frequency, such suspension is subject to five (5) calendar days’ written notice to the Contractor.

(2). In the event the DMV reinstates any suspended service frequency, such reinstatement is subject to ten (10) calendar days’ written notice to the Contractor.

7. The Project Managers during the term of this Agreement shall be:

Department of Motor Vehicles Contractor Name (TBD)

Name: TBD Name: TBD

Phone: TBD Phone: TBD

Email: TBD Email: TBD

8. Any questions or issues regarding the management of this Agreement shall be directed to the following Contract Coordinators:

Department of Motor Vehicles Contractor Name (TBD)

Name: TBD Name: TBD

Address: TBD Address: TBD

Phone: TBD Phone: TBD

Email: TBD Email: TBD

9. In the event of any changes to the name, address, and/or contact information for the Project Managers and/or Contract Coordinators identified in this Exhibit, the party making the changes shall notify the other party in writing.

10. Detailed description of work to be performed and duties of all parties:

A. After-Hours Services (approximately 7,800 square feet)

(1). The Contractor shall perform after-hours services after the close of DMV business hours, Monday through Friday, excluding state holidays. DMV business hours are posted on the DMV’s internet website at http://www.dmv.ca.gov.

a. The Contractor shall obtain pre-approval in writing from the DMV Project Manager if the Contractor requires access to the DMV office outside of DMV business hours (Saturday, Sunday, or a holiday).

(2). In the event the DMV office has any Special Maintenance Areas, the Contractor shall begin cleaning those areas thirty (30) minutes prior to the close of DMV business hours.

(3). Within three (3) DMV business days after commencing after-hours work under this Agreement, the Contractor shall prepare and submit to the DMV Project Manager for approval a schedule for performing weekly, bi-weekly, monthly, quarterly, semi-annual, and annual tasks during the term of this Agreement. Quarterly, Semi-Annual, and Annual tasks shall be performed during the months indicated in the following table:

http://www.dmv.ca.gov/

CONTRACT

BEGINS ON

THIS MONTH

QUARTERLY TASK MONTHS

SEMI-ANNUAL TASK

MONTHS

ANNUAL

TASK

MONTHS

January January April July October January July January

February February May August November February August February

March March June September December March September March

April April July October January April October April

May May August November February May November May

June June September December March June December June

July July October January April July January July

August August November February May August February August

September September December March June September March September

October October January April July October April October

November November February May August November May November

December December March June September December June December

(4). The Contractor shall ensure all janitorial services are completed no later than one (1) hour before the start of DMV business hours the next DMV business day, except floor and carpet tasks, which must be completed with sufficient dry time before the start of DMV business hours.

(5). The Contractor shall perform the following tasks:

a. General

1. Maintenance Log

A. The Contractor shall maintain a weekly maintenance log (Exhibit G) confirming scheduled daily, weekly, bi-weekly, monthly, quarterly, semi-annual, and annual maintenance throughout the term of this Agreement.

B. The maintenance log shall be kept at the DMV field office location and shall be provided to the Contractor upon arrival each service day.

C. Each task shall be initialed and dated by the Contractor when completed.

D. The Contractor and the DMV Project Manager or designee shall review the maintenance logs and any associated forms upon completion of all services to identify and correct any service deficiencies.

2. Cleaning

A. Cleaning shall be performed using the appropriate cleaner for the surface/finish being cleaned.

B. The Contractor is required to move office items (furniture, equipment, mats, stanchions, etc.) to access the surface beneath, prior to performing carpet and/or floor maintenance tasks. After completion of task(s), the Contractor shall move items back to their original locations. The Contractor shall take care not to damage items or drag items across the carpet and hard floors.

(1). Carpet and hard floors must be thoroughly dry before returning items to their original locations.

3. Disinfecting

A. All surfaces shall be cleaned before being disinfected.

B. Disinfecting shall include antiviral disinfectant wiping down of hard surfaces and antiviral disinfectant spraying. All surfaces shall be properly disinfected to prevent the spread of disease while minimizing exposure to harmful chemicals.

C. All cleaned surfaces (porous and non-porous) shall be disinfected using the appropriate disinfectant for the surface/finish being disinfected.

D. Follow disinfectant label instructions to ensure safe and effective use of product on all types of surfaces.

E. Allow disinfectants to remain on surfaces until air dry.

b. Daily Tasks

1. High-Touch Surfaces

A. The Contractor shall clean and disinfect high-touch surfaces such as, but not limited to, handrails, doors edges between 3’ to 6’ in height and 12” from outer edge, doorknobs and push plates, desks and work surfaces, tables, chairs, couches, file cabinets, kiosks, fingerprint readers, computers, keyboards, monitors, touch screens, keypads, computer mice, telephones, printers, light switches, elevator buttons, sinks, faucets, bathroom counters, toilet bowls, toilet seats and lids (inside and outside), toilet handles, all types of dispensers, water closet door handles and doors between 3’ to 6’ in height and 12” from outer edge, drinking fountains, kitchenette countertops, water cooler controls, refrigerator handles, microwave handles, and coffee maker handles.

2. Plexiglass Protection Shields (if applicable)

A. Clean plexiglass using clean microfiber cloths and a neutral cleaner appropriate for use on plexiglass.

B. Disinfect plexiglass using a disinfectant that does not contain alcohols (e.g., ethanol or isopropanol), solvents (e.g., acetone), or ammonia-based compounds (e.g., ammonia, quaternary ammonium-based chemicals).

3. Portable Handwashing Sinks (if applicable)

A. Clean and disinfect interior and exterior of portable handwashing sinks. Use non-abrasive tools and chemicals for cleaning and disinfecting.

B. Empty, rinse, clean, and disinfect wastewater holding tank(s) in janitor closet sink.

C. Rinse, clean, disinfect, and refill freshwater tank(s) to capacity in janitor closet sink.

D. Refill paper towel and handwashing soap dispensers to capacity.

4. Restrooms

A. Clean and disinfect all hard surfaces.

B. Clean and disinfect all fixtures, including but not limited to, handles, doorknobs, levers, faucets, water closets, toilet seats and lids, urinals, washbasins, receptacles (waste and sanitary napkin), and dispensers.

C. Clean and disinfect areas around bases of toilets and urinals, in corners, along edges, under sinks and receptacles, around partition legs and vanity, and exposed pipes attached to washbasins, urinals, and stools.

D. Clean and disinfect walls behind washbasins and entrance doors (both sides).

E. Clean and disinfect surfaces, including but not limited to, sinks, counters, changing tables, windowsills, ledges, stall dividers, wall surfaces, and doors (both sides).

F. Sweep all floors.

G. Mop all floors with a QUAT neutral disinfectant cleaner/deodorizer (EPA registered) hospital grade germicide.

H. Mix a bacteria killing enzyme deodorizer in rinse water and pour water down floor and/or sink drains.

I. Restock dispensers.

J. Empty waste/trash receptacles, and clean interior/exterior of receptacles with disinfectant cleaner.

K. Change waste/trash receptacles liners.

5. Rooms (including, but not limited to, the public lobby, employee work area, file rooms, conference rooms, classrooms, hallways, patio, break areas, and any other rooms)

A. The Contractor shall designate cleaning tools specifically for room cleaning. To reduce cross contamination, these tools shall be changed out frequently while performing services, cleaned and sanitized daily, and shall not be used in restrooms.

B. Clean and disinfect all hard and soft surfaces.

C. Clean and disinfect all soft and hard Modular System Furniture (MSF) workstation surfaces.

D. Clean and disinfect signs, work counters, workstation modules, work surfaces, public counters, delineator (stanchion) ropes and stands, testing tables, file cabinets, bookcases, appliances, keyboards, touchscreens, printers, computer monitors, phones, lockers, vending machines, and walls.

E. Clean and disinfect microwave, refrigerator, drinking fountains (including underneath, front, and sides), sinks, and break room tables and counters.

F. Clean and disinfect interior walls, doors (both sides), windows, windowsills, laminated window signs, cabinet doors, and lateral hard surfaces up to six feet (6’) from the floor.

G. Clean all interior and exterior glass doors using a non-streaking window cleaner. Wipe away any residual cleaner from sills, walls, and frames.

H. Clean interior and exterior doors, including all components.

I. Restock dispensers in the break room.

J. Remove stuck-on gum from any surface.

K. Clean all surfaces of touch screen terminals with distilled water and a lint-free microfiber cloth. Wipe away any excess moisture.

Do not saturate cloth or spray distilled water directly on the touch screen terminals as the liquid may damage internal components.

L. Clean interior windows and glass with a non-streaking window cleaner, up to six feet (6’) from the floor. Wipe away any residual cleaner from sills, walls, and frames.

M. Empty waste/trash receptacles, and clean interior/exterior of receptacles with disinfectant cleaner.

N. Change waste/trash receptacles liners.

O. Remove empty boxes (unless otherwise marked as save or recycle) by breaking down and discarding into appropriate bin.

P. Wipe clean Lobby, Break Room, and employee chairs with disinfectant cleaner (including legs, backs, and underside). If chair is fabric material, spray with disinfectant and allow to dry.

Q. Arrange lobby area chairs to allow for a five foot (5’) clearance between the front row of chairs and the lobby counters to comply with ADA requirements.

6. Floors

A. The Contractor shall be responsible for identifying and confirming with the DMV Project Manager, the flooring material in all areas and applying the correct cleaning specifications.

B. Carpet

(1). Vacuum carpets and mats.

(2). Spot clean carpet.

(3). Remove stuck-on gum from carpet.

C. Hard and/or Resilient Flooring (including, but not limited to, terrazzo, VCT, and linoleum)

(1). Dry sweep or dust mop floors.

(2). Damp mop floors using a neutral cleaner.

(3). Rinse floors with a clean cotton loop mop and clean/clear water.

(4). Wipe clean all baseboards and stationary furniture and equipment after mopping.

D. Grouted Tile Flooring

(1). Dry sweep floors.

(2). Damp mop floors using a neutral cleaner.

E. Luxury Vinyl Tile (LVT) Flooring

(1). Dry sweep or dust mop floors.

(2). Damp mop floors with a neutral cleaner.

(3). Wipe clean all baseboards and stationary furniture and equipment after mopping.

F. Polished Concrete Floors

(1). Dry sweep, vacuum, or dust mop floors.

(2). Damp mop floors with neutral cleaning solution.

(3). Rinse floors with a clean mop using clean, cool water.

(4). Wipe clean all baseboards and stationary furniture and equipment after mopping.

7. Outside Entrances (Building shall be secured if left unoccupied. Cleaning shall be done in inclement weather.)

A. Empty and clean interior and exterior of trash receptacles.

Change liners.

B. Clean all cigarette and cigar receptacles. Replenish and replace sand as needed.

8. Miscellaneous Tasks to Be Performed on A Daily Basis

A. Check all rooms, set lights for the night, secure building, activate alarms, and exit through designated doors.

B. Report fires, hazardous conditions, and items in need of repair to the DMV Project Manager.

C. Clean and sanitize all microfiber mops, microfiber towels, and mop buckets, and replace if needed. Leave no standing water in mop buckets.

D. Clean janitor closet and ensure electrical panel remains unobstructed.

c. Weekly Tasks

1. Spot dust furniture and horizontal and diagonal surfaces up to six feet (6’) from the floor with treated dust cloth.

2. Storage Spaces

A. Sweep floors and damp mop with a neutral cleaner.

B. Polish all metal/brass surfaces.

d. Biweekly Tasks

1. Apply floor finish to all hard, resilient, and LVT floors (except storage spaces). Apply floor finish with a looped nylon mop and buff with a high-speed buffer.

A. Sweep and damp mop floors to remove all dirt and debris before applying floor finish.

B. Apply three (3) coats of finish to hard and resilient floors and two

(2) coats of finish to LVT floors, ensuring that each application has thoroughly dried before the next coat is applied.

e. Quarterly Tasks

1. Dust blinds and window coverings.

2. Dust interior and exterior light fixtures.

3. Dust and clean all air conditioning vents, return grills, covers, and surrounding ceiling tiles to remove dirt, grease, and residual cleaner and water. Wipe surrounding areas to be free of cleaner and water.

4. Dust walls to ceiling areas.

5. Dust wall hangings, ceiling fans, clocks, and moldings.

6. Clean all vinyl chairs (including legs, backs, and underside) with appropriate disinfectant cleaner.

7. Wipe down all wood panels and handrail surfaces.

8. Dust all vertical surfaces and under surfaces (knee wells, chair rungs, and table legs).

9. Grouted Tile Floors and Walls (all restrooms)

A. Sweep floors and clean edges, corners, and tight areas.

B. Power scrub flooring with floor stripper and a low-speed buffer and stripping pad to liquefy existing floor coating until floor finish product is removed.

C. Remove liquefied floor coatings and floor stripper with a wet/dry vacuum or mop.

D. Rinse floor with clean cotton loop mop and clean/clear water.

E. Apply three (3) coats of grout and tile sealer with a looped nylon mop, making sure that each application has thoroughly dried before the next coat is applied.

F. Wipe baseboards and any stationary fixtures free of stripping and sealant chemicals.

G. Clean grouted tile walls.

10. Hard and/or Resilient Floors (all rooms except restrooms, storage spaces, and janitor’s closet)

A. Sweep floors and clean edges, corners, and tight areas.

B. Power scrub flooring with appropriate strength brush and neutral pH cleaner.

C. Removing floor finish:

(1). Use floor stripper and a low-speed buffer and stripping pad to liquefy existing floor coating until floor finish product is removed.

(2). Remove liquefied floor coatings and floor stripper with a wet/dry vacuum or mop.

(3). Rinse floor with clean cotton loop mop and clean/clear water.

(4). Apply three (3) coats of sealer and three (3) coats of finish making sure that each application has thoroughly dried before the next coat is applied.

(5). Buff floors.

D. Wipe baseboards, cove base, furniture, and stationary fixtures free of cleaning, stripping, and finishing chemicals.

f. Semi-Annual Tasks

1. Wash all blinds. (Not applicable if blinds are beyond six feet [6’] from the floor.)

A. Inspect all blinds before washing. Notify the DMV Project Manager of all blinds in need of repair.

B. Remove, wash, and re-hang blinds that are not in need of repair.

C. Wash and re-hang blinds that have been repaired.

2. Clean exterior and interior windows, including windowsills and frames, up to six feet (6’) from the floor using a non-streaking window cleaner. Wipe clean windowsills and frames, removing all cleaner, water, and residue.

Wipe clean any cleaner or water from surrounding areas.

3. Clean furniture, partitions, pictures, and bookcases.

g. Annual Tasks

1. Carpet Cleaning (all carpeted areas)

A. Extractor clean carpets. Schedule services to ensure adequate carpet dry time.

(1). Perform a walk-through of the office with the DMV Project Manager to point out any problem areas.

(2). Use hot water extraction method (no bonnet/rotary equipment may be used) with appropriate industry standard cleaning products and/or chemicals to clean carpets.

(3). Pre-treat stains with appropriate cleaning solution for particular type of stain.

(4). Rinse carpet with an extractor, ensuring the removal of all residual cleaning chemicals. Rinse carpet until no residue is present in the recovery tank of the extractor.

(5). Do not leave carpet soaked. Spend enough time vacuuming/extracting excess water to leave the carpet as dry as possible.

2. Hard and/or Resilient Floors (storage spaces and closets only)

A. Sweep floors and clean edges, corners, and tight areas.

B. Power scrub flooring with appropriate strength brush and neutral pH cleaner.

C. Removing floor finish:

(1). Use floor stripper and a low-speed buffer and stripping pad to liquefy existing floor coating until floor finish product is removed.

(2). Remove liquefied floor coatings and floor stripper with a wet/dry vacuum or mop.

(3). Rinse floor with clean cotton loop mop and clean/clear water.

(4). Apply three (3) coats of sealer and three (3) coats of finish making sure that each application has thoroughly dried before the next coat is applied.

(5). Buff floors.

D. Wipe baseboards, cove base, furniture, and stationary fixtures free of cleaning, stripping, and finishing chemicals.

h. Miscellaneous Tasks to Be Performed on An As-Needed-Basis

1. Treat floors if furniture/appliances have been moved exposing uneven floor maintenance.

2. Notify the DMV Project Manager when supplies are low in stock.

i. Special Maintenance Areas

1. Special Maintenance Areas include, but are not limited to, Manager’s Office, Control Room, Turn-In Room, Personnel Room, Training Room, and Processor Room.

2. The Contractor shall schedule and coordinate with the DMV Project Manager the cleaning of these areas, which shall be performed two (2) times per week. On the scheduled day(s) when the Special Maintenance Areas are due to be cleaned, the Contractor shall begin cleaning those areas thirty (30) minutes prior to the close of DMV business hours.

Perform tasks in accordance with the “Daily Tasks” Section.

(6). Building Keys

a. The Contractor is responsible for the office building keys from the time of possession through the end of this Agreement term. Should the Contractor lose possession of the building keys for any duration of time during this period, the Contractor shall be assessed the costs for rekeying the building and making copies of the new keys.

b. Upon completion of this Agreement or should this Agreement be terminated, the Contractor shall return all building keys to the DMV Project Manager within twenty-four (24) hours from the last working date.

c. The Contractor agrees that any outstanding costs associated with the above incidents shall be deducted from any sums owed the Contractor against this or any other active agreement with the DMV. If the keys are found later, the DMV shall not reimburse the Contractor the cost of rekeying the office site.

B. Uniform Clothing

(1). The Contractor shall require all assigned workers to wear distinctive uniform clothing while performing services under this Agreement. Uniform clothing shall clearly identify the Contractor’s name in a manner that is easily identifiable via a permanently affixed badge or monogram.

C. Personal Protective Equipment

(1). The Contractor shall provide assigned workers with appropriate personal protective equipment (PPE) while performing services under this Agreement.

D. Arrival and Departure

(1). The Contractor’s assigned workers shall sign in and out of the DMV office logbook upon arrival and departure (must provide legible full name, date, time, and employer name).

The location of the logbook shall be coordinated between the DMV Project Manager and the Contractor.

E. Cleaning Supplies and Equipment

(1). DMV Provided Supplies

a. The Contractor shall use the DMV-provided cleaning products and the DMV-provided chemical management system to dispense cleaning products. The DMV Project Manager will provide the Contractor a list of DMV Field Office approved cleaning products at the start of the Agreement. Unless pre-approved in writing by the DMV Contract Coordinator (or their designee), cleaning products not on the list of DMV Field Office approved cleaning products shall not be purchased, used, or stored in the DMV Field Office.

b. The Contractor shall replace empty cleaning product bottles in the chemical management system with the provided corresponding cleaning product bottles.

c. The dispensing systems use a water source to automatically dilute chemicals commonly used in the office. If the dispenser and/or its’ water source is unavailable, the Contractor shall manually dilute the cleaning product according to the package instructions.

d. Specialty cleaners like floor strippers, will not be available through a dispenser.

The Contractor shall manually dilute the product according to the package instructions.

e. The DMV Project Manager shall provide training to the Contractor on the use of the chemical management system.

f. The DMV Project Manager shall provide the Contractor the spray bottles, trigger sprayers, pump dispensers, and Secondary Labels.

g. The Contractor shall properly label and store cleaning products according to the package instructions.

h. The DMV shall provide toilet tissue, paper towels, hand soap, toilet seat covers, trash liners, sanitary napkin receptacle liners, hand sanitizer, waterless urinal cartridges, dispensers, spray bottles, batteries, glass cleaner, restroom cleaner, neutral cleaner, floor cleaner, floor finish, floor stripper, general purpose cleaner, disinfectant, carpet shampoo, carpet spot remover, gum remover, toilet de-scaler, wall-mounted automatic cleaning product dispenser system, and janitor cleaning carts and trolleys.

i. The Contractor shall not remove DMV supplies and equipment from the DMV premises or use DMV supplies and equipment for any other purpose other than for the cleaning and disinfection of the office(s) identified in this Agreement.

(2). Contractor Provided Supplies

a. The Contractor shall provide disposable non-fabric gloves (e.g., latex, nitrile, etc.), appropriate PPE required for cleaners and disinfectants used, floor…