34901-13655_Specifications_Covington.pdf

Specifications for Janitorial Services (Covington Driver Service Center)

• General Purpose: The State is seeking a five (5) year contract for janitorial services at the Covington, TN Driver Service Center.

• Site Address:

Tennessee Department of Safety and Homeland Security Covington Driver License Station 220 Highway 51-N, Suite 1 Covington, TN 38019

• General Descriptions of Facilities:

o Description of Building

▪ Two (2) bathrooms—each with one (1) toilet, one (1) sink, and one (1) mirror.

▪ Eleven (11) trash receptacles

▪ Two (2) soap dispensers

▪ Four (4) offices

• Frequency of Services o Services shall be provided five (5) times per week, Monday through Friday, from 6:30 a.m. until

7:30 a.m., with the exception of State designated holidays.

• The following services shall be provided Monday through Friday—five (5) times per week, with the exception of State designated holidays (see “Cleaning Requirements Section”):

o Dust mopping shall be completed with a clean treated dust mop. The Contractor shall not re-use dusting material without prior sanitation;

o Wet mopping and sterilize all floors;

o Clean restrooms by completing the following:

▪ Restroom commodes are to be cleaned with disinfectant by cleaning sinks, walls around sink and commode, door and door vents.

▪ Mirrors shall be cleaned.

▪ Floors shall be swept and mopped

▪ The Contractor shall replace paper towels and soap, as needed.

▪ The Contractor shall replace toilet paper, as needed.

o Clean breakrooms by completing the following:

▪ Breakrooms are to be dry and wet mopped.

▪ All surfaces shall be cleaned with a wet rag.

▪ If applicable, all sinks shall be cleaned o All glass (i.e., glass on doorways, restroom mirrors, etc.) surfaces shall be cleaned o Empty waste baskets, as well as, take trash to outside trash can. The trash area shall be kept clean, and new trash bags shall be placed in trash cans.

• The following services are required once per week, per the Section titled “Cleaning Requirements “ below:

o The carpet and throw rugs shall be vacuumed utilizing a clean vacuum bag;

o Wipe all shelves, cabinets, and furniture tops with a treated cloth; and o The following dusting procedures shall be followed:

▪ Clean all phones with a disinfectant;

▪ Wipe all chairs and chair legs with Pledge, Endust, or equivalent dusting cleaning solution;

▪ Clean around doorjambs, as well as, clean doorknobs with Lysol, Clorox, or equivalent cleaning solution

▪ Clean offices’ vent covers with disinfectant.

• Services Required once per month, per the Section titled “Cleaning Requirements” below:

o Tile floors shall be buffed.

• Services Required two times per year, per the Section titled “Cleaning Requirements” below:

o Tile floors shall be stripped and waxed;

o The inside and outside of doors and windows; and o Carpets shall be shampooed and dried.

• Cleaning Requirements o Window Cleaning Service

▪ The Contractor shall use a tri-sodium/water solution as a cleaning agent. The solution shall be applied with a squeegee to prevent smears and streaks on windows. In addition, all tape and gummed articles shall be removed from window surface by means of a razor blade, or similar instrument, prior to cleaning.

▪ The Contractor shall, if necessary, remove all items from the window, utilize a drop cloth to prevent watermarks, and upon completion of the cleaning, replace items that were moved.

▪ All blinds and drapes may be removed by the Contractor to permit easy access to the window for cleaning and to prevent damage by water and/or unnecessary handling.

Blinds and drapes shall be replaced and secured in their original position.

o Water Closets and Urinals

▪ All water closets, seats and urinals shall be washed inside and out with a disinfectant detergent.

▪ Seats shall be left in a raised position.

▪ No acid bowl cleaners shall be used.

o Wash Basins:

▪ Shall be cleaned and wiped free of all water marks. Scouring powders shall not be used.

▪ Pipes under basins shall be damp wiped and polished.

o Waxing and Buffing:

▪ Proper preparation of a floor prior to re-waxing is considered the most important procedure in floor maintenance. Therefore, special attention shall be given to the following requirements:

✓ Apply proper wax remover, stripping agents or synthetic detergents to the floor, depending on the type of floor.

✓ Scrub with a floor scrubbing machine or with a mop to remove all dead wax, soap film, dirt and stains.

✓ Pick up dirty solution with mop, squeegee, wet vacuum and thoroughly rinse with clean water and dry.

✓ Wax shall be applied in a thin even coat and allowed to dry. The number of coats applied will depend on the type and condition of the floor (minimum of four (4) coats of sealer/finish or two (2) coats of sealer and two (2) coats of finish).

o Dusting

▪ Dust shall not be moved from place to place, but removed directly from the areas in which it lies by the most effective means, appropriately treated dust cloths, vacuum tools, etc.

▪ When doing high cleaning, dust shall not be allowed to fall from high areas onto furniture and equipment below.

▪ The following conditions shall exist after the completion of each dusting task:

✓ There shall be no dust streaks;

✓ Corners, crevices, moldings, and ledges shall be dust free; and

✓ There shall be no oils, spots, or smudges on dusted surfaces caused by dusting tools o Damp Wiping

▪ A clean damp cloth or sponge shall be used to remove all dirt, spots, or smudges on dusted surfaces. Once dry, the surfaces shall have a polished appearance;

▪ Wetting solutions utilized shall contain a cleaning agent that is appropriate for the use of damp wiping;

▪ When damp wiping toilet areas, a multipurpose (i.e., disinfectant and deodorizer) cleaning agent shall be utilized o Bright Metal Polishing

▪ May be performed by damp wiping and drying with a suitable cloth to provide a polished appearance. In the event that a polished appearance cannot be produced, a polish that is intended to be utilized for metal shall be used.

o Porcelain ware Cleaning:

▪ Porcelain fixtures (i.e., drinking fountains, wash basins, urinals, toilets, etc.) shall be clean and bright.

▪ There shall be no dust, spots, stains, rust encrustation, or excess moisture.

▪ Walls and floors adjacent to fixtures shall be free of spots, drippings, and watermarks.

o Sweeping and Dust Mopping

▪ All floors shall be cleaned and free of dust and streaks; and

▪ All lobby chairs shall be cleaned and free of dust.

▪ No dirt shall be left where sweepings were picked up.

o Spot Cleaning

▪ Smudges, marks, and/or spots shall be removed from designated areas without causing unsightly discoloration.

o Carpet Shampooing (Wet/Dry method)

▪ The contractor shall safely and thoroughly clean rugs and carpet using a commercial rated vacuum machine whereby all foreign matter is removed.

▪ Rugs/carpets shall be pre-treated prior to shampooing and may be cleaned by either wet or dry method.

✓ The wet method shall be with a completely synthetic detergent, meeting the highest commercial standards of the carpet cleaning industry.

▪ All traces of dirt, grime and soil shall be removed from rugs/carpets and there shall be no excessive shrinkage which affects the appearance or durability.

▪ Rugs and carpets shall be vacuumed after cleaning and shampooing with a dry/wet machine and there shall be no lingering or objectionable odor.

▪ Carpet under furniture as well as exposed carpet shall be cleaned.

▪ The Contractor shall be responsible for moving furniture and brushing carpet to restore flattened pile.

o Wet Mopping and Scrubbing:

▪ All floors shall be prepared by being thoroughly swept to remove visible dirt and debris, as well as, removal of gum, tar, and similar substances from the floor surface;

▪ On the completion of mopping and scrubbing, the floor shall be clean and free of dirt, water streaks, mop marks, strings, etc., as well as, properly rinsed and dry mopped to present an overall appearance of cleanliness;

▪ All surfaces shall be dried and corners and cracks cleaned; and

▪ When scrubbing is designated, it shall be performed by machine or by hand with a brush.

o Steam (water), extraction method:

▪ Rugs and carpet rated vacuum machine or rug dusting machine shall be used to remove all embedded foreign matter;

▪ The cleaning process shall not cause shrinkage to rugs or carpets or affect their appearance or durability;

▪ Rugs and carpeting shall be cleaned with hot water at a temperature of 150 degrees F.

or higher at point of origin, (i.e., faucet or tank), when applying the hot water “steam” method;

▪ The cleaning process shall remove all traces of dirt, grime, and soil leaving rugs and carpets free from all residual or foreign matter;

▪ The Contractor will be fully responsible for the correction of any damage or faulty workmanship caused by contractor’s method of cleaning;

▪ The carpet under all furniture shall be cleaned as well as exposed carpet;

▪ The bidder shall be responsible for moving furniture; and

▪ When necessary, rugs and carpet shall be brushed to restore flattened pile.

*Waxing*: in the context of these specifications refer to a systematic procedure to assure optimum floor maintenance. Techniques that include the proper floor care products (i.e., strippers, finishers, sealers, cleaners, and maintaining products) that are chemically compatible.) it is a total system of matched floor care products to assure durability, wear resistance, ability to be scrubbed and appearance for floor surfaces).

*Strip*: In the context of these specifications shall mean the removal of all foreign material from a floor by use of a cleaning solution of water and detergent and resulting in a surface free of all surface and embedded dirt (including heel marks) and residual cleaning solutions and films.

*Scrub*: in the context of these specifications shall mean the removal of all foreign material from a floor by use of a cleaning solution of water and detergent and resulting in a surface free of all surface and embedded dirt (including heel marks) and residual cleaning solutions and films.

*Dust mops*: all dust mops are to be specifically treated before as to aid in the removal of dust and dirt. After dust mopping, floors are to be free of all litter, debris, and grit. Treatment that leaves an oil film on the floor is prohibited.

• Additional Considerations:

o The Contractor shall be responsible for correcting any damages resulting from either the method of cleaning or faulty workmanship;

o The Contractor shall be responsible for all cleaning equipment and supplies, tissue, trash can liners, soap for the soap dispensers, and paper towels.

o The State shall provide the Contractor with a sign-in/sign-out log that must be filled out by the

Contractor for each occurrence of cleaning.

o The Contractor shall ensure that proper supervision is being provided to their employees in the performance of the services required, at the frequencies specified.

▪ The Contractor shall employ at all times, the quantity and quality of supervision necessary to have effective and efficient management of cleaning operations;

▪ All Contractor’s designated personnel, including Supervisors, shall have intimate knowledge of the various cleaning tasks, equipment utilized, and materials needed to be able to properly train and direct their cleaners on their individuals tasks, as well as, maintain and control and effective inspection and follow-up.

o Furniture Moving

▪ For all operations where furniture and equipment must be moved, no chairs, trashcans, or similar items shall be stacked on desks, tables, or window sills.

▪ Upon completion of all work, all furniture and equipment shall be returned to its original position.

For a site visit during the bid, the Respondent may reach out to the following:

Isabel Wilson | Branch Manager

Driver Services

220 Hwy 51 N

Covington TN 38019

p. 901475-2682 virginia.rivers@tn.gov

Revised March 5, 2025 mailto:virginia.rivers@tn.gov