35216 John Day DMV SOS.pdf

EXHIBIT A – STATEMENT OF SERVICES

General Expectation:

Contractor commits to oversee and direct activities to obtain the greatest long-term value for the State of Oregon, and which reflects the prudent expenditure of public funds within the constraints of the Contract. In pursuing this goal Contractor, commits to:

i. Provide Services that are appropriate for the context of the Contract and the nature of its objectives;

ii. Manage and facilitate all facets of the Services that are reasonably within Contractor’s control to ensure the Services are completed on or ahead of time;

iii. Apprise ODOT throughout the Contract of any issues or decisions that may impact the project budget or schedule;

iv. Use recycled/recyclable products to the maximum extent economically feasible in the performance of this Contract; and

v. Embody sound and cost-effective sustainability principles in the Services performed under the

Contract in accordance with the Department of Administrative Services Green Chemistry Procurement Guidelines, which are found at https://www.oregon.gov/das/policies/107-009- 0080.pdf

1. DEFINITIONS

“Arrange Furniture” means furniture such as chairs and tables, which have been displaced during the performance of cleaning tasks or during normal day use, shall be arranged in a pattern consistent with the intended use of the area. Lobbies, conference, training and meeting rooms, lounge and break areas shall be arranged in a uniform appearance with tables and chairs in a straight and evenly spaced rows.

Designated aisles will be evenly spaced with sufficient width for occupant movement.

“As Needed” means a requirement for Services whenever a deficiency is observed or should have been observed by Contractor or its employees, Janitorial Supervisor or On-Site Coordinator or designee (i.e., spots on carpets, walls, doors, partitions, smudges on electrical switches, etc.)

“Building Security Check (Lighting, Equipment, Doors and Windows)” means upon completion of the work shift, janitorial supervisor or lead person shall check and lock all exterior doors, close and secure interior doors, windows and gates. Turn off all lights other than those used for security and night lighting and the following electrical equipment only when observed and only at the switch: fans, air conditioners, heaters, Christmas lights, coffee pots, and radios. Set the building alarm.

“Carpet Cleaning” means cleaning carpets By Extraction Method. The carpet shall be thoroughly cleaned (i.e., carpeted area) using the water extraction method. The cleaning operation shall begin by removing all movable furnishings from the carpeted area, placing the furnishings in an appropriate temporary location. All paper, gum, rubber bands, staples, paper clips, and other debris shall be removed from the carpeted area. A carpet vacuum shall be used to remove surface soil and embedded grit. All spots and stains shall be treated with an approved spot cleaning solution and a soft bristle brush. Spot cleaning should continue until as much of the spot or stain as possible has been removed.

Water extraction equipment shall be operated over the entire carpeted area. All instructions provided by the manufacturers of the water extraction equipment and cleaning solutions shall be followed. After allowing sufficient drying time, the carpeted area shall be vacuumed following a pattern, which will give https://www.oregon.gov/das/policies/107-009-0080.pdf https://www.oregon.gov/das/policies/107-009-0080.pdf the carpet pile a uniform appearance. The carpet cleaning shall be concluded by replacing furnishings in their original locations. The proper ventilation and drying of these areas shall be ensured. Carpet cleaning shall be performed after close of business on a Saturday (or on a Friday before a 3-day weekend) to provide maximum amount of time for odors/fumes to dispel before the following workday, unless arranged differently with the On-Site Coordinator.

“Carpet and Upholstery Maintenance (Spot Removal)” means carpeted and upholstered surfaces (such as carpeted floors, upholstered furniture and cloth covered partitions) shall be checked and spills, spots, marks or blots removed daily. For the purpose of this section, carpet maintenance is considered to be the treatment and removal of singular or multiple spills, spots, marks or blots on a carpeted or upholstered surface, which causes a difference in color from that of the surrounding material. (Traffic or wear patterns are outside the scope of this section.) These areas shall be treated as soon as discovered. The carpet manufacturer's procedures for the specific materials involved shall be followed. After cleaning, the area should be free from visible spots and nonpermanent stains. The material manufacturer’s recommendations shall be followed whenever possible.

“Centralized Locations/Recycling Centers” means the location of trash and recycle barrels or containers, central to as many Facility staff as possible. To be agreed upon by the On-Site Coordinator and Contractor in advance.

“Clean and Sanitize” means using a germicidal sanitizing cleaner to remove any non-permanent stains, spots, streaks, graffiti and dirt using appropriate cleaning tools, chemicals and supplies. The surface is visibly free from dust, dirt, fingerprints, grease, grime, rust, spots, stains or smudges. The surface shall be free from all foreign substances. In restrooms particularly, “clean” means all surfaces must be free of organic material, feces, and urine, or other soil. Bowls must be free of stains and mineral build-up inside and out. All surfaces must be sanitized using a properly mixed quaternary ammonium germicidal cleaner. After cleaning, these surfaces will have a uniform appearance free from dust, lint, streaks, stains and non-permanent markings. The cleaning shall include the drying and polishing of all exposed hardware. The interior of toilets, toilet seats, and urinals shall be scoured using a bowl mop. After the interior has been scoured, the fixture shall be flushed and the water level followed down with a circular motion of the bowl mop to remove stains and chemical rings. After cleaning, the fixtures shall present a clean, bright, shiny appearance. Fixtures shall be free of all visible soil, scale, blood, feces, rust stains, scum, streaks, oily smudges, mineral deposits, and other foreign substances. All metal hardware such as flush valves, faucet valves, and faucets shall be wiped dry and be free of streaks, spots, stains, etc. All foreign materials will be removed from the urinal drain trap. Any cleaning tools, such as brushes, cloths, sponges, etc., used to clean toilets and urinals shall be used only for that purpose and shall not be used to clean any other surfaces such as sinks and counters.

“Clean and Sanitize Floors” means cleaning and sanitizing shall begin by sweeping the floor with a dust mop or broom to remove all dirt, dust, trash, particles, and other debris. Then thoroughly wet the entire floor utilizing a wet mop, mop bucket and wringer, and a germicidal sanitizing solution. The solution must be allowed to remain on the floor for three to four minutes, and shall then be agitated using a scrub brush or an abrasive pad. The cleaning solution shall be removed using a well-wrung mop, or it may be squeegeed to the floor drain. After being mopped, the floor shall have a uniform appearance with no streaks; film, swirl marks, detergent residue, mop strings, and grout should be free of mold or other evidence of soil. There shall be no splash marks or mop streaks left on fixtures, walls, baseboards, trash receptacles, etc.

“Disinfect” means using a properly mixed quaternary ammonium germicidal cleaner after surfaces have been cleaned.

“Clean and Disinfect Automated Testing Devices (ATD’s)” means to use the appropriate hard surface or glass surface cleaner on the phone receivers, screens, and counters. DO NOT spray directly onto any part of the device.

“Clean and Disinfect All High Frequency Touch Surfaces” means to use the appropriate hard surface or glass surface cleaner this includes Debit/Credit pin-pads, lobby chairs, desks, and phones. DO NOT spray directly onto any part of the device.

“Clean and Disinfect Vision Testing Machines” means to use the appropriate hard surface or glass surface cleaner this includes body of machine. DO NOT spray directly onto any part of the device.

“Clean and Disinfect Drinking Fountains” means remove all fingerprints, debris, streaks, etc. from drinking fountain basin and cabinet. Using an approved germicidal disinfecting product, disinfect all metal surfaces including the orifice and drain. Stainless steel sections will be polished with an appropriate cleaner. After cleaning, the entire drinking fountain will be free from streaks, non-permanent stains, spots, smudges, scale, film and other removable soil.

“Clean Exterior Floor Mats” means entrance mats located in the exterior of the facility entrances shall be cleaned of all visible debris and dirt. Exterior mats shall be swept with a stiff broom to dislodge and remove visible debris. Exterior mats shall be washed and scrubbed with a detergent solution to remove deeply in-bedded soil and debris. All entrance mats shall be lifted to remove soil and moisture underneath, and then be returned to the normal location after cleaning. All entrance mats shall be laid flat without wrinkles or bunching upon departure from the area.

“Clean Exterior Window Glass” means using an appropriate glass cleaner; completely clean both sides of all exterior window glass. Windowsills and ledges shall also be cleaned of dirt and debris at this time. After cleaning, these surfaces will present a uniform appearance free of all smudges, fingerprints, nonpermanent stains, streaks, lint, etc. Areas adjacent to any windows that become soiled by the cleaning of the glass will be cleaned and restored.

“Clean Interior Floor Mats” means floor mats located in the interior of the facility shall be vacuumed to remove all visible debris and dirt. If vacuuming does not remove the affected soil, floor mats will be swept with a stiff broom until visible soil has been removed. All floor mats shall be lifted to remove soil and moisture underneath. All floor mats shall be returned to the normal location after cleaning and shall be laid flat without wrinkles or bunching. Interior floor mats shall not be placed upon a damp or wet floor surface.

“Clean Interior Window Glass” means using an appropriate glass cleaner; completely clean both sides of all interior window and relite glass on interior offices, doors, partitions and workstations. All areas adjacent to the window glass, including the frame and sills will also be cleaned. After cleaning, these surfaces will present a uniform appearance free of all smudges, fingerprints, nonpermanent stains, streaks, lint, etc.

Areas adjacent to any windows that become soiled by the cleaning of the glass will be cleaned and restored.

“Clean Marker Boards in Conference/Meeting Rooms” means remove all marks, fingerprints and dust from writing surface of EMPTY marker boards. No written information is to be removed. Under no circumstances will anything other than an approved cleaning product be used to clean dry marker boards.

After cleaning, the writing surface will have a uniform appearance with no remaining marks, streaks, or excess dust, etc. The board's rails and molding shall be wiped clean of dust or debris. Marker boards containing written data shall not be erased or cleaned.

“Clean Mirrors” means they shall be cleaned using an approved glass cleaner to remove soil, streaks, smudges, film, etc. The surface will be polished dry so that no visible signs of streaks, smudges, lint, film, etc. are present, leaving a uniform, clean appearance. The frame will also be cleaned.

“Clean Restroom Ceiling Vents and Light Fixtures” means the ceiling vents and light fixtures shall be cleaned using a germicidal disinfectant and sponge or clean cloth, to remove all dirt, grease, particles, cob webs, and other foreign substances. A hose or other means shall not be used for this operation.

“Clean Sneeze Guards” means to clean the clear polycarbonate physical barriers by using only a mild soap solution and water applied with a microfiber towel or other approved soft cloth. Any other products may cause damage.

“Clean and Disinfect Tables, Counter Tops, Chairs, Etc.” means clean and disinfect the following areas;

tables, counter tops and cabinet surfaces, as well as all non-upholstered chair surfaces located in lobbies, kitchens, cafeterias, break rooms, lounges, interview booths, training, meeting and conference rooms.

Items found on top of these areas in conference, meeting and training rooms shall not be disturbed or moved. In areas such as lobbies, break rooms, lounges, kitchens and cafeterias, items such as newspapers, magazines, etc. found on these surfaces will only be moved to clean, disinfect, and dry the surface and replaced to give an organized and neat appearance.

“Clean Window Blinds” means both sides of the blinds shall be cleaned and completely dried after cleaning. After cleaning, the blinds shall be free from all smudges, streaks, visible soil, nonpermanent stains, etc. Hardware shall not be damaged and the blinds shall operate properly.

“Common Areas” means restrooms, break rooms, conference rooms, lobbies, multi-user areas, etc.

“Damp Mop Non-Carpeted Floors” means clean warm water and a mild detergent solution shall be used to remove stains and soil not removed by dry cleaning methods. Prior to damp mopping, easily moved furniture and items such as chairs, carpeted floor mats, trash and recycle receptacles, etc. will be relocated as necessary to allow mopping underneath, and all large surface litter, dry soil, spills and debris will be removed. After the floor is dry, all moved items shall be returned to the original locations.

“Damp Mop and Spray Buff Non-Carpeted Floors” means clean, warm water and a mild detergent solution shall be used to remove stains and soil not removed by dry cleaning methods. Prior to damp mopping, easily moved furniture and items such as chairs, carpeted floor mats, trash and recycle receptacles, etc. will be relocated as necessary to allow mopping underneath, and all large surface litter, dry soil, spills and debris will be removed. After damp mopping, the floor(s) shall be spray buffed with an approved floor wax and a high-speed polisher with an abrasive pad. This operation shall take place after the daily cleaning operation has been completed. Excessive wax build-up shall not be present on floors, corners, or baseboards. The floor surface will present a clean appearance, free of odor, spills, spots, film and other non-permanent stains and soiling. When the floor surface is completely dry, all items that were moved shall be returned to the original position. This Service does not include Restroom floors

“Descale Toilets, Urinals and Sinks” means to remove scale, mineral deposits and nonpermanent stains, etc. from the interior of toilet bowls, urinals and sinks, using approved cleaning products. After cleaning, toilets, urinals and sinks shall be free from rings, mineral deposits and nonpermanent stains, and will have a uniform, bright and clean appearance.

“Dusting” means removing the dust from all vertical and horizontal surfaces. All furnishings, fixtures, and structural surfaces including ledges must be free of dust. Documents shall not be moved to accomplish dusting.

“Dust Building Surfaces” means using a treated dusting tool or cloth, remove dust, lint, dry soil and cobwebs from the surface of moldings, baseboards, fire extinguisher cabinets, ceilings, light fixtures, door and window ledges, door, window and relite casings, venetian blinds, art work, HVAC deflectors, gratings and covers, etc. Cobwebs on pictures, walls, corners and ceilings shall also be removed at this time. After dusting, these surfaces will have a uniform appearance free from smudges, lint, cobwebs, etc. Any nonpermanent soil will be completely removed from these surfaces at this time.

“Dust Furniture” means using a treated dusting tool or cloth, remove all dust, lint, dirt, debris, etc. from all exposed surfaces of workstations, desks, chairs, cabinets, bookcases, shelves, counters and ledges, fixtures, chair and table bases, and other furniture located within the Facility. Fabric surfaces of upholstered furniture will be vacuumed. Items on top of furniture shall not be disturbed or moved.

“Empty Trash Receptacles” means all trash receptacles will be emptied. NOTE: Items/materials near or around trash cans shall not be considered trash if they are not marked as trash. The only items that shall be removed are items that are actually in the trash receptacles or specifically labeled as “trash.” Liners shall be replaced daily. The interiors and exteriors of trash receptacles will be free of trash, liquids, gum, grease, and other foreign substances. Those trash receptacles, which are found to contain liquids, or other substances that could be the cause of odors shall be washed out and dried out before new liners are installed. The removed trash shall be placed into the dumpster/container located in the exterior trash enclosure. No trash should be left on the ground around the enclosure, or on top of the enclosure.

“Janitorial Supervisor” means Contractor’s employee that serves as supervisor for all Services provided under the Contract.

“On-Site Coordinator” means the person designated in Section 1.

“Refill and Clean Paper Dispensers” means restock all paper towel dispensers to full levels. Replace consumed toilet tissue rolls and partial rolls, which are down to the last few sheets. Toilet seat cover dispensers shall be filled with a new package when empty or when only a few sheets remain in the package. The dispenser’s exterior and adjacent surfaces shall be cleaned with an approved germicidal detergent to remove fingerprints and smudges after filling. Dispenser shall be checked for proper operation after filling.

“Refill and Clean Soap Dispensers” means all soap dispensers will be filled to within 1/2 inch of the top with either powder or a liquid anti-bacterial soap. The dispenser’s exterior surfaces will be cleaned with an approved germicidal detergent to remove fingerprints and smudges after filling. The dispenser shall be checked after filling for proper operation.

“Services” means the janitorial services required under this Contract.

“Set Alarm” means to set the alarm per instructions provided by the Contract Administrator or On-Site Coordinator.

“Spot Cleaning” means using appropriate tools and chemicals for the surfaces to be cleaned, remove smudges, fingerprints, marks, spots, streaks, heavy dust, soil and other nonpermanent stains, etc. from the following areas: entry way glass, interior glass, carpeted surfaces, non-carpeted floor surfaces, and all washable surfaces in hallways, stairs, landings, offices, entries, break rooms, lounges, lobbies, kitchens/kitchenettes, coffee/copy rooms, etc. Washable surfaces include: dispensers, sinks, mirrors, plumbing fixtures, exterior of refrigerators and microwaves, light switches and fixtures, fire extinguisher cabinets, walls, cabinets, interior metal corner covers, interior and exterior doors, door handles, door casings, door frames, push and kick plates, etc. After cleaning, surfaces shall have a uniform appearance free of all smudges, marks, fingerprints, nonpermanent stains and streaks etc.

“Spray Buff Non-Carpeted Floors” means after damp mopping is complete, the restorative maintenance of a previously finished floor using a high-speed polisher with an abrasive pad. Immediately following the mist spraying of an appropriate State approved product onto the surface whereby the wet application is buffed to dryness creating a “wet look” or shiny floor by the polishing machine. Excessive wax build-up shall not be present on floor, corners, or baseboards. The floor surface will present a clean appearance, free of odor, spills, spots, film and other nonpermanent stains and soiling. When the floor surface is completely dry all items that were moved shall be returned to the original position. This Service does not include Restroom floors.

“Surfaces” means tables, countertops, chairs, door handles, restroom walls, entry doors, partition walls and doors, plumbing fixtures, dispensers, shelves, lockers, trash and sanitary napkin receptacles.

“Sweep/Dust Mop Non-Carpeted Floors” means all non-carpeted floors shall be swept (or dust mopped using a treated mop head) including behind doors, desks and other non-moveable furniture and equipment. Prior to sweeping/dust mopping, easily moved furniture and items such as chairs, carpeted floor mats, trash and recycle receptacles, etc. will be relocated as necessary to allow sweeping/dust mopping underneath, and all large surface litter, dry soil, spills and debris will be removed. After sweeping/dust mopping, non-carpeted surfaces, including corners, abutments, edges and places accessible to the broom or dust mop, shall be free of visible dust, dirt, litter or debris, and all items that were moved shall be returned to the original position.

“Sweep Exterior Entrances” means all exterior entrance areas such as steps, stairs, ramps, landings, walks, etc. shall be swept and cleaned of debris and cobwebs. Upon completion of this task, a 180 degree area 20 feet from each exterior entrance (as applicable to each site) shall be clear of litter, trash, cigarette butts, weeds, heavy soil, etc.

“Traffic Areas” Includes lobbies, hallways, and all other areas where people normally walk, and in conference rooms.

“Vacuuming” means vacuuming all floor surfaces, including ones hidden under furniture, until free of dirt, dust, and debris.

“Vacuum and Wash Air Grills” means this task is expected to be performed to industry standards and to pass without objection in the trade. Upon completion all visible dirt, dust and debris shall have been removed giving a clean appearance.

“Vacuum Carpet” means the removing of all paper, gum, rubber bands, staples, paper clips, and other debris from the carpet. A carpet vacuum shall be used to remove surface soil and embedded grit from all areas accessible to the carpet vacuum. Chairs, trash receptacles, carpeted floor mats, trash and recycle receptacles, etc. will be relocated as necessary to vacuum underneath, and then replaced in their original positions. The beater bars or brush of the vacuum shall be adjusted to correspond to the pile height of the carpet. A tank vacuum with a crevice tool and brush attachment shall be used to clean all areas, which are inaccessible to the carpet vacuum.

Commercial vacuuming equipment and accessories that are commonly used in the trade, and that are appropriate for the specific tasks being performed (e.g. a wide area vacuum is appropriate for hallways and corridors; an upright or backpack vacuum w/power head is appropriate around desks and workstations; and a canister or upright vacuum w/power head is appropriate for narrow aisles, path ways and offices. All units shall be equipped with beater bars and an approved dual dust filtration system. After vacuuming, the carpeted surfaces, edges and corners shall be free of visible litter and debris, and all items that were moved shall be returned to the original position.

“Vacuum Carpet Tile at Building Entrances” means carpet tile located at the interior of building entrances shall be vacuumed. If vacuuming does not remove the affected soil, carpet tile is to be swept with a stiff broom until all visible soil has been removed.

“Wash Light Fixtures” means remove diffuser or light globe, clean and reinstall. Fixtures and diffuser shall be cleaned with a damp cloth; fluorescent tubes or light bulbs shall be cleaned with a dry cloth to remove all visible dust and soil. Diffuser and globe shall be cleaned on both sides and dried. After cleaning, the fixture shall be free from dust, oily soil, smudges, streaks, etc. Surrounding areas soiled by the cleaning process will be cleaned and restored.

“Wet Mop Non-Carpeted Floors” means after sweeping is completed prior to returning moved items to the original locations, a mildly abrasive pad (or equivalent) shall be utilized to remove all scuff marks, scars, streaks, spills, stains, gum, tar, and other foreign substances. All accessible non-carpeted areas, such as behind doors and under equipment and furniture, shall be wet mopped using clean hot water and appropriate chemical detergent and then rinsed with clean water. When wet mopping, ensure that the floors, walls, baseboards, corners, thresholds, and adjacent surfaces are free of dirt, dust, marks, scars, streaks, spills, stains, gum, tar, and other foreign substances, including those resulting from the cleaning equipment and the splashing of cleaning solution. All cleaning solutions shall be mixed according to manufacturer’s directions and be appropriate for the floor surface. After wet mopping is complete, the non-carpeted floor surface shall have a uniform appearance, free of odor, streaks, spots, film, swirl marks, detergent residue, mop strings, nonpermanent stains or other evidence of soil. When the floor surface is completely dry all items that were moved shall be returned to the original position.

“Wet Scrub” means the process that takes off only the top 1 or 2 layers of finish to eliminate imbedded dirt and scratches, includes a re-coating with 1 or two 2 layers of finish as needed to complete the process.

“Wet Scrub and Seal Restroom Floors” means the floors shall be stripped and sealed, with an approved sealer. No wax shall be applied. The floor shall be free of dirt, dust, mold, streaks, marks, stains, cleaning application residue, watermarks, cleaning equipment marks, splashing, and dissolved and finished particles, and other foreign substances. Walls, baseboards, and other surfaces shall be clean and free of watermarks, cleaning equipment marks, and splashing. These services shall be performed after close of business on a Saturday (or on a Friday before a 3-day weekend) to provide maximum amount of time for odors/fumes to dispel before the following workday, unless other arrangements have been made with the On-Site Coordinator.

“Wet Scrub and Wax Non-Carpeted Floors” means the floor(s) shall be stripped and waxed with an approved floor wax. The entire room or corridor shall be completed in one operation, and shall be completed in accordance with the manufacturer’s recommendation. All easily moved furniture and items such as chairs, carpeted floor mats, trash and recycle receptacles, etc. will be relocated as necessary, and floor surfaces shall be wet or damp mopped as appropriate before the surface care process begins.

When the floor surface is completely dry all items that were moved shall be returned to the original position. These services shall be performed after close of business on a Saturday (or on a Friday before a 3-day weekend) to provide maximum amount of time for odors/fumes to dispel before the following workday, unless other arrangements have been made with the On-Site Coordinator.

“Window Cleaning” means the interior and exterior sides of all perimeter glass on any windows over ladder height; all foreign material on the glass shall be removed prior to cleaning process. Windows are only to be cleaned per manufacturer’s specifications. Water shall not be splash on drapes, ledges or floors directly beneath each window. If water is splashed, it shall be removed and the surrounding area clean and dried, WITHOUT EXCEPTION. All ledges adjacent to windows, interior/exterior, are to be cleaned of dirt and debris at each cleaning. The use of “Tucker Poles” (telescoping brushes with hoses attached) is not recognized as an acceptable method of washing windows. The Contractor shall be responsible for any repair and replacement costs due to damage while window cleaning of exterior or interior windows, surfaces, finishes, furnishings, personal belongings or landscape areas in performance of the contract.

NOTE: Abrasives such as AJAX or Comet shall not be used on bowls, paint, or other finished surfaces.

Harsh acid products such as hydrochloric acid bowl cleaners shall not be used on metal fixtures, paint, or other finished surfaces.

2. FACILITY LOCATION

John Day DMV - 193 N. Canyon Blvd., John Day OR 97845 Total Sq. Feet: 1,740 Sq. Ft. Hard Floor: 772 Sq. Ft. Carpet: 968

3. AREAS NOT INCLUDED IN CONTRACT The following area(s) are not considered a part of this Contract:

Parking Lot

4. WORK TO BE PERFORMED: Contractor shall provide all staffing, training, supervision and equipment required to perform all Services, at the facility identified in section 2, in accordance with the Contract, and detailed in the Statement of Services, along with applicable laws and OSHA standards.

5. TASK PERFORMANCE: Contractor shall perform the tasks at the required frequency and shall meet or exceed the requirements specified in Section 18 - TASK PERFORMANCE STANDARDS/ TECHNICAL

SPECIFICATIONS AND SCHEDULE OF SERVICES.

6. SERVICE SUMMARY AND DAILY CHECKLIST: Contractor shall complete a copy of Exhibit E – JANITORIAL SERVICE – SERVICE SUMMARY AND DAILY CHECKLIST (“Checklist”) each day Service is provided under the Contract. Contractor shall check-off all completed Tasks, provide the time Contractor arrived and completed Services at the facility and sign and date the document.

6.1 Contractor shall leave the completed checklist in a location determined by the On-Site Coordinator.

6.2 The On-Site Coordinator will review the checklist and determine whether the Tasks completed meet the requirements of the Task Performance Standards.

6.3 If the On-Site Coordinator finds deficiencies, those deficiencies will be noted on the Checklist and forwarded to the ODOT Contract Administrator.

6.4 ODOT will determine whether the deficiency warrants issuance of “Notice to Cure” as per Exhibit B.

6.5 Repeated failure to meet the requirements of Section 18. TASK PERFORMANCE STANDARDS/ TECHNICAL SPECIFICATIONS AND SCHEDULE OF SERVICES, will result in Contract termination.

7. CONTRACTOR’S WORK SCHEDULE: Contractor shall perform Services on Wednesday and Friday, excluding holidays observed by the State of Oregon, with the exception of periodic non-carpeted and carpeted area maintenance. Regular Services for items specified in the Service Summary, shall be performed between 6:00pm and 6:0am; excluding State holidays. If a State holiday falls on a Friday only clean on Wednesday of that week.

All periodic cleaning shall be scheduled with the On-Site Coordinator. On-Site Coordinator may not require all periodic services be performed, if not needed. Any deviation from this schedule must be approved in advance by ODOT's On-Site Coordinator. The services specified in the Service Summary will be performed at such times and during such hours as required by ODOT. Performance of the services shall not interfere with the conduct of business or activities of ODOT.

7.1 State holidays:

a) Each Sunday.

b) New Year’s Day on January 1.

c) Martin Luther King, Jr.’s Birthday on the third Monday in January.

d) Presidents Day, for the purpose of commemorating Presidents Washington and Lincoln, on the third Monday in February.

e) Memorial Day on the last Monday in May.

f) Juneteenth on June 19.

g) Independence Day on July 4.

h) Labor Day on the first Monday in September.

i) Veterans Day on November 11.

j) Thanksgiving Day on the fourth Thursday in November.

k) The Friday after Thanksgiving Day.

l) Christmas Day on December 25.

8. EXCEPTION/EMERGENCY CLEANING SERVICE: Contractor may occasionally be required to perform cleaning services on an exception basis for items or areas not covered by the Task Performance Standards. Contractor may occasionally be required to perform cleaning services on an emergency basis and shall be on site in less than 1 hour of receiving notification for Services. Such services shall be requested by the ODOT On-Site Coordinator or designee on an individual basis, and shall be billed separately on a per hour, per person basis as specified in Section 4.3 Prices of the Contract.

9. RESERVED:

10. STORAGE/SECURITY OF CONTRACTOR’S EQUIPMENT: Contractor will be responsible for adequately insuring its equipment stored on the State's premises against loss by fire, theft, accident, or otherwise.

11. STORAGE OF EQUIPMENT AND SUPPLIES: Contractor shall ensure at the end of each work shift that all equipment, materials and supplies, etc. are accounted for and returned to the appropriate storage area. Failure to perform these requirements will allow ODOT to utilize its staff to perform these tasks and bill Contractor for its time or withhold such sum from future payments to Contractor.

12. TOOLS, EQUIPMENT AND SUPPLIES TO BE FURNISHED BY CONTRACTOR: Except as otherwise provided for herein, all tools, equipment, machines, labor and supplies (such as, but not limited to, cleaning solutions, mops, brooms, and wipers except as listed in the following Paragraph 13) necessary for the performance of Services shall be provided by Contractor. Contractor shall purchase and provide all products listed in this Section. Contractor shall invoice On-Site Coordinator monthly for those products used the previous month. Contractor shall maintain and provide an accurate inventory and accounting for On-Site Coordinator and provide this information with the monthly invoice. The On-Site Coordinator Purchaser will provide Contractor with appropriate on-site storage area to locate these supplies. Contractor is responsible for assuring that adequate backup quantities of supplies are on hand in storage.

Contractor shall use recyclable products to the maximum extent economically feasible in the performance of the Contract services set forth in this document.

Green Chemistry: In accordance with State policy set forth in the Governor’s Executive Order no. 12-05, Contractor shall use “green”, non-toxic cleaning products to the maximum extent practicable in the performance of this Contract.

All cleaning products must be approved by On-Site Coordinator or his/her designee.

12.1 Cleaning Products shall meet the following requirements:

a. Labeling of Supplies/Chemicals: Contractor shall purchase and issue all cleaning products in their original containers. Materials that require precautionary warnings shall have affixed to all containers such labels or markings as are prescribed by law, regulatory agencies, or this Contract. Markings or labeling of materials containing hazardous or toxic substances or wastes shall be in accordance with all Federal, State and County laws, ordinances, rules and regulations.

b. Slip Resistance: Contractor shall verify that all floor finishes, sealers, spray buff solutions and other such chemicals applied to non-carpeted floors provide adequate protection against slippery floors. Any observed instances of slippery or slick floors shall be corrected immediately upon discovery.

c. Product Specifications for Sustainable Cleaning Products. Unless a suitable “green” product is not available for a particular purpose, Contractor shall use environmentally-friendly cleaning products per the specifications in the table below. Any cleaning products not meeting the specifications below must be approved by ODOT’s On-site Coordinator.

http://www.oregon.gov/gov/Documents/executive_orders/eo_12-05.pdf

Product Type Specification/Technical Requirement

General/Multi-Purpose Bathroom and Glass Cleaners (including descales/shower cleaners)

• Green Seal GS-37 and/or UL 2759 certified

Carpet Cleaners • Green Seal GS-37 certified and/or UL 2795 certified

Other hard surface cleaners • UL 2759 certified

Degreasers • UL 2792 certified

Hard Floor Care Cleaning Products • Green Seal GS-40 certified and/or UL 2777 certified

Metal Polish

• Percent Volatile Organic Compound (VOC) by weight must not exceed 30%

Disinfectants or Sanitizers

• EPA registered active disinfectant/sanitizer ingredient(s)

• Disinfectant/sanitizer shall not contain benzalkonium chloride (a surfactant belonging to the quaternary ammonium compound group with a CAS # 8001-54-5)

• Percent Volatile Organic Compound (VOC) by weight must not exceed 1% for non-aerosol products or 70% for aerosol products.

Graffiti Remover

• Percent Volatile Organic Compound (VOC) by weight must not exceed 30% for non-aerosol products of 50% for aerosol products

• Products cannot contain methylene chloride, perchloroethylene, or trichloroethylene.

Misc. Specialty Cleaners spot removers, gum remover, etc.

• Comply with the California Code of Regulations maximum allowable VOC levels for the specific product category

Hand Soaps

• No antimicrobial agents (other than a preservative) except where requirement by health codes and other regulations

• Green Seal GS-41 or UL 2784 certified

Waterless Instant Hand Sanitizers

• Product must contain at least 60% alcohol

• UL 2783 certified

Miscellaneous Cleaning Products

Identify the least-toxic option by:

• Seeking products the meet the intent of the Green Seal of ECOLOGO (UL) standards

• Referring to the EPA Safer Choice for products recognized by that program (e.g. deicers, graffiti removers) that are not certified by Green Seal of ECOLOGO.

• Products do not contain known carcinogens, reproductive toxins, asthamagens, and other toxic ingredients

• Minimize impact on indoor air quality and the environment (e.g. products that are low-VOC and readily safely biodegrade in aquatic environments)

• Research least-toxic options from other resources as applicable.

13. ITEMS PROVIDED BY ODOT: ODOT will furnish toilet tissue, deodorants, plastic liners, hand soap, seat covers, sand for urns, paper toweling for use in restrooms and other areas within the Facility and chemical for ice removal on sidewalks. ODOT is responsible for purchase of light globes or fluorescent light tubes.

Contractor shall be responsible for assuring that adequate backup quantities of supplies are on hand in storage and shall request these products from the On-Site Coordinator or designee a minimum of 5 working days prior to need.

14. INTERFERENCE WITH ODOT BUSINESS: Occasionally it may be necessary for ODOT and Contractor to coordinate additional Services (see Section 8. “EXCEPTIONAL CLEANING SERVICES"). The On-Site Coordinator and Contractor agree to work together so that a minimum amount of interruption or interference occurs in the performance of any such additional Services. All additional Services, if any, shall be coordinated in advance through the On-Site Coordinator.

15. EMERGENCIES: In the event of emergency situations (including but not limited to problems with water leakage/standing water, broken locks, cracked windows, torn carpets, possible fire hazards, and other conditions posing either a potential risk to building security, or of causing structural damage or injury to persons) involving either the Facility or ODOT, Contractor shall immediately report the situation to the On-Site Coordinator. In case of the Building Coordinator’s absence, Contractor shall contact any other Agency management personnel. Contractor may use an Agency phone in case of emergencies only.

Contractor shall follow up with submittal of a written report to On-Site Coordinator whenever the above occurrences, malfunctions or property damage are noted.

16. MAINTENANCE OF STORAGE AREAS: Contractor shall maintain janitorial closets and/or storage areas in a clean, orderly, and safe manner at all times. Contractor shall ensure that basic equipment and cleaning chemicals are always available in these areas for emergency clean-up use by Contractor's staff during working hours. Contractor shall ensure that equipment and chemicals are stored in such a manner as to maintain the required access, paths and clearances to and from such items as electrical panels, hot water tanks, telephone racks or other similar items in accordance with regulatory requirements.

Continued failure to maintain these areas in a safe and orderly fashion in violation of applicable fire and/or safety codes will be considered a material breach and may lead to Contract termination.

17. RESCHEDULING OF SERVICES; SCHEDULING PERIODIC WORK: Contractor shall notify and receive approval in advance from the On-Site Coordinator or his/her designee if any Services are to be rescheduled. Services that are not performed according to the Service schedules or that are not rescheduled through the On-Site Coordinator shall be deducted from the current or next subsequent monthly payment. This deduction shall be based upon the itemized list of costs for Services provided by Contractor.

18. TASK PERFORMANCE STANDARDS/ TECHNICAL SPECIFICATIONS AND

SCHEDULE OF SERVICES

TASKS

DAILY SERVICES (Wednesday and Friday) Restrooms Clean and Sanitize Floors – Clean and Disinfect Counter Surfaces - Clean and Disinfect Door Handles and Light Switches – Clean and Disinfect Paper Dispensers, Walls, Partitions, and Doors – Clean and Disinfect Sinks - Clean and Disinfect Toilets, Toilet Seats, Urinals, and Exposed Plumbing - Clean, Disinfect and Refill Soap Dispensers – Clean, Disinfect, and Polish Fixtures - Clean Mirrors – Empty and Clean Trash and Sanitary Receptacles - Replace Trash Liners and Sanitary Bags – Replenish Toilet Tissue, Seat Covers, Paper Towels, Sanitary Disposal Bags, and Verify there are Backup Supplies Kitchen/Break Room, and Conference Rooms Vacuum Carpet - Sweep/Dust Mop Non-Carpeted Floors - Clean and Disinfect Sink – Clean and Disinfect Countertops, Cupboard Doors, and Tables – Clean and Disinfect Exterior of All Appliances – Clean and Disinfect Door Handles and Light Switches - Spot Clean Stains and Spillages Throughout the Area, Including Chairs - Clean, Sanitize and Refill Soap and Paper Dispensers - Arrange Furniture - Empty Trash and Recycling Receptacles, Replace Liners Interior Building and Office Areas Clean Automated Testing Devices (including phone receivers, screens, and counters) - Clean vision testing machines (including body of machine) - Clean all touch surfaces on workstations and in Lobby - Vacuum Carpet - Vacuum Carpet Tile at Building Entrances – Sweep/Dust Mop Non-Carpeted Floors - Clean and Disinfect All Drinking Fountains - Clean and Disinfect Countertops, Tables, and Chairs, Front of Workstations and Partitions - Clean and Disinfect ALL Door Handles and Light Switches - Spot Clean - Spot Clean Entrance Glass – Arrange Furniture - Empty Trash and Replace Liners

Inform ODOT Staff (via the use of the onsite Daily Log Book) when supplies are needed (can liners, paper towels, hand soap, toilet tissue, toilet seat covers, sanitary disposal bags, and urinal blocks) Exterior Building Areas Sweep Exterior Entrance Area - Remove Cobwebs and Debris Building Security Building Security Check – Set Alarm WEEKLY SERVICES (Friday)

Kitchen/Break Room, and Conference Rooms Wet Mop Non-Carpeted Floors – Carpet and Upholstery Maintenance Interior Building and Office Areas Wet Mop All Non-Carpeted Floors – Clean Interior Floor Mats – Carpet and Upholstery Maintenance Exterior Building Areas Clean Exterior Floor Mats MONTHLY SERVICES (1st week of the Month) Restrooms Descale Toilets and Urinals - Descale Sinks - Dust Building Surfaces, Ceilings, Walls, Corners, and Light Fixtures Kitchen, Break Room, and Conference Rooms

Descale Sinks - Dust Furniture (without disturbing any papers) - Dust Building Surfaces, Ceilings, Walls, Corners, Window Sills, Chairs, Table Bases, and Light Fixtures Interior Building and Office Areas Clean Sneeze Guards - Damp Mop and Spray Buff Non-Carpeted Floors - Dust Furniture (without disturbing any papers) - Dust Building Surfaces, Ceilings, Walls, Corners, Window Sills, Chairs, Table Bases, and Light Fixtures -

AS NEEDED SERVICES

Interior Building and Office Areas Check/Replace Lamps/Fluorescent Tubes

PERIODIC SERVICES

2-TIMES PER YEAR (April and October) Restrooms Wet Scrub and Seal Non-Carpeted Floors - (the cost for this periodic service shall be separated from the monthly services) - Wash Restroom Ceiling Vents and Light Fixtures (the cost for this work shall be included as part of the monthly services) Interior Building and Office Areas Vacuum and Clean ALL Air Grills - Clean ALL Light Fixtures Wet Scrub and Wax ALL Non-Carpeted Floors - (the cost for this periodic service shall be separated from the monthly services) Clean Window Blinds or Other Window Coverings (the cost for this service shall be included as part of the monthly services) Carpet Cleaning - (the cost for theses periodic service shall be separated from the monthly services) 1-TIME PER YEAR (April) Interior Building/Office Areas Window Cleaning - (the cost for these services shall be separated from the monthly services) Exterior Building Areas Window Cleaning - (the cost for these services shall be separated from the monthly services)