4. Janitorial Services Specification - Requirements.docx
DOCX document 31 KB Posted
- Solicitation number
- DACA175260003100
About this file
This is a Janitorial Services Specification document that establishes cleaning requirements for a Government-leased recruiting facility in Jacksonville, Florida. The contractor must provide janitorial services three days per week between 8:00 a.m. and 4:00 p.m., Monday through Friday, or by pre-scheduled appointments. A Military Service Representative (MSR) must be physically present and unlock facility doors for the contractor, arriving at least 15 minutes before the scheduled appointment and waiting a maximum of 30 minutes; contractor no-shows must be reported to the Real Estate Point of Contact and documented on the janitorial checklist. No federal holidays require cleaning service, though if a holiday falls on a regularly scheduled cleaning day, the contractor must clean the next business day, ensuring at least twice-weekly service.
The contractor must provide all labor, materials, tools, equipment, and supplies using environmentally friendly products and industry-standard procedures. Standard services required three times weekly include trash removal with 100% recycled liners, vacuuming with HEPA-filter equipment, damp mopping of hard surfaces, disinfecting high-touch surfaces with at least 70% alcohol solutions or EPA-registered disinfectants, restroom cleaning and disinfection with recycled paper products and environmentally friendly soap, glass cleaning, and miscellaneous cleaning. Additional monthly services include dusting, window cleaning (interior and exterior when weather permits above 38 degrees), trash receptacle washing, and toilet bowl/urinal de-scaling. Quarterly services require HVAC filter changes using MERV 8 or better filters and cleaning of HVAC intakes. Carpet cleaning using hot water extraction by IICRC-certified "Master Cleaners" is required twice yearly (April and October) during normal working hours, with Scotch Guard treatment recommended. Light fixture cleaning occurs annually in October, and re-lamping uses energy-efficient LED bulbs as needed. Emergency cleaning services must be performed within half a day for pipe leaks, broken toilets, or similar incidents. Failure to complete scheduled cleaning may result in deductions from contract payment amounts.
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Other files
| File | Type | Posted |
|---|---|---|
| a. U.S. Government Lease for Real Property.pdf | ||
| c. Corporate Certificate.pdf | ||
| 2. SFO MIN REQ DACA175260003100.docx | DOCX document | |
| 3. FY26 Const Specs - Production.docx | DOCX document | |
| 3a. Bid Proposal Worksheet.xlsx | XLSX spreadsheet | |
| 4a. Janitorial Services Checklist.xlsx | XLSX spreadsheet | |
| b. General Clause, GSA Form 3517B.pdf | ||
| d. Evaluation Factors.pdf | ||
| 1. SFO PROPOSAL FOR LEASE FORM DACA1752600031.xlsx | XLSX spreadsheet |
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Text version
APPENDIX “D”
Janitorial Services Specifications / Requirements
General
A. Janitorial cleaning services shall be provided on a three days per week schedule unless it conflicts with standard services provided by the Lessor to other tenants, or as circumstances may warrant for more cleaning days. All janitorial cleaning shall be performed between the hours of 8:00 a.m. and 4:00 p.m., Monday through Friday, or by appointment scheduled in advance, with each recruiting service. The Contractor shall notify the designated Military Service Representative(s) (MSR) of any deviation to the previously agreed upon appointment and schedule an alternate appointment for cleaning. No keys, passwords, PINs, or entry codes to Government leased facilities are to be provided to Contractors under any circumstances.
B. The MSR shall unlock doors for the Contractor and shall be physically present and visible in the facility during all cleaning at the scheduled appointment time. The MSR shall be present in the facility a minimum of 15 minutes prior to the scheduled appointment time and wait a maximum of 30 minutes beyond appointment time for the Contractor to arrive for cleaning, after which time the Contractor shall be deemed to have not met the appointment. It should be noted that in multi-service stations, if the Contractor is actively working in another Service's area, the MSR should not leave or mark this as a no-show and should make arrangements with the Contractor on site to complete cleaning as soon as practicable. A no-show by the Contractor shall be reported immediately via the military chain of command to the Real Estate POC and must be recorded on the janitorial checklist. If the MSR is a no-show (fails to be available to open the facility a maximum of 30 minutes beyond appointment time) the contractor will not make up that day's cleaning and shall report to clean on the next scheduled appointment time with no penalty assessment. The contractor shall immediately report a no-show by MSR(s) to the Real Estate POC. No cleaning shall be accomplished on Federal Holidays. If a Federal Holiday occurs on one of the regularly scheduled cleaning days, the Contractor shall perform the cleaning on the next business day. The Contractor shall ensure that cleaning services occur at least twice per week.
C. If an office is going to be vacated for a period of four (4) weeks or more for reasons such as recruiter assignment rotation, the appropriate military service representative must notify the USACE district representatives.
D. Separate appointments shall be made for all periodic carpet cleaning at a time that will allow for ample time for damp carpets to dry without undue traffic from normal business activities. It is recommended that the carpet cleaning be accomplished late in the day on Friday to allow drying time. The Contractor will not be responsible for moving furniture or any items left on the floor. Prior to scheduled cleaning, the Services should remove all items from the floor, except heavy furniture items, to maximize the effectiveness of carpet cleaning. A MSR must be physically present during carpet cleaning.
E. The Janitorial Service Checklist (see enclosed) shall be posted in each Service space and common areas. The checklist shall be completed by the Janitorial Contractor and signed at the completion of each week’s cleaning. The MSR will also sign signifying that the specified work has been completed in a satisfactory manner. This checklist shall be used by the Contractor. Do not sign off in advance of anticipated completed work.
F. The Contractor shall provide all necessary labor, transportation, tools, materials, equipment, and supplies required to perform services. All cleaning procedures and treatments shall be accomplished in accordance with the manufacturer's directions and/or listed specifications and industry standards applicable to the Professional Cleaning and Restoration Industry. The Contractor shall use environmentally friendly products for all maintenance and cleaning. For disinfection of high-touch surfaces, at minimum, Contractor must use alcohol solutions with at least 70% alcohol. Most EPA-Registered household disinfectants and Clorox disinfecting wipes are allowed. Use of recycled materials is highly encouraged.
G. The following table of services should be used as a guide and bid form in obtaining janitorial services for recruiting facilities in compliance with above guidance:
SCHEDULE OF JANITORIAL SERVICES
SERVICE ITEM DESCRIPTION STANDARD
| Trash Removal | Empty all trash/waste baskets from all offices, | Provide and replace, each visit, 100% | |
| (3x weekly) | common areas and restrooms and remove all trash | recycled trash can liners. | |
| from the facility for pick up in dumpster or provided | |||
| service at the facility. Replace liner in each trash | |||
| receptacle. Removal includes any accumulated full | |||
| bags that are no longer in the waste baskets. |
| Vacuuming | Vacuum all carpets and hard surfaced floors, | Vacuum with a beater brush/ | |
| (3x weekly) | upholstered furniture, window sills, restroom | crevice hose type machine | |
| facilities, entryways, common areas, and storage | with a filtration system which | ||
| closets to remove all dust, debris, cob webs and | minimizes airborne dust | ||
| visible particles including edges of carpets and | particles, (ideally a HEPA | ||
| baseboards and spot clean stains as needed with | filter vacuum). | ||
| chemical cleaner. |
| Hard Surface | Damp mop all ceramic, tile, or vinyl tile areas with an | All common areas must be cleaned to | |
| Cleaning | appropriate chemical cleaner. All non-carpeted floors | the same standards. | |
| (3x weekly) | shall be cleaned and maintained in accordance with | ||
| the Performance Work Statement. |
| High-Touch Surface | Disinfect all high-touch surfaces (e.g., countertops, | Clean/wipe down surfaces with disinfectant. | ||||
| Cleaning | doorknobs, door handles, light switches, handles, | If surfaces are dirty, they shall be cleaned | ||||
| (3x weekly) | toilet levers, sink handles, water fountain buttons, | using a detergent or soap and water prior | ||||
| door entry keypads, door phone systems, fixtures) | to disinfection. For disinfection, at minimum, | |||||
| alcohol solutions with at least 70% alcohol, | ||||||
| and most EPA-Registered household | ||||||
| disinfectants and Clorox wipes are allowed. |
| Restrooms | Disinfect all restroom fixtures with environmentally | Clean with earth friendly antibacterial | ||||
| (3x weekly) | friendly antibacterial chemical disinfectant clean and | disinfectant all surfaces, floors and | ||||
| disinfect all floors, toilets and sinks so no encrustation | fixtures and replace paper products | |||||
| or water rings are present. Furnish restroom supplies | with 100% recycled toilet paper and | |||||
| as required. | paper towels; and environmentally | |||||
| friendly soap, etc., as needed. |
| Miscellaneous Cleaning | Includes removal of finger prints or smears on glass | Use cloth with cleaner to remove | ||
| (3x weekly) | entrance doors and interior glass in between window | smears, fingerprints, smudges, etc. | ||
| cleanings and surfaces that are highly noticeable | ||||
| including furniture or doors. |
| Drinking fountain – clean and disinfect all porcelain | Clean with antibacterial, | |
| and polished metal surfaces, including the cabinet, | environmentally friendly disinfectant | |
| percolator orifices and drains. The drinking fountain | all hard surfaces and fixtures | shall be free from stains, spots, smudges, scale and |
| obvious soil. |
| Dusting | Dust all surfaces, including: chairs, desks, cabinets, | Dusting with a damp/chemical | |
| (Once per Month) | furniture, window sills, blinds, to include mini blinds | treated cloth is required. | |
| baseboards, woodwork, HVAC vents, light fixture | |||
| lens, or any surface where dust may collect and is | |||
| visible to the eye. |
| Clean Glass Surfaces | All interior and exterior window surfaces (weather | Clean all windows with appropriate | |||||
| (Once per Month) | permitting 38 degrees or above) must be cleaned inside | cleaner to streak free as weather permits, | |||||
| and out with an appropriate cleaner leaving no | including wiping off sills, inside and | ||||||
| streaks, working around window stenciled signage | outside, being careful not to damage | ||||||
| that may be present. | blinds, LED lights, and safety window | ||||||
| films which may be present. |
Note: Exterior windows can be cleaned with an appropriate chemical cleaner that is wet, non-abrasive, without strong solvents or alcohol, and has a pH value between 3.0 and 11.0; a cloth or sponge can be used. Do not use pressure washing to clean. Interior windows with fragment retention film should not have anything other than water/soap (baby shampoo is recommended for cleaning windows with fragmentation film).
| Wash Trash | Dirty trash containers shall be washed inside and | Use soap and water or acceptable chemical | |
| Receptacles | out and shall be odor free. | cleaner to remove any build up and smell. |
(Once per Month)
| De-scale Toilet Bowls | Toilet bowls and urinals shall be de-scaled in | After de-scaling, the entire surface shall be free | |||
| and Urinals | order to remove any accumulated hard deposits. | From streaks, stains, scale, scum, urine deposits, | |||
| (Once per Month) | mineral deposits and rust stains. |
| Change HVAC Filters | Change all filters for HVAC unit(s) in the facility. | Use of MERV 8 filters or better is | |
| (Once per Quarter) | mandatory. |
| Clean HVAC Intakes | Clean HVAC return, diffuser, and grilles. | Contractor shall ensure removal of | |
| (Once per Quarter) | all dust, dirt, and other buildup. |
| Carpet Cleaning | Only the high performance hot water extraction | Professional Carpet Cleaners who use | ||||
| Twice per year; (April | systems commonly called “Steam Cleaning” | hot water extraction who are rated and | ||||
| & October) or as | be used. High traffic areas and troublesome spots | and certified by the “Institute of | ||||
| scheduled in advance | should be pretreated. The process consists of | Inspection Cleaning and Restoration | ||||
| Must be performed | spraying a chemical cleaning solution with water | Certification (IICRC) at 800-835-4624 | ||||
| during normal working | into the pile and using a powerful vacuum, | with the “Master Cleaner” | ||||
| hours. | recovering the solution and soil into a holding tank. | certification/designation. | ||||
| Should only be done by a truck mounted unit outside | ||||||
| the facility with only the hose and wand brought | Add a certified “Scotch Guard” | |||||
| inside. No “Rug Doctor Machines” or similar type of | treatment to aid in preventing further | |||||
| machine is acceptable for use. | soiling in | high traffic or troublesome | areas to keep the appearance of the | |||
| Caution: Water/Steam Temperatures should never | carpet in between cleanings. Spot cleaner exceed 120˚F. Do not allow foot traffic on the | should be applied prior to general cleaning carpet until it is dry. Place fans on wet areas during |
cleaning and allow carpets to dry as long as possible.
Complete procedure with a thorough pile lifting.
| Clean Light Fixtures | Globes, reflectors, covers, diffusers, and plastic side | Contractor shall clean light fixtures | ||
| (Once per year in October) | panels shall be removed and washed. After cleaning | in conjunction with an already | ||
| and reassembling, light fixtures shall be free of bugs, | schedule cleaning appointment. | |||
| dirt, dust, grease, and other foreign matter. |
| Emergency Cleaning | Cleaning services include any work identified in | The Contractor shall respond within | |||||
| (As needed) | paragraph 12 of Performance Work Statement. | a half day, if at all practicable. The Contractor | |||||
| shall perform Emergency Cleaning required due | |||||||
| to broken or leaking pipes, sinks, toilets, or other | |||||||
| occurrences requiring immediate corrective action | to restore an area to its normal state of cleanliness and | appearance. |
| Re-lamping | Replace all burned out and blinking light bulbs, | Use of energy efficient Light Emitting Diode (LED) | |
| (As needed) | fluorescent tubes, ballasts and starters as needed | Lamps and Tubes (LED T8 lamps that are ballast | |
| and required. Some offices may have special | compatible or equivalent) will be used. Bulbs shall match | ||
| lighting (e.g., track lighting or spot lights) | wattage and color of other bulbs in the office |
(ensure all bulbs are the uniform color temperature of cool white). Replace as required. Contractor MUST ensure that LED tubes and lamps used are compatible with the existing ballast hardware.
In the event of a no-show by the cleaning Contractor, the normal cleaning daily items may be deducted from any amounts due and owing under this contract.
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