4 Schedule A and Standard Terms - Janitorial - Baraga CSC.docx

Company Name: _______________________ Contact: _____________________________ Address: _____________________________ Telephone: ___________________________ Email: _______________________________ SIGMA Vendor I.D.:_____________________

Department of Natural Resources Janitorial Services DNR Baraga Customer Service Center Request for Proposal No. 220000000406

MANDATORY DOCUMENT – SCORED FOR TECHNICAL EVALUATION

COMPLETE AND ATTACH WITH PROPOSAL IN SIGMA VSS

This schedule identifies the anticipated requirements of any Contract resulting from this RFP. The terms “Contractor” in this document refers to a bidder responding to this RFP, as well as the Contractor who is awarded the contract. The term “bidder” is used to identify where specific responses to the RFP are required.

The Contractor must respond to each requirement or question and explain how it will fulfill each requirement. Attach any supplemental information and appropriately reference within your response.

There are specific requirements for which Bidder acceptance must be acknowledged by checking the “Contractor agrees” checkbox and areas which require a detailed response. Click one checkbox and complete the entries as identified.

SCOPE

This RFP is for Basic Monthly and Periodic Janitorial Services at the Baraga Customer Service Center.

REQUIREMENTS

1. Requirements

1.1. General Requirements

A. The Contractor must provide all personnel, equipment, tools, materials, supervision, and other items and / or services necessary to perform the Contract Activities as described in Schedule A – Statement of Work and Schedule B – Part I – Location Specification Sheet.

B. The purpose of any resulting Contract is to maintain the facility in a clean and safe condition for use by State employees and DNR customers.

C. The Contractor must provide all supervision necessary to oversee all Contract Activities performed by Contractor personnel and / or subcontractors.

D. The State reserves the right to approve personnel and / or subcontractors for the Contract Activities, and to require placement of personnel found unacceptable.

E. The State reserves the right to modify the services required under this RFP and / or any resulting contract to meet the State of Michigan’s future needs.

F. The State of Michigan will not pay for unperformed services, or for services performed on State Holidays unless pre-approved in writing (email acceptable) by the Program Manager or designee.

G. State Holidays include:

New Year’s Eve / New Year’s Day Martin Luther King, Jr. Birthday Presidents Day Memorial Day Independence Day Labor Day Veteran’s Day Election Day (even numbered years) Thanksgiving Day (Thursday and Friday) Christmas Eve / Christmas Day

Bidder Response:

☐ Contractor agrees.

☐ Contractor agrees, with the following exceptions:

Describe any exceptions here.

1.2 Specifications - Following is a list of areas which may be included in this RFP and resulting Contract, and DNR cleaning specifications and expectations for those areas. Areas included in this Section may not apply for every location.

Please refer to Schedule B – Part I, Location Specification Sheet (LSS) to determine which buildings and areas are included in this RFP, and the frequency required for each area and task. If an area is marked on the LSS, refer to this Specifications Section for details on DNR performance requirements and expectations.

A. Office Areas, Conference Rooms, Offices, Work Stations, Etc.

1. Floors

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

b. Moved objects are not to be stacked on desks, tables or windows sill, or used in place of a step ladder, etc.

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

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

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

2. Carpeted Floors

a. All carpets and rugs shall be clean, free of spots, gum, crusted material, spillage, and removable stains. There shall be no evidence of fuzzing caused by harsh rubbing or brushing of carpet.

b. As part of the vacuuming process spot cleaning should be performed to remove traces of spilled drinks, food, dirt, etc. Spot cleaning may also be requested by the Program Manager as needed.

c. The Contractor must provide and use commercial grade equipment with HEPA filtered exhaust where water and / or snow does not present a problem. Commercial grade equipment includes standard upright, canister, or back-pack style vacuums (whichever provides the best value to the State).

i. If back-pack style vacuums are used, vacuuming with a beater brush vacuum must be performed one time per month.

ii. Back-pack vacuums should not be used in hallways and heavy traffic areas. Beater brush vacuums must be used.

e. Vacuum rugs / floor mats. Remove rugs / floor mats and vacuum underneath.

f. Broom edges and areas not reachable by equipment prior to vacuuming.

g. After vacuuming, carpet should be clean with no trace of dust balls, dirt or other debris.

3. Carpet Cleaning (Periodic)

a. Remove all moveable items and thoroughly vacuum area to be cleaned.

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

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

d. Agitate using an approved motor driven brush.

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

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

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

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

4. Hard Surface (non-carpeted) Floors

a. Vacuum and remove all rugs, runners and mats.

b. Remove all moveable items.

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

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

e. Damp or Wet mop (as applicable) using a clean cotton mop head in good condition. Use clean water and change water frequently. Do not leave excess water on floors.

f. Use only approved chemicals at proper dilution.

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

h. Allow area to dry and replace all rugs, runners, mats and moveable items.

5. Damp Mop

a. Vacuum and remove all rugs, runners and mats.

b. Remove all moveable items.

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

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

e. Damp mop using clean water. Empty, rinse and refill mop bucket as required to maintain clean water. Mop head must be only damp. Leave no excess water on floor.

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

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

h. Replace all rugs, runners, mats and moveable items.

6. Wet Mop

a. Vacuum and remove all rugs, runners and mats.

b. Remove all moveable items.

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

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

e. Rinse with clean water.

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

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

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

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

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

k. Replace all rugs, runners, mats and moveable items.

7. Spray Buff (Periodic)

a. Vacuum and remove all rugs, runners and mats.

a. Remove all moveable items.

b. Spray buff areas must be properly prepared before spray buffing by removing carpet runners, dust mopping and damp mopping.

c. Buffing machine, pad and spray buffing chemical must be approved by the Program Manager or designee.

d. Begin spray buffing by lightly spraying area just to the left or right of buffer with approved spray buffing chemical at approved dilution. Rotary buffer will be worked back and forth over area lightly sprayed until floor has a high, streak free luster.

e. Care must be taken to avoid using “loaded” pad (pad full of dried finish and dirt). Flip pad over or change to another clean dry pad often.

f. Do not allow buffer to run in one spot for too long to avoid burning the floor.

g. Floor shall be dust mopped after spray buffing is completed.

h. Replace all rugs, runners, mats and moveable items

8. Walls / Doors / Windows (Routine)

a. Remove all cobwebs.

b. Spot clean walls. Use approved rinse-free cleaner and soft cloth. Do not scrub or damage surface when spot cleaning.

c. Clean and polish entrance glass, pass-through glass, interior doors and sidelights, cubicle glass, reception or lobby area, security or social distancing glass. Remove all handprints, smudges and soil. If necessary, clean the entire door or window to accomplish this task.

d. Clean and polish any interior and exterior entryway windows visible to DNR Customers or staff when entering or exiting the building.

e. Clean / wipe switches, kick plates, and dust baseboards / radiators.

f. Dust window hangings, window blinds, and / or window ledges with a vacuum tool.

g. Wash and disinfect all surfaces on public water fountains with approved disinfectant.

9. Dusting and Spot Cleaning

a. Dust all surfaces high and low including clocks and all horizontal surfaces where dust gathers, window sills, picture frames, log walls, taxidermy, etc.

b. Dust surfaces using the most effective method for that surface, either a treated dust cloth or vacuum tools.

c. Taxidermy Mounts (Periodic) Do not remove taxidermy before cleaning.

Do not vacuum.

Do not use chemical-based cleaners.

Touch no more than necessary.

Be gentle – take great care to ensure no damage to the item occurs.

When in doubt regarding the best method for cleaning taxidermy, contact the Program Manager for that location.

· Mammals – Dust with a lamb’s wool or feather duster, followed by gently wiping with a slightly damp lint-free cloth in the direction of hair growth.

· Antlers – Wipe with a slightly damp cloth.

· Fish or Reptiles – Dust with a lambs’ wood or feather duster, in the direction of scales. Do NOT use anything wet or damp when cleaning fish taxidermy.

· Birds – Dust with feather duster in the direction of feather growth.

· Habitat, rocks, driftwood, etc. Use canned, compressed air taking care not to use compressed air on the mount itself.

d. Do not move dust from spot-to-spot.

e. Leave no dust streaks.

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

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

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

10. Furniture – Hard Surface and Upholstered (Routine)

a. Dust hard surfaces in common areas with the most effective method, either a treated dust cloth or vacuum tools. Dusting of personal work spaces (desks or cubicles) is not required. Do not move dust from spot-to-spot.

b. Clean all lobby furniture hard surfaces and counters by the most appropriate means and disinfect when appropriate.

c. Clean and disinfect all table surfaces and countertops in areas open to the public or for communal use by DNR staff.

d. Dust all hard surface furniture, high and low, including flipper tops in cubicles and hallway file cabinets. Dusting of personal work surfaces (desks or cubicles) is not required.

e. Vacuum and spot clean lobby and communal area upholstered furniture.

11. Furniture – Upholstered (Periodic)

a. Steam clean all upholstered furniture.

12. Trash

a. Waste containers in general office space and work areas and all cubicles must be emptied during each regular service day. DNR employees should not be disposing of food debris or containers in individual work areas. If food debris or containers are noticed in individual work areas, empty the container and notify the DNR Program Manager.

b. Waste containers in restrooms, break rooms and conference rooms must be inspected, emptied, and liners replaced at each service.

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

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

e. Liners must be used in all waste receptacles and changed as needed.

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

13. Recyclables

a. Move full recycling containers to the loading dock or designated area and replace with an empty container.

b. This does not include individual boxes on desks or in cubicles.

14. Window Blinds and Ledges (Periodic)

a. Lower blinds and carefully vacuum and dust to remove debris, wipe clean if necessary.

b. Raise blinds, vacuum and dust window frame and sill.

c. Replace blinds in original position.

d. Clean any debris from furniture and floor below window.

15. Air Bars and Vents (Periodic)

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

b. Damp wipe clean with approved disinfectant solution.

c. Wipe dry.

16. Ceiling Light Diffusers (Periodic)

a. Protect all surfaces below light fixture.

b. Carefully remove or lower light diffuser, vacuum debris and wipe clean, and replace diffuser.

c. Clean any debris from furniture and floor below fixture.

17. Clean Interior Walls (Periodic)

a. Remove easily removable items from walls, dust and set aside.

b. Cleaning of wall mounted taxidermy is included in Periodic Interior Wall Cleaning.

· Do NOT remove taxidermy mounts.

· Leave in place and clean per section 9, above.

· Cover wall mounted taxidermy to protect from damage during periodic wall cleaning.

c. Move any easily moveable items away from the wall.

d. Moved objects are not to be stacked on desks, tables or windows sill, or used in place of a step ladder, etc.

e. Place a drop cloth at the base of the wall.

f. Painted / Wallpapered Walls - Remove dust and cobwebs from walls with a broom wrapped in a clean towel. Do not use unwrapped broom bristles or dust mop.

g. Log Walls – Remove dust and cobwebs from log walls with vacuum fitted with a clean, soft bristled upholstery brush. Pay special attention to tops (joints) of logs and any knot holes or grain indentations to ensure all dust, cobwebs and debris has been removed.

h. With a damp (not wet) lint-free cloth or sponge, wash the walls with approved no-rinse cleanser at the proper dilution beginning at the bottom and working to the top to avoid runs and drip marks.

i. Change cloth or sponge when beginning a new wall. Do not re-use cloth or sponge when cleaning walls painted different colors.

j. Rinse or replace cloth or sponge often to avoid transferring dirt.

k. Log walls – wipe dry to ensure no moisture remains in log joints, knot holes or grain indentations.

18. Clean Interior Doors / Both Sides (Periodic)

a. Clean and disinfect all interior doors, both sides, using approved cleaning and disinfecting solutions at proper dilutions.

b. Clean any glass.

B. Restrooms

1. Signage During working hours of building occupants or when employees are in the building, an approved “restroom closed for cleaning” sign must be placed in the restroom entrance to notify employees the restroom is closed for cleaning. Refer to Schedule B1 – Location Specification Sheet for working hours of building occupants.

2. Routine and Monthly Deep Cleaning of Toilets and Urinals

a. Routine Toilet Cleaning – ONLY acid-free toilet bowl cleaner shall be used for routine daily cleaning.

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

c. Do not use acid-based cleaner in waterless or cartridge-based urinals.

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

e. Do not apply acid-based cleaner to, or allow it to come in contact with, any surface other than inside porcelain toilet bowls or water-based urinals.

3. Cleaning and Sanitizing Toilets, Urinals and Partitions

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

b. Completely wipe exterior of toilet, top and bottom of seat, urinal and all associated plumbing connections with approved disinfectant solution.

c. Leave seats in upright position.

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

e. Clean toilet and partition doors on both sides and disinfect touch points.

f. Spot clean walls behind toilets or urinals with approved germicidal solution. Spot cleaning should be done the entire width of the fixture area, from a minimum of 12” above the fixture and all the way to the floor.

4. Sinks / Faucets and Spigots

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

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

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

a. Dust all surfaces, ledges, fixtures, edges, shelves, exposed pipes, partitions, door frames, ceiling vents, lighting devices, clocks, taxidermy mounts, plaques, wall décor, etc. with attention to tops of horizontal surfaces.

b. Using approved cleaning solution, thoroughly clean mirrors.

c. Using approved cleaning solution, thoroughly clean all handicap rails, baby changing stations, hand dryers, paper towel dispensers, light switch covers, doors, hand and kick plates, and all touch points, etc. Wipe each surface with approved disinfectant solution and allow to air dry.

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

e. Empty, clean, and disinfect all sanitary napkin dispensers and waste receptacles.

f. Empty waste receptacles into plastic bags, tie off and remove to designated location. Program Manager or designee will provide a designated waste location.

g. Polish all chrome.

h. Check all dispensers (i.e. hand soap, paper towels, toilet paper, etc). Refill as necessary. See Section 1.2(H) – Replenishable Supplies.

6. Restroom Floors and Walls

a. Routine Cleaning

1. Mops, scrub brushes or other items used in restrooms must never be used in other, non-restroom, areas.

2. Place approved “closed” sign at entrance to restroom.

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

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

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

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

7. Damp mop with approved disinfectant solution and allow to air dry.

8. Empty used disinfectant down restroom floor drain.

b. Deep Cleaning / Scrub (Periodic)

1. Mops, scrub brushes or other items used in restrooms must never be used in other, non-restroom, areas.

2. Place approved “closed” sign at entrance to restroom.

3. Remove all movable objects from the area.

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

5. Do not allow solution to dry

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

7. Wipe walls with a sponge and clean water.

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

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

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

11. Pick up dirty solution with wet vac.

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

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

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

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

16. Remove signs and reopen.

7. Showers

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

b. Rinse thoroughly with clean water.

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

8. Visually Inspect Restroom.

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

C. Breakroom or Kitchen Area

1. Floors

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

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

c. Damp mop using clean water. Empty, rinse and refill mop bucket as required to maintain clean water. Mop head must be only damp. Leave no excess water on floor.

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

e. Damp mop all spills.

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

2. Other

a. Clean, scour and sanitize sink.

b. Clean and disinfect counter tops, table tops, front of cabinetry and outer surfaces of refrigerator.

c. Wipe under all counter top appliances.

d. Wipe and disinfect interior and exterior of microwave.

e. Clean, disinfect and refill paper towel dispensers as needed.

D. Furnace Room / Janitorial Closet

1. Keep clean as needed including the janitorial sink, mop buckets, floor, mop sink, floor drain, etc. to ensure this area remains clean and odor-free. Replace soiled mop heads frequently to prevent mold and mildew.

E. Basement / Storage (Periodic)

1. For locations with a basement or locations with lower level office space and basement storage space:

a. Dust all surfaces, ledges, fixtures, edges, shelves, exposed pipes, partitions, door frames, ceiling vents, lighting devices, clocks, taxidermy mounts, plaques, wall décor, etc. with attention to tops of horizontal surfaces.

b. Remove easily moveable items. Elevate large or bulky items on pallets / wood blocks or by other means to allow air flow beneath and ensure no water damage to items.

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

d. Scrub accessible floor areas with an appropriate scrub brush and approved chemicals at proper dilution.

e. Remove soiled water with a wet vac.

f. Exterior Areas

1. Pavement

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

2. Ashtrays

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

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

c. Dry receptacles must be emptied and cleaned.

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

g. Cleaning Rags and Materials

1. The Contractor is responsible for removing, laundering and returning any soiled, State-supplied cleaning rags, sponges, or other such supplies as necessary to maintain items in a clean and sanitary condition.

h. Materials, Treatment, Etc.

1. Chemicals, Cleaners and Finishes

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

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

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

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

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

f. The Contractor agrees to provide and maintain MSDS for all chemicals, cleaners and finishes on site. Location of MSDS documentation will be determined by the Program Manager or designee.

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

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

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

i. Replenishable Supplies

1. When filling / re-filling dispensers, ensure dispensers are full but avoid overfilling.

2. All replenishable supplies will be furnished by the DNR including:

a. Paper towels

b. Hand soap

c. Light bulbs

d. Toilet tissue

e. Plastic trash can / waste receptacle liners

j. Emergency Cleaning

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

a. Mopping

b. Carpet extraction

c. Other

k. Hazardous Conditions

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

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

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

l. Mechanical / Equipment

1. The Contractor agrees to furnish all mechanical and / or other equipment required to perform the Contract Activities.

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

a. Vacuums

b. Floor machines

c. Gloves

d. Eyewash

e. Wet floor signs

f. Cotton mop heads and handles

g. Mop buckets

h. Scrub pads

3. The Contractor shall remain responsible for the repair and maintenance of all equipment used in the performance of the Contract Activities.

4. Contractor owned equipment may be stored on site when not in use. Program Manager or designee will notify Contractor of proper storage location.

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

6. Equipment failure WILL NOT constitute an acceptable reason for failure to perform Contract Activities.

7. In the event of a mechanical breakdown, the Contractor must provide backup equipment so that janitorial services are performed as requested.

Backup Equipment – Please describe how you intend to provide backup equipment when mechanical breakdown occurs including the timeframe to replace non-working equipment or the anticipated delay to provide backup equipment.

Provide a descriptive response. For example: “If our vacuum stops working during service, we have four back-up vacuums available and can have a replacement on site within ½ hour.” OR “If one of our vacuums stops working during service, we have an agreement with a local rental company to guarantee a backup vacuum on site within 2 business hours.”

Bidder Response:

m. Inspection and Correction of Deficiencies

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

2. Contractor must correct deficiencies as follows:

a. Basic Janitorial Services – five day per week contracts - deficiency must be corrected within 8 business hours, two or three day a week contracts – deficiency must be corrected the next scheduled service day.

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

3. Failure to perform or failure to correct deficiency within the specified time may result in a Vendor Performance entered against the Contractor, a deductible incident, and / or contract cancellation. Refer to Section 6.2 for detail regarding deductible incidents.

Bidder Response:

☐ Contractor agrees.

☐ Contractor agrees, with the following exceptions:

1.3. Warranties

A. Describe any warranties (or guarantees of service) included in the bid, if applicable. Explain the process for reporting warranty issues and how the Contractor will handle any repairs or replacements.

B. The State reserves the right to require additional warranties other than those identified by the Contractor in its response to this RFP.

C. Damage to State-owned, Leased or Citizen-owned Property

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

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

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

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

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

a. The DNR Program Manager will repair, replace or cleanup the damage.

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

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

i. Forwarding payment in full within 45 days of receipt of documentary evidence, or

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

D. Health, Safety and Environmental Protection

1. The Contractor agrees to conform to all applicable federal, state and local laws and to the requirements of this contract.

2. In performing the Contract Activities, the Contractor shall:

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

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

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

Bidder Response:

Contractor Warranties

☐ Provide Warranty Information here:

Section C – Damage to State-owned, Leased or Citizen-owned Property

☐ Contractor Agrees.

☐ Contractor Proposal Varies from Section C.

Describe any variations here:

Section D - Health, Safety and Environmental Protection

☐ Contractor Agrees.

☐ Contractor Proposal Varies from Section D.

Describe any variations here:

1.4. Quality Assurance Program

A. Explain your Quality Assurance Program(s). Include a detailed description of any quality assurance programs or measures not specifically required by the State.

Bidder Response:

Explain your Quality Assurance Program:

1.5. Incentives

Explain any special incentives or services including quick payment terms, etc.

Bidder Response:

☐ Contractor Incentives: Discount __% Net __ Days.

1.6. Transition

A. Contract Execution:

1. The Contractor agrees to sign, date and return the Contract to the Contract Administrator within the timeframe specified.

2. The Contractor agrees to provide the Contract Administrator with a current certificate of liability insurance per the Standard Contract Terms, prior to beginning Contract Activities.

B. Post-Contract Transition:

1. Transition In and Transition Out will be per Schedule B – Part II – Vendor Work Plan, or as agreed between the Contractor and DNR Program Manager, subject to Post-contract transition language is in the Standard Contract Terms.

2. Invoices must be sent within 45 days after expiration of contract. Any invoices received after 45 days will result in a non-payment of invoice.

3. The Contractor agrees, if required, to continue providing Contract Activities for the length of time specified in Section 21 of the Standard Contract Terms.

Bidder Response:

☐ Contractor agrees.

☐ Contractor has completed and will attach Schedule B – Part II – Vendor Work Plan with the proposal in SIGMA VSS.

☐ Contractor agrees, with the following exceptions:

2. Service Levels

2.1. Time Frames

A. All Contract Activities must be performed in compliance with all Schedule A and / or Schedule B requirements, or as requested by the Program Manager or designee.

B. Contract Activities may commence upon receipt of a Delivery Order.

C. The receipt of order date is pursuant to Section 2, Notices, of the Standard Contract Terms.

Bidder Response:

☐ Contractor agrees.

☐ Contractor agrees, with the following exceptions:

2.2. Reporting

A. Reports and Forms

1. The Contractor agrees to provide all required reports and complete all required forms. The Program Manager or designee will provide Contractor with DNR required forms.

a. Reports and forms may include but are not limited to:

i. Maintenance Inspection Reports

ii. Damage Reports

iii. Accident / Incident Reports

iv. Contractor Evaluation

v. Time Keeping Reports

vi. MSDS Forms

c. The Contractor agrees all required forms will be completed at each service and maintained by the attendant.

d. The State reserves the right to require other reports or completion of additional forms.

2. Damage Reports

a. In all instances where State property or equipment is damaged, the Contractor shall submit to the Program Manager or designee a Damage Report containing the facts and extent of the damage. Damage reports must be submitted verbally within one hour of the damage, and in writing within twenty-four (24) hours of the damage.

3. Accident Reports

a. The Contractor shall comply with State of Michigan, OSHA, and other regulatory agency requirements for record keeping and reporting of all accidents resulting in death, trauma, or occupational injury or illness.

b. The Contractor must provide a verbal report to the Program Manager or designee within one hour of the accident, and a written report within twenty-four (24) hours of the accident.

4. Time Keeping

a. The Contractor agrees to provide monthly time sheets, submitted to the Program Manager of designee by the 15th of each month. The time sheets must include:

i. Employee name

ii. Dates worked

iii. Area worked

iv. Hours worked – including starting and quitting times

5. MSDS Forms

a. The Contractor agrees to maintain MSDS forms on site, in area designated by Program Manager or designee.

Bidder Response:

☐ Contractor agrees.

☐ Contractor agrees, with the following exceptions:

2.3. Meetings

A. The Contractor must attend any meetings requested by the State.

B. The Contractor must attend the following meetings:

1. Kick-off meeting within 30 calendar days of the Effective Date of the contract.

2. Annual Service Review and Progress Meeting

3. Quarterly Program Manager Meeting

4. Annual Service Review and Progress Meeting. The Program Manager or designee may, if necessary, request meetings with the Contractor to discuss services provided each year under the specifications, terms and conditions of the contract. The Contractor’s total service quality may be evaluated including responsiveness, timeliness of required reporting, or any other specifics as required under the terms of the contract. Unsatisfactory services may result in contract cancellation.

5. Quarterly Program Manager Meeting. The Program Manager or designee may elect to meet with the Contractor to discuss progress and provide necessary guidance in solving problems that arise.

C. The State may request other meetings as it deems appropriate.

Bidder Response:

☐ Contractor agrees.

☐ Contractor agrees, with the following exceptions:

3. Staffing

3.1 Key Personnel

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

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

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

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

b. The Contractor may not remove or assign Key Personnel without the prior consent of the State. Prior consent is not required for reassignment for reasons beyond the Contractor’s control, including illness, disability, death, leave of absence, personal emergency circumstances, resignation, or termination for cause.

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

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

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

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

g. General employees or attendants may not be substituted for Key Personnel.

Bidder Response:

Key Personnel:

Location:

Telephone Number:

Email Address:

Organizational Role:

Qualifications:

Relevant Experience:

Scope of responsibilities:

Other Contracts:

Geographic Region Covered:

Number of employees supervised:

3.2 Contractor Representative

A. The Contractor must appoint one (1) individual, specifically assigned to any resulting Contract who will be available to receive calls for service prior to 7:00 a.m. Monday – Friday, respond to notice of unacceptable conditions within four (4) business hours and respond to State inquiries regarding the Contract Activities.

B. The Contractor agrees to notify the Contract Administrator at least ten (10) calendar days before removing or assigning a new Contractor Representative. The Contract Administrator will draft a Change Notice for signature by the Contractor.

C. The Contractor must identify the Contractor Representative, indicate where they will be physically located, provide contact information and describe the functions they will perform.

Bidder Response:

Contractor Representative:

Address:

Telephone:

Email:

Days / Times Available:

Function:

3.2. Disclosure of Subcontractors

A. The Contractor agrees to remain responsible for the management of any subcontractors utilized for the performance of Contract Activities. Subcontractors will include any temporary staffing company, carpet or window cleaning service, etc.

B. Subcontractors will be bound to the Contractor by the terms of any resulting Contract.

C. The State reserves the right to review and approve any subcontractor or require replacement of unacceptable subcontractors. The State’s written approval of a subcontractor does not relieve the Contractor of any obligation or performance required under any resulting Contract.

D. Any change in subcontractor(s) should be pre-approved, in writing (email is acceptable) by the Program Manager, with written notice (email) to the Contract Administrator.

E. The State will direct payments for Contract Activities to the Contractor only. The State will not direct payment to a subcontractor.

F. If the Contractor intends to utilize a subcontractor for any portion of the Contract Activities including temporary staff, carpet or window cleaning services, etc., the Contractor must provide the following:

Bidder Response:

Subcontractor:

Business Name:

Address:

Telephone:

Email:

Description of organization:

Services provided:

Detail on Subcontractor’s ability to provide Contract Activities:

Previous working relationship with Contractor:

Description of Contract Activities to be performed:

3.3. Project Work Plan

A. Include with your proposal a completed and detailed project work plan (Schedule B – Part II – Vendor Work Plan) which includes:

1. Transition Plan

a. Transition In

i. Documentation of employee background checks and drug screening

ii. Introduction or employment of Key Personnel

iii. Training documentation for all site employees on cleaning, MSDS, etc.

iv. Obtain keys or key cards from Program Manager or designee

v. Security screening / clearance

vi. Lead time required to hire employees

vii. Lead time required to train employees

b. Transition Out

i. Refer to Section 21 of the Standard Contract Terms for transition out responsibilities.

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

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

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

2. Implementation Plan – Demonstrating the ability of your company to provide services for this location.

3. Staffing Plan detailing number of employees assigned to this location, roles and responsibilities, proposed man-hours, etc.

4. Contingency Plan – Detailing how you will handle sick or no-show employees.

5. Equipment List

6. Proposed Cleaners and Supplies

3.4 Security

A. Contractor Responsibilities

1. The Contractor and / or Sub-contractor’s staff will be performing Contract Activities in State facilities and on State property. The Contractor must provide with the proposal (Schedule B, Part II), a statement which describes:

a. How the Contractor intends to ensure the security of State facilities

b. Whether Contractor’s staff are required to wear uniforms and/or ID badges

c. Whether the Contractor performs background checks on employees

d. The scope of the background check

e. Any additional site-specific security measures the Contractor intends to ensure the security of State facilities.

2. Drug Testing

a. The Contractor and / or Subcontractors must submit their drug testing policies and processes with the bid submittal.

b. Policies and processes must include pre-employment and random / reasonable suspicion testing.

c. Policies and processes must address screening for prospective and current employees, including frequency. The drug testing policies and processes must include screening tests and panel thresholds.

d. The policies should specify the length of time drug testing records are retained.

e. Upon request, the Contractor and/or sub-contractors must share drug testing records / documentation with DNR Human Resources Director, or their designee.

3. Background Checks

a. Contractor must perform background checks on all employees and subcontractors and its employees prior to their assignment. Documentation must be provided upon request to the State of Michigan. Contractor is responsible for all costs associated with the processing the background checks. The State, in its sole discretion, may also perform background checks.

b. The Contractor, and/or its sub-contractors who will be completing onsite work, must:

i. Submit its background check policies and processes with the bid submittal. The policies and processes must:

ii. Address screening for prospective and current employees, including frequency and disqualification criteria.

iii. Include the screening criteria used to determine whether an applicant qualifies to be in the Contractor’s employ, including sub-contractor employees.

iv. Specify the length of time background check records are retained.

v. Provide specifics relative to the company that will perform the background checks,

vi. Detail the scope of the background check

vii. Detail the type of background check/investigation used to screen company employees (i.e. Criminal History, Financial, etc.).

c. Upon request, the Contractor and/or sub-contractors must share background check results / documentation with DNR Human Resources, or their designee.

d. The State reserves the right to request additional background checks at the discretion of state agencies or branches of state government as outlined in the Standard Contract Terms document.

e. The Contract is contingent upon the Contractor’s ability to supply workers capable of passing a criminal background check. The Contractor must demonstrate the worker(s) has no felony convictions or pending felony charges that are substantially related to the contracted activities or services.

4. Sub-Contractors

a. The Contractor shall ensure background checks and drug testing requirements of sub-contractor employees are adhered to as if the workers were the Contractors employees when engaged in State projects.

5. Identification Badges

a. All Contractor and sub-contractor staff will display State credentials while performing work on State premises.

B. DNR Human Resources Responsibilities

1. DNR Human Resources, or designee, is the sole contact to view background check or drug testing results on behalf of the State.

2. DNR Human Resources: Amy Abdo, AbdoA@michigan.gov. (517) 284-5017.

C. State Employee Responsibilities

1. State employees are required to report any potential concerns regarding security, theft, requests for reasonable suspicion testing, or substance abuse issues regarding the Contractor’s employees to: T/B/D at Contract.

D. Keys, Codes and Key Cards

1. Keys or key cards will be furnished by the State and MUST NOT BE DUPLICATED.

2. Contractor agrees to maintain a secure environment while cleaning the facility. Building lock up to include:

a. Turn off bathroom exhaust fans

b. Turn off all interior lights

c. Check and lock all entrance doors, gates, or other access into the building

d. Properly set security alarm, if applicable.

3. Only Contractor employees are allowed on site. Contractor employees must not bring friends, family members or pets on site.

4. Contractor must lock the facility when leaving.

5. If the location is equipped with a security alarm, the Contractor must properly set the security alarm when leaving the facility. Failure to properly lock the building or set the security alarm (where applicable) may result in a Vendor Performance Report and possible cancellation of the contract.

6. Contractor agrees any cost incurred from contacting a security service or local police for false alarms caused by failure of the contractor to properly set the security alarm will be the responsibility of the Contractor.

7. In the event the State has to re-key the facility due to lost, broken or non-returned keys or keycards, the cost to re-key will be deducted from the Contractors next available invoice.

8. Should the contract be cancelled by default of Contractor, the cost of changing the building locks, providing new keys or key cards, and re-coding the security alarm (when applicable) will be charged to the Contractor and deducted from final payment due the Contractor.

Bidder Response:

How do you intend to ensure the security of State facilities?

Do you use uniforms?

Do you use badges?

Identify the company to perform background checks.

Provide detail regarding the scope of background checks.

4. Pricing

4.1. Price Term

A. Any resulting Contract will be established with a specified Base Term and applicable Option Years.

1. Pricing is firm for the entire Base Term of the Contract.

2. Exception: Minimum Wage.

a. Contractor must include applicable minimum wage information with the proposal.

b. Minimum wage increase requests must be submitted to the Contract Administrator in writing (email is acceptable), 60 days prior to the wage increase effective date, subject to review and verification of Contractor payroll records.

4.2. Price Changes

A. Price Changes may be requested by the State or the Contractor.

B. To be considered, price change requests must be submitted to the Contract Administrator in writing (email is acceptable) 60 days prior to the Base Term or Option Year expiration date, and include written evidence documenting the change in costs.

C. The State may consult or consider Consumer, Producer or other price indices or economic / industry data, may verify manufacturer or supplier letters noting the increase in pricing, and / or any other data the State deems relevant.

D. Upon receipt of request and supporting documentation, the approving party will have 30 days to review the information and prepare a written response.

1. If the changes are approved, the change will be documented by mutual execution of a written Change Notice, effective on the start date of the new Pricing Period.

2. Changes requiring negotiation should be resolved within…