5-2-SB27005 - Utah Archives - Attachment C, Specifications.pdf

DFCM Janitorial Services Contract - Attachment C Contract #: SB27005

DFCM Janitorial Services Contract – Attachment C, 10.7.2025

DFCM Janitorial Services Contract Specifications U3P Reference #SB27005

Building name and service location: Utah State Archives, located at 346 South Rio Grande St, Salt Lake City, UT 84101.

These Janitorial Contract Specifications (“specifications”) detail the Contractor requirements included in the DFCM Service Contract (“Contract”) for janitorial services, in addition to all other terms and conditions, scope of work, and other requirements provided in the solicitation documents. Failure to comply with these specifications may result in cancelation of the Contract.

These specifications are minimum standard requirements for this service location and must be adhered to unless stricken or stated otherwise in writing via amendment to the Contract.

Inspection of the work, in whole or in part, and of the supplies and materials furnished by the Contractor, may be made by DFCM or their authorized representative at any time. The Contractor shall accompany DFCM a minimum of once per month to inspect the service location.

DFCM understands that subjectivity exists when conducting inspections of work and that there may be disagreements from time to time between the Contractor and DFCM regarding what an acceptable standard of cleanliness is. DFCM is currently revising our janitorial inspections process and will include the new policy in each solicitation upon completion.

Until that time, DFCM and the Contractor shall make every effort to meet the cleaning standards acceptable by the occupying agency(s) without the need to increase expenses for either party. All work performed is subject to approval by

DFCM.

Security clearance requirements.

DFCM requires that each Contractor employee (“employee”) meets all security clearance requirements of both DFCM and the occupying agency(s) of the service location. It is the responsibility of the Contractor to employ and assign to the service location employees who will pass all security clearance requirements below.

Each employee must obtain National, State and Local fingerprint background checks and submit them to DFCM Program Manager Mike Butler via email to mcbutler@utah.gov.

1. Employees must be 18 years of age or older.

2. E-Verify for Public Contracts.

a. Utah employers who have Contracts with state or local government agencies are required to use the E- Verify system, regardless of the number of employees.

b. For all employees working at the service location, the Contractor is required to obtain and submit to DFCM an E-Verify with an ‘Employment Authorization Confirmed’ status. Employees who do not have confirmation of this status are prohibited from working under the service Contract at the service location. The Contractor will not receive a Contract Notice to Proceed until all employee E-Verifies are received by DFCM.

3. Utah Criminal History Records.

a. For all employees working at the service location, the Contractor is required to obtain and submit to DFCM a Utah criminal history record from the Utah Department of Public Safety Bureau of Criminal Identification. Individuals may obtain a copy of their own Utah criminal history in person or through the mail.

DFCM reserves the right to review and determine the eligibility of each employee to work at the service location based on the information contained in the employees Utah criminal history record. Employees who do not have Utah criminal history clearance from DFCM and the occupying agency(s) are prohibited https://www.e-verify.gov/ https://verifyi9.com/state-laws/utah-everify/#:%7E:text=Utah's%20E%2DVerify%20law%20requires,2A%20%26%20H%2D2B).

https://verifyi9.com/state-laws/utah-everify/#:%7E:text=Utah's%20E%2DVerify%20law%20requires,2A%20%26%20H%2D2B).

https://www.e-verify.gov/ https://bci.utah.gov/criminal-records/obtain-a-copy-of-your-own-criminal-history-record/#:%7E:text=Department%20of%20Public,801)%20965%2D4445 https://bci.utah.gov/criminal-records/obtain-a-copy-of-your-own-criminal-history-record/#:%7E:text=Department%20of%20Public,801)%20965%2D4445

DFCM Janitorial Services Contract – Attachment C, 10.7.2025 from working at the service location. The Contractor will not receive a Contract Notice to Proceed until security clearance is provided by DFCM in writing for each employee.

4. Additional agency specific security clearance requirements:

a. N/A

5. Access may be denied for individuals whose background checks provide the following adverse information:

a. For crimes of violence against people or property, illegal drug or alcohol use, or crimes of financial turpitude or identity theft such as embezzlement, forgery, theft, etc. resulting in:

- Felony convictions within the past seven (7) years.

- Misdemeanor A convictions within the past five (5) years.

- Misdemeanor B convictions within the past four (4) years.

- Misdemeanor C infractions within the past three (3) years.

b. Any other adverse information that, in the judgment of the Agency or designee, could compromise the individual’s ability to obtain access.

Employee Conduct. The Contractor shall enforce the following prohibited conduct:

1. Theft, abuse or misuse of supplies or equipment.

2. Harassment, verbal, or physical abuse of any person.

3. Use of alcohol or drugs during work hours.

4. Failure to follow instruction from security staff.

5. Deliberate or habitual failure to follow safety instructions.

6. Consistent failure to wear the proper designated work uniform in a clean, well-maintained condition.

7. Failure to comply with ordinances, rules and policies of the service location and occupying agency(s).

Employee changes.

1. Contractors must notify DFCM immediately upon employee changes occurring at any service location, even if the employee is working at a different service location and has already received security clearance.

Cleaning Schedule.

1. Contractors shall post their daily cleaning specifications for their employees in the janitorial closets in English and all other languages spoken by employees.

Access Cards/Keys.

1. Each employee receiving security clearance will receive an access card/key to the service location. Each employee is responsible for their access card/key and shall not share or pass them to other employees. The Contractor shall return each access card/key as employees are removed from working at the service location or funds will be held from monthly payments until such time they are returned.

2. Key replacements for broken, lost or stolen keys, shall be charged to the Contractor. Cost to rekey building(s), including new biting codes, due to lost or stolen keys due to the actions of the employee will be the responsibility of the Contractor. Contractor will be responsible for property which is stolen during the time period it takes to rekey the building(s).

Uniforms.

1. Each Contractor employee shall be uniformed in clean, common, and respectable clothing that identifies the Contractor at all times when working at the service location.

Visitors.

1. Employees are prohibited from having visitors (friends, children, etc.) at the service location during working hours.

DFCM Janitorial Services Contract – Attachment C, 10.7.2025

Safety.

1. The Contractor shall make every effort to protect and keep safe anyone in the facilities while janitorial services are being performed.

2. The Contractor shall provide and use safety barriers, signs, etc. when doing floor or overhead work to properly block off unsafe areas and warn and protect from hazard all passersby.

3. The Contractor shall provide all safety apparatus necessary to protect employees so they may operate equipment safely.

4. The Contractor is further obligated to ascertain that all equipment is operated safely and according to current OSHA standard.

5. The Contractor shall be responsible for the safe operation of all equipment before allowing them to use said equipment.

6. The Contractor is responsible for ensuring that their employees follow the Federal Bloodborne Pathogens Standard.

Supplies and Equipment.

1. Unless otherwise specified in the Scope of Work or Specifications, the Contractor shall furnish all labor, tools, equipment, cleaning product and chemicals to effectively complete the work.

2. All chemicals used will be properly labeled by the Contractor.

3. A list of chemicals proposed for use by the Contractor shall be submitted in writing for approval by DFCM at least fifteen days before the beginning work.

4. All chemicals used must be approved in writing by DFCM.

5. All chemicals used must have a Safety Data Sheet (SDS) attached and SDS sheets must be maintained at the service location.

6. All washroom and toilet supplies including, but not limited to paper and cloth towels, hand soap, toilet paper, and light plastic deodorant blocks shall be supplied by DFCM and installed by the Contractor.

7. Garbage liners will be supplied by the Contractor. The Contractor shall maintain an accurate perpetual inventory of all materials turned over to their employees and shall keep records of the rate of usage of these supplies.

8. All high grade equipment used shall be supplied by the Contractor.

9. Only commercial vacuums, cleaners and buffers which thoroughly clean, polish and buff shall be used.

10. All equipment used during the hours of 6:00 a.m. to 6:00 p.m. shall not exceed 67 decibels.

11. Walk behind floor scrubbers are to be used on stone floors. Contractor will provide carpet extractors on-site for daily use for spot cleaning of the carpets.

12. Green certified equipment is preferred.

13. All equipment must be kept in good repair. Equipment in poor repair as to potentially damage structures or finishes shall not be used.

14. The Contractor may store his tools and equipment in an orderly manner at the service location at their own risk and when designated space is available and approved by DFCM.

15. Gasoline using equipment shall not be stored inside any building.

Contract Performance.

1. The contractor shall provide sufficient staff to adequately perform the work according to the solicitation requirements and the Contractor’s bid.

DFCM Janitorial Services Contract – Attachment C, 10.7.2025

2. The work will be performed within the Hours of Operation provided in the solicitation. Authorized state holidays shall be excluded.

Contracted Hours and Timecard Verification.

1. All Work shall be performed by individuals directly employed and supervised by the Contractor.

2. All Work performed other than specifically called for herein shall be done only after authorization by the State and shall be at rates mutually agreed upon by both parties before the commencement of any work.

3. If the contractor fails to provide the contracted man-hours established in the bid documents, the number of hours shorted shall be deducted from the Contractor’s monthly invoice payment.

4. Service location occupants must request additional cleaning through DFCM, except for minor cleaning requests which may be made directly to the employee using a communication system jointly agreed upon by the DFCM and the contractor.

Monthly Invoicing Requirements.

1. Contractors are required to submit their monthly invoices and timesheets via email to dfcmap@utah.gov.

2. The Contractor shall provide timecards to DFCM for each employee for the purpose of recording and verifying the hours worked with their monthly invoices.

a. Timecards shall contain employee names, work dates, work start times and end times.

b. Timecards shall be submitted to DFCM each month with the Contractor’s monthly invoice.

c. Each employee needs to sign their timecard verifying the hours are correct.

mailto:dfcmap@utah.gov