5.) Schedule A - Statement of Work 7.14.26.docx

Enter your company name Schedule A – Statement of Work 260000002197 Janitorial Services - Statewide This schedule identifies the anticipated requirements of any Contract resulting from this RFP. The term “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. Yellow fields are also used to identify areas where a bidder response is required.

The Contractor must respond to each requirement or question and explain how it will fulfill each requirement. The Contractor MUST respond within the body of this document in the spaces provided. Cut and paste information into these locations if necessary. Attach any supplemental information and reference it appropriately within your response.

IMPORTANT NOTE TO CONTRACTORS/BIDDERS: There are specific requirements for which acceptance must be simply acknowledged through Bidder Box checkbox(es), and others that require further explanation. Click one checkbox and complete the entries as identified.

Proposal documents must be submitted in format document was posted. In addition, signature pages may be submitted in Pdf. format and attached with document name - signature page.

Background This Solicitation is to establish contracts with vendors in each of the 10 Prosperity Regions who can provide Janitorial Services. Following the contract awards, Agencies will perform a Request for Quote for each location. Locations will be awarded by best value. Best Value includes the best combination of experience, verified past performance, and price.

Some locations are designated as a Community Rehabilitation Organization (CRO) Set Aside and are identified in the Exhibit A-2 Location List and will be noted in RFQ process. Bids for these locations, from non-CRO bidders will only be considered if no responsive CRO bids are received or if the CRO bids are not determined to be within fair market value for these locations.

Janitorial contract awards are subject to the Sheltered Workshop Sections of P.A. 431 of 1984 (MCL 18.1293 – 18.1297). To receive further award consideration, location pricing must indicate the Contractor is making a profit. Pricing submitted indicating a loss will be considered non-responsive.

The State will utilize a two‑tier process to establish and manage multi-award contracts for Janitorial Services, as described below.

Tier One, Establishing a Pre-Qualified Contractor Pool Bidders must submit proposals in response to this solicitation.

Bidders must declare the Prosperity Regions they are willing to provide janitorial services.

Bidders scoring 80 points or higher will have their initial pricing reviewed for possible contract award. Part of the price evaluation will be submitting pricing for a specific location as identified in the Location Specification Sheet (LSS) for the purpose of evaluation purposes only.

Awards will be made based on best value. An award of a tier one contract is not a guarantee of business nor award of any specific location.

The State reserves the right to expand the vendor pool as deemed necessary by the State.

The State reserves the right to elect not to exercise an option year for a contract that has not been utilized within the initial contract term.

Tier Two, Agency Request for Quotes (RFQs) Agencies will issue RFQs to select Contractors servicing the Prosperity Region the prospective site is located. Agencies may include other vendors in RFQ process to provide due diligence.

Agencies will issue a Delivery Order (DO) with LSS document attached to the awarded Contractor of that location.

Bidder Response

☐ I confirm the above requirement(s) and agree with no exception(s)

Scope This contract is for Janitorial Services Statewide, covering locations in all Prosperity Regions shown in the following hyperlink: State of Michigan Prosperity Map.

Exhibit A2, Location List indicates known locations to be rebid through RFQ process and is for informational purposes only. Additional locations will be rebid through RFQ process prior to existing contracts expiration dates. Locations can be added or removed per Agency decision.

Each location may contain all or some of the General Requirements, depending on the location type.

Prosperity Regions List

· Region 1: Upper Peninsula Prosperity Alliance (includes 1a, 1b, 1c; refer to Prosperity Map)

· Region 2: Northwest Prosperity Region

· Region 3: Northeast Prosperity Region

· Region 4: West Michigan Prosperity Alliance)

· Region 5: East Central Michigan Prosperity Region

· Region 6: East Michigan Prosperity Region

· Region 7: South Central Prosperity Region

· Region 8: Southwest Prosperity Region

· Region 9 Southeast Michigan Prosperity Region

· Region 10 Detroit Metro Prosperity Region Bidder Response

Bidder must select Prosperity Regions Bidder is willing to service:

☐ Prosperity Region 1

☐ Prosperity Region 2

☐ Prosperity Region 3

☐ Prosperity Region 4

☐ Prosperity Region 5

☐ Prosperity Region 6

☐ Prosperity Region 7

☐ Prosperity Region 8

☐ Prosperity Region 9

☐ Prosperity Region 10

Bidder Response

Bidder must provide address of each of their offices and indicate which Prosperity Region they are located:

Describe how you will comply with the requirement(s)

General Requirements The Contractor must provide all personnel, equipment, tools, materials, supervision, and other items and/or services necessary to maintain the facilities in such a manner that the location provides a clean, healthy, and safe work environment for occupants and visitors of State-owned or leased facilities.

The State reserves the right to modify the services required under this contract to meet the State of Michigan’s future needs.

The Contractor will not be paid for services performed on State Holidays unless pre-approved in writing (email acceptable) by Program Manager or designee. Some locations are open on Holidays and will require services which will be declared in the LSS document.

The Contractor must provide all cleaning supplies. The LSS will identify whether the State or Contractor is responsible for providing paper towels, hand soap, feminine sanitary disposal bags, toilet tissue, plastic trash can liners, hand sanitizer dispensers and refills, and air fresheners.

All cleaning schedules are established by the Program Manager at the beginning of the Contract Period. Any deviations from the schedule must be pre-approved by the Program Manager.

State Holidays include:

· New Year’s Day

· Martin Luther King, Jr. Birthday

· Presidents Day

· Memorial Day

· Juneteenth Day

· Independence Day

· Labor Day

· Veteran’s Day

· Election Day

· Thanksgiving Day (Thursday and Friday)

· Christmas Eve

· Christmas Day

· New Year’s Eve

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Specifications The following is a list of general areas and general cleaning specifications. The Location Specification Sheets LSS detailing site-specific requirements will be provided during the Request for Quote process. Not every location requires all general clean specifications outlined below.

Office Areas, Conference Rooms, Offices, Workstations, Cafeterias/snack bar, and Vending Machine Areas All Floors, the Contractor must:

Ensure all floors are thoroughly cleaned, including under easily moveable objects such as chairs, waste receptacles, floor mats, or furniture intended to be moved by one person. Replace all items moved after cleaning.

Do not stack moved objects on desks, tables or windowsills, nor stand on furniture.

Ensure no dirt, trash, or foreign matter remains under desks, tables, or chairs.

Ensure all vinyl or hard surface floors maintain a safe, anti-slip condition.

Carpeted Floors, the Contractor must:

Clean all carpets and rugs removing any spots, gum, crusted material, spillage, and removable stains. There must be no evidence of fuzzing caused by harsh rubbing or brushing of carpet. Salt stain spot cleaning is considered part of daily cleaning.

Complete requested spot cleaning, to remove traces of spilled drinks, food, dirt, or other stains.

Thoroughly vacuum all carpeted areas, including carpeted floor mats, using commercial grade equipment with HEPA filtered exhaust where water or snow does not present a problem.

Utilize commercial equipment which can be either a standard upright or canister vacuum.

Remove all floor mats and vacuum underneath.

Broom and vacuum all edges and areas not reachable by vacuum.

Ensure carpet should is clean with no trace of dust balls, dirt, or other debris after vacuuming. Leave nap on carpet in one direction, if applicable.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must provide detailed description of general floor cleaning processes to meet requirements listed above for All Floors and Carpeted Floors:

Describe how you will comply with the requirement(s)

Carpet Cleaning, the Contractor must:

Remove all moveable items and thoroughly vacuum area to be cleaned. Cleaning can be done by steam cleaning or agitation.

Pre-treat carpet with chemical at proper dilution approved by the Program Manager. Solution must be applied so fibers remain damp until cleaned. Chemical must remain on carpet 10 -15 minutes before beginning steam cleaning.

Steam clean carpet using truck-mounted and portable units which provide heat, pressure and extraction and chemicals at proper dilution approved by the Program Manager must be used.

Agitate using a motor driven brush approved by the Program Manager.

Ensure a minimum of three cleaning passes and two vacuum passes are used.

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

Thoroughly spray all cleaned carpet with carpet fiber protector at proper dilution approved by the Program Manager.

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

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must provide detailed description of carpet cleaning process:

Describe how you will comply with the requirement(s)

Non-Carpeted Floors, the Contractor must:

Sweep floors with a broom and 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.

Dust mop non-carpeted floors with a clean dust mop, treated with a water-based dust control chemical approved by the Program Manager.

Damp mop using a clean cotton mop head in good condition. Always use clean water, change water frequently. Mop head must be damp only and leave no excess water on floors.

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

Damp mops all spills.

Damp mop and shine all high traffic vinyl floors.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must provide detailed description of non-carpeted floor cleaning process:

Describe how you will comply with the requirement(s)

Scrub and Reseal Hard Surface Floors, the Contractor must:

Remove all moveable items and carpet runners. All objects readily moveable by one person and intended to be moved frequently must be moved during all floor cleaning operations and replaced in original positions upon completion. This includes chairs, waste receptacles, tables on wheels, typing stands, boxes, etc.

Do not stack chairs, wastebaskets, and other items on desks, tables or windowsills, do not stand on furniture.

Completely remove all dirt and other foreign substances to return the floor to its original surface. If top stripping, only remove the top layer of wax before reapplying.

Apply a thin coat of sealer with caution to prevent streaking or bleaching of floor surface. This application in preparation for waxing must be according to manufacturer’s recommendations.

Ensure only compatible stripper, sealer and wax products.

Apply wax in a thin, even coat and machine buff with a high-speed buffer immediately after drying. The number of coats applied will depend on the type and condition of the floor.

Ensure all waxed surfaces are maintained to provide a safe ANTI-SLIP walking condition.

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.

Replace all moved items and carpet runners.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must provide detailed description of Scrub and Seal hard surface floor process:

Describe how you will comply with the requirement(s)

Wet Mop Areas, the Contractor must:

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

Scrub floor with chemicals at proper dilution approved by the Program Manager. Mop head must be thoroughly wet with solution during mopping process.

Rinse with clean water.

Apply floor shine product unless cleaning solution contains floor shine approved by the Program Manager.

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.

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

All surfaces must be dry with corners and cracks clean.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must provide detailed description of non-carpeted floor cleaning process:

Describe how you will comply with the requirement(s)

Walls, Doors, Windows, whiteboards, and elevators, the Contractor must:

Remove all cobwebs.

Spot clean walls.

Clean and polish entrance glass and pass-through glass at reception area, and security desk.

Clean and polish any glass panels or door glass in entries, lobbies, cubicles, in or next to office or conference room doors. Remove all handprints, smudges, and soil. If necessary, clean the entire door or window to accomplish this task.

Clean and polish any interior and exterior entryway windows.

Clean switches, kick plates, dust baseboards and radiators.

Dust window hangings or blinds with a vacuum tool.

Wash and sterilize with sanitizer approved by the Program Manager all surfaces on public water fountains.

Clean elevator door tracks.

Clean whiteboards in conference rooms.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must provide details of the following:

Walls and Doors: Protocols for removing scuffs, fingerprints, and ghosting without damaging the paint or finish.

Glass and Windows: Techniques for streak-free cleaning and maintenance of interior/exterior glass.

Whiteboards: Procedures for the complete removal of dry-erase marker residue without ghosting or staining.

Elevators: Specific methods for sanitizing, polishing, and protecting metal surfaces (e.g., stainless steel), wall panels, and tracks.

Describe how you will comply with the requirement(s)

All Dusting and Spot Cleaning, the Contractor must:

Dust surfaces with the most effective method, either a treated dust cloth or vacuum tools. Do not move dust from spot-to-spot or leave dust streaks. Do not dust desk surfaces or adjacent work surfaces.

Clean corners, crevices, molding, and ledges to ensure they are free of dust and cobwebs.

Not leave oil spots or smudges on dusted surfaces.

Clean counter tops, file cabinets, tables, coat racks, partition tops, window ledges, door, and window frame trim, etc.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must provide details of the following:

1. Surfaces: Protocols for dusting different types of surfaces, how to ensure no streak finish Corners, Crevices, molding and ledges: Techniques to ensure free of dust and cobwebs Counter tops, file cabinets, tables, coat racks, partition tops, window ledges, door, and window frame trim: Procedures for Cleaning

Describe how you will comply with the requirement(s)

Furniture, the Contractor must:

Dust surfaces with the most effective method, either a treated dust cloth or vacuum tools. Do not move dust from spot-to-spot.

Clean all lobby furniture and counters by the most appropriate means.

Sanitize all table surfaces and countertops.

Sanitize cleared desk surfaces with desk or counter cleaner approved by the Program Manager.

Dust all furniture, high and low, including flipper tops in cubicles and hallway file cabinets.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must provide details of the following:

1. Surfaces: Protocols for dusting and sanitizing different types of furniture.

Furniture: List different types of furniture and protocols used to clean them.

Describe how you will comply with the requirement(s)

Trash, the Contractor must:

Empty waste containers in general office space during each regular service day.

Inspect waste containers in restrooms, break rooms and conference rooms daily and change as needed.

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

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

Ensure liners are used in all waste receptacles and changed as needed, not less than once per month.

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

Replace torn or soiled liners.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Recyclables, the Contractor must:

Pick up recyclables from recycling containers and remove to designated containers in the loading dock area. This does not include individual boxes on desks or in cubicles. Recyclables are not to be mixed including white and colored paper.

Vacuum dust and dirt from air bars and vents.

Damp wipe clean with sanitizer solution approved by the Program Manager.

Wipe dry.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Restrooms, the Contractor must:

Place a sign approved by the Program Manager in the restroom entrance indicating the restroom is closed for cleaning during regular tenant hours. Refer to LSS for regular tenant hours. Remove the sign once cleaning is complete and reopen the restroom.

Establish a schedule for closing restrooms in advance with the Program Manager or designee. Any changes in schedule must be pre-approved in writing (email is acceptable) by Program Manager or designee.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Cleaning and Sanitizing Toilets, Urinals and Partitions, the Contractor must:

Ensure acid free toilet bowl cleaner is used for routine daily cleaning.

Ensure acid toilet bowl cleaner (10% acid or less) is used once a month for deep cleaning toilets and urinals. Acid toilet bowl cleaner must only be applied only to the interior of porcelain toilet or urinal.

Thoroughly clean toilets, toilet seats, and urinals with acid free bowl cleaner approved by the Program Manager, and rinse thoroughly.

Completely wipe entire exterior of toilet, seat, urinal, and all associated plumbing connections with a sanitizer solution approved by the Program Manager. Buff dry to a streak, smear, and smudge free shine.

Leave seats in upright position.

Clean toilet and urinal partitions, walls and doors with a germicidal solution approved by the Program Manager and rinse thoroughly with clean water.

Clean partition doors on both sides.

Spot clean walls behind toilets or urinals with a germicidal solution approved by the Program Manager.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must provide detailed description of restroom fixture and partition cleaning process of items listed above:

Describe how you will comply with the requirement(s)

Sinks, Faucets, Mirrors, and Fixtures, the Contractor must:

Thoroughly clean sinks, faucets, and fixtures using cleaning solution (no abrasive cleansers) approved by the Program Manager.

Rinse cleanser residue, then wipe each item with sanitizer solution approved by the Program Manager and allow to air dry.

Clean glass and mirrors leaving them streak free.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must provide detailed description cleaning procedures of sinks and mirrors and non-abrasive cleaner utilized:

Describe how you will comply with the requirement(s)

Dusting, Spot Cleaning, Other Surfaces, Trash, and Dispensers, the Contractor must:

Dust all surfaces, ledges, fixtures, edges, shelves, exposed pipes, partitions, door frames, ceiling vents, lighting devices with particular attention to tops of horizontal surfaces.

Use a cleaning solution approved by the Program Manager to thoroughly clean mirrors and counters.

Use a cleaning solution approved by the Program Manager to thoroughly clean handicap rails, baby changing stations, hand dryers, paper towel dispensers, light switch covers, doors, hand and kick plates, etc.

Wipe each surface with sanitizer solution approved by the Program Manager and allow it to air dry.

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

Empty, clean, and sanitize all sanitary napkin dispensers and waste receptacles.

Polish all chrome.

Check all dispensers (i.e. hand soap, paper towels, toilet paper, etc.) and refill as necessary.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Restroom Floors and Walls, the Contractor must:

Sweep floor with a broom and dustpan, removing all dirt and debris. Empty dirt and debris into trash bag and tie off. Vacuum carpet when applicable.

Use a clean cotton mop head in good condition, and cleaning solution at the proper dilution approved by the Program Manager, thoroughly damp mop floors.

Pay special attention to grout, corners of floor, behind urinals and toilets, under sinks, baseboards, and where stalls connect to the floor and ensure areas are thoroughly cleaned.

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

Maintain floor drains and traps to ensure they are odor free.

Damp mop with sanitizer solution approved by the Program Manager and allow to airdry.

Ensure mops used in restrooms are never used in other non-restroom areas.

Empty used sanitizer down restroom floor drain.

Remove all movable objects from the area.

Apply cleaning solution at proper dilution approved by the Program Manager to walls and floors and do not allow solution to dry Scrub walls and floors with stiff bristle brush and ensure grout is clean.

Wipe walls and floors with a sponge and clean water.

Pick up dirty solution with wet vac.

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

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

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

Replace all objects moved from area when floor is dry.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must provide detailed description of bathroom wall and floor cleaning process:

Describe how you will comply with the requirement(s)

Showers, the Contractor must:

Thoroughly clean all showers, including shower floor pan, walls, partitions, doors, faucets, handrails, etc. with cleaning chemical at proper dilution approved by the Program Manager.

Rinse thoroughly with clean water.

Wipe all areas with a sanitizer solution approved by the Program Manager and allow to airdry.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must provide detailed description of shower cleaning process:

Describe how you will comply with the requirement(s)

Visually Inspect Restroom, the Contractor must:

Visually inspect restroom to ensure it is clean, the floor dry, dispensers filled, trash removed, etc., as needed or requested by Program Manager or designee.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Breakroom, the Contractor must:

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.

Dust mop non-carpeted floors with a treated mop.

Damp mop using clean water weekly or upon request. Mop head must be only damp with no excess water on the floor. Floors must be clean, streak free, and free from strings, bristles, or dust streaks Damp mop all spills.

Damp mop and shine all high traffic vinyl floors.

Clean, scour, and sanitize sink.

Damp wipe counter tops, tabletops, front of cabinetry and outer surfaces of refrigerator.

Wipe under all countertop appliances.

Wipe interior and exterior of microwave.

Refill paper towel dispensers as needed.

Clean top of paper towel dispenser.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must provide detailed description of breakroom cleaning process:

Describe how you will comply with the requirement(s)

Furnace Room/Janitorial Closets, the Contractor must:

Keep clean as needed.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must provide detailed description of furnace room/Janitorial closet cleaning process:

Describe how you will comply with the requirement(s)

Exterior Areas, the Contractor must:

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

Empty and clean ashtrays at the exterior of the building.

Clean sand receptacles by sifting sand and add clean sand as needed.

Empty, clean, and dry receptacles. Remove cigarette or cigar butts, matches, and other discarded material from the receptacle and wipe so that it is free of dust, ashes, odors, tar, streaks and nicotine stains.

Replace waste receptacle liner when soiled or worn.

Sweep leaves from entryway during the Fall.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Snow Removal (where applicable), the Contractor must:

Hand shovel and salt main entrances out 25 feet upon request.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Cleaning Rags and Materials, the Contractor must:

Furnish and maintain in a clean, sanitary condition all cleaning rags, sponges, etc.

Chemicals, Cleaners and Finishes, the Contractor must:

Provide all cleaning supplies required to fulfill the Contract Activities, including chemicals, cleaners and finishes for the treatment of various types of fixtures, plumbing, wall, flooring, carpeting, furniture, etc.

Not use of powdered scouring cleansers.

Provide cleaning solutions, chemicals and finishes that do not require the use of aerosol cans or utilize chlorofluorocarbons to dispense product unless approved by the Program Manager or their designee in writing, email approval is acceptable.

Provide and maintain Safety Data Sheet (SDS) for all chemicals, cleaners and finishes on site. Location of SDS documentation will be determined by the Program Manager or designee.

Remove and provide acceptable, approved alternates for any cleaners, chemicals, or finishes rejected by the Program Manager within 24 hours.

Accept sole responsibility for preserving and protecting State-owned or occupied property against damage or deterioration.

Provide Department of Military Veteran Affairs (DMVA) facilities environmentally conscious “Green Friendly” products.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must complete and submit with proposal the Schedule G, Equipment and Supplies list document

Describe how you will comply with the requirement(s)

Replenishable Supplies, the Contractor must:

Refer to each individual LSS regarding responsibility of replenishable supplies.

Not fill paper towel sheets above the fill line.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Emergency Cleaning, the Contractor must:

Respond to the Program Manager or their designee withing two hours of being contacted regarding the need for emergency cleaning.

Provide emergency cleaning which includes dusting, vacuuming, mopping, carpet extraction, window washing, etc. if requested by the Program Manager or designee.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Hazardous Conditions, the Contractor must:

Verbally report 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.) to the Program Manager or their designee.

Follow up, in writing with the Program Manager or designee within 24 hours including a description of the hazardous condition, the specific location, and the date and time the condition was discovered.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must provide process for inspecting and reporting hazardous conditions:

Describe how you will comply with the requirement(s)

Mechanical and Other Equipment, the Contractor must:

Furnish all mechanical, power equipment, and other equipment required to perform the Contract Activities. Equipment may include, but is not limited to vacuums, floor machines, snow blowers, shovels, hoses, rakes, gloves, eyewash, wet floor signs, cotton mop heads and handles, mop buckets, and scrub pads.

Work with the Program Manager or designee on storing Contractor-owned equipment if wanting to store on site when not in use. Program Manager or designee will notify Contractor of proper storage location.

Maintain sole responsibility for all Contractor property stored on site.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must complete and submit with proposal the Schedule G, Equipment and Supplies list document

Describe how you will comply with the requirement(s)

1. Periodic Services, the Contractor must:

Obtain approval from the Program Manager or their designee prior to proceeding with Periodic Services.

Clean partition and interior glass with cleaner approved by the Program Manager or their designee.

Dust the walls high and low to remove all dust and cobwebs.

Clean air bars and vents throughout all rooms to remove built up dust and debris.

Dust and clean all baseboards with cleaner approved by the Program Manager or their designee.

Dust and clean all blinds, curtains, and window treatments.

Vacuum fabric upholstered furniture to remove all dust and debris.

Clean all light fixtures to remove dust and debris.

Clean walls, partitions, vacuum, wash flooring after renovations to remove dust and debris from surfaces.

Power scrub restroom floors with cleaner approved by the Program Manager or their designee.

Clean carpet runners and mats with cleaner approved by the Program Manager or their designee.

Scrub and refinish floors in stairwells and landing areas.

Top strip and refinish hard surface flooring.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Cleaning in response to infectious disease, the Contractor must:

Complete infectious disease cleaning within five working days of the request from the Program Manager or their designee.

Use disinfectants that meet the minimum standards of the United States Center of Disease and Control and be approved by the Program Manager or their designee. Disinfectants used must not damage paint, metal finishes, electrical controllers, electronics or any other materials or surfaces. The contractor will be responsible for all costs associated with the repair of any damage resulting from the improper use of disinfectants which result in damage to paint, metal finishes or other surfaces.

Ensure cleaning is performed twice a day with the first cleaning being covered under basic services at no additional cost and the second cleaning being covered under Periodic Services at an additional cost established by the Contracted hourly rate. Preferred start times are 9:00 a.m. and 1:30 p.m. to be completed each regularly scheduled working day. Any adjustments can be approved by the Program Manager or their designee.

Disinfect all interior and exterior entry door hardware which includes all push/panic bars, doorknobs, door levelers, and handicap entry buttons.

Disinfect all restroom door hardware which includes all push/panic bars, doorknobs, door levelers, and handicap entry buttons.

Disinfect all handrails in building entries or other common areas.

Disinfect all lobby mounted and cab mounted elevator call buttons. To avoid damage to elevator controls systems and other electrical components, the appropriate disinfectant must not be sprayed directly onto elevator call buttons or panels. The disinfectant should first be applied to a cloth then wiped on the surface to be disinfected.

Check hand sanitizer levels in all lobby and entrance dispensers.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Warranties Damage to State-owned or Leased or Citizen-owned Property, The Contractor must:

Notify the Program Manager or designee of the facts and extent of the damage to State-owned, leased, or Citizen-owned property. The Contractor must:

Verbally within one hour of the damage or discovery of damage, and In writing within 24 hours of the damage or discovery of damage.

Repair, replace or clean up any State-owned, leased or Citizen-owned property due to carelessness, misuse or neglect of the Contractor or any of the Contractor’s personnel or subcontractors, or In the event the State completes the repair, replacement, or clean-up of the damage, the State will provide the Contractor with the costs associated with the repair, replacement or clean up. The Contractor must reimburse the State for the full amount either by:

Forwarding payment in full within 45 days of receipt of State’s associated costs, or the State will offset those costs against open invoices.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Heat Safety and Environmental Protection, the Contractor must:

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

Take all additional precautions the Program Manager or designee requires.

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

The State reserves the right to require additional warranties other than those identified in this RFP.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must describe how they will comply with the Warranty requirements:

Describe how you will comply with the requirement(s)

Contractor Representative The Contractor must appoint one individual, specifically assigned to State of Michigan accounts, that will respond to State inquiries regarding the Contract Activities, answering questions related to ordering and delivery, etc. (the “Contractor Representative”).

The Contractor must notify the Contract Administrator at least ten calendar days before removing or assigning a new Contractor Representative.

Employees may be required to go through site specific training.

Bidder Response

The Contractor must indicate Contractor Representative and contact information in space below:

List Contractor Representative and contact information here

Contractor Supervisors The Contractor agrees to employ, at a minimum, one full-time Supervisor who will be directly responsible for the day-to-day operations of the Contract.

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

The State reserves the right to:

Require the Contractor to employ more than one Supervisor to adequately oversee the day-to-day Contract Activities.

Approve assigned Supervisors or require a replacement if found to be unacceptable at any time.

The Contractor must notify the Program Manager within 15 days of the removal of any Supervisors and provide status of replacement at that time, along with contact information for new or interim Supervisor.

Customer Service Number Bidder Response

The Contractor must specify its customer service number for the State to contact the Contractor Program Manager who must be available for calls during each location’s hours of operation and in case of emergency involving contractor staff, be available during cleaning hours outside business hours of operation.

Insert customer service number

Site Staffing, the Contractor must:

Contractor employees must inform the Contractor when late or absent from work so staffing levels can be adjusted accordingly.

The State reserves the right to approve Contractor’s employees and to require replacement of any employee found to be unacceptable at any time during the contract term.

Notify the Program Manager or designee of replacement of site staffing to ensure site security protocols.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must provide detailed description of process to provide replacement staff to cover assigned staff absences.

Describe how you will comply with the requirement(s)

Time Keeping The Contractor must maintain a reliable timekeeping process or system to document hours worked for each onsite staff member for each location. Process or system must include start and end times for each staff member at each location.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must provide detailed description of process used to track onsite staffing hours at each location.

Describe how you will comply with the requirement(s)

Employee Uniform Requirements Contractor must require all employees’ appearance to be clean, serviceable and neat. All employees are required to wear a uniform consisting of matching or color coordinated, shirt and slack.

A standard of dress will be considered a uniform, if utilizing a standard of dress it must be approved by the Program Manager.

Bidder Response

Bidder must provide detailed description of employee uniform: -

Details of employee uniform

Training and Certifications Bidder Response

Detail any training or certification programs your company provides and/or requires of your Site-staffing to meet contract requirements, including but not limited to Section 5, Specifications, Section 16, Prohibited Activities.

Explain your proposed training program

Prohibited activities, the Contractor staff must not:

Perform personal chores for anyone.

Smoke or vape while performing job duties.

Read newspapers, magazines, books or other matter other than State or contractor issued directives while on duty.

Use personal electronic devices these include but are not limited to: Smart phones, music/media players, gaming devices, tablets, laptop computers while on duty, unless approved by Program Manager, or designee.

Have pets at work unless a certified service animal must be approved by Program Manager.

Consume alcoholic beverages or narcotics or be under their influence when reporting for or while on duty.

Have relatives or personal visitors while on duty.

Sleep or give the appearance sleeping while on duty.

Consume food or beverages in public view while on duty.

Play radios or televisions while on duty.

Initiate or receive personal telephone calls on facility telephones. The Contractor will be responsible for all unauthorized telephone calls placed on State telephone lines.

Fraternizing with agency staff, clients, tenants, or visitors to the building or unnecessarily disrupt tenants from their work while performing their contractual duties.

Use any State computers.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Recruitment and Retention Contractor must not reference the State of Michigan when advertising for recruitment.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must provide detailed description of their recruitment and retention process of quality employees.

Describe how you will comply with the requirement(s)

Bidder must provide detailed information regarding organizational employee benefits packages and endeavors to retain employees such as, vacation time/sick time/doctor visits, uniforms, etc.

Describe how you will comply with the requirement(s)

Quality Assurance Program The Program Manager or designee will conduct weekly inspections for compliance with Section 5. Specifications and site-specific requirements in compliance with the LSS, noting any deficiencies. The Program Manager or designee will make the final determination as to whether any task has been satisfactorily performed.

The Program Manager or designee will maintain a record of complaints from the agency or departmental staff and provide record of complaints to the Contractor. The record will identify areas requiring special attention, on the day the complaint was received, which must be completed by the Contractor within eight business hours of receipt.

The Contractor must remain responsible to make any necessary changes if the Program Manager or designee determines that any task has not been performed adequately or satisfactorily. Contractor must correct the deficiency within eight business hours for basic janitorial issues, and within 24 business hours for periodic services, or sooner, depending on the severity of the task.

Escalation Contract Compliance – First Instance The Program Manager or designee will notify the Contractor verbally or by email of the issue and specify the date by which the issue must be resolved.

The Contractor must provide the Program Manager or designee with a verbal root cause analysis and corrective action plan within four business hours of receiving the service level complaint.

The Contractor may request a written record of the issue, proposed resolution, and time frame for inclusion in the annual Contract Compliance Report.

Escalation Contract Compliance - Second Instance The Program Manager or designee will schedule a meeting with the Contractor if the issue is not resolved or is recurring and provide in writing with a description of the specific problem, the actions the Contractor is expected to take to resolve the problem, and the date the problem must be resolved.

The Contractor must provide root cause and corrective action plan to the Program Manager or designee.

If resolution is not achieved or the issue arises again, a Contract Monitoring Report to request DTMB Supplier Relations Management (SRM) may be requested to perform a Corrective Action Plan (CAP), and/or a written notice of breach may be sent to the Contractor. The contract or delivery order may be terminated.

Equipment Failure Contractor must notify the Program Manager if any equipment has failed and services will be delayed. The Contractor must provide a plan for performing services with working equipment or no equipment as soon as possible. Equipment failure will not constitute as an acceptable reason for failure to provide service.

Inspection and Correction of Deficiencies, the Contractor must:

Provide a designated email address and phone number for notice of deficiencies in performance to be conveyed to the Contractor by the Location Program Manager or Designee.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

The Contractor must specify its Quality Assurance Process, including process to receive service concerns and provide phone number and email address utilized for this purpose in space below:

Describe how you will comply with the requirement(s)

Transition Plan, the Contractor must:

Return keys and key cards to the Program Manager or designee by the final date of service.

Unreturned, lost, or stolen keys and key cards must be replaced at the Contractor’s expense or the State may deduct the cost to replace or rekey from final invoice.

Reimburse the State for the cost of reprogramming the building security in the event the Contractor, or its employee(s) creates the need to reprogram the building security. The price of reprogramming will be deducted from the Contractor’s final invoice.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Adjustments to Schedule, the Contractor must:

Obtain approval from the Program Manager or their designee for any adjustments to the basic janitorial schedule, including any weather-related deviations, and may result in a deduction for the adjustment to service on the next invoice.

For locations requiring service during specific hours, weather-related deviations to schedule will only be approved in the event of site closure or travel ban, affected obligations will be rescheduled, or suspended for the duration of the weather event if rescheduling is not possible.

The State reserves the right to reduce the number of cleaning days if under a temporary, mandatory unpaid leave of absence or a reduction in working hours, i.e., furlough days.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Organizational Chart Bidder Response

Provide an overall organizational chart that details staff members, by name and title, and subcontractors.

Add your org chart here or insert the label or filename if you are adding it…