7-RFP-02-Scope of Services.pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SCOPE OF SERVICES

RFP Ref. #: 26-0243 Doc. Ref#: RFP-02 Page 1 of 46 RFP Title: Janitorial Services at Fort Worth City Hall

1.0 INTRODUCTION AND PURPOSE

The City of Fort Worth is seeking proposals from qualified vendors to establish an agreement for janitorial services at City Hall. The awarded vendor shall provide all necessary labor, equipment and supplies to provide superior janitorial services, such as but not limited to sweeping, mopping, vacuuming, dusting, disinfecting, scrubbing, emptying trash/recycling receptacles, and major floor maintenance for City Hall as described in this document. Prospective responding proposers should ensure they download all attachments for complete responses and understanding of the agreement the City intends to award from this solicitation.

2.0 VENDOR’S QUALIFICATIONS

2.1 Bids shall be considered only from Vendors whose companies have been providing janitorial services for, at least, the last five (5) consecutive years; are in the judgment of the City, responsible and able to furnish evidence of providing excellent janitorial service on a consistent basis for the past five years.

2.1.1 Vendor is required to qualify for all criteria listed herein. Bids submitted which fail to show that a Vendor is qualified under any section are subject to rejection and exclusion from further consideration.

2.1.2 Vendor shall demonstrate technical experience and abilities.

2.2 Vendor shall demonstrate that the management staff who will be assigned to the City’s contract has successfully directly managed a contract of this size and complexity within the past three (3) years.

2.3 Vendor shall submit, with bid response, resumes of all management staff members expected to work on this contract. The City reserves the right to reject management staff that are not duly qualified as determined by the City.

2.4 Vendor shall have a crew of trained supervisors, lead personnel, and a floor crew that will be used on this contract. Vendor shall submit, with bid response, his/her organizational chart and training manual.

2.5 Preference will be given to a Vendor with an automated remote

RFP Ref. #: 26-0243 Doc. Ref#: RFP-02 Page 2 of 46 timekeeping system.

2.6 The City reserves the right to render any Vendor’s response packet non-compliant if the aforementioned paragraph is not met, as stipulated, at time of submission.

2.7 If additional documentation is requested of the Vendor, it must be provided within five (5) days of request, or the bid may not be considered.

3.0 DEFINITIONS

3.1 Whenever used the following definitions shall apply. All terms not defined shall be held to mean their current and typical meaning as found in Webster's Collegiate Dictionary as published by Merriam- Webster Inc., Publishers, Springfield, Massachusetts, or by its use within the scope of this document and the typical usage in the janitorial services trade.

3.1.1 Acceptable Quality Level: The level of service, which must be maintained by the Vendor. If an acceptable quality level of service is not maintained, then damage may be assessed by City.

3.1.2 City: Shall be City of Fort Worth

3.1.3 Contract Administrator: An authorized City employee(s)

designated to oversee contract compliance.

3.1.4 Contract: Consists of the invitation for bid with specifications, addendums, the successful bid response, award document Mayor and Council Agenda Approval (M&C), purchase order and change orders.

3.1.5 Vendor: The entity whose bid is accepted and who enters into contract with the City.

3.1.6 Coordinator: One or more individuals designated by the Contract Administrator to monitor and inspect the performance of the work during the contract.

3.1.7 Owner: The City of Fort Worth.

3.1.8 Supplier: Any individual, partnership or corporation supplying the Vendor with chemicals, tools, equipment, supplies, or

RFP Ref. #: 26-0243 Doc. Ref#: RFP-02 Page 3 of 46 services used directly or indirectly by the Vendor in the performance of the work.

3.1.9 Job Manager/Supervisor (minimum of three years of experience overseeing janitorial crews): Shall have the authority to represent the Vendor at all times to carry out the specifications/provisions of this contract. Must be knowledgeable and well versed in all aspects of the contract and specifications. Shall personally inspect the performance of the cleaning crew in all areas to ensure that uniform first class workmanship is continually maintained.

4.0 DEFINITION OF TERMS AND STANDARDS (TO BE USED IN

EVALUATING JANITORIAL SERVICES)

4.1 Dusting: A properly dusted surface is free of all dirt and dust, dust streaks, lint, and cobwebs.

4.2 Plumbing Fixture and Dispenser Cleaning: Plumbing fixtures and dispensers are cleaned when free of all deposits and stains so that item is without dust streaks, film, odor, and stain.

4.3 Sweeping: A properly swept or dust mopped floor is free of all dirt, grit, lint, and debris, except embedded dirt and grit.

4.4 Cleaning and finishing (Waxed) Floors: A satisfactorily cleaned and finished (waxed) floor is without dirt and dust, marks, film, streaks, debris and standing water.

4.5 Appearance of Floor Requiring Application of Floor Finish (Wax): All areas requiring a floor finish shall be maintained in a manner and by methods providing for gloss like appearance, removal of surface dirt and shall have a uniform appearance.

4.6 Removal of Floor Finish Material: Removal of floor finish material is accomplished when surfaces have all finish (wax) removed down to the flooring material; floors left free of dust, stains, deposits, debris, cleaning solution, and standing water and the floor has a uniform appearance when dry. Plain water rinse and pickup must follow finish removal operation immediately.

4.7 Carpeted Floors: A satisfactorily vacuumed carpet or floor shall be free

RFP Ref. #: 26-0243 Doc. Ref#: RFP-02 Page 4 of 46 of all dirt, staples, dust, grit and lint. All spots or stains shall be promptly removed by spot cleaning methods. Carpeted areas will be thoroughly vacuumed with a machine that has adequate suction to lift the dirt and residue from the base of the rug nap (5.0 amps or greater).

4.8 All spots will be removed immediately with an approved rug cleaning solution in such a manner as to not leave rings or discoloration. Carpet shampooing solution should be used to not stain or discolor the carpet, nor produce shrinking and must be environmentally safe and non-toxic.

4.9 Glass: Glass is clean when all accessible glass surfaces are without streaks, film, deposits, and stains, and has a uniformly bright appearance and adjacent surfaces have been wiped clean.

4.10 High Dusting: High dusting is meant to include exposed pipes, walls, furniture, and other items not normally included in regular cleaning procedures, including but not limited to all areas above six (6) feet.

4.11 Wastebaskets: Wastebaskets will be considered properly cleaned when they are emptied, wiped or washed as needed and plastic liners replaced.

4.12 Ash Trays and Urns: Ashtrays and urns will be considered clean when emptied and wiped with a chemically treated or damp cloth.

4.13 Furniture and Composition Desk Top Cleaning: Furniture and desktops will be considered properly cleaned when the surface is without dirt and dust marks, film, and when a properly applied finish has been restored to the furniture.

4.14 Cleaning Entryway Plate Glass: Involves cleaning all plate glass, inside and outside that is within a defined boundary of the entrance door.

4.15 Removal of debris from Entrances and Building Perimeter: Pickup and dispose of all trash and pigeon debris within 25 feet of the main entrance/exit and within 15 feet of the building perimeter.

5.0 DEFINTION OF TASK PERFORMANCE STANDARDS

5.1 Sweeping: Sweeping is defined as the removal of loose dirt, dust, debris and other foreign material through either manual or mechanized methods, as appropriate for the location and situation.

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5.1.1 Standard: When properly completed, a swept area will be free of all loose dirt, dust, debris or other foreign material with no build up in corners, crevices, under or around furniture parts. All items moved to remove dirt will be returned to their original location.

5.2 Wet Mopping: Wet mopping is defined as the removal of built-up dirt, soil, liquids or other foreign materials from a floor using a cotton or similar yarn type mop and sufficient neutral detergent and water solution or neutral disinfecting detergent and water solution. This will include rinsing if required or recommended by the detergent manufacturer.

5.2.1 Standard: When properly completed a wet mopped floor will be free of all dirt, debris soil, liquids or other foreign material. It will present a uniform appearance free of streaks smudges, heel-marks or any other marks that can be reasonably removed through this cleaning method. All splash marks/spots on walls and furniture/fixtures must be removed or the proper completion of the wet mopping task. All items moved to accomplish this task will be returned to their original positions.

5.3 Machine Scrubbing: Machine scrubbing is defined as the use of a mechanized scrubbing/vacuum machine to accomplish the same result as wet mopping for large areas such as halls, lobbies, auditoriums, or similar large areas which would otherwise require extensive labor requirements to complete in a reasonable time.

5.3.1 Standard: When properly completed machine scrubbing will be held to the same quality standard as wet mopping.

5.4 Damp Mopping: Damp mopping is defined as the use of a cotton or similar yarn type mop which has been mechanically wrung/squeezed to remove excess solution for purpose of removing light soil, dirt, liquid or other foreign material from a floor which does not require the complete mopping of the area or the area is not soiled sufficiently to require wet mopping.

5.4.1 Standard: When properly completed damp mopping will be held to the same quality standard as wet mopping.

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5.5 Spot Cleaning: Spot cleaning is defined as the removal of dirt, soil, debris, liquids, stains or other foreign materials from floors, walls, furniture, fixtures or other areas which can be accomplished by cleaning only the immediately affected area where the requirement of cleaning the whole area would not be necessary. Spot cleaning may be accomplished by any of the methods contained herein and as dictated by the circumstances of the soiling.

5.5.1 Standard: When properly completed, spot cleaning will remove completely any evidence of the soiling which necessitated the cleaning and return the finish of the item/area affected to its pre-soiled condition without evidence of occurrence or cleaning.

5.6 Stripping: Stripping is defined as the complete (as is practicable) removal of the wax/finish applied to non-carpeted floor. Stripping may be accomplished by either manual or mechanized application of an approved stripping agent.

5.6.1 Standard: When properly accomplished a stripped floor shall be completely free of all dirt, stains, deposits, wax, finish, water and cleaning solution, and shall be ready for the re-application of sealer and floor finish. All splash evidence on baseboards and furniture/fixtures shall be removed. Removal will be considered complete when 95% of the finish has been removed.

5.6.2 Sealing: Sealing is defined as the application of an approved floor sealer prior to the application of the final floor finishing according to industry standards and manufacturer recommendations. Application may be by either manual or mechanized methods.

5.6.2.1 Standard: When properly sealed in compliance with

the manufacturer’s recommendation the floor shall present a uniform appearance with all evidence of splashing on baseboards and furniture/fixtures completely removed.

5.7 Waxing/Finishing: Waxing/Finishing is defined as the application of an approved non- slip gloss finish to hard surfaced floors such as vinyl, rubber, cork, linoleum, terrazzo, wood, or tile. Application may be by

RFP Ref. #: 26-0243 Doc. Ref#: RFP-02 Page 7 of 46 either manual or mechanized methods. This includes buffing the finish.

5.7.1 Standard: When applied according to the manufacturer’s

recommendations the finish will present an even high gloss shine. All evidence of splashing will be removed from baseboards and furniture/fixtures. There will be no evidence of buildup or discoloration. After stripping, sealing, and waxing have been completed all items moved will be returned to their original positions.

5.8 Spray Buffing: Spray buffing is defined as the application of a wax and water solution to a floor and buffing with a high speed-buffing machine to refurbish the floor finish after wet or damp mopping.

5.8.1 Standard: When properly completed a spray buffed floor shall be held to the same quality as a newly waxed/finished floor.

5.9 Vacuuming: Vacuuming is defined as the mechanical removal of loose dust, dirt, soil, debris and other foreign material from carpeted floors and other items; (examples: couches, chairs, walls, curtains/drapes);

which lend themselves to this method of cleaning.

5.9.1 Standard: When properly vacuumed there shall be no evidence of any dust or dirt or any other loose foreign material. All items moved during this process will be returned to their original positions.

5.10 Shampooing: Shampooing is defined as the application of an approved cleaning agent to a carpeted floor or cloth material or covering for the purpose of removing embedded soil, dirt, stains or other foreign materials. Application may be by manual or mechanized methods.

5.10.1 Standard: When properly shampooed the item will be free of any foreign material such as dirt, soil, and stains. The item will be free of any cleaning residue and shall present a clean and uniform appearance. All excess cleaning agents shall be removed from baseboards, walls, and furniture/fixtures. Any items moved during this process will be returned to their original positions.

5.11 Dusting: Dusting is defined as the removal of laden airborne dirt, soil, RFP Ref. #: 26-0243 Doc. Ref#: RFP-02 Page 8 of 46 lint, or other foreign material from furniture, fixtures, ledges, shelves, frames, walls, and any other items that may accumulate airborne particles.

5.11.1 Normal or low dusting is all levels up to and including six (6) feet in height. All high dusting will be all levels above six (6) feet high.

5.11.2 High dusting to include up to eight (8) feet in height. All high dusting to clean areas that are typically out of reach, such as ceilings, vents, light fixtures, and the top of cabinets.

5.11.3 Standard: When properly dusted the item will be free of any laden airborne materials, streaks, and smudges. Laden airborne matter will be removed by either mechanical, chemical or manual means except that devices which merely displace or redistribute the matter, such as feather dusters, will not be used, unless treated to attract and hold the matter. All items moved to accomplish this task will be returned to their original position.

5.12 Glass/Window Cleaning: Glass/Window cleaning is defined as the removal of dirt, soil, smudges, fingerprints and other foreign material from glass window, doors, partitions, or any other items, which may consist in whole or part of a glass, or similar material including mirrors.

All chemicals or solutions used to accomplish this task must be approved by the City.

5.12.1 Standard: When properly cleaned glass objects will be free of all dirt, soil, smudges, streaks, smears or any other substances which will interfere with the passage or reflectance of light rays as may be applicable to the particular object. All excess spray/solution must be removed from any surrounding trim or surfaces. Any items moved to accomplish this task must be returned as close as possible to their original positions.

5.13 Trash/Waste Removal: Trash/Waste removal is defined as the collection and disposal of all materials, which have been placed into appropriate containers dedicated for disposal. (This service also includes the separation of identified recyclable materials and placement into an identified recycling container).

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5.13.1 Standard: When properly removed the waste receptacles will be free of all wastes and disposed materials. When any liner is used in a waste receptacle it shall be replaced if there is any evidence of soiling, tearing or other damage or contamination. When any receptacle has been used for disposal of liquid or wet wastes the liner shall be replaced regardless of its age or appearance. If the liner leaked or otherwise allowed waste to contact the receptacle the receptacle will be cleaned and disinfected. (Recyclable materials will be kept separated and placed into their appropriate containers).

5.14 Recycling and Waste Diversion: Recycling and waste diversion is defined as ensuring that all recyclable materials are properly separated and placed in the designated recycling containers.

5.14.1 Standard: When recycling and waste is properly diverted material will be properly separated. Ensuring that paper, cardboard, plastics, metals, and other recyclable materials are sorted and disposed of in the appropriate recycling receptacles in compliance with facility specific recycling programs as directed by the City.

5.15 Metal Cleaning/Polishing: Metal cleaning/polishing is defined as the removal of dirt, soil, fingerprints, smudges, streaks, watermarks, scale, and other foreign material from metal surfaces and fixtures.

5.15.1 Standard: When properly cleaned/polished with an approved non-abrasive cleaner/polish the metal surface will present a clean uniform appearance free from all dirt, soil, marks, smudges, streaks, scale, etc.

5.16 Disinfecting: Disinfecting is defined as the removal or neutralization of material containing or supporting the growth of bacterial/viral organisms capable of causing infection in humans if untreated, through the application of an approved disinfectant by either manual or mechanical methods.

5.16.1 Standard: When properly disinfected surfaces shall be as free as possible of material containing living bacteria, viruses, or other contaminates capable of causing infections. Testing may be

RFP Ref. #: 26-0243 Doc. Ref#: RFP-02 Page 10 of 46 accomplished by the agency or through an independent testing facility.

5.17 Woodwork Cleaning/Polishing: Woodwork cleaning/polishing is defined as the treatment of wood furniture, fixtures, and walls with an approved wood cleaner, oil and/or polish to prevent the aging, cracking, and/or drying of wood items and to remove soil, stains, fingerprints and smudges.

5.17.1 Standard: When properly cleaned and polished the wood will exhibit a high uniform sheen free of all dirt, soil, stains, or other foreign material, which would detract from a clean and appealing appearance.

5.18 Dispenser Service: Dispenser service is defined as the checking, and refilling of all towel, toilet tissue, soap, or any other dispensers that may be identified by the City.

5.18.1 Standard: When properly serviced dispensers will have an adequate (1 day) supply of dispensed products or will be identified as needing a follow-up check to ensure that the dispenser does not remain empty for an extended period, no more than 24 hours. At no time will additional supplies be left for patrons/clients/patients/employees to install in the dispensers.

5.19 General Cleaning: Cleaning in general is defined as the removal of dirt, soil, stains, liquids, trash, refuse and any other foreign material from an item, fixture, or area and may include the process of disinfecting, if required by the City.

5.19.1 Standard: When properly cleaned an area, fixture or item will be free of all dirt, soil, stains or other foreign material and will present clean, safe, healthful, and pleasant appearance.

5.20 Tile/Grout Cleaning: Tile/grout cleaning is defined as the deep cleaning of all tile surfaces, including hand scrubbing all grout lines, machine scrubbing of floors, and the application of a transparent sealant to the floor. It also includes hand scrubbing and cleaning of tiled walls in shower and toilet areas.

5.20.1 Standard: When properly cleaned, the tile and grout surfaces will

RFP Ref. #: 26-0243 Doc. Ref#: RFP-02 Page 11 of 46 be free of dirt, stains, and foreign materials. Floors will be smooth, shiny, and protected with a transparent sealant, and tiled walls in shower and toilet areas will be thoroughly scrubbed and cleaned, maintaining a sanitary and clean appearance.

5.21 Gym Disinfection Service: Gym disinfection service is defined as the deep cleaning of all gym equipment and surfaces, using an electrostatic sprayer to coat surfaces with disinfectants. This service also includes the disinfection of mirrored walls and wiping them streak free.

5.21.1 Standard: When properly disinfected, gym equipment and surfaces will be free of visible dirt, germs, and stains, providing a hygienic and safe environment. Mirrored walls will be disinfected and wiped streak free, and the electrostatic sprayer will be used safely, ensuring no damage to electronic equipment.

6.0 SPECIFIC ELEMENTS OF HOUSEKEEPING ROUTINE TASK

PERFORMANCE STANDARDS

6.1 The tasks listed in this document are general in nature and are not intended to eliminate specific elements of the housekeeping routine.

However, the specific elements of the housekeeping routine will be judged against the general task description and standard.

7.0 VENDOR RESPONSIBILITIES

7.1 The Vendor shall be responsible for the complete performance of all the work under the Contract, and for the tools, equipment, materials, supplies and methods used to perform the work, and property of every description used in connection therewith.

7.2 Vendor is not required to furnish restroom stock such as paper towels, toilet paper, toilet seat covers, urinal screens, and feminine sanitary hygiene products.

7.3 Janitorial personnel

7.3.1 The Vendor shall provide all necessary labor.

7.3.2 All personnel working on the City contract shall be considered the Vendor’s employees, not City employees.

7.3.3 All personnel shall be at least 18 years of age.

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7.3.4 All subordinate personnel (employees below Team Leader level) shall have at least six (6) months experience providing janitorial services as detailed in this bid.

7.3.5 No friends or relatives will be allowed to help clean or accompany workers in the building, unless employed by the Contractor.

7.3.6 Workers WILL NOT ALLOW anyone into the building or

tenant space at any time.

7.3.7 Breaks:

7.3.7.1 Break areas will be designated by Contractor.

7.3.7.2 Leaving the building id not permitted.

7.3.7.3 Entering secured areas or roof areas not permitted.

7.3.7.4 Food in kitchen areas or refrigerator will not be

taken.

7.3.7.5 All trash will be removed and break areas

thoroughly cleaned.

7.3.8 Telephone Procedure:

7.3.8.1 No outgoing or incoming calls allowed.

7.3.8.2 Emergency calls are to be coordinated through the

Contractor’s supervisor.

7.3.8.3 Tenant phones shall not be used except in the event

of an emergency requiring 911 assistance.

7.3.9 Smoking, Alcohol, and Drugs:

7.3.9.1 Workers shall be prohibited from working under the

influence of alcohol or drugs, and any employee found in violation of this policy shall be subject to immediate dismissal.

7.3.9.2 Smoking on the job is prohibited.

7.3.9.3 Contractor’s employees shall not bring intoxicants

or illegal drugs onto City property.

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7.3.10 Although it is preferred all janitorial staff possess the ability to communicate in English (both orally and written), all positions equal to Team Leader and above shall communicate/translate in the English language and in the language of his/her crew, if different (both orally and written).

7.3.11 All personnel shall be trained by the Vendor to ensure proper techniques are used; appropriate use of chemicals are learned and cleaning requirements are met before employee is placed on the City contract.

7.3.12 No employee of the Vendor shall use City equipment including, but not limited to (computers, telephones, facsimiles, copiers, printers, calculators, typewriters), except for phone use in cases of emergency and/or to respond to work requests from Contract Administrator.

7.3.13 The Vendor will assign sufficient cleaning personnel to meet the specified performance level.

7.3.14 The Vendor shall provide trained substitute personnel for any custodians not present for work within 3 hours of notice from absence Vendor’s employee notification or City notification.

7.3.15 The Contract Administrator may request the Vendor remove any employee for cause, including but not limited to: poor or non-performance of work, theft, abusive language or behavior, improper attire, in accordance with the terms and conditions of this Contract.

7.3.16 The Contract Administrator may request the Vendor to remove any employee for cause, including but not limited to: poor or non-performance of work, theft, abusive language or behavior, improper attire, in accordance with the terms and conditions of this Contract.

7.3.17 The Vendor shall keep on file and make available upon verbal request the following:

7.3.17.1 A list of the names of all personnel present for work the previous day, showing shift-by-shift the

RFP Ref. #: 26-0243 Doc. Ref#: RFP-02 Page 14 of 46 positions filled by each person in the overall cleaning program and number of hours worked by each person, as certified by the Vendor's time records.

7.3.17.2 A list of projects completed the past day, ready for inspection by the Contract Administrator or Coordinator.

7.3.17.3 Failure to produce the daily reports will be basis for the City to withhold payment processing until satisfied.

7.3.17.4 A copy of proposed forms shall be submitted with

bid.

7.4 Turnover:

7.4.1 Prepared to assume turnover rates. Notify Contract

Administrator or Coordinator before staffing levels fall below 40% and immediately notify of any compliance issues.

7.5 Job Manager/Supervisor Level:

7.5.1 The Job Manager and Supervisor position may be combined.

7.5.2 Management staff that will be assigned to the City’s contract must have successfully, directly managed a contract of similar size and complexity for a minimum of 3 years.

7.5.3 The Vendor shall provide competent personnel to oversee the crews assigned to this contract.

7.5.4 This person shall be on site within two hours of notification to respond to issues reported by the Contract Administrator or designee.

7.5.5 Vendor shall provide the Contract Administrator the phone number and email address of the Job Manager/Supervisor.

7.5.6 The Job Manager/Supervisor shall have full authority to act for the Vendor at all times to carry out the provisions of this Contract.

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7.5.7 The Job Manager/Supervisor shall be knowledgeable of all the specifications of the contract and shall personally inspect the performance of the cleaning crew in all areas to ensure that uniform first-class workmanship is continually maintained.

7.6 Team Leader:

7.6.1 This person shall have a minimum of one (1) year experience as a Team Leader.

7.6.2 Team Leader will be required for a location with four or more staff working at that site.

7.6.3 The Team Leader shall be knowledgeable of all the

specifications of the contract and shall personally inspect the performance of the cleaning crew in all areas to ensure that uniform first class workmanship is continually maintained.

7.6.4 The Team Leader, as a general rule, may be responsible for cleaning a maximum of 8,000 square feet in addition to supervisory duties; per full-time shift.

7.7 Minimum Wage Rate Requirements

7.7.1 The Vendor shall pay to each of its employees engaged in any way in work where under, a wage not less than the Federal minimum wage rate as found on: Texas Minimum Wage Law - Texas Workforce Commission

7.7.2 Upon request by the City, the Vendor shall submit Wage Rate Affidavits with its billing documents affirming that all employees have been paid not less than the Federal minimum wage rate and any amendments thereto.

7.7.3 The City may withhold payments due to the Vendor until the Vendor has complied with this provision.

7.7.4 Vendor shall comply with all applicable federal, state, and local laws, ordinances, rules, and regulations pertaining to the performance of the work specified herein; including but not limited to minimum wages and equal employment opportunity.

7.8 Background Investigations:

https://www.twc.texas.gov/programs/wage-and-hour/texas-minimum-wage-law https://www.twc.texas.gov/programs/wage-and-hour/texas-minimum-wage-law

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7.8.1 Due to working in facilities subject to federal Criminal Justice Information System requirements, contract workers must be fingerprinted and must be able to pass a criminal background check and drug screen.

7.8.2 Under no circumstances shall any Vendor personnel having any convictions or pending criminal hearings be assigned to the City contract.

7.9 Criminal Justice Information System (CJIS) Training:

7.9.1 Due to working in facilities subject to federal Criminal Justice

Information System requirements, contract workers must complete the applicable annual CJIS training and return a signed acknowledgement form documenting the training to Contract Administrator or Designee.

7.9.2 Upon execution of the Agreement and hire of new contract workers, a CJIS Security Addendum Certification must be completed and returned to the Contract Administrator or Designee.

7.10 Drug Screening:

7.10.1 Provisions shall be made for drug screening of all janitorial personnel.

7.10.2 The Vendor shall provide certification that all janitorial personnel assigned to City facilities are drug free prior to their assignment

7.10.3 Additional drug screening may be requested; the Vendor at his/her cost will have testing performed.

7.11 Security and Identification:

7.11.1 The Vendor shall abide by all City security procedures, rules, and regulations, and shall cooperate with City security personnel.

7.11.2 Under no circumstances shall the Vendor assign personnel who are not legally authorized to work in the United States of America.

7.11.3 Vendor shall provide I-9 forms for each employee assigned to the City contract, and documentation supporting the submission of said forms.

7.11.4 Vendor shall provide all, if any, “No-Match” letters from the

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Social Security Administration.

7.11.5 A complete list of the entire Vendor's personnel, including driver license and social security numbers, will be provided to the Contract Administrator at the beginning of the contract period.

7.11.6 The same information must be provided prior to the start of the assignment of a new employee.

7.11.7 The Vendor's employees will be issued Vendor badges, which must be visibly worn at all times, during the performance of the work.

7.11.8 Badges will be issued by the City.

7.11.9 Lost or misplaced badges will be charged to the vendor. Vendor will be responsible for the charge of $15/badge.

7.12 The Vendor’s Access

7.12.1 Access routes, entrance gates or doors, parking and storage areas, and any imposed time limitations shall be designated by the Contract Administrator.

7.12.2 The Vendor shall conduct operations in strict observation of the access routes and other areas established as described above.

7.12.3 Under no circumstances shall any of the Vendor's personnel or equipment enter or move upon any area not authorized by the Contract Administrator for access by the Vendor.

7.13 Uniforms:

7.13.1 Vendor, at its own expense, shall furnish each of its employees an identifying garment, the color and design of which shall be professional and inoffensive. Vendor employees shall be properly uniformed and always be neat and clean in their appearance.

7.13.2 All daytime employee uniforms shall be the same design and color.

7.13.3 Night-time employees shall not be required to wear uniforms but shall be neat and clean in appearance.

7.13.4 Appropriate footwear to be worn at all times. No sandals.

7.13.5 Pants and shirts are to be without holes.

7.13.6 Vendor shall submit, with bid response, a photograph of all intended uniforms.

7.13.7 No changes may be made in the proposed unfirms without

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7.14 Training

7.14.1 The Vendor shall provide each employee used in the

performance of work under this Contract with adequate training to perform the work competently as defined in the Specifications.

7.14.2 Vendor shall submit with bid response, a Training Program Outline.

7.14.3 The Vendor shall have an existing training program. Vendor must agree to modify the program if requested by the City. The training program shall remain the sole and exclusive property of the Vendor

7.14.4 The program shall include as a minimum each of the eight training subjects.

7.14.4.1 Orientation

7.14.4.2 Introduction to Assignments

7.14.4.3 Chemicals

7.14.4.4 Tools & Equipment General Procedures

7.14.4.5 Rest Room Cleaning

7.14.4.6 Common Mistakes

7.14.4.7 Spraybuffing

7.14.4.8 Safety

7.14.4.9 Bloodborne Pathogens

7.14.4.10 Recycling and Waste Diversion

7.14.5 The Vendor shall maintain a training record for each employee.

7.14.6 The training record shall show, as a minimum, the employee's name, date of employment, and the type and date of each training class attended.

7.14.7 Such records shall be made available to the Contract

Administrator upon written request.

7.14.8 The Contract Administrator or Coordinator may, from time-to-time, monitor the conduct of such training classes.

7.14.9 Each employee performing the work under this contract shall be adequately trained in the training subjects listed above within the first two weeks of the contract start date.

7.14.10 Employees hired during the contract shall be adequately trained

RFP Ref. #: 26-0243 Doc. Ref#: RFP-02 Page 19 of 46 within the first two weeks of performing services under this Contract.

7.14.11 The Vendor shall provide all necessary equipment and supplies to conduct the required training.

7.15 Soliciting

7.15.1 All soliciting is prohibited on City premises by the Vendor’s agents or employees.

7.15.2 The Vendor shall inform his employees of this policy prior to beginning work under this Contract.

7.16 Relief For Absenteeism and Vacation

7.16.1 The Vendor shall provide trained relief personnel as necessary and/or work overtime at no cost to the City to ensure that the objectives of this contract are performed as required.

7.16.2 The Vendor shall be responsible for the complete performance of all of the work under the Contract, and for the tools equipment, materials, supplies, and methods used to perform the work, and property of every description used in connection therewith.

7.16.3 The Vendor is not required to furnish restroom stock such as paper towels, toilet paper, toilet seat covers, urinal screens, and feminine sanitary hygiene products.

7.17 Organizational Chart

7.17.1 The Vendor shall keep on file and furnish to the Contract

Administrator, upon request, a routine work organizational chart and a separate projects organizational chart.

7.17.2 Organizational charts shall be updated as needed and copies provided to the Contract Administrator.

7.17.3 The organizational charts shall show assigned work areas of each employee, by name, by positions and shift hours.

7.18 Performance of Work

7.18.1 If the Vendor fails to maintain an acceptable level of service, or if in the judgment of the Contract Administrator, the Vendor's work methods are not adequate to assure completion of the work per the allotted schedule, the Contract Administrator may direct the Vendor at no additional cost to City to revise work schedules to ensure completion of the work.

7.19 Non-Daily Requirements

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7.19.1 A schedule of services for non-daily requirements is to be submitted to the Contract Administrator, (Example: floor stripping, waxing, etc.).

7.19.2 The schedule must be specific as to date and time the non-daily services requirements are to be performed.

7.19.3 A schedule of all specialized cleaning will be submitted to the Contract Administrator by the 5th day of each month.

7.19.4 The Contract Administrator will note any changes prior to the start of the project.

7.19.5 Suggestions/recommendations by the Vendor are encouraged.

7.19.6 The Vendor will send written notice via email to the Contract

Administrator whenever a project is completed. The notice must be sent within twenty-four (24) hours of completion.

7.20 Acceptability of Work

7.20.1 The Contract Administrator shall determine the acceptability of all work performed based on requirements herein defined under “Task Performance Standards” in evaluating janitorial services and information in the Janitorial Log, Complaint Database and Janitorial Checklist.

7.20.2 If conditions are not acceptable, the Vendor will be requested to visit the facility and review and correct all problem areas immediately.

7.20.3 Continued poor performance may result in contract reduction based on actual damages or cancellation of contract.

7.21 On Site Inspections

7.21.1 Sixty days after notice of award on-site inspections will occur at any time, without notification. On-site inspections will occur before this time, but will be used as a corrective measure.

7.22 Weekly Walk-Through Check:

7.22.1 Once per week the Contract Administrator and/or Coordinator will perform a walk-through check.

7.22.2 A cleaning checklist will be completed.

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7.22.3 If unsatisfactory performance is noted, the Contract

Administrator and/or Coordinator will confirm the deficiencies and forward a copy of the checklist to the Vendor and the Contract Administrator.

7.23 Bi-monthly Inspections:

7.23.1 The Job Manager/Supervisor shall conduct Bi-Monthly

inspections of these facilities and provide within twenty-four

(24) hours of the inspection; a written report to the Contract Administrator, in a format approved by the Contract Administrator.

7.23.2 The City reserves the right to change the frequency of the inspections, as it deems necessary.

7.24 Monthly Vendor, Contract Administrator/Coordinator Formal Inspection:

7.24.1 At least once per month, the Vendor shall conduct a formal walk-through of the facility with the Contract Administrator and/or Coordinator.

7.25 Quality and Job Progress:

7.25.1 The Vendor shall maintain continuous awareness of the quality and completeness of the work performed by his/her employees by personal inspection of the premises and shall be required to inspect the building with the Contract Administrator or Coordinator.

7.25.2 Acceptable Quality Level: The level of service must be maintained as outlined in this document, or the Vendor will not be paid and damages will be assessed and deducted from any invoice currently due or charged in any other manner allowed under the terms of this contract or by law, rule, or delegation.

7.25.3 For this contract the acceptable quality level is established as not more than six (6) valid complaints per week. When six (6) complaints are received in a week this shall be considered as ninety-four percent (94%) efficiency.

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7.25.4 All complaints after six (6) will be considered as assessable for damages and the Vendor shall be assessed for all complaints received.

7.25.4.1 For example, the Contract Administrator verifies

eight (8) complaints related to the Vendor's cleaning in a week, the Vendor would be liable for damages amounting to eight percent (8%) of that week's chargeable costs.

7.25.5 Cleanable Square Footage Adjustments: The level of service must be maintained as outlined in this document, or the Vendor will not be paid and damages will be assessed and deducted from any invoice currently due or charged in any other manner allowed under the terms of this contract or by law, rule, or delegation.

7.26 Telephone Services

7.26.1 The Vendor shall have local telephone service.

7.26.2 The use of recording/answering device, or an answering service, is not acceptable except for after normal business hours.

7.26.3 Normal business hours are the Vendor’s normal office hours between 7:00 AM and 6:00 PM Monday through Friday.

7.26.4 An emergency 24-hour response number must be provided to allow immediate contact of the authorized Job manager and/or the Vendor

7.27 Storage Space

7.27.1 The Vendor shall store required supplies, materials, and equipment in storage areas and janitorial closets designated by Contract Administrator.

7.27.2 The Vendor agrees to keep these areas neat and clean at all times and to comply with applicable safety and fire regulations.

7.27.3 Space in City facilities furnished to the Vendor as storage, supply, or janitorial closet space must be cleaned and maintained by the Vendor to the approval of the Contract Administrator.

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7.28 Work Schedule

7.28.1 Day Porter hours are defined as a schedule between 7:00am and

6:00pm.

7.28.2 Nighttime services will begin no earlier than 6:00pm and work a minimum of 4 hours or until all tasks listed in section 7.38.

7.28.3 The City reserves the right to reduce or increase hours in the facility and to add services or discontinue services at the facility should the need arise.

7.28.4 Occasionally the City will request services on weekends.

Weekend hours are defined as Saturday and Sunday from 7:00am – 6:00pm.

7.28.5 The City will allow Vendor flexibility in scheduling workloads in order to provide his/her employees with eight (8) hour shifts.

When schedules have been approved and in place, additional changes will not be permitted without prior approval of the Contract Administrator.

7.28.6 No overtime will be paid by the City without prior approval by the Contract Administrator. The Vendor is responsible for scheduling personnel to not require overtime.

7.28.6.1 In the event of an emergency the City may require

the Vendor to supply workers for additional hours exceeding a 40-hour work week.

7.28.6.2 The City will pay overtime wage rates calculated at

1 ½ times the hourly bid rate.

7.28.7 Employees will be required to report for work promptly and remain on the job until their shift is completed. Employees may be required to report to a designated City employee upon arrival and departure.

7.28.8 The Contract Administrator may require additional workers and will give the Vendor one (1) day notice of such a requirement.

7.29 Holidays

7.29.1 The holidays observed by the City are: New Year’s Day, Martin

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Luther King Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Thanksgiving Day, Day After Thanksgiving, and Christmas Day.

7.29.2 The City does not specifically require the Vendor to work on these holidays but does require the Vendor to fulfill the requirements of the contract.

7.29.3 If this requires the Vendor to work on holidays observed by the City or the Vendor then Vendor shall fulfill obligations at NO additional expense to the City.

7.29.4 The list of City observed holidays will be updated as required.

7.30 Needed Repairs

7.30.1 The Job Manager shall promptly notify the Contract

Administrator and/or Coordinator of needed repairs and/or damages to fixtures, building and appurtenances.

7.30.2 Any item of a critical, priority, or emergency nature will be reported to the Contract Administrator immediately upon discovery.

7.31 Supplies and Equipment

7.31.1 The Vendor shall furnish all cleaning supplies, trashcan liners, materials and equipment necessary for the provision of complete janitorial services. These supplies, materials and equipment must be of quality acceptable to the City.

7.31.2 The City shall furnish paper and soap products (toilet paper, paper towels, seat covers, feminine hygiene products, hand and body soap, and shampoo).

7.31.2.1 The City reserves the right to request that the

Vendor furnish the paper and soap items listed in

7.32.2 either temporarily or permanently.

7.31.2.2 The City shall pay Vendor cost plus the mark-up

percentage stated on the bid solicitation sheet.

7.31.2.3 The Vendor shall provide the City with receipts

proving its costs of furnished items.

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7.31.3 The necessary cleaning equipment, including commercial type power driven machines, vacuum cleaners, and all necessary motors, trucks, etc. needed for the performance of the work of this contract shall be furnished by the Vendor. Such equipment shall be of the size and type customarily used in work of this kind and shall meet the approval of the City.

7.31.3.1 Vendor’s equipment deemed by the City to be of

improper type or inadequate for the purpose intended shall be replaced at Vendor’s expense.

Other mandatory major/minor equipment and tool requirements are cited in this section.

7.31.3.2 The Vendor shall furnish and maintain all

equipment necessary for proper maintenance of each location.

7.31.3.3 The City reserves the right to make inspections of

equipment at any time during the life of this contract.

7.31.3.4 Any of the Vendor’s equipment found to be in

unsafe operating condition must be replaced immediately, at the Vendor's expense.

7.31.3.5 Failure to provide suitable equipment for the

performance of this contract could be grounds for the City to terminate the contract.

7.31.3.6 Major equipment is needed in all facilities in order to perform the specified work requirements. There are designated locations that must have major equipment located on the work site at all times.

(Vendor shall not transport heavy major equipment to service other locations).

7.31.3.7 It is the Vendor's responsibility to provide any

additional equipment needed to service this location in order to perform the required services (daily, weekly, etc.) as specified.

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7.31.3.8 Examples of major commercial equipment include, but not limited to:

7.31.3.8.1 Hand (portable) Vacuum

7.31.3.8.2 Extractor Shampoo Machine

7.31.3.8.3 High Speed Floor Machine

7.31.3.8.4 Buffer

7.31.3.8.5 Wet/Dry Vacuum

7.31.3.8.6 Upright Vacuum with Beater Bars

7.31.3.8.7 Shelf-type Janitorial Cart

7.31.3.8.8 Small Pump-up Sprayer

7.31.3.9 Examples of minor equipment and supplies include, but not limited to:

7.31.3.9.1 Johnny Mop

7.31.3.9.2 Toy Broom

7.31.3.9.3 Push Broom

7.31.3.9.4 Dust Mop Broom (floor)

7.31.3.9.5 Floor machine pads – Minimum

thickness of one inch; pads shall equal to those manufactured by 3M Company

7.31.3.9.6 Hand scrub brush

7.31.3.9.7 Swivel pad holder and abrasive pad

(Doodle Bug)

7.31.3.9.8 Window Brush

7.31.3.9.9 Window Squeegee

7.31.3.9.10 Mop Bucket and ringer – Non-metallic

construction “Caution-Wet floor” printed on two sides; metallic bail;

removable swivel, non-marking

RFP Ref. #: 26-0243 Doc. Ref#: RFP-02 Page 27 of 46 casters; down-pressure wringer; bucket capacity approximately 44 quarts and marked with 1-gallon gradients

7.31.3.9.11 Dust Pan 9lobby style/self-closing lid)

7.31.3.9.12 One (1) Gallon Bucket

7.31.3.9.13 Putty knife – Metallic blade with

plastic or wood handle with 1.5 to 2 inch blade width

7.31.3.9.14 Wall Duster (lamb wool) with

extended handle – No feather dusters.

7.31.3.9.15 Hand Duster (different lengths) no

feather duster

7.31.3.9.16 Wet-Floor Caution Signs – Provide at

all locations (except for roving crew facilities) sign can be transported from site to site

7.31.3.9.17 Rubber gloves

7.32 Materials and Supplies:

7.32.1 No material shall be used that will damage floors, floor covering, toilet fixture, woodwork, painted surfaces, furniture, etc., or which will create health or safety hazards.

7.32.2 All products must be user friendly and environmentally safe.

Where the City specifies specific products, there shall not be deviation without the express written permission from the City, in which case samples of proposed materials to be used shall be submitted before the materials are used.

7.32.3 City may approve or disapprove any product prior to or during the term of the contract period.

7.32.4 The Vendor shall furnish all supplies, materials and equipment necessary for the performance of the work of this contract unless otherwise specified herein. These supplies and materials shall be of a quality acceptable to the Contract Administrator.

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7.32.5 Vendor shall submit a list of materials proposed to be used in the performance of the work, giving the name of the manufacturer, the brand name and intended use of each.

7.32.6 The Vendor shall not use any material that the Contract Administrator determines unsuitable for the purpose or harmful to the surfaces to which applied or to any other part of the building, its contents or equipment. The wax used in the building must be UL (Underwriters Laboratories) approved.

7.33 Chemicals:

7.33.1 The Vendor shall furnish all chemicals necessary to perform the work in accordance with the bid specifications.

7.33.2 The Vendor shall use only those brands and types of chemicals approved by the City.

7.33.3 Vendors are required to submit with his/her bid a list of chemicals by type and brand that are proposed to be used on the City Contract.

7.33.4 The City reserves the right to reject any brand or type and order the Vendor to substitute another product acceptable to the City.

7.33.4.1 No other chemicals of any brand or type may be

used unless the Vendor has obtained written permission to change.

7.33.4.2 The Vendor must have annual training for all

employees on hazardous chemical and provide signed documentation by the employee of such training.

7.33.5 Materials may be identified by the Contract Administrator to be tested by a recognized testing laboratory.

7.33.5.1 A copy of the laboratory report giving the results of the test and a sample of each product, if requested, shall be…