8-ATTACHMENT A 26-0212.pdf

ATTACHMENT A – MINIMUM STANDARDS

The following minimum standards establish the baseline level of service and expectations required under this contract. The Contractor shall meet or exceed these standards at all times and adhere to the set expectations.

It is expressly understood and agreed between Vendor and the City of Arlington that Vendor will be an independent Contractor and not an agent, servant, employee, or representative of the City of Arlington in performance of this Contract for Janitorial and Related Services. No term of this provision of, or act of the Vendor or City of Arlington under this Contract shall be construed as changing the status.

Since Vendor is an Independent Contractor, the City of Arlington will not be providing the Vendor with any of the City’s Employee’s benefits, such as Worker’s Compensation coverage, nor will City be withdrawing from Vendor’s compensation, withholding taxes, social security taxes, employment insurance contributions and/or payroll taxes; and Vendor agrees to make any reports for taxes or otherwise required by state, federal or local law for self-employed person/entity for compliance with the above referenced programs and any and all taxing authorities and agencies.

Security

Keys/Badges: The security of the building keys will be maintained according to the policies of the

City of Arlington. Liability for lost keys, re-keying cost, and other related expenses shall be the full responsibility of the Vendor. The Vendor shall not alter any lock or reproduce any key. At the initiation of the contract, keys will be issued to the contractor for all buildings to be cleaned.

Thereafter, replacement keys or badges will be provided at a cost of $3.00 each.

The Vendor shall establish procedures to ensure that all building spaces are secured after completion of services as required by the City.

Some city facilities have entrance (burglar) alarms installed. The Vendor will be supplied with the access codes for these facilities. The Vendor will be responsible for distributing and training the cleaning staff in the use of these codes for entering and exiting the building.

Any fines associated with the failure by the cleaning staff to properly use these codes will be reimbursed by the Vendor to the City.

Background Checks

All janitorial personnel shall have criminal background check performed. In addition, all employees working in the Ott Cribbs Public Safety Center, Police Training Center, South Police Station, West

Police Station, East Police Station, Municipal Office Tower and Water Treatment Plants will be subject to background checks by the Arlington Police Department and the Federal Bureau of

Investigation.

The Vendor shall provide certification that all janitorial personnel assigned to City facilities have had a criminal background check prior to their assignment.

It is a goal of the City of Arlington to award this contract to a Vendor who can maintain a regular day-to-day staff with little or no turnover.

City of Arlington recognizes that events beyond the control of the Vendor such as the death, physical or mental incapacity, long-term illness, or the voluntary termination of employment of the on-site supervisor and/or staff will require that the Vendor propose a replacement. In the event that such a replacement is necessary, Vendor agrees that no personnel shall begin work on the project without prior written approval from the City of Arlington. All replacement personnel will require a background check for both criminal and FBI prior to the beginning of work.

The Vendor agrees that the on-site supervisor assigned to the project shall remain available for the entirety of the contract as long as that individual is employed by the Vendor and until the project is complete.

It the City of Arlington determines that the on-site supervisor is unable to perform in accordance with the service requirements, or to communicate effectively, the Vendor shall immediately remove that person.

Proposed replacement personnel shall meet minimum qualifications and have experience comparable to the person(s) being replaced. Replacement personnel shall be provided at no additional cost to the City of Arlington. The Vendor shall guarantee the replacement’s qualifications including a background check. The City of Arlington may reject any replacement if work performance is questionable or unfavorable. The City of Arlington will be the sole judge of the qualifications of the proposed replacement personnel.

If the City of Arlington determines that any Vendor personnel performing under this Contract is unable to perform in accordance with the service requirements, or to communicate effectively, or are, in the opinion of the City of Arlington, otherwise objectionable, the Vendor shall immediately remove that person.

Access to Sites

Access to the building shall be as directed by the City. Vendor’s employees are not to be accompanied in their work areas on the premises by any other person unless said persons are authorized. The Vendor shall be responsible for all persons admitted to the facility by the Vendor, its officers, agents or employees.

The Vendor’s representative shall accompany a city representative on tours of buildings once weekly. The purpose of these tours shall be to discuss cleaning improvements, additions, deletions, changes, and deficiencies. The days of the week for the tours shall be negotiated with the successful bidder. The tours shall not occur on Saturday or Sunday.

The successful bidder shall allow sufficient time, prior to the commencement of work beginning, to tour facilities with city personnel to become familiar with the facilities. The process may require several hours per day for up to ten days.

Payment of Services

Payments shall be made to the contractor in monthly installments. Payments shall be made monthly to cover the previous months work in accordance with the contract documents.

Reimbursable Cost for Services. The following must be included in the bid for on-site labor cost.

o Workers Compensation Insurance o F.I.C.A Insurance o State and Federal Unemployment Taxes o Vacation as accrued (if applicable) o Sick Leave Pay (if applicable)

The City will have no obligation to pay the Vendor a monthly amount which is in excess of the

Vendors bid amount.

Termination for Default

The City reserves the right to terminate this Contract immediately upon breach of any term or provision of this Contract by Vendor. In addition, Vendor understands and agrees that time is of the essence in performing this Contract and that the following events shall be deemed to be events of default by Vendor under this Contract:

• Vendor shall fail to commence the work in accordance with the provisions of this Contract, and such failure shall continue for a period of two (2) calendar days after notice is delivered to Vendor.

• Vendor shall fail to diligently provide janitorial services in an efficient, timely, and careful manner and in strict accordance with the provisions of this Contract, and such failure shall continue for a period of two (2) calendar days after notice is delivered to Vendor.

• Vendor shall fail to use an adequate number or quality of personnel or equipment to complete the work or fail to perform any of its obligations under this Contract, and such failure shall continue for a period of two (2) calendar days after notice is delivered to

Vendor.

• Vendor shall fail to perform any janitorial service as required by this Contract, and such failure shall continue for a period of two (2) calendar days after notice is delivered to

Vendor.

• Vendor shall fail to provide any supplies and/or materials as required by this Contract, and such failure shall continue for a period of two (2) calendar days after notice is delivered to

Vendor.

• Vendor shall fail to perform any specific janitorial service within the scheduled time period required by the Contract, or the specific cure period set forth herein below. The cure period within which a failure to perform must be corrected, which is not covered elsewhere in this provision, after notice is delivered to Vendor shall be the following time frame for each of the following tasks/duties. To the extent this subparagraph conflicts with any other provisions of this DEFAULT section, the provisions of this subparagraph shall control.

o Toilet tissue - 2 hours o Paper towels - 2 hours o Empty trash cans - 4 hours o Spray buff vinyl tile - 3 Days

• It is recognized that if Vendor is adjudged a bankrupt, or makes a general assignment for the benefit of creditors, or if a receiver is appointed for the benefit of its creditors, or if a receiver is appointed on account of its insolvency, such could impair or frustrate Vendor’s performance of this Contract. Accordingly, it is agreed that upon the occurrence of any such event, City shall be entitled to request of Vendor or its successor in interest adequate assurance of future performance in accordance with the terms and conditions hereof.

Failure to comply with such request within ten (10) calendar days of delivery of the request shall entitle City to terminate this Contract and to the accompanying rights set forth below.

• Contractor shall fail to satisfactorily respond to any written objections regarding the conduct of Contractor’s officers, agents, employees, invitees, subcontractors and any such subcontractor’s officers, agents, employees and invitees within five (5) business days of receipt of such objection from City.

• Upon the occurrence of any event of default specified above, City shall have the option to pursue any one or more of the following remedies without any notice or demand whatsoever.

• Terminate this Contract and complete the work in any manner it deems desirable, in which event Vendor shall immediately remove its equipment and personnel, and surrender all keys and codes providing Contractor access to any municipal buildings; and if Contractor fails to do so, City may, without prejudice to any other remedy which it may have, take such actions as are reasonably necessary to remove Vendor’s equipment and personnel from all municipal buildings, reclaim all municipal building keys and codes in Vendor’s possession or otherwise secure access to the municipal buildings at Vendor’s expense, without being liable for prosecution or any claim of damages therefor; and Contractor

• Agrees to pay to City on demand the amount of all loss and damages which City may suffer by reason of such termination.

• Perform the janitorial services or provide the supplies and materials using the City’s employees and resources at the Vendor’s expense.

• Hire a third party to perform the janitorial services and/or provide the supplies and materials at the Vendor’s expense.

• Withhold any payment, in whole or in part, related to unsatisfactory janitorial services until such time as the janitorial services are corrected.

• Withhold any payment, in whole or in part, related to janitorial services that were not performed within the scheduled time period required by the Contract until such time as the janitorial services are performed. However, nothing contained herein shall allow

Vendor to skip the performance of janitorial services in one scheduled time period, perform those services in any following scheduled time period and collect for performing said services in both time periods.

• Deduct amounts from Vendor’s monthly bills for janitorial services that are not performed, or which are not performed in a satisfactory manner, at one of the following rates to be determined in the sole discretion of the City: (a) the unit price bid by the Contractor; or, (b) the amount the Vendor actually billed for such services; or, (c) the rate assigned for each such service as set forth in Exhibit 3, “Criteria for Deduction”; or, (d) the amount charged by a third party or the City to perform the service and/or provide the supplies and materials.

• Deduct amounts from Vendor’s monthly bills for janitorial services that are not performed within the scheduled time period required by the Contract at one of the following rates to be determined in the sole discretion of the City: (a) the unit price bid by the Vendor; or, (b) the amount the Vendor actually billed for such janitorial services; or, (c) the rate assigned for each such service as set forth in Exhibit 3, “Criteria for Deduction”; or, (d) the amount charged by a third party or the City to perform the service and/or provide the supplies and materials.

• If after exercising any of the foregoing remedies the cost to the City exceeds that part of the pro rata Contract sum for the month in which the default giving rise to such remedy occurs, Vendor shall be liable for and shall reimburse City for such excess. Alternatively, and at City’s sole discretion the City may deduct such excess from Vendor’s subsequent monthly bills until such time as the total excess amount has been deducted.

• Vendor understands and agrees that time is of the essence in performing this Contract, and that failure to comply with any time or performance requirements in accordance with the

Contract will result in damage to City. City and Vendor have set out timetables for completion of the janitorial services required under this Contract. Vendor and City agree that it is and will continue to be impracticable and extremely difficult to determine the actual amount of such damage whether in the event of delay or nonperformance. Vendor agrees that the “Criteria for Deduction” set forth in Exhibit 3 to the Contract contains the minimum value of the costs and actual damage caused by Contractor’s failure to comply with any time or performance requirements under the Contract, and such sum(s) may be withheld or deducted from payments due or to become due to Vendor as liquidated damages.

• Pursuit of any one or more of the foregoing remedies shall not preclude pursuit of any other remedies herein provided or any other remedies provided at law or equity, nor shall the pursuit of any remedy herein provided constitute a forfeiture of or waiver of any damages accruing to City by reason of the violation of any of the terms, provisions and covenants herein contained. City’s acceptance of work following an event of default hereunder shall not be construed as a waiver of such event of default. No waiver by City of any violation or breach of any terms, provisions and covenants herein contained shall be deemed or constitute a waiver of any other violation or breach of any of the terms, provisions and covenants herein contained. Forbearance by City to enforce one or more of the remedies herein provided upon an event of default shall not be deemed or construed to constitute a waiver of such default. Should City at any time terminate this Contract for any default, in addition to any other remedy City may have, City may recover from Vendor all damages City may incur by reason of such default, including the cost of rebidding the

Contract and reasonable attorney’s fees expended by reason of default.

General Service

The Vendor’s representative shall accompany a City representative on tours of buildings once weekly. The purpose of these tours shall be to discuss cleaning improvements, additions, deletions, changes, and deficiencies. The days of the week for the tours shall be negotiated with the successful bidder. The tours shall not occur on Saturday or Sunday. The following is the minimum standard accepted by the City:

1. General Service Standards

• All services shall be performed in a professional, workmanlike manner consistent with industry best practices.

• All facilities shall be maintained in a clean, sanitary, safe, and orderly condition.

• Cleaning results shall be uniform across all City facilities regardless of location or building type.

• Services shall be delivered without disruption to City operations.

2. Appearance Standards

At a minimum, the following conditions shall be met after each scheduled service:

Floors (Hard Surface and Carpet):

• Free of visible dirt, dust, debris, stains, and spills

• No standing water or residue from cleaning products

• Corners, edges, and baseboards free of buildup

Restrooms:

• Fixtures (toilets, urinals, sinks) cleaned, sanitized, and free of stains, odors, and residue

• Mirrors clean and streak-free

• Floors clean and dry

• Supplies fully stocked (soap, paper towels, toilet paper)

• Trash removed and receptacles sanitized

Trash and Recycling:

• All waste containers emptied and relined as needed

• No overflow or visible debris around receptacles

• Waste disposed of in designated areas

Horizontal and Vertical Surfaces:

• Dust-free surfaces, including desks (where accessible), counters, ledges, and windowsills

• Doors, doorframes, and light switches free of smudges and fingerprints

• Interior glass clean and streak-free

Entrances and Common Areas:

• Free of litter, dirt, and debris

• Mats clean and properly positioned

3. Odor Control

• Facilities shall be free of objectionable odors.

• Restrooms and high-traffic areas shall be maintained with appropriate odor control measures.

• Odors shall not be masked with excessive fragrances.

4. Staffing Standards

The Contractor shall:

• Provide sufficient staffing to meet all service requirements

• Ensure staff are trained, supervised, and identifiable (uniforms and/or badges)

• Conduct background checks on employees assigned to City facilities

• Maintain consistent staffing to ensure service continuity

5. Supervision and Management

• A designated Contract Manager shall be responsible for overall performance

• Supervisors shall routinely inspect work and ensure compliance with standards

• Contractor shall provide a point of contact available during business hours and for emergencies

6. Quality Control and Inspections

• Contractor shall implement a documented quality control program

• Routine inspections shall be conducted and documented

• Deficiencies identified by the City shall be corrected within the timeframe specified by the

City (typically within 24 hours or sooner if critical)

• Repeated deficiencies may be considered non-performance

7. Safety and Compliance

The Contractor shall:

• Comply with all applicable safety regulations, including the Occupational Safety and Health

Act

• Maintain Safety Data Sheets (SDS) for all chemicals used on-site

• Ensure proper labeling, storage, and handling of cleaning chemicals

• Immediately report safety hazards, incidents, or damage to City personnel

8. Cleaning Products and Equipment

• Use commercial-grade equipment appropriate for each facility type

• Maintain equipment in safe, working condition

• Utilize cleaning products that are effective and appropriate for the surface being cleaned

• When required by the City, use environmentally preferable or “green” cleaning products

9. Security Requirements

• Contractor personnel shall comply with all City security procedures

• Access to facilities shall be limited to authorized personnel only

• Keys, access cards, and security credentials shall be controlled and returned upon request

• Any security incidents shall be reported immediately

10. Service Schedule Adherence

• Contractor shall perform all services in accordance with the approved schedule

• Missed services must be reported and corrected promptly

• Changes to schedules must be approved by the City in advance

11. Response Times

The Contractor shall meet the following minimum response expectations:

• Routine service issues: within one (1) business day

• Urgent issues (e.g., spills, restroom outages): same day

• Emergencies (e.g., biohazards, flooding): immediate response

12. Special and Related Services

Where applicable, the Contractor shall be capable of performing:

• Floor care (stripping, waxing, buffing, carpet extraction)

• Window cleaning (interior and, if specified, exterior)

• Event setup and cleanup

• Emergency cleanup services

All such services shall meet the same quality and safety standards outlined herein.

13. Environmental and Sustainability Standards

If required by the City:

• Follow sustainable cleaning practices, including waste reduction and recycling support

• Use low-toxicity, low-VOC products where feasible

• Minimize water and energy usage

14. Reporting Requirements

The Contractor shall provide, upon request or as required:

• Inspection reports

• Staffing reports

• Incident reports

• Service logs documenting completed work

15. Performance Expectations

Failure to meet these minimum standards may result in:

• Required corrective action

• Increased inspection frequency

• Contract remedies as defined in the agreement

Operational Standards, Performance, and Compliance

Establishes comprehensive operational, performance, staffing, supply, and compliance requirements to ensure consistent, high-quality custodial services across all city facilities under this

Contract.

1. Supply Quality and Standardization

The Vendor shall provide all consumable supplies necessary to maintain facility operations, including but not limited to toilet tissue, paper towels, and hand soap.

• Requirements:

o All supplies shall be commercial/institutional quality

• Supplies must be:

o Compatible with existing dispensers o Free from defects or substandard performance o The use of low-grade, diluted, or substituted products is prohibited

• Deficiencies include:

o Poor quality paper products o Inadequate absorbency o Soap that is diluted or incompatible

2. Staffing and Coverage Requirements

The Vendor shall maintain sufficient staffing levels to always meet all contract requirements.

• Requirements o Adequate personnel must be assigned o Complete all scheduled tasks o Maintain required service levels o Absences must be covered without disruption o The City reserves the right to require staffing adjustments

3. Response Time Standards

• The Vendor shall respond to service needs within the provided timeframe

• Failure to meet response times shall be considered non-performance

4. Inspection and Performance Scoring

Vendor performance shall be evaluated using City inspection procedures and scoring systems.

• Requirements:

o Minimum acceptable performance score: 85% o Scores below threshold require:

▪ Immediate corrective action

▪ Re-inspection o Repeated failure may result in:

▪ Increased monitoring

▪ Contract enforcement actions

• Complaint Tracking and Escalation

The Contractor shall:

o Maintain a log of all complaints o Respond within required timeframes o Document corrective actions

• Escalation

Repeated complaints about the same issue or facility may result in:

o Formal corrective action o Increased inspections o Contract deductions

5. Work Hours and Facility Access

• Perform services during approved hours only.

• Ensure work does not disrupt operations.

• Comply with all security requirements and access control procedures.

6. Training Requirements

The Vendor shall ensure all personnel are trained in:

• Proper cleaning procedures

• Chemical handling and safety

• PPE usage

• Biohazard response (basic level)

• Training documentation shall be available upon request.

6. Enforcement

Failure to comply with any provision under Operational Standards, Performance, and Compliance shall be considered non-performance and may result in:

• Corrective action

• Re-performance at Vendor’s expense

• Contract deductions (if applicable)

• Additional enforcement actions under this Contract

6. Authority

The Custodial Administrator reserves the right to:

• Interpret and enforce all provisions

• Require adjustments to service delivery

• Direct corrective actions

• Always ensure compliance

Detailed Specifications

GEN-1

***** OCCUPIED AREAS ****

SERVICES PERFORMED NIGHTLY (OR DAILY)

1. Empty, receptacles and remove all waste and rubbish from the premises nightly; wash receptacles as necessary. Remove trash liners as needed to prevent odors, or any offensive appearance.

2. Damp wipe furniture that has visible signs of stains, fingerprints, etc. with a treated cloth nightly.

3. Damp wipe and polish all glass furniture tops nightly.

4. Clean all water coolers and polish to a shine.

5. Vacuum carpeted areas, including stairs.

6. Remove all lint, physical dirt and spots from fabric, vinyl upholstered chairs, and couches, etc.

7. Do not move items on desks while cleaning. Do not unplug computers, copy machines, or other electrical equipment. Do not unplug, turn off or turn on any of the above equipment.

8. Discard only the contents in the waste containers. No other items are to be thrown away without express instructions of the building occupants or are marked “TRASH”.

9. Occupant doors found locked upon arrival are to be locked after the area has been cleaned.

10. At no time is the Contractor to assist entry of anyone other than the Contractor’s employees into the building. If facility is found open and unlocked call Arlington Police department

11. Lights are to be turned off upon completion of cleaning unless the work space is occupied.

12. Spot wash all glass, including partitions, doors, glass stairway panel, glass walls, and inside of interior glass windows, interior and exterior of entrance glass and adjoining windows.

13. Organize, arrange lobby furniture to provide uniform appearance including magazines and miscellaneous items on coffee tables.

14. Clean all breakroom counters, trash receptacle covers, tables, chairs and wash table tops.

15. In breakrooms, clean sinks daily and polish dry. Wipe down counter tops and splash boards.

Fill paper towel dispensers nightly.

16. Clean microwave ovens, removing interior and exterior spills and food residue.

17. Clean aluminum can recycling containers. Wipe up any spills on outside of containers.

18. Clean glass in vending machines. Wipe front of ice machines and polish stainless steel bin lids with a clean cloth. Do not use stainless steel polish on ice machines.

19. Wipe fronts and doors of cabinets in break areas.

20. Sweep exterior entrances to the building.

SERVICES PERFORMED WEEKLY

1. Dust all including office and public areas furniture, cabinet files, fixtures, paneling, windowsills, and other horizontal surfaces with a wool or static duster that will not spread dust into the air.

2. Remove all finger marks, smudges and food spills from all vertical surfaces, including doors, frames, around light switches, private entrance glass, walls and partitions.

3. Dust tops of picture frames, wall hangings and other wall accessories

4. Remove cobwebs from window and room corners and stair wells.

5. For buildings with patios/gardens, wipe down tables and chairs and collect garbage and debris along floor and plants.

SERVICES PERFORMED QUARTERLY

1. Dust/clean all heating and air conditioning vents and louvers.

2. Clean light fixture diffusers to remove dust and prevent cobwebs.

3. Refrigerators: Clean inside and out.

4. Vacuum, shampoo and extract carpet stains.

5. Visit library records storage facilities and areas for sweeping and dusting (This may be done bi-annually).

6. Dust ledges requiring dustng and removal of insects and debris on a quarterly, or biannual or annual basis. This may require the coordinated use of a cherry picker.

7. Clean windows and light fixtures in upper regions of the ceiling requiring the coordinated use of a cherry picker.

GEN-2

***** RESTROOMS *****

SERVICES PERFORMED NIGHTLY

1. Mop all hard surface floors with an approved disinfectant detergent solution.

2. Clean all mirrors, chrome and stainless steel. Polish to a shine.

3. Wash and disinfect all wash basins, urinals, toilet bowls to remove stains and clean the underside of the rims on urinals and bowls including flush holes. All men’s urinals shall be fitted with a disposable screen containing a rubberized scented urinal screen mat changed at least every 2 week basis.

4. Wash both sides of toilet seats with a disinfectant detergent solution and wipe dry.

5. Spot Damp wipe with a disinfectant, all partitions, tile walls, and outside surfaces of all dispensers, including soap dishes and receptacles, to remove stains, streaks, watermarks and soil. Polish to a shine.

6. Empty and sanitize all receptacles and sanitary napkin disposals, replace liners.

7. Fill toilet tissue, soap, towel, seat covers, and sanitary napkin dispensers. Test for proper operation. Maintain a supply of these supplies in the janitorial closet that will fill all dispensers.

8. Clean flushometers, piping, toilet seat hinges, and other metal. Polish to a shine.

9. Clean brass floor drain covers.

10. Wipe down shower walls, floors and fixtures with disinfectant solution. Remove soap and mineral deposits.

11. Clean rest room entrance doors especially push plates. Remove hand soil and smudges.

SERVICES PERFORMED WEEKLY

1. Dust all locker tops, partition tops, dispenser tops and other horizontal surfaces.

2. Completely Damp wipe with a disinfectant, all partitions, tile walls, and outside surfaces of all dispensers, including soap dishes and receptacles, to remove stains, streaks, watermarks and soil. Polish to a shine

3. Thoroughly clean and wash with disinfectant all sanitary napkin dispensers.

4. Pour hot water down drainage to deodorize restrooms.

SERVICES PERFORMED MONTHLY

1. Vacuum all louvers, ventilating grills, vents, and light fixtures to remove dust and prevent cobwebs.

2. Dust mini blinds and window sills.

3. Wash all walls, partitions, tile, light fixtures and enamel surfaces.

4. Completely Damp wipe with a disinfectant, all partitions, tile walls, and outside surfaces of all dispensers, including soap dishes and receptacles, to remove stains, streaks, watermarks and soil. Polish to a shine

SERVICES PERFORMED QUATERLY

1. Machine Scrub restroom floors with neutral detergent.

2. Extract carpet stains.

3. Visit City’s records storage buildings and areas for quarterly or biannually or annually sweeping and dusting.

GEN-3

***** PUBLIC AREAS *****

SERVICES PERFORMED ANNUALLY AND BY REQUEST FROM LIBRARY

WALLS:

1. Dust

2. Spot clean

3. Wash thoroughly

SERVICES PERFORMED MONTHLY

GLASS:

1. Completely clean/wash entrance and all glass doors.

SERVICES PERFORMED QUARTERLY

1. Door frames and jams will be dusted and wiped down to remove smudges and soil.

SERVICES PERFORMED EVERY TWO WEEKS

CEILING:

1. Remove all cobwebs, floor to ceiling.

SERVICES PERFORMED NIGHTLY

1. Spot clean glass entrance doors and all glass panels nightly, inside and out.

DOORS:

1. Wood and metal doors (8.5 ft in height) spot wash visible soil and stains. smudges and soil.

GENERAL AND MISCELLANEOUS:

1. Sweep and/or shake out entrance mats nightly, clean by extraction method quarterly.

GEN-4

***** EXTERIOR *****

SERVICES PERFORMED NIGHTLY

1. Empty, reline and wipe exterior of all trash receptacles under building overhangs within ten (10) feet of entrance.

SERVICES PERFORMED WEEKLY

1. Sweep the exterior concrete sidewalks covered by the building overhang. Remove any cob webs, bug nests, dead insects, etc. from exterior windows, window frames and ceilings of overhangs

2. Relevant to Downtown Library building, collect wrappers, cigarette butts, used drink containers and any garbage from the 3rd floor garden patio. Sweep down floor as needed, wipe down tables and chairs.

GEN-5

***** FLOOR MAINTENANCE *****

SERVICES PERFORMED NIGHTLY

1. Vacuum carpeted areas, including stairs and office spaces.

2. Dust mop (treated) or sweep all tile floors including stairs.

3. Damp mop all tile flooring (rest rooms with disinfectant solution).

4. Spot clean small carpet spills and stains.

5. Dust mop/sweep all concrete flooring. Spot mop spillage.

SERVICES PERFORMED BI-MONTHLY

1. Bonnet clean all carpeted areas. Extraction clean as needed, to meet proper appearance levels. Carpet should be free of dust, soil and stains.

2. Machine scrub vinyl composition tile. Apply new finish to maintain proper appearance level. City representative will notify Contractor on which floors need complete stripping and refinishing each month.

3. Machine scrub synthetic gym floors (Police Training Center).

4. Machine scrub and wet vacuum ceramic restroom tile. Finish floors specified by City representative. Scrub ceramic tile and terrazzo entrances. Finish floors specified by City representative.

SERVICES PERFORMED Monthly

1. Spray buff all vinyl composition tile.

2. Spray buff ceramic tile and terrazzo entrances specified by City representatives.

FLOOR STRIPPING, WAXING, AND BUFFING REQUIREMENTS

APPLICABILITY

This requirement applies to all resilient flooring surfaces (including, but not limited to, VCT, tile, and similar finished floors) in all facilities covered under this contract.

FLOOR STRIPPING, AND WAXING (BI-ANNUAL REQUIREMENTS)

The Contractor shall perform complete floor stripping and refinishing (waxing) a minimum of two

(2) times per year (bi-annually) for all applicable flooring surfaces.

REQUIREMENTS INCLUDE:

Removal of all existing floors finished (wax)

Removal of embedded dirt, buildup, and residue

Proper surface preparation

Application of new floor finish in uniform coats

Even, streak-free appearance with consistent gloss

FLOOR MAINTENANCE CLARIFICATION

Bi-annual stripping and quarterly buffing supersede previous monthly and bi-monthly floor maintenance frequencies.

SCHEDULING:

One service shall be performed during the first half of the year (January – June)

One service shall be performed during the second half of the year (July – December)

FLOOR BUFFING/BURNISHING (QUARTERLY REQUIREMENT)

The Contractor shall perform spray buffing and/or burnishing of all resilient floors a minimum of four (4) times per year (quarterly).

REQUIREMENTS INCLUDE:

1. Removal of scuff marks

2. Restoration of floor shine

3. Maintenance of uniform appearance

4. Use of approved equipment and products

SCHEDULING:

Buffing shall be performed once within each calendar quarter:

Q1: January – March

Q2: April – June

Q3: July – September

Q4: October – December

ADDITIONAL MAINTENANCE REQUIREMENTS

In addition to the above minimum frequencies:

1. Buffing shall be performed as needed in high-traffic areas

Additional stripping and refinishing may be required:

1. When floors show visible wear

2. When finish deterioration is observed

3. When directed by the Custodial Administrator

METHOD AND MATERIAL REQUIREMENTS

All floor care services shall:

1. Use City-approved chemicals and equipment

2. Follow manufacturer recommendations

3. Prevent damage to flooring surfaces

Leave floors:

Clean

Dry

Safe for occupancy

Documentation and Verification

The Vendor shall:

1. Provide a floor maintenance schedule for all facilities

2. Document completion of all stripping, waxing, and buffing activities

3. Make records available for inspection upon request

4. The City reserves the right to:

5. Verify completion through inspections

6. Require rework if standards are not met

DEFICIENCY CRITERIA

The following deficiencies shall be considered:

1. Failure to meet required frequency

2. Dull, uneven, or worn floor appearance

3. Visible buildup or residue

4. Missed areas or incomplete work

ENFORCEMENT

Failure to comply with this addendum shall be considered non-performance and may result in:

1. Corrective action within required timeframes

2. Re-performance at no cost to the city

3. Contract deductions (if applicable)

GEN-6

***** CARPET CARE *****

CARPET CLEANING FREQUENCY REQUIREMENTS (ALL FACILITIES)

QUARTERLY CARPET CLEANING

1. All carpeted areas across all facilities under Contract shall receive deep carpet cleaning on a quarterly basis (minimum four times per year).

2. Carpet bonnet cleaning shall not be used as a standalone method and is only permitted in conjunction with approved carpet extraction.

3. Deep cleaning shall include approved carpet extraction methods (hot water extraction or equivalent) and must be performed in accordance with:

a. Carpet manufacturer recommendations

b. Approved chemicals and equipment

CARPET CLEANING CLARIFICATION:

Quarterly extraction cleaning supersedes previous bi-monthly bonnet cleaning requirements.

CONTRACT SPECIFICATION

Minimum Schedule Requirement

Quarterly carpet cleaning shall be carried out during the following periods:

Q1: January – March

Q2: April – June

Q3: July – September

Q4: October – December

EACH FACILITY MUST BE CLEANED AT LEAST ONCE WITHIN EACH QUARTER

Applicability

This requirement applies to:

1. All administrative buildings

2. All public safety facilities

3. All libraries

4. All municipal buildings

5. Any facility containing carpeted areas under this contract

ADDITIONAL CLEANING (BEYOND QUARTERLY)

In addition to the quarterly requirement:

1. Spot cleaning shall be performed daily or as needed

Additional deep cleaning shall be carried out:

1. When visibly soiled

2. After spills or incidents

3. When directed by the Custodial Administrator

Verification & Documentation

The Vendor shall:

1. Provide a quarterly carpet cleaning schedule for all facilities

2. Submit completion reports after each service

3. Maintain documentation for inspection and audit

4. The Custodial Administrator reserves the right to:

5. Verify completion through inspections

6. Require re-cleaning if standards are not met

Non-Compliance

Failure to perform quarterly carpet cleaning shall be considered non-performance. which may result in:

1. Corrective action

2. Re-cleaning at no cost

3. Contract deductions

4. Further enforcement actions

GEN-7

***** URINAL MAINTENANCE *****

URINAL MAINTENANCE AND DEODORIZING PRODUCTS (VENDOR-PROVIED FOR ALL FACILITIES)

GENERAL REQUIREMENTS

All urinals shall be maintained in clean, sanitary, and odor-free condition at all times, and in accordance with the Janitorial Scope of Work and Specifications.

Contractor-Provided Supplies (Contract Requirement)

The Contractor shall be fully responsible for furnishing, installing, maintaining, and replacing all urinal deodorizing products, including urinal screens, at no additional cost to the City.

This includes:

1. Initial installation

2. Ongoing replacement

3. Proper disposal

URINAL SCREEN FREQUENCY CLARIFICATION:

All men’s urinals shall be fitted with a disposable scented urinal screen mat and replaced at minimum every two (2) weeks.

Approved Products

1. Urinal Screens (Required)

2. Urinal screens (splash guards with deodorizing properties) shall be used in all urinals unless otherwise directed by the Custodial Administrator.

3. All screens must be:

4. Custodial Administrator approved prior to use

5. Maintained in sanitary condition

6. Replaced at a frequency sufficient to maintain odor control

Prohibited Products

Urinal blocks, urinal cakes, or loose deodorizing solids are strictly prohibited and are not allowed due to:

1. Plumbing damage and clogging risks

2. Residue buildup

3. Maintenance and operational issues

Chemical and Safety Compliance

All products used must:

1. Be included on the approved chemical/product list

2. Have current SDS documentation available upon request

3. Be used in accordance with manufacturer guidelines

4. Inspection and Deficiency Criteria

The following deficiencies shall be considered:

1. Missing urinal screens

2. Use of prohibited products

3. Strong or persistent odors

4. Unsanitary urinal conditions

5. Worn, ineffective, or deteriorated screens

Enforcement

Failure to comply shall be considered non-performance and may result in:

1. Immediate corrective action (within 24 hours)

2. Replacement at Contractor’s expense

3. Contract deductions (if applicable)

4. Additional enforcement actions under the Contract

Authority

The Custodial Administrator has the right to:

1. Approve or reject any product

2. Require changes in product type or replacement frequency

3. Enforce compliance at any time

GEN-8

***** HOURS FOR CLEANING *****

All hours available for cleaning the facilities are addressed in the individual specifications for each building. Unless otherwise noted, the facilities are closed and will not require cleaning on the following holidays: New Years Day, Martin Luther King’s Birthday, Presidents’ Day, Good Friday, Memorial Day, Juneteenth, Fourth of July, Labor Day, Thanksgiving Day, Thanksgiving Friday, Christmas Eve, Christmas Day. When City facilities are closed for unforeseen circumstances or events, cleaning will not be required.

GEN-9

*****COMPUTERS AND ELECTRONICS*****

COMPUTERS AND ELECTRONIC EQUIPMENT

Computers and electronic equipment will not be cleaned by the contractor.

GEN-10

*****AFTER HOURS EMERGENCIES*****

The contractor shall provide an hourly rate for emergency cleaning needs for items such as spills, etc. on the Quotation Form.

GEN-11

*****BIOHAZARD CLEANING*****

BIOHAZARD CLEANING AND RESPONSE REQUIREMENTS

DEFINITION OF BIOHAZARD

For the purposes of this contract, biohazard materials include, but are not limited to:

1. Blood and bodily fluids

2. Vomit and human waste outside normal restroom use

3. Animal waste (including canine units)

4. Sharps (e.g., needles or broken glass contaminated with bodily fluids)

5. Any material that may contain infectious agents

TIERED RESPONSE REQUIREMENTS

Tier 1 – Routine Biohazard Cleaning (Contractor Responsibility)

The Contractor shall be responsible for the immediate cleanup and disinfection of routine biohazard incidents.

Examples include:

1. Small blood spills

2. Vomit

3. Urine or feces outside fixtures

4. Minor contamination in public or staff areas

Requirements:

The Contractor shall:

1. Respond immediately upon notification

2. Use appropriate Personal Protective Equipment (PPE) including gloves and other protection as required

3. Clean and disinfect using approved disinfectants with proper dwell time

4. Dispose of waste in accordance with standard sanitation procedures

5. Restore the area to a clean, sanitary, and odor-free condition

Tier 2 – Moderate Biohazard Incidents (Controlled Contractor Response)

The Contractor may perform cleanup of moderate biohazard incidents under controlled conditions and with supervisory oversight.

Examples include:

1. Larger bodily fluid spills

2. Repeated contamination areas

3. Animal-related contamination (e.g., kennel areas)

Requirements:

1. Notify Custodial Administrator

2. Ensure enhanced PPE is used

3. Document of the incident and cleanup actions

Tier 3 – High-Risk Biohazard (EXCLUDED FROM CONTRACTOR RESPONSIBILITY)

The Contractor shall NOT perform cleanup of high-risk biohazard incidents.

Examples include:

1. Large quantities of blood

2. Needles or sharps

3. Crime scenes

4. Decomposition or hazardous conditions

5. Known or suspected infectious disease outbreaks

Required Action:

The Contractor shall:

1. Immediately secure the area (if safe to do so)

2. Notify the Custodial Administrator without delay

3. Cease all cleaning activity in the affected area

These incidents shall be handled by a specialized biohazard or hazardous materials contractor as directed by the Custodial Administrator

SAFETY AND COMPLIANCE REQUIREMENTS

The Contractor shall:

1. Follow all applicable OSHA and safety regulations

2. Use only approved disinfectants and materials

3. Maintain access to SDS documentation

4. Ensure staff are trained in basic biohazard response procedures

Equipment and Supplies

The Contractor shall maintain:

1. Appropriate PPE supplies

2. Disinfectants suitable for biohazard cleanup

3. Materials necessary for safe containment and cleanup

Inspection and Deficiency Criteria

The following deficiencies shall be considered:

1. Failure to respond to routine biohazard incidents

2. Improper cleanup or disinfection

3. Lack of PPE usage

4. Performing prohibited high-risk cleanup

5. Failure to report escalation-required incidents

Enforcement

Failure to comply with this addendum shall be considered non-performance and may result in:

1. Immediate corrective action

2. Re-cleaning at Contractor’s expense

3. Contract deductions (if applicable)

4. Additional enforcement actions under this Contract

Authority

The Custodial Administrator reserves the right to:

1. Determine classification of biohazard incidents

2. Direct cleanup or escalation actions

3. Require additional services as necessary

4. Enforce all provisions of this addendum