8. Specification Guide for Janitorial Services.pdf

SAJ 10/01/09

JANITORIAL SCHEDULE

WORK SPECIFICATIONS

LEASE NO. DACW17-5-21-3010

A. GENERAL. Janitorial and cleaning services will normally be provided three times weekly.

Services shall be provided during normal working hours, 8:00 a.m. to 5:00 p.m., Monday through Friday, and shall be coordinated with the Corps of Engineers Representative (COER).

No keys to Government leased facilities are to be provided to the janitorial contractor under any circumstances. The janitorial contractor shall provide all necessary labor, transportation, tools, materials, equipment, and supplies to perform services. All cleaning procedures and

B. SCHEDULE OF JANITORIAL SERVICES:

SERVICE ITEM DESCRIPTION STANDARD

Dusting

(3 times per week)

Dust all surfaces, including: chairs, desks, cabinets, furniture, window sills, Venetian blinds, to include mini-blinds, base-boards, woodwork, HVAC vents, light fixture lens, or any surface where dust may collect and is clearly visible to the eye

Dry dusting may be sufficient 2 times per week, however minimum once a week a damp/ chemical treated cloth dusting is required

Vacuuming

(3 times per week)

Vacuum all carpets and hard surfaced floors, upholstered furniture, window sills, restroom facilities, entryways, common areas, and storage closets to remove all dust, debris, cob webs and visible particles including edges of carpets and baseboards and spot clean stains as needed with chemical cleaner

Vacuum with a beater brush/crevice hose type machine with a filtration system which minimizes airborne dust particles, (ideally a heppa filter vacuum)

Hard Surface Cleaning

(3 times per week)

Damp mop all ceramic, tile, or vinyl tile areas with an appropriate chemical cleaner. All non-carpeted floors shall be cleaned and maintained in accordance with the Performance Work Statement

All common areas must be cleaned to the same standards

High-Touch Surface Cleaning

(3 times per week)

Disinfect all high-touch surfaces (e.g. countertops, doorknobs, door handles, light switches, handles, toilet levers, sink handles, water fountain button door entry keypads, door phone systems, fixtures)

Clean/wipe down surfaceswith disinfectant. If surfaces are dirty, they shall be cleaned using a detergent or soap and water prior to disinfection.

For disinfection, at minimum alcohol solutions with at least 70% alcohol,and most EPA-Registered household disinfectants andClorox wipes are allowed.

Trash Removal

(3 times per week)

Empty all trash/waste baskets from all offices, commons and restrooms and remove all trash from the facility for pick up in dumpster or provided service at the facility

Provide and replace daily plastic trash can liners and wash out and scour all waste baskets once monthly for smell control

Restrooms (3 times per week)

Disinfect all restroom fixtures with a chemical disinfectant, clean and disinfect all floors, toilets and sinks so no encrustation or water rings are present.

Clean with antibacterial disinfectant all hard surfaces, floors and fixtures and replace paper products, toilet supplies, soap etc. as needed

Common Area Hallways/ Rooms

(3 times per week)

Vacuum carpeted areas and damp mop all ceramic tile, or vinyl tiles areas with an appropriate chemical cleaner. All noncarpeted floors shall be cleaned and maintained in accordance with manufacturer recommendations.

All common areas must be cleaned to the same standards as office space

Miscellaneous Cleaning

(3 times per week)

Includes removal of finger prints or smears on glass entrance doors in between window cleaning and surfaces that are highly noticeable including furniture or doors Venetian blinds, including mini-blinds, shall be removed and cleaned free of all dust and embedded dirt and re-hung in working order. Once removed for cleaning, the blinds shall be re-hung within three working days.

Drinking fountain clean and disinfect all porcelain and polished metal surfaces, including the cabinet, percolator orifices, and drains. The drinking fountain shall be free from streaks, stains, spots, smudges, scale and obvious soil.

Use damp cloth with cleaner to remove smears, fingerprints, Clean with antibacterial disinfectant all hard surfaces and fixtures.

Lease No. DACW17-5-21-3010 Location:

Wash Windows

(Once per month)

All interior and exterior window (weather permitting above 42 degrees) surfaces must be cleaned inside and out with appropriate chemical cleaner leaving no streaks, working around window stenciled signage that may be present

Chemical clean all windows to streak-free as weather permits, includes wiping off sills inside and outside, being careful not to damage blinds and safety window films which may be present.

Window film will be cleaned strictly in accordance with special care instructions. If no instructions posted clean with mild soapy solution (baby soap) with water with soft damp cloth.

Carpet Cleaning

(Twice a year; April, October) or as scheduled in advance. Must be performed after normal working hours.

Only the high-performance hot water extraction systems generated. High traffic areas and troublesome spots should be pre-treated The process consists of spraying a chemical cleaning solution with water into the pile and using a powerful vacuum, recovering the solution and soil into a holding tank. Should only be done by a truck-mounted unit outside the facility with only the hose and wand brought inside.

or this type of machine is acceptable for use.

Caution: Water/Steam Temperatures should never exceed 120ºF. Do not allow foot traffic on the carpet until it is dry. Place fans on wet areas during cleaning and allow carpets to dry as long as possible and complete procedure with a thorough pile lifting.

Professional Carpet Cleaners who use hot-water extraction who are rated and certified by the

Certification (IICRC) at 800-835-4624 with the soiling in high traffic or troublesome areas to keep the appearance of carpeting in-between cleanings. Traffic and spot cleaner should be applied prior to general cleaning.

C. CERTIFICATION OF SERVICES: Once a month (the first working day) the janitorial contractor shall post in each building or working area, at a location predetermined by the COER, an inspection form.

The form shall show the building number and building area, all services performed during the month (daily, weekly, monthly, or quarterly) and space for the janitorial contractor to initial daily to indicate that service was formed that day. Additionally, space shall be provided for the janitorial contract supervisor to make periodic general comments concerning services performed and to sign acceptance of the job performed that month. ( Sample Janitorial Services Checklist attached). These forms shall be retained by the Lessor and shall be made available for examination by the COER upon request.

D. PERFORMANCE CRITERIA: Acceptable and unacceptable contract performance will be determined between the COER on site and the contractor doing the cleaning on site. When the determine the deduction in price to be taken. The contractor's performance will be compared to Industry

COER.

E. IDENTIFICATION OF CONTRACTOR OR PERSONNEL AT GOVERNMENT

FACILITIES: All contractors, subcontractors, or personnel working at or in any Government facility shall be identified by a Photo ID issued by the Department of Homeland Security, Police Agency or other approved G number and status as a citizen of the United States. Said I.D. shall be worn in a conspicuous place and be made available for inspection, upon request by the COER. In addition the contractor shall be required to provide an identification card which includes the name of the company, a clear legible employee photograph at least 1 by 1 ¼ inches, the employee's name, signature, date of birth, hair and eye color, height and weight, and the signature, date and phone number of the company representative issuing the card. Said identification shall be worn in a conspicuous place be made available for inspection upon request by the COER. If feasible, the required identification cards can be combined into one.

F. BACKGROUND INVESTIGATIONS: All janitorial employees will have a background check investigation and an identification card.

1) Local Background Checks: Most, if not all Police agencies can provide an individual a record in a particular jurisdiction. An individual could go to the Police department in the town/county where they reside and simply request the document.

2) Other Background Checks: There are many private companies that conduct pre-employment criminal background checks for employers. This type of check requires the full name of the applicant and address. In some locations a signed release is also required from the applicant.

3) Non-US Citizen: The Department of Homeland Security has a pilot program that employers can join, at no fee, that allows them to conduct a social security verification check and immigration check on an alien employee. This program is currently available to employers in a several States to include New York. For more information, please contact the Department of Homeland Security Systematic Alien Verification for Entitlements Program at 1-888-464-4210.

G. GOVERNMENT FURNISHED PROPERTY AND SERVICES:

a. Government Furnished Facilities. The Government will not provide office space and operational facilities to the Contractor. The Contractor shall secure and maintain the necessary office space and other facilities required for the performance of this contract at his/her own expense.

b. Government Furnished Equipment. The Government will not provide tools or equipment to the Contractor.

c. Availability of Utilities. The Government will furnish the following utility services if applicable, at existing outlets, for use in those facilities provided by the Government and as may be required for the work to be performed under the contract: electricity, steam heat, natural gas, fresh water, sewage service, and refuse collection (from existing collection points). Information concerning the location of existing outlets may be obtained from the COER on site. The contractor shall provide and maintain, at his/her expense, the necessary service lines from existing Government outlets to the site of work.

H. CONTRACTOR FURNISHED ITEMS: The Contractor shall provide all equipment, tools, materials, supplies, services, and transportation to perform the requirements of this contract. Contractor will provide office space and operational facilities as needed.

Daily Janitorial Service Schedule:

M o n t h o f:

Location: COE:

Contractor Supervisor:

C a le n da r

D at e

F re qu en cy

C le an a cc es si bl e d e sk s, c ab in et s, s h e lv es ch ai rs , t ab le s

C le an b lin ds a n d w in do w s ill s

D u st le dg es a n d fix tu re s

C le an f in ge r pr in ts

, s m u d ge s fr om s w itc h co ve rs do or f ra m es

V ac u u m c ar pe te d flo o rs

S w ee p a n d cl e a n n on -c a rp e te d flo or s

D a m p m op t ile f lo rs w ee p o r va cu u m m a ts a n d en tr yw ay s

C le an a nd s an iti ze t oi le ts , u rin a ls si n ks le an a nd s an iti ze d r es t ro o m s up pl y di sp e ns er s

C le an a nd s an iti ze r es t ro o m f lo or s

D e od or iz e re st r o om s

H ig h- T o uc h S u rf ac e

C le a ni ng

F ill r es t ro o m d is p en se rs w /a pp ro pr ia te su p pl ie s su ffi ci e nt to a vo id d e pl e tio n lle ct a n d re m o ve t ra sh te a m

C le an C ar pe t

C le an n o-w ax fl oo rs w /n o -w a x cl e a n e r

S tr ip /s cr u b/ w ax /b uf f w ax ab le f lo or s

W as h w in d o w s

R e pl a ce b u rn e d

- o ut tu be s, b al la st s, b u lb s

3X 3X 3X 3X 3X 3X 3X 3X 3X 3X 3X 3X 3X N 3X S 1X A M N

In di ca te w h en

N )e e de d

N

LT

X p e r w ee k)

1X

3X or

X

P e r W ee k;

M

)o nt hl y;

Q

)u ar te rly

S

)e m i- A n nu al ly or

(A

)n nu al ly in t o p ro w u nd er t as k

Rating Legend: S - Satisfactory U - Unsatisfactory M - Marginal I - Insufficient (Supplies) R - Required but not accomplished N (or Blank) - Not Required

Note any comments as to the quality of work performed on the reverse; indicate applicable calendar date and task of comment.