Agency's Specifications.pdf

SPECIFICATIONS

AIDT MONTGOMERY CENTER JANITORIAL SERVICE

SCOPE OF SERVICE

I. The appearance and cleanliness of the AIDT facilities are of the utmost importance to AIDT management. Performance of the custodial/janitorial services w i l l be monitored and evaluated accordingly.

2. THE SUPPLIER SHOULD NOT TURN OFF ANY EQUIPMENT LEFT ON BY

AIDT EMPLOYEES.

3. Provide custodial/janitorial services for facilities located at One Technology Court, Fifteen Technology Court, five (5) days a week on Monday through Friday. The contractor will not work on Saturdays, Sundays, or state holidays without written permission by Al DT. Semi- annual carpet cleaning will take place on Saturdays only.

4. The contracted service includes the bidder providing all equipment and supplies necessary for the cleaning/janitorial services except the ones listed in the bid.

5. Supplier shall furnish any and all labor, materials. and supervision needed to perform the work as outlined in this bid to maintain the facilities in a clean and sanitary condition and in accordance with the bid specifications.

6. AIDT will not provide equipment and/or supplies necessary to perform the services

(vacuum cleaners, dust cloths, furniture polish, etc.).

7. All supplies listed are at the expense of the supplier and shall be commercial strength and meet all safety requirements.

8. AIDT will not reimburse the supplier for the cost of the janitorial supplies.

9. AIDT will provide, toilet paper, hand towels, hand soap, air fresheners and trash can liners. No other supplies will be furnished by AIDT.

10. The Supplier is required to keep all dispensers filled with appropriate supplies provided by AIDT.

11. The supplier is responsible for payroll of employees in the service of this contract. In the event the federal government increases the minimum wage during the contract period, the vendor shall increase the wages to match the new rate as soon as possible after the effective date.

12. The supplier is responsible for all payroll taxes for employees in service of this contract plus all related payroll taxes and expenses.

13. The supplier will assume all liability for any injuries suffered by any person in connection with the supplier's equipment or vehicles.

14. The supplier will assume all liability for employees while working on AIDT site. All employees will be required to wear identification badges to identify themselves while on AIDT property.

15. The supplier shall adequately secure the keys and code they are provided by AIDT for access to the buildings. Should the supplier lose or have stolen any keys issued to them by AIDT, the cost of changing locks or keys to the building (s) or areas accessible by the lost or stolen keys will be deducted from the supplier's invoice to AIDT for the work performed under the contract.

16. The Supplier will be responsible for supervision of their personnel while on AIDT premises.

17. The supplier will provide AIDT representative with a business telephone number and personal contact to handle additional requests and services.

18. The Supplier will invoice AIDT monthly in arrears for custodial/janitorial services.

AIDT will make payment net 30 days following the period of services. Submit all invoices either by mail to:

19. The Supplier must provide AIDT with a signed and dated monthly summary report on the 1st Monday of each month that includes a full listing of services performed weekly, monthly, quarterly, and semi-annually. This list must include the type of services performed and date of services.

20. Monthly meetings may be conducted between AIDT contact and company contact to discuss ongoing service requirements or any related issues. Meetings may be conducted onsite at AIDT facilities or via conference call if required.

21. The bid quote must include the following:

a. A copy of certificate of insurance

ACCESS HOURS/WORK SCHEDULE

I. Schedule: Monday through Friday Services:

Monday through Thursday services to be performed between the hours of 4:30 pm and 8:30 pm Friday services to be performed after 1:30pm Saturday services-Carpet Cleaning only

2. Successful bidder will be provided a list of holidays that will be observed.

3. No cleaning on observed holidays with AIDT.

4. Specific services and service schedule follow on separate pages. Linda Sherrill will coordinate all cleaning procedures. Any special circumstances requiring additional access to AIDT facilities must be coordinated with Linda Sherrill.

5. In case a modification is necessary, AIDT and the vendor will recalculate the monthly cost based on services requested and bid pricing.

6. Services requested will be listed as daily, weekly, monthly, quarterly and semi-annually as needed billed in arrears.

7. AIDT will work with supplier to establish a schedule that is compatible with supplier and the work schedule for AIDT employees. The suggested schedule is subject to change to achieve the most efficient work schedule.

FACILITY INFORMATION

1. Two (2), one-story structures and one (1), two-story structure; Administration Offices, Training Center, Print Shop, Warehouse and Fleet Management Building.

2. Three (3) Restrooms in Administration Building, Two (2) Restrooms in Training Center and One (1) Restroom in Warehouse area, which includes a shower.

3. Kitchen area, Lobby/Receptionist area, Conference Room, Manager's Office, Two (2)

Restrooms in the Fleet Management building.

4. One (I) Receptionist Area in Administration Building.

5. Two (2) Lobby Areas-one each in Administration and Training Center.

6. Approximately 930 square feet of carpeted areas.

SCHEDULE OF SERVICES

I. General Areas-Private Offices, Lobby, Classrooms;

Executive Conference Room, Joe D. Self Auditorium

Daily Weekly Monthly Quarterly Semi- Annual

Empty Wastebaskets/Trash cans; wash if needed. reline and dispose of trash in designated areas X

Dust all furniture including but not limited to desks. chairs.

tables and file/storage/book cabinets. Clean and sanitize Aud.

tables.

X

Clean and sanitize telephones

Clean and sanitize drinking fountains

Clean interior/exterior glass doors in all areas (non-ammonia)

Dust mop resilient and hard floors

Vacuum all carpeted areas & rugs in all areas including entry mats

Spot clean spills and stains on resilient floors and floor mats as needed X

Spot clean spills and stains on furniture in lobby area as needed

Polish furniture in lobby, Executive Conference Room and Joe D. Self Auditorium

Polish furniture in the Director and Executive Assistant's office.

Coordinate service schedule with AIDT contract representative

Polish furniture in private offices

Remove dust & cobwebs from ceiling, baseboards, corners & wall areas

Dust all surfaces including sills, ledges. moldings. shelves, picture frames, ducts, blinds. etc.

Vacuum fabric furniture

Clean Carpet-According to attached Spec Sheet-Main Building, Training Center

Front Glass Doors and window cleaning at the Administration Building and Howard Training Center.

Chemicals used should be Safe for tinted windows and vinyl logos. Services to be completed during normal business hours.

2. WASHROOM/RESTROOMS-MAIN BUILDING, TRAINING

CENTER, WAREHOUSE and FLEET MANAGEMENT

Daily Weekly Monthly Quarterly Semi- Annual

Clean, sanitize, and polish all fixtures, including toilet bowls, interior/exterior areas to the floor, urinals, and hand basins and lavatories

Clean all glass and mirrors X

Empty all containers and disposals, insert liners, clean and sanitize all containers

Empty and sanitize interior of sanitary containers X

Clean and refill all dispensers to normal limits - napkins, soap, tissue, towels, liners, deodorizing units, and sanitary supplies

Sweep, damp mop, and sanitize hard floor X

Dust all surfaces including sills, moldings, ledges, shelves, frames, ducts, heating outlets

Clean all walls, doors, and partitions

Clean and sanitize all fixtures in Warehouse shower, including shower wall/curtain, and interior/exterior areas to the shower

3. EATING, BREAK ROOM, VENDING AND KITCHEN AREA

Damp clean and sanitize tabletops, seats, and back of chairs X

Empty all containers and disposals X

Empty trash cans and replace liners. All trash to be taken to outside trash dumpster

Clean and sanitize sinks and drinking fountains X

Clean doors, frames, light switches, handles, and walls X

Clean interior and exterior of microwave oven X

Clean interior and exterior of refrigerators, and stainless steel surfaces

3. EATING, BREAK ROOM, VENDING AND KITCH EN AREA

(cont.)

Daily Weekly Monthly Quarterly Semi- Annually

Add detergent and set the dishwasher to run a complete wash cycle. Unload dishes. cups, plates, etc. and place in cabinets

Empty paper shredder in designated area and replace liners as needed

Damp clean furnishings· pedestals or legs

4. FLOORS-RESILIENT AND HARD, HALLWAY & BREAKROOM

Dust and damp mop

Scrub to remove scuff and heel marks: refinish to maintain protective coating and gloss

Strip clean, refinish and machine polish-Fridays only after 1 :30 p

5. SHOP/WAREHOUSE-DOWNSTAIRS & UPSTAIRS

Empty, wastebaskets/trash cans; wash if needed, reline and dispose of trash in designated areas

Dust all furniture including but not limited to desks, chairs, tables, and file/storage/book cabinets

Clean and sanitize telephones X

Clean and sanitize drinking fountains X

Spot clean spills and stains on carpet, resilient floors and floor mats when needed

Dust all surfaces including sills. ledges. moldings. shelves. picture frames. ducts. blinds, etc.

Spot clean furniture X

Vacuum fabric furniture

5. SHOP/WAREHOUSE-DOWNSTAIRS & UPSTAIRS (cont.)

Daily

Weekly

Monthly

Quarterly Semi-

Wash and sanitize trash cans-Office areas only

Dust and damp mop floors-Office areas only

6. PRINT SHOP

Empty wastebaskets/trash cans and recycle bins; wash if needed reline and dispose of trash in designated areas

Sweep floor X

Dust Shelving Units as needed

7. FLEET MANAGEMENT BUILDING

a. GENERAL AREAS

Empty wastebaskets/trash cans. All trash to be taken to

Dust mop floors X

Sanitize light switches and doorknobs X

Dust and remove cobwebs

b. ALL WASHROOMS/RESTROOMS

Clean, sanitize, and polish all fixtures X

Clean all glass and mirrors X

Empty all containers, disposals, insert liners, clean & sanitize X

Sweep, damp mop and sanitize hard floors X

Clean, sanitize, and polish all fixtures in shower

7. FLEET MANAGEMENT BUILDING (cont.)

Daily Weekly

Monthly Quarterly Semi-

c. FLOORS

Dust and damp mop X

Remove scuff marks/marks on hard floors

d. BREAKROOM, EATING, VENDING & KITCHEN AREAS

Damp clean and sanitize table tops and seats X

Empty all trash cans and replace liners. All trash to be taken to

Clean doors. frames, light switches, handles and walls X

Clean exterior/interior of microwave oven X

Clean exterior/interior of refrigerator

8. GENERAL

Notify building contact of any irregularities (i.e. defective plumbing, unlocked doors, lights left on, restroom supplies)

Turn off all lights except those to be left on, lock all doors and set alarm. If AIDT employee is present, coordinate security of building with employee.

SUPPLIER'S PROPOSAL (Itemized) Bid XXX - AIDT Montgomery Center Janitorial Services

Proposal:

Monthly service fee to perform daily, weekly and monthly services described in:

Section 1 General Areas-Private Offices, Lobby, Classrooms, Executive Conference Room, and Joe D. Self Auditorium

Section2-Washroom/Restrooms Main Building, Training Center, Warehouse and Fleet Management

Section 3 Eating, Break Room, Vending and Kitchen Area Section 4 Floors Section 5 Shop/Warehouse Section 6 Print Shop Section 7 Fleet Management Building Section 8 General

Monthly total for above services as described ....................................... $ _

Annual total for above services as described ......................................... $ _

Quarterly Services:

Section 4 - Strip and Wax Floors; Hallway and Break Room ............................. $

Annual total for Quarterly Services as described .................................. $ _

Semi-Annual Services:

Section 1- Clean Carpets-Main Building, Training Center, Safety Office-Warehouse ............................................................... $ _ Clean Front Glass and Windows……….................................. $ _ Clean Front Glass and Windows at Admin Building and Howard Training Center ...................................................................... $

Section 5 Strip and Wax Floors, Shop/Warehouse ............................................ $

Annual total for Semi-Annual Services as described .............................. $ _

Section 7 Strip & Wax Floors, Fleet Management Bldg ................................... $

Annual total for Semi-Annual Services as described ................................ $ _

BID TOTAL ................................................................................................................. $ _