Montgomery Career Center

1060 East South Blvd

Montgomery, AL 36116

Janitorial Service Specifications

Section I: Scope

Supplier shall furnish all labor, material, equipment and supervision to maintain facility in a clean and sanitary condition and in accordance with the following specifications. All nightly services are to be performed five nights each week, after 5:00 p.m. Monday through Friday. No cleaning operation will be after 12:00 midnight without written permission by the department.

Section IA: Key Control

1. The supplier shall adequately secure the keys, key cards, other entry devices and codes provided by the state.

2. Any such item, which becomes lost, missing, or stolen, will be immediately reported to the department supervisor by the contractor. Should the supplier lose or have stolen any keys issued to the supplier by the state, the cost of changing locks or keys to buildings, rooms or areas accessible by the lost or stolen keys will be deducted from the supplier’s invoice to the state for the work performed under this contract.

Section II: Examination of Buildings

Supplier is to conduct a thorough and complete examination of the 21,000 square foot facility prior to submitting a bid. Failure of supplier to completely familiarize himself/herself with the building conditions and requirements prior to submitting the bid will not relieve the bidder of the responsibility in meeting the specifications. Suppliers will be required to attend a mandatory pre-bid site visit.

Section III: Technical Assistance

Suppliers are to have an adequate service organization with local representatives and cleaning personnel. The service representatives must be employed by the supplier or designated by them as their authorized representatives on a full-time basis and not as a sub-supplier. There will not be any sub-contracting at any time unless approval is given by the Chief Procurement Officer of the Division of Procurement.

Section IV: Supervisory Personnel and Supplies

Supplier must furnish competent and skilled people to assure quality and performance within the terms and conditions of the contract. There will not be any children under the age of eighteen or pets allowed on premises during cleaning operations. The janitorial owner or appointed manager’s name, address, and phone number will be given to the Janitorial Onsight supervisor.

The supervisor may be a working supervisor but must make sufficient inspections and follow-up program to ensure the services are performed as specified. Suppliers must post regulations governing their employees while in the building and also post a copy of the cleaning schedule in the supply closet.

Supplier shall submit prior to commencement of contract a list of all materials and equipment to be used in providing the cleaning service. Department may approve or disapprove any products or equipment: All cleaning supplies used by the contractor shall be commercial strength and meet all safety requirements. Suppliers should not use supplies such as ammonia, etc. Safety data sheets pertaining to cleaning supplies shall be given to the career center manager.

Section V: Qualifications

1. Suppliers are required to submit three (3) references with their bid response. The references should show at least one (1) year of experience with office space comparable with the square footage of Montgomery Career Center (approx. 21,000 sq ft).

2. Supplier must submit a liability insurance certificate with a minimum $100,000.00 and $50,000.00 per occurrence.

3. Supplier must submit a workers’ compensation certificate when employing five (5) or more employees.

4. Suppliers must submit a list of cleaning products accompanied by Safety Data Sheets

(SDS).

Section VI: Items Furnished by the State

1. Paper towels, toilet tissue, hand soap, trash can liners and liners for sanitary napkin holders will be furnished by the state. Supplier to replace in dispensers and trash cans. All dispensers furnished and installed by the state.

2. Invoice to be rendered at the end of each month in arrears by vendor. Contact department for payment of services.

Suppliers are not required to work on state holidays.

If the supplier is required to work on Saturday or Sunday, the contractor will be paid the daily rate. The supplier is not to work any of these days without written permission by the department.

Section VII: Cleaning Schedule and Duties to be Performed by Supplier

A. Offices, Breakroom, and Conference Rooms:

1. Nightly(n)

a. Empty waste baskets. Replace all obviously soiled or torn liners in wastebaskets. Wastepaper and trash will be put into trash can/dumpster in the main disposal area. (n)

b. Dust mop tile floors, taking care to get under furniture and into corners. (n)

c. Damp mop tile floors to remove all foreign matter and/or spillage. (n)

d. Vacuum all carpets. (n)

e. Clean, disinfect with germicidal detergent solution and polish drinking fountains. (n)

f. Employee’s breakroom, tile floors are to be damp mopped, counter/tabletop, appliances and sinks are to be kept clean. (n)

g. Front and back entrances & sidewalks to be kept clean of all paper and trash.

(n)

h. Supply closets to be always kept clean and neat. (n)

2. Weekly (w)

a. Wet mop and spot wax floor where areas show excessive wear. (w)

b. Thoroughly dust all horizontal surfaces, including all available desktops, tables, file cabinets, windowsills, chairs, ledges, etc. (w)

c. Remove handprints from glass topped desks, doors, etc. (w)

d. Remove handprints from around light switches and door frames. (w)

e. Clean and polish bright metal to hand height. (w)

f. Clean all glass in partitions and doors (both sides). (w)

g. Dust and wipe all telephones. (w)

h. Dust all vertical surfaces such as desks, file cabinets, and chairs. (w)

i. Remove dust from all hard-to-reach areas such as tops of high cabinets, picture frames, baseboards, light fixtures and any other surface not serviced daily. (w)

j. Wash out trash receptacles using a disinfectant. (w)

3. Monthly (m)

a. Dust and/or vacuum vents in ceilings walls (m)

b. Spray buffs all uncarpeted floors. (m)

c. Vacuum all fabric furniture. (m)

d. Remove noticeable accumulations of dust on chair bottoms, base of coat racks, bottom of typewriter stands, doors, etc. (m)

e. Clean all windowsills. (m)

f. Sanitize all telephones. (m)

B. Restrooms:

1. Nightly (n)

a. Empty all containers and disposals. (n)

b. Clean mirrors. (n)

c. Clean and disinfect with a germicidal detergent solution on all wash basins, commodes, toilet seats, urinals and adjacent surfaces. (n)

d. Remove splash marks from walls around wash basins and urinals. (n)

e. Wet mop restroom floors using a germicidal detergent solution. (n)

f. Empty waste baskets. Replace all obviously soiled or torn liners in wastebaskets. Wastepaper and trash will be put into trash can/dumpster in the main disposal area. (n)

g. Clean exterior of plumbing around faucets (n)

2. Weekly (w)

a. Clean entrance door. (w)

b. Clean towel cabinet covers. (w)

c. Clean toilets and urinals with an acid-type bowl cleaner and bowl mop. (w)

d. Dust, spot clean, metal partitions and polish bright work. (w)

e. Wash and sanitize metal partitions. (w)

f. Remove fingerprints from stall doors. (w)

g. Clean exterior of plumbing under sinks (w)

h. Wash trash receptacles using a disinfectant. (w)

3. Monthly (m)

a. Dust and/or vacuum vents in ceilings/walls. (m)

C. Lobby Entranceways and Corridors:

1. Nightly (n)

a. Dust and damp mop floors. (n)

b. Vacuum entrance mats and replace in the entranceway after the floor has dried. (n)

c. Dust and clean to remove fingerprints from all glass. (n)

Section VIII: Quarterly Services:

The supplier must coordinate with the agency contact and schedule the services at least seven

(7) days in advance.

1. Thoroughly strip, rinse, and apply two coats of finish to all tile floors.

2. Shampoo or steam clean all carpets. Method used depends upon type of carpet.

3. Dust all corridor walls up to the ceiling with untreated mop or vacuum. Dust or clean ceiling vents.

4. Clean all light fixtures thoroughly.

5. Clean all windows (inside and outside).

6. Dust all blinds or wash if necessary.

7. Clean all baseboards thoroughly

8. Clean all paneling with oil soap

Section IX: Additional Services

Upon completion of work each night, lights are to be turned off (except those designated to be left on by the supervisor), doors locked, premises secured and left in a neat and orderly condition.

Telephone Service:

Supplier should provide a land line telephone number, telephone answering machine and/or fax number (no cell phones) to enable the state to get in touch with the contractor at any time concerning janitorial services. Changes in phone numbers should be given to the division of purchasing as soon as possible. Calls must be responded to as soon as possible – no later than 24 hours after call (this is for work days only). Problems must be handled during the work hours – not after work hours or weekends. Calls will be confirmed in writing. Failure to respond will be confirmed in writing.

Section X: Inspection of Services

Each supplier is expected to ensure performance to standard through his or her quality control system. The supplier is expected to meet with the Montgomery Career Center contact once a month to ensure specifications are being met. Incomplete performance disclosed by state or department inspections, at the sole election of the state and upon notification of the supplier, the supplier will be required to correct all deficiencies within the next business day. Supplier shall explain, in writing, within five (5) days why performance was unacceptable, how performance will be returned to acceptable levels, and how recurrence of the problem will be prevented in the future. The state may re-inspect for poor performance, and the supplier may be held liable for the cost associated with re-inspection.