Amended 2 S000000169 Janitorial Services.pdf

Amended #2 Solicitation #S000000169 Page 1 of 25

STATE OF ARKANSAS

DEPARTMENT OF TRANSFORMATION AND SHARED SERVICES

OFFICE OF STATE PROCUREMENT

501 Woodlane St., Ste. 220

Little Rock, Arkansas 72201-1023

INVITATION FOR BID

SOLICITATION DOCUMENT

SOLICITATION INFORMATION

Solicitation Number: Amended #2 S000000169 Solicitation

Issued: November 30, 2022

Description: Janitorial Services

Department: Arkansas Department of Energy and Environment

SUBMISSION DEADLINE AND DELIVERY OF RESPONSE DOCUMENTS

Bid Opening Date: December 14, 20, 2022 Bid Opening Time: 10:00 A.M., Central Time

Bid responses for this Invitation for Bid must be submitted through ARBuy, the State’s eProcurement system.

It can be accessed at https://arbuy.arkansas.gov. Bids received after the submission deadline may be rejected as untimely. See section 1.2 for information regarding Live Bid Openings.

TSS OFFICE OF STATE PROCUREMENT CONTACT INFORMATION

TSS OSP Buyer: Julia Shackelford Buyer’s Direct Phone Number: 501-371-6079

Email Address: Julia.shackelford@arkansas.gov TSS OSP’s Main Number: 501-324-9316

TSS OSP

Website: https://www.transform.ar.gov/procurement/ https://arbuy.arkansas.gov/ mailto:Julia.shackelford@arkansas.gov https://www.transform.ar.gov/procurement/

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SECTION 1 – REQUIREMENTS

• Do not provide responses to items in this section unless specifically and expressly required.

1.1 INTRODUCTION

This Invitation for Bid (IFB) is issued by the TSS Office of State Procurement (TSS OSP) on behalf of the Arkansas Department of Energy and Environment (ADEE) to obtain pricing and a contract for Janitorial Services for the Division of Environmental Quality (DEQ) building located at 5301 Northshore Drive in North Little Rock, Arkansas.

Direct all questions, comments, or concerns you may have regarding this solicitation to the TSS Office of State Procurement, not DEQ.

DEQ is a “Tobacco, Weapon, and Drug Free” facility. There is a designated smoking area assigned for visitors and employees.

DEQ is a Leadership in Energy and Environmental Design (LEED) certified building in accordance with the Green Seal Certification and US Green Building Council.

DEQ will provide the following supplies and equipment:

• multi-fold towels, toilet tissue, and roll towels.

• storage supply space for Contractor’s equipment and supplies.

• building keys and access cards.

• dumpsters for trash and for recycled paper, plastic, and aluminum products.

• soap dispensers and liquid soap.

• hand soap and/or paper towels in the break room areas.

1.2 LIVE BID OPENING

Use the information below to view the bid opening online.

Zoom Meeting Link:

https://arkansas-gov.zoom.us/j/89571487772?pwd=dGtZcnRzTlAvV0krMS9DL3ZyMmN6UT09 Meeting ID: 895 7148 7772 Meeting Passcode: 845864 Dial-In Information: 877 853 5257 US Toll-free

888 475 4499 US Toll-free

1.3 CLARIFICATION OF SOLICITATION

A. Submit any questions requesting clarification of information contained in this Solicitation via the solicitation posting in ARBuy by 1:00 p.m., 9:00 a.m. Central Time on or before December 8 14, 2022.

1. For each question submitted, Prospective Contractor should reference the specific solicitation item number to which the question refers.

2. Prospective Contractors’ written questions will be consolidated and answered by the State as deemed appropriate. The State’s consolidated written response is anticipated to be posted to the solicitation posting in ARBuy by the close of business on December 9 14, 2022. If Prospective Contractor questions are unclear or non-substantive in nature, the State may request clarification of a questions or decline to answer.

https://arkansas-gov.zoom.us/j/89571487772?pwd=dGtZcnRzTlAvV0krMS9DL3ZyMmN6UT09

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B. The Prospective Contractor should notify the TSS OSP buyer of any term, condition, etc., that precludes the Prospective Contractor from submitting a compliant, Responsive Bid. Prospective Contractors should note that it is the responsibility of the Prospective Contractor to seek resolution of all such issues, including those relating to the terms and conditions of the contract, prior to the submission of a bid.

C. Prospective Contractors may contact the TSS OSP buyer with non-substantive questions at any time prior to the bid opening.

D. An oral statement by TSS OSP will not be part of any contract resulting from this solicitation and may not reasonably be relied on by any Prospective Contractor as an aid to interpretation unless it is reduced to writing and expressly adopted by TSS OSP.

1.4 DEFINITION OF TERMS

A. Unless otherwise defined herein, all terms defined in Arkansas Procurement Law have the same meaning herein.

B. “Business Days” means Monday through Friday, 8:00 a.m. to 4:30 p.m. Central Time, excluding State

Holidays. A list of Arkansas State Holidays can be found at the following link:

https://www.sos.arkansas.gov/news/state-holiday-calendar/

C. “Prospective Contractor” means a responsible bidder who submits a Responsive Bid in response to this solicitation.

D. “Requirement” means a specification that a Contractor’s commodity must and/or service shall meet or exceed in the performance of its contractual duties under any contract awarded as a result of this IFB. These specifications will be distinguished by using the terms “shall” or “must” in the requirement.

E. “Responsive Bid” means a bid submitted in response to this solicitation that conforms in all material respects to this IFB.

F. “Shall” and “Must” mean the imperative and are used to identify requirements.

G. “Specifications” means any technical or purchase description or other description of the physical or functional characteristics, or of the nature, of a commodity or service. “Specification” may include a description of any requirement for inspecting, testing, or preparing a commodity or service for delivery.

H. “State” means the State of Arkansas. When the term “State” is used herein to reference any obligation of the State under a contract that results from this solicitation, that obligation is limited to the Department using such a contract.

I. The terms “Invitation For Bid”, “IFB” and “Solicitation” are used synonymously in this document.

J. “Dusting” means to dust with a control treated cloth leaving no dust streaks, oils, spots, or smudges and not to move or disturb files, phones, or any other items.

1.5 MANDATORY SITE VISIT

A. The Prospective Contractor or no more than two of the Contractor’s representatives who did not attend the initial mandatory site-visit on December 7, 2022, at 8:30 a.m. Central Time shall attend and participate in a mandatory site visit for the DEQ building as specified in this IFB. (See Attachment A – Mandatory Site Visit Verification Form.)

https://www.sos.arkansas.gov/news/state-holiday-calendar/

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1. It is strongly encouraged the Prospective Contractor, or the Contractor’s representative drive to the DEQ building prior to the mandatory site visit to determine where to park as parking may be limited.

2. It is strongly encouraged the Prospective Contractor, or the Contractor’s representative arrive early enough before the mandatory site visit begins to allow for check-in Requirements or potential temperature check, etc.

B. The mandatory site visit for the DEQ building will promptly begin at 8:30 a.m. Central Time in the lobby area of the first floor in the DEQ building for any potential Prospective Contractor that did not attend the initial mandatory site-visit on December 7, 2022, at 8:30 a.m. Central Time.

C. Should the Prospective Contractor or the Contractor’s representative arrive after the scheduled start time at the starting location as specified in Attachment A – Mandatory Site Visit Verification Form, the Prospective Contractor or the Contractor’s representative shall not be permitted to participate in the mandatory site visit.

1. Late arrivals will not be permitted to join the mandatory site visit.

D. Should a Prospective Contractor fail to participate in the mandatory site visit for the DEQ building, the Prospective Contractor’s bid will be rejected.

E. The mandatory site visit will begin at the following location, date, and time:

AR Department of Energy and Environment Division of Environmental Quality 5301 Northshore Drive North Little Rock, AR 72118

Date: December 7, 2022 December 13, 2022 Time: 8:30 a.m. 10:00 a.m. Central Time

F. Upon arrival at the mandatory site visit location, the Prospective Contractor or the Contractor’s representative shall sign a sign-in sheet provided by TSS OSP or DEQ.

G. The Prospective Contractor or the Contractor’s representative shall provide Attachment A – Mandatory Site Visit Verification Form to the DEQ personnel for signature upon completion of the mandatory site visit.

H. The Prospective Contractor should submit the signed Attachment A – Mandatory Site Visit Verification Form with their bid submission but must provide the signed Attachment A – Mandatory Site Visit Verification Form when requested by TSS OSP.

I. The Prospective Contractor or the Contractor’s representative present and participating in the mandatory site visit will be given the opportunity to ask questions during the mandatory site visit.

1. Although answers will be provided as a courtesy to all Prospective Contractors in attendance, no oral responses provided by TSS OSP or DEQ personnel to any question posed at the mandatory site visit will become part of a contract resulting from this solicitation unless the oral response provided is reduced to writing and attached as an addendum to this IFB.

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1.6 ESTIMATED CLEANABLE SQUARE FOOTAGE FOR THE DEQ LEED BUILDING

A. The total estimated cleanable square footage for the DEQ LEED building at full capacity is 110,000 square feet. The estimated employee count at issuance of this IFB is 300 and the estimated daily foot traffic is 200 or less people daily.

1. The estimated cleanable square footage for the composition of each flooring at full capacity are shown below:

a. Carpeted flooring: 92,660 square feet.

b. Linoleum flooring: 5,038 square feet.

c. Resilient (yellow) vinyl tiles: 6,500 square feet.

d. Ceramic tile flooring: 2,928 square feet.

e. Rubber flooring: 528 square feet.

f. Wood flooring: 2,346 square feet.

g. Wood flooring includes Engineered Cherry, Maple, and Oak. These types of flooring will be discussed during the mandatory site-visit.

2. The composition breakdown for each floor at the DEQ LEED building are shown below:

a. First floor, reception area and Commission room: 60% carpet, 20% wood, 10% vinyl composite linoleum, 10% ceramic tile. The floors in the work-out room are all rubber mat flooring.

b. Second floor, laboratory, and office cubicles: 80% carpet, 20% vinyl composite linoleum.

c. Third floor, office cubicles: 85% carpet, 15% vinyl composite linoleum.

d. Fourth floor, office cubicles: 98% carpet, 2% ceramic tile.

e. Fifth floor, office cubicles: 98% carpet, 2% ceramic tile.

f. Sixth floor, management office: 98% carpet, 2% ceramic tile.

g. Restrooms on each floor are ceramic tile.

B. DEQ reserves the right to increase or decrease the estimated cleanable square footage based on construction requirements, the needs of DEQ, and/or any unknown requirements at issuance of this

IFB.

1. DEQ will notify the Contractor of any changes in the square footage.

C. The square foot price will be used to calculate the cost of services in the event the cleaning areas increase or decrease in square footage.

1. The formula below is an example of how the square foot price will be calculated should there be an increase or decrease to the original estimate square footage of the building as specified within this IFB.

2. Monthly Cleaning Rate / Estimated Square Footage = Cost per Square Foot

Column A Column B Column C Estimated Square Footage

Monthly Cleaning Rate

Cost per square feet is based on dividing the Monthly Cleaning Rate into the Estimated Square Footage

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50,000 $5,000 $0.10

D. Any increases or decreases in the cleanable square footage occurring prior to the 15th of any month will become effective the 1st day of the month in which the change occurs. Any increases or decreases in the cleanable square footage occurring after the 15th of any month will become effective the 1st day of the following month. In all cases, the Contractor shall provide janitorial services at the same per square foot cost as provided under a resulting contract.

1.7 PROSPECTIVE CONTRACTOR QUALIFICATIONS FOR THE DEQ LEED BUILDING

A. To be considered a responsible bidder, the Prospective Contractor shall read the entire Invitation for Bid and be informed of all existing conditions and limitations under which the work must be performed. No allowances will be made because of lack of examination or knowledge.

B. The Prospective Contractor shall comply with all meeting request from DEQ and/or TSS OSP regarding any performance issues, general requirements, etc.

C. The Prospective Contractor shall clean approximately 110,000 square feet of the DEQ LEED building to the satisfaction of DEQ.

D. To be considered a responsible Prospective Contractor, the Prospective Contractor shall demonstrate past experience and present capacity to clean approximately 100,000 square feet or more of commercial general office space of similar size and scope of the DEQ LEED building for a minimum of twelve (12) consecutive months within the last two (2) years and to the satisfaction of their customers, as evidenced by providing reference letters. (See Section 1.7 E. for additional Requirements for reference letters.)

1. The Prospective Contractor shall not combine the square footage of multiple commercial buildings to meet the 100,000 square feet or more Requirement.

2. DEQ reserves the right and discretion to assess the building type and square footage reported to determine whether the Prospective Contractor’s experience adequately demonstrates capacity to perform.

E. The Prospective Contractor should submit with their bid submission, but must be provided when requested by TSS OSP, a minimum of three (3) reference letters, all of which should be located within the State of Arkansas and to whom the Prospective Contractor has provided client services of a same or similar nature within the last two (2) years.

1. One of the reference letters must indicate whether the Prospective Contractor has cleaned a LEED building for a minimum of twelve (12) consecutive months to the satisfaction of their customers, as evidence by providing a reference letter.

2. One of the reference letters must indicate whether the Prospective Contractor has cleaned approximately 100,000 square feet or more of commercial general office space of similar size and scope as the DEQ LEED building for a minimum of twelve (12) consecutive months to the satisfaction of their customers, as evidence by providing reference letters.

3. Reference letters must be dated within the last two (2) years and on company letterhead.

4. Reference letters must include the contact person name, telephone number, email address, dates of service, the square footage for each building in which the Prospective Contractor has serviced for twelve (12) consecutive months and within the last two (2) years, and the rating of the Prospective Contractor’s performance as to poor, fair, good, or excellent in quality of cleaning.

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F. The Prospective Contractor shall register their business with the Arkansas Secretary of State’s Office and maintain a current registration throughout the aggregate terms of the resultant contract and shall submit a copy of the registration prior to each renewal date.

1. A copy of the registration should be submitted with the Prospective Contractor’s bid submission but must be provided when requested by TSS OSP.

2. Should the renewal of the Arkansas Secretary of State’s registration require more than fifteen (15) Business Days, justification from the Arkansas Secretary of State must be submitted to TSS DBA or TSS OSP.

3. The name of the company registered with the Secretary of State’s Office must be the same as shown on the Prospective Contractor’s bid response or awarded contract.

G. The Prospective Contractor shall be licensed by the appropriate City or County in which their business is located. Contractor shall maintain a current business license throughout the aggregate terms of a resulting contract and shall submit a copy of the business license each year prior to the renewal date of the resulting contract.

1. A copy of the current license should be submitted with the Prospective Contractor’s bid submission but must be provided when requested by TSS OSP.

2. The business license name must be as shown on the bid response or awarded contract.

3. In the event the Contractor’s business license expires or becomes invalid, the Contractor shall have fifteen (15) Business Days to obtain a new or renewed license and to provide a copy to DEQ or TSS OSP.

a. Should renewal of a business license require more than fifteen (15) Business Days, justification from the City or County in which the Contractor is licensed must be submitted to DEQ or TSS OSP.

b. If justification from the City or County is not submitted, then DEQ reserves the right to submit a thirty (30) day contract cancellation notice to the Contractor.

H. The Prospective Contractor shall not sub-contract any janitorial services during the aggregate term of a resulting contract or during any contract renewals.

I. The Prospective Contractor shall be responsible for all cost associated with an invalid, expired, or delinquent license.

1.8 CONTRACTOR’S STAFFING REQUIREMENTS FOR THE DEQ LEED BUILDING

A. The Contractor shall provide all staffing and labor required to ensure janitorial services are met to fulfill the Requirements within this IFB. Any variation in the specified hours or days for janitorial services must be approved in advanced by the DEQ facilities supervisor prior to schedule changes.

B. The Contractor shall provide sufficient numbers of after-hours staff to provide janitorial services to the DEQ LEED building, Monday through Friday, 5:00 p.m. to 8:00 p.m. Central Time, excluding State Holidays with the following exception:

1. If the legislature is in session on a State Holiday and the building is open for business, then the after-hours staff shall provide janitorial services to the DEQ LEED building.

2. If State offices are closed due to inclement weather, the after-hours staff are not required to report to the DEQ LEED building.

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C. When requested by DEQ, the Contractor shall provide a minimum of one (1) substitute day person to provide janitorial services to the DEQ LEED building for up to twenty-days, Monday through Friday, 8:00 a.m. to 4:30 p.m. Central Time. The Contractor shall provide the hourly rate for the substitute day person in the ARBuy portal only in the Bid Response Packet and shall not include the price for the substitute day person in their total bid price.

1. DEQ will pay the substitute day person only on the days they provide services.

2. DEQ will notify the Contractor one week in advance when a substitute day person is needed.

D. The Contractor shall provide the name and phone number for a point of contact for the night crew.

1.9 CONTRACTOR RESPONSIBILITIES AND REQUIREMENTS FOR THE DEQ LEED BUILDING

A. The Contractor shall be informed of all existing conditions and limitations under which the work must be performed. No allowances will be made because of lack of examination or knowledge.

B. The Contractor shall comply with all meeting request from DEQ and/or TSS OSP regarding any performance issues, general requirements, etc.

C. The Contractor shall not discuss with the tenant any concerns, complaints and/or issues that have been reported by the tenant.

D. The Contractor shall only discuss any concerns, complaints, and/or issues with ADQ personnel only.

E. The Contractor shall provide sufficient numbers of employees to provide the janitorial service Requirements for the current estimated cleanable square footage of 110,000 for the DEQ LEED building.

1. DEQ employees are not eligible for employment with the successful Contractor.

F. To help create a healthy work environment for the building occupants and the Contractor’s janitorial staff, the Contractor shall use Certified Green cleaning products designed for all areas being serviced and have little or no odor, fumes, fragrance, or perfumes. The Certified Green cleaning products must comply with at least one of the following four standards. Failure to use Certified Green clean products will result in a $25.00 deduction, per product, from the next billing cycle.

1. Green Seal Certification.

2. Certified by Environmental Choice Eco Logo Program. (part of UL Environment).

3. Chemicals that are recognized by the U.S. Environmental Protection Agency (EPA) Design for the Environment (DfE) Formulator Program.

4. Paper Products that comply with the U.S. Environmental Protection Agency Comprehensive Procurement Guidelines for Commercial and Industrial Sanitary Tissue.

G. The Contractor may substitute products only if the products meet at least one of the four requirements listed above and are approved by DEQ.

1. If the product substitution costs more than the original product, the Contractor shall absorb the additional cost solely and at no additional cost to DEQ. If the product substitution is less than the original product, there will be no reimbursement from DEQ for the difference in costs.

2. Exceptions to the above Certified Green cleaning products Requirements are furniture polish, abrasive cleaners, enzymatic cleaner/digester, disinfectant/sanitizer, metal polish and

Amended #2 Solicitation #S000000169 Page 9 of 25 countertop cleaner.

3. The Contractor shall not substitute the following products without prior written approval from DEQ: GS-37, GS-40, GS-41, CCD-146, DfE-SSCP, CCD-104, CCD-148, CCD-147, American Correctional Association Compliant, National Fire Protection Association rating of 0 or 1 for health, fire, and reactivity hazards, and Green Clean Products.

H. The Contractor shall provide training on Certified Green cleaning procedures to their employees including but not limited to the following:

1. Proper dilution of products and use of products.

2. Proper disposal and storage of any unused products.

NOTE: DEQ reserves the right to request the Contractor to provide a “training preview” to DEQ, as presented to Contractor’s employees, prior to Anticipation to Award.

I. The Contractor shall keep a current copy of the product Safety Data Sheets (SDS) for all cleaning products being used while providing janitorial services in a folder marked “Product Data Safety Sheets” at each supply storage location within the DEQ LEED building. For quick reference, the first page of the folder must show an index of all the cleaning products currently being used in the building.

1. All SDS’s must list complete chemical ingredients of each product, including the percentage composition of each ingredient in the mixture down to 0.1%, the chemical abstract service numbers for those substances, and a listing of any potentially hazardous products that may produce gas during or following application.

2. The certification or compliance standards required for these products in no way exempts compliance with other applicable Occupational Safety, Health, and Environmental Standards.

J. The Contractor shall provide all equipment necessary to provide janitorial services at the DEQ LEED building to include but not be limited to:

1. Vacuum cleaners utilizing High-Efficiency Particulate Air (HEPA) filter bags to aid in the reduction of allergens and pollutants becoming airborne.

2. Buffers.

3. Floor scrubbers.

4. And any other items necessary.

K. The Contractor shall maintain at least one month supply of inventory stock of all cleaning and sanitizing products as required based on the population of the building. Cleaning products must be kept in the supply storage closet and include, but not be limited to:

1. Trash can liners: floor trash receptacle liners and wall unit trash receptacles.

2. Sanitary napkin receptacle liners.

L. The Contractor shall be responsible for receiving, handling, storage, and delivery of all materials, supplies, and/or equipment needed for contract performance.

M. The Contractor shall be responsible for all loss and/or damages to the State’s property and the property of other’s due to the actions of Contractor’s janitorial staff. The damage cost will be determined by

DEQ.

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N. The Contractor shall reimburse DEQ for all loss and/or damage to the State's property or the property of others within seven (7) Business Days of the damage being reported and/or at an agreed upon time by DEQ.

O. The Contractor shall follow the manufacturer’s recommendation for the products being used in the areas being serviced.

P. The Contractor shall repair, correct, replace, and/or bring to the same condition, as prior to cleaning, the areas that have been damaged resulting from misuse of products and/or from the use of products that are not recommended for the areas being serviced.

Q. The Contractor’s equipment or cleaning solutions used for shampooing carpet and stripping/refinishing floors must not cause damage to the carpet, floors, furniture, and/or walls, and must not leave fuzz or spots on carpets. If the Contractor’s equipment causes damage to State property, the Contractor shall repair or replace the damaged property.

R. The Contractor shall immediately notify DEQ of damages caused by the equipment or cleaning solution used to shampoo carpets or buff flooring.

S. The Contractor and/or the Contractor’s staff shall take all precautions necessary to prevent the unauthorized use or pilferage of the following State property, to include but not be limited to:

1. Materials.

2. Tools.

3. Equipment.

4. Fixtures.

5. Furnishings.

6. Receptacles.

7. Tenant offices and common areas.

8. Telephones and all other equipment installed in the offices that are the property of the State of Arkansas. Unauthorized use is subject to reimbursement to the State.

T. The Contractor and/or the Contractor’s staff shall not make copies of building keys.

U. The Contractor and/or the Contractor’s staff shall notify the DEQ facilities supervisor of any access cards or key issues while providing janitorial services. Notification must be left in the DEQ maintenance office.

V. The Contractor and/or the Contractor’s staff shall report lost or stolen keys and access cards within one (1) business day, by phone and/or an email to the DEQ facilities supervisor.

W. The Contractor shall reimburse DEQ for all replaced, lost, or damaged keys and door locks damaged by the Contractor or Contractor’s staff.

X. The Contractor and/or the Contractor’s staff shall not take any building keys or access cards home.

Y. The Contractor and/or the Contractor’s staff shall return all building keys and access cards to the janitorial supply area in a locked container at the conclusion of the shift.

Z. The Contractor shall furnish all their staff with an identification badge which contains the name of the company and the name of the Contractor’s employee.

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1. The company’s identification badge must be worn and clearly visible by each employee while providing janitorial service at the DEQ LEED building.

2. Contractor’s janitorial staff shall wear a clean and presentable uniform or smock while providing janitorial service at the DEQ LEED building.

AA. The Contractor shall be responsible for any loss, damage, or destruction of their own property or that of any equipment and materials used in conjunction with the work performed.

BB. The Contractor and/or the Contractor’s janitorial staff shall keep the supply storage closets clean, safe, sanitary, odor free, and organized in a neat manner.

1. Mops, clothes, and sponges must not, at any time, have an offensive odor due to contents or lack of cleaning methods.

2. Covers and lids must be securely replaced on all containers.

CC. The Contractor shall provide sufficient numbers of employees to provide the janitorial services for the current cleanable estimated square footage of 110,000 for the DEQ LEED building.

1. DEQ employees are not eligible for employment with the successful Contractor.

DD. The Contractor shall not subcontract any janitorial services during the aggregate term of any resultant contract or during any renewal periods.

EE. The Contractor shall reimburse DEQ in the form of a direct payment for all expenses, including but not limited to wages and mileage should janitorial actions result in DEQ personnel being called out to the DEQ LEED building after 5:00 p.m. Central Time to respond to security alarms going off due to doors being propped open or any other issues.

FF. The Contractor and/or the Contractor's janitorial staff shall not carry any type of weaponry of any kind whatsoever, whether permitted or non-permitted, onto the premises of the DEQ LEED building or State property.

GG. The Contractor shall immediately remove from State property, any janitorial staff member found to have weaponry on the premises of the DEQ LEED building or on State property.

HH. The Contractor shall follow the IFB Requirement of criminal background checks on each of their employees prior to placement in the DEQ LEED building and provide completed background checks to DEQ before employees can work in the DEQ LEED building.

II. If requested by DEQ, the Contractor shall replace any janitorial staff member who may become incompatible with the State, as determined by DEQ.

1. Janitorial services must continue in a manner that does not interfere with the janitorial duties that must be performed.

JJ. The Contractor shall provide the DEQ facilities supervisor, by email, the names of all janitorial staff members that will be assigned to the DEQ LEED building. This list of names must be provided at contract inception and quarterly thereafter.

KK. The Contractor or Contractor’s janitorial staff shall not have any visitors or children at the DEQ LEED building while providing janitorial services.

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1. Not complying with this Requirement may result in contract cancellation and a VPR being issued by DEQ to the Contractor.

LL. To conserve electricity, the Contractor’s after-hours janitorial staff shall turn on lights in the areas that they are actively working in and turn off all lights and lock all suite doors in the DEQ LEED building after services are performed.

MM. The Contractor shall provide daily, weekly, monthly, semi-annually, annual, or as-needed janitorial services as specified herein or as otherwise instructed by DEQ.

1. The Contractor shall adjust the janitorial services performed to maintain the locations in an optimal clean condition per the Requirements of this IFB.

2. The Contractor may adjust the days and/or hours the Contractor provides services at the DEQ

LEED building during the contract terms to maintain the building in an optimal clean condition with prior written approval from the DEQ facilities supervisor.

3. The Contractor shall receive prior written approval from the DEQ facilities supervisor, for all adjustments to the janitorial services provided.

NN. The Contractor shall respond by phone and/or email to DEQ’s inquiries or complaints regarding janitorial related services within two (2) business hours of receipt of request.

1. The Contractor shall provide the janitorial services addressed in the complaint and rectify the complaint within eight (8) business hours or at a time determined by DEQ and to DEQ’s satisfaction for any daily and weekly cleaning.

2. The Contractor shall provide the janitorial services addressed in the complaint and rectify the complaint within twenty-four (24) business hours or at a time determined by DEQ and to DEQ’s satisfaction for any monthly, semi-annual, or annual cleaning.

OO. The Contractor shall take all reasonable measures and precautions necessary to prevent anyone from entering the DEQ LEED building after 4:30 p.m. Central Time on Business Days for any reason, unless it is the local fire, police, ambulance, or other emergency personnel.

1. Tenants working after hours must use their own access card to enter the building.

PP. The Contractor's janitorial staff shall be on time for their assigned shifts and shall not leave the location once their cleaning shift begins, except for the following situations:

1. Removal of trash from the building to the dumpsters.

2. To complete contract duties of cleaning outside areas.

3. A building emergency, such as a fire.

QQ. The Contractor or Contractor’s janitorial staff shall be available and on call to DEQ personnel Monday through Friday from 8:00 a.m. until 4:30 p.m. Central Time, to provide janitorial services to include but not be limited to the following:

1. Clean and remove human bodily fluids.

2. Remove solid waste.

3. Perform janitorial services the previous shift or night shift did not complete.

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RR. The Contractor or the Contractor’s janitorial staff shall immediately report to the DEQ facilities supervisor, by phone and follow up by an email, all situations having the potential to cause an emergency and/or needing repairs, such as those brought about by the Contractor’s janitorial staff to include but not be limited to:

1. Defective plumbing.

2. Unlocked doors.

3. Emergency situations, such as a fire hazards.

4. Mechanical issues of building fixtures. (e.g.: Soap dispenser, water leakage, non-flushing toilets, etc.)

SS. In the event of an emergency situation, the Contractor’s employees may be diverted from their regular assignments to deal with the emergency.

TT. DEQ will provide initial training to the Contractor’s employees on the basics of how to shut-off water to fixtures and how to handle minor emergency response. After the initial training, the Contractor shall provide the same training to any new employee and refresher training to all their janitorial staff.

UU. The Contractor’s after-hours staff shall complete all daily janitorial services that was not completed the previous Business Day.

1.10 SUBSTITUTE DAY PERSON JANITORIAL SERVICE REQUIREMENTS FOR THE DEQ LEED

BUILDING

A. Daily Janitorial Services: When contacted by DEQ, the substitute day person shall perform the following services daily on each Business Day. However, if the Contractor or DEQ notice any area requiring additional attention, then the services must be provided accordingly to keep the areas clean upon request.

1. Clean, disinfect, polish, and sanitize all items throughout the building that are touched or handled extensively throughout the day, door handles at all entrances, restrooms, metal in and around passenger and freight elevator buttons, water fountains, faucet handles, areas around water fountains, etc.

2. Clean and maintain all entrance and exit glass.

3. Sweep and clean freight elevator.

4. Inspect and monitor outside perimeter of building and entrances including sweeping, gum removal, and trash removal from waste receptacles and smoking areas.

5. Maintain and service waste receptacles in common areas such as break areas and hallways.

6. Clean restrooms and kitchen areas and empty waste receptacles twice before lunch and once after. Re-stock the following products as needed to include but not be limited to:

a. Toilet paper.

b. Paper towels.

c. Liquid or foam soap, as applicable.

7. Be available and on call to the DEQ facilities supervisor for spills, which may include human body fluid/solid based incidents, mopping, vacuuming, and any other issues that require attention during the day or were not performed satisfactorily the previous night.

Amended #2 Solicitation #S000000169 Page 14 of 25

8. Mop all entrances and elevator lobbies during inclement weather (e.g.: rain, snow, sleet, etc.).

All water and/or other debris must be cleaned up. “Wet Floor” signs must be placed on all wet floor surfaces.

9. Inspect and collect debris and trash from conference rooms, copy rooms, breakrooms, exterior receptacles, including the building’s perimeter and entrance areas and dispose of in designated dumpsters.

10. Notify the DEQ facilities supervisor of any building maintenance issues that are noticed during the day to include but not be limited to the following:

a. Running or leaking toilets.

b. Dripping faucets and/or fixtures.

c. Doors that do not properly close.

d. Issues with soap dispensers.

e. Sinks or water fountains that do not drain properly.

1.11 AFTER-HOURS JANITORIAL STAFF DAILY SERVICE REQUIREMENTS FOR THE DEQ LEED

BUILDING

A. Daily Janitorial Services: The following services must be performed daily on each Business Day.

However, if the Contractor or DEQ notice any area requiring additional attention, then the services must be provided accordingly to keep the areas clean.

1. Occupied office space, library, file rooms, conference rooms, and computer rooms

Floors (non-carpet):

Dust mop floors free of dust, dirt, debris, and spots from spillage, with a dust control treated mop.

Damp mop all bathroom and locker room floors and corners free of dirt, string, gum, grease, tar, oil spills, and present an overall appearance of cleanliness, and allow floors to dry. “Wet Floor” signs must be placed on all wet floor surfaces.

Carpet floors:

Vacuum carpet surfaces in hallways, conference rooms, public use areas, and high traffic areas.

Carpet must be free of dirt, dust, and other debris.

Remove excessive buildup, spillage, or crusted material along with spots, smears, spills, and stains.

Cleaned areas must blend with adjacent areas of carpeting and show no evidence of fuzzing caused by harsh rubbing or brushing.

Wastebaskets:

Empty and clean waste receptacles.

Remove all trash to designated area.

Restrooms Sweep, damp mop, rinse, and sanitize restrooms with special attention especially around toilet fixtures and corners. “Wet Floor” signs must be placed on all wet floor surfaces.

Floors must have a uniform luster and must be free of dirt, streaks, mop strands, and marks.

Amended #2 Solicitation #S000000169 Page 15 of 25

2. Fixtures:

Wash and sanitize all porcelain fixtures, metal surfaces, to include, but not limited to washbasins, urinals, toilets, stalls, sinks, and mirrors. Fixtures and metal surfaces must be free of rust, green mold, streaks, incrustation, water rings, and excess moisture.

Toilet seats must be left in a raised position.

Floor drains (traps) must be cleaned free from odors at all times. Pour clean water down drains a minimum of one time per week.

Sanitize and polish dry mirrors, shelving, dispensers, fixtures, and piping.

3. Bathroom waste and sanitary napkin receptacles:

Empty, clean, and disinfect waste and sanitary napkin receptacles and replace with new trash liners as needed.

Collect and remove all solid waste and place solid waste in the designated area for trash.

4. Towels, tissue, and soap dispensers:

Refill paper towels and paper tissues from DEQ's stock for all dispensers.

Refill hand soap dispensers from the DEQ’s stock. Soap dispensers/pumps placed on countertops must not be acceptable.

5. Elevators, elevator car doors, floor landing tracks, and landing sills:

Carpet:

Vacuum carpet inside the elevators and the elevator floor landing tracks. Spot clean stains as they occur.

Remove excessive buildup, spillage, stains, smears, or crusted material on carpet. Cleaned areas must blend with adjacent areas of carpeting and show no evidence of fuzzing caused by harsh rubbing or brushing.

6. Drinking Fountains:

Clean and sanitize the stainless surfaces of all drinking fountains to remove dust, stains, spots, and streaks.

Remove trash, ink, and coffee grinds from all drinking fountains.

Keep fixture nozzles free from incrustation.

7. Communications Logbook:

Monitor the communications logbook which is located in the facilities manager’s cube.

Communications logbooks contain areas that have special janitorial needs that must be cleaned in a timely manner.

1.12 AFTER-HOURS JANITORIAL STAFF WEEKLY SERVICE REQUIREMENTS FOR THE DEQ LEED

A. Weekly Janitorial Services: The Contractor shall provide the following services a minimum of once per week and shall coordinate services with the DEQ facilities supervisor. However, should the Contractor or DEQ notice any area requiring additional attention, then the services must be provided accordingly to keep the areas clean.

Amended #2 Solicitation #S000000169 Page 16 of 25

1. Clean glass in all entrance doors and sidelight glass on first floor, free of cloudy residue, dirt, grime, dust, streaks, smudges, watermarks, spots, tape, and tape residue.

2. Carpeted areas must be vacuumed under desks, chairs, tables, and must be free of dirt, dust, and other debris. Care must be taken to prevent damage to office furniture.

3. Dust windowsills, high and low ledges, moldings, and picture frames.

4. Dust all corners and crevices free of all dust.

5. Lab areas must be damp mopped with clean water only and allowed to dry. Floors must be free of dirt, string, gum, grease, tar, oil spills, and present an overall appearance of cleanliness. “Wet Floor” signs must be placed on all wet floor surfaces.

6. Damp mop floors and corners free of dirt, string, gum, grease, tar, oil spills, and present an overall appearance of cleanliness, and allow floors to dry. “Wet Floor” signs must be placed on all wet floor surfaces.

7. Vacuum surfaces in office areas and hard to reach areas (e.g., under desks, chairs, and tables) weekly or more frequent as needed.

8. Replace waste receptacles with new liners as needed.

9. Outside entrances

a. Sweep, wash, and pick up all debris around outside entryways, including corners and crevices.

b. Sweep loading areas free of any trash or debris.

c. Empty and clean outside trash receptacles free from dust, ashes, odors, tar, streaks, or debris.

d. Sweep and clean patio area free of debris.

10. Stairways

a. Sweep stairway steps, landings, and adjacent sidewalks free of all dirt and trash and mop as needed. “Wet Floor” signs must be placed on all wet floor surfaces.

b. Clean and sanitize hand railings, ledges, grills, fire apparatus doors, and hardware free of smears, stains, and finger marks.

c. Clean walls in stairways.

1.13 AFTER-HOURS JANITORIAL STAFF MONTHLY SERVICE REQUIREMENTS FOR THE DEQ LEED

A. Monthly Janitorial Services: The Contractor shall provide the following services on a monthly basis and shall coordinate services with the DEQ facilities supervisor. However, should the Contractor or DEQ notice any area requiring additional attention, then the services must be

1. Wash all interior glass areas from top to bottom on both sides (this does not include washing of any exterior or outside windows, except at entrances).

2. Dust desks, filing cabinets, bookcases, shelves, chairs, tables, office machines, and other office furniture.

Amended #2 Solicitation #S000000169 Page 17 of 25

3. Clean external wall windows (interior) glass from floor to 10- feet above finished floor level.

4. Spot clean doors, doorframes, light switches, and receptacle plates and remove smudges, marks, tape residue, or spots without causing unsightly discoloration.

5. Sweep and pick up all debris around outside entryways, including corners and crevices of outside entrances, loading areas, and patio areas.

6. Sweep stairway steps, landings, and adjacent sidewalks free of all dirt and trash and damp mop as needed. “Wet Floor” signs must be placed on all wet floor surfaces.

7. Clean and sanitize all stairway hand railings, ledges, grills, fire apparatus doors, and hardware free of smears, stains, and finger marks.

8. Clean wall in stairways up to 10 foot above floor level.

9. Clean grout joints in restrooms.

10. Dust decorative plants in common areas only, such as breakrooms, lobbies, and foyers, with debris being removed from planters.

11. Machine scrub ceramic tile floors. Areas not accessible with scrubbing machine must be hand scrubbed to maintain a clean and uniform appearance.

12. Machine scrub restroom floors. “Wet Floor” signs must be placed on all wet floor surfaces.

1.14 AFTER-HOURS JANITORIAL STAFF SEMI-ANNUAL SERVICE REQUIREMENTS FOR THE DEQ

LEED BUILDING

A. Semi-Annual Janitorial Services: The Contractor shall provide the following services on a semi-annual basis and shall coordinate services with the DEQ facilities supervisor. However, should the

B. When providing the semi-annual floor work, the Contractor shall meet with the DEQ facilities supervisor on a daily basis to discuss the progress of the semi-annual floor work.

C. The Contractor shall provide the DEQ facilities supervisor a preliminary schedule of dates before servicing floors. DEQ will notify the building tenants in advance when floors are scheduled to be serviced.

D. During the months of April and September of each year, the Contractor shall professionally shampoo all carpeted areas on the first and second floors, regardless of occupied or vacant, by use of a rotary brush or bonnet method with steam or hot water extraction that extracts excess water, dirt, and debris from the areas being shampooed.

1. The Contractor shall remove and replace all furniture except file cabinets, bookcases, and desks during carpet cleaning.

2. The Contractor shall coordinate carpet shampooing with the DEQ facilities supervisor.

E. During the months of April and September of each year, the Contractor shall professional clean all carpeted areas on the third and fourth floors, regardless of occupied or vacant, by use of a dry-cleaning method only due to the presence of plywood as a base under the top carpet layer.

Amended #2 Solicitation #S000000169 Page 18 of 25

1. The Contractor shall remove and replace all furniture except file cabinets, bookcases, and desks during carpet cleaning.

2. The Contractor shall coordinate carpet shampooing with the DEQ facilities supervisor.

F. During the months of April and September of each year, the Contractor shall professionally strip and refinish all non-carpeted areas, regardless of occupied or vacant.

G. The Contractor shall scrub all vinyl composite linoleum and tile flooring with a properly diluted neutral detergent solution.

1. Floors must be thoroughly rinsed with fresh water and must be completely dry. Apply at least two additional coats of finish. Continue regular routine.

2. Floors must be scrubbed twice a year with one scrubbing being a full stripping and reapplying finish as found below.

3. Machine scrub ceramic tile floors. Areas not accessible with scrubbing machine must be hand scrubbed to maintain a clean and uniform appearance.

H. The Contractor shall adhere to the following cleaning procedures to clean wood tile flooring:

1. Sweep and/or dust mop floors using a product that meets the Certified Green cleaning products requirements to remove all surface dirt and debris.

2. Damp mop floors with clean rinse water and allow floors to dry.

3. Strip all old finish.

4. Prepare stripper solution according to label directions, using a product that meets the Certified Green cleaning products Requirements.

5. Apply stripper solution. Work in small sections, allowing the solution to dwell on the floor 10–15 minutes. Do not allow stripper solution to dry on the floor. (If it appears to be drying, re-wet with additional stripper solution before continuing). Where heavy build-up is present, re-wet the floor a second time to loosen finish build-up before starting scrubbing action. Use wet vacuum to pick up strip solution and clear water rinse.

6. Re-coat floors applying at least three coats of finish that meets the Certified Green cleaning products requirements.

1.15 AFTER-HOURS JANITORIAL STAFF ANNUAL SERVICE REQUIREMENTS FOR THE DEQ LEED

A. Annual Janitorial Services: The Contractor shall provide the following services on an annual basis and shall coordinate services with the DEQ facilities supervisor. However, should the

1. Dust overhead lighting using an extendable dust wand, extendable vacuum hose, etc. to reach high areas.

2. Wipe down and clean all solar shades with a clean, slightly damp cloth. Solar shades must be left fully extended down after cleaning.

1.16 INSURANCE REQUIREMENTS

Amended #2 Solicitation #S000000169 Page 19 of 25

A. When requested by TSS OSP, the Contractor shall furnish an approved “Certificate of Insurance” and must maintain the following insurance Requirements throughout the contract period and any contract renewal periods.

B. The Contractor shall notify DEQ of any intention to cancel the insurance within ten (10) Business Days.

C The Contractor shall not modify the insurance coverages specified herein without DEQ’s prior, express, written consent and approval.

D. The Contractor shall have the following liability limits:

Commercial General Liability Each Occurrence $1,000,000.00 General Aggregate $2,000,000.00

Automobile Liability Combined Single Limit $1,000,000.00

Worker’s Compensation and Employer’s Liability

Worker’s Compensation Statutory Limits Employer Liability $100,000.00 Disease Each Employee $100,000.00

E. The Contractor shall assume all liability for any accidents that may occur directly or indirectly by the

Contractor and the Contractor's employees during contract work.

F. The Contractor shall name DEQ as a Certificate holder on each Certificate of Insurance with the following information:

1. Contract number which will be provided prior to award:

DEQ

Attn: Office of Operations 5301 Northshore Drive North Little Rock, AR 72118

G. The Contractor shall supply DEQ with replacement Certificates of Insurance not less than thirty

(30) Business Days prior to the expiration dates or renewal dates of any insurance policies reflected on such certificates.

H The Contractor shall provide Commercial General Liability insurance with the additional insured endorsement that is primary non-contributory.