Attachment A, Scope of Work.pdf

Janitorial Services RFP No. 26-76111500-RFP Page 1 of 25

ATTACHMENT A

SCOPE OF WORK

1 PURPOSE

To provide Customers with Janitorial Services on a statewide basis, pursuant to the terms set forth in this Scope of Work.

2 DEFINITIONS

Definitions contained in section 287.012, Florida Statutes (F.S.); Rule 60A-1.001, Florida Administrative Code (F.A.C.); and Attachment F, Enterprise Standard Terms and Conditions; are incorporated by reference. In the event of a conflict, the definitions listed in this section supersede the incorporated definitions for the purposes of this Scope of Work. All definitions apply in both their singular and plural sense.

Add-On Services – Additional cleaning services available to the Customer. These services are optional, will not be scored, and will not impact the Basis of Award.

After Business Hours – Hours that fall outside of a Business Day that take place after 5:00 p.m.

and before 8:00 a.m. at the Customer’s location.

Business Day – Monday through Friday, inclusive, except for those holidays specified in section 110.117, F.S., from 8:00 a.m. to 5:00 p.m. at the Customer’s location.

Contractor – A Vendor that enters a Term Contract with the Department as a result of this solicitation.

Contract Manager – The representative designated by the Department who will oversee all aspects of the Term Contract, monitor performance expectations, and serve as the primary point of contact for the Contractor.

Cost Per Square Foot (Per Day) – The maximum allowable rate per cleanable square foot for a single, fully completed designated space and service type, as specified on Attachment C, Cost Proposal. The Contractor shall only bill for services rendered and approved by the Customer in writing. The Customer Order shall be calculated as: (Total Cleanable Square Feet) x (Cost Per Square Foot). The Customer shall not incur charges for days designated as State Holidays unless emergency or holiday services are explicitly requested in writing by the Customer and priced separately.

Cost Per Unit of Measure – The maximum Contract rate per specific unit of measurement (e.g.

per square foot per day, per fixture per day, or hourly rate, etc.) as specified on Attachment C, Cost Proposal. The Contractor shall only utilize the units of measure authorized in the Contract, and all purchase orders must align with these specified units and be supported by verified service logs.

County – A political subdivision of the State of Florida as defined under the Florida Constitution.

The 67 Florida Counties that are the service areas for this Term Contract are outlined in Attachment M, County Map.

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Customer – A State agency or Eligible User.

Customer-Specific Scope of Work (Customer SOW) – Customer-specific tasks, deliverables, term, budget, specific positions, preferences, requirements and terms and conditions for the requested Janitorial Services. Please refer to Attachment E, Sample Customer-Specific Scope of Work as an example. Attachment E, Sample Customer-Specific Scope of Work is an example and does not modify the Department’s Scope of Work.

Day Porter – The Contractor’s employee who is responsible for Janitorial Services in a facility or building, during the hours of 8:00 a.m. to 5:00 p.m. at the Customer’s location or as specified by the Customer.

Department – The Department of Management Services, a State Agency.

Eligible User – As defined in Rule 60A-1.001, F.A.C

EPA – The United States Environmental Protection Agency.

Facility Manager – The Customer’s representative designated for each facility or building who will serve in a contract management capacity as delegated by the Customer’s Contract Manager.

May be used interchangeably with Building Manager.

Fixture – A piece of equipment or furniture which is fixed in position in a building, including lighting fixtures, posts, etc.

HazCom Standard – The Occupational Safety and Health Administration (OSHA) Hazard Communication Standard, codified at 29 Code of Federal Regulations (C.F.R.) § 1910.1200. This reference includes the most current publication, revisions, and subsequent amendments of the standard in effect at the time the work is performed.

Hourly Rate – The maximum US Dollar amount charged per hour of work performed, as submitted by the Respondent on Attachment C, Cost Proposal.

Janitorial Services – Cleaning services based on square footage, types of service, space type, unit of measure, Hourly Rate, or Per Building Pricing. Cleaning services include, but are not limited to, cleaning blinds and windows, restrooms, pressure washing, carpet cleaning, hard surfaces cleaning, and fixture cleaning. Unless identif ied otherwise within the Customer SOW, cleanings will occur Monday through Friday, excluding Holidays. Can be used interchangeably with Services.

Night Porter – The Contractor’s employee who is responsible for Janitorial Services in a facility or building, during the hours of 5:00 p.m. to 9:00 p.m. at the Customer’s location or as specified by the Customer.

Per Building Pricing – An alternative pricing model, as outlined by section 3.2.3. Per Building Pricing, of this Scope of Work, negotiated between the Customer and Contractor at the time of Customer’s Request for Quote.

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Porter - The Contractor’s employee who is responsible for Janitorial Services in a facility or building at the Customer’s location or as specified by the Customer.

Restroom Fixture – Toilets, urinals, and sinks located in a restroom.

Safety Data Sheet (SDS): A standardized document authored by the chemical manufacturer or importer or hazardous chemicals. The SDS provides comprehensive, structured information regarding a hazardous substance or mixture, including its physical and chemical properties, potential health and environmental hazards, emergency first-aid measures, personal protective equipment (PPE) requirements, and guidelines for safe handling, storage, transportation, and disposal. The SDS must be in English.

Site Management System – The Contractor's primary repository and method of documentation for the work, inspections, and compliance activities required under this Term Contract, providing the capabilities set forth in section 3.10.3, Site Management System. The Site Management System may be maintained in physical form (a Control Book), in electronic form (an Electronic System of Record), or in a combination of both, at the Contractor's option except as provided in section 3.10.3. The required capabilities are the same regardless of the format selected.

• Control Book – A weather-resistant physical binder or log maintained on-site at each designated facility. The Control Book shall be accessible to both Customer and Contractor personnel and used to identify specific cleaning issues and report any maintenance deficiencies. The Control Book must contain the Contractor sign-in and sign-out sheets, facility-specific Safety Data Sheets (SDS's), Customer-approved cleaning and staffing plans, quality-control inspection records, and all other documents such as special permits and training certif ications deemed appropriate by the Customer.

• Electronic System of Record – An electronic form accessible online to the Customer at no additional cost, that provides the same capabilities required of the Site Management System under section 3.10.3, Site Management System. A Contractor is not required to offer an Electronic System of Record. Where a Contractor offers an Electronic System of Record and the Customer requests its use, it may be used in place of, or in addition to, the Control Book.

Supervisor – Contractor employee whose duties may include, but are not limited to, supervising other Janitorial Services personnel; overseeing the daily performance of on-site Services required by the Customer; ensuring customer satisfaction through a well-trained staff, and the use of proper work instructions, adhering strictly to this Scope of Work and Customer SOW; and responding promptly to all Customer inquiries.

State – The State of Florida.

Term Contract – The legally enforceable State Term Contract, as defined in section 287.012, F.S., between the Department and the Contractor.

3 SCOPE OF WORK

3.1 Customer-Specific Scope of Work (Customer SOW)

Customers may create a Customer SOW to tailor requirements or specify additional requirements for Janitorial Services. The Customer SOW is not mandatory. The Customer SOW shall be determined and agreed upon by the Customer and the selected Contractor and set forth in the

RFP No. 26-76111500-RFP Page 4 of 25 purchase order. When creating a Customer SOW, Customers are permitted to negotiate terms and conditions which supplement those contained in this Term Contract, including the requirement to use the Customer’s preferred work order system. Such additional terms shall be for similar or equivalent services contemplated in this Term Contract Scope of Work and shall not conflict with the terms and conditions established by this Term Contract (and any such conflicting terms shall be resolved in favor of terms most favorable to the Customer). Specific terms and conditions within a Customer SOW are only applicable to the purchase order. The Customer SOW may include, but is not limited to, the following information:

• Statement of purpose

• Contractor responsibilities

• Customer-specific deliverables, tasks, and project job duties

• Customer-specific criteria for completion related to deliverables, tasks, and project duties

• Preferred qualif ications and experience of the individuals or organization performing services which may include resumes and references

• Customer-specific levels of employee background checks

• Customer-specific training

• Customer-specific cleaning schedules

• Customer-specific facility access procedures

• Customer-specific terms and conditions

• Customer-specific f inancial consequences for non-performance

• Customer-specific payment terms

• Additional insurance requirements

• Site-specific hazard assessments

3.2 Pricing

3.2.1 Pricing

The Contractor shall provide initial and renewal term pricing as provided to the Department in Attachment C, Cost Proposal. The Contractor shall provide the lowest Cost Per Square Foot Per Day, lowest Cost Per Unit of Measure, and lowest Hourly Rate to the Customer which meets the specifications of this Scope of Work. The submitted prices in Attachment C, Cost Proposal are ceiling (maximum) rates. Hourly Rates submitted by the Contractor shall be in compliance with all federal, state, and local labor laws.

The Department will not allow for price increases throughout the life of the Term Contract unless specified in the renewal pricing submitted by the Contractor. Price decreases issued by the Contractor are permissible at any time during the initial and renewal terms.

When responding to a Customer’s Request for Quotes, the Contractor is strongly encouraged to provide a volume discount.

3.2.2 Add-On Services Pricing

Only Add-On Services on Attachment C, Cost Proposal in the County the Contractor is awarded in may be purchased under a purchase order.

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3.2.3 Per Building Pricing

Customers may request Per Building Pricing to accomplish Janitorial Services that include more complex requirements. Customers shall use maximum combined Cost Per Square Foot Per Day, Cost Per Unit of Measure Rates, and maximum Hourly Rate or Per Building Pricing, but not both. The Per Building Pricing is intended to provide predictability and a discount to Customers relative to the maximum rates provided on the Attachment C, Cost Proposal. Under no circumstances shall Per Building Pricing be permitted to be greater than the combined Cost Per Square Foot Per Day, Cost Per Unit of Measure Rates, and Hourly Rate.

Customers who choose to use a Per Building Pricing model are not exempt from the requirements listed in the Request for Quotes Requirement section 3.3, and must negotiate all pricing associated with the completion of each Per Building Pricing. Per Building Pricing should be fully detailed in the Customer SOW. Customers shall include at a minimum, the following information in the Request for Quote:

• Statement of purpose

• Customer SOW (required for Per Building Pricing)

• Term of the purchase order

• Job duties, tasks, and deliverables

• Customer-specific f inancial consequences for non-performance

• Customer-specific terms and conditions

3.3 Request for Quotes Requirement

Customers shall use a Request for Quotes (RFQ) in accordance with sections 287.056(2), F.S.

and 287.0591(5), F.S., and Rule 60A-1.043, F.A.C., as applicable, when making purchases under this Enterprise Wide Agreement.

For purchases of contractual services and information technology (IT) commodities, the Customer shall issue an RFQ to all Contractors approved to provide such contractual services or IT commodities under this Enterprise Wide Agreement. If more than 25 Contractors are approved to provide such contractual services or IT commodities under this Enterprise Wide Agreement, the Customer shall issue an RFQ to at least 25 approved Contractors.

For all purchases made pursuant to this Enterprise Wide Agreement, the Contractor recognizes and agrees that it is responsible for all tasks, deliverables, terms and conditions contained in this Enterprise Wide Agreement, any Customer RFQ, and any resulting Customer-specific contracts.

The Contractor warrants that it has fully informed itself of all relevant factors affecting the accomplishment of the tasks and deliverables and agrees to be fully accountable for the performance thereof.

3.4 Contractor’s Duties

The following Janitorial Services duties will be provided by the Contractor in accordance with the terms of this Term Contract and will also be provided to Customers pursuant to the Customer’s SOW as set forth in the purchase order. Customers may supplement these duties in providing Janitorial Services to the Customer, so long as they are similar or equivalent services that do not exceed or conflict with the services contemplated in the Department’s Term Contract SOW.

Janitorial Services shall be provided with a frequency sufficient to maintain cleanliness and shall be performed with a frequency specified in the Customer SOW or purchase order by the

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Customer.

3.4.1 General Janitorial Services

For communicable diseases, such as influenza or COVID-19, and any other events that require additional cleaning protocols, the Contractor shall provide cleaning in common areas and high traffic areas in accordance with the Centers for Disease Control and Prevention (CDC) and Florida Department of Health’s (FDOH) guidelines. Cleaning of common areas and high-touch points shall be in accordance with the CDC and FDOH’s guidelines with regard to communicable diseases, including, but not limited to, the influenza or COVID-19, or any other events that may require additional cleaning protocols. Upon Customer request, the Contractor shall provide electrostatic spraying in accordance with CDC guidelines at or below the price as listed on the Attachment C, Cost Proposal.

• The Contractor shall remove all recyclable and non-recyclable waste and place in appropriate dumpsters.

• The Contractor shall spot-clean all trash cans and replace all trash can liners.

The Contractor shall not reuse trash can liners.

• The Contractor shall empty and clean all ash urns and cigarette receptacles.

• The Contractor shall dust and spot-clean exposed horizontal surfaces, paying special attention to rings or spills. The Contractor shall not disturb any papers or personal items on any work surfaces.

• The Contractor shall clean wooden surfaces and maintain with a Department or Customer approved polish. The Contractor must make every effort to ensure no rings, spills, or noticeable dust is visible.

• The Contractor shall wet clean Formica surfaces.

• The Contractor shall clean telephones using a commercial grade germicidal cleaner disinfectant.

• The Contractor shall clean and polish tables, benches, and chairs, and complete wet cleaning as needed.

• The Contractor shall clean, disinfect, and polish drinking fountains. The

Contractor should not allow mineral deposits on bubbler or metal. Metal polish should not be used.

• The Contractor shall clean all entrance glass doors and doorframes in all entryways and lobbies.

• The Contractor shall sweep all freight loading areas, inside and outside.

• The Contractor shall dust all wall hangings and decorative light f ixtures.

• The Contractor shall remove cobwebs.

• The Contractor shall clean stairwells and remove debris.

• The Contractor shall clean and polish all elevators and elevator doors, leaving no debris in grates, tracks, or corners.

• The Contractor shall vacuum all mats and elevator carpets.

• The Contractor shall sweep all stairs and landings and remove all spills.

• The Contractor shall vacuum traffic areas and address any visible debris on carpets.

• The Contractor shall spot-clean carpets as needed, utilizing extraction methods.

• The Contractor shall spot-clean light switches, doors, walls, and tops of all furniture and workstations.

• The Contractor shall brush pile or vacuum any plush carpeted areas, so no footprints are visible.

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• The Contractor shall ensure that carpets, edges, and baseboards are free of dust and spots.

• The Contractor shall ensure that hard floors are maintained and that there is no build-up in corners, no discolored edges from improper finish application or cleaning, and no dull or dirty surfaces. The Contractor shall provide a high gloss, uniform appearance. In addition, the Contractor shall buff, scrub, and recoat hard floors as needed.

• The Contractor shall disinfect high touch areas, including, but not limited to, flat surfaces, doorknobs, elevators, break rooms, kitchen areas, communal areas, etc.

• The Contractor shall ensure that its employees are trained on proper use of cleaning equipment, chemical handling and disposal, and personal safety.

3.4.2 Restroom and Restroom Fixtures

• The Contractor shall clean and disinfect restrooms and resupply all restroom supplies and consumables.

• The Contractor shall maintain the appearance and cleanliness of the restroom at the highest level.

• The Contractor shall ensure that there are no streaks, discoloration, or visible dust or debris on restroom floors, walls, ceilings, vents, toilet partitions, and Restroom Fixtures.

• The Contractor shall ensure that all metal, porcelain, and tiled surfaces within the restroom maintain a polished and clean appearance.

• The Contractor shall clean all painted surfaces, leaving no streaks.

• The Contractor shall use a name brand or commercial grade germicidal cleaner and surface air dried to provide maximum effectiveness before buffing or polishing is performed.

• The Contractor shall ensure there are no mineral deposits on any exposed surfaces, including under the rims of Restroom Fixtures.

• The Contractor shall clean and disinfect all baby changing stations.

• The Contractor shall apply a name brand or commercial grade germicidal cleaner to kill organisms that may be harmful.

• The Contractor shall clean and maintain all glass and metal surfaces of restrooms, including doors.

• The Contractor shall wet mop floors after business hours of the facility or building using a general-purpose type cleaner.

• The Contractor shall dust mop and damp mop floors.

• The Contractor shall place prominent "Wet Floor" caution signs before beginning work and maintain them until f loors are completely dry.

• The Contractor shall polish floor using buffing products to restore shine.

• The Contractor shall machine scrub restroom floors.

• The Contractor shall clean restroom walls and doors.

3.4.3 Floor and Carpet Cleaning

• The Contractor shall vacuum all carpeted areas, including stairwells.

• The Contractor shall damp mop all hard-surface flooring in accordance with manufacturer recommendations and Customer-approved, non-damaging cleaning agents, ensuring no excess moisture remains.

• The Contractor shall damp mop or machine scrub tile areas in loading and

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• The Contractor shall place prominent "Wet Floor" caution signs before beginning work and maintain them until f loors are completely dry.

• The Contractor shall dust and wipe clean handrails in stairwells and landings.

• The Contractor shall detail clean all horizontal or vertical surfaces so that no visible dirt, dust, cobwebs, or streaks are visible, including all furniture, edges, corners, baseboards, walls, air vents, and door frames (high and low dusting, etc.) from floor to ceiling. Include all janitorial closets, stairwells, entrance areas, and planters, and any other item or area within the scope of this Term Contract.

• The Contractor shall clean and polish entrance walls.

• The Contractor shall vacuum air supply and return vents and apply a commercial grade germicidal cleaner.

• The Contractor shall clean all restroom floors and grout to a neat and uniform appearance.

• The Contractor shall strip and finish all hard floors.

• The Contractor shall buff, scrub, strip, or refinish all hard surface flooring to maintain a uniform, high gloss, slip resistant, and clean surface.

• The Contractor shall perform subsequent stripping and refinishing after initial stripping and refinishing or on an as needed basis.

• The Contractor shall perform more frequent stripping, refinishing, and buffing to maintain required appearance in high traffic areas.

• The Contractor shall spot-clean carpets utilizing extraction method.

• The Contractor shall ensure that carpet is free of any dirt, dust, lint, stain, or foreign matter.

• The Contractor shall use cleaning procedures and chemicals in accordance with manufacturer’s recommendations and warranty conditions.

• The Contractor shall spot-clean any spotted or stained areas as frequently as needed to maintain cleanliness, and as requested.

• The Contractor shall ensure that spot-cleaned carpet areas blend with adjacent carpet areas which were not spot-cleaned.

• The Contractor shall ensure that no dirt or debris is left on carpets, in corners, near baseboards, behind doors, or under any furniture.

• The Contractor shall clean carpets using an extractor when necessary or if specified by the Customer.

• The Contractor shall use special spotting kits as needed to remove diff icult stains.

• The Contractor shall ensure that edges and baseboards do not have fibers, debris, or spills visible after cleaning.

• The Contractor shall clean carpet where visible and accessible, which will require moving light furniture such as chairs, end tables, stands, etc. Moving heavy furniture, such as filing cabinets, is not required.

• The Contractor shall apply a Teflon-based protector to all carpeting after cleaning.

• The Contractor shall provide all empty containers of carpet protector to the Customer’s Contract or Facility Manager.

• The Contractor shall operate air handlers overnight for extractions to reduce drying time if drying is not anticipated to be complete before the start of the next Business Day.

• The Contractor shall use commercial carpet dryers.

• The Contractor shall wipe baseboards free of dust.

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3.4.4 Blinds and Windows

• The Contractor shall clean all blinds.

• The Contractor shall ensure that blinds continue to operate properly and contain no visible streaks, smears, or dust after cleaning.

• The Contractor shall clean venetian blinds with an ultrasonic blind cleaner, or other Customer approved enhanced cleaning method. The Contractor may clean vertical blinds in place using chemicals designed for vinyl cleaning.

• The Contractor shall clean all interior window surfaces and shall ensure that the surfaces contain no visible streaks, smears, or dust after cleaning.

• The Contractor shall clean all f irst-floor exterior windows as needed.

• The Contractor shall ensure window blinds, sills, trim and other surroundings of window glass are free of drippings and other watermarks after washing.

3.4.5 Janitorial Closets

• The Contractor shall maintain janitorial closets and keep equipment clean and odor free.

• The Contractor shall always keep mop sink drains unclogged.

• The Contractor shall recycle office paper and waste as specific by the Customer.

3.4.6 Pressure Cleaning

• The Contractor shall pressure clean all paved areas (bricks, planters, sidewalks, curbs, and concrete), other than asphalt parking lots and drives.

• The Contractor shall use pressure washers having a minimum working pressure rating of 3,500 PSI.

• The Contractor shall thoroughly pressure clean all surfaces and remove all dirt, mold, mildew, chalking, oil residues, scale, stains, and other contaminants.

• The Contractor shall ensure that the pressure cleaning action is consistent and uniform to provide a restored or like new appearance.

• The Contractor shall ensure that no swirl marks, streaks or stains show in the finish.

• Any stubborn stains, mold, or mildew remaining after pressure cleaning shall be re-cleaned by the Contractor by applying a Customer-approved mildew or stain remover. Before applying any type of chemical-based removers for use on stain or mildew, the Contractor shall provide manufacturers’ material SDS’s to the Customer for approval.

• The Contractor shall perform pressure cleaning without interrupting normal operations of the facilities.

3.4.7 Light Fixture Cleaning

• The Contractor shall use an ultrasonic lens cleaner if possible.

• The Contractor shall use a properly diluted non-solvent neutral cleaner on all surfaces.

• The Contractor shall remove lamps and wipe them clean.

• The Contractor shall clean the troffer and ballast cover, along with both sides of the lens and lens holder.

• To avoid shock, the Contractor shall not clean the troffer within two inches of lamp sockets.

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• The Contractor shall allow lenses and troffers to air dry to eliminate a static electricity build-up on surfaces.

• The Contractor shall not replace lenses until dry.

3.5 Porters

Customers may require Day or Night Porters for Janitorial Services. Porters will be paid by an Hourly Rate as submitted on Attachment C, Cost Proposal.

The following duties may be performed by Porters and may be further defined in the Customer

SOW.

• Porters shall maintain entrances and lobbies, (including parking garage) windows, doors, and perform dusting.

• Porters shall clean water fountains.

• Porters shall clean and maintain restrooms.

• Porters shall empty and restock trash.

• Porters shall dust all interior signage including lobby and common areas.

• Porters shall maintain kitchenettes by emptying trash, dusting windowsills, wiping down exterior and interior of cabinets, and wiping down counter and sink areas.

• Porters shall maintain janitorial storage areas, keeping active inventory of supplies and consumables and all janitorial closets clean and neat.

• Porters shall check all facility entrances and parking garages for paper and trash, empty all trash, and empty all smoking containers outside of facilities.

• Porters shall report any maintenance items needing repair or janitorial issues in the

Site Management System.

• Porters shall remove all recycling waste.

• Day Porters shall provide ongoing service for entrances, common areas, restrooms, emergency spill removal from carpets and hard flooring, and rainy day safety precautions (put out mats, signs, wet umbrella bags, and keep floors mopped dry).

• The Customer’s Contract Manager will have authority to direct the Day Porters to perform cleaning duties between business hours.

• Porters shall perform vacuuming office areas and spot-cleaning as necessary.

• Within healthcare and related facilities or buildings, Porter’s shall respond to all requests for clean-ups, including full janitorial cleaning of affected areas.

3.6 Staffing Levels

The Contractor shall ensure adequate Janitorial Service staffing levels, as specified by the Customer, to ensure the highest level of cleanliness throughout the term of the Term Contract. All staffing must be approved by the Customer prior to work being performed.

3.7 Subcontractors

The Contractor shall use only those subcontractors as approved by the Department and Customer. Should the Contractor use a subcontractor without obtaining prior approval from the Department or Customer’s Contract Manager, the Contractor may be deemed in material breach of this Term Contract.

3.7.1 Self-Performance Requirement

The Contractor shall self-perform, using its own directly employed personnel, at least 70% of the total janitorial labor under any resulting purchase order, measured by quarterly labor hours. “Self-perform” means work performed by personnel carried on the prime Contractor's payroll (W-2) and under its direct supervision and control; it excludes work

RFP No. 26-76111500-RFP Page 11 of 25 performed by subcontractors, staffing agencies, or independent contractors. The Contractor shall report the self-performance percentage to the Department by the 30th calendar day after the close of each State fiscal quarter. The Department may audit the self-performance requirement at its discretion. Falling below the required percentage may be deemed a material breach of this Term Contract.

3.7.1.1 Self-Performance Report

The Contractor shall submit a quarterly self-performance report to the Department which shall include, at a minimum, the following information:

• The total number of janitorial labor hours of work performed under the Term Contract for all Customers within the reporting period for personnel carried on the prime Contractor's payroll (W-2) and under its direct supervision and control.

• The total number of janitorial labor hours of work performed under the Term Contract for all Customers within the reporting period for all personnel types, including but not limited to, subcontractors, staffing agencies, or independent contractors.

• The calculated percentages displaying the percentages of janitorial labor hours of work performed under the Term Contract for all Customers within the reporting period for each personnel type. The sum of the percentages must be one hundred percent. (e.g. 75% W-2 hours, 25% subcontractor hours).

3.7.2 Prime-Level Qualifications

The prime Contractor itself (not a subcontractor) shall hold all required licenses and registrations, carry the required insurance and any bonding, demonstrate the required financial capacity, and have the ability to directly perform Janitorial Services as defined in this Scope of Work.

3.7.3 Key Personnel as Direct Employees

All site Supervisors, account and site managers, and other designated key personnel shall be direct W-2 employees of the prime Contractor for the term of the Term Contract.

3.7.4 Subcontractor Disclosure, Approval, and Flow-down

Any proposed subcontracting shall be fully approved by the Department and Customer.

The Contractor shall f low down to every subcontractor all material Term Contract requirements (including, but not limited, to background screening, security, wage standards, Safety Data Sheet access, public-records and data-security obligations, etc.)

and remains fully responsible for all work.

3.7.5 Single Price, Full Prime Liability, and No Pass-Through Markup The Contractor shall propose a single firm-fixed price and remains fully liable for all performance regardless of any subcontracting. Tiered markups on subcontracted labor are not reimbursable.

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3.8 Supervision

The Contractor shall have an experienced Supervisor available during all hours work is performed. The Contractor's Supervisor must be available to the Customer by appointment between the hours of 8:00 a.m. and 5:00 p.m. at the Customer’s location, Monday through Friday, to handle operational issues and inspect the Customer’s facility or building with the Customer’s Contract Manager, Customer’s Facility Manager, or designee, when required. Upon Customer request, the Contractor will provide the Customer’s Contract Manager with the name and telephone number of the Contractor’s Supervisor, prior to any work under this Contract.

3.8.1 Supervisor to Employee Ratio

The Supervisor to employee ratio at a Customer’s facility shall not exceed a 1:15 ratio unless otherwise agreed to by the Customer.

For larger facilities that require additional staffing, the Supervisor to employee ratio may exceed 1:15 as long as the Supervisor is a non-working Supervisor, meaning that they are not involved in hands-on Janitorial Services work and are responsible for the planning, directing, evaluating, and coordinating of the working employees, unless otherwise agreed to by the Customer.

3.9 Safety Requirements

The Contractor shall comply with all applicable requirements of Occupational Safety and Health Administration’s (OSHA) “General Industry Standards.” These requirements shall include all primary and refresher training mandated under the OSHA guidelines. Additionally, all injuries shall be recorded on the “OSHA 300 Log” and 300-A according to Title 29 C.F.R.

3.9.1 Minimum Requirements for Environmental Health, Hazardous Substances, and Hazardous Materials The Contractor must follow the following minimum safety requirements:

• Environmental health

• Hazardous substances

• Recycling

• Hazardous materials

• Hazardous waste characterization and disposal

• Waste minimization

• Personnel training

• Required notif ications

• Permits and records retention

3.9.2 Hazardous Substances and Materials

If required by the Customer, the Contractor shall submit SDS’s for all products intended for use to the Customer’s Contract Manager for approval prior to any use in the facility or building. The Contractor shall not use any product not approved by the Customer’s Contract Manager anywhere in the facility or building. The Contractor shall not use any product that has a pH level of less than three or a pH level greater than eleven. The Contractor is not permitted to use any product that the SDS rates as “Flammable or Toxic” without approval from the Customer’s Contract Manager.

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3.9.3 Safety Data Sheet (SDS)

• If required by the Customer, the Contractor shall provide to the Customer an

SDS and description literature for each chemical, compound, or mixture used in the performance of the Term Contract before the commencement of any work hereunder.

• All SDSs shall be of the latest version and comply with HazCom. Hazardous products shall not be used, except with prior approval of the Customer’s Contract Manager, and must be disposed of properly by the Contractor in accordance with the EPA 40 C.F.R § 260-265.

• The Contractor shall ensure that a complete, current SDS for each hazardous chemical present at a site is readily accessible to every worker during each work shift while they are in their work area(s), consistent with the latest version of HazCom.

• SDS access may be provided electronically. Any electronic method is acceptable provided it creates no barrier to immediate employee access in each workplace, including during an emergency. The method is at the Contractor’s discretion.

• On-Site SDS access shall be available at or near the point of chemical storage and use at each site.

• On-Site SDS shall be reachable without requiring a worker’s personal device, a paid account, or an individual login that the worker may not have (e.g. a posted scannable code that opens the SDS without a login, a site kiosk or terminal, a Contractor or Customer furnished device, or a maintained paper binder) and shall be available during internet, power, or device outages.

• The Contractor shall maintain an offline SDS fallback (e.g. a current printed binder or locally cached copies), so access is never interrupted and ensure that SDS be usable by all on-site workers, including those who do not use English (e.g. offering search by product name, offering language options, or standardized hazard pictograms).

• The Contractor shall ensure that the SDS reflect the chemicals in use.

• Unless otherwise specified in the Customer SOW, the Contractor shall add an SDS within 5 Business Day(s) of introducing a new product and remove discontinued products.

3.9.4 Proper Disposal of Spent or Used Products

Certain chemicals, compounds, and mixtures require proper disposal methods and procedures after they have been spent or used in order to comply with the EPA and Florida Department of Environmental Protection (FDEP) requirements. The Contractor is required to establish discrete waste streams for any chemicals that require proper disposal according to 40 C.F.R. §260-265 (Code of Federal Regulations). The Contractor must also arrange to have a licensed “Part B Permit” Hazardous Waste & Universal Waste Contractor to properly characterize, manifest, dispose, and transport waste or recyclable materials. Any waste hauler used by Contractor must be licensed by the U.S. Department of Transportation as a Hazardous Waste/Universal Waste Hauler under the Title 40 C.F.R.

The Contractor shall be solely responsible for proper disposal of spent or used products.

3.9.5 Personal Protective Equipment (PPE)

All of the Contractor’s personnel are required to wear PPE in the performance of their duties. This requirement includes, when appropriate, protective eyewear or face shields, respiratory protection, and applicable leak proof gloves.

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3.9.6 General Training Obligation

If required by the Customer, the Contractor shall train all personnel prior to assigning them to a job assignment at the facility or building according to HazCom. The Contractor shall provide verif iable documentation that its employees, agents, representatives, and subcontractors have completed the applicable training outlined below and any additional facility-specific training that may be required by the Customer.

3.9.6.1 Compliance Standard

The Contractor shall train its personnel in compliance with all applicable HazCom standards, and shall maintain that compliance throughout the Term Contract term.

The trainings in this section are the minimum applicable to commercial janitorial work; the Contractor remains responsible for any additional training its operations require.

3.9.6.2 Effective and Understandable

All training shall be provided at no cost to employees, during working hours, and in a language and at a literacy level the employees understand. Training shall be effective and shall verify employee comprehension.

3.9.6.3 Site Specific Applicability

At the Customer’s discretion, and at the Contractor’s sole expense, the Contractor must conduct a facility-specific hazard assessment. The assessment must address all applicable regulatory standards triggered by the chemicals, equipment, and tasks present (e.g., bloodborne pathogens for restroom or biohazard cleaning;

respiratory protection only if respirators are used; powered industrial trucks only if forklifts are operated; lockout or tagout only if powered equipment is serviced;

asbestos awareness only in buildings containing Asbestos-Containing Material (ACM) or Presumed Asbestos-Containing Material (PACM)).

3.9.6.4 Required Trainings

The Contractor shall provide, at minimum and when applicable, the following trainings to the personnel indicated, at the frequency shown:

• Hazard Communication (HazCom) – The Contractor must provide training to all employees who use or may be exposed to hazardous chemicals upon their initial assignment and whenever a new chemical hazard is introduced into the work area.

• Bloodborne Pathogens (BBP) – The Contractor must provide bloodborne pathogen training to all Supervisors and employees with reasonably anticipated occupational exposure including those performing restroom cleaning, blood or body-fluid spill remediation, sharp object or needle handling, and biohazard cleanup. This training must occur prior to initial assignments to such tasks and at least annually thereafter (within one year of the previous training).

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• Personal Protective Equipment (PPE) – The Contractor must provide Personal Protective Equipment (PPE) training to each employee required to use PPE (such as gloves, eye, or face protection) prior to their f irst use of the equipment. The Contractor must retrain employees whenever workplace conditions or PPE requirements change, or when an employee demonstrates a deficiency in the knowledge, skill, or proper use of the assigned equipment.

• Respiratory Protection – If respirators are used on site, the Contractor must provide respiratory protection training to all personnel who wear them, including voluntary users, prior to their initial use and at least annually thereafter.

• Fall Protection – The Contractor must provide fall protection and ladder safety training to all employees exposed to fall hazards or who utilize ladders, lifts, or personal fall protection systems (including personnel performing high dusting or elevated work), as well as the Supervisors who oversee them. This training must occur prior to any fall hazard exposure, with mandatory retraining required whenever workplace conditions change or an employee's performance demonstrates a deficiency in fall protection knowledge or skills.

• Powered Industrial Trucks (forklifts) – The Contractor must ensure that all employees who operate forklifts or other powered industrial trucks (such as during warehouse cleaning operations) complete formal training and certif ication prior to operating equipment. The Contractor must conduct refresher training whenever safety triggers occur including unsafe operation, near misses, equipment changes, or altered workplace conditions and must evaluate each operator’s performance at least once every three years.

• Portable Fire Extinguishers / Emergency Action Plan (EAP) – The Contractor must review the facility Emergency Action Plan (EAP) with all covered employees upon their initial assignment, as well as whenever employee responsibilities or the plan itself changes.

Additionally, the Contractor must provide portable fire-extinguisher training to all personnel expected or designated to use fire extinguishers upon their initial employment and at least annually thereafter.

• Lockout or Tagout (Control of Hazardous Energy) – If equipment servicing or maintenance involving hazardous energy occurs, the Contractor must provide lockout or tagout training to all authorized employees performing the service and all affected employees operating in the vicinity prior to their initial assignment. The Contractor must retrain personnel whenever there is a change in job assignments, equipment, machinery, or energy-control procedures, or when an inspection reveals deficiencies in employee knowledge or procedure execution.

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• Asbestos Awareness – For work performed in facilities containing Asbestos-Containing Material (ACM) or Presumed Asbestos-Containing Material (PACM), the Contractor must ensure that all employees assigned to those areas complete an asbestos awareness training course prior to performing services. The Contractor must deliver this training and any subsequent refresher courses in accordance with applicable regulatory standards and the facility’s specific asbestos Operations and Maintenance (O&M) program.

3.9.6.5 Supervisor Obligation

The Contractor's site Supervisor(s) shall be trained in every standard applicable to their crew, shall serve as or arrange the qualif ied or competent-person trainer where OSHA requires one, and shall be accountable to the Customer for maintaining current training for all on-site personnel.

3.9.7 Records Retention by the Contractor

The Contractor shall keep and maintain all training records and certif ications, SDSs, and first report of injury and illness requiring first aid or additional medical professional treatment. The Contractor shall keep and maintain all such records for at least f ive years beyond Term Contract termination and make all records available to the Department or Customer upon request.

3.9.7.1 System of Record

The Contractor must maintain all training records on paper or electronically within its Site Management System and make them available to the Customer upon request, during audits, and at no additional cost. All records must be exportable in a non-proprietary, Customer-compatible format. Prior to providing records or granting system access, the Contractor must redact all Social Security Numbers and safeguard all other confidential personal information in accordance with applicable Florida public records and privacy laws.

3.9.7.2 Minimum record content (per employee, per training)

The following shall be included in all employee training records:

• Employee name and job title

• Training title and the OSHA standard satisfied

• Date of training

• Name and qualif ications of the person who conducted the training

• A summary of the contents

• And, where applicable, certif ication or verif ication of comprehension and competency.

3.9.8 Special Permits, License and Product Notifications

Customers may require hazardous materials licenses prior to the use of certain products.

The Contractor is responsible for obtaining, and making available to the Department or Customer, upon request, all necessary licenses and permits regarding any hazardous materials prior to commencement of services in each facility or building.

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3.9.9 Waste Minimization Programs

The EPA and FDEP require the minimization of waste by the use of water-soluble materials. The Contractor shall utilize water-soluble products when available.

3.9.10 Fines, Citations, and Damages

The Contractor shall be solely and financially responsible for any fines and damages levied by local, State, or federal regulators against the Customer for incidents resulting from non-compliance relating to regulatory violations and negligence on the part of the Contractor. This includes, but is not limited to, spills, leaks, injuries to the environment, injuries to humans, and property damage. The Contractor shall be solely responsible for any costs, expenses, attorneys’ fees, and travel costs incurred by the Customer relating to such violations or negligence.

3.10 Service Requirements

3.10.1 Pre-Service Conference

If required by the Customer, the Contractor shall meet with the Customer’s Contract Manager and other staff prior to the purchase order start date to discuss specifications, administering and scheduling work, material submittals, safety practices, and contract administration.

3.10.2 Work Hours

The Customer reserves the right to adjust work hours to serve the specific needs of the Customer’s facility or building. The Customer may list required work hours in the Customer SOW. The Contractor shall commence nighttime Janitorial Services as directed by the Customer’s Contract Manager, Customer’s Facility Manager, or designee. For nighttime Janitorial Services and for the purposes of energy conservation, lights are to be used in the immediate area where work is being performed and turned off as areas are completed. The Contractor shall complete nighttime Janitorial Services and vacate the Customer’s facility or building at a time agreed upon by the Customer’s Contract Manager. After work is completed, the Contractor shall ensure that all lights are turned off unless specifically requested by the Customer (Emergency, flood lights, etc.). The Contractor shall be proactive in conserving energy by ensuring lights are turned off in offices, common areas, etc.

3.10.3 Site Management System

The Contractor shall maintain a Site Management System that provides a minimum of the capabilities listed below. The Contractor may satisfy these requirements using a physical Control Book, an Electronic System of Record, or a combination of the two. A Contractor that maintains only a physical Control Book meeting these requirements is fully compliant.

The required capabilities are the same regardless of the format selected.

• Personnel verification: Records each on-site worker's check-in and check-out by location, with verif ication of identity, date, and time sufficient to substantiate hours billed. In a Control Book, this requirement is met by the Contractor sign-in and sign-out sheets maintained on-site. In an Electronic System of Record, acceptable verif ication methods include, but are not limited to, geolocation, geofence confirmation, a scan of a fixed on-site code or tag (such as QR, NFC, or barcode), biometric confirmation, or telephone or caller-ID check-in from a fixed site line. The Contractor may use any method that provides equivalent reliability and tamper resistance for the form used.

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• Safety Data Sheets: Maintains a current SDS for every hazardous chemical used on site, accessible as specified in section 3.9.1 Minimum Requirements for Environmental Health, Hazardous Substances, and Hazardous Materials.

• Plans: Houses the Customer-approved cleaning plan, task and frequency schedules, and staffing plan by position and shift, with version history showing changes over time.

• Quality control: Logs quality-control inspections with date, location, score or result, supporting photographs or other evidence, identif ied deficiencies, and corrective actions tracked to closure. Identif ies specific cleaning issues and reports any maintenance deficiencies.

• Customer access: Provides the Customer timely access to the foregoing at no additional cost, by one or more means selected by the Contractor appropriate to the form used. For example, on-site access to the Control Book, or, for an Electronic System of Record, a read-only account or portal, scheduled report exports, or a data feed. No particular brand or form of book or portal is required.

• Records and audit: All records are retained and producible for audit for the Term Contract term plus the period required by applicable Florida public-records retention requirements.

• Electronic option: Where the Contractor offers…