Attachment B - Specifications - Pages 1-17.docx

Attachment B – Specifications

RFx No.: 3000023290 Title: *FaxBid*Mand.Site*JanitorialSVCS Acadiana Area Human Services District-Crowley Behavioral Health Clinic 1822 W 2nd St.

Crowley, LA 70526

SPECIFICATIONS FOR CUSTODIAL SERVICES

INSTRUCTIONS, CONDITIONS, AND REQUIREMENTS

The intent of these specifications is to provide for a complete Custodial Service Program. The successful Contractor will be required to provide specified custodial services beginning Date of Award and ending June 30, 2025.

SECTIONS:

1. General Conditions

2. Description of Services

3. Contractor Minimum Qualifications

4. Supervision

5. Qualifications of Personnel

6. Scheduling Work and Reporting

7. The Role of AAHSD – Crowley Behavioral Health in Contract Administration

8. Security Clearance Requirements/Standards of Conduct

9. Staffing Standards

10. Correspondence

11. Supplies/Equipment

12. OSHA Guidelines Compliance

13. Certified Payroll Records

14. Building Information

15. Frequency Schedule/Quality Control

16. Inspections Attachment #1: Supply List Attachment #2: Equipment List Attachment #3: Wage Statement (SPO rev.5-30-13)

1. GENERAL CONDITIONS:

All Contractor personnel are expected to work in a manner which will maintain the security and best interests of the Acadiana Area Human Services District (AAHSD)-Crowley Behavioral Health Clinic, hereafter referred to as the Agency. The Agency reserves the right to require the Contractor to dismiss any employees deemed incompetent, careless, insubordinate or otherwise objectionable or any person whose actions are deemed to be contrary to public interests or inconsistent with the best interest of the Agency. The Contractor agrees that during the term of this contract, he and his employees will conduct themselves in a careful and prudent manner and that he will not permit the facility placed at his disposal to be used for purposes other than those specified herein.

The Contractor shall not allow any person less than 18 years of age or any person that is not on the Contractor's payroll in the facility at any time.

The Contractor will be directly responsible for any and all damages to the buildings or their contents caused by Contractor employees.

The Contractor will be responsible for compliance with all Agency policies, security measures, and vehicle regulations. Any Contractor employee who is found to be in violation of this policy will be subject to immediate dismissal.

Although designated storage areas will be provided for storage of Contractor's equipment, materials, and supplies, the Agency shall not be responsible or liable for such equipment, materials, or supplies and the security thereof.

The Contractor will procure insurance as per attached insurance requirements, and shall show evidence of such insurance in the form of Certificate(s) of Insurance prior to contract award.

The Contractor will hold and save the Agency, its officers, agents, and employees harmless from liability of any nature or kind including costs and expenses for or any account of any law suit or damages of any character whatsoever resulting from injuries or damages sustained by any person or persons or property by virtue of performance of this contract by the Contractor or its agents.

The Contractor is to contract for goods, services, and employment in his firm's name only, and will not implicate the Agency directly or by inference in these transactions. The Contractor is to be in all respects an independent Contractor and none of his employees is to be regarded as employees of the Agency. The contract is not to be assigned or transferred by the Contractor to any subcontractor or any other party during the term of the contract unless approved by the Commissioner of Administration.

The terms and conditions of this contract cannot be changed, altered, or modified in any way without the advance written approval of the Office of State Procurement. If, because of reasons beyond the control of the Agency (e.g. fire), business operation in any or all of the facilities is interrupted or stopped, the Agency shall have the right to terminate this contract upon ten days certified written notice without any penalty thereof.

Contractor’s bid price shall be sufficient to pay for all applicable federal and state withholdings, workmen’s compensation, insurance, all licenses, and comply with the current minimum wage rate.

2. DESCRIPTION OF SERVICES:

2.1 Description of Services

The Contractor shall provide all supervision, labor, materials, supplies, and equipment and shall plan, coordinate, schedule, and assure effective performance of all service described herein. The Contractor shall provide all janitorial and related services in accordance with the requirements of this contract.

3. CONTRACTOR MINIMUM QUALIFICATIONS:

Contractors must demonstrate they have been in business satisfactorily providing similar services for at least the last two years.

Each bidder should attach an organization profile of their company, including but not limited to the following information:

4. SUPERVISION:

4.1 General

The Contractor shall arrange for satisfactory supervision of the contract work. It shall not be considered a responsibility of the Agency.

4.2 Contract Manager

The Contractor shall provide the name, address, telephone number, fax number and an e-mail address that can accept voice mail or electronic transmissions for the Contract Manager from the Office of State Procurement, as well as, the Clinic Manager, his information shall be submitted within five working days after request. Unreasonable failure to provide the requested information will be cause to eliminate your bid from consideration at the State’s discretion.

All calls and messages shall be returned within a two hour period. Functioning telephone, fax, cell phone numbers, and e-mail addresses that can accept voice mail communications or electronic transmissions must be maintained by the Contract Manager. Failure to return calls and messages within two hours will constitute grounds for a deficiency. The Contract Manager is responsible for the management and scheduling of work to be performed under this contract. Any person filling this position must have prior approval. Any change in telephone, cell phone, and fax numbers or e-mail addresses must be made available to the Agency, as well as, the Office of State Procurement within a 24 hour period. Failure to report these changes will constitute grounds for placing the Contractor in default.

4.3 Onsite Supervisor

The Contractor shall provide the name, address, and telephone number of the onsite supervisor in writing to the Office of State Procurement, as well as, the Clinic Manager, Mickey Businelle, this information shall be submitted within five working days after request. Unreasonable failure to provide the requested documents will be cause to eliminate your bid from consideration at the State’s discretion.

The term "Onsite Supervisor" means person designated by the Contractor who has full authority to act on behalf of the Contractor on a day-to-day basis at the work site. Any person filling this position must have prior approval. Any change in telephone numbers must be made available to the Agency, as well as, the Office of State Procurement within a 24 hour period. Failure to report these changes will constitute grounds for placing the Contractor in default.

During the initial occupancy period, the Onsite Supervisor may be designated from the custodial work force provided the specified qualifications are met. Once full-time supervisory activity is warranted, the Supervisor will discontinue activities as a custodial worker and devote full attention to contract supervision.

5. QUALIFICATIONS OF PERSONNEL:

5.1 Qualifications of Other Contract Personnel

The personnel employed by the Contractor shall be capable employees, qualified in custodial type work. The building shall be staffed beginning the first day of work under the contract. The staff shall be trained, and experienced cleaning personnel that exhibit the capability of performing contract services with a minimum of supervision. All personnel will receive close and continuing first line supervision by the Contractor. Any non-compliance with terms of qualification will be cause for removal from the building.

Contractor should have in place training, education and development programs to ensure custodians are being properly trained. This should include blood borne pathogens, safety training, material handling and customer service. Contractor should be able to provide attendance documents for employee training sessions.

6. SCHEDULING WORK AND REPORTING:

6.1 Weekly Reports

The Contractor shall submit to the Clinic Manager, Mickey Businelle, a weekly work report of the jobs performed for comparison with the scheduled requirements. The report shall include all periodic work performed. Such reports will specify the location where work has been completed, for example; that rooms have been stripped and refinished; that rooms have been damp mopped and spray buffed, that high cleaning has been performed in rooms, etc. The Agency contact will examine the Contractor's work on a daily basis.

6.2 Quality Control Program

The Contractor shall establish a complete weekly quality control program to assure the requirements of the contract are provided as specified. Within five working days prior to the starting date of the contract or within the time agreed upon between Agency’s contact and the Contractor, the Contractor shall submit a copy of her/his program to the Agency contact. The program shall include, but not be limited to the following:

1. An inspection system covering all the services stated in the Frequency Schedule/ Quality Control section of this contract. A checklist used in inspecting contract performance during regularly scheduled or unscheduled inspections. The name(s) of the individual(s) who will perform the inspection.

2. The checklist shall include every area of the operations serviced by the Contractor as well as every task required to be performed.

3. A system for identifying and correcting deficiencies in the quality of services before the level of performance becomes unacceptable and/or the State's inspectors point out the deficiencies.

4. A file of all inspections conducted by the Contractor and the corrective action taken. This documentation shall be made available to the Agency during the term of the contract.

7. THE ROLE OF AAHSD-CROWLEY BEHAVIORAL HEALTH IN CONTRACT ADMINISTRATION:

The Agency contact has the responsibility of determining the adequacy of performance by the Contractor in accordance with the terms and conditions of this contract; acting as the Agency's representative in charge of work at the site; ensuring compliance with contract requirements insofar as the work is concerned; and advising the Agency of any factors which may cause delay in performance of the work.

She/he is also responsible for the inspecting and monitoring of the Contractor's work. The responsibilities include, but are not limited to, inspecting the work to ensure compliance with the contract requirements; documenting through written inspection reports the results of all inspections conducted; following through to assure that all defects or omissions are corrected; conferring with representative of the Contractor regarding any problems encountered in the performance of the work and generally assisting the Agency contact in carrying out her/his responsibilities.

7.1 Inspection of Services

All services, which include services performed, material furnished or utilized in the performance of services, and workmanship in the performance of services, shall be subject to inspection and test by the Agency to the extent practicable, at all times, and placed during the term of the contract. All inspections by the Agency shall be made in such a manner as not to unduly delay the work.

If any services are not in conformity with the requirements of the contract, the Agency shall have the right to take necessary steps to perform the services in conformity with the requirements of the contract.

8. SECURITY CLEARANCE REQUIREMENTS/STANDARDS OF CONDUCT:

8.1 Security Clearance Requirements

The State reserves the right to request drug testing/screening at no additional cost to the State, for all janitorial/custodial employees by a certified laboratory of drug testing for each employee, (certified according to Substance Abuse and Mental Health Services Administration (SAMHSA) guidelines). The report shall identify the drugs/metabolites tested for, whether positive or negative. The report shall also indicate the date and time of specimen collection, the date received by the laboratory and the date and time reported. Drug testing must include testing for the presence of marijuana, opiates, cocaine, amphetamine/meth-amphetamine and phencyclidine (PCP).

The State reserves the right to request additional drug screens for janitorial staff for reasonable cause. Any janitorial staff that tests positive on any drug screen(s) shall be immediately dismissed.

If at any time a change in personnel is made the Contractor must provide the Office of State Procurement, as well as, the Agency information on new employee(s) before they may begin work. The Contractor shall be responsible for having a pool of at least two additional employees for the sole purpose of emergencies that may occur, and/or replacement of janitorial staff. (As addressed in 9.5) Contractor is to be responsible for all keys issued. Keys are not to be left in doors and Contractor is not to admit anyone to offices while work is in progress unless advised by the Agency Contact Representative. All doors are to be closed, locked, and checked before leaving the building. In the event of key loss, Contractor will reimburse Agency for replacement, or corrective measures, to include re-keying of affected locations.

8.2 Standards of Conduct

Contractor shall be responsible for maintaining satisfactory standards of employee competency, conduct, appearance, and integrity and shall be responsible for taking such disciplinary action with respect to her/his employees as may be necessary. The Contractor is also responsible for ensuring that her/his employees do not disturb papers on desks, open desk drawers or cabinets, or use Agency computers, fax machines, telephones, copy machines, including any and all State owned property, materials, or supplies except as authorized. All contract employees will be required to enter and leave the premises through the front entrance door. All employee packages or other items brought into, or out of the facility will be subject to search.

9. STAFFING STANDARDS:

9.1 Minimum Standards

The Contractor shall provide staffing to meet or exceed the following “Minimum Staffing Standards” on the first day of work under the contract. These standards are “minimum” levels of staffing – the facility shall be staffed to maintain optimum conditions of cleanliness. If the level of cleaning at any time is considered to be unacceptable to the Agency, then the Contractor will be required to increase her/his staff or take whatever measures are required at no additional cost to the Agency.

The Contractor is cautioned that the minimum daily staffing requirement may not be enough to accomplish all the routine daily task and does not include special or project cleaning as required under this contract. The determination of total staff hours required above the minimum to complete the required task is the sole responsibility of the Contractor.

Part Time Staff Required: Supervisor, Custodians

9.2 Working Hours

Services shall be performed: Tuesday, Wednesday and Friday, Crew must arrive by 4:30 PM and finish before 11:30 PM each workday. Contractor will be provided keys to the building.

9.3 Contract Manager

The Contract Manager shall be the liaison between the Contractor and the Agency. The duties of the Contract Manager include but are not limited to work schedules, employee records, reports, and other correspondence to the campus, key security/issuance/collection, response to complaints, employee behavior/discipline, materials inventory control, and other duties.

9.4 Absenteeism

The Contractor shall provide relief personnel as necessary to ensure that each assignment is performed daily per contract specifications regardless of employee absenteeism. If Contractor cannot provide an employee for required work hours, the amount of hours of non-performance of contract will be deducted by the hourly rate of that employee from the monthly invoice.

9.5 Work Hours

The Contractor's personnel should normally be employed on a seven hour maximum assignment. However, unless otherwise directed in writing by the Agency, the Contractor may increase the number of employees during any seven hour shift; provided that they will furnish at least 21 minimum personnel hours required, and further, that approval may be granted for an assignment of an employee if warranted by occupancy level. The specified minimum of personnel hours of work and supervision, which shall actually be performed, by the Contractor's personnel or the personnel of the Sub-Contractor in connection with this contract is as noted in "Staffing Standards."

9.6 Employee Records

The Contractor shall keep the records identified below for each employee performing the work described in the contract:

The Contractor shall furnish a copy of such records to Agency contact at the end of each month.

9.7 Principal Custodial Supervisor

The Contractor is to designate one employee on each shift worked as the Principal Custodial Supervisor for that shift with full responsibility for directing the entire custodial crew working on her/his shift. Each Principal Custodial Supervisor is to be authorized to act for the Contractor in every detail; this person may also act as the Onsite Supervisor until such time as occupancy levels warrant full time positions.

10. CORRESPONDENCE:

The Contractor or her/his designated officers shall respond to all inquiries, complaints, and other written correspondence from Agency personnel within the required number of days as specified in each notice. Correspondence shall be on the Contractor's official stationery.

11. SUPPLIES/EQUIPMENT:

11.1 Furnished by the Agency

11.2 Furnished by the Contractor

1. The Contractor shall furnish all supplies and materials necessary for the performance of the work of this contract unless otherwise specified herein. Should the Contractor not furnish the proper supplies or adequate quantity, the State will make a one-time purchase of the needed supplies and charge them against the Contractors invoice at the State’s cost plus twenty percent (20%). If the Contractor does not provide proper supplies after this action, then the Contractor will be in danger of default. Action placing the Contractor in default will be taken on the second occurrence during this contract.

2. The Contractor shall provide the following products to be stocked in various dispensers:

3. The Contractor shall furnish all cleaning equipment, vacuum cleaners, mops, brooms, etc. cleaning supplies, cleaners, cleaning powders, disinfectants, wood polish, etc. and any other items necessary to maintain the cleanliness and sanitation of the building at no additional charge to Agency.

Specifications of materials supplied by the Contractor shall be of a quality to conform to those on State Contract such as the same active ingredients in Johnson's Wax Products as follows:

1. Johnson's Floor Wax Products - "Pronto,” "Plaza," "Showplace," "Technique"

2. Floor Sealer

3. Floor Stripper - Johnson's Products "Freedom" The Contractor should submit Attachment #1 - Supply List with the bid. The Contractor shall indicate on the Supply List the brand name. Failure to complete this list may be a basis for rejection of the bid. The Agency must approve the cleaning product and intended use of each of the materials proposed for use in the performance of the contract. The Contractor shall not use any material which the Agency determines would be unsuitable or harmful to the surfaces to which it is to be applied. The Agency reserves the right and sole discretion to reject any material, which does not meet the specifications or proves to be unequal to the Johnson’s products specified above. All supplies provided by the Contractor shall be compatible with the existing facility dispensers.

Any material which the Agency suspects of not meeting specifications shall be tested by a recognized testing laboratory at the Contractor's expense. A copy of the laboratory report giving the results of the test and a sample of each product, if requested, shall be submitted to the Agency prior to the starting date of the contract. These products shall meet the requirements established by applicable Federal and State laws, or be considered unacceptable for use.

All necessary cleaning equipment, including power driven floor scrubbing machines, waxing and polishing machines, industrial type vacuum cleaners, and all necessary motor trucks, etc., needed for the performance of the work shall be furnished by the Contractor. Such equipment shall be of the size and type customarily used in work of this kind and shall meet the approval of the Agency. No equipment shall be used which is harmful to the facility or its contents. Failure to provide adequate equipment may be cause to terminate the contract.

All equipment must be in good working condition at all times. The Contractor will be responsible for all maintenance and repair costs necessary to keep their equipment in proper working condition, and for any cost necessary to repair damage to the equipment due to misuse, abuse, or neglect by her/his employees. Should any machine become unserviceable during the contract period, the Contractor shall furnish at her/his expense the equipment necessary to comply with the provisions of these specifications. Any non-working equipment shall be replaced/repaired within 24 hours. Contractor must notify the Agency contact of any changes in their equipment for the duration of the contract.

The Contractor must complete Attachment #2 - Equipment List which serves to provide the Agency a listing of all equipment to be delivered to the facility. The Contractor shall indicate on the Equipment List the manufacturer and the quantity of equipment they have available for use under the contract. Failure to complete this list may be a basis for rejection of the bid as non-responsive.

The Agency will conduct an equipment inventory. The purpose of the inventory is to ensure that all equipment is in operating condition and that the quantity and quality agreed upon at the award of the contract is the same. The Contractor shall accompany the designated person conducting the inventory.

The Contractor and/or her/his employees are responsible for obtaining parking permits for all vehicles to be parked at the facility, if needed.

The Agency will not be responsible for theft.

12. OSHA GUIDELINES COMPLIANCE:

The Contractor will be responsible for furnishing the Agency with all Safety Data Sheets (SDS) applicable to the products and chemicals being furnished by her/him under this contract. All products and chemicals used to provide services in this contract must be used in accordance with the safety methods set forth on the SDS. All products, chemicals, and application devices must be disposed of and/or cleaned in accordance with the methods set forth on the SDS or as governed by Local, State or Federal laws. The Contractor shall be responsible for the education and compliance of all employees in the safe use, handling, and disposal of all products, chemicals, and application devices as related to the SDS. Contractors found to be non-compliant with the safety methods set forth on the SDS will be referred by the Agency to local authorities for further investigation and action. Negligent and irresponsible actions by the Contractor or her/his employees will place the Contractor in danger of default.

Contractor shall comply with OSHA regulation 1919.1200, paragraph f, concerning the labeling of all chemical containers.

Contractor shall use caution signs as required by OSHA regulation 1910.144 and 1910.145 at no additional cost to the Agency. Cautions signs shall be on site on commencement of the contract.

Contractor shall comply with the OSHA standard 29CFR1910.1030 blood borne pathogens as it pertains to the training, safety and equipment needed for all employees engaged in providing custodial services.

13. CERTIFIED PAYROLL RECORDS:

Upon request in writing by the Agency, the Contractor shall within five working days furnish a certified copy of the latest payroll period prior to the date of said request. This record shall reflect payments for all the Contractor's employees working under this contract during the payroll period. The State may request copies on any or all such payrolls during the life of this contract.

14. BUILDING INFORMATION:

The following is a list of rooms to be serviced by the Contractor and included is the approximate custodial square footages for those buildings. The Contractor is responsible for verifying the size and condition of all facilities.

NOTE: The building has 37 rooms, seven bathrooms, a waiting area and hallways and is 8,911 square feet. A copy of the Floor Plan is attached.

An area shall be designated for storage of the Contractor's equipment, materials, and supplies, but the Agency shall not be responsible or liable for such equipment, materials, or supplies and the security thereof.

Contractor shall seek, in writing, the advance written approval of Office of State Procurement regarding any change, modification or alteration of the contract.

The Agency representative is to, at all times, have access to work when it is in progress.

The Agency shall recognize the following unpaid holidays during the contract term. The Contractor shall not be responsible for having any personnel in the facility on these holidays: New Year's Eve, New Year's Day, Martin Luther King Day, Mardi Gras Day, Good Friday, Juneteenth, Independence Day, Labor Day, Thanksgiving Day and Day After, and Christmas Day.

15. FREQUENCY SCHEDULE/QUALITY CONTROL:

Contractor shall provide, in writing, a calendar schedule of the exact day or date(s) all weekly, monthly, semi-annual and annual services shall be performed or commenced for the entire contract term. Schedule should be provided within one week of startup or within time agreed upon Agency contact and Contractor.

15.1 Three Times per Week Service Requirements

1. Empty and Wipe Clean All Wastebaskets and Shredders. Replace Liner.

* Quality Control Standard: Free of stains and stained litter.

2. Sweep and/or Dust Mop and Damp Mop All Non-Carpeted Floor Surfaces.

* Quality Control Standard: Corners shall be dirt, cobweb, and lint free. Door jams and baseboards free of dirt and mop stain build-up. All debris, paper, lint, dust, and dirt removed.

3. Vacuum Clean All Carpeted Areas.

* Quality Control Standard: All debris, paper, lint balls, dirt, and gum removed from carpet, including in and around furniture edges (desks, tables and chairs), and equipment.

4. Wipe Clean All Entrance Door Glass, Interior and Exterior including Frame and Ledges. Wipe Clean All Glass at Reception Desk Area.

* Quality Control Standard: Glass must be clean and free of water spots, streaks, and dust.

5. Clean and Polish All Drinking Fountains.

* Quality Control Standard: Free of water stains and alkaline deposits. Polish and dry using proper cleaners.

6. Clean sand urns, at exterior immediately adjacent to entrance doors.

* Quality Control Standard: Clean (sift) until no paper, debris or cigarette butts are present.

7. Broom/power sweep immediate entrance exterior areas in front of doorways.

* Quality Control Standard: Must be free of lint, paper, debris, and stains.

8. Dust all high walls and ceilings, counters, file cabinets excluding laboratory tops, desk tops, and telephones. Laboratory casework is to be cleaned from the TOP DOWN. Clean exterior surface of all laboratory refrigerators and freezers.

* Quality Control Standard: Free of dust, dirt, lint, handprints and stains.

9. Properly arrange office, staff dining, and lab furniture.

* Quality Control Standard: Chairs and stools must be placed under tables, desks, or lab stations.

10. Restrooms: Sweep and wet-mop restroom floors with cleaner and disinfectant rinse.

* Quality Control Standard: Free of dirt (especially in corners), stains, paper, cobwebs, water, mop stains and debris. Baseboards and panel bases clean of dirt build-up and stains. Drains free of debris and hair.

11. Toilets/Urinals: Wash, clean, sanitizes, and disinfects all toilets, urinals and toilet seats.

* Quality Control Standard: Toilets and urinals free of water build-up and stains, dust, dirt and spots. Flush valves clean and polished. Toilet seats up for use, free of spots and stains.

12. Spot wash restroom walls, and doors.

Quality Control Standard: Walls free of writing, dust and stains. Ceilings, walls, and corners must be free of cobwebs.

13. Clean restroom fixtures and chrome.

Quality Control Standard: All fixtures, faucets, pipe (under sink) must be clean and free of water build-up, body oils and dirt.

14. Clean restroom mirrors.

Quality Control Standard: Mirrors must be clean and free of water spots, streaks, and dust. No dust on ledges.

15. Clean and fill all restroom/building dispensers.

Quality Control Standard: Dispensers must be stocked and maintained at adequate level (liquid, powder soap and paper products). Dispensers must be clean and dust free.

16. Damp mop spillage from all non-carpeted floor surfaces including food service and preparation rooms, vending area, and dining area.

Quality Control Standard: No visible debris, paper, spills, stains, gum, dirt, mop stains, food particles, or lint on floor, base, corners, walls, doorframes, baseboards, furniture, and all other surfaces shall be free of watermarks and splashing from cleaning solutions or wax.

17. Clean and sanitize vending area, including interior and exterior of microwave oven(s) and refrigerator(s), scrub sink and dish rack, wipe counter surface clean, empty garbage can(s), and replace paper towels as required. Wipe clean all table and chair surfaces and bases in Staff Lounge area. Deodorize as necessary.

Quality Control Standard: No visible spills, stains, watermarks, food particles, hand prints, grease, dirt, or offensive odors.

18. Spot clean carpets, shampoo or bonnet clean, as required to remove spots, spills and traffic dirt. Alternative carpet cleaning methods may be used if satisfactorily demonstrated and approved by the Director of Facilities management.

Quality Control Standard: Free from spills, stains, traffic dirt, rain (when applicable), paper, etc. Maintain a reasonable, normal cleanliness.

19. Keep custodial/janitorial closet(s) neat and orderly.

Quality Control Standard: Clean, stocked, floor clean of stains and dirt. Equipment clean and orderly.

20. Report burned–out lights to the Facilities Management or representative.

21. Leave only designated lights on.

22. Turn in lost item(s) to Security.

23. Check and maintain building security during and upon completion of work, locking all doors that are to be locked.

24. When electrical service to a receptacle is interrupted due to overload by floor maintenance equipment, the problem receptacle must be reported immediately to security.

15.2 Weekly Service Requirements

To be completed by Friday of each week. Dust mop, damp mop, and machine buff all vinyl, Terrazzo, and brick floors.

15.3 Monthly Service Requirements

1. Accomplish all high dusting, up to 12 feet, not reached in the above-mentioned cleaning. Remove all cobwebs from corners, walls, and ceilings. Tasks must be accomplished without the use of a ladder.

2. Remove fingerprints/smudges and marks from around light switches and doorframes.

3. Wipe clean all ceiling mounted and wall mounted HVAC supply and return air grills. Also clean adjacent ceiling tile and wall areas as necessary to provide dust and soil free area around grills.

4. Buff all non-carpeted floors with a mechanical machine after the application of a wax mixture to Rejuvenate and maintain a shiny floor.

15.4 Quarterly Service Requirements:

1. Polish all desks and furniture.

2. Clean all synthetic furniture covers. Vacuum office chairs and under cushions.

3. Clean all interior blinds and window ledges throughout the facility.

4. Perform all functions specified under Section 15.2 “Weekly Service Requirements” once each quarter in all unoccupied areas. Laboratory counter tops in unoccupied areas only are to be dusted along with casework.

15.5 Semi-Annual Service Requirements:

1. Shampoo all carpeted areas, offices, hallways, etc.

2. Clean interior of all remaining windows and window walls in occupied areas.

15.6 Annual Service Requirements:

1. Clean all overhead light fixtures.

2. Strip old wax, re-wax, and buff all vinyl tile, soft flooring, terrazzo, ceramic tile, and brick paved floors.

3. Extract clean all carpeted areas (to be accomplished by use of extraction method).

4. Shampoo extract all carpeted areas (during Christmas break).

5. Low-pressure wash all exterior windows, glass and frames and clean interior glass in all unoccupied areas.

6. Thoroughly clean all interior glass windows, doors, curtain wall, etc. including tall glass window in Administration Building lobby.

15.7 Utility Work, Floor Maintenance, Frequency Schedule for Vinyl, Vinyl Asbestos, Other Soft Flooring, Carpet, Ceramic Floor, and Terrazzo.

1. The Contractor’s Floor Maintenance Calendar Schedule, once approved, will be used and adhered to with no changes from the schedule unless approved by the Agency representative.

2. Floor Procedures: Sweep, dust mop, remove residue from floor. Wet mop with proper cleaners. Hi-speed or scrub as required to remove black marks, let dry and apply proper coating as per manufacturer’s instructions.

Quality Control Standard: Glossy shine with no powdering or streaked appearance. Walls, doors, frames, and furniture shall be free of residue.

3. Carpet Procedures: Vacuum thoroughly, spot stains with approved chemicals. Bonnet clean (method) carpets or use extraction method to remove stains or dirt build-up. Alternative cleaning methods may be used if specifically approved by the Director of Facilities Management.

Quality Control Standard: No streaking, no light or dark shaded areas, no staining. Furniture and walls shall be free of spills.

4. Ceramic Floor Tiles: Sweep, machine scrub floor using proper cleaners, hand scrub under and around partition panels, under toilets, corners, doorways, and door jamb(s). Rinse, damp mop floor and walls. Apply sealer to restroom floor only.

Quality Control Standard: Free of soap cleaner residue. Corners free of machine marks, no dirt build-up visible in base, partition panels, doors, and door jambs.

5. Building Detail Work Procedure:

A. Dust desks, chairs, tables and other office furniture and laboratory casework cabinets, including chair rungs and bases, and glass tops.

B. Dust all ledges, flat surfaces within reach.

C. Remove fingerprints and smudges from doors and walls.

D. Clean door fascia plates and thresholds.

E. Vacuum under cushions of upholstered furniture.

F. Dust or vacuum air return grills and registers in walls, doors, and ceilings.

G. Dust all window blinds and louvers.

16. INSPECTIONS:

In order to monitor the quality of work performed by the Contractor, the Contract Manager and Agency contact shall conduct random inspections on all areas cleaned commencing at date of award. The intent of this contract is to receive acceptable, quality, complete, and uniform custodial services throughout each building or area on a daily basis. The Agency representative will choose the area(s) to be inspected, the days of inspection, and the number of inspections to be performed. The Agency shall be the sole judge of the quality of services and required frequency of the services.

16.1 Rating System:

There are four grades of quality considered for each element: Excellent, Good, Fair, and Poor.

Excellent (10 points): Signifies that the quality of work or services is as good as or better than the required standard.

Good (8 points): Signifies that the quality of work or service in the particular element is similar to set the quality control standard required and is acceptable.

Fair (6 points): Indicates that the set quality is below the standard required and needs improvement.

Poor (4 points): Indicates the quality of work is unacceptable.

The specifications state that the Contractor shall keep the grades at or above Good (8 points) in all elements on a daily basis. The standard has been predetermined and entered for each element, as noted in contract section. “Frequency Schedule/Quality Control.”

A Quality Control Form will be prepared by the Agency representative during the inspection routine noted above. Copies of the report will be kept on file by the Agency representative and forwarded to Office of State Procurement as needed to address any poor ratings.

The Office of State Procurement will notify contractor of reported performance issue(s) submitted by Agency. Contractor shall respond to the reported performance issue(s), in writing to the Office of State Procurement, as instructed in the notice. Contractor’s failure to respond to agency’s complaint of deficiencies in performance, or failure to satisfactorily respond to the Office of State Procurement notice of performance issues within the required number of days specified in each notice will constitute grounds for placing Contractor in default.

Agency will submit to the Office of State Procurement, written documentation of non-performance issues and any attempts made by Agency or Contractor to resolve the performance issue(s). Copies of all supporting documentation must always be forwarded to the Office of State Procurement for placement in the contract file as well as the Contractor’s vendor file.

Incidents of unsatisfactory cleaning performance, shortage of hours, or failure to comply with other terms of the contract will constitute grounds for placing Contractor in default and may, at the State’s discretion, result in contract termination.

ATTACHMENT #1 - SUPPLY LIST:

Contractor is required to complete the list provided. The Contractor is advised that the list is by no means exhaustive and that the responsibility of providing the supplies necessary and essential for preforming work specified in the contract rests with the Contractor:

Plastic Trash Can Liners

Cleaner:

Glass/Window

Bathroom

Toilet Bowl

Multi-Purpose

Floor Care:

Stripper

Finish

Sealer

Polish

Metal Polish

Furniture Polish:

Polish, Vinyl

Polish, Wood

Carpet Spot/Stain Remover

Carpet Cleaner

Disinfectant

Tile Cleaner

Gum Remover

Dust Mop Treatment

Sand for Urns

Floor Pads

Upholstery Cleaner

Wood Cleaner

Porcelain Cleaner

Stainless Steel Cleaner

Brass Polish

ATTACHMENT #2 - EQUIPMENT LIST:

Contractor is required to complete the list provided. The Contractor is advised that the list is by no means exhaustive and that the responsibility of providing the equipment and supplies necessary and essential for performing the work specified in the contract rests with the Contractor.

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