Attachment E, Sample Customer-Specific Scope of Work.pdf

Janitorial Services No.: 76111500-27-STC Page 1 of 5

Attachment E Sample Customer-Specific Scope of Work (Customer SOW)

This Attachment is a sample template intended to assist Customers further define specific needs and requirements for Janitorial Services under State Term Contract (STC) No. 76111500-27-STC. This Attachment is an example and does not modify the Contract’s Scope of Work (SOW) for purposes of the Janitorial Services solicitation. Any terms defined in this document will supplement the SOW and will be included in the purchase order. When creating a Customer SOW, Customers are permitted to negotiate terms and conditions which supplement those contained in the STC. Such additional terms shall be for similar or equivalent services contemplated in this Customer SOW and shall not conflict with the terms and conditions established by the STC (and any such conflicting terms shall be resolved in favor of terms most favorable to the Customer). Specific terms and conditions within a Customer’s SOW are only applicable to the Customer’s Purchase Order.

1. Scope of Services and Deliverables

• Facilities & Locations: <List all building names, addresses, and service areas>

• Service & Space Types: <e.g., office space, restrooms, common areas, clinics>

• Total Square Footage: <Insert total square footage to be serviced>

• Detailed Janitorial Tasks: <List daily, weekly, and as-needed tasks, such as trash removal, vacuuming, restroom cleaning, etc.>

• Work Hours: <Specify required work hours, e.g., 6:00 PM to 10:00 PM, Monday-Friday>

• Supplies: <Specify if the Contractor or the Customer will provide supplies>

• <Insert customer-specific service and deliverable requirements>

2. Contractor Staffing and Personnel

• Staffing Levels: The Contractor must ensure adequate staffing to maintain a high level of cleanliness. At the start of the contract, the Contractor shall provide a staffing plan detailing the number of employees, their roles (e.g., Day Porter, Supervisor), and work shifts.

• Key Personnel: The Contractor must name an on-site Supervisor who is available to meet with the Customer during business hours. [Insert any other key personnel requirements]

• Subcontractors: The Contractor may only use subcontractors that have been pre-approved by both the Department and the Customer.

• Conduct & Security: All Contractor personnel must wear uniforms with identification, adhere to the Customer’s code of conduct, and follow all facility security protocols, including signing in/out and managing keys.

• Training: The Contractor shall train all personnel prior to assigning them to a job assignment at the facility. The Contractor shall provide verifiable documentation that its employees, agents, representatives, and subcontractors have completed the applicable training pursuant to the SOW.

• <Insert customer-specific staffing and personnel requirements>

3. Safety, Chemical Handling, and Compliance

• Safety Standards: The Contractor must comply with all applicable OSHA standards.

• Chemical Approval: Before starting work, the Contractor must provide a Safety Data Sheet

(SDS) for every chemical to be used. Products with a pH below 3 or above 11, or those rated as "Flammable" or "Toxic," require prior written approval.

No.: 76111500-27-STC Page 2 of 5

• Hazardous Materials: The Contractor is responsible for the proper handling, storage, and disposal of all chemicals and hazardous waste in accordance with EPA and Florida DEP regulations.

• Training & Records: The Contractor must provide documentation verifying all employees have completed required OSHA and site-specific safety training. All records, including training certifications and injury logs (OSHA 300 Log), must be available upon request.

• <Insert customer-specific safety, chemical handling, and compliance requirements>

4. Reporting and Quality Control

• Pre-Service Conference: The Contractor must meet with the Customer at least ten (10) days before the start date to review the work plan, submit background checks, and provide a list of all cleaning supplies and key personnel contact information.

• Cleaning Plan: The Contractor shall provide a detailed Cleaning Plan that includes a schedule for all tasks and protocols for cleaning high-touch surfaces in accordance with CDC guidelines.

• Inspections & Reports:

o A Shift Cleaning Report must be left for the Contract Manager after each shift.

o A Monthly Summary Report and a Quality Evaluation Form must be submitted with each invoice.

• <Insert customer-specific reporting and quality control requirements>

5. Payment

• <Insert customer-specific payment schedule and requirements>

6. Special Permits, License and Product Notification

• Certain cities, counties and municipalities require hazardous materials licenses and certif ications prior to the use of certain products. The Contractor is responsible to obtain and make available to the Customer upon request all necessary licenses, certifications, and permits regarding any hazardous materials prior to execution of this Contract.

• <Insert customer-specific permits, licenses, and product notif ication requirements>

7. Pre-Service Conference / Meeting

• The Contractor shall meet with the Contract Manager and other staff at least ten (10) days prior to the Contract start date to discuss and develop mutual understandings relative to interpretation or questions concerning specifications, administering, and scheduling work, material submittals, safety practices, and contract administration. The Contractor shall submit to the Customer each of the following items at the “Pre-Service Conference:”

o Telephone numbers of key personnel, as defined herein.

o List of cleaning supplies and SDS (must be identified by brand name and manufacturer).

o Background checks for personnel and request for approval of these employees.

o Work schedules for Contractor staff assigned to a facility.

• <Insert customer-specific requirements>

8. Work Hours

• <Insert customer-specific work hours, shift schedules, and designated service windows requirements>

No.: 76111500-27-STC Page 3 of 5

9. Facility Regulations and Security

• The Contractor agrees that all Contractor personnel, including the Contractor’s subcontractors, shall remain within the limits of the work site and shall not enter any restricted areas during ingress, egress, or any other time. All of the Contractor’s personnel, including the Contractor’s subcontractors, shall adhere to the Customer’s code of conduct that includes, but is not limited to, policies and procedures regarding violence in the workplace, sexual harassment and discrimination.

• <Insert high-security specific areas (i.e. room number 321), time coordination, areas not to be cleaned, and safety regulations>

• <Insert customer-specific work hours, security requirements>

• <Insert additional background security checks to be completed by the Contractor>

10. Supplies

• <Insert customer-specific supply requirements>

11. Janitorial Services

• The Contractor shall provide the minimum services contained within this section for daytime or nighttime Janitorial Services, whichever is specified by the Customer.

• <Include daily, as needed, etc. Janitorial Services needed by the Customer>

12. Loss or Damage

• <Insert customer-specific loss or damage requirements>

13. Additional Forms

• <Insert additional forms required to be completed by the Contractor, e.g. cleaning inspection form, references>

14. Reporting Requirements and Financial Consequences

• The Contractor shall report as follows.

o Shift Cleaning Report: At the completion of each cleaning shift day or night, the

Contractor’s on-site supervisor shall complete and leave a Shift Cleaning Report, for the Contract Manager. The Contract Manager will inspect completed work and will notify the Contractor of any work that needs to be corrected within two business days.

o Monthly Report: The Contractor shall submit a properly completed and signed Monthly

Summary Report and Quality Evaluation Form, with the Contractor’s monthly invoice.

Adjustments to the Contractor’s invoice will be made as a result of the Quality Evaluation ratings as follows: Poor “Below Standards” ratings will result in a 3% reduction per performance deficiency. The Customer will return the monthly invoice to the Contractor if the Monthly Summary Report and Quality Evaluation Form, are not included as specified.

o Other Customer-Specific Requirements: Adjustments to the Contractor’s invoice in the form of performance penalties will be made as a result of the quality evaluation ratings.

o <Insert or edit customer-specific f inancial consequences>

No.: 76111500-27-STC Page 4 of 5

15. Financial Consequences

Deliverable Performance Metric Performance Due Date

Financial Consequence for Non-Performance

Contractor will timely respond to Customer inquiries

All Customer inquiries will be responded to timely upon each Customer request

Customer inquiries will be responded to within twenty-four

(24) hours

$100 if not responsive after twenty-four (24) hours and an additional $100 for each twenty-four (24) hours after

Authorization, use, and storage of chemicals

Contractor will only use and store chemicals approved by the Customer

Per discovery of non-authorized use or storage of chemicals

$500 per Customer discovery

Quality control and inspection acceptance

Contractor will successfully resolve all identif ied work, quality, and performance deficiencies identified by the Customer

Contractor will resolve all deficiencies within the Customer-imposed timeframe

$250 per day exceeding the customer-imposed timeframe until the deficiency is resolved

Stocking of cleaning products, supplies, and consumables

Contractor will maintain a two-week stock of all cleaning products, supplies, and consumables.

Per incident of understocking of all cleaning products, supplies, and consumables

$100 per day until the stocking levels are returned to a two-week level

Subcontractor use

Contractor will only use Customer approved subcontractors

Per discovery of non-authorized use of a subcontractor

$1,000 per subcontractor per Customer discovery

No.: 76111500-27-STC Page 5 of 5

CONTRACT STAFFING FORM

Contract Staffing Form: Describe and document your company’s initial recommended contract staffing for all Janitorial Services requested by the Customer.

Facility:

In the table below, list assigned staffing for the facility. Indicate the number of persons in each position, rate (use hourly rate), the time of day they begin and end their respective work shifts, and the total hours per day. The Contractor understands that it may be necessary from time to time to adjust or increase staffing to maintain an acceptable cleaning standard. The Contractor may be penalized if adjustments are not consistently provided and services decline.

If any portion of the Janitorial Services will be subcontracted, complete the Subcontractor form and submit to the Department and Customer for prior approval.

Indicate your MINIMUM scheduled Janitorial Services labor hours, per day.

Position Number of

Persons Rate Begin Time End Time Hours/Day

Daytime Porter $

Night Porter $

Supervisors $

Other (add additional rows as needed)

TOTAL HOURS PER DAY =