Belair Janitorial IFB; V-BEL-27030-M.pdf

STATE OF MARYLAND

MOTOR VEHICLE ADMINISTRATION

(MVA)

INVITATION FOR BIDS (IFB)

JANITORIAL SERVICES AT MVA BELAIR BRANCH

IFB NUMBER: V-BEL-27030-M

ISSUE DATE: OCTOBER 23, 2026

NOTICE TO BIDDERS

A Prospective Bidder that has received this document from a source other than eMarylandMarketplace Advantage (eMMA) https://procurement.maryland.gov should register on eMMA https://emma.maryland.gov/

SMALL BUSINESS RESERVE PROCUREMENT

This is a Small Business Reserve Procurement for which the award will be limited to certified small business vendors. Only businesses that meet the statutory requirements set forth in State Finance and Procurement Article, §§14-501—14-505, Annotated Code of Maryland, and that are certified by the Governor’s Office of Small, Minority & Women Business Affairs (GOSBA) Small Business Reserve Program are eligible for award of a contract. Before awarding a contract under a procurement designated as a small business reserve procurement, the Procurement Officer shall verify that the apparent awardee is certified by the GOSBA as a small business through eMMA. However, if small businesses do not show interest in this solicitation, the Procurement Officer has the right to remove the SBR designation via an Amendment on eMMA.

MINORITY BUSINESS ENTERPRISES ARE ENCOURAGED TO RESPOND TO THIS SOLICITATION

https://procurement.maryland.gov/ https://emma.maryland.gov/ https://gomdsmallbiz.maryland.gov/Pages/sbr-program.aspx https://gomdsmallbiz.maryland.gov/Pages/sbr-program.aspx

Janitorial Services at MVA Belair Branch Solicitation No.: V-BEL-27030-M IFB Document

KEY INFORMATION SUMMARY SHEET (KISS)

Invitation for Bids Maintenance – Janitorial Services at MVA Belair Branch

Solicitation Number: V-BEL-27030-M

IFB Issue Date: October 23, 2026

IFB Issuing Office: Maryland Motor Vehicle Administration (MVA or the "Administration")

Procurement Officer:

Eleonora Quillen 6601 Ritchie Highway, Room 223, Glen Burnie, MD 21062

Email:

Phone Number:

equillen1@mdot.maryland.gov

410-768-7378

Bids are to be sent to:

Submit your bid on www.emma.maryland.gov under Solicitation No.

V-BEL-27030-M. NO BIDS SHOULD BE SENT BY EMAIL.

To submit a bid, bidders must first register on emma.maryland.gov. We recommend registering in advance to become acquainted with the site.

No Bid Notice Feedback Form

If you are not submitting a bid for this solicitation, submit Attachment 1 with your reasons why.

Pre-Bid Conference:

Thursday, October 29, 2026, at 10:00 a.m. Local Time Maryland Motor Vehicle Administration Bel Air Branch 501 W MacPhail Road Bel Air, MD 21014

Scheduled Site Visit Immediately following the Pre-Bid Conference Site Visit Location: Same as Pre-Bid Conference

To attend the site-visit please contact the above-named Procurement Officer via Email no later than Wednesday, October 28, 2026.

Questions Due Date and Time:

Monday, November 2, 2026, at 12:00 p.m. Local Time mailto:equillen1@mdot.maryland.gov http://www.emma.maryland.gov/

Bid Due (Closing) Date and Time:

Friday, November 13, 2026, at 12:00 p.m. Local Time.

MBE Subcontracting Goal:

0% Total MBE Participation Goal with no subgoals

VSBE Subcontracting Goal:

0% Veteran-Owned Small Business Enterprise goal

Procurement Method:

A Contract will be awarded in accordance with the Competitive Sealed Bidding method under COMAR 21.05.02.

Multiple or Alternate Bids:

Multiple or alternate Bids will not be accepted.

Contract Type: Firm Fixed Price

Contract Duration: Three (3) year base period without any option periods.

Primary Places of Performance:

Maryland Motor Vehicle Administration (MVA) Bel Air Branch 501 W MacPhail Road Bel Air, MD 21014

SBR Designation: Yes

Federal Funding: No

Table of Contents - IFB

Attachment 2. Pre-Bid/Proposal Conference Response Form

1 Minimum Qualifications

2 Contractor Requirements: Scope of Work

2.1 Summary Statement

2.2 Background and Purpose

2.2.1 Project Goals

2.2.2 State Staff and Roles

2.3 Square Footage

2.4 Working Hours and Assignments

2.4.1 Work excluded from Scope

2.4.2 Janitorial Crew

2.4.3 Day Porter

2.4.4 Contractor’s Staff Supervisor

2.4.5 On-site Working Janitorial Supervisor (Supervisor)

2.4.6 State Holidays

2.4.7 Inclement Weather / Emergency Conditions

2.5 Operational Procedures

2.5.1 Quality Assurance / Inspection

2.5.2 Supply Storage

2.5.3 Lost and Found

2.5.4 Sign In and Out

2.5.5 Task Checklist

2.5.6 Reporting Damaged and Broken Items

2.5.7 Uniform Requirements

2.5.8 Training Requirements

2.5.9 Security and Facility Access Requirements

2.5.10 Pre-Existing Conditions

2.5.11 Work Ticket

2.6 Cleaning Standards and Procedures

2.6.1 General

2.6.2 Restroom Cleaning

2.6.3 Trash (Liners Provided by MVA)

2.6.4 Chemicals, Equipment, Tools, and Material

2.6.5 Glass (including plexiglass) and Mirrors

2.6.6 Dispensers

2.6.7 Floor Maintenance

2.6.8 Sweeping and Wet Mopping

2.6.9 Dusting

2.6.10 Damp Wiping

2.7 Task Schedule and Frequency

2.7.1 Daily Tasks

2.7.2 Weekly Tasks

2.7.3 Monthly Tasks

2.7.4 Quarterly Tasks

2.7.5 Semi-Annual Tasks

2.8 Supplies and Equipment

2.9 Additional Work and Extra Work Allowance

2.10 Conduct of Janitorial Personnel

2.11 Performance Meetings

2.12 Reductions for Non-Performance or Failure to Meet Standard

2.13 Living Wage Requirements for Services & Facilities Maintenance Contracts

3 Standard Terms and Conditions

3.1 Contract Initiation Requirements

3.2 Invoicing

3.2.1 General

3.2.2 Invoice Submission

3.3 Liquidated Damages

3.3.1 MBE Liquidated Damages

3.3.2 Liquidated Damages other than MBE

3.3.3 Problem Escalation Procedure

3.4 Payments by Electronic Funds Transfer

3.5 Prompt Payment Policy

3.6 Conflict of Interest Affidavit and Disclosure

3.7 Maryland Healthy Working Families Act Requirements

3.8 Insurance Requirements

3.9 No-Cost Extensions

3.10 Material Safety Data Sheets and Product Labels

4 Bid Submission Information and Instructions

4.1 eMaryland Marketplace Advantage (eMMA)

4.2 Electronic Means

4.3 Pre-Bid Conference and Site Visit

4.4 Questions

4.5 Bid Due (Closing) Date and Time

4.6 Receipt, Opening and Recording of Bids

4.7 Duration of Bids

4.8 Revisions to the IFB

4.9 Cancellations

4.10 Incurred Expenses

4.11 Protest/Disputes

4.12 Bidder Responsibilities

4.13 Acceptance of Terms and Conditions

4.14 Compliance with Laws/Arrearages

4.15 Verification of Registration and Tax Payment

4.16 False Statements

4.17 Confidentiality of Bids / Public Information Act Notice

4.18 Use of Bidder’s Form Not Binding on State

4.19 Attachments and Documents Required with the Bid (Table A)

4.20 Bid Delivery Instructions

4.21 Bid Evaluation Criteria and Award Basis

4.22 Tie Bids

4.23 Reciprocal Preference

4.24 Attachments and Documents Required upon Notice of Recommendation for Contract Award (Table B)

5 IFB Appendices and Exhibits

5.1 Appendices (Table C)

5.2 Exhibits (Table D)

ATTACHMENTS WITH LINKS

ATTACHMENT S. SMALL BUSINESS RESERVE AFFIDAVIT

ATTACHMENT L. BIDDER EXPERIENCE

ATTACHMENT T – ACKNOWLEDGMENT OF ENVIRONMENTAL HANDBOOK

APPENDIX 7. FACILITIES MAINTENANCE SUPPLEMENTAL

1. Security Requirements

2. Mercury and Products That Contain Mercury

3. Substitution of Personnel

4. Department of Human Services (DHS) Hiring Agreement

5. Green Purchasing

6. Janitorial Supplies

7. Janitorial Services

SAMPLE CONTRACT

Attachment 2. Pre-Bid/Proposal Conference Response Form

Solicitation Title: Janitorial Services at MVA Belair Branch; Solicitation #: V-BEL-27030-M

Bidder/Offeror Name:

See the Key Information Summary Sheet for the date and time for the Pre-Bid/Pre-Proposal Conference.

Please return this form by the due date noted for the RSVP, advising whether or not your firm plans to attend. The completed form should be returned via e-mail to the Procurement Officer at the contact information below:

Eleonora Quillen Motor Vehicle Administration E-mail: equillen1@mdot.maryland.gov

Please indicate:

Yes, the following representatives will be in attendance.

Attendees (name; email; phone):

1.

2.

3.

No, we will not be in attendance.

Please specify whether any reasonable accommodations are requested (see IFB § 4.1“Pre- Bid conference”):

Bidder:

(Bidder Name Please Print or Type)

By:

(Signature/Seal)

Printed Name:

(Printed Name)

Title:

(Title)

Date:

(Date) mailto:equillen1@mdot.maryland.gov

1 Minimum Qualifications

The Bidder must document in its Bid that it satisfies the following Minimum Qualifications:

1.1 The Bidder shall have been actively engaged in providing janitorial/custodial services to government owned or large-scale private facilities for a minimum of three continuous years within the past five years. Experience of individual personnel in the Company or business shall not count towards meeting the required three years of experience for the Contractor as a Company or business.

1.2 This experience shall be comparable in size and scope as specified herein.

1.3 This experience shall have involved janitorial services performed during normal business hours, including times when agency employees or customers are present. It shall not be limited to after- hours janitorial services in buildings that are empty or largely empty during service.

As proof of meeting this requirement, Bidder shall include with its Bid the Bidder Experience Form (Attachment L) demonstrating its ability to meet the minimum requirements. The Bidder must provide a minimum of three references, and each reference must be able to comment on the Bidder’s ability to successfully perform work of a similar size, scope, and complexity. References may be contacted by the MVA to verify the information provided and assess past performance. If references are deemed insufficient by the Procurement Officer, the Procurement Officer may determine the bid to be non-responsive, which would cause the Bid to be rejected.

THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK

2 Contractor Requirements: Scope of Work

2.1 Summary Statement

2.1.1 This Invitation for Bids (IFB) is issued to procure janitorial services, as outlined in Section 2, for the maintenance and cleaning of the MVA Belair Branch. The contract, awarded to the successful bidder, will require the provision of all labor, cleaning supplies, equipment, insurance, supervision, tools, and transportation necessary to maintain cleanliness and hygiene in the facility. The services must be performed in accordance with the specifications and requirements detailed in this IFB, ensuring a consistently high standard of cleanliness and sanitation throughout the term of the contract.

2.1.2 It is the MVA’s intention to obtain services, as specified in this IFB, from a contract between the selected Bidder and the State.

2.1.3 The MVA intends to make a single award as a result of this IFB.

2.1.4 A Contract award does not ensure a Contractor will receive all or any State business under the Contract.

2.2 Background and Purpose

The MVA Belair Branch serves as a vital location for Maryland residents to complete essential vehicle and licensing services. This branch provides critical services, including issuing or renewing driver’s licenses, registering vehicles, and addressing other vehicle-related needs. It plays an important role in supporting the daily operations of the MVA and offering convenient access to these services for the public.

Regular janitorial services are essential to maintaining a clean, safe, and professional environment at the Belair Branch. This contract outlines the janitorial services required to keep the facility, including customer service areas, restrooms, offices, and public spaces, consistently clean and well-maintained. Ensuring a sanitary and welcoming environment will support the efficient functioning of the branch and contribute to a positive experience for both MVA employees and the public.

2.2.1 Project Goals

To ensure a clean, safe, and welcoming environment for both customers and employees at the MVA Belair Branch, promoting a positive experience and fostering a healthy and professional atmosphere

2.2.2 State Staff and Roles

A. Contract Manager - The Contract Manager will be the primary point of contact after the award of the contract for all matters relating to the performance and execution of the contract. The name and contact information of the Contract Manager will be provided to the Contractor upon contract award.

B. Procurement Officer - The Procurement Officer is the sole point of contact for this solicitation prior to the award of any contract. The name and contact information of the Procurement Officer can be found in the IFB Key Information Summary Sheet, located near the beginning of the solicitation, after the Title Page and Notice to Vendors. The MVA reserves the right to change the Procurement Officer at any time, with written notice to the Contractor.

2.3 Square Footage

The area of the commercial spaces to be cleaned in accordance with these detailed specifications is approximately 16,960 sq. ft as follows:

2.4 Working Hours and Assignments

2.4.1 Work excluded from Scope

2.4.2.1 Janitorial services shall not be performed in safe rooms, tag rooms, computer/data storage rooms, electrical/ mechanical rooms.

2.4.2.2 Close-out rooms cleaning requires janitors to be accompanied by an MVA designee during all the time necessary for the cleaning.

2.4.2 Janitorial Crew

2.4.2.1 The Contractor shall provide a janitorial crew consisting of a minimum of one worker and one On-Site Supervisor from 06:30 a.m. to 09:30 a.m., Monday through Friday, and a minimum of one worker on Saturdays from 07:00 a.m. to 11:00 a.m. excluding State holidays. The Contractor is responsible for determining and providing the number of personnel necessary to ensure all contract tasks are completed as required.

2.4.2.2 The janitorial cleaning crew will be responsible for the bulk of the daily, weekly, monthly, quarterly and semi-annual tasks identified in the scope of work.

2.4.2.3 The janitorial crew must complete the cleaning in the entrance and lobby (public) areas prior to the opening of the MVA branch.

Carpet 2,544 Square Feet Vinyl Tile Area 13,633 Square Feet Ceramic Tile Area 783 Square Feet Approximate Sq. Ft. to be serviced 16,960 Square Feet

2.4.2.4 We require a 12-month schedule in advance of all monthly, quarterly, and semi-annual tasks and the vendor shall follow-up with confirmation ten (10) working days in advance in writing to the Contract Manager.

2.4.2.5 When a holiday occurs on a regular workday, the work shall be completed on the next business day during the hours specified. Exact arrangements are subject to change and shall be confirmed prior to the start date of the contract.

2.4.3 Day Porter

2.4.3.1 The Contractor shall provide a Day Porter from 12:30 p.m. to 02:30 p.m., Monday through Friday, excluding State holidays.

2.4.3.2 Day Porter is responsible for maintaining cleanliness, tidiness, and operational efficiency throughout the facility during the assigned hours in accordance with the tasks, frequencies, and standards required per the scope of work.

2.4.3.3 The Day Porter shall take one (1) unpaid thirty (30) minute lunch break during each Monday through Friday shift (if working 6+ hours). The lunch break shall be scheduled in a manner that minimizes disruption to services and is subject to approval by the Contract Manager.

2.4.3.4 Day Porter is required to obtain and display a contractor identification badge issued by the Maryland State Employee ID program. Badges are managed by the Security Card Processing Center (SCPC) under the Maryland Capitol Police. Obtaining a badge may require submission of a passport-quality photograph, appropriate authorization (driver license, State ID Card, or passport), and payment of applicable fees (currently $15 for new or renewal cards), as administered by the issuing authority.

2.4.4 Contractor’s Staff Supervisor

2.4.1.1 The Contractor shall have a Staff Supervisor available for direct contact by cell phone and/or email with the Contract Manager or his designee at any time during the Contract Manager’s work hours Monday – Friday from 7:30 a.m. to 4:00p.m. and Saturday 8:30 a.m. to 12:00 p.m. to obtain instructions or information about deficiencies in the janitorial work, or any other reason the Contract Manager or his designee should wish to confer with the Staff Supervisor with no charges to the MVA.

2.4.5 On-site Working Janitorial Supervisor (Supervisor)

2.4.5.1 Qualifications and Approval

2.4.5.1.1 The Contractor shall provide an On-Site, Working Janitorial Supervisor (Supervisor) with a minimum of three (3) years continuous experience of janitorial or custodial services within the past five years. Two of these years shall have been in a supervisory or managerial capacity.

2.4.5.1.2 While a résumé is not required with the bid, the contractor must submit a résumé for the proposed on-site supervisor for review and approval by the MVA Contract Manager prior to the start of contract performance.

2.4.5.1.3 The résumé must demonstrate that the proposed supervisor meets the minimum qualifications outlined in this IFB and the individual’s ability to successfully manage work of a similar size, scope, and complexity.

2.4.5.1.4 The supervisor may not begin work at the facility until written approval is received from the Contract Manager.

2.4.5.2 Duties and Responsibilities

2.4.5.2.1 The Supervisor shall be onsite from 06:30 a.m. to 09:30 a.m., Monday through Friday, excluding State holidays.

2.4.5.2.2 The Supervisor shall:

(a) Establish a regular service schedule for completing all daily, weekly, monthly, quarterly, and semi-annual tasks, which is agreeable to both the Contractor and the Contract Manager. This schedule shall be submitted at the kick-off meeting.

(b) Perform cleaning tasks with the requisite janitor(s) during the working hours assigned.

(c) Be present on-site whenever additional or periodic services are performed (e.g., semi-annual, annual, or other non-routine tasks) to oversee the work and ensure compliance with the Contract requirements.

(d) Be responsible for presenting documentation to the Contract Manager when the quarterly and semi-annual tasks are actually performed. The Contract Manager will provide the On-Site Supervisor with a signed copy approving the service.

(e) Be responsible and accountable for all activities and behavior of all personnel assigned by the Contractor to perform work under this Contract.

2.4.5.2.3 Other responsibilities of the Janitorial Supervisor include, but are not limited to:

(a) Working alongside their team, performing cleaning tasks and demonstrating proper techniques to maintain high standards of cleanliness.

(b) Assigning tasks and duties to janitorial team members.

(c) Inspecting work performed to ensure conformance to specifications and established standards.

(d) Training staff in proper cleaning techniques, safety procedures, and the use of cleaning equipment and chemicals.

(e) Maintaining an inventory of janitorial supplies and equipment supplied by the Contractor.

(f) Addressing any complaints or issues in a timely and effective manner.

(g) Conducting performance evaluations and providing feedback to janitorial staff.

(h) Ensuring compliance with health and safety regulations.

(i) Maintaining records of janitorial services performed and preparing reports for management upon request.

(j) Meeting with the Contract Manager once per month to ensure ongoing communication, coordination, and alignment between the janitorial services being provided and the contract requirements.

2.4.6 State Holidays

State holidays on which janitorial services will not be required from the Contractor include:

New Year’s Day Martin Luther King Day Presidents Day Memorial Day Juneteenth Independence Day

Labor Day Columbus Day Election Day (when applicable) Veterans Day Thanksgiving Day Christmas Day

2.4.7 Inclement Weather / Emergency Conditions

The Contractor shall report to work under all circumstances, including inclement weather, except for a STATE OF EMERGENCY or any other mandated closing declared by the Governor of the State of Maryland.

2.5 Operational Procedures

2.5.1 Quality Assurance / Inspection

The MVA Contract Manager or their authorized representative has the authority to inspect the Contractor’s work, identify any deficient tasks, and specify necessary corrective measures. The documented deficiencies are the Contractor's responsibility to address and initial for completion once the corrections are made.

2.5.2 Supply Storage

2.5.2.1 MVA will provide designated space for the storage of janitorial equipment and supplies used by the Contractor.

2.5.2.2 All supplies, equipment, and machines shall be kept free of traffic lanes or other areas where they might be hazardous and must be secured at the end of each workday in areas provided for this purpose.

2.5.3 Lost and Found

All unclaimed articles found in or about the work areas by the Contractor will be turned in immediately to the Contract Manager.

2.5.4 Sign In and Out

All Contractor personnel shall sign in upon arrival of each shift and sign out at the end of each shift. A designated sign-in and sign-out form will be placed in a location mutually agreed upon by the contractor and the MVA contract manager. Failure to sign in and out may result in a reduction of payment to the Contractor in accordance with Section 2.12 and Section 3.3.2.

2.5.5 Task Checklist

2.5.5.1 The Supervisor shall submit the Janitorial Checklist to the Contract Manager or designee daily. The Checklist will be provided during the Kick-off meeting.

2.5.5.2 If discrepancies are found between the work performed and the checklist, the Contract Manager shall notify the Supervisor. The Supervisor is responsible for promptly resolving these issues based on their nature.

2.5.6 Reporting Damaged and Broken Items

2.5.6.1 Janitorial staff shall immediately report any broken or faulty fixtures or equipment they encounter during their duties to their Supervisor. The Supervisor shall then inform the Contract Manager promptly, based on the urgency of the repairs.

2.5.6.2 If during the performance of the Contract and/or through the use of equipment, materials, and/or labor, the Contractor knowingly or unknowingly deforms, defaces, or otherwise damages or causes a depreciating change in the appearance of any floor, walls, railing, furniture, windows and sashes, doors, ceilings, and any other building appurtenances, the Contractor shall repair or replace all such damage to the satisfaction of the MVA, at no cost to the MVA.

2.5.7 Uniform Requirements

All Contractor’s Personnel must wear shirts that clearly identify the company and long pants while on site.

2.5.8 Training Requirements

At a minimum, the Contractor must provide training to all Contractor’s Personnel on the following:

(a) Standard operating procedures, including day-to-day and emergency protocols.

(b) CDC protocols for cleaning and disinfecting.

(c) Proper sequencing of cleaning steps.

(d) Standard safety precautions.

2.5.9 Security and Facility Access Requirements

Contractor personnel may be required to obtain and display a contractor identification badge issued by the Maryland State Employee ID program. Badges are managed by the Security Card Processing Center (SCPC) under the Maryland Capitol Police. Obtaining a badge may require submission of a passport-quality photograph, appropriate authorization, and payment of applicable fees (currently $15 for new or renewal cards), as administered by the issuing authority.

2.5.10 Pre-Existing Conditions

Contractor shall report any pre-existing conditions (floor, carpet; stains; etc.) with photos prior to the start of the contract.

2.5.11 Work Ticket

All additional services/work require the submission of a Work Ticket (attachment R).

The Work Ticket is to be signed by the Contract Manager or designee upon acceptance of work. The work ticket is to be submitted timely with the invoice for all additional tasks for the month the service work is completed.

Final Work Ticket will be provided during the kick-off meeting per the location requirements.

2.6 Cleaning Standards and Procedures

2.6.1 General

2.6.1.1 The building must be cleaned at the frequency and to the standard detailed in these specifications. The MVA Contract Manager/Designee shall determine whether the tasks have been performed, and that the performance is in accordance with the standards set forth in these specifications. Repeated failures to perform a task or to perform a task to the specified standard may result in reduction in the Contractor’s monthly invoice in accordance with Section 2.12 and Section 3.3.2. The Contractor may appeal the Contract Manager/Designee determination in accordance with Section 4.11.

2.6.1.2 All work shall be performed by trained personnel using current, acceptable industry practices.

2.6.1.3 During janitorial operations, all areas shall be kept neat and clean.

Precautions shall be taken to avoid damage to existing structures. All work shall be performed in a safe manner with particular care regarding furniture and wall covering.

2.6.1.4 Upon completion of the daily work, the Vendor shall ensure that all slop sinks and equipment storage areas are left in a neat and orderly condition.

2.6.1.5 All office cleaning, where possible, will be done behind locked doors. In other words, when a cleaner goes into an MVA Office to perform duties, wherever possible, the MVA office entrance door shall be locked behind them unless such cleaning is scheduled during the hours of actual operation.

2.6.1.6 Air Registers and Grills - Cooling Grills / Louvers should be counted prior to the start of the contract and the agreed-upon total documented.

2.6.1.7 Frequency Definitions:

• Daily means Monday through Saturday (except where it is indicated otherwise in the specific tasks);

• Weekly means once a week;

• Monthly means once a month;

• Quarterly means once every three months;

• Semi-annual means twice a year.

2.6.2 Restroom Cleaning

2.6.2.1 Restroom cleaning must be performed from high to low, toward the doorway, with dry cleaning tasks performed prior to wet cleaning operations. After cleaning, surfaces must be free of dust, smudges, streaks, or residue.

2.6.2.2 Standing moisture must be removed from floors and bathroom surfaces.

2.6.2.3 Restroom cleaning tools (including mopheads/pads, mop buckets, and cloths) and equipment must be used specifically for restroom cleaning only and, except for powered equipment, must not be used to clean any other areas of the building.

2.6.3 Trash (Liners Provided by MVA)

2.6.3.1 Trash liners must not be oversized for containers.

2.6.3.2 All liners are required to be compliant with Maryland Green Purchasing Committee’s (Green Purchasing) Specification for Environmentally Preferable Janitorial Supplies.

2.6.3.3 Trash liners must:

(a) If low-density, have minimum 10% post-consumer recycled content, OR

(b) If high-density, be less than 0.7 mils (17 microns) in gauge thickness, OR

(c) Be certified by the Biodegradable Products Institute, or equivalent*, for commercial compostability.

*BPI is the primary commercial compostability certifier in the United States.

Other equivalent international certifiers include Vinçotte OK Compost and DIN

CERTCO.

2.6.3.4 All trash liners are changed when torn, leaking, excessively soiled, or otherwise no longer serviceable.

2.6.3.5 Waste receptacles are emptied and maintained in a clean condition, free of visible dirt, stains, residue, and odors.

2.6.3.6 Receptacles remain at a capacity that prevents overflow during normal business hours.

2.6.3.7 Floors and surrounding areas are left free of litter, debris, and residue associated with waste collection activities.

2.6.3.8 All dirt and debris resulting from work under this Contract must be disposed of daily upon completion of the tasks.

2.6.4 Chemicals, Equipment, Tools, and Material

2.6.4.1 All housekeeping and janitorial supplies (e.g. cleaning chemicals, floor maintenance chemicals, mop heads, cloths, etc.) in support of this Contract must comply with the Maryland Green Purchasing Committee’s Specification for Environmentally Preferable Janitorial Supplies.

2.6.4.2 Disinfectant label directions must be followed for proper dilution control and use after the area has been cleaned. This includes ensuring proper dwell time is adhered to and whether post application rinsing is required (post application rinsing may not be required for all products and air drying may be recommended on the product label).

2.6.4.3 Cleaning personnel must use the appropriate technology (coarse spray bottles, automatic chemical dispensers for instance on powered equipment, etc.) for applying chemical products in a manner that does not result in overuse and waste of the product.

2.6.4.4 All cleaning chemicals must be issued to cleaning personnel in labeled containers, which must define the instructions for use and all pertinent warnings or safety instructions.

2.6.4.5 The Contractor must purchase chemical products and supplies in quantities that minimize the amount of packaging and container waste generated.

2.6.4.6 Cleaning personnel must only use disinfectants registered or devices regulated by the U.S. Environmental Protection Agency (EPA). Disinfectants must comply with the Maryland Green Purchasing Committee’s Janitorial Supplies Specification.

2.6.4.7 Whenever practicable, reusable microfiber cloths must be used in lieu of paper products to minimize waste.

2.6.4.8 Reusable cloths must be cleaned or laundered prior to reusing.

2.6.4.9 Reusable cloths used to clean restrooms must be a different color than those used to clean non-restroom areas.

2.6.4.10 Reusable cloths must be color coded as follows:

(a) Red for toilets and urinals

(b) Yellow for other restroom surfaces

(c) Blue for general cleaning, dusting, glass surfaces

(d) Green for kitchens, eating areas, water fountains and coolers

2.6.4.11 Mops must be equipped with reusable/cleanable collection heads or equivalent.

2.6.4.12 Mops must be color coded as follows:

(a) Red for the bathrooms

(b) Green for the kitchens

(c) Blue for general cleaning

2.6.4.13 Each piece of equipment delivered to the Contract work site must be serially numbered and labeled with an affixed plate, and the Contractor must provide the MVA Contract Manager with a list of all equipment, including serial numbers and manufacturer’s recommended maintenance.

2.6.4.14 Vacuum Cleaners:

(a) Must be equipped with the proper filter or bag; the filters must be changed or cleaned according to manufacturer recommendations.

(b) Bags or canisters must be changed or replaced when half full or when indicated by a sensor, if vacuum is so equipped.

(c) Precautions must be taken to limit workers’ exposure to dust and particulate matter when cleaning and replacing bags and filters.

2.6.4.15 Automated scrubbing machines must be equipped with on-board chemical metering to optimize the use of cleaning fluids OR must use only tap water with no added cleaning products.

2.6.5 Glass (including plexiglass) and Mirrors

Glass and mirrors must be free of smears, smudges, fingerprints, and be uniform in appearance without residue or haze.

2.6.6 Dispensers

2.6.6.1 All paper towel dispensers must be always filled to at least 3/4 capacity.

2.6.6.2 Paper towels should dispense easily and correctly from the dispenser without tearing or jamming.

2.6.6.3 Each toilet paper dispenser must always contain at least one roll of toilet paper.

2.6.6.4 All hand soap dispensers must be filled to at least 3/4 capacity.

2.6.6.5 Ensure all dispensers are clean, in good repair, and function as intended.

2.6.7 Floor Maintenance

2.6.7.1 Implement protective coverings, such as painter’s tape, plastic sheeting, or other suitable materials, to shield baseboards, walls, and stair risers from splashes, discoloration, or physical damage during floor maintenance activities.

2.6.7.2 Ensure that cleaning and maintenance procedures are conducted in a manner that avoids any contact with or damage to adjacent areas.

2.6.7.3 Move or cover furniture and equipment as necessary to prevent damage.

Ensure that all items are protected from cleaning solutions and potential impacts.

2.6.7.4 After completing floor services, ensure that all furniture and equipment are returned to their original positions and condition. This shall be completed prior to opening next business day of operations.

2.6.7.5 Use appropriate signage to alert building occupants of wet or slippery floor conditions during and after floor maintenance. This includes placing warning signs in visible locations and ensuring clear communication about potential hazards.

2.6.7.6 Implement additional safety measures during inclement weather, such as matting or absorbent runners at entry points to minimize water and debris on floors

2.6.7.7 Allow sufficient drying time for floors after cleaning to prevent slip hazards.

Ensure that floors are dry and safe for use before allowing pedestrian traffic.

2.6.7.8 Floor stripping, refinishing, and carpet extraction must be scheduled during periods of minimum occupancy to support public health.

2.6.7.9 During and after stripping, floor scrubbing, and recoat operations, janitorial service staff must ventilate the area, preferably to the outside.

2.6.7.10 All thresholds, baseboards, cove base, and vertical surfaces that join waxed areas must be free of all old and new wax.

2.6.7.11 When performing carpet cleaning and extraction, janitorial service staff must remove sufficient water from the carpet and provide airflow (e.g., by using blowers to increase exchange with outdoor air) to allow carpets to dry in under 12 hours.

2.6.7.12 Carpet care must be coordinated with MVA Management prior to start of work.

2.6.8 Sweeping and Wet Mopping

2.6.8.1 Ensure that all areas are swept thoroughly, including corners, behind radiators, under furniture, and behind doors.

2.6.8.2 All sweepings must be completely removed, leaving no residual dirt on the floor. Pay special attention to areas that may trap dirt and ensure they are clean.

2.6.8.3 Use clean, wet mops and appropriate cleaning solutions suitable for the floor type. Mop in a systematic manner to avoid reintroducing dirt to cleaned areas.

2.6.8.4 Remove gum, tar, and similar substances from the floor surface prior to wet mopping or scrubbing. Use suitable cleaning agents or tools to ensure these substances are completely removed.

2.6.8.5 Prepare mops with clean water and appropriate cleaning solutions. Change the mop water frequently to avoid spreading dirt.

2.6.8.6 Give special attention to the floors around urinals and toilets. Focus on eliminating odors, stains, and residue to maintain a consistently clean appearance. Use appropriate cleaning and deodorizing agents to address any lingering smells and ensure that the area remains sanitary.

2.6.9 Dusting

2.6.9.1 Thoroughly clean all corners, crevices, moldings, and ledges to ensure they are completely free of dust.

2.6.9.2 Dust must be removed directly from its source using appropriate methods such as treated dusting cloths or vacuum tools. Ensure that dust is not spread around but collected effectively.

2.6.9.3 When performing high cleaning tasks, such as dusting high shelves or fixtures, take precautions to prevent dust from falling onto furniture and equipment below.

2.6.10 Damp Wiping

2.6.10.1 All dirt, spots, streaks, and smudges must be thoroughly removed from walls, glass, and other specified surfaces. Ensure that each surface is cleaned to a high standard with no visible residue left behind.

2.6.10.2 After cleaning, surfaces must be dried to achieve a polished, streak-free appearance. Use clean, dry cloths or towels to achieve a polished appearance.

2.6.10.3 Ensure that the cleaner used in restrooms and kitchen areas effectively kills germs and bacteria. Pay particular attention to high-touch areas and frequently used surfaces.

2.6.10.4 In restroom areas, use a multi-purpose cleaner that includes disinfectants and deodorizing properties.

2.7 Task Schedule and Frequency

2.7.1 Daily Tasks

• Empty all waste baskets and replace liners as needed.

• Take all trash outside the building to the dumpster. Dumpster doors are left closed and latched.

• Trash cans shall be cleaned and disinfected as needed. At no time shall there be an odor emanating from the trash cans.

• Gather all the trash and dispose of it in the dumpster. Trash bags need to be closed and tied and free from holes which would allow trash or liquid to escape.

• Gather all recycled material and dispose of it in the recycling receptacle.

• Empty bathroom trash, disinfect receptacles, and replace liners.

• Refill all toilet paper, paper towels, and soap dispensers as needed. Report non-functioning dispensers to the Contract Manager or designee.

• Clean and disinfect commodes, urinals, sinks, toilets, showers, and surrounding wall areas.

• Toilet bowl brush shall be used on toilet bowls, and care should be given to clean flush holes under rim of bowls and passage trap.

• Replace urinal screens/deodorizers as needed.

• Empty, clean, and disinfect sanitary napkin receptacles, and provided with a new bag liner.

• Clean and disinfect all floors in kitchen and restroom.

• Countertops, fixtures, hardware, plumbing and walls behind sink are to be free of stains, dirt, hair, smudges, smears and water spots.

• Clean and polish all bathroom mirrors and fixtures.

• Clean and disinfect kitchen sinks and faucets.

• Clean and sanitize tables, countertops, and high-touch areas such as door handles and light switches.

• Damp-wipe the exterior of all kitchen appliances with disinfectants.

• Return all chairs and waste baskets to proper positions.

• Damp-wipe all public seating with disinfectants.

• Clean glass doors, both interior and exterior surfaces. clean internal windows, including sills and frames.

• Clean plexiglass barriers on both sides.

• Spot-clean walls as needed and free of smears, smudges, fingerprints, residue, haze, streaks or film.

• Remove chewing gum and all other substances from floors, carpeting, and walls.

• Inspect all carpeted areas for spots and stains. Remove all spots and stains as soon as possible. Report difficult spots to Branch Manager or Supervisor.

• Dust-mop and wet-mop floors, including all areas of lobbies, foyers and elevators as applicable. Floors should have no cleaning solution residue/mop marks or build-up in corners and areas of floor adjoining vertical walls.

• Vacuum easy to reach areas (hallways, corridors, offices, stations, and other designated areas).

• Conference rooms: clean all tables, chairs, and counter tops; vacuum carpeting.

• Clean kiosk stations.

• Put out “Wet Floor” signs until floors are completely dry.

• Respond to any special requests or emergencies as directed by the MVA Contract Manager.

• Cigarette urns and ash receivers (if applicable) shall be cleaned as necessary, sanitized and, when required, the sand level shall be maintained.

2.7.2 Weekly Tasks

• Dust all furniture, office equipment, interior windowpanes, and windowsills.

• Spray wax and buff all vinyl floors to a high shine. Do not leave any scuffs, spots, or streaks.

• Vacuum areas under desks, counters, chairs and other hard to reach areas.

• Inspect walls for spots and stains.

2.7.3 Monthly Tasks

• Clean and deodorize all wastebaskets and trash cans (excluding restrooms, which are serviced daily).

• Dust baseboards to remove loose dirt, dust, and cobwebs; then, wipe with a damp cloth to remove smudges, stains, and more stubborn dirt.

• Dust internal light fixtures and picture frames.

• Damp-wipe all heating and cooling grills, louvers and registers with degreaser cleaning agent.

• Spray buffs all vinyl tiles (during weekdays only).

2.7.4 Quarterly Tasks

• Dust all window blinds, walls and ceiling corners, windowsills, light fixtures, picture frames, ledges, top of refrigerator, cupboards, file cabinets, shelving and bookcases, etc. for cobwebs, dust and dirt; then wipe with a damp cloth to remove smudges, stains, and stubborn dirt.

• Vacuum and clean all heating and cooling grills, louvers, and registers; then wipe the surfaces with a damp cloth using a degreaser cleaning agent if necessary.

• Vacuum all upholstered furniture, cubicle partitions, window and drapes.

2.7.5 Semi-Annual Tasks

• Clean the interior and exterior surfaces of the windows. For windows covered with blast film, there can be used no abrasive cleaners.

• Damp-wipe exterior of light fixtures.

• Clean/shampoo designated carpets using a commercial-rated carpet cleaner, ensuring all dirt is extracted and stains are removed. Extract excess moisture and dry if necessary.

• Perform a deep scrub of vinyl tile using a commercial grade scrubbing machine, followed by the application of new wax and buffing to achieve a shine. Ensure all steps are conducted in strict accordance with the manufacturer’s recommended floor care instructions.

• Strip and wax vinyl tile flooring using a floor stripper solution and a commercial-rated floor stripping machine. Apply a floor sealer, followed by multiple coats of wax, and buff to a shine using a high-speed buffer. Ensure all steps are conducted in strict accordance with the manufacturer’s recommended floor care instructions.

• Deep scrub ceramic tiles, including grout, then buff to shine. The first grout cleaning shall be scheduled and completed within the first four (4) weeks of the start of the contract, and the subsequent grout cleanings shall be scheduled and completed every three months thereafter.

• During floor servicing, Contractor shall remove chairs and small items. Place all furniture back when floors are dry. This task is to be completed prior to opening next business day of operations.

2.8 Supplies and Equipment

A. The Contractor must use equipment rated at 10 amps (10 AMS) or lower when operating inside the MVA branch. Plugging in devices that exceed 10 AMS or using multiple high-powered items such as heavy-duty vacuums at the same time, could cause the branch electrical breaker to shut off, interrupting operations and requiring reset. The Contract Manager will provide additional details and specific electrical guidance during the kick-off meeting.

B. Contractor’s Personnel must clean all equipment, such as mops, ensuring no odors are emitted or present. This includes thoroughly rinsing mops to remove all cleaning solutions and debris and using appropriate disinfectants to eliminate any bacteria that could cause odors.

C. The Contractor is responsible for supplying all necessary chemical cleaning materials to perform the work outlined in Section 2 (“Scope of Work). This includes, but is not limited to cleaning agents, disinfectants, floor care products, carpet cleaning, and deodorizing products.

D. The Contractor is responsible for furnishing all necessary commercially rated cleaning equipment including power floor scrubbing machines, polishing machines, industrial-type HEPA vacuum cleaners, etc. required for the performance of the work under this Contract.

E. All equipment provided by the Contractor must be operationally sound at all times. In the event of equipment damage or failure, repairs or replacements must occur within a 24-hour period.

F. The equipment must be of the size and type customarily used in work of this kind and must meet the approval of the MVA Contract Manager.

G. All janitorial and housekeeping supplies in support of this Contract are to be purchased from Blind Industries and Services of Maryland (BISM) to the extent they are available.

Product and price information can be obtained at BISM – Empowering the Blind Community. Additional information may be obtained from BISM, by calling Customer Care at 410-737-2610 or 410-737- 2627. As this is a mandatory requirement, failure to comply will be considered as a breach of contract and shall be a cause to consider the Contractor in default, and subject to termination of the Contract. A copy of the Contract will be provided to BISM for follow up.

H. The MVA reserves the right to inspect chemicals, tools, materials, and equipment to ensure that cleaning and disinfection requirements can be met with their utilization.

I. The MVA reserves the right to demand the Contractor change chemicals, equipment, tools or materials – using a list of approved, environmentally preferable chemicals -if the original chemicals, equipment, tools, or materials prove insufficient in providing satisfactory results (as determined by the MVA).

J. In the event of MVA-owned equipment damage or failure, if used by the Contractor’s Personnel, the Contractor must inform the MVA Contract Manager within 24 hours of learning of the situation.

K. If available on site, the MVA Contract Manager may request the Contractor to use chemical concentrates with appropriate dilution systems in order to minimize chemical use, limit worker exposure, and facilitate proper dilution control.

L. Aerosol containers/canisters are prohibited for use in State facilities.

M. Provide and display “Wet Floor” signs while work is being performed on floors to ensure the safety of the building occupants and the Contractor’s employees at all times.

N. Ensure that each piece of equipment delivered to the Contract site for use under this Contract is serially numbered and appropriately identified with a plate affixed thereon.

The Contractor must furnish the Contract Manager or designee with a listing of all the equipment delivered to the facility with the corresponding serial numbers. On a schedule established by the Contract Manager or designee, an inventory is to be made of the equipment. 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 Contract Manager or designee conducting the inventory. It is the responsibility of the Contractor to provide only those items approved at the beginning of the Contract.

2.9 Additional Work and Extra Work Allowance

2.9.1 Extra work refers to unforeseen or supplementary janitorial services beyond the routine tasks outlined in this IFB may range from preventive maintenance during an outbreak i.e. epidemics, etc. Services requested by the MVA that are not covered in the original Scope of Work in this contract must be approved by the MVA prior to proceeding. These services rendered for extra work shall be invoiced separately.

2.9.2 Extra work allowance is not guaranteed; it is strictly on case-by-case and branch-needs base and must receive prior written approval from the MVA Contract Manager/Procurement team before commencement. No extra work will be done without this approval.

2.9.3 The annual extra work allowance is set at $2,000.00, if budget allows. This amount is not included in the bidder’s original bid; it is a contingency buffer for any unforeseen circumstances.

2.9.4 The Contractor must submit an estimate to the MVA Contract Manager before commencing any additional work. Estimates will be reviewed, and if deemed acceptable, will be approved and the work will be scheduled accordingly.

2.9.5 The Contractor must maintain records to clearly distinguish these costs from those of routine Contract operations and shall submit separate invoices for them.

2.9.6 The MVA reserves the right to engage other vendors for work specifically outside the Scope or Work, if it is determined to be in the best interest of the State and

MVA.

2.9.7 Upon completion of approved services, the Contractor shall be paid in accordance with the Bid Form they submitted and proper invoices.

2.9.8 Contractor’s Personnel assigned to routine janitorial services must not be reassigned to additional tasks covered under this Section for which the Contractor would receive extra payment.

2.10 Conduct of Janitorial Personnel

2.10.1 The Vendor shall be responsible for the conduct of all its employees and liable for any action or inaction of its employees while performing under this Contract.

2.10.2 Disruption of MVA personnel shall be kept to a minimum. At no time shall the Contractor staff personnel interrupt MVA personnel. Any issues needing to be addressed shall be done through the Contract Manager or his designee.

2.10.3 Employees of the Contractor, while performing work under this Contract, shall not:

A. Remove any State property or personal property, equipment, monies, forms, or any other items from the buildings;

B. Engage in loud or boisterous behavior;

C. Play radios or tape players;

D. Be under the influence of alcohol or drugs;

E. Gamble;

F. Turn on or off or use any equipment other than the Contractor’s equipment;

G. Use any State telephone except a telephone designated by the Contract

Manager or designee for the purpose of business under this Contract;

H. Open any desk, file cabinet or storage cabinet;

I. Consume any food or beverage, other than that brought with the employee and only in areas designated by the Contract Manager or designee;

J. Engage in horseplay;

K. Remove any article from desks;

L. Sleep;

M. Engage in long conversations with other individuals;

N. Take photographs of the building or its contents;

O. Remove any documents, records, forms or paper of any kind which is not either in trash cans or clearly marked as trash, or in recycling containers;

P. Use any tobacco or tobacco substitute products in any form;

Q. Engage in any activity which is not in the best interest of the State or is otherwise detrimental to the performance of this Contract; or R. Allow any unauthorized person into the building.

2.10.4 If a worker has multiple issues, MVA can request that the worker be removed from

MVA service.

2.11 Performance Meetings

2.11.1 Performance meetings will be held on a quarterly basis or more frequently as deemed necessary by the Contract.

2.11.2 Manager or designee to address issues or concerns regarding the Contract.

2.11.3 Quarterly meetings will be scheduled at the beginning at the Contract.

2.11.4 Meetings will be recorded and documented. A copy of the performance meeting minutes will be sent to the Procurement Officer and the Contractor.

2.12 Reductions for Non-Performance or Failure to Meet Standard

2.12.1 Should the quantity or timeliness of the services performed not be acceptable, and/or as specified in this Contract, the MVA reserves the right to implement non-payment measures for poor or non-performance of work. These measures shall include deductions or non-payment for work improperly done.