bid_3082_26.pdf

Bidder Initials_______

Date___________

NEW HAMPSHIRE DEPARTMENT OF ADMINISTRATIVE SERVICES

DIVISION OF PROCUREMENT AND SUPPORT SERVICES

REQUEST FOR BID FOR JANITORIAL CLEANING SERVICES

3082-25

DUE DATE 10/7/2025 10:00 AM (EASTERN TIME)

Date___________

Table of Contents

1. PURPOSE:

2. INSTRUCTIONS TO VENDOR:

3. BID SUBMITTAL:

4. BID INQUIRIES:

5. BID DUE DATE:

6. ADDENDA:

7. TIMELINE:

8. TERMS OF SUBMISSION:

9. GOVERNING TERMS AND CONDITIONS:

10. INSTALLATION REQUIREMENTS:

11. CONTRACT TERM:

12. CONTRACT AWARD:

13. NOTIFICATION AND AWARD OF CONTRACT(S):

14. LIABILITY:

15. PUBLIC DISCLOSURE OF BID OR PROPOSAL SUBMISSIONS:

16. TERMINATION:

17. VENDOR CERTIFICATIONS:

18. BID PRICES:

19. AUDITS AND ACCOUNTING:

20. Account Representative:

21. USAGE REPORTING:

22. ESTABLISHMENT OF ACCOUNTS:

23. ELIGIBLE PARTICIPANTS:

24. TERMS OF PAYMENT:

25. VENDOR RESPONSIBILITY:

26. IF AWARDED A CONTRACT:

27. SPECIFICATIONS:

28. SITE VISITATION:

29. SCOPE OF SERVICES:

30. Specifications:

31. ADDITIONAL REQUIREMENTS:

32. WARRANTY REQUIREMENTS:

33. OBLIGATIONS AND LIABILITY OF THE VENDOR:

34. NON-EXCLUSIVE CONTRACT:

35. DISASTER RECOVERY:

36. ENVIRONMENTALLY FRIENDLY PRODUCTS:

37. OFFER:

38. VENDOR’S BALANCE OF PRODUCT LINE ITEMS:

39. VENDOR CONTACT INFORMATION:

40. ATTACHMENTS:

41. The Bid Opening is open to the public online at the following:

STATE OF NEW HAMPSHIRE TRANSMITTAL LETTER

Date___________

1. PURPOSE:

1.1. The purpose of this bid invitation is to establish a contract for janitorial cleaning Services to the State of New

Hampshire with services indicated in the SCOPE OF SERVICES and OFFER sections of this bid invitation, in accordance with the requirements of this bid invitation and any resulting contract.

2. INSTRUCTIONS TO VENDOR:

2.1. Read the entire bid invitation prior to filling it out. Complete the pricing information in the “Offer” section

(detailed information on how to fill out the pricing information can be found in the “Offer” section); complete the “Vendor Contact Information” section; and finally, fill out, and sign the bid transmittal letter.

3. BID SUBMITTAL:

3.1. All bids shall be submitted on this form (or an exact copy), shall be typed, or clearly printed in ink, and shall be received on or before the date and time specified on paragraph 7 of this bid under “Bid Closing”. Interested parties may submit a bid to the State of New Hampshire Bureau of Purchase and Property by email to NH.Purchasing@DAS.NH.Gov. All bids shall be clearly marked with bid number, date due and purchasing agent’s name.

3.2. IF YOU ARE EXPERIENCING DIFFICULTIES EMAILING YOUR BID OR YOU WISH TO VERIFY THAT

YOUR BID RESPONSE HAS BEEN RECEIVED, PLEASE CALL (603) 271-2201.

4. BID INQUIRIES:

4.1. Any questions, clarifications, and/or requested changes shall be submitted by an individual authorized to commit their organization to the Terms and Conditions of this bid and shall be received in writing at the Bureau of Purchase and Property no later than 4:00 PM on the date listed in the timeline below. Questions shall not be submitted to anyone other than the Purchasing Agent or his/her representative. Bidders that submit questions verbally or in writing to any other State entity or State personnel shall be found in violation of this part and may be found non-compliant.

4.2. Questions shall be submitted by email to Steve Burgess at Steven.H.Burgess@DAS.NH.Gov.

4.3. Submissions shall clearly identify the bid Number, the Vendor’s name and address and the name of the person submitting the question.

5. BID DUE DATE:

5.1. All bid submissions shall be received at the Bureau of Purchase and Property no later than the date and time shown on the transmittal letter of this bid. Submissions received after the date and time specified shall be marked as “Late” and shall not be considered in the evaluation process.

5.2. All offers shall remain valid for a period of one hundred eighty (180) days from the bid due date. A vendor’s disclosure or distribution of bids other than to DAS, Bureau of Purchase and Property may be grounds for disqualification.

6. ADDENDA:

6.1. In the event it becomes necessary to add to or revise any part of this bid prior to the scheduled submittal date, the NH Bureau of Purchase and Property shall post on our web site any Addenda. Before your submission and periodically prior to the RFB closing, Vendors are required to check the site for any addenda or other materials that may have been issued affecting the bid. The web site address is:

https://apps.das.nh.gov/bidscontracts/bids.aspx.

7. TIMELINE:

7.1. The timeline below is provided as a general guideline and is subject to change. Unless stated otherwise, consider the dates below a “no later than” date.

Bid Solicitation distributed on or by: 9/19/2025 Last day for questions, clarifications, and/or requested changes to bid: 9/22/2025

States response to questions, clarifications, and/or requested changes to bid: 9/24/2025

Bid Closing (Eastern Time): 10/7/2025 10:00 AM mailto:NH.Purchasing@DAS.NH.Gov https://apps.das.nh.gov/bidscontracts/bids.aspx

Date___________

8. TERMS OF SUBMISSION:

8.1. All material received in response to this bid shall become the property of the State and shall not be returned to the Vendor. Regardless of the Vendors selected, the State reserves the right to use any information presented in a bid response. The content of each Vendor’s bid shall become public information once a contract(s) has been awarded.

8.2. A responding bid that has been completed and signed by your representative shall constitute your company’s acceptance of all State of New Hampshire terms and conditions and shall legally obligate your company to these terms and conditions.

8.3. A signed response further signifies that from the time the bid is published (bid solicitation date and time) until a contract is awarded, no bidder shall offer or give, directly or indirectly, any gift, expense reimbursement, or honorarium, as defined by RSA 15-B, to any elected official, public official, public employee, constitutional official, or family member of any such official or employee who shall select, evaluate, or award the RFB.

8.4. Furthermore, a signed response signifies that any terms and/or conditions that may be or have been submitted by the Vendor are specifically null and void and are not a part of this bid invitation or any awarded purchase order, even if said terms and/or conditions contain language to the contrary.

8.5. The form P-37 Contract attached hereto shall be part of this bid and the basis for the contract(s). The successful Vendor and the State, following notification, shall promptly execute this contract form, which is to be completed by incorporating the service requirements and price conditions established by the vendor’s offer.

8.6. CHAPTER ADM 600 DIVISION OF PROCUREMENT AND SUPPORT SERVICES RULESAPPLY TO AND

ARE MADE A PART HEREOF.

8.7. Complete bids shall be filled out on the original documents and format that are a part of this bid invitation.

Vendors may submit additional paperwork with pricing, but all pricing shall be on the documents provided with this bid invitation and in the State’s format.

9. GOVERNING TERMS AND CONDITIONS:

9.1. A responding bid that has been completed and signed by Vendor’s representative shall constitute Vendor’s acceptance of all State of New Hampshire terms and conditions and shall legally obligate Vendor to these terms and conditions.

9.2. A signed response further signifies that from the time the bid is published (bid solicitation date and time) until a contract is awarded, no bidder shall offer or give, directly or indirectly, any gift, expense reimbursement, or honorarium, as defined by RSA 15-B, to any elected official, public official, public employee, constitutional official, or family member of any such official or employee who shall select, evaluate, or award the RFB.

9.3. Furthermore, a signed response signifies that any terms and/or conditions that may be or have been submitted by the Vendor are specifically null and void and are not a part of this bid invitation or any awarded purchase order, even if said terms and/or conditions contain language to the contrary.

10. INSTALLATION REQUIREMENTS:

10.1. Successful Vendor shall be required to supply, deliver, uncrate, set into place, make all of the final connections, start-up and test all of the equipment (turn-key) awarded in accordance with Bid Specifications.

11. CONTRACT TERM:

11.1. The term of the contract shall commence on June 1, 2025, or upon approval of the Governor and Executive Council or the Commissioner of the Department of Administrative Services, whichever is later, through June 30, 2027, a period of approximately two (2) years.

11.2. The contract may be extended for up to an additional two (2) years thereafter under the same terms, conditions, and pricing structure upon the mutual agreement between the successful Vendor and the State with the approval of the Governor and Executive Council or Commissioner of the Department of Administrative Services.

12. CONTRACT AWARD:

12.1. The award shall be made to the Vendor meeting the criteria established in this RFB and providing the lowest cost in total. The State reserves the right to reject any or all bids or any part thereof and add/delete items/locations to the contract. All award(s) shall be, in the form of a State of New Hampshire Contract.

Date___________

12.2. The State of New Hampshire reserves the right to add or delete locations/equipment throughout the term of the contract. For the addition of a new location or new equipment, a requesting agency through the Division of Procurement and Support Services shall submit a request for quote (RFQ) including a detailed scope of work to the contractor. Quotes shall be in accordance with pricing and service requirements contained herein and no service shall be performed until documented acceptance by the State is received. The Contract may be amended, by agreement of the parties, effective upon approval of the commissioner of the Department of Administrative Services or designee, without further approval needed by the Governor and Executive Council as long as the price limitation is unchanged or decreased as a result of the new or deleted locations/equipment.

12.3. Successful Vendor shall not be allowed to require any other type of order, nor shall the successful Vendor be allowed to require the filling out or signing of any other document by State of New Hampshire personnel.

13. NOTIFICATION AND AWARD OF CONTRACT(S):

13.1. Bid results shall not be given by telephone. For Vendors wishing to attend the bid closing, the names of the vendors submitting responses and pricing shall be made public. Other specific response information shall not be given out. Bid results shall be made public after final approval of the contract(s).

13.2. Bid results may also be viewed on our website at https://apps.das.nh.gov/bidscontracts/bids.aspx.

13.3. For Vendors wishing to attend the bid closing: Names of the Vendors submitting responses and pricing shall be made public. In lieu of in person public bid openings the State shall conduct openings via electronic means until further notice.

14. LIABILITY:

14.1. The State shall not be held liable for any costs incurred by Vendors in the preparation of bids or for work performed prior to contract issuance.

15. PUBLIC DISCLOSURE OF BID OR PROPOSAL SUBMISSIONS:

15.1. Generally, the full contents of any proposal (including all materials submitted in connection with it, such as attachments, exhibits, addenda, and vendor presentations) become public information upon completion of final contract or purchase order negotiations with the selected vendor. Certain information concerning proposals, including but not limited to scoring, is generally available to the public even before this time, in accordance with the provisions of NH RSA 21-G:37.

15.2. Confidential, commercial, or financial information may be exempt from public disclosure under RSA 91-A:5, IV. Any and all information contained in or connected to a bid or proposal that a Bidder considers confidential shall be clearly designated in the following manner:

15.3. If the Bidder considers any portion of a submission confidential, they shall provide a separate copy of the full and complete document, fully redacting those portions by blacking them out and shall note on the applicable page or pages of the document that the redacted portion or portions are “confidential.” Use of any other term or method, such as stating that a document or portion thereof is “proprietary”, “not for public use”, or “for client’s use only”, is not acceptable. In addition to providing an additional fully redacted copy of the bid submission to the person listed as the point of contact on Page one (1) of this document, the identified information considered to be confidential must be accompanied by a separate letter stating the rationale for each item designated as confidential. In other words, the letter must specifically state why and under what legal authority each redaction has been made. Submissions which do not conform to these instructions by failing to include a redacted copy (if required), by failing to include a letter specifying the rationale for each redaction, by failing to designate redactions in the manner required by these instructions, or by including redactions which are contrary to these instructions or operative law may be rejected by the State as not conforming to the requirements of the bid or proposal. Marking or designating an entire proposal, attachment, or section as confidential shall neither be accepted nor honored by the State. Marking an entire bid, proposal, attachment, or full sections thereof confidential without taking into consideration the public’s right to know shall neither be accepted nor honored by the State.

15.4. Notwithstanding any provision of this request for submission to the contrary, proposed pricing shall be subject to public disclosure REGARDLESS of whether or not marked as confidential.

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15.5. If a request is made to the State by any person or entity to view or receive copies of any portion of a proposal, the State will assess what information it believes is subject to release; notify the Bidder that the request has been made; indicate what, if any, portions of the proposal or related material shall be released; and notify the Bidder of the date it plans to release the materials. To halt the release of information by the State, a Bidder must initiate and provide to the State, prior to the date specified in the notice, a court action in the Superior Court of the State of New Hampshire, at its sole expense, seeking to enjoin the release of the requested information.

15.6. By submitting a proposal, Bidders acknowledge and agree that:

15.6.1. The State may disclose any and all portions of the proposal or related materials which are not marked as confidential and/or which have not been specifically explained in the letter to the person identified as the point of contact for this RFP;

15.6.2. The State is not obligated to comply with a Bidder’s designations regarding confidentiality and must conduct an independent analysis to assess the confidentiality of the information submitted in your proposal; and

15.6.3. The State may, unless otherwise prohibited by court order, release the information on the date specified in the notice described above without any liability to a Bidder.

16. TERMINATION:

16.1. The State of New Hampshire shall have the right to terminate any resultant contract at any time with a thirty

(30) day written notice to the successful Vendor.

17. VENDOR CERTIFICATIONS:

17.1. All Vendors shall be duly registered as a vendor authorized to conduct business in the State of New Hampshire.

17.2. STATE OF NEW HAMPSHIRE VENDOR APPLICATION: To be eligible for a contract award, a Vendor must have a completed Vendor Application Package on file with the NH Bureau of Purchase and Property. See the following website for information on obtaining and filing the required forms (no fee:

https://DAS.NH.Gov/Purchasing).

17.3. NEW HAMPSHIRE SECRETARY OF STATE REGISTRATION: To be eligible for a contract award, a Vendor that is a corporation, limited liability company, or other limited liability business entity (this excludes sole proprietors and general partnerships) must be registered to conduct business in the State of New Hampshire AND in good standing with the NH Secretary of State. Please visit the following website to find out more about the requirements for registration with the NH Secretary of State: https://sos.nh.gov/corporation-division/.

17.4. CONFIDENTIALITY & CRIMINAL RECORD: If Applicable, any employee or approved subcontractor of the Vendor who will be accessing or working with records of the State of New Hampshire shall be required to sign a Confidentiality and Non-Disclosure Agreement and a Release of Criminal Record Authorization Form. These forms shall be returned to the designated State agency prior to commencing any work.

17.5. CERTIFICATE OF INSURANCE: Prior to being awarded a contract the Vendor shall be required to submit proof of comprehensive general liability insurance coverage prior to performing any services for the State. The coverage shall insure against all claims of bodily injury, death, or property damage in amounts of not less than $1,000,000 per occurrence and $2,000,000 aggregate. Coverage shall also include State of New Hampshire workers’ compensation insurance to the extent required by RSA Chapter 281-A.

18. BID PRICES:

18.1. Bid prices shall remain firm for the entire contract period and shall be in US dollars and shall include delivery and all other costs required by this bid invitation. Special charges, surcharges (including credit card transaction fees), or fuel charges of any kind (by whatever name) may not be added on at any time. Any and all charges shall be built into your bid price at the time of the bid. Unless otherwise specified, prices shall be F.O.B.

DESTINATION, (included in the price bid), which means delivered to a state agency's receiving dock or other designated point as specified in this contract or subsequent purchase orders without additional charge.

Shipments shall be made in order to arrive at the destination at a satisfactory time for unloading during receiving hours.

https://das.nh.gov/Purchasing https://sos.nh.gov/corporation-division/

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18.2. Per Administrative Rule 606.01(e) “if there is a discrepancy between the unit price and the extension price in a response to an RFP, RFB or RFQ, the unit price shall be binding upon the vendor”.

18.3. Price decreases shall become effective immediately as they become effective to the general trade or the Vendor’s best/preferred customer.

19. AUDITS AND ACCOUNTING:

19.1. The successful Vendor shall allow representatives of the State of New Hampshire to have complete access to all records for the purpose of determining compliance with the terms and conditions of this bid invitation and in determining the award and for monitoring any resulting contract.

19.2. At intervals during the contract term, and prior to the termination of the contract, the successful Vendor may be required to provide a complete and accurate accounting of all products and quantities ordered by each agency and institution and by political sub-divisions and authorized non-profit organizations.

20. ACCOUNT REPRESENTATIVE:

20.1. The Contractor shall assign a dedicated account representative and a backup in their absence who will be responsible for the daily administration of this Contract. The account representative shall be familiar with all Contract requirements to ensure compliance with the terms of the Contract. The account representative shall respond by phone or email to Client Agency inquiries within 24 hours of initial contact or the next business day if after normal business hours. The account representative’s responsibilities shall include but not be limited to:

21. USAGE REPORTING:

21.1. The successful Vendor shall be required to submit a quarterly and annual usage report for analysis for each state agency or eligible participant. Reports are due no later than 30 days after each end of each calendar quarter to Bureau of Purchase and Property, Matthew Russell and sent electronic to Matthew.J.Russell@das.nh.gov. At a minimum, the Report shall include:

21.1.1. Contract Number

21.1.2. Utilizing Agency and Eligible Participant

21.1.3. Services/Products Purchased (showing the manufacturer, item, part number, and the final cost.)

21.1.4. Total Cost of all Services/Products Purchased. Ability to sort by agency/eligible participant.

21.1.5. In Excel format

22. ESTABLISHMENT OF ACCOUNTS:

22.1. Each State of New Hampshire agency shall have its own individual customer account number. There may also be instances where divisions or bureaus within an agency will need their own individual customer account numbers. Should any State of New Hampshire agency place an order under the contract, the successful Vendor agrees to establish an account within three business days from the date the order is placed. However, there shall be no delay in any shipment; the agency shall receive the items ordered in accordance with the delivery time required under this bid invitation, as if an account already exists for the agency.

23. ELIGIBLE PARTICIPANTS:

23.1. Political sub-divisions (counties, cities, towns, school districts, special district or precinct, or any other governmental organization), or any nonprofit agency under the provisions of section 501c of the federal internal revenue code, are eligible to participate under this contract whenever said sub-division or nonprofit agency so desires. These entities are autonomous and may participate at their sole discretion. In doing so, they are entitled to the prices established under the contract. However, they are solely responsible for their association with the successful Vendor. The State of New Hampshire assumes no liability between the successful Vendor and any of these entities.

24. TERMS OF PAYMENT:

24.1. Payment shall not be due until 30 days after the invoice has been received at the agency business office or all items have been delivered, inspected, and accepted by the agency, whichever is later.

24.2. Payments shall be made via ACH or Procurement Card (P-card = Credit Card) unless otherwise specified by the

State of New Hampshire. Use the following link to enroll with the State Treasury for ACH payments:

mailto:Matthew.J.Russell@das.nh.gov

Date___________ https://www.nh.gov/treasury/state-vendors/index.htm. Eligible participants shall negotiate their own payment methods with the successful Vendor.

25. VENDOR RESPONSIBILITY:

25.1. The successful Vendor shall be solely responsible for meeting all terms and conditions specified in the bid, and any resulting contract.

25.2. All State of New Hampshire bid invitations and addenda to such bid invitations are advertised on our website at https://apps.das.nh.gov/bidscontracts/bids.aspx.

25.3. It is a prospective Vendor’s responsibility to access our website to determine any bid invitation under which the

Vendor desires to participate. It is also the Vendor’s responsibility to access our website for any posted addenda.

25.4. The website is updated several times per day; it is the responsibility of the prospective Vendor to access the website frequently to ensure that no bidding opportunity or addendum is overlooked.

25.5. It is the prospective Vendor’s responsibility to forward a signed copy of any addendum requiring the Vendor’s signature to the Bureau of Purchase and Property with the bid response.

25.6. In preparation of a bid response, the prospective Vendor shall:

25.6.1. Provide pricing information as indicated in the “Offer” section; and

25.6.2. Provide all other information required for the bid response (if applicable); and

25.6.3. Complete the “Vendor Contact Information” section; and

25.6.4. Complete the company information on the “Transmittal Letter” page, and sign under penalty of unsworn falsification in the space provided on that page.

25.7. It is the responsibility of the Vendor to maintain any awarded contract and New Hampshire Vendor Registration with up to date contact information.

25.8. Contract specific contact information (Sales contact, Contractor contract manager, etc.) shall be sent to the

State’s Contracting Office listed in Box 1.9 of Form P-37.

25.9. Additionally, all updates i.e., telephone numbers, contact names, email addresses, W9, tax identification numbers are required to be current through a formal electronic submission to the Bureau of Purchase and Property at: https://www.das.nh.gov/purchasing/vendorresources.aspx.

26. IF AWARDED A CONTRACT:

26.1. The successful Vendor shall complete the following sections of Appendix A (Agreement State of New

Hampshire Form #P-37):

Section 1.3 Contractor Name Section 1.4 Contractor Address Section 1.11 Contractor Signature Section 1.12 Name & Title of Contractor Signatory (if Vendor is not a sole proprietor)

26.2. Provide certificate of insurance indicating the coverage amounts required by Section 14 of the Form Number P- 37.

26.3. Provide proof of sufficient workers’ compensation insurance coverage or evidence of exemption from RSA Chapter 81-A.

26.4. If the successful Vendor is a corporation, limited liability company, or other limited liability business entity, then provide a certificate of good standing issued by the NH Secretary of State or, for a newly incorporated, formed, or registered entity, a copy of the appropriate registration document certified by the NH Secretary of State.

27. SPECIFICATIONS:

27.1. Complete specifications required are detailed in the SCOPE OF SERVICES section of this bid invitation. In responding to the bid invitation, the prospective Vendor shall address all requirements for information as outlined herein.

https://www.nh.gov/treasury/state-vendors/index.htm https://www.das.nh.gov/purchasing/vendorresources.aspx

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28. SITE VISITATION:

28.1. Prior to bidding, it is each Vendor's responsibility to become thoroughly familiar with the sites of the intended service, to determine everything necessary to accomplish the services. Failure of the Vendor to make a site visit does not relieve the Vendor of responsibility to fully understand what is necessary to accomplish a successful and complete services. Coordinate site visits with site contacts listed in the specifications. Background checks are required for all employees that will be on-site. The Vendor shall bear all costs associated with obtaining and providing background checks. Additional information can be found at https://www.nhsp.dos.nh.gov/our-services/criminal-records/criminal-history-record-requests.

29. SCOPE OF SERVICES:

29.1. Vendor shall supply all labor, tools, transportation, materials, equipment and permits as necessary and required to perform services as described herein.

29.2. Vendor’s Employees and Supervisors:

29.3. Vendor shall provide on‐site supervision. Vendor’s supervisors shall be literate in the English language. Vendor’s supervisors shall also be capable of communicating with all Vendors’ employees in the event they do not speak English. Upon State Agency request, the Vendor shall provide documentation that the supervisor has the necessary skills and is paid at a higher rate than the custodians. The supervisor is required to be on‐site at least once per month. At the discretion of the State Agency, Vendor may be required to assign additional supervisory oversight as required to correct performance problems. In the event of the regularly assigned supervisor’s absence, Vendor shall provide a substitute of equal or greater skill level. Vendor shall provide the name, title, and cell phone number of the supervisor(s) to the State Agency.

29.4. PER OCCURRENCE SERVICES:

29.5. Janitorial cleaning services not listed in the specifications or offer sheets as part of this bid are to be quoted per occurrence with the Contractor. Utilizing agency shall issue a detailed Scope of Work including specifications of each individual project. Work may begin only upon the written approval of the utilizing agency. In the best interest of the State of New Hampshire agencies may seek quotes from alternative vendors to determine the lowest cost of Per Occurrence Services.

29.6. The Vendor shall perform all work and furnish all materials, tools, equipment, and safety devices necessary to perform the work in the manner and within the time hereinafter specified. Vendor shall complete the entire work to the satisfaction of the State and in accordance with the specifications herein mentioned.

29.7. The Vendor agrees that any damage or injury to buildings, materials, and equipment or to other property during the performance of this service will be repaired at their own expense.

29.8. All services performed under any awarded Contract(s) shall be performed as described herein. The Vendor may schedule work during other work times, provided that they obtain prior approval of the Facility Contact Person.

29.9. The Vendor will not be required to work holidays, unless otherwise agreed upon by the using agency. Daily rate will apply to any holiday worked.

29.10. In the event that any State work activities interfere with the normal scheduled cleaning, the required cleaning may be rescheduled with approval of the Facility Contact Person.

29.11. Prior to placing an individual in a State Facility, the Contractor shall provide a processed Criminal Records Release Form to the Facility. Forms can be found at https://www.nhsp.dos.nh.gov/our-services/criminal-records/criminal-history-record-requests. All Criminal Records Release Forms shall be no more than one (1) year old. Only individuals approved by the agency shall be allowed to work in said facility. Depending on the facility, enhanced security checks may be required.

29.12. The Vendor shall assign a person to be the Contract Supervisor. The Contract Supervisor shall participate in regular meetings with the Contracting Officer, or designee, to conduct a general review of the services provided. The Contact Supervisor shall solve technical problems and prepare work schedules in compliance with Contract requirements. The Contact Supervisor shall be responsible for the establishment and continuation of an approved quality control program.

https://www.nhsp.dos.nh.gov/our-services/criminal-records/criminal-history-record-requests https://www.nhsp.dos.nh.gov/our-services/criminal-records/criminal-history-record-requests https://www.nhsp.dos.nh.gov/our-services/criminal-records/criminal-history-record-requests https://www.nhsp.dos.nh.gov/our-services/criminal-records/criminal-history-record-requests

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29.13. Daily Log:

29.14. The Vendor shall maintain and sign a logbook that will be kept at the location where the services are performed to verify that the services are completed each day and to record any concerns needing corrective action. The Vendor’s on‐site supervisor shall review this logbook regularly and shall ensure that noted corrections are made if corrections are Vendor’s responsibility. If corrections are not Vendor’s responsibility, then the on‐site supervisor shall verify and note in the logbook that such concerns have been forwarded to the State Agency.

29.15. WORK SCHEDULE:

29.16. The Vendor shall provide and maintain work schedules and project schedules for all work staff engaged in the performing the services of the Contract to the State Agency. Said work schedules shall indicate which operations are to be performed and the day, week, and/month for accomplishment of the services. The schedule shall be as follows:

Daily Requirements List all services to be performed.

Weekly Requirements The day in the week that work will be performed.

Monthly Requirements The week in the month that work will be performed.

Quarterly Requirements The week and month that work will be performed.

Semi-Annual Requirements The week and the month that work will be performed.

29.17. The Vendor shall, upon request by the Contracting Officer or Site Contact, provide a work distribution and staffing plan including the minimum number of workers and supervisory personnel assigned to each facility, specific tasks for each individual, and the amount of time allotted for each individual.

29.18. It is expected that the Vendor and its personnel will maintain a condition of excellence meeting the requirements of the Contracting Officer. The Contracting Officer, or designee shall be the sole judge of the level of cleanliness and compliance with the requirements of the Contract; their decision as to acceptance shall be final. Should the Contracting Officer deem the work provided as unacceptable, the Vendor will be provided with up to fifteen (15) days period to cure said default. If the Vendor does not cure the default after that period or if the Contracting Officer finds a subsequent instance of work which is deemed unacceptable, said failure shall be grounds for immediate termination of the Contract.

29.19. The Vendor shall instruct work staff not to disturb any papers or personal property on desk, tables, or cabinets.

The use of State phones or equipment is strictly prohibited. No smoking on or in State facilities by work staff shall be allowed.

29.20. The Vendor shall be responsible in the event of theft or destruction of State property or personal property of State employees by work staff. All unclaimed articles found in or about the work areas by work staff shall be immediately turned over to the Facility Contact Person.

29.21. The Vendor shall provide all cleaning and/or floor products and materials necessary for the work staff to perform their respective duties and shall submit a list of items to be provided. The Vendor is required to use EcoLogo or Green Seal cleaning bio-degradable materials. The State will provide paper products, hand soap, and can liners.

29.22. The Vendor shall provide Material Safety Data Sheets to the State with the delivery of any and all products covered by RSA 277-A, the Workers Right to Know Act.

29.23. Each piece of the Vendor’s equipment shall be maintained in a high state of cleanliness and repair. Any equipment that is unsafe or requiring repair shall be immediately removed from State property and replaced with working equipment. Any equipment left on State property by the Vendor is solely the Vendor’s responsibility. Any of the work staff’s personal property brought onto State property is solely the Vendor’s responsibility.

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29.24. All supplies and cleaning equipment, including work clothing and tools, are to be kept in a neat, clean manner in assigned places only. All work staff are to remain in their assigned area during work periods, keeping all spaces locked in which they are not working unless otherwise instructed. All work staff are expected to work in a manner that will maintain security in the best interest of the State.

29.25. All rooms provided by the State for the convenience of the Vendor shall be considered part of the area being cleaned and shall be serviced accordingly.

29.26. The Vendor may also be required to lock and unlock specific doors or active and deactivate security systems as outlined in Exhibit B. The Vendor may be asked to place signs at designated areas and to turn off all lights (unless otherwise instructed).

29.27. If the Vendor fails to secure a facility or set the security alarm properly which results in an alarm condition, the Vendor shall be required to compensate the State for any costs incurred. These costs may be for security services performed by State personnel or by third parties on behalf of the State. These costs shall be the actual third-party costs or in the case of State personnel, a cost of fifty (50) dollars an hour.

29.28. The Vendor shall establish and implement methods of ensuring that all keys issued to the Vendor by the State are not lost or misplaced and are not used by unauthorized persons. No keys issued to the Vendor by the State shall be duplicated. The Vendor shall report the loss of keys or access cards to the Contracting Officer. In the event keys are lost, the Vendor shall be required, upon direction of the Contracting Officer, to rekey or replace the affected lock or locks; however, the State, at its option, may replace the affected lock or locks or perform rekeying. When the replacement or locks or rekeying is performed by the State, the total cost of rekeying or the replacements of the lock(s) shall be deducted from the monthly payment due to the Vendor. In the event a master key is lost or duplicated, all locks and keys for that system may be replaced by the State and the total cost deducted from the monthly payment due to the Vendor. It is the responsibility of the Vendor to prohibit the use of keys issued by the State by any persons other than the work staff.

29.29. The Vendor and its work staff shall report fires, hazardous conditions, and items in need of repair, including but not limited to burnt-out lights, leaking faucets, slow drains, and toilet stoppages.

29.30. Mechanical equipment controls for heating, ventilation, and air conditioning systems shall not be adjusted by the work staff.

29.31. Water faucets or valves shall be turned off after the required usage has been accomplished.

29.32. The movement of furniture to allow accessibility for the performance of cleaning services is entirely the responsibility of the Vendor.

29.33. Failure by the Vendor to adhere to the “Definitions of Work and Work Standards” and Location Requirements shall be subject to payment deduction for non-performance.

29.34. Definitions of Work and Work Standards:

29.35. All work performed under this contract shall be accomplished in accordance with the following definitions.

The accompanying standard shall be used in the evaluating the work to determine its acceptance or rejection.

29.36. Burnishing (aka Spray Buffing): shall be accomplished with a high-speed buffing machine and a Tampico brush and periodic buffing with a cylindrical floor machine using fine steel wool pads to remove traffic marks, heavy soil, etc.

29.37. A floor is considered properly burnished when all waxed or acrylic finished areas have been buffed sufficiently for a maximum gloss, the surface dirt has been removed and the floor has a uniform appearance.

29.38. Carpet Cleaning: shall be accomplished by using an approved commercial steam or hot water extractor type machine using a detergent compatible with the type of carpet being cleaned. All furniture must be removed prior to the start of work and replaced when the carpet is dry.

29.39. A carpet is considered clean when all soil and embedded dirt and grit have been removed, it is free of all stains and has been restored to its original appearance as wear and tear will allow. Immediately after cleaning, the carpet is only slightly damp to the touch.

Date___________

29.40. Carpet Vacuuming: shall be accomplished with a commercial type vacuum with a rotary brush or brush/beater bar and shall not cause damage to furniture, doors, trim or other objects. Vacuum all chairs using a clean vacuum brush.

29.41. A carpet is considered properly vacuumed when it is free of all dust, grit, staples, paper clips, dirt, lint, and debris (except for embedded dirt and grit), including corners, edges, and under furniture.

29.42. Ceiling Diffuser Maintenance: shall be accomplished using a detergent solution suitable for the job and compatible with the material being cleaned. Care should be taken not to stain the ceiling.

29.43. A ceiling diffuser is considered clean when it is free of dust, dirt, stains, tarnish, streaks, film, lint, cleaning marks, and has a uniform clean appearance.

29.44. Check-off List – Facilities may opt to use check off lists to ensure that work is being completed as defined in the requirements for that facility.

29.45. Cleaning (e.g. wall, doors, door grills, ledges, metal surfaces, furniture, and cabinets) – shall be accomplished by damp cleaning of all surfaces of the object using a germicidal detergent solution.

29.46. A surface is considered properly cleaned when it is free of film, dirt, stains, tarnish streaks, lint, cleaning marks, and has uniform clean appearance. Painted surfaces must not be unduly damaged. Hard finish wainscoting surfaces must be bright, free of oil, streaks, and deposits. Metal surfaces shall be without deposits.

29.47. Cleaning (mats) – shall be accomplished when a commercial type vacuum. All mats shall be lifted, and the surfaces beneath shall be clean and free of dirt and dust. All embedded dirt and grit shall be removed. A mat is considered properly cleaned when it is free of all dust, dirt, ling, and debris including embedded dirt and grit including the area under the mat.

29.48. Cleaning (Light Fixtures) – shall be accomplished by dusting all accessible components of incandescent, LED, and fluorescent light fixtures including bulbs and tubes with a cloth or yarn duster. Clean fixtures with a damp cloth.

29.49. A light fixture shall be considered clean when all dust has been removed from accessible components and the fixtures are clean and free from lint, streaks, and deposits.

29.50. Damp Mopping – shall be accomplished using cotton or sponge yarn mops, appropriate stain removal agents, heated water, and detergent. If required using as small amount of water as possible. A floor is considered properly damp mopped when all dirt, dust, marks, film, streaks, debris, and standing water has been removed.

29.51. Dusting – shall be accomplished with a rag or cloth and dusting compound to minimize airborne dust and bacteria.

29.52. Floor Refinishing – consists of stripping and waxing (restorative maintenance). It is used to even out the floor appearance. Stripping and waxing should be performed when interim maintenance does not leave floors to an acceptable level. Unacceptable levels will occur as floors show heavy traffic lane wear, heavy soiling, heavy build-up along edges, etc.

29.53. Low Level Dusting – dust all low-level ledges, furniture, and fittings to a height of six (6) feet from the floor.

Dust telephones in corridors.

29.54. Low level dusting is considered properly complete when all dust, dust streaks, cobwebs, lint, litter, and dry soil shall be removed from surfaces of desks, chairs, file cabinets, other types of office furniture, and equipment, ledges, windowsills, handrails to a line of six (6) feet from the floor.

29.55. High Level Dusting – dust all high-level areas including furniture, ledges, ceilings, walls, and structural components above six (6) feet from the floor.

29.56. High level dusting is considered properly complete when all dust, cobwebs, dust streaks, lint, litter, and dry soil shall be removed from surfaces of ledges, furniture, ceilings, walls, and structural components to a line above six (6) feet from the floor.

29.57. Machine Scrubbing/Floor Recoating – is used to even out the floor appearance by removing top layers of finish and recoating to build the base finish. Scrub and recoating should be performed when preventative

Date___________ maintenance does not leave floors to an acceptable level. Unacceptable levels will occur as floors show slight traffic lane wear, scratches, soil, etc.

29.58. Receptacle Emptying – includes all trash receptacles including sanitary disposal containers. Trash liner replacement is included as required.

29.59. Resilient Flooring – is designed to be durable, resistant to stains and water, and comfortable to stand and work

on. The most common types of resilient flooring are made from materials like vinyl, linoleum, and rubber.

29.60. Routine maintenance (daily/weekly as needed), sweep/vacuum floors regularly to remove loose dirt, sand dust.

Prevent stains by wiping spills promptly.

29.61. Stripping a Resilient Tile Floor:

29.61.1. Walk through area noting problem spots; remove all sticky insoluble substances such as gum.

29.61.2. Dust mop the floor to remove any loose soils, paper clips, sand, dust, foreign objects, etc.

29.61.3. Strip the base boards and corners using wax stripper and scrub brush.

29.61.4. Strip floors, small areas at a time using “floor strippers” according to label directions.

29.61.5. Using stripping pads (or equivalent), agitate the area.

29.61.6. Remove the stripper using a wet/dry vacuum or mop and bucket with clean water.

29.61.7. Flood rinse the area with cool, clean water.

29.61.8. Pick up excess water and using a wet/dry vacuum or mop and bucket.

29.61.9. A second rinse may be needed.

29.61.10. Place caution signs around area until it is completely dry.

29.62. Building a Shine on a VCT Resilient Tile Floor:

29.62.1. Check floor, making sure that it is totally dry and free of any old finish or stripper residue.

29.62.2. If there is a whitish cast, this could indicate stripper or old finish still remains on the floor. If necessary, re-strip the floor.

29.62.3. Floor temperature should be above 54 degrees F for proper curing of finish.

29.62.4. Select and apply the proper floor finish.

29.62.5. Allow floor finish to dry completely.

29.62.6. Apply the proper number of coats of finish per manufacturer’s recommendation.

29.62.7.

29.63. Grout/Quarry/Ceramic Tile Maintenance – Remove soil with broom or non-oily dust mop or vacuum, damp mop or spot clean as necessary using pH-neutral cleaner.

29.63.1. Rinse clean area with clean warm water and allow to dry.

29.63.2. Stubborn stains – fiber or nylon scrubbing pads may assist in removing difficult stains (do not use steel wool).

29.63.3. Routine grout maintenance does not differ from tile care. (Note: for stubborn grout stains agitation with a nylon pad or brush and a recommended cleaning solution will assist in removing of stains).

29.63.4. For added protection of cement-based grout, a sealer may be applied according to the manufacturer’s instructions. If unsure whether your specific tile requires sealing, stripping, and resealing, contact the tile supplier.

29.64. Rubber Tile/Rolled Rubber Floors –

29.64.1. For lightly soiled surfaces:

29.64.1.1. Remove all surface debris, grit, sand, and soil with a broom.

Date___________

29.64.1.2. Vacuum the entire rubber floor with a high CFM vacuum to assure the finer dirt and grit is removed. Note: never use mineral spirits, painter thinners or strippers or any petroleum products to clean the surface.

29.64.1.3. Mop the floor. A regular string mop or a microfiber flat mop with a mild solution of a neutral pH (7-9) cleaner can be used. Taski Profi cleaner or equivalent is an excellent choice for rubber but any neutral clean will work.

29.64.1.4. Damp mop (ONLY do not flood) the surface until you have removed all visible dirt, sand, and grim.

29.64.2. For heavily soiled surfaces:

29.64.2.1. Remove all surface debris, grit, sand, and soil with a broom and vacuum with a high CFM vacuum. If the rubber floor is especially dirty it may be necessary to hand mop some of the worst areas before beginning.

29.64.2.2. Depending on the amount of soiling, it may be necessary to clean the surface using only a hand mop or it may require using a power buffer or auto scrubber.

29.64.2.3. When using a buffer or auto scrubber, use only a mild pad or a soft nylon brush. If using a buffer, wet the area and buff only a workable area that can be completely buffed and vacuumed within fifteen (15) minutes.

29.64.2.4. Do not let the cleaning solution stand on the rubber floor for longer periods of time.

29.64.2.5. After the area has been thoroughly buffed, pick-up the solution with a wet/dry vacuum and repeat if necessary. For extremely heavy soils or for restorative cleaning it may be necessary to repeat the process with a more aggressive black pad in order to remove the dirt.

29.64.2.6. Once the surface is satisfactorily cleaned, rinse the surface with clean water. This can be done with a hand mop or an auto scrubber.

29.65. The State requires twenty-one (21) days advance knowledge of said work schedules to provide security and access to respective work areas. No premium charges shall be paid for any off-hour work.

29.66. The Vendor shall not commence work until a conference is held with each agency, at which representatives of the Vendor and the State are present. The conference shall be arranged by the requesting agency (State).

29.67. The State shall require correction of defective work or damages to any part of a building or its appurtenances when caused by the Vendor’s employees, equipment, or supplies. The Vendor shall replace in satisfactory condition all defective work and damages rendered thereby or any other damages incurred. Upon failure of the Vendor to proceed promptly with the necessary corrections, the State may withhold any amount necessary to correct all defective work or damages from payments to the Vendor.

29.68. The work staff shall consist of qualified persons completely familiar with the products and equipment they shall use. The Contracting Officer may require the Vendor to dismiss from the work such employees as deems incompetent, careless, insubordinate, or otherwise objectionable, or whose continued employment on the work is deemed to be contrary to the public interest or inconsistent with the best interest of security and the State.

29.69. The Vendor or their personnel shall not represent themselves as employees or agents of the State.

29.70. While on State property, employees shall be subject to the control of the State, but under no circumstances shall such persons be deemed to be employees of the State.

29.71. All personnel shall observe all regulations or special restrictions in effect at the State Agency.

29.72. The Vendor’s personnel shall be allowed only in areas where services are being performed. The use of State telephones is prohibited.

30. SPECIFICATIONS:

30.1. See Attachments 1and 2.

Date___________

31. ADDITIONAL REQUIREMENTS:

31.1. Unless otherwise stated in the Scope of Services, all services performed under this Contract(s) shall be performed between the hours of 4:00 P.M.-8:0 P.M.