CRCL2025_SCOPE_OF_CONTRACTOR_SERVICES.pdf

SCOPE OF CONTRACTOR SERVICES/SCOPE OF WORK

Contract number: CRCL2025

Description: Cleaning of MD SHA HQ 6th floor server room

Contract Terms: 2 years

This scope of contractor services/scope of work describes the requirements of providing cleaning services to the 6th floor server room on an as needed basis at the Maryland State Highway Administration Headquarters (MD SHA HQ) Complex located at 707 N Calvert Street, Baltimore, MD 21202 for a period of forty – eight (48) months or total payments as established by the winning bid, whichever comes first.

This scope of contractor services/scope of work will establish hourly rates. The quantities listed are estimates and are only given for bid evaluation. The quantities do not indicate the amount spent since such expenditure will depend upon requirements that will develop during the contract period.

The contractor shall service the MD SHA HQ 6th floor server room to keep in good working order. The cleaning of the 6th floor server room shall be maintained to industry standards of operations and operate as so to meet the requirements of all applicable laws and regulations for safe operation.

The following is a requirement list for cleaning the MD SHA HQ 6th-floor server room:

A. CLEANING CYCLES

1. QUARTERLY (four (4) times each year): full cleanings to include all enclosed services, underfloor, top of floor, floor to ceiling.

2. MONTHLY (eight (8) times each year): full cleanings to include all top of floor and floor to ceiling.

3. INVOICE: An authorized MD SHA HQ 6th-floor server room representative will sign a detailed work ticket from the contractor at the completion of the cleaning services for the day. The work ticket must describe the details of services that the contractor provided at the time of the cleaning services. The signed work ticket for the MD SHA HQ 6th-floor server room must be attached to the invoice.

B. UNDER FLOOR CLEANING: to include, but not limited to the following:

1. Vacuuming concrete sub-floor, raised floor superstructure, and pedestals.

2. Removal of any forging contamination (concrete, dust, drywall dust, wire clippings, rust particles, etc.).

3. Complete wipe down of raised floor superstructure to remove contamination, including oxidized particles.

4. Filtration of air in direct areas where underfloor work is being done by using HEPA

AIR PROTECTION and AIRBORNE CONTAMINANT FILTRATION UNIT.

Note: No under floor work will be completed without first coordinating with the authorized MD SHA HQ 6th floor server room representative who is responsible for disabling or disarming all fire detection systems.

Note: All vacuums must contain HEPA filters that filter to .3 microns, must be sealed, and must be shielded so that they do not re-contaminate or interfere with any electronic operations within the data center.

C. TOP OF FLOOR CLEANING: to include, but not limited to, the following:

1. Remove stains (ink, hell marks, glue, etc.) from tile and/or carpet.

2. Cleaning space between the top of the tile and the underside of the equipment as long as there is a (1) inch of clearance.

3. Roto-wash the scrub of the tile and thoroughly wipe down the tile edging.

4. Cleaning of all air vents.

5. Complete wipe down and vacuuming to remove contamination from the perforated tile's interior and exterior.

D. FLOOR TO CEILING CLEANING: to include, but not limited to, the following:

1. Wipe down and clean all types of cabinets, bells, electrical panels, shelves, desks, clocks, etc.

2. Cleaning the exterior of all closed racks with a protective cleaner.

3. Cleaning of all wheels on movable carts and chairs to avoid marks and streaking on the top of high-pressure laminate.

Note: All cleaning solutions must be antistatic, nontoxic, and nonflammable and must not contain aluminum, tin, or ammonia. Additionally, they must contain a protective stain-resistant coating.

E. AREAS TO BE CLEANED

1. MDSHA HQ, 707 N Calvert, 6th floor server room, Baltimore, MD 21202 (approx. size: 48 ft x 28 ft)

F. SERVICE HOURS

1. All work must be identified (monthly vs. quarterly clean) and pre-scheduled / pre-arranged with the authorized MD SHA HQ 6th-floor server room representative.

2. The server room must be cleaned between 9:00 a.m. and 2:00 p.m. No cleaning will be allowed after 2 p.m.

G. CONTRACT TERMS

1. This is a two-year (48 months) contract.

The contractor shall be available to perform cleaning services from 9:00 a.m. to 2:00 p.m. on the pre-scheduled / pre-arranged workday with the authorized MD SHA HQ 6th floor server room representative. There will be no emergency cleaning services requirements outside the normal, regular workday.

The contractor must respond by phone within twenty-four (24) hours after notification from the authorized MD SHA HQ 6th floor server room representative of desired scheduled service.

Scheduled service calls shall be at the standard labor rate with a minimum charge of one (1) hour. Time begins at arrival to the work site.

The contractor shall furnish all labor, supervision, miscellaneous parts, supplies, materials, equipment, tools, transportation, and methods of communication for worked performed under the contract. All materials, supplies, and parts will be provided by the contractor and billed at the contractor’s cost.

All work will be accomplished by experienced cleaning service technicians to industry standards.

Unless agreed to beforehand by MD SHA HQ 6th floor representative, only two (2) technicians will be assigned to clean the 6th floor server room.

A. CONTRACTOR QUALIFICATIONS

• The contractor shall maintain a current State of Maryland Cleaning License.

• The contractor must have been in the commercial server room cleaning service business for at least three (3) years. Proof of the contractor’s qualifications must be submitted at the time of bid submission.

• The contractor shall submit three (3) references at the time of bid submission that include a contact name, contact address, contact telephone number, and the business name of at least three businesses for which the contractor provided commercial server room cleaning services within the preceding twenty-four (24) months. The references may be checked before the contract is awarded. Any negative responses received may disqualify the contractor’s bidding packet.

• Insurance in the amount of $1,000,000 liability and consistent with Attachment No

XI. The documentation is to be provided to MD SHA with the bid submission.

B. SERVICE REQUIREMENTS AND WORK SCHEDULING

• The contractor shall furnish all labor, supervision, miscellaneous parts, equipment, tools, transportation, and methods of communication for work performed under the contract.

• The contractor shall comply with all terms and conditions of the contract documents.

• The contractor shall provide qualified cleaning service technicians to clean the server room at industrial standards as directed by the scope of work/scope of the contractor’s services and the authorized MD SHA HQ 6th floor server room representative.

• The contractor shall provide “not to exceed” estimates on all work. All work shall be approved by the authorized MD SHA HQ 6th-floor server room representative.

• The contractor shall work until each job is completed and, when necessary, respond to multiple requests for services at the same time. The authorized MD SHA HQ 6th-floor server room representative can perform on-site inspections at any time during the work.

• All work shall conform to federal, state, country, and local codes, rules, and regulations.

• The contractor shall maintain a stocked service truck with materials, tools, ladders, and equipment to provide server room cleaning services as described in this scope of contractor services/scope of work.

• A normal work crew will consist of two (2) professional cleaners, one (1) supervisor and the other non-supervisor. Additional professional cleaners may be used on complicated work assignments if pre-approved by the authorized MD SHA HQ 6th-floor server room representative. The professional cleaner supervisor shall always be required to be on-site, either performing the work or overseeing the work of a non-supervisor. The State reserves the right to require the contractor to have a helper or secondary individual on all assigned tasks.

• Regular services shall be made available between the hours of 9:00 am and 2:00 pm on the pre-scheduled / pre-arranged workday with the authorized MD SHA HQ 6th floor server room representative. There will be no emergency cleaning services requirements outside the normal, regular workday.

• No work shall be permitted on Saturdays, Sundays, or Holidays without the permission of the authorized MD SHA HQ 6th-floor server room representative.

• The contractor shall respond to routine service calls within twenty-four (24) hours after notification.

• All work must be performed on-site.

C. WORK RATES AND PROCEDURES

• Man-hours paid under the contract shall be only for productive hours at the job site.

Time spent for transportation of workers, lunch, material acquisition, handling, and delivery, or for movement of contractor-owned or rental equipment is not chargeable directly but is overhead and shall be included in the hourly rate for basic labor on the contractor’s bid form. No minimum show-up time shall be paid under the contract.

• Labor rates shall be for two (2) workers only unless prior approval is granted from the authorized MD SHA HQ 6th-floor server room representative.

• Scheduled service calls shall be billed at the standard labor rate (minimum charge is one (1) hour). The labor rate begins after signing in at the MD SHA HQ complex Security Guard’s desk. The contractor shall use the Hunter Street entrance to access the MD SHA HQ building and sign in at the MD SHA HQ Security desk using the Contractor’s Sing-in-Log Book.

• The qualified contractor shall contact the authorized MD SHA HQ 6th-floor server room representative upon all arrival and departure times of on-site service performance. The qualified contractor shall prepare a service ticket daily, indicating the date, location, arrival time, departure time, name of qualified cleaners performing work, helper’s name if applicable, a brief description of services performed or to be performed, and list any parts and or materials used for the services. Note: No lunch or material acquisition time shall be included on the service ticket without the approval of the authorized MD SHA HQ 6th-floor server room representative. The qualified cleaner supervisor and the authorized MD SHA HQ 6th-floor server room representative must complete and sign each ticket. A copy of the service ticket must be given to the authorized MD SHA HQ 6th floor server room representative daily and must be attached to the contractor’s invoice. Failure to follow these procedures may result in a breach of contract, and said contract may be terminated. The MD SHA shall provide a list of contact names and phone numbers for reporting arrival and departure times on jobs for each service request as scheduled upon contract award.

• The contractor shall keep the work area clean and free of materials, debris, accumulated waste or rubbish, and or equipment used to complete the services at all times. The contractor shall be responsible for the removal and disposal of all debris and defective materials in the performance of the service in strict accordance with all applicable regulations, codes, laws, and ordinances. If the contractor does not clean area upon completion, the penalties and fines applicable by law to clean the area shall be deducted from the contractor’s invoice as liquidated damages.

D. UNSATISFACTORY WORK

• In the event the work performance of the contractor is unsatisfactory, the contractor will be notified by the authorized MD SHA HQ 6th floor server room representative and be given seven (7) calendar days to correct the work. There will be no cost to the MD SHA for redoing the work.

• The contractor shall guarantee to make adjustment of defective product(s), if any, and the State net price shall be the basis of such adjustment.

E. MD SHA HQ 6th FLOOR SERVER ROOM REPRESENTATIVES

• The MD SHA HQ 6th floor server room representatives are as follows:

Ed Wittman EWittman@mdot.maryland.gov, Senior Network Engineer, 410-545-8677

Grant Coleman GColeman@mdot.maryland.gov, Chief, Desktop Support, 410-545-

Karen Keller KKeller1@mdot.maryland.gov, Director, Office of Information Technology, 410-545-8680

The MD SHA HQ 6th floor server room representatives may appoint other Information Technology (I.T.) personnel to assist the contractor.

The Information Technology (I.T.) procurement chief is Corteze Haley-Grimes CHaleyGrimes@mdot.maryland.gov. 410-545-0651

F. PAYMENT

Subject to the performance of the work and its acceptance by the MD SHA, the successful respondent may invoice the SHA for all appropriate charges for services performed within thirty (30) days after completion of the approved work. All such charges shall be derived in accordance with the prices quoted initially on the Contract Bid Form, which will be made a part of the contract. In the event that the successful respondent is not in default of any of the contract terms and conditions, then MD SHA shall cause said invoice to be timely paid.

• All authorized service calls for labor, parts, and or materials shall be paid according to the hourly rates listed on the completed contract bid form.

• The invoice terms shall be net thirty (30) days upon receipt of the completed correct invoice.

• The invoice for service and or repairs shall be submitted within fifteen (15) calendar days from the date of service. Any work performed at the end of June shall be submitted no later than July 5th to comply with the MD SHA's fiscal year-end requirements.

• All invoices shall include the following information. Failure to do so may result in delay of payment. Invoices held for verification, missing information, or returned for corrective re-submittal shall not be subject to late fees.

o Company name o Complete remittance address o Company telephone number mailto:EWittman@mdot.maryland.gov mailto:GColeman@mdot.maryland.gov mailto:KKeller1@mdot.maryland.gov mailto:CHaleyGrimes@mdot.maryland.gov o Contact person o Federal taxpayer identification number (or if sole proprietorship, the individual’s social security number) o Invoice date o An unique invoice number o SHA assigned BPO number (blanket purchase order) or contract number o Details of services performed o Date of services o Work time o Number of man hours o Labor rates o Copies of service tickets o Parts and or material charges (when applicable) o Equipment rental fees (when applicable) o Copies of invoices or receipts for any parts, materials, and or rental equipment listed for reimbursement (when applicable) o Sub totals for different category of charges o A total amount due

• All invoices and signed service tickets shall be emailed to Ed Wittman

EWittman@mdot.maryland.gov Failure to email all invoices and signed service tickets may result in delay of payment. Invoices that are missing, held for verification, missing information, or returned for corrective re-submittal shall not be subject to late fees.

• The mailing address for the 6th floor server room cleaning services is

Maryland State Highway Administration Network Cyber Security Section, C-202 707 N. Calvert Street Baltimore, MD 21202

• MD SHA is exempt from Maryland Sales Taxes and Use Taxes by Exemption

Certificate Number 3000256-3 and from Federal Excise Taxes by Exemption Number 52-73-0358K. No tax price shall be included on the invoice.

• All invoices under $5,000.00 may be charged to the State Corporate Purchasing Card.

G. BASIS FOR AWARD

• The MD SHA will select a contractor for this project based on the lowest responsive bid from a responsible bidder.

• This scope of contractor services/scope of work does not commit the State to award a contract. The contents of the bid may become contractual obligations if a contract ensues. Failure of the contractor to honor the obligations stated in this scope of contractor services/scope of work may result in termination for default.

mailto:EWittman@mdot.maryland.gov