4. Specification Guide for Janitorial Services.pdf

Specification Guide for Janitorial Services

General

A. Janitorial cleaning services shall be provided on a two day per week schedule unless it conflicts with standard services provided by the Lessor to other tenants, or as circumstances may warrant for more cleaning days. All janitorial cleaning shall be performed between the hours of 8:00 a.m. and 4:00 p.m., Monday through Friday, or by appointment scheduled in advance, with each recruiting service. The Contractor shall notify the designated Military Service Representative(s) (MSR) of any deviation to the previously agreed upon appointment and schedule an alternate appointment for cleaning. No keys, passwords, PINs, or entry codes to Government leased facilities are to be provided to Contractors under any circumstances.

B. The MSR shall unlock doors for the Contractor and shall be physically present and visible in the facility during all cleaning at the scheduled appointment time. The MSR shall be present in the facility a minimum of 15 minutes prior to the scheduled appointment time and wait a maximum of 30 minutes beyond appointment time for the Contractor to arrive for cleaning, after which time the Contractor shall be deemed to have not met the appointment. It should be noted that in multi-service stations, if the Contractor is actively working in another Service's area, the MSR should not leave or mark this as a no-show and should make arrangements with the Contractor on site to complete cleaning as soon as practicable. A no-show by the Contractor shall be reported immediately via the military chain of command to the Real Estate POC and must be recorded on the janitorial checklist. If the MSR is a no-show (fails to be available to open the facility a maximum of 30 minutes beyond appointment time) the contractor will not make up that day's cleaning and shall report to clean on the next scheduled appointment time with no penalty assessment. The contractor shall immediately report a no-show by MSR(s) to the Real Estate POC. No cleaning shall be accomplished on Federal Holidays. If a Federal Holiday occurs on one of the regularly scheduled cleaning days, the Contractor shall perform the cleaning on the next business day. The Contractor shall ensure that cleaning services occur at least twice per week.

C. If an office is going to be vacated for a period of four (4) weeks or more for reasons such as recruiter assignment rotation, the appropriate military service representative must notify the USACE district representatives.

D. Separate appointments shall be made for all periodic carpet cleaning at a time that will allow for ample time for damp carpets to dry without undue traffic from normal business activities. It is recommended that the carpet cleaning be accomplished late in the day on Friday to allow drying time. The Contractor will not be responsible for moving furniture or any items left on the floor. Prior to scheduled cleaning, the Services should remove all items from the floor, except heavy furniture items, to maximize the effectiveness of carpet cleaning. A MSR must be physically present during carpet cleaning.

E. The Janitorial Service Checklist (see enclosed) shall be posted in each Service space and common areas. The checklist shall be completed by the Janitorial Contractor and signed at the completion of each week’s cleaning.

The MSR will also sign signifying that the specified work has been completed in a satisfactory manner. This checklist shall be used by the Contractor. Do not sign off in advance of anticipated completed work.

F. The Contractor shall provide all necessary labor, transportation, tools, materials, equipment, and supplies required to perform services. All cleaning procedures and treatments shall be accomplished in accordance with the manufacturer's directions and/or listed specifications and industry standards applicable to the Professional Cleaning and Restoration Industry. The Contractor shall use environmentally friendly products for all maintenance and cleaning. For disinfection of high-touch surfaces, at minimum, Contractor must use alcohol solutions with at least 70% alcohol. Most EPA-Registered household disinfectants and Clorox disinfecting wipes are allowed. Use of recycled materials is highly encouraged.

G. The following table of services should be used as a guide and bid form in obtaining janitorial services for recruiting facilities in compliance with above guidance:

SCHEDULE OF JANITORIAL SERVICES

SERVICE ITEM DESCRIPTION STANDARD

Empty all trash/waste baskets from all offices, Provide and replace, each visit, 100% Trash Removal (2x weekly ) common areas and restrooms and remove all trash recycled trash can liners.

from the facility for pick up in dumpster or provided service at the facility. Replace liner in each trash receptacle. Removal includes any accumulated full bags that are no longer in the waste baskets.

Vacuuming Vacuum all carpets and hard surfaced floors, Vacuum with a beater brush/ (2x weekly) upholstered furniture, window sills, restroom crevice hose type machine facilities, entryways, common areas, and storage with a filtration system which closets to remove all dust, debris, cob webs and minimizes airborne dust visible particles including edges of carpets and particles, (ideally a HEPA baseboards and spot clean stains as needed with filter vacuum).

chemical cleaner.

Hard Surface Damp mop all ceramic, tile, or vinyl tile areas with an All common areas must be cleaned to Cleaning appropriate chemical cleaner. All non-carpeted floors the same standards.

shall be cleaned and maintained in accordance with the Performance Work Statement.

Disinfect all high-touch surfaces (e.g. countertops, Clean/wipe down surfaces with disinfectant.

doorknobs, door handles, light switches, handles, If surfaces are dirty, they shall be cleaned

(2x weekly)

High-Touch Surface Cleaning (2x weekly) toilet levers, sink handles, water fountain buttons, using a detergent or soap and water prior door entry keypads, door phone systems, fixtures) to disinfection. For disinfection, at minimum, alcohol solutions with at least 70% alcohol, and most EPA-Registered household disinfectants and Clorox wipes are allowed.

Restrooms Disinfect all restroom fixtures with environmentally Clean with earth friendly antibacterial (2x weekly) friendly antibacterial chemical disinfectant clean and disinfectant all surfaces, floors and disinfect all floors, toilets and sinks so no encrustation fixtures and replace paper products or water rings are present. Furnish restroom supplies with 100% recycled toilet paper and as required. paper towels; and environmentally friendly soap, etc., as needed.

Use cloth with cleaner to remove Miscellaneous Cleaning Includes removal of finger prints or smears on glass (1x weekly) entrance doors and interior glass in between window smears, fingerprints, smudges, etc.

cleanings and surfaces that are highly noticeable including furniture or doors.

Drinking fountain – clean and disinfect all porcelain Clean with antibacterial, and polished metal surfaces, including the cabinet, environmentally friendly disinfectant percolator orifices and drains. The drinking fountain all hard surfaces and fixtures shall be free from stains, spots, smudges, scale and obvious soil.

Dust all surfaces, including: chairs, desks, cabinets, Dusting with a damp/chemical Dusting (Twice per Month) furniture, window sills, blinds, to include mini blinds treated cloth is required.

baseboards, woodwork, HVAC vents, light fixture lens, or any surface where dust may collect and is visible to the eye.

All interior and exterior window surfaces (weather Clean all windows with appropriate Clean Glass Surfaces (Twice per Month) permitting 38 degrees or above) must be cleaned inside cleaner to streak free as weather permits, and out with an appropriate cleaner leaving no including wiping off sills, inside and streaks, working around window stenciled signage outside, being careful not to damage that may be present. blinds, LED lights, and safety window films which may be present.

Note: Exterior windows can be cleaned with an appropriate chemical cleaner that is wet, non-abrasive, without strong solvents or alcohol, and has a pH value between 3.0 and 11.0; a cloth or sponge can be used. Do not use pressure washing to clean. Interior windows with fragment retention film should not have anything other than water/soap (baby shampoo is recommended for cleaning windows with fragmentation film).

Dirty trash containers shall be washed inside and Use soap and water or acceptable chemical out and shall be odor free. cleaner to remove any build up and smell.

Toilet bowls and urinals shall be de-scaled in After de-scaling, the entire surface shall be free order to remove any accumulated hard deposits. From streaks, stains, scale, scum, urine deposits, mineral deposits and rust stains.

Change filter in HVAC unit in the office. Use of MERV 6-8 filters or better is mandatory.

Clean HVAC return, diffuser and grilles. Contractor shall ensure removal of all dust, dirt and other buildup.

Only the high performance hot water extraction Professional Carpet Cleaners who use systems commonly called “Steam Cleaning” hot water extraction who are rated and be used. High traffic areas and troublesome spots and certified by the “Institute of should be pretreated. The process consists of Inspection Cleaning and Restoration spraying a chemical cleaning solution with water Certification (IICRC) at 800-835-4624 into the pile and using a powerful vacuum, with the “Master Cleaner”

Wash Trash Receptacles (Twice per Month)

De-scale Toilet Bowls and Urinals (Twice per Month)

Change HVAC Filters (Once per Quarter)

Clean HVAC Intakes (Once per Quarter)

Carpet Cleaning Twice per year; (April & October) or as scheduled in advance Must be performed after normal working hours. recovering the solution and soil into a holding tank. certification/designation.

Should only be done by a truck mounted unit outside the facility with only the hose and wand brought Add a certified “ScotchGard” inside. No “Rug Doctor Machines” or similar type of treatment to aid in preventing further machine is acceptable for use. soiling in high traffic or troublesome areas to keep the appearance of the Caution: Water/Steam Temperatures should never carpet in between cleanings. Spot cleaner exceed 120˚F. Do not allow foot traffic on the should be applied prior to general cleaning carpet until it is dry. Place fans on wet areas during cleaning and allow carpets to dry as long as possible.

Complete procedure with a thorough pile lifting.

Clean Light Fixtures Globes, reflectors, covers, diffusers, and plastic side Contractor shall clean light fixtures (Once per year in October) panels shall be removed and washed. After cleaning in conjunction with an already and reassembling, light fixtures shall be free of bugs, schedule cleaning appointment.

dirt, dust, grease and other foreign matter.

Emergency Cleaning Cleaning services include any work identified in The Contractor shall respond within (As needed) paragraph 12 of Performance Work Statement. a half day, if at all practicable. The Contractor shall perform Emergency Cleaning required due to broken or leaking pipes, sinks, toilets, or other occurrences requiring immediate corrective action to restore an area to its normal state of cleanliness and appearance.

Re-lamping Replace all burned out and blinking light bulbs, Use of energy efficient Light Emitting Diode (LED) (As needed) fluorescent tubes, ballasts and starters as needed Lamps and Tubes (LED T8 lamps that are ballast and required. Some offices may have special compatible or equivalent) will be used. Bulbs shall match lighting (i.e. track lighting or spot lights) wattage and color of other bulbs in the office

(ensure all bulbs are the uniform color temperature of cool white). Replace as required. Contractor MUST ensure that LED tubes and lamps used are compatible with the existing ballast hardware.

In the event of a no-show by the cleaning Contractor, the normal cleaning daily items may be deducted from any amounts due and owing under this contract.

SERVICES TO BE PROVIDED: M T W T F TOTAL M T W T F TOTAL M T W T F TOTAL M T W T F TOTAL

Quantity Needed:

RATING LEGEND:

** No rust, encrustation or water rings shall exist RECRUITER IN CHARGE___________________________________S - Satisfactory M - Marginal

* Change waste basket liners as necessary

2X - Week

1x - Year

To be accomplished ONCE each quarter in

MAR, JUN, SEP and DEC

Insert Date if provided this month

To be accomplished TWICE each year in APR & OCT

To be accomplished ONCE each year in OCT

Insert Date when last provided

2x - Year

Insert Date if provided this month

FORM UPDATED 09-13-2013 SIGNATURE

*** Steam clean if required to remove

RECRUITER TELEPHONE__________________________________**** Damp dust IAW the PWS

I - Insufficient (Supplies)U - Unsatisfactory

SCAN & EMAIL Checklist at end of each month to the following POCs: JANITORIAL CHECKLIST FOR FACILITIES 3000 SF OR LESS

MONTH/YEAR__________________

CALENDAR

DATES: NOTATE "RATING" AND ANY COMMENTS

ON THE QUALITY OF THE WORK BELOW.

FREQUENCY

REQUIRED

Address:dll-cesaj-re-servicedesk@usace.army.mil for all Jacksonville District (Florida) assigned territory

Recruiting Station ID:_________________

SPOT CLEAN CARPETS

CHANGE HVAC FILTERS

WASH ALL TRASH RECEPTACLES

Military Service Representative Name concurring that ALL required tasks were completed for each week (Please Print)

DAMP DUST ALL SURFACES****

CLEAN HVAC RETURN, DIFFUSER & GRILLES

CLEAN GLASS SURFACES (EXT & INT) INSIDE & OUT

DE-SCALE TOILET BOWLS & URINALS

REPLACE LIGHT BULBS AND FLUORESCENT TUBES,

FOR LIGHT FIXTURES (RELAMPING)

Contractor Representative Name certifying that ALL required tasks were completed for each week (Please Print)

SHAMPOO ALL CARPETS, REMOVING ALL DIRT AND

NON-PERM SPOTS OR STAINS***

4x - Year

CLEAN LIGHT FIXTURES

HIGH DUSTING/CLEANING

1x - Month

As Required

FURNISH RESTROOM SUPPLIES

To be accomplished on the first week of the Month

Insert Date when last provided

Replace damaged/soiled ceiling tiles As Needed

PEST CONTROL SERVICES

Insert Date when last provided

To be accomplished ONCE each quarter in

MAR, JUN, SEP and DEC 4x - Year

Insert Date if provided this month

TRASH REMOVAL & CHANGE LINERS *

CLEAN & DISINFECT ALL REST ROOM FIXTURES AND

FLOORS **

VACUUM ALL FLOORS & UPHOLSTERED FURNITURE

DAMP MOP ALL HARD SURFACE FLOORS

CLEAN AND DISINFECT WATER FOUNTAIN, AND WIPE

DRY

SPOT CLEAN ENTRANCE DOOR & INTERIOR GLASS

TO REMOVE FINGERPRINTS & SMEARS