DHR General Janitorial Requirements.pdf

Department of Human Resources

Janitorial Services – Quarterly Cleaning Requirements

GENERAL REQUIREMENTS

1. Contract supplier shall provide a list of cleaning products, supplies and equipment for use in each DHR office to the DHR director or authorized personnel for approval prior to start of performing janitorial services. All equipment shall be in good working condition through duration of agreement. If equipment is not working properly and breakdowns are recurring or equipment does not meet the need for which it is intended, the supplier agrees to replace within 24 to 48 hours. Supplier is responsible for maintaining adequate cleaning supplies through duration of contract to include germicidal cleaning solution, pledge (or equivalent), plexiglass spray, dust rags, mopheads, brooms, etc. Janitorial staff shall not use DHR cleaning supplies to perform the service to the specification. DHR will provide Paper towels, tissue, hand soap for dispensers, and trash liners.

2. Contract supplier shall provide a continuous current employee list to DHR authorized personnel for employees cleaning DHR facility. Employee information list shall include employee name, and current valid company phone number and company valid email address. Information list shall remain current at all times.

Changes in staffing must be reported within 24 hrs. of employee assignment to DHR facility. The Contract supplier agrees that all employees providing janitorial service to DHR have been screened to ensure that they do not have a conviction involving the following:

1. A violent offense as defined in Ala. Code § 12-25-32.

2. A sex crime as defined in Ala. Code § 15-20A-5.

3. The crime that involves physical or mental injury or maltreatment of a child, the elderly, or an individual with disabilities.

4. A crime committed against a child.

5. A crime or offense committed in another state or under federal law which would constitute any of the above crimes in this state.

3. Contract supplier employees cleaning DHR offices shall provide a valid Government issued ID to the county office. Government issued ID shall be used to create a DHR issued ID badge and used as a part of DHRs screening process. Valid ID with picture shall be turned into DHR County Office. Next, County Office will take picture of supplier employee ID and forward to General Services office to create ID badge. Valid DHR issued ID badge must be worn by all contract supplier employees, supervisors, and contractors while on premises of DHR performing cleaning services.

4. DHR reserves the right to request another individual to service the DHR premises should the contract supplier employee fail to wear DHR issued badge. Contract supplier employees agree not to bring, escort or give to any other person(s) access to DHR premises while performing cleaning service(s). This includes pets. If service dogs are required to be on the premises, DHR must receive advance notification. Failure to adhere as outlined above may result in that employee’s removal from DHR premises.

5. Deficient cleaning conditions:

To minimize deficient cleaning performance, supplier shall be responsible for implementing a quality control program that shall require supplier, as owner, area manager, or regional supervisor/manager to physically visit the DHR county office once per month. The purpose of the quality control program is to monitor the performance of the janitorial daily cleaning staff to the specification, and ensure the specification is met.

Suppliers are not defined as a member of the cleaning staff performing building cleaning service on daily recurring basis. While attending the quality control meetings, the supplier shall be required to sign in at the front desk and is required to meet with the purchasing contact and /or county director to address any concerns prior to leaving the property. Supplier shall attend all quality control meetings or supplier performance is considered deficient to specification. Supplier shall have adequate support staff to maintain required scheduled meetings. Supplier must give DHR a minimum of 24 hours, advance cancellation notice in event of cancellation should supplier need to cancel. Supplier shall reschedule the follow-up meeting at the time of cancellation, in the same month to meet specification. Supplier shall be considered deficient to specifications should quality meeting schedule not be maintained per specification requirement.

a. DHR county office shall document the deficiencies in writing and immediately report in writing the deficiency(s) to supplier for correction.

b. DHR will request that the contract supplier correct the deficiency(s) immediately. Supplier shall respond to DHR within one (1) - (2) two hours acknowledging the deficiency(s) and shall correct deficiency(s) no later than the next business day as the supplier is already delinquent.

Should supplier fail to correct deficiency(s) within required response time agency corrective actions shall result in withhold of payment amount from invoice in the month of deficient occurrence. Amount withheld shall be determined based on deficiency(s) within spec. Refer to the performance terms and conditions should supplier fail to correct the deficiencies to specification.

6. Should supplier fail to respond and correct recurring deficiency(s), then deficiency(s) shall be elevated to DHR Finance/Purchasing office to implement corrective action. If corrective action cannot be implemented and deficiency resolved, Division of Procurement shall be included. Contract supplier must discuss, document, and implement corrective action plan immediately with DHR. Otherwise Refer to Cancellation section in Janitorial Services Terms and Conditions.

7. Contract supplier shall be responsible for the costs of lost, misplaced, or stolen keys, and rekeying lock to building(s), including reporting the loss.

8. Contract supplier shall complete daily sign-in / out sheets to include printed and signed name, and record of arrival and departure times. A copy of the sign-in timesheets will be provided by the county office to the supplier on the 1st day of the following month. DHR county office must keep sign in/sign out sheets on file for duration of contract.

9. Contract supplier must complete a daily cleaning checklist of all cleaning duties performed as assigned herein.

10. Contract supplier must daily turn off lights after completion of work; (except in those areas designated by

DHR authorized personnel to remain on).

11. Contract supplier must daily secure and lock all doors to the building.

12. Contract supplier must daily activate the security system where applicable.

13. Contract supplier must notify authorized agency personnel in writing of any observations of repairs needed and/or damage to fixtures in building. All verbal notifications by supplier must be followed up in writing.

14. Supplier shall be considered deficient to specification should supplier fail to meet general requirements within each specification section above.

15. Supplier is required to provide a minimum of $1,000,000.00 liability insurance coverage with $1,000,000.00 per occurrence.

16. Suppliers must provide (3) three references with their bid response. Reference should include company name where the service was provided, address, telephone number, name of contact person, and time the service was provided. Supplier must list references that are equal or greater in square footage. References will be checked.

JANITORIAL SPECIFICATION

JANITORIAL SERVICES REQUIRED & PERFORMED EACH WEEKNIGHT (Monday, Tuesday, Wednesday, Thursday and Friday) beginning at 3:00P.M., and complete no later than 12:00 Midnight, schedule includes no State Holidays unless otherwise stated herein. No changes in schedule unless authorized in writing by DHR Deputy Commissioner, or Commissioner. All work duties must be completed during the hours stated above and considered regular working hours except for those DHR locations that have a day person authorized to work.

Supplier shall be considered deficient to specification should supplier fail to perform daily cleaning duties per specification requirements. This is all recurring duties required daily and billed on monthly basis. Supplier shall replace mop heads weekly, sanitize mop heads daily.

General

1. Empty and clean all wastebaskets. Replace liners in wastebaskets. Wipe down any splash marks on or around the wastebasket. Place all wastepaper and trash into the trash can/dumpster in the main disposal area.

2. Clean, disinfect with germicidal detergent solution and polish drinking fountains.

3. Sweep all floors, and wet mopped with disinfectant to remove all foreign matter and or spillage per manufacturer material guidelines. Proper cleaning of floors daily is required, based on floor type and manufacturer material guidelines. and dependent on floor type (Refer to terms and conditions floor liability).

4. Supply closets are to be kept clean & neat at all times.

5. Microwave ovens must be wiped clean and sanitized inside and out.

6. Clean and sanitize all horizontal surfaces (tabletops, counters, desk, cabinets, etc.) within the lobby, kitchen, breakrooms, offices, conference rooms, and group rooms.

7. Daily manage the replenishment of all DHR supplied paper towels, toilet tissue, hand soap, trashcan liners, and sanitary napkins liners refilling daily as needed into DHR installed dispensers.

8. Sanitized Mop heads daily and replace weekly.

9. Manage mop head replenishment. (Refer to Item 8 for Mop head replacement requirement). Contract supplier will use separate color mop heads to clean bathroom floors versus other floor areas throughout the building.

10. Spot check all offices and copier room for debris and vacuum as needed

JANITORIAL SERVICES REQUIRED & PERFORMED EACH WEEKNIGHT –continued-(Monday, Tuesday, Wednesday, Thursday and Friday) at 3:00P.M., and complete no later than 12:00 Midnight, schedule includes no State Holidays unless otherwise stated herein.

Restrooms

1. Empty all Containers and Disposals. Replace all liners.

2. Clean mirrors.

3. Clean and disinfect with a germicidal detergent solution all washbasins, commodes, toilet seats, urinals, baby changing tables, cabinets, and adjacent surfaces.

4. Remove splash marks from walls around trashcans, washbasins & urinals

5. Wet mop and sweep restroom floors using a germicidal detergent solution. Floors cannot be slippery.

6. Empty and sanitize interiors of sanitary napkin disposal containers and replace liners.

7. Replenish all dispensers, as needed.

8. Clean paper towel cabinet covers.

9. Remove fingerprints from stall doors. Sanitize all stall door hardware.

10. Clean entrance door. Sanitize entrance door hardware and door plates.

11. Spot clean metal partitions and polish bright work.

Lobby, Entranceways, Corridors, and Breakrooms

1. Vacuum, sweep clean, wet mop, and disinfect all floors to remove all foreign matter and or spillage.

2. Wipe and Clean with disinfectant all lobby chair arms and including legs.

3. Remove excessive black marks or scuffing from uncarpeted floors.

4. Vacuum all entrance mats, move, mop and replace mats in entranceway after floor has dried.

5. Clean to remove fingerprints from entrance glass and windows in these areas.

6. Clean & disinfect all telephones, doorknobs, door handles including refrigerator door hardware, microwaves exterior and interior, ice makers exterior.

7. Vacuum carpet

8. Clean behind all doors, paying special attention to corners and cobwebs.

9. Clean and sanitize all surfaces within the kitchen and breakrooms nightly.

Passenger Elevator

1. Clean and disinfect all interior surfaces.

2. All uncarpeted floors must be vacuumed and wet mopped with disinfectant cleaner.

3. Vacuum all rugs.

4. Clean and polish elevator door tracks.

Outside Front and Back Door Area to Include Porches and Patios (safely accessible areas)

1. Empty ashtrays and wet wipe.

2. Empty cigarette urns, and trashcans.

3. Clean all exterior doors and glass.

a. Front & back entrances & sidewalks must be kept clean.

4. Remove all debris from parking lots and around shrubbery.

5. Sweep patio/porch floor thoroughly to remove debris.

6. Clean tables, chairs, and/or patio furniture.

JANITORIAL SERVICES REQUIRED & PERFORMED ONCE WEEKLY ON WEDNESDAY

Offices, Conference and Copier Rooms

1. Vacuum all carpets.

2. Dust mop all floors, including under furniture and into corners.

3. Thoroughly dust all horizontal surfaces, including all available desktops, tables, file cabinets, windowsills, chairs, ledges, office furniture, bookshelves, printers, scanners, computer stands/bases, desk lamps, televisions, etc.

4. Remove fingerprints from glass topped desk, doors, etc.

5. Clean and Sanitize doorknobs, light switches, and telephones.

6. Remove handprints from around light switches and doorframes.

7. Remove dust from all hard-to-reach areas such as tops of high cabinets, picture frames, baseboards, light fixtures.

8. Dust all vertical surfaces on desk, file cabinets, bookshelves, other cabinets, and chairs.

9. Wash out trash receptacles using a disinfectant.

10. Clean and polish bright metal to hand height.

11. Clean all glass & Plexiglas in partitions and doors (both sides).

12. Dust, vacuum and/or clean building HVAC return air register and HVAC vents ceilings and walls.

Restrooms

1. Scrub and clean tiled floor with a germicidal solution to include rinsing/flushing the floors with clear water to purge floor drains.

Passenger Elevator (building applicable)

1. Polish metal surfaces.

JANITORIAL SERVICES REQUIRED & PERFORMED TWICE WEEKLY ON TUESDAY AND THURSDAY

Restrooms

1. Dust or vacuum all furniture including chairs, etc.

2. Wash and sanitize metal partitions.

3. Wash trash receptacles using a disinfectant.

4. Wash and sanitize exterior of all containers in the restrooms.

Lobby, Entranceways, Corridors, and Breakrooms

1. Dust ledges and moldings.

2. Clean and polish metalwork on entrance doors.

3. Dust, vacuum and/ or clean building HVAC return air register and HVAC vents ceiling and walls.

4. Kick plates push plates and push bars shall be clean and polished. All foreign residues removed on or around door and components.

5. Clean exterior of all vending machines

Stairways

1. Sweep or vacuum stair landings and steps

2. Dust railings, ledges, grilles, fire apparatus, doors and radiators. Sanitize stair railings.

JANITORIAL SERVICES REQUIRED & PERFORMED MONTHLY ON THE FOURTH TUESDAY

General

1. Supplier must replace mop heads every two weeks, by disposing of all used mop heads and replace with new mop heads. Supplier will use separate color mop heads for cleaning bathroom floors versus cleaning other floor areas throughout the building. Notify DHR office authorized personnel of change out and/or disposal of mop heads.

Offices and Conference Rooms

1. Remove dust on chair bottoms, base of coat racks, bottom of computer stands, doors, etc.

2. Clean and sanitize telephones.

3. Clean all windowsills and glass. Remove all cobwebs.

4. Vacuum all fabric furniture.

5. Dust and/or vacuum vents in ceilings/walls.

6. All interior and exterior trash receptacles must be cleaned, and disinfected.

Restrooms

1. Vacuum HVAC vents in ceilings and walls.

2. Clean exterior of plumbing under sinks.

3. All walls are to be cleaned and sanitized.

Outside Front & Back Door Area to Include Porches and Patios

1. Dust ledges and moldings.

2. Wash, scrub, sanitize and rinse floors thoroughly.

JANITORIAL SERVICES REQUIRED & PERFORMED EACH QUARTER between Saturday 8:00A.M., and prior to 12:00 Midnight SUNDAY. No State Holidays unless otherwise stated herein. No changes in schedule unless authorized in writing by DHR Deputy Commissioner, or Commissioner. All work duties must be completed during the hours stated above. Coordinating and Scheduling of quarterly cleaning service within these hours must be scheduled in writing with DHR authorized personnel prior to the beginning of each calendar year or prior to the beginning of each current quarter. Supplier shall be considered deficient to specification should supplier fail to perform quarterly cleaning duties per specification requirements. These are all recurring duties required quarterly and billed on quarterly basis. Supplier shall always use clean mop heads when mopping floors.

JANITORIAL SERVICES REQUIRED & PERFORMED QUARTERLY

• Contract Supplier is responsible for moving all furniture and miscellaneous items during quarterly cleaning prior to waxing floors or shampooing carpets to ensure thorough cleaning, and placement of furniture and items after completing quarterly cleaning, allowing sufficient drying time.

• Proper cleaning of floors is required, and dependent on floor type.

• All rooms and interior of building must be left clean and orderly after completion of each quarterly cleaning.

• Supplier shall perform services per all specification requirements.

Specified wax product for Use: Non-slip floor wax is only approved wax for all non-carpeted floors, and floor types requiring wax. For floor types that do not require wax where applicable no wax will be used.

FALL QUARTERLY (OCTOBER, NOVEMBER, DECEMBER) (floor wax required for floor type that requires wax)

1. Thoroughly strip, rinse and apply two coats of wax to all tiled areas. All wax surfaces must be maintained to provide anti-slip walking conditions. Flooring such as luxury vinyl tile, vinyl composite tile, and ceramic tile must be vacuumed, cleaned and sanitized in lieu of waxing.

2. Shampoo or steam cleans all carpets. Method used will depend upon the type of carpet.

3. Dust, Clean and disinfect all HVAC supply vents and HVAC return air registers, and ceiling vents throughout building.

4. Light fixtures to be dusted/ vacuumed thoroughly.

5. Clean all windows. Supplier is responsible for the inside and outside of the first and second floors only, inside only on the third floor and up

6. Vacuum drapes.

7. Dust all blinds.

8. Wash all baseboards thoroughly.

9. Wash all paneling with a wood treatment specific for paneling.

10. Vacuum all corridor walls up to the ceiling.

11. Clean and sanitize exterior only of Refrigerator and Freezer.

12. Elevator floors- Vacuum, Wet mop with disinfectant and Wax.

13. Clean and sanitize exterior only of kitchen cabinets.

WINTER QUARTERLY (JANUARY, FEBRUARY, MARCH) (Do Not Floor Wax)

1. Vacuum, sweep clean, wet mop, disinfect, and buff all floors to remove all foreign matter and/or spillage.

2. Shampoo or steam cleans all carpets. Method used will depend upon the type of carpet.

3. Dust, Clean and disinfect all HVAC supply vents and HVAC return air registers, and ceiling vents throughout building.

4. Clean and sanitize exterior only Refrigerator and Freezer.

5. Elevator floors- Vacuum, Wet mop with disinfectant and Wax.

6. Clean and sanitize exterior only of kitchen cabinets.

SPRING QUARTERLY (APRIL, MAY, JUNE) (floor wax required for floor type that requires wax)

1. Thoroughly strip, rinse and apply two coats of wax to all tiled areas. All wax surfaces must be maintained so as to provide anti-slip walking conditions. Flooring such as luxury vinyl tile, vinyl composite tile, and ceramic tile must be vacuumed, cleaned and sanitized in lieu of waxing.

2. Shampoo or steam cleans all carpets. Method used will depend upon the type of carpet.

3. Dust, Clean and disinfect all HVAC supply vents and HVAC return air registers, and ceiling vents throughout building.

4. Light fixtures to be dusted/vacuumed thoroughly

5. Clean all windows. Supplier is responsible for the inside and outside of the first and second floors only, inside only on the third floor and up.

Janitorial Services – General Cleaning Requirements

6. Vacuum drapes

7. Dust all blinds

8. Wash all baseboards thoroughly

9. Wash all paneling with a wood treatment specific for paneling

10. Vacuum all corridor walls up to the ceiling

11. Clean and sanitize exterior only Refrigerator and Freezer.

12. Elevator floors- Vacuum, Wet mop with disinfectant and Wax.

13. Clean and sanitize exterior only of kitchen cabinets.

SUMMER QUARTERLY (JULY, AUGUST, SEPTEMBER) (Do Not Floor Wax)

1. Vacuum, sweep clean, wet mop, disinfect, and buff all floors to remove all foreign matter, and/or spillage

2. Shampoo or steam cleans all carpets. Method used will depend upon the type of carpet.

3. Dust, Clean and disinfect all HVAC supply vents and HVAC return air registers, and ceiling vents throughout building.

4. Clean and sanitize exterior only Refrigerator and Freezer.

5. Elevator floors- Vacuum, Wet mop with disinfectant and Wax.

6. Clean and sanitize exterior only of kitchen cabinets.

Janitorial Services – General Cleaning Requirements