DOT_785_FY_25_SPECS_D21_Hilltop_Janitorial.pdf

FACILITY SERVICES SCOPE OF WORK

EFFECTIVE JULY 1, 2024

A. LOCATION:

ODOT Headquarters Hilltop Facility

1980 West Broad Street

Columbus, Ohio 43223

B. DATES OF SERVICE:

Vendor shall furnish all necessary personnel, supplies, and equipment (unless otherwise noted herein) to provide the contracted scope of work five (5) days per week, currently Monday through Friday, not including the following holidays:

New Year’s Day January 1st

Martin Luther King Day The 3rd Monday in January

Presidents Day The 3rd Monday in February

Memorial Day The last Monday in May

Juneteenth June 19th

Independence Day July 4th

Labor Day The 1st Monday in September

Columbus Day The 2nd Monday in October

Veterans Day November 11th

Thanksgiving Day The 4th Thursday in November

Christmas Day December 25th

C. WORKING HOURS:

1. Services shall normally be performed between the hours of 7:00 AM and 12:00 AM. The District

Designated Representative may approve other hours when deemed necessary to accomplish the specified work.

2. The Department reserves the right to discontinue service temporarily due to inclement weather. A minimum of four (4) hour notice must be given to the Contractor for a proportional amount to be reduced or suspended in the payment.

3. It shall be understood that, from time to time, facilities may be opened or closed during the life of the contract. The District designated representative will provide a minimum thirty (30) day notice to the vendor of the anticipated closure of site(s) serviced in accordance with this contract.

4. Vendor shall notify the District Designated Representative of staff absences and contingency plan not less than one (1) hour prior to start of regular work time.

5. Most ODOT Facilities operate on a Monday through Friday work schedule. When a holiday falls on a

Saturday, it shall be observed on the preceding Friday. When the holiday falls on a Sunday, it shall be observed on the following Monday.

D. DAS SPECIFICATIONS:

The State of Ohio Department of Administrative Services Standard Terms and Conditions Rev. 04-2022 including any subsequent changes, shall govern this work.

E. SCOPE OF WORK:

The intent of this scope of work is to provide high quality facility services, furnishing adequate supervision, labor and supplies to accomplish all contracted services. All work shall be performed in accordance with the services to be provided as set forth herein. There shall be no exceptions or deviations to any part, or from the approved schedule without prior written approval of the District designated representative. The contractor shall be deemed to have adequate knowledge of the nature of the contracted services.

F. MATERIALS AND SUPPLIES:

1. Vendors shall furnish, without additional cost, all materials and supplies required to perform the scope of work. Vendor shall always keep adequate quantities of properly labeled supplies on hand in each facility to perform the scope of work.

a. Any change in cleaning products at facilities with on-site treatment plants shall be submitted and approved by the District designated representative prior to final selection of products.

2. Vendor shall furnish, without additional cost, the following consumable items for facility staff and customers:

a. Hand soap

b. Toilet Paper

c. Plastic waste can liners

d. Air fresheners

e. Urinal deodorant screens or liquid urinal deodorizer (“urinal blocks” not permitted)

f. Hand drying towels

g. Entry mats of appropriate size (where required)

h. Blended ice melt product (magnesium chloride, calcium chloride, etc.) for control of ice and snow after physical removal of snow from required areas. Rock salt shall not be permitted.

i. All paper products shall be submitted to the District designated representative prior to final selection and shall meet the minimum requirements below.

1. Toilet paper shall be a minimum of 2 ply product.

2. Hand towels shall be roll type (where applicable)

j. If dispensers for any paper products or hand soap need replaced, the vendor shall coordinate replacement with the District designated representative prior to installing new units.

G. DESCRIPTION OF THE PREMISES:

Total number of cleaned sq. ft. in building 253,839

Total number sq. ft. file/vinyl 28,277

Total number sq. ft. carpet 219,941

Stairwells 3,300

H. SERVICES TO BE PROVIDED:

NOTE: The services listed below are as complete as possible at the time of the drafting of these specifications.

Other duties, assignments, tasks, and responsibilities may be added to the scope of services provided upon the request of ODOT. Any additional services shall not be placed upon the task cleaning staff or day porter staff without agreement between the vendor and the ODOT Facility Program Administrator or their designated representative.

1. Offices, Entrances, Hallways, and lobby

a. Waste containers shall be emptied daily, liners replaced as needed

b. Floors shall be dust mopped and wet mopped daily

c. All office area surfaces, excluding desktops and overhead storage compartments, will be dusted monthly unless otherwise designated; computer terminals shall be feather dusted monthly

d. Vacuum lobby chairs only weekly (after spray buff) No other vacuuming of upholstered chairs

e. Dust tops of fabric partitions monthly

f. Fluid-applied epoxy floors shall be swept and mopped daily; Machine scrubbed monthly with a low speed machine with a soft bristle brush.

g. Resilient floors shall be spray buffed weekly, including lobby floors. Keep baseboards free of splash marks. Spray buff lower level hallway from dock to elevators two (2) times per week

h. Resilient floors shall be stripped and re-waxed annually. Strip/wax lower level hallway from dock to elevators two (2) times per year. (Provide Building Superintendent with schedule for each floor)

i. Glass entrance doors shall be spot cleaned daily.

j. All windows (inside only) except the lobby, shall be cleaned 2 times per year.

k. Vacuum walk-off mats daily.

l. Vacuum all carpeted traffic areas two (2) times per week, total carpet weekly, spot clean as needed. Vacuum auditorium weekly

m. Vacuum conference rooms high traffic areas two (2) times per week; total carpet weekly. Remove trash daily.

n. Vacuum upholstered auditorium chairs wipe backs and foldable tablet arm monthly.

o. Drinking fountains shall be cleaned and polished daily.

p. Conference room phones & pay phones shall be cleaned as needed; sanitize weekly.

q. Clean conference room tables three (3) days per week; dust chairs monthly

r. Spot clean high traffic wall areas as needed.

s. Thoroughly clean door frames, including lobby, weekly; window frames every two weeks, weekly.

t. Dust mini blinds quarterly

u. Spot clean office partition glass daily; thoroughly clean four (4) times per year.

v. Vacuum elevator carpet daily. Clean tracks weekly and as needed.

w. Wipe elevator walls as needed, minimum monthly, polish stainless steel doors daily.

x. Wipe baseboard moldings and edge protectors twice monthly

y. Dust fire alarm strobes quarterly.

z. Thoroughly clean all cubicle wall glass monthly.

aa. Lactation Station (8’ x 11’): Strip/wax annually

2. Cafeteria

a. Waste containers shall be emptied daily; liners shall be replaced as needed; wash with germicidal cleaner, minimum weekly.

b. Lunchroom chairs and tables shall be cleaned daily.

c. Clean unisex restroom and empty wastebasket daily; wash walls annually; spot clean as needed.

d. Spot clean windows/glass as needed; thoroughly clean two (2) times per year. Wipe sills daily.

e. Thoroughly clean glass entrance doors weekly.

3. Restrooms

a. All lavatories and mirrors shall be cleaned daily, partitions, urinals, and commodes shall be cleaned daily with bowl cleaner and/or germicidal cleaner as appropriate

b. Paper towels, toilet tissue and hand soap will be re-stocked daily. (Supplies to be used from designated stockroom closet.)

c. Walls will be spot cleaned once (1) each week and cleaned completely twice yearly.

d. Waste receptacles will be emptied daily. Replace liners as needed and clean with germicidal cleaner as needed.

e. All floors shall be swept and mopped with a germicidal detergent daily; Machine scrubbed monthly with a low speed machine with a soft bristle brush.

f. Refill seat cover dispensers as needed; empty sanitary containers daily and replace bags.

g. Dust/clean overhead vents & speakers monthly

h. Wipe/clean baseboards and corners as needed

4. Computer Training Room

a. Vacuum carpeted areas monthly

b. Empty waste containers monthly; change liners as needed

c. Dust computers monthly with feather duster

5. Credit Union

a. Empty trash daily; change liners as needed

b. Vacuum traffic lanes & walk-off mats daily, total carpet weekly

c. Dust overhead files every two (2) weeks

d. Clean office glass weekly; spot clean as needed

6. Garage & Dock Areas – SEE DAY PORTER DUTIES

7. Mail Room – Reproduction Area

a. Empty trash daily; change liners as needed

b. Sweep and mop floors weekly, spray buff monthly

c. Strip and re-wax annually

d. Dust mail slot ledge daily

e. Clean mail room lobby quarterly

f. Vacuum traffic areas & vestibule weekly

8. Recycling

a. Remove and replace containers twice weekly

9. Break Rooms

a. Empty trash daily; replace liners as needed

b. Refill paper towel and hand soap holders three (3) days per week

c. Wipe exterior of all appliances weekly

d. Sweep and mop floors daily, machine scrub monthly

e. Clean/polish sinks & fixtures three (3) days per week

f. Wipe counters daily

g. Vacuum walk-off mats daily

h. Clean out and sanitize refrigerators every pay day Friday.

10. DAY PORTER DUTIES

a. Stairwells

1. Sweep weekly; mop as needed

2. Dust wall hangings with feather duster every two (2) months

b. General Duties

1. Keep lobby area clean

2. Empty waste receptacles in cafeteria daily or as needed

3. Vacuum /spot clean floors as needed

4. Spot clean interior windows in lobbies and cafeteria daily

5. Spot clean interior and exterior windows in entrance doors as needed

6. Spot clean/damp mop in hallways and entry ways as needed

7. Maintain all public restrooms; restock supplies as needed

8. Maintain storage and closet areas daily

9. Cover emergency cleaning situations daily

10. The Day Porters and Building Manager will act as a liaison for work center with

ODOT Building Superintendent

11. Smoking urns shall be emptied and wiped clean twice weekly or as needed

12. Sweep dock area twice weekly or as needed; machine scrub quarterly (coordinate with bldg. supt.) ODOT will thoroughly sweep before scrub

13. Wipe/clean penthouse elevator doors and tracks quarterly

14. Wipe/clean crowd control posts (main lobby & credit union) weekly

15. Break Rooms: Clean sink & fixtures, wipe counters Wednesday & Friday mornings only

16. As needed, weekly on Friday morning at 8:00, vacuum lower level computer room, wipe computer stations; empty trash as needed

17. Lactation station: Two (2) days per week, Tuesday & Thursday morning: clean sink, counter, empty trash daily; replace paper towel roll as needed; Sweep and damp mop floor daily

I. DRESS CODE:

Employees of the vendor shall wear at least one item with the vendor’s name and/or other identifying wording

(i.e., “Caretaker”, “Janitorial Staff”, etc.) to provide identification of themselves to anyone entering facilities or properties where they are providing services pursuant to these specifications.

J. SAFETY:

The vendor shall provide all required personal protective equipment and training and all employees of the vendor shall always wear safety vests when outside buildings performing work of any type pursuant to this scope of work.

K. BASIS OF PAYMENT:

Payment shall be made at price bid for unit price per day. The daily rate will be determined by dividing the annual cost (including all labor, supplies, and equipment, plus 15% overhead) by the number of days the facility is serviced for the contract term.

Example: $12,000 Annual Cost / 120 Contract Days = $100 per Contract Day

Vendors shall complete contract audit sheets provided by the District Designated Representative to verify hours worked from sign in sheets. Should the vendor fail to provide full staffing hours equal to the number of hours per day times the number of working days per month, the vendor shall deduct, by detailed line item credit, the amount equal to the hourly rate for the employee plus taxes, benefits and 15% Overhead times the number of hours not provided in the month, to the nearest full hour from that month’s invoice. The sign in and sign out records may be used in the verification process for approval of any invoices for payment.

L. INSPECTION:

Department personnel may inspect the performance of work each working day. Vendor of record shall have a regular, ongoing inspection program for services provided and shall furnish the District Designated Representative with copies of inspection reports and follow-up for deficiency corrections.

M. CHEMICALS AND CLEANING SUPPLIES:

In accordance with OSHA 29 CFR 1910.1200 Hazard Communication Standard a chemical inventory listing all products used, manufacturers name, and copies of Material Safety Data Sheets/Safety Data Sheets (MSDS/SDS) used in performing work outlined in these specifications shall be submitted at least annually to and approved by the District Designated Representative. This information shall also be kept and maintained in each facility. In case of an emergency both the inventory and MSDS/SDS must be readily accessible. All chemical product containers must be properly labeled.

N. STORAGE AREAS:

ODOT will provide the vendor with a secure area for storage of cleaning supplies and equipment. This area will be designated during the initial walkthrough of the facility with the awarded vendor.

O. TELEPHONE USE:

Telephones are to be used by the supervisor only for emergency and ODOT purposes only. The number of calls shall be kept to a minimum. All inappropriate calls made by the Vendor’s employees shall be deducted from compensation.

P. BACKGROUND CHECK SCREENING:

At each contract renewal date, by signing the contract, the awarded vendor verifies to the Department that the employees it is placing in ODOT facilities have successfully passed the vendor’s own background check screening.

Q. OTHER PROCEDURES:

1. After all facility services have been completed the premises shall be left in a neat and orderly condition.

2. The vendor of record shall be responsible for disposal of all liquid and solid waste from performance of this contract. At no time shall the vendor of record bring items to or on ODOT properties for disposal. All chemicals utilized in the performance of this contract shall meet with the approval of the District

Designated Representative and shall be in accordance with the rules of the Ohio Environmental Protection

Agency. In no circumstance shall any chemical be disposed of improperly.

3. Vendor’s employees shall sign in and out with the designated representative, including arrival and departure times. Sign In/Out sheets shall be reviewed by the vendor and originals shall be submitted to

ODOT with monthly invoicing.

4. The vendor shall sign for the keys they receive for each facility maintained. In the event the keys are lost, the vendor shall be responsible for re-keying the facility at the current market rate of approximately

$7,500.00.

5. Upon completion of daily contracted services, the vendor shall scan the facility for any unusual conditions and report as necessary.

-End of Scope of Work-