DOT_786_FY_25_SPECS_D1_All_Sites.pdf

FACILITY SERVICES SCOPE OF WORK

EFFECTIVE JULY 1, 2024

A. LOCATION:

District 1 Headquarters Day Porter

1885 North McCullough Street

Lima, OH 45801

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 state observed 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 11:00 AM and 3:00 PM. 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 and Special

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. Vendors 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 products (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. SERVICES TO BE PROVIDED:

1. Daily Tasks

a. Lobby, Entrances, Main Hallway and Service Areas

1. Polish/disinfect water fountains

2. Vacuum entry mats

3. Vacuum total carpeted lobby

4. Spot clean entry door glass and all other entry glass

5. Maintain janitorial closet areas

6. Empty recycling containers twice weekly

b. Restroom Care

1. Clean/disinfect toilets

2. Clean/disinfect urinals

3. Clean/polish sinks and fixtures

4. Empty and reline trash receptacles

5. Empty sanitary napkin receptacles and replace wax bag liners

6. Polish/refill seat cover dispensers

7. Polish/refill soap dispensers

8. Polish/refill towel dispensers

9. Replenish toilet paper

10. Polish Mirrors

11. Spot clean high traffic walls

12. Sweep/dust mop floors

13. Wet mop/disinfect floors

c. Lunch/Break Room and Conference Rooms

1. Empty and reline trash receptacles

2. Polish/refill soap dispensers

3. Polish/refill towel dispensers

4. Dust/wipe tables

5. Dust/wipe chairs

6. Clean counter surfaces

7. Clean/polish sinks and fixtures

8. Polish/disinfect water fountains

9. Clean exterior of appliances

10. Dust mop tile floors

11. Wet mop tile floors

12. Vacuum carpeted traffic areas

2. Other Duties

a. The day porter will act as liaison with ODOT building management

b. Perform periodic cleaning as time permits which includes but not limited to: Dusting both low and high, venetian blinds, windowsills, etc.

c. Perform emergency clean up services as needed

H. 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.

I. 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.

J. 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.

K. INSPECTION:

Department personnel may inspect the performance of work each working day. Vendors 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.

L. 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.

M. 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.

N. 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.

O. 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.

P. 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 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 keys are lost, the vendor shall be responsible for re-keying the facility at the current market rate of approximately $2500.00.

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-

District 1 Headquarters Garage

1705 North McCullough Street

Vendor shall furnish all necessary personnel, supplies and equipment (unless otherwise noted herein) to provide the contracted scope of work three (3) days per week, currently Mondays, Wednesdays, and Fridays, not including the following state observed holidays:

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

1. Services shall normally be performed between the hours of 4:00 PM and 8:00 PM. 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

The State of Ohio Department of Administrative Services Standard Terms and Conditions Rev. 04-2022 and Special

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. Vendors 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 products (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)

1. Lobbies, Entrances and Hallways

a. Daily Tasks

1. Empty waste receptacles/reline as needed

2. Vacuum entry mats

3. Polish/disinfect drinking fountains

4. Thoroughly clean all entry glass and other glass

5. Remove tar from floors as needed

6. Dust mop floors

7. Wet mop floors

b. Weekly Tasks

1. Sweep garage hall concrete floor

2. Wet mop garage hall concrete floor

3. Dust Wall hangings

4. Dust tables/desks

5. Sanitize phones

c. Monthly Tasks

1. Vacuum upholstered chairs

d. Semi Annual Tasks

1. Dust ceiling and wall air registers

2. Office Care

a. Daily Tasks

1. Vacuum entry mats

2. Empty waste receptacles/reline as needed

3. Thoroughly clean all office door glass

4. Remove tar from floors as needed

5. Dust mop floors

6. Wet mop floors

7. Vacuum total carpeted areas

b. Weekly Tasks

1. Dust wall hangings

2. Dust Tables/Desks

3. Dust Vinyl Chairs

4. Dust all other office furniture (file cabinets, bookcases, etc.)

5. Dust windowsills and frames

6. Spot clean high traffic walls

7. Sanitize office phones

c. Monthly Tasks

1. Dust venetian blinds

2. Clean waste containers

3. Vacuum upholstered chairs

4. Apply furniture polish to chairs

d. Quarterly Tasks

1. Wash interior windows

e. Semi Annual Tasks

1. Wash exterior windows

2. Dust ceiling and wall air registers

3. Rest Room Care

a. Daily Tasks

1. Clean/disinfect toilets

2. Clean/disinfect urinals

3. Clean/polish sinks and fixtures

4. Empty waste receptacles/reline as needed

5. Polish/refill soap dispensers

6. Polish/refill towel dispensers

7. Replenish toilet paper

8. Polish Mirrors

9. Sweep/dust mop floors

10. Wet mop/disinfect floors

b. Weekly Tasks

1. Spot clean high traffic walls

2. Spot clean stall partitions

3. Clean/disinfect showers

4. Dust/wipe lockers

c. Monthly Tasks

1. Clean waste receptacles

2. Machine scrub floors

d. Semi Annual Tasks

1. Thoroughly wash walls

2. Thoroughly wash stall partitions

3. Dust ceiling and wall air registers

4. Lunchroom Care

a. Daily Tasks

1. Vacuum entry mats

2. Clean/polish sinks and fixtures

3. Empty waste receptacles/reline as needed

4. Polish/refill soap dispensers

5. Polish/refill towel dispensers

6. Clean/wipe tables

7. Clean/wipe chairs

8. Clean/wipe exterior of appliances

9. Clean/wipe counter surfaces

10. Remove tar from floors as needed

11. Dust mop floors

12. Wet mop floors

b. Weekly Tasks

1. Spray buff floors

2. Dust wall hangings

3. Dust miscellaneous furniture

4. Spot clean high traffic walls

c. Monthly Tasks

1. Clean waste receptacles

2. Apply furniture polish to tables

3. Apply furniture polish to chairs

4. Dust venetian blinds

d. Quarterly Tasks

1. Wash interior windows

e. Semi Annual Tasks

1. Thoroughly wash walls

2. Wash exterior windows

3. Dust ceiling and wall air registers

f. Annual Tasks

g. Strip and wax floors

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.

I. 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.

J. 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.

K. INSPECTION:

Department personnel may inspect the performance of work each working day. Vendors 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.

L. 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.

M. 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.

N. 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.

O. 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.

P. 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 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 keys are lost, the vendor shall be responsible for re-keying the facility at the current market rate of approximately $2500.00.

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

District 1 Headquarters Test Lab

1717 North McCullough Street

Vendor shall furnish all necessary personnel, supplies and equipment (unless otherwise noted herein) to provide the contracted scope of work two (2) non-consecutive days per week, currently Tuesdays and Thursdays, not including the following state observed holidays the following periods/days below:

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

1. Services shall normally be performed between the hours of 4:00 PM 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

The State of Ohio Department of Administrative Services Standard Terms and Conditions Rev. 04-2022 and Special

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. Vendors 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 products (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)

a. Twice Weekly Tasks

1. Vacuum entry mats

2. Dust mop tile floors

3. Wet mop tile floors

b. Weekly Tasks

1. Thoroughly clean entry glass

2. Spray buff tile floors

c. Annual Tasks

1. Strip and wax floors

2. Office Care

a. Twice Weekly Tasks

1. Empty waste receptacles/reline as needed

2. Dust mop tile floors

3. Wet mop tile floors

b. Weekly Tasks

1. Dust Tables/Desks

2. Dust Chairs

3. Dust all other office furniture (file cabinets, bookcases, etc.)

4. Dust window sills and frames

5. Dust wall hangings

6. Sanitize office phones

7. Spray buff tile floors

c. Monthly Tasks

1. Dust venetian blinds

2. Clean waste containers

3. Vacuum upholstered furniture

d. Annual Tasks

1. Wash interior windows

2. Wash exterior windows

3. Strip and wax floors

3. Rest Room Care

a. Daily Tasks

1. Clean/disinfect toilets

2. Clean/disinfect urinals

3. Clean/polish sinks and fixtures

4. Empty waste receptacles/reline as needed

5. Polish/refill soap dispensers

6. Polish/refill towel dispensers

7. Replenish toilet paper

8. Polish Mirrors

9. Sweep/dust mop tile floors

10. Wet mop/disinfect tile floors

b. Weekly Tasks

1. Clean waste receptacles

2. Spot clean high traffic walls

3. Spray buff tile floors

c. Semi Annual Tasks

1. Thoroughly wash walls

d. Annual Tasks

1. Strip and wax floors

4. Lunchroom Care

a. Twice Weekly Tasks

1. Clean/polish sinks and fixtures

2. Empty waste receptacles/reline as needed

3. Clean/wipe tables

4. Clean/wipe chairs

5. Clean/wipe exterior of appliances

6. Clean/wipe counter surfaces

7. Clean/polish drinking fountains

8. Dust mop tile floors

9. Wet mop tile floors

b. Weekly Tasks

1. Spray buff tile floors

c. Monthly Tasks

1. Clean waste receptacles

2. Apply furniture polish to tables

3. Apply furniture polish to chairs

d. Annual Tasks

1. Wash interior windows

2. Wash exterior windows

3. Strip and wax floors

5. Lab Area

a. Twice Weekly Tasks

1. Clean/polish sinks and fixtures

2. Empty waste receptacles/reline as needed

3. Clean/wipe counter surfaces

4. Dust mop tile floors

5. Wet mop tile floors

b. Monthly Tasks

1. Clean waste receptacles

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.

I. 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.

J. 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.

K. INSPECTION:

Department personnel may inspect the performance of work each working day. Vendors 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.

L. 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.

M. 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.

N. 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.

O. 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.

P. 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 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 keys are lost, the vendor shall be responsible for re-keying the facility at the current market rate of approximately $2500.00.

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

District 1 Headquarters

1885 North McCullough Street

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 state observed holidays:

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

1. Services shall normally be performed between the hours of 4:00 PM and 8:00 PM. 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

The State of Ohio Department of Administrative Services Standard Terms and Conditions Rev. 04-2022 and Special

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. Vendors 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 products (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)

a. Daily Tasks

1. Empty waste receptacles/reline as needed

2. Vacuum entry mats

3. Clean/wipe exterior of appliances

4. Polish/disinfect drinking fountains

b. Four Times Weekly Tasks

1. Vacuum carpeted traffic lanes

c. Weekly Tasks

1. Thoroughly clean all entry glass and other glass

2. Vacuum total carpeted areas

3. Dust miscellaneous furniture

4. Dust Vinyl chairs

5. Dust Wall hangings

d. Twice Monthly Tasks

1. Dust venetian blinds

e. Monthly Tasks

1. Vacuum upholstered chairs

f. Quarterly Tasks

g. Semi Annual Tasks

1. Wash exterior windows

2. Dust ceiling and wall air registers

2. Office Care

a. Daily Tasks

1. Empty waste receptacles/reline as needed

2. Clean/wipe counter surfaces

b. Four Times Weekly Tasks

1. Vacuum carpeted traffic lanes

c. Weekly Tasks

1. Dust Tables/Desks

2. Dust Vinyl Chairs

3. Dust all other office furniture (file cabinets, bookcases, etc.)

4. Dust windowsills and frames

5. Dust wall hangings

6. Sanitize office phones

7. Vacuum total carpeted areas

d. Twice Monthly Tasks

1. Dust venetian blinds

e. Monthly Tasks

1. Clean waste containers

2. Vacuum upholstered chairs

f. Quarterly Tasks

1. Wash interior windows

g. Semi Annual Tasks

1. Wash exterior windows

2. Dust ceiling and wall air registers

3. Rest Room Care

a. Daily Tasks

1. Clean/disinfect toilets

2. Clean/disinfect urinals

3. Clean/polish sinks and fixtures

4. Empty waste receptacles/reline as needed

5. Polish/refill soap dispensers

6. Polish/refill towel dispensers

7. Replenish toilet paper

8. Polish Mirrors

9. Sweep/dust mop floors

10. Wet mop/disinfect floors

b. Twice Weekly Tasks

1. Clean/disinfect showers

c. Weekly Tasks

1. Spot clean high traffic walls

2. Spot clean stall partitions

3. Dust/wipe lockers

4. Dust miscellaneous furniture

d. Monthly Tasks

e. Semi Annual Tasks

1. Thoroughly wash walls

2. Thoroughly wash stall partitions

3. Dust ceiling and wall air registers

4. Lunchroom Care

a. Daily Tasks

1. Clean/polish sinks and fixtures

2. Polish/refill soap dispensers

3. Polish/refill towel dispensers

4. Empty waste receptacles/reline as needed

5. Clean/wipe tables

6. Clean/wipe chairs

7. Clean/wipe exterior of appliances

8. Clean/wipe counter surfaces

9. Polish/disinfect drinking fountains

10. Vacuum entry mats

11. Dust mop tile floors

12. Wet mop tile floors

13. Vacuum total carpeted areas

b. Weekly Tasks

1. Dust wall hangings

2. Dust miscellaneous furniture

3. Spray buff floors

c. Monthly Tasks

1. Clean waste receptacles

2. Apply furniture polish to tables

3. Apply furniture polish to chairs

d. Semi Annual Tasks

1. Dust ceiling and wall air registers

e. Annual Tasks

1. Strip and wax floors

5. Conference Rooms

a. Daily Tasks

1. Empty waste receptacles/reline as needed

2. Vacuum entry mats

b. Twice Weekly Tasks

1. Vacuum carpeted traffic lanes

2. Dust Vinyl Chairs

3. Dust all other office furniture (file cabinets, bookcases, etc.)

4. Dust wall hangings

c. Weekly Tasks

1. Sanitize office phones

2. Wipe/clean desks and tables (no computers)

3. Vacuum total carpeted areas

d. Twice Monthly Tasks

1. Dust venetian blinds

2. Dust windowsills and frames

e. Monthly Tasks

1. Vacuum upholstered chairs

f. Quarterly Tasks

g. Semi Annual Tasks

1. Wash exterior windows

2. Dust ceiling and wall air registers

6. Storage Rooms, Print Room, Mail Room, and File Rooms

a. Daily Tasks

1. Empty waste receptacles/reline as needed

b. Twice Weekly Tasks

1. Sweep/dust mop floors

2. Wet mop/disinfect floors

3. Dust Vinyl Chairs

4. Dust all other office furniture (file cabinets, bookcases, etc.)

5. Clean/wipe counter surfaces

c. Weekly Tasks

1. Sanitize office phones

2. Vacuum total carpeted areas

d. Semi Annual Tasks

e. Dust ceiling and wall air registers

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.

I. 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.

J. 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.

K. INSPECTION:

Department personnel may inspect the performance of work each working day. Vendors 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.

L. 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.

M. 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.

N. 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.

O. 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.

P. 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 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 keys are lost, the vendor shall be responsible for re-keying the facility at the current market rate of approximately $2500.00.

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

Beaverdam Outpost

6545 Swaney Road

Beaverdam, OH 45808

Vendor shall furnish all necessary personnel, supplies and equipment (unless otherwise noted herein) to provide the contracted scope of work on the following periods/days below:

1. Period 1 Summer

a. One (1) day per week, currently Thursdays, from July 1 to November 30 and April 1 to June 30 annually, not including the holidays listed below.

2. Period 2 Winter

a. Two (2) non-consecutive days per week, currently Tuesdays and Thursdays, from December 1 to

March 31 annually, not including the holidays listed below.

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

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

The State of Ohio Department of Administrative Services Standard Terms and Conditions Rev. 04-2022 and Special

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. Vendors 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 products (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)

1. Offices, Entrances and Hallways

a. Daily Tasks

1. Polish/disinfect water fountains

2. Vacuum entry mats

3. Empty trash receptacles/reline as needed

4. Thoroughly clean entry glass

5. Dust mop tile floors

6. Wet mop tile floors

b. Weekly Tasks

4. Dust windowsills and frames

5. Sanitize office phones

6. Spot clean high traffic walls

7. Remove tar from floors as needed

8. Spray buff tile floors

c. Monthly Tasks

1. Vacuum upholstered chairs

2. Dust wall hangings

3. Dust venetian blinds

4. Clean waste containers

d. Quarterly Tasks

1. Wash exterior windows

2. Wash interior windows

e. Annual Tasks

1. Strip and wax floors

2. Rest Room Care

a. Daily Tasks

1. Clean/disinfect toilets

2. Clean/polish sinks and fixtures

3. Empty waste receptacles/reline as needed

4. Polish/refill soap dispensers

5. Polish/refill towel dispensers

6. Replenish toilet paper

7. Polish Mirrors

8. Sweep/dust mop tile floors

9. Wet mop/disinfect tile floors

b. Weekly Tasks

1. Clean waste receptacles

2. Spot clean high traffic walls

3. Spray buff tile floors

c. Quarterly Tasks

1. Wash exterior windows

2. Wash interior windows

d. Semi Annual Tasks

1. Thoroughly wash walls

e. Annual Tasks

1. Strip and wax floors

3. Lunchroom Care

a. Daily Tasks

1. Dust/wipe chairs

2. Dust/wipe tables

3. Empty waste receptacles

4. Clean/disinfect counter

5. Polish/disinfect sink/fixtures

6. Spot clean high traffic walls

7. Clean exterior of appliances

8. Sweep/dust mop tile floors

9. Wet mop tile floors

1. Spray buff floors

2. Clean exterior of vending machines

3. Clean waste receptacles

4. Remove tar from floors as needed

c. Monthly Tasks

1. Apply furniture polish to chairs

2. Apply furniture polish to tables

3. Dust wall hangings

4. Dust venetian blinds

d. Quarterly Tasks

1. Wash exterior windows

2. Wash interior windows

e. Annual Tasks

1. Strip and Wax Floors

4. Training Trailer

a. Daily Tasks

1. Dust/wipe chairs

2. Dust/wipe tables

3. Empty waste receptacles

4. Clean/disinfect counter

b. Weekly Tasks

1. Vacuum total carpeted areas

c. Monthly Tasks

1. Vacuum upholstered furniture

2. Dust wall hangings

3. Clean waste containers

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.

I. 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.

J. 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.

K. INSPECTION:

Department personnel may inspect the performance of work each working day. Vendors 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.

L. 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.

M. STORAGE…