DPS715_CRP30855_Revised_SOW_05.14.2025.pdf

GOODWILL COLUMBUS

JANITORIAL SPECIFICATIONS AND REQUIREMENTS FOR THE ALUM CREEK

FACILITY

I. SCOPE

These specifications are for janitorial services at the Ohio Department of Public Safety (OOPS) Alum Creek Facility (ACF}, located at 1583 Alum Creek Drive, Columbus, Ohio 43209. This OOPS facility has approximately 310,000 square feet, which is utilized in a mixture of administrative offices, warehouse and distribution functions. There are approximately 240 employees at the facility. The work to be performed involves approximately 94,819 square feet of office space, which includes two public service access areas. On site security is provided by the Ohio State Highway Patrol (OSHP) between the hours of 8:00 a.m. - 6:00 p.m.

Monday thru Friday and 8:00 a.m. - 2:00 p.m. on Saturday.

A. Cleaning will be provided six (6) days per week, Monday through Saturday, excluding State holidays, between the hours of 7:00 a.m. and 9:00 p.m. Cleaning staff must perform the duties as specified, at times specified per area. Area 5 will require approval from the OSHP Crime Lab prior to admittance.

Due to operational issues, OOPS has the right to adjust cleaning schedules as necessary, which may include times when building security is not present, and may also include weekends with prior agreement between the Contractor and OOPS.

B. Current State holiday exclusions are:

1. New Year's Day January pt

2. Martin Luther King Day 3rd Monday in January

3. President's Day 3rd Monday in February

4. Memorial Day Last Monday in May

5. Juneteenth June 19th

6. Independence Day July 4th

7. Labor Day 1st Monday in September

8. Columbus Day 2nd Monday in October

9. Veteran's Day November 11th

10. Thanksgiving Day 4th Thursday in November

11. Christmas Day December 25th

C. Note: Cleaning for both public service areas (BMV Deputy Registrar and Driver Exam (DX)) will begin after the employees and public have vacated those areas.

Approximate time to begin cleaning in the BMV Deputy Registrar, Franklin County Clerk of Courts (FCCC) and Driver Examination (DX) areas will be 6:00 p.m. on Monday thru Friday and 2:00 p.m. on Saturday. It is understood that the Contractor may be in the building without security after 6:00 p.m. Monday through Friday and on Saturdays after 2:00 p.m. Contractor will have at least one employee working on Saturday from 8:00 a.m. - 4:00 p.m. to address any custodial issues, which may arise in the BMV Deputy Registrar, FCCC and DX areas. This employee will also be performing other custodial related duties throughout the facility during this time frame. It is imperative that the Contractor supply enough employees to clean all areas, where Contractor's shift will end by 9:00 p.m. Monday through Friday and 4 p.m. on Saturday. On the occasion that

• • • e eNN e • eN eM e ee Ne Ne• Ne ... eN e Ne e e N eNe e eN ee ee Neee e eee eN e •• e ee e e e 11111111111111111111 II 11111111111111 the Contractor will need to be in the building past 9 p.m. during the week and 4 p.m. on Saturday, the Contractor must obtain approval from the OOPS designee and must notify OSHP Post 98.

II. BACKGROUND

A. The OOPS Alum Creek Facility includes several entities that include:

1. Law Enforcement Automated Data System (LEADS)

2. Driver Examination {DX)

3. BMV Deputy Registrar (Contractor)

4. Franklin County Clerk of Courts {Contractor)

5. Distribution Inventory Services (DIS)/Record Retention

6. Ohio Investigative Unit (QIU).

7. BMV Investigations

8. Shipping & Receiving

9. Fleet Management

10. OSHP Crime Lab

11. OSHP Administrative Investigative Unit (AIU)

12. OSHP Central Install

13. OSHP Special Response Team (SRT)

14. Facility Services

15. OSHP Tailor Shop

16. OSHP Post 25 & OSHP Post 98

B. As noted in section I, work to be performed involves approximately 94,819 square feet. The square footage does not include areas of small closets and other small storage areas that have sealed concrete and/or other existing floor areas that will not require servicing.

C. OOPS will provide contract employees with card swipe access to building and certain areas within the facility. Contractor staff are expected to sign in & sign out prior to and after their shift in the Facility Services office, room 704A.

D. Trash should be placed in compactor prior to 5:00 p.m. Monday through Friday and 2:00 p.m. on Saturday. Trash collected after these times will be placed adjacent to the trash compactor overhead door, inside the building, on the north side of the yellow floor line, not to interfere with perimeter security beam detection equipment.

E. If at any time during hours of cleaning, Contractor notices anything unusual or suspicious (i.e. strange odors, smoke, leaking pipe or sprinkler head, etc.) contact OSHP Post 98 at OOPS headquarters immediately at (614) 752-6007. Officers

*Update SOW by deleting Section II. B. to remove VCT tile (buffing, stripping and waxing) effective 05/14/2025.

III.

will be dispatched to ACF, if necessary.

G. At end of shift Monday through Saturday, Contractor is required to sign out in the Facility Services office, Room 704A.

CONTRACTOR AND CONTRACTOR PERSONNEL QUALIFICATIONS

A. Contractor Qualifications

1. Gontractor must ha\;'e similar experience in janitorial projects similar in size and scope as this one.

2. Contractor must have been in business for at least five (5) years prior to bid submittal.

3.

4.

Contractor is to furnish three (3) references, similar in size and scope to this project, to include types of services rendered company name, address, contact person, phone number, length of service start month/year and ending month/year) and dollar value of the service. Failure to provide this information may deem your bid not responsive without any further consideration for award given.

If vendor needs the use of scissor lift, forklift, power jack, or other power equipment t.

individual will need to receive proper training and apgroval from ODP..:> prior to use. Equipment training will be provided byUDPS at no charge.

B. Supervisory Personnel

1. ACF Facility Manager must have means of communication (cell phone or land line) to a contractor supervisor at all times who must have administrative and managerial authority on behalf of the Contractor to direct and oversee the janitorial operations.

2. All Shift supervisors must carry an operating cell phone at all times as the phone is the primary mode of communications between the on- site supervisor and Facility Services.

3. Supervisor(s) shall have a minimum of two (2) years in commercial or industrial janitorial cleaning supervision. The "Supervisor" resume must be submitted and must be approved by the State.

C. Janitorial Personnel

1. The Contractor must employ and staff a sufficient number of completely trained and experienced personnel knowledgeable of janitorial operations.

Said personnel are to be fully trained in all aspects of janitorial operations and equipment use prior to the inception of this contract. All replacement personnel hired during the term of this contract must meet the preceding criteria:

a. Janitorial personnel shall have a minimum of six (6) months experience in commercial or janitorial cleaning.

b. The Contractor will be responsible to maintain an adequate staff level to accomplish all requirements of this contract.

c. All employees of the Contractor must comply with the general work rules set forth by ODPS for the assigned facility applicable to them as part of this contract, which includes completing a daily attendance log and wearing an OOPS issued identification badge at all times.

2. ODPS will have access to the Contractor's cleaning equipment and supplies as necessary.

D. Background Checks

1. A complete and thorough background check, at ODPS's expense, will be performed on all persons employed by the Contractor for assignment to this contract. An extensive investigation will be conducted by the OSHP prior to assignment of Contractor staff to the contract location.

2. Criteria for personnel record checks: Background checks will be performed to determine if current or potential employees of the Contractor have any type of convictions in the following areas:

a. Any record of violence, domestic or otherwise;

b. Drug related convictions;

c. Theft.

3. No Contractor employee may be assigned to this contract, even temporarily, without first having successfully completed an ODPS background investigation. The Contractor shall maintain a sufficient staff of ODPS approved personnel to satisfy employee absences, vacations, and attrition.

4. Those Contractor employees or potential Contractor employees with felony convictions or other criminal records, unless specifically approved by ODPS, will not be permitted to be employed at the contract location.

IV. BACKGROUND CHECK SUBMITTAL REQUIREMENTS

V.

A. Contractor will have five (5) working days, upon notification from State Purchasing, to submit a list of employees who will be assigned to the contract location and all replacement employees who may be used in case of sickness, vacations and turnover. Failure to provide required documentation within five (5) working days may deem the bid not responsive and no further consideration for potential award will be given. Bidders should submit a quantity of names that accounts for attrition in the personnel record check process. Each individual check may take up to 30-days for completion.

B. Contractor must identify the minimum number of individuals needed to begin the contract and said number must be approved from the list of employees submitted above within three weeks after notification from State Purchasing.

C. Failure to provide a minimum number of individuals to successfully pass the background investigation may cause the bid to be deemed not responsive and dropped from consideration for potential award.

CONTRACTOR EQUIPMENT AND UNIFORMS

VI.

A. The Contractor shall furnish all necessary equipment, chemicals, and supplies necessary to complete the specifications and requirements of this bid. At a minimum, this shall include: all appropriate floor machines for maintenance of the hard surface, grout and carpeted areas, such as buffers, vacuums, and wet/dry vacuums; all necessary chemicals, such as floor cleaner, wax stripper, floor finish, carpet cleaner, and hard surface, glass, chrome, and stainless steel cleaners; all necessary supplies, such as janitor carts, refuse collection containers, mops, buckets, wringers, brooms, gloves, spray bottles, floor pads/bonnets, and personal protective equipment (PPE) as necessary. The Contractor shall provide their employees with uniform shirts. The uniform shirt will have the company name listed above or near the pocket area.

B. ODPS will provide janitorial paper products to include: hand towels, toilet paper, toilet seat covers, feminine hygiene products, waxed disposal bags, plastic trash bags, liquid hand soap and sanitizers.

QUALITY CONTROL ASSURANCE

A. The Contractor must furnish ODPS, within thirty (30) days of contract award, a written quality assurance program for the agency designed to maintain a consistent level of high quality service. The assurance program will include a demonstration of each task to establish a consistent standard to each employee. The demonstration will be accomplished in the presence of an OOPS quality assurance designee, at the request of ODPS.

B. The quality assurance program must reflect a formalized, internal inspection format, providing for daily, weekly, and monthly inspections. Document the task, equipment, method, and standard for each performance.

C. The Contractor is responsible for daily inspections of all areas of responsibility.

The Contractor will track deficiencies (Contractor or ODPS discovered) and the type, location, corrective action and follow up activity with its results. The results are to be presented to ODPS in report format on a weekly basis.

D. The Contractor must also provide an agency-approved checklist to monitor and evaluate janitorial services. The Contractor will complete at least one formal evaluation per week and report findings to the ODPS designee.

E. All weekly reports of Contractor findings, recommendations and corrective action plans shall be submitted in writing to the ODPS designee. The Contractor's site supervisor shall be responsible for implementing all approved recommendations and corrective action plans in accordance with time lines established by OOPS.

F. The Contractor and ODPS will be required to coordinate quality control and corrective actions as set forth in Items A through E above. In the event that corrective action is not taken for the same deficiency as noted the Contractor and ODPS will meet and both parties will agree to a "cure" for the deficiency. ODPS will document in writing the "cure" for the deficiency to the Contractor in a dated letter. After a reasonable amount of time [Note: Depending upon the type of problem a reasonable amount of time can vary from one day to six weeks] has passed OOPS will assess the Contractor's response. If the deficiency has not been corrected, or continues to occur OOPS will file a formal Compliant to Vendor (CTV) with the Department of Administrative Services (DAS). This action will in most cases result in a meeting between DAS, OOPS, and the Contractor to assess corrective action needed to facilitate contract compliance.

VII. CONTRACTOR PERFORMANCE EVALUATION

A. The OOPS Facility Manager will conduct a monthly performance evaluation of the contractor. The inspection will follow the cleaning specifications found in section VIII of this document. A complete evaluation by area will be performed.

The Facility Manager will notate the time and date of the inspection, the specific areas inspected and the conditions of those areas.

B. Copies of the inspection reports will be given to the contractor. It will be the contractor's responsibility to correct any problems addressed in the inspection report.

C. Meetings will be scheduled between the OOPS designee and the contractor to discuss the inspection report and to review any problems.

VIII. SERVICE REQUIREMENTS

Unless otherwise noted, the following requirements are to be completed as noted for the entire ACF facility:

A. Daily Requirements:

1. Vacuum all carpeting, including vestibule{s) and/or floor mat{s)

2. Empty all trash. Replace trash can liners when noticeable stains, dirt, odor, tears in liner, etc., are present

3. Clean both sides of all glass, vestibule glass and transom

4. Sweep and mop concrete, ceramic, Vinyl Composition Floor (VCT) floors

5. Standard Restroom cleaning {see standard restroom cleaning requirements -section X)

6. Clean/disinfect water fountain pans and sides

7. Clean all channelizers/tensabarriers post and base

8. All exterior trash cans (approximately 20) are to be emptied and trash liners replaced

9. Clean interior/exterior doors on both elevators I 0. All sanitizer stations (approximately 11) are to be cleaned, dusted, fluid levels checked and refilled

11. Breakrooms are to have consumables restocked. Vending machines, refrigerators, microwaves, tables, countertops, sinks, etc. are to be wiped down

B. *Weekly Requirements:

1. Dust all accessible horizontal surfaces; desks, counters, file cabinets, tables, etc.

2. Spot clean all accessible vertical surfaces; doors, walls, emergency lights, *Update SOW to remove VCT tile (buffing, stripping and waxing) effective 05/14/2025.

signs, glass, pictures, etc. weekly or when noticeable stains, dirt, etc. are present.

4. Clean window ledges

5. All six (6) stairwells are to be swept (approximately 360 Sq. Ft.}

6. Sweep, mop and clean entire interior of both elevators

7. Contractor is responsible for cleaning all exterior picnic tables

8. All aluminum can, paper and plastic recycling containers (approximately

13} are to be checked. When full, all recyclables are to be deposited in the Record Retention area (#302).

9. Contractor will clean truck bay area concrete floor and dock leveler inserts

(4) using OOPS equipment

C. Bi-Weekly Requirements:

l. Wash and squeegee clean all glass Interior and exterior (spot clean as necessary when visible marks are present)

2. All glass windows and vision panels, both interior and exterior, on the mezzanine level are to be cleaned; spot clean as necessary when visible marks are present

D. Monthly Requirements:

l . Clean all interior and exterior trash receptacles or when noticeable stains, dirt, odor, etc. are present

2. Machine scrub ceramic tile floor, including restrooms

3. Dust all vertical/horizontal window blinds, to include dusting and removing dirt, stains, etc. Contractor may need use of OOPS ladder

4. Interior and exterior of all trash containers will be cleaned and disinfected monthly or when noticeable stains, dirt, odor, etc., are present

5. Wet clean all conference room dry erase boards without text. Clean conference room tables

E. Quarterly Requirements:

l . Power wash public restrooms and public area vestibules with ceramic tile flooring & grout. All chairs, floor mats, etc., will be removed and/or relocated as necessary. Vendor is to protect walls, counters, modular furniture, etc.

2. Clean all cove base quarterly. OOPS will replace cove base If damaged or stained beyond cleaning

3. Clean all wall corner protectors

4. Break room cabinets are to be cleaned (inside and out}. Items are to be removed by contractor and placed back in cabinets once cleaned

C I I I l

*Update SOW by deleting Section VIII., F., l . to remove VCT tile (buffing, stripping and waxing) effective 05/14/2025.

F. Semi-Annually Requirements:

1. Note: All chairs are to be moved for cleaning purposes by Contractor. Do not slide chairs across floor.

G. Exceptions:

1. LEAD Area (All daily, weekly, bi-weekly, and monthly cleaning requirements will be done on a bi-weekly basis. All quarterly and annual requirements will remain as is).

2. SRT and LAB Areas - Dust mop all VCT floors three times a week

(Monday, Wednesday & Friday).

3. Lab Area(s) red biohazard bags & trash will be disposed of by OOPS personnel.

4. Lab area(s) - weekly cleaning of VCT floors with automatic floor scrubber required; chairs are to be removed then replaced at completion.

5. Central Install - Clean entire janitor slop sink and foot control wash fountain located between restrooms daily.

H. Miscellaneous Requirements

1. All janitorial closets are to be kept in a clean and orderly manner, including swept and mopped.

2. All mop buckets must be emptied and cleaned.

3. All wet mops are to be hung to dry.

4. Janitor sinks are to be cleaned.

5. All exterior ash trays are to be emptied and cleaned twice daily, once in the morning and once in the afternoon.

6. All individual office lighting is to be turned off when custodial tasks are completed in the evening. Night lighting will remain on as directed by

OOPS.

7. Contractor is responsible for litter/debris pick up on the facility exterior grounds, to include all concrete, asphalt and lawn areas on the east, west and south sides of the facility. Spot cleaning during the day at approximately 11 :00 a.m. and 6:00 p.m. Monday thru Friday and noon on Saturday is required. Contractor to provide proper attire for inclement weather conditions.

8. During periods of inclement weather (rain, snow, sleet, ice, hail, or threats of), OOPS will monitor weather conditions and notify the contractor for placement of "wet floor" signage. Contractor will be responsible for placing "wet floor" signage at all entrances during identified conditions and removed once conditions have improved to the point where signage is no longer needed. The contractor will be responsible for storing signage in locations specified by OOPS.

9. Spot clean walls in office areas, public areas, restrooms and corridors when noticeable dirt, stains, etc., are present. Clean black marks on floors caused by shoes, carts, etc.

10. Contractor will provide service and assistance as requested by OOPS during contractor working hours to address issues such as toilet overflow, sewer/drain backup, leaks, bodily fluid discharge and other related events.

Contractor to provide and be equipped with PPE and associated training.

11. Prior to chemicals being brought on site, the contractor must supply ACF Facility Manager with all Material Safety Data Sheets (MSDS) for all chemicals that are expected to be used by the contractor.

12. Contractor will immediately report any maintenance issues (i.e. toilet malfunction, clogged sink, hazards or threats of hazards, leaks, strange odors, etc.).

13. After OOPS hours, contractor will be responsible for plunging clogged toilets, cleaning/disinfecting any areas where commode overflow has occurred using necessary tools/equipment such as mop, bucket, wet/dry vacuum, etc. Wet/dry vacuum is to be emptied if all water and disinfected after use.

14. Contractor will be responsible for spot cleaning carpet as directed by ODPS.

Contractors will provide portable carpet cleaning equipment and cleaning solution.

IX. STANDARD RESTROOM CLEANING REQUIREMENTS

X.

A. Frequency - see Section VIII

B.

1. Sweep & Mop floors.

2. Clean mirrors.

3. Clean entire urinal(s) and commode(s).

4. Clean sink bowls, faucets, soap dispensers and counters.

5. Clean handicap handrails.

6. Clean towel dispensers.

7. Clean/disinfect entire sanitary napkin dispensers and receptacles.

8. Clean all door handles.

9. Clean diaper changing station(s).

10. Clean all wall receptacles.

11. Clean all toilet seat cover dispensers.

12. Restock all consumables, as needed.

13. Empty trash receptacles three (3) times daily and replace liners only at the end of the day or when noticeable stains, dirt, odor, tears in liner, etc., are present.

14. Clean all door push & kick plates.

15. Contractor to follow specifications for restroom cleaning using HMK

Stone Care (HMK P24) liquid soap - no rinse.

16. Contractor to follow specifications for restroom floor cleaning using HMK

Stone Maintenance Product (HMK R55) Intensive Cleaner.

Notes:

1.

2.

3.

4.

5.

6.

Use one clean mop bucket on a minimum of two (2) restroom floors.

Do not use restroom water or mop heads on other types of floors.

Do not leave paper debris in mirror frames.

Leave only one liner bag at a time in sanitary receptacles.

Approximate clean times are 10:00 a.m., 2:00 p.m. and at the end of the day after normal business hours Monday thru Friday.

Clean interior of break room refrigerator/freezer (dates to be determined by ODPS). Signage is to be placed on unit one week before scheduled cleaning. At the direction of ODPS Facility Manager, contractor will remove and dispose of all items remaining in unit prior to the scheduled cleaning.

MISCELLANEOUS

A. Non-scheduled or emergency services utility hours

1. On occasion the need for additional services not identified in this contract may arise. If such a need is realized, the contractor will be expected to furnish personnel to provide assistance. ODPS, in concert with the contractor, will mutually agree on the number of utility hours needed to complete the task. The services will be janitorial in nature and at certain times may need to be performed with an element of urgency {i.e. floor clean/mopping as a result of spills, etc.).

2. The cost of these services will be charged against utility hours and will be invoiced separately by occurrence.

3. The maximum number of utility hours will be 60 hours for supervisor and 240 hours for labor positions.

4. Contractor will provide a monthly report to the ODPS Facility Manager for approval of all utility hour usage.

XI. PANDEMIC CLEANING

Contractor will incorporate the pandemic cleaning (per DPS pandemic cleaning specifications) of all areas of the building for 2 hours a day, 5 days a week. When Pandemic Cleaning is no longer needed, will go back to monthly charge without pandemic cleaning cost specified on price sheet.