ESBD_360084_1716312048556_ATTACHMENT A - Sample Contract.pdf

SAMPLE CONTRACT

STATE OF TEXAS SERVICES AGREEMENT

Custodial Services

COUNTY OF TRAVIS CONTRACT #2024-XX

The State Preservation Board (hereinafter referred to as "SPB"), a state agency located at 201 E. 14th St., Ste. 950, Austin, Texas 78701 and __________________________, located at

______________________________ (hereinafter referred to as "Contractor"), enter into the following contract for custodial services for the Texas Capitol, Texas Capitol Extension, Capitol Visitors Center, Bullock Texas State History Museum, Capitol Visitors Parking Garage offices, Texas State Cemetery buildings, Sam Houston Building, Robert E. Johnson Building, and John H. Reagan building, located in

Austin, Texas (hereinafter referred to as the "Contract") pursuant to Texas Government Code Ch. 443.

The term of the contract shall be from the date signed by all parties, expiring August 31, 2027, with a

NTE of _____________________________________.

ARTICLE 1

SCOPE OF WORK

1.01 General - Contractor shall provide custodial services for SPB at the Capitol, Capitol

Extension, Capitol Visitors Center, Bullock Texas State History Museum, Capitol Visitors Parking Garage offices, Texas State Cemetery buildings located in Austin, Texas. All services will be in compliance with Request for Proposal No. 809-20-0001, included here as Attachment A.

1.02 Contract Administrator - (a) SPB shall designate a "Contract Administrator" for this

Contract who will serve as the point of contact between SPB and Con tractor. The instructions of the Contract Administrator and/or the Contractor Administrator's designated representative (hereinafter collectively the "Contract Administrator") are to be strictly and promptly followed by Contractor at all times. SPB's Con tract Administrator will have free access to Contractor's supplies, equipment, and work product at all times for inspection and/or audits. Contractor must afford the Contract Administrator all necessary assistance during those inspections and/or audits. The Contract Administrator will decide any and all questions that may arise as to the quality and acceptability of chemicals, supplies, tools and equipment furnished, as well as the manner of performance, the rate of progress of work, and the results of the work performed.

Services Contract SPB# 2024-xx

(b) The Contract Administrator may make temporary changes in the assignments, tasks, task frequencies or methods required under this contract. If such changes do not require additional equipment, chemicals, supplies, or significant m an-hours (more than 30 minutes per week), such changes shall not be considered modifications of the Contract and shall not affect the amount of payment to Contractor. The Contract Administrator will determine the amount of work performed and materials fur nished that are to be paid under the Contract. Failure of the Contract Administrator during the progress of the Contract to discover or reject unacceptable work or work not performed in accordance with the Contract, or to exercise any remedies, shall not be deemed an acceptance of a waiver of SPB's right to full performance of the Contract.

However, the Contract Administrator does not have any express or implied authority to vary or amend the terms of the Contract or to waive strict performance of the terms or conditions of the Contract.

(c) Contractor agrees to conduct all of its services under this Contract by and through appropriate communications with the Contract Administrator. No other additional services shall be undertaken by Contractor except with the prior written direction of the Contract Administrator. Contractor understands and agrees that other additional services performed without the prior written direction of the Contract Administrator is work outside the scope of this Contract and shall be performed exclusively at Contractor's risk and own expense.

1.03 Frequency of Tasks - (a) The custodial tasks as further described in this Contract will be performed at the given frequencies listed below and according to Exhibit F, Service Requirements and Exhibit G, Task Schedules - Floor Care Services attached hereto and incorporated herein for all purposes. The frequencies are standard for all buildings and should be followed by Contractor. The frequencies shall be:

(i.) "Daily Tasks" are services determined by SPB that are performed 5-7 days per week depending on the task.

(ii.) "Three Times Weekly Tasks" are services that are performed three (3) times a week, every week.

(iii.) ”Twice Weekly Tasks" are services that are performed twice a week, every week.

(iv.) "Weekly Tasks" are services that are performed once a week, every week.

(v.) "Twice Monthly Tasks" are services that are performed twice a month, every month.

(vi.) "Monthly Tasks" are services that are performed once a month, every month.

(vii.) "Quarterly tasks" are services performed every three months.

(viii.) "Semi-annual tasks" are services performed every six months.

(ix.) "Annual Tasks" are services that are performed once a year during each year of the Contract.

(x.) "Bi-Annual Tasks" are services performed every two (2) years. Bi-annual tasks will be performed during year 1 of the contract to coincide with non-Session years.

(b) Contractor shall submit a draft schedule to the Contract Administrator for approval at the start of the contract for all services that are design ated as anything other than daily. Once approved by the Contract Administrator, the schedule shall not be changed without 48 hours written notice and approval to the Contractor Administrator.

(c) Schedule Variances - The frequency of the tasks set forth above may be increased or decreased if inspections call for such changes. All frequency changes shall be approved by the Contract Administrator.

1.04 Custodial Tasks - The following are the descriptions of the custodial tasks to be completed by Contractor under this Contract and the standards that Contractor must adhere to, as evaluated by the Contract Administrator. These custodial tasks are general in nature and are not intended to eliminate specific elements of the housekeeping routine. However, the specific elements of the housekeeping routine are judged against the general task description and standard. All tables, chairs, and similar items moved by Contractor during the performance of these custodial tasks shall be returned to their original location. Contractor may use properly maintained battery or electric equipment, however, propane-powered equipment is prohibited in any SPB facility. For all tasks that Contractor uses any wet solutions on flooring surfaces, Contractor is required to use "Caut ion Wet Floor" signs before mopping and until such time that all flooring is completely dry. Signs should be placed prominently so that all persons can clearly see them before entering the zone being cleaned.

Contractor shall be liable for instances where procedures, or lack of proper safety procedures, lead to the injury of employees or visitors to facilities.

Custodial tasks shall include:

(a) Cleaning - The removal of dirt, soil, stains, liquids, trash, refuse, and any other foreign material from an item, fixture or area. Cleaning may include the process of disinfecting, if required by SPB. When properly cleaned by Contractor, an area, fixture or item shall be free of all dirt, soil, stains, or other foreign material and shall present a clean, saf e healthy and appealing appearance. All chemicals used must be submitted to the Contractor Administrator for prior written approval and be accompanied by SDS and manufacturers cut sheets.

(b)Sweeping - The removal of loose dirt, dust, debris, and other foreign material through either manual or mechanical methods, as appropriate for the location and situation. When properly completed by Contractor, a swept of vacuumed area shall be free of all loose dirt, dust, debris, or other foreign material with no build up in corners, crevices, or under or around furniture.

(c)Wet Mopping - The removal of dirt, soil, liquids, or other foreign materials from a floor using a cotton/rayon blended, or similar yarn type mop, or microfiber flat mop and sufficient neutral detergent and water solution or neutral disinfecting detergent and water solution.

Wet mopping shall include rinsing if required or recommended by the detergent manufacturer. When properly completed by Contractor, a wet mopped floor shall be free of all dirt, soil, liquids, or other foreign material. The floor shall present a uniform appearance free of streaks, smudges, heel-marks, or any other marks that can be reasonably removed through wet mopping. All splash marks and/or spots on walls, furniture, and fixtures that occur during the mopping process shall be removed immediately. Mop water shall be changed regularly as to not leave dirty water residue and stains on floors and baseboards.

(d) Machine Scrubbing - The use of a mechanized scrubbing or vacuum machine (auto scrubbers) to accomplish the same result as wet mopping for large areas such as halls, lobbies, auditoriums, or similar large areas. When properly completed by Contractor, machine scrubbing is held to the same quality standard as wet mopping. If machine scrubbing will be used, all edges and corners must be cleaned manually.

(e) Damp Mopping - The use of a cotton/rayon or similar yarn type mop, or microfiber flat mop which has been mechanically wrung or squeezed to remove excess solution for the purpose of removing light soil, dirt, liquid or other foreign material from a floor. Damp mopping is done when the entire area does not require complete mopping or if the area is not soiled sufficiently to require wet mopping. When properly completed by Contractor, damp mopping is held to the same quality standard as wet mopping.

(f) Spot Cleaning - The removal of dirt, soil, debris, liquids, stains, or other foreign materials from floors, walls, furniture, fixtures, or other areas that can be accomplished by cleaning only the immediately affected area. Spot cleaning shall only be performed by Contractor when the requirement of cleaning the whole area is not necessary. Spot clean ing should be completed on an area immediately upon discovery. Spot cleaning shall be limited to individual spots not to exceed twelve (12) inches in diameter on average. When properly completed by Contractor, spot cleaning shall completely remove any evidence of the soiled that necessitated the cleaning without evidence of occurrence or cleaning.

(g) Stripping - As is practicable, the complete removal of wax or finish applied to non -carpeted floor. Contractor may accomplish stripping by either manual or mechanized application of all dirt, stains, deposits, wax, finish, water, and cleaning solutions, and such floor is ready for the re-application of sealer and floor finish. All splash evidence on baseboards, furniture, and fixtures shall be removed by completion of the stripping task.

Plain water rinse(s) and pickup must immediately follow the finish removal operation.

(h) Sealing - The application of a floor sealer prior to the application of the final floor finish according to industry standards and manufacturer recommendations. Application may be by either manual or mechanized methods. When properly sealed by Contractor in compliance with manufacturer's recommendations, a sealed floor shall present a uniform appearance with all evidence of splashing on baseboards, furniture and fixtures completely removed.

There shall be no evidence of buildup, streaks or discoloring.

(i)Waxing/Finishing - The application of an approved non-slip gloss finish to hard surfaced floors such as vinyl, rubber, cork, linoleum, terrazzo, wood, or tile. Application may be by either manual or mechanized methods and includes buffing the finish. When properly waxed or finished by Contractor in compliance with manufacturer's recommendations, the waxed or finished floor shall present an even, high gloss shine that shall have no evidence of buildup or discoloring. All evidence of splashing shall be removed from baseboards, furniture and fixtures.

(j) Vacuuming - The mechanical removal of loose dust, dirt, soil, debris, and other foreign material from carpeted floors and other items including, but not limited to, couches, chairs, and walls which lend themselves to this method of cleaning. When properly vacuumed by Contractor, there shall be no evident of any dust, dirt, or any other loose foreign material.

Contractor shall vacuum with a machine that has adequate suction to lift all dirt and residue from the base of the rug nap (5.0 amps or greater). Contractor is responsible for making sure that the machine is not only rated to function correctly, but is also working correctly at the time the job is being performed. All vacuum brushes, heads and bumpers must be maintained and replaced as needed.

(k) Carpet Extracting - The application of a cleaning agent to a carpeted floor for the purpose of removing embedded soil, dirt, stains, or other foreign materials. Carpet cleaning solution should not stain or discolor a carpet or produce shrinking, and shall be environmentally safe and non-toxic. Application may be by manual or mechanized methods. Only properly trained personnel may operate extractors. When properly extracted by Contractor, the extracted carpet shall be free of any foreign material such as dirt, soil and stains. Carpet shall not remain wet for more than six (6) hours. Floor fans may be used to aid drying. The carpet shall be free of any cleaning residue and shall present a clean and uniform appearance. All splash marks on walls, furniture and fixtures incurred during extraction shall be removed before conclusion of this task

(l) Dusting - The removal of airborne dirt, soil, lint, or other foreign material from furniture, fixtures, ledges, shelves, frames, walls, and any other items which may accumulate airborne particles. "Low-dusting" shall include levels up to and including six (6) feet in height. "High-dusting" shall include all levels above six (6) feet in height to ten (10) feet in height. When properly dusted by Contractor, all items shall be free of any airborne materials, streaks and smudges. Airborne matter shall be removed by either mechanical, chemical, or manual means. Contractor shall not use devices that merely displace or redistribute the matter, such as feather dusters, unless such devices are treated to attract and hold the matter.

(m) Glass and Window Cleaning - The removal of dirt, soil, smudges, fingerprints, and other foreign material from the surfaces of interior glass windows, doors, partitions, mirrors, or any other items includes the cleaning of all ground-level entryway doors and adjacent glass panels inside and outside, but excludes other ground level window exteriors. All chemicals or solutions used to accomplish this tasks shall be approved by SPB. When properly cleaned by Contractor, glass objects shall be free from all d irt, soil, smudges, streaks, smears, or any other substances. All excess spray or solution shall be removed from any surrounding trim or surfaces.

(n) Metal Cleaning/Polishing - The removal of dirt, soil, smudges, fingerprints, streaks, water marks, scale, and other foreign material from the metal surfaces and fixtures. When properly cleaned or polished with an approved non-abrasive cleaner/polish by Contractor, all metal surfaces shall present a clean uniform appearance free from all dirt, soil, marks, smudges, streaks, and scale.

(o) Disinfecting - The removal or neutralization of material containing or supporting the growth of bacteria or viral organisms capable of causing infections, through the application of an approved disinfectant by either manual or mechanical methods. When properly disinfected by Contractor, surfaces shall be as free as possible of material containing living bacteria, viruses, or other contaminates capable of causing infections.

(p)Woodworking Cleaning/Polishing - The treatment of wood furniture, fixtures, and walls with an approved wood cleaner and/or oil or polish to prevent the aging, cracking, and/or drying of wood items and to remove soil, stains, fingerprints and smudges. No chemical or oils may be used on any woodwork in the Capitol. When properly cleaned and polished by Contractor, all wood shall exhibit a high uniform sheen free of all dirt, soil, stains, or other foreign material which would detract from a clean and appealing appearance.

(q) Plumbing Fixture and Dispenser Cleaning - The removal of dirt, soil, fingerprints, smudges, film, odors, stains, and other foreign material from plumbing fixtures and dispensers. When properly cleaned by Contractor, all plumbing fixtures and dispensers shall present a clean uniform appearance free from all deposits and stains so that item is without dust, streaks, film and odor.

(r) Cleaning of sand urns/ash trays - All sand urns/ash trays in the specified areas are considered cleaned when emptied and wiped with a chemically treated or damp cloth and restocked with sand.

(s) Trash/Waste Removal - The collection and disposal of all materials which are placed into appropriate containers dedicated for trash disposal. When properly emptied, trash/waste receptacles shall be free of all wastes and disposed materials. When any receptacle is used for disposal of liquid or wet wastes, the liner shall be replaced by Contractor regardless of its age or appearance. If a liner leaks or otherwise allows waste to contact a receptacle, Contractor shall clean and disinfect such receptacle. Trash bags must be collected in non -leaking trash bins or carts, and shall not be dragged across floors or placed directly upon floors. Contractor will be responsible for the immediate spot cleaning of any floor or carpeting if Contractor’s employees allow bags to leak on floors. All collected trash must be moved by Contractor to the area(s) designated by the Contract Administrator.

(t) Recycling - The collection and disposal of all materials which are placed into appropriate containers dedicated for recycling. No liners or bags of any type should be used in containers utilized for recyclable materials. SPB facilities utilize “Single -Stream Recycling,” which allows many types of items to be placed in recycling receptacles. Contractor shall not be required to sort any recyclables. Once collected by Contractor, recyclable materials shall be moved to the proper designated locations, as designated by the Contract Administrator, for transportation.

(u) Day Porter Services - Contractor will provide day porter services to the Bullock Texas State History Museum (TSHM) based upon the following schedule:

• Supervisor/Day Porter #1 - Tuesday - Saturday 4PM - 1AM

• Day Porter #2 - Sunday - Monday 1PM -10PM; Tuesday - Thursday, 4PM - 1AM

• Day Porter #3 - Friday - Tuesday, 4PM - 1AM

• Exhibits Day Porter #4 - 5PM-9:30PM

All schedules subject to change per scheduled events, all employees must be flexible. All supplies and equipment will be provided by the SPB. Should a Day Porter be absent for any amount of time, Contractor shall replace that employee with another employee covering equal amount of hours for the duration of the absence. For any absence not filled by another employee, Contractor shall credit the SPB for the full amount of the absence . All Contractor housekeeping personnel will report directly to the TSHM Housekeeping manager.

The TSHM Housekeeping manager will issue each employee their work schedule and list of duties assigned on a weekly basis. Contractor shall have a supervisor or manager who will handle all personnel issues and do periodic checks on Contractor employees. Weekly meetings are held on site by the Housekeeping lead to address any housekeeping issues, concerns and upcoming events.

Any changes in staffing made by the Contractor must be sent in advance to the Contract Administrator for review.

All Day Porters must perform the duties and meet the minimum qualifications listed in RFP #809-20-0001. Day Porters will be paid according the hourly rate for housekeeping/day porters in Section 3.01.

(v) Bullock Texas State History Museum IMAX Theater Services - Contractor will perform services on Sundays and Wednesdays after the last movie showing. The last movie showing ends typically between 11PM and 3AM, subject to change based on the movie schedule.

1.05 Necessary Equipment and Tools

(a) Contractor shall furnish and maintain all equipment and tools necessary to complete all custodial tasks for each location serviced. Contractor shall not rely on sharing equipment between buildings/facilities. Contractor shall provide a list of all equipment to be used in execution of this Contract to be approved by the Contract Adm inistrator prior to commencement of work. If required, the list shall include the manufacturer’s specifications for each type of equipment and tool. SPB reserves the right to inspect equipment used in the performance of this Contract at any time. Any equipment found to be in an unsafe operating condition must be replaced immediately at Contractor’s expense. The minimum required equipment and tools defined in this Contract must be clean and in good operating condition at all times during the performance of the services herein. All equipment shall have adequate bumpers and guards to prevent marking or scratching of fixtures, furnishings or building surfaces.

(b) To request a change from the most recent approved equipment and tool list, Contractor shall submit a written change request to the Contract Administrator defining the alternate tool and/or equipment to be replaced along with the manufacturer’s specifications and a photo of the alternate equipment or tool. The Contract Administrator will approve the alternate equipment or tool if the alternate equipment:

(i) is equal to or exceeds the original approved equipment and tool specifications;

(ii) performs as well as the initial selection, as demonstrated by actual performance testing;

(iii) it is determined to be in the best interest of SPB, Any costs associated with evaluating alternate equipment or tools or changing to an alternate upon the request of Contractor shall be at no cost to SPB.

(c) Contractor shall maintain on file at the work site, in the main custodial office or SPB Contract Administrator's office, one (1) complete set of operating and maintenance instructions for all types, brands, and models of power equipment used in performance of the services under this Contract.

(d) All electrical equipment used by Contractor or Contractor’s employees shall meet all applicable safety requirements. This shall include either the use of ground fault interrupters or a wiring inspection program to assure the integrity of ground pins, groundin g continuity, strain relief, and insulation quality of plugs and cords. Contractor shall have a written safety program requiring daily inspections of all electrical equipment for unsafe conditions. This equipment must operate at full rated performance levels using existing building circuits. It shall be the responsibility of Contractor to prevent the operation or the attempted operation of electrical equipment, or combinations of equipment, that require power exceeding the capacity of existing building circuits.

(e) Contractor shall furnish cellular phones for use by the Job/Project Manager, and each Supervisor and team leads/managers, which operate independently in a facility. The cellular phones shall allow the Contract Administrator to immediately comm unicate with the Job/Project Manager, Supervisors, and other custodial employees. Contractor shall not allow custodians to utilize personal cellular phones for personal business or allow the use of headphones while working. Contractors should include in cu stodial training programs that custodial employees are expected to not utilize personal cell phones to conduct personal business or use head phones during work hours.

1.06 Materials and Supplies

(a) Contractor shall provide all cleaning supplies and equipment necessary to carry out the scope of services of this Contract. No material shall be used that will damage floors, floor covering, fixtures, woodwork, painted surfaces, furniture, or which will create health or safety hazards. All products must be user friendly and environmentally safe. Where a product is specified by SPB, there shall be no deviation without the express written permission of the Contract Administrator, in which case samples of proposed materials to be used shall be submitted to the Contract Administrator for approval. SPB may approve or disapprove any product prior to or during the term of this Contract.

(b) Contractor is responsible for providing trash can liners for all trash receptacles except at TSHM and the Texas State Cemetery. Note that contractor is not responsible for restocking restrooms with paper or hand soap products as part of the nightly services, with the exception of the Capitol Visitors Parking Garage, the Texas State Cemetery, and the Governor's Office. Paper products and hand soap will be provided by the SPB in these instances.

(c) All supplies used by Contractor under this Contract shall be approved by the Contract Administrator. Any deviations from approved supplies shall be approved by the Contract Administrator prior to use. All supplies shall be of equal or higher quality than the products listed below. Contractor shall provide all supplies of whatever nature to fulfill the terms of this Contract in a manner sufficient to provide for the custodial needs of th e facilities.

ITEM DESCRIPTION

Large Trash Liner 23” x 17" x 46” .90 Mil, Black

Medium Trash Liner 19" x 14" x 40" 16 microns, Black

Small Trash Liner 15" x 9" x 33" 6 microns, Black

X-Small Trash Liner 13” x 4" x 17” 6 microns, Black

(d) When requested, Contractor shall provide a monthly report of the quantity of supplies used, in a format and manner acceptable to the Contract Administrator. Supply quantities should be broken down by building

1.07 Chemicals

(a) Contractor shall furnish all chemicals/cleaning agents necessary to perform the services of this Contract. Contractor shall use only those brands and types of chemicals meeting the specifications contained herein and shall provide a li st of all chemicals to be used in execution of this Contract to be approved by the Contract Administrator prior to commencement of work. Where practical, Contractor shall utilize chemicals and products with the lowest toxicity and volatile organic composit ion possible, which are still of sufficient strength to adequately perform as needed. Utilization of “Green Seal” or other similar products is encouraged, but not required. SPB reserves the right to reject any brand or type of chemical and order Contractor to substitute another product acceptable to SPB.

Contractor shall maintain a copy of the Safety Data Sheet (SDS) or equivalent forms, for all chemicals used in the performance of the services under this Contract and shall provide the Contract Administrator with a copy. The SDS shall be posted in all closets where chemicals are stored and shall be multilingual to sufficiently accommodate non-English speaking employees assigned by Contractor to the building. All chemicals used shall have manufacturer’s quality control batch numbers included on cases or containers. Chemicals, rinse water, and any mixture thereof must always be emptied into a sanitary drain located in the utility closets. Nothing may be ever emptied into a storm drain. Contractor will be penalized financially of any waste is placed in a storm drain and the contract may be terminated.

(b) To request a change from the most recent approved chemical list, Contractor shall submit a written change request to the Contract Administrator which identi fies the product use, the brand name, and the manufacturer’s complete name, address and telephone number. In addition, Contractor shall attach a product brochure, a SDS and chemical specifications to the written request. SPB will approve the alternate brand if such alternate:

(i) performs as well as or better than the chemical brands referenced in the specifications in this Contract;

(ii) causes no interference with the operational activities of SPB or damage to the facilities;

and

(iii) it is determined to be in the best interest of SPB.

Any additional costs associated with testing or using an alternate brand of chemical or with changing from one brand to another brand will be borne by Contractor, if the change was requested by Contractor.

(c) No ammonia, bleach, bleach-based powdered cleanser or any other type of chemical which does not meet the specifications included herein shall be used in the performance of the services under this Contract without the written approval of the Contract Administrator.

(d) Specifications for Water Emulsion-Type Floor Wax or Finisher Remover - The following are the specifications for a commercial wax remover for use in stripping water emulsion floor wax or finish (including metal-link polymers) from vinyl, rubber, asphalt, and other composition floor surfaces and for use as a heavy-duty cleaner for ceramic and conductive floors. The product shall:

(i) be liquid of one (1) grade only;

(ii) be a homogeneous, highly concentrated free-flowing liquid so formulated that it may be diluted with clear water, composed of synthetic detergents, alkaline builders and sequestering agents which will not cause skin irritations when used in accordance with directions;

(iii) not contain any fatty acid soaps;

(iv) be stable and not lose its original effectiveness or otherwise deteriorate when stored for nine (9) months in a closed shipping container at room temperature;

(v) remove over ninety percent (90%) of previous wax film; and

(vi) remove grease, oils, waxes, gums, dirt and hard to remove soils from all recommended surfaces when used as directed.

(e) Specifications for Concentrated Neutral Detergent - The following are the specifications for one (1) grade of a liquid concentrated compound suitable for wet cleaning on painted and unpainted surfaces where hard or soft water prevails. The detergent shall be an effective cleaning agent for use on wood, rubber, asphalt tile, terrazzo, marble, concrete floors and other surfaces and shall:

(i) be composed of synthetic organic detergents, sequester ing, suspending and other cleaning agents;

(ii) be assembled to form a homogeneous liquid with no more than a trace of suspended matter;

(iii) be biodegradable and mildly perfumed;

(iv) be non-caustic and contain no soap;

(v) contain no free alkali or ammonia;

(vi) contain no free oil, abrasives or other harmful ingredients and shall not be irritating to the skin;

(vii) be effective at the emulsification of grease, oil and dirt;

(viii) have excellent free rinsing characteristics;

(ix) have moderate foam with excellent stability in presence of grease and oil; and (x) be safe for use on all surfaces when used as directed.

(f) Specification for Quaternary Ammonium Germicidal Detergent - The following are the specifications for a liquid, quaternary ammonium compound of synthetic detergent and germicide compound designed for general cleaning and disinfecting in one (1) operation. The product shall:

(i) be a blend of synthetic organic detergents, inorganic alkaline builders, water -softening agents, and synthetic quaternary ammonium germicide;

(ii) not contain any soap, mercury compounds, phenols, free chlorine, peroxide, formaldehyde, or materials that release such compounds when diluted according to directions;

(iii) for the germicidal agent, be a quaternary ammonium compound;

(iv) be biodegradable;

(v) have a minimum phenol coefficient of 10.0 against Salmonella Typhosa and Staphylococcus Aureus;

(vi) kill Pseudomonas Aeruginosa at a 1:128 dilution and must be effective against both gram positive and gram negative organisms;

(vii) meet all other requirements of the specifications in water up to and including 750 ppm of hardness;

(viii) for a 1:128 dilution of the product, exhibit a cleaning efficiency of not less than eighty percent (80%);

(ix) in solution, provide adequate but not excessive suds; and

(x) have a container label that states that the product is approved by the Environmental Protection Agency (EPA) for use as a non-misting stream, bears the EPA registration number confirming that the product is EPA approved for use in federally inspected meat packing and poultry processing establishments, is acceptable for use in medical and non -medical facilities and bears a label that defines the contents, instructions for use, and any hazard warnings as prescribed by current Occupational Safety and Health Administration (OSHA) regulations.

(g) Specifications for Stainless Steel Cleaner and Polish - The following are the specifications for stainless steel cleaner and polish intended for use on stainless steel and o ther unpainted metal surfaces. The product shall:

(i) not cake or powder in crevices or corners and leave no residue on the surface after polishing;

(ii) have a pleasant, mild odor and leave no residual odor on the polished surface; and,

(iii) contain no acids, alkali, wax, or abrasive material.

(h) Specification for Glass Cleaner - The following are the specifications for liquid glass cleaner intended primarily for use on windows, mirrors, and other glass surfaces. The product shall:

(i) be a blend of synthetic organic detergents, alcohol, solvents, and germicidal components;

(ii) not contain any perfume, ammonia or inorganic alkalis; and

(iii) leave surfaces free from dust, grime, and ordinary soil material when properly applied.

(i) Specification for Acid-Type Bowl Cleaner - The following are the specifications for liquid, ready to use acid-type bowl cleaner for de-scaling and disinfecting toilet bowls and urinals.

The product shall:

(i) be a stable liquid and not lose effectiveness or otherwise deterio rate when stored in a closed container at room temperature for a period of one (1) year;

(ii) be sufficient to remove soil, rust, lime scale and uric encrustation as well as disinfect and deodorize under normal conditions;

(iii) not be detrimental to china and vitreous surfaces at full strength;

(iv) not be detrimental to glazed and ceramic tile or stainless steel;

(v) be non-fuming;

(vi) contain an inhibitor to prevent the discoloration and deterioration of metal surfaces; and

(vii) contain a stable organic synthetic detergent of the nonionic type, to increase the cleaning efficiency of the product.

(j) Specification for Water Emulsion-type Concrete and Terrazzo Sealer - The following are the specifications for water emulsion-type concrete and terrazzo sealer, which is a water emulsion of polymers for use as a pre-coat on resilient floors, both porous and non-porous, and on non- resilient floors, such as concrete and terrazzo. The product shall:

(i) for nonvolatile total solids, not be less than 18.5%;

(ii) show no separation, gelling, creaming, or otherwise deteriorate in the container for a period of at least one (1) year;

(iii) meet or exceed the Chemical Specialties Manufacturers Association (CSMA) Bench Mark Standard for slip resistance as determined by American Society for Testing Materials (ASTM) D2047-69A, or a comparable standard to that used by Underwriters Laboratory (UL approved);

(iv) The contractor will test at least four (4) selected areas monthly using an industry approved digital slip coefficient meter to perform static coefficient testing to confirm that the floor meets the UL and ASTM standards of 0.50 COF or above for public walkways . The contractor must provide the digital slip coefficient meter. SPB will notify the contractor monthly of areas to be tested with results to be provided within one week of notification. These monthly results will be documented in writing and shall be included in the Quarterly Review handouts. If any areas fail to meet the standard SPB must be notified immediately and corrective steps taken until the readings meet the above standard;

(v) shall not be tacky, in dry film form, when tested four (4) hours after application;

(vi) when applied to resilient or non-resilient floors, not show effects such as whitening, discoloration, or in any way be injurious to the floor surface;

(vii) not be affected by twenty-four (24) hours contact with water;

(viii) be completely removable using a nylon abrasive pad and a good floor finish remover;

and

(ix) have a clean smelling scent with no objectionable odors.

(k) Specification for Wet Carpet Extraction Cleaner - The following are the specifications for wet extraction cleaners containing synthetic organic detergents, specially formulated solvents and brighteners. Hot water shall not exceed 120 degrees when used to extract any carpet. The product shall:

(i) be suitable for use on all fibers including acrylics, nylon, polyester, rayon, cotton, and wool;

(ii) not produce objectionable fumes in use, leave lingering odors or tacky residues;

(iii) be clear and stable and be equally effective in hard or soft water;

(iv) have a pH above 8.0;

(v) contain a blend of synthetic organic detergents, solvents, sequestering agents and foam stabilizers; and

(vi) perform satisfactorily in the various carpet dry shampoo machines when diluted as per label directions.

(1) Specification for Metal-Link Polymer Floor Finish - The following are the specifications for self-polishing, slip resistant, all synthetic water emulsion floor finish intended for use on, and not detrimental to, sealed or finished wood surfaces, asphalt tile, linoleum, rubber, vinyl composition, painted concrete, terrazzo and cement surfaces. The product is to be used without dilution. Acid sensitive emulsions are excluded. The product shall:

(i) consist of all synthetic components and contain no natural waxes;

(ii) contain a minimum of 22.5% nonvolatile material or equivalent to High Mileage floor finish made by Diversey;

(iii) consist of polyacrylic and polyethylene components [polymers shall be metal -linked to provide excellent detergent resistance];

(iv) be safe for use on all kinds of floors including asphalt , vinyl, linoleum, terrazzo, marble, sealed wood, cork, rubber, and other composition tile surfaces;

(v) produce a colorless, non-slip, water resistant coating having a very high gloss;

(vi) be re-coatable within thirty (30) minutes after prior coat has dr ied [second coat shall not whiten nor lift the first coat and it shall produce enhanced gloss];

(vii) resist scuffing, powdering and scratching under traffic to a satisfactory degree and shall respond to buffing;

(viii) resist wet cleaning with alkaline detergents without being removed from the floor and without destroying gloss, but be readily removable by industrial and institutional wax strippers [removability properties may be tested in accordance with ASTM D -1792-661;

(ix) not be acid sensitive and shall resist acidic cleaners and strippers, including acidic soft drinks and fruit juices;

(x) be non-yellowing on the floor;

(xi) be completely waterproof within twelve (12) hours after application; and

(xii) be free from objectionable odor and must not deve lop an offensive odor upon storage in the original, unopened container.

1.08 Minimum of Equipment, Tool, Chemicals and Supplies. For routine and daily work:

(a) Contractor shall ensure, prior to the beginning of each work shift, that each custodial closet, custodial cart, and custodial employee is provided with the equipment, tools, chemicals, and supplies necessary to complete their assigned daily tasks.

1.09 Required Major Equipment for Routine Work. The following list of equipment is necessary to complete the stated objectives for each facility. Contractor must provide specified minimum quantities of the equipment for the performance of these services:

(a) auto-scrubber (battery-operated)

(b) high speed floor machine/or dual-speed scrubber/buffer (battery-operated)

(c) wet/dry tank vacuum (battery-operated or electric)

(d) upright carpet vacuum and backpack

(e) shelf-type custodial cart

(f) small pump-up sprayer

(g) carpet extractors

(h) floor fans

1.10 Cleaning Rules. The following rules shall apply to all Contractor employees performing services under this Contract.

(a) Occupied Areas. Areas occupied by State employees shall be bypassed only if requested by the State employee(s), otherwise the area shall be cleaned. If an area is vacated prior to Contractor’s custodial employees’ departure from the building, custodians shall return and perform the required services. Areas not cleaned due to occupancy or occupant request shall be reported to the Contract Administrator the fo llowing morning by the Job/Project Manager, as defined in Section 4.02 of this Contract, or his designee. Contractors may complete a SPB “Do Not Service” form or a Floor Checklist/Report to document these instances or requests. Forms and/or reports should be left with, or sent to, the Contractor Administrator. Meeting and Hearing rooms which are occupied should be bypassed until the meeting is completed.

(b) Entrances and Doorways. All work assignments which include entrances and doorways shall include thresholds and door frames.

(c) Storage Space. Contractor shall store required supplies, materials, and equipment in storage areas and custodial closets designated by SPB. Contractor shall keep these areas neat and clean at all times and comply with applicable safety and fire regulations. Space in SPB’s facilities furnished to Contractor, subject to the approval of the Contract Administrator, for storage, supply, or janitorial closet space must be cleaned and maintained by Contractor.

(d) Uniforms. Contractor’s custodial employees shall wear uniforms. Uniforms may be company t-shirts, smocks, or other approved apparel, must be all of one uniform consistent color or design, and must be approved by the Contract Administrator. Contractor’s custodial employees shall wear clean, presentable pants (no shorts). Job/Project Managers and Supervisors, as defined in Section 4.02 of this Contract, may wear a distinguishing style of uniform, but should strive to maintain a company consistent color or design to a id in identification.

(e) Gratuities. Contractor shall instruct all personnel that no gratuities shall be solicited or accepted for any reason whatsoever from the employees of SPB, other State employees that work in the buildings or from any other person on SPB property.

(f) Visitors. No visitors shall be allowed in any State building, beyond the areas open to members of the public, including spouses or children of Contractor’s employees, unless they are bona fide employees of Contractor.

(g) Intoxicants and Illegal Drugs. Intoxicants or illegal drugs shall not be brought onto State property. The use of any kind of intoxicants or illegal drugs while on duty by Contractor’s employees may result in termination of the Contract by SPB.

(h) Use of State Equipment. Contractor and Contractor’s employees shall not use State equipment including, but not limited to, computers, telephones, facsimile machines, copiers, printers, calculators, or typewriters, except for phone use in cases of emergency or to respond to work requests from SPB or the occupying State agency of the building to which they are assigned. Misuse of this equipment may result in termination of the Contract.

(i) Soliciting. Soliciting is prohibited on SPB premises. Contractor shall inf orm its employees of this policy prior to commencing services under the Contract.

(j) Needed repairs or damages. The Job/Project Managers, as defined in Section 4.02 of this Contract, shall promptly notify the Contract Administrator of needed repairs and/ or damages to fixtures, buildings, and appurtenances. Any item of a critical, priority, or emergency nature shall be reported to the Contract Administrator immediately upon discovery.

(k) Personnel. Contractor agrees to employ competent personnel meeting the requirements outlined in the terms and conditions of this Contract, who shall be satisfactory to SPB.

Personnel assigned to perform services under this Contract may not be reassigned without the prior written notification to, and approval from, the Contract Administrator.

(l) Lights. Custodial employees shall turn off all lights in office suites, and interior office spaces, upon departing from the space at the end of the workday, if the area is unoccupied.

1.11 Inspections. After transition of incoming Contractors to new facilities, (typically thirty (30) days after contract award) SPB will begin conducting randomly scheduled on -site formal inspections, without notification. On-site inspections may occur before this time, but will be used as a corrective measure.

(a) Acceptability of Work. The Contract Administrator shall determine the acceptability of all services performed under this Contract. Definition of terms and standards set forth in this Contract will be used in evaluating services. If discrepancies are noted, and conditions are not acceptable, Contractor shall review and correct all problem areas immediately. Failure to maintain an acceptable level of service may result in the assessment of actual damages and/or termination of the Contract.

(b) Weekly Walk-Through. Once per week or more, SPB staff may perform a walk -through inspection. If unsatisfactory results are noted, the Contract Administrator will confirm the deficiencies and forward a copy of the checklist to Contractor who must cor rect the noted deficiencies within forty-eight (48) hours.

(c) Monthly Formal Inspection. At least once per month, the Contract Administrator will conduct a formal walk-through inspection. Contractor may accompany SPB personnel during this inspection, if desired. If repeat deficiencies are found and not corrected immediately, informal corrective action will be requested of Contractor. Informal corrective action is defined as a verbal request or warning to Contractor to take appropriate corre ction action.

Repeat deficiencies and/or cited violations may lead to a formal corrective action plan as further defined in Section 2.04 that may include, but is not limited to, withholding of payment, and/or termination of the Contract.

1.12 Required Meetings. During the first three months of the Contract, Contractor will be required to attend monthly meetings with the SPB. Thereafter, Contractor is required to attend quarterly meetings with the SPB. During these meetings Contractor will present a review of all work performed during the previous quarter and provide a preview of all upcoming work. All Contractor management personnel responsible for onsite work must attend the scheduled meetings. Meetings will be scheduled by the SPB and may be increas ed in frequency if necessary.

1.13 Keys for State Buildings. Designated Contractor personnel will sign out the contractor key box key from DPS on a nightly basis to access the assigned contractor key lock box that contains building keys. Designated Contractor personnel will assign building keys to contractor staff. Contractor may not assign more than one key ring at a time to any employee. Designated Contractor personnel must sign off when a key is being assigned and again when being turned back in. Keys should never be handed off from one employee to another without first being checked back in. At the end of the shift, all keys must be accounted for and the key box key must be signed back in to DPS. DPS Personnel will perform a key inventory with a Designated Contractor employee at the end of each night. All keys remain the property of SPB, at all times, and shall be surrendered immediately to the Contract Administrator upon request. For any lost keys, Contractor shall immediately repo rt this to the Contract Administrator and Department of Public Safety and will be responsible for the cost of re-keying any and all locks and keysets throughout the affected facility. If SPB determines that Contractor has made additional keys, or allowed a dditional keys to be made, or Contractor cannot account for the number of keys issued by SPB to Contractor, SPB may immediately terminate the Contract and assess actual damages for the cost of re -keying the affected facility.

1.14 Security and Identification. SPB will issue a protocol for all Contractor employees to enter the buildings. In general, every Contractor employee will be required to present a photo ID to be assigned a Contractor ID badge. ID badges will be stored with building keys in the key lock box. Contractor sign in at the designated Department of Public Safety (DPS) entry point for each building. No Contractor employee will be allowed to work without signing in through the DPS entry point. All employees must sign out upon shift completio n.

Contractor shall abide by all procedures and rules as conveyed by the Contract Administrator regarding security requirements of the buildings where services are to be performed. A complete list of all of the Contractor’s personnel or subcontracted pers onnel shall be provided to the Contract Administrator upon execution of the Contract and prior to any services being performed. The same information must be provided for new employees of Contractor prior to services being performed by such employee under t his Contract.

Contractor’s approved employees and subcontractors will be issued Contractor badges by DPS, which must be visibly and prominently displayed at all times during the performance of services under this Contract. Badges will be checked upon sign ing in at the start of the work shift and returned to DPS at the conclusion of the work shirt. No Contractor badges may be taken off site at any time or be used by other than the Contractor employee identified on the badge. Failure to follow any part of the security protocol may result in termination of the contract.

1.15 Miscellaneous. The following miscellaneous provisions shall apply to Contractor when performing the services required under this Contract.

(a) Contractor response. Contractor must respond to Contract correspondence from SPB within two hours (2) of receipt.