ESBD_436085_1752607839710_EXHIBIT_F.6_Statement of Work.pdf

Rev. 03/05/2019

JANITORIAL STATEMENT OF WORK

1.0 Service Location:

510 Avenue F Bay City, TX 77414 Approximate Square Footage*: 1,400

* Contractor is responsible for verifying square footage for each type of flooring.

2.0 DPS Contract Monitor:

Gearold Crouse 12230 West Rd., Houston, TX 77065 281-517-1208 Gearold.crouse@dps.texas.gov

3.0 Period of Service:

The service period will be from date of Award through 31 August 2030. Contract award term is for 5 years.

Contractor Service Requirements:

The Contractor will furnish all labor necessary to perform the cleaning service on a three (3) day per week basis, Monday, Wednesday and Friday, starting after 5:00 PM. Any changes to this schedule must be approved by the Contract Monitor in writing. (This excludes holidays when the office is closed).

4.0 Criminal History Background Checks:

Contractor will have its project personnel submit to a DPS fingerprint-based criminal history background investigation completed within ten calendar days from date of award. To facilitate this criminal history background investigation, each person is required to complete the DPS Contractor Background Information form (HR-22), provided by DPS. Contractor is not responsible for any costs associated with obtaining any fingerprints for the criminal history background investigation. In the event of a failed background check, the Contractor will have five calendar days from the announcement of failure date to re-submit completed Background forms to the Contract Monitor for replacement personnel. DPS will not allow personnel to work at the facility who have not successfully completed a DPS fingerprint-based criminal history background investigation and who do not otherwise maintain a DPS security clearance. In addition, DPS has the right to prevent Contractor’s personnel from gaining access to the DPS building(s) and computer systems if DPS determines that such personnel do not pass the background check or fail to otherwise maintain a DPS security clearance.

If all personnel have not been cleared within 30 calendar days from the date of award, the purchase order (PO) will be cancelled and awarded to next qualified Bidder listed on the Bid Tabulation. The above procedures and stipulations will apply to any subsequent Bidders that are awarded the project. DPS is a Law Enforcement organization and will make every effort to enforce applicable State of Texas, Federal and International laws. Persons with outstanding warrants will be subject to immediate arrest. Persons with criminal histories are not allowed on DPS property. Non-disclosure statements may also be required when working on or within certain DPS locations.

5.0 General Requirements:

A. Janitorial Service Meeting: A Contractor Representative must meet with the DPS Contract

Monitor and/or their designee, prior to or within the first 30 days of commencing work, at the project site, under this contract and for each subsequent renewal period. At this meeting the Contract Monitor and their designee(s) will be identified.

B. Contractor Sign In: Contractors assigned a building access security badge will not be required to sign in. Contractors without an access badge must sign in at the front desk prior to each service unless the start time is after hours, then the Janitorial Service Contract (Attachment A) will suffice.

If an access badge is lost or stolen the contractor must notify the Contract Monitor immediately. Upon termination of this contract all badges must be returned to the Contract Monitor or the Contractor must pay the cost of each card.

C. Cleaning Supplies: The contractor will be responsible for providing all cleaning supplies and equipment. Upon the request of the Contract Monitor, the contractor must provide a copy of the Safety Data Sheet (SDS) for any chemical used in a Department facility.

Note:

DPS will provide paper towels, toilet paper, toilet seat protectors, hand soap, sanitary napkin trash liners, and trash liners.

D. Janitor Closets: Janitor closets, equipment, material and supplies must be kept neat and orderly. The janitor’s closet must remain locked at all times to restrict access to only contracted custodial employees and authorized DPS employees.

E. Estimated Weekly Hours (Attachment B): Annually the Contractor is to provide to the Contract Monitor, the number of employees providing services under this PO and the estimated number of weekly hours that will be worked by each employee within 30 days of the contract award.

F. Building Issues: Contractor is to notify the DPS on-site contact of defective lamps and fixtures, malfunctioning restroom facilities and other conditions relative to this service.

G. Janitorial Service Report (Attachment A): The contractor must complete the Janitorial Service Report after each service by recording the date, selecting only the service categories completed as outlined in this specification, and writing the contracted employee name(s).

This service report requires a signature from the Contractor or their employee. The Contractor must review all deficiencies with the Contract Monitor and provide a plan of action.

6.0 Daily Cleaning:

These duties will be performed in all areas as per the contract service requirements above and will be prorated as indicated if services are not fully performed. The percentage of proration for daily cleaning can be found next to the each service category.

A. General Cleaning (34%):

1. Dust or damp wipe - general public areas, windowsills, low ledges, moldings, files and other furnishings as needed.

2. Drinking fountain – clean with product suitable for stainless steel and disinfect.

3. Doors, walls, and baseboards will be spot washed as needed.

4. Clean Interior doors, exterior doors, and side glass.

5. Exterior Ashtrays – empty and clean.

6. Clean the exterior of microwave ovens in the building’s primary break area(s).

7. Clean the exterior of refrigerators in the building’s primary break area(s).

8. Pick up trash and paper daily within 30 feet of the perimeter of the building.

9. Trash containers / Waste receptacles – Trash containers must be emptied daily and cleaned as needed. All trash liners must be replaced when torn or soiled and removed from the premises daily (DPS provides a trash dumpster).

Note:

Cleaning of electronic equipment is prohibited.

B. Restroom Cleaning and Sanitation (33%):

1. Commodes, urinals, and washbasins – scour and disinfect, wash commode seats with disinfectant.

2. Floors – mop or scrub as needed with disinfectant soap; rinse with clear water.

3. Bright metal fixtures, exposed pipes, fittings and valves – clean with germicidal cleaner and wipe dry.

4. Mirrors –clean.

5. Partitions and vanity top – damp clean using disinfectant soap solution.

6. Walls – spot clean or wash completely as needed with disinfectant soap solution.

7. Woodwork, doors, and doorframes – clean.

8. Dispensers – clean hand towel and toilet tissue dispensers.

9. Refill dispensers daily.

C. Floor Maintenance (33%):

Note:

The floor finishes described below may or may not be present in the building.

Note:

Epoxy, stained concrete, or other types of flooring must be maintained according to the manufacturer’s instructions. Preventative actions should be taken to ensure water/cleaner runoff does not damage materials stored on the floors.

1. Sweep floors.

2. Damp mop floors with a mild cleaner.

3. Ceramic Tile floors – sweep and/or mop with treated dust control tools and remove beverage spills by damp mopping or wiping.

4. Vinyl Composition Tile floors - will be spot cleaned and polished as needed

5. Entrances (front, side, and back) – sweep and/or mop steps.

6. Vacuum all carpeted areas once a week or more frequently as needed - this includes corners, underneath desks, and partitions.

7. Carpet must be spot cleaned as needed to remove stains.

8. Mats/runners - clean mats, clean underneath (by best means) and return to their proper place.

9. Chairs - Move all chairs, clean underneath and return to their proper place

7.0 Monthly Cleaning:

The following duties will be performed in all areas monthly. Payment will only be rendered when monthly cleaning services are completed and invoiced.

Note:

A written request must be submitted by the Contract Monitor requiring an earlier service.

A. General Cleaning:

1. All interior glass panels in the doors will be cleaned monthly.

2. High ledges, tops of doors, doorframes, exit signs, air vents, and grills will be dusted or vacuumed monthly.

8.0 Prorating:

The Contractor will not be entitled to payment for any service(s) not performed. The monthly payment will be prorated based on the number of days that service was provided. The percentage of proration can be found above in the appropriate daily cleaning service category and on the Janitorial Service Report Checklist below (Attachment A).

Prorated payments will be calculated as follows:

a) Divide the maximum monthly payment by the total number of days that service was to be provided within the invoiced month giving the daily service cost for the month.

b) The daily service cost is then multiplied by the number of days that service was actually provided resulting in the prorated payment for the month.

9.0 Invoices:

Invoices must be submitted by the 5th day of each month following the previous month’s service.

The itemized invoice must include the DPS PO number and month of service along with a copy of the Janitorial Service Checklist (Attachment A). This information must be sent to:

Department of Public Safety, Finance, PO Box 4087, Austin, TX 78773-0130 or emailed to APinvoices@dps.texas.gov and a courtesy copy must be sent to Reg2AdminWorkOrderReq@dps.texas.gov).).

DPS will incur no penalty for late payment if payment is made in 30 or fewer days from receipt of goods or services and an uncontested invoice.

10.0 Attachments:

See below to view the listed attachments.

mailto:APinvoices@dps.texas.gov mailto:@dps.texas.gov

Attachment A:

• Janitorial Service Report.

Attachment B:

• Annual Contractor Schedule Instructions and Log

End of Section

Attachment A.

Attachment B.

Attachment B Cont...