ESBD_535256_1783517299296_SOL_EXH_F.3_SOW.pdf

Rev. 05/30/2023

TEXAS DEPARTMENT OF PUBLIC SAFETY

JANITORIAL STATEMENT OF WORK

1.0 Service Location:

600 West Kilpatrick Cleburne, TX 76033 Usable Square Footage: 7339.13 *Contractor is responsible for verifying the square footage for each type of flooring.

2.0 Contractor Service Requirements:

The contractor must furnish all labor necessary to perform janitorial cleaning services to meet the specifications. Services will be provided five (5) days per week, Monday through Friday, from 4:00PM to 12:00AM (8 hours). Any changes to this schedule must be approved by the contract monitor in writing. (This excludes holidays when the office is closed).

During a pandemic, as determined by DPS, when the Contractor arrives at a DPS Office for a pre-bid conference or to perform contracted services after award, they must bring their own Personal Protective Equipment.

A. Contractor must follow agency-adopted pandemic protocols.

3.0 General Requirements:

A. A Contractor Representative must meet with the DPS Contract Monitor and their designee, before or within the first 24 hours of commencing work, at the project site, under this contract and for each subsequent renewal period. The Contract Monitor and their designee(s) must be identified at this meeting.

The Contractor is responsible for ensuring that a sufficient number of employees have passed the required background check for each location to prevent a lapse in service if the primary contract employee is unavailable.

B. Contractors assigned building access security badges are not required to sign in. Contractors without an access badge must sign in at the front desk before each service unless the start time is after hours;

the Janitorial Service Contract (Attachment A) must suffice.

C. If an access badge is lost or stolen, the Contractor must notify the Contract Monitor immediately and may be charged for a replacement card. Upon termination of this contract, all badges must be returned to the Contract Monitor, or the Contractor must pay the cost of each card.

D. The Contractor must provide all cleaning and sanitation supplies, tools, 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 DPS facility.

Note:

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

E. All Safety Data Sheet (SDS) criteria must be followed for all cleaning duties.

F. Janitor closets, equipment, materials, and supplies must be neat and orderly. The janitor’s closet must remain locked to restrict access to only contracted custodial employees and authorized DPS employees.

G. The Contractor must notify the DPS on-site contact of defective lamps and fixtures, malfunctioning restroom facilities, and other conditions relative to this service.

H. The Contractor must complete the Janitorial Service Report (Attachment A)after each service by recording the date, selecting only the service categories completed as outlined in this statement of work (SOW), and writing the contracted employee name(s). This service report requires a signature from the Contractor or their employee. If deficiencies, as outlined in this statement of work, exist, the Contract Monitor and Contractor (or representative) must agree upon a plan of action and identify the amount of invoice adjustment.

4.0 Daily Cleaning:

These duties must be performed in all areas per the contract service requirements above and prorated as indicated if services still need to be fully performed. The proration percentage for daily cleaning can be found next to each service category. See Attachment A.

A. General Cleaning (40%):

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

2. Drinking fountain – clean and disinfect.

3. Doors, walls, and baseboards must be spot washed.

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 thirty (30) feet of the perimeter of the building.

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

Note:

Cleaning of electronic equipment is prohibited.

B. Restroom Cleaning and Sanitation (30%):

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

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

3. Clean, bright metal fixtures, exposed pipes, fittings, and valves –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 thoroughly with a disinfectant soap solution.

7. Woodwork, doors, and doorframes – clean.

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

9. Refill dispensers daily.

C. Floor Maintenance (30%):

Note:

The floor finishes described below may or may not be present in the building. 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 - must 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, including corners, underneath desks, and partitions.

7. Carpet must be spot cleaned as needed.

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

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

5.0 Monthly and Semi-Annual Cleaning:

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

Note:

The Contract Monitor must submit a written request requiring an earlier service.

A. General Cleaning:

1. All interior glass panels must be cleaned monthly.

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

3.Vinyl Composition Tile floors – Stripped and waxed every six (6) months.

4. Ceramic Tile floor -- scrub with disinfectant soap; rinse with clear water and mop and dry.

Care should be taken as prescribed in using chemicals and soap to the prescribed flooring every six (6) months.

Note:

Sanitize is defined as cleaning something to make it free of bacteria or disease-causing elements.

6.0 Prorating:

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

Prorated payments must 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, given the daily service cost for the month.

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

7.0 Attachments:

See below to view the listed attachments.

Attachment A:

• DPS Janitorial Service Report

Attachment B:

• Janitorial Pandemic Infection Control Protocols

Attachment C:

• DPS Pandemic Janitorial Service Report

End of Section

Attachment A

Contractor Signature:

Onsite DPS Contact: Phone: Click to enter text Date:

This document is required to ensure that Contractors complete their contractual obligations and that the department generates payment only for services received. Submit this report for the previous month by the 5th of each month to Region 1 Facilities - Reg1AdminWorkOrderReq@dps.texas.gov Note: If a service has been missed, an inadequate service is performed, or an unauthorized Contractor attempts to access a site, please notify the Regional Facilities Management team immediately.

Daily Services Periodic Services: Monthly

# D at e

G en er al

C le an in g

R es tr oo m s (3

3%

Fl oo r M ai nt

(3

3%

G en er al

C le an in g

Name of Contractor employee(s) who cleaned the building

Building Manager Notes

1 ☐ ☐ ☐ ☐ 2 ☐ ☐ ☐ ☐ 3 ☐ ☐ ☐ ☐ 4 ☐ ☐ ☐ ☐ 5 ☐ ☐ ☐ ☐ 6 ☐ ☐ ☐ ☐ 7 ☐ ☐ ☐ ☐ 8 ☐ ☐ ☐ ☐ 9 ☐ ☐ ☐ ☐ 10 ☐ ☐ ☐ ☐ 11 ☐ ☐ ☐ ☐ 12 ☐ ☐ ☐ ☐ 13 ☐ ☐ ☐ ☐ 14 ☐ ☐ ☐ ☐ 15 ☐ ☐ ☐ ☐ 16 ☐ ☐ ☐ ☐ 17 ☐ ☐ ☐ ☐ 18 ☐ ☐ ☐ ☐ 19 ☐ ☐ ☐ ☐ 20 ☐ ☐ ☐ ☐ 21 ☐ ☐ ☐ ☐ 22 ☐ ☐ ☐ ☐ 23 ☐ ☐ ☐ ☐ 24 ☐ ☐ ☐ ☐ 25 ☐ ☐ ☐ ☐ 26 ☐ ☐ ☐ ☐ 27 ☐ ☐ ☐ ☐ 28 ☐ ☐ ☐ ☐ 29 ☐ ☐ ☐ ☐ 30 ☐ ☐ ☐ ☐ 31 ☐ ☐ ☐ ☐

Contractor Name _____________________ Location ________________________

Month & Year _____________________ Floors Stripped & Waxed: ☐

DPS Janitorial Service Report

Attachment B

Building: Staff Required:

Period / Time: Business Hours Only All Areas of the Building Use Sanitizing Chemicals

H = Hourly D = Daily

Janitorial Pandemic Infection Control Protocols

Attachment C

Contractor Signature:

Onsite DPS Contact: Phone: Click to enter text Date:

This document is required to ensure that Contractors complete their contractual obligations and that the department generates payment only for services received. Submit this report for the previous month by the 5th of each month to Region 1 Facilities - Reg1AdminWorkOrderReq@dps.texas.gov Note: If a service has been missed, an inadequate service is performed, or an unauthorized Contractor attempts to access a site, please notify the Regional Facilities Management team immediately.

# D at e

H ou rl y

C le an in g

D ai ly C le an in g

(4 0%

Name of Contractor employee(s) who cleaned the building

Building Manager Notes

1 ☐ ☐ 2 ☐ ☐ 3 ☐ ☐ 4 ☐ ☐ 5 ☐ ☐ 6 ☐ ☐ 7 ☐ ☐ 8 ☐ ☐ 9 ☐ ☐ 10 ☐ ☐ 11 ☐ ☐ 12 ☐ ☐ 13 ☐ ☐ 14 ☐ ☐ 15 ☐ ☐ 16 ☐ ☐ 17 ☐ ☐ 18 ☐ ☐ 19 ☐ ☐ 20 ☐ ☐ 21 ☐ ☐ 22 ☐ ☐ 23 ☐ ☐ 24 ☐ ☐ 25 ☐ ☐ 26 ☐ ☐ 27 ☐ ☐ 28 ☐ ☐ 29 ☐ ☐ 30 ☐ ☐ 31 ☐ ☐

Contractor Name _____________________ Location ________________________

Month & Year _____________________

DPS Pandemic Janitorial Service Report