ESBD_File_352348_SOLICIEXH_F.6_405-24R0010432_910-39_SOW.pdf

Rev. 02/15/21

JANITORIAL STATEMENT OF WORK

1.0 Service Location:

Comanche Area Office

101 FM 3381

Comanche, TX 76642 Usable Square Footage: 2154 Note: Contractor is responsible for verifying square footage for each type of flooring.

2.0 DPS Contract Monitor:

Brenda Romero 1404 Lubbock Business Park Blvd, Ste 100. Lubbock, Texas 79403 Office: 806-740-8960 Brenda.Romero@dps.texas.gov

3.0 Period of Service:

The service period will be from date of Award through 08/31/2028. Note: Contract durations cannot exceed five (5) years. DPS reserves the right to terminate this contract in accordance with the standard terms and conditions.

Unless otherwise coordinated with, and approved by, the contract monitor in writing, all services must be performed between the hours of 4:00PM and 8:00PM Monday, Wednesday, Friday.

Note: This contract is a duties based contract and the contractor is required to arrive during the hours specified, on the day (s) indicated and may leave once all duties have been performed. Contractor must allow enough time to perform all duties listed in this contract and vacate the premises by the end time specified.

4.0 Contractor Service Requirements:

The Contractor will furnish all labor necessary to perform service. Any changes to this schedule in service 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 prebid conference or to perform contracted services after award, they will be required to bring their own Personal Protective Equipment.

1. There may be a check in point where DPS staff could take their temperature.

2. There may be a check point where the Contractor, and all members of their team, will be asked to show that you brought your mask.

3. Contractor may be asked to fill out a short questionnaire concerning possible COVID 19 symptoms.

4. Contractor will be expected to wear personal protective equipment (PPE) and keep a social distance of at least 6’-0”, which is the recommendation of the CDC. (Even for meetings that take place outside of the building, this will be expected.)

5.0 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) -may 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.

6.0 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 24 hours 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 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.

C. Cleaning Supplies: The contractor will be responsible for providing all cleaning and sanitation 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. 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.

F. 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 statement of work (SOW), and writing the contracted employee name(s). This service report requires a signature from the Contractor or their employee. In the event 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 amounts of invoice adjusment.

7.0 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. See Attachment A.

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 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 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.

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.

8.0 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 will be cleaned monthly.

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

9.0 Optional Services to be Performed during a Pandemic:

In the event of a pandemic situation is declared; the contractor may need to Implement a Center for Disease Control approved / recommended “pandemic” protocol for housekeeping and janitorial protocols for maintaining a healthy environment and inhibiting the spread of the contagion on facility premises.

These duties will be performed in all areas as per the contract service requirements below and as shown in Attachment B and Attachment C DPS reserves the right to increase or decrease services as applicable.

Payment will be adjusted to reflect the modified time and effort required to meet pandemic protocols. Any services required in addition to those specified in the contract need approval by Procurement and Contract Services. The percentage of proration for specified cleaning can be found next to the following service categories:

A. Hourly Cleaning and Sanitation(60%)

1. Sanitize elevators controls (lobby and car)

2. Sanitize Entr. doors (handles and knobs)

3. Sanitize drinking fountains

4. Sanitize all public area counter tops

5. Sanitize all restroom fixture controls

6. Sanitize all bathroom countertops

7. Sanitize restroom door handles & knobs

8. Sanitize break room microwaves surfaces

9. Sanitize break room Ice machine surfaces

10. Sanitize break room refrigerator surfaces

11. Sanitize break room sink and fixtures

12. Sanitize break room tables and chairs

13. Sanitize all handicap door buttons

14. Sanitize all public kiosks / keyboards

15. Sanitize office door (handles and knobs)

16. Sanitize office light swtch / cover plates

B. Daily Cleaning and Sanitation (40%)

1. Sanitize soap dispenser

2. Sanitize all sharps container in restroom

3. check / refill sanitizers in public areas

4. Sanitize classroom tables

5. Sanitize the entire restroom

6. Empty and Sanitize refuse containers

7. Sanitize vending machines surfaces

8. Sanitize all public phones

9. Sanitize public showers

10. Sanitize all hand rails

11. Sanitize copiers surfaces and control pad

12. Sanitize light switches / cover plates

Note:

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

10.0 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 in Section 7.0 Daily Cleaning category and on the Janitorial Service Report Checklist below (Attachment B).

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.

11.0 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).

Note: If both documents are not received, payment may be delayed until received. 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 to Reg5AdminWorkOrderReq@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.

12.0 Attachments:

See below to view the listed attachments.

Attachment A:

• TXDPS Janitorial Service Report

Attachment B:

• Janitorial Pandemic Infection Control Protocols

Attachment C:

• TXDPS Pandemic Janitorial Service Report

End of Section mailto:APinvoices@dps.texas.gov

Attachment A.

This document is required to ensure that service vendors are completing their contractual obligations and the department generates payment only for services received. Submit this report for the previous month by the 5th of each month to Region 5 Facilities - Reg5AdminWorkOrderReq@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.

ndor Name Location nth & Year

Daily Services Periodic Services: Monthly

Da te

G en er al

Cl ea ni ng (3

4%

Re st ro om s (3

3%

Fl oo r M ai nt

(3 3%

G en er al

Cl ea ni ng

Name of contractor employee(s) who cleaned the building

Building Manager Notes

Attachment B.

DPS Janitorial Pandemic Infection Control Protocols

Building: Staff Required:

Period/Time: Business hours only All Areas of the Building Use sanitizing chemicals

H = Hourly; D = Daily

MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY

Sanitizing Protocol H D H D H D H D H D Sanitize elevators controls (lobby and car) ✓ ✓ ✓ ✓ ✓ Sanitize Entr. doors (handles and knobs) ✓ ✓ ✓ ✓ ✓ Sanitize drinking fountains ✓ ✓ ✓ ✓ ✓ Sanitize all public area counter tops ✓ ✓ ✓ ✓ ✓ Sanitize all restroom fixture controls ✓ ✓ ✓ ✓ ✓ Sanitize all bathroom countertops ✓

Sanitize restroom door handles & knobs ✓

Sanitize soap dispenser ✓ ✓ ✓ ✓ Sanitize all sharps container in restroom ✓ ✓ ✓ ✓ ✓ check / refill sanitizers in public areas ✓ ✓ ✓ ✓ ✓ Sanitize classroom tables ✓ ✓ ✓ ✓ ✓ Sanitize the entire restroom ✓ ✓ ✓ ✓ ✓ Empty and Sanitize refuse containers ✓ ✓ ✓ ✓ ✓ Sanitize break room microwaves surfaces ✓ ✓ ✓ ✓ ✓ Sanitize break room Ice machine surfaces ✓ ✓ ✓ ✓ ✓ Sanitize break room refrigerator surfaces ✓ ✓ ✓ ✓ ✓ Sanitize break room sink and fixtures ✓ ✓ ✓ ✓ ✓ Sanitize break room tables and chairs ✓ ✓ ✓ ✓ ✓ Sanitize vending machines surfaces ✓ ✓ ✓ ✓ ✓ Sanitize all public phones ✓ ✓ ✓ ✓ ✓ Sanitize office door (handles and knobs) ✓ ✓ ✓ ✓ ✓ Sanitize office light swtch / cover plates ✓ ✓ ✓ ✓ ✓ Sanitize public showers ✓ ✓ ✓ ✓ ✓ Sanitize all hand rails ✓ ✓ ✓ ✓ ✓ Sanitize all handicap door buttons ✓ ✓ ✓ ✓ ✓ Sanitize copiers surfaces and control pad ✓ ✓ ✓ ✓ ✓ Sanitize light switches / cover plates ✓ ✓ ✓ ✓ ✓ Sanitze furniture in public areas ✓ ✓ Sanitize all public kiosks / keyboards ✓ ✓ ✓ ✓ ✓

Attachment C.

This document is required to ensure that service vendors are completing their contractual obligations and the department generates payment only for services received. Submit this report for the previous month by the 5th of each month to Region 5 Facilities - Reg5AdminWorkOrderReq@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.

Vendor Name Location Month & Year

Da te

Ho ur ly C le an in g

(6 0%

Da ily

C le an in g (4

0%

Name of contractor employee(s) who cleaned the building

Building Manager Notes