Exhibit A.pdf

Cleaning Services Requirements 1 of 5 December 2024

EXHIBIT A

CLEANING SERVICES REQUIREMENTS

– Scope of Work (SOW) -

PART 1 – GENERAL REQUIREMENTS

1.1 Description

The Contractor shall provide all personnel, equipment, tools, materials, supervision, and services necessary to perform the janitorial services as described in these specifications. The required result is to maintain the facility(s) in such a manner as to provide a sanitary, healthy, and safe work environment for occupants.

The specifications contained in this document have been developed to establish the minimum level of janitorial services required. This work will include Cleaning Services at the South Dakota Army National Guard (SDARNG) Watertown Readiness Center. Cleaning Services are to be completed per the requirements enclosed in this document for the identified areas on the enclosed map.

1.2 SD Dept. of the Military/SDARNG Point of Contact

A. The following individual is approved point of contact:

1. Mr. Bradley Stege Preventive Maintenance Manager Brad.Stege@state.sd.us Office: 605.737.6564

2. All official correspondence, direction and invoicing must be issued from or to the point of contact listed above. All other correspondence or direction is to be considered non-official and the contractor assumes responsibility for following such correspondence or direction.

1.3 Site Access

A. Work Schedule

1. The SDARNG works Tuesday through Friday, 6:30 am to 5:00 pm.

2. Contractor may be required to perform services in specified facility areas during business hours due to security reasons.

3. Contractor will be allowed to perform services in all other facility areas on the contractor’s schedule, as long as activities do not interrupt work of SD Department of the Military or SDARNG employees. After business hours is preferred.

4. This facility will be cleaned each working day.

5. The contractor will not be paid for days observed as State Holidays unless requested to perform such services. State Holidays include but are not limited to: New Year’s Day, Martin Luther King Jr. Day, Presidents’ Day, Memorial Day, Independence Day, Labor Day, Native American Day, Veterans Day, Thanksgiving Day, and Christmas Day.

a. Holidays are observed on their respective date unless the date lands on a Saturday, Sunday, or

Monday.

b. Saturday holidays are observed on Fridays, Sunday and Monday holidays are observed on

Tuesdays.

B. Proximity Cards & Keys

1. Contractor shall provide a list of employees and pertinent information (Legal Name, D.O.B., Drivers License Number or SSN, etc.) for a security check.

2. No one is allowed into the facility other than those individuals responsible for performing services.

3. The contractor must lock the building when leaving and secure gates as applicable.

4. Failure to maintain a secure environment, properly lock the building and the gates will result in a complaint to vendor and possible cancellation of the contract.

1.4 Inspection and Correction of Deficiencies

A. Performance evaluations noting deficiencies in the contractor’s performance will be provided monthly.

B. Deficient work must be corrected within 48 hours.

mailto:Brad.Stege@state.sd.us

Cleaning Services Requirements 2 of 5 December 2024

C. Repeated failure to correct performance deficiencies may result in cancellation of the contract.

1.5 Damage

A. Contractor is responsible for any damage done to any property and will be required to make repairs accordingly. The Contractor performing work on State property shall report all accidents and/or injuries to the Contract Administrator or designee.

1.6 Payment

A. Contractor will provide all labor, equipment and supplies necessary to complete the services described herein.

B. All costs for supplying required insurances, employee fringe benefits, social security or other governmental business taxes must be incorporated into bid price quoted for this service. Such costs may not be billed separately.

C. Contractor shall submit itemized invoices for work completed based on the agreed upon monthly bid rate.

Monthly bid rate shall include all services contained herein. No additional compensation shall be made.

PART 2 – MATERIALS

2.1 Equipment and Cleaning Supplies:

In order to promote principles of sustainability, all cleaning products used shall, when feasible, be environmentally safe, biodegradable, and be low-VOC (Volatile Organic Compounds). Our goal is 100% use of “green” products as defined by Green Seal’s GS-37 and GS-40 standards.

2.2 Air Quality:

Because indoor air quality protection is a concern for agencies, all vacuum cleaners will be of a type that can remove 99.97% of harmful particles, including dust, mold spores, and most microscopic respiratory irritants and allergens down to 1 micron. If disposable vacuum bags are used, they must be replaced in accordance with the manufacturer’s directions once filled and cannot be re-used. All vacuums must meet or exceed the following requirements: 12 amp motors; a suction of 85 inches; and airflow of 100 cfm.

2.3 Janitorial Supplies and Equipment:

A. The Contractor must have equipment and staff to adequately perform the specified services, and in the event of mechanical breakdown, will be expected to provide backup service so that janitorial services are performed as requested.

B. The Contractor must furnish all power equipment such as floor machines, vacuum systems, carpet cleaning systems, etc. and all other equipment.

C. The Contractor must supply all cleaners, finishes, etc. for the treatment of various types of flooring and/or carpeting. Use only such materials as are recommended and approved by the flooring manufacturer.

2.4 Storage

A. The State will furnish an area, when necessary, for storage of the Contractor's equipment and supplies. The

Contractor will be held solely responsible for all items stored on State premises.

B. The contractor will be required to submit a complete list by brand name and product number of all supplies to be used in fulfilling this contract and Materials Safety Data Sheets (MSDS) prior to starting any work. Right is reserved by State to accept or reject these items. An acceptable substitute must be immediately furnished for any rejected item.

C. Supplies must be stored and labeled per OSHA requirements.

D. Maintain janitorial closet/storage areas in accordance with all codes and standards.

E. Failure to properly store supplies will result in a complaint to vendor and possible cancellation of the contract.

PART 3 – EXECUTION

3.1 GENERAL

A. The Contractor is responsible for the moving and resetting of all furniture, chair pads, garbage receptacles, etc. to accomplish all cleaning services described herein.

3.2 CLEANING SERVICES:

Cleaning Services Requirements 3 of 5 December 2024

A. Areas to be Cleaned (Shaded Green on Diagram)

1. Entrances, Lobbies and Corridors

These areas are generally the first areas seen by staff and visitors. Their condition and cleanliness leaves a lasting impression on all that enter the building. It is of the utmost importance that these areas are maintained to a standard of excellence.

a. Daily:

i. Empty waste receptacles, wipe and/or polish external surface, replace turn/soiled liners.

ii. Dust credenza and counter tops which are cleared of loose paperwork.

iii. Sweep floors using yarn-wick brush treated with sweeping compound.

iv. Hard surface floors - Hand work stubborn stains and scuff marks with neutral cleaner diluted in warm water.

v. Vacuum carpet areas and mats; remove soil spots.

vi. Disinfect and polish drinking fountains.

vii. Clean entrance door glass.

viii. Disinfect handrails.

ix. Spot clean smudges and marks from washable walls, doors, and door jams.

b. Weekly:

i. Dust horizontal surfaces within reach.

ii. Clean glass partitions, display cases, and interior door glass.

iii. Spot-clean finger marks and smudges on walls, door facings, and doors. Use detergent solution in spray bottle and a cloth.

iv. Dust Furniture.

v. Hard Surface Floors

1. Scrub with a mechanical machine and neutral cleaner.

2. Mop up residue with clean water before it dries, do not allow neutral cleaner to dry on surface.

3. Once surface is dry, buff with mechanical buffing machine.

c. Monthly:

i. Dust vents, lights, pipes, window blinds, over doorways, hanging light fixtures and connecting and horizontal wall surfaces.

ii. Disinfect drinking fountains.

d. Bi-Annually:

i. Strip all old finish coats from hard surface floors.

ii. Apply minimum 6 coats wax finish to stripped and clean hard surface floors (finish to match existing).

iii. Clean/shampoo all carpeted floors.

2. Restrooms, Locker Rooms and Showers

a. Daily:

i. Clean mirrors.

ii. Spot clean smudges and marks from washable walls, doors, door jams, and switch plates.

iii. Thoroughly clean and disinfect toilets, urinals, and wash basins.

iv. Restock dispensers: soap, paper towel, toilet tissue and sanitary napkins.

v. Empty waste receptacles, wipe and/or polish external surface, replace turn/soiled liners.

vi. Dust mop and wet mop floors with disinfectant solution.

b. Weekly:

i. Thoroughly clean and disinfect shower rooms and dressing rooms.

ii. Polish stainless steel and chrome surfaces.

iii. Spot clean walls, doors, and lockers.

iv. Damp clean and polish partitions thoroughly.

v. Pour at least one gallon of water down floor drains.

vi. Dust and clean vents, lights, pipes, window blinds, over doorways, hanging light fixtures and connecting and horizontal wall surfaces.

c. Monthly:

Cleaning Services Requirements 4 of 5 December 2024

i. Scrub floor with floor scrubber.

d. Bi-Annually:

i. Strip and seal all hard surfaced floors (satin finish).

3. Break Room

i. Empty waste receptacles, wipe and/or polish external surface, replace turn/soiled liners.

ii. Clean table tops with disinfectant.

iii. Dust mop and wet mop floors with disinfectant solution.

iv. Spot clean smudges and marks from washable walls, doors, door jams, and switch plates

b. Weekly:

i. Disinfect drinking fountains and sinks.

ii. Polish stainless steel and chrome surfaces.

iii. Thoroughly clean furniture.

iv. Hard Surface Floors

1. Scrub with a mechanical machine and neutral cleaner.

2. Mop up residue with clean water before it dries, do not allow neutral cleaner to dry on surface.

3. Once surface is dry, buff with mechanical buffing machine.

c. Monthly:

i. Dust and clean vents, lights, pipes, window blinds, over doorways, hanging light fixtures and connecting and horizontal wall surfaces.

d. Bi-Annually:

i. Strip and seal all hard surfaced floors (satin finish).

4. Physical Fitness Room

i. Empty waste receptacles, wipe and/or polish external surface, replace turn/soiled liners.

ii. Vacuum traffic patterns on carpeted floors and remove soil spots.

iii. Dust mop floors and spot clean using recommended treatment for dust mop.

iv. Spot clean smudges and marks from washable walls, doors, door jams, and switch plates

v. Spot clean glass in doors and partitions.

b. Bi-Weekly:

i. Clean and disinfect all physical fitness equipment

ii. Disinfect rubber floors in physical fitness areas

c. Weekly:

i. Clean glass in doors and partitions.

ii. Clean and disinfect drinking fountains.

iii. Vacuum carpeted areas thoroughly.

iv. Vacuum upholstered furniture.

v. Clean all furniture.

vi. Spray buff tiled floors; remove scuffmarks

vii. Clean mirrors in Physical Fitness Areas

d. Monthly:

i. Dust and clean vents, lights, pipes, window blinds, over doorways, hanging light fixtures and connecting and horizontal wall surfaces.

B. Areas to be Cleaned Periodically (Shaded Magenta on Diagram)

1. Auditorium, Classrooms and Conference Rooms

a. Every Two Weeks:

i. Spot clean smudges and marks from washable walls, doors, door jams, and switch plates.

ii. Disinfect drinking fountains.

iii. Disinfect furniture surfaces.

iv. Clean door surfaces.

Cleaning Services Requirements 5 of 5 December 2024

v. Dust mop and wet mop hard surfaced floors.

vi. Wet mop floors with disinfectant solution.

vii. Clean glass in doors and partitions.

b. Quarterly:

i. Scrub non-carpeted floors with mechanical scrubber.

ii. Dust vents, lights, pipes, window blinds, over doorways, hanging light fixtures and connecting and horizontal wall surfaces.

2. Offices

a. Every Two Weeks:

i. Spot clean glass in doors and partitions.

ii. Dust furniture surfaces and damp clean tabletops.

iii. Clean door surfaces.

iv. Dust mop and wet mop tiled floors.

v. Wet mop floors with disinfectant solution.

b. Quarterly:

i. Dust and clean vents, lights, pipes, window blinds, over doorways, hanging light fixtures and connecting and horizontal wall surfaces.