Exhibit_A_Example_Janitorial_Services_Scope_of_Work.pdf

Exhibit A Janitorial Services – Scope of Work (SOW)

1. Contractor agrees to provide all labor, tools, travel, user materials, equipment, and incidentals necessary to perform daily janitorial services for the User Agency, as described herein.

2. The services shall be performed at the designated User Agency location.

3. Any reference to the User Agency Contract Manager shall also include his/her designee.

4. This Agreement will commence on X, or upon approval by the Department of General Services (DGS), whichever is later, and no work shall begin before that time. This Agreement is of no effect unless approved by DGS. Contractor shall not receive payment for work performed prior to approval of the Agreement and before receipt of notice to proceed by the User Agency Contract Manager. This Agreement shall expire on X. The services shall be provided during the hours of 7:0 0 a.m. to 11:00 p.m., Monday through Friday, except State holidays. User Agency Contract Manager will notify Contractor in advance if the workdays or hours need to be changed. The parties may amend this Agreement as permitted by law.

5. All inquiries during the term of this Agreement will be directed to the project representatives listed below. Contractor shall provide advance written notice and receive advance written approval from the User Agency Contract Manager, without the necessity of an amendment, before changing the Project Manager noted below.

User Agency Contract Manager: X

Project Manager: X

6. Description of Work

A. Contractor shall provide a clean and sanitary work environment for the User Agency. User Agency will provide Contractor janitorial cleaning supplies, consumables, and restroom and kitchen paper supplies. The work will be performed at the location(s) specified by the User Agency. Each location consists of various flooring including carpet, luxury vinyl tile, vinyl composite tile and ceramic tile. All work is subject to the approval of the User Agency Contract Manager.

7. Contractor shall provide the following services upon approval by the User Agency Contract Manager:

A. Daily Services (Monday through Friday)

1) Vacuum, sweep, and damp mop all flooring in restrooms, kitchens, and break areas.

2) Vacuum, sweep, and mop stairways, hallways, lobby, and office area.

3) Vacuum all carpeted areas.

4) Elevators: wipe down buttons, panels, rails, doors (inside and outside) with duster.

5) High Touch Surface Sanitizing: Sanitizing consist s of thoroughly cleaning and disinfecting surfaces that are frequently touched by multiple people, such as doorknobs, light switch plates, countertops, faucet handles, and elevator buttons, using a disinfectant solution to kill germs and bacteria that may be present on them. High touch surface sanitizing shall be performed daily to maintain hygiene standards.

6) Empty recycle bins next to copiers.

7) Clean toilets, urinals, sinks, and all chrome fixtures in restrooms.

8) Clean sinks, tables, chairs, and all chrome fixtures in kitchen areas.

9) Clean restroom mirrors.

10) Clean kitchen counter tops.

11) Wipe down microwave.

12) Empty sanitary napkin waste receptacles located in the restrooms.

13) Empty waste receptacles located in the lunchrooms, kitchens, break rooms, and restrooms.

14) Fill toilet paper dispensers, soap dispensers, paper towel dispensers, and toilet seat dispensers.

15) Clean all metal surfaces, exterior and interior of windows, and mini blinds.

16) Dust windowsills, tops of cabinets, filing cabinets, door sashes, ledges, and under black and white wall boards, light fixtures, and office equipment.

17) Clean woodwork, partitions, baseboards, and walls.

18) Dust and polish office furniture.

19) Clean wastepaper baskets, kick plates, and drinking fountains.

20) Spot clean restroom partitions.

21) Clean entrance doorway windows and window coverings.

22) Clean carpeted door mats and rubber backing by exits.

23) Disinfect telephones.

24) Upon request by User Agency Contract Manager, deliver, empty, and return recycle bin(s) to identified work area(s).

25) Replace plastic bag liners for waste baskets.

26) Use enzyme cleaner to treat all floor and sink drains, urinals, and toilets with bacterial enzyme per product manufacturer instructions.

27) During the day shift from 7:00 a.m. to 3:00 p.m., custodians may be required to respond to additional janitorial service requests from User Agency Contract Manager. These requests may include, but are not limited to, extra cleaning following office meetings or addressing spills and smudges.

B. One (1) Day Per Week Services

1) Vacuum carpets in conference rooms.

2) Spot clean carpets.

3) Dust picture frames.

4) Dust desks.

5) Clean inside and outside of exterior doors.

6) Clean lobby windows.

C. Once Per Month Services

1) Dust windowsills, tops of cabinets, filing cases, door sashes, ledges, tops of partitions, chairs, office equipment and furniture, woodwork, baseboards, walls and partitions, and window coverings.

2) Clean janitor closet.

3) Operate spray buffing machine, wet carpet extractor, and other equipment to ensure the areas are clean and dry.

4) Clean inside windows.

8. Supplies

A. The User Agency will supply Contractor the following janitorial cleaning supplies, consumables, and restroom and kitchen paper supplies required to service and maintain the location.

1) Liquid cleansers for hard surfaces, such as wood, metal, tile, and sink.

2) Polishes for wood, chrome, and metal surface.

3) Liquid scouring cleansers.

4) Air fresheners.

5) Plastic landfill, compost and recycle bins to be replaced if they are broken or damaged.

6) Bag liners for landfill, compost, and recycle bins.

7) Bag liners for the sanitary napkin receptacle.

8) Toilet seat protective covers.

9) Paper towels for kitchen and bathrooms.

10) Hand soap for soap dispensers.

11) Rubber mats.

12) Toilet paper.

13) Paper towels.

B. The User Agency will provide all storage space for supplies. The secured storage room shall be kept in a neat and orderly fashion and shall be used only for the storage of janitorial supplies and materials.

C. All cleaning, sanitizing, and deodorizing agents shall be packaged in factory sealed containers and shall not be diluted until ready for use.

D. The Material Safety Data Sheet (MSDS) for each product shall be displayed at the storage location per Occupational Safety and Health Administration (OSHA) regulations. Contractor shall have a thorough knowledge of the Environmental Protection Agency (EPA) regulations and warnings on labels of all chemicals and cleaners used. All Contractor’s employees shall be instructed as to the proper usage of all chemicals and cleaners.

9. Equipment

A. Contractor shall furnish all equipment necessary to perform the services for this Agreement, including, but not limited to:

1) Brooms.

2) Dust mops.

3) Wet mops.

4) Mop buckets.

5) Brushes.

6) Cleaning rags.

7) Polishing rags.

8) Carpet vacuums.

9) Carpet extractors.

10) Buffing machines.

11) Other equipment necessary to perform janitorial services.

12) Contractor shall furnish all applicable oil and related products associated with power equipment. The cost for these items shall be included in the bid price and no additional compensation will be paid for these items.

10. Failure to Perform

A. If Contractor’s employees are not available for services due to vacation, sick leave, or other absences, Contractor shall notify the User Agency Contract Manager within 24 hours. A substitute janitor shall be available for days when the normal janitor will not be available. Failure to provide a replacement janitor will result in a deduction in a prorated manner of the monthly invoice for the days in which no janitor was provided. Prolonged or frequent failure to provide janitorial services or supplies may be considered grounds for termination of the Agreement for default in accordance with the special provisions.

11. Additional Contractor Requirements

A. Contractor shall provide each new employee with at least four (4) hours of documented training and instruction prior to allowing the employee to begin janitorial services (side-by-side working will be permitted before completing the training). Training shall include proper use of cleaning products and all other services as required in accordance with this Exhibit A, Scope of Work, as well as safe work practices.

B. Contractor shall have at least one (1) representative who can communicate in English while on site performing janitorial tasks.

C. When two (2) or more employees are working a shift, one (1) shall be designated as a supervisor.

D. Contractor shall provide clean uniforms to all their employees. When on duty, Contractor’s shall wear shirts, pants, and shoes appropriate to the services provided. Outer garments, such as shirts, vests, coats, jackets, and sweatshirts, shall identify Contractor’s name and the employees as a janitorial attendant.

E. Any items of value found on the premises shall be immediately turned over to the User Agency Contract Manager.

F. Contractor shall ensure that only qualified and competent personnel are permitted on the job site and that the work is safely performed by the highest industry standards. Contractor shall take all the necessary precautions to prevent injury or hazard to User Agency employees and/or the public.

G. Contractor shall comply with all applicable Federal, State, county, city, and municipal laws, ordinances, rules, and regulations which in any manner affect those engaged or employed in the work to be performed under this Agreement.

H. Contractor shall avoid causing unreasonable inconvenience to any person(s) doing business on User Agency property. In the event Contractor’s operation creates a condition hazardous to the User Agency property occupants or the general public, Contractor shall provide all applicable warning signs alerting to any dangerous conditions at Contractor’s own expense and without cost to the User Agency.

I. Contractor shall obtain and pay for any applicable permits, licenses, registrations, and certificates required by local ordinances as applicable to this Agreement.

12. Code of Conduct

A. Contractor and its employees shall be aware that they are working on User Agency property and be courteous and respectful at all times. Contractor and its employees shall refrain from using loud voices, inappropriate language and shall always conduct themselves in a professional manner at all times.

B. It is the duty of Contractor and its staff to read and adhere to User Agency policies and directives available to User Agency staff, including, but not limited to, Health and Safety, Workplace Violence Prevention, Drug Free Workplace, Weapons Prohibited on User Agency Buildings and User Agency Property, Sexual Harassment Prevention.

C. Public safety and convenience shall be considered at all times. If any person employed by Contractor appears to the User Agency Contract Manager to be incompetent or to act in a disorderly, unsafe, or improper manner, that person will be removed from the premises immediately and will no longer be employed on this User Agency Agreement, unless agreed in advance by User Agency Contract Manager.

D. If Contractor’s employees display any behavior that User Agency Contract Manager deems inappropriate or offensive, the User Agency Contract Manager may request that employee be removed from doing further work on this Agreement.

13. Damages to User Agency Property

A. In the event that any User Agency property is damaged because of the actions of Contractor or its employees, Contractor shall repair, at its sole expense, the damage which has occurred because of Contractor or its employees in performing the services. Repair efforts shall be performed in a manner which ensures all warranties are maintained for any products that are damaged. Repair efforts shall include the full costs for all required labor and materials.

14. Final Clean Up

A. Contractor shall leave the work site in a clean and neat condition. If the work site is not left in a clean and neat condition, Contractor shall be called back to clean the work site as required at its sole expense. No invoice shall be paid unless the site has been cleaned to the satisfaction of the User Agency Contract Manager.

All debris generated by Contractor’s performance of the services, including any discarded parts or materials, shall be removed from work site upon completion of services each day, hauled away, and legally disposed of by Contractor, according to all local, State, and Federal laws.

15. Inspection of Work and Acceptance for Payment

A. Work is subject to inspection and acceptance by User Agency Contract Manager.

User Agency Contract Manager shall have the ultimate responsibility and authority to determine whether Contractor satisfied all duties and obligations under this Agreement, including specifically whether Contractor delivered all work and whether Contractor’s work satisfied the applicable criteria under this Exhibit A, Scope of Work. Any work that needs correction shall be at Contractor’s sole cost and expense. Failure to begin work or to complete work as required by this Agreement shall be considered grounds for termination of this Agreement.

16. Waste Disposal

A. Prior to the commencement of waste disposal, Contractor must adhere to the provisions highlighted in Senate Bill 1383 (Lara) of 2016 Title 14, CCR, General Provisions section 18981.2, Public Resources Code sections 42652 et. seq.