Exhibit A SOW CSMS2 25RFP18488.pdf

Cleaning Services Requirements 1 of 4

SOW EXHIBIT A to

COMBINED SUPPORT MAINTENANCE SHOP #2

CLEANING SERVICES REQUIREMENTS

25RFP18488

PART 1 – GENERAL REQUIREMENTS

1.1 Description

The Contractor shall provide all personnel, equipment, tools, materials, and supervision necessary to perform the janitorial services as described in these specifications. The required result is to maintain the facility in such a manner as to provide a clean, 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) Combined Support Maintenance Shop #2 (CSMS #2) located at 1205 East Catron Boulevard, Rapid City South Dakota. The total floor area is approximately 3500 square feet. Cleaning Services are to be completed per the requirements enclosed in this document for the identified areas on the diagrams attached to this document.

1.2 South Dakota Department of the Military/SDARNG Point of Contact A. The following individuals are approved points of contact:

1. Preventive Maintenance Manager, Bradley Stege Office: 605.737.6564

2. Facility Worker Terry Weber, Office: 605.737. 6692

1.3 Site Access

A. Security

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

2. Security cleared employees will be issued proximity cards for access to the facility.

a. Contractor must provide a minimum of two week advance notice of new personnel.

b. Once an employee passes a security check, contractor will be notified and a time will be coordinated to obtain a proximity card for access onto Camp Rapid.

3. Contractor is responsible for all proximity cards.

a. Lost cards shall be reported missing within 12 hours.

b. Contractor will be responsible for purchasing replacement cards at a cost of $5.00 per card

c. Contractor shall turn in proximity cards of former employees or a fee of $5.00 will be assessed for a lost card.

4. The Contractor must maintain a secure environment while cleaning the facility. No one is allowed into the facility other than those individuals responsible for performing janitorial services.

5. The Contractor must ensure all doors in which the Contractor has egressed are secured prior to leaving.

6. 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.

B. Work Schedule

1. The SDARNG regular work schedule is Tuesday through Friday, 6:30 am to 5:00 pm.

2. Contractor will be allowed to perform services 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.

3. Facilities will be cleaned after each working day (Tuesday through Friday).

4. 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. Birthday, 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.

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1.4 Inspection and Correction of Deficiencies

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

B. Deficient work must be corrected within 48 hours.

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.

1.7 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 in accordance with these specifications.

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. Supplies

i. The Contractor will be required to submit a complete list of all supplies to be used by brand name and product number

ii. Right is reserved by State to accept or reject the use of any supplied. An acceptable substitute must be immediately furnished for any rejected item.

iii. The Contractor shall maintain a binder with Safety Data Sheets (SDS) for all supplies. The binder shall be in place prior to starting any work and maintained in accordance with Occupational Safety and Health Administration (OSHA) requirements.

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

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

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

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PART 3 – EXECUTION

3.01 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.

3.02 CLEANING SERVICES:

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

1. Entrances, Lobbies, Corridors, and Stairwells 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.

i. 1 Time per week, work can be done Tuesday - Thursday 0630-1700

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

2. Dust mop floors and remove soiled spots.

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

4. Disinfect and polish drinking fountains.

5. Clean entrance door glass.

6. Disinfect handrails.

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

ii. 1 Time per week, work can be done Tuesday - Thursday 0630-1700

1. Dust all horizontal surfaces within reach, to include credenza and counter tops which are cleared of loose paper.

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

3. Spot-clean finger marks and smudges on walls.

4. Disinfect and polish all door surfaces.

5. Dust Furniture.

6. Restore floor finish on non-carpeted floors by burnishing or other methods as necessary.

iii. 1 Time per week, work can be done Tuesday - Thursday 0630-1700

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

2. Clean out the corners and the edges of each step. Damp mop or spot clean as necessary.

iv. Bi-Annually:

1. Clean interior windows (spring and fall).

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3. Restrooms, Locker Rooms and Showers

i. 1 Time per week, work can be done Tuesday - Thursday 0630-1700

1. Clean mirrors.

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

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

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

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

6. Vacuum carpeted floors and remove gum and soil spots.

7. Wet mop floors with disinfectant solution.

ii. 1 Time per week, work can be done Tuesday - Thursday 0630-1700

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

2. Polish stainless steel and chrome surfaces.

3. Spot clean walls and lockers.

4. Disinfect and polish all door surfaces.

5. Damp clean and polish partitions thoroughly.

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

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

4. Gym

i. 1 Time per week, work can be done Tuesday - Thursday 0630-1700

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

2. Vacuum floors and remove soil spots.

3. Wet mop floors with disinfectant solution.

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

5. Clean glass in doors and partitions.

ii. 1 Time per week, work can be done Tuesday - Thursday 0630-1700

1. Disinfect drinking fountains.

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

3. Disinfect and polish all door surfaces.

iii. 1 Time per week, work can be done Tuesday - Thursday 0630-1700

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