Exhibit A - Statement of Work (SOW) - RFP AAGA 2026-0280 Custodial Services.pdf

DPA Solicitation Number:

RFP AAGA 2026-0211

CUSTODIAL SERVICES

EXHIBIT A – STATEMENT OF WORK (SOW)

EXHIBIT A – STATEMENT OF WORK

CAPITOL COMPLEX FACILITIES CUSTODIAL SERVICES

1. INTRODUCTION

2. SCOPE OF SERVICES

3. STATE FURNISHED PROPERTY

4. CONTRACTOR FURNISHED ITEMS

5. ROUTINE AND PERIODIC TASKS

6. TASKS PER INDIVIDUAL OR CATEGORY OF BUILDINGS

7. COMMUNICATIONS

8. ADDITIONAL CHARGES

9. GOVERNORS GREENING INITIATIVE

10. SUSTAINABILITY STANDARDS

11. LEED CERTIFICATION

12. OCCUPANCY LEVELS

ATTACHMENTS

Attachment 1 - Tasks & Frequency Charts – Routine and Periodic

Attachment 2 - Contractor Data Requirements List

Attachment 3 - Building Description/Square Footage

Attachment 4 - Performance Requirements

Attachment 5 - Periodic Service Report Form

Attachment 6 - Custodial Inspection Forms

LOCATIONS

Centennial Building – 1313 Sherman Street, Denver, CO 80203

Power Plant Building – 1341Sherman Street, Denver, CO 80203

Capitol Annex Building – 1375 Sherman Street, Denver, CO 80203

Legislative Services Building – 200 E.14th Avenue, Denver, CO 80203

Parking Garage – 1350 Lincoln Street, Denver, CO 80203

State Office Building – 201 E. Colfax Avenue, Denver, CO 80203

State Services Building – 1525 Sherman Street, Denver, CO 80203 Human

Services Building – 1575 Sherman Street, Denver, CO 80203

1570 Grant Street, Denver, CO 80203

State Capitol Building – 200 E. Colfax Ave., Denver, CO 80203

1881 Pierce Street, Lakewood, CO 80215

690 Kipling Street, Lakewood, CO 80215

700 Kipling Street, Lakewood, CO 80215

North Campus – 1001 E. 62nd Ave. (West Building), Denver, CO 80216

North Campus – 1001 E. 62nd Ave. (North Building), Denver, CO 80216

1. INTRODUCTION

The State of Colorado (State), Department of Personnel and Administration (DPA), Division of Central Services, Capitol Complex Program (Program) is seeking a contractor (Contractor) to provide Capitol Complex Facilities

Custodial Services (Services) at various locations throughout the Denver metro area.

The purpose of this solicitation is to secure a formal agreement with one qualified Contractor to perform these essential Services on State buildings. The term of the resultant agreement is anticipated to be for one year with four, one-year renewal options to be exercised at the sole discretion of the State. Services must be executed in strict compliance with this Statement of Work (SOW) and any other documents attached and incorporated to this SOW.

2. SCOPE OF SERVICES

Contractor is responsible for providing all necessary resources required to fulfill the defined scope of work. This includes the provision of all labor and supervision, as well as the procurement and delivery of all equipment, tools, and necessary chemicals. Additionally, Contractor shall supply all consumable stock items, including but not limited to paper products, soap, and batteries.

During the performance of Services, it is paramount that Contractor continually be aware that buildings and surrounding areas represent an institution whose image reflects upon the State. It is therefore essential that these facilities always be maintained to the highest level of cleanliness and neatness.

2.1. Quantities of Services /Additions or Deletions of Tasks

2.1.1. Contractor understands and agrees that at any time during the term of the contract, upon fifteen (15) days written notice, the State may require Contractor to increase or decrease tasks, or frequencies of tasks required under this contract. In the event of a material change in scope, the parties shall mutually agree to the changes by executing a contract amendment, as needed. The contract price will be increased or decreased proportionately based on the itemized unit rates provided in the contract pricing.

2.1.2. Contractor acknowledges that the State may add or remove facilities from the scope of Services at any time during the contract term. In the event of such a change, the parties shall enter into a scope disposition to discuss the impact on the contract. Following this meeting, the State shall determine the final administrative action, which may include a formal contract amendment. The State reserves the sole authority to execute any resulting contractual changes.

2.2. DPA Representative and Help Desk

2.2.1. Contact information for the State Agency DPA Representative or the authorized designee will be provided to the awarded Contractor within two weeks of award. Additionally, the contact information for the Capitol

Complex Help Desk will be provided to the awarded Contractor within two weeks of award. Any change to the DPA Representative or the authorized designee or Help Desk contact information will be communicated to Contractor within twenty-four (24) hours of such change to ensure Contractor has the most current contact information throughout the term of the Contract.

2.3. Contractor Personnel

2.3.1. Contractor shall provide trained personnel as needed to perform all Services as required according to the specifications and requirements.

2.3.2. Contractor Project Manager: Contractor shall provide a trained and qualified Project Manager that shall be assigned exclusively to work on-site during the performance of Services.

2.3.2.1. The Project Manager shall be responsible for the overall on-site management and coordination of this contract and shall be a central point of contact with the State. The Project Manager, or the designated replacement established through written delegation by Contractor must be in a position to provide Contractor representation 24 hours a day, 7 days a week (24/7). The Project Manager must provide the DPA Representative or the authorized designee with a list of cell phone numbers or other means by which the State can contact the Project Manager 24/7. The Project Manager shall have full authority to act for Contractor.

2.3.2.2. The Project Manager shall possess adequate knowledge of technical skills and techniques as required to meet the specifications and requirements of this solicitation. The Project Manager shall be capable of recognizing circumstances under which cleaning techniques may be hazardous to the facility or personnel. The Project Manager shall immediately notify the DPA Representative or the authorized designee regarding any potentially hazardous circumstances.

2.3.2.3. The Project Manager, or the designee, shall be present a minimum of eight (8) hours throughout each working day at hours to be agreed upon by Contractor and the DPA Representative or the authorized designee to oversee Services provided and ensure conformance to the stated specifications and requirements and to ensure all shifts and work are monitored. The Project Manager shall respond within 1 (one) hour after notification by the DPA Representative or the authorized designee to discuss immediate problems and communicate any information required for resolution.

2.3.2.4. The Project Manager or designee shall communicate effectively in English to include written and verbal communications.

2.3.3. Supervisors: Contractor shall provide the appropriate number of supervisors to ensure performance of

Services during all times Contractor employees are working on the site.

2.3.3.1. The supervisors shall demonstrate adequate knowledge of technical skills and techniques required to perform Services according to these specifications and shall be capable of recognizing circumstances under which cleaning techniques may be hazardous to the facility or personnel. The

Supervisor shall immediately notify the DPA Representative or the authorized designee of these circumstances.

2.3.3.2. The supervisors shall be responsible for ensuring compliance with both the State and Contractor’s

Quality Control/Assurance Programs and the State’s Recycle Program.

2.3.4. Required Trainer: Contractor shall supply a person that functions in the capacity of a supervisor to provide training and quality assurance to night and day shifts specific to the duties of the location(s) and shift(s).

2.3.5. Employee Identification

2.3.6. All Contractor personnel working on State property are required to have a current State of Colorado I.D.

card.

2.3.7. All Contractor personnel working on State property are required to conspicuously display on their person an identification badge provided by Contractor. The badge shall include the full legal name of the employee, the legal name under which Contractor is doing business and shall have a picture of the employee.

Employees working without a badge will be removed / dismissed from the work site. Approved replacement personnel shall be provided for employees removed from the site. All badges provided by Contractor shall be collected from terminated employees upon termination.

2.3.8. Certain areas throughout various State Buildings require special access badges. These badges will be issued by Capitol Complex Facilities. In the event any Contractor employee loses, misplaces or damages the special access badge, Contractor shall be responsible for replacement costs. The costs for these badges vary according to building and prices range from$10.00 each. The DPA Representative or the authorized designee shall be notified immediately of any circumstance in which a special access badge has been compromised.

2.4. Employee Dress Requirements

2.4.1. Contractor employees shall be dressed in a Contractor-issued uniform approved by the DPA Representative or the authorized designee. Failure to provide appropriate uniforms for custodial staff within ten (10) days of hiring or failure of any employee to wear the uniform will result in removal / dismissal of the person from the site. Approved replacement personnel shall be provided for employees removed from the site.

2.4.2. The following are prohibited for employees working on State sites:

2.4.2.1. Wearing short trousers is prohibited (male or female).

2.4.2.2. Wearing of open-toed or material/cloth shoes is prohibited (male or female).

2.5. Employee Rosters

2.5.1. Contractor, before beginning Services , shall provide the DPA Representative or the authorized designee with a roster of all Contractor employees who will be assigned to the contract. Rosters shall show names, building/area assigned, shift hours and days worked. Subsequent changes to the roster shall be forwarded to the DPA Representative or the authorized designee within 1 (one) working day following the change(s) and up-to-date rosters shall be submitted to the DPA Representative or the authorized designee prior to the 10th day of each month. Up-to-date copies of Contractor employee rosters shall be forwarded to the Colorado

State Patrol.

2.5.2. The DPA Representative or the authorized designee may request that Contractor reassign any employee to an alternative location at the discretion of the State.

2.6. Quality Control Program

2.6.1. Contractor shall establish a complete Quality Control Program to ensure that the requirements of the contract are performed as required by the contract documents. A written copy of the program shall be provided to the DPA Representative or the authorized designee at the Pre-Performance Conference. The

DPA Representative or the authorized designee shall be provided with an updated copy of the program within forty-eight (48) hours with any modification(s) of the program for the term of the contract.

2.7. Inspection

2.7.1. Contractor shall utilize the State provided Custodial Inspection Forms for Routine and Periodic Services, Attachment 6. These inspections must be e-mailed or hand delivered to the DPA Representative or the authorized designee on a bi-weekly basis.

2.7.2. The DPA Representative or the authorized designee shall schedule a quarterly inspection of each building with the Contract Project Manager. However, the State may perform inspections at any time it deems appropriate or necessary. Inspection reports are to be given to Contractor noting condition of building and conformance to the required specifications. Contractor shall correct all deficiencies noted within 48 hours after notification at no cost to the State.

2.8. Performance Monitoring

2.8.1. The DPA Representative or the authorized designee shall monitor Contractor's performance throughout the term of the contract.

2.8.2. Performance evaluation meetings will be scheduled as needed during the term of the contract. A Pre-

Performance Meeting will be held prior to commencement of this contract. The DPA Representative or the authorized designee and the Contract Project Manager will meet to discuss implementation of the janitorial services required and specified in the contract. Meetings will be held as often as necessary thereafter as determined by the DPA Representative or the authorized designee or requested by the Project Manager to discuss problems and evaluate performance. A mutual effort will be made to resolve all differences and problems.

2.8.3. The DPA Representative or the authorized designee shall monitor Contractor performance according to the specifications and requirements and per Attachment 4 Performance Measures.

2.9. Work Schedule

2.9.1. Additional Work Schedule – As Needed

Contractor may be required to perform Services in buildings at times other than the normal work hours outlined in the specifications (due to emergency cleaning, work performed in-house, etc.). When this is necessary, Services may require work hour changes. Work hour changes shall be mutually agreed upon by the DPA Representative or the authorized designee and Contractor..

2.9.2. If the DPA Representative or the authorized designee determine that Services provided interfere with the tenants in the building, the State reserves the right to modify appropriate work hours, and Contractor shall adhere to that schedule. Written notice shall be given to Contractor within five (5) days prior to the modification of work hours for normal Services.

2.9.3. If Contractor wishes to perform any periodical Services on weekends, the request shall be provided to the

DPA Representative or authorized designee for approval three (3) weeks in advance of any Services being performed.

2.10. Subcontracting

2.10.1. The State requires that the awarded contractor shall not subcontract any portion of this work to any company or individual that is not directly employed by the awarded Contractor. Should Contractor determine a need for subcontracting, a request must be submitted in writing to the DPA Representative or the authorized designee. All sufficient information to allow for review by the DPA Representative or the authorized designee must be included in Contractor’s written request. Any exception to the prohibition of subcontracting shall be provided in writing to Contractor by the DPA Representative or the authorized designee or an authorized State Contract Administrator prior to the performance of any Services or the initiation of any subcontracting agreement.

2.11. Security

2.11.1. All prospective employees of Contractor shall be required to pass a criminal background check performed by the Colorado Bureau of Investigation (CBI) and/or Colorado State Patrol prior to employment. No prospective employee may be hired to perform Services under this contract without a criminal background check through the CBI and/or State Patrol. Contractor shall provide the DPA Representative or the authorized designee with the required criminal background check form and the State will determine if the prospective employee can be utilized by Contractor to work in State buildings. Criminal background checks are applicable for any additions or changes in employee roster.

2.11.2. The DPA Representative or the authorized designee shall provide the awarded Contractor with the background check forms within two (2) weeks following award. Contractor shall be responsible for ensuring background checks for prospective employees are completed. Contractor shall bear the cost for each criminal background check performed. Background checks from the CBI are to be sent (via email, via mail, hard copy) to the DPA Representative or the authorized designee for review and approval prior to any employee performing Services on State property.

2.11.3. The State shall issue access codes and/or access badges to the supervisors and staff designated by

Contractor, where needed, for access to the assigned buildings.

2.11.4. Contractor shall be responsible for safeguarding all State Property in work areas, including trash dumpsters. Outside trash collection points (dumpsters and container enclosures) are required to be locked before and after each use.

2.11.5. At no time shall Contractor employees violate building security by propping open doors or windows and leaving them unattended. This shall include ALL exterior doors and interior doors.

2.11.6. All Contractor company vehicles used in the performance of this contract shall have the company name prominently displayed on or in the vehicle.

2.12. Communication

2.12.1. Contractor managers, supervisors and day porters shall be equipped with cell phones, provided by

Contractor, to be utilized to communicate with the DPA Representative or the authorized designee and the

Help Desk. Contractor shall provide the DPA Representative or the authorized designee and the Help Desk with the current phone numbers at all times. Cellphones shall allow the State to immediately contact

Contractor's managers, supervisory personnel and day porters, as needed.

2.13. Keys and Lock Control

2.13.1. The State shall issue all keys required for access to the work areas. Keys issued to Contractor shall not be duplicated.

2.13.2. Contractor shall develop procedures to provide key control that shall be included in the Quality Control

Program.

2.13.3. Contractor shall designate an individual as the Key Control Officer for each work site, building, or group of buildings.

2.13.4. Contractor shall sign a receipt for keys received from the State and shall issue keys to Contractor employees and maintain a key inventory that lists each key issued, the name of the individual names issued to, and the date issued. Copies of the current inventory listing shall be provided to the DPA Representative or the authorized designee upon written request.

2.13.5. Contractor shall prohibit the use of keys issued by any persons other than Contractor employees. Keys shall be issued only for performance of Services . Contractor shall prohibit its employees from opening any locked areas to permit entrance of persons other than Contractor employees engaged in assigned work in the area.

2.13.6. Contractor shall immediately report occurrence(s) of lost or missing keys to the DPA Representative or the authorized designee.

2.13.7. Contractor shall reimburse the State for costs of replacement keys or lost or broken locks.. All keys or locks shall be replaced by the State and not by Contractor. In the event a master key is lost or duplicated, all locks and keys for the system shall be replaced by the State and the total cost deducted from Contractor’s monthly payment.

2.14. Lost and Found

2.14.1. Any items of personal or monetary value discovered by Contractor’s employees at a State facility must be turned over to Contractor’s on-site Supervisor without delay. The Supervisor is required to immediately transfer custody of all such articles to Security or the State Patrol Command Post at 1341 Sherman Street.

2.15. Conservation of Utilities

2.15.1. Contractor shall ensure that all personnel are trained in utility conservation and that all contracted services are performed without wasting utilities..

2.15.2. When Services have been completed in an area, Contractor shall immediately turn off lights. No more than one half (1/2) of the building shall be lit during the performance of Services . Some buildings are on timers and therefore do not need to be manually shut off.

2.15.3. When lights cannot be turned off in areas that are occupied by State personnel, Contractor shall notify the

DPA Representative or the authorized designee the following morning via e-mail or voicemail..

2.15.4. Contractor employees shall not adjust mechanical equipment controls for heating, ventilation or air-conditioning systems.

2.15.5. Contractor employees shall completely turn off water faucets or valves after required usage and disconnect any hoses.

2.16. Description of Work Schedule

2.16.1. Tasks and Frequencies. Contractor shall schedule and perform work as shown in Attachment 1 - Task &

Frequency Charts.

2.17. Hours of Operation for Staffing

2.17.1. Nightly custodial Services shall be performed in accordance with these specifications. Hours of operation shall be Monday night through Friday night commencing no earlier than 5:30 p.m., fifty-two (52) weeks per year except for holidays, as specified herein or as otherwise designated by the State of Colorado.

2.17.2. Holidays. Services shall not be required on the following holidays unless pre-approved by the State.

Holiday closures may vary per building, and the DPA Representative or the authorized designee will identify these variations to Contractor.

New Year's Day Christmas Day

Memorial Day Veteran's Day

Juneteenth Xavier Cabrini Day

Independence Day Martin Luther King Jr. Birthday

Labor Day Presidents' Day

Thanksgiving Day

2.17.3. All Services, including Day Porter Services will be required on Columbus Day in the State Office

Building at 201 E. Colfax Ave.

2.17.4. Day Porters. Full Time and Part Time Day Porter’s normal working hours will be as designated in 5.0

Special Tasks Per Group or Individual Buildings, Monday through Friday, except for holidays specified herein or as otherwise designated by the State of Colorado. Swing shift employees for coverage shall be provided by Contractor where designated in 5.0 Special Tasks Per Group or Individual Buildings.

2.17.5. Contractor shall also be able to provide Services for all buildings within thirty (30) minutes for any emergency needs between the hours of 4:00 P.M. – 5:30 P.M. for all buildings, including the North Campus

(North and West Buildings), 690 and 700 Kipling St., and 1881 Pierce St.

2.18. Extended Service Hours

2.18.1. Special and Emergency situations may require Contractor to perform Services on an extended basis without notice (i.e. for structural fire, flooding, wind damage, vandalism, etc.). Contractor shall provide these Services as requested by the DPA Representative or the authorized designee or their authorized designee. Contractor will not be expected to provide emergency clean up beyond its regular scheduled working hours. The State utilizes a restoration service company for after-hours emergencies.

2.19. Reduced Service Hours

2.19.1. On occasion Services may be required to be performed at different frequencies than that stated in

Attachment 1 Tasks and Frequencies Charts. The DPA Representative or the authorized designee shall notify Contractor a minimum of twenty-four (24) hours in advance should this occur and shall notify

Contractor of any monetary adjustment.

2.20. Unexpected Building Closures

2.20.1. In the event a building needs to be removed from the list temporarily or permanently, for any reason in the State’s sole discretion, the DPA Representative or the authorized designee shall notify Contractor ten

(10) days prior to the closing.

2.20.2. When an unexpected building closure occurs on a regularly scheduled day of Service, the State shall have the following options and the DPA Representative, or the authorized designee shall notify Contractor which option has been chosen.

2.20.3. Modification of Day and Night Schedules

2.20.4. The State reserves the right to change the Services of any building from night Services to day Services based on the needs of the current occupant. The State will first attempt to renegotiate the costs of the modified Services with Contractor. However, the State reserves the right to cancel Services for that building and resolicit the modified requirements.

2.21. Cleaning Standards

2.21.1. All Services shall be performed using the methods and equipment defined in the Contract documents. The following performance standards apply to all Services performed under this Contract.

2.21.2. Baseboards, walls, furniture, fixtures, equipment, etc., shall not be damaged by tools, equipment or materials used to perform Services..

2.21.3. All paperwork found on the floor or carpet by Contractor personnel shall be picked up and placed on the nearest desk, file cabinet, shelf, etc., before mopping, vacuuming or sweeping.

2.21.4. Contractor shall prohibit its employees from disturbing papers on desks, opening desk drawers, cabinets, refrigerators, using telephones, fax machines or any other office equipment, or removing any items from the areas where Services are being performed.

2.21.5. Services shall be conducted with care to ensure floors, doors, windows, walls, ceilings, and all other surfaces remain free from damage.

2.21.6. All movable furniture and equipment including, but not limited to, desks, chairs, sofas, tables and cabinets shall be moved for stripping and re-waxing of floors. Light furniture such as chairs, sofas, wastebaskets, coat racks, and movable partitions shall be moved for regularly scheduled wet mopping, spray buffing, vacuuming and spot cleaning of rugs and carpets. Chairs, wastebaskets, clothes racks or other heavy objects shall not be placed on desks at any time during Services.. All items shall be returned to the original location.

2.21.7. Contractor equipment, tools and supplies shall not be left unattended in traffic lanes or other areas where they could create tripping or falling hazards. All equipment, tools and supplies shall be properly cleaned and stored at the end of each work shift.

2.21.8. Contractor shall clean, repair, or replace any building finishes, mats, or fixtures soiled or damaged during

Services to a condition equal to, or better than, the item(s) original condition at no cost to the State.

2.22. Listing and Information for Buildings and Areas

2.22.1. See Attachments 3 – Building Description / Square Footage for location as listed below.

The information provided is accurate to the best of the State’s knowledge. The State makes no guarantee regarding the accuracy of the information. Contractors are responsible for verifying all information.

1) Locations: Gross square footage per location

2) Floors: Number of floors per location, the approximate square footage of hard and carpeted floors.

3) Restrooms: Approximate square footage of restrooms, number of toilets, sinks, urinals and showers.

4) Additional Space: Approximate square footage of elevators, stairs, mechanical rooms and storage areas.

5) Windows: Number of windows.

6) Occupants: Estimated number of occupants. No information is available regarding the estimated number of visitors.

2.22.2. The areas shown do not include information regarding entry pads, porches, glass windbreaks, vestibule measurements, or stair railings, however, Contractor shall be required to provide Services for each.

2.23. Invoicing

2.23.1. Annual pricing for Routine Services for each Location shall be calculated as monthly pricing to be invoiced equally each month for each year of the Contract term. The Attachments to the Contact for Routine

Services shall state the monthly price for each month of the annual Contract term.

2.23.2. Invoicing for Periodic Services shall be submitted following the performance of Services per Contract pricing per service.

3. STATE FURNISHED PROPERTY

3.1. Property

3.1.1. Storage Areas: The State shall furnish, at no cost to Contractor, storage areas in buildings covered by this

Contract with the following conditions:

3.1.2. Contractor shall maintain these spaces to the standards of areas occupied in a clean and orderly manner that conform to the overall standards of the building area.

3.1.3. Contractor shall provide all supplies and equipment to do the work in this contract. Contractor is solely responsible for the security of or replacement of any of these items or employee personal items that may be damaged or lost by fire, theft, accident or otherwise.

3.1.4. Contractor shall provide the custodial and refuse services for these spaces and shall perform all maintenance on Contractor property.

3.1.5. Contractor shall not make physical alterations to the storage areas without prior written permission from the

State Representative and shall be responsible for all costs associated with repairs of State property if damage is determined to have been caused by Contractor’s employees to include repair of any damages or restoration of space prior to end of contract term.

3.1.6. The State shall provide utilities (heat, lighting, electricity, hot and cold water, etc.), rodent and vermin control in these spaces.

4. CONTRACTOR FURNISHED ITEMS

4.1. Materials

4.1.1. Contractor shall furnish all materials, equipment, paper products, trash liners, and cleaning products as required in the Contract, (this includes trash liners of all sizes, recycle container liners of all sizes, toilet paper, hand towels, hand soap, toilet seat covers, air freshener canisters or cartridges, brand name batteries for hand towels, air fresheners & sprays (when the restrooms are equipped for them), paper cups located at water fountains, and baby changing station liners, as needed.

4.2. Equipment and Tools

4.2.1. Contractor shall furnish all equipment and tools required to properly perform Services as required in these specifications. Each building shall have a working wet vacuum of appropriate size at all times for emergency water cleanups. At 1313 Sherman St., 1375 Sherman St., 200 E. 14th Ave., 201 E. Colfax Ave., and 1525 Sherman St., a walk-behind floor scrubber must be maintained on-site and utilized daily for all entrance-level lobbies, hallways, and corridors. Additionally, each facility must be equipped with the necessary tools to perform daily spot cleaning and drying of carpet spills, as needed.

4.2.2. All equipment should have bumpers and guards to prevent marking or scratching fixtures, furniture or building surfaces. The State shall have the right to remove from use any unsafe equipment or equipment deemed to be unsatisfactory. Propane floor machines or any other propane operated equipment are not allowed to be used in Capitol Complex Buildings. Substitution of equipment or tools as specified must have prior approval in writing from the DPA Representative or the authorized designee.

4.2.3. Equipment and tools used for Services shall be safe, fully operational, and supported by immediate access to backup units. Supervisory oversight is required to ensure that all cleaning tools are clean, functional, and replaced when worn or torn to uphold the State’s cleaning specifications. All mops are to be thoroughly rinsed and hung to dry daily/nightly following use. All mop heads shall be replaced with clean or new heads at least once per week to prevent cross-contamination and to ensure floor surfaces are maintained without leaving residue or soil.

4.2.4. Some buildings have janitor closets that may be used for supply storage while others have storage rooms that are assigned to Contractor. Contractor may utilize these areas at its discretion but may need to store supplies at its own locations when these areas are inadequate. The State provides storage areas with no guarantee that they will be available through the term or the Contract.

4.3. Supplies

4.3.1. Unless otherwise specified, supplies (paper supplies, hand soaps, chemicals, liners, etc.) shall meet or exceed the product specifications established in the Contract documents. Any items determined to be flammable or potentially harmful to personnel, materials, or finishes when properly applied, shall be reviewed by the DPA Representative or the authorized designee to determine acceptability according to the specifications and requirements and shall not be used prior to approval by the DPA Representative or the authorized designee. The State shall have the right to prohibit the use of chemicals, supplies or equipment which may cause injury to State personnel or damage to State facilities.

4.3.2. A minimum of three (3) weeks before Services begin, a listing of all equipment and cleaning supplies, along with the corresponding Safety Data Sheets (SDS), shall be submitted to the DPA Representative or the authorized designee for approval. Compliance with these specifications will be monitored throughout the

Contract, and Contractor shall provide SDS documentation immediately upon request by the DPA

Representative or the authorized designee.

4.3.3. The DPA Representative or the authorized designee shall determine acceptability according to these specifications and requirements and shall not be used prior to approval by the DPA Representative or the authorized designee. The DPA Representative or the authorized designee shall have the right to reject the use of chemicals, supplies or equipment as listed by Contractor and will provide Contractor with written reason(s) regarding any rejection(s). Contractor shall be required to submit alternatives to the DPA

Representative or the authorized designee to be reviewed and approved prior to the start of Services and at any time during the Contract term.

4.3.4. At each building, Contractor shall provide and maintain one (1) SDS binder for the building supervisor and one set that is readily accessible to Contractor employees. All spray bottles must be properly labeled, or they will be confiscated by building management. HAZMAT and Blood-Borne Pathogen Training must be conducted by Contractor, and all new employees shall have this training completed prior to reporting for duty. All required training shall be required on an annual basis.

4.3.5. All Contractor personnel shall be fully trained in the cleaning techniques required for designated service areas to ensure Services are completed thoroughly.

4.3.6. Contractor shall notify the DPA Representative or the authorized designee to request and obtain prior approval when substitute restroom paper products, hand soap, and sanitary products must be used.

4.3.7. Contractor shall furnish all cleaning supplies to perform daily Services of all restrooms, including showers and baby changing stations. Contractor shall also supply brand name batteries (not generic) for deodorizers and hand towel dispensers, as required. Contractor shall supply all hand soap, paper and spray products required to maintain fully stocked dispensers (including combination vinyl urinal screens with deodorizer blocks which shall be replaced monthly). Contractor shall supply paper towels and hand soap of identical or approved equal specifications for use in kitchens and break areas where applicable.

4.3.8. Contractor shall replace any damaged or non-working deodorizers, soap dispensers, towel dispensers, seat cover dispensers, or toilet paper dispensers with the same, or an equal-to type at no cost to the State, which shall remain the property of the State.

4.3.9. If at any time, Contractor suggests and would like to switch out any type of dispenser, they must first provide a sample of the dispenser and get approval from the DPA Representative or the authorized designee.

When replacing dispensers, Contractor shall ensure that the new dispenser covers the area of the old dispenser entirely, using the same mounting holes without creating new holes, if possible. The dispenser replacement work must be done after hours to ensure that any old dispenser that has been removed is replaced and thoroughly stocked prior to the building opening for daily business.

4.3.10. Contractor shall only use 2-ply toilet tissue, Georgia Pacific brand or approved equal that shall fit existing restroom dispensers. Paper hand towels shall be Georgia Pacific brand or equal, roll or c-fold and shall fit existing dispensers. Soap products shall be provided that fit each type of existing dispenser and shall be equal to the product currently in use in that dispenser.

4.3.11. Contractor shall supply roll and c-fold hand towels to fit the existing dispensers and hand soap to fit existing soap dispensers, except in break areas of other State agencies (building tenants).

4.3.12. See Attachment 3 – Building Description / Square Footage for information that includes the locations, number of restrooms, approximate square footage of restrooms, the number of toilets, sinks, urinals and showers and the estimated number of occupants. No information is available regarding the estimated number of visitors.

4.3.13. A report listing all cleaning, paper and sanitary products purchased by Contractor for State buildings covered under the Contract, to include the amounts purchased, shall be provided to the DPA Representative or the authorized designee on a quarterly basis for the term of the Contract.

4.4. Sanitary Napkin Dispensers

4.4.1. Contractor shall supply sanitary napkins and tampons for all dispensers located in the buildings covered under the Contract. The brand(s) of the products shall be at Contractor’s discretion; however, Contractor is required to respond and discuss changes to the product brand(s) should the DPA Representative or the authorized designee receive more than five (5) complaints or requests for changes from the building tenants.

4.4.2. All revenue generated from the sale of sanitary napkins and tampons shall be retained exclusively by

Contractor. Contractor retains discretion regarding pricing for products but is required to respond and discuss pricing should the DPA Representative or the authorized designee receive five (5) or more complaints or requests for change from the building tenants.

4.4.3. During the term of the Contract, if the DPA Representative or the authorized designee determines the dispensers are not in good working condition, Contractor shall replace the dispenser with the same, or an approved equal, at no cost to the State and it shall remain the property of the State.

4.4.4. Contractor shall also supply and/or replace any damaged or unsightly sanitary napkin waste receptacles with the same, or an approved equal, receptacle at no cost to the State, and it shall remain the property of the

State.

5. ROUTINE AND PERIODIC TASKS

All Services shall be performed in accordance with the terms of these specifications. The tasks and frequencies of

Services are listed in Attachment 1 - Tasks and Frequency Charts.

5.1. Work Schedule

5.1.1. A comprehensive cleaning schedule, detailing Services by building, floor and/or room number, must be submitted to the DPA Representative or the approved designee for approval prior to the start of Services. All time frames must align with the Mandatory Requirements and Task Frequencies specified in the Contract.

No deviations from the approved schedule are permitted without prior authorization from the DPA

Representative or the approved designee.

5.1.2. Compatibility with State Activity: Scheduled Services must be compatible with the service or activity for each building, area or room. Therefore, the State reserves the right to change cleaning schedules to accommodate State business. Certain periodic cleaning tasks can only be scheduled for Saturday and

Sunday.

5.1.3. Cleaning Task Standards: All cleaning tasks shall be done according to these specifications. When performing any Services for the first time under the Contract (within the first thirty (30) days for routine

Services and within sixty (60) days for all other Services), Contractor shall remove all residual and accumulated dirt even though it existed prior to the Contract Start Date.

5.1.4. Special Cleaning/Treatment Requirements: Special Cleaning/Treatment Requirements for various types of floor and wall surfaces are included in Section 4.0.

5.1.5. Cleaning Tasks: Services performed under this Contract are categorized as Basic/Routine Cleaning, Restroom Cleaning, Special Requirements Cleaning, Periodic Cleaning and As Required Cleaning which includes emergency cleaning, and cleaning before, during and after special events. Contractor shall perform these cleaning tasks as indicated in Attachment 1 - Tasks and Frequency Charts.

5.2. Basic/Routine Cleaning Tasks

5.2.1. Basic/Routine Tasks shall be performed per the Attachment 1 - Tasks and Frequencies Chart for Routine

Services.

5.2.2. Trash Removal

5.2.3. All wastebaskets and other trash containers shall be emptied, cleaned and returned to the original position per the Attachment 1 - Tasks and Frequencies Chart for Routine Services. The large collection containers used for this task shall be fireproof. Trash removed shall be placed in the nearest outside collection point

(trash dumpsters).

5.2.4. Boxes, cans, papers, and any other items resembling trash that are placed near or on top of a trash receptacle shall be removed only if clearly marked "trash" or if Contractor employee has checked with area or office personnel to ensure these items should be removed.

5.2.5. Contractor shall be responsible for cleaning minor construction residue in accordance with regular cleaning schedules to exclude removing large pieces of wood, metal, stone, glass or any large construction debris from any area.

5.2.6. All trash shall be collected nightly throughout each building using trash totes, barrels with large plastic liners, bags securely tied and not torn and/or leaking.

5.2.7. Any obvious torn, soiled, or odorous trash receptacle liners within each building shall be removed and replaced immediately. Contractor employees shall monitor and ensure that all trash and recycling receptacles throughout each building are being cleaned inside and out whenever needed.

5.2.8. Contractor shall be responsible for pick up and disposal of any trash falling on the grounds in transport or spilling around the outside collection points (dumpsters) during or after removal of trash. Night custodians are to assist the Day Porter daily in keeping the inside of all trash enclosures clean and free of trash debris on the ground.

5.2.9. Outside trash collection points (dumpsters) will not be relocated by Contractor. Trash containers and trash enclosure gates are required to be locked (at all times) before and after use. Contractor shall monitor and report any containers that are broken or have broken or non-working locks, and also report any missing locks no longer chained to containers. Additional dumpsters may be requested if daily volume becomes consistently excessive to dumpster capabilities. These requests must be submitted in writing to and approved by the DPA Representative or the authorized designee.

5.3. Vacuum, Cleaning and Spot Clean Carpets

5.3.1. State-owned wall-to-wall carpets, matting, and rugs in rooms, hallways, vestibules, etc., are included in this task and shall be referred to as carpet for purposes of this Contract.

5.3.2. Contractor shall vacuum all carpeted areas per the Attachment 1 - Tasks and Frequencies Chart for Routine

Services so that all visible litter and soil is removed. Where it is necessary, office furniture, wastebaskets and easily moved items such as wall partitions or display cases shall be moved to vacuum underneath. These items shall be returned to their original location immediately. None will be taken from the floor and put on desktops during this process.

5.3.3. Heavily soiled spots (no matter how large an area), remaining after vacuuming shall be spot cleaned immediately. All carpet areas shall be extracted upon notice by the DPA Representative or the authorized designee. Contractor shall bear the cost of the extraction if it is determined by the DPA Representative that the carpets have not been maintained properly through spot cleaning.

5.3.4. All carpets showing spills or stains (regardless of total area) shall be spot cleaned and thoroughly dried when observed by Contractor, or upon notification by the State.

5.3.5. All cleaning products used must be safe and not cause damage to or fading of carpets. All movable furniture and equipment, including but not limited to desks, chairs, sofas, tables and cabinets, shall be moved prior to spot cleaning. All items must be returned to the original location with a protective shield under the portion of the furniture which comes into contact with the wet carpet.

5.3.6. Emergency cleaning of certain areas necessitated by inadvertent spills or water line leaks/breaks on the carpet or hard surface floors (no matter how large an area) shall be done immediately. Solution spills must be cleaned with cold water or an industry acceptable cleaning solution immediately so stains will not set in carpet fibers. Cleaning solution(s) may be included in the listing of chemicals provided for pre-approval by the DPA Representative or the authorized designee. Chemicals or cleaning solutions that have not been approved by the DPA Representative or the authorized designee may be used. Excess liquid or solid residue shall be removed, and in large areas a wet pick-up vacuum or extractor may be used. Carpets shall be dried using carpet drying equipment. If carpets cannot be cleaned to standards, Contractor employees shall report the incident to the Project Manager immediately who will, in turn, report to the DPA Representative or the authorized designee. All emergency cleanups performed by Contractor shall be completed under the cost of the Contract and the State shall not be charged.

5.3.7. Contractor employees shall report all carpet tears, burns and unraveling immediately.

5.3.8. When an emergency carpet or hard floor cleaning interferes with the completion of other routine tasks, the

Project Manager shall notify the DPA Representative or the authorized designee to negotiate a schedule omission or substitution for that day or to receive monetary compensation for doing both the emergency cleaning and completing the daily routine work as scheduled.

5.3.9. In addition to any obvious spills that must be cleaned while vacuuming, carpet spots reported by the State shall also be cleaned immediately. Contractor employees shall also communicate any carpet spots/stains immediately to the Project Manager as they are cleaning each day. During inspections, the Project Manager shall also ensure that carpet spots/stains will be serviced immediately.

5.4. Floor Sweeping and Dust Mopping

5.4.1. The entire floor surface, including corners and abutments, shall be swept free of litter, dust, dry dirt and other types of debris. Moveable items shall be moved to be swept underneath and returned to their original location. No items will be taken from the floor and put on desktops during this process.

5.4.2. Sweeping compounds shall not be used on resilient tile or hardwood floors but may be used on concrete floors when required to restrict dust or soak up liquids.

5.4.3. Sweeping broom or sweeping dust mop treatments shall be compatible with the surface being swept. For example, no oily dust treatment compounds will be used on sweeping dust mops when sweeping computer room floors.

5.4.4. When using the floor sweeper in the State Parking Garage, this service must be done after business hours to prevent any damage to cars. This also applies to pressure washing garage floors (weather permitting).

5.5. Floor Wet Mopping and Cleaning

5.5.1. After sweeping all accessible areas, the floor shall be wet-mopped or cleaned/scrubbed with a floor machine. Floor surfaces on all main floor entrance levels shall be cleaned daily using a floor scrubber. Floor mopping shall be done along edges and corners only.

5.5.2. Following thorough sweeping, all hard floor surfaces including elevator floors shall be wet mopped to achieve a uniformly clean appearance without leaving streaks, swirl marks, detergent residue or evidence of soil, stains, film, debris, mop strands or standing solutions. Elevator tracks must be thoroughly vacuumed and cleaned of debris according to the required frequency. If elevator door repair charges are incurred from the Elevator Service Contractor due to excessive dirt in the tracks from not being properly maintained, the charges will be passed on to Contractor.

5.5.3. There shall be no splash marks on furniture, baseboards, doors, walls, etc.

5.5.4. During the mopping or floor machine cleaning process, excessive liquids shall not be applied and left on the floor. Contractor shall be held liable for damages to property or personnel caused by the use of excessive liquids.

5.6. Spray Cleaning and Buffing

5.6.1. The floor shall be swept and cleaned before and after spray cleaning and buffing. Solution for spray cleaning shall be compatible with finish and high-speed buffing procedure. Solutions shall be appropriate for the flooring materials.

5.6.2. All areas accessible to the floor machine shall be spray cleaned and buffed. Easily moved furniture, wastebaskets, etc., shall be removed to spray clean and buff underneath and returned to original location.

Nothing shall be put on desktops during this process.

5.6.3. The entire surface shall have a glossy uniform appearance, free of scuff marks, heel marks and other stains;

and shall have a uniform sheen.

5.7. Spot Clean Floor

5.7.1. Small, easily removed spots or stains shall be removed immediately upon discovery. Contractor employee may use a wet mop with scrubbing pad or machine with scrubbing pad, whichever is practicable. Some debris may be removed by razor blade scraping, while not causing any damage to the floor.

5.7.2. Additional spot cleaning of elevator floors shall be done on a daily basis by day porters and night cleaning staff while custodians are riding the elevators to ensure that trash and spills/stains are cleaned as needed.

5.7.3. All areas having to be spot cleaned shall have a new coat of wax or finish applied to give a uniform glossy appearance and there shall be no splashes of wax left on furniture, baseboards, doors, walls, etc.

5.8. Walk-Off Mats and Runners

5.8.1. Interior and exterior entrance and main floor hall walk-off mats and/or runners shall be provided and maintained by Contractor. All mats must meet Federal A.D.A. standards and be approved by the DPA

Representative or the authorized designee prior to installation. When Contractor removes entrance mats at the end of the Contract term, it must allow time for the new contractor to replace them with new mats but in no case…