Exhibit A Topsham DMV Custodial.docx

EXHIBIT A

CUSTODIAL SERVICE SPECIFICATIONS

Work Site: Department of Secretary Of State, Bureau Of Motor Vehicles, 125 Main Street, Topsham, Maine 04086 Owner’s Representative: Wayne Russell, Branch Manager, Telephone 207-725-6540 Approximate Cleaning Space: 4,202 square feet

Hours of Work: Work will be accomplished daily Monday thru Friday, between the hours of 5:00 PM and 12:00 Midnight. Hours and days may only change with the approval of the Owner’s Representative listed above. A contact name and number must be up to date at all times.

Walk Through: Interested bidders are strongly encouraged to attend a walkthrough of the work site with Mr. Russell on Tuesday, February 24, 2015 at 1:00 PM in order to view the expected custodial tasks and work space.

Deadline for Submitted Questions: Vendors will be required to post questions on VSS. All substantive questions received 48 hours before the deadline will be answered and communicated to all on VSS. Questions asked in other than written form thru VSS will not be answered. The State reserves the right, at its sole discretion, to answer or not answer any question.

The Department, at its sole discretion, reserves the right to recognize and waive minor informalities and irregularities found in bids received in response to this RFQ.

References: ALL bidders must provide three references for similar sized facilities.

Background: The Contractor shall supply a list of person(s) who may be either involved in the work effort or present at the facility. The list will include name and date of birth for each person. The Department shall retain the right to conduct a background check on personnel, limited to a criminal history check and motor vehicle records check. The Department retains the right to screen and restrict from the facility personal employed by the provider who are deemed to have substantial criminal or motor vehicle records.

Supervision: Supervision of the contractor’s personnel will be the responsibility of the contractor. The Contractor shall instruct the Owner’s Representative how the contractor or its representative can be contacted during other than normal working hours. The Contractor’s employees shall properly display appropriate identification stating the employees name and contractor’s name while working within the State Of Maine space.

Supplies & Equipment: The Contractor will furnish all supplies and equipment for accomplishment of all work. Contractor’s equipment shall be of the size and type suitable for accomplishing the various phases of work described and/or needed, and shall operate from existing sources of the State furnished electrical power, water supply, etc., and shall have a low noise level of operation. Equipment considered by the Agreement Administrator to be improper or inadequate for this purpose shall be removed from the work site and replaced with satisfactory equipment.

The Contractor is expected to provide a commercial/industrial vacuum cleaner equipped with a HEPA filter. They are also to provide self-contained carpet cleaning capable of providing 50 PSI (pounds per square inch) of cleaning solution with an extractor capable of 100 inches of water lift.

At the discretion of the Agreement Administrator, storage and supply areas, if available, will be provided to the Contractor. Such storage and supply areas shall be used at the Contractor’s own risk. If State storage and supply areas are utilized, the State shall in no way be responsible for lost, damaged or stolen equipment or materials.

Materials and Supplies: The Contractor shall furnish all materials and supplies required for cleaning the facility, this is to include, but is not limited to, paper towels, toilet paper, plastic trash can liners, hand soap, urinal tablets and sanitary napkins & tampons (when dispensers are provided), these supplies must be the correct size to fit the existing fixtures. Fixture deodorant/sanitizers or other odor masking material are not acceptable and shall not be used. If such products are needed, the area has not been cleaned and disinfected/deodorized satisfactorily.

The Department will supply interior and exterior entry mats.

Dumpster: The Contractor will be responsible for providing a two (2) yard dumpster and also for the cost of disposal services once per week.

Walk-off or Slush Mats: These will be provided by the Department. The contractor will wash /clean the mats, replacing them with clean mats while the wash service is being completed. During the extreme weather months (November thru March) it may be necessary to service the mats more frequently.

Cleaning Schedule:

DAILY: Monday – Friday

· Complete hygienic cleaning of rest rooms: replace 2 ply toilet tissue, 2 ply paper towels, hand soap, urinal tablets, etc.(See Exhibit B, R, 2 (B) Cleaning Restrooms)

· Empty waste baskets; collect trash; the contractor will be responsible for physically removing and disposing of trash from the facility daily.

· Vacuum carpet: remove spots by cleaning (steam) or shampooing as necessary.

· Sweep, dry mop or vacuum and damp mop all non-carpeted floors.

· Clean and sanitize counters, tables, and hard-surface chairs in the exam rooms, hearings rooms, conference rooms, all offices and lobby areas.

· Wash door glass, interior windows and glass walls in the main entrance and public areas

· Clean and disinfect all water fountains.

· Break down all cardboard boxes and remove them to the recycling area.

· Police entrances to building; pick up trash, cigarette butts, etc.

· Keep custodial closets clean and free of odors.

· Maintain/clean all entry floor mats and runners

MONTHLY: During Defined Week:

· First week - Clean and sanitize counters, sinks, tables, and chairs in the employee lounges.

· Second week - High level dusting (above 6 feet).

· Second week - Low and mid-level dusting (up to 6 feet).

· Third week - Machine buff / polish tiled floor areas.

· Forth week - Meet with Owner’s Representative for walkthrough of facility as defined in Exhibit B.

QUARTERLY: March, June, September and December, During Defined Week:

· Second week - Vacuum and damp wipe air intake and exhaust grills.

SEMI-ANNUALLY: May, November During Defined Week:

· First week - Strip, seal, and refinish tile floor areas, cleaning baseboards afterwards.

· Third week - Steam clean carpeting using professional steam cleaning equipment with a minimum temperature of 180 degrees F.

ANNUALLY: The week and month that the work is to be performed is listed below:

· First week in March - Vacuum systems furniture panels / partitions.

· First week in April - Wash light fixtures and lenses.

· First week in June - Wash inside and outside of exterior windows and both sides of storm windows, and vacuum window treatments.

· First week in December - Wash file cabinets and bookcases.

AS NEEDED / REQUESTED:

· Spot clean walls, system furniture partitions, vertical window treatments and woodwork as needed.

SPECIAL PROJECTS

The contractor may be called upon to provide more general services for special cleaning. An hourly rate is required.