Final Towson Janitorial Invitiation for Bid - BPM048760.pdf

Janitorial Services at the Towson District Court MSC

Solicitation #: BPM048760 IFB Document

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STATE OF MARYLAND

THE DEPARTMENT OF GENERAL SERVICES

(DGS)

INVITATION FOR BIDS (IFB)

JANITORIAL SERVICES AT THE TOWSON DISTRICT COURT MSC

IFB NUMBER BPM048760

ISSUE DATE: JULY 21, 2026

A Prospective Bidder that has received this document from a source other than eMarylandMarketplace

Advantage (eMMA) https://procurement.maryland.gov should register on eMMA https://emma.maryland.gov/

NOTICE TO BIDDERS

SMALL BUSINESS RESERVE PROCUREMENT

This is a Small Business Reserve Procurement for which the award will be limited to certified small business vendors. Only businesses that meet the statutory requirements set forth in State Finance and

Procurement Article, §§14-501—14-505, Annotated Code of Maryland, and that are certified by the

Governor’s Office of Small, Minority & Women Business Affairs (GOSBA) Small Business Reserve

Program are eligible for award of a contract. Before awarding a contract under a procurement designated as a small business reserve procurement, the Procurement Officer shall verify that the apparent awardee is certified by the GOSBA as a small business through eMMA. However, if small businesses do not show interest in this solicitation, the Procurement Officer has the right to remove the SBR designation via an

Amendment on eMMA.

MINORITY BUSINESS ENTERPRISES ARE ENCOURAGED TO RESPOND TO THIS

SOLICITATION.

https://procurement.maryland.gov/ https://emma.maryland.gov/ https://gomdsmallbiz.maryland.gov/Pages/sbr-program.aspx https://gomdsmallbiz.maryland.gov/Pages/sbr-program.aspx

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KEY INFORMATION SUMMARY SHEET (KISS)

Invitation for Bids Maintenance - Janitorial Services at the Towson District Court MSC

Solicitation

Number:

BPM048760

IFB Issue Date: July 21, 2026

IFB Issuing

Office:

The Department of General Services (DGS or the “Department”)

Procurement

Officer:

Jonicia Tucker

301 W. Preston Street M-3

Baltimore, MD 21201

Email:

Phone Number:

jonicia.tucker1@maryland.gov

410-767-8199

Bids are to be sent to:

Submit on emma.maryland.gov under Solicitation Number

BPM048760

To submit a bid, bidders must first register on emma.maryland.gov. We recommend registering in advance to become acquainted with the site.

No Bid Notice

Feedback Form

If you are not submitting a bid for this solicitation, submit an email to

Jonicia.tucker1@maryland.gov with your reasons why.

Pre-Bid

Conference:

An In-person Pre-Bid Conference will be held on Tuesday, July 28, 2026, at 10:00 a.m. local time at:

Towson District Court

120 E. Chesapeake Avenue, Towson, MD 21286.

See Section 4.3 for additional details.

Scheduled Site

Visit

A site visit will be held on Tuesday, July 28, 2026, at 11:30 a.m. local time at:

Towson District Court

120 E. Chesapeake Avenue, Towson, MD 21286.

Questions Due

Date and Time:

Questions will be due on Tuesday, August 4, 2026, at 4:00 p.m. local time.

mailto:jessica.knott@maryland.gov mailto:Jonicia.tucker1@maryland.gov

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Bid Due (Closing)

Date and Time:

The bids will be due on Tuesday, August 25, 2026, at 4:00 p.m. local time.

Bidders are reminded that a completed Feedback Form is requested if a no-bid decision is made (see Attachment 1 - No Bid Notice/Vendor

Feedback Form).

MBE

Subcontracting

Goal:

An overall Minority Business Enterprise (MBE) or Disadvantaged

Business Enterprise (DBE) subcontract participation goal of __5%_ percent of the total contract dollar amount, including all renewal option terms, if any, has been established for this procurement. The overall MBE or DBE subcontract participation goal includes the following subgoals, which have been established for this procurement:

Refer to Exhibit 1 for information on how goal setting was determined.

Also, refer to Appendix 4 for information about the MBE or DBE program and goals.

VSBE

Subcontracting

Goal:

N/A

Procurement

Method:

A Contract will be awarded in accordance with the Competitive Sealed

Bidding method under COMAR 21.05.02.

Multiple or

Alternate Bids:

Multiple or alternate Bids will not be accepted.

Contract Type: Firm Fixed Price

Contract

Duration:

Five (5) years with no renewal options.

Primary Place of

Performance:

Towson District Court:

120 E. Chesapeake Avenue

Towson, MD 21286

SBR Designation: Yes

Federal Funding: No

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Table of Contents - IFB

1 Minimum Qualifications

1.1 Bidder Minimum Qualifications

2 Contractor Requirements: Scope of Work

2.1 Summary Statement

2.2 Background and Purpose

2.2.1 Project Goals

2.2.2 State Roles

2.3 Contractor Responsibilities and Tasks

2.4 Supplemental Category of Work Requirements and Responsibilities

3 Standard Terms and Conditions

3.1 Contract Initiation Requirements

3.2 End of Contract Transition

3.3 Invoicing

3.3.1 Invoice Submission Schedule

3.3.2 Deliverable Invoicing – N/A

3.3.3 Labor Hour/Time and Materials Invoicing – N/A

3.3.4 Travel Reimbursement

3.4 Liquidated Damages

3.4.1 MBE Liquidated Damages

3.4.2 Liquidated Damages other than MBE

3.4.3 Problem Escalation Procedure

3.5 Work Orders

3.6 Payments by Electronic Funds Transfer

3.7 Prompt Payment Policy

3.8 Federal Funding Acknowledgement

3.9 Conflict of Interest Affidavit and Disclosure

3.10 Non-Disclosure Agreement

3.10.1 Non-Disclosure Agreement (Bidder/Offeror)

3.10.2 Non-Disclosure Agreement (Contractor)

3.11 Maryland Healthy Working Families Act Requirements

3.12 The State of Maryland’s Commitment to Purchasing Environmentally Preferred Products and

Services (EPPs)

3.13 Insurance Requirements

3.14 Electronic Transaction Fee

4 Bid Submission Information and Instructions

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4.1 eMaryland Marketplace Advantage (eMMA)

4.2 Electronic Means

4.3 Pre-Bid Conference

4.4 Questions

4.5 Bid Due (Closing) Date and Time

4.6 Receipt, Opening and Recording of Bids

4.7 Duration of Bids

4.8 Revisions to the IFB

4.9 Cancellations

4.10 Incurred Expenses

4.11 Protest/Disputes

4.12 Bidder Responsibilities

4.13 Acceptance of Terms and Conditions

4.14 Compliance with Laws/Arrearages

4.15 Verification of Registration and Tax Payment

4.16 False Statements

4.17 Confidentiality of Bids / Public Information Act Notice

4.18 Use of Bidder’s Form Not Binding on State

4.19 Attachments and Documents Required with the Bid (Table A)

4.20 Bid Delivery Instructions

4.21 Bid Evaluation Criteria and Award Basis

4.22 Tie Bids

4.23 Reciprocal Preference

4.24 Documents Required upon Notice of Recommendation for Contract Award (Table B)

5 IFB Appendices and Exhibits

5.1 Appendices (Table C)

5.2 Exhibits (Table D)

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1 Minimum Qualifications

1.1 Bidder Minimum Qualifications

The Bidder must document in its Bid that it satisfies the following Minimum Qualifications:

A. The Bidder shall have a minimum of three (3) consecutive years of its entity being formed and in business.

B. The Bidder shall have a minimum of three (3) complete and consecutive years within the last five (5) years of successful janitorial service performance comparable in scope, type, size, magnitude, and complexity as required in this IFB.

C. The Bidder shall provide with its Bid "Attachment L Reference Checks" three (3) references that can substantiate this experience, timely upon the request of the Procurement

Officer.

1. Each reference shall be from a client for whom the Bidder has provided services comparable to the scope, type, size, magnitude, and complexity of those specified in Section 2 of this IFB.

2. Each reference shall be from a client for whom the Bidder has provided services within the past five (5) years.

3. Each reference shall include:

• Name and complete address of the business or company

• Name of the contact person, email address, and current phone number

• Term and Length of each Contract

• Size and Type of facility to include Square Footage

• Types of services provided

• Contract Value

THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK.

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2 Contractor Requirements: Scope of Work

2.1 Summary Statement

2.1.1 This Invitation for Bids (IFB) is issued to procure the goods or services, as specified in this Section 2, from a Contract between the successful Bidder and the State of Maryland

(“State”) for janitorial services for the Towson District Court.

2.1.2 This is a single award IFB. See IFB Section 4.21 Bid Evaluation Criteria and Award

Basis for more Contract award information.

2.2 Background and Purpose

The State is issuing this solicitation to obtain a janitorial Contract for the Towson District Court, located at 120 E. Chesapeake Avenue, Towson, MD 21286. The court is managed under the authority of the Department of General Services, an agency of the State of Maryland.

The District Court is a two-story building that consists of approximately 60,000 square feet. The building is occupied by the District Court with approximately 150 employees, which comprises the following units:

• District Court

• Baltimore County Police (Lock Up)

The State will not provide any parking spaces. All Contractor personnel are responsible for securing and paying for their own parking.

2.2.1 Project Goals

The intent of this contract is to provide quality janitorial cleaning services and cover all tasks outlined in these specifications.

2.2.2 State Roles

A. Supplies Furnished by the State

1. The State shall furnish all paper hand towels, toilet paper, hand soap, and seat covers.

State personnel shall stock these supplies in the janitorial closets. The State will maintain records of the usage of these supplies. The Contractor will be held accountable for any excessive usage of these supplies.

2. The State will supply large trash receptacles (dumpsters) for the final disposal of trash collected in the building.

B. Service to be Supplied by the State

1. The State will supply the Contractor with light, heat, power, and hot and cold water for cleaning the building. The State’s energy guidelines regulate the hot water temperature and cannot be increased above the current guideline’s temperatures. Building temperatures are adjusted during non-business hours to reduce energy consumption;

workers may occasionally need to dress in cooler or warmer clothing depending on the building's temperature.

2. The State will provide janitorial closets to house the Contractor’s equipment and supplies. These closets will be supplied with locks to safeguard the Contractor’s property.

The Contractor must maintain these closets in a clean, neat, and orderly condition.

Cleaning materials must be stored and labeled in accordance with federal, state, and local

IFB for The Department of General Services Page 8 of 42 regulations. A chart illustrates all universal warning symbols pertaining to hazardous substances and waste must be posted in each custodial closet and storage space. The

Contractor will assume all risk of loss or damage to its supplies, materials, and equipment stored in State space.

2.3 Contractor Responsibilities and Tasks

A. Security Requirements (reference to FM: Supplemental Category of Work Requirements and Responsibilities)

Documentation confirming successful completion of all required background and security clearances in accordance with Section Security Requirements shall be submitted by the

Contractor upon request by the Procurement Officer or Contract Monitor. This requirement applies to all Contractor personnel assigned to perform work under this Contract.

B. Keys and Access Control

1. The Contractor shall be responsible for all keys, fobs, access cards, and other access devices issued for janitorial closets or other designated areas. In the event of loss, theft, or damage, the Contractor shall notify the Regional Manager or their designee immediately.

2. The Contractor shall be liable for all costs incurred by the State to replace any lost, stolen, or damaged keys, fobs, or access devices, including the costs of re-keying locks, replacing access cards, or otherwise restoring security. The State may deduct such costs from payments by the Contractor or invoice the Contractor directly for reimbursement.

3. The Regional Manager or Designee shall retain the right of access to the Contractor’s storage area(s) in case of emergency.

C. Waste Disposal

The Contractor shall deposit all trash and debris collected within the building into the receptacles provided by the State and shall ensure that all lids, doors, or openings on the receptacles are closed and latched after use.

D. Scope of Work Requirements

1. Tenants Housed in the Building

a. District Court

b. Baltimore County Police (Lock Up)

2. Services which may be added in the future

There are no services to be added in the future under this contract.

3. Facility Estimated Counts and Square Footage

a. The Contractor shall furnish all labor, equipment, and supplies necessary to perform the daily, weekly, monthly, semi-annual, and annual cleaning of the

Towson District Court Building in strict conformance with the standards specified in these Specifications.

b. The facility space may comprise general and reception areas, executive offices, interview rooms, nursing rooms, storage areas, mail rooms, loading dock, file room, holding cells, and lock-up offices.

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c. Bidders are advised to take their own measurements and counts. All details on square footage and number of units are approximate. The bidder shall be responsible for verifying the areas, sizes, and quantities of the surfaces and units listed below to be cleaned. Failure of the bidder to verify the amounts shall not relieve the bidder of the responsibility to provide all services required to the standards included herein for the prices submitted in the Contractor's bid.

d. The approximate net cleanable square footage and approximate number of cleanable units/items within this building consist of the following:

a. Vinyl Tile Square Footage 5,821

b. Carpet Square Footage 15,282

c. Ceramic Tile Square Footage 6,890

d. Exterior Glass Square Footage 1,183

e. Glass Square Footage 2,858

f. Windows 110

g. Blinds 82

h. Light Fixtures 618

i. Toilets 50

j. Sinks 53

k. Urinals 8

l. Water Fountains 8

m. Offices 21

n. Judge’s Chambers 6

o. Conference Rooms 1

p. Break Rooms 2

e. All equipment necessary to perform the required services shall be provided by the

Contractor at no additional cost to the State. Equipment rental or usage fees shall not be billed separately under this Contract. This ensures that the State is not charged rental charges for said equipment.

4. Hours When Work May Be Performed

a. Standard operating hours for all facilities are Monday through Friday, from 8:00 a.m. to 5:00 p.m.

b. The Contractor shall provide one (1) daytime janitor to work from 9:00 a.m. to 3:00 p.m., Monday through Friday, except on State holidays.

c. All janitorial services, including daily, weekly, monthly, semi-annual, and annual tasks, shall be performed between 5:00 p.m. and 11:00 p.m., Monday through

Friday, unless otherwise approved in advance by the Contract Monitor or designee.

Work on State holidays or weekends may be performed only with prior written approval from the Contract Monitor or designee.

5. State Holidays

a. New Year’s Day

b. Birthday of Dr. Martin Luther King, Jr.

c. Presidents’ Day

d. Memorial Day

e. Juneteenth

f. Independence Day

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g. Labor Day

h. Columbus Day

i. Veterans’ Day

j. Thanksgiving Day

k. American Indian Heritage Day

l. Christmas Day

m. Election Day when applicable, and any other State Holiday designated by the

Governor

5. Emergency Conditions

Should an emergency condition require immediate attention, such as flooding of a particular section of the building, the Contractor shall divert their workforce or any part thereof, as directed by the Contract Monitor/Designee, as necessary, from their normal assigned duties to address the condition.

6. Building Closure

a. Whenever State employees are excused early, or facilities are closed due to heavy snow accumulation, severe inclement weather, or other hazardous conditions, the

Contractor shall make every reasonable effort to provide janitorial services, particularly when the occurrence is on a Friday or the day preceding a state holiday.

b. Work should, where feasible, be performed during the holiday or weekend so that the building is cleaned and ready for work before office hours on the following workday.

c. If the Contractor is unable to perform janitorial services due to such conditions or building inaccessibility, the Contractor shall immediately notify the Building

Services Supervisor or designee. The Contractor shall not receive payment for services not performed due to the building being closed. In the event of a State-declared emergency or building closure, no payment shall be made for services not performed. Any exception to this requirement must be approved in writing by the

Procurement Officer and supported by documentation demonstrating that the

Contractor’s personnel were available and ready to perform but were prevented from doing so by closure.

7. Services, Cleaning Supplies, Materials, and Equipment Supplied by the Contractor

a. The Contract shall furnish all supplies, materials, and equipment necessary for the performance of the work of the contract unless otherwise specified herein. See Section

2.2.2

b. All housekeeping supplies in support of this Contract are to be purchased from Blind

Industries and Services of Maryland (BISM) to the extent they are available.

Additional information may be obtained from BISM directly by calling 410-737-2600 or visiting https://bism.org/. As this is a mandatory requirement, failure to comply will be considered a breach of contract. A copy of the contract will be provided to BISM for follow-up. These supplies must be stocked on-site in original containers.

c. The Contractor is not permitted to substitute products purchased through BISM.

Should the Contractor wish to change from the approved chemical or supply selection available through BISM, the answer is No; the State purchases BISM products. If, in any rare circumstance, an exception is requested, a written justification must be

IFB for The Department of General Services Page 11 of 42 submitted to the Contract Monitor at least fifteen (15) working days prior to the proposed change. Any costs associated with testing or using an alternative brand suggested by the Contractor shall be borne by the Contractor. All cleaning supplies must have a Green Seal or similar certification where practicable.

d. Furnish all necessary cleaning equipment (commercial/industrial), including power-driven floor scrubbing machines, polishing machines, HEPA-type vacuum cleaners, etc., required for the performance of the contract work. This equipment must be of the size and type customarily used in work of this kind and must meet the approval of the

Contract Monitor.

e. Ensure that each piece of equipment delivered to the contract site for use under the contract is serially numbered and appropriately identified with a plate affixed thereon.

The Contractor must furnish the Contract Monitor with a listing of all equipment delivered to the building, including the corresponding serial numbers. According to the schedule established by the Contract Monitor, an inventory of the equipment is to be carried out. The purpose of the inventory is to ensure that all equipment is in operating condition and that the quantity and quality agreed upon at the time of contract award remains the same. The Contractor shall accompany the designated

State employee conducting the inventory. It is the Contractor's responsibility to provide only those items approved at the beginning of the contract. Furthermore, all equipment must always be operational. Any inoperative equipment shall be repaired and/or replaced within 24 hours.

f. Fifteen (15) days before the starting date of the contract, the Contractor must submit to the Contract Monitor a list giving the name of the manufacturer, the brand name, and the intended use of each of the materials that he/she proposes to use in the performance of the work. The Contractor shall not use any material that the Contract

Monitor determines would be unsuitable for the purpose or harmful to the surfaces to which it is applied or to any other part of the building, its contents, or furnished upon request.

g. The Contractor shall purchase chemical products and supplies in quantities that minimize the amount of packaging and container waste generated. The contractor shall use chemical concentrates with appropriate dilution systems, wherever possible, to minimize chemical use, limit worker exposure to chemical concentrates, and facilitate the proper dilution of chemical concentrates. The contractor shall use appropriate technology to apply chemical products in a manner that prevents overuse and waste of the product.

h. Whenever practicable, reusable cloths, such as microfibers, shall be used instead of paper products to minimize waste. Reusable cloths must be cleaned or laundered before reuse. Reusable cloths shall be color-coded as follows: red for toilets and urinals, yellow for other restroom surfaces, blue for general cleaning, dusting, and glass surfaces, and green for kitchens, eating areas, water fountains, and coolers. Mops shall be color-coded as follows: Red for the bathrooms, Blue for general cleaning, and

Green for the kitchens.

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i. All supplies must be clearly marked. BISM items are already labeled; however, if

Janitorial staff transfer product from one container to another, the new container must also be clearly marked to identify its contents. Any item used as a container or dispenser for products shall be labeled accordingly. All cleaning chemicals shall be issued to custodians in labeled containers that include instructions for use and all pertinent warnings or safety information.

j. The Contractor must maintain a file of Material Safety Data Sheets for each cleaning chemical used under the contract on the premises where work is being performed

k. In conjunction with the Contract Monitor, the Contractor shall inventory all the materials and equipment on hand during the final month of the contract period and develop a listing of all materials and equipment paid for by the State. Any materials remaining at the termination of the contract that have been paid for by the State will remain the property of the State.

8. Work Excluded from the Contract:

All mechanical rooms, electrical rooms, telephone rooms, security video rooms, and any areas used exclusively for building maintenance.

E. Contractor’s Employees

1. On-Site Supervisor

The Contractor shall designate one (1) qualified On-Site Supervisor responsible for oversight of all janitorial services performed under this Contract.

a. Qualifications

The On-Site Supervisor shall:

i. Possess a thorough knowledge of janitorial cleaning techniques, equipment, and materials;

ii. Demonstrate the ability to train and direct cleaning personnel and maintain an effective inspection and follow-up program;

iii. Be fluent in the English language;

iv. Meet all experience and clearance requirements set forth elsewhere in this IFB.

v. Upon award, the Contractor shall identify the designated On-Site Supervisor and provide full contact information to the DGS Procurement Officer and the DGS

Contract Monitor.

2. Supervision Requirements

The On-Site Supervisor shall:

a. Be present during all evening shift janitorial operations;

b. Ensure sufficient supervision to maintain effective and efficient cleaning operations;

c. Be equipped with a cellular phone while on duty to ensure continuous communication with building management;

d. Be accountable for the performance and conduct of all Contractor personnel assigned to this Contract.

Day shift supervision shall be required until the Contract Monitor determines that day personnel are adequately trained and capable of independently performing assigned duties.

This determination shall be made at the sole discretion of the Contract Monitor and shall apply each time new day personnel are assigned.

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Failure of the On-Site Supervisor (or approved Alternate Supervisor) to be present during required supervision periods shall constitute a breach of Contract and may result in payment reductions equal to the hours of absence multiplied by the Supervisor’s hourly rate, in addition to any other remedies available to the State.

3. Meetings and Coordination

The On-Site Supervisor shall make available necessary time between 3:00 p.m. and 4:00 p.m., and at other reasonable times upon request, to meet with the Contract Monitor to receive instructions, review deficiencies, or discuss contract performance matters.

4. Replacement of On-Site Supervisor

a. The Contractor shall notify the Contract Monitor in writing within one (1) business day of any resignation, reassignment, removal, or extended absence of the designated

On-Site Supervisor.

b. Any proposed replacement shall meet all minimum qualifications of this IFB. The

Contractor shall submit the qualifications of the proposed replacement for review and approval by the Contract Monitor prior to assignment. The replacement Supervisor shall not assume duties until approved.

c. Failure to provide a qualified and approved replacement within five (5) business days may be considered a breach of Contract.

5. The Contractor shall not hire current State employees for the work in State buildings.

6. Personnel employed by the Contractor shall be capable employees qualified in this type of work and speak, read, understand, and write in English clearly and concisely. The

Contractor shall staff the building with trained and experienced cleaning personnel who can operate with minimal supervision. A fully qualified workforce shall be maintained throughout the period of this Contract. All personnel shall receive close and continuing first-line supervision.

7. The Contractor shall require all employees to wear distinctive work clothing for ready identification and ensure that every employee is in the proper attire when the employee is on duty. A below-waist work smock is acceptable. Any color or color combination as approved by the On-site Supervisor may be used; however, the distinctive clothing shall be the same for all the Contractor’s employees. Employees will be required to dress neatly, in a manner commensurate with the tasks they are performing.

8. All the Contractor’s employees shall wear approved identification badges when in or on State property. The On-Site Supervisor shall periodically verify passes with employees. The Building Manager is on site most of the time, and the Regional

Manager is available and flexible to report on-site as needed.

9. The Contractor shall provide the following personnel:

a. Project Manager – The Same as the Prime Contractor

b. On-Site Supervisor – Cannot perform as a working cleaning crew.

c. Day Porter

d. Janitors

e. The Regional Manager can be on-site as needed.

10. Project Manager

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a. The Contractor shall serve in the capacity of a Project Manager who will always have full authority to act in all matters concerning this contract. Delivery of all correspondence to the Project Manager will be deemed delivery to the Contractor.

b. The Project Manager shall be responsible for all deliverables (checklist, schedules, organizational charts, etc.) required within the IFB as the time specified, accountable for the supervisors’ performance, accompany DGS Contract Monitor to inspect work sites; when required, be present at meeting to become informed about the deficiencies in the scope of work or personnel that could not be resolved at the supervisor’s level, or any other reason the Contract Monitor should wish to confer with the Project Manager.

The Project Manager must be fluent in the English language and knowledgeable in the overall building management techniques specified in the Project's Requirements.

c. The Contractor shall notify the Contract Monitor in advance of any changes in the designated Project Manager’s position.

11. On-Site Supervisor

a. The Contractor shall always employ the quantity and quality of On-site supervision necessary for both effective and efficient cleaning operations. All supervisors shall possess a thorough knowledge of the various cleaning tasks, equipment, and materials to properly train and direct cleaners in their individual tasks and maintain and control an effective inspection and follow-up program. The Contractor's Supervisor(s) must be fluent in the English language and be knowledgeable in janitorial cleaning techniques.

b. The Contractor shall be responsible and ensure that the On-site Supervisor(s) are equipped with a cell phone while on duty to communicate continuously with building management.

c. An On-site Supervisor shall always be present during the time when janitorial work is being performed during the evening shift. Whenever an On-site Supervisor is unavailable during the evening shift, the Contractor shall provide an Alternate On-site Supervisor to be present and provide services in the same capacity as the On-site Supervisor. Failure of an On-site Supervisor, Alternate On-Site Supervisor, or Contractor’s Representative to be present during these required periods during which janitorial work is performed under this Contract shall be considered a breach of contract and may result in the Contractor being considered in default. Upon receiving the award, the On-site Supervisor must be identified, and all contact information provided to the DGS Procurement Officer and the

DGS Contract Monitor. The Contractor shall notify the Contract Monitor in advance of any changes to the designated On-site Supervisor.

d. The On-site Supervisor shall always be present during the time janitorial work is being performed during the day shift. Once the day janitors are trained, the On-site Supervisor is no longer needed. The Contract Monitor shall determine when the day janitors are appropriately trained to carry on the duties as specified and release the On-site Supervisor from its day shift supervision. This process shall be conducted each time a new day janitor is added as a replacement for a previously trained day janitor.

e. The On-Site Supervisor will make available the necessary time between 3:00 p.m. and

4:00 p.m., and when requested to meet with the DGS Contract Monitor to obtain

IFB for The Department of General Services Page 15 of 42 instructions or become informed about the deficiencies in janitorial work or for any other reason, the Contract Monitor should request conferring with the on-site supervisor.

f. Failure of the On-Site Supervisor to be present at any time janitorial work is performed under this contract will result in reductions from payment to the Contractor equal to the hours the supervisor was not present multiplied by the hourly rate supplied by the

Contractor.

g. The DGS Contract Monitor shall provide the On-Site Supervisor with a copy of these

Specifications and the appropriate schedules and standards.

h. The Project Manager is responsible for presenting to the Contract Monitor a schedule of dates and times when the semi-annual and annual tasks will be accomplished. This schedule is to be presented no later than 30 calendar days following the first day of service under this contract.

i. The On-Site Supervisor is accountable for the behavior and the performance of all

Contractor personnel assigned to this contract.

12. Janitorial Staff

All work performed by the Contractor shall be done in a manner satisfactory to the State. The

Contractor must provide sufficient personnel to accomplish all required services; however, due to the square footage of the building, the Contractor shall assign no more than four (4) to five (5) employees to the evening staff. All personnel shall be proficient in the tasks assigned to them and always maintain a neat and clean appearance. The Contractor shall be responsible for the proper conduct of all Contract personnel while on State premises. Should the State determine that any

Contractor employee’s conduct is detrimental to the State’s best interests, the Contractor shall take immediate corrective action, including removing the employee from assignment with the

State.

a. Daytime Cleaning:

The Contractor shall employ one (1) Day Porter daytime janitor to work from 9:00 a.m. to

3:00 p.m. Monday through Friday, except State holidays, to perform janitorial tasks to assist with the upkeep of areas such as lobby floors, executive offices, window ledges, cells, restrooms, and any other task that may be accomplished during daytime hours.

b. Evening Cleaning:

i. The Contractor shall also provide janitorial personnel to perform all daily tasks between

5:00 p.m. and 11:00 p.m., Monday through Friday, except State holidays.

ii. Weekly, monthly, semi-annual, and annual janitorial tasks may be performed daily between 5:00 p.m. and 11:00 p.m., Monday through Friday, or on State holidays and weekends with prior approval of the Contract Monitor.

iii. Janitorial personnel must be able to read and understand English and demonstrate proficiency in following directions printed in English on containers or packaging of supplies.

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iv. The failure of the Contractor to provide adequate evening janitorial staff shall be considered a breach of contract and shall cause the Contractor to be considered in default.

F. Conduct of Contractor’s Employees

1. Employees of the Contractor, while performing work under this contract, shall not:

a. Remove any State property or personal property, equipment, monies, forms, or any other item from the building.

b. Engage in loud, boisterous behavior.

c. Play radios, CD players, iPods, Cell phones, or any other sound amplification devices.

d. Be under the influence of alcohol or drugs.

e. Gamble.

f. Turn on or off or use any equipment other than the Contractor’s equipment.

g. Use any State telephone except a telephone designated by the building management for the purpose of business under this contract. The Contractor shall reimburse the

State for any costs for misuse of telephone attributable to the Contractor’s employees.

h. Open any desk, file cabinet, or storage cabinet.

i. Consume any food or beverage other than that brought with the employee or purchased from vending machines, and only in areas designated by Building

Management.

j. Engage in horseplay.

k. Remove any articles from desks.

l. Sleep.

m. Engage in long conversations with the security guards, department staff, visitors, or others.

n. Take photographs of the building or its contents.

o. Remove any documents, records, forms, or paper that are not in trash cans or clearly marked as trash.

p. Use any tobacco or tobacco substitute products (e-cigars and vapes) only in designated areas during breaks.

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q. Engage in any activity that is not in the best interest of the State or is otherwise detrimental to the performance of this contract.

a. Allow any visitors to bring children or pets to work or allow any unauthorized individuals into the facility at any time.

2. Should the State determine that any Contractor employee is undesirable for work under this contract, the State shall notify the Contractor’s representative verbally, followed by written notification. Upon receipt of such notification, the Contractor shall take immediate corrective action, which may include removing and replacing the employee. The Contractor shall be fully responsible for the conduct of its personnel and liable for any actions or inactions of those employees while performing work under this contract.

G. Daily Sign-In and Sign-Out of the Contractor’s Employees

All the Contractor’s janitorial personnel are required to sign in and sign out of the building.

The security guard on duty will verify the time logged in and the time logged out for all personnel.

H. Janitorial Tasks – Daily

1. The building must be cleaned at the frequency and to the standards as detailed in these specifications. The Contract Monitor shall determine whether the tasks have been performed, and that the performance is in accordance with the standards set forth in these specifications. Failure to perform a task or to perform a task to the specified standard will result in a reduction in the Contractor’s monthly invoice as indicated in

Section K. The Contractor may appeal the Contract Monitor determination in accordance with this section.

a. Task D-1: Empty Trash Cans and Remove Trash Inside and Outside the Building, including bags of shredded paper for recycling and boxes placed for disposal.

1. Frequency: Daily

2. Locations: Lobbies, General Offices, Executive Offices, Judge’s Chambers, Conference Rooms, Courtrooms, Corridors, Lounges, Restrooms, Holding Cells

3. Standards:

(1) All trash from trash cans is removed from the dumpster. All recycled bags will be placed in an area designated by the Building Manager/Designee.

(2) All small loose trash is placed in large plastic bags and deposited in the dumpster provided. The bags are closed and tied and free from holes that would allow trash or liquids to escape.

(3) Dumpster doors are left closed and latched.

(4) All emptied trash cans have liners that are free of soil and stains caused by liquids, coffee grounds, cigarette ashes, food, garbage, or any other substance that creates an odor or will cause other trash to adhere to the side of the liner.

(5) All items marked as trash are removed, and boxes are broken down before being placed in the dumpster.

b. Task D-2 Clean Cigarette Urns

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1. Frequency: Daily

2. Locations: Outside

3. Standards:

All extinguishing material in cigarette urns is free of any foreign matter. Soiled extinguishing material has been replaced. All trash urns have been removed from the bottom of floor urns.

c. Task D-3 Clean Glass

2. Locations: Building Entry doors, Main lobby, first and second floor Office

Entrances

3. Standards:

Glass shall be free of smears, smudges, and fingerprints and be uniform in appearance without residue or haze.

d. Task D-4 Clean and Disinfect Water Fountains

2. Locations: Lobbies, Corridors, and Lounges

3. Standards:

(1) All water spots, dirt, smudges, smears, film, and haze are removed from the water fountain.

(2) Stubborn stains are removed, and no damage is done to surfaces or water fountains.

e. Task D-5 Refill Paper Towels, Toilet Tissue, and Liquid Hand Soap

2. Locations: Restrooms, Judges' Chambers, Employees' Lounges, and Holding Cells*

3. Standards:

(1) All paper towel dispensers are filled to the dispenser’s specifications and dispensed easily and correctly from the dispenser.

(2) All toilet paper dispensers are filled, and rolls are properly installed in dispensers.

(3) All hand soap dispensers are filled with new soap bags when emptied, the dispenser has been accessed properly, and it has been restored to proper operating condition.

*TOILET PAPER ONLY IN HOLDING CELLS OFFICE FOR USE WHEN

REQUESTED.

f. Task D-6 Clean and Disinfect Basins, Urinals, and Sanitary Napkin Depositories

2. Locations: Restrooms, Judge’s Chambers, Holding Cells, and Employee Lounges

3. Standards

(1) Basins, countertops, and plumbing are disinfected and free of stains, dirt, hair, smudges, smears, and water spots. Chrome fixtures or pipes are shining.

(2) Toilets and urinals disinfected and free of stains, dirt, hair, smudges, smears, water spots, encrustation, rust, and odor. The exterior of depositories is free of smears, film, and haze. Contents of depositories bagged in plastic bags, plastic bags tied and deposited in the dumpster.

g. Task D-7 Dust Mop followed by Wet Mop All Ceramic Tile, Vinyl Tile, Terrazzo

Tile Floors, Porcelain Tiled Floors, and Detention area’s Concrete Floors

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2. Locations: Main Entrance Area, 1st and 2nd Floor Lobby Areas, Commissioners' areas, Restrooms, First and Second Floor Detention areas

3. Standards:

(1) All dirt, melting compounds, dust, and trash are removed from floors.

(2) No dirty water or cleaning solution residue or mop marks shall be visible on floors.

(3) All corners and areas adjoining vertical walls or stairs shall be free of dirt, dust, trash, dirty water residue, cleaning solution residue, and wax buildup. All easily moved furnishings shall be moved and cleaned under/behind.

h. Task D-8 Dust Mop followed by Wet Mop All Ceramic Tile, Terrazzo Tile, Vinyl

Tile Floors, and stairwells

1. Frequency: Daily

2. Locations: All Tiled Corridors, Tiled Lounges, Stairwells, Tiled Elevator Floors, Offices, and Storage Areas

3. Standards:

(1) All dirt, melting compounds, dust, and trash are removed from floors.

(2) No dirty water or cleaning solution residue or mop marks shall be visible on floors.

(3) All corners and areas adjoining vertical walls or stairs shall be free of dirt, dust, trash, dirty water residue, cleaning solution residue, and wax buildup. Easily moved furnishings shall be moved and cleaned under/behind.

G. Janitorial Tasks – Weekly

1. The building must be cleaned at the frequency and to the standards as detailed in these specifications. The Contract Monitor shall determine whether the tasks have been performed, and that the performance is in accordance with the standards set forth in these specifications.

Failure to perform a task or to perform a task to the specified standard will result in a reduction in the Contractor’s monthly invoice, as indicated in Section K. The Contractor may appeal the Contract Monitor's determination in accordance with this section.

a. Task W-1 Clean Glass Mirrors

1. Frequency: Weekly

2. Locations: General Offices, Executive Offices, Judge’s Chambers, Courtrooms, Lounges and Restrooms

3. Standards:

Glass shall be free of smears, smudges, and fingerprints and be uniform in appearance without residue or haze.

b. Task W-2 Buffing All Ceramic, Vinyl, and Terrazzo Tile

2. Locations: Lobbies, Tiled Corridors, Tiled Lounges, Stairwells, Tiled Elevator

Floors, Office and Storage Areas

3. Standards:

(1) Floors shall be thoroughly dust-mopped and wet-mopped prior to buffing. Furnishings shall be moved/removed to ensure complete buffing of the floors.

(2) Spray Buff cleaner and Polish 3M ready to use (RTU) or equal to shall be used as the medium for spray waxing and buffing. Dilute solutions of glass cleaners or other such solutions shall not be used.

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(3) Floors are to have an even glossy sheen, free of any buffing or swirl marks, and present a uniform appearance. Furnishings displaced/removed to ease buffing shall be returned to their location.

c. Task W-3 Vacuum Carpeted Areas

2. Locations: Judge’s Chambers, General Offices, Executive Offices, Carpeted

Corridors, Carpeted Reception Areas, Carpeted Lounges, Conference Rooms and

Courtrooms

3. Standards:

(1) Carpets are to be free of all dirt, dust, paper clips, and small pieces of paper or other trash.

(2) Furnishings that are easily moved shall be moved to clean under/behind.

(3) Furnishings shall be returned to their original position.

d. Task W-4 Vacuum Floor Mats

2. Locations: Lobbies, Corridors, Lounges, Stairwells and Elevator Floors

3. Standards:

(1) All dirt, dust, and trash removed from floor mats.

(2) Floor mats returned to their original positions.

e. Task W-5 Dust All Horizontal Surfaces

2. Locations: Judge’s Chambers, General Offices, Executive Offices, Lobbies, Corridors, Lounges, Conference Rooms and Courtrooms

3. Standards

All window ledges, desks, file cabinets, storage cabinets, wooden furniture, Venetian blinds, and all other horizontal surfaces must be free of dust and trash.

f. Task W-6 Dust Vertical

2. Locations: Judge’s Chambers, Courtrooms, Executive Offices, General Offices, Lounges, Conference Rooms, Lobbies and Corridors

3. Standards

All dust removed from all vertical surfaces in the above areas.

G. Janitorial Tasks – Bi-Weekly

a. Task BW-1 Spot Clean Building Surfaces

1. Frequency: Bi-Weekly

2. Locations: Lobbies, General Offices, Executive Offices, Judge’s Chambers, Conference Rooms, Corridors, Lounges and Restrooms

3. Standards:

All vinyl-painted or ceramic-tile walls and restroom partitioning shall be free of smudges, smears, marks, dirt, fingerprints, or other soil. Surfaces will also be free of detergent residue, streaks, film, or haze.

b. Task BW-2 Spot Clean Lobby and Courtroom Furniture +

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2. Locations: Lobbies, Courtrooms, Corridors and Lounges

3. Standards:

All dirt, dust, smudges, smears, and fingerprints are removed from furniture. Furniture exhibits clear shine free of residue or haze.

c. Task BW-3 Spot Clean Carpet Stains

2. Locations: All Carpeted Areas

3. Standards:

The carpet is to be free of stains, spots, or marks of any kind, which can be removed by

Industrial carpet cleaners.

H. Janitorial Tasks – Semi-Annually

• The building must be cleaned at the frequency and to the standards as detailed in these specifications. The Contract Monitor shall determine whether the tasks have been performed and whether the performance meets the standards set forth in these specifications. Failure to perform a task or to perform a task to the specified standard will result in a reduction in the

Contractor’s monthly invoice, as indicated in Section K. The Contractor may appeal the

Contract Monitor's determination in accordance with this section.

Task SA-1 Refinish All Vinyl and Terrazzo Tile Floors

• Frequency: TWICE A YEAR during the 1st weekend in June and the 1st weekend in

December.

• Locations: Vinyl and Terrazzo Floor Areas in Lobbies, Corridors, Lounges, Reception

Areas, Elevators, and Stairwells

• Standards:

(1) Desks, benches, chairs, etc., should be moved to permit refinishing of the entire floor surface.

(2) All old wax removed from tile floors.

(3) All wax stripping solutions were removed from the floor and surrounding wall areas.

(4) New wax applied evenly and buffed to a high gloss, including corners and doorways.

(5) No traces of dirt or marks on tile surfaces, no wax on vertical surfaces of adjacent areas.

(6) Floors are to have an even glossy sheen, free of any buffing or swirl marks, and present a uniform appearance. Furnishings that have been moved shall be returned to their original position by janitorial personnel before leaving the building.

I. Janitorial Tasks – Add Alternates

An Add Alternate is a clearly defined, optional component of the scope of work that is included in the solicitation, requires a separate price from bidders at the time of bid submission, and may be included in the contract at the State’s discretion at the time of award. The Add Alternate tasks identified below (AA-1 through AA-4) shall be priced separately on the bid price sheet. The State reserves the right to include or exclude any Add

Alternate task(s) from the resulting contract award.

The building must be cleaned at the frequency and to the standards as detailed in these specifications. The Contract Monitor shall determine whether the tasks have been performed and that the performance is in accordance with the standards set forth in these specifications.

Failure to perform a task or to perform a task to the specified standard will result in a

IFB for The Department of General Services Page 22 of 42 reduction in the Contractor’s monthly invoice, as indicated in Sections K. The Contractor may appeal the Contract Monitor’s determination in accordance with this section.

Task AA-1 Clean and Shampoo Carpeting

• Frequency: TWICE A YEAR during the 1st weekend in April and the 1st weekend in

October

• Locations: All Carpeted Areas of Building

• Standards:

(1) Desks, chairs, benches, etc. shall be moved to permit cleaning of the entire carpeted area.

(2) The Carpet is to be free of dirt, stains, shampoo residue, or other soil that can be removed through proper cleaning.

(3) Carpeting between courtroom benches and adjacent walls of all carpeted areas shall be shampooed with an appropriate edge or the remote cleaning machine.

(4) The carpet presents a uniform appearance.

(5) Furniture moved shall be returned to its original position by janitorial personnel before leaving the building.

Task AA-2 Clean All Lighting Fixtures

• Frequency: Once a Year

• Locations: All Lighting Fixtures throughout the Building

• Standards:

(1) Dismount grids/grills, remove lamps

(2) Interior reflectors free of dirt, dust, and streaks.

(3) Exterior diffusers or globes free of dirt, dust, and streaks.

(4) Fluorescent tubes cleaned and free of dirt, dust, and streaks.

(5) Lighting fixtures reassembled to their proper operating condition.

Task AA-3 Clean Venetian Blinds

• Locations: Throughout the Building

• Standards:

(1) Remove blinds from their location

(2) Clean Venetian blinds & slats free of dirt, dust, and streaks.

(3) Replace the Blinds hung correctly and return them to their original position.

Task AA-4 Clean All Exterior Windows and Glass Walls

• Locations: Throughout the Exterior of the Building

• Standards:

(1) Windows are free of dirt and streaks both inside and outside.

(2) Glass presents a uniform appearance.

J. Schedule of Reductions for Non-Performance or Failure to Meet Standards

The following reductions shall be used in adjusting the Contractor’s invoice when the

Contractor fails to perform any task required in these specifications or performs any task below the standards as required in these specifications and as stated within the Detailed

Specifications.

1. First occurrence - written documentation notice from the Contract Monitor to the

Contractor.

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2. Second occurrence - written documentation and deduction of 1/60th of the monthly invoice amount.

3. Third occurrence - written documentation and deduction of 1/30th of the monthly invoice amount.

1. Reductions for “No Shows” may be based on the normal number of Contractor’s personnel assigned to the building multiplied by the hours normally worked by the

Contractor.

2.…