FY27 APOABF Janitorial Service Specifications.docx

Janitorial Service Specifications FY27 Janitorial Services | Montgomery, Alabama Janitorial services shall be provided in accordance with Specification 910V02 and the detailed duties below. The supplier must be a duly licensed and bonded firm authorized to operate in the State of Alabama. Evidence of licensing and bonding shall accompany the Quick Quote. No subcontracting is permitted.

Agreement Requirements The Alabama Peace Officers' Annuity & Benefit Fund (APOABF) intends to establish a Multi-Year Small Purchase Agreement through this Quick Quote solicitation. The maximum agreement term will be determined at award based on awarded pricing and anticipated usage and shall not exceed five (5) years. Under no circumstances shall the cumulative value of the agreement exceed Twenty-Five Thousand Dollars ($25,000).

Anticipated service commencement is October 1, 2026. The maximum term and end date will be established at award, subject to the five-year maximum and $25,000 cumulative value limit; this solicitation does not establish a fixed one-year term.

The supplier shall maintain consistent pricing, products, services, specifications, and all agreement deliverables throughout the entire agreement term. No price increases or other modifications are permitted during the life of the agreement. Any modification requires a new Quick Quote.

The supplier shall sign the "in & out" sheet at each visit, recording both arrival and departure times. Advance notification is required if an exception to the scheduled service day or time is needed.

Service Schedule and Billing Services shall be performed three (3) days per week after 5:00 p.m. on Monday, Wednesday, and Friday, except during State and Federal holiday weeks, when services will be reduced to two (2) days. The monthly invoice shall reflect the reduced level of service for any holiday week. The pricing basis for holiday-week reductions shall be established at award and remain unchanged throughout the agreement.

Billing shall be submitted monthly in arrears.

The building's upper floor is not occupied. Pricing and billing shall be based only on approximately 2,311 square feet of occupied lower-floor space. The entry foyer, stairways, upper landings, floor areas beneath the stairs, and monthly top-floor LVT cleaning specified below remain included in the service scope and quoted price.

Supplies and Floor Care The vendor shall furnish all cleaning chemicals, supplies, equipment, including a vacuum, mopping supplies, and securely fitting, appropriately sized can liners. The building contains carpet tile and luxury vinyl tile (LVT) flooring. Only fast-drying, mild cleaning products shall be used on the LVT flooring to prevent damage. The vendor shall be responsible for any damage resulting from the use of improper cleaning methods or products.

Quote Validity and Mandatory Site Visit All Quick Quotes must remain valid for thirty (30) days from the date of submission.

A mandatory site visit will be held on Monday, September 21, 2026, at 10:00 a.m. at the APOABF service location, 514 S McDonough St., Montgomery, Alabama.

All prospective suppliers must attend and confirm attendance by email to jeanne.lee@apoabf.alabama.gov. The current supplier must also attend; its identity as the incumbent shall remain anonymous during the solicitation process.

The awarded supplier shall attend a mandatory post-award site visit to discuss plans for carrying out the service specifications. The visit shall not modify the awarded pricing, scope, specifications, or deliverables; any modification requires a new Quick Quote.

Detailed Specification Sheet Areas to be Serviced Main entry foyer, including upper and lower stairs, upper landings, and floor areas beneath the stairs Entire Upper and Lower Floor Entry Stairway Reception Area Offices (4) Hallways Conference Room Bathrooms (2) Services Performed Each Visit Wipe disinfectant on standard high-touch areas: Light Switches, Touch Plates, Handrails and Doorknob/Handles.

Wipe conference table.

Wipe breakroom countertops and microwave.

Restock toilet paper, paper towels, hand soap (provided by APOABF).

Must have ability to lift heavier trash when needed, DO NOT drag trash bag on carpet.

Empty waste containers. Twice weekly, move outside trash can to and from the designated pickup area for Tuesday & Friday City pickup.

Vacuum carpeted areas and mats.

Sweep all other hard surface floors, spot mop when needed.

Keep the janitorial closet clean, orderly, and free of unpleasant odors, promptly remove waste or soiled materials that may cause odors.

Lock all doors and shut off lights.

Services Performed Monthly Dust furniture, chairs, tables, and file cabinets (Papers and folders not to be moved).

Dust Conference Room and adjoining room vertical blinds.

Dust all window ledges.

Clean the interior and exterior glass surfaces of the entrance and back doors, removing fingerprints and smudges.

Clean baseboards, carpet edges and corners, including chair molding.

Remove cobwebs.

Vacuum all carpeted areas and floor mats. Vacuum the top-floor LVT using equipment suitable for that flooring. Include the entry foyer, stairways, upper landings, and floor areas beneath the stairs.

Vacuum beneath desks and plastic carpet protectors, lifting and replacing the protectors as needed.

Mop all non-carpeted floor surfaces, including tile, LVT, and rubber stair mats. Include the entry foyer, upper landings, and floor areas beneath the stairs, as well as areas behind toilets and other fixtures. Use cleaning products and methods appropriate for each surface.

Clean and polish all bathroom mirrors to remove spots, smudges, and streaks.