Jackson Career Center - Janitorial Service Specifications.pdf

***Jackson Career Center – Janitorial Service Specifications ***

Location: Jackson Career Center 205 Walker Springs Road Jackson, AL 36545

Career Center Manager: Tonya Faith – (251) 246-2453

Service Period: October 1, 2024 (Or Date of Award) through September 30, 2025

***Contact the Career Center Manager to Schedule Appointment to Tour Facility***

Section I: Scope

The contractor shall furnish all labor, material, equipment, and supervision, to maintain the facility in a clean and sanitary condition and in accordance with the following specifications. All nightly services are to be performed three nights each week, after 5:00 p.m. Monday, Thursday and one day over the weekend. No cleaning operation will be after 12:00 midnight without written permission by the department.

Section IA: Key Control

1. The contractor shall adequately secure the keys, key cards, other entry devices and codes provided by the state.

2. Any such item which becomes lost, missing, or stolen shall be immediately reported to the department supervisor by the contractor. Should the contractor lose or have stolen any keys issued to the contractor by the state, the cost of changing locks or keys to buildings, rooms, or areas accessible by the lost or stolen keys will be deducted from the contractor’s invoice to the state for the work performed under this contract. This will also pertain to cancellation of a service when the keys are not turned in within 24 hours.

Section II: Examination of Buildings

Contractor is to conduct a thorough and complete examination of the 5,250 square foot facility prior to submitting a bid. Contractor and Career Center Manager or Supervisor must sign and date stating a site visit was conducted. The mandatory site visit certification sheet must be attached when submitting the bid. Failure of contractor to completely familiarize himself with the building conditions and requirements prior to submitting the bid, will not relieve the bidder of the responsibility in meeting the specifications. By having your bid signed and dated by the manager, supervisor or person in charge will indicate that the contractor fully understands the conditions of the buildings and the cleaning that is required to do a satisfactory job.

Section III: Technical Assistance

Contractors are to have an adequate service organization with local representatives and cleaning personnel. The service representatives must be employed by the contractor or designated by himself as their authorized representatives on a fulltime basis and not as a sub-contractor. There will not be any sub-contracting at any time unless written approval is given by the department.

Section IV: Supervisory Personnel and Supplies

Contractor must furnish competent and skilled persons to assure quality and performance within the terms and conditions of the contract. There will not be any children under the age of eighteen or pets allowed on premises during cleaning operations. The supervisor’s name, address, and phone number will be given to the department supervisor at each location. The supervisor may be a working supervisor but must make sufficient inspections and a follow-up program to ensure the services are performed as specified. Contractor must post the regulations governing his employees while in the building and post a copy of the cleaning schedule in each supply closet.

Contractor shall submit prior to commencement of contract a list of all materials and equipment to be used in providing the cleaning service. Dept. may approve or disapprove any products or equipment.

Non-slip floor wax will be the only approved wax for all tile floors.

Section V: Qualifications of Contractor

In evaluating each contractor, consideration will be given to the following criteria: deficiency in any of the below listed areas may be adequate reason for bid rejection:

1. Failure to submit references with bid.

2. Due to the fiscal year ending on September 30th and the new fiscal year beginning October 1st, payments for services may take up to 30-45 days before contractor receives payment for October.

Section VI: Items Furnished by the State or Contractor

1. Paper towels, toilet tissue, hand soap, trash can liners and liners for sanitary napkin holders will be furnished by the state. Contractor to replace in dispensers and trash cans. All dispensers furnished and installed by the state.

2. Invoice to be rendered at the end of each month in arrears by vendor. Contact department for payment of services.

Section VII: Cleaning Schedule and duties to be performed by Contractor

Contractor is to check with manager as to what needs to be done if different than what is listed below.

Any changes made by mutual agreement of manager and contractor must be confirmed in writing by the agency manager to the contractor and copied to the buyer as an amendment to the contract.

*****n = nightly/w = weekly/m = monthly*****

A. Lobby, Offices, Cubicles, Classroom, Breakroom, and Conference Room

1. Empty wastebaskets. Replace all obviously soiled or torn liners in wastebaskets.

Wastepaper and trash will be put into trash can/dumpster in the main disposal area. (n)

2. Dust mop NovaFloors, taking care to get under furniture and into corners. (n)

3. Damp micro-fiber mop NovaFloors (instructions below) floors to remove all foreign matter and/or spillage. (n)

4. Vacuum entrance mats and replace in entranceway after floor has dried. (n)

5. Clean, disinfect with germicidal detergent solution and polish drinking fountains. (n)

6. Employee’s breakroom, NovaFloors floors are to be damp micro-fiber mopped, counter/tabletop, appliances and sinks are to be kept clean. (n)

7. Front and back entrances & sidewalks to be kept clean. (n)

8. Remove all debris from parking lots and around shrubbery. (n)

9. If janitorial personnel utilize the heating or air conditioning system, they are to be placed at proper setting before leaving. (n)

10. Supply closets to be kept clean and neat at all times. (n)

11. Thoroughly dust all horizontal surfaces, including all available desktops, tables, file cabinets, windowsills, chairs, ledges, etc. (w)

12. Remove fingerprints from glass doors, etc. (w)

13. Remove handprints from around light switches and door frame. (w)

14. Dust and wipe all telephones. (w)

15. Dust all vertical surfaces of desks, file cabinets, and chairs. (w)

16. Spot clean metal partitions and polish bright work. (w)

17. Dust metal partitions. (w)

18. Remove dust from all hard-to-reach areas such as tops of high cabinets, picture frames, baseboards, light fixtures, and any other areas not serviced daily. (w)

19. Dust ledges and moldings. (w)

20. Wash out trash receptacles using a disinfectant. (w)

21. Remove noticeable accumulations of dust on chair bottoms and tables, doors, etc. (m)

22. Clean and sanitize telephones. (m)

23. Clean all windowsills. (m)

24. Dust or vacuum all furniture including chairs, etc. (m)

25. Dust and/or vacuum vents in ceilings/walls. (m)

26. Light fixtures to be cleaned thoroughly. (semi-annually)

27. Clean all windows (semi-annually). Vendor is responsible for the inside and outside.

28. Dust all blinds or wash if necessary. (semi-annually)

29. Clean all baseboards thoroughly. (semi-annually)

B. Restrooms: Must be Cleaned Every Day – Absolutely Required (n)

1. Clean mirrors. (n)

2. Clean and disinfect with a germicidal detergent solution on all wash basins, commodes, toilet seats, urinals, and adjacent surfaces. (n)

3. Remove splash marks from walls around wash basins and urinals. (n)

4. Damp micro-fiber mop restroom Novafloors. (n)

5. Empty wastebaskets. Replace all obviously soiled or torn liners in wastebaskets.

Wastepaper and trash will be put into trash can/dumpster in the main disposal area. (n)

6. Wash out trash receptacles using a disinfectant. (n)

C. Instructions for cleaning LVT Floors

Keep floor looking new by occasionally cleaning with a damp micro-fiber mop and water. Damp mop more often when foot traffic and soiling warrant it. It’s best not to use things other than a damp mop, for example: soaps, detergents, or other cleaning agents. Never use scrubbing brushes or tools or vacuum cleaners with a beater brush. With NovaFloor, never use floor polishes or waxes to make it look great.

Section VIII: Additional Services

Upon completion of work each night, lights are to be turned off (except those designated to be left on by the supervisor), doors locked, premises secured and left in a neat and orderly condition.

All cleaning supplies used by the contractor shall be commercial strength and meet all safety requirements. Contractor should not use supplies such as ammonia, etc. Safety data sheets pertaining to cleaning supplies shall be given to the manager of each office.

Telephone Service:

Each contractor shall provide a land line telephone number, telephone answering machine and/or fax number (no cell phones) to enable the state to get in touch with the contractor at any time concerning janitorial services. Changes in phone numbers should be given to the division of purchasing as soon as possible. Calls must be responded to as soon as possible – no later than 24 hours after a call (this is for workdays only). Problems must be handled during the work hours – not after work hours or weekends.

Calls will be confirmed in writing. Failure to respond will be confirmed in writing.

Section X: Default by Vendor

In case of a default on a contract and/or order by a vendor, the state may procure the goods or services from other sources and hold the vendor responsible for any excess cost in price and/or handling.

Section XI: Inspection of Services

Each contractor is expected to ensure performance to standard through his or her quality control system. Incomplete performance disclosed by state or department inspections, at the sole election of the state and upon notification to the contractor, the contractor will be required to correct or perform late any or all deficiencies. Contractor shall explain, in writing within five (5) days why performance was unacceptable, how performance will be returned to acceptable levels, and how recurrence of the problem will be prevented in the future. The state may re-inspect any or all locations for poor performance, and the contractor may be held liable for the cost associated with re-inspection.

MANDATORY SITE VISIT CERTIFICATION

Certification of Inspection:

This statement certifies that the vendor has inspected the facility and is aware of all the requirements, terms, and conditions. Building Square footage provided is an estimate and does not reflect the cleaning square footage. It is the responsibility of the vendor to verify the actual square footage pertaining to this bid. To validate this certification, the vendor and agency management (manager, supervisor, etc.) must sign in the spaces provided. This signed statement must be returned with the bid, or the bid will be rejected.

Vendor’s Signature: _________________________________________ Date: ____________

Agency Signature: __________________________________________ Date: ____________

Title: __________________________________________________