Janitorial_Final_.docx

SCOPE OF WORK / SPECIFICATIONS

Intent In accordance with attached specifications, it is the intent of Pinellas County to establish a contract for Janitorial Services for the STAR Center facility, as and when required. The STAR Center facility is a unique County facility requiring janitorial service in common areas only. Tenants are responsible for janitorial services in their leased space. Janitorial services represents a significant resource for managing and maintaining a quality indoor environment.

Qualifications Contractors shall be in the business of janitorial services, registered with the Florida Division of Corporations, and must possess sufficient financial support, equipment, manpower, and organization to ensure that it can satisfactorily perform the services if awarded a contract. Contractor must demonstrate they have successfully provided services with similar magnitude to those specified in the requirements to at least three (3) public entities similar in size and complexity to the County or can demonstrate they have the experience with large scale private sector clients and the managerial and financial ability to successfully perform the work. The following qualifications must be met and included with the bid submittal:

A. Statement that Contractor has been in business and providing similar services for a minimum of five (5) years.

B. Financial statement including Contractor's total assets and liabilities, and reporting of any current or previous bankruptcies.

C. Three references of accounts, contracts, or projects of similar size and scope, including third party contact information, description of work, contract start and end dates, contract value.

D. Statement of any claims, liens, or other litigations within the past five (5) years, even if they have been settled out of court.

E. Statement of any EPA, FDEP, or County Environmental violations and/or fines within the past give (5) years.

F. Equipment list of all currently owned equipment that will be utilized to perform the work as described in this contract.

G. Statement of the estimated number of employees required to perform the work described in this contract, including full and part time, for all job descriptions included (Contract Manager, Supervisor, Day Porter, Cleaner, etc.).

H. Report current full time and part staff employed by the Contractor; if the current staff level is not sufficient for the work described in this contract, include a detailed plan and time frame for recruitment.

The County is requesting financial and other pertinent information from the Contractor and from third parties. If the County determines in its sole discretion that contracting with a Contractor presents an unacceptable risk to the County, the County reserves the right to deem the Contractor as not qualified.

Definitions A. The term “Contract Manager” means a person, designated in writing by the Contractor, who has complete authority to act for the Contractor during the term of the contract. The Contract Manager shall have the authority to accept notices, inspection reports and all other correspondence on behalf of the Contractor.

B. The term “Crew Supervisor” means those persons designated to supervise the onsite work of the janitorial crews and must be designated in writing by the Contractor as the person who has authority to act for the Contractor on a day-to-day basis at the site, and will be on the site at all times when routine tasks are being performed. The Crew Supervisor shall be a non-cleaning employee.

C. The term “Contract Administrator” shall mean the County representative responsible for all contract administration and compliance duties.

D. The term "Facility Representative” as used herein shall mean the County Departmental Facility Representative and his/her duly appointed successor or his/her authorized representative who is in charge of a specified number of buildings and designated by the Facility Manager as his/her duly appointed successor or his/her authorized representative. The Facility Representative shall perform all contract monitoring on a daily basis and shall be the first point of contact for any contract performance related questions, concerns, or clarification.

E. The term “Day Porter” means a person, designated by Contractor, who cleans the common lobbies, entrances, break rooms, vending areas, offices and restrooms throughout the day and responds to emergency janitorial issues, i.e. spills on floors. Works designated hours and regularly cleans common areas.

Pre-Commencement Meeting Upon award of contract, the County will hold a pre-commencement meeting with the successful contractor and County Contract Manager and Facility Representatives prior to commencement of any work under this contract. The successful contractor shall submit a detailed written work plan at the pre- commencement meeting, which shall include the following:

A. Actual number of personnel, to perform to the specifications of this contract.

B. Estimated labor-hours to be used to perform to the specifications of this contract.

C. Backup staffing plan to cover absenteeism, vacations, etc.

D. Confirmed level of supervisors for location.

E. Confirmed day porters for location.

F. The type and quantity of equipment to be used.

G. A list of supplies and chemicals to be used in each building to perform the specifications of this contract.

The successful Contractor shall submit the following items to the County’s Facility Representative not more than thirty (30) days after receiving the recommendation of award:

A. Provide in writing to the Contract Group Facility Representative the names, telephone numbers and addresses of all personnel including the Contract Manager and on-site Supervisors. List all proposed Contract Managers and Crew Supervisors and their experience. This list must be maintained current at all times.

B. Provide in writing to the Contract Group Facility Representative, commencement of services, a description of your training and safety program given to all employees regarding proper procedures for janitorial services as outlined in this contract. Training records of all employees must be made available to the County’s Facility Representative on request. This training shall meet all OSHA and HAZCOM standards/requirements. Only personnel trained under these standards may be utilized to work under this contract. Training records must be maintained through the length of the contract. Site/Crew supervisors and employees working in health clinics shall take an OSHA approved Blood Borne Pathogen course on an annual basis. Employees charged with providing night and day service shall familiarize themselves with blood borne kit location in case of a potential exposure to infectious materials.

C. A complete work schedule for weekly, monthly, and quarterly services for all facilities. Schedule shall include set day and locations for weekly facilities inspections and monthly review meetings with Facility Operations.

D. A schedule of all employees of the Contractor, along with the labor-hours to perform the required work. Schedule to include appropriate level of Crew Supervisors for day and night cleaning schedules as required.

E. A copy of the Material Safety Data Sheet (MSDS) for all chemicals that will be used in the performance of the contract hard copies available in strategic janitorial closets for emergency referral. Contractor is responsible for the continued update of MSDS reference materials, and a review shall be conducted every 6 months.

F. A list of all required equipment that will be used in the performance of the contract. Equipment lists shall be maintained by the Contractor. Contractor is responsible for maintaining an accurate and to date equipment list.

G. A copy of the Contractor’s written safety program and signed list documenting safety training of all employees prior to the commencement of the contract.

H. Documented list of employee training programs showing that all employees have been trained according to specifications of the bid prior to the commencement of the contract.

I. The Contract Manager and assigned Site/Crew Supervisors shall schedule an initial kick-off inspection with the Facility Representatives to conduct a full site walkthrough.

Building Access and Security The Contractor shall be furnished means of access to all rooms requiring services. Any keys or key cards issued to the Contractor for such use shall not be duplicated by the Contractor or their employees.

Immediately upon completion of contracted cleaning services the area shall be secured. No person or persons shall be permitted access to secured areas by any contract personnel. No exterior door will be propped open, during performance of work unless continually manned by Contractor personnel.

If keys/key cards are lost, the Contractor will notify the appropriate Facility Representative immediately and pay for necessary lock changes and key re-issuance.

The Contractor is to provide secure storage for their employees' personal possessions. All personal items, with the exception of jewelry and medication, will be held by the Contractor during work hours. The County shall not be responsible for any personal property.

Contract employees shall not allow unauthorized individuals access to County property. Contract employees shall not give other Contract employees access to unassigned areas.

Adding and Deleting Space/Locations The County reserves the right to unilaterally add or delete locations/services, either collectively or individually, at the County’s sole option, at any time after award has been made as may be deemed necessary or in the best interests of the County. In such case, the contractor(s) will be required to provide services to this agreement in accordance with the terms, conditions, and specifications.

Objective Janitorial services are required for STAR Center Pinellas County buildings in order to maintain a clean and safe working environment. The types of services include, but are not limited to; day porter, routine scheduled cleaning, floor maintenance, and supplies distribution and inventory.

The Contractor shall provide all management, supervision, labor, materials, supplies and equipment (except as otherwise provided), and shall plan, schedule, monitor, coordinate and assure effective performance of all janitorial services described herein.

Janitorial services represents a significant resource for managing and maintaining a quality indoor environment. Vendors are expected to provide janitorial services that are cost efficient that meets or exceeds the County’s level of customer satisfaction.

Cleaning Requirements Part 1 A. Cleaning Standard: Contractor shall comply with industry accepted cleaning standards as outlined in the International Sanitary Supply Association (ISSA) Standard for Measuring the Effectiveness of Cleaning in Industrial and Commercial Facilities (also known as the “Clean Standard”). The Clean Standard is based on the following:

1. an audit to assess the level of cleanliness at a facility,

2. periodic measurement of cleaning effectiveness, and

3. establishment and implementation of corrective actions in the event the facility is not achieving the desired level of cleaning effectiveness.

4. For further information on the cleaning requirements, please see Addendum A.

B. Cleaning System: To avoid the possibility of cross contamination, a color-coded cleaning system shall be utilized. No cleaning equipment and materials (excluding cleaning solutions) used for cleaning bathrooms, will be used for cleaning in any other areas. A distinctive color shall be designated for mops, mop heads, buckets, cleaning towels, etc. used for bathroom cleaning only.

C. Floor Care

1. Cleaning equipment: All necessary cleaning equipment including power driven floor scrubbing machines, waxing, and polishing machines, industrial type vacuum cleaners, and all necessary motor trucks, etc., needed for the performance of the work of this contract shall be furnished by the Contractor. Such equipment shall be of the size and type customarily used in work of this kind and shall meet all OSHA and local standards and also meet the approval of the Facility Representative. All equipment shall be maintained to original factory specifications. Altering of equipment is not permitted.

a. Vacuums:

· Vacuum will be of commercial grade, two stage motor upright.

· Minimum standards: two stage vacuum motor, flow through with sufficient horsepower capable of not less than 69 inches of water lift and 90 cfm.

· A top fill collector bag, disposable type vacuum filter bag housed in a sealed compartment.

· Filter bag or bag less, must be a high efficiency particulate air (HEPA) type due to the sensitive INDOOR AIR QUALITY issues.

· All vacuums must be capable of edge cleaning with built in hose and carry auxiliary tools.

· Brush drive motor must be a minimum of 1/5 hp.

· Brush assembly at least 12 inches wide (if wider, will require higher power and suction rating).

· Must be capable of height adjustment.

2. Weekly

a. Wet mopping of non-carpeted floors (VCT, ceramic, rubber, solid vinyl tile, excluding any unfinished stone. Example: marble, granite):

b. The Contractor shall use a neutral detergent solution and equipment as needed to remove soil from non-carpeted floors. After the floor has been wet cleaned, it shall have a uniform appearance, free of soil, stains, streaks, swirl marks, detergent film or any observable soil which can be removed by damp mopping. In restrooms or medical exam or treatment areas, the Contractor shall use a germicidal detergent solution.

c. Floor mats, trash receptacles and chairs shall be moved in order to mop the entire floor and then replaced only when the floor is dry.

d. Spray buffing of VCT and solid vinyl tile:

e. The Contractor shall spray buff all VCT and solid vinyl tile floors according to service level matrix. This shall be accomplished using a floor machine equipped with spray buffing pads and using a liquid or aerosol spray buff. The floor will be buffed until glossy and not tacky.

3. Monthly Reconditioning of non-carpeted floors (VCT, rubber, solid vinyl tile, excluding any unfinished stone. Example: marble, granite):

a. The Contractor shall remove soil, scratches and scuff marks and the top layer of floor finish. The Contractor shall apply a minimum of two (2) additional coats of non-skid floor finish within 1 inch of baseboards and furniture sitting directly on the floor. After the finish has dried, the reflection shall be uniform and no streaks, fibers, swirls or scratches visible. All light weight furniture (20 pounds or less) must be moved and replaced after the finish has dried.

b. Machine scrubbing rest rooms floors.

c. The Contractor shall machine scrub all restroom floors on a schedule consistent with the STAR Center Service Level Chart. Machine scrubbing shall be accomplished using a floor machine equipped with floor machine pads, using a side-to-side motion. The Contractor shall use a germicidal detergent solution.

d. Remove all floor seal, floor finish, stripper and stripping slurry from baseboards, furniture, elevator doors and other vertical surfaces

4. Annual Floor Cleaning

a. Stripping and refinishing VCT, ceramic, rubber, solid vinyl tile (excluding any unfinished stone. Example: marble, granite):

b. The Contractor shall completely remove all non-permanent floor finish and sealer from floor surface and from baseboards and furniture and partition legs and bases. After the floor finish has been removed, the Contractor shall apply at least two (2) coats of floor seal, a minimum of three (3) coats of non-skid floor finish to floor surface and provide a method of hardening the final topcoat. Use of propane equipment is not permissible. Contractor shall remove all floor seal, floor finish, stripper and stripping slurry from baseboards, furniture and other such areas. Some floors may require a more frequent schedule for stripping and resealing. This will be determined by the Facility Representative and will be done at no extra cost to the County. Floors shall be maintained in a high gloss non-slip condition.

· NOTE: When draining equipment and buckets, appropriate strainers will be used to preclude flushing lint and other debris down the drain. The drain and any spillage will be appropriately cleaned up.

D. Annual Grout Cleaning:

1. The contractor shall steam clean grouted floor surfaces, using a steam cleaning machine with hot seam, neutral detergent, water pressure and vacuum extraction. Contractor shall remove all splash marks from baseboards, doors, walls, furniture and other such surfaces.

2. The Contractor shall completely remove all non-permanent floor finish and sealer from floor surface and from baseboards and furniture and partition legs and bases. After the floor finish has been removed, the Contractor shall apply at least two (2) coats of floor seal, a minimum of three (3) coats of non-skid floor finish to floor surface and provide a method of hardening the final topcoat. Use of propane equipment is not permissible. Contractor shall remove all floor seal, floor finish, stripper and stripping slurry from baseboards furniture and other such areas. In high traffic areas or if the Contractor does not wet mop, spray buff, or recondition the floors as outlined in Cleaning Requirements, C-Floor Care, the floors may require a more frequent schedule for stripping and resealing. This will be determined by the Facility Representative and will be done at no extra cost to the County.

3. Floors shall be maintained in a high gloss non-slip condition.

E. Carpet Spot Cleaning:

1. The contractor shall perform carpet spot cleaning as needed on a per incident requested basis, with immediate attention. Contractor shall perform basic spot removal to the best of their ability, with approved spot cleaning chemicals. No extraction equipment should be used by Contractor. Spots or stains that cannot be removed with basic spot cleaning techniques will be reported to the Facility Representative for additional cleaning.

Cleaning Requirements Part 2 Break Room Areas

1. The Contractor will ensure break room areas are maintained to the specifications in the service level matrix. Contractor is not responsible for the cleaning or maintenance of County provided appliances in break rooms, (including but not limited to refrigerators, microwaves, coffee makers).

Recycling Program

1. Contractors are required to participate in the County’s Recycling Program. During the life of this contract, recycling containers will be furnished by the County. The Contractor shall not mix trash with recyclables, nor contaminate the recyclables in any manner. Designated “cardboard only’ containers shall be used to dispose of cardboard separate from other recyclable material, where containers are provided. The Contractor shall comply with changes without additional cost to the County.

2. Recycling program details are as follows:

a. Cardboard must be broken down before placement in recycling bins or cardboard only dumpsters. If the location does not have a separate cardboard recycling dumpster, boxes must be broken down and placed next to the paper recycling bins located outside the building. Small scraps of cardboard may be placed in the paper recycling bins located inside offices, but no boxes shall be placed in these interior recycling bins. If the location has a separate cardboard recycling dumpster or compactor, then all cardboard must be broken down and placed in this exterior container. No cardboard shall be dumped into trash receptacles, and trash must not be placed in cardboard recycling containers.

b. Paper recycling bins located in the office must not be dumped into trash containers. Larger containers marked for “paper recycling” usually located near the building’s exit (either inside or outside), shall be emptied from building and placed in designated outside recycling containers for pick up. Bags of shredded paper must be tied off or otherwise sealed and placed next to the large paper recycling containers. Cardboard must be broken down and placed next to the large paper recycling containers.

c. Recycling bins for plastic bottles and aluminum cans must not be dumped into trash containers. Likewise, trash must not be dumped into recycling bins for bottles and cans. Recycling bins marked “bottles and cans” will be located in break rooms, lobbies, and other public areas. Unless no bottles or cans are present, all of these recycling bins located inside the buildings must be emptied daily. These bins must be dumped into exterior recycling containers marked “bottles and cans”, located near the exit. No trash should be placed in these exterior recycling containers. NOTE: Recyclable items must be removed from plastic bags or can liners prior to being added to exterior recycling containers. No type of plastic bag is acceptable for recycling.

d. Contractor shall avoid cross contamination or recycling and trash at all times. Incidents of cross contamination will be reported to the assigned Crew Supervisor. Any contaminated recycling will be disposed of as general trash. Contractor shall be notified by the Contract Administrator of any incidents of cross contamination as they are notified by the recycling trash provider. Repeated incidences of cross contamination shall incur deductions as outlined in Section 6.18-Contract Monitoring and Deductions.

3. Removal Procedures for Trash and Recycling

a. Use of County elevators for trash removal and/or movement of equipment shall be limited to one car only unless otherwise authorized by Facility Representative. The Contractor shall keep these areas clean and shall pick up any trash that falls to the ground

b. All waste going into dumpsters shall be bagged or placed in closed containers before disposal. It shall be the Contractor's responsibility to provide said containers/bags. Contractor shall be responsible for operating any trash or recycling compactor. All materials in recycling bins must be kept separate from other waste. See paragraph Recycling Program for details.

c. The Contractor shall provide appropriate equipment for office trash removal so as to avoid the possibility of floor damage due to the dragging of trash bags through office areas. A rolling trash cart, or acceptable equivalent, is the preferred equipment for doing this work. Containers and bags must be of heavy-duty strength and handled in a manner to avoid breakage and leakage. Trash bags by themselves cannot be used to collect trash.

d. At the end of each workday, the Contractor shall remove from the premises the daily accumulation of waste materials and recyclables or rubbish caused by his/her operations. Contractor shall not store or collect garbage bags or other waste being collected in any manner other than in approved containers. Contractor shall not use floors, hallways and or closets as holding areas for such collections.

e. If the Contractor fails to clean up at the completion of the work, the County may deduct the cost of such cleanup from the Contractor's most current invoice.

f. Contractor shall notify the County of any damaged, overfull, or missing trash and/or recycling containers, including interior and exterior cans, dumpsters, roll offs, ashtrays.

g. The Contractor will not be responsible for cleaning up debris left by the County's employees or other Contractors doing repair, maintenance, installations or remodels.

Cleaning Requirement Part 3 Work Orders, Reports and Inspections

1. Inspections and Building Audits will follow processes outlined in The Clean Standard.

2. Upon award, the Contract Manager and assigned Crew/Site Supervisors shall schedule an initial kick-off inspection with the Facility Representatives of each site to conduct a full site walkthrough.

3. The Crew/Site Supervisor is expected to inspect the cleanliness of each floor daily and submit a report of inspected areas (including deficiencies and corrections) on a weekly basis to the Facilities Representative. The Contract Manager and Crew/Site Supervisor will schedule site inspections with the Facility Representative at a minimum of once a month.

4. These site inspections will be for the purpose of walking each and every building to note adherence with the contract.

5. During these site inspections the Crew/Site Supervisor is responsible to note all deficiencies discovered.

6. The Contractor will generate a written report within five (5) working days. This report will list all the noted deficiencies and explain how the deficiencies will or have been corrected and what actions will be taken to ensure these deficiencies do not recur. Undelivered reports shall be considered non-compliant and may result in deductions as outlined in Contract Monitoring and Deductions.

7. Monthly inspection reports will in no way supersede any other requirements of this contract.

8. The Facility Representative will determine with the Contractor the schedule required to bring the deficiencies up to standard. If an agreement cannot be reached the Facility Representative reserves the right to set the schedule.

9. Four (2) to eight (4) hours will be set aside for each site inspection.

10. The Contractor shall provide computer generated reports and documentation as listed herein or otherwise as requested and shall be transmitted to the Facility Representative (FR) via email or other electronic media as determined by each FR.

11. The Clean Standard Building Audit forms (issa.com/clean standard) will be used as a guideline for inspections and tailored to the County’s specific requirements.

12. Pinellas County Facility Representatives will conduct monthly routine quality assurance inspections.

13. Contractor is expected to inspect each floor cleaned on a daily basis to ensure all daily requirements have been fulfilled.

14. Crew/Site Supervisors should expect to meet with Facility Representatives once a week, at a minimum, for ongoing status check-ins. The purpose of the check-in meetings is to discuss any open issues, address concerns, and keep communication open between Crew/Site Supervisor and Facility Representative. Frequency of check-in meetings is at the discretion of the Facility Representative.

Materials Labeling

1. All solution containers shall be labeled by its manufacturer or with a photocopy of the label from the chemical container and HMIG (Hazardous Material Identification Guide) labels. Improper container or labeling shall be considered a deficiency.

Slip Resistance

1. The Contractor shall verify that all floor finishes and sealers meet or exceed industry standards as established by the Chemical Specialties Manufacturer’s Association. Floor finishing materials must have a static “coefficient of friction” of at least 0.5 when tested by a slip meter. Spray buff solutions and other such chemicals applied to non-carpeted floors shall provide adequate protection against slippery floors.

Cleaning Requirements Part 4 Safety

1. It is the responsibility of the Contractor to provide all materials and training to insure a safe working environment for their employees, County employees and the public. The Contractor will comply with all applicable federal, state and local government requirements for workplace safety, as well as any requirements placed on them by the Facility Representative. Some examples are:

2. Signs placed on elevator doors or within cab while trash is being hauled.

3. Wet floor signs and barricades used while any floor is wet.

4. Barricades and warning signs while working overhead.

5. SPECIAL NOTE: Only professionally made signs, approved by the Facility Representative will be used. The Contractor is responsible to remove the signs and barricades when the hazard is no longer present and properly store them before the Contractor completes the shift activity.

6. Safety hazards shall be immediately corrected by the Contractor.

Environmental Requirements

1. This contract shall require the use of effective, environmentally green janitorial cleaning products. Therefore, all chemical cleaning products shall be free from toxic and environmentally damaging chemicals and have the same resulting cleaning effect as other non-environmentally preferable products that serve the same purpose and be certified through the Green Seal standard for Industrial and Institutional Cleaners (GS-37).

2. An odorless germicide cleaner will be used to clean all rest rooms. The Contractor shall use non-acid bowl cleaners that will not damage the bowls, valves and fixtures. Any bowls, valves or fixtures damaged will be replaced by the Contractor with an identical product. The Contractor shall not use products containing ammonia, chlorine, bleach, or powdered cleansers without the prior written permission.

3. During the entire contract, changes to products submitted must be approved by Facility Representative.

Supplies, Materials Equipment and Utilities

1. Furnished by Pinellas County:

a. Electrical power at existing outlets as necessary.

b. Water as necessary.

2. Furnished by the Contractor:

a. All personnel, supplies materials and equipment necessary for the performance of the work of this contract except those noted in “Furnished by County” section and unless otherwise specified herein. These supplies and materials shall be of a quality to produce satisfactory results and not cause damage to property.

b. All necessary cleaning equipment including but not limited to power driven floor scrubbing machines, waxing, and polishing machines, industrial type vacuum cleaners, and all necessary motor trucks, etc., needed for the performance of the work of this contract.

c. Such equipment shall be of the size and type customarily used in work of this kind and shall meet all Federal, State and local safety standards and also meet the approval of the Facility Representative. All equipment shall be maintained to original factory specifications. Altering of equipment beyond manufacturers original specifications is not permitted.

d. Contractor shall supply all paper goods and consumables covered under this contract. Items include, but are not limited to:

i. Toilet paper (regular and jumbo rolls)

ii. Paper towels (c-fold, multi-fold, jumbo rolls)

iii. Trash can liners (small and large)

iv. Hand soap for dispensers

v. Sanitary napkin bags

vi. Toilet seat covers

vii. Urinal blocks/urinal screens/deodorizer blocks

viii. A full list of currently used products with descriptions, sizes, and item numbers (as available) will be provided to the Contractor at the pre-commencement meeting.

e. The Contractor is responsible for estimating the required product quantities based on building size, occupancy, industry standards, etc. The contractor is responsible for ensuring that these items are fully stocked at all times Crew Supervisors are responsible for control and distribution of supply stock. Inventory reports of available supply stock may be requested by the County at any time. Additional back up stock may also be requested by the County at any time.

f. Contractor shall warehouse and store all products at an off-site location and is responsible for transport of products to all County locations. Overstock of supplies will not be stored on County property; only what is needed for immediate operations will be stocked in the provided janitorial closet/storage area.

g. Consumable goods shall be invoiced separate from scheduled cleaning services on an as used basis. Contractor shall provide consumable goods at cost, with markup as provided in the bid summary pricing.

DISPENSER STANDARDIZATION

1. Upon award, Contractor shall take inventory of all product dispensers covered under this contract, including toilet paper dispensers, paper towel dispensers, and hand soap dispensers. Contractor shall make recommendation of standard dispensers for all products. Contractor shall coordinate with Facility Representatives to supply new dispensers where recommended. Recommendations may be rejected by Facility Management at their discretion; Contractor is still expected to provide all variety of required consumable goods for all locations.

2. Installation, maintenance, and repair of dispensers shall be the responsibility of the County.

3. Contractor to provide dispensers at cost, with no markup. Contractor shall provide replacement dispenser keys when requested by the County at no additional cost for the duration of the contract.

Personnel Requirements The Contractor shall arrange for a Contract Manager and Crew Supervisors for the services required. The Contract Manager shall be available at all times while the contract work is in progress, to receive notices, reports, or requests from the Facility Representative or his/her representative. No Pinellas County employee will be responsible for supervising the Contractor's employees.

Contract Manager

1. The Contract Manager will be responsible for the management and scheduling of work to be performed under this contract and shall possess applicable experience in the management of commercial janitorial services at facilities similar in size and complexity of those included in this contract.

2. A detailed resume containing the information specified below must be submitted to the Contract Administrator at the pre-commencement meeting, for approval prior to assignment of the Contract Manager to the contract. Both new and replacement Contract Managers must meet these qualification standards.

a. The full name of the proposed Contract Manager.

b. A detailed description of previous employment history of the proposed Contract Manager.

c. Contact information of proposed Contract Manager.

Crew Supervisor

1. All Crew Supervisors engaged in directing the work to be accomplished under this contract shall possess applicable experience in directing commercial janitorial services in a supervisory capacity at facilities similar in size and complexity of those included in this contract. Crew Supervisors shall be a non-cleaning, supervisory only position. Crew Supervisors shall be assigned and scheduled to supervise both day and evening cleaning shifts.

2. Crew Supervisor shall ensure strict contract compliance with the specifications and implement the Contractor’s quality control program. Crew Supervisor’s work, at a minimum, shall consist of daily continual inspections, work assignment preparation, supervision and arrange for replacements for absent workers, and end of shift inspections and shall be on site the entire time during cleaning operations.

a. The full name of the proposed Crew Supervisor(s). A detailed description of previous employment history of the proposed Crew Supervisor.

b. The full name of the proposed Crew Supervisor.

c. Must be able to pass requisite background check.

d. Crew Supervisors shall be provided to the County at the pre-commencement meeting Employees

1. All cleaning personnel will be provided with a minimum of eight hours of documented training before each cleaner can work unsupervised in any County building. This training can be in-class training, on the job training or a combination thereof. However, no cleaner will be assigned to work unsupervised until the training hours are completed. Proof of training must be provided to the Facility Representative upon request. This will include payroll log and a log signed by the trainer verifying hours and items trained in.

2. At least one (1) Contractor employee on-site must be capable of communicating, reading and writing in the English language.

3. All personnel must be able to pass requisite background check.

Standards of Conduct

1. No recruiting, hiring, or interviewing shall be conducted by the Contractor in any building covered by this contract at any time.

2. The Contractor is responsible for ensuring that its employees do not disturb papers on desks, open desk drawers or cabinets, or use Pinellas County telephones, or computers except as authorized.

3. If the on-site Facility Representative brings unacceptable work, standard of conduct, and/or appearance habits of the Contractor's employees to the attention of the Contractor's on-site Crew Supervisor, and corrective action is not immediately taken, this will be cause for the County to require removal of that employee from the property. The County may at its sole discretion, deem such failure a material breach and cause for immediate termination of the contract.

4. County property will not be used in any manner for any personal advantage, business gain, or other personal endeavor by the Contractor or the Contractor's employees.

5. Smoking is prohibited inside the STAR Center. County owned and occupied buildings. Contractor will comply with all aspects of the current Pinellas County Smoking Policy which can be found at: http://www.pinellascounty.org/hr/pdf/policies_proc/Smoking-Policy.pdf. The Contractor shall not allow the consumption of food or drink in any areas other than those locations assigned to the Contractor; i.e., Contractor's office or areas that may be allowed by Facility Representative.

6. Day porters shall not use personal electronics or cell phones during scheduled working hours, unless use is for direct business purposes. All employees shall maintain professional courtesy when using electronics or earphones.

7. No photographs or videos shall be taken in courtroom or law enforcement locations, unless specific to contract operations and approved in advance by the designated Facility Representative.

8. Contractor’s personnel and any subcontractor to the Service Contractor Agreement shall not solicit or accept, for any reason whatsoever, any gratuity from the passengers, tenants, customers, or other persons using the premises. Further, all items of value found by Contractor’s personnel shall immediately be turned over to the designated Facility Representative.

9. It shall be the Contractor's responsibility to clean up and/or rectify any damage to County property caused by any individuals connected with the Contractor, to the County's satisfaction.

Non-Interference with Government Business

1. The Facility Representative, under whose direction the work shall be performed, shall be consulted as to the manner of start time of work so as to cause a minimum of interference.

2. The work shall be carried out in such a manner that there will be no interruption to or interference with the proper execution of Pinellas County business. Verbal interaction between Contractor’s employees and building occupants shall be kept to a minimum.

3. Except where required at specific locations, any work necessary to be performed on Saturdays, Sundays or legal holidays shall be performed without additional expense to Pinellas County and requires prior approval by the Facility Representative.

4. All persons employed while at work, and on the premises, shall comply with all building regulations. The Contractor agrees to alter his/her work methods, schedules and procedures if the Facility Representative determines that they are detrimental to County operations.

Cooperation with other Contractors

1. The County continually establishes service contracts for its facilities, and at scheduled times awards various project contracts for necessary building repairs or improvements. The Contractor shall fully cooperate with other Contractors and County employees to schedule work as requested by the Facility Representative. The Contractor shall not commit or permit any act by their employees which will interfere with the performance of work by another Contractor.

Service Requirements A. Building area figures are approximate - see Addendum B – STAR Center Plans. The Contractor is responsible for verifying dimensions, densities, quantities and other applicable conditions. No subcontracting is authorized, without the prior review of a subcontracting plan and purpose and consent of the County. Subcontractors shall be held to the same requirements as the primary Contractor.

B. Working hours (time frames), and procedures described herein are intended to be minimums only. The Contractor will be responsible for the complete, compliant performance of all work under the contract, to include employees remaining on site until daily contract requirements are accomplished, at no additional cost.

C. It is the Contractor’s responsibility to staff the location with appropriate personnel to accomplish 100% of the daily/weekly/monthly/quarterly/semi-annually and annual task as specified within this contract.

D. Day Porters:

1. The STAR Center buildings require daily coverage by one (day porter). Day porter services are to be considered part of the contract and not additional work; costs associated with assigned day porters shall be included in the monthly costs per location provided in the bid summary.

2. Unique to the STAR Center facility, night cleaning is not required except for floor maintenance as specified.

3. Day porters shall also be trained in blood borne pathogen protocol to properly clean and dispose of various bodily fluids.

4. Day porter should be able to manage all daily requirements of this contract with exception of certain activities such as floor scrubbing, stripping and waxing:

a. Immediately clean up spills on carpets and hard surface floors.

b. Monitor restrooms for cleanliness as necessary. This shall include maintenance of restroom counters, floors, toilet areas and mopping daily.

c. Maintain restroom and breakroom paper supplies and dispenser soap. Supplies are to be distributed and inventoried by the designated Crew Supervisor.

d. Maintain common areas (vacuum or dry mop, pick up trash etc.) as need and directed. This includes County office and restroom.

e. Remove trash from receptacles from common areas and remove litter from lobby area and outside of doorways.

f. Remove recyclables from receptacles and keep separate from trash.

g. Clean, pick-up litter, empty trash cans and sweep all facility exterior walkways, seating areas, patios, and planting areas surrounding the buildings.

h. Respond to service complaints and effect corrections.

i. Service special building needs, such as emergency spillage and related occurrences.

j. Unload or assist in unloading and distribution of custodial supplies.

k. Sweep, cleaning, and maintain appearance of elevators inside and outside.

Crew Supervisors

1. In order to maintain and support the requirements of this contract, non-cleaning Supervisors are required to perform supervision of cleaning crews. Supervisor services are to be considered part of the contract and not additional work. Supervisors are required for managing activities during regular business hours, as well as after-hours cleaning.

2. Supervisors shall be responsible for a range of work, including, but not limited to, the following:

a. Supervising cleaning crews and/or day porters.

b. Ensuring cleaning crew staffing levels are appropriate and arranging for back up crews in cases of illness or missed shifts.

c. Distribute supplies to cleaning crews and/or day porters. Control inventory of supplies and track usage. Coordinate with Facility Representatives for restocking as needed.

d. Daily inspection of all cleaning activities to ensure all cleaning requirements are performed as per this contract. Supervisors will direct cleaning crews to deficiencies and apply corrective action as needed.

e. Coordinate special requests with designated Facility Representatives for each location.

f. Provide inspection and performance auditing reports to Facility Representatives.

g. Attend routine meetings with Facility Representatives to discuss inspection and auditing reports, address concerns, and agree on corrective actions. Frequency of meetings is up to the discretion of the Facility Representative.

Additional Services Special Services

1. In the event of special or unusual conditions, the Facility Representative may require the Contractor to provide additional janitorial cleaning services not contained in this Invitation to Bid. Payment will be made at the Contractor's bid hourly pricing for labor provided for Special Services. These services will be billed as part of the next regularly scheduled Contractor's invoice, but will be listed separately on the invoice from the standard contract charges. Orders for special services may be placed verbally or in writing by the Facility Representative (in the event of an emergency). All written orders and written confirmation of verbal orders will describe the service to be provided and will establish the maximum number of hours for which the Contractor will be compensated. All oral orders shall be followed up with a purchase order before services begin.

2. In the event of a national health emergency and/or increased health related cases within buildings, the Contractor shall abide by the recommended procedures and protocols set forth by local, State, and/or Federal agencies on Health-related advisories including the CDC and local Health Department for enhanced cleaning and disinfection of spaces. Contractor is responsible for training employees on enhanced cleaning procedures including use of specialized equipment.

3. The County may request the use of electrostatic spraying as needed. Contractor shall supply all equipment and chemicals to complete spraying. Chemical used for electrostatic spraying Solicitation Title: Janitorial Services

4.

must be unscented and have a contact efficacy of no more than 10 minutes. Special attention shall be used as to not damage any surfaces or objects sprayed, including exposed paper and documents. The Contractor shall provide the County with SDS sheets for all chemicals used and will provide substitute chemicals as requested by the County.

a. Electrostatic spraying shall be invoiced separately at the per square foot price included in the bid summary.

Emergency Services

1. If a janitorial emergency arises (such as flooding of a particular section of the building) the Contractor shall divert the workforce, as deemed necessary by the Facility Representative, from their normal assigned duties to respond to the conditions. When these employees are no longer needed, they shall be directed by the Contractor to return to their normal duties. The Contractor shall not be penalized because normal daily work was not performed. Every effort must be made to complete contract requirements.

Service Hours (Day Porter Services Excluded)

1. Pinellas County recognizes the following holidays:

a. New Year’s Day January 1

b. Memorial Day Last Monday in May

c. Independence Day July 4

d. Labor Day First Monday in September

e. Thanksgiving Day Fourth Thursday in November

f. Friday after Thanksgiving Day following Thanksgiving

g. Christmas Day December 25

2. If Christmas or New Year's Day falls on Tuesday or Thursday, the preceding Monday or following Friday will also be recognized as a holiday. If any recognized holiday falls on a Saturday, the preceding Friday will be observed as a holiday and if any recognized holiday falls on a Sunday, the following Monday will be observed as a holiday.

3. Other County holidays may occur depending on calendar days grouping.

4. The Contractor is not required to provide day porter and/or daily cleaning services for the County’s recognized holidays. If the Contractor does elect to provide services on recognized holidays, there will be no extra charge to the County.

5. Work hours may change as operation needs change or as is deemed in the best interest of the County by the Facility Representative. No work shall be performed on weekends except where specified within this scope, unless prior approval of the Facility Representative is 6.

obtained. Vacuuming, restroom, hard and resilient floor maintenance (buffing, stripping and waxing, etc.) shall be scheduled and accomplished after normal working hours, and on weekends.

Asset Management and Notification of Repairs

1. All assets that pertain to the Contract (carpet and tile floors, restroom fixtures, plumbing systems, office spaces, public servicing areas, etc.) are valuable County assets. Contractor shall report any observed repair or recommended replacement needs to the designated Facility Representative for evaluation.

2. The Contractor shall promptly (within 24 hours) notify the Facility Representative of needed repairs and/or damages to soap, paper towel and other restroom dispensers, as well as other damaged or malfunctioning fixtures and building accessories which are observed during the performance of services, including overhead lights that are out, exit lights that are out, and unsecured doors.

Nonperformance, deductions, and repair and replacement costs Nonperformance, deductions, and repair and replacement costs:

1. The Contractor will not be compensated for any Services not rendered in adherence to the specifications of this contract or non-performance.

2. It is the objective of Pinellas County to obtain complete performance in accordance with the terms of the specifications, and at the quality standards of work set forth in this contract. In the event the Contractor, for any reason whatsoever, fails to perform work to the quality required on the technical specifications of this award, the County reserves the right to make deductions. A deduction may be assessed by the County for non-performance, non- compliance or deficiencies in work as required by the contract. However, deductions are not to be considered as a change in contract requirements. Five deductions within a three- month period may result in termination for cause of the Agreement. Deductions are as follows:

a. In the event the Contractor, for any reason whatsoever, fails to perform work to the quality required on the technical specifications of this contract, and the Contractor does not remedy within 24 hours, the County reserves the right to acquire the services of another Contractor to perform the work not being performed. The actual cost incurred b.

by the County for acquiring other contract services will be passed on to the Contractor under this bid by deduction from the next invoice.

c. If the Facility Representative determines additional cleaning is required due to failure of Contractor to perform to…