Janitorial Maintenance Services.pdf

v.04.15.24

REQUEST FOR PROPOSALS

RFP #354-PW26-28

Project Title: Janitorial Maintenance Services

Issue Date: May 26, 2026

Due Date: July 17, 2026, at 2:00PM ET

Issuing Department: Public Works

Direct all inquiries concerning this RFP to:

Name: Dennis Stanley

Title: Facilities Coordinator

Email: dennis.stanley@carync.gov

Table of Contents

1 REQUEST FOR PROPOSALS

1.1 Introduction

1.2 Purpose and Background

1.3 Notice to Vendors Regarding RFP Terms and Conditions

1.4 RFP Response Timeline

1.5 Pre-Proposal Conference/Site Visit

1.6 Proposal Questions

1.7 Proposal Submission Requirements and Contact Information

1.8 Rights to Submitted Material

2 PROPOSALS

2.1 Request for Proposal Document

2.2 Evaluation Criteria

2.3 Proposal Evaluation Process

2.4 Final Selection

2.5 Contract Term

2.6 Invoices

2.7 Notice to Proposers Regarding RFP Terms and Conditions

3 SCOPE OF SERVICES

4 COST PROPOSAL/EXECUTION OF PROPOSAL

5 REFERENCES

INSTRUCTIONS TO VENDORS

TOWN OF CARY STANDARD TERMS AND CONDITIONS

1 REQUEST FOR PROPOSALS

1.1 Introduction

It is the intention of the Town of Cary, North Carolina, to contract with qualified Janitorial Maintenance

Contractors, to provide Janitorial Maintenance Services at various Town-owned facilities. The building square footage provided is an estimate and may not reflect actual measurement for the proposal purposes.

Prospective bidders must verify the actual size, layout, and scope of the job to prepare accurate proposals.

1.2 Purpose and Background

The Town of Cary Public Works Department is seeking proposals from qualified and experienced contractors for municipal Janitorial Services. Qualified Contractors must have five (5) or more years’

Janitorial experience for a municipality or private company of similar size.

Additional Janitorial Services beyond basic service will be required. Contractors must be able to respond to additional requests for service, emergencies during both working and non-working hours, and possible daytime porter service.

1.3 Notice to Vendors Regarding RFP Terms and Conditions

It shall be the Vendor’s responsibility to read the Instructions, the Town’s terms and conditions, all relevant exhibits and attachments, and any other components made a part of this RFP and comply with all requirements and specifications herein. Vendors also are responsible for obtaining and complying with all

Addenda and other changes that may be issued in connection with this RFP.

If Vendors have questions, issues, or exceptions regarding any term, condition, or other component within this RFP, those must be submitted as questions in accordance with the instructions in Section 1.6 Proposal

Questions. If the Town determines that any changes will be made as a result of the questions asked, then such decisions will be communicated in the form of an RFP addendum. The Town may also elect to leave open the possibility for later negotiation and amendment of specific provisions of the Contract that have been addressed during the question submission period. Other than through this process, the Town rejects and will not be required to evaluate or consider any additional or modified terms and conditions submitted with Vendor’s proposal. This applies to any language appearing in or attached to the document as part of the Vendor’s proposal that purports to vary any terms and conditions or Vendors’ instructions herein or to render the proposal non-binding or subject to further negotiation. Vendor’s proposal shall constitute a firm offer. By execution and delivery of this RFP Response, the Vendor agrees that any additional or modified terms and conditions, whether submitted purposely or inadvertently, shall have no force or effect, and will be disregarded. Noncompliance with, or any attempt to alter or delete, this paragraph shall constitute sufficient grounds to reject Vendor’s proposal as nonresponsive.

1.4 RFP Response Timeline

The RFP process shall adhere to the following schedule:

RFP Process Date and time

RFP posted May 26, 2026 4:00 PM

Pre-Proposal Conference June 9- 12, 2026 Details in Section 1.5

Proposers Written Questions Due June 26, 2026 4:00PM

Town Responses to Proposers questions July 3, 2026 4:00PM

Proposal Submission Deadline July 17, 2026 4:00PM

Contract Award (Anticipated) July 31, 2026

Contract Effective Date (Anticipated) August 31, 2026

Note: All times shown as Eastern Time (ET).

1.5 Pre-Proposal Conference/Site Visit

A pre-proposal conference will not be held for this solicitation. Proposers are encouraged to attend the scheduled site visits as outlined in Section 1.5. A summary of all questions and answers will be posted on the internet as an addendum, located under the RFP # being modified. It is the Proposer's responsibility to assure that all addenda have been reviewed and, if need be, signed and returned.

Timeline for Janitorial Site Visits

• Tuesday, June 9, 9:00 a.m.

Meeting Location: Town Hall Parking Lot

316 N. Academy Street (South Entrance)

Visitor Parking is located on Ambassador Loop (off N. Academy St. at RR crossing)

Sites Covered: Sections 1, 2, and 9

• Wednesday, June 10, 9:00 a.m.

Meeting Location: Hemlock Nature Center Parking Lot

2616 Kildaire Farm Road

Sites Covered: Sections 5 and 6

• Thursday, June 11, 9:00 a.m.

Meeting Location: Public Works Operation Center Parking Lot

400 James Jackson Avenue

Sites Covered: Sections 3 and 4

• Friday June 12, 9:00 a.m.

Meeting Location: Western Wake Regional Water Reclamation Facility

Parking Lot

3500 Reclamation Rd, New Hill, North Carolina

Sites Covered: Section 7

NOTE: Site visits are not included for Sections 8 and 10 as those sites are open to the public. Vendors are encouraged to visit those locations on their own schedule.

1.6 Proposal Questions

Upon review of the RFP documents, Vendors may have questions to clarify or interpret the RFP in order to submit the best proposal possible. To accommodate the Proposal Questions process, Vendors shall submit any such questions by the above due date. The Town will not entertain any further questions after the due date. Written questions shall be emailed to Dennis Stanley at dennis.stanley@carync.gov by the date and time specified above. Vendors should enter “RFP #354-PW26-28: Questions” as the subject for the email. Questions submittals should include a reference to the applicable RFP section and be submitted in a format shown below:

Reference Vendor Question

RFP Section, Page Number Vendor question …?

mailto:dennis.stanley@carync.gov

Questions received prior to the submission deadline date, the Town’s response, and any additional terms deemed necessary by the Town will be posted in the form of an addendum to the North Carolina Electronic

Vendor Portal (eVP), https://evp.nc.gov/solicitations, and shall become an Addendum to this RFP. No information, instruction or advice provided orally or informally by any Town personnel, whether made in response to a question or otherwise in connection with this RFP, shall be considered authoritative or binding. Vendors shall rely only on written material contained in an Addendum to this RFP.

1.7 Proposal Submission Requirements and Contact Information

Submittal Requirements and Contact Information

Electronic responses ONLY will be accepted using the eBid button displayed on the eVP website. Proposals must be clearly marked with name of the submitting company, the RFP number and RFP title. Proposers must submit one (1) electronic version, submitted as a viewable and printable Adobe Portable Document

File (PDF), on or before the submittal due date and time provided in Section 1.3. Submissions that do not comply with the stated submission method will be deemed non-responsive. The Town reserves the right to reject any or all proposals for any reason and to waive any informality it deems in its best interest. Any requirements in the RFP that cannot be met must be indicated in the proposal. Proposers must respond to the entire Request for Proposals (RFP). An incomplete proposal may be eliminated from consideration at the discretion of Cary.

Proposals must follow the format as defined in Section 2 PROPOSALS.

1.8 Rights to Submitted Material

All proposals, responses, inquiries, or correspondence relating to or in reference to this RFP, and all reports, charts, and other documentation submitted by Proposers (other than materials submitted as and qualifying as trade secrets under North Carolina law) shall become the property of the Town when received and the entire proposal shall be subject to the public records laws of the State of North Carolina except where a proper trade secrets exception has been made by the Proposer in accordance with the procedures allowed by North Carolina law.

The Town reserves the right to retain all proposals submitted and to use any ideas in a proposal regardless of whether that proposal is selected. Submission of a proposal indicates acceptance by the Proposer of the conditions contained in this Request for Proposal.

2 PROPOSALS

Responses must follow the format outlined herein. The Town may reject as non-responsive at its sole discretion any proposal or any part thereof that is incomplete, inadequate in its response, or departs in any substantive way from the required format. Proposal responses shall be organized in the following manner:

1. Cover Letter/Letter of Intent

Introduction letter with intent as it may pertain to the Request for Proposal.

2. Corporate Background and Experience

This section shall include background information on the organization and should give details of experience with similar projects. A list of five (5) references (including contact persons and telephone numbers) for which similar work has been performed shall be included, and the list shall include all similar contracts performed by the Proposer in the past five years. The evaluators will randomly select at least three of these references, but the evaluators reserve the right to contact all the references listed, if information from the three references contacted warrant further inquiry. The failure to list all similar https://evp.nc.gov/solicitations/ contracts in the specified period may result in the rejection of the Proposer’s proposal. The evaluators may check all public sources to determine whether Proposer has listed all contracts for similar work within the designated period. If the evaluators determine that references for other public contracts for similar contracts were not listed, the evaluators may contact the public entities to make inquiry into

Proposer’s performance of those contracts and the information obtained may be considered in evaluating Proposer’s proposal.

3. Financial Statement

The Proposer shall provide the following financial information:

Recent audited or reviewed financial statements prepared by an independent certified public accountant

(CPA) that shall include, at a minimum, a balance sheet, income statement (i.e., profit/loss statement) and cash flow statement and, if the audited or reviewed financial statements were prepared more than six (6) months prior to the issuance of this RFP, the Proposer shall submit its most recent internal financial statements (balance sheet, income statement and cash flow statement or budget with entries reflecting revenues and expenditures from the date of the audited or reviewed financial statements to the end of the most recent financial reporting period (i.e., the quarter or month preceding the issuance date of this RFP)).

OR,

Recent compiled financial statements prepared by an independent CPA that shall include, at a minimum, a balance sheet, income statement (i.e., profit/loss statement) and cash flow statement and, if the compiled financial statements were prepared more than three (3) months prior to the issuance of this RFP, the Proposer shall submit its most recent internal financial statements (balance sheet, income statement and cash flow statement or budget with entries reflecting revenues and expenditures to date), and other evidence of financial stability such as most recently filed income tax return, evidence of a line of credit/loans/other type of financing with statement of amount in use/outstanding balance (e.g., a complete copy commitment letter, loan agreement, billing statement reflecting the line of credit or statement from lender acknowledging the commitment to fund the Proposer’s stated financing), performance bond, personal guaranty with copies of personal income tax filing and statement of net worth or such other evidence that is accurate, reliable and trustworthy regarding the Proposer’s financial stability.

Recent shall be defined as financial statements that were prepared within the 12 months preceding the issuance date of this RFP.

Consolidated financial statements of the Proposer’s parent or related corporation/business entity shall not be considered, unless: (1) the Proposer’s actual financial performance for the designated period is separately identified in and/or attached to the consolidated statements, (2) the parent or related corporation/business entity provides the Town with a document wherein the parent or related corporation/business entity will be financially responsible for the Proposer’s performance of the contract and the consolidated statement demonstrates the parent or related corporation’s/business entity’s financial ability to perform the contract, financial stability and/or such other financial considerations identified in the evaluation criteria; and/or (3) Proposer provides its own internally prepared financial statements and such other evidence of its own financial stability identified above.

The Proposer’s failure to provide any of the above-referenced financial statements or failure to submit all the requested financial statements may result in the rejection of the Proposer’s proposal and rejection is more likely to occur if other Proposers provide financial documentation in compliance with the foregoing provisions. Proposers are also encouraged to explain any negative financial information in its financial statements and are encouraged to provide documentation supporting those explanations.

All financial information, statements and/or documents provided in response to this proposal requirement shall be kept confidential, IF THE PROPOSER COMPLIES WITH PARAGRAPH 13 OF

THE GENERAL INFORMATION ON SUBMITTING PROPOSALS BY MARKING THE

FINANCIAL INFORMATION, STATEMENTS AND/OR DOCUMENTS CONFIDENTIAL.

4. Project Understanding, Approach and Schedule

This section shall include, in narrative, outline, and/or graph form the Proposer's approach to accomplishing the tasks outlined in the Scope of Work section of this RFP. A description of each task and deliverable and the schedule for accomplishing each shall be included.

5. Team Organization, Experience and Certifications/Qualifications

This section must include the proposed staffing, deployment and organization of personnel to be assigned to this project. The Proposer shall provide information as to the qualifications and experience of all executive, managerial, legal, and professional personnel to be assigned to this project, including resumes citing experience with similar projects and the responsibilities to be assigned to each person.

6. Cost Proposal

The Cost Proposal shall be submitted and contain:

• Personnel costs (including hourly rates and total hours)

• Travel and Subsistence Expenses

• Subcontractor Costs (if any)

• Other Costs (e.g., office expenses)

• TOTAL COST: A total not to exceed cost representing the maximum amount for all work to be performed must be clearly indicated under this heading.

2.1 Request for Proposal Document

The RFP is comprised of the base RFP document, any attachments, and any addenda released before

Contract award. All attachments and addenda released for this RFP in advance of any Contract award are incorporated herein by reference.

2.2 Evaluation Criteria

This is not a bid. There will not be a public bid opening. Proposals will be evaluated based on the following criteria:

Criteria (a)

Weight

(b)

Score (0-3)

(a) x (b)

Weighted Score

Cover letter / Letter of Intent 0

Financial Statement 10

Team Organization, References (Past Experience) 35

Project understanding and approach 30

Cost Proposal 25

Final Score

Score Points

0- Missing or Does Not Meet Expectation 2- Meets Expectation

1- Partially Meets Expectation 3- Exceeds Expectation

2.3 Proposal Evaluation Process

The Town shall review all Vendor responses to this RFP to confirm that they meet the specifications and requirements of the RFP.

The Town will conduct a One-Step evaluation of Proposals:

Proposals will be received from each responsive Vendor in a sealed envelope or package.

All proposals must be received by the issuing agency not later than the date and time specified on the cover sheet of this RFP.

At that date and time, the package containing the proposals from each responding firm will remain sealed and opened at time of review. Interested parties are cautioned that these costs and their components are subject to further evaluation for completeness and correctness and therefore may not be an exact indicator of a Vendor’s pricing position.

At their option, the evaluators may request oral presentations or discussion with any or all Vendors for the purpose of clarification or to amplify the materials presented in any part of the proposal. Vendors are cautioned, however, that the evaluators are not required to request presentations or other clarification—and often do not. Therefore, all proposals should be complete and reflect the most favorable terms available from the Vendor.

Proposals will generally be evaluated according to completeness, content, and experience with similar projects, ability of the Vendor and its staff, and cost. Specific evaluation criteria are listed in 2.2

EVALUATION CRITERIA, above.

Vendors are cautioned that this is a request for offers, not an offer or request to contract, and the Town reserves the unqualified right to reject any and all offers at any time if such rejection is deemed to be in the best interest of the Town.

2.4 Final Selection

Proposals will be reviewed after opening and will be ranked in order of choice. A recommendation will then be presented to the Town Manager for approval to negotiate a contract with the #1 choice and, if unsuccessful, to then pursue negotiations with the #2 choice. All Proposers will be notified of their standing immediately following Town’s decision. Price quoted must be held firm for 90 days after the RFP is due.

The Town reserves the right to make an award without further discussion of the proposal submitted. The

Town shall not be bound or in any way obligated until both parties have executed a contract. The Town also reserves the right to delay the award of a contract or to not award a contract. The RFP may be awarded by individual task or total proposal, whichever is most advantageous to the Town of Cary.

Responses to this RFP will be evaluated by a committee consisting of Public Works staff. The Town of Cary may award to multiple vendors or is the vendor (s) deemed most advantageous to the Town of Cary. Facilities are listed in Sections 1 through 10 as described in Attachment 2. Major facilities will be awarded by Section to Contractor(s) based upon evaluation of cost, work scheduling, stability, references, and past performance. While cost is an important factor, it will not necessarily be the sole determining factor. Low cost is not required for selection. Price quoted must be held firm for ninety

(90) days after the RFP is due. The Town reserves the right to make an award without further discussion of the proposals submitted. The Town shall not be bound or in any way obligated until both parties have executed a contract. The Town also reserves the right to delay the award of a contract or to not award a contract.

The general conditions and specifications of the RFP and the selected proposal, as amended by agreement between the Town and the selected Proposer including e-mail or written correspondence relative to the

RFP, may become part of the contract documents. Failure of the awarded Contractor to perform as represented may result in elimination of the Contractor from competition or in contract cancellation or termination.

2.5 Contract Term

The Contract shall have an initial term of three (3) years beginning on the date of contract award (the

“Effective Date”).

The Town shall have the option, in its sole discretion, to renew the Contract on the same terms and conditions for up to a total of two additional one-year terms not to exceed a total contract period of five (5) years. The Town will give the Vendor written notice of its intent whether to exercise each option by a duly authorized amendment.

2.6 Invoices

a) Invoices must be submitted to the Town of Cary Accounts Payable via email to submit.invoices@carync.gov on the Contractor’s official letterhead stationery and must be identified by a unique invoice number. All invoice backup reports and spreadsheets must be provided in electronic format.

b) Invoices must bear the purchase order number to ensure prompt payment. The Vendor’s failure to include the correct purchase order number may cause delay in payment.

c) Invoices must include an accurate description of the work for which the invoice is being submitted, the invoice date, the period of time covered, the amount of fees due to the Vendor.

2.7 Notice to Proposers Regarding RFP Terms and Conditions

It shall be the Proposer’s responsibility to read the Instructions, the Town’s terms and conditions, all relevant exhibits and attachments, and any other components made a part of this RFP, and comply with all requirements and specifications herein. Proposers also are responsible for obtaining and complying with all addenda and other changes that may be issued in connection with this RFP.

3 SCOPE OF SERVICE

Services include all functions normally considered a part of workmanlike and satisfactory janitorial maintenance services, whether specifically listed herein or not. Contractor will be notified verbally and followed up in writing, through the Facilities Manager or designees, of deficiencies which shall be immediately corrected. If in the opinion of the Town the deficiencies observed are not satisfactorily corrected, the Town reserves the right to terminate the Contractor and/or deduct payment for corrections not made. The amount to be deducted will be at the discretion of the Town. If the Town requires outside services or the use of Town personnel to correct noted deficiencies, the Contractor will be charged for cost incurred.

Services to be performed under this contract shall be subject to inspection and approval by

Town representatives. There shall be no deviations from any part of the contract or from any approved schedule without prior written approval from the Supervisor. Deductions will be an indication that work is not being performed per the contract specifications. The Town reserves the right to terminate this contract for non-performance at any time it feels such termination is warranted. No work shall be subcontracted by the Contractor unless approved by the Town.

The following Scope of Work applies to Sections 1 through 10 and all locations:

GENERAL SCOPE OF WORK

A. FIRE PROTECTION AND PREVENTION:

1. The Contractor shall comply with fire protection measures as prescribed in the Town of Cary Fire Prevention Code.

2. The Contractor shall not store combustible supplies of any kind in any Town building, and the Contractor shall consider contaminated buckets, mops, cloths, and brushes as potentially subject to spontaneous heating and shall not store such items in Town buildings.

B. PROTECTION AND SECURITY OF BUILDINGS AND PROPERTY:

1. The successful Contractor shall assume full responsibility for all damage or claim for damage, for injury to persons, property and equipment which might result from services performed under this specification. The successful Contractor shall be held liable by the Town for damages caused by his employees to any equipment, apparatus, or installed property in the buildings in which work is performed under this specification.

2. Fobs and building keys will be provided as needed for access to building interior suites at time of assignment. Contractor shall be responsible for safe keeping of fobs and building keys and return these items at expiration of contract. If contractor loses fobs or keys at any time, the Town will provide additional with the ability to charge the

Contractor for any locksmith services due to employee loss of fobs or keys.

3. At no time will the Contractor block open exterior doors or impede the function of their latching mechanisms. Contractor or its employees will not grant access to any persons on the exterior of the buildings who is not a member of their staff.

C. CONDUCT OF WORK AND QUALIFICATIONS OF EMPLOYEES:

1. The services described herein shall be performed on a three-day week schedule (Treatment

Plants) or five (Monday thru Friday) and/or seven days per week schedule; Town observed holidays excluded except for GoCary services in Section 9 and 10. Please reference the awards sheet for cleaning schedules and times. Cleaning can start after

10:00 p.m. unless approved by the Town beforehand. The following days are to be considered Town observed holidays for the purpose of scheduling work:

New Year's Day

Martin Luther King's Birthday

Good Friday

Memorial Day

Juneteenth

Independence Day

Labor Day

Veterans Day

Thanksgiving Day & Friday After Thanksgiving

Christmas Eve and Christmas Day

NOTE: When a holiday falls on Saturday, Town offices are closed Friday. When a holiday falls on Sunday, Town offices are closed Monday. GoCary services (Sections 9 and 10) will be needed on all Town observed holidays except for Thanksgiving Day and

Christmas Day.

2. During cleaning activities, at no time will the Contractor, upon departure from the space, leave lights in non-common, unoccupied areas turned on. Non-common areas are defined as individual offices, conference rooms, copy rooms and storage rooms or interior walled offices or rooms specifically served by an individual light switch. All lights shall be extinguished as each room is completed. Prior to leaving the building and/or completed section of building, it is the responsibility of the Contractor to close and lock all windows, extinguish all lights, except as otherwise directed and securely fasten and/or lock all doors. Once trash has been disposed of in dumpsters, the

Contractor will ensure the gates to the containment area are closed and latched.

3. The Contractor will:

• Require all employees to wear a Town issued contractor badge as identification for admittance into the building and as a means of identification during the time

Contractor employees are in the building.

• Assure the Contractor or his employees do not disturb papers on desks; open drawers in any desks or other furniture; use Town telephones or any other Town equipment or appliances in the building such as radios, coffee pots, microwave ovens or televisions; use equipment or appliances belonging to Town employees.

• Require all employees to comply with instructions pertaining to conduct and building regulations.

• Report promptly, building deficiencies such as leaky faucets, stopped toilets or drains, broken fixtures and/or any unsafe conditions.

• The Town may require the dismissal of any employee who the Town determines, at its sole discretion, as incompetent, careless, insubordinate, or who violates any governmental law, rule or regulation in a Town facility. Additionally, the Town may require the reassignment of any employee whose continued employment is contrary to consistent good relationship with tenants. Town may require at its sole discretion, reassignment and restricted access of any employee Town believes may be a security risk.

D. BUILDING PREMISES TREATMENT AND CARE

• All trash and recycling to be removed from building daily. Some facilities may have dumpsters for disposal needs.

• All janitorial closets to contain material safety data sheets on all products used.

• All products must be EPA registered, and containers properly labeled as to content, and direction for usage.

• All floor treatment products to be UL listed for slip resistance.

• All building entrance and interiors doors (office) are to be secured after maintenance tasks have been completed.

• Limited lockable storage areas will be provided for Contractor's use. The Town assumes no responsibility for loss, theft, or damages of Contractor’s equipment or supplies.

• Contractor shall furnish all necessary equipment to perform janitorial maintenance contract.

JANITORIAL SPECIFICATIONS SCOPE OF WORK

** Full Service **

** Full Service including stripping, buffing, waxing of floors, daily dusting, daily vacuuming, and daily emptying of waste and recycling receptacles **

❖ BIDDER/CONTRACTOR REQUIREMENTS:

A. Contractor to furnish all expendable supplies, toilet tissue, hand towels, soap, plastic trash can liners, etc., and contractor is to distribute and install expendable supplies.

B. Expendable Supplies Specifications (Town buildings will have Georgia Pacific

Dispensers. Comfort Stations will have standard dispensers and/or hand dryers)

Any Georgia Pacific Dispensers will require the following product or equivalent with approval from the Town before bid is accepted:

1. Toilet Tissue Specifications:

* Compact Coreless 2-Ply Recycled Toilet Paper by GP Pro (Georgia Pacific)

* 18 or 36 rolls @ 1000 sheets

* Sheet size (W X L) 3.850” X 4.050”

* MFG # 19375 or 19378

2. Towel Specifications:

* EnMotions 8# Paper Towel Roll by GP Pro (Georgia Pacific)

* White

* 6 rolls @ 700 Linear Feet

* Towel sixe (W X L) 8.200” X 700.000”

* MFG # 89440 or 89420

3. Soap Specifications:

* EnMotions GEN2 Moisturizing Foam Soap Dispenser Refill by GP Pro (Georgia

Pacific)

* Fragrance Free Clear or Tranquil Aloe

* 1200 mil each

* MFG # 42714 or 42715

Standard Dispensers:

4. Toilet Tissue Specifications:

* Toilet tissue to be two (2) ply facial quality. Physical

Requirements Minimum / Maximum

* Basic Weight 24 X 36/500 19lbs.

* Bursting Strength: Five Sheets On A Light Weight Diaphragm. 9 Points

* Absorption Rate: 10 Seconds

* Softness Droop Test Handle/O/Meter 70%

* Brightness: 73%

* Sized to Fit Dispensers available

5. Towel Specifications – paper, disposable, Kraft or bleached white to fit existing holders, rolls or sheets highly absorbent, soft to the touch.

6. Soap Specifications – liquid, packaged to fit existing dispensers, refillable containers may be used and refilled from bulk source, soap must contain lanolin or equal, harsh chemicals are not acceptable.

C. The contractor will furnish all cleaning supplies (glass cleaner, disinfectant, polish, etc.), operational materials (buffer, brooms, vacuum cleaners, mops, buckets, etc.) and labor.

D. The contractor is responsible for supervision of contractor employees, and for performing service requirements and specifications at the frequency specified. Each work group will be required to have a lead worker. A shift supervisor will be required to be on site, this supervisor must be available by cell phone and have the authority to make needed corrections. Lead workers and supervisors must be able to speak and understand English.

E. The contractor must have a thorough knowledge of all cleaning tasks, equipment, materials, and supplies to be used within the scope of this agreement. The contractor is expected to accept responsibility and provide personal supervision for those persons employed by the contractor.

F. All supervisors shall have a thorough knowledge of all cleaning tasks, equipment, and materials to allow for proper training and direction of employees in their individual tasks, and to maintain and control an effective follow-up program.

G. The contractor shall always employ, the quantity and quality of supervision necessary for the effective and efficient management of cleaning operations. The contractor shall organize the cleaning schedule to minimize the work areas needing lighting at any one-time during cleaning. The contractor shall place the highest priority on energy conservation and shall coordinate all activities with the facility manager for the most economical operation of the building equipment and systems.

H. Contractor is expected to provide for employee safety and accept responsibility for employee/personal injury during performance of service under this contract agreement.

I. Contractor is expected to emphasize safety during use of powered and non-powered equipment. In the event of property damage, the Town will determine the extent and liabilities of the parties involved.

J. Employee Uniforms: Contractor to furnish uniforms, (minimum: shirt or smock) for all on site employees. Require all their employees to wear a Town issued Contractor Badge as identification for admittance into building and as means of identification during the time their employees are in the building.

K. If property damage resulting from Contractor’s negligence has to be repaired and/or replaced by the Town; the expense for such work will be deducted from the monies due to the Contractor. The Town reserves the right to pursue claims for damages through any and/or all legal means available. Failure to properly perform tasks as outlined in this agreement will result in the Contractor being called back to perform needed corrections.

Contractor is required to respond to callbacks within two hours of notification. If the

Contractor should fail to respond the Town reserves the right to take appropriate action to perform needed corrections. Cost of this work will be deducted from monies due.

L. The Contractor will provide a complete list of employees. Employees may be required to sign in and out each day. Only employees of the contractor are allowed on premises.

No children, friends or unauthorized persons are allowed on the premises. Contractors’ employees are not permitted to use Town equipment. Any employee of Contractor who violates these requirements shall not be permitted on the premises again.

M. Upon starting this contract, the Town will supply a daily checklist that must be electronically submitted at the end of each shift to make sure appropriate duties have been fulfilled. This checklist will include, but not limited to, the following:

• Town Facility Name

• Employee Name

• Date

• Start Time

• End Time

• Task List

• Damages or deficiencies

❖ GENERAL SPECIFICATIONS AND SPECIAL REQUIREMENTS, All AREAS:

Specification requirements as written are stated in general terms and in reference to building(s) design, layout and/or condition. The lack and/or omission of detailed specifications does not minimize acceptable levels of service and only the best commercial practices are acceptable.

Services as defined in the specifications as "special requirements" may be requested at the discretion of the facility manager.

A. Areas Defined:

1. “Office Areas” - Shall mean all enclosed space used for work areas off public corridor areas. These areas shall include library areas and/or conference room areas.

2. "Public Areas" - Refers to all entrances including gyms (floors that currently exist), classroom/multi-purpose rooms (to include wood floors), docks, lobbies, interior stairwells, elevators, and corridors.

3. "Restroom Areas" - Shall mean all office and public restrooms (men, women and family) located within the building(s). Shower areas are included if applicable.

4. "Kitchen/Breakroom Area" - Where applicable, will be thoroughly cleaned during each day of service required by this agreement.

5. “Security Areas” – Where, applicable, "security areas" shall only be cleaned upon request of the facility manager and may require the presence of a representative of the agency.

B. Services Defined:

1. “Wet mopping and scrubbing” - All floors shall be properly prepared, thoroughly swept to remove dirt and debris, and to include the removal of gum, tar, and similar substances from the floor surface. The floor shall be clean and free of dirt, water streaks, mop marks, strings, etc. And properly rinsed and dry mopped to present an overall appearance of cleanliness all surfaces shall be dry and corners, cracks, and crevices clean. Where scrubbing is designated it shall be done by machine or manually.

2. "Stripping" - In the context of these specifications is defined as the complete removal of all old wax including the areas under desks and other raised furniture and from around the edge of filing cabinets and baseboards. When the removal is complete, the floor should have a slightly dull, but over-all even appearance. Wax or mop water stains which accumulate on base/boards, lower edges of doors, door jambs, filing cabinets, and desk legs are to be removed. (care must be taken to prevent damage to painted surfaces).

Proper removal of old wax or finish will require shifting of desks and tables which will be placed back in their original position upon completion.

3. “Waxing and buffing” – Proper preparation of a floor prior to re-waxing is considered the most important procedure in floor maintenance. Therefore, special attention shall be given to the following requirements. Apply proper wax remover, stripping agents or synthetic detergents to the floor, depending on the type of floor. Scrub with a floor scrubbing machine or agitate with a mop to remove all dead wax, soap film, dirt and stains. Pick up dirty solution with mop, squeegee, and wet vacuum and thoroughly rinse with clean water and dry. Wax shall be applied in a thin even coat and allowed to dry. The number of coats applied will depend on the type and condition of the floor

(minimum of four (4) coats of sealer/ finish or two (2) coats of sealer and two (2) coats of finish.

4. “Dusting” - Dust shall not be moved from place to place, but removed directly from the areas in which it lies and by the most effective means (i.e., appropriately treated dust cloths, vacuum, etc.) When doing high cleaning, dust shall not be allowed to fall onto furniture and equipment below. The following conditions shall exist after the completion of each dusting task.

• There shall be no dust streaks.

• Corners, crevices, moldings, ledges, windowsills, window shades/blinds, etc., shall be dust free.

• There shall be no oils, spots, or smudges on dusted surfaces caused by dusting tools.

• When inspected there shall be no traces of dust on any surface.

5. “Damp wiping” - This task consists of using a clean damp cloth or sponge to remove all dirt, spots, streaks, and smudges from walls, glass, and other specified surfaces and then drying to provide a polished appearance. The wetting solution shall contain an appropriate cleaning agent. When damp wiping in toilet areas, a multi-purpose

(disinfectant-deodorizer) cleaner shall be used.

6. “Bright metal polishing” – May be performed by damp wiping and drying with a suitable cloth provided a polished appearance is obtained by this method. However, if a polished appearance cannot be produced, an appropriate metal polish shall be used.

7. “Porcelain ware cleaning” – Porcelain fixtures (drinking fountains, wash basins, urinals, toilets, etc.) shall be clean and bright; there shall be no dust, spots, stains, rust, encrustation, or excess moisture. Walls and floors adjacent to fixtures shall be free of spots, drippings, and watermarks.

8. “Dust mops” - All dust mops to be specifically treated before use to aid in the removal of dust and dirt. After dust mopping, floors are to be free of litter, debris, and grit.

Treatment that leaves an oil film on floors is prohibited. After sweeping and dust mopping operations, all floors shall be clean and free of dust streaks. No dirt shall be left in corners, behind radiators, under furniture, behind doors, on stair landings, etc.

9. “Deep carpet cleaning” - (where applicable) steam (water), extraction method: Rugs and carpets shall be thoroughly cleaned by a commercial rated vacuum machine or rug dusting machine to remove all embedded foreign matter. The cleaning process shall not cause shrinkage to rugs or carpets or affect their appearance or durability. When applying the hot water "steam" method, rugs and carpeting shall be cleaned with hot water at a temperature of 150 degrees Fahrenheit or higher at point of origin, (i.e., faucet or tank). The cleaning process shall remove all traces of dirt, grime, and soil leaving rugs and carpets free from all residual or foreign matter. The Contractor will be fully responsible for the correction of any damage or faulty workmanship caused by

Contractor's method of cleaning. The carpet under all furniture is to be cleaned as well as exposed carpet. The bidder shall be responsible for moving furniture. When necessary rugs and carpet shall be brushed to restore flattened pile.

10. “Glass cleaning” - In the context of these specifications refers to glass areas to be cleaned as defined in these specifications as "glass cleaning" (i.e., door glass or plexiglass, glass shelves, glass partitions, pictures, bookcases, etc.).

11. For all operations where furniture and equipment must be moved, no chairs, wastepaper baskets or other similar items shall be stacked on desks, tables, or sills. Upon completion of work, all furniture and equipment will be returned to its original position.

❖ DAILY/NIGHTLY SERVICE – public areas, gyms, restrooms, offices, kitchen/break rooms, classrooms, multi-purpose rooms and elevators where applicable.

A. Public Areas

1. Waste & Recycling Receptacles: Empty waste receptacles and replace plastic liners, empty recycling bins.

2. Floors:

• Vacuum all carpeted areas and mats.

• Dust mop gym, classroom and multi-purpose floors, and spot clean spills.

• Sweep and wet mop all hard surface corridors, entrance halls, lobbies, classrooms, and multi-purpose rooms.

• Spot clean carpets and spot mop hard surface floors as required to remove foreign matter and spills.

• Scrape gum as required.

3. Dusting: Dust all horizontal and flat surfaces.

4. Drinking fountains: Wash, disinfect, and dry shine to prevent spotting.

5. Glass cleaning:

• Clean glass doors on all entrances (inside and outside).

• Wash and clean door handles and framing around entrance doors.

• Clean all glass partitions, including mirrors.

6. Elevators:

• Hard surface floors - sweep, clean, and wet mop.

• Damp wipe, dry, and shine metal railings on sides and back.

7. Kitchen: Wipe down exposed sides of appliances and amenities (stoves, refrigerators, sinks, etc.), top surfaces and control panels.

B. Restrooms

1. Waste receptacles: Empty waste receptacles and replace plastic liners.

2. Floors: Sweep and wet mop hard surface floors.

3. Stall dividers and doors: Dividers to be washed with a disinfectant detergent solution and door interiors and exteriors are to be cleaned.

4. Water closets and urinals: Wash water closets (including seats) and urinals inside and outside with a disinfectant detergent. No acid bowl cleaners to be used. To remove build-up, deo bowl or equivalent to be used. Seats to be left in a raised position.

Waterless urinals are cleaned per manufacture recommendations and specifications.

5. Wash basins:

• Clean and wipe free of water marks. No scouring powders are to be used.

• Damp wipe pipes under basins.

6. Dispensers: Refill towel, tissue, and soap dispensers.

7. Sanitary napkin receptacle (where applicable): Empty and replace liner.

8. Glass cleaning/plexiglass: Mirrors, shelves, chrome fixtures to be polished with a glass cleaner.

9. Shower rooms (where applicable): Wash shower area with a disinfectant detergent, wipe clean and free of water marks. Clean shower heads and hardware.

C. Office Areas

1. Waste & Recycling Receptacles: Empty waste receptacles and replace plastic liners, empty recycling bins.

2. Floors:

• Vacuum carpeted floors.

• Dust mop hard surfaces.

• Spot clean carpets and spot mop hard surface floors as required to remove foreign matter and spills.

• Dust mop and spot clean gym floors.

3. Dusting: Dust all office furniture (desks, files, tables, phones).

*Note: Paper and equipment on desks are not to be moved. Only clean desktop areas are to be dusted.

❖ WEEKLY/MONTHLY SERVICE (means one time unless noted otherwise) – ALL

AREAS

A. Public Areas – Weekly

1. Floors:

• Entrance areas floors are to be spray buffed.

• Public hard surface floor areas are to be spray buffed.

• Clean and shine all vinyl and wood baseboards.

2. Stairwells: (*two times per week) Sweep stairs and spot mop spills.

3. Handrails: Damp wipe all handrails in stairwells and lobbies.

4. Walls: Spot wash and clean surfaces around light switches, drinking fountains, stairwell entrances and other heavy traffic areas likely to have a heavy accumulation of handprints, etc.

5. Baseboards: Clean and shine all vinyl and wood baseboards.

6. Dusting: Dust all objects not included in the nightly requirements in public areas (exclude art work).

B. Restrooms – Weekly

1. Waste receptacles: Damp wipe all receptacles inside and out.

2. Sanitary napkin receptacle: Damp wipe all receptacles inside and out.

3. Grills: Clean all return and supply air grills and door grills.

4. Wash basins: Clean and shine bright metal hardware including exposed pipes under wash basins.

5. Baseboards: Clean and shine all vinyl and wood baseboards.

C. Office Areas – Weekly

1. Dusting:

• Dust sides and vertical surfaces of all office furniture.

• Dust all horizontal and vertical objects including windowsills, window blinds, shades, etc.

2. Glass cleaning: Clean, clear, opaque, or frosted glass in doors and partitions. All interior windows six feet and lower are to be cleaned.

3. Baseboards: Clean and shine all vinyl and wood baseboards.

D. Public Areas - Monthly

1. Dusting: Dust fire equipment and exit lights.

2. Grills: Clean all return and supply air grills and door grills.

3. Kitchen: Clean oven and oven racks with kitchen degreaser; remove grease and grime.

E. Restroom and Shower Areas - Monthly

1. Floors and walls: A DEEPER CLEAN consisting of scrubbing floors, tiles, walls, cleaning baseboards and grout to remove algae, mildew, and other mold and stains.

❖ SEMI-ANNUAL SERVICE

The following service requirements apply to all areas and are required services when applicable.

A. Deep Carpet Cleaning – Semi Annual (2 times a year)

1. Carpets to be cleaned a minimum of two (2) times per year and at times and dates scheduled by the Facilities Management

Division. Cleaning will be by extraction reference is made to carpet cleaning specifications.

B. VCT Hard Surface Flooring, Cermaic/Porcelain Tile Flooring, or any other waxable hard surface flooring – Semi Annual (2 times a year)

1. Floors to be stripped and refinished with two (2) coats of sealer and two (2) coats of finish (wax).

❖ PARK COMFORT STATIONS – (Nightly Service)

A. Sweep and wet mop floors with germicidal detergent.

B. Clean and disinfect sinks, toilet bowls and urinals.

C. Polish metal and glass mirrors.

D. All paper and soap products restocked.

E. Empty trash and sanitary napkin (if applicable) receptacles and replace plastic liners.

F. Clean toilet partitions and doors.

G. Remove spider webs inside only (nightly), outside only (monthly).

H. Contractor to furnish all trash bags, soap, toilet tissue, paper towels (if applicable), cleaning chemicals and equipment.

❖ ADDITIONAL DAYTIME PORTER SERVICE

(Add alternate pricing and not part of the Base Contract)

A. The contractor shall be able to furnish one "daytime" custodian during the hours of 8:00 a.m. to 5:00 p.m., or hours specified by the

Facility Management Division, Monday through Friday excluding Town observed holidays.

B. The intent of this requirement is to provide the Town with:

1. The ability to handle and provide extra trash removal during periods of heavy or rapid activity.

2. The ability to handle and provide emergency clean-ups, excessive spillage, and minor touch up cleaning service.

3. The ability to handle and provide disinfecting service.

4. The ability to handle and provide resources of restocking expendable restroom supplies, to ensure sanitary conditions in restrooms during normal business hours.

C. The service hours for "daytime" custodian will be determined prior to the start of the contract but will not exceed 40 hours/week per custodian.

D. Employee uniforms: Contractor to furnish uniforms, (minimum: shirt or smock) for all on site employees. Require all their employees to wear a Town issued Contractor Badge as identification for admittance into building and as means of identification during the time their employees are in the building.

The following scope of work outlines additional requirements for Sections 9 and 10 in conjunction with GoCary locations:

Section 9: Cary Depot – GoCary Area

❖ Type of Facility

The GoCary Area is located at the Cary Depot and is an enclosed area including security, restrooms, and operator space. The waiting area includes signage, a security desk, and two single-stall restrooms. The GoCary waiting area is separate from the Amtrak waiting area, which is not included in this scope of work.

❖ Daily Services

1. Pick-up loose trash from chairs, windowsills, floor, etc.

B. Restrooms

1. Clean and disinfect sinks

2. Clean and disinfect toilets (inside and out, including toilet seats)

3. Restock hand soap and paper products

4. Empty trash receptacles, pick-up trash from the floor

❖ Nightly Services

1. Pick-up loose trash from chairs, windowsills, floor, etc.

2. Sweep and mop floors with germicidal solution

3. Clean glass doors (inside and out)

B. Restrooms

1. Clean and disinfect sinks

2. Clean and disinfect toilets (inside and out, including toilet seats)

3. Restock hand soap and paper products

4. Empty trash receptacles, pick-up trash from the floor

5. Spot clean walls

6. Disinfect light switches and door handles

7. Clean and sanitize outside of dispensers and trash receptacles

8. Polish all dispensers, fixtures and mirrors

9. Sweep and mop floors with germicidal solution

❖ Weekly Service (means one time unless noted otherwise) - all areas

1. Remove cobwebs from windows, corners of wall, etc. (once per week)

2. Clean windows (inside and outside) (twice per week)

3. Clean and disinfect chairs (twice per week)

4. High dust horizontal surfaces (three times per week)

5. Spray buff hard surface…