Janitorial_Services_-__Eastside_Loop__CHA215_Direct_contract.pdf

DEPARTMENT OF CHILD SAFETY

DIRECT SERVICE CONTRACT

State of Arizona Department of Child Safety

Office of Procurement & Contracts 3003 N. Central Ave., 20th Fl.

Phoenix, AZ 85012 Janitorial Services – Eastside Loop CHA215

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OFFER TO THE STATE OF ARIZONA:

The Undersigned hereby offers and agrees to provide Janitorial Services – Eastside Loop CHA215 in compliance with all terms, conditions, specifications, and amendments in the Solicitation and any written exceptions in the Offer.

Offeror company name Signature of person authorized to sign Offer

Address Printed name and title

City, State, ZIP Contact name and title

CERTIFICATION: By signature in the above, Offeror certifies that it: Contact email address Contact phone number

1. Will not discriminate against any employee or applicant for employment in violation of Federal Executive Order 11246, [Arizona] State Executive

Orders 2023-09, 2023-01, 2009-09 or A.R.S. §§ 41-1461 through 41-1465;

2. Has not given, offered to give, nor intends to give at any time hereafter any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant in connection with the submitted offer. Failure to provide a valid signature affirming the stipulations required by this clause will result in rejection of the Offer. Signing the Offer with a false statement will void the Offer, any resulting contract, and may be subject to legal penalties under law;

3. Complies with A.R.S. § 18-132 when offering electronics or information technology products, services, or maintenance;

4. Has submitted this Offer as a firm offer for 180 days following the Solicitation due date and time per the Instructions to Offers;

5. Did not and will not involve collusion or other anti-competitive practices;

6. Is not debarred from, or otherwise prohibited, from participating in any contract awarded by federal, state, or local government; and

7. For use in Requests for Quotation only, certifies that the above referenced organization ___ IS / ___ IS NOT a small business with less than

100 employees or has gross revenues of $4 million or less.

ACCEPTANCE OF OFFER

The Offer is hereby accepted.

The Contractor is now bound to sell the Materials or Services listed by the attached contract and based upon the Solicitation, including all terms, conditions, specifications, amendments, etc., and the Contractor’s Offer as accepted by the State.

The Contract shall henceforth be referred to as Contract No.

The effective date of the Contract is

The Contractor is cautioned not to commence any billable work or to provide any Material or Service under this contract until Contractor receives purchase order, contract release document, or written notice to proceed.

State of Arizona Awarded this Day of 20

Procurement Officer signature

Robert.Burrous Typewriter Beacon Group Inc.

Robert.Burrous Typewriter 308 W. Glenn Street

Robert.Burrous Typewriter Tucson, AZ 85705

Robert.Burrous Typewriter Robert Burrous VP Business Operations

Robert.Burrous Typewriter Christina Koulouris Sr Project Manager

Robert.Burrous Typewriter Chistina.Koulouris@beacongroup.org

Robert.Burrous Typewriter 520-622-4874

Robert.Burrous Typewriter X

Scope of Work Contract Number:

Description:

Janitorial Services – Eastside Loop CHA215

State of Arizona Department of Child Safety

Office of Procurement & Contracts 3003 N. Central Avenue

Phoenix, AZ 85012

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1.0 PURPOSE

The purpose is to establish Janitorial Services for the location(s) identified herein.

2.0 BACKGROUND

2.1 The Arizona Department of Child Safety (DCS) is statutorily responsible to provide services to families whose children are involved with DCS. DCS Vision and Mission Statements are:

Vision: Children thrive in family environments free from abuse and neglect.

Mission: Successfully partner with families, caregivers, and the community to strengthen families, ensure safety, and achieve permanency for all Arizona’s children through prevention, services, and support.

2.2 This service consists of providing the personnel, equipment and cleaning supplies, including paper goods and hand soap necessary to perform janitorial services as defined in these specifications.

2.2.1 Site location and building location information are supplied in Exhibit A. Building address 1450 South Eastside Loop contains both building floors, and will have a full cleaning schedule, five (5) days a week. Address 1470 is an auditorium and training facility with the need for only two days a week on average.

2.2.2 The estimated square footage for the location identified herein is 21,262 sq. ft.

for main building 1st and 2nd floor, and 5,362 sq. ft. for auditorium/training facility.

Location Site and Contact Information (Exhibit A), and identified in the lease. Total 26,624 sq. ft.

2.2.3 The square footage may be increased or decreased throughout the term of the contract. Should the square footage be adjusted a new purchase order will be issued.

3.0 SCOPE OF WORK: The Contractor shall provide services, including but not limited to:

3.1 General Requirements

3.1.1 Ensure the competent performance of all janitorial services pursuant to contract requirements.

3.1.2 Ensure that only the Contractor’s Personnel are entering the work location. Any person or individual not directly employed by Contracted Vendor for service at the specified location, including family, children, or visitors are not permitted in the building at any time.

3.1.3 Provide services in such a manner that does not result in damage to DCS facilities, grounds, landscaping, utilities, or structures. In the event that damage does occur

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3.1.4 Provide a 24-hour telephone number or answering service for customer support at no additional cost to the State.

3.1.5 Ensure that there is no usage of State equipment unless prior written approval has been given by the Building Liaison (BL). This includes but is not limited to copiers, fax machines, computers and state telephones. A specific phone will be designated in the absence of a cell phone to contact BL or Contractor Supervisor.

Any phone may be used to contact emergency services.

3.1.6 Prohibit employees from disturbing papers on desks, opening desk drawers or cabinets. BL will notify Contractor of any prohibited or restricted areas of entry.

3.1.7 Ensure the security of the facility during the performance of these services and shall ensure that all facility exterior doors remain locked during his/her work hours and upon Contractor’s departure from the facility (with the acceptation of the day porter). After each period of cleaning and other services, unnecessary lights shall be turned off, and outside doors and windows closed and locked.

3.1.8 If applicable, contractor shall be responsible for all keys or employee access badges issued to them. Contractor also agrees that no duplicate keys will be made and the Contractor will be responsible for the return of any keys or access badges that may have been provided to them. The Project Coordinator (PC) and or BL will coordinate access for the contractor’s employees.

3.1.9 Provide a list and Safety Data Sheets (SDS) of all Chemicals to be used throughout the year, including storage requirements. This facility will be providing services directly to families and children. Contractor must ensure that all Chemicals are locked and secure at all times.

3.1.10 Direct all questions concerning the Contract to the Procurement Officer at the DCS Office of Procurement.

3.1.11 Direct all questions concerning janitorial requirements as listed on the Janitorial Check List to the Building Liaison (BL).

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3.2 Specific Requirements: The Contractor shall adhere to the standards listed below, these minimum standards do not replace or supersede the latest industry standards of material and equipment Manufacturer’s recommendations.

3.2.1 Blood Borne Pathogen, Communicable Diseases, Bio-Hazard, and Parasites Cleaning

3.2.1.1 Contractor shall have with in its employed personnel a minimum of one (1) individual who is trained and proficient in the techniques, materials, and equipment, clean-up and disposal procedures when performing janitorial services as related to Blood borne Pathogens, Communicable Diseases, Bio-Hazards, and Parasites. This training shall be documented and available for review, if requested.

3.2.1.2 Develop written procedures with exposure control plans and ensure that the Contractor’s employees are trained in the requirements of the OSHA Blood borne Pathogens Standard, 29 CFR 1910.1030, and the Hazard Communication Standard, 29 CFR 1910.1200.

3.2.1.3 Provide proper personal protective equipment, universal precautions, and follow other available information from the Center for Disease and Control (CDC).

3.2.1.4 Ensure surfaces or equipment requiring decontamination are cleaned with the proper prescribed Environmental Protection Agency (EPA) approved disinfectants, sanitizers, or other antimicrobial products.

3.2.1.5 Copies of training certificate(s) and written procedures for Blood borne Pathogen, Communicate Diseases, Bio-Hazard and Parasites Cleaning shall be attached to the contract.

3.2.2. Area Cleaning Standards:

3.2.2.1 Carpet Spot Cleaning Standards.

1. All carpet areas shall be vacuumed prior to being spot cleaned.

2. All light furniture shall be moved for vacuuming and replaced in its original position taking care not to disturb work or projects.

3. The following are acceptable carpet cleaning methods: Dry chemical cleaning Rotary with Gyro Recovery.

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3.2.2.2. Dusting:

1. Dusting cloths and equipment used shall be clean.

2. Dust cloths shall be treated to avoid scattering of dust.

3. All dusting areas shall be left free for any product streaks.

4. Dusting spays must be applied to dusting cloths only to avoid any damage from over spay.

3.2.2.3 Floor-Cleaning:

1. Mop with neutral detergent, rinse, and dry only small areas of a floor at one time utilizing the least amount of water necessary to complete the task. Use this procedure especially when moping during business hours.

2. Leave water on floors just long enough to loosen the dirt.

3. Change wash and rinse water frequently.

4. Floors shall be clean and free from film, mop streaks and scuff marks.

5. Wash hard-to-reach places by hand or with hand brushes.

6. Remove gum and similar substances by hand, with a non-scratching scraping tool.

7. Ensure that water does not seep under baseboards.

8. Ensure that baseboards and corners of furniture are not bumped or damaged.

9. Ensure that water is not splashed on walls, baseboards, or furniture.

3.2.2.4 Floor-Finish (After Stripping):

1. Apply two coats of floor-finish with a clean applicator.

2. The first coat shall be thoroughly dry, shall be buffed in accordance with manufacturer’s instructions and “buffing standards” prior to applying the second coat.

3. All buffing shall be to a hard luster finish with disk-type floor machines when appropriate for the floor type.

4. Ensure that there is no heavy accumulation of floor-finish around walls, under furniture, radiators, etc.

5. If floor-finish accumulates, remove the floor-finish and refinish the area.

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6. Apply only non-skid wax on floors requiring waxing.

7. Remove immediately any water, wax, or finish splashed on furniture, office equipment, walls or baseboards.

3.2.2.5 Floor-Scrubbing and Stripping:

1. Perform scrubbing and stripping of floors using a standard floor scrubbing/buffing equipped with driving assembly and the proper cleaning scrubbing pad appropriate for the floor type.

2. Use a minimum amount of water containing a neutral detergent for washing.

3. Use a minimum amount of stripping solution for stripping.

4. Scrub or strip hard-to-reach places by hand with a scrubbing brush or pad.

5. Ensure that no solution, equipment, or pads are used that may damage floors, base boards or stationary equipment.

6. Floor shall have all finish marks and substances of any kind removed.

3.2.2.6 Floor-Sweeping:

1. Sweep hard surface and wood floors with a clean broom.

2. Sweep concrete floors with a bristle floor brush utilizing sweeping compound where applicable or treated mops if surface has been finished.

3. Sweeping compounds shall not be used on “waxed” floors.

4. Floors shall show no dust or dirt streaks and no dust or dirt shall be left behind and under radiators, furniture, pipes, benches, work tables, doors, corners, or any other object that is not installed or securely fastened in place.

5. Baseboards, furniture and equipment shall not be disfigured or smeared by tools and materials used in performances of the work.

6. Gum and similar substances shall be removed from floors.

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3.2.2.7 Restroom:

1. Every toilet, urinal, lavatory, sink, fixture and floor shall be properly cleaned each day, as specified in this Scope of Work.

2. Toilet bowl exteriors shall be washed, disinfected and wiped clean.

3. Toilet bowl interiors and undersides of rims shall be cleaned thoroughly with an acceptable toilet bowl cleaner.

4. Toilet brush cleaning of interiors of toilet bowls shall include working brush as far into the trap as it will reach.

5. Toilets shall be flushed after cleaning to rinse.

6. Toilet seats shall be cleaned with germicidal detergent.

7. Urinal exteriors shall be washed, disinfected and wiped clean.

8. Urinal interiors and underside of rims shall be cleaned thoroughly with a toilet brush cleanser.

9. Urinals shall be flushed after cleaning to rinse.

10. Chrome-plated hardware shall be cleaned with a non-abrasive, non-acidic product manufactured for this type of work.

11. Restroom Floors - Washing shall be performed with suitable disinfectant cleanser, and ample solution shall be allowed to remain on the floor until all dirt has been loosened and where required, it shall be mopped with the heel of the mop, using enough pressure to remove stubborn dirt and scuffs.

12. Care shall be taken to ensure that all edges and corners have been cleaned.

13. The washing solution shall be picked up or squeegee to the drain and floor shall be thoroughly clear-water rinsed, disinfected and mopped dry.

14. No wax is to be applied to ceramic tile.

15. Restroom Mirrors, Shelves. Mirrors, shelves and miscellaneous fixtures shall be cleaned thoroughly, using non-abrasive cleaner.

16. Walls and Partitions shall be washed with a neutral cleaner.

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17. Grout joints shall be scrubbed with a soft bristle brush.

18. Cleaning solution shall be rinsed off and walls shall be dried to a high luster, free from streaks and soap film. No wax is to be applied to ceramic tile.

3.2.3 Cleaning Tasks and Frequency – The days and times are a suggestion and may be altered when both the BL and Vendor agree. All changes must be documented as an amendment to the contract.

3.2.3.1 Restrooms Daily Required Service: Monday-Friday

1. Refill soap, towel, and seat cover dispensers, toilet bowl deodorizers.

2. Empty all solid waste containers. Wipe, disinfect and replace all container liners. If containers contain soiled disposable diapers, secure with knot. All solid wastes shall be removed from the building and deposited in the dumpster provided outside the building.

3. Remove all sanitary napkin container liners daily, secure contents and dispose with all other waste.

4. Clean and disinfect, toilet bowls, and urinals: including handles, seats top and bottom, around bowls inside and out, back portion and chrome exposed piping.

5. Ensure all partitions, walls, doors, mirrors, counter tops, wash basins, and metal surfaces are clean of splashes, fingerprints, smears and dirt.

6. Sweep floors and wet mop with a germicidal solution.

7. Recyclables: Contractor to check with the BL for policy recyclable material that may be deposited in restroom areas such as plastic bottles or aluminum cans.

3.2.3.2 Restrooms Weekly Required Service (Tuesday and Thursday), in addition to daily requirement, the following is to be performed a minimum of two (2) times a week.

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1. Disinfect all walls, partitions and doors, countertops, wash basins including: handles, latches, stationary paper/soap dispensers, water faucets, and coat hooks.

2. If applicable, clean and disinfect all shower(s) stalls, faucets, walls, doors, countertops, handles, latches, stationary soap dispensers etc. Check Communication log for frequent usage of shower.

3.2.3.3 Restrooms Monthly Required Services-In addition to daily and weekly restroom cleaning, the following will be scheduled the first Monday of each month or as agreed between the BL and Vendor.

1. Perform dusting: Window ledges, high corners, etc.

2. Thoroughly clean all walls and partitions with a germicidal detergent.

3. De-scale all fixtures with a non-acidic cleaner.

3.2.3.4 Restrooms Quarterly Required Services-In addition to daily and weekly restroom cleaning, the following will be scheduled on the second Monday in January, April, July and October or as agreed between the BL and Vendor.

1. Spray buff all VCT floors.

2. Clean underside of basins.

3.2.3.5 Restrooms Semi-Annually Required Services-In addition to daily and weekly restroom cleaning, the following will be scheduled every six (6) months from contract start date. Will be scheduled through the current

BL.

1. Clean light fixtures.

2. Dust or vacuum all vent covers and ceiling tiles around vents.

3. Strip and wax vinyl floors if applicable.

3.2.3.6 Offices, Cubicles, Conference Rooms, hallways, and any DCS service rooms containing carpet: Daily Required Service: Monday-Friday

1 . Carpet Sweep entrance walk-off mats, using Carpet Sweeper to remove all large visible crumbs/trash etc., on all carpeted areas.

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2. Ensure all entry doors, glass or windows, handles, light switches and doorframes are clean of fingerprints, smears and dirt.

3. Empty all solid waste containers. If containers contain soiled disposable diapers, remove container liner, secure with knot, dispose and replace container liner. All solid wastes shall be removed from the building and deposited in the dumpster provided outside the building.

4. Spot clean any spots in any carpet area as needed.

3.2.3.7 Offices, Cubicles, Conference Rooms, hallways, and any DCS service rooms containing carpet: Weekly Required Service (Tuesday and Thursday), in addition to daily requirement, the following is to be performed a minimum of two (2) times a week.

1. Thoroughly clean and wet mop all floors and spot wax/buff all hard surface floors.

2. Vacuum all carpeted areas, moving floor mats and small furniture. Vacuum and disinfect large and small upholstered furniture including under cushions.

3. Replace all solid waste container liners.

4. Clean and disinfect all non-upholstered furniture.

5. Clean and remove soil marks and fingerprints from glass, tables, counter tops, walls, doors, partition glass and inside windows.

6. Dust chairs tables, file cabinets and any other furniture and accessories.

7. Clean/dust stairs and handrails if applicable.

8. Clean, disinfect and polish all drinking fountain(s).

9. Sweep and damp mop all non-carpeted floors.

10. Sweep all entrances and empty all outside ashtrays.

11. Recyclables: All paper in blue recycle containers will be deposited in the furnish recycle bins. These bins are reserved for white paper only. If blue container contains anything other than white paper, items may be disposed in normal solid waste, or following

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11 | P a g e the facility policy on other recyclable materials i.e. toner cartridges, cans or bottles.

3.2.3.8 Offices, Cubicles, Conference Rooms, hallways, and any DCS service rooms containing carpet: Monthly Required Services-In addition to daily and weekly cleaning, the following will be scheduled the first Monday of each month or as agreed between the BL and Vendor.

1. Perform all dusting such as: Tops of partitions, window ledges, door frames, baseboards, cabinet tops, etc.

2. Spot clean all partitions as needed.

3. Remove cobwebs from all areas inside.

4. Clean and disinfect any toys if applicable.

5. Replace sand in all outside ashtrays if applicable.

3.2.3.9 Offices, Cubicles, Conference Rooms, hallways, and any DCS service rooms containing carpet: Quarterly Required Services-In addition to daily and weekly cleaning, the following will be scheduled on the second Monday in January, April, July and October or as agreed between the BL and Vendor.

1. Perform all high- and low-level dusting at top of partitions, window ledges, door frames, baseboards, cabinet tops, etc.

2. Spray buff all VCT floors if applicable.

2. Thoroughly clean all doors, walls and baseboards.

3. Wipe clean all window blinds.

3.2.3.10 Offices, Cubicles, Conference Rooms, hallways, and any DCS service rooms containing carpet: Semi Annually Required Services-In addition to daily and weekly cleaning, the following will be scheduled every six

(6) months from the contract start date. Will be scheduled through the current BL.

1. Clean light fixtures.

2. Dust or vacuum all vent covers and ceiling tiles around vents.

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3. Shampoo carpets: Remove items from floor and return.

Furniture/equipment to proper location upon completion (Annually).

4. Strip and wax all floors if applicable (Annually).

3.2.3.11 Employees break room, hallways, entries, lobby, or areas containing vinyl tile floors, ceramic tile floors and/or source of water: Daily Required Service Monday - Friday

1. Refill soap and paper towels dispensers

2. Empty all solid waste containers. If containers contain soiled disposable diapers, remove container liner, secure with knot, dispose and replace container liner. All solid waste shall be removed from the building and deposited in the dumpster provided outside the building.

3. Clean and disinfect wash sinks. (Agency employees are required to wash their own dishes).

4. Wipe all walls, sinks and counter tops, and appliances clean of splashes, fingerprints, smears, and dirt.

5. Sweep all floors removing any loose crumbs or dirt.

6. Carpet sweep all carpets if needed.

3.2.3.12 Employees break room, hallways, entries, lobby, or areas containing vinyl tile floors, ceramic tile floors and/or source of water: Weekly Required Service (Tuesday and Thursday), in addition to daily requirement, the following is to be performed a minimum of two (2) times a week.

1. Clean and polish all metal surfaces, dispensers, counter/counter tops and furniture.

2. Disinfect fixtures, sinks, counter tops and appliances.

3. Sweep and wet mop floors.

4. Recyclables: All paper in blue recycle containers will be deposited in the furnish recycle bins. These bins are reserved for white paper only. If blue container contains anything other than white paper, items may be disposed in normal solid waste, or following

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13 | P a g e the facility policy on other recyclable materials i.e. toner cartridges, cans or bottles.

3.2.3.13 Employees break room, hallways, entries, lobby, or areas containing vinyl tile floors, ceramic tile floors and/or source of water: Monthly Required Services-In addition to daily and weekly cleaning, the following will be scheduled the first Monday of each month or as agreed between the BL and Vendor.

1. De-Scale fixtures with non-acidic cleaning solution.

2. Perform dusting: window ledges, high corners, etc.

3. Thoroughly clean all walls.

4. Deep vacuum all carpet areas.

3.2.3.14 Employees break room, hallways, entries, lobby, or areas containing vinyl tile floors, ceramic tile floors and/or source of water: Quarterly Required Services-In addition to daily and weekly cleaning, the following will be scheduled on the second Monday in January, April, July and October or as agreed between the BL and Vendor.

1. Spray wax and buff floors.

2. Clean undersides of sinks.

3.2.3.15 Employees break room, hallways, entries, lobby, or areas containing vinyl tile floors, ceramic tile floors and/or source of water: Semi- Annually Required Services-In addition to daily and weekly cleaning, the following will be scheduled every six (6) months from contract start date. Will be scheduled through the current BL.

1. Clean light fixtures.

2. Dust or vacuum all vent covers and ceiling tiles around vents.

3. Strip and wax floors if applicable. No wax on ceramic tile (Annually).

4. Shampoo carpets and return furniture/equipment to proper location if applicable (Annually).

3.2.3.16 Outside Play area and outside break area or Smoking Area if applicable.

Weekly Required Service (Monday and Wednesday), in addition to daily

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1. Empty all solid waste containers. If containers contain soiled disposable diapers or food containers, remove container liner, secure with knot, dispose and replace container liner. All solid wastes shall be removed from the building and deposited in the dumpster provided outside the building.

2. Remove any outside cobwebs around doors, windows or walls.

3. Clean and disinfect water fountain if any present.

4. Remove any trash and empty any ashtray in outside smoking area.

5. Replace sand in all outside ashtrays if applicable.

3.2.4 Janitorial Communication Log

3.2.4.1 At the beginning of each workday, read, initial and date the Janitorial Communication Log (Exhibit D). If a request has been entered by the BL, date the log, write a response, indicate the date and time, or projected date and time, of completion of the request and initial the Communication Log.

3.2.4.2 The Department will identify to the Contracted Vendor any security sensitive areas within building. The BL will coordinate with the Contractor, any special requirements for these areas.

3.2.5 Janitorial Work Schedule and Janitorial Checklist

3.2.5.1 Contractor and BL will coordinate work schedule dates using the attached Janitorial Work Schedule (Exhibit C, Part 1). Once schedule is set, each party shall notify the other a minimum of 24 hours in advance to a change in the schedule, with the exception of emergencies. BL will notify employees as to any special preparation needed for their area prior to carpet cleaning etc.

3.2.5.2 Contractor Supervisor will complete a quality inspection with the BL (Exhibit C, Part 2), during DCS normal working daytime hours. Meeting is to be scheduled within the first ten calendar days of each quarter.

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3.2.5.3 The Janitorial Work Schedule and Janitorial Checklists shall be signed and dated by both the Contractor and the BL at the time of the agreement or inspection.

3.5.5.4 Outstanding items discovered during the inspection are to be corrected within two (2) working days, OR within the time frame agreed upon by both parties. When task is complete, it will be noted on the inspection Checklist and initialed by both parties.

4.0 CONTRACTOR REQUIREMENTS

4.1 Staffing - Provide experienced, trained and responsible personnel to perform the required services.

4.1.1. Contractor personnel must be at least 18 years of age.

4.1.2 Contractor will perform all work under this contract with his/her own employees and shall prohibit employees from bringing non-employee persons to the working location at any time.

4.1.3 Provide DCS and the BL with a Personnel Roster, (Exhibit B), indicating the names, titles, and daytime telephone numbers of all assigned personnel. Submit subsequent changes in Personnel to the BL prior to assignment to the work location.

4.1.4 Ensure that all of the Contractor’s Personnel are identified by numbered, photo name badge or uniform provided by the Contractor and that no personnel enter the work location without proper identification. Contractor will be provided significant access badging from the BL and proper employee identification will be discussed prior to first day of work schedule.

4.1.5 Ensure the Supervisor is able to communicate in written and spoken English.

4.1.6 Ensure that the supervisor makes monthly inspections to ensure that all work is performed as required. Supervisor shall use Janitorial Check list (Exhibit C Part 2) and retain copy in contractor records. BL may request to view the monthly inspections at any time.

4.1.7 Ensure that no Contractor Personnel has possession of or engages in consumption of intoxicating beverages or illegal drugs or intoxicating quantities of un-prescribed or prescribed legal drugs while providing services under this contract.

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4.1.8 Upon the request of DCS, any Contractor Personnel who endangers persons or property, or whose continued work under this contract is inconsistent with the interests of the State may be removed from the job and be reported immediately to local Police Department.

4.2 Licensure/Permits/Certification/Compliance

4.2.1 Comply with all applicable Federal, State, and Local Labor requirements.

4.2.2 Maintain all applicable City, County, State and Federally required licenses and permits.

4.2.3 All equipment and supplies shall conform to all current federal, state, local and Occupational Safety and Health Administration (OSHA) rules and regulations.

4.2.4 Be financially responsible for all costs incurred for failing to properly follow de-activation/activation alarm procedures that result in the response by a paid security firm.

4.3 Emergencies

4.3.1 Provide a 24-hour Hotline phone number for emergencies. Contractor shall respond to emergency calls within two hours. Phone number shall be listed on the Location Site and Contact Information sheet (Exhibit A).

4.3.2 Contractor shall provide the name(s), telephone, or cell phone number(s) of Personnel who can be contacted twenty-four (24) hours a day, seven (7) days a week when there is an emergency need for services.

4.4 Work Schedule

4.4.1 Contractor and BL will coordinate work schedule dates using the attached Janitorial Work Schedule (Exhibit C, Part 1). Once schedule is set, each party shall notify the other a minimum of 48 hours in advance to a change in the schedule, with the exception of emergencies. BL will notify employees as to any special preparation needed for their area prior to carpet cleaning etc.

4.4.2 Ensure that all monthly, quarterly and annual services are completed pursuant to the agreed upon Work Schedule dates, beginning with the

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4.5 Supplies and Equipment-Material Safety Data Sheets

4.5.1 Furnish all equipment and supplies and comply with all current local, State, and Federal requirements. Contractor will ensure that industry accepted safe practices are followed in performance of the work

4.5.2 Provide a list of all Chemicals, Safety Data Sheets (SDS) to be used at the location prior to the start of work. Contractor shall provide duplicates and updates of the SDS to the BL as necessary and the SDS shall be posted in the janitorial closet.

Contractor shall notify the BL of any change in Chemicals used and the BL shall notify any issues the staff may have with any of the Chemicals used.

4.5.3 Ensure that all cleaning equipment is in safe operating condition at all times.

4.5.4 Keep all equipment and supplies in an orderly manner.

4.5.5 DCS will provide a locking Janitorial Closet; to be kept locked at all times.

Contractor is to supply all cleaning and paper products which will include:

1. Hand washing soap for dispensers.

2. Equipment, tools, and cleaning supplies necessary for the effective efficient cleaning services of the building.

3. Paper hand towels to fit all towel dispensers in place.

4. Toilet seat covers.

5. Toilet tissue.

6. Feminine Napkin Bags

7. Trash Bags and Trash Liners

4.5.6 Contractor may store all equipment, Cleaning Chemicals and Paper supplies equivalent to the amount needed for one month in the Janitorial Closet.

4.5.7 DCS will reimburse the cost of any replaced equipment or parts, (i.e. soap or other dispensers) purchased by the vendor. Reimbursable equipment and parts will be determined on a case by case basis. A miscellaneous line item will be added to the contract as a separate line item labeled Misc.

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4.5.8 Ensure that the Janitorial Closet is locked and odor-free. Damp mop, spot clean, and dust the Janitorial Closet and supply areas on a routine basis; empty mop buckets nightly.

4.6 Inspection of Work Location

4.6.1 Report any unusual activity to the BL via the telephone number provided in Exhibit A. In case of extreme emergency, immediately dial 911.

4.6.2 Inspect the location for any unusual conditions (for example, flooding, possible break-ins, etc.) and note such condition in the Communication Log.

4.6.3 Secure doors, lights, and security systems, during and after completion of work, as directed by the BL.

4.7 Notification of Asbestos Containing Materials

4.7.1 Some DCS Facilities may contain ACBM, (Asbestos Containing Building Materials).

Asbestos Inspection Surveys are available for review upon request. The handling of asbestos materials is not required for this contract.

4.7.2 Ensure the requirements set forth in OSHA (Occupational Safety and Health Act) 29 CFR 1910.1001, and 29 CFR 1926.1101 are met to protect the safety of all employees that occupy each DCS building.

4.7.3 Ensure that all employees that work in buildings that contain ACBM receive the Two-Hour Asbestos Awareness Training requirements as described in 40 CFR Part 763.92.

4.7.3.1 Maintain a copy of the Certificate of Completion as proof of training for all Contractor’s Personnel assigned to the work location that contains

ACBM.

4.7.3.2 Provide to the DCS Risk Management and ORE copies of the Certificates of Completion within sixty (60) days of Contract Award.

4.7.3.3 A copy of the curriculum used to provide the “Two Hour Asbestos Awareness” training is required, if training curriculum changes. The

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Contracted Vendor shall provide a copy of the curriculum to DCS Risk Management within thirty (30) days of the change.

4.7.4 At the time of contract award, the Contractor shall be required to acknowledge by signature, the receipt of this information regarding the presence of ACBM in some DCS Facilities and the training requirements Contracted Vendor Notification of Asbestos Containing Building Materials (ACBM), (Exhibit E).

4.7.5 In the event a disturbance of ACBM occurs during the normal course of work it shall be reported immediately in accordance with Asbestos Guidelines, (Exhibit F).

The Contractor’s Personnel shall be instructed not to make any attempt to clean the disturbed material.

5.0 REPORTING REQUIREMENTS

5.1 Significant Incident Report - The Contractor shall report to the DCS Contract Specialist any significant incidents involving a person served under this contract. Significant incidents shall be verbally reported or sent by secure email or fax to the DCS Specialist within two

(2) hours of the occurrence, and the DCS Significant Incident Report CSO-1151A shall be provided within 24 hours unless immediately requested by DCS. Significant incidents may include but are not limited to:

5.1.1 Sexual abuse and allegations of sexual abuse.

5.1.2 Any incident involving injury or trauma.

5.1.3 Threats and/or altercation with DCS staff.

5.1.4 Damage or theft of property

5.1.5 Disasters, such as major fire in the facility when individuals were present or which affect individual care areas

6.0 PAYMENT UNITS

6.1 One (1) Payment Unit equals One (1) Square Foot of Janitorial Service annually. The Unit rate includes all costs associated actual labor associated with the services described on the Janitorial Work Schedule, and all perishable supplies. The contractor shall bill this cost in equal monthly installments.

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6.2 One (1) Payment Unit equals One (1) Hour of Emergency Janitorial Services. The unit rate includes all costs associated with the actual labor and materials needed for any on-call emergency services outside of the normal janitorial work schedule. On call emergency services will include emergency carpet cleaning of large areas over 10 Sq. Ft., but does not include spot cleaning. On-call services will be initiated by either the BL or the DCS Land port Hotline and must be verified upon completing with signature of an Emergency Service Ticket. The Contractor will bill for each Emergency Janitorial Service at the Hourly Unit Rate times the number of hours of service.

7.0 INVOICES

7.1 All Billing/Invoices shall be clearly marked with the following items:

7.1.1 DCS contract number, Purchase Order Number, Date(s) of service, Location number and physical address.

7.1.2 In the event of an emergency service call, the invoice must have a signed service ticket attached.

7.1.3 The total monthly amount is determined by multiplying the actual number of square feet authorized to be cleaned as stated on the Purchase Order times the price of square feet.

Example: PO states 10,000 square feet

Rate = Contracted Vendors bid price

Monthly payment = 10,000 X Rate = Monthly Invoice

7.2 The Contracted Vendor shall submit the following documents to:

DCS Accounts Payable P.O. Box 6030 Phoenix, AZ, 85005

Email: accountspayable@azdcs.gov

7.3 Invoices and supporting documentation shall be submitted between the 1st and the 15th of the month following each service month.

7.4 Final invoices shall be submitted by the 30th day of the month following the end of each contract year. The final invoice shall include all adjustments to invoices submitted during the immediately preceding contract year and all claims for unpaid services provided during the immediately preceding contract year.

mailto:accountspayable@azdcs.gov

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7.5 Payment shall only be made by the Department upon receipt of a timely and accurately submitted invoice with required documentation as indicated above. Non-compliance shall delay the payment process

7.6 Defective Invoices. Without prejudice to its other rights under the Contract or further obligation to Contractor, DCS may, at its discretion, reject any materially defective invoice.

7.6.1 DCS shall notify Contractor after receipt if DCS determines an invoice to be materially defective.

7.6.2 Invoices will be deemed automatically rejected upon delivery if they:

a. are sent to an incorrect address;

b. do not reference the correct DCS contract number; or

c. are payable to any Person other than the Contractor.

7.6.3 DCS will have no obligation to pay against a defective invoice unless and until Contractor has re-submitted the invoice free of defects.

7.7 Payments (will not be made unless there is a correct invoice received)

7.7.1 DCS may pay accurate claims submitted with all required supporting documentation for any undisputed amounts due to the Contractor within the time specified in the Special Terms and Conditions.

7.7.2 DCS may, but is under no obligation to, pay by joint check or to pay directly to any Subcontractor or other creditor to whom any portion of Contractor’s requested payment is owed.

7.7.3 If DCS determines that an over-payment has been made to the Contractor on any prior invoice, it shall inform Contractor of the amount and date of the over-payment and may deduct the over-paid amount from amounts then or thereafter due to the Contractor.

7.8 The Contractor shall make payment of all undisputed amounts due to Subcontractors within thirty (30) days of receipt of funds from DCS applicable to their services.

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8.0 DEFINITIONS

1. Arizona Department of Child Safety (DCS): The state agency whose primary purpose is to protect children and includes the coordination of services to achieve and maintain permanency on behalf of the child. Also referred to as the “Department” or “DCS”.

2. Arizona Procurement Portal (APP): The State’s approved eProcurement system.

3. DCS Specialist: The DCS employee who is responsible for the case management of services provided to the family.

4. DCS Program Supervisor: The supervisor of the DCS employee who is responsible for case management services provided to the family.

5. Case Plan: DCS shall facilitate the development of an individualized, family-centered, written case plan for every child, youth, and family receiving ongoing services from the Department.

6. Caregiver: Parties that provides legal (temporary, permanent or transitional) custody to the child (ren).

7. Central Registry: The information maintained by the DCS of substantiated reports of child abuse or neglect for the purposes of A.R.S. § 8-804.

8. Child Family Team (CFT): The Team is a collaboration between the Department, parents, guardians and/or custodians, child(ren), extended family and kin, family support persons, caregivers, and behavioral service providers.

9. Child: A person less than 18 years of age.

10. Collaboration: Partners agree to pool resources, jointly plan, identify, implement and evaluate new services and procedures, and delegate individual responsibility for the outcomes of their joint efforts.

11. Collaborative Partner: is a community social services agency, a family support program or a community organization, including a faith-based organization, which provides services.

12. CCPT: means Collaborative Community Partnership Teams

13. CMDP: means Comprehensive Medical and Dental Program

14. Community Resource: is composed of appropriate community representatives, including but not limited to representation from families in the community and local public and community service agencies. Faith-based organizations, schools, business, and others may also be included.

15. Court Appointed Special Advocates (CASA): A volunteer who provides advocacy for children involved in the Juvenile Court process. A judge for the life of the case appoints them. CASAs have access to all documents and information about the child and the birth family history.

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CASAs provide information to the court to assist in making decisions concerning what is in the child’s best interest.

16. Days: are calendar days unless otherwise stated.

17. Fingerprint clearance card: The card issued by the Arizona Department of Public Safety (A.R.S. §§ 41-1758 et. Seq.) certifying that the person named on the card does not have a state or federal criminal history record containing an offense specified as a precluding crime in A.R.S. Title 41, Chapter 12.

18. Fitness: As defined in A.A.C. R21-6-101.21 means the ability of an applicant or foster parent to provide a safe and nurturing environment for a foster child and comply with the foster home licensing requirements.

19. Foster Care Review Board (FCRB): is a group of volunteers who review the case of every dependent child who remains in out-of-home care at least every six (6) months. The FCRB is mandated to make determinations in these four key areas: safety, necessity, and appropriateness of placement; case plan compliance; progress toward mitigating the need for foster care; and a likely date (target date) by which the child may be returned home or placed for adoption or legal guardianship.

The FCRB cannot direct the agency to take specific actions concerning a child; however, it may make recommendations to the Juvenile Court regarding plans and services for a child or family. Foster Caregivers are encouraged to attend either in person or by telephone to provide valuable input about the care and progress of the child.

20. Foster Care: Care and supervision provided to a child who is in the custody of the state.

21. Foster Care Supports: Oversees the recruitment and retention of foster homes. Responsible for working with the communication and marketing teams to support foster home recruitment, study and supervised process throughout the state, including marketing strategies necessary for informing the public of the State’s continuous need for foster homes.

22. Foster Child: A person less than 18 years of age who is receiving foster care. “Foster Child” is further defined under A.R.S. § 8-501(4). For the purpose of this contract, “foster child”:

Includes a young adult less than 21 years of age who continues to reside in a foster home under written individual case plan agreement for out-of-home care, or under the Independent Living Program defined in A.R.S. § 8-521;

Includes a child with Developmental Disability placed by DCS in a child developmental home;

Does not include a young adult who has returned to foster home under the Transitional Independent Living Program defined in A.R.S. § 8-521.01; and Does not include the birth or adopted child, of a foster parent, or other household member.

23. Foster Home: Means a residence where a foster parent lives and includes a detached home, all structures, and the entire premises belonging to the home, including apartments, guest homes, garages, sheds, and motorhomes. “Foster home” is further defined under A.R.S. § 8- 501.

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24. Foster Parent: Means an individual or married couple, who provides foster care with a license from the OLR. “Foster parent” is further defined under A.R.S. § 8-501. For the purpose of this contract, “Foster family”, is held to the same definitions.

25. Hazard: Means a condition or situation that may cause or result in a physical injury or illness to a child.

26. Individual Service Plan: A written document that identifies the young adult’s goals for self-sufficiency and the target date, desired outcomes, tasks, time frames and responsible parties.

27. Out of home placement: When a child is placed in any out-of-home setting, including foster home, group home, shelter care or a residential treatment facility.

28. Parent: The lawful and natural father or mother of a person.

29. Permanent Housing: A living arrangement chosen and secured by (or on behalf of) a young adult, where the young adult resides (or will reside after exiting the Extended Foster Care Program) and has demonstrated the ability to maintain independent of supports provided through the Department

30. Placement: Means the act of finding an appropriate foster home for a foster child and putting the foster child in that foster home.

31. Program Manager: The Manager of the section within the region.

32. Referral: DCS’s written, signed request for specific services. It may include a match or unmatched service authorization.

33. RBHA: means Regional Behavioral Health Authority

34. Rural Counties: Include Mohave, La Paz, Yuma, Yavapai, Coconino, Navajo, Apache, Gila Graham, Greenlee, Cochise, and Santa Cruz Counties.

35. Safe: a state in which a child is not in danger of immediate or serious harm.

36. Safe Sleep: The Safe to Sleep® campaign, formerly known as the Back to Sleep campaign, focuses on actions parents/caregivers can take to help their baby sleep safely and to reduce the baby's risk of Sudden Infant Death Syndrome (SIDS) and other sleep-related causes of infant death. All homes with a placement under one (1) year of age shall have a Safe Sleep Commitment Form signed and placed in the case records.

37. Safety Threats: Family behavior, conditions or circumstances that could result in harm to a child.

38. Sibling: Means brothers and sisters by birth or adoption, stepbrothers, stepsisters, half-brothers, and half-sisters.

39. Significant Incident: Any unforeseen, unexpected, or unplanned event that involves, but is not limited to; death, injury, violence (including physical, written, or verbal threats of

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40. Team Decision Meeting (TDM): The purpose of a TDM meeting is to engage the family in decisions about the safety, stability, and permanency of a child at critical points in a case. (See Team Decision Making Field Guide (CSO-1638) for detailed information). The meeting is a collaboration between the Department, parents, guardians and/or custodians, child (ren), extended family and kin, family support persons, and service providers.

A trained facilitator will facilitate all Team Decision Making meetings. The TDM facilitator’s role is to guide group discussion surrounding the safety and/or permanency of the child (ren) involved in a DCS case The facilitator will…