Janitorial_services_NHFPL.pdf

Janitorial Services Specifications

New Haven Free Public Library and Branch Libraries For the period covering: 7/1/2025-6/30/2026

The City of New Haven has implemented a green cleaning program that includes '"certified" green cleaning materials, procedures and processes. Library services for the City are seeking competitive sealed bids for Janitorial Services at the Main Library and Branches. The selected vendor will be required to participate in this program.

General Experience:

The contractor must have a combined total of at least Five (5) years prior experience in the area of janitorial and associated cleaning experience in industrial municipal or institutional facilities.

Inspection of Sites

It is mandatory that all prospective bidders inspect all sites prior to the submission of their bid. There will be a mandatory walkthrough scheduled All bidders must send an email to register to johair@nhfpl.org. The location will be at Ives Main Library 133 Elm Street, If you have any questions please contact James O’Hair, L ibrary Bui ld ing Sup er in ten den t 203 -499- 9051.

Contractor's Responsibilities

Equipment and Supplies & Other Requirement the Contractor Must Provide:

• The Contractor must furnish all equipment necessary to provide the janitorial services as specified for each job site. The Library will supply all paper goods including disposable garbage bags.

The contractor will supply and use only green products when cleaning the library buildings or a comparable environmentally safe product. The contractor will (when and as applicable) supply cleaning materials that are industry approved and environmentally safe and green. A logbook containing all the MSDS for the materials the contractor uses must be kept at each site

• The contractor will supply commercial wet and Hepa vacuum cleaners, mops, buckets, carpet shampooing equipment and all other cleaning equipment and materials necessary to clean the buildings.

The equipment, especially vacuum cleaners shall be industrial type, large enough for the site, and kept in good working order or replaced.

• The contractor will supply the library with copies of their training and safety, programs for their staff.

• The contractor must show proof that they do mandatory background checks of all their employees, who work at the

Library facilities onsite.

• The contractor's staff will attend Blood borne pathogens, Haz-Com, and evacuation training at the library.

• The janitorial personnel will wear uniforms with the company’s name, city ID badge, mask, and gloves.

• All cleaning complaints and/or requests will be handled by the following business day, except emergencies. The response time for emergencies is 'with-in four hours" and only come from the

Library Building Superintendent or Library designee.

• The contractor shall also be responsible for filling all soap, paper dispensers, disinfectant containers, and all other bathroom supplies that would be furnished by the City.

• The contractor's supervisor and or management personnel will perform mandatory site inspections of all the library buildings on a weekly basis to be coordinated with branch managers and library building superintendent.

• The cleaning will be done on daily basis.

• The public areas will be vacuumed and dusted before 10am, the bathrooms will be cleaned during the day and at night before closing, and the staff areas during the day.

• The cleaning person will fill out a time sheet and punch sheet every day and give it to the library 'Building Superintendent.

• If the cleaning is not done, the contractor will not be paid for those days.

• If certain items become a problem or are not done the contractor will correct the problem or will be charged the time it takes the library personnel or another contractor to do the cleaning.

• The cleaning contractor's personnel will assist with snow removal and de-icing the front steps for all branches during the winter.

• All cleaning shall be done in a workmanlike manner and according to accepted industry standards.

• Twice a year the contractor will wash the windows at all Library buildings. The cost for this will be built-in to the contractor's bid.

• The contractor must provide the library with phone numbers for three supervisory\management staff who are not working janitorial personnel who are available 24/7.

• The contractor must use city approved green cleaning products from its designated supplier.

“These Two Items Below Are Mandatory Items to be kept on site:”

1. The contractor will have on site at the main library a carpet extractor for small clean-ups and a crew that can be called upon to handle emergencies "twenty-four seven".

2. The contractor will have on site glass cleaning equipment, ie; extension poles, squeegees, and microfiber rags.

Cleaning Personnel

The prospective bidders shall submit with the bid, the minimum number of cleaning personnel and supervisors that will be scheduled at each job site. The contractor will assign a supervisor to conduct weekly inspections with a City official at each site. All cleaning personnel will have blood borne pathogen training. The contractor's employee will notify the library and the contractor at least four hours before scheduled cleaning when he or she calls in sick. The contractor will then get a replacement person to do the job. Cleaning personnel should be the only ones assigned to the sites. They are not allowed to bring any members of their family in the course of their duties on city locations.

Contract Term:

The term of the contract(s) shall be from July 1 , 2025, through June 30, 2026, with an option to renew for three additional one- yea r periods at the same terms and conditions at the sole discretion of the City of New Haven. Contractors must bid on all locations.

The City reserves the right to cancel a contract within thirty- (30) days’ notice if unsatisfactory work is not corrected within a reasonable amount of time (24 hours)

Invoicing Criterion:

A supervisor from the cleaning company will meet all on-line invoicing criteria that the city has on their website. It is the contractors’ responsibility to follow the invoicing process. The Purchasing Department can be contacted for helpful instructions.

The cleaning person will fill out a weekly time sheet for the Library Building Superintendent or designee for each branch, including appropriate check list (see attached for sample)

If the cleaning is not done, the contractor will not be paid for those days. If certain items become a problem or are not done the contractor will correct the problem or will be back charged for the time that it takes the library personnel to do the cleaning work.

The contractor has twenty-four hours to respond to any complaints made by the Library Building Superintendent or designee. The Contractor will submit a monthly bill broken out by location by week with the number of hours worked. Holiday hours will not be paid for under this contract unless the contractor works the hours performing larger maintenance projects that cannot be done during the week, that is carpet shampooing, floor waxing, etc.

Livable Wage:

The City of New Haven Livable Wage (LWI) Ordinance Applies to this contract. See the Livable Wage Rate on the front cover sheet. Any rate per hour shall include ALL appropriate state, federal & local taxes.

Any individual working on a city contract where Livable Wage Applies MUST be paid LWI. Any bid which does not include the LWI rate per hour plus appropriate taxes may be rejected. Contractor will be notified by the City of New Haven as to where and when certified payrolls should be submitted.

Main Library Personnel Requirements

Ives Memorial Library- 133 Elm Street 103,220 square feet

1 One person for 48 hours per week days per schedule (Monday to

Saturday8:00 AM to 4:00 PM)

2 One person for 15 hours per week days per schedule (Monday to

Saturday 3:00 PM to 6:00 PM)

3 One person for 24 hours per week days per schedule (Monday to

Saturday 5:00 PM to 9:00 PM)

4 One person for 18 hours per week days per schedule (Monday to

Saturday 10:00 AM to 1:00 PM)

T o t a l M a n H o u r s : 1 0 5 h o u r s p e r w e e k

T o t a l m a n h o u r s p e r c o n t r a c t 5 4 6 0

B r a n c h Library Personnel Requirements

Fair Haven Branch- 182 Grand Avenue 10,644 square feet

1 . One person for 20 hours per week per schedule (Monday to

Thursday and Saturday 9:00 PM to 1:00 AM)

T o t a l M a n H o u r s p e r c o n t r a c t 1 0 4 0

Stetson Branch- 197 Dixwell Avenue 7,300 square feet

2 . One person for 15 hours per week days per schedule (Monday to

Thursday and Saturday 9:00 PM to 12:00 pm)

T o t a l M a n H o u r s p e r c o n t r a c t 7 8 0

Mitchell Branch- 37 Harrison Avenue 14,027 square feet

3 . One person for 24 hours per week days per schedule (Monday to

Thursday and Saturday 9:00 PM to 2:00 AM)

T o t a l M a n H o u r s p e r c o n t r a c t 1 2 4 8

Wilson Branch- 303 Washington Avenue 20,000 square feet

4 . One person for 30 hours per week days per schedule (Monday to

Thursday and Saturday 9:00 PM to 3:00 AM)

T o t a l M a n H o u r s p e r c o n t r a c t 1 5 6 0

T o t a l M a n H o u r s o f a l l b u i l d i n g s p e r c o n t r a c t 1 0 , 0 8 8

Janitorial Service for all libraries:

Clean all bathrooms- every day

a. toilets

b. lavatories

c. mirrors

d. mop floors

e. walls

f. urinals

g. fill soap dispensers

h. empty wastebaskets, replace liner

i. refill toilet and towel paper dispensers as needed

2. Vacuum carpets - every day

a. Shampoo- Carpets where needed or as designated by the Library Facilities Manager

3. Mop floors and entrances - every day

4. Dusting Daily- minimum three times a week

a. tables, chairs and counters, circulation desk and info desk

b. bookshelves

c. furniture

d. ledges

e. removes cobwebs on walls & light fixtures

f. file cabinets

g. high ledges and remote areas

5.Wash and Wax where necessary

a. Tables

b. Chairs

c. Bookshelves

6. Empty wastebaskets - every day replace liners

1. Put trash out for collection at night before pick-up day- weekly

Trash- between pick-up days should be wrapped in plastic bags and sealed so as to prevent mice and roaches from getting at it and stored in designated trash container.

8.Clean all windows and glass

a. windows - monthly or as necessary

b. doors- monthly or as necessary

9. Clean kitchens, business office and program rooms- daily

a. sinks

b. floors

c. tables and chairs - wash once a month

d. empty wastebaskets

e. counters

f. appliances

g. doors and windows

h. drinking fountain

10. Exterior

a. Front steps - sweep daily

b. Driveway & Ramps - weekly pick-up of paper and debris.

ll. Elevator - Daily

a. dust

b. vacuum

c. clean walls

The following services to be performed during the eleven city holidays:

I. Shampoo all carpeted areas as needed.

2. Dusting of all molding, furniture and ledges higher than 6'6" every three months.

3. All rubber tile floors to be treated as follows:

A. Sweep or vacuum floors B. Scrub floors with single disc machine with soft nylon brush and 2-4 ounces of cleaning agent per gallon of dilution.

C. Remove residue

D. Rinse with dean water and allow to dry thoroughly (1-4 hours) E. Polish with single disc buffer and soft Tampico brush.

12. Disinfecting/cleaning of bathrooms:

Disinfect all doors, handles, countertops, switches, faucet handles, push buttons, toilet handles, urinal handles, everything someone would touch when requested. Cleaning of bathrooms and library ar At times that the

Libraries are closed. All branches will be sanitized on a rotation schedule, 1.5 hours per branch per day, starting no earlier than 11:00 AM.

This doesn’t include travel time.

CITY OF NEW HAVEN

Janitorial Specifications and Punch Lists

Name

Date Hrs.

IVES LIBRARY - 133 Elm St. DAILY 3 x WK WKLY MTHLY 3 x

YEA

R

CHECK

Lower Level

Men's Room - Clean - toilets, urinal, lavatories, walls, mirrors, mop floors, fill soap dispensers, empty wastebaskets, and replace liners.

X

Ladies Room - Clean - toilets, lavatories, walls, mirrors, mop floors, fill soap dispensers, empty wastebaskets, and replace liners.

X

Public Areas - vacuum carpets and stairs, dust bookshelves, tables, chairs, counters, and info. desk, clean drinking fountains empty wastebaskets and replace liners.

X

Program Room - Vacuum carpet, clean kitchen sink and counter, empty wastebasket and replace liner, and stack tables and chairs.

X

Clean windows inside room and hall. X

First Floor

Public Bathroom - Clean toilets, lavatories, walls and mirrors. Mop floors, fill soap dispensers, empty wastebaskets, and replace liners.

X

Public Areas - vacuum carpets and stairs, dust bookshelves, tables, chairs, counters, circulation and info. Desks.

Clean glass doors and drinking fountains, empty wastebaskets and replace liners.

X

Entrance - mop marble floor and stairs.

Clean glass doors, front steps, and elevator.

X

Front Steps & Driveway - sweep steps, pick-up paper etc.

X

Second Floor

Staff Bathroom - Clean - toilet, lavatory, walls, mirror, mop floors, fill soap dispenser, empty wastebasket, and replace liner.

X

Boy's & Girl's Rooms - clean toilets, lavatories, walls, mirrors, mop floors, fill soap dispensers, empty wastebaskets and replace liners.

Children's Library - vacuum floors & hallways, dust bookshelves, tables, chairs, and desks. Clean drinking fountains, empty wastebaskets and replace liners.

X

Staff Work Room - vacuum carpet, empty wastebaskets and replace liners, dust.

X

Clean windows and doors. X

Third Floor

Men's Bathroom - Clean - toilet, lavatory, walls, mirror, mop floors, fill soap dispenser, empty wastebasket, and replace liner.

X

Ladies Room - Clean - toilets, lavatories, walls, mirrors, mop floors, fill soap dispensers, empty wastebaskets, and

Hallways - vacuum, clean drink fountains X

Offices - vacuum floors, empty wastebaskets and replace liners, and clean windows.

Tech Services – vacuum floors, dust as needed, empty wastebaskets and replace liners.

X

Clean windows. X

Shower Room - mop floor, clean shower & walls.

X

Kitchen- mop floor, clean - counters, tables chairs and sink empty wastebaskets and replace liners.

X

Business Office -vacuum floors, dust as needed empty wastebaskets and replace liners, clean conference room sink.

All Levels

Dusting - High Ledges & Remote Areas X

Washing Tables, Chairs, and Bookshelves

Shampoo Carpet X

Fair Haven-182 Grand Avenue Daily 3 x WK WKLY MTHLY 3 X Year Check

Date Hours

Lower Level

Bathrooms – Clean –toilets, lavatories, walls, mirrors, mop floors, fill soap dispensers, empty wastebaskets, and replace liners.

Program Room – Vacuum carpet, empty wastebaskets, replace liner, dust.

Offices – Vacuum carpet, dust tables and desk, empty wastebaskets, and replace liners

Kitchen-Mop Floor, dust tables & chairs, empty wastebaskets and replace liners.

Main Floor

Bathroom-Clean –toilets, lavatories, walls, mirrors, mop floors, fill soap dispensers, empty wastebaskets, and replace liners

Public Area-Vacuum carpet, dust tables and chairs, circ. Desk, and bookshelves, and empty wastebaskets, and replace liners

Lobby- Mop stairs & foyer, clean glass doors, clean stairs to lower level

Elevator - Vacuum floor and clean walls

Trash – Put at curb night before pick-up day

Wash Tables, Chairs, and Bookshelves

JANITORIAL SPECIFICATIONS AND PUNCH LISTS

Stetson --- 200 Dixwell Avenue Daily 3 x WK WKLY MTHLY 3 X Year Check

Public Area – Vacuum carpet, dust tables, chairs, bookshelves, and counters, mop entrance floor, clean glass doors, and empty waste baskets and replace liners

Kitchen-Mop floor, clean counter, table, and chairs

Staff Area—Vacuum carpet, dust circ.

Desk, bookshelves, counter and file cabinets.

Program Room—Vacuum Carpet and clean glass windows.

Activity Room—mop floor clean counter, sink cabinets window

Men’s Room—Clean – Toilets, urinal, lavatories, walls, mirrors, mop floors, fill soap dispensers, empty

Ladies Room – Clean - Toilets, fill soap dispensers, empty

Staff Bathroom – Clean – toilet, lavatory, walls, mirror, mop floors, fill soap dispenser, empty wastebasket, and replace liner.

Trash - put in dumpster every night X

JANITORIAL SPECIFICATIONS AND PUNCH LISTS

Mitchell – 37 Harrison Street Daily 3 x WK WKLY MTHLY 3 X Year Check

Name

Date Hours

Public Area—vacuum carpet, dust tables, chairs, bookshelves, and counters, mop entrance floor, clean glass doors, and empty wastebaskets and replace liners.

Entrance—mop floor clean and glass doors clean windows

Elevator—vacuum floor, clean doors, rails, walls & control panel

Staff Area—Vacuum carpet, dust cir.

Desk, bookshelves, counter, and file cabinets, mop floor, empty wastebaskets & replace liners.

Men’s Room—Clean – Toilets, urinal, fill soap dispensers, empty fill soap dispensers, empty lavatory, walls, mirror, mop floors, fill soap dispenser, empty wastebasket, and replace liner.

Kitchen—Vacuum carpet, clean counter, table, chairs, and glass windows and door, empty wastebaskets

Program Room – Vacuum carpet, clean sinks, glass windows and door, empty wastebaskets and replace liners.

Trash - put in dumpster every night X

City of New Haven

Wilson Branch 303Washington Ave.

Daily 3 x WK WKLY MTHLY 3 X Year Check

Public Area—vacuum carpet, dust tables, chairs, bookshelves, and counters, mop entrance floor, clean glass doors, and empty wastebaskets

Entrance—mop floor and stairs clean glass doors and windows

X

Elevator—vacuum floor, clean doors, rails, walls & control panel

Staff Area—Vacuum carpet, dust cir. Desk, bookshelves, counter, and file cabinets, mop floor, empty wastebaskets & replace

Men’s Room—Clean – Toilets, urinal, lavatories, walls, mirrors, mop floors, fill soap dispensers, empty wastebaskets, and replace lavatories, walls, mirrors, mop floors, fill soap dispensers, empty lavatory, walls, mirror, mop floors, fill soap dispenser, empty wastebasket, and replace liner.

Computer Room—Vacuum carpet, clean counter, table, chairs, and glass windows and door, empty wastebaskets and

Family Place Room– Vacuum carpet, clean sink, glass windows and door, empty wastebaskets

Staff Work Room—Vacuum chairs, and glass windows and door, empty wastebaskets and

Program Room – Vacuum carpet, clean sinks, glass windows and door, empty

All Conference Room—Vacuum chairs, and glass empty

Trash - put in dumpster every night