Janitorial Services - WOC.docx

State of Missouri Office of Administration, Division of Purchasing

Request for Proposal (RFP) for Janitorial Services – Wildwood Office Complex

Division of Facilities, Management, Design, and Construction

PROPOSAL DUE NO LATER THAN: October 6, 2026 AT 2:00 PM CENTRAL TIME Proposal response must be submitted electronically through MissouriBUYS, powered by MOVERS, at https://missouribuys.mo.gov.

E-mailed, mailed, courier, or hand-delivered proposal responses will not be accepted.

RFP CONTACT INFORMATION:

BUYER: Sean Mayer

PHONE NO.: (573) 751-4887

EMAIL: sean.mayer@oa.mo.gov See “RFP Questions” in Section 1 for appropriate communications during the procurement process.

DELIVER SUPPLIES/SERVICES FREE ON BOARD (FOB) DESTINATION TO THE FOLLOWING ADDRESS:

Wildwood Office Complex 912, 920, & 930 Wildwood Drive Jefferson City, MO 65109

ATTENTION:

1. After reviewing the Request for Proposal (RFP), the vendor must complete and return Exhibit A, Proposal Signature Page and all other necessary exhibits.

2. Due to lead times for obtaining the information needed to complete the various Business Compliance Exhibits herein as explained in the RFP’s Vendor Response Exhibits, vendors are encouraged to IMMEDIATELY begin securing these verifications.

3. The vendor must be registered in MissouriBUYS, powered by MOVERS in a “Prospective” or “Spend Authorized” registration status to submit a proposal. The vendor must achieve “Approved” registration status in MissouriBUYS (WebProcure/Proactis) and “Spend Authorized” registration status in MissouriBUYS, powered by MOVERS to be considered for a contract award. Reference Section 5.

RFP Organization:

RFP Vendor Response Exhibits (Return these exhibits with the proposal)

BUSINESS COMPLIANCE EXHIBITS

Separate Documents: The vendor is advised that the separate documents to this document referenced above provide additional requirements, information, and/or instruction. The separate documents must be downloaded from the Division of Purchasing’s MissouriBUYS, powered by MOVERS, website at: https://missouribuys.mo.gov/. The separate documents are downloadable from the same web page where the solicitation document is downloadable. It shall be the sole responsibility of the vendor to obtain each of the separate documents. The vendor shall not be relieved of any responsibility for performance under the subsequent contract due to the failure of the vendor to obtain a copy of the separate documents.

INTRODUCTION AND BACKGROUND INFORMATION SECTION

Introduction:

Purpose: This document constitutes a request for competitive, sealed proposals for the provision of Janitorial Services for the Wildwood Office Complex as set forth herein for the Office of Administration, Division of Facilities Management, Design, and Construction (FMDC) (hereinafter referred to as “state agency”).

Minimum Experience Qualifications: There are minimum experience qualifications in the RFP (See Section 2.2, Minimum Experience Requirements in Section 2: Scope of Work).

Titles: Titles of paragraphs used herein are for the purpose of facilitating reference only and shall not be construed to infer a contractual construction of language.

Background and Historical Usage Information:

The current information for the Wildwood Office Complex is as follows:

a. The state leased building located at 912 Wildwood Drive, Jefferson City, Missouri consists of the offices and employees of the Department of Health and Senior Services.

1) The building has approximately 37,368 total cleanable square feet.

2) There are approximately 161 full-time employees located within the building.

3) The building is a five (5) times a week clean, Monday through Friday excluding state holidays.

b. The state leased building located at 920 Wildwood Drive, Jefferson City, Missouri consists of the offices and employees of the Department of Health and Senior Services and the Office of Administration - Information Technology Services Division.

1) The building has approximately 60,000 total cleanable square feet.

2) There are approximately 367 full-time employees located within the building.

3) The building is a five (5) times a week clean, Monday through Friday excluding state holidays.

c. The state leased building located at 930 Wildwood Drive, Jefferson City, Missouri consists of the offices and employees of the Department of Health and Senior Services.

1) The building has approximately 60,000 total cleanable square feet.

2) There are approximately 331 full-time employees located within the building

3) The building is a five (5) times a week clean, Monday through Friday excluding state holidays.

Current Contract Information:

A current contract exists for the products and/or services being obtained via this RFP. A copy of the contract can be viewed and printed from the Division of Purchasing Awarded Bid & Contract Document Search System located on the Internet at: https://purch.oa.mo.gov/bidding-contracts/awarded-bid-contract-document-search. In addition, all proposal and evaluation documentation leading to the award of that contract may also be viewed and printed from the Division of Purchasing’s Awarded Bid & Contract Document Search System. Please reference the Bid number RFPS30034902400078 or the contract number CS240078001 when searching for these documents.

State Expenditures: The Missouri Accountability Portal (MAP) located on the Internet at: http://mapyourtaxes.mo.gov/MAP/Expenditures/ provides financial data related to the purchase of the services under the contract. Be sure to read the information provided in the site information and disclaimer links: https://mapyourtaxes.mo.gov/MAP/Help/MapExpendituresHelp.htm and https://mapyourtaxes.mo.gov/MAP/Help/MapExpendituresHelp.htm#disclaimer. Then search by the contract numbers shown above when searching for the financial information.

RFP Questions:

Buyer is Single Point of Contact for Solicitation: Vendors and their agents (including subcontractors, employees, consultants, or anyone else acting on their behalf) must direct all of their questions or comments regarding the RFP, the evaluation, etc., to the buyer indicated on the first page of this RFP. It is preferred that questions be emailed to the buyer.

Except as noted herein, vendors and their agents are instructed not to contact any other state employee regarding any of these matters during the solicitation and evaluation process. Inappropriate contacts are grounds for suspension and/or exclusion from specific procurements. Vendors can be sanctioned for unauthorized contact with any evaluator under 1 Code of State Regulation (CSR) 40-1.060(8)(G) and (H) available at http://www.sos.mo.gov/adrules/csr/csr.asp.

Service Disabled Veteran Enterprise and Honorably Discharged Veteran Enterprise certifications or subcontract questions should be directed to the Office of Equal Opportunity (OEO) at http://oeo.mo.gov.

Vendor is Responsible for Asking Questions About the RFP: It is the vendor’s responsibility to ask questions, request changes or clarifications, or otherwise advise the Division of Purchasing if the vendor believes that any language, specifications, or requirements are: (1) ambiguous, (2) contradictory or arbitrary, (3) violate any state or federal law or regulation, (4) restrict or limit the requirements to a single source, or (5) restrict or limit the vendor’s ability to submit a proposal.

Vendor Question Deadline: Every attempt shall be made to ensure that the vendor receives an adequate and prompt response. However, in order to maintain a fair and equitable procurement process, all vendors will be advised, via the issuance of an amendment to the RFP, of any relevant or pertinent information related to the procurement. All questions and issues should be submitted no later than ten (10) calendar days prior to the proposal closing date and time of the proposals. If not received prior to ten (10) calendar days before the proposal closing date and time, the Division of Purchasing may not be able to fully research and consider the respective questions or issues.

State’s Response to Vendor Questions: Upon the Division of Purchasing’s consideration of questions and issues, if the Division of Purchasing determines that changes are necessary, the resulting changes will be included in a subsequently issued RFP amendment(s); absence of such response indicates that the questions and issues were considered but deemed unnecessary for an RFP amendment. All vendors will be advised of any change to the RFP’s language, specifications, or requirements by a formal amendment to the RFP. There will be no posted written records of the questions/communications (i.e., formal question/answer document).

RFP is State’s Only Official Position: The only official position of the State of Missouri shall be that which is contained in the RFP and any amendments thereto.

Amendments:

If the Division of Purchasing determines that changes to the RFP are necessary, the resulting changes will be included in a subsequently issued RFP amendment(s) prior to the proposal closing date and time.

Pre-Proposal Conference:

Pre-proposal Conference Date and Time: A pre-proposal Conference regarding this RFP will be held on September 22, 2026 at 10:00 a.m., Central Time, in the Truman Conference Room, located at 920 Wildwood Drive, Jefferson City, MO. Vendors are encouraged to participate in the pre-proposal Conference as it will be used as the forum for questions, communications, and discussions regarding the RFP. The vendor should become familiar with the RFP and develop all questions prior to the pre-proposal Conference in order to ask questions and otherwise participate in the public communications regarding the RFP.

Pre-Proposal Conference Agenda: The vendor should have a copy of the RFP for the pre-proposal conference since it will be used as the agenda for the pre-proposal conference.

Communication Prior to the Conference: The vendor is encouraged to review the RFP prior to the pre-proposal conference and may submit written communications and/or questions regarding the RFP, which reference the RFP paragraph numbers, to the buyer identified on page one. Such prior communication will provide the State of Missouri with insight into areas of the RFP which may be brought up for discussion during the conference and which may require clarification.

Communication During the Conference: During the pre-proposal conference, it shall be the sole responsibility of the vendor to orally address all issues previously presented to the buyer by the vendor, including any questions regarding the RFP or areas of the RFP requiring clarification.

Amendment to the RFP: Any modifications needed to the RFP as a result of discussions from the pre-proposal conference will be accomplished as an amendment to the RFP. Neither formal minutes of the pre-proposal conference nor written records of the questions/communications will be maintained.

Pre-Proposal Conference Special Accommodations: Vendors are strongly encouraged to advise the Division of Purchasing within five (5) state business days of the scheduled pre-proposal conference of any special accommodations needed for people with health conditions or impairments who will be participating in the pre-proposal conference so that these accommodations can be made.

Building Tour:

Non-Mandatory Tour of Building: Potential vendors are strongly encouraged but not required to attend the tour of the Wildwood Office Complex, located at 912, 920, 930 Wildwood Drive, Jefferson City, Missouri, which will be held on September 22 , 2026, beginning promptly at 10:00 a.m. Vendors should meet in the lobby area at the 920 Wildwood Drive, Jefferson City, Missouri location; the tour will then proceed onto the 930 Wildwood Drive location and end at the 912 Wildwood Drive location. The purpose of the tour is to allow potential vendors an opportunity to inspect the building prior to submitting a proposal. Potential vendors shall not be permitted to schedule a tour at a different time or date.

Building Information: Vendors are advised that participation in a tour of the building is considered essential to obtain a clear and complete understanding of the requirements of this RFP. In order to have a clear understanding of the requirements outlined herein, the vendor should attend the building tour. The Division of Purchasing will maintain the attendance record from the scheduled tour as documentation of all vendors who attended the tour. However, the vendor’s response to the RFP should provide any relevant information regarding their familiarity with the physical layout, condition, etc. of the building.

Each vendor is solely responsible for a prudent and complete personal inspection, examination, and assessment of the work site condition, facilities, and/or any other existing condition, factor, or item that may affect or impact on the performance of service described and required by the Section 2: Scope of Work Section herein. The vendor shall not be relieved of responsibility for performance under the contract for any reason whatsoever, including, but not limited to, (1) the vendor’s failure to attend the scheduled tour of the building, (2) the vendor’s failure to observe existing conditions, etc.

Vendors are strongly encouraged to advise the Division of Purchasing, at least five (5) state business days prior to the scheduled tour of the facility/building, of any special accommodations needed for people with health conditions or impairments who will be attending the tour so that these accommodations can be made.

Glossary of Terms and Acronyms:

Whenever the following terms and acronyms appear in the RFP document or any amendment thereto, the definitions or meanings described below shall apply.

General Glossary, Acronyms, and Abbreviations:

Agency and/or State Agency means the statutory unit of state government in the State of Missouri for which the equipment, supplies, and/or services are being purchased by the Division of Purchasing (Purchasing). The agency is also responsible for payment, unless otherwise specified herein.

Amendment means a written, official modification to a solicitation or contract.

Attachment applies to all documents which are included with an RFP to incorporate any informational data or requirements related to the performance requirements and/or specifications.

Buyer means the procurement staff member of Purchasing.

Code of State Regulation (CSR) contains the current administrative rules of executive agencies of Missouri government. The regulations are arranged by agency rather than by subject.

Contract means a legal and binding agreement between two or more competent parties, for a consideration for the procurement of equipment, supplies, and/or services.

Contractor means a supplier, offeror, person, or organization who is a successful vendor as a result of an RFP and who enters into a contract.

Exhibit applies to forms which are included with an RFP for the vendor to complete and submit with their proposal prior to the specified closing date and time.

May means that a certain feature, component, or action is permissible, but not required.

Must means that a certain feature, component, or action is a mandatory condition.

Party refers to either the State of Missouri or the contractor as an entity that may enter into a contract pursuant to the terms herein.

Pricing Page(s) applies to the form(s) on which the vendor must state the price(s) applicable for the equipment, supplies, and/or services required in the RFP. The pricing pages must be completed and submitted by the vendor with the proposal prior to the specified proposal closing date and time.

Proposal Closing Date and Time and similar expressions mean the exact deadline required by the RFP for the receipt of sealed proposals.

Purchase Order means the authorized document issued by the state agency to the contractor indicating descriptions, quantities, and agreed prices for products and/or services.

Reasonable, Necessary or Proper as used herein shall be interpreted solely by the State of Missouri.

Request for Proposal (RFP) means the solicitation document issued by Purchasing to potential vendors for the purchase of equipment, supplies, and/or services as described in the document. The definition includes the following sections: Introduction and Background Information; Scope of Work; Terms and Conditions (“terms and conditions” and “Terms and Conditions” are used interchangeably throughout the RFP); General Contractual Requirements; and Vendor Submission, Evaluation, and Award Information; and the RFP Vendor Response Exhibits, Attachments, and Amendments of the RFP.

RSMo (Revised Statutes of Missouri) refers to the body of laws enacted by the Legislature which govern the operations of all agencies of the State of Missouri. Chapter 34 of the statutes is the primary chapter governing the operations of Purchasing.

Shall has the same meaning as the word must.

Should means that a certain feature, component and/or action is desirable but not mandatory.

State collectively referring to the state government and/or the agencies thereof.

Supplier has the same meaning as the word, vendor.

Vendor means the supplier, offeror, person, or organization that responds to an RFP by submitting a proposal with prices to provide the equipment, supplies, and/or services as required in the RFP document.

Accuracy of Background Information:

Although an attempt has been made to provide accurate and up-to-date information, the State of Missouri does not warrant or represent that the background information provided herein reflects all relationships or existing conditions related to this RFP.

****END OF INTRODUCTION AND BACKGROUND INFORMATION SECTION****

SCOPE OF WORK SECTION

General Requirements:

The contractor shall provide janitorial services and any required supplemental services for the Office of Administration, Division of Facilities Management, Design, and Construction, (hereinafter referred to as the “state agency”), in accordance with the provisions and requirements stated herein and to the sole satisfaction of the state agency.

912 Wildwood Drive, Jefferson City, MO (lease number 02600713).

920 Wildwood Drive, Jefferson City, MO (lease number 02600327).

930 Wildwood Drive, Jefferson City, MO (lease number 02600142).

1.1.1 The contractor shall provide the janitorial services for the total cleanable square feet of the building indicated in the background information (section 1.2) herein.

a. The contractor shall understand and agree that the state agency may add or delete areas of the building at any time during the term of the contract, thereby increasing/decreasing the cleanable square footage of the building.

b. Any added or deleted areas for which the contractor shall provide services shall be made by an amendment to the contract issued by the Division of Purchasing at least thirty (30) calendar days prior to the contractor beginning/discontinuing janitorial services at the additional/deleted areas.

c. The contractor shall begin and discontinue providing janitorial services on the date(s) specified by the state agency.

d. The contractor shall provide janitorial services for any additional areas in accordance with the same terms, conditions, and pricing stated herein.

1.1.2 The contractor must perform all services as required herein in a consistent manner satisfactory to and acceptable by the state agency in order to provide a clean and sanitary environment for the building, the building’s contents, the building’s tenants, and the general public. The contractor shall understand and agree that the building’s tenants will assign a contact person (herein referred to as the “lead tenant contact person”) to inspect, review, oversee, and coordinate janitorial services with the contractor.

a. Tenants of the building may change at any time during the terms of the contract.

Secure Areas – The contractor shall understand and agree that the state agency may add or delete secured areas of the building at any time during the term of the contract.

The Office of Human Resources (approximately 3,400 square feet) located at 912 Wildwood Drive, shall be cleaned between the hours of 3:00 p.m. and 5:00 p.m. or at a time mutually agreed upon by the contractor and the state agency.

The Office of Emergency Response (approximately 1,100 square feet) located at 912 Wildwood Drive, shall be cleaned between the hours of 3:00 p.m. and 5:00 p.m. or at times mutually agreed upon between the contractor and the state agency.

The Fee Receipts area (approximately 350 square feet) located at 920 Wildwood Drive, shall be cleaned between the hours of 3:00 p.m. and 5:00 p.m. or at a time mutually agreed upon between the contractor and state agency.

The Bureau of Vital Records (approximately 9,000 square feet) located at 930 Wildwood Drive, shall be cleaned between the hours of 4:00 p.m. and 5:00 p.m. or at times mutually agreed upon between the contractor and the state agency.

1.1.3 The contractor must be accompanied by state agency or building tenant personnel while performing janitorial services in the secure areas of the building.

1.1.4 Unless otherwise stated herein, or if other days or times are approved by the state agency, the contractor shall perform the daily, weekly, monthly, semi-annual, tasks at the frequencies directed below. However, depending on the effective date of the contract and the condition of the building, the state agency may waive the requirement for performing the semi-annual task for the first six (6) months of the original contract period only.

a. The daily tasks shall be performed Monday through Friday, one (1) time per day.

b. The weekly tasks shall be performed at seven (7) calendar day intervals.

c. The monthly tasks shall be performed within the first ten (10) working days of every thirty (30) calendar day interval.

d. The semi-annual tasks shall be performed within the first ten (10) working days of every April and October of each contract period.

1) The state agency will notify the contractor of the specific schedule for the contractor to perform the semi-annual tasks.

2) The state agency may waive the requirement for performing the initial semi-annual hard surface floor work if sealing of newly laid hard surface flooring has been requested by the state agency.

e. Prior to performing any of the monthly and semi-annual tasks required herein, the contractor shall notify the state agency at least seventy-two (72) hours in advance in writing of the anticipated beginning and completion date of each required task.

f. The contractor shall resolve any task determined in writing by the state agency to be substandard, deficient, or incomplete.

g. Upon successful completion of the weekly, monthly, and semi-annual tasks, the contractor shall receive written approval from the state agency.

h. The contractor shall perform the tasks listed on the Cleaning Checklist (Attachment 1) at the frequencies indicated in order to keep all surfaces clean and free of dust, cobwebs, spots, spills, scuffs, other debris, etc. The contractor shall maintain a copy of the Cleaning Checklist in a location easily accessible to the state agency to review.

1) The contractor shall understand and agree that for purposes of all restroom requirements, “clean” shall be defined as disinfecting, polishing, and removing all water spots.

1.1.5 If requested by the state agency, the contractor’s contact person shall accompany the state agency in a walk-through of the building to meet the following objectives:

a. Receive specified instructions and directions regarding the required janitorial services and the state agency’s expectations; and

b. To address substandard, deficient, or incomplete services being provided by the contractor.

1.1.6 The contractor must ensure that each of the contractor’s assigned personnel are dressed appropriately for safety purposes, wearing a visible article of clothing clearly identifying the contactor’s name and have the state agency provided contractor identification badge described in paragraph 2.15.14.

a. The contractor’s identification badge must be displayed in an easily discernible manner on the front of the shirt or smock at all times while the contractor’s personnel are on the state agency premises.

b. The contractor’s personnel shall not be allowed to work in the state agency building without a picture identification badge.

c. The contractor’s personnel must be neat and clean in appearance and shall not negatively impact others due to body or other odors or the excessive use of fragrances while on-site.

d. The contractor’s personnel shall not loiter in the building nor smoke anywhere in the building, including any interior loading dock areas. The use of tobacco shall be in line with the requesting state agencies regulations.

e. The contractor’s personnel shall not use or be under the influence of drugs and/or alcohol while on state property.

1.1.7 Contractor’s Obligation: Unless otherwise specified herein, the contractor shall furnish all material, labor, facilities, equipment, and supplies necessary to perform the services required herein.

Minimum Experience Requirements:

The contractor must meet or exceed the following minimum experience requirements at the time of proposal submission and for the duration of the contract:

a. The contractor shall have a minimum of two (2) years of experience, within the last five (5) years, providing janitorial services for office buildings with a minimum of 157,368 square feet.

Personnel Qualifications:

The contractor shall include the following team members/personnel to administer and perform the contract requirements:

b. Daytime Working Supervisor/Contractor Contact Person: The contractor shall provide one (1) Daytime Working Supervisor/Contractor Contact Person who shall be located onsite and shall direct janitorial services during the hours specified in section 2.11.1 of the RFP. The Daytime Working Supervisor/Contractor Contact Person must reside within thirty (30.0) drive miles of the Wildwood Office Complex and must have at least two (2) years of experience, within the last five (5) years, in directing cleaning type operations in a supervisory capacity for buildings of similar size and scope of the Wildwood Office Complex.

1) The Daytime Working Supervisor/Contractor Contact Person shall be the point of contact between the contractor and the state agency. The contractor’s Daytime Working Supervisor/Contractor Contact Person shall (1) oversee all services being provided, (2) assume responsibility and liability for services performed per the contract, and (3) serve as the primary point of contact with the state agency.

2) The Daytime Working Supervisor/Contractor Contact Person proposed must be the personnel providing the services under this contract. Any new personnel must have equal or greater qualifications than the originally proposed personnel.

c. Day Porters/ Matrons: The contractor shall provide two (2) Day Porters/Matrons to perform uninterrupted janitorial services of the building during the hours specified in section 2.12.1 of the RFP. Each Day Porter/Matron must have at least two (2) years of experience, within the last five (5) years, providing Day Porter/Matron services including general office space cleaning and restroom cleaning in a building of similar size and scope of the Wildwood Office Complex.

1) The Day Porters/Matrons proposed must be the personnel providing the services under this contract. Any new personnel must have equal or greater qualifications than the originally proposed personnel.

d. After-Hours Working Supervisor: The contractor shall provide one (1) After-Hours Working Supervisor to oversee janitorial services during the hours specified in section 2.13.1 of the RFP. The Working Supervisor/Contractor Contact Person must reside within thirty (30.0) drive miles of the Wildwood Office Complex and have at least two (2) years of experience, within the last five (5) years, directing cleaning type operations in a supervisory capacity for a building of similar size and scope of the Wildwood Office Complex.

1) The After-Hours Working Supervisor/Contractor Contact Person proposed must be the personnel providing the services under this contract. Any new personnel must have equal or greater qualifications than the originally proposed personnel.

e. Floor Care Specialist: The contractor shall provide, at a minimum, one (1) Floor Care Specialist to perform floor care requirements as specified in 2.14 and subparagraphs of the RFP. The Floor Care Specialist must have a minimum of two (2) years of experience, within the last five (5) years, performing floor care services, including:

Carpet deep cleaning via wet carpet extraction and carpet stain removal;

Stripping, machine scrubbing, waxing, buffing, and sealing vinyl composite tile (VCT); and

Machine scrubbing, and cleaning ceramic tile and grout.

The Floor Care Specialist proposed must be the personnel providing the services under this contract. Any new personnel must have equal or greater qualifications than the originally proposed personnel.

The contractor shall understand and agree that the state agency reserves the right to request any of the contractor’s personnel assigned to provide the services be removed without just cause. The contractor shall understand and agree that the state agency will allow the contractor a reasonable time to find a replacement. The state agency shall approve all replacement personnel. The state agency reserves the right to require background checks and non-disclosure agreements (NDA) of selected contractor personnel, at the contractor’s expense.

Quality Assurance Requirements:

1.1.8 The contractor must provide and maintain a quality assurance plan to ensure the janitorial services provided by the contractor and the contractor’s personnel meet the state agency’s quality standards and expectations. The contractor’s quality assurance plan should include, but not be limited to, the following:

a. Formal employee training and certifications;

b. Clearly defined outcome expectations and key performance indicators (i.e. improved state agency complaint ratio);

c. Building visits during business hours to check work quality and discuss customer needs with the state agency;

d. Inspection reports that verify the quality of the contractor’s personnel after a job is completed;

e. Regular (monthly/quarterly) state agency input on the quality of services;

f. A system for using feedback to improve services;

g. Regular, responsive communications with the state agency;

h. A system for tracking state agency requests to ensure timely completion; and

i. Records for all inspections and state agency communications.

Requirements for the Resolution of Issues:

1.1.9 The contractor shall have an action plan for resolving any janitorial issues, including personnel and/or performance issues that arise while providing services. The contractor’s resolution of issues plan should include, but not be limited to, the following:

a. The contractor’s contact person;

b. The contractor’s office address closest in proximity to the Wildwood Office Complex;

c. Method of communication;

d. Hours of availability for resolution of issues;

e. Response time of acknowledging the issue once an issue has been reported; and

f. Response time for resolving the issue(s).

1.1.10 The contractor shall acknowledge and resolve all urgent issues within thirty (30) minutes or less upon notification of the issue. The state agency will indicate when issues are considered urgent.

a. Urgent issues may include, but are not limited to, spills on the floor, no paper products in restrooms, and/or no soap in the restrooms.

1.1.11 The contractor shall respond with an action plan upon receipt of any issues as reported in any of the following written communication from the state agency: emails, unsatisfactory inspection reports, or deficiency letters.

1.2 Resources and Allocation of Hours Requirements:

1.2.1 The contractor shall understand and agree that services must be completed during the required timeframes specified herein.

a. The contractor must provide a minimum of twenty-nine (29) man-hours of janitorial services and a minimum of five (5) After-Hours Janitorial Personnel between the hours of 5:30 P.M. and 12:00 A.M. to perform the janitorial services specified in 2.8.

1.2.2 The contractor shall have a personnel plan to ensure all requirements of the RFP are met. This plan should include, but not be limited to, the following:

a. The number of personnel who will be providing janitorial services between the hours of 7:30 A.M. to 5:00 P.M. Central Time, i.e. Day Porter/Matron(s).

b. The number of personnel who will be providing janitorial services between the hours of 5:30 P.M. to 12:00 A.M. Central Time;

c. The number of hours each personnel will work each night; and

d. Each personnel’s specific working hours.

1.3 Equipment, Supplies, and Products Requirements:

1.3.1 The contractor must furnish and maintain, in good repair, all equipment including, but not limited to, mops, brooms, buffers, vacuums, and any other equipment necessary to provide the services required herein.

a. All equipment provided by the contractor must be commercial grade.

b. The contractor must supply vacuum cleaners that meet requirements of the Carpet and Rug Institutes “Green Label” Vacuum Cleaner Criteria and are capable of capturing ninety-six percent (96%) of particulates 0.3 microns in size and operate with the sound level less than seventy (70) decibels (dBA). (Information on CRI Green Label certification can be found at www.carpet-rug.org.)

c. Vacuums must be equipped with the proper filter or bag. The filters must be changed or cleaned consistent with the manufacturer’s recommendations. Vacuum bags or containers shall be inspected at least every two (2) hours and changed or replaced when half full or when indicated by a bag sensor, if vacuum is so equipped.

d. Whenever day cleaning services are required during business hours, the contractor shall utilize a vacuum system with “Hush Mode” capabilities similar or equal to the Hoover U5262-900 EmPower Upright Bagless vacuum cleaner with Hush Mode.

e. In the event pile lifting is required, the pile lifter must be a commercial quality “pile lifter” pile brush, equipped with a rotary brush and an industrial type two (2) motor commercial vacuum equipped with high efficiency filtration bag (Certified Pile Liter, Minuteman CC-3 Pile Lifter or comparable).

f. The contractor or contractor’s personnel shall not plug equipment into state-owned power strips or surge protectors.

g. The contractor must complete normal cleaning operations and required services, even in the event of contractor’s equipment failure.

1.3.2 Floor Safety Requirements: The contractor must provide a sufficient number of floor safety signs and barriers to alert building tenants about any slip/trip/fall hazards (e.g. any spills, wet floors). The floor safety signs must be placed at each end of the wet area and at fifteen (15) foot intervals for larger areas (while mopping, etc.) The floor safety signs must be removed when the potential hazard for a slip/trip/fall has been resolved. To prevent overexposure to the building’s tenants, the contractor shall not use floor safety signs when situations do not warrant a slip/trip/fall hazard. The contractor should provide a minimum of two (2) floor safety signs per building entrance and an additional four (4) floor safety signs to be used in the event a spill occurs.

The contractor’s floor safety signs shall be of industry standard shape, color and size, and shall be in good condition.

1.3.3 When the contractor is cleaning the restrooms, the contractor shall place a floor safety sign in front of the entrance to the restroom to indicate cleaning is in process, and no entry is permitted. Upon completion of cleaning, the contractor shall remove the floor safety sign, to indicate the restroom is available for use.

1.3.4 Supplies and Products: The contractor shall furnish all supplies and products necessary to perform the services required herein. The contractor shall understand and agree that the state agency has the right to approve/disapprove the use of any supplies or products used in the performance of the services required herein.

a. Environmentally Preferable: In the performance of the services required herein, the contractor should use environmentally preferable supplies and products, unless otherwise specified.

1) For the purpose of the contract, “environmentally preferable” shall be defined as those supplies or products that have a lesser or reduced effect on human health and the environment when compared with competing products that serve the same purpose. The comparison may consider raw materials acquisition, production, manufacturing, packaging, distribution, reuse/post-consumer content, operation, biodegradability, and pollution prevention through source reduction.

b. The contractor should use active microfiber technology where appropriate to reduce the cleaning chemical consumption.

c. The contractor should not use any chlorine-based cleaning solution or any bleach products unless specifically directed by the state agency.

d. Cleaning products used in restrooms must be a hospital-grade quaternary disinfectant (QUATS) that kills bacteria, viruses (like HIV, Coronavirus, Hep B) fungi, and mold and formulated for organic soil tolerance, and is a green product.

Cleaning products used in restroom and non-restroom areas must be eco-friendly.

The contractor shall understand and agree that the state agency may request the replacement of any of the contactor's cleaning products with an alternate cleaning product.

e. Toilet tissue must be non-chlorine bleached, 2-ply roll, must fit the tissue dispenser installed in the building, and should contain no more than 20% post-consumer recycled paper (e.g. Envision, Scott, Cascades, Green Select, or equal).

f. Paper towels must be unbleached, must be folded or rolled to fit dispensers installed in the building, and should contain no more than 40% post-consumer recycled paper (e.g. Georgia Pacific, Scott, or equal).

g. Foam hand soap must be a good grade, undiluted, and contain antiseptic. The contractor shall fill foam soap dispensers with undiluted soap.

h. If applicable and as directed by the state agency, a liquid hand sanitizer station for each office suit and breakroom/kitchenette area. The liquid hand sanitizer must contain at least 60% alcohol.

i. Plastic waste/trash containers liners should be manufactured using 30% recycled materials and of good grade.

j. Toilet seat covers must fit the installed dispensers in the building.

k. Blood spill and bodily fluid cleanup kits must meet Occupational Safety and Health Administration (OSHA) standards for blood borne pathogen exposure control. The contractor must have one (1) blood spill kit, clearly marked, per building, per floor in the janitorial closet.

l. Disposable liners for sanitary napkin cans must fit the installed receptacle in the building.

1.3.5 Unless otherwise specified herein, the contractor shall not be required to provide break room/kitchenette products, including but not limited to, hand soap, cups, napkins, paper towels, and similar products.

a. The contractor shall be required to provide breakroom/kitchenette products, excluding cups, napkins, and similar products, but including and not limited to, hand soap and paper towels in multi-tenant agency or public accessible breakrooms/kitchenettes.

1.3.6 The contractor shall not use any product, equipment, or supply which may be injurious or damaging to the surfaces upon which they are to be applied.

1.3.7 Prior to the contractor’s use of any supply/chemical in the building, the contractor shall provide a Safety Data Sheet for each supply/chemical. The contractor must maintain a file of the Safety Data Sheets in each of the janitorial closet(s) in the building. The Safety Data Sheet shall become the property of the State of Missouri

1.3.8 At the contractor's expense, and with the state agency's approval, the contractor shall be allowed to replace product dispensers, including but not limited to, paper towels and toilet tissue dispensers, at the contractor’s expense. However, the contractor shall provide foam soap dispensers in building where foam soap dispensers are not already installed.

a. The contractor must obtain the state agency’s approval if requesting the replacement of dispensers. The contractor shall understand and agree that all dispensers shall be approved and installed by the state agency and shall become the property of the state agency.

1.3.9 Upon expiration, termination, or cancellation of the contract, the contractor shall not remove or empty products from dispensers.

1.3.10 The contractor shall provide new entrance mats for entryway and public access areas, as follows:

a. The contractor shall replace the entrance mats on no less than a semi-annual basis, and at a point that any entrance mat is damaged to the extent that it is not safely usable or as deemed necessary by the state agency at no additional cost to the state.

b. Entrance mats provided must be design free, charcoal, black or gray in color, have beveled edges, be sized appropriately for the entryway and public access areas according to the state agency’s satisfaction, and provide water absorption sufficient to prevent slip hazards during inclement weather.

c. The contractor shall remove all entrance mats during times that floors are cleaned and shall return entrance mats when the floors are dry.

d. All entrance mats provided by the contractor shall remain the property of the contractor.

1.3.11 The contractor shall be assigned janitorial closets in the building for storage of equipment and a limited quantity of the products necessary for the building. All equipment and products abandoned by the contractor, for a period exceeding thirty (30) calendar days following the expiration, termination, or cancellation of the contract, shall become the property of the state agency.

1.4 Janitorial Service Performance Requirements:

1.4.1 The contractor shall perform the tasks listed below and in the Cleaning Checklist (Attachment 1) at the frequency specified herein in order to keep all surfaces clean and free of dust, cobwebs, spots, spills, scuffs, other debris, etc. The contractor shall perform the listed tasks between the hours of 5:30 p.m. and 12:00 a.m., Monday through Friday, excluding state holidays, (https://oa.mo.gov/commissioner/state-holidays ) unless other days or times are approved by the state agency.

a. The contractor shall understand and agree that for purposes of all restroom requirements, “clean” shall be defined as disinfecting, polishing, and removing all water spots.

1.4.2 DAILY: The contractor shall perform the following tasks on a daily basis:

a. Empty office area waste/trash containers and deposit the trash into appropriate waste disposal containers. When soiled, wash waste/trash containers and replace plastic liners.

b. Empty and clean (inside and out) all restrooms, break rooms, coffee bars, and lobby waste/trash containers and disposal; change liners. Replace all sanitary napkins receptacle liners. If recycle bins are being utilized, remove all full recycle bins to designated pick-up locations and replace with empty recycle bins.

c. Entrance and Exit Doors – Clean both sides of interior and exterior door glass, clean door glass frames and accompanying glass panels, including transoms (inside and outside), removing all fingerprints and dirt.

d. Spot clean all stone, granite, chrome, and glass surfaces within the interior of the occupied space using a mild, non-corrosive cleaning product.

e. As they appear, spot clean all carpet stains.

f. Thoroughly sweep all hard surface floors, including the entryway, airlocks, reception area, stairs, landings, and dock area, to give a clean and satisfactory appearance.

g. Thoroughly damp mop all hard surfaces, including, but not limited to, floors, stairs, dock areas and landings, as needed, to give a clean and satisfactory appearance.

For purposes of this RFP, damp mop shall be defined as a cleaning method used on floor requiring a mop to be thoroughly wrong out, so it is slightly moist, reducing moisture.

Thoroughly vacuum all high traffic areas including carpeted hallways, entrance and exit areas and rugs and mats, and conference rooms to remove all dirt and debris.

h. During periods of inclement weather, use a carpet extractor or wet/dry vacuum to remove moisture from carpeted foyers, elevators, and entrance matting as needed or requested by the state agency.

As directed by the state agency, during periods of inclement weather, such as snow, machine scrub all hard surface floors, except luxury vinyl tile planking (LVT) flooring, and remove sand, soot, and salts from the building vestibules. After the inclement weather ends, wash and scrub exterior plazas or entrances.

Remove cobwebs from all ceilings, doors, and corners within the building.

i. Clean and disinfect all kitchens and break rooms, including sinks, faucets, tables, countertops, sides, tops, and fronts of the microwaves and refrigerators.

j. Wet mop, or damp mop if LVT flooring is present, kitchen and break room floors using a state agency approved disinfectant.

For purposes of this RFP, wet mop shall be defined as a cleaning method used on floor requiring a mop to be saturated with a cleaning solution for deep cleaning, requiring more drying time.

k. Clean and disinfect all plastic chairs, as requested by the state agency.

Clean, disinfect, and remove mineral deposits on all drinking fountains and sink faucets.

Sift sand and remove cigarette butts from all smoking receptacles outside the building(s). Replace sand when it becomes discolored.

Remove all trash and sweep sidewalks for ten (10) feet from all entrances/exits of the building(s).

Spot Clean all interior elevator cabs, vacuum elevator carpets, and clean elevator tracks.

Clean all elevator walls and both sides of the elevator doors.

Clean janitorial closets after completion of the daily tasks and before exiting the building.

Clean and disinfect all lactation rooms.

Secure all doors as requested by the state agency.

Report any and all damage found.

Daily Log and Sign-In/Out Sheets: The contractor and/or the contractor’s personnel must sign-in immediately upon arrival and prior to any services being provided and sign-out prior to leaving the building. The daily log and sign in/sign out sheet must also reference any abnormal or unusual conditions affecting the physical and material aspects of the building or its contents, such as unlocked doors, breakage, damage, as well as any mitigating circumstances which prevented the contractor’s personnel from performing the contractual service. In addition, the daily log and sign-in/sign-out sheets must remain at a location designated by the state agency.

Any and all other related and contingent miscellaneous janitorial cleaning duties requested by the state agency.

1.4.3 WEEKLY: The contractor shall perform the following tasks at least one (1) time per week:

a. Thoroughly wash, clean, and disinfect all wastebaskets, as needed.

b. Thoroughly vacuum all carpeted office suites and workspace areas from wall to wall on a weekly schedule agreed upon between the contractor and the state agency.

Remove all trash and debris adjacent to the perimeter of the building, including parking lot(s).

Wash trash carts.

Brush and spot clean fabric furniture, as needed

c. Pour five (5) gallons of water down each floor drain.

d. Clean the tops, fronts, and sides of all vending machines.

e. Clean and disinfect non-restroom door push plates (all sides), doorknobs/handles, and light switches.

Using a damp treated cloth, wipe all flat surfaces, including but not limited to, file cabinets, bookshelves, coat racks, windowsills, hand rails, top of partitions, etc.

1.4.4 MONTHLY: The contractor shall perform the following tasks one (1) time per month (i.e. monthly).

a. Thoroughly clean and machine scrub all stone, concrete, rubber, and ceramic floor areas, including grout.

Thoroughly clean and machine scrub all vinyl composite tile (VCT) floor areas, removing all scuffs and black marks. Then high-speed buff or burnish.

b. Clean all glass surfaces within the interior of the occupied space, excluding both sides of exterior…