Janitorial Specs.docx

SPECIFICATIONS QUOTE REQUEST

************ SPECIFICATIONS FOR JANITORIAL SERVICE ************

SECTION I: SCOPE

CONTRACTOR SHALL FURNISH ALL LABOR, MATERIAL, EQUIPMENT AND SUPERVISION, TO MAINTAIN THE FACILITIES IN A CLEAN AND SANITARY CONDITION AND IN ACCORDANCE WITH THE FOLLOWING SPECIFICATIONS. ALL SERVICES ARE TO BE PERFORMED TWO DAYS EACH WEEK, AFTER 8:00 A.M. TUESDAY AND THURSDAY, UNLESS OTHERWISE SHOWN ON THE BID. SERVICES WILL NOT BE PERFORMED ON OFFICIAL STATE OF ALABAMA HOLIDAYS, UNLESS REQUIRED BY THE DEPT. NO CLEANING OPERATION WILL BE AFTER 4:00 PM WITHOUT WRITTEN PERMISSION BY THE DEPARTMENT.

SECTION III: TECHNICAL ASSISTANCE:

CONTRACTORS ARE TO HAVE AN ADEQUATE SERVICE ORGANIZATION WITH LOCAL REPRESENTATIVES AND CLEANING PERSONNEL LOCATED WITHIN A 60 MILE RADIUS OF SUMMERDALE, AL. THE SERVICE REPRESENTATIVES MUST BE EMPLOYED BY THE CONTRACTOR OR DESIGNATED BY HIM AS THEIR AUTHORIZED REPRESENTATIVES ON A FULLTIME BASIS AND NOT AS A SUBCONTRACTOR. THERE WILL NOT BE ANY SUB-CONTRACTING AT ANY TIME, UNLESS WRITTEN APPROVAL IS GIVEN BY THE DEPARTMENT.

SECTION IV: SUPERVISORY PERSONNEL AND SUPPLIES:

CONTRACTOR MUST FURNISH COMPETENT AND SKILLED PERSONS TO ASSURE

QUALITY AND PERFORMANCE WITHIN THE TERMS AND CONDITIONS OF THE

CONTRACT. THERE WILL NOT BE ANY CHILDREN UNDER THE AGE OF EIGHTEEN

OR PETS ALLOWED ON PREMISES DURING CLEANING OPERATIONS. A SUPERVISOR WILL BE REQUIRED AT EACH BUILDING THAT HAS FOUR (4) OR MORE EMPLOYEES CLEANING THE FACILITY. THE SUPERVISOR'S NAME, ADDRESS, SOCIAL SECURITY NUMBER AND PHONE NUMBER WILL BE GIVEN TO THE DEPARTMENT SUPERVISOR AT EACH LOCATION. THE SUPERVISOR MAY BE A WORKING SUPERVISOR BUT MUST MAKE SUFFICIENT INSPECTIONS AND FOLLOW-UP PROGRAM TO INSURE THE SERVICES ARE PERFORMED AS SPECIFIED. CONTRACTOR MUST POST THE REGULATIONS GOVERNING HIS EMPLOYEES WHILE IN THE BUILDING, AND ALSO POST A COPY OF THE CLEANING SCHEDULE IN EACH SUPPLY CLOSET. CONTRACTOR SHALL SUBMIT PRIOR TO COMMENCEMENT OF CONTRACT A LIST OF ALL MATERIALS AND EQUIPMENT TO BE USED IN PROVIDING THE CLEANING SERVICE. DEPT. MAY APPROVE OR DISAPPROVE ANY PRODUCTS OR EQUIPMENT. NON-SLIP FLOOR WAX WILL BE THE ONLY APPROVED WAX FOR ALL TILE FLOORS.

SECTION V: QUALIFICATIONS OF CONTRACTOR

IN EVALUATING EACH CONTRACTOR, CONSIDERATION WILL BE GIVEN TO THE

FOLLOWING CRITERIA: DEFICIENCY IN ANY OF THE BELOW LISTED AREAS MAY

BE ADEQUATE REASON FOR BID REJECTION:

1. EACH BIDDER SUBMITTING A BID ON THE SERVICES REQUIRED BY THIS

CONTRACT IS REQUIRED TO SUBMIT WITH THEIR BID, OR BID MAY NOT BE

CONSIDERED, EVIDENCE OF THEIR EXPERIENCE, QUALIFICATIONS,

FINANCIAL RESPONSIBILITY AND ABILITY TO CARRY OUT THE TERMS OF THE

CONTRACT. SATISFACTORY EXPERIENCE OF AT LEAST ONE (1) YEAR WITH

BUILDINGS OF COMPARABLE SIZE AND FUNCTION, I.E. LARGE OFFICE

BUILDINGS. SUBMISSION OF THIS INFORMATION WITH YOUR BID WILL

ENABLE THE STATE TO EXPEDITE THE AWARD OF THIS CONTRACT.

2. FAILURE TO SUBMIT LIABILITY INSURANCE CERTIFICATE AND REFERENCES

WITH BID.

3. FAILURE TO SUBMIT WORKER'S COMPENSATION CERTIFICATE WHEN EMPLOYING FIVE (5) OR MORE EMPLOYEES.

4. DUE TO FISCAL YEAR ENDING ON SEPTEMBER 30TH AND NEW FISCAL YEAR

BEGINNING OCTOBER l ST, PAYMENTS FOR SERVICES MAY TAKE UP TO 30-45

DAYS BEFORE CONTRACTOR RECEIVES PAYMENT FOR OCTOBER. CONTRACTOR

SHOULD HAVE SUFFICENT FINANCIAL RESOURCES TO COVER THIS TIME FRAME.

SECTION VI: ITEMS FURNISHED BY THE STATE OR CONTRACTOR:

A. LIGHT TUBES/BULBS WILL BE FURNISHED BY THE STATE AND BE REPLACED

BY STATE PERSONNEL.

B. AIR CONDITIONING AND HEATING FILTERS WILL BE FURNISHED BY STATE

AND CHANGED BY STATE PERSONNEL.

C. PAPER TOWELS, TOILET TISSUE, HAND SOAP, TRASH CAN LINERS AND LINERS

FOR SANITARY NAPKIN HOLDERS WILL BE FURNISHED BY THE STATE.

CONTRACTOR TO REPLACE IN DISPENSORS AND TRASH CANS. ALL DISPENSORS

FURNISHED AND INSTALLED BY THE STATE.

D. INVOICE TO BE RENDERED AT THE END OF EACH MONTH IN ARREARS BY VENDOR. CONTACT DEPARTMENT FOR PAYMENT OF SERVICES.

E. IF CONTRACTOR IS REQUIRED TO WORK ON ANY OFFICIAL STATE OF ALABAMA HOLIDAY, HE WILL BE PAID AT A DAILY RATE FOR THE DAY/DAYS WORKED. THE DAILY RATE BEING THE MONTHLY RATE DIVIDED BY 22. THE NUMBER 22 IS THE AVERAGE NUMBER OF WORK DAYS IN A MONTH. IF THE

CONTRACTOR IS REQUIRED TO WORK ON SATURDAY, OR SUNDAY, HE WILL BE

PAID THE DAILY RATE. THE CONTRACTOR IS NOT TO WORK ANY OF THESE

DAYS WITHOUT WRITTEN PERMISSION BY THE DEPARTMENT.

SECTION VII: CLEANING SCHEDULE TO BE PERFORMED BY CONTRACTOR:

ITEMS APPLY ONLY WHERE APPLICABLE TO THE SPECIFIED LOCATION.

CONTRACTOR IS TO CHECK WITH MANAGER AS TO WHAT NEEDS TO BE DONE

IF DIFFERENT THAN WHAT IS LISTED BELOW. ANY CHANGES MADE BY MUTUAL AGREEMENT OF MANAGER AND CONTRACTOR MUST BE CONFIRMED IN WRITING BY THE AGENCY MANAGER TO THE CONTRACTOR AND COPIED TO THE BUYER AS AN AMENDMENT TO THE CONTRACT. ANY REQUIREMENTS IN THE COMMODITY SECTION SUPERSEDES THESE SPECIFICATIONS LISTED BELOW.

***** DAILY (MONDAY, WEDNESDAY & FRIDAY) *****

A. OFFICES AND CONFERENCE ROOM(S)

1. EMPTY WASTEBASKETS. REPLACE ALL OBVIOUSLY SOILED OR TORN LINERS

IN WASTEBASKETS. WASTEPAPER AND TRASH WILL BE PUT INTO TRASH

CAN/ DUMPSTER IN THE MAIN DISPOSAL AREA.

2. DUST MOP TILE FLOORS, TAKING CARE TO GET UNDER FURNITURE AND

INTO CORNERS.

3. DAMP MOP TILE FLOORS TO REMOVE ALL FOREIGN MATTER AND / OR

SPILLAGE.

4. CLEAN, DISINFECT WITH GERMICIDAL DETERGENT SOLUTION AND POLISH

DRINKING FOUNTAINS.

5. EMPLOYEES BREAKROOM, TILE FLOORS ARE TO BE DAMP MOPPED, COUNTER/

TABLE TOP AND SINKS ARE TO BE KEPT CLEAN.

6. FRONT & BACK ENTRANCES & SIDEWALKS TO BE KEPT CLEAN.

7. REMOVE ALL DEBRIS AROUND FRONT & BACK ENTRANCES.

8. SUPPLY CLOSETS TO BE KEPT CLEAN & NEAT AT ALL TIMES.

B. RESTROOMS: MUST BE CLEANED EVERY DAY - ABSOLUTELY REQUIRED

1. EMPTY ALL CONTAINERS AND DISPOSALS.

2. CLEAN MIRRORS.

3. CLEAN AND DISINFECT WITH A GERMICIDAL DETERGENT SOLUTION ALL

WASH BASINS, COMMODES, TOILET SEATS, URINALS AND ADJACENT SURFACES.

4. REMOVE SPLASH MARKS FROM WALLS AROUND WASH BASINS & URNIALS.

5. WET MOP RESTROOM FLOOR USING A GERMICIDAL DETERGENT SOLUTION.

6. EMPTY CANS SANITIZE INTERIOR OF SANITARY NAPKIN CONTAINER.

C. LOBBY ENTRANCEWAYS AND CORRIDORS:

1. DUST MOP FLOORS. DAMP MOP FLOORS.

2. VACUUM ENTRANCE MATS AND REPLACE IN ENTRANCEWAY AFTER FLOOR HAS DRIED.

3. DUST & CLEAN TO REMOVE FINGERPRINTS FROM ALL GLASS.

********************* TWICE WEEKLY ************************

A. OFFICES:

1. THOROUGHLY DUST ALL HORIZONTAL SURFACES, INCLUDING ALL AVAILABLE DESK TOPS, TABLES, FILE CABINETS, WINDOW SILLS, CHAIRS, LEDGES, ETC.

2. REMOVE FINGERPRINTS FROM GLASS TOPPED DESK, DOORS, ETC.

3. REMOVE HAND PRINTS FROM AROUND LIGHT SWITCHES AND DOOR FRAME.

4. DUST ALL VERTICAL SURFACES OF DESK, FILE CABINETS & CHAIRS.

5. REMOVE DUST FROM ALL HARD TO REACH AREAS SUCH AS TOPS OF HIGH

CABINETS, PICTURE FRAMES, BASEBOARDS, LIGHT FIXTURES AND ANY

OTHER AREAS NOT SERVICED DAILY.

6. WET MOP AND SPOT WAX FLOOR WHERE AREAS SHOW EXCESSIVE WEAR.

7. CLEAN ALL GLASS IN PARTATIONS AND DOORS (BOTH SIDES).

B. RESTROOMS:

1. CLEAN TOILETS AND URINALS WITH AN ACID-TYPE BOWL CLEANER AND BOWL MOP.

2. CLEAN TOWEL CABINET COVERS.

3. CLEAN ENTRANCE DOOR.

4. WASH TRASH RECEPTACLES USING A DISINFECTANT.

5. CLEAN EXTERIOR OF PLUMBING UNDER SINKS.

6. WASH AND SANITIZE EXTERIOR OF ALL CONTAINERS IN THE RESTROOMS.

C. LOBBY ENTRANCEWAYS AND CORRIDORS:

1. DUST LEDGES AND MOLDINGS.

2. SPRAY BUFF HEAVY TRAFFIC AREAS.

3. REMOVE EXCESSIVE BLACK MARKS OR SCUFFING FROM TILE FLOORS.

************************* MONTHLY ******* ** ********************

A. OFFICES AND CONFERENCE ROOM(S):

1. REMOVE NOTICEABLE ACCUMULATIONS OF DUST ON CHAIR BOTTOMS, BASE OF COAT RACKS, BOTTOM OF TYPEWRITER STANDS, DOORS, ETC.

2. CLEAN ALL WINDOW SILLS.

SECTION VIII: ANNUALLY

ANNUALLY SERVICE TO BE PERFORMED

1. THOROUGHLY STRIP, RINSE AND APPLY TWO COATS OF FINISH TO ALL

FLOORS - ANNUALLY. ALL WAX SURFACES MUST BE MAINTAINED SO AS TO PROVIDE ANTI - SLIP WALKING CONDITIONS.

2. DUST ALL CORRIDOR WALLS UP TO THE CEILING WITH UNTREATED MOP OR

VACUUM. DUST OR CLEAN CEILING VENTS. (QUARTERLY)

3. LIGHT FIXTURES TO BE CLEANED THOROUGHLY. (SEMI - ANNUALLY)

4. CLEAN ALL WINDOWS (SEMI-ANNUALLY) VENDOR IS RESPONSIBLE FOR THE INSIDE AND OUTSIDE OF THE FIRST AND SECOND FLOORS ONLY. INSIDE ONLY ON THE THIRD FLOOR.

5. DUST ALL BLINDS OR WASH IF NECESSARY. (SEMI-ANNUALLY)

6. CLEAN ALL BASEBOARDS THOROUGHLY. (SEMI-ANNUALLY)

SECTION IX: ADDITIONAL SERVICES:

NOTE: ALL CLEANING SUPPLIES USED BY THE CONTRACTOR SHALL BE COMMERCIAL STRENGTH AND MEET ALL SAFETY REQUIREMENTS. CONTRACTOR SHOULD NOT USE SUPPLIES SUCH AS AMMONIA, ETC. SAFETY DATA SHEETS PERTAINING TO CLEANING SUPPLIES SHALL BE GIVEN TO MANAGER OF EACH OFFICE, TELEPHONE SERVICE: EACH CONTRACTOR SHALL PROVIDE A TELEPHONE NUMBER, TELEPHONE ANSWERING MACHINE AND/OR FAX # (NO CELL PHONES) TO ENABLE THE STATE TO GET IN TOUCH WITH THE CONTRACTOR AT ANY TIME CONCERNING JANITORIAL SERVICES. CHANGES IN PHONE NUMBERS SHOULD BE GIVEN TO THE DIVISION OF PURCHASING IN WRITING AS SOON AS POSSIBLE. CALLS MUST BE RESPONDED TO AS SOON AS POSSIBLE - NO LATER THAN 24 HOURS AFTER CALL (THIS IS FOR WORK DAYS ONLY). PROBLEMS MUST BE HANDLED DURING THE WORK HOURS - NOT AFTER WORK HOURS OR WEEKENDS. CALLS WILL BE CONFIRMED IN WRITING. FAILURE TO RESPOND WILL BE CONFIRMED IN WRITING.

SECTION X: DEFAULT BY VENDOR:

IN CASE OF A DEFAULT ON A CONTRACT AND/OR ORDER BY A VENDOR, THE STATE MAY PROCURE THE GOODS OR SERVICES FROM OTHER SOURCES AND HOLD THE VENDOR RESPONSIBLE FOR ANY EXCESS COST IN PRICE AND/OR HANDLING.

SECTION XI: INSPECTION OF SERVICES

EACH CONTRACTOR IS EXPECTED TO ENSURE PERFORMANCE TO STANDARD THROUGH HIS OR HER QUALITY CONTROL SYSTEM. INCOMPLETE PERFORMANCE DISCLOSED BY STATE OR DEPARTMENT INSPECTIONS, AT THE SOLE ELECTION OF THE STATE AND UPON NOTIFICATION TO THE CONTRACTOR, THE CONTRACTOR WILL BE REQUIRED TO CORRECT OR PERFORM LATE ANY OR ALL DEFICIENCIES. THE CONTRACTOR SHALL EXPLAIN, IN WRITING WITHIN FIVE (5) DAYS, WHY PERFORMANCE WAS UNACCEPTABLE, HOW PERFORMANCE WILL BE RETURNED TO ACCEPTABLE LEVELS, AND HOW RECURRENCE OF THE PROBLEM WILL BE PREVENTED IN THE FUTURE. THE STATE MAY RE-INSPECT ANY OR ALL LOCATIONS FOR POOR PERFORMANCE, AND THE CONTRACTOR MAY BE HELD LIABLE FOR THE COST ASSOCIATED WITH RE-INSPECTION. QUARTERLY INSPECTION WITH VENDOR AND DEPARTMENT OFFICIAL REQUIRED WITH A COPY OF INSPECTION SENT TO PURCHASING.