Janitorial Specs UPDATED v1 Aug 2026.pdf

pg. 1 v10

Department of Transportation

Interstate Rest Areas

Janitorial Specifications

July 2025 Rev. August 2026

pg. 2 v10

I N D E X

Definitions/Acronyms 1.0

General Instructions and Responsibilities 2.0

Rest Area Building General Requirements 3.0

Rest Area Personnel/Minimum Wage/Uniforms 4.0

Inside Janitorial Responsibilities 5.0

Outside Janitorial Responsibilities 6.0

Janitorial Contractor Maintenance Requirements 7.0

Rest Area Closing 8.0

Emergencies 9.0

pg. 3 v10

1.0 Definitions/Acronyms:

“Department” means the Iowa Department of Transportation.

“Contractor” means upon award of the Contractor name will be indicated on the executed contract.

“Contractor Personnel” means an individual hired by the Contractor and is the point of contact for coordination and resolution of escalated issues.

“Attendant” means an individual hired by the Contractor and is responsible for cleaning and maintaining

“Contractor Staff” means the entire group of Contractor Employees assigned to clean and maintain an Interstate Rest Area. (“Staff”) (“Attendant”), (“Employee”), (“Personnel”).

“Operations Manager” means the Department employee who oversees an assigned area of the rest area program and who serves as the Department’s point of contact for the Contactor of their location(s).

“Rest Area Administrator” means the Department employee who serves as the point of contact for coordination and resolution of escalated issues.

“Coordinator” means the Department employee who serves as the point of contact for the

Contractor regarding invoice review, payment, reconciliation of log sheets, sign-in, timesheets, compliance performance, and deductions.

“Crossover” means the instance requiring Attendants to switch buildings in the middle of shifts to clean a specific-gender restrooms. The Operations Manager will need to approve and help determine timing of Crossovers.

“Rest Area” means a facility owned by the Department and is located on a roadside with restrooms and other facilities for use of motorists.

“Old Buildings” means older buildings with one restroom per gender.

”New Buildings” mean modern facilities with restrooms that have two sections for each gender.

“Extenuating Circumstances” means unforeseen events that happen and can’t be solved immediately.

“Major Cleaning” means a full deep clean of all restrooms. Duties will need to be discussed with Operations Manager.

‘QR Code” means a two-dimensional barcode that stores information that can be scanned by a smart phone camera.

2.0 General Instructions and Responsibilities:

The Department will respond to all questions, establish the responsibilities of the Janitorial

Contractor, and have the final approval for the quality and acceptability of all work performed under this Contract. Contractor will be responsible for janitorial staffing and services for Rest

Areas as defined herein. The name and contact information for the Operations Manager shall be provided to the Contractor.

If the Contractor has not previously contracted with the Department, they must provide three

(3) work references for like or similar projects. References should include number of years Contractor provided services to reference, name of company, phone number, email address and contact name.

A Contractor will not be Awarded more than four (4) location/sites.

Reporting and Payment

The Contract shall submit an invoice to the Department following approval of timesheet review from the Operations Manager. by the end of the business on the last day of the month.

The invoices shall include a formal timesheet report showing hours worked and hours not worked. The Department will reject an invoice if a timesheet is not included. Failure to submit timesheets for two consecutive months may result in contract termination.

Worked Hours will be determined based on log sheets, Department sign-in, and Contractors formal timesheet. Department will compare vendor timesheet hours with log sheet and

Department sign-in to determine vendor payment.

The Department will perform periodic inspections to determine if the quality of work is acceptable. Results of inspections will be discussed during weekly and monthly meetings with Contractor Personnel.

Contractor Requirements

pg. 4 v10

pg. 5 v10

Contractor service hours may vary by season and by site. A Contractor should thoroughly review the specifications to determine what requirements will be necessary to meet

Department expectations.

Contractor is required to have an Attendant on duty at all rest area buildings for the entire scheduled shift. It is the responsibility of the Contractor to immediately notify the

Operations Manager if any building will not be fully staffed during any scheduled shift.

The expectation is that the Contractor will ensure that all buildings are always fully staffed at each location as per the Department schedule defined herein. NO EXCEPTIONS! In the event of extenuating circumstances, such as severe inclement weather, Contractor must keep building staffed per Department’s schedule in the safest manner possible, which may include leaving the previous shift already at the location onsite. The Contractor will have no more than one missed shift and/or unstaffed building during the term of the contract. The

Contractor must immediately notify the Operations Manager by text, phone (no voicemail) or email if building will not be fully staffed during any shift and must inform the Operations

Manager of plan to fully staff the building.

Unless approved by Operations Manager, if Contractor staff is not onsite during scheduled work time and/or building is left unattended it may result in contract termination. This will be at the sole discretion of the Department.

Contractor Communication Requirements

Contractor Personnel must:

• Have verbal communication with Operation Managers at least once a week.

Discussion will include items listed in specifications and requirements.

• Have a monthly site visit with Operation Managers.

• If Operation Manager is unable to reach the Contractor Personnel the Contractor

Personnel must respond within 24-48 hours.

• It must be the Contractor Personnel that attends the meetings.

Building Keys

The Contractor must not give keys to individuals other than Contractor Staff. All keys must be returned to the Rest Area Administrator when the contract is complete. The Department will withhold final payment until all keys are returned. If it becomes necessary to change the locks at a building because of failure to return keys or Contractor Staff problems all cost associated with the process will be deducted from Contractor’s final payment. Contractor is responsible for cost of keys that need to be replaced because they are missing or broken.

Contractor will be allotted a specific number of keys for each building.

Department Sign-in

The Department will provide a QR Code to the Contractor for use to sign in for a shift.

pg. 6 v10

All Contractor Staff must log in at the start and log out at the end of every shift by using the

Department required QR code and the Rest Area Wi-Fi . Contractors must supply a device for their staff to log in and log out on, device must remain onsite at the Rest Area. If Contractor staff does not use Department Wi-Fi at their scheduled location when they log in and out, then their hours will not be counted on the timesheet unless communication has been made by the Contractor with the Operations Manager and is approved by the

Operations Manager. Contractor Staff must log in and out ONLY on the Contractor device. Logging in and out on smart phones is NOT allowed.

Staffing Hours

New Buildings: 40 hours per day per building 2 Attendants staffed- 5:00am to 1:00pm CT (16 hours) 2 Attendants staffed- 1:00pm to 9:00pm CT (16 hours) 1 Attendant staffed- 9:00pm to 5:00am CT (8 hours)

Old Buildings: 16 hours per day per building 1 Attendant staffed- 5:00am to 1:00pm CT (8 hours) 1 Attendant staffed- 1:00pm to 9:00pm CT (8 hours)

Scales 1 Attendant staffed at Scale Site to clean scale for a maximum of two (2) hours per day. Scale does not require staff onsite beyond two (2) hours per day.

Scales sites must be cleaned daily.

Rest Area Groups with Two Old Buildings

Women’s restrooms must be cleaned by a woman and Men’s restrooms must be cleaned by a man so Contractor must ensure there is one male Attendant and one female Attendant for the entire shift. Female will be in one building and male in the other building and Contractor staff may make crossovers as needed.

Rest Area Groups with One Old Building and One New Building

The New Building may be staffed with either two men, two women or one of each. However, the Old Building will require a male and a female Attendant to clean, so it is in the best interest of the Contractor to have both. Contractor must ensure that during Crossovers there is always one Contractor Staff in a New Building. New buildings should only be left unstaffed in an emergency in which case the Contractor is required to notify the Operations Manager immediately.

Rest Area Groups with Two New Buildings

The New Buildings can be staffed with either two men, two women, or one of each. There must be one (1) person at each building at all times. No crossovers between shifts are required.

pg. 7 v10

Scale Sites:

Jasper Scale (Mitchellville) location (New Buildings)

Dallas Scale (Adair) location (New Buildings)

Scale sites have two (2) unisex restrooms. Contractor must clean restrooms daily. One restroom should always remain open when cleaning the facility. The Jasper Scale is tied to the Mitchellville West Bound location so the same Contractor must service both locations.

The Dallas Scale is tied to the Adair East Bound location so the same Contractor must service both locations. Contractor must always adhere to staff requirements.

3.0 Rest Area Building General Requirements

Rest Area Groups with at least one Old Building

The rest area restrooms (Old Buildings) are not to be closed for cleaning unless extenuating circumstances exist. Contractor must ensure that a female Attendant will perform all Major

Cleanings in the women’s room and a male Attendant will perform all Major Cleanings in the men’s room. NO EXCEPTIONS.

There may be circumstances when Contractor needs to close the restroom to clean due to issues such as a toilet overflowing. Contractor must receive approval from

Operations Manager prior to closing the restroom.

Major Cleanings are to be performed at a minimum at the start of each shift. Staff must adhere to requirements that a male cleans the men’s restroom and a female cleans the female restrooms, unless a restroom can be safely and appropriately closed by section and allow the other section to remain open to the public, in which case the opposite gender may clean the restroom section that is closed. Contractor to ensure Major Cleaning is done in all building restrooms.

Any Attendant in the opposite gender restroom must have the doors open, with the cleaning cart in the restroom. An Attendant doing spot cleaning in the opposite gender restroom must leave immediately upon request from patron to use the facility. REST ROOM DOORS

ARE TO REMAIN CLOSED UNLESS THE ROOMS ARE BEING CLEANED.

Rest Area Groups with New Buildings

The new rest area design has two men’s rooms and two women’s rooms and a separate family restroom. This design allows one of the rooms to be cleaned while keeping the remaining restrooms open for the public. While restroom is being cleaned, the doors must remain open with a cleaning cart at the entryway and the ‘Closed for Cleaning’ sign must be displayed. The cart and sign must be removed when cleaning is complete. NO EXCEPTONS!

Restroom doors can only be closed with Operations Manager approval. Unless there are extenuating circumstances, restroom doors should never be closed for cleaning.

Rest area buildings are to be staffed for the entire scheduled shift. A reasonable amount of time will be allowed for crossovers during shifts where applicable.

CONTRACTOR MUST POST A JANITORIAL SCHEDULE IN EACH BUILDING AT ALL

TIMES. The schedule will include starting and ending times, crossover times, normal breaks, and lunch times. There are circumstances that may exist that would require some flexibility in the schedule. However, if the Contractor is aware of personal reasons that would not allow an

Attendant to follow the posted schedule, then the Contractor must inform the Operations

Manager. Contractor must send schedule to Operations Manager via email. Janitorial

Schedule needs to be approved or provided by Operations Manager.

Engaging with Rest Area Patrons

Contractor to ensure their Staff acts in a professional and polite manner when engaging with the public. When patrons speak to Staff, they should respond in a polite and courteous manner but otherwise should not engage with Rest Area visitors.

Employee Training:

The Contractor will be provided training by the Operations Manager for specific tasks. (Special sessions may be scheduled at the beginning of each contract period for training). It is the responsibility of the Contractor to provide training for all their employees. Contractors should provide copies of these specifications to all new employees. Contractors must submit a signed document showing employees have received the specifications and proper training. Contractor must also provide a form signed by the employee stating that the employee understands the requirements and specifications to the Operations Manager. These documents should be sent to the Rest Area Administrator at restarea.invoices@iowadot.us.

Note: The Contractor will be instructed as to what chemicals will be used for each item outlined below. Cleaning procedure may vary depending on building design and size.

The restrooms are to be kept clean at all times during a scheduled shift. Crossovers will be allowed if needed to fulfill gender requirements for cleaning. If a major problem exists on one side or the other, it may be necessary for both Attendants to be on the same side while the problem is resolved. These situations are rare, and the Operations Manager should be contacted immediately if that occurs.

4.0 Rest Area Personnel / Minimum Wage / Uniforms

Personnel are employees of the Contractor. The Contractor shall exercise complete control over the rest area Personnel, will be liable for their conduct, and pay all wages and benefits and all applicable federal, state, and local taxes, unemployment, and any similar taxes.

CONTRACTOR MUST POST BOTH FEDERAL AND STATE MIMIMUM WAGE LAWS IN

THE REST AREA.

pg. 8 v10 mailto:restarea.invoices@iowadot.us

pg. 9 v10

The Contractor shall provide Personnel who are able to fulfill the duties required and are always neat and clean when they are on duty at a rest area. Staff must be able to lift 50lbs. Personnel must be able to communicate with the public and Department staff and follow written and oral instructions and document daily activities. At least one employee per building must be fluent in speaking and writing in English.

Contractor will ensure that their staff are in uniforms approved by the Department and

PROVIDED BY THE CONTRACTOR. CONTRACTOR WILL BE ALLOWED ONE WEEK FOR

NEW STAFF TO BE IN UNIFORM. IN THE INTERIM THEY ARE TO WEAR A SAFETY VEST

AT ALL TIMES. Contractor to provide vests to their staff. Contractor to ensure colors and styles are consistent for all Staff. Shirts will be tucked in or square bottom. Uniforms must be approved by Operations Manager. Safety vests must be worn by all staff at all times.

Department will provide logo patch that must be placed on the Safety vests. Contractor to ensure that the patch is securely adhered to the vests at all times. DOT will provide safety vests to Contractor for their employees. Contractor is responsible for costs of vests that need to be replaced due to loss or damage.

Shorts are allowed if color and length are appropriate. Women’s shorts must be at least seven

(7) inches long. Men’s shorts must be at least nine (9) inches long. Shoes must always be worn.

NO OPEN TOED SHOES OR SANDALS WILL BE ALLOWED. Hats are optional but if worn should be a solid color that matches the uniforms without advertising. Contractor must provide safety vests for their staff. Vests must be worn inside and outside of the building(s) at all times. It should always be obvious to the traveling public that an Attendant is on duty at the rest area. Failure to wear an approved uniform will be considered a violation of this contract and may result in disciplinary action.

The possession of firearms, alcohol or drugs by the Contractor Staff is prohibited at any rest area.

• SMOKING IS NOT ALLOWED IN ANY REST AREA BUILDING.

• SMOKING IS PROHIBITED ON THE REST AREA GROUNDS UNLESS IN THEIR

PERSONAL VEHICLES.

• COLLECTING CANS IS PROHIBITED.

• SLEEPING IS NOT ALLOWED WHILE ON DUTY, INCLUDING WHEN

CONTRACTOR STAFF IS ON BREAK.

All BULLETS LISTED ABOVE ARE CONSIDERED CONTRACT VIOLATIONS AND MAY

RESULT IN DISCIPLINARY ACTION UP TO CONTRACT TERMINATION.

Rest Area Closings

At various times it may be necessary to close a rest area for maintenance, repair or power outages. The Contractor Staff on duty will be expected to assist the Department by notifying the travelers of the closing or other responsibilities as directed by the Department as the situation warrants.

pg. 10 v10

Inclement Weather

Contractors are expected to staff the rest areas for the entire scheduled shift in all weather conditions. If the contractor decides to allow the Attendants on duty to leave the site due to weather conditions, it is the Contractors responsibility to cover those hours.

The only exceptions would be if directed by the Iowa State Patrol or another Law

Enforcement Agency or the Iowa Department of Transportation to leave the facility.

Occasionally additional services may be requested by the Department. For example, assisting with additional cleanup (sewer backup, watermain break, additional snow removal, etc.) which may require extra hours from the Contractor. Department will compensate Contractor for any approved additional hours beyond the scope defined herein.

5.0 Inside Janitorial Responsibilities

The Department will provide all supplies necessary to perform the inside janitorial responsibilities described below. The Contractor is required to provide basic hand tools to do the job. Any additional tools or equipment needed will be provided by the

Department.

Note: The contractor will be instructed as to what chemicals will be used for each item outlined below. Cleaning procedure may vary depending on building design and size.

Inside Requirements:

Contractor must ensure their Staff adheres to the following:

1. ADA Restrooms (New Buildings Only)

a. ADA Restrooms must be cleaned each shift.

b. When in use, a red sensor light will show above the restroom door. When not in use, a green sensor light will show above the restroom door. When the light is green, the restroom should be cleaned, and the door propped open when cleaning is finished.

c. Contractor Staff should check on patron if they are in ADA restroom for a long period of time.

d. Restrooms should be cleaned on a regular schedule.

e. Adult changing bed must be kept clean and operational.

f. Door should never be closed and locked to keep patrons out unless approved by Operations Manager.

2. Ceilings and Beams (Generally Old Buildings)

a. Clean ceilings, beams and all other surfaces where dust and dirt collect as necessary and always keep clean.

b. Ceilings should be cleaned every six (6) months, or as directed by the

Operations Manager, with a mild cleaning solution. (Old buildings only)

3. Ceiling Fans

pg. 11 v10

a. Clean ceiling fans as needed and operate as directed by the Department.

4. Clocks

a. Check daily to verify time.

b. Reset as necessary for daylight savings time.

c. Keep face of clock clean.

d. Replace batteries as needed.

e. Notify Department of any malfunctions.

5. Daily Reports and Log sheets

a. Contractor will maintain daily activity logs at each site.

b. The logs need to list activities as they are performed, but not filled out past the current activity, this includes the start and stop times of each activity.

c. The daily logs should also reflect weather conditions, e.g. rain, snow, ice.

d. Contractor must document all accidents, vandalism or unusual activities.

e. An entry should be made in the logs any time an ambulance or law enforcement is called to the site. The Department should also be contacted as soon as possible. (In addition, a separate Incident Report Form provided by the

Department will be filled out for these occurrences and given to the

Operations Manager)

f. All entries in the logbooks for activities and notes should be factual information.

g. A checklist of daily, weekly, or monthly activities will be provided.

h. Any maintenance items must be written on the maintenance request list with the date and the Contractor Attendants name or initials.

i. Lost and found items will be tagged and entered on the Department provided log. If items found are considered valuable, the Department is to be contacted immediately. If there are questions, the Contractor must contact the Operations

Manager. Contractor should not try to locate the owner by looking through the item.

6. Display Case

a. The inside and outside glass and frame of the display case shall always be kept clean.

b. There may be occasions when the Department needs assistance in “rebooting” the computers in the kiosks. The Operations Manager assigned to the areas will explain the procedure to the Contractor Staff

7. Doors (Vestibule, Lobby and Restroom)

a. All doors shall be cleaned with a disinfecting solution at each scheduled cleaning and kept clean of any dirt, always remove graffiti etc.

b. Clean glass with appropriate product and glass should always be kept clean.

c. In the Older Buildings the restroom doors will remain closed except when the room is being cleaned. In the New Buildings the doors should always be open unless instructed by Operations Manager to close. A ‘Closed Sign’ will be

pg. 12 v10 provided by the Department and should be displayed by restroom entrance and the cart should hold the door open during cleaning.

d. On occasion weather conditions, particularly wind, will require one of the doors on the Old Buildings to be locked. It’s also feasible in the new facilities conditions may dictate locking the sliding doors. The Contractor is to use good judgement on the current weather conditions and whether locking the door affected by the wind is warranted. If the Attendant locks the doors, signs must be posted directing the traveler to use the other door.

e. NOTE: The damages that can occur when doors are not locked can be extensive. Contractor must enforce this with their Staff.

8. Drinking Fountains

a. Fountains must be kept clean with disinfecting solution to keep rust and lime deposits from accumulating.

9. Fire Extinguisher

a. Fire extinguishers must be checked at the beginning of each month and the card attached to the extinguisher must be filled out.

b. If extinguisher is empty, Contractor Staff must contact the Operations Manager for replacement.

10. Floors

a. Floors must be swept and kept clean at all times. Buildings with terrazzo floors should be dust mopped multiple times a shift.

b. ‘Walk behind’ floor scrubber should be used at minimum once per shift and more often during inclement winter weather. Always dust mop before using floor scrubber.

c. All restrooms will be deck scrubbed during the Major Cleaning one time per year at the following frequency: Areas working sixteen (16) hours per day, deck scrubbing is required twice per day in each room, according to the time on posted schedule. Areas working twenty-four-hour (24) shifts (New Buildings) are required to deck scrub three times per day in each room according to the time on posted schedule.

d. Remove excess water using a dry mop or fans immediately after cleaning.

e. Power scrub restrooms, vestibules and lobby as directed by the Department.

Power scrubbing shall be done in the late evening or early morning hours.

Contractor will train Staff in the use of power scrubbers and burnishers.

f. Restroom, vestibule, and lobby floors shall be mopped with clean water and a disinfecting solution at each mopping and kept clean at all times.

g. New building with terrazzo floors will be cleaned as instructed by the

Department.

h. Use of wet floor signs are required. Signs provided by Department.

pg. 13 v10

i. Contractor is responsible for training employees on machines provided and then provide proof that employees were trained. Employees not trained should not be using the machines.

11. Hand Dryers

a. Check if operating correctly when cleaning.

b. Hand dryers should be cleaned with a disinfecting solution including walls.

c. Hand dryer air intake vents should always be kept clean.

12. Lavatories

a. Clean and always disinfect all surfaces including the underside of the lavatory, also including fittings and hardware, and should be kept clean.

b. Remove any debris from sink drain guard and flush monthly.

c. Clean lens covers over electric eyes and check for proper operation.

d. Flush drains with garden hose weekly.

13. Lighting

a. Clean outside of light fixtures and inside of can lights weekly. Lighting fixtures vary by building, clean inside of fixture and change bulbs as directed by

Operations Manager. Record on maintenance sheet any lights that are not working.

14. Map Holders

a. Always keep maps stocked in holder.

b. Clean holder and cover daily with a damp cloth.

15. Mats

a. Mats should be used in inclement weather conditions only! Mats should be alternated daily and washed weekly or as needed. When conditions improve and there no longer is any “tracking” on the floors, the mats will be cleaned and stored in the appropriate area. Department provides mats.

b. ‘Wet Floor’ signs should only be used when the floors or conditions warrant. They must not be left out at other times.

16. Mirrors and Frames

a. Mirrors must be kept clean at all times.

17. Monitors

a. Monitors must be kept clean at all times. Clean all monitors very carefully, monitors should only be dusted. Do not use any products to clean monitors.

18. Partitions

a. Partitions should be kept clean and disinfected at all times.

b. All graffiti shall be removed immediately.

pg. 14 v10

19. Registers, Vents, Grates and Louvers

a. All registers vents grates and louvers shall be removed (when possible) and cleaned monthly or as directed by the Department.

20. Sanitary Napkin and Waste Receptacles

a. Empty all receptacles in restrooms at each cleaning, receptacle must be kept locked if a lock is available.

b. Clean and disinfect the receptacle and wall area around the compartment at each cleaning.

c. Thoroughly clean and disinfect inside of compartment and polish exposed areas weekly.

d. Doors should be checked for proper operation daily.

21. Signs

a. All signs attached to the building shall be kept clean and disinfected at all times.

b. Damaged or missing signs should be reported to the Operations Manager.

c. ‘Out of Order’ signs will be provided by the Department. Handwritten signs are not allowed.

22. Soap Dispenser / Hand Sanitizers

a. Check dispenser for proper operation during each cleaning and periodically throughout the shift. Contractor Staff must notify the Department if dispenser is not working.

b. Contractor Staff to check pumps and change if not working properly

23. Telephones

a. Clean daily with disinfectant.

b. Notify the Department of any malfunctions.

c. Utility room telephones are for business use only. When answering the utility room telephones the Attendant should first give the rest area name, direction of travel or building number and then their name.

d. Contract to enforce that Staff personal cellular phone use should be limited to breaks or emergencies only.

e. Contractor to train Staff to always be in earshot of the phone or carry the cordless phone with them so it can be answered.

24. Toilets and Urinals

a. Toilets and urinals must be kept clean and disinfected at all times.

b. Toilets shall be plunged or augured if plugged.

c. Any malfunctioning toilets or urinals the Contractor is unable to repair must be reported to the Operations Manager as soon as possible.

d. Locking stall doors and posting of ‘Out of Order’ signs is the last resort. If this becomes necessary, use the signs provided by the Department. Handwritten

pg. 15 v10 signs are unacceptable. Out of order stalls or sinks need to be reported to the

Operations Manager immediately.

25. Toilet Dispensers and Tissue

a. Check dispensers frequently for proper operation and to make sure there is tissue.

b. The dispensers accommodate two rolls of tissue at one time. Allow rolls to empty before replacing. Replacing rolls before empty is unacceptable.

26. Trash Disposal

a. Trash receptacles will be checked at each cleaning and periodically through the shift. Trash shall be removed from the building and disposed of properly.

27. Utility Rooms

a. Floors must be swept and mopped daily.

b. Utility room sinks must be cleaned daily with an abrasive cleaner.

c. Desk and storage areas must be cleaned daily.

d. Entire room is to be kept neat and orderly.

e. Any leaks or malfunctions found shall be added to maintenance list for the

Department. Any leaks must be reported to the Operations Manager immediately.

f. All hazardous material must be stored in the yellow flammable cabinet.

g. At Old Buildings, Contractor to enforce that the utility room door at Old Buildings must always be locked when the Attendant is not inside. When the Attendant is inside the door needs to be unlocked.

h. At New Buildings, Contractor to enforce that the utility room door needs to be locked when Attendant is not inside unless they are working in the lobby and can always see the door. The door must always be locked otherwise.

i. If Contractor Staff ever feels threatened or unsafe they should lock themselves in a room and call 911.

j. Contractor Staff’s personal items and reading materials should be limited and kept out of site when not needed.

k. Contractor to enforce that televisions and other mobile devices, other than personal phones, are prohibited in the utility rooms.

28. Vending Buildings

a. Contractor Staff must not loiter in vending buildings.

b. There are no cleaning activities in the separate vending buildings. Vending machines located in the New Facilities will require daily disinfectant and cleaning of glass and clean up when messes occur.

c. Operations Manager will contact vendor if problems occur. ‘Out of Order’ signs will be provided by Department and should only be posted with approval from the Operations Manager. The Contractor Staff must inform the Operations

Manager of any issues with the vending company that are unresolved.

pg. 16 v10

29. Visitor Counters / New buildings

a. Attendant will register visitor counts and reset each morning.

30. Walls

a. Restroom walls must be cleaned and chemically disinfected at minimum twice per week.

b. All walls must be kept clean at all times. Foreign materials or graffiti must be cleaned immediately.

c. Wall area around lavatories, commodes and urinals must be cleaned at each

Major Cleaning and kept clean.

31. Water Meter

a. Daily water meter readings must be recorded on sheet furnished by the

Operations Manager. Instructions and training provided by Operations

Manager.

32. Water Systems

a. The Department will instruct the contractor of specific duties that are required at all facilities. Some facilities are on a well system and require specific actions to be taken.

33. Weather Information Monitor

a. Check daily for proper operation. Contact the Operation Manager if it is not functioning properly.

34. Welcome Centers / New Buildings

a. Contractor Staff must open the Welcome Center doors at 8:00 am CT and lock them at 5:00 pm CT every day. A sign provided by the Department will be placed in the doorway alerting travelers that the center is open to use.

Contractor to enforce that their staff is courteous and respectful with the public but should not loiter at the Welcome Center when the cleaning is complete.

b. All cleaning activities that are required in the rest area buildings are also required in the new Welcome Centers. Most cleaning activity will occur when the facility is closed or in the evening, unless Department requests it to be cleaned at other times. New Welcome Centers must be kept clean at all times.

Pamphlets should be filled as directed by the Operations Manager. Contractor

Staff should watch for any vandalism and report any incidents immediately to the Operations Manager.

35. Windows

a. Clean windows daily.

b. Clean sills daily.

pg. 17 v10

c. Lobby windows shall be cleaned daily unless freezing temperature persists.

Use washer fluid with cleaning solution when temperatures range from 20 to 35 degrees.

d. Contractor is responsible for all window cleaning.

e. Contract may use Subcontractors for window cleaning. Contractor is responsible for the subcontractor’s work. Department must give permission for use and approval of subcontractor.

6.0 Outside Janitorial Responsibilities

The Department will provide all supplies necessary to perform the outside janitorial responsibilities described below except for snow removal equipment.

The Contractor is expected to have the necessary hand tools available at each site to perform these duties. Contractor provides all equipment except heavy equipment, including snow shovels, ice scraper, spreaders, ice melt etc.

The Contractor will be provided training by the Department for specific tasks. Special sessions may be scheduled at the beginning of each contract period for training. It is the responsibility of the Contractor to provide training for all their employees. Contractors must submit a signed document showing employees have received the specifications and proper training. Contractor must also provide a form signed by the employee stating that the employee understands the requirements and specifications to the Operations Manager. Any employee on duty at a rest area that is not properly trained will be considered in violation of this contract.

At New Buildings with two (2) Attendants onsite, only one (1) Attendant is allowed outside at a time so that one (1) Attendant is always in or around the front of the building. When only one (1) Attendant is on staff at the New Building outside duties should be restricted to emptying trash cans and picking up large debris. Special attention needs to be paid to the building which may require stoppage of trash pickup and going inside to check on the building. After checking on the building trash removal can be continued.

Contractor to enforce that their Staff always wear a safety vest, especially when working outside Vest may be removed when cleaning around toilets but must be put back on immediately following toilet cleaning.

Outside Requirements:

1. Barbeque Grills

a. Grills are to be checked and cleaned daily during the summer months.

2. Flags

a. If flags are NOT LIT, flags must be raised at sunrise and lowered at sunset. Flags must be folded properly and placed in a clean dry place.

b. Flags will always be handled with respect.

pg. 18 v10

c. The Operations Manager will notify the Attendant on duty when to replace the flags.

d. The Operations Manager will give notification when flags are to be flown at half-mast.

4 Flowers and Special Planted Areas

a. Flowers and plants will be provided by the Department and planted by the

Contractor unless otherwise directed by the Department.

b. The Contractor is responsible for watering, weeding, cultivating, mulching, replacing, and fertilizing all areas of special plantings in planters or planted areas.

It may be necessary to remove some plants at the end of the season.

c. Note: Special landscaped areas at New Buildings are the responsibility of the Lawn

Care Contractor. The Operations Manager assigned to each area will determine the janitorial responsibilities under this paragraph. This will be explained in the pre-bid visit and Contractor must explain janitorial responsibilities to their Staff.

5. Freight Delivery

a. Contractor is expected to assist with the freight delivery if possible. This may be as simple as holding a door or actually carrying supplies to the building. Contractor

Attendant must assist with doing inventory of the supplies after delivery.

6. Kiosks (where applicable)

a. Floors shall be swept daily and kept clean.

b. The glass on the outside of the display case must be kept clean at all times.

c. The inside glass must be cleaned monthly.

d. Any Information posted must be approved and provided by the Department.

e. Contractor Staff must inform Operations Manager if information is posted that is not from the Department.

7. Litter Pickup and Sweeping

a. The rest area grounds, sidewalks, entrance-exit ramps and parking areas will be kept clear of paper, bottles, cans, cigarette butts and all other foreign matter. All drainage intakes, outlets and pipes will be kept free of debris.

b. The entire rest area grounds must be checked daily and kept free of litter at all times. (Rest area grounds include all the area from the shoulder of the interstate to the right of way fence at the outer edges of the rest area property)

c. Contractor Staff must wear a safety vest when walking along entrance and exit ramps or near the interstate mainline.

d. Sidewalks in front of building must be swept daily. Sidewalks in front of the building must be hosed weekly if weather permits.

e. Curb areas must be swept twice per week. This includes both sides of the median curb between the car and truck parking, as well as the car parking curb and the outer truck parking curb.

f. Gum must be scraped and removed daily on all concrete surfaces.

pg. 19 v10

g. Bird droppings must be removed daily from sidewalks, picnic tables, and picnic shelter pads and outside building beams. Picnic tables must be disinfected daily

May 1st through Nov 1.

8. Miscellaneous Items

a. Any problems relating to the following items should be reported to the Operations

Manager. Signs, area lights, all fences in rest area boundary, sidewalk joints that are greater than ½” in elevation and any other items that the contract deems necessary.

9. Parking Lot Oil Spots

a. Oil spots in the parking areas must be worked on twice per week or as needed.

10. Picnic Areas

b. During warm weather, picnic tables must be washed daily before 9:00 a.m. CT.

Tables should be checked frequently throughout the day and kept clean.

c. Tables should also be checked in cooler weather and cleaned if they have been used.

d. Concrete picnic table pads must be cleaned daily. Pads should be swept or hosed and scrubbed if stains exist.

11. Rest Area Rules

a. Rest area rules are posted at each building by Department. Contractor Staff shall politely notify patrons when violations are sited. Confrontations are to be avoided.

b. Signs indicating where pets are allowed are posted at each rest area.

Contractor Staff shall politely notify patrons of these locations if they have a pet in a restricted area.

12. Snow Removal

The Contractor is responsible for snow removal in designated areas at each site.

The Contractor will provide all power equipment and the fuel necessary to operate the equipment. All Contractor Attendants must be knowledgeable in the operation of the equipment used for snow removal. Additional help may be added with approval from the Operations Manager.

The following areas are designated for snow removal: Sidewalks in front of building from end to end, sidewalks around the building and kiosk, sidewalks and crossovers between the car and truck parking areas and any location where there are steps. The entire handicapped parking access adjacent to the front walk should always be kept clear. Areas around benches, trash barrels and vending machines should be kept clear of snow. Snow should be removed from edge to edge on all sidewalks. A path at least

36” wide adjacent to the curb in the parking lot will be kept free of snow and ice. Picnic area sidewalks do not need to be cleared.

pg. 20 v10

a. During snowstorms, snow shall be removed continuously to maintain an access path from the curb to the rest area building.

b. Snow and ice will be completely removed down to the pavement or sidewalk within eight (8) working hours from the end of the storm. Contractor to keep pavement and sidewalk clear at all times.

c. Contractor to ensure that snow will not be piled on trees or shrubs and will not be blown into the parking lot by Contractor Staff if the Department crews have cleared the area. If motorized vehicles are used, snow shall not be pushed into picnic areas.

d. All snow removal will be performed under normal traffic conditions.

e. Ice removal chemicals are provided by the Department and should be used on ice in and around the building area and sidewalks. Snow is to be removed prior to using ice melt and care should be taken not to overuse the chemicals.

f. Contractor Staff may be asked to assist the Department with traffic control when the plows are clearing the car and truck parking areas. It may be necessary to reopen the sidewalks between the car and truck parking areas after Department’s vehicles are finished. Contractor may use subcontractors for snow removal. Contractor is responsible for the subcontractor’s work.

Operation Manager must give permission for use and approval of subcontractor.

g. Contractor must ensure that handicap spots and curbs are kept clear of snow for safety.

h. Contractor must ensure pathway to all doors is cleared of snow and debris and maintained as described herein.

i. Contractor must ensure restrooms are always kept clean and in good condition. Contractor is responsible for cleaning the inside of buildings at required levels even on days when they must clear snow outside.

13. Inspection of Parked Vehicles

a. Contractor Staff should check parked vehicles periodically for a cursory inspection to determine if passengers need help.

b. Any vehicle parked for an abnormal length of time with engine running or in a location not normally used for parking shall be checked more thoroughly by Contractor Staff. Contractor Staff must report Vehicles left onsite for more than 24 hours to the Operations Manager.

c. Contractor Staff must make every effort not to interfere with the privacy of the passengers unless something is obviously wrong. Anytime that Contractor Staff sees someone in danger or at medical risk, or believes there is an emergency situation, they are to immediately call 911.

pg. 21 v10

14. Trash Control

a. Trash receptacles must be emptied before they are full. Depending on the time of year and the number of visitors this can vary from once per day to several times per day

b. Receptacles and lids shall be thoroughly washed twice per week during the summer.

c. The inside liners should be washed twice per month during the summer.

d. All trash receptacles will be lined with trash bags. Use bags only once. Trash bags are to be disposed of in the dumpster located at each rest area.

Dumpsters are to be kept locked at all times.

e. Minor parking areas will have the trash collected every other day in the summer and every third day during the winter or as directed by the

Department.

f. Contractor Staff must not go through the trash for the purpose of collecting cans.

15. Vandalism and Property Damage

a. When any visitor to the rest area mistreats the grounds or facilities with obvious intent, the Contractor Staff shall, if possible, get the description and license number of the violator’s vehicle.

b. If it’s an emergency or the Contractor Staff feels unsafe, they should immediately call 911. In it’s a non-emergency situation, they should immediately call the Operations Manager.

c. The Contractor Staff shall NOT try to handle the matter alone and shall NOT place themselves in a position in which their authority could be questioned.

The Contractor Staff on duty is NOT an enforcement officer and in no instance shall act as such.

d. If vandalism occurs when the building is unattended, upon discovery, Contractor Staff will contact the Operations Manager, complete an incident report form (Department will provide form to Contractor) and describe in the daily log the damage, location, time discovered, etc.

16. Vehicles (Contractor or Attendant)

a. Contractor Staff’s personal vehicles must be parked in either the first parking stall as you enter the rest area or the last stall as you leave the area.

7.0 Janitorial Contractor Maintenance Requirements

Contractor must notify Operations Manager of any maintenance issues. Operations Manager must approve maintenance repairs before Contractor Staff does any repair.

The Contractor Staff will be required to perform or assist the Department with several responsibilities as part of their normal duties. The Contractor is expected to have the

pg. 22 v10 necessary hand tools to perform these tasks. The Department will furnish all tools and equipment (not hand tools) for these responsibilities. The Contractor will be provided training by the Department for specific tasks. It is the responsibility of the Contractor to provide training for all their Staff. Contractors must submit a signed document showing Staff have received the specifications and proper training. Contractor must also provide a form signed by the Staff stating that the Staff understands the requirements and specifications to the Operations Manager.

The following is a list of maintenance and repair items that the Contractor will be required to perform as part of their activities, unless otherwise directed by the Department. Some of these tasks need to be done daily, while others are weekly, monthly, or annually. A checklist will be provided at each site to record these activities. Other items listed below may be necessary only if problems occur. The Department is to be notified immediately if there are non-functioning fixtures in either restroom that the Contractor cannot repair. Contractor Staff should record item on maintenance request sheet. “Out of Order” signs will be used only when directed by the Department.

CONTRACTOR SHALL NOT PROVIDE MAINTENANCE ON THE ITEMS LISTED BELOW

UNLESS APPROVED BY OPERATIONS MANAGER. CONTRACTOR MUST NOTIFY

OPERATIONS MANAGER OF ANY MAINTENANCE TASKS THAT ATTENDANT WILL BE

DOING AND MUST RECEIVE APPROVAL/PERMISSION FROM OPERATIONS

MANAGER TO PERFORM TASK.

Contractor Staff may ask Operations Manager to perform other small items if time allows for such activity.

Maintenance Requirements:

1. Air Conditioner / Furnace

a. Change filters at the first of each month or as directed by the Department b.a. Thermostats will be set by the Department and will not be changed unless directed.

c.b. Clean condenser unit in the spring and fall or as directed by the

Department.

2. Doors – Outside Entry, Restroom and Utility

a. Tighten any screws that are loose and report any missing screws to the Operations Manager. replace if missing.

b. Check power assisted doors for proper operation daily. Notify the Department of malfunctions.

3. Drinking Fountains

a. Notify the Department if water flow is not at the proper height for convenient drinking.

b. Remove lime buildup from around bubbler.

pg. 23 v10

4. Exhaust Fan (Old Buildings only)

a. Operate as directed by the Department.

5. Floor Drains

a. Remove grates from floor drains and flush as directed by the Department.

Rinse floor grates in place as needed. Do not remove grates without contacting

Operations Manager.

6. Flush Valves

a. Clean and/or replace flush valve parts. Report to Operations Manager if when malfunctions occur. or as directed by the Operations Manager.

7. Hand Dryers

a. Hand dryer covers must be removed and cleaned monthly.

b. Breaker should be turned off before beginning.

a. Intake vent must be cleaned monthly or as needed.

c.b. Report any non-operating dryer to Operations Manager

8. Lavatories

a. Lavatories lens must be removed and cleaned weekly to ensure proper flow.

b. Replace Faucet aerators cleaned monthly. If not working properly, report to Operations Manager.when needed.

9. Soap Dispensers

a. Notify Department if not operating properly.

b. Replace when needed.

10. Toilets and Urinals

a. Toilets and urinals are to be kept clean at all times. Plunge and/or augur plugged toilets and urinals as needed.

b. Contractor to flush and/or augur toilet and urinal sewer lines as needed. Only trained Contractor Staff should use an auger. Contractor Staff must be careful not scratch the porcelain with the auger.

c. Contractor Staff to notify Department of any malfunctioning toilets or urinals.

d. Tighten toilet seat nuts to secure loose seats with 9/16” or 5/8” wrench

11. Toilet Tissue Dispensers

a. Damaged dispensers must be replaced by Contractor Staff when needed.reported to Operations Manager immediately upon finding damage.

12. Additional Maintenance Items

a. Other minor maintenance items or problems could occur that are not listed above. The Contractor Staff is expected to perform those duties with direction from the Operations Manager.

pg. 24 v10

8.0 Rest Area Closing

If it becomes necessary to close a rest area for scheduled improvements or unforeseen causes, the Contractor will be given a minimum of thirty days’ (30) notice before there are any changes to compensation. If certain activities need to be continued at those sites, the

Department will negotiate with the Contractor at the time. At various times, the Department may need to close a rest area for maintenance, repair, power outages or other reasons. The

Contractor Staff will be expected to assist the Department with notifying travelers of the closing and other tasks as needed, per the direction of the Department.

9.0 Emergencies During and After Normal Hours

If any of the following problems occur while Contractor Staff is on duty the Department is to be contacted within one (1) hour and corrective action should be taken. If problems occur when the building is not attended, the Department is to be contacted as soon as problems are discovered.

• Power Outages

• Major Vandalism

• Well or Booster System Failure or major water leak

• Any building alarm in alarm state; including HVAC, generator, or lift station.

• Hazardous Material Spills

• Emergency Services Calls to Site