Janitorial Vault Rest Room Wilton EB Parking Only Specs final.pdf

Department of Transportation

Wilton East Bound Parking Only

Janitorial Specifications

Waterless Vault Concrete Restroom

February 2025

I N D E X

Definitions/Acronyms 1.0

General Instructions and Responsibilities 2.0

Rest Area Personnel/Minimum Wage/Uniforms 3.0

Inside Janitorial Responsibilities 4.0

Outside Janitorial Responsibilities 5.0

Janitorial Contractor Maintenance Requirements 6.0

Rest Area Closing 7.0

Emergencies 8.0

Pumping Vault 9.0

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.

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

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

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 Area 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.

Reporting and Payment The Contract shall submit an invoice to the Department by the end of the business on the last day of the month.

Contractor Personnel must sign in on Cleaning Log upon arrival at Vault Restroom during each visit. See Section 4.0 ‘Inside Requirements’ for additional reporting requirements.

The Department will perform periodic inspections to determine if the quality of work is acceptable. Results of inspections will be discussed with Contractor as needed.

Contractor Requirements Contractor should thoroughly review the specifications to determine what requirements will be necessary to meet Department expectations.

Vault Building Contractor to clean vault Mon-Wed-Fri one (1) time per day. All cleanings need to be completed between the hours of 7am and 5pm CT.

Vault buildings have two (2) unisex restrooms. One restroom should always remain open when the facility is being cleaned.

REST ROOM DOORS ARE TO REMAIN CLOSED UNLESS A ROOM IS BEING

CLEANED. The Operations Manager should be notified immediately of any major vandalism or maintenance issues that will interfere with the operation of the facility. Contractor must receive approval from Operations Manager prior to closing the restroom. Contractor Staff should check on patron if they are in the restroom for a long period of time. If the patron does not respond Contractor Staff should immediately call the Operations Manager.

NOTE: THERE IS NO WATER ONSITE AT THE REST AREA. CONTRACTOR TO

PROVIDE WATER NEEDED FOR CLEANING.

NOTE: THERE IS MINIMAL ELECTRICAL ONSITE AT THE REST AREA. THERE

ARE NO ELECTRICAL OUTLETS. THERE IS A POWER OUTLET IN THE STORAGE

ROOM/CHASE, BUT NO OUTLETS FOR THE PUBLIC.

Building Keys The Contractor will be given a specific number of keys at the beginning of the contract period for the Vault building. All keys must be returned to the Department 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 due to Contractor Staff failing to return all costs associated with the process will be deducted from Contractor’s final payment. The Contractor must not give keys to individuals other than Contractor Staff. If keys become lost or broken the Contractor must notify the Operations Manager to request replacements, and the Contractor is responsible for the associated replacement costs.

3.0 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. These can be posted in the chase storage area for viewing.

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. At least one employee onsite 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 STAFF IS REQUIRED TO WEAR A

SAFETY VEST AT ALL TIMES. DOT will provide vests for Contractor staff if needed.

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. 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, exception will be allowed for Contractor logos. 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 VAULT BUILDING.

• SMOKING IS PROHIBITED ON THE REST AREA GROUNDS UNLESS IT IS

DONE IN PERSONAL VEHICLE.

All BULLETS LISTED ABOVE ARE CONSIDERED CONTRACT VIOLATIONS AND

MAY RESULT IN DISCIPLINARY ACTION UP TO CONTRACT TERMINATION.

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 in a rest area that is not properly trained will be considered in violation of this contract.

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

Vault Restroom 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.

Inclement Weather Contractors are expected to service the rest areas 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 service the building. 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.

4.0 Inside Janitorial Responsibilities

The Department will provide toilet paper, hand sanitizers and trash bags. The Contractor is required to provide all tools and cleaning supplies necessary to clean the rest room, including but not limited to, pressure washer, mops and hand tools.

Inside Janitorial Requirements:

Contractor must ensure their Staff adheres to the following:

1. Cleaning Log

a. Contractor Personnel must fill out the cleaning log at each visit. Items to record include name, date, arrival time, conditions upon arrival, brief description of activities completed, and end time. All entries in the logbooks need to be factual information.

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

The Operations Manager should be notified immediately of any major vandalism or maintenance issues that will interfere with the operation of the facility.

c. 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)

d. Any maintenance items must be written on the maintenance request list with the date and the Contractor Staffs’ name or initials.

e. Lost and found items will be tagged and entered on the Department provided log and placed in locked storage area. 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.

2. Visitor Counts

a. Contractor will register visitor counts and reset at first cleaning of new month. Contractor to record count on cleaning log. The Department will provide a door counter.

3. Restroom Cleaning

a. All surfaces inside each restroom must be thoroughly cleaned and disinfected at each required visit. All debris and trash must also be removed.

b. Special attention needs to be made to the riser of the toilet ensuring that both the inside and outside surfaces down to the connection point be fully scrubbed and disinfected. Seat lids should always be cleaned and returned to the down position to help with air flow and odor reduction.

c. Check inside the toilet in the vault. Move the cone periodically below the impact zone. Do not mix the vault contents as this will release gases.

Check inside vault stool for any noticeable foreign objects. Foreign objects should be removed if accessible. All foreign material should be removed during pumping process.

4. Trash Disposal

a. Trash receptacles will be checked at each cleaning. Trash shall be removed from the building and disposed of properly in the locked dumpster that is onsite. There are 2 dumpsters onsite, one is locked and one is not locked. Only the locked dumpster should be used by Contractor Staff and dumpster must remain locked at all times.

5. 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.

b. Vent stacks should be checked regularly for any spider webs, bird nests, foreign blockage, or odor producing materials. Top vents should be left open. (Rainwater will not cause damage if introduced to the vault).

6. Toilet Tissue Dispensers and Tissue

a. Remove the toilet paper during the cleaning process to ensure they stay dry. Replace after cleaning.

b. The dispensers accommodate two rolls of tissue at one time. Allow one roll to empty before replacing. Dispenser must have 2 rolls in it at end of each cleaning visit.

7. Signs

a. All signs attached to the building shall be kept clean and always disinfected.

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.

8. Fire Extinguisher & First Aid Kit

a. A fire extinguisher and first aid kit will be provided by the Department and must be kept in the chase. 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.

c. First Aid Kit should be checked at the beginning of each month and needed items recorded for Operations Manager.

9. Utility Rooms

a. Floors must be swept, mopped, and clean at end of each visit. Entire room should be dusted weekly.

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

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

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

e. Utility room should always remain locked.

10. Freight Delivery

Delivery of Department supplied items occurs every other week. Contractor staff will be required to put freight away in the assigned locations during the visit following a delivery.

5.0 Outside Janitorial Responsibilities

The Department will provide trash bags and litter grabbers. Contractor must provide all remaining 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 to perform these duties. Contractor provides all heavy equipment, including snow shovels, ice scrapers, spreaders, ice melt etc. There is limited storage onsite. Any stored equipment must be kept in the locked chase.

Contractor to enforce that their Staff always wear a safety vest.

Outside Requirements:

1. 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.

2. Litter Pickup and Sweeping

a. The grass center area around vault restroom will be kept clear of paper, bottles, cans, cigarette butts and all other foreign materials. This includes changing waste receptacles in the area.

b. Sidewalks in front of building must be swept at each cleaning. Sidewalks in front of the building must be washed and scrubbed weekly if weather permits.

c. Gum must be scraped and removed from all concrete surfaces.

d. Bird droppings must be removed from sidewalks and building.

3. Trash Control

a. Trash receptacles in center grass area around vault building must be emptied at each visit.

b. Trash receptacles tops should be disinfected during each visit and the plastic liners and inside of receptacles monthly.

c. All trash receptacle plastic liners will be lined with trash bags. Use bags only once. Trash bags are to be disposed of in the locked dumpster located at the site.

d. The Department will supply dumpster padlock keys and trash receptacle keys. Notify the Operations Manager immediately if key is lost, to ensure work can be completed on time.

4. Snow Removal

The Contractor is responsible for snow removal in and around the vault building as defined in paragraph below. The Contractor will provide all power snow removal 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 trash barrels 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.

a. In the event of a snowstorm, snow shall be removed upon the next scheduled cleaning 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 upon your next scheduled cleaning day after the storm.

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.

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

5. 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.

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, they are to immediately call 911.

6. 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. If 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 cleaning log the damage, location, time discovered, etc.

6.0 Janitorial Contractor Maintenance Requirements

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 necessary hand tools to perform these tasks

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. 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.

Maintenance Requirements:

1. Doors – Outside Entry, Restroom and Utility

a. Check power assisted doors for proper operation at each visit. Notify the Department of malfunctions.

b. Tighten any screws that are loose and replace if missing.

2. Toilet Paper and Sanitizer Dispensers

a. Check for proper operation during each visit. Also check for vandalism on dispensers.

b. Replace when needed.

3. Toilet Seat and Riser

a. Check for any damage and proper operation. Contact Operations Manager of any safety concerns from damage immediately.

4. Lighting

a. Record on maintenance sheet any lights that are not working.

5. 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.

b. 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.

7.0 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.

8.0 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

• Hazardous Material Spills

• Emergency Services Calls to Site

• Power Doors not functioning properly

9.0 Pumping Vault

Pumping shall be done at a minimum of two (2) times a year. Additional pumping may be requested at the discretion of the DOT. Contractor to inform Operations Manager if pumping is needed.

The pumper will need a clean pressure water system to clean the vault walls and dilute the final remaining waste so that more waste can be removed. The pumper is required to remove as much debris as possible from the vault.

The pumper should put a minimum of ten (10) inches of water back into the vault, this should cover the shallow end of the vault and the entire flat bottom. A chemical deodorizer or bleach should be added to reduce odor this will oxidize off as waste is introduced.

The pumper will be required to ensure all mess from pumping is clean and sanitized upon completion.