JLEM270005 - RFQ.pdf

JLEM270005 Page 1

State of Missouri

OFFICE OF ADMINISTRATION - DIVISION OF FACILITIES

MANAGEMENT, DESIGN AND CONSTRUCTION (FMDC)

Request for Quotation (RFQ) for Janitorial Services - Eldon

REQUEST FOR QUOTATION NUMBER: JLEM270005

DEPARTMENT NAME: Office of Administration ISSUE DATE: August 07th, 2026 CONTRACT PERIOD: Effective Date of Award Through One Year

TARGET DATE/TIME: SEPTEMBER 14th, 2026, AT 2:00 PM CENTRAL TIME Please only use on of the submission methods below to avoid duplication. Mailing Instructions: Print or type RFQ Number and Return Date on the lower left had corner of the envelope or package.

RETURN BID TO: Office of Administration

Division of Facilities Management, Design and Construction 301 West High Street, Room 730 P.O. Box 809, Jefferson City, MO 65102

OR EMAIL TO: OA.FMDCContractsUnit@oa.mo.gov

OR ELECTRONICALLY: https://missouribuys.mo.gov

RFQ CONTACT INFORMATION:

PROCUREMENT ANALYST: Taylor Kiser

PHONE #: (573) 418-9826

EMAIL: Taylor.Kiser@oa.mo.gov

See “RFQ Questions” in Section 1 for appropriate communications during the procurement process.

DELIVER SUPPLIES/SERVICES FREE ON BOARD (FOB) DESTINATION TO

THE FOLLOWING ADDRESS:

6 Industrial Drive, Eldon (Miller County), Missouri 65026 Lease # 06600815 mailto:OA.FMDCContractsUnit@oa.mo.gov https://missouribuys.mo.gov/ mailto:Taylor.Kiser@oa.mo.gov

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ATTENTION:

1. After reviewing the Request for Quotation (RFQ), the vendor must complete and return Exhibit A, Bid 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 RFQ’s Vendor Response Exhibits, vendors are encouraged to IMMEDIATELY begin securing these verifications.

3. The vendor must be registered in MissouriBUYS in a “Pending” or “Approved” registration status to submit a bid in MissouriBUYS. The vendor must achieve “Approved” registration status in MissouriBUYS to be considered for a contract award. Reference Section 5.

RFQ Organization:

R

FQ

S ec tio ns

Section 1 Introduction and Background Information Section Section 2 Scope of Work Section Section 3 Terms and Conditions Section Section 4 General Contractual Requirements Section Section 5 Vendor Submission, Evaluation, and Award Information Section

R

FQ

V en do r R es po ns e

Ex hi bi ts

Exhibits (Return these documents with response) Exhibit A Bid Signature Page Exhibit B Bid Submittal Checklist Exhibit C Pricing Page Exhibit D Past Performance References Exhibit E Participation Commitment Exhibit F Documentation of Intent to Participate Exhibit G Missouri Service-Disabled Veteran Business Enterprise Preference

BUSINESS COMPLIANCE EXHIBITS

Exhibit H State of Missouri Tax Compliance Exhibit I Registration of Business Name with the Missouri Secretary of State Exhibit J Business Entity Certification, Enrollment Documentation, and Affidavit of Work

Authorization Exhibit K Services Outside the United States Exhibit L Employee/Conflict of Interest Exhibit M Proposed Subcontractors/Contractor’s Contact Person

R

FQ

A tta ch m en ts Attachments (Do not return these documents with response)

Attachment 1 Cleaning Checklist Attachment 2 Floor Plan Attachment 3 Daily Log & Sign In/Sign Out Sheet

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1. INTRODUCTION AND BACKGROUND INFORMATION SECTION

1.1 Introduction:

1.1.1 Purpose: This document constitutes a request for quotation for the provision of janitorial services for the state-leased building located in Eldon, Missouri as set forth herein.

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

1.2 Background Information:

1.2.1 The current information for 6 Industrial Drive, Eldon, Missouri is as follows:

a. Tenant Agencies: Missouri Department of Social Services (DSS) – Children’s Division (CD) & Family Support Division (FSD), Missouri Department of Health and Senior Services (DHSS);

b. The building is approximately 7,608 total square feet;

c. There are approximately 30 full-time employees located within the building with approximately 100+ visitors per week;

d. The building is a five (5) times a week clean between the hours of 6:00 pm and 12:00 am, Monday through Friday excluding State Holidays.

1.3 Current and/or Previous Contract Information:

1.3.1 A current contract exists for the services at this location at $0.249 per square foot with Retherford Cleaning

Service.

1.4 RFQ Questions:

1.4.1 The Procurement Analyst is the 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 RFQ, the evaluation, etc., to the Procurement Analyst indicated on the first page of this RFQ. It is preferred that questions be emailed to the Procurement Analyst.

a. 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.

1.4.2 Vendor is Responsible for Asking Questions About the RFQ: It is the vendor’s responsibility to ask questions, request changes or clarifications, or otherwise advise the department 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 response.

1.4.3 Vendor Question Deadline: Every attempt must 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 addendum to the RFQ, of any relevant or pertinent information related to the procurement. All questions and issues should be submitted no later than five (5) calendar days prior to the bid end date and time of the bids. If not received prior to five (5) calendar days before the bid end date and time, the department may not be able to fully research and consider the respective questions or issues.

http://www.sos.mo.gov/adrules/csr/csr.asp

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

1.4.5 RFQ is State’s Only Official Position: The only official position of the State of Missouri must be that which is contained in the RFQ and any addendums thereto.

1.5 Addendums:

1.5.1 If the Department determines that changes to the RFQ are necessary, the resulting changes will be included in a subsequently issued RFQ addendum(s) prior to the bid end date and time.

1.6 Building Tour:

1.6.1 Non-Mandatory Tour of the Building: Potential vendors are strongly encouraged but not required to attend the tour of the building. Potential vendors should meet in the lobby area of 6 Industrial Drive, for the tour which will be held on Thursday, August 27th, 2026, beginning promptly at 10:00 a.m. The purpose of the tour is to allow potential vendors an opportunity to inspect the building prior to submitting a response.

Potential vendors must not be permitted to schedule a tour at a different time or date.

a. 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 RFQ. In order to have a clear understanding of the requirements outlined herein, the vendor should attend the building tour. The Department 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 RFQ should provide any relevant information regarding their familiarity with the physical layout, condition, etc. of the building.

b. 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 must 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.

c. Vendors are strongly encouraged to advise the Department, 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.

1.7 Glossary of Terms and Acronyms:

1.7.1 Whenever the following terms and acronyms appear in the RFQ document or any addendum thereto, the definitions or meanings described below must apply.

1.7.2 General Glossary, Acronyms, and Abbreviations:

a. Addendum means a written, official modification to an RFQ.

b. Agency and/or State Agency/Department means the statutory unit of state government in the State of Missouri for which the equipment, supplies, and/or services are being purchased. The department is also responsible for payment, unless otherwise specified herein. Note: The terms “department”, “state agency”, “state”, and “State of Missouri” are used interchangeably throughout the document and have the same meaning.

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c. Amendment means a written, official modification to a contract.

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

e. Procurement Analyst is a procurement staff member of the department.

f. Code of State Regulation (CSR) contains the current administrative rules of executive agencies of

Missouri government. The regulations are arranged by department rather than by subject.

g. Daily Log & Sign In/Sign Out Sheets – refers to the document where the contractor logs all services performed and hours personnel worked on that day and any abnormal or unusual conditions such as unlocked doors, breakage, or damage.

h. 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.

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

j. Exhibit applies to forms which are included with an RFQ for the vendor to complete and submit with their response prior to the specified end date and time.

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

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

m. 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.

n. 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 RFQ. The pricing pages must be completed and submitted by the vendor with the response prior to the specified response end date and time.

o. Bid Target Date and Time and similar expressions mean the deadline required by the RFQ for the receipt of bids.

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

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

r. Request For Quotation (RFQ) means the solicitation document issued by the department 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 RFQ); General Contractual Requirements; and Vendor Submission, Evaluation, and Award Information Section; and the RFQ Vendor Response Exhibits, Attachments, and Addendums of the RFQ.

s. Roster – refers to the list of personnel who are working in the building that day and a description of the services provided by each personnel. This daily roster is to be submitted to the state agency on a weekly basis.

t. 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 the department.

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

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

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

1.8 Accuracy of Background Information:

1.8.1 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 RFQ.

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

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2. SCOPE OF WORK SECTION

2.1 General Requirements:

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

2.1.2 The contractor must provide the janitorial services for the total square feet of the building as indicated in the Background Information section of this document.

a. The contractor must agree and understand that the state agency may add or delete buildings located in Eldon, MO area at any time during the term of the contract, thereby increasing/decreasing the cleanable square footage of the building(s).

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

c. Any added or deleted buildings or areas for which the contractor must provide services must be made by an amendment to the contract issued by the Division of Facilities Management, Design and Construction at least thirty (30) calendar days prior to the contractor beginning/discontinuing janitorial services at the additional/deleted buildings or areas.

1) Immediately following receipt of the written notification of an additional building, the contractor must notify the state agency if the contractor is not able to provide janitorial services for the identified building(s).

d. The contractor must begin/discontinue providing janitorial services on the date specified by the state agency.

e. The contractor must provide janitorial services for any additional buildings or areas in accordance with the same terms, conditions, and pricing stated herein.

2.1.3 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, building’s tenants, and the general public.

a. Tenants of the buildings may change at any time during the term of the contract.

2.1.4 Secured Areas – The contractor must perform the daily and weekly tasks identified herein in the secure areas of the building(s) identified below during the times indicated. However, in the event the performance of a particular task would be disruptive (e.g. stripping of floors, carpet cleaning), the contractor must perform the tasks at times mutually agreed upon between the contractor and the state agency.

a. The total square footage of the secure areas may increase or decrease throughout the term of the contract.

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

2.1.5 The contractor must begin providing services in the secure areas of the building immediately upon notification from the state agency.

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2.1.6 Unless otherwise stated herein, or if other days or times are approved by the state agency, the contractor must perform the Daily, Weekly, Monthly and Semi-Annual tasks at the frequencies directed below:

a. Daily Tasks must be performed five (5) days per week; Monday through Friday, excluding State holidays.

b. The Weekly tasks must be performed at every seven (7) day interval.

c. The Monthly tasks must be performed within the first ten (10) state business days of every thirty (30) day interval.

d. The Semi-Annual tasks must be initially performed six (6) months of the effective date of the contract and then within the first ten (10) state business days of every six (6) month interval thereafter.

1) Depending on the effective date of the contract and the condition of the building(s), the state agency may waive the requirement for performing the initial Semi-Annual task for the first six (6) months of the original contract period only.

2) The state agency may waive the requirement for performing a semi-annual hard surface floor work occurrence 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 must 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 must resolve any task determined in writing by the state agency to be substandard, deficient, or incomplete.

g. Upon successful completion of the Semi-Annual tasks, the contractor must receive written approval from the state agency.

h. The contractor must complete the Cleaning Checklist (Attachment #1) at the completion of each service task. The contractor must maintain a copy of the Cleaning Checklist in a location easily accessible to the state agency to review.

2.1.7 The contractor must either provide the services directly or must provide a person/personnel who must comply with the requirements stated herein. Therefore, references to “the contractor” throughout this document must also be deemed to include the person/personnel provided by the contractor.

2.1.8 Unless otherwise specified herein, the contractor must furnish all material, labor, facilities, equipment, and supplies necessary to perform the services required herein.

2.2 Contractor Qualifications:

2.2.1 The contractor must have a minimum, two (2) consecutive years of successful experience providing janitorial services for office buildings with a minimum of 7,608 square feet.

2.2.2 The contractor must have a contractor contact person who is able to communicate and act on behalf of the contractor and must reside within forty-five (45) miles of the building where services are to be provided.

2.3 Equipment, Product, and Supply Requirements:

2.3.1 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.

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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 96% of particulates 0.3 microns in size and operate with a sound level less than 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 canisters must be inspected at least every two 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 must 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 Lifter, Minuteman CC-3 Pile Lifter or comparable).

f. The contractor or the contractor’s personnel must 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.

2.3.2 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 (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 must not use floor safety signs when situations do not warrant a slip/trip/fall all 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.

2.3.3 Supplies– The contractor must furnish all cleaning supplies necessary to perform the services required herein. The contractor understands and agrees that the state agency must have the right to approve/disapprove the use of any supplies 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 products, unless otherwise specified.

1) For the purposes of the contract, "environmentally preferable" must be defined as those supplies 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 cleaning chemical consumption.

2.3.4 Products - The contractor must furnish products including plastic wastebasket liners, toilet tissue, paper towels for restrooms, foam hand soap, disposable liners for sanitary napkin cans, sand for ash trays, blood and bodily fluid cleanup kits, and all cleaning products necessary to perform the services required herein.

http://www.carpet-rug.org/

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a. 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).

b. 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).

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

d. For purposes of restroom requirements, disinfectant must be a “hospital” grade quaternary disinfectant that kills fungus, viruses, and bacteria and has organic soil tolerance.

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

f. Toilet seat covers must fit the installed dispensers.

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

h. Disposable liners for sanitary napkin cans must fit the installed receptacle.

i. Sand for exterior ashtray containers must be black.

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

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

2.3.7 Prior to the contractor’s use of any supply/chemical in the building, the contractor must 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 Sheets must become the property of the State of Missouri.

2.3.8 At the contractor’s expense, and with the state agency’s approval, the contractor must be allowed to install product dispensers, including but not limited to, paper towels and toilet tissue dispensers. However, any product dispensers to be installed must be in accordance with state agency specifications.

a. Any product dispenser installed by the contractor must become the property of the landlord.

2.3.9 The contractor must provide entrance mats in good repair for entryway and public access areas.

a. The contractor must replace the entrance mats 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.

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 must remove all entrance mats during times that floors are cleaned and must return entrance mats when the floors are dry.

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

2.3.10 The contractor must be assigned janitorial closets in the building for storage of equipment and a limited quantity of the products necessary for the building. The contractor must perform the tasks below to clean the janitorial closet(s) after the completion of the daily tasks and before exiting the building(s) for day:

a. Empty and clean mop buckets and mop sinks.

b. Clean, rinse and wring mop head(s). Hang or place mop head(s) for adequate drying.

c. Organize all supplies and inventory away from water heater and electrical panels.

d. Drain all standing water.

e. Place all trash and soiled cleaning cloths in proper receptacles.

f. Weekly – Pour five (5) gallons of clean water down drains

2.3.11 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, must become the property of the state agency.

2.4 Specific Service Requirements: The contractor must perform the following tasks below and listed on the

Cleaning Checklist on 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 must be onsite to perform the listed tasks between the hours of 6:00 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.

2.4.1 Daily Requirements: The contractor must perform the following tasks on a daily basis.

a. Trash:

1) 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.

2) Empty and clean (inside and out) all restroom, break rooms, coffee bars, and lobby waste/trash containers and disposals; change liners. Replace all sanitary napkin receptacle liners.

3) If recycle bins are utilized, remove full recycle bins to designated pick-up location (dock), and replace with empty recycle bins.

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

b. Glass Surfaces:

1) 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.

2) Spot clean all glass surfaces within the interior of the occupied space.

c. Floors:

1) Thoroughly vacuum all carpet from wall to wall, including all entrance and exit rugs/mats, clerical areas, mailroom, copier areas and heavily trafficked areas to remove all debris.

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

3) Thoroughly damp mop all hard surfaces excluding wood floors, including, but not limited to, floors, stairs, and landings as needed, to give a clean and satisfactory appearance.

4) Wet mop all breakroom and restroom floors using a disinfectant.

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

6) During periods of inclement weather, machine scrub all hard surface floors, and remove sand, soot, and salts from the building vestibules. After the inclement weather ends, wash and scrub exterior plazas or entrances, as directed by the state agency.

https://oa.mo.gov/commissioner/state-holidays

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7) Spot clean all carpet as spots appear.

d. Restrooms - The contractor must agree and understand that for purposes of all restroom requirements, “clean” must be defined as disinfecting, polishing, and removing all water spots:

1) Clean, disinfect and remove all mineral deposits of the interior and exterior of toilet bowls and seats, urinals, hand basins and faucets, counter tops, showers, all dispensers, and the walls around these fixtures.

2) Clean all restroom mirrors, bright work, chrome pipes, and fittings.

3) Clean and disinfect sides and tops of restroom stall partitions, doors, doorframes, push plates (all sides), doorknobs and light switches.

4) Restock restroom dispensers to normal limits (soap, toilet tissue, paper towels, toilet seat covers).

e. Kitchens/Breakrooms:

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

f. Lactation Rooms – When Applicable:

1) Clean and disinfect all tables, countertops, sides, tops and fronts of microwaves and refrigerators.

2) Spot clean to remove any stains or spots on chairs, couches, and carpets.

3) Empty waste/trash containers and deposit the trash into appropriate waste disposal containers.

When soiled, wash waste/trash containers and replace plastic liners.

g. Miscellaneous:

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

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

3) Clean all interior doors and doorframes.

4) Clean conference tables using a damp treated cloth.

5) Clean and disinfect all plastic chairs.

6) Clean and disinfect all conference and lobby telephones.

7) Brush and spot clean fabric furniture.

8) Sift sand and remove cigarette butts from all smoking receptacles outside the building(s). Replace sand to maintain adequate levels or when it becomes discolored.

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

10) Address any and all related and conditional janitorial cleaning issues which may arise as a result of accidental spilling or any office materials or supplies and substandard, deficient, or incomplete services.

11) Report any and all damage found.

12) Secure all doors as requested by the state agency.

2.4.2 Weekly Requirements: The contractor must perform the following tasks within every seven (7) day interval.

a. Trash:

1) Thoroughly wash, clean, and disinfect all wastebaskets, as needed.

2) Remove all trash and debris adjacent to the outside perimeter of the building(s).

3) Wash trash carts.

b. Restrooms:

1) Thoroughly clean toilet bowl plunger holders.

2) Clean and disinfect all restroom walls.

3) Clean air diffusers.

c. Miscellaneous:

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

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

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3) Clean all light switches and doorknobs.

4) If applicable, clean and disinfect all wall mounted baby change stations.

5) Using a damp treated cloth, wipe all flat surfaces including, but not limited to, file cabinets, bookshelves, coat racks, windowsills, handrails, tops of partitions, etc.

2.4.3 Monthly Requirements: The contractor must perform the following tasks within the first ten (10) state business days of every thirty (30) day interval.

a. Floors:

1) Damp mop and thoroughly machine scrub all finished floor areas, removing all scuffs and black marks. Then high-speed buff or burnish all finished floors (VCT), excluding hard wood floors.

b. Glass Surfaces:

1) Clean all glass surfaces within the interior of the occupied space, excluding both sides of exterior windows.

2) Clean both sides of all office partition glass.

c. Miscellaneous:

1) Clean light fixtures to remove insects, dirt, etc., in and on the fixtures.

2) Clean/dust all venetian/vertical and min-blinds.

3) Clean/vacuum all vents and air diffusers and registers (supply and return).

4) Dust painted and vinyl walls to ceiling height.

5) Clean all baseboards.

6) Clean all door hinges and closures.

2.4.4 Semi-Annual Requirements: The contractor must perform the tasks listed below twice per contract period in accordance with section 2.1.6 d.

a. Perform deep carpet cleaning on all carpet utilizing a cleaning agent approved by the state agency (ex.

Bullshot or Zap It). and resolve problem areas as requested by the state agency.

b. Thoroughly machine scrub and clean all ceramic floor areas including grout. utilizing a cleaning agent approved by the state agency (ex. Bullshot or Zap It)

c. As directed by the state agency, either strip and refinish with five (5) coats of skid-proof wax to all finished floors or thoroughly machine scrub all finished floor areas removing all scuffs and black marks and apply two (2) coats of skid-proof wax to all finished floors.

d. Dust all pipes and ductwork within a 12-foot height from the floor.

2.5 Supplemental Service Requirements: At the request of the state agency, the contractor must perform the following Supplemental Services. The decision as to when a supplemental service is required must rest solely with the state agency.

2.5.1 The state agency building tenant may obtain supplemental services from an outside company under any of the following conditions:

a. The contractor cannot provide the needed supplemental service due to unavailability, improper equipment, insufficient personnel, or any other factor that may affect performance of completing the supplemental task, as determined by the state agency lead contact person.

2.5.2 If the contractor cannot provide the needed supplemental task, the state agency building tenant must document the reasons for obtaining the supplemental services from an outside company.

2.5.3 The following supplemental services must be in addition to the janitorial services required elsewhere herein:

a. Interior Window Cleaning – At the request of the state agency, the contractor must clean the interior side of the exterior windows, including frames and mullions, as directed by the state agency.

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b. Exterior Window Cleaning – At the request of the state agency, the contractor must thoroughly wash all exterior windows on the first floor of the facility, including frames and mullions, as directed by the state agency building tenant to maintain a satisfactory appearance.

c. Hard Surface Floors – Strip and Wax – At the request of the state agency, the contractor must strip and refinish all hard surface floors with five (5) coats of skid-proof wax as directed by the state agency.

d. Hard Surface Floors – Scrub and Wax – At the request of the state agency, the contractor must thoroughly machine scrub all finished floor areas removing all scuffs and black marks and apply two

(2) coats of skid-proof wax to all finished floors.

e. Hard Surface Floors – Newly Laid Floor Sealing – At the request of the state agency, the contractor must seal newly laid hard surface flooring in accordance with the flooring manufacturer’s specifications.

f. Deep Carpet Cleaning – At the request of the state agency, the contractor must perform deep carpet cleaning or water extraction services as directed by the state agency.

g. Construction Clean-up – Final - At the request of the state agency, the contractor must provide one time construction clean-up as determined necessary and as instructed by the state agency.

h. Construction Clean-up – Ongoing - At the request of the state agency, the contractor must provide on-going construction clean-up as determined necessary and as instructed by the state agency.

i. Brushing and Spot Cleaning of Fabric Furniture – At the request of the state agency, the contractor must brush and spot clean fabric furniture as directed by the state agency.

j. Final Clean – In the event that space is being vacated by the state agency, the contractor must provide a onetime final cleaning after all the furniture, partition walls, vending machines, surplus property etc.

have been removed from the building. The final clean must include spot cleaning of carpets and may require stripping and waxing of hard surface floors as directed by the lead contact person.

k. Additional Janitorial Personnel – At the request of the state agency, the contractor must provide janitorial personnel to provide janitorial-related services for a special event, which are not considered Supplemental Services.

l. Additional Paper Towels – At the request of the state agency, the contractor must provide and stock paper towels or napkins not previously required herein for use in areas available exclusively to state agency building tenants and not used by the public including kitchenettes or break rooms. The additional paper towels must be of the same quality and specifications as required herein.

m. Additional Toilet Paper - At the request of the state agency, the contractor must provide and stock toilet paper not previously required herein. The additional paper towels must be of the same quality and specifications as required herein.

n. Paper Towel Dispenser – At the request of the state agency, the contractor must provide a new paper towel dispenser to be installed in the building. The dispenser must be in accordance with the agency specifications and must become the property of the state or the landlord. The landlord of the building must install the paper towel dispenser.

o. Toilet Paper Dispenser – At the request of the state agency, the contractor must provide a new toilet paper dispenser to be installed in the building. The dispenser must be in accordance with the agency specifications and must become the property of the state or the landlord. The landlord of the building must install the toilet paper dispenser.

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p. Soap Dispenser – The contractor, at the request of the state agency, must provide a new soap dispenser to be installed in the building. The dispenser must be in accordance with the agency specifications and must become the property of the landlord. The landlord of the building must install the soap dispenser.

q. High Touch Disinfecting Requirements – The contractor must disinfect all high touch, non-porous surfaces (e.g. tables, hard-backed chairs, doorknobs, light switches, handrails, and interior and exterior push-bars) in all common and restroom areas on an as needed, if needed basis as requested and directed by the state agency (department, tenant agency).

2.5.4 The contractor must use EPA registered disinfectants in accordance with the manufacturer’s recommendations for safe, effective use, and disposal. The disinfectant must be EPA registered at the time of the state agency’s request for high touch disinfecting services.

a. Disinfectants must possess the following properties:

1) Non-corrosive and/or not harmful to the surfaces being applied (must not stain, etch, or disintegrate);

2) Must not contain bleach;

3) Effective against a wide range of common and/or threatening bacteria and viruses;

4) Have zero (0) to minimal odor or fragrance; and

5) Minimal VOC’s (Volatile Organic Compounds).

b. In the event an alternate product(s) is required by the state agency to address a specific public health concern, the contractor must be notified by the state agency of the alternate product(s) and/or procedure(s) required based on any information available at the time of the public health concern.

c. The contractor must clean the surfaces with soap and water to remove dirt and grime before applying the disinfectant.

d. The contractor must dedicate specific products, supplies, and procedures for High Touch Disinfecting use only to prevent cross contamination between the high touch, non-porous surfaces, and other cleaning/disinfecting tasks and areas.

2.5.5 Replacement of Damaged Product: The contractor must repair or replace any item or components received in damaged condition at no cost to the State of Missouri. This includes all delivery/transportation costs for returning non-functional items to the contractor for replacement.

2.6 General Personnel Requirements:

2.6.1 The state agency reserves the right to approve or disapprove appointment of any of the contractor’s personnel to provide services required by the contract. The state agency also reserves the right to request replacement of any person assigned to provide services. Unless the situation regarding the contractor’s assigned personnel requires immediate replacement, the contractor must be allowed at least fourteen (14) calendar days after notification to replace unsatisfactory personnel.

2.6.2 The contractor must supervise all the contractor’s personnel and the services provided by the contractor’s personnel as required to satisfactorily perform the requirements of the contract.

2.6.3 The contractor’s contact person must be available during normal business hours (8:00 a.m. to 5:00 p.m.)

for telephone conversations and/or meetings with state agency personnel regarding the janitorial services.

The contractor contact person must respond to janitorial issues in a timely manner.

a. The contractor contact person must have the express authority to speak on behalf of the contractor and make decisions on behalf of the contractor.

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b. The contractor must complete Exhibit M – Proposed Contractor Contract Person as part of their bid submission.

2.6.4 If requested by the state agency, the contractor contact person must accompany the state agency in a walk-through of the building(s) to meet the following objectives:

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

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

2.6.5 The contractor’s personnel must only be allowed in work areas to which they are assigned. The contractor’s personnel must only take rest breaks in pre-assigned areas.

2.6.6 The contractor’s employees 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.

2.6.7 The contractor’s employees must wear a clearly visible identification badge.

a. It is the contractor’s responsibility to obtain such identification and maintain the badge in good repair.

b. The badge must have the person’s name, photograph, and the contractor’s company name on the face of the badge.

c. The 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.

d. The contractor’s personnel will not be allowed to work in the state agency building(s) without a picture identification badge.

e. The contractor must submit a clear photocopy of all personnel badges to the state agency prior to the personnel reporting to the building(s) for the first time.

f. The contractor must work with and maintain a positive working relationship with the state agency’s staff, the tenants of the building, and the public.

2.7 Working Supervisor Requirements:

2.7.1 Working Supervisor/Contractor Contact Person - The contractor must provide a Working

Supervisor/Contractor Contact Person who must be on-site at the building while services are being provided, Monday through Friday, excluding state holidays, beginning no earlier than 6:00 p.m. and ending no later than 12:00 a.m. The Working Supervisor/Contractor Contact Person must reside within forty-five

(45) miles from 6 Industrial Drive in Eldon, MO and have at least two (2) year of experience within the last five (5) years in directing cleaning type operations in a supervisory capacity for a building of similar size and scope of the building.

The Working Supervisor/Contractor Contact Person shall:

a. Be the point of contact between the contractor and the state agency. The contractor’s 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.

b. Supervise all the contractor’s personnel providing janitorial services and inspect the services provided by personnel as required to satisfactorily perform the requirements of the contract.

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c. Inspect services performed each day and assure that all requirements are completed satisfactorily and acceptable to the state agency standards.

d. Train and assign duties for the contractor’s personnel as necessary.

e. Work with and maintain a positive working relationship with the state agency’s staff, the tenants of the building, and the public.

f. Ensure that the reports are submitted as required and as needed.

g. Perform any tasks stated herein.

h. At the request of the state agency, meet with the state agency during normal business hours (8:00 a.m.

to 5:00 p.m.) to discuss janitorial issues, according to a schedule approved by the state agency and building tenants.

i. If requested by the state agency, the working supervisor/contractor contact person shall accompany the state agency in a walk-through of the building to meet the following objectives:

1) The contractor contact person must have the express authority to speak on behalf of the contractor and make decisions on behalf of the contractor

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

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

2.8 After-Hours Janitorial Personnel Requirements:

2.8.1 After-Hours Janitorial Personnel – The contract must provide a minimum of one (1) After-Hours Janitorial

Personnel in order to meet a daily minimum of two (2) man-hours of janitorial services during the timeframes specified in section 2.4 Specific Service Requirements.

2.9 Security Requirements:

2.9.1 The contractor must prevent all unauthorized persons from entering the building and must keep the building locked while the contractor and the contractor’s personnel are on the premises.

2.8.2 The contractor and/or the contractor’s personnel must only access an office suite at the time services are to be performed in that particular office suite.

a. The contractor and/or the contractor’s personnel must lock the door to the office suite upon exiting an office suite.

2.8.3 When the contractor and/or the contractor’s personnel leave the building, the contractor must lock all doors and turn off lights. In addition, if the building contains security system(s), the contractor must activate the system(s) according to state agency instructions in order to protect the security of the building.

2.8.4 The contractor must be issued keys to all areas in which janitorial services must be provided. The contractor must take care of and not lose any keys. In addition, the contractor must not duplicate any of the keys issued to the contractor.