Kemp Mill Janitorial IFB.pdf

V-KPM-21022-M

MARYLAND DEPARTMENT OF TRANSPORTATION

MARYLAND MOTOR VEHICLE ADMINISTRATION

INVITATION FOR BIDS (IFB)

KEY INFORMATION:

CONTRACT NO.: V-KPM-21022-M

CONTRACT TITLE: Landscaping Maintenance Services at MDOT MVA

Kemp Mill Branch

ADVERTISEMENT DATE: January 27, 2021

PRE-BID CONFERENCE: N/A

SITE VISIT: N/A

QUESTIONS DUE DATE / TIME: January 10, 2021 @ 12:00 P.M.

BID DUE DATE / TIME: February 19, 2021 @ 2:00 P.M.

OBJECTIVE

1. The Maryland Department of Transportation Motor Vehicle Administration (MDOT MVA) is requesting quotations from qualified, licensed entities to provide janitorial services to the MDOT MVA

Kemp Mill Branch located at 1327 Lamberton Drive, Silver Spring, MD 20902.

2. For purposes of this solicitation, the following terms or abbreviations have the meanings indicated:

“MDOT MVA” refers to the Maryland Department of Transportation Motor Vehicle Administration.

“Contractor” means the successful bidder.

3. Small, Veteran-owned, and Minority Business Enterprises are encouraged to respond to this

Solicitation.

MINIMUM QUALIFICATIONS

The Bidder must provide proof with its Bid that the following Minimum Qualifications have been met:

1. The Bidder shall have been actively engaged in performing janitorial/custodial maintenance services of equal or greater scope as herein specified for a continuous period of at least three (3) years. Experience of individual personnel in the Company or firm shall not count towards meeting the required three (3) years of experience for the Contractor as a firm or business. As proof of meeting this requirement, the

Bidder shall provide with its Bid a list of three (3) customer references where it has provided janitorial maintenance services on a year-round basis. Contact names and phone numbers must also be provided.

2. The Bidder shall be licensed to do business with the State of Maryland.

3. The Bidder shall assign a Staff Supervisor available for direct contact by cell phone and/or email with the Contract Manager or his designee at any time during the Contract Manager’s work hours Monday –

Friday from 7:30 a.m. to 4:00 p.m. and Saturday 8:00 a.m. to 12:00 p.m. to obtain instructions or information about deficiencies in the janitorial work, or any other reason the Contract Manager or his designee should wish to confer with the Staff Supervisor.

4. The Bidder shall assign an On-Site Supervisor who is fully and adequately trained and have a minimum of two (2) years’ experience in performing janitorial/custodial cleaning and supervision services of equal or greater scope as herein specified.

GENERAL INFORMATION

1. Building Specifications

1.1 The facility is approximately 4,840 Square Feet including:

• 11 workstations.

• three restrooms; and

• one breakroom.

1.2 The MDOT MVA Kemp Mill Office has the following floor types and approximate square footage per type:

2. Background and Purpose

Start Up- Activities

1. The Contractor and the On-Site Supervisor shall coordinate with the Contract Manager, prior to start of the contract, to conduct a walk-through of facility and review the scope of work for each room.

2. This meeting shall be conducted during normal business hours.

3. The Contractor shall perform all of the tasks as outlined in these detailed specifications.

4. The Contractor shall furnish all labor, equipment and supplies to provide janitorial services in accordance with the terms, conditions and specifications. The Contractor shall be responsible for taking all measurements. The list below contains the approximate square footage which pertain to the performance of the daily, weekly, monthly, bi-annually, and semi-annual cleaning of the facilities.

5. The Contractor must own or acquire, prior to the start date of the contract, all necessary commercially rated equipment for the proper performance of the contract. Said equipment must be at the facility fully operational upon the start of the contract.

3. Work Excluded from this Contract

Janitorial services shall not be performed in safe rooms, tag rooms, computer/data storage rooms, electrical/ mechanical rooms, currency rooms, or any other areas designated by the MDOT MVA Contract Manager or designee.

Approximate Carpet Area 1,500 square feet

Approximate Porcelain Tile Area 140 square feet

Approximate Vinyl Tile Area 3,200 square feet

Total Approximate Area 4,840 square feet

4. Hours and Frequency When Work May Be Performed

4.1 The Contractor shall provide two (2) janitorial personnel, including an On-Site Supervisor as described in Section 2.9 during the hours of:

MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY

4PM-6PM 4PM-6PM 4PM-6PM 5PM-7PM 4PM-6PM

12PM-2PM

Note: 4PM-6PM ONE

SATURDAY PER

MONTH

4.2 Daily tasks are to be performed six (6) times per week; weekly tasks are to be performed one (1) time per week (every 5-7 days); monthly tasks are to be performed one (1) time per month (every 26-28 day); and semi-annual tasks are to be performed once every six (6) months (every 175 to 180 days).

4.3 Scheduling of all monthly, quarterly, and semi-annual tasks shall be confirmed ten (10) working days in advance in writing to the Contract Manager. Confirmation of the requested work will be provided in writing to the Contractor.

4.4 Workhours and days are inclusive with the exception of semi-annual tasks, State holidays, emergency closings or any other State mandated closing. When a holiday occurs on a regular workday, the work shall be completed on the next business day during the hours specified. Exact arrangements are subject to change and shall be confirmed prior to the start date of the contract.

4. Holiday Schedule

The Contractor will not be required to provide services on the following State Holidays:

New Year’s Day Columbus Day

Martin Luther King Day Gubernatorial Election (Every 4 years)

Presidents Day General Election (Every 4 years)

Memorial Day Veterans Day

Independence Day Thanksgiving Day

Labor Day Christmas Day

5. Inclement Weather

5.1 The Contractor shall report to work under all circumstances, including inclement weather, with the exception of a STATE OF EMERGENCY or any other mandated closing declared by the Governor of the State of Maryland.

5.2 The Provider shall not receive payment for tasks not performed as a result of the building being closed.

6. Contractor’s Employees

6.1 The Contractor shall require all employees to wear distinctive work clothing for ready identification and to assure that every employee is in the proper attire on the date an employee first enters on duty.

6.2 The Contractor shall ensure that all personnel employed are properly trained and receive detailed

6.3 instructions for the proper, efficient, and economical performance of the janitorial operations of the facility.

6.4 The Contractor shall have a Staff Supervisor available for direct contact by cell phone and/or email with the Contract Manager or his designee at any time during the Contract Manager’s work hours

Monday – Friday from 7:30 a.m. to 4:00p.m. and Saturday 8:30 a.m. to 12:00 p.m. to obtain instructions or information about deficiencies in the janitorial work, or any other reason the Contract

Manager or his designee should wish to confer with the Staff Supervisor.

7. Contractor’s On-Site Supervisor

7.1 The Contractor shall employee an On-Site Supervisor who will manage the quantity and quality of both effective and efficient management of cleaning operations. All supervisors shall have a minimum of two (2) years’ experience and have an intimate knowledge of the various cleaning tasks, equipment and materials so as to be able to both properly train and direct the cleaners in their individual tasks and to maintain and control an effective inspection and follow up program.

7.2 The MDOT MVA shall confirm that the On-Site Supervisor’s resume meets the requirements above before contract start date.

7.3 The On-Site Supervisor will represent the Contractor in all matters concerning the contract.

7.4 Prior to the start date of the contract, the Contractor shall provide the contact information for the On-

Site Supervisor, to include cellular telephone number, and or pager number, etc.

7.5 The On-Site Supervisor shall be available by email contact or phone, at any time during hours when work is being performed.

7.6 The On-Site Supervisor shall be able to effectively read and communicate in English and remain on-site at all times when work is in progress.

7.7 The Contractor shall provide the On-Site Supervisor with a copy of these Detailed Specifications and the appropriate schedules and standards.

7.8 The On-Site Supervisor is responsible for presenting to the Contract Manger or his designee a CHECK

LIST to match all the work scheduled in the contract to be performed. This CHECK LIST shall be used by the Contractor as a part of their Quality Control to help ensure tasks are accomplished in accordance with their work schedule. The MDOT MVA may use this same CHECK LIST to randomly check the level of success of the Contractor’s work. Contractor shall provide work schedules and checklists as they relate to the contract tasks to MDOT MVA within fifteen (15) business days for review and approval. Notice to Proceed (NTP) shall not be issued until all schedules and checklists have been submitted and approved in writing by the MDOT MVA.

7.9 The On-Site Supervisor is accountable for the behavior of all of the Contractor’s personnel assigned to this contract.

7.10 The On-Site Supervisor shall immediately report all maintenance and utility problems and malfunctions found within the cleaning areas to the Contract Manager or his designee.

7.11 The On-Site Supervisor shall report any persistent carpet stains to the Contract Manager or his designee after unsuccessful stain removal.

8. Conduct of Janitorial Personnel

8.1 Disruption of MDOT MVA personnel shall be kept to a minimum. At no time shall the Contractor staff personnel interrupt MDOT MVA personnel. Any issues needing to be addressed shall be done through the Contract Manager or his designee.

8.2 Employees of the Contractor, while performing work under this Contract, shall not:

A. Remove any State property or personal property, equipment, monies, forms, or any other items from the buildings;

B. Engage in loud or boisterous behavior;

C. Play radios or tape players;

D. Be under the influence of alcohol or drugs;

E. Gamble;

F. Turn on or off or use any equipment other than the Contractor’s equipment;

G. Use any State telephone except a telephone designated by the Contract Manager or designee for the purpose of business under this Contract;

H. Open any desk, file cabinet or storage cabinet;

I. Consume any food or beverage, other than that brought with the employee and only in areas designated by the Contract Manager or designee;

J. Engage in horseplay;

K. Remove any article from desks;

L. Sleep;

M. Engage in long conversations with other individuals;

N. Take photographs of the building or its contents;

O. Remove any documents, records, forms or paper of any kind which is not either in trash cans or clearly marked as trash, or in recycle containers;

P. Use any tobacco or tobacco substitute products in any form;

Q. Engage in any activity which is not in the best interest of the State or is otherwise detrimental to the performance of this Contract; or

R. Allow any unauthorized person into the building.

8.3 Should the MDOT MVA find any Contractor staff unsuitable under this Contract, the MDOT MVA shall immediately notify the Contractor’s representative verbally, followed by a written notification to the Contractor. The Contractor shall be responsible for the conduct and be liable for any action of the

Contractor staff while performing work under this Contract.

9. Supplies, Materials, Equipment and Utilities

9.1 The MDOT MVA shall:

A. Provide all supplies not provided by the Contractor necessary for the performance of this contract. This includes but it not limited to: toilet tissue, paper towels, trash liners, hand soap and play sand.

NOTE: These supplies shall be stocked in the janitorial closets by MDOT MVA employees.

Records of usage of these supplies will be maintained by the MDOT MVA. The Contractor will be held accountable for any excessive usage of these supplies.

B. Provide light, heat, electrical power, and hot and cold water for the cleaning of the building.

(Note: Hot water temperature is regulated by the State’s energy guidelines and cannot be increased above the current guideline temperature).

C. Provide janitorial closets for the housing of the Contractor’s equipment and supplies. These closets must be maintained in a clean, neat and orderly condition by the Contractor.

D. Provide large trash receptacles (dumpsters, outside) for the final disposal of trash and recycling collected in the buildings. The Contractor shall deposit all trash and recycling collected in the building in the receptacle provided and ensure that all lids, doors or other openings to the receptacle are closed and latched. Care shall be taken so as not to litter the outside areas when handling trash. The Contractor shall clean up any spillage.

9.2 The Contractor shall:

A. The Contractor shall provide all supplies, materials and equipment not provided by the MDOT

MVA necessary for the performance of the work of this Contract. This includes, but is not limited to: cleaning agents, disinfectants, floor care products, carpet cleaning and deodorizing products.

B. Fifteen (15) days prior to the starting date of the Contract, the Contractor must submit to the

Contract Manager or his designee, a list giving the name of the manufacturer, the brand name, the intended use of each of the materials that the Contractor proposes to use in the performance of the work. The Contractor shall utilize cleaning materials, supplies and equipment in accordance with manufacturer’s specifications. The Contractor shall not use any material which the Contract Manager or his designee determines would be unsuitable for the purpose, or harmful to the surfaces to which applied, or to any other part of the building, its contents, or equipment.

NOTE: All Housekeeping supplies in support of this Contract are to be compliant with the

Maryland Green Purchasing Committee’s Specifications for Environmentally Preferable

Janitorial Supplies and are to be purchased from Blind Industries and Services of

Maryland (BISM) to the extent they are available. Compliant products are designated by

BISM as ‘green’. Additional information may be obtained from BISM direct by calling

Tom Owens at (410) 737-2647. As this is a mandatory requirement, failure to comply will be considered a default under the terms of the Contract. A copy of the Contract will be provided to BISM for follow-up.

C. Not utilize flammable substances as a cleaning or polishing agent without the prior written approval from the Contract Manager or designee. The Contractor shall furnish a list of all hazardous products used and stored at MDOT MVA facilities.

D. Not utilize bowl cleaners, acids or strong alkalis without first obtaining written permission from the Contract Manager or designee.

E. Not utilize abrasives to clean fixtures, pipes, hardware or fittings.

F. Supply to the MDOT MVA’s Office of Environment Safety and Risk Management an OSHA

Form 20 “Material Safety Data Sheet” (MSDS) for all products used in the performance of the

Contract displaying a warning label. A book shall be kept in each janitorial closet with an

MSDS sheet for each product utilized.

G. Furnish all necessary cleaning equipment required for the performance of the work for this

Contract. This equipment must be the size and type customarily used in work of this kind and must meet the approval of the Contract Manager or designee.

H. Provide and display “Wet Floor” signs while work is being performed on floors to ensure the safety of the building occupants and the Contractor’s employees at all times.

I. Ensure that each piece of equipment delivered to the Contract site for use under this Contract is serially numbered and appropriately identified with a plate affixed thereon. The Contractor must furnish the Contract Manager or designee with a listing of all the equipment delivered to the facility with the corresponding serial numbers. On a schedule established by the Contract

Manager or designee, an inventory is to be made of the equipment. The purpose of the inventory is to ensure that all equipment is in operating condition and that the quantity and quality agreed upon at the award of the Contract is the same. The Contractor shall accompany the Contract Manager or designee conducting the inventory. It is the responsibility of the

Contractor to provide only those items approved at the beginning of the Contract. Further, all equipment shall be operative at all times. Any inoperative equipment shall be repaired and/or replaced within a twenty-four (24) hour period.

J. In conjunction with the Contract Manager or designee, an inventory of all the materials and equipment on hand during the final month of the contract period shall be performed, along with the development of a list of all materials and equipment which have been paid for by the

MDOT MVA. Any materials remaining at the termination of the Contract which has been paid for by the MDOT MVA will remain the property of the MDOT MVA.

K. Comply with the MDOT MVA Recycling program. Recyclable items shall be collected, and card board boxes broken down and placed in the designated recycling containers provided by the MDOT MVA.

L. Vendor will be responsible for loss or damage caused by his or her employees. The vendor shall be responsible to guarantee repairs when his/her employees were obviously negligent in the performance of their work as outlined herein. Vendor shall make reasonable and prompt restitution, by cash, replacement, or repairs, subject to the MDOT MVA’s approval, for any damage for which the vendor is liable.

10. Standards and Workmanship

10.1 The building must be cleaned at the frequency and to the standard detailed in these specifications. Daily means Monday through Saturday (except where indicated otherwise in the specific tasks), weekly means once a week, monthly means once a month, quarterly means once every three months, semi-annual means twice a year. The MDOT MVA Contract Manager/Designee shall determine whether the tasks have been performed, and, that the performance is in accordance with the standards set forth in these specifications. Failure to perform a task or to perform a task to the specified standard will result in reduction in the Contractor’s monthly invoice in accordance to Section 2.19. The Contractor may appeal the Contract Manager/Designee determination in accordance with Section 2.20.

10.2 All work shall be performed by trained personnel using current, acceptable industry practices.

10.3 All work shall be performed in a manner that maintains the original condition of the building and furnishings.

10.4 Vendor shall furnish the necessary, appropriately tested and approved implements and machinery for the satisfactory performance of the contracted services. For safety and air quality reasons, propane buffers are not permitted.

10.5 During janitorial operations, all areas shall be kept neat and clean. Precautions shall be taken to avoid damage to existing structures. All work shall be performed in a safe manner with particular care regarding furniture and wall covering.

10.6 Upon completion of the daily work, the Vendor shall insure that all slop sinks and equipment storage areas are left in a neat and orderly condition.

10.7 The Vendor shall be responsible for the conduct of all its employees and liable for any action or inaction of its employees while performing under this Contract.

10.8 All office cleaning, where possible, will be done behind locked doors. In other words, when a cleaner goes into a MDOT MVA Office to perform duties, wherever possible, the MDOT MVA office entrance door shall be locked behind them unless such cleaning is scheduled during hours of actual operation.

11. Insurance Requirements

11.1 The Contractor shall maintain the following coverage:

• Worker’s Compensation and Employers Liability Coverage (WC/EL)

• Commercial General Liability (CGL)

• Automobile Liability (AL)

• Excess/Umbrella (XS/UMB)

• Employee Theft Insurance

11.2 Workers Compensation and Employers Liability Coverage (W C/EL)

Section A: Statutory Benefits as required by the State of Maryland, or the state of hire

Section B: Employers Liability - $500,000 Each Accident, $500,000 Disease Policy Limit, $500,000 Disease – Each Employee

11.3 Commercial General Liability (CGL)

Bodily Injury/Property Damage Each Occurrence Limit $ 1,000,000

Personal and Advertising Injury Limit $ 1,000,000

General Aggregate Limit $ 2,000,000

Products/Completed Operations Aggregate Limit $ 2,000,000

Fire Legal Liability $ 300,000

Medical Payments to Others $ 10,000

11.4 Automobile Liability (AL)

Combined Single Limit $ 1,000,000

Include Owned, Hired and Non-Owned Auto Liability

Uninsured/Underinsured Motorists $ 1,000,000

11.5 Excess/Umbrella (XS/UMB)

Each Occurrence Limit $ 1,000,000

Aggregate Limit $ 1,000,000

11.6 Employee Theft Insurance.

Each Occurrence Limit $ 25,000

11.7 If recommended for award, within 10 business days from notification by the Procurement Officer that the successful Bidder has been determined to be the apparent awardee, the Contractor shall: (i) provide the State with current certificates of insurance that identify the MDOT MVA as an additional insured, and (ii) shall maintain and report such insurance annually to the Contract Manager.

11.8 The State shall be named as an additional named insured on the policies with the exception of Worker’s

Compensation Insurance and Professional Liability Insurance. Certificates of insurance evidencing coverage shall be provided prior contract award. All insurance policies shall be endorsed to include a clause that requires that the insurance carrier provide the Contract Manager, by certified mail, not less than 45 days advance notice of any non-renewal, cancellation, or expiration. In the event the Contract

Manager receives a notice of non-renewal, the Contractor shall provide the Contract Manager with an insurance policy from another carrier at least 30 days prior to the expiration of the insurance policy then in effect. All insurance policies shall be with a company licensed by the State to do business and to provide such policies.

SCOPE OF WORK

1. Daily Tasks

1.1 Trash

1.1.1 All trash shall be removed from the building and taken from the building to the dumpster.

1.1.2 All small loose trash is placed in large plastic bags and deposited into the outside dumpster provided. Large plastic bags are closed and tied and free from holes which would allow trash or liquid to escape.

1.1.3 Dumpster doors are left closed and latched.

1.1.4 All emptied trash cans will have two (2) liners that are free of soil and stain caused by liquids, coffee grounds, food, garbage or any other substance which creates an odor.

1.1.5 Trash cans cleaned and disinfected as needed. At no time shall there be an odor emanating from the trash cans.

1.1.6 All items marked “trash” are removed.

1.1.7 All bottles, cans and boxes (broken down) are deposited in the appropriate recycle containers.

1.2 Restrooms

1.2.1 Basins, sinks, counter tops, and plumbing fixtures free of stains, dirt, hair, smudges, smears, and water spots. Chrome fixtures or pipes shined.

1.2.2 Toilets and urinals shall be cleaned using a disinfectant cleanser and free of stains, dirt, hair, smudges, smears, water spots, encrustation and rust. Toilet seats free of stains, dirt, hair, smudges, smears and water spots on both top and bottom surfaces. Toilet bowl brush shall be used on toilet bowls and care should be given to clean flush holes under rim of bowls and passage trap.

1.2.3 Restroom stalls shall be free of smears, smudges, fingerprints and be uniform in appearance without residue, haze, streaks or film.

1.2.4 Countertops, fixtures, hardware, plumbing and walls behind sink to be free of stains, dirt, hair, smudges, smears and water spots. Chrome fixtures or pipes shined.

1.2.5 Mirrors and shelves free of water spots, dirt, smudges, smears, film and haze and fingerprints.

1.2.6 Exterior of trash receptacles free of smears, film and haze.

1.2.7 The restrooms shall be maintained in a spotlessly clean and odor free condition at all times.

1.2.8 All paper towel dispensers are filled to ¾ capacity and paper towels are dispensed easily and correctly from dispenser.

1.2.9 All toilet dispensers have full rolls of toilet paper and rolls are properly installed in dispensers. Partial rolls may be left in the stalls.

1.2.10 All hand soap dispensers are filled.

1.2.11 All dispensers shall be polished and free of smears, film and haze.

1.2.12 Unserviceable dispensers shall be reported to the Contract Manager or designee.

1.2.13 Replace urinal mats and urinal screens/deodorizers as needed.

1.3 Break Room

1.3.1 Sinks and countertops shall be cleaned, disinfected and free of smears, smudges, fingerprints, food, and trash provided sink is free of dishes. Chrome fixtures shined. Scour kitchen sink as needed.

1.3.2 Kitchen tables and chairs shall be clean, disinfected and free of smears, smudges, fingerprints, food, and trash.

1.3.3 The outside of the refrigerator and microwave shall be cleaned, disinfected and free of smears, smudges, fingerprints, food, and trash.

1.3.4 The inside of the microwave shall be clean and free of food splatters.

1.3.5 Doorknobs and or handles shall be cleaned with an anti-bacterial cleaner.

1.3.6 Clean all water fountains with disinfectant cleaner. Clean water discharge surface and drain holes. Flush the top surface with clean water. Apply lotion cleanser for stains. Rinse clean and dry with clean cloth.

1.3.7 Paper towels are neatly stacked on the kitchen counter.

1.3.8 Return all chairs and waste baskets to proper positions.

1.4 Doors, Windows, Switches, Counters, and Walls

1.4.1 Glass doors and internal windows shall be cleaned as needed and be free of smears, smudges, fingerprints and be uniform in appearance without residue, haze, streaks or film.

1.4.2 Doors, door plates and handles, kick plates, brass metal fixtures, light switches, walls and counters shall be cleaned as needed and be free of smears, smudges, fingerprints and be uniform in appearance without residue, haze, streaks or film.

1.5 Floors

1.5.1 All dirt, melting compounds, dust and trash removed from floors. Floors dust mopped followed by wet mop.

1.5.2 Special attention shall be given to areas under desks and furniture to prevent accumulation of dust and dirt.

1.5.3 No dirty water or cleaning solution residue or mop marks shall be visible on floors.

1.5.4 All corners and areas adjoining vertical walls shall be free of dirt, dust, trash, dirty water residue and cleaning solution residue.

1.5.5 All tile floors shall be maintained in accordance with the manufacturer’s instructions.

1.5.6 “Wet Floor” signs shall be put out until floors are completely dry.

1.5.7 Floors should have no buff marks or build-up in corners or arears of floor adjoining vertical walls.

1.5.8 Walls and floor molding shall be kept clean and free of wax.

1.5.9 Damage is to be reported immediately and shall be corrected at the Contractor’s expense.

1.6 Carpets

1.6.1 All trash, gum, and debris shall be removed from floors, prior to vacuuming.

1.6.2 Vacuum easy to reach areas (hallways, corridors, and other designated areas). Care shall be taken to avoid damage to the walls and furniture.

1.6.3 All carpeted areas will be inspected daily for spots and stains. All spots and stains will be removed as soon as possible. Where difficult spots are encountered, a notation should be left with Branch Office Manager or Supervisor. Carpet care must be coordinated with MDOT

MVA Management prior to start of work.

1.7 Cigarette Urns

These services are not required for this branch.

1.8 Outside Trashcans

These services are not required for this branch.

1.9 Recycling

All office recycling boxes shall be emptied into the outside recycling containers.

1.10 Outside Walkways

Sweep outside walkways for trash and cigarettes.

2. Weekly Tasks

2.1 Restrooms

Sanitize and pour water down floor drains to reduce odor.

2.2 Vacuuming

Vacuum areas under desks, counters, chairs and other hard to reach areas. Care should be taken to avoid damage to the walls and furniture.

2.3 Dusting

2.3.1 Furniture, office equipment, interior windowpanes and windowsills, with an open space shall be dusted weekly with a treated cloth or static duster. This shall include all horizontal surfaces up to 84 inches high.

2.3.2 Desks, tables, and other office equipment/furniture not cleared of paper, work materials, and personal items, such as photos and trinkets will only be dusted where it is exposed. Vendor is not responsible for moving these items due to the sensitivity, security, and/or fragility of the paper, work materials, and the personal items.

2.3.3 Areas are to be free of dust, trash, beverage and finger marks.

2.4 Floors

2.4.1 All non-carpeted vinyl floors will be washed, spray waxed, buffed to a high shine, and kept in a scuff / spot /streak free condition.

2.4.2 Extreme care shall be exercised in all mopping so as to avoid splashing walls or furniture.

2.4.3 Transporting of water and other liquids over carpeted areas will be done in such a manner to avoid spillage.

2.4.4 Care shall be taken in applying finish to keep it off furniture and walls. Floor machines will be used in a manner to avoid damage to the walls, baseboards, and furniture.

2.4.5 For safety reasons, propane buffers are not permitted within the building.

2.5 Walls

2.5.1 All interior walls are to be inspected weekly for spots and stains.

2.5.2 All spots and stains will be removed as soon as possible. Where difficult stains are encountered, a notation shall be left with MDOT MVA Branch Management.

2.6 Mop Heads and Rags

All mop heads and rags shall be cleaned and bleached once per week.

2.7 Benches

All benches shall be wiped down and disinfected.

3. Monthly Tasks

3.1 Air Conditioning Grills

Damp wipe all heating and cooling grills, louvers and registers with degreaser cleaning agent.

3.2 Light Fixtures

Internal light fixture will be dusted monthly.

3.3 Wastebaskets

All wastepaper baskets and receptacles shall be scrubbed clean and deodorized monthly with a new liner installed.

3.4 Picture Frames

All picture frames will be dusted and wiped.

3.5 Base Boards

Baseboards and corners shall be free of dust, dirt, smears, smudges, fingerprints and be uniform in appearance.

4. Quarterly Tasks

4.1 High Dusting and Cleaning

4.1 Clean all window blinds, pipes, ledges, ceilings, moldings, picture frames, etc. to remove smudges, fingerprints and ink/pencil markings.

4.2 Dust all window blinds, walls and ceiling corners, window sills, light fixtures, ledges, top of refrigerator, cupboards, file cabinets, shelving and bookcases for cobwebs, dust and dirt.

4.3 Vacuum and clean all heating and cooling grills, louvers and registers, wipe with a damp cloth using a degreaser cleaning agent.

4.2 Upholstery

Vacuum all upholstered furniture, cubicle partitions, window and door shades and/or drapes.

4.3 Ceramic and Quarry Floors

4.3.1 Deep clean all ceramic and quarry tile areas, including deep scrubbing the grout, with appropriate technology. The first grout cleaning shall be scheduled and completed within the first four (4) weeks of the start of the contract, and the subsequent grout cleanings shall be scheduled and completed every three months thereafter.

4.3.2 Ceramic and quarry floors shall receive a non-slippery sealant and buffed to a high shine.

4.3.3 Waxing and sealants shall be applied immediately following the scrubbing.

4.3.4 Quarterly floor cleaning shall not interfere with regular assignments.

4.3.5 Special Care must be given to all floor moldings, considering their appearance after floor cleaning is done (i.e.: molding, must be neat and clean, not splattered or spotted after floor care is given).

Note: Start and completion dates and floor plans may be provided for areas of coverage. This shall not interfere with regular assignments. During floor cleaning and waxing, the Vendor’s employees are responsible for moving lobby chairs, benches, and small items such as stanchions and wastebaskets.

5. Semi-Annual Tasks

5.1 Carpets

5.1.1 Safely and thoroughly clean rugs and carpet using a commercial rated vacuum machine with extractions capabilities whereby all foreign matter is removed.

5.1.2 All traces of dirt, grime and soil shall be removed from carpets/rugs and there shall be no excessive shrinkage, which affects appearance and durability.

5.1.3 Rugs and carpets shall be vacuumed after cleaning and shampooing with a wet/dry machine and there shall be no lingering or objectionable odor.

5.1.4 Carpet under furniture as well as exposed carpet shall be cleaned. Contractor(s) is responsible for moving furniture and brushing carpet to restore flattened pile.

5.1.5 All stains and spots are to be removed.

5.1.6 Perform restorative carpet cleaning services to maintain carpets in “like new” condition.

5.1.7 Special Care must be given to all floor moldings, considering their appearance after carpet cleaning is done (i.e.: molding, must be neat and clean, not splattered or spotted after shampooing).

5.1.8 The first carpet shampooing and deodorizing shall be scheduled and completed within the first eight (8) weeks from the start date of the contract, and the second shampooing and deodorizing shall be scheduled and completed in six (6) months.

Note: This task must be coordinated with MDOT MVA Management and must be done during MDOT MVA’s non-working hours, which may include holiday weekends. During carpet shampooing, the Vendor’s employees are responsible for moving chairs, and small items such as wastebaskets.

5.2 Light Fixtures

5.2.1 Exterior of fixtures will be damp wiped.

5.2.2 The first wiping shall be scheduled and completed within the first twelve (12) weeks of the start of the contract, and the second wiping shall be scheduled and completed in six (6) months.

5.3 Office Windows

5.3.1 Office windows are to be cleaned once outside during the spring and once inside during the fall.

5.3.2 Windows shall be free of smears, smudges, fingerprints and be uniform in appearance without residue, haze, streaks or film.

5.4 Vinyl Floors

5.4.1 Stripping and Finishing

Quarter 1 and Quarter 3

1. All vinyl floors shall be machine stripped of wax and dirt.

2. All wax stripping solution removed from floor and surrounding wall areas.

3. The vinyl floors shall receive five (5) coats of wax and buffed to a high gloss shine.

4. Floors shall be sealed with two (2) coats of seal and/or finish in accordance with the manufacturer’s instructions for the maintenance system.

5. Special Care must be given to all floor moldings, considering their appearance after floor cleaning is done (i.e.: molding, must be neat and clean, not splattered or spotted after floor care is given).

5.4.2 Scrub and Recoat

Quarter 2 and Quarter 4

1. Vinyl floors shall be thoroughly cleaned by means of broom sweeping or dust mopping, followed by a wet mop.

2. Vinyl floors shall receive one (1) coat of wax and buffed to a high gloss shine.

3. Special Care must be given to all floor moldings, considering their appearance after floor cleaning is done (i.e.: molding, must be neat and clean, not splattered or spotted after floor care is given).

6. Performance Meetings

6.1 Performance meetings will be held on a quarterly basis or more frequently as deemed necessary by the

Contract.

6.2 Manager or designee to address issues or concerns regarding the Contract.

6.3 Quarterly meetings will be scheduled at the beginning at the Contract.

6.4 Meetings will be recorded and documented. A copy of the performance meeting minutes will be sent to the Procurement Officer and the Contractor.

7. Reductions for Non-Performance or Failure to Meet Standards

Non-Performance of Work

7.1 The cleanliness of the MDOT MVA Glenmont Express Office is taken very seriously by the

MDOT MVA.

7.2 Should the quantity or timeliness of the services performed not be acceptable, and/or as specified in this

Contract, the MDOT MVA reserves the right to implement non- payment measures for poor or non-performance of work. These measures shall include deductions or non-payment for work improperly done. In addition, MDOT MVA reserves the right to declare the Contractor in default of the Contract and may move for immediate termination of the Contract at no cost or penalty to the MDOT MVA.

7.3 In the event of failure to proceed with the work as specified in the Contract, or if it appears at any time that such work is not being prosecuted in a timely and proper manner, the MDOT MVA may require the Contractor to furnish and place in operation such additional labor, and equipment as deemed necessary to bring the work back into compliance. This shall be accomplished at no additional cost to the MDOT MVA. If the Contractor fails to comply, The MDOT MVA may initiate measures to meet the requirements of the Contract.

7.4 Overall Contract performance will be monitored by the MDOT MVA Contract Manager or designee

The MDOT MVA Contract Manager or designee will address all incidents of poor performance with the Contractor.

7.5 The Contractor shall correct performance deficiencies noted and take the necessary measures to ensure these deficiencies will not repeat. Deductions from the Contractor’s monthly invoice shall be taken when the Contractor ails to perform any task required in these specifications or performs any task below the standards as required in these specifications. All such deductions shall be permanent.

a. First occurrence – written documentation notice from the Contract Manager or designee to the

Contractor.

b. Second occurrence – written documentation and deduction of 1/60th of the monthly invoice amount.

c. Third occurrence – written documentation and deduction of 1/30th of the monthly invoice amount.

7.6 Any incomplete work requiring additional time to finish as a result of the Contractor’s actions shall be brought to the attention of the Contract Manager or designee for approval prior to commencing any work.

7.7 Each incident of additional time required shall be grounds to consider the Contractor’s work for that day to be documented as “Unsatisfactory”.

7.7.1 Reductions for “No Shows” shall be based on the normal number of Contractor’s personnel assigned to the building multiplied by the hours normally worked by the Contractor.

7.7.2 Failure of the Contractor to arrive within thirty minutes (30) of the scheduled start time shall be considered a “No Show” and shall be documented.

7.7.3 Reductions for below standards work may be made if, after the second documented notification, the Contractor has not corrected the deficiency and State workers are assigned to perform the task.

7.7.4 Reductions will be based on the hourly wage rate of the State employee assigned to perform the task times the hour/hours required for State workers to perform the task.

7.8 Failure of Contractor to report for work as scheduled (No-Show) shall be cause to document an incident of unsatisfactory performance. The MDOT MVA Contract Manager or designee, at his/her sole discretion may allow the Contractor to make the work up at the earliest opportunity. Under extraordinary circumstances and sole discretion of the Procurement Officer, failure to report for work may be excused and not documented as an incident of unsatisfactory performance. Payments will not be made for cleanings that are not provided.

7.9 Failure of Contractor to perform work as indicated in the “SCHEDULE” in the Contract:

For any task indicated on the SCHEDULE of work detailed within these specifications which is either not performed or only partially performed, a documentation of unsatisfactory performance will be prepared by the MDOT MVA Contract Manager or designee and the Contractor shall be so notified and given an opportunity to immediately correct the problem. Repeated incidents (two or more) for the same task of non-performance within a one-month period will result in a deduction from the monthly invoice for each occurrence. The amount of the deduction shall be 1/60 of the monthly invoice price, and 1/30 for the third incident, as priced on the Contractor’s Bid and will cause documentation of each incident as unsatisfactory performance.

7.10 Repeated poor performance or non-performance of Contract specifications and/or multiple occasions of documented ‘unsatisfactory performance’ shall cause the Procurement Officer to either:

A. Immediately institute of a period of probation the length of which shall be no more than fifteen

(15) days within which the Contractor shall take immediate steps to correct all deficiencies and provide a plan of remedial action to prohibit a reoccurrence of the documented unsatisfactory performance, or, B. Give the Contractor a ten (10) day written notice to show-cause why the Contractor should not be declared in default.

C. Any deficiencies, which occur as a result of extraordinary circumstances, may be excused at the sole discretion of the Procurement Officer. However, any deficient work must be rescheduled with the MDOT MVA Contract Manager or designee within five (5) working days. If it is not possible to reschedule the work, a deduction will be taken from the monthly invoice for work not preformed.

D. In addition, the Procurement Officer reserves the right to terminate the Contract for default under COMAR regulations as follows:

If the Contractor fails to fulfill its obligation under this Contract properly and on time, or otherwise violated any provision of the contract, the State may terminate the contract by written notice to the Contractor. The notice shall specify the acts or omissions relied upon as cause for termination. All finished or unfinished work provided by the Contractor shall, at the State’s option, become the State’s property. The State shall pay the Contractor fair and equitable compensation for satisfactory performance prior to receipt of notice of termination, less the amount of damages caused by Contractor’s breach. If the damages are more than the compensation payable to the Contractor, the Contractor will remain liable after termination and the State can affirmatively collect damages. Termination hereunder, including the determination of the right and obligations of the parties, shall be governed by the provisions of

COMAR 21.07.01.11B.

8. Disputes Arising from Reductions

Any dispute related, respectively, to this solicitation or the resulting Contract shall be subject to the provisions of COMAR 21.10 (Administrative and Civil Remedies).

9. Employee Identification

9.1 Each person who is an employee or agent of the Contractor or subcontractor shall display his or her company ID badge at all times while on State premises. The ID badge shall have the employee’s picture, name and signature as well as the Contractor’s name or logo.

9.2 All janitorial employees must wear uniforms bearing the company name/logo. Uniforms shall be approved by the MDOT MVA and shall not be torn, stained or dirty at the beginning of the work period.

9.3 Upon request of authorized State personnel, each such employee or agent shall provide additional photo identification.

9.4 At all times at any facility, the Contractor’s personnel shall cooperate with State site requirements that include but are not limited to being prepared to be escorted at all times, providing information for badge issuance, and wearing the badge in a visual location at all times.

DURATION / TERM OF THE CONTRACT/PROJECT

The Contract that results from this solicitation shall be for a two (2) year period commencing as of the date the

Contract is signed by the MDOT MVA.

COMPENSATION AND METHOD OF PAYMENT

1. Upon completion of tasks, the Contractor must notify the Contract Manager of the date, time, and services provided, via email. The Contract Manager is required to respond within two (2) business days confirming the work was completed in accordance with the Scope of Work.

2. Payment will be made by Electronic Funds Transfers within thirty (30) days following proper receipt of an approved invoice from the Contractor.

3. All invoices and/or correspondence pertaining to invoices shall be identified with Contract Number

V-KPM-21022-M and shall be forwarded to MVAAPInvoices@mdot.maryland.gov.

4. All services provided under this Contract shall be billed within thirty (30) days from date of service and in accordance with the bid prices on Schedule of Prices or the Contractor’s Bid Sheet.

5. The invoice must also include on its face, the Contractor’s Federal Tax Identification Number.

6. All invoices for services shall be signed by the Contractor and submitted to the Contract Manager.

7. All invoices shall include the following information:

• Contractor name;

• Remittance address;

• Telephone number;

• Contact Person;

• Federal taxpayer identification number (or if sole proprietorship, the individual’s social security number);

• Invoice period;

• Invoice date;

• Invoice number

• State assigned Contract number;

• State assigned (Blanket) Purchase Order number(s);

• Goods or services provided; and

• Amount due.

8. Invoices submitted without the required information cannot be processed for payment until the Contractor provides the required information.

9. The invoice must be supported by a job or work ticket created by the technician providing the service and this ticket MUST BE SIGNED BY AN APPROPRIATE MDOT MVA REPRESENTATIVE. An appropriate representative will be either a member of the management team or a member of the Facility’s mailto:MVAAPInvoices@mdot.maryland.gov

Maintenance personnel or their delegated alternate. The appropriate MDOT MVA personnel will also be announced at the Contract’s pre-start conference.

10. INVOICES WILL NOT BE PAID WITHOUT AN ATTACHED SIGNED COPY OF THE

JOB/WORK TICKET.

BID/PROPOSAL AFFIDAVIT

Each Bidder responding to this IFB shall include a completed Bid/Proposal Affidavit with its Bid. See

Attachment No. 2.

**The person signing the Bid/Proposal Affidavit must be an Officer of the Company, authorized to contract on behalf of the Company, or another authorized person whose proof of authority is hereby attached. (Please attach a notarized copy of said authorization to the Bid, i.e.; Corporate Resolution).

CONTRACT AFFIDAVIT

All Bidders are advised that if a Contract is awarded as a result of this solicitation, the Contractor will be required to complete a Contract Affidavit. A copy of this Affidavit is included for informational purposes as

Attachment No. 3 of this IFB. This Affidavit must be provided within five (5) Business Days of notification of proposed award.

ISSUING OFFICE and PROCUREMENT ADMINISTRATOR

Maryland Department of Transportation Motor Vehicle Administration

Division of Procurement

Kelli Gower

6601 Ritchie Hwy

Glen Burnie, Maryland 21062

Telephone No.: 410-768-7396

Fax No.: 410-768-8253

E-Mail: kgower@mdot.state.md.us

QUESTIONS DUE DATE

1. Any questions regarding this solicitation shall be in writing and emailed to the Procurement Administrator, Kelli Gower, at kgower@mdot.state.md.us, no later than the date and time in the Key Information provided on Page One.

2. The subject line of the email should state that the email is a Question for Contract No.

V-KPM-21022-M.

3. Information or instructions pertaining to this solicitation received from any other source are not valid.

BID DUE DATE

1. All bid responses must be submitted through eMaryland Marketplace Advantage (eMMA), the State of

Maryland’s procurement website, located at https://emma.maryland.gov/. Bids will not be accepted by email, fax, U.S. Mail, or hand delivery. You must be registered and logged in to submit a bid on eMMA.

mailto:kgower@mdot.state.md.us mailto:kgower@mdot.state.md.us

2. If you are new to eMMA, it is recommended that you download the User’s Guide available on the first page

(desktop) after logging into the system. Additional assistance is available between the hours of 8:00 a.m.

and 4:00 p.m., Monday thru Friday at the eMMA Help Desk (410) 767-1492 or at eMMA.helpdesk@maryland.gov.

3. When submitting your completed bid, the following documents must be submitted:

• All Addenda Acknowledgment Pages

• Contractor’s Bid Sheet and Summary Page (there are two spreadsheets in the Excel Workbook)

• Bid Affidavit

• References

4. Requests for extension of this time or date will not be granted. Except as provided in COMAR 21.05.02.10, Bids received after the due date and time listed in this IFB will not be considered.

5. Bids may be modified or withdrawn by written notice received by the Procurement Officer before the time and date set for the opening.

6. Bids may not be submitted by e-mail or facsimile.

7. Vendors not responding to this solicitation are requested to submit the “Notice to Vendors” form, which includes company information and the reason for not responding (e.g., too busy, cannot meet mandatory requirements, etc.).

8. Prices submitted in response to this solicitation are irrevocable for ninety (90) days following the bid due date. The Procurement Administrator may; however, request vendors to extend the time during which the

MDOT MVA may accept their bids. Once a bid is accepted, all prices, terms and conditions shall remain unchanged.

REVISIONS TO THE IFB

If it becomes necessary to revise this IFB, written amendments will be posted on eMaryland Marketplace and will be provided to all known prospective Bidders. Written acknowledgement of the receipt by the Bidder of all amendments will be required.

CANCELLATION OF IFB

This solicitation is subject to cancellation as provided in COMAR 21.06.02. MDOT MVA may cancel this IFB, in whole or part, whenever this action is determined to be fiscally advantageous to MDOT MVA or otherwise in it’s or the State’s best interest.

INCURRED EXPENSES

MDOT MVA will not be responsible for any costs incurred by a Bidder in preparing and submitting a bid in response to this IFB.

BASIS OF AWARD

1. Contract will be awarded to the responsible Bidder submitting the most responsive, favorable, evaluated bid price.

mailto:eMMA.helpdesk@maryland.gov

2. The Maryland Department of Transportation Motor Vehicle…