Marietta_-_Exhibit_1_-__Scope_of_Cleaning_for_Ports_of_Entry.pdf

1.1. Scope

PORT OF ENTRY CLEANING SERVICES

SECTION 1. GENERAL

A. These provisions cover work to be accomplished at the Port of Entry (POE). The work covered in the specifications consists of furnishing all management supervision and janitorial employees, hereinafter referred to as contractor's staff; supplies; and, equipment ( except for those items of state furnished supplies identified in Section 3 .1) necessary for the accomplishment of the services as described herein.

B. The janitorial services described herein are necessary to ensure the POE is safe, attractive, clean and sanitary. This contract includes, but is not limited to: janitorial services inside the POE building; trash pickup and removal; sweeping and cleaning of the sidewalks and outside handrails; and other incidental functions not specifically listed but normally part of general practices within the trade.

C. Tasks in Section 2 indicate the minimum acceptable frequency; however, it will be the Contractor's responsibility to perform immediate cleaning procedures in any area where visible appearance does not meet with the approval of the OCC.

D. Scheduled cleaning will be done at times agreeable to the OCC and the Contractor.

E. The Port of Entry will, during the course of the annual contract, be open 5-7 days per week and

8 or more hours per day. Towards the end the contract, the facility may be open on a 24/7 basis.

F. There may be periods of POE closure during this contract (due to work being performed on the facility). The vendor will be apprised of this in advance in the event it conflicts with the service schedule. If the services can be rescheduled, no loss of payment under the contract will occur.

In the event the services cannot be rescheduled, the contract shall be adjusted accordingly.

G. Services will be accomplished in accordance with the procedures and standards stated herein.

1.2. Contractor Qualifications

A. The contractor shall:

( 1) Have an adequate number of employees on site to meet the requirements of this contract.

(2) Include within the Contractor's bid adequate costs to provide reasonable accommodations to any of his/her employees that need them.

(3) Immediately notify appropriate authorities of emergencies. In the event the Contractor's personnel encounter a person who is ill or injured, they will call professional help as required or as appropriate. They will also notify an OCC supervisor or designated employee and provide details for completion of an incident report.

(4) Secure any items found on site and deliver them to the OCC supervisor or designated employee for safekeeping.

(5) Not enter into any subcontracts to perform the services required by this contract without first receiving written approval from the OCC.

(6) Comply with all applicable laws and regulations governing safety, heath and sanitation.

(7) Comply with the Social Security Act, Worker's Compensation laws and unemployment laws of the State of Oklahoma as well as all State, Federal and local laws, rules and regulations.

(8) Be responsible for any required training, documentation of such training and certification or licensure of all employees in the performance of their duties.

(9) Agree if it should be in noncompliance with any applicable Federal or State laws, or regulations, that the contract may be suspended, terminated or canceled in part or in whole.

EXHIBIT 1

Observance of the compliance of the requirements thereof shall be the responsibility of the Contractor, without reliance on or direction by OCC.

(10) Remove any employee, who endangers persons or property, displays impolite and socially unacceptable behavior or whose continued employment under this contract is inconsistent with the interests of OCC.

( 11) A competent representative must be available during the hours of operations, seven days a week, to respond to personnel emergencies. OCC must be able to reach Contractor's competent representative within thirty (30) minutes and shall not be required to call more than three (3) phone numbers in order to make contact.

B. The contractor's personnel shall be:

(1) Proficient in performing janitorial services, landscape care and light maintenance services using appropriate tools, methods and techniques.

(2) Able to understand and speak fluent English.

(3) Present a neat, clean and well groomed appearance at all times.

(4) Prohibited from eating and/or smoking while in the performance of their duties. Eating during breaks shall be allowed only in designated areas.

( 5) Prohibited from having firearms or other weapons in their possession, whether licensed or not, while on duty.

( 6) Prohibited from possessing controlled substances or intoxicating beverages.

(7) Prohibited from using POE telephones or sitting at desks.

(8) Friendly and courteous at all times.

1.3 Inspection

A. OCC will perform random inspections of the facility and the grounds to evaluate Contractor's compliance with contract terms. All incomplete or defective work requiring corrective action will be conveyed to the Contractor. If service is not at an acceptable level, according to the terms of this contract, a Vendor Performance Quality Report may be filed and cancellation of the contract may occur.

B. A checklist will be provided by the Contractor that lists all tasks required to be performed. The checklist will be used each day work is performed by the Contractor. The checklist will be completed and signed by the lead worker on the Contractor's staff and signed by the POE supervisor on duty acknowledging completion of each task as per the standard required.

1.4 Building Security

A. Services performed by Contractor's personnel under this contract will occur when the POE is open, therefore no keys will be provided to the Contractor.

B. OCC will provide Contractor's personnel access to the building and all rooms to be cleaned.

C. The OCC supervisor on duty will ensure all rooms to be cleaned are unlocked or propped open.

Any doors that are locked, that are normally unlocked, will be reported to the OCC supervisor immediately, so the OCC supervisor can either unlock the door or advise no cleaning is needed at that time.

D. Contactor' s personnel shall turn off all lights upon completion of their duties, unless a room or area is currently in use by other than Contractor's personnel.

E. In the event the Contractor will need access to the POE to perform contracted services during a period of POE closure, proper keys will be provided to the Contractor for a limited period of time. The Contractor shall not duplicate the keys nor allow any unauthorized individual access to the facility.

1.5 Safety

A. Contractor will be responsible for educating Contractor's personnel in appropriate safety measures.

B. Contractor's personnel will not place supplies or equipment in any location that creates a safety hazard.

C. Appropriate, neat in appearance, signs to indicate "DANGER - HAZARDOUS FLOORS, WALK LEFT - WALK RJGHT" or "CAUTION - WET FLOOR" as applicable, will be provided by the Contractor. Such signs shall be displayed at all times where cleaning operations are in progress which necessitate the use of any equipment or supplies such as buckets, wires, ladders, water, wax, etc., which cause a traffic obstruction or hazard.

D. Contractor's personnel shall be required to interrupt their work at any time to allow people to pass.

E. When cleaning areas which result in the temporary hazard of wet/slippery floors, Contractor's personnel will use parallel wet mopping or cleaning procedures. Cleaning shall be accomplished so that at no time shall it be necessary for people to cross a wet surface to gain access to other parts of the area.

F. Restrooms should be cleaned in an expeditious manner to limit closure time. Signs to indicate "CLOSED FOR CLEANING" shall be displayed.

1.6 Damages and Equipment Loss

All tasks accomplished by Contractor's personnel shall be performed so as to preclude damage or disfigurement to furniture and/or building structure. OCC expenses incurred for necessary repair or replacement will be reimbursed by the contractor. OCC shall not be held responsible for any item of contractor equipment which may be lost, damaged or stolen unless loss, damage or theft is through negligence of the OCC employees.

1.7 Furniture Moving

Items that must be moved when cleaning might include chairs and lobby furniture. Items that must not be moved might include file cabinets, book cases, desks and computers. Contractor will only be responsible for moving the heavier items when floor stripping/waxing is scheduled.

1.8 Contractor Storage Area

The OCC shall provide adequate, secure space for storage of interior supplies and equipment belonging to the Contractor.

SECTION 2. TASKS AND FREQUENCY OF TASKS PERFORMED UNDER THE

CONTRACT

While the following task descriptions are delineated to produce a "minimal acceptable" level of performance, the Contractor is encouraged to expend all possible effort to deliver "optimal achievable" results at acceptable economic levels.

2.1 Exceptions

A. There will be no services performed in the following areas:

(1) Inspection Bay

(2) Computer Room B. Contractor will not be required to:

(1) Change light bulbs/florescent tubes

(2) Wash dishes

(3) Clean inside of appliances ( 4) Clean desktops ( 5) Move files/papers stacked on floors

2.2 Floors - Sweeping - Weekly

Floors will be swept clean so that no dust streaks remain and no dust will remain in corners, behind doors, under furniture or stair treads and risers. All furniture and equipment moved during the sweeping process will be replaced in original placement upon completion of the work. Debris will be removed to waste receptacles intended for this purpose. Floor expansion joints must be cleaned by mechanical vacuum equipment to remove trapped dust and other debris.

2.3 Floors - Wet Mopping - Weekly

Floors will be wet mopped to remove dirt and stains that cannot be removed by sweeping or vacuuming. Detergent solutions appropriate for removal of soil will be used. Floors will be rinsed to remove detergent residue and any dingy or cloudy appearances. Liquid splashed on baseboards, walls, doors, furniture and equipment will be removed immediately. Special care will be used in mopping stairs to ensure water does not drip over ends of treads onto wall surfaces. All floors will be maintained free of heel, cart and other marks.

2.4 Floors - Stripping - Annually

Stripping with was stripper and/or floor finish remover solutions will be utilized only when a floor cannot be cleaned by mopping or floor scrubbing or at least once annually. The service schedule for this task may be adjusted when it is determined refinishing is not necessary and is mutually agreed to by OCC and Contractor. Floor surfaces will be left free of all dirt, stains, deposits, cleaning solution, standing water and will have a uniform appearance when dry. Movable furniture and equipment will be removed during stripping and refinishing operations.

2.5 Floors - Finish

A. The appropriate floor finish will be used. Finish will be applied to surfaces after they have been thoroughly cleaned by mopping, scrubbing or stripping, as required. Floor finish will be applied in accordance with manufacturer's recommended application procedure.

2.6 Floors - Buffing

Buffing will be accomplished in accordance with manufacturer's instructions of the floor finish used. Movable furniture and equipment will be moved during the buffing operations and then properly replaced. After buffing, all residual dirt and dust will be removed. Spray buffmg will be used to remove soil spots which resist mopping.

2. 7 Walls - Spot Cleaning - Twice Monthly

Spot cleaning will remove soil and stains, rubber burns, hand prints, smudges, food particles, chemicals, blood and other blemishes.

2.8 Walls - Cleaning - Monthly

Walls shall be cleaned to maintain a clean appearance free from dust, cobwebs, stains, streaks, lint and marks. Glazed ceramic tile surfaces will be free of film, streaks and deposits.

2.9 Mirrors/Glass -Interior

A. Door windows and all mirrors will be cleaned weekly to present a neat, clear appearance free from dirt, stains, streaks, lint and cleaning marks.

B. All interior glass surfaces of the building (i.e., door windows, office windows, glass doors, mirrors) shall be cleaned monthly to present a neat, clear appearance free from dirt, stains, streaks, lint and cleaning marks.

C. The bulletproof glass in the Tower has special cleaning instructions (included as Attachment).

This area may only need to be cleaned semi-annually or annually. Must coordinate this cleaning with the POE supervisor.

E. Adjacent trim shall also be cleaned at the time of the glass/mirror cleaning.

2.10 Dusting

A. Visible surfaces including, but not limited to, fixtures, horizontal and vertical window ledges and trims, door trim and exposed shelving or surfaces that may serve as a depository for the accumulation of dust or dirt will be cleaned weekly.

B. Heavy dust interior, including light fixtures and cobweb removal - Monthly

2.11 Metal/Plastic Surfaces

A. Metal items including but not limited to push plates, bathroom fixtures, name plates, doors or other metal fixtures will be cleaned and polished weekly to present a clean and streak-free appearance.

B. Telephones will be wiped clean weekly with a disinfectant cleaner or wipe.

C. Drinking fountains will be cleaned and disinfected twice weekly.

D. Lobby and driver counter will be cleaned twice weekly.

2.12 Wood and Metal Furniture- Weekly

A. The counter and any furniture in the lobby will be cleaned using the appropriate cleaning compound so as to remove dust, soil stains and grease. Miscellaneous pencil, ink and other markings will be removed from furnishings as they occur.

B. Spot cleaning of all other desks, cabinets, counters and refrigerators throughout the facility will be limited to exterior surfaces.

2.13 Vinyl, Plastic and Fabric Furniture - Weekly

All vinyl and plastic furniture (including legs) will be damp wiped so as to remove dust, soil stains and grease. Miscellaneous pencil, ink and other markings will be removed from furnishings as they occur. Non-washable fabrics will be vacuumed on all exterior surfaces and sides of removable cushions.

2.14 Trash/Waste Removal- Weekly

A. All waste receptacles will be emptied and both interior and exterior will be cleaned using a disinfectant detergent solution. All waste receptacles will be washed to remove soil.

Appropriately sized new trashcan liners will be placed in waste receptacles each time the receptacles are emptied.

B. The Contractor shall assist in the OCC in recycling. The OCC shall place recyclable paper into designated paper recycling receptacles. The Contractor shall remove the paper and remit it to a proper paper recycling depository. If the Contractor participates or desires to participate in other recycling programs, the Contractor shall advise the OCC accordingly for possible participation.

C. During the course of the week, the OCC shall bag all waste and place it in designated trash bins located outside the building.

2.15 Dispensers

Contractor will clean the outside of the dispensers (soap, toilet paper); OCC will fill/refill all dispensers.

2.16 Ceramic- ·weekly

A. Commodes, urinals, wash basins and sinks will be cleaned, including under fixture edges and lips, to remove all deposits and stains, including rust and scale with an appropriate detergent solution.

B. Glazed ceramic tile surfaces will be cleaned and left free of film, streaks and deposits.

C. Contractor shall place deodorizing blocks in urinals and commodes.

2.17 Ducts/Louvers/Grills - Quarterly

All intake and exhaust ducts and airway louvers will be vacuumed to remove dust, link, dirt and other foreign matter. Cleaning of interior duct ways will not be the responsibility of the Contractor.

2.18 Outside of POE- Weekly

Contractor's personnel will be responsible for pick up of trash, litter and all debris outside of the POE, including the parking area.

2.19 Exterior Windows - Monthly

A. All exterior glass surfaces of the building (i.e., exterior doors, windows) shall be cleaned to present a neat, clear appearance free from dirt, stains, streaks, lint and cleaning marks.

B. The bulletproof glass in the Tower has special cleaning instructions (included as Attachment ) and should be cleaned at least once annually. Contractor must coordinate this cleaning with the POE supervisor.

2.20 Grout -As needed

The grout in all ceramic tile areas will be cleaned to remove dirt and stains. Detergent solutions appropriate for cleaning grout will be used. Grout will be sealed using industry standard sealant.

Sealant is to be on the grout only. No sealant is to be allowed to remain or dry on the tile.

2.21 Stairs

Cleaning will be performed in the same manner as indicated for the cleaning of similar surfaces under other provisions of this contract.

2.22 Cleaning and Maintenance of Designated Storage Area Allocated to Contractor A. All wet mop heads must be rinsed thoroughly after each use and replaced with new or clean dry mop heads when rinsing no longer restores them to a reasonable state of cleanliness. When not in use, all such equipment, tools, and carts will be stored only in the designated storage area.

B. Dirty water and cleaning solutions will be disposed of immediately in hopper sinks or floor drains. Cleaning solutions will not be disposed of in any floor drain or sink in kitchen or dishwashing areas. Designated storage area will be maintained in a clean and orderly manner.

Sink strainers or floor drain covers will not be removed except for cleaning purposes and will be replaced immediately after cleaning.

C. All materials and supplies will be stored in accordance with applicable fire regulations. In no case will rags be permitted to accumulate in boxes or cans. Clean rags may be stored in metal containers at the floor level provided the containers are equipped with lids which are kept in place at all times. Combustible materials subject to spontaneous ignition must be immediately disposed of or stored outside the building in covered metal containers.

2.23 Sweep and Wash

A. Sidewalks will be swept weekly.

B. Sidewalks will be sprayed with a hose sprayer as needed to maintain a clean walking surface.

C. Outside hand rails will be wiped down weekly.

SECTION 3. SUPPLIES AND EQUIPMENT

3.1 Supplies furnished by OCC

A. OCC will furnish all electricity and water necessary for the provision of services described herein.

B. OCC will furnish all toilet tissue, hand soap and paper towels.

C. OCC will furnish replacement trash bags when OCC removes trash from trash containers.

3.2 Equipment and Supplies furnished by Contractor

A. Contractor will furnish all equipment to perform the services detailed in these specifications.

Equipment furnished will be suitable for tasks to be performed. All equipment used in the performance of this contract will meet the requirements of the Underwriters Laboratory, Inc.

B. Contractor cleaning equipment will be maintained in a clean and sanitary condition. When not in use, cleaning equipment may be stored in the designated storage area allocated to Contractor.

C. Contractor will furnish all necessary shelving and supplies to provide the services described herein other than those specified in Section 3 .1.

D. Contractor must provide its own storage for lawn equipment and lawn supplies.

E. A list of chemicals used in the provision of services required by this contract, as well as

Material Safety Data Sheets will be provided to OCC upon request.

F. Deodorizing blocks and sprays.

G. Trash Bags to place in trash containers when Contractor removes trash.

Pricing: Pricing will be submitted on letterhead of the bidding company. The State of Oklahoma is tax exempt.

Section 5: Invoicing

Invoices will be mailed monthly to occaccountspayable@occ.ok.gov and will be paid within 45 days of receipt.

Section 4: Pricing

Sheffield Plastics Inc.

A Bayer Material Science Company

119 Salisbury Road Sheffield, Massachusetts 01257

TEL: 413.229.8711

FAX: 413.229.8717

WMN.sheffieldplastics.com

Makrolon Cleaning Instructions

The Following techniques for cleaning Makrolon polycarbonate sheet are based on standard industry practice. To ensure acceptability of the results, always test a sample of the material with the cleaner and technique to be used.

Guidelines:

Do rinse the sheet with warm water prior to cleaning process.

Don't use abrasives or high alkaline cleaners.

Don't leave cleaners on sheet for long periods, wash immediately.

Don't apply cleaners in direct sunlight or at elevated temperatures.

Don't use scrapers, squeegees or razors.

Don't clean with gasoline.

Do follow the application with a lukewarm water rinse.

Com atible Cleaners and Deter ents:

Formula 409\ Jo , Windex with Ammonia D3

, Palmolive4 , Naphtha VM&P Grade, lsopropyl

Alcohol

To Minimize Fine or Hairline Scratches:

Plastic Polishes applied and removed per manufacturer instructions.

Suggested Polishes:

Mirror Glaze Clear Plastic Polish, Cleaner & Detailer (by Meguiars 800-347-5700 or Mequiars.com) Novus Plastics Polish #1, #2 (by Novus Inc. 800-NOVUS60 or noscratch.com) Plexus Plastic Cleaner and Polish (by BTI Chemical Co. PlexusPlasticCleaner.com)

To Remove Masking Adhesive and Glazing Compound:

Apply Naphtha VM&P grade, Kerosene or lsopropyl Alcohol with clean soft cloth. Wash immediately with soap and lukewarm water and rinse with thoroughly with clean water.

To Remove Graffiti:

Naphtha VM&P grade, lsopropyl Alcohol or Butyl Cellosolve removes paint, marker ink. (Do not use in direct sunlight).

lsopropyl Alcohol, Naphtha VM&P grade or Kerosene will help lift stickers and other adhesive backed labels. Wash immediately with soap and lukewarm water and rinse with thoroughly with clean water.

® Registered Trademarks of Clorox, Proctor&Gamble, Drackett Products, "Colgate Palmolive

MAK_Cleaning_5-05