MPT Janitorial Final.pdf

Janitorial Services at Maryland Public Television

Solicitation #: BPM052159 IFB Document

IFB for Department of General Services Page 1 of 49

STATE OF MARYLAND

DEPARTMENT OF GENERAL SERVICES

(DGS)

INVITATION FOR BIDS (IFB)

JANITORIAL SERVICES AT

MARYLAND PUBLIC TELEVISION

IFB NUMBER BPM052159

ISSUE DATE: SEPTEMBER 28, 2026

A Prospective Bidder that has received this document from a source other than eMaryland Marketplace

Advantage (eMMA) https://procurement.maryland.gov should register on eMMA https://emma.maryland.gov/

NOTICE TO BIDDERS

SMALL BUSINESS RESERVE PROCUREMENT

This is a Small Business Reserve Procurement for which the award will be limited to certified small businesses. Only businesses that meet the statutory requirements set forth in State Finance and

Procurement Article, §§14-501—14-505, Annotated Code of Maryland, and that are certified by the

Governor’s Office of Small, Minority & Women Business Affairs (GOSBA) Small Business Reserve

Program are eligible for award of a contract. Before awarding a contract under a procurement designated as a small business reserve procurement, the Procurement Officer shall verify that the apparent awardee is certified by the GOSBA as a certified small business through eMMA. However, if small businesses do not show interest in this solicitation, the Procurement Officer has the right to remove the SBR designation via an Amendment on eMMA.

MINORITY BUSINESS ENTERPRISES ARE ENCOURAGED TO RESPOND TO THIS

SOLICITATION.

https://procurement.maryland.gov/ https://emma.maryland.gov/ https://gomdsmallbiz.maryland.gov/Pages/sbr-program.aspx https://gomdsmallbiz.maryland.gov/Pages/sbr-program.aspx

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KEY INFORMATION SUMMARY SHEET (KISS)

Invitation for Bids Maintenance - Janitorial Services at Maryland Public Television

Solicitation

Number:

BPM052159

IFB Issue Date: September 28, 2026

IFB Issuing

Office:

Department of General Services (DGS or the "Department")

Procurement

Officer:

Benedict Kragbe

301 W. Preston Street, Rm. M-3

Baltimore, MD 21201

Email:

Phone Number:

benedict.kragbe1@maryland.gov

(410) 767-7662

Bids are to be sent to:

Submit on emma.maryland.gov under Solicitation Number BPM052159

To submit a bid, bidders must first register on emma.maryland.gov. We recommend registering in advance to become acquainted with the site.

No Bid Notice

Feedback Form

If you are not submitting a bid for this solicitation, submit Attachment 1 with your reasons why.

Virtual Pre-Bid

Conference:

Tuesday, October 6, 2026, 11:00AM Local Time

MPT Virtual Pre-bid Conference

Tuesday, October 6 · 11:00am – 12:00pm

Time zone: America/New York

Google Meet joining info

Video call link: https://meet.google.com/tqi-nibr-arc

Or dial: 5565-540-(US) +1 786 PIN: 723 758 926#

More phone numbers: https://tel.meet/tqi-nibr-arc?pin=4987142585985

See Section 4.3 for additional details.

See Attachment 2 to RSVP by Monday October 5, 2026, At @:00PM

Local Time

Scheduled Site

Visit

Wednesday, October 7, 2026 mailto:benedict.kragbe1@maryland.gov

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Site Visit Location: Maryland Public Television, 11767 Owings Mills

Blvd., Owings Mills, MD 21117

To attend the site, visit please contact the Procurement Officer via

Email no later than October 6, 2026, 2:00PM Local time.

Questions Due

Date and Time:

Tuesday, October 13, 2026, 2:00PM Local Time

Bid Due (Closing)

Date and Time:

Wednesday, October 21, 2026, 2:00PM Local Time

Bidders are reminded that a completed Feedback Form is requested if a no-bid decision is made (see Attachment 1 - No Bid Notice/Vendor

Feedback Form).

Contract Monitor Samuel A. Mann

Director of Facilities Maryland Public Television 410-581-4289 smann@mpt.org

MBE

Subcontracting

Goal:

An overall Minority Business Enterprise (MBE) subcontract participation goal of __5___ percent of the total contract dollar amount, including all renewal option terms, if any, has been established for this procurement.

Refer to Exhibit 1 for information on how goal setting was determined.

Also, refer to Appendix 4 for information about the MBE or DBE program and goals.

VSBE

Subcontracting

Goal:

This solicitation includes a VSBE participation Goal of __0___%

Refer to Exhibit 1 for information on how goal setting was determined. Also, refer to Appendix 5 for information about the VSBE program and goals.

Procurement

Method:

A Contract will be awarded in accordance with the Competitive Sealed

Bidding method under COMAR 21.05.02.

Multiple or

Alternate Bids:

Multiple or alternate Bids will not be accepted.

tel:(410)%20581-4289 mailto:smann@mpt.org

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Contract Type: Firm Fixed Price

Contract

Duration:

Three (3) year term with no options

Primary Place of

Performance:

Maryland Public Television, 11767 Owings Mills Blvd., Owings Mills, MD 21117

SBR Designation: Yes

Federal Funding: No

Table of Contents - IFB

1 Minimum Qualifications

1.1 Bidder Minimum Qualifications

2 Contractor Requirements: Scope of Work

2.1 Summary Statement

2.2 Background and Purpose

2.3 Contractor Responsibilities and Tasks

2.4 Supplemental Category of Work Requirements and Responsibilities

3 Standard Terms and Conditions

3.1 Contract Initiation Requirements

3.2 End of Contract Transition

3.3 Invoicing

3.4 Liquidated Damages

3.5 Work Orders

3.6 Payments by Electronic Funds Transfer

3.7 Prompt Payment Policy

3.8 Federal Funding Acknowledgement

3.9 Conflict of Interest Affidavit and Disclosure

3.10 Non-Disclosure Agreement

3.11 Maryland Healthy Working Families Act Requirements

3.12 The State of Maryland’s Commitment to Purchasing Environmentally Preferred Products and

Services (EPPs)

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3.13 Insurance Requirements

4 Bid Submission Information and Instructions

4.1 eMaryland Marketplace Advantage (eMMA)

4.2 Electronic Means

4.3 Pre-Bid Conference

4.4 Questions

4.5 Bid Due (Closing) Date and Time

4.6 Receipt, Opening and Recording of Bids

4.7 Duration of Bids

4.8 Revisions to the IFB

4.9 Cancellations

4.10 Incurred Expenses

4.11 Protest/Disputes

4.12 Bidder Responsibilities

4.13 Acceptance of Terms and Conditions

4.14 Compliance with Laws/Arrearages

4.15 Verification of Registration and Tax Payment

4.16 False Statements

4.17 Confidentiality of Bids / Public Information Act Notice

4.18 Use of Bidder’s Form Not Binding on State

4.19 Attachments and Documents Required with the Bid (Table A)

4.20 Bid Delivery Instructions

4.21 Bid Evaluation Criteria and Award Basis

4.22 Tie Bids

4.23 Reciprocal Preference

4.24 Documents Required upon Notice of Recommendation for Contract Award (Table B)

5 IFB Appendices and Exhibits

5.1 Appendices (Table C)

5.2 Exhibits (Table D)

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1 Minimum Qualifications

1.1 Bidder Minimum Qualifications

The Bidder must document in its Bid that it satisfies the following Minimum Qualifications:

A. Prior to submitting a bid for the work covered by the specifications for this solicitation, the successful Bidder must have: a) a minimum of three (3) consecutive years of its entity being formed and in business; and b) a minimum of three (3) complete and consecutive years, within the last ten (10) years of successful janitorial service performance comparable in scope, type, size, magnitude, and complexity as required in this IFB. The Bidder must provide three (3) references that can substantiate this experience timely upon the request of the Procurement Officer.

B. The Bidder shall provide with its Bid "Attachment L Reference Checks" with three (3) or more references of companies or organizations for which the Bidder provided services in scope, type, size, magnitude and complexity comparable to those specified in this IFB.

THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK.

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2 Contractor Requirements: Scope of Work

2.1 Summary Statement

2.1.1 This Invitation for Bids (IFB) is issued to procure the goods or services, as specified in this Section 2, from a Contract between the successful Bidder and the State of Maryland

(“State”): Janitorial services at Maryland Public Television (MPT) headquarters.

It is the State’s intention to obtain goods and services, as specified in this IFB, from a contract between the selected Bidder and the State.

2.1.2 This is a single award IFB. See IFB Section 4.21 Bid Evaluation Criteria and Award

Basis for more Contract award information.

A Contract award does not ensure a Contractor will receive all or any State business under the

Contract.

2.2 Background and Purpose

Maryland Public Television (MPT) is a statewide public television network that operates twenty-four (24) hours per day, seven (7) days per week, and is a member of the

Corporation for Public Broadcasting network of stations. MPT’s mission is to educate, entertain, and engage the people of Maryland and beyond through programming and community outreach services.

2.2.1 Project Goals

The goal of this solicitation is to establish a contract with a qualified Contractor to provide comprehensive janitorial services for the MPT headquarters facility in accordance with the requirements set forth in this IFB.

2.2.2 State Staff and Roles

The State will designate a Contract Monitor who will serve as the primary point of contact for the Contractor regarding contract administration, performance oversight, and coordination of services.

2.2.3 Other State Responsibilities

The State will provide normal office facilities reasonably necessary for Contractor performance under the Contract.

2.3 Contractor Responsibilities and Tasks

2.3.1 General Requirements

2.3.1.1 The Contractor shall furnish all labor, The State will designate a Contract Monitor who will serve as the primary point of contact for the Contractor regarding contract administration, performance oversight, and coordination of services.

2.3.1.2 The Contractor must own or have access to all commercially rated equipment necessary to properly perform the required services. All equipment used in the performance of the

Contract shall be maintained in good working order throughout the Term of the

Contract.

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2.3.1.3 Janitorial services shall be performed at the frequency and in accordance with the service standards specified in this IFB. The Contract Monitor or designee will review the Contractor’s performance to ensure compliance with the requirements of the

Contract.

2.3.2 Location of Services

2.3.2.1 The square footage of the building is approximately 120,000. The cleanable square footage is approximately 80,000 square feet as follows:

Brick: 1,000 sq. ft.

Concrete 1,900 sq. ft.

Floor tile 20,000 sq. ft.

Carpet 44,000 sq. ft.

Studio floors 7,800 sq. ft.

Bathrooms 5,000 sq. ft.

2.3.2.2 There are 19 bathrooms in the building.

2.3.2.3 There are approximately 110 blinds, eight (8) feet per section.

2.3.2.4 The perimeter window sizes and counts for the building is as follows:

A. Building A

a. 3.5 ft. X 3.5 ft. - 39

b. 7 ft. X 6 ft. – 8

c. 1.5 ft. X 4.5 ft.- 21

d. 2.5 ft. X 4.5 ft. - 1

B. Building B

a. 3.5 ft. X 3.5 ft. – 39

b. 2 ft. X 3.5 ft. - 17

c. 3.5 ft. X 5 ft. - 100

d. 2 ft. X 5 ft. - 41

C. NIP

a. 2.5 ft. X 5.5 ft. – 69

b. 5 ft. X 3.5 ft. - 8

D. NIP Glass Hallway

a. 8 ft. X 3.5 ft. – 10

E. 15 Glass Doors

2.3.2.5 It is each Bidder’s responsibility to verify the above measurements and counts.

2.3.2.6 The property is not Leadership in Energy and Environmental Design (LEED) certified.

2.3.2.7 The areas to be cleaned within the square footage include:

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A. Executive Offices

B. Canteen (Station Break Room)

C. Lavatories/Restrooms

D. Lobby and Reception Areas

E. All Corridors

F. Tape Storage Area (use of electrical equipment prohibited)

G. Visitors Center

H. Kitchens (Executive and Visitors Center)

I. Basement Coffee Area (near passenger elevator)

J. Basement Storage Areas

K. Loading Dock Area

L. All Offices and Cubicles (including Edit Suites and Sound Rooms)

M. Dressing Rooms (including the Green Room)

2.3.3 Hours When Work may be Performed

2.3.3.1 Work under this Contract shall be performed as follows:

A. Daily tasks are to be provided between 6:00 p.m. to 10:00 p.m., Monday through Friday, except on State Holidays.

B. All routine floor care tasks (cleaning, buffing, and general floor shine restoration) are to be performed every Saturday between 10:00 a.m. and 2:00 p.m.

C. All other weekly and monthly janitorial tasks may be performed daily between 6:00 p.m. and

10:00 p.m., Monday through Friday, or on State Holidays and weekends with prior approval of the Contract Monitor or designee.

2.3.3.2 The Building shall be closed for the following State Holidays:

1. New Year's Day

2. Martin Luther King, Jr. Day

3. Presidents’ Day

4. Memorial Day

5. Juneteenth

6. Independence Day

7. Labor Day

8. Columbus Day

9. Veterans Day

10. Thanksgiving Day

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11. American Indian Heritage Day

12. Christmas Day

And all additional days authorized by the Governor, plus official general election holidays.

2.3.3.3 Whenever State employees are excused early as the result of heavy snow accumulation or hazardous conditions, the Contractor shall make every reasonable effort to provide janitorial services, particularly if the occurrence is on a Friday, or a day preceding a State Holiday.

Work shall be performed during the holiday or weekend so that the Building shall be cleaned prior to normal office hours on the following Business Day. Should the Contractor be unable to provide janitorial service to the Building, the Contractor must notify the Contract Monitor that service will not be provided. The Contractor shall not receive payment for any tasks not performed as a result of the Building being closed.

2.3.3.4 Should an emergency condition requiring immediate attention exist (such as flooding, hazardous material spill, or other incident), the Contractor shall divert the employee(s) or whatever part thereof as directed by the Contract Monitor or designee as necessary from their normal assigned duties to meet the emergency condition. When these employees are no longer required for the emergency condition, they shall be directed to return to their normal duties and the Contractor shall not be penalized because the normal daily work that otherwise would have been performed during the interval has been delayed.

2.3.4 Contractor’s Personnel and Work Schedule

2.3.4.1 The Contractor’s employees shall be capable and qualified to perform all tasks assigned to them.

2.3.4.2 The Contractor’s employees must speak and write English fluently.

2.3.4.3 The Contractor shall not hire State employees to work in State buildings.

2.3.4.4 On-site Supervisor:

A. The Contractor shall provide an On-site Supervisor who will represent the Contractor in all matters concerning this Contract. The On-site Supervisor must have at least three (3) years

‘experience with cleaning supervision for services of the type and size of these specifications.

The On-site Supervisor may also be a crew member.

B. The On-site Supervisor shall be present between the hours of 6:00 p.m. and 10:00 p.m., Monday through Friday except State Holidays, to perform all daily tasks. The On-site Supervisor shall be present every Saturday between the hours of 10:00 a.m. and 2:00 p.m. to oversee floor care tasks.

C. The On-site Supervisor shall meet with the Contract Monitor between the hours of 3:00 p.m.

and 3:30 p.m. when requested, for the purpose of obtaining instructions or becoming informed about deficiencies in the janitorial work or any other reason the Contract Monitor should wish to confer with the On-site Supervisor. Availability by phone is sufficient for this meeting.

D. The On-site Supervisor shall be given a copy of these specifications and the appropriate schedules and standards.

E. The On-site Supervisor is responsible for presenting to the Contract Monitor or designee a schedule of dates and times when the semi-annual and annual tasks will be accomplished. This

IFB for Department of General Services Page 11 of 49 schedule is to be presented no later than 30 days following the first day of service under this

F. The On-site Supervisor is accountable for the behavior of all Contractor personnel assigned to this Contract.

2.3.4.5 Daytime Porter

The Contractor shall provide one (1) Daytime Porter to perform daily janitorial tasks as outlined in

Section 2.3.21.1 between the hours of 6:30 a.m. and 3:00 p.m., Monday through Friday except State

Holidays.

2.3.4.6 Pledge Drive Porter

A. Upon request from the Contract Monitor or designee, the Contractor shall make available an individual to function as a Pledge Drive Porter for the purpose of cleaning up after pledge drive events or other special events at the Building.

B. The Pledge Drive Porter shall be available throughout the Term of Contract upon request by the

Contract Monitor or designee for an estimated total of 300 hours over the 16 months.

2.3.4.7 Floor Care Technician

A. The Contractor shall provide a Floor Care Technician experienced in floor care/shine maintenance procedures and the operation of floor care equipment. The Floor Care Technician may also be a crew member.

B. The Contractor shall ensure that all floor tile maintenance is performed by trained Floor Care

Technicians that are experienced in floor care/shine maintenance procedures and the operation of floor care equipment

C. The Floor Care Technician shall be available on Saturdays between the hours of 10:00 a.m. and

2:00 p.m.

2.3.4.8 Janitors

This is a performance-based Contract, therefore the Contractor shall provide the number of employees to successfully perform all the cleaning tasks (to include the daily, weekly, monthly, bi-monthly, quarterly, bi-annual, and upon request) of the Building in strict conformance with these specifications.

2.3.5 Conduct of Janitors

2.3.5.1 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 Building;

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;

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G. Use any State telephone except a telephone designated by the Contract Monitor 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 or purchased from vending machines, and only in areas designated by the Contract Monitor or designee.

J. Engage in horseplay.

K. Remove any articles from desks.

L. Sleep.

M. Engage in long conversations with security guards, visitors, or other individuals.

N. Take photographs of the building or its contents.

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

P. Use any tobacco or tobacco substitute product in any form; and

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

2.3.5.2 Should the State find any janitor unsuitable under this Contract, the State shall immediately notify the Contractor’s representative verbally, followed by a written notification to the

Contractor, that the janitor is unsuitable. The Contractor shall be responsible for the conduct of that janitor and liable for any action or inaction of that janitor while performing work under this Contract.

2.3.6 Training Requirements the Contractor shall ensure that all personnel assigned to this Contract are properly trained to perform the required janitorial services in a safe, effective, and compliant manner.

2.3.6.1 General Training Requirements

The Contractor Shall

A. Provide personnel with written work instructions, which may be in checklist format, to support consistent performance of required tasks.

B. Provide initial training, site-specific training, and ongoing training sufficient to ensure personnel can perform all required services.

C. Ensure that training is delivered in a manner that accommodates workforce needs and supports effective comprehension of required duties, safety practices, and procedures.

D. Ensure that training is delivered in a manner that accommodates workforce needs and supports effective comprehension of required duties, safety practices, and procedures.

E. All cleaning personnel must undergo:

F. Initial Training (minimum of 8 hours; 12 hours recommended)

G. This training may occur before personnel are assigned to a facility or it may be conducted at the site, before beginning independent work.

H. The curriculum must include training on:

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I. Standard operating procedures

J. CDC protocols for cleaning and disinfecting

K. The proper sequencing of cleaning steps. The plan must include, but is not limited to, training on:

a) Disinfection: Proper use of disinfectants and sanitizers only where needed and as directed.

b) Restrooms: Cleaning, sanitizing and disinfection; not mingling equipment with that for other areas.

L. The proper use and storage of personal protective equipment (PPE) in line with CDC guidelines

M. Standard safety precautions including:

a) How to reduce and prevent ergonomic injuries

b) How to reduce exposure to hazardous substances encountered by janitorial service providers and their personnel

c) How to safely handle and dispose of chemical products

N. Proper use of certified green cleaners

O. Site-Specific Training (minimum 4 hours)

P. The curriculum must include training on:

a) Standards for the facility to which the cleaning personnel will be assigned.

b) The facility-specific cleaning plan.

c) Hazardous substances communication standards

d) Equipment: Proper use and maintenance of powered equipment.

e) Solid Waste and Recycling: Reduction and reuse of supplies;

compliance with facility waste reduction and recycling program.

f) Floor care: Specifics for routine and restorative maintenance of floors and carpet, including walk‐off matting.

g) Chemicals: Efficient use to limit waste and exposure; hazards of use, maintenance, storage, disposal and recycling of cleaning chemicals, dispensing equipment and packaging.

Q. Continuing Training and/or Education (minimum of 8 hours annually; 12 hours annually recommended)

a) This training must be provided on an annual basis to maintain knowledge of correct procedures for safety, tools, techniques (e.g., latest CDC guidelines), and pertinent environmental standards.

2.3.6.2 Minimum Training Content

Training provided under this contract shall, at a minimum, address the following:

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A. Standard cleaning procedures and task sequencing

B. Proper cleaning, sanitizing, and disinfecting practices, including use of disinfectants only as directed

C. Restroom cleaning procedures, including segregation of equipment used for restroom cleaning

D. Proper use, handling, and storage of cleaning chemicals and materials

E. Use and maintenance of janitorial equipment, including powered equipment

F. Personal protective equipment (PPE) usage and safety practices

G. Workplace safety, including:

• Equipment prevention of ergonomic injuries

• safe handling of hazardous materials

• proper disposal of cleaning products

H. Green cleaning practices and use of environmentally preferable products in accordance with Maryland Green Purchasing requirements

I. Facility-specific requirements, including:

• building-specific cleaning standards

• waste and recycling procedures

• any restricted or sensitive areas within the facility

2.3.6.3 Training Frequency

A. The Contractor must keep a record of each training session. This record must include the trainer’s qualifications, a written curriculum (including a general outline of information covered during the session), and documentation of personnel in attendance. The Contractor must also maintain a training record for each employee showing that the employee received all training required by the Contract.

B. Current employees’ training records must be retained for two years from their hiring date.

C. The Contractor must retain individual training records for former employees for one year from their employment termination date.

D. Training session records and records of each employee’s training must be provided annually from date of contract signing in Word or PDF and delivered via email to the Contract Monitor.

2.3.6.4 Training Documentation

The Contractor shall maintain documentation of all training provided under this Contract.

Training records shall include:

• date of training

• general description of training content

• name of trainer

• list of personnel in attendance

The Contractor shall maintain:

• training records for current employees for a minimum of two (2) years

• training records for former employees for a minimum of one (1) year following separation

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Upon request, training documentation shall be made available to the Contract Monitor for review.

2.3.7 Communication Requirements

2.3.7.1 The Contractor shall designate a point of contact (e.g., on-site supervisor) responsible for coordination with the Contract Monitor or designee regarding daily operations, service issues, or deficiencies, scheduling and access emergency response

2.3.7.2 State Communication: The Contract Monitor or designee will establish and communicate the methods and expectations for routine communication between the State and the

Contractor.

2.3.7.3 Special Conditions Upon notification by the Contract Monitor or designee, the Contractor shall take reasonable steps to accommodate occupants with identified sensitivities (e.g., dust, chemicals, or noise) to the extent practicable within the scope of the Contract.

2.3.8 Documentation and Record Keeping Requirements

The Contractor shall maintain and provide documentation necessary to support contract performance, compliance, and oversight.

A. Standard Operating Procedures

1. Must include, but are not limited to:

a) Day-to-Day protocols

b) Emergency protocols

2. Must be provided upon contract signing and on an annual basis in Word or PDF format and delivered via email to the Contract Monitor, Building Services Supervisor or designated representative.

B. Building Specific Cleaning Plan

1. Must address all requirements listed in this specification and per serviced building.

2. Must be provided within 30 days of signing the Contract and twice a year throughout Contract duration.

3. Must be provided in Word, Excel or PDF format and delivered via email to the Building Services Supervisor or designated representative.

C. Inventory Keeping

1. The Contractor must furnish the Building Services Supervisor or designated representative with a listing of all equipment it supplies to the building with the corresponding serial numbers and manufacturer’s recommended maintenance. The Contractor must also furnish the Building Services

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Supervisor or designated representative with a listing of all State-owned equipment used by Contractor’s cleaning personnel with the corresponding serial numbers per serviced building (the State will identify what State-owned equipment (if any) is available to the Contractor prior to contract commencement).

2. The Contractor must furnish the Building Services Supervisor or designated representative with a listing of all chemicals. This listing must include manufacture name, product number, and any third-party environmental certifications. For all disinfectants and sanitizers, the Contractor must also provide the EPA registration number and list the active ingredients in the product.

3. The equipment and chemical lists:

a) Must be provided within 30 days of signing the contract and twice a year throughout contract duration.

b) Must be provided in Word, Excel or PDF format; the Building

Services Supervisor or designated representative may provide a template for inventory records.

c) Must be delivered via email to the Building Services Supervisor or designated representative.

4. On a schedule established by the Building Services supervisor or designated representative, inventory will be taken of all equipment and products used under this Contract. Information must include the operating condition of the equipment.

5. The Contractor must accompany the designated State employee during the inventory check.

D. Material Safety Data Sheets and Product Labels

The Contractor must, for each building it services, maintain a binder containing:

1. Material Safety Data Sheets (MSDSs) and product labels for all cleaning products it uses or plans to use and must update the binder whenever it makes changes to those products.

2. The name, address, and phone number of the Contractor’s main representative at the site.

3. A statement that the contact person maintains the product labels and Material

Safety Data Sheets (MSDSs) of each product used in the building.

4. Information that the label or MSDSs are available for review upon request.

The contact person must be available for information and comment.

5. The binder must also be available digitally and must be delivered via email to the Building Services Supervisor or designated representative upon

IFB for Department of General Services Page 17 of 49 request.

The Contractor must update the Binder whenever it changes the products it uses.

The Contractor must maintain digital copies of the information contained in the binder and deliver the information via email to the Building Services Supervisor or designated representative upon request.

2.3.9 Cleaning Standard Procedures

The Contractor shall perform all cleaning services in accordance with industry standards and the requirements of this Contract.

All areas should be maintained in a clean, sanitary, and orderly condition. Surfaces shall be free of visible dirt, dust, stains, smudges, residue, and debris.

The Contractor shall follow proper cleaning sequences (e.g., high-to-low and dry-to-wet methods) and utilize appropriate cleaning materials and equipment for each surface type.

Cleaning and disinfection should be performed using products and methods consistent with manufacturer instructions and applicable State and Green Purchasing requirements.

2.3.10 Area-Specific Cleaning Requirements

2.3.10.1 Restrooms

Restrooms shall be cleaned and disinfected at least daily.

At a minimum, the Contractor shall:

• Clean and disinfect all fixtures, including toilets, urinals, sinks, and counters

• Clean walls, partitions, doors, and high-touch surfaces

• Empty and sanitize waste receptacles, including sanitary disposal units

• Mop floors using appropriate disinfectant

• Remove standing water and ensure surfaces are dry

Restroom cleaning equipment shall be designated for restroom use only and shall not be used in other areas.

2.3.10.2 Kitchens, Break Rooms, and Dining Areas.

The Contractor shall clean and sanitize all surfaces in food consumption areas at least daily

High-touch surfaces (e.g., tables, chairs, appliance handles, and faucets) shall be cleaned and disinfected regularly.

2.3.10.3 Waste and Recycling

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The Contractor shall:

1. Empty all waste and recycling containers daily

2. Replace liners as needed

3. Transport waste to designated disposal areas

4. Maintain cleanliness of waste and dumpster areas

All waste liners shall comply with Maryland Green Purchasing requirements.

2.3.10.4 Floor Maintenance

A. Routine Cleaning

The Contractor shall:

1. Vacuum carpeted areas and mop hard surface floors at required frequencies

2. Clean entrance mats and prevent tracking of debris

3. Perform spot and stain removal as needed

B. Periodic Floor Care

The Contractor shall perform periodic floor maintenance, including:

1. Stripping and refinishing

2. Buffing and restoration

3. Carpet cleaning and extraction

C. Non-routine floor care shall be scheduled during low-occupancy periods and coordinated with the

Contract Monitor.

D. Carpet cleaning shall ensure drying within a reasonable timeframe to prevent mold or damage.

2.3.11 Cleaning Materials and Equipment

A. The Contractor shall provide all cleaning materials and equipment necessary to perform the work.

All materials shall:

1. Comply with Maryland Green Purchasing requirements

2. Be used in accordance with manufacturer instructions

3. Be properly labeled and stored

B. The State reserves the right to require replacement of materials or equipment that do not meet performance or compliance requirements.

C. All equipment shall be maintained in good working order. Repairs or replacement shall occur promptly.

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2.3.12 Safety and Chemical Use

A. The Contractor shall provide all cleaning materials and equipment necessary to perform the work.

B. All materials shall:

1. Comply with Maryland Green Purchasing requirements

2. Be used in accordance with manufacturer instructions

3. Be properly labeled and stored

C. The State reserves the right to require replacement of materials or equipment that do not meet performance or compliance requirements.

D. All equipment shall be maintained in good working order. Repairs or replacement shall occur promptly.

2.3.13 State -furnished Supplies and Utilities

A. The State shall provide:

1. Utilities (water, electricity)

2. Designated storage space

3. Certain consumable supplies (e.g., paper products, trash liners)

B. The Contractor shall be responsible for proper use and control of State-furnished supplies.

2.3.14 Personal Access and Security

Contractor personnel shall:

1. Be registered and approved prior to performing work

2. Comply with background check requirements

3. Wear identification at all times

4. Sign in and out as required by facility procedures

2.3.15 Janitorial Tasks and Frequencies

A. The Contractor shall perform janitorial services in accordance with the required frequencies:

1. Daily Tasks: waste removal, restroom cleaning, vacuuming, surface cleaning, supply replenishment

2. Weekly Tasks: dusting, detailed cleaning, floor maintenance

3. Monthly and Periodic Tasks: high dusting, floor restoration, specialized cleaning

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4. Semi-Annual Tasks: exterior window cleaning

5. On-Request Services: special event cleaning, carpet shampooing, specialty floor care

B. Detailed task schedules shall be incorporated into the Contractor’s site-specific cleaning schedule.

2.3.16 Performance Standards and Reductions

A. Failure to perform required services or meet performance standards may result in invoice reductions.

The State may:

1. Issue written notice of deficiencies

2. Apply progressive invoice reductions for repeated deficiencies

3. Require corrective action

4. Procure replacement services at the Contractor’s expense if deficiencies are not corrected

B. Continued failure to perform may result in termination for default.

2.3.17 Supplies and Services to be Supplied by the State

The Contractor may appeal any reduction determination in writing to the Procurement Officer within seven (7) days of notification.

2.3.18 Deferred Services

The Contract Monitor may defer certain services in the best interest of the State. Any deferral will result in a corresponding adjustment to the Contractor’s compensation.

2.3.19 Contractor’s Employees – Dress Code – Sign In/Out Procedures

2.3.19.1 The Contractor shall require all employees to wear distinctive work clothing for ready identification and assure that every employee is in the proper attire throughout the Term of

Contract. A below-the- waist work smock is acceptable. Any color or color combination, as approved by the Contract Monitor or designee may be used; however, the distinctive clothing shall be the same for all of the Contractor’s employees. Employees will be required to dress neatly commensurate with the task being performed.

2.3.19.2 The Contractor’s employees must wear approved identification badges when in or on State property. The Facilities Manager shall periodically verify passes with employees.

2.3.19.3 All of the Contractor’ employees must report to the Security Desk and SIGN-IN on the

Janitorial Log. Upon completion of work, the Contractor’s personnel must return to the

Security Desk and SIGN- OUT on the Janitorial Log.

2.3.20 Janitorial Tasks

2.3.20.1 Daily Tasks

A. Waste Disposal and Recycling

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1. Empty trash cans and remove trash inside and outside building, including bags of shredded paper for recycling and boxes placed for disposal. Please recycle according to the posters on the recycling bins

(and available from Facilities) and empty materials daily with no trash or plastic bags. Please notify Facilities if any areas are misusing recycling containers.

2. Location: Throughout the Building

3. Standards:

a. All emptied trash cans shall have liners that are free of soil and stains caused by liquids, coffee grounds, cigarette ashes, food, garbage or any other substance that creates an odor or will adhere other trash to the side of the liner.

b. All items marked as “trash” shall be removed and boxes shall be broken down prior to placement in dumpster.

c. All small, loose trash shall be placed in large plastic bags and deposited in the dumpster provided. Large plastic bags shall be closed, tied, and free from holes that would allow leakage.

d. All trash collected in the Building shall be removed to the dumpster. The Contractor shall clean up around the dumpster, and ensure that all lids, doors, or other openings to the receptacles shall be left closed and latched.

e. All recyclable bags shall be placed in an area designated by the Contract

Monitor.

B. Janitorial Supplies Maintenance

1. Refill paper towels, toilet tissue, and liquid hand soap

2. Locations: Restrooms, Kitchens, Canteen, Dressing Room

a. All paper towel dispensers shall be filed to three-quarters (¾) capacity and ensure that paper towels dispense easily and correctly.

b. All toilet paper dispensers shall have at least one-half (½) roll of toilet paper, properly installed.

c. All hand soap dispensers shall be filled to three-quarters (¾) capacity with the proper ratio of soap to water for the product used and ensure that the dispenser has been restored to proper operating condition.

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C. Carpet and Floor Maintenance

1. Vacuum carpeted areas

2. Locations: Main Lobby, Visitors Center, Executive Offices, Executive

Conference Room, Executive Reception Area, DTV Viewing Room, and Green

Room Lounge.

a. Carpets are to be free of all dirt, dust, paper clips, small pieces of paper or other trash;

b. Moving furniture as needed and then returning furniture to its original position.

D. Spot Cleaning

1. Spot clean carpet stains.

2. Locations: All carpeted areas.

3. Standards:

a. All carpet shall be free of stains, spots, and marks of any kind which can be removed by carpet cleaners.

b. Required immediately upon notification of a spill or stain on carpet.

E. Walkway Cleaning

1. Sweep/remove debris/leaves from areas directly outside of building entrances and clean cigarette urns.

2. Locations: Outside Building entrances

a. Sweep/clean walk areas directly outside building entrances

(within 20 feet of entrance doors).

b. Ensure that all extinguishing material in cigarette urns is free of any foreign matter;

c. Replace soiled extinguishing material;

d. All trash shall be removed from the bottom of floor urns.

F. Restroom Maintenance

1. Clean and disinfect all basins, shower stalls, toilets, and urinals.

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2. Locations: All Restrooms and Dressing Rooms

a. Basins, counter tops, shower stalls, restroom walls, toilet stall doors and walls, and plumbing disinfected shall be free of stains, dirt, hair, smudges, smears, and water spots.

b. Chrome fixtures and pipes shined.

c. Toilets and urinals shall be disinfected and free of stains, dirt, hair, smudges, smears, water spots, encrustation, rust and odor;

exterior of depositories are free of smears, film and haze; contents of depositories bagged in plastic bags, plastics bags tied, and deposited in dumpster.

d. Damp/wet mop lavatory floors with a germicidal cleaner and, as required, flush floor drain trap with clear water.

G. Surface Cleaning

1. Damp wipe all tables and chairs

2. Location: Canteen

Tables and chairs shall be free of smears, smudges, fingerprints, food, spills, and be uniform in appearance without residue or haze.

H. Courtyard Cleaning

1. Seasonal cleaning of outdoor area. Patio swept as occasionally requested, mostly spring and fall.

2. Location: Courtyard

a. Daily from April 1st through November 30th throughout the Term of

b. Tables and chairs shall be free of smears, smudges, fingerprints, food, and spills and be uniform in appearance without residue or haze.

I. Basic Tile Flooring Maintenance

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1. Damp/wet mop resilient tile floors (after sweeping/dust mopping) and sweep concrete floors.

2. Locations: All tile and concrete floors.

All corridors, corners and areas adjoining vertical walls or stairs shall be free of dirt, dust, trash, dirty water residue, spills, cleaning solution residue and wax building up.

J. Appliance Surface Cleaning

1. Cleaning of microwave ovens

2. Locations: Executive Kitchen, Main Kitchen and Canteen

All microwave ovens shall be cleaned out, washed down, and be free of dirt, food, and spillage.

K. Glass Surface Cleaning

1. Clean glass.

2. Locations: Main Lobby and glass corridors, Executive Area and Conference Room, Bathrooms, and Dressing Rooms.

3. Standards:

Glass shall be free of smears and fingerprints and be uniform in appearance without residue or haze.

L. Surface Cleaning (High Profile Areas)

1. Surface cleaning of high-profile areas

2. Location: Lobby, Executive Area, Executive Conference Room, Master

Control and Visitors Center

a. All dirt, dust, smudges, smears and fingerprints shall be removed from furniture so that furniture exhibits clear shine, free of residue and haze.

b. These areas shall be given top priority on a nightly basis. These

IFB for Department of General Services Page 25 of 49 areas must be dust-free at all times and kept immaculate.

2.3.18.2 Weekly Tasks

A. Carpet and Floor Maintenance

1. Vacuum carpeted areas

2. Locations: All carpeted office areas, general areas of offices; copier rooms and hallways

3. Standards:

a. Carpets shall be free of all dirt, dust, paper clips, small pieces of paper, and other trash;

b. Moving furniture as needed and then returning furniture to its original position.

B. Water Fountain Cleaning

1. Clean and disinfect water fountain

2. Locations: Corridors

a. All water spots, dirt, smudges, smears, film and haze are removed from water fountain;

b. Stubborn stains shall be removed without damaging surfaces or water fountains.

C. Surface Cleaning and Dusting

1. Dust and clean offices

2. Locations: All Offices, Cubicles, Conference Rooms, Master Control, Visitors Center, and Kitchens.

a. Dust all office furniture including desks, tables, chairs, book shelves, filing cabinets, counter tops, appliances, etc., with a treated cloth.

b. Damp clean all desks and table tops to remove finger marks from surfaces.

c. Remove finger marks from doors, light switches, and door frames.

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D. Mirror Surface Cleaning

1. Clean glass and mirrors.

2. Locations: General Offices, Executive Offices, Conference Rooms, Green Room, Restrooms, and Corridors.

3. Standards:

Mirrors shall be free of smears, smudges, fingerprints and be uniform in appearance without residue or haze.

E. Tile Floor Maintenance

1. Floor tile buffing and shine restoration of resilient floor tiles

(after sweeping and wet mopping)

2. Locations: All resilient tiled areas including Corridors, Lounges, Stairwells, Elevator floors, Offices, Mail Room, Copier Room, and

Restrooms.

a. All dirt, melting compounds, dust, and trash shall be removed from floors.

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

c. All corners and areas adjoining vertical walls or stairs shall be free of dirt, dust, trash, dirty water residue, cleaning solution residue, and wax build up.

d. After tiled floors are cleaned/mopped, the area is to have its wax shine rejuvenated/ restored by an application of an appropriate wax restoration spray and the use of appropriate buffing pads and buffing machine.

F. Dumpster Maintenance

1. Locations: Outside/Exterior of Building

2. Standards:

The dumpster area shall be policed and kept clean of trash overflow.

G. Dusting – Horizontal Surfaces

1. Dusting of all horizontal surfaces.

2. Locations: All areas throughout the Building.

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All window ledges, desks, file cabinets, picture frames, top of doorframes, elevators, televisions and stands, telephones, storage cabinets, wooden furniture, venetian blinds, air supply diffusers, air returns, baseboard heating units, glass display cabinets and all other horizontal surfaces are to be free of dust and trash.

H. Spot Cleaning

1. Spot clean Building surfaces.

2. Locations: All areas throughout the Building

All vinyl, painted or ceramic tile walls, restroom partitions and doors shall be free of smudges, smears, marks, dirt, fingerprints or other soil;

surfaces are to be free of detergent residue, streaks, film and haze.

2.3.18.3 Monthly Tasks

A. Dusting – Vertical Surfaces

1. Dust all vertical surfaces.

2. Locations: All areas throughout the Building

All dust removed from all vertical surfaces.

2.3.18.4 Bi-monthly Tasks (Every Other Month)

A. Dusting – High Level Areas

1. Locations: Throughout the Building, including Stairwells

2. Standards:

Dust high level pictures, shelves, lighting fixtures/exposed lighting tubes, air supply and return vents, and high moldings.

2.3.18.5 Quarterly Tasks

A. Stripping and Waxing

1. Locations: All resilient tiled areas including Corridors, Lounges, Stairwells, Elevator floors, Offices, Mail Room, Copier Room, and all

Restrooms

2. Standards:

a. All old wax is to be removed from the tile floors with the application of an appropriate stripper, the use of an appropriate

IFB for Department of General Services Page 28 of 49 stripping pad/power machine.

b. All wax stripping solution is to be removed from floor and surrounding wall areas.

c. Three coats of a commercial, high traffic wax are to be applied evenly and, after a 24- hour waiting period, the floor areas are to be cleaned with clean, cold water and buffed to a high gloss.

d. As this procedure requires a 24-hour wait period between the third coat of wax and the follow-up cold water cleaning and high gloss buffing (this allows the wax to harden prior to buffing), the

Contractor will be given more time (on a Saturday and the Sunday following) in order that the stripping, waxing and finish buffing process can be completed in a professional manner.

e. Finished floors are to have an even gloss sheen, free of any buffing or swirl marks and present a uniform/clean appearance.

B. Floor Shine Restoration

1. Locations: All Restrooms in the Building.

2. Standards:

Shine restoration maintenance must be performed on bathroom floors immediately after cleaning.

2.3.18.6 Bi-annual Tasks (every six months)

A. Exterior Windows/Glass Wall Cleaning

1. Clean all exterior windows and glass walls.

2. Locations: Throughout the exterior of the Building

Windows shall be free of dirt and streaks, both inside and outside, and glass shall have a uniformly clean appearance.

2.3.18.7 Add-Alternate Items

A. Studios and Tape Room Floor Maintenance

1. Floor maintenance on as requested by the Contract Monitor or designee.

2. Locations: Three (3) Studios (A, B, and C) and Tape Room

a. These areas shall be provided with special floor care

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b. The price for this service shall be based on all listed locations, but may be proportionally reduced if not all locations are required to be cleaned. (See Section 3.2.2.1E for estimate of the square footage).

B. Carpet Cleaning and Shampoo

1. Clean and shampoo carpeting as requested by Contract Monitor or designee.

2. Locations: All carpeted areas throughout the Building.

a. Carpet shall be free of all dirt, stains, shampoo residue, and other soil which can be removed through proper cleaning.

b. Carpet shall present a uniformly clean appearance.

c. Furniture that is moved shall be restored to its original position.

d. The price for this service shall be based on all carpeted areas, but may be proportionally reduced if not all areas are required to be cleaned. (See Section

3.2.2.1D for estimate of the square footage).

2.3.21 Schedule of Reductions for Non-Performance or Failure to Meet Standards

2.3.21.1 The following reductions shall be used in adjusting the Contractor’s invoice when the

Contractor fails to perform any task required in these specifications or perform any task below the standards as required by the specifications in the Contract. The Contractor may appeal the Contract Monitor’s determination in accordance with this IFB.

For each year of the Contract:

A. First occurrence: Written documentation notice from the Contract Administrator to the

Contractor with a copy to the Procurement Officer.

B. Second occurrence: Written documentation and deduction of 10% of monthly invoice amount.

C. Third occurrence: Written documentation and deduction of 20% of monthly invoice amount in addition to a reminder notice from the Procurement Officer.

D. Any additional occurrence: Written documentation and deduction of 25% of monthly invoice amount and a reminder to the Procurement Officer.

2.3.21.2 Copies of all correspondence regarding this clause must be submitted to the Procurement

Officer.

2.3.21.3 Reductions for “No Shows” may be based on the Contractor’s hourly billing rate plus an additional 10%.

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2.3.21.4 Reductions for substandard work may be made if, after the second documented notification, the Contractor has not corrected the deficiency. When, in the judgment of the Contract

Monitor, a deficiency goes unaddressed by the…