Packet FINAL (1).pdf

Travis County Purchasing Office

P.O. Box 1748 Austin, TX 78767

Request For Proposal NO. 219-CM

FOR

Janitorial Services

You are invited to submit a response in accordance with the attached requirements packet.

FOR INFORMATION RELATED TO THIS SOLICITATION, THE RESPONDENT SHALL NOT CONTACT ANYONE AT TRAVIS COUNTY

OTHER THAN THOSE PERSONS LISTED AS THE POINT OF CONTACT. ANY OTHER CONTACT MAY DISQUALIFY THE RESPONSE

FROM CONSIDERATION FOR AWARD.

INDIVIDUALS OR ENTITIES INTENDING TO RESPOND TO THIS SOLICITATION AND ANY PERSON ACTING ON BEHALF OF THEM

ARE PROHIBITED FROM CONTACTING INDIVIDUAL MEMBERS OF THE TRAVIS COUNTY COMMISSIONERS COURT OR THEIR STAFF

OR USER DEPARTMENT STAFF ABOUT THIS SOLICITATION. ANY SUCH CONTACT MAY DISQUALIFY THE RESPONSE FROM

CONSIDERATION FOR AWARD.

Solicitation Submissions: Proposers, you are strongly encouraged to submit your proposals online via Bidnet. A secondary option would be to submit your proposal via USPS mail, FedEx, DHL, etc. IF YOU PLAN TO DELIVER A HARD COPY TO THE PURCHASING

OFFICE, YOU MUST CONTACT THE PROCUREMENT SPECIALIST ONE (1) BUSINESS DAY PRIOR TO DELIVERY. For Proposals submitted electronically, the names of the proposers will be available on the solicitation opening date immediately after the opening time on Bidnet. Please note for hard copy responses the names of the proposers will be uploaded on Bidnet and available to the public within four business hours of the opening date and time.

Solicitation Openings: The Purchasing Offices strongly encourages proposers to download the names of the proposers from

BidNet or use the virtual Microsoft TEAMS dial-in information (supplied below) where the names of the proposers will be listed for your information. We are strongly discouraging proposers from going to our office for the solicitation openings. At the opening, the proposals are opened in a manner that avoids disclosure of the contents to other proposers. They are kept secret until the contract is awarded. After the contract award, unless a proposer has identified parts of the proposal as trade secrets and confidential information in compliance with the Public Information Act, the contents of all proposals will be available and open for public inspection.

FOR INFORMATION REGARDING THE CONTRACT AWARD(S) RESULTING FROM THIS SOLICITATION, PLEASE REFER TO THE

TRAVIS COUNTY COMMISSIONERS COURT PORTAL AT:

https://countyclerk.traviscountytx.gov/departments/commissioners-court/

Proposal Opening Microsoft TEAMS Meeting Information:

Meeting ID: 276 211 473 501 413

Passcode: kc3ch7gB

Dial in by Phone: +1 512-854-8326,,831048276# United States, Austin

Phone conference ID: 831 048 276#

Prices Good For 180 Days https://www.traviscountytx.gov/purchasing/solicitation

REQUEST FOR PROPOSALS

RFP # 219-CM, JANITORIAL SERVICES

PART I - GENERAL REQUIREMENTS

PART I, SECTION A - GENERAL INFORMATION

1.0 PURPOSE

The purpose of this Request for Proposals (RFP) is to solicit competitive proposals from qualified firms authorized to do business in the State of Texas and capable of providing Countywide Janitorial Services. Travis County facilities are open to the public and therefore expected to be maintained in a professional manner. Clean and neat facilities reflect the demeanor of Travis County operations and its employees. Contractor(s) awarded the task of cleaning and maintaining these facilities on a daily basis will be held to the high standards specified in this solicitation and expected to demonstrate a commitment to help Travis County meet its objectives.

2.0 GENERAL CONDITIONS

Proposers shall thoroughly examine the requirement, schedules, instructions, draft services agreement and all other draft contract documents. Responses must set forth accurate and complete information as required by this RFP (including attachments).

Travis County will NOT accept pleas of ignorance of conditions that exist or that may exist later because of failure by Proposer or the Proposer’s omission to make the necessary examinations and investigations, or failure to fulfill in every detail the requirements of the contract documents, as a basis for varying the requirements of Travis County or the compensation to Proposer.

By submitting a response, Proposer warrants that it is fully satisfied that the requirements stated in this RFP, and amended (if applicable), accurately describe or indicate that all conditions have been considered in determining the offered price(s).

There will be no increase in the contract price based upon Proposer’s misunderstanding or lack of knowledge about the intent of this solicitation.

3.0 INCURRED EXPENSES

There is no expressed or implied obligation for Travis County to reimburse Proposers for any expense incurred in preparing responses in response to this request, and Travis County will not reimburse anyone for these expenses. All costs directly or indirectly related to preparation of a response to this solicitation, or any oral presentations required to supplement and/or clarify a response which may be required by the County are the sole responsibility of the proposer. Travis County will consider responses from all qualified, responsible Proposers.

4.0 SUBMISSION OF RESPONSE

4.1 Electronic submission. To submit a response electronically, refer to https://www.traviscountytx.gov/purchasing/solicitation for further information.

4.2 Paper submission. To submit a response in paper form, the Proposer must print a complete copy of the Request for Proposal, including all Amendments and print or type its name on the response, and manually sign it. The Proposer must deliver an ORIGINAL SEALED RESPONSE, WITH THREE COPIES AND ONE electronic version of the response no later than the Date and Time listed in BidNet. All responses must be addressed to:

C.W. Bruner, PMP, CPPB

Travis County Purchasing Agent 700 Lavaca, Suite 800 Austin, Texas 78701

OR

P.O. Box 1748

Austin, TX 78767

The envelope or package must have the NAME AND ADDRESS OF PROPOSER and the Solicitation Opening Date on the outside and be marked:

SEALED RESPONSE

RFP # 219-CM

JANITORIAL SERVICES

DO NOT OPEN IN MAILROOM

4.3 Responses received in a format other than referenced in 4.1, or 4.2 will not be considered. Responses may be modified in BidNet or by email notice, if the notice does not include pricing information, and is received prior to the time and date set for submission of responses.

5.0 LATE RESPONSES OR MODIFICATIONS

Responses and/or modifications to responses received after the time set for the response submission will not be considered and will be returned to sender unopened.

6.0 WITHDRAWAL OF RESPONSES

A response may not be withdrawn or cancelled by the Proposer without the permission of Travis County Commissioners Court for 90 days after the Solicitation Opening Date, and a Proposer agrees to this by submitting a response. All responses are valid for a period of 90 days after the Solicitation Opening Date unless a longer acceptance period is offered in the response.

7.0 QUESTIONS

Proposers that have questions or need clarifications about any part of the requirements of the RFP document should submit them preferably via BidNet, or by email to the Primary Point of Contact of this solicitation. Questions should be submitted no later than the date and time specified in BidNet. All these requests must be made in writing. Interpretations of the RFP documents will be made only by RFP Amendment, which will be provided through BidNet as an addendum to the RFP. Proposers should not rely on any explanation or interpretation that does not comply with this paragraph.

8.0 OBJECTION TO RESPONSE SPECIFICATION

Any objection to the requirements in this RFP must be filed in writing with the Purchasing Agent at least seven days before the Solicitation Opening Date.

9.0 CERTIFICATE OF INTERESTED PARTIES

Section 2252.908 of the Government Code states that a County may not enter into certain contracts with a business entity unless the business entity submits a disclosure of interested parties (Form 1295) to the County at the time the business entity submits the signed contract to the County. The form 1295 discloses any interested parties who have a controlling interest (10% or more ownership) in the business entity and those who actively participate in facilitating the contract or negotiating the terms of the contract (broker, intermediary, advisor, and/or attorney), if any.

Filing Process:

Proposers who are awarded contracts requiring an action or vote by the Travis County Commissioners Court for goods or services in an amount of $50,000 or more, or any contract in the amount of $1 million or more, is required to submit a signed Form 1295. Please follow the process to create a Form 1295 from the Texas Ethics Commission’s website at:

https://www.ethics.state.tx.us/filinginfo/1295/

The “identification number” to be used on Form 1295 for this procurement is: 219-CM The completed form must be submitted to the Travis County Purchasing Office before a purchase order is issued or a contract is signed.

10.0 HISTORICALLY UNDERUTILIZED BUSINESS (“HUB”) PROGRAM REQUIREMENTS

The HUB Declaration Form must be completed and submitted with your response. It includes the explanation and instructions required for completion.

11.0 COUNTY ETHICS POLICY

11.1 The County Ethics Policy requires Proposers and Contractors to disclose these activities involving County officials and employees who make contracting decisions:

https://www.ethics.state.tx.us/filinginfo/1295/

11.1.1 Doing business with them when Proposer or Contractor would not offer the same deals to the general public;

11.1.2 Making political contributions to them, and;

11.1.3 Lobbying to influence them to make these decisions based on factors other than demonstrated competence.

11.2 To comply, complete the forms at https://ethicspolicy.traviscountytx.gov/public/, select the solicitation number, 219-CM, from the drop down list.

12.0 CONFLICT OF INTEREST QUESTIONNAIRE

If required, Proposer shall complete, file and update a Conflict of Interest Questionnaire in compliance with Chapter 176 of the Texas Local Government Code. Proposer acknowledges that the law requires the County to provide access to this questionnaire on the official Travis County website, however, the law does not require that the County release information which is excluded from disclosure under the Texas Public Information Act.

PART I, SECTION B - REQUIRED DOCUMENTATION

1.0 Paragraph 2.0 describes documentation that must be submitted with the response and will be used in the evaluation of the responses and other required documents that the Proposer must submit. Please note this Section B may not address all documentation required by the RFP. The Proposer is cautioned to read the entire RFP to determine all requirements.

TRAVIS COUNTY RESERVES THE RIGHT TO REJECT A RESPONSE THAT DOES NOT CONTAIN ALL INFORMATION REQUIRED

BY THIS RFP.

2.0 To achieve a uniform review process and to obtain a maximum degree of comparability, Travis County requires that responses address the items listed below. The order of responses submitted must match the order of the information requested. Further, the response must preface each response with the wording of the request or question from this RFP.

They are to include the following:

2.1 Tab 1 - Table of Contents

2.2 Tab 2 - Transmittal Letter

The letter must be signed and briefly address the Proposer’s understanding of the work to be done, commitment to the work detailed within this RFP, and explanation about why the Proposer believes they are the best qualified to perform the required work. Please limit the letter to two pages.

2.3 Tab 3 - Detailed Response

The detailed response must address the ability to provide services for each requirement in Parts II of this RFP. Tab 3 should not include any information pertaining to cost. Cost is to only be included in Attachment B. A list of details to be included in the response is listed below.

2.3.1 Basic Business Consideration: In relation to basic business considerations, the Proposer should provide the following information:

2.3.1.1 A brief summary (no more than 10 pages) of the qualifications of the Proposer and Manager who will be assigned to the Project, including the Manager’s work experience.

2.3.1.2 Describe the range of activities the Proposer’s business performs.

2.3.1.3 Submit the Proposer’s written ethics and complaint resolution policies and any other special customer relations policies and procedures.

2.3.2 Legal Consideration: In relation to legal considerations, the Proposer must provide the following information:

2.3.2.1 Details of all litigation to which the Proposer has been a party during the past two years.

https://ethicspolicy.traviscountytx.gov/public/

Include an estimated timetable for resolution, along with a full description of how the litigation may affect the Proposer’s ability to perform the services being requested by Travis County.

2.3.2.2 Details of all outstanding complaints against Proposer during the past two years filed with the

Attorney General’s Office, the Federal Trade Commission, or the Consumer Financial Protection Bureau.

2.3.2.3 Copies of all policies for Business Liability Insurance coverage and include level of coverage.

2.3.3 Proposed Method of Performing Work: The Proposer must provide the following information:

2.3.3.1 Detailed description of how the Proposer will provide the services described in Part II of this

RFP.

2.3.3.2 If the Proposer proposes to provide additional services beyond those required, Proposer should provide a detailed description of the additional services and how they will be provided.

2.4 Tab 4 – Cost

The Proposer must complete Attachment B Fee Schedule indicating methods of billing, i.e. hourly rates, fixed fee, etc.

2.5 Tab 5 – Complete and submit the following documents:

2.5.1 Attachment A – HUB Program Declaration

2.5.2 Attachment B – Fee Schedule

2.5.3 Attachment C – Ethics Sworn Declaration (including Exhibit A and Exhibit B)

2.5.4 Attachment D – Certification of Federal Debarment, Suspension, Ineligibility, and Voluntary Exclusion for

Covered Contracts

2.5.5 Attachment E – Infection Control Policy Manual

2.5.6 Attachment F – Additional Specifications for Cleaning of Health Clinics

2.5.7 Attachment G – Task and Frequency Chart

2.5.8 Internal Revenue Service Form W-9 completed in compliance with the Internal Revenue Code, its rules and regulations.

2.6 Tab 6 – Exceptions to the Requirements and contract terms If Proposer has any exceptions to the proposed contract terms, Proposer must clearly indicate each exception and provide requested alternative language, along with the business need for the alternative language. Proposer must include all exceptions in Tab 6. If accepted by the County, the exceptions become part of the contract. The failure to identify exceptions or proposed changes with a full explanation constitutes acceptance by the Proposer of the contract provisions in this RFP as proposed by the County.

When the County awards a contract to the successful Proposer, the contract will include Parts II and III of this RFP, and portions of the proposal from the successful Proposer. Proposers are cautioned not to make claims or statements to which the Proposer is not prepared to commit to contractually.

NOTE: FAILURE TO PROVIDE ALL INFORMATION REQUESTED MAY RESULT IN DISQUALIFICATION OF THE RESPONSE.

PART I, SECTION C - ADDITIONAL INFORMATION

1.0 RESPONSE DISCLOSURE

Responses will be opened in a manner to avoid disclosure of the contents to competing Proposers. Responses will be kept confidential during the evaluation process; however, all responses will be available for public inspection after award except for information that qualifies as trade secrets or other confidential information under the Texas Public Information Act and the Proposer identifies as confidential.

2.0 EVALUATION FACTORS

In reviewing responses to this RFP, Travis County will consider the following evaluation factors and their corresponding weights, as well as any other information that comes to the County’s attention that the County deems relevant. Points will be assigned based on information submitted from Proposers. An overall evaluation score for each Proposer will be presented to the Commissioners Court; however, Proposers’ individual criteria scores will only be released upon request and only after the contract has been awarded.

Demonstrated Expertise of Personnel: 20% Demonstrated expertise and experience of key personnel proposed to provide the services proposed.

Demonstrated Experience of the Firm: 20% Demonstrated experience of the firm in providing similar consulting services on comparable projects.

Fee Response: 20% Respondent shall provide a Fee Schedule (Attachment B).

Proposed Approach to Providing Services: 20% Respondent must have adequate current full-time staff, both registered professionals in an applicable field and technical and administrative support staff, to competently and efficiently perform the work. Respondent must submit a management plan to show how it proposes to efficiently accomplish the work for the Project under consideration. Each phase of the plan should have a well-defined scope, deliverables, and estimated timeframe for completion.

Direct Wage Paid to Workers: 20% The wages paid directly to the janitorial personnel by the respondent will be evaluated. See Section 3.0 below for details on this evaluation criteria.

3.0 LIVING WAGE

The Living Wage for a single adult male living in Travis County is $23.69 (Source: M.I.T. Living Wage Calculator Report 2/15/2026). The Travis County Commissioners Court encourages the payment of a Living Wage of $22.17, the current Travis County minimum wage.

Encouraging the payment of a wage, which allows persons working for the County the dignity of independence within our community is a compelling governmental interest. The County has also found that there is a connection between the wages paid and the quality of services provided, including experience, competence, qualifications, training, and other impacts.

Travis County encourages its vendors to provide at least a Living Wage for all of their employees and will evaluate and consider your responses in its choice of contractor when determining “lowest and best evaluated offer... taking into consideration the relative importance of price

When you determine the Living Wage, consider only the direct wage paid to employees. In calculating direct wages paid, do not include the value of holiday pay, taxes paid, workers compensation coverage, medical or dental coverage, retirement programs, depreciation, supervisory or general company overhead, or profit (These may be considered as part of your overall pricing.)

The following question is to assist in determining the proposal offering “best value considering associated direct and indirect costs.” The weighted value for each criterion is set forth below with each item.

The County may request documentation of wages paid.

Does your company pay direct wages to its Employees who will provide services under the contract if it is awarded to you that equal:

(a) at least $22.17 per hour? (0 or 12 POINTS) / $22.17 _____ (YES) _____ (NO)

(b) at least $23.69 per hour? (0 or 8 POINTS) / $23.69 _____ (YES) _____ (NO)

If a Proposer’s method of payment is not based on direct hourly wages to its Employees, the Proposer will need to explain its method of payment and calculate equivalent Employee hourly wages, for comparison and to answer questions a. and b. above. To be awarded points, Proposer must provide calculations to support this analysis.

(The POSSIBLE TOTAL is 20 POINTS)

4.0 EVALUATION PROCESS

An evaluation committee supervised by the Purchasing Agent and comprised of County staff will review and evaluate each response as submitted using the Evaluation Criteria listed. The scores received will be used to identify a “short list” of Proposers. Proposer must include all information necessary to facilitate evaluation of the factors listed above as part of the response. Travis County reserves the right to consider any other information that County deems relevant to the evaluation of Proposer and may request an interview with Proposer that may include an oral presentation.

5.0 METHOD OF AWARD

The award of a contract shall be based on the demonstrated competence, experience, and qualifications of the Proposer whose offer is determined to be the best value for Travis County. This determination will be based on the results of negotiations and will take into consideration the relative importance of meeting the department’s requirements. Travis County reserves the right to make an award to more than one Proposer.

PART I, SECTION D - NEGOTIATIONS

1.0 NEGOTIATIONS

1.1 Travis County reserves the right to negotiate the price and any other terms with the Proposer.

1.2 If negotiations are deemed necessary, the Purchasing Agent shall supervise them.

1.3 Proposers may be required to submit additional data during the process of any negotiations.

2.0 RESERVATION OF RIGHTS

2.1 County expressly reserves the right to:

2.1.1 waive any defect, irregularity or informality in any response;

2.1.2 waive any noncompliance with the requirements of this RFP

2.1.3 reject or cancel any response or parts of any response;

2.1.4 accept responses from one or more Proposers; or

2.1.5 procure the services in whole or in part by other means.

3.0 PROTESTS

Protests before award must be submitted in writing to the Purchasing Agent no later than six calendar days after response opening, and protests after award must be submitted within 10 days after award by the Travis County Commissioners Court. The Purchasing Agent shall rule on the protest in writing within 10 days from date of receipt. Any appeal from the Purchasing Agent's decision must be made within 10 days after receipt thereof and submitted to the Purchasing Agent, who shall present the matter for final resolution to County Commissioners Court. Appellant shall be notified of the time and place the appeal is to be heard by County Commissioners Court and afforded an opportunity to present evidence in support of the appeal.

PART I, SECTION E – BACKGROUND INFORMATION

Travis County is seeking a highly qualified Contractor to provide comprehensive, professional janitorial services across various County facilities to maintain a clean, safe, and professional environment for both the public and County employees. The selected Contractor shall be responsible for providing all necessary management, trained personnel, specialized equipment, and materials to execute a wide range of services—including basic daily cleaning, restroom sanitation, and periodic floor and carpet maintenance (stripping, waxing, and deep extraction)—at the standards specified in the Contract. In addition to routine daily and scheduled periodic tasks, the Contractor must maintain a 24/7 emergency response capability to address urgent unsanitary conditions or special events.

NOTE: THE FOLLOWING REQUIREMENTS IN PART II AND SELECTED PORTIONS OF THE RESPONSE BECOME PART OF THE CONTRACT. THE TERM CONTRACTOR IS SUBSTITUTED FOR PROPOSER FOR THESE SPECIFIC REQUIREMENTS THAT WILL BE

ADDED TO THE CONTRACT.

PART II – SPECIFIC REQUIREMENTS

1.0 SCOPE OF SERVICES: The Contractor shall provide all personnel, equipment, tools, materials, supervision, and other items and services necessary to perform the Janitorial Services as defined in this specification, except as specified in Attachment G (Task and Frequency Chart) as County-furnished property and services, at the locations specified.

The Contractor shall perform the contracted services to the standards identified in this Contract. The Contractor shall be required to provide all Janitorial Services for the entire facility, including offices, restrooms, kitchens, playrooms, conference rooms, stairs, and stairwells. Included in these services are janitorial and related services consisting of waxing, polishing, sweeping and cleaning furniture, walls, woodwork, ceilings, exposed pipes, insect screens, window blinds and shades; cleaning windows and glass, toilet fixtures, rugs and carpets, stairways; and trash removal from specific areas as required by these specifications.

CONTRACT ADMINISTRATOR: For purposes of monitoring performance, establishing requirements, approving and coordinating schedules, the County department(s) named below shall act as Contract Administrator on behalf of

Travis County.

Facilities Management Department

Attn: Baldemar Ruiz

512-854-9371 baldemar.ruiz@traviscountytx.gov

Travis County Sheriff's Office

Attn: Mary Fleming

Mary.Fleming@traviscountytx.gov

Transportation and Natural Resources

Attn: Jennifer Espinosa

512-854-4239

Jennifer.Espinosa@traviscountytx.gov

2.0 GENERAL DEFINITIONS

2.1 Defect: A service output that does not meet the standard of performance specified in the Contract for that service.

For example, failure to meet the quality standard of Section 6.2, Sweep/Dust Mop Floor, may be a defect, failure to meet the quality standard of Section 6.4, Remove Trash, may be a defect, failure to meet the quality standard of Section 6.9, Vacuum Carpet, may be a defect, and so forth.

mailto:baldemar.ruiz@traviscountytx.gov mailto:Mary.Fleming@traviscountytx.gov mailto:Jennifer.Espinosa@traviscountytx.gov

2.2 Quality Control: Those actions taken by a Contractor to control the production of outputs to ensure that they conform to the Contract requirements.

3.0 TECHNICAL DEFINITIONS

3.1 Basic Cleaning Services: All individual cleaning tasks as identified in Sections 6.0 and 7.0.

3.2 Carpet Maintenance: An organized and comprehensive Contractor-managed program which ensures all carpeted floors receive systematic and scheduled maintenance to maintain the standards specified. This includes, but is not limited to, vacuuming, daily spot removal, spot cleaning, trimming of carpet ravels, etc.

3.3 Damp Mopping: Cleaning floor surfaces after sweeping or dust mopping to pick up any remaining dust or dirt utilizing clean water and a detergent solution (and disinfectants where required by the specifications) with a dry-wrung mop. Clean mops and changing mop water frequently is required. Mop water or mop heads used in restrooms will not be used to mop hallways or offices.

3.4 Deep Dirt Extraction: A restorative technique using the hot water or steam extraction method of deep cleaning carpet fibers to extract dirt, dust, debris, soil, stains, and odor in the carpet. Method utilizes a steam cleaning machine which forces carpet cleaning solution into the carpet, vacuums solution from the carpet, forces clean water into the carpet fibers to rinse out all solution, and then vacuums all remaining moisture from the carpet.

3.5 Disinfect: The application of a germicidal disinfectant cleaner on the fixtures, surfaces, floor, etc. Allowed to soak for a specified time period according to manufacturer’s instructions, then rinsed clean. Disinfecting frequency: minimum five (5) times per week.

3.6 Dry Buffing: A process used to eliminate heel marks and scuffs and restore the floor to a uniform appearance using a soft buffing pad and floor machine. Dust mopping and damp mopping should occur before this procedure.

3.7 Dust Mopping: Removing dirt and debris from floor surfaces by using a dust mop.

3.8 Easily Movable Items: Any furniture, waste receptacles, chairs, etc., that weigh fifty (50) pounds or less or can be moved by one person.

3.9 Emergency and Special Event Cleaning: Emergency or Special Event Cleaning as defined by Travis County is a request for performance of Janitorial Services, at any time outside the Contractor’s approved schedule –

Request for Emergency/Special Event Services will be in the form of a Request for Quote. Upon agreement regarding the number of hours, the Purchasing Agent will issue a purchase order. All requests for

Emergency/Special Event Cleaning Services shall be completed within twenty-four (24) hours of receipt of purchase order. The Contractor shall date and initial the purchase order upon receipt. The Contractor shall notify the Contract Administrator of completion of the emergency or special event cleaning within one (1) workday of completion.

3.9.1 “Emergency Services” refers to when Contractor is notified at a time outside of the regular cleaning hours to perform services such as large water or other liquid spills cleaning, restroom cleaning from water overflow or vandalism and other unsafe or unsanitary condition that occurs in the building. The Contractor will be required to respond to

Emergency Service requests within one (1) hour of receiving the call.

3.9.2 “Special Event Cleaning” refers to when Contractor is notified of a program or ceremony occurring at a time outside of the regular cleaning hours in the building that requires cleaning services.

3.10 Maintain Floors: The tasks of sweeping, dust mopping, damp mopping, wet mopping, scrubbing, stripping, sealing, waxing, dry buffing or spray buffing, to maintain floors in an existing state as described in Section

6.1.

3.11 Periodic Cleaning: Project tasks which are performed quarterly or on a semi-annual basis.

3.12 Scrubbing (floor): Cleaning hard floor surfaces (such as vinyl tile, ceramic tile, etc.) after sweeping or dust mopping by agitation of detergent solution applied to the floor by a floor scrubbing machine or wet mop saturated with detergent solution followed by a clean water rinse and damp mop or vacuum pickup.

3.13 Sealing: After stripping, thoroughly rinsing and neutralizing, a thin coat of a floor sealant solution is applied to protect and seal the floor surface.

3.14 Spray Buffing: A process used to clean, eliminate heal marks, scuffs, and small amounts of dirt using a buffing pad, floor machine, and spray bottle mixture of diluted floor finish and detergent, leaving a uniform, thin coat of nonskid wax. Dust mopping and damp mopping should occur before this procedure. Use of spray buffing to maintain floors finish between striping of floors is encouraged.

3.15 Stripping: Using a floor scrubbing machine with a floor stripping pad and alkaline solution that breaks up and emulsifies finish on the floor, strip away old wax, rinse two (2) or more times with clean water or with a neutralizing agent, leaving the floor clean of any residue. All non-carpeted floors will be stripped and refinished on a semi-annual basis unless required, more often based on Contract Administrator’s assessment of condition.

3.16 Walk-Off Mats: Mats made of various materials that are located either at the building’s interior or exterior of the entrance door. They may also be located throughout the interior of the building as well.

3.17 Waxing: Applying manufacturers recommended thin coats of non-skid floor wax solution that protects the floor surface and leaves a glossy, uniform appearance.

3.18 Wet Mopping: Thoroughly cleaning floor surfaces after sweeping or dust mopping utilizing clean water and a detergent solution (and disinfectants where required by the specifications) with a saturated mop, then damp mop or vacuum to pick up excess liquid.

3.19 High Glass: Glass walls or partitions with a lower edge that is at least seven (7) feet above the floor surface.

3.20 Carpet Steam Cleaning or Wet Extraction: Shampooing including extraction.

4.0 GENERAL INFORMATION: The Contractor shall provide all management, tools, supplies, equipment, and labor necessary to ensure that Services are performed at the locations identified, in a manner that will maintain a satisfactory facility condition and present a clean, neat and professional appearance. (Exception: the County will provide liquid soap, toilet tissue, trash can liners, paper hand towels and dispensers at all TNR locations.)

The Contractor’s workforce shall perform all services associated with general custodial or cleaning duties. This will include all specific tasks addressed in this section as well as the general cleaning tasks of spot cleaning smudges, smears, grease marks, etc., from walls, doors (including handles, push bars and kick plates), moldings, light switch and electrical outlet cover plates. The Contractor shall implement procedures to identify repair and maintenance requirements discovered while performing tasks under this Contract to the Contract Administrator. Examples of type items include burned out or inoperative lights, bad flush valves and torn carpeting.

5.0 SUPERINTENDENCE BY CONTRACTOR: The Contractor shall at all times provide adequate supervision of his/her employees to ensure complete and satisfactory performance of all work in accordance with the terms of the contract. The Contract Manager, or alternate representative, will be available at all times when the work of the Contract is being carried out to receive instructions from the Contract Administrator or their representative.

The Contractor shall provide additional telephone, email, pager and/or cell phone numbers where the Contract Manager and alternate can be reached during other hours should the Contract Administrator determines necessary.

6.0 BASIC CLEANING SERVICES: All cleaning tasks shall be accomplished to meet the requirements of this section.

There are minimum frequencies that each area will require cleaning, listed in Attachment G; however, the Contractor shall maintain the facility to the standards established in this Contract. The Contractor shall develop and submit to the Contract Administrator, a schedule for completion of periodic tasks, such as floor stripping and refinishing, to ensure all cleaning is completed at the minimum frequencies. Schedule of periodic tasks to be submitted for acceptance not later than pre-performance conference.

As agreed, to between County and Contractor, Contractor will perform the following services outlined in section 6.1 to 6.17 as follows:

6.1 Maintain Floors: All floors accessible to floor machines, unless otherwise specified as having carpet shall receive floor maintenance. After receiving floor maintenance, the entire floor shall have a uniform coating of nonskid floor finish, have a uniform, glossy appearance, and be free of scuff marks, heel marks, and other stains and discoloration. All floor maintenance solutions shall be removed from baseboards, furniture, trash receptacles, etc. Chairs, tables, trash receptacles and easily moveable items shall be moved to maintain floors underneath these items. All moved items shall be returned to their proper position when all operations have been completed. Floor maintenance includes the techniques of sweeping, dust mopping, damp mopping, wet mopping, dry buffing, and spray buffing as required to achieve the above stated results. The techniques used depend upon the materials, equipment, and personnel used to do the job. The Contractor needs to apply these techniques only to the portion of the floor needing work to bring the entire floor up to the standard unless it is necessary to apply these techniques to the entire floor to bring it up to the standard. Wax is only to be applied to floor surfaces that have been cleaned.

6.2 Sweep/Dust Mop Floors: All accessible floor areas not carpeted shall be swept or dust mopped. After the floor has been swept or dust mopped, the entire floor surface, including corners and abutments, will be free of litter, dust and debris. Chairs, tables, trash receptacles, and easily moveable items shall be tilted or moved to sweep underneath.

6.3 Mop Floors: All accessible floor areas shall be damp and/or wet mopped. Chairs, tables, trash receptacles, and easily moveable items shall be moved to mop underneath. After being mopped, the floor shall have a clean uniform appearance with no streaks, swirl marks, detergent residue, or any evidence of soil, stains, film debris or standing water. There shall be no splash marks or mop streaks on furniture, walls, baseboards, etc., or mop strands remaining in the area. Do not mop wood or carpeted floors. Do not reuse mop water or mop heads that have been used to mop restrooms to mop offices or hallways.

6.4 Remove Trash/Recycle Materials: All trash containers (to include separate trash, recycling containers and combo trash/recycling containers) on the interior of the building and at each exterior entryway doors shall be emptied daily and containers returned to their initial location. Boxes, cans, paper placed near a trash container and marked TRASH shall be removed. Any obviously soiled or torn plastic trash container liners in such containers shall be replaced. All debris or liquids remaining in a trash container due to a leaky plastic trash bag must be removed and receptacle cleaned. Trash shall be disposed of in plastic bags secured with bag ties. The Contractor shall pick up any trash that may fall onto the facility floor or grounds during the removal of such collection trash. The trash shall be deposited in the nearest outside trash collection point. Unless instructed otherwise, trash and recycling material shall be picked up from all office waste baskets. Dirty trash containers shall be washed inside and out and shall be odor free. Recycle Blue Large bins shall be emptied into the appropriate recycle collection points twice weekly (Tuesdays and Fridays), or more often as necessary.

6.5 Clean Interior Glass/Mirrors: Includes all glass partitions, walls, doors, mirrors and adjacent trim with a lower edge below seven (7) feet. Glass that extends higher than seven (7) feet shall be cleaned during periodic cleaning). After glass cleaning, there shall be no traces of film, dust, streaks, dirt, smudges, water spots or other foreign matter. (NOTE: Both sides of glass partitions, walls and doors are to be cleaned.)

6.6 Clean Other Interior Glass: Clean trophy/display cases, directory boards and other interior glass not addressed in Section 6.5. After glass cleaning there shall be no traces of film, dirt, smudges, water or other foreign matter.

6.7 Clean Drinking Fountains: Clean and disinfect all porcelain and metal drinking fountains. Polish metal surfaces, including the basin, orifices and drain, as well as exterior surfaces of fountain. After cleaning, the entire drinking fountain shall be free from streaks, stains, spots, smudges, scale, and other obvious soil.

6.8 Clean Stairways: All floor surfaces shall be maintained with all lint, dust, dirt and debris removed.

Grease and grime shall be removed from metal or rubber stair guards, handrails and baseboards.

Contractor shall remove all marks, dirt, smudges, scuffs, and other foreign matter from adjoining stairwell walls to provide or maintain a clean, uniform appearance.

6.9 Vacuum Carpets: After being vacuumed, the carpeted floor shall be free of all visible litter and soil. Any spots shall be removed by carpet manufacturers approved methods as soon as noticed. All tears, burns, and extensive raveling shall be brought to the attention of the Contract Administrator. Trim ravels prior to vacuuming floor.

6.10 Vacuum Hallway Carpets: Contractor personnel shall vacuum hallway carpets. Hallway carpets shall be vacuumed to the same standard as office areas and all tears, burns, and extensive raveling shall be brought to the attention of the Contract Administrator. Trim ravels prior to vacuuming floor.

6.11 Spot Clean Carpets: Contractor shall spot clean/shampoo carpets that are stained over an area of 4 sq.

ft. or less. Spot cleaning shall be accomplished with either vacuuming service, spin bonneting process, carpet spot removal equipment or as directed by the Contract Administrator.

6.12 Vacuum/Clean Walk-Off Mats: Contractor shall vacuum/clean interior and exterior walk-off mats.

Mats shall be free of all visible lint, litter and soil. Carpet style entrance mats shall be vacuumed to remove soil and dirt and to restore resiliency of the carpet pile. Rubber or polyester entrance mats shall be swept, vacuumed, or washed using a water hose and then dried to remove soil and grit. Soil and moisture underneath entrance mats shall be removed and mats returned to their normal location.

Steps and landings outside entrances/exits shall be kept clean and free of debris on a daily basis.

6.13 General Spot Cleaning: Contractor personnel shall perform spot cleaning on a continual basis. Spot cleaning includes, but is not limited to the removing of, or cleaning of smudges, fingerprints, marks, streaks, spills, etc., from washable surfaces of all walls, partitions, vents, grillwork, doors, door guards, door handles, push bars, kick plates, and fixtures (including elevator cabs). Germicidal detergent shall be used in restrooms, locker rooms, break areas, and drinking fountains. After spot cleaning, the surface shall have a clean, uniform appearance, free of streaks, spots and other evidence of removed soil.

6.14 Low Dusting: Contractor personnel shall perform low dusting prior to sweeping or vacuuming rooms. All dust, lint, litter and dry soil shall be removed from the surface of desks, chairs, file cabinets and all other horizontal surfaces up to a line seven (7) feet above floor level. Venetian blinds, where installed, are included in low dusting. Computer monitors and other similar equipment will also be dusted (without use of any chemicals or sprays). Paperwork on top of surfaces will not be disturbed. After dusting, the surface shall have a clean, uniform appearance, free of streaks, spots and other evidence of dust, lint or cleaning agents.

6.15 Medical Waste Disposal: Contractor will not handle medical waste contained in red/orange plastic bags. County medical waste disposal contractor will dispose of these items.

6.16 Exterior Entries, Walkways and Sitting Areas: Contractor personnel shall sweep or blow, remove trash and clean all exterior building entry ways, walkways, balconies and other sitting areas on a daily basis or as needed to keep walkways clear of accumulated debris. Cleaning includes mopping, scrubbing or using a water hose to remove liquid spills, dirt, stains and other matter from the floor or ground surface.

6.17 Elevator Cleaning: Contractor is to clean building elevators which include floors, walls, light fixtures, door tracks, and control panel. After cleaning the floor should be swept, mopped, vacuumed whichever applicable and have uniform clean appearance free of trash, dirt and debris; stainless steel is to be polished and shined; no webs, dust, dirt, stains or smudges on walls; door tracks free of trash, debris or dirt; light fixtures with no webs, dust, debris or bugs; ceiling cleaned with no dust or stains; and control panel clean and disinfected with no stains, smudges, streaks, spots or soiled of any type.

7.0 BASIC RESTROOM CLEANING SERVICES: All cleaning tasks shall be accomplished to meet the requirements of this specification. As agreed to between Contractor and County, there are minimum frequencies that each area will require cleaning; however, the Contractor shall maintain each facility to the standards established in this Contract which may require Contractor services at more frequent intervals. For example, the Contractor shall resupply restrooms whenever necessary to ensure adequate supplies are always available.

As agreed to between County and Contractor, Contractor will perform the following services outlined in sections 7.1 to 7.5 as follows:

7.1 Clean and Disinfect: Completely damp clean and disinfect all surfaces of mop sinks, toilet bowls, urinals, handles and piping, lavatories, dispensers, plumbing fixtures, partitions, dispensers, doors, walls, and other such surfaces, using a germicidal cleaner, sanitizer, disinfectant. After cleaning, receptacles will be left free of deposits, dirt, streaks, and odors. Disinfect all surfaces of partitions, stalls, stall doors, entry doors, (including handles, kick plates, ventilation grates, metal guards, etc.,) and wall areas adjacent to wall mounted lavatories, urinals, and toilets. Metal handles and piping shall have no water spots, stains, streaks or rust and shall have a clean and polished appearance.

7.2 Descale Toilet Bowls and Urinals: Services include cleaning and disinfecting as indicated in paragraph 7.1 above which are performed prior to descaling. Descaling shall be performed as required but at least monthly. After descaling, the entire surface shall be free from streaks, stains, scale, scum, urine deposits, and rust stains.

7.3 Sweep and Mop Floor: After sweeping and mopping, the entire surface shall be free from litter, dust and foreign debris including grout. Grout on wall and floor tiles shall be free of dirt, scum, mildew, residue, etc.

Floors shall have a uniform appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain, film or standing water. Easily moveable items shall be tilted or moved aside to sweep and damp mop underneath. Restroom floors shall be stripped, scrubbed, waxed, etc., as required to maintain sanitary conditions and a clean, uniform appearance. Glazed ceramic tile shall be scrubbed with non-abrasive cleaners only.

7.4 Fitness Centers: Services are to include wiping equipment, tables and counter tops daily with a cleaner/disinfectant approved by the County. Floors are to be swept and mopped daily.

7.5 Resupply Restrooms: Contractor shall ensure restrooms are stocked so that supplies do not run out.

Supplies shall be stored in designated areas (county provided storage area). No overstocking shall be allowed. If supplies run out prior to the next service date, Contractor shall refill within two hours of notification. Contractor is required to provide restroom and cleaning supplies as specified at

Attachment J, Contractor-Furnished Items and Services.

8.0 PERIODIC CLEANING SERVICES: In addition to services listed in this section, the Contractor shall provide cleaning services for Health Clinics.

As agreed to between County and Contractor, Contractor will perform the following services outlined in section 8.1 to 8.8 as follows:

8.1 Maintain Floor-Strip, Scrub, Seal, and Wax Hard Floors: Contractor will clean all hard floors of multiple types to include vinyl tile, ceramic tile, terrazzo tile, rubber, cork and finished and unfinished concrete floors.

A detailed cleaning of the floors shall be done two times during the year. The cleaning is to be done in accordance with manufacturers’ recommendations for the particular type of floor material. Cleaning will include damp or wet mopping, machine scrubbing and stripping to clean and remove old wax. Vinyl floors are to be waxed and re-sealed. A nonskid wax is to be used. All floors are to have a clean appearance, and waxed floors are to have a uniform glossy appearance with no visible scuff marks, heel marks, wax build-up, stains or discoloration.

8.2 Clean/Shampoo Carpets: All carpet cleaning/shampooing shall be accomplished by Deep Dirt Extraction

(Steam Cleaning) methods. Apply a heavy-duty spot remover in heavily soiled areas. Apply required amount of cleaning solution with the extractor machine, extract, and allow carpet to dry before use. After shampooing, the carpeted area will be uniform in appearance and be free of stains and discoloration. All cleaning solutions shall be removed from baseboards, furniture, trash receptacles, chairs and other similar items. Chairs, trash receptacles, and easily movable items shall be moved to clean carpets underneath and returned to their original location. Carpets will be retreated with Scotch guard chemicals (or equivalent) after shampooing.

8.3 Clean Interior Windows: After window has been cleaned, all traces of film, dirt, smudges, water spots and other foreign matter shall be removed from frames, casings, sills, and glass.

8.4 Clean Exterior Windows: Exterior window cleaning includes all buildings in this solicitation. After windows have been cleaned, exterior frames, casings, sills, walls and glass, there shall be no traces of film, dirt, smudges, water, water spots and other foreign matters.

8.5 Clean Interior High Glass: Includes all glass partitions, walls, mirrors and adjacent trim with a lower edge above seven (7) feet from the floor. High glass will receive the same quality cleaning as glass at lower levels. After glass cleaning, there shall be no traces of film, dirt, smudges, water, water spots or other foreign matters. (NOTE: Both sides of glass walls and partitions are to be cleaned.) Exterior windows are not considered high glass.

8.6 High Dusting: Contractor personnel shall perform high dusting of those surfaces above a line seven (7) foot above the floor. High dusting shall be performed before floors are cleaned and before low dusting is performed.

All dust, lint, litter, and dry soil shall be removed from all surfaces above seven feet, including accessible portions of unit heaters, air conditioning grills, diffusers and fans. Surfaces shall be dusted by wiping with a treated dust cloth and/or by use of a vacuum attachment. After dusting, surfaces shall be free of all traces of litter, dust, and debris.

8.7 Light Fixture/Air Diffuser Cleaning: Contractor personnel shall perform cleaning of light fixtures and all accessible components including shades, louvers, diffusers, housings, bulbs, and tubes. Items will be cleaned with a damp cloth or sponged using a solution of general-purpose detergent. Exposed tubes will be dusted with a clean treated cloth. After cleaning, light fixtures, air diffusers, and components shall be free of bugs, dirt, dust, grease, and other foreign matters.

8.8 Emergency/Special Event Cleaning: Upon notification, the Contractor shall perform emergency or special event cleaning required in any area, or room covered under this Contract. Contractor shall provide the County with seven (7)-days per week, twenty-four (24)-hour per day emergency response capability. Cleaning services shall be ordered by the Purchasing Agent through issuance of a purchase order. Special events may occur each year that require an extra effort on part of the Contractor. These events include VIP visits, press conferences and any other events determined by the Contract

Administrator. Upon notification, the Contract Manager shall respond within one (1) hour.