SPECIAL CONDITIONS OF BID – CONTRACT

1. GENERAL INFORMATION AND SCOPE

The Wisconsin Department of Military Affairs (WisDMA or DMA), through its Purchasing Unit (Purchasing), requests bids to establish a contract for Janitorial Services for the Baraboo National Guard Armory, 999 South Boulevard, Baraboo, Wisconsin.

The attached Standard Terms and Conditions shall govern this bid unless specifically modified in these Special Conditions of Bid. Conditions of bid that include the word "must" or "shall” or “will” describe a mandatory requirement. All specifications are defined as mandatory minimum requirements unless otherwise stated. If no bidder is able to comply with a given specification or condition of bid, Purchasing reserves the right to delete that specification or condition of bid. Failure to meet specification requirements shall disqualify your bid.

Retain a copy of these Special Conditions and Specifications of Bid for your files. Should you receive an award, these Special Conditions of Bid become contract terms and conditions.

Definitions that are used throughout the request for bid document:

Agency means the Wisconsin Department of Military Affairs Bidder/Vendor means a company or individual submitting a bid response to this request for bid Contractor means bidder awarded the contract Department means the Wisconsin Department of Military Affairs DVB means Wisconsin-certified Disabled Veteran-Owned Business is a business certified by the Department of Administration under Wisconsin Statute s. 16.283 DMA means the Wisconsin Department of Military Affairs FMS means Field Maintenance Shop MBE means Wisconsin-certified Minority Business Enterprise is a business certified by the Department of Administration under Wisconsin Statute s. 16.287 NG means National Guard State means the State of Wisconsin WING means Wisconsin National Guard WisDMA means Wisconsin Department of Military Affairs

2. CORRESPONDENCE, CLARIFICATIONS AND QUESTIONS

Bidders are expected to raise any questions, exceptions or additions they have concerning the bid document. If a bidder discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this request for bid, the bidder must immediately notify the Purchasing Agent named below of the issue in writing and request modification or clarification of the bid document.

Any correspondence and/or questions must include the Request for Quotation number found on the front cover signature page as soon as possible and no later than end of day Friday February 23rd. In the event it becomes necessary to clarify any part of this request for bid, the Purchasing Agent will send out an official addendum/amendment to all potential bidders.

E-mail is the preferred method of contact: Dana Casey (608-242-3366)/ James Richardson (608-242-3158) OR EMAIL: DMAPURCHASING@WISCONSIN.GOV.

3. CONTRACT TERM

Contract awarded to a private vendor will be March 15, 2018 thru June 30, 2018, with three (3) one-year renewal options.

OR

Contract awarded to a State-qualified work center will begin March 15, 2018 and may continue indefinitely under the condition that all State of Wisconsin work center program criteria is met. Fair market pricing will be reviewed on an annual basis or when significant changes occur in the contract. WisDMA reserves the right to rebid any contract to obtain fair market pricing, at annual renewal time.

Any renewal must be authorized by written, mutual agreement between WisDMA Purchasing and the contractor.

4. A MANDATORY VENDOR SITE VISIT will be held on Wednesday February 21, 2018 11:00 am. Site Visit Contact is Jay Lauterbach, cell 608-219-9024/ Mark Baumunk, cell 608-516-5831. A bid addendum will be issued if the site visit is changed or cancelled. This site visit is required; failure to visit the site or provide proof of site visit will disqualify your bid from being considered. The attached Site Visit Verification form, Attachment D, shall be signed by bidder representative and an authorized DMA representative, and submitted within your bid package.

5. BIDDER/CONTRACTOR QUALIFICATIONS

To be eligible for a contract award, Bidder must be qualified and able to provide the following. Respond on the attached Vendor Information Sheet—Attachment A, References Sheet—Attachment B, and Bidder Response Sheet—Attachment C.

5.1 Bidder must supply references, on the attached References Sheet—Attachment B, of companies/institutions/organizations to which similar service has been provided during the past three (3) years to a comparable-sized company/institution/organization. If contacted, all of those references must verify that a high level of satisfaction was provided.

Comply Does Not Comply

5.2 Bidder must be in the business of janitorial services for the past three (3) years.

Comply Does Not Comply

5.3 Bidder must disclose if any State of Wisconsin employee would provide services relating to the agreement resulting from this solicitation. See Supplemental Standard Terms and Conditions, section 4.0, Dual Employment or 5.0, Employment.

Comply Does Not Comply

5.4 Awarded contractor must provide WisDMA Purchasing a Certificate of Insurance prior to award of contract. Contractor must maintain the required minimum limits specified in Section 23.0 of the attached Standard Terms & Conditions for each contract period. All policies must be issued with a 30-day cancellation notice, by an insurance company licensed to do business in the State of Wisconsin, with a minimum AM Best rating of A1, and signed by an authorized agent.

5 SUBCONTRACTING OR THIRD PARTY PAYMENTS

All subcontracting shall be pre-approved by WisDMA. Subcontractors must abide by all terms and conditions of the contract. The prime contractor shall be responsible for all subcontractor(s) work and payment. The WisDMA will not pay any subcontractor or third parties directly.

6 SPECIFICATIONS, SCHEDULE OF CLEANING AND JANITORIAL PERFORMANCE STANDARDS

See attached SPECIFICATIONS, Section 21.0, and the attached SCHEDULE OF CLEANING, Section 21.3 and JANITORIAL PERFORMANCE STANDARDS, Section 22.0 for the minimum acceptable services. Bid Specifications, Schedule of Cleaning and Janitorial Performance Standards must not be revised without an official written addendum issued by Purchasing.

7 ON SITE SERVICE

In carrying out the scope of this contract, the Contractor will be required to perform services on WisDMA property. Bid price(s) must include all transportation and insurance costs.

8 METHOD OF BID

Bidder must bid on the enclosed Cover Sheet/Bid Price Sheet. Bids will be accepted only for a fixed, all inclusive ‘Monthly’ Unit Price based on the Specifications and Schedule of Cleaning. Bidder’s own quotation form/agreement will NOT be accepted.

Additionally, list an ‘Hourly Rate’ for Special ‘On-Call’ janitorial services that are “not” part of the Schedule of Cleaning. These services will only be performed if requested and approved by the DMA Area Superintendent or Supervisor.

9 BID SUBMISSION

Bidders must submit an original, signed bid and all required material for acceptance of their bid by the date and time listed on the bid cover sheet. Any bids received after that time and date will be rejected. Receipt of a bid by the State mail system does not constitute receipt of a bid by Purchasing, for purposes of this request for bid. Also refer to the Bid Response Instructions. Use one of the options below to submit bid.

Faxed and e-mailed bids are accepted. E-mail bids: List bid number and bid title in e-mail Subject line.

Fax number 608-242-3154; E-mail is DMAPURCHASING@WISCONSIN.GOV.

It is the bidder’s responsibility to ensure that all documents are readable and completely transmitted to the WisDMA Purchasing Agent by the due date and time.

Because of increased building security, access to the WisDMA Purchasing Office is restricted and may cause delay if hand delivering your bid. Allow ample time for security clearance.

10 BID RESPONSE REQUIREMENTS

In order for your bid to be considered, the following completed documents must be provided. Fill out and submit one copy (unless stated otherwise) by the due date and time listed on the bid cover page. Include:

10.1 Bid Cover (Signature) Pages/Bid Price Sheet, pages 1 and 2

10.1 Addendum Cover (Signature) Page(s), if applicable to this bid request

10.1 Vendor Information Sheet, Attachment A

10.1 References Sheet, Attachment B

10.1 Site Visit Verification sheet, Attachment C

Failure to provide these documents within your bid submittal may disqualify your bid.

Do NOT submit Special Conditions, Specifications, or Standard Terms & Conditions sections in your bid.

11 METHOD OF AWARD

Contract may be awarded to the lowest cost responsive, responsible State-qualified work center meeting fair market price and other work center program criteria per Wisconsin State Statute 16.752.

OR

If the award is not made to a qualified work center, the contract will be awarded to the lowest cost responsive, responsible private vendor/bidder that meets the specifications.

12 TERMS AND CONDITIONS

The Special Terms & Conditions and the Standard and/or Supplemental Terms & Conditions provided with this document represent the terms and conditions which will apply to this contract. Vendors may not submit their own contract document as a substitute for these terms and conditions.

13 FIRM PRICES

The awarded contractor must hold the accepted prices for the entire contract period. WisDMA will review any adjustment of prices before the beginning of a contract renewal period, usually by a written WisDMA renewal request sent to the contractor. Price increase requests must be justified with supporting documentation of industry-wide increases. Any price increase must be mutually agreed upon between WisDMA and the Contractor.

14 PURCHASE ORDERS

WisDMA will issue a State of Wisconsin purchase order at the beginning of each contract year. All billing information will be listed on the purchase orders.

15 INVOICING REQUIREMENTS

Contractor shall invoice monthly at the end of each month after services are performed. WisDMA must meet a statutory mandate to pay or reject invoices within 30 days of receipt by WisDMA. Before payment is made, it also must verify that all invoiced charges are correct as per this contract. Only properly submitted invoices shall be officially received for payment. Thus, your prompt payment requires that your invoices be clear and complete in conformity with the instructions below.

All invoices must be itemized showing:

The original invoice must be sent to the “Bill To” address shown on the Purchase Order.

16 CONTRACT CANCELLATION

This Contract may be terminated by either party under the following conditions:

16.1 Please review section 13.0 and 24.0 of the attached Standard Terms and Conditions of Bid.

If the contractor is a State-qualified work center, the termination notice will be given after approval by the State Use Board.

OR

If a private contractor, WisDMA may terminate the contract at any time at its sole discretion by delivering 10 days written notice to the contractor.

In either case, if the problem is service performance, contractor will be warned either verbally or in writing of unsatisfactory performance and intent to cancel this contract. Contractor will be given a period of time to ‘cure’ the performance. If performance does not improve, WisDMA will take the contract issues to the DOA Work Center Director and the State Use Board if a work center is the contractor, for review and possible termination. A private contractor will be given 10 days written notice that the contract will be cancelled.

Upon termination, WisDMA’s liability will be limited to the pro rata cost of the services performed as of the date of termination.

16.2 In the event the contractor terminates the contract, for any reason whatsoever, it will require written certified letter notification delivered to the Department purchasing agent not less than 60 days (90 days for a state-qualified work center) prior to said termination. The contractor will, in turn, refund the Department, within 30 days of said termination, all payments made hereunder by the Department to the contractor for work not completed.

16.3 If at any time the contractor performance threatens the health and/or safety of WisDMA, WisDMA has the right to cancel and terminate the Contract without notice.

16.4 If the Contractor fails to maintain and keep in force the insurance as required in Section 23.0 of the attached Standard Terms and Conditions, WisDMA has the right to cancel and terminate the Contract without notice.

16.5 If at any time a petition in bankruptcy shall be filed against the contractor and such petition is not dismissed within 90 calendar days, or if a receiver or trustee of contractor's property is appointed and such appointment is not vacated within 90 calendar days, WisDMA has the right, in addition to any other rights of whatsoever nature that it may have at law or inequity, to terminate this Contract by giving 90 calendar days notice in writing of such termination.

17 MINORITY-OWNED BUSINESS ENTERPRISE (MBE) PARTICIPATION

The Wisconsin Department of Military Affairs is committed to the promotion of minority businesses in the State’s purchasing program. Authority for this program is found in Wisconsin Statutes s. 16.287.

Minority-owned business enterprises (MBEs) are certified by the Wisconsin Supplier Diversity Program. Program information is found at https://wisdp.wi.gov/ . Wisconsin Statutes provide for a permissive 5% price preference for state-certified MBEs that compete for State contracts. This means that State agencies may make an award to the MBE submitting the lowest qualified bid when that qualified bid is not more than 5% higher than the apparent low bid. (A bidder preference will ‘not’ be considered on a printing or stationery procurement.)

The awarded contractor is strongly urged to use due diligence to further this policy by awarding subcontracts to MBEs or by using such enterprises to provide goods and services incidental to this contract. A listing of state-certified MBEs, as well as services and commodities they provide, is available at: https://wisdp.wi.gov/ . The contractor, as requested, shall furnish appropriate quarterly information about its efforts, including the identities of state-certified MBEs and their contract amounts as requested by the WisDMA Purchasing Agent.

18 DISABLED VETERAN-OWNED BUSINESS (DVB)

The Wisconsin Department of Military Affairs is committed to the promotion of disabled veteran-owned businesses in the State’s purchasing program. Authority for this program is found in Wisconsin Statutes s. 16.283.

Disabled Veteran-owned Businesses (DVBs) are certified by the Wisconsin Supplier Diversity Program. Program information is found at https://wisdp.wi.gov/ . Wisconsin Statutes provide for a permissive 5% price preference for state-certified DVBs that compete for State contracts. This means that State agencies may make an award to the DVB submitting the lowest qualified bid when that qualified bid is not more than 5% higher than the apparent low bid. (A bidder preference will ‘not’ be considered on a printing or stationery procurement.)

The awarded contractor is strongly urged to use due diligence to further this policy by awarding subcontracts to DVBs or by using such enterprises to provide goods and services incidental to this contract. A listing of state-certified DVBs, as well as services and commodities they provide, is available at: https://wisdp.wi.gov/ . The contractor, as requested, shall furnish appropriate quarterly information about its efforts, including the identities of state-certified DVBs and their contract amounts as requested by the WisDMA Purchasing Agent.

19 CERTIFICATION FOR COLLECTION OF SALES AND USE TAX

The State of Wisconsin shall not enter into a contract with a vendor, and reserves the right to cancel any existing contract, if the vendor or contractor has not met or complied with the requirements of s.77.66, Wis. Stats., and related statutes regarding certification for collection of sales and use tax. If a vendor has questions about this certification, go to the WI Department of Revenue website: http://www.dor.state.wi.us/html/vendlaw.html

20. FEDERAL DEBARMENT

Federal Executive Order (E.O.) 12549 “Debarment” requires that all contractors receiving individual awards, using federal funds, and all sub-recipients certify that the organization and its principals are not debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded by any Federal department or agency from doing business with the Federal Government. By signing this procurement document, you certify that your organization and its principals are not debarred. Failure to comply or attempts to edit this language may disqualify your bid. Information on debarment is available at the following website: www.sam.gov.

21.0 JANITORIAL SPECIFICATIONS

21.1 GENERAL

It is the intent of these specifications for the Contractor to provide all service, equipment, and supplies required to clean and keep clean all areas of the building, not specifically excluded, at a high standard of cleanliness.

21.2 LABOR

Contractor shall provide an adequate number of competent, properly trained staff with competent, sufficient supervision to provide the services at all times. All Contractor’s employees shall be identified while on the premises by nametags, and or uniforms indicating their name and company or organization, furnished at Contractors expense and verified by photo ID (upon request).

The DMA retains the right to require the reassignment of an employee or employees, as the Department may deem necessary. Reasons for this request may be but are not limited to: incompetence, carelessness, disruptive, or otherwise objectionable behavior. The request for reassignment is in no way a call for dismissal. It is just a request for the individual to be reassigned out of the State facility

Any Contractor's employee whose employment or performance is objectionable to the respective Department shall be immediately transferred from the premises. A request by the Department to transfer an employee shall not constitute an order to discipline or discharge the employee. All actions taken by the Contractor in regard to employee discipline shall be at the sole discretion of the Contractor. The department shall be held harmless in any disputes the Contractor may have with the Contractor's employees. This shall include, but is not limited to, charges of discrimination, harassment, and discharge without just cause.

WisDMA may require security background checks of Contractor’s cleaning crew at any time, with notice to the Contractor. WisDMA also reserves the right to require the Contractor, through a mutually agreed contract addendum, to complete background checks of any Contractor employee performing the janitorial services, and provide the checks results to the Area Superintendent.

Contractor’s employees shall report daily, through their supervisor, all conditions not included in the contract requiring attention by the State agency, such as non-working fixtures, broken fixtures, leaking pipes, defective lighting or outlets, etc. Unusual conditions shall also be reported, such as unlocked doors, non-routine occupancy, etc. Supervisors will then report these items to the facility manager ASAP.

21.3.2 Exception is the semi-annual or annual work that may require a weekend day or days to complete, which will require coordination with the Area Superintendent.

21.3.3 These buildings normally remain occupied, during regular business hours, during all types of severe weather conditions.

State and Federal holidays when these buildings are “normally‟ unoccupied or limited staff:

January 1* Martin Luther King Day (3rd Monday in January) Presidents’ Day (3rd Monday in February) Memorial Day (4th Monday in May) July 4* Labor Day (1st Monday in September) Columbus Day (2nd Monday in October) Veteran’s Day (November 11) Thanksgiving Day Friday after Thanksgiving Day December 24* December 25* December 31* *If holiday falls on a Sunday, buildings are closed the following Monday.

Possibly 2-week Annual training for units

21.3.4 Absences by contractor must be reported to the Area Superintendent. Monthly invoice will be credited for absences. For scheduled holidays and inclement weather, the day should be rescheduled for that same week. Note: The state does NOT pay extra for holidays for contractors.

Paper towels Toilet paper Trash can liners Liquid hand soap Urinal screens or liquid urinal deodorant

Contractor must keep the Area Superintendent aware of the inventory level of the state-furnished items, so needed items can be ordered and stocked before the inventory is totally exhausted (four-week supply normally). Order sheets for the above items will be provided and need to be faxed or e-mailed to the Area Superintendent.

21.4.2 Contractor shall furnish, without additional cost, all materials and supplies required to perform the total cleaning operation of the site. All materials shall be used and stored safely, and stored neatly in the janitor storage room or area.

Contractor shall keep adequate quantities of properly labeled supplies on-hand in each building to perform cleaning operations at all times. Safety Data Sheets (SDS) for all supplies intended for use in the building and approval by the Superintendent will be required prior to start of contract. Any supply not approved by the Superintendent, shall be removed from the premises. Products that are flammable are strongly discouraged from being used, as they must be brought to and removed from the site, each shift. The Department cannot facilitate proper storage of these chemicals. Oil based products are NOT approved for use.

The State of Wisconsin supports the use of sustainable cleaning products and materials based upon national standards such as Leadership in Energy and Environmental Design (LEED), Green Globe 21, Green Seal, etc.

General purpose, bathroom, and glass cleaners that meet Green Seal GS-37 Certification are preferred for use on this contract. All other cleaning products with low Volatile Organic Compound (VOC) levels are preferred for use on this contract. SDS with VOC levels listed or other documentation should be provided.

21.5 EQUIPMENT

Equipment should be commercial or industrial-rated. All tools or equipment required to carry out the operations within the scope of this contract shall be provided by the Contractor, and shall meet the standards of the Federal Occupational Safety and Health Act and State of Wisconsin safety codes. WisDMA is not responsible for any Contractor equipment or supplies stored on site.

21.6 TRASH REMOVAL AND RECYCLING

Contractor shall facilitate the State's current waste recycling program that requires each state agency to separate recyclable from non-recyclable waste. All sites will have both trash and recyclables containers positioned throughout the buildings for this purpose.

Contractor’s crew shall place separated waste items into the designated trash and recyclables dumpsters/containers provided at the site, deposited in such a manner that it will not fly around causing a mess or nuisance.

21.7.2 The Contractor’s Owner or Manager will be issued a card or cards labeled with “Janitorial Contractor”. These cards are the responsibility of the owner or manager, and can be assigned as needed. However if someone loses a card, quits, or is fired, it is the owner or manager’s responsibility to obtain new card(s), get the card(s) back or incur a lost or reprint fee listed below.

· $25 for the first card

· $50 for the second card

· $75 for the third card and so on.

Any lost card needs to be reported to the Area Superintendent immediately by calling 608-219-9024.

21.7.3 In addition to other company identifiers, the access card must also be visible at all time while working. Any worker reporting to the building must use their badge to access the building whether the door is open or not. This is our way of auditing the access and times the contractor is in the building.

21.7.4 Care and special instructions for the access card:

a. Do not bend the badge, use care in storing the badge as to not cause bending. Example: Storing badge in a wallet that you sit on is not a good idea.

b. Do not leave the badge displayed in the open in your vehicle.

c. Because of increased security risks, do not openly display the badge when in a public setting outside of DMA installations. Example: Tuck it in your shirt poicket.

d. If using a lanyard to display the badge, use only a safety lanyard that will break away if it becomes entangled. If performing job duties were entanglement is possible, tuck the badge in your shirt or use other method of display like a clip.

e. Do not lend or allow someone else to use your badge for any reason.

21.7.5 Certain areas that are normally open for cleaning may be secured. In such a situation, cleaning shall take place only upon request of the Area Superintendent and if escorted into the area. Due to the confidential nature of certain areas in a building, designated times may be established for cleaning those areas. Otherwise, trash/recyclables containers may be placed outside the doors of these areas and only those containers will be emptied that day(s).

21.7.6 Contractor shall be responsible for any second and subsequent false alarm response charges billed to a State agency by the police department or security company. These are charges for failing to activate or deactivate the alarm system, during Contractor cleaning time, causing the police or security company to be summoned.

Contractor acknowledges that some of the data and documentation it may become privy to in the performance of this contract is of a confidential nature. Contractor shall make all reasonable efforts to ensure that it or its employees and subcontractors do not disseminate such confidential information.

Contractor or its employees and subcontractors will not reuse, sell, or make use in any format the data researched or compiled for this contract for any venture, profitable or not, outside this contract. Contractor agrees to observe complete confidentially with respect to all aspects of any confidential information, proprietary data and/or trade secrets and any parts thereof, whether such contents are the State's or the manufacturer's, bidder's, or distributor's whereby Contractor or any Contractor's personnel may gain access while engaged by the State or while on State premises.

The restrictions herein shall survive the termination of this contract for any reason and shall continue in full force and effect and shall be binding upon the Contractor or its agents, employees, successors, assigns, subcontractors, or any party claiming an interest in this contract on behalf of or under the rights of Contractor following any termination. Contractor shall advise all Contractor's agents, employees, successors, assigns and subcontractors which are engaged by the State of the restrictions, present and continuing, set forth herein. Contractor shall defend and incur all costs, if any, for actions that arise as a result of noncompliance by Contractor, its agents, employees, successors, assigns and subcontractors regarding the restrictions herein.

21.9 LIGHTS

Contractor shall establish cleaning procedures/methods that include energy conservation measures for lighting. Only those lights necessary for cleaning in the areas where Contractors employees are working shall be illuminated. All lights shall be turned off upon completion of cleaning operations in an area. Cleaning crew shall double check that lights are turned off before leaving building. Be aware that State employees may be working in an area after regular business hours. If that occurs, occupants will be responsible for turning off those areas lights.

21.10 INSPECTIONS

Contractor’s supervisor shall be available, upon request, for joint quality assurance inspections with WisDMA’s Area Superintendent or Supervisor. WisDMA may use a Janitorial Quality Assurance Inspection form and be signed off by both Contractor and WisDMA Superintendent or Supervisor.

Contractor’s cleaning supervisor will conduct periodic inspections of the premises to insure compliance with the required scope of work and the schedule of cleaning. Contractor’s supervisor will report any situations requiring attention on the part of WisDMA.

Contractor will be warned either verbally or in writing of continued unsatisfactory performance and intent to cancel the contract. Contractor will be given a period of time to ‘cure’ the performance. If performance does not improve, the State Use Board (before any possible termination) will review a work center contractor’s performance. A private contractor will be given 10 days written notice that the contract will be cancelled. Contract cancellation or termination is more fully described in the Special Conditions section 17 above.

22.0 JANITORIAL PERFORMANCE STANDARDS

GENERAL - Services performed under this contract shall be subject to the inspection and approval of the Area Superintendent or Supervisor. This section outlines the minimum acceptable standards.

SPECIAL NOTE:

1. Kitchens/Restrooms - All cleaning procedures shall be conducted with the use of an EPA registered disinfectant/cleaner effective for killing Hepatitis B pathogens. An approved soft-scrub product must be used to remove embedded soil on solid surfaces and porcelain fixtures.

De-scaling/acid cleaning procedures of toilet bowls and urinals shall be conducted with the use of an approved hydrochloric acid, not exceeding 10% in solution. The acid shall not come in contact with toilet seats or bright work without immediate removal.

1. Carpet - Carpet maintenance shall follow IICRC S001 Carpet Cleaning standard procedures. IICRC stands for Institute of Inspection, Cleaning & Restoration Certification.

1. Resilient tile Floors - Apply a minimum of two (2) coats of an approved floor seal; and three (3) coats of an approved floor finish following product manufacturer's recommended floor maintenance procedures.

1. Hard Floors - Apply a minimum of four (4) coats of an approved floor finish following product manufacturer's recommended floor maintenance procedures.

1. Terrazzo Floors – Use only neutral cleaner. Apply a minimum of three (3) coats of an approved water-based acrylic sealer designed for terrazzo use. Follow product manufacturers recommended floor maintenance procedures.

1. Rubber Flooring – Damp mop with approved neutral cleaner. Spot cleaning procedures shall be conducted with Lever Industrials TASKI “Profi” (or similar product) as per Manufacturer of the Flooring Systems Maintenance Recommendations. Never seal rubber flooring, unless requested by WisDMA (if requested, the work will not part of this contract, but a separate ‘special’ project).

IMPORTANT RUBBER FLOOR MAINTENANCE TIPS

- Use high CFM vacuum to pick up dust.

- Wait for floor to dry thoroughly before applying floor finishes, usually 24 hours.

- Apply only thin coats of floor finishes with finish mop. Buffing finish into the floor with a soft nylon brush is beneficial.

- For large areas, use auto scrubbers to clean floors

- For stripping floors, use TASKI ice-it and black or purple pad. Rinse thoroughly with clean water and wet vac up solution.

- For food areas, use TASKI profi (10 oz./gal. of water).

- For gum, use any generic gum remover, however, any solvent based product should be rinsed well with water to avoid damaging floor.

- For high traffic areas, top scrub and recoat floor as needed.

- Avoid flooding the floor.

22.1 ENTRANCES

Mats and Carpet - Shall be free of spots, stains, gum, dirt and debris without causing damage. They shall appear visibly and uniformly clean. Adjoining walls, doors and floor surfaces shall also be free of dust, soil and cleaner residue. (Contracted services mats do not need to be shampooed.)

Glass and Metal Surfaces - Shall appear streak-free, film-free and uniformly clean. This shall include the elimination of dust and soil from sills and ledges and heat registers.

Dusting –All ledges, furniture, and other surface areas shall be free of dust and soil without damaging surfaces. They shall appear visibly and uniformly clean.

Floor Appearance – Floors, cove base, corners and thresholds shall be free of dust, soil, gum, spots, stains and other debris. This shall include the elimination of cleaner residue and dried-slurry. Hard/resilient tile floors shall have multiple coats of a slip resistant seal and finish applied that result in a consistent high-shine. Floors, carpet, cove base and thresholds shall appear visibly and uniformly clean. This shall include the elimination of dust streaks, lint, standing water, cleaner residue, embedded soil, spots and foreign objects. Cold water should be used on waxed floors.

Walls - Shall be free of dust, dried-soil and soil without causing damage. These surfaces shall appear visibly and uniformly clean. This shall include the elimination of film, streaks and cleaner residue.

Fixtures/Fountains –Fire extinguisher cabinets, water fountains waste/recycle containers and other fixtures shall be free of dust, soil, scale and water spots without causing damage. Bright work shall be disinfected and polished to a streak-free shine. These surfaces shall appear visibly and uniformly clean. This shall include the elimination of film, streaks and cleaner residue.

Waste Containers - Contents shall be removed from waste containers and can liners and replaced as required. If the liner is not soiled, it should be emptied into a larger container, reducing the waste of can liners. Containers shall appear visibly and uniformly clean. This shall include the elimination of streaks, foodstuff, and the presence of an offensive odor emitting from the container.

22.2 ELEVATORS

Tracks - Shall be free of dirt and debris. Tracks shall appear visibly clean. This shall include the elimination of standing water from wet cleaning procedures

Lights - Shall be free of dust and soil and stains without causing damage. Diffusers shall remain in proper position; they shall appear streak-free, film free and uniformly clean.

Walls and Doors - Shall be free of dust, soil, spots and stains without causing damage. They shall appear streak-free, film-free and uniformly clean. Bright metal surfaces shall be polished to a high-shine. This shall include the elimination of polish residue and/or film.

Floors, Carpet and Cove bases - Shall be free of dust, dried soil, soil, gum, spots, stains and other debris. Hard/resilient tile floors shall have multiple coats of a slip resistant seal and finish applied that result in a consistent high-shine. Floors, carpet and cove bases shall appear visibly and uniformly smooth and clean. This shall include the elimination of dust streaks, lint, standing water, cleaner residue, embedded soil and foreign objects.

22.3 CORRIDORS AND ELEVATOR LOBBIES

Floor Appearance – Floors and carpets shall be free of dust, soil, gum, spots, stains and other debris. This shall include the elimination of cleaner residue and dried-slurry. Hard/resilient tile floors shall have multiple coats of a slip resistant seal and finish applied that result in a consistent high-shine. Floors and carpets shall appear visibly and uniformly clean. This shall include the elimination of dust streaks, lint, standing water, cleaner residue, embedded soil, spots and foreign objects.

Baseboards – Cove base and corners shall appear visibly and uniformly clean. They shall be free of dust, soil, gum, spots, stains and other debris.

Walls - Shall be free of dust, dried-soil and soil without causing damage. Surfaces shall appear visibly and uniformly clean. This shall include the elimination of film, streaks and cleaner residue.

Fixtures/Phones/Fountains – Public phones, fire extinguisher cabinets, water fountains, waste/recycle containers and other fixtures shall be free of dust, soil, scale and water spots without causing damage. Bright work shall be disinfected and polished to a streak-free shine. These surfaces shall appear visibly and uniformly clean. This shall include the elimination of film, streaks and cleaner residue.

22.4 STAIRWELLS

Rails and Walls - Shall be free of dust, dried-soil and soil without causing damage. These surfaces shall appear visibly and uniformly clean. This shall include the elimination of film, streaks, lint, standing water, cleaner residue or film.

Steps and Landings - Shall be free of dust, dried soil, gum, stains and debris. This shall include risers and cove bases. These surfaces shall appear uniformly smooth and clean without leaving dust streaks, lint, standing water, cleaner residue or film.

22.5 RESTROOMS

Special Note: Maintaining a sanitary restroom environment that minimizes the possibility of cross-infection, is considered of the highest priority by the department. Sanitation levels shall be closely monitored by inspection.

Dispensers and Hardware - Shall be free of dust, soil, bacteria and scale without causing damage. Surfaces and bright work shall appear visibly and uniformly clean, disinfected and polished to a streak-free shine. This shall include the elimination of polish residue. Dispensers shall be refilled when required with proper expendable supply item.

Sinks - Shall be free of dust, bacteria, soil, cleaner residue and soap film without causing damage. They shall appear visibly and uniformly clean, and polished-dry. This shall include the elimination of streaks, embedded soil, film and water spots. Only use soft scrub on solid surfaces.

Mirrors - Shall be free of dust and soil. Mirrors and surrounding metal framework shall appear streak-free, film-free and uniformly clean.

Toilets and Urinals - Toilets, toilet seats and urinals shall be free of dust, bacteria, soil, organic matter, cleaner residue and scale without causing damage. These fixtures shall appear visibly and uniformly clean, disinfected and polished-dry. This shall include the elimination of streaks, film and water spots. Cleaners/acids must NOT be left in the bowl after cleaning, when finished.

Partitions/Walls/Doors - Shall be free of dust, soil, spots and graffiti without causing damage. Partitions shall appear visibly and uniformly clean, disinfected and polished-dry. This shall include the elimination of streaks and film. Ceramic walls and wainscots, metal kick plates, handles and push plates on doors shall also be polished-dry.

Floors and Baseboards - Shall be free of dust, soil, gum, stains and debris. Floors shall have multiple coats of a slip-resistant seal/finish applied that results in a consistent shine. Floors and cove bases shall appear visibly and uniformly clean and disinfected. This shall include the elimination of dust streaks, lint, standing water, cleaner residue and film.

Waste Containers - Contents shall be removed from waste containers and can liners replaced. Inside and outside of the container shall be cleaned and disinfected. Containers shall appear visibly and uniformly clean. This shall include the elimination of streaks, foodstuff and the presence of an offensive odor emitting from the container.

22.6 CONFERENCE ROOMS, CLASSROOMS & DESIGNATED OFFICES (Offices will be cleaned by agency staff, except for quarterly and annual floor cleaning) Furniture - Shall be free of dust, dried-soil and soil without causing damage. They shall appear visibly and uniformly clean. This shall include the elimination of cleaner residue, streaks and film.

Walls and Doors - Shall be free of dust, dried-soil and soil without causing damage. These surfaces shall appear visibly and uniformly clean. This shall include the elimination of film, streaks and cleaner residue.

Waste Containers/Recycling - Contents shall be removed from waste containers and can liners replaced, as required. Inside and outside of the container shall be cleaned and disinfected. Containers shall appear visibly and uniformly clean. This shall include the elimination of streaks, foodstuff, and the presence of an offensive odor emitting from the container.

Partitions - Shall be free of dust, soil and graffiti without causing damage. Partitions shall appear visibly and uniformly clean. This shall include the elimination of streaks, film and cleaner residue.

Dusting –All ledges, furniture, and other surface areas shall be free of dust and soil without damaging surfaces. They shall appear visibly and uniformly clean.

Floor Appearance – Floors and carpets shall be free of dust, soil, gum, spots, stains and other debris. This shall include the elimination of cleaner residue and dried-slurry. Hard/resilient tile floors shall have multiple coats of a slip resistant seal and finish applied that result in a consistent high-shine. Floors, carpets and cove base shall appear visibly and uniformly clean. This shall include the elimination of dust streaks, lint, standing water, cleaner residue, embedded soil, spots and foreign objects.

Baseboards – Cove base and corners shall appear visibly and uniformly clean. They shall be free of dust, soil, gum, spots, stains and other debris.

Edge Vacuuming – Floors and carpets shall have edges and borders vacuumed to be free of dust, soil, and other debris. This shall include areas under heat registers, partitions, desks, and equipment on of cleaner residue and dried-slurry. Edge areas shall appear visibly and uniformly clean.

Chairs may NOT be put on tables, for any reason.

22.7 INTERIOR GLASS

Glass/Sidelights - Shall be free of dust and soil without causing damage. They shall appear visibly and uniformly clean. This shall include the elimination of streaks, film and cleaner residue.

Window Sills/Frames - Shall be free of dust and soil without causing damage. They shall appear visibly and uniformly clean. This shall include the elimination of streaks, film and cleaner residue.

Blinds - Shall be free of dust and soil without causing damage.

22.8 JANITOR CLOSETS AND STOREROOM

Cleanliness – Shelves, walls, janitorial carts and other contractor equipment shall be free of dust, dried-soil and soil. They shall appear visibly and uniformly clean. This shall include the elimination of film, streaks and cleaner residue. Supplies and equipment stored shall also be free of dust and soil, and organized, neatly. Utility sinks shall be kept visibly clean and free of residue and soap film. Bright work shall be cleaned, de-scaled and polished. Floors shall be swept and moped clean, free of dust, dried-soil, gum, spots, stains and debris. Hard/resilient tile floors shall have multiple coats of a slip-resistant seal and finish applied that result in a consistent high-shine. Floors shall appear visibly and uniformly smooth and clean.

Organization - Supplies and equipment shall be stocked/organized, neatly on shelves and on janitorial carts. All dirty rags, debris, packing material, empty containers or other waste materials should be disposed of properly and not left to accumulate in the closet or storerooms.

Supplies and Equipment – Adequate quantities of properly labeled supplies must be on-hand to perform cleaning operations at all times. All vacuums and other equipment should be emptied daily and electrical cords checked for safety. Vacuums and other equipment must be kept in good working condition. Equipment must not leak fluids or dust.

22.9 MISCELLANEOUS

Air Vents - Shall be free of dust and soil. This also applies to air distribution units and exhaust vents. They shall appear visibly and uniformly clean.

Light Fixtures - Shall be free of dust and soil without causing damage. Diffusers shall remain in proper position, and appear streak-free and uniformly clean.

Carpet Spotting – Spots, soil marks, gum and stains on carpets shall be removed as they occur throughout the building. All cleaner residues shall be eliminated and the carpet restored to a uniformly clean appearance.

Break Rooms/Kitchens – All furniture, counters shall be cleaned/disinfected to be free of soil and food debris, without damaging surfaces. Sweep, vacuum, wet mop, spray buff/ burnish hard floor surfaces to maintain a high shine. All shall be free of dust, soil, cleaner residue and soap film. Sinks shall be wiped free of dust, soil, bacteria, water spots, and scale and appear visibly and uniformly clean, without causing damage. Soft scrub must be used to clean solid surfaces. Bright work shall appear visibly and uniformly clean, disinfected and polished to a streak-free shine, including elimination of polish residue. Dispensers shall be refilled when required with proper expendable supply item. Empty, replace liners (as required) in appropriate waste containers, and wipe clean trash/recycle containers.

STATE OF WISCONSIN

DOA-3477 (R05/98)

ATTACHMENT A -COMPLETE AND SUBMIT WITH BID

VENDOR INFORMATION

Address:

City State Zip + 4

2. Name the person to contact for questions concerning this bid.

Address:

City State Zip + 4

3. Mailing address to which state purchase orders are mailed and person the department may contact concerning orders and billings.

Address:

City State Zip + 4

Fill in Years company/organization has been in the ‘commercial’ janitorial services business ______

STATE OF WISCONSIN

DOA-3478 (R12/96)

ATTACHMENT B

COMPLETE AND SUBMIT WITH BID

REFERENCES

BIDDER:

Provide company name, address, contact person, telephone number, and appropriate information on the service(s) provided to customers similar to those requested in this solicitation document. Potential subcontractors and WisDMA staff cannot be references. Any subcontractor arrangement for the completion of this work shall be listed on a separate page.

Company Name:

Address (include Zip + 4) Contact Person: Phone No.

E-Mail Address:

Locations Service(s) Provided:

Company Name:

Address (include Zip + 4) Contact Person: Phone No.

E-Mail Address:

Locations Service(s) Provided:

Company Name:

Address (include Zip + 4) Contact Person: Phone No.

E-Mail Address:

Locations Service(s) Provided:

Company Name:

Address (include Zip + 4) Contact Person: Phone No.

E-Mail Address:

Locations Service(s) Provided:

ATTACHMENT C

SITE VISIT VERIFICATION

Should be completed, signed, and submitted with bid

THIS CERTIFIES THAT

Company/Organization Name

HAS VISITED THE FACILITY AND UNDERSTANDS THE SPECIFICATIONS, SCHEDULE(S) OF CLEANING, AND ALL CONDITIONS OF BID.

Signed by:

(Bidder Representative Signature)

Printed Name & Position Title:

Date:

Signature of authorized WisDMA Employee:

Printed Name:

Date: ____________________