Revised 26PSX0168 Exhibit A Description of Deliverables.pdf

State of Connecticut Contract#: 26PSX0168 Exhibit A - Description of Deliverables

1. Scope

The Contractor shall provide custodial Services at the following Site: 786 South Main Street, Middletown, Connecticut, with an estimated 15,000 square feet.

The Client Agency shall designate a representative(s) to act on behalf of the Client Agency regarding all matters relating to the custodial Services (the “Client Agency Designee”). The Client Agency shall identify the Client Agency Designee upon the Effective Date of the Contract.

2. Services

Contractor shall:

A. Ensure the Services are Performed in compliance with the Section titled “Cleaning Specifications”, of this Exhibit A.

B. Provide all labor, materials and equipment necessary for the Performance of Services, unless otherwise specified herein.

C. Monitor Contractor Parties arrival and departure or utilize a remote timekeeping system for monitoring Contractor Parties real-time arrival and departure from the Site.

D. Provide backup Contractor Parties if the primary Contractor Party is unable to Perform the

Services. Backup Contractor Parties shall arrive no later than one (1) hour after the scheduled start time.

E. Ensure all Contractor Parties understand how to utilize and complete Attachment 1, Task Schedule Checklist.

F. Conduct monthly Site inspections.

G. Develop and provide the Contractor Parties and the Client Agency an outline of required tasks and the necessary training to successfully complete each task.

H. Provide one (1) day-porter to provide Services three (3) days per week, Monday, Wednesday, and Friday, three (3) hours per day for a total of nine (9) hours per week between the hours of 8:30am and 12:00pm. The day-porter shall report to the Client Agency Designee at the start of each shift. The work schedule is attached as Attachment 1 Task Schedule Checklist.

3. State Observed Holidays and Site Closures

A. State Observed Holidays: Contractor shall not provide Services on all State observed holidays, unless otherwise directed by the Client Agency Designee.

B. Site Closures:

1. If the State closes the Site on any other day, including, but not limited to, inclement weather, employee furloughs, or any other unforeseen events, Services will not be required and shall not be provided on the closure date, unless otherwise directed by the Client Agency Designee. The Client Agency Designee shall provide Contractor with reasonable advance notice of Site closures whenever possible.

2. In such an event, the Contractor shall issue a credit based on the following calculation:

i. To calculate a daily rate: monthly price ÷ (number of days per week × 4.33)

ii. Example: Monthly price is $4,330 for 5 days per week of Service. $4,330 ÷ (5 × 4.33)

= $200. The $200 amount would be the daily rate.

3. The Contractor shall reschedule any task that was not completed due to the Site closure with the exception of daily tasks. The Client Agency Designee must be notified and approve all task schedule changes in writing.

4. Quality Control Plan

Contractor shall implement a quality control plan to monitor Performance of Services. As part of the quality control plan, the Contractor shall:

A. Create a daily inspection plan to monitor that Services comply with the standards indicated in the Section titled “Cleaning Specifications” of this Exhibit A.

B. Track quality control utilizing Attachment 1, Task Schedule Checklist. Contractor Parties shall use the right column(s) and initial each daily task as it is completed, indicating the day of the week for weekly tasks. Each week Contractor Parties shall enter the date on the Attachment 1, Task Schedule Checklist and shall list the Contractor Parties names and shall sign the last section as affirmation the Services were completed. The Contractor shall make and have available blank copies of Attachment 1, Task Schedule Checklist, each week for the Contractor Parties to use. The Contractor shall provide the Client Agency Designee the completed Attachment 1, Task Schedule Checklist, upon completion of Services each week.

C. Schedule a day and time to be mutually agreed upon by the Contractor and the Client Agency

Designee on at least a monthly basis to inspect Services and apply Performance scores utilizing the inspection form, Attachment 2, Inspection Form. Prior to each scheduled meeting, the Contractor Parties shall document all Performance entries from the last month by transferring entries from the Daily Log described in the below Section titled “Daily Log”, and all additional work completed from the last month to the applicable sections of the Inspection Form. The Contractor shall write all conclusions at the bottom of the Inspection Form. Contractor shall provide the Client Agency Designee a copy of the completed Inspection Form no later than five

(5) days from the scheduled inspection. The Contractor shall keep records of all completed Inspection Forms. The Contractor shall provide such forms to DAS upon request.

D. Provide scores on the Inspection Form. Scoring is as follows: “A” as acceptable, “NI” as needs improvement, and “U” as unacceptable. After review, the Client Agency shall indicate either an overall acceptance of the Services or non-acceptance, which shall include an explanation and identification of any corrective actions and a timeline for the Services to be completed again, at no additional charge. The Contractor shall immediately issue a credit in accordance with the Section titled “Performance, Non-Compliance” of this Exhibit A.

E. Monitor Contractor equipment on Site daily to confirm the safety and integrity of the equipment. Contractor shall immediately remove and replace any unsafe equipment from the Site.

5. Site Access and Security

A. The Client Agency Designee shall provide the Contractor with training on how to arm and disarm the Site using keys and an access code. The Client Agency shall provide the Contractor Parties building keys, access codes, and access cards (collectively, the “Keys”), as necessary to access the Site. Contractor Parties shall arm and disarm the Site and unlock and lock areas within the Site for Contractor Parties. All Keys are the property of the State and neither Contractor nor Contractor Parties shall duplicate or share the Keys.

B. Contractor shall report lost Keys to the Client Agency Designee within two (2) hours after the Contractor or Contractor Parties are notified or become aware that the Keys have been lost. The Contractor shall contact the Client Agency Designee by telephone if the Contractor Parties have difficulty with arming or disarming the Site and shall follow the Client Agency Designee’s instructions. The Contractor shall be responsible for arming or disarming the Site alarm, or both.

C. Upon request by the Client Agency, the Contractor shall immediately return all Keys to the Client Agency Designee. If Keys are not returned, Contractor shall provide a credit on the next invoice for the amount incurred by the Client Agency for re-keying all affected locksets.

D. The Contractor shall enforce all security rules and at its sole expense, train Contractor Parties in the security requirements and emergency evacuation procedures as instructed by the Client Agency Designee.

E. The Contractor shall not allow Contractor Parties to enter the Site any sooner than fifteen (15) minutes prior to the start of the shift and not allow Contractor Parties to re-enter the Site after the shift is completed. Contractor and Contractor Parties shall sign in and out of the Site on a timesheet approved and provided by the Client Agency Designee.

F. A Contractor representative shall accompany new Contractor Parties at the Site to acclimate the Contractor Parties with the required Services.

G. If Contractor fails to comply with this Section, Contractor shall issue a credit as described in Section (Performance, Non-Compliance) below.

6. Limitations on Site

A. The Contractor and Contractor Parties shall not (i) bring or use drugs or alcohol or both at the Site or any other State property, (ii) bring unauthorized personnel, including, but not limited to, children, onto the Site or any other State property; (iii) use, including, but not limited to, telephones, office equipment or any other personal property belonging to the State, the Client Agency Designee or any employee of the State; and (iv) remove any recyclables from the Site.

B. The State has adopted a statewide zero tolerance policy for workplace violence. The Contractor and Contractor Parties shall abide by all State policies, including but not limited to the violence in the workplace and sexual harassment policies located at the following website, as it may be modified from time to time: Violence in the Workplace and Sexual Harassment Policies.

7. Daily Log

The Contractor shall create and maintain a daily communication logbook (the “Daily Log”). The Client Agency Designee may add to the Daily Log any poor Performance noted on the applicable Inspection Forms located in Attachment 2 – Inspection Form, including Contractor’s failure to complete corrective actions within the specified time, failure to complete assigned tasks on the applicable task schedule checklists, repeated unsatisfactory Services, and Services needing improved Performance.

8. Property Damage

The Contractor shall:

A. Upon the Client Agency Designee request, repair or replace any damage to the Client Agency’s property caused by the use, misuse, or negligence of the Contractor or Contractor Parties, at Contractor’s sole cost. The Contractor shall notify the Client Agency Designee, in writing, of any damage within twenty-four (24) hours of the occurrence of such damage.

B. Upon the Client Agency request and at its sole discretion, either (i) reimburse the Client Agency for any repair or replacement costs incurred by the Client Agency to repair the property damage; or (ii) provide the Client Agency Designee three (3) quotes for the repair or replacement of the damaged property from reputable companies. The Client Agency shall approve, at its sole discretion, the quote prior to commencement of the repair or replacement of the damaged property. Contractor shall directly pay the company chosen by the Client Agency.

C. The Client Agency shall hold back any payment(s) due to the Contractor until any damage to the Client Agency property is repaired or replaced to the Client Agency’s sole satisfaction.

9. Consumable Goods

A. The Contractor shall provide supplies and consumable Goods, including, but not limited to, trash receptacle liners, sanitary napkins, waxed bag liners, paper towels, toilet paper, foaming hand soap (fragrance free and dye free), hand sanitizer, toilet seat liners, plastic liners, urinal enzyme screens with scented blocks, and batteries for dispensers. The Contractor shall have all https://portal.ct.gov/FOI/Quick-Links/Violence-in-the-Workplace-and-Sexual-Harassment-Policies consumables on Site at 7:00am Eastern Time, on the Effective Date. Paper consumables must meet the guidelines for minimum recycled content as determined by the United States Environmental Protection Agency (“EPA”). The guidelines are located at the following website, as it may be modified from time to time: https://www.epa.gov/. Hand sanitizer must meet the guidelines as directed by the Centers for Disease Control and Prevention.

B. The Contractor shall maintain a minimum of one (1) week’s inventory of consumable Goods at the Site. The Contractor shall monitor the supply of consumable Goods and adjust deliveries accordingly to ensure consumables Goods are available.

10. Chemicals and Supplies

A. The Contractor shall purchase and carry all chemicals in their original containers. Contractor shall label containers with hazardous, toxic substances or waste in compliance will all federal, State and local laws, regulations and ordinances. The Contractor shall only use germicidal disinfectants that have an EPA registration number.

B. The Contractor shall maintain a minimum of one (1) week’s inventory of chemicals and supplies at the Site. The Contractor shall monitor the inventory and adjust deliveries accordingly to ensure chemicals and supplies are available.

C. Contractor shall use cleaning products that comply with the Conn. Gen. Stat. section 4b-15a which must be “Green Seal” or certified EcoLogo “greenproducts” or both. Green products are identified by EcoLogo at the following website, as it may be modified from time to time:

https://www.ul.com/resources/ecologo-certification-program.

D. Green products are identified by “Green Seal” at the following website, as it may be modified from time to time: Home | Green Seal. The Contractor shall utilize all cleaning products in accordance with the manufacturer’s directions. All cleaning products are subject to review and approval by Client Agency or DAS. The term “cleaning products” does not include any (1) disinfectant, disinfecting cleaner, sanitizer or any other antimicrobial product regulated by the Federal Insecticide, Fungicide and Rodenticide Act, 7 U.S.C. 136 e.t seq., or (2) product for which no guideline or environmental standard has been established by any national or international certification program approved by DAS, or which is outside the scope of or is otherwise excluded under guidelines or environmental standards established by such national or international certification program.

11. Cleaning Equipment

A. Contractor shall furnish all cleaning equipment necessary to Perform the Services, including, but not limited to, power-driven scrubbing machines, vacuums, high dusting equipment, waxing and polishing machines, industrial floor and upholstery vacuum cleaners. Such equipment must be the size and type customarily used in this industry and no equipment may be used which is harmful to the Site or its contents. The equipment required to be stored at the Site includes the following:

https://www.epa.gov/ https://www.ul.com/resources/ecologo-certification-program https://certified.greenseal.org/directory

1. Portable hot water extractor

2. Wet vacuum (12-16 gallon)

3. Commercial grade vacuums

B. All vacuums must be furnished with a high efficiency particulate air (“HEPA”) filter which must remove (from the air that passes through) 99.97% of particles that have a size greater than or equal to 0.3 unit of measure. The Contractor shall provide consumable Goods relating to the equipment at no expense to the Client Agency.

C. The Contractor shall monitor on-Site equipment to confirm the safety and integrity of the equipment. The Contractor shall immediately remove and replace any unsafe equipment from the Site with an equivalent model.

12. Cleaning Specifications

The Contractor shall Perform the Services described below using the listed specifications, and as scheduled in accordance with Attachment 1, Task Schedule Checklist.

A. Resilient Tile

Routine Maintenance

a) Dust mop, or commercial vacuum with a soft floor attachment (no rotating beater bar) to remove all dirt, dust, trash particles and other debris.

b) Remove stains, scuff marks, and spills with a synthetic mildly abrasive pad (or equivalent). Use a putty scraper with a metal blade to remove gum like substances.

c) Clean floors using a well-wrung microfiber mop with a neutral pH cleaner mixed with water.

Auto-Scrub and Floor Buffing

a) Machine scrub using an automatic scrubber with a red pad or soft brush and a neutral cleaner.

b) Spray buff using a low-speed buffer with a spray buff solution.

Strip and Refinish

a) Chemically strip the old floor polish. Do not use aggressive strippers on floors less than two

(2) years old.

b) Apply three new coats of a high-quality commercial floor polish. Confirm floor finish, wax, or polish does not build-up on floors, corners or baseboards.

c) Wipe away any dust or residue that may have been kicked up onto the baseboards and floor molding after floor buffing is completed.

B. Concrete Floor

Routine Maintenance

a) Use a microfiber dust mop or an industrial floor sweeper with dust suppression.

b) Mop, using a pH-neutral cleaner.

Deep Clean Maintenance

a) Polished/Sealed Surfaces: Use an auto-scrubber with a red pad or soft-bristle brush.

b) Unfinished/Industrial Surfaces: Limit water and use a higher solution flow and an industrial degreaser.

c) Double Scrub: For heavily soiled areas, apply the cleaning solution with the squeegee up, let it dwell for 5–10 minutes, then scrub again and vacuum up the slurry.

C. Wood /Wood Parquet Floor

a) Use a wide microfiber dust mop or a commercial vacuum with a felt floor tool. (Never use a vacuum with a rolling beater bar.)

b) Clean floors using a pH-neutral wood cleaner specifically formulated for commercial finishes. Use a microfiber flat mop. Spray the cleaner directly onto the mop pad (not the floor) to control moisture. Mop in the direction of the wood grain.

D. Luxury Vinyl Plank Floor

a) Sweep the floor with a soft bristle broom using only a PH-neutral cleaner.

b) Wipe the floor with a microfiber cloth or a damp mop.

c) Clean up spills as quickly as possible and rinse with water.

d) Lift and carry furniture when applicable.

E. Carpets

Routine Maintenance

a) Vacuum carpets, overlap passes to ensure full coverage, start from the farthest corner and work toward the exit, and use attachment tools for edges, baseboards, and stairs.

b) Treat spills immediately with appropriate cleaners.

Deep Clean

a) Thoroughly vacuuming, pretreating stains with an enzyme cleaner.

b) Use a hot water extraction machine (carpet cleaner) using high-pressure hot water and solution for deep dirt removal. Move the carpet cleaner slowly, covering areas twice once with detergent and once with water only for rinsing.

F. Floor Mat(s)

Contractor shall remove all debris from the mat. Vacuum in all directions to remove dirt.

G. Walls

a) Dust walls using a microfiber cloth or a long-handled duster to remove cobwebs and dust from the top down before applying any liquid.

b) Identify Paint Type:

i. For gloss/semi-gloss: Wash with a solution of warm, soapy water and colorless cloth.

ii. For flat/matte: Use minimal moisture, work in gentle, circular motions from the top down to prevent dirty water from streaking over already-cleaned areas.

H. Office Partitions (Cubicles)

Fabric Partitions:

Vacuum using an upholstery or brush attachment to remove dust and allergens trapped in the fibers.

a) Spot clean using a mild detergent with warm water. Dip a soft-bristled brush into the suds (not the water) and scrub in small circles from the top down.

b) Low-Moisture Method: Use a strip washer wrung out with a bonnet cleaning solution low-moisture clean on large "air walls".

Polycarbonate:

a) Clean partition using mild soap and warm water.

b) Wipe clean using a clean microfiber cloth or a soft sponge.

c) Dry buff with a dry microfiber cloth.

Glass Partition:

a) Use a dry microfiber cloth to remove loose dust.

b) Spray cleaner and wipe from the top left corner down to the bottom.

c) Use a dry, clean corner of a microfiber cloth to wipe the edges of the glass where it meets the frame to catch any runs.

I. Glass Doors and Door Frames

a) Spot clean doors, including door glass and handles, and door frames so that dirt, cobwebs, mold, graffiti, grease, marks, stains, smears, mold and other foreign substances are removed.

b) Ensure water and cleaning fluids are not spilled on the floor or adjacent areas.

J. Radiators

a) Place a damp towel or a tray of water underneath the radiator. Use a can of compressed air to blow dust from the top down through the fins.

b) For deep fins, use a long, flexible radiator brush to push out stubborn lint.

c) Wipe exterior by using a microfiber cloth dampened with a mild all-purpose cleaner.

K. Ceiling Vents

a) Wash the vent cover in a sink or utility tub with hot soapy water or a mild degreaser.

b) Dry completely before reattaching.

L. Light Fixtures

a) Use extendable telescopic pole with microfiber attachment to wipe away dust and cobwebs.

Use vacuum cleaners with HEPA filters to capture fine particles.

b) If accessible, remove fixtures and wipe with a damp, non-abrasive microfiber cloth.

M. Furnishings (Movable, non-permanent, and non-structural items)

a) Dust using microfiber cloths to clean hard surfaces (wood, metal) lamps, wall clocks, desks

(items on desks shall not be touched), chairs, cabinets, display cabinets, counters, tables including legs and bases. Use a mild cleaner for metal and wood cleaner for wood surfaces and glass cleaner for glass tables.

b) Vacuum using an upholstery attachment to clean cushions, seats, backs, and crevices. Flip cushions to ensure even wear.

c) Identify spots and stains. Use a foam spray product or suitable cleaning solution and sponge to agitate the soiled area. Any dampness must be removed by blotting the area with a clean dry soft cloth.

d) Sanitize touch areas of upholstered armrest and chairs with a fabric-safe disinfectant spray.

e) Polish and clean non-fabric surfaces.

f) Clean all tables and counters with a disinfectant.

g) Disinfect telephones.

N. Dusting (by Height Categories)

a) Low Level Dusting (8-15 feet): Clear items from surfaces below or cover them with drop cloths. Use a microfiber wand with a standard extension pole or a small ladder (that is owned by the Contractor). Use sweeping motions with a dry microfiber duster to trap loose soil. For stubborn marks apply a neutral cleaner to a microfiber cloth and wipe. Move objects like picture frames slightly to dust behind them, then return them to their original position. Once dusting is complete, clean the floors to pick up any debris that fell during the process.

b) Standard High-Level Dusting (15–25 feet): Use telescopic carbon fiber poles paired with a high-cubic feet per minute backpack vacuum and brush attachments. Use a vacuum-assisted pole system to suck dust directly at the source. For ceiling fans, use a specialized duster head that wraps around the blades to clean both sides simultaneously. Once dusting is complete, clean the floors to pick up any debris that fell during the process.

c) Extreme High-Level Dusting (25–40+ feet): Utilize scissor lifts or boom lifts operated by Contractor Parties. For heights up to 40 feet without a lift, use professional high-reach vacuum systems. Use vacuum to remove thick dust or heavy accumulation from steel beams. Once dusting is complete, clean the floors to pick up any debris that fell during the process.

O. Microwaves and Refrigerators

Microwaves:

a) Remove all food items to a designated holding refrigerator.

b) Remove the rotating tray and roller. Wash them in a sink with warm, soapy water. If they are extra greasy, soak them before scrubbing with a non-abrasive sponge.

c) Interior: Use a microfiber cloth dampened with mild soap and water to wipe all surfaces.

d) Place all food items back to its original position.

e) Clean the exterior with damp cloth and mild soap. For digital displays, use damp cloth with water.

Refrigerators:

a) Take out shelves, drawers, and racks and clean with warm, soapy water. Ensure they are completely dry before placing them back inside.

b) Spray the interior with a food-safe sanitizer. Use a fresh, dry microfiber cloth to wipe everything down completely.

c) Wipe down door gaskets with warm water and soap; dirty seals cause temperature loss. For stainless steel exteriors, use a stainless-steel cleaner and a microfiber cloth, following the metal grain. For a colored finish exterior, use a soft, damp microfiber cloth with warm water and mild soap or detergent to wipe down surfaces.

P. Empty and Clean Trash Receptacles

a) Empty all trash receptacles (interior and exterior). Change and replace liners Bag all trash before it is placed in the dumpster. Those trash receptacles which are found to contain liquids or other substances which could cause odors, must be washed out and dried before new liners are installed.

b) Place the removed trash into the trash receptacles located in the appropriate location as designated by the Client Agency Designee.

c) Remove all recyclable materials generated to the designated areas in the Site as instructed by the Client Agency Designee.

Q. Windows, Windowsills and Blinds

a) Dust, and spot clean all blinds and window frames, below six (6) feet so that they are free of dust, dirt, grime, streaks, graffiti and other foreign substances.

b) Spot clean windows to remove all smudges, fingerprints, marks, streaks, graffiti or foreign substances on interior windows.

R. Entrance Glass

The Contractor shall clean the interior and exterior sides of the entrance glass, entrance door(s) and adjacent window(s). The surfaces must be cleaned and dried to present a uniform appearance free of all smudges, fingerprints, marks, streaks, graffiti or foreign substances.

S. Stairs and Stairways

a) Begin at the top landing, working downward to remove cobwebs from corners, light fixtures, and walls.

1. Vacuum or sweep backpack vacuum for maximum efficiency in tight spaces.

2. Clean each step individually from top to bottom, focusing on corners, edges, and underneath railings, where dirt accumulates.

3. Vacuum or sweep the risers (the vertical part of the step) as well as the treads.

b) Clean and disinfect handrails, door handles, and wall switches, as these are high-touch, high-germ areas.

c) Wet Cleaning/Mopping:

1. For hard floors (vinyl, concrete, tile): use a neutral cleaner and mop or a deck brush, working from top to bottom to prevent stepping on cleaned areas.

2. For carpeted stairs: spot-clean stains and use a portable extractor with a stair tool for deep cleaning.

d) Remove stuck-on grime or chewing gum using a putty knife or specialized cleaner.

T. Drinking Fountains

Routine Maintenance:

a) Use disinfectant wipes on buttons, handles, the faucet (bubbler), and bottle filler sensors/buttons.

b) Clean Basin: Wipe the basin and nozzle with hot water and soap to remove grime.

c) Spray sanitizer on the basin and spout, let it sit for 30 seconds to 5 minutes, then rinse.

Deep Cleaning

a) Use a soft-bristled brush or toothbrush for hard-to-reach areas like the mouthpiece.

b) Apply stainless steel cleaner using a soft cloth.

U. Restrooms

a) Clean sinks, toilets and urinals exposed plumbing:

Sinks:

1. Sprinkle baking soda on the sink surface and scrub with a damp sponge. For stubborn stains, use a cream cleanser like Bar Keepers Friend.

2. Use a toothbrush to scrub around the faucet base, handles, and overflow hole.

3. Spray white vinegar on faucet spots and limescale, letting it sit for 5 minutes before wiping clean.

4. Spray with a disinfectant or use sanitizing wipes, letting it sit for 5-10 minutes, then rinse well.

Toilets and urinals:

1. Flush, then apply toilet bowl cleaner/acidic cleaner under the rim of the bowl/urinal.

2. Spray the entire exterior (handles, flush mechanism, seat, base, and exposed pipework) with disinfectant, allowing it to sit.

3. Scrub inside the toilet bowl, urinal, and the drain holes using a bowl brush.

4. Use a designated, colored rag to wipe the exterior starting from the top, including the handle, top of the tank, and base where it meets the floor.

5. Remove old urinal screens and clean the drain before replacing or adding new screens.

Exposed plumbing:

1. Apply chrome-safe sanitizer to the pipes, ensuring to wipe down the trap, connections, and valves underneath sinks.

2. For metal pipes showing signs of oxidation or hard water, use a damp cloth with specialized metal cleaner to remove rust.

b) Clean and disinfect restroom floors:

1. Sweep or dust mop the entire floor to remove loose dirt and debris, paying attention to corners and around toilets.

2. Mop the floor using a neutral cleaner and hot water to remove soil, grease, and grime.

3. Apply a commercial-grade disinfectant to the entire floor, especially around urinals and toilets.

4. Allow the chemical to sit (dwell) on the floor to break down debris according to the product label.

5. Use a grout brush or deck brush to scrub grout lines and heavily soiled areas.

6. Use a squeegee to move dirty water to a floor drain or use a wet-dry vacuum or mop to pick up the soiled solution.

7. Rinse the floor with clean water to prevent sticky residue buildup.

c) Clear Sink, Urinal and Toilet Stoppages; Drain Line Opening:

1. Sink: Use a hand-crank snake to clear drain traps or pour a mixture of hot water and soap to break down organic buildup.

2. Toilets and Urinal: For clogs, use a toilet-specific plunger or a toilet/urinal auger (snake) to break up, rather than force deeper, obstructions. Urinal stoppages often require removing urinal cakes or screens before plunging.

3. Drain Line: Use enzyme-based drain openers. For stubborn blockages, professional hydro-jetting may be required to remove buildup from pipe walls.

d) Restroom Walls, Partitions, Door Frames and Door Handles

1. Partitions: Use a mild all-purpose cleaner with warm water and a soft cloth or sponge, wiping side-to-side. For heavily soiled areas, foaming disinfectants are used because they cling to vertical surfaces, allowing for longer dwell time without dripping.

2. Walls: Clean with a disinfectant, specifically targeting splashes and grime near soap dispensers and urinal areas.

3. Door Frames/Handles: Spray with a disinfectant, allowed to dwell, and wipe clean.

e) Showers

1. Spray walls, fixtures, and floors with a disinfectant cleaner or degreaser.

2. Allow the cleaner to sit for 5-10 minutes to kill germs and loosen soap scum, then scrub surfaces using a brush or scrubbing pad, particularly in grout lines.

3. Thoroughly rinse all surfaces with water. Use a squeegee on walls and floors to remove water and prevent water spots and algae growth.

4. Clean fixtures (faucets, showerheads) and check for mold or mildew buildup.

f) Locker Room Floors

1. Sweep or vacuum up hair, lint, and grit, paying attention to corners and under lockers.

2. Use a mop and bucket or auto-scrubber to apply an EPA registered hospital-grade disinfectant to neutralize bacteria.

3. Allow the disinfectant to sit for the manufacturer-recommended time to effectively kill pathogens.

4. On grouted tiles, use a deck brush or scrubber to remove soil from crevices.

5. Mop with clean water to avoid residue.

V. Mirrors

The Contractor shall use ammonia-free glass cleaner, ensure there are no streak marks.

W. Fill Paper, Soap and Sanitizer Dispensers and Sanitary Trash Receptacles

a) Refill all paper towels, toilet tissue, soap, and sanitizer dispensers to the proper fill level.

b) Empty each sanitary napkin trash receptacle and replace the wax liner with a new wax liner.

c) Wipe clean the dispensers, sanitary trash receptacles and adjacent surfaces with a germicidal detergent to remove all soil, marks, smudges, smears, and other foreign substances.

d) Repair all broken dispensers or purchase new dispensers that are equal to or better than the current dispensers.

The Client Agency Designee shall instruct the Contractor on whom and how the new dispensers shall be installed. Once a dispenser is installed, it becomes the property of the State.

X. Gym

a) Wipe all benches, weight machines, cardio equipment (handles/screens), and free weights using a disinfectant. Avoid alcohol-based cleaners on leather/vinyl padding.

b) Vacuum carpeted areas.

c) Sweep and mop rubber mats using a sanitizing cleaner.

d) Sanitize door handles, light switches, water fountain, and check-in pads.

e) Clean mirrors using a streak-free glass cleaner.

f) Empty trash receptacle and replace trash liner.

Y. Exterior - Entryways, Walkways and Stairs

The Contractor shall sweep the entryways, walkways and stairs to remove all dirt, debris and litter.

Z. Exterior – Entryways

The Contractor shall sweep the entryways and adjacent walkways within twenty-five (25) feet of the entryway. Entryways and adjacent walkways must be free of dirt, soil, stains, litter, debris, and other foreign substances.

AA. Custodial/Janitorial Closets

The Contractor shall maintain custodial/janitorial closets in a clean and orderly manner. Closets must always be locked or otherwise secured. Closets must not be used as a break room area.

The following items, including but not limited to, microwaves, heaters, or chairs are prohibited in closets.

BB. Exterior and Interior Windows

a) Remove and clean window screens and replace window screens when applicable.

b) Dust interior frames and windowsills.

c) Apply the soap solution to the interior/exterior window. Thoroughly scrub top to bottom.

d) Remove the solution with a squeegee, overlapping each stroke by an inch to prevent lines.

e) Use a microfiber towel to wipe corners, edges, and frames to prevent drips.

13. Emergency Services

The Contractor shall provide emergency Services, including, but not limited to, cleaning spills, leaks, sicknesses, animal waste, and breakages. The Contractor shall promptly notify the Client Agency Designee of the occurrence of an emergency event which prevents the Contractor from Performing and completing regularly scheduled tasks.

14. Additional Services

A. There may be additional Services required that are not specified in this Exhibit A. Upon request by the Client Agency, Contractor shall provide the Client Agency a quote for such Services, within five (5) Business Days. Upon the Client Agency’s acceptance of the quote, the parties shall schedule such Services immediately.

B. Contractor shall not commence Services without the Client Agency’s approval of the quote.

The Contractor shall document when Services are Performed by using sign-in and sign-out sheets. The sign-in and sign-out sheets must be included with the invoice.

C. All Services shall be included in the Inspections Form, Attachment 2 to this Exhibit A, and shall be scored by the Client Agency Designee and the Contractor Parties.

D. The Client Agency shall instruct the Contractor on how to invoice such Services.

15. On-Demand and Emergency Services

A. The Contractor shall provide on-demand Services upon Client Agency request. Such Services must be Performed by personnel with technical expertise (example: floor stripping, buffing and waxing, carpet cleaning and extraction, interior and exterior window cleaning). The Contractor shall provide the Client Agency a quote for such Services, within five (5) Business Days. Upon acceptance of the quote by the Client Agency, the parties shall schedule such Services immediately.

B. For emergency Services, as applicable, Contractor shall immediately provide a quote upon request by the Client Agency .

C. Contractor shall not commence on-demand Services without the Client Agency approval of the quote. Such Services shall be priced and invoiced separately from the monthly Services listed on Exhibit B Price Schedule.

D. All on-demand and emergency Services shall be included in the Inspections Form, Attachment 2 to this Exhibit A, and shall be scored by the Client Agency Designee and the Contractor Parties.

16. Safety and Injury Prevention, and OSHA Compliance

The Contractor shall:

A. have an internal safety and injury program. This program must provide training for Contractor Parties on at least an annual basis covering fall protection, blood-borne pathogens, fire safety, lead and asbestos awareness, proper mixing and application of cleaning supplies, as required by OSHA and applicable State and federal laws.

B. provide the Client Agency Designee documentation of its safety and injury program, including all training materials, upon the Effective Date, and upon Client Agency request thereafter. The Contractor’s safety and injury program must meet OSHA standards and applicable State and federal requirements. The Contractor shall update its safety and injury program and retrain Contractor Parties if the Client Agency Designee determines, in its sole discretion, that the safety and injury program does not meet OSHA standards and applicable State and federal laws and regulations.

C. comply with all applicable OSHA and EPA requirements, including, but not limited to, safety, training, equipment, equipment operation, toxic, handling of hazardous substances, and labeling of chemical containers.

D. furnish to the Client Agency Designee copies of safety data sheets (“SDS”) provided by the manufacturer, distributor, or importer of the chemical products for all products used within ten

(10) Business Days after the Effective Date or prior to the utilization of product.

E. provide a first aid kit for Contractor Parties.

F. furnish all personal protective equipment to minimize exposure to hazards that cause workplace injuries and illnesses.

17. Deliverables Timeline

Deliverables Exhibit A, and Attachments 1, 2, and 3

Submit to: Timeline

Quality Control Plan Section 4(A) of Exhibit A

Client Agency Designee

Upon the Effective Date and updated as necessary throughout the Term.

Completed Task Schedule Checklist (Attachment 1)

Attachment 1 of

Exhibit A

Client Agency Designee

Immediately upon completion of Services each week.

Completed Inspection Form (Attachment 2)

Attachment 2 of

Exhibit A

Client Agency Designee

Immediately upon completion of each inspection.

Completed Reporting Structure (Attachment 3)

Attachment 3 of

Exhibit A

Client Agency Designee

Upon the Effective Date. An updated Attachment 3 shall be provided to the Client Agency Designee within three (3) Business Days of any changes to the designated contacts.

Completed Contract Performance Form (Attachment 4)

Attachment 4 of

Exhibit A

Contractor’s Level 1 Contact

Level 1 Contact must respond within one (1) Business Day after receiving notice of a Performance issue.

Monthly cleaning calendar Section 2(H) of Exhibit A

Client Agency Designee

Prior to the start of each month during the Term.

Create a Daily Log. Section 7 of Exhibit A

Client Agency Designee

Prior to the Effective Date;

both the Contractor and the Client Agency Designee shall have access to the Daily Log.

Safety and injury program.

Section 16(B) of Exhibit A

DAS prior to the bid submittal

Upon the Effective Date and upon request by the Client Agency thereafter due date and at time of award to the Client Agency Designee

Safety Data Sheets. Section 16(D) of Exhibit A

Client Agency Designee

Upon the Effective Date and as products change thereafter

First Aid Kit. Section 16(E) of Exhibit A

Store in Janitor’s closet

Upon the Effective Date

18. Invoices and Payments

A. Contractor shall submit invoices and payment inquires to accounts payable at: CSL.AP@ct.gov.

The Contractor shall invoice the Client Agency monthly within thirty (30) days of the completion of Services, when applicable. Invoices not properly completed may delay payment.

B. All invoices must include:

1. Contract number

2. Site address

3. Contractor’s Federal Employee Identification Number or Social Security number

4. Complete Contractor name and billing address

5. Month and year of the Service being billed

6. Invoice number and date

7. Purchase Order number

8. Itemized description of Services in accordance with Exhibit B, Price Schedule

9. Service level credit, if applicable

10. Documented sign-in/sign out sheets that coincide with the invoice dates

19. Subcontracting

Contractor shall not use subcontractors in the Performance of this Contract, except for Contracts awarded in accordance with Section 17a-796 of the Connecticut General Statutes.

20. Contractor Parties

A. Contractor’s Parties shall be fluent in oral and written English. Contractor Parties shall be capable of communicating with all Contractor Parties if the Contractor Parties do not speak English.

mailto:CSL.AP@ct.gov

B. Upon request by the Client Agency Designee, the Contractor shall provide documentation evidencing that the on-Site supervisor has necessary supervision skills and is paid at a higher rate than the supervised Contractor Parties. The Contractor and its on-Site supervisor shall verify all tasks are completed in accordance with Attachment 1, Task Schedule Checklist.

C. Client Agency may request, verbally or by written notice, that the Contractor remove or replace the Contractor Parties at any time if Client Agency determines such removal or replacement is in the best interests of the State. The Contractor shall remove or replace such employee(s) immediately and Perform all acts necessary and appropriate to minimize or eliminate disruptions to the Performance of Services.

D. Contractor shall provide identification badges for all Contractor Parties at its sole expense. The badges must have the Contractor’s name or logo or both, Contractor Parties’ photograph, name, and signature. Contractor Parties must always wear the badges within the Site on a lanyard while Performing Services. Contractor Parties may not give identification badges to other individuals. All Contractor crews, including Contractor Parties, shall wear uniforms that bear the Contractor’s company logo. Uniforms cannot be dirty, stained or torn. The Contractor Parties shall wear closed toe shoes with slip resistant soles.

21. Prohibition on Employment of Unauthorized Aliens

All of Contractor Parties Performing Services shall have lawful residence in the United States for the Term pursuant to 8 U.S.C. Section 1324a, as may be amended.

22. Monitoring and Resolution of Performance Issues

A. Monitoring The Client Agency Designee shall monitor Contractor’s Performance and the Performance of any Contractor Parties. DAS may monitor Performance and may participate in the resolution process as provided in Section 22.E below.

B. Performance Form and Resolution Process

1. The Performance Form (Attachment 4) shall be used by the Client Agency Designee to document and communicate Performance issues to the Contractor. The form provides a standardized method for identifying deficiencies related to the Services.

2. Upon identifying a discrepancy, the Client Agency Designee shall complete and sign the

Performance Form and provide it to the Contractor’s Level 1 Contact. The Contractor shall review the form and provide a written response, including:

• the corrective action taken; and

• a prevention plan to mitigate recurrence.

3.The Contractor shall ensure that the Level 1 Contact responds within one (1) Business Day after receiving notice and promptly undertakes action to resolve the identified issue and restores the Services to Contract compliance. The Contractor must address all documented discrepancies in accordance with the Resolution Process and Performance, Non-Compliance sections of Exhibit A and the Contractor shall sign the completed form.

4.If Contractor or Contractor Party, as applicable, does not resolve the Performance issue within a reasonable time, as determined by the Client Agency Designee, the Client Agency Designee shall escalate the matter to the Level 2 Contact.

5. Upon escalation in accordance with sections 22.C 1-3 above, the Client Agency Designee and

Level 2 Contact shall schedule a meeting, as soon as practicable, to resolve the Performance issue. The Level 2 Contact shall, if requested by the Client Agency Designee, provide a written action plan that specifies: (a) the cause of the Performance issue; (b) the measures to be implemented; and (c) the timeline for completion.

C. Reporting Structure

On the Effective Date, the Contractor shall deliver to the Client Agency Designee a completed Attachment 3, Reporting Structure that identifies:

1. A primary contact (Level 1 Contact) authorized to receive notice of and resolve

Performance issues; and

2. An upper management contact (Level 2 Contact) with the authority to resolve escalated Performance issues and commit the Contractor to action.

If the Contractor uses a subcontractor, Contractor shall deliver a competed Attachment 3 that identifies: (a) a Level 1 Contact; and (b) a Level 2 Contact.

The Contractor shall be responsible for the acts and omissions of all Contractor Parties and for ensuring that each identified contact has the authority to act and bind the Contractor, as applicable.

E. Updates to Attachment 3, Reporting Structure

The Contractor shall notify the Client Agency Designee of any change to the contacts listed in Attachment 3 and shall deliver an updated Attachment 3 within three (3) Business Days after the change becomes effective.

F. Escalation to DAS

If the reported Performance issue is not resolved through the process described in Section 22.B. above, the Client Agency Designee may escalate the matter to DAS for review and appropriate action consistent with this Contract and applicable law.

G. Reservation of Rights

The State’s rights under this Section 22 are cumulative and in addition to, and not in limitation of, any other rights or remedies available to the State under this Contract, at law, or in equity, including the right to withhold payment, terminate the Contract for cause, seek indemnification, or pursue injunctive or equitable relief.

23. Performance, Non-Compliance

If the Contractor does not Perform and fails to provide Services as described in this Exhibit A and Attachment 1, and such unsatisfactory Performance is documented in Attachment 2, as applicable, DAS or the Client Agency shall have the following rights and remedies, in addition to any other rights and remedies provided in the Contract, including but not limited to Breach and Termination:

A. For each Inspection Form score of Unacceptable, the Client Agency shall reduce the monthly payment to Contractor by five percent (5%) of the then-current monthly invoice for each day the custodial Services are not Performed in accordance with this Contract. The Contractor shall issue the credit as a line item on the invoice. The Contractor shall bear the cost associated with this service level credit.

B. If Contractor’s stock of consumables, chemicals and other supplies on-Site are lower in quantity than the minimum described in this Exhibit A, the Client Agency shall purchase a one-week supply of the consumables, chemicals, and supplies. The Client Agency shall email the Contractor a copy of the receipt after the purchase. The Contractor shall issue a credit for the total amount of the Client Agency’s purchased consumables, chemicals, and supplies plus a credit for a twenty percent (20%) mark-up to the then-current monthly invoice.

C. Contractor’s failure to invoice the Client Agency according to the (Invoices and Payments) section above, the Contractor will issue a five percent (5%) credit to the then-current monthly invoice. If the Contractor does not invoice the Client Agency within thirty (30) days of the completion of Services, Client Agency shall receive a credit each month for an additional five percent (5%) to the then-current invoice for the delayed invoices.

D. If the Contractor fails to arm the Site when leaving or fails to follow the Client Agency Designee’s instructions pursuant to Section (Site Access and Security) above, the Contractor shall issue a fifty-dollar ($50.00) credit on the next invoice.

E. Contractor shall reimburse the Client Agency for all costs incurred to replace lost Keys pursuant to Section (Site Access and Security) above.

F. For all credits assessed, the Client Agency shall notify the Contractor, detailing the amount to be applied as a credit to Client Agency’s invoice and the invoice date to which the credit will be applied. The Contractor shall then credit the Client Agency such amount to the applicable invoice. If DAS Terminates the Contract, or the Contract expires, prior to the next monthly payment, then Contractor shall pay the amount of the credit owed to Client Agency for noncompliance within thirty (30) days of written notice to the Contractor by DAS.

19. Subcontracting