RFB-COP-10-26-02 Janitorial Services at Various Locations Bid Specs.pdf

CITY OF POUGHKEEPSIE

POUGHKEEPSIE, NEW YORK

RFB-COP-10-26-02

Janitorial Services at Various City of Poughkeepsie Locations

Hon. Yvonne Flowers, Mayor

Joseph Donat, City Administrator

Council Member at Large: Da’Ron Wilson

Council Members

Ernest Henry Ondie James

Evan Menist Christopher Grant

Terriciena Brown Nedra Patterson Thompson

Nathan Shook Daniel Atonna

Return all bids to the: City of Poughkeepsie Purchasing Department 62 Civic Center Plaza Poughkeepsie, NY 12601

TO BE ADVERTISED: FOR ONE DAY ONLY

THIS BID IS DUE PRIOR TO NOVEMBER 13, 2026 @ 2:30 P.M.

PLEASE PLACE ALL BIDS IN A SEALED ENVELOPE MARKED WITH THE NAME OF THE

BID AND THE NUMBER

October 20, 2026

CITY OF POUGHKEEPSIE, NEW YORK

ADVERTISEMENT AND NOTICE TO VENDORS

Beginning immediately, sealed bids are sought and invited by the City of Poughkeepsie for the purchase of Janitorial Services at Various City of Poughkeepsie Locations, RFB-COP-10-26-02, as set forth in the specifications prepared by the City of Poughkeepsie Purchasing Department.

Bids will be received by the Board of Contract and Supply, c/o Purchasing Agent, 62 Civic Center Plaza, after which time they will be publicly opened and read aloud in the Common Council Chambers, located on the 3rd floor of City Hall. Bids may be hand delivered at any time prior to 2:30 p.m., late bids will not be accepted. All mailed proposals must be sealed and distinctly marked “ Proposal for RFB-COP-10-26-02 - Janitorial Services”.

The Bidding Documents including Bidding Requirements and specifications may be obtained from the Office of the Purchasing Agent, City of Poughkeepsie, 1st Floor, 62 Civic Center Plaza, Poughkeepsie, New York.

Official bid copies may be advertised and /or obtained on the following website: www.bidnetdirect.com/ new-york or www.cityofpoughkeepsie.gov. You can also obtain an official copy of the bid from the New York State Contract Reporter Website at www.nyscr.ny.gov

A Pre-Bid Meeting and a tour of the buildings will be held at the City Hall Municipal Building , pp y, Poughkeepsie, NY 12601 Until November 13, 2026 at 2:30

A Pre-Bid Meeting and a tour of the buildings will be held at the City Hall Municipal Building ,g g y p 6622 CiCivicvic CCenter enter Plaza ((Plaza (starting insidestartingg inside ththe me mainain llobbobbyy entraentrance) nce) PoPoughkeepsie,ughkeepsie, NNYY 1126012601 onon October 29, 2026 @ 10:30 a.m.

It is strongly recommended that all prospective bidders attend this tour to inspect each building by personal examination prior to submission of a bid. If a potential bidder is unable to attend the above scheduled tour, appointments for a tour can be made by contacting Timothy Nevins, Building and Grounds Supervisor, email:

tnevins@cityofpoughkeepsie.gov or by phone 845-451-4111 within 72 hours of the intended date of opening.

Specifications and Contract are subject to provisions of Chapter 605, Laws of the State of New York of 1959, Section 103-A of the General Municipal Law.

The City reserves the right to waive any informality in the proposals and to reject any or all proposals.

DEPARTMENT OF FINANCE

CITY OF POUGHKEEPSIE

Eddie L. Varnado Commissioner of Finance

Poughkeepsie, New York Dated: October 20, 2026

INSTRUCTIONS AND INFORMATION TO BIDDERS

Title and Number of the Bid Date and Time of Bid Opening

Failure to do so may result in rejection of the bid as being unresponsive.

The following forms are necessary to be submitted with your bid, as well as any additional forms requested in the detailed specifications:

CS-1 - Bid proposal form/price page(s). (except some bids, such as for the Department of Public Works or Engineering Department, where a separate form may be required . Such exceptions will be noted in the work specification.

CS-2 – Non-Collusion Affidavit, completed, signed and dated.

Iran Divestment Please submit One Original, One Copy of bid proposal.

Please do not submit our technical specifications with your bid. They are to be retained by the bidder for their records.

Official bid copies can be obtained from the following websites: www.bidnetdirect.com/new-york or www.cityofpoughkeepsie.gov, www.nyscr.ny.gov

Bidders must submit one original and one copy of their bids, unless otherwise stated. The original must be clearly marked. All bids must be filled out in ink or be typewritten. Bids submitted in pencil will be rejected as unresponsive. Bids which have been corrected by white out or cross out, and which have not been initialed and/or dated will be rejected as unresponsive.

The City of Poughkeepsie is part of a group known as the "INTERAGENCY PURCHASING COOPERATIVE".

This group consists of the County of Dutchess, Dutchess Community College, and 82 different school and fire districts, cities, towns, and villages located throughout Dutchess County. The City of Poughkeepsie is also part of a group known as the “Hudson Valley Municipal Purchasing Group” (HVMPG), which consists of the Counties of Dutchess, Rockland and Ulster; Town of Cortlandt; City of New Rochelle and the Pearl River School District. Other municipal purchasing agencies in the Hudson Valley will be joining in this regional system. The prices submitted in this bid may be extended and offered to these various agencies for their consideration. If they choose to participate in the proposal they will be submitting their own purchase documents directly to the successful vendor(s).

Read all documents contained in the bid specifications.

Bidders are responsible for submitting their bids to the appropriate location at or prior to the time indicated in the specifications. No bids will be accepted after the designated time or date indicated in the bid specifications. It is suggested that certified mail be used to submit bids. Delay in mail delivery is not an exception to the receipt of a bid.

Any questions or clarification to the bid specifications or technical specifications must be submitted in writing to the Building and Grounds Supervisor, Tim Nevins, 26 Howard Street, Poughkeepsie, NY 12601 or by email to: tnevins@cityofpoughkeepsie.gov and Purchasing Agent, Charles Kessler , ckessler@cityofpoughkeepsie.gov prior to the bid opening. Such questions must be in writing and submitted no later than November 9, 2026 at 4:00 p.m, unless otherwise stated. Verbal questions will not be entertained.

Bidders shall indicate, on the outside of their sealed bid, the following information:

Samples may be requested by the City for the purpose of product evaluation. It is understood that samples will be provided at no charge to the City and will be returned, when requested, within 30 days after the evaluation is completed, at the expense of the vendor. All samples left longer than 30 days after the evaluation period will be discarded.

Sealed bids for; Janitorial Services at Various City of Poughkeepsie Locations; RFB-COP-10-26-02 , will be received in the Purchasing Department, 62 Civic Center Plaza, Poughkeepsie, New York, prior to 2:30 p.m. on November 13, 2026 and at that time, and place bids will be publicly opened and read aloud. Specifications and bid forms are attached hereto.

Should the bidder find discrepancies or omissions in the specifications, he shall notify the Purchasing Agent, at once. The Purchasing Agent will not assume responsibility for any oral instructions, or interpretations of meaning of the specifications or other contract documents to any bidder by any person or persons.

The Purchasing Agent, and/or his/her designee, shall be the only one authorized to make changes or alterations to anything contained in these specifications. Such changes shall be in writing to all interested vendors clearly indicating the change or alterations.

The City of Poughkeepsie officially distributes bidding documents from the Purchasing Office, City of Poughkeepsie website and the Hudson Valley Municipal Purchasing Group (HVMPG) Regional Bid Notification System. Copies of bidding documents obtained from any other source are not considered official copies. Only those vendors who obtain bidding documents from the Purchasing Office, City of Poughkeepsie website or the Regional Bid Notification System will be sent addendum information, if such information is issued.

If you have obtained this document from a source other than the City of Poughkeepsie Purchasing Office, City of Poughkeepsie website or the HVMPG Regional Bid Notification System it is recommended that you obtain an official copy. You may obtain an official copy by registering on the HVMPG Regional Bid Notification System at www.bidnetdirect.com/new-york or by visiting www.cityofpoughkeepsie.gov. You may also obtain an official copy of the bid from New York State Contract Reporter Website at www.nyscr.ny.gov.

All bids shall be made out on the proposal forms attached hereto and all the attached certificates must be completed and signed in compliance with the provisions of Section 103-d of the NYS General Municipal Law.

The Purchasing Agent reserves the right to reject all bids, parts of all bids, or all bids for any one or more supplies or contractual services included in the proposed contract, when such rejection is in the best interest of the City. The contract will be awarded to the RESPONSIBLE BIDDER offering the best price. A responsible bidder is a manufacturer, producer, dealer, vendor, or bona fide manufacturer's agent... who has demonstrated judgment and integrity, is of good reputation, experienced in his work, whose record of past performance in the trade is established as satisfactory, and whose financial status is such to provide no risk to the City of Poughkeepsie in its contractual relations.

No bidder may withdraw a bid within forty-five (45) days after the actual date of the bid opening.

Upon acceptance of any bid, the successful bidder shall execute a contract, in accordance with the specifications, with the CITY OF POUGHKEEPSIE.

Bidders who are required to adhere to the prevailing wage schedule shall obtain and maintain a current schedule form the New York State Department of Labor for the entire term of the contract. The City may audit adherence to this schedule at any time during or after the contract period.

“NEW YORK STATE OSHA 10-HOUR CONSTRUCTION SAFETY AND HEALTH COURSE

S1537-A:

This provision, effective July 18, 2008, is an addition to the existing prevailing wage rate law, Labor Law §220, section 220-h. It requires that on all public work projects of at least $250,000.00, All laborers, workers and mechanics working on the site, be certified as having successfully completed the OSHA 10-hour construction safety and health course. It further requires that the advertised bids and contracts for every public work contract of at least $250,000.00 contain a provision of this requirement. Rules and regulations will be promulgated and posted on the NYSDOL website www.labor.state.ny.us when finalized.

Post Termination/Expiration Obligations

Upon Termination or expiration of the contract, Contractor agrees to:

(1) cooperate with the City to develop a transition plan and assist in affecting an orderly transfer of services and obligations to any successor Contractor so as to prevent any disruption in services;

2) provide the City with access to and a copy of all books, records and other non-proprietary documents including, but not limited to digital records, relating to this Contract that are required or requested, at no charge, and if so directed by the City;

(3) continue to perform such services at the agreed upon contractual rate for up to an additional one hundred twenty (120) days following the notice of termination or natural expiration of the contract.

The obligations of this paragraph shall survive the termination or expiration of this Contract whether the contract is terminated for cause, convenience or by expiration of the original term of the contract and the exhaustion of any renewals.

Anticipated Commencement Date

The anticipated commencement date for janitorial services shall be November 30, 2026, following expiration of the existing contract on November 28, 2026.

The commencement date is subject to final City approval, execution of the contract, satisfaction of all applicable insurance and other contractual requirements, and written authorization to proceed by the City. The successful bidder shall coordinate with the City to ensure an orderly transition of services.

CITY OF POUGHKEEPSIE

Purchasing Department

BID PROPOSAL FORM

Bid submitted by:

The undersigned hereby designates as his office to which such notice of acceptance may be mailed, telegraphed, or delivered:

The vendor hereby agrees to the provisions of Section 103-a of the General Municipal Law which requires that upon the refusal of a person, when called before a Grand Jury to testify concerning any transaction, or contract had with the State, any political subdivision thereof, a public authority, to sign a waiver of immunity against subsequent criminal prosecution or to answer any relevant question concerning such transaction or contract,

(a) "such person, and any firm partnership or corporation of which he is a member, partner, director or officer shall be disqualified from thereafter selling to or submitting bids to or receiving awards from or entering into any contracts with any municipal corporation or any public department, agency or official thereof, for goods, work or services, for a period of five years after such refusal, and

(b) any and all contracts made with any municipal corporation or any public department, agency or official thereof, since the effective date of this law, by such person, and by any firm, partnership or corporation of which he is a member, partner, director or officer may be cancelled or terminated by the municipal corporation without incurring any penalty or damages on account of such cancellation or termination, but any moneys owing by the municipal corporation for goods delivered or work done prior to the cancellation or termination shall be paid."

The vendor does hereby certify that he or it is under no such impediment or disqualification from bidding created under Section 103-b of the General Municipal Law of the State of New York.

CS-1

As required by Section 139-d of the New York State Finance Law, the bidder certifies that:

(a) the bid has been arrived at by the bidder independently and has been submitted without collusion with any other vendor of materials, supplies, or equipment of the type described in the invitation for bids, and

(b) the contents of the bid have not been communicated by the bidder, nor, to its best knowledge and belief, by any of its employees or agents, to any person not an employee or agent of the bidder or its surety on any bond furnished herewith prior to the official opening of the bid. The signature of the Contractor to this contract shall be deemed a specific subscription to the certificate required pursuant to Section 139-d of the State Finance Law and the Contractor affirms that the statements therein contained are true under the penalties of perjury."

(c) No attempt has been made or will be made by the bidder to induce any other person, partnership or corporation to submit or not to submit a bid for the purpose of restricting competition.

Signed

By (President)

Dated

If a corporation, give the State of Incorporation, using the phrase "corporation organized under the laws of

If a partnership, give names of partners, using also the phrase "co-partners trading and doing business under the firm name and style of

If an individual using a trade name, give individual name, using also the phrase "an individual doing business under the firm name and style of

CS-2

CERTIFICATION OF COMPLIANCE WITH THE IRAN DIVESTMENT ACT

As a result of the Iran Divestment Act of 2012 (the "Act"), Chapter 1 of the 2012 Laws of New York, a new provision has been added to State Finance Law (SFL) § 165-a and New York General Municipal Law § 103-g, both effective April 12, 2012. Under the Act, the Commissioner of the Office of General Services (OGS) will be developing a list of "persons" who are engaged in "investment activities in Iran" (both are defined terms in the law) (the "Prohibited Entities List").

Pursuant to SFL § 165-a(3)(b), the initial list is expected to be issued no later than 120 days after the Act's effective date at which time it will be posted on the OGS website.

By submitting a bid in response to this solicitation or by assuming the responsibility of a Contract awarded hereunder, each Bidder/Contractor, any person signing on behalf of any Bidder/Contractor and any assignee or subcontractor and, in the case of a joint bid, each party thereto, certifies, under penalty of perjury, that once the Prohibited Entities List is posted on the OGS website, that to the best of its knowledge and belief, that each Bidder/Contractor and any subcontractor or assignee is not identified on the Prohibited Entities List created pursuant to SFL § 165-a(3)(b).

Additionally, Bidder/Contractor is advised that once the Prohibited Entities List is posted on the OGS Website, any Bidder/Contractor seeking to renew or extend a Contract or assume the responsibility of a Contract awarded in response to this solicitation must certify at the time the Contract is renewed, extended or assigned that it is not included on the Prohibited Entities List.

During the term of the Contract, should the City receive information that a Bidder/Contractor is in violation of the above-referenced certification, the County will offer the person or entity an opportunity to respond. If the person or entity fails to demonstrate that he/she/it has ceased engagement in the investment which is in violation of the Act within 90 days after the determination of such violation, then the County shall take such action as may be appropriate including, but not limited to, imposing sanctions, seeking compliance, recovering damages or declaring the Bidder/Contractor in default.

The County reserves the right to reject any bid or request for assignment for a Bidder/Contractor that appears on the Prohibited Entities List prior to the award of a contract and to pursue a responsibility review with respect to any Bidder/Contractor that is awarded a contract and subsequently appears on the Prohibited Entities List.

I, , being duly sworn, deposes and says that he/she is the of the

Corporation and that neither the Bidder/Contractor nor any proposed subcontractor is identified on the Prohibited Entities List.

SIGNED

SWORN to before me this day of 2026

Notary Public:

JANITORIAL SERVICES

AT VARIOUS CITY OF POUGHKEEPSIE

LOCATIONS RFB-COP-10-26-02

SPECIFICATIONS

1.0 SCOPE

1.01 General

The City of Poughkeepsie is seeking bids for janitorial services at various City of Poughkeepsie locations with approximately 83,866 square footage.

The work called for under this specification consists of furnishing qualified supervision, work plan, labor, supplies, materials, equipment (except the supplies and utilities specified herein, which are to be supplied by the City of Poughkeepsie) and performing all work as specified. Bidders are to use the specifications as a minimum performance guide and establish a work plan that meets or exceeds the requirements stated.

The Contract will be awarded to the lowest responsible bidder for each group.

THE CITY OF POUGHKEEPSIE RESERVES THE RIGHT TO AWARD MULTIPLE CONTRACTS,

IF IT IS IN THE BEST INTEREST OF THE CITY.

1.2 Changes in Scope of Work

The City does not guarantee that all of the areas listed herein will continue in such use that warrants janitorial services. As changes occur, the bidder may be requested by the Department of Public Works to perform janitorial services in areas or portions thereof in addition to those listed in Attachment “A”, Site Locations and Proposal Form. Similarly, deleting areas or portions thereof, to be serviced during the term of the contract may occur by request of the Department of Public Works.

Such additions or deletions shall be added to or deducted from the square foot total as agreed upon in writing between the City and the bidder.

1.3 Site Visit

The bidder shall apprise himself by personal examination of the technical specifications and the locations of the proposed work, and the character, quality, and scope of work to be performed and the conditions under which the contract shall be executed.

A tour of the buildings that are outlined in this bid will be held at the City Hall Municipal Building g ,, 62 Civic Center Plaza ((starting inside the main lobby entrance) Poughkeepsie, NY 12601 on October 29, 2026 @ 10:30 a.m.

It is strongly recommended that all prospective bidders attend this tour to inspect each building by personal examination prior to submission of a bid. If a potential bidder is unable to attend the above scheduled tour, appointments for a tour can be made by contacting Timothy Nevins, Building and Grounds Supervisor, email: tnevins@cityofpoughkeepsie.gov or by fax phone 845-451-4111 within 72 hours of the intended date of opening.

PLEASE NOTE THERE ARE FOUR (4) LOCATIONS THAT WILL BE VISITED DURING THE

TOUR AND IT WILL TAKE A GOOD PORTION OF THE DAY TO COMPLETE.

1.4 Questions

All questions regarding the technical specifications of this request for proposal should be directed to Building and Grounds Supervisor, Mr. Tim Nevins at tnevins@cityofpoughkeepsie.gov or by fax at 845-451-4103, and Purchasing Agent, Charles Kessler, ckessler@cityofpoughkeepsie.gov

2.1 SPECIFICATIONS

2.2 Supplies

The contractor will be required to supply all the necessary custodial supplies for accomplishing the service under this contract including, but not limited to, brooms, mops, pails, wax, waxing machines, dust cloths, trash can liners, carpet shampoo, and shampooers. Cleaning supplies and materials shall conform with applicable Federal and State specifications for quality.

2.3 Restroom Supplies

The Contractor will supply all necessary toilet tissue, paper towels, toilet seat covers and hand soap for replenishment in the dispensers. Contractor shall supply new dispensers as required when existing become inoperable or in need of repair at no cost to the City. All dispensers shall become the property of the City at the end of the contract.

2.4 Clean-Up

All materials and equipment must be picked up and work areas must be kept free of hazards. The contractor shall dispose of rags, mops, brushes, waxes, and other combustible materials used which contain a residue of animal, vegetable, or mineral oils which are subject to spontaneous ignition, outside the building in tightly covered metal containers furnished by the contractor.

Dirty water and cleaning solutions shall be disposed of in slop sinks or floor drains. The contractor shall keep sanitary, at all times, all floors and fixtures located where water is disposed of or obtained.

3.1 DETAILS

3.2 Sweeping and Mopping

All floor areas which have floor covering material other than rugs, in areas covered by this contract, shall be mopped daily with a neutral soap and hot water solution, rinsed and dried. Where asphalt tile or other resilient type flooring is installed, floors will be thoroughly mopped and buffed with soap and water solution, rinsed, dried, and waxed and buffed as scheduled.

3.3 Waxing and Buffing

All floor areas which have floor covering material other than rugs, in areas covered by this contract, shall be machine buffed to a hard lustrous finish, Buffing of waxed floors shall be accomplished ONLY after sweeping and damp mopping. When Scheduled ( MINIMUNM – 4 TIMES A YEAR). To prevent buildup, wax will not be applied closer than four (4) inches adjacent to walls, partitions, or fixtures.

Traffic areas will be waxed between scheduled waxing to provide a protection for the floor covering AS

NEEDED.

3.4 Stripping

Stripping of wax from floors will be accomplished when scheduled (YEARLY). Dates for this service to be discussed upon award. No flammable floor cleaner will be used for stripping of wax from floors. Two coats of wax or floor finish will be applied immediately after stripping. Rubber cove base is to be cleaned/stripped and wax applied to insure a clean and neat appearance.

3.5 Rugs

All rugs will be vacuum cleaned daily in a manner that insures that they are cleaned under desks, chairs, tables, etc.

When scheduled, (MINIMUM – four times a year) shampooing shall be done utilizing a wet shampoo or steam cleaning procedure. If using a wet shampoo procedure, a neutral detergent intended especially for carpet cleaning shall be used. The manufacturer's instructions for dilution and application shall be followed.

Plastic film or aluminum foil shall be placed under table legs, etc., to prevent stains. After the cleaning, brush the pile in one direction with a soft brush or other suitable tool.

3.6 Walls, Woodwork and Partitions

During daily cleaning operations, all smudges, finger marks, scuffs and other surface marks on walls, partitions, door glass and trim will be removed with a damp cloth or commercial cleaning solution which is not harmful to the surface of the area cleaned.

3.7 Dusting

Dusting daily will include all furniture, appurtenances and equipment (except typewriters and other office machines), all doors, trim, sills, ledges, radiators, handrails, pictures, charts, etc., and will be accomplished with a treated cloth or yard duster. Feather dusters and/or brushes will not be permitted. Dusting will be performed in a manner that will pick up and remove the dust and not scatter it around the room. All low dusting shall be done after the floors have been swept and the dust has settled. After dusting, all furniture, pictures, or other fixtures shall be properly replaced.

3.8 Drinking Fountains

Drinking fountains and water coolers will be cleaned daily by washing the bowl part of the fountain with a neutral soap and water solution. The remainder of the fountain or cabinet shall be wiped with a clean cloth and under no circumstances shall a metal polish be used on the fitting from which the water is drunk.

3.9 Waste Baskets and Ash Trays (Inside and Outside)

Waste baskets and other waste containers provided to receive waste in all buildings shall be emptied daily and waste deposited in the proper trash receptacles outside each building which is supplied by the City.

3.10 Toilet Rooms

All toilet rooms, regardless of location, shall be cleaned daily as prescribed in the following paragraphs:

a. Water Closets: All toilet bowls will be washed inside and outside with a neutral soap solution or commercial cleaner. Toilet bowl cleaners containing a strong alkali will not be used. All seats will be washed on both sides with a neutral soap solution or cleaner and wiped dry. A toilet brush in good condition will be used to wash thoroughly under and around the inside rim of the bowl. All deposits will be removed with a harmless detergent or cleaner so that there will be no odors. The outside of the bowls and the seats, tank and covers shall be cleaned and dried.

b. Urinals: All urinals, either wall or floor types, will be cleaned in the same manner prescribed for toilet bowls, the removal of all scales and encrustations must be accomplished so as to prevent disagreeable odors. All strainers shall be thoroughly cleaned of all foreign matter.

c. Lavatories: Wash basins will be cleaned with a neutral soap and water solution or patented cleaner.

Acid or strong cleaners will not be used. Stains will be removed with a damp cloth and grit cake soap or mild cleaner. All scum and accumulations will be removed from bowl, around faucets, drains, etc.

Slop sinks located in toilet rooms and/or closets will be cleaned in the same manner.

d. Chromium Plated or Other Hardware: Strong abrasives will not be used on chromium hardware on basins and flushmeter valves. These fittings will be washed with a neutral soap solution and polished with a clean dry cloth. All other metal hardware and exposed polish able piping will be kept brightly polished with an approved non-abrasive metal polish or cloth.

e. Rest Room Floors: Where concrete and ceramic tile floors are installed, the entire toilet room floor area will be swept and be thoroughly mopped daily with a neutral soap and hot water solution, rinsed and dried. Hard to reach places will be scrubbed by hand. Where asphalt tile or other resilient type flooring is installed, floors will be thoroughly mopped and buffed with soap and water solution, rinsed, dried, and waxed and buffed as scheduled. Hosing of toilet room floors will not be permitted. Areas around urinals and toilet bowls, radiators and hard to reach places and corners shall be given special attention.

f. Walls, Woodwork and Partitions: Walls and woodwork, including toilet stalls and doors shall be washed with a neutral soap and water solution weekly. Smudges and finger marks, dirt, etc. on walls and woodwork and all writing on them shall be removed during daily operations.

g. Dusting of Toilet Rooms: This will be accomplished as prescribed in paragraph 3.7.

h. Dispensers: All paper towels, toilet paper, and soap dispensers will be checked and kept filled daily so that a sufficient supply is available during a day's regular working period and wiped clean with a damp cloth after being refilled. Soap dispensers will be wiped with a damp cloth and special attention given to the soap dispenser's nozzles to insure they are not clogged and are working properly.

i. Waste Containers: All waste containers shall be emptied daily and the waste deposited in the receptacles provided in each building or group of buildings. Washing will be done when necessary.

j. Miscellaneous: All mirrors shall be cleaned and polished daily. All shelves, soap dishes, slop sinks, ladies room accessories and other items in the latrines shall be cleaned as to present a clean and sanitary appearance.

k. Standard of Toilet Room Care: The contractor will perform required work to such an extent as will insure that each toilet room is well kept and has no odors; that the toilet bowls, wash basins and urinals are clean and bright; that toilet paper, towel and soap dispensers are filled and clean; that the floors, walls, and woodwork are clean and free from stains and marks; and that the entire appearance is one of cleanliness.

1.) All services that are to be provided in the Police Department shall be performed during the 4:00 PM to 12 Midnight shift or 12 Midnight to 8:00 AM shift.

THE JANITORIAL SERVICES FOR THE POLICE DEPARTMENT WILL ALSO

INCLUDE:

Cleaning of showers located in the men’s/women’s locker rooms and in the NRU Bathroom.

The Female and Male Cells: Daily cleaning to include the washing/cleaning of the floors/wall and toilets and water fountains. The Cellblocks must get power washed once a month (near the end of the month). The contractor shall coordinate this with the 4 to 12 police supervisors so that if there are any prisoners in the cell blocks they can be removed until after the cell blocks are cleaned.

The cells and booking area should have a final rinse that consists of 10% Bleach Rinse.

The cleaners should always report to the watch commander on duty at the police department prior to entering the cell block area for authorization and to ensure that the access is possible.

The cleaning of walls is one of the particular areas that need to be emphasized.

Two (2) Detective Interview Rooms shall be cleaned on an as need basis:

Deep Clean, sanitize and shampoo carpeting Wipe down and Sanitize all surface areas and furniture.

3.11 Radiators

When scheduled to be cleaned, the radiators will be brushed and/or vacuumed to remove all dirt and litter from between and behind exposed sections. Particular attention should be given to under the radiator and around the supply pipes. To clean enclosed or recessed radiators, the removable grille will be removed and the radiator vacuumed, and the grille replaced. Stains and/or dirt which cannot be removed with a cloth or brush will be removed by soap and water solution.

3.10 Windows

All lobby windows will be cleaned with a window cleaner inside and outside on a once a week basis.

3.11 Stairs and Stairwells

Each stairway will be swept, mopped, and dusted monthly and interior walls will be cleaned. Including stairwell leading to the Penthouse.

3.12 Elevators:

Each elevator car will be swept and mopped, and dusted DAILY. Interior walls, doors and ceilings will be cleaned and polished with a greaseless polish daily. Elevator floors shall be cleaned as described in Sections

3.01 and 3.02.

3.13 Method of Payment:

Payment for services performed will be made on a monthly basis per the contract amount. All requests for payment must be submitted with certified payroll and weekly check lists signed by a supervisor.

3.14 Cleaning Check list:

The Cleaning Check list attached as Appendix A, is required to be completed and signed by a Supervisor and submitted along with the Certified payroll with monthly requests for payment.

3.15 Miscellaneous:

a. Orderly Arrangements: After cleaning operations have been accomplished, all office furniture, chairs, desks, tables, etc., shall be placed in their proper position and the building shall be left in an orderly condition.

b. Security: Just prior to leaving the section or building after each day's cleaning has been accomplished, the contractor shall insure that all windows are closed and locked. Lights extinguished and all doors securely fastened. All security systems will be armed.

c. Precaution: At no time during the performance of the custodial services herein, will office furniture or appliances be stacked or piled nor will standing on same be permitted.

3.16 Inadequate Performance:

It is agreed that failure to accomplish or satisfactorily accomplish any work required under this contract where due to the fault of the contractor shall constitute a deficiency for which a reduction of payment will be made.

For the purposes of computing this payment reduction it will be considered that 25% of the bid price for City Hall is for cleaning of rest rooms and the remaining 75% for all other areas. In the event there are no rest rooms in a given building, 100% will be applicable to non rest rooms. The payment reduction will be calculated by multiplying the percent of square feet unsatisfactorily cleaned times the monthly contract price 25% or 75%, whichever is applicable on a prorated twenty (20) day basis.

Two examples are shown below. These are based on a hypothetical building of 8000 square feet plus 400 square feet of rest rooms. Assume a monthly contract price of $1000.

EXAMPLE 1 200 sq ft. of rest rooms cleaned unsatisfactorily for 8 days out of the month.

The payment reduction for the month is:

200 sq. ft. x 8 days x $1000 x 25% = $50 400 sq. ft. 20 days

EXAMPLE 2 3000 sq. ft. of offices and hallways unsatisfactorily cleaned for 3 days out of the month.

The payment reduction would be:

3000 sq. ft x 3 days x $1000 x 75% = $42.19 8000 sq. ft 20 days

It is also agreed that in the event of the contractor's failure to perform or satisfactorily perform any work required by this contract and in the event of his failure to complete this work satisfactorily within 6 hours of being notified of his failure, then the City may at its option perform the work by City Personnel or by any other means. This cost will, in addition to the payment reduction described above be deducted from the monthly payment.

Additionally, in the event of continued inadequate performance, the City reserves the option of terminating the contract:

(a) Without cause. The City may terminate this Contract upon ten (10) days’ prior written notice to the

Contractor of its intent to terminate the Contract without cause.

(b) With cause. The City may terminate this Contract effective immediately, with subsequent written notice to be given to the Contractor of termination with cause.

As outlined in the attached contract agreement

3.17 Holidays:

Holiday work is not mandatory with the exception of the Police Department. Listed below are the holidays on which City Buildings are not normally used and for which no custodial services are required:

New Years Day Martin Luther King Day President’s Day Memorial Day

Juneteenth Labor Day Columbus Day Veteran's Day Thanksgiving Day and the day after Christmas dayFourth of July

THE POLICE DEPARTMENT AT 62 CIVIC CENTER PLAZA SHALL BE CLEANED

EVERYDAY, INCLUDING HOLIDAYS

3.19 Utilities:

The City will furnish the necessary utilities such as water and electricity without cost to the Contractor.

The contractor will instruct his employees to conserve City utilities.

3.20 Personnel Qualifications:

The Contractor shall employ only qualified operators and workmen who are skilled in the performance of custodial work.

Incompetent, discourteous and/or disorderly workers will be released when so ordered by the Commissioner of Public Works.

A list of all employees who will be working in the building and specifically in NYS Unified Courts areas and the Police Department must be furnished to the City of Poughkeepsie Police Dept for approval prior to their commencing work.

Visible photo identification issued by the contractor must be worn by all employees at all times.

3.21 Prevailing Wage Rates:

Article 9, Sections 230 through 239, of the NYS Labor Law, as it pertains to wages and benefits shall be adhered to. Rates will be available here or by accessing www.labor.state.ny.us

This project is a "Public Work" project and is subject to all provisions contained in the New York State Labor Law. The successful bidder MUST attach Certified Payroll Report to ALL invoices in order for payment to be made. No payments will be made for work completed if invoiced without this form.

Any Contractor submitting a bid on this project shall acknowledge that said project is "Public Work", shall agree to comply with all the provisions of the Labor Law, including but not limited to Article 9 of said Law, and shall pay prevailing wages as defined in said Law, to all building service employees, and shall require all subcontractors to do the same.

In order to insure compliance with these provisions, the City shall be entitled to review and/or audit the Contractor's payroll records from time to time, receive certified copies of payrolls, and may require the Contractor to make said records available to the City either at the Contractor's place of business or, at the option of the City, and MUST attach certified copies with requests for payment or at such other times as the City may require.

Each bidder must provide an affirmative statement that the bidder has not been found guilty of a willful violation of the New York State Labor Law for failure to pay prevailing wages and supplements, as those terms are defined by the New York State Labor Law, within the twelve (12) months immediately preceding the submission of the bid.

In the event that the Contractor shall fail, in one or more instances, to pay the prevailing wages and supplements in accordance with Article 9 of the New York State Labor Law, Section 230 et seq. and as described herein, it shall be considered a material breach of the contract.

For the breach or violation of this provision, without limiting any other rights or remedies to which the City or any individual may be entitled or any civil or criminal penalty for which any violator may be liable, the City shall have the right, in its discretion, to terminate the contract immediately on notice. In such event, the Contractor shall be liable to the City for any additional costs incurred by the City in the completion of the project.

The conditions contained herein are designed to encourage compliance with the Labor Law and to provide a greater means to detect violations. In the event violations are detected, either by the City or otherwise, the remedies contained in said Law shall be exclusive and shall not create any obligations by the City to enforce said Law on behalf of anyone nor create any rights on behalf of anyone against the City.

3.22 Location of Work:

The work shall be located at:

City of Poughkeepsie Municipal Building, 62 Civic Center Plaza, Poughkeepsie, NY 12601 and shall be deemed to include the entirety of City Hall (including the hallway and 2 steps leading to the penthouse storage area on the 4th floor) with the exception of the areas of the Police Department (which will be proposed as a separate location). This is approximately 36,600 square feet. The Penthouse hallway and steps area will be serviced once a year.

City of Poughkeepsie Police Department, 62 Civic Center Plaza, Poughkeepsie, NY 12601 is physically at the same location as City Hall but will be deemed a separate location for the purpose of this bid. This is approximately 23,000 square feet.

Department of Public Works located at 26 Howard Street, Poughkeepsie, NY 12601. This proposal shall include janitorial services for the following areas based upon the same minimum standards as set forth here-in. Tuesday and Friday only.

Floors:

a.) Transfer station - tile floor, = ~ 400 sq ft b.) DPW administration trailer - carpet = ~ 1,900 sq ft c.)

Central Garage office - tile floor = ~ 350 sq ft d.) Streets Ready Room – break room = ~ 580 sq ft e.)

Streets office - tile floor = ~ 144 sq ft f.) Central Garage lunch room - tile floor = ~ 150 sq f

Restrooms:

a.) Streets Ready Room (1) = ~ 204 sq ft b.)

Administration trailer (2) = ~ 128 sq ft c.) Central Garage (2) w/showers = ~ 260 sq ft

Public Safety Facility located at 505 Main Street, Poughkeepsie, NY 12601 with 20,750 approximate square footage.

The areas of the building that shall be included in the scope of work are:

Police Department-First Floor: Tuesday and Fridays Only

Basement – All common areas (i.e. all hallways and stairwells) The Police Tactical room does not need to be Cleaned.

The Police Bay does not need to be done; however, the Bathroom in the police bay does need to be Cleaned.

The FATS room would need an occasional cleaning

First Floor - Rooms 111-141 including all bathrooms, hallways, stairwells and Community Room (111).

Bathrooms-Toilet/Urinal, sinks and counter tops: Cleaned and sanitized, including walls by sink and Urinals. Floors: Sweep and Mop. Mirrors: Clean and wipe. Dispensers: refill/ replace as needed, Waste containers: Empty and replace liners. Restroom Supplies: replenish as needed.

Elevators- Floors: Sweep, Mop and Dust. Interior walls, doors and ceiling, cleaned and polished with greaseless polish, daily

Tile Floors-sweep and mopped 2x week, stripped and waxed once a year, buffed and waxed 2x a year

Carpeting: Vacuum 2x week, shampoo once a year.

Fire Department – Second Floor: Tuesday and Friday Only

Second Floor - Rooms 202-214/221 including, hallways, and stairwells

Tile Floors-sweep and mopped 2x week, stripped and waxed once a year, buffed and waxed 2x a year.

Carpeting: Vacuum 2x week, shampoo once a year.

**Please note that the private living quarters of the fire department personnel and bathrooms are not included in this contract.

3.23 Term of Contract:

The contract term shall be for a One (1) Year Fixed Price commencing on approximately

August 1, 2024 with a maximum of three (3) one (1) year options to renew under the same terms and conditions. Price escalation of no more than 2% shall be allowed upon renewal and mutual consent of all parties. The contractor will be notified prior to the expiration of the original contract. The City may terminate with or without cause at any time prior to the contractual end date.

Submission of bid must include Monthly Rate, and Annual Rate for each site with an Annual Grand Total for all sites as indicated on the attached PROPOSAL FORM.

3.24 Insurance:

INSURANCE CERTIFICATE REQUIREMENTS PRIOR TO START WORK

3.25 Liability Insurance.

Additionally, the Contractor shall provide proof that the Owner is covered as an additional insured by an original or certified copy of a Declarations Form with signature of an authorized agent of the issuing carrier showing the owner as additional insured and coverage of the of contractor with policy limits not less than $1,000,000.00 as stated in the annexed contract and specifications governing this job.

3.26 Worker’s Compensation Coverage.

The Contractor agrees to obtain any and all insurance as required pursuant to the provisions of the Worker’s Compensation Law of the State of New York. The failure to provide such coverage shall render this Contract null and void. Evidence of statutory worker’s compensation and disability benefits coverage for the duration of the proposed work for all employees on site of the project and in case any work is sublet, the Vendor shall require such subcontractor similarly to provide evidence of coverage. (Proof of coverage: C105.2 or U-26.3).

3.27 Indemnification:

a. The CONTRACTOR agrees to protect, defend, indemnify and hold the CITY and its employees free and harmless from and against any and all losses, claims, liens, damages and causes of action of every kind and character, including, but not limited to, the amount of judgment penalties, interest, court costs, legal fees incurred by the CITY arising in favor of any party, including claims, liens, debts, personal injuries, including employees of the CITY, death or damages to property, including property of the CITY and without limitation by enumeration, all other claims or demands of every character occurring or in any way incident to, in connection with, or arising directly, out of or resulting from the performance of the WORK. The CONTRACTOR agrees to investigate; handle, respond to, provide defense for and defend any such claims, demands or suits at his sole expense and agrees to bear all other costs and expenses related thereto, even if such claims, demands or suits are groundless, false or fraudulent. In any case in which indemnification would violate Section 5-322.1 of the New York General Obligations Law or any other legal prohibition, the foregoing provisions shall not be construed to indemnify the CITY for damage arising out of bodily injury to persons or to property caused by or resulting from the sole negligence of employees of the OWNER.

b. In any and all claims against the CITY or any of their agents, or employees, by any employee of the CONTRACTOR, any SUBCONTRACTOR, anyone directly or indirectly employed by any of them, or anyone for whose acts any of them may be liable, the indemnification obligation shall not be limited in any way by any limitation on the amount or type of damages compensation or benefits payable by or for the CONTRACTOR or any SUBCONTRACTOR under workmen's compensation acts, disability benefit acts or other employee benefit acts.

3.28 Access to Buildings:

It shall be the contractor's responsibility to obtain access to buildings and arrange for the buildings to be opened and closed.

a. Keys may be issued to the contractor; however, it shall be the contractor's responsibility that adequate arrangements are made for security of the building(s) at the end of each work day, particularly the arming of the security systems.

b. The contractor shall be responsible for the cost of replacing any keys that are furnished to and lost by his employees. If a lock must be replaced because of the loss of a key by the Contractor's employee(s), the Contractor shall pay the cost of that replacement. Similarly, the Contractor shall pay the cost of changing a combination if reasonable cause to assume that the combination has been compromised as a result of negligence by the Contractor's employee.

3.29 Work Schedule:

The Contractor will have restrictions in arranging his work so that there is no interference with normal occurrence of City business. All work shall be performed in City Hall no earlier than 3:00pm and completed before 11:00 pm. Cleaning will be performed five (5) nights per week, Monday through Friday. No work shall be performed in the area outside the Common Council Chambers when they are in use and both elevators are to be clean, free of trash bags, and/or contractor materials.

All work shall be performed at the DPW complex no earlier than 7:00 AM and completed no later than 4:00 pm. cleaning shall be performed two (2) days per week, Tuesday & Friday.

All services provided in the Police Department and shall be performed during the 4:00 PM to 12 Midnight shift or 12 Midnight to 8:00 AM shift. Cleaning shall be performed Seven (7) days a week including Holidays.

All services provided at the Public Safety Building shall be performed during the 4:00 PM to 12 Midnight shift or 12 Midnight to 8:00 AM shift. Cleaning shall be performed TWO (2) days per week, Tuedsay & Friday.

All schedule changes must be approved prior to the change taking place. Any additional work schedule must be approved prior to the work taking place.

3.30 Recycling:

Dutchess County law now requires that recyclable items be kept separate from trash.

Accordingly, containers for the various types of recyclables have been placed in various locations throughout the offices. It is the responsibility of the contractor to empty those into the appropriate dumpsters as directed by the City.

3.31 References:

Contractors will furnish with their proposal, a list of references for those clients to which they are currently under contract for cleaning services.

Current contracts must be a minimum of 50% of the proposed bid to the City of Poughkeepsie.

Contracts with government facilities are preferred.

References will be a major factor in the award of the contract.

3.32 Award:

The contract shall be awarded based on the lowest responsive, responsible bidder.

3.33 Assessment

Each site shall be evaluated for compliance on a monthly basis (See Attachment B, SUPERVISORY ASSESSMENT FORM - ALL SITES) Please see 3.16 Inadequate Performance for penalties for non-compliance.

The Purchasing Agent reserves the right to reject all proposals, parts of all proposals, or all proposals for any one or more supplies or contractual services included in the proposed contract, when such rejection is in the best interest of the City.

ATTACHMENT

“B” PART 1

SUPERVISORY ASSESSMENT FORM - ALL

SITES

Submitted to: City of Poughkeepsie Location (Name/Title)

SURFACE ITEMS OF WORK Minimum Frequency

Task Completed (Yes/No)

Task Completed…