RFI_OFM_MSC_SWEENEY_JANITORIAL_SERVICES.pdf

DEPARTMENT OF GENERAL SERVICES

OFFICE OF FACILITIES MANAGEMENT

REQUEST FOR INFORMATION (RFI)

RFI NUMBER: BPM044858

Issue Date: June 18, 2024

JANITORIAL SERVICES FOR THE OFFICE OF FACILITIES

MANAGEMENT, MULTI-SERVICE CENTERS, ROBERT F.

SWEENEY DISTRICT COURT

STATE OF MARYLAND

Department of General Services

RFI KEY INFORMATION SUMMARY SHEET

Request for Information: Janitorial Services for the Robert F. Sweeney District Court

Solicitation Number: BPM044858

Solicitation Type: Request for Information

RFI Issue Date: June 18, 2024

RFI Issuing Office: Department of General Services

Procurement Officer: Jessica Knott

301 W. Preston Street Baltimore, MD 21201

410-767-7064 jessica.knott@maryland.gov

Closing Date and Time: July 2, 2024; 2pm Eastern Standard Time

Responses are to be submitted online only at eMarylandMarketplace Advantage emma.maryland.gov mailto:jessica.knott@maryland.gov

CONTENTS OF THIS SOLICITATION PACKAGE

Section A General Information Attachment 1 Response

Attachment 2 Specifications/Requirement Documents

THE REMAINDER OF THIS PAGE INTENTIONALLY LEFT BLANK

SECTION A

GENERAL INFORMATION

REQUEST FOR INFORMATION

BPM044858

A. OBJECTIVE:

a) The purpose of this Request for Information (RFI), which is not a solicitation to procure, is a means of conducting market research to identify capable parties having an interest in the Janitorial Services for the Robert F. Sweeney District Court procurement and to increase the likelihood of increased socioeconomic inclusion. This Janitorial RFI is in addition to any formal forthcoming virtual pre-bid conference that would occur after the procurement solicitation posting, once a date is determined.

b) The requirements stated in this RFI may not accurately reflect those which may be contained in a Request for Proposal, Invitation for Bid, Purchase Order RFP, Task Order RFP or other procurement vehicle. This issuance does not constitute a commitment to issue a request for bids, award a contract, or pay any costs incurred in preparation of a response to this request.

Furthermore, the Department of General services requires that all responding vendors abstain from providing any quotes or bids in response to this RFI.

c) Any information received in response to this RFI will assist DGS in collecting information that may be used at a future date for a solicitation. A submission in response to this RFI does not guarantee that the respondent will be included in any subsequent procurement. Likewise, a non-submission in response to this RFI does not preclude a recipient or vendor from inclusion in any future procurement.

d) As part of DGS efforts to gather this information, DGS may schedule information sessions as it determines necessary with participants or others. The purpose of these sessions is strictly information gathering. This is not a procurement activity and will not result in an evaluation or a purchase.

e) DGS intends to subsequently be soliciting and awarding a Firm Fixed Priced contract for Janitorial Services at the Robert F. Sweeney District Court House. The term of the contract is Three-years anticipated to commence the First Quarter 2025. It is anticipated that the contract will be for multiple years and potentially contain renewal options.

f) The makeup of this has not been determined at this time. The Office of State Procurement would like to logically break this requirement up to increase the likelihood of being able to designate one or more portions of this requirement as a Small Business Preference (SBP) Procurement, and to allow for the maximum opportunity for Minority Business Enterprise (MBE) and Veteran Small Business Enterprise (VSBE) utilization at both the prime and subcontracting-levels.

B. BACKGROUND

a) The intent of this RFI is to gauge the potential opportunities for MBE/SBR participation regarding a future solicitation for a fixed firm price for janitorial services within the Annapolis area.

b) DGS Office of Facilities Management is currently under contract for these services.

c) Any solicitation resulting from this RFI shall require this solicitation for the purposes of the Robert F. Sweeney District Court/Multi-Service Center located at 251 Rowe Blvd. Annapolis, MD 21401 which is a 93,400 square foot, 4 story facility. This facility is a District Court which houses multi-tenant state agencies, which are managed under the authority of the Department of General Services, Office of Facilities Management, assistant and an agency of the State of Maryland. The intent of the contract to be awarded is to provide quality janitorial services and cover all janitorial tasks under these specifications.

C. INSTRUCTIONS

a) This information is for internal planning purposes only. Responses will not be used to evaluate firms.

b) In order to facilitate an expedited review and response period, the Office of State Procurement is requesting that vendors structure their responses to match the order and number sequence provided below. Wherever possible, please duplicate the tables shown. Responses in Microsoft Word, 11pt font, Times New Roman are strongly preferred. The page limit for this response is three (3) pages.

c) Respondents should give specific attention to the identification of those portions of its response which it considers confidential, proprietary, commercial information, or trade secrets, and provide justification why such materials, upon request, should not be disclosed by the State under the Public Information Act, Title 4 of the General Provisions of the Annotated Code of Maryland. Respondents are advised that, upon request for this information from a third party, the Procurement Officer will be required to make an independent determination regarding whether the information may be disclosed.

d) Responses are to be submitted via eMaryland Marketplace Advantage no later than July 2, 2024;

2pm Eastern Time. While this date is the cutoff for submissions, it is preferred Contractors submit their information as soon as completed and not wait until the deadline. Submission prior to the deadline will assist the State in expediting the review process.

e) Attachment 2 – Janitorial Services for the Robert F. Sweeney District Court Specifications are for informational purposes only and are subject to change.

ATTACHMENT 1 - RESPONSE

A) Contractor Contact Information:

Company Name Address Email Address Website Address Telephone Number Authorized Representative: (Name, Phone and email) responsible to disseminate requested information.

Satellite/Branch Office Locations

B) Socioeconomic Information: MBE/VSBE/SBR:

MBE

VSBE

SBR:

C) Please fill out the checklist below based on your firm’s (including any anticipated team subcontractors) capabilities. Only check the box if you believe you can meet all the requirements outlined in the attached Specifications. Contractors may not have the organizational/staff capability to provide performance coverage in all areas, therefore please indicate your capabilities.

a. Please provide tailored capability statements addressing the particulars of this effort, with appropriate documentation supporting claims of organizational and staff capability within the Annapolis area you indicated above. If there is a particular task outlined in the Statement of Work that hinders you from being able to cover a particular zone or region, please provide this information in your statement.

b. Please provide prior experience of projects of similar scope and magnitude. Describe no more than three

(3) projects relating to the work areas outlined in the attached specifications that have been completed within the past five (5) years.

Project Examples Project 1 Project 2 Project 3 Project Title Firm(s) performing the work

Location Dollar Value of the Contract

Contract Type Performance based (Yes or No)

Business owner for which the work was performed, with a reference and contact information

General description of work to demonstrate relevance to the

SOW

Tasks self-performed

Tasks that were subcontracted

D) General Questions.

a. Is there anything unduly restrictive about the draft specifications that would prevent your company from being able to compete?

b. What part of this requirement do you believe could be subcontracted out to increase MBE/VSBE participation (and why)?

c. What do you believe MBE/VSBE goals should be for this requirement, by region/county (and why?

i. As the prime, how would you go about subcontracting this work or breaking it up to achieve these goals?

d. Are there any areas that you believe can be designated as SBR (and why?)

e. Are there any other items you believe that the Department of General Services should consider before finalizing the specifications and soliciting?

ATTACHMENT 2 – Specifications/Requirement Document Janitorial Services at the Robert F. Sweeney

District Courthouse

SECTION 2 – MINIMUM QUALIFICATIONS

2.1 Contractor Minimum Qualifications

Unless stated elsewhere in the DETAILED SPECIFICATION, the minimum qualifications for award are as follows:

The Contractor’s minimum requirements are defined by the Employment Works program where eligibility is extended to Community Service Providers and Individuals with Disability-Owned Businesses who are eligible to participate in the Employment Works Program if they meet the eligibility requirements as defined in SF 14-101. An organization must be a "Community Service Provider" or an "Individual with a Disability-Owned Business:"

The Contractor must provide proof that the following Minimum Qualifications have been met (see also Section 4):

2.1.1 Prior to submitting a price proposal for the work covered by the specifications, the successful Contractor must have:

a) a minimum of three (3) consecutive years of its entity being formed and in business; and b) a minimum of three (3) complete and consecutive years, within the last ten (10) years, of successful (Insert Type of Service) service performance comparable in scope, type, size, magnitude, and complexity as required in this Detailed Specification. The Contractor must provide three (3) references that can substantiate this experience timely upon the request of the Procurement Officer.

SECTION 3 – SCOPE OF WORK

3.1 Background and Purpose

The State is issuing this solicitation for the purposes of the Robert F. Sweeney District Court/Multi-Service Center located at 251 Rowe Blvd. Annapolis, MD 21401 which is a 93,400 square foot, 4 story facility. This facility is a District Court which houses multi-tenant state agencies, which is managed under the authority of the Department of General Services, Office of Facilities Management, assistant and an agency of the State of Maryland. The intent of the contract to be awarded is to provide quality janitorial services and cover all janitorial tasks under these specifications.

3.2 Scope of Work - Requirements

3.2.2 The Contractor shall: furnish all labor, equipment and supplies (except those specified in Paragraphs 3.2.5 and

3.2.6 of this section) necessary to perform the daily, weekly, monthly, semi-annual and annual cleaning of the Robert F.

Sweeney District Court/Multi-Service Center, located at 251 Rowe Blvd. Annapolis, MD 21401 in strict conformance with the standards specified in these Specifications.

Description # of Units Carpet 51,980 sq. ft.

Resilient 15,148 sq. ft.

Terrazzo 13,794 sq. ft.

Ceramic 1,712 sq. ft.

Concrete 1,830 sq. ft.

Total 84,464 sq. ft.

Windows 114 Light Fixtures 1,527 Restrooms 20 Water Fountains 6

All details on square footage and number of units are approximate. It is the responsibility of the bidder to verify the above.

3.2.3 WORK EXCLUDED FROM CONTRACT

All mechanical rooms, electrical rooms, any areas used exclusively for building maintenance and any garage areas are excluded from this contract.

3.2.4 HOURS WHEN WORK MAY BE PERFORMED

The Contractor shall provide one (1) daytime janitor to work from 7:30 a.m. to 3:30 p.m. Monday through Friday except State holidays. The Contractor shall also provide janitorial personnel between the hours of 5:00 p.m. to 9:00 p.m., Monday through Friday except State holidays. Weekly, monthly, semi-annual and annual janitorial tasks may be performed daily between 5:00 p.m. and 11:00 p.m., Monday through Friday or on State holidays and weekends with prior approval of the Regional Manager/Designee.

3.2.5 SUPPLIES FURNISED BY THE STATE:

The State shall furnish all paper hand towels, toilet paper, and hand soap. These supplies shall be stocked in the janitorial closets by State Personnel. Records of usage of these supplies will be maintained by the state. The Contractor will be held accountable for any excessive usage of these supplies.

3.2.6 SERVICE TO BE SUPPLIED BY THE STATE:

3.2.6.1 The State will supply the Contractor with light, heat, power, hot and cold water for the cleaning of the building. (NOTE: hot water temperature is regulated by the State’s energy guidelines and cannot be increased above the current guideline temperature.)

3.2.6.2 The State will provide janitorial closets for the housing of the Contractor’s equipment and supplies.

These closets will be supplied with locks to safeguard the Contractor’s property. These closets must be maintained in a clean, neat and orderly condition by the Contractor. Keys to the janitorial closets will be the responsibility of the Contractor. Should the Contractor lose these or any other building keys, they shall be responsible for the cost of replacing or re-keying the locks so affected.

3.2.6.3 The State will supply large trash receptacles (dumpsters) for the final disposal of trash collected in the building. The Contractor shall deposit all trash collected in the building in the receptacles provided and ensure that all lids, doors, or other openings to the receptacles are closed and latched.

3.2.7 SUPPLIES, MATERIALS, EQUIPMENT AND UTILITIES:

The Contractor shall:

3.2.7.1 Furnish all supplies, materials and equipment necessary for the performance of the work of the contract unless otherwise specified herein; see Paragraphs 3.2.5 and 3.2.6. Fifteen (15) days prior to the starting date of the contract, the Contractor must submit to the Regional Manager/Designee, a list giving the name of the manufacturer, the brand name and intended use of each of the materials that he/she proposes to use in the performance of the work. The Contractor shall not use any material which the Regional Manager /Designee determines would be unsuitable for the purpose, or harmful to the surfaces to which applied, or to any other part of the building, its contents, or furnished upon request.

3.2.7.2 Furnish all necessary cleaning equipment (commercial/industrial) including power driven floor scrubbing machines, polishing machines, vacuum cleaners, etc., required for the performance of the work of the contract. This equipment must be of the size and type customarily used in work of this kind and must meet the approval of the Regional Manager/Designee.

3.2.7.3 Ensure that each piece of equipment delivered to the contract site for use under the contract is serially numbered and appropriately identified with a plate affixed thereon. The Contractor must furnish the Regional Manager/Designee with a listing of all the equipment delivered to the building with the corresponding serial numbers. On a schedule established by the Regional Manager/Designee, an inventory is to be made of the equipment. The purpose of the inventory is to ensure that all equipment is in operating condition and that the quantity and quality agreed upon at the award of the contract is the same. The Contractor shall accompany the designated State employee conducting the inventory. It is the responsibility of the Contractor to provide only those items approved at the beginning of the contract.

Further, all equipment shall be operative at all times. Any in-operative equipment shall be repaired and/or replaced within a 24-hour period.

3.2.7.4 In conjunction with the Regional Manager/Designee, inventory all the materials and equipment on hand during the final month of the contract period and develop a listing of all materials and equipment which have been paid for by the State. Any materials remaining at the termination of the contract that have been paid for by the State will remain the property of the State.

3.2.8 ON-SITE SUPERVISOR:

3.2.8.1 The successful Contractor shall provide for an On-Site Supervisor who will represent the Contractor in all matters concerning this contract.

3.2.8.2 The On-Site Supervisor will be available to the Regional Manager/ Designee, between the hours of 4:00 p.m. to 4:30 p.m. when requested, for the purpose of obtaining instructions or becoming informed about the deficiencies in the janitorial work or any other reason the Regional Manager/Designee should wish to confer with the on- site supervisor.

3.2.8.3 Failure of the On-Site Supervisor to be present at any time janitorial work is performed under this contract will result in reductions from payment to the Contractor equal to the hours the supervisor was not present multiplied by the hourly rate supplied by the Contractor.

3.2.8.4 The On-Site Supervisor will be given a copy of these Specifications and the appropriate schedules and standards.

3.2.8.5 The On-Site Supervisor is responsible for presenting to the Regional Manager/Designee a schedule of dates and times when the semi-annual and annual tasks will be accomplished. This schedule is to be presented no later than 30 calendar days following the first day of service under this contract.

3.2.8.6 The On-Site Supervisor is accountable for the behavior of the Contractor’s personnel assigned to this contract.

3.2.8.7 The On-Site Supervisor shall be able to read, write and speak proficiently in English.

3.2.9 PROVISION OF A DAY PORTER JANITOR:

3.2.9.1 The Contractor shall provide one (1) daytime janitor to work from 7:30 a.m. to 3:30 p.m. Monday through

Friday except State holidays, to perform janitorial tasks that would help with the upkeep of some areas such as lobby floors, Staff Offices, window ledges, cells, restrooms and any other task that may be accomplished during daytime

3.2.9.2 Janitorial personnel must be able to read and understand English and demonstrate proficiency to follow directions printed in English on containers or packaging of supplies.

3.2.9.3 The janitorial task schedule shall be followed. The Sweeney DC/MSC shall determine satisfactory completion of all tasks.

3.2.9.4 Failure of the Contractor to provide an adequate evening janitorial staff as described under Section 3.2.8 shall be considered as a breach of contract and shall because to consider the Contractor in default.

3.2.10 CONDUCT OF JANITORS:

3.2.10.1 Employees of the Contractor, while performing work under this contract, shall not:

a) Remove any State property or personal property, equipment, monies, forms, or any other item from the building

b) Engage in loud boisterous behavior

c) Play music or any other sound amplification devices

d) Be under the influence of alcohol or drugs

e) Gamble

f) Turn on or off or uses any equipment other than the Contractor’s equipment

g) Use any State telephone except a telephone designated by building management for the purpose of business under this contract. The Contractor shall reimburse the State for any costs for misuse of telephone attributable to the Contractor’s employees.

f) Open any desk, file cabinet or storage cabinet

g) Consume any food or beverage, other than that brought with the employee and only in areas designated by the building management

h) Engage in horseplay

i) Remove any article from desks

j) Sleep

k) Engage in long conversations with the security or other individuals

l) Take photographs of the building or its contents

m) Remove any documents, records, forms or paper of any kind which is not either in trash cans or clearly marked as trash

n) Use any tobacco or tobacco substitute products in any form

o) Engage in any activity which is not in the best interest of the State or is otherwise detrimental to the performance of this contract.

p) Have any visitors, bring children or pets to work or allow any unauthorized individuals into the facility at any time.

3.2.10.2 The Contractor shall not hire State Employees for work in State Buildings.

3.2.10.3 Should the State find any janitor undesirable under this contract, the State shall immediately notify the Contractor’s representative verbally, followed by a written notification to the Contractor, that the particular janitor is undesirable. The Contractor shall be responsible for the conduct of that janitor and liable for any action or inaction of that janitor while performing work under this contract.

3.2.11 THE CONTRACTOR SHALL REQUIRE ALL EMPLOYEES TO WEAR DISTINCTIVE WORK

CLOTHING.

3.2.11.1 Identification and assure that every employee is in the proper attire when the employee is on duty. A below-waist work smock is acceptable. Any color or color combination as approved by the on-site Supervisor may be used; however, the distinctive clothing shall be the same for all the Contractor’s employees. Employees will be required to dress neatly commensurate with the task being performed.

3.2.11.2 All of the Contractor’s employees shall wear approved identification badges.

3.2.11.3 Personnel employed by the Contractor shall have the ability to speak, read and understand and write

English in a clear and concise manner and be capable employees qualified in this type of work. The Contractor shall staff the building with trained and experienced cleaning personnel who will exhibit capability to operate with a minimum of supervision. A fully qualified workforce shall be maintained throughout the period of this contract. All personnel shall receive close and continuing first-line supervision.

3.2.11.4 The Contractor shall employ the quantity and quality of supervision necessary for both effective and efficient management of cleaning operations at all times. The on-site Supervisor shall have thorough knowledge of the various cleaning tasks, equipment and materials so as to be able to both properly train and direct the cleaners in their individual tasks and to maintain and control an effective inspection and follow-up program

3.2.12 AUTHORIZATION FOR ACCESS TO RECORDS AND DOCUMENTATION:

Upon award of the contract the company and applicant of company that is to be assigned to this contract shall present the following documentation:

3.2.12.1 A signed Authorization for Access to Records and Documentation.

3.2.12.2 The persons completed application.

3.2.12.3 A copy of certification of the education requirements.

3.2.12.4 Reference check of past employers.

3.2.13.5 The applicant must pass the background check and meet the standards of the Department of General

Services.

3.2.12.6 Applicant will not be interviewed if all of the above information is not received prior to the interview.

3.2.13 Security Requirements:

Employee Identification

(a) Each person is an employee or agent of the Contractor or subcontractor shall display his or her company ID badge at all times while on State premises. Upon request of authorized State personnel, each such employee or agent shall provide additional photo identification

(b) At all times at any facility, the Contractor’s personnel shall cooperate with Stat site requirements that include but are not limited to being prepared to be escorted at all times, providing information for badge issuance, and wearing the badge in a visual location at all times.

3.2.14 JANITORIAL TASKS – D1 through SA1:

The building must be cleaned at the frequency and to the standards as detailed in these specifications. The Regional Manager/Designee shall determine whether the tasks have been performed, and that the performance is in accordance with the standards set forth in these specifications.

3.2.14.1 TASK: D-1 Empty Trash Cans and Remove Trash Inside including bags of shredded paper and cardboard boxes for recycling.

FREQUENCY: DAILY

LOCATIONS: Lobbies, General Offices, Staff Offices, Judges Chambers, Conference Rooms, Courtrooms, Corridors, Lounges, Restrooms, Holding Cells, Outside Trash Cans at Entrances.

STANDARDS:

1. All trash from trash cans is removed and taken to the dumpster.

2. All small loose trash is placed in large plastic bags and deposited in dumpster provided. Large plastic bags are closed and tied and are free from holes which would allow trash or liquids to escape.

3. Dumpster doors are left closed and latched.

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

5. All items marked as trash are removed from all locations and boxes are broken down prior to placement in dumpster.

3.2.14.2 TASK: D2 Clean Glass and Mirrors

LOCATIONS: Entrances - Main Lobbies

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

3.2.14.3 TASK: D-3 Clean and Disinfect Water Fountains

LOCATIONS: Lobbies, Corridors and Lounges

1. All water spots, dirt, smudges, smears, film and haze is removed from water fountain.

2. Stubborn stains are removed and no damage is done to surfaces or water fountains.

3.2.14.4 TASK: D-4 Refill Paper Towels, Toilet Tissue, And Liquid Hand Soap

LOCATIONS: Restrooms, Judges Chambers, Employees Lounges, and *Holding Cells

1. All paper towel dispensers are filled to 3/4 capacity and paper towels are dispensed easily and correctly from dispenser.

2. All toilet paper dispensers have at least 1 roll of toilet paper and rolls are properly installed in dispensers.

3. All hand soap dispensers are filled to 3/4 capacity. Soap dispenser has been accessed properly and the dispenser has been restored to proper operating condition.

*TOILET PAPER ONLY IN HOLDING CELLS

3.2.14.5 TASK: D-5 Clean and Disinfect Sinks/ Basins, Toilets, Urinals, and Sanitary Napkin Depositories

LOCATIONS: Restrooms, Judges Chambers, Holding Cells and Employees Lounges

1. Sinks/basins, counter tops, and plumbing disinfected and free of stains, dirt, hair, smudges, smears, and water spots. Chrome fixtures or pipes shined.

2. Toilets and urinals disinfected and free of stains, dirt, hair, smudges, smears, water spots, encrustation, rust and odor. Exterior of depositories are free of smears, film and haze.

Contents of depositories bagged in plastic bags, plastic bags tied and deposited in dumpster.

3.2.14.6 TASK: D-6 Dust Mop followed by Wet Mop All

Ceramic Tile, Terrazzo and Resilient Tile Floors

LOCATIONS: Main Entrance Areas Including Stairwell and Restrooms

1. All dirt, melting compounds, dust and trash removed from floors.

2. No dirty water or cleaning solution residue or mop marks shall be visible of floors.

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

3.2.14.7 TASK: W-1 Empty Cigarette Urns

FREQUENCY: WEEKLY

LOCATIONS: Outside

Remove all extinguishing material in cigarette urns.

3.2.14.8 TASK: W-2 Clean Glass and Mirrors

LOCATIONS: General Offices, Staff Offices, Judges Chambers Courtrooms, Lounges and Restrooms.

STANDARDS:

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

3.2.14.9 TASK: W-3 Dust Mop followed by Wet Mop All Ceramic Tile, Terrazzo, and Resilient Tile Floors

LOCATIONS: All Tiled Corridors, Tiled Lounges, Tiled Stairwells, Tiled Elevator floors, Office and Storage Areas

1. All dirt, melting compounds, dust and trash removed from floors.

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

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

3.2.14.10 TASK: W-4 Buffing Resilient Floor

LOCATIONS: Lobbies, Corridors, Tiled Lounges, Stairwells, Tiled Elevator Floors, Office and Storage Areas

Floors are to have an even gloss sheen, free of any buffing or swirl marks and present a uniform appearance.

3.2.14.11 TASK: W-5 Vacuum Carpeted Areas

LOCATIONS: Judges Chambers, General Offices, Staff Offices, Carpeted Corridors, Carpeted

Reception Areas, Carpeted Lounges, Conference Rooms and Courtrooms

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

2. Furniture is to be returned to its original position.

3.2.14.12 TASK: W-6 Vacuum Floor Mats

LOCATIONS: Entrances, Lobbies, Corridors, Lounges, Stairwells

1. All dirt, dust and trash removed from floor mats.

2. Floor mats returned to their original positions.

3.2.14.13 TASK: W-7 Dust All Horizontal Surfaces

LOCATIONS: Judges Chambers, General Offices, Staff Offices, Lobbies, Corridors, Lounges, Conference Rooms and Courtrooms

All window ledges, desks, file cabinets, storage cabinets, wooden furniture, and all other horizontal surfaces are to be free of dust and trash.

3.2.14.14 TASK: W-8 Dust Vertical

LOCATIONS: Judges Chambers, Courtrooms, Staff Offices, General Offices, Lounges, Conference Rooms, Lobbies and Corridors

All dust removed from all vertical surfaces in the above areas.

3.2.14.15 TASK: W-9 Spot Clean Building Surfaces

LOCATIONS: Lobbies, General Offices, Staff Offices, Judges Chambers, Conference Rooms, Corridors, Lounges and Restrooms

All vinyl, painted or ceramic tile walls and restroom partitioning shall be free of smudges, smears, marks, dirt, fingerprints or other soil. Surfaces will be free of detergent residue, streaks, film or haze.

3.2.14.16 TASK: W-10 Spot Clean Lobby and Courtroom Furniture

LOCATIONS: Lobbies, Courtrooms, Corridors and Lounges

STANDARDS: All dirt, dust, smudges, smears and fingerprints are removed from furniture.

Furniture exhibits clear shine free of residue or haze.

3.2.14.17 TASK: W-11 Spot Clean Carpet Stains

LOCATIONS: All Carpeted Areas

Carpet is to be free of stains, spots, or marks of any kind which can be removed by carpet cleaners.

3.2.14.18 TASK M-1 Waxing All Resilient Tile

FREQUENCY: MONTHLY

LOCATIONS: All Resilient Tile Floors in Lobbies, Elevators, Corridors, Lounges, Reception

Areas and Stairwells

1. Resilient Tile evenly waxed and buffed to a high gloss.

2. Floor has no buffing marks or swirls and presents a uniform appearance.

3. No wax residue or build up in corners or areas of floor adjoining vertical walls or stairs.

3.2.14.19 TASK: SA-1 Refinish All Resilient Tile Floors

FREQUENCY: TWICE A YEAR

LOCATIONS: and Resilient Floor Areas in Lobbies, Corridors, Lounges, Reception Areas, Elevators and Stairwells

1. All old wax removed from and resilient tile floors.

2. All wax stripping solution removed from floor and surrounding walls areas.

3. New wax applied evenly and buffed to a high gloss.

4. No traces of dirt or marks on tile surfaces.

5. Floors are to have an even gloss sheen, free of any buffing or swirl marks and present a uniform appearance.

3.2.15 ADD ALTERNATES:

3.2.15.1 ADD ALTERNATE #1

TASK: A-1 Clean and Shampoo Carpeting

FREQUENCY: ONCE A YEAR

LOCATIONS: All Carpeted Areas of Building

1. Carpet is to be free of all dirt, stains, shampoo residue or other soil which can be removed through proper cleaning.

2. Carpet presents a uniform appearance.

3. Furniture is restored to its original position.

3.2.15.2 ADD ALTERNATE #2

TASK: A-2 Clean All Lighting Fixtures

LOCATIONS: All Lighting Fixtures throughout the Building

1. Interior reflectors free of dirt, dust and streaks.

2. Exterior diffuser or globes free of dirt, dust and streaks.

3. Fluorescent tubes cleaned and free of dirt, dust, and streaks.

4. Lighting fixtures reassembled to their proper operating condition.

3.2.15.3 ADD ALTERNATE #3

TASK: A-3 Clean All Exterior Windows and Glass Walls

LOCATIONS: Throughout the Exterior and interior of the Building

1. Windows are free of dirt and streaks both inside and outside.

2. Glass presents a uniform appearance.

3.2.16 DEFERRED MAINTENANCE:

3.2.16.1 The Procurement Officer, or any authorized superior above the Regional Manager’s position, may defer any task, add alternate task or requirement of the contract if this person, or persons, deem it in the best interest of the State to do so. This act may be initiated by verbal notice to the Contractor followed by a written order and may be implemented at any time during the term of this contract.

3.2.16.2 Upon issuance of the deferred maintenance order, the Contractor’s monthly invoice will be adjusted to reflect the reduced value of the services he/she would normally have provided under this contract.

3.2.17 EMERGENCY CONDITIONS:

Should an emergency condition requiring immediate attention exist, (such as flooding of a particular section of the building), the Contractor shall divert his/her force or whatever part thereof as directed by the Superintendent’s Office/Designee as necessary from their normal assigned duties to meet the condition. When these employees are no longer required for the special work, they shall be directed to return to their normal duties and the Contractor shall not be penalized because the normal daily work which otherwise would have been performed during the interval has been neglected.

3.2.18 BUILDING CLOSURE:

Whenever State employees are excused early as the result of heavy snow accumulation or hazardous conditions, the Contractor must make every reasonable effort to provide janitorial services, particularly if the occurrence is on a Friday or is a day preceding a holiday. Work should be performed during the holiday or weekend so that the building shall be cleaned prior to office hours on the following working day. The Contractor shall not receive payment for any daily tasks not performed as a result of the building being closed.

3.2.19 HOLIDAY SCHEDULE:

The building will not be serviced according to the weekend schedule for the following State holidays:

New Year’s Day Columbus Day Martin Luther King Day Veteran’s Day Washington’s Birthday Thanksgiving Day Memorial Day Day after Thanksgiving Independence Day Christmas Day Labor Day Juneteenth

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

3.2.20 REDUCTIONS FOR NON-PERFORMANCE OR FAILURE TO MEET STANDARDS:

The following reductions shall be used in adjusting the Contractor’s invoice when the Contractor fails to perform any task required in these specifications or performs any task below the standards as required in these specifications.

Within each 12-month period of the contract:

3.2.20.1 First occurrence - written documentation notice from the Contract Monitor to the contractor.

3.2.20.2 Second occurrence - written documentation and deduction of 1/60th of monthly invoice amount.

3.2.20.3 Third occurrence - written documentation and deduction of 1/30th of monthly invoice amount.

3.2.20.4 Reductions for “No Shows” will be based on the normal number of Contractor’s personnel assigned to the building multiplied by the hours normally worked.

3.2.20.5 Reductions for below standards work will be made if, after the second documented notification, the

Contractor has not corrected the deficiency and State workers are assigned to perform the task.

Reductions will be based on the hourly wage rate of the State employee assigned to perform the task times the hour/hours required for State workers to perform the task.

3.2.20.6 Reductions for non-performance will be made if the task was not done and State workers must be assigned immediately to perform the task. Reductions will be based on the hourly wage rate of the State employee assigned to perform the task times the hour/hours required for State workers to perform the task.

3.2.20.7 The referenced conditions (examples) may result in Termination of Contract for Default by the

Procurement Officer.

3.2.20.8 Note: Copies of all correspondence regarding this clause must be submitted to the Procurement Officer.

3.2.21 DISPUTES ARISING FROM REDUCTIONS:

3.2.21.1 Should the Contractor dispute the validity of a reduction determination made by the Regional

Manager/Designee, he may appeal against the reduction to the Superintendent, within seven (7) calendar days of receiving notice of the reduction.

3.2.21.2 The Superintendent will review the reduction and make a written determination as to its validity within seven (7) days of the receipt of the appeal from the Contractor.

3.2.21.3 Should the Contractor disagree with the decision of the Superintendent, the Contractor may appeal the Superintendent’s decision to the Assistant Secretary for Office of Facilities Management, Annapolis Public Buildings & Grounds, 29 St. John’s Street, Annapolis, Maryland 21401, within seven (7) calendar days of the receipt of the Superintendent’s decision.

3.2.21.4 The Assistant Secretary for Office of Facilities Management shall review all documentation, evidence and arguments of the Contractor and the Regional Manager/Designee and make a written determination as to the validity of the reduction within seven (7) days of receiving the appeal from the Contractor.

3.2.22 BASE BID:

The Base Bid shall be a total three (3) year price with two (2) one (1) year renewal options for the provision of all janitorial services as described in section 3.2.14 through 3.2.14.19 of these specifications for the Robert F.

Sweeney District Court/Multi-Service Center. This price covers all daily, weekly, monthly and semi-annual tasks to the standards set forth including all supplies, equipment, wages, overhead and profit for the entire term of the contract.

3.2.23 ADD ALTERNATES:

Add Alternate Prices must include all once-a-year items (3.2.15.1 through 3.2.15.3) to the standards set fourth including all supplies, equipment, wages, overhead, and profit for the entire term of the contract.

3.2.23.1 Add Alternate #1 – Shall be a total three (3) year price for carpet shampooing once a year.

3.2.23.2 Add Alternate #2 – Shall be a total three (3) year price for cleaning all specified light fixtures once a year.

3.2.23.3Add Alternate #3 – Shall be a total three (3) year price for cleaning all interior and exterior windows and glass wall once a year.

NOTE: Add Alternate pricing must be for the cost of the specific Add Alternate only. Do not add the Add Alternate cost together or to the Base Bid.

3.3 Security Requirements

3.3.1 Employee Identification

(a) Each person who is an employee or agent of the Contractor or subcontractor shall display his or her state issued badge at all times while on State premises. Upon request of authorized State personnel, each such employee or agent shall provide additional photo identification.

(b) At all times at any facility, the Contractor’s personnel shall cooperate with State site requirements that include but are not limited to being prepared to be escorted at all times, providing information for badge issuance, and wearing the badge in a visual location at all times.

3.3.2 Information Technology

(a) Contractors shall comply with and adhere to the State IT Security Policy and Standards. These policies may be revised from time to time and the Contractor shall comply with all such revisions. Updated and revised versions of the State IT Policy and Standards are available online at: www.doit.maryland.gov – keyword: Security Policy.

(b) The Contractor shall not connect any of its own equipment to a State LAN/WAN without prior written approval by the State. The Contractor shall complete any necessary paperwork as directed and coordinated with the Contract Monitor to obtain approval by the State to connect Contractor-owned equipment to a State

LAN/WAN.

3.3.3 Criminal Background Check

The Contractor shall obtain and submit a Maryland Capital Police ID request form permitting a criminal background check. Upon approval, Maryland Capital Police will issue a state Contractor ID badge at the Contractor’s expense. This will be a processing fee of $15.00. The Contractor may not assign an employee with a criminal record unless prior written approval is obtained from the Contract Monitor.

3.4 Insurance Requirements

3.4.1 The Contractor shall maintain Commercial General Liability Insurance with limits sufficient to cover losses resulting from, or arising out of, Contractor action or inaction in the performance of the Contract by the Contractor, its agents, servants, employees, or subcontractors, but no less than a Combined Single Limit for Bodily Injury, Property Damage, and Personal and Advertising Injury Liability of $1,000,000 per occurrence and $3,000,000 aggregate.

3.4.2 The Contractor shall maintain Automobile and/or Commercial Truck Insurance as appropriate with Liability, Collision, and PIP limits no less than those required by the State where the vehicle(s) is registered, but in no case less than those required by the State of Maryland.

3.4.3 Fidelity Bond – Contractor's employees shall be bonded by a company approved by the Maryland Insurance

Commissioner to issue such bonds in Maryland. The bond or bonds shall protect the State against loss by theft of money or other property from the premises to which the State or others may sustain as a result of any fraudulent or dishonest act of Contractor's employee, acting alone or in collusion with others, during the term of the contract.

Said bond or bonds shall have a limit of $2,500 per occurrence, per employee. Contractor must deliver said bond or bonds to the State no later that time of award.

3.4.4 Within five (5) Business Days of recommendation for Contract award, the Contractor shall provide the Contract

Monitor with current certificates of insurance, and shall update such certificates from time to time but no less than annually in multi-year contracts, as directed by the Contract Monitor. Such copy of the Contractor’s current certificate of insurance shall contain at minimum the following:

http://www.doit.maryland.gov/

a. Workers’ Compensation – The Contractor shall maintain such insurance as necessary and/or as required under Workers’ Compensation Acts, the Longshore and Harbor Workers’ Compensation Act, and the Federal Employers’ Liability Act.

b. Commercial General Liability as required in Section 3.4.1.

c. Automobile and/or Commercial Truck Insurance as required in Section 3.4.2.

d. Employee Theft Insurance as required in Section 3.4.3.

3.4.5 The State shall be listed as an additional insured on the policies with the exception of Worker’s Compensation

Insurance and Professional Liability Insurance. All insurance policies shall be endorsed to include a clause that requires that the insurance carrier provide the Contract Monitor, by certified mail, not less than 45 days’ advance notice of any non-renewal, cancellation, or expiration. In the event the Contract Monitor receives a notice of non-renewal, the Contractor shall provide the Contract Monitor with an insurance policy from another carrier at least 30 days prior to the expiration of the insurance policy then in effect. All insurance policies shall be with a company licensed by the State to do business and to provide such policies.

On the Certificate of Liability, the “DESCRIPTION OF OPERATIONS” shall read as follows:

JANITORIAL SERVICES at the Sweeney DC/MSC, Annapolis, MD. 21401. THE STATE OF

MARYLAND IS INCLUDED AS AN ADDITIONAL INSURED SOLELY WITH RESPECT TO THE

OPERATIONS AND ACTIVITIES OF THE NAMED INSURED”.

3.4.6 The Contractor shall require that any subcontractors providing services under this Contract obtain and maintain similar levels of insurance and shall provide the Contract Monitor with the same documentation as is required of the Contractor.

3.7 End of Contract Transition

The Contractor shall cooperate in the orderly transition of services from it to a subsequent contractor at the end of the contract term or upon receipt of a Notice of Termination from the State. Transition shall be provided in a prompt and timely manner, shall proceed in accordance with the schedule provided to the Contractor by the State in the Notice of Transition, and shall be for a period of at least sixty (60) days. Additional instructions regarding transition services may be provided in the event of a Notice of Termination issued by the State.

THIS IS THE END OF THE REQUEST FOR INFORMATION