Roanoke Career Center - Janitorial Service Specifications.docx

***Roanoke Career Center – Janitorial Service Specifications ***

Location: Roanoke Career Center

Career Center Manager: Rebekah Freeman (256) 414-6200

Service Period: July 2026 through September 30, 2026

***Contact the Career Center Manage to Schedule Appointment to Tour Facility***

***Vendor must submit a thirty (30) day written notification prior to contract termination. ***

Section I: Scope Vendors shall furnish all labor, material, equipment and supervision, to maintain the facility in a clean and sanitary condition and in accordance with the following specifications. All nightly services are to be performed five nights each week, after 5:00 p.m. Monday through Friday. No cleaning operation will be after 12:00 midnight without written permission by the department.

Section IA: Key Control

1. The vendor shall adequately secure the keys, key cards, other entry devices and codes provided by the state.

2. Any such item which becomes lost, missing, or stolen shall be immediately reported to the department supervisor by the vendor. Should the vendor lose or have stolen any keys issued to the vendor by the state, the cost of changing locks or keys to buildings, rooms or areas accessible by the lost or stolen keys will be deducted from the vendor’s invoice to the state for the work performed under this contract. This will also pertain to cancellation of a service when the keys are not turned in within 24 hours.

Section II: Examination of Buildings Vendor is to conduct a thorough and complete examination of the approximately 1,800 square foot facility prior to submitting a bid. Vendor and Career Center Manager or Supervisor must sign and date stating a site visit was conducted. The mandatory site visit certification sheet must be attached when submitting the bid. Failure of vendor to completely familiarize himself with the building conditions and requirements prior to submitting the bid will not relieve the bidder of the responsibility in meeting the specifications. By having your bid signed and dated by the manager, supervisor or person in charge will indicate that the contractor fully understands the conditions of the buildings and the cleaning that is required to do a satisfactory job.

Section III: Technical Assistance Vendor is to have an adequate service organization with local representatives and cleaning personnel. The service representatives must be employed by the vendor or designated himself as their authorized representatives on a full-time basis and not as a sub-contractor. There will not be any sub-contracting at any time unless written approval is given by the department.

Section IV: Supervisory Personnel and Supplies Vendor must furnish competent and skilled people to assure quality and performance within the terms and conditions of the contract. There will not be any children under the age of eighteen or pets allowed on premises during cleaning operations. The supervisor’s name, address, and phone number will be given to the department supervisor at each location. The supervisor may be a working supervisor but must make sufficient inspections and follow-up program to ensure the services are performed as specified. Vendor must post the regulations governing his employees while in the building and post a copy of the cleaning schedule in each supply closet.

Vendor shall submit prior to commencement of contract a list of all materials and equipment to be used in providing the cleaning service. Department may approve or disapprove any products or equipment.

Section V: Qualifications of Vendor In evaluating each vendor, consideration will be given to the following criteria: deficiency in any of the below listed areas may be adequate reason for bid rejection:

1. Failure to submit references with bid.

2. Due to the fiscal year ending on September 30th and the new fiscal year beginning October 1st, payments for services may take up to 30-45 days before vendor receives payment for October.

Section VI: Items Furnished by the State or Contractor

1. Paper towels, toilet tissue, hand soap, trash can liners and liners for sanitary napkin holders will be furnished by the state. Vendor to replace in dispensers and trash cans. All dispensers are furnished and installed by the state.

2. Invoice to be rendered at the end of each month in arrears by vendor. Contact department for payment of services.

Section VII: Cleaning Schedule and duties to be performed by Vendor:

Monthly Cleaning Schedule and duties to be performed by Vendor Nightly:

1. Offices, Breakroom, and Conference Rooms:

1. Empty waste baskets. Replace all obviously soiled or torn liners in wastebaskets. Wastepaper and trash will be put into trash can/dumpster in the main disposal area.

1. Dust mop tile floors, take care to get under furniture and into corners, and the edge of walls and doorways.

1. Damp mop tile floors to remove all foreign matter and/or spillage.

1. Vacuum and spot clean all carpets.

1. Thoroughly dust all horizontal surfaces, including all available desktops, tables, file cabinets, windowsills, chairs, and ledges.

1. Remove handprints from glass topped desks, doors, etc.

1. Remove handprints from around light switches and door frames.

1. Clean and polish bright metal to hand height.

1. Clean all glass in partitions and doors (both sides).

1. Sanitize all door handles.

1. Clean all windowsills.

1. Dust and wipe all telephones.

1. Dust all vertical surfaces such as desks, file cabinets, and chairs.

1. Clean, dust, sanitize computer stations and chairs. COMPUTERS AND KEYBOARDS TO BE CLEANED BY THE CAREER CENTER.

1. Clean, disinfect with germicidal solution and polish drinking fountains.

1. Employee’s breakroom, tile floors are to be damp mopped, counter/tabletop, outsides of appliances and sinks are to be kept clean.

1. Wash out trash receptacles using a disinfectant.

1. If janitorial personnel utilize the heating or air conditioning system, they are to be placed at proper setting before leaving.

1. Supply closets to be kept clean and neat.

1. Restrooms:

1. Empty all containers and disposals.

1. Clean mirrors.

1. Clean entrance door.

1. Clean towel cabinet covers.

1. Clean and disinfect with a germicidal detergent solution on all wash basins, commodes, toilet seats, urinals and adjacent surfaces.

1. Dust, spot clean, metal partitions and polish bright work.

1. Wash and sanitize metal partitions.

1. Sanitize all door handles.

1. Remove fingerprints from stall doors.

1. Remove splash marks from walls around wash basins and urinals.

1. Wet mop restroom floors using a germicidal detergent solution.

1. Empty waste baskets. Replace all obviously soiled or torn liners in wastebaskets. Wastepaper and trash will be put into trash can/dumpster in the main disposal area.

1. Wash trash receptacles using a disinfectant.

1. Lobby Entranceways and Corridors:

1. Dust and damp mop floors. (n)

1. Vacuum entrance mats and replace in the entranceway after the floor has dried. (n)

1. Dust and clean to remove fingerprints from all glass.

1. Entryway/Exit rugs inside and outside must be swept, vacuumed, cleaned under.

1. Empty trash receptacles

1. Carpets and Floors:

1. Sweep and mop all tile floors, moving rugs where needed.

2. Vacuum all carpet areas.

MANDATORY SITE VISIT CERTIFICATION

Certification of Inspection:

This statement certifies that the vendor has inspected the facility and is aware of all the requirements, terms, and conditions. Building Square footage provided is an estimate and does not reflect the cleaning square footage. It is the responsibility of the vendor to verify the actual square footage pertaining to this bid. To validate this certification, the vendor and agency management (manager, supervisor, etc.) must sign in the spaces provided. This signed statement must be submitted with the bid or the bid will be rejected.

Vendor’s Signature: _________________________________________ Date: ____________

Agency Signature: __________________________________________ Date: ____________

Title: __________________________________________________