Sch B1 Welcome Center Janitorial specs Monroe.docx

Michigan.gov/MiProcurement

SCHEDULE B.1 – JANITORIAL SPECIFICATIONS

Michigan.gov/MiProcurement

SCHEDULE B.1 – JANITORIAL SPECIFICATIONS

Request for Proposal (RFP) No. 260000002444 Janitorial/Grounds/Snow Services for the Monroe Welcome Center

I. WELCOME CENTER/REST AREA JANITORIAL REQUIREMENTS

An attendant must be onsite during the Regular Hours of Staffing as stated in the Specifications on Schedule C – Location Specification Sheet.

1.1. BASIC JANITORIAL SERVICES

A. Restrooms

1. Primary Cleaning of Restrooms. Primary cleaning, specified in the following, shall be completed between the hours of 6:00 A.M. and 8:00 A.M (Snow and ice removal shall be the first priority after replenishing supplies).

a. Close off restroom and place closed sign in front of door while cleaning, if necessary. Restroom shall be closed for a maximum of 20 minutes in Rest Areas which only have one men’s and one women’s bathroom. All restrooms shall remain open except during cleaning.

b. Perform cleaning survey of all areas - note problems with lights, faucet leaks, flush valves, floor tiles, drains, etc. Fill out condition report.

c. Replenish supplies (toilet tissue, hand soap, etc.). Do not dilute hand soap with water.

d. Clean and disinfect door, door pulls, window, kick plates, etc.

e. Clean and sanitize baby changing stations. Use an all-purpose or pH-neutral cleaning solution. Clean all touchable areas of the baby changing station, including handles, sides, safety straps and the interior changing surface. After use of cleaning solution, wipe down with clean, wet towel or rinse down with water to ensure removal of any soil or chemical material.

f. Clean and disinfect sanitary napkin receptacle - remove bag, disinfect container, and install new bag.

g. Apply disinfectant to outside of toilets, top and bottom of seats, and flush valves. Do not use acid bowl cleaner.

h. Punch water out of toilet traps.

i. Apply acid bowl cleaner to johnny mop and clean inside of toilet bowl. Pay special attention to under the rim of the bowl.

j. Apply disinfectant to outside of urinals and flush valves. Do not use acid bowl cleaner.

k. Apply acid bowl cleaner to johnny mop and clean inside of urinal bowl. Do not use on waterless urinals

l. Apply properly diluted cleaner to waterless urinal by misting onto the urinal surface and wiping away with a rag or sponge. Never apply cleaner directly to cartridge. Do not pour water or other liquid into the urinals.

m. Clean mirrors.

n. Clean and disinfect sinks, countertops, fixtures, and front of vanity.

o. Clean and disinfect hand dryers. For manual dryers, disinfect push buttons and wipe air inlet openings. For automatic dryers, follow manufacturer’s instructions for cleaning and taking care to avoid damage to sensors.

p. Wipe disinfectant from toilets, seats, flush valves, and urinals.

q. Spot clean walls, ceilings, and partitions; remove graffiti.

r. Pick up trash and sweep floor.

s. Empty trash receptacles; clean and disinfect inside and outside of all waste receptacles presenting a soiled or odorous condition. Replace receptacle liners when torn or soiled.

t. Mop floors using liquid detergent disinfectant.

u. Place floor dryers as needed to dry floor prior to re-opening rest room.

v. Report needed repairs to the Program Manager.

2. Daily Periodic Check of Restrooms. Spot clean and check condition of supplies throughout the day. Repeat any primary cleaning specifications necessary. Spot cleaning shall be completed as necessary and at a minimum every two hours from 8:00 AM until the end of the scheduled daily coverage. Increased frequency of periodic checks may be required during periods of high use.

a. Clean and sanitize all porcelain fixtures.

b. Clean and sanitize baby changing stations.

c. Clean and sanitize hand dryers.

d. Refill toilet tissue dispensers.

e. Wash walls around sinks and hand dryers.

f. Sweep floors and spot mop as needed.

g. Remove graffiti from all surfaces – walls, stall partitions, mirrors, etc. – using appropriate removal product.

h. Check grounds and walks and spot clean as needed.

3. Disinfect and clean entire walls and partitions.

4. Remove and clean plastic light fixture covers with soap and water.

5. Clean window screens as needed.

6. Scrub tile floors using 175 rpm rotary floor machine, 15" diameter brush spread with 15" diameter "ZIM-GRIT" - Green ZZ scrubber pad or approved alternate.

a. Close restroom - sign properly displayed.

b. Sweep area thoroughly; remove gum or sticky substances with putty knife.

c. Fill bucket with carefully measured 20-36% E.P.A. registered phosphoric acid-based solution.

d. Place wet floor signs in area.

e. Liberally apply cleaning solution to floor with wet mop.

f. Allow solution to dwell five minutes.

g. Scrub corners and areas machine will not reach with manual swivel scrub brush.

h. Pickup scrubbing solution with wet mop.

i. Empty bucket - refill with clean rinse water.

j. Rinse floor and corners thoroughly - change water often.

k. Pickup rinse water with dry mop.

l. Dry mop, allow to dry, remove wet floor signs.

7. Wash restroom walls, partitions, toilets, and urinals with portable pump-up sprayer.

a. Close restroom.

b. Remove all paper products.

c. Trip the circuit to hand dryers, and electrical outlets.

d. Cover all hand dryers, and electrical outlets with plastic duct tape.

e. Wear gloves and eye protection and any other PPE prescribed by the SDS for the cleaning product being used.

f. Prepare detergent-disinfectant solution according to manufacturer’s directions.

g. Apply cleaning solution to walls and partitions. (DO NOT SPRAY CEILING).

h. Wash toilets, urinals, flush valves.

i. Allow solution to dwell 10 minutes.

j. Rinse thoroughly with clean, warm water.

k. Wipe down walls, toilets, and urinals with clean cloth.

l. Dry mop floor.

8. Clean drains with approved disinfectant.

9. Completely clean ceiling vent covers.

10. Turn off ceiling heaters (if present) and clean panels.

B. Lobby and Entrance Ways

1. Empty trash receptacles, clean and disinfect inside and outside of all waste receptacles presenting a soiled or odorous condition. Replace receptacle liners when torn or soiled.

2. Sweep and mop lobby and entrance floor with detergent disinfectant - proper signing necessary.

3. Vacuum entryway floor mats.

4. Clean and disinfect drinking fountains.

5. Pick up litter, papers, etc.

6. Wash windows/doors that can be reached from ground level and are accessible to public. Remove cobwebs and remove fingerprints, smudges, and smears.

7. Remove graffiti from surfaces using appropriate product for surface.

8. Spot clean ceilings.

9. Wash all windows including upper-level, transom, and truss windows with squeegee (where applicable).

10. Clean ceiling and beams/trusses.

11. Turn off ceiling heaters and clean (where applicable).

C. Storage/Utility Areas

1. Keep storage area neat and tidy.

a. Pick up litter.

b. Dispose of empty containers and supplies/materials/equipment no longer used or are damaged.

c. Keep walkways clear of obstruction.

2. Record Welcome Center incident report, Welcome Center condition report and coffee break forms.

3. Visually inspect all equipment (water heaters, pipes, furnace, etc.) for possible leaks.

4. Sweep, mop floor and wipe equipment.

5. Clean drains with approved disinfectant cleaner.

D. General Grounds Cleaning

1. Pick up litter and debris, including paper, food/drink waste, cigarette butts, sticks, and animal droppings, from the grounds and all parking lots. Properly dispose of debris.

2. Sweep curb.

3. Empty trash barrels; disinfect barrels if soiled. Replace plastic bags/liners in trash barrels.

4. Clean cigarette snuffers and/or ash receptacles. Remove cigarette butts from containers.

5. Clean park benches and picnic tables with detergent/disinfectant and rinse.

6. Sweep concrete slabs beneath park benches and picnic tables.

7. Remove/dispose of ashes and clean picnic grills/stoves.

E. Plastic Map and Display Cases

1. Clean plexiglass with a mild soap and water. Do not use harsh chemicals or abrasive materials – DO NOT scratch plexiglass.

2. Remove graffiti using appropriate product for surface.

3. Remove cobwebs in and around structures.

F. Sidewalks, Walkways, and Plaza Areas

1. Sweep all sidewalks, walkways, and plaza area pavement surfaces clean of debris.

1.2. NO-SNOW and/or GROWING SEASON SERVICES

G. General Grounds Cleaning

1. Water new landscape plantings as needed or as directed by Program Manager.

2. Weed all landscaped beds, flowerbeds and mulch/wood chip covered areas.

H. Sidewalks, Walkways and Plaza Areas

1. Remove weeds/grass growing in concrete cracks.

2. Powerwash sidewalks, walkways, and plaza areas from building entrance to parking lot.

3. Remove gum by spraying with gum remover.

I. Annual Flower Beds

1. Water as often as needed.

a. Do not allow soil to dry out.

b. Water in the morning.

c. Water thoroughly, with water hose, allowing the water to penetrate down to a depth of four to six inches to encourage deep root growth. Probe the soil to determine when the water has reached these depths.

2. Remove weeds daily as needed. Weeds must be removed either by hand pulling or lightly scratching the surface with a hoe to cut weeds off just below the soil level.

3. Remove (deadhead) faded flowers. Deadheading is necessary to keep the plants attractive, from going to seed and to prevent diseases. Remove faded flowers as needed according to the maintenance level throughout the entire season.

a. Low Maintenance - Faded flowers fall cleanly from the plant and do not need removing.

1) Alyssum

2) Basil

3) Begonias

4) Coleus

5) Dahlberg daisy

6) Dusty Miller

7) Flowering cabbage and kale

8) Impatiens

9) Vinca

b. Semi-Low Maintenance - Shear back once in mid-July. Shearing back is another form of deadheading. Only enough growth is sheared to remove the flower heads. No more than 33% - 50% of the plants’ top growth should be removed.

1) Lobelia

2) Petunia

c. Medium Maintenance - Deadhead at least twice a week or as blossoms die. Pinch off faded flowers with fingers just below the flower head or pinch off complete stems depending on the particular plant. Be sure to remove the seedpod also.

1) Brachycome (Swan River Daisy)

2) Cosmos

3) Dianthus

4) Geraniums

5) Marigold

6) Pansies

7) Rudbeckia

8) Salvia

9) Snapdragon

10) Strawflower

11) Verbena

1.3. SNOW and/or WINTER SEASON SERVICES

J. Sidewalks, Walkways and Plaza Areas

1. Shovel/sweep as often as needed to remove snow and ice; the full width of sidewalks, walkways and plaza areas must be kept free of snow and ice at all times.

2. Apply deicer chemicals after snow/ice removal is complete.

3. Remove, as often as needed, any snow left between the parking area (curbside) and the sidewalk. All curb cuts must be kept clear of snow and ice.

4. To avoid snow being pushed onto walkways during plowing, snow must be cleared along the curbs adjacent to the walkways in the parking lot areas in front of and in back of the Welcome Center/Rest Area building. The cleared area must be at least the width of a snowblower or 24” wide and the length of the walkways.

5. When snow is not present, sweep excess deicer chemical from sidewalks/walkways/plaza areas after clear and dry.

1.4 FACILITY MAINTENANCE

K. Minor Maintenance The Contractor must perform the following minor maintenance:

1. Tighten loose screws in partition doors, door closures, etc.

2. Plunge plugged toilets and urinals or rod if necessary.

If a problem cannot be fixed by minor maintenance, turn off water supply to fixtures, electric supply to dryers, lights, or heaters; place temporary "out of order" sign on stall; and notify the Program Manager immediately. The Program Manager may give further instructions for temporary closing part or all of the Welcome Center/Rest Area.

The Contractor shall notify the Program Manager of any conditions that are deemed hazardous or may be questionable and of Welcome Center/Rest Area damage that requires more than minor maintenance.

The Contractor must contact the Program Manager immediately for necessary repairs and replacements, or of any warning lights in the maintenance room or outside on Welcome Center/Rest Area grounds.

The Contractor must not adjust or tamper with controls regulating water treatment equipment, or HVAC equipment. Temperatures in the Welcome Center will be maintained at 68 degrees Fahrenheit.

K.1 MDOT Responsibility

1. Major building repairs and replacement of fixtures will be done by MDOT as required, unless specified as the Contractor's responsibility.

2. MDOT is responsible for the general maintenance of their facilities and all other maintenance not specifically required of the Contractor under the Contract. Maintenance performed by MDOT includes:

a) Water conditioning equipment

b) Building structures or shelters

c) Trees and shrubs, placing and planting, trimming and removal

d) Heating and plumbing systems, unless specified as the Contractor's minor maintenance

e) Fences

f) Lagoons, tile fields and septic tanks

g) Electrical equipment

h) Utility bills

II. HOLIDAYS AND ADDITIONAL COVERAGE

Holiday periods and Summer weekends may require additional hours of coverage. In addition, staffing with one male and one female attendant on duty during the hours of coverage may be required. See Schedule C, tab 1 Service Specifications for additional coverage hours and requirements. No additional compensation will be provided; coverage costs for these periods are to be included in the Contract unit price.

III. REFUSE DISPOSAL

A. Contractor Responsibility

1. The Contractor is responsible for the legal disposal of all refuse and associated costs of disposal.

2. If Contractor is removing refuse from the Welcome Center on a daily basis, rather than contracting a dumpster, no refuse should be stored at an off-site location. Once refuse is removed from the Welcome Center site, it must be promptly disposed of at a legal disposal site unless the Contractor removes refuse outside the disposal site’s hours of operation. If this occurs, off-site storage will be allowed; however, refuse must be taken to the disposal site on the first day the disposal site is open. Contractor must take due diligence to avoid off-site storage of refuse.

3. The Contractor must provide proof of proper disposal (receipts, bills) upon Program Manager’s request.

B. Onsite refuse storage

1. The Contractor is responsible for obtaining dumpster(s) and arranging pickup of refuse as frequently as necessary to avoid overflow of dumpster

2. The number and capacity of dumpster(s) must be appropriate and adequate for a minimum once per week pickup. The Contractor must check with the Program Manager for restrictions to the number of dumpsters or size/capacity allowed.

3. Dumpster will be located as specified by the Program Manager.

4. All bagged refuse must be contained in a dumpster. No excess refuse, bagged or unbagged, shall be placed or stacked against full dumpster.

5. The Program Manager may request the Contractor obtain additional resources if required.

IV. SUPPLIES REQUIREMENTS

A two-week supply of all replenishable materials and products must be stored at each Welcome Center. All supplies and materials must be properly stored in the Storage Room areas.

A. Cleaning Supplies

1. The Contractor shall provide all cleaning supplies and materials required to fulfill the Contract Activities. This includes, but is not limited to, chemicals, cleaners and finishes for the treatment of various types of fixtures, plumbing, wall, flooring, etc.

2. If the Contractor is required to supply water-free urinal cartridges, at least five (5) cartridges must be on hand at all times. Cartridges must be ordered with enough lead time to maintain the minimum inventory.

3. All supplies and materials necessary for cleaning must meet specifications as outlined on Schedule C, tab 3 Janitorial Supplies & Equip – MDOT Approved Contractor Supplied Materials List for Welcome Centers and must meet Program Manager’s approval.

4. The Program Manager shall have the right to inspect all cleaning supplies and materials used in performing Contract Activities. Any supplies or materials which do not comply with local, state and federal codes, or with the Contract, may be rejected. An acceptable, approved substitute must be furnished within 24 hours for any rejected item.

5. A current Safety Data Sheet (SDS) for each product must be kept in a notebook at the Welcome Center at all times as required by OSHA's Hazard Communication Standard, 29 CFR 1910.1200.

B. Replenishable Supplies

1. The Contractor shall provide all replenishable supplies as specified on Schedule C, tab 3 Janitorial Supplies & Equip – MDOT Approved Contractor Supplied Materials List for Welcome Center.

2. Supply on hand must be adequate to ensure a shortage of replenishable supplies does not occur.

V. EQUIPMENT

A. Equipment Requirements

1. The Contractor shall furnish, operate and maintain suitable and adequate equipment necessary to perform all tasks in an acceptable manner. See Schedule C, tab 3 Janitorial Supplies & Equip – MDOT Approved Contractor Supplied Materials List for Welcome Centers/Rest Areas for list of minimum equipment needed.

2. In addition to equipment outlined on the MDOT Approved Contractor Supplied Materials List, the Contractor shall also furnish:

a) Maintenance equipment, gardening and watering equipment for maintaining landscape beds.

b) All snow removal equipment necessary to maintain all sidewalks free from ice and snow including, but not limited to:

1) A minimum four horsepower (4 HP) 2-stage snow blower

2) Two snow shovels, minimum 24” wide

3) ice scrapers

4) Broadcast spreader

3. Contractor owned equipment for janitorial and general grounds services may be stored onsite when not in use. Program Manager or designee will notify Contractor of proper storage location; equipment must be properly stored in the designated location. Contractor maintains sole responsibility for all Contractor property stored onsite.

a) No more than five (5) gallons of gasoline may be stored at the Welcome Center. The fuel container and snowblower may be stored in the Welcome Center building only if all federal, state, and local requirements for storage of flammable and combustible liquids are met. Gasoline must be stored in an approved galvanized steel, safety gas can. Fueling of equipment is not allowed in the Welcome Center building. All fueling must take place outdoors.

b) De-icing chemical may not be stored within the Welcome Center prior to November 1 and any remaining quantities must be removed by May 1 each year

4. The Program Manager shall have the right to inspect all equipment to be used in performing Contract Activities. Equipment which does not comply with local, state, and federal codes, or with the Contract, may be rejected.

VI. SUPPLIES AND EQUIPMENT STORAGE

All supplies and equipment must be stored within the confines of the assigned storage/utility area.

1. Storage/utility areas must be clean and orderly.

2. All boxes and supply items that may be damaged by water must be stored on shelves; these items cannot be stored on the floor.

3. Items are stored in a manner consistent with the fire code and Safety Data Sheet requirements. Aisles/walking areas are wide and free from obstructions or obstacles.

4. No used equipment parts or broken equipment and/or equipment parts will be stored in the storage/utility areas. Old or broken equipment or equipment parts must be removed from the facility.

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