Schedule A - BWB Janitorial - Final.docx

Michigan.gov/MiProcurement

Michigan.gov/MiProcurement Schedule a – statement of work contract activities Request for Proposal (RFP) No. 220000002685 Blue Water Bridge Janitorial

This schedule identifies the anticipated requirements of any Contract resulting from this RFP. The term “Contractor” in this document refers to a bidder responding to this RFP, as well as the Contractor who is awarded the contract. The term “bidder” is used to identify where specific responses to the RFP are required.

The Contractor must respond to each requirement or question and explain how it will fulfill each requirement. Attach any supplemental information and appropriately reference within your response.

IMPORTANT NOTE TO CONTRACTORS/BIDDERS: There are specific requirements for which acceptance must be simply acknowledged through a checkbox(es), and others that require further explanation. Click one checkbox and complete the entries as identified.

BACKGROUND

The Blue Water Bridge requires janitorial services for two buildings in its five-building complex.

SCOPE

This RFP is for Janitorial and minimal grounds maintenance services for two locations within the Blue Water Bridge complex facilities. The locations include:

1. Truck Cargo Inspection Facility at 2321 Pine Grove Ave, Port Huron, MI, see LOCATION SPECIFICATION SHEET “1”. Includes work in and around 7,610 square feet in the basement and first floors of a three-story building.

2. Port Huron Welcome Center and Rest Area Facility at 3600 WB I-94, Port Huron TWP, MI, see LOCATION SPECIFICATION SHEET “2”. Includes work in and around 7,280 square feet of a one-story building.

REQUIREMENTS

1.0 GENERAL REQUIRMENTS

A. The State reserves the right to modify the services required under the contract to meet the State of Michigan’s future needs including adding additional locations within the Blue Water Bridge complex area or subtracting existing or partial area of the Blue Water Bridge complex existing locations.

B. Refer to the Location Specification Sheets 1 and 2 for hours of basic janitorial cleaning.

C. Refer to the Location Specification Sheets 1 and 2 for days of services.

D. The State of Michigan will NOT pay for unperformed services as determined by its applicable Program Manager.

E. The Contractor will not receive additional payment for services performed on State Holidays as listed below. The Contractor will perform 365 days of services at Location Specification Sheets 1 and 2. Additional payment will be made for the Holidays only if additional work is pre-approved in writing (email is acceptable) by the Program Manager or designee. State Holidays include:

New Year’s Day Martin Luther King Jr. Birthday Presidents Day Memorial Day Juneteenth Independence Day Labor Day Veteran’s Day Election Day (in November of even numbered years) Thanksgiving Day The Day after Thanksgiving Day Christmas Eve Day Christmas Day New Year’s Eve Day

1.1 SPECIFICATIONS

A. The Contractor must provide all personnel, supervision, and other items necessary to perform the Contract Activities as described in this RFP and the Location Specification Sheets. The Michigan Department of Transportation (“MDOT”) will supply the cleaning materials, supplies, and equipment necessary for the Contractor to perform the services required to maintain the facilities in such a manner that provides a clean, sanitary, aesthetically pleasing, healthy and safe work environment for employees and visitors to these State-owned facilities.

B. The Program Manager or designee must approve any additional equipment, materials, supplies, etc. the Contractor would like to use, in addition to those supplied by MDOT. Chemicals are strictly regulated and would require written approval.

C. Under no circumstances shall MDOT be responsible for any theft, vandalism or damage to the Contractor’s equipment.

D. For general outside ground requirements, the Contractor is required to clean picnic tables, grills, trash receptacles, and park benches. Maintain the flower beds including watering, weeding, and dead heading on an as needed basis. Sweep the sidewalks as needed, including excess salt during the colder months. Pick up debris from the sidewalks and grounds.

E. The Contractor is responsible for training all attendants.

F. The Contractor and its employees are not authorized to permit use of the facility to an individual or organization for any reason. Suspected misuse of the facility shall be reported to the Program Manager or designee as soon as possible.

G. It is not the intent of MDOT to close the Welcome Center other than for emergency and/or reconstruction reasons. If necessary, and upon approval of the Program Manager or designee, the Contractor may be instructed to temporarily close the Welcome Center for adverse weather conditions, mechanical failure, or other emergency situations. If instructed to close the Welcome Center, the Contractor will lock the doors and place a temporary “Building Closed” sign(s) in the lobby window(s), clearly visible to the public. If the Welcome Center is closed, the Contract shall be suspended until the Welcome Center is re-opened. The Contractor shall be paid for all full days or partial days worked.

H. MDOT reserves the right to close Welcome Center due to budget constraints. MDOT will notify the Contractor 30 calendar days in advance of the scheduled closing date.

I. The Contractor will install and maintain a time clock, or other documentation device, as approved by the Program Manager or designee. This time clock or other devices shall be kept in accurate working order for the duration of the Contract. Unaltered documentation, verifying hours worked, shall be submitted with each invoice in order to receive payment.

1.2 OFFICE AREA JANITORIAL REQUIRMENTS

Following is a list of general areas and general cleaning specifications. Refer to the Location Specification Sheets 1 and 2 for details on site-specific requirements. Each location does not require all general cleaning specifications. Always report any damage to the Program Manager or designee.

1. All Floors

a. For daily cleaning, all floors are to be thoroughly cleaned. Leave no dirt, trash, or foreign matter on the floors, including under desks, table, or chairs, etc.

b. Chairs, desks or tables are not to be used in place of a step ladder, etc.

c. All furniture readily moveable by one person and intended to be moved frequently (such as chairs, trash receptacles, etc.) must be moved during cleaning, then replaced in original position upon completion.

2. Carpeted Floors

a. For daily vacuuming, thoroughly vacuum all carpeted areas and rugs and spot clean stains.

b. Twice a week during daily vacuuming, all edges and areas not reached by the vacuum shall be vacuumed, including under floor mats.

c. Leave nap on carpet in one direction if possible.

3. Non-Carpeted Floors

a. For daily cleaning, sweep (or dust mop), and wet mop floors using MDOT provided cleaning solutions at the proper dilution.

b. Leave no dirt in corners, behind radiators, under furniture, behind doors or on stars or landings.

c. Finished floor must be clean, streak free, and free from strings, bristles or dust streaks.

d. Damp mop all spills.

e. Ensure baseboards, walls, furniture and equipment are clean and all areas of the floor are dry when wet mopping is complete. DO NOT leave baseboards, walls, furniture or equipment in splashed, disfigured or damaged condition.

4. Walls Doors/Windows

a. Remove all cobwebs.

b. Spot clean walls.

c. Clean and polish entrance glass and pass-through glass.

d. Clean and polish any glass panels or door glass in entries, lobbies, cubicles, in or next to office or conference room doors. Remove all handprints, smudges and soil. If necessary, clean the entire door or window to accomplish this task.

e. Clean and polish any interior and/or exterior entryway windows.

f. Clean switches, kick plates, and dust baseboards/radiators.

g. Dust window hangings or blinds with a vacuum tool, being careful not to remove the weight at the bottom of the blind. If the weight is missing from the blind, and is visible, replace weight.

h. Wash and sterilize with approved sanitizer all surfaces on public water fountains.

5. Spot Cleaning/ Dusting

a. Dust surfaces with the most effective method, either a treated dust cloth or vacuum tools. Do not move dust from spot-to-spot.

b. Leave no dust streaks.

c. Corners, crevices, molding, and ledges shall be free of dust and cobwebs.

d. Leave no oil spots or smudges on dusted surfaces.

e. Horizontal surfaces requiring dusting includes, but are not limited to, counter tops, file cabinets, tables, coat racks, partition tops, window ledges, door and window frame, trim, etc.

6. Furniture

a. Dust surfaces with the most effective method, either a treated dust cloth or vacuum tools. Do not move dust from spot-to-spot.

b. Clean all lobby furniture and counters by the most appropriate means.

c. Sanitize all table surfaces and countertops.

d. Dust all furniture, high and low, including flipper tops in cubicles and hallway file cabinets.

7. Trash

a. Empty waste containers at least once daily, or more as needed.

b. Wash any waste receptacles presenting a soiled or odorous condition.

8. Recyclables

a. Pick up recyclables from recycling containers and move to the proper location. This does not include individual boxes or desks or in cubicles.

b. Recyclables are not to be mixed, including white and colored paper.

9. Air Bars and Vents

a. Vacuum dust and dirt from air bars and vents.

b. Damp wipe clean with approved sanitizer solution and wipe dry.

1.2.1 REST ROOM AND LOCKER ROOM AREA JANITORIAL REQUIRMENTS

Following is a list of general areas and general cleaning specifications. Refer to the Location Specification Sheets 1 and 2 for details on site-specific requirements. Each location may not require all general clean specifications.

1. Signage

a. When restrooms are closed for cleaning, an approved sign must be placed in the restroom entrance warning employees and visitors that the restroom is closed for cleaning.

b. A schedule for closing restrooms in each facility must be established in advance with the Program Manager or designee.

c. Any changes in schedule must be pre-approved in writing (e-mail is acceptable) by the Program Manager or designee.

d. Restrooms may only be closed for 20 minutes at a time, except at the Welcome Center Rest Area. In the Rest Area, one set of restrooms must always remain open. At the Welcome Center Rest Area, the family restroom may be closed for 20 minutes at a time.

2. Daily Cleaning of Toilets, Urinals, and Partition Walls

a. Perform cleaning survey of all the areas - note problems with lights, faucet leaks, flush valves, floor tiles, drains, walls, etc. Fill out condition report. Report any damaged condition to the Program Manager or designee.

b. Replenish supplies, (toilet tissue, hand soap, hand towels, etc.).

c. Disinfect outside of toilets and urinals, top and bottom of seats, and flush valves.

d. DO NOT DUMP WATER DOWN THE WATERLESS URINALS UNLESS IT IS FOR THE ONCE-A-MONTH DEEP CLEANING.

e. DO NOT REMOVE OR CHANGE THE WATERLESS URINAL CARTRIDGES. THESE CARTRIDGES WILL BE SUPPLIED, REMOVED, AND REPLACED BY MDOT.

f. Clean partitions, walls, and doors.

g. Leave toilet seats up.

3. Monthly Deep Cleaning of Toilets and Urinals

4. Daily Cleaning of Sinks, Faucets, Spigots and Mirrors

a. Clean sinks, faucets, spigots, and mirrors.

b. Rinse or clean cleanser residue, then wipe each item with approved sanitizer solution and allow to air dry.

5. Daily Cleaning, Dusting/Spot Cleaning of Other Surfaces sweep such as Trash Receptacles and Dispensers

a. Dust all surfaces, ledges, fixture, edges, shelves, exposed pipes, partitions, door frames, ceiling vents, lighting devices.

b. Thoroughly clean handicap rails, countertops, baby changing stations, hand dryers, paper towel dispensers, light switch covers, doors, hand and kick plates.

c. Empty, clean, and sanitize all sanitary napkin dispensers and waste receptacles. Fill with new liners.

d. Polish all chrome.

6. Daily Cleaning of Restrooms/locker-room Floors and Walls

a. Sweep, then wet mop entire floor including corners, behind urinals and toilets, under sinks, baseboards, and where stalls connect to the floor. Rinse with clean water, changing water frequently and leaving no excess water on the floors.

b. Damp mop with approved sanitizer solution and allow to air dry.

c. Mops used in restrooms must NEVER be used in other non-restroom areas.

d. Empty used sanitizer down restroom floor drain.

e. Make sure fill drains are full of water.

7. Weekly cleaning of Restroom/locker-room Floors and Walls

a. Remove all moveable objects from the area.

b. Apply approved cleaning solution at approved dilution to the ceramic tiles on the walls. Do not allow solution to dry.

c. Wipe walls with sponge and clean water.

d. Apply approved cleaning solution at approved dilution to floors.

e. Scrub floors with a stiff bristle brush. Be sure grout is clean.

f. Pick up dirty solution with wet vacuum.

g. Mop rinse area with a clean cotton mop head and clean water.

h. Mop rinse a second time with a clean cotton mop and clean water. Never use the mophead from the restroom in other area floors.

i. Make sure all walls, doors, baseboards, partitions walls, etc. are thoroughly rinsed and free of splashes or debris. Remove any graffiti.

j. When floor is dry, replace all objects moved from area.

k. Remove signs and re-open.

1.2.2 BREAK ROOMS, STAIRS, AND OTHER AREAS

Following is a list of general areas and general cleaning specifications. Refer to the location Specification Sheets 1 and 5 for details on site-specific requirements. Not every location requires all general cleaning specifications.

1. Daily Cleaning of Floors and Stairwells

a. Sweep floors with a broom and or dust mop.

b. Leave no dirt in corners, behind radiators, under furniture, behind doors, or on stairs or landing.

c. Damp mop, always using clean water, and allow to dry.

d. Finished floor must be clean, streak free, and free from strings, bristles, or dust streaks.

e. Damp mop all spills.

f. Damp mop and shine all high traffic vinyl areas.

g. Wipe down hand railing with approved germicidal cleaner.

2. Daily Cleaning of Other Areas

a. Clean, scour, and sanitize sink with approved cleaner.

b. Damp wipe counter tops, tabletops, front of cabinetry, and outer surfaces of refrigerator with approved cleaner.

c. Wipe under all countertop appliances.

d. Wipe interior and exterior of microwave. Once a week remove the plate and hand wash.

e. Refill towel dispensers as needed.

f. Clean paper towel dispenser.

1.2.3 JANITOR CLOSETS

Following is a list of general areas and general cleaning specifications. Refer to the location Specification Sheets 1 and 2 for details on site-specific requirements. Not every location requires all general cleaning specifications.

a. Clean and organize the janitorial closets daily and as needed to maintain a safe working environment.

b. Notify the Program Manager or designee of low supplies, damaged equipment, or equipment and materials in need of replacement.

1.2.4 DAILY CLEANING OF EXTERIOR AREAS

Following is a list of general areas and general cleaning specifications. Refer to the location Specification Sheets 1 and 2 for details on site-specific requirements. Not every location requires all general cleaning specifications.

1. TCIF

a. Sweep the truckers dock, entrance and pavement within 25 feet of the entrances and remove any dirt and debris.

b. Sweep the tunnel entrance area and pavement within 25 feet of the entrance and remove any dirt and debris.

c. Pick up any papers or garbage on the docks or tunnel entrance.

d. Clean up any spills and remove any gum off from dock or tunnel entrances.

e. Empty and clean ashtrays at the exterior of the building near the trucker’s dock and tunnel entrance.

f. Sand ash tray receptacles must be cleaned by removing the cigarette butts and shifting the sand as needed.

g. Dry ash tray receptacles must be emptied and cleaned.

h. Cigarette or cigar butts, matches, and other discarded material shall be removed from the receptacle and the receptacle wiped so it is free of dust, ashes, odors, tar, streaks, and nicotine stains.

i. Remove any trash liners, replace liner, and take the trash bag to the designated location.

2. Port Huron Welcome Center and Rest Area

a. Empty and clean ashtrays at the exterior of the building near the entrances.

b. Sand ash tray receptacles must be cleaned by removing the cigarette butts and shifting the sand as needed.

c. Dry ash tray receptacles must be emptied and cleaned.

d. Cigarette or cigar butts, matches and other discarded material shall be removed from the receptacle and the receptacle wiped so it is free of dust, ashes, odors, tar, streaks, and nicotine stains.

e. Remove any trash liners, replace liner, and take the trash bag to the designated location.

f. Remove any garbage and trash at the grilling areas.

g. Remove unattended coals and dispose of properly. Do not throw hot coals in a garbage bag or dumpster.

h. Maintain flower beds.

1.2.5 EMERGENCY CLEANING

a. When necessary, the Program Manager or designee will assign emergency cleaning tasks which may include, but are not limited to:

1. Carpet extraction

2. Dusting

3. Mopping

4. Vacuuming

5. Window washing

1.2.6 HAZARDOUS & BIOHAZARDOUS CONDITIONS

a. Conditions that are deemed hazardous or that may be questionable, (i.e., burned out lights, loose railings, loose ceiling tiles, exposed wiring, broken windows, etc.) must be immediately verbally reported to the Program Manager or designee, then followed up in written to the Program Manager or designee within 24 hours. Written follow up should include a description of the hazardous condition, the specific location, and the date and time the condition was discovered.

b. Conditions that are deemed a bio-hazard condition or may be questionable, (i.e. blood on the tile from a bloody nose, bodily fluids on the walls or floors from someone who got sick, etc.) must be immediately quarantined and then cleaned up, within the hour, and reported to the Program Manager or designee. If occurrence is outside regular working hour as shown in the LSS sheets 1-5, cleanup must happen as soon as feasibly possible. Additional compensation will be made if the need arises to come in after hours per the Contract. Each attendant shall be trained in bio-hazard cleanup of this nature at no additional cost to the State.

1.2.7 MECHANICAL AND OTHER EQUIPMENT

a. The Contractor maintains the sole responsibility for any Contractor equipment stored on site.

b. Under no circumstances shall MDOT be responsible for any theft, vandalism, or damage to the Contractor’s equipment.

c. The Program Manager or designee shall have the right to inspect all equipment and materials, which is to be used in carrying out the terms of the Contract. Any such equipment or materials, which do not comply with local, state, and federal codes, or with the Contract, or not in good working order, may be rejected.

1.2.8 GENERAL MAINTENANCE

a. The Contractor is expected to perform minor maintenance at the facilities.

b. The Contractor is expected to tighten up loose screws in partition doors, door closure, window closures, etc.

c. If a urinal, toilet, or sink is to get clogged, the Contractor is to plunge or rod the utility until it is unclogged. If it cannot be unclogged, the Contractor is to put an “OUT OF ORDER” sign on the device and then call the Program Manager or designee.

d. Burned out light bulbs will be the responsibility of the State. If a light bulb is burned out, notify the Program Manager or designee.

1.2.9 EVALUATIONS, INSPECTIONS and CORRECTION of DEFICIENCIES The Contractor agrees to provide all personnel, training, supervision, and any other item(s); including any services necessary to perform the services as described in section 1.1 and 1.2 and all Location Specific Sheets.

a. Performance evaluations will be given to the Contractor noting exceptions in performance to the required specifications.

b. The Contract must correct deficiencies as follows:

Basic Janitorial Services – deficiency must be corrected within 8 business hours (State Business Hours).

Failure to perform or failure to correct deficiency within the specified time may result in a Vendor Performance entered against the Contract, a deductible incident, and/or contract cancellation. Refer to section 1.7 DEDUCTIBLE INCIDENTS, ESCALATION, AND VENDOR PERFORMANCE

1.3 Health, Safety, and Environmental Protection

a. The Contractor agrees to conform to all applicable local, state and federal lawns and to the requirements of this contract.

b. In performing the Contract Activates, the Contractor shall take all reasonable precautions to prevent the release of hazardous chemicals into the environment and take all additional precautions the Program Manager or designee requires.

c. Any violation of the health, safety, and environmental rules may be grounds for termination of this contract.

d. The Contractor agrees to the warranties noted in section 1.3 Warranties, and any additional warranties required for the completion of the Contract Activities.

e. When outside working approved Class II Safety Vests shall be worn.

f. Identification badges provided by MDOT shall be worn by all employees, at all times when working on the facilities.

g. First aid kits shall be provided for the attendants’ use by the Contractor. At a minimum, the kits shall contain 16 individually wrapped packaged adhesive bandages, two rolls of adhesive tape, 3’ X 3’ gauze pads, 10 antiseptic wipes, burn cream, first aid cream, one triangular bandage, aspirin or acetaminophen, scissors and tweezers. The kit shall be in an impact resistant case and easily accessible to the attendants.

h. Contractor’s employees must be able to speak and understand the English language.

i. No televisions, equipment that plays DVD’s or CD’s, full size refrigerators, beds/cots, couches or recliners, or storage of food items that will be eaten that day will be allowed at the facilities.

j. No Contractor’s vehicles will be allowed on the sidewalks and/or lawn areas. Parking will be designated by MDOT.

k. Any request for information by any news media organization (newspapers, TV stations, radio stations, etc.) shall immediately be directed to the Program Manager or designee. The Contractor and/or employees shall not speak on behalf of MDOT.

1.4 Employee Requirements

A. Uniform

a. Contractor will require all employees’ appearance to be clean, serviceable, and neat. All employees are required to wear a uniform consisting of matching or color coordinated shirt and slacks.

b. A standard of dress will be considered a uniform. If utilizing a standard of dress, it must be approved by the Program Manager.

B. Prohibited Activities

a. Perform personal chores for anyone.

b. Smoke and/or vape while performing job duties.

c. Read newspapers magazines, books, or other matter other than State or Contractor issued directives.

d. Use personal electronic devices, these include but are not limited to: smart phones, music/media players, gaming devices, tablets, microwaves laptop computers, etc.

e. Have pets at work, unless a certified animal, which must be approved the Program Manager.

f. Consume alcoholic beverages or narcotics or be under the influence when reporting for or while on duty.

g. Have relatives or personal visitors.

h. Sleep or give the appearance thereof.

i. Consume food or beverages in public view.

j. Play radios or televisions.

k. Initiate or receive personal telephone calls on facility telephones. The Contractor shall be reasonable for all unauthorized telephone calls placed on State telephone lines.

l. Fraternizing with agency staff, clients, tenants, or visitors to the building or unnecessarily disrupting tenants or employees from their work while performing their contractual duties.

m. Use any State computers.

n. Contractor agrees to provide the Contractor Representative, Key and Non-Key Personnel required.

1.5 PROJECT PLAN MANAGEMENT

1. Project Work Plan A. Adjustment to Schedule

a. Adjustments to the basic janitorial schedule, including any weather-related deviations, must be approved by the Program Manager or designee and may result in a deduction for the adjustment to service on the next invoice.

b. Weather-related deviations will only be approved by the Program Manager or designee.

c. The State reserves the right to reduce the number of cleaning days if the State is under furlough days.

B. Proof of Insurance

1. Prior to contract award, the Contractor agrees to provide to the Contract Administrator proof of insurance as defined in the Standard Contract Terms.

C. Misrepresentation

a. Any misrepresentation by the Contractor of its ability to perform the Contract Activities may be grounds for immediate contract termination.

b. If the Contract is cancelled, the Contract may be awarded to the next qualified Contractor for this RFP.

D. Equipment Failures

a. Equipment failure WILL NOT constitute an acceptable reason for failure to provide services.

b. The Contractor agrees to adhere to the requirements noted in Section 1.5, Project plan Management regarding adjustment to service, proof of insurance, misrepresentation, and equipment failure.

1.6 CONTRACT MANAGMENT

A. Reports and Forms

a. The Contractor agrees to provide all required reports and complete all required forms.

b. Reports and forms may include but are not limited to: Weekly Time Keeping Reports and Monthly Task Reports.

B. The State reserves the right to require the completion of other reports or forms.

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

1.7 Transition

1. Contract Execution: The Transition In/Out Should Include:

a. Refer to Section 25 of the Standard Contract Terms for transition in/out responsibilities.

b. Keys and/or keycards must be returned to the Program Manager or designee by the final date of service.

c. Unreturned, lost, stolen, etc. keys and’/or keycards shall remain the Contractor’s responsibility. The cost to replace and/or rekey will be deducted from the Contractor’s final invoice.

d. In the event the Contractor, or its employee(s) creates the need to reprogram the building security, the price of reprogramming will remain the Contractor’s responsibility and will deducted from the Contractor’s final invoice.

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

A. Post-Contract Transition: Invoices must be sent withing 45 days after expiration of contract. Any invoices received after 45 days will result in a non-payment of invoice.

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

1. Service Requirements

1. Days and Times of basic and periodic Services

a. The Contractor agrees to adhere to the days and times of Basic and Periodic Services as detailed on Location Specification Sheets 1 and 2.

b. Contractor agrees all site staff are to remain actively working during specified time of service, except during regularly scheduled breaks.

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

Reporting

2. Damage Reports In all instances where State or private property or equipment is damaged, the Contractor shall submit to the Program Manager or designee a Damage Report containing the facts and extent of the damage. Damage reports must be submitted verbally within one hour of the damage or notice of damage, and in writing within twenty-four (24) hours of the damage.

3. Accident Reports

a. The Contractor shall comply with the State of Michigan, OSHA, and other regulatory agencies requirements for record keeping and reporting all accidents resulting in injury, death, trauma, or occupational illnesses.

b. The Contractor must provide a verbal report to the Program Manager or designee within one hour of the accident, and a written report within twenty-four (24) hours of the accident.

4. Time Keeping

a. The Contractor agrees to provide monthly time sheets, submitted to the Program Manager or designee by the 15th of each month. The time sheets shall be submitted by email.

b. The time sheets shall be submitted by email. The time sheets must include; employees name, dates worked, area worked, hours worked, and starting and quitting times.

List all exception(s):

The Contractor must explain any reporting that is included in its proposal and any additional reporting capabilities:

c. Meetings The Contractor must attend the following meetings:

1. The Contractor must attend a kick-off meeting within thirty (30) calendar days of the Effective Date of the Contract.

2. The Contractor may need to attend an annual service Review and progress meeting. If needed, this meeting will be set up with the Contractor by the Program Manager or designee to discuss services provided each year under the specifications, terms, and conditions of the Contract. The Contractor’s total service quality may be evaluated including responsiveness, timeliness of required reporting, or any other specifics as required under the terms of the Contract.

3. The Contractor may need to attend a quarterly Program manager meeting. If needed this meeting will be set up with the Contractor by the Program Manager or designee to discuss progress and provide necessary guidance or solving problems that arise.

4. The State may request other meetings as it deems appropriate.

The State may request other meetings as it deems appropriate.

List all exception(s):

1.5 ROLES AND RESPONSIBILITES

1. Key Personnel

a. The Contractor agrees to employ, at a minimum, one Key Personnel defined by the State as a full-time Project/Regional/Area/or site Supervisors who will be directly responsible for the day-to-day operations of the Contract.

b. A list of Key Personnel that will be assigned to this project should include: name, physical location, contact information, organizational role, qualifications, relevant experience, chronological resume, anticipated scope of responsibilities, other contracts under supervision, geographic region covered, and the number of employees supervising.

c. Key Personnel must be specifically assigned to the State account, be knowledgeable on the contractual requirements and respond to State inquires within eight (8) business hours.

d. The State reserves the right to require the Contractor to employ more than one Key Personnel to adequately supervise the day-to-day Contract Activities.

e. The State reserves the right to approve Key Personnel for this project and to require replacement of any Key Personnel found to be unacceptable at any time during the project.

f. The Contractor may not remove or assign Key Personnel without the prior consent of the State. Prior consent is not required for reassignment for reasons beyond the Contractor’s control, including, illness, disability, death leave of absence, personal emergency circumstances, resignations, or termination for causes.

g. The State may request a resume and conduct an interview before approving a change.

h. The State may require a thirty (30) calendar day training period for replacement of Key Personnel.

i. Key Personnel shall act as the Contractor’s designated representative at the specified locations.

j. Key Personnel will be trained and qualified to directly supervise the day-to-day Contract Activities.

k. General employees or attendants are not substitutes for Key Personnel.

l. The Contractor’s employees shall be able to pass the vetting process by Customs and Border Patrol in order to continue working in the Administration Building or the Truck Cargo Inspection Facility.

The Contractor may not remove or assign Key Personnel without the prior consent of the State. Prior consent is not required for reassignment for reasons beyond the Contractor’s control, including illness, disability, death, leave of absence, personal emergency circumstances, resignation, or termination for cause. The State may request a résumé and conduct an interview before approving a change. The State may require a 30-calendar day training period for replacement personnel.

The bidder must identify the Key Personnel, indicate where they will be physically located, describe the functions they will perform, and provide current chronological résumés.

List all exception(s):

1) Key Personnel

- Program Manager:

2) Physical Location of Key Personnel:

3) Functions each Key Personnel will perform:

4) Current Chronological Résumés (attach):

Non-Key Personnel – Site Staffing

a. The Contractor agrees to provide the required number of staff during the hours specified and for the duration of time quoted for basic janitorial services.

b. The State reserves the right to approve Contractor’s employees to the project and to require replacement of any employee found to be unacceptable at any time during the project.

c. The Contractor must notify the Contractor Administrator at least 5 calendar days before removing or assigning non-key personnel.

d. The Contractor agrees to assume sole responsibility for payment of all employee wages, including pay increases taxes, fringe benefits, sick leave, pension benefits, vacation, medical benefits, life insurance, and unemployment compensation, etc.

e. Provide the Contractor’s General Cleaner Training Process

List all exception(s):

d. Organizational Chart The Bidder must provide an overall organizational chart that details staff members, by name and title, and subcontractors - either in this response box or identified here as an attachment to this RFP labelled as organizational chart.

e. Customer Service Toll-Free Number The Contractor must specify its toll-free number for the State to contact the Contractor Representative who must be available for calls during the hours of 8 am to 5 pm EST Monday through Friday, at a minimum. Identify customer service availability for this proposal by hours and days of the week.

List all exception(s):

The Bidder must specify its toll-free number for the State to contact the Contractor Representative.

Identify customer service availability for this proposal by hours and days of the week.

Disclosure of Subcontractors

1. Sub-contractors

a. The Contractor cannot use subcontractors for the day-to-day janitorial work.

b. No subcontractor may be assigned to the Contract without prior approval of MDOT.

c. If the Contractor intends to utilize subcontractors, the Contractor must disclose the following:

1. The legal business name, address, telephone number, a description of subcontract’s organization and the services it will provide, and information concerning subcontractor’s ability to provide the Contract Activities.

2. The relationship of the subcontractor to the Contractor.

3. Whether the Contractor has a previous working experience with the subcontractor. If yes, provide the details of that previous relationship.

4. A complete description of the Contract Activities that will be performed or provided by the subcontractor.

5. The total bid / the price of the subcontractor’s work.

The legal business name, address, telephone number of the subcontractor(s):

A description of subcontractor’s organization and the services it will provide and information concerning subcontractor’s ability to provide the Contract Activities:

The relationship of the subcontractor to the Bidder:

Whether the Bidder has a previous working experience with the subcontractor.

If yes, provide the details of that previous relationship:

A complete description of the Contract Activities that will be performed or provided by the subcontractor:

Of the total bid, the price of the subcontractor’s work:

f. Security A. Contractor’s Responsibilities

1. The Contractor and/or the subcontractor’s staff will be performing Contract Activities in State facilities and on State property and must maintain a safe and secure working environment.

B. Drug Testing

1. Upon request, the Contractors or and/or subcontractors must share drug testing reports and/or documentation with the DTMB Office of Infrastructure, Security Program Coordinator, or their designee.

2. Pre-employment drug testing procedures will be in place for the life of the Contract. All applicants who are offered a job with the Contractor will be tested for drugs as part of the post job offer employment screening process.

3. Random drug testing of Contractor’s employees may be selected at any given time. These tests are unannounced and unexpected by employees.

4. For-cause drug testing may be required of the Contractor’s employees if the Contractor believes an employee may be under the influence of drugs or alcohol on the job. Some tell-tale signs of drug and alcohol abuse could be unexcused absences from work or if lateness becomes an issue, or if performance appears to be impacted.

5. Post-crash drug tests may be administered on any of the Contractor’s employees involved in an on-the-job crash or injury. These crashes can include driver negligence, injury with medical treatment on or away from the scene, disabling damage, or car removal.

C. Background Checks

1. The Contractor must perform background checks on all employees and subcontractor prior to their assignment. Documentation must be provided upon request to the State of Michigan. The Contractor is responsible for all costs associated with the processing of the background checks. The State and Federal Government may also perform background checks.

2. Upon request, the Contractor and/or subcontractors must share background check results/documentation with the DTMB Office of Infrastructure, Security Program Coordinator or their designee.

3. The State reserves the right to request additional background checks at the discretion of the State agencies or branches of State government as outlined in the Standard Contract Terms documents.

4. The Contract is contingent upon the Contractor’s ability to supply workers capable of passing a criminal background check. The Contractor must demonstrate that the worker(s) have no felony convictions or pending felony charges that are substantially related to the contracted activities or services.

5. Upon request of the State, the Contractor shall only appoint employees or prospective employees to work at the locations if they have cleared the LEIN and other security checks and do not have a felony conviction or misdemeanor drug offense.

6. The Contractor shall obtain permission for LEIN checks of all prospective employees for the location. The permission slip must include the employees full name, social security number, date of birth, Michigan driver’s license number or state ID number and the employee’s signature.

7. The Contractor’s employees shall be vetted by the Customs and Border Patrol for work at the Administration Building and the Truck Cargo Inspection Facility.

8. The Contractor shall maintain an adequate pool of trained, CBP vetted, and LEIN cleared relief personnel to substitute for an absent regular employee.

9. The Contractor shall replace a janitorial worker assigned immediately at the State’s request if the janitorial worker is found with contraband in his/her possession.

10. The Contractor shall ensure background checks and drug testing requirements of subcontract employees are adhered to as if the workers were the Contractors employees when engaged in State projects.

11. All Contractor and subcontractors’ staff will display State credentials while performing work on State premises.

D. Security Program Coordinator

1. DTMB Office of Infrastructure Security Program Coordinator (SPC) Responsibilities

a. The SPC or designee is the sole contract to view background check or drug testing results on behalf of the State.

2. Keys, Codes, and Key Cards

a. Keys, codes, and/or key cards will be furnished by the State and MUST NOT BE DUPLICATED.

c. The Contractor agrees to maintain a secure environment while cleaning the facilities. Building lock up is to include:

i. Turn off restroom fans, if applicable.

ii. Turn off all interior lights.

iii. When leaving, lock and check all entrance doors, gates, or other access into the buildings or janitorial office area.

iv. Properly set security alarms if applicable.

d. If the facility is equipped with a security alarm, the Contractor must properly set the security alarm when leaving the facility. Failure to properly lock the facility or set the security alarm may result in a Vendor Performance Report and possible cancellation of the Contract.

e. The Contractor agrees any cost incurred for a security service or the local police for false alarms caused by failure of the Contractor to properly set the security alarm will be the responsibility of the Contractor.

f. If the State has to re-key the facility due to lost, broken, or non-returned keys or keycards, the cost to re-key will be deducted from the Contractors next available invoice.

g. Should the Contract be cancelled by the Contractor, the cost of changing the facility locks, providing new keys or key cars, and re-coding the security alarm (when applicable) will be charged to the Contractor and deducted from the final payment due to the Contractor.

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Bidder must describe how they comply with the above requirement(s):

h. Pricing A. Price Term

a. Pricing is firm for the base period and any option years of the Contract. Adjustments may be considered for economic reasons.

B. Price Changes

a. Increases or decreases may be approved based on changes in actual Contractor costs.

b. Requests must be in writing must be supported by written evidence and document the change in costs, and must be received by MDOT-Procurement sixty (60) calendar days prior to contract expiration.

c. The State may consider sources such as the Consumers Price Index, Producers Price Index, other pricing indices, economic data, industry data, manufacturer invoices, supplier invoices, or any other data the State deems relevant for noting the change in pricing.

d. Following the presentation of supporting documentation, the State will have thirty (30) days to review the information and prepare a written response.

e. If the request is approved by the State, the State and the Contractor may negotiate such changes for up to thirty (30) days. Upon completion of negotiations, the State will issue a Change Notice to execute the adjustment in pricing.

f. The adjustment in pricing will be effective on the first day of the next month following approval unless Ad Board approval is required. If Ad Board approval is required, the adjustment will be effective on the first day following Ad Board approval.

g. The Contractor remains responsible for Contract Activities at the current price for all orders received before the mutual execution of a Change Notice indicating the start date of the new Pricing Period.

h. If the State elects to exercise an option year and the Contractor refuses, the State reserves the right to award the Contract to the next lowest qualified Contractor.

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C. Ordering Authorizing Document The appropriate Authorizing Document for the Contract will be a properly executed Delivery Order.

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D. Acceptance Acceptance, Inspection and Testing

1. Inspection and Acceptance The following criteria will be used by the State to determine Acceptance of the Contract Activities:

a. The Program Manager or designee will conduct at a minimum, weekly inspections for compliance with Section 1.1 Specifications and site-specific requirements in compliance with the Location Specification Sheets 1 and 2, having any deficiencies. The Program Manager or designee will make the final determinations to whether any task has been satisfactorily performed.

b. The Program Manager or designee will maintain a record of complaints from the agency or departmental staff and will provide a record of complaints to the Contractor. The record will identify areas requiring special attention. On the day the Contractor receives the complaint, the Contractor shall address that complaint within eight (8) business days.

2. The Contractor must remain responsible to make any necessary changes. If the Program Manager Inspection and Acceptance The following criteria will be used by the State to determine Acceptance of the Contract Activities:

a. The Program Manager or designee will conduct at a minimum, weekly inspections for compliance with Section 1.1 Specifications and site-specific requirements in compliance with the Location Specification Sheets 1 and 2, having any deficiencies. The Program Manager or designee will make the final determinations to whether any task has been satisfactorily performed.

b. The Program Manager or designee will maintain a record of complaints from the agency or departmental staff and will provide a record of complaints to the Contractor. The record will identify areas requiring special attention. On the day the Contractor receives the complaint, the Contractor shall address that complaint within eight (8) business days.

1. The Contractor must remain responsible to make any necessary changes. If the Program Manager or designee determines that any task has not been performed adequately or satisfactorily, the Contract must correct the deficiency within eight (8) business hours for basic janitorial issues.

2. The Contractor agrees to adhere to the requirements in Section 1.6, Service Levels. or designee determines that any task has not been performed adequately or satisfactorily, the Contract must correct the deficiency within eight (8) business hours for basic janitorial issues.

The Contractor agrees to adhere to the requirements in Section 1.6, Service Levels.

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E. Invoice and Payment Invoice Requirements

All invoices submitted to the state must include the Contract Number, Date of Service (i.e. May 1, 2022 – May 31, 2022), Purchase Order Number, Quantity, Description of the Contract Activities, Unit Prices, Shipping costs (if any), and the Total Price.

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a. Payment Methods The State will make payment for the Contract Actives by Electronic Funds Transfer (EFT) as described in the Standard Contract Terms, Section 20.

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Bidder must explain their process for accepting the PCard payment method. If an account needs to be created on your purchasing platform, please submit documentation that shows the steps for completing this process.

b. Procedure The Contractor agrees to submit invoices by e-mail at the close of each calendar month, with separate billings for Semi-Annual Services upon completion of the service.

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F. Licensing Agreement The Contractor must provide a copy of any applicable licensing agreement.

Bidder must provide a copy of any applicable licensing agreement either in this response box or identified here as an attachment to this RFP.

G. Liquidated Damages Late or improper completion of the Contract Activities will cause loss and damage to the State, and it would be impracticable and extremely difficult to fix the actual damage sustained. Therefore, if there is late or improper completion of the Contract Activities, the State is entitled to collect liquidated damages in the amount of $5,000 and an additional $100 per day for each day Contractor fails to remedy the late or improper completion of the Work.

Unauthorized Removal of Key Personnel will interfere with the timely and proper completion of the Contract, to the loss and damage of the State, and it would be impracticable and extremely difficult to fix the actual damage sustained by the State. Therefore, the State may assess liquidated damages against Contractor as specified below.

· The State is entitled to collect $1,000 per individual per day for the removal of any Key Personnel without prior approval of the State.

· The State is entitled to collect $1,000 per individual per day for an unapproved or untrained key personnel replacement.