Schedule A - SOW 340.pdf

Revised 5/03/2016

Schedule A

STATEMENT OF WORK

CONTRACT ACTIVITIES

SCOPE

This contract is for Janitorial Services Secretary of State Branch Office #340 Suttons Bay

1. GENERAL REQUIREMENTS

A. The Contractor must provide all personnel, equipment, tools, materials, supervision, and other items and/or services necessary to perform the Contract Activities as described in Section 1.1 Specifications, and the Location Specification Sheets. The required objective is to maintain the facilities in such a manner that the location provides a clean, healthy and safe work environment for occupants and visitors of State-owned or leased facilities.

B. The State reserves the right to modify the services required under this contract to meet the State of Michigan’s future needs including adding additional locations within the regions.

C. Refer to Location Specification Sheets for hours of basic janitorial cleaning.

D. Refer to Location Specification Sheet for days and hours of periodic services.

E. The State of Michigan will not pay for unperformed service as determined by its applicable Program Manager.

F. The Contractor will not be paid for services performed on State Holidays unless pre-approved in writing (email acceptable) by Program Manager or designee.

G. State Holidays include:

New Year’s Day Martin Luther King, Jr. Birthday Presidents Day Memorial Day Independence Day Labor Day Veteran’s Day Election Day - Even Years Thanksgiving Day (Thursday and Friday) Christmas Eve Christmas Day New Year’s Eve

1.1. SPECIFICATIONS - Following is a list of general areas and general cleaning specifications. Refer to Location Specification Sheets detailing site-specific requirements, not ever location requires all general clean specifications.

A. Office Areas, Conference Rooms, Offices, Work Stations, Etc.

1. All Floors

a. For routine cleaning, all floors are to be thoroughly cleaned, including under all easily moveable objects such as chairs, waste receptacles, floor mats, etc. After cleaning, replace all items moved.

b. Moved objects are not be stacked on desks, tables or window sills, nor used in place of a step ladder, etc.

c. For intense floor cleaning, all furniture readily moveable by one person, and intended to be moved frequently, must be moved during cleaning, then replaced in original position upon completion.

d. Leave no dirt, trash or foreign matter under desks, tables or chairs.

e. All vinyl / hard surface floors must be maintained to provide safe, anti-slip conditions.

2. Carpeted Floors

a. All carpets and rugs shall be clean, free of spots, gum, crusted material, spillage, and removable stains. There shall be no evidence of fuzzing caused by harsh rubbing or brushing of carpet.

RFP #231 - 190000001545

b. As part of the vacuuming process, and in addition to requested spot cleaning, spot cleaning is required on an ongoing basis to remove traces of spilled drinks, food, dirt, etc.

c. Thoroughly vacuum all carpeted areas, including carpeted floor mats, using commercial grade equipment with HEPA filtered exhaust where water and / or snow does not present a problem.

d. Commercial grade equipment can include standard upright or canister vacuums (whichever provides the best value to the State).

e. Remove all floor mats and vacuum underneath, as required.

f. Broom and vacuum all edges and areas not reachable by vacuum.

g. After vacuuming, carpet should be clean with no trace of dust balls, dirt or other debris. Leave nap on carpet in one direction, if applicable.

3. Periodic Carpet Cleaning

a. Remove all moveable items and thoroughly vacuum area to be cleaned. Cleaning can be done by steam cleaning or agitation.

b. Pre-treat carpet with approved chemical at approved dilution. Solution must be applied so fibers remain damp until cleaned. Chemical should remain on carpet 10 – 15 minutes before beginning steam cleaning.

c. Steam clean carpet using truck-mounted and portable units which provide heat, pressure and extraction and approved chemicals at proper dilution must be used.

d. Agitate using an approved motor driven brush.

e. A minimum of three cleaning passes and two vacuuming passes must be used.

f. Ensure all dirt and stains have been removed during the extraction process.

g. Thoroughly spray all cleaned carpet with approved carpet fiber protector at approved dilution.

h. Replace all items removed for cleaning. Block or tab any metal in contact with carpet fiber until dry. All blocks or tabs should be removed during the next scheduled regular area cleaning, provided the carpet is thoroughly dry.

4. Non-Carpeted Floors

a. Sweep floors with a broom / dustpan to remove trash, foreign matter, dirt and debris. Leave no dirt in corners, behind radiators, under furniture, behind doors or on stairs or landing. Leave no dirt where sweepings were picked up.

b. Dust mop non-carpeted floors with a clean dust mop, treated with an approved water based dust control chemical.

c. Damp mop using a clean cotton mop head in good condition. Use clean water at all times, change water frequently. Mop head must be damp only, and leave no excess water on floors.

d. Use only approved chemicals at proper dilution at all times.

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

f. Damp mop all spills.

g. Damp mop and shine all high traffic vinyl floors.

5. Scrub and Reseal Hard Surface Floors

a. Remove all moveable items and carpet runners. All objects readily moveable by one person and intended to be moved frequently must be moved during all floor cleaning operations, and replaced in original positions upon completion. This includes chairs, waste receptacles, tables on wheels, typing stands, boxes, etc.

b. Chairs, wastebaskets and other items must not be stacked on desks, tables or windowsills, nor used in place of a stepladder.

c. Completely remove all dirt, was and other foreign substances in returning the floor to its original surface. If top stripping, only remove the top layer of wax before reapplying.

d. Apply a thin coat of sealer with caution to prevent streaking or bleaching of floor surface. This application in preparation for waxing must be according to manufacturer’s recommendations.

e. The stripper, sealer and wax products used must be compatible for this activity.

f. Apply wax in a thin, even coat and machine buff with a high-speed buffer immediately after drying.

g. The number of coats applied will depend on the type and condition of the floor.

h. All waxed surfaced must be maintained so as to provide a safe ANTI-SLIP walking condition.

i. Baseboards, walls, furniture and equipment must in no way be splashed, disfigured or damaged during these operations, but rather left in a clean condition.

j. Replace all moved items and carpet runners.

6. Wet Mop Areas

a. Sweep floor and remove visible dirt and debris, gum, tar or foreign substances from floor surface.

b. Scrub floor with approved chemicals at proper dilution. Mop head must be thoroughly wet with solution during mopping / scrubbing process.

c. Rinse with clean water.

d. Apply approved floor shine product unless cleaning solution contains floor shine.

e. Ensure baseboards, walls, furniture and equipment are clean when wet mopping is complete.

Do not leave baseboards, walls, furniture or equipment in splashed, disfigured or damaged condition.

f. Dry mop floor to remove any residue, water streaks, mop marks, strings, etc.

g. All surfaces must be dry with corners and cracks clean.

7. Walls / Doors / Windows

a. Remove all cobwebs.

b. Spot clean walls.

c. Clean and polish entrance glass and pass-through glass at reception area, and security desk.

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 exterior entryway windows.

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

g. Dust window hangings or blinds with a vacuum tool.

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

8. All Dusting / Spot Cleaning

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 should be free of dust and cobwebs.

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

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

9. 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. Clean all cleared desk surfaces with approved desk / counter cleaner.

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

10. Trash

a. Waste containers in general office space must be emptied during each regular service day.

b. Waste containers in restrooms, break rooms and conference rooms must be inspected daily and changed as needed.

c. Empty waste receptacles into plastic bags, tie off and remove to designated location.

d. Dispose of items in waste containers only. If not in waste container, only dispose of items clearly marked for disposal. When in doubt do not remove.

e. Liners must be used in all waste receptacles and changed as needed, not less than once per month.

f. Wash, inside and out, any waste receptacles presenting a soiled or odorous condition.

g. Replace torn or soiled liners.

11. Recyclables

a. Pick up recyclables from recycling containers and remove to designated containers in the loading dock area. This does not include individual boxes on desks or in cubicles.

Recyclables are not to be mixed included white and colored paper.

12. Air Bars and Vents

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

b. Damp wipe clean with approved sanitizer solution.

c. Wipe dry.

B. Restrooms

1. Signage

a. During regular tenant hours, an approved sign must be placed in the restroom entrance warning tenants that restroom is closed for cleaning. Refer to Location Specification Sheets for regular tenant hours.

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

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

2. Routine and Monthly Deep Cleaning of Toilets and Urinals

a. Routine Toilet Cleaning – Acid free toilet bowl cleaner must be used for routine daily cleaning.

b. Monthly Deep Cleaning – Acid toilet bowl cleaner (10% acid or less) may be used once a month for deep cleaning toilets and urinals.

ii. Acid may be applied only on the interior of porcelain toilet or urinal.

iii. Take great care to ensure acid cleaner does not come in contact with any surface other than inside porcelain toilet bowls or water based urinals.

3. Cleaning and Sanitizing Toilets, Urinals and Partitions

a. Thoroughly clean toilets, toilet seats, and urinals with approved acid free bowl cleaner, and rinse thoroughly.

b. Completely wipe entire exterior of toilet, seat, urinal and all associated plumbing connections with approved sanitizer solution. Buff dry to a streak, smear and smudge free shine.

c. Leave seats in upright position.

d. Clean toilet and urinal partitions, walls and doors with approved germicidal solution and rinse thoroughly with clean water.

e. Clean partition doors on both sides.

f. Spot clean walls behind toilets or urinals with approved germicidal solution.

4. Sinks / Faucets and Spigots

a. Using approved cleaning solution (no abrasive cleansers), thoroughly clean sinks, faucets and spigots.

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

5. Dusting / Spot Cleaning / Other Surfaces / Trash / Dispensers

a. Dust all surfaces, ledges, fixtures, edges, shelves, exposed pipes, partitions, door frames, ceiling vents, lighting devices. Pay particular attention to tops of horizontal surfaces.

b. Using approved cleaning solution, thoroughly clean mirrors and counters.

c. Using approved cleaning solution, thoroughly clean handicap rails, baby changing stations, hand dryers, paper towel dispensers, light switch covers, doors, hand and kick plates, etc.

d. Wipe each surface with approved sanitizer solution and allow to air dry.

e. Spot clean all walls around sinks, waste receptacles, handicap rails, baby changing stations, switch and plug covers, entrance doors (inside and out), etc., with approved germicidal solution.

f. Empty, clean, and sanitize all sanitary napkin dispensers and waste receptacles.

g. Empty waste receptacles into plastic bags, tie off and remove to designated location.

h. Polish all chrome.

i. Check all dispensers (i.e. hand soap, paper towels, toilet paper, etc). Refill as necessary.

6. Restroom Floors and Walls

a. Routine Cleaning

i. Sweep floor with a broom and dustpan, removing all dirt and debris. Empty dirt / debris into trash bag and tie off.

ii. Using a clean cotton mop head in good condition, and approved cleaning solution at the proper dilution, thoroughly damp mop floors.

iii. Pay special attention to grout, corners of floor, behind urinals and toilets, under sinks, baseboards, and where stalls connect to the floor.

iv. Rinse with clean water, changing water frequently and leaving no excess water on floor.

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

vi. Mops used in restrooms must never be used in other non-restroom areas.

vii. Empty used sanitizer down restroom floor drain.

b. Deep Cleaning / Scrub

i. Place approved “closed” sign at entrance to restroom and showers.

ii. Remove all movable objects from the area.

iii. Apply approved cleaning solution at approved dilution to walls.

iv. Do not allow solution to dry

v. Scrub walls with stiff bristle brush. Be sure any grout is clean.

vi. Wipe walls with a sponge and clean water.

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

viii. Scrub floors with stiff bristle brush. Be sure any grout is clean.

ix. Pay special attention to grout, corners of floor, behind urinals and toilets, under sinks, baseboards, and where stalls connect to the floor.

x. Pick up dirty solution with wet vac.

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

xii. Mop rinse a second time with a clean cotton mop and clean water.

xiii. Make sure all walls, doors, baseboards, etc. are thoroughly rinsed and free of splashes or debris.

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

xv. Remove signs and reopen.

7. Showers

a. Thoroughly clean all showers, including shower bottom / floor / pan, walls, partitions, doors, faucets, handrails, etc. with approved cleaning chemical at proper dilution.

b. Rinse thoroughly with clean water.

c. Wipe all areas with approved sanitizer solution and allow to air dry.

8. Visually Inspect Restroom.

a. Restroom must be clean, the floor dry, dispensers filled, trash removed, etc., as needed or requested by Program Manager or designee.

C. Breakroom

1. Floors

a. Sweep floors with a broom and dustpan to remove visible dirt and debris. Leave no dirt in corners, behind radiators, under furniture, behind doors or on stairs or landing. Leave no dirt where sweepings were picked up.

b. Dust mop non-carpeted floors with a treated mop.

c. Damp mop using clean water at all times minimum weekly or upon request. Mop head must be only damp. Leave no excess water on floor.

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 floors.

2. Other

a. Clean, scour and sanitize sink.

b. Damp wipe counter tops, table tops, front of cabinetry and outer surfaces of refrigerator.

c. Wipe under all counter top appliances.

d. Wipe interior and exterior of microwave.

e. Refill paper towel dispensers as needed.’

f. Clean top of paper towel dispenser

D. Furnace Room / Janitorial Closet

1. Keep clean as needed.

E. Exterior Areas

1. Pavement

a. Sweep pavement and remove cigarette butts to clean the area, including areas immediately surrounding ashtrays and entrances.

2. Ashtrays

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

b. Sand receptacles must be cleaned by sifting sand. Add clean sand as needed.

c. Dry 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 that it is free of dust, ashes, odors, tar, streaks and nicotine stains.

3. Snow Removal

a. DTMB managed buildings only. Hand shovel and salt main entrances out 25 feet upon request.

F. Cleaning Rags and Materials

1. The Contractor agrees to furnish and maintain in a clean, sanitary condition all cleaning rags, sponges, etc.

G. Materials, Treatment, Etc.

1. Chemicals, Cleaners and Finishes

a. The Contractor agrees to provide all cleaning supplies required to fulfill the Contract Activities.

This includes, but is not limited, chemicals, cleaners and finishes for the treatment of various types of fixtures, plumbing, wall, flooring, carpeting, furniture, etc.

b. The use of powdered scouring cleansers is expressly prohibited.

c. The State prefers Contractors provide cleaning solutions, chemicals and finishes that do not require the use of aerosol cans or utilize chlorofluorocarbons to dispense product.

d. If the Contractor intends to utilize product in aerosol cans, the Contractor must disclose the product and receive written agreement from the Program Manager or designee.

e. The Contractor agrees to provide a complete list for Program Manager or designee approval of all proposed chemicals, cleaners and finishes prior to implementing their use on site.

f. The Contractor agrees to provide and maintain SDS for all chemicals, cleaners and finishes on site. Location of SDS documentation will be determined by the Program Manager or designee.

g. The State reserves the right to reject any cleaners, chemicals and finishes.

h. If any cleaners, chemicals or finishes are rejected by the Program Manager or designee, the

Contractor agrees to immediately remove and provide an acceptable, approved alternate within 24 hours for Program Manager of designee approval.

i. The Contractor agrees to accept sole responsibility for preserving and protecting State-owned or occupied property against damage or deterioration.

H. Replenishable Supplies

1. Please refer to each individual Location Specification sheet regarding responsibility of

Replenishable Supplies

2. Do not fill paper towel sheets above the fill line.

I. Emergency Cleaning

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

a. Dusting

b. Vacuuming

c. Mopping

d. Carpet extraction

e. Window washing

J. Hazardous Conditions

1. 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:

a. Immediately verbally reported to the Program Manager or designee.

b. Written follow up 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.

K. Mechanical and Other Equipment

i. The Contractor agrees to furnish all mechanical and / or power equipment required to perform the

Contract Activities.

ii. Equipment may include, but is not limited to:

a. Vacuums

b. Floor machines

c. Snow blowers

d. Shovels

e. Hoses

f. Rakes

g. Gloves

h. Eyewash

i. Wet floor signs

j. Cotton mop heads and handles

k. Mop buckets

l. Scrub pads

iii. Contractor owned equipment may be stored on site when not in use. Program Manager or designee will notify Contractor of proper storage location.

iv. Contractor maintains sole responsibility for all Contractor property stored on site.

L. Inspection and Correction of Deficiencies

1. Performance Evaluations will be given to the Contractor noting exceptions in performance to the required specifications.

2. Contractor must correct deficiencies as follows:

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

b. Periodic Services – deficiency must be addressed within 24 business hours.

3. Failure to perform or failure to correct deficiency within the specified time may result in a Vendor

Performance entered against the Contractor, a deductible incident, and / or contract cancellation.

Refer to Section 6.0 for detail regarding deductible incidents.

2.0. Warranties

1. Damage to State-owned or Leased or Citizen-owned Property

1. In all instances where State-owned or leased, or Citizen-owned property or equipment is damaged, the Contractor agrees to notify the Program Manager or designee of the facts and extent of the damage:

b. Verbally – within one hour of the damage or discovery of damage, and

c. In writing within 24 hours of the damage or discovery of damage.

2. Contractor shall be responsible for repair, replacement or cleanup as necessary to any State-owned or leased or Citizen-owned property due to carelessness, misuse or neglect of the Contractor or any of the Contractor’s personnel or subcontractors.

3. In the event of Contractor liability for damages, the Contractor agrees:

d. The State will repair, replace or cleanup the damage.

e. The State will provide the Contractor with documentary evidence (i.e. invoices, etc.) of the costs associated with the repair, replacement or cleanup, and

f. The Contractor will reimburse the State for the full amount of the repair, replacement or cleanup either by:

i. Forwarding payment in full within 45 days of receipt of documentary evidence, or

a. By agreeing, in writing, to allow the State to hold back contractual payments until the cost for the repair, replacement or cleanup has been fully reimbursed to the State.

2. Health, Safety and Environmental Protection

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

2. In performing the Contract Activities, the Contractor shall:

a. Take all reasonable precautions to prevent the release of hazardous chemicals into the environment.

b. Take all additional precautions the Program Manager or designee requires.

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

Contractor Agrees to the warranties noted in Section 2.0 Warranties and any additional warranties required for the completion of the Contract Activities

3.0 Roles and Responsibilities

A. Staffing

1. Contractor Representative

a. The Contractor must appoint one individual, specifically assigned to State of Michigan accounts, that will respond to State inquiries regarding the Contract Activities, answering questions related to ordering and delivery, etc. (the “Contractor Representative”).

b. The Contractor must notify the Contract Administrator at least ten (10) calendar days before removing or assigning a new Contractor Representative.

2. 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 Supervisor who will be directly responsible for the day-to-day operations of the Contract.

b. Key Personnel must be specifically assigned to the State account, be knowledgeable on the contractual requirements, and respond to State inquiries within 8 business hours.

c. 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.

d. 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.

e. 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.

f. The State may request a résumé and conduct an interview before approving a change.

g. The State may require a 30 calendar day training period for replacement personnel.

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

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

Activities.

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

3. 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 for this project and to require replacement of any employee found to be unacceptable at any time during the project.

c. The Contractor must notify the Contract 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, vacations, medical benefits, life insurance, or unemployment compensation, etc.

4. Sub-Contractors A. Disclosure of Subcontractors

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

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

b. The relationship of the subcontractor to the Contractor.

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

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

e. Of the total bid, the price of the subcontractor’s work.

5. Employee Requirements A. Uniform

1. 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 slack.

2. 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

1. Perform personal chores for anyone.

2. Smoke while performing job duties

3. Read newspapers, magazines, books or other matter other than State or contractor issued directives.

4. Use personal electronic devices these include but are not limited to: Smart phones, music/media players, gaming devices, tablets, laptop computers

5. Have pets at work unless a certified service animal must be approved by program manager

6. Consume alcoholic beverages or narcotics or be under their influence when reporting for or while on duty

All key and non-key personnel will be subject to the contractor’s training program consisting of the following:

The contractor requires that all employees review OSHA guidelines for chemical safety, MSDS compliance and company policies, annually. Retraining will include discovering new hazards or processes and identifying potential dangers. If the contractor notices any changes within the scope of specifications, affected workers will be trained. The contractor’s employees are trained in Hazard Communication that includes:

Chemical Training. The contractor’s staff learns to appropriate the proper chemical for the specific duty they are facing. We do not use overly harsh chemicals where it is not necessary. Such over kill may damage surfaces and unnecessarily expose our staff and our clients to harmful toxic smells. MSDS instruction is done as well.

Blood Born Pathogen Training.

PPE Training.

7. Have relatives or personal visitors

8. Sleep or give the appearance thereof

9. Consume food or beverages in public view

10. Play radios or televisions

11. Initiate or receive personal telephone calls on facility telephones. The contractor shall be responsible for all unauthorized telephone calls placed on State telephone lines.

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

13. Use any State Computers

4.0 Project Plan Management

A. Project Work Plan

i. Transition Out should include:

1. Refer to Section 25 of the Standard Contract Terms for transition out responsibilities.

2. Keys and key cards must be returned to the Program Manager or designee by the final date of service.

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

4. 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 be deducted from the Contractor’s final invoice.

B. Adjustments to Schedule

1. 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.

2. Weather-related deviations will only be approved upon verification of K-12 school closing in the nearest school district.

3. Any other deviations to schedule must be pre-approved by the Program Manager or designee.

4. The state reserves the right to reduce the number of cleaning days if the state is under furlough days.

C. 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.

D. Misrepresentation

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

E. Equipment Failure

1. Equipment failure WILL NOT constitute an acceptable reason for failure to provide service.

5.0 Service Levels

A. Days and Times of Basic and Periodic Service

1. Contractor agrees to adhere to the days and times of Basic and Periodic Services as detailed on

Location Specification Sheet

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

B. Inspection and Acceptance

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

a. The Program Manager or designee will conduct weekly inspections for compliance with Section

1.1 Specifications and site specific requirements in compliance with the Location Specification Sheets, noting any deficiencies. The Program Manager or designee will make the final determination as 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 provide record of complaints to the Contractor. The record will identify areas requiring special attention, on the day the complaint was received, which must be completed by the Contractor within eight business hours of receipt.

c. 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. Contractor must correct the deficiency within 8 business hours for basic janitorial issues, and within 24 business hours for periodic services, or sooner, depending on the severity of the task.

6.0 Deductible Incidents, Escalation and Vendor Performance

A. Contractual Deductions and Deductible Incidents

1. Deductible Incidents include, but are not limited to:

a. Failure to Respond to Emergency Situations

b. Unsatisfactory Conditions

c. Unstaffed / Unattended Conditions

d. Unsatisfactory / Incomplete Landscaping

e. Unsatisfactory / Incomplete Snow Removal

f. Incomplete or Missing Records or Reports

g. Inadequate Supplies

2. Failure to Respond to Emergency Situations

a. In the event of an emergency, the Program Manager or Designee will telephone the assigned Key Personnel.

b. Key Personnel failure to respond to the Program Manager or Designee within TWO (2) hours of the initial call may result in a $250.00 invoice deduction and an additional deduction of $100.00 for every ½ hour of delay.

3. Unsatisfactory Conditions

a. The Program Manager or Designee is authorized to determine whether Contract Activities are satisfactory.

b. If the Program Manager or Designee determines any Contract Activity has not been adequately performed, the Facility or Program Manager or Designee will immediately notify the Contractor of the unsatisfactory condition.

c. The Contractor must correct the unsatisfactory condition within eight (8) business hours from notice of the deficiency.

d. Failure to correct the unsatisfactory condition within eight (8) business hours may result in a $25.00 per day invoice deduction for the first day, and a $100.00 deduction for each additional day.

4. Unstaffed / Unattended Conditions

a. Contractor employees must inform the Contractor when late or absent from work. Failure to provide adequate staff may result in a $250.00 invoice deduction for the first instance, and a $500.00 invoice deduction for subsequent late arrival or absence by the same employee.

5. Incomplete or Missing Records or Reports

a. Incomplete or missing MSDS sheets may result in a $150.00 per day invoice deduction.

b. Failure to complete and submit any required report or form within specified time may result in a $150.00 per day invoice deduction.

6. Inadequate or Unapproved Supplies

a. Inadequate supplies, or unapproved supplies found on site, may result in a $150.00 per day invoice deduction.

B. Escalation (Contract Compliance)

1. First Instance –

a. If the Program Manager or designee determines the Contractor is non-compliant with the terms, conditions and / or specifications of the contract, or a Deductible Incident or Condition has occurred, the Program Manager or designee will:

i. Verbally notify the Contractor of the situation or issue

a. Provide a description of the non-compliance or Deductible Incident or Condition.

b. Specify a date by which the issue must be resolved.

b. The Contractor should provide the Program Manager or designee with a verbal root cause analysis and corrective action plan.

c. The Program Manager or designee will preserve a written record of the issue, proposed resolution, and time frame for inclusion in the annual Contract Compliance Report, and provide a copy to the Contractor.

2. Second Instance –

a. If resolution is not achieved, or the issue arises again, the Program Manager or designee will:

i. Schedule an in-person meeting with the Contractor and provide, in writing:

1. A description of the specific problem

2. A description of the actions the Contractor is expected to take to resolve the problem

3. A date by which the Contractor is expected to resolve the problem

4. Notify Contractor of the intent to exercise the Contractual Deduction

5. Request, in writing, the Contractor’s root cause and corrective action plan.

b. Program Manager or designee should preserve a written record of the meeting, expectations and resolution for inclusion in the annual Contract Compliance Report, and provide a copy for the Contractor.

c. Exercise the Contractual Deduction as a deduction from the next invoice.

d. Enter a Vendor Performance Report in MAIN.

3. If resolution is not achieved or the issue arises again, a written notice of breach may be sent to the Contractor. The contract may be terminated.

4. In the event a contract is cancelled, the State may award the contract to the next lowest qualified Contractor.

7.0 Contract Management

A. Reporting

1. 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:

i. Weekly Time Keeping Reports

ii. Monthly Task Report

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

2. Damage Reports

a. In all instances where State 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, and in writing within twenty-four (24) hours of the damage.

3. Accident Reports

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

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 of designee by the 15th of each month the state prefers these to be sent by email. The time sheets must include:

i. Employee name

ii. Dates worked

iii. Area worked

iv. Hours worked – including starting and quitting times

5. SDS Forms

a. The Contractor agrees to maintain SDS forms on site, in area designated by Program

Manager or designee.

B. Meetings

1. The Contractor must attend the following meetings:

a. Kick-off meeting within 30 calendar days of the Effective Date of the contract.

b. Annual Service Review and Progress Meeting

c. Quarterly Program Manager Meeting

2. Annual Service Review and Progress Meeting. The Program Manager or designee may, if necessary, request meetings with the Contractor 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. Quarterly Program Manager Meeting. The Program Manager or designee may elect to meet with the Contractor to discuss progress and provide necessary guidance in solving problems that arise.

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

8.0 Security

A. Contractor Responsibilities

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

2. Drug Testing

a. Upon request, the Contractor and/or sub-contractors must share drug testing records / documentation with DTMB Office of Infrastructure, Security Program Coordinator or Mich- Department of State Human Resources designee.

b. The following drug testing procedures will be in place for the life of the contract:

a. Pre-Employment Drug Testing. 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

b. Random Drug Testing. The contractor’s employees may be selected at random for drug testing at any time. These tests are unannounced and unexpected by employees.

c. For Cause Drug Tests. The contractor’s Employees may be required to submit to a drug test if the contractor believes an employee may be under the influence of drugs or alcohol on the job, if unexcused absence from work or lateness is an issue, or if performance appears to be impacted by drug or alcohol abuse. For cause drug testing is not just to test for drug use on the job, but also during off-work hours such as a lunch hour or even use at home.

d. Post-Accident Drug Test. Any of the contractor’s employees involved in an on-the-job accident or injury may be tested for drug or alcohol use. These accidents can include driver negligence, injury with medical treatment on or away from the scene, disabling damage, or car removal.

3. Background Checks

a. Contractor must perform background checks on all employees and subcontractors and its employees prior to their assignment. Documentation must be provided upon request to the State of Michigan. Contractor is responsible for all costs associated with the processing the background checks. The State, in its sole discretion, may also perform background checks.

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

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

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

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

1. The Contractor shall obtain permission for LEIN checks of all prospective workers for the location. The permission slip is to include:

1. Employees Full Name

2. Social Security Number

3. Date of Birth

4. Michigan Drivers License Number or State ID Number

5. Employee Signature

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

3. The Contractor shall maintain an adequate pool of trained and LEIN cleared relief personnel to substitute for absent regular employees.

4. Sub-Contractors

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

5. Identification Badges

a. All Contractor and sub-contractor staff will display State credentials while performing work on State premises.

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

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

2. DTMB Security Contact Person is:

a. Jeff Pratt, 517-241-4391. prattj@michigan.gov

C. State Employee Responsibilities

1. State employees are required to report any potential concerns regarding security, theft, requests for reasonable suspicion testing, or substance abuse issues regarding the Contractor’s employees to: T/B/D at Contract.

D. Keys, Codes and Key Cards

1. Keys or key cards will be furnished by the State and MUST NOT BE DUPLICATED.

2. Contractor agrees to maintain a secure environment while cleaning the facility. Building lock up to include:

a. Include any building security expectations here:

b. Turn off bathroom exhaust fans

c. Turn off all interior lights

d. Check and lock all entrance doors, gates, or other access into the building

e. Properly set security alarm, if applicable.

3. Only Contractor employees are allowed on site. Contractor employees must not bring friends or family members on site.

4. Contractor must lock the facility when leaving.

5. If the location is equipped with a security alarm, the Contractor must properly set the security alarm when leaving the facility. Failure to properly lock the building or set the security alarm (where applicable) may result in a Vendor Performance Report and possible cancellation of the contract.

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

7. In the event 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.

8. Should the contract be cancelled by default of Contractor, the cost of changing the building locks, providing new keys or key cards, and re-coding the security alarm (when applicable) will be charged to the Contractor and deducted from final payment due the Contractor.

9.0 Pricing

A. Price Term

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

B. Price Changes

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

2. Requests must be in writing, must be supported by written evidence documenting the change in costs and must be received by MDOS-Procurement 60 calendar days prior to contract expiration.

3. The State may consider sources such as the Consumer Price Index, Producer Price Index, other pricing indices, economic and industry data, manufacturer or supplier invoices noting the change in pricing, or any other data the State deems relevant.

4. Following the presentation of supporting documentation, both parties will have 30 days to review the information and prepare a written response.

5. If the request is approved, both parties may negotiate such changes for no longer than 30 days, unless extended by mutual agreement.

6. Upon completion of negotiation, the State will issue a Change Notice to execute the adjustment.

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

8. 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.

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

9.1 Ordering

A. Authorizing Document

1. The appropriate authorizing document for the Contract will be a properly executed and signed

Contract.

9.2 Payment

A. Invoice Requirements

1. Contractor agrees to submit invoices (sospaymentprocess@michigan.gov) and time reports* by e-mail at the closcle of each calendarclose of each calendar month, with separate billings for Semi-Annual Services upon completion of the service.

2. All invoices submited to the State must include:

a. Contract Number

b. Dates of Service (i.e. May 1, 2018 – May 31, 2018)

c. Delivery Order number -if applicable

d. Quantity

e. Description of the Contract Activities

f. Unit price

g. Shipping cost (if any)

h. Total price

B. Payment Methods

1. The State will make payment for Contract Activities by Electronic Funds Transfer (EFT) as described in Standard Contract Terms, Section 20.

10.0 Reserved

11.0 Additional Requirements

A. Environmental and Energy Efficient Products

1. The Contractor must identify any energy efficient, bio-based, or otherwise environmental friendly products used in the products. Contractor must include any relevant third-party certification, including the verification of a United States department of agriculture certified bio based product label.

B. Hazardous Chemical Identification

1. In accordance with the federal Emergency Planning and Community Right-to-Know Act, 42

USC 11001, et seq., as amended, the Contractor must provide a Material Safety Data Sheet listing any hazardous chemicals, as defined in 40 CFR §370.2, to be delivered. Each hazardous chemical must be properly identified, including any applicable identification number, such as a National Stock Number or Special Item Number.

2. The Contractor must identify any hazardous chemicals that will be provided under any resulting contract.

C. Mercury Content

1. Pursuant to MCL 18.1261d, mercury-free products must be procured when possible. The

Contractor must explain if it intends to provide products containing mercury, the amount or concentration of mercury, and whether cost competitive alternatives exist. If a cost competitive

* to Program Manger alternative does exist, the Contractor must provide justification as to why the particular product is essential. All products containing mercury must be labeled as containing mercury.

D. Brominated Flame Retardants

1. The State prefers to purchase products that do not contain brominated flame retardants

(BFRs) whenever possible. The Contractor must disclose whether the products contain BFRs.