Scope_of_Work___2025_-_SBY_3_MO_.pdf

SECTION 3 – SCOPE OF WORK

3.1 Background and Purpose

These specifications pertain to the W. Paul Martin District Court/Multi-Service Center (DC/MSC), a

226,410 square foot building, which is located at 201 Baptist Street, Suite 18, Salisbury, Maryland 21801, and managed under the authority of the Department of General Services, an agency of the State of

Maryland.

The W. Paul Martin DC/MSC was built in 1990, to act as a central location to better serve the public and houses twenty-three (23) agencies, with approximately three hundred and fifty (350) employees that serve an estimated twelve hundred (1200) clients daily. The intent of this contract is to provide quality janitorial services and cover all janitorial tasks specified under these specifications.

3.2 Scope of Work - Requirements

3.2.1 General Requirements

3.2.1.1 The contractor shall furnish all labor, equipment, materials, and supplies (except those specified in

Paragraphs 3.2.5 and 3.2.6 of this Section) necessary to perform all daily, weekly, monthly, quarterly, and annual cleaning tasks for the W. Paul Martin DC/MSC in strict conformance with the standards specified in these Specifications.

3.2.1.2 The Contractor must own or acquire prior to the start date of the contract all necessary commercially rated equipment for the proper performance of the contract. Said equipment must be at the facility and be fully operational upon the start of the contract.

3.2.1.3 The net cleanable square footage and number of cleanable items consist of the following:

Carpeted floor surface - Approximately 82,390 square feet

Resilient tile flooring - Approximately 24,710 square feet

Ceramic tile flooring - Approximately 4,600 square feet

Total Net Cleaning Space: Approximately 111,700 square feet

Restrooms 24

Holding Cells 11

Elevators 4

Stairwells 4

Water Fountains 6

Windows 197

Blinds 187

Light fixtures 1,592

Glass including Windows 8,890

It shall be the Contractor’s responsibility to verify the square footage and number of units listed above, as all are approximate. Failure of the Contractor to verify the listed amounts shall not relieve the Contractor of responsibility to provide all services required to the standards included herein, for the prices submitted in the Contractor’s bid.

3.2.2 Work Excluded from This Contract

All mechanical rooms, electrical rooms, any areas used exclusively for building maintenance and any garage areas are excluded from this contract. The exception is the Maintenance Shop restroom, which the Day Porter shall have access to for janitorial duties.

3.2.3 Hours When Work May Be Performed

3.2.3.1 The standard operating hours for the W. Paul Martin DC/MSC are Monday through Friday 8:00 am to 5:00 pm. Working hours for the Day Porter shall be Monday through Friday 7:00 a.m.

to 3:30 p.m.

3.2.3.2 Janitorial tasks may be performed daily between the hours of 5:00 pm to 11:00 pm, Monday through Friday, or on State holidays and weekends, with prior approval of the Multi-Service

Center Regional Manager.

3.2.3.3 All the Contractor’s janitorial personnel are required to sign in and sign out of the building. The security guard on duty will verify the time logged in and the time logged out for all personnel.

3.2.4 Scheduling of Work

3.2.4.1 The Contractor shall be responsible for deliverables (checklist, schedules, organizational charts, etc.) required within the IFB as the time specified, accountable for the supervisor’s performance, accompany the DGS Regional Manager/Designee to inspect the work site; when required, be present at meetings to become informed about the deficiencies in the scope of work or personnel that could not be resolved at the supervisor’s level, or any other reason the Regional

Manager/Designee should wish to confer with the Contractor. The Contractor must be fluent in the English language and be knowledgeable in overall cleaning service techniques required within the IFB.

The Contractor shall notify the Regional Manager/Designee, in advance, of any changes in the designated supervisor’s position.

3.2.4.2 Five (5) business days prior to the contract starting, the Contractor shall submit in writing to the

Multi-Service Center Regional Manager or his/her designee the name and phone number of the

Onsite Supervisor(s) authorized to act for the contractor in every detail for the janitorial cleaning services.

3.2.4.3 At least five (5) days prior to the commencement of the Contract, the Multi-Service Center

Regional Manager or his/her designee shall confer with the Contractor and review the total specifications and requirements, total workload, and the cleaning methods proposed by the contractor under this contract.

3.2.4.4 At least fifteen (15) day prior to the commencement of the contract, the Contractor shall provide to the Multi-Service Center Regional Manager or his/her designee a monthly schedule of performance for all daily, weekly, as needed, quarterly and annual janitorial tasks.

3.2.4.5 Prior to the commencement of the contract, the Contractor shall submit a Maryland District Court

Security Clearance background check forms for the employees the Contractor intends on assigning to the contract, if the Regional Manager/Designee has requested to do so.

An approved background clearance must be obtained prior to any employee being allowed to work in the building.

3.2.5 Supplies Furnished by the State

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

3.2.6 Services to Be Supplied by State

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

3.2.6.2 The State will provide janitorial closets for the housing of the contractor’s equipment and supplies. The closets will be supplied with locks to safeguard the contractor’s property. These closets must be maintained in a clean, neat, and orderly condition always by the contractor.

3.2.6.3 Keys to the janitorial closets will be the responsibility of the contractor. Should the contractor lose these or any building keys, s/he shall be responsible for the cost of replacement or re-keying of the building locks so affected. The Contractor shall not make duplicates of any keys issued.

3.2.6.4 The state will supply large trash receptacles (dumpster), for the final disposal of trash.

collected in the building. The contractor shall deposit all trash collected in the building in the receptacle provided and ensure that all lids, doors, or other openings to the receptacle are closed and latched.

3.2.7 Supplies, Materials, Equipment and Utilities

All janitorial and housekeeping supplies in support of this contract are to be purchased from Blind

Industries and Services of Maryland (BISM) to the extent they are listed as attached on the price list and product description. The contractor shall anticipate a potential annual CPI increase, not exceeding 5% in these prices for each year of the contract term, including any options. Additional information may be obtained from BISM direct by calling 410-737-2600. As this is a mandatory requirement, failure to comply will be considered a contract default. A copy of the contract will be provided to BISM for follow-up. Additional information can be found at www.BISM.org.

The Contractor shall:

3.2.7.1 Furnish all supplies, materials, and equipment necessary for the performance of the work of this contract unless otherwise specified herein; see Paragraph 3.2.4 and 3.2.5. Fifteen

(15) days prior to the starting date of the contract, the contractor must submit to the

Maintenance Supervisor/ Designee, a list giving the name of the manufacture, the brand name, and intended use of the materials that the contractor proposes to use in the performance of the work. The contractor shall not use any material which the

Maintenance Supervisor/Designee determines would be unsuitable for the purpose, or harmful to the surfaces to which applied, or to any other part of the building, its contents, or equipment.

3.2.7.2 Furnish all necessary commercially rated cleaning equipment, including power-driven floor scrubbing machines, polishing machines, industrial type HEPA vacuum cleaners, etc., required for the performance of the work of this contract. This equipment must be of the size and type customarily used in work of this kind and meet with the approval of the

Maintenance Supervisor/Designee.

3.2.7.3 Ensure that each piece of equipment delivered to the contract site for use under this contract is serially numbered and appropriately identified with a plate affixed thereon.

The Contractor must furnish the Maintenance Supervisor/Designee with a listing of all equipment delivered to the building with the corresponding serial numbers.

On a schedule established by the Maintenance Supervisor/Designee, an inventory is to be made of the equipment. The purpose of the inventory is to ensure that all equipment is in operating condition and that the quantity and quality agreed upon at the award of the contract is the same. The Contractor shall accompany the designed State employee conducting the inventory. It is the responsibility of the contractor to provide only those items approved at the beginning of the contract. Furthermore, all equipment shall always be operative. Any inoperative equipment shall be repaired and/or replaced within a twenty-four (24) hour period.

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

http://www.bism.org/

3.2.8 Manning Tables

The contractor shall supply to the State within 30 days after the award of the contract the following information:

3.2.8.1 Total weekly man-hours for the provision of daily, weekly, and monthly tasks (Tasks D1 – M1).

3.2.8.2 Total semi-annual man-hours for the provision of semi-annual tasks (Tasks SA-1).

3.2.8.3 Total annual man-hours for the provision of Add Alternates (Tasks A1-A4).

3.2.9 On-Site Supervisor

3.2.9.1 The successful contractor shall provide for an On-site Supervisor who will represent the

Contractor in all matters concerning this contract. The On-site Supervisor must have a minimum of two (2) years’ experience with cleaning supervision for services of a similar type and size as stated in the specifications herein.

3.2.9.2 The on-site supervisor shall make himself/herself available to the Multi-Service Center Regional

Manager/Designee, between the hours of 4:00 P.M. to 5:00 P.M.; when requested, for the purpose of obtaining instructions or becoming informed about deficiencies in the janitorial work or any other reason the Multi-Service Center Regional Manager/Designee should wish to confer with the

On-site Supervisor.

3.2.9.3 Failure of the On-site Supervisor to be present at any time janitorial work is performed under this contract, including weekends and holidays, shall be considered as breach of contract and may be cause to consider the Contractor in default. If the On-site Supervisor is unavailable for any reason, the Contractor shall provide services in the same capacity as the On-site Supervisor in his/her absence.

3.2.9.4 The Contractor shall provide the On-site Supervisor with a copy of these detailed specifications and the appropriate schedules and standards.

3.2.9.5 The On-site Supervisor is responsible for presenting to the Multi-Service Center Regional

Manager/Designee a schedule of dates and times when the annual tasks will be accomplished.

This schedule is to be presented no later than thirty (30) calendar days following the first day after the award of this contract. Failure of the On-site Supervisor to provide the Multi-

Service Center Regional Manager/Designee with a schedule of these tasks within the above mentioned thirty (30) calendar days, shall be considered as a breach of contract and may be cause to consider the Contractor in default.

3.2.9.6 The On-site Supervisor is accountable for all activities and behavior of all personnel assigned by the Contractor to perform work under this contract.

3.2.9.7 The on-site Supervisor is responsible for presenting to all its personnel a copy of Section

3.2.15, Conduct of Contractor’s Employees.

3.2.9.8 The on-site Supervisor may perform as a cleaning crew but will be held accountable to maintain its duties and requirements in strict conformance throughout the IFB.

3.2.9.9 In the event any alternates tasks are provided at the same time as any of the daily, bi-weekly, Monday, Wednesday & Friday, monthly and quarterly tasks, an additional On-site Supervisor must be present to oversee all work being performed as add alternate tasks.

3.2.9.10 The On-site Supervisor must have the ability to fully speak, read, write and understand

English.

3.2.10 Provisions for a Day Porter

3.2.10.1 The contractor shall provide one (1) full-time Day Porter to perform janitorial tasks from

7:00 a.m. to 3:30 p.m. Monday through Friday except State holidays. The Day Porter shall help with the upkeep of some building areas such as lobby floors, executive offices, window ledges, cells, restrooms, and any other tasks that may be accomplished during daytime hours.

3.2.10.2 The full time Day Porter shall work under the supervision of the Maintenance

Supervisor/Designee and will not require the contractor to be on-site when performing janitorial services. However, the contractor shall inspect the Day Porters work a minimum of one (1) time within a five (5) calendar day period, unless the

Maintenance Supervisor or his/her designee requests more frequent inspections.

3.2.10.3 The Day Porter must have the ability to fully speak, read, write, and understand

English.

3.2.10.4 The Contractor shall notify the Maintenance Supervisor/Designee any time the Day

Porter will not be reporting for duty during the hours defined above due to illness, vacation or any other reason scheduled or unscheduled.

3.2.10.5 The Contractor shall provide a replacement Day Porter during such absences that are familiar with the facility and the requirements of the contract pertaining to the Day

Porter’s responsibilities. If absences are unscheduled the Contractor shall provide an adequate replacement Day Porter as described above, within one (1) hour of the regular start time. The replacement Day Porter must be familiar with the contract specifications and must be able to perform all tasks as required.

3.2.10.6 Failure of the Contractor to provide an adequate replacement of the Day Porter as described above, shall be considered as a breach of contract and shall be cause to consider the Contractor in default. Services performed by DGS staff to cover any staffing shortage shall be charged to the Contractor, per Section 3.2.24, d and Section 3.2.24, f.

3.2.11 Conduct of Contractor’s Employees

3.2.11.1 Employees of the contractor, while performing work under this contract, shall not:

• Remove any State property or personal property, equipment, monies, forms, or any other items from the building.

• Engage in loud or boisterous behavior.

• Play radios, cell phones, tape or CD players, or any other sound amplification devices.

• Be under the influence of alcohol or drugs.

• Turn on or off or use any equipment other than the contractor’s equipment.

• Use any personal cell phones or State telephone except a telephone designated by the

Maintenance Supervisor/Designee for the purpose of conducting business under this contract. The Contractor shall reimburse the State for any costs for misuse of State telephones.

• Open any desk, file cabinet, or storage cabinet.

• Consume any food or beverage other than that which the employee brought on the job site with him/her or purchased from a vending machine and only in an area designed by the Maintenance Supervisor/Designee.

• Engage in any horse play.

• Remove any articles from desks.

• Sleep.

• Engage in long conversations with security guards, visitors, or other individuals.

• Take photographs and/or videos of themselves, the building or any of its contents.

• Remove any documents, records, forms, or paper of any kind which is not either in the trash can or clearly marked as trash.

• Use any tobacco or tobacco products in any form on State property.

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

• Have visitors, bring children(ren) or pets to work, or bring any unauthorized individuals into the facility at any time.

• Enter the facility during non-specified work hours without the prior knowledge and approval of the Maintenance Supervisor/Designee.

3.2.11.2 Should the State find any janitor undesirable under this contract, the State shall immediately notify the contractor’s representative verbally, followed by a written notification to the

Contractor, that this janitor is undesirable. The Contractor shall be responsible for the conduct of that janitor and liable for any action or inaction of that janitor while performing work under this contract.

3.2.12 Contractor’s Employees

3.2.12.1 The Contractor shall require all employees to wear distinctive work clothing for ready identification and assure that every employee is in proper attire on the date an employee first enters onto duty and everyday thereafter while the employees of the Contractor are on this site. A below the waist work smock is acceptable. Any color or color combination, as approved by the Maintenance Supervisor/Designee. Employees will be required to dress neatly and appropriately, commensurate with the tasks to be performed.

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

3.2.12.3 The Contractor’s Supervisor(s) shall be fully and adequately trained and have a minimum of two (2) years’ experience in cleaning supervision sufficient in scope, to meet the approval of the Maintenance Supervisor/Designee. Background information verifying the supervisor’s experience will be provided to the Maintenance

Supervisor/Designee by the Contractor within ten (10) days prior to the start of employment on the job site.

3.2.12.4 The Contractor shall employ, always, the quantity and quality of supervision necessary for both effective and efficient management of cleaning operations. All Supervisors shall have an intimate knowledge of the various cleaning tasks, equipment, and materials, to be able to both properly use and train others in the use of the items/equipment, and to direct the cleaners in their individual daily tasks, to maintain, control, and effectively inspect and follow up on the cleaning program.

3.2.12.4 The Contractor shall not hire State employees for work in State buildings.

3.2.13 Authorization for Access to Records and Documentation

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

3.2.13.1 A signed Authorization for Access to Records and Documentation.

3.2.13.2 The persons completed application.

3.2.13.3 A copy of certification of the education requirements.

3.2.13.4 Reference check of past employers.

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

Department of General Services.

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

3.2.14 Daily Sign-In and Sign-Out of the Contractor’s Employees

All the Contractor’s janitorial personnel are required to sign-in and sign-out of the building. The security guard on duty will verify the time logged in and out for all personnel.

3.2.15 Janitorial Tasks and Standards

The building must be cleaned at the frequency and to the standards as detailed in these Specifications. The

Multi-Service Center Regional Manager/Designee shall determine whether the tasks have been performed, and that the performance is in accordance with the standards set forth in these Specifications.

Failure to perform a task or to perform a task to the specified standard may result in reduction in the

Contractors monthly invoice as indicated under Section 3.6.24.

The State will demand strict conformance to the standards and on the frequency specified. The

Maintenance Supervisor/Designee and/or Multi-Service Center Regional Manager/Designee will inspect all completed work and will ascertain that all tasks have been satisfactorily accomplished.

3.2.15.1 Task #1: Empty Trash Cans and Remove Trash

Frequency: Daily

Locations: Lobbies, General Offices, Executive Office, Judge's Chambers, Conference Rooms, Courtrooms, Corridors, Lounges, Restrooms, Holding Cells

Standards:

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

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

3. Dumpster doors are left closed and latched.

4. All emptied trash cans have liners that are free of soil and stains caused by liquids, coffee grounds, food, garbage, or any other substance which creates an odor or will adhere to other trash to the side of the liner. All liners are to be a minimum of 4.0 millimeters in thickness.

5. All items marked as trash are removed, and boxes are broken down prior to being placed in the dumpster.

3.2.15.2 Task #2: Clean Glass and Mirrors

Locations: Entrances, Lobbies, Main Restrooms

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

3.2.15.3 Task #3: Clean and Disinfect Water Fountains

Locations: Lobbies, Corridors, Lounges

1. All water spots, dirt, smudges, smears, film, and haze are removed from all surfaces of water fountains.

2. Stubborn stains are removed, and no damage is done to the surface of water fountains.

3.2.15.4 Task #4: Refill Paper Towels, Toilet Tissue, and Liquid Hand Soap.

Locations: Restrooms, Judge's Chambers, Employee's Lounges and Holding Cells

1. Roll towel dispensers should have stand by roll installed and set to operate as needed.

2. All toilet paper dispensers will have two (2) rolls of toilet paper and rolls properly installed in dispensers.

3. All hand soap dispensers checked and refilled when needed.

• Do Not Leave Paper in Cells. Put Paper Rolls for Cells in the Lockup Office

Restroom. They Will Distribute as Needed.

3.2.15.5 Task #5: Clean and Disinfect Basins, Toilets, Urinals and Sanitary Napkin

Depositories.

Locations: Restrooms, Judge's Chambers, Holding Cells, Employee's Lounges, Agency Areas.

1. Basins, countertops and plumbing disinfected and free of stains, dirt, hair, smudges, smudges, smears, and water spots. Chrome fixtures or pipes shined.

2. Toilets and urinals disinfected and free of stains, dirt, hair, smudges, smears, water spots, encrustation, and rust. Toilet seats free of stains, dirt, hair, smudges, smears, and water spots on both top and bottom surfaces.

3. Sanitary napkin depositories are emptied, disinfected and are free of dirt, hair, smudges, smears, water spots, encrustation, rust, and odor. The exterior of depositories is free of smears, film, and haze. Contents of depositories bagged in plastic bags, plastic bags tied and deposited in dumpsters.

4. All partitions wiped down after fixtures have been cleaned.

3.2.15.6 Task #6: Dust Mop Followed by Wet Mop All Ceramic Tile, Quarry Tile, Brick

Terrazzo and Resilient Tile Floors.

Locations: Main Entrances, Restrooms, 1st, 2nd, and 3rd Floor Lobbies

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

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

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

4. Disinfectant to be used on all restroom floors.

3.2.15.7 Task #7: Vacuum Floor Mats

Locations: Lobbies and Main Entrances

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

2. Floor mats returned to their original position

3.2.15.8 Task #8: Clean and Disinfect Basin, Toilet, Urinal and Sweep and Mop Floor

Frequency: Weekly – DAY PORTER ONLY

Locations: Maintenance Shop Restroom

1. Basin, countertop and plumbing disinfected and free of stains, dirt, hair, smudges, smears, and water spots. Chrome fixtures or pipes shined.

2. Toilet and urinal disinfected and free of stains, dirt, hair, smudges, smears, water spots, encrustation, and rust. Toilet seat free of stains, dirt, hair, smudges, smears, and water spots on both top and bottom surfaces.

3. All partitions wiped down after fixtures have been cleaned.

4. Sweep floor, followed by wet mop.

5. Remove all the trash and take to dumpster.

3.2.15.9 Task #9: Clean Glass and Mirrors

Frequency: Weekly - Mondays

Locations: General Offices, Executive Offices, Judge's Chambers, Courtrooms, Lounges, Restrooms and Office Partitions.

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

3.2.15.10 Task #10: Dust Mop Followed by Wet Mop, All Ceramic Tile, Quarry Tile, Brick

Terrazzo and Resilient Tile Floors

Frequency: Weekly - Fridays

Locations: All Tiled Corridors, Tiled Lounges, Tiled Elevator Floors, Office, Storage Areas and All Holding Cells, Tiled Offices.

floors.

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

3.2.15.11 Task #11: Sweep Followed by Wet Mop, All Stairwells

Locations: All Stairwells floors.

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

3.2.15.12 Task #12: Collect All Recycling

Locations: First Floor Lobby, Second Floor Staff Lounge, District Court Clerk’s

Office, Third Floor Lobby

1. Collect recycling items from the assigned locations.

2. Dispose of recycling items in the recycling dumpster in the secured parking garage.

3. Make sure to break down any boxes prior to putting them in the dumpster.

3.2.15.13 Task #13: Buffing All Quarry Tile, Brick Terrazzo and Resilient Tile Floors

Locations: Lobbies, Tiled Corridors, Tiled Lounges, Tiled Elevator Floors, Tiled

Reception Areas. And Tiled Bathrooms.

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

3.2.15.14 Task #14: Vacuum All Carpeted Areas

Locations: Judges Chambers, General Offices, Executive Offices, Carpeted

Corridors, Carpeted Reception Areas, Carpeted Lounges, Conference Rooms, and

Courtrooms

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

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

3.2.15.15 Task #15: Dust All Horizontal Surfaces

Locations: Judges Chambers, General Offices, Executive Offices, Lobbies, Corridors, Lounges, Conference Rooms, and Courtrooms

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

3.2.15.16 Task #16: Dust All Vertical Surfaces

Corridors, Lounges, Conference Rooms, and Courtrooms

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

3.2.15.17 Task #17: Spot Clean Building Surfaces

Corridors, Lounges, Conference Rooms, Courtrooms, and Restrooms

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

2. Stainless steel partitions are to be shined.

3.2.15.18 Task #18: Spot Clean Lobby and Courtroom Furniture

Locations: Lobbies, Corridors, Lounges, and Courtrooms

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

2. Furniture exhibits clean shine, free from residue or haze.

3.2.15.19 Task #19: Spot Clean Carpet Stains

Locations: All Carpeted Areas

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

3.2.15.20 Task #20: Scrubbing All Ceramic Tile Floors

Frequency: Monthly – First of each month

Locations: Tiled First Floor Lobby, Tiled First Floor Stairs, Tiled Second Floor

Lobby, And Tiled Bathrooms.

1. Ceramic tile floors and walls shall be thoroughly scrubbed with a heavy-duty disinfectant/detergent solution.

2. Extreme care shall be exercised to avoid excessive flooding of area.

3. Ceramic tile floors and walls shall be thoroughly cleaned, rinsed, and dried to present a uniformly clean appearance.

3.2.15.21 Task #21: Waxing All Quarry, Brick Terrazzo and Resilient Tile Floors

Frequency: Monthly – First of each month

Locations: All Resilient, Quarry, and Brick Terrazzo Floors in Lobbies, Elevators, Corridors, Lounges, Reception Areas, and Bathrooms

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

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

3. No waxy residue or buildup in corners or areas of floor adjoining vertical walls or stairs.

4. All walls and baseboards free of chemicals and wax splash.

3.2.17 Deferred Maintenance

3.2.17.1 The Procurement Officer, or any authorized superior above the Assistant

Superintendent’s position, may defer any task, add an alternate task or requirement of this contract if this person, or persons, deem it in the best interest of the State to do so. His act may be initiated by verbal notice to the Contractor followed by a written order and may be implemented at any time during the term of this contract.

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

3.2.18 Emergency Conditions

Should an emergency condition requiring immediate attention exist (such as flooding of a particular section of the building), the Contractor shall divert their staff to whatever part of the building that is affected, under the direction of Multi-Service Center Regional Manager/Designee and attempt to remedy the situation as best possible. When these employees are no longer needed for this special work, they will resume their normal janitorial duties. The Contractor shall not be penalized because the normal duties were not performed for this date.

3.2.19 Building Closure/Snow Days

Whenever State employees are excused early because of heavy snowfall and hazardous driving conditions, the Contractor must make every effort to provide janitorial services, particularly if the occurrence is on a Friday, or is a day preceding a holiday. Work should be performed during the holiday or weekend so the building shall be clean prior to the beginning of the next business day.

Should the Contractor be unable to provide janitorial service to the building, the Contractor must notify the Multi-Service Center Regional Manager that service will not be provided. The Contractor shall not receive payment for the daily tasks that were not performed because of the building being closed.

3.2.20 State Holidays

State holidays which services may not be required from the Contractor unless prior approval is given by the Multi-Service Center Regional Manager, or his/her designee are as follows:

New Year’s Day Columbus Day

Martin Luther King Day Presidential or Gubernatorial Election Day

President’s Day Veteran’s Day

Memorial Day Thanksgiving Day

Juneteenth American Indian Heritage Day

Independence Day Christmas Day

Labor Day

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

3.2.21 Hourly Billing Rates

The Contractor shall submit the hourly billing rates with the bid for janitorial staff and the On-site

Supervisor. These shall be for non-overtime work regardless of the day of the week or hour of the day the work is performed. This rate may be used when required by the State to work special hours providing additional services under this contract. The hourly billing rate will be used to calculate additions and reductions to the scope of work defined in these specifications. Any changes to the scope of work shall be approved by change order issued by the Procurement Officer.

Attached is the Janitorial Cost Breakdown Worksheet. This is an Excel Worksheet required to be submitted with the bid.

3.2.22 Base Bid

The Base Bid shall be a total three (3) year price with two (2) one (1) year renewal options for the provision of all janitorial services as described in Section 3.2.15.1 through 3.2.15.22 of these specifications for the Salisbury District Court/Multi-Service Center. This price covers all daily, weekly, monthly, and semi-annual tasks to the standards set forth, including all supplies, equipment, wages, overhead and profit for the entire term of the contract.

3.2.23 Reductions for Non-Performance or Failure to Meet Standards:

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

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

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

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

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

e. Reductions for below standards work may be made if, after the second documented notification, the Contractor has not corrected the deficiency and State workers are assigned to perform the task. Reductions will be based on the hourly wage rate of the State employee assigned to perform the task times the hour/hours required for State workers to perform the task.

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

State workers to perform the task.

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

Procurement Officer.

3.2.24 Disputes Arising from Reductions:

a. Should the Contractor dispute the validity of a reduction determination made by the

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

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

c. Should the Contractor disagree with the decision of the Superintendent, the Contractor may appeal the Superintendent’s decision to the Assistant Secretary for Facilities

Operations and Maintenance, Annapolis Public Buildings and Grounds, 29 St. John's

Street, Annapolis, Maryland 21401 within seven (7) calendar days of the receipt of the

Manager's decision.

d. The Assistant Secretary for Facilities Operations and Maintenance shall review all documentation, evidence and arguments of the Contractor and the Building Manager and make a written determination as to the validity of the reduction within seven (7) days of receiving the appeal from the Contractor.

3.3 Security Requirements

3.3.1 Employee Identification

(a) Each person who is an employee or agent of the Contractor or subcontractor shall always display his or her company ID badge while on State premises. Upon request of authorized

State personnel, each employee or agent shall provide additional photo identification.

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

3.3.2 Information Technology

(a) Contractors shall comply with and adhere to the State IT Security Policy and Standards.

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

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

3.3.3 Criminal Background Check

The Contractor shall obtain from everyone assigned to work on the Contract a statement permitting a criminal background check. The Department will obtain a Maryland District Court criminal background check for everyone using a source of its choosing. The Contract Monitor reserves the right to reject any individual based upon the results of the background check.

3.4 Insurance Requirements

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

Injury Liability of $1,000,000 per occurrence and $3,000,000 aggregate.

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

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

Insurance Commissioner to issue such bonds in Maryland. The bond or bonds shall protect the

State against loss by theft of money or other property from the premises to which the State or others may sustain because of any fraudulent or dishonest act of Contractor's employee, acting alone or in collusion with others, during the term of the contract. Said bond or bonds shall have a http://www.doit.maryland.gov/ limit of $2,500 per occurrence, per employee. Contractor must deliver said bond or bonds to the

State no later that time of award.

3.4.4 Within five (5) Business Days of recommendation for Contract award, the Contractor shall provide the Contract Monitor with current certificates of insurance and shall update such certificates from time to time but no less than annually in multi-year contracts, as directed by the

Contract Monitor. Such copy of the Contractor’s current certificate of insurance shall contain at minimum the following:

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

Compensation Act, and the Federal Employers’ Liability Act.

b. Commercial General Liability as required in Section 3.4.1.

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

d. Employee Theft Insurance as required in Section 3.4.3.

3.4.5 The State shall be listed as an additional insured on the policies except for Worker’s

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

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

“Janitorial Services at the W. Paul Martin DC/MSC. THE STATE OF MARYLAND IS

INCLUDED AS AN ADDITIONAL INSURED SOLELY WITH RESPECT TO THE

OPERATIONS AND ACTIVITIES OF THE NAMED INSURED.” (CONTRACT # and

CONTRACTOR)

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

3.5 Problem Escalation Procedure

3.5.1 The Contractor must provide and maintain a Problem Escalation Procedure (PEP) for both routine and emergency situations. The PEP must state how the Contractor will address problem situations as they occur during the performance of the Contract, especially problems that are not resolved to the satisfaction of the State within appropriate timeframes.

The Contractor shall provide contact information to the Contract Monitor, as well as to other

State personnel, as directed should the Contract Monitor not be available.

3.5.2 The Contractor must provide the PEP no later than ten (10) Business Days after notice of

Contract award or after the date of the Notice to Proceed, whichever is earlier. The PEP, including any revisions thereto, must also be provided within ten (10) Business Days after the start of each Contract year and within ten (10) Business Days after any change in circumstance which changes the PEP. The PEP shall detail how problems with work under the Contract will be escalated to resolve any issues in a timely manner. The PEP shall include:

• The process for establishing the existence of a problem;

• The maximum duration that a problem may remain unresolved at each level in the

Contractor’s organization before automatically escalating the problem to a higher level for resolution;

• Circumstances in which the escalation will occur in less than the normal timeframe;

• The nature of feedback on resolution progress, including the frequency of feedback to be provided to the State;

• Identification of, and contact information for, progressively higher levels of personnel in the Contractor’s organization who would become involved in resolving a problem;

• Contact information for persons responsible for resolving issues after normal business hours (e.g., evenings, weekends, holidays, etc.) and on an emergency basis; and

• A process for updating and notifying the Contract Monitor of any changes to the

PEP.

Nothing in this section shall be construed to limit any rights of the Contract Monitor or the State which may be allowed by the Contract or applicable law.

3.6 Invoicing

3.6.1 General

(a) All invoices for services shall be signed by the Contractor and submitted to the Contract

Monitor. All invoices shall include the following information:

• Contractor name.

• Remittance address.

• Federal taxpayer identification number (or if sole proprietorship, the individual’s social security number).

• Invoice period.

• Invoice date.

• Invoice number

• State assigned Contract number.

• State assigned (Blanket) Purchase Order number(s).

• Services provided; and

• Amount due.

Invoices submitted without the required information cannot be processed for payment until the Contractor provides the required information.

(b) The Department reserves the right to reduce or withhold Contract payment in the event the

Contractor does not provide the Department with all required deliverables within the time frame specified in the Contract or if the Contractor otherwise materially breaches the terms and conditions of the Contract until such time as the Contractor brings itself into full compliance with the Contract. Any action on the part of the Department, or dispute of action by the Contractor, shall be in accordance with the provisions of Md. Code Ann., State Finance and Procurement Article §§ 15-215 through 15-223 and with COMAR

21.10.02.

3.6.2 Invoice Submission Schedule

The Contractor shall submit invoices in accordance with the following schedule:

Invoices are due by the 15th of the month following the month in which services were performed.

All Invoices shall be addressed as followed:

Department of General Services

Accounts Payable

301 West Preston Street, Room 1309

Baltimore, MD 21201-2305

Invoices may be submitted via e-mail at:

dgs.accountspayable@maryland.gov mailto:dgs.accountspayable@maryland.gov