Scope of Work - Fire Marshal Building - Scope of Work_.pdf

Nevada and Washoe Services

Janitorial Services White Glove Cleaning Service

Scope of Work for Fire Marshal Building

Services: 3 Days a Week

Per the standards of “White-glove cleaning”, we expect a professional cleaning service to cover every need of each building to ensure the highest standard of cleanliness and professionalism.

1. DAILY CLEANING SPECIFICATIONS

1.1. General Office and Public Areas

1.1.1. Computer keyboards, monitors, typewriters, and calculators will not be cleaned in any manner by the vendor's employees: equipment users will be responsible for their cleaning.

1.1.2. Awarded vendor will dust desks and work surfaces when they have been cleared off. More extensive cleaning will be available upon request.

1.1.3. Vendor shall ensure that all information and/or documents in all contracted buildings remain confidential, with access limited to persons specifically authorized by the awarded vendor.

1.2. Empty Trash from Wastebaskets/Trash Receptacles and Other Labeled Waste Material

1.2.1. All trash will be placed into large plastic trash bags, sealed, and disposed of in the large green dumpsters provided outside the building.

1.2.2. Recycle paper located in "recycling" boxes/bins located in a designated area of each floor must be emptied into the recycle dumpsters, where available.

1.2.3. Other than outside dumpsters, all trash receptacles inside and outside any building, must always include plastic liners. No plastic bags are to be recycled in the dumpster.

1.2.4. Receptacles must be cleaned after any liquid is spilled, or if the liner has slipped and food, etc., is visible in the waste basket.

1.2.5. Plastic liners must be replaced at least once a week, or daily when organic matter/odors are present.

1.3. Vacuuming of Exposed Carpeted Areas (To be completed before 8:00 a.m.)

1.3.1. Vacuuming of the entire building as described may not be accomplished in a single day; therefore, the awarded vendor will schedule daily vacuuming to encompass vacuuming of the entire building on a weekly basis.

1.3.2. All exposed carpeted areas must be vacuumed, including all offices, public areas, corridors, and pathways within office areas, to ensure complete vacuuming of entire building.

1.3.3. All vacuum cleaners must be of commercial grade and have HEPA filtration.

1.3.4. All backpack vacuums must be equipped with a HEPA filtration system that meets all State and Federal legal requirements.

1.3.5. All equipment may be subject to inspection and approval by the Buildings and Grounds designee at any time.

1.3.6. All carpet areas must be spot cleaned daily.

1.3.7. Awarded vendor will make every effort to remove stains from carpets and other flooring material during normal service hours.

1.3.8. When cleaning any stain, the following process will be followed:

A. Vendor will vacuum the affected area, applying spot cleaner to remove the stain, rinse, blot with clean towel and B. If the stain remains, the awarded vendor will notify the Buildings and Grounds designee the next business day, Monday through Friday between 7:00 a.m. and 5:00 p.m.

1.4. Staple/Paper Clip/Substance Removal

1.4.1. Staples and paper clips must be removed from all carpet areas daily.

1.4.2. All gum or other foreign substances found on any floor must be removed upon discovery.

1.4.3. If a substance cannot be removed, Buildings and Grounds designee must be notified the next business day, Monday through Friday between 7:00 a.m. and 5:00 p.m.

1.5. Hard Floor Care

1.5.1. Sweep, dust mop, then damp mop, all hard floors using cool, clean water with a neutral cleaner.

1.5.2. VCT, Linoleum, Brick, Tile, Terrazzo (etc.)

1.6. Dusting

1.6.1. If a polish containing oils is used; surfaces must not leave an oily residue.

1.6.2. Dusting of the entire building as described may not be accomplished in a single day; therefore, awarded vendor will schedule daily dusting areas to encompass dusting of the entire building.

1.6.3. Awarded vendor will dust and remove fingerprints, dirt, dust, grime, from all exposed furniture tops and sides, including but not limited to desks, chairs, tables, lamps, doors, filing cabinets, shelving, windowsills, pictures, door frames, ledges, modular furniture, soda machines, candy machines, appliances, paper shredders, and partial partitions.

1.6.4. Dusting will be accomplished without disturbing any materials on the surface and must be left clean and free from film streaks.

1.6.5. A thorough cleaning and polishing of these surfaces will be done as needed when the surface is clear of unnecessary objects, or upon request.

1.6.6. Walls and doors must be kept clean and free from spots or handprints, and kick plates at the bottom of all doors also will remain clean and streak free.

1.6.7. All doorways and/or entrances to buildings will be manually swept thoroughly every day.

1.6.8. Doors may not be wedged open in the jamb/hinge area.

1.7. Care of Drinking Fountains

1.7.1. Awarded vendor will clean, polish, and sanitize drinking fountains to present a finish with no streaks, smudges, and watermarks.

1.7.2. Drinking fountains will be polished with a stainless-steel polish.

1.8. Customer Service Counters

1.8.1. Awarded vendor will disinfect all customer service counters daily.

1.9. Glass Entryway Doors and Corridors

1.9.1. Entry corridors include all doors and windows (no more than 12 feet high) located at the entrance of a building, and awarded vendor must clean glass in entryways daily, inside, and outside, utilizing a chemical cleaner to minimize fingerprints.

1.10. Ashtrays and Sand Urns in Smoking Areas

1.10.1. Awarded vendor will remove all cigarette butts, matches, bits of paper, etc., from ashtrays, adding sand to ums as needed to maintain a full level.

1.10.2. On the last day of each month, vendor will dispose of all old sand and refill the container with new sand.

1.10.3. Sand will be provided by the awarded vendor, subject to Buildings and Grounds approval.

1.11. Rubberized Mat/Carpet Care

1.11.1. Awarded vendor will vacuum daily all rubberized/carpet mats with a HEPA vacuum.

1.12. Interior Stairwells

1.12.1. Any spills encountered in a stairwell will be removed upon discovery.

1.12.2. Awarded vendor will remove all trash and debris daily, cleaning handrails with a neutral cleaner.

1.12.3. Vendor will notify the Division of any problems in the stairwells by 8:30 a.m. the next business day.

1.13. Elevators

1.13.1. Awarded vendor will clean elevators daily, wiping walls, doors, buttons, and handrails with a general cleaner/disinfectant to remove all marks, fingerprints, etc.

1.13.2. Elevator surfaces should never show streaks or smudges and elevator door tracks shall be kept clean and free of debris.

1.13.3. Elevator floors should be cleaned daily.

1.14. Food Areas

1.14.1. Awarded vendor must clean all lunchrooms (excluding dishes and utensils) and break rooms with cleaners and disinfectants that will not harm finishes, subject to Buildings and Grounds approval.

1.14.2. All floors, tables, and counters must be cleaned, with an approved cleaner/disinfectant that will not harm finishes and will dry completely streak-free and stain-free daily.

1.15. Restrooms, Locker Rooms, and Shower Rooms

1.15.1. Daily cleaning and servicing of all restrooms, locker rooms, and shower rooms is a high priority. In general, stockpiling of refill supplies in these areas is not permitted.

1.15.2. All fixtures, floors, walls, doors, and stall dividers must be cleaned daily with an approved cleaner/disinfectant that will not harm finishes and will dry completely streak-free and stain-free.

1.15.3. All paper towel, toilet paper/toiletry supplies, and hand soap will be supplied by the contractor.

1.16. Soap Dispenser Care

1.16.1. Vendor will refill/replace soap in dispensers’ capacity daily.

1.16.2. Chrome must be polished; dispensers will be streak free.

1.16.3. The vendor has the option to replace broken dispensers with same type of dispenser.

1.16.4. Broken soap dispensers must be reported to Buildings and Grounds by the next business day.

1.16.5. If soap dispensers are battery operated, contractor will be responsible for battery replacement when batteries fail.

1.17. Trash Receptacle/Waste Can Care

1.17.1. Vendor will empty trash containers, polish stainless steel, wipe out the inside as needed, and replace the liner daily.

1.17.2. Trash containers may never remain streaky or smudged after cleaning.

1.18. Mirror and Glass Care

1.18.1. Awarded vendor will dust and polish, where applicable, the stainless steel around the mirror.

1.18.2. Awarded vendor will clean and polish all mirror surfaces with glass cleaner. After cleaning, mirrors must be free of all smudges and streaks.

1.19. Ceramic Tile Walls and Partition Care

1.19.1. Awarded vendor must wipe down the walls of all partitions and ceramic tile with a disinfectant, leaving a streak-free appearance.

1.20. Care of Toilets

1.20.1. Awarded vendor will thoroughly clean with a disinfectant the inside, outside, top, and bottom all porcelain toilets and toilet seats, leaving all surfaces free of rings, water stains, and streaks.

1.20.2. Vendor will polish all chrome.

1.21. Care of Urinals

1.21.1. Awarded vendor will thoroughly clean and sanitize all urinals with a disinfectant, leaving all surfaces free of rings, water stains, and streaks.

1.21.2. All urinals are equipped with a rubberized urinal screen. Awarded vendor will remove these pads each day, clean underneath, and then replace the pads. Disinfectant blocks are prohibited.

1.21.3. Awarded vendor must replace drain pads on or about the first day of every month. Newly installed pads must be dated on the "down" side with a permanent ink marker indicating the day they are placed.

1.21.4. Vendor will polish all chrome.

1.22. Toilet Paper Dispensers and Seat Covers-RE-FILL

1.22.1. Awarded vendor will check and refill toilet paper and seat cover dispensers each day.

1.22.2. Awarded vendor will replace the roll when toilet paper rolls contain one-third (1/3) of a roll or less at the end of the day.

1.22.3. Awarded vendor must clean all toilet paper and seat cover dispensers with a disinfectant, leaving them streak-free.

1.22.4. Awarded vendor will polish all stainless-steel items each day.

1.22.5. Toilet paper must be "quality" white, 2-ply toilet paper, subject to the approval of the Buildings and Grounds designee.

1.23. Paper Towel Dispensers/RE-FILL

1.23.1. Awarded vendor will daily check and refill to maximum all paper towel dispensers.

1.23.2. Vendor will clean dispensers with a disinfectant, leaving each dispenser streak-free.

1.23.3. Vendor will polish all stainless steel, where applicable.

1.23.4. Paper towels must either be a single, multifold, or roll paper towel that is compatible with the dispenser.

1.23.5. All paper towels must be "quality" white.

1.23.6. If paper towel dispensers are battery operated, contractor will be responsible for battery replacement when batteries fail.

1.24. Care of Sanitary Napkin Depositories

1.24.1. Awarded vendor must check and empty all sanitary napkin depositories daily.

1.24.2. Vendor will clean each unit inside and outside with a disinfectant cleaning solution, leaving each unit streak-free.

1.24.3. Vendor will replace any used bags each day.

1.24.4. Bags should be wax coated, "quality" bags, subject to the approval the Buildings and Grounds designee.

1.25. Graffiti Removal

1.25.1. Awarded vendor is required to remove all graffiti from all surfaces and may consult with the Buildings and Grounds designee when attempting removal.

1.25.2. Awarded vendor must notify the Buildings and Grounds designee in writing within 24 hours of the discovery of any unsightly mark or graffiti that cannot be removed from walls, partitions, or mirrors.

2. WEEKLY CLEANING SPECIFICATIONS

2.1. General Office and Public Areas

2.1.1. Vacuuming- to be completed before 8:00 a.m.

A. Every week awarded vendor will thoroughly vacuum all carpet edges, accessible carpet beneath furniture, and carpet beneath light, movable furniture.

B. Weekly vacuuming may be accomplished using a vacuum with a hose attachment or a backpack vacuum.

C. All vacuum cleaners must be of commercial grade and have HEPA filtration.

D. All backpack vacuums must be equipped with a HEPA filtration system that meets all State and Federal legal requirements.

E. The use of a backpack vacuum may be used when vacuuming the following:

1. Buildings with very tight corners.

2. Edges of any carpeted area.

3. Modular furniture

4. Window blinds; and

5. Large equipment, i.e., shredders copiers, and vending machines (where possible)

2.1.2. Cleaning

A. Spot-clean walls, around light switches, doorknobs, door jams, and thresholds to remove all spots, dirt, and marks.

B. Clean all HVAC supply and return air vents, ensuring that all are kept clean and free of dust, webs, and visible buildup.

C. Ensure that all areas surrounding wall and ceiling vents are free of all dust and residual discoloration.

D. Clean janitorial sinks with a disinfectant solution inside and outside, leaving no staining, discoloration, or film in the sink.

E. Flush out all floor drains with a disinfectant solution-bleach may not be used.

2.1.3. Hard Floor Care

C. Dust mop, then damp mop, all hard floors using cool, clean water with a neutral cleaner.

D. VCT and linoleum will present a uniform wet-look appearance when dry, with no wax buildup, dirt, or discoloration visible where the floor edges meet the cove molding, nor in any comers or door jambs.

E. Vendor will maintain floors in such a manner as to promote longevity and safety, leaving all floors in a clean, orderly, and safe condition after cleaning.

F. Spray buff using a high-speed floor machine to achieve a wet look finish.

G. If an area does not exhibit a wet-look finish after buffing, vendor will apply a coat of approved floor finish and will rebuff the area.

H. Floor finish product must be applied every week to all VCT and linoleum tile surfaces. Floor finish product will provide a protective coating with a safe, non-slip surface. Sealed Concrete: Dust mop and wet mop until no streaks are visible.

3. MONTHLY CLEANING SPECIFICATIONS

3.1. Hard Floor Care

3.1.1. VCT and Linoleum

A. VCT and linoleum present a uniform wet-look appearance when dry.

B. Vendor will dust mop all floors.

C. Damp mop using cool, clean water with a neutral cleaner.

D. Deep scrub floor using a floor machine and blue pad to remove soil, scuffs, and black marks.

1. Recoat VCT and linoleum floors with two coats of non-slip wax.

2. Burnish/buff all floors using a high-speed floor machine to achieve a wet-look finish.

3. If an area does not buff up to a wet-look finish, vendor must add an additional coat of the approved product, and then rebuff the area.

4. This process will be repeated until the required wet look famish is present.

5. If already treated, awarded vendor will recoat with appropriate finish acceptable to the Buildings and Grounds designee.

6. If not treated, awarded vendor(s) will clean and seal, using an appropriate finish acceptable to the Buildings and Grounds designee.

4. QUARTERLY CLEANING SPECIFICATIONS

4.1. Janitorial closets

4.1.1. Awarded vendor(s) must maintain closets in an orderly and safe manner.

4.2. Upholstered Surface Care

4.2.1. Vacuum with a HEPA vacuum all upholstered surfaces including, but not limited to, modular furniture with cloth walls, chairs, couches, benches, ottoman, etc.

4.2.2. Spot-clean upholstered surfaces when necessary.

4.3. Shelving and Books

4.3.1. All items on shelves should be dust-free after cleaning.

5. SEMI-ANNUAL CLEANING SPECIFICATIONS

5.1. Sealed Concrete: Dust mop and damp mop until no streaks are visible.

5.2. Hardwood Floors: Shall be vacuumed using an attachment to remove dirt and debris from cracks. Damp mop using 2 ounces per gallon of Pacific Cleaner.

5.3. Polished Marble or Granite: Dust mop. Damp mop with neutral PH cleaner specific for stone. Leaving no streaks or debris behind.

5.4. Terrazzo: Dust mop. Damp mop using water-based terrazzo cleaner.

5.5. Brick and Tile: Dust mop/sweep/vacuum to remove loose debris. Auto scrub using a nylon grit brush.

5.6. Base Cove and Wainscot Care

5.6.1. Wipe down/clean all base-cove wainscots throughout the building.

A. There should be no film left behind; and B. There should be no scuff marks, or other residue present after cleaning.

C. Awarded vendor(s) will consult with the Buildings and Grounds designee on the proper cleaner to use.

5.7. Light Fixtures and Diffusers

5.7.1. Clean all light fixtures and diffusers inside and outside, throughout the building and exterior entries.

6. ANNUAL CARPET CLEANING

6.1. Carpet cleaning should be done on an annual basis (minimum) to promote the longevity of the carpet in State buildings.

6.2. The following specifications are for carpet cleaning of various State buildings using a wet or dry shampoo system. Portable or truck mount, as well as bonnet systems, may be used. If portable units, rentals will not be acceptable.

6.2.1. All carpeted areas, edges, corners, are to be vacuumed, with a HEPPA filter vacuum, thoroughly before carpet cleaning begins.

6.2.2. Pick up chair mats in offices that are clear of furniture (desks, file cabinets, etc.) Put mats aside and avoid curling/bending.

6.2.3. Pick up garbage cans in offices.

6.2.4. Move office chairs (rolling, folding, etc.) and small tables.

6.2.5. Apply pre-spot cleaner. Agitate if needed.

6.2.6. Clean carpeted areas (hallways, offices, behind doors, etc.)

6.2.7. If stains are apparent after cleaning, contractor must re-apply spotter and remove stains.

6.2.8. If stains are not able to be removed, contractor will make note and discuss with designee.

6.2.9. Contractor will place plastic protective sheets (Styrofoam cubes may be used) under metal feet of chairs/tables.

6.2.10. Objects moved by contractor for carpet cleaning, will be replaced by contractor after the carpet is dry to prevent mold/mildew/rust.

6.2.11. Rake/brush carpet where applicable.

6.2.12. Personal items in offices will not be moved by contractor.

6.2.13. If carpet damage (ripples, rips, fraying, etc.) is found during project, vendor will note and contact B&G designee immediately.

6.2.14. All carpet cleaning must be completed after-hours and/or weekends.

6.2.15. If janitorial closet/sinks are used by contractor for water source, contractor will not leave closet or sink in disarray.

6.2.16. Leave doors as you found them. If they were locked upon entry, lock when completed before leaving building.

6.2.17. Leave any area lit as you found it. Be sure light switches (manual) are off when leaving an office/area if that is how you found it upon entry.

6.2.18. Be sure all entry access doors into building are secured.

6.2.19. Upon completion, carpets should be left clean and free of debris and free from stains.

7. SEMI-ANNUAL HARD FLOOR CARE

7.1. Sealed Concrete

7.1.1. Using a commercial grade scrubbing machine, dust mop and wet mop until no streaks are visible and floor is free of foreign matter and standing water.

7.1.2 All building outside entrances must be pressure washed and cleaned of all debris, markings, or surface stains.

The area cleaned must be from the front of the door to the closest intersecting path or asphalt and the width of the concrete approach.

7.2. Hardwood Floors

7.2.1. Vacuum, using a hard floor attachment to remove dirt and debris from cracks and flooring.

7.2.2. Damp mop, using a Swiffer-style mop with a cleaner, approved by Buildings and Grounds designee.

7.2.3. Floor will be left clean, free of streaks and foreign matter.

7.2.4. At no time, should excess liquid be applied to hard wood flooring.

7.3. Polished Marble/Granite

7.3.1. Dust mop floor and corners to remove loose dust and dirt.

7.3.2. Wet mop using a neutral PH cleaner made for natural stone and approved by Buildings and Grounds designee.

7.3.3. Floor will be left clean with no streaks and free of foreign matter and standing water.

7.4. Terrazzo

7.4.1. Dust mop to remove dust and debris.

7.4.2. Using a commercial grade scrubbing machine, using cleaner approved by Buildings and Grounds designee.

7.4.3. Floor will be left clean and free of foreign matter and standing water.

7.5. Brick and Tile

7.5.1. Dust mop.

7.5.2. Using commercial grade auto scrubber with a nylon-grit brush, and cleaner approved by Buildings and Grounds designee.

7.5.3. Grout lines must be clean, and floor will be left clean and free of foreign matter.

7.5.4. Floor must present a uniform appearance.

7.6. VCT and Linoleum

7.6.1. Strip floors of old wax and floor surface by going over floor several times using a floor machine equipped with a stripping pad.

7.6.2. Floor is to be completely clean and free of old wax, hairs, dirt; etc.

7.6.3. Apply 2 coats of sealer to all VCT and linoleum floors, allowing each coat to dry a minimum of (1) one hour before applying the next coat of sealer.

7.6.4. Apply appropriate floor finish accepted by Buildings and Grounds designee.

7.6.5. Recoat VCT and Linoleum floors with a minimum of 3 coats of non-slip wax: allowing sufficient dry time between coats.

7.6.6. 17%-18% solid wax. Wax containing more than 17%-18% solids will not be accepted.

7.6.7. Burnish using a high-speed floor machine to achieve a uniform, wet-look finish.

7.6.8. Upon completion, all flooring will be free of dust, dirt, film streaks, debris and standing water, with no hair, drips, or swirls in the finished look.

7.6.9. VCT and Linoleum will present a uniform, wet-look appearance when dry. There should be no visible build-up of wax, dirt, or discoloration around the edge of the hard floor where it meets the cove molding, nor at any corners, door jambs, baseboards, bottom of doors, thresholds, rubber borders or walls.

7.6.10. Do not wax rubber baseboards; doing this causes yellowing of baseboards; or rubber transitions; doing this causes wax cracks along the transition from people walking across the transition.

7.6.11. Contractor will be responsible for any clean up on walls or carpeted areas or any issues caused by any stripping liquid used.

8. QUARTERLY WINDOW CLEANING

8.1. All interior window washing will be quarterly.

9. ANNUAL BLIND CLEANING

9.1. Blind cleaning is to be performed annually. This is done to maintain the integrity of the building and reduce dust from the environment as well as reducing allergens from the air supply.

9.2. All windows/window blinds over 12 feet above the floor, will be cleaned using a licensed, bonded, and insured blind cleaning company specializing in the cleaning of blinds.

9.3. Blind cleaning shall be scheduled upon notice from the Buildings and Grounds designee.

9.4. Blind cleaning must be performed on weekends.

9.5. Blind cleaning is to be done without removing blinds from the hanging position.

9.6. Blinds are to, first, be vacuumed to remove excess dirt/dust accumulation.

9.7. Blinds are to be cleaned on both sides of the blind.

9.8. If contractor/employees come across broken or dysfunctional blinds, STOP, skip the blinds that are broken/dysfunctional.

9.9. It is the contractor’s responsibility to inform the Buildings and Grounds designee of the issues found.

9.10. If blinds are damaged/broken due to contractor/employees’ carelessness, contractor may be held responsible for replacement.

9.11. While cleaning the blinds, if windows get grimy or dirty from spraying blinds, contractor will clean the window from spray.

9.12. Upon completion of blind cleaning, blinds will be free from dirt, dust, mud, and foreign debris.

9.13. Personal items on windowsills, or in the way of getting to the blinds, those blinds may be skipped.

10. SECURITY REQUIREMENTS

10.1. Background Check and Fingerprinting

10.1.1. All employees or agents of awarded vendor who will be working in any State building are required to have an initial National Crime Information Center (NCIC) background check, as well as a fingerprinting check, at no cost to the State. This background check shall also be repeated each year.

10.1.2. The Buildings and Grounds designee will provide details to awarded vendor(s) regarding the application for and location for records checks.

A. This NCIC background check should take no longer than two (2) days, while the fingerprinting results may take several weeks.

10.1.3. After the NCIC check has been completed, employee/agents will be permitted to work in a state building on a conditional basis until the fingerprinting results have been completed.

A. All results must be submitted to the Buildings and Grounds designee within 24 hours of receipt.

B. In the event the fingerprinting report is negative, the probationary employee will be immediately removed from the building and prohibited from entering any State building under contract.

C. Local, State, and Federal background checks, as well as fingerprinting, must be completed and updated annually.

10.2. Uniforms

10.2.1. All employees of the awarded vendor will be identified by a uniform shirt featuring the janitorial company's logo.

10.3. Photo ID

10.3.1. All employees of the awarded vendor will always wear a photo ID badge. Copies of the photo ID badges shall be remitted to the Buildings and Grounds designee prior to work start date.

10.4. List of Awarded Vendor's Employees

10.4.1. Awarded vendor shall furnish the Buildings and Grounds designee with a list of all proposed employee(s) names.

10.4.2. Contractor shall ensure that all background checks are completed, and the results submitted to the Buildings and Grounds designee at least seven (7) days prior to the start date of any new contract OR any new hire start date.

10.5. Changes to Awarded Vendor(s)' Employee Lists

10.5.1. When an awarded vendor(s) makes a change to an employee list, either on a temporary or permanent basis, the vendor shall notify the Buildings and Grounds designee at least seven (7) days prior to the change and shall also ensure that the required background checks have been completed, with results provided to the Buildings and Grounds designee.

10.6. Exterior Doors

10.6.1. Between the hours of 6:00 p.m. to 6:00 a.m., all exterior doors must always remain locked.

10.6.2. Vendor's employees are strictly prohibited from opening exterior doors for anyone; any person authorized to enter the building after normal working hours should have a key.

10.6.3. Exterior doors should never be propped open for the convenience of running to the dumpster or taking care of any outside projects associated with this contract, with the exception of during the cleaning of an exterior door's threshold, during which vendor employees shall remain present until the exterior door is closed and locked.

10.6.4. The vendor's supervisor will be responsible for ensuring all exterior doors have been secured when work is completed.

10.7. Interior Doors

10.7.1. Between the hours of 6:00 p.m. to 6:00 a.m., all interior doors with locks must be locked with all unnecessary lighting turned off after completion of work in an immediate area.

10.7.2. The vendor's supervisor will be responsible for ensuring all interior doors have been secured when work is completed.

10.8. Building Keys, Alarm Code, and Proximity Card Care

10.8.1. Awarded vendor shall be fully responsible for. the protection of all furnished keys, proximity cards, and alarm codes.

A. Each key and each card shall be assigned to a specific person and may not be used by any other individual.

B. It will be considered a breach of security if keys and/or cards are used by someone other than the assigned individual.

C. Any breach as described above may be considered cause for contract termination.

10.8.2. Vendors shall notify the Buildings and Grounds designee in writing when any employees resign, are terminated, or are moved to another facility.

10.8.3. When key(s) or proximity cards issued to a vendor are lost or stolen, and if the corresponding locks must be rekeyed as a result, the Division may reissue keys, proximity cards, locks, and alarm codes at the awarded vendors' expense.

10.8.4. False alarm fees may be charged back to awarded vendor(s) when the alarm was caused by a vendor or vendor employee.

10.9. The Buildings and Grounds designee will conduct random unannounced building inspections.

10.9.1. During the inspection, the Buildings and Grounds designee will complete an Inspection Sheet to determine if any deficiencies are present.

10.9.2. The Buildings and Grounds designee will email the completed Inspection Sheet to the vendor within 24 hours of the completed inspection.

10.9.3. Awarded vendor will be given seven (7) calendar days to correct all noted deficiencies and must schedule a reinspection with the Buildings and Grounds designee within 24 hours of emailed receipt of the Inspection Sheet noting deficiencies.

11. PROJECT SPECIFICATIONS AND ADDITIONAL INFORMATION

11.1. Contractor’s Examination of Premises

11.1.1. Contractor will be held to have examined the building(s) and satisfied himself as to existing conditions in which he will be obligated to operate, in performing the work under this contract, including but not limited to, the buildings’ square footage and materials to be cleaned. The Division will take the Awarded Contractor’s comments under consideration and respond to Contractor within 30 days after receipt of the Contractor’s written comments.

The Division’s response shall be final.

11.2. Hours of Service

11.2.1. The Division will make every effort to provide Contractor with full and free access to the building(s) to render service thereon. All normal, routine service, inspection work and cleaning of building is to be completed five

(5) days per week, Monday through Friday, between the hours of 5:00 a.m. to 6:00 p.m., except for emergency call back services. The exception to this would be additional hours/services as requested by the Division at any time or any day of the week. These additional hours/services shall be based on an hourly rate to be provided by Contractor in its response to this RFP. Contractor must always, while his crew is on-site, supply at least one supervisor that communicates in the English language.

11.3. Contractor Availability Requirements

11.3.1. The Building and Grounds designee must be able to communicate with a contact person via telephone and/or cell phone during business hours 5:00 a.m. through 6:00 p.m. Answering machine/service is not acceptable. The contact person must be available and able to respond to the Division’s calls within one (1) hour after the Division’s call is made. Any deviation from this practice will result in immediate disciplinary action and possible termination of this contract.

11.4. Materials and Supplies

11.4.1. Except as specifically stated otherwise herein, the Contractor shall supply all necessary equipment, labor, materials and supplies and other items and costs associated with the janitorial services in order to maintain the State’s building(s) in a first-class condition. It being understood that all equipment and materials will be used by Contractor’s employees in a safe manner and shall meet “standards of the industry.” Contractor shall review with the Division all equipment, material, including chemicals, compounds and finishes prior to using them in the building(s).

11.5. Safety Data Sheets

11.5.1. Safety Data Sheets (SDS) must be kept in a YELLOW AND BLACK SDS binder in each janitorial closet in the building to be cleaned under this contract.

11.6. Inspection of Services and Material

11.6.1. Contractor’s work will be inspected to facilitate the mutual monitoring of the terms and conditions of this Agreement. The frequency of these inspections may be changed at the Division’s sole discretion and may include walkthrough and discussion with contractor. During the inspection a “Quality Control Inspection Form” will be completed and sent via email to the Contractor. Contractor shall be required to make any comments Contractor wishes to on the Inspection Form and then sign and return via email. A copy of all inspection forms will be placed in the Contractor’s contract file. All services performed, materials supplied, and equipment used to perform the required services, shall be subject to inspection, test, and approval by the Division. The Division retains the right to conduct additional inspections with or without Contractor being present.

11.7. Performance Standards

11.7.1. If any services performed by Contractor are deemed unacceptable and not in conformance with the specifications and requirements of the contract, the Division shall have the right to require the Contractor to perform the services again in conformity with said specifications at no additional cost to the State. In the event the unacceptable services are not done properly the second time, the Division reserves the right to deduct a prorated amount from any monies due Contractor.

11.8. Contractor Accountability

11.8.1. Contractor shall be held accountable for compliance with the terms, conditions and scope of work detailed in this Request for Proposal and the Contract to be awarded. Infractions will be dealt with according to the severity, number of occurrences and the term and conditions of the Contract. It being understood that the Contractor and the Division desire to enter a contract for the services specified herein, it is the intent of both Parties to establish a good working relationship that will be of mutual benefit.

11.9. Required Notice to Division for Special Projects

11.9.1. The Division must be notified in writing, seven (7) business days prior to any quarterly or semi-annual work being started. This includes floor stripping and waxing, sealing of tile, light diffuser cleaning, or etc.

11.10. Schedule Changes and Possible Compensation

11.10.1. The Division reserves the right to vary the established service schedule from time to time according to the needs of the facility. If the Division deems any change to be substantive, an adjustment in compensation may be due. Any adjustment in compensation must be approved by the State Board of Examiners prior to an increase taking effect.

11.11. Changes in Job Specifications

11.11.1. The Division reserves the right to make changes in the job requirements contained herein. If, after award of contract, contractor has a recommendation regarding a requested requirement, contractor shall present the proposed recommendation, in writing, to the Division and a timely response will be issued. If the Division deems any change to be substantive, an adjustment in compensation may be due. Any increase in compensation must be approved by the State Board of Examiners. Any changes shall be finalized in writing, subject to the agreement of contractor and the Division, if in the best interest of the State. The contractor will make no changes to the custodial services without the prior written approval of the Division. The Division realizes that the contractor is the professional and through experience may have a better working knowledge involving the job requirements contained herein. All questions and/or comments to the Division designee will be accepted and appreciated by the Division.

11.12. Contractor Employee Contact with State Agencies

11.12.1. No State Agency or their employees are to be contacted by the Contractor or Contractor's employees at any time regarding a custodial complaint and/or services, unless directed to do so by the Division. The Division's main contact for the Contractor will be established upon the award of the Contract.

11.13. Contract Labor Is Strictly Prohibited

11.13.1. Any person working in a state building under any contract must be an employee of the Contractor.

11.14. Use of State Equipment and/or State Employee's Personal Property

11.14.1. The contractor and his/her employees are strictly prohibited from using State equipment and/or a state employee's personal property for any reason. This includes, but is not limited to, television, video cassette recorders, radios, tape recorders, copy machines, typewriters, and computers.

11.15. Use of State Telephones

11.15.1. The use of telephones in any State building will be allowed only in case of an emergency or to call the alarm company for the purpose of alarm ins and outs. If an employee of the contractor uses a phone to make any personal calls, the contractor will be financially responsible, and the employee may be terminated.

11.16. Termination of a Contractor's Employee

11.16.1. The Division reserves the right to request the dismissal of an employee for any reason, upon verbal notification of an inappropriate situation or incident. Upon request, the employee will be removed from service immediately. This verbal notification will be followed up in writing by a Division of Buildings & Grounds designee.

11.17. Failure to comply with the terms and conditions of the contract may result in a Breach of Contract.

12. DAY PORTER

12.1 Inspect all public lavatories per shift for cleanliness and maintenance of an adequate supply of toiletries for replenishment of soap, hand towels, toilet paper, sanitary products, toilet seat covers.

Clean mirrors, wipe down sinks and toilets, and remove dirt, stains, trash. Floors around toilet fixtures and under urinals should be mopped a minimum of once per day. On scheduled days, floors around toilets and under urinals must be mopped per scheduled shift using disinfectant cleaner.

12.2. All areas both private and public will be continuously policed and picked up throughout the day for removal of all litter, damp mopping spillages, emptying of trash receptacles, and removal of spots and/or graffiti from wall and column surfaces.

12.3. Building entrances are to be policed for removal of all litter, debris, trash, including cigarette butts during the course of the workday. Entrances should always appear neat and orderly.

12.4. Pick up trash as required/requested.

12.6. Clean interior and exterior surfaces of lobby windows, windowsills, and doors.

12.7. Spot cleaning of common are displays items such as statues and plaques, and/or handrails vestibule areas.

12.8. Check elevator cabs, vacuum out elevator cabs, clean off cab doors, outside call and interior cab buttons and interior walls, and remove and/or clean up any debris or soil such as cigarette butts, chewing gum, coffee spills, graffiti, etc.

12.10. Police the assigned exterior perimeter of the buildings to remove cigarette butts, papers, litter and other debris.

12.11. Removal of trash from trash cans/receptacles on the exterior property and replacement of trash can liners. Clean trash cans and receptacles monthly.

12.13. Place and remove carpet runners in lobby areas as required by weather conditions.

12.14. Two day porters will be required on site for the Nevada building and one day porter for the Washoe building, Monday through Friday, 8:00 am to 5:00pm.

If at any time there is damage done to the building while providing services (IE. Carpet cleaning, door and wall cleaning, mis operation of equipment, etc.) the vendor will be responsible for fixing damages caused by their personnel.