SOW 6-1 Janitorial.pdf

Statement of Work

Janitorial Services

For Bucks County Maintenance Office

GENERAL PROVISIONS______________________

1. Governing Specifications

2. Service Requirements

3. Contract Representative

4. Pre-Bid Site Inspection

5. Term of Purchase Order

6. Option to Renew

7. Option to Extend

8. Estimated Quantities

9. Personnel

10. Additional Requirements

11. Invoice and Billing Instructions

12. Work Requirements

a. Notification

b. Holidays

c. Security

d. Non-Compliance

e. Health, Safety, and Environmental

f. Site Access

13. Pre-Service Meeting

14. Property Damage and Reporting

15. Strategic Environmental Management Program (SEMP)

PAY ITEMS:

Item 1: Monthly Window Cleaning Service

Item 2: Additional Window Cleaning Service

Item 3: Monthly Floor Cleaning Service

Item 4: Additional Floor Cleaning Service

Item 5: Quarterly Floor Stripping and Wax Service

Item 6: Additional Floor Stripping and Wax Service

ATTACHMENTS

Attachment 1, Contractor Information Form

Attachment 2, OS-501, Confirmation of Services Form

GENERAL PROVISIONS

1. GOVERNING SPECIFICATIONS

The purpose of this procurement is to procure a Contractor to perform Janitorial Services for the

Pennsylvania Department of Transportation (hereinafter referred to as PennDOT) Bucks County

Maintenance Office Building located at:

PennDOT Bucks County Maintenance

6160 Potters Lane

Pipersville, PA 18947

The office is a single-story building. The interior of the office consists of open office spaces, conference rooms, and garage bays. The floors are covered with tile and epoxy in garage. The office areas have cubical workstations and office furniture. The suspended ceilings contain lights, ductwork, cable trays, sprinkler system, smoke detectors, and emergency exit signs, etc.

Prior to the bid, all questions shall be directed to the Issuing Officer.

In the event there is a conflict among the documents comprising this Contract, PennDOT and the

Contractor have agreed on the following order of precedence: The Contract; the IFB; and the

Contractor's Bid in Response to the IFB.

All work will be in accordance with all applicable codes and all Township Codes, as well as any specifications and attachments as herein specified.

The PennDOT Project Manager for this contract will be the Roadway Programs Coordinator or

Designee.

All work will be subject to inspection by the Roadway Programs Coordinator or Designee during the term of this contract. Failure to satisfactorily meet all the requirements of this contract or the refusal to promptly correct all deficiencies may be cause for termination.

2. SERVICE REQUIREMENTS

This work will consist of performing regular cleaning window and floor cleaning services in the Bucks

County Maintenance Office building.

Contractor shall furnish all labor, materials, tools, and equipment to perform these services for the above listed building.

The services provided shall be consistent with standard operating procedures and applicable Federal, State, Local laws, rules, and regulations for the protection of public health and the environment, including following OSHA safety requirements.

3. CONTRACT REPRESENTATIVE

The Contractor shall assign one of its employees to serve as the Contract Representative. The

Contractor's Contract Representative will be the Contractor’s sole contact person designated to interact and communicate with the Department on all contract and work-related activities and issues.

The Contractor shall provide the Department with its Contract Representative's contact information including name, title, cell phone number, and email address.

The Contractor's Contract Representative shall have the authority to make all contract-related decisions. The Contractor shall notify the Department immediately, in writing, of any change involving the individual serving in this position.

The Contractor must complete and submit the attached Contractor Information Form (Attachment 1) to the PennDOT Purchasing Agent within 3 business days of notice of apparent low bidder status.

4. PRE-BID SITE INSPECTION

A pre-bid site walkthrough will be held at the Bucks County Maintenance Office at 6160 Potters Lane

Pipersville, PA 18947.

The meeting date and time will be Thursday March 11, 2021 at 10:00 AM.

All potential bidders are strongly encouraged to attend. It will be assumed that the bidders have full knowledge of all existing conditions when submitting their bid. No additional compensation will be awarded due to unfamiliarity.

5. TERM OF PURCHASE ORDER

The initial term of this purchase order is one (1) year.

6. OPTION TO RENEW

The Purchase Order may be renewed for three (3) additional one (1) year term(s), so long as

PennDOT provides written notice to the Contractor of its intention to extend the purchase order by letter prior to expiration of the term of the agreement, or any extension thereof.

PennDOT may exercise the renewal as an individual year or multiple year term(s). Any renewal will be under the same terms, covenants and conditions, provided, however, that the rates under the contract may be increased up to 2% during each renewal term. No further document is required to be executed to renew the term of the contract.

PennDOT reserves the right not to execute the renewal option(s).

7. OPTION TO EXTEND

PENNDOT reserves the right, upon notice to the Contractor, to extend the term of this purchase order for up to three (3) months upon the same terms and conditions, by providing the Contractor with written notice prior to the expiration of the contract and associated purchaser orders.

8. ESTIMATED QUANTITIES

All quantities are estimated, and the Department reserves the right to increase or decrease these quantities based upon need.

9. PERSONNEL

Services are to be performed using any combination of employees but must include at least one (1) working supervisor and one (1) custodial worker. Additional custodial workers may be provided at no additional cost the Department in order to complete the services in a shorter timeframe.

The Contractor is to appoint one of its employees to be a working supervisor and act as the contact between the facility and the Contractor when working. The Contractor is to manage and direct its employees to complete the cleaning that is required under this contract.

The Department’s Roadway Program Coordinator (RPC) or designee is not a foreman or supervisor for the Contractor’s work crew.

The Contractor shall complete all required services within the specified service days and times. The

Department, at its sole discretion, may modify the specified hours of service to meet the Department’s needs.

10. ADDITIONAL REQUIREMENTS

Janitorial Supplies: The Contractor is responsible for all materials, supplies, tools, transportation, and equipment necessary to perform the janitorial services. Contractor must adhere to the use of cleaning products identified in this Statement of Work. Contractor must provide material safety data sheets to the RPC or designee when any cleaning product is brought into the building.

Utilities: At no time will the Contractor have all lights turned on in the building. As servicing in rooms or sections of a building is completed, all lights in the completed area shall be extinguished.

Storage Space: The Contractor will be permitted to use a storage space, specifically designated by the RPC or designee, free of cost, for storage of supplies and equipment. Storage area shall be kept in a neat and orderly manner and kept locked when not in use.

11. INVOICE AND BILLING INSTRUCTIONS

A completed OS-501, Confirmation of Services Form (Attachment 2) shall be submitted by the

Contractor to the Project Manager or Designee for review and verification on a monthly basis. The form shall be itemized, include sufficient detail, and coordinate with the line items on the Purchase

Order. The Project Manager or Designee will notify the Contractor if corrections are needed. Untimely or incomplete submissions of Form OS-501 may delay processing of a “proper invoice” as required by the Payment section of the Terms and Conditions.

Invoices shall be submitted by the Contractor monthly. For further instructions regarding invoicing, see the Billing Requirements section of the Terms and Conditions.

PennDOT reserves the right, throughout the life of the contract, to make changes to Forms OS-501, including their instructions, content, and all other requirements.

12. WORK REQUIREMENTS

a) NOTIFICATION: Notification is defined as a written (including e-mail), oral, or faxed authorization to the Contract Representative. Contractor will report to worksite within the times specified below

b) HOLIDAYS: No work shall be scheduled to occur on the following holidays unless written permission to do so is provided by PennDOT:

1. New Year’s Day

2. Dr. Martin Luther King Jr. Day

3. President’s Day

4. Memorial Day

5. Independence Day

6. Labor Day

7. Columbus Day

8. Veteran’s Day

9. Thanksgiving Day

10. Day after Thanksgiving Day

11. Christmas Day

Monday is recognized as a holiday for all holidays occurring on a Sunday, and Friday is recognized for all holidays occurring on a Saturday.

During times of inclement weather, or special events, the RPC or designee may postpone work until a more suitable time.

c) SECURITY: The working supervisor is solely responsible for securing the locks on all doors and windows after completion of janitorial services. The entrance doors shall remain locked at all times.

The Contractor is responsible to check and ensure that all building doors, windows, and the dock overhead doors are closed and secured at the end of their work shift. If the work crew fails to ensure that all doors are locked, or that entrance doors are not propped open, PENNDOT may deem it an incident of unsatisfactory work performance.

d) NON-COMPLIANCE: If, for any reason, the contractor fails to comply with the requirements of the contract, Section 108.09 of PennDOT Specification Pub 408 will prevail, which said specifications are incorporated herein by reference hereto.

e) HEALTH, SAFETY, AND ENVIRONMENTAL: All work will be performed in a professional, safe and orderly manner in accordance with the latest publication of Bulletin 43 and/or Publication

90. Copies of these documents can be obtained by accessing PENNDOT’s website at www.dot.state.pa.us.

The Contractor shall be well-informed of the latest PennDOT of Environmental Protection (DEP) safety regulations and OSHA regulations when entering confined areas. When working in confined areas Contractor will ensure that all precautions are taken as required by these regulations.

Materials which do not fully comply with fire regulations or any materials bearing the label

ACID will not be used or permitted in Department buildings or areas covered under this purchase order.

Any violation of these health, safety, and environmental rules and regulations, unless promptly corrected as directed by the Department’s Roadway Program Coordinator (RPC) or designee may be grounds for termination of this purchase order.

f) SITE ACCESS

The Department will provide the Contractor with two (2) cardkeys. One (1) cardkey is for the working supervisor and one (1) cardkey is for the Contractor to keep at its facility in case of emergency (e.g. the working supervisor is late or the Roadway Program Coordinator or his designee, cannot be contacted). The employees are required to wear their uniform and badge while working at the site.

The replacement fee for each lost cardkey is $20. The Department will directly bill the

Contractor, or short pay an open or outstanding invoice, for the cost of any lost key.

13. PRE-SERVICE MEETING

A Pre-Service Meeting and/or Conference Call will be scheduled by the Project Manager or Designee after the purchase order is issued and will be held at the PennDOT District 6-0 Office.

The Pre-Service meeting is an incidental item and will not be paid for.

The Contractor will have five (5) calendar days to be ready to start work after the Pre-Service Meeting is held.

14. PROPERTY DAMAGE AND REPORTING

The Department, regardless of the cause, is not responsible for any damages or losses to the work crew's personal property, or the Contractor’s property.

The Contractor is responsible for damage to Department property caused by the Contractor’s operations. Repairs to Department property caused by the Contractor’s operations will be at no cost to the Department. Contractor shall repair all damage within five (5) business days of occurrence. If the Contractor does not repair damage caused by its employees within five (5) business days, the

Department reserves the right to repair the damage and invoice the Contractor for the repair costs, or to short pay any outstanding invoices by a like amount.

Damage Reports: If Department property is damage by the Contractor, it is to be reported to the

Roadway Program Coordinator (RPC) or designee within two (2) hours by telephone, and Contractor shall submit to the Roadway Program Coordinator (RPC) or designee a full report of the acts and extent of such damage in writing no later than the next business day.

Accident Reports: The Contractor shall comply with State of Pennsylvania, OSHA and other regulatory agency requirements for record keeping and reporting of all accidents resulting in death, trauma, or occupational illness. The Contractor shall provide a verbal and written report to the Roadway Program

Coordinator (RPC) or designee no later than the next business day.

Chemical Spills: Prior to bringing any chemicals to the work site the Contractor shall provide the

Roadway Program Coordinator (RPC) or designee a plan addressing incidental and emergency spills of any chemicals brought on-site by the Contractor.

Hazard Communications: Contractor must maintain two updated Material Safety Data Sheet (MSDS) files on-site; one placed in the Roadway Program Coordinator (RPC) or designee office and the second in the Contractor’s office or janitor’s closet.

15. STRATEGIC ENVIRONMENTAL MANAGEMENT PROGRAM (SEMP)

PennDOT has implemented a Strategic Environmental Management Program (SEMP) which complies with the ISO 14001:2004 standard. As part of SEMP, the Commonwealth of Pennsylvania has established a Green Plan Policy that can be found at: www.penndot.gov

To access program requirements on the website

Type in 'SEMP' in search field, and select the magnifying glass.

Then select ‘Pollution Prevention' and review site.

The Green Plan Policy is designed protect the environment, conserve resources and comply with environmental laws and regulations.

http://www.penndot.gov/

The Contractor shall ensure that its personnel are aware of the Commonwealth of Pennsylvania’s commitment to protecting the environment, are properly trained about the environmental impacts of their work and are competent (through appropriate work experience, job training or classroom education) to perform the work that they do.

The Contractor will perform the required services to the extent necessary to assure clean, sanitary and rubbish free surroundings commensurate with the health and well-being of Department employees. The following is required for a comprehensive cleaning:

A. Monthly

1. Wash all interior windows to include halls, glass in bookcases, doors and partition walls.

2. Wash both sides of all exterior windows including storm windows.

3. Clean all floors with a motorized floor/scrubber/sweeper

B. Quarterly

1. Strip old wax from tile floors, apply fresh wax and buff to high gloss.

PAY ITEMS

Item 1: Scheduled Window Cleaning Service

DESCRIPTION: This work is the furnishing of all material, equipment, personnel, liability insurance, safety equipment and best operational practices necessary for the efficient cleaning of all interior and exterior windows in the Bucks County Maintenance facility.

PAY ITEM, UNIT OF MEASURE: Each

Item 2: Additional Window Cleaning Service safety equipment and best operational practices necessary for the efficient cleaning of all interior and exterior windows in the Bucks County Maintenance facility.

Item 3: Scheduled Floor Cleaning Service safety equipment and best operational practices necessary for the efficient cleaning of all hard surface floors in the Bucks County Maintenance facility.

Item 4: Additional Floor Cleaning Service safety equipment and best operational practices necessary for the efficient cleaning of all hard surface floors in the Bucks County Maintenance facility.

Item 5: Quarterly Floor Stripping and Wax Service safety equipment and best operational practices necessary for the efficient stripping and waxing of all hard surface floors in the Bucks County Maintenance facility.

Item 6: Additional Floor Stripping and Wax Service safety equipment and best operational practices necessary for the efficient stripping and waxing of all hard surface floors in the Bucks County Maintenance facility.

PAY ITEM, UNIT OF MEASURE