SOW RSOB Janitorial Services_02_18_26.doc

STATEMENT OF WORK

RSOB JANITORIAL CLEANING SERVICES

I.

GENERAL:

The Department of General Services (DGS) is issuing this procurement for Janitorial Cleaning services at the Reading State Office Building, 625 Cherry Street, Reading, Pennsylvania, 19602.

DGS will require an informational meeting with the Contractor and its employees after Contract execution to review the contents of the Contract.

II. TERM OF CONTRACT:

The term of the contract shall commence on the Effective Date of a fully executed purchase order for one (1) year with the option to renew for up to four (4) additional one-year service periods.

DGS shall have the option to extend the Contract term for up to three months beyond the end of the fiscal year in which it expires when necessary to prevent a lapse in Contract coverage in the event a new contract for the required services is not yet in place. The renewal shall begin at the expiration of the then-current Contract term, subject to all Contract terms, covenants, and conditions. If DGS anticipates any extension, DGS will give the Contractor notice prior to the expiration of the then-current term.

III.

The on-site POC for this Contract is:

Hannah Foreacre, Facility Services Manager Department of General Services

Bureau of Facilities Management

Reading State Office Building

625 Cherry Street

Reading, Pennsylvania 19602

Telephone: (717) 214-0004

Email: hforeacre@pa.gov

IV.

SCOPE OF WORK:

1. A project schedule and staffing requirements for project work listed in the cleaning and frequency charts (Attachments “General Areas” and “Suites & Offices”). Many projects can be performed between the hours of 8:00 A.M. and 5:00 P.M., if the work does not interfere with the daily operations. Vacuuming, floor stripping and carpet extracting can only be performed from 6:00 am - 8:00 am or 5:00pm – 6:00 pm. All schedules, however, must be approved by the Contract Officer.

4.

It should be noted that the SUPPLIER must certify on a daily basis that the approved schedule has been achieved.

D.

Equipment:

An equipment listing indicating all equipment items which will be brought on the building’s premises by category, size, age and model must be provided.

V.

SERVICE:

The cleaning of all floors in the Reading State Office Building must be completed in strict compliance with the provisions and frequencies indicated in these specifications.

A. Complete custodial cleaning services for the basement through the fourth floor, totaling 82,945 square feet. Square footage is outlined as follows:

* Does not include 2278 sf of conference rooms, which are only cleaned when used.

VI.

SCHEDULE:

Normal:

The normal cleaning hours will be 6:00 am – 6:0 pm, Monday through Friday, which will constitute the working hours and days. During this time, all the general cleaning in the offices, lobbies, corridors, restrooms, elevators, reception areas and stairwells. DGS reserves the right to deviate from the normal work schedule should requirements dictate such change.

Additional Work Requirements:

DGS reserves the right to add or delete the square footage cleaned and/or project work covered in these specifications.

Daily, Weekly, Bi-Weekly, Monthly, Quarterly, Bi-Yearly and Yearly Work Schedules:

An itemized listing of all work to be accomplished under the contract is included in the above-mentioned section. The intent of the work schedule is to specifically indicate the date/and or time frame when custodial cleaning services are to be performed. The Work Schedule has been carefully planned to space the required work over the full term of the contract. DGS reserves the right to reschedule work if deemed necessary.

Responsibility:

Supplier will be held entirely responsible and accountable for all actions of employees. It should be clearly understood that all personnel hired by the Supplier under the contract agreement will be considered employees of same and, under no circumstances, are such personnel to be considered employees of DGS.

Restriction:

1.

Equipment:

The Supplier’s employees will not be permitted to utilize the Commonwealth’s telephones or other equipment unless prior approval is granted by the Contract Officer. Under no circumstances will any employee of the Supplier’s use the personal property of any Commonwealth employee.

2.

Information:

In the performance of their assigned work, the Supplier’s employees may come in contact with confidential State Government information. This information will not be discussed with, or disclosed to, anyone by the SUPPLIER or employees.

Security Clearance:

At the sole expense of the Supplier, employees hired to perform work in the building must receive a security clearance from the Pennsylvania State Police before the employees will be permitted to work in same. Copies of all security reports must be provided to the Contract Officer for review and approval prior to the employee commencing work. Under no circumstances shall an employee having a serious criminal record be permitted to work under this contract, unless approved by DGS.

A. Instructions:

Under no circumstances will the Supplier assign any employee to a DGS employee for supervision. Only the Contract Officer will issue instructions or give directions not of a fiscal nature to the Supplier’s Project Supervisor and never to the employees of the Supplier.

F. Meals and Break Periods:

The Supplier’s employees are to eat meals and take break periods only in those areas designated by the Contract Officer.

G. Identification:

The SUPPLIER will provide all personnel with name badges, complete with photo identification, are also required to be worn at all times.

VII. SAFETY, FIRE PREVENTION AND SECURITY:

The SUPPLIER will take prompt action to ensure that all employees working under the SUPPLIER obey and comply with ALL applicable federal, state and local fire and safety laws and/or regulations as well as with all building security procedures. All work-related accidents and injuries occurring in the building and all safety related violations are to be reported immediately to the Contract Officer.

A. Safety:

Employees of the SUPPLIER must familiarize themselves with and abide by the following general in-house safety rules:

1. Respect the Commonwealth’s posted “No-Smoking” areas and dispose of cigarette butts in an acceptable manner by placing said items in sand urns.

2. Keep aisles, entrances, stairways, ramps and passageways clear of obstructions and equipment, except when actually using equipment to maintain these areas.

3. Maintain all equipment in proper condition. Ladders will have secure rungs and slip resistant rubber foot treads. Protective gloves used in handling chemicals will be free of holes.

4. Use care in lifting heavy materials such as desks, file cabinets, etc.

5. Wear proper footwear to avoid unnecessary slipping and falling, especially when engaged in cleaning floors.

6. Use extreme caution in the handling of cleaning chemicals.

7. Be cognizant of and practice “common sense” safety rules.

8. Utilize fireproof containers for the storage of clean and/or used dust mops.

9. All machines used to vacuum floors must be equipped with non-conductive nozzles.

10. All floor machines, vacuum cleaners, and other electrical equipment must be three (3) wire grounded. All male plugs on equipment will be made of molded rubber. Replacement male plugs will be two (2) piece nylon.

11. The SUPPLIER, in bringing any chemical agent (no matter how benign) onto Commonwealth grounds, shall do the following before beginning any work involving the chemical agent:

a. Provide 48 hours advance notice to the Contracting Office; and

b. Supply a Material Safety Data Sheet (MSDS) for all chemical substances in use.

B. Fire Prevention:

The employees of the Supplier must adhere to all Commonwealth fire prevention laws and regulations. During fire drills, the employees of the Supplier will participate in the exercise.

C.

The Supplier will take immediate steps to repair any faulty equipment and, furthermore, to ensure that no faulty equipment is being utilized in the building.

Throughout the duration of the contract, the Supplier will not utilize any equipment that is not Underwriters Laboratories (UL) approved.

D. Security:

All employees of the Supplier are to enter and leave the building via the main control desk. Employees must properly sign in at the beginning of their work shift and sign out at the end of their work shift.

VIII.

EQUIPMENT, MATERIALS AND SUPPLIES:

A. Commonwealth’s Responsibility:

DGS will provide adequate storage areas for the Supplier’s equipment, materials and supplies to be utilized in the building.

B. Supplier’s Responsibility:

1. Provide paper towels, 2-ply toilet tissue, sanitary products, lotion/foam soap, Protecto toilet seat covers, new disposable plastic liners, trash bags and clear recycle bags under the contract.

2. Repair and replace (as necessary) soap dispensers, toilet tissue dispensers, paper towel dispensers, Protecto toilet seat cover dispensers and sanitary napkin disposal units. The cost of replacement will be the sole responsibility of the Supplier.

3. Replacement items will be of the same quality as existing. All replacements must be approved by the Contract Officer.

4. The Supplier will furnish, but not be limited to, the following list of all equipment, supplies and materials to achieve the highest standards of cleanliness and appearance under this contract:

a. Brooms

b. Mops (johnny, wet, treated)

c. Extension handles

d. Treated dust cloths/microfiber rags

e. Pads (polishing and scrubbing)

f. Cream cleanser (scouring cream)

g. Non-abrasive toilet brushes

h. Window cleaner

i. Floor finish

j. Furniture polish/scratch remover

k. Disinfectant bowl cleaner

l. Green, environmentally friendly all-purpose neutral detergent soap

m. Metal polish

n. Stainless steel polish

o. Vacuum cleaners

p. Shampooer/extractor with attachments

q. High- speed burnisher (min: 1,000 r.p.m.)

r. Buffing Machine (175-350 r.p.m.)

s. Wet/Dry vacuum (in building at all times)

t. Automatic scrubbing machine (a minimum of 32” in width)

u. Floor fan

v. Dust/cleaning rags

w. Disinfectant cleaning agent

x. Disposable gloves

y. Sand for cigarette urns

z. Marker and ink remover

aa. Gum remover

ab. Emergency clean-up remover: vomit, blood, urine (bodily fluid clean up kits)

ac. Slip-resistant stepladder

5. All cleaning equipment must be maintained in good working order to assure reliable and safe operation.

6. It is the responsibility of the Supplier to provide updates and communication such as personnel delays and call offs.

NOTE: The Supplier will utilize only approved supplies and equipment. The product names and specifications of the supplies and equipment to be utilized by the Supplier should be provided to DGS for approval prior to use.

The Supplier will furnish all other necessary supplies and equipment which will be of the highest quality and consistent with these specifications.

The Supplier is not limited to the purchasing of the equipment and supplies listed herein.

IX.

OFFICE AND STORAGE SPACE ALLOWANCE AND USE OF COMMONWEALTH UTILITIES:

A.

Office and Storage Space:

DGS will provide the Supplier with adequate office space to implement the contract successfully. Likewise, adequate storage space will be provided for the Supplier’s equipment and supplies for use in the Reading State Office Building only. Under no circumstances will the office/storage space be utilized by the Supplier to conduct his general office business activities such as recruitment, interview, etc. as indicated in an earlier provision of these specifications.

All space furnished to the Supplier will be returned to DGS upon completion of the contract or termination thereof, in the same condition in which it was accepted. It should be noted that the furnished space will be maintained in a clean and orderly manner and strictly conform to DGS security, safety and fire laws and regulations.

The Supplier will be permitted to utilize the Commonwealth’s water and electricity within reasonable limits without any charge. It should be noted, however, that DGS is striving to conserve energy. When custodial services are completed in unoccupied restrooms, offices and/or conference rooms, all lights in the completed area will be turned off.

In addition to the Project Supervisor’s inspections, the Contract Officer will also conduct thorough, on-site, quality control inspections of the custodial cleaning services while the work is in progress to ensure that the work is being performed in accordance with the specifications, terms and conditions specified herein. Follow-up inspections will be conducted, as necessary. All inspections by DGS will be made in such a manner as to provide as little interference as possible with the work.

X. PAYMENT FOR SERVICES PERFORMED:

The Supplier will prepare and submit to the Bureau of Facilities Management a monthly invoice to cover the services rendered during the preceding month. The Bureau will verify the amount of the invoice with the Contract Officer to ensure that no deductions should be made due to unsatisfactory services. All charges for additional work will be reflected on the succeeding month’s payment.

XI. UNSATISFACTORY SERVICE:

When services performed by the Supplier are considered unsatisfactory by DGS, the Supplier shall be given five (5) working days to render satisfactory services. If at the end of five (5) days, the services are still considered unacceptable, DGS reserves the right to secure satisfactory services from another vendor and surcharge the Supplier the difference in cost between the contract price and the cost DGS pays the other Contractor.

XIII. LOCAL CONDITIONS COVERING WORK:

The Supplier must cooperate with those in authority on the premises to prevent the entrance and exit of all workmen and/or others whose presence is forbidden or undesirable and in bringing, storing, or removing of all materials and equipment, to observe all rules and regulations in force on the grounds, to avoid unnecessary dust, accumulated debris, or the undue interference with the convenience, sanitation, or routine of the Commonwealth, and to prevent the loss of or damage to the property of the Commonwealth and/or its employees.

Any Supplier engaged to perform a service that will introduce any chemical agent (no matter how benign) onto the Commonwealth grounds must do the following:

1. Provide forty-eight (48) hours’ advance notice to the contracting officer, before the start of any work.

2. Supply a Safety Data Sheet (SDS) for all chemical substances in use, before performing any work.

The SUPPLIER must repair any and all damage he/she may cause to the building or property to the full satisfaction of DGS.

XIIII. HOLIDAYS:

The Commonwealth’s Offices are closed for eleven holidays during the calendar year, and Contract services will not be required on the actual days observed for the following holidays:

New Year’s Day Presidents Day Independence Day

Columbus Day Thanksgiving Day Christmas Day

Martin Luther King Birthday Thanksgiving Friday Labor Day

Veterans Day Memorial Day Juneteenth

XXI.

ADVERTISING; NEWS RELEASES: Unless DGS has given its prior written approval, the Contractor shall not advertise, release as a news item, or publicize in any way, in writing or orally, any statement relating to the Contract, nor any statement that the Commonwealth of Pennsylvania uses its services.

ATTACHMENT – General Areas

FREQUENCY

GENERAL AREAS

MAIN LOBBY

X

CORRIDORS

EMPLOYEE LOUNGES

ELEVATORS

STAIRWELLS

X

FREQUENCY

X

TRASH

GLASS, WALLS & DOORS

X

X

FLOORS

2x

X

X

X

CARPETS

X

X

X

FURNITURE

X

DUSTING

X

BATHROOMS

FREQUENCY

X

X

COMMENTS

Note: Additional cleaning may be assigned at the discretion of the Contract Officer, as needed.

HIGH TRAFFIC AREAS - Hallways, landings, lobbies, building entrances, restrooms, basement lunchroom, Stairwell A & B, conference room 27 in basement, DHS Intake - 3rd floor (entire Cherry Street side), Workers' Comp waiting room & hearings rooms, elevators

LOW TRAFFIC AREAS - Parole waiting room, conference rooms on all floors (except for 27 in basement), individual employee offices within agency suites, Health clinic and lounges.

ATTACHMENT – Suites & Offices

FREQUENCY

SUITES & OFFICES

BASEMENT

X

X

X

X

1st FLOOR

X

X

X

X

X

X

X

2nd FLOOR

X

X

X

FREQUENCY

3rd FLOOR

X

4th FLOOR

X

X

X

X

X

X

X

X

X

COMMENTS

NOTE: Additional cleaning may be assigned at the discretion of the Contract Officer, as needed.

HIGH TRAFFIC AREAS - Hallways, landings, lobbies, building entrances, restrooms, basement lunchroom, Stairwell A & B conference room 27 in basement, DPW Intake, - 3rd floor (entire Cherry Street side), Workers' Comp waiting room & hearing rooms, elevators.

LOW TRAFFIC AREAS - Parole waiting room, conference rooms on all floors (except 27 in basement), individual employee offices within agency suites, Health clinic and lounges.