Specifications for Janitorial Service.docx

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Specifications for Janitorial Service Purpose The Alabama Bureau of Pardons and Paroles (ABPP) intends to obtain janitorial services from a qualified and responsible supplier through a multi-year service agreement.

The supplier shall provide all labor, supervision, cleaning supplies, equipment, and other materials necessary to perform the services described in these specifications.

The cumulative value of the agreement shall not exceed Twenty-Five Thousand Dollars ($25,000.00) over the maximum authorized service term. The contract term shall not exceed five (5) years.

The agreement shall be subject to the availability of funds and all applicable State of Alabama procurement requirements.

Facility Information

· Approximate Facility Size: 2,000 square feet

· Service Frequency: Once per week

· Service Commencement Date: October 1, 2026

· Billing Frequency: Monthly

· Payment Terms: Payment in arrears after services have been rendered

· Contract Maximum: $25,000.00 for the maximum authorized service term Mandatory Site Visit A mandatory site visit will be required for all suppliers intending to submit a bid for this request for Bid (RFB).

· Supplier must sign in during the site visit.

· Only suppliers who attend and sign in will be eligible to submit a bid.

· Failure to attend the mandatory site visit or failure to sign in will result in automatic rejection of the bid.

Vendors should come prepared to ask questions related to the requested services, specifications, and requirements during the site visit.

Questions related to the requested services, specifications, and requirements must be asked during the mandatory site visit. Only procedural questions will be accepted outside of the site visit.

Service Requirements All janitorial services shall be performed once per week in accordance with the approved service schedule.

The supplier shall provide all cleaning supplies, chemicals, equipment, trash-can liners, and other materials necessary to perform the required services, unless otherwise specified by ABPP.

The supplier shall perform all services in a professional and workmanlike manner and shall maintain the facility in a clean, sanitary, and orderly condition.

The first day of cleaning and the recurring weekly service schedule must be confirmed after receipt of the purchase order and approved by Officer in Charge or office location designee.

No work shall be performed in advance of receipt of the applicable purchase order and required approval.

Scope of Services A. Entrance, Lobby, and Reception Areas Services shall include:

· Clean entrance glass, inside and outside.

· Sweep, mop, and disinfect all hard-surface floors.

· Vacuum all carpeted areas, including rugs.

· Dust all horizontal surfaces, including counters, file cabinets, and similar surfaces, up to eight (8) feet in height.

· Damp wipe horizontal surfaces as needed.

B. Hallways and Corridors Services shall include:

· Vacuum all carpeted areas, including rugs.

· Sweep, mop, and disinfect all hard-surface floors.

C. Restrooms Services shall include:

· Clean and disinfect all toilets, toilet seats, and urinals, inside and outside.

· Clean and disinfect sinks, countertops, mirrors, and partitions.

· Sweep, mop, and disinfect all floors.

· Restock toilet tissue, hand towels, and hand soap.

· Damp wipe and disinfect the exterior of dispensers.

D. Breakroom/Kitchen Areas Services shall include:

· Clean and disinfect sinks and countertops.

· Clean the microwave, inside and outside.

· Sweep, mop, and disinfect all floors.

E. Offices Services shall include:

· Sweep, mop, and disinfect all hard-surface floors.

· Vacuum all carpeted areas, including areas underneath furniture where reasonably accessible.

· Dust all horizontal surfaces, including counters, file cabinets, and similar surfaces, up to eight (8) feet in height.

· Damp wipe horizontal surfaces as needed.

F. Conference Room Services shall include:

· Vacuum all carpeted areas, including areas underneath furniture where reasonably accessible.

· Clean and dust conference room furniture, including tables, credenzas, and similar furnishings.

· Dust all horizontal surfaces up to eight (8) feet in height.

· Damp wipe horizontal surfaces as needed.

G. Entire Facility Services shall include:

· Empty all trash receptacles and sanitary napkin receptacles.

· Replace trash and sanitary napkin receptacle liners. Liners shall be furnished by the supplier.

· Disinfect telephones, door knobs/handles, light switches, and other frequently touched surfaces.

· Clean baseboards and ledges.

· Dust blinds, windowsills, and air vents.

· Disinfect high-touch surfaces using appropriate disinfectant cleaning products.

Equipment and Materials The supplier shall furnish all cleaning supplies, chemicals, equipment, tools, and materials necessary to perform the services specified herein.

The supplier shall be responsible for ensuring that all cleaning products and equipment are suitable for their intended use and are used in accordance with applicable manufacturer’s instructions and safety requirements.

Insurance The supplier shall provide proof of liability insurance upon request and prior to commencement of services.

Subcontracting The supplier shall not subcontract any portion of the services covered by this agreement.

The awarded supplier shall remain fully responsible for the satisfactory performance of all services and for compliance with all requirements contained in these specifications and the resulting purchase order or agreement.

Supplier Responsibility The supplier shall be responsible for providing sufficient qualified personnel, supervision, equipment, and supplies to complete all required services.

Failure to perform the required services in accordance with these specifications may result in the supplier being required to correct the deficiency at no additional cost to ABPP and may result in other remedies available under the applicable purchase order, agreement, or State procurement requirements.

If a scheduled service is missed or inadequately performed, the vendor must correct it within a defined period at no additional cost.

Service Schedule and Approval The supplier shall coordinate the first service date and recurring weekly service schedule with the Officer in Charge or designated representative at the office location.

The service schedule must be approved before services begin.

The supplier shall not begin work until the purchase order has been received and the service schedule has been approved.

Any changes to the established service schedule shall be coordinated with and approved by the designated ABPP representative.

Invoicing The supplier shall submit invoices monthly and in arrears, after the services for the applicable billing period have been completed.

Invoices shall be emailed to:invoices.payables@paroles.alabama.gov Invoices should clearly identify the applicable purchase order number, service location, billing period, and amount due.

Payment shall be made in arrears and shall be subject to satisfactory performance of the services.

Invoices submitted prior to completion of services will not be accepted.

Payment terms shall be Net 30, paid in arrears after completion of services.

Budget and Contract Limitations ABPP will consider available budgetary funding when processing an award for these services.

The agency must remain within its authorized budget when issuing a purchase order or awarding services.

The total cumulative value of the agreement shall not exceed $25,000.00 over the maximum authorized service term, and the contract term shall not exceed five (5) years.