Yellowstone Airport Terminal Janitorial Services Specifications.docx

JANITORIAL SERVICES YELLOWSTONE AIRPORT TERMINAL SPECIFICATIONS

SPECIFICATIONS FOR WORK

The Montana Department of Transportation is seeking bids for janitorial services for the Yellowstone Airport Terminal located in West Yellowstone, MT.

It is the intent of the Department to obtain quality-cleaning services and will fully enforce the cleaning requirements as listed herein.

The level of cleanliness will be inspected by the Airport Facilities Specialist (Facilities Manager) for approval. If areas are noted by the Airport Facilities Specialist to be unacceptable the Contractor will revisit and reclean until they are inspected to be satisfactory.

In addition to the routine work outlined in this document, the resulting purchase order requires a Contractor or Contractor’s representative capable and authorized to confer on a daily basis, if needed, with the Department’s representative concerning situations and problems that arise.

Prior to commencement of work, the Department will arrange a meeting with the Contractor to discuss the resulting purchase order terms and work performance requirements. At this time, an inspection of the facility will be conducted jointly to document conditions which may exist.

The resulting purchase order term is for the period May 6, 2025 through October 15, 2025.

The areas which are required to be cleaned, and cleaning frequency, are:

Women’s Restroom (Airside)

Outside W

TSA Offices – Escort Cleaned (6pm-8pm)

Frequency:

Optional Areas to Be Cleaned (Bid Separately)

Outside Y

Outside Y

Maintenance Room

GENERAL CLEANING REQUIREMENTS

1.1. CARE OF FLOORS

A satisfactory or acceptably clean floor including stairways, landings, etc. will not have dust streaks, marks, dirt in corners, below radiators, behind doors, or under furniture and equipment. Furniture or other equipment moved during cleaning will be replaced.

1.1.1. Sweeping or dust mopping will not disfigure wall bases, equipment doors, and furniture. After sweeping or dust mopping, the room will appear orderly and well attended. Do not use oil-emulsion, an oil base, or a treated mop.

1.1.2. Damp mopping is accomplished by the use of cotton mops, detergent solution and clean water. Floors including stairways and landings will be mopped to remove dirt that remains on the floor surface that could not be removed by sweeping. A satisfactory or acceptably damp mopped floor presents a clean appearance and is free from streaks, smears, dirt residue, heel and shoe marks, and water. Application of water sufficient to stand on the floor or seep into flooring joints will not be acceptable.

1.1.3. Wood Floors: Damp mopping is preferred, and wet mopping and scrubbing will be used only when the floor is very dirty. Avoid letting water stand on floors. No alkalis will be used in the cleaning of wood floors. All sealed or varnished wood floors will be finished with water emulsion floor finish and buffed.

1.1.4. Terra Cotta Surfaced Floors: All acceptable floor care products used on terra cotta floors will be applied in strict accordance with the manufacturer’s printed directions and recommendations. Should a conflict occur between manufacturer’s printed instructions and other instructions, the manufacturer’s instructions shall prevail. Product shall not discolor the tiles. Department will approve the floor care product prior to application.

1.2. FLOOR FINISH REMOVAL

Satisfactory or acceptable floor finish removal is accomplished when surfaces including wall cases have all finish removed, the surface has been rinsed with clear water, is clean, uniform in appearance and free of streaks, spots and standing water; no residue can be seen along floor edges near wall bases, movable furniture, or equipment in corners.

1.3. FLOOR FINISH APPLICATION

A satisfactory or acceptable floor finish has a thin, even coating. Floor will be clean and bright in corners and under furniture as well as in other areas.

1.4. CARPET CARE

1.4.1. All carpets will be vacuumed with a vacuum manufactured for commercial use. The Contractor will provide the vacuum. All cornering and edging will be done with the proper edging tool. Bags will be changed frequently to ensure thorough cleaning. The entire surface, including corners, edges, behind doors and under furniture, shall be free of dirt, stains, spots, or other deposits. Wall bases, equipment, doors, and furniture are not to be disfigured by the cleaning equipment. Furniture or other equipment moved during the vacuuming will be replaced and the room will appear orderly.

1.4.2. Carpet extraction will be accomplished by dry cleaning, steam extraction or other method that does not cause damage to the carpet or rugs. Carpets shall be vacuumed with a commercial vacuum machine after the carpet has dried. Carpet extraction is satisfactory when the carpet is free of dirt, dust, stains, or other deposits. Surface cleaning will not be considered acceptable.

Care should be taken to protect metal objects such as desks, bookcases, and equipment from rusting into or discoloring the carpet.

1.5. DUSTING

A satisfactory or acceptably dusted surface is free of all dust, dust streaks, lint, cobwebs, dirt, oily streaks, or stains from contact with oily dusters. The dust must be removed completely, not scattered around. A duster or a treated cloth can be used.

1.5.1. High dusting, using a duster or a treated cloth, includes anything 6 feet and over such as top of file cabinets, office partitions, bookcases, file cabinets, similar equipment, windows, doors, overhead pipe, fans, vents, etc. Spot clean as necessary.

1.5.2. Low dusting, using a duster or a treated cloth, includes anything that is less than 6 feet and includes bookcases, file cabinets, counters, office partitions and similar equipment, windows, doors, baseboards, and exposed ducts and etc. Spot clean as necessary. (Reference Section 4.7, Surface Cleaning)

1.5.3. Dusting of heating and air conditioning equipment shall include exterior portions of the unit heaters, air conditioners and air conditioning grills.

1.6. RESTROOM CLEANING

1.6.1. Restroom floors will be kept swept and scrubbed. The immediate areas around sinks, urinals and toilets will be well scrubbed with disinfectant. Floors will be primarily cleaned using manual scrubbing to thoroughly and completely clean the area, removing all rubber heel or shoe marks, streaks, soiling and embedded dirt. The primary cleaning and rinsing will result in the thorough removal of soiling and embedded dirt without residue left in joints, crevices, or corners.

1.6.2. Restrooms, toilets, and room fixtures shall have no objectionable odors. Sinks, bathtubs, shower stalls, toilet bowls and urinals will be clean and disinfected without soap film, scratches, corrosion, and incrustation. Edges, crevices, traps, holes, and rims will be clean and disinfected.

1.6.3. There will be no markings on walls, cabinets, tops, hardware, or fixtures. All metal fixtures, hardware and adjacent surfaces will be clean and bright. Dispensers will be clean, filled and in working condition.

1.6.4. Do not use acids, strong alkaline or metal cleaning utensils on any porcelain surfaces. Care shall be taken to prevent entrance of cleaning solution or water between fixtures and the wall.

1.6.5. Restroom hard finish walls shall be acceptable if bright and clean, including joints in tile, and must be free of soap film, streaks, deposits, and soiling.

1.7. SURFACE CLEANING

Surface cleaning includes mirrors, display cases, desktops, doors, trim and glass entrances. Glass is satisfactorily cleaned when the glass surface is without spots, streaks, film, water deposits or stains and has a uniform bright appearance with all adjacent surfaces wiped clean and dry.

A surface adequately and acceptably spot cleaned has been substantially cleaned of recent dirt, handprints, coffee stains or other soiling, streaks, and film. This is accomplished by using a glass cleaner or other surface cleaner.

1.8. FURNITURE CLEANING AND POLISHING

All finished surfaces will be cleaned and have an adequate application of furniture polish leaving a smooth gloss or sheen. No oily, sticky residue will be accepted. Polish shall be applied on the surfaces as intended by the manufacturer’s directions.

Vinyl covered chairs and furniture shall be cleaned with a detergent solution.

Upholstered furniture will be vacuumed and shampooed with system that will not void the warranty on the upholstery. Acceptably cleaned furniture, metal, wooden or upholstered will be free from all wax, scuffmarks, watermarks, dust, and cobwebs.

1.9. WASTE RECEPTACLES

Waste receptacles consist of wastepaper baskets, refuse containers, etc. All containers shall be emptied daily with trash and paper removed from the building and deposited in the collection facilities provided. All waste receptacles will be free from deposits, dirt, streaks, and odors. Liners are required in all waste receptacles and shall be changed as often as necessary in order to maintain a clean and sanitary condition.

1.10. MINI BLINDS

An acceptably clean blind will be free of dust deposits and film. Paint coatings will not be damaged.

1.11. LIGHT FIXTURES

All exposed light fixtures and accessible components including, but not limited to shades, louvers, diffusers, housings, skylights, bulbs, and tubes will be free from dust, dirt and bugs and wiped clean with a treated cloth. Light covers will be washed and wiped dry.

1.12. ENTRY MATS

Soil and dirt removing mats at all building entrances will be cleaned free of dirt, dust, and other soiling materials. Dirt and dust deposits under the mats will be completely removed and clean mats carefully replaced. Mats will be vacuumed.

1.13. BRASS CLEANING AND POLISHING

All brass/bronze hardware and fixtures will be cleaned as necessary to provide a uniformly bright, clean, unmarred and untarnished surface free from cleaning marks, residue and fingerprints. Brass plated fixtures shall not be cleaned with abrasive agents.

Metal is satisfactorily cleaned when all surfaces are without deposits or tarnish and have a uniformly bright appearance with all adjacent surfaces wiped free of cleanser, scum, film and streaks.

1.14. WINDOWS

1.14.1. Interior windows are satisfactorily cleaned when the glass surface is without spots, streaks, film, water deposits or stains and has a uniform bright appearance with all adjacent surfaces wiped clean and dry.

1.14.2. Exterior windows will not be cleaned during periods of inclement weather or air temperatures below 45 degrees.

1.14.3. Removal of screens and storm windows is required in glass cleaning by the Contractor. Contractor is required to remove all mineral deposits, stains, etc. caused by sprinkling systems, weather or any other means. Deposits will be removed with chemical solutions and not with metal scraping devices.

1.14.4. Use of a “tucker pole” for exterior window cleaning will be approved for windows or spandrel glass cleaning over 25 feet above ground level. When a “tucker pole” is used, the Department will approve it. Windows will be cleaned to the Department’s satisfaction.

1.15. DRINKING FOUNTAINS

All drinking fountains must be clean, sanitized and shined.

GENERAL REQUIREMENTS AND INFORMATION

1.16. SUPPLIES AND EQUIPMENT

The Contractor shall furnish all cleaning chemicals, supplies and equipment required for accomplishment of all work as specified. The Department will furnish:

a) Paper Towels

b) Toilet Paper

c) Garbage Bags & Containers

d) Toilet Cakes

e) Feminine Trash Liners

f) Mop and Mop Bucket

g) Extra Wide Vacuum – (not guaranteed to be in working order)

h) “Slippery When Wet” Signs

i) Contractor Supplies/Equipment Storage Area

j) Supplies Cart

Contractor furnished equipment shall be the size and type best suited for accomplishing the various phases of work. It shall be suitable for operation from existing sources of the Department furnished electrical power and shall have a low noise level of operation. Equipment considered by the Department to be improper or dangerous to Department owned buildings and/or furnishing will be removed and replaced with satisfactory equipment by the Contractor.

Floor and wall maintenance equipment used in janitorial services will receive proper care and maintenance thereby maintaining its full operating condition, be properly supplied with brushes, pads and burnishers suitable for the required task, and not mar or damage Department owned buildings and/or equipment.

All electrical equipment will be equipped with approved operable safety devices and not present a safety problem to the Contractor’s employees, Department employees, buildings and/or furnishings.

1.17. EQUIPMENT AND SUPPLY STORAGE

Janitorial closets may be made available to the Contractor without cost for storage of equipment and materials, at the discretion of the Department. The Contractor will be responsible for the safety, orderliness, and cleanliness of the storage area.

The Department will not be responsible in any way for the Contractor’s supplies, materials, equipment, or personal belongings that may be damaged or lost by fire, theft, or accident. The storage space will be provided with doors and locks whenever possible. Equipment and supplies shall only be kept in areas reserved for such equipment and supplies.

1.18. DAMAGES TO FINISHES AND APPURTENANCES

Building finishes or appurtenances soiled or damaged due to the Contractor’s operations must be cleaned, repaired, replaced, or restored to a condition not less than that existing immediately prior to the damage and without cost to the Department. Misuse or abuse of Department property will be reason for action under the terms of the resulting purchase order. Chairs or other furniture will not be abused. Caster furniture will not be used as carts for transporting trashcans, etc.

1.19. CLEAN UP

All Contractor supplies, equipment, and machines must be kept out of traffic lanes or other areas where they might be hazardous or unsightly and will be removed at the end of each work period or secured in lockers or other facilities provided for this purpose. Cloths, mops, or brushes containing flammable materials must be disposed of or stored in approved airtight metal containers.

All dirt and debris resulting from work under the resulting purchase order must be disposed of daily at the completion of work in the receptacles provided. Other debris must be disposed of by depositing into the proper trash collection container.

1.20. SAFETY AND EMERGENCIES

The Contractor is responsible for instructing employees in safety measures considered appropriate. Mops, brooms, or any equipment shall not be permitted in traffic lanes or other locations in such a manner as to create safety hazards by the Contractor or his/her employees. The Contractor will provide, place, or remove appropriate warning signs for wet or slippery floor areas caused by cleaning or waxing operations.

1.20.1. The Contractor will provide the Department with its current safety plan. The plan should address proper clothing, storage, exposure, transportation, safety equipment, and approved methods for the management, handling, and treatment of hazardous materials.

1.20.2. The Contractor shall instruct its employees to call the appropriate city/county emergency personnel, leave the premises, or call the Department’s contact, whichever is appropriate for unusual situations such as intruders, fire, leaking water, etc. The Contractor shall supply his/her employees with current fire, police, or sheriff department’s emergency telephone numbers.

1.21. EMERGENCY CLEANING SERVICES

The Contractor may be requested to perform emergency services should the need arise. The Department shall determine whether an emergency condition exists. The Contractor shall supply all labor and materials required to perform the emergency cleaning services.

All emergency charges will be negotiated with the contractor for labor and materials. Charges will be put into writing to assure proper payment for services rendered.

1.22. MODIFICATION

No claim for extra work done or supplies furnished by the Contractor shall be allowed by the Department unless it is ordered by the Department in writing. Any additional work accomplished, or supplies furnished by the Contractor without a written order shall be at the Contractor’s risk, cost or expense. The Contractor further agrees that unless a written order is received, he/she will make no claim for liability or compensation for work or supplies so furnished.

Increase or decrease in required services may be negotiated between the Department and the Contractor.

1.23. EXCEPTIONS TO REGULAR SERVICE

Privately locked storage areas, boiler rooms, machine rooms, etc., do not require regular service.

1.24. ADJUSTMENTS WITHIN BUILDINGS

Contractor will be paid a flat monthly rate for occupied areas based upon square footage. The Department reserves the right to increase or decrease the square footage area to be cleaned in buildings that are included in the resulting purchase order and negotiate a mutually acceptable rate with the Contractor.

1.25. SUPERVISORS

Contractor must supply experienced janitorial supervisors. The supervisor will be responsible for instructing and training the Contractor personnel in proper and specified work methods and procedures. They will direct, schedule, and coordinate all janitorial services and functions to completely accomplish the work as required by the resulting purchase order and as specified herein.

The supervisors will provide continuous inspection and supervision of the work. The Contractor or a competent representative will be available Monday through Friday of each week to receive information, instruction, or complaints regarding janitorial services.

1.26. PERFORMANCE MEETINGS

Contractors will be required to attend periodic meetings with the Department and the building occupants to discuss purchase order performance. These meetings are mandatory and will be attended by the Contractor’s representative and whoever else is deemed necessary. A sample compliance checklist is attached as Exhibit I.

1.27. BUILDING SECURITY

The Contractor will guarantee the security of the premises while performing the Contractor’s duties and while the premises are not occupied by an agent of the Department.

1.27.1. Windows: Close and lock all windows.

1.27.2. Doors: Outside doors to remain secure (locked) at all times. Contractor to lock and secure any interior door that they unlock in the course of cleaning the building.

1.27.3. Lights: Turn out lights when cleaning is completed in an area. Lights can be turned on only in areas actually being cleaned, other lights, except for exit and emergency lights, must be turned off to conserve energy.

1.27.4. The Contractor will be responsible for securing the premises upon completion of the work. No door or window will remain unlocked. The Contractor will be responsible for all keys in its possession and will be responsible for any lost keys and costs involving the change of any locks.

1.27.5. Only employees of the Contractor will be allowed in the buildings. No family members, friends or pets will be allowed access.

1.28. WORK SCHEDULE

1.28.1. The Contractor shall commence cleaning after 4:00 p.m., and complete cleaning by 9:00 a.m., 7 days per week.

1.28.2. The Department reserves the right to schedule daytime cleaning as required within purchase order buildings as operation areas and functions change at no additional charge.

1.28.3. Work schedules are not subject to change without prior written approval of the Department.

1.28.4. The Contractor shall submit to the Department a list of all employees working under the resulting purchase order. This list is to include names, work schedule and work locations of each employee. The Department shall receive a revised listing within five (5) calendar days of any changes.