331-25 geauga county facilities janitorial services

1. 1: Intent

The intent of this invitation to bid is to establish pricing for janitorial services for the Ohio Department of Transportation District 12 Geauga County sites: Site 1: Geauga County Full Service 14520 Tare Creek Parkway, Middlefield, OH 44062. Site 2: Montville Outpost 16556 GAR Highway, Montville Township, OH 44064 Site 3: Munson Outpost 12453 Bass Lake Road, Munson Township, OH 44024 Vendor shall provide all labor, equipment, material, and incidental items necessary to perform the required services, all in accordance with specifications terms and conditions contained herein.

1. 2: Contract Duration

The effective period of this contract shall be from the date of the award, through June 30, 2026. The vendor shall provide all personnel, equipment, and cleaning supplies (unless otherwise noted herein) to provide janitorial services at the following frequencies, excluding the state observed holidays listed below. Site 1: Geauga County Full Service-two (2) non-consecutive weekdays per week (specific days to be determined upon award) Sites 2 & 3: Outpost Sites-one (1) day per week (specific day to be determined upon award) New Year's Day January 1st Martin Luther King Day the 3rd Monday in January President's Day the 3rd Monday in February Memorial Day the last Monday in May Juneteenth June 19th Independence Day July 4th Labor Day 1st Monday in September Columbus Day 2nd Monday in October Veteran's Day November 11th Thanksgiving Day 4th Thursday in November Christmas December 25th

1. 3: Award

Award of the contract will be made to the lowest responsive and responsible bidder based on the calculated total contract cost for services determined by multiplying the daily rate bid for each site by the number of days of service for each period and adding both periods together, all in accordance with the specifications herein. To be considered for an award, vendors MUST bid on all sites within the county.

1. 4: Site Visit

Vendors are encouraged to visit the site to fully understand all requirements of this Invitation. Those interested may contact Thomas Vanek by telephone at (216) 312-0324 to schedule a site visit.

1. 5: Working Hours

1. Services shall normally be performed between the hours of 7:00 AM and 3:30 PM. The District Designated Representative may approve other hours when deemed necessary to accomplish the specified work.
2. The Department reserves the right to discontinue service temporarily due to inclement weather. A minimum of four (4) hour notice must be given to the Contractor for a proportional amount to be reduced or suspended in the payment.
3. Most ODOT Facilities operate on a Monday through Friday work schedule. When a holiday falls on a Saturday, it shall be observed on the preceding Friday. When the holiday falls on a Sunday, it shall be observed on the following Monday.
4. It shall be understood that, from time to time sites may be opened or closed during the life of the contract. Any potential changes in service locations and revised pricing, where applicable, shall be mutually agreed upon by the District Facilities Program Administrator or their designated representative, the awarded vendor and the Department and shall be included in or removed from the contract.

1. 6: General Requirements

The intent of these specifications is to provide custodial maintenance services, furnishing adequate supervision, labor and supplies to accomplish all required custodial services. All work shall be performed in accordance with the specifications and schedules set forth herein. There shall be no exceptions or deviations to any part, or from the approved schedule without prior written approval of the District designated representative. Contractor shall be deemed to have knowledge of the nature of the work and areas to be cleaned.

1. 7: Description of Premises

Area/Site Site 1: Geauga FS Site 2: Montville OP Site 3: Munson OP Lobbies/Entrances/Hallways 775 302 156 Offices 1473 Rest Rooms 626 96 56 Lunchrooms 738 100 228 TOTAL CLEANABLE SF 3612 498 440

1. 8: Materials and Supplies

Vendors shall furnish, without additional cost, all materials and supplies required to perform the scope of work. Vendors shall always keep adequate quantities of properly labeled supplies on hand in the facility to perform the scope of work. Vendor shall furnish, without additional cost, the following consumable items for facility staff and customers:

• Hand soap
• Toilet Paper
• Plastic waste can liners
• Air fresheners
• Urinal deodorant screens or liquid urinal deodorizer ("urinal blocks" not permitted)
• Hand drying towels
• Entry mats of appropriate size (where required)
• All paper products shall be submitted to the District designated representative prior to final selection and shall meet the minimum requirements below.
  • Toilet paper shall be minimum 2 ply product
  • Hand towels shall be roll type (where applicable)
• If dispensers for any paper products or hand soap need installed or replaced, the vendor shall provide the dispensers and coordinate replacement with the District designated representative prior to installing new units.

1. 9: Services to be Provided
   1. SITE 1: Geauga Full Service
   1. Lobbies, Entrances and Hallways
      1. Daily Tasks
         1. Polish/disinfect drinking fountain
         2. Vacuum entry mats
         3. Thoroughly clean all entry door glass and other glass
         4. Sweep/dust mop floors
         5. Wet mop/disinfect floors
      2. Monthly Tasks
         1. Remove tar from floors as needed
         2. Machine scrub floors
   2. Offices (Including parts office and mechanics office)
      1. Daily Tasks
         1. Empty and reline trash receptacles
         2. Sweep/dust mop floors
         3. Wet mop/disinfect floors
         4. Thoroughly clean office door glass
      2. Weekly Tasks
         1. Dust chairs
         2. Dust desks/tables
         3. Dust built in counter surfaces
         4. Dust windowsills
         5. Dust file cabinets
         6. Dust venetian blinds
      3. Monthly Tasks
         1. Vacuum upholstered furniture
         2. Machine scrub floors
         3. Remove tar from floors as needed
      4. Quarterly Tasks
         1. Clean waste receptacles
      5. Semi Annual Tasks
         1. Wash interior windows
         2. Wash exterior windows
   3. Rest Rooms
      1. Daily Tasks
         1. Clean/disinfect toilets
         2. Clean/disinfect urinals
         3. Clean/polish sinks and fixtures
         4. Empty and reline trash receptacles
         5. Polish/refill soap dispensers
         6. Polish/refill towel dispensers
         7. Replenish toilet paper
         8. Polish/refill toilet seat cover dispensers
         9. Empty/reline sanitary napkin receptacles
         10. Polish Mirrors
         11. Sweep/dust mop floors
         12. Wet mop/disinfect floors
      2. Weekly Tasks
         1. Spot clean high traffic walls
         2. Spot clean stall partitions
         3. Dust/wipe lockers
         4. Machine scrub floors
      3. Monthly Tasks
         1. Clean trash receptacles
         2. Clean sanitary napkin receptacles
         3. Remove tar from floors as needed
      4. Semi Annual Tasks
         1. Thoroughly wash walls
         2. Thoroughly wash stall partitions
   4. Lunchroom
      1. Daily Tasks
         1. Wipe/Clean tables
         2. Wipe/Clean chairs
         3. Wipe/Clean exterior of appliances
         4. Clean/polish sinks and fixtures
         5. Empty and reline trash receptacles
         6. Wipe/Clean counter surfaces
         7. Polish/refill soap dispensers
         8. Polish/refill towel dispensers
         9. Sweep/dust mop floors
         10. Wet mop/disinfect floors
         11. Wipe/Clean built in counter surfaces
         12. Thoroughly clean entry door glass
      2. Monthly Tasks
         1. Clean waste receptacles
         2. Remove tar from floors as needed
         3. Machine scrub floors
      3. Semi Annual Tasks
         1. Wash interior windows
         2. Wash exterior windows
   5. Garage Area
      1. Daily Tasks
         1. Empty and reline trash receptacles

1. 1. SITE 2: Montville Outpost

1. Lobbies, Entrances and Hallways

1. Daily Tasks

1. Polish/disinfect drinking fountain
2. Vacuum entry mats
3. Spot clean glass entrance doors
4. Clean all other entry glass

1. Offices

1. Daily Tasks

1. Empty and reline trash receptacles
2. Vacuum upholstered furniture
3. Dust windowsills

1. Biweekly Tasks

1. Clean waste receptacles

1. Rest Rooms

1. Daily Tasks

1. Clean/disinfect toilets
2. Clean/disinfect urinals
3. Clean/polish sinks and fixtures
4. Empty and reline trash receptacles
5. Polish Mirrors
6. Clean trash receptacles
7. Sweep/dust mop floors
8. Wet mop/disinfect floors

1. Monthly Tasks
   1. Thoroughly wash walls
2. Annual Tasks

1. Strip and wax floors

1. Floor and Window Care

1. Daily Tasks

1. Sweep/dust mop floors
2. Wet mop/disinfect floors
3. Spray Buff floors

1. Biweekly Tasks

1. Remove tar from floors as needed
2. Spot clean high traffic walls

1. Monthly Tasks

1. Wash interior windows
2. Wash exterior windows

1. Annual Tasks

1. Strip and wax floors

1. Lunchroom

1. Daily Tasks

1. Wipe/Clean tables
2. Wipe/Clean wood chairs
3. Wipe/Clean exterior of appliances
4. Clean/polish sinks and fixtures
5. Empty and reline trash receptacles
6. Sweep/dust mop floors
7. Wet mop/disinfect floors
8. Wipe/Clean counter surfaces
9. Spray Buff floors

1. Monthly Tasks

1. Clean waste receptacles

1. Annual Tasks

1. Strip and wax floors

1. Garage Area

1. Daily Tasks

1. Empty and reline trash receptacles
   1. SITE 3: Munson Outpost

1. Lobbies, Entrances and Hallways

1. Daily Tasks

1. Vacuum entry mats

1. Offices

1. Daily Tasks

1. Empty and reline trash receptacles
2. Clean waste receptacles
3. Dust windowsills

1. Biweekly Tasks

1. Vacuum upholstered furniture

1. Rest Rooms

1. Daily Tasks

1. Clean/disinfect toilets
2. Clean/polish sinks and fixtures
3. Empty and reline trash receptacles
4. Polish Mirrors
5. Clean trash receptacles
6. Sweep/dust mop floors
7. Wet mop/disinfect floors
8. Spot clean high traffic walls

1. Biweekly Tasks

1. Thoroughly wash walls

1. Floor and Window Care

1. Daily Tasks

1. Sweep/dust mop floors
2. Wet mop/disinfect floors
3. Spray Buff floors

1. Weekly Tasks

1. Remove tar from floors as needed
2. Spot clean high traffic walls

1. Semi Annual Tasks

1. Wash interior windows
2. Wash exterior windows

1. Annual Tasks

1. Strip and wax floors

1. Lunchroom

1. Daily Tasks

1. Wipe/Clean tables
2. Wipe/Clean wood chairs
3. Wipe/Clean exterior of appliances
4. Clean/polish sinks and fixtures
5. Empty and reline trash receptacles
6. Sweep/dust mop floors
7. Wet mop/disinfect floors
8. Wipe/Clean counter surfaces
9. Spray Buff floors
10. Clean waste receptacles

1. Annual Tasks

1. Strip and wax floors

1. Garage Area

1. Daily Tasks

1. Empty and reline trash receptacles

1. 10: Dress Code

Employees of the vendor shall wear at least one item with the vendor name and/or other identifying wording (i.e. "Caretaker", "Janitorial Staff", etc.) to provide identification of themselves to anyone entering facilities or properties where they are providing services pursuant to these specifications.

1. 11: Safety

The vendor shall provide all required personal protective equipment and training and all employees of the vendor shall always wear safety vests when outside buildings performing work of any type pursuant to this scope of work.

1. 12: Chemicals and Cleaning Supplies

In accordance with OSHA 29 CFR 1910.1200 Hazard Communication Standard a chemical inventory listing all products used, manufacturers name, and copies of Material Safety Data Sheets/Safety Data Sheets (MSDS/SDS) used in performing work outlined in these specifications shall be submitted at least annually to and approved by the District Designated Representative. This information shall also be kept and maintained in each facility. In case of an emergency both the inventory and MSDS/SDS must be readily accessible. All chemical product containers must be properly labeled.

1. 13: Billing

If satisfactory work is performed, the vendor shall receive monthly payments within thirty (30) days for work complete and accepted as satisfactory and in accordance with these specifications. Payment shall be based on the daily rate bid times the number of days of service performed in the month, as noted on purchase order. The bid rate shall be the total cost for each occurrence of services provided as specified. Two (2) copies of each invoice are to be sent to the Ohio Department of Transportation, District 12 at the address below. Vendors must provide on each invoice the vendor's Tax ID number, the purchase order number for the work performed, a description of the work and date(s) performed. ODOT District 12 Facilities 5500 Transportation Blvd Garfield Heights, OH 44125 Vendor shall be notified within five (5) business days of any work deemed unsatisfactory. The vendor is expected to return to site to remedy such areas prior to acceptance of invoice for services. In the event of contract termination, payment in full for services rendered shall be based on each occurrence where work performed and accepted as complete and satisfactory in accordance with these specifications.

1. 14: Subcontracting

The awarded bidder(s) will perform work amounting to not less than one hundred (100) percent of the Contract price with its own organization, unless otherwise approved by the Department. The phrase "its own organization" includes only workers employed and paid directly, inclusive of employees who are employed by a lease agreement acceptable to the Department, and equipment owned or rented with or without operators by the vendor. The phrase does not include employees or equipment of a subcontractor, assignee, or agent of the vendor. The vendor's percentage of the total Contract Price includes the cost of materials and manufactured products purchased by the vendor, but not the cost of materials and manufactured products purchased by subcontractors. Vendor shall not subcontract any of the work covered by the contract unless specifically authorized to do so by ODOT. All subcontracting will be supplied to ODOT at cost with no vendor markup. The vendor will be required to submit copies of invoices from subcontractor(s) as proof of costs. Contractor will be fully responsible for making all subcontractor payments and ensuring that subcontractors follow all laws, rules, safety procedures and ODOT expectations as though they were the Contractor.

1. 15: Inspection

Department personnel may inspect the performance of work on the next working day. Vendor of record shall agree to meet with District Designated Representative for any subsequent review required as follow up to deficiency corrections.

1. 16: Unsatisfactory Performance

In the event of unsatisfactory performance on a given day or days, the Department may deduct a whole day or one half day payment depending upon the extent of the unsatisfactory performance as determined by the District Deputy Director or their designated representative. The vendor shall be notified by the Department of any unsatisfactory performance within five (5) days, excluding Saturdays, Sundays, and holidays. The Department also reserves the right, in the event of any unforeseen emergency, to have the vendor return to restore the location to an acceptable standard of cleanliness and safety. If the vendor fails to respond to the callback, the Department may deduct a day's pay. Should the vendor fail to complete the performance of any specified service, the Department may deduct from the payment for services rendered, the amount required to hire another vendor to complete the work satisfactorily. The Department reserves the right to non-perform or order additional work.

1. 17: Cancellation of Contract/Modification of Contract

This contract may be canceled at the request of the Director of Transportation due to the contractor's failure or inability to satisfactorily perform the work as per 108.08 of the Construction and Materials Specifications. This contract may be canceled by either party upon receipt of a thirty (30) day written notice. This contract may be modified in writing by mutual agreement of the parties hereto.

1. 18: References

All vendors shall provide contact information upon request for a minimum of two (2) references for whom like services have been rendered within the past 24 months.

1. 19: Background Check Screening

By submitting this invitation to bid, the bidder verifies to the Department that the employees it is placing in ODOT facilities have successfully passed the vendor's own background check screening.

1. 20: Audit

The Ohio Department of Transportation reserves the right to audit all invoices submitted by a Vendor. In addition, when discrepancies arise, the vendor will be required to pay the difference of the amount quoted in the contract and the amount charged on the invoice, plus twenty percent (20%) of the amount invoiced or fifty dollars ($50.00), whichever is less.

1. 21: Accounting Records

The vendor shall establish and maintain accounting records and other evidence pertaining to costs incurred and payments received on this contract during the period of the contract. These documents shall be maintained for a period of three years after the Department makes payment of the final invoice or the Department notifies the vendor in writing that all pending matters are closed. These documents shall be made available at the vendor's office at all reasonable times during this period for examination by the Department or it's duly appointed representatives and the vendor shall furnish copies if requested.

1. 22: Public Liability Insurance

The bidder must furnish proof with their bid that they carry public liability insurance with limits of not less than three hundred thousand ($300,000) dollars for any one person and one million ($1,000,000) dollars for any one occurrence

1. 23: Other Procedures
   1. After all facility services have been completed the premises shall be left in a neat and orderly condition.
   2. Vendor of record shall be responsible for disposal of all liquid and solid waste from performance of this contract. At no time shall the vendor of record bring items to or on ODOT properties for disposal. All chemicals utilized in performance of this contract shall meet with the approval of the District Designated Representative and shall be in accordance with the rules of the Ohio Environmental Protection Agency. In no circumstance shall any chemical be disposed of improperly.
   3. Vendor's employees shall sign in and out with the designated representative, including arrival and departure times. Sign In/Out sheets shall be reviewed by the vendor and originals shall be submitted to ODOT with monthly invoicing.
   4. The vendor shall sign for the keys they receive for each facility maintained. In the event keys are lost, the vendor shall be responsible for re-keying the facility at the current market rate of approximately $2500.00.
   5. Upon completion of daily contracted services, the vendor shall scan the facility for any unusual conditions and report as necessary.
2. 24: Pricing

Vendors shall submit whole dollar only pricing F.O.B. the locations provided, all in accordance with the specifications, terms, and conditions. Pricing shall be guaranteed firm for the contract duration.

• Daily per occurrence cost for Period 1 janitorial services for each site
• Daily per occurrence cost for Period 2 janitorial services for each site