City Of Fishers Janitorial Specifications 1.1 General

Transcript

CITY OF FISHERS JANITORIAL SPECIFICATIONS 1.1 General Requirements/Provisions During the Term of the Contract, Contractor shall be responsible for the cleanliness and sanitation of City Facilities and Fire Facilities (individually or jointly, the “Facilities”) and for performing all other services required under the Contract (collectively, the “Services”). All Services shall be performed to a prestige level of cleaning, including, without limitation, the timely removal of trash, dirt, dust, cobwebs, and other waste. Prestige cleaning is further defined as a cleaning standard that exceeds surface level cleaning and will produce unsolicited compliments and minimize complaints from City, staff and visitors. In addition to the services fully described herein, all tasks incidental to cleaning functions not specifically listed but normally included in general janitorial practices shall be provided. The City will not make allowances to compensate for extra personnel required to perform the Services required to meet a prestige cleaning standard and satisfy the Contract. Additionally, and as specifically described in these Specifications, Contractor shall, among other responsibilities:           Strictly adhere to all Schedules included in the Contract Complete checklists at the Facilities Maintain or replace cleaning equipment, as necessary Notify City of any Supervisor changes Train new Personnel (“Personnel” means any and all Employees, contractors, Supervisors, and any other person performing Services on behalf of Contractor pursuant to the Contract) Provide all Products (as defined in Section 1.3.13), if applicable Within ten (10) days of entering into the Contract, electronically submit Safety Data Sheets (“SDS”) to the City’s Facility Maintenance Superintendent for all chemicals stored and used within a Facility Within ten (10) days of entering into the Contract, provide SDSs for all products used at each Facility, in a binder, indexed and labeled “Janitorial SDS Information”. SDSs remain at each Facility in an area designated by the Facility Maintenance Superintendent Within thirty (30) days of entering into the Contract, provide work schedule for weekly, monthly, quarterly, semiannual and annual services for all Facilities All Personnel shall be capable of communicating with City staff in English 1.2 Defined Terms Any capitalized term not defined herein shall have the meaning ascribed to it in the Contract. 1.3 Performance Standards Contract Representative, Supervisors and Status Meetings City of Fishers Janitorial Specifications A. Contract Representative The Contractor shall designate in writing to the City’s Facility Maintenance Superintendent, the person assigned as the Contract Representative. The Contract Representative shall (1) have authority to administer the terms of the Contract; (2) have at least two (2) years of cleaning and cleaning supervisory experience; (3) be responsible for maintaining all records required by the Contract; and (4) be responsible for reviewing and overseeing all Services required by Contract. The Contract Representative shall be continuously available, seven (7) days per week, twentyfour (24) hours per day, to receive complaints concerning Services by telephone, text or email and shall facilitate timely corrective action as required by the Contract and these Specifications. An answering service or answering machine shall NOT be an acceptable means of contact for the Contract Representative. B. Supervisors Contractor shall provide specific, experienced personnel who plan, review, direct and oversee the Services delivered under the Contract (“Supervisors”) and maintain records regarding the Services. The Contractor shall assign Supervisors for each Facility, and Supervisors shall remain at or near each Facility while Services are performed. Supervisors shall have at least two (2) years of cleaning supervisory experience, be fully trained and have full working knowledge of cleaning and cleaning supervision. The City specifically requires consistency among Supervisors. After a Supervisor is assigned to a particular Facility or group of Facilities, the Supervisor shall not be removed or replaced without written notice to the City. If the Facility Maintenance Superintendent determines, for any reason, that a Supervisor’s performance is unsatisfactory, the City shall provide notice to the Contract Representative, and the Supervisor shall be removed and a different Supervisor assigned within ten (10) days of such notice. C. Meetings with the City Upon conclusion of the first (1st) month of the Contract or upon three (3) days’ notice, the Contract Representative and any necessary Supervisor(s) shall meet with the City to discuss Services provided under the Contract. City Information & Property Personnel shall not read, disclose or remove any materials, documents or information located in the Facilities. Personnel shall not use or remove City property, including, without limitation, the following: telephones, radios, copy machines, computers, terminals, fax machines, calculators, cameras etc.; except that, Personnel may use telephones during emergency situations to contact (a) emergency service providers (call 911); (b) the City Police Department; and/or (c) the Facility Maintenance Superintendent. Personnel shall not disturb papers on desks, tables, marker boards or cabinets, and shall not open desk drawers or cabinets. Found items shall be turned in upon completion of each day’s Services to the Supervisor overseeing the Facility where such item(s) was found. The Supervisor shall City of Fishers Janitorial Specifications provide found items to the City’s Facility Maintenance Superintendent within twenty-four (24) hours after such items are found. Unauthorized use of City property or disclosure of City information shall constitute a Default under the Contract and shall subject the Contract to immediate termination by the City, in its sole discretion. Uniforms While performing Services under the Contract, Personnel shall wear (a) neat, clean and presentable uniforms on which the Contractor’s name shall be clearly displayed; and (b) clearly displayed nametags. Care of Facilities; Reporting and Damages A. Reporting Maintenance Issues & Emergencies. Personnel shall regularly observe the general condition of Facilities and report issues and nonemergency repairs to the responsible Supervisor. The Supervisor shall report areas of concern to the Facility Maintenance Superintendent. Personnel shall properly use fire alarms and fire prevention equipment like fire extinguishers and pull stations. In emergency situations, Personnel shall first call E-911 and then immediately thereafter report the emergency situation to the Facility Maintenance Superintendent. B. Damages. Personnel shall take care to protect all Facilities, furnishings, improvements, furniture and personal property located therein, including, without limitation closets, door jambs, doors, furniture, baseboards, walls, etc. (individually or collectively, “City Property”). Contractor shall be liable for the cost resulting from damage caused by Personnel to Facilities and/or City Property. Background Checks Personnel working in Facilities shall submit to an initial national background check with annual renewal background checks performed throughout the Contract (“Background Checks”). Contractor shall be solely responsible for the cost of the Background Checks. Personnel who have been convicted of any felony within the previous ten (10) years are strictly prohibited from working in Facilities. Personnel charged with a felony or any crime involving moral turpitude are prohibited from working in Facilities until such time as the charges are dismissed. Unauthorized Personnel Personnel shall not be assisted nor accompanied by any individual that is not an employee of the Contractor while performing Services under the Contract. This prohibition includes friends, children and/or other relatives. Personnel who violate this stipulation shall be deemed objectionable to the City and shall not be allowed to work in the Facilities. Conservation. Personnel shall perform all Services in a manner to maximize energy and water conservation. Light, power and water necessary for performance of the Services shall be furnished by the City. To conserve power, Personnel shall only turn lights on while working in each area of the Facilities and shall immediately turn off lights upon completion of the Services. City of Fishers Janitorial Specifications Training Program Only Personnel that have been fully trained to provide janitorial services shall provide the Services. Supervisors shall additionally have supervisory training. All Personnel shall be trained the following areas:    Proper cleaning techniques required to perform Services to a prestige standard of cleaning Safety training in all aspects of providing Services Upon written request, the Contract Representative shall provide records indicating that all necessary training has been provided and that Personnel have completed such training Written Safety Program The Contract Representative shall submit to the City a written safety program that shall include, at a minimum, the following detailed training procedures:        Safe work habits Safe use of cleaning chemicals (right-to-know) SDS Safe use of cleaning equipment, including, without limitation, signs, barriers, or other devices, to protect building occupants or equipment Proper handling of hazardous materials and biological waste (blood-borne pathogens) Recognition of hazardous materials that are not allowed for use under the Contract Prohibiting unauthorized individuals from entering Facilities A floor care procedure using products that meet the American Society of Testing Materials (ASTM) Performance Bond The successful Contractor shall furnish a performance bond equal to 10% of the amount of the first year Contract. The bond shall remain in full force and effect for the duration of the Contract and for sixty (60) days thereafter. This security shall guarantee faithful performance by the Contractor of all of Contractor's obligations and responsibilities under this Contract. Insurance Contractor shall obtain, maintain, and keep in full force and effect the following insurances during the Contract:    Commercial general liability, including premises-operations, products/completed operations, broad form property damage, blanket contractual liability, independent contractors, personal injury or bodily injury with a policy limit of not less than One Million Dollars ($1,000,000.00), combined single limits, per occurrence. Business automobile liability for owned vehicles, hired, and non-owned vehicles, with a policy limit of not less than One Million Dollars ($1,000,000.00), combined single limits, per occurrence for bodily injury and property damage. Workers' compensation insurance as required by the State of Indiana. Tool, Materials and Supplies Contractor shall furnish and maintain all tools, materials, equipment and supplies, including but not limited to carpet cleaners, stripper and waxes, soaps, cleaners, mops, brooms, buffers, ladders, hoses, HEPA vacuum cleaners, trash liners, cleaning rags, and all other cleaning City of Fishers Janitorial Specifications equipment required by the Contract and necessary for performing the Services (individually or collectively, “Equipment and Supplies”). All Equipment and Supplies shall (a) be of good commercial quality, suitable for the purpose intended; (b) allow for prestige-level of Services; and (c) be furnished and maintained in good working order that meets OSHA standards. The City reserves the right to inspect the Equipment and Supplies. Any Equipment and Supplies determined to be in poor condition must be replaced immediately, at the Contractor’s sole expense. Failure to provide proper Equipment and Supplies shall be a Default under the Contract. Neither Cleaning processes nor Equipment and Supplies shall damage the Facilities or City Property. The City shall have the right to prohibit the use of any process or Equipment or Supplies that may damage Facilities or City Property or cause risk to City employees or other individuals using Facilities. Products If required by the Contract, Contractor shall provide all toilet paper, paper towels, toilet seat covers, sanitary napkins and disposable bags, hand soap, and urinal screens (individually or collectively, “Products”). Contractor shall be responsible for receiving, storing in the appropriate janitor’s closets in an organized, orderly manner and distributing the Products. The City shall not be responsible for any Product deliveries or damaged, stolen or missing Product. The City shall not receive or be held responsible for documentation associated with delivery of Product. Janitorial Closets. Janitorial closets shall be assigned to the Contractor for storing Products and Equipment and Supplies. Personnel shall maintain the closets in a clean and orderly condition, free of debris and odor. All cleaning chemicals shall be stored in properly labeled containers at all times with tight fitting lids and original packaging. Schedules The Contract provides various schedules for delivery of Services. Daily cleaning of Facilities shall not start earlier than 4:30 p.m. Except as mutually determined in writing by the Contractor and the City, Services shall be provided on a daily basis, Sunday – Thursday. Services shall be completed by 6:00 a.m. Additionally, Contractor shall become familiar with City business and meeting schedules and shall perform Services without interfering with City business. After Hours Meetings If an evening meeting is being conducted in a Facility and such meeting ends by 10:00 p.m., Personnel shall provide Services in the area of the meeting upon conclusion of the meeting. If the meeting continues after 10:00 p.m., Contractor shall not be responsible for providing Services in the specific area being used. If Services are provided, Services shall be completed by 6:00 a.m. Holidays & Inclement Weather The City observes the following holidays: 1. New Year’s Day 2. Martin Luther King Jr. Day 3. Memorial Day City of Fishers Janitorial Specifications 4. Independence Day 5. Labor Day 6. Election Day 7. Veterans’ Day 8. Thanksgiving 9. Day after Thanksgiving 10. Christmas Eve On observed holidays, (a) Contractor shall not be responsible for providing Services in Facilities that are closed on such holidays; and (b) shall be responsible for cleaning all Facilities that are open on such holidays. Services shall be provided in Facilities located within the City’s parks. Contractor shall be responsible for knowing which Facilities are open and which Facilities are closed on observed holidays. Further, during times of inclement weather, Contractor is responsible for knowing which Facilities are open and closed. If inclement weather prevents Contractor from fully performing Services, Personnel shall complete Services on the next day that Facilities are open. Tiled Floor Re-waxing Hard surfaced floors in all Facilities shall be annually stripped and re-waxed. Within thirty (30) days of entering into the Contract, the Contract Representative shall provide City a twelve (12) month schedule for stripping and waxing hard surfaced floors which schedule shall include the date and location of stripping and waxing. Waxing and stripping shall not be scheduled at dates and times of public meetings or on weekends. Regarding tile-floor re-waxing, the following shall apply:   Floors shall be stripped often enough to prevent built-up of wax and dirt. Old wax finishes shall be removed by using a commercial stripping agent, a tank-type wet vac. and a floor machine. A neutral stripping agent shall be used. Proper care, including sweeping, dust mopping, frequent damp mopping, light scrubbing and spot waxing must be completed to reduce stripping to a minimum Floors shall be finished with commercial grade high gloss wax that withstands normal foot traffic and buffing for up to twelve (12) months Carpet Cleaning & Hot Water Extraction Carpeted floors in all Facilities shall be hot water extracted semiannually. Within thirty (30) days of entering into the Contract, Contract Representative shall provide the Facility Maintenance Superintendent a twelve (12) month schedule for carpet cleaning and hot water extraction for all Facilities which schedule shall include the date and location of such carpet cleaning and hot water extraction. Carpet cleaning and hot water extraction shall not be scheduled at dates and times of public meetings or on weekends. Regarding carpet cleaning and hot water extraction, the following shall apply:    Truck mount machines preferred No shampoo or dry chemical application to be used All Carpeted areas are to be soap free City of Fishers Janitorial Specifications  All Carpeted areas must use neutral odor-free chemicals. No fragrances allowed Wastewater disposal shall not be allowed in any City storm water system. Contractor shall be responsible for removing and disposing of all wastewater. Glass Cleaning Contractor shall daily clean entrance and exit glass doors on the ground level. On a weekly basis, the Contractor shall clean all interior reachable glass surfaces (such as partition glass). Additional Scheduled Cleanings. In addition the Services specifically described herein, within fourteen (14) days of written request from the City, Contractor shall provide a schedule for Services for Facilities that are seasonally used or for special events. Regarding seasonal Facilities, the schedule shall cover the duration of the season. 1.4 Specific Services All Locations – Services Performed Daily 1. Empty all trashcans and wastebaskets. Receptacles shall be washed as needed. Desk recycling containers are not to be emptied. 2. Remove all drink and food containers and discard refuse wherever found in buildings. NOTE: All aluminum cans are to be placed in designated areas. The City shall remove all recyclable products (i.e. paper, aluminum and plastic). 3. Trash, garbage and refuse to be deposited in areas designated by the City 4. All furniture including, but not limited to desks, chairs, tables, bookcases, bookshelves, and file cabinets, shall be wiped clean with a dust cloth. 5. Weight rooms (where applicable) should have all equipment wiped and floors mopped. 6. All electronic devices including but not limited to computers, printers, audiovisual equipment, fax machines, copy machines etc. shall not be moved, jarred or bumped. While cleaning in these areas, the Contractor must not use steel wool, powered cleaners, brushes, dusters, and/or rags that leave dust or materials containing silicon. 7. Dust treated mop all uncarpeted floors and mats, including elevators, halls, meeting rooms, stairwells, offices and entrance areas. Use damp mop as required. All floors and stairwells must be kept clean, dirt free and trash free. Spot, stains and marks shall be removed immediately (spray buffing or re-waxing, if necessary). Floors wet mopped during inclement weather to keep floor free from ice, snow, mud and water marks. Dust and wipe all handrails and doors. 8. Vacuum all carpeted floors and elevator door tracks. Loose paper, pin, clips and other trash to be removed (including entrance crosswalks). Carpeted floors shall be completely and thoroughly vacuumed from wall to wall. 9. Spot clean windows to remove all film, smudges and streaks. 10. Daily restroom/locker room maintenance: a. Restroom facilities cleaned and polished similar to a hospital-level of cleanliness, marks on walls or dirt spots removed. b. Replenish all restroom supplies including paper and soap products. c. Clean all floors. Wet mop with disinfectant cleaner or scrub with soap and water to keep floor cleaned and sanitary. d. Wash and sanitize all surfaces of toilets, seats, and urinals. City of Fishers Janitorial Specifications e. Clean all sinks and fixtures to be free of dirt, grime and stains. f. Damp wipe and polish all chrome/stainless steel surfaces and mirrors. g. Dust and/or wash all walls, ledges, grills and partitions to keep dust-free, dirt free and clean. h. Empty all trash receptacles. Replace trash liners. i. Deodorize and disinfect all traps, drains, toilets and urinals with liquid chemical (i.e., pine oil disinfect). j. All sanitary napkin holders are to be provided with a disposable wax liner and are to be replaced nightly. k. Clean glass surfaces and mirrors, including entrance glass. l. Locker room showers (where applicable) wiped (walls and floors). m. Urinal mats (where applicable) wiped. 11. Clean water fountains with aan nti-bacterial germicidal cleaner and polish with stainless steel oil lease polish. 12. Clean and shine all chrome, stainless steel or other unpainted metal fixtures and moldings. (Use metal polish where applicable). 13. Clean fingerprints and smudges from walls, woodwork, and bright metal surfaces. Particular attention must be given to areas around light switches and doors to include elevators push buttons in foyers. The Contract Representative shall report any smudges or damage to walls that cannot be removed through normal cleaning. 14. Use approved spot removal cleaner, spot clean carpeted areas. 15. Spot clean partitions. 16. Make sure all windows are closed and locked. 17. Clean baseboards. 18. Wipe and dust tops and face of lockers. 19. Kitchens (where applicable) – wipe down sinks, countertops, and appliances; clean floors. All Locations – Services Performed Weekly 1. Damp mop all interior stairs and stair landings and give special attention to areas under walk- off mats. 2. All reachable interior glass shall be completely wiped. 3. Clean and shine all chrome, stainless steel or other unpainted metal fixtures and moldings. (Use metal polish where applicable). 4. Clean all pipes connecting restroom fixtures. 5. Dust window-sills, ledges, picture frames and other wall hangings. 6. Use furniture polish on all wood surfaces (including, without limitation, Council Chambers and Crosswalk). 7. Change all garbage cans with a watertight disposable plastic liner, as needed, and at a minimum once a week 8. Vacuum or clean furniture upholstery and cushions, including City Council Chambers chairs. 9. Remove spider webs, interior only, as needed. All Locations – Services Performed Monthly 1. Dust all walls and doors. Apply residue free furniture polish to wood doors as needed. City of Fishers Janitorial Specifications 2. Wash all restrooms partitions, machine scrub all restrooms floor. Extraction of carpeting in Building as scheduled. Crosswalk carpet to be extracted per schedule. 3. Wipe down all interior signage. 4. Dust ceiling and wall vents, fans and returns. 5. Dust window covers (blinds and shades). 6. Spray buff uncarpeted floors in traffic areas as required (Floors must maintain a high glossy shine). 7. Inspect lighting and dust as needed. Power Washing – Restrooms / Shelter Semiannually, Contractor shall power wash restrooms at all Facilities located within the City’s Parks, including, walls, floors and partitions. Ceramic Tile (Locker Rooms) Annually, shower areas should be completely steamed. 1.5 City’s Responsibility The City shall inspect and approve Services for compliance with these specifications prior to payment. Questions concerning compliance reviews and payment shall be directed to Sean O’Grady, Assistant Public Works Director at [email protected] and/or Rachel Tudor at [email protected]. Rachel Tudor is the “Facility Maintenance Superintendent” and may appoint a designee to serve as Facility Maintenance Superintendent upon notice to the Contract Representative. 1.6 Performance Issues, Default, Notice, Deductions and Termination Failure of Personnel to (a) appear on any scheduled workday without the advance written approval of the Facility Superintendent; or (b) properly clean a Facility may result in the City’s use of the Deduction Schedule or, for recurring Default, termination of the Contract, in the City’s sole discretion. In addition to those specific instances of Default described in this Section 1.6, it shall be a Default, whether by action or inaction, for Personnel to fail to timely perform or observe any of the other terms, covenants or conditions of the Contract or these Specifications. Notice The City’s Facility Maintenance Superintendent shall contact the Contract Representative by phone or email concerning performance issues (“Initial Default Notification”). Within two (2) hours of issuance of the Initial Default Notification, Contract Representative shall send Personnel to cure the performance issue (“Cure”). Alternatively, and in the City’s sole discretion, if Personnel does not complete all of the required Services as scheduled and outlined in the Contract and these Specifications, the Contractor may be required to make corrections of all discrepancies pursuant to a schedule mutually determined by the City and the Contract Representative. City of Fishers Janitorial Specifications The City’s Facility Maintenance Superintendent shall also document and provide the Contract Representative a written summary of complaint(s) and/or performance issues (“Default Notice”). The Default Notices shall be filed and maintained by the City during the term of the Contract. Upon receipt of a Default Notice, Contract Representative shall provide proof of performance and demonstrate adherence to the Contract and these Specifications. Forms of support that may be required by the City include, without limitation, test results, technical data, or other pertinent information (“Performance Evidence”). Performance Evidence shall be provided at the Contractor’s sole cost and expense. Termination or Deductions If Contract Representative receives five (5) Default Notices within six (6) consecutive months, eight (8) Default Notices within twelve (12) consecutive months or fails to respond within two (2) hours to an Initial Default Notification, the Contract shall be subject to termination, in the City’s sole discretion. Contract termination shall be effective thirty (30) days from the date City provides notice of its intent to terminate. If Contractor fails to Cure, the City additionally reserves the right to withhold payment and/or deduct from payments owed, in its sole discretion. The Schedule included at Section 1.6.5 shall govern the amount of payment withheld or deducted (the “Deduction Schedule”). Gross Misconduct The City may immediately terminate the Contract for gross misconduct by Personnel, including, without limitation, destruction of City Property or theft or use of City Property. Such termination shall be effective upon three (3) days notice to the Contract Representative. Compensation upon Termination Upon termination, City shall pay the Contractor for reasonable costs incurred and professional services satisfactorily performed up to and including the date of City’s written notice of termination. Compensation for work in progress shall be prorated based on the percentage of work completed as of the effective date of termination. Cleaning Deduction Schedule. Task Deduction Amount Unit 1. Suite or perimeter door left unsecured $100 per door / occurrence 2. Carpet not vacuumed $.030 per sq. ft. / day 3. Floors not mopped $.030 per sq. ft. / day 4. Carpet not cleaned (previously requested and /or scheduled) 5. Floors not stripped and waxed (written notice for floor work will be given) 6. Restroom not cleaned/paper products not filled, fixtures and floors not cleaned $.10 per sq. ft. / day $.30 per sq. ft. / day $50 per restroom / day City of Fishers Janitorial Specifications 7. Failure to empty sanitary dispenser (daily) $25 per dispenser / day 8. Restroom floors not stripped or machine scrubbed per contract (written notice given) 9. Floors not buffed $50 per restroom / occurrence $.030 per sq. ft. 10. Entrance glass not cleaned $10 per sq. ft. 11. Trash not emptied $10 per office / day 12. Janitorial closets or doors left unsecured (where applicable) 13. Mop water dumped (daily) $100 per occurrence 14. Trash left in building; not picked up $150 per location / day 15. Stairwells not cleaned $100 per stairwell 16. Misuse of the security alarm system $100 per occurrence City of Fishers Janitorial Specifications $5 per pail