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HomeMy WebLinkAboutResolution - 2008-R0354 - Contract For Custodial Services For City Buildings - Kleen-Tech - 09_11_2008Resolution No. 2008—RO354 September 11, 2008 Item No. 6.7 RESOLUTION BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK: THAT the City Council of the City of Lubbock hereby authorizes and directs the Mayor of the City of Lubbock to execute a best value Contract by and between the City of Lubbock and Kleen—Tech to provide custodial services for City buildings per RFP 08-053-MA, which Contract and any associated documents are attached hereto and made a part of this Resolution for all intents and purposes. Passed by the City Council this 11th day of September , 2008. Z� TOM MARTIN, MAYOR ATTEST: Rebec a Garza, City Secretary APPROVED AS TO CONTENT: Mart YearvObod Assi ant City Manager/Chief Information Officer APPROVED AS FORM: Don andiver, ssistan r City A orne DDres/Custodia1SvcsCon08 Res August 29, 2008 Resolution No. 2008-RO354 REP — 0"53-M A Custodiat Seviccm CITY OF LUBBOCK CONTRACT FOR SERVICES For Custodial Services RFP 08-053-MA THIS CONTRACT, made and entered into this I Ith day of September, 2008. pursuant to a resolution heretofore adopted by the City of Lubbock, Texas, by and between the City of Lubbock ("City"), and Kleen—Tech , ("Contractor"). WITNESSETH: WHEREAS, the City of Lubbock duly advertised for proposals for Custodial Services and were received and duly opened as required by law; and WHEREAS, after careful consideration of the prospals submitted by Contractor, the City of Lubbock has heretofore adopted a resolution authorizing the acceptance of such proposal and the execution, in the name of the City of Lubbock a contract with said Contractor covering the of the said Custodail Services. NOW, THEREFORE, in consideration of the mutual agreement contained herein, as well as the financial consideration hereinafter referred to, the parties hereby covenant and agree as follows: A1.RTICLE I: SCOPE To furnish custodial services at various Owner facilities. The Specifications for Cutodial Services and Exhibit A are attached and made part of this contract for the entire duration thereof. ARTICLE II: CONTRACT DOCUMENTS AND ORDER OF PRECEDENCE The following contract documents shall be construed in a court of law in this order of precedence: (1) Contract; (2) Specifications for Custodial Services; (3) Exhibit A IN WITNESS WHEREOF, the parties hereto have caused this Contract to be executed the day and year fast above written. Executed in triplicate. CITY OF LUBBOCK _.L__i� _ Tom Martin, Mayor ATTEST: ARebeccGarza, City Secretary APPROVED AS TO CONTENT: Z----J- MarkiYeafwocgfAssist-antVity,\4anager m APP V A�TQ Assistant City Attorney CONTRACTOR BY Authorized Representative —71Q0-.N aroa.dway 6—L ss Addre _ Denver, CO 80221 Page 64 Best and Final Offer EXHIBIT A Custodial Services CITY OF LUBBOCK, TEXAS The Contractor having examined the Specifications, and being familiar with the conditions to be met, hereby submits the following pricing for furnishing the material, equipment, labor and everything necessary tar providing the items listed below attcf agrees to deliver said items at the locations and for the prices set forth on this form_ ITEM LOCATION SQUARE FOOTAGE (A) MONTHLY CONTRACT S.F. RATE B) !MONTHLY CONTRACT TOTAL RATE A X B =) 1. Municipal Square, 916 Texas Avenue 104,196 $0. 1272 $13, 257.00 1 A. Parks and Recreation Offices 7,625 $0.1137 67 .00 2. Municipal Building, (City Hall) 1625 13`n Street 85,167 3. Health Department, 1902 Texas Avenue 30,247 $0.1786 $5, 404. 00 4. Building Services Maintenance Shop, 5`h & Avenue J t,280 $0.0965 $124.00 5. Police Storage (Property Room), 916 Texas Avenue 1,614 $0.0656 $106.00 6. Fit City, 201 N Ash 1,954 7. Fleet Services (Garage). 206 Municipal Drive 5,000 $0. 1130 $565 M 8. Solid Waste (Administration), 208 Municipal Drive 4,927 $0.1134 $559.00 9. Municipal Hill (Electric Distribution), 404 Municipal Drive 14.606 $0.1380 $2,017.00 10. Water, 406 Municipal Drive 8,784 It. Pipeline Maintenance, 406 Municipal Drive 3,344 $0.1515 $507.00 12. Lubbock Business Center, 1301 Broadway 66,733 $0.1189 $7,936.00 13. Land Application, 1 Mile East of Loop 289 on East 19` Street 1,975 $0.1276 $252.00 14, Solid Waste (North Landfill), 17304 North FM 2528 3,551 2 4 15. Solid Waste (Old Landfill), 6500 North Avenue P 1,032 $0.3137 $324.00 16. Water Treatment Plant, 6001 North Guava 12,050 $0.1253 $1, 510.00 17. Water Reclamation Plant, East 37rh & Guava 9,899 0.1331 $1,318.00 17A Water Rec Shop East 37'h & Guava 171 18. Maggie Trejo Supercenter, 3200 Amherst 10,620 $0. 1256 $1 , 334.00 19, Mae Simmons Community Center, 23"' & Oak 6,533 $0. 1154 $ 754.00 24). Mae Simmons Senior Center, 2004 Oak 2,828 0 135 85.00 21. Lubbock Senior Citizens Center, 2001 19°' Street 14,974 22, Maxey Community Center, 301h & Oxford 4,494 $0.1930 $868. 00 23, Hodges Community Center, 4011 University 6,503 $0. 1382 $899.00 24, Copper Rawlings, 40°i & Avenue B 4,960 Best and Final Offer EXHIBIT A Custodial Services CITY OF LUBBOCK, TEXAS ITEM LOCATION SQUARE FOOTAGE (A) MONTHLY CONTRACT S.F. RATE B) MONTHLY CONTRACT RATE (A x B =) 25. Godeke Library, 6601 Quaker Avenue 10,941 $ 0. 1444 $1, 580.00 26. Safety City, 46'4 & Avenue U 1,566 1 27. Buddy Holly Center, 1801 Avenue G 10,045 $0.1473 $1, 480.06 28. Garden & Arts Center, 4215 University 6,732 $0.1558 $1, 049.00 29. Groves Branch Library, 5520 19`h Street 10,084 $0.1309 $1,320.00 30 Patterson Branch Library, 1836 Parkway 10,084 31. Tennis Center, 303b 661h Street 1,700 $0.1080 $184.00 32. Traffic Signs & Signals, 202 Municipal Drive 6,202 40. Streets Dept. Offices, 502 North 127 1,739 $0.2362 $411.00 41, LP & L Transformer Shop, 240 Municipal Drive 1,418 $0. 2106 $299.00 43 LPL Branch Office 82"d & Sfide (Lower) 800 44 Mahon Library 1306 9th 48,926 $0.1539 $7 , 532.00 45 Silent Wings Museum 6202 N I-H 27 15,305 $0.1430 $2,189.00 46 Animal Shetter401 Ash 2,275 0.2 47 Animal Shelter Admin 201 N Ash 5,582 $0.1355 $756.00 48 Cemetery 2011 E 3 1 "' 1,527 $0. 1077 $165. 00 49 LP&L Offices Siaton Hwy 1,700 0 TOTAL SQUARE FOOTAGE 551,693 $0.1353 $74, 698. 00 s �ri�.� 'l' yrlr ' .('"- '�'. w"a l e 'r �.M,�� 'P Y-`# ?�L'^L!9 .� .: - c .yu= 7/=�' !E�., �Nd`➢"w, z>i.=�,N' ;h +Ys�ti'�n''`�"R. �.":` . yY ✓: y . L> {< ,F�^-u�..dr' i "S fix. ir`""�r"r �^`yJ%' �L.; - CiF' f''xa ^ .4c.F• +�` � u J._ ., F>i''> .�r��. . � '.", � p.w. � . 33. Landwer Party House, 2525 Canyon Lake Drive 2,290 38.00 34. Mahon Party House, 29'h & Chicago 1,465 35. Outdoor Center Party House, East Broadway Entrance to Mackenzie Park 1,510 $33.00 36. Lou Stubbs Party House, 3e & Avenue N 1,520 $33. 00 37. K-N. Clapp Parry House, 461h & Avenue U 1,305 $33.00 38. A.B. Davis Party House, 42d & Nashville 1,520 33.00 39. Historic St. Paul's on the Plains, 4011 University Avenue 850 $ 23.00 .,.�y :..%/. ,.. ,. - j� .£:. r,. ar.<Y.'X.;" �u- J - ��,. an 45. Emergency Cleanups -Normal Working Hours: 8 am to 5 pm $19.9 8 46. Emergency Cleanups -After Hours: 5 pm to 8 am $29.97 Best and Final Offer EXHIBIT A Custodial Services CITY OF LUBBOCK, TEXAS ITEM LOCATION SQUARE MONTHLY MONTHLYCONTRACT FOOTAGE CONTRACT S.F. RATE (A) RATE -} (A x BIT 81 50, Special Set-ups (Tables and Chairs, etc.} $19.98 51. Lubbock Parking Garage Floor Cleaning $485. 00 PAYMENT TERMS AND DISCOUNTS - Unless otherwise indicated, payment terms will be net thirty days. The City will pay the certifying party within thirty days after the receipt of a correct invoice for reasonable work allocable to the contract or after the date of acceptance of work that meets contract requirements, whichever event occurs later. Discounts for prompt payment requiring payment by the City within a stipulated number of days will be interpreted as applying within the stipulated number of calendar days after the date of receipt by the City of a correct invoice describing reasonable work allocable to the contract or after the date of acceptance of work that meets contract requirements, whichever event occurs later. Discounts for payment in less than ten days will not be considered. REQUEST FOR PROPOSALS RFP 08-053-MA Custodial Services DEADLINE FOR SUBMISSION OF PROPOSALS June 25, 2008 @ 3:00 p.m. THE OFFEROR HEREBY ACKNOWLEDGES RECEIPT OF AND AGREES ITS PROPOSAL IS BASED ON ANY ADDENDA POSTED ON RFPDEPOT.COM The City of Lubbock Charter states that no officer or employee of the City can benefit from any contract, job, work or service for the municipality or be interested in the sale to the City of any supplies, equipment, material or articles purchased. Will any officer or employee of the City, or member of their immediate family, benefit from the award of this proposal to the above firm? YES X NO IN COMPLIANCE WITH THIS SOLICITATION, THE UNDERSIGNED OFFEROR HAVING EXAMINED THE REQUEST FOR PROPOSAL, AND BEING FAMILIAR WITH THE CONDITIONS TO BE MET, HEREBY SUBMITS THE FOLLOWING. AN INDIVIDUAL AUTHORIZED TO BIND THE COMPANY MUST SIGN THE FOLLOWING SECTION. FAILURE TO EXECUTE THIS PORTION MAY RESULT IN PROPOSAL REJECTION. By my signature I certify that this offer is made without prior understanding, agreement, or connection with any corporation, firm, business entity, or person submitting an offer for the same materials, supplies, equipment, or service(s), and is in all respects fair and without collusion or fraud. I further agree that if the offer is accepted, the offeror will convey, sell, assign, or transfer to the City of Lubbock all right, title, and interest in and to all causes of action it may now or hereafter acquire under the Anti-trust laws of the United States and the State of Texas for price fixing relating to the particular commodity(s) or service (s) purchased or acquired by the City of Lubbock. At the City's discretion, such assignment shall be made and become effective at the time the City tenders final payment to the vendor. President _. Authorized Signature Title Brad K. Brandt Print/Type Name Date 6/23/08 THIS FORM MUST BE COMPLETED AND RETURNED WITH h'OUR RESPONSE. 06/23l2008 12:05 3034282260 KEEN -EcH coWORATE PAGE 02102 CITY OF LUBBOCK INSURANCE REQUHWMENT AFFIDAVIT To Be Completed by Offeror and Agent And Attached to Submittal I, the undersigned Offeror, certify that the insurance requirements contained in this proposal document have been reviewed by me with the below identified Insurance Agent/Broker. If I am awarded this contract by the City of Lubbock, I will be able to, within ten (10) business days after being notified of such award by the City of Lubbock, furnish a valid insutancc certificate to the City meeting all of the requirwnents defined in this proposal. If this time requirement is not mat. the City has the right to reject the offror's proposal and award the contract to auothar Proposer. Brad Kz Brandt Proposer (Signature) Proposer (Print) PROPOSER' S FEW NAME: 47�pn—TQnA CgrYr�r�,S r,�r+rxtinn (Print or Type) PR.OPOSER'S FIRM ADDRESS- Kleen—Tech Services Corporation Name of AaentMroker:_ Lockton Agent / Broker (Signature). / j - X l{ Address of Agent/Broket: 8 0 E. Uni n A�renue CitylStateMp: Denver, CO $0237 AgcmMroker Telephone Number: ( 303 _4ia_6oao Date: 6/24/08 If you have any questions concerning these requiremems, please contact the Purchasing Department for the City of :Lubbock at (806) 775-2572. The Proposer must complete, sign and return as part of their submittal response. iv SAFETY RECORD QUESTIONNAIRE (Must Be Attached to Submittal) The City of Lubbock City Council desires to avail itself of the benefits of Section 252.0435 of the Local Government Code, and consider the safety records of potential contractors prior to awarding proposals on City contracts. Pursuant to Section 252.0435 of the Local Government Code, City of Lubbock has adopted the following written definition and criteria for accurately determining the safety record of a proposer prior to awarding proposals on City contracts. The definition and criteria for determining the safety record of a proposer for this consideration shall be: The City of Lubbock shall consider the safety record of the offerors in determining the responsibility thereof. The City may consider any incidence involving worker safety or safety of the citizens of the City of Lubbock, be it related or caused by environmental, mechanical, operational, supervision or any other cause or factor. Specifically, the City may consider, among other things: a. Complaints to, or final orders entered by, the Occupational Safety and Health Review Commission (OSHRC), against the proposer for violations of OSHA regulations within the past three (3) years. b. Citations (as defined below) from an Environmental Protection Agency (as defined below) for violations within the past five (5) years. Environmental Protection Agencies include, but are not necessarily limited to, the U.S. Army Corps of Engineers (USACOE), the U.S. Fish and Wildlife Service (USFWS), the Environmental Protection Agency (EPA), the Texas Commission on Environmental Quality (TCEQ), the Texas Natural Resource Conservation Commission (TNRCC) (predecessor to the TCEQ), the Texas Department of State Health Services (DSHS), the Texas Parks and Wildlife Department (TPWD), the Structural Pest Control Board (SPCB), agencies of local governments responsible for enforcing environmental protection or worker safety related laws or regulations, and similar regulatory agencies of other states of the United States. Citations include notices of violation, notices of enforcement, suspension/revocations of state or federal licenses or registrations, fines assessed, pending criminal complaints, indictments, or convictions, administrative orders, draft orders, final orders, and judicial final judgments. C. Convictions of a criminal offense within the past ten (10) years, which resulted in bodily harm or death. d. Any other safety related matter deemed by the City Council to be material in determining the responsibility of the offeror and his or her ability to perform the services or goods required by the proposal documents in a safe environment, both for the workers and other employees of offeror and the citizens of the City of Lubbock. In order to obtain proper information from offerors so that City of Lubbock may consider the safety records of potential contractors prior to awarding proposals on City contracts, City of Lubbock requires that offerors answer the following three (3) questions and submit them with their proposals: QUESTION ONE Has the offeror, or the firm, corporation, partnership, or institution represented by the offeror, or anyone acting for such firm, corporation, partnership or institution, received citations for violations of OSHA within the past three (3) years? YES NO X If the offeror has indicated YES for question number one above, the offeror must provide to City of Lubbock, with its proposal submission, the following information with respect to each such citation: Date of offense, location of establishment inspected, category of offense, final disposition of offense, if any, and penalty assessed. QUESTION TWO Has the offeror, or the firm, corporation, partnership, or institution represented by the offeror, or anyone acting for such firm, corporation, partnership or institution, received citations for violations of environmental protection laws or regulations, of any kind or type, within the past five years? Citations include notice of violation, notice of enforcement, suspension/revocations of state or federal licenses, or registrations, fines assessed, pending criminal complaints, indictments, or convictions, administrative orders, draft orders, final orders, and judicial final judgments. YES NO X If the offeror has indicated YES for question number two above, the offeror must provide to City of Lubbock, with its proposal submission, the following information with respect to each such conviction: Date of offense or occurrence, location where offense occurred, type of offense, final disposition of offense, if any, and penalty assessed. QUESTION THREE Has the offeror, or the firm, corporation, partnership, or institution represented by offeror, or anyone acting for such firm, corporation, partnership, or institution, ever been convicted, within the past ten (10) years, of a criminal offense which resulted in serious bodily injury or death? YES NO x If the offeror has indicated YES for question number three above, the offeror must provide to City of Lubbock, with its proposal submission, the following information with respect to each such conviction: Date of offense, location where offense occurred, type of offense, final disposition of offense, in any, and penalty assessed. ACKNOWLEDGEMENT THE STATE OF TEXAS COUNTY OF LUBBOCK I certify that I have made no willful misrepresentations in this Questionnaire nor have I withheld information in my statements and answers to questions. I am aware that the information given by me in this questionnaire will be investigated, with my full permission, and that any misrepresentations or omissions may cause my proposal to be rejected. Signature President Title The Proposer must complete, sign and return as part of their submittal response. Vi SUSPENSION AND DEBARMENT CERTIFICATION (Must Be Attached to Submittal) Federal Law (A-102 Common Rule and OMB Circular A-110) prohibits non -Federal entities from contracting with or making sub -awards under covered transactions to parties that are suspended or debarred or whose principals are suspended or debarred. Covered transactions include procurement contracts for goods or services equal to or in excess of $25,000 and all non - procurement transactions (e.g., sub -awards to sub -recipients). Contractors receiving individual awards of $25,000 or more and all sub -recipients must certify that their organization and its principals are not suspended or debarred by a Federal agency. Before an award of $25,000 or more can be made to your firm, you must certify that your organization and its principals are not suspended or debarred by a Federal agency. I, the undersigned agent for the firm named below, certify that neither this firm nor its principals are suspended or debarred by a Federal agency. COMPANY NAME: 1(1 Ppn—Tarn Servi reg Car oration FEDERAL TAX ID or SOCIA�SEC �No.83539 Signature of Company Officia - Printed name of company official signing above: Brad K. Brandt Date Signed: 6/23/08 The Proposer must complete, sign and return as part of their submittal response. Vii �+ SUSPENSION AND DEBARMENT CERTIFICATION (Must Be Attached to Submittal) Federal Law (A-102 Common Rule and OMB Circular A-110) prohibits non -Federal entities from contracting with or making sub -awards under covered transactions to parties that are suspended or debarred or whose principals are suspended or debarred. Covered transactions include procurement contracts for goods or services equal to or in excess of $25,000 and all non - procurement transactions (e.g., sub -awards to sub -recipients). Contractors receiving individual awards of $25,000 or more and all sub -recipients must certify that their organization and its principals are not suspended or debarred by a Federal agency. Before an award of $25,000 or more can be made to your firm, you must certify that your organization and its principals are not suspended or debarred by a Federal agency. I, the undersigned agent for the firm named below, certify that neither this firm nor its principals are suspended or debarred by a Federal agency. COMPANY NAME: M een-Tech Rervi rec ra noration FEDERAL TAX ID or SOCIAL SEC RITY No. -1223 39 Signature of Company Officia Printed name of company official signing above: Brad K. Brandt Date Signed: 6/23/08 The Proposer must complete, sign and return as part of their submittal response. vii REQUEST FOR PROPOSALS City of Lubbock, Texas Custodial Services RFP 08-053-MA I. INSTRUCTIONS TO OFFERORS PROPOSAL DELIVERY, TIME & DATE 1.1 The City of Lubbock will receive written and sealed competitive proposals for Custodial Services until June 25, 2008, if date/time stamped on or before 3:00 p.m. CST, at the office listed below. Any proposal received after the date and hour specified may be rejected and returned unopened to the offeror. Each proposal and supporting documentation must be in a sealed envelope or container plainly labeled in the lower left-hand corner: "RFP 08-053-MA, Custodial Services" and the closing date and time. Offerors must also include their company name and address on the outside of the envelope or container. Proposals must be addressed to: Marta Alvarez, Purchasing Manager City of Lubbock 1625 13th Street, Room 204 Lubbock, Texas 79401 1.2 Offerors are responsible for making certain proposals and proposed contracts are delivered to the Purchasing Department. Mailing of a proposal does not ensure that the proposal will be delivered on time or delivered at all. If offeror does not hand deliver proposal, we suggest that he/she use some sort of delivery service that provides a receipt. The City of Lubbock assumes no responsibility for errant delivery of proposals, including those relegated to a courier agent who fails to deliver in accordance with the time and receiving point specified. 1.3 Proposals will be accepted in person, by United States Mail, by United Parcel Service, or by private courier service. No proposals will be accepted by oral communication, telephone, electronic mail, telegraphic transmission, or telefacsimile transmission. THE CITY WILL NOT ACCEPT FAX PROPOSALS. 1.4 Proposals may be withdrawn prior to the above scheduled time set for closing. Alteration made before RFP closing must be initiated by offeror guaranteeing authenticity. 1.5 The City of Lubbock reserves the right to postpone the date and time for accepting proposals through an addendum. 2 PRE -PROPOSAL MEETING 2.1 For the purpose of familiarizing offerors with the requirements, answering questions, and issuing addenda as needed for the clarification of the Request for Proposal (RFP) documents, a pre -proposal meeting will be held at 10:00 a.m., June 17, 2008, at City Hall, 1625 13`h Street, Purchasing Conference Room, Lubbock, Texas. All persons attending the conference will be asked to identify themselves and the prospective offeror they represent. 2.2 It is the offeror's responsibility to attend the pre -proposal meeting though the meeting is not mandatory. The City will not be responsible for providing information discussed at the pre -proposal meeting to offerors who do not attend the pre -proposal meeting. 2.3 The City of Lubbock does not discriminate against person with disabilities. City of Lubbock pre -proposal meetings are available to all persons regardless of disability. If you would like information made available in a more accessible format or if you desire assistance, please contact the City of Lubbock ADA Coordinator, 1625 13th Street, (806)775-2018 at least forty-eight (48) hours in advance of the conference. 3 CLARIFICATION OF REQUIREMENTS 3.1 It is the intent and purpose of the City of Lubbock that this request permits competitive proposals. It is the offeror's responsibility to advise the City of Lubbock Purchasing Manager if any language, Muirements, etc., or any combinations thereof, inadvertently restricts or limits the requirements stated in this RFP to a single source. Such notification must be submitted in writing and must be received by the City of Lubbock Purchasing Office no later than five (5) business days prior to the proposal closing date. A review of such notifications will be made. 3.2 ALL REQUESTS FOR ADDITIONAL INFORMATION OR CLARIFICATION CONCERNING THIS REQUEST FOR PROPOSAL (RFP) MUST BE SUBMITTED IN WRITING NO LATER THAN FIVE (5) BUSINESS DAYS PRIOR TO THE PROPOSAL CLOSING DATE AND ADDRESSED TO: Marta Alvarez, Purchasing Manager City of Lubbock 1625 131h Street, Room 204 Lubbock, Texas 79401 Fax: (806) 775-2164 Email: malvarez(wmylubbock.us RFPDepot: ham://www.RFPdepot.com 4 ADDENDA & MODIFICATIONS 4.1 Any changes, additions, or clarifications to the RFP are made by ADDENDA information available over the Internet at http://www.RFPdgpot.com. We strongly suggest that you check for any addenda a minimum of 48 hours in advance of the response deadline. BUSINESSES WITHOUT INTERNET ACCESS may use computers available at most public libraries. 4.2 Any offeror in doubt as to the true meaning of any part of the RFP or other documents may request an interpretation thereof from the Purchasing Department. At the request of the offeror, or in the event the Purchasing Department deems the interpretation to be substantive, the interpretation will be made by written addenda issued by the Purchasing Department. Such addenda issued by the Purchasing Department will be available over the Internet at http://www.RFPdgpot.com and will become part of the proposal package having the same binding effect as provisions of the original RFP. No verbal explanations 6 or interpretations will be binding. In order to have a request for interpretation considered, the request must be submitted in writing and must be received by the City of Lubbock Purchasing Department no later than five (5) days prior to the proposal closing date. 4.3 The City does not assume responsibility for the receipt of any addendum sent to offerors. 5 EXAMINATION OF DOCUMENTS AND REQUIREMENTS 5.1 Each offeror shall carefully examine all RFP documents and thoroughly familiarize itself with all requirements prior to submitting a proposal to ensure that the proposal meets the intent of this RFP. 5.2 Before submitting a proposal, each offeror shall be responsible for making all investigations and examinations that are necessary to ascertain conditions and requirements affecting the requirements of this RFP. Failure to make such investigations and examinations shall not relieve the offeror from obligation to comply, in every detail, with all provisions and requirements of the Requcst for Proposal. 5.3 Any exceptions to the requirements stated herein must be stated in the formal proposal. Explanation must be made for each item for which exception is taken, giving in detail the extent of the exception, and the reason for which it is taken, in order for consideration to be given to the proposal. 6 PROPOSAL COPIES 6.1 OFFEROR'S MUST SUBMIT THE ORIGINAL AND FIVE (5) COPIES OF THE SEALED PROPOSAL TO THE PURCHASING DEPARTMENT PRIOR TO RESPONSE DUE DATE/TIME. FAILURE TO SUBMIT THE ADDITIONAL COPIES MAY RESULT IN THE PROPOSAL BEING DECLARED UNRESPONSIVE. The original must be clearly marked "ORIGINAL" and the copies must be clearly marked "COPY". 6.2 All proposals, responses, inquiries, or correspondence relating to or in reference to this RFP, and all electronic media, reports, charts, and other documentation submitted by offerors shall become the property of the City of Lubbock when received. 7 PROPOSAL PREPARATION COSTS 7.1 Issuance of this RFP does not commit the City of Lubbock, in any way, to pay any costs incurred in the preparation and submission of a proposal. 7.2 The issuance of this RFP does not obligate the City of Lubbock to enter into contract for any services or equipment. 7.3 All costs related to the preparation and submission of a proposal shall be paid by the proposer. 8 TRADE SECRETS, CONFIDENTIAL INFORMATION AND THE TEXAS PUBLIC INFORMATION ACT 3 8.1 If you consider any portion of your proposal to be privileged or confidential by statute or judicial decision, including trade secrets and commercial or financial information, clearly identify those portions. 8.2 Proposals will be opened in a manner that avoids disclosure of the contents to competing offerors and keeps the proposals secret during negotiations. All proposals are open for public inspection after the contract is awarded, but trade secrets and confidential information in the proposals are not open for inspection. 8.3 The City of Lubbock will honor your notations of trade secrets and confidential information and decline to release such information initially, but please note that the final determination of whether a particular portion of your proposal is in fact a trade secret or commercial or financial information that may be withheld from public inspection will be made by the Texas Attorney General or a court of competent jurisdiction. In the event a public information request is received for a portion of your proposal that you have marked as being confidential information, you will be notified of such request and you will be required to justify your legal position in writing to the Texas Attorney General pursuant to Section 552.305 of the Government Code. In the event that it is determined by opinion or order of the Texas Attorney General or a court of competent jurisdiction that such information is in fact not privileged and confidential under Section 552.110 of the Government Code and Section 252.049 of the Local Government Code, then such information will be made available to the requester. 8.4 Marking your entire proposal CONFIDENTIAL/PROPRIETARY is not in conformance with the Texas Open Records Act. 9 DISADVANTAGED BUSINESS ENTERPRISE (DBE) REQUIREMENTS 9.1 The City of Lubbock hereby notifies all offerors that in regard to any contract entered into pursuant to this RFP, Disadvantaged Business Enterprises (DBE's) will be afforded equal opportunities to submit proposals and will not be discriminated against on the grounds of race, color, sex, disability, or national origin in consideration of an award. 9.2 A DBE is defined as a small business concern which is at least 51 % owned and controlled by one or more socially and economically disadvantaged individuals, or in the case of any publicly owned business, at least 51 % of the stock of which is owned by one ore more socially and economically disadvantaged individuals. Socially and economically disadvantaged include Women, Black Americans, Hispanic Americans, Native Americans, Asian -Pacific Americans, and Asian - Indian Americans. 10 UTILIZATION OF LOCAL BUSINESS RESOURCES It is desired as much as practicable to stimulate growth in all sectors of the local business community. Consultants are strongly encouraged to explore and implement methods for the utilization of local resources. 11 CONFLICT OF INTEREST 11.1 The Offeror shall not offer or accept gifts or anything of value nor enter into any business arrangement with any employee, official or agent of the City of Lubbock. 4 11.2 By signing their proposal, the offeror certifies and represents to the City the offeror has not offered, conferred or agreed to confer any pecuniary benefit or. other thing of value for the receipt of special treatment, advantage, information, recipient's decision, opinion, recommendation, vote or any other exercise of discretion concerning this RFP. 12 ANTI -LOBBYING PROVISION 12.1 DURING THE PERIOD BETWEEN PROPOSAL SUBMISSION DATE AND THE CONTRACT AWARD, PROPOSERS, INCLUDING THEIR AGENTS AND REPRESENTATIVES, SHALL NOT DIRECTLY DISCUSS OR PROMOTE THEIR PROPOSAL WITH ANY MEMBER OF THE LUBBOCK CITY COUNCIL OR CITY STAFF EXCEPT IN THE COURSE OF CITY - SPONSORED INQUIRIES, BRIEFINGS, INTERVIEWS, OR PRESENTATIONS, UNLESS REQUESTED BY THE CITY. 12.2 This provision is not meant to preclude offerors from discussing other matters with City Council members or City staff. This policy is intended to create a level playing field for all potential offerors, assure that contract decisions are made in public, and to protect the integrity of the RFP process. Violation of this provision may result in rejection of the offeror's proposal. 13 AUTHORIZATION TO BIND SUBMITTER OF PROPOSAL Proposals must show vendor name and address of offeror. The original proposal must be manually signed by an officer of the company having the authority to bind the submitter to its provisions. Person signing proposal must show title or AUTHORITY TO BIND THEIR FIRM IN A CONTRACT. Failure to manually sign proposal will disqualify it. 14 ABOUT THIS DOCUMENT This document is a Request for Proposal. It differs from an Invitation to Bid in that the City of Lubbock is seeking a solution, as described in the following General Requirements section, not a bid/quotation meeting firm specifications for the lowest price. As such, the lowest price proposed will not guarantee an award recommendation. Sealed proposals will be evaluated based upon criteria formulated around the most important features of a product or service, of which quality, testing, references, availability or capability, may be overriding factors, and price may not be determinative in the issuance of a contract or award. The proposal evaluation criteria should be viewed as standards that measure how well an offeror's approach meets the desired requirements and needs of the City of Lubbock. Those criteria that will be used and considered in evaluation for award are set forth in this document. The City will thoroughly review all proposals received. The City will also utilize its best judgment when determining whether to schedule a pre -proposal conference (before proposals are accepted), or meetings with offerors (after receipt of all proposals). A Purchase Order/Contract will be awarded to a qualified offeror submitting the best proposal. The City reserves the right to select, and subsequently recommend for an award, the proposed service which best meets its required needs, quality levels, and budget constraints. 15 EVALUATION PROCESS 5 15.1 All proposals will be evaluated by an evaluation committee and may include senior management representatives, a financial officer, and/or an independent consultant. 15.2 Proposers to this RFP may be required to submit additional information that the City may deem necessary to further evaluate the offeror's qualifications. 15.3 The committee will evaluate and numerically score each proposal in accordance with the evaluation criteria included in the Request for Proposal. 15.4 The committee will arrive at a short list of the highest ranked Proposers and these short-listed Proposers may be scheduled for a structured oral presentation and interview. Such presentations will be at no cost to the City of Lubbock. At the end of the oral presentation and interview, the evaluation of the short-listed Proposers will be completed. The oral interview may be recorded and/or videotaped. 16 SELECTION 16.1 Selection shall be based on the responsible offeror whose proposal is determined to be the most advantageous to the City of Lubbock considering the relative importance of evaluation factors included in this RFP. 16.2 NO INDIVIDUAL OF ANY USING DEPARTMENT HAS THE AUTHORITY TO LEGALLY AND/OR FINANCIALLY COMMIT THE CITY TO ANY CONTRACT, AGREEMENT OR PURCHASE ORDER FOR GOODS OR SERVICES, UNLESS SPECIFICALLY SANCTIONED BY THE REQUIREMENTS OF THIS REQUEST FOR PROPOSAL. 17 EQUAL EMPLOYMENT OPPORTUNITY Offeror agrees that it will not discriminate in hiring, promotion, treatment, or other terms and conditions of employment based on race, sex, national origin, age, disability, or in any way violative of Title VII of 1964 Civil Rights Act and amendments, except as permitted by said laws. 18 NONAPPROPRIATION All funds for payment by the City under this contract are subject to the availability of an annual appropriation for this purpose by the City. In the event of non -appropriation of funds by the City Council of the City of Lubbock for the goods or services provided under the contract, the City will terminate the contract, without termination charge or other liability, on the last day of the then -current fiscal year or when the appropriation made for the then -current year for the goods or services covered by this contract is spent, whichever event occurs first. If at any time funds are not appropriated for the continuance of this contract, cancellation shall be accepted by the Seller on thirty (30) days prior written notice, but failure to give such notice shall be of no effect and the City shall not be obligated under this contract beyond the date of termination. 19 PROTEST 19.1 All protests regarding the RFP process must be submitted in writing to the City Purchasing Manager within five (5) business days following the opening of proposals. This includes all protests relating to advertising of notices, deadlines, proposal opening, and all other related procedures under the Local Government E. Code, as well as any protest relating to alleged improprieties with the RFP process. This limitation does not include protests relating to staff recommendations as to award of contract. Protests relating to staff recommendations may be directed to the City Manager. All staff recommendations will be made available for public review prior to consideration by the City Council as allowed by law. 19.2 FAILURE TO PROTEST WITHIN THE TIME ALLOTTED SHALL CONSTITUTE A WAIVER OF ANY PROTEST. The City of Lubbock is aware of the time and effort you expend in preparing and submitting proposals to the City. Please let us know of any requirement causing you difficulty in responding to our Request for Proposal. We want to facilitate your participation so that all responsible firms can compete for the City's business. Awards should be made approximately two to six weeks after the opening date. If you have any questions, please contact the City of Lubbock Purchasing Manager at (806) 775-2165. 7 REQUEST FOR PROPOSALS City of Lubbock, Texas Custodial Services RFP 08-053-MA II. GENERAL REQUIREMENTS 1 INTENT a) The City of Lubbock (hereinafter called "City") is seeking proposals from interested firms and individuals, (hereinafter called "Proposer") to provide Custodial Services. b) Offerors are invited to submit demonstrated competence and qualifications of their firm for providing these services. c) The information contained within this document is intended to provide interested firms with the requirements and criteria that will be used to make the selection. 2 EVALUATION CRITERIA The following criteria will be used to evaluate and rank submittals: a) Substantial successful experience in competing similar projects. (30%) b) Demonstrated knowledge and understanding of the project. (30%) C) Data provided on methods and operational procedures used in the daily operation of the contract. RE: Employee training programs, security procedures, loss and safety control etc. (15%) e) References of performance based on previous work with the City and/or other client (15%) f) Pricing (10%) 3 PROPOSAL FORMAT a) Proposals should provide a straightforward, concise description of the Offeror's capabilities to satisfy the requirements of the RFP. Emphasis should be on completeness, clarity of content, and conveyance of the information requested by the City. b) The proposal should be bound in a single volume where practical. All documentation submitted with the proposal should be bound in that single volume. c) If the proposal includes any comment over and above the specific information requested in the RFP, it is to be included as a separate appendix to the proposal. d) The proposal must be organized into the following response item sections and submitted in an indexed binder. i) Cover letter addressed to the Honorable Mayor and City Council that states the Offeror's understanding of the services to be provided. Include any additional information believed necessary that is not requested elsewhere in the RFP. ii) A description of the methodology to be used to complete the project to include, but not be limited to, how recommendations will be formulated and commitment of adequate appropriate resources to the project. 0 iii) Offeror's specific expertise in areas pertinent to the project to include a listing and brief description of similar projects completed (with the dates of completion) or in progress and a list of references by name, address, and telephone number for each project listed. This list of projects in progress shall include the phase of work that each project is currently in (i.e. design, bid, construction), and the estimated completion date. iv) A brochure of past work, with emphasis on comparable projects. v) List of principal(s) of the Proposer and amount of time that principal(s) will be involved in the project. vi) List of other professionals to be used, if applicable, with a record of experience in projects of this nature. Identification of principal(s) and percentage of time the principal(s) will be involved in the project. vii) The organizational structure of the employees who will be assigned to this project along with resumes of those individuals. If a joint venture is expected, then provide the organizational structure of the sub -contractor and resumes of those persons who will be involved in the project. viii) The Proposer must assure the City that he/she will to the best of his/her knowledge, information and belief, be cognizant of, comply with, and enforce, where applicable and to the extent required, all applicable federal or state statutes and local ordinances including, but not limited to the Davis -Bacon Federal minimum wage requirements. ix) Describe the Offeror's methodology for handling errors and omissions. x) Disclosure of any obligations posing a potential conflict of interest, including service on City boards and/or commissions and any current contracts with the City of Lubbock. This would apply to the Proposer as well as consultants subcontracted by the Proposer. xi) Any material which the proponent wishes to submit and which is not specifically requested in the above categories. xii) Offerors are strongly encouraged to explore and implement methods for the utilization of local resources, and to outline how they would address outreach issues in their proposal. It is also the desire of the City that the City of Lubbock program serve, as much as practicable, to stimulate growth in all sectors of the local business community. Describe how your firm would facilitate this process, and provide any relevant information about similar efforts on previous projects. E SPECIFICATIONS FOR CUSTODIAL SERVICES Facilities Management City of Lubbock, Texas May 28, 2008 10 SCOPE To provide custodial services at various City Owner facilities. 2. CONTRACT TERM The term of this Contract commences on the effective date and continues without interruption until September 30, 2009, unless termination occurs as otherwise provided in this Contract. This Contract may be renewed by mutual consent of both parties for up to four (4) additional one (1) year periods. Each renewal period shall be under the same monthly prices, terms, and conditions as the original contract, unless otherwise negotiated by the Owner and the Contractor. In the event that there is a federal minimum wage increase, this contract may be adjusted to reflect this increase. The adjustment may include the amount of the hourly wage increase reflected by actual labor hours worked by Contractor employees. It may also include corresponding direct benefit increases due to the wage increase including FICA, Worker's Compensation, and general liability insurance subject to written verification of payroll audit increases from the Contractor's insurance carrier. 3. PRICING Pricing shall include all costs for labor, materials, supervision and overhead. Contractor shall submit prices on Exhibit A attached hereto and made a part of the specifications. The Owner shall provide the Contractor with any and all revisions to the specifications for each successive contract period (October 1 through September 30) no later than Feb I" of each year. No later than March 1 during each contract period. 4. CALENDAR OF TASKS Within fifteen (15) days of award of contract, the Contractor shall provide a work schedule for each facility listing tasks to be performed daily. The Contractor shall provide the owner with three-month Calendars of Tasks scheduled to be performed weekly, monthly, quarterly, and annually. Individual Calendars of Tasks for each facility shall show the dates on which all scheduled tasks are to be performed. These calendars shall be provided to the Facilities Management Department within fifteen (15) days of the Contract start date, and every three months thereafter. 5. TERMINATION 5.1 Termination for Default: When, in the opinion of the Owner, the Contractor has not performed or has unsatisfactorily performed the contract, the Owner may terminate the contract for default. Upon termination for default, payment may be withheld at the discretion of the Owner. Failure on the part of the Contractor to fulfill the contractual obligations shall be considered just cause for termination of the contract. The Contractor will be paid for work satisfactorily performed prior to termination less any excess costs incurred by the Owner in procuring and completing the work. 5.2 The Owner shall have the right to cancel any facility listed in the contract in full at any time with a thirty- (30) day written notice. 6. CONFIDENTIALITY AND EMPLOYEE IDENTIFICATION 6.1 General. Contractor, its employees and agents shall retain all information received from or concerning the City and the City's business in strictest confidence and shall not reveal such information to third parties without prior written consent of the City, unless otherwise required by law. 6.2 Nondisclosure Statement. Contractor shall have all its employees or agents execute a Nondisclosure Statement that is adequate to protect the City's proprietary and confidential information. A current Nondisclosure Statement shall be on file for each employee or agent of Contractor and a copy provided to the City. This must be updated as personnel changes occur and audited Bi-annually. 2 6.3 Identification - The Contractor shall give to the Facilities Maintenance Supervisor a complete list of all employees who will be employed at each of the Owner's facilities, within five (5) days of the award of this contract. Should any additions occur to the Contractor's employee list, the Contractor shall notify the Facilities Maintenance Supervisor in writing by fax prior to the new employee arriving at the site. Contractor shall notify the Facilities Maintenance Supervisor ofany deletions to the list of employees weekly. This must be updated as personnel changes occur and audited Bi-annually. 6.4 The Contractor shall outfit each employee with a common identifiable uniform that is kept in a professional manner and an identification badge with name and picture within ten (10) days of the award of contract. It is the Contractor's responsibility to photograph and badge all employees. Newly added staff shall have permanent badges within Five (5) days of assignment to Owner facilities. Contractor warrants and covenants that the security of badges shall be maintained at all times. 6.5 If Contractor employees are terminated from employment for any reason, it is the responsibility of the Contractor to have any and all used badges returned by the employee. The failure of Contractor to immediately obtain a badge from Contractor's employee or agent shall result in Contractor replacing all its employees' or agents' badges as soon as possible. The Contractor will pay the replacement cost for these new badges. 7. LOST AND FOUND ARTICLES 7.1 The Contractor shall instruct employees that all articles of personal or monetary value found in or around the premises shall be promptly turned in to the Facilities Management Department. The property must be tagged with the room number or location where the property was found. UTILITIES AND SUPPLIES FURNISHED BY THE OWNER 8.1 The Owner shall furnish electric light and power at facility sites to provide power for cleaning equipment to be used in the performance of this contract. 8.2 The Contractor shall conserve electric energy at all times. For example, in a multi -story office building, the Contractor shall illuminate only those wings, suites, or floors actually occupied by personnelengaged in custodial service activity. Contractor shall designate one staff position required to be trained by Facilities Management staff in the operation of energy saving light switches that the Owner may have installed. That Contractor staff person shall be responsible for training contractor's personnel in the operation of energy saving light switches. When Contractor completes work in a suite of offices, they shall turn the lights off upon leaving. 8.3 The Owner shall provide the Contractor with water. The Contractor shall adhere to accepted sanitary practices governing the disposal of wastewater of every kind. 8.4 When necessary to accomplish contract tasks, the Contractor shall notify the Owner of the locations of defective lamps or other problems encountered; however, the Contractor is not required to replace incandescent lamps, tubular fluorescent lamps, or lamp ballasts or make repairs. Other problems shall include but not limited to, anything that will prevent a building from being opened or staff safety issues such as water leaks, falling ceiling tiles, broken windows, etc. If the custodial crew locates any appliance that should be turned 8.5 The Contractor shall furnish all liquid soap, paper products, trash or sanitary napkin receptacle liners, and women's sanitary products for installation in restroom dispensers. The Contractor shall be responsible for collection of money from sanitary napkin dispcnsers. In case of malfunction of the machines, the Contractor will be responsible for reimbursement of coins lost in the machines. The Contractor is also responsible for maintenance, repair and replacement of sanitary napkin dispensers. Owner's employees will be instructed to exercise care in the operation and treatment of these dispensers. 8.6 Contractor's employees shall use local public telephones in Municipal Building entry way. In the event no pay phone or local public phone is available, Owner's phones may be used for emergencies only. 8.7 While performing custodial duties, if any of the contractors staff notice any type of space heaters, coffee makers, candles, warming plates, etc that has been left on, they should notify the Facilities Maintenance Supervisor immediately with building and location information. After contacting the Facilities Maintenance Supervisor a decision will be made to either dispatch Owners staff and/or if possible have the contractor's staff turn off the appliance or equipment. BUILDING SECURITY 9.1 Keys for applicable buildings will be furnished to the Contractor for access at time of assignment. The Contractor shall be responsible for safe keeping of all keys in their custody. 9.2 Any lost keys shall be reported immediately to Facilities Management, The Contractor will be charged for the replacement of any lost key(s). If the security of an area where a key is lost necessitates replacement of lock cylinders, locks or any other hardware, the Contractor shall pay the cost of such replacement and re -keying. 9.3 If any keys issued to the Contractor during the term of the contract are not returned on the expiration date of the contract, replacement keys, or hardware replacement as described in Paragraph 9.2 above shall be deducted from the final payment to the Contractor. 9.4 Where a facility to be serviced is equipped with an intrusion alarm, the Contractor shall be responsible for disarming the alarm when their employees enter the building, and for arming the alarm when they leave. Contractor shall designate one staff position required to be trained by Facilities Management staff or appointed staff member in the correct operation for each facility's alarm system, where applicable. It shall be the responsibility of the Contractor to instruct any temporary or replacement employees in the complete operation of arming and disarming alarm system. 9.5 Contractor shall be responsible for adherence to building security, including locking of all required interior and exterior doors, after final completion of work and/or when the cleaning staff temporarily leaves the building to empty trash. Additionally, they shall be responsible for security while they are the sole occupants of the building. This includes interior areas of the Health Department required'to be secured,. Refer to (19.2.10) In the event that the Owner is negligent in properly securing property, the Contractor cannot be held liable. 10. PERSONNEL 10.1 Contract Manager —The Contractor shall give the Facilities Maintenance Supervisor the name of the individual who shall be responsible for the overall management and coordination of the contract and who shall act as the central point of contract for the Owner. The contract manager must have a minimum of 3 years experience in the custodial industry and have a working knowledge of the techniques and materials used. 10.2 Contract Coordinator(s}—The Contractor shall give the Facilities Maintenance Supervisor the name(s) of Contract Coordinator(s) responsible for the day-to-day operations of the contract. 10.3 On -Site Supervisors —The Contractor shall designate an individual(s) responsible for on -site management of this contract. The On -Site Supervisor(s) shall be present at each Owner's facility whenever routine or project work is being performed and shall be the point of contact for the Facilities Maintenance Supervisor to provide notification of performance deficiencies. The On - site Supervisor shall be provided with a copy of the work requirements and standards as stated in this contract, and shall have the authority to correct deficiencies and perform requested custodial services. The On -Site Supervisor shall be required to provide a copy of a weekly work completed checklist to the contractors quality control person. This checklist shall be provided to the Facilities Maintenance Supervisor during the week following the completion of the checklist. A copy of the checklist form may be found in Appendix A. 4 10.4 Contractor Employees 10.4.1 A fully qualified force shall be maintained throughout the period of this contract with a sufficient number of workers to perform all required services within the hours indicated by the schedule. These workers shall be thoroughly instructed by their supervisors as to required duties and methods of performance. All personnel shall be legal residents of the United States. At least one person on duty in each facility must be capable of communicating in English (both spoken and written) as well as the language(s) of all other Contract personnel on duty at that facility. All personnel will receive close and continuing first line supervision. 10.4.2 The Contractor's employees shall at all times present a neat and clean appearance. 10.4.3 The Contractor's employees, as well as the Owner's employees, shall be mutually courteous and respectful of each other. If either party is witness to actions contrary to this directive, they shall make the other party aware and appropriate disciplinary action shall take place. Additionally, all Contractor personnel shall maintain a courteous and respectful attitude toward the public at all times. At no time shall there be any soliciting or requesting of gratuities of any type. 10.5 Alcohol, Illegal Substances(s) and Firearm Policy - The Contractor shall take all action necessary to remove any employee of the Contractor who reports to work under the influence of alcohol or illegal substance(s) or who is in possession of alcohol or illegal substance(s), firearms, or other lethal weapons on Owner's property. 10.6 Smoking Policy ---Owner's facilities are designated as "no smoking" areas. This policy shall be strictly adhered to. The Facilities Maintenance Supervisor may designate outside "smoking" areas. 10.7 Parking for the Contractor and Employees' Vehicles - Contractor's employees shall not park in marked assigned parking spaces. 10.8 Damage Report(s) - The Contractor or the Contractor's employee(s) shall report to the Facilities Maintenance Supervisor all damage, breakage, or other circumstances that would require repairs or replacements. The Contractor shall assume full responsibility for any and all damages or claim for damage, for injury to persons, property and equipment, which might result from any services performed under this contract. 10.9 Safety - The Contractor shall at all times provide and require the use of proper safety protection to workers. Safety protection shall include but not be limited to rubber gloves, hearing protection, safety shoes, safety glasses or goggles, and dust masks. 10.10 The Contract Coordinator(s) and On -Site Supervisor(s) responsible for this contract shall be thoroughly familiar with all phases of contract work and shall possess competent proven experience supervising janitorial crews and the cleaning of buildings. The Owner reserves the right to review each Contract Coordinator and On -Site Supervisor's qualifications. Should any of these staff persons lack the necessary qualifications, the Contractor shall replace such person with a qualified replacement. 10.11 Supervisors shall be qualified to operate all equipment under their charge and to train personnel in that equipment's operation. 10.12 The Contract Coordinator or On -Site Supervisor shall be available at all times when the contract work is in progress to receive notices, complaints, reports, or requests from the Owner's Representative. In the absence of the Contract Coordinator, the On -Site Supervisor shall have the authority to accept notices of deduction and inspection reports. It is the policy of the Owner that the Owner's employees' direction and supervision of Contractor's employees, directly or indirectly, shall not be exercised. 11 12. 13. 14. 15. 10.13 At least five working days prior to the contract start date or at any time changes are made, the Contractor shall provide in writing to the Facilities Maintenance Supervisor the names and pager numbers of all Contract Coordinators and On -Site Supervisors. The Contractor shall designate substitutes to act in the absence of each Contract Coordinators and each On -Site Supervisor. Each substitute shall have the same responsibilities and authorities as the on -site supervisor. 10.14 Should existing or potential Contractor personnel situations or problems occur which affect this contract, the outcome for each situation shall be determined by mutual agreement between the Contractor and the Owner's Representative. For the purposes of this contract, the Contractor shall not employ someone to work at Owner's facilities who has been convicted of a violent crime or other crimes against persons. INSURANCE The contractor will agree to the minimum insurance requirements as shown below and furnish the certificate of insurance within ten (10) days after the notification of the award to vendor and at anytime insurance changes are made during the contract period. 11.1 Commercial General Liability $1,000,000.00 per occurrence 11.2 Comprehensive Auto Liability $ 500,000.00 11.3 Workman's Compensation Statutory/ $ 500,000.00 11.4 Waiver of Subrogation required on all coverages, listing Owner as a primary additional insured on auto and General Liability. INDEPENDENT CONTRACTOR STATUS 12.1 Contractor and Owner agree that Contractor shall perform the duties under this Contract as an independent contractor. The Contractor has the sole discretion to determine the manner in which the services are to be performed. INDEMNITY 13.1 The Owner shall not be liable or responsible for, and shall be saved and held harmless by Contractor from and against any and all suits, actions, losses, damages, claims, or liability of any character, type, or description, including all expenses of litigation, court costs, and attorney's fees for injury or death to any person, or injury to any property, received or sustained by any person or persons or property, arising out of, or occasioned by, directly or indirectly, in whole or in part, the performance of Contractor under this agreement, including claims and damages arising in whole or in part from the negligence of the Owner. COMPLIANCE WITH APPLICABLE LAWS 14.1 Contractor shall comply with all applicable federal, state and local laws, statutes, ordinances, rules and regulations relating, in any way, manner or form, to the activities under this Contract, and any amendments thereto. NOTICE 15.1. Whenever notice from Contractor to Owner or Owner to Contractor is required or permitted by this Contract, such notice shall be given by (1) actual delivery of the written notice to the other party by hand, (2) facsimile, or other reasonable means including Email (in which case such notice shall be effective upon delivery), or (3) by depositing the written notice in the United States mail, properly addressed to the other party at the address provided in this article, registered or certified mail, return receipt requested, in which case such notice shall be effective on the third business day after such notice is so deposited. 15.2 Contractor's Address. Contractor's address and numbers for the purposes of notice are: Company Name: Attn: Address: 6 City, State, Zip: Telephone: Facsimile: 15.3 Owner's Address. The Owner's address and telephone numbers for the purposes of notice are: City of Lubbock Facilities Management Department Attn: Sid Beach, Facilities Maintenance Supervisor P. O. Box 2000 1625 13th Street Lubbock, Texas 79457 Telephone: (806) 775-2276 Facsimile: (806) 775-3227 15.4 Change of Address. Either party may change its address or numbers for purposes of notice by giving written notice to the other party, referring specifically to this Contract, and setting forth such new address or numbers. The address or numbers shall become effective on the 15'h day after such notice is effective. 16. CHEMICAL DATA 16.1 All materials used by the Contractor shall come from the following approved list. The Contractor may use an "approved equal" material provided the Contractor obtains approval from the Owner's Representative prior to using the substitute material. 16.1.1 Hard surfaced floor cleaning, stripping, and rewaxing a. Rinse Free Stripper Floor Liquidator (Spartan Chemical Company) b. HDQ Neutral One Step Germicidal Detergent and Deodorant (Spartan Chemical Company) C. ONBASE Floor Sealer and Conditioner (Spartan Chemical Company) d. Sheen-17 Durable Acrylic Metal Interlock Floor Finish (Spartan Chemical Company) 16.1.2 Carpeted Surfaces a. Triple S Carpet Maintenance (Triple S Manufacturing) b. Gum Remover (Hill Manufacturing Company) C. Spotrate Spot Remover (Certified Labs) 16.1.3 Restroom Cleaning a. HDQ Neutral One Step Germicidal Detergent and Deodorant (Spartan Chemical Company) b. Sparcling Restroom Disinfectant (Spartan Chemical Company) C. SSS Cleanser Powder (Triple S Manufacturing) 16.1.4 Hard Inanimate Surfaces a. Citro Shield Furniture Polish (Spartan Chemical Company) b. SSC-14 Aerosol Metal Polish (Certified Labs) C. SNB-130 Super Strength Non -Butyl Degreaser (Spartan Chemical Company) 16.2 The Owner may conduct or have tests conducted in the performance of this contract to ensure that products specified by the Contractor are of acceptable quality. 7 16.3 Material Safety Data Sheets shall be furnished by the Contractor to the Facilities Maintenance Supervisor and to each Building Safety Officer for each of the products listed in Paragraph 16.1 above and for all other chemicals used by the Contractor in the performance of the contract. A properly marked and updated file or notebook of all MSDS sheets must be kept at each location with cleaning supplies at all listed locations in the contract at all times. 16.4 If the Contractor changes or substitutes chemicals during the performance of this contract, the Facilities Maintenance Supervisor shall be furnished with two (2) copies of the list of chemicals replacing original chemicals. 16.5 Any chemicals not approved by the Owner or have proper MSDS sheets for use in its buildings shall be removed within one (1) working days after notification by the Owner to the Contractor to do so. 17. CHANGES IN THE SCOPE OF THE CONTRACT 17.1 The Owner may, by written order, make changes in the general scope of the contract and in the specifications. The Contractor will be given as much advance notice as is practicable when, for example, an entire facility, a floor of an office building, or a portion of a building is to be added or deleted from the contract. If the changes so ordered cause an increase or decrease in the price of the contract, an equitable adjustment based on square footage will be made and the contract will be modified accordingly. 18. OWNER OBSERVED HOLIDAYS 18.1 The Owner observes the following holidays: New Year's Day — January 0 Martin Luther King Day — 3rd Monday in January Good Friday — Friday before Easter Memorial Day — Last Monday in May Independence Day — July 41h Labor Day — First Monday in September Thanksgiving Day — 41h Thursday in November Friday after Thanksgiving (41h Friday in November) Christmas Eve- December 24`h Christmas Day'— December 251h Note: When designated holiday falls on Sunday, Monday is observed. When designated holiday falls on Saturday, Friday is observed. 18.2 Owner facilities are typically closed on the above holidays and coverage for custodial services may not be required. The following are exceptions: 18.2.1 Party Houses are rented 365 days per year by Parks & Rec and may require custodial services on holidays. Owner's representative will provide tentative schedules of Party House rentals to Contractor by Monday @ 12:00 for events scheduled that week (through Sunday), a revised schedule the following Friday morning, and a final schedule Friday afternoon. 18.2.2 The Communication Center and Police Department Desk Sergeant areas remain open 24 hours every day. 19. BUILDING CLEANING CONTRACT DEDUCTIONS 19.1 General 19.1.1 A clean and well -maintained building is the Owner's goal and while deduction provision for work omitted or improperly performed is designed to protect the Owner's interest, it is not ordinarily a desirable substitute for getting the job accomplished through normal processes. 1.1 19.1.1 Criteria for Deductions for Omitted or Unsatisfactory Work will be used by the Owner in determining the deductions for nonperformance of work under this contract or for deficiencies in the work performed. See Section 19.1—"Criteria for Cleaning Deductions" below. 19.1.3 It is the objective of the Owner to obtain full cleaning performance in accordance with the terms of the specifications and quality work requirements of this contract To this end, the Owner is contracting for the complete performance of each cleaning job as identified in the specifications, and deductions will, therefore, be made as stipulated If this provision of the contract must be invoked frequently, it will be indicative of overall non-performance, and grounds for cancellation of the contract. 19.1.4 Payment may be adjusted if any services do not conform to contract requirements. The Facilities Maintenance Supervisor will inform the Contractor in writing, of the type and dollar amount of proposed deductions by the tenth workday of the month following the performance period for which the deductions are to be made. Reasons must be solidly based and must provide specific facts to justify the deductions. 19.1.5 The Contractor may, within ten working days of receipt of the notification of the proposed deductions, present to the Facilities Maintenance Supervisor specific reasons why any or all of the proposed deductions are not justified. Reasons must be solidly based and must provide specific facts to justify reconsideration and/or adjustment of the amount to be deducted. Failure to respond within the ten-day period will be interpreted to mean that the Contractor accepts the proposed deductions. 19.1.6 Payment (except for the final one) will not be delayed or withheld until disputes over proposed deductions are settled. If the Facilities Maintenance Supervisor determines that any or all of the deductions are warranted, the Facilities Maintenance Supervisor shall notify the Contractor and adjust subsequent payments under the contract accordingly. 19.2 Criteria for Cleaning Deductions 19.2.1 Toilet Room Cleaning —In instances where restrooms are not satisfactorily cleaned or policed and serviced as determined by the Owner's designated representative, deductions will be made for a portion of or for the entire room as determined by of the Facilities Maintenance Supervisor. Deductions will be based on a percentage of the daily cleaning rate equal to the percentage of square footage affected, but in no case will the charge be less than Fifteen Dollars ($15.00) nor greater than the daily cleaning rate. (See 19.2.9) 19.2.2 Room Cleaning —In instances where room cleaning has not been satisfactorily performed, or any portion or portions of work omitted or improperly performed, deductions will be made for a portion of or for the entire room as determined by the Facilities Maintenance Supervisor. "Room" shall mean any space enclosed by walls including offices, corridors, stairwells, storage areas, meeting rooms, foyers, dining rooms, gamerooms, or waiting/reception rooms. Deductions will be based on a percentage of the daily cleaning rate equal to the percentage of square footage affected, but in no case will the charge be less than Fifteen Dollars ($15.00) nor greater than the daily cleaning rate. (See 19.2.9) 19.2.3 Work Scheduled for Daily or Weekly Performance —If any work required for performance daily or scheduled for performance weekly is omitted or unsatisfactorily performed, the attention of the Contractor or designated representative will be called to this failure or omission. Deductions will be made for each day or week that the omission or unsatisfactory performance occurred. These deductions will be based on a percentage of the daily or weekly cleaning rate (depending on the frequency) equal to the percentage of square footage affected. In no case will the charge be less than Fifteen Dollars ($15.00) per day nor greater than the daily or weekly cleaning rate (depending on the frequency) times the number of days or weeks. (See 19.2.9) E 19.2.4 Work Scheduled for Monthly or Less Frequent Performance —In the case of failure by the Contractor to comply with the frequency for those items scheduled for performance monthly or less frequently, the Facilities Maintenance Supervisor will provide the Contract Manager with a written request by facsimile to perform the omitted operation. If the Contractor does not comply with the request within 24- hours of receipt of written notification, the work will be performed by other means or contractor, and the cost thereof will be deducted from any money due or to become due to the Contractor. If this omitted or unsatisfactory work cannot be accomplished by other means, and cannot be rescheduled, a deduction covering the cost of service omitted or not satisfactorily performed will be made at a percentage of the daily cost. (See 19.2.9) 19.2.5 All Other Work (Miscellaneous) —Any other omitted or unsatisfactory work not specifically listed above or which does not clearly fall into one of the above categories will be deducted based on a percentage of the daily or weekly cleaning rate (depending on the frequency) equal to the percentage of square footage affected. In no case will the charge be less than Fifteen Dollars ($15.00) nor greater than the daily or weekly cleaning rate (depending on the frequency). (See 19.2.9) 19.2.6 A rate of $30.00 per hour will be charged to the Contractor and deducted from the monthly payment if an outside janitorial contractor has to be called in to perform work not completed by Contractor. 19.2.7 A trip fee of $45.00 or, if greater, the actual regular and/or overtime pay incurred by Owner staff due to the event will be charged each time a Facilities Maintenance Technician or a Building Representative is called out due to security alarms inappropriately set by Contractor staff. Owner's staff will train the Contract Manager, Contract Coordinator, or On -Site Supervisor (as determined by the Contractor) in the operation of all alarms. It is the responsibility of the Contractor's selected trainee to train other Contractor personnel in the operation of such systems. 19.2.8 In the case of overall non-performance, the Contractor will be given written notice of the areas needing attention. The Contractor will have 24 hours from the time the notice is delivered to perform to specifications. If the Contractor does not comply with specifications within the designated time, the contract may be terminated. 19.2.9 The daily cleaning rate is the monthly cost for a facility's custodial services divided by the number of required days per month those services are to occur. The weekly cleaning rate is the annual cost for a facility's custodial services divided by the number of weeks per year. 19.2.10 All Owners building must be kept secure at all times. A fee of $25.00 will be charged to the contractor in the event the custodial staff leave a building unsecure, this fee charge will begin when a building has been left unsecured for the second time. If a building is left unsecure more than 3 times, the fee will be increased at a rate of $10.00 per incident there after. No charge will exceed $100.00. This includes all interior secured areas (health dept, human resources, budget & research, executive area, etc) and exterior doors. Secure interior areas will be identified at time of contract start. 19.3 Deductions for Failure to Furnish Minimum Custodial Labor Hours for Daytime Custodians (as shown in Appendix A —Custodial Services Facility Data Sheets, Items #1-34) 19.3.1 In the event the Contractor, for any reason whatsoever, fails to provide the minimum daytime labor hours stipulated, the Owner reserves the right to either: 19.3.1.1 Engage additional custodial personnel under a separate contract, in sufficient numbers to make up the difference between the minimum number of daytime custodial hours stipulated to perform the work, and the number of daytime labor hours actually furnished by the Contractor. The i1c cost of this separate contractual service, as well as any related costs incurred by the Owner shall be charged to the Contractor and deducted from moneys due them; or 19.3.1.2 Make deductions for the number of productive or supervisory labor hours not furnished. Deductions for not furnishing daytime custodial hours as shown in Appendix A will be based on the number of hours service was not provided times an hourly rate of Fifteen Dollars ($15.00). 20. SERVICE FREQUENCY 20.1 Service frequency is noted throughout this contract document as dependent upon specific facility, area in facility, and type of service performed. "Evenings " means after normal business hours including those hours between 5 p.m. and 8 am. 21. SPECIAL NOTES 21.1 If and when necessary, the Contractor agrees to provide replacement and/or additional dispensers (soap, toilet tissue and paper towel) at an additional cost agreed to by the Owner prior to purchase. The Contractor agrees that payment by the Owner to the Contractor for any such dispensers used in the performance of any work under the contract on a cost plus a percentage of cost basis is specifically prohibited. The Owner shall reimburse the Contractor on completion and acceptance of each assigned job, only for those materials actually used in the supply of such dispenser(s) that are supported by invoices issued by the supplier to the Contractor. These invoices shall show the quantity and cost of the materials purchased. No surcharge shall be added to the supplier's invoices or included in the Contractor's invoice submitted to the Owner that would increase the dollar amount indicated on the supplier's invoices for the materials purchased for the assigned job. Installation of such dispensers will be by Owner's Facilities Management maintenance staff. 21.2 Contractor will bill for special cleanups due to spills or other emergency situations based on an hourly rate as shown in Exhibit A. The charge for the hourly rate must be provided in Exhibit A for both normal working hours (8 a.m. to 5 p.m.) and for after hours (5 p.m. to 8 a.m.). 21.3 All Contractor employees are required to complete annual Asbestos training provided by the Owner, as well as any other applicable training required by Federal, State, or local law including HazCom training. Contractor shall maintain records showing individual employee compliance with this requirement. The Owner reserves the right to review records of compliance. 21.4 Contractor will be responsible for all required immunization shots for their employees working in the Health Department building. For the period of this contract, these shots are not limited to Tetanus and Hepatitis B. Any required shot records must be provided to the Owner upon completion of shot series. 21.5Contractor will notify a Building Representative of any and all unlocked doors immediately upon discovery. 21.6Contractor is responsible for securing the exterior doors of the Municipal Building at 1625 13'h Street at 5:10 p.m. if the doors have not already been secured and turning off the escalators at 6:00 p.m. each workday. 21.7The Contractor shall be given a list of Owner contact names and office telephone numbers for all facilities. Emergency Owner Contact telephone number for after-hours is (806) 775-2201. 21.8Night and/or Day custodians will be required at facilities (where noted in Appendix A) to provide special set-ups in Meeting Rooms. This includes setting up tables and chairs in a variety of arrangements for different meeting types. When special set-ups are required during non - contracted working hours, the Contractor will charge a flat rate for each set-up. See Exhibit A. 22. GENERAL CLEANING SPECIFICATIONS The following services will be performed on a regular basis in all Owner facilities included in the specifications. A regular basis means service as scheduled below unless otherwise noted in specific room type section. 11 22.1 DAILY —EXTERIOR 22.1.1 Remove debris by screening all sand in ash urns and replenish sand as required. Sand shall be supplied by Contractor. 22.1.2 Remove trash and debris from the parking lot, sidewalks, driveways, lawn, and flower beds. After POLICING, areas shall be free of all paper, trash, empty bottles, and other discarded material. 22.1.3 Sweep entrances, landings, steps, and sidewalks adjacent to entrances in the morning before the occupants' official starting time to remove dirt, debris, and rocks. After SWEEPING, areas shall be free of all trash. No dirt shall be left where sweepings were picked up. 22.1.4 Clean dirt and bird feces off the Liberty Bell and pressure wash east walk the night before City Council meetings at the Municipal Building. Pressure wash entries at any owners buildings as needed or requested. 22.1.5 Scrape gum and candy from the sidewalks in front of entrances. 22.1.6 Damp -wipe all hand rails. After DAMP -WIPING, metal or wood, handrails shall be clean and free of smears, stains, and finger marks. 22.2 DAILY —INTERIOR 22.2.1 Thoroughly sweep or dust mop hard -surfaced floors and vacuum rugs and carpeted surfaces in traffic patterned areas, extending sweep or vacuum radius to remove obvious debris from around and under furniture. Hard surfaced floor coverings shall be damp - mopped using an environmentally safe HDQ Neutral Cleaner. Carpeted floors are spot - vacuumed during the day by daytime custodians, if required due to litter. Night custodians shall vacuum all carpeted floors every working evening and spot -clean carpet as they are going through the nightly cleaning routine. All carpeted floors are shampooed at least once a year and in some cases, two or three times, where requested. The Contractor will be paid for this task according to the carpet cleaning rate listed 'in Exhibit A. When sweeping or vacuuming floors, move chairs and trashcans around desks, dining tables, and conference tables. Do not move desks, file cabinets, bookcases, and/or computers. Replace furniture upon completion. After THOROUGHLY SWEEPING OR VACUUMING, floors shall be clean and free of trash and foreign matter. No dirt or debris shall be left behind by equipment or machine, under furniture or behind doors. After DAMP MOPPING, the floors shall be free of streaks, mop strand marks, and skipped areas. Walls, baseboards, and other surfaces shall be free of splashings and markings from the equipment. The finished area should have a uniform luster. For the purpose of this contract, whenever the term carpet or carpeting is used, it is intended to include wall-to-wall carpeting as well as room size rugs and area rugs. Do not plug vacuum cleaners into the same electrical outlets as electronic equipment. 22.2.2 Municipal Building Lunchroom kitchen floors shall be swept and damp -mopped using a mild -medium degreaser. 22.2.3 Spot clean carpet to remove all spots and stains. After SPOT CLEANING CARPET, excessive build-up, spillage, or crusted material shall have been removed along with spots, smears, and stains. There shall be no evidence of fuzzing caused by excessive rubbing or brushing. Cleaned areas shall blend with adjacent areas of carpeting. 22.2.4 During inclement weather, mop or vacuum rubber mats and/or vacuum carpet runners. 22.2.5 Clean main entry, office suite, and restroom interior and exterior metal doorknobs, push bars, kickplates, handrails, and other metal surfaces around those entry doors with non- 12 abrasive cleaners. After METAL CLEANING, metal surfaces shall be free of smears, stains, and finger marks. 22.2.6 Clean spots and marks off walls and doors. 22.2.7 Dust those horizontal surfaces that are readily available and visibly require dusting including all furniture/ equipment as described below in specific room type sections. Feather dusters may be used except where specifically prohibited in Cleaning Specifications for specific spaces below. After DUSTING, there shall be no dust streaks. Corners, crevices, moldings, and ledges shall be free of all dust. There shall be no oils, spots, or smudges on dusted surfaces caused by equipment. NOTE: When dusting horizontal and vertical surfaces do not dust any controls or computer screens, etc. Also, do not turn OFF any of this equipment that may be on. Do not plug vacuum cleaners into the same electrical outlets as electronic equipment. 22.2.8 When dusting horizontal spaces, working papers and desk type items shall not be disturbed. If the desktop needs to be cleaned, the person who uses the desk is responsible for removing all items and replacing them after the cleaning. 22.2.9 Remove all trash from trash receptacles. Replace liners if necessary due to contamination by non -paper, liquid or food wastes. All trash receptacles shall be checked throughout the day by the daytime custodian, emptied if necessary, and new liners installed as described above. Night custodians shall empty all trashcans and fit each can with a new liner when required as described above. All containers utilized for storage of waste material at collection points must be fireproof. Other containers for room -to -room collecting shall be of a flame retardant, non-combustible material to be approved by the Facilities Maintenance Supervisor. Contract employees shall not smoke while collecting trash. After SOLID WASTE COLLECTION, all waste generated in the building shall be collected and removed to dumpsters. After EMPTYING OF WASTEBASKETS and removal of waste paper, there shall be no trash remaining in wastebaskets or on the floor around trash receptacles. 22.2.10 All containers with recycled items (paper, aluminum, etc.) will be emptied and contents removed to a designated area. After EMPTYING, see 22.2.9 above. 22.2.11 Wipe clean all entry/exit glass (both sides), glass partitions, inside glass and glass doors, and building directories, up to a height of 84". Such window glass in facilities that Contractor services also are cleaned by daytime custodians when necessary, however, night custodians are responsible for regular daily cleaning. In facilities that have display cases, both shifts clean them during their work hours as needed. After GLASS CLEANING, all glass shall be clean and free of dirt, grime, dust, streaks, watermarks, and spots and shall not be cloudy. After WASHING, glass shall be clean and free of dirt, grime, streaks, and excessive moisture and shall not be cloudy. Window sashes, sills, and other surroundings of interior glass shall be wiped free of drippings and other watermarks. 22.2.12 Spot clean all soil and finger prints from walls, light switches, doors, doorframes, handrails, and metal work, up to a height of 84". 22.2.13 Wipe clean and disinfect all water fountains, break room tables, conference room tables, and kitchen counters. After CLEANING drinking fountains, porcelain or stainless steel surfaces shall be clean and bright. They shall be free of dust, spots, stains, and streaks. Drinking fountains shall be kept free of trash, ink, coffee grounds, etc., and nozzles free of encrustation, green mold or mildew. After POLISHING, bright metal surfaces shall have a shiny and lustrous appearance. 22.2.14 Prior to building occupant's official starting time, empty, supply, service and clean, using a quat-type germicidal detergent, paper towel, toilet tissue, soap, seat cover and 13 sanitary napkin dispensers, and waste receptacles. Replace used non -permeable bag from sanitary napkin disposal with a new one. Put in separate container for discarding (Blood Borne Pathogen Precaution). After SERVICING, all supplies shall be provided and dispensers filled. Waste receptacles shall be emptied and disinfected and new bag inserted. Outside of receptacles, dispensers shall be clean and bright with no water spots, streaks, lint, or dust. If stainless, shall have no oil residue. Dispensers: Paper towels and toilet paper dispensers are checked and restocked throughout the day by the day porter. The sanitary supplies machines are restocked monthly or more often if they run out. NOTE: Contractor shall supply paper products of equal quality to those currently in use at City Owner's facilities. 22.2.15 Clean all restroom fixtures including metal and chrome, flush handles, piping, water closets, commodes, urinals, washbasins and mirrors; and clean walls surrounding receptacles, dispensers and fixtures, using a quat-type germicidal detergent. (An acid and/or non-acid bowl cleaner may be used in commodes and urinals). Rinse and raise commode seats. After FIXTURE CLEANING porcelain fixtures and metal surfaces (washbasins, urinals, commodes, water pipes, stalls, etc.) shall be clean and bright. There shall be no dust, spots, stains, rust, green mold, encrustation, excess moisture, or cleaner/polish stains and smears. 22.2.16 Restroom Mirrors: The restroom mirrors are checked and cleaned as needed throughout the day by day porter when provided and cleaned thoroughly by the night custodians every evening. 22.2.17 Restroom Sinks: The sinks are checked and cleaned as needed throughout the day by day porter when provided and are cleaned and sanitized thoroughly by the night custodians every evening. 22.2.18 Restroom Vanities: The vanities are checked and cleaned and sanitized as needed throughout the day by day porter when provided and again by the night custodians. 22.2.19 Restroom Commodes and Urinals: The commodes and urinals are kept clean throughout the day by day porter when provided and are cleaned, sanitized and thoroughly washed (using a disinfectant/germicide spray) nightly. 22.2.20 Spot clean other restroom surfaces. Thoroughly dust horizontal surfaces. After SPOT CLEANING, smudges, marks, or spots shall have been removed without causing unsightly discoloration. After THOROUGHLY DUSTING, there shall be no dust streaks. Corners, crevices, moldings, and ledges shall be free of all dust. There shall be no oils, spots, or smudges on dusted surfaces caused by cleaning tools. NOTE: Restroom walls surrounding receptacles, dispensers, and fixtures are cleaned nightly, and entire wall surfaces thoroughly scrubbed down and disinfected quarterly. 22.2.21 Sweep and wet mop restroom floors using a quat-type gennicidal detergent. After SWEEPING, WET MOPPING OR SCRUBBING, the floors shall be clean and free of dirt, water streaks, mop strings, gum, grease, tar, etc., and present an overall appearance of cleanliness. All surfaces shall be dry and corners clean. NOTE: Floor and lower wall around urinal in restroom across from Room 103 in the Municipal Building will be cleaned and mopped every three hours during City Council/Public meetings, from 9:00 a.m. to 4:00 p.m., using a quat-type germicidal detergent. 22.2.22 In facilities with day porters, frequently throughout the day check restrooms and empty full waste receptacles, service dispensers, clean fixtures, and police as traffic demands. After SERVICING — see Quality Requirements outlined in previous paragraphs. After POLICING, restrooms shall be free of all paper, trash, empty bottles, and other discarded material. 14 22.2.23 Remove all marked waste materials from open storage areas, basements, docks and non - secured undeveloped areas. 22.2.24 Secure doors, arm alarms, and turn out lights. 22.2.25 Sweep and/or vacuum stairsteps and landings. After SWEEPING OR VACUUMING, the steps and landings shall be free of loose dirt, dust, streaks, gum, tar, and other foreign substances. 22.2.26 As scheduled, assemble and arrange tables and chairs for meetings as requested. Disassemble, clean (if needed), and put away after meetings. 22.2.27 ELEVATORS: Sweep and wet mop floors, polish interior of cab if stainless or wood (clean otherwise), clean handrails. Clean/polish interior and exterior doors and doorframes at each landing. If carpeted, floor should be vacuumed. After SWEEPING AND WET MOPPING, the floor shall be free of dirt, water streaks, strings, gum, tar, grease, etc., and present an overall appearance of cleanliness. All surfaces shall be dry and the comers clean. After WOOD/STAINLESS POLISHING, surfaces should be free of dirt, dust, streaks, and spots. Surfaces should have a polished and lustrous appearance. There shall be no visible polish or cleaner residue. 22.2.28 EMPLOYEE BREAK AREA POLICING: In facilities with day porters, clean tops of tables and damp wipe using a quat-type germicidal detergent. Police floor and damp mop to remove spills. After CLEANING, tables shall be clean with no trash or foodstuff on tops. Tables will be dry after damp wiping. After POLICING, the floors shall be clear of trash and debris. After DAMP MOPPING, the floors shall be free of stains from spills. 22.2.29 PUBLIC TELEPHONES: Clean all vertical and horizontal surfaces and telephones using a quat-type cleaner. After CLEANING, all vertical and horizontal surfaces, including both sides of glass, and the telephone shall be clean and free of dirt, dust, streaks, and spots. 22.3 WEEKLY —EXTERIOR 22.3.1 Clean exterior surface of ash urns with non-abrasive cleaner. After CLEANING, urns shall be free of ashes, dust, streaks and spots, and replaced in original position. 22.3.2 Sweep all sidewalks, parking areas, and driveways, including arcades and carports, weather permitting. A machine sweeper may be used when the area is 10,000 square feet or more. After SWEEPING, areas shall be free of dirt and trash. No dirt shall be left where sweepings were picked up. This task does not include the Lubbock Business Center parking garage which will be cleaned on an as -requested basis at an additional cost. See Exhibit A. 22.4 WEEKLY —INTERIOR 22.4.1 MUNICIPAL BUILDING LUNCHROOM: Lunchroom windows are cleaned weekly or more often as needed. 22.4.2 Vacuum carpeted areas and sweep hard -surfaced floors not covered under daily cleaning including accessible areas under tables, desks, etc. Move folding tables and other lightweight furniture to remove debris. Do not move desks, file cabinets, bookcases, and/or computers. Replace furniture upon completion. 22.4.3 Damp mop and spray buff hard -surfaced floors. After DAMP MOPPING AND SPRAY BUFFING, the floors shall be free of streaks, mop marks, strings, marks, and skipped areas. Walls, baseboards, stall bases, and other surfaces shall be free of splashings and markings from the equipment. The finished area will have a uniform luster. 15 22.4.4 Dust railings, ledges, grilles, fire apparatus, doors, and heating/cooling equipment. After DUSTING, railings, ledges, grilles, fire apparatus, doors, and heating/cooling equipment shall be dust free in comers and crevices. There shall be no oil, spots, or smudges on dusted surfaces. 22.4.5 Wet mop steps, risers, and landings. Spot clean walls. After WET MOPPING, steps, risers, and landings shall be free of dirt, water streaks, strings, gum, tar, grease, etc., and present an overall appearance of cleanliness. All surfaces shall be dry and the comers clean. After SPOT CLEANING, smudges, marks, or spots shall have been removed without causing unsightly discoloration. 22.4.6 Clean and polish elevator door tracks. After CLEANING AND POLISHING door tracks, they shall be free of oil, grease, gum, tar, and dirt. 22.4.7 Clean employee breakroom waste receptacles, using a quat-type germicidal detergent. After CLEANING waste receptacles, outsides and insides shall be dry before relining with a non -permeable bag. 22.5 MONTHLY —INTERIOR 22.5.1 Dust with cloth or canister vacuum the exterior of lighting fixtures, ceiling fans, air diffusers, return air grills, louvers, wood baseboards, and ledges. 22.5.2 Wash all non -wood, painted corridor, vestibule, and elevator doors and frames; clean all door hardware and unpainted metalwork with a non-abrasive cleaner (mail depositories, signage, and lettering). 22.5.3 Thoroughly dust all surfaces not reached in daily cleaning such as windows, frames, curtain pockets, vertical wall surfaces and under surfaces (knee wells, chair rungs, table legs, etc.). After THOROUGHLY DUSTING, there shall be no dust streaks, oil, spots, or smudges on dusted surfaces caused by equipment. Corners, crevices, moldings, and ledges shall be free of dust, dirt, and cobwebs. 22.5.4 Wash all exterior doorframes and remove all dirt and cobwebs from entry areas. 22.5.5 Dust all woodwork, wood walls, railings, chair rails, and trim. 22.5.6 Pour two (2) gallons of hot water down all floor drains. 22.5.7 Sweep open storage areas, basements, docks, and non -secured undeveloped areas. After SWEEPING, floors shall be clean and free of dirt, trash, and other foreign matter. No dirt shall be left in corners, behind equipment, under furniture and shelves, or behind doors. 22.6 QUARTERLY 22.6.1 EXTERIOR 22.6.1.1 Clean all exterior window glass below the 84" level (in addition to glass cleaned daily as described above). After WASHING, glass shall be clean and free of dirt, grime, streaks, and excessive moisture and shall not be cloudy. Window sashes, sills, and other surroundings of interior glass shall be wiped free of drippings and other watermarks. 22.6.2 INTERIOR 22.6.2.1 Clean entrance mats by shampooing or steam cleaning as required to maintain quality standard, but not less than four times a year. After CLEANING, mats shall be clean and free of dirt, grime, stains, and excessive build-up and encrusted material. 16 22.6.2.2 Dust and clean mini -blinds and vertical blinds. Defective cords and tapes should be reported to the Facilities Maintenance Supervisor. After DUSTING, both sides of blind slats shall be free of dust. 22.6.2.3 Clean and polish metal door thresholds. After CLEANING THRESHOLDS, they shall be clean and free of oil, grease, gum, dirt, and grime. 22.6.2.4 Damp wipe and/or sponge mop restroom walls, stall partitions, doors, window frames, sills, and waste receptacles using a quat-type germicidal detergent. Scrub ceramic tile floors with an abrasive bristle brush on a floor machine. After DAMP WIPING, all dirt, dust, water stains, spots, streaks, and smudges shall be removed from the surfaces. After SCRUBBING, the floors shall be clean and free of dirt, water streaks, mop strings, gum, grease, tar, etc., and present an overall appearance of cleanliness. All surfaces shall be dry and corners clean. 22.7 SEMI-ANNUALLY 22.7.1 Clean all exterior windows at remaining locations (including upper floor windows). After WASHING, glass shall be clean and free of dirt, grime, streaks, and excessive moisture and shall not be cloudy. Window sashes, sills, and other surroundings of interior glass shall be wiped free of drippings and other watermarks. 22.7.2 Wash or damp wipe the inside and outside of wastebaskets semi-annually but more frequently if necessary to keep them in acceptable condition. After CLEANING WASTEBASKETS, they shall be free of dust, ashes, paper, pencil shavings, coffee or food stains, toner, or other debris and relined with a non -permeable bag. 22.8 ANNUALLY 22.8.1 Wipe down and treat surfaces of wood paneling using a product containing camauba wax. After WIPING DOWN & TREATING WOOD PANELING, paneling shall be free of dirt, dust, spots, or an oily appearance. The wax must be rubbed into the paneling. 22.8.2 Scrub steps, risers, and landings. After SCRUBBING, steps, risers, and landings shall be free of dirt, water streaks, strings, gum, tar, grease, etc., and present an overall appearance of cleanliness. All surfaces shall be dry and the corners clean. 22.9 AS REQUESTED 22.9.1 Clean slate and/or dry -erase boards as requested using manufacturer's recommended products. After CLEANING, the boards shall be completely clear and have no "ghost" letters. There shall be no dust in trays. 22.10 FREQUENCY AS NOTED ON EACH OF THE FACILITY SHEETS 22.10.1 Scrub and recoat hard -surfaced flooring. After SCRUBBING, there shall be no evidence of gum, rust, burns, or scuffmarks. After FINISHING, walls and other surfaces shall be free of finish residue and marks from equipment. Floors and baseboards will be free of streaks, mop strand marks or strings, and skipped areas. The finished area shall have a uniform luster. 22.10.2 Strip and apply four coats of floor finish to all hard -surfaced floors, including vinyl composition tile, sheet vinyl, terrazzo, and/or ceramic tile flooring meant to be waxed. After STRIPPING, all old finish shall be removed. There shall be no evidence of rust, burns, or scuffmarks. There shall be no build-up of old finish. There shall be no evidence of gum, rust, burns, scuffmarks, and old finish or stripper. After FINISHING, walls and other surfaces shall be free of fmish residue and marks from equipment. Floors and baseboards will be free of streaks, mop strand marks or strings, and skipped areas. The finished area shall have a uniform luster. The contractor will provide a schedule 17 when this service is to be preformed. Schedules must be submitted at least 2 weeks in advance before work is to be performed. 23. CLEANING SPECIFICATIONS FOR ENTRANCES, LOBBIES, OFFICES, CONFERENCE ROOMS, LIBRARIES AND CORRIDORS: 23.1 DAILY 23.1.1 Clean main interior office suite and exterior metal doorknobs, push bars, kickplates, railings, and other metal surfaces with non-abrasive cleaners. Clean handrails. Clean spots and marks off walls and doors. Dust all surfaces. 23.1.2 While sweeping or vacuuming floors, move light furniture including chairs, trashcans, and lightweight tables. Do not move desks, file cabinets, bookcases, and/or computers. Replace furniture upon completion. 23.1.3 Damp mop all hard -surfaced and resilient floors. During inclement weather, mop or vacuum rubber mats and/or vacuum carpet runners. 23.1.4 Empty wastebaskets and replace liners, if necessary due to contamination by non -paper, liquid or food wastes. Remove waste paper and other material as requested. 23.1.5 Clean both sides of entrance glass and glass surrounding doors up to a height of 84" within reach. 23.1.6 Thoroughly dust and wipe clean all furniture, file cabinets, windowsills, and counters that are readily available. Desktops shall be cleaned only when occupant has cleaned off the desktop entirely. 23.1.7 Spot clean carpet to remove all spots and stains. 23.1.8 Wash, wipe clean, and disinfect all drinking fountains. 23.1.9 Vacuum all rugs and carpet, and sweep and wet mop tile or other hard -surfaced floor areas. Spot clean carpet as needed. 23.1.10 Thoroughly sweep all stairs in public locations. 23.1.11 Clean soil and finger marks from painted or washable surfaces including doorjambs, walls, and elevator doors. 23.1.12 Library shelving —dust top shelving and exposed shelves of at least one range of shelving nightly until entire stacks are cleaned and then begin the process over. 23.1.13 Clean and dust the end panels of bookshelves. 23.1.14 Dust and wipe clean magazine shelving. 23.1.15 Secure doors, turn out lights, and reactivate alarms in required locations upon leaving the facility. 23.2 WEEKLY 23.2.1 Spray buff hard -surfaced floors. 23.2.2 Clean all glass furniture tops excluding glass topped desks (see Section 23.1.6), 23.2.3 Canister edge vacuum; move furniture as needed. 23.2.4 Mop stairs. 23.3 MONTHLY 18 23.3.1 Dust with cloth and canister vacuum the exterior of the light fixtures, ceiling fans, air diffusers, return grills, louvers, wood baseboards and ledges. 23.3.2 Clean all door hardware and unpainted metalwork with a non-abrasive cleaner. 23.3.3 Dust all surfaces not reached in daily cleaning (window frames, curtain pockets, etc.) 23.3.4 Dust all woodwork, woodcarvings, railing, chair rails, and trim. 23.3.5 Dust and wipe clean all plastic, vinyl, or leather covered chairs. 23.4 QUARTERLY 23.4.1 Dust and clean Venetian, vertical and mini blinds. 23.4.2 Clean metal door thresholds. After CLEANING THRESHOLDS, they shall be clean and free of oil, grease, gum, dirt, and grime. 24. CLEANING SPECIFICATIONS FOR RESTROOMS: 24.1 DAILY 24.1.1 Scour, wash, and disinfect all lavatories, showers, water closets, urinals, and door knobs. 24.1.2 Wash, disinfect, and wipe dry both sides of all toilet seats. 24.1.3 Wash and polish all mirrors, powder shelves and all metal works and partitions. 24.1.4 Remove all non -scratched graffiti. 24.1.5 Clean all toilet tissue, paper towel, soap, toilet seat liner, and sanitary napkin dispensers. 24.1.6 Empty trashcans and sanitary napkin disposal units, and replace liners. 24.1.7 Remove waste paper and all other waste material from floor. 24.1.8 Empty, clean and refill all soap, paper towel, toilet seat liners, sanitary napkin, and toilet tissue dispensers as described above. 24.1.9 Sweep, wet mop, and disinfect all floors and baseboards. 24.1.10 Wash and dry washable wall surfaces subject to splashing including areas behind commodes, urinals, and lavatories up to a height of 48". 24.2 WEEKLY 24.2.1 Pour 2 gallons of water down floor drains to prevent sewer gas backup. 24.3 MONTHLY 24.3.1 Machine scrub and disinfect floor tiles around urinals and toilets. 24.3.2 Dust and wipe clean all corridors and vestibule entrance doors. 24.3.3 Vacuum and wipe clean all louvers, return air ducts, and door grills. 25. CLEANING SPECIFICATIONS FOR ELEVATORS/SERVICE CORRIDORS/UTILITY/SERVICE CLOSETS/LOADING DOCKS 25.1 DAILY 25.1.1 Dust and wipe clean elevator entrance doors and frames, hose cabinets, etc. 25.1.2 Remove finger marks from glass entryways, doors, and partitions up to a height of 84". 25.1.3 Spot clean soil and finger marks from painted or washable surfaces. 25.1.4 Sweep and dust mop all hard -surfaced vinyl composition tile, sheet vinyl, terrazzo, and/or ceramic tile flooring. Spot clean where necessary. 19 25.1.5 Vacuum all rugs and carpeted areas, spot clean carpet. 25.1.6 Clean and maintain in an orderly condition all utility rooms and service closets. Store cleaning materials, supplies, and cleaning equipment neatly, in a lawful manner, and in full compliance with the owner's insurance requirements (i.e., MSDS books, correctly labeled bottles, etc.). 25.2 WEEKLY 25.2.1 Sweep and dust mop concrete floors. 25.2.2 Damp mop and spray buff traffic areas of hard -surfaced flooring to continually maintain resilient flooring. 26. CLEANING SPECIFICATIONS FOR INTERIOR STAIRS 26.1 DAILY 26.1.1 Remove litter and sweep clean nightly. 26.2 WEEKLY 26.2.1 Sweep and wet mop stairs and landings. 26.2.2 Wipe clean all handrails and walls. 26.3 MONTHLY 26.3.1 Dust and wash treads, risers, stringers, base, spindles, and newels. 26.3.2 Dust and wipe clean hose racks, risers, piping, and fittings. 26.3.3 Remove all finger marks and soil from door and doorframes and clean unpainted hardware with a non-abrasive cleaner. 26.3.4 Dust and wipe soffits of stairs and stair landings. 26.3.5 Dust exterior of light fixtures, signs, etc. 27. CLEANING SPECIFICATIONS FOR LOWER THAN GROUND FLOOR/UNFINISHED/ EQUIPMENTBAY AREAS 27.1 Below ground floor areas refcrred to herein are non-public basement areas, unfinished areas, and equipment rooms. The unfinished areas consist generally of receiving areas, storage areas, utility rooms, and lockers. 27.2 DAILY 27.2.1 Basement areas and equipment rooms shall be swept daily and all discarded or waste material shall be removed. 27.3 MONTHLY 27.3.1 Mop bay areas where applicable. 28. CLEANING SPECIFICATIONS FOR BREAK ROOMS/ACTIVITY ROOMS/CLASSROOMS 28.1 DAILY 28.1.1 Wipe and disinfect tabletops. 28.1.2 Clean sinks. 28.1.3 Wipe clean and disinfect water fountains. 28.1.4 Vacuum all rugs and carpeted areas, and sweep and wet mop tile or other hard -surfaced floor areas. Spot clean carpet as needed. 20 28.1.5 In meeting room or classrooms, move chairs around tables out of the way while vacuuming and/or wet mopping. 28.1.6 Empty wastebaskets, wipe down and replace liners if necessary due to contamination by non -paper, liquid or food wastes. 28.1.7 Wipe and remove spots from counters. 28.1.8 Wash all inside glass and glass doors up to a height of 84". 28.2 WEEKLY 28.2.1 Spray buff hard -surfaced floors. 28.3 QUARTERLY 28.3.1 Vacuum wall carpet at Hodges Community Center. 29. CLEANING SPECIFICATIONS FOR CREWROOMS (WATER & LP&L C HILL) and POLICE BRIEFING ROOM (MUNICIPAL SQUARE) 29.1 DAILY 29.1.1 Sweep and wet mop floors. 29.1.2 Remove all finger marks and soil from doors, doorjambs, and walls. 29.1.3 Clean interior glass and windows up to a height of 84"; clean and disinfect water fountains. 29.1.4 Vacuum all rugs and carpet, and sweep and wet mop tile or other hard -surfaced floor areas. Spot clean carpet as needed. Move chairs around tables out of the way while vacuuming and/or wet mopping. 29.1.5 Empty wastebaskets, wipe down, and replace liners if necessary due to contamination by non -paper, liquid or food wastes. 29.2 WEEKLY 29.2.1 Spray buff resilient flooring, moving chairs out of the way during this task. 29.3 MONTHLY 29.3.1 Perform all high and low dusting. 29.4 QUARTERLY 29.4.1 Vacuum wall carpet at Police Briefing Room at Municipal Square. 30. CLEANING SPECIFICATIONS FOR COMMUNICATION CENTERS/COMPUTER AREAS 30.1 Computer areas are defined as those where access is limited to specified personnel and generally controlled with locked doors requiring a special key or key card for entry. The area will usually have a raised floor and will contain electronic equipment. The magnetic tape library is specifically off-limits to Contractor's personnel except when escorted by a librarian or computer supervisor. Only approved building receptacles are to be used when connecting any electrical appliance to power. 30.2 NOTE: Fire Administration Complex Communication Center/Computer areas only: Access is allowed during the day for cleaning; no access is allowed at night. Access at the Municipal Square Communication Center is allowed at any time with proper security clearance. 30.3 DAILY 30.3.1 Empty wastepaper and carbon bins. Replace the liner if necessary due to contamination by non -paper, liquid or food wastes. 30.3.2 Vacuum all rugs and carpeted areas, spot clean carpet as needed. Move chairs out of the way while vacuuming and replace when finished. 21 30.3.3 Hard surface raised floor should be dry -mopped with dust absorbent cloth. Never wax raised floor or use harsh abrasive or steel wool for cleaning. A damp mop may be used for removing spills. Move chairs out of the way while mopping and replace when finished. 30.3.4 Dust and wipe clean all furniture and file cabinet. Only a dust absorbent cloth may be used. NOTE: In Communication Centers/Computer areas only, a feather duster is not permitted. 30.3.5 Dust doors and trim within reach. 30.3.6 Clean all glass furniture tops. 30.3.7 Remove finger marks from glass doors and sidelights up to a height of 84". 30.3.8 Dust and wipe clean all plastic, vinyl, or leather covered chairs. 30.4 MONTHLY (Completed by 3rd Tuesday of each month @ 8:00am) 30.4.1 Remove all finger marks and soil from doors, doorjambs, and walls with particular attention to areas surrounding light switches. 30.4.2 Wash all partition glass and glass doors (if any). 30.5 ANNUALLY (Completed by or about 5115 of each year) 30.5.1 Vacuum beneath raised floor area. Coordinate Scheduling with Facilities Representative as listed below: 30.5.2 Facilities Maintenance Supervisor (currently Sid Beach) 30.5.3 Communications Supervisor (currently Mary Cato or Tom Mann) 30.5.4 Information Tech Manager (currently Mark Yearwood) 30.5.5 Fire Department Representative (currently Raul Salazar or Lynn Smith) 30.5.6 Note that no carpet shampooing will. be required in either Communication Center. 31. CLEANING SPECIFICATIONS FOR JAIL AREA 31.1 DAILY (Seven days per week) 31.1.1 Collect trash, sweep, and mop with disinfectant all individual jail cells as well as all common areas of the jail. 31.1.2 Clean and disinfect toilets in each jail cell. 31.1.3 Wipe down beds in jail cells with disinfectant. 31.1.4 Check detoxification (drunk) tank, clean and disinfect floors and walls if necessary. 31.1.5 Clean all glass windows and disinfect counter tops, including entry desk, and fingerprint counter. 31.1.6 Maintain an adequate supply of toilet paper in each cell. 31.1.7 Sweep and mop floors in holding areas. 31.2 WEEKLY 31.2.1 Spray buff all VCT and vinyl floors. 32. CLEANING SPECIFICATIONS FOR FLOOR WORK IN POLICE DEPARTMENT 32.1 DAILY/WEEKLY 32.1.1 Sweep and mop all hard -surfaced flooring daily. 32.1.2 Spray buff all hard -surfaced flooring once a week. 22 33. CLEANING SPECIFICATIONS FOR BUDDY HOLLY CENTER/GARDEN & ARTS CENTER 33.1 DAILY —BUDDY HOLLY CENTERIGARDEN & ARTS CENTER 33.1.1 Sweep and wet mop all hard -surfaced, non -wood flooring. Sweep or vacuum wood flooring. 33.1.2 Spray buff all hard -surfaced, non -wood flooring once a week. 33.2 DAILY- BUDDY HOLLY CENTER EXTERIOR 33.2.1 Clean parking lot (pick up all trash and sweep as needed). 33.2.2 Pick up trash daily excluding Sundays and Tuesdays. 33.2.3 Remove trash from flowerbeds. 33.2.4 Clean courtyard daily before 10:00 a.m. excluding Sundays and Tuesdays. 33.2.5 Empty trashcans in courtyard and at Entrance gate to courtyard. 33.3 QUARTERLY (Completed by or about 11/1 S, 4115, 7115 and 10115 of each year) 33.3.1 Clean exterior windows above 84" at all locations. 34. CARPET CLEANING 34.1 All carpet will be cleaned per manufacturer's specifications at frequency scheduled for each facility at the price shown in Exhibit A. All interior carpet will be spot cleaned daily. 35. SPECIAL CLEANING All party houses will be inspected on Monday before 10:00 A.M and notification made to Facilities and a Park & Rec's admin person to release deposits. All Party houses will be reinspected on Friday mornings for cleanliness for weekend rentals, inspections will be done using the party house inspection sheet contained in these specs. 35.1 PARTY HOUSES 35.1.1 DAILY UPON REQUEST (BASED ONDAILY CLEANING RATE) 35.1.1.1 Sweep and mop. 35.1.1.2 Clean and stock bathrooms. 35.1.1.3 Clean interior glass. 35.1.1.4 Clean tables and chairs as needed. 35.1.1.5 Stack tables and chairs as needed. 35.1.1.6 Wipe and remove spots from counters. Clean inside and outside of appliances. 35.1.1.7 Wash trashcans as needed. 35.1.1.8 Sweep exterior entry area. 35.1.2 WEEKLY 35.1.2.1 Spray buff hard -surfaced flooring. 35.1.3 131-MONTHLY (Mahon and Outdoor Center Only) 35.1.3.1 Machine scrub concrete floors. 35.1.4 QUARTERLY 35.1.4.1 Scrub and recoat hard -surfaced floors. 35.1.5 SEMI-ANNUALLY 23 35.1.5.1 Strip and wax hard -surfaced flooring. 35.2 ST. PAUL'S CHURCH 35.2.1 DAILY: Wood flooring: remove mud from floor with slightly damp rag, slightly damp mop, or gently with a plastic scraper. DO NOT USE WATER ON THE WOOD FLOOR. Sweep and mop restroom floors. 35.2.2 WEEKLY: Clean exterior windows. Spray buff vinyl flooring. 35.2.3 MONTHLY: Clean interior windows. 35.2.4 QUARTERLY: Scrub and re -coat restroom vinyl flooring. 35.2.5 SEMI-ANNUALLY: Strip and wax vinyl flooring. 35.2.6 Clean St. Paul's Church as per schedule provided by City staff; schedule to be sent weekly to Contractor's representative. 36. CALENDAR OF TASKS 36.1 The Contractor shall provide the owner with three-month Calendars of Tasks scheduled to be performed weekly, monthly, quarterly, and annually as described above. Individual Calendars of Tasks for each facility shall show the dates on which all scheduled tasks are to be performed. These calendars shall be provided to the Facilities Management Department within fifteen (15) days of the Contract start date and every three months thereafter. 37. RECYCLING PROGRAM 37.1 Definitions — Recyclable Mixed Office Paper: The goal of the program is to collect recyclable mixed papers only. The Contractor is responsible only for keeping non -paper items out of the recycling dumpster. This program is mandatory and shall be performed by the Contractor. 37.2 Recycling Tasks by Contractor 37.2.1 Designated desk side recyclable paper bins, located adjacent to each desk, shall be emptied daily, or as required, and all recyclable paper materials shall be placed loosely into the designated recycling dumpster. The Owner's representative or other Owner staff shall monitor this to ensure compliance. 37.2.2 If the desk side recyclable bin contains any visible non -paper items, the Contractor shall empty the contents of the recyclable paper bin into the regular trash container. 37.3 Criteria for Deductions — Recycling Program — Contaminated Recyclable Materials: If the Contractor or their staff loads the recycling dumpster with non -paper or contaminated paper items in excess of 20%, the Contractor shall pay to the Owner the deduction as described in 19.2.3 37.4 Amount of Deduction — Recyclables Contamination: Each collection service - $25.00. 38. CUSTOMER COMPLAINT PROGRAM 38.1 The Owner has a customer complaint program as a means of assisting in documenting certain kinds of service problems. This customer complaint program will be considered in evaluating the Contractor's performance and in taking deductions. 39. CONTRACTOR'S QUALITY ASSURANCE PROGRAM 39.1 The Contractor shall provide and maintain a Quality Assurance Program that is acceptable to the Owner, covering the services under this contract. Complete records of all inspection work performed by the Contractor shall be maintained and made available to the Facilities Maintenance Supervisor during contract performance and for as long afterwards as the contract requires. 39.2 A Quality Assurance Program should cover all the services stated in Section 22, General Cleaning Specifications through Section 35, Special Cleaning, as well as the summarized List of Duties 24 sections within this contract. A checklist can be used in inspecting for contract performance with the name of the inspector and the performer(s). The inspector should not be the person performing the work. 39.3 The checklist should include every area of the operation serviced by the Contractor, as well as every task required to be performed. 39.4 The program should have a system for identifying and correcting deficiencies in the quality of service before the level of performance becomes unacceptable and/or the Owner's inspector points out the deficiencies. All inspections conducted by the Contractor and the corrective action taken should be maintained on file. This documentation shall be provided to the Facilities Maintenance Supervisor monthly throughout the term of the contract. 39.5 A sample Deficiency Correction Report and Custodial Inspection Checklist may be found in Appendix A of this document. The Contractor may use these forms or develop their own with the approval of the Facilities Maintenance Supervisor. Also in the Appendix are Custodial Services Facility Data sheets for each of the buildings to be covered under this contract. These sheets provide architectural and technical data that may be used in developing costs related to each facility. The square footage shown for carpeted and hard surface floor areas is based on CADD drawings, hard copies of drawings, and, in some cases actual measurements of the buildings. These square footages are approximate and do not allow for furnishings and other equipment. The Contractor is responsible for verification of actual square footages, if necessary. 39.6 NOTE: The Quality Assurance Program is an essential part of this contract and will be actively enforced by the Facilities Maintenance Supervisor. Failure to submit an approved program plan or inspection documentation within 60 days, or failure to correct deficiencies may result in termination of this contract. Failure to correct deficiencies will result in withholding of all moneys due the Contractor until such time that the deficiencies are corrected and may result in termination of this contract. 39.7 The following are the minimum inspection frequencies acceptable for the buildings covered by this contract: Quality Assurance Program Minimum Inspection Frequencies Daily partial inspection of the following buildings: Item 1 Municipal Square Item I Parks and Recreation Offices Item 2 Municipal Building Item 3 Health Department Weekly partial inspection of the following buildings: Item 7 Fleet Services (Garage) Item 8 Solid Waste Administration Item 9 Municipal Hill Electric Distribution Item 10 Municipal Hill Water/Streets Item 11 Pipeline Maintenance Item 12 Lubbock Business Center Item 18 Maggie Tre'o Super Center Item 19 Mae Simmons Community Center Item 20 Mae Simmons Senior Center Item 21 Lubbock Senior Citizens Center Item 22 Maxey Community Center Item 23 Hodges Community Center W Item 24 Copper Rawlings Item 25 Godeke Library Item 27 Buddy Holly Center Item 28 Garden and Arts Center Item 29 Groves Branch Library Item 30 Patterson Branch Library Item 39 Historic St. Paul's on the Plains Item 43 LP&L Branch Item 44 Mahon Library Item 45 Silent Wings Museum Item 46 Animal Shelter Item 47 Animal Shelter Admin Item 48 emete Item 49 J LP&L Offices (Slaton Hwy) Every two weeks, partial inspection of the following buildings: Item 4 Building Services Maintenance Shop Item 5 Police Storage (Property Room) Item 6 Fit City Item 13 Land Application Item 14 Solid Waste North Landfill Item 15 Solid Waste (Old Landfill Item 16 Water Treatment Plant Item 17 Water Reclamation Plant Item 17 A Maintenance shop Item 26 Safety City Item 31 Tennis Center Item 32 Traffic Signs & Signals Item 33 Landwer Party House Item 34 Mahon Party House Item 35 Outdoor Center Party House Item 36 Lou Stubbs Party House Item 37 K.N. Clapp Party House Item 38 A.B. Davis Party House Item 40 Streets Dept. Offices Item 41 LP&L Transformer Shop "Partial Inspection" of the building should include at the minimum: one room of each type such as restroom, office, corridor, lobby, etc. NOTE. ALL BUILDINGS SHALL HAVE A COMPLETE BUILDING INSPECTION CONDUCTED MONTHLY. 40. OWNER'S QUALITY ASSURANCE PROGRAM 40.1 The Owner's Quality Assurance Program will mirror the Contractor's in many respects and the objectives are the same —clean and well -maintained buildings. It is also to assure that there is no deviation from the contract's terms, conditions, requirements, specifications, details, and schedules. 40.2 The Quality Assurance Inspector may be the Facilities Maintenance Supervisor or Owner's staff so designated by the Facilities Maintenance Supervisor and is responsible for the day-to-day 26 inspecting and monitoring of the Contractor's work. The responsibilities of the Quality Assurance Inspector include, but are not limited to, inspecting the work to ensure compliance with the contract requirements, documenting through written reports the results of all inspections conducted, following through to ensure that all defects and omissions are corrected, conferring with representatives of the Contractor regarding any problems encountered in the performance of the work and generally assisting the Facilities Maintenance Supervisor in the administration of the contract. 40.3 The Owner has the right to inspect and test all services called for by the contract, to the extent practical, at all times and places during the term of the contract. Inspections by Quality Assurance Inspectors will occur randomly and may be either partial or full inspections. The Owner will provide copies of all inspection reports to the Contractor monthly. The Owner will perform inspections and tests in a manner that will not unduly delay the work. 40.4 If any of the services do not conform to contract requirements, the Owner may require the Contractor to perform the services again in conformity with contract requirements, at no increase in contract amount. When the defects cannot be corrected by re -performance, the Owner may: 40.4.1 Require the Contractor to take necessary action to ensure that future performance conforms to contract requirements, and 40.4.2 Reduce the contract price to reflect the reduced value of the services performed. 40.5 If the Contractor fails to promptly perform the services again or to take necessary action to assure future performance in conformity with contract requirements, the Owner may: 40.5.1 By contract or otherwise, perform or have performed the services and charge to the Contractor any cost incurred by the Owner, or 40.5.2 Terminate the contract for default. 27 RFP — 08-053-MA Custodial Services Summarized List of Duties Performed by Custodial Services 1 Sweep & dust -mop all hard -surfaced floors & stairs Dail 2 Vacuum (carpeted floors) Dail 3 Damp -mop all hard -surfaced floors) Dail 4 Sot -clean (carpeted floors Daily as needed 5 Strip, seal & wax all hard -surfaced floors & stairs As scheduled 6 Empty all trash cans (and re -line when necessary) Dail 7 Clean and restock the restrooms Numerous times daily 8 Clean telephones Dail 9 Clean entry glass Twice daily 10 Dust Dail 11 Sham oo carpet As scheduled 12 Police and clean outside & parking lots Dail 13 Clean outside ash receptacles Dail 14 Clean Liberty Bell (Municipal Building) Dail 15 Scrape gum & candy off sidewalks Dail 16 S ra -buff (hard -surfaced floors) Weekly 17 Clean flower beds Daily 18 Dust wood baseboards Monthly 19 Clean ceilings As often as needed 20 Sot clean walls Dail 21 Clean display cases Dail 22 Clean air vents Weekly 23 Clean ledges Weekly 24 Clean window sills Weekly 25 Set-up meeting rooms Daily according to schedule provided by user department 26 Clean water fountains Dail 27 Clean lunchrooms Twice daily 28 Sweep & damp -mop kitchens Dail 29 Refill paper dispensers Daily as often as needed 30 Refill sanitary supplies machines At least monthly/or as often as needed Clean the elevators Daily/or more often if needed [31 32 Clean escalators (Municipal Building) Dail 33 Clean and disinfect showers Fleet Services Dail 34 Empty recycle containers Dail 35 Clean door handles, push plates and kick plates Dail 36 Clean meeting rooms after each meeting (wipe off the tables, vacuum, return dirty dishes to Lunchroom, deodorize the room As required/several times daily 37 Restroom walls spot cleaned Dail 38 Restroom walls thoroughly scrubbed down and disinfected Quarterly 28 RFP — 08-053-MA Custodial Services Miscellaneous Services Provided by Custodial Services 1 Move furniture, boxes, etc. During work hours As requested 2 Clean refrigerators & stoves (Party Houses only) As requested or as needed 3 Clean microwave ovens (Party Houses only) Daily or as needed 4 Give directions to the public As re uested 5 Collect recyclable materials and deposit into bins Dail 6 Pressure wash east walks the night before City Council meetings.(city hall location weatherpermitting) Evening before meetings Additional Miscellaneous Services Provided by Custodial Services at Health Department I Clean exam tables and side tables after each Clinic Session As requested 2 Biohazard waste will be taken to lab personnel for autoclaving As requested 3 Clean Dental Lab Dail 4 Clean up spills or accidents regarding body fluids, etc. Daily as needed 5 Clean all laboratory sinks Daily j 29 RFP — 08-053-MA Custodial Services APPENDIX A TO SPECIFICATIONS FOR CUSTODIAL SERVICES 30 RFP - 08-053-MA Custodial Services DEFICIENCY CORRECTION REPORT The following thorough cleaning/correction has been made in the following areas in accordance with the Owner's Quality Assurance Program Building/Area/Room # 1. Sweep Floor 1. Clean Commode 2. Wet Mop Floor 2. Clean Commode 3. Machine/Hand Scrub 3. Clean Commode 4. Trash Removal 4. Clean Urinal 5. Clean Mirrors 5. Clean Urinal 6. Clean Partition Walls 6. Clean Urinal 7. Clean Walls 7. 8. Clean Receptacles 8. 9. Restocking: 9. Room/Lobby/Entrance/Corridor Cleaning a. Toilet Tissue a. Vacuum/Sweep Floor b. Paper Towels b. Spot Clean/Spot Mop Floor c. Soap Dispensers c. Trash Removal d. Sanitary Napkin Bag d. Empty/Clean Ashtrays e. Seat Covers e. Sweep/Wet Mop/Scrub Floor f Other f. Bonnet/Shampoo Carpet g. Extract Carpet h. Clean & Recoat Floor i. Strip & Refinish Floor j. Spray Buffing k. Clean Walls up to 84" 1. Other REMARKS: WORK COMPLETED BY: DATE: RE -INSPECTED BY: DATE: SUBMITTED BY: DATE: Page I RFP — 08-053-MA Custodial Services CUSTODIAL INSPECTION CHECKLIST Building/Area/Room # Employee No./Name _ Date Work Performed Adequately In Accordance With Schedule of Cleaning Requirements: TOILET CLEANING Item Sweep Floors Wet Mop/Scrub Floors Trash Removal Clean Mirrors Clean Partition Walls Spot Clean Walls Clean Receptacles Servicing: Toilet Tissue Paper Towels Soap Dispensers Sanitary Napkin Bags Seat Covers Other Clean Commodes Clean Urinals Clean Washbasins Wash Walls Yes ENTRANCE/ LOBBY/CORRIDOR No ROOM CLEANING Item Vacuum/Sweep Floors Spot Clean/Spot Mop Floors Trash Removal Empty/Clean Ashtrays Dust Desks, File Cabinets, Etc. Under Dusting Low Dusting up to 84" — Walls Spot Clean Walls up to 84" Other Bonnet/Shampoo Carpet Sweep/Wet Mop/Scrub Spray Buff Clean & Recoat Strip & Refinish PERIODICS Yes Vacuum/Sweep/Dust Mop Floor ❑ ❑ 1. ❑ ❑ Trash Removal ❑ ❑ 2. ❑ ❑ Entrance Glass — Clean ❑ ❑ 3. ❑ ❑ Other Glass — Clean ❑ ❑ 4. ❑ ❑ Empty/Clean Ashtrays/Stands ❑ ❑ 5. ❑ ❑ Spot Clean Carpet ❑ ❑ 6. ❑ ❑ Bonnet Clean Carpet ❑ ❑ 7. ❑ ❑ Shampoo Carpet ❑ ❑ 8. ❑ ❑ Extract Carpet ❑ ❑ 9. ❑ ❑ Spray Buff Floors ❑ ❑ 10. ❑ ❑ Clean & Recoat Floors ❑ ❑ 11. ❑ ❑ Strip & Refinish Floors ❑ ❑ 12. ❑ ❑ Clean Walls up to 84" ❑ ❑ 13. ❑ ❑ REMARKS: INSPECTED BY: CORRECTIONS MADE BY: DATE: DATE: PARTY HOUSE INSPECTION CHECKLIST Page 2 RFP — 08-053-MA Custodial Services PARTY HOUSE SERVICED Restroom Services Item Sweep Floors Wet Mop/Scrub Floors Trash Removal Clean Mirrors Clean Partition Walls Spot Clean Walls Clean Receptacles Servicing: Toilet Tissue Paper Towels Soap Dispensers Sanitary Napkin Bags Seat Covers Other Clean Commodes Clean Urinals Clean Washbasins Wash Walls High/Low Dusting General Cleaning Services Vacuum/Sweep/Dust Mop Floor Trash Removal Entrance floor area swept/mopped Entrance Glass — Clean Other Glass — Clean All Areas- High/Low dusting Empty/Clean Ashtrays/Stands Spot Clean Carpet Bonnet Clean Carpet Shampoo Carpet Extract Carpet Strip & Refinish Floors Clean Walls up to 84" REMARKS: Date Interior/Exterior Maintenance issues Yes N4 I I Item Yes No ❑ ❑ Floors ❑ ❑ ❑ ❑ Walls ❑ ❑ ❑ ❑ Trash Removed ❑ ❑ ❑ ❑ Counter Tops ❑ ❑ ❑ ❑ Restroom Fixtures ❑ ❑ ❑ ❑ Plumbing ❑ ❑ ❑ ❑ Electrical (plugs, switches, etc) ❑ ❑ Lights Out ❑ ❑ ❑ ❑ Locks Damaged ❑ ❑ ❑ ❑ Windows Broken ❑ ❑ ❑ ❑ Appliances (stoves, refrigerators) ❑ ❑ ❑ ❑ Other ❑ ❑ El 11 ❑ ❑ ❑ ❑ Comments ❑ D ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ PERIODICS Clean & Recoat Floors Strip & Refinish Spray Buff Floors Interior/Exterior windows 13. INSPECTED: Wednesday @Ipm BY: DATE: Inspected Friday @ 10am by: DATE: CLEANING QUALITY REQUIREMENTS USED FOR INSPECTIONS CLEANING REQUIREMENTS QUALITY REQUIREMENTS Page 3 RFP — 08-053-MA Custodial Services A. Daily: Unless otherwise indicated. INTERIOR CLEANING Thoroughly sweep and/or vacuum full floor area. Clean and polish all interior and exterior metal doorknobs, push bars, kickplates, railings, and other metal surfaces. Clean handrails. Clean spots and marks off walls and doors, dust all surfaces. 2. Damp mop all hard and resilient floors. 3. Clean both sides of entrance glass and glass surrounding doors within reach. After THOROUGHLY SWEEPING, the floors shall be clean and free of trash and foreign matter. No dirt or debris shall be left behind equipment or machine, under furniture or behind doors. After THOROUGHLY VACUUMING, the carpet shall be clean and free of dirt, dust balls and other debris. Nap on carpets shall lie in one direction after vacuuming. After METAL POLISHING, metal surfaces shall be free of smears, stains, and finger marks. They shall be clean and bright and polished to a uniform luster. After DUSTING, there shall be no dust streaks. Comers, crevices, moldings, and ledges shall be free of all dust. There shall be no oils, spots, or smudges on dusted surfaces caused by equipment. After DAMP MOPPING, the floors shall be free of streaks, mop strand marks and skipped areas. Walls, baseboards, and other surfaces shall be free of splashings and markings from the equipment. The finished area should have a uniform luster. After GLASS CLEANING, all glass shall be clean and free of dirt, grime, dust, streaks, watermarks, and spots and shall not be cloudy. 4. Spot clean carpet to remove all spots and After SPOT CLEANING CARPET, excessive build-up, stains. spillage, or crusted material shall have been removed along with spots, smears, and stains. There shall be no evidence of fuzzing caused by excessive rubbing or brushing. Cleaned areas shall blend with adjacent areas of carpeting. 5. Dust horizontal surfaces. After DUSTING, there shall be no dust streaks. Comers, crevices, moldings, and ledges shall be free of dust, dirt, and cobwebs. There shall be no marks caused by cleaning tools. 6. Clean spots and marks off walls. After SPOT CLEANING, smudges, marks, or spots shall have been removed without causing unsightly discoloration. 7. Clean kickplates, pushplates, and bars on After CLEANING, metal surfaces shall have a lustrous doors, doorknobs, and other metal surfaces. I appearance. There shall be no smears, stains, or finger marks. 8. Prior to building occupant's official starting time, empty, supply, service and clean, using a quat-type germicidal detergent, paper towel, toilet tissue, soap, seat cover and sanitary napkin dispensers, and waste receptacles. After SERVICING, all supplies shall be provided and dispensers filled. Waste receptacles shall be emptied and disinfected and new bag inserted. Outside of receptacles, dispensers shall be clean and bright with no water spots, streaks, lint, or dust. If stainless, shall have Page 4 RFP — 08-053-MA Custodial Services Replace used non -permeable bag from sanitary napkin disposal with a new one. Put in separate container for discarding (Blood Borne Pathogen Precaution). no oil residue. Dispensers: Paper towels and toilet paper dispensers are checked and restocked throughout the day. The sanitary supplies machines are restocked monthly or more often if they run out. 9. Clean all fixtures, including metal and After FIXTURE CLEANING porcelain fixtures and chrome, flush handles, piping, water closets, metal surfaces (washbasins, urinals, commodes, water commodes, urinals, washbasins and mirrors, pipes, stalls, etc.) shall be clean and bright. There shall clean walls surrounding receptacles, be no dust, spots, stains, rust, green mold, encrustation, dispensers and fixtures, using a quat-type excess moisture, or cleaner/polish stains and smears. germicidal detergent. (An acid and/or non- acid bowl cleaner may be used in commodes Mirrors: The restroom mirrors are checked and cleaned and urinals). Rinse and raise commode seats. as needed throughout the day and cleaned thoroughly by the night custodians every evening. Sinks: The sinks are checked and cleaned as needed throughout the day and are cleaned and sanitized thoroughly by the night custodians every evening. Vanities: The vanities are checked and cleaned and sanitized as needed throughout the day and again by the night custodians. Commodes and Urinals: The commodes and urinals are kept clean throughout the day and are cleaned, sanitized and thoroughly washed (using a disinfectant/germicide spray) nightly. 10. Spot clean other restroom surfaces. After SPOT CLEANING, smudges, marks, or spots Thoroughly dust horizontal surfaces. shall have been removed without causing unsightly discoloration. After THOROUGHLY DUSTING, there shall be no dust streaks. Comers, crevices, moldings, and ledges shall be free of all dust. There shall be no oils, spots, or smudges on dusted surfaces caused by cleaning tools. NOTE: Restroom walls are spot cleaned nightly and thoroughly scrubbed down and disinfected quarterly. Page 5 RFP — 08-053-MA Custodial Services 11. Sweep and wet mop floors using a quat-type After SWEEPING, WET MOPPING OR SCRUBBING, germicidal detergent. the floors shall be clean and free of dirt, water streaks, mop strings, gum, grease, tar, etc., and present an overall appearance of cleanliness. All surfaces shall be dry and comers clean. Restroom floors are swept and damp -mopped (using a disinfectant/ germicide solution) nightly. Floor under urinal in restroom across from Room 103 in Municipal Building is damp -mopped and disinfected hourly from 9:00 a.m. to 4:00 p.m. using a quat-type germicidal detergent. 12. Frequently during the day, check restrooms After SERVICING — see Quality Requirement outlined and empty full waste receptacles, service in Paragraph A.8 above. dispensers, clean fixtures, and police as traffic demands. After POLICING, restrooms shall be free of all paper, trash, empty bottles, and other discarded material. Empty all trash receptacles and reline: All restroom trash receptacles are checked throughout the day by the daytime custodian and emptied as needed. The night custodians empty all restroom trash receptacles and fit with a new liner. This is done on a daily basis. 13. Service and maintain all Owner furnished After SERVICING MACHINES monthly, they will be machines. The Contractor will furnish all full. In case of malfunction of the machines, the sanitary supplies and will refill monthly. All Contractor will be responsible for reimbursement of revenue from the machines shall belong to the coins lost in the machines. The Owner will repair and/or Contractor. replace machines that are beyond economical repair. 42.. ;. Empty wastebaskets and remove trash to a After SOLID WASTE COLLECTION, all waste designated area. generated in the building shall be collected and removed to storage areas designated for trash by the Facilities 42.; . All containers utilized for storage of Maintenance Supervisor. Wastebaskets shall be free of waste material at collection points must dust, ashes, paper, pencil shavings, etc., and relined with be fireproof. Other containers for room- a non -permeable bag. to -room collecting shall be of a flame retardant, non-combustible material to be approved by the Facilities Maintenance Supervisor. b. Contract employees shall not smoke while collecting trash. 15. Remove debris by screening all sand in ash After CLEANING, ashtrays shall be free of ashes, dust, urns and replenish sand as required. Sand streaks and spots, and replaced in original position. shall be supplied by Contractor. Page 6 RFP — 08-053-MA Custodial Services 16. As directed by the Facilities Maintenance After EMPTYING, see Quality Requirement A.14 Supervisor, all containers with recycled items above. (paper, aluminum, etc.) will be emptied and contents removed to a designated area or Recycle Dumpster. 17. Sweep and/or vacuum steps and landings. After SWEEPING OR VACUUMING, the steps and Dust railings, ledges, grilles, fire apparatus, landings shall be free of loose dirt, dust, streaks, gum, doors, and heating/cooling equipment. tar, and other foreign substances. After DUSTING, railings, ledges, grilles, fire apparatus, doors, and heating/cooling equipment shall be dust free in corners and crevices. There shall be no oil, spots, or smudges on dusted surfaces. 18. Polish interior of elevator cab if stainless or After WOOD/STAINLESS POLISHING, surfaces wood (clean otherwise), clean handrails. should be free of dirt, dust, streaks, and spots. Surfaces Clean/polish interior and exterior doors and should have a polished and lustrous appearance. There doorframes at each landing. If carpeted, floor shall be no visible polish or cleaner residue. should be vacuumed. 19. Clean tops of breakroom tables and damp After CLEANING, tables shall be clean with no trash or wipe using a quat-type germicidal detergent. foodstuff on tops. Tables will be dry after damp wiping. 20. Clean all vertical and horizontal surfaces After CLEANING, all vertical and horizontal surfaces, around and telephones themselves using a including both sides of glass, and the telephone shall be quat-type cleaner. clean and free of dirt, dust, streaks, and spots. B. Weekly: Unless otherwise indicated 21. Damp mop and spray buff all resilient floors. After DAMP MOPPING AND SPRAY BUFFING, the floors shall be free of streaks, mop marks, strings, marks, and skipped areas. Walls, baseboards, stall bases, and other surfaces shall be free of splashings and markings from the equipment. The finished area will have a uniform luster. 22. Wet mop steps, risers, and landings. Spot After WET MOPPING, steps, risers, and landings shall clean walls. be free of dirt, water streaks, strings, gum, tar, grease, etc., and present an overall appearance of cleanliness. All surfaces shall be dry and the corners clean. After SPOT CLEANING, smudges, marks, or spots shall have been removed without causing unsightly discoloration. 23. Clean and polish elevator door tracks. After CLEANING AND POLISHING door tracks, they shall be free of oil, grease, gum, tar, and dirt. Page 7 RFP — 08-053-MA Custodial Services C. Monthly: I� E. 24. Damp wipe and/or sponge mop walls, stall partitions, doors, window frames, sills, and waste receptacles using a quat-type germicidal detergent. Scrub ceramic tile floors with an abrasive bristle brush on a floor machine. After DAMP WIPING, all dirt, dust, water stains, spots, streaks, and smudges shall be removed from the surfaces. After SCRUBBING — See Quality Requirement outlined in number 11. 25. Thoroughly dust all wall surfaces, also After THOROUGHLY DUSTING, there shall be no vertical surfaces and under surfaces (knee dust streaks, oil, spots, or smudges on dusted surfaces wells, chair rungs, table legs, etc.). caused by equipment. Corners, crevices, moldings, and ledges shall be free of dust, dirt, and cobwebs. uarterl : Unless otherwise indicated 26. Clean metal door thresholds. After CLEANING THRESHOLDS, they shall be clean and free of oil, grease, gum, dirt, and grime. 27. Dust all blinds in the building. Defective After DUSTING, both sides of blind slats shall be free cords and tapes should be reported to the of dust. Facilities Maintenance Supervisor. Semi -Annually: Unless otherwise indicated 28. Wash all exterior glass, glass over and in exterior and vestibule doors, and all plate glass around entrances, lobbies, and vestibules. Outside of windows must be washed from outside; windows will not be pivoted. Both sides of all windows will be washed during the same inspection period. Schedule will be approved by the Facilities Maintenance Supervisor. F. Annually: Unless otherwise indicated After WASHING, glass shall be clean and free of dirt, grime, streaks, and excessive moisture and shall not be cloudy. Window sashes, sills, and other surroundings of interior glass shall be wiped free of drippings and other watermarks. 29. Strip and apply four coats of floor finish to all After STRIPPING, all old finish shall be removed. hard and resilient floors. There shall be no evidence of rust, burns, or scuffmarks. There shall be no build-up of old finish. After FINISHING, walls and other surfaces shall be free of finish residue and marks from equipment. Floors and baseboards will be free of streaks, mop strand marks and skipped areas. The finished area shall have a uniform luster. 30. Carpeting should be shampooed and After SHAMPOOING AND EXTRACTING, carpeting extracted. will be clean and free of dirt, dust, spots, and stains. There shall be no evidence of fuzzing or matting and I colors shall be clear and even. Page 8 RFP — 08-053-MA Custodial Services 31. Wipe down and treat surfaces of wood After WIPING DOWN & TREATING WOOD paneling using a product containing carnauba PANELING, paneling shall be free of dirt, dust, spots, or wax. an oily appearance. The wax must be rubbed into the paneling. 32. Scrub steps, risers, and landings. After SCRUBBING, steps, risers, and landings shall be free of dirt, water streaks, strings, gum, tar, grease, etc., and present an overall appearance of cleanliness. All surfaces shall be dry and the corners clean. G. Services to be Performed as Required to Maintain Ouality Standards: 33. Clean slate and/or dry -erase boards as After CLEANING, the boards shall be completely clear requested using manufacturer's recommended and have no "ghost" letters. There shall be no dust in products. trays. EXTERIOR CLEANING —DAILY 34. Sweep entrances, landings, steps, and After SWEEPING, areas shall be free of all trash. No sidewalks adjacent to entrances in the dirt shall be left where sweepings were picked up. morning before the occupants' official starting time. Pressure wash east entry area of City Hall the night City Hall location before all City Council meetings. Pressure wash entry areas of all buildings as All Locations needed or requested to remove bird droppings, spills, etc 35. Policing all sidewalks, parking areas, After POLICING, areas shall be free of all paper, trash, driveways, lawns, etc. empty bottles, and other discarded material. 36. Damp -wipe all hand rails. After DAMP -WIPING, metal or wood, handrails shall be clean and free of smears, stains, and finger marks. Page 9 RFP — 08-053-MA Custodial Services Custodial Services Facility Data Municipal Square (Item M 916 Texas Avenue ITEM QUANTITY Elevator 2 Phones 282 Offices 146 Work Stations 122 Computers 298 Restrooms 23 Windows (Include Those on Doors) 331 H2O Fountains 13 Conference Rooms 12 Carpet Square Feet —Unobstructed 7,925 Carpet Square Feet—Obsuucted 59,802 Hard Floor Square Feet —Unobstructed 16,128 Hard Floor Square Feet —Obstructed 20,341 Janitor Closets 6 Stairwells 7 Entrances 11 Sidewalk, Patio, Covered Spaces Sq. Ft 33,271 Recycle Bins 14 Sq. Ft Undeveloped Area NA Frequency of Cleaning Communication Center & Police Desk Sergeant area Daily. The rest — Week Days. Hours Cleaned PD Administration, Narcotics, & Detectives —Between 8:00 a.m. & 5:00 p.m. The rest — Between 5:00 p.m. & 8:00 a.m. NOTE 1: One Day Porter Custodian present from 8:00 a.m. to 5:00 p.m. Both day and night custodians are also responsible for setting up and taking down tables and chairs for classes, meetings, etc. NOTE 2: Floor Care Schedule, Hard Surface, Strip and refinish once annually, scrub and re -coat partial areas 4 times annually. (Ticket area, Juvenile detention and hallways will be top scrubbed semi-annually) Carpets cleaned twice annually. Custodial Services Facility Data Page 10 RFP — 08-053-MA Custodial Services Parks and Recreation Offices (Item #1A) 1010 9 Street ITEM QUANTITY Elevator 0 Phones 22 Offices 20 Work Stations 2 Computers 22 Restrooms 2 Windows (Include Those on Doors) 10 H2O Fountains 2 Conference Rooms 1 Carpet Square Feet —Unobstructed 1,174 Carpet Square Feet ---Obstructed 5,688 Hard Floor Square Feet —Unobstructed 144 Hard Floor Square Feet —Obstructed 619 Janitor Closets 1 Stairwells 1 Entrances 2 Sidewalk, Patio, Covered Spaces Sq. Ft Recycle Bins 20 Sq. Ft Undeveloped Area 0 Frequency of Cleaning Week Days. Hours Cleaned Between 6:00 p.m. & 8:00 p.m. NOTE 1: One Day Porter Custodian present from 8:00 a.m. to 5:00 p.m. (shared with Municipal Square). NOTE 2: Floor Care, Hard surface strip and refinish once annually and scrub and re -coat all floors once annually (Corridors and other traffic areas will be top scrubbed semi- annually). Carpets cleaned twice annually. Page I 1 RFP — 08-053-MA Custodial Services Custodial Services Facility Data Municipal Building (City Hall) (Item #2) 162513 Street ITEM QUANTITY Elevator, Escalator 2,4 Phones 207 Offices 76 Work Stations 130 Computers 166 Restrooms 11 Windows (Include Those on Doors) 263 H2O Fountains 8 Conference Rooms (+101 & 103) 16 Carpet Square Feet —Unobstructed 6,504 Carpet Square Feet —Obstructed 61,630 Hard Floor Square Feet —Unobstructed 4,624 Hard Floor Square Feet —Obstructed 12,409 Janitor Closets 2 Stairwells 3 Entrances 3 Sidewalk, Patio, Covered Spaces Sq. Ft 9,357 Recycle Bins 12 Sq. Ft Undeveloped Area 3,475 Frequency of Cleaning Monday — Friday Hours Cleaned Between 5:00 p.m. & 8:00 a.m. OTHER Pressure wash east entry the night before City Council meetings. NOTE 1: One Day Porter Custodian present from 8:00 a.m. to 5:00 p.m. Both day and night custodians are also responsible for setting up and taking down tables and chairs for classes, meetings, etc. NOTE 2: Clean the exterior of the outside windows of Room 101 (and their frames) monthly. NOTE 3: Print Shop needs to be cleaned between 4:00 p.m. and 5:00 p.m. NOTE 4: Floor care, Hard surface strip and refinish once annually, scrub and re -coat partial areas four times annually. Carpets cleaned twice annually. (Main front corridor will be refinished every three months, other traffic areas will be top scrubbed semi-annually) Custodial Services Facility Data Page 12 RFP — 08-053-MA Custodial Services Health Densrtment (Item #3) 1902 Texas Avenue ITEM QUANTITY Elevator, Escalator 0 Phones 70 Offices 27 Work Stations 68 Computers 40 Restrooms 10 Windows (Include Those on Doors) 62 H2O Fountains 3 Conference Rooms 2 Carpet Square Feet —Unobstructed 0 Carpet Square Feet —Obstructed 4,087 Hard Floor Square Feet —Unobstructed 4,986 Hard Floor Square Feet —Obstructed 18,174 Janitor Closets 1 Stairwells 2 Entrances 4 Sidewalk, Patio, Covered Spaces Sq. Ft 2,681 Recycle Bins 1 Sq. Ft Undeveloped Area 9,369 Frequency of Cleaning Monday — Friday Hours Cleaned Between 7:30 p.m. & 8:00 a.m. OTHER Bio Hazardous Waste Container (1) Televisions (4) Examination Rooms (23) Laboratory (1) NOTE 1: One Day Porter Custodian present from 8:00 a.m. to 5:00 p.m. The Laboratory has one concrete floor that requires sealant on an annual basis. NOTE 2: Floor care, Hard surfaces stripped and refinished once annually and scrub and re -coat partial areas once annually. (Corridors and other traffic areas will be top scrubbed semi-annually) Carpets cleaned twice annually. Page 13 RFP — 08-053-MA Custodial Services Custodial Services Facility Data Building Services Maintenance Shop (Item #4) 5 & Avenue J ITEM QUANTITY Elevator, Escalator 0 Phones 4 Offices 2 Work Stations 1 Computers 1 Restrooms 1 Windows (Include Those on Doors) 3 H2O Fountains 0 Conference Rooms 0 Carpet Square Feet —Unobstructed 70 Carpet Square Feet —Obstructed 0 Hard Floor Square Feet —Unobstructed 494 Hard Floor Square Feet —Obstructed 716 Janitor Closets 0 Stairwells 0 Entrances 1 Sidewalk, Patio, Covered Spaces Sq. Ft 64 Recycle Bins 0 Sq. Ft Undeveloped Area 0 Frequency of Cleaning Tuesdays & Fridays Hours Cleaned Between 8:00 a.m. & 5:00 p.m. OTHER Storage Room (1) NOTE 1: Floor care, Hard surfaces stripped and refinished once annually, scrubbed and re -coated once annually. Carpets cleaned twice annually. Page 14 RFP — 08-053-MA Custodial Services Custodial Services Facility Data Police Storage (Property Room) (Item #5) 816 Texas Avenue ITEM QUANTITY Elevator, Escalator 0 Phones 6 Offices 2 Work Stations 6 Computers 3 Restrooms 2 Windows (Include Those on Doors) 3 H2O Fountains 2 Conference Rooms 0 Carpet Square Feet —Unobstructed 0 Carpet Square Feet —Obstructed 416 Hard Floor Square Feet —Unobstructed 0 Hard Floor Square Feet —Obstructed 1,198 Janitor Closets 0 Stairwells 0 Entrances 1 Sidewalk, Patio, Covered Spaces Sq. Ft 0 Recycle Bins 0 Sq. Ft Undeveloped Area 0 Frequency of Cleaning Every Other Wed. Hours Cleaned Between 7:00 a.m. & 12 p.m. Note 1: Floor Care. Hard surface floors, stripped and refinished once annually, scrub and re -coat partial areas once annually. Carpets cleaned twice annually. Page 15 RFP — 08-053-MA Custodial Services Custodial Services Facility Data Fit City (Item #6) 104 Municipal Drive ITEM QUANTITY Elevator, Escalator 0 Phones 1 Offices 0 Work Stations 1 Computers 1 Restrooms 2 Windows (Include Those on Doors) 2 H2O Fountains 0 Conference Rooms 0 Carpet Square Feet —Unobstructed 0 Carpet Square Feet —Obstructed 1,559 Hard Floor Square Feet —Unobstructed 0 Hard Floor Square Feet —Obstructed 395 Janitor Closets 0 Stairwells 0 Entrances 2 Sidewalk, Patio, Covered Spaces Sq. Ft 0 Recycle Bins 0 Sq. Ft Undeveloped Area 0 Frequency of Cleaning Monday through Friday Hours Cleaned From 9:00 p.m. to 8:00 a.m. NOTE 1: Floor care, Hard surfaces stripped and refinished once annually and scrub and re -coat areas annually. Carpets cleaned twice annually Page 16 RFP — 08-053-MA Custodial Services Custodial Services Facility Data Fleet Services (Garaee) (Item #7) 206 Municipal Drive ITEM QUANTITY Elevator, Escalator 0 Phones 12 Offices 5 Work Stations 4 Computers 8 Restrooms 2 Windows (Include Those on Doors) 14 H2O Fountains 0 Conference Rooms 1 Carpet Square Feet —Unobstructed 0 Carpet Square Feet —Obstructed 2,694 Hard Floor Square Feet —Unobstructed 0 Hard Floor Square Feet —Obstructed 2,306 Janitor Closets 0 Stairwells 2 Entrances 2 Sidewalk, Patio, Covered Spaces Sq. Ft 120 Recycle Bins 3 Sq. Ft Undeveloped Area 0 Frequency of Cleaning Monday — Friday Hours Cleaned Between 4:00 p.m. & 8:00 a.m. OTHER Break room (1) Locker Room (1) Waiting Room (1) Showers (1) NOTE 1: Floor Care, Hard surface strip and refinish once annually and scrub and re -coat partial areas once annually (Corridors and other traffic areas will be top scrubbed semi- annually). Carpets cleaned twice annually. Page 17 RFP — 08-053-MA Custodial Services Custodial Services Facility Data Solid Waste Administration (Item #8) 208 Municipal Drive ITEM QUANTITY Elevator, Escalator 0 Phones 13 Offices 7 Work Stations 6 Computers 9 Restrooms 4 Windows (Include Those on Doors) 17 H2O Fountains 1 Conference Rooms I Carpet Square Feet —Unobstructed 0 Carpet Square Feet —Obstructed 1,724 Hard Floor Square Feet —Unobstructed 415 Hard Floor Square Feet —Obstructed 2,788 Janitor Closets 1 Stairwells 1 Entrances 3 Sidewalk, Patio, Covered Spaces Sq. Ft 200 Recycle Bins 3 Sq, Ft Undeveloped Area 0 Frequency of Cleaning Monday — Friday Hours Cleaned Between 4:00 p.m. & 8:00 a.m. OTHER Locker Room (1) NOTE 1: Floor Care, Hard surface strip and refinish once annually and scrub and re -coat partial areas once annually (Corridors and other traffic areas will be top scrubbed semi- annually). Carpets cleaned twice annually. Page 18 RFP — 08-053-MA Custodial Services Custodial Services Facility Data Municipal Hill — Electric Distribution (Item #9) 404 Municipal Drive ITEM QUANTITY Elevator, Escalator 0 Phones 36 Offices 21 Work Stations 10 Computers 12 Restrooms 5 Windows (Include Those on Doors) 39 H2O Fountains 3 Conference Rooms 2 Carpet Square Feet —Unobstructed 11,450 Carpet Square Feet —Obstructed 4,100 Hard Floor Square Feet —Unobstructed 14,000 Hard Floor Square Feet —Obstructed 8,112 Hard Floor Square Feet Obstructed—Subst Crew Room 668 Hard Floor Square Feet Obstructed—Powerline Shop 319 Janitor Closets 1 Stairwells 4 Entrances 5 Sidewalk, Patio, Covered Spaces Sq. fit 3,400 Recycle Bins 0 Sq. Ft Undeveloped Area 1,350 Frequency of Cleaning Monday — Friday Hours Cleaned One Custodian present between 8:00 a.m. to 5:00 p.m. OTHER Stripping, waxing, and re -coating to be done after hours. NOTE 1: Carpets in traffic and public areas require monthly shampooing. NOTE 2: Custodian is also responsible for setting up and taking down tables and chairs for classes, meetings, etc. NOTE 3: Floor Care, Hard surface strip and refinish once annually and scrub and re -coat partial areas once annually (Corridors and other traffic areas will be top scrubbed semi-annually). Carpets cleaned twice annually. Page 19 RFP — 08-053-MA Custodial Services Custodial Services Facility Data Water (Item #10) 406 Municipal Drive ITEM QUANTITY Elevator, Escalator 0 Phones 26 Offices 25 Work Stations I Computers - 19 Restrooms 3 Windows (Include Those on Doors) 15 H2O Fountains I Conference Rooms 1 Carpet Square Feet —Unobstructed 640 Carpet Square Feet —Obstructed 4,724 Hard Floor Square Feet —Unobstructed 480 Hard Floor Square Feet —Obstructed 2,381 Hard Floor Square Feet Obstructed—WU Shop 559 Janitor Closets I Stairwells 0 Entrances 4 Sidewalk, Patio, Covered Spaces Sq. Ft 2,540 Recycle Bins 0 Sq. Ft Undeveloped Area 0 Frequency of Cleaning Monday — Friday Hours Cleaned Between 8:00 a.m. & 5:00 p.m. OTHER Stripping, waxing, and re -coating of floors to be done between 5:00 p.m. & 8:00 a.m. or on weekend. NOTE 1: Floor Care, Hard surface strip and refinish once annually and scrub and re -coat partial areas once annually (Corridors and other traffic areas will be top scrubbed semi- annually). Carpets cleaned twice annually. Page 20 RFP — 08-053-MA Custodial Services Custodial Services Facility Data Pipeline Maintenance (Item #11) 406 Municipal Drive ITEM QUANTITY Elevator, Escalator 0 Phones 8 Offices 8 Work Stations 3 Computers 8 Restrooms 2 Windows (Include Those on Doors) 5 H2O Fountains 2 Conference Rooms (Meeting Rooms) 0 Carpet Square Feet —Unobstructed 0 Carpet Square Feet —Obstructed 818 Hard Floor Square Feet —Unobstructed 441 Hard Floor Square Feet —Obstructed 2,085 Janitor Closets I Stairwells 0 Entrances 2 Sidewalk, Patio, Covered Spaces Sq. Ft 100 Recycle Bins I Sq. Ft Undeveloped Area 0 Frequency of Cleaning Mon through Fri Hours Cleaned Between 8:00 a.m. & 5:00 p.m. NOTE 1: Floor Care, Hard surface strip and refinish once annually and scrub and re -coat partial areas once annually (Corridors and other traffic areas will be top scrubbed semi- annually). Carpets cleaned twice annually. Page 21 RFP — 08-053-MA Custodial Services Custodial Services Facility Data Lubbock Business Center (Item #12) 1301 Broadway ITEM QUANTITY Elevator 2 Phones 155 Offices 134 Work Stations 35 Computers 115 Restrooms 12 Windows (Include Those on Doors) 154 H2O Fountains 5 Conference Rooms (Meeting Rooms) 6 Carpet Square Feet —Unobstructed 9,997 Carpet Square Feet —Obstructed 46,726 Hard Floor Square Feet —Unobstructed 2,427 Hard Floor Square Feet —Obstructed 7,583 Janitor Closets 4 Stairwells 3 Entrances 12 Sidewalk, Patio, Covered Spaces Sq. Ft 800 Recycle Bins 1 Sq. Ft Undeveloped Area 4,000 Frequency of Cleaning One (1) full time day person and night cm Monday —Friday Hours Cleaned Day person Night crew 8:00a.m.-5:00p.m. 5:00 p.m.-8:00a.m. OTHER Storage Rooms (2) Ceiling Air Grills (26) NOTE 1: Custodian is also responsible for setting up and taking down tables and chairs for classes, meetings, etc. NOTE 2: Floor Care, Hard surface strip and refinish once annually and scrub and re -coat partial areas once annually (Corridors and other traffic areas will be top scrubbed semi- annually). Carpets cleaned twice annually. Page 22 RFP — 08-053-MA Custodial Services Custodial Services Facility Data Land Anolication (Item #131 1 Mile East of Loop 289 on Eastt 19�Street ITEM QUANTITY Elevator, Escalator 0 Phones 7 Offices 4 Work Stations I Computers 3 Restrooms 2 Windows (Include Those on Doors) 12 H2O Fountains 1 Conference Rooms (Meeting Rooms) 1 Carpet Square Feet —Unobstructed 0 Carpet Square Feet —Obstructed 900 Hard Floor Square Feet —Unobstructed 0 Hard Floor Square Feet —Obstructed 1,075 Janitor Closets 1 Stairwells 0 Entrances 2 Sidewalk, Patio, Covered Spaces Sq. Ft 20 Recycle Bins 1 Sq. Ft Undeveloped Area 0 Frequency of Cleaning Monday,Wednesday, & Friday Hours Cleaned Between 8:00 a.m. & 5:00 p.m. NOTE 1: Floor Care, Hard surface strip and refinish once annually. Carpets cleaned twice annually. Page 23 RFP — 08-053-MA Custodial Services Custodial Services Facility Data Solid Waste North Landfill (Item #141 Gate House and Maintenance Building 17304 North Fm 2528 ITEM QUANTITY Elevator, Escalator 0 Phones 12 Offices 6 Work Stations 2 Computers 8 Restrooms 4 Windows (Include Those on Doors) 42 H2O Fountains 0 Conference Rooms (Meeting Rooms) 1 Carpet Square Feet —Unobstructed 0 Carpet Square Feet —Obstructed 0 Hard Floor Square Feet —Unobstructed 658 Hard Floor Square Feet —Obstructed 2,893 Janitor Closets 1 Stairwells 0 Entrances 3 Sidewalk, Patio, Covered Spaces Sq. Ft 200 Recycle Bins 8 Sq. Ft Undeveloped Area 0 Frequency of Cleaning Monday — Friday Hours Cleaned After 5:30pm NOTE 1: Floor Care, Hard surface strip and refinish once annually and scrub and re -coat partial areas once annually (Corridors and other traffic areas will be top scrubbed semi- annually). Page 24 RFP — 08-053-MA Custodial Services Custodial Services Facility Data Solid Waste (Old Landfill) (Item #15) 6500 North Avenue P ITEM QUANTITY Elevator, Escalator 0 Phones 5 Offices 3 Work Stations 1 Computers 4 Restrooms 1 Windows (Include Those on Doors) 7 H2O Fountains 0 Conference Rooms 0 Carpet Square Feet —Unobstructed 0 Carpet Square Feet —Obstructed 0 Hard Floor Square Feet —Unobstructed 0 Hard Floor Square Feet —Obstructed 1,032 Janitor Closets 1 Stairwells 0 Entrances 2 Sidewalk, Patio, Covered Spaces Sq. Ft 0 Recycle Bins 1 Sq. Ft Undeveloped Area 0 Frequency of Cleaning Monday — Friday Hours Cleaned After 5:30 p.m. NOTE 1: Floor Care, Hard surface strip and refinish once annually and scrub and re -coat all areas once annually. Page 25 RFP— 08-053-MA Custodial Services Custodial Services Facility Data Water Treatment Offices & Shot) (Item #16) 6001 N. Guava ITEM QUANTITY Elevator, Escalator 2 Phones 27 Offices 20 Work Stations 32 Computers 14 Restrooms 6 Windows (Include Those on Doors) 100 H2O Fountains 4 Conference Rooms, Training Rooms, Lunchrooms 3 Carpet Square Feet —Unobstructed 0 Carpet Square Feet —Obstructed 2,410 Hard Floor Square Feet —Unobstructed 1,637 Hard Floor Square Feet —Obstructed 8,688 Janitor Closets 4 Stairwells 5 Entrances 3 Sidewalk, Patio, Covered Spaces Sq. Ft 1,000 Recycle Bins 3 Sq. Ft Undeveloped Area 0 Frequency of Cleaning Monday — Friday Hours Cleaned Between 8:00 a.m. and 5:00 p.m. NOTE 1: Floor Care, Hard surface strip and refinish once annually and scrub and re -coat partial areas once annually (Corridors and other traffic areas will be top scrubbed semi- annually). Carpets cleaned twice annually. Page 26 RFP — 08-053-MA Custodial Services Custodial Services Facility Data Water Reclamation (Item #17) E. 37 & Guava ITEM QUANTITY Elevator, Escalator 1 Phones 25 Offices 6 Work Stations 9 Computers 23 Restrooms 3 Windows (Include Those on Doors) 216 H2O Fountains 3 Conference Rooms (Meeting Rooms) 2 Carpet Square Feet —Unobstructed 0 Carpet Square Feet —Obstructed 2,969 Hard Floor Square Feet —Unobstructed 2,310 Hard Floor Square Feet —Obstructed 4,620 Janitor Closets 2 Stairwells 1 Entrances 5 Sidewalk, Patio, Covered Spaces Sq. Ft 3,500 Recycle Bins 0 Sq. Ft Undeveloped Area 0 Frequency of Cleaning Daily, Mon through Friday Hours Cleaned Between 8:00 a.m. & 5:00 p.m. NOTE 1: Floor Care, Hard surface strip and refinish once annually and scrub and re -coat partial areas once annually (Corridors and other traffic areas will be top scrubbed semi- annually). Carpets cleaned twice annually. Page 27 RFP — 08-053-MA Custodial Services Custodial Services Facility Data Water Reclamation Shop (Item #17A) E. 37'n & Guava ITEM QUANTITY Elevator, Escalator 0 Phones Offices Work Stations Computers Restrooms Windows (Include Those on Doors) H2O Fountains Conference Rooms (Meeting Rooms) Carpet Square Feet —Unobstructed Carpet Square Feet —Obstructed Hard Floor Square Feet —Unobstructed Hard Floor Square Feet —Obstructed Janitor Closets Stairwells Entrances Sidewalk, Patio, Covered Spaces Sq. Ft Recycle Bins Sq. Ft Undeveloped Area Frequency of Cleaning Daily, Mon through Friday Hours Cleaned Between 8:00 a.m. & 5:00 p.m. NOTE 1: Floor Care, Hard surface strip and refinish once annually and scrub and re -coat partial areas once annually (Corridors and other traffic areas will be top scrubbed semi- annually). Carpets cleaned twice annually. Page 28 RFP — 08-053-MA Custodial Services Custodial Services Facility Data Mazzle Treio Super -Center (Item #18) 3200 Amherst ITEM QUANTITY Elevator, Escalator 0 Phones 5 Offices 4 Work Stations 1 Computers 2 Restrooms 4 Windows (Include Those on Doors) 38 7 sections of 12 H2O Fountains 1 Conference Rooms (Meeting Rooms) 3 Carpet Square Feet —Unobstructed 0 Carpet Square Feet —Obstructed 1,502 Hard Floor Square Feet —Unobstructed 2,000 Hard Floor Square Feet —Obstructed 7,118 Janitor Closets 1 Stairwells 0 Entrances 1 Sidewalk, Patio, Covered Spaces Sq. Ft 0 Recycle Bins 0 Sq. Ft Undeveloped Area 0 Frequency of Cleaning Monday — Friday Hours Cleaned Between 10:00 p.m. & 7:00 a.m. OTHER Kitchen (1) Televisions (1) Concession (1) NOTE 1: Custodian(s) is also responsible for setting up and taking down tables and chairs for classes, meetings, etc. NOTE 2: Floor Care, Hard surface strip and refinish once annually and scrub and re -coat all floors once annually. Carpets cleaned twice annually. Page 29 RFP — 08-053-MA Custodial Services Custodial Services Facility Data Mae Simmons CommunityCenter (Item #19) 23'" & Oak ITEM QUANTITY Elevator, Escalator 0 Phones 3 Offices 1 Work Stations 1 Computers 1 Restrooms 2 Windows (Include Those on Doors) 67 H2O Fountains 1 Conference Rooms (Meeting Rooms) 3 Carpet Square Feet —Unobstructed 0 Carpet Square Feet —Obstructed 336 Hard Floor Square Feet —Unobstructed 1,020 Hard Floor Square Feet —Obstructed 5,177 Janitor Closets 1 Stairwells 0 Entrances 1 Sidewalk, Patio, Covered Spaces Sq. Ft 0 Recycle Bins 0 Sq. Ft Undeveloped Area 0 Frequency of Cleaning Monday — Friday Hours Cleaned Between 10:00 p.m. & 7:00 a.m. OTHER Kitchen (1) Concession Stand (1) NOTE 1: Custodian(s) is also responsible for setting up and taking down tables and chairs for classes, meetings, etc. NOTE 2: Floor Care, Hard surface strip and refinish once annually and scrub and re -coat all floors once annually. Carpets cleaned twice annually. Page 30 RFP — 03-053-MA Custodial Services Custodial Services Facility Data Mae Simmons Senior Center (Item #20) 2004 Oak ITEM QUANTITY Elevator, Escalator 0 Phones 2 Offices 1 Work Stations 1 Computers 1 Restrooms 2 Windows (Include Those on Doors) 10 H2O Fountains 1 Conference Rooms (Meeting Rooms) 3 Carpet Square Feet —Unobstructed 0 Carpet Square Feet —Obstructed 763 Hard Floor Square Feet —Unobstructed 96 Hard Floor Square Feet —Obstructed 1,969 Janitor Closets 1 Stairwells 0 Entrances 1 Sidewalk, Patio, Covered Spaces Sq. Ft 0 Recycle Bins 0 Sq. Ft Undeveloped Area 0 Frequency of Cleaning Monday — Friday Hours Cleaned Between 10:00 p.m. & 7:00 a.m. OTHER Kitchen (1) NOTE 1: Custodian(s) is also responsible for setting up and taking down tables and chairs for classes, meetings, etc. NOTE 2: Floor Care, Hard surface strip and refinish once annually and scrub and re -coat all floors once annually. Carpets cleaned twice annually. Page 31 RFP - 08-053-MA Custodial Services Custodial Services Facility Data Lubbock Senior Citizens Center (Item #21) 2001 19Street ITEM QUANTITY Elevator, Escalator 0 Phones 5 Offices 3 Work Stations 2 Computers 2 Restrooms 4 Windows (Include Those on Doors) 152 H2O Fountains 2 Conference Rooms (Meeting Rooms) 5 Carpet Square Feet —Unobstructed 92 Carpet Square Feet —Obstructed 6,405 Hard Floor Square Feet —Unobstructed 517 Hard Floor Square Feet —Obstructed 7,960 Janitor Closets 2 Stairwells 0 Entrances 3 Sidewalk, Patio, Covered Spaces Sq. Ft 0 Recycle Bins 0 Sq. Ft Undeveloped Area 0 Frequency of Cleaning Sunday —Friday Hours Cleaned Between 10:00 p.m. d 7:00 a.m. OTHER Kitchen (1) NOTE 1: On Thursday, needs to be cleaned after 10:30 p.m. After cleaning, all tables will need to be put back in their original place. NOTE 2: Custodian(s) is also responsible for setting up and taking down tables and chairs for classes, meetings, etc. On Thursdays the custodians are required to be there between 1:00 p.m. and 3:00 p.m. to remove all tables and chairs, sweep, and mop the cafeteria and clean the restrooms. NOTE 3: Floor Care, Hard surface strip and refinish once annually and scrub and re -coat all floors once annually. Carpets cleaned twice annually. Page 32 RFP — 08-053-MA Custodial Services Custodial Services Facility Data Maxey Community Center (Item #22) 30 & Oxford ITEM QUANTITY Elevator, Escalator 0 Phones 3 Offices 1 Work Stations 1 Computers 1 Restrooms 3 Windows (Include Those on Doors) 18 H2O Fountains 1 Conference Rooms (Meeting Rooms) 4 Carpet Square Feet —Unobstructed 0 Carpet Square Feet —Obstructed 532 Hard Floor Square Feet —Unobstructed 430 Hard Floor Square Feet —Obstructed 3,532 Janitor Closets 1 Stairwells 0 Entrances 1 Sidewalk, Patio, Covered Spaces Sq. Ft 500 Recycle Bins 0 Sq. Ft Undeveloped Area 0 Frequency of Cleaning Monday — Friday Hours Cleaned Between 10:00 p.m. & 7:00 a.m. OTHER Kitchen (1) Televisions (1) NOTE 1: Custodian(s) is also responsible for setting up and taking down tables and chairs for classes, meetings, etc. NOTE 2: Floor Care, Hard surface strip and refinish once annually and scrub and re -coat all floors once annually. Carpets cleaned twice annually. Page 33 RFP — 08-053-MA Custodial Services Custodial Services Facility Data Hodaes Community Center (Item #23) 4011 University ITEM QUANTITY Elevator, Escalator 0 Phones 3 Offices 1 Work Stations 1 Computers 1 Restrooms 2 Windows (Include Those on Doors) 57 H2O Fountains 1 Conference Rooms (Meeting Rooms) 3 Carpet Square Feet —Unobstructed 0 Carpet Square Feet —Obstructed 165 Hard Floor Square Feet —Unobstructed 1,021 Hard Floor Square Feet —Obstructed 5,317 Janitor Closets 1 Stairwells 0 Entrances 2 Sidewalk, Patio, Covered Spaces Sq. Ft 0 Recycle Bins 0 Sq. Ft Undeveloped Area 0 Frequency of Cleaning Monday — Friday Hours Cleaned Between 10:00 p.m. & 7:00 a.m. OTHER Kitchen (1) Televisions (1) NOTE 1: Custodian(s) is also responsible for setting up and taking down tables and chairs for classes, meetings, etc. NOTE 2: Floor Care, Hard surface strip and refinish once annually and scrub and re -coat all floors once annually. Carpets cleaned twice annually. Page 34 RFP — 08-053-MA Custodial Services Custodial Services Facility Data Couaer Rawlings (Item #24) 40 & Avenue B ITEM QUANTITY Elevator, Escalator 0 Phones 3 Offices 2 Work Stations 1 Computers 1 Restrooms 2 Windows (Include Those on Doors) 15 H2O Fountains I Conference Rooms (Meeting Rooms) 3 Carpet Square Feet —Unobstructed 0 Carpet Square Feet —Obstructed 0 Hard Floor Square Feet —Unobstructed 531 Hard Floor Square Feet —Obstructed 4,429 Janitor Closets l Stairwells 0 Entrances 3 Sidewalk, Patio, Covered Spaces Sq. Ft 0 Recycle Bins 0 Sq. Ft Undeveloped Area 0 Frequency of Cleaning Monday -Friday Hours Cleaned Between 10:00 p.m. & 7:00 a.m. OTHER Kitchen(1) Televisions (l ) NOTE 1: Custodian(s) is also responsible for setting up and taking down tables and chairs for classes, meetings, etc. NOTE 2: Floor Care, Hard surface strip and refinish once annually and scrub and re -coat all floors once annually. Page 35 RFP — 08-053-MA Custodial Services Custodial Services Facility Data Godeke Library (Item #25) 6601 Quaker Avenue ITEM QUANTITY Elevator, Escalator 0 Phones 5 Offices 1 Work Stations 8 Computers 13 Restrooms 4 Windows (Include Those on Doors) 28 H2O Fountains 2 Conference Rooms 1 Carpet Square Feet —Unobstructed 0 Carpet Square Feet —Obstructed 9,641 Hard Floor Square Feet —Unobstructed 575 Hard Floor Square Feet —Obstructed 725 Janitor Closets 1 Stairwells 0 Entrances 3 Sidewalk, Patio, Covered Spaces Sq. Ft 904 Recycle Bins 0 Sq. Ft Undeveloped Area 0 Frequency of Cleaning Mon through Sat Hours Cleaned Between 9:00 p.m. & 8:00 a.m. OTHER Break Room (1) [Carpeted] NOTE 1: Custodian(s) is also responsible for setting up and taking down tables and chairs for classes, meetings, etc. NOTE 2: Floor Care, Hard surface strip and refinish once annually and scrub and re -coat partial areas once annually. Carpets cleaned twice annually. Page 36 RFP — 08-053-MA Custodial Services Custodial Services Facility Data Safety City (Item #26) 46 & Avenue U ITEM QUANTITY Elevator, Escalator 0 Phones 2 Offices 2 Work Stations 2 Computers I Restrooms 4 Windows (Include Those on Doors) 16 H2O Fountains 1 Conference Rooms (Meeting Rooms) I Carpet Square Feet —Unobstructed 0 Carpet Square Feet —Obstructed 1,129 Hard Floor Square Feet —Unobstructed 322 Hard Floor Square Feet —Obstructed 115 Janitor Closets 1 Stairwells 0 Entrances 2 Sidewalk, Patio, Covered Spaces Sq. Ft 424 Recycle Bins I Sq. Ft Undeveloped Area 0 Frequency of Cleaning Monday — Friday Hours Cleaned Between 10:00 p.m. & 7:00 a.m. OTHER Television (1) VCR (1) Answering Machine (1) Kitchen (1) NOTE 1: Floor care, Hard surfaces stripped and refinished once annually and scrub and re -coat partial areas once annually. Carpets cleaned twice annually. Page 37 RFP — 08-053-MA Custodial Services Custodial Services Facility Data Buddy Holly Center (Item #27) 1801 Avenue G ITEM QUANTITY Elevator, Escalator 0 Phones 10 Offices 2 Work Stations 4 Computers 7 Restrooms 2 Windows (Include Those on Doors) 46 H2O Fountains 1 Conference Rooms (Meeting Rooms) 1 Carpet Square Feet —Unobstructed 0 Carpet Square Feet —Obstructed 4,018 Hard Floor Square Feet —Unobstructed 1,506 Hard Floor Square Feet —Obstructed 4,521 Janitor Closets I Stairwells 0 Entrances 2 Flower beds 9 Sidewalk, Patio, Covered Spaces Sq. Ft 6,770 Recycle Bins 0 Sq. Ft Undeveloped Area 0 Frequency of Cleaning Mon, Wed, Thurs, Fri, 9, Sat Hours Cleaned Between 8:00 a.m. & 10:00 a.m. OTHER Gallery (5) Gift Shop (1) Classroom (1) Theater (1) Kitchen (1) NOTE 1: Floor Care, Hard surface strip and refinish once annually and scrub and re -coat all floors once annually. Carpets cleaned twice annually. Page 38 RFP — 08-053-MA Custodial Services Custodial Services Facility Data Carden and Arts Center (Item 428) 4215 University ITEM QUANTITY Elevator, Escalator 0 Phones 5 Offices 1 Work Stations 1 Computers 0 Restrooms 2 Windows (Include Those on Doors) 40 H2O Fountains i Conference Rooms (Meeting Rooms) 4 Carpet Square Feet —Unobstructed 0 Carpet Square Feet —Obstructed 704 Hard Floor Square Feet —Unobstructed 1,167 Hard Floor Square Feet —Obstructed 4,861 Janitor Closets 1 Stairwells 0 Entrances 2 Sidewalk, Patio, Covered Spaces Sq. Ft 147 Recycle Bins 0 Sq. Ft Undeveloped Area 0 Frequency of Cleaning Monday — Friday Hours Cleaned Between 8:00 a.m. & 10:00 a.m. OTHER Kitchen (1) Televisions (1) VCR (1) Studio/Classroom (1) NOTE 1: Floor Care, Hard surface strip and refinish once annually and scrub and re -coat all floors once annually. Carpets cleaned twice annually. Page 39 RFP — 08-053-MA Custodial Services Custodial Services Facility Data Groves Branch Library (item 429) 552019 Street ITEM QUANTITY Elevator, Escalator 0 Phones 8 Offices 1 Work Stations 5 Computers 14 Restrooms 3 Windows (Include Those on Doors) 15 H2O Fountains 1 Conference Rooms (Meeting Rooms) 1 Carpet Square Feet —Unobstructed 0 Carpet Square Feet —Obstructed 9,076 Hard Floor Square Feet —Unobstructed 440 Hard Floor Square Feet —Obstructed 568 Janitor Closets 1 Stairwells 0 Entrances 6 Sidewalk, Patio, Covered Spaces Sq. Ft 0 Recycle Bins 4 Sq. Ft Undeveloped Area 0 Frequency of Cleaning Mon through Sat Hours Cleaned Between 9:00 p.m. & 8:00 a.m. NOTE 1: Custodian(s) is also responsible for setting up and taking down tables and chairs for classes, meetings, etc. NOTE 2: Floor care, Hard surfaces stripped and refinished once annually and scrub and re -coat partial areas once annually. Carpets cleaned twice annually. Page 40 RFP — 08-053-MA Custodial Services Custodial Services Facility Data Patterson Branch Library (Item #30) 1836 Parkway ITEM QUANTITY Elevator, Escalator 0 Phones 8 Offices 1 Work Stations 5 Computers 22 Restrooms 3 Windows (Include Those on Doors) 15 H2O Fountains 1 Conference Rooms (Meeting Rooms) 1 Carpet Square Feet —Unobstructed 0 Carpet Square Feet —Obstructed 9,076 Hard Floor Square Feet —Unobstructed 440 Hard Floor Square Feet —Obstructed 568 Janitor Closets 1 Stairwells 0 Entrances 6 Sidewalk, Patio, Covered Spaccs Sq. Ft 0 Recycle Bins 4 Sq. Ft Undeveloped Area 0 Frequency of Cleaning Mon through Sat Hours Cleaned Between 9:00 p.m. & 8:00 a.m. NOTE 1: Custodian(s) is also responsible for setting up and taking down tables and chairs for classes, meetings, etc. NOTE 2: Floor care, Hard surfaces stripped and refinished once annually and scrub and re -coat partial areas once annually. Carpets cleaned twice annually. Page 41 RFP — 08-053-MA Custodial Services Custodial Services Facility Data Tennis Center (Item #31) 3030 66'" Street ITEM QUANTITY Elevator, Escalator 0 Phones 3 Offices 1 Work Stations I Computers 1 Restrooms 2 Windows (Include Those on Doors) 14 H2O Fountains 1 Conference Rooms (Meeting Rooms) 0 Carpet Square Feet —Unobstructed 0 Carpet Square Feet —Obstructed 1,105 Hard Floor Square Feet —Unobstructed 0 Hard Floor Square Feet —Obstructed 595 Janitor Closets 1 Stairwells 0 Entrances 2 Sidewalk, Patio, Covered Spaces Sq. Ft 0 Recycle Bins I Sq. Ft Undeveloped Area 0 Frequency of Cleaning Monday/Thursday Hours Cleaned Between 8:00 a.m. and 1 I :00 a.m. NOTE 1: Floor care, Carpets cleaned twice annually. Page 42 RFP — 0"53-MA Custodial Services Custodial Services Facility Data Traffic Siens & Sienals (Item ##32) 202 Municipal Drive ITEM QUANTITY Elevator, Escalator 0 Phones 9 Offices 1 Work Stations 4 + 22 Test Areas Computers 4 Restrooms 2 Windows (Include Those on Doors) 16 H2O Fountains 2 Conference Rooms (Meeting Rooms) 1 Carpet Square Feet —Unobstructed 0 Carpet Square Feet —Obstructed 114 Hard Floor Square Feet —Unobstructed 0 Hard Floor Square Feet —Obstructed 6,088 Janitor Closets 1 Stairwells 0 Entrances 7 Sidewalk, Patio, Covered Spaces Sq. Ft 700 Recycle Bins 0 Sq. Ft Undeveloped Area 0 Frequency of Cleaning Mon., Wed., Fri. Hours Cleaned Between 8:00 a.m. & 5:00 p.m. NOTE 1: Floor care, Hard surfaces stripped and refinished once annually and scrub and re -coat partial areas once annually. Carpets cleaned twice annually. Page 43 RFP — 08-053-MA Custodial Services Custodial Services Facility Data Landwer Party House 033) 2525 Canyon Lake Drive ITEM QUANTITY Elevator, Escalator 0 Phones 1 Offices 0 Work Stations 1 Computers 0 Restrooms 2 Windows (Include Those on Doors) 15 H2O Fountains 1 Conference Rooms (Meeting Rooms) 0 Carpet Square Feet 0 Hard Floor Square Feet —Unobstructed 2,290 Janitor Closets 1 Stairwells 0 Entrances 2 Sidewalk, Patio, Covered Spaces Sq. Ft 2,800 Recycle Bins 0 Sq. Ft Undeveloped Area 0 Frequency of Cleaning Daily/As Needed Hours Cleaned Between 12:00 a.m. & 10:00 a.m. OTHER Kitchen (1) NOTE 1: Floor Care, Hard surface strip and refinish once annually and scrub and re -coat once annually. Page 44 RFP — 08-053-MA Custodial Services Custodial Services Facility Data Mahon Party House (Item #34) 299'"+& Chicago ITEM QUANTITY Elevator, Escalator 0 Phones I Offices 0 Work Stations I Computers 0 Restrooms 2 Windows (Include Those on Doors) 2 H2O Fountains 1 Conference Rooms (Meeting Rooms) 0 Carpet Square Feet 0 Hard Floor Square Feet —Unobstructed 1,465 Janitor Closets 0 Stairwells 0 Entrances 2 Sidewalk, Patio, Covered Spaces Sq. Ft 0 Recycle Bins 0 Sq. Ft Undeveloped Area 0 Frequency of Cleaning Daily/As Needed Hours Cleaned Between 12:00 a.m. & 10:00 a.m. OTHER Kitchen (1) Page 45 RFP — 08-053-MA Custodial Services Custodial Services Facility Data Outdoor Center Party House (Item #35) E. Broadway Entrance to Mackenzie Park ITEM QUANTITY Elevator, Escalator 0 Phones 0 Offices 0 Work Stations 0 Computers 0 Restrooms 2 Windows (Include Those on Doors) 55 H2O Fountains 0 Conference Rooms (Meeting Rooms) 0 Carpet Square Feet 0 Hard Floor Square Feet —Unobstructed 1,510 Janitor Closets 1 Stairwells 0 Entrances 2 Sidewalk, Patio, Covered Spaces Sq. Ft 0 Recycle Bins 0 Sq. Ft Undeveloped Area 0 Frequency of Cleaning Daily/As Needed Hours Cleaned Between 12:00 a.m. & 10:00 a.m. Page 46 RFP — 08-053-MA Custodial Services Custodial Services Facility Data Lou Stubbs Party House (Item 436) -- 6 & Avenue N ITEM QUANTITY Elevator, Escalator 0 Phones 1 Offices 0 Work Stations 0 Computers 0 Restrooms 2 Windows (Include Those on Doors) 16 H2O Fountains 0 Conference Rooms (Meeting Rooms) 0 Carpet Square Feet 0 Hard Floor Square Feet —Unobstructed 1,520 Janitor Closets 1 Stairwells 0 Entrances 2 Sidewalk, Patio, Covered Spaces Sq. Ft 600 Recycle Bins 0 Sq. Ft Undeveloped Area 0 Frequency of Cleaning Daily/As Needed Hours Cleaned Between 12:00 a.m. & 10:00 a.m. OTHER Kitchen (1) Page 47 RFP — 08-053-MA Custodial Services Custodial Services Facility Data K.N. Claan Party House (Item #37) 46'"& Avenue U ITEM QUANTITY Elevator, Escalator 0 Phones 1 Offices 0 Work Stations 0 Computers 0 Restrooms 2 Windows (Include Those on Doors) 12 H2O Fountains 0 Conference Rooms (Meeting Rooms) 0 Carpet Square Feet 0 Hard Floor Square Feet —Unobstructed 1,305 Janitor Closets 1 Stairwells 0 Entrances 2 Sidewalk, Patio, Covered Spaces Sq. Ft 625 Recycle Bins 0 Sq. Ft Undeveloped Area 0 Frequency of Cleaning Daily/As Needed Hours Cleaned Between 12:00 a.m. & 10:00 a.m. OTHER Kitchen (1) Page 48 RFP — 08-053-MA Custodial Services Custodial Services Facility Data A B. Davis Party House (Item #38) 42' & Nashville ITEM QUANTITY Elevator, Escalator 0 Phones I Offices 0 Work Stations 0 Computers 0 Restrooms 2 Windows (Include Those on Doors) 18 H2O Fountains 0 Conference Rooms (Meeting Rooms) 0 Carpet Square Feet 0 Hard Floor Square Feet —Unobstructed 1,520 Janitor Closets 1 Stairwells 0 Entrances 2 Sidewalk, Patio, Covered Spaces Sq. Ft 600 Recycle Bins 0 Sq. Ft Undeveloped Area 0 Frequency of Cleaning Daily/As Needed Hours Cleaned Between 12:00 a.m. & 10:00 a.m. OTHER Kitchen(1) Page 49 RFP - 08-053-MA Custodial Services Custodial Services Facility Data Historic St. Paul's on the Plains (Item #39) 4011 University Avenue ITEM QUANTITY Elevator, Escalator 0 Phones 0 Offices 0 Work Stations 0 Computers 0 Restrooms 2 Windows (Include Those on Doors) 14 H2O Fountains 0 Conference Rooms (Meeting Rooms) 1 Carpet Square Feet 0 Hard Floor Square Feet —Obstructed 850 Janitor Closets 0 Stairwells 0 Entrances 2 Sidewalk, Patio, Covered Spaces Sq. Ft 1,000 Recycle Bins 0 Sq. Ft Undeveloped Area 0 Frequency of Cleaning Daily/As Needed Hours Cleaned Between 12:00 a.m. d 10:00 a.m. NOTE l: Custodian is also responsible for setting up and taking down tables and chairs for classes, meetings, etc. Page 50 RFP — 08-053-MA Custodial Services Custodial Services Facility Data Streets Offices (Item #40) 502 North I27 ITEM QUANTITY Elevator, Escalator 0 Phones 9 Offices 7 Work Stations 1 Computers 8 Restrooms 1 Windows (Include Those on Doors) 12 H2O Fountains 0 Conference Rooms (Meeting Rooms) 1 Carpet Square Feet —Obstructed 1,241 Hard Floor Square Feet —Obstructed 498 Janitor Closets 0 Stairwells 0 Entrances 2 Sidewalk, Patio, Covered Spaces Sq. Ft 450 Recycle Bins 8 Sq. Ft Undeveloped Area 0 Frequency of Cleaning Daily M-F Hours Cleaned Between 8:00 a.m. & 5:00 p.m. NOTE 1: Floor care: Carpets cleaned twice annually. Page 51 UP — 08-053-MA Custodial Services Custodial Services Facility Data LP&L Transformer Shon (Item #41) 240 Municipal Drive ITEM QUANTITY Elevator, Escalator 0 Phones 2 Offices 2 Work Stations 0 Computers 1 Restrooms 1 Windows (Include Those on Doors) 15 H2O Fountains 1 Conference Rooms (Meeting Rooms) 0 Carpet Square Feet —Obstructed 0 Hard Floor Square Feet —Obstructed 1,418 Janitor Closets 0 Stairwells 0 Entrances 2 Sidewalk, Patio, Covered Spaces Sq. Ft 500 Recycle Bins 2 Sq. Ft Undeveloped Area 0 Frequency of Cleaning Mon, Wed, & Fri Hours Cleaned Between 8:00 a.m. & 5:00 p.m. NOTE 1: Floor Care, Hard surface strip and refinish once annually and scrub and re -coat once annually. Page 52 RFP — 08-053-MA Custodial Services Custodial Services Facility Data LP&L Branch (Item #43) 82 & Slide Lowes Supermarket ITEM QUANTITY Elevator, Escalator 0 Phones 5 Offices 1 Work Stations 5 Computers 3 Restrooms 1 Windows (Include Those on Doors) l H2O Fountains 0 Conference Rooms (Meeting Rooms) 0 Carpet Square Feet Unobstructed 0 Carpet Square Feet ---Obstructed 756 Hard Floor Square Feet —Unobstructed 0 Hard Floor Square Feet Obstructed 35 Janitor Closets 0 Stairwells 0 Entrances 2 Sidewalk, Patio, Covered Spaces Sq. Ft 0 Recycle Bins 0 Sq. Ft Undeveloped Area 0 Frequency of Cleaning Mon through Fri Hours Cleaned Between 6:00 p.m. & I I :00 P.M. NOTE 1: Clean exterior windows once a month Page 53 RFP - 08-053-MA Custodial Services Custodial Services Facility Data Mahon Library (Item #44) 1306 9'Street ITEM QUANTITY Elevator, Escalator 2 Phones 34 Offices 16 Work Stations 41 Computers 56 Restrooms 7 Windows (Include Those on Doors) 122 H2O Fountains 4 Conference Rooms (Meeting Rooms) 4 Carpet Square Feet Unobstructed 1,571 Carpet Square Feet ---Obstructed 30,231 Hard Floor Square Feet —Unobstructed 571 Hard Floor Square Feet Obstructed 16,553 Janitor Closets 2 Stairwells 3 Entrances 3 Sidewalk, Patio, Covered Spaces Sq. Ft 16,362 Recycle Bins 10 Sq. Ft Undeveloped Area 0 Frequency of Cleaning Seven days a week Hours Cleaned Basement & 2" floor cleaned between 5:00 p.m & 8:OOam I" Floor cleaned between 9:00 p.m. & 8:00 a.m. Mon — Thur and between 6:00 pm and 8:00 am Friday, Saturday & Sunday NOTE 1: Floor care, Hard surfaces stripped and refinished once annually and scrub and re -coat areas annually. Carpets cleaned twice annually. Carpets cleaned every three months Custodial Services Facility Data Page 54 RFP — 08-053-MA Custodial Services NOTE 1: Silent Wings Museum (Item #45) 6202 N I-H 27 ITEM QUANTITY Elevator, Escalator 0 Phones 8 Offices 4 Work Stations 2 Computers 6 Restrooms 4 Windows (Include Those on Doors) 35 H2O Fountains 1 2 Conference Rooms (Meeting Rooms) 1 Carpet Square Feet Unobstructed 0 Carpet Square Feet ---Obstructed 9,950 Hard Floor Square Feet —Unobstructed 5,355 Hard Floor Square Feet Obstructed 0 Janitor Closets 1 Stairwells 0 Entrances 2 Sidewalk, Patio, Covered Spaces Sq. Ft 200 Recycle Bins 0 Sq. Ft Undeveloped Area 0 Frequency of Cleaning Tue through Fri Hours Cleaned 1- Day person working from 8:00 a.m. & 5:00 p.m. Mondays are set aside for all carpet and floor care Floor care, Hard surfaces stripped and refinished once annually and scrub and re -coat areas annually. Carpets cleaned twice annually Custodial Services Facility Data Page 55 RFP — 08-053-MA Custodial Services Animal Shelter (Item #46) 401 N Ash ITEM QUANTITY Elevator, Escalator 0 Phones 1 Offices 0 Work Stations 1 Computers 1 Restrooms 2 Windows (Include Those on Doors) 2 H2O Fountains 0 Conference Rooms (Meeting Rooms) 0 Carpet Square Feet Unobstructed 0 Carpet Square Feet ---Obstructed 0 Hard Floor Square Feet —Unobstructed 0 Hard Floor Square Feet Obstructed 2,275 Janitor Closets 0 Stairwells 0 Entrances 2 Sidewalk, Patio, Covered Spaces Sq. Ft 0 Recycle Bins 0 Sq. Ft Undeveloped Area 0 Frequency of Cleaning Mon through Fri Hours Cleaned Between 8:00 a.m. & 5:00 p.m. NOTE 1: Floor care, Hard surfaces stripped and refinished once annually and scrub and re -coat areas annually. Carpets cleaned twice annually Custodial Services Facility Data Page 56 RFP -- 08-053-MA Custodial Services Animal Shelter Admin (Item #47) 201 N Ash ITEM QUANTITY Elevator, Escalator 0 Phones 1 Offices 0 Work Stations 1 Computers 1 Restrooms 2 Windows (Include Those on Doors) 2 H2O Fountains 0 Conference Rooms (Meeting Rooms) 0 Carpet Square Feet Unobstructed 0 Carpet Square Feet ---Obstructed 1,559 Hard Floor Square Feet —Unobstructed 0 Hard Floor Square Feet Obstructed 4,082 Janitor Closets 0 Stairwells 0 Entrances 2 Sidewalk, Patio, Covered Spaces Sq. Ft 0 Recycle Bins 0 Sq. Ft Undeveloped Area 0 Frequency of Cleaning Mon through Fri Hours Cleaned Between 8:00 a.m. & 5:00 p.m NOTE 1: Floor care, Hard surfaces stripped and refinished once annually and scrub and re -coat areas annually. Carpets cleaned twice annually Custodial Services Facility Data Cemetery Offices (Item #481 2011 E 31 ST ITEM QUANTITY Elevator, Escalator 0 Phones 1 Offices 0 Page 57 RFP — 08-053-MA Custodial Services Work Stations 1 Computers 1 Restrooms 2 Windows (Include Those on Doors) 2 H2O Fountains 0 Conference Rooms (Meeting Rooms) 0 Carpet Square Feet Unobstructed 0 Carpet Square Feet ---Obstructed 1,559 Hard Floor Square Feet —Unobstructed 0 Hard Floor Square Feet Obstructed 395 Janitor Closets 0 Stairwells 0 Entrances 2 Sidewalk, Patio, Covered Spaces Sq. Ft 0 Recycle Bins 0 Sq. Ft Undeveloped Area 0 Frequency of Cleaning Mon through Fri Hours Cleaned Between 8:00 a.m. & 5:00 p.m. NOTE 1: Floor care, Hard surfaces stripped and refinished once annually and scrub and re -coat areas annually. Carpets cleaned twice annually Custodial Services Facility Data LP&L Electric Production (Item #49) 3500 East Slaton Hwy (Hwy 84E) ITEM QUANTITY Elevator, Escalator 0 Phones 11 Offices 7 Work Stations 0 Page 58 RFP — 08-053-MA Custodial Services Computers 6 Restrooms I Windows (Include Those on Doors) 10 H2O Fountains I Conference Rooms (Meeting Rooms I Carpet Square Feet Unobstructed 500 Carpet Square Feet ---Obstructed 1,000 Hard Floor Square Feed ---Unobstructed 100 Hard Floor Square Feet Obstructed 100 Janitor Closets I Stairwells 0 Entrances I Sidewalk, Patio Covered Spaces Sq. Ft 300 Recycle Bins 0 Sq. Ft Undeveloped Area 0 Frequency of Cleaning Twice Monthl i Hours Cleaned Between 8 a.m. & 5:00 p.m. Note l: Floor care, Hard surfaces stripped and refinished once annually and scrub and re -coat areas annually. Carpets cleaned twice annually EXHIBIT A Custodial Services CITY OF LUBBOCK,'fEXAS The contractor having examined the Specifications, and being familiar with the conditions to be met, hereby submits the following pricing for furnishing the material, equipment, labor and everything necessary for providing the item listed below and agrees to deliver said items at the locations and for the prices set forth on this form. ITEM LOCATION SQUARE MONTHLY MONTHLY FOOTAGE CONTRACT S.F. CONTRACT TOTAL (A) RATE RATE (B) (A X B=) I Municipal Square, 916'reas Avenue 104,196 $0.1360 $14,173.00 IA. Parks and Recreation Offices 7,625 $0.1218 $ 929.00 2 Municipal Building, (City Hall) 1625 13 Street 85,167 $0.1238 $10,542.00 3 1leaith Department, 19i12 Texas Avenue 30,247 $0. 1925 $5,823.00 4 Building Services Maintenance Shop, 5" & 1,280 $0.1023 $131.00 Avenue J Page 59 RFP - 08-053-MA Custodial Services 5. Police Storage(Property), 816 Texas Avenue 1,614 $0.0688 $11 1.00 6. Fit City, 201 N Ash 1,954 $0.1760 $344.00 7. Fleet Services (Garage). 206 Municipal Drive 5,000 $0.1206 $603.00 8. Solid Waste (Administration), 208 Municipal Drive 4,927 $0.1210 $596.00 9. Municipal Hill (Electric Distribution), 404 Municipal Drive 14,606 $0.1472 $2,150.00 10, Water, 406 Municipal Drive 8,784 $0.1372 $1,205.00 [ I. Pipeline Maintenance, 406 Municipal Drive 3,344 $0.1603 $536.00 12, Lubbock Business Center, 1301 Broadway 66,733 $0.1273 $8,492.00 13. Land Application, I Mile East of Loop 289 on East 19th Street 1,975 $0.1352 $267.00 14. Solid Waste (North Landfill), 17304 North FM 2528 3,551 $0.2588 $919.00 15, Solid Waste (Old landfill), 6500 North Avenue P 1,032 $0,3353 $346.00 16. Water Treatment Plant, 6001 North Guava 12,050 $0.1341 $1,616.00 17. Water Reclamation Plant, East 37th & Guava 9,899 $0.1423 $1,409.00 17A. Water Rec. Shop East 37th & Guava 171 $1.4561 $249.00 18. Maggie Trejo Super center, 3200 Amherst 10,620 $0,1341 $1,424.00 19. Mae Simmons Community Center, 23rd & Oak 6,533 $0.1232 $805.00 20. Mae Simmons Senior Center, 2004 Oak 2,828 $0.1453 $41 1.00 21. Lubbock Senior Citizens Center, 2001 19th Street 14,974 $0.1713 $2,565.00 22. Maxey Community Center, 30th & Oxford 4,494 $0.2063 $927.00 23. Hodge Community center, 4011 University 6,503 $0.1478 $961.00 24. Cooper Rawlings, 40th & Avenue B 4,960 $0.1778 $882.00 EXHIBIT A Custodial Services CITY OF LUBBOCK, TEXAS ITEM LOCATION SQUARE FOOTAGE (A) MONTHLY CONTRACT S.F. RATE (B) MONTHLY CONTRACT TOTAL RATE (A X B=) 25. Godeke Library, 6601 Quaker Avenue 10,941 $0.1549 $1,695.00 26. Safety City, 46th & Avenue U 1,566 $0.2037 $319.00 27. Buddy Holly Center, 1801 Avenue G 10,045 $0.1585 $1,592.00 28. Garden & Arts Center 4215 University 6,732 $0.1667 $1,122.00 29. Groves Branch Library, 5520 19th Street 10.084 10,084 $0.1403 $0.1403 $1,415.00 { $1,415.00 30. Patterson Branch Library, 1836 Parkway 31. "rennis Center, 3030 66th Street 1,700 $0.1153 $196.00 32. fraftic Signs' Signals, 202 Municipal Drive 6,202 $0.1046 $649.00 Page 60 RFP- 08-053-MA Custodial Services 40. Streets Dept. Offices, 502 North 127 1,739 $0.2542 $442.00 41. LP & L Transformer Shop, 240 Municipal Drive 1,418 $0.2264 $321.00 43. LPL Branch Office 82nd & Slide (Lowes) 800 $0.3375 $270.00 44. Mahon Library 1306 9th 48,926 $0.1651 $8,077.00 45. Silent Wings Museum 6202 N I-H 27 15,305 $0.1541 $2,359.00 46. Animal Shelter 401 Ash 2,275 $0.2448 $557.00 47. Animal Shelter Admin 201 N Ash 5,582 $0.1449 $809.00 48. Cemetery 2011 E 31st 1.527 $0.1146 $175.00 49. LP&L Offices Slaton Hwy 1.700 $0.0747 $127.00 TOTAL SQUARE FOOTAGE 551,693 ITEM LOCATION PER CLEANING RATE 33, Landwer Party House, 2525 Canyon Lake Drive 2,290 $38.00 34. Mahon Part House, 29th & Chicago 1,465 $33.00 35. Outdoor Center Party House, East Broadway Entrance to Mackenzie Park 1,510 $33.00 36. Lou Stubbs Party House, 36th & Avenue N 1,520 $33.00 37. K.N. Clapp Party Ilouse, 46th & Avenue U 1,305 $33.00 38. A.B. Davis Parry House, 42nd & Nashville 1,520 $33.00 39. Historic St. Paul on the Plains, 4011 University Avenue 850 $23.00 ITEM SPECIAL TASKS HOURLY RATE 45. Emergency Cleanups- Normal Working Hours: 8 am to5pm $19.98 46. Emergency Cleanups- After Hours: 5 pm to 8 am $29.97 EXHIBIT A Custodial Services CITY OF LUBBOCK, TEXAS ITEM LOCATION SQL`ARE MONTHLY MONTHLY FOOTAGE CONTRACT S.F. CONTRACT RATE (A) RATE (A X B--) (B) ITEM SPECIAL TASK PER TASK 50. Special Set-ups (Tables and Chairs, etc.) $19.98 51. Lubbock Parking garage Floor Cleaning $485.00 PAYMENT TERM AND DISCOUNTS - Unless otherwise indicated, payment terms will be net thirty days. The City will pay the certifying party .within thirty days after the receipt of a correct invoice foi reasmiabie work allocable to the contract of alkr the date of acceptance of work that meets contract requirements, whichever event occurs later. Discounts for prompt payment requiring payment by the City within a stipulated number of days will be interpreted as applying within the stipulated number of calendar days after the date of receipt by the city of a correct invoice describing reasonable work allocable to the contract or after the date oracceptance of work that meets contract requirements, whichever event occurs later. Discounts for payment in less than ten days will not be considered. Page 61 RFP- 08-053-MA Custodial Sery CITY OF LUBBOCK, TEXAS VENDOR REFERENCES Please list three (3) references of current customers who can verify the quality of service your ,npany provides. The City prefers customers of similar size and scope of work to this RFP. TI 1S MEW MUST BE RETURNED WITH YOUR RESPONSE. REFERENCE ONE Government/Company Name: City of Lubbock _ Address: P.O. BOX 2000, Lubbock, Tx 79457 Contact Person and Title: Wesley Everett or Sid Beach Phone: 866-775-2275/806-775-2276 Fax: Contract Period: I D.11 ant►- rnrr nr Scope of Work:-, od ai Se vi e. 12rovided to o 500,000 square fee REFERENCE TWO Government/Company Name: City of Longmont Address: 350 Kimbark Street, Longmont, CO 80501 Contact Person and Title: Don Wuebker Phone: 303-774-4450 Fax: N/A Contract Period: 3.11 .[n7- Current ` c .)pe of Work: C:u�tndi al S ryi cea REFERENU,.HREE Government/Company Name: Center Poi r - ;,.nerg1T Address: P.O. Boy. 4567, Houston, TX -1210-4567 Contact Person and Title: Denni -- Ji i, . k Phone: 713-207-6932 Fax: 'N/A Contract Period: 999-C irrent_ Scope of Work: Custodial Services arovided to over 1,000,000 square feet Page 62 KLEEN=TECH Services Corporation June 25, 2008 City of Lubbock 1625 13th Street, RM 204 Lubbock, TX 79401 RE: RFP# 08-053-MA, Custodial Services Dear Honorable Mayor Tom Martin and City Council, Kleen-Tech Services Corporation (Kleen-Tech) is pleased to present the enclosed proposal to provide Custodial Services to the City of Lubbock. This proposal is fully responsive to your requests and structured per the instructions in the referenced document. Kleen-Tech is a Disadvantaged Woman -Owned Business Enterprise with 30 customers, in 6 states, and over 1,000 employees performing a scope of work that is directly relevant to the custodial services requested by the City of Lubbock. Our experience and reputation with the City of Lubbock mitigates performance risk and ensures that your custodial requirements continue to be met and your expectations exceeded. Our price proposal builds on the lessons we have learned in our past performance of this contract and brings you the highest quality services at the most economical price. Our entire team has a great deal of confidence that we have prepared for you the Best - Value proposal that will ensure Kleen-Tech's continued performance of custodial services at the City of Lubbock facilities. If you have any questions, please do not hesitate to contact our Vice President, Texas Operations, Derrill Bennefield at 281-380-7330 or myself. We look forward to continuing our mutually beneficial relationship with the City of Lubbock through the execution of this "Best -Value" proposal. Sincerely, Brad K. Brandt President BKB/ss 79 1 Corporate HeadgUarters: 7100 N, Broadway 0 Suite 61 ■ Denver, CO 80221 ■ 303.423.1873 ■ Fax: 303.428.2083 C ttj -f Lubbock f, U�tCd'3I JPr•'JiC?S CLEANING METHODOLOGY KLEEM-TECH Se(vicw Corp o.utioa Kleen-Tech's cleaning methodology encompasses our plan to provide supervision, training, and employee management, customer relations, quality control, and a team - building environment for our operations in support of the City of Lubbock. We have proposed a variety of cleaning methodologies customized to the unique requirements of each facility. In some buildings, employee(s) dedicated to the facility accomplish all routine cleaning services, while other facilities require zone/assigned- area cleaning services based on square footage and to prevent interference with facility tenant activities. Periodic maintenance services are scheduled and performed on a non-interference basis. Our partnership with a Texas regional vendor, Matera Paper Company, provides proven floor care products and state-of-the-art equipment are used to ensure the highest quality periodic services. The Kleen-Tech Project Manager performs a quality control inspection after performance of each and every periodic service associated with this contract. As found in the Training Section of this proposal, our floor technicians are thoroughly trained on the use of equipment, chemicals, supplies and manufacturer recommended procedures. Additionally the employees undergo a rigorous safety training program. Our excellent relationship with our supplier also provides our employees with frequent in-service training and safety meetings on the use of the equipment, chemicals, and supplies specific to periodic work, as well as routine custodial activities. The Kleen-Tech Project Manager performs the day-to-day management of all our employee(s) at City of Lubbock, to include employee scheduling and ensuring the specifications are completed according to the contract. Our Project Manager works with our Vice President, Texas Operations to implement our Safety and Quality Control programs, and monitors our supply inventory to ensure sufficient custodial supplies are always available in all locations. Additionally, our Project Manager ensures adherence to our equipment maintenance program and its effective and safe use by all employees. We are clear on our responsibility for the performance and conduct of our employees while on site performing work on this contract. We have proposed sufficient numbers of personnel that speak and understand the English language to perform the full scope of work on this contract. These employees are qualified, experienced and fully trained. All Kleen-Tech staff present a neat appearance and wear company shirts or smocks in the professional performance of their duties and responsibilities. The Kleen-Tech Texas Regional Operations Team ensures the right quantities of supervision, personnel, and materials are available to ensure the successful accomplishment of this contract. City cf ! .,bbo<;k RFP # C;8-i54,JA custod, ai efl'ocus tKLEEN TECN Sorvicw Corparalio� Equipment Listing Below is a listing of Kleen-Tech's equipment and the quantity required to perform services according to the specifications as listed in the Request for Proposal. UNITS I MODEL I EQUIPMENT DESCRIPTION FLOOR MAINTENANCE EQUIPMENT 2 Advance 20" 175 RPM Floor Machine 2 20" A lite Brush # 80 2 Advance 20" HS Whirlamatic 20 Plus Advance Box Burnisher Walk -Behind Advance Auto -Scrubber Walk -Behind 17" VACUUMS 2 Advance Advance Wet/Dry Vacuum 15 Sanitaire Sanitaire 12 3 Super Coach Back Pack Vacuums CARPET CARE EQUIPMENT 1 1 Windsor I Extractor w/Tools MOP BUCKETS & WRINGERS 8 Continental Wet Floor Signs 10 Continental 26 Qt. Combo Bucket TRASH CARTS / BRUTE BARRELS 1 Continental Tilt Truck - 1 yd 2 Continental Maid Carts 10 Continental ' Brute Barrels w/ Casters & Skirt Supply Listing Below is a listing of the supplies we use at the City of Lubbock that we obtain from our regional supplier, Matera Paper Company. Miscellaneous - Chemical / Aerosols / Name Brands Product # & Description M5606 COMET CREAM CLEANSER 9-32 OZ/CS M5628 74 SCRUBBING SPONGE 5-GX Prrii,. -'Miry :and :nf`-rer yi,:,l Page 2 of 5 Jul ' , 4 ,.:!g City of Lurbcck RFP X3? G11 MEDIUM LATEX EXAM GLOVES 100/BX E5300 SENSOR VAC BAGS 10/PACK SENSOR VACUUM BELTS EMV9 COACH / SUPER COACH / MEGA VACUUM BAGS 10/PAK M0516 GERMICIDAL ACID "BOWL ONLY" CLEANER 120TS/CS Wet Mop / Dust Control M2025 BLUE MEDIUM LOOP MOP M0215 60" FIBER GLASS (MOP HANDLE) M7422 FINISH MOP T0468 CHICOPEE STRETCH -N- DUST 100/CS M0124 EXTENDABLE LAMBSWOOL DUSTER 45" M7365 5X36 TYPAR DUSTMOP HEAD Brushes MN94 WHITE DURLON BOWL MOP M0114M LARGE ANGLE BROOM 3M Twist & Fill M2801 1L GLASS 2L TR MAKES 35 GALS M6407 1L SCREENED BOTTLE & TRIGGER SPRAYER M2802 2L HARD SURFACE 2LTR MAKES 6 GALS M6408 2L SCREENED BOTTLE & TRIGGER SPRAYER M2803 3H NEUTRAL CLNR 2LTR MAKES 200 GALS M2804 4L BATHROOM CLNR 2LTR MAKES 26 GALS M6409 4L SCREENED BOTTLE & TRIGGER SPRAYER M2807 7L FOOD SVC DEGREASER 2LTR MAKES 119 GALS M6411 7L SCREENED BOTTLE & TRIGGER SPRAYER Floor Pads / Bonnets M1444RK 20" RED THICK LINE FLOOR PADS 5/CS M1445RK 20" WHITE THICK LINE FLOOR PADS 5/CS M1418RK 20" PORKO THICK LINE FLOOR PADS 5/CS M1419 20" GREENLINE HIGH SPEED BURNISHING FLOOR PADS 5 M7469 19" QUEEN BONNET 6/CS M1426 20" 3M HI -PRO STRIPPING PAD 5/CS Johnson M1501 VECTRA FLOOR FINISH 5-GAL M1545RK FREEDOM SPEED STRIPPER 5-GAL M5631 BRAVO POWER FOAM AEROSOL STRIPPER M5632 DEEP GLOSS WATER BASE STAINLESS STEEL CLEANER M5644 SHINE LINE FURNITURE LEMON POLISH M1515RK REVIVE UHS RESTORER / MAINTAINER - 5GAL CONTAINER M1550RK BREAKUP 5-GAL M1025RK WALL POWER 12 / AEROSOL CANS M1581 GENERAL PURPOSE SPOTTER M3677 GONE CARPET SPRAY 12 CANS Carpet Care Chemicals M1027 EXTRACTION RINSE M1597 JOHNSONS EXTRACTION CLEANER KLEEN TECH • SurrG>s Corp aratoe Pr_:crir;t�:ry and Co��fir'er`.iaf Page 3 of S �����. �?'. or D!st ib jle Cty of Lubbock RFP # 08-353-MA Cu�to&il cdeN;ces M1055 HEAVY DUTY PRE -SPRAY M1053 GENERAL PURPOSE SPOTTER M8020 DEFOAMER ANTI -FOAMING AGENT M5627 CONSUME BACTERIA / ENZYME DIGEST RTU 12 QTS/CS M1006 PROTEIN SPRAY & ODOR 6-32 OZ/CS M1007 GRAFFITTI-OFF (PAINT REMOVER) 6-32 OZ/CS M1008 UN -GOO (GREASElrAR/ADHESIVE REMOVER) 6-32 OZ/CS M1009 INK OUT (PEN/INK/MARKER REMOVER) 6 32 OZ/CS KtEEN TECN Sut'vicw Gorooratiaa Safety Kleen-Tech is clear that it is our responsibility to provide a work environment that is healthy and safe for our employees. We have a strong commitment to and have had great success with our Health, Training, and Safety Program that we have implemented for our employees working on the City of Lubbock contract. Kleen-Tech has a full-time Corporate Director of Employment, Safety, and Health to ensure this program is properly executed and continues to grow, improve and produce the desired results. During new hire orientation and semi-monthly thereafter, our employees receive safety trainings that cover a myriad of safety topics including Hazard Communication, Personal Protective Equipment, Emergency Preparedness, Exposure Control, and Safety Awareness. In the section of this proposal entitled Safety Training Program, you will find a complete overview of our Safety Program. In addition to safety training, our employees receive operational training during new hire orientation and ongoing thereafter, to ensure the provision of quality, skilled and trained service providers. All Kleen-Tech employees present a neat appearance and wear company shirts or smocks in the professional performance of their duties and responsibilities. The Kleen- Tech Operations Team ensure the right quantities of supervision, personnel, and materials are available to ensure the successful accomplishment of this contract. Security The Kleen-Tech Project Manager has established a relationship with the City of Lubbock Contract Administrator to coordinate and schedule necessary access to and from the facilities for all of our employees. Employees are trained during in -processing and refresher training annually thereafter on the City of Lubbock security procedures. All Kleen-Tech employees wear company provided badges. Key Control Kleen-Tech utilizes our standard key control process to ensure keys, pass cards, and lock combinations entrusted to us are properly maintained. The Kleen-Tech Project Manager and supervisors inventory all assigned keys/pass cards and enter them into ljropdet�ary and Corfw1ent'a! Page 4 of 5 .::a -4, t.i0 Not ;.-plicate 0- [ istf tute City of Lubbock RFC= -4: 03-053-MA tip KLEEN-TEN CUStadial je.rV CeS Suuvic"Carporatiae our Key Control computer program. Keys are issued on a hand receipt to employees on an "as required" basis only. Hand receipts are maintained in the employee's personnel folder. Hand receipts are periodically validated during supervisory inspections. All hand receipts are validated annually. Un-issued keys are returned to the City of Lubbock Contract Administrator. Employees are trained during in -processing and refreshed annually thereafter, on procedures and associated timeframes for reporting lost or misplaced keys. Employees are also reminded of the prohibition on the duplication of keys, and the use of keys by unauthorized personnel. Supervisory inspections also include verification that employees are following these procedures. Drug -Free Work Force Plan As a part of Kleen-Tech's employer responsibilities, as well as the sensitive nature of our work, we have a compelling obligation to prevent illegal drug use in our workplace. The mark of a successful drug -free workplace program depends on how well we can inform and educate our employees on the hazards of drug use, and on how much assistance we can provide drug users. Equally important is the assurance to employees that personal dignity and privacy are respected in reaching Kleen-Tech's goal of a drug -free workplace. It is with this in mind that we have structured our Drug - Free Work Force Plan to include policies and procedures that are focused on: (1) employee assistance; (2) supervisory training; (3) employee education; and (4) identification of illegal drug use through drug testing on a carefully controlled and monitored basis. Quality Control of Work Procedures: Our Quality Program (detailed in the Qualify Control Plan section of this proposal) ensures our Project Manager, with frequent input and oversight from our Corporate Quality Control Representative, maintain responsibility for the quality of our work, and delegates to the entire organization, each and every worker, the authority to ensure quality accomplishment of assigned duties and responsibilities. This is accomplished through our Quality Control Representative (QCR) Program. Through this program, each employee is assigned as a QCR for a portion of Kleen-Tech's contract functions. As the QCR, they take personal responsibility for ensuring their assigned areas meet or exceed Kleen-Tech's and City of Lubbock standards. With this cleaning methodology philosophy, Kleen-Tech ensures continued to the staff and customers of the City of Lubbock through the execution of our "Best -Value" janitorial services solution. ?rourir_•tary aa.� C•�nfden'iel page 5 of 5 r f 04y of Uibbock RFP # 08-053-MA Cf,stoc.iai Services SAFETY TRAINING PROGRAM 9► KLEEN-TECH Saw�eas Carperatio� Kleen-Tech firmly believes that a work force that is well informed and trained on the rules and standards of safe work performance will incur fewer injuries. The causes of accidents do not automatically fix themselves with the passing of time. On the contrary, these causes, if not controlled, tend to increase. Human errors and unsafe acts account for the majority of all of our accidents. Some accidents are caused from mechanical failures, but these failures can be minimized with regularly scheduled inspections and preventative maintenance. Kleen-Tech's Safety Manual contains many rules and safety practices that have been universally accepted as standard. The rules and standards in this manual are not the only ingredients needed to successfully control accidents and cannot, by any means, singularly accomplish the safety objectives we have set. Yet, these rules and standards have a prominent role in our day-to-day safety performance. This material is written, in part, to pinpoint the necessity for a good relationship between safety, management, employee relations and operations. It is the purpose of our manual to serve as a complete safety handbook. It also emphasizes the important points in an effective accident prevention program. Located in Attachment 1 is our Table of Contents from our Safety Manual. In addition to the safety training our employees receive during new hire orientation, as well as semi-monthly through employee safety training, Kleen-Tech provide operational training, initially as well as ongoing, to ensure quality, skilled and trained janitorial service providers. An employee's first day on the job is always remembered and Kleen-Tech believes the first day sets the pace for future performance. Kleen-Tech strives to make every employee's first day on the job a positive and memorable learning experience. Training is continuous and does not end once an employee has successfully completed the orientation and probationary period. Afterwards, employees receive regular training in all work areas to update and enhance their knowledge and improve their skills. Below is the agenda of the training an employee receives. • Day One c New Hire Orientation with direct supervisor to include the following topics: Joo .mot. .'`i;J �..�" iii. i�YF; 0•' L;'.'lf ?.t0 Complete new hire paperwork and turn into ES&H • Application • W-4 • 1-9 Form City of Uibbo,.k R P 9: 1,78-•053-MA Custodial aerv�ce8 Copies of Identification ■ Receipt and review of job description ■ Receipt of company uniforms ■ Receipt and review of other company equipment if applicable ■ Receipt and review of communication equipment if applicable ■ Mission Control Orientation Day Two c New Hire Orientation continued with direct supervisor to include the following topics: ■ Receipt and review of assigned Scope of Work ■ Receipt of Employee Handbook ■ Receipt and review of all company policies and procedures ■ Receipt of company badge ■ Supervisor communication training ■ Accident prevention/reporting training KLEEN-TECH $U[YIC0.i CO[�GJIi U� • Day Three o Review of the Safety Manual with direct supervisor to include the topics from our Safety Manual Table of Contents which is following this section • Day Four c Facility Orientation with direct supervisor to include the following topics: ■ Tour of facility ■ Introduction to the assigned area ■ Introduction to Building Manager if applicable ■ Introduction to other employees/crew ■ Training on facility/security requirements ■ Location of time clocks and timecards and clocking in/out policy • Day Five o Specific Scope of Work Orientation with direct supervisor to include the following topics: ■ Training on site specific cleaning standards and specifications ■ Review of schedule and each particular task and order of priority • Day Six c Training on proper chemical usage by designated company representative to include the following topics: ■ Introduction to Material Safety Data Sheets ■ Location and storage of chemicals ■ Handling and usage ■ Safety policies relating to hazards/symptoms of over -exposure ■ Reporting procedures for spills and leaks P. e C Of ,l l.i�i NO to.'.1fil;ca" D! l.i!$t1ltiUiP City 'if !_ubbock C istcdNa! `ere ices ■ Personal Protective Equipment • Day Seven o Continuation of training on proper chemical usage Day Eight o Training on proper equipment usage by designated company representative to include the following topics: ■ Usage • Safety standards ■ Repair and maintenance reporting KLEEN-TECH SJfmw curporil110q Day Nine o Shut -down procedure training by designated company representative to include the following topics: ■ Checking lights ■ Locking doors ■ Checking security ■ Returning to employee area to return keys and sign out. o Key control policy training • Day Ten o On-the-job training with a designated company representative working side -by -side • Day Eleven o On-the-job training with a designated company representative working side -by -side • Day Twelve o On-the-job training with a designated company representative working side -by -side • Day Thirteen o On-the-job training with a designated company representative working side -by -side • Day Fourteen o On-the-job training with a designated company representative working side -by -side o Final review by direct supervisor of the employee's last 14 days of performance and goals/performance areas to focus on in the future o Signed document that indicates the employee completed the 14 day training program that goes to the employee and in the personnel file o Review of upcoming quarterly operational training schedule Page,2 of 4 7:; ` 't b ;re City of L.iLbock RFF 9: 08-053-MA KLEEN TECH Custcdial Sarvices Sarvicus Ccrparaham Semi-monthly training is also provided for all employees on more specialized duties. Located in Attachment 2 is a sample of our Semi-monthly Training program. Employees receive the training from their Supervisor and acknowledge that they have been trained by signing off on the acknowledgment sheet located in Attachment 3. This sheet is then forwarded to our Human Resources Department via Kleen-Tech Mission Control as a part of the weekly Operations Packet. All employees training accomplishment is entered into the Employee Training Tracking database to maintain a record of employee training accomplishment and to identify training requirements. We understand that a well trained and safe employee is an asset to our company and we continue to improve the knowledge of each employee throughout their employment with Kleen-Tech. r?. ,,..- tact' r'.C4 PuqA 4 o 'f �I �r)C %, •� ._ ;°•J D `•ant U�.�,r,!ica�te or Distribute KLEEN-TECH Services Corporation s Kleen-Tech Services Corporation Health & Safety Manual Table of Contents Subject Pages Section Safety Awareness & Safety Attitudes I What is Safety? 2 Safety Attitudes 2 Right Habit, Safe Habit 5 Start & Finish Safely 5 It's Our Own Responsibility 6 Section 2 Accidents 7 Accidents Don't Just Happen g Prevention Signs and Tags 9 Looking Back, Thinking Ahead 12 Investigating Accidents 13 Injury & Illness Prevention Program & Reporting Requirements 16 \tt,tchnient 1V "NCCRICilt Pre entioll Sims & Tf 1.,!s Chec"dist 19-20 Section 3 Employee Responsi 611it es 21 It's Our Own Responsibility 22 Good Housekeeping 25 Off -the -Job Safety 26 :,llacbil)cnt A: (4)i)ll 11 {t)Ll�l1\�:S.��i�li}� •,lili:ty � �il�i.!<�I�t 29-30 Health & Sajety ,tfanaal Table of Contents Subject Pages Section 4 Back Safety 31 General 32 Identifying Hazards 33 Protection Against Hazards 33 Safety Procedures 34 Other Back Protection Techniques 36 Team Lifting 37 Section 5 Confined Spaces 38 Overview of Confined Spaces 39 General Hazards 39 OSHA Regulations 40 Identifying Hazards 40 Protection Against Hazards 41 The Permit 41 Attac11111cnt A: I'lennit - 1ZCClt1i1—c j ('0111111ed Space Satcty Checklist 43-44 Section 6 Driving Safety 45 Safe Driving 46 Proper Vehicle Maintenance 48 View the Road - Get the Whole Picture 49 Driving in Bad Weather 49 Countdown for Vehicle Safety 50 Backing up Safely 51 Another Highway Hazard: "Road Rage" 52 Section 7 Drwif-Free Nor Aplace 54 Drug -Free Workplace Policy 55 Prohibitions 55 Authorized Use of Prescribed Medicine 56 Drug Awareness Program 56 Health & Sajety ,Manual Table of Contents Subject Pages Section S Emer-aeney Preparedness 60 Emergency Preparedness 61 Emergency Procedures for Injuries or Accidents 63 Emergency Procedures for First Aid 63 Weather Emergencies 63 Emergency Fire Procedures 65 Attachment A: Fnicrgency Preparedrress Checklist 72 Section 9 Er ronoinics 73 Overview 74 General Hazards 74 OSHA Regulations 75 Identifying Hazards 76 Protection Against Hazards 76 Engineering & Work Practice Controls 77 Section 10 Exposure Control Plan 78 Procedure 79 Infection Control Training Plan 84 Blood Spill or Body Fluid Spill Cleanup 86 Hand Washing 87 Record -Keeping - Employee Medical Records 88 ,lttachment A: Job Classiiicatiorrs vwli Potential f.irr 1",_1WOurc to Bloodborne l'atho,ens 90 Attachment 13: !\nnUai lnfcction Control Training Record 91-92 Attachmcnt C: Record-KcepiMn Employee i'rainin,, Records 93-94 ,attachment U: Hepatitis B VaCClnQtion Declination 95 Atl�ICl11Tlellt E: [�uhercr11o"is OLI stit�nnaire 96 Section First Aid 97 General 98 Injuries — Types of Injuries & Safety Procedures 98 Illnesses — Types of Illnesses & Safety Procedures 101 Health and SafetyAlanual Table of Contents Subject Pages Section 12 Forklifts 104 General 105 Identifying Hazards 105 Protection Against Hazards 106 Attachment A: Fork-lift Safety Checklist 107-108 Section 13 ltazard Communication Program (Chemicals) 109 Employees Right -to -Know 110 Material Safety Data Sheets (MSDS) 113 Labels 116 Protective Clothing 116 Chemical Spills 117 Chemical Storage 118 Respiratory Protection 122 Chemical First Aid 125 Employee Training on Chemicals 125 Attachment A: I lazardOLIS Chcnticals List MS] S tier L:acll C:'hcmical 127-128 Attachment B: L.ocation of Personal Protective I:?quipment &Supplies 129 Section 14 Lockout/Tagotrt 130 Electrical Safety 131 Machine Guarding & Safety 134 Lockout/Tagout Program 136 Attachmcnt ,A: Lock0ut'T,1110ut Checklist 140-141 Attachment B: Flxarnple of 1.ockout Tag 142 �iection 15 Personal Protective Equipment 143 Overview of PPE 144 The Hard Hat 145 Ten Rules to Save your Ten Fingers 145 Wear Those Safety Shoes 146 Protecting your Hearing 147 SOS — Saving our Sight 148 Health and Safety .Manual Table of Contents Subject Pages Section 15 Personal Protective Equipment (Continued Attachnient A: [.ocation or Personal Protective F(Ittipment & SIupplies 150 Attachment 13: PPL: 1-lazard Assesstnent and -hraining Checklist 151-152 Section 16 Scaffolds —Safety Precautions 153 Overview 154 OSHA Regulations 154 Protective Equipment 154 Safety Procedures 155 Section 17 Slips, Trips and Falls 157 Overview 158 General Hazards 158 OSHA Regulations 159 Safety Procedures 159 Ladder Safety 160 Section 18 Universal Precautions 163 Overview & OSHA Regulations 164 Identifying Hazards 165 Universal Precautions 166 General Instructions 168 Needles & Sharp Instruments 169 Blood or Body Fluid Cleanup 170 Attachment A: Moodborne Pathogens: Do"s & Don"ts Checklist 172 "AMtc11111ent 13: Vocation or Personal Protective l,duipment & 5u[>p11cs 173 Section 19 Worker's Compensation 174 Policy 175 Responsibility 175 Health and Safety ,Nanaal Table of Contents Subject Pages Section 19 Workers Compensation (Continued) Compliance 176 Correction of Unsafe or Unhealthful Conditions 176 Reporting Requirements 176 Return to Work Program 179 Attachment A: General Cleaner (Janitor) Job Description 180 Attachment 13: Floor Technician Job Descrtpttotl 181 lttachment C: Supervisor's F;nlployee Accident lnvestioation Report 182-183 ./Wachment D: Supervisor's Non -Employee _accident ]nvestioation Report 184-185 attachment E: Mash Report F inployee Injury 186 ;attachment F: Flash Report Non-EErnployee injury 187 Attachment G: Authorization For Medical "treatment Report 188 Section 20 Safety Training 189 Introduction/Overview 190 General Hazards 190 OSHA Regulations 191 Safety Procedures 191 Ways of Providing Safety Awareness 192 Training Guidelines 192 Safety Committee 193 Safety Training 193 Attachment A: Safcty Training Log 195 Section 21 Safety/Performance Award Program 196 Procedures 197 Employee/Supervisor of the Quarter (Individual Award) 197 Annual Awards 198 REEM-TECH Services Corporation KLEEN TECH Services Corporation Good Housekeeping is No Joke! Many workplace accidents are caused by carelessness and sloppiness. Slips, trips, and falls -from heavy objects, electrical cords, ect. being left where they don't belong or spills that aren't cleaned up. Contact injuries -from bumping into things or heavy objects falling. Cuts, punctures, and splinters- from sharp tools or items with jagged edges not being put away or cleaned up. Fire and explosion -from piles of flammable material, flammable or explosive chemicals, or electrical hazards. Chemical exposure -from not cleaning up spills or failure to store hazardous chemicals in proper covered containers. Good housekeeping prevents accidents -it's everyone's responsibility! 'l�� t.7,�� ta'�f.r :�i�t •:Ji ;titf.�', ..;� KLEEN-TECH Services Corporation KLEEH-TECH Services Corporation a Safety Meeting Acknowledgment Sheet Good flousekeening is No .Joke Location: Supervisor: Date: Name Print Name Date ........ . ........ . ....... City 3L..; - oCk 4 lel— R � �;aoF 3_P,;,A i► KLEEN-TECN C :S;iDC;!a� :�Pf Y;�;OS Sarvic" Corperatias Quality Control Plan 1. Quality Assurance. Kleen-Tech assures the quality of our products and services through the implementation of this Quality Control Plan. This plan provides the tools and actions necessary to provide confidence that performance requirements are established; products conform to established contract requirements; and superior performance is achieved. 2. Quality Organizational Structure. Our Project Manager is vested with the authority and responsibility for implementation of the Quality Program. The Project Manager administers the Quality Control Plan, with frequent interface and direction from CITY OF LUBBOCK Facility Managers. In addition to inspection responsibilities discussed below, the Project Manager instills quality workmanship throughout the workforce through our QCR program. This program establishes one of our employees as the Quality Control Representative (QCR) for each of our work areas. Although a crew of several employees may perform differing custodial services within a particular work area, one employee will be designated as the QCR for this area and take personal pride and professional responsibility for the total quality and customer satisfaction of this area. This program successfully instills the desired work ethic and facilitates a step change in the quality culture. In summary, our quality organization begins with. the Project Manager then to our entire work force even the most junior employee. We have established quality interfaces with the Facility Managers through our Project Manager, and with all of the CITY OF LUBBOCK personnel through the cleanliness and quality of their work environment. 3. Inspection Plan. The Kleen-Tech Quality Program and this associated Quality Control Plan are designed to prevent defects by improving and controlling processes involved in providing quality custodial service. To do so, "checks" will be made at regular intervals by the employee QCRs in their assigned work areas, and the Project Manager in all work areas. The information they collect will be used in conjunction with the Project Manager inspections and Facility Manager data as a basis for action regarding the process. These data are used to determine whether the process should be left alone and further employee training is required, or whether action should be taken to correct an undesirable condition. This action invariably results in a steady improvement in quality. This continuous process improvement then becomes an employee responsibility and significantly contributes to the program's success. An outstanding Quality Program requires more than a check on the process however. To achieve and maintain quality, it is also necessary to include inspection independent of the functional organization. The Kleen-Tech Quality Representative (Vice President, Texas Operations) is the independent body that provides this quality control oversight. These personnel are responsible for providing an objective assessment of the adequacy of process controls and custodial service quality. The Project Manager will use, and the Kleen-Tech Quality Representatives will validate, a variety of surveillance techniques to ensure our monthly cleaning schedule is in compliance with contract requirements and our workmanship and schedule 4 y f !_urf�n, k t'* C!t G RFP �: '?� �±i� -�,�A KLEEM-TECH C':Stoc 2l Shcb'! C3 Survicw Curpora@a■ Quality Control Plan execution meet or exceed our quality standards. Our surveillance techniques include acceptance inspections, detail/100% inspections, random sampling inspections, and planned inspections. Acceptance Inspections. These types of inspections are used for key quality issues. These areas will receive acceptance 'inspection of tasks delineated in the CITY OF LUBBOCK Scope of Work at the same frequency level as the tasks that are required to be performed. Detail/100% Inspections. These inspections are used when any surveillance technique indicates the need for a dedicated improvement effort, and will be employed until change is effected. Detail inspections are also utilized when the population is small, or task to be inspected requires minimal time to perform. Random Sampling Inspections. These inspections will be employed by the Project Manager for custodial requirements that occur frequently. The Project Manager will use random number tables or computer - generated random numbers to determine the sample population for the defined lot size. Random sampling is the preferred method of evaluation when the lot size is large and relatively consistent; the custodial service occurs continually or frequently; or activities to be inspected are located in the same building. Planned Sampling Inspections. When a surveillance technique has previously detected the need for a dedicated improvement effort, and received 100% inspection until satisfactory change was effected, the planned sample is employed for a period of time to ensure that processes have been sufficiently modified to sustain the performance improvement. Planned sampling inspections are also utilized when the lot size is small or the custodial service is to be performed monthly or less frequently. Formal Customer Feedback. Kleen-Tech realizes that one of the best indicators of our level of performance is the degree of customer satisfaction. This feedback is comprised of Facility Manager assessments of our performance. Inspection Instructions/Tally Sheets. Using the RFP-provided work scope, along with Kleen-Tech developed best commercial practices, the Project Manager will develop Inspection instructions consisting of sampling plans and sampling procedures to evaluate custodial services and other performance -related areas considered essential to contract performance. The following information will be included in all inspection instructions: Cav ;;f Lubbock RFP :# as-0ti340a "�� KLEEN-TECH cuStcdia! 3e;%:C'3s surviau ca,peratiaff Quality Control Plan l .. ➢ Performance Requirement (Ac) — The maximum number of defects per sample size determined from the mathematically derived statistical formula Ac=(IQL x n) — 0.67 where IQL is the Indifference Quality Level and n is the sample size. ➢ Lot Size for Sampling — The number of times the service is performed during the evaluation period. ➢ Sample Size — The number of items or services that will be inspected. ➢ Sampling Procedure — A description of the procedures that details how the sample will be drawn. ➢ Inspection Procedure — A description of the procedures/tools to be used to conduct the inspection and evaluate contract performance (example at figure 1). j ➢ Performance Criteria — The acceptable performance criteria that states the acceptance and rejection levels. Additionally, the Project Manager will use a tally sheet to document all sampling observations made during a sampling period. The tally sheet will include the following information: ➢ Identification Number— Identification of the specific document or event observed. 10, Type of Service — Contract requirement or statement of service being inspected. Date Inspected —The date and time of each observation. Performance Indicator — A measurable characteristic of an important work process output. The Inspection Instructions and Tally Sheet will be developed after contract award and customer acceptance of this Quality Control Plan. Gsy „f LlJobock Cl;st;c�'.;11 Se;tii�t�s Quality Control Plan KLEEN-TECH CITY OF LUBBOCK QUALITY CONTROL INSPECTION DATE: Facility Name: KLEEN TECN - ��rYIC0.44'Ofp�ratldp 1614L312111 COMMENTS MAX RATE RATING ENTRIESIEXITSILOBSIEWSWLDING EXTERIOR Clean d polish all metal framing LowIH,h dusting Empty all waste receptacle slrecycle containers Empty ashtra slurns and replenish sand Police liner, removing all obvious soil Vacuum carpet Police building exterior Vacuum matsltraffic lane - wall to wag Sweep garage fl000dloading dock/picnic areas Spot clean ad surfaces including glass areas Floors - dusttdamp mop - spray buff 55 C O RRIDOR S/ELEVATORSIS TAIRW ELLSILAN DI NG S LowlHi h dusting Empty all waste receptacles/recycle containers Spot clean all surfaces - honzontedvertical acuum carpet Vacuum mats/traffic lane - well to wall Floors - dust/damp mop - spray buff Spot clean furniture surfaces Police litter, removing all obvious soil 40 FFICES(COMPUTERICONFERENCEIAUOITORIUMIMISC, AREAS Clean and polish all bright metal work Low/High dusting Empty all waste rece tacleslrec cle containers Vacuum carpet Vacuum mats/traffic lane - wall to wall Police litter, removing all obvious soil S of clean all surfaces - e ui mentifurniturel ixtures Spot clean all horizontadvenial surfaces Floors - dusVdamp mop - spray buff 45 RESTROOMS- Mimors d frames Clean and disinfect ail restroom fixtures Em all waste receptacles Police litter and vacuum or sweep obvious soil Re(II ad restroom dispensers S of clean all surfaces - honzontallvertical Wash all artitionslVle walls Floors swept d mapped Floors scrubbed oilets - bowls, seats, ram, plumbing fixtures IC vents d return airvents 55 OUNGESIBREAK AREAS ow/High dusting Empty all waste receptacles/recycle containers Empty and damp wipe all ashtrays and ums police litter, removing all obvious soil S of clean ad surfaces - honZOctaVVarlIcallfurnitufe Vacuum carpet scuum maltutraffrc lane - wall to wall Floors - dustfdamp mop - spray buff Clean microwaves/refngerators 45 ANTIOR CLOSETS13TORAGE AREAS Supplies stored neat and orderly Floors - ::vcop and mop Clean mop sink 15 INSPECTED BY: RATING TOTAL 255 0.0% Figure 1. Quality Control Inspection Tool City ofLUbbock RFII #� ')5-0,5c MA Custodial Services Quality Control Plan tip KLEEH-TECH Sorrieus corporanal �f 4. Deficiency Correction Plan. Corrective action initiated as a result of a QC inspection is an integral component of our Quality Program. We require on -the -spot corrective action each time a deficiency is discovered. When a deficiency is discovered during a QC inspection, the Project Manager may direct re - performance of the deficient items of work, or ensure immediate steps are taken to preclude the deficiencies from affecting the current work performance. This immediate corrective action will constitute our short-term remedial solution. The Project Manager records her/his findings on a QC Observation Report (figure 2) and specifies follow-up inspection type and schedule. She/he will monitor corrective and preventive measures to verify that selected actions reflect the best available plan based on experience and analysis of previous activities. The Project Manager ensures the schedules are aggressive and realistic; that sufficient resources are assembled to do the job; and that actions are taken according to schedules and plans. Appendix No. Department Section Inspector Page _ of_ No. Date Discrepancy and Reference Initials Responsible Work Center Corrective Action and Remarks Comp. Date Initials 011 EUS99A Figure 2. Quality Control Observation Report When corrective action is ineffective or not completed within the specified time frame, or the discrepancy is recurring or critical in nature, the Project Manager will notify the Kleen-Tech Quality Representative immediately. The Project Manager is responsible for initiating prompt corrective and preventive action, and reporting results to the Kleen-Tech Quality Representative. Preventive action involves determining the exact cause of the discrepancy (e.g., lack of training, inadequate tools/materials, improper procedures/processes, etc.) and making a positive change to correct and prevent the discrepancy from recurring. Preventive action is stressed during monthly employee "All Hands" meetings, and annual employee performance assessments. Additionally, recurring deficiencies are closely monitored and considered major deficiencies, as well as deficiencies involving safety violations and other critical performance areas. Major deficiencies are recorded by the Project Manager on a QC Nonconformance Report (figure 3) and include a description of the nonconformance, employee responsible for corrective action, suspense date, references, corrective actions, and the nonconformance resolution. City of L�nt�oCk RFP #: �c 053 41A Custojial S2,rwtce:s Quality Control Plan Quality Control Nonconformance Report i) Control No. 2) Suspense Date 3) Description of Nonconformance a) References 1 5) Recommended Corrective Action s) Shift Project -Manager 7) Inspection Date 8) Approved Corrective Action tip KLEEN-TECH Services Corpowttop s) Employee Responsible for Corrective Action io) Estimated Completion Date 1 1) Area Manager 12) Date 13) Nonconformance Resolution/Action Complete 1 14) Quality Control Representative 1 15) Date Figure 3. Quality Control Nonconformance Report. City of LubCock R F P #: ��8-Ii53 MA u lt,•dol �3er. icas Quality Control Plan KLEENTECN S orviccs Corparuttuq Using statistical diagnostic techniques, the Project Manager will collect and plot QC inspection data and chart trends (figure 4) to pinpoint and isolate deficiency causes. When the cause is identified, the Project Manager will implement necessary changes to permanently improve the work process. This long-term corrective action process is viable because a work process is a set of conditions or causes that function together to produce a given result. When data on the causes of a process are collected and charted under controlled conditions, these data will exhibit a natural (or normal) variation or fluctuation. Changes to any of the causes in the process will make the plotted data fluctuate in an unnatural or abnormal manner. When it is determined that the variation pattern is unnatural, the cause of the abnormality can then be isolated, thus making it possible to pinpoint and study problem causes and implement positive change. S. Methods for Recording QC Inspections and Disposition of Inspection Records. QC Inspections are recorded on the Tally Sheet, QC Observation Report, and the QC Nonconformance Report. In addition to these documents, we will maintain statistically derived performance histories in the Project Manager's office for the duration of the contract. 6. Summary. Our Quality Program will be overseen by the Kleen-Tech Quality Representative and locally managed and implemented by the Project Manager, The Project Manager is equipped with company provided pager or cell phone, and is independently mobile. Contact numbers for these electronic devices will be provided to the Facility Managers on contract start and as changes occur. The Project Manager will perform inspections, record and report results, and coordinate Quality activities with the Facility Managers. Our Quality Program will be used by all employees to ensure that all cleaning services of the CITY OF LUBBOCK Custodial Services Contract are performed to the highest standards. Detection of Perfomaoce Problem Identification of Cause of Change '} Corrective Action to Restore the Status Quo Bad -- —— ---- ---- --- - -- -- ----- ---- ---'-' ----- -- -- --- ----•--- --- --- --- U T I Standard s i Level ------------------------------------------- -- ------- Good U 11f.iSI to . ....., .. .�-.,..q ...o-- v... .N,m..-w-..,.«,..ue .....o.,......, In �.,.,.,.....w,.. or,. ,.w ..•<. ,...<,...,, ..,....e ,..-,�.w,,, ..,.U, ...e Figure 4. Statistical Analysis Method Used to Identify Trends. City cf Lucbcck RFP #: 018-G534AA Cusr*I!al .Setvcr,s EXPERIENCE & QUALIFICATIONS tKLEEN-TECN s�rvC� c«a«„oa Experience Kleen-Tech's many diverse contracts consistently demonstrate our ability to successfully perform varying work scopes with professionalism, integrity, a high standard of business ethics, proven and documented excellent safety record, and most importantly, exceptionally high - complete customer satisfaction. Kleen-Tech is an award -winning and recognized quality provider of custodial services and consistently provides quality service, long-term customer relationships, and complete performance of contract specifications. We have a strong corporate -wide culture that brings value to our customer's organizations and operations that creates "win -win" contracts and relationships to include our most valuable asset, our employees. Kleen-Tech provides the highest quality custodial services to not only maintain a clean work environment for our customers, but to enhance the appearance of facilities and assist in preserving long-term property values. We achieve this through the use of the latest advances in equipment and supplies, as well as our extensive employee training and quality control programs, and our best -in -class management team. Listed below is an outline of the services we provide for many of our customers that demonstrates our experience. Custodial, Housekeeping and Janitorial Services Kleen-Tech provides custodial/janitorial services in over 16 million square feet of commercial and government facilities. These facilities range from: • High -Rise • Universities, Campus Type Settings • Multi -Tenant • Computer Centers • Corporate Owned and Occupied • Retail Centers • Medical Facilities • Cafeterias • Secure Government Installations • Warehouses • Research & Development Centers • Radiology Contaminated Facilities • National Laboratories • Military Institutions • Casinos • Airports Our experience in servicing multiple facilities spread throughout a city has allowed us to keep our long-term business relationships such as the one we value with City of Lubbock. Kleen-Tech has a strong ethic of providing value to our customer's organizations and operations - creating "win -win" relationships for both parties. For example, we continually partner with our customers to increase or reduce custodial services as building populations fluctuate or budgetary conditions vary as we have done with existing contract with CenterPoint Energy. Our CenterPiont Energy contract and scope of work is very similar to the current contract and scope of work we perform with RFu; Luhb r�rF a: os-o5353- eta KLEEN-TECN C',tiG��jl2i :»iVtC�3 � S+rvicw Corpaatio� the City of Lubbock. Additionally, we work with our customers to provide outside scope of work services such as our Disaster Recovery Clean-up, performed during Hurricane Katrina. Specialized Services Kleen-Tech performs a variety of specialized services including work in radiological controlled areas to include the escort of personnel, decontamination of equipment, instrument operability checks, changing of Fixed Air Head Sampling (FAHS) filters, as well as instrument removal and survey. Kleen-Tech also launders personal protective equipment used in Beryllium Operations. These specialized services are performed at our operations at the Los Alamos National Laboratory. Carpet Cleaning and Restoration Services Kleen-Tech provides Carpet Cleaning and Restoration Services to the State of Colorado, CenterPoint Energy, North Carolina State University, Halliburton Energy Services, and State Farm Insurance. Kleen-Tech has highly trained carpet cleaning crews that expertly perform these services using top of the line carpet cleaning chemicals and carpet equipment. Kleen-Tech performs a variety of methods of carpet cleaning such as Dry Powder, Bonnet and Steam Cleaning. Qualifications: Kleen-Tech's diversity in contracts demonstrate our ability to successfully perform varying work scopes with professionalism, integrity, a high standard of business ethics, proven and documented excellent safety record, and most importantly, exceptionally high — complete customer satisfaction. Kleen-Tech has chosen the five contracts listed below to use as references. We feel they exhibit the same scope of services and building types desired by the City of Lubbock. Texas: • Customer: City of Lubbock • Square Footage: 500,000+ • Customer Contact: Wesley Everett & Sid Beach • Contact Number: (806) 775-2275 (806) 775-2276 • Contract Term: 10/1/2004 —Current • Scope: Janitorial and floor care services for over 49 highly secure municipal government buildings. • Customer: CenterPoint Energy • Square Footage: 1,000,000 Ceno'Pb1a • Customer Contact: Dennis Jasek- • Customer Number: (713) 207-6932 'Energy City of LubLeck ;?FP #: 08-05341A Custodial Service's KLEEN-TECN Scrncus Carparalia� fy� • Contract Term: 1999 —Current • Scope: Janitorial, support services and exterior policing in high -density offices, computer areas, production facilities and machine shops. • Customer: Schlumberger • Square Footage: 1,085,035 schlumbepoer, • Customer Contact: Jay Christopher • Contact Number: (281) 285-7309 • Contract Term: 6/16/2006 — Current • Scope: Janitorial and support services in high -density offices, computer areas and production facilities Colorado: • Customer: City of Aurora • Square Footage: 502,576 • Customer Contact: Dennis Darnell • Contact Number: (303) 326-8165 • Contract Term: 4/4/2003 - Current • Scope: Janitorial and floor care services for 5 highly secure municipal government buildings including the city's police station. • Customer: City of Longmont • Square Footage: 35,000 • Customer Contact: Don Wuebker • Contact Number: (303)774-4450 • Contract Term: 3/1/2007 — Current • Scope: Janitorial and floor care services for over 7 highly secure municipal government buildings. „re 2-4 .ice :�{•i �i �..i �,.'.!f �. fl? lii il!$ir'. Ijl l�t� oq LOA-q� �aCORk � City of Lubbock RFP #: e8-053-MA ; BEN-TEC Custodial Services � KLEKLE Corpo EC PAST PERFORMANCE Below are past performance contracts that are similar to the same size and scope of work as the City of Lubbock Custodial Contract. CONTRACT NAME: Edwards Air Force Base CONTRACTING AGENCY.- United States Air Force CONTRACT ADDRESS: Edwards Air Force Base 225 N. Rosamond Blvd, Edwards AFB, CA 93521 DATE OF CONTRACT. 11 /1 /99 through 10/31 /01 SQUARE FOOTAGE: 2,600,000 and over 30 buildings spread throughout the base. REASON FOR LOSS: Kleen-Tech chose not to rebid at the end of their contract CONTRACT NAME: I Fort Belvoir I CONTRACTING AGENCY. I Army I CONTRACT ADDRESS: 5975 Warren Road Fort Belvoir. VA 22060 i DATE OF CONTRACT. i 1999-2003 i SQUARE FOOTAGE: 1,000,000 and over 25 buildings spread throughout this location. I REASON FOR LOSS: 1 Competitive Re-bidg City of Lk;btoi::k RFR ai; +_.tip KLEEN TECHust(•d:d: JE)f�i 3i;6S SALE CarperEC OTHER PROFESSIONALS Kleen-Tech Services Corporation (Kleen-Tech) currently and will continue to use the following businesses for subcontracting of Floor Maintenance & Window Cleaning Services. o New Day Window Cleaning: 5808 111th Street Lubbock, TX 79424 (806) 745-4283 c Services performed quarterly. o Ted's Floor Service: 6104 Englewood Lubbock, TX 79424 (806) 445-5554 c Services performed monthly. Kleen-Tech pre-screens all potential local subcontractors to ensure they have the mandated certifications and required insurance coverage's. Throughout the duration of work, our contracts department monitors our subcontractors insurance and certifications to ensure they are valid. Below is the process that is utilized when hiring a subcontractor: ■ Request price and past performance references proposals from three identified reputable contractors. ■ The subcontractor is required to submit a certificate of insurance showing required coverage's. ■ The proposals are then evaluated by our Director, Corporate Support and Vice President, Finance and an award is made based on the lowest price submitted by a qualified source. ■ Subcontractor is notified of award and is required to complete a Subcontractor Agreement before initiating services. ■ In the event that a selected contractor is unable to perform the work, an alternate award is made to the next higher priced qualified source. Throughout the performance of the contract and to ensure Kleen-Tech is represented properly and accurately, Kleen-Tech inspects the contractor's work at pre -designated contract completion points. Unsatisfactory work is directed to be re -performed at no additional cost to Kleen-Tech. City of I_ubftock k:FP :08-053-NIA ORGANIZATIONAL STRUCTURE 49 9r KLEEN TECH . $BfYIC4s GOYppr.l iip� Kleen-Tech Services Corporation (Kieen-Tech) is a Disadvantaged Woman -Owned Business Enterprise that employs over 1,000 full-time and part-time personnel in 6 states. Kieen-Tech's principal line of business is providing janitorial services to commercial and government customers. Kleen-Tech was established in 1993 and just celebrated its 15 year anniversary in February. Kleen-Tech provides services at locations in Texas, Colorado, New Mexico, Nebraska, North Carolina, and Michigan. With over 100 years combined experience, Kleen Tech's Management Team Members collaborate to create and sustain excellence for our customers. As a Woman Business Enterprise, throughout its history, Kleen-Tech has reached out to facilities across 10 states, in small communities and in large government and commercial organizations. Founded by CEO Kathy Hughes and with her leadership, Kleen-Tech continually seeks out new challenges and in each endeavor strives for the highest standards of quality. Building on the foundation of her 25 years executive level corporate leadership, Ms. Hughes directs long-term strategic planning and attends to the detailed needs of a growing corporation. Additionally, Brad Brandt offers Kleen-Tech over 20 years of experience in government and private sector services, including facilities management and maintenance. As President of Kleen-Tech, he supports the CEO in the oversight and direction of day-to- day operations of all of our government and commercial services industry contracts. Our Vice President, Texas Operations, Derrill Bennefield offers the team over 35 years experience in the janitorial services industry. He provides oversight and support to over 7.5 million square feet of customer facilities in the Texas region. Derrill directly interfaces with the City of Lubbock Contract Administrator to provide oversight to our Project Manager and supervisors. Cisco Vargas is our City of Lubbock Project Manager. Cisco has over 10 years of supervisory experience and extensive experience in janitorial floor maintenance, including carpet cleaning and hard floor care. He is responsible for directing all supervisors and custodial personnel, as well as directly communicating with the City of Lubbock Contract Administrator on a day-to-day basis. Together, the Kleen-Tech Management Team builds on its extensive experience and many years of dedicated service to consistently achieve the highest standards of excellence for all of our customers. The Kleen-Tech Project Manager provides the administrative and program management necessary to ensure program success. He has the full authority and responsibility for administrative and programmatic day-to-day operations. Our Project Manager City of Lui:bock RFP #: 08-053-MA Custod;ai Seivices KLEEN-TECH Sarviecs Carp orati�p delegates authority to his subordinate staff, however he maintains responsibility for successful program execution and timely accomplishment of administrative requirements and contract deliverables. The Project Manager does however receive support and oversight from Mission Control in the areas of: • Finance & Accounting • Payroll • Benefits Administration • Human Resources • Procurement • Quality • Safety • Security • Environmental • Business Administration • Operational Audit • Financial Audit We have established clear lines of authority and responsibility for contract performance management and quality monitoring. We have linked our management personnel with their counterparts within the City of Lubbock to ensure open lines of communication are maintained between our organizations. The information obtained through these lines of communication is then used for the purpose of planning and coordinating the accomplishment of our work, as well as to obtain customer feedback on our performance. This sharing of information ensures our resources are used to maximize results. Our management team will bring extensive custodial experience and knowledge to the City of Lubbock contract. Following are resumes for our management team/ Page 2 of Go ' L;t i ,;} it+[C orf? stir; ite City of Lubbock RFP #: r oss-�tA � KLEEN TECN Custodial JSer,"ces � Saricm Carpa ati ua Brad Brandt —President 7100 N. Broadway, Suite 6-L • Denver, CO 80221 • 303-428-1873 SUMMARY OF QUALIFICATIONS Substantial experience in government and private sector services business lines, to include facilities management and maintenance disciplines. Extensive expertise in operations, contract administration, financial management, and new business/proposal development. Successful history of developing and implementing strategic plans and programs. Knowledge and practical application in the International Standards Organization (ISO) 9000 certification process. 1999- Present • Kleen-Tech Services Corporation President Denver, Colorado • Oversees the operations of over 40 government and commercial services contracts • Manages business lines of facility management, janitorial/custodial, grounds keeping and landscaping, specialized chemical removal services, and carpet cleaning & restoration services • Manages the corporate support organization • Develops and implements the company's strategic plans • Serves as contract negotiator and customer service representative • Standardizes and documents processes and procedures 1997 - 1999 • Johnson Controls World Services, Inc. Director, Proposal Development Cape Canaveral, FL 1996 - 1997 • Northrop Grumman Corporation Director, Aircraft Enhancement Program Melbourne, FL 1995 - 1996 • Northrop Grumman Corporation Director, Business Development Titusville, FL 1991 - 1995 • Northrop Corporation Director, Aviation Services Lawton, OK P�:I;nFtsry .ar.d Confi,'eetital Page 3 of 7 June 24_ City of Lubbock RFP #: 0,8-053-MA Custodial Services Derrill Bennefield — Vice President, Texas Operations KLEEM-TECH Survicu, Carparah oa 4654 Highway 6 North, #308 . Houston, TX 77084 •281-463-3382 2000- Present • Kleen-Tech Services Corporation Vice President, Texas Operations Houston, Texas • Directs the Texas regional operations of custodial services in 7.5 million square feet and over 550 employees • Ensures all Texas operations are within budget requirements • Directs the Project Managers and Supervisors on the day-to-day operations • Interfaces with the customers • Implements the Quality Control Program • Directs the training and safety program • Monitors equipment and supply inventories • Increases sales in the Texas region • Assists the President in new contract phase -ins • Assists the President in special projects 1997 - 2000 • Kleen-Tech Services Corporation Vice President, Colorado Operations Denver, Colorado • Directed the Colorado regional operations of custodial services in 3.5 million square feet and over 200 employees • Ensured all Colorado operations were within budget requirements • Directed the Project Managers and Supervisors on the day-to-day operations • Interfaced with all customers • Implemented the Quality Control Program • Directed the training and safety program • Monitored equipment and supply inventories • Increased sales in the Colorado region • Assisted the Executive Vice President in new contract phase -ins 1993-1995 • Pedus Services, Inc. Regional Operations and Sales Manager Houston, Texas • Responsible for day-to-day operations in Texas and Louisiana • Interfaced with all customers • Assisted in the start-up of all new accounts • Ensure all operations were conducted within budget 1975 - 1993 • Facility Maintenance Services District Manager Houston, Texas P! )onotary and ConfA,-ntial Page 4 of 7 )o Not ;,;p!ic::;` or Distribt:te City of Lur;Lock RFP #: 08-E0 ;-MA Custodial Serricas Cisco Vargas — Proposed Account Manager 518 84th Street . Lubbock, TX 79424 KLEEM TECH Sewicas Corpuratia� 2007 - Present • Kleen-Tech Services Corporation Account Manager Lubbock, Texas ➢ Directs the activities of more than 15 employees providing custodial services at the City of Lubbock buildings consisting of over 500,000 square feet ➢ Interfaces with customer on regular basis ➢ Controls all contract activities within budget ➢ Coordinates scheduling of all employees and customer requested projects ➢ Ensures customer satisfaction is met at all times ➢ Implements the Quality Control Program to include: o Creates inspection procedures from contract scope of work, best commercial practices and industry performance standards o Calculates inspection frequencies o Inspects custodial services, according to established inspection procedures, in the areas of: - Custodial Performance Requirements - Custodial Tasks and Frequencies - Custodial Quality Levels - Safety - Equipment Maintenance/Serviceability - Supplies/Materials Availability - Emergency Custodial Services - Special Event Support Services - Additional Carpet Cleaning Services - Custodial Services Technical Requirements o Documents inspection results o Records and plots QC metrics and performs trend analysis o Directs re-work/deficiency correction ➢ Conducts operational training for all employees ➢ Delivers the needed equipment and supplies to all facilities Collects Sanitary Napkin Monies ➢ Completes necessary payroll documentation for all employees bi-weekly ➢ Ensures equipment and supplies are available at all facilities ➢ Implements safety program and conducts training classes ➢ Provides human resource functions as required Provides full administrative support to Corporate as requested 1999 - 2007 a Cal-Pac Roofing Foreman Rancho Cordova, California D vi.ctary arnu Confidential Page 5 of 7 Jane 24. or C'stribute City of Lubbock RFP #,8-053-N1A Custodial Services 1995 - 1999 • Kleen-Tech Services Corporation Floor Crew Supervisor Denver, Colorado PROFESSIONAL DEVELOPMENT COURSES • Supervisor Training • Housekeeping Seminars • Blood Borne Pathogen • Hazard Communication • Lockout/Tagout • Electrical Safety • General Safety • Hillyard Floor Care Programs KLEEM--TECH 3vrvicas Carpwafim Kleen-Tech provides the management, supervision, and personnel to plan, schedule, coordinate and assure effective performance of all custodial services at City of Lubbock as specified in the Request For Proposal (RFP). We are responsible for the performance and conduct of our employees while at City of Lubbock facilities performing work on this contract. We provide sufficient numbers of personnel to perform the full scope of work on this contract. These employees will be qualified, experienced, and fully trained prior to commencing work. Kleen-Tech has proposed and will provide sufficient quantities of trained personnel in the proper labor classifications to perform the work of this contract with qualified and experienced employees. Following are Kleen-Tech staffing levels. Propr.etary 8r:d Confidential 00 `lot Uupl:ca:e or Distribute Page 5 of 7 City of Lubbock RFP 4: 08-053-MA �j KLEEN TECN Custodial a@Nices swviaea Corporative KLEEH-TECH City of Lubbock Services Corporation Proposed Organizational Chart ...................... epl Prel oduttten tersys Center Serra Centre- r Lubbock Business; FIE.4 - FIF .0s --- - F7l:l.17 ;----- -- Center — - - -, Mahon Library safely cater weber Redanatbn � F7F I.Q Fleet Servkes FIT '257 r -a- ^s.:,._ FT1�,15 Wait FIE .25 FIE ,5.7 r--e ry Patin at Brands F7E .7 k L brery Cen6er---_------ Mertenanae U)XBrands F7r .67 GadekeCrary F1E.1B weber Treatment F7E,TI _._ Fk City F7r-,14 F Wart ....-. FIE 16 r anmtal5l,ek:r Ceovac Brand, } r Mae Ammons T AdrNn Leary , ! Cotttneeety Cater web (. F7F=175 ---- - -- F7F .67 -- - - -- Fw N 4.' _--! F7F _.._— *� LPBL Trarufartner Cooper RawYngs ' ._�,, ._T__ } j SoGd Waste 01d — F7E ,14 f7f ,41 FIE ,16 Poke St {- �- - FIE t7J anind Sheker I Gmden & Artr Mapgle 7rejo �' i Nkrnnpal Mtll ; Ceram� SipeCe w FJE.-7 - streets Dept F7E .577 �- FTF 6? i soil w� I i Bu ldrg servkes L Offices CaronxetyCanter FIE,II Mantenwm FX- M I F7E.47 T� t 5 4 _ -Buddy y waxer aedamadon 5oid waste Adorn F7F I.GB Tr�51�» C-1w Maxa cwau*y Shm FTE-.?S -- F7E .11 Carter F7F-.J? land Appkatlan Heath Depa trnat F7F=,35 — F7r 44 -. _. FIF-,Il F7r 1,64 rt�ricpd euild;nq r F7F 7.31 Panes ® Recreation Municipd Square ! F7F ,19 i F7E 5.85 We offer the Best -Value solution to City of Lubbock janitorial requirements through our efficient and effective project management, clear understanding of your specifications as demonstrated in this proposal, our tested and proven quality and training programs, and our cost-conscious approach to exceeding your janitorial service expectations. Prnrr�,ta!y io.,l (',w.fidential Pige 7 of or Distribute City of f_ubbcck RFP * 08-0-5:3-MA Custc' ial Serilces ASSURANCE y KLEEN-TECH Senicar G�rparatio� Kleen-Tech Services Corporation (Kleen-Tech) assures the City that we will to the best of our knowledge, information and belief, be cognizant of, comply with, and enforce, where applicable and to the extent required, all applicable federal or state statutes and local ordinances including, but not limited to the Davis -Bacon Federal minimum wage requirements. ('i'y of 1-ulbock ].r-p 4: 08-`J5s MA tip KLEENFTECN �r��`.odial Se�'��ces F f METHODOLOGY FOR HANDELING ERROS & OMISSIONS Kleen-Tech Services Corporation (Kleen-Tech) features a centralized command and control system referred to as Kleen-Tech Mission Control. The two primary purposes of Mission Control are: 1) transfer of vital operational and non -operational information from and to our customers, management/supervisory team, employees, and corporate support elements; 2) provide visibility of information to facilitate the best utilization of our resources. One of the primary benefits of Mission Control is the handling of errors & omissions in a manner that ensures timely response, quick resolution, and an analysis to identify root causes and methods to prevent recurrence. As a result, Kleen-Tech better serves all of our customers, corporate functions and employees by facilitating all communications through Mission Control. Mission Control, located at our Corporate Operations office, is dedicated to assisting our employees and customers with issues and work requests, as well as the central conduit for corporate support and Project Manager reporting and accountability. Customers and employees call a toll free number where a Kleen-Tech Mission Control dispatch specialist facilitates resolution to any issue 24 hours a day — 7 days a week. We encourage our customers and require our employees to use Mission Control via phone, fax or email to: • Report uncontrollable and controllable issues • Report emergencies (flood, security, injury, vehicle accident, etc.) • Report a customer request/issue/concern/complaint • Report staffing vacancies • Order supplies • Request uniforms • Obtain equipment repair • Acquire general information • Request Payroll, Information Technology, Human Resources and Executive assistance • Request additional cleaning or customer services • Mobilize supplemental resources in response to an emergency Customers and employees are supplied with a Mission Control email address, where electronic correspondence is facilitated in a similar manner as phone conversations. Systematic tools and standardized procedures ensure timely response, action, tracking, and completion notification of all reported issues. These tools and procedures significantly improve the overall quality of service, customer visibility/coordination, and employee satisfaction. No Text i'ry of Lutbo'k ,RrP * 0e-053-11111a �� KLEEH--TECH Gcc�s SO(VI[YJ Ca,porahal Mission Control is also the recipient of the Operations Packets from each Kleen-Tech Project Manager. The Project Manager receives and summarizes data from their direct reports that are compiled into a weekly operations packet. The Project Manager's direct Supervisor and Mission Control staff process and grade this packet providing immediate feedback on operational performance to the Project Manager. After grading, the weekly operations packet is reviewed in detail with the Project Manager by Mission Control Dispatch Specialist. The Project Manager and his staff are recognized for their accomplishments as well as critiqued to identify improvement initiatives. Daily calls between Mission Control and the Project Manager are highly structured to ensure all operational and operations support areas are addressed. These Daily Calls assist in providing visibility of the overall health and status of each of our operating locations. Kleen-Tech Mission Control's commitment is to respond in a timely, professional and comprehensive manner to City of Lubbock janitorial issues and to exceed our customers' expectations with responsive, quality, and value-added janitorial services. City of Libbock RFP 4: 08-053 MA Custodial Services CONFLICT OF INTEREST KLEEN-TECH Kleen-Tech Services Corporation (Kleen-Tech) does not have any obligations posing a potential conflict of interest, including service on City boards and/or commissions and any current contracts with the City of Lubbock. ('ity Ci L-:JN")Ck ,i, y- s-INIA� KLEEN TECN .: ,.3FC;C;9t :- P,f .•iC: a ia;ricas Coproo;a 1 UTILIZATION OF LOCAL RESOURCES Kleen-Tech Services Corporation (Kleen-Tech) has implemented methods to utilize local resources in the City of Lubbock to stimulate growth in all sectors of the local business community. With our current custodial services contract with the City of Lubbock, we use the following local businesses for services and/or products. Vendor Services Rendered Office Max Credit Plan Office Supplies Allied Waste #068 Waste Removal New Day Window Cleaning Window Cleaning Ted's Floor Service Floor Maintenance Services AT&T Internet and Telephone Services for Kleen- Tech's office. ADT ecurity Services for Kleen-Tech's office. Helen Huffaker Office Space ATMOS Energy Utilities South Plains Electrical Cooperative I Utilities Sprint Cellular Services ALLTELL Cellular Services Communication Auditors Cellular Services American Messaging Pagers Stenocall Pagers Texaco Fleet Management Gasoline for Kleen-Tech vehicle. Depending on the type of services needed, we always query local businesses first. Kleen-Tech shares the same local business utilization goals and vision as the City of Lubbock and will continue to ensure that whenever practical, only local businesses will be utilized. DATE (MM Dplyyyy) ACMD. CERTIFICATE OF LIABILITY INSURANCE 1/1/2009 1 4/24/2008 PRODUCER Lockton Companies, LLC Denver THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION silo E Union Avenue ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE Suite 700 ALTER THTHIS COVERRATGE CERTIFICATE DOES D NOT Y THEMPOU1" BELOW Denier CO 8=7 (303) 414-6000 INSURERS AFFORDING COVERAGE NAIL 0 INSURED Mew -Tech Services Corporation INSURER A: Wausau 1038835 7100 Notch Broadway, Suite L INSURER B: HARTFORD FIRE INS. CO. Denver, CO 6=1 INSURER C : INSURER D : INSURER E : THIS 3MC9 DOES 9VrZaR§?M TRACT C�I/FIQa[:CR KLETE01 UT wM �01`et .s rru�ueftftab r.r — en.w ^en .un rumSMENT .._. 0 ANY REGUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN 19 SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH Dev rnree ar_nnarzATo r 1WTQ Cwww uAv mAur Rrm Rmumn Rv PAIn Ct alms_ INSR LTR ADDL I TYPE OF INSURANCE POLICY NUMBER POLICY EFFECTIVE DATE ( POLICY EXWIRATION DATE (MMIDDtYY)LIMITS A GENERAL LIABILITY X CO&*4ERaAL GENERAL LIABILITY CLAIMS MADE M OCCUR YYJZ91436710059 BLANKET ADDL 1NSD AS REQUntED BY CONTRACT 1/l/2008 1/1/2009DAMAGE EACH OCCURRENCE f _ 1,000.0 TO f 300,000 MED EXP y one person f 5,000 PERSONAL a ADV INJURY f 1,000,000 GENERAL AGGREGATE f 2 000 000 GENT AGGREGATE LIMIT APPLIES PER: POLICY I X I JPE C X LOC PRODUCTS - ComptoP AOO S 2,000,000 A AUTOMOESLE X LIABILITY ANY AUTO ALL OWNED AUTOS SCHEDULED AUTOS HIREDAUTOS NON- AUTOS ASCZ91436710038 1/1/2008 1/ l/2009 COMBINED SINGLE LIMIT (Ee aocidaM) ; 1,000,000 BODILY INJURY (Par Pei W,) $ XXX CXXX X BODILY INJURY (Parac ideN : XXXXXXX X PROPERTY DAMAGE (Per aocidaM) f���� GARAGE LIABILITY ANY AUTO NOT APPLICABLE AUTO ONLY - EA ACCIDENT ; XXXiS)M OTHER THAN EA ACC AUTO ONLY: AGG f XXXXXXX f XXXXXXX A EXCESSIUMBRELL.A LIABILITY X OCCUR CuuMSMADE a LELLA DEDUCTIBLE FORM RETENTION f THC2J1�36710-078 1/l/2008 1/1/2009 EACH OCCURRENCE 5,000,000 AGGREGATE $ 5,000,000 XXXXxxx XXXXXXX f XXXXXXX A WORKERS COMPENSATION AND EMPLOYERS' LIABILITY ANY PROPRE'TOR/PAWNEROECUTIVE oFFiCERAWENI ER EMWOED? If ^CIALLPR under sOWSJONsb.Iow NO WCJ-Z91-436710-018 1/1/2008 l/l/2009 X I T A - CR E.L. EACH ACCIDENT 500,000 E.L. DISEASE -EA EMPLOYEE ; 500,000 E.L.DISEASE-POUCYUmnT ; 500000 B A OTHER Crime Covets Property Spec sxl. Tbe@ 34BDDCC9932 YYJZ91436710059 5/13/2007 1/1/2009 1/ 1/2009 1/ 1/2009 5100,000 g�� DLsho Contents S530,000 Y DESCRIPTION OF OPBIiATIONB/LOCATIONVvSHCLESIEXCLUSIONS ADDED BY EMDORSEMENT/SPECIAL PROVISIONS City of Lubbock is included as Additional Insured as respects General Liability & Auto Liability. Waiver of Subrogation applies. City of Lubbock Attn: Sid Beach - Faclities Management PO Box 2000 1625131h St Lubbock, TX 79457 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAJL 30 DAYS WRITTL N NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO DO SO SHALL IMPOSE NO OBLIGATION OR LIABILITY OF ANY IOND UPON THE INSURER, ITS AGENTS OR