HomeMy WebLinkAboutResolution - 2013-R0450 - Contract - Pruitt Building Services Inc.- Custodial Services - 12_19_2013Resolution No. 2013-RO450
December 191, 2013
Item No. 5.18
RESOLUTION
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK:
THAT the Mayor of the City of Lubbock is hereby authorized and directed to
execute for and on behalf of the City of Lubbock, Contract No. 11382 for custodial
services, by and between the City of Lubbock and Pruitt Building Services, Inc., of Fort
Worth, Texas, and related documents. Said Contract is attached hereto and incorporated
in this resolution as if fully set forth herein and shall be included in the minutes of the
City Council.
Passed by the City Council on
ATTEST:
AQ
IGbec a Garza, City Secretary
APPROVED AS TO CONTENT:
December 19.2013
Mark Yearw d, Assi tant City Manager
Chief Mformation Officer
APPROVED AS TO FORM:
vw:ccdocs/RES.Contract-Pruitt Building Services
November 22, 2013
Resolution No. 2013-R0450
City of Lubbock, TX
Custodial Services
Service Agreement
Contract 11382
This Service Agreement (this "Agreement") is entered into as of the 19th day of December,
2013, ("Effective Date") by and between Pruitt Building Services, Inc., (the Contractor),and the City of
Lubbock (the "City").
RECITALS
WHEREAS, the City has issued a Request for Proposals 13-11382-TL, Custodial Services.
WHEREAS, the proposal submitted by the Contractor has been selected as the proposal which
best meets the needs of the City for this service; and
WHEREAS, Contractor desires to perform as an independent contractor to provide custodial
services, upon terms and conditions maintained in this Agreement; and
NOW THEREFORE, for and in consideration of the mutual promises contained herein, the City
and Contractor agree as follows:
City and Contractor acknowledge the Agreement consists of the following exhibits which are
attached hereto and incorporated herein by reference, listed in their order of priority in the event of
inconsistent or contradictory provisions:
1. This Agreement
2. Exhibit A — General Requirements
3. Exhibit B — Price Sheet
4. Exhibit C — Insurance
Scope of Work
Contractor shall provide the services that are specified in Exhibit A. The Contractor shall comply with all
the applicable requirements set forth in Exhibit B, and C attached hereto.
Article 1 Services
1.1 Contractor agrees to perform services for the City that are specified under the General
Requirements set forth in Exhibit A. The City agrees to pay the amounts stated in
Exhibit B, to Contractor for performing services.
1.2 Contractor shall use its commercially reasonable efforts to render Services under this
Agreement in a professional and business -like manner and in accordance with the
standards and practices recognized in the industry.
1.3 Nonappropriation clause. All funds for payment by the City under this Agreement are
subject to the availability of an annual appropriation for this purpose by the City. In the
event of nonappropriation of funds by the City Council of the City of Lubbock for the
goods or services provided under the Agreement, the City will terminate the Agreement,
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 Agreement is spent, whichever event occurs first. If at any time funds are
not appropriated for the continuance of this Agreement, cancellation shall be accepted by
the contractor 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 Agreement beyond the date
of termination.
Article 2 Miscellaneous.
2.1 This Agreement is made in the State of Texas and shall for all purposes be construed in
accordance with the laws of said State, without reference to choice of law provisions.
2.2 This Agreement is performable in, and venue of any action related or pertaining to this
Agreement shall lie in, Lubbock, Texas.
2.3 This Agreement and its Exhibits contains the entire agreement between the City and
Contractor and supersedes any and all previous agreements, written or oral, between the
parties relating to the subject matter hereof. No amendment or modification of the terms
of this Agreement shall be binding upon the parties unless reduced to writing and signed
by both parties.
2.4 This Agreement may be executed in counterparts, each of which shall be deemed an
original.
2.5 In the event any provision of this Agreement is held illegal or invalid, the remaining
provisions of this Agreement shall not be affected thereby.
2.6 The waiver of a breach of any provision of this Agreement by any parties or the failure of
any parties otherwise to insist upon strict performance of any provision hereof shall not
constitute a waiver of any subsequent breach or of any subsequent failure to perform.
2.7 This Agreement shall be binding upon and inure to the benefit of the parties and their
respective heirs, representatives and successors and may be assigned by Contractor or the
City to any successor only on the written approval of the other party.
2.8 All claims, disputes, and other matters in question between the Parties arising out of or
relating to this Agreement or the breach thereof, shall be formally discussed and
negotiated between the Parties for resolution. In the event that the Parties are unable to
resolve the claims, disputes, or other matters in question within thirty (30) days of written
notification from the aggrieved Party to the other Party, the aggrieved Party shall be free
to pursue all remedies available at law or in equity.
2.9 At any time during the term of the contract, or thereafter, the City, or a duly authorized
audit representative of the City or the State of Texas, at its expense and at reasonable
times, reserves the right to audit Contractor's records and books relevant to all services
provided to the City under this Contract. In the event such an audit by the City reveals
any errors or overpayments by the City, Contractor shall refund the City the full amount
of such overpayments within thirty (30) days of such audit findings, or the City, at its
option, reserves the right to deduct such amounts owing the City from any payments due
Contractor.
2.10 The City reserves the right to exercise any right or remedy to it by law, contract, equity,
or otherwise, including without limitation, the right to seek any and all forms of relief in a
court of competent jurisdiction. Further, the City shall not be subject to any arbitration
process prior to exercising its unrestricted right to seek judicial remedy. The remedies set
forth herein are cumulative and not exclusive, and may be exercised concurrently. To the
extent of any conflict between this provision and another provision in, or related to, this
document, this provision shall control.
IN WITNESS WHEREOF, this Agreement is executed as of the Effective Date.
CITY OF LUBBOCK, TX:
-,,, A ZI--- - - �
Gle obertson, Mayor
ATTEST:
Re cca Garza, City Secretary
APPROVED AS TO CONTENT:
Mark Aarwoo , Assistant ity Manager
Chief Information Officer
APPROVED AS TO FORM:
s't �ty o
CONTRACTOR:
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Contractor's ignat ure
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Printed Name
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Title
Exhibit A
City of Lubbock, TX
RFP 13-11382-TL, Custodial Services
General Requirements
1. SCOPE
To furnish custodial services at various Owner Facilities.
2. CONTRACT TERM
The term of this Contract commences on the Effective Date and continues without
interruption until September 30, 2014 unless termination occurs as otherwise provided in
this Contract. This Contract may be renewed by mutual consent of both parties for up to
four additional one 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
February 1st 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.
Q: Purchase\Bid Docs\RFP 13-11382-TL, Custodial Services
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.
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 of any
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.
8. 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 personnel engaged 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.
Q: Purchase\Bid Docs\RFP 13-11382-TL, Custodial Services
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 contact the
Facilities rep via email or at 775-2201 in an emergency.
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 dispensers. 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.
9. 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.
Q: Purchase\Bid Docs\RFP 13-11382-TL, Custodial Services
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.
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
Q: Purchase\Bid Docs\RFP 13-11382-Tf , Custodial Services
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.
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 have been convicted of a violent crime or
other crimes against persons.
Q: PurchaselBid Docs\RFP 13-11382-TL, Custodial Services
11.
12.
13.
14
15.
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 City of Lubbock named as additional insured on Auto/General Liability on a
primary and non-contributory basis. To include Products of Completed Operations
endorsement. Waiver of subrogation in favor of the City of Lubbock on all
coverages. Copies of all endorsements are required.
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:
City, State, Zip:
Q: Purchase\Bid Docs\RFP 13-11382-TL, Cuslodial Services
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)
d.
Sprayway Glass Cleaner
16.1.4 Hard Inanimate Surfaces
a.
Citro Shield Furniture Polish (Spartan Chemical Company)
b.
SSC-14 Aerosol Metal Polish (Certified Labs)
Q: Purchase\Bid Docs\PFP 13-1I382-TL, Custodial Services
17.
18.
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.
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.
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.
OWNER OBSERVED HOLIDAYS
18.1 The Owner observes the following holidays:
New Year's Day — January 1"
Martin Luther King Day — Yd 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 (4th Friday in November)
Christmas Eve- December 241h
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.
Q; Purrhase\Bid Docs\RFP 13-11382-TL, Custodial Services
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.
19.1.2 Criteria for Deductions for Omitted or Unsatisfactory Work will be
used by the Owner in determining the deductions for non-
performance of work under this contract or for deficiencies in the
work performed. See Section 19.2—"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
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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 Cleaninl? 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
19.2.4
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)
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)
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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 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).
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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.
21.5 Contractor will notify a Building Representative of any and all unlocked doors
immediately upon discovery.
21.6 Contractor is responsible for securing the exterior doors of the Municipal Building
at 1625 131h 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.
21.7 The 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.
21.8 Night 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.
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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.
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.
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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-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,
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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 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,
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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 germicidal
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.
22.2.22In 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.
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 corners 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
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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.
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 corners 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 corners 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 break room 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.
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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.
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
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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 carnauba 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 scuffinarks. 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.
22.10.2Strip 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 scuffinarks. There
shall be no build-up of old finish. There shall be no evidence of gum, rust,
burns, scuffinarks, and old finish or stripper. 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. The
contractor will provide a schedule when this service is to be preformed.
Schedules must be submitted at least 2 weeks in advance before work is to
be performed.
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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,
kick plates, 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.
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23.3 MONTHLY
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.
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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.
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/ EQUIPMENT/BAY AREAS
27.1 Below ground floor areas referred 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.
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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.
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 @ 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.
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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.
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 3.d 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).
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30.5 ANNUALLY (Completed by or about 5/15 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.
33. CLEANING SPECIFICATIONS FOR BUDDY HOLLY CENTER/GARDEN &
ARTS CENTER
33.1 DAILY —BUDDY HOLLY CENTER/GARDEN & 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).
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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 11115, 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 (A B Davis & Lou Stubbs)
35.1.1 DAILY UPON REQUEST (BASED ON DAILY 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 QUARTERLY
35.1.4.1 Scrub and recoat hard -surfaced floors.
35.1.4 SEMI-ANNUALLY
35.1.5.1 Strip and wax hard -surfaced flooring.
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35.2 ST. PAUL'S CHURCH
35.2.1 DAILY: Wood flooring: remove mud from floor with slightly damp rag,
DO NOT USE WATER ON THE WOOD FLOOR. Sweep and mop
restroom floors.
(Use only an approved Bona hardwood floor cleaner on this floor.)
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
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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 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:
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Quality Assurance Program
Minimum Inspection Frequencies
Daily partial inspection of the following buildings:
Item 1
Municipal Square
Item 2
Municipal Building
Item 3
Health Department
Item 6
CD, Parks & IT
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
Item 24
Copper Rawlings
Item 25
Godeke Library
Item 27
Buddy Holly Center
Item 27 A
Allison House
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 42
Mahon Library
Item 43
Silent Wings Museum
Item 44
Animal Shelter
Item 45
Animal Shelter Admin
Item 46
etery
Item 47
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 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
Water Reclamation Shop
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Item 26
Safety City
Item 31
Tennis Center
Item 32
Traffic Signs & Signals
Item 33
Streets/ Radio Shop
Item 34
Streets/ Police
Item 35
Vector Control
Item 36
Lou Stubbs Party House
Item 37
K.N. Clapp Party House
Item 38
Water Treatment South
Item 40
Streets Department 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 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.
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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.
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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
S of -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
Shampoo 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
Spray -buff hard -surfaced floors
Weekly
17
Clean flower beds
Dail
18
Dust wood baseboards
Monthly
19
Clean ceilings
As often as needed
20
S of 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
31
Clean the elevators
Daily/or more often if
needed
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
Q: Purchase\Bid Docs1RFP 13-11382-TL, Custodial Services
Miscellaneous Services Provided
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 requested
5
Collect recyclable materials and deposit into bins
Dail
6
Pressure wash east walks the night before City
Council meetings. (city hall location, weather
permitting)
Evening before meetings
Additional Miscellaneous Services Provided
by
Custodial Services at Health Department
1
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
Dail
Q: Purchase\Bid Docs\RFP 13-11382-TL, Custodial Services
13
k]-
3
Exhibit B
Addendum I
Revised Exhibit A
Custodial Services
City of Lubbock, TX
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 items 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 Contract Total
Rate
Footage
Contract S.F.
1I
Rate
Af X B =1
B
I .
Municipal Square, 916 Texas
104,196
$ .0991
$10,325.00
Avenue
2.
Municipal Building, (City Hall)
85,167
9,075.00
162513 Street
3.
Health Department, 806 181h Street
5,800
.4655
$ 2,700.00
4.
Building Services Maintenance
674
$ .2596
$ 175.00
Shop, 405 34`h Street
5.
Police Storage (Property Room),
9,239
$ .0135
$ 125.00
816 Texas Avenue
6.
CD, Parks & IT 1611 1 Oth Street
23,430
$ .0790
$ 1,850.00
7.
Fleet Services (Garage). 206
5,000
$ .0900
$ 450.00
Municipal Drive
8.
Solid Waste (Administration), 208
4,927
$ .0913
$ 450.00
Municipal Drive
9.
Municipal Hill (Electric
22,600
$ .1869
$ 4,225.00.
Distribution), 404 Municipal Drive
10.
Deleted
11.
Pipeline Maintenance, 406
3,344
$ .0374
$ 125.00
Municipal Drive
12.
Lubbock Business Center, 1301
66,733
$ .1113
$ 7,425.00
Broadway
13.
Land Application, I Mile East of
1,975
$ .1139
$ 225.00
Loop 289 on East 19'h Street
14.
Solid Waste (North Landfill),
3,551
$ .0986
$ 350.00
17304 North FM 2528
15.
Solid Waste (Old Landfill), 6500
1,032
$ .3391
$ 350.00
North Avenue P
16.
Water Treatment Plant, 6001
12,050
$ .0788
$ 950.00
North Guava
17.
Water Reclamation Plant, East 371h
9,899
$ .0803
$ 795.00
& Guava
0 PumbawkRid DoraWP 19.1139241, Cudodi i Services Addendum1 120
Item
Location
Square
Footage
Monthly
Contract S.F.
Monthly Contract Rate
A x B =
Rate
B
17A
Water Reclamation Shop East 37`h
171
$ 2.0468
$ 350.00
& Guava
18.
Maggie Trejo Supercenter, 3200
10,620
$ .0777
$ 825.00
Amherst
19.
Mae Simmons Community Center,
6,533
$ .0804
$ 525.00
23'd & Oak
20.
Mae Simmons Senior Center, 2004
2,828
$ .1238
$ 350.00
Oak
21.
Lubbock Senior Citizens Center,
14,974
$ .0935
$ 1,400.00
2001 19`h Street
22.
Maxey Community Center, 30`h &
4,494
$ .0779
$ 350.00
Oxford
23.
Hodges Community Center, 4011
6,503
$ .0807
$ 525.00
University
24,
Copper Rawlings, 40`h & Avenue
4,960
$ .0857
$ 425.00
B
25.
Godeke Library, 6707 Slide Road
18,000
$ .1806
$ 3,250.00
26.
Safety City, 46`h & Avenue U
1,566
$ 350.00
27.
Buddy Holly Center, 1801 Avenue
10,045
$ .0772
$ 775.00
G
27 A
Allison House 1801 Avg G
996
$ .1255
$ 125.00
28.
Garden & Arts Center, 4215
6,732
$ .0780
$ 525.00
University
29.
Groves Branch Library, 5520 19`h
10,084
$ .1587
$ 1,600.00
Street
30
Patterson Branch Library, 1836
10,084
$ .1587
$ 1,600.00
Parkway
31.
Tennis Center, 3030 66`h Street
1,700
$ .1176
$ 200.00
32.
Traffic Signs & Signals, 202
6,202
$ .0524
$ 325.00
Municipal Drive
33.
Streets/ Radio Shop 530 36'h
2,900
$ .6897
$ 200.00
Street
34.
Streets / Police 401 34`h Street
1,328
$ .1506
$ 200.00
35.
Vector Control 201 N Ash
5,641
$ .0399
$ 225.00
38.
Water Treatment South East 1585
4,441
$ .0507
$ 225.00
40.
Deleted
41.
LP & L Transformer Shop, 240
1,418
$ .1763
$ 250.00
Municipal Drive
p Purchau'Did Dou11lFP I3-1 I3e1-TL. Custa6al Services, Mdenduml 12
I U.
Item
Location
Square
Footage
Monthly
Contract S.F.
Rate
B
Monthly Contract Rate
A� x B =)
42.
Mahon Library 1306 9th
48,926
$ .1737
$ 8,500.00
43.
Silent Wings Museum 6202 N I-H
27
15,305
$ .1682
$ 2,575.00
44.
Animal Shelter 401 Ash
2,275
$ -1538
$ 350.00
45.
Animal Shelter Admin 201 N Ash
5,582
$ .0851
$ 475.00
46.
Cemetery 2011 E 31'`
1,527
$ .2292
$ 350.00
47.
LP&L Offices 3500 East Slaton
Hwy
1,700
$ .0735
125.00
50.
Streets/Water 2345 50' Street
12,650
$ .0830
1,050.00
Total Square Footage
580,602
$ 67,620.00
Item
Location
Per Cleanine
Rate
36.
Lou Stubbs Party House, 36 &
Avenue N
1,520
37.
K.N. Clapp Party House, 46 &
Avenue D
1,305
39.
Historic St. Paul's on the Plains,
4011 University Avenue
850
$40.00
Item
Special Tasks
Hourly Rate
45.
Emergency Cleanups --Normal
Working Hours: 8 am to 5 pm
$17.50
46.
Emergency Cleanups —After
Hours: 5 pm to 8 am
$25.00
Item
Special Task
Per Task
48.
Special Set-ups ('fables and
hairs, etc.)
$17.50 hr
49.
Lubbock Parking Garage/
Warehouse Floor Cleaning
$17.50 hr
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
tract 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.
Q PwchsWHid 11oc0RFT 13-11712-TL, CvsWial Service, Addenduml 122
EXHIBIT C
INSURANCE
SECTION A. Prior to the approval of this contract by the City, the Contractor shall furnish a completed
Insurance Certificate to the City, which shall be completed by an agent authorized to bind the named
underwriter(s) to the coverages, limits, and termination provisions shown thereon, and which shall furnish
and contain all required information referenced or indicated thereon. THE CITY SHALL HAVE NO
DUTY TO PAY OR PERFORM UNDER THIS CONTRACT UNTIL SUCH CERTIFICATE SHALL
HAVE BEEN DELIVERED TO THE CITY.
INSURANCE COVERAGE REQUIRED
SECTION B. The City reserves the right to review the insurance requirements of this section during the
effective period of the contract and to require adjustment of insurance coverages and their limits when
deemed necessary and prudent by the City based upon changes in statutory law, court decisions, or the
claims history of the industry as well as the Contractor.
SECTION C. Subject to the Contractor's right to maintain reasonable deductibles in such amounts as are
approved by the City, the Contractor shall obtain and maintain in full force and effect for the duration of
this contract, and any extension hereof, at Contractor's sole expense, insurance coverage written by
companies approved by the State of Texas and acceptable to the City, in the following type(s) and
amount(s):
Type Amount
Worker's Compensation or Statutory
Employers Liability
Commercial General Liability per Occurrence Combined single limit for bodily
Endorsements injury and property damage of
- General Aggregate $1,000,000 per occurrence or its
- Products/Op AGG equivalent.
- Personal & Adv. Injury
- Contractual Liability
Automobile Liability Combined single limit for bodily
injury and of $500,000 per
a. Any Auto occurrence or its equivalent
The City of Lubbock shall be named as additional insured on auto/general liability on a primary
and non-contributory basis with a waiver of subrogation in favor of the City on all coverage's and
include products of completed operations endorsement. All copies of the Certificates of Insurance
shall reference the RFP or proposal number for which the insurance is being supplied. Copies of all
endorsements are required.
ADDITIONAL POLICY ENDORSEMENTS
The City shall be entitled, upon request, and without expense, to receive copies of the policies and all
endorsements thereto and may make any reasonable request for deletion, revision, or modification of
particular policy terms, conditions, limitations, or exclusions (except where policy provisions are
established by law or regulation binding upon either of the parties hereto or the underwriter of any of such
policies). Upon such request by the City, the Contractor shall exercise reasonable efforts to accomplish
such changes in policy coverages, and shall pay the cost thereof.
REQUIRED PROVISIONS
The Contractor agrees that with respect to the above required insurance, all insurance contracts and
certificate(s) of insurance will contain and state, in writing, on the certificate or its attachment, the
following required provisions:
a. Name the City of Lubbock and its officers, employees, and elected representatives as additional
insureds, (as the interest of each insured may appear) as to all applicable coverage;
b. Provide for 30 days notice to the City for cancellation, nonrenewal, or material change;
c. Provide for notice to the City at the address shown below by registered mail;
d. The Contractor agrees to waive subrogation against the City of Lubbock, its officers, employees,
and elected representatives for injuries, including death, property damage, or any other loss to the
extent same may be covered by the proceeds of insurance;
e. Provide that all provisions of this contract concerning liability, duty, and standard of care together
with the indemnification provision, shall be underwritten by contractual liability coverage
sufficient to include such obligations within applicable policies.
f. All copies of the Certificates of Insurance shall reference the project name or proposal number for
which the insurance is being supplied.
NOTICES
The Contractor shall notify the City in the event of any change in coverage and shall give such notices not
less than 30 days prior the change, which notice must be accompanied by a replacement CERTIFICATE
OF INSURANCE.
All notices shall be given to the City at the following address:
Marta Alvarez, Director of Purchasing & Contract Management
City of Lubbock
1625 131h Street, Room 204
Lubbock, Texas 79401
SECTION D. Approval, disapproval, or failure to act by the City regarding any insurance supplied by
the Contractor shall not relieve the Contractor of full responsibility or liability for damages and accidents
as set forth in the contract documents. Neither shall the bankruptcy, insolvency, or denial of liability by
the insurance company exonerate the Contractor from liability.