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Laboratory Services Division Janitorial Services SF-ADM130405 i - Invitation For Bid

The Colorado Department of Public Health and Environment’s (CDPHE) Laboratory Services Division is seeking to contract for custodial services at the State’s building which houses its laboratory services program. The required services include but are not limited to providing the highest level of janitorial services, professionalism, safety, and communication. The Laboratory Services Division conducts testing for communicable and food-borne illnesses for the State of Colorado as well as environmental testing for the State. As such, a high level of service is required from the Janitorial staff, and we have unique requirements as further described in this document. PROGRAM DESCRIPTION: This contract is being sought by the Laboratory Services Division (Division) of the Colorado Department of Public Health and Environment (Department). This Section establishes and enforces standards for the custodial services at the State’s building which houses its laboratory services program.

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Table of Contents Laboratory Services Division Janitorial Services ......................................................................................... 1

STATEMENT OF WORK: ......................................................................... Error! Bookmark not defined.

CUSTODIAL SERVICES ............................................................................................................................ 4

1.0 GENERAL: ....................................................................................................................................... 4

1.1 Scope of Work: ............................................................................................................................ 4

1.2 Personnel: ...................................................................................................................................... 5

1.3 Quality Control Program (Contractor): ......................................................................................... 7

1.4 Quality Assurance Program/Contract Cancellation: ..................................................................... 8

1.5 Physical Security: .......................................................................................................................... 9

1.6 Contractor Employee Security: ..................................................................................................... 9

1.7 Security Key and Card Access Control: ...................................................................................... 10

1.8 Lost and Found: ........................................................................................................................... 10

1.9 Conservation of Utilities: ............................................................................................................ 11

1.10 Description of Work Week: ....................................................................................................... 11

1.11 Cleaning Standards: .................................................................................................................... 12

1.12 List of Buildings/Areas: .............................................................................................................. 13

1.13 Addition or Deletion of Tasks: .................................................................................................... 13

2.0 STATE FURNISHED PROPERTY AND SERVICES: ................................................................. 13

2.1 Property: ...................................................................................................................................... 13

2.2 Services: ...................................................................................................................................... 14

3.0 CONTRACTOR FURNISHED ITEMS ......................................................................................... 14

3.1 Materials:..................................................................................................................................... 14

3.2 General: ....................................................................................................................................... 14

3.3 Samples: ...................................................................................................................................... 14

3.4 Equipment & Tools: .................................................................................................................... 14

3.5 Supplies: ...................................................................................................................................... 15

3.6 Sustainable Cleaning Products and Materials: ............................................................................ 15

3.7 Chemical Storage: ....................................................................................................................... 15

4.0 TASKS: ........................................................................................................................................... 16

4.1 Management: ............................................................................................................................... 16

4.2 Cleaning Task Standards: ............................................................................................................ 16

4.3 Cleaning Tasks: ........................................................................................................................... 17

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4.4 Basic/Routine Cleaning Tasks: ................................................................................................... 17

4.5 Clean and Supply Restrooms: ..................................................................................................... 22

4.6 Periodic Cleaning Tasks: ............................................................................................................. 24

4.7 As-Required Cleaning Tasks: ...................................................................................................... 26

4.8 Recycle Program: ........................................................................................................................ 26

4.9 Documents to be Shredded:......................................................................................................... 26

5.0 SPECIAL REQUIREMENTS: ........................................................ Error! Bookmark not defined.

6.0 SPECIAL CONTRACT CONDITIONS: ........................................................................................ 26

7.0 EXHIBITS: ..................................................................................................................................... 27

Exhibit 1 .................................................................................................................................... 29

Exhibit 2 .................................................................................................................................... 35

Exhibit 3 .................................................................................................................................... 38

Exhibit 4 .................................................................................................................................... 39

Exhibit 5 .................................................................................................................................... 42

Exhibit 6 .................................................................................................................................... 47

8.0 ILLEGAL ALIENS ......................................................................................................................... 29

9.0 DEFINITIONS: ............................................................................................................................... 29

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CUSTODIAL SERVICES

1.0 GENERAL:

1.1 Scope of Work: The Contractor shall provide all labor, equipment, tools, supplies, chemicals, supervision, and other items or service necessary to do the work defined in this Performance Work Statement for the Colorado Department of Public Health and Environment (CDPHE). The work to be accomplished is custodial and other related services designated. It is essential that the facility be maintained in the highest order of cleanliness and neatness at all times. Contractor employees must be cautioned to insure that their appearance, attitude and manner do not bring discredit upon CDPHE. The Contractor shall perform to the standards outlined in these specifications and Exhibit 4 - “Performance Requirements.” The Contractor shall perform the tasks at frequencies listed in Exhibit 1 - “Task and Frequency Charts,” and other related services designated herein. The Contractor understands and agrees that at any time during the term of the contract, upon fifteen days written notice the State may require the Contractor to increase or decrease the frequencies of tasks required under this contract. Pursuant to State of Colorado Fiscal Rules, in such event the contract shall be amended adjusting the sum of the contract in direct proportion to the required work increase or decrease based upon the unit price per task contained in said contract. Vendor shall be responsible for any and all damages resulting from its operation and upon occurrence report, verbally and written, to the CDPHE Building Ops Manager. The CDPHE Building Ops Manager will provide guidance of any rules related to repairs that the Vendor must comply with (i.e. lease or State building requirements). Damages shall be repaired to match existing within seven (7) calendar days upon notification and shall be at no expense to CDPHE. The repairs shall be equal to or better than the original condition and will be approved or rejected by the CDPHE Building Ops Manager within three (3) calendar days. Should any repairs be rejected the Vendor shall redo the repairs within seven (7) calendar days. The Awarded Contractor will be required to submit Certificate(s) showing insurance coverage as outlined below prior to execution of Contract. Following are the State’s standard insurance requirements:

A. The contractor shall obtain, and maintain at all times during the term of this contract, insurance in the following kinds and amounts:

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1) Workers’ Compensation Insurance as required by state statute, and Employer’s Liability Insurance covering all of contractor’s employees acting within the course and scope of their employment.

2) Commercial General Liability Insurance written on ISO occurrence form CG 00 01 10/93 or equivalent, covering premises operations, fire damage, independent contractors, products and completed operations, blanket contractual liability, personal injury, and advertising liability with minimum limits as follows:

a. $1,000,000 each occurrence; b. $1,000,000 general aggregate; c. $1,000,000 products and completed operations aggregate; and d. $50,000 any one fire.

If any aggregate limit is reduced below $1,000,000 because of claims made or paid, the contractor shall immediately obtain additional insurance to restore the full aggregate limit and furnish to the State a certificate or other document satisfactory to the State showing compliance with this provision. Notwithstanding this subsection A, if the contractor is a “public entity” within the meaning of the Colorado Governmental Immunity Act CRS 24-10-101, et seq., as amended (“Act’), the contractor shall at all times during the term of this contract maintain such liability insurance, by commercial policy or self-insurance, as is necessary to meet its liabilities under the Act. Upon request by the State, the contractor shall show proof of such insurance satisfactory to the State.

3) Automobile Liability Insurance covering any auto (including owned, hired and non-owned autos) with a minimum limit as follows: $1,000,000 each accident combined single limit.

4) Professional liability insurance with minimum limits of liability of not less than $1,000,000.

B. The State of Colorado and The Colorado Department of Public Health &

Environment shall be named as additional insured on the Commercial General Liability and Automobile Liability Insurance

1.2 Personnel: The Contractor shall provide adequate personnel to perform all the work required by this contract. A minimum of 20 man-hours per night is required; one person must be a floor professional who will devote 4 hours per night to floor work only. The Contractor shall provide documentation of how the remaining 16 man-hour per night shall be performed.

A. Supervisor(s) The Contractor shall provide an adequate number of supervisors to ensure the performance of work during all times Contractor employees are working on the site.

The Supervisor shall:

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1. Demonstrate adequate knowledge of technical skills and techniques required by this specification and to recognize circumstances under which cleaning techniques may be hazardous to the facility or personnel. The Supervisor shall notify immediately the State representative of these incidents.

2. Speak, write, and communicate in the English language.

3. Perform manual job assignments and train new employees.

4. Review and sign the communication log nightly. The communication log is for the purpose of communication between the supervisor and the CDPHE Physical Plant Manager on any pending issues. The CDPHE Physical Plant Manager is responsible for providing the communication log.

5. Be physically present on-site.

B. Employees The Contractor shall provide trained, qualified personnel in addition to the Supervisor(s) to perform the work in accordance with the Contract documents.

The CDPHE Physical Plant Manager may request the Contractor to reassign any employee away from the Health Department building.

CDPHE has the right to require the Contractor to remove from its work force assigned to the building, any employees deemed incompetent, careless, or otherwise objectionable, or any personnel whose actions are deemed to be contrary to public interest or inconsistent with the best interests of the building.

All Contractor’s employees assigned to the building are to be physically able to do their assigned work and are to be free of communicable disease.

All Contractors' employees assigned to Laboratory spaces must be trained in special conditions: delicate instrumentation, chemicals, and biological materials. Care must be exercised when cleaning labs so that the workers are not injured and the lab environment is not contaminated to render the analysis suspect. The required floor expert must be trained in hard floor and carpet maintenance.

Consumption of food and beverages by Contractor’s employees during breaks is permitted only in the CDPHE employees break area, located adjacent to the vending machine room. Such activities are prohibited in CDPHE employee offices, work areas and laboratories. Damage and/or theft to the building and /or its contents by the employees of the Contractor shall be the Contractor’s responsibility and any losses shall be at the Contractor’s expense.

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Contractor’s employees are prohibited from wearing shorts, short trousers, or open-toed shoes. Contractor’s employees shall be identified by being listed on employee rosters and by identification badges. Identification badges shall be worn by all employees and shall include their full name, the legal name under which the Contractor is doing business, the shift hours/days, and building/area of work. All badges shall be provided by the Contractor and shall be collected from terminated employees prior to termination.

The Contractors, before starting work under this contract, shall provide the CDPHE Physical Plant Manager a roster of all employees to include on-call employees working under this contract. Rosters will show names, building/area assigned, shift hours and days worked. Roster of on-call employees shall include names of key personnel who can be reached at times other than normal shift times and shall include name, title, phone and/or pager of on-call employee. Subsequent changes to these rosters will be forwarded to the CDPHE Physical Plant Manager within 1 (one) working day following the change and up-to-date rosters submitted before the 10th day of each month. Up-to-date copies of Contractor employee rosters shall be forwarded to the CDPHE Physical Plant Manager. Failure to provide an up-to-date employee roster before the 10th day of each month will result in a deduction of $25.00 from that month’s invoice for each day the roster is not received.

1.3 Quality Control Program (Contractor): The Contractor shall establish a complete Quality Control Program to assure the requirements of the contract are provided as specified. One copy of the program shall be given to the State representative at the Pre-Performance Conference. An updated copy shall be given to the State representative on the contract start date and as changes occur.

A. The Quality Control Program shall include, but not limited to: 1. A written inspection system covering all the services listed in section 4.0

“Tasks” and Exhibit 1 - “Tasks & Frequency Charts.” It must specify areas to be inspected on either a scheduled or un-scheduled basis and include the title of the individual who will inspect.

2. A method for identifying deficiencies in the quality of services before the

level of performance becomes unacceptable.

3. A file of all inspections and corrective actions taken must be kept. This file shall be made available to CDPHE during the term of this contract.

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4. Forms supplied to the Contractor by the CDPHE Physical Plant Manager indicating the dates of completion for all periodic services specified must be completed by the contract as required.

1.4 Quality Assurance Program/Contract Cancellation: The State shall appoint a Quality Assurance Evaluator to monitor the Contractor’s performance. Performance evaluation meetings shall be held weekly during the first 60 days of this contract. The State Representative, Quality Assurance Evaluator, Supervisor, and Assistant will meet to discuss and evaluate performance and problems. A mutual effort will be made to resolve all differences and problems. Meetings will be held as often as necessary thereafter as determined by the State representative. However, a meeting will be held whenever a discrepancy occurs. Written minutes of these meetings will be signed by the State Representative, Quality Assurance Evaluator, and Supervisor. A copy shall be forwarded to the Contractor. Should the Contractor disagree with any resolution he will state in writing the reason why and may request another meeting with the State representative to discuss it. If the level of cleaning at any time is considered to be unacceptable to the state, the Contractor will be required to take whatever measures are required to correct the deficiencies. Any additional costs resulting from actions so taken will be borne by the Contractor. The Quality Assurance Evaluator will perform random inspection reports. A minimum of at least two inspections will be performed each month. However, the State may perform inspections at any time it deems appropriate or necessary. Inspection reports will be given to the Contractor noting condition of building and performance to the required specifications. Contractor will correct all deficiencies noted within 24 hours after notification. If, at the judgment of the State representative, State employees are required to complete services not satisfactorily performed by the Contractor, time and material charges will be deducted from the monthly payment. Consistent failure of the Contractor to meet the requirements of the specifications will be considered sufficient cause for cancellation of this contract with 30 (thirty) days prior written notice. Contract may also be cancelled with no penalty to the State, due to lack of funding or by Legislative directive. If the Contractor fails to meet any or all of the requirements for Quality Control contained in Section 1.3 or fails to meet any completion dates for services required in the Frequency and Task Charts, Periodic Services, Exhibit 1, the State may deduct 1/20th of

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the monthly invoice amount from the Contractor’s monthly billing for each day the Contractor fails to meet required completion dates. The term of this contract shall be for a period of one (1) year from the date of contract execution with four (4) optional yearly renewals. This contract will be subject to yearly review by the State. If upon review the State determines that the Contractor has not provided any of the following per the contract specifications, it will be considered sufficient cause for cancellation of this contract with 30 (thirty) days prior written notice:

1. Failure to maintain Quality Control Program per section 1.3.

2. Failure to provide inspection responses in a timely manner per Exhibit 4, item 3.

3. Failure to provide consistent janitorial service resulting in written mandates by the State to the Contractor to provide acceptable janitorial service.

1.5 Physical Security: The State shall provide and maintain safe areas for contract work. The Contractor may be required to work in these buildings at times other than the normal work hours prescribed in these specifications (because of emergency cleaning, work being performed by in-house or other contractors, etc.). When this is necessary, the work hour changes will be agreed upon by the State representative and the Contractor. The State representative shall notify Contractor by phone about the change of work hours and what building and/or workers are involved. The Contractor shall safeguard all State Property in the work areas. At no time shall Contractor Employees violate building security by propping open doors or windows and leaving them unattended.

1.6 Contractor Employee Security: The Contractor and all employees shall comply with CDPHE security requirements while on the installation, and be subject to a background security check by the State representative. In addition, the CDPHE State Laboratory must comply with the U.S. Patriot Act, CFR 73 (2002) Select Biological Agent and Toxins, and the Public Health Security and Bioterrorism Preparedness and Response Act of 2002. These federal regulations require background checks to be conducted on all individuals who work in the State Laboratory including any individuals who work in the building that employed by contractors hired by CDPHE. In addition, periodic drug screening may also be required.

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Contractor employees may be required to sign a Confidentiality Statement. Upon completing work and before leaving a building/area, Contractor employees shall ensure that all windows and doors are closed, including all interior doors that require locking, and shall ensure that lights are turned off. The Contractor is required to provide the State with security background checks on all employees prior to employment. No employee of the contractor is to be allowed into the building until that individual has received a background check and nothing questionable is found to exist. This would also include a verification that the individual is working in the United States legally either as a citizen or as a legal alien. The Contractor shall prohibit his employees from distributing papers on desks, opening desk drawers or cabinets, or using the telephone or office equipment. It shall be the responsibility of the Contractor to prohibit employees to allow access into the main entrances of the building to any persons other than Contractor employees or State Laboratory employees.

1.7 Security Key and Card Access Control: The custodial supervisor must be present to allow the access of the custodial staff at the beginning of the daily work shift. The Contractor shall prohibit the use of keys and access cards issued by any persons other than Contractor employees. Keys and access cards will be issued for the performance of contract work. It shall be the responsibility of the Contractor to prohibit the opening of any locked areas by employees to permit entrance of persons other than Contractor employees engaged in assigned work in the area. The Contractor shall report occurrence of lost or missing keys immediately to the State representative. The Contractor shall be required to reimburse the State for replacement of keys or locks broken or lost. All keys or locks will be replaced by the State and not by the Contractor. In the event a master key is lost or duplicated, all locks and keys for the system shall be replaced by the State and the total cost deducted from the Contractor’s monthly payment.

1.8 Lost and Found: It is the responsibility of the Contractor to instruct employees that all articles of possible personal or monetary value found in the Health Department be turned in to the State representative who will forward them to the proper authority (Building Manager).

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1.9 Conservation of Utilities:

A. The Contractor shall instruct all employees in utilities conservation and use best practices to reduce energy consumption including:

1. Only use lights in the areas that work is being done. Turn off lights when

work is completed in an area and turn off the lights in vacant areas.

2. Do not adjust mechanical equipment controls for heating, ventilation or air-conditioning systems.

3. Turn off water faucets or valves after required usage.

4. Inform employees that State telephones shall not be used for personal or long

distance calls.

1.10 Description of Work Week:

A. The State reserves the right to establish specific times for performance of any task in this contract. The regularly scheduled work week shall be Monday thru Friday, unless otherwise notified by state representative.

B. Full custodial services will be performed on Monday through Friday nights

commencing no earlier than 5:00 pm each weekday, fifty-two (52) weeks per year.

C. The Contractor shall perform work normally as shown in Exhibit 1 - Task and

Frequency Charts. Work shall not be required on the following holidays:

1. Independence Day 2. Labor Day 3. Columbus Day 4. Veteran’s Day 5. Thanksgiving Day* 6. Christmas Day* 7. New Year’s Day 8. Martin Luther King, Jr. Day 9. President’s Day 10. Memorial Day

* The State of Colorado does not observe the Friday after Thanksgiving nor Christmas Eve as holidays; therefore, janitorial services will be required on those dates.

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D. Special and Emergency situations may require the Contractor to operate on an extended basis without notice (i.e. for structural fire, flooding, wind damage, vandalism, etc.). The Contractor shall provide these services as requested by the State’s representative or his authorized representative.

E. On occasion, the Contractor’s services may not be required or may be required at

a different frequency of service. The State representative shall notify the Contractor should this occur and shall negotiate with the Contractor for any monetary adjustment.

F. When an unexpected building closure occurs on a regularly scheduled day of

work, the State shall have the following options and the State representative shall notify the Contractor which option has been chosen:

1. To require the work be done on the following day unless it is a holiday,

Saturday, or Sunday and routine work is not scheduled.

2. To cancel the work and reduce payment to the Contractor for work not done.

3. To re-schedule the work on any day satisfactory to both parties.

1.11 Cleaning Standards: A. The methods and equipment used shall be as specified in the contract provision.

The following standards shall apply to all work under this contract:

1. Baseboards, walls, furniture, fixtures, equipment, etc., shall not be marked or damaged by tools, equipment or materials used to do the work required in this contract.

2. All paperwork found on the floor or carpet by the employee will be picked up and placed on the nearest desk, file cabinet, shelf, etc., before mopping, vacuuming, or sweeping.

3. Floors, doors, windows, walls and ceiling shall be cared for in such a manner

that damage shall not result.

4. All movable furniture and equipment including, but not limited to, desks, chairs, sofas, tables and cabinets shall be moved for stripping and re-waxing of floors, light furniture such chairs, sofas, wastebaskets, coat racks, movable partitions shall be moved for regularly-scheduled wet mopping, waxing, spray buffing of the floors and vacuuming and cleaning of rugs and carpets. Chairs, wastebaskets, clothes racks or other heavy objects shall not be placed on desks at any time during any cleaning cycle. All items shall be returned to original location.

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5. Contractor equipment, tools and supplies shall not be left unattended in traffic lanes or other areas where they might create tripping or falling hazards. All equipment, tools and supplies shall be properly cleaned and stored at the end of each work shift.

6. Building finishes, including floor surfaces and are fixtures, that are soiled or

damaged due to the Contractor’s operations shall be cleaned, repaired, replaced or restored to a condition not less than that existing prior to the damage – at no cost to the State.

7. Deviation from acceptable standards and misuse or abuse of any State

property will be a reason for default action under the terms of this contract.

1.12 List of Buildings/Areas: The building/areas to receive custodial services are listed in Exhibit 3. Approximate square footage of floor area is furnished for information only. The areas shown do not include entry pad, porch, glass wind-break or vestibule measurements, but the Contractor shall service them.

1.13 Addition or Deletion of Tasks: Under the terms of this contract the State reserves the right to request additional tasks or delete certain tasks. This shall be done in writing and negotiated with the Contractor by the State representative.

2.0 STATE FURNISHED PROPERTY AND SERVICES:

2.1 Property:

A. The State shall furnish without cost to the Contractor storage and administration spaces in buildings covered under this project with the following conditions:

1. The Contractor shall maintain these spaces to the standards of areas occupied

by the State.

2. The Contractor shall provide all supplies and equipment to do the work in this contract and the State will not be responsible for the security of or replacement of any of these items or employee personal items that may be damaged or lost by fire, theft, accident or otherwise.

3. The Contractor shall provide the custodial and trash services for these spaces and shall perform all maintenance on Contractor property.

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4. The Contractor shall not make alterations to the spaces without written

permission from the State representative.

5. The Contractor shall vacate such buildings by the time stated for the contract completion and at his expense restore the spaces to the condition received.

2.2 Services: The State shall provide utilities (heat, lighting, electricity, hot and cold water, etc.) and rodent and vermin control in these spaces.

3.0 CONTRACTOR FURNISHED ITEMS

3.1 Materials: The Contractor may be required to furnish all materials and equipment. The Contractor shall include a cost for all paper products including, but not limited to such things as toilet paper, hand towels, feminine hygiene products, and supplies including, but not limited to hand soap, etc., to do the tasks specified in the contract.

3.2 General: Unless otherwise specified, supplies shall be of the highest quality and most suitable type or grade for the type of work specified. Any items found to be flammable or harmful to personnel, materials, or finishes when properly applied, shall be referred to the State representative for consideration and shall not be used prior to approval by the State representative. The State shall have the right to prohibit the use of chemicals, supplies, or equipment, which may cause injury to State personnel or facilities.

3.3 Samples: The State representative may require samples of supplies before the Contractor starts work or at any time during the work to determine compliance with these specifications. Any items failing shall be rejected.

3.4 Equipment & Tools:

A. The Contractor shall furnish all equipment and tools to properly perform the work defined in this contract.

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1. All tools and equipment required for routine cleaning shall be new at the time

of the janitorial services begins.

2. All equipment shall have bumpers and guards to prevent marking or scratching fixtures, furniture, or building surfaces. The State shall have the right to remove from use any unsafe equipment or equipment deemed to be unsatisfactory.

3. Substitution of equipment or tools as specified must have prior approval in

writing from the State representative.

4. A log will be kept for all powered housekeeping equipment to document the date of equipment purchase and all repair maintenance activities and include vendor cut sheets for each type of equipment in the log book.

5. Vacuum cleaners must meet the requirements of the Carpet & Rug Institute

Green Label Program and are capable of capturing 96% of particulates 0.3 microns in size and operate with a sound level less than 70dBA.

6. Power maintenance equipment including floor buffers and an automatic scrubber are equipped with vacuums; guards and other devices for capturing fine particulates, and shall operate with a sound level less than 70dBA.

7. Battery powered equipment is equipped with environmentally preferred gel batteries.

3.5 Supplies: Before contract start date, the Contractor shall submit to the State representative for approval a list of each item of supply or material to be used. The Contractor must supply all MSDS sheets for all supplies purposed.

3.6 Sustainable Cleaning Products and Materials: The Contractor must furnish cleaning products, disposable paper products and trash bags, which reduce the environmental impact. The Contractor shall use EPA Comprehensive Procurement Guidelines, Green-seal GS-37 cleaning products or products that comply with the California Code of Regulations maximum allowable VOC levels.

3.7 Chemical Storage:

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A. The custodial contractor uses various cleaning products to perform their cleaning tasks. These products are to be stored in the janitor closets and the cleaning staff must follow these guidelines:

1. Material Safety Data Sheets (MSDS) must be available to all employees.

2. Contractor’s employees are trained annually on MSDS, chemical handling,

ladder safety, and basic first aid. This training must be documented.

3. All containers must be properly labeled to be easily identified.

4. All cleaning products must be properly stored in a safe manner. No liquids shall be placed on shelves above eye level.

5. Contractor’s employees must use appropriate personal protective equipment.

6. Chemical dilution systems must be properly used for safe chemical mixing.

7. Closets shall not have unnecessary amounts of cleaning products.

4.0 TASKS: All tasks shall be performed in accordance with the terms of this specification. The tasks and frequencies of work are listed in Exhibit 1 - Tasks and Frequency Charts.

4.1 Management: The Contractor shall provide a service of work schedule. These work timeframes shall be the basis for scheduling cleaning tasks in the specified buildings and areas. The specific cleaning schedule as to when the work will be done shall be submitted to the State representative for approval prior to the contract start date. The State representative shall approve any changes to the schedule before the work begins. The schedule must show by building, area or room number, the day, and time the tasks will be accomplished. The scheduled work must be compatible with the service or activity for each building, area or room. Therefore, the State reserves the right to change cleaning schedules to accommodate State business. Certain periodic cleaning tasks can only be scheduled for Saturday and Sunday.

4.2 Cleaning Task Standards:

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All cleaning tasks shall be done according to Building Management Standards. Upon cleaning each area for the first time under this contract (before the first 30 days), Contractor shall remove all residual and accumulated dirt even that which existed prior to the contract start date. Contractor shall also strip, seal and re-wax all areas that require immediate attention.

4.3 Cleaning Tasks: Cleaning Tasks are categorized as basic/routine cleaning, restroom cleaning, special requirements cleaning, periodic cleaning, and as required cleaning which includes emergency cleaning and cleaning before, during and after special events. The Contractor shall perform these cleaning tasks as indicated in Exhibit 1.

4.4 Basic/Routine Cleaning Tasks: Those tasks scheduled to be done each day a building is open for cleaning. For this contract basic/routine tasks will be performed 5 days a week, Monday thru Friday. These tasks are:

A. Remove Trash - All wastebaskets and other trash containers shall be emptied, cleaned and returned to their original position. The large containers used for this task shall be fireproof. Trash removed shall be placed in the nearest outside trash dumpster. Boxes, cans and papers placed near a trash receptacle shall be removed only if clearly marked “trash” or if the Contractor employee has checked with area or office personnel to ensure these items should be removed.

1. The Contractor shall clean minor construction residue in accordance with

regular cleaning schedules to exclude removing large pieces of wood, metal, stone, glass or any large construction debris from any area.

2. Trash shall be removed in plastic bags securely tied.

3. Any obvious torn or odorous trash receptacle liner or large trash removal

bag shall be replaced immediately. If necessary, trash receptacles will be washed inside and outside.

4. The Contractor shall pick up and dispose of any trash that falls on the

ground in transport or spills around the outside collection points during or after removal of trash.

5. Outside trash Collection points/ dumpsters shall not be re-located by the

Custodial Service Contractor. Additional dumpster may be requested if daily volume consistently exceeds dumpster capabilities. These requests must be submitted in writing to and approved by the State representative.

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B. Vacuum, Clean and Spot Clean Carpets - State owned wall-to-wall carpet and rugs in room, hallways, vestibules, etc., are included in this task and shall be called carpet.

1. Contractor shall vacuum the entire carpet area so that all visible litter and

soil is removed. Where it is necessary, office furniture, wastebasket and easily moved items such as wall partitions or display cases shall be moved to vacuum underneath. These items shall be returned to their original location immediately. None will be taken from the floor and put on desktops during this process.

2. Heavily soiled spots remaining after vacuuming (areas smaller than 2

square feet) shall be spot-cleaned immediately.

3. All carpets shall be cleaned using a carpet extractor machine once a year and bonnet buffed 4 times a year. All cleaning products used must be safe and not cause damage or fading to carpets. All movable furniture and equipment including but not limited to desks, chairs, sofas, tables and cabinets shall be moved prior to extraction. All items must be returned to their original location with a protective shield under the portion of the furniture, which touches the wet carpet.

4. Emergency cleaning of certain areas necessitated by inadvertent spills on

the carpet (no matter how large an area) shall be done immediately. Solution spills must be cleaned with cold water immediately so stains will not set in carpet fibers. Excess liquid or solid residue shall be removed and in large areas a wet pick-up vacuum may be used. If carpets cannot be cleaned to standards, Contractor employee shall report the incident to the Supervisor immediately who will, in turn, report to the State representative.

5. Contractor employee shall report all carpet tears, burns, and unraveling

immediately.

6. When an emergency carpet cleaning interferes with the completion of other routine tasks, the Supervisor shall notify the State representative to negotiate a schedule omission, a substitution for that day, or to receive a monetary compensation for doing both the emergency cleaning and completing the daily routine work as scheduled.

C. Sweep, Dust, Mop Floor - The entire floor surface including corners and

abutments shall be swept free of litter, dust, dry dirt and other types of debris. Moveable items shall be moved to be swept underneath and returned to their original location. None will be taken from floor and placed on top of desks during this process.

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1. Sweeping compounds shall not be used on resilient tile or hardwood floors but may be used on concrete floors when required to restrict dust or soak up liquids.

2. Sweeping broom or sweeping dust mop treatments shall be compatible to

the surface being swept. For example, no oily dust treatment compounds will be used on sweeping dust mops when sweeping computer room floors.

3. After sweeping all accessible areas, the floor shall be wet-mopped.

4. Floors shall be wet-mopped to achieve a uniformly clean appearance

without leaving streaks, swirl marks, detergent residue or evidence of soil, stains, film, debris, mop strands or standing solutions.

5. There shall be no splash marks on furniture, baseboards, doors, walls, etc.

6. During the mopping process, excessive liquids shall not be applied to the

floor. The Contractor shall be held liable for damages to property or personnel caused by the use of excessive liquids.

D. Spray Clean and Buff floor - The floor shall be swept before and after spray

cleaning and buffing. Solution for spray cleaning shall be compatible with finish and high-speed buffing procedure.

1. All areas accessible to the floor machine shall be spray cleaned and

buffed. Easily moved furniture, wastebaskets, etc., shall be removed to spray clean and buff underneath and returned to original location. None shall be put on desktops during this process.

2. The entire surface shall have a uniform glossy appearance, free of

scuffmarks, heel marks, and other stains; and shall have uniform coating of wax or floor finish. A fresh coat of wax or finish will be applied as necessary to heavily trafficked areas.

E. Spot Clean Floor - Small, easily removed spots of stain shall be removed

immediately as discovered. The Contractor employee may use a wet mop with scrubbing pad or machine with scrubbing pad, whichever is practicable. Some debris may be removed by razor blade scraping.

1. All areas shall be solid stripped and have a new coat of wax or finish

applied to give a uniform glossy appearance at least once per year as needed.

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F. Vacuum Walk-Off Mats and Runner - Carpet-type mats and runners shall be vacuumed daily to remove soil and grit and to restore resiliency of the carpet pile.

1. Rubber, polyester and other synthetic mats and runners shall be swept,

vacuumed or hosed down daily outside to remove soil and grit.

2. Soil, grit and moisture underneath all mats and runners shall be removed and mats and runners returned to their original location. None shall be left outside unattended during breaks or overnight.

3. Contractor employee shall report all tears, holes and badly worn spots in

mats and runners to the supervisor to notify the State representative so corrective action can be taken.

G. Dust Low Surfaces - Contractor shall use lightly treated cloth, lightly-treated

hand-held dusting tool, lamb’s wool duster, tank vacuum, with dusting attachments, radiator brush or a combination of these dusting tools.

1. All dust, lint, litter, dry soil, etc., shall be removed from the surfaces of

baseboards, walls, radiator, office equipment, office furniture, cabinets, waste receptacles, horizontal ledges, window sills, blinds, handrails and other items above the floor surface.

2. Accessible portions of heating units, air conditioning grills, convectors,

fans and radiators shall be dusted.

3. Exhibits, display cases, pictures, plaques, bookshelves, doors and walls shall be dusted. Contractor employees shall take extreme care to prevent damage, as some of these items are valuable and historic.

4. Contractor shall be liable for repairs of, or the assessed value for

replacement, of any State property damaged as a result of employee negligence during the dusting task.

H. Glass Cleaning - Clean all exposed glass surfaces that are not an integral part

of the exterior walls of the building. All Lucite, plastic or any transparent materials used will be considered glass.

1. Contractor shall use a free-rinsing detergent to clean glass on doors, glass

partitions, display cases, pictures, glass draft shields on windows, mirrors, windscreens and building entrances, etc. All Lucite, plastic or any transparent material shall be cleaned with appropriate cleaning compound for the material.

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2. Cleaned glass shall be free of residue, smears and streaks. All adjacent sill, frames, ledges, etc., shall be wiped clean with a damp cloth if they are soiled or smeared by spillage during the glass cleaning process.

3. Contractor employee shall report all broken or missing glass immediately.

I. Drinking Fountains - Contractor employee shall report leaking, broken or

stopped-up and overflowing fountains immediately. Contractor shall disinfect all porcelain and polished metal surfaces to include orifice and drain and the connecting plumbing. The entire fountain and surrounding area shall be free from streaks, dust, stains, mineral deposits, spots and all obvious soil.

J. Spot Cleaning Walls and Doors - Contractor shall remove smudges,

fingerprints, black marks and splashes from all washable surfaces of walls and doors.

1. Door closures, hinges, stoppers and other metal surfaces shall be kept

clean of all soil and excessive dirty oil and grime.

2. Contractor employee will report defects or damages to walls or doors immediately.

K. Brass, Aluminum, Stainless Steel and Other Metal Surfaces - Solid non-

ferrous metal push plates, name plates, protective corner plates, metal ash receptacles, stair railings, vestibule frames, historical markers, etc., shall be cleaned and polished. Metal polishes must not contain abrasives damaging to the surfaces.

1. Areas surrounding all metal surfaces shall be cleaned at the same time of

all spills, streaks, and residue, etc., that occurs from the metal cleaning process.

2. All damaged or loose-fitting metal fixtures shall be reported by the

Contractor employee immediately.

L. Re-Waxing Floors - All floor surfaces shall be solid stripped and re-waxed at intervals scheduled or because of emergencies.

1. Floor shall be thoroughly cleaned and dry. The amount of mopping or

scrubbing shall be determined by how much is necessary to bring surface up to a level to allow an overcoat of new wax or finish.

2. Contractor shall use the proper floor wax or finish for each surface waxed

during this process. Sealer and finish must be equal to: Hillyard, Strong Guard Sealer, and Explorer Floor Finish (wax).

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M. Chalkboard Cleaning-Includes cleaning erasers and any supporting frames and stands.

1. All chalkboards, to include both sides on reversible and slide-out panels,

will be washed (dry erasing is not acceptable) using proper liquid for proper surfaces. Chalkboard trays shall be washed (dry sweeping is not approved). Contractor will not clean boards labeled “Do Not Erase”. The Contractor employee shall report all broken equipment immediately.

N. Clean and Trash Cafeteria/Snack Bar Areas-All cafeteria/snack bar areas shall

be trashed and cleaned as prescribed on Exhibit 1.

1. Cleaning includes cleaning tabletops and bases.

2. Contractor shall clean emergency spills and stains but is not responsible for cleaning food and drink machines and racks used in these areas.

3. Contractor shall clean cafeteria/snack bar areas one time each shift unless

emergency cleaning is required.

4. Cafeteria Manager shall grant cafeteria access to Contractor during Contractor’s regularly scheduled working hours to enable them to perform duties outlined in Exhibit 1.

4.5 Clean and Supply Restrooms: Contractor shall clean all restrooms daily.

A. Remove all trash - Contractor shall empty trash receptacles and paper towel containers, sanitary napkin disposals, wastebaskets and litter from shelves.

B. Sweep Floors - Contractor shall do this prior to the wet mop process. Floors

shall be ewe- mopped and scrubbed using a cleaning solution of germicidal synthetic detergent and warm water. The area immediately around urinals and toilets shall be well scrubbed. The toilets, floors, and rooms shall be free of odors. Deep scrub restroom ceramic tile floors with nylon brush (semi-annually).

C. Toilets - Contractor shall clean the bowls using a germicidal synthetic

detergent solution to remove heavy soil, rust or deposits. The employee shall work the bowl- cleaning brush as far as possible into the bowl trap. The underside of the bowl rim and toilet seat shall be cleaned thoroughly. After cleaning, the bowl shall be flushed and carefully rinsed and outside surfaces shall be wiped with a clean, damp cloth. Powder- type bowl cleaner shall not be used to clean toilets.

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1. Contractor shall not use a cleaner with acid or stronger alkalis because they damage porcelain surface glaze. Employees shall take care to prevent entrance of water and cleaning solution between toilet and wall or floor during the cleaning process.

2. Employee shall report all damage or malfunction of toilets immediately.

D. Urinals - The urinals shall only be cleaned with a recommended cleaning

solution and follow general cleaning practices.

E. Toilet Bowls - Shall be cleaned with a germicidal, synthetic detergent using a nylon bowl mop or similar method. After cleaning and thorough rinsing, employee shall wipe all outside surfaces with a clean, damp cloth and replace the deodorant blocks as needed.

Employees shall take care to prevent entrance of any water and cleaning solution between toilet bowl and floor or wall.

F. De-Scale Toilet Bowls and Urinals - Contractor shall use acid-type bowl cleaner and a nylon brush to remove scale, scum, mineral deposit stains, odors and other incrustations from bowls and urinals.

G. Lavatories (face and hand wash bowls) - Grease and dirt shall be removed

from lavatory surfaces. Stains that cannot be removed using soap or detergent solutions may be removed using a non-abrasive liquid cleanser. Chrome plate hardware shall be cleaned with a clean, damp cloth. Care shall be taken to prevent entrance of water and cleaning solutions between lavatory and wall. The use of sharp objects to remove spills such as razor blades, knives or wire brushes is prohibited.

H. Plumbing - Shall be washed with a neutral soap solution or non-damaging

germicidal detergent solution to remove deposits, stains, corrosion and odorous films. After cleaning, all plumbing surfaces shall be wiped dry and polished. Clean painted surfaces with soap and rinse clear.

I. Wash Doors and Walls - All shall be washed using a germicidal detergent. All

surfaces of partitions, stalls, doors, walls and areas adjacent to wall-mounted lavatories, toilet bowls and urinals shall be disinfected and cleaned using a germicidal detergent and a clean sponge.

J. Partition Washing - Surfaces shall be cleaned with a mild soap only. Under no

circumstances shall the following agents be utilized: abrasive powder or pads, toilet cleaners, frame tile cleaners, solutions containing more than 1% by volume of ammonia, solutions containing acid oily or solutions containing enzymes.

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K. Spot Clean Walls, Partitions, Woodwork - Use a sponge, clean cloth and spray bottle of germicidal detergent to remove dust, smudges, finger prints, marks, streaks, etc., from washable surfaces of partitions. Glass cleaner shall be used on all mirror and glass surfaces.

L. Emergency Clean Ups - The Contractor shall immediately clean up any spills,

trash, overflows or any materials deposited in restroom areas.

M. Stock and Re-Supply Restrooms - Towel, soap and toilet tissues shall be stocked by contract start date and the re-stocked so that outages do not occur. All dispensers shall be wiped clean after re-stocking. New plastic inserts for waste receptacles will be stocked as needed.

1. When any dispenser is defective or damaged, the employee will report it

immediately to his supervisor. If a liquid soap dispenser is defective, a 12 oz. Liquid pump will be substituted.

4.6 Periodic Cleaning Tasks: Tasks normally done less frequently than weekly shall be completed as project work. Periodic cleaning tasks for each building, area or room are shown in Exhibit 1. Some tasks must be completed within specific time spans. These times are shown on the chart for each area.

A. Dust High Surfaces - Included in high dusting are ceilings, walls, doors and other exposed building components (heating, air-conditioning, grills, fresh air ducts, pipe work, lights, glass, etc.).

B. Clean Light Fixtures - Contractor shall clean all light fixtures. Employee shall

not clean any part of a light fixture when lamp is lighted. Fixtures shall be washed externally and internally annually.

1. Fixtures shall be cleaned using an appropriate detergent followed by

wiping dry all surfaces with a clean cloth.

C. Periodic Strip and Re-Wax - In areas where stripping and re-waxing is done, Contractor shall see that moveable furniture and equipment is moved to allow the process underneath.

1. Floors shall be stripped with wax remover solution or, if very soiled, by

tools and a stronger solution followed by a clear water mop rinse. Surfaces shall be free of soil, old wax, cleaning solution for film and allowed go thoroughly dry.

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2. Wax shall be applied using clean lamb’s wood applicators or clean cotton or linen yarn mops. Coats of wax shall be of sufficient number to provide a durable, protective coating. Each coat of wax shall be allowed to dry thoroughly and shall be buffed to an even sheen before the next coat is applied. Bubbles in the waxed surface are not acceptable.

3. Except for the first coat, wax shall not be applied closer than 6 inches

inside the face of baseboards or the face of any non-moveable furnishings or equipment.

4. Waxed floor shall have a uniform sheen with no heavy brush or swirl

marks.

D. Spray Cleaning and Buffing - See section 4.4 for process and methods of cleaning and buffing.

E. Sealing of Floors - Sealing of floors shall be done according to manufacturer

recommendations using products that have been approved by the State. Schedule for sealing of floors is shown in Exhibit 1 but emergencies may require floors to be sealed more often. When this happens, the State Representative will schedule the work and will negotiate any extra charges with the Contractor before the work starts.

1. Concrete and terrazzo floors will be sealed and over-coated with a

protective wax, sealer or finish.

2. Resilient floor and quarry tile floors normally have been sealed by the manufacturer and shall not be stripped of this seal or re-sealed except by direction of the State.

F. Periodic Re-Coat Floors - All floor surfaces shall be recoated at scheduled

intervals or due to emergencies using an all-purpose cleaner mixed according to the manufacturer’s directions. Scrub floor with scrubbing machine using a red or blue pad. Rinse floors thoroughly with a clear wax, allowing at least one-hour drying time between each coat to bring the surface up to required standards. Special attention must be given to heavy traffic areas.

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4.7 As-Required Cleaning Tasks: Certain tasks will have to be done on an “as-required”, AR basis as the need arises. Some are listed on the Tasks and Frequency Charts and others will be at the direction of the State representative. The Supervisor may direct some AR cleaning but not to interface with regular schedule unless it is of an emergency status. Some examples of AR cleaning are:

A. Emergencies caused by flooding, careless spillage

B. Request to rework substandard conditions of cleaning caused by the Contractor

C. Rework areas where substandard conditions or interruptions were caused by the State

4.8 Recycle Program: The Contractor shall do the following:

A. Empty all yellow recycle containers throughout the facility weekly in the designated recycle container

B. Flatten cardboard boxes marked trash and deposit in the designated recycle container

4.9 Documents to be Shredded: The Contractor shall do the following:

A. Empty all blue document containers throughout the facility nightly in designated locked shredding bins located in room 204

B. Place all shredded paper collected throughout facility in designated recycle container

5.0 SPECIAL CONTRACT CONDITIONS: The term of this contract will be for one year from the date of bid award, with possible four, one- year extensions. CDPHE reserves the right to review this contract each year. If, upon review, the state determines the Contactor has not provided consistently adequate

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service or fails to provide written requirements stated in 1.4 of these specifications, it will be just cause for cancellation of this contract with a thirty (30) day written notice. Prices must be firm for the first year of the contract. In each optional year period, Contractor may seek a cost increase not to exceed 5% above the award price. Such request for increase must be received two (2) months prior to the end of each one-year period and must be accompanied with full justification supporting a price increase. Purchasing may, at its option:

A. Review contract at contract price (if no increase is required).

B. Accept any price increase up to 5% if properly justified.

C. If a price increase is requested and justification is not acceptable, negotiate with the Contractor a percentage increase, which is justifiable below the 5%.

D. If negotiations do not result in an agreement between parties, the contract may

be canceled with no penalty to the State.

E. If the scope of work increases above the 5% of the base initial price of the award, the State reserves the right not to renew the award and re-bid the requirements.

F. The States reserves the right to cancel the award for just cause. Just cause

shall be defined as failure to meet requirements or correct deficiencies in the service when requested. This cancellation will require a 30-day prior written notice.

G. The State reserves the right to deny any request for increase due to lack of

funds.

H. The State reserves the right to cancel the award with a 30-day prior written notice when CDPHE vacates the property or if funding is no longer available

6.0 MINIMUM QUALIFICATIONS:

A. Offeror shall provide proof of a minimum of five (5) years of experience providing Janitorial Services in the Denver Metro area.

B. Offeror must be registered with the Colorado Secretary of State’s Office and in good standing with the Better Business Bureau (BBB).

C. Contractor shall provide the State with security background checks on all employees prior to employment.

D. Contractor and all employees shall comply with CDPHE security requirements while on the installation.

E. Awarded Contractor shall use Green Seal Official cleaning products. F. Offeror shall provide 3 references indicating previous work history.

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7.0 DESIRED QUALIFICATIONS: Proposals from candidates meeting the minimum qualifications will be rated on the basis of compliance with the desired qualifications as outlined herein.

A. The Contractor shall provide a trained qualified on-site Supervisor. B. The on-site Supervisor shall demonstrate adequate knowledge of technical skills

and techniques required by the specifications, and to recognize hazardous circumstances to the facility or personnel.

C. Demonstrate significant experience with a complete Quality Control Program to assure the requirements of the contract are provided as specified.

D. Knowledge and experience with the basic principles of labor relations, management.

E. Annual training and documenting of the Contractor’s employees with MSDS, chemical handling procedures, ladder safety, and basic first aid.

F. The Contractor shall provide trained qualified personnel to perform the work in accordance with the Contract.

RESPONSE SUBMISSION: Interested candidates should submit a written response including the following information:

A. Description of applicant/organization qualifications. Include examples of experience relevant to this statement of work and selection criteria.

B. Proof of registration with the Secretary of State’s Office. C. Letters of recommendation/support from at least three (3) agencies and/or

facilities. D. Budget criteria.

See Administration Info document for additional submittal requirements. EVALUATION: While cost is the primary component of the evaluation criteria, other factors will be considered. In addition to cost, additional factors will be considered such as prior experience, resumes, client references, and staffing patterns to assure that the bidder has the necessary ability to perform. LENGTH OF CONTRACT: Approximately July 1, 2013 – June 30, 2014. Annual renewals up to four (4) years on the state’s fiscal cycle (July-June). The state reserves the right to approve optional renewals. BUDGET: • Monthly cost of custodial services LIABILITY INSURANCE: A Certificate of Liability Insurance will be required of the successful contractor in compliance with State of Colorado liability limits.

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EXHIBITS: The exhibits that follow shall be considered a part of the contract.

A. Exhibit 1 – Tasks and Frequency Charts B. Exhibit 2 – Contractor Data Requirements List C. Exhibit 3 – Building Descriptions/Square Footage D. Exhibit 4 – Performance Requirements E. Exhibit 5 – Periodic Service Report Form F. Exhibit 6 – Custodial Inspection Report Form

8.0 ILLEGAL ALIENS – PUBLIC CONTRACTS FOR SERVICES AND RESTRICTIONS ON PUBLIC BENEFITS.

A. Vendor certifies that it shall comply with the provisions of CRS 8-17.5-101 et

seq. Vendor shall not knowingly engage an illegal alien to perform work under this PO or enter into a contract or PO with a subcontractor that fails to certify to vendor that the subcontractor shall not knowingly engage an illegal alien to perform work under this PO. Contractor represents, warrants, and agrees that it (i) has verified that it does not engage any illegal aliens, through participation in the federal Basic Pilot Employment Verification Program and (ii) otherwise will comply with the requirements of CRS 8-17.5-102(2)(b). Vendor shall comply with all reasonable requests made in the course of an investigation under CRS 8-17.5-102. Failure to comply with any requirement of this provision or CRS 8-17.5-101 et seq. shall be cause for termination for breach and vendor shall be liable for actual and consequential damages.

B. Vendor, if a natural person eighteen (18) years of age or older, hereby swears or

affirms under penalty of perjury that he or she (i) is a citizen or otherwise lawfully present in the United States pursuant to federal law, (ii) shall comply with the provisions of CRS 24-76.5-101 et seq., and (iii) shall produce one form of identification required by CRS 24-76.5-103 prior to the effective date of this PO.

9.0 DEFINITIONS: Daily cleaning will be performed on the night before the holiday. Daily – Daily shall mean that the cleaning will be performed every day during the cleaning day, normally Monday thru Friday. Every Other Day – Every other day shall mean that the cleaning will be performed every other day or every 48 hours during the cleaning day.

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Weekly – Weekly shall mean that the cleaning will be completed once during each calendar week during the cleaning day. Monthly – Monthly shall mean that the cleaning will be completed once during each calendar month during the cleaning day. Every Other Month – Every other month shall mean that the cleaning will be completed once during each two (2) calendar months, unless specific intervals are specified during the cleaning day. Quarterly – Quarterly shall mean that the cleaning will be completed once during each three (3) calendar month period during the cleaning day. Semi-annually – Semi-annually shall mean that the cleaning will be completed once during each six (6) calendar month period during the cleaning day. Yearly – Yearly shall mean that the cleaning will be completed once during each twelve (12) calendar months during the cleaning day. Treated Cloth – Treated cloth shall mean a cleaning cloth of a size satisfactory for office cleaning treated to retain dust and dirt in such a way that the said treatment does not deposit upon the surfaces wiped. Treated Mop – Treated mop shall mean what is commonly termed as “dry mop”, of a size satisfactory for office cleaning, treated to retain dust and dirt in such a way that the said treatment does not deposit upon the surfaces mopped Detergent Water – Detergent water shall mean a mixture of detergent and water in the proportion to satisfactorily accomplish a cleaning task. Abrasive – Abrasive shall mean the use of a scrubbing compound such as is required for the removal of the heel and scuff marks on hard surface floors, stains on desk tops, etc. Abrasives shall not be used which damage the surfaces to be cleaned. Clean – Clean shall mean that the surface or object shall be free of debris, dust, smudges, and/or stains. Dust – Dust shall mean the removal of dust from the surfaces of office furnishings, sills, ledges, and objects with a treated cloth. Sweep – Sweep shall mean the removal of debris and dirt from the surfaces of floors and sidewalks with a broom. Wipe – Wipe shall mean the cleaning of smudges and finger marks from polished surfaces.

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Damp Wipe – Damp wipe shall mean wiping with a cloth moistened with detergent water. Vacuum – Vacuum shall mean that the surfaces will be cleaned of debris, dirt, and dust, with a vacuum machine appropriate for the task. Shampoo – Shampoo shall mean the cleaning of rugs and carpets using foam cleaner applied with a rotary shampooer, followed by a steam extraction shampooer. Polish – Polish shall mean that the surface be rubbed or polished by hand or machine to produce a luster. Coat – Coat shall mean the application of a protective coating. Wet Mop – Wet mop shall mean that the surface will be mopped with detergent water and rinsed as required. Dry Mop – Dry mop shall mean the use of a treated mop to clean the floor surfaces of debris, dust, and dirt. Wash – Wash shall mean cleaning by hand with a cloth and detergent water. Rinse – Rinse shall mean the removal of soap or other cleaning materials with clear water. Scrub – Scrub shall mean the removal of dirt or residue utilizing a rotary floor scrubber and the appropriate chemicals. Strip – Strip shall mean the complete removal of previously applied protective coating from the surface. Recoat – Recoat shall mean the application of a new protective coating after the old coating has been stripped and the surfaces cleaned. Gross Square Footage – Gross square footage shall mean the area measured from the inside of the exterior wall to the inside of the exterior wall. Cleanable Square Footage – Cleanable square footage shall mean the gross square footage less room not cleaned, i.e., electrical fan rooms, telephone closet, and storage rooms.

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Exhibit 1 Tasks and Frequency Charts

General: The Contractor shall perform all the scheduled tasks listed on the following Task and Frequency Charts. No deviations to the scheduled tasks shall be made without permission of the State representative or as otherwise prescribed for in this contract. Tasks and the days they are to be performed or completed are already listed on the charts. Code Index: Months: Jan May Sept

Feb Jun Oct Mar Jul Nov Apr Aug Dec

Days: SU – Sunday

M – Monday T – Tuesday W – Wednesday TH – Thursday F – Friday SA – Saturday

Frequencies: 1D – Once a day 2D – Twice a day

1W – Once weekly 2W – Twice weekly 3W – 3 times weekly

4W – 4 times weekly 5W – 5 times weekly 6W – 6 times weekly 7W – 7 times weekly

1M – Once monthly 2M – Twice Monthly M2 – Every 2 months M3 – Every 3 months (quarterly or 4 times a year) M4 – Every 4 months or 3 times a year

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Y – Annually 2Y – Twice annually 4Y – 4 times annually 6Y – 6 times annually AR – As required

Description of Daily/Weekly Services Freq M T W T F Sweep/Dust mop all hard surface floors 5W Wet mop all floor surfaces 5W Spry buff entrance areas and lobby floors 5W Spray buff all hard surface floors 2W Wash all entrance area windows and doors – inside and out Must be free of streaks and smudges

5W

Spot clean interior glass 5W Clean Floors, walls, doors and door frames 5W Empty and clean all trash receptacles 5W Dust and clean desks, chairs, file cabinets, partitions, ledges, and other office furniture and equipment

5W

Remove all finger prints and smudges from walls, woodwork, doors, light switches, handrails, toilet partitions, etc.

5W

Clean all restrooms; Thoroughly clean, wet mop, wash partitions, disinfect and refill soap, spot check and fill towel and tissue dispenser as needed

5W

Wash restroom walls W Clean and polish all drinking fountains 5W Vacuum/spot clean carpets 5W Sweep and wet mop stairways and landings 5W Clean and polish all metal surfaces – brass, stainless steel, etc. 5W

Remove all fingerprints and smudges from metal surfaces – brass, stainless steel, etc. 5W

Clean chalkboards 5W Sweep outside entryways and steps daily; wash or clean as needed 5W

Spot clean interior partitions and doors W Thoroughly clean telephones W Dust restroom partitions, walls, vents and doors 5W Clean and polish all brass using non-abrasive brass cleaner 5W

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Description of Periodic Services

F R E Q

J A N

F E B

M A R

A P R

M A Y

J U N

J U L

A U G

S E P

O C T

N O V

D E C

Clean carpets using extractor method 2Y 30

Clean carpets using bonnet buff method 4Y 28 30 31 31

Strip, seal and wax all hard surface floors 2Y 28 31

Scrub and recoat all hard surface floors 6Y 31 31 31 31 30 30

Vacuum/clean all upholstered furniture 1M 31 28 31 30 31 30 31 31 30 31 30 31

Shampoo and spot clean all upholstered furniture Y 30

Thoroughly dust all window blinds 1M 31 28 31 30 31 30 31 31 30 31 30 31

Remove and wash all window blinds Y 30

Clean and wash light fixtures Y 31 High dust using ladders, etc 4Y 31 30 30 31 Remove snow and ice AR Wash/clean walls in hallways/lobbies using method designated by State representative

AR

Strip, seal, and wax lab floors in room# 116,118,120,135-138,152-154, 178,180

1Q 31 30 30 31

Wash all entrance area glass above doors-inside and outside. Must be free of streaks and smudges

1M 31 28 31 30 31 30 31 31 30 31 30 31

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Exhibit 2

Contractor Data Requirements List The Contractor shall submit the following requested information without charge to the State. Description Date of Submission Contractor quality control program, section 1.3 Contract start date/then as changes occur

Cleaning schedules (must show all items in Exhibit 1 – Task and Frequency Charts), section 4.1

Contract start date/then as changes occur

Roster of employees (roster must include title, workday building/area of work and shift of each employee), section 1.2

Contract start date/then prior to 10th of each month

Roster of on-call employees (provide names of key personnel who can be reached at times other than normal shift times. Include name, title, phone or pager number), section 1.2

Contract start date/then as changes occur

Time Sheets, section 1.2 Copies submitted monthly with invoice

Employee Log, section 1. Completed nightly by employees Log provided by CDPHE Physical Plant Manager

Communication Log, section 1.2 Reviewed and signed nightly by supervisors Log provided by CDPHE Physical Plant Manager

Criminal background check for each employee, section 1.6

Contract start date/then as CDPHE deems necessary

Verification of citizenship or legal alien for each employee, section 1.6

Contract start date/then as CDPHE deems necessary

Detailed descriptions of data to be submitted as follows: Contractor Quality Control Program: Must describe the inspection system used by Contractor to inspect the tasks listed in Exhibit 1. Must specify how, when, and by whom each task will be inspected. Must tell how questionable service will be identified before service becomes unsatisfactory. This procedure is used by the Contractor to provide quality performance to the State at all times. Cleaning Schedules:

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The purpose of this schedule is to show by building/area the day and shift when tasks will be done and the frequency of the tasks. These schedules must match the requirements in Exhibit1, Tasks and Frequency Charts. These schedules will be used by the State representative’s Evaluator to schedule inspection of the Contractor’s performance. These must cover one year’s work and show the specific dates and shift each work task will be performed. Schedule must include the work tasks such as: remove trash, sweep floors, mop floors, re-wax floors, etc… including all special scheduled work. Schedule shall also include when the work will be completed, i.e., day of week or month task will be finished. Roster of Employees: The purpose of this form is to properly identify all Contractor employees and show the building/areas of work and shift hours for each employee. This roster will be used by the State to identify all Contractor employees and to check and see if all employees are working in areas specified in the contract. The format shall be as follows:

Company Name Contract Number Roster of employees as of (month) (day) (year) Name Position/Title Hours Days Joseph Work Custodian 8:00am-5:00pm Mon.-Fri. Roster of on-call employees: The purpose of this is to provide names of key personnel who can be reached at times other than normal shift or office hours. This roster will be used by the State to contact responsible Contractor key personnel for calls to meetings, emergencies, or to conduct necessary business at other than normal weekday work hours. The format shall be as follows:

Company Name Contract Number Roster of employees as of (month) (day) (year) Name Position/Title Home/Cell Phone Hours/Days can be reached

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Time Sheets: The purpose of submitting copies of employee time sheets with the monthly invoice is to verify employee hours worked. The copies of the time sheets will be used by the State to match employee hours with hours listed on the invoice. Employee Log: The purpose of this log is to identify who is in the building during off hours. The CDPHE Physical Plant Manager will provide the log. The name and start time shall be recorded for each employee. Communication Log:

A. The purpose of this log is to be used as a communication device between the supervisor and the CDPHE Physical Plant Manager on pending issues. The communication log will be provided by the CDPHE Physical Plant Manager and will provide the following information:

1. Date 2. Complaint and/or request 3. Received by 4. Location/room number 5. Communication 6. Response 7. Completion date 8. Signature

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Exhibit 3 Building Descriptions/Special Requirements/Square Footage 1. This contract requires the Contractor to do custodial work in the buildings and

areas listed below. Any special requirements unique to this building are listed below.

2. The measurements of floor areas shown are approximated and furnished for

information only. The areas shown do not include entry pad, porch, vestibule, or sidewalk areas around dumpsters. However, it is required these areas be cleaned as prescribed in the Tasks and Frequency Charts.

3. Measurement of walls, windows, ceilings and ground areas are not included, but

are also required, Service areas are prescribed in the Task and Frequency Charts. 4. The Contractor shall attend a mandatory walk through to better clarify the unique

details of the work, work areas, and working conditions at our lab. This shall be done prior to bid submittal. The date and time of the pre-bid meeting and walk through is listed in the Schedule of Activities in the Administrative Info document. See Attachment B for driving directions to the Laboratory Services building.

Building Description Colorado Department of Public Health & Environment Laboratory Services Division 8100 Lowry Blvd Denver, CO 80222

Floor covering Square footage Tile floor 15,000 Carpeting 25000 Waxed, painted concrete 16,033 Total building square footage 56,033 Approximately 85 employees work in the building.

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Exhibit 4

Performance Requirements 1. Bi-weekly inspections of the building under contract will be performed by the

State representative’s Evaluator to ensure that all provisions of these specifications are being met. The Contractor must have a supervisor representative present at all inspections.

2. Copy of the inspection forms to be used is attached for reference. 3. All ratings marked unsatisfactory will require the Contractor to explain, in

writing, why performance was unsatisfactory, how performance will be returned to satisfactory levels, and how the problem will be prevented from happening again. All responses will be due within 5 days after completion of the inspection.

4. If 12 or more items on the State’s Inspection Form (approximately 20%) receive

an unsatisfactory rating, and the unsatisfactory performance is the fault of the Contractor, an amount of money equal to 20% of the monthly invoice for that building shall be deducted from the monthly billing for that building. Deductions will only be made if the Contractor failed to provide reliable, uniform services as called for in the specifications. Although some complete work may have been satisfactory during the month, at least 20% of the tasks were defective and the overall service is unsatisfactory.

5. If at the judgment of the State representative State employees are required to

complete services not satisfactorily performed by the Contractor, time and material charges will be deducted from the monthly payment.

6. Deductions in monthly invoices shall not relinquish the Contractor’s

responsibility to do properly the tasks for which reduction was instituted. 7. If the Contractor fails to provide the number of personnel required, (minimum of

20 man hours per night, Monday thru Friday) as shown in the bid response, the Contractor will be penalized 1/20 of the monthly fee for each day that a full crew is not provided.

8. Forms supplied by the State representative must be completed by the Contractor

indicating the dates that all the periodic services are performed. Copies of forms provided by the State representative are attached for reference. These forms must be submitted to the State representative within 3 days after Contractor has completed each task as noted in Exhibit 1.

9. If the Contractor fails to submit quality control information as noted in section 1.3

or fails to meet required completion dates as detailed in the Task and Frequency Charts, Exhibit 1, the State may deduct 1/20th of the monthly invoice amount

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from the Contractor’s monthly billing for each day the Contractor fails to meet required completion dates.

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Inspection Sheet Have discrepancies from the previous inspection been corrected?

Yes No Has contractor submitted required written response to “unacceptable” ratings, if any, on last inspection?

Yes No Contractor must submit, in writing, why the areas rated “unacceptable” are unsatisfactory, how performance will be returned to satisfactory levels, and what steps the Contractor will take to ensure the problem does not reoccur. All responses are due within 5 days after completion of this inspection. Signed: __________________________ _______ _____________________ ______

State Representative Date Contract Representative Date

Was copy given to Contract representative?

Yes No If no, why? Additional comments:

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Exhibit 5

Weekly Service Building:_____________________ Work completed by:____________________________ Date:____________________ Supervisor:___________________________________ Service performed: Spot clean interior partitions and doors Thoroughly clean telephones Wash restroom walls

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Monthly Service

Building:_____________________ Work completed by:____________________________ Date:____________________ Supervisor:___________________________________ Service performed: Vacuum clean all upholstered furniture Completely dust all window blinds Wash all entrance area glass above doors Strip and wax designated lab floors Scrub and topcoat all hard surface floors

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Bi-Monthly Service Building:_____________________ Work completed by:____________________________ Date:____________________ Supervisor:___________________________________ Service performed: Scrub and recoat all hard surface floors

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Quarterly Service Building:_____________________ Work completed by:____________________________ Date:____________________ Supervisor:___________________________________ Service performed: High dust using ladders, etc. Bonnet buff carpets

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Yearly Service Building:_____________________ Work completed by:____________________________ Date:____________________ Supervisor:___________________________________ Service performed: Clean carpets using extraction method Strip, seal, and wax all hard surface floors Clean and wash light fixtures Remove and wash window blinds Scrub and recoat all hard surface entry way floors including adjacent hallways Shampoo and spot clean all upholstered furniture

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Exhibit 6 Daily Janitorial Report

Property:______________________________ Date:______________________ Client Comments: The following are in need of attention: Restrooms ___________________________________________________________________ Floors: Carpet/Tile _____________________________________________________________ Hallway/Stairwells _____________________________________________________________ Walls/Partitions/Glass __________________________________________________________ Offices/Classrooms_____________________________________________________________ Lunchrooms/Break Area ________________________________________________________ Supplies are needed: ______________________ __________________________________

Area Type of Supplies Janitorial Company’s comments: The following suites/office areas were occupied at the time of cleaning: ______________________ ______________________ ______________________ ______________________ ______________________ ______________________

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Signed: __________________________________ Date: _______________________ Janitorial Crew Supervisor

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Weekly Janitorial Inspection Form This inspection report is for the property listed below:

Colorado Department of Public Health and Environment Laboratory Services Division

8100 Lowry Blvd. Denver, CO 80230 Date of Inspection: ________________________________ Inspected by:_____________________________________ Each item listed below was given a numerical grade to report the condition of each particular item. The grading scale is as follows: 4 – Excellent 3 – Good 2 – Average 1 – Poor Common Area Janitorial Duties Grade Lobby _______ Corridors _______ Carpet _______ Base _______ Floors _______ Interior Glass _______ Ledges _______ Fountains _______ Janitor Closets _______ Conference Rooms _______ Miscellaneous _______

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Each item listed below was given a numerical grade to report the condition of each particular item. The grading scale is as follows: 4 – Excellent 3 – Good 2 – Average 1 – Poor Restrooms Janitorial Duties Grade Floors _______ Sinks _______ Counters _______ Hardware _______ Mirrors _______ Commodes _______ Urinals _______ Stalls _______ Sanitary Napkin Dispensers/Receptacles _______ Restocking of Paper Products _______ Soap Dispenser Replenishment _______ Overall Appearance _______

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Each item listed below was given a numerical grade to report the condition of each particular item. The grading scale is as follows: 4 – Excellent 3 – Good 2 – Average 1 – Poor Tenant Space Janitorial Duties Grade Entry Door _______ Tenant Signage _______ Carpet and Floor Pads _______ Base _______ Tile Floors _______ Vents and Air Grills _______ Ledges _______ Interior Glass _______ Furniture and Desks _______ Walls _______ Blinds/Drapes _______ Light Fixtures and Lenses _______ Kitchen/Lunch Room Areas _______ Miscellaneous _______ Additional Comments: _________________________________________________________ ____________________________________________________________________________

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____________________________________________________________________________ ____________________________________________________________________________

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