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8032 - Scope of WorkJanitorial Services Scope of Work   Page 1 of 22 RFP #8032 PURPOSE AND GENERAL CONDITIONS This document is intended to provide interested respondents with sufficient information to enable them to prepare and submit proposals for consideration by the City of Denton ("City") to furnish all labor, equipment, vehicles, supervision, and all other items necessary to accomplish the move for Janitorial Services for various City buildings daily. The respondent's submission shall accurately describe your understanding of the objectives and scope of the requested services and provide an outline of your process to implement the Scope of Work requirements. Failure to include all required information in your submission may result in the disqualification of a respondent. The City intends to utilize this Statement of Work, RFP, and any resultant Contract on an "as needed" basis. However, such need will be subject to the City choosing to perform any work that might be covered by this Statement of Work either internally or through a Citywide staffing solution. The Contractor acknowledges this limitation by entering into a final contract with the City. However, the City may also, at its sole discretion, choose to perform some or all of the activities identified in this Scope of Work using its internal resources; through a Citywide staffing solution; or by using any other combination of resources as the City unilaterally determines is in the best interests of the City. The Contractor acknowledges this limitation by entering into a final contract with the City. The Contractor's proposal must include a fee schedule broken down by building, task and frequency. There must also be a provision for extra work requests such as special event coverage, COVID disinfection, emergency clean-ups, callbacks, etc. The Contractor must provide a plan to clean areas when meetings are scheduled during their regular time slot. (i.e., Tuesday evening City Council Chambers, or other evening meetings) Buildings by Square Foot are shown in Exhibit 1. Each building is defined by building square footage. I. SUPPLIES/EQUIPMENT A. The Contractor will provide all necessary cleaning supplies and equipment (including electro- static sprayers or other mutually agreed upon means of COVID-19 disinfection) as may be required to perform the cleaning assignments outlined in the specifications. Each building's equipment and supplies shall be new or like new and appropriately sized. A quaternary-based disinfectant will be used where disinfectant is specified. The disinfectant will be applied per the manufacturer's instruction. All supplies and materials shall be of the highest quality. No additional charges shall be made to the City for these items. B. All Contractor-furnished supplies and materials shall be of appropriate size, quantity, and must meet the EPA’s “Greener Products and Services recommendations”, (Examples of EPA ecolabeling programs include ENERGY STAR™, WaterSense®, Safer Choice, and SmartWay). All supplies and materials must be approved by the City of Denton. The Contractor will furnish, but not be limited to, trash liner, clear liners for recycling, waxed Janitorial Services Scope of Work   Page 2 of 22 RFP #8032 liners (women restrooms), paper towels, toilet paper, hand soap, and deodorizers. Paper towels will be white multi-fold or rolled and be the appropriate type and weight to easily dispense the holder. Toilet tissue will be two (2) ply. All of these example supplies shall meet the EPA greener products recommendations. Hand soap will be GOJO 5361 or equivalent. Vacuums are required to have HEPA filters (or similar) and filters are to be cleaned regularly. C. Increased usage of facilities fluctuates with seasonality. Bidder must be aware and adjust for increased usage, especially within the Recreation Centers, Libraries, and Aquatic Center during the Summertime when the school system is out. Additional items needed and used during these cycles are required to provide a clean, sanitary professional environment that will be the Contractor's responsibility and included in the proposal to the City of Denton. D. The Contractor shall maintain an on-site binder at each facility of all SDS sheets and ensure it is kept up to date monthly along with any additional detailed information on all products to be used. II. PERSONNEL/SECURITY A. THERE WILL BE NO SUBCONTRACTING OF CONTRACT CLEANING TO ANOTHER COMPANY. B. The Contractor shall provide separate managers/supervisors for the day and night shifts, and their contact information shall be made available to Facilities Management. A daily checklist of all work must be maintained for custodians on every shift and facility. The manager/supervisor will inspect a portion of the portfolio everyday workday so that every facility has been inspected at least once a week. All manager/supervisor inspection forms must be returned to Facilities Management for review weekly. Response time for call back due to incomplete tasks is 30 minutes. C. Due to the travel from building to building, contracted employees need to be able to communicate in English or having one or more bilingual supervisors will be required to ensure security and quality work. D. The Contractor's staff will check all doors to ensure they are locked and secured and turn off all lights before leaving their job site(s). E. The Contractor's staff will NOT prop open any locked/secured doors. F. The Contractor shall provide a list of employees (by name) who will work at the City of Denton. The list shall include the supervisor's name, their respective contact information, who will have keys and/or access cards for entering buildings, and which building each employee will be working at. G. Keys issued by the City of Denton shall not be copied or duplicated by the Contractor or their staff. H. The Contractor shall ensure that daytime staff can communicate in English. All supervisors Janitorial Services Scope of Work   Page 3 of 22 RFP #8032 shall speak, read, and write fluent English. I. All Contractor's staff MUST have uniforms that identify Contractor's company while on duty on City property. J. The Contractor's staff shall be eighteen (18) years of age may perform janitorial work or older. No person under eighteen (18) years of age may accompany the janitor while janitorial work is being performed. K. The Contractor shall ensure that their employees do not bring children or any other guest to work with them in any City facility at any time. L. Contractor employees shall be required to display an ID badge and wear a company uniform at all times while on duty in any City facility. The ID badge shall include a photograph of the employee and the employees' name. Any contractor employee who is not displaying their ID badge will not be allowed to work in any City facility without prior City approval. M. Contractor will provide a fee schedule (Exhibit 2) for each identified task at the scheduled frequency, for the purpose of crediting the City when the Contractor fails to complete tasks or provides substandard work per accepted industry standards. A. BACKGROUND CHECKS 1. Upon awarding the contract, the selected Contractor's custodians, supervisors, and floor cleaners, who will be assigned to work in the City of Denton buildings, shall be required to pass both criminal background and social security number validity checks. The background check clearance documentation shall be provided to the contract administrator for review. The cost of these shall be included in the Contractor's proposal. As the custodians, supervisors, and floor cleaners are replaced throughout the contract term, the Contractor shall provide clearance documentation to the contract administrator. The Contractor's staff will not be authorized to work on City premises until the contract administrator approves. The Contractor shall be responsible for all costs associated with these background checks performed for the replacements. 2. The City shall conduct additional background checks for the selected Contractor's custodians, supervisors, and floor cleaners, who will be assigned to certain areas of the City. The additional background checks shall include checks conducted by the following agencies: Federal Bureau of Investigations (FBI), Department of Public Safety (DPS), and North American Electric Reliability Commission (NERC). 3. The Request for Proposal indicates which areas and positions that require these additional background checks. The Contractor shall be responsible for the costs of the FBI, DPS, and NERC background checks performed upon the award of the contract by the City Council. As the assigned employees are replaced with new employees throughout the contract term, the Contractor shall be responsible for paying for the costs to perform the FBI, DPS, and Janitorial Services Scope of Work   Page 4 of 22 RFP #8032 NERC background checks for the new employees. The City shall conduct all FBI, DPS, and NERC background checks. The City reserves the right, at its discretion, to bill the Contractor upon employee replacement or re-assignment for the performance of background checks. B. The Contractor's staff will not be authorized to work on City premises until the Contract Administrator grants approval and an ID badge is issued. C. QUALITY ASSURANCE 1. The Contractor will complete a monthly, quarterly, and annual job assignment schedule before beginning the contract. The Contractor will provide the schedule form. The City of Denton Facilities Management representative will give a copy of the schedule. 2. The Contractor shall have a Bio-metric time clock system with GPS and provide reports when requested of whom, what date, how long and what building the Contractor's staff was working at. 3. Before cleaning a building, the janitorial staff will review the previous shift's checklist and correct any deficiencies, including those noted by the City of Denton staff. WARRANTY SERVICE CLAUSE Should any task(s) not be completed per the frequencies specified in the contract documents or do not meet the acceptable industry standard of cleanliness, the Contractor will receive notice of non-compliance via email or phone call. The Contractor must then correct the area of non-compliance within 12 hours of this notice. If the Contractor fails to correct the defective work in the allotted time, the City of Denton Facilities Management representative, at their discretion, will request a credit adjustment based on the fee schedule included in the contract for the following month or remedy the deficiency at the expense of the Contractor. III. JANITORIAL DUTIES ALL BUILDINGS INCLUDING  A. DAILY 1. Empty wastebaskets, wipe down and replace liners daily. 2. Empty blue recycling wastebaskets separately and dispose of in the recycling dumpster. 3. Vacuum all carpeted common areas, spot clean carpet as needed. 4. Mop or vacuum rubber mats and or carpet runners. 5. Sweep or dust mop floors and wet mop floor coverings as specified. 6. Vacuum, dust, or wipe clean all chairs and couches in common areas. 7. Feather dust and wipe with cloth all furniture and equipment. 8. Wipe clean all entry/exit glass, sidelights, glass partitions, inside glass and glass doors, water fountains, and building directories (excluding exterior windows). 9. Spot clean all soil and finger marks from walls, light switches, doors, doorframes, tables, kitchen counters, file cabinets, and windowsills. 10. Refill all paper towels, toilet tissue, and soap dispensers. Janitorial Services Scope of Work   Page 5 of 22 RFP #8032 11. Wash and disinfect all water fountains (interior or exterior). 12. Disinfect all ceramic tile floors and walls. 13. Clean/disinfect all tables and counters in conference rooms, break rooms, and kitchens. Coffee pots must also be cleaned, but not other kitchenware (dishes, pans, silverware, etc.) 14. Any utility room or service closets where the cleaning materials, supplies, and cleaning equipment are stored must be kept in a clean and orderly condition and fully comply with the Owner's insurance requirements. 15. Secure all interior and exterior doors and turn out lights. Set the security alarm if applicable. 16. Complete any City of Denton staff request and document it or inform Facilities Management if such a request exceeds the scope of this agreement. B. DAILY- EXTERIOR AREAS 1. Clean the exterior building entries, including landing in front of the doors, steps, exterior glass, and walls. 2. Pick up any trash, sweep, and remove leaves in doorways or steps. C. WEEKLY (Completed by Tuesday at 8:00 am) 1. Edge vacuum 2. Spray buff VCT floors weekly. 3. Surface-clean all appliances in kitchen/break room areas. 4. Vacuum, dust, or wipe clean all chairs and couches in offices. D. MONTHLY (Completed by 3rd Thursday of each month at 8:00 am) 1. Scrub and re-wax floors monthly (as needed or requested). 2. Dust with cloth and clean Venetian, vertical, and mini blinds. 3. In the interior and exterior of the building, dust with cloth and canister vacuum the lighting fixtures, ceiling fans, air diffusers, return grills, louvers, baseboards, and ledges. 4. Wash all corridor, vestibule, and elevator doors and frames; clean and polish all door hardware and unpainted metalwork 5. Dust all surfaces not reached daily cleaning (window frames, pictures frames, clocks, woodwork, chair rails, trim, hanging signs, air vents, etc.) 6. Wash all exterior doorframes and remove all dirt and cobwebs from entry areas. 7. Vacuum beneath plastic carpet protectors. E. QUARTERLY (Completed by 10/15, 1/15, 4/15, and 7/15) 1. Strip and wax all resilient flooring. 2. Strip, wash, wax, and buff resilient flooring, including all hallways. (Note: Ceramic tile floors/walls do not get waxed). 3. Provide a written schedule for when all floor cleaning will be completed 4. Wash all inside glass doors. 5. Clean all interior windows and exterior windows (if accessible) F. RESTROOMS 1. DAILY Janitorial Services Scope of Work   Page 6 of 22 RFP #8032 a. Scour, wash, and disinfect all lavatories, showers, water closets, and urinals. b. Wash, disinfect, and wipe dry both sides of all toilet seats. c. Wash and polish all mirrors, powder shelves, and unpainted metalwork, including hardware, flush valves, piping, etc. d. Remove all graffiti. e. Wipe clean all toilet tissue, paper towel, soap, and sanitary napkin dispensers and disposal units. f. Empty the paper towel and sanitary napkin disposal units. g. Remove waste paper and other waste materials. h. Refill all toilet tissue, paper towel, soap dispensers, and waxed liners. i. Sweep, mop, and disinfect all floors and bases. j. Clean any wall surfaces under and around the hand dryers. 2. MONTHLY (Completed by 3rd Tuesday of each month at 8:00 am) a. Wash tile wall surfaces subject to splashing. b. Wash and polish all wall tile, toilet stalls, and partitions. c. Machine scrub and disinfect all floors and 4" bases. d. Dust and wipe clean all corridor and vestibule entrance doors, toilet stalls, and partitions, including areas behind commodes and urinals. e. Clean all air vents in the restrooms. G. INTERIOR STAIRWAYS (Including Back Stairways) 1. DAILY a. Sweep, clean, and remove litter from stairs and stair landings daily. b. Wipe clean, using a disinfectant, all handrails and walls adjacent to handrails. 2. WEEKLY (Completed by Tuesday at 8:00 am) Sweep and wet mop stairs and landing. 3. MONTHLY (Completed by 3rd Thursday of each month at 8:00 am) a. Dust and wash tread, risers, stringers, base, spindles, and newels. b. Dust and wipe clean hose racks, risers, piping, and fitting. c. Remove all finger marks and soil from doors and doorframes. d. Dust and wipe clean doors and doorframes and polish all unpainted hardware. e. Dust and wash soffits of stairs and stair landings. f. Dust exterior of lighting fixtures, signs, etc. H. CARPET CLEANING 1. All carpets will be cleaned per carpet manufacturer's specification by an agreed-upon carpet schedule up to two times a year at the price bid herein. A plan for carpet cleaning will be provided to Facilities Management within two (2) weeks from the contract award. 2. The City will verify that cleaning was completed to the manufacturer's specifications. If carpet is not cleaned satisfactorily in month when scheduled, an outside contractor will be brought in and the additional costs will be billed to the Contractor by a credit adjustment on their monthly invoice. All interior carpet will be spot cleaned daily. IV. ADDITIONAL CLEANING REQUIREMENTS PER BUILDING Janitorial Services Scope of Work   Page 7 of 22 RFP #8032 In addition to the previously stated Daily, Monthly, and Quarterly Duties as noted in III. Janitorial Duties all Buildings; the following instructions apply for these specified areas: A. GYMNASIUMS/WEIGHT ROOMS *Any facility where a gym is located, the gym is to be maintained by the janitorial Contractor. 1. DAILY a. Dust mop floors. b. Remove all finger marks and soil from doors, doorjambs, and walls. c. Clean the interior glass, windows, and water fountains. d. Spot/wet mop spills with soap and water or disinfectant, etc. e. Mop black sport floor in the weight room with manufacturer's recommended cleaner. 2. WEEKLY (Completed by Tuesday at 8:00 am) a. Wet mop (or scrub) floor surface per manufacturer's requirements; spray buff where required—Wax where needed. b. Wipe down bleachers and clean under them 3. MONTHLY (Completed by 3rd Thursday of each month at 8:00 am) a. Apply wax or conditioner required by floor manufacturer. b. Maintain wood floors and wall carpet. c. Vacuum/remove stains from wall carpet. d. Do the high dusting in the gymnasium. B. CIVIC CENTER- WALKING TRACK-CONFERENCE ROOM 1. DAILY a. Sweep along the exterior and interior walls to remove dirt buildup. b. Wipe clean, using a disinfectant, all handrails and walls adjacent to handrails. c. Wipe clean all accessible windows. d. Sweep the sitting area. e. Spot clean all soil and finger marks from walls, light switches, doors, doorframes, tables, kitchen counters, file cabinets, and windowsills. f. Wipe clean all tables (upstairs conference room.). g. Feather dust and wipe with cloth the top of interior track wall where accessible. 2. MONTHLY a. Thoroughly sweep and mop the walking track. b. Mop the sitting area (next to the back stairwell). c. Feather dust and wipe the top of the interior track wall, areas not cleaned daily, with a cloth. d. Refill all hand sanitizer dispensers as necessary. C. CITY HALL EAST- JAIL AREA 1. DAILY a. Collect trash, sweep, and mop with disinfectant all individual jail cells and all common areas of the jail. b. Clean and disinfect toilets in each jail cell. Janitorial Services Scope of Work   Page 8 of 22 RFP #8032 c. Wipe down mattresses in jail cells with disinfectant. d. Clean and disinfect shower stalls. e. Clean and disinfect floors and walls in the detoxification (drunk) tank daily. f. Sweep and mop the kitchen area. g. Clean all glass windows and disinfect countertops, including attorney's booth, entry desk, and fingerprint counter. h. Maintain an adequate supply of toilet paper in each cell. i. Fill soap dispenser as needed. j. Sweep and mop the floors in visitation areas. k. Clean other areas not listed that may be required by the jailers. 2. MONTHLY (Completed by 3rd Thursday of each month at 8:00 am) Scrub and clean floors monthly. D. SALLY PORT IN POLICE DEPARTMENT 1. WEEKLY (Completed by Tuesday at 8:00 am) a. Sweep clean of debris daily. b. Empty wastepaper and replace the liner. c. Mop and remove any drip spots left by vehicles. E. COMMUNICATIONS/ 911/COMPUTER ROOMS NOTE: Communications/Computer/Restricted areas only: Access is allowed during the day for cleaning; no access is permitted at night unless authorized. Persons assigned to clean these areas must have the following background checks: FBI and DPS.  Computer areas can be defined as those areas where access is limited to specified personnel and generally controlled with locked doors requiring a unique key or key card for entry. The area will usually have a raised floor and will contain electronic equipment.  Only approved building receptacles can be used when connecting any electrical appliance to power. 1. DAILY a. The raised floor should be dry-mopped. Never wax a raised floor or use harsh abrasive or steel wool for cleaning. A damp mop may be used for removing spills b. Dust and wipe clean all furniture, files, and the top of computing equipment. Only use a dust absorbent cloth. Never use a feather duster. c. Sweep and mop floor areas and all rubber ramp areas nightly. 2. MONTHLY (Completed by 3rd Tuesday of each month at 8:00 am) a. Remove all finger marks and soil from doors, doorjambs, and walls with particular attention to areas surrounding light switches. b. Wash all partition glass and glass doors. F. TECHNOLOGY SERVICES COMPUTER ROOMS 1. WEEKLY (Completed on Wednesday from 8:00 am – 5:00 pm) Janitorial Services Scope of Work   Page 9 of 22 RFP #8032 a. The raised floor should be dry-mopped. Never wax a raised floor or use harsh abrasive or steel wool for cleaning. A damp mop may be used for removing spills b. Dust and wipe clean all furniture, files, and the top of computing equipment. Only use a dust absorbent cloth. Never use a feather duster. c. Sweep and mop floor areas and all rubber ramp areas nightly. G. LIBRARIES - Emily Fowler, North Branch, and South Branch Libraries 1. Daily a. Library shelving -dust at least one range of shelving nightly until entire stacks are cleaned and then begin the process over. b. Clean underneath Library book stacks, dust extensions on ends, and panels behind book stacks. 2. WEEKLY (Completed by Tuesday at 8:00 am) Clean Glass Walls (North Branch and South Branch) 3. Monthly (Completed by 3rd Thursday of each month a t 8:00 am) Clean Library fireplace, clean and polish all brass work and fireplace tools. (Emily Fowler Only) H. AQUATICS CENTER 1. SUPPLIES a. A hospital-grade disinfectant will be used where disinfectant is specified. The disinfectant will be applied per the manufacturer's instruction. The Contractor will agree to provide all necessary cleaning supplies and equipment (unless noted below) as may be required to perform the cleaning assignments outlined in the specifications. b. The Contractor will furnish trash liner, waxed liners (women restrooms), paper towels, toilet paper, hand soap, hand sanitizer, and deodorizers. Paper towels will be white multi-fold or rolled and be the appropriate type and weight to easily dispense the holder. Toilet tissue will be two (2) ply. The Contractor will provide detailed information on all products to be used and SDS sheets for all cleaning supplies. c. All Contractor-furnished supplies and materials shall be of appropriate size, quantity, and approved by the City of Denton. The Contractor furnished supplies and materials shall be of the highest quality. No additional charges shall be made to the City for these items. 2. NATATORIUM a. DAILY 1) Hallway floors, steps, and entranceway must be kept dry 2) All Shower areas – the showers are to be cleaned/disinfected daily, including the drain covers. 3) Hallway mats vacuumed daily 4) Clean all windows (within reach) except for the outer edge of the pool deck. 5) Clean/disinfect restrooms and restock all paper towels, toilet tissue, waxed liners (women restrooms), hand soap, hand sanitizer dispensers BEFORE 10 am 6) Remove all trash and replace liners. 7) Sweep/dust mop floors or wet mop floor coverings as specified. 8) Feather dust and wipe with cloth all furniture and equipment. 9) Wipe clean sidelights, water fountains, and building directories Janitorial Services Scope of Work   Page 10 of 22 RFP #8032 10) Spot clean all soil and finger marks from walls, light switches, doors, doorframes, tables, kitchen counters, file cabinets, and windowsills. 11) Clean/disinfect all tables and counters (conference, break room, offices, kitchen, etc.). 12) Any utility room or service closets where the cleaning materials, supplies, and cleaning equipment are stored must be kept in a clean and orderly condition and fully comply with the Owner's insurance requirements. b. WEEKLY (Completed by Tuesday at 8:00 am) All Shower areas – power wash and cleaning (power washer supplied by Aquatics Center) c. OTHER CLEANING DUTIES 1) Hallway mats - Every two months, pressure washed and cleaned (pressure washer supplied by Aquatics Center) 2) Change shower curtains (supplied by Aquatics Center) - Every three months d. FLOOR CLEANING FOR CLASSROOM & OFFICES Follow the specification from janitorial duties all buildings pages 4 & 5 3. WATERWORKS PARKS Mid May (weekend before Memorial Day) – 1st week of September a. DAILY Clean/disinfect restrooms and restock all paper towels, toilet tissue, waxed liners (women restrooms), hand soap, hand sanitizer dispensers BEFORE 10 am 4. Porter for the Aquatics Center a. The Daytime Porter will report to the Aquatics Center Manager. b. This position is required Sunday through Saturday, 6:30 am until 2:30 pm daily. Janitorial Services  SCOPE OF WORK    11    I. DENTON MUNICIPAL ELECTRIC FACILITIES (DME) I. SUPPLIES A. The Contractor will furnish paper towels, toilet paper, hand soap, and deodorizers if awarded. Paper towels at the DME campus building shall be the appropriate Enmotion type of paper towels that fit the existing dispensers. Toilet tissue shall be two (2) ply and be coreless to fit existing toilet tissue holders. DME buildings have a variety of hand soap dispensers, and types of soap for the dispensers, and the Contractor shall supply the appropriate style that is presently utilized in all DME buildings. The Contractor will be responsible for providing the proper sanitizing hand soap for the dispensers, such as GOJO 5361 or equivalent. The Contractor will furnish all trash liners. B. All Contractor-furnished supplies and materials shall be appropriate size and quantity, to be determined by the City of Denton. All Contractor furnished supplies and materials shall be of the highest quality. No additional charges shall be made to the City for these items. The Contractor will provide MSDS sheets for all cleaning supplies. II. PERSONNEL/SECURITY III. BACKGROUND CHECKS A. All DME Physical Security Perimeter (PSP) Areas cannot be entered nor cleaned until at least two NERC certified System Operators are on duty and they are not currently engaged in electrical restoration activities. The cleaning personnel will be required to sign in, be escorted throughout the cleaning activities, and sign out upon entry to the PSP areas. Should two DME NERC operators are not available, then the cleaning personnel will be required to check back later that day to see if time is available for DME to escort the cleaning personnel. IV. QUALITY ASSURANCE A. JANITORIAL DUTIES ALL DME BUILDINGS 1. DAILY 2. DAILY- EXTERIOR AREAS 3. WEEKLY (Completed by Tuesday at 7:00 am) Janitorial Services  SCOPE OF WORK    12    4. MONTHLY (Completed by 3rd Tuesday of each month at 7: 00 a.m.) 5. QUARTERLY (Completed by 10/15, 1/15, 4/15, and 7/15) a. Strip, wash, wax, and buff resilient flooring, including all hallways. NOTE: Ceramic tile floors/walls do not get waxed. B. ADDITIONAL CLEANING REQUIREMENTS PER BUILDING/AREA (Includes all duties listed above) LOBBIES, OFFICE AREAS, AND CONFERENCE ROOMS 1. DAILY 2. WEEKLY (Completed by Tuesday at 7:00 am) a. Wipe clean and disinfect all telephones. 3. MONTHLY (Completed by 3rd Tuesday of each month at 7:00 am) a. W ash and remove all finger marks and soil from doors, doorjambs, walls, and doors with particular attention to areas surrounding light switches and drinking fountains. b. Clean and polish all door hardware and unpainted metalwork. c. Dust all surfaces not reached in daily cleaning (window frames, curtain pockets, etc.). d. Dust all pictures, frames, chart boards, clocks, and similar wall hangings. e. Dust all woodwork, woodcarvings, railings, chair rails, trim, and hanging signs. 4. QUARTERLY (Completed by 10/15, 1/15, 4/15, and 7/15) a. Strip, wash, wax, and buff resilient flooring, including all hallways. NOTE: Ceramic tile floors/walls do not get waxed. CORRIDORS/UTILITY ROOMS/SERVICE CLOSETS 1. DAILY a. Dust and wipe clean, using a disinfectant, entrance doors and frames, hose cabinets, etc. b. Dust and wipe clean all counters and tables used by the public. c. Remove finger marks from glass entryways, doors, and partitions. d. Spot clean soil and finger marks from painted or washable surfaces. e. Sweep and mop all resilient flooring. f. Spot clean all vinyl furniture. g. Vacuum all rugs and carpeted areas, spot clean carpet. h. Any utility room or service closets where the cleaning materials, supplies, and cleaning equipment are stored must be kept in a clean and orderly condition and Janitorial Services  SCOPE OF WORK    13    fully comply with the Owner's insurance requirements. i. Sweep and mop with soap and disinfectant all tile floors. 2. WEEKLY (Completed by Tuesday at 7:00 am) a. Sweep and dust mop all uncarpeted areas. b. Spray buff traffic areas of resilient tile flooring to maintain resilient flooring. 3. MONTHLY (Completed by 3rd Tuesday of each month at 7:00 am) a. Remove all finger marks and soil from doors, doorjambs, and walls with particular attention to areas surrounding light switches and water fountains. b. Thoroughly clean, vacuum, and spot-clean upholstered furniture. c. Clean ceiling fan blades. CREW ROOMS 1. DAILY a. Sweep and wet mop floors. b. Remove all finger marks and soil from doors, doorjambs, and walls. c. Clean interior glass windows, clean and disinfect water fountains. d. Spot clean and vacuum the carpet as applicable. e. Empty wastebaskets, wipe down and replace liners. f. Wipe down all tabletops. 2. WEEKLY (Completed by Tuesday at 7:00 am) a. Spray buff traffic areas of resilient tile flooring to maintain resilient flooring. 3. MONTHLY (Completed by 3rd Tuesday of each month at 7:00 am) a. Scrub and re-wax floors monthly b. Perform all high and low dusting. 4. QUARTERLY (Completed by 10/15, 1/15, 4/15, and 7/15) a. Provide a written schedule for when all floor cleaning will be completed. b. Strip and wax all resilient flooring. c. Strip, wash, wax, and buff resilient flooring, including all hallways. NOTE: Ceramic tile floors/walls do not get waxed. DME PSP AREAS PSP areas can be defined as those where access is limited to specified personnel and generally controlled with locked doors requiring a unique key or key card for entry. The area will usually have a raised floor and will contain electronic equipment. Only approved building receptacles can be used when connecting any electrical appliance to power. NOTE: DME PSP Restricted areas only: Access is allowed during the day for cleaning; no access is permitted at night unless authorized, and the person assigned to clean Janitorial Services  SCOPE OF WORK    14    these areas must have the following background checks: FBI, DPS, and NERC. This area must have two N E R C Operators & will have to sign in, and if two operators are not available, then they must check back until available (for additional information, please see the previous Section III BACKGROUND CHECKS). 1. D A I L Y a. Empty wastepaper and carbon bins. Replace the liner daily. b. A damp mop may be used for removing spills. The raised floor should be dry- mopped. Never wax a raised floor or use harsh abrasive or steel wool for cleaning. c. Dust and wipe clean all furniture, files, and the top of computing equipment. Only a dust absorbent cloth may be used. Never use a feather duster. d. Dust doors and trim within reach. e. Clean all glass furniture tops. f. Remove finger marks from glass doors and sidelights. g. Dust and wipe clean all plastic, vinyl, or leather-covered chairs. h. Move light furniture other than desks, files, etc., before mopping; replace furniture upon completion. i. Sweep and mop floor areas and all rubber ramps. 2. WEEKLY (Completed by Tuesday at 7:00 am) Scrub mop, with a damp mop, floors in Communication areas. 3. MONTHLY (Completed by 3rd Tuesday of each month at 7:00 am) a. Remove all finger marks and soil from doors, doorjambs, and walls with particular attention to areas surrounding light switches. b. W ash all partition glass and glass doors. c. Scrub and wax floors in the Communications area. 4. QUARTERLY (Completed by 10/15, 1/15, 4/15, and 7/15) a. Provide a written schedule for when all floor cleaning will be completed. b. Strip and wax all resilient flooring. c. Strip, wash, wax, and buff resilient flooring, including all hallways. NOTE: Ceramic tile floors/walls do not get waxed. 5. SEMI-ANNUALLY (Completed on 10/15 and 3/15) Vacuum beneath raised floor area. Coordinate with: Facilities Management Representative- William Wilson- Technology Services Department- Stephanie Padgett DME Engineering and Operations Building – Misty Willis RESTROOMS 1. DAILY Janitorial Services  SCOPE OF WORK    15    2. MONTHLY (Completed by 3rd Tuesday of each month at 7:00 am) DME RECEPTION AREAS 1. DAILY a. Empty wastebaskets, wipe down and replace liner daily. a. Dust walls within reach. b. Spot clean finger marks and soil on walls. c. W ash glass doors, both sides, glass partitions, and glass entryways. d. Wipe clean all glass sidelights and glass walls. e. Dust and wipe clean all telephones, countertops, etc. f. W ash glass of building directory. g. Wash and disinfect all water fountains (interior and exterior). h. Vacuum the carpets and doormats, spot clean carpets. i. Sweep and mop floors; protect base during floor washing to avoid staining. 2. WEEKLY (Completed by Tuesday at 7:00 am) a. Thoroughly dust and wipe clean all furniture (such as desktops/tabletops), files cabinets, and windowsills b. Clean all glass furniture tops. c. Spray buff tile floors. 3. MONTHLY (Completed by 3rd Tuesday of each month at 7:00 am) a. W ash painted doors, doorframes, and walls. b. Clean and polish all unpainted metalwork (doors and frames, mail depository, signs, and lettering). c. Dust exterior surface of lighting fixtures, air diffusers, return grills, louvers, ceiling fans, baseboards, and ledges. d. Dust all surfaces not reached in daily cleaning, including ceilings. e. Machine scrub/wax VCT tile floors. BREAK ROOMS/ /KITCHEN AREAS 1. DAILY a. Wipe and disinfect tabletops and countertops. b. Clean the sink and all appliances (refrigerator, ranges, icemaker, microwave, etc.). The inside of the sinks will be scrubbed when empty. Janitors will not be responsible for washing dishes or other items in the sink. c. Wash and disinfect all water fountains. d. Sweep and mop the floor with soap and disinfectant. e. Empty wastebaskets, wipe down and replace liners. f. Wash all inside glass, mirrors, and glass doors. g. Re-Fill paper towel dispensers and soap dispensers h. Spot clean carpet. Janitorial Services  SCOPE OF WORK    16    2. WEEKLY (Completed by Tuesday at 7:00 am) a. Vacuum all doormats, carpeted areas, and spot clean carpet as needed. b. Remove all finger marks and soil from doors, doorjambs, and walls with particular attention to areas surrounding light switches c. Spray buff floors 3. MONTHLY (Completed by 3rd Tuesday of each month at 7:00 am) Scrub and re-wax floors. 4. QUARTERLY (Completed by 10/15, 1/15, 4/15, and 7/15) a. Provide a written schedule for when all floor cleaning will be completed. b. Strip and wax all resilient flooring. c. Strip, wash, wax, and buff resilient flooring, including all hallways. NOTE: Ceramic tile floors/walls do not get waxed. 5. CARPET CLEANING The Contractor will provide a method of verifying that cleaning was completed to the manufacturer's specifications. All carpet will be cleaned per carpet manufacturers specification by an agreed upon carpet schedule up to two (2) times a year at the price bid herein. A schedule for carpet cleaning will be provided to Facilities Management within two (2) weeks from award of contract. If carpet is not cleaned satisfactorily in month when scheduled, an outside contractor will be brought in, with the price difference being billed to the bid contractor. All i n t e r i o r carpet will be spot cleaned daily. PROJECT CONTROLS 1. Work Hours a. Hours on the job will be computed from the arrival at the location to the departure from the location. b. Regular City of Denton Hours: Monday through Friday, 5:00 am – 5:00 pm. 1. Normally scheduled hours including evening shifts are paid for by the hour. The hourly rate shall include all cost, overhead, and profit items. Work time on the job only. c. Weekend Hours: Saturday and Sunday, any hour, day or night. 1. Extra time beyond normal shift work hours needed to finish tasks in progress. Paid for by the hour. The hourly rate shall include all cost, overhead, and profit items. Work time on the job only. d. Holidays: any hour day or night per this listing: 1. New Year's Day (observed) 2. MLK Day 3. Memorial Day 4. Juneteenth Janitorial Services  SCOPE OF WORK    17    5. 4th of July 6. Labor Day 7. Veteran's Day 8. Thanksgiving Day 9. Day After Thanksgiving 10. Christmas Eve (observed) 11. Christmas Day (observed) If a Legal Holiday falls on Saturday, it will be observed on the preceding Friday. If a Legal Holiday falls on Sunday, it will be observed the following Monday. Holiday hours are extra time beyond normal work hours needed to finish tasks in progress. Paid for by the hour. The hourly rate shall include all cost, overhead, and profit items. Work time on the job only. e. Overtime Hours: Monday through Friday, after regular hours and weekends. 1.Extra time beyond normal day work hours needed to finish tasks in progress. Paid for by the hour. The hourly rate shall include all cost, overhead, and profit items. Work time on the job only. 2. Project Estimates a. The Contractor shall provide written "not to exceed" estimates on all projects except emergencies. This estimate shall include the estimated number of hours, contracted hourly rate, number, and type of employees required, estimated material cost, and project completion in the number of days. b. The Contractor shall respond to requests for estimates for non-emergency work within two (2) days and provide written estimates within five (5) days of the first contact by the City. The Contractor's responsibility shall be to ensure they have all information to prepare accurate estimates. c. Non-emergency work shall only be performed with the City's written authorization by the issuance of a Work Order from the Facilities Department. Actual work shall not exceed the Contractor's estimate without prior written approval by the City. d. The contract price includes an itemized list of all costs, including overhead and profit, for preparing estimates for projects. e. The Contractor's on-site manager/supervisor shall obtain the City's project coordinator or other people in authority's written approval of time worked and the number of workers used at the end of each day. This approval is mandatory and shall be obtained from a person in authority agreed to by both parties before the commencement of any move. 3. Work in Process a. Facilities Department project managers will meet, conduct, coordinate, and document a pre-move walk-through with the Contractor and verify pre-existing conditions and damages to the building. b. The Contractor will regularly submit brief written summaries of the work accomplished during the reporting period, work during the subsequent reporting Janitorial Services  SCOPE OF WORK    18    period, real or anticipated problems, and notification of any significant deviation from previously agreed-upon work plans. c. It shall be the responsibility of the Contractor performing services for this contract to safeguard their materials, tools, and equipment. The City shall not assume any responsibility for vandalism or theft of materials, tools, or equipment. d. The Contractor shall obtain the permission of a Facilities Department representative regarding any needed storage of materials and equipment. Such storage shall be done in such a manner as not to interfere with the schedule for that building. The City shall not accept responsibility for losses of material or equipment regardless of approval to store in any of the City's facilities or grounds. e. All work areas shall be kept in orderly condition, free of unnecessary material and equipment. All debris will be picked up and hauled away by the Contractor. No additional charge for hauling away debris shall be permitted under the contract. 4. Invoices a. Invoices will be required for verification of Janitorial Services. b. The Contractor's invoice shall clearly state actual hours worked at labor rates quoted, the actual cost of materials, thereof, a complete description of work performed, location, date, and work order number. 1. Accompanying their invoices, the Contractor must also include copies of invoices provided by any sub-Contractor utilized for the work and any invoices for material used, thereby verifying actual material costs and copies of all daily work orders listing each skill level of labor and their hours worked. 2. The Contractor cannot perform on-site work without advanced notice/approval. c. Equipment Rental 1. Any rental of equipment required to perform the job (i.e., pumps, air compressors, etc.) will be paid for at a rate of the actual cost of the rental multiplied by the contract mark-up. Equipment rental invoices shall accompany the Contractor's invoice to be considered for payment. 5. Employees a. All Contractor employees shall be in a company uniform that identifies the name of the company and the name of the employee. The uniforms shall be clean and neat in appearance. All employees working at City facilities will be required to obtain and display a Contractor badge from the Facilities Department. b. Contractors shall follow all the most current EEOC guidelines regarding the process for performing criminal background checks. Janitorial Services  SCOPE OF WORK    19    c. The Contractor shall exclude any possible Assigned Employee from working for the City who does not pass the background checks. d. If an Assigned Employee appears to the City to be incompetent or act in a disorderly or improper manner, such person shall be removed immediately on the request of the City and shall not be re-employed on the same project except on written consent of the City. e. All work shall be performed according to accepted industry standards of cleanliness, City building codes, and the complete satisfaction of the City. B. MINIMUM QUALIFICATIONS 1. Commercial Experience: The Contractor has been in business for at least five years 2. Licensed to do business in the State of Texas (copy of Certification required) 3. 5-years' experience doing business with a governmental agency the size of the City or larger 4. Maintain current Certificate of Insurance. ▪ General Liability ▪ Automobile Liability ▪ Worker's Compensation insurance C. CLEANING UP 1. The Contractor shall always keep the work area, including storage areas used by them, free from waste material or rubbish accumulations. Before completing the work remove any rubbish from the premises and all tools, scaffolding, equipment, and materials not the property of the authority. 2. The Contractor shall leave the work and premises in a clean, neat, and workmanlike condition satisfactory to the Facilities Department. D. ACCIDENT PREVENTION 1. To provide safety controls for protection to the life and health of employees and other persons, for prevention of damage to property, materials, supplies, and equipment, and avoidance of work interruptions in the performance of this contract, the Contractor, shall safely perform all work and comply with all governing regulations concerning safety. This shall include, but not be limited to, OSHA requirements and all local, state, and federal safety regulations. 2. The Contractor shall maintain an accurate record of and shall report to the Facilities Department in the manner and on the forms prescribed by the Facilities Department exposure data and all accidents resulting in death, traumatic injury, occupational disease, and damage to property, materials, supplies, and equipment incidental to work performed under this contract. Janitorial Services  SCOPE OF WORK    20    3. The Facilities Department will notify the Contractor of any non-compliance with the preceding provisions and the action to be taken. After receipt of such notice, the Contractor shall immediately take corrective action. When delivered to the Contractor or his representative at the site of the work, such notice shall be deemed sufficient for the purpose. If the Contractor fails or refuses to comply promptly, the Facilities Department may issue an order stopping all or part of the work until satisfactory corrective action has been taken. None of the time lost due to any such stop orders shall be made the subject of the claim for extension of time or excess costs or damages by the Contractor. 4. Before commencement of the work, the Contractor shall: a. Submit in writing his proposals for effectuating this provision for accident prevention. b. Meet in conference with representatives of the Facilities Department to discuss and develop mutual understanding relative to the administration of the overall safety program. 5. The Contractor shall be similarly responsible for all damages to persons or property that occur because of Contractor fault or negligence. 6. The Contractor shall take proper safety and health precautions to protect the work, the workers, the public, and the property of others. The Contractor shall also be responsible for all materials delivered and work performed until completion and acceptance of the entire work, except for any completed unit of construction thereof which theretofore may have been accepted. E. EVALUATION CRITERIA A. PREFERENTIAL CONSIDERATION WILL BE GIVEN TO PROPOSALS THAT INCLUDE: 1. A "LIVING WAGE" FOR THEIR EMPLOYEES (GENERALLY CONSIDERED TO BE HIGHER THAN $15 PER HOUR). 2. A SIGNIFICANT AMOUNT OF THE WORK IS COMPLETED ON A "DAY" SHIFT. 3. MOST SHIFTS ARE 8 HOURS PER DAY AND NO LESS THAN 4 HOURS. 4. CAN PROPOSE, IMPLEMENT, AND OPERATE A CITYWIDE RECYCLING PROGRAM Janitorial Services  SCOPE OF WORK    21    EXHIBIT 1 FACILITY NAME  JANITO RIAL  SQUAR E  FOOTA GE*  ACCESS TO  BUILDINGS DAYS  TO  CLEAN  # OF  DAYS  /  WEEK  ADDITIONAL  BACKGROUND  CHECKS  REQUIRED  Airport ‐ Control Tower  1,200  Card  M ‐ F  5     Airport ‐ Hangars (restroom only)  150  N/A  F  1     Airport ‐ LESA  225  Key  F  1     Airport ‐ Terminal  4,224  Card  M ‐ F  5     Beneficial Reuse  1,000  Key  F  1     City Hall  34,500  Card  M ‐ F  5     City Hall East ‐ Police***  97,656  Card  SU ‐ F  6  All  City Hall East  55,344  Card  M ‐ F  5    Development Services  27,195  Card  M ‐ F  5     DME ‐ Admin****  8,448  Card  M ‐ F  5  All  DME ‐ DEC****  14,200  Card  M ‐ F  5  All  DME ‐ Engineering & System Ops.****  9,838  Card  M ‐ F  5  All  DME ‐ Modular****  4,164  Card  M ‐ F  5  All  DME ‐ System Ops****  10,900  Card  M ‐ F  5  All  Facilities Management   9,000  Card  M ‐ F  5     Fire Central (Station #1)  12,000  Card  M ‐ F  5     Fleet Services  2,773  Card  M ‐ F  5     Library ‐ Emily Fowler 23,080  Card  SU ‐ S  7     Library ‐ North Branch 33,708  Card  SU ‐ S  7     Library ‐ South Branch  21,516  Card  SU ‐ S  7     Linda McNatt Animal Shelter  5,530  Card  M ‐ S  6     PARD ‐ American Legion  8,338  Key  M ‐ F  5     PARD ‐ Aquatics Center     Key  SU ‐ S  7     PARD ‐ Civic Center   27,741  Card  M ‐ F  5     PARD ‐ Denia Rec.  17,580  Card  M ‐ S  6     PARD ‐ Goldfield  900  Card  M ‐ S  6     PARD ‐ Golf Center  1,092  Card  SU ‐ S  7     PARD ‐ Martin Luther King Rec.  20,453  Card  M ‐ S  6     PARD ‐ North Lakes Annex  3,500  Card  M ‐ F  5     PARD ‐ North Lakes Rec.  17,580  Card  M ‐ S  6     PARD ‐ Senior Center  19,503  Card  M ‐ F  5     Pecan Creek Admin  6,200  Card  M ‐ F  5     Police Annex***  1,500  Key  T & TH  2  All  Janitorial Services  SCOPE OF WORK    22    Service Center****  37,208  Card  M ‐ F  5  DME Area  Solid Waste ‐ Admin  12,814  Card  M ‐ F  5     Solid Waste ‐ Fleet Maint. Shop  1,250  Card  M ‐ F  5     Solid Waste ‐ HCC  1,200  Card  M ‐ F  5     Solid Waste ‐ Scale House  1,000  Card  M ‐ F  5     Solid Waste ‐ Sustainability   1,536  Card  M ‐ F  5     Solid Waste ‐ Triple Wide  2,109  Card  M ‐ F  5     Solid Waste ‐ Warehouse  1,900  Card  F  1     Traffic Control  400  Card  M ‐ F  5     Water Treatment ‐ Lake Lewisville  38,891  Card  F  1     Water Treatment ‐ Lake Ray Roberts  14,532  Card  F  1       All contract employees must pass a Criminal Background Check & and Social Security Validity Check  *The janitorial square footages provided are approximate. Respondent shall verify the measurements.  **Floor Care includes but is not limited to mopping, vacuuming, buffing, and waxing  ***Requires the following additional background checks: Federal Bureau of Investigations (FBI) finger printing  and Department of Public Safety (DPS)   ****Requires additional background checks by the North American Electric Reliability Commission (NERC)     Addendum 2: New Construction ‐ Anytime during the contract term when the city opens a  new building that an amendment will be added to the contract to add the additional building(s).