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8927 SOWRFP #8927 Janitorial Services Scope of Work City of Denton Facilities 1. Objective This contract ensures the professional cleaning and maintenance of City of Denton facilities while adhering to security requirements, Quality Assurance (QA) standards, and necessary supply provisions by the contractor. 2. General Requirements The contracted janitorial service provider shall:  Maintain all assigned areas clean, safe, and sanitary.  Ensure compliance with OSHA and workplace safety regulations.  All personnel must have uniforms that identify the contractor's company while on duty at City properties.  Employ personnel who meet all required background check and security clearance requirements.  All personnel must be 18 years of age or older.  Properly dispose of waste, including hazardous materials.  Use environmentally friendly and approved cleaning products whenever feasible.  Supply all necessary cleaning materials, tools, and equipment to perform tasks effectively.  Follow all access control and security protocols for restricted locations.  Report any facility maintenance issues to designated City personnel.  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. The contractor is responsible for ensuring the items are locked up. 3. Cleaning Schedule & Task Breakdown A. Daily Tasks – All Buildings Performed each workday to maintain cleanliness and hygiene:  Waste Management: Empty trash bins and sanitary receptacles, replace liners; dispose of waste properly.  Recycling – Empty recycling waste baskets into the recycling dumpster. (No plastic bags in the recycling dumpster.)  Floor Care: Sweep, vacuum, mop, and disinfect hard-surface floors; spot-clean carpets.  Restroom & Shower Cleaning: o Clean and disinfect toilets, urinals, sinks, mirrors, and stall partitions. o Replenish restroom supplies (soap, paper towels, toilet paper) o Scrub and disinfect showers, including walls, floors, and fixtures, to remove buildup and ensure sanitation. o Check and clean drains to prevent clogging.  Surface Cleaning: Wipe and disinfect high-touch areas (door handles, light switches, countertops, handrails).  Entryway & Reception Areas: Ensure clean floors; remove debris from entry points.  Break Rooms & Kitchens: Sanitize sinks, countertops, and dining tables; clean appliances and empty trash. B. Weekly Tasks  Office Dusting: Clean furniture surfaces, shelves, and workstations (excluding personal items).  Deep Restroom & Shower Cleaning: Scrub restroom floors and walls; deep- clean shower surfaces and fixtures.  Glass & Mirror Cleaning: Wipe down interior windows and mirrors.  Stairwell Maintenance: Sweep and mop stairwells; sanitize handrails.  Cobweb Removal: Eliminate cobwebs from ceilings and fixtures.  Stainless Steel Polishing: Maintain elevator doors, railings, and fixtures. C. Monthly Tasks  Floor Buffing: Polish tile or linoleum floors to restore shine.  High-Dusting: Dust vents, fans, and overhead surfaces.  Entryway Doors: Clean exterior and interior door surfaces, frames, and handles. D. Quarterly Tasks (Floor Cleaning)  Tile Floor Maintenance: Strip and wax tile floors.  Carpet Deep Cleaning: Shampoo or extract carpets.  Grout Cleaning: Scrub and reseal grout.  Exterior Pressure Washing: Clean high-traffic outdoor entryways. 4. Background Check Requirements A. General Background Check (All Staff) All janitorial personnel must successfully pass a standard criminal background screening prior to beginning work. This screening shall include:  National criminal history check.  Sex offender registry search.  Verification of identity and legal work eligibility.  Additional screenings required by City policy. B. CJIS Background Check (Police Department Staff Only) Personnel assigned to janitorial duties within the City of Denton Police Department must complete and pass a Criminal Justice Information Services (CJIS) background check, ensuring compliance with federal and state security standards for law enforcement facilities. C. NERC & FERC Background Checks (DME Locations Only) Personnel assigned to Denton Municipal Electric (DME) facilities must undergo North American Electric Reliability Corporation (NERC) and Federal Energy Regulatory Commission (FERC) background screenings to ensure compliance with federal security requirements for energy infrastructure. These screenings shall include:  NERC Critical Infrastructure Protection (CIP) Clearance o Review of criminal history and past security violations. o Verification of eligibility for access to power grid infrastructure. o Compliance with all NERC CIP standards regarding restricted access.  FERC Security Clearance o Federal-level background investigation for energy facility personnel. o Compliance with regulations regarding handling sensitive utility information. o Restricted access policies for controlled infrastructure areas. The janitorial contractor is responsible for ensuring employees meet these screening requirements before they begin work at any building, as well as the additional screening for Police Department and DME locations. Personnel failing to meet background check requirements will be prohibited from entering restricted City facilities. 5. Contractor-Provided Supplies & Equipment The contractor is responsible for supplying all materials, tools, and equipment required to perform janitorial services effectively. This includes but is not limited to: A. Cleaning Supplies  Disinfectants and sanitizers approved for public facility use.  Floor cleaning solutions (tile, carpet, wood, and vinyl flooring).  Glass and mirror cleaning solutions.  Restroom cleaners and deodorizers.  Environmentally friendly and non-toxic cleaning agents when feasible. B. Janitorial Equipment  Industrial mop systems and buckets.  Commercial-grade vacuum cleaners with HEPA filters.  Floor scrubbers and buffers for deep-cleaning tasks..  Carpet extraction machines for quarterly deep cleaning  Pressure washers for exterior cleaning tasks. C. Restroom, Kitchen, Breakroom, & Facility Consumables  Trash liners for all waste receptacles.  Toilet paper, paper towels, and hand soap dispensers.  Air fresheners and odor control products.  Disposable gloves and personal protective equipment (PPE) for janitorial staff. The contractor is responsible for maintaining a sufficient inventory of these supplies and replacing equipment as needed to ensure uninterrupted service. 6. Quality Assurance Requirements The janitorial contractor shall implement a Quality Assurance Program (QAP) to ensure all cleaning services meet the required standards. The program must include the following elements: A. Performance Monitoring & Inspection  Conduct routine inspections of all areas serviced to verify cleanliness and compliance.  Utilize a performance checklist to track cleaning completion and verify adherence to contract standards.  Implement an internal audit system to assess the effectiveness of janitorial services. B. Reporting & Documentation  Maintain a log of completed tasks, including daily, weekly, monthly, and quarterly activities.  Submit inspection reports to designated City personnel upon request.  Provide corrective action documentation for any deficiencies identified during inspections. C. Customer Feedback & Issue Resolution  Establish a feedback mechanism where City personnel can report concerns or request additional cleaning services.  Respond to complaints or deficiencies within a specified timeframe to ensure resolution.  Conduct quarterly meetings with City staff to review performance, address concerns, and identify areas for improvement. D. Compliance with Industry Standards  Ensure janitorial staff follow OSHA health and safety guidelines.  Train personnel in proper sanitation, waste disposal, and hazardous material handling procedures  Regularly evaluate cleaning products and techniques to align with best practices for facility maintenance. 7. No Subcontracting & Authorized Personnel Only  Subcontracting is strictly prohibited—the contractor must perform all work directly.  Only authorized janitorial personnel may work in City of Denton buildings.  No children, relatives, or unauthorized persons are permitted in workspaces at any time.  All personnel must badge in and out at the beginning and end of their shift, as well as any time they leave the building for personal reasons. 8. Compliance & Accountability Measures  Maintain a log of completed tasks for City review.  Respond promptly to special cleaning requests.  Follow strict health and safety protocols regarding sanitation and hazardous material handling.  Conduct routine inspections and audits to ensure contract compliance and service excellence.