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JANITORIAL SERVICE for the CITY OF TOPEKA
SCOPE OF WORK
The contractor shall provide janitorial service for the City of Topeka, City offices located at the following locations:
Holiday Building.................................. 620 Madison Street
City Hall............................................. 215 SE 7th Street
Municipal Court................................... 218 SE 8th Avenue
Law Enforcement Center...................... 320 S Kansas Avenue
Fire Academy..................................... 324 SE Jefferson Street
Fire Fleet............................................ 300 SE Jefferson Street
Street Department............................... 201 N Topeka Boulevard
Traffic Operations............................... 927 NW Harrison Street
Zoo Administration............................. 635 SW Gage Boulevard
Heavy Duty Garage............................. 201 NW Topeka Boulevard
LD Garage.......................................... 320 S Kansas Avenue
Wellness Center.................................. 218 SE 8th Avenue
Various tasks and schedules for performance of work, as outlined herein, shall not be taken as limiting. The contractor shall perform any and all other related and contingent miscellaneous janitorial cleaning duties which may arise from time to time including the cleanup of accidental spills of any office materials or supplies. All work must be performed in a manner satisfactory to and acceptable by the City of Topeka. The intent of the contract shall be to maintain a clean, safe, attractive and First Class environment for the City of Topeka employees and the general public.
SUPERVISION
The contractor shall be responsible for all supervision required to satisfactorily perform the requirements of the contract. Bidders shall provide, as a part of the bid:
1. A list of their supervisory chain of command with telephone numbers for each person on the list.
2. The name and twenty-four (24) hour seven (7) day a week phone number of the manager who will have overall responsibility for this contract service.
3. The name and twenty-four (24) hour seven (7) day a week phone number of the on-site working supervisor.
4. References from three (3) comparable janitorial service users supervised by this manager within the last three (3) years and include the name, address and telephone number of a contact person at the organization/companies involved.
IDENTIFICATION
The contractor's employees shall be in a company shirt / uniform at all times while on the premises. Building management and the City of Topeka shall provide the contractor with controlled access and exit of the building on a schedule that is mutually agreed upon by both parties.
SECURITY
The contractor's personnel shall only be permitted in work areas to which they are assigned. Rest breaks shall be taken only in reassigned areas and at times acceptable to the City.
The contractor shall be responsible for locking the areas of the building being cleaned while on the premises. NO UNAUTHORIZED PERSONS shall be allowed on the premises. The contractor shall be responsible for locking all doors and turning lights off when leaving the premises.
The contractor shall be issued keys/FOBs to all areas in which the janitorial services shall be provided, and each employee shall sign for said keys/FOBs. In the event of contract termination or upon completion of the contract, all monies due the contractor may be withheld until all keys/FOBs are returned to the City of Topeka Facility Management or designated person.
The contractor shall be required to pay for the re-keying of locks should it be determined by Facility Management or designated person that such replacement is necessary due to a contractor's loss of key(s). It shall be understood that for any one lock there are multiple keys issued to building occupants plus reserve keys/FOBs which would have to be replaced. The contractor shall be responsible for the cost of these keys also.
There are certain areas that require security codes before entering the office area. It will be the responsibility of the awarded contractor to learn these codes. The awarded contractor must make certain that the alarms are off before entering the secured area and are reset before leaving the area. The awarded contractor will be allowed three false alarms during the duration of the contract period. After the third alarm the contractor will be charged as follows:
4th false alarm charge of $50.00
5th false alarm charge of $75.00
6th false alarm charge of $100.00
7th false alarm charge of $100.00 and the contractor's employee will no longer be allowed to enter the City Of Topeka premises. All cleaning in an alarmed area must be completed no later than 11:00pm Monday – Friday.
All contractor employees will be required to wear a City Of Topeka issued ID badge while on the premises of City property. They will be required to return them when they no longer are working for the contractor on the City Of Topeka's property. There will be no cost to the vendor for these badges, unless a replacement is requested.
FAILURE TO COMPLY WITH ANY OF THE FOREGOING SECURITY REQUIREMENTS SHALL GIVE THE CITY THE UNILATERAL RIGHT TO TERMINATE THE CONTRACT IMMEDIATELY.
DOCUMENTATION
The contractor shall maintain a schedule and completion chart for all services which must be performed on a monthly, quarterly and semi-annual basis. The design of the chart shall be the responsibility of the contractor subject to the approval of the City, and presented to the Facility Management or designated person.
If the Facility Management determines that certain services in City offices shall not be performed, the contractor shall comply upon receipt of written notice which excludes the specific task. If appropriate, the City will seek an adjustment in the contract price to reflect the reduction in service.
SPECIFIC TASKS
Listed on Attachments "A,""B" and "C" Janitorial Work Schedules, are daily, daily as needed, weekly, monthly, quarterly and semi-annual tasks shall begin immediately upon the date of signatures by both parties. Quarterly and semi-annual task shall begin with sixty thirty (60) (30) days of signing; annual tasks have been reduced to quarterly, semi-annual or eliminated. Vendors are expected to review Attachments "A," "B" and "C" prior to submitting bid.
The following are to be completed at the end of each shift:
1. Dust mop heads shall be removed from the handle and replaced with a clean and newly treated head.
2. Buffer pads must be thoroughly cleaned and readied for the next use.
3. Janitorial closets shall be maintained in a clean and orderly manner. All slop sinks must be clean. Wet mops shall not be left in a mop bucket of dirty water, mops and buckets shall be rinsed out after use.
The following definitions/procedures are provided in order to further clarify the services identified on Attachments A, B and C.
1. Drinking Fountain – Clean and sanitize all drinking fountains, removing all stains. Damp wipe and polish the exterior of the fountains as well as all of the hardware.
2. Glass (interior) – Clean all glass, frames, sills and supports. All interior glass must be washed on both sides.
3. Partitions & Interior Walls – Dust all doors, frames, ledges, grilles and partition caps.
4. Carpets – Vacuum all carpets with an industrial type vacuum cleaner. All stains must be removed daily.
5. Floors – Sweep all hard surface floors and steps with a vacuum cleaner or clean with treated dust mop to remove dust and small debris. Scrub all hard surface floors and steps with a wet mop using a detergent suitable for the intended purpose. Rinse as needed with clean water until clear. The floor finish shall contain thermoplastics and a minimum of eighteen percent (18%) non-volatile solids.
6. Elevators – The elevator doors shall be damp wiped and polished free of fingerprints, this includes the control panel inside the elevator. The elevator floor shall be swept and mopped, daily and the carpet runners shall be vacuumed daily.
7. Furniture – Dust with treated cloth all hard surfaces. Clean and polish all bright metal surfaces. Vacuum cloth surfaces, sofas, chairs, etc.
8. Wash – As a minimum, the verb "wash" means to clean with soapy water, rinse with clear water and dry; and then to repeat the process as deemed necessary to ensure cleanliness.
9. Stripping – Finish shall be removed by mopping with stripping solution and the use of floor machines and manual methods of removal. Where wax has been allowed to accumulate along walls or near fixed pieces of furniture and equipment, fine steel wool shall be used as required, in addition to the stripping solution. After stripping, the floors shall be mopped with neutralizer and then damp mopped with clean water and then thoroughly dried and then buffed with a floor machine. The stripping solution must have low levels of volatile organic chemicals, thus having minimal impact on indoor air quality.
10. Cleaning Terrazzo – Floors shall consist of washing the floor with a good soapy detergent and rinsing at least twice. Once it has dried, use a buffing machine to bring it to a nice shine. Do not use wax or spray buff on terrazzo floors, as it causes it to become slick.
11. Sealer/Finish – Apply at least two (2) coats of high quality sealer/finish to all vinyl tile/seamless flooring that can be machine buffed to a high-gloss, durable finish. High traffic areas may require additional coats. If the selected product requires more than two (2) coats to produce satisfactory results, additional coats will be applied at no additional cost to the City. The finish must resist scuffs, scratches, marring, marking and detergents. Must protect floors from dirt, spills and abrasions. Must seal porous floors and leave a tough protective finish at the same time. Must comply with Underwriters Laboratory standard 186S for slip resistance. Must seal resilient tile floors to create a smooth, unbroken base for high-speed finishes. Must be capable of being restored with minimal labor.
12. Restorer – Restorer shall restore finished floors to a high-gloss while protecting the base coat and keeping high-traffic areas, heel marks and scuffing to a minimum. Durable formulation shall help extend time between recoating. Must resist powdering caused by heat and friction from ultra-high speed equipment. Restorer must not contain any heavy metals. May be applied with a mop or sprayer prior to buffing to a high gloss. Must comply with Underwriters laboratory standard 186S for slip resistance.
13. Sweeping – Floors shall be swept so that no dust remains where picked up with dustpan. Foreign matter such as gum, candy and caked mud shall be removed. No dirt or dust shall be left in corners, under furniture, behind doors or on stairs. Vacuum brushes shall be used to clean spaces not accessible by sweeping. Baseboards, doors, furniture and equipment shall not be disfigured by brush, mop or equipment or by any process of moving furniture or equipment.
14. Damp Mopping – Before mopping, floors shall be swept clean. Neutral soap solutions shall be used. The least amount of soap shall be used to perform the work satisfactorily, Floors shall be rinsed so as to remove soap residues and to prevent dingy or cloudy appearances. When buckets are used, wet the floor where the bucket will stand to prevent rings. Floors shall be thoroughly dried after mopping by utilizing dry mops or blower/dryers. Standing water shall not be permitted at any time. Mop water splashed on floorboards, walls, doors, furniture or equipment shall be removed immediately. Workers shall be cautioned not to allow water either to seep under baseboards, nor permit to drip over ends of treads. Surface shall be wiped dry immediately if any dripping occurs.
15. Scrubbing – Stripping solution, neutralizer and water shall not be permitted to stand on floors longer than necessary to complete the cleaning job. Dirty water shall be mopped up and floors rinsed until clean and free of solutions. Floors shall then be dried with a clean mop and/or blower/dryers.
16. Buffing – The contractor may use electric or propane powered floor machines. The contractor may use standard speed, high speed or ultra-high speed floor machines so long as the end result is satisfactory and no damage to the floors occurs. Sealer/finish shall be thoroughly dried before buffing. Floors shall be buffed to bring the surface to a uniform high luster. Woodwork, baseboards and furniture shall not be marred or disfigured by cleaning equipment. Floor surfaces shall be free of dust and dirt prior to buffing and any residue left after buffing shall be swept clean.
EQUIPMENT AND SUPPLIES
(A) The contractor shall furnish and maintain, in good repair and cleanliness, all equipment, including, but not limited to: mops, brooms, buffers, vacuum cleaners and any other equipment necessary to service the requirements of this contract. The contractor shall supply all cleaning supplies.
(B) The City of Topeka shall furnish all hand soaps, urinal & room deodorizers, disposable paper and plastic supplies needed for the contractor to service and maintain all existing dispensers and waste receptacles. The contractor shall provide a one (1) week notice to the City of the need to replenish these supplies.
(C) Floor Care: The successful contractor shall use a "Family" of products to ensure compatibility with one another; although the contractor has the latitude to use any combination of products that produces satisfactory results. Contractor shall provide a complete list of all products to the owner that will be used in connection with the cleaning duties as defined in "Form "B."
DAMAGES
The contractor shall be held responsible for any breakage, damage and loss of City equipment or supplies through negligence of the contractor or the contractor's employees while working on the City's premises. Loss, as defined herein, shall also include unauthorized telephone use.
No products, supplies or equipment shall be used by the contractor which are injurious or damaging to any surface to which they are applied or exposed. The contractor shall be responsible for restoring and/or replacing any equipment, facilities, furniture, floor covering, etc. so damaged.
SUBCONTRACTING
No part of this service is to be subcontracted without the prior written consent of the City of Topeka.
BILLING AND PAYMENT
The contractor shall submit a monthly invoice itemizing services provided to:
City Of Topeka
Finance Department
217 SE 7th Street, Suite 358
Topeka KS 66603-3914
Failure to include all pertinent documents will result in the suspension of any payments until this matter is remedied.
EXTENT OF CONTRACT
The City of Topeka facilities to be serviced under this contract are listed on page #1, with a full description on Attachments A, B and C. The tentative start date for this service contract is 2 February 2012.
The contractor shall perform the required work between the hours as agreed upon between the owner and contractor Monday through Friday, for floor and carpet work only any time on after 5:00 PM on Friday or Saturday and Sunday any time, City holidays are excepted. Such performance shall not disrupt any City or TPAC functions or business during the times set forth above. In any event, all required janitorial services shall be completed before the next scheduled work day.
The contract awarded from this bid shall be awarded to one (1) vendor only and shall become effective on the date of signature by both parties and shall remain in effect for one (1) year or until cancelled by either party with thirty (30) days written notice. Prices quoted shall remain firm for the duration of the contract. The contract may be extended for five (5) additional one (1)-year periods if mutually agreed upon.
PERFORMANCE EVALUATION
Evaluation of the performance of the contractor shall be made by the Facility Managment or designated person(s) on a daily, weekly and monthly basis. Attached hereto is Attachment D, which is a sample evaluation form that will be utilized in evaluating the contractor's performance.
The contractor must implement and have in place a Quality Assurance Control program reviewable by the City Of Topeka upon request.
TERMINATION OF CONTRACT
The contract may be terminated under the following conditions:
A.) By either party after July 30, 2012 upon thirty (30) days written notice.
B.) By the Director of Contracts and Procurement if the contractor does not satisfactorily perform the services as indicated in the specifications herein. The notice of termination will be in written form to the contractor with a copy to the department/division/section and will be effective seven (7) days after the date of the notice.
PROBATIONARY PERIOD
The contractor shall be granted a probationary period of three (3) months in which the Contractor's performance will be closely monitored and evaluated.
Upon completion of the probationary period, this contractual agreement shall continue to remain in force, if it is determined that the contractor is providing satisfactory performance under the terms of this contract. Satisfactory performance shall be defined as flows:
A. Services by the contractor are made within the parameters enumerated in Attachment "A," "B" and "C."
B. The contractor shall provide a level of service which shall lead to optimal department satisfaction. Complaints, including but not limited to poor cleaning practices, unacceptable security mistakes, poor working attitudes towards City personnel and un-resolvable disputes relating to invoice processing, etc. shall constitute unsatisfactory performance. More than three (3) complaints per month or six (6) complaints per year will prompt a review of the contractor's performance and may result in the cancellation of the contract.
PRICE INCREASES
No price increase shall be authorized for three hundred sixty-five (365) calendar days after the effective date of the contract. Thereafter, annual upward price adjustments shall be permitted based upon the annual index percent change to the Producer Price Index for Janitorial/Custodial Services as shown in Table 5, Industry Code No. 7349-1 as published by the Bureau of Labor Statistics, U.S. Department of Labor. Likewise, this methodology shall be utilized to downwardly adjust prices decreases to the City. Price adjustments will be allowed only on an annual basis. The contractor or the City shall request approval of price increases proposed price change. The requesting party shall submit, with the request, evidence of any change in the Producers Price index that would warrant a price increase or decrease.
BID INCLUSIONS
In addition to the resume and references previously required, bidders shall complete the Invitation to Bid page. All documents listed shall be included as a part of the Bid.
CONTRACT AWARD
The bids will be evaluated on the following factors:
1. Proven ability to perform and complete the required work in a timely manner (based on plan and procedures, comments from references and overall response to specifics in the Invitation to Bid).
2. Overall management and organization.
3. Price.
APPLICABLE LAWS AND REGULATIONS
All products and services proposed and furnished under the terms of this contract must comply with any applicable local, state or federal laws and regulations governing these products including, but not limited to: Federal Hazardous Substances Act, O.S.H.A. regulations, and E.P.A. requirements.
INSURANCE
The contractor must maintain the following types of insurance with a minimum of the listed coverage amounts:
1. The contractor must maintain the following types of insurance with a minimum of the listed coverage amounts:
A. Bodily Injury - Each Person $500,000.00
- Each Accident $500,000.00
B. Property Damage - Each Accident $100,000.00
- Aggregate $100,000.00
2. Workmen's Compensation and Employer's Liability Insurance for all employees engaged in work under this contract.
BONDING
Performance Bond: The successful Contractor shall file with Director of Contracts and procurement a Performance Bond in an amount equal to one hundred percent (100%) of the price bid as security for the faithful performance of this contract and as security for the payment of all persons performing labor and furnishing materials in connection with this proposal.
Janitorial Bond: The successful Contractor shall file with Director of Contracts and procurement a Janitorial Services Bond in an amount of not less than $25,000.00. Said Bond shall be for the benefit of the City and protect against theft of City property and or money by Contractors employees.
TOTAL SQUARE FEET
The net cleanable square footage is estimated to be approximately as follows:
City Hall 33,000
Municipal Court 5,471
Holiday 66,000
Law Enforcement Center 97,500
Fire Academy 7,000
Fire Fleet 1,000
Street Admin 5,500
Fleet Office 600
Zoo 12,000
Traffic Operations 6,500
Light Duty Garage 3,000
Wellness Center 3,100
All square footage for the structures is approximate. All vendors are responsible for accuracy of the square footage.
ADDITIONS / DELETIONS
Each vendor is to include their price per square foot for general cleaning which may be used to calculate either an addition or deletion of any rooms.
PRE-BID CONFERENCE
A walk through will start at Contracts and procurement 215 SE 7th Street Topeka, Kansas, Basement, Room 60 beginning at December 12, 2012 at 10:00 AM. Attendance is not mandatory but contractors are strongly urged to attend. Due to space limitations, vendors shall limit attendance to two (2) representatives.
Event # 62 - Janitorial Services
Preview date:
Open date: December 9, 2011 1:00:00 PM CST
Close date: December 21, 2011 2:00:00 PM CST
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