357346 -mkj Janitorial Services at the Medina DX

SCOPE OF WORK

Custodial Service

For

Ohio Department of Public Safety / Bureau of Motor Vehicles

Medina Driver Exam Station

970 N. Court St

Medina OH 44256

It is the intent of these specification to provide custodial services for the Ohio Department of Public Safety / Bureau of Motor Vehicles (ODPS), (DX) Medina Driver Exam Station. The Independent Contractor will be responsible to provide janitorial services for the DX Customer Service and office/employee areas. Services for the DX will be provided by the Independent Contractor (5) days per week, (Monday-Friday) excluding state holidays after business hours (usually after 5:00 pm). This will be coordinated between the DX Supervisor and Independent Contractor. The Independent Contractor will also be responsible to clean all Common Areas (if applicable) on Monday even though the DX is closed.

I. ODPS Responsibilities

The Ohio Department of Public Safety (Medina Driver Exam Station) will provide: toilet tissue, hand soap, trash liner and paper towels. It will be the responsibility of the Independent Contractor’s custodial crew to notify DX supervisory staff when the inventory supply is diminishing.

II. Independent Contractor’s Responsibilities

**Prior to starting the Independent Contractor must complete a background check for all persons entering a DPS facility and receive approval before starting work**

The Independent Contractor will provide the following equipment, tool and supplies for its use to complete the janitorial scope of work:

Rubber gloves	Glass cleaner and polish	Abrasive cleaner
Cleaning rags	Disposable Dust Cloths	Mop handles & mop heads
Floor Stripper	Buffing Pads	Detergents
Disinfectants	Metal cleaner and polish	Brushes
Duster	Floor cleaner	Floor scrubbers
Trash cart	Spray bottles with content label	Germicidal cleaner
Sponges	Toilet brushes	Treated dust mops
Floor finish	Buffers (No propane buffers)	Vacuums (small)

The Independent Contract is responsible for providing carpeting cleaning and tile spray buffing to the carpeted and vinyl composite tile (VCT) surfaces per the commercial floor care standards, and as scheduled. “LVP” (Luxury Vinyl Planks) flooring will need daily wet mopping and disinfecting. The commercial floor care standards are provided in the attached SPECIFICATIONS AND REQUIREMENTS.

General Tasks Customer Service and office / employee areas
Daily Tasks	Yes	No
Vacuum walk off mats	X
Dust mop floors	X
Wet mop floors (LVP)	X
Polish and disinfect drinking fountain		N/A
Spot clean entrance door glass	X
Vacuum carpeting	X
Dust desk, chairs, tables, file cabinets, tables, etc. (misc. furniture, shelves, typewriters) in customer service and testing areas.	X
Disinfect top and customer side of service counter space	X
Dust wall hanging	X
Dust window sills	X
Spot clean carpeting	X
Sanitize telephones	X
Empty trash receptacles	X
Spot clean walls	X
Spot clean interior glass	X
Weekly Tasks	Yes	No
Clean glass partitions	X
Spray buff floors	X
dust door and sills	X
Monthly Tasks	Yes	No
Wash interior windows	X
Dust baseboards	X
Remove cobwebs
Quarterly Cleaning Tasks	Yes	No
Wash all interior and exterior windows	X
Dust blinds	X
Twice Annual Tasks (refer to Section IV)	Yes	No
Thoroughly clean carpet (by Jan 15th & Apr 1)	X
Polish and refill soap dispensers	X
Strip/reseal floors	X
Employee Restrooms
Daily Tasks	Yes	No
Empty trash receptacles	X
Clean and polish sinks and fixtures	X
Clean and disinfect toilets	X
Clean and disinfect urinals		N/A
Polish mirrors	X
Polish and refill towel dispensers	X
Replenish toilet paper	X
Sweep floors	X
Spot clean walls	X
Weekly Tasks	Yes	No
Clean waste cans	X
Wet mop and disinfect floors	X
Floor care	Yes	No
Spot Clean carpeting	X
Vacuum traffic lanes	X
Bi-Annual Tasks	Yes	No
Strip and reseal tile floors	X
General Tasks for Common Space (if applicable)
Daily Tasks	Yes	No
Empty trash receptacles	X
Clean and polish sinks and fixtures	X
Clean and disinfect toilets	X
Clean and disinfect urinals	X
Polish mirrors	X
Polish and refill towel dispensers	X
Polish and refill towel dispensers	X
Replenish toilet paper	X
Sweep floors	X
Spot clean walls	X
Wet mop and disinfect floors	X
Weekly Tasks	Yes	No
Clean waste cans	X
Spray buff floors	X
Dust door and sills	X
Monthly Tasks	Yes	No
Wash interior and exterior windows	X
Dust baseboards	X
Remove cobwebs	X
Twice Annual Tasks (refer to Section IV)	Yes	No
Thoroughly clean carpet (by Jan 15th & Apr 1)	X
Strip/re-wax floors	X
Strip and reseal tile floor	X
Floor Care
	Yes	No
Spot clean carpet	X
Vacuum traffic lanes	X
Utility Room
Weekly Tasks	Yes	No
Sweep floors	X

III. Cost Summary

This contract will be evaluated and awarded to the lowest responsible and responsive offeror as priced in the “GRAND TOTAL” section ONLY, as entered in the cost summary table below.

“Low moisture encapsulation system” carpet cleaning (2x/year)

Price per carpet cleaning $___________________

Strip / Re-wax Floors

Price per strip $________________

Price per rewax $_______________

**IF PRICE IS TO REFLECT PER SQUARE FOOT VENDOR IS TO MEASURE CARPET AND/OR TILE AT WALK THROUGH TO PROVIDE AN ACCURATE QUOTE**

QUOTED PRICE PER MONTH $____________________

Total carpet $____________________

Total flooring $____________________

GRAND TOTAL $____________________

SPECIFICATIONS AND REQUIREMENTS

SCOPE: The Contractor will operate and manage janitorial services for the Ohio Department of Public Safety (ODPS) / (Medina Driver Exam Station). The contractor must maintain a clean and sanitary environment for all occupants. Additionally, the Contractor will be responsible for tile stripping and waxing services, estimated to be completed once per year.

GENERAL REQUIREMENTS

Janitorial Services

Scheduled janitorial services will be provided five (5) days a week, after business hours, excluding the State of Ohio recognized holidays. The Contractor must maintain adequate staffing to meet the requirements set forth herein

* State of Ohio and Federal fingerprint-based records check, at ODPS expense, will be performed. The Contractor may be required to complete a “Background Information Form” furnished by the ODPS. Failure to pass the background check will result in immediate dismissal of staff member(s).

All contractors and contractor representatives are required to sign in and out daily. Keys and (Medina Driver Exam Station) IDs are to be returned to the Facility Office daily.

All holidays that occur on Saturday will be observed by the State of Ohio on the preceding day (Friday). All holidays that occur on Sunday will be observed by the State of Ohio the following day (Monday).

Holiday	Observance Date
New Year’s Day	January 1
Martin Luther King Day	Third Monday in January
President’s Day	Third Monday in February
Memorial Day	Last Monday in May
Juneteenth	June 19
Independence Day	July 4
Labor Day	First Monday in September
Columbus Day	Second Monday in October
Veterans Day	November 11
Thanksgiving Day	Fourth Thursday in November
Christmas	December 25

TABLE 1

All work shall be performed in accordance with the specifications and schedules set forth herein. There shall be no exceptions or deviations to any part, or from the approved schedule without prior written approval of the ODPS Designated Representative.

The Contractor is responsible for equipment, qualified labor, logistics, and transportation, necessary for the successful completion of all the required products and services listed herein.

All equipment supplied to perform work outlined in these specifications shall be of acceptable commercial quality. Equipment kept on-site shall be stored in the Contractor’s storage area unless otherwise agreed to by the ODPS Designated Representative. A list of all equipment kept on site shall accompany the contract documents. The list shall include make, model, purchase date, purchase price and serial number or other method of identification. The list shall be maintained with any changes and provided monthly to the ODPS Designated Representative.

A listing of all chemicals and copies of Safety Data Sheets (SDS) used in performing work outlined in these specifications shall be submitted to and approved by the ODPS Designated Representative. This information shall also be kept and maintained in each facility.

ODPS will supply the following housekeeping supplies: trash and recycling can liners, paper towels and dispensers, toilet paper and dispensers, hand soap and dispensers.

ODPS shall provide the Contractor with a secure area for storage of cleaning supplies and equipment. This area shall be designated during the initial walkthrough of the facility with the awarded Contractor. The contractor is responsible for keeping this area clean and organized

The contractor shall provide an Inventory list of the products being used in the facility and have ample supplies on hand in the stock room, prior to start date of contract.

When necessary, or otherwise required, the supplier shall ensure safety floor signs are used and posted (i.e. wet floors due to mopping, cleaning, etc.).

Services Areas and Frequency

See above for list of required Service Areas, Tasks, and Frequency.

Upon contract award, the contractor may schedule a walk-through tour of the facility with staff prior to start date of contract start day. This shall be scheduled through the ODPS DX supervisor.

The Contractor shall provide all required personal protective equipment and training.

Carpet Cleaning

Carpet Cleanings must maintain a high appearance level on the most highly trafficked areas. During Inclement weather months, the common areas (i.e., entrance, walk-off areas, lobbies, etc.) will receive additional attention via hot water extraction in efforts to prevent the tracking of soil and salt into the facility. The contractor is to submit for approval a quarterly cleaning schedule. Such a schedule will be subject to periodic review and modification by the facility manager or designee.

Preconditioning aids significantly in suspending soils before physical removal takes place.

Cleaners should carefully treat each area in succession with liquid dry compound, or foam preconditioner, based on the requirements of the cleaning method or system employed.

Furniture is not normally moved to precondition underneath unless extreme soiling is evident or unless company policy dictates otherwise.

When a cleaner chooses to rinse with an acidic rinse agent or with freshwater alone, preconditioning agents may need to be applied to most, if not all, of the carpet.

It is recommended that when cleaners choose a preconditioner that requires wet extraction, they apply it to only the amount of carpet that they can agitate as necessary and clean before the preconditioner dries.

The required method of carpet cleaning is a high-performance hot water extraction system with jet extraction capabilities.

Jet extraction includes 14/16HG Mercury at 235 CFM with hose withstanding 1500 for greater protection.

Steam equipment, provided by the contractor, must be capable of maintaining a 250-degree temperature, water supply must be maintained between 200 degrees not to exceed 230 degrees, inject 2.1 gallons of steam per minute at 400 PSI into the carpet.

Blow dryers/Floor fans must be provided by contractor where needed for safety purposes.

After cleaning the designated carpet area(s), the cleaner(s) should thoroughly inspect the carpet. This includes inspecting for incomplete spot removal, inspecting traffic lanes, pivot points, and entry areas for satisfactory appearance, and inspecting for excessive dampness, if necessary, and Damage should be brought to the attention of the property manager or the other appropriate authority and documented in writing on work orders or job evaluation forms.

Recovered cleaning waste shall be disposed of properly, according to all applicable laws and regulations. Normally this means liquid disposal into a sanitary sewer system especially when hazardous materials (HAZMAT) may be involved, at a licensed disposal facility.

Cleaners should never rinse or dispose of wastewater from equipment in sinks that are used for ODPS preparation or other sanitary purposes.

If waste disposal is not possible on location, the waste should be returned to the company facility for proper disposal.

Although commercial loop-pile carpet does not need grooming, any cut-pile carpet will require resetting of the pile using a carpet rake, broom, or mechanical brushing device immediately after cleaning or as part of the final cleaning step.

Upholstery Cleaning: If furniture and/or cubicle walls are requested to be cleaned, Contractor shall extend the above preconditioning services to furniture and/or cubicle walls.

Pre-treatment for upholstery stains required prior to actual cleaning of furniture.

The preferred method of upholstery cleaning is low moisture cleaning. However, if low moisture is not effective at removing a stain, then hot water extraction will be an acceptable alternative.

Tile Cleaning: The tile at (Medina Driver Exam Station) may be Ceramic Tile, Vinyl Composite Tile (VCT), or both. Cleanings must maintain a high appearance level on the most highly trafficked areas. The contractor must coordinate the tile cleaning with the facility manager or designee. All necessary equipment required to complete the Tile Cleaning is to be provided by the Contractor. Tile cleaning is estimated to be completed once per year, and is at the discretion of the facility manager or designee.

Tile and grout must be swept, or dust mopped prior to cleaning.

A cleaning solution must be applied, hand scrubbed, and allowed to dwell for ten (10) to fifteen (15) minutes prior to utilizing a tile spinner/scrubber.

When the VCT has become dull, the wax will need to be stripped prior to new coatings of wax.

Tile will need to be swept or dust mopped prior to the stripping process.

Apply a commercial wax-stripping product with a brush, mop, or floor-scrubbing machine that has a brush attachment.

After applying the stripper according to the manufacturer's directions, rinse the floor thoroughly with clear water.

Use a nonabrasive powder and a synthetic scouring pad for stubborn spots.

Prior to sealing, the floors must be swept or vacuumed to remove debris or traces of stripped sealant.

Tile floors are to be sealed with as many as three coats of sealer and further protected by wax.

Sealing of the tile floor should be done with a high gloss 25-percent solids commercial Urethane finishing product.

Sealant should be applied with a large roller or as specified by the manufacturer.

Leave the sealant to dry for the time specified by the manufacturer.

After the sealant dries, apply two to three thin coats of an acrylic floor finish or similar as specified by the manufacturer.

Use a wax applicator fitted with a lamb's wool pad or use a floor-polishing machine.

When the wax is dry, buff the floor to a high sheen.

CONTRACTOR’S RESPONSIBILITIES

The Contractor shall furnish professional services performed in accordance with the standards necessary for the satisfactory performance of the work.

The Contractor is responsible for any travel-related expenses incurred during the execution of the services and requirements listed.

The Contractor and its staff are to follow all applicable ODPS rules and regulations while on ODPS grounds.

The Contractor is to immediately inform ODPS of any resignation/termination of an employee.

The Contractor is to ensure all staff are trained in proper cleaning and safety procedures necessary to satisfactorily perform assigned tasks.

Janitorial, Tile, and Carpet Services, as designated, shall be the only cost billed to the State, and there will be no additional reimbursement for any other expenses.