Janitorial Svcs For The Reading State Office Bldg

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I.	GENERAL:

The Department of General Services (DGS) is issuing this procurement for Janitorial Cleaning services at the Reading State Office Building, 625 Cherry Street, Reading, Pennsylvania, 19602. 

DGS will require an informational meeting with the Contractor and its employees after Contract execution to review the contents of the Contract.

TERM OF CONTRACT:

The term of the contract shall commence on the Effective Date of a fully executed purchase order for one (1) year with the option to renew for up to four (4) additional one-year service periods. 

DGS shall have the option to extend the Contract term for up to three months beyond the end of the fiscal year in which it expires when necessary to prevent a lapse in Contract coverage in the event a new contract for the required services is not yet in place.  The renewal shall begin at the expiration of the then-current Contract term, subject to all Contract terms, covenants, and conditions.  If DGS anticipates any extension, DGS will give the Contractor notice prior to the expiration of the then-current term.

III.	The on-site POC for this Contract is:
Hannah Foreacre, Facility Services Manager
Department of General Services
Bureau of Facilities Management
Reading State Office Building
625 Cherry Street
Reading, Pennsylvania 19602
Telephone: (717) 214-0004 
Email:  hforeacre@pa.gov

IV.	SCOPE OF WORK:
     
A project schedule and staffing requirements for project work listed in the cleaning and frequency charts (Attachments General Areas and Suites & Offices).  Many projects can be performed between the hours of 8:00 A.M. and 5:00 P.M., if the work does not interfere with the daily operations.  Vacuuming, floor stripping and carpet extracting can only be performed from 6:00 am - 8:00 am or 5:00pm  6:00 pm.    All schedules, however, must be approved by the Contract Officer.     

4.	It should be noted that the SUPPLIER must certify on a daily basis that the approved schedule has been achieved.  

D.	Equipment:

An equipment listing indicating all equipment items which will be brought on the buildings premises by category, size, age and model must be provided.  

V.	SERVICE:

The cleaning of all floors in the Reading State Office Building must be completed in strict compliance with the provisions and frequencies indicated in these specifications.  

Complete custodial cleaning services for the basement through the fourth floor, totaling 82,945 square feet.  Square footage is outlined as follows:


TOTAL SQ FT        Daily       WeeklyBasement -    8719 *                438120601st floor -        16,28611,45348332nd floor -       19,1011961 17,1403rd floor -       19,4613944      15,5174th floor -       19,378300716,371                       
		
			
						
                 * Does not include 2278 sf of conference rooms, which are only cleaned when used.

VI.	SCHEDULE:

Normal:

The normal cleaning hours will be 6:00 am  6:0 pm, Monday through Friday, which will constitute the working hours and days.  During this time, all the general cleaning in the offices, lobbies, corridors, restrooms, elevators, reception areas and stairwells.   DGS reserves the right to deviate from the normal work schedule should requirements dictate such change.  

	Additional Work Requirements:

DGS reserves the right to add or delete the square footage cleaned and/or project work covered in these specifications.

      Daily, Weekly, Bi-Weekly, Monthly, Quarterly, Bi-Yearly and Yearly Work Schedules:

An itemized listing of all work to be accomplished under the contract is included in the above-mentioned section.  The intent of the work schedule is to specifically indicate the date/and or time frame when custodial cleaning services are to be performed.  The Work Schedule has been carefully planned to space the required work over the full term of the contract.  DGS reserves the right to reschedule work if deemed necessary.

Responsibility:

Supplier will be held entirely responsible and accountable for all actions of employees.  It should be clearly understood that all personnel hired by the Supplier under the contract agreement will be considered employees of same and, under no circumstances, are such personnel to be considered employees of DGS.  

Restriction:

1.	Equipment:
	
The Suppliers employees will not be permitted to utilize the Commonwealths telephones or other equipment unless prior approval is granted by the Contract Officer.  Under no circumstances will any employee of the Suppliers use the personal property of any Commonwealth employee.

2.	Information:

In the performance of their assigned work, the Suppliers employees may come in contact with confidential State Government information.  This information will not be discussed with, or disclosed to, anyone by the SUPPLIER or employees.

Security Clearance:

At the sole expense of the Supplier, employees hired to perform work in the building must receive a security clearance from the Pennsylvania State Police before the employees will be permitted to work in same.  Copies of all security reports must be provided to the Contract Officer for review and approval prior to the employee commencing work. Under no circumstances shall an employee having a serious criminal record be permitted to work under this contract, unless approved by DGS.

Instructions:

Under no circumstances will the Supplier assign any employee to a DGS employee for supervision.  Only the Contract Officer will issue instructions or give directions not of a fiscal nature to the Suppliers Project Supervisor and never to the employees of the Supplier.

Meals and Break Periods:

The Suppliers employees are to eat meals and take break periods only in those areas designated by the Contract Officer. 

G.  Identification:
The SUPPLIER will provide all personnel with name badges, complete with photo identification, are also required to be worn at all times. 

VII.      SAFETY, FIRE PREVENTION AND SECURITY:

The SUPPLIER will take prompt action to ensure that all employees working under the SUPPLIER obey and comply with ALL applicable federal, state and local fire and safety laws and/or regulations as well as with all building security procedures.  All work-related accidents and injuries occurring in the building and all safety related violations are to be reported immediately to the Contract Officer.

Safety:

Employees of the SUPPLIER must familiarize themselves with and abide by the following general in-house safety rules:

Respect the Commonwealths posted No-Smoking areas and dispose of cigarette butts in an acceptable manner by placing said items in sand urns.
Keep aisles, entrances, stairways, ramps and passageways clear of obstructions and equipment, except when actually using equipment to maintain these areas.
Maintain all equipment in proper condition.  Ladders will have secure rungs and slip resistant rubber foot treads.  Protective gloves used in handling chemicals will be free of holes.
Use care in lifting heavy materials such as desks, file cabinets, etc.
Wear proper footwear to avoid unnecessary slipping and falling, especially when engaged in cleaning floors.
Use extreme caution in the handling of cleaning chemicals.
Be cognizant of and practice common sense safety rules.
Utilize fireproof containers for the storage of clean and/or used dust mops.
All machines used to vacuum floors must be equipped with non-conductive nozzles.
All floor machines, vacuum cleaners, and other electrical equipment must be three (3) wire grounded.  All male plugs on equipment will be made of molded rubber.  Replacement male plugs will be two (2) piece nylon.
The SUPPLIER, in bringing any chemical agent (no matter how benign) onto Commonwealth grounds, shall do the following before beginning any work involving the chemical agent:
Provide 48 hours advance notice to the Contracting Office; and
Supply a Material Safety Data Sheet (MSDS) for all chemical substances in use.


Fire Prevention:

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