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Request for Proposal

Janitorial Services

April 2019

OSERS BROAD ST., LLC 300 E. BROAD ST., SUITE 713 • COLUMBUS, OHIO 43215-3746

Request for Proposal – Janitorial Services of 32 OSERS Broad St., LLC

TABLE OF CONTENTS Page I. Introduction 3 II. Scope of Services 3 III. Proposal Submissions 5 IV. Selection Process 7 V. Tentative Time Table 7 VI. Minimum Requirements 7 VII. Selections Criteria 9

VIII. Questionnaire 10

IX. Terms and Conditions 10

X. Additional Terms and Conditions 11 Appendix A – Questionnaire 13 Appendix B – Cleaning Specifications 17 Appendix C – Cleaning Schedule 23 Appendix D – Sample Quality Control Checklists 30


I. INTRODUCTION

OSERS Broad Street, LLC (hereinafter OSERS) is requesting proposals from interested vendors to furnish all materials, equipment, transportation, machinery, tools, apparatus, incidentals, labor and supervision necessary to provide Leadership in Energy and Environmental Design (LEED) approved, sustainable JANITORIAL SERVICES at 300 E. Broad Street, Columbus, Ohio 43215. This is a class “A” facility located downtown with an estimated cleanable square footage of 145,089. There is a seven level parking garage on the north side of the building, which provides 512 parking places to tenants. Daily business hours are from 6:00 a.m. to 6:00 p.m. Proposals are to be for a one-year time period with OSERS right to extend. The anticipated contract start date is August 1, 2019.

II. SCOPE OF SERVICES

OSERS has established its standard level of cleaning to provide both a sanitary and attractive work environment utilizing products, equipment, and procedures that protect the health of all who work, conduct business, or visit the School Employees Retirement System (“SERS”) at 300 East Broad Street, without harming the environment. This applies to the entirety of interior spaces at 300 East Broad Street. Shared public spaces, SERS office spaces, and tenant spaces are all equally covered by this policy. OSERS’ policy is meant to provide cleaning and janitorial standards that comply with industry standards for LEED approved, sustainable green cleaning.

The successful vendor will provide all labor, equipment and cleaning materials to perform the services as specified. In addition, the selected vendor must provide sanitary napkins and tampons for restroom dispensers and be responsible for the collection of monies for these items. OSERS will provide paper goods (toilet tissue, paper towels, trash liners etc.) as well as dish detergent, laundry detergent and soap for dispensers. Janitorial services will be confined to the interior of the building except for the following:

1. Exterior glass doors on the north and south lobby entrances 2. Building connector (to garage elevators) 3. Building connector stairwells 4. Plaza and patio trash and recycle receptacles

Interior glass doors, windows to the lobby counseling area and counseling office windows and all side light glass will be the responsibility of the vendor.

Janitorial services shall be provided five (5) days per week. General cleaning shall be performed by both evening and/or day janitorial staff. The vendor shall provide a specific daily, weekly, monthly, quarterly, and semiannual schedule of services giving specific dates. The schedule for the first two (2) months must be completed within five (5) business dates at the beginning of the contract.


The following services are required:

1. Day Janitorial Service

Vendor will assign one (1) individual who, in addition to routine cleaning services, will act as a day porter with responsibility of the morning coffee set up as well as defined tasks for special events/functions as required by the OSERS supervisor. Day services will be from the hours of 6:30 a.m. to 3:00 p.m. Day janitorial services will include, but will not be limited to:

a. Check restrooms a minimum of once a day; restock paper

products and empty trash

b. Clean fingerprints and stainless in elevator.

c. Clean and/or polish elevator thresholds once a day

d. Report any maintenance repair issues

e. Spot-check building stairwells for debris and clean as needed

f. Empty all kitchen trash cans as needed

g. Clean kitchen surfaces and microwaves

h. Keep dishwashers fully loaded and running when applicable

i. Report kitchen supply needs to purchasing division

j. Return dishes and flatware on other floors to the 7th floor kitchen

k. Beverage cart and trash removal for special events

l. Laundering of kitchen, fitness center, and shop towels as

needed

m. Other tasks as required by the Building Maintenance Supervisor

2. Evening Janitorial Services

Evening services will be between the hours of 5:30 p.m. and 9:30 p.m. Additional detail cleaning and floor crews may be assigned until 6:00 a.m. as needed. Evening janitorial services will include, but not be limited to:

a. Cleaning lobby windows interior and exterior

b. Cleaning counseling area office windows interior and exterior

c. Empty trash receptacles. Clean receptacles and replace liners.

d. Empty recycling containers

e. Vacuuming carpeted area

f. Mopping, waxing, stripping floors

g. High and low dusting

h. Other tasks as required by the Building Services Supervisor

i. Cleaning and vacuuming all entry and connector rugs

For building specifications and cleaning schedules, see Appendix B.


OSERS will consider only proposals for the services as described above. Responses submitted for other services will not be considered.

III. PROPOSAL SUBMISSIONS

A. Intent to Respond

If the vendor intends to respond to this RFP, a Notice of Intent to do so should be sent to OSERS by April 23, 2019. The Notice should be sent by email to the SERS contact listed in Paragraph C. below, and contain the vendor’s name, its intent to respond, the name of a contact person and the contact person’s telephone number and email. Submitting this Notice will not obligate a vendor to submit a Response nor be a prerequisite for submitting a Response, but will allow OSERS to send out any necessary information to interested vendors.

B. Response Deadline

The completed Response must be received by May 24, 2019, 12:00 p.m. Eastern Daylight Time. Responses received after the Response deadline will not be considered and shall be returned to the vendor unopened unless necessary for identification purposes.

C. Delivery

Contact person for all responses, and communications:

Donita Thomas

Purchasing Coordinator Finance Department

School Employees Retirement System 300 East Broad Street, Suite 100

Columbus, OH 43215 [email protected] Telephone: 614-340-1313

Vendor shall submit an unbound original (clearly marked with the title “PROPOSAL for Janitorial Services”) and three (3) copies (clearly marked ‘Copy’) of the proposal, together with any required attachments or explanatory materials, by mail or delivery service.

D. Response Documents

All of the following documents must be submitted together and in the order listed. A brochure and/or advertisement will not be accepted as a direct response to this RFP.

mailto:[email protected]


1. A Cover Letter submitting the vendor’s Response on the vendor’s letterhead signed by at least one individual who is authorized to bind the vendor contractually. The signature(s) must indicate the classification or position the individual(s) holds in the firm. The cover letter shall designate a person or persons who may be contacted during the period of evaluation with questions or contract issues.

2. The Questionnaire in Appendix A with the question and/or request duplicated in the Response before the answer or response.

E. Submitted Responses

Any Response submitted will become the property of OSERS. OSERS reserves the right to retain all Responses submitted, and use any information contained in a Response except as otherwise prohibited by law. All Responses and the contents thereof will be deemed to be a public record which is open to public inspection after a vendor has been selected and contract has been executed, if any. A vendor may include one additional copy of its Response with any proprietary trade secret information redacted and marked as such with a brief written basis as to why it believes the information is protected from disclosure. In the event that SERS receives a public records request to which, in SERS’ sole discretion, any of a vendor’s materials are responsive, SERS may release the vendor’s redacted materials, or in the event no redacted materials are submitted, the vendor’s unredacted materials without notice to the vendor. In the event any of the vendor’s redactions are challenged, the vendor shall have sole responsibility to defend such redactions at its cost and expense. SERS will not institute any legal action to defend any of vendor’s redactions, but will notify the vendor of such challenges.

F. Communications with SERS

Vendors which intend to submit a Response should not contact any member of SERS Staff or members of the Retirement Board. An exception to this rule applies to vendors who currently do business with SERS, but any contact made by such vendor(s) with persons should be limited to that business, and should not relate to this RFP.

G. Questions Relating to this RFP

All questions concerning this RFP must be received in writing by email to the Contact person by May 6, 2019, 4:00 p.m. Eastern Time. Answers to emailed questions received by this deadline will be available to all vendors by an email sent from the OSERS contact person. Questions submitted after May 6, 2019, 4 p.m. or


by methods other than email will not be considered.

IV. SELECTION PROCESS

OSERS staff will evaluate all timely and complete Responses. OSERS reserves the right to request that any Response be clarified or supplemented.

A mandatory pre-proposal conference and site inspection of the OSERS facility has been scheduled to allow vendors an opportunity to tour and formally present their questions regarding this RFP.

DATE: April 30, 2019

TIME: 11:00 am

LOCATION: 300 E. Broad Street, Columbus, Ohio 43215

Upon selection of a vendor, OSERS will mail letters to all vendors advising of its decision. OSERS assumes no contractual obligations by issuing the RFP; by receiving, accepting and evaluating the vendor response; or by making preliminary selections.

V. TENTATIVE TIME TABLE

The following is the tentative time schedule for OSERS’ search for vendors to provide the requested services. All dates are subject to modification by OSERS without prior notice.

Issuance of RFP: 4/17/2019 Intent to Respond: 4/23/2019 Pre-Proposal Conference: 4/30/2019 at 11:00 a.m. Question Deadline: 5/6/2019 at 4:00 p.m. Response to Written Questions: 5/13/2019 RFP Response Deadline: 5/24/2019 by 4:00 p.m. Selection of Vendor: 6/14/2019 Projected Commencement Date: 8/1/2019

VI. MINIMUM REQUIREMENTS

The selected vendor must meet the following minimum requirements:

1. OSERS requires the vendor to submit weekly reports that are prepared, signed and dated by a lead manager and contain the


following information as a minimum: (i) Checklist of tasks performed and the signature of the employee who performed them; (ii) Discrepancies from the routine work scheduled and an explanation of the circumstances involved; (iii) Any damage or defect of OSERS property should be documented on reports with sufficient description and identified location for follow-up by Supervisor, Building Services; and (iv) signature of manager attesting that they have reviewed and agree with the work summary, any and all problems and/or complaints of minor nature. Because of this requirement, at least one of the vendor’s lead managers must be able to read, write, and speak English.

2. All cleaning equipment supplies, chemicals, cleaners, disinfectants, etc. must comply with OSHA, USGBC, and LEED regulations and must be approved by OSERS Building Maintenance Supervisor, prior to being used.

3. All equipment used by janitorial employees will meet and be maintained to meet O.S.H.A. standards for plugs, cords, grounds, etc. and all USGBC LEED standards.

4. All cleaning products shall meet at least one of the following standards:

Green Seal GS-37 for general-purpose, bathroom, glass, and

carpet cleaners

Environmental Choice CCD-110 for cleaning and degreasing

compounds

Environmental Choice CCD-146 for hard surface cleaners

Environmental Choice CCD-148 for carpet and upholstery care

5. Disinfectants, metal polish, floor finishes, strippers, and other products not addressed above shall meet at least one of the following standards:

Green Seal GS-40 for floor care products

Environmental Choice CCD-112 for digestion additives for

cleaning & odor control

Environmental Choice CCD-113 for drain or grease trap

additives

Environmental Choice CCD-115 for odor control additives

Environmental Choice CCD-147 for hard floor care

California Code of Regulations maximum allowable VOC levels

for the specified product category

6. Vendor shall provide Material Safety Data Sheets (MSDS) that


comply with OSHA Title 29, section 1910.2000 for all chemicals intended for use in City facilities.

7. SERS’ contracted cleaning vendor shall use cleaning equipment, which shall meet at least one of the following sustainable requirements:

Vacuum cleaners shall be certified by the Carpet and Rug

Institute “Green Label” Testing Program for vacuum cleaners

and operate with a sound level of less than 70dBA

The Carpet and Rug Institute “Seal of Approval” Testing

Program shall certify carpet extraction equipment used for

restorative deep cleaning for deep-cleaning extractors.

Powered floor maintenance equipment, including electric and

battery-powered floor burnisher and buffers, shall be equipped

with vacuums, guards, and/or other devices for capturing fine

particulates and shall operate with sound levels of less than

70dBA

Automated scrubbing machines shall be equipped with variable-

speed feed pumps and on-board chemical metering to optimize

the use of cleaning fluids. Alternately scrubbing machines may

use only tap water with no added chemical products.

Battery-powered equipment shall be equipped with

environmentally preferable gel batteries

Powered equipment shall be ergonomically designed to

minimize vibration, noise, and user fatigue

Equipment shall be designed with safeguards such as rollers

and/or bumpers to reduce potential damage to building surfaces

OSERS expects the selected vendor to provide its employees’ wages and benefits comparable to those provided for similar work in the downtown Columbus area.

VII. SELECTION CRITERIA

The criteria for selection will include, but are not limited to the following:

1. Adherence to the requirements of this RFP. 2. Competency, experience and qualifications of personnel. 3. Management plan, approach to janitorial services and responsiveness

to OSERS’ goal of receiving professional janitorial service at a reasonable price.

4. Financial commitment and stability. 5. Past record of performance as determined through reference checks. 6. Fees


VIII. QUESTIONNAIRE

Vendors must complete the Questionnaire appearing in Appendix A. Responses to the questions should repeat the question and be answered in order. Limit each response to no more than one-half page.

OSERS reserves the right to request that a proposal be clarified and/or supplemented.

IX. TERMS AND CONDITIONS

OSERS makes no representations or warranties, expressed or implied, as to the accuracy or completeness of the information in the RFP and nothing contained herein is or shall be relied upon as a promise or representation, whether as to the past or the future. The RFP does not purport to contain all of the information that may be required to evaluate the RFP, any recipient hereof should conduct its own independent analysis of OSERS, and the data contained or referenced herein. OSERS does not anticipate updating or otherwise revising the RFP. However, this RFP may be withdrawn, modified, or re-circulated at any time at the sole discretion of OSERS.

OSERS reserves the right, at its sole discretion and without giving reasons or notice, at any time and in any respect, to alter these procedures, to change and alter any and all criteria, to terminate discussions, to accept or reject any Response, in whole or in part, to negotiate modifications or revisions to a Response and to negotiate with any one or more respondents to the RFP.

OSERS is not and will not be under any obligation to accept, review or consider any Response to the RFP, and is not and will not be under any obligation to accept the lowest offer submitted or any offer at all. OSERS is not and will not be under any obligation to any recipient of, or any respondent to, the RFP except as expressly stated in any binding agreement ultimately entered into with one or more parties, either as part of this RFP process, or otherwise. Any decision to enter into a binding agreement with a respondent to this RFP is in OSERS’ sole discretion.

This RFP is not an offer but a request to receive a Response. OSERS will consider a Response as an offer to develop an agreement based upon the contents of the Response. Respondents agree that the contents of their Responses are valid for one year from the date of submission. OSERS will not be liable for any cost incurred in the preparation of a Response and will not reimburse any respondents for their submission. Expenses related to the production of a Response are the sole responsibility of the respondent.

Contract award, if any, shall be made to the most responsible and responsive vendor, whose proposal best meets the needs of OSERS based on compliance with the RFP documents or other factors deemed by OSERS to be in the best


interest of the OSERS organization.

X. ADDITIONAL TERMS AND CONDITIONS

A. BACKGROUND REVIEW

OSERS reserves the right to conduct a background inquiry of each vendor, which may include collection of appropriate criminal history information, contractual and business associations and practices, employment histories and reputation in the business community. By submitting a proposal to OSERS, the vendor consents to such an inquiry and agrees to make available such books and records deemed necessary to conduct the inquiry.

In addition, OSERS requires that the vendor provide the names of all personnel assigned to the OSERS site. Vendor will also be required to perform background checks on all personnel assigned to this site.

B. INSURANCE

Before entering into a binding agreement, the selected vendor must provide OSERS with proof of insurance as follows:

1. General Aggregate Liability Insurance covering vendor’s operations as set forth in the agreement with a combined single limit of $1,000,000 for bodily injury and property damage.

2. Workmen’s Compensation insurance at no less than the minimum required in the State of Ohio, covering all employees of vendor engaged in performing the services required by this Contract.

3. Property Damage insurance of not less than $5,000,000.

Vendor shall provide OSERS will valid certification of insurance, signed by an agent or officer of the insurer capable of binding the insurer, confirming the purchase of said insurance, and the inclusion of the above listed additional insured parties. The certificate will further confirm that at least thirty (30) days prior written notice will be furnished to OSERS by the issuer before any material change, cancellation or non-renewal of policy. It is further agreed that any coverage extended by reason of this paragraph shall be primary and that any similar insurance maintained by OSERS or vendor for their own protection shall be secondary or excess and not contributing insurance.


C. LEGAL RESIDENCY STATUS

Subject to existing law and regulations, illegal or undocumented aliens will not be employed by the vendor for any work or services to be performed pursuant to this contract. The vendor will ensure that this provision is expressly incorporated into any and all subcontracts or subordinate agreements issued in support of this contract. Vendor agrees to comply with the provisions of section 274A(a)(1)(A) and 274A(a)(2) of the Immigration and Nationality Act (8 U.S.C. 1324a(a)(1)(A), 1324a(a)(2) (the “INA employment provisions”), and any amendments thereto, prohibiting the unlawful employment of illegal or undocumented aliens. Any agreement between OSERS and the selected vendor must include a provision whereby the vendor agrees to not knowingly hire or employ for any work performed pursuant to this contract any workers or employees not lawfully authorized to work under the provisions of the Immigration and Nationality Act or any other applicable federal or state laws. Violation of the provisions of this section shall be deemed a material breach of the agreement.

D. SUBCONTRACTING

No portion of the work covered by these specifications can be subcontracted without prior written approval from OSERS. Vendor shall be required to specify in writing thirty (30) days in advance of intended use, its request for the service to be subcontracted. Specifications shall include how vendor will manage the subcontractor. Vendor will bear the expense of subcontractor background checks. Notwithstanding any permitted subcontracting, the vendor shall remain primarily liable to OSERS.


Appendix A QUESTIONNAIRE


Responses to the following questions should repeat the question and be answered in order. Limit each response to no more than one-half page.

A. Vendor

1. Provide the name of the company and its principal office’s address and telephone number.

2. Provide the name, address, telephone number, FAX and email address of the company’s primary contact for this proposal.

3. Indicate the form of ownership of the company. If incorporated, indicate the state in which the company is incorporated.

4. Describe the company’s qualifications to provide the service specified in the RFP.

5. Describe the company’s background/history. Indicate how many years the company has provided similar services and products for City, County, and State entities, if any.

6. Indicate the number of years the office that will provide the services has been open.

7. Indicate the company’s gross annual revenue during the last year.

8. List four (4) or more clients of a similar size and scope of work for whom vendor has provided LEED approved janitorial services. For each client listed, include the organization name, address, the name and telephone number of the contact person, the square footage of the facility, the number of years vendor has supplied services, and a brief description of the services provided.

9. Provide a detailed list of all products and equipment utilized by the company including proof of Green Seal, LEED approved Certification.

10. Vendor shall submit a written start-up and transition plan outlining all steps to ensure a smooth transition of service.

B. Personnel

1. Indicate the number of employees the company currently has.

2. List the names, positions, hourly billing rates, and a number of hours assigned on-site monthly for each of your staff members that


will be assigned to this facility. Attach their resumes showing experience and education qualifications.

3. Include a complete disclosure of any prior or ongoing incidents, which alleges that vendor has defaulted or failed to perform which has led the other party to terminate the contract. Identify the parties involved and the circumstances of the default or termination.

4. Describe any civil or criminal litigation or investigation pending which involves vendor or in which vendor has been judged guilty or liable.

5. Provide the annual rate of turnover of staff for the past 3 years.

6. Describe what type of background checks are performed on personnel.

C. Proposed Services

1. Include a description of the management plan the company intends to employ for the project and an explanation of how it will support all project requirements and logically lead to the required deliverables. The description must include the organization of the janitorial team, including accountability and lines of authority.

2. Describe the company’s established proactive Quality Control program that will ensure a high level of performance is maintained on a consistent basis. Include any example of forms currently being utilized and their particular functions/uses.

3. Provide a detailed description of how the proposed services would adhere to the cleaning requirements in the Schedule attached as Appendix B.

D. Standards of Conduct

1. Does the firm have a firm written code of conduct or set of standards for professional behavior? If so, attach a copy and state how they are monitored and enforced.

2. Does the firm have a written anti-discrimination policy? If so, attach a copy and state how the policy is monitored and enforced.

3. How does the firm identify and manage conflicts of interest?

4. Are there any potential conflicts of interest that the firm would have in providing the requested services to OSERS? If yes, explain.


5. List and describe any relationships and/or contacts the firm or its officers or employees have had with any SERS Retirement Board member and/or staff member within the last 12 months.

6. Has the firm or any officer or employee given any remuneration or anything of value directly or indirectly to OSERS, SERS or any of its Retirement Board members, officers, or employees? If yes, identify the recipient and remuneration or thing of value. Additional information on the Ohio ethics law in this area may be found at:

http://ethics.ohio.gov/education/factsheets/doing_business_with_retirement_systems_in_ohio.pdf.

7. Has the vendor or any officer, principal or employee given any remuneration or anything of value such as a finder’s fee, cash solicitation fee, or fee for consulting, lobbying or otherwise, in connection with this RFP? If yes, identify the recipient and remuneration or thing of value.

8. Within the last five (5) years: a. Has the vendor, or any officer or employee of the vendor

been a defending party in a legal proceeding before a court related to the provision of services?

b. Has the vendor, or any officer or employee been the subject

of a governmental regulatory agency inquiry, investigation, or charge?

c. Has the vendor submitted a claim to the vendor liability

insurance carrier involving the type of services sought under this RFP?

If yes to any of the above, describe the event and the current status or resolution; include any case citation.

E. FEES

1. Provide a fixed monthly cost for the janitorial services identified in the scope of services. 2. Provide an hourly pay rate for janitorial staff. 3. Provide the hourly billable rate for janitorial staff.

http://ethics.ohio.gov/education/factsheets/doing_business_with_retirement_systems_in_ohio.pdf

http://ethics.ohio.gov/education/factsheets/doing_business_with_retirement_systems_in_ohio.pdf


Appendix B CLEANING SPECIFICATIONS

(MASTER LIST)


The following is a description of the OSERS facility at 300 E. Broad Street, Columbus, Ohio 43215. This is a class “A” facility located downtown with an estimated cleanable square footage of 145,089. Responses to this RFP should include the proposed frequency for cleaning each area.

All square footage figures stated in this RFP are estimated and do not necessarily reflect the actual gross or cleanable square footage.

I. FLOORING

The following is an approximate breakdown on flooring at our facility and is provided for your use.

Carpet Square Feet: 125,000 VCT Square Feet: 16,800 Ceramic Square Feet: 4,064 Terrazzo Square Feet: 4,581 Rubber Square Feet: 4,000 Wood Veneer Square Feet: 2,800 Rexcourt Square Feet: 1,500 Johnsonite Square Feet: 2,700

All floors should be free of dust, dirt, cleaning material residue, streaks, mop strands, grease and spills. Floors will be thoroughly maintained to present an acceptable gloss. Protect all walls from splashing and wipe off any moisture or chemicals from baseboards. Vinyl, tile, and concrete floors (sweep) use an anti-dust mop.

1. Veneer, Terrazzo, Rexcourt, and Johnsonite flooring cleaned solely according to manufacturer’s specifications.

2. Approval from the building Maintenance Supervisor is required prior to scheduling any work of this nature.

3. Vinyl, tile, and concrete (damp or wet mop) – Use warm water with good quality cleaner that leaves no visible or sticky cleaner residue when dry. Rinse, if necessary with clear, warm water, and clean mop.

3. Vinyl, tile, and concrete (clean and wax floors – traffic areas) – Dust entire floor and corners with treated mop, damp mop and remove any spots or stains. Allow flooring to dry completely. Apply wax in traffic areas only, feathering out to corners. Corners shall be waxed only as part of complete stripping process.

4. Vinyl, tile and concrete (strip completely and wax) – Apply stripping solution, machine scrub (conventional machine) and wet vacuum


stripping. This shall be followed by an application of a neutralizer rinse, followed by a damp mopping with clear water. When floor is dry, apply finish or sealer. Protect all wall finishes and wipe down all baseboards to be free of moisture and residue. Polish as needed.

5. Carpeting (traffic areas) – These areas are main entries lobbies, public service areas (counseling offices), private offices, and main corridors. Move all chairs, trashcans, and other easily removed items and vacuum underneath them. Hand wipe baseboards.

6. Carpeting (all areas, including edges and corners) – Using a LEED approved vacuum cleaner and inspecting for spots. Remove as recommended with an approved industrial-grade spot remover that leaves no visible residue and following the manufacturer’s recommendation completely. Report to the Building Services office all tears, burns, unraveling, or other damage. Move all chairs, trash cans and other easily removed items and vacuum underneath them. Hand-wipe baseboards.

7. Clean (all areas) –Daily spot cleaning and shampooing wall to wall as scheduled. Spot clean with good-quality cleaner and/or solvent, hot water steam and vacuum extraction. Cover wet traffic areas with paper until dry. Use ventilating fans to hasten drying in heavy-use areas. Use water-resistant coated pads under furniture. Obtain approval from Building Maintenance Supervisor before shampooing carpets.

II. DOORS AND ENTRANCES

1. Doors and entrances- Clean and polish interior and exterior, removing any and all fingerprints, smudges, dirt, cobwebs, insects, grease, oils, shoe marks, or accumulations from these areas.

2. Walls, doors and molding (spot clean) - Remove any and all fingerprints, smudges, dirt or accumulations from these areas as seen and on a regular basis.

III. GLASS AND MIRRORS

All perimeter glass (which includes building entrance, counseling area entrance, offices, and office side light glass) will be cleaned daily. Cleaning will include removing any and all fingerprints, smudges, dirt, cobwebs, insects, grease, oils or accumulations from these areas as seen on a regular basis. Cleaning of glass areas shall include window and door frames and shall extend the full distance of the entrance as seen.

IV. DUSTING


1. Dusting – High and Low. Remove all accumulated dust, dirt, debris and cobwebs from the surfaces, corners, crevices of all shelving, bookcases, tables, partition tops, window ledges and baseboards. Use treated mops and cloths to help prevent the redistribution of same, into the air. The vendor will not be responsible for the cleaning or dusting of individual employee’s work surfaces, such as, desks, credenzas, computer stations and drafting tables. vendor will be responsible for cleaning or dusting work surfaces such as, desks, credenza’s and computer stations if they are considered a reception and/or common/shared area.

2. Dusting (high dusting). Remove all accumulated dust, dirt, and debris from the surfaces, corners, crevices, ceiling grilles, light fixtures, partition tops, door frames, jambs, and blinds. Use treated mops and cloths to help prevent the redistribution of same in the air.

V. WASTEBASKETS/TRASH/RECYCLE

Wastebaskets/Recycle Program (empty and reline) –All recycling is placed in the compactor. Empty and reline containers daily using the appropriate strength and size replacement liner. All trash is taken to the loading dock where it is placed into the appropriate dumpster. Boxes and other materials marked “trash” must also be discarded in the designated dumpster. Breakdown all boxes before placing in the designated dumpster. Vendor shall empty trash and recycling receptacles underneath desks and workstations and assure receptacles are cleaned. Vendor shall empty blue recycle receptacles and black trash receptacles on each floor into the appropriate dumpsters.

VI. ELEVATORS

Elevators- Remove all finger and handprints, grease, oils, smudges or marks. Polish interior walls, ceilings, doors inside and outside. Clean elevator door tracts. Spot clean flooring as necessary to remove stains and odors.

VII. STAIRWELLS (EXTERIOR AND INTERIOR)

1. Staircase and railings – Dust and wipe all staircase areas, including all railings and areas around and underneath stairs. Vacuum carpeted areas and spot clean carpet. Clean glass on staircase. Clean glass on 2nd floor staircase railings.

2. Stairwells – Sweep, damp mop, and spot clean.

VIII. FURNITURE AND MISC.

1. Wood fixtures- Including walls, doors, handrails and all accents. To be cleaned according to the manufacturer’s recommended


procedures.

2. White boards and pen rails – Wash and clean if data is not clearly marked “Save”.

3. Fabric, furniture, or carpeted wall coverings –With a soft brush, dust all fabric and/or carpeted walls to maintain a neat and clean appearance. Vacuum all areas where a traffic pattern is evident. Spot clean areas per manufacturer’s specifications for wall covering. Damp wipe vinyl; cloth fabrics require chemical cleaner to remove spots.

4. Light switches (clean and disinfect) –Dust all with treated cloth. Vacuum and damp wipe, if necessary, to remove all accumulated dust and dirt.

5. Drinking Fountains- Clean, disinfect and polish.

IX. RESTROOMS AND LOCKER ROOMS

1. Restrooms – Clean and disinfect all urinals, toilets partitions and plumbing. Clean restroom floors to Saniglaze specifications. Clean and polish chrome and stainless fixtures. Clean, disinfect and deodorize interior and exterior of sanitary napkin depositories. Replace disposal bags and plastic trash liners. Clean mirrors (to be streak-free). Fill all dispensers (soap, toilet paper, seat covers, paper towels, sanitary supplies and deodorizers). Fill sanitary napkin depositories at vendor’s expense. Report any lighting, plumbing or misc. maintenance issues to the Building Services department.

2. Locker rooms- Clean and disinfect all urinals, toilets partitions and plumbing. Clean mirrors to be streak-free. Clean ceramic flooring in accordance with Saniglaze specifications. Wash and disinfect fiberglass shower stalls. Vacuum all carpet areas, and remove all stains. Clean and disinfect lockers inside and outside if unlocked. Do not disturb personal belongings.

X. KITCHEN AREAS

1. Kitchen/break-room floors – Clean in accordance to Saniglaze specifications. Refinish, if necessary, to maintain original appearance.

2. Kitchen/break-room sinks, counters and appliances (wash and disinfect) - Include all kitchen tabletops in area and clean up all kitchen surfaces.


3. Kitchen Refrigerators – wash and disinfect all building refrigerators inside and out according to OSERS specifications and schedule.

XI. JANITORIAL CLOSETS AND INVENTORY

1. Clean, organize stock and keep in accordance with LEED specifications.

2. Maintain kitchen stock closet and report needed items to the purchasing agent in building services.

XII. FIRST FLOOR LOBBY AREA

Due to high visibility and unique design, additional tasks are assigned for the first floor and lobby area. These additional tasks are broken out in daily and weekly responsibilities.


Appendix C CLEANING SCHEDULES

(BY AREA)


FLOORING –ALL AREAS

CARPET (ALL AREAS)

FREQUENCY TASK

DAILY

Vacuum high traffic areas

Spot clean where needed

WEEKLY

Detailed vacuuming in all areas (edges, corners, & under

furniture)

MONTHLY Machine clean high traffic areas

QUARTERLY Extract – Machine clean high traffic areas

ANNUALLY Shampoo wall to wall

HARD SURFACE FLOORS (all areas including connector, stairwells, locker rooms and sick room flooring)

FREQUENCY TASK

DAILY

Tile – Clean to Saniglaze specs

Sweep and mop all VCT tile and terrazzo floors

Sweep, dust mop and spot clean veneer flooring

Sweep loading dock and lower level warehouse floors

WEEKLY

Mop loading dock and lower level floors

Buff terrazzo floors

QUARTERLY

Strip and wax VCT

Buff and treat veneer flooring

Scrub, recoat and treat all hard surface floors in

accordance with manufacturer instruction

NOTE: REFERENCE THE ABOVE SECTIONS FOR FLOOR CARE IN ANY GIVEN AREA. Additional tasks per area are listed below.


COMMON AREAS (Waiting areas, lobbies, lounges, stairwells)

FREQUENCY TASK

DAILY

Empty trash/recycle receptacles, replace liners

Wash, disinfect and polish drinking fountains and surrounding area

Spot clean walls, partition glass, doors, casings, trash receptacles and

light switches

WEEKLY

Vacuum all furniture

Dust and clean stairwell (including railings)

QUARTERLY

High dust (with ladder) all out of reach areas including lighting and

ceiling air grilles

ANNUALLY

Wash and rinse all wastebaskets with disinfectant

Clean all O’Keefe Conference chairs

CUBICLES

FREQUENCY TASK

DAILY Empty trash/recycle receptacles, replace liners

WEEKLY Damp wipe/disinfect telephones

MONTHLY

Dust chairs, desks, table legs and bases

Wipe down baseboards and moldings

QUARTERLY

High dust (with ladder) all out of reach areas including lighting

and ceiling air grilles

ANNUALLY

Clean all fabric desk chairs. Schedule cleaning with R. Bell



ELEVATORS

FREQUENCY TASK

DAILY Spot clean walls and floors

WEEKLY Wipe down and polish walls and floors

QUARTERLY Polish aluminum entrance thresholds

EXTERIOR AND GARAGE

FREQUENCY TASK

DAILY

Empty trash receptacles and butt cans, replace liners –sort

recyclables

Sweep entrances

WEEKLY Wipe down parking gates, benches and trash receptacles

QUARTERLY Polish aluminum entrance thresholds

FITNESS CENTER (7TH FLOOR/Lower Level)

FREQUENCY TASK

DAILY

Empty trash receptacles, replace liners –sort recyclables

Wash and disinfect shower stalls

WEEKLY Launder small hand towels

MONTHLY Thoroughly clean and disinfect exercise equipment

QUARTERLY

Dust all ceiling grilles

Dust all lighting fixtures

Rexcourt and Johnsonite Rubber floors to be cleaned to

manufacturers specifications


KITCHEN (7TH FLOOR)

FREQUENCY TASK

DAILY


Day Porter: Morning coffee setup

Clean all kitchen surfaces, microwaves and ovens

Tile – clean to Saniglaze specifications

WEEKLY

Fridays: Clean and disinfect refrigerators. Discard all non-

condiment food items not marked. Place containers from

discarded items in dishwasher

MONTHLY

Day Porter: Board lunch set-up

Wash and disinfect storage area where trash cans are housed

ANNUALLY

As needed set-up for special events

Clean all fabric chairs

LOADING DOCK AND LOWER LEVEL WAREHOUSE

FREQUENCY TASK

DAILY Sweep floors

WEEKLY Mop floors

QUARTERLY Machine scrub floors

MISC./WHERE NEEDED

FREQUENCY TASK

DAILY

Sweep connector floors

Wipe down 7th floor cafeteria tables

QUARTERLY

Dust all ceiling grilles

Dust all lighting fixtures


OFFICES

FREQUENCY TASK


WEEKLY

Damp wipe/disinfect telephones

Thoroughly clean all door and partition glass

Dust areas of furniture tops that are cleared

MONTHLY

Dust chairs, desks, table legs and bases

Wipe down baseboards and moldings

QUARTERLY

High dust (with ladder) all out of reach areas including

lighting and ceiling air grilles

A.

ANNUALLY

Clean all fabric desk chairs. Schedule cleaning with R.

Bell


PATIOS

FREQUENCY TASK


WEEKLY Clean outdoor furniture

MONTHLY Clean patio walls

ANNUALLY Wash and rinse all wastebaskets with disinfectant


RESTROOMS (including Fitness, Sick room, and Executive Restrooms)

FREQUENCY TASK

DAILY


Replenish all supplies (paper, soaps, sanitary, seat

covers)

Mop/disinfect then wet-vac dry flooring to Saniglaze

specifications

Clean and disinfect all toilets and urinals

Spot clean walls

Clean, disinfect and polish sink areas

Clean and disinfect sanitary disposal receptacles and

replace liners

WEEKLY

Clean and disinfect all partitions, walls and waste

receptacles

QUARTERLY

Kyvac hard surface floors, walls, and partitions

B.

ANNUALLY Wash and rinse all wastebaskets with disinfectant


Appendix D SAMPLE QUALITY CONTROL

CHECKLIST


SAMPLE QUALITY CONTROL CHECKLIST

Satisfactory/ Unsatisfactory Comments

Custodial Checklist

Lead Name

Date

Floor

Floors Cleaning

Floors shall be free of dirt, dust, trash and excessive debris.

TASK COMMENT

Sweep

Dust Mop

Damp Mop

Vacuum Carpet

Spot Clean Carpet

Shampoo Carpet

Buff tile floors

Strip & Wax tile floors

Baseboards

Restrooms

Restrooms shall be clean and sanitized. Free of odors, scale, and yellowing of toilets/urinals/sinks

TASK COMMENT

Urinals/Inside & outside/Pipes

Toilets/Inside & outside/Lid/Pipes

Sinks/inside & outside/pipes

Mirrors

Walls & corners

Partitions

Fixtures/Pipes

Dispensers

Doors, threshold, chrome

Floor

Trash receptacles

Drinking fountains

Kitchen and Lounge Areas

Kitchen surfaces shall be clean and sanitized, dishes and washed put away.

Dishwashers `

Stovetops

Counters


Table Tops

SAMPLE QUALITY CONTROL CHECKLIST

Task Comment

Glass cleaning

Glass shall be clean, no spots, dust, or streaks

Task Comment

Windows

Interior

Exterior (lobby and connector only)

Glass/ Office Areas

Furniture and Misc.

Task Comment

Dusting

Furniture

Walls/fans/clocks, etc.

Ceiling tiles & fans

Window sills

Fixtures

Baseboards

Door handles, thresholds, jams, etc.

Light fixtures

Telephones

Air conditioning vents/grills

Partitions

Stairways & Handrails

Clean & organize janitorial closet

Fire Extinguisher cabinets

Spot clean walls & carpets

Other

Task Comment