CLEANING CONTRACT BID SPECIFICATIONS

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1 CLEANING CONTRACT BID SPECIFICATIONS A. General Qualifications for contract recipient 1. A detailed, written statement is required of all bidders setting forth commercial cleaning experience, past and present, with a list of at least five references (three of whom currently employ you/your firm). 2. Possess proof of performance bond in amount of $10,000 minimum covering all who would work in the city building. 3. Possess proof of general liability insurance coverage with $100,000 limit to cover damage to building or furnishings caused by cleaning company employee(s). 4. Possess all cleaning implements and cleaning products necessary to meet the enclosed specifications for cleaning. The City will supply trash liners, soap for dispensers, towels, air freshener refills, tissues and light bulbs. Order all the above listed supplies that are purchased by the City. B. Further Understandings 1. A contract will be awarded which contains the following provisions: a. The first 60 days of the contract will constitute a trial period for the cleaning company. At the end of 60 days the city may wish to make adjustments and/or modifications which will be negotiated concerning the contact terms. b. The City of Crystal City or the cleaning company may cancel the terms of the cleaning contract with no penalty with 30 days written notice. c. Building and space security shall be maintained at all times. All contract awards will be subject to background checks including personnel hired by the company. NO UNAUTHORIZED PERSONS WILL BE ADMITTED INTO THE BUILDING AT ANY TIME. THE CITY RESERVES THE RIGHT TO REJECT ANY AND ALL BIDS. 1

2 C. SPECIFICATIONS FOR CLEANING 1. General Cleaning Services (Except Council Chambers) a. Empty all trash baskets in suitable locations on premises. b. Empty and clean cigarette urns. Stains to be removed when necessary. Sift sand as necessary. c. Wash entrance door glass and police metal trim. d. Clean and polish drinking fountains. e. Wash smudges and fingerprints from walls (when possible), door facings and light switches. f. Damp wipe counter tops and other flat surfaces. g. Maintain the area between the inner and outer door at the main entrance. The City will maintain all outside areas surrounding the building. h. Maintain janitor supply area in clean, neat fashion. Twice per week i. Complete high-low dusting of such things as chair rungs, sides of legs of desks, file cabinets, etc. j. Wash glass at City Hall Clerk s sliding windows. Once per week k. Clean glass in lobby display case. Monthly l. Dust indirect lighting fixtures in lobby. 2. Restrooms a. Wash and disinfect all commodes, urinals, basins and toilet seats. b. Empty wastepaper and sanitary napkin containers. c. Wash all mirrors. d. Remove prints from walls when able. e. Sweep and solution mop all floors. f. Refill soap, towel dispensers and toilet tissue holders. Twice per week g. Dust all partitions, ledges, light fixtures, door vents, dispensers and receptacles. 3. Floor Maintenance (Except Council Chambers) a. Dust mop floors. b. Damp mop tile floors with disinfectant solution. Remove surface soil and spills. c. Vacuum all carpeted areas. d. Buff tile floors as needed basis (some areas each day). 4. Council Chambers Day after council meeting, court session, or activity a. Wash fingerprints from walls, door facings, and light switches. b. Damp wipe counter tops and other flat surfaces and all chairs. 2

3 c. Damp wipe interior and exterior surfaces of all waste baskets. d. Complete high-low dusting of such things as chair rungs, table legs, etc. e. Clean glass window wall f. Vacuum carpet. g. Empty waste baskets and trash containers in suitable location on premises. h. Empty, clean, and replace all ash trays and cigarette urns. Sift sand as necessary. 5. Wall Maintenance- ALL SPACES / Once a month a. Dust walls from floor to ceiling. Remove fingerprints, stains, etc. b. Dust heating/cooling vent grates 6. Floor and Carpet Upkeep a. Vacuum dispatch area and maintain all other police areas, spaces and floors. Monthly b. Remove top two coats in lobby and halls and replace due to heavy traffic. Quarterly c. Spot clean all carpet (everyday if needed.) d. Strip floors, clean, seal (3 coats) and wax (4 coats minimum) and buff. Every 4 months e. Completely strip and re-wax floors f. Police floor areas are to receive only minimum wax to protect tile. These floors not to be buffed for looks with exception of hall area between lobby door and red door to cell area which will be maintained same as lobby area. g. Due to heavy 24 hr traffic on dispatcher area carpet is to be kept as clean as possible with the understanding it cannot be left free of traffic until dry after shampooing. 7. Windows- ALL SPACES / Once a month a. Clean all windows inside and outside (weather permitting) 8. Draperies- ALL SPACES / Once a month a. Lightly vacuum drapes- front and back 9. Prisoner / Jail Areas: (Should be accompanied by an officer and do not enter jail area unless designated to do so by the dispatcher or an officer.) a. Sweep floors on a daily basis b. Damp mop floors daily or as necessary c. Thoroughly clean and wax floor as necessary d. Dust lightly on a daily basis e. f. Maintain light fixtures g. h. Clean and disinfect cells which are empty and any designated by special request by dept. i. Clean and disinfect prisoner shower area weekly j. Maintain supply of toilet tissue *Air fresheners located in the Police Dept. are to be maintained on a daily basis. 3

4 10. Attached (last page) special requirements for remainder of police department. 11. Cleaning contractor should establish hourly rate for cleaning not anticipated in contractual specifications. This hourly amount must be defined as to what it will provide the city in a way of cleaning services. This hourly rate must be set forth in all bids submitted. 12. At discretion of council the cleaning contract may be continued on a year to year basis with negotiated increases occurring no more than once each year. Due Date: All bids are due February 4, 2010 at 4:00 pm at Crystal City City Hall. 4

5 Cleaning Requirements for Crystal City Police Department Dispatch Office: Vacuum floors on a daily basis Clean & shampoo carpet as necessary Change light bulbs as needed Clean and sanitize bathroom daily Clean bathroom floor daily and mop as necessary Fill soap dispenser and towel dispenser as needed Keep supply of toilet tissue maintained Chief s Office: Vacuum daily Clean & shampoo carpet as needed Detective Office: To be cleaned and maintained in the same manner as Chief s office. Squad Room, Officers Locker Room, and Hallway: Sweep floor on daily basis Damp mop daily or as necessary Maintain lighting fixtures Kitchen and Secondary Bathroom Area: Sweep floor daily Damp mop daily or as necessary Maintain lighting fixtures Clean and sanitize all plumbing fixtures daily 5

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