INVITATION FOR BID (IFB) CLEANING SERVICES TOWN OF LONGMEADOW MASSACHUSETTS May 4, 2015 1
Invitation for Bid CLEANING SERVICES Town of Longmeadow, Massachusetts INDE: Page Legal Notice Instructions to Bidders Objective Mandatory Pre-Bid Tour Questions Submission of Bids Minimum Requirements/Quality Requirements Liability Rule of Award Contract Terms and Conditions Scope of Work General Service and Conditions Site Specific Scope of Work Site Specific Spreadsheet ATTACHMENT A- Sample Event Setup for the month of February and March, 2015 ATTACHMENT B- Contract Terms and Conditions Bid Submission Forms 2
LEGAL NOTICE: Invitation for Bid CLEANING SERVICES Town of Longmeadow, Massachusetts The Town of Longmeadow is soliciting bids for cleaning services for approximately eight municipal facilities. The bid package is available from the Purchasing Department, Town of Longmeadow, Attn: Chad Thompson- Procurement Manager, 735 Longmeadow Street, Suite 101, Longmeadow, MA 01106. (Phone:413-565-4185). Bid documents are also available online at www.longmeadow.org, select Department from the toolbar, then Purchasing, then select the link labeled Bid & RFP Finder. Bidders are encouraged to notify the Purchasing Department to register, others will be responsible for monitoring the website for issuance of updates and addenda. Failure to not acknowledge the receipt of addenda may result in a bid rejection. Attendance at a mandatory pre-bid conference with tour of facilities is required. The mandatory conference will begin at 9:00am on Thursday, May 14, 2015 in the auditorium located within the same building as the Purchasing Department. Bids received from contractors who have not registered during the mandatory pre-bid conference will be rejected. Additional tour requests will not be accommodated. Sealed bids should be labeled IFB: Cleaning Service and will be accepted at the Purchasing Department until the bid deadline of Friday, May 22, 2015 at 11:00am. Late bids will be rejected. Following the bid deadline, bids received will be immediately opened in the same auditorium. The bid will be awarded under the provisions of Massachusetts General Law 30B. The contract will be a one year contract with renewal option at the sole discretion of the Town for up to two additional one year terms. The Town of Longmeadow, acting through the Town Manager, the Awarding Authority reserves the right to reject any or all bids, waive minor informalities, and to award the contract in the best interest of the Town. 3
Invitation for Bid (IFB) CLEANING SERVICES Town of Longmeadow, Massachusetts INSTRUCTIONS TO BIDDERS: Objective: The Town of Longmeadow is soliciting bids from qualified contractors for cleaning services for eight municipal locations including: LOCATION ADDRESS SQUARE FOOTAGE* Town Hall 20 Williams Street 9,560 sf Police Department 34 Williams Street 17,840 sf Fire Department 44 Williams Street 13,632 sf Old Town Hall 417 Longmeadow Street 1,350 sf Department of Public Works 31 Pondside Road (office) 2,700 sf Community House 735 Longmeadow Street 34,340 sf Storrs Library 693 Longmeadow Street 20,000 sf Greenwood Center 231 Maple Road 34,340 sf Wolf Swamp Field Concession Stand Wolf Swamp Road 400 sf Longmeadow High School Concession Stand 95 Grassy Gutter Road 400 sf * The Square Footage is an estimate of total square footage of each facility which may or may not include areas that require cleaning services. The square footage is provided to give an estimate of the size of each building. Bidders will be informed on the mandatory pre-bid tour of locations within each facility that will require cleaning services. The actual square footage of the spaces that require cleaning services will not be calculated by the Town. Within the Scope of Work is a specific list of responsibilities required of the Cleaning Service. The general service will include cleaning of spaces within offices, rooms and public spaces including conference rooms, kitchen areas, lobbies, hallways, restrooms and stairways. Generally personal vertical work surfaces such as desks, file cabinets, office machinery, etc, will be cleaned and maintained by Town staff within each department. 4
Generally the public space vertical work surfaces that the cleaning service will maintain include items like conference tables and public service counters, etc. Garage spaces within these locations will not require the cleaning service. Regarding supplies, the Town will supply all cleaning products, strippers, finishes, hand soap and hand sanitizer utilized by the Contractor in the process of cleaning the Town facilities and restocking of supplies. The Contractor will be responsible for providing all equipment utilized to perform the cleaning services such as vacuums, mops, buckets, shampooing equipment, floor buffing equipment including the buffers, cleaning rags, sponges, cleaning brushes, and pads, etc. The Contractor will be responsible for event setup as required in the Community House, Police Department Community Room, Fire Department Community Room and Greenwood Center. This service will mainly require event staging consisting of setting up tables and chair and breakdown of event staging. The regular business hours will begin between 4-5pm, Monday through Friday, and the hours for Saturday are from 1pm to 5pm. Extra occasional service requested by the Town will be billed based on hourly rates and may include service for special events and/or cleaning needs on weekdays and Saturday before or after standard business hours, and Sunday. The contract will be a one year. The contract may be renewed for up to two additional twelve month periods at the sole discretion of the Town. Mandatory Pre-Bid Tour: Attendance at a MANDATORY pre-bid tour is required. The pre-bid tour will begin at 9:00am on Thursday, May 14, 2015 in the Longmeadow Community House auditorium at 735 Longmeadow Street, Longmeadow, MA 01106. Be sure to arrive on time for the tour as this is a traveling tour and you may not be able to locate the group once the tour begins. There will be a Mandatory Pre-Bid Tour Attendance Sign in Sheet available during the tour so attendees can register their attendance and participation for the mandatory tour. Prior to the completion and dismissal of the mandatory tour the Longmeadow Procurement Manager will read the names of all those that have registered their attendance. A final plea will be made offering anyone who attended the conference the opportunity to register for the mandatory pre-bid conference prior to dismissal of the mandatory tour. Once the Procurement Manager declares that the mandatory pre-bid tour is over and dismisses the group, no others will be allowed to register their presence at the mandatory pre-bid tour. Bids received from contractors who have not registered during the mandatory pre-bid tour will be rejected. Additional tour requests will not be accommodated. Questions: Questions should be submitted in writing to Chad Thompson, Procurement Manager by fax: 413-565-4370 or by email: cthompson@longmeadow.org. Questions can also be presented at the mandatory site tour. Any information or answers to questions that alter the Scope of Work documented in the original Invitation for Bid document must be in writing to be considered binding. All questions must be received no later than 120 hours 5
(5 days) before the bid deadline. Questions received after the deadline for questions will not be answered. Submission of bids: Sealed bids should be labeled IFB: Cleaning Service and will be accepted at the Purchasing Department until the bid deadline of Friday, May 22, 2015 at 11:00am. Late bids will be rejected. Following the bid deadline, bids received will be immediately opened in the auditorium located in the same building. All bids must be submitted on the Bid Submission Forms provided in the bid packet. The bid will be awarded under the provisions of Massachusetts General Law 30B. The contract will be a one year contract with renewal option at the discretion of the Town for up to two additional one year terms. The Town of Longmeadow, acting through the Town Manager, the Awarding Authority reserves the right to reject any or all bids, waive minor informalities, and to award the contract in the best interest of the Town. In the event that the Town of Longmeadow declares municipal offices closed on the day of the bid deadline. The bid deadline will be extended to the same time on the next business day. It is mandatory that bid pricing be provided for all Base Bid unit of pricing categories and Alternate No.1 unit of pricing categories, and Other Pricing categories. All pricing supplied by bidders on the Bid Submission Form shall be firm single unit pricing and not conditional. Any conditional pricing provided will result in a bid rejection as the bid will not be Responsive to the Rule of award in determining the contract award. Increases in state minimum wage rates during the term of the contract will not be grounds for renegotiating increased payment to the successful contractor. The bid pricing as submitted on the bid submission form will be the contract pricing for the whole term of the contract. Minimum Requirements/Quality Requirements: Minimum requirements have been established. Bids received from contractors will be required to meet the minimum requirements/quality requirements otherwise their bid will be rejected. Bidders are required to document information regarding conformance with the minimum requirements on the Bid Submission Forms. The minimum requirements/quality requirements will include: -The Contractor has been in business providing Cleaning/Janitorial Services under present organization for three years or more. Bidders will be required to provide references demonstrating this minimum requirement experience. -The Contractor will supply references demonstrating account volume capacity experience maintaining a volume customer base of service at facilities with an accumulative total of 150,000 square feet or more. These customer accounts can consist of commercial/retail business, municipal, government, and/or public educational facilities. (Exclude residential cleaning services). Bidders who do not have the minimum requirement experience as listed and required by the Town will be rejected. The Town reserves the right to check references to confirm that the minimum requirement information provided is accurate and also to confirm if a bidder is responsible. Any unfavorable reference checks that the Town receives may be grounds for the Town to reject a bid. 6
-The Contractor will conduct a CORI for their employees and then certify to the Town that prospective employees pass the CORI review. Contractor s employees who have not performed a CORI or fail the CORI will not be employed at Longmeadow municipal facilities. The awarded contractor will be responsible for the expenses associated with CORI checks. -Contractor will insure satisfactory security clearance for all employees who will work on the premises. Employees who are not a United States Citizen or have not been granted status by the United States government as a permanent resident alien will not be allowed to work. -Contractor will provide an adequate number of competent properly trained personnel with qualified supervision to provide the services required at all times and the Contractor will provide all personnel with a complete set of specifications and cleaning schedules to ensure all required services are completed. -Contractors will maintain an overall cleaning performance level at or above the standards listed. The cleaning standards outlined in the IFB are the minimum acceptable level of performance. Failure of the contractor to meet an acceptable performance level at any time during the contract period may result in the contractor being placed on probation or contract cancellation. -It is true that the Bidder is currently not in Bankruptcy. -Bidder can provide, upon request, proof of financial solvency. -Contractor will provide Standard Business Hours on Saturdays, and will provide hourly service on-call upon request Liability: The Contractor shall be responsible to the Town or any third party for any property damage or bodily injury caused by it, any of its subcontractors, employees or agents in the performance of, or as a result of, the work under this Agreement. The Contractor and any subcontractors used hereby certify that they are insured for workers compensation, property damage, personal and product liability. The Contractor and any subcontractor it uses shall purchase, furnish copies of, and maintain in full force and effect insurance policies in the amounts here indicated. Insurance coverage shall be $1,000,000 aggregate. Rule of Award: The Town of Longmeadow, acting through the Town Manager, the Awarding Authority reserves the right to reject any or all bids, waive minor informalities, and to award the contract in the best interest of the Town. All contracts are pending the availability of appropriated funds. The contract will be awarded to the responsive and responsible bidder offering the lowest price for three years of service as documented in the Base Bid, and Alternate selected for contract award. There will be a bid Alternate for an hourly rate for the supply of a single custodian during non-standard cleaning service hours (Monday through Saturday), and Sunday hours. There will also be Alternate pricing for the cleaning of concession stands as required. Alternate pricing will not be calculated into the rule of award. All Bid pricing will be firm for 90 days following the bid deadline. Bid pricing will be secured through contract. 7
In the event that there is a discrepancy in the interpretation or addition of bid pricing documented on the bid submission forms, bid totals will be recalculated back to the monthly unit pricing amounts documented on the Bid Submission Forms. Bidders are required to fill in each section of unit pricing on the bid form or their bid will be rejected. The contract will be a one year contract with renewal option at the sole discretion of the Town for up to two additional one year terms. Contract Terms and Conditions: A sample contract is provided, referenced as Attachment B. The successful contractor will be required to complete this contract and comply with the terms and conditions of the Town of Longmeadow contract. 8
SCOPE OF WORK: GENERAL SERVICE AND CONDITIONS - Services and conditions that apply to the cleaning service and overall delivery of service at all municipal site locations: 1. SUPERVISION. The Contractor shall give personal supervision to the work and shall employ a supervisor during the progress of the work. The Contractor shall employ a sufficient number of competent workers who are experienced thoroughly in this type of work. The competent supervisor shall make a detailed inspection upon completion of each night s work and shall make a daily report listing all work completed under the specification. The Contractor shall be required to redo, at their own expense, any work not done according to specifications; any work in relation to which there shall be doubt or discrepancy unless performed in accordance with the adjustment thereof any work done in violation of law or public authority; any work done in accordance with verbal instructions not confirmed in writing. The selected contractor shall discharge or replace from service in Longmeadow any person who, in the opinion of the Facilities Director, is incompetent, disorderly or otherwise unsatisfactory. The name and phone number of the on duty supervisor shall be provided. 2. UTILITIES. The Contractor may employ for their use the present electrical and water services, in order to perform the work to be done. The Contractor shall be held responsible, however, for all damages to such services or equipment, or damage caused by such services, if such damage be by reason of their use of such services or equipment. 3. CONTRACTOR RESPONSIBILITIES. The Contractor shall clean up all debris caused by their operations. No debris shall be allowed to accumulate. The Contractor shall leave all furniture, equipment, etc. in rooms and other places where the work is done in the same position and condition in which it is found. 4. PROTECTION OF PROPERTY. The Contractor shall keep all exterior doors locked when the building is unoccupied and shall be responsible for locking the doors of the building or any portion or portions of the building, at times other than where they are in normal use. The Contractor shall not open any doors for purposes other than cleaning. Any Town property damaged by the Contractor in carrying out the provisions of this contract shall be restored to its original condition by and at the expense of the Contractor. The Facilities Director shall hold the contractor responsible for any Town property, which is lost or stolen during the execution of the work. Smoking by employees is not allowed inside buildings. 5. AREAS TO BE INCLUDED. The areas to be included under this specification shall include the complete Town Hall Building, the complete Police Station, the Fire Station offices, meeting rooms and living space, the complete Old Town Hall, the complete Greenwood Center, the complete Department of Public Works Office, the complete Community House and the complete Storrs Library. 9
6. TIME OF WORK PERFORMANCE. The Standard Business Hours are for the cleaning service to begin its service is listed below. The bidder will be responsible for determining the length of the shift and the adequate amount of time required for daily service. The bidder will be responsible for ensuring that all scope of work as listed in this bid is completed during each scheduled shift. The Town will not be reimbursing the contractor based on hourly rates for the Base Bid service. The Base Bid. Town Hall Building: Monday through Friday, Service beginning after 4:00pm, ending when service is complete Community House: DPW Office: Old Town Hall: Greenwood Center: Police Department: Fire Department: Storrs Library: Monday through Friday Service beginning after 4:00pm, ending when service is complete Monday through Friday Service beginning after 4:00pm, ending when service is complete Monday through Friday Service beginning after 4:00pm, ending when service is complete Monday through Friday Service beginning after 5:00pm, ending when service is complete Monday through Friday Service beginning weekdays after 4:30pm, ending when service is complete Saturday between 1:00pm and 5:00pm (the Cleaning Service-standard business hours for Saturday) The Town can utilize the cleaning service for event setup and cleaning service needs at any municipal location during these standard Saturday cleaning service business hour. Monday through Friday Service beginning weekdays after 4:30pm, ending when service is complete Saturday between 1:00pm and 5:00pm (the Cleaning Service-standard business hours for Saturday) The Town can utilize the cleaning service for event setup and cleaning service needs at any municipal location during these standard Saturday cleaning service business hour. Monday through Friday Service beginning weekdays after 4:00pm, ending when service is complete Saturday between 4:00pm and 5:00pm September through May of each contract year (the Cleaning Service-standard business hours). When Saturday service is required, the service cannot begin until after 4pm when the library is closed. No Saturday cleaning service is required during summer library hours. The official rule for determining when no Saturday service is required begins with the first Saturday in June with regular Saturday service restarting on the first Saturday after Labor Day. 10
7. ALTERNATE- HOURLY RATE SERVICE As requested or needed by the Town, the Contractor will also be responsible for supplying additional labor coverage for weekend events that are before or after Standard Business Hours. This will be an hourly rate based on actual hours worked. The hourly rate will be the amount submitted on the bid form under Alternate unit pricing. 8. EVENT SET UP The Contractor will be responsible for any event set up necessary in the Community House, Police Dept. Community Room, Fire Dept. Community Room and Greenwood Center. A schedule of events will be posted in a pre-determined location. For an example for bidding purposes the event schedule for the month of December, 2013 is provided which is a busier setup month, and March of 2014 which is a slower setup month. (reference Attachment A). The event setup needs may be greater or less, and event setup needs may change daily. Not provided in Attachment A is the setup requirements for the Police Department and Fire Department Conference rooms. These are the small rooms requiring setup. There will be no billing to the Town for event setup during standard business hours, including standard business hours on Saturday. For example, the event setup can vary from small setups requiring a table and a dozen charges to setting up the entire Community House auditorium with chairs. The event setup also includes setup at the Storrs Library community meeting room which is required very infrequently. 9. ECLUSIONS. All kitchen appliances and cleanup of lockers. 10. SUPPLIES PROVIDED BY THE CONTRACTOR. The Contractor shall supply all the cleaning equipment and tools at no additional cost to the Town. The Town will not pay for these supplies or for their replacement. The Town will supply a locked storage space for the contractor s supply to be stored; however the Town will not be responsible for any loss, damage or replacement of Contractor owned supply. This Contractor supply will include vacuums, mops, buckets, shampooing equipment, floor buffing equipment, the actual buffers utilized on the buffing equipment, cleaning rages, sponges, brushes, gloves, pails, etc. 11. SUPPLIES PROVIDED BY THE TOWN. The following will be purchased and supplied by the Town for use by the Contractor in Longmeadow municipal facilities. The Town will require that the Contractor be proactive in informing the Facilities director of low supply levels so the Town can restock needed products. The Town will supply all cleaning products, chemicals, strippers, finishes, hand sanitizer and the following paper products-toilet paper, paper towels for paper towel dispensers, trash liners, etc. 12. METHOD OF OPERATION. No deviation from the specified method of operation will be permitted. However, the scheduled night for weekly work may be varied, if mutually agreeable between the two parties. 11
13. IDENTIFICATION. All employees shall be required to wear uniforms, badges or other means of identification at all times, which are to be furnished by the Contractor and approved by the Facilities Director. 14. LIGHTS. Only those lights necessary for cleaning in the immediate areas where employees are working will be lighted. All lights shall be turned off before leaving the area that has been cleaned. 15. SECURITY. The Contractor shall be responsible for all keys issued to their supervisor. Keys shall not be left in doors, and employees are not to admit anyone into the building where they are working, under any circumstances. All doors and windows shall be closed, locked and checked upon leaving each room that has been cleaned. Cost associated with lost keys shall be assessed to the Contractor. 16. PERSONAL PROPERTY. Employees of the Contractor shall not disturb papers on desks, open drawers or cabinets, use telephones, radios, computers, television sets or tamper with personal property. 17. REPORTING. Employees of the Contractor shall write out work requests for the following: stopped toilets and drains, broken fixtures and equipment, lights out of order, etc. Anything of immediate nature such as open or unlocked doors, or anything out of the ordinary shall be reported to the custodial supervisor or the owner. 18. CUSTODIAL CLOSETS. Closets are to be kept clean and orderly at all times. There shall be no flammable materials stored in these areas. 19. WEEKLY INSPECTIONS. Inspections will be performed in conjunction with Facilities Director or his designee and the Contractor weekly. 20. PENALTIES. Whenever the actual work hours or supervision provided to carry out the services called for in this contract falls below the levels specified in the documents requires, or items of work are not accomplished, the invoices tendered by the Contractor for that period will be reduced reflecting services not provided as per contract specifications. 21. PRE-QUALIFYING EMPLOYEES. The Contractor shall perform Criminal Offender Registry Information (CORI) checks on all employees prior to their starting work. Evidence of checks shall be given to the Facilities Director. All employees of the Contractor shall be United States citizens or be legally papered by the Bureau of Citizen and Immigration Services (BCIS). 22. EPENSES: The Town will not reimburse for mileage expenses to and from municipal sites. All expenses for labor, supplies and expenses should be included in the base bid and Alternate pricing. 23. ASSIGNMENT OF CONTRACT. The Contractor shall not assign, subcontract or transfer any interest in this agreement without the prior written consent of the owner. The Contractor further agrees that none of the services to be performed under this agreement shall be subcontracted to any other organization, association, individual, partnership or group of individuals at any time during the life of the agreement. 12
24. NONDISCRIMINATION. The Contractor agrees that it will not discriminate against any employee or applicant for employment because of race, color, religious creed, national origin, sex, age or ancestry in connection with the performance of the services under Agreement. The Contractor further agrees that it will comply with all laws, rules and regulations of the Massachusetts Department of Labor and all other regulatory bodies having jurisdiction. 25. MONITORING PERFORMANCE The Town reserves the right to directly and indirectly monitor this Contract by several means and methods, including, but not limited to: observation of the Contractor s employees at work and observation of the general operation; verification that services are being adequately provided by performance of random or scheduled inspections, reference checks, or other methods; surveys of staff; and other standard observation methods. 26.VIOLATIONS AND PENALTIES In addition to its rights under this Contract, the Town shall have the right to take disciplinary action and assess penalties for lack of performance in the following matters: Violation: The following are examples of violations: Not performing a specific type of cleaning service at multiple locations within a single building scheduled to have received the specific cleaning service. For example: Not vacuuming and not mopping floors at multiple locations within the Community House on one specific day; and not vacuuming and not mopping at multiple locations within Town Hall on one specific day = a total of 4 violations on that day. Not emptying trash and recycling in a building on a daily basis Not setting up and breaking down auditorium and conference room setup requirements as instructed Not locking doors and windows daily for building shutdown security check Penalty: Written or verbal notice for the first occurrence of a violation. $25 penalty per occurrence after verbal occurrence has been given. Penalties will be given out at the sole discretion of the Town Facilities Director for services not performed. In the event that there is a no show shift and a building is not serviced, the Town will not pay for services not received and the Town will deduct the expenses for services not received. An 'occurrence' will be measured as follows: An occurrence pertains to a violation notice given regarding not performing a specific type of cleaning service or service at multiple locations within a single building scheduled to have received the specific cleaning service or service during a one day shift. 13
SITE SPECIFIC SCOPE OF WORK- Services and conditions that apply to the cleaning service for specific municipal sites include:. 1. GENERAL, ALL LOCATIONS: Refinishing of VCT Tile Floors/Shampooing of Carpets, hardwood floors(all locations): Tile Floors: All building locations will require the stripping and waxing of tile floors two times per contract year. The Town will supply consumables and the contractor will provide the equipment and buffers at no additional charge beyond the bid pricing. Carpet: All building locations will require shampooing/deep cleaning of carpet two times per contract year, with the exception of Greenwood Center carpets which will receive shampooing/deep cleaning four times per year (quarterly). The Town will provide the consumable cleaning products and the Contractor will supply the equipment at no additional charge beyond the bid pricing. Hardwood Floors: The contractor must damp mop hardwood floors as listed in the scope of service for damp mopping of hard surface floors as listed for each building in the offices/rooms section. This includes the Community House Auditorium and dance studio, the Greenwood Center Gym and the Storrs Library. Hardwood floor cleaning product consumables will be supplied by the Town. Polyurethane and floor refinishing is not required under this contract and will be handled independently by the Town. Elevators Elevators at all locations will receive the same services as listed under the Site Specific Scope of Work for Entrance and Halls-all locations. Water fountains Water fountains at all locations are to be wiped down daily. Exterior dumpsters and recycling containers The Town has exterior dumpsters at the following locations. As trash and recycling is collected daily, it should be brought and deposited to the exterior container locations. The Fire Department, Police Department, Town Hall and Community House share common containers for 1) waste (one dumpster by the Community House and one dumpster behind the police station), 2) paper (by the Community House), and 3) bottles & cans (behind the Police Station). There is also a recycling dumpster behind the police department. The Library, Greenwood Center and DPW have separate containers at each location for trash and recycling. 14
The Old Town Hall only has an exterior container for trash only. 2. COMMUNITY HOUSE: a. The inside side of auditorium windows are to be washed twice per year. Lower level only. b. The balcony seating is to be dusted twice per year. c. The Dance studio is to receive cleaning services three times per week including sweeping and damp mopping. d. The second floor storage room will not require cleaning services. e. Cleaning service is required in the lower level, first and second floor Community House auditorium setup as required. Community House VCT Tile = 1,808 sq. ft +/- Carpet = 3,789 sq. ft +/- Hardwood Floors = 4,384 sq.ft +/- Plus the square footage of 4 sets of carpeted stairs 3. TOWN HALL: a. Third Floor - No regular cleaning in the Server Room. Cleaning will be upon request. Cleaning service is required in the basement, first, second and third floor. Town Hall VCT Tile = 2,547 sq. ft +/- Carpet = 960 sq. ft +/- 4. FIRE DEPARTMENT: a. No cleaning service in the fire truck garage. b. No cleaning in the second floor storage off of the fire truck garage. c. Fitness center: No sanitizing of exercise equipment is needed, sanitizing of equipment is performed by the equipment user. The floors in the fitness center shall be vacuumed and mopped two times per month. d. Cleaning only upon request for the medical supply closet. e. Crew Quarters (bedrooms): cleaning of floors, windows and doors only f. Conference room setup required as needed Weekend cleaning service is required on Saturdays and should include the complete cleaning of kitchen and bathroom facilities (floors, sinks, toilets, urinals, trash removal), and the restocking of paper supplies throughout the building. Fire Department VCT Tile = 1,389 square feet +/- Carpet = 1,710 Sq. ft +/- Other spaces including the fire truck garage bays, and the 2 nd level storage requires no cleaning services as it is maintained by the fire fighters. 5. POLICE STATION: 15
a. Locker Rooms and Holding Cells- are to receive the same cleaning service as restrooms require. b. No cleaning service is required in the garages. c. Service is required in the basement, first and second floor. d. Fitness center: No sanitizing of exercise equipment is needed, sanitizing of equipment is performed by the equipment user. The floors in the fitness center shall be vacuumed and mopped two times per month. e. Police Department conference room setup as required Weekend cleaning service is required on Saturdays and should include the complete cleaning of kitchen and bathroom facilities (floors, sinks, toilets, urinals, trash removal), and the restocking of paper supplies throughout the building. Police Department VCT Tile = 1,588 sq. ft +/- Carpet = 3,983 sq. ft +/- Plus the square footage area of 4 sets of tiled stairs 6. LIBRARY: a. Cleaning service required in the finished section of the basement, first and second floor. b. Weekend cleaning service is required on Saturdays and should include the complete cleaning of kitchen and bathroom facilities (floors, sinks, toilets, urinals, trash, vacuuming oriental style rugs/decorative area rugs and rug mats, and restocking of paper supplies throughout the building. c. All rugs and floor mats are to be pulled up quarterly (four times per contract year) so the floors underneath the rugs receive sweeping and damp moping and other floor treatments as listed for the schedule of custodial duties for the Storrs Library. Once the rugs and mats have been pulled up, the cleaning service will vacuum both sides of the mat and area rug before placing them back in their original location. The vacuuming of these rugs will require the use of an upright non-industrial vacuum so the rugs are not damaged. These rugs will not require shampooing carpet care d. The oriental style rugs at the Storrs Library are excluded from shampoo carpet cleaning requirements listed in the bid. These oriental rugs will be professionally cleaned independently by the town when required at the town s expense. Storrs Library VCT Tile = 832 sq. ft +/- Carpet = 5,165 sq. ft +/- Hardwood Floors = 4,204 sq.ft +/- Plus the square footage of 2 sets of carpeted stairs 7. OLD TOWN HALL: This location is only to receive cleaning services 2 times per week on Tuesday and Friday. Old Town Hall VCT Tile = 72 sq. ft +/- Carpet = 120 sq. ft +/- 16
Hardwood Floors = 640 sq.ft +/- 8. DPW: a. Cleaning service on the first floor, stairway to second floor, second floor bathroom & hall, and the Facility Director office on the second floor. Other spaces on the second floor do not require cleaning services. b. DPW Garage: In addition to the DPW office building (31 Pondside Road), the contract will require servicing the DPW gang bathroom in the building next to 31 Pondside Road. The cleaning services of the DPW Garage bathroom will be identical to the Scope of Work requirements for the DPW restrooms of the original IFB document. c. The second floor restroom at the DPW office will also require the same restroom cleaning services as listed for the DPW restroom cleaning requirements. d. The recycling dumpsters utilized by the DPW office for their recyclables shall be rolled to the curbside for weekly recycling pick-up the evening before scheduled pickup. Currently recyclables pick-up is on Mondays. DPW Office VCT Tile = 391 sq. ft +/- Carpet = 1,321 sq. ft +/- Plus the square footage of 1 set of stairs 9. GREENWOOD CENTER: a. Gym to be cleaned per same specifications as the Community House auditorium. Council on Aging Kitchen and Daycare kitchen are to receive daily floor sweeping and mopping. b. Daycare Wing: The scope of work for restroom service is already addressed in the original IFB Site Specific Scope of Work. Since access to some of the daycare rooms was limited. Contractors should be aware that in each of the 6 day care rooms, that there are two toilet stall rooms and one community sink (total of 12 toilets, and 6 sinks locations). All six of the daycare rooms are identical in size and layout as the daycare rooms that the tour group was able to access and enter. Greenwood Center VTC Tile = 7,077 sq. ft +/- Carpet =12,782 sq. ft +/- Hardwood Floors = 2,772 sq.ft +/- 10. CONCESSION STANDS: LONGMEADOW HIGH SCHOOL & WOLF SWAMP FIELD 17
Each concession stand is approximately 400sf. The flooring is tile. Each of the two concession stand has a mens restroom which consists of 2 urinals, 2 toilets and 2 sinks which will require cleaning. Each womens restroom consists of 3 toilets and two sinks which will require cleaning. Cleaning is performed as requested but is approximately two times per week between April 15- June 30, and between August 15 - December 1. Clean an sanitize all the bathroom fixtures with an antibacterial cleaning solution, empty trash containers and replace liners, clean mirrors, wipe clean all paper dispensers and trash receptacles, wash bathroom stall dividers, dust and remove any cob webs, remove stains or dirt from the walls, make certain all the paper product dispensers are full, sweep and wash the floors with a disinfectant cleaning product, report any damaged fixtures, stalls or lighting to the Facilities Director and secure the doors when complete. Bid pricing will be supplied per cleaning of one concession stand. Longmeadow High School Concession Stand & Wolf Swamp Concession Stand: VCT Tile = 400 sf +/- at each concession stand 11. GENERAL, ALL LOCATIONS: Refinishing of VCT Tile Floors/Shampooing of Carpets, hardwood floors(all locations): Tile Floors: All building locations will require the stripping and waxing of tile floors two times per contract year. The Town will supply consumables and the contractor will provide the equipment and buffers at no additional charge beyond the bid pricing. Carpet: All building locations will require shampooing/deep cleaning of carpet two times per contract year, with the exception of Greenwood Center carpets which will receive shampooing/deep cleaning four times per year (quarterly). The Town will provide the consumable cleaning products and the Contractor will supply the equipment at no additional charge beyond the bid pricing. Hardwood Floors: The contractor must damp mop hardwood floors as listed in the scope of service for damp mopping of hard surface floors as listed for each building in the offices/rooms section. This includes the Community House Auditorium and dance studio, the Greenwood Center Gym and the Storrs Library. Hardwood floor cleaning product consumables will be supplied by the Town. Polyurethane and floor refinishing is not required under this contract and will be handled independently by the Town. Elevators Elevators at all locations will receive the same services as listed under the Site Specific Scope of Work for Entrance and Halls-all locations. 18
Water fountains Water fountains at all locations are to be wiped down daily. Exterior dumpsters and recycling containers The Town has exterior dumpsters at the following locations. As trash and recycling is collected daily, it should be brought and deposited to the exterior container locations. The Fire Department, Police Department, Town Hall and Community House share common containers for 1) waste (one dumpster by the Community House and one dumpster behind the police station), 2) paper (by the Community House), and 3) bottles & cans (behind the Police Station) The Library, Greenwood Center and DPW have separate containers at each location for trash and recycling. The Old Town Hall only has an exterior container for trash only. 12. COMMUNITY HOUSE: a. The inside side of auditorium windows are to be washed twice per year. Lower level only. b. The balcony seating is to be dusted twice per year. c. The Dance studio is to receive cleaning services three times per week d. The second floor storage room will not require cleaning services. e. Cleaning service is required in the lower level, first and second floor Community House auditorium setup as required. Community House VCT Tile = 1,808 sq. ft +/- Carpet = 3,789 sq. ft +/- Plus the square footage of 4 sets of carpeted stairs 13. TOWN HALL: a. Third Floor - No regular cleaning in the Server Room. Cleaning will be upon request. Cleaning service is required in the basement, first, second and third floor. Town Hall VCT Tile = 2,547 sq. ft +/- Carpet = 960 sq. ft +/- 14. FIRE DEPARTMENT: a. No cleaning service in the fire truck garage. b. No cleaning in the second floor storage off of the fire truck garage. 19
c. Fitness center: No sanitizing of exercise equipment is needed, sanitizing of equipment is performed by the equipment user. d. Cleaning only upon request for the medical supply closet. e. Crew Quarters (bedrooms): cleaning of floors, windows and doors only f. Conference room setup required as needed Weekend cleaning service is required on Saturdays and should include the complete cleaning of kitchen and bathroom facilities (floors, sinks, toilets, urinals, trash removal), and the restocking of paper supplies throughout the building. Fire Department VCT Tile = 1,389 square feet +/- Carpet = 1,710 Sq. ft +/- Other spaces including the fire truck garage bays, and the 2 nd level storage requires no cleaning services as it is maintained by the fire fighters. 15. POLICE STATION: a. Locker Rooms and Holding Cells- are to receive the same cleaning service as restrooms require. b. No cleaning service is required in the garages. c. Service is required in the basement, first and second floor. d. Fitness center: No sanitizing of exercise equipment is needed, sanitizing of equipment is performed by the equipment user. e. Police Department conference room setup as required Weekend cleaning service is required on Saturdays and should include the complete cleaning of kitchen and bathroom facilities (floors, sinks, toilets, urinals, trash removal), and the restocking of paper supplies throughout the building. Police Department VCT Tile = 1,588 sq. ft +/- Carpet = 3,983 sq. ft +/- Plus the square footage area of 4 sets of tiled stairs 16. LIBRARY: a. Cleaning service required in the finished section of the basement, first and second floor. b. Weekend cleaning service is required on Saturdays and should include the complete cleaning of kitchen and bathroom facilities (floors, sinks, toilets, urinals, trash, vacuuming oriental style rugs/decorative area rugs and rug mats, and restocking of paper supplies throughout the building. c. All rugs and floor mats are to be pulled up quarterly (four times per contract year) so the floors underneath the rugs receive sweeping and damp moping and other floor treatments as listed for the schedule of custodial duties for the Storrs Library. Once the rugs and mats have been pulled up, the cleaning service will vacuum both sides of the mat and area rug before placing them back in their original location. The vacuuming of these rugs will require the use of an upright non-industrial vacuum so the rugs are not damaged. These rugs will not require shampooing carpet care. 20
Storrs Library VCT Tile = 832 sq. ft +/- Carpet = 5,165 sq. ft +/- Plus the square footage of 2 sets of carpeted stairs 17. OLD TOWN HALL: This location is only to receive cleaning services 2 times per week on Tuesday and Friday. Old Town Hall VCT Tile = 72 sq. ft +/- Carpet = 120 sq. ft +/- 18. DPW: a. Cleaning service on the first floor, stairway to second floor, second floor bathroom & hall, and the Facility Director office on the second floor. Other spaces on the second floor do not require cleaning services. b. DPW Garage: In addition to the DPW office building (31 Pondside Road), the contract will require servicing the DPW gang bathroom in the building next to 31 Pondside Road. The cleaning services of the DPW Garage bathroom will be identical to the Scope of Work requirements for the DPW restrooms of the original IFB document DPW Office VCT Tile = 391 sq. ft +/- Carpet = 1,321 sq. ft +/- Plus the square footage of 1 set of stairs 19. GREENWOOD CENTER: a. Gym to be cleaned per same specifications as the Community House auditorium. Council on Aging Kitchen and Daycare kitchen are to receive daily floor sweeping and mopping. b. Daycare Wing: The scope of work for restroom service is already addressed in the original IFB Site Specific Scope of Work. Since access to some of the daycare rooms was limited. Contractors should be aware that in each of the 6 day care rooms, that there are two toilet stall rooms and one community sink (total of 12 toilets, and 6 sinks locations). All six of the daycare rooms are identical in size and layout as the daycare rooms that the tour group was able to access and enter. Greenwood Center VTC Tile = 7,077 sq. ft +/- Carpet =12,782 sq. ft +/- 21
20. CONCESSION STANDS: LONGMEADOW HIGH SCHOOL & WOLF SWAMP FIELD Each concession stand is approximately 400sf. The flooring is tile. Each of the two concession stand has a mens restroom which consists of 2 urinals, 2 toilets and 2 sinks which will require cleaning. Each womens restroom consists of 3 toilets and two sinks which will require cleaning. Cleaning is performed as requested but is approximately two times per week between April 15- June 30, and between August 15 - December 1. Clean an sanitize all the bathroom fixtures with an antibacterial cleaning solution, empty trash containers and replace liners, clean mirrors, wipe clean all paper dispensers and trash receptacles, wash bathroom stall dividers, dust and remove any cob webs, remove stains or dirt from the walls, make certain all the paper product dispensers are full, sweep and wash the floors with a disinfectant cleaning product, report any damaged fixtures, stalls or lighting to the Facilities Director and secure the doors when complete. Bid pricing will be supplied per cleaning of one concession stand. Longmeadow High School Concession Stand & Wolf Swamp Concession Stand: VCT Tile = 400 sf +/- at each concession stand 22
SITE SPECIFIC SPREADSHEET Schedule of Custodial Duties FIRE D=daily, W=weekly, M=monthly, Q=Quarterly(every 3 months), A=annually(once a year) Offices/Rooms- all locations D W M Q A needed and remove trash to dumpsters. Empty recycling containers, replace liners as needed and remove to the appropriate paper recycling dumpster or bottle & can dumpster. Dust and spot clean horizontal surfaces of counter tops, desks chairs, tables, doors, door frames and wall decorations (See IFB 'Object' section for detail) vertical surfaces, including doors, door frames, around light switches and wall decorations Dust all ledges, moldings, and low reach areas Vacuum clean all exposed carpeted areas and floor mats including edges, corners and under easily moved furniture. Inspect carpets for spots and remove stains Dust mop all hard surfaced foors,damp mop any spills or stains Damp mop and buff all hard surface floors Vacuum curtains Clean interior doors Dust or vacuum all clean air diffusers Wash windows-inside only including pane framing Vacuum all upholstered furniture 2 2 2 23
Conference Room- all locations D W M Q A needed and remove trash to dumpsters Dust and spot clean horizontal surfaces of all chairs, tables, office equipment, doors, door frames and wall decorations vertical surfaces, including doors, door frames, around light switches and wall decorations Dust all chair and table legs, rungs ledges, moldings, and low reach areas Vacuum clean all exposed carpeted areas including edges, corners and under easily moved furniture. Inspect carpets for spots and remove stains Vacuum curtains Dust or vacuum all clean air diffusers Vacuum all upholstered furniture 2 2 Kitchen Area- all locations D W M Q A needed and remove trash to dumpsters Dust and spot clean horizontal surfaces of all counter tops, refrigerator and microwave exteriors vertical surfaces and around light switches Dust all horizontal surfaces of furniture, fixtures, equipment and accessories above 72 inches Dust mop all hard surfaced floors, damp mop any spills or stains Damp mop and buff all hard surface floors Dust of vacuum all clean air diffusers 24
Wash windows Vacuum all upholstered furniture 2 2 Entrance and Halls-all locations D W M Q A needed and remove trash to dumpsters Dust and spot clean horizontal surfaces of all chairs, tables, office equipment, doors, door frames and wall decorations vertical surfaces, including doors, door frames, around light switches and wall decorations Dust all chair and table legs, rungs ledges, moldings, and low reach areas Dust all horizontal surfaces of furniture, fixtures, equipment and accessories above 72 inches Vacuum clean all traffic areas and soiled carpeted areas. 2 Vacuum clean all exposed carpeted areas including edges, corners and under easily moved furniture. Inspect carpets for spots and remove stains Dust or vacuum all clean air diffusers Refill hand sanitizing machines in hallways Restrooms-all locations D W M Q A Empty all wastebaskets, damp wipe exterior of containers, replace poly liners as needed and remove trash to dumpster Complete cleaning and sanitizing of all toilets and toilet seats, floors, rubbish and sanitary napkin receptacles, vanities and countertops Refill all dispensers, soap, toilet tissue, paper towels, etc. Supplies to be provided at the expense of the owner. 25
Spot clean around dispensers and remove splash marks from walls around basins Clean and polish all mirrors and glass Dust door, door frame and closer Wash all partitions, tile walls, dispensers, and receptacles from trim to floor- add water to floor drain traps Sanitize interior of sanitary napkin receptacles Wash and sanitize exterior of all containers Wash all receptacles inside and out Dust mop or sweep floors thoroughly, wash and rinse using a germicidal detergent solution Dust or vacuum all air diffusers Carpet Care-all carpet locations D W M Q A Extract clean all carpeting 2 Sanitizing-all locations D W M Q A Sanitize all sink fixtures, door hardware, light switches, flat surfaces, stair rails, counters and tables, refill hand sanitizer dispensers 26