Title: Cleaning Services Date revised: 1/16/2017 Location: Spencer County Public Library Job Summary The Spencer County Public Library is approximately a 16,000 square foot one floor building. Floor treatment consists of carpeting, vinyl and tile. Janitorial service is required five (5) days a week and is to be done during the hours that the Library is closed. This may change to six (6) days a week once the new library facility is open and operating. Current Library hours are: 10:00 AM to 5:30 PM Monday, Wednesday and Friday. 10:00 AM to 8:00 PM on Tuesday and Thursday. 10:00 AM to 2:00 PM on Saturday. Future Library hours will be: 9:30 AM to 6:00 PM Monday, Wednesday. 9:30 AM to 8:00 PM on Tuesday and Thursday. 9:30 AM to 5:00 PM Friday 9:30 AM to 3:00 PM on Saturday. SCOPE OF WORK: This project involves the daily, weekly, monthly and quarterly full service cleaning of the Spencer County Public Library facility. QUALIFICATIONS: Any bidding Cleaning Service provider is agreeing that they meet the following minimum requirements: 1. Company is licensed to do business in the state of Kentucky. 2. Company should be of sound financial status. 4. Company shall have a minimum of two (2) years of documented experience. 5. Company shall be free of encumbering legal actions or firm history of judgments, claims and arbitration proceedings. 6. Company shall provide necessary insurance requirements as defined. A site visit at the Spencer County Public Library, 168 Taylorsville Road, Taylorsville, can be scheduled at anytime with the Director. The new library facility is currently under construction, but may be discussed in detail and visited when approved by the Project Manager and Site Supervisor. SUPPLIES: The Contractor shall provide all cleaning supplies (both chemical and paper) and equipment to adequately clean the buildings. The Contractor is directed to utilize cloth rags or towels to perform all cleaning with the exception of glass surfaces. At no time should any equipment or product provided by the Library be removed from the premises. Additionally, the successful bidder will provide any liners needed for their own use. 1
The Library shall provide the following: Toilet paper, paper towels, soap dispenser refills, can liners, urinal screens and deodorizer refills. The bidder must restock all containers appropriately and on a daily basis without waste of materials. EQUIPMENT: The Contractor shall provide all equipment necessary to perform the contracted work to current industry standards. The Contractor shall maintain all equipment in proper working order at all times. All equipment stored on the Library premises must be clearly marked with the Contractor s company name. All equipment including mops and mop buckets must be kept clean and odor free. WORK SCHEDULE: The cleaning time will be set by mutual agreement between all parties involved and may not be changed by the Contractor without expressed permission of the Director. BUILDING SECURITY: The Contractor or personnel of the Contractor are responsible for arming and disarming the alarm systems and unlocking and locking doors during the performance of this contract. The Contractor is responsible for any theft or tampering by their workers or during the period the workers are in the building. CONTRACT PERIOD: The anticipated contract period for this RFP is March 1, 2017 through June 30, 2018. The Spencer County Public Library reserves the right to renew for a second year at the proposal price. SUPERVISION: At least one member of the crew on site at all times must be considered the lead and be able to converse, read and write instructions and directives in English. A log book provided by the Contractor must be maintained at the site. The Director may require an on-site walk-through inspection to be attended by the Contractor s responsible personnel with proper notice. SUBCONTRACTING: No part of this contract may be subcontracted by the successful bidder without the expressed written permission of the Spencer County Public Library. By submitting a proposal each bidder agrees that each worker assigned to this contract is a direct employee of the named organization. 2
REFERENCES: All respondents must provide three references which will include any libraries currently cleaned and any other facilities within 50 miles of Taylorsville. The reference list shall include the company name, contact name, contact phone number, type of work done and the size of the facility. The contract will be made to the most qualified company whose proposal is deemed most advantageous. Any contract resulting from this RFP will be subject to the approved of the Spencer County Public Library Board of Trustees. This contract shall be for a period of twelve (12) months. Overview Cleaning supplies and equipment are provided by the contractor. Restock supplies such as soap, towels and toilet paper are supplied by the Library. Contractor agrees to notify the Asst. Director when supplies are low. Cleaning service employees are expected to be able to read and interpret labels on cleaning products and observe safe use and handling of cleaning products. Cleaning service employees should not enter the library except to perform their work and should not bring non-personnel or non-employee family members into the library during their contract work hours. Cleaning service employees are to secure the building when they leave the premises. Cleaning service employees are not to bother private areas such as desk tops, drawers, lockers, food or mail slots, nor should they use library computers, fax or telephones except as needed to perform their work. Cleaning service employees are not expected to tidy up after staff arranging papers, turning off computers, or washing dishes. Library management would expect and appreciate notification of building problems such as leaks or needed repairs. Walls, carpet, and upholstery in poor condition will be noted at the beginning of the contract period. Cleaning service employees will not be held responsible for existing spots and worn, damaged furniture or carpet stains. Library cleaning service is expected on days cleaning service employees are out sick or on vacation. Contractor will provide a task list and schedule of when the required specific cleaning tasks will be performed. This list will be kept in the Janitor s closet. 3
All work shall be performed after normal hours of Library operation and completed before opening. The Library staff may communicate with the janitorial crew by leaving special instructions in the janitor s closet. These requests require a response. A representative from the contractor must provide a cell phone number and email address for direct communication by the Director and be available for emergencies. Additional Duties The Library may request emergency cleanup from the janitorial contractor of blood-borne pathogens or human biohazard during or after normal library hours. The response time of the contractor will be no more than two hours. All responding emergency cleaning staff is required to be trained by the contractor in the cleanup and disposal of blood-borne pathogens and human biohazard. Documentation of this training must be provided upon request. An hourly price rate to be separate from the janitorial bid will be provided by the janitorial contractor. Equipment Requirements: Contractor will provide the following janitorial equipment at all times: Commercial type heavy duty upright vacuum cleaner Industrial type mop, wringer, and bucket Toilet plunger Non-cotton industrial type mop head for cleaning rough surface entrance tile Broom and dustpan Miscellaneous cleaning tools, supplies, dusters, cotton rags, cleansers, and cleaning products. The above equipment may be used at anytime by Library staff for emergency clean up within the Library. All janitorial equipment to be kept in good working order and replaced as needed. The Library will supply all needed paper products, soap and plastic trash liners to the janitorial stock room. The contractor shall provide all other needed cleaning supplies, disinfectants, and miscellaneous necessary supplies. The contractor shall at no time use the Library paper supplies for general cleaning purposes. QUALITY STANDARDS 1. Frequency: Frequency requirements are minimum requirements. All tasks to be performed as frequently as specified and as needed to maintain a clean condition. For example, tasks that are designated are to be performed at each visit. 4
2. General Standards: The achievement of the desired standard of cleanliness will result in an almost complete absence of visible soil. In order to maintain the facility in this condition, Contractor will remove any visible soil which is found as a result of inspection. For purposes of definition, absence of visible soil shall be as follows: A. Absence of dust on horizontal and vertical surfaces of floors, walls, ledges, furniture and equipment. B. Absence of litter and trash on floor and horizontal surfaces. C. Absence of finger marks, spots and soil build-up on walls, partitions, doors, dividers, etc. D. Absence of encrustation, soil, and wax build-up on floors, particularly in corners, along baseboards, around door jambs, and around furniture and equipment legs and bases. E. Absence of soil, scale and stain on restroom fixtures, drains, taps, faucets, soap dispensers, paper dispensers, stalls, mirrors, ledges and drinking fountains. F. Absence of soil, stain and scale on restroom floors and baseboards. Tile and grout maintained free of stain and buildup. G. Absence of dust, lint and litter on upholstered furniture. H. Absence of soil, litter, dust and encrustations on furniture and equipment surfaces and legs. I. Absence of soil, litter, dust, and encrustation in wastebaskets, and trash containers. J. Absence of marks, spots, stains and streaks on glass and mirrors. K. Absence of soil and dust on window blinds, shades, sills, frames and ledges. L. Absence of other visible soil and cobwebs on horizontal surfaces, including ceilings. M. Absence of trash in building. N. Absence of soil, litter, debris and spots on all carpets, mats, and floors. 3. Damp mopping: Floors shall be free of streaks, mop strand marks, and skipped areas. Walls, baseboards, and other surfaces shall be free of splash stains and markings from the equipment. 5
4. Solid waste collection: All solid waste in the building shall be collected and removed to designated disposal areas. Trash collection by the city is early a.m. on Thursday. Contractor shall set the trash cans out to the curb for Thursday pick up. 5. Wet mopping: Floors shall be free of streaks, mop strand marks, and skipped areas. Walls, baseboards, and other surfaces shall be free of splash stains and markings from the equipment. Mops and buckets will be emptied and thoroughly rinsed immediately after use in restrooms and before use in any other area. 6. Spot cleaning: Smudges, marks or spots shall be removed without causing discoloration of the surface. 7. Dusting: Corners, crevices, moldings, and ledges shall be free of dirt, debris, and dust. Furniture will be dusted around computers. 8. Furniture moving: When necessary for the Contractor to move furniture and furnishings, it will be done with extreme care and furniture returned to original positions. 9. Graffiti removal: Graffiti shall be removed with the mildest cleaning agent possible. Contractor shall provide cleaning staff with a series of progressively stronger graffiti removal agents, and cleaning staff shall use the agents in series, progressing from mildest to strongest, stopping when graffiti is removed. Graffiti which cannot be removed without damage to the underlying finish shall be reported immediately to the Contract Manager. 10. Janitor s Closets: Janitorial areas shall be maintained in a clean, orderly and safe condition at all times. 11. Contractor s Equipment: Contractor s equipment shall be stored only in the Janitorial Closets. Equipment shall be stored in a clean, orderly and safe condition. 12. Materials and Equipment: The Contractor shall use cleaning products and equipment which are effective and safe for fixtures, furnishings, and finishes in their particular applications. The Contractor is to select an alternative cleaning product or piece of equipment if the use of that particular product or piece of equipment is ineffective or tends to cause damage to or deterioration of fixtures, furnishings, or finishes in the use being made of it. Cleaning products should be in clearly marked containers. 13. Level of care: Contractor shall exercise due care at all times to ensure that cleaning products and practices do not cause damage to finishes, furnishings, or fixtures. Contractor shall restore to good condition any items damaged from lack of due care by Contractor employees. 6
FINANCIAL RESPONSIBILITY PROVISIONS GENERAL GUARANTY: Contractor agrees to: (a) Save the Library, its agents, and employee harmless from liability of any nature or kind for the use of any copyrighted or uncopyrighted composition, secret process, patented or unpatented invention, article, or appliance furnished or used in the performance of the contract which the Contractor is not the patentee, assignee, licensee, or owner; and (b) Protect the Library against latent defects in materials or workmanship and to repair or replace any articles damaged or marred in transit or during delivery; and (c) Pay for all permits, licenses, and fees and give all notices and to comply with all laws, ordinances, and rules of the City of Taylorsville and the State of Kentucky. WARRANTIES: Unless otherwise specified, the Contractor shall unconditionally guarantee the materials and workmanship on all equipment furnished by Contractor for a period of one year from date of delivery and installation if required unless otherwise specified in the specifications. If within the guarantee period, any defects or signs of deterioration are noted which, in the opinion of the Library, are due to faulty design and installation, workmanship, or materials, the Library shall notify the Contractor. At the Contractor s expense, the contractor shall repair or adjust the equipment or parts to correct the condition, or replace the part or entire unit to the complete satisfaction of the Library. INSURANCE: At the Contractors expense, the Contractor shall secure and maintain in effect throughout the duration of this contract, insurance of the following kinds and limits to cover all locations of the Contractor s operations. The Contractor shall furnish Certificates of Insurance to the Library before starting the project or within ten (10) days after the execution of the contract, licensed to do business in the State of Kentucky. The lowest responsive, responsible bidder will be required to provide an acceptable certificate of insurance prior to a recommendation of award. The limits for the insurance required shall provide coverage for not less than the following amounts, or greater where required by law. (A) Commercial General Liability: Coverage to include Premise/Operations, Products/Completed Operations, Independent Contractors, Broad Form Property Damage, Contractual and Personal Injury. Limits: General Aggregate $2,000,000.00 Products/Completed Aggregate $1,000,000.00 Each Occurrence $1,000,000.00 Personal Injury $1,000,000.00 Coverage is to be written on an occurrence basis. Cover all claims arising out of the Contractor s operations or premises, Subcontractor s operations or premises, anyone directly or indirectly employed by the 7
Contractor or Subcontractor and the Contractor s obligations under indemnifications under this Contract. (B) Professional Liability: Per Project Aggregate $1,000,000.00 Cover all claims arising out of the Consultant s operations or premises, Subconsultant s operations or premises, anyone directly or indirectly employed by the Consultant of Subconsultant, and the Consultant s obligations of indemnification under this Contract. (C) Worker s Compensation: Shall be in accordance with the provisions of the laws of the State of Kentucky, for all employees at the site of the project, and in case work is sublet, the Contract shall require each Subcontractor similarly to provide this insurance. In case employees are engaged in work under this contract and are not protected under the Worker s Compensation, the Contractor shall provide, and shall cause each subcontractor to provide, adequate and suitable insurance for the protection of employees not otherwise provided. (D) Comprehensive Automobile Liability: Coverage to include all Owned, Hired Non-owned vehicles, and/or trailers and other equipment required to be licensed. Limits: Combined Single Limit $1,000,000.00 The Contractor understands and agrees that any performance bond or insurance protection required by this contract or otherwise provided by the Contractor, shall in no way limit the responsibility to indemnify, keep and save harmless, and defend the Library as herein provided. INDEMNIFICATION: The Contractor shall indemnify, hold harmless and defend the Library, its trustees, officers, employees, and its agents from any and all claims, suits, actions, costs, and fees, including reasonable attorney s fees, of every nature or description arising from, growing out of, or connected with the performance of this contract, or because of any act or omission, negligence, or misconduct of the Contractor, its employees and agents, or its subcontractor(s). Such indemnification shall not be limited by reason of the enumeration of any insurance coverage herein provided. CERCLA INDEMNIFICATION: The Contractor shall, to the maximum extent permitted by law, indemnify, defend, and hold harmless the Library, its officers, employees, agents, and attorneys from and against any and all liability, including without limitation, costs of response, removal, remediation, investigation, property damage, personal injury, damage to natural resources, health assessments, health settlements, attorneys fees, and other related transaction costs arising under the Comprehensive Environmental Response, Compensation, and Liability Act (CERCLA) of 1980, 42 U.S.C.A. Sec. 9601, et seq. as amended, an all other applicable statutes, regulations, ordinances, and under common law for any release or threatened release of the waste material collected by the Contractor, both before and after its disposal. 8
ASSIGNMENT/TERMINATION/DEFAULT ASSIGNMENT: Assignment of this contract or any part thereof, or any funds to be received there under the Contractor shall be subject to the approval of the Spencer County Public Library. TERMINATION OF CONTRACTS: Contracts will remain in force for full periods and until all articles ordered before date of termination shall have been satisfactorily delivered and accepted and thereafter until all requirements and conditions shall have been met, unless: (a) Terminated prior to expiration date by satisfactory deliveries of entire contract requirements. (b) Extended upon written authorization of the Director and accepted by Contractor, to permit ordering of unordered balances or additional quantities at contract prices and in accordance with contract terms. DEFAULT: The contract may be cancelled or annulled by the Spencer County Public Library Board of Trustees in whole or in part by written notice of default to the Contractor upon non-performance or violation of contract terms. Upon receipt of such notice, the Contractor shall have seven (7) days within which to cure any default or violation. If the default or violation is not cured within the specified time an award may be made to the next lowest Bidder, or articles specified may be purchased on the open market. In either event, the defaulting Contractor (or his surety) shall be liable to the Library for costs incurred by the Library in excess of the defaulted contract prices. However, the Contractor shall continue the performance of this contract to the extent not terminated under the provisions of this clause. PRICE TA EEMPTION: Sales to the Spencer County Public Library are exempt from state and local retailers occupation tax, state and local service occupational tax, use tax, and service. Our Federal Tax Exemption Identification No. is 61-6012573. Our Ky. State Tax Exemption Number is D1523 9
Entrance Clean entry glass (less than 6 high) Sweep floor Damp Mop Floor Wet Mop Floor Scrub Floor Vacuum Carpets, Mats, and Runners Dust Horizontal Surfaces (less than 6 high) Dust Horizontal Surfaces (more than 6 high) Dust Vertical Surfaces (less than 6 high) Dust Vertical Surfaces (more than 6 high) Damp wipe vertical surfaces doorframes shelves Spot Clean interior glass Empty interior trash cans Empty exterior trash cans Change can liner when emptied Weekly M-W-F Monthly Public and staff rest rooms (4) Weekly M-W-F Monthly Clean and sanitize toilets and urinals Clean and sanitize sinks, mirrors, and counters Spot clean partitions Clean partitions Clean walls Sweep floors Mop & Sanitize floors Scrub floors Empty trash cans and sanitary receptacles Administrative Suite/ Offices/Break Room Vacuum carpets, mats, and runners Damp wipe meeting room table Vacuum upholstered chairs Dust horizontal surfaces (less than 6 high) Dust horizontal surfaces (more than 6 high) Damp wipe horizontal surfaces (including vinyl chairs) Weekly M-W-F Monthly Dust Vertical Surfaces (less than 6 high) Dust Vertical Surfaces (more than 6 high) 10
Weekly Monthly Damp wipe vertical surfaces cabinets/refrigerator Clean sink and microwave Spot clean interior glass Empty trash cans & wipe down outside can Empty recycling containers/when applicable Change can liners Dust behind computers Community Room, Maker Space Frequency Vacuum carpets, mats, and runners M-W-F Wipe Sink Clean if Necessary Spot clean glass walls Empty trashcans, change liners Empty recycling containers/when applicable Weekly Damp wipe horizontal surfaces (including vinyl chairs) All Library Areas Dust wooden doors and damp wipe metal kick plate Weekly Weekly Public Areas / Stacks / Study Rooms / Weekly Biweekly Monthly Genealogy Room / Computer Labs Dust available workstation surfaces Damp wipe tables Vacuum carpets, mats, and runners Vacuum upholstered chairs Dust horizontal surfaces (less than 6 high) Dust horizontal surfaces (more than 6 high) Dust Wooden Surfaces in Genealogy with safe wood cleaner Dust vertical surfaces (less than 6 high) including doors Dust vertical surfaces (more than 6 high) Damp wipe vertical surfaces Spot clean glass display, glass walls Dust behind computer Empty trash cans and wipe down outside of can Change liner -As needed As needed Empty recycling containers/when applicable 11
Meeting Room Vacuum carpets, mats, and runners Spot clean interior glass Empty trash, change liners, wipe down outside of cans Empty recycling containers Damp wipe horizontal surfaces (including vinyl chairs) Children s Activity Room & Children s Area Vacuum carpets, mats, and runners Spot clean interior glass Dust mop floors Empty trashcans, change liners Monthly Frequency Monthly M-W-F Damp wipe horizontal surfaces (including vinyl chairs) Wipe down vertical Surfaces Including Doors Weekly Clean sink Closets and Storage Areas Clean sink if necessary Empty trashcans, change liners Empty recycling containers Sweep floors Bi-weekly Outside Frequency Monthly Vacuum carpets, mats, and runners Spot clean glass Sweep walk five feet from door Empty trashcans, change liners Damp wipe benches, Book drop, & top of trashcan at entry Clean ash tray weekly Take Garbage cans to curb Wed Night Return Garbage cans to holding area Thursday Clean Out Garbage Cans Quarterly All jobs are to be done on schedule and may need to be done as needed due to accidents and programing changes. 12