Salt Lake City Corporation
Request for Proposal, RFP No. RFP12033
JANITORIAL SERVICES AT CITY BUILDINGS,
GROUP 1
Facility Services Division
Specification No. SS092, Contract No. 07-1-12-5834, Rev. May 8, 2012/gb/jm
INFORMATION & REQUIREMENTS
I.
OBJECTIVE Salt Lake City Corporation (the "City"), is soliciting competitive sealed
proposals from qualified contractors to provide janitorial services at the following City
buildings and facilities for the City’s Facilities Division.
Building
Address
City & County Building
451 South State Street
Fleet, Streets & Sanitation Facilities
1990 West 500 South
600 S. Complex
210 to 260 East 600 South
Sorenson Unity Center
1383 South 900 West
During the term of the resulting agreement the City reserves the right to add additional
buildings and facilities to the above list, or to remove buildings and facilities from the list. The
City reserves the right to modify services as requirements change during the course of the
agreement.
See attached Attachment 3, Sample Agreement and its exhibits for a complete description of
contract terms and conditions, and service requirements.
II.
BACKGROUND. It is the City’s intent to contract with a qualified janitorial service provider to
provide a quality janitorial maintenance service program at each facility listed. Such services will
encompass furnishing sufficient and appropriate labor, materials, supplies, equipment, and
supervision for the performance of the work. The selected contractor will be expected to
consistently provide best quality services so that facilities are uniformly clean, hygienic, orderly,
and provide a clean and attractive environment for employees, citizens, and visitors. Variations in
user traffic, building renovation work, weather conditions and other uncontrollable and
unpredictable factors will determine the actual frequency requirements necessary to maintain City
standards.
In the past the City has done individual solicitations and contracts for each of its
buildings/facilities. The City has determined that it is in its best interest to combine services at
the various buildings under two service contracts (referred to as “Group 1” and “Group 2”).
The decision to group buildings and facilities under two contracts is based on the City’s desire
to more effectively manage janitorial services at multiple locations and to reduce administrative
costs. It is also anticipated that contractors awarded contracts will be able to better manage
costs for mandated insurance coverage, Green Cleaning requirements, and provide economies
of scale cost benefits.
Because of the increased complexity of service requirements at multiple facilities the City is
using a Request for Proposal (RFP) format instead of a Bid format. The RFP format will
provide the City greater flexibility in obtaining best services for best prices. Under the RFP
format a party interested in submitting a proposal will be referred to as “offeror” or “proposer”
instead of “bidder.”
III.
GREEN CLEANING (Also known as Healthy and High Performing Cleaning HHPC)
The City’s Green Cleaning Janitorial Standard is attached to the Sample Agreement (see
Exhibit “D”). The City has adopted the Green Cleaning Janitorial Standard for all of its
buildings and facilities. All services included in this RFP must meet Green Cleaning janitorial
standards and requirements.
The purpose of Green Cleaning is to promote productivity and health by improving indoor air
quality and reducing exposure to harmful chemicals, allergens and contaminants. Such
chemicals frequently contain agents associated with cancer, reproductive disorders, respiratory
ailments, eye or skin irritation, and other health conditions. Some cleaning and industrial
chemicals may have an adverse effect to drinking water, wastewater and storm water which
impacts streams, rivers and lakes as well as plants and wildlife. Green Cleaning promotes the
use of less toxic or non-toxic cleaners.
The City’s Green Cleaning Custodial Standard requires of the selected janitorial contractor that
they have comprehensive employee training programs for cleaning product safety, use, storage
and disposal including paper and plastics, and sustainable cleaning procedures. It also requires
a quantifiable Quality Assurance (QA) program which includes frequent customer surveys
(City personnel and others using the facilities). The purpose of these requirements is to provide
accountability, verification documentation, and performance measurement for sustainable
janitorial operations. Green Cleaning encompasses all indoor activities typically required to
clean commercial, public and industrial buildings. Maintenance of exterior areas such as
parking lots, grounds or picnic areas is excluded from the policy with the exception of areas
directly outside building entryways.
In general the City’s Green Cleaning program is based on the following standards:

Salt Lake City Facilities Services “Green Cleaning Janitorial Standard” as per the
attached Sample Agreement, Exhibit “D”;

United States Green Building Council’s (USGBC’s) Leadership in Energy and
Environmental Design (LEED) – Existing Buildings Criteria, located at the web site
www.usgbc.org and;

ASTM’s E-1971 Standard Guide on Stewardship for Cleaning Commercial and
Institutional Buildings, located at the web site www.astm.org
Page 2 of 86
IV.
GENERAL SERVICE INFORMATION. The selected contractor will be required to provide
all required cleaning equipment and supplies such as mops, buckets, vacuuming and polishing
equipment, floor finishes, polishes, cleaners and related material and all required consumable
supplies including, but not limited to towels, toilet tissue, hand soap, deodorizers, sanitary
napkins and trash can liners. Estimates of consumable supplies usage stated below are for
proposal information purposes only. No guarantee of the actual supply requirement is implied
or expressed by this solicitation. Supply requirements will be determined by actual need and
will be the responsibility of the janitorial contractor. Services and supplies will be required at
the following locations.
City & County Building
Number of Floors: 5
Gross Square Footage: 158,670
Type of Facility and typical space: City Offices, Office Space, Conference Rooms, Art
Displays, Break rooms
Hours of Operation: Monday, Wednesday and Friday, 6:00 a.m. – 6:00 p.m.
Tuesday and Thursday are City Council and other meeting nights, 6:00 a.m. – 10:00 p.m.
Notations: The City & County Building is a historical site and contains many historical
items which require special janitorial treatment and methods.
Supplies: Monthly quantity, estimated
5 cases of Roll-master toilet paper
16 cases of folded paper towels
2 cases of toilet seat covers
3 gallons hand soap
Replacement trash can liners (small, medium and large) approximately 300 employees
Fleet, Streets and Sanitation Facilities
Number of Floors: 1
Gross Square Footage: 85,121
Hours of Operation: Monday – Friday 8:00 a.m. – 5:00 PM
Type of Facility: Sanitation and Fleet Maintenance Facility (offices & maintenance shops –
includes several buildings)
Notations: Only office space, restrooms, break rooms, hallways and streets bays will be
covered under the resulting agreement – Fleets shop area will not be coved with the
exception of the wash fountains, restroom, and shop office.
Supplies: Monthly quantity, estimated
3 cases of Roll-master toilet paper
3 cases of folded paper towels
3 gallons hand soap
Page 3 of 86
600 South Complex
Number of Floors: 1
Gross Square Footage: 14,265
Type of Facility: City Offices
Hours of Operation: 7:00 a.m. – 7:00 p.m.
Notations: The complex includes the following areas.
1.
Youth and Family Offices (210 E. 600 South): offices and restrooms cleaned as described
on service schedule, after 6 p.m.
Compliance Offices (212 E. 600 South): dispatch room, offices, conference room,
restrooms and lobby cleaned as described on service schedule, after 6 p.m.
Traffic Control (260 E. 600 South): the control room, offices, conference room, restrooms
and hallway. Once a week accomplished between Friday 7:00 p.m. and Sunday 10:00 p.m.
Facilities Services (248 E. 600 South.) Once a week as described on services schedule.
Supplies: Monthly quantity, estimated
3/4 case of toilet paper
3/4 case of folded paper towels
1.25gallon hand soap
1/2 case of toilet seat covers
Sorenson Unity Center
Number of Floors: 1
Square Footage: 24,000
Type of Facility: Multi Use, Office Space, Class rooms, Exercise Room, Theater
Hours of Operation:
Monday through Friday 6 a.m. through 9:00 p.m.
Saturday
8 a.m. through 5:00 p.m.
Sunday
1 p.m. through 5:00 p.m.
Notations: Portion of the facility is leased to others (e.g., Dental and Day Care). City’s
janitorial contractor shall clean all areas except those excluded on the service schedule.
Supplies: Monthly quantity, estimated
2 cases of toilet paper
3 cases of paper towels
2 cases of foam soap
1 case of toilet seat covers
The City has the following Management Requirements:
 One (1) Lead Worker for every four (4) Janitors.
 One (1) Supervisor for every three (3) Lead Workers.
 One (1) Resident Manager for every three (3) Supervisors
 Emergency response time is 1 hour for a telephone response and a three (3) hour
physical response time.
Page 4 of 86
V.
INSURANCE REQUIREMENTS
Offerors should review the required insurance coverage and notice of policy cancellation
requirements that will be part of the resulting contract(s). Such insurance information is
provided under Paragraph 4 of the Sample Agreement. Proposed pricing must include
associated insurance costs. The selected offeror will be required to provide insurance
certificates meeting all requirements at the time of notification of conditional award.
VI.
PRE-PROPOSAL SITE TOURS and CONFERENCES
Site tours for the buildings specified shall be conducted on Thursday, May 17, 2012 starting
at 9:00 AM and will continue back to back until completed. Anticipated schedule shall be as
follows:
Time
Building
Address
9:00 AM – Meet at 2nd floor guard station.
City & County Building
451 South State Street
Approx. 10:00 AM
600 S. Complex
210 to 260 East 600 South
Approx. 10:45 AM
Fleet, Streets Facilities
1990 West 500 South
Approx 11:45 AM
Sorenson Unity Center
1383 South 900 West
Interested offerors should be in attendance. FAILURE TO INSPECT THE JOB SITES
SHALL BE AT THE OFFEROR'S OWN RISK.
Offerors are advised that there shall be a short pre-proposal conference held before each site
tour for the exchange of questions and answers between potential offerors and City personnel.
The purpose of these conferences shall be to clarify any questions regarding these
specifications and unique characteristics of each site. If necessary, following the site tours, a
written addendum shall be issued to all offerors. Questions not submitted prior to or at the site
tours may not receive a written response.
VII.
PROPOSAL SUBMISSION

Sign and return the Proposal Response Cover Sheet (ATTACHMENT 1). The form must
be signed by a company representative authorized to bind the offeror contractually.

Submit all required information as outlined in the Proposal Content & Evaluation
Criteria section of ATTACHMENT 1.

Submit original proposal and five (5) proposal copies in a sealed envelope or other sealed
container.

Mark envelope or container with RFP Number and submission deadline date.

Submission Deadline: 3:00 pm, Thursday, June 7, 2012. Proposals received after the
3:00 pm deadline will be placed in the file unopened and will not be considered.

Submit to the address shown on the Proposal Response Cover Sheet (ATTACHMENT 1).
Page 5 of 86
NOTE: Proposals will be opened in a manner preventing disclosure of proposal respondents
and the contents of the submissions. Proposals will then be sent to the City-appointed
selection committee for evaluation.
Even after an offeror is selected for award, no information regarding the proposals will
be made public until contract negotiations have been completed and a formal contract
has been awarded. When the formal contract has been awarded, the name of the
company awarded the contract will be listed on our website and can be accessed by
going to www.slcpurchasing.com, proceeding to the SLC Bids and Proposals - New
system (BidSync) link, and then searching for the applicable RFP.
VIII. ADDITIONAL INFORMATION
The City’s designated contact person for questions or additional information concerning the
services specified in this Request for Proposal, or for additional information concerning
Request for Proposal procedures and regulations (i.e., submission deadline, forms required,
etc.), or Americans with Disabilities (ADA) accommodations, is Jerilyn Midthun in the
Purchasing and Contracts Management Division: telephone (801) 535-6446; TDD (801) 5356021; FAX (801) 535-6638; e-mail (jerilyn.midthun@slcgov.com).
All questions requesting clarification or interpretation of any section or sections of this
specification can be submitted in writing or at the pre-proposal site tour. Offerors are
encouraged to submit questions on-line through BidSync.
(Access the RFP at www.slcpurchasing.com,
select “BidSync” link, click on the RFP name,
click on supplier log-in at the bottom of screen)
If questions prompt the need for changes to the specification, the City will issue a written
addendum to the original specification.
Any Q & A information and/or written addendums issued by the City shall be available for
interested offerors to view through BidSync. Go to www.slcpurchasing.com and click on the
BidSync link, then search and click on the applicable RFP. All Q & A information and
addendums will be contained in the “Bid Packet”. It is the responsibility of the offeror to view
and/or download Q & A information and addendums prior to submission of their proposal.
IX.
REGISTER FOR NOTIFICATION OF RFP OR BID ADDENDA
It is the bidder/offeror’s responsibility to register for notification to receive any changes, corrections,
question/answer documents, and addendums issued for RFB (bid) or RFP (proposal) documents.
To receive notification of question/answer documents and addendums added to a current Bid or RFP
the bidder/offeror must complete a one-time registration by providing their company information
through BidSync at www.bidsync.com. Once registered, bidder/offeror can select (click on) any Bid
or RFP project listed on the City web site or the BidSync web site, log-in, download the project
documents, and request to be on the notification list for that project. Failure to register and log-in to
a Bid or RFP for documents and notifications constitutes an automatic waiver of bidder’s/offeror’s
right to receive a direct notification of any changes, corrections or addenda for a Bid or RFP.
Page 6 of 86
ATTACHMENT 1
Proposal Response Cover Sheet
RFP No. RFP12017
PROPOSAL FOR JANITORIAL SERVICES AT CITY
BUILDINGS, GROUP 1
TO:
Use this address for all U.S. Postal Service:
Salt Lake City Corporation
Chief Procurement Officer
Purchasing & Contracts Division
P.O. Box 145455
Salt Lake City, Utah 84114-5455
For express courier or hand delivery, use:
Salt Lake City Corporation
Chief Procurement Officer
Purchasing & Contracts Division
451 South State Street - Room 238
Salt Lake City, Utah 84111
The undersigned, having carefully read and considered the Request for Proposal to provide
JANITORIAL SERVICES AT CITY BUILDINGS, GROUP 1 for the Facility Services Division,
does hereby offer to perform such services on behalf of the City in the manner described and subject to
the terms and conditions set forth in the attached proposal. Services will be performed at the rates set
forth in said proposal.
OFFEROR
Company Name: _________________________________________________________________
Doing business as: [ ] an individual [ ] a partnership [ ] a corporation [ ] a limited liability
company (mark appropriate box), duly organized under the laws of the State of _________________.
BY: ______________________________________
(Signature of authorized representative)
____________________________________
(Please Print or Type Name)
PRINCIPAL OFFICE ADDRESS:
Street Address _____________________________________________________________________
City ________________________________________________ County ______________________
State ________________________________________________ Zip Code____________________
Telephone (
)
FAX (
)
_
Email Address ____________________________________________________________________
TAXPAYER IDENTIFICATION NUMBER:
Employer I.D. No. ______________________
(Corporation or Partnership)
OR
Social Security No. _____________________
(Individual)
ALL PROPOSALS MUST INCLUDE THIS COVER SHEET & THE PROPOSAL
CONTENT & EVALUATION REQUIREMENTS LISTED ON THE NEXT 7 PAGES
Page 7 of 86
PROPOSAL CONTENT & EVALUATION CRITERIA
JANITORIAL SERVICES AT CITY BUILDINGS, GROUP 1
Instructions: When preparing proposals, reply to each of the following proposal content and
evaluation criteria in the order listed. Please restate each numbered point listed below followed
by your response in full, narrative sentences and provide any requested materials.
I.
QUALIFICATIONS
A.
A statement of the company’s experience and qualifications to meet the requirements of
the City as outlined herein. Include a general overview and history of your company,
number of years in business, number of employees, corporate headquarters location,
type of business, names of the company’s chief officers (include an organizational chart
if possible), and where you do business. Offerors may include an annual report or
statement of finances, if available, but it shall not substitute for the written narrative
requested for this item.
B.
Identify proposed staff members who would be involved in providing the services
requested herein and submit statements or resumes detailing their qualifications. Your
proposal should include information on levels of training received by each staff member
and detailed descriptions of their involvement with projects of similar or identical
scopes.
C.
Detail your company’s experience in providing the services requested herein for similar
customers of similar size, with dates of performance and/or completion, customer name,
contact person, and telephone number(s). By providing such references you agree that
neither the City nor the clients referenced shall have any liability regarding the
provision of such references or the City’s use of such references in making selections
under this request for proposal.
D.
Describe your company’s experience with Green Cleaning and related programs such as
the United States Green Building Council’s “Leadership in Energy and
Environmental Design” (LEED).
E.
Is your company currently involved in arbitration or litigation for any reason? If so,
please elaborate.
F.
Has your company, or any of your proposed sub-contractors, ever filed for
reorganization or bankruptcy? If so, please provide dates and resolution.
G.
Identify any of the work that you intend to subcontract to others and identify the
proposed subcontractors including names, specific assignments, and the qualifications
of the subcontracting firm and its key personnel.
H.
In addition to the information and qualifications specified above, identify any special
knowledge or skills provided by your firm that may be related or helpful to the services
requested herein.
Page 8 of 86
II.
PROPOSED APPROACH TO PROJECT
A.
A statement of your understanding of the services required and a general description of
your proposed approach to the scope of services.
B.
A detailed work plan outlining each required task necessary for ongoing
implementation of the services.
C.
A detailed description of how janitorial employees will be supervised. Include a
description of supervision to be provided at each site. Include a description of how
supervisors are managed. For each building, identify the number of janitors, Lead
Workers, Supervisors and Resident Manager. Describe whether any Supervisors or
Resident Managers have responsibility for or cover more than one City building.
Keep in mind the City’s management requirements outlined on page 26 of this RFP.
D.
A detailed description of training provided to employees and supervisors.
E.
Describe and/or provide photographs of uniforms bearing company name/logo and
employee name badges that would be worn by employees. Additionally, provide an
example of the employee identification badges that will be worn.
F.
Transition.
1.
Provide a detailed description of a proposed transition plan for the assumption of
services at the various facilities. Include descriptions of how daily, weekly,
quarterly, and annual service frequency requirements stated in the Service
Schedules attached to the Sample Agreement will be implemented.
NOTE: There is the option of having services commence in a staggered
sequence. That is, the selected contractor may commence service at the City &
County Building and not start work at other facilities until later dates on a staged
basis. Include comments as to the desirability of this approach vs. having
janitorial service commence at all locations simultaneously.
2.
If awarded this contract, the City request that on the last day of the term of the
contract that the contractor shall leave in the possession of the City at least a 1week supply of paper products on the premises of each facility, to ensure that
adequate supplies are available through a transition period to the next contractor.
This includes toilet paper, restroom paper towels, and toilet seat covers.
a. State whether you are in agreement with the statement above or provide any
alternative approach to this need of the City.
b. Would the cost to provide these supplies at the end of the agreement term be
included in your monthly fee or you would you charge the City extra to
fulfill this request? If it is extra, state how costs would be calculated?
G.
Provide a sample of an inspection report/check list proposed for used by both the City
and the Contractor’s supervisor(s) or inspectors. (Exhibit “C” provides a sample that
Page 9 of 86
offeror may use or propose an alternate report). In addition, include a description and
sample of problem resolution procedures and reports.
H.
Provide a list of equipment that would be used at each facility. Green Cleaning service
requires that the equipment meets current LEED requirements. Describe whether
equipment will be stored on location or moved around.
*Note: City owns an auto-scrubber which is expected to be used at the Fleet, Streets and
Sanitation facilities. This is also available for use at other City facilities under
the resulting agreement, if needed.
I.
Provide a complete list of cleaning materials and supplies that would be used including
brand names and estimated quantities. The City may require samples of products offered.
J.
In addition to the specific service proposals specified above, identify and/or recommend
any additional or innovative services provided by your company that may be related to
or helpful to a comprehensive janitorial program. If there is a better way for the City to
package or define the services that it has requested herein in order to obtain better
pricing and/or service by making it easier for the selected contractor, please explain
what modifications would be necessary to achieve such better pricing and/or service.
NOTE: See the Green Cleaning Janitorial Standard attached to the Sample Agreement as
Exhibit “D” for a more complete description of Green Cleaning requirements.
III.
PROPOSED FEES
Proposed fees must include all costs associated with the performance of the services specified, including
materials, equipment, supplies, mat service, supervision, labor, insurance, transportation, delivery, fuel
or other surcharges, demurrage, and related costs. Charges not listed in the RFP response will not be
allowed. All prices and fees must be in U.S. dollars.
A.
Monthly Service fees. Provide a monthly fee for the Janitorial Services as specified in Exhibit
A - Scope of Work, and Exhibit D - Green Cleaning Janitorial Standard, including all service,
equipment, supplies and related costs at each of the buildings/facilities listed in the table below.
Green Cleaning
Building
Monthly Fee
1.
City & County Building
$ _________________
2.
Fleet/Streets Facility - all areas
$ _________________
3.
600 South Complex (itemize areas below)
Youth & Family
$ _________________
1.
Compliance
$ _________________
2.
Facilities Services
$ _________________
3.
Transportation
$ _________________
4.
Sorenson Unity Center
$ __________________
GRAND TOTAL $ ___________________
Page 10 of 86
B.
Provide a dollar amount for each location that could be backed out of the monthly fees above,
should the City decide to contract directly with a mat service company excluding this as a
responsibility of the janitorial contractor.
City & County Building
$ _________________
Fleet/Streets Facility
$ _________________
600 South
Youth & Family
$ _________________
4.
Compliance
$ _________________
5.
Facilities Services
$ _________________
6.
Transportation
$ _________________
Sorenson Unity Center
C.
$ _________________
Provide a cost analysis or breakdown of the above offered fees, for EACH building. Use the
format/table below or you may use your own form as long as it includes at least the following
information.
COST ANALYSIS FOR THE ________________________ BUILDING
1.
Direct Labor
$ ____________
2.
Vacation/Sick Leave
______% of Direct Labor
$ ____________
3.
Payroll Taxes & Ins.
______% of Gross Labor
$ ____________
4.
Worker’s Comp Ins.
______% of Gross Labor
$ ____________
5.
Uniforms
______% of Direct Labor
$ ____________
6.
Cleaning Supplies
______% of Direct Labor
$ ____________
7.
Cleaning Equipment
______% of Direct Labor
$ ____________
8.
Mat Service
______% of Direct Labor
$ ____________
9.
Employee Welfare &
Training
______% of Direct Labor
$ ____________
10.
Management &
Supervision
______% of Total Cost
$ ____________
11.
Contribution
______% of Total Cost
$ ____________
TOTAL MONTHLY COST $ ____________
Page 11 of 86
D.
Provide a detailed listing and price information for extra janitorial services should the City
request them on an as-needed, one-time, temporary, or limited term basis. Include the items
listed in the table below and any other services your company offers.
Service Description
Regular Janitorial Services:
Hourly rate per person on work
assignment.
Price
Supervisor
$____________/ per hr.
Cleaning Person $____________/ per hr.
Other ________ $____________/ per hr.
Upholstery Cleaning (couches, chairs,
wall panels)
$______________/ per ________
Power wash City & County Building
entry steps or other facility entryways.
$______________/ per ________
Weekly Mat Service
The pricing in this section (III-D) for weekly
mat service is only for "add on" or temporary
services.
3 x 4 $ __________ / per mat/per wk
3 x 5 $ __________ / per mat/per wk
3 x 6 $ __________ / per mat/per wk
4 x 6 $ __________ / per mat/per wk
3 x 10 $ __________ / per mat/per wk
Consumable supplies
Paper Towels
Toilet Paper
Hand Soap
Toilet Seat Covers
On-call or floating Day Porter services
as needed
$ ______________per case of ____
$ ______________per case of ____
$ ______________per case of ____
$ ______________per case of ____
$______________/ per ________
Any other services offered:
$______________/ per ________
$______________/ per ________
E.
On-call carpet cleaning not already included under carpet cleaning requirements specified in the
Service Schedules. Rates for carpet cleaning shall include all costs for required equipment,
materials, supervision and labor required to perform the specified task.
Cleaning Method
(Note: Bonnet cleaning is NOT a City approved method)
Price per square foot
Water extraction method
$ ___________________
Page 12 of 86
IV.
OTHER REQUIRED INFORMATION & MATERIALS
A.
Exceptions. If you have any exceptions to any of the terms, conditions, or
requirements of this Request for Proposal or the attached Sample Agreement they
must be identified and included as specified in Paragraph V of Attachment 2,
General Proposal Instructions & Information. Include a response to this item stating
whether you have, or have not, included any exceptions.
B.
Interest in sustainability, recycling, and other environmental matters. The City has an
interest in doing business with suppliers that have implemented formal sustainability
plans and have operations with minimal adverse impact on the environment. Please
state whether your firm has a formal sustainability plan, program or policy and, if so,
please attach a copy to your proposal. Any sustainability plan, program or policy
should address recycling, re-use of materials, and reduction of waste. Please list
measures such as alternative fuel vehicles, recycling measures, and energy reduction
measures used by your firm in its operations.
C.
Electronic payment. The City is encouraging offerors to accept electronic payments
using a process whereby vendors can receive payments and remittance advices
electronically. Please provide information relating to: (1) your ability to accept
electronic payments and remittance advices; (2) your policy, if any, regarding electronic
payments and (3) your discount, if any, for electronic payments.
D.
City Ethics Requirement. Include the following two paragraphs in your proposal
and then add your own written acknowledgement that you have read the
paragraphs and agree to comply with their terms.
REPRESENTATION REGARDING ETHICAL STANDARDS FOR CITY
OFFICERS AND EMPLOYEES AND FORMER CITY OFFICERS AND
EMPLOYEES. The offeror represents that it has not: (1) provided an illegal gift
or payoff to a City officer or employee or former City officer or employee, or his
or her relative or business entity; (2) retained any person to solicit or secure this
contract upon an agreement or understanding for a commission, percentage, or
brokerage or contingent fee, other than bona fide employees or bona fide
commercial selling agencies for the purpose of securing business; (3) knowingly
breached any of the ethical standards set forth in the City's conflict of interest
ordinance, Chapter 2.44, Salt Lake City Code; or (4) knowingly influenced, and
hereby promises that it will not knowingly influence, a City officer or employee or
former City officer or employee to breach any of the ethical standards set forth in
the City's conflict of interest ordinance, Chapter 2.44, Salt Lake City Code.
Pursuant to the foregoing, it is the City’s policy that City employees are prohibited from
personally accepting gifts, incentives, and marketing or promotional items from
suppliers and that suppliers shall not offer such items to City employees. Such offers
from suppliers are inappropriate and may result in suspension or debarment of the
supplier from the City's procurement processes.
E.
Suppliers are hereby informed of the City's requirement to comply with Utah Code Title
63G Chapter 12, which requires a contractor to register and participate in the federal
Page 13 of 86
Status Verification System to enter into a contract for services with a Utah public
agency. Please state whether your firm is registered and participating in the federal
Status Verification System to verify the work eligibility status of new employees that
are, or will be, employed and performing work in Utah. If your firm is not currently
registered and participating in the federal Status Verification System, describe how you
will meet this requirement if your firm is selected for a conditional award from this
solicitation.
F.
Value-Based Procurement. The City has determined that it obtains better value from
contracted services when certain practices enhance a Contractor’s or Consultant’s work
environment. Some consideration will be incorporated into the scoring of proposals for
the following criteria. Please respond to the following with a YES or NO answer.
1.
Has your company adopted a written policy stating that it will not discriminate
against any employee or applicant for employment because of race, color,
religion, sex, national origin, or sexual orientation?
2.
Has your company conducted an apprenticeship during the twelve (12) months
prior to submitting this offer that is consistent with the requirements of Utah
Code Title 35A, Chapter 6 and the requirements of the U.S. Department of
Labor Bureau of Apprenticeship and Training?
3.
Has your company adopted and implemented a written company policy creating
a drug-testing program for pre-employment, and for testing based on “cause,”
consistent with the requirements stated in Utah Code Title 34, Chapter 38
(private employees), Title 34, Chapter 41 (local government), or Title 67,
Chapter 19 (state)?
4.
Does offeror have a fixed office or distribution point within Salt Lake City
boundaries, (ii) possess a Salt Lake City business license stating a Salt Lake City
address, (iii) employ no more than thirty (30) full-time employees (meaning
employees working at least forty (40) hours per week for fifty (50) weeks per
year), and (iv) have annual gross revenues not in excess of $1 million (must
meet all four requirements to respond “yes”)?
ORAL INTERVIEWS AND SITE VISITS MAY BE CONDUCTED WITH ONE OR MORE
PROSPECTIVE CONTRACTORS. THE DECISION OF THE CITY'S SELECTION COMMITTEE
SHALL BE FINAL AND CONCLUSIVE.
PURSUANT TO REQUIREMENTS OF PARAGRAPH D ABOVE, PLEASE DO NOT SUBMIT ANY
GIFTS OR PROMOTIONAL ITEMS WITH YOUR PROPOSAL. CITY EMPLOYEES ARE NOT
ALLOWED TO ACCEPT SUCH ITEMS REGARDLESS OF THEIR VALUE.
Page 14 of 86
ATTACHMENT 2
General Proposal Instructions & Information
An electronic version of this document including all attachments and exhibits is available
for download from the Salt Lake City Purchasing & Contracts Division website:
http://www.slcpurchasing.com
I.
AWARD BY WRITTEN AGREEMENT
The selected offeror shall be required to enter into a written agreement in substantially the form
as shown in the attached SAMPLE AGREEMENT (ATTACHMENT 3) which shall be the
basic form used to develop the final agreement.
II.
III.

Signature on the Proposal Cover Sheet acknowledges that the offeror is willing to enter into
the agreement if awarded the contract. Offerors are advised to read thoroughly the Sample
Agreement as the selected offeror will be required to comply with its requirements.

If offeror has any exceptions to the Sample Agreement, the offeror must follow the
procedures stated under Paragraph V, EXCEPTIONS TO PROPOSAL & SAMPLE
AGREEMENT.
PREPARATION OF PROPOSALS
A.
Failure to Read. Failure to read the Request for Proposal and these instructions will be
at the offeror's own risk.
B.
Cost Of Developing Proposals. All costs related to the preparation of the proposals and
any related activities are the sole responsibility of the offeror. The City assumes no
liability for any costs incurred by offerors throughout the entire selection process.
SUBMISSION DEEMED AGREEMENT
Submission of a bid, proposal or other offer or submission constitutes the bidder's or offeror's
agreement to all of the terms, conditions and provisions of the bid or proposal package, or other
solicitation documents. In addition, submission of a bid, proposal or other offer or submission
by fax or E-mail constitutes a waiver of any claim to confidentiality, or any protest based on
such a claim. By the submission of any bid, proposal or other offer or submission, the bidder
or offeror represents that the matters stated therein are true and correct.
Page 15 of 86
IV.
PROPOSAL INFORMATION
A.
Discussions With Offerors. The City reserves the right to enter into discussions with
the offeror(s) determined to be reasonably susceptible of being selected for award, or to
enter into exclusive discussions with the offeror whose proposal is deemed most
advantageous, whichever is in the City’s best interest, for the purpose of negotiation. In
the event that exclusive negotiations are conducted and an agreement is not reached, the
City reserves the right to enter into negotiations with the next highest ranked offeror
without the need to repeat the formal solicitation process.
B.
Equal Opportunity. The City will make every effort to ensure that all offerors are
treated fairly and equally throughout the entire advertisement, review, and selection
process. The procedures established herein are designed to give all parties reasonable
access to the same basic information.
C.
Proposal Ownership. All proposals, including attachments, supplementary materials,
addenda, etc., shall become the property of the City and will not be returned to the
offeror.
D.
Rejection Of Proposals.
E.
V.

The City reserves the right to reject any or all proposals received. Furthermore, the
City shall have the right to waive any informality or technical defect in proposals
received when in the best interest of the City.

No proposal shall be accepted from, or contract awarded to, any person, firm or
corporation that is in arrears to the City upon a debt or contract or that is in default,
as surety or otherwise, upon any obligation to the City, or that may be deemed
irresponsible or unreliable by the Purchasing & Contracts Division. Offerors may
be required to submit satisfactory evidence that they have the necessary financial
resources to perform and complete the work outlined in this RFP.
Failure To Submit A Proposal. Failure to submit a proposal (or to advise the City
Purchasing & Contracts Division that future Requests for Proposal are desired) may
result in the removal of your firm from the prospective offerors list.
EXCEPTIONS TO PROPOSAL & SAMPLE AGREEMENT
If offeror takes exception to any term, condition, or requirement set forth in this Request for
Proposal or the Sample Agreement and any of its Exhibits and Attachments, said exceptions
must be clearly identified and included in the response to this RFP. Exceptions or deviations
to any of the terms, conditions, or requirements must not be added to the proposal pages
but must be submitted in a separate document accompanying offeror's proposal identified
as “Exceptions.” Such exceptions shall be considered in the evaluation and the award
processes. The City shall be the sole determiner of the acceptability of any exception.
If the City omits anything from this RFP that is necessary for a clear understanding of the work,
or if it appears that instructions are in conflict, then the offeror may request written clarifying
Page 16 of 86
information from the Purchasing & Contracts Division at least forty-eight (48) hours before the
time and date of the proposal opening shown above.
VI.
CONFIDENTIALITY
All responses, inquiries, and correspondence relating to this RFP and all reports, charts,
displays, schedules, exhibits, and other documentation produced by the offeror that are
submitted to the City, as part of the proposal or otherwise, shall become the property of the
City when received by the City and may be considered public information under applicable
law. The City is subject to the disclosure requirements of the Government Records Access and
Management Act, Title 63G, Chapter 2, Utah Code Annotated (“GRAMA”). The City
generally considers proposals and all accompanying material to be public and subject to
disclosure. Any material considered by the offeror to be proprietary must be
accompanied by a written claim of business confidentiality and a concise written
statement of reasons supporting the claim. Blanket claims that the entire RFP is
confidential will be denied. The City cannot guarantee that any information will be held
confidential. If the offeror makes a claim of business confidentiality, the City, upon receipt of
a request for disclosure, will determine whether the material should be classified as public or
nonpublic, and will notify the offeror of such determination. The offeror is entitled under
GRAMA to appeal an adverse determination. The City is not obligated to notify the offeror
of a request to see the offeror’s proposal, and will not consider a claim of confidentiality,
unless the offeror's claim of confidentiality is made in a timely basis and in accordance
with GRAMA.
VII.
GOVERNING CODE AND RULES
The City’s procurement processes, including this competitive solicitation, are governed by Salt
Lake City Code 3.24 and Salt Lake City Administrative Rules for Procurement.
VIII. SAMPLES
Samples of items, when required, must be furnished by the offeror free of expense to the City.
If not destroyed by testing, samples may be returned at the offeror's expense, if return is
requested, in writing, at the time the sample is furnished.
Page 17 of 86
ATTACHMENT 3
SAMPLE AGREEMENT
The Sample Agreement will be subject to review and modification by the City
Attorney’s Office.
CONTRACT NO. 07-1-12-5834
Rev. /_
SAMPLE AGREEMENT
JANITORIAL SERVICES AT CITY BUILDINGS, GROUP 1
FOR THE SALT LAKE CITY FACILITIES DIVISION
THIS AGREEMENT is between SALT LAKE CITY CORPORATION, a Utah
municipal corporation (“City”), and Ø, a _ (“Contractor”), and is dated as of the date the City Recorder
attests the applicable City signature (which date shall be the recordation date).
RECITALS
1. Contractor desires to provide certain janitorial services for City's Facility Services
Division.
2. City desires to engage Contractor for such services.
AGREEMENT
In consideration of the promises and covenants hereinafter contained, the parties agree
as follows:
1.
Contractor shall provide certain janitorial services for City’s Facility Services
Division as described in Exhibits “A” and “D” for an initial term of three (3) years commencing as of
July 8, 2012, or the date of this Agreement if later than the aforementioned date. City may extend this
Agreement for two (2) additional one-year terms, renewable on an annual basis, under the same terms
and conditions. Notice of term extensions shall be in writing served upon Contractor by regular mail at
least thirty (30) days before the expiration of the original term of this Agreement, or any renewal term,
in order for such extension to be effective. After all annual term extensions have been exercised, City
shall have the right to extend this Agreement for an additional term of up to six (6) months by giving
Contractor written notice at least ten (10) days before the expiration of the last annual extension,
provided, however, that City may terminate such additional term by giving Contractor at least five (5)
days prior written notice of such termination. This is a non-exclusive contract and City reserves the
right to acquire the services or equipment, at its discretion, from other sources during the term of this
Page 18 of 86
Agreement. All financial commitments by City shall be subject to the appropriation of funds approved
by the City Council and the limitations on future budget commitments provided under applicable Utah
law, including the Utah Constitution.
2.
For services provided to City, Contractor shall be paid as specified under
Exhibit “B” (Price Schedule).
3.
For such consideration, Contractor shall furnish all materials, supervision, labor,
and equipment to complete the requirements of this Agreement.
4.
The following insurance requirements apply to this Agreement:
A.
GENERAL INSURANCE REQUIREMENTS FOR ALL POLICIES.
(1)
Any insurance coverage required herein that is written on a
“claims made” form rather than on an “occurrence” form shall (i) provide full prior acts coverage or
have a retroactive date effective before the date of this Agreement, and (ii) be maintained for a period
of at least three (3) years following the end of the term of this Agreement or contain a comparable
“extended discovery” clause. Evidence of current extended discovery coverage and the purchase
options available upon policy termination shall be provided to City.
(2)
All policies of insurance shall be issued by insurance companies
licensed to do business in the state of Utah and either:
(a)
Currently rated A- or better by A.M. Best Company;
—OR—
(b)
Listed in the United States Treasury Department’s current
Listing of Approved Sureties (Department Circular 570), as amended.
(3)
Contractor shall furnish certificates of insurance, acceptable to
City, verifying the foregoing matters concurrent with the execution hereof and thereafter as required.
(4)
In the event any work is subcontracted, Contractor shall require
its subcontractor, at no cost to City, to secure and maintain all minimum insurance coverages required
of Contractor hereunder.
(5)
Contractor shall provide written notice to City of any
modification or cancellation of any insurance policy required by this Agreement at least thirty (30)
days prior to the effective date of such policy modification or cancellation.
B.
REQUIRED INSURANCE POLICIES. Contractor, at its own cost, shall
secure and maintain during the term of this Agreement, including all renewal terms, the following
minimum insurance coverage:
(1)
Worker's compensation and employer’s liability insurance
sufficient to cover all of Contractor’s employees pursuant to Utah law. In the event any work is
subcontracted, Contractor shall require its subcontractor(s) similarly to provide worker’s compensation
Page 19 of 86
insurance for all of the latter’s employees, unless a waiver of coverage is allowed and acquired
pursuant to Utah law.
(2)
Commercial general liability (CGL) insurance with City as an
additional insured, in the minimum amount of $1,000,000 per occurrence with a $2,000,000 general
aggregate and $2,000,000 products and completed operations aggregate. These limits can be covered
either under a CGL insurance policy alone, or a combination of a CGL insurance policy and an
umbrella insurance policy and/or a CGL insurance policy and an excess insurance policy. The policy
shall protect City, Contractor, and any subcontractor from claims for damages for personal injury,
including accidental death, and from claims for property damage that may arise from Contractor’s
operations under this Agreement, whether performed by Contractor itself, any subcontractor, or anyone
directly or indirectly employed by either of them. Such insurance shall provide coverage for premises
operations, acts of independent contractors, products and completed operations.
(3)
Commercial automobile liability insurance that provides
coverage for owned, hired, and non-owned automobiles used in connection with this Agreement in the
minimum amount of a combined single limit of $1,000,000 per occurrence or $500,000 liability per
person, $1,000,000 liability per occurrence, and $250,000 property damage. These limits can be
reached either with a commercial automobile liability insurance policy alone, or with a combination of
a commercial automobile liability insurance policy and an umbrella insurance policy and/or a
commercial automobile liability insurance policy and an excess insurance policy. If the policy only
covers certain vehicles or types of vehicles, such as scheduled autos or only hired and non-owned
autos, Contractor shall only use those vehicles that are covered by its policy in connection with any
work performed under this Agreement.
(4)
Commercial crime policy or bond with a “third party” or “client
coverage” endorsement in the minimum amount of $100,000.
5.
Contractor shall obey all federal, state, county, and municipal laws, ordinances,
regulations, and rules applicable to its operations. Said laws include, but are not limited to, the Equal
Employment Opportunity laws, the Fair Labor Standards Act, Occupational Safety & Health
Administration (OSHA) laws, Family Medical Leave Act (FMLA), the Americans with Disabilities
Act (ADA), and the Utah Immigration Accountability and Enforcement Act. Any violation of
applicable law shall constitute a breach of this Agreement and Contractor shall hold City harmless
from any and all liability arising out of, or in connection with, said violations including any attorney's
fees and costs incurred by City as a result of such violation.
6.
City may cancel this Agreement for any reason, and without any liability
therefor, upon giving Contractor sixty (60) days prior written notice. Such notice shall be sent to the
last known address of Contractor.
7.
City may, without prejudice to any right or remedy, and without the necessity of
giving the sixty (60) day notice provided in paragraph 6 above, terminate this Agreement for cause in
the event Contractor fails to fulfill, in a timely or satisfactory manner, any of the terms and conditions
set forth in this Agreement and fails to cure such failure within seven (7) days after written notice from
City of such failure.
8.
If this Agreement is canceled or terminated as provided herein, City shall pay
Contractor on the basis of actual services satisfactorily performed as calculated by City.
Page 20 of 86
9.
Contractor, for itself, its successors and assigns, as part of the consideration
herefore, covenants that no person, solely on the grounds of race, color, national origin, age, sex,
religion, or non-job related disability, shall be excluded from participation in, denied the benefits of, or
be otherwise subject to discrimination in the furnishing of services hereunder, unless the characteristic
is a bona fide occupational qualification.
10.
Contractor shall indemnify, save harmless, and defend City, its officers and
employees, from and against all losses, claims, demands, actions, damages, costs, charges, and causes
of action of every kind or character, including attorney's fees, arising out of Contractor's intentionally
wrongful, reckless, or negligent performance hereunder. Contractor’s duty to defend City shall exist
regardless of whether City or Contractor may ultimately be found to be liable for anyone’s negligence
or other conduct. If City's tender of defense, based upon this indemnity provision, is rejected by
Contractor, and Contractor is later found by a court of competent jurisdiction to have been required to
indemnify City, then in addition to any other remedies City may have, Contractor shall pay City's
reasonable costs, expenses, and attorney's fees incurred in proving such indemnification, defending
itself, or enforcing this provision. Nothing herein shall be construed to require Contractor to
indemnify the indemnitee against the indemnitee's own negligence.
11.
REPRESENTATION REGARDING ETHICAL STANDARDS FOR CITY
OFFICERS AND EMPLOYEES AND FORMER CITY OFFICERS AND EMPLOYEES.
Contractor represents that it has not: (1) provided an illegal gift or payoff to a City officer or employee
or former City officer or employee, or his or her relative or business entity; (2) retained any person to
solicit or secure this contract upon an agreement or understanding for a commission, percentage, or
brokerage or contingent fee, other than bona fide employees or bona fide commercial selling agencies
for the purpose of securing business; (3) knowingly breached any of the ethical standards set forth in
City's conflict of interest ordinance, Chapter 2.44, Salt Lake City Code; or (4) knowingly influenced,
and hereby promises that it will not knowingly influence, a City officer or employee or former City
officer or employee to breach any of the ethical standards set forth in City's conflict of interest
ordinance, Chapter 2.44, Salt Lake City Code.
12.
GOVERNMENT RECORDS ACCESS AND MANAGEMENT ACT. City
is subject to the requirements of the Government Records Access and Management Act, Chapter 2,
Title 63G, Utah Code Annotated or its successor (“GRAMA”). All materials submitted by Contractor
pursuant to this Agreement are subject to disclosure unless such materials are exempt from disclosure
pursuant to GRAMA. The burden of claiming an exemption from disclosure shall rest solely with
Contractor. Any materials for which Contractor claims a privilege from disclosure shall be submitted
marked as “Business Confidential” and accompanied by a concise statement of reasons supporting
Contractor's claim of business confidentiality. City will make reasonable efforts to notify Contractor
of any requests made for disclosure of documents submitted under a claim of business confidentiality.
Contractor may, at Contractor’s sole expense, take any appropriate actions to prevent disclosure of
such material. Contractor specifically waives any claims against City related to disclosure of any
materials required by GRAMA.
13.
Contractor is not an employee of City for any purpose whatsoever. Contractor is
an independent contractor at all times during the performance of the services specified herein.
14.
All notices shall be directed to the following addresses:
Page 21 of 86
City:
Salt Lake City Corporation
Attn.: City Contracts Administrator, Purchasing
(For U.S. Postal Service delivery)
P.O. Box 145455
Salt Lake City, UT 84114-5455
-OR(For hand delivery or express courier delivery)
451 South State Street, Room 235
Salt Lake City, UT 84111
With a copy to:
City:
Salt Lake City Corporation
Facility Services Division
Attn.: Maintenance Program Manager
(For U.S. Postal Service delivery)
P.O. Box 145554
Salt Lake City, UT 84114-5554
-OR(For hand delivery or express courier delivery)
248 East 600 South
Salt Lake City, UT 84111
Contractor:
Ø
Attention:
_
_
15.
This Agreement may be assigned by either party but only with the prior written
consent of the other party.
16.
Contractor's obligations are solely to City and City’s obligations are solely to
Contractor. This Agreement shall confer no third party rights whatsoever.
17.
This Agreement embodies the entire Agreement between the parties relating to
the subject matter of this Agreement and shall not be altered except in writing signed by both an
authorized representative of Contractor and by City’s Mayor or the Mayor’s designee. The terms of
this Agreement shall supersede any additional or conflicting terms or provisions that may be set forth
or printed on Contractor’s work plans, cost estimate forms, receiving tickets, invoices, or any other
related standard forms or documents of Contractor that may subsequently be used to implement,
record, or invoice services hereunder from time to time, even if such standard forms or documents
have been signed or initialed by a representative of City. The intent of the parties is that the terms of
this Agreement shall prevail in any dispute between the terms of this Agreement and the terms printed
on any such standard forms or documents, and such standard forms or documents shall not be
considered written amendments of this Agreement.
Page 22 of 86
18.
This Agreement shall be enforced in and governed by the laws of the state of
Utah.
19.
This Agreement may be executed in several counterparts, each of which shall be
an original and all of which shall constitute but one and the same instrument.
[SIGNATURE PAGE TO FOLLOW]
Page 23 of 86
The parties are signing this Agreement as of the date stated in the introductory clause.
SALT LAKE CITY CORPORATION
By _______________________________
Title ______________________________
ATTEST AND COUNTERSIGN:
_______________________
City Recorder
______________
Recordation Date
APPROVED AS TO FORM:
_______________________
Senior City Attorney
Ø
By ________________________________
Title _______________________________
ACKNOWLEDGMENT
State of _____________________
County of ___________________
)
:ss
)
The foregoing Agreement was acknowledged before me this _________ day of
__________________, 2012, by ________________________________, the
(Name of person signing Agreement)
__________________________ of Ø, a (state) (type of entity).
(Title of person signing Agreement)
___________________________________
NOTARY PUBLIC, residing in
___________________________________ County
My Commission Expires:_________________________
Page 24 of 86
CONTRACT NO. 07-1-12-5834
EXHIBIT “A”
SCOPE OF WORK
JANITORIAL SERVICES AT CITY BUILDINGS, GROUP 1
I.
GENERAL
A.
Contractor, if doing business under an assumed name, i.e. an individual, association,
partnership, corporation, or otherwise, shall be registered with the Utah State Division
of Corporations and Commercial Code.
NOTE: Forms and information on how to get registered may be obtained by calling
(801) 530-4849 or by accessing www.commerce.state.ut.us .
B.
Contractor shall assume full responsibility for damage to City property caused by
Contractor's employees or equipment as determined by designated City personnel.
C.
Contractor shall comply with all Occupational Safety and Health Administration
(OSHA) rules and regulations. Contractor shall be solely responsible for the safety of
Contractor's employees and others relative to Contractor's work, work procedures,
material, equipment, transportation, signage, and related activities and equipment.
Contractor shall provide all safety documentation as required in the Facilities Services
Green Cleaning Custodial Standard attached as Exhibit “D”, attached hereto and
incorporated by this reference.
D.
Contractor shall possess and keep in force all licenses and permits required to perform
services under this Agreement.
E.
All chemicals shall be Green Seal approved or City approved alternate, shall be
properly labeled by Contractor, and shall be approved in writing by City's Facilities
Division Manager (Facilities Manager) or designee. A list of all chemicals to be used
shall be submitted for approval, in writing, at least fifteen (15) days before beginning
the work. For all chemicals used, Contractor shall have a Material Safety Data Sheet
(MSDA) on file with City and a binder of the products shall be located at each locations
main janitorial closet that shall be readily available and easy to locate at the work site.
All chemicals shall comply with Federal, State and local laws, ordinances and directives
governing their safe use. MSDS sheet will be updated by Contractor with each new or
changed chemical. Failure to keep MSDS documentation current may result in early
contract termination.
For Green cleaning requirement and reports see Green Cleaning Janitorial Standard,
Exhibit “D”.
Page 25 of 86
II.
F.
The extent and character of the services performed by Contractor shall be subject to the
general control and approval of the Facilities Manager or his authorized
representative(s). Contractor shall not comply with requests and/or orders issued by
anyone other than the Facilities Manager or his authorized representative(s).
G.
City requires the following management requirements:

One (1) Lead Worker for every four (4) Janitors.

One (1) Supervisor for every three (3) Lead Workers.

One (1) Resident Manager for every three (3) Supervisors

Emergency response time is 1 hour for a telephone response and a three (3) hour
physical response time.
H.
On occasion City may request Contractor to provide janitorial services at locations not
listed herein on a temporary basis. Contractor shall have the right to accept or decline
such requests. If Contractor accepts temporary work assignments, it shall perform the
work at a mutually negotiated and agreed upon costs based on the hourly rates stated in
Exhibit “B”, and other relevant factors.
I.
All work shall be performed in a skillful and workmanlike manner. City may, in
writing, require Contractor to remove any employee from the work place when City
deems this is in City’s best interest.
J.
City shall make inspections of the work performed under this Agreement. Any
inspection by City does not relieve Contractor from any responsibility regarding defects
or other failures to meet contract requirements.
K.
No subcontracting shall be allowed except as approved by the Facilities Manager.
CONTRACTOR’S SUPERVISORY PERSONNEL
A.
Contractor shall provide competent, well-trained and experienced supervisors who shall
be on the premises of each building during the length of each shift. Contractor shall
provide City with the name of on-duty supervisors and where they may be contacted.
Contractor shall propose cleaning times for each building or facility. Contractor shall
provide the Facilities Manager or designee with a list including the names and
qualifications of supervisors who are assigned to supervise the janitorial work. This list
shall be kept current by Contractor.
B.
Contractor shall provide necessary on-site supervision. Due to the necessity to read
chemical labels, job instructions and signs, and to converse with City personnel,
Contractor's supervisors shall be literate and shall be able to speak conversational
English. Contractor's supervisors shall also be capable of communicating fully with
employees in the event the employees do not speak English. City's authorized
representative shall be the sole judge of acceptability of effectiveness of
communications.
C.
Contractor shall provide documentation that supervisors have the necessary skills and
training to perform the work specified herein. The supervisor may be used to perform
housekeeping duties up to four (4) additional hours per night in addition to the hours of
Page 26 of 86
supervision. The supervisor shall not be the sole employee cleaning the sites. Proof
that minimum supervisory hours have been met shall be documented on the time sheets
at each location with the supervisor’s signature. Contractor shall be required to provide
as much supervision as required to correct performance problems. In the event of
sickness or any absence of the regular supervisor, Contractor shall provide a substitute
of equal or greater skills. Contractor shall be required to provide to City the name and
position within the company of the supervisor. Contractor shall provide cell phone and
voice mail service for the use of the supervisor for work-related messages. At a
minimum, the next level manager must visit each building twice Monday through
Sunday to make contact with their employee(s) while on site.
III.
CONTRACTOR’S SERVICE PERSONNEL
Qualifications and requirements
A.
Service personnel shall be employees of Contractor. Day laborers shall not be used to
provide services under this Agreement.
B.
Service personnel employed by Contractor shall be fully trained and skilled in the
various tasks assigned to them including the safe and proper handling of equipment and
cleaning compounds, waxes, disinfectants and other cleaning materials. All personnel
shall receive close and continuing first-line supervision by Contractor.
C.
All employees of Contractor shall wear uniforms that bear Contractor’s company name
and logo. Uniforms shall be approved by the Facilities Manager. Uniforms worn onsite shall be clean and presentable and shall not be unusually dirty, stained, or torn.
D.
Identification badges shall be furnished by Contractor and shall be worn by all of
Contractors’ employees while providing services on City premises. The badge shall
have the employee's picture, name, signature, and identification number. The badge
shall be worn outside of clothing, coats, etc. on a lanyard or clip and shall be plainly
visible at all times.
E.
Access to each building shall be as directed by City’s Facilities Manager or his
designee. Contractor's employees may not leave the premises during working hours
except in cases of emergency and on approval of the Facilities Manager or his
authorized designee. Contractor shall be supplied with a list containing City contacts
and corresponding cell and home phone numbers in case of an emergency. Access to
designated restricted areas is forbidden to Contractor's employees. Restricted areas
shall be designated by the authorized City representative. Doors shall be locked on
completion of cleaning and alarm systems reset. It is the responsibility of Contractor to
ensure that all doors are locked and alarm has been activated. If work will extend past
11:00 p.m. then a call must be placed to the Facilities Manager or designee. Auto
alarming feature of the alarm system at many sites will activate at 11:00 pm, which if
the Contractor is still in the building will cause police/security to be dispatched.
Contractor will pay for all costs of security services dispatched due to Contractor’s
failure to follow this requirement.
Page 27 of 86
F.
Contractor shall provide at least one employee on every job assignment, who has the
ability to clearly speak, read, write, and understand the English language so that City's
representatives may effectively communicate with Contractor’s personnel.
G.
Contractor shall be responsible for proper personal conduct of all of its personnel while
they are on the premises providing services. All City buildings and facilities are smokefree and Contractor and Contractor's employees shall adhere to this policy. Contractor
shall not employ any person(s) on or about the premises who use improper language,
act in a loud or boisterous manner, abuse controlled substances, consume alcoholic
beverages, or use tobacco products while on the premises.
Employees shall not open desk drawers, cabinets, or use office equipment, including
telephones, computers, copiers and other equipment and supplies.
H.
IV.
I.
Theft shall not be tolerated and Contractor’s employees who participate in theft and
other illegal activities shall be prosecuted.
J.
Contractor’s employees shall practice energy conservation and turn off lights in
unoccupied areas and areas where janitorial services have been completed, except
where lights are centrally controlled, and shall keep windows and door closed unless
directed by the Facilities Manager or designee.
K.
No family members or friends of employees shall be in or around the building while
janitorial work is being performed. Employees shall leave the premises immediately at
the conclusion of their shift.
L.
City shall obtain criminal background checks on all of Contractor’s personnel who
perform services on City property. Background checks shall be provided by City at no
cost to the Contractor. Contractor shall notify City of any change of employees.
Contractor’s employees must have clearance based on the background check before
they are allowed on site. Contractor shall inform the Facilities Manager, by certified
mail, of any criminal convictions of any type for contract personnel within five (5) days
of obtaining the information. No one with a felony conviction shall be allowed to
perform services on City property. Contractor shall remove any employee from City
service who is convicted of a felony crime during the term of this Agreement.
M.
Contractor shall supply the Facilities Manager with an up-to-date list of all employees
performing work at City facilities. Contractor shall notify the Facilities Manager
immediately of any change in staffing for security reasons.
CONTRACTOR’S EQUIPMENT
A.
All necessary cleaning equipment including power driven floor scrubbing machines,
back pack vacuums, high dusting equipment, waxing and polishing machines, industrial
floor and upholstery vacuum cleaners, and all necessary motor trucks and other
equipment needed for the performance of the work shall be furnished by Contractor.
Such equipment shall be of the size and type customarily used in work of this kind.
Contractor shall not use, or shall discontinue the use of, equipment that damages or may
damage buildings or their contents. The one exception to this rule is the Streets
building. They have an ozone generating auto scrubber that must be used in that
Page 28 of 86
building only. A log must be provided including the user name, start time, return time,
runtime, and condition/damage notation.
B.
V.
Contractor may use City electrical power outlets (110 volts) to operate its equipment.
Contractor shall be responsible for any damage caused to the electrical outlets and the
outlet covers that is caused by the improper disconnection of equipment. Hot and cold
water shall also be available for cleaning.
CLEANING MATERIALS AND CONSUMABLE SUPPLY REQUIREMENTS
Contractor shall furnish all supplies necessary for the work of this Agreement. Supplies shall
include, but shall not be limited to the following.
A.
Toilet paper shall be of 100% recycled content double ply such as Fort Howard or
approved equivalent.
B.
Paper towels shall be of 100% recycled content, such as Fort Howard or approved
equivalent.
C.
Roll paper towels, when used, in kitchens and coffee stations.
D.
Paper toilet seat covers shall be of 100% recycled content.
E.
Contractor shall contract with a mat service vendor to provide suitable walk-off mats (i.e., color
and size) at all exterior entrances, and interior, where there is not a walk-off system in place, for
each building. Mats shall be serviced on a regular service/cleaning schedule to maintain a clean
appearance at all times. This mat service shall include changing the mats out with clean mats to
maintain a clean and neat appearance. Depending on foot traffic volume, mats may need to be
changed out more often than once a week in winter months. Mats that are deemed to be in
unacceptable condition by City shall be replaced by Contractor.
Current mat service quantities, sizes and locations are as follows:
City & County Bldg
(CCB)
1 EA 3X4 MAT, TRACKCTL, MID GRAY
5 EA 3X10 MAT, TRACKCTL, MID GRAY
6th South Complex - Youth and Family
2 EA 4X6 MAT, TRACKCTL, MID GRAY
3 EA 3X10 MAT, TRACKCTL, MID GRAY
1 EA 3X4 MAT, TRACKCTL, MID GRAY
6th South Complex – Compliance
7 EA 3X4 MAT, TRACKCTL, MID GRAY
2 EA 3X5 MAT, SCRAPER, BLACK
7 EA 3X10 MAT, TRACKCTL, MID GRAY
6th South Complex – Traffic Control Center
None Required
Sorensen Unity (SUC)
1 EA 3X4 MAT, TRACKCTL,MID GRAY
Page 29 of 86
9 EA 3X5 MAT, SCRAPER, BLACK
7 EA 4X6 MAT, TRACKCTL, MID GRAY
8 EA 3X10 MAT, TRACKCTL, MID GRAY
Fleet and Street Complex
Fleet
3 EA 4X6 MAT, TRACKCTL, MID GRAY
1 EA 3X10 MAT, TRACKCTL, MID GRAY
Streets
6 EA
1 EA
11 EA
23 EA
3X4 MAT, TRACKCTL, MID GRAY
3X5 MAT, SCRAPER, BLACK
4X6 MAT, TRACKCTL, MID GRAY
3X10 MAT, TRACKCTL, MID GRAY
Mat service is to be provided by the selected Contractor and the cost of mat service must be included in
the “Monthly Fee”. Offerors may use the mat quantities and sizes listed to calculate that part of the cost.
Offerors may contact G & K Services or Unifirst Corporation to obtain pricing, if they choose to use
one of these providers for the mat service. Both have State Contracts. These vendors may be able to
offer the janitorial contractors the State Contract rates, but there is no guarantee of this.
Their contact information is as follows:
 G&K Services, (801)-972-4697, Gail Stordahl, gstordahl@gkservices.com
 Unifirst Corporation, (801)-364-7786, Christina Record, Christina_record@unifirst.com
F.
No supplies shall be used that the Facilities Manager or the manufacturer of the product
determines harmful to the surfaces to which applied or to any other part of the
buildings, their occupants, contents, or equipment.
G.
All supplies provided by Contractor shall be compatible with the existing dispensers at
all locations.
H.
Contractor shall verify that all floor finishes, seals, spray buff solutions and other such
chemicals applied to non-carpeted floors provide adequate protection against slippery
floors. Any observed instances of slippery or slick floors shall be corrected by
Contractor immediately upon discovery.
I.
Contractor shall use only germicidal disinfectants that bear an Environmental Protection
Agency (EPA) Registration Number.
J.
Adequate paper supplies and hand soap shall be stored in locked housekeeping closets.
Designated City employees shall have keys to these closets in the event supplies
become short during the day and need replenishment.
K.
Contractor agrees that on the last day of the term of this Agreement, Contractor shall
leave in the possession of the City at least a 1-week supply of paper products on the
premises of each facility, to ensure that adequate supplies are available through a
transition period, if a new contractor is selected for the next agreement. This includes
toilet paper, restroom paper towels, and toilet seat covers. (Terms and information
regarding any costs for this provision shall depend on the awarded offeror’s
submission.)
Page 30 of 86
L.
VI.
In addition to cleaning, Contractor shall replace burned out lights at all locations that
can be safely reached from an eight-foot ladder. City shall supply the ladders and light
bulbs.
RESPONSIBILITIES OF CONTRACTOR
The following specifications are general service requirements for all buildings and facilities.
Additional responsibilities or exemptions from certain responsibilities for specific buildings are
set forth in the attached service schedules (Service Schedule). The responsibilities of
Contractor include, but shall not be limited to, the following.
A.
B.
C.
Security.
1.
Contractor shall adhere to security requirements of each building or facility. All
equipment and supplies shall be secured in the storage space provided before
leaving the facility.
2.
Contractor shall, when applicable, keep all exterior doors locked during the
performance of work; and assure that all exterior doors and suite doors are
locked at the end of the shift. Buildings/facilities with security systems that do
not have auto arm feature shall have them activated immediately after work is
completed in that area.
3.
Contractor shall be responsible for any lost keys, card keys, FOBS and any
related damages (i.e., re-keying of all affected doors in a facility). These costs
shall be withheld from payment(s) due to Contractor. The decision to re-key a
facility is solely that of City’s Facilities Manager.
Janitorial service performance levels and times.
1.
Contractor shall provide sufficient personnel to accomplish the required services
as scheduled. The buildings shall be fully staffed on the first day of work under
the Agreement.
2.
In general, routine janitorial service at each site shall be performed Monday
through Friday between 6:00 p.m. and 11:00 p.m. Specific times for the
provision of service at each site shall be based on times provided by Contractor
within the above stated window. Other times can be negotiated with the
Facilities Manager their designee. In all cases, Contractor shall work at the
convenience of the occupant.
Contractor quality control program.
1.
Contractor shall establish a complete quality control program to assure that the
requirements of this Agreement are met as specified. A draft “quality control
plan” shall be submitted for review and approval prior to the start of contract
services. The quality control program shall be a system for identifying and
correcting deficiencies in the quality of services before the level of performance
becomes unacceptable and City building inspectors point out the deficiencies.
Page 31 of 86
The quality control program shall consider the City’s Quality Control Checklist
as set forth in Exhibit “C”, attached hereto and incorporated by this reference or
another City approved checklist. City shall also use the checklist to conduct
monthly inspection of services being provided. If Contractor fails to perform in
any area, Contractor will have seven (7) business days to correct a major issue,
and 24 hours to address minor deficiencies. Any area of inadequate service
noted during the monthly inspection shall be addressed and rectified prior to the
next monthly inspection. If the poor service quality items persist, City reserves
the right to withhold a portion of the monthly fee until areas are returned to
satisfactory services levels. Three (3) or more months of poor service level
ratings shall be grounds for termination of this Agreement.
The quality control program shall include, but shall not be limited to, the
following:
a.
b.
D.
An inspection system tailored to each facility that covers all services,
tasks and frequencies specified in this Agreement.

Use of a City approved quality control checklist for reference during
the performance of the work.

The checklist shall be signed and dated to indicate the time
inspection was completed.

The person or persons performing the work shall not be the person to
inspect and accept that work.

Contractor’s supervisors who complete inspections shall be identified
by title and the type of inspection that each is authorized to perform.
An on-site file of all inspections conducted by Contractor and the
corrective actions taken for unsatisfactory work. This documentation
shall be made available to City, upon request.
2.
City may opt to use a black light test to detect the presence of urine. City shall
deem cleaning of bathroom fixtures or floors unsatisfactory if the black light
detects urine.
3.
Each phase of the services provided under this Agreement shall be subject to
City inspection, both during and after completion of the tasks. City's inspections
and evaluations shall not be a substitute for quality control and employee
supervision and control required of the Contractor.
Records and reports.
1.
The determination of the total staff-hour requirement for the performance of
required services shall be the sole responsibility of Contractor. Contractor shall
keep records for each employee performing work at each facility including but
not limited to the following:
a.
Name
Page 32 of 86
b.
c.
d.
2.
E.
VII.
Work classification
Hours worked each day with starting and ending time
Work assignment
Contractor quality control checklist.
Vending concessions.
1.
Contractor shall provide sanitary napkins and tampons in existing dispenser
units. Contractor shall collect and keep the proceeds. If dispensers become
inoperable, it shall be Contractor's responsibility to notify the Facilities Manager
for repairs or replacement. Costs for repairs are the responsibility of City. The
Contractor shall notify SLC Maintenance customer line at 801-535-7280 as soon
as any problem is known.
2.
If Contractor wishes to replace existing sanitary product vending machines,
Contractor may do so only with the written permission of the Facilities Manager
and at its own expense. The vending machines provided by Contractor shall
become the property of City.
3.
Dispensers shall be restocked nightly and napkin disposal containers shall be
emptied and sanitized daily.
GENERAL CLEANING SPECIFICATIONS
Cleaning specifications are provided as a general guideline to establish a minimum quality of
service for each cleaning activity. Contractor shall provide quality services in a manner that
facilities are uniformly clean, hygienic, orderly, and attractive and provide a clean and
attractive working environment for employees, citizens and visitors. Variations in user traffic,
building renovation work, weather conditions and other uncontrollable and unpredictable
factors shall determine the actual frequency requirements necessary to maintain City standards.
A.
Trash receptacles.
1.
Receptacle emptying and cleaning. All trash receptacles shall be emptied
according to schedule. All receptacles shall be relined with clean plastic liners.
The Facilities Manager or designee shall be notified when a trash receptacle
requires repair or replacement. Receptacles shall be kept clean and odor free.
Trash and paper shall not be allowed to accumulate in hallways or overflow
receptacles.
Dumpster sites shall be kept clean and orderly. Trash shall not be allowed to
blow around grounds. Spills resulting from collection processes shall be
promptly cleaned. Information on dumpster sites shall be provided when
applicable.
2.
Cigarette ash receptacles emptying and cleaning. All ashtrays and urns shall be
emptied as scheduled or as needed. Urns containing sand or other extinguishing
material shall have such material replaced when soiled or wet.
Page 33 of 86
Ashtrays shall be wiped clean both inside and out and be free from dirt, ashes,
spots, food, and beverage spoilage and debris. Sand or other extinguishing
material shall be replaced when soiled or wet. Ash stands shall be emptied and
cleaned according to the frequency outlined in the schedule.
3.
Miscellaneous trash and paper collection. All trash and paper left in corridors or
near trash receptacles and obviously intended as trash shall be collected and
removed to the designated dumpster/collection site. Any questionable item shall
be verified as trash.
Trash and paper left in hallways, corridors or placed beside receptacles shall be
collected and removed to the designated dumpster/collection site.
B.
4.
Paper recycling. All recycle containers shall be emptied into central recycling
collection bin according to schedule. Contractor may be required to move these
larger bins to a loading dock, street or other collection point on the property
entrance for collection by others as requested by City.
5.
Receptacle cleaning and disinfecting. According to schedule, trash receptacles
shall be thoroughly cleaned and disinfected, such cleaning to include any rigid
liners within receptacles. Care shall be taken to thoroughly dry metal parts to
prevent rust. Receptacles shall be free from dirt, food, or beverage spoilage and
odors.
Restroom cleaning and servicing. Restrooms shall be cleaned with proper dilutions of
disinfectant/detergent cleaning products to control disease-causing organisms and to
prevent odors. Servicing shall be accomplished often enough to assure adequacy of
supplies and hygienic condition of restrooms.
1.
Fixture cleaning and disinfecting. Fixtures including toilet bowls, hand basins
and urinals shall be cleaned according to schedule. Special care shall be paid to
floor and wall mounting brackets and sealants so as not to allow accumulations
of dirt, urine and other unacceptable material.
Fixtures shall present a clean shining appearance free from dust, spots, stains,
rust, mildew, soap residues, mineral deposits, organic material, and other
undesirable materials. Wall and floor brackets and other fixture junctures shall
be free of accumulations of mold, urine and unacceptable material.
2.
Stall partition cleaning. Stall partitions and partitions between urinals shall be
cleaned according to schedule. Stall and urinal partitions shall present a clean
appearance free from water streaks, stains, soil, or other unsightly omissions,
and free from dust on top edges.
3.
Mirror and chrome cleaning. Mirrors, chrome and other metal trim shall be
cleaned and polished according to schedule. Included shall be metal supply
dispensers, hand dryers, metal door pushes, metal light switches. Abrasive
cleaners shall not be used. Mirrors, chrome, and other metal trim shall be free
Page 34 of 86
from water marks, streaks, soil, stains, graffiti, and other omissions and shall
present a high shine.
4.
Tile de-scaling. According to the schedule, tile floors, stalls, and other elements
in restrooms shall be cleaned of all scale, mineral deposits and soap residues
with an appropriate chemical cleaning solution. Extreme care shall be exercised
to avoid damaging fixtures, metal pipes, chrome, and related items. Tile floors,
walls and shower stalls shall be cleaned of all scale, mineral deposits and soap
residues and shall be thoroughly rinsed and dried to present a uniformly clean
appearance.
5.
Grout cleaning. Grouting and sealants shall be cleaned according to schedule
with an appropriate chemical-cleaning agent. Care shall be exercised to prevent
damage to tile and any loose or broken grouting shall be reported to the
Facilities Manager. Grout and other sealants shall be scrubbed clean and present
a uniformly clean and hygienic appearance.
6.
Ceramic tile floor and wall cleaning. Ceramic tile floors and walls shall be
thoroughly scrubbed with a heavy-duty disinfectant/detergent solution. Extreme
care shall be exercised to avoid excessive flooding of area. Ceramic tile floors
and walls shall be thoroughly cleaned, rinsed and dried to present a uniformly
clean appearance.
7.
Restroom servicing. Restrooms shall be serviced according to schedule and as
frequently as necessary to assure sufficiency of supplies and hygienic condition.
Extra supplies shall be left when necessary to assure sufficiency between
cleaning and servicing. Hand towels, soap, toilet issues, toilet seat covers,
sanitary napkins, and deodorant air fresheners shall be stocked in appropriate
dispensers in quantities adequate to ensure sufficiency between cleaning
services.
C.
8.
Shower room cleaning. Shower rooms/stalls shall be cleaned according to
schedule and as frequently as necessary to assure clean, hygienic conditions. In
addition to standard cleaning the shower floors and walls shall be disinfected
with a germicidal cleaning solution.
9.
Graffiti shall be scrubbed or wiped off as soon after detection as possible.
Graffiti which cannot be removed by normal cleaning procedures shall be
reported immediately to the Facilities Manager
Floor Maintenance
1.
Sweeping/dust mopping. Floors shall be swept or dust mopped according to the
schedule to present a clean and orderly appearance at all times. Sweeping
compounds shall not be used on finished floors but may be used on unfinished
floors such as garage floors. Floors shall present a clean and orderly appearance
with no loose dirt or debris in evidence including in corners, expansion joints,
and other places accessible to the broom or dust mop.
Page 35 of 86
2.
Removing gum, tar and other debris. Surface accumulations of chewing gum,
tar, hardened dirt, and other material that cannot be removed by other means
such as mopping or sweeping, shall be scraped and then removed. Care shall be
taken to avoid damage to floor tiles or finish. All gum, tar, and other soils shall
be removed as soon as they are discovered.
3.
Spot mopping. According to the schedule, and as needed, spills, spots and stains
shall be damp mopped to assure a uniformly clean appearance. Spilled materials
such as alcohol or other chemicals may result in stains which penetrate floor
finishes. In these instances, floors shall receive a light coat of finish to repair
the damage and present a uniform appearance. Spills, spots, and stains shall be
mopped up to assure a uniformly clean appearance.
4.
Auto scrubbing/Mopping. Floors shall be Auto scrubbed to the schedule to
maintain a uniformly clean appearance wet mopping must be done in areas that
the Auto scrubber cannot enter or reach. Care shall be taken to avoid splashing
walls, baseboards and furnishings. Disks of cardboard or plastic shall be placed
under or around furniture legs to prevent rust stains. Auto scrubber/Mopped
floors shall be free from streaks, spots, stains, smears, mop strands and other
unsightly appearance.
5.
Spray buffing. This procedure shall be employed according to the schedule to
ensure a high gloss, non-slippery finish on all floors, to repair and refinish worn
areas of finish and to remove heel and scuff marks. Extreme care shall be
exercised to prevent hitting or otherwise damaging walls, baseboards,
furnishings with the floor machine. Move and replace furniture as necessary.
Floors shall have a uniform high shine and be free of streaks, scuffmarks, and
other unsightly appearance.
6.
Stripping and refinishing. This procedure shall be employed according to
schedule to remove accumulations of dirt, finish, discoloration’s, stains, and rust
spots from finished floors. Flooding of floors with stripping solution or rinse
water shall be avoided at all times. Extreme caution shall be exercised to
prevent splashing of walls, baseboards or furnishings. Any furnishings moved
in order to accomplish the procedure shall be replaced to proper position when
work is completed. Also, floors shall be re-waxed according to schedule with a
sealer and coats of slip-resisting floor finish. Floors shall be clean and free from
scuffmarks, stains, rust, dirt, gum, tar, old finish, and other material before finish
is applied. Coats shall be applied with adequate time for drying allowed
between coats. DRY STRIPPING PROCEDURES SHALL NOT BE USED.
Floors shall be stripped of layers of soiled finish, heel marks and scuffs,
discolorations, and stains. After thorough rinsing, floors shall be ready for
application of new or additional finish. Sealer and coats of finish shall be
properly applied to floor. Finished or refinished floors shall present a uniform
shine and shall not have buildup or finish along edges or in corners.
Overlapping finish marks shall not be apparent and all omissions shall be
blended in with additional coatings to assure uniformity.
Page 36 of 86
D.
Carpet care. Carpets shall be vacuumed, spot cleaned, and shampooed to remove
accumulations of dust, dirt, stains, and soil. Carpets shall present a uniformly clean
appearance at all times free from spots, stains, chewing gum, tar, grease, litter and other
undesirable material. Any tears, rips, burns, or indelible stains shall be reported to the
City.
1.
Vacuuming. Carpets shall be vacuumed according to schedule. Close attention
shall be paid to corners, edges and areas that are inaccessible to the machine.
Appropriate hand tools shall be employed to assure that these areas are properly
cleaned. Care shall be exercised to prevent hitting or otherwise damaging walls,
baseboards, or furnishings with the vacuum or attachments. Bags shall be
emptied or cleaned regularly. Walk mats shall also be vacuumed and any
furniture moved or replaced. Vacuumed carpets shall present a uniformly clean
appearance both in open spaces and in inaccessible areas under and around
furnishings, in corners and along edges. Carpets shall be free from lint, debris
strings, loose carpet strands and pile shall stand erect.
2.
Spot cleaning. Carpets shall be spot cleaned as necessary to remove gum, tar,
grease, spills, spots, stains, and other undesirable material. A solvent cleaner
may be used provided that it is safe and does not cause fading or discoloration.
Aerosol chewing gum remover may be used with a putty knife, but careful
attention shall be paid to avoid damaging carpet fibers.
Carpets shall be kept free from chewing gum, candy spills, spots, grease, food
and beverage stains, watermarks, and other undesirable material. Indelible
stains which cannot be removed by spotting and shampooing procedures shall be
reported to the Facilities Manager. Water leaks or beverage spills shall be
cleaned as soon as they are discovered. Gum and tar shall be removed as soon as
they are discovered.
3.
E.
Shampooing. This procedure shall be employed according to schedule to ensure
a clean and uniform appearance and to prolong the life of the carpeting. This is
complete carpet cleaning and involves the use of a water extraction method to
thoroughly clean carpet. Care shall be taken to avoid damaging carpet fibers
irrespective of the method of carpet cleaning employed. Carpets, which have
been shampooed, shall present a uniformly clean appearance with no evidence
of surface spoilage or spotting, the pile shall stand erect and the color shall be
bright. Contractor shall give City designee at each building 72 hours notice
prior to carpet cleaning work
Horizontal surface cleaning. Horizontal surface cleaning shall be interpreted to mean
those surfaces and objects not high enough to require the use of a ladder (below
approximately 8 feet in height) that comprise the furnishings and structures of the
facility including, but not limited to office furniture (desks, chairs, tables, file cabinets),
counter tops, ledges, rails, display cases and the tops of those cases, computers, printers
and telephones
Page 37 of 86
1.
Spot cleaning. This procedure is a form of policing areas for dirt, smudges,
smears, graffiti, fingerprints, spills, splashes. It shall be accomplished according
to schedule and as a matter of good housekeeping practice, on a continuing
basis. Surfaces which have been spot cleaned shall be free from smudges,
fingerprints, dirt, splashes, graffiti, smears, spills, etc. and shall present a
uniformly clean appearance.
2.
Dusting. Dusting shall be accomplished according to schedule. Care shall be
exercised to avoid damaging painted or wooden surfaces and removing the color
of the cleaned areas. Appropriate cleaning agents shall be used and shall be
tested in inconspicuous areas before general use.
Appropriate cleaning agents, polishes, cloths, shall be used according to the type
and composition of the structure or object. Any items or furnishings moved
during the procedure shall be replaced to the proper position. Care shall be
taken to keep dust dispersion to a minimum. Cleaned surfaces shall be free from
dust, lint, paper shreds, grime, cobwebs, hair, and other undesirable material. If
treated dust cloths are used, there shall be no oil streaks left on the surface.
3.
F.
Damp wiping. Damp wiping or washing to horizontal surfaces shall be
accomplished according to the schedule. Appropriate cleaning agents shall be
used according to the type and composition of the structure or object. Any items
or furnishings moved during the procedure shall be replaced to the proper
position. Care shall be taken to avoid damage to wood or painted surfaces.
Surfaces that have been damp wiped shall be free from dirt, streaks, spots,
stains, cobwebs, smudges, fingerprints, smears, and other unacceptable matter
and shall present a uniformly clean appearance. Water marks or spots shall be
wiped clean and dry.
Vertical surface cleaning. Vertical surface cleaning shall be interpreted to mean those
surfaces not high enough to require the use of a ladder (below approximately 8 feet in
height) that comprise the furnishings and structure of the facility and shall include, but
not limited to walls, doors, gates, baseboards, table and desk legs and sides, sides of file
cabinets, frames, pictures, wall hangings, maps, signs, ventilation louvers.
1.
Spot cleaning: Same as in horizontal cleaning specifications above.
2.
Dusting: Same as in horizontal cleaning specifications above.
3.
Damp wiping: Same as in horizontal cleaning specifications above.
4.
Wall scrubbing. This procedure shall be accomplished according to schedule.
Appropriate cleaning agents shall be employed according to the type and
composition of the wall. Disinfectant agents shall be used on restroom walls.
Walls shall be totally cleaned and well rinsed and shall be free from such things
as graffiti, dirt, splashes, soap residues, and fingerprints and shall present a
uniformly clean appearance.
Page 38 of 86
Manual or machine scrubbing may be employed, but in either case, flooding of
floors shall be avoided at all times. Floors and floor finish shall be protected
during the procedure.
5.
Baseboard cleaning. Baseboards shall be cleaned according to schedule and
after all stripping, scrubbing, and refinishing procedures as necessary.
Baseboards shall be free from splashes, dirt, cobwebs, finish buildups, streaks,
crevice accumulations of dirt and other undesirable material.
6.
Dry erase/chalk boards. Dry erase boards and chalkboards shall be cleaned
daily unless marked “Do Not Erase.” Cleaning includes entire board, moldings
and rails. Boards shall be cleaned with manufacturers recommended solution.
G.
Drinking fountain cleaning and disinfecting. Drinking fountains shall be cleaned
according to schedule. All surfaces shall be cleaned with an appropriate
disinfectant/detergent solution, wiped thoroughly dry and polished. All trash and debris
shall be removed. Plumbing problems shall be reported to Facilities Division staff for
corrective action. Drinking fountains shall be free from trash and debris, dirt,
fingerprints, smudges, streaks, spots and stains. Wall areas around the fountains shall
be free from water spots and streaks.
H.
High dusting/cleaning. High surfaces shall be interpreted to mean those surfaces and
objects high enough to require the use of a ladder (above 8 feet in height) which
comprise the structure and furnishing of the facility and shall include, but are not
limited to wall/ceiling junctures, light fixtures, ventilation louvers, overhead signs, sills,
ledges. High surfaces and objects shall be free from dirt lint, cobwebs, grease, grime,
streaks, spots, stains, insects and shall present an overall clean appearance.
1.
Cleaning vents, grills. Ventilation louvers, grills, panels shall be cleaned
according to schedule by damp wiping, dusting, washing, or vacuuming as
appropriate and with appropriate cleaning agents.
Cleaned vents, grills shall be free from dirt, accumulated dust, cobwebs, and
shall present an overall clean appearance.
2.
Cleaning light filters. Removable light filters (egg crates, diffusers, and other
elements) shall be taken down, cleaned, and replaced according to schedule
using appropriate cleaning agents. Care shall be taken to prevent damage.
I.
Cleaning Venetian blinds. Blinds shall be cleaned according to schedule by any
industry -accepted method (e.g., dusting, damp wiping, vacuuming, hand washing or
washing by use of an ultrasonic cleaning machine). Care shall be taken to prevent
damages to either the slats or the tapes that support them. Cleaned Venetian blinds,
especially the slats and tapes that support them, shall be free from dirt, accumulated
dust, cobwebs and other material and shall present an overall clean appearance.
J.
Elevator/stairway cleaning. Elevators and stairways shall be cleaned according to
schedule. Cleaned elevator and stairway shall present a uniformly clean appearance.
Page 39 of 86
K.
L.
1.
Riser and threshold cleaning. Risers and thresholds shall be cleaned according
to the schedule. Attention shall be paid to inaccessible areas such as corners and
edges and appropriate tools shall be employed to clean these areas. All gum, tar,
grease, and other soils shall be removed. Risers and thresholds shall be free
from trash, both in open areas and inaccessible areas such as corners and along
edges. If finish is used on stairway risers, there shall not be buildup of finish or
accumulations of dirt in layers of finish.
2.
Hand rail cleaning. Hand rails of elevators and stairways shall be cleaned.
Handrails shall be free from fingerprints, dirt and smears.
Window/glass washing service requirements.
1.
Contractor shall provide the necessary equipment, supplies, and materials to
accomplish the task and frequency set out for window/glass washing at the
facilities.
2.
Contractor shall wash and dry the inside window/glass surfaces (twice a year,
spring and fall). Wash the inside window frames and sills. Outside window
cleaning will be performed under a separate contract
3.
Contractor shall observe all OSHA-prescribed safety regulations and practices.
All ladders, scaffolding, window anchors, safety belts shall be OSHA approved
for window/glass washing.
4.
Acids shall not be used for cleaning windows/glass.
5.
The absence of a requirement covering specific equipment, operations, or
hazards shall not relieve Contractor of the responsibility of taking further action
to provide maximum safety in the performance of window/glass cleaning.
Exterior cleaning. Porches, steps, and sidewalks within 25 feet of all exterior doors
shall be sweep kept free of all trash and debris. The area within five feet of the
dumpster shall be free of trash and debris.
VIII. TIME OF SERVICE PERFORMANCE DEFINITIONS
Unless designated otherwise in a Service Schedule, the following time schedules shall apply.
The normal work-week shall be Monday through Friday.
A.
Daily schedule.
One time daily - work to be performed each day, time is at Contractor's discretion
within the window specified for each facility.
B.
Weekly schedule.
1.
Once per week (weekly) - work to be performed once per week – time is at
Contractor's discretion, a minimum of four (4) days apart.
Page 40 of 86
C.
D.
IX.
2.
Twice per week - work to be performed twice per week – time is at Contractor's
discretion, a minimum of 2 days apart.
3.
Three times per week - work to be performed on Monday, Wednesday and
Friday
Monthly schedule.
1.
Once per month (monthly) - work to be performed once per month, a minimum
of 3 weeks apart.
2.
Twice per month - work to be performed twice per month, a minimum of 2
weeks apart.
Quarterly or annual schedule.
1.
Once per contract year - yearly work is to be performed once per contract year,
within the first 60 days of each 12-month period.
2.
Twice per contract year - work is to be performed twice per contract year; the
first work is to be performed within the first 60 days and approximately 6
months thereafter of each 12-month period.
3.
Four times per contract year (quarterly) - work is to be performed at
approximately 90-day intervals, the first work to be performed within the first
thirty (30) days of each contract year.
E.
As needed - determined by Facilities Manager or designee.
F.
Service shall be performed on the basis of tasks and frequencies indicated herein except
for City observed holidays unless otherwise stated in a Service Schedule. City holidays
include:
New Year Day (January 1)
Martin Luther King Day (3rd Monday in January)
Presidents’ Day (3rd Monday of February)
Memorial Day (Last Monday in May)
Independence Day (4th of July)
Pioneer Day (July 24)
Labor Day (1st Monday in September)
Veterans Day (November 11)
Thanksgiving Day and the day after (4th Thursday in November and the following
Friday)
Christmas Day (December 25)
SERVICE PROVISION REQUIREMENTS
Contractor shall provide services in compliance with this Exhibit “A” and Exhibit “D”, Green
Cleaning Janitorial Standard, attached hereto and incorporated by this reference. If there is a
conflict between Exhibit “A” and Exhibit “D”, Exhibit “D” shall preside.
Page 41 of 86
X.
SERVICE SCHEDULES
Service Schedules indicate requirements exclusive to specific buildings. Service frequency
requirements for specific buildings shall be as set forth in the Service Schedule for that
building.*
The following Service Schedules are attached hereto and incorporated by this reference:
Service Schedule 1 – City & County Building
Service Schedule 2 – Fleet, Streets & Sanitation Facilities
Service Schedule 3 – 600 South Complex
Service Schedule 4 – Sorenson Unity Center
*City reserves the right to require an increase or a reduction to the service levels specified in
the attached Service Schedules at any time during the term of this Agreement. Any monthly
price change resulting from such increases or reductions in service levels shall be as described
in Exhibit “B”.
Page 42 of 86
CONTRACT NO. 07-1-12-5834
SERVICE SCHEDULE 1
SERVICE AND FREQUENCY REQUIREMENTS
FOR THE
CITY & COUNTY BUILDING
(451 South State Street)
FREQUENCY REQUIREMENTS
5x
3x 2x 1x
1x
4x
wk
wk wk wk
mo
yr
CITY & COUNTY BUILDING
SERVICE REQUIREMENT
2x
yr
1x
yr
A. Trash receptacles
1.
Empty Wastebaskets
X
2.
Deposit Trash in Dumpsters
X
3.
Empty Desk-Side Recycling
X
4.
Deposit Recycling in large Blue Containers and locate
to designated area for pick up.
X
B. Floors
1. Quarry Tile Floors: Dust, Sweep, Vacuum, and Spot
Clean
X
2. Quarry Tile Floors: Autoscrub Wet Mop, Scour, Rinse,
and Dry (one floor per week)
X
C. Carpet Tile & Wool Broadloom Carpet
1. Vacuum
X
2. Vacuum Kneehole Areas under Desks
X
3. Spot Clean
X
D. Vertical Surfaces
1.
Smooth Painted Surfaces: Dust, Wash, and Dry
X
2.
Sand Finish Panted Surfaces: Dust
X
3.
Wood and Window Varnish Areas: Dust, Wash, and
Dry
X
4.
Ceramic Wall Tile: Dust, Wash, and Scour
5.
Ceramic Wall Tile: Heavy Dirt Cleaning
6.
Doors and Marble Thresholds: Dust or Vacuum
X
X
Page 43 of 86
X
FREQUENCY REQUIREMENTS
5x
3x 2x 1x
1x
4x
wk
wk wk wk
mo
yr
CITY & COUNTY BUILDING
SERVICE REQUIREMENT
7.
Doors and Marble Thresholds: Wash and Dry
X
8.
Acoustical Steelcase Wall Panels: Vacuum, Dust, and
Spot Clean
X
2x
yr
1x
yr
E. Windows
1. Spot Clean Interior of Windows
X
2. Spot Clean Inner Glass (Partitions, etc.)
X
3. Dust Blinds
X
F. Restroom Cleaning and Servicing
(In addition to these services done each night, see Day Porter
Services at the end of this schedule)
1.
Polish Metals and Mirrors
X
2.
Clean and Sanitize Fixtures, incl. Toilet Seats
X
3.
Remove Scale from Sinks, Toilet Bowls, Urinals
X
4.
Refill Restroom Supplies
X
5.
Wipe Down and Spot Clean Stall Partitions and Walls
X
6.
Wet-Mop Floors with Disinfectant
X
7.
Wash Light Fixtures
X
8.
Scrub Wall Transition
X
9.
Clean Ceiling Vents and/or Diffusers
X
G. Public Lobby
1. Empty, Wipe, and Polish Trays
X
2. Clean and Vacuum Entrance Mat Areas
X
3. Clean Spills or Stains from Furniture and Carpets
X
4. Clean and Polish Drinking Fountains
X
5. Dust and Polish Ledges, Sills, File Tops, Desks, Tables,
and Other Horizontal Surfaces Reachable without a
Ladder
X
6. Spot Clean Anything Reachable Without a Ladder
X
Page 44 of 86
FREQUENCY REQUIREMENTS
5x
3x 2x 1x
1x
4x
wk
wk wk wk
mo
yr
CITY & COUNTY BUILDING
SERVICE REQUIREMENT
7. Remove Gum, Stains, etc.
2x
yr
1x
yr
X
8. Dust Low Areas
X
9. Clean and Polish Desks Free from Paper
X
10. Sweep, Dust-Mop, and Buff Composition Floors
X
11. Dust High Areas
X
12. Lightly Scrub Tile Floors
X
H. Elevators
1. Sweep and Damp-Mop Tile
X
2. Spot Clean Floor
X
3. Wash and Polish Handrails and Doors
X
4. Clean and Polish Brass
X
5. Vacuum and Polish Door Tracks
X
6. Remove Graffiti, Gum, etc.
X
7. Wipe Down Buttons
X
8. Check Lights for Insects
X
9. Clean Ceiling Lights and Panels
X
10. Clean and Polish All Surfaces, Knobs, Trim, Buttons,
and Doors
X
11. Clean Ceilings Vents and Diffusers
I.
X
Stairways
1. Sweep and Damp-Mop
X
2. Remove Spills, Stains, Gum, etc.
X
3. Dust and Mop Marble Baseboards
X
4. Remove Fingerprints, etc. from Doors, Jambs, Molding,
and Trim
X
5. Lightly Scrub All Stairs
X
Page 45 of 86
FREQUENCY REQUIREMENTS
5x
3x 2x 1x
1x
4x
wk
wk wk wk
mo
yr
CITY & COUNTY BUILDING
SERVICE REQUIREMENT
J.
6. Clean Wrought Iron Railings
X
7. Clean Nonslip Stone Tread Edges
X
8. Vacuum Emergency Stairs
X
2x
yr
1x
yr
Vault Rooms
1. Sweep, Vacuum, Dust, and Damp-Mop
X
2. Dust and Clean Vault Doors
X
K. Balconies
1. Dust and Wipe Ledges with Damp Cloth
X
2. Sweep, Vacuum, Dust, and Damp-Mop
X
3. Empty Ash Trays
X
4. Mop Landing (weather permitting)
X
L. Entrances
1. Sweep Area within 50-ft Radius
X
2. Pick Up Litter within 75-ft Radius
X
3. Remove Spills and Stains
X
4. Empty and Wipe Down Ash Trays
X
5. Clean Glass Doors and Side Panels
X
6. Clean and Polish Wood Doors and Hardware
X
7. Mop Entry Areas (weather permitting)
X
8. Dust and Wipe Ledges with Damp Cloth
X
9. Remove Stains and Debris from East and West Porch
Areas Using Silica Sand and Disk Scrubbing
X
10. Remove Stains and Debris from North and South
Entrances Using Silica Sand and Disk Scrubbing
X
11. Clean Exterior Stonework with Mildly Abrasive Cleaner
12. Remove Gum and Stains, Vacuum, and Sweep Entrance
Grabber Mats
Page 46 of 86
X
X
FREQUENCY REQUIREMENTS
5x
3x 2x 1x
1x
4x
wk
wk wk wk
mo
yr
CITY & COUNTY BUILDING
SERVICE REQUIREMENT
13. Clean Entrance Grabber Mats with Deep Cycle Wet
Extraction
2x
yr
1x
yr
X
14. Rotate Position or Turn Over Entrance Mats
X
M. Public Phone Areas and Break Rooms
1. Clean and Polish All Appliances and Phones
X
2. Clean and Polish Tables, Bars, Ledges, Sinks,
Countertops, Microwave Ovens, Refrigerators, and
Vending Machines
X
N. Railings
1.
Brass Pipe: Polish
X
2.
Brass Pipe: Remove Calcium Deposits
X
3.
Wrought Iron: Dust, Damp-Wipe
X
O. Chandeliers
1. Clean Chandeliers
X
2. Replace Burned Out Bulbs
X
P. Miscellaneous
1.
Interior Stonework: Spot Clean
2.
Fireplace Screens: Vacuum and Dust
3.
All Fireplace Surfaces: Clean
4.
Historical Furniture: Dust and Clean
5.
Glass Table Tops: Clean and Polish
6.
Chalkboards and AV Equipment: Dust, Clean, and
Polish
X
X
X
X
X
Q. Janitorial Closets
1. Clean All Janitorial Closets, Sinks, and Storage Areas
X
2. Wring Out Mops, Hang to Dry
X
R. Inspection
1. Walk-Through Inspection with City
X
Page 47 of 86
FREQUENCY REQUIREMENTS
5x
3x 2x 1x
1x
4x
wk
wk wk wk
mo
yr
CITY & COUNTY BUILDING
SERVICE REQUIREMENT
S. Day Porter - Services during day-time hours
(The services defined below shall be in addition to the nighttime services and be INCLUDED in the monthly fee)
1. Take recycle cans in from the outside of the building
into the building, every Thursday Morning after cans
have been emptied. (Included in monthly fee)
X
2. Clean all glass eight foot and below, On mayor and
council office entry doors
X
3. Restroom duties as required /replenish supplies and spot
clean (This is to be done mid-day and is in addition to
the regular restroom cleaning done at night)
X
4. Clean and sweep steps and entrances Including ADA
entry.
X
5. Pick up garbage as needed Move full cans to garbage
staging room
X
Page 48 of 86
2x
yr
1x
yr
CONTRACT NO. 07-1-12-5834
SERVICE SCHEDULE 2
SERVICE AND FREQUENCY REQUIREMENTS
FOR THE
FLEET, STREETS & SANITATION FACILITIES
(1990 West 500 South)
FREQUENCY REQUIREMENT
14 x
5x
3x
1x
wk
wk
wk
wk
FLEET, STREETS &SANITATION
SERVICE REQUIREMENT
1x
mo
4x
yr
2x
yr
A. Waste Baskets, Trash Containers, and Ash Trays
1.
Empty Waste Baskets and Trash Containers
into Dumpsters
X
2.
Replace Waste Basket Liners (replace if liquid
is present in container)
3.
Empty Cigarette receptacle in designated
smoking areas.
X
3.
Empty Desk-Side Recycling
X
4.
Deposit Recycling in large Blue Containers and
locate to designated area for pick up.
X
X
B. Restrooms, Shower Rooms, Dressing Areas, and
Shop Basins
1.
Polish Metal, Mirrors, Dispensers
X
2.
Clean, Sanitize, and Polish Fixtures
X
3.
Remove Scale from Sinks, Toilets, and Urinals
X
4.
Refill Restroom Supplies
X
5.
Wipe Down Walls, Partitions, and Shower
Room Walls
X
6.
Wet-Mop and Disinfect Floors
X
7.
Report Inoperable Fixtures in Writing
X
8.
Clean and Maintain Deodorizing Disks in All
Urinals
X
9.
Wash Light Fixtures Inside and Out
X
Page 49 of 86
FLEET, STREETS &SANITATION
SERVICE REQUIREMENT
FREQUENCY REQUIREMENT
14 x
5x
3x
1x
wk
wk
wk
wk
1x
mo
4x
yr
2x
yr
10. Thoroughly Wash and Disinfect All Walls,
Fixtures, and Partitions
X
11. Scrub and Reseal Floors
X
12. Clean Ceiling Vents and/or Diffusers
X
13. Clean shop wash basins
14. *Fuel Island restroom shall be serviced 7
days a week x 2. (see day porter duties at
end of schedule)
X
X
C. Tile and Concrete Floors
1. Remove Gum, Stains, Etc.
X
2.
X
Auto scrubbed
3. Buff
4.
X
Top Scrub recoat floor finish as needed
5. Strip and Refinish as needed
D. Carpet Care
1. Vacuum All Carpeted Areas
X
2. Spot Clean Spills, Gum, Stains, Etc.
X
3. Vacuum Entry Mats
X
4. Spot Shampoo Carpets as needed
5. Clean by Water Extraction as needed
E. Office Areas and Inventory counter
1.
Sweep and/or Dust-Mop Tile and Concrete
Floors
X
2.
Dust Ledges, Window Sills, Tops of Desks,
Tops of File Cabinets, and All Horizontal
Surfaces Reachable without a Ladder
X
3.
Damp-Mop Spills or Tracks on Tile
X
4.
Spot Clean Surfaces Reachable without a
Ladder
X
Page 50 of 86
FLEET, STREETS &SANITATION
SERVICE REQUIREMENT
5.
FREQUENCY REQUIREMENT
14 x
5x
3x
1x
wk
wk
wk
wk
Dust Low Areas
4x
yr
2x
yr
X
6. Clean Desks
7.
1x
mo
X
Dust and Polish Ledges, Window Sills, File
Tops, Desk Tops, Table Tops, Glass Table
Tops, Picture Frames, Electrical Panels, and
All Horizontal Surfaces Reachable without a
Ladder
X
8.
Spot Clean Wood Trim, Doors, Walls, Door
Jambs, Counters, Telephones, Etc.
X
9.
Dust High Areas
X
10. Wash Windows, Inside and Out
X
11. Wash Light Fixtures, Ceiling Vents, and
Diffusers
X
12. **Behind Inventory counter must be cleaned
during daytime hours (see day porter at end of
schedule)
X
13. ***Sweep and mop inventory area during
daytime hours (see day porter at end of
schedule)
X
F. Windows
1. Clean Interior Class and Partitions
X
2. Wash All Windows, Inside and Out
X
G. Break Rooms and Lunchrooms.
1.
Clean Stainless Steel and Metal Finishes
X
2.
Spot Clean Spills and Stains on Furniture
X
3.
Clean and Disinfect Drinking Fountains
X
4.
Dust All Furniture, Equipment, Receptacles,
Window Sills, and Exposed Areas Reachable
without a Ladder
X
5. Spot Clean Doors, Walls, Door Jambs,
Counters, Telephones, Etc.
X
Page 51 of 86
FREQUENCY REQUIREMENT
14 x
5x
3x
1x
wk
wk
wk
wk
FLEET, STREETS &SANITATION
SERVICE REQUIREMENT
H. General Dusting and Polishing
1. Thoroughly Dust and Polish All Vertical and
Horizontal Surfaces
I.
1x
mo
4x
yr
2x
yr
X
Light Fixtures
1.
Clean Fixtures Inside and Out
2.
Replace burned out bulbs and Wash Light
Fixtures and diffuser. ( Bulbs furnished by
City)
X
X
J. Janitorial Closets
1.
Keep Closets Neat and Clean; Must Meet
Health, Fire, and OSHA Safety Codes at All
Times
X
K. Entrance Areas
1.
Sweep and Clean Areas within 25-ft Radius of
Entrances
X
2.
Clean and Remove Spots, Stains, Smudges
from Doors and Smooth Surfaces around
Entrance Area
X
L. Walls
1.
Clean and Wash All Painted Walls as needed
M. Inspection
1.
Walk-Through Inspection with City
X
N. Day Porter - Services during day-time hours
(The services defined below shall be INCLUDED in
the monthly flat rate)
1. *Fuel Island service two hours service in
morning and two hours in the afternoon.
Includes: Clean restroom, power spray dirty
areas, and litter control.
2. **Clean behind inventory counter during
daytime hours.
3. ***Sweep and mop inventory area during
daytime hours
X
Page 52 of 86
X
X
CONTRACT NO. 07-1-12-5834
SERVICE SCHEDULE 3
SERVICE AND FREQUENCY REQUIREMENTS
FOR THE
600 SOUTH COMPLEX
(Youth and Family, Compliance, Facilities, and Transportation - 210 to 260 East 600 South)
600 SOUTH COMPLEX
SERVICE REQUIREMENT
FREQUENCY REQUIREMENT
5x
3x wk
1 x wk
wk
A. Indoor Trash Receptacles
1.
Empty Waste Baskets and Place Trash in
Pick-Up Areas
2.
Replace Waste Basket Liners
3.
Empty Desk-Side Recycling
X
Youth/Family,
Compliance
X
Facilities,
Transportation
X
X
Youth/Family,
Compliance
X
Facilities,
Transportation
4.
Deposit Recycling in large Blue Containers
and locate to designated area for pick up.
B. Restrooms
X
X
X
1.
Empty and Wipe Waste Baskets
2.
Empty Sanitary Napkin Containers
3.
Polish Metal, Mirrors, Dispensers
4.
Clean and Disinfect Fixtures
5.
Spot Clean Walls and Partitions
6.
Mop Floors to Disinfect
7.
Vacuum Vents
X
8.
Wash Walls and Partitions
X
9.
Dust High-Reach Areas
X
Youth/Family,
Compliance
X
Youth/Family,
Compliance
X
Youth/Family,
Compliance
X
Youth/Family,
Compliance
X
Youth/Family,
Compliance
X
Youth/Family,
Compliance
10. Flush Drains with Water
Facilities,
Transportation
X
Facilities,
Transportation
X
Facilities,
Transportation
X
Facilities,
Transportation
X
Facilities,
Transportation
X
Facilities,
Transportation
X
Page 53 of 86
1x
mo
4x
yr
1x
yr
600 SOUTH COMPLEX
SERVICE REQUIREMENT
11. Refill Restroom Supplies
FREQUENCY REQUIREMENT
5x
3x wk
1 x wk
wk
X
X
Youth/Family,
Compliance
1x
mo
4x
yr
1x
yr
Facilities,
Transportation
12. Maintain Battery-Powered Air Fresheners
X
C. Floor Maintenance
X
1. Sweep Hard Floors with Dust Mops
2.
Damp-Mop Tile
3.
Buff Tile
Youth/Family,
Compliance
X
Youth/Family,
Compliance
X
Facilities,
Transportation
X
Facilities,
Transportation
X
4. Strip and Wax Tile
X
D. Carpet Care
X
1. Vacuum High-Traffic Paths
2.
Youth/Family,
Compliance
X
Facilities,
Transportation
Vacuum All Carpets
X
X
3. Spot Clean
Youth/Family,
Compliance
X
Facilities,
Transportation
4. Clean with Hot-Water Extraction
X
E. Horizontal Surfaces
X
1. Clean Lunch Tables, Chairs, Counters
2.
Dust Exposed Surfaces up to 6 ft High
3.
Office Areas: Dust Counters, Shelves,
Bookcases, File Cabinets
4.
Office Areas: Dust Desks, Chairs, Office
Furniture
Youth/Family,
Compliance
X
Youth/Family,
Compliance
X
Facilities,
Transportation
X
Facilities,
Transportation
X
X
5. Dust Ledges and Windowsills
6.
X
Clean Platform under Colored-Glass Art
Window
X
F. Vertical Surfaces
1. Remove Smudges on Doors, Door Frames,
Push and Kick Plates
X
Youth/Family,
Compliance
Page 54 of 86
X
Facilities,
Transportation
600 SOUTH COMPLEX
SERVICE REQUIREMENT
2. Clean Light Switches
FREQUENCY REQUIREMENT
5x
3x wk
1 x wk
wk
X
X
Youth/Family,
Compliance
1x
mo
4x
yr
1x
yr
Facilities,
Transportation
3.
Spot Clean Partitions and Painted Walls
X
4.
Dust Baseboards
X
5.
Dust Doorjambs
6.
Dust Picture Frames
X
X
G. Furniture
1.
Brush or Vacuum Upholstered Furniture
X
H. Drinking Fountains
1.
I.
X
Clean and Polish Drinking Fountains
Youth/Family,
Compliance
X
Facilities,
Transportation
High- and Low-Area Dusting/Cleaning
1.
Dust Partition Tops, Door Tops, Vents,
Grills, Etc.
X
2. Vacuum Wall and Ceiling Vents
3.
X
Dust Low-Reach Areas
X
J. Cleaning Blinds & Window Seals
Clean Blinds & Window Seals
X
K. Windows/Glass
1.
Spot Clean Glass
2.
Clean Interior Glass Reachable without
Ladder around Stairways, Lobbies, High
Traffic Areas, Perimeter Windows
X
Youth/Family,
Compliance
X
Facilities,
Transportation
X
L. Light Fixtures
1.
Clean Fixtures Inside and Out
X
2. Replace burnt out bulbs – (City furnishes
bulbs)
X
M. Exterior Cleaning (w/in 25 ft of ext. doors)
1.
X
Sweep Entrance Approaches
Youth/Family,
Compliance
Page 55 of 86
X
Facilities,
Transportation
600 SOUTH COMPLEX
SERVICE REQUIREMENT
2.
Empty Trash Cans and Ash Urns
3.
Clean Entry Doors Metal, Trim, and
Thresholds
FREQUENCY REQUIREMENT
5x
3x wk
1 x wk
wk
X
X
Youth/Family,
Compliance
1x
mo
4x
yr
1x
yr
Facilities,
Transportation
X
X
4. Pick Up Litter
Youth/Family,
Compliance
X
Facilities,
Transportation
N. Inspection
1. Walk-Through Inspection with City
X
O. Day Porter (services during day-time hours)
Respond to all daytime calls for service only on
an as-needed basis. For billing purposes, this
shall be an add-on to the monthly flat rate for
services.
Billed as a separate item on the monthly invoice at the rate stated in
Exhibit B, Item ________
Page 56 of 86
CONTRACT NO. 07-1-12-5834
SERVICE SCHEDULE 4
SERVICE AND FREQUENCY REQUIREMENTS
FOR THE
SORENSON UNITY CENTER
(1383 South 900 West)
This service schedule includes all areas of the Unity Center including leased space with only the following
exceptions: Contractor will not clean dental office sinks, dental working area counters and dental office
furnishings. Only the floors and trash cans in these areas will be maintained by Contractor.
SORENSON UNITY CENTER
SERVICE REQUIREMENT
7x
wk
FREQUENCY REQUIREMENT
6x
5x
1x
1x
3 x wk
wk
wk
wk
mo
A. Indoor Trash Receptacles
1.
Empty Waste Baskets and Place Trash in
Pick-Up Areas
2.
Replace Waste Basket Liners
X
3.
Empty Desk-Side Recycling
X
4.
Deposit Recycling in large Blue Containers
and locate to designated area for pick up.
X
X
B. Restrooms
1.
Empty and Wipe Waste Baskets
2.
Empty Sanitary Napkin Containers
3.
Polish Metal, Mirrors, Dispensers
4.
Clean and Disinfect Fixtures
5. Clean and Disinfect showers walls, floor
fixtures and shower curtains
6.
Spot Clean Walls and Partitions
7.
Mop Floors to Disinfect
X
X
X
Fitness
Center
Common
Area
All other
restrooms
X
X
X
Fitness
Center
Common
Area
All other
restrooms
X
X
X
Fitness
Center
Common
Area
All other
restrooms
X
X
X
Fitness
Center
Common
Area
All other
restrooms
X
Fitness
Center
X
X
X
Fitness
Center
Common
Area
All other
restrooms
X
X
X
Fitness
Center
Common
Area
All other
restrooms
8. Deck Brush Restroom
X
9.
X
Vacuum Vents
Page 57 of 86
4x
yr
1x
yr
SORENSON UNITY CENTER
SERVICE REQUIREMENT
7x
wk
FREQUENCY REQUIREMENT
6x
5x
1x
1x
3 x wk
wk
wk
wk
mo
10. Wash Walls and Partitions
X
11. Dust High-Reach Areas
X
12. Flush Drains with Water
X
13. Refill Restroom Supplies
X
X
X
Fitness
Center
Common
Area
All other
restrooms
4x
yr
14. Maintain Battery-Powered Air Fresheners
1x
yr
X
C. Floor Maintenance
X
1. Sweep Hard Floors with Dust Mops
2.
Damp-Mop or Auto Scrub hard Surfaces
/Tile
3.
Buff Tile
X
X
4. Strip and Wax Tile
X
D. Carpet Care
X
1. Vacuum High-Traffic Paths
2.
Vacuum All Carpets
X
X
3. Spot Clean
4. Clean with Hot-Water Extraction
X
E. Horizontal Surfaces
X
1. Clean Tables, Chairs, Counters
2.
Dust Exposed Surfaces up to 6 ft High
3.
Office Areas: Dust Counters, Shelves,
Bookcases, File Cabinets
4.
Office Areas: Dust Desks, Chairs, Office
Furniture
X
X
X
5. Dust Ledges and Windowsills
6.
X
Clean Platform under Colored-Glass Art
Window
X
F. Vertical Surfaces
1.
X
Remove Smudges on Doors, Door Frames,
Page 58 of 86
SORENSON UNITY CENTER
SERVICE REQUIREMENT
7x
wk
FREQUENCY REQUIREMENT
6x
5x
1x
1x
3 x wk
wk
wk
wk
mo
4x
yr
1x
yr
Push and Kick Plates
2. Clean Light Switches
X
3.
Spot Clean Partitions and Painted Walls
X
4.
Dust Baseboards
X
5.
Dust Doorjambs
X
6.
Dust Picture Frames
X
G. Furniture
1.
Brush or Vacuum Upholstered Furniture
X
H. Drinking Fountains
1.
I.
Clean and Polish Drinking Fountains
X
High- and Low-Area Dusting/Cleaning
1.
Dust Partition Tops, Door Tops, Vents,
Grills, Etc.
X
2. Vacuum Wall and Ceiling Vents
3.
J.
X
Dust Low-Reach Areas
X
Blinds & Window Seals
1.
Clean Blinds & Window Seals
X
K. Windows/Glass
1.
Spot Clean Glass
2.
Clean Interior Glass Reachable with ladder
or lift around Stairways, Lobbies, High
Traffic Areas, Perimeter Windows
X
X
L. Light Fixtures
1.
Clean Fixtures Inside and Out
X
2. Replace burned out light bulbs – (City
furnishes bulbs and recycle boxes)
X
M. Exterior Cleaning (w/in 25 ft of ext. doors)
1.
Sweep Entrance Approaches
2.
Empty Trash Cans and Ash Urns
X
X
Page 59 of 86
SORENSON UNITY CENTER
SERVICE REQUIREMENT
3.
7x
wk
FREQUENCY REQUIREMENT
6x
5x
1x
1x
3 x wk
wk
wk
wk
mo
Clean Entry Doors Metal, Trim, and
Thresholds
X
X
4. Pick up litter around building and at
entrances
N. Inspection
1. Walk-Through Inspection with City
X
O. Day Porter - Services during day-time hours
(The services defined below shall be
INCLUDED in the monthly flat rate and be
performed in addition to the other tasks listed in
this schedule)
1. Restroom duties (replenish supplies & spot
clean)
X
2. Spot Clean windows
X
3. Check & service garbage cans inside and
out
X
4.
X
Clean vestibules
Page 60 of 86
4x
yr
1x
yr
CONTRACT NO. 07-1-12-5834
EXHIBIT “B”
PRICE SCHEDULE
JANITORIAL SERVICES AT CITY BUILDINGS, GROUP 1
I.
II.
GENERAL
A.
Prices stated include all costs associated with the performance of the services specified,
including materials, supervision, labor, insurance, transportation, delivery, fuel or other
surcharges, demurrage, and related costs. No other charges shall be allowed. All prices
and fees are stated in U.S. dollars.
B.
City is exempt from sales, use, and federal excise taxes on these products and services.
Exemption certificates shall be furnished upon request.
FEES
NOTE: This section to be completed after conditional contract award.
III.
IV.
OPTION RENEWAL PERIOD PRICE ADJUSTMENT.
A.
Prices stated shall be firm for the initial 3-year term of this Agreement. Requests for
price adjustment thereafter shall follow the requirements specified in Subparagraph B
below.
B.
If this Agreement is extended for additional option periods price adjustments may be
made, however, any request for price adjustment shall be made prior to the beginning
date of the contract option renewal. Contractor shall calculate and make a written
request to the City that the prices for the next renewal year be increased by the lesser of
three percent (3%), or the percentage increase, if any, in the latest published Consumer
Price Index, All Urban Consumers (CPI-U), "US City Average" published by the
Bureau of Labor Statistics of the US Federal Government for the most recent twelve
(12) month period, and City shall respond to such request. If publication of said CPI
index should cease, such percentage increase shall be determined by reference to a
similar index, or as agreed upon by the parties.
PRICE ADJUSTMENT FOR INCREASE OR DECREASE OF SERVICE LEVELS
City reserves the right to require an increase or a reduction in the specified service levels at any
time during the term of this Agreement. At the request of City, Contractor shall identify in
detail the resulting increase or decrease in the price to City due to City’s requested increase or
reduction in services levels and shall present its price quote in writing to City. Contractor shall
Page 61 of 86
not implement any service changes resulting in a price change until City has accepted, in
writing, such service and price changes. Contractor shall implement the changes within one
week after City’s acceptance thereof.
V.
INVOICING AND PAYMENT
The City shall make payment to Contractor for all services provided by Contractor pursuant to
this Agreement. Contractor shall submit a written invoice, in duplicate, for services rendered
and the City shall pay the invoiced fee within thirty (30) days after receipt of the invoice by the
City.
Invoices shall be submitted to:
Salt Lake City Corporation
Facilities Division
Attention: Facilities Manager
PO Box 145554
Salt Lake City, Utah 84114-5554
Page 62 of 86
EXHIBIT "C"
CONTRACT NO. 07-1-12-5834
QUALITY CONTROL CHECK LIST #1
Lobbies - Offices - Toilets - Locker Rooms
Inspector
A
R
E
A
Furniture
Walls
Floors
Recepta
cles
Lights
Ceilings
Windows
Location
I
T
E
M
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
32
33
34
LOCKER ROOMS
LOBBIES
OFFICES
FACTOR
Chairs
Benches
Telephones
Tables / Desks
Cabinets
Planters
Lamps
Glass
Coolers
Shelves
Dust
Spots
Corners
Wall Hangings
Doors
Glass
Ledges
Handrails
Dust/Debris/Spillage
Spots / Stains
Baseboards
Edges
Gum
Finish
Traffic Patterns
Trash Receptacles
Ash Trays
Light Fixtures
Vents
Dust / Cobwebs
Spots
Ledges
Glass / Screens
Blinds / Drapes
Date
CLEAN
S
U
NA
A
R
E
A
Washstands
Toilets
Floors
Walls
Receptac
les
Lights
Ceilings
Showers
Tubs
I
T
E
M
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
32
33
34
Time
TOILETS
SHOWERS
FACTOR
Plumbing
Bowl
Faucets
Dispensers
Dryer
Shelves
Mirrors
Plumbing
Seat (both sides)
Bowl
Urinal
Supplies
Dust/Debris/Spillage
Spots / Stains
Baseboards
Corners
Edges
Gum
Dust / Spots
Privacy Partitions
Corners
Doors
Handrails
Trash Receptacles
Ash Trays
Sanitary
Light Fixtures
Dust / Cobwebs
Vents
Spots
Walls / Floors
Fixtures / Drains
Soap Dish / Shelves
Curtains
TOTALS
CLEAN
S
U
NA
TOTALS
GENERAL ASSESSMENT OF AREA
Satisfactory

Unsatisfactory

CUSTOMER COMMENTS: _____________________________________________________________________
_____________________________________________________________________________________________
Signature: ______________________________
INSPECTOR COMMENTS: ______________________________________________________________________
_____________________________________________________________________________________________
Signature: ______________________________
List reasons for “U” ratings on reverse side of this form.
Page 63 of 86
QUALTIY CONTROL CHECK LIST #2
Elevators - Stairs - Escalators - Classrooms - General Areas
Inspector
A
R
E
A
Walls
Floors
Windows
Lights
Ceilings
Recepta
cles
Location
I
T
E
M
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
Elevators, Stairs,
Escalators
FACTOR
Date
CLEAN
S
U
NA
Dust
Spots
Wall Hangings
Telephones
Doors
Glass
Handrails
Metal
Dust/Debris/Spillage
Spots / Stains
Gum
Edges
Corners
Baseboards
Finish
Tracks
Grooves
Risers
Ledges
Glass
Screens
Blinds / Drapes
Light Fixtures
Vents
Dust / Cobwebs
Spots
Trash Receptacles
Ash Trays
A
R
E
A
Walls
Floors
Windows
Ceilings
Lights
Receptac
les
Boards
Furniture
I
T
E
M
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
32
33
34
Time
Classrooms &
General Areas
FACTOR
CLEAN
S
U
NA
Dust
Spots
Wall Hangings
Corners
Doors
Glass
Handrails
Metal
Ledges
Dust/Debris/Spillage
Spots / Stains
Gum
Edges
Corners
Baseboards
Finish
Conveyors
Traffic Patterns
Ledges
Glass
Blinds / Drapes
Screens
Dust / Cobwebs
Vents
Spots
Light Fixtures
Trash Receptacles
Ash Trays
Chalk Boards
Marker Boards
Bulletin Boards
Dust
Spots
Telephones
TOTALS
TOTALS
GENERAL ASSESSMENT OF AREA
Satisfactory

Unsatisfactory

CUSTOMER COMMENTS: _____________________________________________________________________
_____________________________________________________________________________________________
Signature: ______________________________
INSPECTOR COMMENTS: ______________________________________________________________________
_____________________________________________________________________________________________
Signature: ______________________________
List reasons for “U” ratings on reverse side of this form.
Page 64 of 86
CONTRACT NO. 07-1-12-5834
EXHIBIT "D"
Green Cleaning Janitorial Standard
Table of Contents:
I – Green Cleaning
Definition and overview of Green Cleaning
II – Responsibilities of the janitorial contractor
Green Cleaning plan development, documentation, and reporting requirements
III – Requirements for products and equipment
Chemicals, non-chemical products, and equipment requirements
IV – Cleaning procedure requirements
Specific Green Cleaning procedures for janitorial tasks
V – Communication requirements
Requirements for the development of a communication plan
VI – Training requirements
Training requirements for janitorial staff
VII – Definitions
Definitions based on Green Seal’s Industrial and Institutional Cleaners standard and
USGBS Best Practices Manual
VIII – Informational web site links
Green Cleaning web based resources for janitorial contractors
IX – Acronyms
X – Resources
Other Green Cleaning resources
Page 65 of 86
I.
GREEN CLEANING OVERVIEW
“Green Cleaning” promotes productivity and health by improving indoor air quality and
reducing exposures to harmful chemicals, allergens and contaminants. Cleaning and industrial
related chemicals often contain agents associated with cancer, reproductive disorders,
respiratory ailments, eye or skin irritation, and other health conditions. Some cleaning and
industrial chemicals may have an adverse effect on drinking water, wastewater and storm water
which impacts streams, rivers and lakes as well as plants and wildlife. Green Cleaning
promotes the use of less toxic or non-toxic cleaners. The goal of the City is to have a well
managed, environmentally neutral janitorial operation.
The City encourages and promotes the principles of Green Cleaning throughout all of its
facilities. The City Facilities Services Division has written this Green Cleaning Janitorial
Standard which includes policies and procedures for Green Cleaning throughout City owned
and operated facilities. Green Cleaning, also known as Healthy and High Performing Cleaning
(“HHPC”), requires cleaning practices that limit environmental hazards to building occupants
as well as maintenance and janitorial staff.
This Green Cleaning Janitorial Standard requires City employees, janitorial contractors, and
any lessee of City owned space to develop and document a plan for healthy and high
performing, low-impact environmental cleaning. The plan shall require the use of Green Seal
and other approved cleaning products and sustainable products and practices. Green Cleaning
plans shall also include a comprehensive janitorial employee training program for enhanced
cleaning procedures, safety, product use, storage and disposal of cleaning products, paper and
plastics. Included in the plan shall be a quantifiable quality assurance (QA) program which
includes periodic customer surveys. In addition, janitorial contractors shall produce reports
which summarize all of the janitorial activities, training records, and all other required data.
For the purposes of this Standard, Green Cleaning encompasses all indoor activities typically
required to clean commercial, public and industrial buildings. Maintenance of exterior areas
such as parking lots, grounds or picnic areas is excluded from the Standard, with the exception
of areas directly outside building entryways. This Standard does not cover residential
buildings.
II.
RESPONSIBILITIES OF JANITORIAL CONTRACTOR
The following Green Cleaning requirements shall be met by the Janitorial Contractor
(Contractor) at City designated buildings and facilities. These janitorial requirements shall be
in addition to requirements stated in Exhibit “A”. In the event of conflict between Exhibit
“A”, and this Exhibit “D” the requirements set forth in Exhibit “D” shall prevail. The
responsibilities of Contractor include, but shall not be limited to, the following.
A.
Reporting. The purpose of this requirement is to provide accountability, verification
and performance measurement for sustainable janitorial operations.
1.
Contractor shall provide monthly reports of all janitorial activities, equipment
purchases, and all products and materials purchases. Products and materials
purchase information shall show costs for products and materials purchases that
are environmentally preferred. Additionally the reports shall include employee
training records summarizing all required data. Details can be referenced in the:
Page 66 of 86
USGBC LEED-EB v2.0 Reference Guide – Materials and Resources;

Credits 2.1 to 2.5 Submittals

Recertification, Credit 3.1 and 3.2 Submittals

Recertification, Credit 4.1 to 4.3 Submittals
2.
Contractor shall provide Quarterly reports combining and summarizing all
reportable information from monthly reports.
3.
Contractor shall include a quantifiable Organizational Internal Safety Audit in
quarterly reporting which is acceptable to the City Facilities Division.
4.
Contractor shall submit an annual Executive Review summarizing the
information on the Quarterly Reports. This shall be submitted sixty (60) days
prior to the service anniversary or contract anniversary date each year.
B.
Standard Operating Procedures. Contractor shall develop and maintain a set of written
guidelines for standard operating procedures (SOP’s) that shall govern cleaning
procedures, training, use, handling and disposal of chemicals and tracking requirements.
SOP’s shall include all hazard communications protocols including but not limited to
information posting, reporting and record keeping procedures that affect building
occupants, janitorial personnel, customers, clients and the general public. These
guidelines shall be made available to all building occupants, janitorial personnel,
customers, clients and the general public. In addition, a building specific Green
Cleaning plan shall be developed in accordance with Subparagraph C, below for any
building to be cleaned under Green Cleaning standards. SOP’s shall be reviewed by
Contractor and City Facilities Division for possible revisions on an annual basis or at
each anniversary of the Agreement.
C.
Building Specific Green Cleaning Plan. Contractor shall develop a building-specific
Green Cleaning plan that comprehensively outlines detailed methods and procedures for
cleaning the facility. The plan shall describe how these methods and procedures shall
protect human health and the environment. As well as typical cleaning concerns the
Green Cleaning plan shall outline the following:
1.
Communications. Contractor shall develop a comprehensive communications
plan and submit the plan to the City Facilities Services Division who will review
and may make recommended changes to support City needs. The plan shall
establish procedures for Contractor’s janitorial personnel to communicate
effectively with the City Facilities Services Division personnel, and building
occupants. The plan shall contain methods by which the City Facilities Services
Division personnel and building occupants can provide feedback. Contractor’s
plan shall include the requirement for timely “action reports” outlining actions
taken in response to customer feedback. In addition the plan shall establish a
contact and emergency contact list and outline accident and emergency
preparedness plans.
Page 67 of 86
2.
Floor Maintenance Plan. Provide a written floor maintenance plan that extends
the life of flooring through preventive, routine and periodic cleaning operations.
This plan shall outline the equipment used to effectively remove soil, spills,
dust, scuff marks. It shall specifically list the Green Seal 37 and 42 products
used in the process. The plan shall specify that there shall be no residue left on
floors and it must specify and describe the equipment used to maintain the
floors. This includes auto-scrubbers, sweepers, vacuums, microfiber dust mops,
mops and all other equipment used to maintain floors.
3.
Schedules. Contractor shall review the base schedules provided by City and
determine and recommend needed adjustment to schedules of preventive,
routine and periodic cleaning activities, and establish cleaning inspections and
reporting schedules.
4.
a.
Schedule of cleaning operations shall detail the minimum frequency
required to clean and maintain the area to a level that adequately protects
human health and the environment.
b.
Schedule of cleaning operations shall be reviewed by Contractor and a
City Facilities Services Division designee at a minimum of twice per
year and adjusted as needed in response to the changing needs of the
building occupants.
c.
For the purpose of energy savings, reducing occupancy time by the
establishment of daytime cleaning hours is required whenever possible.
Special Operations Accountability. Green cleaning plan shall include a detailed
description of how Green Cleaning operations shall account for the following:
a.
Cleaning procedure requirements for such special areas as high-traffic
areas, entryways, showers and locker rooms, pool decks, dining and food
preparation areas, medical examination and treatment facilities and
laboratories.
b.
Explain methods of storage and use of chemicals and supplies within the
facility and include consideration of proper ventilation. Include adequate
security, access control procedures and proper materials management of
the janitorial area.
c.
Identify vulnerable populations such as children, asthmatics and
pregnant women. Develop plans to accommodate these people.
d.
Unforeseen sources of contaminants or pollution both temporary and
permanent such as building renovations, indoor plants and new carpet
installations.
e.
Outline special requirements for operations involving potential
hazardous materials such as the maintenance of floors containing
asbestos or compliance with OSHA Blood borne Pathogens Standards in
health care and treatment rooms.
Page 68 of 86
5.
f.
Include special engineering requirements such as areas with inadequate
ventilation, poor lighting and restricted access.
g.
Describe seasonal or periodic conditions of increased or decreased
closures.
h.
Requirements of the building Integrated Pest Management System.
i.
Address special cleaning requirements or conditions that may affect the
frequency of cleaning or negatively impact human health or the
environment.
Powered Equipment Use and Maintenance Plan. The purpose of Green
Cleaning methods is to maximize the quality and efficiency of cleaning
activities, protect human health and the environment. Contractor shall develop,
adopt and maintain a plan for the use of powered janitorial equipment that
maximizes the effective reduction of building contaminants with minimum
environmental impact and provide an inventory and evaluation of equipment
currently used or proposed for use in the building and verify that it is working
properly (as validated by equipment manufacturer or by a reputable third-party
service organization) or that it is tagged out of service. Contractor shall develop
a three (3) year plan for the phase-out of equipment that does not meet the
minimum following specifications.
a.
Vacuum cleaners must meet the Carpet and Rug Institute (CRI) Green
Label Program. It must pick up at least 99% of dirt allergens and have a
four level filtration system which filters allergens to .3 Microns. It must
have an ergonomic design to reduce user fatigue.
b.
Powered floor maintenance equipment must be equipped with controls or
other devices for capturing, filtering and collecting particulates and shall
operate at a maximum sound level less than 60 dBA.
c.
Carpet cleaning must be by extraction method. Carpet extraction
equipment must meet at a minimum CRI Bronze Seal of Approval.
Rotational bonnet cleaning method is unacceptable.
d.
Propane-powered equipment will not be permitted.
e.
Powered scrubbing machines must be equipped with a control method
for variable rate dispensing to optimize the use of cleaning fluids.
Machine must be equipped with a fluid retrieval system and be proven
not to leave residue.
Implementation of a user daily log of power equipment, a weekly equipment
inspection, and a preventive maintenance program containing verifiable ongoing maintenance record keeping are necessary components of the Powered
Equipment Use and Maintenance Plan.
Page 69 of 86
III.
PRODUCT AND EQUIPMENT REQUIREMENTS
A.
B.
Certified Environmentally Preferable Cleaning Products and Supplies.
All cleaning products in the following categories shall be certified with the Green Seal
program under their referenced environmental standards:
1.
General-purpose cleaners, bathroom cleaners, glass cleaners and carpet cleaners
certified under GS-37.
2.
Floor finishes and floor strippers certified under GS40.
3.
Degreasers certified under GS-34.
4.
Liquid hand soap certified under GS-41.
5.
Paper Towels and napkins certified under GS-09.
6.
Other chemical cleaning products or non-chemical cleaning supplies, paper and
plastics certified under the Green Seal that is established in the future.
Other Environmentally Preferable Cleaning Products and Supplies. Other cleaning
products not addressed by Subparagraph A above that are being disposed of down the
drain can be considered environmentally preferable if they meet all of the criteria
below. Any liquid, solid, powder or “in-solution” chemical cleaning product that is
typically disposed of down the drain must meet all of the following criteria.
1.
Nontoxic
2.
Not formulated with carcinogens or reproductive toxins
3.
Not formulated with ammonia, phthalates, alkyl phenol ethoxylates, 2butoxyethanol, heavy metals or ozone-depleting compounds
4.
Not a flammable liquid (flash point>140°F)
5.
Product pH is between 3.5 – 12, or has been tested as non-corrosive to skin
and eyes
6.
Low VOC
7.
Non-phosphate
8.
Biodegradable
9.
Solid, powder or concentrated liquid form where appropriate to that
product class
10.
Uses reusable, recycled or recyclable primary packaging; or lightweight, flexible
packaging that represents a significant reduction in material use when compared
to rigid packaging
The VOC level, toxicity and pH of the product shall be evaluated at the highest
manufacturer recommended dilution rate where direct user contact may occur. These
products also include spot removers, upholstery cleaners, dust mop treatments, oven
cleaners, furniture polish, wood restorer, odor control products (air fresheners, plug-ins,
Page 70 of 86
candles, and scented oils), adhesive removers, gum removers, graffiti removers, metal
cleaners and polishes, marble treatment and stainless steel polishes as well as others.
C.
D.
E.
IV.
Non-Chemical Environmentally Preferred Cleaning Product. These products include,
but are not limited to plastic trash liners, toilet seat covers, general-purpose industrial
wipes, office recycling containers, waste receptacles made from plastic, steel,
corrugated paper, solid paper fiber or industrial paperboard and floor mats made from
rubber, plastic or rubber/plastic composites. A non-chemical cleaning supply can be
considered environmentally preferred if it meets all of the following criteria:
1.
Meets the minimum recovered material content as designated by the EPA’s
Comprehensive Procurement Guidelines for that product
2.
Paper products have not been bleached with chlorine or chlorine derivatives
3.
Paper products have not been treated with color dye
4.
Plastic-containing products are made of PVC-free materials
Manual Cleaning Equipment. These products include, but are not limited to brooms,
dry/wet mops, brushes, dustpans, toilet plungers, drain snakes, toilet bowl mops and
brushes, window squeegees, scrapers, ladders, carts, totes, spray bottles, signage, and all
other non-powered cleaning equipment. This equipment can be considered
environmentally preferred if it meets at least one (1) of the following criteria:
1.
Uses at least 50% wood from certified sustainable sources (e.g. Forest
Stewardship Council – certified)
2.
Uses at least 25% post-consumer recycled plastics or biodegradable plastic
substitutes
3.
Uses at least 50% organically grown material
4.
Uses at least 25% reclaimed, reused or post-consumer recycled materials
Environmentally Preferred Powered Cleaning Equipment. All new janitorial equipment
purchased in this category shall meet the criteria as listed in Section II, C-5. These
products include, but are not limited to powered floor scrubbers, burnishers, steam
extractors, sweepers, vacuums, power washers and other powered cleaning equipment.
CLEANING PROCEDURE REQUIREMENTS
A.
Reducing Chemical Waste and Efficient Use of Chemicals. Contractor shall develop,
implement and maintain a comprehensive system for the safe and efficient use of
cleaning chemicals that meet all the following criteria:
1.
Provides easily understood directions to the cleaning staff in English and
Spanish or French (appropriately) which includes graphic representation for the
dilution of chemical cleaning products.
2.
System uses chemical measuring and dilution control system (chemical
dispensing system, pre-measured dispensing pumps, packets or other pre-
Page 71 of 86
measured, controlled dilution methods) that limits worker exposure and
facilitates proper dilution of chemical concentrates.
B.
C.
3.
Provides initial and annual worker OSHA Hazard Communications training.
Also provides training in product safety, handling, dilution system use and
maintenance, product use, storage and disposal procedures on all cleaning
products.
4.
Incorporates appropriate technology using chemical dispensing system, packets
or other pre-measured, controlled dilution methods. Insures proper dilution and
avoids overuse of chemical cleaning products.
5.
Provides directions for the proper rinsing recycling, reuse and disposal of used
or expended chemical solutions or empty chemical containers.
6.
Conduct cleaning operations and activities (equipment storage, cleaning,
maintenance, rinsing and disposal of chemical and containers) in a manner that
prevents other building areas from being adversely affected.
7.
Conduct cleaning operations and activities that reduce, minimize, or eliminate
the use of chemicals wherever and whenever possible.
Reducing Solid Waste. Contractor shall implement a plan to reduce the consumption of
raw materials and energy consumed in the manufacture of equipment and supplies used
in cleaning processes and operations. Contractor shall use easily natural and renewable
materials as much as possible and divert by re-use or by recycling 50% of the solid
waste generated in City facilities that would normally be disposed of in a landfill.
Contractor’s plan shall include the following:
1.
Packaging: Purchase chemical products and supplies in quantities that minimize
the amount of packaging and container waste generated.
2.
Reusable materials: Establish a preference for reusable, natural fiber cleaning
cloths or use micro-fiber technology as a substitute for paper.
3.
Recycle and Reuse: Separate and recycle packaging materials and chemical
containers. Recycle worn equipment that is acceptable for the recycling
community.
Entryways. Contractor shall implement a plan for proper entryway cleaning to provide
a systematic procedure for reducing the introduction of allergens, dirt, debris and
particulates from entering the building through the entryway. By reducing the
introduction of these through the entryways, less air filtering, vacuuming, dusting and
cleaning is necessary. This reduces the use of labor, cleaning chemicals and provides a
higher Indoor Air Quality (IAQ). Contractor shall:
1.
Pre-entry Cleaning. Keep outside entryways, vestibules and sidewalks twentyfive (25) feet from building entry doorway in each direction clean and free of
dirt and debris.
Page 72 of 86
2.
D.
Pre-entry Scraper/wiper matting. Provide outside and inside of entryways that
meet the following requirements:
a.
6-10 feet of scraper matting outside
b.
6-10 feet of wiper matting inside
c.
Provide an overall 12-20 feet of matting for every entry point
3.
Entryway Matting Cleaning and Maintenance. Vacuuming, cleaning and
maintaining entryway matting should be according to the recommended Carpet
and Rug Institute (CRI) standards. Intensity and frequency shall be adjusted
according to seasonal and specific building needs to prevent migration of
contaminants into the building.
4.
Disposal of Materials. Dispose of captured materials, clean HEPA filters and
change vacuum bags when half-full.
Floor Care. Contractor shall implement a plan for an environmentally preferred floor
care system that shall extract, contain, remove and dispose of debris, dust, dirt, grit and
foreign particles introduced into the building and onto the floors. Plan shall include the
removal of these contaminants before they can cause a safety hazard, damage floor
finishes, and become airborne increasing the need for more frequent cleaning.
Ultimately these contaminants affect the Indoor Air Quality and the health and well
being of the occupants.
Floor care cleaning operations refer to the cleaning of all natural and man-made textile
coverings as well as hard floor surfaces except the following: Wood, cork or bamboo
surfaces, and rubber, plastic or rubber/plastic composite floors. These surfaces will be
cleaned and maintained to the manufacturers recommended standards.
E.
Hard Floor Maintenance. This includes, but is not limited to Linoleum, Vinyl
Composition Tile (VCT), 2-part epoxy and all other resilient floor finishes and sealers.
Contractor shall implement the following practices:
1.
Removal of debris, dust, dirt, grit and foreign particles. The use of brooms and
dust mops has a tendency to disturb dust and particles which settle on the floor
and introduces them into the air. A well filtered vacuum system will capture
and contain dust and particles. If clean, a high performance microfiber dust mop
will contain the particles between the fibers. Frequent cleaning and rinsing will
not allow built up particles to become airborne. Microfiber dust mop heads,
mop heads, finish mop heads, rags, sponges and applicators will be machine
washed after use. Dirty mops and rags will not be allowed to be used or stored
in janitorial areas. Contractor shall:
a.
Remove large debris and items that may cause damage to cleaning
equipment
b.
Vacuum hard surfaces and if necessary
c.
Dust mop hard surfaces using a clean microfiber dust mop
Page 73 of 86
d.
2.
Machine wash microfiber dust mops, mop heads, finish mop heads, rags,
sponges and applicators after use
Hard Floor Surface Cleaning. The procedure and process for surface cleaning of
hard surface floors is “building specific” and appropriate methods and especially
frequencies can vary, but the basic theory remains the same. Each method
requires solution removal and, containment and disposal of dirt, grease, oils,
liquids, powders, allergens and particles from flooring surfaces. For hard
surface floor cleaning Contractor shall use a solution of clean cold water with a
GS-37 approved pH neutral cleaner. Use the least abrasive cleaning pad
necessary for scrubbing. Frequent and proper cleaning will insure extended life
of floor finishes and eliminate frequent re-coating, stripping and refinishing.
Accepted surface cleaning methods are:
a.
Solution / Damp mop
b.
Solution / Wet mop
c.
Solution / Machine scrub / Wet vacuum recovery / Damp mop
d.
Solution / solution cartridge / Auto-scrubber w/ vacuum recovery and
containment system.
e.
Solution / solution cartridge / Auto-scrubber w/ vacuum recovery,
solution filtration and containment system.
f.
Cartridge Foam Solution/ Auto-scrubber w/ vacuum foam recovery,
filtration and containment system.
Following cleaning procedures there should be no residue, streaking or dulling
of surfaces. If disinfecting or sanitizing floors is required, mop with approved
disinfectants or sanitizing solution and let stand to air dry for no-less than ten
(10) minutes after cleaning procedures are complete.
3.
Periodic Maintenance of Hard Floor Surfaces. Top scrubbing and re-coating is
necessary, but should be kept to a minimum and done only when necessary to
restore surface. Continual buffing and burnishing introduces dry floor finish
particles and dust into the air. Use of extended wear, high performance floor
finish (GS-40 Approved) which can perform for two (2) to three (3) years under
normal conditions between strip and refinish and can be maintained with
minimal burnishing shall be used. Finishes, burnishing and buffing are not
applicable to epoxy floor finishes. The criteria for periodic cleaning and
maintenance operations include the following:
a.
Reasonable (3-7 days) notice to building management
b.
Performed during unoccupied periods if whenever possible
c.
Performed only when sufficient finish is left on floor to seal surface
d.
Use only mops or auto-scrubber to apply restoration chemicals, spray
applications are not allowed
Page 74 of 86
e.
4.
5.
F.
Burnishing and buffing equipment must be equipped with controls and
other devices to collect particulates generated during the use of the
equipment
Restorative Maintenance on Hard Surface floors (Stripping and Re-finishing).
Restorative maintenance on hard surface floors is necessary when the finish is
no longer sufficient to preserve the integrity of the floor. Finishes, burnishing
and buffing are not applicable to epoxy floor finishes. This procedure is
expensive and has the most impact to the environment. To insure that stripping
and re-finishing hard surface floors is minimized the following requirements are
as follows:
a.
Reasonable (7-10 days) notice to building management; the timing and
method of notice shall be established by consultation between building
management and the Contractor
b.
Perform stripping and re-finishing operations on an “as needed” basis
and not on a pre-determined routine schedule
c.
Keep the area ventilated to the outside if possible both during and after
stripping and refinishing
d.
Schedule stripping and re-finishing operations to coincide with a period
of minimum occupancy
Quarry Tile, Ceramic Tile and Natural Stone Floor Cleaning. The procedure for
cleaning quarry tile and natural stone shall be as follows:
a.
Use Hot water only; unless written authorization is obtained by building
Management to use another product on quarry tile, tile and natural stone
b.
Use a deck brush, machine brush scrub or auto-scrubber only as needed
c.
Use appropriate mild abrasive nylon-grit brushes or nylon brushes only
as needed
d.
Use wet vacuum solution recovery machine
e.
Damp mop
f.
Apply sealer or floor finish only with written permission from City
building management
g.
For restroom, shower and locker rooms follow cleaning procedure with
damp mop application of disinfectant or sanitizer of approved
disinfectant solution and allow no less than 10 minutes to air dry to kill
bacteria and fungus
Carpet Maintenance and Extraction. To properly maintain carpets, rugs and carpet
squares it requires frequent effective vacuuming and significant amounts of labor and
cleaning chemical. These activities pose a significant impact to the cost of operations,
harmful effects on the environment and poor Indoor Air Quality. The most effective
method to reduce contaminants and environmental impact, maintain a higher Indoor Air
Page 75 of 86
Quality, and preserve the useful life of carpet or carpet squares is to capture as much
debris, dirt, grit, particles and allergens before they reach carpeted surfaces.
1.
Mat Program. Contractor shall provide an aggressive foot scraping and wiping
mats program and frequent hard floor maintenance which will significantly
reduce the amount of carpet maintenance and extraction necessary.
2.
Vacuuming. Vacuuming, cleaning and maintaining carpeting, carpet squares
and woven textiles should be according to the recommended Carpet and Rug
Institute (CRI) standards. Intensity and frequency shall be adjusted according to
seasonal and specific building needs to prevent migration of contaminants into
the building.
3.
Carpet Cleaning
4.
5.
6.
G.
a.
Spot clean as quickly as possible once the stain or spill is detected using
GS-37 approved spot cleaner
b.
Remove gum as quickly as possible once the gum is detected using
approved gum remover
Periodic Light and Restorative Carpet Cleaning. All carpet cleaning should be
according to the recommended Carpet and Rug Institute (CRI) standards.
Intensity and frequency shall be adjusted according to seasonal and specific
building needs to prevent migration of contaminants into the building. The
following procedures shall be required:
a.
Reasonable (3-7 days) notice to building management
b.
Drying fans must be used until carpets, carpet tile or rugs are dry
c.
Provide ventilation to outside (if possible)
Accepted Carpet Extraction Methods
a.
Use High Temperature Hot Water/ Steam Extraction
b.
Use Dry Foam Extraction
c.
Use a GS-37 approved extraction solution
Warm water extraction, rotational bonnet cleaning is not an acceptable method
and shall not be used.
Disinfection. Contractor shall perform disinfection operations only after all approved
cleaning procedures are complete. Avoiding chemical cleaners and using steam vapor
cleaners is a preferred method of cleaning prior to disinfection. Disinfection shall be
included as the last step of the cleaning process in areas where pathogens, fungi and
bacteria can collect and breed. The criteria for cleaning operations that involve
disinfection shall include the following:
1.
Areas and Surfaces for Disinfection
a.
Perform disinfection in medical treatment and examination rooms
including examination tables and furniture, sinks and counters and floors
Page 76 of 86
H.
b.
Perform disinfection in restrooms including toilets, sinks, faucets and
water controls, and door handles
c.
Perform disinfection in showers including shower heads, water controls,
walls and vertical surfaces, and floors and horizontal surfaces
2.
Perform disinfection in locker rooms and soiled laundry storage including
benches and seating, counters and dressing tables, lockers, locker shelves, locker
doors, locker door handles, soiled laundry storage bins and carts, floors and
horizontal surfaces that come in contact with humans.
3.
Perform disinfection with authorized disinfectants and sanitizers.
a.
Use only EPA recognized disinfectants, disinfecting devices (e.g., steam
vapor system). Use the appropriate disinfectant method for the area to
be cleaned.
b.
Prepare and use disinfectants at proper dilution rates per label
instructions.
c.
Do not use aerosol propellant or airborne spray application of
disinfectant solutions; Wet mop, sponge or microfiber cloth surface
application only.
d.
Follow all mixing, use and disposal safety precautions and use personal
protective equipment when handling disinfectants and sanitizers.
e.
Provide wet solution to air dry or (e.g., dwell time) per instructions on
label, usually no less than 10 minutes.
Cleaning of restrooms and locker rooms. The procedure and process for surface
cleaning of restrooms and locker rooms is “building specific” and appropriate methods
and especially frequencies can vary, but the basic theory remains the same. Each
method requires solution removal, containment and disposal of soil, dirt, grease, oils,
liquids, powders, allergens and particles from surfaces and flooring. Use hot water
and the least abrasive brush necessary for floor scrubbing. For hard surface cleaning a
steam vapor cleaning system is preferred, however not always required. This would be a
building specific requirement. Frequent and proper cleaning will insure extended life of
finishes. Proper disinfection is required following cleaning operations.
1.
2.
Use clean, cold water and GS-37 approved cleaning chemical solution for
cleaning surfaces:
a.
Mirror and glass cleaner
b.
Use pH neutral all-purpose cleaner
c.
Use approved bowl and urinal cleaner
d.
Use EPA recognized sanitizers and disinfectants
e.
Perform frequent filling of traps in floor drains to prevent reverse
ventilation of sewer drains
Use GS-1 and GS-9 and other approved paper products and plastic liners.
Page 77 of 86
I.
Food Preparation/Dining/Break Room Areas. An environmentally preferred cleaning
program for food preparation, dining areas and break rooms shall be used. The intent of
this program for service areas is to isolate and remove food related contaminants from
the building. Food particles, oils, fats and solutions are attractive to insects, rodents and
other pests. The build-up of oil and grease on surfaces create an unsanitary breeding
ground for bacteria and fungi. It also creates a slippery surface that may result in slip
and fall situations. Isolation, containment and intensive cleaning practices reduce food
sources for pests. Avoid chemical cleaners and use steam vapor cleaners which are a
preferred method of cleaning. This in turn reduces the need for chemical pesticides and
other pest removal operations. The result is a higher Indoor Air Quality (IAQ), reduced
exposure to harmful chemicals which creates less impact on the environment. The
Contractor will meet the following criteria:
1.
2.
3.
For hard surface cleaning including, but not limited to tables, counters, floors,
food preparation areas, refrigerators, coolers, freezers, sinks Contractor shall use
only the proper “food grade” cleaning chemical products that meet GS-37
approved standards.
a.
De-greasers
b.
Multi-purpose Surface Cleaner
c.
Glass Cleaner
d.
Non-slip sanitizing floor treatments
For the removal of debris, dust, dirt, grit and foreign particles from floors, with
most of the debris being damp or oil covered, the use of brooms and dust mops
is acceptable. A well filtered vacuum system will capture and contain dust and
particles. If clean, a high performance microfiber dust mop will contain the
particles between the fibers and frequent cleaning and rinsing will not allow a
built up particles. Contractor shall:
a.
Remove large debris and items that may cause damage to cleaning
equipment
b.
Vacuum hard surfaces and if possible
c.
Dust mop hard surfaces using a clean microfiber dust mop
For hard floor surface cleaning the procedure and process is “building specific”
and appropriate methods and especially frequencies can vary, but the basic
theory remains the same. Each method requires solution removal, containment
and disposal of dirt, grease, oils, liquids, powders, allergens and particles from
flooring surfaces. For hard surface floor cleaning use a solution of clean cold
water with a GS-37 approved pH neutral cleaner. Use the least abrasive
cleaning pad necessary for scrubbing. Frequent and proper cleaning will insure
extended life of floor finishes and eliminate frequent re-coating and stripping
and refinishing. Accepted surface cleaning methods are:
a.
Solution / Damp mop
b.
Solution / Wet mop
Page 78 of 86
c.
Solution / Machine scrub / Wet vacuum recovery / Damp mop
d.
Solution / solution cartridge / Auto-scrubber w/ vacuum recovery and
containment system
e.
Solution / solution cartridge / Auto-scrubber w/ vacuum recovery,
solution filtration and containment system
f.
Cartridge Foam Solution/ Auto-scrubber w/ vacuum foam recovery,
filtration and containment system
g.
A non-slip, sanitizer should be used after cleaning is complete
Following the performance of cleaning procedures there shall be no residue, streaking
or dulling of surfaces. If a non-slip disinfecting or sanitizing floor treatment is required
mop with approved disinfectants or sanitizing solution and let stand to air dry for no
less than ten (10) minutes after cleaning procedures are complete.
J.
Trash Collection and Recycling. An “environmentally preferred trash collection and
recycling program” shall be used to interrupt the operational waste stream and reduce
solid waste destined for the landfill by 50%. The remaining 50% of the solid waste
such as construction materials, office paper, newsprint, aluminum, glass, recyclable
plastic, and corrugated cardboard, is to be diverted for recycling or re-use. The
procedure and process for waste removal and recycling is building specific and
appropriate methods and especially frequencies can vary, but the basic theory remains
the same. The most effective way to reduce operational waste is to reduce incoming
packaging materials by purchasing products in bulk.
1.
2.
Recycling. Each facility requires removal of waste products destined for the
landfill, segregating it, collecting it and remove it from the building to a pick-up
storage site and eventually to a Recycle Processing Center for processing and
shipment. The following procedures shall be the responsibility of the Contractor.
a.
Trash Removal: Remove liners with trash from individual and area waste
receptacles and replace liners. Collect bags in rolling carts. Place waste
in dumpster marked trash that will be taken to the land fill.
b.
Recycling Removal: Empty personal recycling receptacles into “blue”
forty-gallon (40) liners for collection. Remove large blue opaque liners
full of recyclables from area recycling bins. Place bags in large
recycling receptacles outside the building in the waste and recycling
staging area.
c.
Bio-hazard and Toxic Waste Removal: Contractor shall contact
Facilities Services Division who will work with the required City
approved licensed abatement vendor.
d.
Bio-hazard “Sharps” Removal: Contractor shall contact Facilities
Services Division who will work with the required City approved
licensed abatement vendor.
Trash Liners. Use low petroleum, high-density clear opaque liners.
Page 79 of 86
3.
Recycling Liners. Use low petroleum, high-density blue tinted opaque liners.
4.
Bio-hazard and Toxic Waste Liners. Use printed “Bio-Hazard” and marked
low-density “red” opaque liners.
5.
Special Consideration for Trash Removal. In special function areas removal of
trash requires special procedures and conditions such as:
6.
K.
L.
a.
Food Preparation Areas. No food waste shall be left longer than six (6)
hours in the receptacles.
b.
Dining Areas. No food waste shall be left longer than six (6) hours in
the receptacles.
c.
Child Care Facilities. No waste receptacles where diapers and baby
wipes shall be left longer than twelve (12) hours.
Trash and Recycling Receptacle Cleaning. An “environmentally preferred trash
removal and recycling program” requires reduction in the use of plastic liners
and requires frequent cleaning of waste and recycling receptacles. This should
be on an “as needed” frequency. The procedure and process for cleaning waste
removal and recycling receptacles is “building specific” and appropriate
methods and especially frequencies can vary, however the basic theory remains
the same. Wash container in warm water with a pH neutral multi-purpose
cleaner that is GS-37 approved and rinse with cold water and air dry.
Indoor Plants. If plant care is not the responsibility of the Contractor, building
management shall be notified of situations where indoor plants are in violation of one or
more of the criteria. The criteria for the maintenance of indoor plants are listed below:
1.
Collect and dispose of plant debris including leaves, and flower petals
2.
Ensure container has a protective catch pan and is not leaking and the plants or
container is not in direct contact with the carpet
3.
Move plants away from HVAC vents
4.
Notify building management if spiders or bugs are found on plants
5.
Notify building management and occupants 48 hours prior to the application of
any plant spray containing chemical fertilizers or pesticides
Vulnerable Populations. The Contractor, in conjunction with the building management
must identify and account for the presence of vulnerable populations that may be
affected by cleaning operations. In situations where cleaning operation have the
potential to affect any identified members of a vulnerable population the Contractor
shall do the following.
1.
Schedule cleaning activities to avoid exposure of vulnerable populations
2.
Adopt alternative cleaning methods that reduce exposure to cleaning chemicals
even more
3.
Use only cleaning chemicals with no fragrance
Page 80 of 86
V.
4.
Use cleaning chemicals only where adequate ventilation is provided
5.
Prevent chemical transfer to other parts of the building
COMMUNICATIONS REQUIREMENTS
A successful Green Cleaning plan requires active communication. The communication plan
shall be developed in conjunction with the janitorial provider, cleaning personnel, building
occupants, and the City Facilities Division personnel. The responsibilities of the Contractor
include, but shall not be limited to, the following:
A.
B.
VI.
Information. Provide employees with training manual, service training videos, graphics
and other training materials with particular attention to those employees with limited
proficiency in the English language on the following topics:
1.
Safety and Hazard Communications
2.
Product use handling and disposal
3.
Policy, standards and procedures
Employee Comments and Feedback. Ensure a system is in place to receive comments
and suggestions about workplace issues and suggestions for improvements in providing
services.
C.
Further Maintenance Service Required Reporting. Provide a system whereby cleaning
employees can report maintenance issues they discover that need to be addressed. This
plan must also create a system to report the presence of insects, rodents or other pests to
the building management.
D.
A plan for individuals with special needs or sensitivities to dust, noise, and chemicals to
identify themselves and work with building management and cleaning staff to reach a
viable solution to their problem.
E.
A plan for building occupants to participate in reducing the need for intensive cleaning.
F.
Provide a contact list with the names of contact persons including the contact
information. The contact persons must be available for information and comment.
G.
Provide a detailed list of cleaning chemicals used in the building and provide MSDS
sheets on each product. Make these available for review in the building manager’s
office as well as cleaning employee work areas.
TRAINING REQUIREMENTS
The intent of a continual Training Program in an Environmentally Preferred Cleaning Program
is to establish, teach and review proper safety and cleaning procedures and teach these methods
to every cleaning staff member. Contractor shall provide that all cleaning personnel receive
and participate in a high quality training program. The purpose of this requirement is to ensure
that a professional, skilled, knowledgeable, and well trained cleaning staff is being provided.
This information should be presented in the appropriate language using the appropriate media
and graphic illustration to convey this information. Training can be in the form of lecture, live
demonstration, video tapes or DVDs, interactive computer programs and training workbooks.
Page 81 of 86
Contractor shall provide attendance and participation documentation to City. The training shall
include, but shall not be limited to the following subjects:
A.
B.
C.
D.
All annual OSHA required training topics including, but not limited to:
1.
Respiratory Protection
2.
Blood borne Pathogens
3.
Ladder Safety
4.
Heat Stress
5.
Personal Protective Equipment
6.
Lockout / Tagout Procedures
7.
Hazard Control, Ergonomics, Slip and Fall and Back Safety
8.
Employee and Site Security
9.
Hazard Communications-MSDS and Chemical Control
10.
Ladder Safety and Proper Lifting
11.
Electrical Safety
Cleaning Chemical Product Handling, Use and Disposal:
1.
Product Information, Identification, Labeling, Mixing and Use
2.
Use, Maintenance and Cleaning of Automatic Mixing Systems;
3.
Product Safety
4.
Product Storage
5.
Product Ingredients and physical hazards
6.
Product use in cleaning applications
Care, Use and Handling of Hand Cleaning Equipment and Power Cleaning Equipment:
1.
Equipment Operation
2.
Equipment Cleaning and Maintenance
3.
Proper Battery Charging and Maintenance
4.
Proper Use, Storage and Installation of Accessories
Cleaning Procedures and Methods (May be called “Method of the Week”); this shall be
relevant general janitorial training and “building specific” cleaning methods including,
but not limited to the following topics:
1.
Environmental Standards and LEED-EB Requirements
2.
Restroom Cleaning and Disinfection
3.
Office Cleaning
4.
Carpet Care
Page 82 of 86
E.
VII.
5.
Rug and Mat Care
6.
Hard Floor Maintenance
7.
High and Low Dusting Procedures
8.
Waste Removal and Recycling Procedures
9.
Shower and Locker Room Cleaning and Disinfection
10.
Equipment Use, Cleaning and Maintenance Training
11.
Food Preparation, Kitchen and Break Room Cleaning
12.
Light Fixture Cleaning and Lamp Replacement
13.
Lobbies and Entryway Cleaning
14.
Elevator, Stair and Stairwell Cleaning
15.
Janitorial Closet Organization and Cleaning
16.
Janitorial Cart Organization and Cleaning
17.
Laundry Procedures of Janitorial Equipment, (e.g. mops, rags and cloths)
18.
Medical Treatment and Examination Room Cleaning
19.
Wood Floor Cleaning and Maintenance
20.
Cleaning Supply (e.g. Paper and Plastic) Inventory System, Storage, Installation
and Disposal; this includes training for building specific dispensing equipment
21.
Other relevant subjects as needed
Contractor shall provide for all cleaning personnel that they shall have an initial new
employee orientation training consisting of a 16 hour basic course to be completed
within the first 90 days of their employment. Each employee will then participate in ongoing training. Contractor shall repeat training annually through all required topics and
subjects.
DEFINITIONS
The following definitions are based on Green Seal’s Industrial and Institutional Cleaners
standard and USGBS Best Practices Manual.
Bathroom Cleaners: This category includes products used to clean hard surfaces in bathrooms
such as counters, walls, floors, fixtures, basins, tubs, showers and tile. It includes products that
are required to be registered under the Federal Insecticide, Fungicide and Rodenticide Act
(FIFRA), such as disinfectants and sanitizers, but does not include products specifically
intended to clean toilet bowls.
Biodegradable: Each individual organic ingredient in the product, with the exception of
polymers, waxes, resins and Federal Insecticide, Fungicide and Rodenticide Act (FIFRA)registered disinfectants, exhibits ready aquatic biodegradability in accordance with the
Organization for Economic Cooperation and Development (OECD) definition
(ENV/JM/MONO(2001) 6.
Page 83 of 86
Carcinogen: A chemical listed by the International Agency for Research on Cancer (IARC) as
group 1 (Carcinogenic), 2A (Probably carcinogenic to humans) or group 2B (Possibly
carcinogenic to humans); listed by the National Toxicology Program (NTP) as “known to be a
human carcinogen” or “reasonably anticipated to be a human carcinogen”; or listed by the
Occupational Safety and Health Administration (OSHA) in 29 CFR 1910.1003 Subpart Z” 13
(Carcinogens).
Cleaning Service Provider: is an organization or service within an organization that provides
cleaning services to commercial or institutional building owners and operators, including both
“in-house” and external providers.
Concentrate: This is a product that must be diluted by at least eight parts by volume (1:8
dilution ratio) prior to its intended use.
Chemical Dispensing-system: A system whereby product concentrate is transported though
gravity or by siphoning pressure effect from bulk containers through the pre-set dilution orifice
and mixed with cold water as it moves through the dispensing tube. This device limits human
contact with concentrate and automatically dispenses the proper product/water dilution rate to
the solution.
Disinfect: A process for hard inanimate surfaces undertaken to destroy or irreversibly
inactivate infectious fungi and bacteria, but not necessarily their spores.
General-purpose Cleaners: This category includes products used for routine cleaning of hard
surfaces including impervious flooring such as concrete or tile. It does not include cleaners
intended primarily for the removal of rust, mineral deposits or odors. It does not include
products intended primarily to strip, polish or finish floors and it does not include cleaners
intended primarily for cleaning toilet bowls, dishes, laundry, glass, carpets upholstery, wood or
wood polished surfaces. This category does not include any products required to be registered
under FIFRA, such as those making claims as sterilizers, disinfectants or sanitizers.
Glass Cleaners: This category includes products used to clean windows, glass and polished
surfaces. This category does not include any products required to be registered under FIFRA,
such as those making claims as sterilizers, disinfectants or sanitizers.
Ingredient: Any constituent of a product that is intentionally added or known to be contaminant
that comprises at least 0.01 % by weight of the product.
Low VOC Product: A product that meets the volatile organic compound (VOC) limits for its
product class as listed by the State of California’s Air Resources Board (CARB) regulation for
reducing VOC emissions from consumer products (17 CCR 94509). The volatile organic
content is determined by CARB Method 310.
Non-phosphate: A product containing 0.5% by weight or less of phosphates or derivatives of
phosphates, measured as elemental phosphorus (P).
Non-toxic: A product is nontoxic if it does not meet the definition of “highly toxic” or “toxic”
as set forth in the OSHA Hazard Communications Standard, Appendix A, Health Hazard
Definitions (29 CFR 1910.1200, App.A).
Organically Grown Material: Natural fibers or other agricultural material certified as organic
according to the U.S. Department of Agriculture National Organic Standards or by any
Page 84 of 86
International Federation of Organic Agriculture Movements (IFOAM) accredited or
internationally recognized certifier (according to ISO 65).
Ozone Depleting Compounds: An ozone-depleting compound is any compound with an ozonedepletion potential greater than 0.01 (CFC 11= 1).
Product As Used: This is the most concentrated form of the product that the manufacturer
recommends for a product’s intended use. For example, if a manufacturer recommends a
product be diluted 1:64 or 2:64 for use as a general-purpose cleaner, the product shall meet the
environmental and performance requirements at a dilution of 2:64.
Primary Packaging: This packaging is the material physically containing and coming into
contact with the product not including the cap or lid of a bottle.
Recyclable Package: This package can be diverted from the waste stream through available
processes and programs and can be collected, processed and returned to use in the form of raw
materials or products.
Reproductive Toxin: A chemical listed as a reproductive toxin by the State of California under
the Safe Drinking Water and Toxic Enforcement Act of 1986 (CCR, Title 22, Division 2,
Subdivision 1, Chapter 3, Sections 1200, et seq.).
Sanitize: A process intended to reduce, but not necessarily eliminate, microorganisms from
inanimate environment to levels considered safe as determined by public health codes or
regulations.
Vulnerable Populations: Vulnerable populations represent people who are more susceptible
than the general population to chemicals and products that might pose a risk to human health.
These populations include children, pregnant women, the elderly and infirmed, people sensitive
to chemical exposures and other occupants, customers or employees that may have higher
susceptibility to cleaning operations
VIII. INFORMATIONAL WEB SITE LINKS
Acronym
FIFRA
USGBC
Green Seal
Green Seal
Green Seal
Green Seal
Green Seal
Green Seal
Green Seal
General Reference Name:
Federal Insecticide, Fungicide and
Rodenticide Agency
United States Green Building
Council
Green Seal Certified Janitorial
Services
Green Seal Certified Cleaning
Products
Green Seal Certified Degreaser
Products
Green Seal Certified Liquid Hand
Soap Products
Green Seal Certified Paper Products
Green Seal Certified Toilet Paper
Products
Green Seal Certified Hard Floor
Products
Product or Service
Pesticide Regulations
Green Buildings
Certified Janitorial
Standard
Certified Janitorial
Products
Degreasers
Link Address
http://www.epa.gov/lawsregs/laws/fifra.html
(FIFRA, 7 U.S.C. 136r-1)
http://www.usgbc.org/
http://www.greenseal.org/certification/cleaning_servi
ces_gs-42.pdf
http://www.greenseal.org/findaproduct/cleaners.cfm
http://www.greenseal.org/certification/standards/clean
ing-degreasing.cfm
Liquid Hand Cleaners http://www.greenseal.org/findaproduct/hand_cleaners
.cfm
Paper Towels Products http://www.greenseal.org/certification/standards/pape
rtowels.pdf
Toilet Tissue Paper
http://www.greenseal.org/certification/standards/tissu
epaper.cfm
Hard Floor Care
http://www.greenseal.org/findaproduct/fcp.cfm
Products
Page 85 of 86
Acronym
General Reference Name:
Product or Service
Green Seal
Green Seal Certified Vacuum
Vacuum Cleaners
CRI Green
Label
CRI Green
Label
Carpet and Rug Institute
Certified Carpet Care
Standards
Certified Carpet Care
Products
EPA
Environmental Protection Agency Procurement
Occupational Safety & Health
Agency
High Efficiency Particulate Air
OSHA
HEPA
EPA
LEED - EB
IX.
CARB
CCR
CFR
CRI
CSP
dBA
EPA
FIFRA
FSC
GS
HEPA
HVAC
IARC
X.
Carpet and Rug Institute
Recycled Content
Hazard
Communications
Filters
Environmental Protection Agency - Disinfectants
Disinfectants
Leadership Energy Efficient Design - Information
Existing Buildings
Link Address
http://www.carpet-rug.org/commercialcustomers/cleaning-and-maintenance/seal-ofapproval-products/vacuums.cfm?select=4
http://www.carpetrug.org/pdf_word_docs/040504_CM_Guidelines.pdf
http://www.carpet-rug.org/commercialcustomers/cleaning-and-maintenance/seal-ofapproval-products/index.cfm?select=1
http://www.epa.gov/epaoswer/nonhw/procure/index.htm
http://www.osha.gov/pls/oshaweb/owadisp.show_doc
ument?p_table=standards&p_id=10099
http://www.hss.energy.gov/csa/csp/hepa/
http://www.epa.gov/oppad001/chemregindex.htm
http://www.usgbc.org/DisplayPage.aspx?CMSPageID
=221
LIST OF ACRONYMS
State of California’s Air Resource Board
California Code of Regulations
Code of Federal Regulations
Carpet and Rug Institute
Cleaning Service Provider
decibels
Environmental Protection Agency
Federal Insecticide, Fungicide and Rodenticide Act
Forest Stewardship Council
Green Seal
High Efficiency Particulate
Heating, Ventilation and Air Conditioning
International Agency for Research on Cancer
IFOAM International Federation of Organic
Agricultural Movements
IPM
Integrated Pest Management
MSDS Materials Safety Data Sheets
NTP
National Toxicology Program
OECD Organization for Economic Cooperation
OSHA Occupational Safety and Health
Administration
P
Phosphorus
PPE
Personal Protective Equipment
SOP
Standard Operating Procedures
USDA United States Department of Agriculture
VOC
Volatile Organic Compound
OTHER RESOURCES
 Green Seal Environmental Standard for Cleaning Services; Draft For Public Comment –
April 7, 2006

Green Seal of Approval / Green Label Vacuums

Carpet and Rug Institute’s – Carpet Maintenance Guidelines for Commercial Applications

Chicago Public Schools Policy Manual-Section 410.8 – Board Report 05-0928-PO1

City of Chicago – Green Cleaning Low Environmental Impact Cleaning Policy

University of Washington – Green Cleaning Program – Course: Sustainability Principles
and Practices

University of Washington – Green Cleaning Policy

Today’s Facility Manager; Examining Hard Floor Maintenance; New technologies and
certifications elevate both cleanliness and safety. By Chris Koeppe
Page 86 of 86