TEXAS DEPARTMENT OF TRANSPORTATION JANITORIAL SERVICES

Transcription

1 TEXAS DEPARTMENT OF TRANSPORTATION SPECIFICATION NO. JANITORIAL SERVICES PUBLICATION This specification is a product of the Texas Department of Transportation (TxDOT). It is the practice of TxDOT to support other entities by making this specification available through the National Institute of Governmental Purchasing (NIGP). This specification may not be sold for profit or monetary gain. If this specification is altered in any way, the header, and any and all references to TxDOT must be removed. TxDOT does not assume nor accept any liability when this specification is used in the procurement process by any other entity. 1. SCOPE: This solicitation is to provide Janitorial Services in accordance with Attachment A Service Requirements at TxDOT locations identified on the solicitation. 2. DEFINITIONS AND ACRONYMS 2.1. CIMS Clean Industry Management Standard 2.2. GB Green Building 2.3. ISSA International Sanitary Supply Association 3. APPLICABLE LAWS AND STANDARDS: The vendor shall provide the specified service requirements in accordance with all applicable federal, state and local laws, standards and regulations necessary to perform the services, including, but not limited to: Code of Federal Regulations (29-CFR), Subtitle B, Chapter Xvii, Part 1910, Subpart G, I, and P Code of Federal Regulations (29-CFR), Subtitle B, Chapter Xvii, Part 1910, Subpart Z Section EPA rules and regulations Green Seal GS-37 Green Seal Environmental Standard for Industrial and Institutional Cleaners Texas Health & Safety Code Section General Labeling and Packaging Requirements. This supersedes TxDOT Specification , Dated March

2 4. RESPONDENT QUALIFICATIONS: The respondent shall: 4.1. Be a company or an individual engaged or whose partners or participants or both are engaged in the business of providing janitorial services for a minimum of two years within the last four years. Recent start-up businesses do not meet the requirements of this solicitation. NOTE: A start-up business is defined as a new company that has no previous operational history or expertise in the relevant business and is not affiliated with a company that has that history or expertise Have successfully provided janitorial services for a minimum of three businesses with a similar number and size of buildings as those shown on the solicitation Be in good financial standing and current in payment of all taxes and fees such as state franchise fees. TxDOT reserves the right to request a copy of the respondent s audited or un-audited financial statement. TxDOT may request a statement from the president, owner or financial officer on company letterhead certifying that the company is in good financial standing and current in payment of all taxes and fees When financial statements are requested, TxDOT will review the respondent's audited or un-audited financial statement to this solicitation in accordance with Texas Government Code, Title 10, Subtitle D, Section to evaluate the sufficiency of the respondent's financial resources and ability to perform the contract or provide the service required in the solicitation. TxDOT will be the sole judge in determining the sufficiency of the respondent's financial resources and ability to perform the contract or provide the service. Factors to be reviewed include: Balance sheets Net working capital Current asset ratio Liquidity ratio Auditor(s) notes Any notes to the financial statements. 5. REFERENCES: The respondent should submit a minimum of three references to substantiate the qualifications and experience requirements for similar services completed for two years within the last four years. References shall illustrate respondent s ability to provide the services outlined in the specification. References shall include name, point of contact, telephone number and dates services were performed. The response may be disqualified if TxDOT is unable to verify qualification and experience requirements from the respondent s references. The response may be disqualified if TxDOT receives negative responses. TxDOT will be the sole judge of references (Ref. Respondent References). 2 12

3 6. RESPONDENT PERSONNEL QUALIFICATIONS: The respondent shall provide the following respondent personnel: 6.1. ON-SITE SUPERVISOR: The on-site supervisor shall: Have a minimum of three years experience within the last five years in providing janitorial services Have a minimum of two years experience supervising janitorial services within the past three years JANITORS: Janitors shall have a minimum of six months experience within the last two years performing janitorial services. 7. VENDOR REQUIREMENTS: The vendor shall: 7.1. Adhere to the TxDOT Terms and Conditions identified on the solicitation Provide a primary point of contact Have a minimum for one on-site supervisor and three or more Janitorial staff to meet the requirements of this specification Provide a telephone number that is monitored 24 hours a day, seven days a week Be familiar with the service requirements in the specification and inform all personnel of the service requirements Maintain a copy of the Safety Data Sheets (SDS) for all cleaning agents, disinfectants, floor stripping products, wax and other chemicals used to perform the services in a three-ring binder, on-site. The SDS binder shall be stored in the TxDOT designated storage area Provide all labor, equipment, cleaning agents, disinfectants, floor stripping products, wax, and other chemicals required to perform the services. Use equipment, cleaning agents, disinfectants, floor stripping products, wax and other chemicals as recommended by the manufacturer. Store all equipment and other items in the TxDOT designated storage area when not in use Be knowledgeable in the use of all equipment, cleaning agents, disinfectants, floor stripping products, wax and any other chemicals used to perform the service and ensure that all personnel assigned to perform services of the solicitation are knowledgeable in the use of these items. 3 12

4 7.9. BACKGROUND CHECK: Conduct background checks on all vendor s permanent and temporary personnel scheduled to work on TxDOT projects prior to beginning service start-up. Upon award, supporting documentation confirming the completion of these comprehensive background checks may be subject to review upon request by TxDOT or the TxDOT designee, or both, prior to beginning the service. Failure to produce the requested documentation may be cause for cancellation of the purchase order. The background checks shall include, but not be limited to, the following: Social Security Number verification Statewide criminal and sex offender records for all Texas counties and out-ofstate counties based on the current and previous addresses of the applicant for the last seven years Personnel with Class A, B, or C misdemeanor offenses or any felony conviction within the last ten years shall not be allowed to work at TxDOT locations. 8. RESPONDENT PERSONNEL REQUIREMENTS: 8.1. The On-Site Supervisor s primary responsibility shall be the day-to-day operation of the service in accordance with the requirements of the purchase order. The on-site supervisor shall: Be a permanent staff employee and shall serve as the primary point of contact for TxDOT Be on-site at all times while services are being performed Perform janitorial services, as needed Monitor the performance of the services, complete and sign the TxDOT provided checklist for each service interval (Ref. Attachment B Janitorial Services Checklist and Paras. 8.2., and 16.4.) All respondent personnel shall: Have the knowledge, skill and experience to operate the equipment required to perform the services in this specification Be able to lift a minimum of 30 pounds Be fluent in English with the ability to receive, give, and understand written and oral instructions in English Wear an identifying name badge with the company logo or a uniform with the personnel s name and company name or logo clearly marked on the uniform Not use TxDOT telephones and other equipment for personal use. 4 12

5 Not use profanity, be excessively loud, or use personal multi-media or communication devices while performing services on TxDOT property. 9. SERVICE REQUIREMENTS: The vendor shall: 9.1. Begin services within 30 calendar days after the award of the purchase order or on the date agreed upon by the designated TxDOT representative and the vendor Perform all services at the service intervals identified on Attachment A Service Requirements to accomplish the following results: Dusting: A dusted surface shall be free of all dirt, dust, dust streaks, lint, cobwebs, and fingerprints Sweeping or Dust Mopping: A swept or dust mopped floor shall be free of all loose dirt, grit, lint and debris, including along walls, in corners and behind doors Vacuuming: A vacuumed carpet or floor shall be free of all loose dirt, dust, grit, lint and other debris, including along walls, in corners and behind doors Wet Mopping: A wet mopped floor shall be free of all embedded dirt, dust, grit, marks and debris, including along walls, in corners and behind doors Glass Cleaning: Cleaned glass or mirror surfaces shall be free of streaks, film, deposits, debris, stains and fingerprints and shall have a uniformly bright appearance. Glass in windows, doors and walls shall be cleaned on both sides Floor Waxing and Buffing: A waxed or buffed floor shall be free of dirt, dust, grit, marks, streaks, debris and built-up wax without leaving any standing water. Floors shall have a uniformly bright, lustrous appearance, including along walls, in corners and behind doors Sinks: A cleaned and disinfected sink, including all hardware and adjacent counters, shall be free of all deposits, stains, streaks, film, debris, fingerprints and germs and shall be dry polished to a uniformly bright appearance Water Fountains: A cleaned and disinfected water fountain including fixtures and all hardware shall be free of all deposits, stains, streaks, film, debris, fingerprints and germs and shall be dry polished to a uniformly bright appearance Plumbing Fixtures: Cleaned and disinfected surfaces shall be free of all deposits, stains, streaks, film, odor, debris, fingerprints and germs Restroom Toilets, Stalls, Walls, and Floor: Cleaned and disinfected surfaces shall be free of all deposits, stains, streaks, film, odor, debris, fingerprints and germs. 5 12

6 Wastebaskets: Cleaned wastebaskets shall be emptied of all refuse with a clean liner inserted on an as-needed basis, washed and disinfected Make arrangements with the designated TxDOT representative and perform scheduled services the day before or after TxDOT holidays that fall on a day services are to be performed Perform services in areas occupied by TxDOT personnel working after 5:30 p.m. without disturbing TxDOT personnel, unless TxDOT personnel requests the vendor s personnel return at a later time. Vendor s personnel shall return to previously occupied areas where services could not be performed and perform the services prior to leaving the building. The on-site supervisor shall make a note on Attachment B Janitorial Service Checklist if the services for that area cannot be performed Have the janitor(s) report any facility damage observed while performing services to the vendor s On-Site Supervisor. The vendor s On-Site Supervisor shall report facility damage to the designated TxDOT representative in writing, within 24 hours after receiving a report from the janitor(s). NOTE: Any damage to TxDOT property caused by the vendor s personnel shall be repaired or replaced by the vendor at no additional cost to TxDOT Meet with the designated TxDOT representative upon request, as needed Keep the TxDOT designated storage area clean and in an orderly condition at all times. All chemicals and storage containers shall be properly labeled, sealed and stored (Ref. Para. 7.5, 7.6., and 7.7.) Be responsible for all keys and TxDOT security access cards provided for the performance of the service and report lost, stolen or misplaced keys or TxDOT security access cards immediately to the designated TxDOT representative. The vendor shall be responsible for reimbursing TxDOT for the cost to replace stolen, misplaced or lost keys or TxDOT security access cards or to have locks re-keyed or replaced. Upon receiving a written request from the vendor, TxDOT will provide a copy of the receipt showing the cost for replacing keys or rekeying or replacing locks Immediately notify the designated TxDOT representative by telephone and follow up within 8 business hours in writing documenting the circumstances concerning the personnel removed from performing services at a TxDOT location Notify the designated TxDOT representative within 24 business hours of any replacement or new personnel being assigned to provide services at a TxDOT location (Ref. Para ). 6 12

7 9.11. ADDITIONAL ROUTINE AND EMERGENCY SERVICES: Provide additional routine and emergency services on a temporary basis, if listed as a line item on the solicitation. These are services requested by the designated TxDOT representative in addition to the service intervals specified on Attachment A Service Requirements or for emergency services that may or may not be specified on Attachment A Service Requirements. Additional routine and emergency services shall cover only services requested by the designated TxDOT representative by telephone and followed up in writing. TxDOT reserves the right to obtain services under a separate purchase order should it best serve the interest of TxDOT. Services provided under this item shall not exceed $5,000 per job. Services with an estimated cost over $5,000 per job shall not be performed under the purchase order Additional Routine Services Verbally respond to calls for additional routine services from TxDOT, received by 4:00 p.m., within two-hours after service call is received. Calls for additional routine services received after 4:00 p.m. Monday through Thursday shall be verbally responded to by 9:00 a.m. the following work day. Calls for additional routine services received after 4:00 p.m. on Friday shall be verbally responded to by 9:00 a.m. on the following Monday Submit a written cost estimate to the designated TxDOT representative to be approved or disapproved in writing prior to services being performed Perform additional routine services on the date and time requested by the designated TxDOT representative Emergency Services Verbally respond to requests for emergency services within one hour from the time the call is placed, regardless of the time or day the call is placed, unless specified otherwise by the designated TxDOT representative Provide a verbal cost estimate to the designated TxDOT representative for approval and follow up in writing within two hours, unless otherwise approved by the designated TxDOT representative. 10. LOCATION(S): Location(s) of facilities are specified on the solicitation Pricing and includes the approximate square footage of the facility, number of restrooms and break rooms. TxDOT reserves the right to add or delete facilities serviced under the purchase order. TxDOT will provide ten working days written notice to the vendor for any facilities that need to be deleted. Additional facilities requiring service, within the same area or region will be added upon written agreement from the vendor. 11. VENDOR PERFORMANCE: Vendor performance will be monitored on a regular basis by TxDOT An unsatisfactory performance determination includes, but is not limited to: 7 12

8 One instance of falsifying documents (Ref. Para and Attachment B Janitorial Services Checklist) In excess of three instances in a 12 month period of failing to perform requested or required services as listed on Attachment A Service Requirements One instance within a 12 month period of vendor s personnel not having the knowledge and skill to operate the equipment required to perform the service (Ref. Paras and ) One instance within a 12 month period of vendor s personnel not having the equipment required to perform the service. NOTE: Unsatisfactory performance may result in a negative performance report or cancelation of the purchase order or both An exceptional performance determination includes, but is not limited to: Vendor commended for exceptional customer service, exceptional service provided Provided additional cleaning cycles due to inclement weather. 12. BUILDING RESTRICTIONS PARKING: The vendor shall make arrangements with the designated TxDOT representative prior to off-loading tools and equipment at the job site. The vendor shall park only in spaces assigned by the designated TxDOT representative RESTROOMS: Restrooms shall not be used for washing of tools, equipment or disposing of cleaning agents or disinfectants SECURITY: The vendor shall provide an updated list of all vendor personnel or subcontractors at each job site and comply with all security measures required by TxDOT. NOTE: The vendor shall submit an updated list immediately when janitorial personnel are removed from a TxDOT location for any reason and prior to any replacement or new janitorial personnel being allowed access to a TxDOT location. (Ref. Para and 13.) ACCESS: The vendor shall make prior arrangements with the TxDOT Building Manager for access to the building(s) for performance of the service. 13. PERSONNEL CONTINUITY AND REPLACEMENT TxDOT recognizes that events beyond the control of the vendor such as the death, physical or mental incapacity, long-term illness, or the voluntary termination of employment of the vendor s on-site supervisor will require the vendor propose a replacement. In the event such a replacement is necessary, vendor agrees that personnel shall not begin work on the project without prior written approval from TxDOT. 8 12

9 13.2. The vendor agrees that the On-Site Supervisor assigned to the project shall remain available for the entirety of the project throughout the term of the purchase order as long as that individual is employed by the vendor If TxDOT determines that any respondent personnel are unable to perform in accordance with the service requirements or to communicate effectively, the vendor shall immediately remove that person Proposed replacement personnel shall meet minimum qualifications and have experience comparable to the person(s) being replaced. A background check shall be performed on all replacement personnel prior to being allowed on TxDOT property (Ref. Para. 7.8.). Replacement personnel shall be provided at no additional cost to TxDOT. Resume(s) and reference(s) will be requested for the proposed replacement(s). TxDOT may reject any replacement if references or past working performance is questionable or unfavorable. TxDOT will be the sole judge of the qualifications of the proposed replacement personnel. 14. VENDOR PERSONNEL SAFETY: The vendor shall provide all required safety equipment and instruct personnel to observe all safety policies, rules and requirements at all times. 15. WORK HOURS: The vendor shall: Perform services specified as daily, weekly, monthly and quarterly between the hours of 5:30 p.m. and 1:00 a.m., Monday through Friday except on federal and state holidays (Ref. Attachment A Service Requirements). Services performed at any other time shall be approved in writing by the designated TxDOT representative Buff, strip, wax floors or shampoo carpets between the hours of 5:30 p.m. Friday through 11:59 p.m. Saturday. Services performed at any other time shall be approved in writing by the designated TxDOT representative. 16. SUBCONTRACTING Subcontractors providing service under the purchase order shall meet the same qualifications and service requirements and provide the same quality of service required of the vendor No subcontract under the purchase order shall relieve the primary vendor of responsibility for the services The vendor shall be the only contact for TxDOT and subcontractor(s) The vendor shall manage all quality and performance, project management, and schedules for subcontractors. The vendor shall be held solely responsible and accountable for the completion of all work for which the vendor has subcontracted TxDOT retains the right to check subcontractor s background and make a determination to approve or reject the use of submitted subcontractor(s). Any negative responses may result in disqualification of the subcontractor. 9 12

10 16.6. TxDOT reserves the right to request the removal of vendor s subcontractor staff deemed unsatisfactory by TxDOT Subcontracting shall be at the vendor s expense During the term of the purchase order, if the vendor determines a need for a subcontractor change, TxDOT shall be notified in writing by the vendor within 10 calendar days of any proposed change. The vendor shall be required to provide references and work history for any proposed subcontractor to TxDOT. No change will be allowed without written authorization by TxDOT SOLICITATIONS OVER $100,000: TxDOT will make an initial determination of whether subcontracting is probable. If TxDOT has determined that subcontracting opportunities are probable, the class and items in which HUBs may be registered will be noted in the solicitation along with the required forms and instructions. Responses that do not include a completed HUB Subcontracting Plan as indicated on the solicitation shall be rejected pursuant to Texas Government Code (B). 17. TRAVEL: All travel per diem shall be included in the unit price. NOTE: Actual travel time from the vendor s location or vendor s employees home to and from the work location is not reimbursable under the purchase order. 18. CONFLICT OF INTEREST: The vendor, vendor s personnel, and vendor s subcontractor(s) shall affirm not to have, nor acquire any interest during the term of the purchase order that would conflict in any manner with the performance of the vendor s obligations in regards to services authorized. 19. INVOICING INSTRUCTIONS: The vendor shall provide: 19.1 ORIGINAL INVOICE: A comprehensive and detailed invoice with reference to the line item on the purchase order for each item charged. The original invoice shall be ed to the address indicated on the purchase order to ensure timely payment and shall include the following: Complete purchase order number Vendor Federal Employer Identification Number (EIN) Dates and time service was performed Location of service Vendor personnel s name that performed services, including the vendor s On-Site Supervisor A copy of the completed Attachment B Janitorial Services Checklist for the dates services were performed (Ref. Para ). NOTE: An invoice requiring correction shall be re-submitted with a new invoice date

11 19.1 COPY OF INVOICE AND SUPPORTING DOCUMENTATION: A copy of the invoice and original supporting documentation that validates the invoice charges shall be ed to the designated TxDOT representative to include but not be limited to: Copies of invoices from subcontractors or other entities to which vendor has made payment and requires reimbursement from TxDOT as agreed to in the purchase order. 20. TxDOT RESPONSIBILITIES: TxDOT will: Provide a contract manager Provide a point of contact for each location Provide trash receptacle liners, sanitary napkin receptacle liners, paper towels, toilet tissue, disposable seat covers, liquid soap, paper napkins and deodorizers, both air and urinal Designate a storage area to be used by the vendor for vendor s supplies, equipment and SDS binder (Ref. Paras. 7.5., 7.6., and 9.7.) Meet with the vendor s on-site supervisor, as needed (Ref. Para. 9.6.) Provide the location of trash and recycling dumpsters on the TxDOT complex for each location specified on the solicitation. 21. RESPONSE SUBMISSION 21.1 The following shall be submitted with the response. Failure by the respondent to submit the documentation listed below will disqualify the respondent from further consideration Original, signed, dated, and completed IFB Schedule 1 Respondent Qualifications and Experience Schedule 2 Key Personnel Qualifications and References HUB Subcontracting Plan (This requirement is stated on the IFB if applicable) The following should be submitted with the response. Failure by the respondent to submit the documentation listed below may disqualify the respondent from further consideration: Respondent References 22. AWARD TxDOT reserves the right to award a single purchase order to the most responsive, responsible respondent meeting the specification. TxDOT may award to a single vendor or multiple vendors, or use any combination that best serves the interest of TxDOT

12 22.2. TYPES OF AWARD Single Award: One purchase order awarded to a single vendor Multiple Award: A multiple award is the award of multiple purchase orders for the same line item(s) from a single solicitation to two or more vendors to provide the same or similar goods or services. 23. POST AWARD MEETING: Vendor(s) may be requested to attend a post award meeting in person OR via teleconference with TxDOT within 14 calendar days after the award of the purchase order. The purpose of the meeting is to discuss the terms and conditions of the purchase order and to provide additional information regarding the purchase order. 24. CONTRACT ADMINISTRATION Administration of the purchase order is the responsibility of TxDOT. TxDOT Purchasing Section staff will be responsible for administering the contractual business relationship with the vendor Any proposed changes to work to be performed, whether initiated by TxDOT or the vendor, must receive final written approval in the form of a Purchase Order Change Notice signed by the authorized TxDOT purchasing agent Upon issuance of purchase order, TxDOT will designate an individual to serve as the Contract Manager and point of contact between TxDOT and the vendor. The Contract Manager does not have any express or implied authority to vary the terms of the purchase order, amend the purchase order in any way or waive strict performance of the terms or conditions of the purchase order. This individual s contract management and contract administration responsibilities include, but are not limited to: Monitoring the vendor s progress and performance and ensuring services conform to established specification requirements Managing the financial aspects of the contract including approval of payments Meeting with the vendor as needed to review progress, discuss problems, and consider necessary action Identifying a breach of contract by assessing the difference between contract performance and non-performance Other areas as identified by the Comptroller of Public Accounts Contract Management Guide, latest edition