RESPONSIBILITIES OF THE CONTRACTOR

Transcription

1 RFP P13-03 Contractor Responsibilities and Specifications This document, referenced in RFP P13-03, Section 5.31, represents the responsibilities and tasks of the contractor in regard to the performance of the contract. This document supplements any requirements detailed in the main RFP and shall not be modified or altered without the written consent of FCS. Contractor may submit requested changes with RFP, but they shall not be binding unless negotiated before award. Preference may be shown to the offer who agrees to comply to this scope of work, or who offers suggestions that serve to benefit FCS above and beyond these requirements. RESPONSIBILITIES OF THE CONTRACTOR 1. Schedule- All worked herein shall conform to FCS school calendar as attached. Non-school day tasks shall include the other tasks detailed herein. Office, corridor, and general area tasks shall be performed as detailed for the entire 12 month period (whenever the school is open) 2. Safety- In addition to the requirements cited in f, the Contractor shall be familiar and in complete compliance with OSHA, AHERA, SCDHEC, and EPD requirements. Any loss shall immediately be reported to FCS Director of Facilities. The Contractor shall be responsible for training of all staff in the application of chemicals and the use of equipment to facilitate safe conditions for all FCS stakeholders. 3. Workmanship- Contractor employees shall be thoroughly experienced and/or trained and certified in tasks associated of the work herein. All work shall be performed according to the terms of this agreement and should represent the highest standards and practices within the Custodial Services industry. Contractor shall be able to document periodic training, periodic inspection, and reporting. Contractor must be available to meet with FCS personnel at any time regarding the performance of this contract (semi-annual at the minimum). 4. Chemicals and Equipment (In addition to requirements and required submission found in to 5.3.4) a. The procurement and maintenance of all equipment, supplies, materials, and chemicals associated with this contract are sole responsibility of the Contractor. b. Materials shall be stored securely and neatly in areas designated by FCS. (FCS shall supply appropriate storage space at each individual school.) Contractor is responsible for inventory control, security, and accountability of all referenced materials and supplies. FCS shall not be responsible for any loss of contractor equipment, materials, and/or products. c. Contractor shall post a list of supplies, with minimum requirements, at each school. Contractor is responsible for checking supplies daily and making sure that there are enough products in stock to complete the contracted tasks and obligations. d. Chemicals and equipment must meet or exceed OSHA requirements and industry standards regarding safety and safe practices. Contractor shall be responsible for acquiring, posting, updating and all other tasks associated with Material Safety and Data Sheets (MSDS) on each job site for all relevant chemicals used in the execution of this contract. e. Installation of Dispensing Equipment must be preapproved by FCS Facilities Director. Contractor may remove any contractor owned equipment at contract termination provided 1) it is preapproved by FCS Facilities Director, and 2) the room is returned to the condition it was found before installation (IE: re-installation of FCS equipment if applicable, repair of walls and floor related to dispensing equipment) f. Vacuum cleaners used during the contract period shall be HEPA approved. Contractor is responsible for proper operation and maintenance of vacuum cleaners and all equipment. g. Contractor must furnish all required safety equipment and protective devices necessary for the safety of all employees performing work under this contract. h. Contractor shall maintain Contractor owned equipment and operate at optimal efficiency at all times. All cleaning equipment shall be cleaned as necessary after each use (according to manufacturer instructions). 5. Telephones and Electronic Communication- Key personnel shall maintain a cell phone and device capable of electronic communication necessary for the performance of this contract. 6. Office and Storage Space- FCS will provide one (1) multi-purpose office/storage room per location. Contractor is responsible for all office equipment, furniture, phone/fax/computer etc.

2 7. Custodial Work Coordination and Inspection- Contractor shall plan, coordinate and schedule his/her staff to complete the daily work in conjunction with each schools specific schedule. The Contractor shall plan the work in conjunction with the school Principle to minimize the disruption of school operations. The Contractor must also be flexible to adjust work schedule due to special events, testing schedules, or any other non-typical school related schedule or function. Any substitute worker or newly assigned employee must meet all contract requirements and must check in with the office immediately upon entering the school building. a. Inspection Reports- Contractor must provide Inspection Reports to FCS Facilities Director (or his designee) at a minimum of monthly for each school under contract. The purpose of the inspection process is to establish and maintain an acceptable level of cleanliness and sanitation per school. b. Contractor must utilize the attached Inspection Report, which can be submitted in person, faxed, or scanned and ed within three business days of completion. One copy shall go to Bill McKnight and one copy to the respective Principle. Contractor may submit its own Inspection form for approval, but it must at a minimum include the material elements of the FCS Form. FCS reserves the right to accept, deny and request the use of FCS form, or to suggest modifications for acceptance. c. FCS reserves the right to make determination as to whether service is being performed satisfactorily. d. In addition to reporting Inspection findings to FCS, Contractor shall use this tool as a training and performance monitoring tool with contracted staff. Corrective action must be taken on unsatisfactory work immediately. 8. Badges and Keys- Each contracted worker shall be given an FCS Badge upon passing the Safety Identification Check as mentioned in 2.9 of the Special Terms and Conditions of the contract. This Badge can also serve as a key for appropriate personnel for entry into building. a. Interior keys- Contractor shall be provided a set of keys for interior use. Contractor shall be responsible for the control of keys at all times and shall be responsible for replacement cost; as well, as cost to re-core doors for lost keys if applicable. Contractor shall provide an appropriate lock box and develop and manage a key accountability system for checking keys in and out. 9. Security- in addition to the Security requirements of RFP P13-03 a. Contractor shall be responsible for training employees in the security requirements of FCS and shall be responsible for the enforcement of the same. b. Contractor shall be responsible for safeguarding against loss, theft, or damaged of FCS property (including FCS stakeholder s property) that might be exposed to the contractor s employee. c. Building managers and any designated contractor shall be trained to secure the building and set alarms as required by and informed from FCS personnel. d. Contractor is responsible for the secure and responsible protection of alarms codes and processes. e. Guns, knives, or any other dangerous objects not necessary for the performance of the work as contracted, shall not be allowed on school property. f. Contractor employees, working after normal school hours, shall secure and keep all outside doors and windows closed and locked while performing their duties. Fire doors shall be clear at all times. g. Building Managers at each location are responsible for the safe and thorough shut-down and securing of the school building upon departure. h. Contractor shall inform all staff that all FCS property contains security cameras and that FCS will prosecute to the fullest extent of the law any theft, damage, and/or illegal or inappropriate behavior. In addition, FCS may seek termination of contract entirely for gross or material breaches in this regard. FCS expects and will hold accountable, to the highest level of safe and appropriate (job related only) behavior for any and all contracted staff. i. Contractor employees shall not attempt to log-on or use any FCS computer or electronic device. j. Damage or Theft- Contractor shall be responsible for the repair or replacement to the satisfaction of FCS, any damage caused by the employee of the Contractor. The Contractor shall be responsible for any loss or damage to property belonging to FCS or to any other person or organization to such extent as FCS is legally liable.

3 10. Alarms a. Each school is protected by an electronic surveillance system. Procedures to arm and disarm the system will be provided to Contractor post award, but it is the responsibility of the Contractor to ensure that any contracted personnel designated to do so, shall be familiar and capable of performing this task. Security codes should only be provided to Contractor staff most responsible and absolutely essential for them to possess. b. Alarms caused by failure to properly arm/disarm are the responsibility of the Contractor, and may result in fines. c. Building managers will insure that the school alarm systems are deactivated and applicable outside doors unlocked at 6:00 AM each day school is in session. Night supervisors will insure that the buildings are vacant, doors are locked, and that the alarm system is activated before leaving the premises. 11. Drug Free Workplace- All forms of tobacco products, drugs, and alcohol are strictly prohibited from FCS property. This restriction includes parking lots, and contractor vehicles located on FCS property. 12. Utilities- FCS shall provide the contractor will all normal utilities required for these custodial services (excluding telephone) including electricity, lights, water, gas. Upon written request by Facilities Director, the Contractor shall comply with energy conservation requirements initiated by FCS. Mechanical, HVAC, and telephone rooms are considered off limits to Contractor staff. No custodial supplies are to be stored in these areas. Contractor staff shall not adjust, modify, or operate any mechanical equipment. During evening cleaning operations, lights shall be off except in the area in which actual work is taking place. 13. Working Hours- Contractor s concentrated night cleaning must be performed after normal office/school hours. Normal hours are 7:00 AM to 4:00 PM for ES and 7:00 AM to 4:30 PM for MS. There may be times when the school building, or parts thereof, is used for meetings or programs before and after normal working hours. It is the Contractor s responsibility to perform all duties with the required frequencies regardless of the time vacated. Each school shall be staffed with at least one employee that is accessible during the entire school day. Times of evening hours must be preapproved by FCS Facilities Director. Contractor shall provide full staff on all school staff work days, per school calendar, which will not be less than 190 days. This includes normal days of operation, furlough days, and teacher work days. 14. Inclement Weather- In the case of inclement weather, the Contractor is responsible for communication with all school based staff for the status of cleaning under this contract, including cancellations, postponements, and make-up days. If the Facilities Department reports to work, then at least one Contractor s representative must report to each school to assist with the clearance of sidewalk and entryways and to properly dispense ice melt as supplied and directed by FCS. 15. Performance- FCS staff will send requests and complaints directly to the Contractor for action to be taken. Upon completion, the work order shall have action taken recorded by the contractor and kept for the remainder of the contract. These records shall be presented and discussed during the semi-annual (or any other requested) performance meeting. a. Complaints and supply requests shall be addressed within 48 hours for non-emergencies and immediately for emergency work. Work that cannot be completed within these parameters or is found to be unreasonable on the part of the Contractor shall be reported directly to FCS Facilities. b. Any work that is not completed within these parameters may be fulfilled by FCS at which Contractor will be billed according to FCS labor rates and costs. 16. Consumables- Contractor is responsible for maintain sufficient inventory levels of all products detailed in and of the Special Terms and Conditions. Contractor will be billed at FCS rates and costs for any products utilized at a contracted school in the event of shortages or outages. Repetition of this problem will result in written remedy up to and including termination of contract. 17. Extra Billing- If directed by FCS, it may become necessary for Contractor to perform duties outside of the scope of this contract. Prior to performing such work, the contractor shall submit a not to exceed estimate based upon unit pricing. This estimate must be approved by Facilities Director before commencement of work in order to ensure payment. 18. Fire Extinguishers- Contractor shall inspect, initial, and notify school secretary of any faulty fire extinguishers. All fire extinguishers should be checked at least once per month.

4 19. Light Maintenance- Contractor is required to accomplish minor maintenance under this contract. These tasks shall be accomplished on an as needed basis and will be directed by the Principle or Facilities department. All maintenance parts and supplies will be provided by FCS for this work. Listed below is a sample overview of the nature of light maintenance to be employed as representative, but not an exhaustive list: Replace light bulbs Replace damaged ceiling tiles Cut off water supply during emergency until FCS personnel can respond Assist FCS Facilities personnel in monitoring mechanical issues as requested Clean all HVAC return and supply grilles in all rooms on a quarterly basis 20. Special Cleaning Requirements (to be performed by contract under this agreement) Any cleaning for or any requirement for day-custodial being present during a special event or school based activity. Opening, closing, and securing all polling places, which shall be coordinated with FCS personnel. a. Any outside group allowed to use the facility will be charged for cleanup and/or for day custodial. The contractor shall submit the invoice directly to the end user and not to the school or facility department. Billing must be based upon itemized contract pricing. b. Clean prior to and immediately following all home games or events located at a school athletic facility. Areas include, but not limited to, stadiums, ball fields, practice fields, press box, ticket booths, field houses and restrooms. Cleaning of areas must meet FCS approval. Contractor s staff shall not be removed from normal work hours/work tasks to complete this requirement. c. Contractor must provide an 8-hour custodian at each location during all District or Operation s inservice days during the summer and any school break. d. Contractor shall assume all daily custodial duties in any contracted Facility during summer school, any summer program, or any summer service area during the course of this contract at no extra charge. e. Moving furniture- Custodial shall move furniture as necessary for any typical cleaning activities or for any irregular needs or activities as directed by FCS. f. On an as needed basis contracted staff shall be available to assist in the movement or removal of damaged/broken property, boxes, pallets etc at no extra charge. CONTRACTED STAFF 1. All matters pertaining to the recruitment, screening, hiring and retention shall be the exclusive responsibility of the contractor. These matters shall be done in full compliance with existing statutes and regulations regarding employment in the State of Georgia and for work contracted with a government entity. 2. E-Verify- In addition to the initial contract requirements of Section 2.12 of the Special Terms and Conditions pertaining to O.C.G.A and corresponding affidavit, the Contractor must ensure that any and all employees performing any work related to this contract meet State Immigration Law. FCS shall require updated Immigration Affidavit s at contract renewal. 3. Only employees that have been properly trained shall be assigned duties under this contract. 4. Any employee whose performance is sub-par in any respect shall be removed from work on this contract. This removal may also be requested by FCS Facilities Director. Any employee removed for performance may not be reassigned to any FCS facility without written consent of FCS Facilities Director. 5. Contractor agrees to be responsible for and shall provide adequate and appropriate supervision of all contracted staff at all times. There shall be a responsible supervisor designated to oversee any work being performed on FCS property. 6. Contractor is responsible for ensuring that staff is trained upon and cognizant that interaction with FCS Students, personnel, and visitors should be limited to business pertaining only to the performance of this contract.

5 RESPONSIBILITIES OF CONTRACTED EMPLOYEES 1. It is the responsibility of the Contractor to ensure that all staff assigned to work on FCS property are, at a minimum, aware of these requirements. Ignorance of these requirements is not an excuse for a breach in these areas of individual behavior and performance. 2. All employees shall be uniformed and dressed in a manner authorized by the contractor and approved by FCS personnel. All employees uniforms should match/coordinate in order to present a unified and professional appearance. Uniforms shall be clean, and free of excess wrinkles, tears, or stains. Picture identification badge must be worn and visible at all times on FCS property. 3. Contracted employees shall be of good character and integrity. A criminal background check shall be conducted on each potential employee prior to being assigned to this contract. NO employee shall be sent to FCS under this contract with a criminal record unless granted written consent (waiver) by FCS Facilities Director. This report shall be submitted to FCS Facilities quarterly and upon request. 4. Employees shall not disturb any papers, boxes, or other materials except those in the trash receptacle or areas clearly designated for trash, or unless such material is clearly marked as trash. 5. Employees shall report any property loss or damage to their supervisor immediately. The Supervisor shall report such damage within 24 hours to FCS in writing, specifying the location and extent of damage. Failure to report may be deemed as a material breach of contract subject to termination. 6. Employees shall not open drawers, file cabinets or use any electronic equipment, kitchen equipment or similar unless given express permission by School based leadership. 7. Employees will be expected to honor reasonable requests from the School Leadership to rearrange furniture or move furniture to accommodate changes in enrollment or to prepare for special activities. 8. Employees shall not handle, unplug, and turn on/off any copy machines or electronic devices unless requested by School Leadership. These items may be dusted only using a feather duster or similar. 9. Employees shall not interact with FCS students, personnel, or visitors unless it directly pertains to the performance of this contract. Under no circumstance shall employee physically touch a student or staff unless in the event of extreme emergency. 10. Employees shall not remove any article or materials from the premises, regardless of value. This includes the contents found in trash receptacles, dumpsters or grounds. 11. Employees shall abide by the rules and regulations set forth by FCS and the Board of Education as related to the performance of this contract. 12. The Contractor s Supervisors must possess the ability to communicate effectively, both orally and in writing with any stakeholder of this contract (FCS or Contractor). Supervisors are responsible for reporting maintenance problems as they are found, as well as, other problems of mutual concern. 13. Employees may not use or possess alcoholic beverages, illegal drugs, or tobacco. Employees who report for work showing evidence of impairment must not be permitted to remain on FCS property. 14. Employees shall not use any part of the building or property for any purpose other than what is stated in the contract. 15. Employees shall not invite, communicate with, or allow any unauthorized persons in the school building or on the school property. This includes family and friends not verified and authorized to be on FCS property. CLEANING SCHEDULE Classrooms Daily Empty wastebaskets Spot clean desk tops (remove graffiti) Vacuum all floor surfaces Spot mop composition floors with all-purpose cleaner/disinfectant Spot clean carpet if needed Spot clean all windows Vacuum walk-off mats Secure any exterior doors and windows and turn off lights before leaving room

6 Replace all plastic trash liners in waste receptacles (or more frequently if needed) Low dust all horizontal surfaces to hand height (60 ) including desks, chairs and tables Damp clean baseboards Damp clean window ledges Remove fingerprints from doors, frames, light switches, kick plates, handles and railings Wet mop composition floors High dust above hand height (60 ) horizontal surfaces, including shelves, pipes, moldings, etc Dust blinds Semi-Annually Clean entire surface of student desks and chairs Clean carpet to remove all stains, spills and soiled spots Clean window and glass partitions (both sides) Buff composition floors (Summer and Thanksgiving or Christmas Break) Annually Refinish all floors Drop and clean light fixtures Offices Daily Empty wastebaskets and replace liners Dust furniture, including desks, chairs, tables, bookcases, cabinets etc Dust interior window ledges Dust telephones Spot clean all windows and glass partitions Spot clean desk tops Dust mop all composition floors Spot mop composition floors with all purpose cleaners Vacuum carpet Spot clean carpet to remove all stains, spills, and soiled spots Vacuum walk-off mats Remove fingerprints from doors, frames, light switches, kick plates, handles and railings Low dust all horizontal surfaces to hand height (70 ) Damp clean baseboards Damp clean window ledges Remove finger prints from all areas Wet mop composition floors High dust above hand height horizontal surfaces including shelves, molding, pipes, ducts, diffusers etc Semi-Annually Buff composition floors Wash windows Annually Refinish all floors Deep clean all carpeting Drop and clean light fixtures

7 Teacher Work Area and Duplication Rooms Daily (five days) Empty wastebaskets and replace liners Dust furniture, including desks, chairs, tables, bookcases, cabinets etc Dust interior window ledges Dust telephones Spot clean all windows and glass partitions Damp clean all countertops Damp clean vending machines Dust mop all composition floors Spot mop composition floors with all purpose cleaners Vacuum carpet Spot clean carpet to remove all stains, spills, and soiled spots Vacuum walk-off mats Remove fingerprints from doors, frames, light switches, kick plates, handles and railings Low dust all horizontal surfaces to hand height (70 ) Damp clean baseboards Wet mop composition floors High dust above hand height horizontal surfaces including shelves, molding, pipes, ducts, diffusers etc Annually Damp clean all washable furniture Clean carpet to remove all stains, spills and soiled spots Refinish all floors Media Center Daily (five days) Empty wastebaskets and replace liners Dust furniture, including desks, chairs, tables, bookcases, cabinets etc Dust interior window ledges Spot clean all windows and glass partitions to hand height Spot clean desk tops Dust mop all composition floors Spot mop composition floors with all purpose cleaners Vacuum carpet Spot clean carpet to remove all stains, spills, and soiled spots Vacuum walk-off mats Remove fingerprints from doors, frames, light switches, kick plates, handles and railings Low dust all horizontal surfaces to hand height (70 ) Dust all book shelves (books to remain in place) Damp clean baseboards Damp clean window ledges High dust above hand height horizontal surfaces including shelves, molding, pipes, ducts, diffusers etc

8 Annually Refinish all floors Clean carpets Drop and clean light fixtures Cafeteria Areas Daily (five days) Spot clean interior glass to hand height (70 ) after school hours Remove trash from cafeteria area Clean during lunch periods (empty trash, clean spills) Clean tables including table tops, seats/chairs, clean legs on tables and chairs as needed Sweep and mop after breakfast, lunch and other scheduled events Semi-Annually Refinish all composition floors (Summer and Thanksgiving or Christmas break) High dust above hand height horizontal surfaces including shelves, moldings, pipes, ducts diffusers etc Annually Drop and clean light fixtures Common Areas (Lobbies, Corridors, Stairs, Elevators) Daily (five days) Spot clean all windows and glass partitions Clean and sanitize water fountains Dust interior window ledges Dust mop all composition floors Vacuum carpet Spot clean carpet to remove all stains, spills, and soiled spots Vacuum walk-off mats Clean under entrance mats (interior and exterior) Sweep underneath stairs Spray and buff all composition floors (as needed) Scrub all hard surface floors Clean exterior thresholds Damp clean baseboards Damp clean window ledges Dust furniture and fixtures High dust above hand height horizontal surfaces including shelves, molding, pipes, ducts, diffusers etc Clean all hall walls (more frequently if needed) Semi-Annually Refinish all composition floors Clean carpets to remove all stains, spills and soiled spots Annually Deep clean all carpeting

9 Restrooms/Dressing Rooms Daily Check restrooms throughout the school day Empty waste receptacles and replace liners Clean, sanitize, and polish all vitreous fixtures including toilets, urinals, and hand sinks Clean and polish all chrome fittings Clean and polish glass and mirrors Wash and sanitize exterior of containers Remove spots, stains and splashes from wall area and countertops Sweep floors Disinfect and clean at least daily and as often as needed Fill expendable supplies in restroom dispensers Wash and sanitize partitions Remove fingerprints from doors, frames, light switches, kick plates, push plates, handles, railings etc Low dust horizontal surfaces to hand height (70 ) Damp clean baseboards Clean wall thoroughly with cleaning and sanitizing solution Wash and sanitize interior of waste receptacle High dust above hand height horizontal surfaces including shelves, molding, pipes, ducts, diffusers etc Machine scrub floors with germicidal disinfectant As Specified by Manufacturer-Replace cartridge in waterless urinal Multi-Purpose/Gymnasium Daily (five days) Empty waste receptacles Remove fingerprints from doors, frames, light switches, kick plates, handles and railings Dust mop all composition and wood floors Spot mop composition floors Spot clean carpeted areas to remove any stains, spills or soiled spots Replace all can liners in waste receptacles Low dust horizontal surfaces to hand height (70 ) Sweep baseboards Clean bleachers, remove all trash, sweep, mop, and clean floor underneath High dust above hand height (70 ) all horizontal surfaces including shelves and molding Special Events During Regular Cleaning Hours (Games, Plays, Concerts, Meetings etc) Check and maintain clean restrooms, halls, lobbies etc Monitor and ensure sufficient supply of toilet paper, hand towels, soap, hand sanitizer are stocked Grounds Maintenance (All lawns, sports fields, playgrounds, loading docks, parking lots) Daily Remove trash and debris from grounds Empty trash receptacles

10 Sweep entrances, doorways, walkways, steps and curbs Remove any graffiti from outside walls and ground (sidewalk, parking lot) Special Events During Regular Cleaning Hours (Games, Plays, Concerts, Meetings etc) Check and maintain clean restrooms, common area, trash cans and area around concessions General Daily Monitor all restrooms after each class break-mop floor, spot clean sinks, vanities, countertops, mirrors, floors, and walls, pick up paper and flush commodes and urinals, and take out trash Ensure rolled towel and toilet paper dispensers are full Ensure Soap and Sanitizer dispensers are full Pick up trash outside of building at least one time per day Change light bulbs and tubes Clean and mop any accident that may occur during the day Maintain all window shades at same height Respond to clean up request by School Official or Facilities Dept. Clean electrical rooms and storage closets as needed Energy Management Lights should only be turned on in areas where cleaning is taking place and are to be turned off immediately after cleaning each area Annual Work for all Schools (to be coordinated with Facilities Director and School) Completely strip or scrub tile and refinish composition floors applying a minimum of five (5) coats of wax on all hallways, cafeterias, and high traffic areas and a minimum of five (5) coats in all classrooms Wash all windows and glass partitions interior and exterior Portables- Portables shall be cleaned to the same degree, specifications and schedule as the rest of this contract. For purposes of this contract at commencement, FCS knows of two portable classrooms at Kelly Mill ES only.