County of Ingham. Request for Proposals Packet # Janitorial Services. Sealed Proposals Due: April 26, 2016 at 11:00 A.M.

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1 County of Ingham Request for Proposals Janitorial Services Sealed Proposals Due: April 26, 2016 at 11:00 A.M. Sealed Proposals shall be delivered to the: Ingham County Purchasing Department 121 E. Maple St., Rm. 203 Mason, Michigan Phone: (517)

2 1.0 INTRODUCTION 1.1 Purpose The County of Ingham, herein referred to as County, solicits proposals from interested and qualified vendors experienced with cleaning commercial office buildings and medical facilities for the purpose of entering into a three-year agreement to provide janitorial services at the Human Services Building (HSB), Grady Porter Building (GPB), Veterans Memorial Courthouse (VMC), Dispatch Center, Ingham County Family Center (ICFC), Willow Clinic, Well Child Clinic, Forest Community Health Center (FCHC), 55 th District Court, Drain Office and Ingham County Road Department (ICRD) (the ICRD has three (3) locations and five (5) buildings.) 1.2 Site Visits To schedule site visits of the Road Department locations, please contact Mr. Jim Benjamin, Director of Operations, by at jbenjamin@ingham.org or by phone at (517) x For all other site visits please contact Mr. Mike Pathfinder, Facilities Manager, by at mpathfinder@ingham.org or by phone at (517) SUBMISSION REQUIREMENTS 2.1 Registering as a Vendor with Ingham County Proposers who have not registered their company with the County should do so by visiting or by calling the Purchasing Department at (517) for assistance. Vendors registering to provide goods and services to Ingham County under contract shall certify to their knowledge of the County's Equal Opportunity Employment and Nondiscrimination Policy, and of their agreement to comply, and shall disclose any conclusive findings of violations of Federal, State, or local equal opportunity statutes, ordinances, rules/regulations, or policies within the past three (3) years. 2.2 Pre-opening Inquires and Response Any explanation desired by a proposer regarding the meaning or interpretation of this RFP and attachments, if any, must be requested to the Ingham County Purchasing Department, attention James C. Hudgins, Jr. at jhudgins@ingham.org, no later than 3:00 P.M. on April 12, Addendum If it becomes necessary to revise any part of this RFP or if additional data is necessary to enable an exact interpretation of provisions of this RFP, an addendum will be issued to all vendors known to have received a proposal. It is the responsibility of the proposer to ensure that he/she has received Ingham County Purchasing Department Page 2

3 and signed all addendums prior to submitting a proposal. No oral explanation or instruction of any kind or nature whatsoever given before the award of a contract to a proposer shall be binding. 2.4 Due Date, Time & Location Proposals will be received no later than 11:00 A.M., local time prevailing, on April 26, 2016, at which time they will be opened in public and read aloud in the: Ingham County Purchasing Department Attention: James C. Hudgins, Jr., Director of Purchasing 121 E. Maple St., Room 203 Mason, Michigan Proposals received at other locations or delivered after the due date and time will not be accepted and will be returned to the proposer. 2.5 Submission of Proposals Responses to this RFP should be concise and must include all the requested information. Proposers are required to submit an original (clearly marked) along with three (3) copies by the date, time, and place designated above. Proposals must be submitted in a sealed, opaque envelope or package and clearly marked on the outside Janitorial Services. Be sure to include the name of your firm on the outside of the envelope or package. Proposers are also requested to submit an electronic version of their proposal to packetresponse@ingham.org by the due date and time set above. The electronic submittal must contain Janitorial Services in the subject line. Should you have trouble submitting your electronic version please contact the Purchasing Department at (517) Please do not send zip files as the County cannot accept them. Proposers shall complete and include with their submittals the following enclosed items: Addenda Form Legal Status of Bidder Form Non-Collusion Form Local Purchasing Preference Form Signature Form Standards of Conduct for Ingham County Vendors Form Certificate Of Compliance With Public Act 517 Of 2012 Form The Statistical Questionnaire is strictly optional. 2.6 Timely Submittals Time is of the essence and any proposal or addenda pertaining thereto received after the announced time and date for submittal, whether by mail or otherwise, will be rejected. It is the Ingham County Purchasing Department Page 3

4 sole responsibility of the proposers for ensuring that their proposals are time stamped by the Purchasing Department. Proposals and/or any addenda pertaining thereto received after the announced time and date of receipt, by mail or otherwise, will be returned to the proposer. Nothing in this RFP precludes the County from requesting additional information at any time during the procurement process. 2.7 Deliveries Should you decide to utilize an express delivery service, please note that we are located at the intersection of Maple Street and Jefferson Street. 2.8 Preparation of Proposal All proposals must be made on the required forms prepared and executed fully and properly. Proposed prices shall be based on the selected proposer furnishing all labor, supervision, administration, incidentals, bonds, insurance, and any other services required to complete the work in strict accordance with this RFP. All fees and costs must be disclosed in the proposal. 2.9 Proposal Process Proposals which do not completely address all the solicitation requirements will be considered non-responsive and may be excluded from consideration. Any exceptions shall be duly noted in the submittal Authority to Bind Firm in Contract Proposer shall provide the full legal firm name and address. Any proposal that has not been manually signed will be deemed non-responsive and excluded from consideration. Firm name and authorized signature must appear in the space provided on the enclosed Signature Sheet No Submittal If you desire not to respond to this RFP, please forward your acknowledgment of NO PROPOSAL SUBMITTED via an to Please also state the reason for not submitting a proposal. Failure to comply may be cause for removal of your company's name from the vendor list for subject commodity Special Accommodations If you are an individual with a disability and require a reasonable accommodation, please notify the Purchasing Department at (517) , three (3) working days prior to need. Ingham County Purchasing Department Page 4

5 3.0 GENERAL INFORMATION 3.1 Conflict of Interest By submitting a proposal, the Proposer certifies that he/she has no business, professional, personal, or other interest, including, but not limited to, the representation of other clients, that would conflict in any manner or degree with the performance of its obligations under any subsequent agreement with respect to this RFP. If at any time during the bidding process or subsequent contractual period, an actual or potential conflict of interest arises, the Proposer/Contractor shall immediately disclose in writing the conflict of interest to the County. The County reserves the right to immediately terminate in writing to the Contractor any subsequent agreement where, in the reasonable judgment of the County, such conflict poses a material conflict to the performance of the Contractor's obligations under the agreement; such termination of the agreement shall be effective upon the receipt of such notice by the Contractor. 3.2 Local Purchasing Preference Policy The Ingham County Board of Commissioners (BOC) believes that its purchasing policies should encourage local vendors to provide goods and/or services to Ingham County government, resulting in increased economic activity through more local jobs, tax revenues, and expenditures, and to entice business relocations to the County. As such, in 2010, the BOC amending its purchasing policies to include a ten percent (10%) purchasing preference to qualified and registered local vendors who respond to solicitations for the purchase of goods and/or services. In Ingham County, a local vendor is defined as a vendor that operates a business within the legally defined boundaries of Ingham County. To be considered a local vendor, the vendor must provide a verifiable business address (not a PO Box) on the enclosed Local Purchasing Preference Sheet at which business is being conducted. The vendor must also agree to comply with all other policies and requirements of the County. More information about the Local Purchasing Preference Policy can be found at Advice of Omission or Misstatement In the event it is evident to a proposer responding to this RFP that the County has omitted or misstated a material requirement to this RFP and/or the services required by this RFP, the responding vendor shall advise Mr. James C. Hudgins, Jr., Director of Purchasing, at jhudgins@ingham.org of such omission or misstatement. 3.4 Notification of Withdrawal of Proposal Proposals may be withdrawn prior to the date and time specified for proposal submission with a formal written notice by an authorized representative of the proposer. No proposer may withdraw a proposal after the opening for a minimum period of 90 days. Ingham County Purchasing Department Page 5

6 3.5 Rights to Pertinent Materials All responses, inquires, and correspondence relating to this RFP and all reports, charts, displays, schedules, exhibits and other documentation produced by the proposers that are submitted as part of the proposal shall become the property of the County after the proposal submission deadline. 3.6 Firm Pricing for County Acceptance The proposal price must be firm for County acceptance for ninety (90) days from the proposal opening date. 3.7 Cost of Preparation The County will not pay any costs incurred in the proposal preparation, printing or demonstration process. All costs shall be borne by the proposers. 3.8 Standard Forms Any preprinted contract forms the vendor proposes to include as part of the contract resulting from this solicitation must be submitted as part of the proposal. Any standard contract provisions not submitted as part of the proposal and subsequently presented for inclusion may be rejected. The County reserves the right to accept or reject in whole or in part any form contract submitted by a proposer and/or to require that amendments be made thereto, or that an agreement drafted by the County be utilized. 3.9 Workplace Diversity Ingham County encourages, but in no way requires, its vendors to develop and maintain a diverse workforce that is reflective of the population of Ingham County. According to the U.S. Census Bureau, the statistics of Ingham County's population in 2010 was comprised of the following: a) White persons 76.2% b) Black or African American persons 11.8% c) American Indian and Alaska Native persons 0.6% d) Asian persons 5.2% e) Native Hawaiian and other Pacific Islander 0.1% f) Persons of Hispanic or Latino origin 7.3% Ingham County tracks vendor diversity information for statistical purposes with companies with which it does business. Reporting of this information to the County is optional and not all companies participate. Statistical information regarding workplace diversity is submitted to the County in a separate sealed envelope containing the notation STATISTICAL INFORMATION- NOT TO BE OPENED UNTIL AFTER THE AWARD OF THE CONTRACT. Upon receipt Ingham County Purchasing Department Page 6

7 of these separate sealed envelopes, the Purchasing Department segregates the envelopes from the other proposal documentation. The envelopes containing the statistical information are not opened until the award of the contract, and are not considered, in any way, in the award of any contract Prime Contractor Responsibilities The Contractor will be required to assume responsibility for all services offered in the proposal whether or not they possess them within their organization. Furthermore, Ingham County will consider the selected Contractor to be the sole point of contact with regard to contractual matters, including payment of any and all charges resulting from the contract Independent Price Determination Non-Collusion By submission of a proposal, the proposer certifies, and in the case of a joint proposal each party thereto certifies as to its own organization, that in connection with this proposal: a) The prices of the proposal have been arrived at independently without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other offer or with any competitor; b) Unless otherwise required by law, the prices which have been quoted in the proposal have not been knowingly disclosed by the offeror and will not be knowingly disclosed by the offeror to any competitor; c) No attempt has been made or will be made by the offeror to induce any other person or firm to submit or not to submit a proposal for the purpose of restricting competition; and, d) The price quoted is not higher than that given to the general public for the same service Exceptions Proposers must submit a listing of any and all exceptions to this RFP. Suggested substitutions, printed forms, sample contracts etc. may be provided with the listed exceptions. 4.0 CONTRACTUAL TERMS AND CONDITONS 4.1 Nondiscrimination Clause The Proposer who is selected as the Contractor, as required by law, and/or the Equal Opportunity Employment and Non-Discrimination Policy of Ingham County, shall not discriminate against an employee or applicant for employment with respect to hire, tenure, terms, conditions or privilege of employment, or a matter directly or indirectly related to employment because of race, color, religion, sex, sexual orientation, gender identity, national origin, disability, height, weight, marital status, age or political affiliation (except where age, sex or lack of disability constitutes a bona fide occupational qualification.) Ingham County Purchasing Department Page 7

8 The Contractor shall adhere to all applicable Federal, State and local laws, ordinances, rules and regulations prohibiting discrimination, including, but not limited to, the following: a) The Elliott-Larsen Civil Rights Act, 1976 PA 453, as amended. b) The Persons with Disabilities Civil Rights Act, 1976 PA 220, as amended. c) Section 504 of the Federal Rehabilitation Act of 1973, P.L , 87 Stat. 394, as amended, and regulations promulgated there under. d) The Americans with Disabilities Act of 1990, P.L , 104 Stat 328 (42 USCA et seq), as amended, and regulations promulgated there under. Breach of this section shall be regarded as a material breach of the agreement. Proposers shall disclose with their proposals any conclusive findings of violations of federal, state, or local equal opportunity statues, ordinances, rules, regulations, or policies within the past three (3) years. 4.2 Indemnification and Hold Harmless The Proposer who is selected as the Contractor shall, at its own expense, protect, defend, indemnify, save and hold harmless the County of Ingham and its elected and appointed officers, employees, servants and agents from all claims, damages, lawsuits, costs and expenses including, but not limited to, all costs from administrative proceedings, court costs and attorney fees that the County of Ingham and its elected and appointed officers, employees, servants and agents may incur as a result of the acts, omissions or negligence of the Contractor or its employees, servants, agents or Subcontractors that may arise out of the agreement. The Contractor s indemnification responsibility under this section shall include the sum of damages, costs and expenses which are in excess of the sum of damages, costs and expenses which are paid out in behalf of or reimbursed to the County, its officers, employees, servants and agents by the insurance coverage obtained and/or maintained by the Contractor. 4.3 Insurance Requirements The Contractor, and any and all of his/her subcontractors, shall not commence work under this contract until they have obtained the insurance required under this paragraph and subsequent contract. All coverages shall be with insurance companies licensed and admitted to do business in the State of Michigan. All coverages shall be with insurance carriers acceptable to the County of Ingham and rated A by the A.M. Best Company ( a) Worker's Compensation Insurance: The Contractor shall procure and maintain during the life of this contract, Workers Compensation Insurance, including Employers Liability Coverage, in accordance with all applicable Statutes of the State of Michigan. b) Commercial General Liability Insurance: The Contractor shall procure and maintain Ingham County Purchasing Department Page 8

9 during the life of this contract, Commercial General Liability Insurance on an Occurrence Basis with limits of liability not less than $1,000,000 per occurrence and $1,000,000 aggregate for Personal Injury, Bodily Injury and Property Damage. Coverage shall include the following extensions: (A) Contractual Liability; (B) Products and Completed Operations; (C) Independent Contractors Coverage; (D) Broad Form General Liability Extensions or equivalent, if not already included; (E) Deletion of all Explosion, Collapse, and Underground (XCU) Exclusions, if applicable; (F) Per contract aggregate. c) Motor Vehicle Liability Insurance: The Contractor shall procure and maintain during the life of this contract Motor Vehicle Liability Insurance, including applicable No-Fault coverages, with limits of liability of not less than $1,000,000 per occurrence and $1,000,000 aggregate for Bodily Injury and Property Damage. Coverage shall include all owned vehicles, all non-owned vehicles and all hired vehicles. d) Additional Insured: Commercial General Liability and Vehicle Liability, as described above, shall include an endorsement stating the following shall be Additional Insureds: The County of Ingham, including all elected and appointed officials, all employees and volunteers, all boards, commissions and/or authorities and their board members, including employees, and volunteers thereof. The coverage shall be primary to the Additional Insureds, and not contributing with any other insurance or similar protection available to the Additional Insureds, whether other available coverage is primary, contributing or excess. e) Cancellation Notice: All insurances described above shall include an endorsement stating the following: It is understood and agreed that thirty (30) days advanced written notice of cancellation, non-renewal, reduction and/or material change shall be sent to: Ingham County Purchasing Department, P.O. Box 319, Mason, Michigan f) Proof of Insurance: The Contractor shall provide the County of Ingham at the time the contracts are returned by him/her for execution, two (2) copies of aforementioned Certificates of Insurance and/ Policies, acceptable to the County. If so requested, certified copies of all policies will be furnished. Contractor shall provide the County evidence that all subcontractors are included under the Contractor s policy. If any of the above coverages expire during the term of this contract, the Contractor shall deliver renewal certificates and/or policies to the County of Ingham at least ten (10) days prior to the expiration date. 4.4 Applicable Law and Venue Any agreement resulting from this RFP shall be construed according to the laws of the State of Michigan. The County and Contractor agree that the venue for any legal action under this agreement shall be the County of Ingham, State of Michigan. In the event that any action is Ingham County Purchasing Department Page 9

10 brought under any agreement resulting from the RFP in Federal Court, the venue for such action shall be the Federal Judicial District of Michigan, Western District - Southern Division. 4.5 Compliance with the Law Contractor shall render the services to be provided pursuant to this agreement in compliance with all applicable Federal, State, and local laws, ordinances, rules, and regulations. 4.6 Independent Contractor The Proposer who is selected as the Contractor shall be an independent Contractor. The employees, servants and agents of the Contractor shall not be deemed to be and shall not hold themselves out as employees, servants, or agents of the County and shall not be entitled to any fringe benefits received by the County s personnel, such as, but not limited to, health and accident insurance, life insurance, longevity or paid sick or vacation leave. The Contractor shall be responsible for paying all compensation to its personnel for services they have performed under this Contract and for withholding and payment of all applicable taxes to the proper Federal, State and local governments. 4.7 Living Wage Requirement Ingham County policy requires vendors contracting with the County primarily to perform services to pay their employees a living wage if the following two (2) conditions apply: a) The total expenditure of the contract or the total value of all contracts the vendor has with the County exceeds $50,000 in a twelve-month calendar; and, b) The vendor employs five (5) or more employees. In Ingham County, living wage is defined as an hourly wage rate which is equivalent to 125% of the federal poverty level for a family of four. For 2016, the living wage rate for Ingham County is $15.19 per hour. The rate is subject to change in subsequent years. Twenty percent (20%) of the living wage costs paid by the employer can be for an employee's health care benefits. This wage rate applies to part and full-time employees who work on County contracts. See for more information. 5.0 EVALUATION, AWARD & TIMELINE 5.1 Proposal Evaluation An Evaluation Committee will review the proposals to determine those firms deemed qualified to perform services. This determination will be based on qualification data submitted or past performance. This process typically takes 2-3 weeks from the proposal opening date. Ingham County Purchasing Department Page 10

11 The detailed evaluation may result in one or more finalists. At this point, presentations may be requested of the proposers and negotiation will be carried out to finalize the award of the project. Finalists shall be afforded fair and equal treatment with respect to any opportunity for discussion and revision of proposals and such revisions may be permitted after submissions and prior to award for the purpose of obtaining best and final offers. Any response that takes exception to any mandatory items in this proposal process may be rejected and not considered. 5.2 Evaluation Methodology The factors considered in making the recommendation for award will be all the information requested in this RFP. The technical and price proposals of the RFP are typically evaluated independently of each other. 5.3 Award of Contract It is the intention of the County to award a contract to the lowest responsive and most responsible proposer provided that the proposal has been submitted in accordance with the terms and conditions of the RFP and does not exceed the budgeted funds available. 5.4 Basis for Award Information and/or factors gathered during interviews, negotiations and any reference checks, in addition to the evaluation criteria stated in the RFP, if any, and any other information or factors deemed relevant by the County, shall be utilized in the final award. 5.5 Right of Rejection Ingham County reserve the right to reject any or all responses to this Request for Proposal, to waive any informalities or minor irregularities in responses, and/or to negotiate the terms and conditions of all or any part of the responses as determined to be in the County's best interests in its sole discretion. 5.6 Period of Contract The term of this contract shall be for three (3) years (August 1, 2016 July 31, 2019) with a 2- year period renewal option. 5.7 Contract Approval The Ingham County Board of Commissioners and other boards and committees must approve the contract resulting from this solicitation. This process typically takes 2-4 weeks from the date the successful Contractor is identified. Ingham County Purchasing Department Page 11

12 5.8 Contract Development & Preparations a) Ingham County reserves the right to negotiate further with one or more responsible and responsive proposers. The content of the RFP and the successful proposer s proposal will become an integral part of the contract, but may be modified by the provisions of the contract. b) By submission of proposals pursuant to this RFP, proposers acknowledge that they are amenable to the inclusion in a contract of any information provided either in response to this RFP or subsequently during the selection process. A proposal in response to an RFP is an offer to contract with the County based upon the terms, conditions, scope of work and specifications contained in this RFP. The County retains the right not to make any subsequent award. c) Furthermore, all proposers, by submitting proposals, agree that they have read, are familiar with all the terms and conditions of the different documents and will abide by the terms and conditions thereof. The County has the right to use, as it determines to be appropriate and necessary, any information, documents, and anything else developed pursuant to the RFP and the proposal. d) The County will prepare a formal contract, if one is awarded, specific to this solicitation for execution by the successful proposer. This process typically takes 2-3 weeks from the date the board has approved the contract. e) The County reserves the right to accept or reject in whole or in part any form contract submitted by a proposer and/or to require that amendments be made thereto, or that an agreement drafted by the county be utilized. f) The successful proposal shall be incorporated into a resulting contract and shall be a matter of public record subject to the provisions of Michigan law. 5.9 Notification of Award Upon acceptance by the County, and approval by the Board of Commissioners, the successful proposer will be notified of award in writing by . Recommendations for awards will be posted on the County's website at All proposers will be notified by of the County s decision Contract Execution The successful proposer shall commence work only after the transmittal of a fully executed contract and after receiving written notification to proceed from the County. A valid and enforceable contract exists when an agreement is fully executed between the parties. Ingham County Purchasing Department Page 12

13 The successful proposer will perform all the services indicated in the RFP and in the negotiated contract. The successful proposer shall within ten (10) days of commencement of work under contract furnish the required insurance. Bonds, if required, shall also be submitted at this time Escalation Clause (if applicable) a) The Ingham County Board of Commissioners (Board) recognizes the current difficult economic conditions and the subsequent minimal cost of living increases for County employees. As such, Contractors should fully understand that proposed contracts with cost increases greater than 1% will receive extra scrutiny from the Board and may be rejected and rebid. b) Price adjustments may be requested pursuant to the terms of the contract; however, the Contractor must notify the County within ninety (90) days prior to the current term s expiration date. c) Prior to commencement of subsequent renewal terms, the County may entertain a request for escalation in accordance with the current Consumer Price Index (CPI) at the time of the request or up to a maximum 1% increase on the current pricing, whichever is lower. For purposes of this section, Consumer Price Index shall mean the Consumer Price Index-All Urban Consumers-United Stated Average-All Items (CPI-U), as published by the United States Department of Labor, Bureau of Labor Statistics. d) The County reserves the right to accept or reject the request for a price increase. If the price increase is approved, the price will remain firm for one (1) year from the date of the increase or whatever term was previously authorized by the Board. 6.0 SCOPE OF SERVICES 6.1 Labor a) The Contractor shall furnish and maintain an adequate number of properly trained cleaning personnel together with sufficient and competent supervision in order to provide satisfactory nightly cleaning services at all times. Cleaning services shall be provided Monday through Friday, excluding holidays when the County s offices are closed, except for the 911 Dispatch Center which is a 24/7 operation. b) The Contractor shall employ only qualified supervisors and workers who are skilled in the performance of janitorial services. Personnel performing work under this contract shall be direct employees of the Contractor and shall wear uniforms or name tags that identify them as employees of the Contractor. Contractor's employees are to present a professional appearance, shall be neat, clean, well groomed, courteous, and conduct themselves in a respectable manner while performing duties and while on County property. Ingham County Purchasing Department Page 13

14 c) The Contractor shall ensure that all personnel assigned to this work site have at least one (1) year of experience in the janitorial services industry, either with the Contractor or another janitorial company. The County reserves the right to review the resumes of all personnel performing under this contract. d) The County reserves the right to dismiss from the premises covered by this contract any Contractor s employee whose conduct is improper, inappropriate, or offensive as determined solely by the County. Any employee so dismissed from working on this contract shall not be allowed to return to the premises without written consent from the County. Personnel not employed by the Contractor (including minors not employed by the Contractor) shall not be permitted on the work premises. All of Contractor s employees must be finger printed and pass a background check; any Contractor employee with an active court case will not be permitted to work in any of the court facilities. e) The Contractor shall thoroughly investigate and check the police records of all its employees covered under this contract. This information shall be provided to the Facilities Department before any employees are permitted to work. f) All employees of the Contractor are required to sign in and out daily in a Log Book provided by the County. g) All personnel as well as subcontractors must sign a Confidentiality Agreement in accordance to Health Insurance Portability and Accountability Act (HIPAA) regulations before working in any County facility. 6.2 Supplies a) The Contractor shall furnish, at Contractor s expense, all supplies, including but not limited to, trash can liners, toilet tissue, paper towels, sanitary napkins, seat covers, liquid hand soap, floor finishes, waxes, etc. all of which must be approved in writing by the County. The Contractor shall fill toilet room dispensers daily with adequate supplies to last throughout the next day. b) The supplies specifications shall meet or exceed the following: Paper towels Multi-fold bleached paper towels (brand - Acclaim # 20204) Toilet tissue 2-ply, 500 sheet (brand - Décor 4025 A) Liquid hand soap antibacterial liquid hand soap Hand soap dispensers in the medical areas must be refilled with Derma Pro Ultra Mild Antibacterial Lotion Soap (brand Go Jo #9212). Floor wax solid content of at least 22% Ingham County Purchasing Department Page 14

15 6.3 Unoccupied Areas All unoccupied areas shall be kept clean at all times. 6.4 Ingham County Smoking Policy Smoking is prohibited in all Ingham County buildings. 6.5 Lights (Conservation of Energy) Only those lights necessary for cleaning in the immediate areas where employees are working will be lighted. All lights shall be turned out before leaving offices that have been cleaned. 6.6 Security a) The Contractor shall be responsible for all keys issued to all individuals. Keys shall not be left in doors, and employees are not under any circumstances to admit anyone to offices where they are working. Doors are not to be propped open at any time. All doors shall be closed, locked, and checked upon leaving offices that have been cleaned. The Contractor shall be responsible for setting all alarms and shall be responsible for any callbacks for not setting alarms properly. b) Employees of the Contractor shall not disturb papers on desks, open drawers or cabinets, use telephones or tamper with personal property. c) Employees of the Contractor shall report to the Facilities Department anything out of the ordinary, such as doors unlocked, stopped toilets or drains, broken fixtures, lights out of order, etc. 6.7 Contractor Provided Equipment a) The Contractor shall provide, at his/her expense, all power tools, machines and equipment necessary to perform the work as specified. Only industrial type equipment is to be used. b) The Contractor shall furnish a recommended list of equipment to the Facilities Department for review. All power tools, machines and equipment necessary to perform the specified work are to be approved by the Facilities Department. c) All equipment must be maintained in first-class working condition satisfactory to the Facilities Department, and acceptable spare equipment must be available for replacement of broken items within twenty-four (24) hours. Ingham County Purchasing Department Page 15

16 d) Upon notification by the County that any of the Contractor s equipment is unacceptable, Contractor shall have five (5) business days to replace said unacceptable equipment. If Contractor fails to replace unacceptable equipment within the five (5) day period, the County reserves the right to withhold $50.00 per day (up to a maximum of $1,000 per month) from Contractor s contract amount until said equipment is replaced. 6.8 Safety & Training a) Safety is the responsibility of the Contractor. All equipment and materials will be handled and operated safely per manufacturer recommendations and in accordance with all applicable codes, laws ordinances and regulations. b) Contractor is responsible for the training of all employees both initially and on-going as deemed critical to the effective operation of this contract. c) Contractor shall be responsible for the training of employees to be in compliance with OSHA regulations pertaining to blood borne pathogens, specifically as that standard relates to equipment, cleanup procedures and disposal. d) All containers must be labeled, and Material Safety Data Sheet (MSDS) must be maintained on site by the Contractor in compliance with Occupational Safety and Health Administration s (OSHA) Hazardous Communication Program. 6.9 Cleaning Requirements It is the purpose of these specifications to ensure that all services and materials necessary to clean and keep clean all portions of the buildings are provided. It is understood that the highest possible standards of cleanliness are to be maintained. The following sets forth the tasks and frequencies with which said tasks are to be performed, and shall in no way be construed as an exhaustive or absolute listing of the Contractor s responsibilities Carpet Cleaning Requirements - Spot Cleaning Spot cleaning of carpets shall be performed nightly using an approved method by properly trained personnel. If it is determined by the County that spot cleaning is not being consistently and adequately performed by the Contractor, the County reserves the right to hire its own source for nightly spot cleaning services with the cost being deducted from Contractor s contract amount. Floor bases shall be kept clean at all times Lobby Areas Nightly: a) Clean entrance glass interior and exterior. b) Dust mop and damp mop floors. Ingham County Purchasing Department Page 16

17 c) Spot clean finger-marks, smudges, etc. from walls and partitions. d) Vacuum carpets and runners thoroughly, including corners and under tables. Spot clean as necessary. e) Clean chairs, table tops and counter tops. f) Empty waste containers. Replace liners and damp wipe as necessary. g) Damp wipe phones with a hospital-grade quaternary disinfectant. Weekly: a) Dust furniture, window blinds, ledges and sills. Quarterly: a) Scrub tables and chairs, including table bases and chair legs. Annually: a) Vinyl wall coverings should be cleaned once a year with an approved cleaning agent Private Offices, Cubicles, and General Work Areas Nightly: a) Empty waste containers. Replace liners and damp wipe if necessary. b) Spot clean finger-marks, smudges, etc. from walls. c) Thoroughly vacuum carpets, including corners and under tables or desks. Spot clean as necessary. Weekly: a) Dust furniture, equipment, file cabinets, window sills, blinds and ledges. Only those surfaces cleared of papers and personal items are required to be dusted. b) Clean chairs, desks and counter surfaces. Only those surfaces cleared of papers and personal items are required to be cleaned. c) Disinfect all phone receivers and cradles. Semi-Annually: a) Vacuum and extract upholstered chairs. b) Vacuum fabric panels Conference Rooms/Waiting Areas Nightly: a) Empty waste containers. Replace liners and damp wipe if necessary. b) Spot clean finger-marks, smudges, etc. from walls and partitions. c) Thoroughly vacuum carpets, including corners and under tables or desks. Spot clean as necessary. d) Dust mop and damp mop floors. e) Clean sinks and counters in kitchenette areas. f) Wipe chairs as needed and arrange magazines. Ingham County Purchasing Department Page 17

18 Weekly: a) Dust furniture, equipment, file cabinets, window sills, blinds and ledges. b) Clean chairs, desks and counter surfaces. c) Dust all baseboards. Quarterly: a) Vacuum and extract upholstered chairs (must be done at least quarterly, but may be required more frequently.) b) Scrub tables and chairs including table bases and chair legs (must be done at least quarterly, but may be required more frequently.) Annually: a) Vinyl wall coverings shall be cleaned once a year with an approved method and cleaning agent Restrooms Twice Daily: a) Clean and sanitize all toilets, toilet seats, sinks and washroom fixtures with a hospitalgrade disinfectant. All toilet seats shall be left up after cleaning. b) Remove splash marks from walls and partitions around sink basins, soap dispensers, and toilets. c) Replenish restroom supplies (all supplies to be provided by the Contractor including, but not limited to, paper towels, neat seats, toilet paper, soap and sanitary products.) d) Empty and damp wipe waste containers. Replace liners. e) Clean mirrors, shelves and equipment. f) Thoroughly mop tile floors including corners and under vanities using a hospital-grade disinfectant. g) Clean showers and shower room floors using a hospital-grade disinfectant. Weekly: a) Clean walls and partitions. b) Pour water down drains. Quarterly: a) Use Kai-Vac or equivalent (equivalent must be approved by the County) equipment to thoroughly clean all vents, drains, walls, fixtures, etc Lunchrooms/Snack Bars Nightly: a) Empty wastepaper containers. Replace liners (provided by the Contractor) and damp wipe all spills and drips. b) Clean chairs, table tops and counter tops. Ingham County Purchasing Department Page 18

19 c) Vacuum carpet and runners thoroughly including corners and underneath tables and chairs. d) Dust mop and damp mop all tile floors. e) Arrange magazines neatly. Weekly: a) Dust furniture, equipment, file cabinets, heat registers, window sills, blinds and ledges. b) Scrub all table tops and bases, counter tops, kitchen appliances and cupboards, coolers, and other equipment. c) Wipe faces of vending machines Tri-County Office on Aging Nightly: a) Must use a de-greasing agent for mopping. b) Must scoop out leftover food in large yellow floor grates. c) Scoop out drains under the yellow grates. d) Restock all paper products (provided by the Contractor.) e) Clean glass exterior and interior. f) Restock hand soap and towels at hand sinks. g) Clean under all equipment and work tables. h) Clean bathrooms. Weekly: a) Pressure wash floors and walls. Annually: Detail clean the entire kitchen including, but not limited to: a) Polish all stainless steel. b) Wash all walls. c) Scrub all equipment and table legs. d) Clean and polish hood and filters. e) All cleaning must be coordinated through and completed to the Kitchen Manager s satisfaction Medical Areas a) Contractor s employees are required to wear protective latex gloves. The gloves shall be supplied by the Contractor. b) Trash liners must be changed nightly, using buff or tan colored bags. c) Hand soap dispensers in the medical areas must be refilled with Derma Pro Ultra Mild Antibacterial Lotion Soap (Go Jo #9212) to be provided by the Contractor. No substitutions will be allowed. Ingham County Purchasing Department Page 19

20 6.18 Exam Rooms and Laboratories Nightly: a) All tiled floor must be mopped. b) All counter tops shall be wiped and disinfected, including exam tables. c) All counter tops and cupboards shall be washed. d) All sinks shall be disinfected using a hospital-grade disinfectant. e) All medical areas will use buff or tan colored bags. Office areas shall use clear bags Stairways and Hallways a) All stairways and hallways must be kept swept and mopped nightly. Day staff will need to mop more often during inclement weather Tile Requirements Monthly: a) All vinyl tiles shall be burnished with a mop on gloss restorer. Quarterly: a) All ceramic, quarry or other non-vinyl tile areas shall be scrubbed with an automatic scrubber or low speed scrubber with a wet/dry vacuum. Semi-Annually: a) All vinyl tiles shall be scrubbed and recoated with at least two (2) coats of wax that has a solid content that is over 22%. Annually: a) All vinyl tiles shall be stripped and recoated with three (3) coats of wax that has a solid content that is over 22%. b) All furniture needs to be removed and replaced by the Contractor when stripping, waxing or scrubbing and recoating Day Person(s) Duties and Coverage a) The Contractor shall have two (2) employees at the HSB, one (1) employee at the GPB and one (1) employee at the VMC available by pager or cell phone (to be provided by Contractor) between the hours of 7:00 A.M. - 5:00 P.M. daily, and one (1) employee seven (7) days a week from 6:00 A.M. 10:00 A.M. at the 911 Dispatch Center. Any payment to the Contractor shall be deducted at the most current living wage rate for all hours not worked during this time. b) The day staff must take staggered lunches to be able to accommodate requests at all times. Ingham County Purchasing Department Page 20

21 c) Responsibilities include, but are not limited to: cleaning and restocking restrooms, cleaning waiting areas and conference rooms as needed, mopping lobby areas and stairs as needed during inclement weather. d) The Day Person(s) shall be able to respond immediately to the needs of the building tenants and manager Special Cleaning Projects a) Windows: Clean interior windows semi-annually (completed after 5 PM and notification to the Facilities Department one week in advance.) Spot clean daily as necessary. b) Light Fixtures and air vents (including exhaust vents): Dust and clean twice a year Road Department Scope of Services Cleaning services shall be provided three times weekly (Monday, Wednesday and Friday) from September 1 st through approximately Mid-April and two times weekly (Monday and Wednesday or Tuesday and Thursday) from Mid-April through approximately the end of August, excluding holidays when the County s offices are closed. *Dates listed above are approximate dates and are subject to change. 1. Lobby Areas/Hallways/Stairways Two/Three times Weekly: a) Clean entrance glass interior and exterior. b) Dust mop and damp mop hard surface floors. c) Spot clean finger-prints, smudges, etc. from walls and partitions. d) Vacuum carpets and runners thoroughly, including corners and under tables. e) Clean chairs, table tops and counter tops. f) Empty waste basket containers, replace liners and damp wipe as necessary. g) Damp wipe phones with a hospital-grade quaternary disinfectant. Weekly: a) Dust furniture, window blinds, ledges and sills. Quarterly: a) Scrub tables and chairs, including table bases and chair legs. b) Shampoo carpets. Annually: a) Vinyl wall coverings should be cleaned once a year with an approved cleaning agent. 2. Private Offices, Cubicles, and General Work Areas Ingham County Purchasing Department Page 21

22 Two/Three times Weekly: a) Empty waste basket containers, replace liners and damp wipe if necessary. b) Spot clean finger-prints, smudges, etc. from walls and partitions. c) Vacuum carpets and runners thoroughly, including corners and under tables or desks. Spot Clean as necessary. Weekly: a) Dust furniture, equipment, file cabinets, window sills, blinds and ledges. Only those surfaces cleared of papers and personal items are required to be dusted. b) Clean chairs, desks and counter surfaces. Only those surfaces cleared of papers and personal items are required to be cleaned. c) Damp wipe phones with a hospital-grade quaternary disinfectant. Quarterly: a) Shampoo Carpets. Semi-Annually: a) Vacuum and extract all dirt from upholstered chairs. b) Vacuum fabric cubicle wall panels. 3. Conference Rooms/Waiting Areas Two/Three times Weekly: a) Empty waste basket containers, replace liners and damp wipe if necessary. b) Spot clean finger-prints, smudges, etc. from walls and partitions. c) Vacuum carpets and runners thoroughly, including corners and under tables or desks. Spot Clean as necessary. d) Dust mop and damp mop hard surface floors. e) Clean sinks and counters in kitchenette areas. Weekly: a) Dust furniture, equipment, file cabinets, window sills, blinds and ledges. b) Clean chairs, desks and counter surfaces. c) Dust all baseboards. Quarterly: a) Vacuum and extract all dirt from upholstered chairs. b) Scrub tables and chairs including table bases and chair legs. c) Shampoo carpets. Annually: a) Vinyl wall coverings shall be cleaned once a year with an approved method and cleaning agent. Ingham County Purchasing Department Page 22

23 4. Restrooms Two/Three times Weekly: a) Clean and sanitize all toilets, toilet seats, sinks and washroom fixtures with a hospitalgrade disinfectant. All toilet seats shall be left up after cleaning. b) Remove splash marks from walls and partitions around sink basins, soap dispensers, paper towel holders and toilets. c) Replenish restroom supplies as necessary. d) Empty waste basket containers, replace liners and damp wipe if necessary. e) Clean mirrors, shelves and equipment. f) Thoroughly mop tile floors including corners and under vanities using a hospitalgrade disinfectant. g) Clean showers and shower room floors using a hospital-grade disinfectant. h) Spot clean and wipe down fronts of lockers. Weekly: a) Clean walls and partitions. b) Pour water down drains. Quarterly: a) Use Kai-Vac or equivalent (equivalent must be approved by the County) equipment to thoroughly clean all vents, drains, walls, fixtures, etc. 5. Lunchrooms/Snack Bars Two/Three times Weekly: a) Empty waste basket containers, replace liners and damp wipe all spills and drips. b) Clean chairs, table tops and counter tops. c) Vacuum carpet and runners thoroughly including corners and underneath tables and chairs. d) Dust mop and damp mop hard surface floors. e) Arrange magazines neatly. Weekly: a) Dust furniture, equipment, file cabinets, heat registers, window sills, blinds and ledges. b) Scrub all table tops and bases, counter tops, kitchen appliances and cupboards, coolers and other equipment Satisfactory Completion of Cleaning Tasks a) To ensure that the services as outlined in the specifications are provided, the Contractor upon award of the proposal shall provide the County a written schedule or timetable for completion of those tasks which are required on a weekly, quarterly or semi-annual basis. The Contractor shall include in this schedule the day of the week each section of the Ingham County Purchasing Department Page 23

24 building will be dusted so that County employees may clear the surfaces to be dusted of personal items, papers, plants, etc. b) A daily logbook will be maintained in a specified area of the building in which the County s representatives will record complaints, tasks which have not been satisfactorily completed, special needs, and comments. Space will be provided for the Contractor s Supervisor to respond, note any problems or unusual occurrences, and also indicate when noted deficiencies have been corrected. If deficiencies are not corrected in a timely manner (i.e. nightly tasks - 24 hours; weekly tasks - 3 days; all other tasks - 7 days), the County reserves the right to deduct 5 percent of Contractor s monthly payment for each occurrence. The County also reserves the right to hire an outside firm to perform those duties not completed in a timely or satisfactory manner and the cost shall be deducted from Contractor s contract amount Damage to County Property a) Any damage to County property caused by the Contractor s employees or equipment shall be corrected immediately upon notification. If not corrected by Contractor, the County will use its resources to repair damaged property and will deduct the expense from Contractor s next monthly payment Billing/Invoice Requirements a) The Contractor shall submit a monthly invoice to the Facilities Department for work performed in the previous month. The invoice shall show the Contractor s Name, business address, address for payment remittance (if different from business address) and the period covered by the invoice. b) If scheduled weekly tasks were not performed in the month being billed, a prorated credit shall be included on the invoice and deducted from the total amount for that month s services. c) If work is requested on an As-Needed Basis, there will be a separate invoice created for those services Building Data The following information is provided as a reference only and should not be construed as exact measurements; Contractors are responsible for their own measurements. Building Square Footage HSB 200,000 GPB 100,000 VMC 100,000 Willow Clinic 7,500 Ingham County Purchasing Department Page 24