Appendix A. City of Gainesville CITY WIDE JANITORIAL SERVICES MINIMUM STANDARDS OF SERVICE

Transcription

1 Appendix A City of Gainesville CITY WIDE JANITORIAL SERVICES MINIMUM STANDARDS OF SERVICE For City Hall, Gainesville Administration Building, Henry Ward Building, Gainesville Connection Building, Senior Center Building, Community Service Center, Alta Vista Complex & the City Wellness Center The contractor is responsible for locking the doors at the City Administration Building and City Hall at 5:00 daily. The contractor is responsible for disarming and arming the security systems and ensuring the doors are locked when they leave at the Henry Ward Building, Gainesville Connection, Alta Vista Complex, Wellness Center, and the AltaVista Cemetery. At all Buildings in this Contract: Paper from the recycle cans shall be separately collected each day and taken to the recycle bins behind the Henry Ward Building. No cardboard or other waste shall be mixed in with the recycle paper. It cannot be emphasized enough that these specifications shall be complied with to the letter. Repetitive failure to comply with these specifications are cause for termination of the contract. Entrance/Lobby Areas Daily Cleaning Schedule 1. Clean both sets of entrance doors and window glass and metal mullions (inside and out) with suitable glass cleaner. 2. Wipe benches in lobby area daily. 3. Damp wipe window sills and associated metal trims. 4. Wet mop and rinse all VCT or brick paver tile floors. 5. Vacuum (using upright or commercial rotating brush equipment) floor mats. 6. Inspect ceiling for cobwebs, dust, dirt, etc. Clean as needed. 7. Empty trash receptacles; replace liners if dirty or odor present; damp wipe container lid and lip and return to its proper position and lid placement. Main or Central Hallways A. Daily Cleaning Schedule 1. Wet mop and rinse all VCT or brick paver tile floors. 2. Dust and/or damp wipe base boards as needed. 3. Inspect ceiling for cobwebs; dust; dirt, etc. Clean as needed. 4. Dust and/or clean directory with suitable wood polish or restorer

2 5. Vacuum all the carpet (utilizing upright or commercial rotating brush equipment); clean carpet stains as needed with suitable carpet cleaner the same day of the occurrence. 6. Empty all ashtrays and trash receptacles, replace liners if dirty or odor present; damp wipe container lid, lip and sides. 7. Clean and sanitize all water fountains with a suitable sanitizer. 8. Spot clean office doors as needed. B. Monthly Cleaning Schedule (To be done on the first week of each month) An inspection report done after all monthly cleanings for all locations will be submitted to PL&B. 1. Damp wipe all doors and door frames with a suitable cleaner. 2. Damp wipe walls and all permanent fixtures attached to walls with appropriate cleaner. 3. Clean elevator façade and tracks using appropriate stainless steel cleaner. 4. Dust or damp wipe all venetian blinds. 5. Clean all interior window glass with a suitable glass cleaner. 6. Damp wipe all interior windowsills, ledges, etc.; and associated metal trim. 7. Damp wipe or sanitize interior surfaces of trash receptacles as needed or as directed. 8. Inspect tile flooring for wear and buff or wax as needed. 9. Damp wipe base boards. 10. Damp wipe counter front and all associated surfaces using an appropriate cleaner and/or polish restorer. 11. Vacuum and/or damp wipe ceiling; HVAC vents; and lighting fixtures including switch covers for dirt, dust, and cobwebs, etc. 12. Damp wipe exposed surfaces of all vending machines including refrigerators, if present. C. Semiannually Done in April & October Shampoo all carpet using appropriate extraction equipment, chemicals, and techniques. (Using rotary buffer is not acceptable) Notify superintendent of PL&B before scheduling any shampooing of carpet. Strip and wax VCT flooring. This applies to all VCT in the buildings. Clean the inside of all exterior windows. D. Annually Wax the CAB lobby brick paver tiles in early spring. Office Areas & Conference Rooms A. Daily Cleaning Schedule 1. Vacuum (utilizing upright or commercial rotating brush equipment) all carpeting; floor mats, etc. Clean carpet stains as necessary; or as directed by authorized City personnel; using suitable carpet cleaner.

3 2. Empty all trash receptacles; replace can liners when dirty; damp wipe with sanitizer those surfaces needing attention. Check for foul odors. 3. Empty all recycling containers and transport contents to recycling containers behind the Henry Ward Building. This includes plastics and cans which will be placed in large plastic bags either at the HWB or the CSC dumpsters. 4. Vacuum walk off mats and plastic desk mats. 5. Spot clean interior and exterior entrance glass. 6. Dust furniture surfaces needing attention; including desks, chairs and tables. Glass conference table tops shall be cleared of hand smudges or other debris. 7. Clean chalkboards and/or bulletin boards if present. B. Monthly Cleaning Schedule (to be done on the first week of each month) 1. Vacuum and/or damp wipe ceiling; HVAC registers; switch plates; and lighting fixtures for dirt, dust, and cobwebs, etc. 2. Damp wipe all walls and permanent fixtures attached to walls, with appropriate cleaner. 3. Dust or damp wipe Venetian blinds. 4. Clean all interior windows or door glass with appropriate glass cleaner. 5. Damp wipe all interior window sills; ledges; rails; and associated metal trim. 6. Damp wipe all break room cabinets; kitchen counters with appropriate sanitizer. 7. Damp wipe the top, front, and sides of all vending/coke machines and break room refrigerators. 8. Damp wipe all doors, doorframes and associated surfaces with a suitable cleaner. 9. Damp wipe baseboards. 10. Sanitize interior surfaces of all trash receptacles. 11. Inspect tile flooring for wear and buff or wax as needed. Semiannually Done in April & October Shampoo all carpet using appropriate extraction equipment, chemicals, and techniques. (Using rotary buffer is not acceptable) Notify superintendent of PL&B before scheduling any shampooing of carpet. Strip and wax VCT flooring. This applies to all VCT in the buildings. The Police Dept. will have flooring cleaning done during normal business hours. Clean the inside of all exterior windows free from obvious handprints and smudges. Midday Duties Gainesville Admin Building Only 1. Re-stock all restrooms with toilet paper, paper towels, and soap products 2. Wipe off all restroom counters. 3. Empty all restroom baskets. 4. Clean all mirrors in restrooms. 5. Mop up any spills or wet areas. 6. Pick up trash around building exterior. 7. Clean the inside and outside glass on both sets of the entry doors. Restrooms, Breakrooms & Meals on Wheels

4 A. Daily Cleaning Schedule 1. Disinfect and scrub toilet bowls and urinals; scrub all porcelain surfaces with sanitizer or cleansing powder. 2. Disinfect with sanitizer all counters, vanity tops and sinks; clean all sink chrome. 3. Damp wipe mirrors with an appropriate glass cleaner. 4. Damp wipe stainless steel hand towel boxes and soap dispensers. 5. Sweep and wet mop tile floors with disinfectant/odor control products. 6. Empty trash receptacles and replace can liners. 7. Refill all paper product dispensers. 8. Spot clean stall partitions. B. Weekly Cleaning Schedule (either on Mondays or Fridays) 1. Damp wipe, with sanitizer, all stall partitions and doors. 2. Damp wipe, with sanitizer, trash receptacle top, sides, and all other interior metal work including handicap bars. 3. Damp wipe wooden entrance doors and kick plates. C. Monthly Cleaning Schedule (to be done on the first week of each month) 1. Damp wipe all lighting fixtures, including switch covers. 2. Vacuum and damp wipe ceiling HVAC vents. 3. Damp wipe with sanitizer all bathroom walls. 4. Clean all chrome under vanity/sink areas. 5. Inspect tile flooring for wear. Apply wax or buff to clean floor surface as needed; or spray buff floors. 6. Clean all chrome flush-valve assemblies. D. Meals on Wheels 1. This food preparation area is inspected by the Health Dept. and it must be cleaned up to those specifications. The flooring must be properly cleaned each evening. Moveable units in the kitchen must be pulled out from the wall and those areas cleaned in addition to the cleaning schedule listed above. Elevator Cars A. Daily Cleaning Schedule 1. Vacuum car floor; inspecting carpet for stains, gum, etc. Clean stains as needed the same day. 2. Damp wipe interior car walls with appropriate stainless steel cleaner. 3. Damp wipe interior and exterior car doors with appropriate stainless steel cleaner. 4. Vacuum and damp wipe threshold and crevice. B. Monthly Cleaning Schedule (to be done on the first of each month) Clean exterior elevator façade and tracks using appropriate stainless steel cleaner.

5 Stairwells A. Daily Cleaning Schedule 1. Sweep or vacuum and wet mop concrete steps and landings. 2. Empty trash receptacles; damp wipe container lid, lip and sides. 3. Damp wipe, with sanitizer, top hand rails. B. Monthly Cleaning Schedule (to be done on the first week of each month) 1. Sanitize the interior surfaces of all trash receptacles. 2. Clean all ledges. 3. Damp wipe all hand rails and associated metal piping. 4. Clean walls--checking for spots, smudges, handprints, etc. 5. Clean doors and door frames. Exterior Areas Parking lots and sidewalks shall be cleaned of litter and debris on Mondays, Wednesdays, and Fridays. The specific parking lots are located behind City Hall and on both sides of the Henry Ward Building and the Public Safety Building, (does not include upper rear parking lot). Included in these cleanings are the Roosevelt Square patio area and sidewalks around the fountain and Eternal Flame terminating at the City Hall parking lot and at the Community Service Center. All exterior trashcans and ashtrays shall be cleaned and emptied at all locations on a daily basis. All sidewalks around all facilities shall be swept clean of litter and debris and water drains (adjacent to buildings) cleaned on Mondays, Wednesdays and Fridays, or any other time needed. The extent of the sidewalk cleaning is to the curb from the building except in the case of City Hall which will have the sidewalk cleaned the length of the rear wall.

6 APPENDIX B Police Department Janitorial Standards Police Department in the Gainesville Justice Center The Police Department has restricted access and this area is to be cleaned daily during normal business hours of 9AM to 5PM. This building requires a cleaning representative be present 8 hours a day Monday through Friday. This cleaning schedule requires Attachment A s Daily, Monthly, Semiannually, and Annually Cleaning Schedules, plus the daily schedule listed below- 9AM- Check with Police representative about spills and other issues. Clean all restrooms, break rooms & locker room. Sweep and mop all floors 10AM-Refill all soap, paper towel and toilet paper dispenser, empty and remove all trash and replace liners. 12:30 PM- Sweep and mop stairwells 1:00PM- Sweep and mop lobby floors. Refill paper towels and toilet dispensers, empty and remove all trash, vacuum/sweep/mop all floors, dust and wipe down desk and cubicles, check all restrooms both upstairs and downstairs and wipe down sinks toilets and remove trash, and clean up spills and take care of special requests. 4:30PM-Walk back through and check and clean all restrooms, break rooms & locker rooms before leaving for day. Wipe down toilets, sinks and empty trash. Special items- Courtroom days (Monday & Thursday) - Clean Courtroom before Court starts on Monday and Thursday. Jail cells- Check cells twice per week for cleanliness. Monthly Dusting- Make sure to have all monthly dusting completed on the last week of the month for inspection Include twice yearly cleaning of the Courtroom Pews

7 Police Department Evidence Room All cleaning of the Evidence Room is to be coordinated with the Evidence Officer. The Evidence Room is to be cleaned once a week or as needed by the Evidence Officer. 1. Vacuum carpeting. 2. Dust furniture surfaces needing attention. 3. Clean all doors and door frames. 4. Clean any window or glass surfaces. 5. Shampoo carpet as directed by Evidence Officer. 6. Clean all HVAC vents, lighting fixtures, including switch covers. Police Department Criminal Investigation Division/Detective Office All cleaning of the Criminal Investigation Division is to be coordinated with an investigator on duty. Employees shall not unnecessarily talk to the detectives and other Police staff.

8 APPENDIX C Janitorial Standards for Alta Vista Cemetery Office & Traffic Services A. Cemetery Office: Twice Weekly Cleaning Schedule Tuesdays and Fridays after 5:00 pm Traffic Services: Once a Week Cleaning Schedule 1. Vacuum (utilizing upright or commercial rotating brush equipment) all carpeting; floor mats, etc. Clean carpet stains as necessary same day; or as directed by authorized City personnel; using suitable carpet cleaner. 2. Empty all trash receptacles; replace can liners when dirty; damp wipe with sanitizer those surfaces needing attention. Check for foul odors. 3. Spot clean interior and exterior entrance glass. 4. Dust furniture surfaces needing attention. 5. Disinfect and scrub toilet bowls and urinals; scrub all porcelain surfaces with sanitizer or cleansing powder. Spot clean stall partitions. 6. Disinfect with sanitizer all counters, vanity tops and sinks and chrome. 7. Damp wipe mirrors with an appropriate glass cleaner. 8. Damp wipe stainless steel hand towel boxes and soap dispensers. 9. Sweep and wet mop tile floors with disinfectant/odor control products. 10. Refill all paper product dispensers B. Monthly Cleaning Schedule (to be done on the first week of each month) 1. Vacuum and/or damp wipe ceiling; HVAC registers; switch plates; and lighting fixtures for dirt, dust, and cobwebs, etc. 2. Damp wipe all walls and permanent fixtures attached to walls, with appropriate cleaner. 3. Dust or damp wipe blinds. 4. Clean all interior windows or door glass with appropriate glass cleaner. 5. Damp wipe all interior window sills; ledges; rails and trim. 6. Damp wipe all break room cabinets; kitchen counters with appropriate sanitizer. 7. Damp wipe the top, front, and sides of all vending/coke machines and break room refrigerators. 8. Damp wipe all doors, doorframes and associated surfaces with a suitable cleaner. Damp wipe baseboards. In addition the carpets will be shampooed and the VCT stripped and waxed every six months during April and October.

9 APPENDIX D Janitorial Standards for Airport Restrooms for T-Hangars CC & DD A. Weekly Cleaning Schedule To be cleaned on Fridays 1. Disinfect and scrub toilet bowls and urinals; scrub all porcelain surfaces with sanitizer or cleansing powder. 2. Disinfect with sanitizer all counters, vanity tops and sinks; clean all sink chrome. 3. Damp wipe mirrors with an appropriate glass cleaner. 4. Damp wipe stainless steel hand towel boxes and soap dispensers. 5. Sweep and wet mop tile floors with disinfectant/odor control products. 6. Empty trash receptacles and replace can liners. 7. Refill all paper product dispensers 8. Damp wipe, with sanitizer, trash receptacle top, sides, and interior. 9. Damp wipe wooden entrance doors and kick plates. C. Monthly Cleaning Schedule (to be done on the first week of each month) 1. Damp wipe all lighting fixtures, including switch covers. 2. Vacuum and damp wipe ceiling vents. 3. Damp wipe with sanitizer all bathroom walls. 4. Clean all chrome under vanity/sink areas. 5. Clean all chrome flush-valve assemblies.

10 APPENDIX E City of Gainesville CITY WIDE JANITORIAL SERVICES MINIMUM STANDARDS OF SERVICE For the City Parking Deck Daily 1) This work can be done during with the mid-day cleaning at CAB. 2) Empty all trash receptacles over half full and replace the liners. 3) Police up all trash in the area in front of the stairwells and elevators, the stairwells and the elevators. 4) Clean up any spills in the area in front of the stairwells and elevators, the stairwells and the elevators. 5) Drive thru every level and police up all litter, trash bags or other debris found. Report to us promptly any furniture or other dropped off items that need to be removed. Monthly Cleaning Schedule (to be done on the first week of each month): 1) Sanitize the interior surfaces of all trash receptacles. 2) Clean all ledges in the stairwells. 3) Damp wipe all hand rails and associated metal piping. 4) Clean doors and door frames. 5) Clean elevator façade, interior walls and tracks using the appropriate cleaner. Clean exhaust fan grill and light lens. 6) Wet mop the stairwells.

11 APPENDIX F City of Gainesville PUBLIC LANDS & BUILDINGS JANITORIAL SERVICES MINIMUM STANDARDS OF SERVICE 1. Service The contractor agrees to provide Janitorial Maintenance Service for the City Administration Building, City Hall, Henry Ward Building, Gainesville Justice Center, Alta Vista Complex, Alta Vista Cemetery Office, Traffic Services Office, Community Service Center, Senior Center, Gainesville Connection Building, City Wellness Center, Parking Deck and Airport Rest Rooms. Due to the high public visibility and traffic, certain special considerations are needed to maintain a clean and sanitary environment at these buildings for the people who visit and work there. It shall be the responsibility of the contractor to use skilled, trained personnel, supervised to use reasonable care to ensure the buildings are cleaned in a thorough and timely manner. Due to the nature of city/county governmental operations, the Contractor will coordinate all cleaning activities prior to commencement of the contract. The Contractor will need to obtain door keys and security access codes to the various locations and offices prior to commencement of the contract. Loss of an exterior door key to the City Administration Building by the Contractor will necessitate rekeying the locks and issuing 50+ keys at the expense of the Contractor. Other lost keys may also necessitate rekeying at the Contractor s expense. It is required that the contractor provide a supervisor for all daily cleaning to ensure the work is being done to contractual specifications. The on-site supervisor shall be responsible for securing and locking each building each and every night and to provide telephone so he/she can be notified of janitorial complaints or emergencies. 2. Scope of Service City Hall, Gainesville Administration Building, Henry Ward Building, Gainesville Justice Center, Community Service Center, Senior Center, Alta Vista Building, Gainesville Connection and the City Wellness Center: SEE ATTACHMENT A Police Department Specifics: SEE ATTACHMENT B Cemetery Office & Traffic Services: SEE ATTACHMENT C Airport Restrooms: SEE ATTACHMENT D Parking Deck: SEE ATTACHMENT E 3. Hours of Service All janitorial maintenance service for the City of Gainesville will be performed between 5:00 P.M. and 10:00 P.M., Monday through Friday with the exception of daytime personnel for Police Department offices, Traffic Services, Alta Vista Complex (which can

12 3:30 PM) and midday duties in the Gainesville Administration Building and weekend work such as carpet shampooing. No vacuuming shall be done before 5:30 at the Joint Admin and Henry Ward buildings. 4. Materials and Personnel A. Materials : The contractor shall provide all items, cleaning supplies and equipment used to facilitate the cleaning tasks required in the Minimum Standards of Service. The Contractor shall be sensitive to allergic reaction or other medical problems of city/county personnel caused by cleaning chemicals and/or deodorizers used during cleaning activities. Substitute cleaning chemicals will be needed if the current cleaning chemicals are determined to be causing medical problems to city/county personnel. The equipment materials shall consist of, but not be limited to the following: 1. All electric powered major equipment such as, but not limited to, rotating brush upright or commercial vacuums, wet/dry vacuums, floor machines, extractors, auto-scrubbers, etc. 2. Minor equipment such as, but not limited to, mop heads, floor pads, brushes, sponges, mop buckets, wringers, mop handles, squeegees, dusters, brooms, maid carts, mobile trash barrels, cleaning cloths and other supplies and items consumed in the cleaning process. 3. Cleaning supplies such as, but not limited to, cleaning chemicals of every description, detergents, glass cleaners, floor strippers, floor finish, disinfectants, deodorizers, etc. 4. The Owner shall supply expendable supplies such as toilet paper, hand towels, antimicrobial hand soap, trashcan liners and feminine hygiene products. Under no circumstances shall the Contractor s employee utilize the Owner s paper product for cleaning. B. Personnel : All personnel necessary to ensure the buildings are cleaned in a thorough and timely manner; they will work after normal operating hours except for those necessary for cleaning Police Department and C.A.B. midday duties. All personnel must be able to speak fluent English. 5. Changes in the Law 6. Indemnification The contractor shall perform its services in accordance with the requirements of Federal, State and Local law. The City of Gainesville reserves the right to revise the service charge if the contractor provides information that service was due to a change in the law. The Contractor shall indemnify and hold harmless the City and its agents and employees from and against all claims, damages, losses and expenses including claims, consultants, and attorney's fees arising out of or resulting from the performance of the work, provided that any such claim, damage, loss or expense is attributable to bodily injury, sickness, disease, death, or injury to or destruction of

13 tangible property including the loss of use resulting there from; and is caused in whole or in part by any act or omission of the Contractor, any Subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable. In any and all claims against the City or any of its agents or employees, by any employee of the Contractor, any Subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable, the indemnification obligation shall not be limited in any way by any limitation on the amount or type of damages, compensation or benefits payable by or for the Contractor or any Subcontractor under worker's compensation acts, disability benefit acts, or other employee benefit acts. This indemnification and hold harmless obligation shall extend to cover any and all claims not covered by the Owner s Protective Liability Insurance. 7. Inspection & Failure to Perform Penalties The contractor shall be subject to inspection at all times by authorized city personnel for conformance with these specifications. In the event of a significant failure to perform the contractual services (such as the daily mopping of the Joint Admin lobby floors) the Owner shall reserve the right to deduct the value of the undone work from the monthly invoice. Repetitious failure to perform specified work or not cleaning a building at all is cause for contract termination. In the event of damage being caused by the Contractor s staff to glass table tops or other equipment or furniture the Contractor shall reimburse the City for said damage. Article 8. Selection Criteria The following criteria will be used to evaluate this proposal: Price: 70 % Previous Experience: 15% Response of References: 10% Staffing & Management: 5 %

14 City Of Gainesville CITY WIDE JANITORIAL SERVICES CONDITIONS OF THE CONTRACT Article 1. Article 2. SCOPE OF THE WORK: The scope of the work shall be to provide janitorial maintenance service as specified in the Minimum Standards of Service attached hereto as part of these contract documents. WORK SITES: The work site covered under this contract shall be the following locations (square footages shown are estimates): Gainesville Administration Building at 300 Green Street (41,257 SF) Henry Ward Building at 311 Henry Ward Way (8,930 SF) City Hall at 117 Jesse Jewell Parkway (6,600 SF) Public Safety Building at 701 Queen City Parkway (52,340 Sf). Alta Vista Complex at 263 Alta Vista Road (4,730 SF). The areas to be cleaned are all offices, restrooms and break rooms (excluding only the vehicle shop bays) located in the main building. Cemetery Office at 521 Jones St. (900 SF) (Twice Weekly) Community Service Center at 430 Prior Street (11,336 SF) Senior Center 434 Prior Street (5,952 SF). Traffic Services Office & Break Room at 1039 Hancock Ave (1,600 SF) Gainesville Connection Building at 687 Main St. (4,800 SF) City Wellness Clinic at 1214 West Ridge Road (3,100 SF) T-Hangars CC & DD Restrooms (600 SF) City Parking Deck For pre-proposal site inspection of the five largest office buildings, call Doug for an appointment. Article 3. PERMITS, LICENSES, AND INSURANCE: It shall be the responsibility of the Contractor to secure all permits and licenses, as may be required by Federal, State, or local government laws, ordinances, or rules and regulations. Proof of such licenses and permits shall be submitted to the Owner upon execution of the contract. A. Insurance (1) Owner requires the Contractor to have and maintain the following insurance coverage and indemnification provisions with the City of Gainesville named as an additional insured there under. (2) The Contractor shall provide and maintain insurance coverage until the contract is completed and to furnish certificates from its insurance carriers showing that it carries insurance that meet the City s requirements.

15 SEE ATTACHED INSURANCE MATRIX FOR JANITORIAL SERVICES (3) Proof of Insurance The Contractor shall furnish the Owner with certificates showing the type, amount, class of operations covered, effective dates, and date of expiration of policies. Such certificates shall also contain substantially the following statement: The insurance covered by this certificate will not be cancelled or materially altered, except after thirty (30) days written notice has been received by the Owner. Article 4. SUBCONTRACT: The Contractor shall not sublet to any Subcontractor any part of the work under this contract without prior written approval of the Owner. In case any part of the work is approved by the Owner for the Contractor to sublet, the Contractor shall require his Subcontractor to secure and maintain all licenses, permits, and insurance as specified in Article 3, above. Proof of such licenses, permits, and insurance shall be submitted to the Owner prior to the execution of any work by any Subcontractor. In addition the Subcontractor must complete the forms in the Vendor Application Packet. Article 5. RIGHT OF THE OWNER TO TERMINATE CONTRACT: In the event that any of the provisions of this contract are violated by the Contractor, or by any of his Subcontractors, the Owner may serve notice upon the Contractor of the Owner s intention to terminate the contract. Such notice to contain the reasons for such intention to terminate the contract, and unless within three (3) working days after the serving of such notice upon the Contractor such violation or delay shall cease and satisfactory arrangement or correction be made, the contract shall, upon the expiration of said three (3) working days, cease and terminate. Upon the third written request for corrective work the Owner shall have the right to terminate for unsatisfactory work without the three day warning. Upon either of the two events the Owner shall give seven (7) calendar days written notice of termination. Article 6. CONTRACT TIME: Contract for the service shall commence on or about July 1, 2017 and end on June 30, Owner shall have the option to extend said contract for two (2) additional terms of twelve (12) months each which shall be exercised by the owner at any time prior to the expiration of each term by notifying contractor in writing. Article 7. CONTRACT PRICE AND PAYMENT:

16 Contract Price: The contract price for this contract shall be a total charge per month for all listed Locations and shall include the cost for all labor, materials, equipment, tools, incidental expenses, overhead and profit, for the performance of the contract. Contract Payment: Upon satisfactory completion of the monthly services by the Contractor and acceptance of the Work by the Owner, the Contractor shall submit his invoice for the work to the Owner on a monthly basis for the work performed in the previous month. Monthly payments shall be determined as per Article 5 of the Contract. Invoices shall indicate the total charge for each building serviced. The Owner shall pay the Contractor the amount due on a monthly basis within twenty-one (21) days of receipt of the Contractor s invoice. The contract price will remain in place until June 30, In the event that the Owner exercises the option of a Contract renewal of each of the maximum of two (2) additional terms of twelve (12) months each. Article 8. CRIMINAL BACKGROUND CHECK: Due to the nature of the operation at Gainesville Police Department, five-year criminal background checks are required of all Contractors employees assigned to work at the Police Department. The background check documentation shall include criminal history records information, motor vehicle records information, or any other pertinent information which may be on file at any federal, state, or local criminal justice agency. The Gainesville Police Department shall run the checks then review the documentation respectively. If acceptable, a written authorization shall be issued by Gainesville Police Department to the Contractor, for named employees to work in assigned areas. Contractor s employees will not be allowed to work in the Public Safety Building without such written authorization. Article 9: PERSONNEL & STAFFING All Personnel shall be employees of Contractor and all services shall be performed by said employees. Contractor and employees must be bonded. General liability and workmen s comp insurance is required. 1. Employee Behavior a. Contractor shall require his employees to comply with instructions pertaining to conduct and conditions of the contract. b. Contractor s employees shall not disturb papers on desks, open drawers or cabinets, use telephones, computers or any other office equipment. Office equipment shall not be

17 unplugged from electrical outlets. The Contractor will be liable for the correction of problems created by the disconnection of power. c. All employees of the Contractor shall wear ID tags, which identify the company who is providing our janitorial service. d. Contractor and his employees will observe all building policies, regulations, schedules and rules as set out and required by the City of Gainesville. e. No smoking will be allowed in the buildings. Contractor will be required to maintain a log book at each facility which is used for sign in and out procedures, reporting of any maintenance issues discovered by the cleaning staff and for City personnel to make comments on a daily basis. f. The contractor shall supply to Public Lands & Buildings a current list of staff who will access all facilities and more specifically which facilities they would be accessing. It is imperative that when any of the cleaning crew or any of the supervisors leaves the employment of the Contractor s company a written memo be submitted to Public Lands & Buildings indicating all changes to staffing. All employees must be at least 18 years old and under no circumstances will children accompany employees while performing the requirements of the contract. 2. Supervision Contractor shall provide adequate supervision for all contract work. The Contractor or the designated supervisor shall be available at all times when contract work is in progress and will be available upon request to receive instruction from Public Lands & Buildings. 3. Access Contractor shall not permit access to the buildings by anyone other than his employees. END OF CONDITIONS OF THE CONTRACT

18 APPENDIX G City of Gainesville, Georgia (Insert Name of Project/Service) CONTRACT This Contract is made this day of in the year of. BETWEEN: AND THE CONTRACTOR: PROJECT/SERVICE NAME: The City of Gainesville, Georgia (Hereinafter City) 300 Henry Ward Way Gainesville, Georgia (Insert the name of the Contractor) (Hereinafter Contractor) (Insert the address of the Contractor) (Insert the name of the Project/Service) The City and the Contractor agree as set forth below: Article 1. THE CONTRACT DOCUMENTS: The Contract consists of the following documents as indicated below and attached to this contract and herby made a part hereof, together with any other document, agreements, plans or specification which are incorporated herein by reference, all of which together are the Contract. (a) The City s Request for Proposal/Bid (Exhibit ); (b) The Contractor s Proposal/Bid (Exhibit ); (c) Scope of Work or Scope of Services (Exhibit ); (d) Conditions of the Contract (Exhibit ); (e) Minimum Standards of Service (Exhibit ); (f) Drawings (Exhibit ); (g) Specifications (Exhibit ); (h) Fee Schedule (Exhibit ); (i) Purchase Order (Exhibit ); (j) Insurance Certificates (Exhibit ); (k) Business Registration (Exhibit ); (l) Addenda issued prior to execution of this Contract and modifications issued subsequent thereto as described below (Exhibit ); ; and Page 1 of 6 Contractor City

19 (m) Other documents as described below (Exhibit ):. Article 2. CITY VENDOR STATUS: A City of Gainesville Vendor Application Packet shall be completed and accepted by the City prior to the effective date of this contract. The Vendor Application Packet information shall be revised and updated in a timely fashion by the Vendor if any information changes during the term of this Contract. Any material changes to the eligibility of the Vendor to contract with the City or which substantially impairs the ability of the Vendor to perform, may provide the City with grounds to revoke acceptance of the vendor as an approved Vendor and to terminate this Contract. Article 3. THE WORK: The Contractor shall perform all the work required by this Contract for (Insert the name of the Project/Service) as described in the Contract Documents. Article 4. CONTRACT'S LENGTH OF TIME: This Contract shall be for a month period, beginning on and ending on. The City shall have the option to renew the contract for one-year period(s) provided the service is satisfactory, both parties are willing to renew, and the extension is approved by the City. The City may terminate this Contract, with or without cause, on thirty (30) days written notice to Contract. Article 5. CONTRACT PRICE: The contract price for this Contract is $. Article 6. PAYMENT: The City shall pay the Contractor for the faithful performance of the work as specified herein. Payment for the work/services under this Contract shall be made in accordance with the provisions of this Contract. Article 7. INDEPENDENT CONTRACTOR: It is understood and agreed that the Contractor is hired by the City to perform the work under this Contract as an independent contractor. Article 8. INDEMNIFICATION: The Contractor shall indemnify and hold harmless the City and its agents and employees from and against all claims, damages, losses and expenses including claims, consultants, and attorney's fees arising out of or resulting from the performance of the work, provided that any such claim, damage, loss or expense is attributable to bodily injury, sickness, disease, death, or injury to or destruction of tangible property including the loss of use resulting therefrom; and is caused in whole or in part by any act or omission of the Contractor, any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable. Article 9. TERMINATION: In the event that any of the provisions of this contract are violated by the Contractor, or by any of his subcontractors, the City may serve written notice upon the Contractor of the City's intention to terminate the Contract. Such notice to contain the reasons for such intention to terminate the Contract, and unless within five (5) working days from receipt of such notice by the Contractor, such violation or delay shall cease and satisfactory arrangement or correction be made, the City shall, upon the expiration of said five (5) working days, have the right to suspend the contract and may temporarily use its own work force or use another Contractor, to provide the services under this contract until a new contractor can be selected. Article 10. PUBLIC INFORMATION: Any contractor or subcontractor of the City of Gainesville is subject to the Sunshine and Open Records Laws as pertains to any contract with the City. Article 11. INSURANCE: Page 2 of 6 Contractor City

20 Before commencing the work under this Contract, and as a condition of any payment for the work, the Contractor shall deliver to City a certificate with signed declaration pages, or written proof that the attached declaration pages are a copy of the original declaration page, and attached riders and endorsements which show (i) that the City is listed as an Additional Insured on the policy and (ii) which shows to the satisfaction of the City, that the required insurance is in force. The Insurance Carrier(s) shall provide to the City at least thirty (30) days written notice before canceling, materially changing, or discontinuing coverage. Notice shall be sent via certified mail, return receipt requested to Bryan Lackey, City Manager, City of Gainesville, P. O. Box 2496, Gainesville, Georgia Contractor shall deliver written notice of any such cancellation, modification or termination within twenty-four (24) hours of receiving any notice thereof. Failure by the Contractor to deliver proof of insurance as provided in this Paragraph, or notice as required in this paragraph, shall constitute a material substantial breach of this Contract. All such documents shall be delivered directly to the City Manager. Each of these documents which show the required insurance coverage shall be attached to each set of original Contract Documents when the documents are transmitted to the City for final execution and approval. If desired, the insurance carrier may redact the premium amount from the declaration page Insurance is to be placed with duly licensed or approved non-admitted insurer in the state of Georgia with an A.M. Best rating of no less than A-VI. The City in no way warrants that the above-required minimum insurer rating is sufficient to protect the Contractor from potential insurer insolvency. The Contractor shall not allow any subcontractor to commence any work on subcontractor s contract until all similar insurance required of the subcontractor has been so obtained and approved by the City and Contractor. (a) Commercial General Liability: The Contractor shall procure and shall maintain during the life of this Contract, General Liability Insurance to protect the Contractor, any subcontractor performing work covered by this Contract, and the City as an additional insured, from claims for damages for bodily injury, including accidental death, as well as from claims for property damages, which may arise from operations under this Contract, whether such operations are by the Contractor or by any subcontractor or by anyone directly or indirectly employed by either of them. The amount of insurance shall not be less than the following: Each Occurrence $1,000,000 Personal & Advertising Injury $1,000,000 Medical Expense Any One Person $5,000 Damage to Rented Premises $50,000 General Aggregate $2,000,000 Products (Completed/Operations Aggregate) $2,000,000 (b) Automobile Liability: The Contractor shall procure and shall maintain during the life of this Contract, Comprehensive Automobile Liability Insurance for bodily injury and property damage. The insurance shall include coverage for owned, non-owned and hired vehicles. Amounts shall not be less than the following: Combined Single Limit Per Accident $1,000,000 (c) Excess/Umbrella Liability: The Contractor shall procure and shall maintain during the life of this Contract Excess or Umbrella Liability Insurance over General Liability, Auto Liability and Employers Liability. Umbrella or excess liability policies shall provide coverage at least as broad as specified for underlying coverages and covering those insured in the underlying policies. Coverage shall be pay on behalf, with defense cost payable in addition to policy limits. There shall be no cross liability exclusion of claims or suits by one insured against another. The amounts of coverage shall not be less than the following: Each Occurrence $1,000,000 Aggregate $1,000,000 Page 3 of 6 Contractor City

21 (d) Worker s Compensation and Employer s Liability: The Contractor shall procure and shall maintain during the life of this Contract, Worker s Compensation and Employer s Liability Insurance for all of Contractor s employees to be engaged in work on the Project/Service under this Contract, and in case any such work is sublet, the Contractor shall require the subcontractor similarly to provide Worker s Compensation Insurance for all of the subcontractor s employees to be engaged in such work unless such employees are covered by the protection afforded by the Contractor s Worker s Compensation Insurance. Workers Compensation Each Employee Statutory Limits Employer s Liability Each Employee $1,000,000 Employer s Liability Each Accident $1,000,000 If self-insured, proof of filing with the State of Georgia and secured, set aside funds shall be required. (e) Professional Liability: The Contractor shall procure and shall maintain during the life of this Contract, Professional Liability Insurance to protect the Contractor from failure to perform on the part of the Contractor or financial loss caused by an error or omission in the service provided by the Contractor. Each Occurrence $1,000,000 (f) Materials and Equipment Floater (Only required for contracts involving storage and installation of materials): The Contractor shall procure and shall maintain during the life of this Contract Materials and Equipment Floater Insurance to protect the interests of the City, the Contractor, and subcontractors against loss by vandalism, malicious mischief, and all hazards included in a standard All Risk Endorsement. (g) Other insurance requirements as described below: Additional Insured: The insurance policies required by this Contract shall be endorsed to include City of Gainesville, Georgia, its officers, elected or appointed officials, agents, employees, volunteers, and representatives as Additional Insured with respect to work performed under the Contract. (This requirement does not apply to Worker s Compensation, Employer s Liability, or Professional Liability coverage). In addition to a statement on the Certificate of Insurance, a copy of the endorsement shall be provided. Renewal certificates shall be provided to the City prior to the expiration date of existing coverage, and shall be provided continuously for a period of one year after the completion of the work. All documents shall reference the contract name. Article 12. BUSINESS REGISTRATION: (a) Business corporations, nonprofit corporations, professional corporations, limited partnerships (LP), and limited liability companies (LLC), are formed in Georgia by filing with the Corporations Division of the Georgia Office of Secretary of State. Attached hereto as Exhibit is proof that the Contractor is a registered business with the Georgia Secretary of State and (1) demonstrates that the business is active and in compliance with State registration and reporting requirements, and (2) identifies corporate officers. (b) For a sole proprietor to operate legally in the State of Georgia, registration is handled through the city or county in which the primary place of business will be located. Attached hereto as Page 4 of 6 Contractor City

22 Exhibit is proof that the Contractor is a business registered with a city or county located in the state of Georgia. Article 13. GOVERNING LAW: Arbitration will not be allowed. This Contract will be governed by, and construed in accordance with, the laws of the State of Georgia, without regard to its conflict of laws provisions. The Contractor hereby submits to the jurisdiction of the Georgia Courts and will obtain and maintain an agent for service of process in the State of Georgia. Neither party will bring any action against the other party arising out of or relating to this Contract in any forum or venue except the Superior Court of Hall County, Georgia. The Contractor irrevocably waives any present or future objections to such venue for any such legal action and irrevocably waives the right to bring any legal action in any other jurisdiction. Article 14. COUNTERPARTS: This Contract may be executed in several counterparts, all of which taken together shall constitute one single contract between the parties hereto. Article 15. INVALIDITY: The parties to this Contract have negotiated and prepared the terms of this Contract in good faith and with the intent that every term, covenant and condition be binding upon and inure to the benefit of the respective party. Accordingly, if any one or more of the terms, provisions, promises, covenants or conditions of this Contract or the application thereof to any person or circumstance shall be adjudged to any extent invalid, unenforceable, void or voidable for any reason whatsoever by a court of competent jurisdiction, that provision shall be as narrowly construed as possible, and all the remaining terms, provisions, promises, covenants, and conditions of this Contract or their application to other persons or circumstances shall not be affected thereby, and shall be valid and enforceable to the fullest extent permitted by law. To the extent this Contract is in violation of applicable law, the parties agree to negotiate in good faith to amend this Contract to the extent possible to remain consistent with each of its purposes and to conform to applicable law. Article 16. CONFORMANCE OF CONTRACT WITH THE LAW: It is the intent and understanding of the parties to this Contract that each and every provision of law required to be inserted in this Contract shall be and is inserted herein. Furthermore, it is hereby stipulated that every such provision is deemed to be inserted herein, and if through mistakes or otherwise, any such provision is not inserted in correct form, then this Contract shall upon application of either party, be amended by such insertion so as to comply strictly with the law and without prejudice to the rights of either party. If this Contract contains any unlawful provisions, not an essential part of the Contract and which appears not to have been a controlling or material inducement to the making hereof, the same shall be deemed of no effect, and shall upon the application of either party be stricken from the Contract without affecting the binding of the Contract as it shall remain after omitting such provision. The parties agree that this Contract shall be reformed to replace such stricken provision or part thereof with a valid and enforceable provision which comes as close as possible to expressing the intention of the stricken provision. Article 17. CONSEQUENTIAL AND PUNITIVE DAMAGES: Notwithstanding any other provision of this Contract, the City and the Contractor shall be entitled to only actual damages resulting from the other party s breach of any provision of this Contract (excluding any consequential, special, punitive or exemplary damages or damages that are multiples of the actual damages). Article 18. ENTIRE CONTRACT: This Contract constitutes the entire contract between the City and the Contractor with respect to the subject matter hereof and supersedes all prior contracts. This Contract shall not be amended or waived, in whole or in part, except in writing signed by both the City and the Contractor. Article 19. NOTICES: All notices and other communications permitted or required pursuant to this Contract shall be in writing, addressed to the party at the address below or to such other address as the party may designate from time to time. All notices and other communications shall be mailed by certified or registered mail, return receipt requested, postage pre-paid, or personally delivered. The City of Gainesville, Georgia Page 5 of 6 Contractor City

23 Attention: Bryan Lackey, City Manager 300 Henry Ward Way, Suite 303 P. O. Box 2496 Gainesville, Georgia (Insert the name of the Contractor) Attention: (Insert the name and title of the owner/officer) (Insert the address of the Contractor) IN WITNESS WHEREOF, the City and the Contractor have executed under seal this Contract as of the date first above written. APPROVED AS TO FORM: Abbott S. Hayes, Jr. Hulsey, Oliver & Mahar, LLP City Attorney THE CITY OF GAINESVILLE (INSERT CONTRACTOR NAME) By: Bryan Lackey, City Manager By: (Insert name and title) Attest: Denise O. Jordan, City Clerk Attest: (Insert name and title) (CITY SEAL) (IMPRINT SEAL) Note: If the Contractor is registered with the Georgia Secretary of State as described in Article 12(a) of this contract, the contract shall be signed by an officer of the corporation, attested by the corporate secretary, and the corporate seal affixed. If the Contractor is a sole proprietor as described in Article 12(b) of this contract, the contract shall be signed by the individual and attested by a notary public. Page 6 of 6 Contractor City

24 VENDOR CLASSIFICATION CHECK APPROPIATE BOX Lease or Loan Equipment to others Onsite Repair of Equipment or Property APPENDIX H (Light) Renovation, Maintenance, Repair of Buildings, Tree Pruning and Property Beautification Janitorial Sevices Lease/Use of Facilities or Grounds/Prop by others Licensed Professional Services (legal, accounting, A/E, medical) Consultant Services Capital New Construction Projects - Buildings, Roads, Large Tree Cutting, Water Lines, Water Treatment - SEE RISK Type of Insurance A Commercial General Liability Each Occurrence 1 - See Below 1- See Below 1-See Below 1-See Below 1-See Below General Liability $1,000,000 $1,000,000 $1,000,000 $ 1,000, $ 1,000, $ 1,000, $ 1,000, Personal & Advertising Injury $1,000,000 $1,000,000 $1,000,000 $ 1,000, $ 1,000, $ 1,000, $ 1,000, Medical Expense Any One Person $5,000 $5,000 $5,000 $ 5, $ 5, $ 5, $ 5, Damage to Rented Premises $50,000 $50,000 $50,000 $ 50, $ 50, $ 50, $ 50, General Aggregate $2,000,000 $2,000,000 $2,000,000 $ 2,000, $ 2,000, $ 2,000, $ 2,000, Products - Complete / Operations Aggregate $1,000,000 $1,000,000 $1,000,000 $ 1,000, $ 1,000, $ 1,000, $ 1,000, B Auto Liability - Incl BI and PD 2- See Below 2-See Below 2-See Below 2-See Below 2-See below 2 -See Below 2- See Below - Combined Single Limit per Accident - Any Auto $1,000,000 $1,000,000 $1,000,000 $ 1,000, $ 1,000, $ 1,000, $ 1,000, or - All Owned $1,000,000 $1,000,000 $1,000,000 $ 1,000, $ 1,000, $ 1,000, $ 1,000, All Hired $1,000,000 $1,000,000 $1,000,000 $ 1,000, $ 1,000, $ 1,000, $ 1,000, All Non-Hired $1,000,000 $1,000,000 $1,000,000 $ 1,000, $ 1,000, $ 1,000, $ 1,000, May increase depending upon scope of work. See Risk Manager with any questions. C Excess / Umbrella Liability 3-See Below 3-See Below 3-See Below 3-See Below 3-See Below 3-See Below Each Occurrence $1,000,000 $5,000,000 $1,000,000 $ 1,000, $ 1,000, $ 1,000, $ 1,000, Aggregate $1,000,000 $5,000,000 $2,000,000 $ 1,000, $ 1,000, $ 1,000, $ 1,000, D E Workers Compensation and Employers Liability Each Employee $1,000,000 $1,000,000 $1,000,000 $ 1,000, $ 1,000, $ 1,000, $ 1,000, Each Accident $1,000,000 $1,000,000 $1,000,000 $ 1,000, $ 1,000, $ 1,000, $ 1,000, Disability Benefits Each Employee Statutory Statutory Statutory Statutory Statutory Statutory Statutory