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State Purchasing

910/910-39

Date of last revision: October 16, 1998

BOILERPLATE 910-39 for JANITORIAL and/or CUSTODIAL SERVICES All bidders are cautioned to read and understand the "General Instructions, Terms and Conditions to Bidders", prior to submitting their bid.

1. SPECIAL INSTRUCTIONS AND CONDITIONS:

1.1. Description of Contract: Clean and maintain building (s) as designated, including building perimeters. Contractor shall furnish all labor tools, transportation, equipment, materials, supplies, necessary. Contractor shall be responsible for supervision, clean up and disposal, and all applicable permits and licenses.

1.2. Type of Contract: This is a fixed price contract.

1.3. Term of Contract: The term of this contract will be from < insert date > to < insert date > with the option to extend for < insert number > additional one year periods. This will be done in writing and at the State's exclusive option.

1.4. Delivery: Reference locations in Section 2 and service schedules.

1.5. Cash Discount: Bidders are encouraged to offer discounts for expedited payment of invoices rendered under this contract. Cash discount will be: _____ % _____ days. Cash discounts will be taken as earned by the ordering entity. They will not be considered in the bid evaluation.

1.6. Price Increases: If the landfill and/or dumping fee increases or decreases during the term of this contract, the Contractor is obligated to notify the agency in writing within ten (10) working days (attach third party notification). Price increases and/or decreases shall not be more or less than the actual fee change, to begin at the next month's service.

1.7. Cancellation: The contract, either in whole or in part, is subject to cancellation, without penalty, at the State's option. The State shall give the vendor 30 days written notice of the intention to terminate.

1.8. Point of Contact: Bidder is requested to provide a person to contact for any information or questions pertaining to the submitted bid response.

Name: _______________________________________________________________

Title: _________________________________________________________________

Address: ______________________________________________________________

Phone: ____________________________ FAX: _____________________________

1.9. Interpretation: Any questions concerning the terms and conditions and technical specifications shall be directed in writing to < insert name of State agency >. Inquiries must reference the bid opening date and contract number.

Name: _______________________________________________________________

Title: _________________________________________________________________

Address: ______________________________________________________________

Phone: ____________________________ FAX: _____________________________

2. SPECIFIC CONTRACT REQUIREMENTS:

2.1. Size of Building (s):

Square feet:

Location:

Carpet:

Resilient Floor:

Concrete:

Terrazzo / Tile:

Wood:

Number of rest rooms:

2.2. Frequency of Service:

On Call (hours ARO):

Daily, weekly, bi-monthly, monthly, etc.:

Seasonal Requirements:

Holiday Schedule:

2.3. Hours of Service:

Work Schedule:

2.4. Option to Add and/or Remove Additional Sites.

2.5. On-Site Inspection by Bidder:

Pre-Bid Conference.

Site Maps, Drawings.

2.6. Custodians:

One job manager;

List of personnel;

Day janitors, night janitors;

Security badges / requirements;

Training hours required;

16,000 -- 18,000 square feet per day;

list of duties for each;

No visitors on site.

2.7. Non-interference with Normal Site Usage.

Contract Confidentiality.

2.8. Special Conditions:

Supplies furnished by agency (paper towels, toilet tissue, etc.);

Daily report by job manager

Tasks by area (office, cafeteria, conference, lounge, rest room, elevator, stairwell, etc.);

Training program approved by agency;

Specified training subjects;

Recycling;

Absenteeism coverage;

Keys;

Parking;

Uniforms;

Office / storage space;

Telephone usage;

Trash sites;

No soliciting, gratuities;

End-of-shift (lights, lock-up, etc.).

2.9. Contractor Checklist:

Maintenance tasks for each site;

Non-daily tasks and frequency;

Weekly, bi-weekly inspection by agency;

Chemicals used (supply MSDS);

List of tools, materials provided for custodians;

On site instructions for power equipment;

Contractor records available;

Quality assurance system to include inspection, checklist, identify/correcti deficiencies, report.

2.10. Unscheduled Maintenance:

Hazard, vandalism reporting;

Written estimate by contractor.

2.11. Emergency Cleanup:

Within four (4) hours;

Emergency phone number.

2.12. On-site Inspection by Agency:

Site Coordinator;

List, MSDS of chemicals to agency coordinator;

Damages;

Low quality work;

Time limit to correct/repair.

2.13. Certificates of Insurance:

Worker's Compensation;

Disability;

Unemployment;

Health;

Liability;

Property Damage;

Indemnity of Agency from Liability.

2.14. References:

Two years commercial experience;

Include buildings, square feet;

Foreman's name, phone, (English speaking?)

Length of custodian employment.

2.15. Subcontractors:

HUB?

2.16. Work Stoppage:

State reserves the right to engage temporary service;

Contractor to be charged.

2.17. Conditions for Contract Termination:

<insert number > days notice;

Written notice of deficiencies, corrective action;

Unsatisfactory performance;

Audit by agency and purchasing;

Citing of contract in advertising literature.

2.18. Compliance:

All applicable federal, state, local environmental ordinances;

Clean Air Act;

Clean Water Act;

EPA Regulations;

Civil Rights Act of 1964;

Americans with Disabilities Act;

Immigration Reform and Control Act;

Federal Minimum Wage;

OSHA Safety Regulations;

Labeling of Hazardous Chemicals;

Texas Hazardous Communications Act;

Federal Insecticide, Fungicide, Rodenticide Act (FIFRA);

Texas Department of Agriculture Registration of Pesticides;

Drug Free Workplace.

2.19. Bid Evaluation Method:

Per square feet;

Per task/square feet;

Per site (multiple);

Night verses day costs;

Total dollar;

or Weighted combination of price, references, experience.

2.20. Agency Point-of-Contact after Award:

Name: __________________________________________________________

Title: ____________________________________________________________

Address: _________________________________________________________

Phone: ____________________________ FAX: _________________________

2.21. Pricing for each task and/or site:

2.22. Pricing for Options:

Hourly rate for emergencies.

2.23. Billing and Invoicing:

Monthly;

Itemized as applicable to sites, etc.

3. DEFINITION OF TERMS AND/OR QUALITY STANDARDS:

3.1. Dusting: Free of dirt, including cobwebs; fixtures, ceilings, pipes.

3.2. Plumbing: Free of stains, films.

3.3. Sweeping: Free of dirt, debris.

3.4. Cleaning, Waxing Floors: Without dirt, streaks, marks, standing water, with uniform gloss.

3.5. Wax Removal from Floors: All finish removed, free of dirt, rinsed.

3.6. Carpeted Floors: Vacuumed, free of dirt, dust, lint; spots removed as needed; shampooing (approved method) as noted; non-shrink methods, non-toxic chemicals.

3.7. Glass: Surfaces without streaks, uniform, clean.

3.8. Wastebaskets: Emptied, lined with plastic bags, washed if needed.

3.9 Furniture: Reception areas cleaned; polished.

3.10. Drinking Fountains: Disinfect, polish metal; no scale, stains.

3.11. Toilets, showers: No scale, scum, mineral deposits.

3.12. Drains: Unclog, maintain, disinfect.

3.13. Entrances/Building Perimeters: Clean doors, entryways; pickup debris within <insert number> of feet from building.

3.14. Disinfect: Removal, neutralization of microorganisms causing infection to humans.

3.15. Wood: Treatment with a wood cleaner and/or polish to remove soil and preserve.

3.16. Spray-buff: Surface clean resilient floor; buff; no marks, stains.

3.17. Dispensers: Refill daily; maintain filled.

3.18. Required Major Equipment:

Floor polisher;

Wet/Dry vacuum;

Upright vacuum;

Custodial cart;

55 gallon container.

Required Plug-ins