UNIVERSITY OF KANSAS MEDICAL CENTER ... - Janitorial... · Web viewThis request for proposal is established to furnish janitorial services for the University Of Kansas Medical Center

TABLE OF CONTENTSREQUEST FOR PROPOSAL.............................................................................................................................3

CONTRACTOR’S QUALIFICATIONS...........................................................................................................3SUBLETTING, ASSIGNING OR SUBCONTRACTING THE CONTRACT...........................................................3INSPECTION OF PREMISES......................................................................................................................3

PRICING SUMMARY....................................................................................................................................... 4

MONTHLY COST:..................................................................................................................................... 4EXTRA WORK/SPECAL PROJECT Cost:......................................................................................................4

SCOPE OF WORK.......................................................................................................................................... 4

TYPES OF SPACE..................................................................................................................................... 4SQUARE FOOTAGE ADJUSTMENTS...........................................................................................................5

SERVICE LEVELS........................................................................................................................................... 5

GENERAL CLEANING...............................................................................................................................5RECYCLING............................................................................................................................................. 6EVENT SERVICES..................................................................................................................................... 6FLOOD RESPONSE................................................................................................................................... 6CLEANING EMERGENCIES........................................................................................................................6PERIODIC CLEANING...............................................................................................................................6EXCLUDED ITEMS/AREAS:.......................................................................................................................6BIOHAZARD WASTE:...............................................................................................................................6ABOVE STANDARD SERVICES..................................................................................................................6

TIME OF SERVICE:......................................................................................................................................... 7

DAY CLEANING........................................................................................................................................ 7NIGHT CLEANING.................................................................................................................................... 7WEEKEND CLEANING..............................................................................................................................7CLEANING SCHEDULE AND PROGRAM....................................................................................................7

TECHNICAL REQUIREMENTS.........................................................................................................................8

JANITORIAL CLEANING SERVICE EXPECTATIONS.....................................................................................8DAY CLEANING SERVICE EXPECTATIONS.................................................................................................8WEEKEND CLEANING SERVICE EXPECTATIONS.......................................................................................8CLEANING STANDARDS...........................................................................................................................8EQUIPMENT AND SUPPLY REQUIREMENTS............................................................................................11

QUALITY CONTROL..................................................................................................................................... 12

Dykes Library and Hemenway Building Contract – University of Kansas Medical Center Page 1 of 23

AGENCY INSPECTION............................................................................................................................12TENANT INTERVIEWS/COMPLAINTS.......................................................................................................12CUSTOMER SATISFACTION SURVEYS....................................................................................................12JOINT MONTHLY INSPECTIONS..............................................................................................................12

CONTRACTOR’S RESPONSIBILITIES.............................................................................................................13

CONTRACTOR’S EMPLOYEES.................................................................................................................13CONTRACTOR’S SUPERVISORS.............................................................................................................13CONTRACTOR’S MANAGERS..................................................................................................................14UNIFORMS AND PERSONAL PROTECTIVE EQUIPMENT (PPE)..................................................................15CUSTODIAL CLOSETS AND STORE ROOMS............................................................................................15COMMUNICATIONS................................................................................................................................16EXPOSURE CONTROL PROGRAM...........................................................................................................16LIFE SAFETY..........................................................................................................................................16SECURITY.............................................................................................................................................. 17LOST/BROKEN BADGES & KEYS.............................................................................................................17BUILDING DAMAGE...............................................................................................................................17PARKING PERMITS.................................................................................................................................17ASSESSED FEES TO CONTRACTOR........................................................................................................18PROFESSIONAL BEHAVIOR AND STANDARDS OF CONDUCT..................................................................18

CONTRACT PROBATION..............................................................................................................................18

CONTRACT MODIFICATIONS.......................................................................................................................19

INVOICING & PAYMENT...............................................................................................................................19

TRANSITION................................................................................................................................................ 19

APPENDIX A - DAY CLEANING SERVICE EXPECTATIONS.........................................................................20APPENDIX B - CONSTRUCTION CLEAN CHECKLIST.................................................................................21


REQUEST FOR PROPOSALThis request for proposal is established to furnish janitorial services for the University Of Kansas Medical Center (KUMC), at Dykes Library and the Hemenway Building.

CONTRACT ADMINISTRATOR (CA) Contract Administrator (CA) has the overall responsibility for the administration of this contract. The CA alone, without delegation, is authorized to take actions on behalf of the agency to amend, modify or deviate from the contract terms, conditions, requirements, specifications, details and/or delivery schedules. However, the CA may delegate certain other responsibilities to authorized Agency representatives.

CONTRACT ADMINISTRATOR’S REPRESENTATIVE (CAR) Contract Administrator’s Representative (CAR) will be the primary agency representatives for the administration of Contract, shall have proper training and experience in inspecting contracts, but will not have the authority to modify the contract. CONTRACTOR Reference to “Contractor” throughout the SOW even for those references to subcontracted type tasks shall mean the responsibility of the contract service provider. The Contractor shall furnish all personnel, labor, equipment, material, tools, supplies, supervision, management, and services, except as may be expressly set forth as agency furnished, and otherwise do all things necessary to, or incident to, perform and provide the work efforts described. The Contractor’s performance will be closely monitored and inspected by University representatives. CONTRACTOR’S QUALIFICATIONSAs a necessary prerequisite for bidding on this contract, Contractor must submit a completed "BIDDER'S QUALIFICATION STATEMENT" which is part of this bid package. A "qualified" bidder must satisfy the following general requirements:A. Have been in business as a corporation, partnership, or sole proprietorship continuously for at least the last five

(5) years, engaged in the business of large-scale commercial cleaning. Provide two (2) references for a minimum of two (2) years each at a large corporation or large University with coverage of at least 1 – 2 million square feet.

B. Show or be able to demonstrate to the satisfaction of the Agency that it possesses the ability and capacity to successfully perform the obligations of this contract.

C. Submit an annual report or other meaningful financial data that will permit the Agency to analyze the Contractor's financial ability to meet the requirements of this contract. The report shall include Contractor's annual dollar volume, number of accounts and number of employees.

D. Submit to the Agency as part of the bid proposal, a list of five current business references, including the name and address of the company, name and telephone number of contact person, types of services performed, and length of time that services were performed for each company.

SUBLETTING, ASSIGNING OR SUBCONTRACTING THE CONTRACTThe contract or any portion thereof or the work provided therein or the right, title or interest of the Contractor therein may not be sublet, sold, transferred assigned or otherwise disposed of to any person, partnership, corporation or other business organization without the written consent of the Agency. The Contractor shall perform One Hundred (100%) Percent of the cleaning services under this contract with its own employees. Any violation of this provision will constitute grounds for termination of this contract.

INSPECTION OF PREMISESPrior to submission of a proposal, potential contractors are required to inspect the premises to determine all requirements associated with the contract. Failure to adequately inspect the site shall not relieve the Proposer from the necessity of providing, without additional costs to the Department, all necessary services that may be required to carry out the intent of the resulting contract. There will be scheduled walkthrough site visits for the KUMC main campus location and the Fairway Research Park locations; review the calendar of events provided below for additional details. Attendance at both facilities is required to be considered for this RFP. A vendor conference will also be held to address questions and/or concerns related to the execution of this contract; confirmations are required by the specified due date. If no confirmations are received by the due date, the State reserves the right to cancel the vendor conference.


PRICING SUMMARY

MONTHLY COST: Submit a monthly cost for all cleaning services required under this contract with a breakdown that shows the following:

Janitorial Services Dykes Library Hemenway Building

Day Cleaning ServiceNight Cleaning ServiceSquare Footage Adjustment:o General/ Public Spaceo Office Spaceo Classrooms/Auditoriums/Conference Rooms

EXTRA WORK/SPECAL PROJECT COST:

Submit rates for the following extra work/ special project request services. These services are to be performed upon Agency request and Contract Administrator Approval only).

Minimum Charge Rate per Sqft

Carpet Cleaning:ShampooExtraction

Floor Work:Strip & Refinish (4 coats of sealer)Scrub and reapply finish (3 coats of sealer)

Construction Cleaning

Bodily Fluid Clean Up Kit

Above Standard Services (Items not included in the standard services within the contract)

Custodian Supervisor/ Lead Custodian

Standard Hourly Rate

Overtime/ Holidays & Weekends Hourly Rate

SCOPE OF WORKThis agreement is for janitorial services with a performance based statement of work at the University of Kansas Medical Center for the Dykes Library and Hemenway Building resulting in a neat, clean, attractive environment. Janitorial services will consist of general custodial services, floor maintenance services, recycling services, event cleaning services, and special projects/extra work as defined within this agreement.

Dykes Library has approximately 48,557 sq. ft. of offices, corridors, classrooms, lobbies:o Dykes Library - 2100 W 39th Avenue, Kansas City, KS 66160

The Hemenway Building has approximately 152,349 sq. ft. of offices, corridors, classrooms, lobbies, auditoriums, clinics, and healthcare procedure areas:o Hemenway Building - 2146 W. 39th Avenue, Kansas City, KS 66160

TYPES OF SPACEThere will be four (4) types of space each requiring a different level of service:


General/ Public Spaces - Includes general circulation areas such as corridors, stairwells, elevators, elevator

vestibules, hallways, entrance areas, tunnels, bridges, waiting areas, lunch rooms, cafeterias, elevator lobbies, atriums, lobbies, foyers, restrooms, locker rooms, lounges, express stations etc.

Office Space – Includes administrative offices, reception areas, observation rooms, copy rooms, team rooms, and private meeting rooms.

Classrooms/Auditoriums/Conference Rooms – Includes centrally scheduled meeting rooms, conference rooms, auditoriums, classrooms, teaching labs, computer rooms, training rooms, study rooms, testing areas and study areas, galleys etc.

Research Area – Includes research laboratories, anatomy laboratories, exam rooms, skills labs, simulation rooms, etc.

SQUARE FOOTAGE ADJUSTMENTSDuring the term of this contract, it may be necessary to adjust the square footage that is maintained by the Contractor. Square footage for a particular type of space may be adjusted up or down; per the adjustment information reflected in contract pricing. While it is the responsibility of the agency to manage square footage adjustments; we expect the contractor to notify the CA or CAR of any space that is not being cleaned due to construction, remodeling, department relocation, etc.

Construction, remodeling, department relocation: A temporary or permanent amendment may be issued to adjust the contracted square footage. Pricing adjustments may be retroactive for up to 60 days prior to construction completion. Contractor may also be required to delay or reschedule assigned cleaning tasks in lieu of a post-construction cleaning to avoid interference with construction activities. This will in no way relieve the Contractor of its ongoing cleaning obligations under the terms of this contract.

Do Not Clean spaces – A temporary or permanent amendment to the contracted space due to tenant requests, agency restrictions, or changes in service needs will result in pricing adjustments for spaces removed from the cleaning specifications

SERVICE LEVELSAs a performance based contract, the requirements are stated in terms of desired results and quality standards. They are not intended to be, nor shall they be construed as limiting specifications or requirements. The Contractor through innovation, technology, or other means shall perform the work in this contract to meet the quality and performance standards as stated within the contract. Evaluation of the contractors’ work shall be based on the standards defined within each section. Failure to perform satisfactorily in accordance with the specifications will result in performance penalties, withholding of payment, and/or the possibility of contract cancellation.

For the protection of the building and its equipment and the facilitation of the business to be conducted therein, the required level of cleaning should be maintained at a Level 2 or better based on the APPA Custodial Staffing Guidelines for Educational Facilities as defined below.

Level 2 – Ordinary Tidiness• Floors and base molding shine and/or bright and clean. There is no buildup in corners or along walls,

but there can be up to two days’ worth of dust, dirt, stains, or streaks. All vertical and horizontal surfaces are clean, but marks, dust, smudges, and fingerprints are

noticeable upon close observation. Lights all work and fixtures are clean. Washroom and shower fixtures and tile gleam and are odor-free. Supplies are adequate. Trash containers and pencil sharpeners hold only daily waste, are clean and odor-free.

Careless performance of work will not be tolerated. It is the intent of this contract to maintain the specified areas of the building in a clean and sanitary condition in conformance with accepted cleaning industry standards and with cleaning standards established by the Agency and/or by the State.

The Contractor is expected to clean all items even if not specifically included in the specifications, unless directed otherwise by the Agency.

GENERAL CLEANING


Contractor shall provide general cleaning services in the entire building. General cleaning shall include, but not be limited to, sweeping and damp mopping or vacuuming of floors; and dusting of furniture, equipment and all surfaces; cleaning of bathrooms; buffing floors; and trash removal

In addition to the services scheduled for daily, weekly or monthly frequency, all of the services scheduled for quarterly, semi-annually or annually shall be performed initially within 90 days of the beginning of the contract period and thereafter in accordance with the frequency schedule or as coordinated with the agency. It is the contractor’s responsibility to notify building occupants of the upcoming services, review cleaning requirements and clarify cleaning expectations in order to complete these tasks efficiently and effectively.

Contractor shall coordinate cleaning activities with any construction/renovation activities that may be underway in any of the subject areas. Contractor shall be responsible for removing dust and dirt from areas adjacent to construction areas. Contractor may also be required to delay or reschedule assigned cleaning tasks in lieu of a post-construction cleaning to avoid interference with construction activities. This will in no way relieve the Contractor of its ongoing cleaning obligations under the terms of this contract.

RECYCLINGIt is the intent of the agency to keep the maximum amount of material from the landfill through progressive recycling efforts. The Contractor shall furnish all necessary labor, equipment, and supervision to provide recycling services as described herein. All recycled materials shall be collected for removal from the premises. Overflow of materials from containers shall be picked up from the floor of the area used to collect and consolidate the materials.

EVENT SERVICESContractor shall adjust the daily cleaning schedule to accommodate special events. Should additional custodians be required for a special need or event, the cleaning contractor must be prepared to provide additional custodial staffing as requested by the agency at no additional cost. Occasionally an unscheduled event may take precedence over the daily work schedule; therefore custodian(s) must be able to respond in a timely and efficient manner.

FLOOD RESPONSEA flood is defined as any event resulting in a water leak or overflow of water beyond its normal confines. In the event of a flood, a cleaning team will be made available as requested by the KUMC campus police, the contract administrator or their representative. The response time shall be less than one (1) hour. The contractor manager is responsible to assess the flood and report to the contract administrator the findings and need to bring in a flood team.

CLEANING EMERGENCIES Upon request by the Agency, the Contractor shall handle the emergency with custodians on hand at no additional cost to the Agency for cleaning emergencies during the work shift.

PERIODIC CLEANING All buildings on KUMC campus will have additional periodic cleaning performed on a more frequent basis than stated in the contract. Tasks may include stripping/waxing, carpet shampooing and extracting, dusting including all vents, wall washing, and blinds dusting. These tasks are compensated as “above standard services” as defined within the contract. The pricing for these services will be based on rates specified within the Extra Work/ Special Project Pricing and may be performed in lieu of a price deduction.

EXCLUDED ITEMS/AREAS: The Contractor shall NOT be required to clean microwaves, refrigerators, ice machines, musical instruments, computers, copiers, fax machines, or any office machines, lab tables, lab benches, bookcases and shelves with personal items on them, and exercise equipment. The Contractor shall notify the Agency when any of the above mentioned items need to be moved for the purposes of cleaning floors.

BIOHAZARD WASTE: A biohazard is a material that can cause disease in humans. Materials with this label on them should not be

handled by housekeeping. Contractor is not responsible for Biohazard Waste including items in red/orange containers labeled as

biohazard, radioactive wastes, sharps containers (contain needles, syringes, scalpels, razors, etc.), materials with biohazard labels, and broken glass.

Bodily fluids such as vomit, urine, solid waste (feces), saliva, etc. and small droplets of blood are not biohazard wastes and are the responsibility of housekeeping

Empty chemical containers can be disposed of in the trash. Researchers and professors are responsible for cleaning the counters and sinks in laboratory spaces. Lab

personnel are also responsible for disposing radioactive wastes.Dykes Library and Hemenway Building Contract – University of Kansas Medical Center Page 6 of 23

Refer all requests to the Environment, Health & Safety department at 913-588-8114.

ABOVE STANDARD SERVICES Above Standard Services are services not covered in the monthly price of the contract; these include construction cleaning, cleaning areas not defined within the contract, and any work not considered to be routine i.e., not done on a regular schedule, per the contract (e.g. increased frequency of floor work, cleaning of kitchen equipment e.g. microwaves, refrigerators, etc.)

This type of work may only be done at the request and approval of the Contract Administrator. Contractor prices include all applicable labor, materials, supplies, equipment (except as otherwise provided),

supervision, and management. Extra work and project cleaning shall be performed at the Special Project/ Extra Work Labor Rates or standard

cost for the type of work as negotiated by this Contract. KUMC, in consultation with the Contractor, will determine the number of hours and the schedule required to accomplish the requested tasks.

Extra work and/or cleaning projects will not be claimed or considered as extra work when routine cleaning is not being performed in a satisfactory manner.

TIME OF SERVICE: Contractor shall provide staffing from the hours of 7:00 AM to 5:00 PM to answer phone calls and e-mails. If required service is not provided by contractor at the proper time as stated in the task schedule, agency retains the right to require contractor to return within twenty-four (24) hours at no charge to perform such service.

The Contractor shall provide on-site management staff during the hours of 7:00 AM to 1:00 AM to mentor and monitor employees, assisting as necessary in performance of services. Management staff shall report to and coordinate services with the KUMC contract administrator for environmental services. Supervisor(s) shall have the responsibility of making environmental rounds on a daily basis, Monday through Friday, and being proactive on all cleaning needs.

Upon request, the Contractor must provide the agency with a list of contractor’s regular established office hours and telephone numbers. Furthermore, Contractor must provide a listing of emergency phone numbers so that a representative of their firm can be available twenty-four (24) hours per day as needed to handle emergencies and/or to receive messages for agency needs.

The agency and Contractor shall, upon award, provide contact names and information to enable efficient communication between both parties.

DAY CLEANING Cleaning shall be performed during the hours of 7:00 AM to 4:00 PM with one (1) designated employee staying until 5:00 PM to continue assigned duties, Monday through Friday, on regular business days. Contractor shall require all employees to carry either a cell phone or pager for immediate communication. (Refer to Appendix A – for day cleaning specifications and schedule)

NIGHT CLEANINGCleaning shall be performed during the hours of 5:00 PM to 1:00 AM to continue assigned duties, Monday through Friday, on regular business days. Contractor shall require all employees to carry either a cell phone or pager for immediate communication. (Refer to Custodial Task List – for night cleaning specifications and schedule)

WEEKEND CLEANINGCleaning shall be performed during the hours of 10:00 AM to 2:00 PM and 4 PM to 8 PM on both Saturday and Sunday. Normal janitorial work will be required in all public restrooms. In addition, a normal work schedule is required in designated locations.

HOLIDAYSThe contractor is required to work on all holidays, except the following:

New Year’s Day Memorial Day Independence Day Labor Day Thanksgiving Day Christmas Day

CLEANING SCHEDULE AND PROGRAM


The Contractor shall submit to the Agency, prior to beginning work under this contract, a complete implementation program for the proper cleaning of areas covered by this contract including work schedules, and a listing of cleaning chemicals and equipment. The program should also include the following:

1. A description, detailed by location and shift of labor and supervisory assignments, of the manner in which

the account will be handled.2. Total number of employees involved in each phase of the cleaning contract.3. Total projected monthly hours in performing contracted cleaning services.4. Detailed plan for supervision of labor and quality assurance. Include building inspection procedures and

employee start-up training5. Proposed plan for service level maintenance in the event of employee or supervisory sickness, vacation or

unpaid absence.

The Contractor shall not commence work under this contract until the schedule and cleaning program have been reviewed and approved by the Agency. Contractor shall comply with all requirements of the approved schedule and program.

TECHNICAL REQUIREMENTSJANITORIAL CLEANING SERVICE EXPECTATIONSJanitorial services will be performed for all buildings covered by this contract using the technical specifications outlined in Custodial Task List. Most services will be provided in the evenings from 5pm – 12am. Areas with security or departmental restrictions will receive janitorial services between 7am and 4pm. Areas with these restrictions are listed in the Custodial Task List and are subject to change based on resource availability and facility needs.

DAY CLEANING SERVICE EXPECTATIONSAll day cleaning services are subject to change based on resource availability and facility needs.

WEEKEND CLEANING SERVICE EXPECTATIONSWeekend cleaning services are subject to change based on resource availability and facility needs.

CLEANING STANDARDSThe following cleaning standards shall be used on a daily basis, and during the quality assurance inspection process to assess the quality of cleaning performance per attribute in the nine major areas identified on the Quality Assurance Form which is attached hereto and made a part thereof.

FLOOR MAINTENANCE Bare/Concrete Floors (lobbies, corridors, restrooms, etc.): Floors, base moldings, and grout shall be

clean and free of debris including but not limited to dirt, water streaks, mop marks, string, gum, tar, and other foreign matter. The floors shall maintain their natural luster and not have a dull appearance.

Wet mopped floors: are to be cleaned using disinfectant cleaner(s) with additional scrubbing, if necessary. These floors shall be slip resistant. Surfaces, baseboards, and corners shall be clean and dry. Walls, baseboards, and other surfaces shall be free of splashing and markings from the equipment. There shall be no visible buildup of finish in corners or crevices.

Granite and Marble Floors (Crystallization): All applicable floor areas shall be maintained in accordance with industry standards.

VCT/Resilient Tile Floors: Top scrub and add wax when needed to keep floors shiny. Terrazzo Floors: Clean and polish according to manufacturer’s recommendations to provide protection and

shine. Loading Dock Floors: Spill residue and clean-up materials shall be disposed of in accordance with the

Environmental Protection Agency (EPA), and/or State and local regulatory agency requirements. Hard/resilient floors: Shall have multiple (4) coats of a slip-resistant seal and finish applied that result in a

consistent high-shine. Stripping and Finishing: The old finish or wax shall be removed and new sealant applied in accordance

with standard commercial practices. Spots shall be eliminated. There shall be no evidence of gum, burns, scuffmarks, or wax build-up in corners or crevices. UNDER NO CIRCUMSTANCES SHALL BURNISHING, HIGH SPEED BUFFING, OR DRY STRIPPING METHODS BE USED.

Sealing: Sealant must adhere to the floor. Floor areas must be evenly coated with a slip resistant seal. Wood Floors: There shall be no water solutions used on wood flooring. There shall be no dry stripping

methods used on wood flooringDykes Library and Hemenway Building Contract – University of Kansas Medical Center Page 8 of 23

Carpets, Mats, & Runners: Carpets, mats and runners shall be free of removable spots, stains, smears, soiled traffic patterns, dirt, debris, gum and crusted material without causing damage. They shall appear visibly and uniformly clean; there shall be no areas of deterioration or fuzzing as a result of harsh brushing or scrubbing. Adjoining walls, doors, and floor surfaces shall also be free of dust, soil, and cleaner residue. All outside entrances will be swept daily and be free of cobwebs, gum, cigarette butts, etc.

Carpets, Rugs, Mats Extraction: Build-up, spills, or crusted material shall be removed along with spots and smears. There shall be no areas of deterioration or fuzzing to the carpets and rugs as a result of harsh brushing or scrubbing. Cleaned areas of carpets and rugs shall be reasonably blended with surrounding carpets.

Corners/Thresholds/Cove Bases: Shall be free of dust, dried-soil, crud, finish build-up and debris. These areas shall appear visibly and uniformly clean. This shall include the elimination of dust streaks, lint, standing water, cleaner residue, embedded soil and foreign objects.

RESTROOMS, SHOWERS, LOCKER ROOMSMaintaining a sanitary restroom environment that minimizes the possibility of cross-infection is considered of the highest priority by the department. An inspection team shall closely monitor sanitation levels.

Areas shall be cleaned with a disinfectant cleaner. Fixtures shall maintain a high level of luster and be free of dust, mold, mildew, streaks, and encrustation.

Partitions, doors, vents, sills, and walls shall be free of dust, dirt, bodily fluids, and waste and graffiti and polished-dry. Restrooms shall be free of discarded material and trash shall be emptied to prevent the containers from overflowing.

Fixtures and surfaces (washbasins, urinals, modesty panels, toilets, shower stalls etc.) shall be clean with no dust, spots, soil substances, bacteria, organic matter, discoloration, rust, mold, build-up, cleaner residue and soap film, or excess moisture.

Dispensers shall be free of dust, dried soil, bacteria and soil without causing damage. These surfaces shall appear visibly and uniformly clean and disinfected. This shall include the elimination of film, streaks, and cleaner residue. Dispensers shall be refilled when required with the proper expendable supply item and batteries changed as needed to ensure they are operational.

Mirrors shall be free of dust and soil. Mirrors and surrounding metal framework shall appear streak-free, film-free and uniformly clean

SURFACES Walls shall be free of dust, dried-soil and soil without causing damage. These surfaces shall appear visibly

and uniformly clean. This shall include the elimination of film, streaks, and cleaner residue. Surfaces (including corners, crevices, moldings, ledges, hand rails, grills, doors, door knobs, door frames, kick

plates, etc.) shall be free of dust, streaks, spots, hand marks, oil, smudges, dirt, soil substances, rust, encrustation, and streaks.

All glass, clear partitions, mirror surfaces, bookcases, and other glass (within approximately 70 inches of the floor) shall be clean and free of dirt, dust, streaks, smudges, watermarks, spots and grime, and shall not be cloudy. This shall include the elimination of dust and soil from sills and ledges and heat registers. There shall be no water spots on the glass or adjacent fixtures and furniture.

All blinds and coverings, cord tapes, and valances shall be clean and free of dust and spots. Water Fountains shall be free of dust, soil, scale and water spots without causing damage. Bright work shall

be disinfected and polished to a streak-free shine. Water fountains shall appear visibly and uniformly clean. This shall include the elimination of film and cleaner residue.

ELEVATORS, ESCALATIONS, STAIRWELLS Door tracks shall be clean and free of dirt, debris, built up grime, dust, smudges, and other extraneous

matter. Surfaces shall be clean and free of finger marks, smudges, and spills. Carpets and floors shall be free of

removable spots, dirt, and debris. Floors requiring a finish shall be maintained at a high luster. Stairways, escalators, entrances, landings, railings, risers, ledges, grills, doors, radiators, and surrounding

areas shall be free of dirt, dust, litter, and debris. These surfaces shall appear visibly and uniformly clean. This shall include the elimination of film, streaks, lint, standing water, cleaner residue or film.

PLATE GLASS (all glass - glass over and in exterior and vestibule doors, all plate glass around entrances, lobbies vestibules, and spandrel) shall be clean and free of dirt, grime, streaks and moisture, and shall not be cloudy.

LOW DUSTING


All Surfaces less vertical, horizontal, and sloped surfaces including but not limited to chairs, tables, bookcases, shelves, ledges, sills, exposed fire extinguishers, and baseboards less than 70 inches shall be cleaned free of dirt, dust, and cobwebs.

HIGH CLEANING All Surfaces between 70 inches and 120 inches shall be cleaned free of dirt, dust, and cobwebs. This includes

all vertical and horizontal surfaces, high windows in stairwells, windows and blinds, moldings, ledges, pipes, vents, air supply & return grills, light fixtures, etc. (interior of building only). Where glass is present, both sides shall be clean and free of streaks. This does not include removal of vents, tiles, or fixtures.

WASTE REMOVALo Trash containers shall be emptied and kept clean, odor-free and free of dirt, dust, debris, residue, and

spilled material. o Plastic liners for all trash, debris containers shall not be torn, worn, or contain residue. o Inside and outside of the container shall be cleaned and disinfected. Containers shall appear visibly and

uniformly clean. This shall include the elimination of streaks, food-stuff and the presence of an offensive odor emitting from the container.

RECYCLING o The Contractor shall furnish all necessary labor, equipment, and supervision to provide recycling services

as described herein. o All recyclable materials shall be collected for removal from the premises on a nightly basis. Overflow of

materials from containers shall be picked up from the floor of the area.o Materials to be recycled may include, but are not limited to: hard and soft bound books, telephone books,

magazines and catalogs, publications, all types of office paper, computer paper, manila file folders, newspapers, junk mail, corrugated containers, manila envelopes, cardboard packaging, packing cartons, metals, used aluminum, plastic and glass beverage containers, Universal Wastes etc.

o Unless specifically contracted to recycle items or material identified by the EPA, and State and local regulatory agencies as hazardous waste, hazardous materials, or Universal Waste, the Contractor shall not collect these items. Typical prohibited wastes include but are not limited to fluorescent light bulbs, thermostats, thermometers, most chemicals, and batteries. Electronic equipment, such as computers shall not be discarded in the recycle bins. The Contractor shall notify the CAR of any prohibited or unauthorized items observed in the recycling receptacles. The Contractor shall recycle to the maximum extent possible.

o Recycling Collection Containers: The Agency shall provide the necessary collection containers/bins and other equipment for use throughout the building, for the collection of recyclable materials. Containers shall be in sufficient quantities for the collection of recyclable material prior to removal to the designated holding area.

o Storage Containers: The Agency shall provide the necessary storage containers and other equipment for use in designated holding areas. Containers shall be in sufficient quantities for the storage of the recyclable materials in the holding area prior to removal from the premises.

o Container and Equipment Responsibility: The Contractor shall be responsible for the removal of recyclables from collection containers and movement to the holding areas, throughout the contract period. The containers, excluding those used to collect paper and cardboard, shall be lined and free of residue and any plastic liners shall not be torn, worn or contain residue.

o Containers shall be kept free from holes, vermin, or foreign matter that might cause injury or stain clothing or furniture, and the containers must not emit unpleasant odors. If any container emits unpleasant odors, as identified by the CAR, it shall be immediately corrected by the Contractor at their expense.

o Recyclable materials shall not be handled, stored, or transported in any manner that causes a safety or health hazard.

o The Contractor shall collect and transport all solid waste, trash, and debris to designated locations on the loading dock or other areas (holding areas) for removal from the premises. Holding areas for solid waste accumulation shall be identified by the CAR.

o The Contractor is responsible for hauling the waste and recycle items to the compactor and shall operate the compactor. Currently, trash compactors are located at the Delp Dock and Hemenway Dock and a Cardboard compactor is located at the Delp Dock. The door is interlocked with the compactor and will not operate unless the door is closed. The custodial contractor shall ensure that the appropriate contractor personnel receive training in the safe and proper operation of the compactor.


o The overflow of materials from containers and dumpsters shall be picked up from the ground and floor area used to collect and consolidate the materials. The contractor shall remove all hydraulic fluid and oil spillage caused either by the collection vehicles, or released from containers at the designated centralized collection site (loading dock, etc.). Spill residue and clean-up materials shall be disposed in accordance with the Environmental Protection Agency, and State and local regulatory agency requirements.

CAFÉ’S, CONCESSION AREAS, AND VENDING AREAS Public areas shall be clean, sanitized, free of spillages, food crumbs, spots, smudges, marks, and soil

EVENT CLEANINGThe following areas are required to be cleaned during and after an event:

o Clean public restrooms, remove trash from receptacles and replenish all paper and soap supplies. Clean trash receptacles inside and out as needed.

o Vacuum lobby carpeting and spot clean any stains on carpeting and carpet mats.o Remove trash from receptacles in lobby.o Remove trash, papers, and cigarette butts in outside trash cans and on the ground.o Clean auditorium/conference areas. Vacuum and pick up papers and debris. Clean up spills. Spot clean

stains and remove gum on carpeting and upholstery.o Clean any other rooms used during the event, as directed by the Event Manager.o Deliver trash and recycle bins as needed for meetings and events as requested by the event coordinator.

OTHER AREASo Clinical Areas: On a nightly basis, Monday through Friday, all surfaces and examination tables shall be

properly cleaned and disinfected, free of any soilage. The exam table paper shall be removed from the top of the exam table and the table top properly cleaned and disinfected.

o Laboratories: All glassware counters, chemical sinks, cupboards, and equipment will be cleaned by laboratory technical personnel and are NOT a part of this contract. Glass Disposal Box: Requests will be made to pick up glass in glass disposal boxes. Replacement of glass disposal box will be made at the time of pick up.

EQUIPMENT AND SUPPLY REQUIREMENTSContractor Required Equipment and Supplies: All supplies required to carry out the cleaning operations, except materials supplied by KUMC, within the scope of this contract shall be provided by the Contractor, and shall meet the standards of the JCAHO, Federal Occupational Safety and Health Act and the State of Kansas safety codes.

The Contractor shall submit a written list of all supplies with attached Material Safety Data Sheets (MSDS) intended for use in the building for approval by the Contract Administrator. Any supply not on the approved list shall be removed from the premises.

Adequate quantities of properly labeled supplies (minimum of two (2) weeks inventory) must be on-hand to perform cleaning operations at all times. Par levels for all supplies will be established and maintained by the Contractor. All disinfectants to be used will be approved by the Contract Administrator.

Lock out and tag out procedures will be in place and abided by the Contractor. Breakdown of equipment must be locked up and off premise within 24 hours as required by OSHA. All broken equipment will be tagged and removed from KUMC premises within 24 hours.

As required by OSHA, blood spill kits will be made available by the Contractor.

Contractor must identify equipment and supplies required for the following cleaning operation(s). a) Entryways/Corridorsb) Offices/Conference Roomsc) Restroomsd) Resilient/Hard Floorse) Carpet

Specify required 2-week quantity which will be maintained on-site and brand name of supplies (i.e. Five (5) gallons of Spartan Chemical, NABC – Non Acid Disinfectant Bathroom Cleaner); Quantity, name and model of equipment (i.e. four (4) Advance 16” Carpeting vacuums). If frequency dictates any changes, also identify.

Agency Supplies:


KUMC shall supply paper towels, toilet tissue, trash can liners, recycling can liners, hand soap, hand sanitizer, and dispenser batteries.

Contractor shall replenish these paper and liquid products when empty during their daily cleaning, as well as upon request.

Contractor shall replace batteries in paper towel and soap dispensers as needed during their daily cleaning, as well as, upon request. KUMC will provide the tools needed to complete these tasks including screw drivers and dispenser keys.

Adequate quantities of properly labeled products (minimum of two (2) weeks inventory) will be made available by KUMC. These products will be kept in a centralized storeroom and Contractor is responsible for delivering supplies to their janitorial storage areas.

Material Safety Data Sheets (MSDS): It is the contractor’s responsibility to comply with all State and Federal Safety regulations. Material Safety Data Sheets (MSDS) will be furnished to the agency upon request for any chemicals used, and any such chemicals are to be stored in the proper manner as required by law.SPECIAL NOTE:

a. Restrooms – All cleaning procedures shall be conducted with the use of an approved disinfectant/cleaner. An approved soft-scrub product shall be used to remove embedded soil on porcelain fixtures. De-scaling/acid cleaning procedures of toilet bowls and urinals shall be conducted with the use of an approved hydrochloric acid, not exceeding 10% in solution. The acid shall not come in contact with toilet seats or bright work without immediate removal.

b. All other areas – Wet cleaning procedures shall be conducted with an approved all-purpose non-ionic detergent.

c. Carpet – Carpet maintenance shall follow manufacturer’s recommended procedures. All carpet will be shampooed by the steam and extraction method.

d. Resilient Floors – Apply a minimum of two (2) coats of an approved floor seal; and three (3) coats of an approved floor finish and following manufacturer’s recommended floor maintenance procedures.

e. Hard Floors – Apply a minimum of four (4) coats of specific floor finish as the approved floor finish following manufacturer’s recommended floor maintenance.

f. Areas such as labs and clinics that currently require special antibacterial floor cleaning and disinfection shall continue to do so.

Equipment:All equipment required to carry out the cleaning operations within the scope of the contract shall be provided by the Contractor and shall meet the standards of the JCAHO, Federal Occupational Safety and Health Act and the State of Kansas safety codes. All equipment must be capable of providing high quality, commercial grade janitorial service. Equipment designed for only light type, residential duty will not be permitted. Agency reserves the right to periodically, at random, inspect equipment and further to require replacement if not adequate in agency’s evaluation. The Contractor shall submit a written list of all equipment, by quantity, name brand and model, intended for use in the facility for approval by KUMC.

Mandatory Equipment Requirements: Steam extract machines shall remain on-site and operative by this contract. All equipment listed in the Contractor’s proposal to perform daily cleaning requirements shall remain on site at all times. In case of equipment breakdown, 48 hours repair or replacement time will be allowed.

Cleaning Procedures and Methods: Contractor must define cleaning procedures/methods for each procedure/method. If frequency dictates any procedural changes, please specify:

a) Entryways/Corridors e) Carpetb) Offices/Conference Rooms f) Laboratoriesc) Restrooms g) Clinical Areasd) Resilient/Hard Floors

QUALITY CONTROLThe contractor is responsible for ensuring that adequate quality control is performed on all areas covered within this contract. The contractor shall provide clear documentation on how quality control will be measured and accomplished to meet contractual requirements. (Refer to Appendix A for general guidance on inspection)

The effectiveness of the cleaning program will be monitored based on the following criteria: Periodic Agency Inspections Tenant Interviews and Customer Complaints Customer Satisfaction Surveys


Joint Monthly Inspections

AGENCY INSPECTIONThe agency has the right to inspect services at any time. The Contract Administrator or designee will perform random inspections to evaluate the level of cleaning performed and schedule weekly meetings to evaluate performance, discuss concerns of either party and to reach agreement on the action to be taken to resolve the concerns. Any random inspection shall take into consideration the normally scheduled times and frequencies required for service performance.

This method consists of selected surveillance tasks by the agency that do not require 100% inspection, or are performed on a random basis. The CAR will evaluate the Contractors reports, surveys, etc. on a weekly, biweekly, monthly or quarterly basis.The contractor will be notified of any discrepancies found, and shall have an opportunity to respond to the deficiencies. Evaluations will be documented and become part of the contract file. Failure to correct unsatisfactory performance will be just cause for termination. The agency shall, at its option, require corrective action or take a deduction from the monthly invoice.

TENANT INTERVIEWS/COMPLAINTSAll tenant concerns received during tenant interviews will be documented and evaluated on a planned schedule developed by the CAR. This method may help the CAR focus on areas that may require further action from the CA. Customer Complaints received through service calls or email communication will provide information to the CAR such as, identification of the types of service calls received, the frequencies, the corrective action taken, timeliness of completion, and any other pertinent data. At a minimum, this review will be performed on a monthly basis.

CUSTOMER SATISFACTION SURVEYSQuarterly satisfaction surveys will be conducted by the agency to evaluate tenant satisfaction with cleaning in the areas of elevator maintenance, restroom supplies, restroom cleanliness, lobby and common areas, workspace, and frequency of cleaning. The surveys provide the CAR with satisfaction scores that can be further evaluated to determine if there are any weaknesses within the various programs. There are various measures that can be taken such as, reviewing of the survey’s comments, obtaining further feedback from the tenants or sharing of the scores with the Contractor to establish a plan of action.

JOINT MONTHLY INSPECTIONSThe Contractor is entitled to a joint monthly inspection each month. The Contractor shall coordinate with the Contract Administrator or designee when a joint inspection is needed. The Contract Administrator or designee also may initiate a joint inspection, which will be coordinated with the Contractor Quality Control Representative or his/her designee. Upon request the Contract Administrator or designee is entitled to review the results of the contractor’s quality control program and internal inspections. It is the Contractor’s responsibility to ensure this requirement is met; the Agency does not expect to have to set up these QC meetings, the Contractor shall be proactive with communication and in making sure meetings happen as required by these specifications.

CONTRACTOR’S RESPONSIBILITIESCONTRACTOR’S EMPLOYEES

All persons employed to perform these services shall be employees of the contractor, well-trained and at least 18 years of age. The contractor shall pay all salaries and expenses of, and all federal, social security taxes, federal and state unemployment taxes, and any similar payroll taxes relating to such employees, and will carry Workmen's Compensation Insurance for such employees in the amount required by law. No person shall be allowed on the property who is not directly involved in performance of the janitorial services.

All staff provided by the contractor shall be subject to a background check (at no additional cost to the State), prior to final acceptance by KUMC for performing janitorial services under this contract. Background checks must include an e-verify, a criminal background check, and have personal references. The written results of this check must be provided to KUMC before the employee starts to work. Any prospective employee convicted of a felony or any type of misdemeanor involving money, fraud, deceit or untruthfulness within ten (10) years prior to their proposed start date will not be allowed to perform services at KUMC.

The contractor shall furnish to the CAR and police department a full list of employees under employment and working at each location; information must include the employee's full name, date of birth and social security number. A revised list shall be provided when employee turnover and/or rehiring occur. This list is required for internal security access.


Contractor shall employ only those individuals with adequate physical strength, stamina, and physical fitness to be able to perform the duties outlined in this contract. Custodians may be required to lift moderate to heavy weights.

All Contractors’ employees shall receive a T.B. skin test upon employment and annually thereafter at the Contractors expense. Results shall be submitted prior to working at KUMC. All positive results will follow up with a chest x-ray. No known Contractor employees will work at KUMC without receiving the appropriate anti-tuberculin drugs.

Contractor shall employ only those individuals who possess a command of the English language sufficient to permit dialogue with the campus community.

Contractor shall employ only those individuals of good moral character and with a technical knowledge of their duties sufficient to properly carry out such duties. Contractor shall provide employees having at least six (6) months’ experience as a custodian.

The janitorial contractor will be assigned areas for an office and break area. At no time shall contractor employees use any private computer, phone or other state equipment. The Contractor is responsible for disciplinary action in the event this policy is violated, up to and including dismissal of the employee(s) involved. Failure to respond at a proper level may result in termination of the contract.

Prospective employees may not commence work under this contract until the above information has been verified and approved by the Agency.

CONTRACTOR’S SUPERVISORS The Contractor shall supply a competent and thoroughly trained “Working” Lead Custodian, who has held a

Supervisory or Lead Custodial position for a minimum of one (1) year, to check, inspect and maintain records of all work performed, and assist with cleaning duties.

The Agency shall interview the “Working” Lead Custodian to verify that that he/she can speak, read, and write the English language and has sufficient supervisory skills. The Agency reserves the right to reject the Contractor’s selection of the “Working” Lead Custodian.

The Lead Custodian shall be located in the building during ALL WORK HOURS to oversee performance of all obligations under this contract. With the exception of lunch and break periods, the LEAD CUSTODIAN SHALL NOT LEAVE THE BUILDING UNDER ANY CIRCUMSTANCES DURING WORKING HOURS. The Lead Custodian shall be equipped with a pager with telephone number display capabilities. The Lead Custodian shall carry the pager on his/her person at all times during the workday and shall respond to the Contractor Manager’s or Agency’s calls WITHIN TEN (10) MINUTES of the pager call. The Contractor shall provide the pager service at the Contractor's expense.

Supervisory contract employees shall have a minimum of 3 years of experience in managing custodial services in building(s) of similar size and complexity. At the discretion of the CA or CAR formal training may be substituted for experience. The on-site supervisor is required to be fully conversant in English.

A supervisor or designee shall be available and onsite at all times when the contract work is in progress, to receive notices, reports, or requests from the CA or CAR.

The Contractor shall furnish the CAR with a list of telephone numbers where an authorized representative may be contacted seven (7) days per week at any hour of the day or night to provide required services.

In addition to speaking the English language, the Contractor’s Manager and Lead Custodians must be able to sufficiently read and write the English language. This communication requirement is necessary so Supervisory personnel can read instructions; work, classroom, and event schedules; understand the proper use of cleaning chemicals, and to understand vital instructions in emergency and non-emergency situations.

The Lead Custodian shall be responsible for, but not limited to, the following:o Plans crew workflow and determines priorities.o Schedules, assigns, oversees, and assists with cleaning duties.o Establishes and maintains crew procedures.o Provides staff training and assistance.o Ensures that supplies and equipment for the crew are adequate.o Meets daily with building/department manager to discuss any problems or cleaning concerns.o Follows building program established by the Agency.o Has a copy of and a working knowledge of the cleaning contract.o Performs related duties as required.o Uses a daily checklist of tasks to be performed.o Delivers supply request orders weekly.o Delivers the time cards and overtime sheets daily. o Inspects the building at least twice daily to ascertain that all personnel are performing in accordance

with the cleaning schedule and with the specifications of the contract.o Proactively identify and address all cleaning needs observed during building inspections


o Reports any cleaning emergencies, safety or security problems, or building mechanical problems immediately to the Agency.

o Contacts the Contractor’s Manager immediately to report any absence so a replacement custodian can be provided.

o Reviews event and classroom schedules at the beginning and end of shift and plans work schedule to meet the requirements of events and classes.

o As a “working supervisor”, also performs cleaning tasks outlined in this contract.

CONTRACTOR’S MANAGERS Managers for the Contractor will be issued a KUMC I.D. temporary badge. If a Contractor manager resigns and

or is terminated, the KUMC badges must be turned into the Contract Administrator. All KUMC sub-master keys and other keys will be signed in and out and a copy of the key sign out/in sheet will be given to the Contract Administrator nightly.

The Contractor shall provide a full-time (40 hours per week minimum), on-site Contractor’s Manager, acceptable to the Agency, exclusively for this contract. The Contractor’s Manager shall have full authority to act for the Contractor at all times to carry out the provisions of this contract.

An on-site manager for the Contractor is to be on campus during the hours of 7:00 AM-1:00 AM and shall be available on call 24/7. The On-Site Manager’s job shall include any additional time necessary to supervise staff, flood assessment, etc. If a temporary substitution for the On-Site Manager is required, it shall not include a supervisor or staff member, but only the Manager’s supervisor or above.

Any absence by the Contractor’s Manager shall be covered by a manager designee of equal level or higher within the Contractor’s company, and under no circumstances, will be covered by an employee of a lower grade. Excessive absenteeism by the Contractor’s Manager, as determined by the Agency, will be cause for immediate replacement.

The on-site manager is required to be fully conversant in English. In addition to speaking the English language, the Contractor’s Manager must be able to sufficiently read and write the English language. This communication requirement is necessary so Supervisory personnel can read instructions; work, classroom, and event schedules; understand the proper use of cleaning chemicals, and to understand vital instructions in emergency and non-emergency situations.

The Contractor’s Manager shall review daily event schedules to determine the services needed for all on-campus events. This includes a review of the event services schedule (available on-line), follow up with the event coordinator to understand and clarify event needs, and revisions to the housekeeping schedule to staff and meet the event needs.

The Agency shall be notified immediately when a Contractor’s Manager or Lead Custodian has terminated employment. Replacement shall be at the approval of the Agency.

The Contractor shall provide adequate secretarial, clerical and record keeping support to eliminate the need for the Contractor’s Manager to personally prepare payroll and monthly invoices and to personally perform other clerical and record keeping activities.

The Contractor’s Manager assigned shall be responsible for the following: o Insures that supplies are delivered to the building. Custodians are not allowed to leave their buildings

to pick up supplies at the Contractor’s office or warehouse.o Meets with building/department manager and Agency Representative twice per week to discuss any

problems, cleaning concerns, and schedules.o Makes sufficient inspections to insure the services are performed as specified. In addition to these

inspections, the Contractor’s Manager shall perform a written inspection of at least 2 buildings per week and submit the inspection reports to the Agency prior to the end of the work shift during which the inspection was conducted. Inspection report formats are to be approved by the Agency.

o Provides a replacement custodian during an absence. During the building Lead Custodian’s illness or vacation, the Contractor’s Manager shall insure that the crew performs the cleaning duties outlined in this contract.

o Provides appropriate custodial staff with a copy of appropriate sections of this cleaning specification.o The Contractor’s Manager, or designee, shall be on-call at all times for emergencies.


o The Contractor’s Manager shall be adequately trained in the compliance of all applicable OSHA, EPA, and other Federal, State and Local laws and regulations regarding materials that may be encountered in the performance of the services.

o Manages all custodial staff.o Reviews event and classroom schedules at the beginning and end of shift and plans work schedule to

meet the requirements of events and classes.o Inspects equipment for cleanliness and ensures proper working order. Arranges for repairs and

simultaneous replacement of equipment to ensure adequate inventory.o Inspects janitorial closets and rooms to ensure cleanliness and organization of supplies.o Ensures that work is scheduled and being performed without interference with Agency activities or

property.o Keeps schedules and personnel lists updated, providing copies to the Agency.o Provides daily list of employee absenteeism to Agency.

UNIFORMS AND PERSONAL PROTECTIVE EQUIPMENT (PPE) All employees shall wear distinctive uniform clothing for ready identification. Uniforms shall be neat, clean,

and in good repair, and have a badge or monogram with the Contractor's name on it. All employees shall be identified while on the premises by picture identification card furnished at his/her

expense, indicating their name or number, and by shirt, blouse or smock indicating the company name or logo in print large enough to be easily read.

The Contractor shall provide and all employees shall wear proper PPE when required by Federal, State and local regulations.

CUSTODIAL CLOSETS AND STORE ROOMSThe contractor shall keep all janitor closets and storerooms neat and clean. They shall be maintained to the standards defined below:

Shelves: Shall be free of dust, dried-soil and soil. They shall appear visibly and uniformly clean. Supplies and equipment shall be stocked, neatly organized on shelves.

Janitor Carts: Shall be free of dust, dried-soil and soil. They shall appear visibly and uniformly clean. Supplies and equipment stored on janitor carts shall also be free of dust and soil, and organized neatly. No drinking fluids are to be placed on the janitor’s cart.

Bottled Cleaners/Disinfectants: MSDS sheets shall be furnished for each cleaner and disinfectant. At any time the contract administrator can review the MSDS book to ensure accuracy and to verify that each cleaner and disinfectant has a completed MSDS sheet available. All cleaners and disinfectant container shall be labeled properly.

Walls: Shall be free of dust, dried-soil and soil. They shall appear visibly and uniformly clean. This shall include the elimination of film, streaks, and cleaner residue.

Utility Sinks: Shall be free of dust, soil, cleaner residue and soap film. Utility sinks shall appear visibly and uniformly clean. This shall include the elimination of streaks, embedded soil, film and water spots. Bright work shall be cleaned, de-scaled and polished.

Floors: Shall be free of dust, dried-soil, gum, spots, stains and debris. Hard/resilient floors shall have multiple coats of a slip-resistant seal and finish applied that result in a consistent high-shine. Floors shall appear visibly and uniformly smooth and clean. This shall include the elimination of dust streaks, lint, standing water, cleaner residue, and film.

Inventory of Supplies: A monthly par level will be kept on all janitorial supplies supplied by the contractor. An accurate, current list of all supplies and equipment will be maintained.

COMMUNICATIONS Contractor shall provide key operational personnel (managers or supervisors) with portable electronic means

to communicate with the agency for service calls, emergencies, status of projects, etc. Electronic receiving and transmitting methods may include the following:

o Electronic Mail - The University of Kansas Medical Center provides electronic mail ("email") for use by vendors/contracts when engaging in activities related to management, and administrative support. Email accounts are intended to be used for University business. You may not use KUMC email for commercial purposes, for personal financial gain, to support candidate or party fund raising, or to support outside organizations not otherwise authorized to use University facilities. KUMC email accounts are the property of the State of Kansas. Contractors may not delete, forward or copy email at the end of the contract.


o Radio - The Contractor will be issued a portable hand-held radio for their on-site Manager. This on-site Manager shall carry a two-way radio on the University Facilities Management Channel for communication with the Agency. The radio shall be turned over to the Agency at the end of the contract. Failure to have an operable radio or failure in turning the radio over to the Agency at the end of the contract will result in a fee assessed by the AVC of Facilities Management or the designated representative. A replacement cost will also be charged to the contractor for lost/stolen/damaged radios.

o A text-messaging device used to send and receive messages. Contractor is responsible for all costs associated with electronic messaging device. Some examples are two-way pager (Nextel), cell phone with text messaging, BlackBerry, etc.

o Fax receiving and sending is acceptable only as secondary communication method for locations that have problems with no or poor quality wireless device signal strength. Delayed receipt due to combined usage of voice and fax on the same line is not acceptable.

EXPOSURE CONTROL PROGRAM The Contractor shall provide all equipment and services required to perform clean-up of blood borne

pathogens and fully comply with the requirements of the Blood Borne Pathogen Standard, listed in 29 CFR 1910.1030.

The Contractor shall develop and maintain an Exposure Control Program fully compliant with OSHA (29 CFR 1910.1030) for each building under the contract. A copy of this document shall be made available to the CAR upon request.

All custodians must be certified to perform blood/bodily fluid clean-up. Contractor to provide certification for each employee prior to starting work under this contract. The Contractor shall provide clean-up kits, including red disposal bags. Used bags are to be deposited in the special receptacle at the Campus Police office.

LIFE SAFETY All Contractors’ employees shall receive training in Blood borne pathogens, Safety training, Fire Safety prior

to beginning work at KUMC with written proof to the contract administrator. All training shall be renewed annually followed by written proof.

The Contractor's employees shall be familiar with the building(s) fire alarm system. In the event of a fire, the Contractor shall leave the building and not enter until authorized by Fire officials.

The Contractor staff should also be familiar with the building’s Occupancy Emergency Plan, which includes shelter in place program. Further information on the program shall be provided by the CAR.

The Contractor’s employees shall participate in building fire and civil defense drills and report fires, hazardous conditions, and items in need of repair; e.g. inoperative lights, broken windows or doors, torn carpets, leaking sinks, urinals or commodes, etc., to the CAR.

Lights and faucets shall only be used in areas where and when the work is actually being performed. In addition, Contractor’s employees will not adjust mechanical equipment controls for heating, ventilation and air conditioning systems

The Contractor’s employees shall notify CAR of any observed hazardous material, or Universal Waste materials in trash or recycling receptacles.

Contractor to supply "wet floor" signs and must use them when cleaning, mopping, stripping or waxing floors or stairwells.

All mechanical, electrical, plumbing, and environmental failures and/or repairs are to be reported to Facilities Management by submitting a work order

Contractor shall notify the Facilities Department or assigned individual of any irregularities noticed while performing services, such as:

o When noticed, any irregularities such as defective plumbing, electrical switches or plugs, leaks, etc., the contractor shall submit a work order for repair.


o Supplies needed such as paper towels, toilet tissue, trash can liners, soap, and hand sanitizer which are supplied by the State.

SECURITY

Contractor shall be responsible for use of all keys and security cards issued to him. Under no circumstances shall Contractor’s employees admit anyone to areas controlled by a key in their possession. (Such requests shall be referred to the Contract Administrator.) All employees will be required to sign in and out on a log provided by the Contractor. Contractor shall provide log immediately after daily specifications are finished.

Contractor shall make no duplicate keys. If this policy is not adhered to, the contractor will be liable for any costs required in lock change and/or re-keying for agency security purposes.

Contractor shall close all windows, turn off lights and lock all doors upon completion of cleaning operations in the area. At the end of the shift, the Contractor shall close all common area windows, turn off all lights, and lock exit doors when finished cleaning a building. All areas shall be double-checked at end of shift to verify the areas are secured. On occasion, certain areas which are normally open for cleaning may be secured. In such a situation cleaning shall take place upon request of the contract administrator for environmental services. Doors are not to be propped open at any time while working in a building.

Contractor’s employees shall notify the security on duty when unauthorized or suspicious person(s) are seen on premises.

The Cleaning Supervisor shall walk around the outside of the building to check to make sure all windows and doors have been locked and lights turned off. In the event the contractor or his employee(s) have not properly alarmed or secured the facility, and the Agency is required to respond to the facility, the Contractor will be assessed a One Hundred Dollar ($100.00) charge per occurrence.

LOST/BROKEN BADGES & KEYS All keys to KUMC that are needed for replacement will be given to the KUMC Contract Administrator.

o If a key is broken there will be a replacement fee of $10 at the expense of the employee and/or Contractor.

o If a key is lost, there will be a re-keying fee (up to $250,000) as determined by the Associate Director of Maintenance at the expense of the employee and/or Contractor.

All I.D. Badges that need to be made for each new employee or replacement of I.D. Badges will be directed to the KUMC Contract Administrator.

o If a badge is lost or broken there will be a replacement fee of $20.00 at the expense of the employee and/or Contractor.

BUILDING DAMAGE The Contractor shall be responsible for and shall pay for all damage to property which is caused by janitorial

activity. Any such damage shall be corrected by repair or replacement as directed by the KUMC Maintenance manager and in a manner acceptable to the Owner.

The Contractor shall make restitution to the Agency within 30 days in the form of cash, replacement or repairs (subject to the Agency's approval), in settlement of any damage to Agency or tenant-owned property caused by the Contractor's employees. Failure to do so will result in the cost of damages to be deducted from the contractor’s monthly invoice.

PARKING PERMITS The contractor may purchase a permit as listed in the Parking Fee Structure Table for on-campus yellow areas

designated by Parking Services. Contractor personnel must register their vehicles with the Parking Service Office (http://www.kumc.edu/parking).

Permit holders are only allowed to park in yellow lots between 7am and 5pm on weekdays. All surface lots are open in all the color zone lots to permit holders on Monday-Friday from 5 p.m. to 7a.m and on weekends.

The contractor shall not allow any employee or sub-contractor to park in existing drives and/or parking lot areas, except for temporary loading and unloading. Vehicles parked in non-designated areas will be ticketed.

The University of Kansas Medical Center reserves the right to impound any vehicle parking in a manner dangerous to vehicular or pedestrian traffic, or otherwise in violation of the medical center's parking policies and procedures.

All contractor’s employees are subject to the Medical Center’s parking policies and procedures.


ASSESSED FEES TO CONTRACTOR Upon award of this contract, the contractor is required to complete and submit an application for a special

services account (outside billing account). This account will be used by the Agency to bill the contractor for assessed fees as specified within this contract (e.g. parking permits, lost/broken badges, lost/damaged keys, etc.)

PROFESSIONAL BEHAVIOR AND STANDARDS OF CONDUCTAll vendors and contractors are required to comply with KUMC policies and procedures. In addition, the Agency has developed specific standards of conduct deemed necessary to insure the orderly and efficient performance of duties and services at the University and to protect the health, safety and welfare of all members of the University community. All Contractors’ employees shall be required to comply with the standards established for this facility.

In accordance with the Standards of Conduct the following items are strictly prohibited:a. Use or possession of drugs or alcohol.b. Possession of firearms or illegal weapons.c. Smoking in Agency buildings. d. Harassment (sexual, racial or otherwise) or intimidation of anyone on the premises of the campus.e. Violation of applicable traffic or public safety regulations or of Agency rules and procedures. f. Unauthorized use of Agency vehicles, equipment or property.g. Use of University telephones for personal business.h. Removal or theft of University property. i. Unauthorized duplication or possession of University keys.j. Transfer of personal identification card or of parking pass to unauthorized personnel. k. Conduct or behavior that endangers the health, safety and welfare of any member of the public or of

the University community.l. Interference with the work of other employees.m. Work attire other than the specified uniform.n. Loud, vulgar behavior or the use of profanity.o. Lounging is not allowed in the janitorial closets. Breaks and lunch hours will be taken in the janitorial

break room. The Agency may, at its discretion, recommend removal of any employee of the Contractor from the KUMC

campuses who is found to be in violation of these standards, or in violation of other standards adopted by the Agency from time to time, as required, to protect the health, safety and welfare of the University community.

o All contractor employees will demonstrate professional behavior. Failure to do so will result in request for termination.

o Contractor’s employees shall not disturb papers or personal effects on desks, open drawers or cabinets, use telephone, computer, printers, radio or television sets, or tamper with other personal or state property.

o Any Contractor’s employee whose employment or performance is objectionable to KUMC shall be immediately transferred or removed from the premises.

A request by KUMC to transfer or remove an employee shall not constitute an order to discipline or discharge the employee. All actions taken by the Contractor in regard to employee discipline shall be at the sole discretion of the contractor.

KUMC shall be held harmless in any disputes the Contractor may have with the Contractor’s employees. This shall include, but is not limited to, charges of discrimination, harassment, and discharge without just cause.

The illegal use, possession, dispensation, distribution, manufacture or sale of a controlled substance or illegal drug by an employee of the contractor or approved subcontractor at the agency office is prohibited, as is the use or possession of alcohol. Any violation of this prohibition provides sufficient cause for termination of the employee. No smoking is allowed in the facility by the contractor’s employees. Any smoking must take place off campus grounds. Failure to abide by campus smoking rules will be just cause for employee termination.

CONTRACT PROBATIONThe building(s) shall be fully staffed beginning the first day of work under the contract, unless authorized by the CA or CAR. The probationary period shall be for six (6) months. The Contractor’s failure to maintain overall cleaning performance at or above the required standards during any month of the probation may result in contract cancellation.The Contractor may be placed on probation when overall cleaning performance during two (2) consecutive months or three (3) months of any six (6) month period of this contract is evaluated by the contract administrator for environmental services as unacceptable.

CONTRACT MODIFICATIONS


The Agency reserves the right to temporarily or permanently increase or decrease the level of custodial services at any time, or revise the normal working hours based on the needs of the University. This may result from a change in the building usage program, building renovation, or from circumstances not foreseen by this contract. In such event, the Contractor shall work with the Agency to increase or decrease the crew staff, or change the normal work hours, and determine the appropriate rate adjustment to the contract.

INVOICING & PAYMENT A. Regular Monthly Invoice: Contractor shall invoice services on a monthly basis. Contractor must provide a

copy of the certified payroll with the monthly invoice. All payments made by the State of Kansas to the Contractor will be after service has been performed. Prices must remain firm from date of award through the contract period.

B. Charges for extra work will include the following information: Building where work was performed, date of work, brief explanation of work, custodian’s name and building in which he/she is normally assigned, number of extra hours worked, rate of pay, and total charge.

C. Credits to the Agency for custodial absences shall appear as follows on the invoice: Building custodian is assigned to, date of absence, number of hours being credited, hourly rate, and total amount being credited.

TRANSITIONIn the event of contract termination or expiration, Contractor shall provide all reasonable and necessary assistance to KUMC to allow for a functional transition to another vendor. This will include an accounting for and return of keys, security badges, and any other item deemed reasonable by the University.


APPENDIX A - DAY CLEANING SERVICE EXPECTATIONS

Cleaning SpecificationsThe cleaning specifications provided below are the minimum performance standards and are subject to modification based on the need of each building/area.

Restroom Refresh (as requested)o Refill Paper Towel Dispensers and Soap Dispenserso Replace batteries in restroom dispenserso Address emergency cleaning of sinks, toilets, floors, etc.

Circulation Areaso Manage Trash and Recycling overflowo Empty Trash in entry areas, tunnels, lobbies, corridors, and hallways as neededo Dust and Vacuum entry areas, corridors, and hallways as neededo Dust/Sweep High Traffic Stairwells & Tunnels

High traffic and visibility areaso Restroom Refresh (all floors)o Stock & clean break room and vending areaso Dust/Mop entry ways, lobby area and corridoro Vacuum walk off matso Clean Reception desk, revolving door glass, and entry glass (North & South Entrances)o Pull trash and recycle items to prevent overflowo Dust/Sweep Stairwells

Clinics & Patient Areaso Restroom Refresho Monitor Circulation Areaso Empty Trasho Clean Sleep Roomso Monitor on-call rooms and public break/coffee areas

Emergency Cleaning – Address all housekeeping service requests Event Cleaning –

o Effectively manage the daily cleaning schedule to accommodate events service requestso Perform cleaning of all areas in accordance with event cleaning standardso Address customer questions or concerns related to upcoming events.


APPENDIX B - CONSTRUCTION CLEAN CHECKLIST

DATE: _____________ BLDG: _____________ STE #:_____________

Vacuum and damp wipe all woodwork from top to bottomDoors, door frames, baseboards, walls, Cabinetry: exteriors and interiors, closets

Vacuum all carpet – to remove debris and sheetrock dust Edge vacuum all carpet – to remove debris and sheetrock dust Damp wipe all vinyl baseboards Dust all walls to include outlet/switch cover plates, emergency lighting, fire strobes, and pulls Vacuum and damp wipe all window sills to include front edge Dust blinds (if applicable) and window ledges Vacuum ceiling diffusers, air vents, bi-line diffusers, and return air vents Dust exterior of light covers Clean exteriors of light lenses (if applicable) Damp wipe any surfaces where needed. Remove all appropriately-marked trash and boxes

Kitchens/Break Rooms Remove factory finish from VCT tile and apply 4 coats of wax/sealer. Any other type of hard surface floors will

be cleaned per manufacturer’s specifications. Damp wipe vinyl baseboards Vacuum to remove debris and sheetrock dust Edge vacuum to remove debris and sheetrock dust Dust all walls to include outlet/switch cover plates, emergency lighting, fire strobes, and pulls Damp wipe wall tile Damp wipe counter tops, back splash, kitchen sinks (remove labels) Vacuum and damp wipe the interiors of all cabinets and drawers, wipe both sides of all doors and hardware to

include ledges Damp wipe all shelving Wipe down all woodwork including baseboards, both sides of doors and door frames Vacuum and damp wipe all window sills to include front ledge Dust blinds (if applicable) Vacuum ceiling diffusers, air vents, bi-line diffusers, and return air vents Dust exterior of light covers Clean exteriors of light lenses (if applicable)

Restrooms Damp wipe tile walls from top to bottom Damp wipe all partition/stall walls, doors and hardware Clean exteriors and interiors of all porcelain fixtures, clean and polish all bright work


Clean mirrors from top to bottom Dust all walls to include outlet/switch cover plates, emergency lighting, fire strobes, and pulls Stock and fill all dispensers Scrub all floors, and apply finish to VCT floors as requested Seal grout or apply impregnator to newly installed ceramic/stone floors

Window Cleaning: (additional cost allowed, See Cost Sheet) Construction clean both sides all of interior windows. Construction clean both sides of partition glass. Damp wipe frames, sills and hard surfaces


Documents

UNIVERSITY OF KANSAS MEDICAL CENTER ... - Janitorial... · Web viewThis request for proposal is established to furnish janitorial services for the University Of Kansas Medical Center