 | Board of Visitors minutes January 31, 1986 |  |
ATTACHMENT B
CUSTODIAL SERVICES FOR UNIVERSITY OF VIRGINIA
SECTION 1 BIDDING INFORMATION
1.1 General Intent: The general intent of the University in making these specifications is to obtain housekeeping service for certain buildings at the University of Virginia in accordance with commonly accepted standards within the building service industry and in accordance with the specifications contained elsewhere in this document.
1.2 Items of Bid:
Item 1. Total price for 12 months of work (including labor, equipment, supplies, and materials as described herein), completed in accordance with all of the specifications contained herein, including all of the items listed in the Schedule of Services and Prices, for the following buildings:
| Clemons Library | $ 35,061. |
| Alderman Library | $ 105,908. |
| Clark Hall | $ 47,414. |
| Health Science Library | $ 32,652. |
| Total Annual Price | $ 221,035. |
| Total Annual Change Percentage for Contract Period 1/2/86 thru 1/1/87 | 0 % |
| Total Annual Change Percentage for Contract Period 1/2/87 thru 1/1/88 | + 3 % |
Vendors to clearly indicate 0, +, or - designation in the space provided.
Item 2. Total price for 12 months of work (including labor, equipment, supplies and materials as described herein), completed in accordance with all of the specifications contained herein, including all of the items listed in the Schedule of Services and Prices, for the following buildings which may be contracted at future dates as the needs of the University may dictate:
| Thornton Hall A Wing | $ 13,754. | |
| Thornton Hall B Wing | $ 8,738. | |
| Group 1 February 1985 | Thornton Hall C Wing | $ 15,968. |
| Thornton Hall D Wing | $ 11,588. | |
| Thornton Hall E Wing | $ 11,692. | |
| Garrett Hall | $ 9,786. | |
| Group 2 April 1985 | Minor Hall | $ 10,643. |
| Maury Hall | $ 9,886. | |
| Ruffner Hall | $ 25,078. | |
| Mathematics-Astronomy Bldg. | $ 14,786. | |
| Group 3 June 1985 | Miller Hall | $ 3,628. |
| Peabody Hall | $ 2,379. |
A completed Schedule of Services and Prices is to be submitted for each building.
1.3 The Schedule of Services and Prices for each building lists all the services to be performed, as more fully described herein and the frequencies with which those services are to be performed, in order to completely service that University building. The actual number of units to be serviced in the building may be more or less than the
ATTACHMENT 1
REQUEST TO BID CONTINUATION
Bid No. D-16284 Sheet 1
| ARTICLES AND DESCRIPTION | QUANTITY | UNIT PRICE | TOTAL PRICE |
| ADDENDUM #I: | |||
| SECTION 2, 2.1 REQUIRES A 100% BID BOND. THIS SECTION SHALL BE AMENDED TO REDUCE THE REQUIREMENT TO 5%. THE BOND SHALL ONLY BE REQUIRED FOR THE BID PRICE ON THE FIRST GROUP OF FOUR (4) BUILDINGS. | |||
| AS A RESULT OF THE PRE-BID CONFERENCE THE UNIVERSITY DETERMINED THAT THE SCHEDULE OF SERVICES AND PRICES SHALL EQUAL THE BID PRICE IN TOTAL. | |||
| THE STARTING DATE FOR THIS CONTRACT SHALL BE EXTENDED TO JANUARY 7, 1985. | |||
| THE SEVEN OFFICIAL HOLIDAYS MENTIONED IN THE BID ARE: | |||
| 1. MARCH 11 | |||
| 2. JULY 4 | |||
| 3. DECEMBER 25 | |||
| 4. DECEMBER 26 | |||
| 5. JANUARY 1 | |||
| 6. THANKSGIVING DAY | |||
| 7. MEMORIAL DAY | |||
| ALL OTHER TERMS AND CONDITIONS SHALL REMAIN UNCHANGED. | |||
| ACKNOWLEDGEMENT OF THIS ADDENDUM IS REQUIRED WITH BID SUBMISSION. | |||
| Vendor | TOTAL BID | ||
| Signed Title |
Estimated Number of Units to be serviced specified in the Schedule of Services and Prices. Regardless of this, the contractor shall be obligated to complete all the services specified, with the specified frequency of service, for the entire number of units actually contained in each building, at the Total Price for servicing of the buildings as bid by the contractor.
In the event that the contractor fails to perform all the specified services, with the specified frequency, for all the units in the building, the University shall be entitled to the remedies specified in Section 3.12.
The University reserves the right to increase or decrease the amount of work required under the specifications in accordance with Section 3.13.
Should the bidder wish to inspect the University buildings in question prior to submission of its bid, it may do so during normal operating hours by contacting Mr. J.P. Smith at 804-924-7771 or his representative(s).
SECTION 2 BUILDING BIDDING INFORMATION
2.1 These specifications shall apply to bidding and performance hereunder. Bidding and performance of the contract shall also be subject to the provisions of the January, 1983 edition of the "Vendor's Manual" as amended, copies of which are available to bidders.
2.2 Bidders are required to submit a bid bond for the total bid price for the four (4) initial buildings; or in lieu thereof a certified check in the amount of the total bid price. Bond or check are forfeitable if bidder is awarded the contract and fails to execute the written contract for the work and to supply the performance bond described in Section 3.19.
2.3 The bidder should clarify any questions it may have prior to its submission of a bid by contacting the Building Services Superintendent, located in the Physical Plant Building, phone number (804) 924-7771. The submission of a bid shall indicate that the bidder thoroughly understands the scope of the work and the services to be performed.
2.4 It shall be the contractor's responsibility for compliance with all local, county, state and federal laws.
2.4.1 The contractor's personnel are subject to all University of Virginia general rules and regulations.
2.5 Without limitation, any of the following causes may, at the
University's sole discretion, be considered as sufficient for the
disqualification of a Bidder and the rejection of its bid:
- a. Submission of more than one bid for the same work by an individual, firm, partnership, or corporation under the same or different names.
- b. Evidence of collusion among Bidders.
- c. Previous participation in collusive bidding on work for the State of Virginia.
- d. Submission of an unbalanced bid in which the prices bid for some items are out of proportion to the prices for other items and the University determines that this will significantly and adversely affect its interests.
- e. Lack of competency of Bidder - the University will make such investigations as deemed necessary to determine the ability of the bidder to perform the work, including a visit to the contractor's facilities and to contact companies and people named to evaluate past performance of the bidder. The University reserves the right to reject any bid if the evidence submitted by, or investigation of, such bidder fails to satisfy the University that the bidder is qualified to carry out specifications of the contract and/or complete the work. Conditional bids shall not be accepted.
- f. Lack of responsibility as shown by past work judged from the standpoint of workmanship and progress.
- g. Being in arrears on any of its existing contracts with the State of Virginia or in litigation with the State of Virginia thereon or having defaulted on a previous contract with the State of Virginia.
2.6 An award of contract will not be made until the necessary investigations of the responsibility of the low bidders have been made.
2.7 The contractor shall indemnify and save harmless the University and all of its officers, agents, and employees against any claim or liability arising out of, from or based upon any contract or relationship the contractor may enter into with contractor's employees, vendors, suppliers, agents or independent contractors.
2.8 Each bidder shall, at the request of the University, furnish a complete financial statement showing the financial condition of the bidder.
2.9 A list of clients which have been or are being serviced now for a previous twelve (12) month period shall be submitted with bid by each vendor. The list of clients submitted shall be of the same size and nature as this contract depicts or at least be a cumulative equivalent.
2.10 A list of sub-contractors to be used in the execution of the services herein shall be provided with the bid submission. No change in sub-contractors, as listed, shall be allowed without written permission of the Building Services Superintendent, University of Virginia. Nothing in this section shall be construed as creating any contractual rights between any proposed sub-contractors and the University.
SECTION 3 SPECIAL PROVISIONS
3.1 The right is reserved by the University to reject any or all bids, and to waive any formal requirements as the interest of the University may require. No bidder may withdraw its bid within thirty (30) days after the formal opening thereof. Acceptance of any bid will be subject to approval of submittal data.
3.2 Bidder must allow sufficient time for all bids, either mailed or hand-carried to reach this office by the date and time indicated for the bid opening. Late bids, including those post-marked prior to the bid opening date will not be considered.
3.3 This contract is to be in force for a period of twelve (12) months, commencing January 2, 1985 and terminating on January 1, 1986.
Cleaning in each building will commence as follows:
| Clark Hall | January 2, 1985 |
| Alderman Library | January 2, 1985 |
| Health Sciences Library | January 2, 1985 |
| Clemons Library | January 2, 1985 |
3.3.1 The University shall have the option to extend the term of the contract for an additional twelve-month period from January 2, 1986 to January 1, 1987. Exercise of such option shall be made by the University, if at all, by written notice of same mailed or delivered to the contractor on or before July 1, 1985.
3.3.2 If the University elects to extend the contract to January 1, 1987 as described above, the University shall have the option to extend the term of the contract for an additional twelve-month period from January 2, 1987 to January 1, 1988. Exercise of such
3.4 The University shall have the right at any time to terminate the contract upon sixty (60) days written notice to the contractor and, if termination is under this provision, without further liability to either party.
3.5 In view of the policy of the University with respect to endorsement of products, materials or equipment of any manufacturer, the contractor shall not permit endorsements by photographs or written statements involving the University without prior written approval of the University through the Building Services Division.
3.6 All work under the contract shall be subject to inspection by the University's Building Services Division Superintendent, or his representative(s), in accordance with Section 5.10.5 to determine whether all phases of the contractor's performance are in strict compliance with all specifications. Absence of such inspection, or failure to detect noncompliance shall not relieve the contractor of responsibility for noncompliance.
3.7 Because of the acute shortage of parking space, the contractor's personnel will be required to park in those parking areas where assigned by the University, and be responsible for obtaining necessary parking permits through the Department of Parking and Transportation Services. Failure of contractor's employees to park their personal automobiles where assigned may result in parking violations or the vehicles may be towed and held until towing charges are paid, by contractor.
3.8 The University shall not be responsible for losses of contractor's supplies, tools, or equipment. The contractor shall be responsible for providing proper identification and security for such items at its own expense.
3.9 The contractor will be responsible for all damages to University property caused by his employees. Such damage shall be repaired promptly by the contractor to the satisfaction of the University at no expense to the University.
3.10 The contractor shall be responsible for payment for all of his payrolls including withholding taxes, social security, unemployment compensation insurance, and for payment of his public liability insurance and employee bonds.
3.11 Payment for services shall be made to the contractor once a calendar month within the normal payment period of the University, after receipt by the University of an invoice consisting of an original and two (2) copies in which the contractor certifies that all work for the month has be performed in accordance with the specifications and states the amount due. Each payment shall be only for documented services rendered. The same payment procedure shall remain the same for any annual contract thereafter.
- 3.12 Without in any way limiting the University's remedies at law or equity in the event of breach by the contractor, the failure of the contractor to perform the services specified, with the specified frequency, and according to the Specifications contained herein, shall constitute breach of contract by the contractor, entitling the University to any of the following remedies:
- (a) If the breach is substantial and is not cured by the contractor within 5 days after written notice by the University, the University may terminate the entire contract and recover all damages caused by the contractor's breach;
- (b) The University may hire another firm to perform the services which were not properly performed by the contractor, and require the contractor to reimburse the University for all amounts the University pays such other firm in excess of the contract price of the services, plus all additional expenses incurred by the University as a result of the contractor's breach.
- (c) The University may have its own maintenance employees perform the services which were not properly performed by the contractor, and require the contractor to reimburse the University for the wages paid University employees in excess of the contract price while performing the services, plus all additional expenses incurred by the University as a result of the contractor's breach; or
- (d) The University may deduct from the amount it owes the contractor the contract price of all services which were not properly performed by the contractor, plus any additional expenses incurred by the University as a result of the contractors breach.
(as used in this Section 3.12, the "contract price" for services not properly performed shall be calculated as the percentage of the total bid price for that item of service, as
- 3.13 The University reserves the right to modify the quantity or frequency of service needed in certain areas as circumstances may require. In the event that circumstances make such a modification necessary, the University may elect to either:
- (a) Require that the contractor submit in writing to the Department of Physical Plant a change order showing the change in man-hours required and the additional cost or credit shall reflect a percentage change in the cost as shown on the Schedule of Services and Prices equal to the percentage change in the quantity or frequency of service resulting from the modification; or
- (b) Use such price for the item of modified service as the University and the contractor may agree.
3.14 Any quantities of work to be done and materials to be furnished under the specifications are approximate only and the owner does not assume any responsibility that the final quantities shall remain in strict accordance with the estimated quantities, nor shall the contractor plead misunderstanding or deception because of such estimate of quantities or of the character, location of the work or other conditions pertaining thereto. The contractor shall perform a complete and finished job, whether the final quantities are more or less than those estimated.
3.15 The rights and duties of the contractor under this contract shall not be assigned or delegated without prior written consent of the University.
3.16 No specification herein contained shall be deemed waived and no breach excused, unless such waiver or consent shall be in writing and signed by the party claimed to have waived or consented. Any consent by any party to, or waiver of, a breach by the other, shall not constitute a consent to, waiver of, or excuse for any other different or subsequent breach.
3.17 This document, including all specifications herein contained, constitutes the entire Agreement between the contractor and the University with respect to the contractor's providing of custodial services for the University. This Agreement entirely supersedes and renders void all prior oral or written agreements between the parties. No waiver, modification, or amendment of any of the terms or specifications herein contained shall be effective unless set forth in writing and signed by the contractor and the University.
3.18 During the performance of this contract, the contractor agrees to comply with the provisions of the Virginia Fair Employment Contracting Act, a copy of which is attached hereto.
3.19 Before commencing custodial services, the contractor shall deliver to the University a performance bond in form approved by the University, covering all performance hereunder by the contractor; the performance bond shall be in the amount of the total annual contract price. The bond shall be delivered not more than fourteen (14) days after award of the custodial service contract. The sureties of all bonds shall be of such security company or companies as are approved by the University and are authorized to transact business in the Commonwealth of Virginia. In the event this contract is extended, the contractor shall furnish a new performance bond encumbering any
3.20 Applicable Law: This Agreement shall be governed by and construed in accordance with the laws of the Commonwealth of Virginia.
SECTION 4 SPECIAL PARAGRAPHS
4.1 Facilities provided for contractor's use: Storage space will be made available to the contractor for storage of a reasonable amount of his supplies and equipment to be utilized in the performance of this contract. The contractor shall assume responsibility for safekeeping of facilities provided for his use and shall take adequate precautions to prevent fire hazards, odors and vermin. At the completion of the contract, all facilities shall be returned to the University in the same condition as received, except for reasonable wear and tear. The contractor shall be held responsible for the cost of any repairs caused by negligence on his part or on the part of his employees. The University shall furnish water and electric power as necessary for the performance of the services described herein. The University will provide containers near each building for trash disposal.
- 4.2 Contractor furnished supplies and equipment: The contractor will furnish all supplies and material of reasonable quality including but not limited to the following. Contractor-furnished supplies will be compatible with existing holders, dispensers, racks, etc. All other materials and equipment necessary to perform this contract will be provided by the contractor:
- a. Paper Towels
- b. Toilet Tissue
- c. Plastic Trash Can Liners
- d. Deodorant Blocks
- e. Solid, Liquid, and/or Powdered Soap
- f. Walk-off Dust Mats
- g. Tools and supplies including snow shovels, calcium chloride and other items needed for the snow removal program.
4.3 Defective, damaged or inoperable items: The contractor shall report to the Building Service Division Superintendent Mr. James Smith, or his representative(s), Mr. Ronald Porter or Mr. Lawrence Keys, within 8 hours all damaged, clogged or inoperable drains and fixtures; or other conditions which prevent the proper performance of his duties.
4.4 Infestations: The contractor shall report all evidence of vermin infestation (e.g., cockroaches, waterbugs, bed bugs, lice, mites, ants, termites, mice and rats) to the Building Service Superintendent, Mr. James P. Smith.
SECTION 5 TECHNICAL SPECIFICATIONS
| GENERAL REQUIREMENTS (Description of Work) | 5.1 |
| STAFFING | 5.2 |
| Supervision | |
| Qualification of Supervisory Personnel | |
| Qualification of Other Contract Personnel | |
| SCHEDULE OF WORK | 5.3 |
| Quality Control Program | |
| Definitions | |
| Scheduling Work & Reporting Requirements | |
| Work Reports | |
| Frequency | |
| RESTROOMS | 5.4 |
| Cleaning | |
| Servicing | |
| Policing | |
| ROOM CLEANING | 5.5 |
| Walls and Partitions | |
| Dusting | |
| ENTRANCEWAYS AND CORRIDORS | 5.6 |
| Entranceways | |
| Corridors | |
| Miscellaneous Hardware | |
| Snow and Ice Removal | |
| Emergency Service | |
| FLOOR MAINTENANCE | 5.7 |
| Sweeping or Dust Mopping | |
| Damp Mopping and Spray Buffing | |
| Scrubbing and Wet Mopping | |
| Stripping | |
| Refinishing | |
| Carpet Vacuuming | |
| Carpet Cleaning | |
| STAIRWAYS AND ELEVATORS | 5.8 |
| Stairways | |
| Elevators | |
| WASTE COLLECTION AND REMOVAL | 5.9 |
| Waste Baskets | |
| Ash Receptacles | |
| Policing |
| MISCELLANEOUS | 5.10 |
| Venetian Blinds | |
| Drinking Fountains | |
| Light Fixture Cleaning | |
| Furniture Cleaning | |
| Inspection | |
| SCHEDULE OF SERVICES & PRICES | Attachment V |
SECTION 5
5.1 GENERAL REQUIREMENTS: The contractor shall provide custodial services as described herein. The "work" includes furnishing all labor, equipment, supplies, and materials. Custodial services applies to all designated spaces within the buildings which are bid including, but not limited to halls, rest rooms, office space, work areas, entranceways, lobbies, storage areas, elevators, and stairways. Custodial services shall include areas under furniture, furnishings, floor mats and runners. Methods specified shall be supplemented by hand operations to clean corners and locations inaccessible to the equipment. Should any area of operation not be satisfactory to the Building Services Superintendent upon completion of work, the contractor shall make the area satisfactory at the contractor's sole expense, whether or not labor beyond the hours prescribed, or other work, is necessary. All furniture and furnishings shall be restored to their proper locations after operations have been completed.
5.2 STAFFING: The contractor will provide sufficient work force to perform the specified services at the frequency indicated in the Schedule of Services and Prices.
5.2.1 SUPERVISION: The contractor shall arrange for satisfactory supervision of the contract work. The contractor, or his supervisor, shall be available at all times when the contract work is in progress; to receive notices, reports, or requests from the Building Services Superintendent or his representative. The contractor shall provide, in writing, to the Building Services Superintendent at least five (5) work days prior to contract start date, the names, telephone numbers, and addresses of on-site supervisors. The term "on-site supervisor"
5.2.2 QUALIFICATION OF SUPERVISORY PERSONNEL: All supervisory personnel engaged in directing the work to be accomplished under this contract shall possess at least two (2) years of recent (within the past five years) experience in directing cleaning-type operations in a supervisory capacity for buildings of the approximate size of the building(s) to be cleaned under this contract. A detailed resume containing the information specified below must be submitted to the Building Services Superintendent for approval prior to the assignment of any supervisors to the contract. Both new and replacement supervisors must meet these qualification standards.
- 1. The full name of the proposed supervisor.
- 2. A detailed description of the previous five years employment history of the proposed supervisor.
- 3. The names and addresses of the companies for whom the proposed supervisor worked for the past five years, along with the names and telephone number of his/her immediate superior.
5.2.3 QUALIFICATIONS OF OTHER CONTRACT PERSONNEL: The personnel employed by the contractor shall be capable employees, trained and qualified in custodial-type work. the building shall be fully staffed beginning the first day of work under the contract, and initially not less than 50% of the staff shall be trained and experienced cleaning personnel who will exhibit the capability of operating with the minimum of supervision. The remainder of the staff shall be fully
5.3 SCHEDULE OF WORK: The primary services shall be rendered between 12:00 noon and 10:00 p.m. except for service in the library areas of Clark Hall, Alderman, Clemons, and Health Sciences Library which must be rendered between 12 midnight and 8 a.m. there will be a minimum of one person on duty from 7:00 a.m. to 3 p.m. to service Alderman & Clemons Libraries, five days per week. Week-end cleaning and servicing of restrooms will be accomplished after 12:00 noon. Services will be performed at all times except for seven (7) officially observed University holidays.
- 5.3.1 QUALITY CONTROL PROGRAM: The contractor shall establish a complete quality control program to assure the requirements of the contract are provided as specified. Within five work days prior to the starting date of the contract, the contractor shall submit a copy of his program to the Building Services Superintendent. The program shall include, but not be limited, to the following:
- a) An inspection system covering all the services stated in the Schedule of Services section of this contract. A checklist used in inspecting contract performance during regularly-scheduled or unscheduled inspections. The names of the individuals who will perform the inspection.
- b) The checklist shall include every area of the operations serviced by the contractor as well as every task required to be performed.
- c) A system for identifying and correcting deficiencies in the quality of service before the level of performance becomes unacceptable and/or the University's inspectors points out the deficiencies.
- d) A file of all inspections conducted by the contractor and the corrective action taken. This documentation shall be made available to the Building Services Superintendent during the term of contract, and until such time as final payment is made.
5.3.2 DEFINITIONS: The following definitions shall apply to services under this contract:
5.3.3 Twice Daily: Services performed once in the morning and once in the afternoon (5), (6), or (7) days a week.
5.3.4 Daily: Services performed once in every 24 hour period, (5), (6), or (7) days a week as specified in Schedule of Services & Prices.
5.3.5 Every-Other-Day: Services performed on Monday-Wednesday-Friday schedule.
5.3.6 Twice Weekly: Service performed as scheduled on Mondays and Thursdays or Tuesdays and Fridays.
5.3.7 Weekly: Services performed once during each seven (7) day period with a minimum of 5 days between services.
5.3.8 Bi-Weekly: Services performed once during each fourteen (14) day period with a minimum of 10 days between services.
5.3.9 Monthly: Services performed during each calendar month at intervals of 28 to 31 days.
5.3.10 Quarterly: Services performed during the contract period at intervals of 80 to 100 days. The contractor shall endeavor to adhere to a 90 day interval. There shall be four quarterly servicings within
5.3.11 Semi-Annually: Services performed during the contract period at intervals of 160 to 200 days. It is to be considered that there are two semi-annual periods within the period of the annual contract. These services are subject to advance scheduling.
5.3.12 SCHEDULING WORK AND REPORTING ACCOMPLISHMENTS: Five work days prior to the contract starting date, and annually thereafter if options are exercised by the University, the contractor shall submit an annual schedule of all daily and periodic cleaning. The daily cleaning schedule shall include specific areas, days of week, and time of day work will be performed. Daily cleaning is defined as services performed every seven (7) days or more frequently. The periodic cleaning schedule shall include specific areas and dates. Periodic cleaning is defined as work required less frequently than once per week.
5.3.13 WORK REPORTS: The contractor shall submit to the Building Services Superintendent, or his representative, a daily work report of jobs performed for comparison with the scheduled requirements. The report will include all periodic work performed. Such reports will specify the location where the work has been completed, for example; that rooms numbered ____ have been stripped and refinished; that rooms ____ have been damp mopped and spray buffed; that high cleaning has been performed in rooms ____; etc. A section shall also be included in this report to cover the work proposed to be done the following work day. The Building Services Superintendent or his designated representative will examine the contractor's work and work report daily.
5.3.14 Frequency: Items of work and frequencies of accomplishment shall be in accordance with the Schedule of Services and Prices. Frequencies assigned within paragraphs of this specification shall have precedence over Schedule of Services and Prices.
5.4 RESTROOMS:
5.4.1 Cleaning: Restrooms shall be kept free from dirt, soil, graffiti, and stains.
5.4.1.1 Fixtures: Fixtures (washbasins, showers, urinals, toilets, etc.) shall be clean and bright; there shall be no dust, spots, stains, rust, mildew or excess moisture.
5.4.1.2 Toilets: The toilet bowl and seat shall be cleaned with a strong neutral germicidal soap solution. Bowl shall be scrubbed clean as far into the trap as possible and under the inside rim. Removal of stains with a soap grit or grit cake is allowed; however, the use of toilet bowl cleaners, acids, or strong alkalies which tend to damage glaze shall not be allowed. Cleaning shall include the seat, exterior of the tank, flushometer valve, polished piping, and exterior of the bowl.
5.4.1.3 Urinals: Urinals with a removable screen over the trap, and where the water level maintained by the trap is below the glazed portion of the fixture, shall have screen removed weekly and cleaned.
5.4.1.4 Floors & Walls: Restroom floors shall be swept and wet mopped daily. Floors will be scrubbed & sealed semi-annually. Traps shall be maintained free from odor at all times. Bi-weekly, all washable walls in restrooms shall be washed with a neutral soap solution. Such solution shall be removed with a damp, clean cloth or similar acceptable method. Washed surfaces shall present a clean
5.4.1.5 Miscellaneous: All mirrors, shelving, holders, dispensers, chromium fixtures and piping shall be damp wiped and polished. Sanitary napkins waste receptacles shall be emptied, cleaned and disinfected.
5.4.2 Servicing: Restrooms shall be inspected, resupplied and maintained for use. Paper towel waste receptacles shall be emptied. Holders and dispensers for paper towels, toilet paper, seat cover dispensers (where provided) and hand soap (liquid, powdered or cake) shall be filled, cleaned, and kept in good order.
5.5 ROOM CLEANING: The contractor shall prepare a work assignment plan and schedule subject to the approval of the Building Services Superintendent for the cleaning of general office space, file rooms, libraries, classrooms, laboratories, conference rooms, machinery rooms, storage rooms, administrative support spaces and other areas.
5.5.1 Walls and Partitions: Surfaces of walls and partitions shall present a clean appearance throughout, free of dirt, cobwebs, streaks or omissions. Wall surfaces behind furniture or equipment where space permits, shall be wiped, vacuumed or cleaned with narrow brushes. Both sides of glass walls, panels in partitions, interior doors, and transoms shall be cleaned and present a clean, glossy finish free of dirt marks and streaks.
5.5.2 DUSTING: Dusting shall be accomplished by the use of vacuum cleaners, clean cloths or yarn dusters. Dusting shall be performed to minimize dispersion of dust in the air. The dusting operation includes, but is not limited to furniture, radiators, cabinets, bankers Partitions, trim, ledges, wainscots, air conditioners, lamp
5.6 ENTRANCEWAYS AND CORRIDORS: Main lobbies, entranceways, corridors, hallways and passageways shall be policed daily.
5.6.1 Entranceways: Exterior doors, steps, stoops and sidewalks within 35 feet of the building shall be cleaned. Doors, door frames and door glass shall be washed or polished and present a clean appearance free from streaks, stains and hand marks. Concrete shall be swept. Carpet vacuumed daily & spot cleaned as need. Resilient floors shall be spray buffed daily, refinished as necessary to maintain satisfactory appearance. Door wells below grade shall be free from debris.
5.6.2 Corridors: Corridors and lobbies shall be cleaned according to frequencies shown on Attachment V. Hardwood floors shall be dust mopped, damp mopped and polished. Resilient floors shall be dust mopped initially, spray buffed, and dust mopped after buffing. Soil, markings and defacements shall be removed from all walls and interior doors. Carpets shall be vacuumed & spot cleaned daily.
5.6.3 Hardware: Door hardware, switch plates, and miscellaneous mounted hardware shall be cleaned weekly. Plastic, painted or lacquer-coated hardware shall be damp wiped. Hand marks and dirt shall be removed.
5.6.4 Snow and Ice Removal: In case of snow and ice conditions the Contractor shall call back or divert his force, or such part thereof
5.6.5 Emergency Service: The contractor shall provide service such as mopping or cleaning to keep all assigned areas safe, dry and neat. Emergency service includes cleaning up water or debris caused by inclement weather, precipitation, wind, broken or leaking pipes, sinks, toilets, or drinking fountains, mud or water tracked through buildings, and other occurrences requiring immediate correction, including snow and ice removal. Areas near doors and in corridors that become wet and dirty due to foot traffic during inclement weather shall be mopped as necessary to reduce safety hazards and to prevent damage or deterioration to the floor surface.
5.7 FLOOR MAINTENANCE: It is the intent of this contract to provide continuous good appearance of the floors.
5.7.1 Sweeping or Dust Mopping: This section applies to the floor areas of all assigned spaces. Floors shall be dust mopped so as to present a clean and orderly appearance with no loose dirt or streaks in evidence, including corners and places inaccessible to the mop. Surface accumulation of hardened dirt that cannot be loosened by other
5.7.2 Damp Mopping and Spray Buffing: Damp mopping shall be accomplished prior to buffing or floors. Floors shall be damp mopped using clean water or neutral detergent. Floors shall be buffed with a floor polishing machine when completely dry. All floors shall be left free from streaks, stains, and film. There shall be no splashes on walls, baseboards, furniture, surfaces, and furnishings. There shall be no mop strings left on the floor and surfaces shall be left dry.
5.7.3 Scrubbing and Wet Mopping: The least amount of water, soap solution, or water cleaner solution required to remove dirt and rinse floors shall be used. Flooding of floors shall be avoided at all times. Rinse water shall be changed frequently. Floors shall be mopped, rinsed, and dried in small areas at a time to reduce possible water damage. Extreme care shall be exercised to prevent the splashing of baseboards, furniture, books or other equipment with mop water, and to prevent water from seeping under furniture, baseboards, or equipment. Hard to reach places, such as corners which are inaccessible with the mop shall be carefully cleaned and dried by hand or other approved method. All mopped floors shall present a clean appearance free from streaks, smears, or dirt residue. All scuff marks and stains shall be removed. When floors cannot be
5.7.4 Stripping: The contractor will be required to perform one entire floor finish stripping and refinishing operation of areas specified in the schedules, within 90 days after the award of the Contract. This work shall be reflected in the work schedule specified to be submitted by the contractor prior to commencement of contract. All books and papers on low shelves will be covered with "drop" cloths to prevent damage.
5.7.5 Refinishing: The surface for refinishing shall be cleaned, stripped, and free of scuff marks or dirt smears. A minimum of two coats of floor finish conforming to Johnson's Complete or equivalent shall be applied, allowed to dry, and buffed with a electric disk polishing machine, using floor pads of a type suitable for the surface and as approved by the Building Services Superintendent. In applying floor finish the contractor shall ensure floor finish is not splashed on walls, baseboards, furniture, or other surfaces. If such material is splashed upon these surfaces, the contractor shall immediately remove same. In the event splashed floor finish or stripping or mopping solution leaves a permanent stain, the contractor shall be responsible for returning the area in question to a condition equal to that which existed prior to the operation. If necessary, this shall include repainting a section of wall to the satisfaction of the Building Services Superintendent. Any build-up of floor finish on floors next to walls or furnishings or on cove molding shall be
5.7.6 Vacuum Cleaning Carpets/Rugs: All carpeting and rugs shall be cleaned with an electric vacuum cleaner incorporating brushing or beating action.
5.7.7 Carpet and Rug Cleaning: All carpeted areas shall be cleaned (shampooed) within 90 days after award of the contract. Cleaned carpet shall be free of streaks, stains and spots and shall have a bright uniform color. Carpets shall be brushed against pile-lay with a stiff deck brush or other approved method to loosen soil nd open pile tufts in preparation for shampooing, followed by thorough vacuuming to remove soil prior to shampooing. Spots of ink, oil and other stains shall be removed without wetting the rug backing. Corners, stairs and areas under fixed equipment may be shampooed with hand brush. Cotton pile rugs, because of their tendency to flatten shall be deck brushed to erect the matted pile after initial shampooing and re-shampooed to effectively clean all sides of pile tufts. After the entire carpet is cleaned and vacuumed, erect the pile tufts by brushing against the pile-lay, with a suitable brush. Shampooing may be performed by either the dry or wet (including steam) methods as designated in the contractor's service plan (Section 5 para. 5.3.1).
5.7.7.1 Dry Method: Shampooing by this method is accomplished by use of powder-type cleaners (solvent saturated or detergent saturated sawdust). Sprinkle the dry powder liberally over the area to be cleaned and brush it into the rug or carpet, then vacuum thoroughly.
5.7.7.2 Wet Method: Shampooing by this method is best suited for
5.8 STAIRWAYS AND ELEVATORS:
5.8.1 Stairways: Hand railings, ledges, grills, fire apparatus, doors and radiators shall be dusted. Steps and landings shall be swept or vacuumed and damp mopped twice weekly. Flights include the landings and stairs or steps between landings.
5.8.2 Elevators: All surfaces in the interior of the car shall be cleaned including doors and crevices on the corridor side of the elevator, and all bright metal surfaces polished. Resilient floors shall be cleaned and spray buffed. Carpeted floors shall be cleaned and shampooed as specified in Para. 5.7.6., 5.7.7, 5.7.7.1, 5.7.7.2 as appropriate. Door tracks shall be cleaned and polished.
5.9 WASTE COLLECTION AND REMOVAL: Trash shall be placed in trash receptacles (dumpsters) as directed, as soon as possible after collection. Bags of trash shall not be left in passageways, or inside or outside of the buildings to create a nuisance or an eyesore. Trash shall not be allowed to blow around the grounds. Any trash dropped shall be immediately retrieved by the contractor and properly placed in the trash receptacle. Any liquids spilled in the process of trash removal shall be cleaned up immediately. Trash receptacles shall be kept closed and the areas around them shall be kept neat and clean by the contractor. The University shall provide receptacles (dumpsters) at each building site.
5.9.1 Waste Baskets: All waste baskets shall be emptied and boxes, cans, paper, etc., placed near the trash can for disposal shall be removed in a manner that will not cause dispersion of dust.
5.9.2 Ash Receptacles: All cigarette butt receptacles and ashtrays shall be emptied into fireproof containers.
5.9.2.1 Ashtrays: After emptying, all ashtrays shall be washed and polished.
5.9.2.2 Sand Type Containers: Trash and butts shall be strained and removed. Exterior of containers shall be cleaned and polished. Soiled sand shall be removed, the opening and exterior cleaned and the soiled sand replaced quarterly with fresh sand.
5.9.2.3 Other Type Containers: Containers shall be emptied and rinsed, the exteriors shall be cleaned and the funnel polished
5.9.3 Policing: The contractor shall pick up and deposit in available trash containers all trash such as paper, bottles, cans and miscellaneous trash (excluding tree leaves and debris resulting from storm damage) inside buildings and outside within 35 feet of all buildings, walks and trailers included in this contract.
5.10 MISCELLANEOUS:
5.10.1 Venetian Blinds: Venetian blinds shall be washed. Cleaning solution shall be used sparingly to prevent wetting and staining of tape. Cleaned venetian blinds shall be free of dust, stains, streaks and omissions. Special care shall be taken to prevent damage to operating mechanisms of blinds during the cleaning operations.
5.10.2 Drinking Fountains: Drinking fountains tops and plumbing hardware shall be washed by using a neutral soap solution which shall be removed by a damp clean cloth. Drinking fountain cabinet sides
5.10.3 Light Fixture Cleaning: All fixtures shall be washed and cleaned. The work includes washing globes, side panels, louvers, fixture frames, lamps, and light diffusers.
5.10.4 Furniture Cleaning: Chairs, sofas and couches with fabric covers shall be vacuumed and spot cleaned. Vinyl furniture will be cleaned with a neutral detergent or vinyl cleaner and will be free of dirt, streaks, smears, or omissions.
5.11 Inspections: Each phase of the services specified is subject to inspection during the contractor's operations and/or after completion of that phase. Should any defective or unaccomplished work be brought to the attention of the contractor by the Building Services Superintendent or an inspector, the contractor shall meet with the Building Services Superintendent, or his representatives, Mr. Ronald Porter or Mr. Lawrence Keys, to discuss the work in question within three (3) hours after notification of faulty performance. Work determined unsatisfactory by the Building Services Superintendent or his representative after the discussion, or the contactor's failure to discuss the work in question, will constitute a breach of contract by the contractor, and shall entitle the University to any one of the remedies mentioned in Section 3.12.
| Board of Visitors minutes January 31, 1986 | |