University of Virginia Library

SECTION 5 TECHNICAL SPECIFICATIONS

Table of Contents

                                       

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"

means, a person designated in writing by the day-to-day basis at the work site, and to accept and sign for notices of deductions, inspection reports, and all correspondence on behalf of the contractor when a contract manager is not specified.

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

trained and qualified within 30 days after the initial start date. All personnel will receive close and continuing first-line supervision by the contractor.

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.

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• 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

the period of the annual contract, subject to advance scheduling.

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

appearance free from streaks or water marks.

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

shades and miscellaneous office furniture, exposed switch box and panel tops, window and door ledges, baseboards, venetian blinds, drapes, and miscellaneous installed equipment on walls less than 84 inches above the floor. All dusted surfaces shall present a clean appearance, free of smears, streaks and omissions.

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

as is necessary, from their normal assigned duties to meet the condition. When these employees are no longer needed for the special work, they shall be directed by the contractor to return to their normal work. Snow and ice removal shall be accomplished to afford safe and ready access to all building entrances and exits within a distance of 35 feet from building entranceways. Ready and safe access shall be accomplished to permit building occupants to start and finish work on time and to permit visitors to come and go during the working day. Snow removal shall be accomplished in accordance with priority areas established by the Building Services Superintendent, Mr. James Smith.

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

means including washing shall be scraped and then shall be removed by dust mopping. It is intended that all dirt, dust, and surface contamination except embedded dirt and stains shall be removed by dust mopping method. Care shall be taken in the use of the dust mop, to prevent marring of baseboards, furniture or equipment. All sweeping of concrete except as noted otherwise shall be accomplished with soft hairbrooms, using a dust reducing sweeping compound.

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

satisfactorily cleaned otherwise, they shall be scrubbed by hand or machine. There shall be no mop strings left on the floor and surfaces shall be left dry. In cleaning unwaxed floors, use clean water in mopping areas where traffic and dirt accumulation is light. In areas where accumulation is heavier, use a detergent solution.

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

removed by the contractor. Any damaged caused by contractor's work force shall be paid for by the contractor.

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

carpets and rugs of man-made fibers. Avoid the use of soap, ammonia, washing soda or strong household cleaners. Aluminum disks or stiff heavy paperboard shall be placed under all legs of furniture and other equipment until the rug is dry to avoid staining from rust or dye. Wet shampooing shall be scheduled so that rugs are thoroughly dry prior to regularly scheduled working hours.

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

shall be wiped. Surfaces shall present a clean appearance, free of soil, markings, streaks, water marks and omissions.

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.