CITY OF HERCULES ATTACHMENT A - SCOPE OF SERVICES
JANITORIAL SERVICE CONTRACT Page 1
ATTACHMENT A: SCOPE OF SERVICES
JANITORIAL SERVICE CONTRACT
STANDARD OF CARE
A. Contractor shall furnish a crew of reliable and experienced custodians to perform all night custodial services or certain day custodial services as may be required to accomplish the custodial and building maintenance services. Contractor's employees shall not represent themselves as City of Hercules employees.
B. Janitors shall exercise reasonable care in performing all tasks and shall demonstrate a prideful attitude in their performance ensuring that the City's facilities are presentable to the Public.
C. Contractor shall schedule all work so as not to interfere with the activities of the City operations in the buildings or interfere with activities at individual facilities. Daily services will be performed after the close of each scheduled business day and before opening of the next business day as noted on the facility activity sheets. Work at the Centers will be performed after the days program has concluded, between the hours noted on the facility activity sheets.
D. Special Program activity schedules will be provided to Contractor in advance, so that the schedule for routine tasks can be modified.
E. All spot cleaning work shall be done so as not to create an unsightly condition on floor, wall, carpet, furniture, etc.
F. All papers, personnel equipment or other items on City desks, files, etc. if disturbed while janitors are performing routine dusting/cleaning in all office areas shall be replaced as found.
G. Blinds are to be left as found (windows should be closed if open).
H. Offices with Closed Doors shall not be entered.
I. Janitors are not authorized to use City telephones or other office equipment except in the event of an emergency. Unauthorized use shall be dealt with accordingly with all costs and charges deducted from security deposit and/or payments due the Contractor.
J. Contractor or Contractor's agent shall not bring any other person or persons into any City Facility unless that person or persons is duly authorized employee of Contractor.
K. Janitors' closets and storage areas shall be left in a neat and orderly condition. Mops shall be hung and not left in sink or mop buckets. Mop buckets shall be drained and rinsed after each use. All cleaning materials and solvents shall be properly stored so as not to create a hazard by way of spilling, falling or because of being close to a heat source. All consumable supplies shall be stacked/stored neatly on shelf or as appropriate.
L. Notices shall also be given on each facility advising of any irregularities observed during servicing, i.e., plumbing problems, burnt out lights, unlocked doors, unnecessary lights left
CITY OF HERCULES ATTACHMENT A - SCOPE OF SERVICES
JANITORIAL SERVICE CONTRACT Page 2
on, etc. Notice shall also be given if janitor is unable to perform required services and the reason thereof.
M. City representatives reserve the right to meet with the Contractor's on an as needed basis to review performance of work for all facilities. Contractor shall inform the City of the name of each employee and their assigned work sites prior to beginning work. If changes in personnel are needed as a result of sickness, vacations, or termination,
N. Contractor will fill out nightly a City provided check sheet acknowledging completed work.
RECYCLING
A. All trash and recyclables to be put in proper containers provided by the city. Do not empty into the trash any workstation containers or centrally located containers which are marked for recycling. Contractor shall notify the City’s Representative when you notice any workstation not separating recyclables.
EMPLOYEE SECURITY CHECKS
A. Contractor will be responsible for the security of the building at all times when they are occupying the building. This includes locking all doors and windows and setting the alarms.
B. All employees of the Contractor that will be entering into any of the city facilities to be cleaned, must be fingerprinted before commencing work. In addition, a background check will be conducted on each employee with costs to be covered by the Contractor.
Background check will be completed by the city prior to the employee working in City facilities. No substitutions will be allowed without at least a week prior notification to the Contract Manager except in the cases of the emergency call outs.
OPERATIONAL DETAILS
A. The Contractor shall ascertain that all his/her employees abide by the following:
1. Employees shall wear identification badges and a distinct uniform provided by the Contractor at all times while on the premises. Or they will be told to leave premises
2. Employees shall be of good integrity and character.
3. Employees shall not disturb any papers, boxes or other materials, except that in trash receptacles or designated areas for trash unless such material is properly identified as trash.
4. Employees shall report any property loss or damage to their supervisor immediately.
The supervisor shall report such damage within twenty-four (24) hours to the contracting agency, in writing, specifying the location and extent of the damage. Failure to report such damage, as required, may be construed as default of the contract.
5. Employees shall not open drawers, file cabinets or use any telephone except public pay phones unless given specific approval by the contracting agency. Employees shall not use any City equipment, e.g., computers, copiers, etc.
CITY OF HERCULES ATTACHMENT A - SCOPE OF SERVICES
JANITORIAL SERVICE CONTRACT Page 3
6. Employees shall not leave keys in the doors or admit anyone into any building or office who is not a designated employee of the Contractor. All doors which were locked upon entry will be immediately relocked.
7. Employees shall not clean or move copy machines or other office machines except when specifically requested.
8. Employees shall not remove any article or materials from the premises, regardless of its value or regardless of any employee’s permission. This is to include the contents of any items found in trash containers in or around the premises. Trash items are to be placed in the dumpsters or trashcans designated for those purposes.
9. Upon written request to the Contractor, any employee of Contractor who fails to abide by these or other rules established by the contracting agency will be immediately pulled off the job and replaced.
10. Contractor will report to the City Engineer, or his authorized representative, clogged or inoperable drains and fixtures, or other conditions which prevent the proper performance of their duties.
11. Contractor will report all evidence of vermin infestations (i.e., rats, mice, term ites, cockroaches, ants, bats, lice, mites, etc.) to the City Engineer, or his authorized representative, no later than the workday following the day the sighting was made.
12. Custodial personnel will practice acceptable personal hygiene and be free from communicable disease. No person who is affected with a communicable disease, or is a carrier of such disease, or is afflicted with boils, infected wounds or sores, or acute respiratory infection shall be permitted to be employed to provide custodial service.
13. Contractor will ensure cleaning operations are not offensive to the occupants of the buildings and that custodial service employees do not disturb papers on desks (cleaning of desktops is not required unless specified), open drawers or cabinets , or use telephones and/or computers. Contractor’s employees will not use private equipment, such as radios, during the performance of custodial services. The Contractor will ensure all property items found out of place (items found on floor or in restrooms and common use areas that obviously do not belong where found) are turned in the City Engineer, or his authorized representative.
14. Smoking is only permitted outdoors, twenty-one feet (21’) from doors or windows.
15. Prior to male or female custodial employees entering washrooms and restrooms designated for the opposite sex, arrangements will be made to have such rooms checked and cleared Washrooms and restrooms will be clearly marked “CLOSED” during the time of cleaning. The issue of a washroom or restroom not being cleaned because it is in use by a member of the opposite sex will not be a valid reason for the washroom or restroom not receiving the required services.
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JANITORIAL SERVICE CONTRACT Page 4
16. If it is necessary for the Contractor to use lights, it shall be his responsibility to be certain they are turned off at the completion of the work. Contractor shall be certain all doors are locked, including all exterior doors.
B. When hazardous conditions result from operations performed by the Contractor, such as mopping and waxing floors, standing signs shall be provided and placed to call the building occupants’ and visitors’ attention to the fact the area is affected by such hazard. Custodial employees shall not place mops, brooms, machines, and other equipment in traffic lanes or other locations in such manner as to create safety hazards. Appropriate, neat -appearing, well-kept signs to indicated “Danger,” “Hazardous Floor,” “Walk Left,” or “Walk Right,” as applicable, will be provided by the Contractor. Such signs will be displayed at all times where cleaning operations in progress necessitate the use of any equipment or supplies, such as buckets, wires, ladders, water, wax, etc., which may cause a traffic obstruction or personal hazard.
C. The Contractor shall always furnish and maintain sufficient equipment as necessary to perform the work of this contract. Such equipment shall be subject to the inspection and approval of the City Engineer or his designated representative.
1. All electrical equipment shall be third wire grounded and equipped with properly rated Underwriters Laboratory, Inc., approved 3- conductor electrical cord, permanently attached to the machine and equipped with proper fittings to operate from corridor outlets. Electrical machines shall not exceed the rated capacity of the circuits from which they are operated.
2. No City equipment shall be unplugged from receptacles to accommodate Contractor cleaning equipment.
PERFORMANCE STANDARDS
1. Empty wastepaper baskets
2. Empty outside Garbage Cans
3. Dust desks, chairs, counters, cabinets, and other furniture
4. Remove fingerprints from office partitions, doors, and walls
5. Dust all resilient floors with a treated mop
6. Vacuum all carpeted areas
7. Spot clean carpets
8. Spot clean floors
9. Clean and disinfect all restrooms
10. Clean and disinfect all locker rooms
11. Mop restroom floors
12. Mop break room floors
13. Place toilet articles in restrooms; supplied by the building
14. Clean and disinfect drinking fountains
15. Remove spots and fingerprints from glass entrance doors
16. Empty and clean ashtrays
A. The following are standards provided
1. Trash Removal. Trash receptacles will be emptied, cleaned and left dry, free of sludge, deposits, dirt, streaks and odors both inside and out. The term “trash receptacles” refers
CITY OF HERCULES ATTACHMENT A - SCOPE OF SERVICES
JANITORIAL SERVICE CONTRACT Page 5
to receptacles used for collection of wastepaper and debris, including swing top containers, wastebaskets and similar containers. All trash receptacles will have a new plastic trash can liner installed after the trash is removed and the receptacle cleaned. Besides removing and disposing of trash from trash containers, the Contractor will remove and dispose of trash in boxes, bags or other items marked “trash” and placed next to trash containers or in hallways. The Contractor will dispose of all trash and other waste collected in appropriate refuse containers for pick up and disposal by Contractor.
2. Floor Maintenance. Floors will be cleaned in accordance with the following standards to maintain safe, sanitary conditions, present a pleasing appearance, and to protect them from damage.
(a) Dust Mopping/Sweeping. A properly swept floor or stairway is free of all dust, streaks, dirt, cobwebs, grit, lint, and debris to include, but not limited to, corners, behind doors, under desks, tables, benches, other furniture (except permanently located equipment such as copiers and filing cabinets that have full floor bearing).
Removal of chewing gum and other foreign matter is considered a portion of sweeping.
(b) Damp Mopping. A satisfactorily damp mopped floor has an evenly cleaned surface that is free of dirt, dust, mop marks, smears, film, residue, streaks, debris, or other standing water. All mop marks on baseboards or furniture will be removed. When floors cannot be cleaned satisfactorily by damp mopping, they must be scrubbed.
(c) Vacuuming. A properly vacuumed floor, rug, carpet, and stairway is free of all dust, dirt, cobwebs, grit, lint and including but not limited to debris in corners, behind doors, under desks, tables, benches and other furniture (except permanently located equipment such as copiers and filing cabinets which have full floor bearing). Removal of chewing gum or other foreign matter is considered a portion of vacuuming. All facilities will be fully vacuumed weekly.
3. Walk-Off Mat Cleaning. A properly cleaned walk-off mat is free of dirt, streaks, stains and spots. Carpet -type entrance mats will be vacuumed to remove soil and grit and to restore resiliency of the carpet pile. Soil and moisture underneath entrance mats will be removed, and mats returned to their normal location.
4. Furniture Care. Properly cared for furniture and wall hangings will be free of surface dirt, dust, streaks, spots, smudges, oily film, lint, and cobwebs. Furniture includes desks, tables, chairs, bookcases, file cabinets, and other similar items.
5. Restroom Care. Restrooms cleaning shall consist of sanitizing and polishing all fixtures, restocking of dispensers, cleaning, and mopping of floor, emptying all receptacles & cleaning mirrors and counters
6. Breakroom Care. Breakrooms cleaning shall consist of Cleaning All Counters and Tables
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JANITORIAL SERVICE CONTRACT Page 6
using an anti-bacterial cleaner, restocking of dispensers, cleaning, and mopping of floor, emptying all receptacles.
8. Locker room Care. Locker room cleaning shall consist of Cleaning All Benches and chairs using an anti-bacterial cleaner, cleaning, and mopping of floor and emptying all receptacles.
9. High Dusting and Cobweb Removal all facilities will be kept free of dust and cobwebs in all areas
10. Glass Cleaning All Ground Level glass to be kept free of Fingerprints and smudges.
All High glass to be cleaned twice yearly
11. Entry Area garbage cans and Debris Empty entry area garbage cans and remove any trash in area.
HOLIDAY SCHEDULE
A. City scheduled holidays are as follows (except Patrol Division City Hall):
New Year’s Day
Martin Luther King, Jr., Day
President’s Day
Memorial Day
Independence Day
Juneteenth Day
Labor Day
Veteran’s Day
Thanksgiving Day
Day After Thanksgiving Day
Christmas Day
B. If service is scheduled on a city holiday, service will be provided the next workday before or after the scheduled holiday at the discretion of the City’s Representative.
END OF SCOPE OF SERVICES
Location Address Days Per
Week Days Bathrooms Break Rooms Vacuum
Rugs Mop Floors Locker
Rooms Dusting Trash Cans Glass
Outside
Garbage
Cans
1 City Hall 111 Civic Dr 5 Sunday - Thursday 5 1 x x x x x 4 2 PD Admin 111 Civic Dr 5 Sunday - Thursday x x x x 1
3 PD Patrol 111 Civic Dr 7 Sunday-Saturday 3 1 x x 3 x x 1 4 Senior Center 111 Civic Dr 7 Sunday-Saturday 2 x x x x 2 5 Library 109 Civic Dr 5 Monday- Friday 5 1 x x x 2
6 Community Center 2001 Refugio Valley Rd 7 Sunday-Saturday 2 x x x x x 2 7 Swim Center 2001 Refugio Valley Rd 7 Sunday-Saturday 2 2 x x 8 Hercules Teen Center 2007 Refugio Valley Rd 5 Sunday - Thursday 2 x x x x 9 Hanna Ranch Kidz Center 2470 Refugio Valley Rd 5 Sunday - Thursday 6 x x 10 Lupine Kidz Center 1905 Lupine 5 Sunday - Thursday 2 x x 11 Ohlone Kidz Center 201 Turquoise 5 Sunday - Thursday 2 x x
JANITORIAL SERVICE SCHEDULE
ATTACHMENT B
2000 feet
CITY FACILITIES FOR JANITORIAL SERVICE CONTRACT
ATTACHMENT C: LOCATION MAP