Property
Management Services for the
Southwest
Virginia Higher
Request for
Proposal Number MC022499
February
24, 1999
This
Request for Proposal (RFP) has been posted on Purchasing's website for your
convenience. Addenda and attachments are posted if issued. It is the firm's
responsibility to ensure that the entire RFP package, in its latest version, is
reviewed prior to submittal of a proposal. To receive a hard copy of the RFP or
addenda, please contact Becky Sims, Contracts Administrator, at 804-924-1346 or
email pur-rfp@virginia.edu . For questions about the content of the RFP,
contact the buyer listed in Section VI, Information about this RFP. Additional
information can be found on Purchasing home page: http://www.virginia.edu/~pams/rfp.html
I. Overview
of the RFP Process
The Rector
and Visitors of the
For ease of
reference, each firm receiving this RFP is referred to as a "firm"
and the firm selected to provide services for the University is referred to as
the "Selected Firm." This RFP states the instructions for submitting
proposals, the procedure and criteria by which a firm may be selected, and the
contractual terms by which the University proposes to govern the relationship
between it and the Selected Firm.
It is the
policy of the
II.
Background Discussion
The
Southwest Virginia Higher Education Center (SVHEC) is located at
In support
of its mission and in an effort to maintain the highest quality services for
its customers, the University seeks an experienced firm to manage the SVHEC's
new facilities.
III. Scope
of Goods and Services
It is the
University's intent to enter into an Agreement with the Selected Firm for
Property Management Services for the SVHEC to include those goods and services
necessary to help the University achieve its goals as outlined in this RFP. In
order to achieve this goal the Selected Firm may be requested to provide those
goods and services outlined in this section.
A.
Operations
The
Selected Firm will be responsible for Property Management Services which
include but not be limited to: the management of building functions; daily
maintenance and cleaning, coordination of all firms, suppliers, and services to
the building; contracting for building services; supervision of on-site
building operations and maintenance personnel; coordination of space planning,
demolition, and construction of new space requirements; budgeting and
monitoring overall building performance.
The
Selected Firm will recognize that services covered by the resulting Agreement
are vital to the SVHEC's mission and the services must be provided without
interruption by the Selected Firm throughout the term of the Agreement.
The
Selected Firm represents and warrants that it has sufficient physical
resources, is financially capable, and will remain able to provide the Property
Management Services necessary to meet the SVHEC's requirements and response
times specified.
1. General
a. The
Selected Firm will be fully responsible for management, operation, maintenance
and support operations of the property and systems in an efficient, economical
and reliable manner.
b. The
Selected Firm will provide all property management of the SVHEC,
administrative, and technical functions, necessary for the effective and timely
accomplishment of property management requirements. The Selected Firm will
develop Management/Operational plans to cover all functions for submission to
the SVHEC within ten days from award of an agreement. The Selected Firm will
provide the necessary staff and training required to perform property
management and operational functions, including the planning, scheduling and
allocation of resources.
c. Selected
Firm will prepare Scope of Service specifications and secure competitive bid
proposals for contracted services; negotiate and enter into all necessary
performance contracts; provide direct supervision and administer payment of the
services contracts. Routine contracted services will include but not be limited
to the following:
Access
Control Services
Landscape
Maintenance
Snow
Removal
Trash/Recycling
Removal
Custodial
Services
Elevator
Maintenance
HVAC
Maintenance
Life Safety
Monitoring
Window
Washing
Plumbing
Maintenance
Electrical
Maintenance
Maintenance
and Repair
Parking Lot
Maintenance
See
Attachment 4, Maintenance, Service and Cleaning Specifications for the minimum
expected level of service for contracted services.
d. The
Selected Firm will be responsible for estimating, planning, scheduling,
budgeting, authorizing, controlling and accumulating all costs and manpower
associated with property management activities, including procurement
functions.
e. The
Selected Firm will be responsible for providing projected and actual resource
data (i.e. cost of operations, materials, etc.) to the SVHEC, upon request, in
support of the SVHEC's budget process.
f. The
Selected Firm will develop and maintain a level of record keeping sufficient to
accomplish the above functions and provide comprehensive, timely, and accurate
reports to the SVHEC.
g. The
Selected Firm will furnish all necessary labor, supplies, materials, equipment
tools, repair or replacement parts, and supervision to satisfactorily perform
the work required under this contract.
h. As part
of the basic Property Management Services, the Selected Firm will provide
project management services for renovations and replacement of existing
building components and equipment necessitated by normal wear and tear,
premature failure, or obsolescence. These projects will include but are not
limited to: painting; wall covering; HVAC systems; lighting and electrical
systems; disassembly and/or assembly of systems furniture; and, repair or
replacement of other items in the SVHEC.
i. The
Selected Firm will provide all management, administrative, and technical
functions, including professional architectural/engineering services for
reimbursable building alternations, necessary for the effective and timely
accomplishment of projects identified during the management of the SVHEC's
property.
j. The
Property Manager will meet with the SVHEC as necessary to review and discuss
the operations of the building during the term of the resulting agreement.
2.
Administrative Services
The Selected
Firm will:
a. Create
and provide operating reports on a monthly basis. The reports will include a
computerized operating statement with actual and budgeted monthly and
year-to-date income and expenditures, variances from the budget, expenditure
analysis and performance reviews.
b. Provide
reports and updates on projects during regularly scheduled meetings with the
SCHEC.
c. Account
for and make payments on behalf of the SVHEC for operating expenses in
accordance with the approved budget.
d. As an
independent agent, employ, supervise and administer payrolls for all on-site
personnel charged with direct property operations.
e. Maintain
constant surveillance over actual and committed expenditures to assure
efficient control over operating account disbursements; utilize a purchase
order system to authorize, document and control those expenditures.
f. Obtain
signature approval for funding of repair expenditures exceeding $5000 prior to
commitment of that expenditure.
g. Maintain
accurate local records of all financial and operational transactions.
h. Prepare
special notices and general publications for distribution in the SVHEC
property.
3. Hours of
Operation
a. The
schedule of work hours for accomplishment of property management will conform
to the requirements of the property and the Selected Firm will in no way
interfere with the normal routine of the tenants.
b.
Custodial services are to be accomplished after normal business operating hours
between the hours of 11:00 p.m. and 7:00 a.m., Monday through Friday.
c.
Recognized holidays for the SVHEC are:
New Year's
Day
Memorial
Day
Independence
Day
Thanksgiving
Day
Day After
Thanksgiving
Christmas
Day
Should a
holiday fall on a weekend, the day designated by the SVHEC will be recognized
as the holiday. The Selected Firm will arrange their work and holiday schedule
to coincide with that of the SVHEC's scheduled holidays.
d. The
Selected Firm will be responsible for any necessary operation of equipment
during and after work hours to prevent damage to property or equipment by
extreme weather. Personnel responsible for the operation of the heating,
ventilation and air conditioning systems may be required to be available before
and after work hours for start-up and shutdown of HVAC equipment.
4.
Personnel
a. The Selected
Firm will have in its employ at all times a sufficient number of capable and
qualified employees to properly, adequately, safely, and economically manage,
operate, maintain and effectively provide the required Property Management
Services. The Selected Firm's personnel policies will be consistent with State
and Federal laws.
b. All
matters pertaining to the employment, supervision, compensation, promotion and
discharge of employees is the responsibility of the Selected Firm, which in all
respects will be the employer.
c. The
SVHEC may require dismissal from work at the SVHEC, any employee who is
identified as a potential threat to the health, safety, security, general well
being or operational mission of the SVHEC and its population.
d. After
work hours the Selected Firm will not permit access to the property to any
person other than those authorized personnel of the SVHEC, or the Selected
Firm's employees.
e. Selected
Firm's personnel will adhere to the facilities non-smoking environment. Smoking
will not be permitted inside the building at any time.
f. The
Selected will give proper consideration to employment of existing property
management personnel prior to searching for or interviewing for positions
needed to provide property management services to the SVHEC.
5.
Supervision
a. The
Selected Firm will ensure that all work required by this contract is
satisfactorily supervised. The Selected Firm will provide sufficient
supervision to carry out all the terms and conditions of this contract.
b. The Selected
Firm acknowledges and certifies that it understands that the following acts by
the Selected Firm, its employees, and/or agents performing services on state
property are prohibited:
The
unlawful manufacture, distribution, dispensing, possession or use of alcohol or
other drugs; and
Any
impairment or incapacitation from the use of alcohol or other drugs (except the
use of drugs for legitimate medical purposes).
c. The
Selected Firm further acknowledges and certifies that it understands that a
violation of these prohibitions constitutes a breach of contract and may result
in default action being taken by SVHEC in addition to any criminal penalties
that may result from such conduct.
6.
Identification
All
Selected Firm's personnel must be readily identifiable by uniform or by other
easily identifiable insignia, and carry identification cards with them while
visiting the property.
7.
Emergency Calls
a. An
emergency call is a report of a condition/failure constituting immediate danger
to personnel or property or failure of a critical building operating system.
This includes but is not limited to: fire, flooding, release of hazardous
materials, any breach of security, broken water pipes, stalled elevators with
or without trapped passengers, electrical power outages, electrical problems
which may cause fire or shock, gas or oil leaks, and major air conditioning or
heating problems. The Selected Firm will respond immediately to all emergency
calls.
b. For
circumstances which interrupt or otherwise adversely impact either property
operations or property occupant operations, the Selected Firm will respond
within 30 minutes from notification and remain on the job until the problem has
been resolved. Examples of these types of service calls include but are not limited
to, inoperative electrical circuits, temperature complaints, inoperative
lighting above a work station, flush valve stuck open, etc. In instances where
a service call cannot be resolved within 24-hours due to circumstances beyond
the Selected Firm's control, the Selected Firm will immediately notify the
SVHEC's representative of a mutually acceptable time and date corrective action
will be completed.
8. Safety,
Accident and Fire Protection
a. The
Selected Firm will insure that all activities on the property that are
conducted, supervised, managed or caused to occur by the Selected Firm comply
fully and completely with all applicable code and regulatory requirements for
personnel and workplace safety, accident prevention and fire safety.
b. Selected
Firm will provide at the property all protective devices and equipment required
by the nature of the work including but limited to eye and hearing protection,
hazardous materials handling and protective equipment.
c. The
Selected Firm will implement programs to ensure that the SVHEC complies with
local, State and Federal regulations and other regulatory agencies, as they
apply to the operation and maintenance of the SVHEC property.
d. The
Selected Firm will be responsible for instructing personnel in safe work habits
and requirements. The Selected Firm will also post copies of Material Safety
Data Sheets (MSDS) for all chemicals used in the property at the appropriate
location.
9.
Scheduled Work
a. The
Selected Firm will notify the SVHEC 48 Hours in advance of any work that will
require the interruption of services to the property. Interruptions to property
services should be kept to a minimum and those which affect the environmental
conditions in occupied portions of a property will be performed outside working
hours of the property occupants.
10. Keys
a. Only the
SVHEC can designate which of the Selected Firm's personnel will have access to
SVHEC property keys. Storage of access keys will be the sole responsibility of
the Selected Firm. A Key box will be maintained by the Selected Firm that is
organized and labels every key's use in the building.
b. If keys
are lost by the Selected Firm's personnel the cost of key and/or necessary lock
replacement to secure the SVHEC property will be paid by the Selected Firm.
Lost or stolen keys must be reported immediately to the SVHEC.
11.
Contract Procurement
a. All
contracts that the Selected Firm enters into for maintenance, repairs, goods
and services will be awarded on the basis of competitive procurements (quotes
and/or proposals) solicited as follows, based on the estimated cost of the
contract:
to $5,000
single quote, does not require competitive quotes;
$5,000 and
above solicit at least 3 valid sources (facsimile or written quotations.
12.
Customer Service
The
Selected Firm will provide superior customer service by:
a.
Identifying cost savings, efficiencies, and communicating them to the SVHEC.
b.
Developing and implementing a complaint resolution procedure.
c.
Providing emergency service on weekends, holidays and after hours so that the
SVHEC property has little or no disruption in required services.
d. Reusing
under utilized products or using environmentally friendly products.
e.
Developing and implementing a recycling, and paper reduction program.
f. Effectively
communicating with the SVHEC issues and potential problems before they become
major problems.
g.
Developing and implementing a thorough quality assurance program that measures
and reports performance to the SVHEC.
IV. Basis
of Selection
A. The
University will evaluate proposals and, if a firm is to be selected, select the
firm on the basis of:
1. The
firm's plan to assist the University with Property Management Services for the
SVHEC as discussed in Section II, Background Goals of the University, and
Section III, Scope of Goods and Services.
2. The
firm's relevant experience, qualifications and success in providing the goods
and services outlined in this RFP.
3. The
firm's references from institutions of higher education, and clients which are comparable
to the SVHEC.
4. The
firm's financial proposal including but not limited to discounts, service
charges and other charges.
5. The
quality of the proposal, specifically, responsiveness to requirements and
adequacy of information provided.
6. The contractual
terms which would govern the relationship between the University, SVHEC, and
the Selected Firm.
7. Any
other factors relevant to the firm's capacity and willingness to satisfy the
University and SVHEC.
V. Contents
of the Proposal
Proposals
should include information outlined in this section. Copies of proposals must
be sent to the Issuing Office, the Purchasing Department, Carruthers Hall, and
not to any other office or department whatsoever at the University of Virginia.
A.
Operations
1. Describe
how the firm plans to provide Property Management Services to the SVHEC which
is the primary goal of this RFP.
2. Provide
a plan of operation to achieve the objectives set forth in Section III, Scope
of Goods and Services.
3. Describe
how the firm plans to provide continuos uninterrupted service so that
operations will not be affected by property maintenance and service. Include a
description of how the firm will work with the University to provide emergency
service on holidays, weekends and after work hours.
4. Describe
how the Selected Firm will provide administrative service including:
a. How the
firm will report on expenditures, budget variances and operating costs.
b. How the
firm will communicate necessary purchases and expenses that exceed $5000.
c. Examples
of financial and operational records.
5. Describe
the firm's plan for customer service to include:
a.
Communicating potential problems, cost savings and efficiency opportunities.
b.
Providing an example of the firms complaint resolution procedure.
c. The
firm's quality assurance program and how performance is quantified and measured
for each operation. Provide examples of how service quality is measured and
reported for other clients. Show the typical response times for common
maintenance/service requests, including but not limited, to: hot-cold calls,
light bulb replacement, plumbing and electrical problems, etc
6. State
the firms willingness to give existing employees and subcontractors the first
opportunity to fill job openings and service contracts that will be necessary
to manage the SVHEC property.
7. State
the amount of time necessary for the firm to begin managing the SVHEC property.
Provide a timeline from award to a complete, fully operation Property
Management Services.
B. Firm Information,
Personnel, References
1. Provide
a brief history of the firm and its experience in property management programs.
2. Provide
information on those individuals assigned to work with the SVHEC including a
description of their experience in property management.
3. Provide
a list at least three of the firm's clients comparable to the SVHEC indicating
the length of service of each account. Include phone number and points of
contact. The University/SVHEC may contact and/or visit any of these accounts.
4. Provide
a list of all clients lost within the last three years which includes:
a. A
contact name and telephone number
b. Length
of service at the account
c. Reason
for the loss
5. A copy
of the firm's most recent audited financial statements.
C. Financial
Proposal
1. Describe
how the University will be charged for providing the Property Management
Service to the SVHEC. Include an explanation of what services are included in
the fee and examples of work that will constitute an additional fee.
2. Describe
how the firm will pay for required goods, services and utilities to manage the
property and the how the University will be invoiced for those goods and
services.
3. State
the firm's willingness to procure and pay for those required goods, services,
and utilities and request reimbursement from the University without a mark-up.
4. Describe
how the firm has provided cost savings to other clients that are comparable to
the SVHEC.
D.
Contractual Arrangements
1. Provide
the University with any form or contract the University may be requested to
sign.
2. State
the firm's acceptance of Attachment 1, Mandatory Contractual Provisions.
3. State
the firm's acceptance, with any proposed modifications, of Attachment 2,
Preferred Contractual Provisions.
E. Site
Visits
It may be
necessary or desirable for the University's evaluation team of less than ten
people to travel to a site chosen jointly by the firm and the University/SVHEC
to view its operation. Each firm will indicate whether it will reimburse the
University for the reasonable and actual expenses (travel, lodging, meals,
etc.) incurred by the University for its travel.
F. Other
Information
Provide any
other information which the University should consider in evaluating the firm's
proposal.
VI. Information
about this RFP
A.
Procurement Schedule
Here is a
brief schedule for this procurement, specifying the important dates and
milestones:
Issue Date
of RFP
02/24/99
Oral
Presentations & Negotiations
03/31/99
Preproposal
Conference
03/08/99
Contract
Award
05/01/99
Deadline
for Receipt of Proposals
03/18/99
B. Issuance
of RFP and Questions
The Issuing
Office for this RFP is:
Purchasing
Department
University
of Virginia
1001 North
Emmet Street
P.O. Box
9008
Charlottesville,
Virginia 22906
Attention:
John McHugh
Telephone:
(804) 924-4214
Fax : (804)
982-2690
TDD : (804)
982-HEAR
Email:
jm7v@virginia.edu
Any
questions concerning this RFP will be directed to John McHugh as listed above
and not to any other person at the University. The University will determine
whether any addenda should be issued as a result of any question or other
matters raised.
C.
Preproposal Conference
A
conference for firms receiving this RFP will be held on Monday, March 8, 1999
at 1:00 p.m.. in tiered executive auditorium at the Southwest Virginia Higher
Education Center in Abingdon, Virginia. Attendance at this conference is
advised if your firm wishes to raise any questions in connection with this RFP.
The University intends to present general information which may be helpful in
the preparation of proposals and to offer firms the opportunity to ask
questions concerning this RFP. No firm may have more than two representatives
present at the Preproposal Conference.
Firms
planning to attend the Preproposal Conference should notify Becky Sims, (804)
924-1346, no later than 3:00 p.m. EST on Thursday, March 4, 1999 of the names
and titles of the individuals who will attend.
D. Proposal
Deadline
All
proposals must be received at the Issuing Office by 3:00 p.m., Thursday, March
18, 1999. Seven copies of each proposal must be provided in individual, bound
volumes.
E. Oral
Presentations and Negotiations
An oral
presentation by two or more firms may be required after written proposals are
received by the University and SVHEC. If the University and SVHEC requires such
a presentation, the Issuing Office will schedule a time and place. Each firm
should be prepared to discuss and substantiate any of the areas of the proposal
it submitted, its own qualifications for the services required and any other
area of interest relative to its proposal. Oral presentations and negotiations
are tentatively scheduled for Wednesday, March 31, 1999.
F.
Communications Between the University and the firms Regarding This Request for
Proposal.
Informal
Communications
From the
date of receipt of this Request for Proposal by each firm until a binding
contractual agreement exists with the Selected Firm and all other firms have
been notified, or when the University rejects all proposals, informal
communications regarding this procurement will cease. Informal communications
will include but not be limited to:
1. Requests
from the firms to any department at the University or SVHEC, with the exception
of Purchasing for information, comments, speculation, etc.;
2. Requests
from any department at the University or SVHEC, or any employee of the
University or SVHEC, with the exception of Purchasing for information,
comments, speculation, etc.
Formal
Communications
From the
date of receipt of this Request for Proposal by each firm until a binding
contractual agreement exists with the Selected Firm and all other firms have
been notified, or when the University rejects all proposals, all communications
between the University and the firms will be formal, or as provided for in this
Request for Proposal, or as requested by Purchasing. Formal communications will
include but not be limited to:
1.
Preproposal Conference
2. Oral
presentations
3. Site
visits, Interviews, etc.
Any failure
to adhere to the provisions set forth in Informal Communications and the Formal
Communications sections above may result in the rejection of any firm's
proposal or cancellation of this RFP.
G.
Formation of the Agreement with the Selected Firm
All
proposals received will be carefully evaluated by the University and SVHEC. The
University and SVHEC will then select two or more firms deemed to be fully
qualified and best suited among those submitting proposals, on the basis of
evaluation criteria described in this RFP. The University will then conduct
negotiations with each of these firms. After negotiations have been conducted,
the University and SVHEC will select the firm which, in its opinion, has made
the best proposal. The University will award the contract to the Selected Firm
by either of these methods:
1. Accept
the proposal as written by issuing a written notice to the Selected Firm which
refers to this RFP and accepts all or part of the proposal submitted in
response to it and/or any addenda submitted during the negotiation process; or
2.Execute a
mutually satisfactory written agreement based on this RFP, the proposal
submitted, and the negotiations concerning these.
3. If the
University determines in writing and in its sole discretion that only one firm
is fully qualified, or that one firm is clearly more highly qualified than the
others under consideration, it may decide to negotiate and award a contract to
that firm.
Because the
University may use alternative (1) above, each firm must include in its written
proposal all requirements, terms or conditions it may have, and should not
assume that an opportunity will exist to add such matters after the proposal is
submitted.
Firms
should also note that, as described in Section H, Provisions Deemed Included in
the Proposal, certain matters will automatically be deemed part of the
proposal.
H.
Provisions Deemed Included in the Proposal
The
University and SVHEC will consider each proposal to include not only the
matters expressly stated in the proposal as requested in Section V, Contents of
the Proposal, but also other provisions which consist of two different types:
those which are "mandatory" and cannot be changed by a firm in its
proposal; and those which are "preferred" by the University and SVHEC,
but which a firm may wish to alter by expressly and specifically so stating in
its proposal.
The
University includes mandatory provisions so that all proposals will be governed
by the same basic contractual terms. The University encourages any firm which
feels that a mandatory provision is unreasonable to contact the University
before proposals are due so the University can consider amending the provision.
The University includes preferred provisions so that any difference between the
firm and the University's preferred contractual provisions can be considered
during the University's evaluation of proposals.
1.
Mandatory Provisions
Each
proposal received by the University in response to this RFP will automatically
be deemed to include the firm's agreement to the provisions of (a) and (b)
below. Although such provisions will govern the firm's proposals as submitted,
the University and one or more firms may later mutually agree to amend such
provisions, such as when additional time is needed to consider proposals, or
when contractual negotiations or performance indicate that such amendments are
appropriate.
a. The
proposal constitutes an offer by the firm which will remain open and
irrevocable for a period of 120 days from the deadline for submitting proposals
as stated in Section C, Proposal Deadline
b. If
selected by the University, the provisions governing the firm's performance
will include all the provisions of Attachment 1, Mandatory Contractual
Provisions.
2.
Preferred Provisions
Unless a
firm expressly and specifically provides otherwise in its written proposal, the
proposal received by the University in response to this RFP will automatically
be deemed to include the firm's agreement to these provisions:
a. The firm
consents to the University contacting and obtaining any information relevant to
this RFP from the references and others identified by the firm in its proposal,
as well as from any other persons, firms, or organizations which the University
wishes to contact; and
b. If
selected by the University, the provisions governing the firm's performance
will include all the provisions of Attachment 2, Preferred Contractual
Provisions.
I.
Rejection of Proposals
The
University reserves the right to reject any or all proposals received.
Nonacceptance of a firm's proposal will mean that one or more proposals were
deemed more advantageous to the University or that all proposals were rejected.
Firms whose proposals are not accepted will be notified after a binding
contractual agreement between the University and the Selected Firm exists, or
when the University rejects all proposals.
J. Virginia
Freedom of Information Act
Except as
provided below, once an award is announced, all proposals submitted in response
to this RFP will be open to the inspection of any interested person, firm or
corporation, in accordance with the Virginia Freedom of Information Act. Trade
secrets or proprietary information submitted by firms as part of its proposal
will not be subject to public disclosure under the Virginia Freedom of
Information Act; however, the firm must invoke the protections of this section
prior to or upon submission of its proposal, and must identify the specific
data or other materials to be protected and state the reasons why protection is
necessary. Firms may not request that its entire proposal be treated as
proprietary information.
Attachment
1
Mandatory
Contractual Provisions
A.
Nondiscrimination
During the
performance of this Agreement, the Selected Firm will comply with the contract
provisions contained in Section 11-51 (1) & (2) of the Code of Virginia or
any successor provisions which may be applicable to this Agreement.
B. Conflict
of Interests
The
Selected Firm represents to the University that its entering into this
Agreement with the University does not entail any violation of the Virginia
State and Local Government Conflict of Interests Act.
C.
Assignment
Neither
party to this Agreement will have the right to assign this Agreement in whole
or in part without the prior written consent of the other.
D. Amendments
No
amendment of this Agreement will be effective unless it is reduced to writing
and executed by the University's Director of Purchasing and by the individual
signing the Selected Firm's proposal or by other individuals named by either
party as specified in Section E, Notices below. If the Selected Firm deviates
from the terms of this Agreement without a written amendment, it does so at its
own risk.
E. Notices
All notices
will be given in writing and deemed given when delivered to, or deposited in
the U.S. Postal Service mail, certified mail return receipt requested, and
addressed to the other party as shown below.
If to the
University:
Eric N.
Denby, C. P. M.
Director of
Purchasing
Carruthers
Hall
University
of Virginia
1001 North
Emmet Street
P.O. Box
9008
Charlottesville,
Virginia 22906
If to the
Selected Firm:
The person
signing the Selected Firm's proposal in response to the University's RFP, at
the Selected Firm's address indicated in such proposal; or to such other person
or address as either may designate for itself in writing and provide to the
other.
F.
Independent Firm
The
Selected Firm will not be an employee of the University, but is an independent
firm. The Selected Firm will indemnify and hold harmless the Commonwealth of
Virginia, the University, and the employees and agents of each with respect to
all withholding, Social Security, unemployment compensation and all other taxes
or amounts of any kind relating to employment of the persons providing services
to the University with respect to this Agreement. Nothing in this Agreement
will be construed as authority for the Selected Firm to make commitments which
will bind the University or SVHEC, or to otherwise act on behalf of the
University or SVHEC, except as the University or SVHEC may expressly authorize
in writing.
G. Worker's
Compensation and Employers Liability
The
Selected Firm will comply with all federal regulations pertaining to Worker's
Compensation Requirements for insured or self-insured programs.
H.
Drug-Free Workplace
The
Selected Firm, its agents and employees are prohibited, under the terms of this
Agreement and the Commonwealth of Virginia, Department of Personnel and
Training Policy Number 1.02 executed by Governor Lawrence Douglas Wilder on
July 1, 1991, from manufacturing, distributing, dispensing, possessing, or
using any unlawful or unauthorized drugs or alcohol while on University
property.
Attachment
2
Preferred
Contractual Provisions
A. Goods
and Services
During the
term of this Agreement, the Selected Firm will provide for the University the
goods and services offered to the University by the firm in its proposal and/or
any addenda to its proposal and as specified by the University when it selected
the firm.
B. Term of
Agreement
The term of
this Agreement will be for two years, with an option for renewal by the
University, if agreeable to the Selected Firm on the same terms and conditions,
for eight additional one year terms. The University and SVHEC will conduct an
annual evaluation of the Selected Firm at least 180 days prior to each renewal
and if the Selected Firm, the University and SVHEC mutually agree to the
renewal terms the Agreement will be renewed.
C. Contract
Administrator
The
University will identify a Contract Administrator for any Agreement which
results from this RFP. The individual will be the point of contact at the
University for day-to-day operations, but cannot approve amendments to the
Agreement or price changes.
D. Waiver
No waiver
of any right will be deemed a continuing waiver, and no failure on the part of
either party to exercise wholly or in part any right will prevent a later
exercise of such or any other right.
E.
Indemnification
The
Selected Firm will indemnify and hold harmless The Commonwealth of Virginia,
The Rector and Visitors of the University of Virginia, the Board of Trustees
and the Southwest Virginia Higher Education Center, and their agents, employees
and officials from any and all costs, damage or loss, claims, liability,
damages, expenses (including, without limitation, attorneys' fees and expenses)
caused by or arising out of the performance or non performance of the Agreement
by the Selected Firm.
F.
Governing Law
This
Agreement will be governed in all respects by the laws of the Commonwealth of
Virginia.
G.
Termination
If the
Selected Firm fails to provide quality goods and services in a professional
manner, solely as determined by the University and SVHEC, and, upon receipt of
notice from the University, does not correct the deficiency within a reasonable
period of time, not to exceed 30 calendar days unless otherwise agreed to by
both parties, the University reserves the right to terminate this Agreement by
giving written notice to the Selected Firm.
H.
Non-Appropriation
Funding for
any Agreement between the University and SVHEC and a Selected Firm is dependent
at all times upon the appropriation of funds by the Virginia General Assembly
and/or any other organization of the Commonwealth authorized to appropriate
such funds. In the event that funding to support this Agreement is not
appropriated, whether in whole or in part, then the Agreement may be terminated
effective the last day for which appropriated funding is available.
I. Right of
Audit
The
University reserves the right to audit or cause to be audited the Selected
Firm's books and accounts regarding the University' and SVHEC's account at any
time during the term of this Agreement and for five years thereafter.
J.
Contractual Claims
This
Agreement is subject to the University's policy on Contractual Claims which is
provided as Attachment 3, Procedure for Resolution of Contractual Claims.
K.
Insurance
Listed
below is the insurance which the Selected Firm must maintain under any
Agreement resulting from this RFP. Each Firm will propose insurance which meets
or exceeds the needs of the University. No Agreement will be executed by the
University until the Firm satisfies the insurance requirements of the
University. The Selected Firm will be required to provide the University with a
valid Certificate of Insurance before providing any goods or services to the
University. The University reserves the right to approve any insurance proposed
by the Selected Firm.
Commercial/Comprehensive
General Liability:
The
Selected Firm and any Subcontractor will provide a minimum Limit of Liability
for bodily injury and property damage of $500,000 per person/occurrence with
coverage for:
{X}
Premises/Operations {X} Premises Completed/Operations
{X}
Independent Firms {X} Personal Injury
{X}
Property/Fire Legal {X} Additional Insured*
Automobile
Insurance:
The
Selected Firm and any Subcontractor will provide a minimum Limit of Liability
for bodily injury of $100,000/$300,000 per person/occurrence and property
damage of $100,000 per occurrence with the following coverages for vehicles
operated by their employees.
{X} Any
Automobile
Additional
Insured:
The
University and SVHEC requests to be named as an Additional Insured, the proper
name is: "The Commonwealth of Virginia, and the Rector and Visitors of the
University of Virginia, its officers, employees and agents."
L. Favored
Nations
The
Selected Firm represents that the prices, terms, warranties, and benefits
specified in its proposal are comparable to or better than the equivalent terms
being offered by the firm to any present customer.
M. The
University's Authorized Representatives
The only
persons who are or will be authorized to speak or act for the University or
SVHEC in any way with respect to this Agreement are those whose positions or
names have been specifically designated in writing to Selected Firm by the
University's Director of Purchasing.
N.
Purchasing Manual
This
Agreement is subject to the provisions of the Commonwealth of Virginia
"Purchasing Manual for Institutions of Higher Education and Their
Firms" and any subsequent revisions, which is available on Purchasing's
web site at: http://www.virginia.edu/~pams/purman.html
O.
Subcontractors
Any
subcontracts or agreements that the Selected Firm enters into with a
subcontractor will not create a contract between the University or SVHEC and
the Subcontractor.However, any subcontract or agreement entered into by
Selected Firm in connection with its performance will required that the
subcontractor be bound by and subject to all of the terms and conditions of
this RFP and the resulting agreement. No assignment or subcontract will relieve
the Selected Firm from its obligations to the University and SVHEC or bind the
SVHEC or the University to any terms or conditions other than those contained
in this RFP and the resulting agreement with the Selected Firm.
The
Selected Firm will be responsible for assuring that all subcontractor's
maintain insurance throughout the term of the agreement and will establish a
tracking system to insure compliance of insurance requirements. The Selected
Firm must thoroughly screen (including police clearance), as permissible by
law, the subcontractor or cause the subcontractor to screen it's employees and
furnish subcontracted employees with a picture identification badge to be worn
at all times.
P.
Appearance of Employees
All
employees of the Selected Firm will be neatly attired in uniform at all times.
The Selected Firm's employees will not come on University property under the
influence of alcohol or drugs. The Selected Firm's employees who are found on
University property with either alcohol or drugs in their possession or under
the influence will be removed on the spot and will not be allowed to return.
Q. Damage
and/or Theft of Property
The
Selected Firm will be responsible for any loss or damage to property including
money, securities, merchandise fixtures, and equipment belonging to the
University or to any other person or organization to such extent as the
University is legally liable for such loss or damage if any such loss or damage
was caused by an employee while such employee is on the premises of the
University as an employee of the firm. The Selected Firm's employees will not
be permitted to use telephones in the University's buildings.
Attachment
3
Procedure
for Resolution of Contractual Claims
Section
11-69 of the Virginia Public Procurement Act requires firms with the University
to submit any claims, whether for money or other relief, in writing no later
than 60 days after final payment, however, written notice of the firms
intention to file such a claim will have been given at the time of the
occurrence or beginning of the work upon which the claim is based.
The
University's procedure for deciding such contractual claims is:
A. The
Selected Firm must provide the written claim to:
Director of
Purchasing
University
of Virginia
1001 North
Emmet Street
P. O. Box
9008
Charlottesville,
Virginia 22906
B. Although
the Selected Firm may, if it chooses, attempt to resolve its claim by dealing
with a University department other than the one stated in Section A above, the
Selected Firm must submit any unresolved claim in writing no later than 60 days
after final payment to the Director of the Purchasing Department if it wishes
to pursue its claim.
C. Upon
receiving the written claim, the Director of the Purchasing Department will
review the written materials relating to the claim and decide whether to
discuss the merits of the claim with the Selected Firm. If such discussion is
to be held, the Director of the Purchasing Department will contact the Selected
Firm and arrange such discussion. The manner of conducting such discussion will
be as the Director and the Selected Firm mutually agree.
D. The
Director of the Purchasing Department will mail his or her decision to the
Selected Firm within 60 days after receipt of the claim. The decision will
state the reason for granting or denying the claim.
E. The
Selected Firm may appeal the decision to:
Chief
Contracting Officer
University
of Virginia
Carruthers
Hall
1001 North
Emmet Street
P.O. Box
9008
Charlottesville,
Virginia 22906
by
providing a written statement explaining the basis of the appeal to the Chief
Contracting Officer, within 15 days after the Selected Firm's receipt of the
decision.
F. Upon
receiving the written appeal, the Chief Contracting Officer will review the
written materials relating to the claim and decide whether to discuss the
merits of the claim with the Selected Firm. If such discussion is to be held,
the Chief Contracting Officer will contact the Selected Firm and arrange such
discussion. The manner of conducting such discussion will be as the Chief
Contracting Officer and the Selected Firm mutually agree.
G. The
Chief Contracting Officer will mail his or her decision to the Selected Firm
within 60 days after the Chief Contracting Officer's receipt of the appeal. The
decision will state the reasons for granting or denying the appeal.
Attachment
4
Maintenance,
Service and Cleaning Specifications
Exterior
Landscaping
General
1. All work
will be performed by trained, property supervised personnel in accordance with
generally accepted horticultural practices. All chemicals will be applied by
licensed personnel only.
2. Adequate
personnel and equipment will be provided to permit the timely completion of all
operations. Landscape debris (grass clippings, etc.) will be removed from the
site by the Selected Firm's landscape vehicles at the end of each day at the
Selected Firm's expense. The Selected Firm will comply with all state and local
rules and regulations for the disposal of such debris at the Selected Firm's
expense.
3. The
Selected Firm will be responsible for the repair of any and all damages
resulting from its activities while working on-site. If the Selected Firm is
not able to make all required repairs, the University will contract for the
repairs necessary and deduct the costs from the Selected Firm's monthly
invoices.
Turf
Maintenance
The
Selected Firm will begin mowing in March, and mowing will be done frequently
enough that grass does not exceed 3" in height. Litter and debris will be
removed from turf areas prior to mowing, and clippings will be raked up and
removed from turf areas, shrub beds and tree rings. Areas around posts, signs,
buildings and trees will be trimmed to the same height as the lawn. Edging will
be performed as needed to maintain a desired edge between turf and mulch or
pathways. Grass and weeds are to be continuously removed from racks and joints
in all works and curbs, and all clippings will be cleaned off paved areas after
mowing and edging.
The
Selected Firm will regularly monitor all turf areas for all insect, disease and
weed infestations and treat as needed. The Selected Firm will be responsible
for replacement and maintenance of all turf areas damaged as a result of pest
and disease problems at the Selected Firm's expense with sod to match the
surrounding healthy turf.
Turf will
be fertilized in March, June and November. Core aerating, dethatching and
overseeding will be done in September. Mulching of all beds will be done in
early spring, and rejuvenated in mid-summer by raking. All beds and planting
areas will be kept weed-free at all times.
Pruning
All woody
plants, vines, ivy and hedges will be pruned as necessary to maintain a neat
and trim appearance. Rejuvenation pruning of hedges, ornamentals and shrubs
will be performed in winter to maintain the shape and ensure the health of the
plants. Spring-flowering shrubs will be pruned immediately after blooming.
Shrubs that flower in summer will be pruned in late fall, early winter or early
spring. Trees will be pruned or remove all dead and diseased wood, broken
branches and crossovers.
Rotations
Seasonal
plants will be installed in early summer and early fall. Fall rotations will
include spring bulbs. Quantities, plant types and planting areas to be
determined by the SVHEC.
Watering
Turf,
plants, and trees will be watered weekly when less than one inch of rainfall
occurs in a seven day period.
Snow
Removal
Service
The
Selected Firm will provide the necessary manpower and equipment to clean
designated areas on a Time & Material basis. Hourly rates will begin upon
arrival on site and will continue until operations are complete. Material used
for deicing will be non-destructive and non-injurious to parking lot pavements,
sidewalks, ramps, stairways, lawn, shrubbery, ivy beds, and ground cover.
Materials will comply with all federal, state, and local regulations.
The
Selected Firm will arrive on site at the commencement of each storm when frozen
precipitation is no more than one inch accumulation unless otherwise instructed
by the University or SVHEC. The Selected Firm will clean snow from all parking
lots, driveways, and walks in a manner not to obstruct fire hydrants, fire
exits/lanes and building entrances. The Selected Firm will not pile snow that
would impede driving visions, or store snow in more than fifteen percent of the
parking spaces. If requested, the Selected Firm will make subsequent visits to
the site to treat ice patches that may refreeze due to wet pavements or
standing water. In the event of "blizzard condition" or heavy
snowfall, the Selected Firm will keep all entrances, driveways, parking lots,
fire lanes and buildings open and passable.
The
Selected Firm will be bonded and be responsible for all on-site employees to be
in compliance with all state and local licensing requirements as well as
wearing safety/protection clothing while performing said services.
Trash
Removal and Recycling Services
Trash
Service
The
Selected Firm will provide all labor, tools, equipment, containers (number of
containers provided by managing agent), and pick-up and hauling services
necessary for the complete and satisfactory performance of the refuse
collection services. In addition, the Selected Firm will maintain the
containers in good working order and appearance, repair or replace damaged
containers to the satisfaction of the managing agent without interruption of
scheduled pick-ups. The Selected Firm will be responsible for all costs
associated with the rules and regulations to adhere to all Federal, State, and
local laws for refuse disposal.
Scheduled
Pick-Ups
Regular
trash is to be picked-up five days per week (Monday through Friday). Recycling
is to be picked-up three days per week (Monday, Wednesday, and Friday).
Additional pick-ups are also available for special circumstances on a 24 hour
advanced notice.
Recycling
Service
The service
standards listed above also apply to recycling. Paper and cardboard recycling
is recommended. Cans and bottle recycling is optional. The Selected Firm will
be required to comply with all recycling rules and regulations as set forth in
the Virginia State Agency Recycling Collection Program Planning Guidelines,
issued June 28, 1991, as well as all programs and plans developed by the
Virginia Department of Waste Management.
Day Porter
Service
The
Selected Firm will furnish one full-time uniformed day person on a 40-hour work
week. Day Porter's hours are normally 8:00 a.m. to 5:00 p.m. The University or
SVHEC reserves the right to change work schedules according to building needs.
The Day
Porter's responsibilities will include but not be limited to: trash monitoring,
restocking of rest room supplies, exterior perimeter trash pick-up, floor
mopping, vacuuming, window cleaning, and small light bulb replacement, special
event and classroom set up and break down.
In the
event of the Day Porter's absence, the Selected Firm will be required to
provide a equally qualified, temporary replacement within one hour of
notification. The Selected Firm will need to provide the Day Porter with a
pager to be used for daily issues by the SVHEC.
Pest
Control
Service
Monthly
technical treatment applications will include control of rats, mice, roaches,
silverfish, certain types of ants (excluded are pharaoh ants, carpenter ants,
flying and stinging insects, termites and other wood destroying organisms). The
Selected Firm will provide all required labor and materials to perform the
services described above. These services will be rendered by thoroughly
trained, uniformed technicians under the supervision of certified personnel
with five years of experience and formal training in related sciences. Methods
and materials are confined to those recommended and approved by the
Environmental Protection Agency and the National Pest Control Association for
maximum safety and effectiveness. In the event of persistent infestations, the
Selected Firm will provide special services at no additional cost until the
condition is under control. Otherwise pest control services will be expected
every other month (six visits per year). Please note that all service calls
must be rendered within 24 hours after notification.
Reporting
The
technician will provide a work ticket identifying the treatment to the SVHEC
for signature.
Emergency
Calls or After-Hour
All
after-hour calls (5:00 p.m. to 8:00 a.m.) will be charged as a fixed price per
hour set forth by the Selected Firm in the Agreement.
Elevator
Maintenance
Service
The
Selected Firm will provide monthly preventative maintenance to two elevators
located in the lobby of the Northern Virginia Center. Monthly maintenance will
be in addition to all manufacturer's parts and services under warranty with a
minimum of seven hours per month. In addition, but also included in the monthly
price, the Selected Firm will be responsible for the annual cleaning of shafts,
pits and mechanical rooms as well as replacement of all directional indicator
bulbs.
After-hour
service (between the hours of 5:00 p.m. and 8:00 a.m.) will be charged at a
standard rate for all mechanics, foremen, and team leaders to be specified in
the contract.
Response
time during regular working hours will be a minimum of one hour and two hours
after regular working hours.
Window
Cleaning
Service
The
Selected Firm will provide upon request annual window cleaning for all interior
and exterior windows. Services to be performed during the hours of 8:00 a.m.
and 3:00 p.m., Monday through Friday.
Procedure
Window
washing will be performed by applying a mild soapy water solution consisting of
anionic and nonionic surfacants, ethyl alcohol, water, stabilizing agents, and
perfume to the glass while using a non-scratching strip washer made of soft
fabric over plastic. In addition, a window squeegee will be use in a vertical
motion to remove the solution from the glass leaving a clear surface, streak
free. The surrounding frames will immediately be wiped off using a soft
non-abrasive cloth. The Selected Firm will provide upon request Materials
Safety Data Sheets for all chemicals.
Parking
Facility Management
Service
Provide
general "housekeeping" maintenance to the facility to include keeping
all parking areas, ingresses and egresses thereto, clean and free of trash,
rubbish, and other debris.
Access
Control Service
The SVHEC
has a surface mounted access code key pad at a designed entrance. These codes
will be issued from the SVHEC Business Office.
Fire Panel
Monitoring
Fire Panel
alarm and trouble conditions are reported via dedicated telephone line to the local
Central Dispatch office. All building electric locks will be wired so that, in
the event of a fire alarm, they will automatically be unlocked.
HVAC
The
Selected Firm will perform the following tests, inspections and maintenance to
the HVAC system:Check amp draw on evaporator motor, record readings
Check amp
draw on condenser fan motors, recording readings
Check
contact Condition
Check amp
draw on compressor, record readings
Meg
condenser fan motors, record readings
Measure
incoming voltage, record readings
Check and
tighten electrical connections
Meg
evaporator motors, record readings
Meg
crankcase heaters
Lubricate
motor bearings
Perform amp
heck on motor
Check
electrical connections in pump motor starter
Check head
gaskets and unloader gaskets
Replace
LPAC intake air filters
Change
compressor oil
Replace
breather filters
Check belt
condition, tighten as needed
Check oil
level
Record head
and suction pressures
Test high
and low pressure cut-outs
Check and
record delta temperature across evaporator
Check and
record subcooling
Check motor
mount bolts
Check and
record superheat
Change
refrigeration compressor oil
Inspect fan
hub bearings
Check and
record delta temperature across condenser
Leak test
refrigerant circuits
Clean
condenser and evaporator coils
Clean,
preserve external pump and motor
Check
coupling alignment and condition
Replace
cooling water lines
Check and
clear water leakoff drainlines
Monthly
Check air
filters
Check belt
condition, tighten as needed
Check set
screws
Clean
exterior of unit
Check
pulley condition and alignment
Check
packing
Weekly
Check oil
level
Semi-Annually
Replace air
filters
Check
condensate pan and drains
Plumbing
Maintenance
The
Selected Firm will provide the following plumbing tests, inspection and
maintenance:
Monthly
Check sinks
for leaky faucets
Check sink
aerators
Check sink
water stop operation
Check for
missing hardware
Check for
leaky shut-off valves
Check for
leaky traps
Check
caulking around counter areas
Check
urinal flush valve operation
Check
urinal for leaks
Check
urinal for missing hardware
Check flush
valve operation
Check
urinal hardware, tighten as needed
Check caulk
around toilets
Check all
dispensers (i.e., soap, tissue, etc.); repair/replace as needed
Check stall
door alignment
Check stall
brackets, hooks, latches; tighten as needed
Check wall
and floor tile, grout and caulk as needed
Check
feminine hygiene dispenser; repair as needed
Check all
hardware on entry doors
Electrical
Service
Daily as
applicable
Check for
light bulb/ballast outages throughout building; replace as needed.
Check for
loose lighting fixtures; repair/replace as needed.
Weekly as
applicable
Check
operation of light switches, outlets, and breakers
Test-run
emergency generator w/out load; record temperature, oil pressure, coolant
level, voltage, amperage, and hertz readings
Check
perimeter parking lot lighting (poles)
Monthly as
applicable
Test run
emergency generator w/load; record temperature, oil pressure, coolant level,
voltage, amperage, and hertz readings
Bi-Monthly
as applicable
Check
diesel fuel in generator; fill as needed and record reading
Annually as
applicable
Perform
electrical tighten-up of switch gear, breakers, transformers, and disconnect
switches
Clean and
vacuum electrical panels
Janitorial
Services
The
Selected Firm will be responsible for cleaning the SVHEC which is approximately
89,000 square feet.
Janitorial
Services will be performed five days per week, Monday through Friday, between
the hours of 11:00 p.m. and 7:00 a.m. Services will not be provided on the
following legally designated national Holidays; New Year's Day, July 4th,
Thanksgiving Day (including the day after), and Christmas Day.
The
Selected Firm is responsible for personnel who must work behind secured tenant
entrance doors at all times. Under no circumstances would an employee of the
Selected Firm admit any person to any space of the building. No doors are to be
propped open at any time. The Selected Firm assures liability and will be
charged for any negligence with regard to breach of security when not secured;
this includes any charge from the electric monitoring company for performing a
service call.
The
Selected Firm will furnish all rest room supplies including sanitary napkins,
toilet tissue, paper towel, toilet seat covers, soap, and will fill, service,
supply parts and maintain all dispensers using Scott paper products or approved
equal. In addition, the Selected Firm will provide/own all necessary cleaning
equipment and store said equipment in area designated by manager.
In addition
to the above requirements, attached is the standard cleaning specifications
(daily, weekly, monthly, quarterly and semi-annually).
Building
Cleaning
1. General
Specifications
Janitorial
services requested will be performed according to schedules:
Common
areas & trash removal
Occupied
work spaces
Tenant
occupied spaces
Premium
services.
CLEANING
FREQUENCY SPECIFICATIONS - OFFICE SPACES
DESCRIPTION
FREQUENCY
D
W
M
Q
SA
Empty and
damp wipe all ashtrays
X
Empty all
waste baskets and reline. Replace plastic liner as required. Remove trash to
designated areas.
X
Dust clean
all telephones, tables, bookcases, file cabinets, desks, credenzas, convector
grills, chairs and chair bases, etc. (Do not disturb any desk articles.)
X
Dust clean
all window frames, window sills, chair rails, convector tops, pictures or wall
hangings.
X
Dust all
window blinds.
X
Dust all
lighting and ventilation fixtures (outside surface only).
X
Damp wipe
to sanitize all telephones.
X
Spot clean
doors, door frames, walls and switch plates to remove fingerprints, spills and
other markings.
X
Spot clean
all interior partitions, glass windows, and glass entrance doors.
X
Remove dust
from all spaces up to 60" above the door.
X
High
dusting of all areas above 60" from floor with a treated cloth.
X
Vacuum
Carpeting.
X
Spot clean
all carpeting.
X
Vacuum
upholstered furniture and wipe all chair legs with treated cloth.
X
Edge vacuum
all carpeted areas, dust baseboards, base molding, and polish woodcove bases.
X
Sweep and
damp mop all non-carpeted areas.
X
Clean and
polish all woodcove bases.
X
Buff all
composition floors.
X
Scrub and
refinish all composition floors.*
(Non-skid
wax to be used at all times)
X
Lights will
be turned off and doors will be locked (except where specifically designated
otherwise).
X
Windows are
to remain closed/locked and venetian blinds adjusted.
X
LUNCH
ROOM/COFFEE ROOMS
DESCRIPTION
FREQUENCY
D
W
M
Q
SA
Damp wipe
interior and exterior of trash cans
X
Damp wipe
tables chairs and counter tops with germicidal solution.
X
Damp wipe
appliances and cabinet doors, vending machines excepted.
X
Damp wipe
with mild non-abrasive disinfectant detergent all doors, kickplates, door
frames, walls, light switches, glass, thresholds, partitions and baseboards, to
remove streaks, stains, and smudges from the floor to the ceiling.
X
Dust clean
exterior of ventilating diffusers ad light lenses
X
Clean and
polish towel and toilet tissue dispensers, flushometers, shelves, piping,
tampon machines, toilet hinges and other metal surfaces to remove all soil as
necessary.
X
Clean glass
mirrors and vanity top removing all fingerprints, streaks, smudges and splash
marks.
X
Empty and
damp wipe all waste containers using proper disinfectant, deodorant and
germicide combination cleaner. Reline with proper liner for each container;
liners should be minimally visible from outside the container.
X
Clean
toilets, toilet seats, and urinals with proper combination lavatory cleaner,
disinfectant and deodorize and fungicide. Rinse and mop with plain water.
Remove all stains from underneath sinks, toilets and urinals.
X
Refill all
toilet tissue and towel dispensers with Scott 2-ply toilet paper, Scott white
C-fold towels and hand soap.
X
Machine
scrub all ceramic flooring. Reseal to maintain high - luster appearance.
X
COMPUTER
AREAS
DESCRIPTION
FREQUENCY
D
W
M
Q
SA
Please
refer to Section I
Computer/electronic
equipment will not be cleaned or disturbed.
JANITORS
CLOSET AND STOREROOMS
DESCRIPTION
FREQUENCY
D
W
M
Q
Remove
all/any accumulated trash.
X
Spot clean
walls and doors
X
Sweep
flooring
X
Mop
flooring
X
Maintain an
orderly arrangement of all janitorial equipment supplies and paper products.
X
Clean and
disinfect service sinks.
X
DOCK AREA
DESCRIPTION
FREQUENCY
D
W
M
Q
Damp wipe
with non-abrasive detergent and clean all doors, wall light switches, glass,
hand rails, etc.
X
Damp mop
all flooring and stairs
X
Dust and
clean all light fixtures, moldings, walls, grills, vents, piping, etc.
X
Sweep all
flooring and stairs.
X
Vacuum
stairs at back door.
X
Remove all
trash and debris.
X
STAIRWAYS
AND LANDINGS
DESCRIPTION
FREQUENCY
D
W
M
Q
Damp wipe
with non-abrasive detergent and clean all doors, walls, light switches, glass,
hand rails, etc.
X
Damp wipe
clean from floor to ceiling all light fixtures, ledges, moldings, walls,
grills, vents, piping, etc.
X
Sweep and
damp mop all composition stairs and landings
X
Sweep all
concrete landing flooring and stairs
X
Damp mop
all concrete landing flooring and stairs
X
Police for
debris.
X
ELEVATORS
DESCRIPTION
FREQUENCY
D
W
M
Q
Damp wipe
with non-abrasive detergent all exterior elevator doors, cab walls, exterior
door frames and switches (interior and exterior)
X
Polish
brass interior cab walls, interior and exterior door frames, switches,
threshold plates and grooves.
X
Vacuum all
carpeting to remove soil, loose paper and trash. Spot clean to remove stains
Shampoo all
carpets to remove inbedded soil, spot clean stains prior to shampooing.
X
D=Daily
W=Weekly
M=Monthly
Q=Quarterly
SA=Semi-Annually
CARPET
CLEANING AND HARD SURFACE
FLOOR CARE
SPECIFICATIONS
The
Selected Firm will clean the carpet and floor areas:
1. In high
traffic and customer access on a quarterly basis. (Every three months.)
2. Carpet
areas will be cleaned using a rotary brush machine for shampooing the carpet.
The carpet will be "rinsed" using clear water and an extractor.
3. By
striping and removing the old wax finish every six months. This will be a
complete strip procedure with all coats of old wax removed.
4. By
resealing the floor surface and recoat with at least three base coats of
appropriate high quality wax after stripping and removing the old wax.
5. After
work hours or during a convenient time for the building occupants.
Specifications
for Metal-Link Floor Finish
Scope: This
specification covers a self-polishing, slip resistant, all synthetic water
emulsion floor finish intended for use on, and not detrimental to, sealed or
finished wood surfaces, asphalt tile, linoleum, rubber, vinyl composition,
painted concrete, terrazzo and cement surfaces. The product is to be used
without dilution. Acid sensitive emulsions are excluded. This product is to be
used without dilution. Acid sensitive emulsions are excluded. This product
should be comparable to Hillyard's Odyssey.
Requirements:
1. The
finish will consist of all synthetic components. It will contain no natural
waxes.
2. The
finish will contain a minimum of 15% non-volatile material when determined in
accordance with ASTM method D-1289-64.
3. The finish
will consist of polyacrylic and polyethylene components. Polymers will be
metal-linked to provide excellent detergent resistance.
4. The
product will be safe for use on all kinds of floors including asphalt, vinyl,
linoleum, terrazzo, marble, sealed wood, cork, rubber, and other composition
tile surfaces.