GOVERNMENT OF THE DISTRICT OF COLUMBIA DEPARTMENT … · bleachers), multipurpose community use...

GOVERNMENT OF THE DISTRICT OF COLUMBIA DEPARTMENT OF GENERAL SERVICES

ATTACHMENT A

SCOPE OF WORK

Comprehensive Green Cleaning & Janitorial Services for Barry Farms Recreation Center

A. OVERVIEW The Barry Farm Recreation Center is one of the newest facilities in the Department of

Public Recreation (DPR) inventory and is on track to earn a Leadership in Energy and Environmental Design (LEED) Silver certification. The Barry Farm Recreation Center has something for everyone. The former seasonal-only outdoor pool is now a year-round indoor facility with the District's second indoor water slide.

This 22,400 gsf recreation center includes the following amenities: an indoor pool (with

lap lanes plus leisure area with slides and a pool house), two (2) outdoor basketball courts, a combination field (football/soccer/softball), gymnasium (basketball court with bleachers), multipurpose community use rooms (game room, computer lab, senior lounge, teen room, etc.) and fitness room.

The District of Columbia is committed to procuring quality goods and services in a

timely manner and reasonable cost that support the District meeting its sustainability goals. The District aims to improve worker health, conserve natural resources, and prevent pollution through this activity. Environmental components to be considered include: recycled content and recyclability; energy efficiency; and the presence of undesirable materials in the products, especially toxic chemicals which are persistent and bio-accumulative. Environmental requirements related to sustainability and environmentally preferable purchasing goals are embedded throughout this Scope of Work.

B. SCOPE OF WORK DGS is seeking a Contractor to provide Comprehensive Green Cleaning & Janitorial

Services and related supplemental services required to maintain a building space that preserves human health and environmental quality, creates a pleasing environment for staff and a welcoming image to visitors. The Department is seeking professional green cleaning service providers for Barry Farm Recreation Center, located at 1230 Sumner Road, SE, Washington, DC 20019. General hours of operation for the Barry Farm Recreation Center are Monday – Friday, 10 am – 9 pm, and Saturday, 10 am – 4 pm.

2000 14th St. NW, 8th Floor Washington DC 20009 | Telephone (202) 727-2800 | Fax (202) 727-7283 Page | 1

B.1 DEFINITIONS:

• Cleaning shall include but is not limited to: making a surface clean and free of odor and debris including, but not limited to, trash, dust, lint, dirt, water streaks, mop marks, spots, smudges, streaks, splashing or marking from cleaning equipment, spills stains, soiled traffic patterns, crusted material, rust, mold, mildew, bodily fluid, waste, grime, string, gum, tar, soil substances, ash, cigarette butts, other foreign matter, cobwebs, markings, graffiti, debris or trash. The Contractor shall ensure non-carpeted floors and surfaces maintain their natural uniform luster, have no discoloration and do not have a dull appearance.

• Contracting Officer (CO): shall be a business communications liaison between the Department and a Contractor. He or she ensures that their goals are mutually beneficial. The CO is an employee who is responsible for recommending, authorizing, or denying actions and expenditures for both standard delivery orders and task orders, and those that fall outside of the normal business practices of its supporting Contractors and Sub Contractors.

• COTR: shall mean the Contracting Officer’s Technical Representative.

• Damp-Mop shall include but is not limited to: cleaning a floor such that, when

dried, the floor is free from streaks, smears, dirt residue, shoe marks, standing water and odors. It shall always be preceded by sweeping, vacuuming or dust mopping the floor, and shall be accomplished with cotton or cotton-blend looped industrial rag mop saturated/treated with appropriate disinfectant and hot water.

• Deficiency: A lack of quality and/or sub-standard mechanical, technical or support work. For the purpose of this solicitation, a deficiency is an item, or condition that is considered sub-standard, or below minimum expectations with regard to code, work product and safety.

• Disinfect: To clean using a product that contains antimicrobial agents that kill

microorganisms. Disinfectant shall be non-caustic or harmful to the floors or fixtures.

• Dust Mop shall include but is not limited to: cleaning a floor free of all debris, dust, dust streaks, lint, cobwebs, and non-adhered dirt. Once centralized in piles, debris shall be removed rather than stirred up or scattered. Dust mopping is accomplished with cotton or cotton-blend looped industrial dust mop.


• Dusting shall include but is not limited to: cleaning a surface free of all dust, dust streaks, lint, cobwebs, and non-adhered dirt. Dust shall be removed rather than stirred up or scattered. This shall be accomplished using microfiber, electrostatic or functionally similar dust cloths or mitts. Feather dusters shall not be used. Dusters with extendable poles made specifically for wall and ceiling dusting shall be used for such surfaces.

• EPA: shall mean the U.S. Department of Environmental Protection Agency

• Green cleaning: shall mean using cleaning methods and products with environmentally friendly ingredients and procedures which are designed to preserve human health and environmental quality.

• Green cleaning products and processes: shall mean according to the District of Columbia’s Office of Contracting and Procurement environmental specification guidance for janitorial products and janitorial services.

• Industry Standards: Industry-developed quality standards that are established as customary for products, practices, or operations used in the provision of janitorial services at facilities of the same type, nature and size as the Facility.

• OSHA: shall mean the Occupational Safety and Health Act of 1970, as amended.

B.2 SERVICE STANDARDS:

B.2.1 The specifications herein are a statement of the minimum level of janitorial services and standards of performance that the Contractor shall provide. They are not intended to represent maximum performance levels or limitations on the effort the Contractor shall expend to accomplish said work. The task and expectations related to the janitorial function are not all inclusive. The Contracting Officer’s Technical Representative (COTR) may add or delete from these functions, as justified and at no additional cost to the Department. All changes to contract terms or functions will be executed by modification.

B.2.2 All costs associated with complying with the requirements herein are included in

the fully loaded firm fixed pricing awarded under this solicitation. The Contractor shall provide all labor, supervision, management, administrative support, materials, tools, equipment, apparatus, machinery, containers, supplies (including consumables; i.e. paper products, cleaning products, hand soap, etc.), vehicles, disposal of waste material, recordkeeping, reporting and all other supplies and services necessary to successfully perform comprehensive janitorial and related supplemental services in accordance with the standards described and set herein. Upon request the material safety data sheet should be available at all times to the COTR.


B.2.3 The Contractor shall provide comprehensive janitorial and related supplemental services for the interior and exterior of the Facility. The Contractor shall use its best efforts, skill, judgment, innovation, technology, and abilities to meet both Industry Standard (as defined below), as well as the Department’s performance standards specified herein.

B.2.4 The Contractor shall develop a comprehensive and detailed operations plan that

will be designed to adequately staff and meet the standard service level requirements outlined in this Statement of Work, as well as perform all work consistent with the most current Industry Standards. The Contractor shall comply with all statues, laws, codes, ordinances, regulations, ruling, guidelines, rules, requirements and orders of government bodies (whether existing now or subsequently passed, enacted, adopted or amended, at any time, during the term of an award made hereunder (collectively “Applicable Laws”)).

B.2.4.1 Staffing and Shift Requirements

The Contractor shall provide staffing for two (2) shifts as per the below table:

SHIFT SHIFT HRS HRS STAFFING REQUIREMENTS

1ST SHIFT 6:00 AM - 3:00 PM 9 (1) Janitorial Staff

2ND SHIFT 3:00 PM - MIDNIGHT 9 (2) Janitorial Staff

B.3 SERVICE REQUIREMENTS

The performance of all cleaning and servicing under this SOW shall be carried out in a safe and legal manner in accordance with all Applicable Laws. The following bulleted items represent District safety requirements or tasks that the District places an emphasis on and requires. It does not nor is it intended to represent a full and exhaustive listing of safety standards and requirements applicable to the services being carried out under this SOW:

• Cleaning/disinfecting toilets and urinals shall always include the interior and exterior portion of the fixture with an emphasis on the toilet seat and the top, front and sides of the toilet/urinal bowl down to the ground.

• Water/disinfectant solution used for damp-mopping floors shall be changed when

or sooner than when it becomes “dirty” such that the definition and standards of a damp-mopped floor in the preceding section cannot be met.

• Separate dust mops and damp-mops shall be used for bathrooms. Such

implements shall be clearly identified as to its use. Any implement used in the bathroom shall not be used on a non-bathroom floor until or unless sanitized by laundry or similarly cleaned.


• Once used in a bathroom, a water/disinfectant damp-mopping solution shall never be used for a non-bathroom floor and shall be changed for each application.

• “Wet Floor” caution signs, with appropriate symbols and written in both English

and Spanish shall be place on the floor in any area being damp-mopped or is wet due to weather related instances, until the floor is dried. The restrooms shall be closed to public use during cleanings. All other damp-mopped areas shall remain accessible with appropriate signage.

• All cleaning products shall be used as directed by manufacturer. Green cleaning

products shall be used as specified by manufacturer; required protective apparatus (e.g., gloves) shall be worn; setting or soaking periods shall be adhered to; and rinsing shall occur if directed.

B.3.1 Description of Itemized Task - Below is a list of tasks the Contractor is required to complete on a multi-day, daily, weekly, monthly, semi-annually and or annually basis. Tasks, if applicable will include but are not limited to the following:

• Collect and remove all facility trash and recyclables. Trash and recyclables must be kept segregated and properly disposed of in the designated areas in designated containers. Replace all trashcan liners (including feminine product waste container liners).

• Wash all trash and recycling receptacles in and out weekly and as needed.

• Empty and clean all ashtrays and urns around the exterior doors of the buildings.

This also includes the designated smoking areas, as needed.

• Sweep, scrub and mop, and all non-carpeted floor surfaces. Scrub any dirt build-up on flooring. Including and not limited to Shampooing and Extracting Carpeting two times a month.

• Clean and disinfect all surfaces including furniture (beds, chairs, tables etc.),

walls and baseboards including removing any tape and debris.

• Clean all corners, around movable and non-movable objects and baseboards.

• Remove gum, stains, and all other debris from all surfaces.

• Dust and clean all flat surfaces to a uniform polished luster, including furnishing and surfaces in dorm rooms.

• Dust and clean all vents, ledges, A/C and heating surfaces.


• Dust high pipes, ceiling, vents and fixtures.

• Dust and clean all light fixtures and covers.

• Dust and clean all windows (inside and out), ledges and window treatments free of all smudges, streaks and debris.

• Clean all doors, door glass, handles & knobs, jambs, transom, kick plates and

door checks to ensure they are free of all handprints, smudges, streaks and debris.

• Clean both sides of glass panels on interior and exterior doors.

• Clean, disinfect, and polish all water dispensing machines including empty and disinfecting all collection basins under spigots.

• Clean and wipe down all telephones.

• Clean and polish all metal, brass and woodwork surfaces to a uniform polished appearance.

• Clean and disinfect, inside and out all kitchen appliances (i.e. refrigerator and

microwave).

B.3.2 Specified Janitorial Work | Performance Requirements The itemized janitorial work performance requirements apply if applicable, but

are not limited to the following:

• Exterior Building • Grounds • Parking Lot/Deck Area • Restrooms • Locker Rooms • Shower Facilities • Community Room Areas • Common Areas • Hallways • Entryways and Exits • Gymnasium


B.4 FLOOR CARE & CLEANING SERVICES The Contractor shall reference the applicable sections from the Barry Farm Recreation Center Completion Manual (see Attachment E.3). The Contractor shall provide standard floor services for the work items listed below:

B.4.1 Floors - The Contractor shall ensure floors, base moldings, and grouts are clean. The Contractor shall ensure floors maintain their natural luster and not have a dull appearance, and wet mopped floors shall be cleaned using green disinfectant cleaner(s) including floor mats and runners as needed with additional scrubbing. Additionally, the Contractor shall ensure: (i) floors are slip resistant, (ii) surfaces, baseboards, and corners are clean and dry, (iii) walls, baseboards, and other surfaces shall be free of splashing and markings from the equipment, and (iv) there shall be no visible buildup of finish in corners or crevices. In addition, the Contractor shall at a minimum:

a. Sweep all non-carpeted floors, to include staircases, closets and offices, at least once daily or as frequently as required to maintain standards set herein.

b. Dispose of all material collected from sweeping. c. Vacuum all carpeted floors at least once daily or as frequently as required to

maintain standards set herein. d. Mop all non-carpeted floors (with clean water and green cleaning disinfectant), to

include staircases once per week or as frequently as required to maintain standards set herein.

e. Supply, place and remove appropriate and proper signs/warning signs for wet floors in order to ensure end user safety.

B.4.2 Floor Care Services - The Contractor shall reference the applicable sections from the

Barry Farm Recreation Center Completion Manual (see E.3). The Contractor shall provide floor care services as described below:

a. Granite, Terrazzo and Marble Floors (Crystallization): All applicable floor areas shall be maintained in accordance with the requirements the Barry Farm Recreation Center Completion Manual (see E.3) above and Contractor’s Quality Control Plan as set forth in this solicitation. Marble surfaces should be cleaned with a dampened dust cloth. THE CONTRACTOR SHALL NOT USE CLEANING SOLUTIONS ON MARBLE SURFACES.

b. Stairwells and Landings: Contractor shall keep stairwells and landings Clean.

c. Wood Floors: There shall be no water solutions used on wood flooring. There shall be no dry stripping methods used on wood flooring. The Contractor shall mop all non-carpeted floors, to include staircases, daily and as needed.

d. Carpet and Rug Services: Contractor shall keep rugs and carpeted areas Clean.

e. Carpeting in Main Public Areas: In addition to the requirements of the

preceding section, there shall be no evidence of carpet fuzzing or deterioration as


a result of harsh brushing or scrubbing. Cleaned areas of carpets and rugs shall be reasonably blended with surrounding carpets.

f. Spot Cleaning: All spot cleaning shall be accomplished by cleaning only the immediate affected area to remove any evidence of the dirt, soil, debris, liquid, stains, or other foreign materials which made the cleaning necessary. Carpet spotting shall be completed, wherever necessary. If, carpet spotting is unsuccessful, Contractor shall notify the COTR if carpet/flooring needs replacement.

g. Vacuuming: The Contractor shall vacuum at a minimum frequency that will protect the integrity of the carpet and prolong wear. Basic vacuuming (e.g. all high traffic areas and main hallways/walkways) shall be done on a daily basis. Detail vacuuming (e.g. all high traffic areas, all main hallways/walkways, all offices, all conference rooms, cubicles, and all workrooms) shall be done once daily.

h. Carpet Shampooing and Extraction Cleaning: The Contractor shall take measures to prevent the growth of mold. The carpet shall be dry before tenants occupy the building on the next business day. Moving of duplicating equipment, computer equipment, and similar type electric and electronic equipment shall be coordinated with the COTR prior to cleaning of the carpet. Any furnishings moved are to be returned to their original positions. Carpet shampooing and extraction cleaning planned services shall be on a semiannual basis.

i. Carpeting in Conference Rooms, Offices and Other Rooms: These areas shall be kept Clean in accordance with the above standards.

j. Floor Mats and Runners Care - Carpeted Mats and Runners: Contractor shall keep mats and runners Clean. There shall be no areas of deterioration or fuzzing as a result of harsh brushing or scrubbing. These items shall receive scheduled cleanings and routine inspections based upon the manufacturer's instructions. Any mats and runners that are found to be non-repairable or cannot be cleaned shall be brought to the attention of the COTR so they can be replaced. Mats and runners shall be stored in accordance with the ANSI/ASEE A1264.2-2006 Provision of Slip Resistance on Walking/Working Surfaces Guidelines. In the event of wet or inclement weather, mats and runners are to be used, and shall be placed at entrances and at other areas identified by the COTR prior to the building occupants reporting to work. Wet or inclement weather mats and runners shall be removed, cleaned, and stored by the Contractor when the COTR has determined that they are no longer required.

k. Rubberized or Specialized Mats: Contractor shall keep mats and runners Clean. These mats shall be swept and cleaned with disinfectant mop water daily or as frequently as required to maintain the standards set herein.

l. Vinyl Composition Tile (VCT): These floors shall be swept and cleaned with disinfectant mop water daily or as frequently as required to maintain the standards set herein.


m. Concrete: These floors shall be swept and cleaned with a damp mop.

B.5 STANDARD RESTROOM(S), SHOWER ROOM(S) AND LOCKER ROOM(S)

CLEANING SERVICES

The Contractor shall provide standard restroom, shower room, and locker room cleaning services as set forth below. In providing such standard services, the Contractor shall dispose of human waste or fluids and provide associated cleaning and disposal in a manner consistent with Applicable Laws (including, without limitation, Blood Borne Pathogens as specified in (OSHA) and any other applicable OSHA requirements). The Contractor shall ensure at a minimum; including and not limited to having a Daily Schedule on an Hour to Hour Base.

B.5.1 Restroom(s) Services: The Contractor shall keep the restrooms clean and free of discarded material. All trash shall be emptied to prevent the containers from overflowing. Restrooms shall be policed per the needs and/or use of the occupants to prevent trash from accumulating. Commode seats and sinks shall be wiped during policing to maintain a clean appearance. Full restroom cleaning services shall be provided a minimum of three times daily or as frequently as required to maintain standards set herein. The Contractor shall post and maintain a daily signed cleaning schedule on the back of each door.

B.5.2 Shower Room(s) Services: The Contractor shall keep the showers clean and

disinfected. Additionally, the Contractor shall wipe and sanitize all shower walls, floor, curtains and fixtures a minimum of three times daily or as frequently as required to maintain standards set herein. The Contractor shall post and maintain a daily signed cleaning schedule on the back of each door.

B.5.3 Locker Room(s) Services: The Contractor shall keep the locker rooms clean, and

will wipe and disinfect all lockers inside and out in each locker room daily (or as frequently as required to maintain standards set herein). All wiping and disinfecting includes all vertical and horizontal surface areas including the tops of lockers and baseboards.

B.5.4 Service Standards & Expectations:

B.5.4.1 Scrub Restroom, Locker-room, Shower room Floors/Hard Surface including

Partitions and Walls: The Contractor shall close restroom, locker-room, shower room, remove all movable objects from area, and place approved “closed” signage to area prior to beginning task; Apply approved green cleaning solution to area to be scrubbed, not allowing solution to dry; Quickly agitate small section coated with solution with approved stiff bristle brush; Be sure grout is Clean; Thoroughly mop rinse with clean cotton mop and clear water twice; and Make sure all walls, doors, and baseboards are also thoroughly rinsed.


B.5.4.2 Plumbing fixtures, Surfaces, and Additional Fixtures: Contractor shall keep all plumbing fixtures, surfaces, and additional fixtures (including but not limited to pipes, washbasins, urinals, modesty panels, toilets, shower stalls) Clean. Such fixtures and surfaces shall be cleaned on a daily basis or as frequently as required to maintain standards set herein.

B.5.4.3 Floor and Wall Grout: Contractor shall keep all floor and wall grout Clean.

Grout must be deep cleaned on a monthly basis with a grout machine to the satisfaction of the COTR.

B.5.4.4 Partitions, Doors, Shower Curtains, Vents, Sills, and other Walls: Contractor

shall keep partitions, doors, shower curtains, vents, sills, and walls Clean. The walls, mirrors, stalls, and metal surfaces shall be sanitized and shall be maintained odor free at all times. All partitions, doors, shower curtains, vents, sills, and other walls shall be cleaned daily or as frequently as required to maintain standards set herein.

B.5.4.5 Blood and Bodily Fluids: Should blood, bodily fluid substances, or any

unsanitary condition be present, the Contractor shall clean the substance and sanitize per Applicable Law.

B.5.4.6 Waste receptacles and sanitary Napkins: Waste receptacles and sanitary napkin

containers shall be emptied by Contractor and disinfected with new bags inserted at a minimum once daily or as frequently as required to maintain a clean and sanitized appearance.

B.5.4.7 Dispensers: The District shall provide dispensers unless otherwise specified by

the COTR. The Contractor shall replenish supplies and fill dispensers as a standard service monthly or as frequently as required to maintain the standard set herein. The supplies for the provided dispensers shall be compatible with the dispenser manufacturer's requirements. The Contractor shall supply automatic air-fresheners in all restrooms and locker rooms and shall replenish as per manufacture’s recommendations. Supplies for dispensers including but not limited to toilet seat covers, toilet tissue, towels, soap, etc., shall be continuously maintained and refilled throughout the day as necessary to meet the needs of the occupants.

• All soap dispensers shall be refilled each time levels become 75% finished.

• All loose paper towel dispensers shall be refilled each time levels become 75% finished.

• All rolling paper towel dispensers shall be replaced when levels become 80% finished.

B.5.4.8 Floors: Unless otherwise indicated, the Contractor shall provide services to the

floors in the same manner required in the "Floor Care" section above.


B.5.4.9 Mirror Cleaning: Contractor shall keep all mirrored surfaces clean. There shall be no water spots on the glass or adjacent fixtures and furniture.

B.6 ROOM CLEANING SERVICES

The Contractor shall provide standard room cleaning services for the work items listed herein. The basic standard of services provided shall be of the highest quality. The custodial services provided shall be policed at a frequency to ensure the rooms are kept clean by the Contractor, and maintain a clean appearance at all times. The Contractor shall maintain, at a minimum, the following:

B.6.1 Entrances and Lobbies: The basic standard of services provided shall be consistent with the “Room Cleaning” and “Floor Services” specifications of this solicitation; provided, however, entrances and lobbies are high visibility areas, and therefore, the Contractor shall give special attention to these areas and keep them clean. All entrances and lobbies shall be serviced as frequently as required to maintain standards set herein.

B.6.2 Corridors and Areaways: The Contractor shall keep all corridors, areaways and

other like floor areas clean. The floor surfaces shall have a uniform appearance without unsightly buildup of debris or dust and shall be slip resistant. Walls, glass surfaces and baseboards shall be kept clean. Metal surfaces shall be polished. All corridor and areaways shall be serviced daily or as frequently as required to maintain standards set herein.

B.6.3 Exposed Surfaces, Treads, Risers and Landings: The Contractor shall keep all

stairways, escalators, entrances, landings, railings, risers, ledges, grills, doors, radiators, and surrounding areas clean. All stairwells, escalators, entrances, landings, railings, riders, ledgers, grills, doors and surrounding areas shall be serviced daily or as frequently as required to maintain standards set herein.

B.6.4 Desk or Counters: The Contractor shall provide services to all desks and

counters in a manner consistent with “Room Cleaning” specifications of this solicitation. Guard booths shall be serviced daily or as frequently as required to maintain standards set herein.

B.6.5 Interior Loading Areas/Platforms/Ramps: The Contractor shall maintain these

areas to ensure that they are kept clean. Frequent policing is required. Interior loading areas/platforms and ramps shall be serviced daily or as frequently as required to maintain standards set herein.


B.7 ALL SPACES NOT SPECIFICALLY IDENTIFIED ELSEWHERE WITHIN THE

SOLICATION The Contractor shall ensure all space within the building are kept clean and show no signs of negligent custodial practices. Such areas shall include, without limitation, all room furnishings, walls and floor surfaces. The Contractor shall ensure that all horizontal spaces with working papers shall not be disturbed.

B.7.1 SURFACES:

The Contractor shall ensure all building surfaces (including, without limitation, those surfaces referenced below) are kept Clean, and maintained as follows:

B.7.1.1 Horizontal Surfaces: In keeping all horizontal surfaces clean, all cabinets and

desks with papers, computers, and keyboards shall not be disturbed.

B.7.1.2 Metal, Brass and Woodwork: All metal, brass and woodwork surfaces (including corners, crevices, moldings, ledges, handrails, grills, doors, doorknobs, doorframes, kick plates, etc.) shall be kept clean, and shall present a uniform polished appearance.

B.7.1.3 Glass Cleaning: All glass, clear partitions, mirror surfaces, bookcases, and other glass (within approximately 70’’ of the floor) shall be kept clean. There shall be no water spots on the glass or adjacent fixtures and furniture. Glass cleaning shall be done every day as needed with the exception of restroom mirrors. Restroom mirror service shall be completed daily or as frequently as required to maintain standards set herein.

B.7.1.4 Drinking Fountains: All drinking fountains shall be free kept clean, sanitized, and present a lustrous appearance. Drinking fountain service shall be provided daily or as frequently as required to maintain standards set herein.

B.7.1.5 General Fixtures: All general fixtures and surfaces shall be kept clean, with no discoloration, build-up, or excess moisture.

B.7.1.6 Walls: Clean Spots and/or Marks: Contractor shall keep all wall surfaces clean and, during cleaning, should not cause discoloration.

B.7.1.7 High Dusting/Cleaning: For purposes of this section, “high dusting/cleaning” shall mean any interior room cleaning of seventy inches (70”) and above the floor. High dusting/cleaning services shall be completed every two weeks or more frequently as needed to maintain standards set herein. Contractor shall keep such surfaces, walls and ceilings clean.

B.8 TRASH, WASTEBASKETS & RECYCLING:


B.8.1 Trash: All trash and recycling throughout the entire building, including but not limited to restrooms, office spaces, conference areas, clinic, kitchen and cafeteria shall be collected and removed throughout the day. Trash and recycle containers shall be emptied and kept clean. Plastic liners for all trash container and debris containers shall not be torn, worn, or contain residue.

B.8.2 Recycling: The Contractor shall provide all labor, equipment, and means to

collect and transport recyclable materials from recycling bins and containers located throughout the building to storage and loading areas. Recycling containers shall be emptied and kept clean. Plastic liners for all recycling bins shall be clear and shall not be torn, worn, or contain residue. Cardboard side of desk recycling boxes shall be provided by the Contractors to each individual within the facility. Multiport Trash and Recycling common area bins shall be provided by the Contractors to each common area (i.e. break room, lunchroom, and etc.) within the facility.

B.8.3 Hazardous Materials: The Contractor shall notify the COTR of any item or

material identified under Applicable Laws (including, without limitation, any applicable EPA, DC Department of Energy and Environment or local agency guidelines) as hazardous waste, hazardous materials, or universal waste, observed in the trash or recycling receptacles. Typical regulated waste material includes, but is not limited to, fluorescent light bulbs, thermostats, thermometers, most chemicals, and batteries.

B.8.4 Collection and Disposal: The Contractor shall provide clearly labeled

“Recycling Only” Utility Collection Carts to collect and transport recyclable materials within the Facility. The Contractor shall never store or transport recyclables and trash together (even if bagged separately) in the same Utility Collection Cart, unless in a compartmentalized cart in order to avoid or give the appearance of contamination.

B.8.4.1 The Contractor shall collect recyclables on a daily basis from offices where large

and mid-sized centralized containers are located. Centralized containers may be large white corrugated boxes approximately 42” high holding white ledger paper and/or mixed paper and smaller corrugated boxes approximately 18” high holding newspapers. Other centralized containers may also be composed of a plastic material. Utility Collection Carts containing recyclable materials shall be taken to the loading dock or designated hauling pick-up point within the premises to be emptied into “Recycling” designated hauling containers for transport to a recycling center.

B.8.4.2 Contractor shall provide descriptive labels (Spanish and English) on all containers

used to transport trash or recyclables to the loading dock or designated hauling pick-up point within each building.


B.8.4.3 Contractor shall, at a minimum collect, for recycling purposes the following materials: mixed office paper, including newspapers and inserts, soft cover publications, catalogs, unwanted mail, magazines, all other paper, any color any size, paperboard, corrugated boxes, food and beverage containers made of glass, plastic, tin and aluminum, toner cartridges, and all materials specified as recyclable according to the Mayor’s List of Recyclables and Compostables.1

B.8.4.4 Contractor shall pull corrugated containers from the trash stream and place them in designated recycling containers. The Contractor shall, if necessary, bundle or bind the corrugated containers to facilitate transport by the recycling hauler. Under no circumstance shall any corrugated cardboard be placed in trash dumpsters or compactors for disposal.

B.8.4.5 The Contractor shall set aside all broken furniture, wooden pallets and similar large objects for bulk collection pick up.

B.8.4.6 The Contractor shall weigh each week all recycling materials using scales at facilities with existing scales. In the case of facilities without scales, the Contractor shall complete and submit the Weekly Recyclable and Trash Weight forms to the COTR containing the following information: location, date, size of container, container contents, weight of container (if applicable), and quantity of full containers and partially filled containers to the nearest quarter. All forms shall be approved by the COTR.

B.8.5 Plate Glass: Contractor shall keep all plate glass (to include glass over and in

exterior and vestibule doors, spandrel glass, all plate glass around entrances, lobbies, and vestibules) Clean.

B.8.6 Window Washing-Interior: Contractor shall keep window sashes, sills,

woodwork, and other surroundings of glass Clean, and free of drippings and other watermarks. In addition, windows shall be kept clean from corner to corner on the interior on a semiannual basis.

B.8.7 Windows Blinds & Coverings (not including Drapes, Curtains, & Unique

Coverings): Contractor shall complete all windows and blinds services on a Bi-monthly basis.

B.8.8 Dusting: Contractor shall keep all blinds and coverings, cord tapes, and valances

Clean. Non-operational blinds and coverings shall be reported to the COTR for repair.

B.8.9 Washing: Contractor shall wash both sides of blinds and coverings to keep them

Clean.

1 https://dpw.dc.gov/recyclingcompostlist


B.9 SPECIALIZED CLEANING REQUIREMENTS

In addition to the daily janitorial services described above, the Contractor shall provide specialized cleaning in a manner consistent with the requirements described below.

B.9.1 Fitness Centers

The Contractor shall clean and sanitize fitness centers as set forth in this solicitation in accordance with Applicable Law (including, but without limitation, Blood Borne Pathogens requirements as specified in OSHA, and all other applicable OSHA requirements).

In addition, the Contractor shall provide cleaning services that meet any

manufacturer’s recommendations. The Contractor shall regularly and thoroughly sanitize and Disinfect common areas. The Contractor shall provide services daily or as frequently as required to maintain standards set herein.

B.9.1.1 Surfaces: All metal (door frames and handles, fixture, exercise equipment) and

glazed surfaces (including partitions) shall be kept clean. All metal and glaze surfaces shall have a uniform luster.

B.9.1.2 Equipment: All vinyl surfaces of exercise equipment and exercise mats shall be kept clean.

B.9.1.3 Specialized Flooring: Services provided shall be performed by Contractor in a manner consistent with the “Floor Services” set forth in Section B.5 unless (i) not recommended by manufacturer or (ii) there exists special flooring materials, such as fitness center rubber mat flooring.

B.9.2 Gymnasium (Gym floors and Bleachers)

The Contractor shall clean gymnasium three times daily. The Contractor shall sweep the gymnasium floor with a properly treated dust mop, wipe up spills and all moisture on the surface of the floor and remove all heel marks using an approved “green cleaning” floor cleaner applied with a soft cloth or a dusting mop. Contractor shall remove all debris and dust from inside gymnasium including from under gym bleachers and in between bleacher steps. Bleachers shall be spot cleaned using “green cleaning” sanitization solution and cloth.

B.9.3 Pool Deck Vents

The Contractor shall dust and clean pool deck vents weekly and at the request of

COTR. The Contractor shall use a duster and or properly treated cloth.


B.10 EXTERIOR CLEANING REQUIREMENTS:

i. The Contractor shall provide exterior standard services for the work items listed

below.

ii. The Contractor shall ensure all exterior areas are kept clean, with no signs of removable stains or foreign matter on concrete, brick, or other hard surfaces.

iii. The Contractor shall take into consideration that exterior grounds are heavily;

therefore the Contractor shall (i) ensure all exterior areas surrounding the building are policed at a frequency to prevent trash and debris from accumulating; this includes the possible deposition of syringes, human and avian excrement and; (ii) power wash down exterior areas surrounding the building quarterly or as may be required by the COTR, weather permitting; (iii) power washing the sidewalks and exterior entryways of the building twice a month or as may be required by the COTR, weather permitting. When exterior cleaning or policing is performed, persons shall use all safety equipment and procedures required by Applicable Law (including without limitation, any applicable requirements under OSHA).

B.10.1 Policing Outside Areas

The Contractor shall provide exterior cleaning services a minimum of three times

daily but as frequently as required to maintain a clean appearance.

B.10.1.1 Policing: All areas including lawn, grounds, planted areas, sidewalks, hard surfaces, parking areas, garages, docks, trash/recycling bins, platforms, driveways, ramps, lanes, etc. shall be kept clean;

B.10.1.2 Unimproved Grounds: All areas shall be cleared of trash, debris, and other

discarded material each time the native grasses, weeds, etc. are cut. B.10.1.3 Fence Lines: Fence lines shall be cleared of trash, debris, and other discarded

material; B.10.1.4 Exterior Trash Dumpsters, Compactors, and Recycle Bins: The Contractor

shall ensure the areas around the exterior bins are kept clean.

B.10.2 Exterior Plate Glass

The Contractor shall ensure all glass including spandrel glass, glass over and in exterior and vestibule doors, all plate glass around entrances, lobbies, and vestibules are kept clean.

B.10.3 Exterior Window Washing

The Contractor shall perform exterior window washing standard planned services on a semi-annual basis. The Contractor shall clean both sides of the glass to ensure the glass is Clean. The Contractor shall wipe and clean window sashes,


sills, woodwork, and other areas surrounding the glass so that the area is free of drippings and other watermarks. Cleaning frequencies that are additional to standard planned services shall be completed on a supplemental reimbursement basis to the Contractor.

a. The Contractor shall ensure window washing work is performed in a

manner consistent with Applicable Law and safety requirements promulgated by the OSHA including adequate fall protection for window washers.

b. These services are only applicable to windows within reach from the

ground floor or by use of a standard size extendable ladder (i.e. Windows, which are not otherwise accessible or accessible only with the use of specialized equipment such as rolling and/or power scaffolding or Rope Decent Systems (RDS)).

B.10.4 Exterior Canopies The Contractor shall ensure all canopies and anything affixed to, or included in

the surfaces of canopies shall be kept clean and free of all nests, bird excrement, trash, and other debris on an annual basis.

B.10.5 Exterior Hard Surface Areas

The Contractor shall ensure all areas including sidewalks, brick areas, hard

surfaces, parking areas, garages, docks, moats, platforms, driveways, ramps, lanes, etc. shall be kept clean and free of gravel, weeds, oil, and grease. In addition, the Contractor shall ensure all spill residue and clean-up materials be disposed in accordance with the EPA and local regulatory agency requirements.

B.10.5.1 The Contractor shall remove trash, debris, and spill residue on exterior hard

surface areas as frequently as required to maintain standards set herein;

B.10.5.2 The Contractor shall remove gum, hard debris, oil and grease, on exterior hard surfaces every other week.

B.10.6 Exterior Surfaces (Signs, Vending Machines, Tables, and etc.)

The Contractor shall clean exterior surfaces ensuring the surface is kept clean,

with spill residue and clean-up materials /disposed of properly.

B.10.7 Parking Structures, Parking Lot(s), Garages, and Exterior Loading Dock

Areas The Contractor shall remove from parking structures, parking lots, and garages all

dirt, debris, residue, gum, grease, and tar in an environmentally sound manner to minimize the amount of waste washed into the storm sewers or onto the ground.


The Contractor shall ensure that such areas are Clean. Spill residue and clean-up materials shall be disposed in compliance with Applicable Laws (including, without limitation, any applicable requirements of the EPA and local agency).

B.10.7.1 The Contractor shall maintain these areas to ensure that trash, debris, and other

discarded materials do not accumulate. The Contractor shall perform daily policing.

B.10.7.2 The Contractor shall conduct annual pressure washing of all floors and walls of

the exterior loading dock areas only. Cleaning frequencies that are additional to standard planned services shall be completed on a supplemental reimbursement basis to the Contractor.

B.10.7.3 The Contractor shall police parking structures, parking lots, garages, and exterior

loading docks services at a minimum three times a day or as often as required to maintain a clean appearance and should be provided at least once in the morning, midday and toward the latter part of the work.

B.10.8 Exterior Excrement Removal (Human) The Contractor shall ensure all steps and stairs, entrances, sidewalks, arcades,

landings, balconies, and ledges shall be cleaned of all excrement in a manner consistent with Applicable Laws (including, without limitation, any safety precautions as outlined in the Center of Disease Control (CDC) protocols). The Contractor shall maintain knowledge of cautionary requirements in cleaning areas contaminated by human excrement. The Contractor shall fully train all employees designated to perform these services in accordance with Applicable Laws (including, without limitation, OSHA standards).

B.10.9 Pest & Rodent Removal Contractor shall monitor all trapping devices used to achieve rodent control inside

occupied buildings. The Contractor is responsible for notifying the building manager and COTR in writing within twenty (24) hours of locating any trapped rodents in authorized trapping devices.

B.11 GREEN CLEANING:

B.11.1 The District aims to improve worker health, conserve natural resources, and

prevent pollution through this activity. Environmental components to be considered include: recycled content and recyclability; energy efficiency; and the presence of undesirable materials in the products, especially toxic chemicals which are persistent and bio-accumulative.

B.11.2 The Contractor shall use green cleaning products and processes, and shall

demonstrate such capability by submitting a Green Cleaning Plan (GCP) to the COTR within thirty (30) days following an award. The GCP shall describe methods, materials, and equipment that the Contractor will use under the contract.


B.11.3 The Contractor shall submit to the COTR a monthly Green Cleaning Product

Volume Report which shall clearly report the use by liter volume amount of Green Cleaning products used. Green cleaning products and processes include, but are not limited to, products containing recycled content, bio based products, and products and/or services that minimize the use of energy, water, and other resources. Specific products of concern with specified Post-Consumer Recycled Content (PCRC) amounts are as follows:

B.11.3.1 Trash Liners shall contain a minimum of 20% PCRC and Products shipped in

recyclable packaging (i.e. cardboard packaging) shall contain a minimum of 35% PCRB.

B.11.4 Supplies and Green Products

B.11.4.1 In addition, the Contractor shall utilize environmentally preferable products and

services (i.e. paper goods) consistent with Applicable Laws (including, without limitation, any EPA requirements) and are chlorine free and vacuum equipment with HEPA filtration.

Janitorial products subject to the requirements of this clause include, without

limitation, the following:

Janitorial Products Subject to Green Cleaning or Environmentally Friendly Clause All Purpose Cleaner General Degreaser Bathroom Cleaner General Disinfectant Bathroom Deodorizer Glass/Window Cleaner Bathroom Disinfectant Graffiti Remover Bathroom Hand Cleanser/Soap Gum Remover Carpet Cleaner Lime and Scale Remover Chrome and Brass Cleaner/Polish Solvent Spotter Floor Stripper/Finisher Urinal Deodorizer/Cleaner Furniture Polish Wood/Floor/Wax Cleaner

B.11.5 Prohibited Cleaning Products

The Contractor shall not use the following products, because they pose an unacceptable risk to the person using the product, building occupants and the environment:

Janitorial Products Subject to Prohibited Cleaning Products Clause

Alkyl phenol Ethylates Naphthalene Benzyl Alcohol Nitrilotriacetic Acid CFC-22; Chlorodifluoro Methan Paradichloro benzene Coconut Oil Perchloroethylene Diethanolamine Tetrachloroethylene HCFC-142b Toluene


Lauric Acid Diethanolamine Tributyl Tin Methyl Chloroform; 1,1,1,-TCE Trichloroethylene Methyl Ethyl Ketone

B.12 STAFFING PLAN AND SCHEDULE:

The Contractor shall develop and submit a detailed staffing plan to include, but not be

limited to, the number of staff to be assigned to the Facility, hiring plans, and shift schedules subject to the acceptance and approval of the COTR. The Contractor shall provide the COTR with an emergency contact telephone number(s) and emergency contact email address.

B.13 STRIKE CONTINGENCY PLAN: The Contractor shall develop and submit a Strike Contingency Plan (SCP). The SCP shall describe in detail how the Contractor shall staff the building to provide the required services in event of a strike by the Contractor’s employees.

B.14 SUPERVISION: The Contractor shall provide the supervision of staff and make the management and operational decisions required to successfully provide the required services at the quality standards described.

B.15 STAFF TRAINING: The Contractor shall communicate all terms, standards, policies and conditions outlined within this scope of work to Contractor employees. The Contractor shall provide a training program to ensure that Contractor employees are capable of successfully accomplishing all work task(s) under this contract.

B.15.1 Training and Certifications The SCP shall describe in detail how the Contractor shall provide personnel that

meet experience requirements, assuring the Department that all temporary or replacement employees (including sub-Contractor employees) shall meet the experience and certification requirements defined in this SOLICITATION.

B.16 EMPLOYEES CONTACT:

The Contractor shall provide the names of the Contractor’s employees as well as subcontractors and their employees who will fulfill the requirements of this contract to the COTR. The Contractor shall provide a list of contacts for each job site (names, titles & phone numbers) to the COTR.


B.17 DAILY SIGN-IN AND SIGN-OUT: The Contractor shall keep a daily sign-in/sign-out log of Contractor personnel.

B.18 SECURITY REQUIREMENTS: The Contractor shall comply with all security requirements and procedures of the facility.

B.18.1 The Contractor shall conduct routine pre-employment criminal record background checks of all of the Contractor’s staff that will provide services under an awarded contract including a National Criminal Information Center Report and Child Protective Services Report (Abuse and Neglect) in accordance with Applicable Laws.

B.18.2 The Contractor shall provide the results of the background checks for each

employee proposed to deliver services under an awarded contract. Background checks for subsequent staff intended to perform services under an awarded contract shall be provided to the COTR. The Contractor(s)’ staff may begin employment pending the results of the criminal background checks, but immediately be terminated should the Contractor or DGS determine the staff member is not suitable for employment based on the results of the criminal background checks. Under such situation, the Contractor’s staff shall be supervised at all times pending the results of the criminal background checks and at no time shall provide services to youth residences independent of supervision.

B.18.3 The Contractor shall conduct staff criminal record background checks on an

annual basis and for newly acquired employees. The Contractor shall disclose to DGS through the COTR, any arrests or convictions that may occur subsequent to employment. Any conviction or arrest of the Contractor’s employees after employment shall be reviewed by DGS, which will determine the employee’s suitability for continued employment.

B.18.4 The Contractor shall maintain staff records including applications, licenses,

certifications, security and medical clearances, satisfactory criminal background clearance, child protection register clearance, drug and alcohol screening.

B.18.5 The Contractor’s staff shall wear neat, clean, and professional attire. The attire

shall include distinctive apparel identifying staff as Contractor’s employees.

B.18.6 The Contractor’s staff shall wear identification badges at all times. The identification badges shall provide company logo, employee’s name, and employee photograph.

B.18.7 The Contractor shall determine and provide additional personal protective

equipment required for the safe performance of work. Protective clothing, equipment, and devices shall, at a minimum, conform to any applicable OSHA standards for the products being used.


B.18.8 The Contractor shall obtain Facility access badges for all staff and the staff of subcontractors, as applicable, prior to providing services: All Contractors are required to obtain a contractor ID and access badge from the District. The Contractor is responsible for all costs associated with obtaining ID’s and access credentials/badges from the Metropolitan Police Department (or such agency, as required by DGS).

B.19 EQUIPMENT:

The Contractor shall provide an inventory list of equipment that will be used to fulfill the requirements of this contract to the COTR.

B.20 SERVICE CALL PROGRAM: The Contractor shall implement an effective service call program to address call-in request for the interior and exterior cleaning services to ensure prompt, professional, and courteous resolution of the Department’s concerns. The Contractor’s service call program shall address or include the following: a. Operating policies and procedures with emphasis on customer service, quality, and

responsiveness;

b. Provide the appropriate administrative staffing, during building(s) operating hours and during the Contractor’s regular after hours cleaning schedule, to directly receive, record, respond, and track and monitor the resolution of all service calls;

c. Respond within two (2) hours to routine service calls;

d. Respond within one (1) hour to urgent service calls;

e. Include a method of recording customer calls, the time to complete the service call,

and the corrective action taken. These records shall be made available for review by the COTR on a monthly basis and as back up supporting documentation to all monthly invoices; and

f. Notify the COTR immediately if a service call cannot be resolved. The Contractor shall remain on the job until each emergency situation is corrected.

B.21 QUALITY CONTROL PLAN (QCP):

B.21.1 The Contractor shall establish and implement a complete Quality Control Plan (QCP) to ensure the required services are provided effectively and successfully. The Contractor’s QCP shall be a system for identifying and correcting deficiencies in the quality of service delivery before the level of performance becomes unacceptable and identify areas to improve service delivery. The QCP shall be prepared by the Contractor and provided to the COTR for review and


approval. The Contractor shall not start work until the QCP is accepted and the proper security clearances obtained. Refer to Section B.18 SECURITY REQUIREMENTS of the solicitation, concerning proper security clearance requirements.

B.21.2 The Contractor’s QCP shall be a living document and shall adjust to ensure the

optimum delivery of service and the satisfaction of tenants. The QCP shall, at a minimum, include or address the following:

a. How the Contractor will control quality of supplies and services;

b. How project management, inspections, plan implementation, process

improvement changes, correction of deficiencies, and green cleaning compliance will be accomplished;

c. How it will monitor and respond to service calls and the resolution of complaints;

d. Integration of resolutions to complaints and corrective actions to improve service delivery;

e. An inspection plan or checklist tailored to the specific building(s) being cleaned and serviced under this contract. The inspection plan or checklist shall detail how services at the work site shall be inspected to ensure that the outcome of the work meets all the quality standards set forth in an awarded contract and shall include, but is not limited to:

Date of inspection perform Location of inspection Description of findings Description of action(s) taken (if necessary) Signature and date of completion

B.22 COMMUNICATION PLAN:

B.22.1 The Contractor shall keep the Contracting Officer Technical Representative

(COTR) informed of current status of the work being performed, provide work schedules and provide other pertinent information needed by the COTR.

The Contractor shall develop a communications strategy with regard to cleaning

personnel and facility managers that addresses the following requirements set forth in Green Seal’s Environmental Standard for Commercial Cleaning Services (GS-42) Section 5.0 and detailed below. The communications plan shall be developed in conjunction with building owners, facility managers, and building occupants.

The Contractor shall provide employees with proper initial, on-site, or site-

specific and annual in-service training. Training shall be done in a manner that


respects any unique needs of the employee, such as limited English proficiency, physical challenges, or learning disabilities.

Ensure that a system is in place for cleaning service employees to provide

comments and suggestions about workplace issues and suggestions for improvements in the provision of services.

Communicate to the management or owners of the building the presence of pests

and any maintenance issues discovered while performing cleaning operations. Provide materials to facility managers that define opportunities for building

occupants to reduce the need for more intensive cleaning processes or treatments (e.g., reporting spills and making attempts to reduce clutter in personal spaces).

Provide notification to building management of any cleaning products used in the

building. This shall include a list of all chemicals that may be used. It also shall include the name, address, and phone number of the contact person; a statement that the contact person maintains the product labels and Material Safety Data Sheets (MSDSs) of each product used in the building; and information that the label or MSDSs are available for review upon request. The contact person shall be available for information and comment.

Maintain product MSDSs on-site in a binder and keep up to date at all times. Provide product MSDSs in a timely manner upon request. Janitorial service providers may request facility managers to identify building

occupants with special needs or sensitivities (to dust, chemicals, noise levels, etc.) and have a process in place to work with management, cleaning staff, and individuals to mitigate the problem.

B.22.2 The Contractor shall prepare and provide the CO and COTR with a

communication plan detailing how the Contractor will use technology (two-way digital communication) to communicate with DGS Representatives, to receive and respond to service calls, emergencies, status of projects, invoicing, general communication, tenant complaints etc. The Communication Plan shall include, at a minimum, detailed provisions for:

• Two-way devices (mobile phone, etc.) by all Contractors supervisory

staff; • Standard procedures for submission of requested documents in electronic

(PDF and/or Word Files) and printed format; • Provide key operational personnel (managers or supervisors) with portable

electronic means to communicate with the District for service calls, emergencies, status of projects, etc.;


• Electronic receiving and transmitting methods may include the following; • A text-messaging device used to send and receive messages. Contractor is

responsible for all costs associated with electronic messaging device. • A portable email device used to send and receive messages.

B.23 EXPOSURE CONTROL PLAN:

The Contractor shall develop a plan to comply with and support the District’s Exposure Control Program for the Facility under the awarded contract. A copy of this document shall be made available to the COTR upon request.

B.24 PANDEMIC PLAN: As required by the National Strategy for Pandemic Influenza Preparedness, the District has prepared a plan to safeguard its employees and provide for continued operations in the event of an influenza pandemic. The Contractor shall also comply with and fully support the representative of the District’s Department for Safety and Environment in an effort to prevent and reduce the spread, mitigate the potential effect of an influenza pandemic on custodial operations. Given the unpredictable length and severity of a pandemic, the Contractors plan shall acknowledge that its employees may be required to remain in place for an unspecified period of time.

B.25 MEETINGS:

B.25.1 Monthly The Contractor shall plan and schedule monthly meetings with the COTR to

remedy deficiencies identified during the month.

B.25.2 Quality Control Meetings The Contractor shall attend quarterly meetings held between the Contractor and

the COTR. The purpose of these meetings will be to discuss the Contractor’s performance, areas of deficiencies, areas of satisfaction, and tenant needs or concerns. Frequencies of these meetings may be increased or decreased depending upon performance as determined by the COTR.

B.25.3 Partnering Meeting

B.25.3.1 The Contractor shall attend at least one partnering session with the CO and COTR

after the Post-Award conference. Other sessions may take place during the course of the contract at the option of either the DGS or the Contractor. Partnering is working together towards a common interest or goal.

B.25.3.2 The Contractor shall attend at least one partnering session with the DGS after the

Post-Award conference. Other sessions may take place during the course of the


contract at the option of either the District or the Contractor. Both parties will re-visit the idea of having a partnering session on the anniversary date of the contract. Each partnering session will be held at a mutually agreed time and location.

B.25.3.3 The Contractor shall provide the COTR of the facility notification at least 72 hour

in advance of the following activities:

(i) Power washing of building entry/exit points and loading dock.

(ii) Cleaning of the exterior windows.

(iii)Shampooing of the carpeted areas.

(iv) Cleaning of the canopies.

(v) Fumigating/application of infested areas.

B.26 LICENSING, ACCREDITATION AND REGISTRATION: All offerors must provide proof, in their bids, to DGS that they have a “General Business License” issued by the D.C. Department of Consumer and Regulatory Affairs. During the contract, each Contractor and all of its subcontractors and sub-consultants (regardless of tier) shall comply with all licensing, accreditation, and registration requirements and standards under Applicable Laws for the performance of the contract.

B.27 CONFORMANCE WITH LAWS: It shall be the responsibility of the Contractor to perform under the contract in conformance with the Department’s Procurement Regulations and all Applicable Laws.

B.28 PEST MANAGEMENT: The Contractor shall implement methods to prevent and suppress pest populations through sanitation; waste management and assessment of the effectiveness of these methods from pest including but not limited to:

B.28.1 Indoor and outdoor populations of rodents such as rats, mice, squirrels, pigeons, and insects including cockroaches, bed bugs, arachnids, and other arthropods, and flying insects such as flies, bees, and wasps.

B.28.2 Outdoor populations of potentially indoor-infesting species that are within the

property boundaries.

B.28.3 Nests of stinging insects within the property boundaries.


B.28.4 All excluded pest populations that are incidental invaders inside the building, including winged termite swarmer’s emerging indoors.

B.28.5 The Contractor shall notify the COTR if it notices any pests and shall assist in the

control unless the COTR instructs otherwise.

B.29 REPORTING/INVOICING The contractor shall document that the products and services supplied under this contract comply with key environmental criteria noted above. The contractor shall submit the following information to the designated District point of contact, as noted in the section C. DELIVERABLES. 1) Green Cleaning and Disinfecting Product List: To be provided upon contract

signing and whenever changes are made in excel or word via e-mail, and provide at minimum:

a. Product type (degreaser, detergent, etc.) b. Product name c. Applicable eco-label or how product meets stated environmental

requirement 2) Material Safety Data Sheets and Product Labels for all cleaning products used -

To be provided to facility managers upon contract signing in a binder. Binder is to be updated whenever changes are made.

3) Building Specific Green Cleaning Plan - To be provided twice within the period

of performance starting within 60 days of signing the contract. The plan shall be provided in Word, Excel or PDF and delivered via email. The plan shall address the Building Specific Green Cleaning Plan Requirements.

4) Training Curriculum - To be provided on date of contract signing and whenever

changes are made. The training curriculum shall be provided in Word or PDF via email.

5) Training Records - To be 30 days from date of contract signing in Word or PDF

via email. Training records submitted shall address training records requirements. 6) Standard Operating Procedures- To be provided upon contract signing and on an

annual basis in Word or PDF via email. 7) Communications Plan -To be provided upon 30 days of contract signing,

whenever changes are made, and on an annual basis in word or PDF via email. The communication strategy shall address requirements outlined in Communications Plan requirements.


8) Environmentally Preferable Products and Services (EPPS) Report - To be provided annually or as requested in Excel and delivered via email. The report shall include: a. Janitorial services contractor name b. Contract No. c. Contract award date d. Company from which cleaning products and supplies were purchased e. Date of purchase f. Product description - manufacturer description of product g. SKU h. Corresponding environmentally preferable product type based on the product

types included in the DC Janitorial Services and Cleaning Supplies Environmental Guidance Documents (ex. toilet paper)

i. Number of units purchased j. Price per unit k. Total cost l. Compliance with DC environmental criteria – Indicate how product purchased

meets DC environmental criteria (ex. Green Seal certification). 9) Recycling Report – To be provided monthly in excel via email. The Contractor shall be required to report its monthly activities to DGS through

DGS’s “Salesforce” online work management system. The Contractor’s reporting must be done “real time” and include: (i) service provided; (ii) date and time of serviced performed; (iii) staff utilized; and (iv) challenges or problems encountered during the operations. The Contractor shall submit its invoice at the end of each month.

B.30 KEY PERSONNEL

B.30.1 The Offeror’s personnel should have the necessary experience and licenses to

perform the required work. Key personnel shall include, at a minimum, the following individuals: (i) the account executive for this contract; and (ii) the individual who will be responsible for dispatching staff and equipment. The account executive should be a senior member of the Offeror’s management team who has the authority and responsibility for ensuring that the Contractor’s responsibilities are properly discharged. The Contractor will not be permitted to reassign any of the key personnel unless the Department approves the proposed reassignment and the proposed replacement.

B.30.2 The Contractor shall designate one key personnel to be available to communicate

with the Department by telephone and email twenty-four (24) hours a day, seven (7) days a week over the course of the contract.

B.31 TECHNICAL REQUIREMENTS

In addition to complying with the requirements outlined elsewhere in this solicitation, the Contractor shall at a minimum:


i. Carry all necessary insurances required by DGS under this award; and

ii. Completely familiarize itself with its proposal/quote documents, and the facility.

B.32 QUALIFICATIONS

Each bidder shall submit evidence with its proposal satisfactory to DGS that such bidder can fulfill the requirements of the contract. Such evidence must include the following, but need not be limited to: A. The ability of bidder to have the necessary manpower to perform the Services; B. That a bidder has at least one (1) one year of experience with providing similar

janitorial services for federal, state or local municipalities buildings of similar size. Bidder must complete and deliver with its proposal, three Reference Form(s), in the form of Attachment K, which contains (i) a list of municipalities, or other agencies, for which a bidder has performed work of similar scope to this scope of work, and (ii) the names, telephone numbers of individuals in each municipality, or agency, who DGS may contact to verify the bidder's performance, and (iii) a description of services that were provided by such bidder.

DGS may make such investigations as it deems necessary to determine the qualifications of any bidder and its ability to perform the Services, and all bidders shall promptly furnish to DGS all such evidence and information for this purpose as DGS may request. In addition, DGS reserves the right to reject any bid if the evidence submitted by, or the investigation of, the bidder fails to satisfy DGS that such bidder is properly qualified, competent and capable, in all respects, to perform the Services in accordance therewith. No award shall be made to any bidder whose submitted background information, when investigated and verified by DGS, raises significant questions as to its ability to successfully complete the Services.

B.33 CONFORMANCE WITH LAWS

The Contractor shall perform the Janitorial Services hereunder in accordance with applicable local and federal statutes, laws, codes, ordinances, regulations, rules, requirements and orders, whether (“Applicable Laws”).

B.34 TRAINING Contractors shall train all cleaning staff in the proper handling of chemicals, use of equipment, proper cleaning procedures, and safe and proper disposal of chemicals as set forth in Green Seal’s Environmental Standard for Commercial Cleaning Services (GS-42) Section 6.0 and detailed below: a. The contracting officer(s) shall be trained in the selection of green cleaning

products.


b. Upon hiring, all cleaning personnel are required to undergo initial training on

standard operating procedures, the proper sequencing of cleaning steps, and the proper use of personal protective equipment. This training may occur before personnel are assigned to a facility or it may be conducted at the site, before beginning independent work.

c. As part of initial training, all personnel are to be given standard safety training

focusing on reducing and preventing ergonomic injuries and exposure to hazardous materials encountered by janitorial service providers and their personnel, and proper and safe disposal of chemical products.

d. Site-specific training shall be provided for all cleaning personnel focusing on

standards for the facility to which they will be assigned. Site-specific training shall cover: the facility-specific cleaning plan; tailored procedural training based on the building-specific Green Cleaning Plan; and hazardous communication standards.

e. All employees shall receive continuing training and/or education on an annual

basis to maintain knowledge of correct procedures for safety, tools, techniques, and pertinent environmental standards. For new hires, at least 12 hours of this training must be provided upon initial employment, followed by 24 hours of in-service training, continuing education, and/or professional development opportunities on an annual basis. Contractor management/supervisors shall have at least 24 hours of in-service training and/or education on an annual basis.

f. Records of training shall be maintained on each employee for all training

specified within this solicitation and submitted annually to the Contracting Officer. The documentation shall include topics of what was included in the training, including a general outline of information covered, the name and qualifications of the trainer, and the date(s) and duration of the training or courses. For current employees, records shall be retained for two years from their hiring date; records shall be retained for one year for former employees.


B.35 APPLICABLE DOCUMENTS:

B.35.1 The following documents and any subsequent revisions thereto, are relevant and applicable to this procurement and are incorporated herein by this reference.

Item No. Document Type Title Version/Date

1 U.S. Law

U.S. Department of LaborOccupational Safety and Health Administration

(OSHA)General Contractor’s Quality Control Plan - 29 CFR

Part 1900 Subparts A-POccupational Safety and Health Standards 29 CFR,

Part 1910,Construction Contractor’s Quality Control Plan – 29

CFR Part 1926Hazardous and Toxic Materials

2003 ed.

2 U.S. Law

Environmental Protection Agency (EPA)42 USC sections 6901-6976

Concerning Hazardous Substances and WasteMost Recent

3 U.S. Law 40 CFR, Parts 260, 261, 264, 265, 268, 270, and 273 Most Recent

4 Executive OrderExecutive Order 13101

Greening the Government Through Waste Prevention, Recycling, and Federal Acquisition

1998

5 DC Legal Requirement

Mayor’s List of Recyclables and Compostables Most Recent

6 Industry Standard

ASTM E1971-05(2011): Standard Guide for Stewardship for

the Cleaning of Commercial and Institutional Buildings

Most Recent

7 Federal Guidelines

Center for Disease Control Protocols Most Recent

8 Consent Decree District - Sierra Club Consent Decree Most Recent

9Industry

Standards and Specifications

ANSI/ASEE A1264.2-2006Provision of Slip Resistance on

Walking/Working Surfaces GuidelinesMost Recent

10Industry

Standards and Specifications

Vacuum Cleaner"Green Label/Green Label Plus"

Testing Program Most Recent

11 DC Guidance Document

Environmentally Preferable Janitorial Services Most Recent


C. DELIVERABLES

The Contractor shall perform the activities required to successfully complete the District’s requirements and submit each deliverable to the Project Manager/COTR.

1List of Green Cleaning and Disinfecting Products 1 Excel or Word/Email

Submitted with proposal and upon contract signing, whenever changes are made or requested.

2

Material Safety Data Sheets (MSDS) and Cleaning Product Labels 1 per product Binder

Submitted upon contract signing, and whenever new products are introduced or new product information is supplied by product manufacturers.

3 Build-Specific Green Cleaning Plans 2 Word, Excel, or PDF/Email

Submitted twice with-in the period of performance starting within 60 days of signing the contract.

4 Training Curriculum 1 Word or PDF/Email

Submitted with proposal and upon contract signing, and whenever changes are made.

5 Training Records 1 Word, Excel, or PDF/Email

Submitted within 30 days of contract signing date contract signing or requested.

6 Standard Operating Procedures 1 Word or PDF/Email


7 Communications Plan 1 Word or PDF/Email

Subbmitted within 30 days of contract signing, whenever changes are made or requested.

8 EPPS Report 1 Excel/EmailSubmmitted every 90 days and/or as-requested.

9 Meeting with Facility Managers 1 Meeting

Within 10 days from date of contract signing, monthly and/or as-needed.

10 Recycling Report 1 Excel/Email Submitted monthly.

11 Strike Contingency Plan 1 Word or PDF/Email


12 Quality Control Plan 1 Word or PDF/Email


13 Exposure Control Plan 1 Word or PDF/Email

Subbmitted within 30 days of contract signing, whenever changes are made or requested.

14 Pandemic Plan 1 Word or PDF/Email


CLIN Deliverable Quantity Format/ Method of Delivery Due Date


D. CONTRACT ADMINISTRATION DATA

D.1 PROJECT MANAGER/COTR:

Ronnie Lowe Building Services Supervisor DGS - Operations Office: (202) 576-8048 / Mobile: (202) 359-1929 Email: [email protected] D.2 PERIOD OF PERFORMANCE: The contract term shall be for a period of nine (9) months from January 2, 2018 to

September 30, 2018. D.3 CONTRACT TYPE: This is firm-fixed monthly rate contract. The awarded Contractor shall provide all labor,

supervision, management, administrative support, materials, tools, equipment, apparatus, machinery, containers, supplies (including consumables, paper products and soap), vehicles, disposal of waste material, recordkeeping, reporting and other supplies and services necessary to successfully perform comprehensive janitorial services as required in the Scope of Work.

D.4 INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS OR

QUOTERS D.4.1 Procurement Schedule:

1) Issue Date: Friday, November 17, 2017

2) Pre-Bid Conference & Site Survey: Held at the 1230 Sumner Road, SE,

Washington, DC 20019 on Tuesday, November 21, 2017 at 10:00 a.m.

3) Questions Due Date: All questions concerning this solicitation shall be submitted electronically by Monday, November 27, 2017 to: Brian Carter, Contract Specialist, via email at [email protected]. All answers to questions shall be provided by form of Addendum to interested Bidders.

4) Registration: Offerors must register at the designated web address displayed on The Department of General Services website at https://dgs.dc.gov/ on Wednesday, December 6, 2017 at 11:00 a.m. EST. Registration closes at 3:00 p.m.

5) Proposal Due Date: Proposal shall be submitted electronically by 10:00 a.m. on Thursday, December 14, 2017 to: Brian Carter, Contract Specialist, via email at [email protected].


mailto:[email protected]

https://dgs.dc.gov/

mailto:[email protected]

6) Presentation Date and Time: Presentations shall be held on Wednesday,

December 20, 2017 at 10 a.m. in the 2nd floor “Community Room” at the Reeves Center, 2000 14th St. NW, Washington, DC 20009. Note: The Contract will be awarded immediately following the final presentation and feedback provided by the Judges Panel. Contractors are strongly encouraged to be present for contract and feedback and award.

D.4.2 General Requirements:

Proposal shall comply with all requirements.

1) Proposal Package: Offeror’s Proposal Package shall contain include at a

minimum the following: a. Transmittal Letter -

• The Offeror’s full legal name, address and phone number; • Identification of the Offeror’s authorized representative: title,

phone number and email address; • Description of the Offeror’s organization; • A statement affirming the Offeror’s acceptance of the contract

provisions as described within the solicitation; and • The Offeror’s authorized representative signature.

b. Proposal -

• The proposals shall include a table of contents providing the page numbers and location for each section of the Offeror’s proposal;

• The proposals shall be single-sided.

2) Bidder Form: Bid Form (Attachment E.1) shall be submitted on time by the Due Date and shall not be altered by the Bidder(s).

3) Tax Certification Affidavit: Each Bidder shall submit a completed and typed Tax Affidavit (Attachment E.5). In order to be eligible for this procurement, Bidders must be in full compliance with their tax obligations to the District of Columbia government.

4) Page Count: Proposal page count shall not exceed 10 pages. (Total proposal page count does not including attachments.)

D.4.3 Proposal Requirements and Evaluation Criteria:

i. DC Resident Inclusion (5)

Offeror shall identify employees that are currently residents of the District of Columbia that shall perform services under the contracts period of performance.


ii. Presentation (20)

Offeror shall present relevant information and materials referencing the fulfillment of the requirements within the solicitation. The offerors presentation shall be evaluated in subjectively based on observation of measurable facts, interpretations, points of views presented to judges panel. Offerors will be evaluated based on presentation content: (i) Staff Scheduling (ii) Green Cleaning Plan (GCP) (iii) Relevant Experience as it applies to “Green Cleaning”

iii. Price Reasonable (25) The offerors proposed price shall be evaluated in comparison to the Independent Government Cost Estimate to be considered “fair and reasonable. The price evaluation will be objective. The offeror must submit a price for all line items

iv. Proposal - Technical Approach (25) Offerors are required to describe how the Contractor intends to perform the requirements as described in solicitation. Offerors shall consider industry best practices, the Districts business requirements and objectives as they relate to the technical approach. Offerors will be evaluated based on: (iv) Staff Scheduling (v) Staff Training (vi) Staff Security Requirements (vii) Strike Contingency Plan (viii) Quality Control Plan (QCP): to address all aspects of ensuring and

sustaining a quality control plan per the requirements of the contract. (ix) Hazardous Material (x) Environmental Initiatives (xi) Green Cleaning Plan (GCP): to describe methods, materials, and

equipment that the Contractor will use per the requirements of the contract

v. Proposal - Relevant Experience and Past Performance (25)

The Department desires to engage a Contractor with the qualified experience necessary to realize the objectives set forth in the solicitation. Offerors will be evaluated based on: (i) Execution of similar work as well as the quality of the work with consideration to timeliness and technical success. (ii) Size and complexity of past projects and degree of conformance to government mandates.


(iii) Past Performance Evaluation Forms provided by Contractor’s past clients (Attachment E.4)

(iv) Offerors shall provide detailed descriptions of no more than three (3) contracts that best illustrate the firm’s experience and capabilities performing work similar in size and scope and relevant to this project as described in the solicitation. On each project description, please provide all of the following information in consistent order:

1. Name of the client 2. Title and description of the project 3. Contract number 4. Total dollar amount of the contract 5. The contract’s period of performance 6. Name, title, telephone number and email address of the contact

person.

D.4.4 Presentation Requirements

Presentation shall comply with all requirements listed below: 1) Presenters shall have all materials required to present upon arrival;

2) Presentation shall not exceed five (5) minutes; 3) Presentation breakdown shall include; Brief Introduction, Qualifications,

Technical Approach, Pricing, and possible District Resident inclusion; 4) Presenters shall have a visual presentation and 20 printed copies of

presentation for Judges Panel.

5) Presenters shall prepare for a five (5) minute follow-on questions and answers period with the Judges Panel.

D.5 EVALUATION FACTORS FOR AWARD

All awards are based on the contractors’ submitted proposal, qualifications and presentation. The contract will be awarded to the responsible Offeror(s) whose offer is most advantageous to the District, based upon the evaluation criteria specified below.

D.5.1 RATING SCALE:

4 = Excellent - Exceeds Requirements 3 = Above Average - Marginally Exceeds Requirements 2 = Average - Meets Minimum Requirements 1 = Below Average - Fails to Meet Minimum Requirements


Note: This Contract will be awarded immediately following the final presentation and feedback provided by the Judges Panel.

E. Attachments E.1 Bidder Form E.2 Barry Farms Recreation Center - Architectural Design Prints E.3 Barry Farms Recreation Center - Completion Manual

E.3.1 Manual 1 Of 2 E.3.2 Manual 2 Of 2

E.4 Past Performance Evaluation Forms E.5 Tax Certification Affidavit


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