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HomeMy WebLinkAbout18- Professional Services Agreement - Dust Bunnies Cleaning Services - Citywide Janitorial Services DoZ V �x N co. PROFESSIONAL SERVICES AGREEMENT THIS AGREEMENT is made and entered into this i' hday of December, 2018, by and between the CITY OF BOZEMAN, MONTANA, a municipal corporation organized and existing under the laws of the State of Montana, 121 North Rouse Street, Bozeman, Montana 59771, hereinafter referred to as "City," and, Dust Bunnies Cleaning Services, 264 Coral Drive, Belgrade, MT 59714, hereinafter referred to as "Contractor." In consideration of the mutual covenants and agreements herein contained, the receipt and sufficiency whereof being hereby acknowledged, the parties hereto agree as follows: 1. Purpose: City agrees to enter this Agreement with Contractor to perform for City services described in the Scope of Services attached hereto as Attachment "A" and Attachment "B" by this reference made a part hereof. 2. Term/Effective Date: This Agreement is effective January 1,2019 and will terminate on the 31 st day of December, 2023 unless earlier terminated as provided herein. 3. Scope of Work: Contractor will perform the work and provide the services in accordance with the requirements of the Scope of Services (the frequency and work schedule). For conflicts between this Agreement and the Scope of Services, unless specifically provided otherwise, the Agreement governs. 4. Payment: City agrees to pay Contractor the amount specified in the Scope of Services for each location where services are provided. Any alteration or deviation from the described services that involves additional costs above the Agreement amount will be performed by Contractor after written request by the City, and will become an additional charge over and above the amount listed in the Scope of Services. The City must agree in writing upon any additional charges. 5. Contractor's Representations: To induce City to enter into this Agreement, Contractor makes the following representations: a. Contractor has familiarized itself with the nature and extent of this Agreement, the Scope of Services, and with all local conditions and federal, state and local laws, ordinances, rules, Professional Services Agreement for Janitorial Services Citywide January 1,2019—December 31,2023 Page 1 of 11 and regulations that in any manner may affect cost,progress or performance of the Scope of Services. b. Contractor represents and warrants to City that it has the experience and ability to perform the services required by this Agreement; that it will perform said services in a professional, competent and timely manner and with diligence and skill; that it has the power to enter into and perform this Agreement and grant the rights granted in it; and that its performance of this Agreement shall not infringe upon or violate the rights of any third party,whether rights of copyright,trademark, privacy, publicity, libel, slander or any other rights of any nature whatsoever, or violate any federal, state and municipal laws. The City will not determine or exercise control as to general procedures or formats necessary to have these services meet this warranty. 6. Independent Contractor Status/Labor Relations: The parties agree that Contractor is an independent contractor for purposes of this Agreement and is not to be considered an employee of the City for any purpose. Contractor is not subject to the terms and provisions of the City's personnel policies handbook and may not be considered a City employee for workers' compensation or any other purpose. Contractor is not authorized to represent the City or otherwise bind the City in any dealings between Contractor and any third parties. Contractor shall comply with the applicable requirements of the Workers' Compensation Act, Title 39, Chapter 71, MCA, and the Occupational Disease Act of Montana, Title 39, Chapter 71, MCA. Contractor shall maintain workers' compensation coverage for all members and employees of Contractor's business, except for those members who are exempted by law. Contractor shall furnish the City with copies showing one of the following: (1) a binder for workers' compensation coverage by an insurer licensed and authorized to provide workers' compensation insurance in the State of Montana; or (2) proof of exemption from workers' compensation granted by law for independent contractors. Contractor shall post a legible statement of all wages and fringe benefits to be paid to the Contractor's employees and the frequency of such payments (i.e., hourly wage employees shall be paid weekly). Such posting shall be made in a prominent and accessible location at the Contractor's normal place of business and shall be made no later than the first day of services provided under this Agreement. Such posting shall be removed only upon expiration or termination of this Agreement. In performing the services under this Agreement, Contractor shall give preference to the employment of bona fide residents of Montana, as required by §18-2-403,MCA,and as such,term is defined by §18-2-401(1), MCA. When making assignments of work, Contractor shall use workers both skilled in their trade and specialized in their field of work for all work to which they are assigned. Professional Services Agreement for Janitorial Services Citywide January 1,2019—December 31,2023 Page 2 of 11 Pursuant to §§18-2-403 and 18-2-422, MCA, Contractor shall pay wages, benefits, and expenses as set forth in the Montana Prevailing Wage Rage for Non Construction Services, effective February 1, 2013 and applicable to Gallatin County, Montana which schedule is incorporated herein. Contractor shall pay all hourly wage employees on a weekly basis. Violation of the requirements set forth in the above State of Montana schedule of prevailing wage rates may subject the Contractor to the penalties set forth in §18-2-407, MCA. Contractor shall maintain payroll records and provide certified copies to the City. Contractor shall maintain such payroll records during the term of this Agreement, the course of the work on the Construction Project, and for a period of three (3) years following the date of final completion of the Construction Project and termination of this Agreement. In the event that, during the term of this Agreement, any labor problems or disputes of any type arise or materialize which in turn cause any services to cease for any period of time, Contractor specifically agrees to take immediate steps, at its own expense and without expectation of reimbursement from City, to alleviate or resolve all such labor problems or disputes. The specific steps Contractor shall take to services shall be left to the discretion of Contractor;provided,however, that Contractor shall bear all costs of any related legal action. Contractor shall provide immediate relief to the City so as to permit the services to continue at no additional cost to City. Contractor shall indemnify, defend, and hold the City harmless from any and all claims, demands, costs, expenses, damages, and liabilities arising out of, resulting from, or occurring in connection with any labor problems or disputes or any delays or stoppages of work associated with such problems or disputes. 7. Indemnity/Waiver of Claims/Insurance: For other than professional services rendered, to the fullest extent permitted by law, Contractor agrees to release, defend, indemnify, and hold harmless the City, its agents, representatives, employees, and officers (collectively referred to for purposes of this Section as the City) from and against any and all claims, demands, actions, fees and costs (including attorney's fees and the costs and fees of and expert witness and consultants), losses,expenses, liabilities(including liability where activity is inherently or intrinsically dangerous) or damages of whatever kind or nature connected therewith and without limit and without regard to the cause or causes thereof or the negligence of any party or parties that may be asserted against, recovered from or suffered by the City occasioned by, growing or arising out of or resulting from or in any way related to: (i)the negligent, reckless, or intentional misconduct of the Contractor; (ii) any negligent,reckless, or intentional misconduct of any of the Contractor's agents; or(iii)the negligent, reckless, or intentional misconduct of any other third party. For the professional services rendered, to the fullest extent permitted by law, Contractor agrees to indemnify and hold the City harmless against claims, demands, suits, damages, losses, and Professional Services Agreement for Janitorial Services Citywide January 1,2019—December 31,2023 Page 3 of 11 expenses,including reasonable defense attorney fees,to the extent caused by the negligence or willful misconduct of the Contractor or Contractor's agents or employees. Such obligations shall not be construed to negate,abridge,or reduce other rights or obligations of indemnity that would otherwise exist. The indemnification obligations of this Section must not be construed to negate, abridge, or reduce any common-law or statutory rights of the indemnitee(s) which would otherwise exist as to such indemnitee(s). Contractor's indemnity under this Section shall be without regard to and without any right to contribution from any insurance maintained by City. Should any indemnitee described herein be required to bring an action against the Contractor to assert its right to defense or indemnification under this Agreement or under the Contractor's applicable insurance policies required below the indemnitee shall be entitled to recover reasonable costs and attorney fees incurred in asserting its right to indemnification or defense but only if a court of competent jurisdiction determines the Contractor was obligated to defend the claim(s) or was obligated to indemnify the indemnitee for a claim(s) or any portion(s)thereof. In the event of an action filed against City resulting from the City's performance under this Agreement, the City may elect to represent itself and incur all costs and expenses of suit. Contractor also waives any and all claims and recourse against the City or its officers, agents or employees, including the right of contribution for loss or damage to person or property arising from, growing out of,or in any way connected with or incident to the performance of this Agreement except"responsibility for his own fraud, for willful injury to the person or property of another, or for violation of law,whether willful or negligent" as per 28-2-702, MCA. These obligations shall survive termination of this Agreement and the services performed hereunder. In addition to and independent from the above,Contractor shall at Contractor's expense secure insurance coverage through an insurance company or companies duly licensed and authorized to conduct insurance business in Montana which insures the liabilities and obligations specifically assumed by the Contractor in this Section. The insurance coverage shall not contain any exclusion for liabilities specifically assumed by the Contractor in subsection(a) of this Section. The insurance shall cover and apply to all claims, demands, suits, damages, losses, and expenses that may be asserted or claimed against, recovered from, or suffered by the City without Professional Services Agreement for Janitorial Services Citywide January 1,2019—December 31,2023 Page 4 of 11 limit and without regard to the cause therefore and which is acceptable to the City and Contractor shall furnish to the City an accompanying certificate of insurance and accompanying endorsements in amounts not less than as follows: • Workers' Compensation—statutory; • Employers' Liability- $1,000,000 per occurrence; $2,000,000 annual aggregate; • Commercial General Liability - $1,000,000 per occurrence; $2,000,000 annual aggregate; and • Automobile Liability - $1,000,000 property damagelbodily injury; $2,000,000 annual aggregate The City of Bozeman, its officers, agents, and employees, shall be endorsed as an additional or named insured on a primary non-contributory basis on both the Commercial General and Automobile Liability policies. The insurance and required endorsements must be in a form suitable to City and shall include no less than a sixty(60) day notice of cancellation or non-renewal. The City must approve all insurance coverage and endorsements prior to the Contractor commencing work. Contractor shall notify City within two (2) business days of Contractor's receipt of notice that any required insurance coverage will be terminated or Contractor's decision to terminate any required insurance coverage for any reason. The City must approve all insurance coverage and endorsements prior to the Contractor commencing work. 8. Termination for Contractor's Fault: a. If Contractor refuses or fails to timely do the work, or any part thereof, or fails to perform any of its obligations under this Agreement, or otherwise breaches any terms or conditions of this Agreement, the City may, by written notice, terminate this Agreement and the Contractor's right to proceed with all or any part of the work ("Termination Notice Due to Contractor's Fault"). The City may then take over the work and complete it, either with its own resources or by re-letting the contract to any other third party. b. In the event of a termination pursuant to this Section 8, Contractor shall be entitled to payment only for those services Contractor actually rendered. C. Any termination provided for by this Section 8 shall be in addition to any other remedies to which the City may be entitled under the law or at equity. Professional Services Agreement for Janitorial Services Citywide January 1,2019—December 31,2023 Page 5 of 11 d. In the event of termination under this Section 8, Contractor shall, under no circumstances, be entitled to claim or recover consequential, special, punitive, lost business opportunity, lost productivity, field office overhead, general conditions costs, or lost profits damages of any nature arising, or claimed to have arisen, as a result of the termination. 9. Termination for City's Convenience: a. Should conditions arise which, in the sole opinion and discretion of the City, make it advisable to the City to cease work on the Construction Project, City may terminate this Agreement by written notice to Contractor ("Notice of Termination for City's Convenience"). The termination shall be effective in the manner specified in the Notice of Termination for City's Convenience and shall be without prejudice to any claims that the City may otherwise have against Contractor. b. Upon receipt of the Notice of Termination for City's Convenience, unless otherwise directed in the Notice, the Contractor shall immediately cease work on the Construction Project,discontinue placing orders for materials, supplies,and equipment for the Construction Project, and make every reasonable effort to cancel all existing orders or contracts upon terms satisfactory to the City. Contractor shall do only such work as may be necessary to preserve,protect, and maintain work already completed,in progress,or in transit to the construction site. C. In the event of a termination pursuant to this Section 9, Contractor is entitled to payment only for those services Contractor actually rendered and materials actually purchased or which Contractor has made obligations to purchase on or before the receipt of the Notice of Termination for City's Convenience, and reasonably incurred costs for demobilization of Contractor's and any subcontractor's crews. It is agreed that any materials that City is obligated to purchase from Contractor will remain the City's sole property. d. The compensation described in Section 9(c) is the sole compensation due to Contractor for its performance of this Agreement. Contractor shall, under no circumstances, be entitled to claim or recover consequential, special,punitive, lost business opportunity, lost productivity, field office overhead, general conditions costs, or lost profits damages of any nature arising, or claimed to have arisen, as a result of the termination. 10. Limitation on Contractor's Damages; Time for Asserting Claim: a. In the event of a claim for damages by Contractor under this Agreement, Professional Services Agreement for Janitorial Services Citywide January 1,2019—December 31,2023 Page 6 of 11 Contractor's damages shall be limited to contract damages and Contractor hereby expressly waives any right to claim or recover consequential, special, punitive, lost business opportunity, lost productivity, field office overhead, general conditions costs, or lost profits damages of any nature or kind. b. In the event Contractor wants to assert a claim for damages of any kind or nature, Contractor shall provide City with written notice of its claim, the facts and circumstances surrounding and giving rise to the claim, and the total amount of damages sought by the claim, within ten (10) days of the facts and circumstances giving rise to the claim. In the event Contractor fails to provide such notice, Contractor shall waive all rights to assert such claim. 11. Representatives: a. City's Representative: The City's Representative for the purpose of this Agreement shall be Mike Gray (Facilities Superintendent) or such other individual as City shall designate in writing. Whenever approval or authorization from or communication or submission to City is required by this Agreement, such communication or submission shall be directed to Mike Gray as the City's Representative and approvals or authorizations shall be issued only by such Representative; provided, however, that in exigent circumstances when City's Representative is not available,Contractor may direct its communication or submission to other designated City personnel or agents as listed above and may receive approvals or authorization from such persons. b. Contractor's Representative: The Contractor's Representative for the purpose of this Agreement shall be Jeff Jacks or such other individual as Contractor shall designate in writing. Whenever direction to or communication with Contractor is required by this Agreement, such direction or communication shall be directed to Contractor's Representative; provided, however, that in exigent circumstances when Contractor's Representative is not available, City may direct its direction or communication to other designated Contractor personnel or agents. 12. Permits: Contractor shall provide all notices, comply with all applicable laws, ordinances,rules,and regulations,obtain all necessary permits,licenses,including a City of Bozeman business license, and inspections from applicable governmental authorities, pay all fees and charges in connection therewith, and perform all surveys and locations necessary for the timely completion of the Construction Project. Professional Services Agreement for Janitorial Services Citywide January 1,2019—December 31,2023 Page 7 of 11 13 Laws and Regulations: Contractor shall comply fully with all applicable state and federal laws, regulations, and municipal ordinances including, but not limited to, all workers' compensation laws, all environmental laws including, but not limited to, the generation and disposal of hazardous waste, the Occupational Safety and Health Act (OSHA), the safety rules, codes, and provisions of the Montana Safety Act in Title 50, Chapter 71, MCA, all applicable City, County, and State building and electrical codes, the Americans with Disabilities Act, and all non-discrimination, affirmative action, and utilization of minority and small business statutes and regulations. 14. Nondiscrimination: The Contractor will have a policy to provide equal employment opportunity in accordance with all applicable state and federal anti-discrimination laws, regulations, and contracts. The Contractor will not refuse employment to a person,bar a person from employment, or discriminate against a person in compensation or in a term, condition, or privilege of employment because of race, color, religion, creed, political ideas, sex, age, marital status, national origin, actual or perceived sexual orientation, gender identity, physical or mental disability, except when the reasonable demands of the position require an age,physical or mental disability, marital status or sex distinction. The Contractor shall be subject to and comply with Title VI of the Civil Rights Act of 1964; Section 140, Title 2, United States Code, and all regulations promulgated thereunder. The Contractor shall require these nondiscrimination terms of its sub-Contractors providing services under this agreement. 15. Intoxicants; DOT Drug and Alcohol Regulations/Safety and Training: Contractor shall not permit or suffer the introduction or use of any intoxicants, including alcohol or illegal drugs, by any employee or agent engaged in services to the City under this Agreement. Contractor acknowledges it is aware of and shall comply with its responsibilities and obligations under the U.S. Department of Transportation(DOT)regulations governing anti-drug and alcohol misuse prevention plans and related testing. City shall have the right to request proof of such compliance and Contractor shall be obligated to furnish such proof The Contractor shall be responsible for instructing and training the Contractor's employees and agents in proper and specified work methods and procedures. The Contractor shall provide continuous inspection and supervision of the work performed. The Contractor is responsible for instructing his employees and agents in safe work practices. 16. Modification and Assignability: This document contains the entire agreement between the parties and no statements, promises or inducements made by either party or agents of either party, which are not contained in this written Agreement, may be considered valid or binding. This Agreement may not be enlarged,modified or altered except by written agreement signed by both parties hereto. The Contractor may not subcontract or assign Contractor's rights, including the right Professional Services Agreement for Janitorial Services Citywide January 1,2019—December 31,2023 Page 8 of 11 to compensation or duties arising hereunder, without the prior written consent of City. Any subcontractor or assignee will be bound by all of the terms and conditions of this Agreement. 17. Reports/Accountability/Public Information: Contractor agrees to develop and/or provide documentation as requested by the City demonstrating Contractor's compliance with the requirements of this Agreement. Contractor shall allow the City, its auditors, and other persons authorized by the City to inspect and copy its books and records for the purpose of verifying that the reimbursement of monies distributed to Contractor pursuant to this Agreement was used in compliance with this Agreement and all applicable provisions of federal, state, and local law. The Contractor shall not issue any statements, releases or information for public dissemination without prior approval of the City. 18. Non-Waiver: A waiver by either party any default or breach by the other party of any terms or conditions of this Agreement does not limit the other party's right to enforce such term or conditions or to pursue any available legal or equitable rights in the event of any subsequent default or breach. 19. Attorney's Fees and Costs: That in the event it becomes necessary for either Party of this Agreement to retain an attorney to enforce any of the terms or conditions of this Agreement or to give any notice required herein, then the prevailing Party or the Party giving notice shall be entitled to reasonable attorney's fees and costs,including fees, salary,and costs of in-house counsel to include City Attorney. 20. Taxes: Contractor is obligated to pay all taxes of any kind or nature and make all appropriate employee withholdings. 21. Dispute Resolution: a. Any claim, controversy, or dispute between the parties, their agents, employees, or representatives shall be resolved first by negotiation between senior-level personnel from each party duly authorized to execute settlement agreements. Upon mutual agreement of the parties,the parties may invite an independent,disinterested mediator to assist in the negotiated settlement discussions. b. If the parties are unable to resolve the dispute within thirty (30) days from the date the dispute was first raised, then such dispute may only be resolved in a court of competent jurisdiction in compliance with the Applicable Law provisions of this Agreement. Professional Services Agreement for Janitorial Services Citywide January 1,2019—December 31,2023 Page 9 of 11 22. Survival: Contractor's indemnification shall survive the termination or expiration of this Agreement for the maximum period allowed under applicable law. 23. Headings: The headings used in this Agreement are for convenience only and are not be construed as a part of the Agreement or as a limitation on the scope of the particular paragraphs to which they refer. 24. Severability: If any portion of this Agreement is held to be void or unenforceable,the balance thereof shall continue in effect. 25. Applicable Law: The parties agree that this Agreement is governed in all respects by the laws of the State of Montana and the parties expressly agree that venue will be in Gallatin County, Montana, and no other venue. 26. Binding Effect: This Agreement is binding upon and inures to the benefit of the heirs, legal representatives, successors, and assigns of the parties. 27. No Third-Party Beneficiary: This Agreement is for the exclusive benefit of the parties, does not constitute a third-party beneficiary agreement, and may not be relied upon or enforced by a third party. 28. Counterparts: This Agreement may be executed in counterparts, which together constitute one instrument. 29. Integration: This Agreement and all Exhibits attached hereto constitute the entire agreement of the parties. Covenants or representations not contained therein or made a part thereof by reference, are not binding upon the parties. There are no understandings between the parties other than as set forth in this Agreement. All communications, either verbal or written, made prior to the date of this Agreement are hereby abrogated and withdrawn unless specifically made a part of this Agreement by reference. **** END OF AGREEMENT EXCEPT FOR SIGNATURES Professional Services Agreement for Janitorial Services Citywide January 1,2019—December 31,2023 Page 10 of 11 IN WITNESS WHEREOF,the parties hereto have executed this instrument the day and year first above written. CITY OF BOZEMAN, MONTANA Dust Bunnies Cleaning Services CONTRACTOR (Type Name Above) By By Andrea Surratt, City Manager Print Name: Print Title: APPROVED AS FORM: By reg Sullivan, ozeman City Attorney Professional Services Agreement for Janitorial Services Citywide January 1,2019—December 31,2023 Page 11 of 11 Attachment A City of Bozeman-Janitorial Services Citywide Building Monthly Annual Amount Amount City Hall $3,000.00 $36,000.00 Fire Station#1/Police Annex $585.00 $7020.00 Alfred Stiff Professional Building $3,000.00 $36,000.00 Bozeman Public Library $14,500.00 $174,000.00 Shops Complex $2,850.00 $34,200.00 Laurel Glenn $295.00 $3,540.00 Vehicle Maintenance/HRDC Barn $1,225.00 $14,700.00 Water Treatment Plant(WTP) $1,100.00 $13,200.00 Water Reclamation Facility(WRF) $1,125.00 $13,500.00 Prevailing Wages are calculated into these amounts over the 5 year term of contract. Building Address Point of Contact City Hall 121 N. Rouse Ave, Bozeman Mike Gray, Facilities Superintendent Fire Station#1/Police 34 N. Rouse Ave, Bozeman Mike Gray, Facilities Superintendent Annex Alfred Stiff Professional 20 E. Olive Street, Bozeman Mike Gray, Facilities Superintendent Building Bozeman Public Library 626 E. Main Street, Bozeman Mike Gray, Facilities Superintendent Shops Complex 814 N. Bozeman Avenue, Mike Gray, Facilities Superintendent Bozeman Laurel Glenn 5519 Saxon Way, Bozeman Mike Gray, Facilities Superintendent Vehicle 1812 N. Rouse Ave, Bozeman Mike Gray, Facilities Superintendent Maintenance/HRDC Barn Water Treatment Plant 7024 Sourdough Canyon Road, Eric Campbell, WTP Superintendent (WTP) Bozeman Water Reclamation Facility 2245 Spring Hill Road, Bozeman Tom Radcliff,WRF Superintendent (WRF) Attachment A City of Bozeman—Janitorial Services Citywide Building: City Hall Location: 121 N. Rouse Avenue Size of Building: 22,700 square feet • Lower Floor: o Common Area: o Office Space: • Main Floor: o Common Area: o Office Space: • Second Floor: o Common Area: o Office Space: Hours of Operation: Monday—Friday,8:OOam to S:OOpm Additional Information: Additional evening meetings scheduled many days of the week. Building shall be cleaned 5 nights per week. This building will require the use of green cleaning products that meet the approval of the green building council. Scope of Service&Frequency CITY HALL Item Performance Requirements Timeline S M T W T F S 1 Maintain Required Records Daily X X X X X 2 Common Areas/Reception Areas Vacuum carpeted areas, including entry Daily X X X X X areas and entry mats Sweep hard floors including entry areas, Daily X X X X X and common area stairs Wet mop hard floors with cleaner Daily X X X X X including under mats. This includes any common area stairs. Pick up trash, empty all common area Daily X X X X X waste receptacles, place liner in receptacle, pick up trash Empty recycling receptacles, place in large Weekly X building containers Clean entry glass—inside and out, Daily X X X X X (weather permitting) Spot clean interior glass, light switches, Daily X X X X X doors,door frames,general areas as needed Disinfect and polish drinking fountains Daily X X X X X Dust and spot clean glass display cases Weekly Attachment A City of Bozeman—Janitorial Services Citywide Dust and wipe chairs,desks,tables, Weekly counters, artwork, reachable partitions Clean and polish furniture in public areas Monthly Clean all glass furniture and display cases Monthly in public areas(horizontal and vertical) Dust heating,ventilation, air conditioning Monthly and exhaust fan grills Spot clean carpet As Needed High Dusting Monthly 3 Restrooms Sweep,scrub,wet mop, and disinfect Daily X X X X X floors Clean and disinfect toilets and urinals, Daily X X X X X interior and exterior of units Clean and disinfect counters,sinks, Daily X X X X X faucets, and soap dispenser Clean and polish mirrors, dispensers, and Daily X X X X X chrome fixtures Dust and wipe surfaces within reach Daily X X X X X including partitions, changing stations, and shelving Empty waste receptacle(s), place liner in Daily X X X X X receptacle Stock all toilet paper, paper towel,seat Daily or as X X X X X covers,feminine hygiene products, and needed soap dispensers Dust heating,ventilation, air conditioning Monthly and exhaust fan grills 4 Breakroom/Kitchen Sweep,scrub,wet mop, hard floors Daily X X X X X Clean counters,table tops,and sinks Daily X X X X X Wipe clean tables and chairs Daily X X X X X Spot clean front of cabinets and major Daily X X X X X appliances Pick up trash, empty waste receptacle(s), Daily X X X X X place liner in receptacle(s) vacuum carpeted areas if applicable Daily X X X X X Empty recycling receptacles, place in large Weekly X building containers, place liner in receptacle Stock paper towel and soap dispensers As Needed Low Dusting Weekly Dust heating,ventilation, air conditioning Monthly and exhaust fan grills 5 Office Areas Attachment A City of Bozeman—Janitorial Services Citywide Vacuum in offices, move chairs as needed Weekly Fully clean all interior windows and glass Monthly doors Dust heating,ventilation, air conditioning Monthly and exhaust fan grills in offices and open areas 6 Elevator/Stairways Vacuum carpeted areas if applicable Weekly Sweep,wet mop hard floors with cleaner Daily X X X X X Spot clean and wipe interior/exterior Weekly panels Wipe and disinfect hand railings Daily X X X X X 7 Miscellaneous Empty and clean ash receptacles if Weekly applicable High dusting Monthly Fully clean interior side of all exterior Quarterly building windows, reachable from the ground or with a hand extension Dust Blinds Annual Lights fixtures Annual Other Services The City's designated contact will coordinate and schedule with Contractor work outside scope of contract. Strip,Scrub,Wax floor surface,three (3) coats of wax Bid per square foot Provide hourly rate for emergency call out Attachment A City of Bozeman—Janitorial Services Citywide Building: Fire Station#1/Police Annex Location: 34 N. Rouse Avenue Size of Building: Main Floor: o Common Area: 2,374 square foot o Office Space: 1,061 square foot Hours of Operation: Building is a 24 hour a day operation 7 days a week. Cleaning hours will be established with the Owner Additional Information: Garage bays and dormitory areas are not included in areas to be cleaned. Extra security measures will be in place due to presence of the police offices and confidential criminal information. Building shall be cleaned 3 nights per week. This building will require the use of green cleaning products that meet the approval of the green building council. Scope of Service&Frequency Fire Station#1 Item Performance Requirements Timeline S M T W T F S 1 Maintain Required Records Daily X X X 2 Common Areas/Reception Areas Vacuum carpeted areas, including entry Daily X X X areas and entry mats Sweep hard floors including entry areas, Daily X X X and common area stairs Wet mop hard floors with cleaner Daily X X X including under mats. This includes any common area stairs. Pick up trash, empty all common area Daily X X X waste receptacles, place liner in receptacle, pick up trash Empty recycling receptacles, place in large Weekly X building containers Clean entry glass—inside and out, Daily X X X (weather permitting) Spot clean interior glass, light switches, Daily X X X doors, door frames,general areas as needed Disinfect and polish drinking fountains Daily X X X Dust and spot clean glass display cases Weekly Dust and wipe chairs, desks,tables, Weekly counters, artwork, reachable partitions Clean and polish furniture in public areas Monthly Clean all glass furniture and display cases Monthly in public areas (horizontal and vertical) Attachment A City of Bozeman—Janitorial Services Citywide Dust heating, ventilation, air conditioning Monthly and exhaust fan grills Spot clean carpet As Needed High Dusting Monthly 3 Restrooms Sweep, scrub,wet mop, and disinfect Daily X X X floors Clean and disinfect toilets and urinals, Daily X X X interior and exterior of units Clean and disinfect counters, sinks, Daily X X X faucets, and soap dispenser Clean and polish mirrors, dispensers, and Daily X X X chrome fixtures Dust and wipe surfaces within reach Daily X X X including partitions, changing stations, and shelving Empty waste receptacle(s), place liner in Daily X X X receptacle Stock all toilet paper, paper towel, seat Daily or as X X X covers,feminine hygiene products, and needed soap dispensers Dust heating, ventilation, air conditioning Monthly and exhaust fan grills 4 Breakroom/Kitchen Sweep,scrub,wet mop, hard floors Daily X X X Clean counters, table tops, and sinks Daily X X X Wipe clean tables and chairs Daily X X X Spot clean front of cabinets and major Daily X X X appliances Pick up trash, empty waste receptacle(s), Daily X X X place liner in receptacle(s) Vacuum carpeted areas if applicable Daily X X X Empty recycling receptacles, place in large Weekly X building containers, place liner in receptacle Stock paper towel and soap dispensers As Needed Low Dusting Weekly Dust heating, ventilation, air conditioning Monthly and exhaust fan grills 5 Office Areas Vacuum in offices, move chairs as needed Weekly Fully clean all interior windows and glass Monthly doors Attachment A City of Bozeman—Janitorial Services Citywide Dust heating, ventilation, air conditioning Monthly and exhaust fan grills in offices and open areas 6 Miscellaneous Empty and clean ash receptacles if Weekly applicable High dusting Monthly Fully clean interior side of all exterior Quarterly building windows, reachable from the ground or with a hand extension Dust Blinds Annual Lights fixtures Annual Other Services The City's designated contact will coordinate and schedule with Contractor work outside scope of contract. Strip,Scrub, Wax floor surface, three (3) coats of wax Bid per square foot Provide hourly rate for emergency call out Attachment A City of Bozeman—Janitorial Services Citywide Building: Alfred Stiff Professional Building Location: 20 East Olive Street Size of Building: 23,040 square feet • Lower Floor: o Common Area: 3,283 square foot o Office Space: 940 square foot • Main Floor: o Common Area: 4,560 square foot o Office Space: 1,822 square foot • Second Floor: o Common Area: 3,184 square foot o Office Space: 3,092 square foot Hours of Operation: Monday—Friday,8:OOam to S:OOpm Additional Information: Additional evening meetings scheduled during week. Building shall be cleaned 5 nights per week. This building will require the use of green cleaning products that meet the approval of the green building council. Scope of Service&Frequency Alfred Stiff Professional Building Item Performance Requirements Timeline S M T W T F S 1 Maintain Required Records Daily X X X X X 2 Common Areas/Reception Areas Vacuum carpeted areas, including entry Daily X X X X X areas and entry mats Sweep hard floors including entry areas, Daily X X X X X and common area stairs Wet mop hard floors with cleaner Daily X X X X X including under mats. This includes any common area stairs. Pick up trash, empty all common area Daily X X X X X waste receptacles, place liner in receptacle, pick up trash Empty recycling receptacles, place in large Weekly X building containers Clean entry glass—inside and out, Daily X X X X X (weather permitting) Spot clean interior glass, light switches, Daily X X X X X doors,door frames,general areas as needed Disinfect and polish drinking fountains Daily X X X X X Dust and spot clean glass display cases Weekly Attachment A City of Bozeman—Janitorial Services Citywide Dust and wipe chairs, desks,tables, Weekly counters, artwork, reachable partitions Clean and polish furniture in public areas Monthly Clean all glass furniture and display cases Monthly in public areas (horizontal and vertical) Dust heating,ventilation, air conditioning Monthly and exhaust fan grills Spot clean carpet As Needed High Dusting Monthly 3 Restrooms Sweep,scrub,wet mop, and disinfect Daily X X X X X floors Clean and disinfect toilets and urinals, Daily X X X X X interior and exterior of units Clean and disinfect counters,sinks, Daily X X X X X faucets, and soap dispenser Clean and polish mirrors,dispensers, and Daily X X X X X chrome fixtures Dust and wipe surfaces within reach Daily X X X X X including partitions, changing stations, and shelving Empty waste receptacle(s), place liner in Daily X X X X X receptacle Stock all toilet paper, paper towel,seat Daily or as X X X X X covers,feminine hygiene products, and needed soap dispensers Clean and disinfect shower stall, include Weekly walls and floor if applicable Dust heating,ventilation,air conditioning Monthly and exhaust fan grills 4 Breakroom/Kitchen Sweep,scrub,wet mop, hard floors Daily X X X X X Clean counters,table tops,and sinks Daily X X X X X Wipe clean tables and chairs Daily X X X X X Spot clean front of cabinets and major Daily X X X X X appliances Pick up trash, empty waste receptacle(s), Daily X X X X X place liner in receptacle(s) Vacuum carpeted areas if applicable Daily X X X X X Empty recycling receptacles, place in large Weekly X building containers, place liner in receptacle Stock paper towel and soap dispensers As Needed Low Dusting Weekly Attachment A City of Bozeman—Janitorial Services Citywide Dust heating,ventilation, air conditioning Monthly and exhaust fan grills 5 Office Areas Vacuum in offices, move chairs as needed Weekly Fully clean all interior windows and glass Monthly doors Dust heating,ventilation, air conditioning Monthly and exhaust fan grills in offices and open areas 6 Elevator/Stairways Vacuum carpeted areas if applicable Weekly Sweep,wet mop hard floors with cleaner Daily X X X X X Spot clean and wipe interior/exterior Weekly panels Wipe and disinfect hand railings Daily X X X X X 7 Miscellaneous Empty and clean ash receptacles if Weekly applicable High dusting Monthly Fully clean interior side of all exterior Quarterly building windows, reachable from the ground or with a hand extension Dust Blinds Annual Lights fixtures Annual Other Services The City's designated contact will coordinate and schedule with Contractor work outside scope of contract. Strip,Scrub, Wax floor surface,three (3) coats of wax Bid per square foot Provide hourly rate for emergency call out Attachment A City of Bozeman—Janitorial Services Citywide Building: Library Location: 626 East Main Street Size of Building: 52,000 square feet • Lower Floor: o Common Area: 216 square foot o Office Space: • Main Floor: o Common Area: 22,625 square foot o Office Space: 782 square foot • Second Floor: o Common Area: 15,341 square foot o Office Space: 1,507 square foot Hours of Operation: Monday-Thursday 10:OOam to B:OOpm Friday 10:OOam to 6:OOpm Saturday 10:OOam to S:OOpm Sunday 1:OOpm to 5:OOpm Additional Information: Additional evening events take place in main parts of library after closing hours that need to be accommodated. Extra security measures will be in place due to presence of a police office and confidential information. Building shall be cleaned 7 nights per week. This building will require the use of green cleaning products that meet the approval of the green building council. Scope of Service&Frequency Library Item Performance Requirements Timeline S M T W T F S 1 Maintain Required Records Daily X X X X X X X 2 Common Areas/Reception Areas Vacuum carpeted areas, including entry Daily X X X X X X X areas and entry mats Sweep hard floors including entry areas, Daily X X X X I X X X and common area stairs Wet mop hard floors with cleaner Daily X X X X X X X including under mats. This includes any common area stairs. Pick up trash, empty all common area Daily X X X X X X X waste receptacles, place liner in receptacle, pickup trash Empty recycling receptacles, place in large Weekly X building containers Clean entry glass—inside and out, Daily X X X X X X X (weather permitting) Attachment A City of Bozeman—Janitorial Services Citywide Spot clean interior glass, light switches, Daily X X X X X X X doors, door frames,general areas as needed Disinfect and polish drinking fountains Daily X X X X X X X Dust and spot clean glass display cases Weekly Dust and wipe chairs, desks,tables, Weekly counters, artwork, reachable partitions Clean and polish furniture in public areas Monthly Clean all glass furniture and display cases Monthly in public areas (horizontal and vertical) Dust heating,ventilation, air conditioning Monthly and exhaust fan grills Spot clean carpet As Needed High Dusting Monthly 3 Restrooms Sweep,scrub,wet mop, and disinfect Daily X X X X X X X floors Clean and disinfect toilets and urinals, Daily X X X X X X X interior and exterior of units Clean and disinfect counters,sinks, Daily X X X X X X X faucets, and soap dispenser Clean and polish mirrors, dispensers, and Daily X X X X X X X chrome fixtures Dust and wipe surfaces within reach Daily X X X X X X X including partitions, changing stations, and shelving Empty waste receptacle(s), place liner in Daily X X X X X X X receptacle Stock all toilet paper, paper towel, seat Daily-or as X X X X X X X covers,feminine hygiene products, and needed soap dispensers Clean and disinfect shower stall, include Weekly walls and floor if applicable Dust heating,ventilation, air conditioning Monthly and exhaust fan grills 4 Breakroom/Kitchen Sweep,scrub,wet mop, hard floors Daily X X X X X X X Clean counters,table tops, and sinks Daily X X X X X X X Wipe clean tables and chairs Daily X X X X X X X Spot clean front of cabinets and major Daily X X X X X X X appliances Pick up trash, empty waste receptacle(s), Daily X X X X X X X place liner in receptacle(s) Vacuum carpeted areas if applicableL�::D:jily X X X X X X X Attachment A City of Bozeman—Janitorial Services Citywide Empty recycling receptacles, place in large Weekly X building containers, place liner in receptacle Stock paper towel and soap dispensers As Needed Low Dusting Weekly Dust heating,ventilation, air conditioning Monthly and exhaust fan grills 5 Office Areas vacuum in offices, move chairs as needed Weekly Fully clean all interior windows and glass Monthly doors Dust heating,ventilation, air conditioning Monthly and exhaust fan grills in offices and open areas 6 Elevator/Stairways vacuum carpeted areas if applicable Weekly Sweep,wet mop hard floors with cleaner Daily X X X X X X X Spot clean and wipe interior/exterior Weekly panels Wipe and disinfect hand railings Daily X X X X X X X 7 Miscellaneous Empty and clean ash receptacles if Weekly applicable High dusting Monthly Fully clean interior side of all exterior Quarterly building windows, reachable from the ground or with a hand extension Dust Blinds Annual Lights fixtures Annual Other Services The City's designated contact will coordinate and schedule with Contractor work outside scope of contract. Strip,Scrub,Wax floor surface,three (3) coats of wax Bid per square foot Provide hourly rate for emergency call out Attachment A City of Bozeman—Janitorial Services Citywide Building: Shops Complex Location: 814 N. Bozeman Avenue Size of Building: 14,889 square feet Hours of Operation: 6:00am to 6:00pm for operation with weekend, late night, and early morning presence depending on the time of year and Public Works related activities. Additional Information: Additional evening meetings scheduled some days of the week. Main building shall be cleaned 5 nights per week. This building will require the use of green cleaning products that meet the approval of the green building council. South Shop and Sign and Signal Office Building will be cleaned 2 times per week. Scope of Service&Frequency Shops Complex Item Performance Requirements Timeline S M T W T F S 1 Maintain Required Records Daily X X X X X 2 Common Areas/Reception Areas Vacuum carpeted areas, including entry Daily X X X X X areas and entry mats Sweep hard floors including entry areas, Daily X X X X X and common area stairs Wet mop hard floors with cleaner Daily X X X X X including under mats. This includes any common area stairs. Pick up trash, empty all common area Daily X X X X X waste receptacles, place liner in receptacle, pick up trash Empty recycling receptacles, place in large Weekly X building containers Clean entry glass—inside and out, Daily X X X X X (weather permitting) Spot clean interior glass, light switches, Daily X X X X X doors,door frames,general areas as needed Disinfect and polish drinking fountains Daily X X X X X Dust and spot clean glass display cases Weekly Dust and wipe chairs, desks,tables, Weekly counters,artwork, reachable partitions Clean and polish furniture in public areas Monthly Clean all glass furniture and display cases Monthly in public areas(horizontal and vertical) Dust heating,ventilation, air conditioning Monthly and exhaust fan grills Attachment A City of Bozeman—Janitorial Services Citywide Spot clean carpet As Needed High Dusting Monthly 3 Restrooms Sweep,scrub,wet mop, and disinfect Daily X X X X X floors Clean and disinfect toilets and urinals, Daily X X X X X interior and exterior of units Clean and disinfect counters,sinks, Daily X X X X X faucets, and soap dispenser Clean and polish mirrors, dispensers, and Daily X X X X X chrome fixtures Dust and wipe surfaces within reach Daily X X X X X including partitions, changing stations, and shelving Empty waste receptacle(s), place liner in Daily X X X X X receptacle Stock all toilet paper, paper towel, seat Daily or as X X X X X covers,feminine hygiene products, and needed soap dispensers Clean and disinfect shower stall, include Weekly walls and floor if applicable Dust heating,ventilation, air conditioning Monthly and exhaust fan grills 4 Breakroom/Kitchen Sweep,scrub,wet mop, hard floors Daily X X X X X Clean counters,table tops,and sinks Daily X X X X X Wipe clean tables and chairs Daily X X X X X Spot clean front of cabinets and major Daily X X X X X appliances Pick up trash, empty waste receptacle(s), Daily X X X X X place liner in receptacle(s) Vacuum carpeted areas if applicable Daily X X X X X Empty recycling receptacles, place in large Weekly X building containers, place liner in receptacle Stock paper towel and soap dispensers As Needed Low Dusting Weekly Dust heating,ventilation, air conditioning Monthly and exhaust fan grills 5 Office Areas Vacuum in offices, move chairs as needed Weekly Fully clean all interior windows and glass Monthly doors Attachment A City of Bozeman—Janitorial Services Citywide Dust heating,ventilation, air conditioning Monthly and exhaust fan grills in offices and open areas 6 Miscellaneous Empty and clean ash receptacles if Weekly applicable High dusting Monthly Fully clean interior side of all exterior Quarterly building windows, reachable from the ground or with a hand extension Dust Blinds Annual Lights fixtures Annual Wax& Buff Flooring,Training Room, Quarterly Breakroom, and Common Areas J-1 _j Wax removal, Wax and Buff(3) Coats Annual Other Services The City's designated contact will coordinate and schedule with Contractor work outside scope of contract. Attachment A City of Bozeman—Janitorial Services Citywide Building: Vehicle Maintenance/HRDC Barn Location: 1812 N. Rouse Avenue Size of Building: • Main Floor: o Common Area: o Office Space: Hours of Operation: 6:OOam to 6:OOpm up to 7 days a week. Additional Information: Garage bays are not included in areas to be cleaned. Work will be done according to the agreed upon schedule with the Department representatives. Building shall be cleaned Tuesdays,Thursdays, and Sundays. Scope of Service&Frequency Vehicle Maintenance/HRDC Barn Item Performance Requirements Timeline S M T W T F S 1 Maintain Required Records 3x Week X X X 2 Common Areas/Reception Areas Sweep hard floors including entry areas, 3x Week X X X and common area stairs Wet mop hard floors with cleaner 3x Week X X X including under mats. This includes any common area stairs. Clean entry glass—inside and out, 3x Week X X X (weather permitting) Pick up trash, empty all common area 3x Week X X X waste receptacles, place liner in receptacle, pick up trash Empty recycling receptacles, place in large Weekly X building containers 3 Restrooms --[Sweep,scrub,wet mop, and disinfect 3x Week X X X floors Clean and disinfect toilets and urinals, 3x Week X X X interior and exterior of units Clean and disinfect counters,sinks, 3x Week X X X faucets, and soap dispenser Clean and polish mirrors, dispensers, and 3x Week X X X chrome fixtures Dust and wipe surfaces within reach 3x Week X X X including partitions, changing stations, and shelving Empty waste receptacle(s), place liner in 3x Week X X X receptacle Attachment A City of Bozeman—Janitorial Services Citywide Stock all toilet paper, paper towel, seat Daily or as X X X covers,feminine hygiene products, and needed soap dispensers 4 Locker Room Sweep,scrub,wet mop, and disinfect 3x Week X X X floors Clean and disinfect shower stall, include Weekly walls and floor if applicable 5 Breakroom/Kitchen Sweep,scrub,wet mop, hard floors 3x Week X X X Clean counters,table tops,and sinks 3x Week X X X Wipe clean tables and chairs 3x Week X X X Spot clean front of cabinets and major 3x Week X X X appliances Pick up trash, empty waste receptacle(s), 3x Week X X X place liner in receptacle(s) Vacuum carpeted areas if applicable 3x Week X X X Empty recycling receptacles, place in large Weekly X building containers, place liner in receptacle Stock paper towel and soap dispensers As Needed Other Services The City's designated contact will coordinate and schedule with Contractor work outside scope of contract. Strip,Scrub,Wax floor surface,three (3) coats of wax Bid per square foot Provide hourly rate for emergency call out Attachment A City of Bozeman—Janitorial Services Citywide Building: Laurel Glenn Location: 5519 Saxon Way Size of Building: 3,460 square feet Building is mostly used for vehicle and equipment storage but there is a restroom and meeting area for staff who are working on the West end of town so they do not to come back to City Shops Complex. Staff will be there at various times of the day and various days of week. Scope of Service&Frequency Laurel Glenn Annex—Bi-Monthly(Wednesday&Weekends) Item Scope Frequency 1 Maintain Required Records Bi-Monthly 2 Common Area Clean deep sink outside breakroom area Bi-Monthly 3 Restrooms Sweep,scrub,wet mop, and disinfect floors Bi-Monthly Clean and disinfect toilets and urinals, interior and exterior of units Bi-Monthly Clean and disinfect counters,sinks,faucets, and soap dispenser Bi-Monthly Empty waste receptacle(s), place trash liner in receptacle Bi-Monthly Stock all toilet paper, paper towel, seat covers,feminine hygiene products,and soap Bi-Monthly dispensers 4 Breakroom/Kitchen Sweep,scrub,wet mop, hard floors Bi-Monthly Clean counters,table tops, and sinks Bi-Monthly Wipe clean tables and chairs Bi-Monthly Spot clean front of cabinets and major appliances Bi-Monthly Pick up trash, empty waste receptacle(s), place liner in receptacle(s) Bi-Monthly Empty recycling receptacles, place in large building containers, place liner in Bi-Monthly receptacle Stock paper towel and soap dispensers Bi-Monthly Clean door surfaces Bi-Monthly Low Dusting Monthly Dust heating,ventilation, air conditioning and exhaust fan grills Monthly 5 Miscellaneous High dusting Annual Lights fixtures Annual Strip&wax VCT the surfaces, one sealer coat,three finish coats Annual Additional Services Attachment A City of Bozeman—Janitorial Services Citywide Building: Water Reclamation Facility Location: 2245 Spring Hill Road Size of Building: • Main Floor: o Common Area: 4200 sq ft o Office Space: 809 sq ft Hours of Operation: Building is a 24 hour a day operation 7 days a week. Building shall be cleaned on Tuesday and Thursday. Cleaning hours will be established with Owner. Work will be done according to the agreed upon schedule with the Department representatives. Additional Information: Scope of Service&Frequency Water Reclamation Facility—2 Days per Week(Tuesday and Thursday) Item Scope Frequency 1 Maintain Required Records Tuesday/Thursday Sweep and wet mop all ceramic and VTC flooring Tuesday/Thursday Vacuum all carpeted areas, in offices, move chairs as needed Tuesday/Thursday Empty trash receptacles in common areas, offices, lab, and lab area waste Tuesday/Thursday receptacle, place liner in receptacle 2 Restrooms Sweep,scrub,wet mop, and disinfect floors Tuesday/Thursday Clean and disinfect toilets and urinals, interior and exterior of units Tuesday/Thursday Clean and disinfect counters, sinks,faucets, and soap dispenser Tuesday/Thursday Empty waste receptacle(s), place trash liner in receptacle Tuesday/Thursday Stock all toilet paper, paper towel,seat covers,feminine hygiene products, and soap dispensers 3 Breakroom/Kitchen/Conference Room Sweep,_scrub,wet mop, hard floors Tuesday/Thursday Clean counters,table tops, and sinks Tuesday/Thursday Wipe clean tables and chairs Tuesday/Thursday Spot clean front of cabinets, major appliances, and glass surfaces Tuesday/Thursday Pick up trash,empty waste receptacle(s), place liner in receptacle(s) Tuesday/Thursday Stock paper towel and soap dispensers Tuesday/Thursday 4 Miscellaneous Buff VCT the surfaces Quarterly Strip&wax VCT tile surfaces, one sealer coat,three finish coats Annual Additional Services • Professional carpet cleaning, prices per square foot on request • Clean all window surfaces inside/outside, priced per building on request • Strip and wax VCT surfaces,one (1) sealer coat, (3)finish coats, priced per square foot on request • *DO NOT clean lab countertops* Attachment A City of Bozeman—Janitorial Services Citywide Building: Water Treatment Plant Location: 7024 Sourdough Canyon Road Size of Building: • Main Floor: o Administration Area: o Lab Space: Hours of Operation: Building is a 16 hour a day operation 7 days a week. Building shall be cleaned 2 nights per week on Wednesday and weekends. Cleaning hours will be 7:00am to 8:OOpm, contractor must arrive no later than 7:OOpm on scheduled work days. Work will be done according to the agreed upon schedule with the Department representatives. Additional Information: Scope of Service&Frequency Water Treatment Plant—2 Days per Week(Wednesday&Weekends) Item Scope Frequency 1. Maintain Required Records Wednesday/Weekend Sweep and wet mop floors in open common areas, offices, lab, control Weekend room,and conference room Vacuum in entry ways, 3 each Weekend Empty waste receptacles common areas, offices, lab, and lab area Weekend waste receptacle, place liner in receptacle 2 Restrooms Sweep,scrub,wet mop, and disinfect floors Wednesday/Weekend Clean and disinfect toilets and urinals, interior and exterior of units Wednesday/Weekend Clean and disinfect counters,sinks,faucets, and soap dispenser Wednesday/Weekend Empty waste receptacle(s), place trash liner in receptacle Wednesday/Weekend Stock all toilet paper, paper towel, seat covers,feminine hygiene As Needed products, and soap dispensers 3 Breakroom/Kitchen/Offices/Control Room Sweep and wet mop hard floors Weekend Empty waste receptacle(s), place liner in receptacle Weekend 4 Conference Room/Control Room/Breakroom Strip &wax VCT the surfaces,one sealer coat,three finish coats Annual Additional Services • Clean all window surfaces inside/outside, priced per building on request Attachment A City of Bozeman—Janitorial Services Citywide Attachment B City of Bozeman-Janitorial Services Citywide Job Specifications&Definitions All work required under these specifications shall be in compliance with and meet industry standards. Product manufacturers' instructions shall be followed, and only the proper product will be used for the task. The Owner, at its option, may review the techniques employed by the Contractor, and require alternative methods if determined necessary. Administration • The Contractor will be notified of any errors or omissions when identified by the Owner. The Contractor will remedy the problem in a timely fashion. Periodic meetings, (at least quarterly),will be scheduled to review the performance of the Contractor and to resolve any items of concern to either parry. Cleaning times will be established at the beginning of the contract term. • In the event a dispute arises between what is expected by the Owner and what is expected by the Contractor, representatives of both entities shall meet in an attempt to resolve the issue. In instances where an acceptable resolution cannot be attained,the Owner's position shall prevail. • The Contractor will supply the Owner with an annual calendar outlining the approximate dates for the quarterly,semi-annual and annual tasks. Notification of scheduling for monthly,quarterly,semi- annual and annual work items shall be submitted to the Owner at least one(1)week prior to performance of the work. • The Contractor will notify the Owner of any maintenance related issues beyond the scope of the contract. Such things as burned out lamps,vandalism, plumbing related problems or leaks, broken electrical receptacles and other building related problems that might hinder the Contractor from the efficient completion of their work. • The work frequencies shown in Attachment A, Frequency and Work Schedules, are minimum criteria. Additional work in some areas may be required in order to maintain the generally agreed upon standards for all buildings. Supplies and Equipment • The Contractor shall perform all work as specified. Products for Institutional and Commercial use as specified by the manufacturer will be properly stored and handled, following manufacturer's instructions.Contractor acquired chemicals or products stored in any Owner buildings are required to have a Safety Data Sheets (SDS) on site at all times. • The Contractor shall furnish all equipment and labor as specified for completing the work. Equipment shall be suitable for operation from existing electrical sources furnished by Owner. Equipment considered bythe Ownerto be improper or inadequate for the purpose will be removed from the job and replaced with satisfactory equipment by the Contractor. • For those buildings with specific cleaning requirements, such as green cleaning products, the Contractor agrees to use only approved products. Attachment B City of Bozeman—Janitorial Services Citywide • The following institutional/commercial equipment at a minimum will be deemed acceptable: o Floor scrubber. o Commercial (heavy-duty)vacuum. o Commercial Shop Vacuum. Owner Equipment and Supplies • Owner equipment will not be made available to the Contractor. The Contractor shall provide all of the necessary equipment for performing the work in the Janitorial Agreement. • For those custodial products provided by the Owner, (paper products, hand soap,trash bags, etc.),the Contractor will keep an accurate inventory of products on hand. Contractor shall be responsible for placing restock orders to maintain inventory levels. Owner shall approve all orders placed by Contractor. • It shall be the Contractor's responsibility to ensure that an adequate supply of these products is readily available in each of the restrooms. • Funds from the coin operated feminine products dispensers will be used to replace required product. Maintenance of Equipment • All tools and equipment used in the janitorial services shall receive proper care and maintenance and be kept in a good operating condition. All equipment shall be equipment with operable approved safety devices. Storage Areas and Traffic Areas • Storage Areas and Traffic Areas—If storage areas are provided to the Contractor by the Owner, the Contractor shall be responsible for the security, orderliness, and cleanliness. These facilities are subject to Owner inspection at all times. The Owner will not be responsible in any way for the Contractors supplies, materials, equipment or personal belongings that may be damaged or lost by fire,theft, accident or otherwise. • All Contractor supplies, equipment and machines shall be kept out of traffic lanes or other areas where they might pose a hazard and shall be secured or removed from the premises at the end of each work period. Contractor's Log • Contractor shall maintain a daily log for each building showing the following information: o Date o Name of Contractor employee(s). o Tasks completed during shift. o Note any security concerns or abnormal concerns: ■ Unlocked doors ■ Unauthorized entrance or exit ■ Non-employed personnel in the building ■ Paraphernalia found in buildings. Attachment B City of Bozeman—Janitorial Services Citywide • Items that requiring repair and maintenance by Owners Staff. • Contractor supervisor shall conduct a weekly inspection of the buildings serviced under this contract and shall complete and sign the weekly inspection form provided by the Owner,certifying that the work has been performed in compliance with contract documents. Inspection sheets will be available for inspection at all times. Complaints • Owner will be responsible for written documentation of complaints received regarding the service provided,forwarding any notice of deficiency in a timely manner. Contractor shall be expected to respond to the notice of deficiency at the earliest possible date. Services found to be incomplete, defective or not accomplished as scheduled will be reported to the Contractor for appropriate corrective action. If the existing problem constitutes a hazard or unsafe condition, corrective action shall be immediate, and at no additional expense to the Owner. Otherwise the Contractor shall take corrective action during the next work period. Repetitive nonconformity in any-one area or consistent overall nonconformance to workmanship and standards may result in termination of the contract and/or other punitive action as deemed necessary by the Owner. • Owner at its discretion may reduce payments for unsatisfactory work. Personnel • Owner requires that an accurate listing of personnel serving in each of the buildings, including name,work history and residency for past three (3)years, upon request.Any changes in personnel must be immediately reported to the Owner prior to their performance of any work. The Owner may require use of photo id badges issued by Owner. Training and Safety • Contractor shall be responsible for instructing and training their personnel in safe, proper and specified work methods and procedures.They shall direct, schedule and coordinate all janitorial services and functions to completely accomplish the work as required by contract and as specified herein.The Contractor's manager shall on occasion or as requested by the Owner, provide inspection and supervision of the work performed. • City& Personal Property of City Personnel: Contractor shall direct their employees against the unauthorized reading and disclosing of materials and documents available in the facilities of the City and against unauthorized use of City and personal property, such as telephones, radios, copy machines, computers,fax machines, calculators etc.,which may be in any of the City facilities. The Contractor shall be responsible to see that Contractor's employees do not disturb papers on desks,tables, or cabinets and do not open desk drawers or cabinets. Found item(s)shall be turned in at the end of each shift to the Contractor's supervisor. The supervisor shall return the item(s)to the City's Facility Superintendent within (24) hours. • Telephones: Shall not be used by the Contractor or its employees for personal or business reasons with the following exception(s):to report need of emergency medical aid,fire or need of law enforcement(use'8-911'). Any calls to numbers other than those above will be considered a violation of this contract. Attachment B City of Bozeman—Janitorial Services Citywide • Smoking is prohibited in building and only in designated smoking areas if applicable. Modifications • The Owner reserves the right to make additions or deletions to areas being serviced,the types of service and/or the scheduled frequency. The Contractor and Owner will adjust the pricing accordingly. Building Security • It shall be the Contractor's responsibility to ensure that the buildings and offices are secured while performing their duties. Contractor shall not open doors after scheduled closing times to allow public in buildings. Unnecessary lighting should be turned off to conserve energy. • Contractor shall verify that all exterior doors that they access while performing their duties are secure when not in use. • Owner will strictly control all keys to Owner facilities. Contractor shall keep all keys/fobs on site with the exception of exterior door keys/fobs if authorized. Contractor will be liable for the cost of re-keying in the event a key issued to the Contractor is lost. Lost keys should be immediately be reported to Owner. Emergency Call-Out • In the event of an emergency, the Contractor may be requested to provide immediate assistance in clean-up.This work shall be performed at a cost not greater than one and one-half times the standard hourly rate. Hours of Work • The work under this contract is to be performed during non-business hours, preferably between closing and midnight, unless directed by building Point of Contact.The Contractor shall not disrupt the normal daily business while performing their services.The Contractor is expected to work on scheduled days determined by daily cleaning schedules. • Contractor will have action plan in place to ensure daily cleaning schedules are not impacted in event staff are not available for work. Action plan will be available to Owner upon request. Floor Cleaning and Maintenance Floors will be cleaned and maintained as specified below for each floor care operation. The janitorial services will be accomplished as specified and as required by the frequency schedule and the approved work schedules. • Vacuuming or Sweeping: Carpeting will be vacuumed and "spot cleaned" as required. Sweeping of asphalt tile,vinyl tile, rubber tile or ceramic tile floors must be accomplished in accordance with the frequency schedule. Care must be taken during these processes to ensure that all floor areas are cleaned including, but not limited to,under desks, and that the dirt is simply not transferred to corners. Any furniture,chairs,waste baskets, etc., moved to accommodate these processes will be returned to their original locations. In most buildings high traffic carpet areas are cleaned on a schedule basis. The schedule will be coordinated with the Contractor so that other cleaning activities can still occur. Attachment B City of Bozeman—Janitorial Services Citywide • Damp Mopping: Floors, including stairways and landings will be damp mopped to remove dirt that remains on the floor surface and cannot be removed by sweeping or dust mopping. Damp mopping will not begin until after the floor has been thoroughly swept and loose soil has been removed. If there are any employees or members of the public in the building at the time of damp mopping,the appropriate"Caution,Wet Floor"signs shall be provided by the Contractor and posted until the floor is dry. • Light Waxing: Heavy traffic floor areas(entrances, lobbies, corridors,etc.) and those floors subject to excessive wear,will receive a very light coat or application of wax and be buffed to a uniform sheen at least once a month,and more frequently if determined necessary. Any wax residue on wall bases or unmovable furniture will be removed. This process is to be completed in conjunction with buffing. • Scrubbing: A floor that is satisfactory or acceptably scrubbed is without embedded dirt,cleaning solution,film,stains, marks or water. Floors,except restrooms,will be scrubbed only when they cannot be cleaned satisfactorily by damp mopping. • Wax Removal: Wax removal will be accomplished by applying a stripping or wax removing solution in warm water over the entire floor area exactly as recommended by the manufacturer of the product,to loosen embedded dirt and wax. Residue along floor edges near wall base, immovable furniture,equipment and in corners will be removed manually. • Waxing and Buffing: As soon as the wax removal has been satisfactorily accomplished,the floor will be waxed and buffed. A satisfactory or acceptable floor finish has a thin,even coating of wax. Floor will be clean and bright, under furniture as well as in other areas. Do not apply wax within six inches from walls or legs or bases of unmovable furniture. Dusting and Miscellaneous Cleaning A satisfactory or acceptably dusted surface is free of all dust,dust streaks, lint,cobwebs,dirt, or oily streaks. The dust must be removed completely, not scattered around. • Low Dusting: Includes surfaces less than six feet from the floor,which may include, but may not be limited to, ledges,support braces,window sills,doors,stair rails,chair rails, base boards. Typewriters,computers, business machines, consoles, plotting boards and equipment of similar nature will not be dusted. No desks are to be included in individual offices, except by specific request, but reception areas,common area tables and desks, (such as those in the library or reading areas in various city buildings),will be dusting on the regular schedule. • High Dusting: High dusting includes areas over windows and doors,overhead pipes,exposed ducts, ceilings and walls which are six feet or more from the floor. High dusting will be performed before floors are cleaned and before low dusting is undertaken. • Dusting Heating and Air Conditioning Equipment: All accessible portions of unit heaters,air conditioning grills,convectors,diffusers,fans,ceiling vents and radiators will be dusted or vacuumed. If the grills cannot be cleaned by dusting or vacuuming,they shall be removed and washed. Attachment B City of Bozeman—Janitorial Services Citywide • Entryway and Vestibules: Areas around all exterior entryway doors will be swept free of all gravel, dirt,sand,sticks, and debris for a minimum of 10 feet from the entrance door in order to minimize the amount of material tracked into the building.The Contractor will not be responsible for the removal of snow or ice. Restrooms Acceptably clean restrooms have a clean and bright appearance and no objectionable odors. Disinfectant shall be used on all surfaces and fixtures on a daily basis. • Restroom Floor Cleaning: Restroom floors will be(if concrete,tile,or vinyl)swept and scrubbed once a day. The immediate areas around urinals will be well scrubbed, using an all-purpose detergent with a small amount of disinfectant. This process will result in thorough removal of soiling with no residue left in joints,crevices or corners. • Toilets: When cleaning the bowls,wash and wipe bowl inside and out. If deposits are difficult to remove, use appropriate cleaning methods to remove deposits. Wash seat,top and bottom with detergent solution, and wipe dry. Wipe tank and cover or flush mechanism and hardware with clean, damp cloth. • Urinals: When cleaning the urinals,wash and wipe inside and out. If deposits are difficult to remove, use appropriate cleaner and method to remove deposits. Care must be taken to ensure that the underside of the urinal fixture rim and holes in the bottom and back of all urinals are cleaned. • Sinks: A satisfactory or acceptably clean sink is free of grease,dirt,soap film and streaks. Chrome plated hardware will be cleaned with a clean,damp cloth. • Deodorants and Disinfectants: Various types of disinfectants will be used on toilet bowls,floors, partitions and similar fixtures as necessary. Solid crystal deodorants will not be used in urinals. Proper cleaning and ventilation eliminates the need for deodorants in toilet rooms. • Toilet Room Walls Partitions and Woodwork: The accumulation of dirt on walls and partitions will not be allowed. A restroom that is acceptably clean shall include clean joints in the tile,and be free of film streaks,deposits and soiling. A disinfectant shall be used as necessary. • Shower Stalls: The accumulation of dirt on floors and walls will not be allowed. A restroom that is acceptably clean shall include clean joints in the tile,and be free of film streaks,deposits and soiling. A disinfectant shall be used as necessary. • Toilet Room Dispensers: Paper towels,toilet tissue and soap dispensers and feminine hygiene dispensers will be checked and refilled daily. An adequate daily supply of materials will be kept available. • Waste Baskets and "Special"Waste Baskets in Women's Restrooms: Waste baskets in all restrooms will be emptied daily into the main receptacle, immediately prior to emptying of the main receptacle into the outside dumpster. Attachment B City of Bozeman—Janitorial Services Citywide Miscellaneous Cleaning and Maintenance • Drinking Fountains: All drinking fountains will be cleaned daily. Appropriate cleaners shall be used when cleaning surfaces to ensure no damage occurs,while removing water spots and stains. • Kitchen/Breakrooms: Pick up trash,empty all waste receptacles, reline receptacle with liner. Clean countertops,tabletops,chairs,and sinks. Stock paper products if needed,spot clean front of cabinets and major appliances. Clean in-side of microwave ovens if present weekly. • Glass Cleaning: All glass will be cleaned with a mild glass cleaning solution. Adjacent trim will be wiped clean with a damp cloth where soiled by spillage or by smears in the glass cleaning operation. • All glass, including mirrors,glass cabinets,display cases,and partitions(glass or plastics)will be cleaned in accordance with the frequency schedule. • All glass windows and doors will be spotted and cleaned in accordance with the frequency schedule. • Spot Cleaning: Walls,wainscoting,doors and trim will be cleaned when necessary to remove small or spot areas of dirt,grease stains or friction marks. Care will be taken to perform spot cleaning without damage to the surface finish and to provide an overall uniform appearance substantially free of cleaning marks after spot cleaning. • Cleaning and Polishing Furniture in Public Areas: All finished surfaces will be cleaned and receive an adequate application of furniture polish to remove dirt, and leave a gloss or sheen. Polish shall not leave surface oily,sticky,or injure varnish and enamel. All furniture, metal,wooden or upholstered, will be free of all wax,scuff marks,water marks and cobwebs. Metal surfaces will be cleaned. Care must be taken not to damage the finished surfaces. • Emptying and Cleaning Waste and Recycling Receptacles: The main waste receptacles and recycle receptacles in common areas will be emptied daily and deposited in collection containers provided for that purpose. Receptacles will be kept free of deposits,dirt streaks,and odors. Individual office recycling and trash receptacle will be emptied by staff members. Contractor will supply trash bags for office trash receptacles. The common office paper recycling and cardboard storage containers will be emptied as needed or at least every other week and deposited in the collection containers provided for that purpose on site. • Blinds: All blinds in compliance with the attached schedule. Acceptably clean blinds will be free of dust, dirt,deposits and film. Paint coatings, plastics and fabrics will not be damaged. • Light Fixtures: All exposed light fixtures and accessible components including lenses, louvers and housings,will be cleaned with a clean damp cloth and appropriate cleaners. Lenses shall be removed once a year to remove dead flies, bugs,etc. and to clean the inside of the lens. Burned out lamps will be documented in the weekly report. • Cleaning Mats: All entrance mats will be vacuumed daily.All dirt and dust deposits underneath the mats will be removed and the mats replaced after cleaning. Attachment B City of Bozeman—Janitorial Services Citywide • Ash Trays/Receptacles: All ash trays/receptacles will be emptied on a weekly basis or more often as need. Attachment B City of Bozeman—Janitorial Services Citywide